Annual Council
Minutes of the ANNUAL COUNCIL MEETING held on Wednesday 8th May 2024 at 7.30pm in the Mountfitchet Exchange, Crafton Green, 72 Chapel Hill, Stansted, Essex,
PRESENT Cllr M Caton (Chair), Cllrs A Barnes, S Ghosh, A Guney, P Jones, J Kavanagh, A Khan, A Love, J O’Brien, G Sell and T van de Bilt
ATTENDING Mrs Ruth Clifford – Parish Clerk Mrs Emma Philbrick – Deputy Clerk
1 TO ELECT A CHAIR AND RECEIVE THE DECLARATION OF ACCEPTANCE OF OFFICE
Cllr Jones proposed Cllr Caton for the position of Chair, having been seconded by Cllr O’Brien and with no other nominations, it was unanimously
RESOLVED that Cllr Maureen Caton be elected as Chair for the Civic Year 2024/25
Cllr Caton signed the Declaration of Acceptance of Office
2 TO RECEIVE AND APPROVE APOLOGIES FOR ABSENCE
Apologies for absence were received from Cllr Braeckman – University, Cllr Hogg – Holiday and Cllr Prior – Work Commitments
RESOLVED To approve the apologies for absence from Cllrs Braeckman, Hogg and Prior
Apologies were also received from District Cllr Alan Dean.
3 TO RECEIVE DECLARATIONS OF INTEREST – None
4 TO ELECT A VICE-CHAIR AND RECEIVE THE DECLARATION OF ACCEPTANCE OF OFFICE
Cllr Sell proposed Cllr Khan for the position of Vice-Chair, having been seconded by Cllr O’Brien and with no other nominations it was unanimously
RESOLVED that Cllr Khan be elected as Vice-Chair for the Civic Year 2024/25
Cllr Khan signed the Declaration of Acceptance of Office
5 TO REVIEW THE TERMS OF REFERENCE & SCHEMES OF DELEGATION
Proposed changes were circulated to members with the agenda.
Having been proposed by Cllr O’Brien it was unanimously
RESOLVED To adopt the Terms of Reference and Schemes of Delegation with the proposed amendments.
6 TO APPOINT MEMBERSHIP TO THE FOLLOWING STANDING COMMITTEES AND SUB-COMMITTIES
Details of the appointments can be found on the attached list.
7 TO CONSIDER ESTABLISHMENT AND MEMBERSHIP OF WORKING GROUPS
Details can be found on the attached list.
8 TO APPOINT REPRESENTATIVES ON THE FOLLOWING OUTSIDE BODIES
a STANSTED TRUST FUNDS – Christine Stiles and Margaret Hill
b STANSTED & BIRCHANGER RELIEF IN SICKNESS CHARITY – Cllr Guney
c PUBLIC TRANSPORT REPRESENTATIVE – Cllr Jones
d LINK COMMITTEE – Cllr Sell
e STANSTED AIPORT WATCH – Cllr van de Bilt
9 TO REVIEW STANDING ORDERS, FINANCIAL REGULATIONS AND ASSETS REGISTER
The Clerk advised that there had been no amendments to the Standing Orders and Financial Regulations although we are expecting changes to the Financial Regulations soon. Any changes will be taken to Full Council to adopt. Having been proposed by Cllr O’Brien and seconded by Cllr Guney, it was unanimously
RESOLVED To adopt the Standing Orders and Financial Regulations for the Civic Year 2024/25 and to approve the Assets Register dated 31st March 2024.
As no press or public were present at the meeting, members resolved to continue straight on with the remainder of the evening’s business.
Meeting Closed at 7.38pm
Opens Spaces Committee
MINUTES of a meeting of the OPEN SPACES COMMITTEE held at 7.38pm on Wednesday 8th May 2024 in The Mountfitchet Exchange, Crafton Green, 72 Chapel Hill, Stansted Mountfitchet, Essex
PRESENT Cllrs A Barnes, M Caton, A Guney, J Kavanagh, A Khan, A Love and T van de Bilt
ATTENDING Mrs Ruth Clifford – Parish Clerk Mrs Emma Philbrick – Deputy Clerk Cllrs S Ghosh, P Jones, J O’Brien and G Sell
10 TO ELECT A CHAIR OF THE COMMITTEE
Cllr Barnes proposed Cllr Kavanagh, having been seconded by Cllr van de Bilt and with no other nominations, it was unanimously
RESOLVED that Cllr Kavanagh be elected Chair of the Open Spaces Committee for the Civic Year 2024/25
11 TO ELECT A VICE CHAIR OF THE COMMITTEE
Cllr Kavanagh proposed Cllr Barnes, having been seconded by Cllr Khan and with no other nominations, it was unanimously
RESOLVED that Cllr Barnes be elected as Vice-Chair of the Open Spaces Committee for the Civic Year 2024/25
12 TO APPOINT THE TENNIS CLUB REPRESENTATIVE
Cllr Barnes volunteered to take on this role, having been seconded by Cllr Kavanagh and with no other nominations, it was unanimously
RESOLVED that Cllr Barnes will take on the role as Tennis Club Representative.
13 TO APPOINT THE PARISH PUBLIC FOOTPATH REPRESENTATIVE
Cllr Kavanagh proposed to accept the kind offer from Bill Stiles to continue as the Parish Public Footpath Representative. This was unanimously agreed.
14 TO APPOINT THE PARISH TREE WARDEN
The Clerk advised that this position is being advertised externally.
Meeting close at 7.40pm
F&GP Committee
MINUTES of a meeting of the FINANCE & GENERAL PURPOSES COMMITTEE held at 7.40pm on Wednesday 8th May 2024 in The Mountfitchet Exchange, Crafton Green, 72 Chapel Hill, Stansted Mountfitchet, Essex
PRESENT Cllrs M Caton, S Ghosh, P Jones, A Khan, J O’Brien and G Sell
ATTENDING Mrs Ruth Clifford – Parish Clerk Mrs Emma Philbrick – Deputy Clerk Cllrs A Barnes, A Guney, J Kavanagh, A Love and T van de Bilt
15 TO ELECT A CHAIR OF THE COMMITTEE
Cllr Jones proposed Cllr O’Brien, having been seconded by Cllr Sell and with no other nominations, it was unanimously
RESOLVED that Cllr O’Brien be elected Chair of the Finance & General Purposes Committee for the Civic Year 2024/25
16 TO ELECT A VICE-CHAIR OF THE COMMITTEE
Cllr O’Brien proposed Cllr Jones, having been seconded by Cllr Khan and with no other nominations, it was unanimously
RESOLVED that Cllr Jones be elected as Vice-Chair of the Finance and General Purposes Committee for the Civic Year 2024/25.
17 TO APPOINT THE HEALTH MATTERS REPRESENTATIVE
Cllr O’Brien proposed that Cllr Caton continue in this role, having been seconded by Cllr Jones and with no other nominations, it was unanimously
RESOLVED that Cllr Caton continue in the role as Health Matters Representative.
18 TO APPOINT THE NEIGHBOURHOOD WATCH REPRESENTATIVE
The current representative had not responded to emails asking them to confirm they were still interested in continuing with this role. After discussions it was agreed to leave this role vacant for now and re assess should members feel it necessary.
Meeting closed at 7.42pm
Highways Committee
MINUTES of a meeting of the HIGHWAYS SUB-COMMITTEE held at 7.42pm on Wednesday 8th May 2024 in The Mountfitchet Exchange, Crafton Green, 72 Chapel Hill, Stansted Mountfitchet, Essex
PRESENT Cllrs Caton, P Jones, A Khan, J O’Brien, G Sell and T van de Bilt
ATTENDING Mrs Ruth Clifford – Parish Clerk Mrs Emma Philbrick – Deputy Clerk Cllrs A Barnes, S Ghosh, A Guney, J Kavanagh, A Love
19 TO ELECT A CHAIR OF THE SUB-COMMITTEE
Cllr Khan proposed Cllr Sell, having been seconded by Cllr O’Brien and with no other nominations, it was unanimously
RESOLVED that Cllr Sell be elected as Chair of the Highways Sub-Committee for the Civic Year 2024/25.
20 TO ELECT A VICE-CHAIR OF THE SUB-COMMITTEE
Cllr Sell proposed Cllr Khan, having been seconded by Cllr O’Brien and with no other nominations, it was unanimously
RESOLVED that Cllr Khan be elected as Vice-Chair of the Highways Sub-Committee for the Civic Year 2024/25.
21 TO CO-OPT MRS KATHERINE PLAYLE
Having been proposed by Cllr O’Brien and seconded by Cllr Khan it was unanimously
RESOLVED to co-opt Mrs Katherine Playle onto the Highways Sub-Committee.
Cllr Sell asked for his thanks to be noted to Mr Ray Woodcock for all the time and work he has previously put into the Highways Sub-Committee. The Clerk advised that he may look to be co-opted back onto the Committee if a hearing loop is installed in the room.
Meeting closed at 7.44pm
Personnel Sub-committee
Minutes of a meeting of the PERSONNEL SUB-COMMITTEE held at 7.44pm on Wednesday 8th May 2024 in The Mountfitchet Exchange, Crafton Green, 72 Chapel Hill, Stansted Mountfitchet, Essex
PRESENT Cllrs M Caton, A Guney, J Kavanagh, A Khan and J O’Brien
ATTENDING Mrs Ruth Clifford – Parish Clerk Mrs Emma Philbrick – Deputy Clerk Cllrs A Barnes, S Ghosh, P Jones, A Love, G Sell and T van de Bilt
22 TO ELECT A CHAIR OF THE SUB-COMMITTEE
Cllr O’Brien proposed Cllr Guney, having been seconded by Cllr Kavanagh and with no other nominations, it was unanimously
RESOLVED that Cllr Guney be elected as Chair of the Personnel Sub-Committee for the Civic Year 2024/25
23 TO ELECT A VICE-CHAIR OF THE SUB-COMMITTEE
Cllr Guney proposed Cllr O’Brien, having been seconded by Cllr Khan and with no other nominations, it was unanimously
RESOLVED that Cllr O’Brien be elected as Vice-Chair of the Personnel Sub-Committee for the Civic Year 2024/25
Meeting closed at 7.45pm
Windmill Sub-committee
MINUTES of a meeting of the WINDMILL SUB-COMMITTEE held at 7.45pm on Wednesday 8th May 2024 in The Mountfitchet Exchange, Crafton Green, 72 Chapel Hill, Stansted Mountfitchet, Essex
PRESENT Cllrs M Caton, S Ghosh, J Kavanagh, A Khan and J O’Brien
ATTENDING Mrs Ruth Clifford – Parish Clerk Mrs Emma Philbrick – Deputy Clerk Cllrs A Barnes, A Guney, P Jones, A Love, G Sell and T van del Bilt
24 TO ELECT A CHAIR OF THE SUB-COMMITTEE
Cllr Kavanagh proposed Cllr O’Brien, having been seconded by Cllr Khan and with no other nominations, it was unanimously
RESOLVED that Cllr O’Brien be elected as Chair of the Windmill Sub-Committee for the Civic Year 2024/25
25 TO ELECT A VICE-CHAIR OF THE SUB-COMMITTEE
Cllr O’Brien proposed Cllr Ghosh, having been seconded by Cllr Khan and with no other nominations, it was unanimously
RESOLVED that Cllr Ghosh be elected as Vice-Chair of the Windmill Sub-Committee for the Civic Year 2024/25.
Meeting closed at 7.46pm
Emergency Planning Sub-committee
MINUTES of the EMERGENCY PLANNING SUB-COMMITTEE held at 7.46pm on Wednesday 8th May 2024 in The Mountfitchet Exchange, Crafton Green, 72 Chapel Hill, Stansted Mountfitchet, Essex
PRESENT Cllr A Barnes, M Caton, J Kavanagh, A Khan, P Jones and J O’Brien
ATTENDING Mrs Ruth Clifford – Parish Clerk Mrs Emma Philbrick – Deputy Clerk Cllrs S Ghosh, A Guney, A Love, G Sell and t Van de Bilt
26 TO ELECT A CHAIR OF THE SUB-COMMITTEE
Discussions took place and it was unanimously agreed that this sub-Committee should only meet annually. In the event of a specific emergency arising, members with specific knowledge of, or skills related to, the issue would be invited to discuss, as had happened during the Covid-19 pandemic.
Cllr Caton proposed Cllr Jones, having been seconded by Cllr Khan and with no other nominations, it was unanimously
RESOLVED that Cllr Jones be elected as Chair of the Emergency Planning Sub- Committee for the Civic Year 2024/25
27 TO ELECT A VICE-CHAIR OF THE SUB-COMMITTEE
Discussions took place and as the Sub-Committee will only be meeting annually, it was unanimously agreed that there was no need for a Vice-Chair. This role will be left vacant and can be reviewed if necessary.
Meeting closed at 7.48pm
SUMMONS
Members of the Council are summoned, and members of the public and press invited, to attend the ANNUAL COUNCIL meeting to be held at 7.30pm, on Wednesday 8th May 2024 in the Mountfitchet Exchange, Crafton Green, 72 Chapel Hill, Stansted Mountfitchet, Essex when the following business will be transacted:
AGENDA
1 To elect a Chair and receive the Declaration of Acceptance of Office
2 To receive and approve apologies for absence
3 To receive declarations of interest
4 To elect a Vice-Chair and receive the Declaration of Acceptance of Office
5 To review the Terms of Reference & Schemes of Delegation – attached
6 To appoint membership to the following standing committees and sub-committees – see attached
(a) Open Spaces Committee
(b) Finance & General Purposes Committee
(c) Emergency Planning sub-committee
(d) Highways sub-committee
(e) Windmill sub-committee
(f) Personnel sub-committee
7 To consider establishment and membership of Working Groups
8 To appoint representatives on the following outside bodies:
(a) Stansted Trust Funds
(b) Stansted & Birchanger Relief in Sickness Charity
(c) Public Transport Representative
(d) Link Committee
(e) Stansted Airport Watch (formerly Stop Stansted Expansion)
9 To review Standing Orders, Financial Regulations, and Assets Register
Parish Clerk, 1st May 2024
The press and public are welcome to attend in person all meetings of the Parish Council and its committees. Any intention to record, film or take photographs during a meeting must be notified to the Clerk prior to the start of the meeting.
Committees – Summons
OPEN SPACES COMMITTEE
Members of the Council are summoned, and members of the public and press invited, to attend a meeting of the OPEN SPACES COMMITTEE to be held at 7.45pm, or as soon after as possible, on Wednesday 8th May 2024 in the Mountfitchet Exchange, Crafton Green, 72 Chapel Hill, Stansted Mountfitchet, Essex when the following business will be transacted:
AGENDA
1 To elect a Chair of the Committee
2 To elect a Vice-Chair of the Committee
3 To appoint the Tennis Club Representative
4 To appoint the Parish Public Footpath Representatives
5 To appoint the Parish Tree Warden
FINANCE & GENERAL PURPOSES COMMITTEE
Members of the Council are summoned, and members of the public and press invited, to attend a meeting of the FINANCE & GENERAL PURPOSES COMMITTEE to be held at 7.47pm, or as soon after as possible, on Wednesday 8th May 2024 in the Mountfitchet Exchange, Crafton Green, 72 Chapel Hill, Stansted Mountfitchet, Essex when the following business will be transacted:
AGENDA
1 To elect a Chair of the Committee
2 To elect a Vice-Chair of the Committee
3 To appoint the Health Matters Representative
4 To appoint the Neighbourhood Watch Representative
HIGHWAYS SUB-COMMITTEE
Members of the Council are summoned, and members of the public and press invited, to attend a meeting of the HIGHWAYS SUB-COMMITTEE to be held at 7.49pm, or as soon after as possible, on Wednesday 8th May 2024 in the Mountfitchet Exchange, Crafton Green, 72 Chapel Hill, Stansted Mountfitchet, Essex when the following business will be transacted:
AGENDA
1 To elect a Chair of the Sub-Committee
2 To elect a Vice-Chair of the Sub-Committee
3 To co-opt Mrs Katherine Playle
PERSONNEL SUB-COMMITTEE
Members of the Council are summoned, and members of the public and press invited, to attend a meeting of the PERSONNEL SUB-COMMITTEE to be held at 7.51pm, or as soon after as possible, on Wednesday 8th May 2024 in the Mountfitchet Exchange, Crafton Green, 72 Chapel Hill, Stansted Mountfitchet, Essex when the following business will be transacted:
AGENDA
1 To elect a Chair of the Sub-Committee
2 To elect a Vice-Chair of the Sub-Committee
WINDMILL SUB-COMMITTEE
Members of the Council are summoned, and members of the public and press invited, to attend a meeting of the WINDMILL SUB-COMMITTEE to be held at 7.53pm, or as soon after as possible, on Wednesday 8th May 2024 in the Mountfitchet Exchange, Crafton Green, 72 Chapel Hill, Stansted Mountfitchet, Essex when the following business will be transacted:
AGENDA
1 To elect a Chair of the Sub-Committee
2 To elect a Vice-Chair of the Sub-Committee
EMERGENCY PLANNING SUB-COMMITTEE
Members of the Council are summoned, and members of the public and press invited, to attend a meeting of the EMERGENCY PLANNING SUB-COMMITTEE to be held at 7.55pm, or as soon after as possible, on Wednesday 8th May 2024 in the Mountfitchet Exchange, Crafton Green, 72 Chapel Hill, Stansted Mountfitchet, Essex when the following business will be transacted:
AGENDA
1 To elect a Chair of the Sub-Committee
2 To elect a Vice-Chair of the Sub-Committee
The press and public are welcome to attend in person all meetings of the Parish Council and its committees. Any intention to record, film or take photographs during a meeting must be notified to the Clerk prior to the start of the meeting.