Minutes Town Council - Tuesday 4 May 2010
Members Present:
Councillor D Weekes (Town Mayor)
Councillor Mrs K Bickley
Councillor Dr M Ireland
Councillor A Leech
Councillor C Letchford
Councillor Mrs M McDonald
Councillor Mrs C Marsh
Councillor M Morse
Councillor Mrs D Smith
In Attendance:
D Bent (Town Clerk)
B Birch (Balfour Beatty)
P Chapman (South West Water)
Before proceeding with business, prayers were offered by Revd M Davies.
684. Apologies for Absence - Apologies for absence were presented on behalf of Councillors Ms T Edwards, P Vachon and Dr M Ireland (arriving later).
685. Deferment of Business - (for comment by the public) - There were no members of the public present
686. Okehampton Sewer Renewals 2010 - Mr B Birch of Balfour Beatty and Mr P Chapman of South West Water attended the meeting to explain road closures/diversions to accommodate this work in July and August 2010. Mr Birch explained South West Water had identified a number of sewers in the south west requiring renovation, but specifically in Okehampton the main sewer in Fore Street and George Street. He explained the norm was to insert lining without excavation, but as these were complex works, excavations would be required which would close the streets for one week each respectively. He explained Mill Road would be used as a diversion route, the works would be completed during the school holidays whilst noting peak holiday season, visitors to the town and he confirmed that the works would be controlled to cause minimal disruption. He said traffic lights would be operated in Mill Road to control traffic flow, advance warning signs would be put each end of Okehampton and on the A30 to advise of disruption to the town centre, but Okehampton was open for business.
Members expressed concern over this disruption following closure with the installation of traffic light improvements, the snow during the winter and now the business community was looking to recover during the summer season. It was noted compensation payments were not granted as there was a statutory undertaking to effect these urgent repairs. Members noted the timing had been approved by Devon County Council and questioned this approval without consulting the town or the business community. Mr Chapman explained a similar operation had been carried out in Pinhoe Road and Heavitree Road in Exeter with minimal problems; that model would be applied to Okehampton, further Balfour Beatty had a two year, very tight programme and would reline 2½ km of the sewage system across Okehampton with minimal disruption to the community. He concluded he would consult the police and emergency services on maintaining clear routes and would pursue alternative parking for residents disturbed to accommodate this work. Members noted the position and acknowledged that these representatives would attend a meeting of the Chamber of Trade on 20 May to explain the implications of the works.
Councillor Dr M Ireland joined the meeting at 7.55 pm.
687. West Devon Borough Council - Councillor Mrs Marsh referred to her report submitted to the Planning Committee relating to planning permissions.
688. Devon County Council - Councillor Mrs Marsh offered no report from County Council activities, however Councillor Letchford wished to congratulate Councillor Mrs Marsh on her appointment as Chair of Devon County Council, Members concurred.
689. Adoption of Minutes of Committees and to Receive Questions from Members Thereon -
689.1 Policy and Resources Committee - Councillor Morse invited Members to adopt the minutes of the meetings of the Policy and Resources Committee held on 15 February and 22 March 2010. Councillor Letchford proposed, Councillor Mrs Bickley seconded and there being no questions or amendments the minutes were resolved unanimously.
689.2 Planning Committee - Councillor Mrs McDonald invited Council to adopt the minutes of the Planning Committee meetings held on 1 March, 22 March, 6 April and 19 April 2010. Councillor Ireland proposed, Councillor Leech seconded and there being no questions or amendments, was resolved unanimously.
689.3 Parks Committee - Councillor Mrs Marsh invited Council to adopt the minutes of the Parks Committee meeting held on 22 February 2010. Councillor Mrs Marsh questioned litter and the litter picking operation at Easter and May bank holidays and sought a solution either with the provision of litter bins or approved staff working. It was agreed this be submitted to the next Parks Committee. Councillor Weekes questioned the placement of flags for putting, the operation carried out on an agency basis by Parklands; Councillor Mrs Marsh reported she would pursue this. On the proposition of Councillor Letchford, seconded by Councillor Morse and there being no amendments, was resolved unanimously.
689.4 Property Committee - Councillor Leech invited the Council to adopt the minutes of the Property Committee meeting held on 1 February 2010. Councillor Mrs Marsh questioned the erection or placement of a sign on the awning of access to the Charter Hall identifying that building. Councillor Leech agreed to place this on the Property Committee agenda and to consider relocating the words ‘Charter Hall’ adjacent to the doors. Councillor Mrs Marsh also questioned the programme of repairs and redecoration to the eaves and windows of the Charter Hall, Town Hall and cinema. Councillor Leech responded that this was in hand. Councillor Ireland proposed, Councillor Morse seconded and there being no questions or amendments, was resolved unanimously.
690. Full Council Meeting Minutes - Members received the minutes of the Town Council meeting held on 1 March 2010, the special meeting held on 22 March 2010 and the Annual Town Assembly held on 12 April 2010 which were approved, signed and adopted on the proposition of Councillor Leech, seconded by Councillor Mrs McDonald.
691. Matters Arising -
691.1 Town Council Vacancies - The Clerk reported following the resignation of Councillor P Stunèll he had advertised the post for an election, no election had been requested and he had announced the co-option with a closing date for applications at 14 May and the appointment made at a meeting on 24 May. He further reported following the resignation of Councillor C Hodgson, an advertisement appeared incorrectly in the newspaper and, following advices, he reported the date from 15 May would apply for electors requesting a bye-election.
692. Okehampton Community Morning - An invitation from a Borough outreach worker suggested the Town Council showcase their services in a community event to he held on Saturday 3 July in the Charter Hall. Members recognised an opportunity to promote the facilities offered by the Town Council including Charter Hall, Simmons Park and Destination Marketing and agreed to attend this event; the topic to be placed on a subsequent agenda.
693. Armed Forces’ Day 27 June 2010 - The Mayor presented a request from Okehampton ATC to become involved in marking Armed Forces’ Day on 27 June; Members requested further information.
694. WDBC Schedule of Meetings 2010/11 - Members noted the schedule of meetings as above. Members questioned the position relating to possible web cam broadcasting of Borough meetings. It was agreed a letter be forwarded requesting this facility.
695. ‘Appointment’ of Town Mayor, Mayor’s Role, Mayor’s Allowance and Protocol -
695.1 The Clerk submitted a paper addressing the above points and invited Members to determine procedure or guidance on canvassing for a new Mayor, payment of Mayor’s allowance, procedure or adherence to protocol at the Civic Dinner and adherence to standing orders and membership of Committees. A paper submitted by Councillor Letchford was examined alongside the Clerk’s report.
Members concurred that a system was required for the proposal of a new Mayor, specifically that the person nominated be in agreement. Councillor Letchford suggested that the present system, where the Mayor was elected three times ie Annual Town Assembly, AGM and Mayor Choosing, was farcical and suggested the Council comply with Council Procedure Rules and elect the Mayor at the AGM, further that nominees were properly and openly proposed and seconded at the AGM followed by a ballot. He said if there were two nominees, then the one who received the majority vote is elected, but to continue with the procedure to produce a final ballot to decide the winner. This procedure was questioned, but clarified in the Council’s standing orders. Councillor Letchford concluded if there was only one nominee for election, he opined that a ballot should still be held and, in any such ballot, Councillors should be allowed to vote yes or no on the slips. Members discussed these suggestions, acknowledged transparency and fairness with open proposals and simple courtesies amongst Members to determine willingness. The election system was examined with a wish to operate the same for the Council’s appointment to other bodies ie voting for a candidate based on a majority. On the proposition of Councillor Letchford, seconded by Councillor Mrs Marsh, it was resolved:
1. the Mayor be elected at the Annual General Meeting;
2. nominees be properly and openly proposed and seconded at the AGM followed by a ballot with nomination to assent by Members;
3. if there were two nominees, then the one who achieves the majority of votes is elected (procedure for more than two nominees to be researched, subject to amendment of this resolution);
4. if there was only one nominee for election, Councillors to be allowed to vote yes or no on the ballot slips.
It was noted these resolutions would be amendments or additions to the Council’s Council Procedure Rules and would appear as proposals on the next Policy and Resources Committee to stand adjourned for one month to be determined at the following P & R meeting prior to insertion in those rules.
695.2 Mayor’s Allowance - Council noted procedure at Borough and County level where the Council paid for the Mayor or Deputy Mayor to attend events on behalf of the Council from a budget head. In accord with transparency, Members wished to demonstrate adherence to this and identify the Mayor’s expenditure throughout the year whilst acknowledging the role in promoting Okehampton, attending many functions on the town’s behalf. Members noted incidental expenses with the role, mileage costs and requested a book-keeping exercise by the incumbent Mayor. On the proposition of Councillor Mrs Bickley, seconded by Councillor Leech, it was resolved travel claim forms be issued to the Mayor for submission on a monthly basis together with taxi fares, with tickets for civic events to be met from the same budget account, further that an allowance of £600 be awarded to the new Mayor for incidental expenses and when used to re-apply for top up from the Mayor’s budget account.
695.3 Protocol - Members acknowledged standing orders, protocol and familiarisation in the Council Chamber and on the proposition of Councillor Letchford, seconded by Councillor Leech, it was resolved CPR be amended to exclude the use of Christian names during debate and discussion at Council and Committee meetings.
695.4 Protocol Civic Dinner - Councillor Mrs Marsh questioned the drinking activities of the Mayor’s son at the Civic Dinner, further questioned seating arrangements and non-adherence to protocol throughout the event. Councillor Weekes explained his reasons and motives and offered apologies for the behaviour of his family. Members agreed to adhere to strict policy on protocol on seating arrangements at the Civic Dinner.
695.5 Dress Code - Members acknowledged a dress code could not be enforced, but was desirable.
695.6 Rules of Debate - The meeting acknowledged rules of debate identified in Council Procedure Rules and agreed to sharpen up their application and practice with a wish that the Chair controlled meetings more firmly with direction.
The Mayor questioned the appointment of Mayor’s Cadet and Chaplain and was advised the Air or Army Cadets appointed from within their number whereas the Mayor was invited to select his own Chaplain. Members discussed the practice of offering prayers prior to Council meetings and questioned procedure if it were a Muslim, atheist Mayor; it was agreed to discuss this at a subsequent agenda.
695.7 Council Procedure Rule 13 Agenda Items - Members noted the Clerk’s request for written notice of agenda items.
695.8 Membership of Committees - Reference was made to CPR7 (Appointment of Committees) five Members appointed to them with Mayor and Chairs of the Committees also serving on a Committee equating to nine Members. The Council acknowledged this rule and wished to insert in procedure rules that the Mayor and each Committee Chairman be a Member of the other Committees; resolved accordingly.
The Clerk explained these amendments to standing orders would also be deferred to the Policy and Resources Committee to stand for one month and endorsed or otherwise at the following meeting.
695.9 Civic Protocol - Civic protocol notes were produced from the office to assist the Town Mayor and Deputy understand their roles and responsibilities and to provide useful information when undertaking the civic role. Members acknowledged the content, thanked the office for this work and agreed to examine it at subsequent meetings.
The Clerk reminded Members of the Annual General Meeting to be held on 10 May and asked what form the election of Town Mayor and Deputy Mayor would take. Reference was made to a previous resolution at this meeting following Councillor Letchford’s paper and for clarification it was proposed by Councillor Letchford, seconded by Councillor Ireland, nominations be received at the AGM, the ballot yes or no to determine the election of both roles.
696. Members’ Reports -
Okehampton United Charity - It was reported an increased number of applications for grant aid for educational purposes had been received.
697. Civic Diary Report - Councillor Weekes reported on his attendance at a number of local events plus civic dinners further afield and was due to attend Torrington May Fair on 6 May.
PART TWO
ITEMS WHICH MAY BE TAKEN IN THE ABSENCE OF THE PRESS AND PUBLIC ON THE GROUND THAT EXEMPT INFORMATION MAY BE DISCLOSED (if any).
The Committee is recommended to pass the following resolution:-
“On the proposition of Councillor Morse, seconded by Councillor Ireland, it was resolved that under Section 100(A)(4) of the Local Government Act 1972, the public be excluded from the Meeting for the undermentioned item of business on the grounds that exempt information may be disclosed as defined in the paragraph given below from Part I of Schedule 12(A) to the Act”
Paragraph 3 - Information relating to any particular occupier or former occupier of or applicant for accommodation provided by or at the expense of the authority.
698. Committee Room/Registration Service
It was resolved to come out of part 2 on the proposition of Councillor Mrs McDonald, seconded by Councillor Leech, move back into part 1 and ratify all decisions taken in part 2.
Meeting closed 10.30 pm.
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