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Maldon Town Council


Maldon Town HallMaldon Town Hall
Town Council Offices,
Town Hall, Market Hill,
Maldon, Essex,  CM9 4RL.

MINUTES OF THE TOWN COUNCIL MEETING
HELD ON MONDAY 5th AUGUST, 2002 AT 7.30 P.M.
IN THE CONFERENCE ROOM, TOWN HALL.
Amendments.

PRESENT: Chairman: Cllr P Roberts
Vice Chairman: Cllr. P. Rew
Councillors: E. Bannister, Mrs. M. Curtis, Mrs V. Foster, A. Josselyn, T. Kelly,
W. Prior, Mrs. S. Riesebeck and S. Thain .
In Attendance: A candidate for co-option, the Town Clerk and
Administrative Assistant.
Absent: Cllrs. M. Bentley, Mrs E. Downes and K. Smith



 43.
The Mayor welcomed everyone to the meeting and wished the Mace Bearer, Mrs Berry, a speedy recovery as she was unable to attend the meeting due to illness.

AN APOLOGY FOR ABSENCE

An apology for absence was received from Cllr. T. Shrimpton.
 44. 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 withdraw.
 45. CO-OPTION

Further to minute 28 of the Town Council meeting held on 24th June, 2002 members received and considered the report of the Town Clerk regarding an application for the vacancy for Maldon South Ward.

In response to a question regarding co-option and whether it would affect the Town Council's wish to become a Quality Council, the Town Clerk said that this aspect of Quality Council status was still being investigated as it was understood that some Parish/Town Councils had never held contested elections.

In response to a question from the Mayor discussion ensued regarding whether the candidate for co-option should be interviewed. Cllr. Thain stated that the candidate had shown a considerable interest and taken an active role in finding out about the Town Council as he had attended meetings of the Planning, Finance and General Purposes and Environment Committees. The candidate had also advised and assisted with the installation of the Town Hall's sound system, included Town Council information on a website and was an active member of the Pantomime Society. Cllr. Thain also pointed out that an election had not been requested in the South Ward.

Discussion ensued and when put to the vote it was agreed not to interview the candidate.

THE MAYOR RE-C0NVENED THE MEETING AT 7.45 P.M.

RESOLVED: that Stephen John Savage of 3 Chelmer Terrace, Maldon be co-opted as a Councillor for Maldon South Ward.

(Mr Savage signed the Declaration of Acceptance of Office and took his place at the meeting).
 46. MINUTES OF THE TOWN COUNCIL MEETING HELD ON 24TH JUNE, 2002

Members received and considered the minutes of the Town Council meeting held on 24th June, 2002.

Minute 31 - Website
In response to a question from Cllr. Rew, the Town Clerk stated that if members wished to pursue a Town Council website at the end of the municipal year the normal tender process would be adopted.

Minute 42 - Complaint

As Cllr. Rew had been unable to be in attendance at the last Council meeting he enquired if the member concerned had declared an interest. Members indicated that this action had been taken and it had been unanimously agreed that the member concerned should remain in attendance. Cllr. Rew suggested that the minutes should be amended to record this information.

RESOLVED: that (a) Minute 42 be amended to read that as a result of the Councillor concerned declaring an interest it had been unanimously agreed that all Town Councillors should be present during the discussion regarding the complaint;

(b) in all other respects the minutes of the Town Council meeting held on 24th June, 2002 be approved and signed as a true record.
 47.

47.1
MAYOR'S ANNOUNCEMENTS

List of Functions

Members received and considered a list of functions attended by the Mayor since the Town Council meeting held on 24th June, 2002.

The Mayor stated that the East London Cabbie Day Out for Handicapped Children had once again been excellent and he hoped that the Cabbies would continue to visit Maldon for another 50 years. He also said that all the Carnival Week events had been a great success and praised everyone involved in the organisation of the week and even though Carnival Day had been spoilt by the weather the attitude of the people of Maldon shone through.

RESOLVED: that the information be noted.
47.2 Annual Report

Members were informed that at the Annual General meeting of the Essex Association of Local Councils, the Mayor, on behalf of the Town Council, had received a Certificate of Commendation, as County Winner for the Best Annual Report. The certificate was available for inspection at the meeting.

The Mayor stated that he had been proud to collect this award and thanked all those involved in its compilation including Committee Chairmen, the Town Clerk and Mrs Grant.

RESOLVED: that the information be noted.
 48.

48.1




48.2
MINUTES OF COMMITTEE MEETINGS

Minutes of the Planning Committee meeting held on 25th June, 2002.

RESOLVED: that the minutes of the Planning Committee meeting held on 25th June, 2002 be approved.

Minutes of the Planning Committee meeting held on 8th July, 2002.

RESOLVED: that the minutes of the Planning Committee meeting held on 8th July, 2002 be approved.
48.3 Minutes of the Environment Committee meeting held on 15th July, 2002

Minute 22 - Amenity Area - Rear of Tennyson Road
In response to a question the Town Clerk stated that it was necessary to kill and remove the weeds from the amenity area in order to ascertain the condition of the area.

Minute 23 - St. Giles Ruins
Cllr. Mrs Curtis advised that Mr T. Fleet was now to be requested to assist Mr Loader with the installation of the railings at St. Giles Ruins as he had much of the equipment required to undertake this work.

RESOLVED: that the minutes of the Environment Committee meeting held on 15th July, 2002 be approved.
48.4




48.5a.
Minutes of the Planning Committee meeting held on 22nd July, 2002.

RESOLVED: that the minutes of the Planning Committee meeting held on 22nd July, 2002 be approved.

Minutes of the Finance and General Purposes Committee meeting held on 23rd July, 2002.

Minute 28.5 - Maeldune Centre - Fire Alarm

In response to a question, the Town Clerk advised that the lease between the Town Council and the Maeldune Trust defining the responsibilities of each organisation was to undergo its 5 yearly review and the matter would be considered at the next Finance and General Purposes Committee meeting.

Cllr. Kelly felt that, as the building was the responsibility of the Town Council, it would be in the Town Council's interests to be responsible for the fire alarm. He suggested that the terms and conditions of the lease should be reconsidered during the review. He also expressed concern with regard to the necessity to replace the control panel as it was in the self interest of the company to recommend that the panel required to be changed.

Cllr. Thain stated that it was normal practice for a company to fit, maintain and upgrade a system should they feel it necessary and that steps had recently been taken to consolidate the alarm systems in properties for which the Town Council were responsible.

Minute 30 - Plaque to Mark 50th Anniversary of Cabbie Day Visit to Maldon

A draft design for the plaque, which had been chosen by the Mayor and Cllr. Thain from photographs taken on Cabbie Day by pupils from the Plume School and which would be located on the Moot Hall in commemoration of 50 visits by the East London Cabbies to Maldon had been circulated to all members at the meeting. Cllr. Thain stated that this particular image had been chosen as this depicted Cabbie Day. It was felt that some of the other pictures depicted the Queen's Golden Jubilee rather than the childrens' outing to Maldon.

The Town Clerk said that a copy of the image would be forwarded to J.B. Slythe, Stone Masons for their comments and suggested alterations would be referred back to members.

Minute 31 - Town Hall Charges

In response to a question from Cllr. Kelly, Cllr. Thain said that the Committee were waiting to receive additional information regarding current charges in other halls before making any recommendations regarding Town Hall hire charges.

Minute 32 a - Baseline Promotions - Ice Skating

Cllr. Kelly stated that he had urged the Maldon District Council to pursue outdoor skating events at the Promenade Park but he felt that it could be six months before a decision was made by the District Council. He expressed the view that the Town Council should reconsider holding an Ice Skating event in the Town Hall as soon as possible. In this respect he suggested that the resolution in minute 32a should be rescinded and it be recommended that the matter be investigated further.

Cllr. Mrs Foster felt it would be beneficial for an ice skating event to take place before Christmas but it was pointed out that 7th December, 2002 had now been booked by the Salvation Army for a Christmas Bazaar.

The Town Clerk said she would investigate alternative dates and the matter would be referred to the next meeting of the Finance and General Purposes Committee.

Minute 33 - Disability Access - Plume Building and Moot Hall

In response to a question from Cllr. Kelly, the Town Clerk said that she had attended a meeting at the Plume Library with a representative of English Heritage, Mr R. Scrimgeour, Conservation Officer and the Access Officer, Maldon District Council to consider disabled access to the Plume Library. At this meeting it had been suggested by the representative from English Heritage that a survey in accordance with the Disability Discrimination Act 1995 should be undertaken of other properties owned by the Town Council which are open to the public and in this respect English Heritage had recommended that Lisa Foster and Jane Toplis Associates be contacted.

Cllr. Thain stated that he felt that Town Council were not required to comply with the Disability Act as fewer than 4 employees were employed in each building but he said that investigations were being undertaken regarding this matter with the Essex Association of Local Councils.

RESOLVED: that (a) minute 32(a) be rescinded;

(b) a future Baseline Ice Skating event be considered at the next Finance and General Purposes Committee meeting;

(c) in all other respects the minutes of the Finance and General Purposes Committee meeting held on 23rd July, 2002 be approved.
48.5b. End of Year accounts 2001 / 2002 RESOLVED: that the Mayor signs the end of year accounts and supporting statements for the financial year 2001 / 2002 on behalf of the Town Council.
 49. NOTES FROM MALDON YOUTH COUNCIL MEETING

Members received and considered the notes of the Maldon Youth Council meeting held on 26th June, 2002.

RESOLVED: that the notes of the Maldon Youth Council meeting held on 26th June, 2002 be noted.
 50. APPOINTMENT OF A MEMBER TO SERVE ON THE FINANCE AND GENERAL PURPOSES COMMITTEE

Further to minute 12.1 of the Annual Council meeting held on 26th April, 2002 members considered the appointment of a member to serve on the Finance and General Purposes Committee. Members were informed that Cllr. Shrimpton had indicated that he would be willing to serve on this Committee.

RESOLVED: that Cllr. Shrimpton serves on the Finance and General Purposes Committee for the remainder of the municipal year.
 51. APPOINTMENT OF MEMBERS TO SERVE ON THE MALDON IN BLOOM WORKING PARTY

Further to minute 13.1 of the Annual Town Council meeting held on 13th May, 2002, members considered the appointment of two members to serve on the Maldon in Bloom Working Party. Members were referred to minute 21.2 of the Environment Committee meeting held on 15th July, 2002 which stated that these meetings were to be held during office hours.

In his absence members suggested that Cllr. Shrimpton be asked to serve on the Maldon in Bloom Working Party.

RESOLVED: that (a) Cllr. Savage be elected to serve at meetings of the Maldon in Bloom Working Party;

(b) Cllr. Shrimpton be requested to serve on the Maldon in Bloom Working Party.
 52.


52.1
APPOINTMENT OF COUNCILLORS TO REPRESENT THE TOWN COUNCIL AT MEETINGS OF:

Maeldune Trust

Further to minute 29.1of the Town Council meeting held on 24th June, 2002, members considered the appointment of a member to serve as a Trustee of the

Maeldune Trust.

As no nomination was put forwarded the Mayor suggested that a letter be forwarded to all absent Councillors to enquire if they would be willing to serve as a Trustee of the Maeldune Trust.

RESOLVED: that a letter be forwarded to absent Councillors to enquire if they would be willing to serve as a Trustee of the Maeldune Trust.
52.2. Maldon Chamber of Trade and Commerce

Members were informed that a letter had been received from Mark Harrington, Chairman of the Maldon Chamber of Trade and Commerce extending an invitation for the Town Council to be represented at monthly Chamber meetings, which are held on the first Monday of every month in the Tudor Room, Swan Hotel, High Street commencing at 7.00p.m. Members therefore considered the appointment of a representative to attend these meetings.

RESOLVED: that Cllr. Prior represents the Town Council at meetings of the Maldon Chamber of Trade and Commerce.
52.3 Maldon District Museum Association

Further to minute 29.2 of the Town Council meeting held on 24th June, 2002,

members considered the appointment of a Town Council representative to attend meetings of the Maldon District Museum Association. Members were informed that Cllr. Shrimpton had indicated that he would be willing to represent the Town Council at these meetings.

RESOLVED: that Cllr. Shrimpton represents the Town Council at meetings of the Maldon District Museum Association.
52.4 Chelmsford and Maldon Drug Reference Group

Due to the resignation of Cllr. Nickolls, members considered the appointment of a representative to attend meetings of the Chelmsford and Maldon Drug Reference Group.

Discussion ensued and it was suggested that Cllr. Bentley may wish to represent the Town Council as he also serves on the Crime Prevention Panel.

RESOLVED: that Cllr. Bentley be asked to serve on the Chelmsford and Maldon Drug Reference Group.
 53.

53.1
CABBIE DAY

Gift from the Chairman of the London Borough of Newham

Members were informed that during Cabbie Day on 10th July, 2002, the Chairman of the London Borough of Newham, Cllr. Mrs Marie Collier had presented the Mayor with a gift of commemorative china to mark the occasion of the Golden Jubilee of Queen Elizabeth II, 1952 - 2002. The item was number 25 of a limited edition of 50, with the Queen having received number 1.

The Mayor also read out a letter from the Chairman of Newham thanking Maldon for their continued support of Cabbie Day. It was suggested that the china be displayed in the Moot Hall.

RESOLVED: that (a) the commemorative china be displayed in the Moot Hall;

(b) the information be noted.
53.2 WRVS - CABBIE DAY CELEBRATION BOOKLET

Members were informed that a copy of a celebration booklet produced by the WRVS and presented to the East London Cabbies on their 50th Anniversary of their visit to Maldon had been received in the office and was available at the meeting for inspection.

The Town Clerk also informed members that copies of the booklet were available should members wish to purchase a copy. Cllr. Thain suggested that the booklet be displayed with the commemorative china in the Moot Hall.

RESOLVED: that the booklet produced by the WRVS for the 50th Anniversary of Cabbie Day be displayed with the commemorative china in the Moot Hall.
 54.

54.1
ATTENDANCE AT MEETINGS

Essex Association of Local Councils (EALC) - Essex Boundary Commission Review

Members were informed that notification had been received from the EALC regarding a presentation by Steve Evision and Dellyth Davies (Boundary Commission) in respect of the Essex Boundary Commission Review for Parish and Town Councils. The presentation was to be held in the Council Chamber, Essex County Council, County Hall, Chelmsford on Wednesday, 21st August, 2002 commencing at 2.30 p.m. and would last for approximately 1 hour. Members considered the nomination of a representative to attend this meeting.

RESOLVED: that the Town Clerk represents the Town Council at the Essex Boundary Commission Review for Parish and Town Councils to be held on 21st August, 2002.
54.2 Maldon District Council - Transport Matters

Members received and considered a letter from the Maldon District Council regarding transport related meetings and considered the nomination of a Town Council representative to attend the following meetings:

(a) Dengie Village Link - 20th August, 2002

(b) Parish Transport Grants - 18th September, 2002

RESOLVED: that Cllr. Savage represents the Town Council at both meetings.
 55. DRAFT ESSEX SCHOOL ORGANISATION PLAN 2002 - 2007

Further to a letter from the Town Clerk dated 16th July, 2002 members received and considered a report from Cllr. Kelly regarding the draft Essex School Plan 2002 - 2007.

The report detailed Cllr. Kelly's concern regarding the apparent indifference towards children currently being educated in temporary facilities, with no clear indication that the Schools Organisation Committee had any clear commitment to remedying that situation in the near future. Cllr. Kelly felt that the draft plan failed to address the problem of the 'export' of Primary pupils, especially from Heybridge, to a miscellaneous number of out of local area schools which was contrary to Government objectives for reducing car transport journeys.

In response to a question from Cllr. Thain regarding the most appropriate course of action for the Town Council to take regarding the draft plan, Cllr. Kelly expressed the view that a strong letter should be sent to the Essex County Council, Learning Services detailing the concerns that he had outlined in his report.

Discussion ensued and members agreed the Town Council should endorse the views expressed in Cllr. Kelly's report and it was

RESOLVED: that a letter be forwarded to the Essex County Council, Learning Services detailing the concerns highlighted in Cllr. Kelly's report.
 56. MALDON DISTRICT COUNCIL - BEST VALUE PERFORMANCE PLAN 2002

Members received and considered the Maldon District Council - Best Value Performance Plan 2002.

Members discussed several issues detailed in the Best Value Performance Plan including play equipment and waste management. Cllr. Thain suggested that members visit the website www.upmystreet.co.uk which showed a comparison of performance levels between Maldon (by postcode) and national averages.

Discussion ensued and members agreed that they required additional time to read and digest the document and at the suggestion of the Mayor it was

RESOLVED: that the matter be deferred to the Town Council meeting to be held on 30th September, 2002.
 57. POLICE/PUBLIC CONTACT - A STRATEGY FOR IMPROVEMENT

Further to the letter of the Town Clerk dated 24th July, 2002 attaching a copy of a letter from Inspector K. Jacobs, members considered:

(a) possible local residents who would be prepared to act as contact points;

(b) the concept of Parish Special Constables;

(c) the attendance of a representative of the Town Council at a Parish Consultation evening to be held on 4th September, 2002.

Cllr. Mrs Foster felt that it was wrong to expect Councillors or local people to take on the role of Police contact, even if they were to be allocated a special telephone number to contact the Police, as there would be no guarantee that their call would be personally answered. Cllr. Kelly welcomed any suggestion which enabled a closer contact and barriers to be broken down between the Police and the public. Cllr. Mrs Riesebeck felt that the outlined proposals sounded similar to the existing Neighbourhood Watch Schemes.

Members agreed that additional information was required before the matter could be considered further and it was therefore

RESOLVED: that (a) Cllrs. Mrs Riesebeck, Savage and Thain and the Town Clerk attend the Parish Consultation evening to be held in the Conference Room, Town Hall on 4th September, 2002;

(b) the matter be considered at the Town Council meeting to be held on 30th September, 2002.
 58. PARISH COUNCIL GUIDE TO SECTION 17 - CRIME AND DISORDER ACT 1998

Further to the letter of the Town Clerk dated 4th July, 2002 which circulated a copy of a Parish Council Guide to Section 17 of the Crime and Disorder Act, members

RESOLVED: that the document be noted.
 59.

59.1
TOWN CENTRE MANAGER

Maldon Town Centre Management Partnership Business Plan 2002 - 2004

Members received and considered a copy of the Maldon Town Centre Management Partnership Business Plan 2002 - 2004.

In response to a question the Town Clerk stated that one of the reasons the Business Plan had been drawn up was to assist in raising funds for the position of Town Centre Manager.

Cllr. Thain stated that he was happy with the approach currently being taken by the Town Centre Manager and felt that a letter should be forwarded to the Town Centre Manager expressing the Town Council's appreciation of his comprehensive reports.

RESOLVED: that (a) a letter be forwarded to the Town Centre Manager indicating the Town Council's appreciation of his work.

(b) the Maldon Town Centre Management Partnership Business Plan 2002 - 2004 be noted.
59.2. Notes of the Maldon Town Centre Management Board Meeting - 26th June, 2002

Members received and considered the Notes of the Town Centre Management Board meeting held on 26th June, 2002.

RESOLVED: that the information be noted.
 60. MINUTES / NOTES FROM OUTSIDE ORGANISATIONS

Members received and considered the minutes/ notes from the following outside organisations:
   a. Friends of the Prom - 24th June, 2002

Cllr. Kelly stated that the minutes indicated that the Town Council were represented at the meeting and he was unaware that the Town Council had appointed a representative to attend these meetings. Cllr. Thain stated that he attended the meetings as a private individual and would point out the error at the next Friends of the Prom meeting. However, members agreed that a Town Council representative for the Friends of the Prom should be appointed at the next Town Council meeting.

Cllr. Prior suggested that more information be sought regarding the Mini Jeeps which he felt would be of interest to the youth of the town.

In response to a question, Cllr. Thain expressed the view that the Friends of the Prom acted as a public focus group and that it was the members and officers of the District Council who were responsible for funding and undertaking any proposed projects. He also said that it was the involvement of the Friends of the Prom, as a public group, which assisted in the Promenade Park being awarded the "Green Flag".

RESOLVED: that (a) a Town Council representative to attend meetings of the Friends of the Prom be appointed at the next Town Council meeting.

(b) additional information regarding Mini Jeeps be sought;

(c) in all other respects the minutes of the Friends of the Prom meeting held on 24th June be noted.
   b.



   c.
Maldon District Heritage & Museums Group - 9th July, 2002

RESOLVED: that the information be noted.

Maldon Parishes Group Liaison Meeting - 15th July, 2002

RESOLVED: that the information be noted.
 61. THE MAYOR TO ADJOURN THE MEETING FOR QUESTIONS FROM THE PRESS AND PUBLIC

There were no questions from the press and public.
Meeting closed at 9.16 p.m.

Councillor Peter Roberts
Mayor of Maldon

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



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