Present: Chairman: Cllr. T. Stansfield

Vice-Chairman : Cllr. R. Rapley

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

In attendance: Mrs. H. Philpott, Town Clerk and three members of the public.

Further to minute 925 of the Town Council meeting held on 14^th July, 2005 the Chairman welcomed Stephen Miles to the meeting and said that the objective of the presentation was to advise members on the production of a town plan which would be acceptable to the District Council and incorporated in future plans as supplementary planning guidance.

Mr. Miles outlined the projects undertaken by his company and said that they had undertaken a lot of work with regard to Town Centre strategies; recently they had been working in Wickford for Basildon District Council and they would be happy to help the Town Council move forward and deliver objectives and aspirations for Billericay.

He outlined the procedures that had been adopted in Wickford from a Baseline Audit through to a final Masterplan which had started with stakeholder consultations and ended with public consultations that involved a public exhibition at which over 600 people had attended.

In answer to a question, he reported that the whole process in respect of Wickford had taken approximately eight months. Part of the process involved a physical appraisal following which they pinpointed strengths, areas of weakness/change, development opportunities and constraints and economic assessment. The objectives of the masterplan were to redefine Wickford Town Centre with significant physical changes and improvements in order to create a vibrant market town.

Mr. Miles explained that there were a number of consultancy options they could provide from a health check, a strategy framework through to a masterplan and he outlined the likely costs involved.

The Chairman said that, if the Town Council were to proceed with a Town Plan, consideration would have to be given to the areas to be covered, the desired outcomes and how it would be financed; there would also have to be considerable consultation with Basildon District Council.

Members thanked Mr. Miles for his presentation.

Apologies for absence were received from Cllrs. G. Dann and J. Devlin.

Essex County Councillors A. Hedley and K. Twitchen had also submitted their apologies.

RESOLVED: that the minutes of the Town Council meeting held on 1^ST September, 2005 be taken as read, approved as a correct record and signed.

The Chairman reported that since the last meeting he had attended the following:

8^th September Mayflower School Presentation of Awards

15^th September Town and Parish Councils Liaison meeting at Basildon District Council – Vice Chairman also attended

23^rd –25^th September NALC Conference – Cllr. M. Wilson also attended

30^th September Open of Easy Access Trail, Norsey Wood

19^th October Plant a Shrub

The Chairman then gave a verbal report on the NALC Conference and the various sessions that had taken place making it a very good Conference although a number of delegates had expressed the view that there was more of a bias toward rural Parish Councils than urban Town Councils. He had also noted that the precept for Billericay was one of the lowest in the Country with the majority of the Councils represented providing a considerable number of facilities for their parishioners. He felt that one of the most beneficial aspects of the Conference was networking with other Councillors. One clear message that came across was that Principal Authorities have got to back parish/town councils.

The Chairman then gave a brief outline on the setting-up of Billericay Town Council and the reasons why the precept had remained low and he urged Councillors to work together for the benefit of the Council and community.

RESOLVED: that the information be noted.

Cllr. Buchanan presented the minutes of the meeting held on 30^th August and referred to minute 933 requesting that the Town Council adopt ‘Appendix A’, attached to those minutes as the Council’s Planning Policy.

There was no objection to the Planning Policy but the view was expressed that it should be publicised to members of the public.

RESOLVED: that (i) the minutes of the meeting be approved and adopted;

(ii) the Planning Policy be adopted by the Town Council;

(iii) the Planning Committee be asked to consider ways of publicising the Planning Policy.

(iv) in all other respects the minutes be approved and adopted.

Cllr. Buchanan presented the minutes of the Planning Committee meetings held on 13^th and 27^th September and 11^th October.

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

Cllr. Bowditch, Chairman of the Finance & General Purposes Committee presented the minutes of the meeting held on 13^th October, 2005.

Cllr. Bowditch congratulated the Working Party on the work they had undertaken and Cllr. Guest reminded members that, if the Town Council proceeds with an APC, it would be a commitment of approximately £25,000 p.a. for a period of 20 years. The consultation exercise which had been undertaken showed that people wanted a public convenience but 92% were not in favour of an APC; however, it would not be financially viable to provide a manned facility. Research undertaken had also shown that the public in other areas were getting used to APCs and their design has changed over the years. Reference was also made to the fact that Basildon District Council would have to give consent for it to be located in their car park and it may result in the loss of one or two car parking spaces; their views were still awaited.

It was suggested that the recommendation should have read "that an alternative location for the existing Notice Board be sought"

Cllr. K. Gandy referred to minute 939 of the Town Council meeting held on 1^st September, 2005 where the Town Council had agreed not to discuss the content of Cllr. Guest’s memorandum and she also referred to Standing Order No. 36(b) which prohibited the matter from being discussed for six months.

In response, it was reported that the proposal submitted to the Finance & General Purposes Committee had nothing to do with Cllr. Guest’s memorandum and it could therefore be considered. Discussion then ensued as to the necessity to create a Sub-Committee to look into this matter as some members were of the opinion that the subject of restructuring the Town Council came within the purview of the Policy Advisory Group; in 2003 that Group had prepared the "Review of Committees and Working Parties" report, therefore setting a precedent. Accordingly it was felt that the Finance & General Purposes Committee was acting ultra vires.

The Town Clerk was asked for her views regarding this matter and she pointed out that the Terms of Reference of the Finance and General Purposes Committee included the following:

"Responsible for all financial aspects of the Town Council, together with matters not coming within the purview of any other committee or working party."

She said the confusion arose as to whether the Policy Advisory Group was responsible for this function as its terms of reference did not make this clear; accordingly it would be necessary for members to vote on whether this was a function for the Policy Advisory Group or not.

Reference was made to the membership of the Policy Advisory Group and it was noted that this matter would be considered later in the meeting.

It was proposed and seconded that "the Policy Advisory Group considers the restructuring of the Town Council". The result of a recorded vote was as follows:

For: Cllrs. J. Buchanan, R. Crew, K. Gandy, R. Rapley, D. Spencer, T. Stansfield and M. Wilson

Against: Cllrs. P. Bowditch, C. Dyer, E. Guest, D. Knight, M. Moore, T. Gandy and G. Thurman

Abstention: Cllr. J. Garlick

Cllr. Stansfield used his casting vote in favour of the proposition.

RESOLVED: that (i) the recommendation contained in minute 446 – Notice Board Working Party be amended to read "that an alternative location for the existing Notice Board be sought";

(ii) minute 450 be not adopted and the restructuring of the Town Council be considered at the next meeting of the Policy Advisory Group to be held on 23 November, 2005;

(iii) in all other respects the minutes of the Finance and General Purposes Committee meeting held on 13^th October, 2005 be approved and adopted.

Cllr. Dyer, Chairman of the Working Party, presented the minutes and stated that he had been advised that there were plans to double the number of Community Police Support Officers.

Cllr. Bowditch reported that he had been informed by K. Venables, Community Safety, Basildon District Council that the tendering procedure with regard to CCTV was proceeding and the installation should be completed by the end of the financial year.

RESOLVED: that the minutes of the meeting be received and noted.

(b) Policy Advisory Group : 15^th September

Cllr. Rapley, Chairman of the Group, presented the minutes of the meeting.

Arising from discussion regarding the membership of the Policy Advisory Group, questions were asked as to why membership of the Group was not appointed at the Annual Council meeting, what criteria was used to select the three Working Parties with representation on the Group, and why the meetings were not open to the public.

The Chairman of the Group said that Working Parties had been defined as those considering on-going projects. In response the view was expressed that both the Youth Town Council and Christmas Lights Working Parties which were not represented on the Group were both on-going. The Chairman pointed out that when the Policy Advisory Group was originally set-up there were only three Working Parties in existence and to now include the Chairmen of all Working Parties would make the membership too extensive. As an Advisory Group it was not necessary for these meetings to be open to the public and it enabled all aspects of projects to be discussed in length prior to submission to the Council and members of the press and public. All minutes of the meetings had however been circulated with Council agendas; furthermore none of the Working Party/Project Group meetings were open to the public.

Cllr. Guest referred to research he had undertaken of Parish and Town Councils and he was unable to find any reference to meetings such as the Policy Advisory Group; in other Councils the matters considered by PAG were discussed by the main Committees. This view was not endorsed by all members of the Council.

It was subsequently proposed, seconded and

RESOLVED: that (i) the Policy Advisory Group be dissolved and the functions be undertaken by the Planning and Finance and General Purposes Committees:

(ii) recommendations 4(a) (b) (c) of the Policy Advisory Group minutes be not accepted.

Discussion ensued regarding the appointment of an Assistant Town Clerk and it was felt that further details were required as to cost implications. In view of this it was

RESOLVED: that (iii) this matter be considered at the next meeting of the Finance and General Purposes Committee together with costings.

RESOLVED: that (iv) Cllr. Rapley drafts the letter to the Secretary of the EALC suggesting amendments to the Constitution regarding membership of the Executive Committee but it be sent from the Office.

(v) in all other respects the minutes of the Policy Advisory Group meeting held on 15^th September, 2005 be approved.

Members received the minutes of the meeting held on 30^th September, 2005 and it was noted that the latest edition of the Town Crier had been circulated to all members.

RESOLVED: that the minutes of the meeting be received and noted.

Members received and considered:

(i) a paper from Cllr. Rapley

(ii) a report on a meeting held on 6^th October

Cllr. Rapley reported that, as a result of the meeting held on 6^th October, it was recommended that the website continue to be produced in-house. In answer to a question, he reported that the website was up-dated approximately twice a week.

RESOLVED: that the content of the report and minutes be received and noted.

The notes of the meeting held on 18^th October were circulated at the meeting from which it was noted that the Working Party were looking at ways of encouraging new members and active projects.

RESOLVED: that the minutes of the meeting be received and noted.

Members received the minutes of the meeting held on 6^th September, 2005.

RESOLVED: that the minutes be received and noted.

RESOLVED: that Cllr. C. Dyer serves upon the Finance & General Purposes Committee for the remainder of the municipal year.

(b) Planning Committee

It was reported that there were three vacancies on the Planning Committee and it was

RESOLVED: that anyone interested in serving upon the Planning Committee should contact the Town Clerk.

(c) Christmas Lights Working Party

RESOLVED: that Cllr. C. Dyer serves upon the Christmas Lights Working Party for the remainder of the municipal year.

(d) Playground Equipment Working Party

RESOLVED: that anyone interested in serving upon the Playground Equipment Working Party should contact the Town Clerk.

(a) Essex Association of Local Councils – Executive Committee

Membership

Further to minute 942 of the Town Council meeting held on 1^st September, 2005 members were informed that the four Executive members who belonged to Quality Councils were:

Cllr. M. Talbot – St. Osyth – Tendring

Cllr. J. Dickson – Rochford – Rochford

Mrs. K. Plumridge – Ramsden Bellhouse – Basildon and East

Hanningfield and Chelmsford

Ms. A. Wood – Great Baddow - Chelmsford

RESOLVED: that the information be noted.

Extraordinary Executive Meeting – 25^th August, 2005

RESOLVED: that the notes of the meeting be received.

Town and Parish Councils Liaison Meeting : 15^th September

RESOLVED: that the minutes of the meeting be received and noted.

Petition for Parish Council, Shotgate, Wickford

Members received and considered a letter from the Democratic Services Manager, Basildon District Council stating that a petition had been received for the creation of a Parish Council in Shotgate and sought comments of the Town Council.

RESOLVED: that a letter be sent to the Democratic Services Manager, Basildon District Council stating that the Town Council endorsed the creation of a Parish Council at Shotgate, Wickford and wished them every success.

(d) CCTV Billericay

Members received and considered a letter from the Community Safety Manager, Basildon District Council enclosing a copy of a letter from the Chief Superintendent, Basildon Police Station stating that, should funds become available from the ‘Safer Communities Pot’ it should be used to assist with the purchase of cameras to cover the area of the railway station and Lake Meadows.

RESOLVED: that the information be noted.

Members received and considered a letter from Clive Simpson, Development Control Manager, Basildon District Council notifying of the above and inviting the Council to make comments on the application.

Members endorsed the views of the Planning Committee at their meeting on 18^th October, 2005 and it was

RESOLVED: that the Development Control Manager, Basildon District Council be informed that the Town Council objects to the application because of lack of car parking.

The Chairman adjourned the meeting for questions from the press and public. There was one question raised regarding the level of liaison between Billericay Town Council and Basildon District Council to which the Chairman responded.

It was suggested that Town Council meetings be held on different days in future years so that the meetings do not clash with those of the District Council.

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.

The Chairman reported on the amount of service Horace Wilkins had given to the community and suggested that he should be presented with a gift. Members endorsed this view and it was

RESOLVED: that members of the Council contribute towards a gift for Horace Wilkins.

The Chairman closed the meeting at 10.10 p.m.

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