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MINUTES OF THE TOWN COUNCIL MEETING
HELD ON MONDAY 11th AUGUST, 2003 AT 7.30 P.M.
IN THE CONFERENCE ROOM, TOWN HALL.
Amendments.

PRESENT: Town Mayor: Cllr. K. Smith
Deputy Mayor: Cllr. P. Roberts
Councillors: M. Bentley, Mrs. M. Curtis, Mrs. V. Foster, Mrs. M. Game,
R. Moss, W. Prior, Mrs. S. Riesebeck, S. Savage,
T. Shrimpton and J. Swallow
In Attendance: Cllr. J. Archer, Chairman, Maldon District Council, District Councillor Mrs. B. Keighley, the Town Clerk, the Mace Bearer, Administrative Assistant, a member of the press and 4 candidates for co-option.
 47. AN APOLOGY FOR ABSENCE

An apology for absence was received from Mr. Thistlewaite, a candidate for co-option who was away on holiday.
 48. CO-OPTION

Cllr. Mrs Game declared a personal and prejudicial interest in respect of the co-option candidate Mrs. Williams and Cllr. Savage declared a personal interest in respect of candidates Mr. Keighley and Mr. Mackenzie.

Further to minute 25 of the Town Council meeting held on 7th July, 2003 members received a report detailing the co-option procedure to fill vacancies in Maldon East Ward (1) and Maldon South Ward (2). It was noted that it had been agreed on 7th July, 2003 that the meeting should remain open to the press and public during the discussion or interviews with prospective candidates for co-option and the vote be by signed ballot.

Written presentations from all candidates had previously been circulated to all members and it was agreed that there should be ballots in respect of both wards forthwith.

As a result of the ballots it was

RESOLVED: that (a) Mr. I. Mackenzie be co-opted as the member for Maldon East Ward;

(b) Mr. T. Matthams and Mrs. E. Williams be co-opted as members for the Maldon South Ward;

(c) the newly elected members signed a Declaration of Acceptance of Office and took their seats at the table.
7.40 p.m. Cllr. Moss retired from the meeting
 49. MINUTES OF THE TOWN COUNCIL MEETING HELD ON 7TH JULY, 2003

Members received and considered the minutes of the Town Council meeting held on 7th July, 2003.

Minute 25 - Co-option
Cllr. Savage requested that the first two words in paragraph 4 be amended from "A member" to "Cllr. Savage";

Minute 28.1 - Minutes of the Planning Committee meeting held on 19th May, 2003
In response to a question, the Town Clerk stated that she was still waiting for a response from the Essex County Council, Transportation and Operational Services regarding the Maldon Town Centre improvement works which are proposed to be undertaken at a cost of £955,000.

Minute 41 - Promenade Park
In response to a reference regarding the Marine Lake Working Party the Mayor stated that this matter would be dealt with in agenda item 12 of the meeting.

RESOLVED: that (a) the first two words in paragraph 4 of minute 25 be amended to read "Cllr. Savage";

(b) in all other respects the minutes of the Town Council meeting held on 7th July, 2003 be approved and signed as a true record.
 50. MAYOR'S ANNOUNCEMENTS

The Mayor welcomed Cllr. J. Archer, Chairman, Maldon District Council to the meeting.
 50.1 Details of Events

Members received and considered a list of functions attended by the Mayor since the Town Council meeting held on 7th July, 2003.

RESOLVED: that the information be noted.
 50.2 University of Gloucestershire - Local Policy Course

The Mayor informed members that a letter had been received from the University of Gloucestershire regarding the successful completion of the Local Policy Course by the Town Clerk. Reference was made to minute 61.2 of the Finance and General Purposes Committee meeting held on 14th October, 2002 where it had been agreed that provision be included within the 2003/2004 Estimates for the Town Clerk to receive an additional salary increment when she successfully completed the Local Policy Course. It was also noted that this qualification assists the Town Council to qualify for "Quality Status".

Members congratulated the Town Clerk on her achievements.

RESOLVED: that (a) the list of functions attended by the Mayor be noted;

(b) the Town Clerk receives an additional salary increment for completing the Local Policy Course of the University of Gloucestershire.
 51. MINUTES OF COMMITTEE MEETINGS

Members received and considered the minutes of the following meetings:
 51.1 Minutes of the Planning Committee meeting held on 14th July, 2003

RESOLVED: that the minutes of the Planning Committee meeting held on 14th July, 2003 be approved.
 51.2 Minutes of the Environment Committee meeting held on 15th July, 2003

RESOLVED: that the minutes of the Environment Committee meeting held on 15th July, 2003 be approved.
 51.3 Minutes of the Finance and General Purposes Committee meeting held on 21st July, 2003

Minute 27 - Canon Digital Camera
Cllr. Savage expressed the view that he had asked at the meeting if he could use the camera for use in connection with the website and if so the additional cost for the camera could be taken from the website Estimate Head.

Minute 29 - Moot Hall Chairs
A member indicated that the word "tenor" in No. 2 of the list should be amended from "tenor" to read "tenon" joints.

Minute 30 - Byrhtnoth
In response to a question it was pointed out that the spelling of Byrhtnoth was correct and that the name could be spelt in many ways.

RESOLVED: that (a) the word "tenor" in no. 2 of minute 29 be amended to "tenon";

(b) in all others respects the minutes of the Finance and General Purposes Committee meeting held on 21st July, 2003 be approved.
 51.4 Minutes of the Planning Committee meeting held on 28th July, 2003

Minute 58.a.(iv) - Maldon District Replacement Plan - Pre Inquiry Changes
In response to a question the Town Clerk stated that she was still investigating the matter of obtaining a copy of the Essex County Council "Developer Contribution Guidelines".

Minute 61 - Heybridge Flood Alleviation Scheme Consultation Document
Cllr. Savage informed members that he had visited the public exhibition held at Plantation Hall on 30th July, 2003 regarding the Heybridge Flood Alleviation Scheme.

RESOLVED: that the minutes of the Planning Committee meeting held on 28th July, 2003 be approved.
 52. MALDON YOUTH COUNCIL

Members received and considered the Notes of the Maldon Youth Council meeting held on 1st July, 2003.

RESOLVED: that the Notes of the Maldon Youth Council meeting held on 1st July, 2003 be noted.
 53.

 53.1
TENNYSON ROAD, AMENITY AREA

Notes of the Site Meeting held on 26th July, 2003

Members received the notes of the site meeting held at the Tennyson Road amenity area on 26th July, 2003.

RESOLVED: that the Notes of the Site Meeting held on 26th July, 2003 be noted.
 53.2 Entrance Gate Quotations

The Town Clerk informed members that, to date, she had only received one quotation for the installation of a gate at the entrance of the amenity area.
One of the residents at the site meeting had indicated that they would be able to obtain a quotation and this was still awaited.

Discussion ensued and it was

RESOLVED: that the matter be deferred until the Environment Committee meeting to be held on 19th August, 2003.
 54. REMEMBRANCE SUNDAY

Members received and considered the notes of the Remembrance Sunday Working Party meeting held on 4th August, 2003.

Members noted that it had been recommended that the rotation of the service between Maldon and Heybridge should continue and in this respect the main 2003 Remembrance Day Parade should be held in Heybridge with a wreath also being laid by the Mayor and members of the Town Council at the Maldon War Memorial at 10.00 a.m. prior to the Heybridge parade.

RESOLVED: that the Notes of the Remembrance Sunday Working Party meeting held on 4th August, 2003 be noted.
 55.

 55.1
APPOINTMENT OF MEMBERS TO SERVE UPON COMMITTEES

Planning Committee

Further to minute 30.1 of the Town Council meeting held on 7th July, 2003 members considered the appointment of a member to serve on the Planning Committee for the remainder of the municipal year.

RESOLVED: that Cllr. T. Matthams serves on the Planning Committee for the remainder of the municipal year.
 55.2 Environment Committee

Further to minute 30.2 of the Town Council meeting held on 7th July, 2003 members considered the appointment of a member to serve on the Environment Committee for the remainder of the municipal year. Cllr. Mrs. Game expressed an interest in serving on this Committee and Cllr. Mackenzie was nominated to serve.

When put to a vote it was

RESOLVED: that Cllr. Mackenzie serves on the Environment Committee for the remainder of the municipal year.
 56.

 56.1
APPOINTMENT OF MEMBERS TO SERVE ON WORKING PARTIES

Maldon in Bloom

Further to minute 31.1 of the Town Council meeting held on 7th July, 2003 members considered the appointment of a member 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 would be held during office hours.

RESOLVED: that Cllr. T. Shrimpton serves on the Maldon in Bloom Working Party for the remainder of the municipal year.
 56.2 Website

Further to minute 31.2 of the Town Council meeting held on 7th July, 2003 members considered the appointment of one member to serve on the Website Working Party.

As no one wished to serve on this Working Party it was

RESOLVED: that the matter be deferred.
 57. APPOINTMENT OF COUNCILLORS TO REPRESENT THE TOWN COUNCIL AT MEETINGS OF:
 57.1 Maeldune Trust

Further to minute 32.1 of the Town Council meeting held on 7th July, 2003 members considered the appointment of a member to represent the Town Council at meetings of the Maeldune Trust.

RESOLVED: that Cllr. Mrs. Williams represents that Town Council at meetings of the Maeldune Trust for the remainder of the municipal year.
 57.2 Maldon District Community Safety Partnership Steering Group

Further to minute 32.2 of the Town Council meeting held on 7th July, 2003 members considered the appointment of a member to represent the Town Council at meetings of the Community Safety Partnership Steering Group. Members were informed that District Councillor Kelly had previously represented the Town Council and, he had indicated that, should members wish, he would be happy to continue attending these meetings on the Town Council's behalf.

Discussion ensued and it was

RESOLVED: that District Councillor Kelly be invited to continue representing the Town Council at Community Safety Partnership Steering Group meetings.
 58. MARINE LAKE, PROMENADE PARK

Further to minute 41 of the Town Council meeting held on 7th July, 2003 the following matters were discussed:
 58.1 Marine Lake Working Party

Cllr. Mrs Riesebeck declared a personal interest regarding the Marine Lake, Promenade Park and took no part in the discussion.

Members received a copy of a letter from the Chief Community Services Officer, Maldon District Council to the Chairman of the Friends of the Prom regarding the setting up of a Marine Lake Working Group.

The Mayor stated that the letter indicated that one representative from several prominent Maldon groups and organisations had been invited to attend the next Marine Lake Working Group meeting but expressed his concern that a representative from the Town Council had not been included.

Discussion ensued regarding this matter and a number of issues concerning the conditions relating to the re-opening of the Marine Lake. Consequently it was agreed that a letter should be forwarded to the Maldon District Council expressing concern that a representative from the Town Council had not been invited to attend the meeting to be held on 18th September, 2003 and enquiring if it would be possible for a Town Council representative to attend. The Mayor indicated that he would be happy to represent the Town Council.

RESOLVED: that a letter be forwarded to the Chief Community Services Officer, Maldon District Council expressing concern that a Town Council representative had not been invited to attend the Working Group meeting to be held on 18th September, 2003 and to enquire if Cllr. Smith could represent the Town Council at this meeting.
 58.2 Marine Lake Lifeguards

Members noted the response from the Chief Executive, Maldon District Council which stated: "that the lifeguards are in fact now using kayaks to minimise the risk to users of the Marine Lake".

In response to a question regarding the fact that people were now swimming in the River Blackwater instead of the lake it was noted that the Marine Lake lifeguards had no jurisdiction over river safety.

District Cllr. Archer indicated that he had noted the comments of the Town Council with regard to issues concerning the Marine Lake.

RESOLVED: that the information be noted.
 59. AUDIT 2002/03 - STATEMENT OF ASSURANCE

Further to minute 34 of the Town Council meeting held on 7th July, 2003 members recalled that it had been agreed that the Mayor and Responsible Financial Officer sign the year end accounts for the 2002/2003 financial year. The Internal Auditor had subsequently signed Section 4 and members were requested to authorise the Mayor and Responsible Financial Officer to sign Section 2 - Statement of Assurance

RESOLVED: that the Mayor and Responsible Financial Officer be authorised to sign Section 2 - Statement of Assurance.
 60. COUNCILLOR TRAINING DAY - 18th SEPTEMBER, 2003

Members were informed that notification had been received that the Essex Association of Local Councils (EALC) were holding another one day course for Councillors. The course would be held at Great Dunmow on Thursday 18th September and was aimed at all new and re-elected Councillors. The cost per delegate was £39 per head. It was noted that Cllrs. Mrs. Riesebeck, Savage and Shrimpton attended the previous course and had found it very beneficial.

RESOLVED: that Cllrs. Bentley, Mrs Game, Mackenzie, Matthams and Mrs Williams attend the EALC Councillor Training Day to be held at Great Dunmow on Thursday, 18th September, 2003 at a cost of £39 per head.
(L.G.Act 1972 s.175)
 61. SOCIETY OF LOCAL COUNCIL CLERKS (SLCC)

Members were informed that notification had been received that the 20th Annual Conference and AGM of the Society of Local Council Clerks was to be held at Stratford on Avon between 18th - 20th October, 2003. Members considered whether the Town Clerk should attend, the fee for which was £220 including accommodation and delegate fee.

RESOLVED: that the Town Clerk attends the 20th Annual Conference and AGM of the SLCC between 18th - 20th October, 2003 at a cost of £220 per delegate.
(L.G.Act 1972 s.175)
 62. DEPARTMENT FOR ENVIRONMENT FOOD AND RURAL AFFAIRS - RURAL SERVICES STANDARD 2003

Members received a letter from The Rt. Hon. Alun Michael MP, Minister for Rural Affairs and Urban Quality of Life (DEFRA) regarding the recently published Rural Services Standard 2003 which aimed to give people living in the countryside a better understanding of the services they could expect and to update the standards over time as the modernisation of public services proceeds and rural access improves.

RESOLVED: that the information be noted.
 63. DRAFT ESSEX SCHOOL ORGANISATION PLAN 2003-2008

Members noted that a copy of the Essex County Council Draft Essex School Organisation Plan 2003-2008 had been received within the office and comments were required by 17th October, 2003. In view of the size of the document it was recommended that two members be appointed to view the document and their comments be forwarded for consideration at the Council meeting on 15th September, 2003.

In response to a request for two members to view the document it was

RESOLVED: that Cllrs. Bentley and Mrs. Riesebeck be appointed to view the document and their comments be submitted to the Town Council meeting to be held on 15th September, 2003.
 64.

 64.1
MEMBERS' ATTENDANCE AT MEETINGS

Maldon Town Centre Management Board - 16th July, 2003

Members received the minutes of the Maldon Town Centre Management Board meeting held on 16th July, 2003 and Cllr. Prior reminded members that the Town Centre Manager had been invited to attend the Town Council meeting to be held on 15th September, 2003.

RESOLVED: that the minutes and verbal report from Cllr. Prior regarding his attendance at the above meeting be noted.
 64.2 Town Centre Strategy Group - 24th July, 2003

Members received the notes of the Town Centre Strategy Group meeting held on 24th July, 2003 and Cllr. Prior reported on his attendance at this meeting.

RESOLVED: that the notes and verbal report of Cllr. Prior regarding his attendance at the above meeting be noted.
 64.3 Maldon 2010 Partnership - Transport and Access - 28th July, 2003

RESOLVED: that the verbal report of Cllr. Prior regarding his attendance at the above meeting be noted.
 64.4 Maldon 2010 Partnership - Planning and Environment - 30th July, 2003

RESOLVED: that the verbal report from Cllr. Prior on his attendance at the above meeting be noted.
 64.5 Maldon Chamber of Trade & Commerce - 4th August, 2003

RESOLVED: that the verbal report from Cllr. Prior on his attendance at the above meeting be noted.
 64.5 Maldon District Heritage & Museums Group - 4th August, 2003

RESOLVED: that the verbal report from Cllr. Savage on his attendance at the above meeting be noted.
 65.

 65.1
MINUTES/NOTES FROM OUTSIDE ORGANISATIONS

Friends of the Prom Committee Meeting - 10th June, 2003

RESOLVED: that the notes of the Friends of the Prom Committee meeting held on 10th June, 2003 be noted.
 65.2 Maldon District Museum Association - 8th July, 2003

RESOLVED: that the notes of the Maldon District Museum Association Committee meeting held on 8th July, 2003 be noted.
 66. THE MAYOR ADJOURNED THE MEETING FOR QUESTIONS FROM THE PRESS AND PUBLIC

At the invitation of the Mayor, Cllr. Archer thanked members for inviting him to attend the meeting. He said as Chairman of the District Council, from a tourism angle, he was trying to put Maldon on the map with the Marine Lake, Promenade Park being the jewel in the crown. In response to questions regarding the condition of the lake and the opening hours he said he had noted all the points raised by Councillors and would investigate the issues. He informed members that he was organising an Oyster Festival on 1st September to celebrate the commencement of the season and the District's connection with the shellfish industry. Cllr. Archer informed members that the charities he would be supporting were the RNLI and the Essex Air Ambulance both of which he felt were vital to the Maldon District and he was organising a variety of fund raising events throughout his term of office.

The Mayor thanked Cllr. Archer for attending the meeting.

Meeting closed at 8.30 p.m.

Councillor Ken Smith
Mayor of Maldon

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



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