Draft Minutes
Minutes of a meeting of the FULL COUNCIL held at 7.30pm on Wednesday 10th April 2024 in The Mountfitchet Exchange, Crafton Green, 72 Chapel Hill, Stansted Mountfitchet, Essex
PRESENT Cllr M Caton (Chair), Cllrs S Ghosh, A Guney, J Hogg, P Jones, J Kavanagh, A Khan, A Love, J O’Brien, L Prior and T van de Bilt
ATTENDING
Mrs Ruth Clifford – Parish Clerk
Dist. Cllr Alan Dean
Hollie Ryder – Stortford Independent
507 APOLOGIES FOR ABSENCE
Apologies for absence were received from Cllr Barnes – family commitment, Cllr Braeckman – away at university and Cllr Sell – attending a meeting at UDC.
RESOLVED To approve the apologies for absence from Cllrs Barnes, Braeckman and Sell.
PUBLIC PARTICIPATION – None
508 DECLARATIONS OF INTEREST – None
509 TO APPROVE THE MINUTES OF THE MEETING HELD ON 28th FEBRUARY 2024
RESOLVED The minutes of the meeting held on 28th February 2024 were approved as a true and accurate account.
510 TO RECEIVE AN UPDATE ON ACTION POINTS FROM THE LAST MEETING
461 Minutes of joint meeting to be circulated to members – done.
463 Ask Cty Cllr Gooding what has been done so far re verges on Walson Way – done.
466 Cllr Barnes and Cllr Hogg to draft document – done.
511 TO RECEIVE A REPORT FROM THE CHAIR, CLLR MAUREEN CATON
The Essex Police, Fire and Crime Commissioner elections will take place on May 2nd this year for the Essex Police Authority. There are candidates representing the three main parties and 1 English Democrat representative. Please remember the recent changes to the postal voting system to cast your vote – with a deadline for postal votes being 17th Also, personal identification verification is required.
The structural refurbishment in the old Day Centre building – now leased to and housing the Touchpoint operation – should be complete by the end of this week, and then the kitchen refurbishment will commence with new appliances and worktops being installed. It is hoped we will have a definitive date for services to commence operation again by the end of the week which we will publish.
No doubt Councillor Gooding will give more detail in his report on the changes to the Uttlesford Local Highways Panel – with the setting up of a Chairs’ panel that will discuss the more expensive proposals and manage a budget allocation of £2m to consider issues such as Pedestrian Crossings, the survey into the Grove Hill issues – when it is finalised. Cllr Gooding will also report how we can expect to get our pot holes repaired in the future. In relation to the water leak on Grove Hill we had Cllr Gooding’s assurance he was co-ordinating a joint agency response to this – but we have also heard from Dist Cllr Dean that Thames Water have visited the site and concluded it is from a soft water source, and not a mains water supply from a hard water source supply by Thames Water – their conclusion is that Essex Highways need to complete the fix.
At a recent meeting with our County and District Councillors I stressed the importance of a meeting with County Councillor Cunningham being agreed as requested – in relation to the Highways issues we have continuously raised and with answers long overdue. Cllr Gooding is to pursue this issue again urgently.
Bingate – we understand the Task and Finish group at UDC have completed their review of this service failure and a report is to be presented to the next Scrutiny meeting on April 16th. However, we hope that UDC also quickly address their current inability to consistently collect refuse in all parts of Stansted which our District Councillors have reported.
512 TO RECEIVE WRITTEN DISTRICT COUNCILLOR REPORTS
No written reports available. Cllr Dean reported that there is a meeting tonight at UDC to discuss the Local Plan, but no written reports had been circulated in advance. Regarding the water leak on Grove Hill, he has heard from Thames Water that it is a soft water supply and therefore not their responsibility – they believe it is Essex Highways.
513 TO RECEIVE A WRITTEN COUNTY COUNCILLOR REPORT
No written report available but some items covered in the Chair’s report.
514 FINANCE
- a) TO APPROVE THE LIST OF PAYMENTS
The list of payments was checked against the invoices by Cllr Hogg during the meeting. The list of payments was approved.
- c) TO RECEIVE THE SUMMARY INCOME & EXPENDITURE STATEMENT TO 31ST MARCH 2024
Tabled and received by members. The Clerk reported that the year-end accounts were looking promising with a small surplus being added to the Council’s general reserve and the annual payment of £25,000 back to the Foresthall Park Community Fund made in full.
515 TO CONSIDER THE LIST OF PLANNING APPLICATIONS
1 UTT/24/0680/FUL – NORTH OF THE LARCHES, GROVE HILL
S73 application to vary condition 2 (approved plans) of UTT/22/2400/DFO (details following outline application UTT/20/0882/OP, details of access, appearance, landscaping, layout and scale for the erection of 1 no. detached dwelling and garage) – alterations to improve performance, sustainability, better suit applicant’s requirements and reduce impact on the site and surrounding.
No comment other than to support the request by Place Services for ecological surveys to be undertaken.
2 UTT/24/0713/LB – STANSTED HALL, CHURCH ROAD
Conversion from a manager flat to two bedrooms with ensuite to be used as student accommodation and office space.
No comment.
3 UTT/24/0844/HHF – BRAESIDE, 13 ST JOHNS CRESCENT
Single storey rear extension to replace the existing conservatory, garage conversion, rear extension to the garage and a link between the garage and the house.
No comment.
516 TO CONSIDER WHETHER TO CONTRIBUTE TO A FIREWORKS EVENT IN NOVEMBER 2024
The Chair explained that it was possible that an event could be organised this year at Forest Hall School organised in conjunction with the Economic Development Working Group and the Stansted Business Forum. If this does go ahead, it is likely to cost in the region of £10,000 with any profits from the event going to charity.
After brief discussion, members agreed in principle to make a financial contribution – possibly up to £4-5,000 from the Events Reserve, but it would come back to the Council for a final decision once more details are known.
517 TO CONSIDER ADOPTING THE FIRE SAFETY POLICY
The document was adopted. It was agreed to keep a log of visual inspections of the fire extinguishers. It was further agreed to come up with guidance for group using the building when no staff are present.
518 TO CONSIDER RESPONDING ON A CONSULTATION REGARDING MORE NIGHT FLIGHTS OUT OF STANSTED AIRPORT
Information relating to the consultation had been circulated with the agenda, as had a press release from Stansted Airport Watch. Cllr van de Bilt, a member of the Airport working group, reported that he has discussed this with some local residents. It should be remembered that the airport benefits a number of parishioners.
That said, he was in favour of supporting the Department for Transport’s (DfT’s) preferred choice – Option 3 – for the government’s existing controls to remain. Cllr van de Bilt considered that with no public transport available 24/7, any extension of the hours for night flights could encourage more use of cars and, potentially, more fly-parking in the village. He also noted that the reports of health studies related to this topic are still awaited in 2025. Cllr Jones commented that noise must be considered across the various time periods – you cannot use an average. Increased noise at the shoulder periods does disrupt sleep, no matter what the airport might claim.
After discussion, it was agreed that the Council support the DfT’s Option 3.
It was further agreed that the Airport Working Group would benefit from increased membership by parishioners with a genuine interest in, or knowledge of, airport-related issues. Cllr van de Bilt agreed to draft some wording to publicise this fact which could then be posted on social media, the Council’s website and perhaps also The Link magazine.
519 TO REVIEW THE COUNCIL’S POSITION RELATING TO LAND AT ELMS FARM, CHURCH ROAD
Background papers had been circulated with the agenda and Cllr Jones spoke about the discussions that have taken place to date with the landowners and their representatives. He also gave his views on why Uttlesford District Council has raised this issue with the Parish Council now and why they want such an urgent response.
The planning working group believes that the Council does not yet have sufficient information and was seeking the Council’s approval to task two members with holding further discussions – Cllrs Jones and Hogg, supported by the Chair. The key to any consent being granted on this site would be its removal from the Metropolitan Green Belt, but this could not be achieved unless there are “Exceptional Benefits”. It was generally agreed that there should be more available in terms of community gains, for example a funded community centre.
It was also generally agreed that the site was sustainable for Almshouses and the risk of losing that money to another community is very high.
Having been proposed by Cllr Khan and seconded by Cllr O’Brien, it was unanimously agreed that Cllrs Jones and Hogg, supported by the Chair and the Clerk, should enter into further discussions with the landowners/their representatives, and to report back to the Full Council at the earliest opportunity.
In the meantime, the Clerk will update UDC on the position and inform them that the Council’s position will not be known for a few weeks. She will also enquire as to whether UDC would consider spreading the total housing allocation for Stansted across 3 sites rather than 2.
520 PERSONNEL SUB-COMMITTEE – TO RECEIVE THE MINUTES OF THE MEETINGS HELD ON 28TH FEBRUARY AND 20TH MARCH 2024
The minutes of both meetings were received.
521 OPEN SPACES COMMITTEE – TO RECEIVE THE MINUTES OF THE MEETING HELD ON 6TH MARCH 2024
The minutes of the meeting were received.
522 TO CONSIDER A RECOMMENDATION FROM THE OPEN SPACES COMMITTEE TO ADOPT THE AMENDED TREE MANAGEMENT POLICY
There are words missing on the second page under “Tree Inspections” – replace the text in red with “who is suitably qualified and insured”. There being no further amendments and, having been proposed by Cllr O’Brien and seconded by Cllr Jones, it was unanimously
RESOLVED to adopt the revised Tree Management Policy document.
523 WINDMILL SUB-COMMITTEE – TO RECEIVE THE MINUTES OF THE MEETING HELD ON 27TH MARCH 2024
The minutes of the meeting were received.
524 F&GP COMMITTEE – TO RECEIVE THE MINUTES OF THE MEETING HELD ON 27TH MARCH 2024
The minutes of the meeting were received.
525 TO CONSIDER A RECOMMENDATION BY THE F&GP COMMITTEE TO ADOPT THE AMENDED INVESTMENT POLICY
Cllr O’Brien highlighted key changes to this document to bring it up to date. Having then been proposed by Cllr O’Brien and seconded by Cllr Jones, it was unanimously
RESOLVED to adopt the amended Investment Policy document.
Meeting closed at 8.39pm
ACTION POINTS
517 Office to prepare record of visual inspections of fire extinguishers and to prepare guidance sheet for people using the building when no Council employees are on site.
518 Submit comments to the Department for Transport.
519 Contact UDC re any wider dispersal of the residential site allocations for Stansted.
Agenda
Members of the Council you are hereby summoned, and members of the public and press are hereby invited, to attend a meeting of the FULL COUNCIL which will be held on Wednesday 10th April 2024 at 7.30pm in The Mountfitchet Exchange, Crafton Green, 72 Chapel Hill, Stansted, Essex, where the following business will be transacted:
1 To receive and approve apologies for absence
Adjourn for public participation
2 To receive declarations of interest
3 To approve the minutes of the meeting held on 28th February 2024
4 To receive an update on action points from the last meeting
5 To receive a report from the Chair, Cllr Maureen Caton
6 To receive written District Councillor Reports
7 To receive a written County Councillor Report
8 Finance:
- a) To approve the list of payments – to be tabled
- b) To receive the Income & Expenditure Statement to 31st March 2024
9 To consider the list of planning applications received – see attached
10 To consider whether to contribute to a fireworks event in November 2024
11 To consider adopting the Fire Safety Policy – attached
12 To consider responding on a consultation regarding more night flights out of Stansted Airport
13 To review the Council’s position relating to land at Elms Farm, Church Road – see attached report
14 Personnel Sub-Committee – To receive the minutes of the meetings held on 28th February and 20th March 2024
15 Open Spaces Committee – To receive the minutes of the meeting held on 6th March 2024
16 To consider a recommendation from the Open Spaces Committee to adopt the amended Tree Management Policy
17 Windmill Sub-Committee – To receive the minutes of the meeting held on 27th March 2024
18 F&GP Committee – To receive the minutes of the meeting held on 27th March 2024
19 To consider a recommendation by the F&GP Committee to adopt the amended Investment Policy
Parish Clerk 4th April 2024
Any intention to record, film or take photographs during a meeting must be notified to the Clerk prior to the start of the meeting.