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Annual Council Minutes & Agenda – 8 May 2024

Full Council Uploaded on May 10, 2024

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