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Maldon, Essex,  CM9 4RL.

MINUTES OF THE ANNUAL COUNCIL MEETING
HELD ON MONDAY 12th MAY, 2003 AT 7.30 P.M.
IN THE TOWN HALL.
Amendments.

PRESENT: Chairman: Cllr P Roberts
Councillors: M. Bentley, Mrs. M Curtis, Mrs. V. Foster, Mrs. M. Game,
J. Moss, W. Prior, Mrs S. Riesebeck, S. Savage,
T. Shrimpton, K. Smith and J. Swallow.
In Attendance: Canon David Atkins, the Town Clerk, Mace Bearer, Administrative Assistant, 12 members of the public and one member of the press.
  
Prior to the commencement of the meeting Canon David Atkins conducted prayers
  1. WELCOME BY THE TOWN MAYOR (including Mayor's announcements)

Cllr. Roberts welcomed members of the public and past Mayor's, Mr. Ovenden, Mr. Pipe and Mr. Munnion and the three new members to the Town Council, Cllrs. Mrs Game, Moss and Swallow.

The Mayor thanked Cllr. Mrs. Valerie Foster for being his Mayoress during an exceptionally busy, interesting and unfortunately, on many occasions, a very wet year with one of the highlights being the East London Cabbie's Golden Jubilee day out to Maldon.

Cllr. Roberts informed members that fund raising events including the Charity Ball had raised a total of £5000 which had been distributed to many local charities including the Maldon branches of the Red Cross and WRVS and the Maldon District Handicapped Childrens' Association who had each received £750.

He thanked Tesco Stores for their generous donation to the Mayor's Fund on the occasion of the opening of the extension to their store. This enabled £1000 to be given to assist Medicine and Chernobyl, a charity who annually bring children from Chernobyl to England to improve their health. Another major event of the year was Carnival Week and he thanked the Carnival Association Chairman, Ken Smith and his committee for their continued dedication to the traditional town Carnival. The Mayor reminded those present that during the Festive period he had competed in the Mad Maldon Mud Race and from the collection of sponsorship raised the sum of £1000 but he indicated that he would never compete in the race again.

Cllr. Roberts expressed his gratitude to the Town Council staff for their assistance throughout the year. He then informed members that a letter had been received from Eric Bannister thanking the Town Council for the engraved glass bowl which had been presented to him to commemorate his retirement from the Town Council after 35 years of service to the Town, District and Borough Councils. Cllr. Roberts stated that Mr Bannister was a Maldonian through and through and he would be missed as a Councillor.

The Mayor informed members that a letter had been received from the Essex Association of Local Councils (EALC) regarding a ballot for a ticket to the Queen's Garden Party held at Buckingham Palace and members agreed that, as last year, the Town Clerk's name be submitted.

RESOLVED: that the Town Clerk be put forward for the ballot to attend the Buckingham Palace Garden Party.
  2. ELECTION OF TOWN MAYOR FOR THE ENSUING MUNICIPAL YEAR

Cllr. K. Smith was proposed by Cllr. Mrs. Foster and seconded by Cllr. Mrs Riesebeck.

Cllr. W. Prior was proposed by Cllr. S. Savage and seconded by Cllr. T. Shrimpton.
Cllr. H. Moss arrived at 7.40 p.m.
   A secret ballot was requested and, as there was a tie, the Mayor used his casting vote and it was

RESOLVED: that Cllr. K. Smith be elected Town Mayor for the 2003/2004 Municipal Year.
  3. STATUTORY DECLARATION OF ACCEPTANCE OF OFFICE

Cllr K. Smith duly made and signed the Statutory Declaration of Acceptance of Office.
  4. PRESENTATION OF BADGE OF OFFICE, COINS OF MALDON AND KEYS TO THE MOOT HALL

Cllr. Roberts presented the Mayor with the Badge of Office, Coins of Maldon and keys to the Moot Hall.
  5. NOMINATION OF A MAYORESS FOR THE ENSUING MUNICIPAL YEAR

The Mayor nominated his wife Lyn to be Mayoress for the ensuing Municipal Year.
  6. PRESENTATION OF BADGES TO THE RETIRING MAYOR AND MAYORESS

The Mayor thanked Cllr. Roberts for representing the Town during his year of office and presented him with the past Mayor's badge and presented Cllr. Mrs Foster with a past Mayoress' badge and bouquet of flowers.
  7. APPOINTMENT OF DEPUTY TOWN MAYOR FOR THE ENSUING MUNICIPAL YEAR

Cllr. P. Roberts was proposed by Cllr. Mrs Curtis and seconded by Cllr. Mrs. Foster.

Cllr S. Savage was proposed by Cllr. Prior and seconded by Cllr. Shrimpton.

A secret ballot was requested and, as there was a tie, the Mayor had a casting vote and it was

RESOLVED: that Cllr P. Roberts be appointed Deputy Town Mayor for the 2003/2004 Municipal Year.
Cllr. Mrs Foster retired from the meeting at 7.55 p.m.
  8. APOLOGIES FOR ABSENCE

There were no apologies for absence.
  9. CO - OPTION

Members received and considered the report of the Town Clerk regarding the suggested co-option procedure should members agree to fill the following three vacancies which remain after the uncontested election:

Maldon East Ward         1 vacancy
Maldon South Ward       2 vacancies

Discussion ensued and it was agreed that the three vacancies should be filled by co-option and it was noted that the applicants must meet the same criteria as for elected members.

In response to a proposal that the vacancies be filled by co-option at this meeting, a member indicated that he was aware that members of the public, not in attendance, had expressed interest in the vacancies prior to this meeting. He said it would be discriminatory not to advertise the vacancies and give them the opportunity to apply for co-option.

When put to the vote it was

RESOLVED: that the Town Council co-opts three members and fills the vacancies in Maldon East Ward (1) and Maldon South Ward (2) by the following procedure:

(a) public notices be displayed inviting applications;
(b) applicants submit a brief 50 words profile;
(c) applications be considered at the meeting of the Town Council to be held
on Monday, 7th July, 2003 and individuals be elected.
 10. MINUTES OF THE TOWN COUNCIL MEETING HELD ON 22ND APRIL, 2003

RESOLVED: that the minutes of the Town Council meeting held on 22nd April, 2003 be approved and signed as a true record.
 11. MINUTES OF COMMITTEE MEETINGS

Members received and considered the Minutes of the following meetings:
 11.1 Environment Committee Meeting held on 28th April, 2003

RESOLVED: that the minutes of the Environment Committee meeting held on 28th April, 2003 be approved.
 11.2 Planning Committee meeting held on 29th April, 2003

RESOLVED: that the minutes of the Planning Committee meeting held on 29th April, 2003 be approved.
 12. MINUTES OF THE ANNUAL TOWN MEETING HELD ON 16TH APRIL, 2003

Members received and considered the Minutes of the Annual Town Meeting held on 16th April, 2003.

RESOLVED: that the minutes of the Annual Town Meeting held on 16th April, 2003 be approved.
 13. MAYOR'S ALLOWANCE

Pursuant to Section 15(5) of the Local Government Act 1972 and further to Minute 104 of the Special Council Meeting held on 9th December 2002

RESOLVED: that it be noted that the Mayor's allowance for the 2003 / 2004 Municipal Year had been set at £2,500.00.
 14.

 14.1
APPOINTMENT OF MEMBERS TO SERVE UPON COMMITTEES

Finance & General Purposes Committee

This committee comprises of: the Town Mayor (Cllr. K. Smith), Deputy Mayor (Cllr. P. Roberts) and seven other members.

RESOLVED: that Cllrs. Mrs Curtis, Mrs Foster, Mrs Riesebeck, Prior, Savage, Shrimpton and Swallow be elected to serve on the Finance and General Purposes Committee for the 2003 / 2004 Municipal Year.
 14.2 Planning Committee

This committee comprises of: the Town Mayor (Cllr. K. Smith), Deputy Mayor (Cllr. P. Roberts) and seven other members.

RESOLVED: that (a) Cllrs. Mrs Curtis, Mrs Foster, Mrs Riesebeck, Savage, Shrimpton and Swallow be elected to serve on the Planning Committee for the 2003 / 2004 Municipal Year;

(b) the remaining vacancy on the Committee be deferred until the three vacancies on the Town Council have been filled.
 14.3 Environment Committee

This committee comprises of: the Town Mayor (Cllr. K. Smith), Deputy Mayor (Cllr. P. Roberts) and seven other members.

RESOLVED: that (a) Cllrs. Bentley, Mrs Curtis, Prior, Mrs Riesebeck, Savage and Swallow be elected to serve on the Environment Committee for the 2003 / 2004 Municipal Year;

(b) the remaining vacancy on the Committee be deferred until the three vacancies on the Town Council have been filled.
 15.

 15.1
APPOINTMENT OF MEMBERS TO SERVE ON WORKING PARTIES

Maldon In Bloom

Members considered the appointment of three members to serve upon the Maldon In Bloom Working Party.

RESOLVED: that Cllrs. Moss and Savage serve upon the Maldon in Bloom Working Party for the 2003 / 2004 Municipal Year;

(b) the remaining vacancy be deferred until the three vacancies on the Town Council have been filled.
 15.2 Maldon Youth Council

This Working Party normally consists of four members, the Mayor and Deputy Mayor and two other members. Members were informed that Youth Councillors' had expressed the view that they found too many adults in attendance at their meetings intimidating and in view of this Mrs J. Grant, Administrative Assistant had been the only adult in attendance during the last few meetings.

RESOLVED: that Cllrs. Mrs. Foster and Mrs. Riesebeck serve on the Working Party for the 2003 / 2004 Municipal Year.
 15.3 Cinema Club

This Working Party comprises of up to five members.

RESOLVED: that Cllrs. Mrs. Curtis, Mrs. Foster, Prior, Mrs. Riesebeck and Savage serve on the Working Party for the 2003 / 2004 Municipal Year.
 15.4 Christmas Lights

Further to minute 101.1 of the Finance and General Purposes Committee meeting held on 1st April, 2003 members noted that it had been agreed that the Mayor, Deputy Mayor and Chairmen of the Finance and General Purposes Committee and Environment Committee serve on the Christmas Lights Working Party.

RESOLVED: that the Mayor (Cllr. K. Smith) , Deputy Mayor (Cllr. P. Roberts) and Chairmen of the Finance and General Purposes Committee and Environment Committee serve on the Christmas Lights Working Party for the 2003 / 2004 Municipal Year.
 15.5 Web Site

This Working Party comprises of up to five members.

RESOLVED: that (a) Cllrs. Prior and Savage serve on the Web Site Working Party for the 2003 / 2004 Municipal Year;

(b) the remaining three vacancies be deferred until the three vacancies on the Town Council have been filled.
 16.

 16.1
APPOINTMENT OF COUNCILLORS TO REPRESENT THE TOWN COUNCIL ON:

Anti Social Behaviour and Youth Offending Sub Group

Members considered the appointment of two representatives to attend meetings of the Anti Social Behaviour and Youth Offending Sub Group.

RESOLVED: that Cllrs. Mrs. Curtis and Mrs. Foster represent the Town Council at meetings of the Anti Social Behaviour and Youth Offending Sub Group for the 2003 / 2004 Municipal Year.
 16.3 Chelmsford and Maldon Drug Reference Group

Members considered the appointment of a member to represent the Town Council at meetings of the Chelmsford and Maldon Drug Reference Group.

RESOLVED: that Cllr. Bentley represents the Town Council at meetings of the Chelmsford and Maldon Drug Reference Group.
 16.4 Civil Emergency Representative

Members considered the appointment of a member to represent the Town Council at any Civic Emergency Exercises.

RESOLVED: that Cllr. Mrs. Riesebeck represents the Town Council at Civil Emergency Exercises.
 16.5 Dr. Plume's Charity

a. Appointment of Representatives

Members considered the appointment of two members to represent the Town Council on Dr. Plume's Charity for a four year term of office. At present the Town Council is represented by Mr. F. Herrmann and Mr. R. Pipe both of whom were prepared to continue to represent the Town Council. Members were informed that Mr. Herrmann was now very involved in computerising the records and that both he and Mr. Pipe were involved in the appointment of the new Librarian and Treasurer.

Discussion ensued and when put to the vote it was

RESOLVED: that Mr. F. Herrmann and Mr. R. Pipe represent the Town Council at meetings of Dr. Plume's Charity for a four year term of office.

b. Report of Mr. R. Pipe

Members received and considered the written report of Mr. R. Pipe and with the permission of the Mayor, Mr Pipe updated members on the Charity's current position. He stated that the position of Plume Librarian had been offered to a very suitable candidate but had not yet been accepted and the appointment of a new treasurer was imminent.

The Mayor thanked Mr Pipe for his report.

RESOLVED: that the report of Mr. Pipe be noted.

c. Access Meeting

Members considered the appointment of two members to meet with Mr. Herrmann, Mr. Pipe and the Town Clerk at 11.00 a.m. on Friday, 16th May, 2003 to discuss access to the Plume Library and the Disability Discrimination Act 2004.

RESOLVED: that Cllrs. Bentley and Moss attend the meeting to be held on Friday, 16th May, 2003 to discuss access to the Plume Building and the Disability Discrimination Act 2004.
 16.6 East Essex Transport Forum

Members considered the appointment of a representative to attend meetings of the East Essex Transport Forum.

RESOLVED: that Cllr. Mrs. Riesebeck represents the Town Council at meetings of the East Essex Transport Forum for the 2003 / 2004 Municipal Year.
 16.7 Essex Association of Local Councils (EALC) - Maldon District

Members considered the appointment of up to four representatives to attend meetings of the EALC - Maldon District. Members were informed that the next meeting was to be held on Thursday, 22nd May, 2003 at the District Council Offices commencing at 7.30 p.m.

RESOLVED: that Cllrs. Mrs Foster, Roberts and Prior and the Town Clerk attend meetings of the EALC - Maldon District for the 2003 / 2004 Municipal Year.
 16.8 Essex Association of Larger Local Councils' - Larger Local Councils Forum

Members considered the appointment of two representatives to attend meetings of the EALC - Larger Local Councils' Forum.

RESOLVED: that the Mayor (Cllr. K. Smith) and the Town Clerk represent the Town Council at meetings of the EALC - Larger Local Council's Forum for the 2003 / 2004 Municipal Year.
 16.9 Friends of the Prom

Members considered the appointment of a representative to attend meetings of the Friends of the Prom.

RESOLVED: that Cllr. Mrs. Riesebeck represents the Town Council at meetings of the Friends of the Prom for the 2003 / 2004 Municipal Year.
 16.10 Health Authority

Members considered the appointment of a representative to attend meetings relating to Health Authority issues.

RESOLVED: that Cllr. Prior represents the Town Council at Health Authority meetings for the 2003 / 2004 Municipal Year.
 16.11 Local Nature Reserve Steering Group

Members considered the appointment of representatives to attend meetings of the Local Nature Reserve Steering Group.

RESOLVED: that Cllrs. Mrs. Riesebeck and Savage represent the Town Council at meetings of the Local Nature Reserve Steering Group in the 2003/ 2004 Municipal Year.
 16.12 Maeldune Trust

Members noted that in accordance with the original documents drawn up in respect of the Maeldune Centre, the Town Council appoints two Trustees to serve upon the Trust. Members therefore considered the appointment of two Trustees to serve upon the Maeldune Trust plus two other members to attend their meetings.

Cllr. Roberts informed members that these meetings often clash with District Council Central Area meetings.

RESOLVED: that (a) Cllrs. Mrs. Game and Roberts serve as Maeldune Trustees and Cllr. Prior represents the Town Council at meetings of the Maeldune Trust for the 2003 / 2004 Municipal Year;

(b) consideration for the remaining representative be deferred until the vacancies on the Town Council have been filled.
 16.13 Maldon Chamber of Trade and Commerce

Members considered the appointment of a representative to attend meetings of the Maldon Chamber of Trade and Commerce.

RESOLVED: that Cllr. Prior represents the Town Council at meetings of the Maldon Chamber of Trade and Commerce for the 2003 / 2004 Municipal Year.
 16.14 Maldon District Museum Association

Members considered the appointment of a representative to attend meetings of the Maldon District Museum Association.

RESOLVED: that Cllr. Swallow represents the Town Council at meetings of the Maldon District Museum Association for the 2003 /04 Municipal Year.
 16.15 Maldon District Crime Reduction Panel

Members considered the appointment of two representatives to attend meetings of the Maldon District Crime Reduction Panel.

RESOLVED: that Cllrs. Bentley and Mrs. Foster represent the Town Council at meetings of the Maldon District Crime Reduction Panel for the 2003 / 04 Municipal Year.
 16.16 Maldon District Heritage Forum

Members considered the appointment of a member to represent the Town Council at Maldon District Heritage Forum meetings.

RESOLVED: that Cllr. Savage represents the Town Council at meetings of the Maldon District Heritage Forum during the 2003 / 2004 Municipal Year.
 16.17 Maldon Twinning Association

Members considered the appointment of two representatives to attend meetings of the Maldon Twinning Association (The Mayor is the President of the Twinning Association).

It was noted that the Maldon Twinning Association AGM was being held in the Conference Room, Town Hall on Wednesday, 14th May, 2003 commencing at 7.30 p.m.

RESOLVED: that Cllrs. Mrs. Foster and Roberts represent the Town Council at meetings of the Maldon Twinning Association for the 2003 / 2004 Municipal Year.
 16.18 Parish Footpath Representative

Members considered the appointment of a member to attend meetings concerning Parish Footpaths and retain a copy of the Definitive Map and Statement of Public Rights of Way.

RESOLVED: that Cllr. Swallow represents the Town Council at meetings concerning Parish Footpaths for the 2003 / 04 Municipal Year.
 16.19 Parish Passenger Transport Meetings

Members considered the appointment of a member to attend Parish Passenger Transport Meetings.

RESOLVED: that Cllr. Prior represents the Town Council at Parish Passenger Transport Meetings for the 2003 / 04 Municipal Year.
 16.20 Plume Educational Trust

Members noted that Cllr. Bentley's term of office as a Trustee on the Plume Educational Trust ends on 15th June, 2003 but that there was no reason why he could not be re-appointed.

RESOLVED: that Cllr. Bentley continues to represent the Town Council for a further four year period as a Trustee of the Plume Educational Trust.
 16.21 Town Centre Strategy Group

Members considered the appointment of three representatives to serve upon the Town Centre Strategy Group.

RESOLVED: that Cllrs. Mrs Riesebeck and Prior and the Town Clerk represent the Town Council at Town Centre Strategy Group meetings for the 2003 / 2004 Municipal Year.
 16.22 Town Centre Management Board

Members considered the appointment of a representative to serve upon the Town Centre Management Board.

RESOLVED: that Cllr. Prior represents the Town Council and the Town Clerks attends meetings of the Town Centre Management Board for the 2003 / 04 Municipal Year.
 17. MALDON YOUTH COUNCIL

Members received and considered the Notes of the Maldon Youth Council Meeting held on 29th April, 2003.

RESOLVED: that the Notes of the Maldon Youth Council meeting held on 29th April, 2003 be noted.
 18. ALL SAINTS' CHURCHYARD - NORTH BOUNDARY WALL

Members received and considered the report of the Town Clerk regarding the All Saints' Churchyard, North Boundary Wall, a section of which had collapsed and needed to be repaired.

The report reminded members that it had been agreed at the Finance and General Purposes Committee meeting held on 28th April, 2003 that F. J. Capon Limited should undertake repairs to the section of the wall which had collapsed for the sum of £2,995. It was also agreed at the Environment Committee meeting held on 28th April, 2003 that the remaining section of wall should be re-built for a sum of £420 plus VAT. A further quotation had subsequently been received from F. J. Capon Limited in the sum of £1,578.45 plus VAT for the formation of new foundations, these were necessary after trees adjacent to the wall in the Vicarage Garden had been removed. Members were informed that should the quotation be accepted the total cost for rebuilding the whole wall would be £4,993.45.

It had also been agreed that the damaged section of the south boundary wall should be rebuilt for the sum of £3,439.00 making a total of £8,432.45. It was noted that there was approximately £12,000 in Estimates for Closed Churchyard Walls.

In response to a question, the Town Clerk advised that three quotations had originally been sought for the work.

RESOLVED: that the quotation from F. J. Capon Limited in the sum of £1,578.45 be accepted and the work of rebuilding the walls at All Saints' Churchyard be undertaken as soon as possible.
 19. STANDING ORDERS

In view of the changes resulting from the acceptance of the Code of Conduct, members received and considered a revised edition of Standing Orders.

RESOLVED: that the revised edition of Standing Orders be accepted.
 20. REMEMBRANCE SUNDAY

Members received and considered a letter from Mr. P. Webb, Hon. Secretary, The Royal British Legion - Maldon and Heybridge Branch stating that they were no longer able to organise the Remembrance Sunday Parade.

The view was expressed that the Town Council should do everything in its power to organise a Parade and Civic Service to commemorate Remembrance Sunday.

The Mayor stated that the Maldon Carnival Association may be able to assist with, two way radios and the provision of marshalling possible road closures.

RESOLVED: that a letter be forwarded to the Hon. Secretary of The Royal British Legion - Maldon and Heybridge Branch stating that the Town Council would do everything in its power to organise a Parade and Civic Service to commemorate Remembrance Sunday.
 21. EUROPEAN YEAR OF THE DISABLED 2003 & DISCRIMINATION ACT 2004

Members received and considered a letter from the Chairman of the Maldon Chamber of Trade and Commerce regarding a meeting to be held on Tuesday, 3rd June, 2003 to discuss European Year of the Disabled 2003 and the Disabled Discrimination Act 2004 and inviting Town Councillors to attend.

Cllr. Moss advised members that he would be attending the meeting and members agreed that he should represent the Town Council.

RESOLVED: that Cllr. Moss represents the Town Council at the Maldon Chamber of Trade and Commerce meeting to be held on Tuesday, 3rd June, 2003 at the Swan Hotel to discuss the 2003 European Year of the Disabled and the Disability Discrimination Act - 2004.
 22. MINUTES OF OUTSIDE ORGANISATIONS

Members received and considered the minutes of the Maldon Carnival Association meeting held on 9th April, 2003.

RESOLVED: that the minutes of the Maldon Carnival Association held on 9th April, 2003 be noted.
 23. QUESTIONS FROM THE PRESS AND PUBLIC

The Mayor adjourned the meeting for questions from the press and public.

A past Chairman of the Maldon and Heybridge Branch of The Royal British Legion thanked the Town Council for supporting future Remembrance Day Parades and Civic Services.

In response to a question regarding raising the awareness and profile of the Town Council, the Town Clerk advised that a press release was issued after Town Council meetings, an annual report is circulated throughout the town and information regarding the Town Council was available on the Town Council's website www.maldon.info/maldontc
   Meeting closed 8.30 p.m.

Councillor Ken Smith
Mayor of Maldon

Signed…………………………………………… Date…………………………………



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