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MINUTES OF THE TOWN COUNCIL MEETING
HELD ON TUESDAY 28th JANUARY, 2003 AT 7.30 P.M.
IN THE CONFERENCE ROOM, TOWN HALL.
Amendments.

PRESENT: Town Mayor: Cllr. P. Roberts
Deputy Mayor: Cllr. P. Rew
Councillors: E. Bannister, Mrs. M. Curtis, T. Kelly, W. Prior,
Mrs. S. Riesebeck, S. Savage, T. Shrimpton K. Smith and S. Thain
In Attendance: A member of the press, a member of the public, the Mace Bearer, the Town Clerk and Administrative Assistant
Absent: Cllrs. M. Bentley and A. Josselyn
 125. APOLOGIES FOR ABSENCE

Apologies for absence were received from Cllrs. Mrs. E. Downes and Mrs. V. Foster.
 126. MINUTES OF THE TOWN COUNCIL MEETING HELD ON 16TH DECEMBER, 2002

Members received and considered the minutes of the Town Council meeting held on 16th December, 2002.

RESOLVED: that the minutes of the Town Council meeting held on 16th December, 2002 be approved and signed as a true record.
 127. MAYOR'S ANNOUNCEMENTS

Members received and considered a list of functions attended by the Mayor since the Town Council meeting held on 16th December, 2002.

The Mayor thanked members for sponsoring him in the Mad Maldon Mud Race and said although he was glad to have competed in the race he would not be taking part again.

RESOLVED: that the information be noted.
 128. MINUTES OF COMMITTEE MEETINGS

Members received and considered the minutes of the following committee meetings:
 128.1 Minutes of the Planning Committee meeting held on 6th January, 2003

RESOLVED: that the minutes of the Planning Committee meeting held on 6th January, 2003 be approved.
 128.2 Minutes of the Environment Committee meeting held on 8th January, 2003

RESOLVED: that the minutes of the Environment Committee meeting held on 8th January, 2003 be approved.
 128.3 Minutes of the Finance and General Purposes Committee meeting held on 13th January, 2003

Attendance
Cllr. Prior requested that the minutes be amended to record that he was absent from the meeting as it had been minuted that he was both in attendance and absent.

Minute 74.5 - Training
A member expressed his concern that the resolution indicated that staff training could only be undertaken providing there would be no cost implication to the Town Council. He expressed the view that the Town Council should be supporting staff training and not considering the cost implications.

Cllr. Thain said that the Training Budget Head was over spent this financial year and he suggested that this budget head should be increased at the 2004 - 2005 Estimate meeting.

Discussion ensued and when put to the vote it was agreed that the resolution should remain as it stands - Cllr. Kelly wished that it be recorded that he voted against the resolution.

Minute 76.2 - Town Hall Stage Inspection
In response to a question the Town Clerk advised that she had forwarded a copy of the letter from Suffolk Scenery, regarding the stage inspection, to the Pantomime Society as some of the items raised in the letter referred to the scenery erected by the Pantomime Society for their forthcoming production.

Cllr. Thain stated that, prior to tonight's meeting, he and other members had attended a meeting regarding the stage and it had been agreed that operating instructions, containing both text and images, for stage equipment should be drafted for installation on the stage.

Cllr. Savage requested that the risk assessment in respect of the hall should also be deferred until the Finance and General Purposes Committee meeting to be held on 4th March, 2003 as the lighting bar in the hall does not appear to stipulate a safe working load and it should also have a test certificate.

Minute 80 - White Horse Lane Public Conveniences
In response to a question, the Town Clerk advised that an insurance claim would be submitted in respect of the recent damage at the Public Conveniences and that the Police had been informed of the incident and that they would be providing an incident number.

RESOLVED: that (a) the minutes be amended to show that Cllr. Prior was not in attendance at the meeting;

(b) the Training Budget be reviewed in conjunction with the 2004 - 2005 Estimates;

(c) the risk assessment in respect of the hall and stage be deferred until the Finance and General Purposes Committee meeting to be held on 4th March, 2003;

(d) in all other respects the minutes of the Finance and General Purposes Committee meeting held on 13th January, 2003 be approved.

 128.4 Minutes of the Planning Committee meeting held on 20th January, 2003


Minute 154.a.1 - FUL/MAL/02/01347
In response to a question regarding a member's dissatisfaction that the Planning Committee had not objected to this to this application because of loss of retail facility and because it was retrospective, Cllr. Prior said that the Committee had no objection to the application.

Minute 154 a.4 - FUL/MAL/03/00030
It was suggested that the words "of comment" be added to the first paragraph so it reads "a letter of comment from the Maldon Society".

Minute 154.a.8 - OUT/MAL/03/00023
The view was expressed that there was no existing bungalow on the site and in this respect the resolution was incorrect. It was suggested that the application be reconsidered at the Planning Committee meeting to be held on 3rd February, 2003.

Minute 156.a - Maldon District Draft Replacement Local Plan Revised Deposit
The view was expressed that members should carefully consider the summary leaflet regarding the Maldon District Draft Replacement Local Plan Revised Deposit.

Cllr. Prior stated that a Special Planning Committee meeting was to be held prior to the Planning Committee meeting on 3rd February, 2003 to consider the Local Plan Revised Deposit including the summary leaflet and all members would be invited to attend.

Minute 158 - Pedestrian Crossing - High Street, Maldon
Concern was expressed that members not made no comment regarding the proposal to install a pedestrian crossing at the lower end of the High Street.

Cllr. Prior reported that the Town Council had requested that the Locally Determined Programme includes the installation of a crossing at the lower end of the High Street and in the circumstances members had been pleased to note the proposal.

Minute 159 - Street Naming - Site off Spital Road, Maldon
It was suggested that in view of the fact that developers submit to the Maldon District Council and the Post Office proposed names for new developments the words "it was" should be deleted and replaced with "the developer".

Minute 163 - Objection to Planning Applications
Cllr. Savage expressed the view that it was essential that the press release stated that members of the public should write letters of objection or comment regarding planning applications to both the Town Council and District Council.

Reference was made to the fact that the Town Council Planning Committee often had to consider planning applications on the day notification was received in the office and this did not allow the public time to forward comments.

Minute 165 - Town & Country Planning (Control of Advertisements - Appeal by Tesco Stores Limited
It was suggested that the last paragraph should be amended to read….. "District Council Policy" as it was noted that it was not the District Council Officers who were responsible for such decisions.

RESOLVED: that (a) the words "of comment" be added after "and a letter" in the first paragraph of minute 154 a.4;

(b) Planning Application OUT/MAL/03/00023 (Minute 154.a.8 refers) be reconsidered at the Planning Committee meeting to be held on 3rd February, 2003;

(c) minute 159 be amended with the words "it was" being deleted and replaced with "the developer" proposed to name the new development;

(d) minute 165 be amended from "District Council Officer" to read "District Council Policy"

(e) in all other respects the minutes of the Planning Committee meeting held on 20th January, 2003 be approved.
 129. APPOINTMENT OF A MEMBER TO SERVE ON THE PLANNING COMMITTEE

Standing Order No. 37(g) provides as follows:

If a member fails to attend three consecutive committee meetings without apologising and having a good reason for being absent he should no longer be a member of that committee and the vacancy filled at the next full Council Meeting.

Members were informed that Cllr. Josselyn had not attended three consecutive Planning Committee meetings and therefore considered the appointment of a member to serve on the Planning Committee for the remainder of the municipal year.

Discussion ensued and the Town Clerk confirmed that although Cllr. Josselyn had submitted his apologies for the last Planning Committee meeting he had previously not been in attendance for three consecutive Planning Committee meetings.

The Mayor requested nominations to serve on the Planning Committee and both Cllr. Savage and Cllr. Shrimpton were proposed and seconded and when put to the vote it was

RESOLVED: that (a) Cllr. Josselyn no longer serves upon the Planning Committee;

(b) Cllr. T. Shrimpton serve on the Planning Committee for the remainder of the municipal year.
 130. MALDON YOUTH COUNCIL MEETING

Members received and considered a report regarding recommendations made at the Maldon Youth Council meeting held on 17th December, 2002.

The Town Clerk reminded members that the Youth Council were organising the Maldon heat of the "Battle of the Bands" competition to be held on 8th February, 2003 and that tickets, at a cost of £2.50 per person, would be available on the door should members wish to attend.

RESOLVED: that the report regarding the Maldon Youth Council meeting held on 17th December, 2002 be noted.
 131. RISK ASSESSMENT OF VILLAGE HALLS CONFERENCE

Members were notified that the Essex Rural Development Centre were holding a Risk Assessment of Village Halls Conference on 12th March, 2003 at Weeley Village Hall between 15.30 p.m. and 18.30 p.m. at a cost of £8.00 per delegate and were informed that the Town Clerk wished to attend. It was suggested that Cllr. Savage should also attend this Conference.

RESOLVED: that Cllr. S. Savage and the Town Clerk attend the Essex Rural Development Centre conference on the Risk Assessment of Village Halls at a cost of £8.00 per delegate. (LGA 1972 s.175)
 132. BLACKWATER ESTUARY MANAGEMENT PLAN - STATEMENT OF COMMITMENT

Further to minute 145 of the Planning Committee meeting held on 6th January, 2003 members received and considered the report of Cllr. Mrs. Riesebeck regarding the Blackwater Estuary Management Plan and considered whether the Town Council should sign the Blackwater Project Statement of Commitment 2002.

Members thanked Cllr. Mrs. Riesebeck for her interesting report and agreed that a letter should be forwarded to the Blackwater Project Officer suggesting that it would be useful for a map of the area to be included in the Management Plan.

Members agreed that the Town Council should sign the Blackwater Project Statement of Commitment 2002.

RESOLVED: that (a) the Town Clerk signs the Blackwater Project Statement of Commitment 2002 on behalf of the Town Council;

(b) a letter be forwarded to the Blackwater Project Officer suggesting that a map of the area be included in the Management Plan.

(c) the report of Cllr. Mrs Riesebeck be noted.
 133. POLICY STATEMENT AND OBJECTIVES - ANNUAL REVIEW

Further to minute 135 of the Town Council meeting held on 28th January, 2002 members undertook the annual review of the Town Council Policy Statement and Objectives.

RESOLVED: that there should be no amendments to the Town Council Policy Statement and Objectives and it be reviewed again in January, 2004.
 134. MID ESSEX AREA FORUM

Further to minute 115 of the Town Council meeting held on 16th December, 2002 members noted that Cllr. K. Ascott, Purleigh Parish Council, had not attended the last meeting of the Mid Essex Area Forum. The next meeting of the Forum was scheduled to be held on 4th February, 2003. In view of this members considered whether Cllr. Mrs. Tilly Pink, Wickham Bishops Parish Council, who would be attending the Forum, should be invited to attend a future meeting of the Town Council.

Discussion ensued and it was

RESOLVED: that the matter be deferred until the new municipal year.
 135. ELECTED REGIONAL ASSEMBLIES

Members received and considered a letter from Lord Hanningfield, Leader of Essex County Council regarding proposals from the Office of the Deputy Prime Minister in respect of Elected Regional Assemblies.

RESOLVED: that the information be noted.
 136. 22nd ANNUAL LARGER LOCAL COUNCILS ASSEMBLY - 26TH NOVEMBER, 2002

Members received a copy of the report regarding the 22nd Annual Larger Local Councils Assembly held on 26th November, 2002 which the Town Clerk attended on behalf of the Town Council.

In response to a question regarding whether the Town Council would qualify for Quality Status, the Town Clerk advised that detailed information was still awaited from Central Government. However, it was intended that Clerks should obtain the Assessment and Qualifications Alliance (A.Q.A.) qualification and the Local Government Policy Course that she was currently undertaking would automatically provide this qualification at a reduced fee. The original paper issued by the Government regarding Quality Status stated that all Town/Parish Council members should be elected but as a result of considerable concern being expressed regarding this during the consultation process no firm decision has yet been made.

RESOLVED: that the information be noted.
 137. MALDON TOWN CENTRE MANAGEMENT BOARD MEETING - 15TH JANUARY, 2003

Members received and considered the minutes of the Maldon Town Centre Management Board Meeting held on 15th January, 2003 which contained details of the Town Centre Manager's activities during December, 2002.

RESOLVED: that the minutes of the Maldon Town Centre Management Board meeting held on 15th January, 2003 be noted.
 138. SHAKESPEARE FESTIVAL - MAY / JULY 2003

Further to minute 116 of the Town Council meeting held on 16th December, 2002 members noted that the Town Centre Manager and the Arts Officer, Maldon District Council were unable to attend the meeting due to other commitments. However, a report was circulated at the meeting regarding the Shakespeare Festival.

Cllr. Prior informed members that the Maldon District Council were assisting in funding the event and it was hoped that the Town Council would assist by making rehearsal facilities available free of charge.

The Town Clerk reminded members that it had been agreed at the Town Council meeting held on 16th December, 2002 that the Town Hall or Conference Room be offered as a rehearsal facility for the Shakespeare Festival. (minute 116 refers)

RESOLVED: that the report be noted.
 139. MINUTES FROM OUTSIDE ORGANISATIONS

Members received and considered copies of minutes of the following meetings:
 139.1 Maldon District Heritage & Museums Forum held on 16th December, 2002.

RESOLVED: that the minutes of the Maldon District Heritage & Museums Forum held on 16th December, 2002 be noted.
 139.2 Maldon Twinning Association meeting held on 17th December, 2002.

RESOLVED: that the minutes of the Maldon Twinning Association meeting held on 17th December, 2002 be noted.
 140. THE MAYOR ADJOURNED THE MEETING FOR QUESTIONS FROM THE PRESS AND PUBLIC

The member of the public present stated that the Wickham Bishops Parish Council sends communications to houses adjacent to properties which are the subject of a planning application requesting comments regarding the proposed development.
 141. EXCLUSION OF THE PRESS AND PUBLIC

RESOLVED: that pursuant to section 1 of the Public Bodies (Admission to Meetings) Act 1969, the meeting be not open to the public and press for the following item of business and they be instructed to leave.
 142. TOWN HALL

Members received a copy of a letter from T. Wynn Partnership and were advised that the National Association of Local Council's (NALC) had been approached regarding the letter. Unfortunately a response from the NALC had not yet been received but it was noted that it should be received within the next few days.

Discussion ensued and it was

RESOLVED: that the Mayor, Deputy Mayor, Chairman of the Finance and General Purposes Committee and the Town Clerk be authorised to resolve the matter when the response from the NALC has been received.
   Meeting closed at 8.30 p.m.

Councillor Peter Roberts
Mayor of Maldon

Signed…………………………………………… Date……………………………….



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