Epping Upland Parish Council

MINUTES

The Annual Meeting of the Members of Epping Upland Parish Council was held in Epping Green Chapel on Monday 13 May 2019 at 8.00pm.

001/19 Members Present: Cllrs Miss P Jones (Vice Chairman), Ms A Pegrum (outgoing Vice Chairman), Mr D Buckle, Ms J Eldridge, Mrs A Jones, Mr J Poole, Mrs S Sharma

Also Present: 1 Member of the Public

In Attendance: Mrs V Evans (Parish Clerk)

002/19 Election of Chairman Cllr Pegrum opened the meeting in the absence of the Chairman and as the outgoing Vice Chairman.

Cllr Mr John Barber DL was elected Chairman of the Council for the ensuing year; proposed by Cllr A Jones, seconded by Cllr P Jones and unanimously AGREED. The Clerk would arrange for Cllr Barber to sign the Declaration of Acceptance of Office as Chairman.

003/19 Election of Vice Chairman Cllr Miss Pat Jones was elected Vice Chairman of the Council for the ensuing year; proposed by Cllr A Jones, seconded by Cllr J Eldridge and unanimously AGREED

Cllr P Jones presented flowers to Ms Pegrum as a thank you from the Council.

Ms Pegrum moved to the public area

Cllr P Jones took the chair

004/19 Apologies and reasons for Absence There were apologies for absence from Cllr Mr J Barber DL due to a long standing personal commitment which was accepted. There were also apologies from County Cllr Mr A Jackson and District Cllr Mr N Avey.

005/19 Declarations of Acceptance of Office It was noted that all councillors had signed their Declarations of Acceptance of Office.

006/19 Members’ Interests 1 Declarations of Interests There were no Declarations of Interests referring to items on this agenda.

2 Register of Interests The Clerk reminded councillors of the requirement to complete a new Register of Interest which should be returned to her for onward transmission to the Monitoring Officer at EFDC, a copy being retained by this council. The Clerk would send an electronic copy to each councillor and provide hard copies if required.

007/19 Minutes of Previous Meeting 1 The Minutes of the Parish Council Meeting held on 18 March having been previously circulated, were confirmed as a true and correct record and signed by the Vice Chairman.

2 The Minutes of the ExtraOrdinary Parish Council Meeting held on 29 April having been previously circulated, were confirmed as a true and correct record and signed by the Vice Chairman.

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008/19 Committees 1 Committees Committees were reviewed and unanimously AGREED as follows - Planning Committee – all councillors. Playground Committee – 4 councillors. It was felt that at the present time there was no requirement for the Neighbourhood Plan Committee but that it could be reconstituted in the future if required.

2 Committee Membership It was unanimously AGREED to appoint Members to Committees as follows – Planning Committee – all councillors Playground Committee – Cllrs D Buckle, J Eldridge, J Poole and S Sharma.

3 Committee Chairmen and Vice Chairmen It was unanimously AGREED to appoint Chairmen and Vice Chairmen to each Committee as follows – Planning Committee – Chairman: Cllr Mrs A Jones; proposed Cllr Sharma, seconded Cllr Eldridge. Vice Chairman: Cllr Mr D Buckle; proposed Cllr Eldridge, seconded Cllr Poole. Playground Committee – Chairman: Cllr Mrs S Sharma; proposed Cllr Eldridge, seconded Cllr A Jones. Vice Chairman: Cllr Ms J Eldridge; proposed Cllr A Jones, seconded Cllr Buckle.

4 Non Members It was unanimously AGREED to canvass residents for the Playground Committee, particularly from the School through Cllr Poole.

Ms Pegrum left the meeting

009/19 Councillors’ Areas of Responsibility Councillors’ Areas of Responsibility were reviewed and unanimously AGREED as follows:

Area of Responsibility Requirement No of Appointed Cllrs Allotments and Generally oversee the facility 2 Cllr A Jones Millennium Garden Ensure maintenance of the water Cllr P Jones troughs particularly over the winter season Encourage an Allotments Association

Burial Ground Generally oversee the facility 2 Cllr A Jones Cllr Eldridge

Community Safety Generally oversee any activity 2 Cllr Poole Liaison Attend related meetings Cllr Sharma

Emergency Planning/ Update the Emergency Plan 1 Cllr Buckle Civil Contingency Attend related meetings

Footpaths, Open Spaces Generally oversee the facilities 2 Cllr Buckle and Village Green Report faults to ECC on Footpaths, Cllr A Jones monitor and report back at meetings Attend related meetings

Highways Report faults to ECC on Highways and 3 Cllr Eldridge monitor and report back at meetings Cllr A Jones Attend related meetings Cllr Poole

Passenger Transport Attend ECC Passenger Transport 2 Cllr Buckle meetings Cllr Sharma

It was considered that Broadband issues had now been resolved and that there was no longer a requirement for separate representation; the Clerk to send any information to all councillors in the future.

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It was noted that councillors should be pro-active in reporting faults for Footpaths and Highways rather than saving issues for the meetings, and report back on activity to the meetings as Cllr A Jones had been doing recently.

010/19 Appointments to Outside Bodies It was unanimously AGREED to appoint Members to Outside Bodies as follows: Local Councils’ Liaison Committee (district wide) and Association of Local Councils’ branch – Cllr Buckle, Cllr Sharma and the Clerk. Standards Committee (joint with EFDC and some Parish and Town Councils) – Cllr Barber. Epping & Joint Charities, Trustee for 4 year term – Cllr Barber.

011/19 Appointment of Internal Auditor It was unanimously AGREED to appoint Mrs Yvonne Morton as the Internal Auditor for the year 2019/2020.

012/19 Dates of meetings for 2019/2020 1 Council and Parish Meeting Dates of Council meetings and the Parish Meeting for the ensuing year were unanimously AGREED as: Monday 15 July 2019 Monday 16 September 2019 Monday 18 November 2019 Monday 20 January 2020 Monday 16 March 2020 Monday 18 May 2020 (Annual Meeting)

Monday 27 April 2020 (Parish Meeting)

The Clerk had checked the dates with the new Clerk (Clerk Designate).

2 Committees Dates of committee meetings for the ensuing year were reviewed and unanimously AGREED as Mondays when there was business starting at 7pm where possible; no change from previously.

There being no further business the Chairman thanked Members for attending and closed the meeting at 8.25pm.

Chairman ……………………….

Date ………………………

NEXT SCHEDULED MEETING: Monday 20 May 2019

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