Agenda and draft minutes

Council
Thursday 28th March 2019 7.30 pm

Venue: Council Chamber. Maldon District Council Offices, Princes Road, Maldon

Contact: Committee Services 

Items
No. Item

1981.

Chairman's notices

Minutes:

The Chairman referred to the notices printed on the agenda.

1982.

Apologies for Absence

Minutes:

Apologies for absence were received from Councillors J P F Archer, A T Cain, I E Dobson, M F L Durham CC, Miss M R Lewis, M R Pearlman, N R Pudney and Rev. A E J Shrimpton.

1983.

Declaration of Interest

To disclose the existence and nature of any Disclosable Pecuniary Interests, other Pecuniary Interests or Non-Pecuniary Interests relating to items of business on the agenda having regard to paragraphs 6 - 8 inclusive of the Code of Conduct for Members.

 

(Members are reminded that they are also required to disclose any such interests as soon as they become aware should the need arise throughout the meeting).

Minutes:

Councillor Mrs P A Channer declared a non-pecuniary interest as a Member of Essex County Council, particularly in relation to Agenda Item 11 - Discretionary Fees and Charges 2019 / 20.

 

Councillor R Pratt declared a non-pecuniary interest as a Member of Essex County Council.

1984.

Minutes - 14 February 2019 pdf icon PDF 257 KB

To confirm the Minutes of the Council meeting held on 14 February 2019 (copy enclosed).

Minutes:

RESOLVED

 

(i)              That the Minutes of the Council meeting held on 14 February 2019 be received

 

Minute 854 – Apologies for Absence

 

Councillor Mrs B F Acevedo advised that she had tendered her apologies for this meeting but they had not been recorded.

 

RESOLVED

 

(ii)            That subject to the above amendment, the Minutes of the Council meeting held on 14 February 2019 be adopted.

1985.

Minutes - 28 February 2019 (Extraordinary - Planning) pdf icon PDF 104 KB

To confirm the Minutes of the extraordinary Council (Planning) meeting held on 28 February 2019, (copy enclosed).

Minutes:

RESOLVED that the Minutes of the extraordinary Council meeting held on 31 January 2019 be received and adopted.

1986.

Public Questions

To receive questions from members of the public, of which prior notification in writing has been received (no later than noon on the Tuesday prior to the day of the meeting).

Minutes:

There were none.

1987.

Chairman's Announcements

Minutes:

The Chairman advised that the Council was proud to have supported more than 20 apprentices since 2011 with the majority successfully securing permanent employment.  As part of the National Apprenticeship Week celebrations four of the Council’s apprentices had been awarded ‘Blazing a Trail’ Award, in recognition of the work they were doing and progress in their own career development.  On behalf of the Council, the Chairman then presented these awards to Nicholas Whiteley, Mollie Johns, Rhian McLeod and James Coverdale.

 

The Chairman advised that he had attended a number of events (detailed below) and thanked the Vice-Chairman for attending some events on his behalf.

 

22/02/2019

Chairman's Awards Ceremony

23/02/2019

Scout and Guide Gang Show 2019 - Southminster Memorial Hall (Vice-Chairman)

24/02/2019

Royal National Lifeboat Institution Sherry Morning

03/03/2019

Essex County Council Chairman Civic Service

08/03/2019

Rochford Civic Dinner (Vice-Chairman)

15/03/2019

Burnham-on-Crouch Town's Annual Civic Reception

20/03/2019

High Sheriff Photo with Jacob (Back Pack Campaign)

 

1988.

Audit Committee - 7 February 2019 pdf icon PDF 100 KB

Minutes:

RESOLVED that the Minutes of the Audit Committee held on 7 February 2019 be adopted.

1989.

Planning and Licensing Committee - 7 March 2019 pdf icon PDF 1 MB

·                 Minute 930 - Local Development Scheme 2019 – 2021

 

·                 Minute 932 – Maldon District Skills Strategy

Minutes:

RESOLVED

 

(i)              That the Minutes of the meeting of the Planning and Licensing Committee held on 7 March 2019 be received.

 

Minute 930 – Local Development Scheme 2019 – 2011

 

RESOLVED

 

(ii)            That the Local Development Scheme (attached as Appendix 1 to the Minutes of the Planning and Licensing Committee) be approved as the project plan for key planning policy documents until February 2021.

 

Minute 932 – Maldon District Skills Strategy

 

RESOLVED

 

(iii)          That the Maldon District Skills Strategy 2018 – 2023 (attached as Appendix 2 to the Minutes of the Planning and Licensing Committee) be adopted.

 

RESOLVED

 

(iv)           That subject to the above decisions, the Minutes of the meeting of the Planning and Licensing Committee held on 7 March 2019 be adopted.

1990.

Finance and Corporate Services Committee - 12 March 2019 pdf icon PDF 8 MB

·                 Minute 950 – Updated Rate Relief Policy

 

·                 Minute 953 – Annual Review of Financial Regulations

 

·                 Minute 954 – Pay Policy Statement

 

·                 Minute 956 – Disposal of Land at Springfield Road, Burnham-on-Crouch

Minutes:

RESOLVED

 

(i)              That the Minutes of the meeting of the Finance and Corporate Services Committee held on 12 March 2019 be received.

 

Minute 950 – Updated Rate Relief Policy

 

RESOLVED

 

(ii)            That the proposed Discretionary Non-Domestic Rate Relief Scheme attached as Appendix 1 to the Minutes of the Finance and Corporate Services Committee be approved.

 

Minute 953 – Annual Review of Financial Regulations

 

RESOLVED

 

(iii)          That the Financial Regulations as set out in Appendix 2 to the Minutes of the Finance and Corporate Services Committee be approved.

 

Minute 954 – Pay Policy Statement

 

RESOLVED

 

(iv)           That the Pay Policy Statement attached as Appendix 3 to the Minutes of the Finance and Corporate Services Committee be adopted for the financial year 2019 / 20.

 

Minute 953 – Disposal of Land at Springfield Road, Burnham-on-Crouch

 

RESOLVED

 

(v)             that the piece of land identified in the report at Springfield Road, Burnham-on-Crouch be sold for a value of £250,000 with a further option at a minimum price of £250,000 and uplift determined by the external valuer should any further residential development take place on the site

 

RESOLVED

 

(vi)           That subject to the above decisions, the Minutes of the meeting of the Finance and Corporate Services Committee held on 12 March 2019 be adopted.

1991.

Minutes of Meetings of the Council

To note that since the last Council, up until Wednesday 20 March 2019 (Council agenda dispatch) the following Committees have met, and to receive any questions in accordance with Council and Committee Procedure Rule 6 (2).

 

Minutes published:

 

South Eastern Area Planning Committee

11 February

Central Area Planning Committee

20 February

 

Minutes NOT finalised for publication:

 

Appointments Committee

11 and 14 February

Appointments Committee

14 February

Joint Standards Committee

21 February

Overview and Scrutiny Committee

27 February

North Western Area Planning Committee

4 March

South Eastern Area Planning Committee

11 March

Overview and Scrutiny Committee (meeting as the Crime and Disorder Committee)

13 March

 

Minutes:

The Council noted the list of Committees that had met before and since the last meeting of the Council, up until Wednesday 20 March 2019 for which Minutes had been published.

1992.

Questions in accordance with Procedure Rule 6(3) of which notice has been given

Minutes:

There were none.

1993.

Adoption of Maldon District Council Homelessness and Housing Strategy pdf icon PDF 108 KB

To consider the report of the Director of Strategy, Performance and Governance, (copy enclosed).

Additional documents:

Minutes:

The Council considered the report of the Director of Strategy, Performance and Governance seeking Members’ agreement of the adoption of the Homelessness and Housing Strategy (attached as Appendix 1 to the report).

 

Members were reminded that the draft Strategy had been approved for consultation by the Council in September 2018.  During the six week period of consultation two responses were received and the detail of these was set out in the report.  It was noted that the consultation process raised no real issues with the content of the Strategy and therefore it was recommended for adopted without the need for any amendments.  However, Members were informed that since the drafting of the Strategy the Council had adopted a new Corporate Plan and therefore if Members were minded to adopt the Strategy further amendment would be required to reflect the newly adopted Corporate Plan.

 

In response to questions raised, the following information was provided by the Housing Options Team Leader:

 

·                 Under the Homelessness Reduction Act if a person is eligible for assistance and homeless within the legal definitions the Council must try and prevent their homelessness whether they have a local connection to the Maldon District Council are or not.  People with have a local connection to Maldon if they have lived or worked in the area for a set period of time or have had relatives who have lived in the area for some time.

 

·                 If someone becomes homeless and does not have a local connection to Maldon District Council, then that person can be referred back to another Council where they have a local connection.

 

·                 The Council does not have an issue with London Councils placing people in the Maldon District Council area, unlike Harlow and Epping Forest Councils.

 

·                 Prior to the Homelessness Reduction Act if someone approached the Council for assistance due to homelessness their case would be looked at 28 days before they became homeless.  Under the Homelessness Reduction Act the Council has to see what it can do to prevent homelessness 56 days before an applicant become homeless.

 

It was commented that the Strategy referred to the Strategic Housing Board which involved Members and the need for regular meetings of this Board.

 

RESOLVED that subject to the amendment (as detailed in Section 3.4 of the report) to update the Strategy to reflect the newly adopted Corporate Plan, the Maldon District Council Homelessness and Housing Strategy be adopted.

1994.

Questions to the Leader of the Council in accordance with Procedure Rule 1 (3)(m)

Minutes:

Councillor S J Savage asked the Leader of the Council if he would agree that the current administration should be congratulated for having the lowest Council Tax rise in Essex.  In response, the Leader of the Council agreed with Councillor Savage and advised that this demonstrated the hard work that the administration had put in to keep taxes low.

 

Councillor Mrs B D Harker asked the Leader of the Council if he was aware of any changes to the services delivered by the Citizens Advice Bureau (CAB).  In response the Leader of the Council advised that he was aware that the CAB were making efficiency savings and they would be continuing to deliver outreach in Maldon and Burnham-on-Crouch.  He thanked Lucy Bettley and all the CAB staff (including volunteers) for their hard work.

 

Councillor R Pratt asked the Leader of the Council further to the announcement in the press regarding the closure of the Burnham-on-Crouch Tourist Information Centre what steps were being taken to provide a service in Burnham-on-Crouch for the future.  In response the Leader advised that the Council had agreed to fund the service for 12 months and were hoping to enter into a community led partnership with Burnham Town Council but was awaiting their approach.  He reported that in respect of Maldon the Council was working with a number of partners who were looking to bring forward a community led provision for the Maldon Town.

 

Councillor R P F Dewick asked the Leader of the Council if he could confirm that transformation would be completed by October.  In response the Leader confirmed that Full Council Transformation project was on track and would be delivered on time.  He advised that by this time next year the Council would be en-route to delivering £1.5 million savings per annum.

1995.

Chairman of the Council to make a statement

Minutes:

The Chairman read a statement thanking Members for electing him and their support during his term of office.  He commented on the inspirational people he had met throughout the District, in the business sector as well as charities and other organisations including schools and some of the work he had done to promote and develop relationships.  The Chairman thanked staff, including Directors for their support and made specific reference to Ms Hamdan, his personal assistant and Mr Dawes, Public Relations Manager.  A copy of the Chairman’s statement is attached at APPENDIX 1 to these Minutes.

 

In response the Leader of the Council referred to the service that Councillor Bass and his family had given to the Council.  On behalf of the Council he wished Councillor Bass a long and happy retirement.  Following this a number of Members offered their individual thanks and congratulations to Councillor Bass.

1996.

Business by reason of special circumstances considered by the Chairman to be urgent

Minutes:

There was none.

1997.

Exclusion of the Public and Press

To resolve that under Section 100A (4) of the Local Government Act 1972 the public be excluded from the meeting for the following items of business on the grounds that they involve the likely disclosure of exempt information as defined in Paragraph 3 of Part 1 of Schedule 12A to the Act, and that this satisfies the public interest test.

Minutes:

RESOLVED that under Section 100A (4) of the Local Government Act 1972 the public be excluded from the meeting for the following items of business on the grounds that they involve the likely disclosure of exempt information as defined in Paragraph 3 of Part 1 of Schedule 12A to the Act, and that this satisfies the public interest test.

1998.

Maldon Health Hub Project

To consider the report of the Director of Service Delivery, (copy enclosed).

Minutes:

The Council considered the report of the Director of Service Delivery seeking Members’ consideration to invest further Officer time to reconsider the decision to develop the Maldon Health Hub, overseen by the Corporate Leadership Team (CLT). 

 

The report provided background information regarding the Maldon Health Hub project which the Council, in February 2018, had withdrawn from due to a lack overall progress despite significant investment of senior officer time.  At a recent meeting with the Clinical Commissioning Group and local patient user groups an update on the progress of the project was provided.  At this time the Council was informed that should it wish to be involved in the delivery of the Maldon Health Hub its input was required and this report therefore sought reconsideration of the decision to withdraw.

 

Councillor A S Fluker declared an interest in this item of business due to a family member being treated at St. Peters Hospital.

 

Following a debate, Councillor Fluker, Leader of the Council, proposed that the recommendation as set out in the report be agreed.  This was duly seconded and agreed.

 

RESOLVED that Officer time is invested to further consider future Maldon District Council involvement in the Maldon Health Hub project as determined by the Corporate Leadership Team with quarterly reports provided to the Council specifically on progress of the Maldon Health Hub Project, proposed service model and the Council’s role in the future delivery of the project.

1999.

Promenade Park Kiosk Leases Update

To consider the report of the Director of Service Delivery, (copy enclosed).

Minutes:

The Council considered the report of the Director of Service Delivery informing Members of leases due to expire for kiosks in the Promenade Park and seeking their renewal.  Appendix 1 to the report highlighted the location of the kiosks within the Promenade Park.

 

It was noted that the leases for the kiosks fell under the 1954 Landlord and Tenant Act and therefore they had the right to renew on the same terms and conditions of previous agreements.

 

RESOLVED that the leases for Kiosks 3 and 7 as shown on the map at Appendix 1 to the report be renewed until March 2022 subject to the terms and conditions of the previous agreements.

2000.

Extension of Street Cleansing Services and Garden Waste Processing Contracts

To consider the report of the Director of Service Delivery, (copy enclosed).

Minutes:

The Council considered the report of the Director of Service Delivery seeking Members’ consideration an option to extend the existing contracts for Street Cleansing Services and Garden Waste Processing for four years until 31 March 2024.

 

The report provided background information to the procurement and award of these contracts.  Further details of the current contractor’s performance was also detailed.  It was noted that the Council had not been able to complete soft market testing an in-depth evaluation carried out prior to the award of contract demonstrated value for money at that time.  Members were advised that under the current contract 12 months’ notice of the Council’s intentions was required.

 

RESOLVED that the current contract for Street Cleansing Services with Appleton Contracts Ltd be extended for a further four years, from 1 April 2020 to 31 March 2024, in accordance with the provisions contained within the existing contract.

Appendix 1 pdf icon PDF 101 KB