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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 PLANNING COMMITTEE MEETING
HELD ON MONDAY 11th NOVEMBER, 2002 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, M. Bentley, Mrs. M. Curtis, Mrs E. Downes,
Mrs V. Foster, T. Kelly, W. Prior, Mrs. S. Riesebeck,
S. Savage, and K. Smith.
In Attendance: The Mace Bearer, the Town Clerk and Administrative Assistant .
Absent: Cllr. A. Josselyn.
 85. APOLOGIES FOR ABSENCE
Apologies for absence were received from Cllrs. Shrimpton and Thain.
 86. MINUTES OF THE TOWN COUNCIL MEETING HELD ON 30TH SEPTEMBER, 2002

Members received and considered the minutes of the Town Council meeting held on 30th September, 2002.

RESOLVED: that the minutes of the Town Council meeting held on 30th September, 2002 be approved and signed as a true record.
 87. MAYOR'S ANNOUNCEMENTS

Members received and considered a list of functions attended by the Mayor since the Town Council meeting held on 30th September, 2002.

The Mayor said that he had attended quite a few functions since the last meeting and that the Rotary Club Firework display had been excellent despite the rain and approximately 3000 people had attended. The Mayor thanked Councillors for their attendance at the Remembrance Sunday Parade and also thanked the Deputy Mayor for attending the District Council Remembrance Day events at Hythe Quay and the Promenade Park on his behalf.

RESOLVED: that the information be noted.
 88.

88.1
MINUTES OF COMMITTEE MEETINGS

Minutes of the Planning Committee meeting held on 7th October, 2002.

RESOLVED: that the minutes of the Planning Committee meeting held on 7th October, 2002 be noted.
 88.2 Minutes of the Finance and General Purposes Committee meeting held on 14th October, 2002.

Minute 52.6 - Mayoral Ribbons
It was suggested that the old Mayoral ribbons be donated to the Maldon Museum. Cllr. Rew stated that the ribbons were in a threadbare condition which was why they were being replaced.

Minute 53 - Website
It was agreed that the wording on the first line should be amended to read "member" instead of "members".

Minute 61.2 - Staff Review
Cllr. Rew informed members that a report regarding the Town Clerk's staff appraisal would be submitted to the Finance and General Purposes Committee meeting to be held on 26th November, 2002.

In response to a question regarding the period of time between staff appraisals the Town Clerk stated that appraisals were undertaken on an annual basis and that all staff were paid in accordance with National Pay Scales.

Members felt that the words "at present" should be deleted from recommendation (d) and "to be reviewed annually" be added to the end of the recommendation.

It was suggested that recommendation (f) should be amended to read "the paid staff attendance……"

RESOLVED: that (a) the old Mayoral ribbons be donated to the Maldon District Museum should they wish to receive them;

(b) Minute 53 - "members" be amended to read "member";

(c) Minute 61.2 - (i) the words "at present" be deleted from recommendation (d) and "to be reviewed annually" be added to the end, (ii) recommendation (f) be amended to read "the paid staff attendance…";

(d) in all other respects the minutes of the Finance and General Purposes Committee meeting held on 14th October, 2002 be approved.
 88.3 Minutes of the Environment Committee meeting held on 21st October, 2002.

Minute 42 - Dog Fouling
Cllr. Bentley informed members that he was aware that the District Council were active in the prosecution of people whose dogs were caught fouling pavements.

RESOLVED: that the minutes of the Environment Committee meeting held on 21st October, 2002 be approved.
 88.4 Minutes of the Planning Committee meeting held on 28th October, 2002.

Minute 102(a) 1 - Planning Application No FUL/MAL/02/01039
Cllr. Kelly enquired if a response had been received from the District Council regarding the Town Council's objection to the use of public open space as a car park.

The Town Clerk stated that it was not normal procedure to receive an acknowledgement of the Town Council's comments regarding planning applications until after a decision has been made by the District Council, and only then if it is contrary to their views.

RESOLVED: that the minutes of the Planning Committee meeting held on 28th October, 2002 be approved.
 89. MALDON YOUTH COUNCIL MEETING

Members received and considered the notes of the Maldon Youth Council meeting held on 15th October, 2002.

RESOLVED: that the Notes of the Maldon Youth Council meeting held on 15th October, 2002 be approved.
 90. APPOINTMENT OF WORKING PARTY

Further to minute 104(a) of the Planning Committee meeting held on 28th October, 2002 members considered the appointment of members to serve upon a Working Party to review highway consultations over the past two years and to compile a list of requirements for further consideration by the Town Council prior to submission to Mr. S. Broad, Transportation and Operational Services, Essex County Council.

Discussion ensued and it was suggested that it would be beneficial for the Chairmen of the Planning and Environment Committees to serve together with any other member who wished to serve on the Working Party.

RESOLVED: that Cllrs. Mrs Curtis, Prior and Mrs Riesebeck serve on this Working Party.
 91.

 91.1
COURSES / ROAD SHOWS

Maldon District Community Safety Partnership

Members were informed that notification had been received from the Maldon District Council regarding a free Home Office Introductory Course on Crime and Disorder. This would be a one day course providing basic, practical training and delegates were particularly sought from various groups including elected members. The Essex venues were to be held on Wednesday, 20th November - Hilton Hotel, Stansted and Thursday, 21st November - Essex Records Office, Chelmsford.

RESOLVED: that Cllrs. Mrs Riesebeck attends the Home Office Introductory Course on Crime and Disorder to be held on 21st November, 2002 at the Essex Records Office, Chelmsford.

 91.2 Standards Board for England - East of England Roadshow - Talk Back, Look Forward

Members were informed that notification had been received from the Standard Board for England regarding its East of England Roadshow to be held on Tuesday, 3rd December, 2002, between 5.30 p.m. - 8.45 p.m. at the Corn Exchange, King Street, Ipswich.

Discussion ensued and it was agreed that if a member or officer wished to attend they should advise the Town Clerk.

RESOLVED: that members or officers wishing to attend the East of England Roadshow should advise the Town Clerk.
 91.3 Youth in the Community

Members were informed that notification had been received regarding a one-day interactive conference to help communities identify and solve issues involving young people to be held on Saturday 23 November, 2002 in the Town Hall, Maldon at a cost of £5.00 per person.

Discussion ensued and Cllr. Mrs Riesebeck stated that she wished to attend the conference and it was agreed that members of the Youth Council should also be asked if they wish to attend.

RESOLVED: that (a) Cllr. Mrs Riesebeck attends the Youth in the Community Conference to be held on 23rd November, 2002 in the Town Hall, Maldon at a cost of £5.00 per person;

(b) the members of the Maldon Youth Council be asked if they wish to attend the Conference.. (LGA 1972, s.175)
 92. REPRESENTATIVES - THE GEPP CHARITY

Further to the Council meeting held on 6th April, 1998, (minute 142 refers), members considered the appointment of four representatives to serve upon the Gepp Charity for a four year period. Members were informed that at present Cllrs. Bannister and Rew and Mr C. Norrington and Mr. K. Russell served as Trustees and that they had indicated that they were willing to continue to serve upon the Charity.

RESOLVED: that Cllrs. Bannister and Rew and Mr C. Norrington and Mr K. Russell serve as Trustees of the Gepp Charity for a further four years period until November, 2006.
 93. PARISH TRANSPORT GRANTS

Further to minute 68.2 of the Town Council meeting held on 30th September, 2002 members received and considered responses from the Community Services Manager, Maldon District Council and Mr John Whittingdale, OBE, MP regarding Parish Transport Grants and transport in Maldon.

RESOLVED: that the responses to noted.
 94. ANNUAL TOWN MEETING

Further to minute 42.1 of the Finance and General Purposes Committee meeting held on 3rd September, 2002 agreeing to a Beer Festival being held in the Town Hall between 23rd - 27th April, 2003. In this respect it was proposed that the Annual Town Meeting be held on Wednesday, 16th April, 2003 instead of 25th April as originally scheduled.

Members recalled that representatives of various local organisations had been invited to attend the Annual Town Meeting held on 26th April, 2002 and considered whether the same or an alternative procedure should be adopted next year, in order to encourage more local residents to attend.

Discussion ensued and the view was expressed that the evening had been enjoyable but that the formal meeting had been too long due to the number of speakers. In this respect it was felt that it would be beneficial if there was only one other guest speaker in addition to the Police representative.

Reference was also made to the PA System and Cllr. Savage said he would ensure that this was operating adequately next year.

RESOLVED: that (a) the Annual Town Meeting be re-scheduled to Wednesday, 16th April, 2003;

(b) the format for the Annual Town Meeting remains as last year but the speakers limited to the Police and a representative from one other organisation.
 95. AGE CONCERN ESSEX TOE-NAIL CUTTING SERVICE

Further to minute 80 of the Town Council meeting held on 30th September, 2002 members received and considered a response from Age Concern, Essex regarding the mobile toe-nail cutting service.

Discussion ensued and it was suggested that it would be beneficial for a toe-nail cutting service to be held in the Town Hall on Thursday's as the town was extremely busy with people collecting pensions etc. It was suggested that a letter be forwarded to Age Concern Essex offering free use of the Town Hall for such a service.

RESOLVED: that a letter be forwarded to Age Concern, Essex regarding a toe-nail cutting service being provided within the Town Hall.
 96. FREEDOM OF INFORMATION ACT 2000

Members received and considered the report of the Town Clerk regarding the Freedom of Information Act - Publication Schemes (copy circulated to all members of the Council).

RESOLVED: that the Town Council adopts the model scheme of publication as detailed in the report and that the approval of the Information Commissioner be sought.
 97. DEVELOPMENT OF A COMMON HOUSING REGISTER FOR THE MALDON DISTRICT

Members received and considered a letter from the Strategic Housing and Leisure Services Manager, Maldon District Council and considered the completion of the questionnaire regarding the development of a Common Housing Register for the Maldon District.

Discussion ensued and the view was expressed that the original waiting list points system was more effective as it now appeared that people from outside the town were being accommodated quicker than residents of the town. It was felt that a Common Housing Register should be welcomed and that the systems operated by the District Council and the Housing Association's be unified. Members discussed the definition of affordable housing and it was felt that many Parish Councils would like this type of property built within their parish.

The questionnaire was completed for submission to the District Council.

RESOLVED: that the completed Common Housing Register questionnaire be submitted to the District Council.
 98.

98.1
MALDON TOWN CENTRE MANAGER

Town Centre Management Board
Members received and considered the Notes of the Town Centre Management Board meeting held on 2nd October, 2002.

RESOLVED: that the Notes of the Town Centre Management Board meeting held on 2nd October, 2002 be noted.
 98.2 Action for Market Towns Convention 2002

Further to minute 40.3(b) of the Finance and General Purposes Committee meeting held on 3rd September, 2002 members received a report from the Town Centre Manager regarding his attendance at the Convention held on 20th & 21st September, 2002 in Ely.

RESOLVED: that the report of the Town Centre Manager be noted.
 99.

99.1
MEMBERS' ATTENDANCE AT MEETINGS

World Mental Health Day - 10th October, 2002 - Cllr. Mrs Riesebeck

Members received and considered a report from Cllr. Mrs Riesebeck regarding her attendance at the World Mental Health Day Conference held on 10th October, 2002.

RESOLVED: that the report be noted.
 99.2 Friends of the Prom - 14th October, 2002 - Cllr. Thain

Members received and considered the minutes of the "Friends of the Prom" meeting held on 14th October, 2002.

RESOLVED: that the minutes of the "Friends of the Prom" meeting held on 14th October, 2002 be noted.
 99.3 Parish Transport Grants - Cllr. Savage - 4th November, 2002

Members received and considered a verbal report from Cllr. Savage regarding his attendance at the Countryside Agency Parish Transport Grant Information and advisory day held on 4th November, 2002 at the Maltings, Ely.

Cllr. Savage reported that the Parish Transport Grants Scheme had been brought up to date and had been extended until 2005. Other details had remained unchanged from the previous report, (minute 68.3 of the Town Council meeting held on 30th September, 2002 refers). The remainder of the day had been devoted to organisations that had started a scheme or were in the process of going through the paperwork.

The key issues raised during the day were:
· To keep the Countryside Agency informed;
· To prove the need for a transport service;
· Only Parish and Town Councils are eligible to apply although other organisations can do most of the preparation paperwork;
· Schemes to be kept under constant supervision;
· Where several Parish Councils were involved in a scheme then one parish should take charge of the project.

Cllr. Savage felt that Maldon offered numerous bus services to and from the town and that the Town Council should support projects such as the proposed service from South Woodham Ferrers to Maldon.

Cllr. Savage also commented that car parks in Ely were free and had numerous spaces.

RESOLVED: that the report of Cllr. Savage be noted.
 100. MALDON PARISHES GROUP LIAISON MEETING

Members received and considered a letter from the Chief Corporate Service Officer, Maldon District Council regarding future Maldon Parishes Group Liaison Meetings and requesting that members consider hosting the January 2003 meeting in the Town Hall.

The Town Clerk advised that the initial Maldon Parishes Group Liaison Meeting had been held in the Town Hall.

Discussion ensued and it was agreed that the Town Council offers to host the January 2003 Maldon Parishes Group Liaison meeting free of charge subject to the availability of the Town Hall.

RESOLVED: that the Town Council offers free use of the Town Hall for the January, 2003 Maldon Parishes Group Liaison Meeting.
 101. OFFICE CLOSURE DURING CHRISTMAS PERIOD

RESOLVED: that the office closure over the Christmas and New Year period be as follows:

Tuesday, 24th December         Closed from 12.30 p.m.
Wednesday, 25th December    Closed
Thursday, 26th December        Closed
Friday, 27th December             Closed
Monday, 30th December          Open
Tuesday, 31st December          Closed from 12.30 p.m.
Wednesday, 1st January          Closed
   Meeting closed at 8.25 p.m.

Councillor Peter Roberts

Mayor of Maldon

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



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