MINUTES OF THE MEETING OF THE TOWN COUNCIL HELD ON 17 DECEMBER 2007


Cllr K Armstrong
* Cllr C Horner
* Cllr J Barfoot
* Cllr D Peek
* Cllr K Barnes
* Cllr R Taylor (Deputy Town Mayor)
* Cllr A Burlton
* Cllr K Warnell
* Cllr Mrs J Demonti
* Cllr Miss S Wilcock
* Cllr P Demonti
* Cllr M Wood
* Cllr R Gilbert
* Cllr Miss C Woodman
* Cllr A Graham
* Cllr C Woodward
* Cllr Mrs D Hollebon (Town Mayor)
* Cllr J Wyllie

* denotes present

In attendance: Ms Janine Garner - Town Centre Manager


402. APOLOGIES FOR ABSENCE Apologies were received from Cllr Armstrong.

403. DECLARATION OF INTEREST None.

404. MINUTES OF THE TOWN COUNCIL MEETING HELD ON
15 OCTOBER 2007 RESOLVED: that the minutes of the meeting be confirmed as a correct record of the proceedings and signed by the Town Mayor.

405. COMMUNICATIONS i) Town Mayor's Quiz Night 17 November 2007 To note that the raffle raised £291.00. The Mayor passed on her gratitude to all who took part in the quiz, and to those who donated raffle prizes.

ii) Diamond Wedding Anniversary Members requested that a letter of congratulations from the Council be forwarded to the Queen and the Duke of Edinburgh on the occasion of their 60th Wedding Anniversary.

iii) Business Cards Cllr Barfoot had kindly offered to produce individual business cards for Town Council members free of charge and members were asked to provide
Cllr Barfoot with the information members wished to be included. 406. QUESTIONS ASKED PURSUANT TO STANDING ORDER 24 None.

407. BUSINESS EXPRESSLY REQUIRED BY STATUTE None.

408. COMMITTEE REPORTS i) Planning and Environment Committee 22 October 2007 RESOLVED: that the minutes of the meeting be received ii) Finance and General Purposes Committee 5 November 2007 Min 373 (ii) Budget Statement Members requested clarification from the Clerk regarding the status of
Mrs Percival's presence in the office. RESOLVED: that the minutes of the meeting be received

409. WORKING PARTIES i) Drugs and Substances Working Party 11 October 2007 Min 5.Vale House
Members expressed concern regarding the loss of County Council funding to Vale House and were disappointed to note that the funding would be diverted to the larger Organisations, Turning Point and Westminster Drug Project. Members requested that a letter be forwarded to Hertfordshire County Council and to the Government (copy to Mark Prisk MP) deprecating the decision and seeking confirmation as to the services to be provided to Bishop's Stortford by Turning Point and Westminster Drugs Project. RESOLVED: that the minutes of the meeting be received. Note: Members noted the poor attendance at the Working Party over recent years and requested that the Chairman provide a report to the next meeting regarding the future of the Working Party.

ii) Town Plan Working Party RESOLVED: i that a representative from Churches Together be invited to join the Working Party ii that Bishop's Stortford Town Council, working in partnership with members of the public and key stakeholders, produce a Town Plan for Bishop's Stortford iii that the Working Party be expanded iv that the minutes be received.

410. YOUTH COUNCIL RESOLVED: that the minutes of the meeting held on 1 November 2007 be received.

411. GRANT APPLICATIONS i) Victim Support An application had been received from Sue Dunkley of Victim Support, seeking a grant of £200 towards administration costs for the service provided in Bishop's Stortford. RESOLVED: that the sum of £200 be approved.

412. SHOP MOBILITY Ms Janine Garner attended the meeting in order to provide members with background information to the Shop Mobility Scheme. Ms Garner advised members that she had been a member of a working group for the past five years tasked to investigate a shop mobility scheme for Bishop's Stortford. The shop unit in Jackson Square had been provided as part of a Section 106 Agreement and funding for the first five months of operation had been provided. The Working Group had been in discussion with the Association of Shopmobilities, and had liaised with users of other Town schemes and potential users of the Bishop's Stortford scheme. The group, she stated, had deliberately opted to start small, and expand as and when further funding became available and the level of interest in the scheme had been determined.

East Herts Council had offered Bishop's Stortford Town Council first refusal to operate the scheme, however several other groups had shown an interest. It was, stated Ms Garner, now important for the Town Council to decide whether it wished to operate the scheme because the start of the funding period had already passed.

Whilst members were supportive of the concept of Shopmobilty, members considered that the other interested parties would be better placed to operate the scheme due to their expertise in securing additional funding of this nature. Members however wished to ensure that the Town Centre Manager continued to offer assistance to whichever group was awarded the Contract.

RESOLVED: that the Town Council decline the invitation to operate Shop Mobility in Bishop's Stortford

413. REPORTS TO THE TOWN COUNCIL Cllr Wyllie stated that he had raised this item because he had become concerned that a number of recent reports referred to the Town Council had not provided sufficient detailed information for the Council to make an informed decision and as a result delays had occurred in the decision making process. Cllr Wyllie considered that the Town Council should formulate a list of the requirements it would wish to see included in future reports. Cllr Graham suggested that a more suitable way forward would be for the Clerk to prepare and present an introductory report for members to consider, with the appropriate detailed information being presented once the Council had determined what further specific information it wished to receive. RESOLVED: that new items to be considered by the Council be referred as introductory items.

414. PERSONNEL HEALTH AND SAFETY Members had been circulated with a report produced by the Clerk containing recommendations regarding the future remit of the Personnel Health and Safety Working Party.

RESOLVED: i that the current Personnel Health and Safety Working Party be disbanded. ii that matters relating to Personnel be the responsibility of the Clerk, with matters affecting changes in the establishment being referred to the Finance and General Purposes Committee. iii That a new Committee, with responsibility for Appeals and Disciplinary Matters, comprising members of the previous Personnel, Health and Safety Working Party be set up. To meet only if required. iv That the Clerk's appraisal be the responsibility of Group Leaders and the Mayor.

415. ITEMS FOR FUTURE AGENDA i Consideration to relocate Council Chamber to Rhodes Arts Complex
(Cllr Wyllie) ii Future of Drugs and Substances Working Party (Cllr Taylor) There being no further business, the meeting closed at 9.12pm  

MINUTES OF THE PLANNING AND ENVIRONMENTAL COMMITTEE HELD ON
10 DECEMBER 2007

Cllr K Armstrong
* Cllr C Horner
Cllr J Barfoot
* Cllr R Taylor
* Cllr K Barnes
* Cllr K Warnell (Chairman)
Cllr P Demonti
* Cllr Miss C Woodman (V/Chairman)

* Denotes present



452. APOLOGIES FOR ABSENCE

Cllr Armstrong, Cllr Barfoot and Cllr Demonti.

453. MINUTES OF THE MEETING HELD ON 26 NOVEMBER 2007

Having given effect to the above amendment, it was RESOLVED: that the Minutes be received as a correct record of the proceedings and signed by the Chairman.

454. DECLARATION OF INTEREST

Cllr Miss Woodman Personal Planning Application 3/07/2414/FP/SE

455. PLANNING NOTIFICATIONS

i) No objections were raised on the following applications:-

3/07/1778/AD/SE Shop front fascia sign, information notice, notice sign and projecting hanging sign 10 Water Lane Applicant: Jeanette Foster

3/07/2295/FP/MP Single storey rear conservatory 1 Thornfield Road Applicant: Miss A Ventura

3/07/2325/FP/FM Rear first floor extension 30 Church Street Applicant: Mr Andrew Mills 3/07/2353/FP/FM Two storey side/rear extension 47 Thornbera Road Applicant: Mr Peter Sutton

3/07/2363/LB/FM Remove bedroom partition wall. Replace 2 no. bathroom doors with Ledge and Brace doors 43 Basbow Lane Applicant: Mr Richard Bull

3/07/2379/LB/LH Internal alterations to move bathroom and large bedroom Blue House, Thorley Street Applicant: Mrs G Troman

3/07/2380/LB/LH Replace Porch Blue House, Thorley Street Applicant: Mrs G Troman 3/07/2381/FP/MP Front porch and lean-to roof over garage, replacement windows 3 Squirrells Close Applicant: Mr Roy Rawden

3/07/2405/FP/FM Single storey rear extension and first floor side extension Locket House, 36 Elizabeth Road Applicant: Mr Jerry Hughes

3/07/2407/FP/SE Detached house and garage Land rear of 30 Chantry Road Applicant: Lakemount Properties Note: Members noted that a covenant existed on the property.

3/07/2414/FP/SE Two storey front and side extension 1 Chequers Applicant: Mr N & L Smith 3/07/2419/FP/SE Second storey side extension 7 Hawthorn Rise Applicant: Mr D Whale

3/07/2442/FP/MP Garage conversion and single storey rear extension 25 The Carpenters Applicant: Neil Paterson 3/07/2451/FP/FM Extension and conversion of garage to habitable room 18 Rochford Road Applicant: Lincoln Atkins

ii) Objections were made on the following applications:-
3/07/2359/FP/LH Two semi-detached houses with garaging 105/107 Stansted Road Applicant: Mrs J Goodenough and Mrs B Payne Reason: Over development of the site

3/07/2369/FO/PF Removal of onerous condition for variation of condition 5 of planning permission

3/07/1323/FP to change hours of opening to Monday to Friday 10.00 to 20.00, Saturday 09.00 - 19.00, Sunday 10.00 to 17.00 and Bank holidays 10.00 - 17.00 Sceptre House, 43a South Road Applicant: Isleport Ltd Reason: Detrimental to the amenity of local residents.

3/07/2378/FP/LH Erection of 3 x 3 storey houses - amended scheme to

3/04/1141/FP 31 Elm Road Applicant: Mr Dominic Leacy Reason i The loss of the garages would exacerbate the parking problem which already existed in the area. ii The proposal would be out of keeping with the street scene.

3/07/2418/FP/FM Installation of 4no sky satellite dishes Dane House, Hadham Road Applicant: Campbell Property Co Reason: The proposal would be unsightly and out of keeping in the Conservation Area.

456. PLANNING DECISIONS

RESOLVED: that the attached list of decisions issued by East Herts Council be noted.

457. APPEALS

To note the following appeal decision issued by the Planning Inspectorate:

3/06/2095/FP Front dormer extension and two storey rear extension
25 The Stewarts
Appellant: Mr S Crafford
Appeal Allowed

3/07/0641/FP Rear first floor extension over existing ground floor
extension
33 Gibbs Field
Appellant: Mr and Mrs K Watts
Appeal Dismissed

3/07/0731/FP Demolish storage buildings and erect new
Bungalow (1 bedroom) with 1 car space and
new crossover
Land to east of 119-121 South Street
Appellant: Mr Paul Miller
Appeal Dismissed

3/06/1760/FP Demolition of existing building and the erection of
4 two bed and 2 one bed flats with associated landscaping and parking
275 Stansted Road
Appellant: Rednar Developments
Appeal Dismissed

To note the following appeal to be determined by the written representation procedure:

3/07/1382/FP/AK First floor extension
22 Grange Park


458. STREET NAMING AND NUMBERING

i. To update the archive list of street names.

Members requested that the previous list be retyped, taking off all the street names which had already been used and then forwarded to the Local History Society for further suggested names.

ii To comment on the draft policy proposals for Street Naming from East Herts Council

Members had been circulated with a copy of a draft policy report from East Herts Council regarding the procedure for street naming within the District. Members considered that the report was somewhat restrictive and felt that Parish and Town Councils should be able to use local discretion when choosing a street name for the area. Members considered that locally elected members and the general public were in a better position to choose a street name appropriate for their locality. Furthermore, members considered that it was not necessary for all new street names to end in a terminal word such as street/road/way etc.

RESOLVED: that the above comments be forwarded to East Herts Council.

459. EAST HERTS COUNCIL (SOUTH STREET AND SOUTHMILL ROAD) (PERMIT PARKING PLACES) ORDER 2007. EAST HERTS COUNCIL (SOUTH STREET) (RESTRICTION OF WAITING) ORDER 2007

Members wished to reiterate their previous comments, regarding this matter. It was not considered appropriate for local businesses to receive parking permits free of charge and that permits should be available for local residents.

RESOLVED: that the above comments be forwarded to East Herts Council.

460. UP-DATED REPORTS

i Improved Cycle Facilities - (First raised 3 September 2007)
The Chairman requested that a formal letter be forwarded to Hertsfordshire Highways regarding proposals for a cycle link through the Thorley bus lane.
ii. Boars Head, Windhill
To note that East Herts Council Enforcement had contacted the owner of the property regarding the replacement windows and Sky Sports banner.
461. ITEMS FOR FUTURE AGENDA

i Remit of the Planning and Environmental Committee (Cllr Woodward)


462. URGENT BUSINESS

None

There being no further business, the meeting closed at 8.26 pm

MINUTES OF MEETING OF FINANCE AND GENERAL PURPOSES COMMITTEE
HELD ON MONDAY 3 DECEMBER 2007


* Cllr J Barfoot
Cllr K Warnell
* Cllr A Burlton (Vice-Chairman)
* Cllr M Wood
* Cllr Mrs J Demonti
* Cllr C Woodward
Cllr R Gilbert
* Cllr J Wyllie (Chairman)
* Cllr A Graham
Cllr Mrs D Hollebon (ex Officio)

* denotes present


444. APOLOGIES FOR ABSENCE

Apologies were received from Cllr Gilbert and Cllr Warnell.

445. DECLARATION OF INTEREST

None.

446. MINUTES OF THE MEETING HELD ON 5 NOVEMBER 2007

RESOLVED: that the Minutes be received as a true record of the proceedings and be signed by the Chairman

447. MATTERS ARISING

Min 375 (Reports to the General Public)
Cllr Wyllie confirmed that he was in discussion with Axis Magazine and he was awaiting the Company's proposals.

Min 376 (Gershon System)
Cllr Wyllie informed members that an initial meeting of the Working Party had taken place and he would arrange to forward a copy of the minutes to all members.

448. BUDGET 2008/2009

Members had been circulated with a copy of the attached draft budget on which the following amendments were approved, viz

Personnel Costs
Salaries £225,800
Delete ............... £7,800
Revised ............... £218,000


Reimbursements £36,000
Increase ............... £5,000
Revised ............... £41,000

Central Administration
Staff Training £2,000
Delete ............... £1,000
Revised ................ £1,000

Members' Training £1,000
Delete ............... £500
Revised ................ £500

Travelling Allowance £1,200
Delete ............... £200
Revised ................ £1,000

Electricity £2,800
Delete ............... £300
Revised ............... £2,500

Gas £3,800
Delete ............... £300
Revised ............... £3,500

Subscriptions £3,900
Delete ............... £250
Revised ................ £3,650

Hospitality £1,100
Delete ............... £500
Revised ................ £600

Members agreed that the bottled water facility be removed. Advertising £2,000
Delete ............... £400
Revised ............... £1,600

Town Report £6,000
Delete ............... £3,000
Revised ............... £3,000

Maintenance and Repairs £2,500
Delete ............... £800
Revised ................ £1,700

Website Maintenance £3,200
Delete ............... £200
Revised ................ £3,000

Investigations be made to ascertain whether maintenance of the website could be undertaken in house Professional Fees £6,000
Delete ............... £1,000
Revised ............... £5,000

Allotments Allotment Competition £200
Delete ............... £100
Revised ............... £100

Mobile Phone £620
Delete ............... £20
Revised ................ £600
Note: Allotment rates to be reviewed annually.

Cemetery/CC

Staff Amenities £620 Increase ............... £620
Revised ............... NIL

Repairs and Maintenance of Grounds £8,500
Delete ............... £1,000
Revised ............... £7,500

Maintenance of Equipment £2,500
Delete ............... £500
Revised ................ £2,000

Cemetery Mess Room £50,000 Budget to be ringfenced
Note: Burial fees to be increased from 1 April 2008 by rate of inflation and each subsequent year

Grants
Various £18,960
Delete ............... £7,960
Revised ................ £11,000

Charles H Sworder
New Play Equipment £12,000
Delete ............... £7,000
Revised ............... £5,000
Note: Arrangements to be made to carry out an audit of the equipment in-situ identifying age ranges of users.

J Brazier
Personnel
Note: Reimbursement of £5,000 to be offset against total staff costs East Herts Toilets Agency

RESOLVED: that East Herts Council be informed of the possibility that the Town Council would wish to hand back its Toilet Agency.

Parks and Pleasure Grounds
Dog Signs £500 Delete ............... £200
Revised ............... £300

Note: Clerk to arrange valuation of all the land identified under this heading.

Ceremonial
Mayor's Chain £1,500
Note: £1,500 to be incurred on re-gilding the Mayor's Chain.

Public Amenitites Public Seats £1,000
Delete ................ £750
Revised .............. £250

Installation/Removal Christmas Lights £12,000
Delete ................ £6,000
Revised .............. £6,000
Note: No cross lights will be installed in 2008. Additional tree lights will be provided similar to those provided for South Street.

Notice Board £500
Delete ................ £500
Revised .............. NIL
Note: Requirement to work in partnership with East Herts Council to investigate the most appropriate type of notice board to be provided.

Markwell Pavilion
Refurbishment £6,000
Delete ................ £6,000
Revised .............. NIL

Expenditure be recommended to be met by the Brazier Trust Tourist Information Note: An approach be made to Rhodes Arts Complex with a view to establishing whether some of the TIC stock could be marketed by Rhodes.

449. PERSONNEL

Members had been circulated with a copy of the current establishment for information.

A general discussion took place on the need to evaluate all members of staff and to this end the Clerk was requested to carry out a full staff audit (manual and administrative).

The Clerk referred to the reference in an earlier meeting of the Personnel, Health and Safety Working Party and to the request by members to establish a rolling programme for staff training. The Clerk gave details of the current programme.

450. ITEMS FOR FUTURE AGENDA

i) Grants - Calculation Criteria (Cllr Barfoot)

451. URGENT/ANY OTHER BUSINESS

None.


There being no further business, the meeting closed at 9.35pm
Please note our Christmas opening times: Thursday 20th December 9am - 12pm Friday 21st December 9am - 5pm Monday 24th December 9am - 12pm Tuesday 25th December - Tuesday 1st January OFFICE CLOSED Open as usual from Wednesday 2nd January 2008 The Staff and Members of Bishop's Stortford Town Council wish you a very happy christmas!

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