Agenda and minutes

The Chairman welcomed everyone to the meeting and went through some general housekeeping arrangements for the meeting.

An apology for absence was received from Councillor Miss S White and in accordance with notice duly given it was noted that Councillor A L Hull was attending as a substitute for Councillor Miss White.

To consider the Minutes of the Strategy and Resources Committee held on 11 November 2021 (copy enclosed).

RESOLVED

(i)               That the Minutes of the Strategy and Resources Committee held on 11 November 2021 be received.

Minute 362 Chairman’s Notices

Councillor W Stamp referred to the statement made by the Chairman of the Committee and proposed that the first sentence be amended to read “…he will be resigning…”.  This was duly seconded and agreed.

RESOLVED

(ii)              That subject to the above amendment, the Minutes of the Strategy and Resources Committee held on 11 November 2021 be approved.

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

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

Councillor M F L Durham disclosed a non-pecuniary interest as a Member of Essex County Council.  He also declared that in respect of Agenda item 7 – Financial Pressures and Growths and in relation to Maldon Cemetery he owned a plot and his father-in-law had recently been interned there.

Councillor Mrs P A Channer declared a non-pecuniary interest specifically related to the proposed changes places funding for public conveniences, advising that this also related to severely disabled people and that she was a member of a charity who represented people suffering from specific conditions which could be related to that form of convenience.

Councillor W Stamp disclosed a non-pecuniary interest as a Member of Essex County Council and commented that there was nothing on the agenda she felt she could not vote or participate in.

To receive the views of 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).

Should you wish to submit a question please complete the online form at:

www.maldon.gov.uk/publicparticipation.

In accordance with the Council’s Public Participation Scheme, Mr Rayment from the Thames Sailing Barge Trust addressed the Committee in relation to Agenda Item 8 – Discretionary Fees and Charges 2022 / 23, specifically the proposed introduction of car parking charges on Hythe Quay.

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

The Committee considered the report of the Director of Resources, seeking the Council’s approval of a Pay Policy Statement for 2022 (attached as Appendix 1 to the report).

It was noted to meet the requirements of the Localism Act 2011 the Council was required to publish a Pay Policy Statement which had been annually approved by the elected Members of the Council.  The Pay Policy Statement had been reviewed and reflected the current arrangements for pay at Maldon District Council.

The Chairman put the recommendation as set out in the report, this was duly seconded.

In response to questions raised by Members it was agreed that the following information would be provided to Members outside of the meeting:

·                  Details of pay points and salary grades;

·                  The ratio between the top and lowest earners.

In response to questions raised, it was confirmed, the Council did not have a performance related pay policy and this was the case across all Local Authorities.  The Resources Specialist Services Manager advised Members of the appraisal scheme operated by the Council for staff.

RECOMMENDED that the Pay Policy Statement attached at APPENDIX 1 to these Minutes, be adopted for 2022.

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

The Committee considered the report of the Director of Resources providing Members with details of future years financial pressures and growths that would go forward for approval as part of the Medium-Term Financial Strategy (MTFS).

It was noted that financial pressures and growth bids (as set out in Appendices A – C of the report) had been identified as part of the budget setting process and in consultation with the Finance Working Group.  Those items detailed in the final lists presented represented costs believed to be unavoidable, needed to comply with legal obligations, essential to deliver services or a false economy if investment was not made.

Members’ attention was drawn to an Addendum to Appendix A circulated prior to the meeting.  The Director of Resources explained how this related to a change in the funding source for the Climate Action Strategy and although it was hoped that match funding would be achieved this had been built into the budget at this time.

The Chairman moved the recommendation as set out in the report and this was duly seconded.

During the debate that ensued, and in response to questions raised Officers explained:

·                  in respect of Changing Places Toilets the £100k grant from Government would cover installation costs and therefore the Council would be responsible for any ongoing maintenance costs.

·                  how staff training needs were identified, assessed, prioritised and formed into a training plan.  It was explained that in addition to corporate training requirements such as data protection etc. each directorate had a training budget.

·                  although Magnox and the Nuclear Decommissioning Authority had taken a step back in terms of considering a single tranche of funding, the Council was hopeful that alternative funding would be sought and the resource identified would help to identify future funding opportunities.

The Chairman put his earlier proposal to the Committee, and this was duly agreed by assent.

RESOLVED

(i)         That the financial pressures and growth bids identified as part of the 2022 / 23 budget setting process be noted;

(ii)        That the pressures and growths set out in Appendices A – C of the report are bought forward to the next meeting of the Strategy and Resources Committee for recommendation to the Council as part of the Medium-Term Financial Strategy and 2022 / 23 Budget.

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

The Committee considered the report of the Director of Resources seeking Members’ consideration of the fees and charges for 2022 / 23 which generated greater than £2,000.  For those fees and charges that generated less than £2,000 delegation to the Director of Resources for their review and setting was sought.

The report advised that the proposed fees and charges for 2022 / 23 (set out in Appendix A to the report) had been based on policy decisions recently updated and agreed by this Committee at its last meeting.  Appendix B to the report provided a summary of the proposed changes.

The Director of Service Delivery, during his presentation of the report, in response to the comments raised by the Member of the Public earlier in the meeting suggested that the fees and charges could be approved subject to Officers bringing forward more details in respect of parking at the Hythe Quay.  In response, the Chairman suggested that the matter of parking at the Hythe Quay be deferred to the next meeting of the Committee.

The Chairman moved the recommendation as set out in the report.  At this point Councillor C Swain advised that he wished to propose an amendment in relation to the charges at the Hythe Quay.  Councillor Swain provided the Committee with further details advising that further examination of the use of the Hythe Quay area, particularly whether there should be any public parking there, was required.  The Chairman clarified the Councillor Swain was proposing that all fees and charges are agreed with the exception of parking at the hythe.

In response to questions the Chairman advised that if Members were minded to agree the Committee would recommend to the Council that with fees and charges for 2022 / 23 apart from Hythe Quay parking be agreed and Hythe Quay parking would be brought back to the next meeting of the Committee once Officers had spoken to barge owners to identify if there was an option to move this forward.

Some questions were raised about car parking charges and in response, the Customers, Community and Casework Manager advised Members that changes proposed to Promenade Park permit charges were to bring them in line with other car parking charges in Maldon town centre.

It was noted that within Appendix A the 2022 / 23 Coach fees detailed was incorrect and this should have shown an inflation increase.  The Chairman advised that this would be corrected.

The Chairman moved that subject to amendment of the coach charges and with the exception of Hythe Quay parking, which would come back to the next meeting, the 2022 / 23 detailed Fees and Charges be recommended to the Council for approval.  This was duly agreed.

RESOLVED

(i)               That Officers undertake discussions with barge owners at the Hythe Quay, Maldon regarding proposed Hythe Quay parking and report back to the next meeting of the Strategy and Resources Committee;

RECOMMENDED

(ii)              that subject to amendment of the coach charges and with the exception  ...  view the full minutes text for item 428.

To consider the report of the Directors of Resources, (copy enclosed).

The Committee considered the report of the Director of Resources reporting Virements and Supplementary Estimates agreed under delegated powers.  The report also informed on procurement exemptions granted and the use of reserves.

It was noted that there was one virement, one supplementary estimate and three procurement requests agreed.  In addition, one drawdown from Reserves was also set out in the report and duly noted.  The Director of Resources highlighted that the paragraph numbers referred to in the recommendations were incorrect and provided the correct paragraph references which were noted.

The Chairman moved the recommendations as set out in the report.  This was duly seconded and agreed.

RESOLVED

(i)         That the Virement as detailed in paragraph 3.3.1 of the report, be noted;

(ii)        That the Supplementary estimate as detailed in paragraph 3.4.1 of the report be noted;

(iii)       That the three Procurement exemptions as detailed in paragraph 3.5.1 of the report be noted;

(iv)       That the Drawdown from reserves as detailed in paragraph 3.6.1 of the report be noted.

To consider the report of the Director of Resources (copy enclosed).

The Committee considered the report of the Director of Resources seeking approval of a supplementary estimate for the cost of essential work to replace the surface of the Splash Park at Promenade Park and essential electrical work within the associated pump room.

The report provided background history regarding the installation of the Splash Park, its ongoing maintenance, income and expenditure.  Members were advised that the surface of the Splash Park now required replacement and details of quotations received were set out in the report.  It was noted that the poor condition of the surface along with health and safety risks had been highlighted following a recent inspection carried out by a consultant appointed by the Council. 

Appendix 1 to the report detailed the estimated income and expenditure for 2022 / 23 (excluding any changes to the Council’s charging and admissions policy).  A supplementary estimate was required in this financial year to enable the work to be commenced in the spring to reduce risks of a significantly delayed opening of the facility.

The Chairman moved the recommendations set out the report.  This was duly seconded.

In response to questions raised Officers provided some further clarification in relation to the cost of repairs, future budgets, proposed changes to the pricing policy and the Promenade Park Management Plan.

The Chairman put his earlier proposal to the Committee, and this was duly agreed.

RESOLVED

(i)               That a Supplementary Revenue Estimate of £10,000 for the cost of the electrical work to the Splash Park is approved;

(ii)              That a Supplementary Capital Estimate of £140,000 for the cost of the resurfacing work to the Splash Park is approved.

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

The Committee considered the report of the Director of Service Delivery seeking Member’s consideration of matters as part of the annual review of the Memorials in Cemeteries, Parks and Open Spaces Policy.  An updated Policy was attached at Appendix C to the report.

The report highlighted some areas of the current policy where it was felt amendment / clarification was required.

The Chairman moved the recommendations set out in the report, noting that this was a recommendation to the Council.  This was duly seconded.

Councillor R G Boyce proposed that this item of business be deferred to the next meeting of this Committee to allow consultation with the local Friends’ groups (linked with the cemeteries).  He also asked for an update on the status of the Council’s Friends’ groups in the District, whether they still existed, which were operating and how effective they were.  This proposal was duly seconded.

In response to the proposal, the Director of Service Delivery advised that Officers could provide an update on Friends’ groups and other core groups and how these groups were an important part of the Council’s management plans.  He confirmed that Officers would be happy to carry out the consultation proposed.  The Cemeteries Officer explained how involvement with groups had been difficult during the pandemic and highlighted that the review was not proposing to take anything that anyone had away but to provide consistency and make it available to more people.

Members discussed the proposal and commented on the report.  In response to comments made the following information was provided:

·                  The demand for benches in currently burial areas was high (the Council had a waiting list) and a part of this review Officers had considered options available for increasing the service provided without having the space for additional benches.  The proposed changes to the scheme and suggested leasing of a plaque on a bench would make it available to more people.

·                  It was confirmed that the Council did plant trees in memorial and in response to a question regarding expanding this scheme Members were advised this could be looked into.

·                  Alternative options for memorials were raised and in response the Director of Service Delivery advised that Officers had been looking into alternatives and if Members agreed to defer this item of business a summary could be provided when Officers reported back.

The Chairman advised Members that they had to vote on the recommendations set out in the report as this was the first motion proposed and seconded.  Councillor Boyce proposed an amendment to the recommendations that it be deferred for consultation.  It was agreed that an additional recommendation be added to specify that a discussion with the Friends’ Groups of the cemeteries take place and the result of which be brought back to the next meeting of this Committee (3 February 2022).

RESOLVED that a discussion with the Friends’ Groups of the cemeteries take place and the result of which be brought back to the next meeting of this Committee (3  ...  view the full minutes text for item 431.

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

The Committee considered the report of the Director of Strategy, Performance and Governance seeking approval to designate the Woodfield Cottages Conservation Area and adopt the Woodfield Cottages Local Listed Building Consent Order.

The report provided detailed background information regarding numbers 116 – 156 Woodfield Cottages, their conservation and the initiatives for a Local Listed Building Consent Order and designating the area as a Conservation Area.  Appendix 1 detailed the Woodfield Cottages Conservation Area Character Statement and Appendix 2 the Listed Building Consent Order.

During the presentation of his report the Conservation and Heritage Specialist advised that following publication of the report the Victorian Society who had previously not supported the proposal had clarified that they wouldn’t have concerns about the Listed Building Consent Order being implemented. 

The Chairman moved the recommendations as set out in the report. This was duly seconded.

The Committee thanked the Conservation and Heritage Specialist for his excellent report and related work.

In response to a question regarding general improvements detailed such as streetlights, the Officer advised he had a meeting a Historic England later this month and hoped the Council would be able to apply for a Conservation Area partnership scheme and things such as work to individual properties could be part of this.

The Chairman put his earlier proposition to the Committee which was agreed by assent.

RESOLVED

(i)               that the Woodfield Cottages Conservation Area is designated

(ii)              that the Woodfield Cottages Local Listed Building Consent Order is adopted.

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

The Committee considered the report of the Director of Strategy, Performance and Governance seeking approval of the Maldon District Heritage at Risk Register 2022 (Appendix 1 to the report) for publication.

The report highlighted the work undertaken to the Register and it was noted that having an up-to-date Heritage at Risk Register which highlighted and promoted the Districts most vulnerable heritage assets was an essential tool in meeting the Council’s objective of ‘safeguarding, enhancing and promoting the historic environment’.

The Chairman put the recommendation as set out in the report to the Committee.  This was duly seconded.

Councillor M F L Durham declared a non-pecuniary interest regarding this item of business and specifically the trestle bridge at Wickham Bishops as this was owned by Essex County Council of which he was a Member.

Members thanked the Conservation and Heritage Specialist for his detailed report and in response to questions raised, the following additional information was provided:

·                  The Council was in regular contact with Essex County Council regarding the trestle viaduct at Wickham Bishops and Members were advised that the County Council had recently commissioned a condition survey and repair schedule for the structure.  It was noted that this was a scheduled monument and nothing could be done to it without permission from Historic England.

·                  It was noted that the addition of a building onto the Heritage at Risk Register did not add any restrictions to it, it just highlighted it as a building to keep an eye on. 

·                  In response to a specific comment regarding barns within the district and conversion it was noted that there had not been any barns added to the list and sometimes conversion of a barn was the only way for a building to survive for the future. 

·                  Members were advised that the Council’s Heritage Policy D3 of the Local Plan committed the Council to keeping an up-to-date heritage risk register and monitoring historic buildings, as well as encouraging their maintenance and conservation.

·                  The Officer explained that the Local Authority had powers of enforcement o arrest deterioration, although always a last resort and the Council would work to resolve such issues through negotiation and encouragement.

·                  Concern was raised regarding the Burnham-on-Crouch Cemetery Chapel and it was requested if repair of its roof could be made a priority along with the possibility of creating a long term project to bring it back into use.  In response the Director of Service Delivery advised that he was happy to carry out a review of the Cemetery.  He informed Members that Officers would work with the Conservation and Heritage Specialist to look at some options which would be brought back to the Committee.

·                  The bombing range observation tower at Bradwell was in private ownership, but the Bradwell Bay Preservation Group had met with the owner who seemed open to restoration.  The Control Tower had been added to the Risk Register because if the power station at Bradwell went ahead this would face destruction.

The Chairman thanked the Officer for  ...  view the full minutes text for item 433.

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

The Committee considered the report of the Director of Service Delivery seeking Members’ approval of the proposed defrayal for the remaining Additional Restrictions Grant.

Members were reminded that the Additional Restrictions Grant (ARG) was provided to Local Authorities by the Department of Business, Energy and Industrial Strategy to provide direct business grants and wider business support.  The report set out the monies received by the Council in relation to this grant and use of it.  There were a number of business support schemes which were proposed to use the remainder of the fund on to provide sustainable economic return on investment and the report provided detail of these.

The Chairman thanked the Lead Specialist Prosperity for her informative report and moved the recommendations set out within the report.  These were duly seconded.

Councillor M F L Durham declared a non-pecuniary interest in this item of business as he was Chairman of Visit Essex.

The Chairman then put this earlier proposal to the Committee which was agreed by assent.

RESOLVED

(i)               That Members approve the defrayal approach for the remaining Additional Restrictions Grant funding and endorse the business support schemes (set out in section 3.6 of the report);

(ii)             That the Director of Service Delivery be given delegated authority in consultation with the Chairman of the Strategy and Resources Committee, to approve schemes for the remaining Additional Restrictions Grant to ensure defrayal can be targeted to changing business needs and restrictions.