Present: Chairman: Cllr. B. Beale

Vice-Chairman : Cllr. J. Buchanan

Cllrs. P. Bowditch, R. Crew, M. Dunn, C. Dyer, J. Garlick, T. Gandy, E. Guest, D. Knight, M. Moore, D. Spencer and G. Thurman.

Cllr. McPherson-Davis, Basildon Association of Town and Parish Councils and the Town Clerk.

Apologies for absence were received from Cllrs. G. Dann, J. Devlin, R. Rapley, T. Stansfield and M. Wilson. Essex County Councillor K. Twitchen had also submitted her apologies.

Members received and considered the minutes of the meeting held on 25^th May, 2006.

RESOLVED: that the minutes of the Annual Town Council meeting held on 25^th May, 2006 be taken as read, approved as a correct record and signed.

The Chairman welcomed Cllr. D. McPherson-Davis to the meeting to talk about the BATPC.

Members also received a background paper regarding the BATPC from which it was noted that the Town Council had been members of the Association until April 2002.

Cllr. McPherson-Davis said that he was a Parish Councillor for Ramsden Crays and was Chairman of the BATPC which at present consists of all Parish Councils within the Basildon District and hopefully the Town Council will consider rejoining.

He said the BAPTC came into operation in 1998 and was a properly constituted organisation with Chairman, Treasurer, Secretary, Constitution and Terms of Reference etc. He said that previously there had been a subscription fee but because of the existing funds and small amount of expenditure, for the last three years it had not been necessary to collect any subscription.

Cllr. McPherson-Davis said that meetings are held every two months at which the five executive members, 1 representative from each Council, discuss and promote items that are of common interest to those Councils and they work together as a body to promote local government. He said that all members on the Executive have a role to play and they represent the Association on other organisations such as the Essex Association of Local Councils Executive Committee, Police Community Consultative Group, Basildon District Councils Standards Committee and non-voting representation on the Development Control and Traffic Management Committee.

He said that looking to the future, it is hoped to promote more areas in the Basildon District to become parished and in this respect Shotgate had submitted an application and it was hoped that Wickford may in due course. Reference was made to the fact that Central Government is keen to place more responsibilities on local tiers; services supplied by Essex County Council and District Councils may be devolved to Town and Parish Councils; and if functions cannot be taken on by individual Councils, collectively it may be possible.

Cllr. McPherson-Davis answered members’ questions and the Chairman thanked him for attending the meeting.

Cllr. McPherson-Davis left the meeting at 7.35 p.m.

The Vice-Chairman, Cllr. J. Buchanan, declared a personal and prejudicial interest and at the request of members just answered questions but took no part in the voting.

Discussion ensued regarding the Town Council joining the BATPC and to assist members in their deliberations the Chairman referred to the minutes of the Billericay Town Council Strategic Planning Working Party meeting held on 7^th February 2001 and the content of a letter from Basildon District Council dated 3^rd May, 2001.

It was proposed and seconded and when to put to the vote it was:

RESOLVED: that the Town Council joins BATPC and appoints a representative to the Executive Committee, to be considered later in the meeting; this position to be reviewed in twelve months’ time.

The Chairman reported that there should have been a liaison meeting with Basildon District Council on 22^nd June but, because of lack of items, this had been cancelled. The next meeting was scheduled to be held on 21^st September and he invited any members with issues they wished raised to notify himself, the Vice-Chairman or the Town Clerk.

Cllr. Beale reported that he had attended the prizegiving at Mayflower High School on the previous evening and Cllr. Buchanan had represented him at the Basildon District Inaugural Service during June. Cllr. Buchanan reported that it was the first time that such a service had been held.

RESOLVED: that the reports be noted.

Cllr. J. Buchanan, Vice-Chairman of the Committee presented the minutes of the Committee meetings and referred to Brentwood Borough Council’s Statement of Community Involvement and answered questions regarding this document.

He also informed members that, with regard to the planning application submitted in respect of the car park at Crown Road, the District Council officers were recommending refusal to the Development Control and Traffic Management Committee at their meeting to be held on 18^th July.

In answer to a question regarding phone masts, Cllr. Buchanan reported that applications for phone masts have been refused on planning grounds and he expressed the view that individual masts can be more aesthetically acceptable than a number of dishes utilising one mast making them very ugly.

RESOLVED: that the minutes of the above meetings be approved and adopted.

Cllr. P. Bowditch, Chairman of the Committee, presented the minutes of the Environment Committee meeting held on 22^nd June, 2006.

The view was expressed that the recommendation contained within this minute should have been a resolution as there was financial provision within the War Memorial budget. The Chairman of the Committee said that clarification regarding such issues would be addressed later in the meeting when the Terms of Reference and Standing Orders were considered.

Resolved: that the minutes of the meeting held on 22^nd June, 2006 be approved and adopted.

Cllr. E. Guest, Chairman of the Committee, presented the minutes of the Finance and General Purposes Committee meeting held on 29^th June.

RESOLVED: that the minutes of the meeting held on 29^th June, 2006 be approved and adopted.

Further to minute 5(c) of the Finance & General Purposes Committee

meeting held on 29^th June, 2006:

Essex Training Partnership – Budget & Precept Course

Members were informed that notification had been received that the above half-day course would be held on Tuesday 12^th September at Foakes Hall, Dunmow at a cost of £30 per delegate. It was noted that Cllr. P. Bowdtich had indicated that he wished to attend this course and Cllr. Moore said she would also like to attend.

Essex Training Partnership – Employment Issues

Cllr. Buchanan reported on his attendance at this course on 14^th June, 2006 and outlined the issues discussed stating that he had copies of all the course papers which could be viewed by members.

He said that one very interesting fact he had learnt was that any Councillor using their car on Town Council business and claiming mileage should notify their Insurance Company about this use.

RESOLVED: that the information be noted.

Essex Association of Local Councils – Chairman’s Day

Cllr. Buchanan informed members that he and Cllr. T. Gandy had attended Dunmow on 27^th June where 2 modules of this 6 modular Course had taken place. He said that it had been very interesting and he hoped that he and Cllr. Gandy would be able to attend the other sessions which should be taking place during September and November. He said that it would also be beneficial if Cllr. Beale could attend the remaining Training Sessions if space permitted.

Future representation would be considered at the next meeting of the Finance & General Purposes Committee.

RESOLVED: that the information be noted.

Cllr. Mrs. G. Thurman left the meeting at 8.20 p.m.

NALC – Local Vision Conference

Further to minute 499(e)(iv) of the Finance & General Purposes Committee meeting held on 6^th April, 2006, Cllr. T. Gandy reported on his attendance at the Conference held on 2^nd June, 2006 and informed members that over the two days eighteen topics had been discussed. He referred to some of the topics of discussion reporting that he had copies of seven of the reports available for members to view. He reported that the Lyons Inquiry report should be coming out in December and he had asked Sir Michael Lyons if there would be any relief or respite for pensioners to which he had responded "be optimistic".

RESOLVED: that the information be noted.

Cllr. R. Crew left the meeting at 8.25 p.m.

(a) Further to the Annual Town Council meeting held on 25^th May, 2006 members considered the following:

appointment of two members to serve upon the Planning Committee

It was pointed out that it is sometimes difficult to get a quorum at these meetings.

RESOLVED: that an item be included on the agenda for the next Council meeting and in the meantime those Councillors not in attendance be reminded that there are two vacancies on this Committee.

appointment of one representative to attend meetings of the Chamber of Commerce when invited to do so.

Reference was made to the attendance of Mr. T. Draper, Chairman of the Chamber, at a recent meeting of the Christmas Lights Working Party at which membership had been discussed and the fact that this would involve a fee. In this respect it was noted that there was also an "Industry" Chamber of Trade in Billericay and it would be wrong for the Town Council to be a member of one and not the other.

In view of this it was:

RESOLVED: that the Town Council consider the appointment of a representative to attend meetings of the Chamber of Commerce when invited to do so.

BATPC

Further to minute 27 members considered the appointment of a representative to attend meetings of the BATPC Executive Committee.

RESOLVED: that Cllr. J. Buchanan represents the Town Council at meetings of the BATPC Executive Committee for the first year.

Members received and considered:

Terms of Reference in respect of the Environment Committee

In conjunction with this item members also received a circulated report from Cllr. M. Wilson.

Reference was made to the fact that "War Memorial" should read "War Memorials" and it was suggested that the Youth Council and the Skatepark needed to be put together.

Discussion also ensued regarding paragraph 2(c) and the Chairman said that concern had been expressed that, if this were to be adopted, some Working Parties may become disenchanted if their recommendations were overturned without the Working Party being given the opportunity to reconsider. He also said that he had viewed the relevant section of the Local Government Act 1972 (Section 101) which allows Committees to exercise those functions previously discharged to Sub-Committees or Working Parties.

(any arrangements made by a local authority or committee under this section for the discharge of any functions by a committee, sub-committee, officer or local authority shall not prevent the authority or committee by whom the arrangements are made from exercising those functions).

It was felt that if matters were referred back to Working Parties it would cause a considerable amount of delay and defeat the object of trying to improve the existing situation.

RESOLVED: that (i) Skatepark should be removed from the Environment Committee and included within the Terms of Reference of the Finance & General Purposes Committee:

(ii) that subject to the above amendment and "War Memorial" being replaced with "War Memorials" the Terms of Reference of the Environment Committee be accepted.

Standing Orders

Further to minute 447 of the Finance & General Purposes Committee meeting held on 13^th October, 2006 members received a draft copy of revised Standing Orders.

In answer to a question it was pointed out that the Chairman or Vice-Chairman as ex officio members of every Committee, Working Party and Project Group could still be appointed as Chairman or Vice-Chairman of any Committee, Working Party or Project Group.

RESOLVED: that the Standing Orders as circulated be adopted by the Town Council with the inclusion of the Terms of Reference for the Environment Committee and revised Terms of Reference for the Finance & General Purposes Committee.

Further to minute 1015 of the Town Council meeting held on 13^th April, 2006 members received the responses as to the costs incurred with regard to the travellers at Crays Hill from:

RESOLVED: that the information be noted.

Further to minute 19 of the Annual Town Council meeting held on 25^th May, 2006 members were informed that the Billericay Society had agreed to undertake the Town Walk on Sunday 6^th August, 2006.

RESOLVED: that the information be noted.

Minutes

Members received the following minutes:

Larger Local Councils Forum – 17^th January, 2006

Executive Committee Meeting – 11^th May

In receiving these minutes a number of members expressed the view that there was insufficient information included making them impossible to understand. In answer to a question it was pointed out that on two previous occasions letters had been sent to the EALC asking if the minutes could contain more information. The response received had stated that background papers were available on the EALC website.

RESOLVED: that the information be noted.

Buckingham Palace Garden Party

Members were informed that each year the EALC is offered tickets to allocate to their Membership in Essex for the Buckingham Palace Garden Party. Correspondence received this year from the EALC requested that nominations for the July 2007 Garden Party should be for past Chairmen and submitted in a sealed envelope for inclusion in the draw at the EALC Annual General Meeting to be held on 20^th September.

RESOLVED: that, subject to his approval, Cllr. T. Stansfield should be nominated for the Buckingham Palace Garden Party.

Members were informed that the minutes of the meeting held on 30^th March, 2006 were available in the office.

RESOLVED: that the information be noted.

There were no members of the press or public present.

RESOLVED: that, in accordance with s.1 of the Public Bodies (Admission to meetings) Act 1960, in view of the confidential nature of the business to be discussed, in the opinion of the Council, it is advisable in the public interest that the public and press be temporarily excluded and they are instructed to withdraw.

Members received and considered the report of the Town Clerk regarding the possibility of a commemorative portrait being commissioned.

Cllr. Guest expressed the view that this matter should have been submitted to the Finance & General Purposes Committee; however, it was agreed that consideration be given to the matter at this meeting.

RESOLVED: that the artist offering to produce a portrait be thanked for forwarding the details but advised that the Town Council will not be pursuing this matter.

The Chairman closed the meeting at 8.55 p.m.

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