Full Council 4 March 2019

When: 4th March 2019 19:30 to 21:00

Where: Town Hall, Saffron Walden, CB10 1HR

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To:  The Mayor and Members of Saffron Walden Town Council


Summons & Agenda


You are summoned to attend a MEETING of the TOWN COUNCIL of SAFFRON WALDEN TOWN COUNCIL to be held in the COUNCIL CHAMBER of the TOWN HALL, Market Square, Saffron Walden, CB10 1HR on Monday 4th March 2019 commencing at 7.30pm to transact the business as set out in the agenda below. 




Meetings and the Public


Members of the public and press are welcome to attend any of the Council’s Full Council or Committee meetings and listen to the debate. All agendas, reports and minutes can be viewed on the Council’s website www.saffronwalden.gov.uk.  For background papers in relation to this meeting please contact [email protected] or phone 01799 516501


The agenda may be split into two parts. Most of the business will be dealt with in Part I which is open to the public. Part II (if applicable) includes items which may be discussed in the absence of the press or public, as they deal with information which is personal or sensitive for some other reason. The press and public will be asked to leave the meeting before Part II items are discussed.


Members of the public are permitted to ask questions at any of these meetings, with each meeting including an agenda item for questions from the public.  Members of the public are not required to register in advance of the meeting but it may be useful if you notify your intention to speak either in advance of or at the meeting.  If at the meeting, please approach the Officer present to make yourself known.


Facilities for people with disabilities

The Council Offices has facilities for wheelchair users, including lifts and toilets.


Fire/emergency evacuation procedure

If the fire alarm sounds continuously, or if you are instructed to do so, you must leave

the building by the nearest designated fire exit. You will be directed to the nearest

exit by a designated officer. It is vital you follow their instructions.


For information about this meeting please contact the Town Council: 

Telephone: 01799 516501

Email: [email protected]

General Enquiries – Saffron Walden Town Council Offices, 11 Emson Close, Saffron Walden, CB10 1HL, Website: www.saffronwalden.gov.uk


Recording of meetings

Most Council and Committee meetings are recorded by the Town Council with the recording being uploaded to a publicly accessible website. If you address the Council or Committee and do not wish to be recorded, please make this known to a Council Officer in advance of the meeting.


General Data Protection Regulations (GDPR) 2018:

For details of the Town Council’s Privacy Notice, please visit our website:   http://saffronwalden.gov.uk/policies/



Lisa Courtney, Town Clerk                                                                27th February 2019




Apologies for absence


To receive apologies and consider requests for approved absence



Remembering the Fallen Soldiers from World War 1


The Mayor and fellow Councillor(s) will read from an extract of names from the list of fallen soldiers who either lived in or had a connection with Saffron Walden and who gave their lives during World War 1 – a copy of those names for the March reading are as attached



To receive any Declarations of Interest


Members and officers are invited to make any declarations of interests that they may have in relation to items on the agenda and are reminded to make any declarations at any stage during the meeting if it then becomes apparent that this may be required when a particular item or issue is considered.



Public Speaking Time


For the public or press to ask questions of the Council on matters relating to the agenda.



County Councillor Update


To receive an update (written or oral) from Councillor John Moran, Essex County Council.



Mayor’s Communications


(a)  To receive a written and/or verbal update from the Mayor


(b)  To note the visit of Ralf and Katerina Gutheil between Thursday 21st March and Monday 25th March 2019.  Ralf is Burgermeister of our twin town, Bad Wildungen.  They are primarily visiting to attend the Mayor’s Ball on Saturday 23rd March and we are additionally organising a schedule of activities for them both.  They are undertaking this visit at their own cost.

It is proposed that a formal meet and greet session be held on Friday 22nd March at 10.30am in the Council Chamber with Councillors.  Councillors are requested to confirm attendance. 



To verify the Minutes of the Town Council meeting as follows:


Full Council 11th February 2019



Committee Minutes


To receive the minutes from the following Committee meetings.  To note that these minutes are received for information purposes only as the relevant Committees are those which approve the minutes for accuracy.


  1. Finance and Establishment Committee meeting on 18th February 2019 (draft minutes)


  1.  Assets and Services Committee meeting on 25th February 2019 (draft minutes)


  1. Planning and Road Traffic Committee meeting on 24th January 2019


  1. Planning and Road Traffic Committee meeting on 22nd February 2019 (draft minutes)


Elections 2019


Council is requested to note the following:


(a)   the elections details for 2019, core dates and timetable as per UDC as attached.


(b)  That SWTC has created a number of leaflets and information bulletins which will be available for the public and any parties interested in being a Town Councillor for Saffron Walden Town Council.  Details will be available on line and in printed copy (available from the Town Council and the Tourist Information Centre).


(c)   That election packs as issued by Uttlesford District Council will be available shortly (it is anticipated that they will be made available to the Town Clerk at the Parish Forum meeting to be held on Wednesday 27th February 2019).


Mayoral Procedure and Mayor Making for 2019


Council to note that the Mayor for 2019 will be determined at the Annual Meeting of the new council (following elections) to be held on Monday 13th May 2019,details contained within the Town Council’s Mayor Making policy (item 13, adopted by Full Council October 2017), extract as follows:


“In an election year and in the event of there being no qualifying Councillors (as defined in (7) above), the Council will nominate and elect any Councillor amongst their number at the Annual Meeting.  The Mayor will be elected by a simple majority vote.”



Co-Option Policy


Council to consider the adoption of a co-option policy – details as attached.



Reports from other Meetings


To receive a verbal report from any meetings attended for information purposes



Forthcoming Meetings


Any details to be advised at the meeting



Urgent Information Items


Any items to report for information only



Date and time of Next Meeting(s)


Annual Parish Meeting Monday 11th March at 7pm in the Assembly Hall, Town Hall


Full Council – Monday 8th April 2019 at 7.30pm in the Council Chamber, Town Hall



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