Vice-Chairman : Cllr. J. Buchanan

Cllrs. P. Bowditch, R. Crew, J. Devlin, M. Dunn, C. Dyer, T. Gandy, E. Guest, R. Rapley, D. Spencer, G. Thurman and M. Wilson.

District and Essex County Councillor A. Hedley, Mr. M. Wallace, Secretary Chelmsford TUC and member of the Chelmsford Fairtrade Town Committee, Mrs. C. Gibson, Billericay Fairtrade bid, four members of the public and the Town Clerk.

Apologies for absence were received from Cllrs. G. Dann, J. Garlick, D. Knight, M. Moore and T. Stansfield. Essex County Councillor K. Twitchen had also submitted her apologies.

Members received and considered the minutes of the meeting held on 31^st August, 2006.

RESOLVED: that the minutes of the Town Council meeting held on 31^st August, 2006 be taken as read, approved as a correct record and signed.

Further to minute 1000 of the Town Council meeting held on 2^nd March, 2006 the Chairman welcomed Mr. M. Wallace and Mrs. C. Gibson who made presentations regarding Fairtrade.

Members had also received a memorandum from Cllr. Guest regarding this matter.

Mr. Wallace said that he had during the course of the day been to Chelmsford Borough Council and they had now signed up as a Fairtrade town; the third in the county. He also detailed other parts of the country that have signed up to Fairtrade as well as Universities etc.

Mr. Wallace informed members of the number of Fairtrade products that were now available stating that they came from fifty countries with disadvantaged producers. He stated that Fairtrade products were always above the world price and he referred to the premium payments which are forwarded to co-operatives within the countries concerned who decide how the money will be utilised to benefit the community.

Mr. Wallace also stated that major stores had their own policies but the majority were now stocking Fairtrade products.

Mrs. Gibson reported that Billericay Fairtrade came into being during 2005 and comprised of a small but committed Steering Committee. She referred to a publicity event undertaken in the High Street when one hundred and eighty six individuals signed up within a few hours. Mrs. Gibson also referred to other groups within Billericay that were promoting Fairtrade.

In answer to a question Mrs. Gibson said the Chamber of Commerce had not been approached yet as the Committee were awaiting the views of the Town Council. It was very much hoped that the Town Council would support the bid and use Fairtrade products such as tea and coffee.

Councillor Guest referred to minute 1000 of the Town Council meeting held on 2^nd March, 2006 and said that the matter had been debated in March when it was felt that this was a political issue and the Town Council had resolved not to support the campaign. He was of the opinion that the situation had not changed and he proposed that no further action be taken. This proposal was seconded but lost when put to the vote.

Mr. Wallace and Mrs. Gibson answered members’ questions and the Chairman closed the meeting at 7.20 p.m. to enable members of the public to speak. Cllr. Hedley was also invited to comment on the situation that exists with regard to the District Council and Essex County Council in respect of Fairtrade. Cllr. Hedley said the ECC unanimously passed a resolution to support Fairtrade and Basildon District Council also support Fairtrade. However, he said that both Councils do not exclusively use Fairtrade products and they provide an alternative.

Meeting reconvened at 7.30 p.m.

Further discussion ensued and members:

RESOLVED: that (a) the Town Council supports Fairtrade and has an option to serve Fairtrade coffee and tea at its meetings and in the offices;

(b) Councillor M. Wilson represents the Town Council at meetings of the Fairtrade Town Committee meetings.

The Chairman thanked Mr. M. Wallace and Mrs. C. Gibson for attending the meeting.

The Chairman reported that he had attended Billericay Schools prize giving evening; he said there were a large number of pupils working very hard and the town should be proud of these young people.

The Chairman also reported on his attendance at the EALC Chairman’s Day held on Tuesday 26^th September, 2006 which he and Cllr. Gandy had attended at which training modules 3 and 4 - public and media and challenging issues - had been discussed. He said Cllr. Buchanan had also attended the first Chairman’s Day.

The Chairman then referred to an Essex County Council Traffic Management meeting he had attended on 9^th October, 2006 and he reported on the five options available with regard to Laindon Road and Sun Corner. He urged members to attend the public exhibition which would be staged within the Library on 16^th, 17^th and 18^th November, 2006.

Cllr. Gandy also reported on his attendance at the Induction of the Reverend T. Jamison, Billericay United Reformed Church on 30^th September at which he represented the Chairman who had been unable to attend.

RESOLVED: that the reports of the Chairman and Cllr. Gandy be noted.

Cllr. J. Devlin, Chairman of the Committee presented the minutes of the Planning Committee meetings.

Reference was made to the recommendation contained within minute 48 of the meeting held on 12^th September, 2006 that "the Town Council should respond to Basildon District Council’s Draft Gambling Licensing Policy consultation, recommending they adopt a ‘no casino’ policy." It was noted that a response regarding this was to be forwarded to the District Council the following day.

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 3^rd October, 2006.

Resolved: that the minutes of the meeting held on 3^rd October, 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 12^th October.

Cllr. Wilson said that she felt there were possibly areas of Billericay town that were still not receiving copies of the Town Crier. She referred to the distribution network that had been set up and, if not already doing so, she urged Councillors to help to extend the network by notifying the office when they receive the Town Crier and also contact people in other roads who might also be prepared to notify the office.

RESOLVED: that the minutes of the meeting held on 12^th October, 2006 be approved and adopted.

Members received and considered the report of the Town Clerk on the casual vacancy that had arisen as a result of the resignation of Cllr. Kim Gandy; the report referred to the procedure for election and co-option if an election was not requested.

Members considered whether poll cards should be issued if an election was held. Some members expressed the view that the issuing of poll cards previously had not substantially increased the numbers of people voting and it was not an effective use of taxpayers’ money. This view was not endorsed by all members who felt the issuing of poll cards formed part of the democratic process; and a number of members of the public do not know which ward they live in and the issuing of poll cards clarifies the situation.

The view was expressed that if the Vacancy were to be filled by co-option an advertisement should also be placed in the Billericay Weekly News.

The Chairman put the matter of the issue of poll cards to the vote and it was:

RESOLVED: that (a) poll cards should not be issued if an election is held;

(b) if the vacancy is filled by co-option an advertisement should also be

placed in the Billericay Weekly News as well as the Brentwood Gazette and the Evening Echo;

in all other respects the report of the Town Clerk be noted and the co-

option procedure as detailed be accepted.

RESOLVED: that the notes of the meeting held with John Baron M.P. on 29^th September, 2006 be noted.

Further to minute 22(c) of the Finance & General Purposes Committee meeting held on 12^th October, 2006, members were requested to indicate whether they wished to attend any of the following:

Roles & Responsibilities Course

This half-day Course was to be held on Thursday 2^nd November, 2006 at Foakes Hall, Gt. Dunmow at a cost of £30 per delegate; topics to be discussed include Roles, Duties and Responsibilities of Chair, Councillors, Clerk and Council. It was agreed at the Finance & General Purposes Committee that Cllr. M. Dunn should attend this course and all expenses be paid by the Town Council. (Local Gov. Act 1972 s.111)

Law and Procedures Course

This Course was to be held on Wednesday 22^nd November, 2006 at Foakes Hall, Gt. Dunmow at a cost of £50 per delegate; topics to be discussed include Powers & Functions of Local Councils, New Legislation, Sources of Advice, Agenda Setting and Meeting Procedures. It was agreed at the Finance & General Purposes Committee that Cllr. T. Gandy should attend this course and all expenses be paid by the Council. (Local Gov. Act 1972 s.111)

Conference Day

This event was to be held on Tuesday 28^th November, 2006 at Foakes Hall, Gt. Dunmow at a cost of £35.00 per delegate. The Conference would be held to discuss the Local Government White Paper which which had been published today. It was agreed at the Finance & General Purposes Committee that Cllrs. Buchanan and Wilson and the Town Clerk would be attending this Conference and all expenses would be paid by the Town Council. (Local Gov. Act 1972 s.111)

No other members indicated an interest in attending any of the above courses.

Resolved: that the information be noted.

Members were informed that notification had been received from Sir Michael Lyons, Conference Chair, of a "Future of Local Government" Conference to be held on Thursday 23^rd November, 2006 at QE11 Conference Centre, London. The conference aims to provide delegates with the ideal forum to debate the pressing issues currently facing local government in terms of the Prime Minister’s four principles that must govern public service reform which are:

The cost of the Conference was £175 first delegate, £149 second delegate and £99 third delegate.

Resolved: that no members attend this Conference.

Members were informed that Sunnymede Junior School wished to recommend to the Local Education Authority (LEA) that a Town Councillor be appointed as the LEA Governor for a four year period and members were asked to consider nominating a Town Councillor for this position.

Members expressed the view that they did not know what this involved and it was felt that further information was required.

County Councillor Hedley said that he would make the necessary arrangements for a Governor’s Introduction pack to be forwarded to the office.

RESOLVED: that Sunnymede Junior School be informed that additional information was being obtained regarding the functions of a Governor and the matter would be considered at the next Town Council meeting.

Members received and considered the report of Cllr. M. Wilson on her attendance at the NALC Annual Conference held at Liverpool in September.

Councillor Wilson referred to various items of literature that she had acquired from the exhibition stands at the Conference.

RESOLVED: that the information be noted.

Cllr. Buchanan reported on the meeting held on 18^th September, 2006 making reference to a presentation by senior Police Officers. Representatives of the Primary Care Trust had also reported on the new arrangements whereby thirteen Primary Care Trusts had been reduced to five. There had also been a presentation by the Essex County Council Olympics and Sports Development Officer who had spoken on the effects the Olympic Games would have on Essex.

Cllr. Buchanan reported that the next Forum meeting would be held on 30^th November, 2006 at the Holiday Inn, Basildon.

RESOLVED: that the information be noted.

Cllr. Buchanan reported on the EALC Annual General Meeting held on 20^th September, 2006 at which he and Cllr. Wilson had attended.

Cllr. Buchanan informed members that there had been an afternoon session with exhibitions and various presentations followed by the A.G.M. in the evening. He made reference to the Essex County Council "Making the Links" publication and presentation and also referred to a presentation by Essex County Councillor John Jowers, Cabinet Member for Localism who discussed the Community Initiatives Fund. John Findley, Chief Executive, NALC was also in attendance at the meeting and Cllr. Cleary, Chairman of NALC.

With regard to the NALC/EALC affiliation fee the meeting accepted a 2.5% increase for the 2007/08 financial year. Presentations were also made to those passing the CiLCA qualification and awards for best Annual Reports and Parish Newsletters.

RESOLVED: that the information be noted.

Members received the report on the course attended by Cllr. Beale and the Town Clerk.

RESOLVED: that the information be noted.

Cllr. Stansfield was unable to report on the Seminar held on 20^th October, 2006 as he was not in attendance.

RESOLVED: that this item be deferred until the next Town Council meeting.

Cllr. Gandy reported on his attendance at the October meeting of the Neighbourhood Watch and made reference to the fact that Billericay has a CID Officer and the police have produced stickers for people to place in their windows requesting "No Trick or Treat" visits.

RESOLVED: that the report be noted.

Members were informed that the Remembrance Day Parade would take place on Sunday 12^th November, 2006 at 11.00 a.m. at the War Memorial at which Cllr. Beale would be laying a wreath on behalf of the Town Council. As many members as possible were encouraged to attend the ceremony.

Cllr. M. Dunn referred to the fact that Mrs. K. Dennis, who had produced the Memorial Book, (minute 3 of the War Memorial meeting held on 27^th September, 2006 refers) had produced a flyer which they would circulate at the Parade seeking information from the public with regard to those listed on the Second World War memorial.

RESOLVED: that the information be noted.

Members received the minutes from Basildon District Council of the following meetings held on 21^st September, 2006:

With regard to the Liaison meeting with Billericay Town Council reference was made to item 4(a) – Winifred Emery Trust, which at present had no trustees to manage a two bedroom property within Billericay. At the invitation of the Chairman, the Town Clerk informed members where the property was located and the Chairman reported that the Town Council was being requested to appoint three trustees to enable a Trust to be formed again and the future of the accommodation to be moved forward. It was pointed out that the Trustees did not have to be Town Councillors.

Members felt that further details were required as to what being a trustee entails and it was also felt it would be beneficial to see a copy of the Trust Deed. Cllr. Devlin said that the future of the property would be the responsibility of the appointed trustees and the Trust Deed was not really relevant to the Town Council. It was noted that Cllr. Devlin, the Town Clerk and an acquaintance of Cllr. Bowditch had indicated that they would be prepared to stand as Trustees.

Cllr. Gandy also referred to the installation of a Public Convenience within Billericay and it was pointed out that he should submit his comments to the Public Convenience Working Party.

RESOLVED: that (a) the District Council be requested to forward further details regarding the appointment of Trustees and a copy of the Trust Deed in respect of the Winifred Emery Trust;

(b) it be noted that Cllr. Devlin, the Town Clerk and an acquaintance of Cllr. Bowditch are prepared to be Trustees and this information be forwarded to the District Council;

(c) in all other respects the notes of the meetings held on 21^st September, 2006 be noted.

Members received and considered a letter from Rotary Club of Billericay Mayflower which stated that this year’s event would be a "Christmas Family Fayre" and there would be no fun-fair this year. The event would take place on Wednesday 6^th December.

RESOLVED: that the information be noted.

The Chairman closed the meeting for questions from the press and public. Cllr. Hedley reminded members that the Towngate Theatre was now open again.

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.

Cllr. Wilson reported on the up-to-date situation with regard to the Town Guide and lengthy discussion ensued.

RESOLVED: that (a) the Town Council severs its connection with Kenrich Publications and an appropriate letter be sent to that organisation; the content of which will be discussed at the Working Party meeting to be held on 27^th October, 2006;

(b) the Working Party look into the production of a 2007 Town Guide within the estimate provision which would have been included if the contract with Kenrich Publications was to proceed.

(c) in all other respects the report of Cllr. Wilson be noted.

The Chairman closed the meeting at 9.07 p.m.

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