Minutes of a meeting of the FULL COUNCIL held at 7.30pm on Wednesday 4th September 2024 in The Mountfitchet Exchange, Crafton Green, 72 Chapel Hill, Stansted Mountfitchet, Essex
PRESENT Cllr M Caton (Chair), Cllrs G Braeckman, S Ghosh, P Jones, J Kavanagh, A Khan, A Love, J O’Brien, L Prior and T van de Bilt
ATTENDING Mrs Ruth Clifford – Parish Clerk, 1 member of the public
134 APOLOGIES FOR ABSENCE
Apologies for absence were received from Cllrs A Barnes (attending another meeting), A Guney (working) and G Sell (holiday).
RESOLVED to approve the apologies for absence from Cllrs Barnes, Guney and Sell
Apologies for absence were also received from District Cllr Dean and for lateness from Cty Cllr Gooding.
PUBLIC PARTICIPATION – None
135 DECLARATIONS OF INTEREST – None
136 TO APPROVE THE MINUTES OF THE MEETING HELD ON 31st JULY 2024
RESOLVED To approve the minutes of the meeting held on 31st July 2024 as a true and accurate account
137 TO RECEIVE AN UPDATE ON ACTION POINTS FROM THE LAST MEETING
114 – Report back following site visit with resident – completed and dealt with by Windmill Trustees. 116 – Draft a position statement with regards to the Manor Road flats – completed. 116 – Invite Cllr Coote to a Full Council meeting – he was unavailable but more detailed response received from a UDC officer. 116 – Planning Working Group to review differences between the Reg 18 & Reg 19 documents and review the NPPF – yet to be completed. 117 – Cllr Sell to call a Highways meeting to discuss Grove Hill and draft a position statement – meeting has taken place. Cllrs Jones and O’Brien have prepared a document which, once proof read, will be circulated to members of the Highways s/c. 123 – Cllr Caton to ask for a review of ticket prices for the Fireworks event – this was done and prices reduced.
138 TO RECEIVE A REPORT FROM THE CHAIR, CLLR MAUREEN CATON
The Youth Council will reconvene once dates are agreed with participants for the Autumn Term. Students at Forest Hall, and any young people attending from the Youth Club, will now meet at the Parish Council. We will be requesting that Youth Councillors attend, a couple at a time, to observe Full Council meetings, before bringing any future proposals to the council for agreement.
Additional outdoor sessions have been run by the youth club provider over the summer – these have been mainly centred around activities organised on the Recreation Ground. These were funded by grants applied for by the service provider and in addition to our funded programme.
The Youth Club leader has liaised with the Police Community Support Officer in relation to some reported anti- social behaviour post sessions – this has been addressed.
You will see from the Highways sub-Committee meeting held in the summer break, that it has been agreed to consult with residents on our response to Essex Highways report in relation to Grove Hill. Councillors considered the report to be dismissive of the issues we experience; and provided no concrete evidence to support their proposal “that nothing could be done”. The report was indicative of the general stance of ECC which is to deny responsibility with limited or no communication –illustrated also by Cllr Cunningham, who has still to respond to our request to meet with Councillors.
The Manor Road flats – it would appear that action has been taken – the response to my further communication with UDC and Environmental Health – came quickly and helpfully from the interim Director for property – stating that an independent surveyor’s inspection was undertaken in February 24. From the report submitted by the Interim Director in July – 20 flats are affected from the structural degradation of balconies- along with a number of secondary factors creating water proofing issues. Various remedial actions have been undertaken since 2022- but now following the survey, a further comprehensive programme of refurbishment of the balconies and addressing the secondary water damage; including attending to roofing, drainage improvements and thermal installations are to be implemented through a phased programme – with those flats most impacted given priority. The first phase started with 2 flats in July and the second phase will commence this month
One has to ask the question why the Chief Executive could not have given this information when originally requested!
Cemetery – I have written to the landowners of Elms Farm to ascertain whether they would still consider making land available.
Action Plan – there was a meeting of the Chairs’ group earlier this week and this year’s Action Plan has been finalised. Copies will be circulated to all members.
Neighbourhood Development Plan – we have been receiving a lot of guidance from Modicum Planning (funded by UDC) to assist in getting our draft Plan ready for submission. The policies have all been reviewed/revised, and the order of the chapters amended to ensure, as best as we can, that the Inspector will find the Plan to be sound. It is likely that we will hold a further period of public consultation – perhaps with an exhibition – before submission to UDC. Once the final text and order is agreed, there will be a lot of work to revise the final document and Ruth and Dan will have to make this a high priority.
Open Spaces has established a contracts/tender review working group which will meet shortly to start reviewing the Gardening and Grass-cutting contracts which renew in April 2025.
In relation to using our own devices for Parish business – this is to be launched – the policy will require members to accept responsibility for the use of personal devices when communicating as a Councillor. All that is required is for you to ensure you have the latest up to date user security updates applied and operating on your device. These should automatically display on your device for you to apply – or alternatively you should receive a notice to run an update. You will also be asked to sign up to a Bring Your Own Device Policy to ensure that we comply with the Cyber Essentials Accreditation.
The Firework event – the cost of tickets has been agreed at £20 for a family of 4, adults £8 and children over 5 – £4 purchased before the night. On the night for a family of 4 tickets will be £25, £10 adult and £5 per child over 5. Advance tickets are now on sale on Eventbrite.
Selstar have been in communication with MAG re the event and advertising will commence in the next week or so. BMAT have agreed the risk assessment and are supporting the event.
Also, for information, the Clerk is undertaking 6 sessions of HR training to update and support her management and development of staff – these will include managing performance/ appraisals /conduct issues and contractual arrangements and issues.
Referring to the issue of the Manor Road flats, the Chair confirmed that it was not known whether the UDC officer who had responded to queries had taken action as a result of the Stock Condition Survey. Neither was it known which level of survey had been undertaken. The Clerk reported that Dist Cllr Dean had confirmed that he would continue to raise the subject of this accommodation at UDC. The Parish Council’s position paper will be updated to reflect the information contained in the Chair’s report.
139 TO RECEIVE WRITTEN DISTRICT COUNCILLOR REPORTS – none available
140 TO RECEIVE A WRITTEN COUNTY COUNCILLOR REPORT – not available
141 FINANCE:
- A) TO APPROVE THE LIST OF PAYMENTS – approved
- B) TO RECEIVE THE SUMMARY INCOME & EXPENDITURE STATEMENT TO 31ST JULY 2024 – received
- C) TO AUTHORISE THE SUM OF £5,000 FROM THE COUNCIL’S FREE RESERVES TO BE ALLOCATED TO THE PLAY EQUIPMENT REPAIRS BUDGET TO ENABLE SAFETY SURFACING WORKS TO BE UNDERTAKEN
Cllr Love updated members on the work of the Play Areas working group. Resurfacing works at Bentfield Green and on the Rec were the highest priority. Members agreed that safety was the highest priority. Having been proposed by Cllr Love and seconded by Cllr Kavanagh, it was unanimously
RESOLVED to spend up to £5,000 from the Council’s free reserves to enable the resurfacing works to be undertaken.
142 TO CONSIDER THE LIST OF PLANNING APPLICATIONS RECEIVED
1 UTT/24/2038/FUL – EASTFIELD STABLES, MAY WALK
S73 application to vary condition 2 (approved plans) and condition 3 (usage) of UTT/23/2878/FUL (change of use from agricultural grazing land and construction of a tennis court and erection of 3 metre high chain link fencing surround) approved under appeal ref APP/C1570/W/24/3337011 – amendments proposed: Condition 2 – adjust alignment of tennis court. Condition 3 – bring in line with condition 3 of UTT/24/0068/FUL approved under appeal ref APP/C1570/W/24/3340838; to allow as an ancillary facility to the wellness hub.
No comment.
2 UTT/24/2039/FUL – EASTFIELD STABLES, MAY WALK
S73 application to vary condition 2 (approved plans) of UTT/24/0068/FUL (change of use from agricultural grazing land and construction of a tennis court) approved under appeal ref APP/C1570/W/24/3340838 – adjust alignment of tennis court.
No comment.
3 UTT/24/1079/FUL – 7 STATION ROAD
Extension to first floor at rear of property to create storeroom
Repeat previous comments regarding location of the refuse storage area.
4 UTT/24/2035/FUL – 23-25 LOWER STREET
Installation of windows to the front and rear elevations, Velux windows to the roof and windows and Juliet balcony doors to the internal side elevation.
No comment.
143 TO CONSIDER ADOPTING THE NEW DRAFT FINANCIAL REGULATIONS
The document had been circulated to all members prior to the meeting. Having been proposed by Cllr O’Brien and seconded by Cllr Jones, it was unanimously
RESOLVED to adopt the new Financial Regulations.
144 TO RE-ESTABLISH THE POLICY WORKING GROUP
Cllr Kavanagh reported that the group has been working on the documents. Cllr Love is reviewing and will forward to the office in due course. The Clerk was asked to contact Cllr Guney to see if she wished to remain on the group.
145 TO AGREE TO COMMENCE THE CO-OPTION PROCESS TO FILL THE TWO VACANCIES ON THE COUNCIL
Agreed. The application pack is on the website and will be promoted through a social media post also.
146 TO RATIFY THE FOLLOWING PAYMENT SCHEDULES EMAILED DURING THE AUGUST RECESS:
- a) 8th August 2024
- b) 15th August 2024
- c) 22nd August 2024
The payment schedules were ratified.
147 HIGHWAYS SUB-COMMITTEE – TO RECEIVE THE MINUTES OF THE MEETING HELD ON 21ST AUGUST 2024
The minutes were received.
Meeting closed at 8.03pm
ACTION POINTS
137 (116) Planning Working Group to review differences between the Reg 18 & Reg 19 documents and review the NPPF.
138 Update website position paper on Manor Road flats.
144 Policy WG to forward revised documents to the office.
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 4th September 2024 at 7.30pm (or as soon as possible thereafter) 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 Full Council meeting held on 31st July 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 Summary Income & Expenditure statement to 31st July 2024
- c) To authorise the sum of £5,000 from the Council’s free reserves to be allocated to the play equipment repairs budget to enable safety surfacing works to be undertaken
9 To consider the list of planning applications received – see attached
10 To consider adopting the new draft Financial Regulations – see attached
11 To re-establish the Policy Working Group
12 To agree to commence the Co-Option process to fill the two vacancies on the council
13 To ratify the following payment schedules emailed during the August recess:
- a) 8th August 2024
- b) 15th August 2024
- c) 22nd August 2024
14 Highways Sub-Committee – To receive the minutes of the meeting held on 21st August 2024
Parish Clerk – 29th August 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.