Crewkerne Town Council s5

CREWKERNE TOWN COUNCIL

Minutes of a meeting of the ANNUAL TOWN MEETING OF CREWKERNE TOWN COUNCIL held in the Council Chambers, on Monday, 16th May 2011 at 6.45 p.m.

PRESENT :

Cllrs. N. Sturtivant (Chairman), Mrs. S. Allman, M. Best, R. Bond, Mrs. T. Bond, Ms. J. Dawson, Miss. A. Hennessy, Mrs. R. Jackson, R. Pailthorpe, Mrs. A. Singleton, Mrs. A. Stuart, and Mrs. S. White.

In attendance: The Clerk Mrs. J.Warner, Cty. Cllr. J. Dyke, 10 members of the public including the Town Crier and 1 member of press.

The Mayor congratulated the new and returning councillors and welcomed everyone to the meeting.

1ELECTION OF MAYOR and Declaration of Acceptance of office for signature 11/12 Cllr. Pailthorpe nominated Cllr. Sturtivant to serve as Mayor and Cllr. Mrs. Singleton seconded the proposal and there being no other nomination was CARRIED.

Cllr. Sturtivant said he would be pleased to serve a second term as Mayor for the new Council year, read out the declaration of acceptance and accordingly remained in the chair.

2 ELECTION OF DEPUTY MAYOR 11/12 Cllr. Sturtivant nominated Cllr. Pailthorpe to serve as Deputy Mayor and Cllr. Mrs. White seconded the proposal and there being no other nomination was CARRIED. Cllr. Pailthorpe said he would be delighted to serve a second term as Deputy Mayor of Crewkerne.

3PRESENTATION OF GRANTS CHEQUES to local groups and organisations 11/12 The Mayor welcomed representatives from local groups and organisations to the meeting and said he had great pleasure in presenting them with the donation cheques from the Town Council and wished them all every success for the future. Those receiving grants were as follows: Henhayes Centre, Heritage Centre, West One Management Committee, Crewkerne Local Information Centre, CUDOS, St. Margaret’s Hospice, Twinning Association, and Town Crier. There was no representative to collect the grant to the South Somerset Citizens Advice Bureau.

The meeting adjourned at 7pm to allow the opportunity for photographs.

The meeting resumed at 7.10pm.

4 TO NOTE APOLOGIES FOR ABSENCE 11/12

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5 COUNCILLORS DECLARATIONS OF ACCEPTANCE OF OFFICE FOR 11/12 SIGNATURE, COMPLETION OF REGISTER OF INTERESTS AND UNDERTAKINGS TO OBSERVE THE COUNCIL’S CODE OF CONDUCT AS CURRENTLY REQUIRED BY LAW

The Clerk confirmed that all the Councillors had signed the relevant Declaration of Acceptance of Office prior to the start of the meeting and that all had been issued with Register of Interest forms which required completion and return as soon as possible.

6 TO ELECT THE CHAIRMAN AND VICE-CHAIRMAN OF THE 11/12 PLANNING AND HIGHWAYS COMMITTEE

Chairman

Cllr. Mrs. Stuart proposed that Cllr. Pailthorpe be nominated to serve as Chairman of the Planning and Highways Committee for the new Council. Cllr. Ms. Dawson seconded the proposal and there being no other nomination the proposal was CARRIED unanimously.

Cllr. Pailthorpe duly accepted the Office of Chairman of the Planning and Highways Committee for the new Council Year.

Vice-Chairman

Cllr. Pailthorpe proposed that Cllr. Ms. Dawson be nominated to serve as Vice -Chairman of the Planning and Highways Committee for the new Council Year. Cllr. Mrs. Jackson seconded the proposal and there being no other nomination the proposal was CARRIED unanimously.

Cllr. Ms. Dawson duly accepted the office of Vice-Chairman of the Planning and Highways Committee for the new Council Year.

7TO ELECT THE CHAIRMAN AND VICE-CHAIRMAN OF THE 11/12 AMENITIES COMMITTEE

Chairman

Cllr. Pailthorpe proposed that Cllr. Mrs. Stuart be nominated to serve as Chairman of the Amenities Committee for the new Council Year. Cllr. Ms. Dawson seconded the proposal and there being no other nomination the proposal was CARRIED unanimously.

Cllr. Mrs. Stuart duly accepted the Office of Chairman of the Amenities Committee for the new Council Year.

Vice-Chairman

TC -2- Cllr. Mrs. Jackson proposed that Cllr. Mrs. White be nominated to serve as Vice- Chairman of the Amenities Committee for the new Council Year. Cllr. Sturtivant seconded the proposal and there being no other nomination the proposal was CARRIED.

Cllr. Mrs. White duly accepted the Office of Chairman of the Amenities Committee for the new Council Year.

8 TO ELECT THE POLICY AND RESOURCES COMMITTEE 11/12 Chairman

Cllr. Mrs. White proposed that Cllr. Best be nominated to serve as Chairman of the Policy and Resources Committee for the new Council Year. The proposal was seconded by Cllr. Pailthorpe and CARRIED.

Cllr. Best duly accepted the Office of Chairman of the Policy and Resources Committee for the new Council Year.

Vice-Chairman

Cllr. Mrs. Jackson proposed that Cllr. Mrs. Singleton be nominated to serve as Vice- Chairman of the Policy and Resources Committee for the new Council Year. The proposal was seconded by Cllr. Sturtivant and CARRIED.

Cllr. Mrs. Singleton accepted the Office of Vice-Chairman of the Policy and Resources Committee for the new Council Year.

9TO ELECT THE CHAIRMAN AND VICE-CHAIRMAN OF THE 11/12 GEORGE REYNOLDS CENTRE PROJECT COMMITTEE

Chairman

Cllr. Mrs. Singleton proposed that Cllr. Mrs. Jackson be nominated to serve as Chairman of The George Reynolds Centre Project Committee for the new Council Year. The proposal was seconded by Cllr. Sturtivant and CARRIED.

Cllr. Mrs. Jackson duly accepted the Office of Chairman of The George Reynolds Centre Project Committee for the new Council Year.

Vice-Chairman

Cllr. Mrs. Stuart proposed that Cllr. Mrs. Singleton be nominated to serve as Vice- Chairman of The George Reynolds Centre Project Committee for the new Council Year. The proposal was seconded by Cllr. Mrs. Jackson and CARRIED.

Cllr. Mrs. Singleton duly accepted the Office of Vice-Chairman of The George Reynolds Centre Project Committee for the new Council Year. 10 TO APPOINT THE FIVE COUNCILLORS FOR THE JOINT BURIAL BOARD COMMITTEE

TC -3- 11/12 It was AGREED that Cllrs. Mrs. Allman, Best, Ms. Dawson, Miss Hennessy and Mrs. Stuart be elected to serve on the Joint Burial Board Committee.

11 TO APPOINT A COUNCILLOR TO THE SUB-COMMITTEE 11/12 Bi-monthly Aqua Centre Committee

It was AGREED that Cllr. Mrs. Stuart, as Chairman of the Amenities Committee, be elected to serve the Aqua Centre Sub- Committee.

12 TO ELECT THE THREE MEMBERS FOR THE STAFFING COMMITTEE 11/12 It was AGREED that Cllrs. Sturtivant as Mayor with Mrs. Jackson and Mrs. White be elected to serve the Staffing Committee,

13 TO ELECT THE GRIEVANCE, CAPABILITY, DISCIPLINARY AND APPEALS 11/12 COMMITTEES

The Clerk reminded the Council that membership of the two Committees were divided so that six served on each Panel with three to attend and three in reserve . The Deputy- Mayor as Chairman of the Grievance and Discipline Panel and the Mayor as Chairman of the Appeals,

Cllr Bond advised that he did not wish to serve on either committee so the matter was deferred for the Clerk to clarify whether it should be compulsory for a councillor to be part of these particular Committees.

14 TO APPOINT THE REPRESENTATIVES ON OUTSIDE BODIES 11/12 WEST ONE YOUTH AND COMMUNITY CENTRE Cllr. Mrs Stuart

HENHAYES CENTRE Cllr. Mrs White

CREWKERNE SPORTS CLUB Cllr.Miss Hennessy Cllr. Sturtivant

TWINNING ASSOCIATION Cllr. Mrs Singleton

HERITAGE CENTRE Cllr. Pailthorpe

PARISH PATHS LIAISON GROUP Cllr. Ms Dawson

BIRDS ALMSHOUSES Cllr. Mrs. Jackson

CHUBBS ALMSHOUSES Cllr. Mrs Bond Cllr. Mrs Stuart

SOMERSET ASSOCIATION OF LOCAL COUNCILS Cllr. Ms Dawson

TC -4- Cllr Mrs Jackson

LEAGUE OF FRIENDS OF CREWKERNE HOSPITAL Cllr. R. Bond

LOCAL INFORMATION CENTRE Cllr. Mrs. White

CREWKERNE LEISURE MANAGEMENT CTTEE Cllr. Best

BINCOMBE MANAGEMENT CTTEE Cllr. R. Bond Cllr. Pailthorpe

CREWKERNE VOLUNTARY TRANSPORT CTTEE Cllr Mrs Jackson

COUNCIL FOR THE PROTECTION OF RURAL ENGLAND Deferred for information

AREA WEST COMMUNITY SAFETY ACTION PANEL Cllr. Best

CHRISTMAS LIGHTING COMMITTEE Cllr. Mrs Allman Cllr. Best Cllr. Mrs White

ABCD Cllr. Best Cllr. Mrs Stuart Executive Committee Representative Cllr. Pailthorpe

CREWKERNE COMMUNITY SAFETY PARTNERSHIP Cllr. Best Cllr. Sturtivant

CREWKERNE ACTION FOR THE DISABLED Cllr. Pailthorpe

THE GEORGE REYNOLDS CENTRE PROJECT Cllr. Best FACILITY STEERING GROUP Cllr.Miss Hennessy Cllr. Sturtivant Cllr. Mrs Stuart

PARISH ENVIRONMENT WARDEN Cllr. Mrs Singleton

SOUTH SOMERSET MARKET TOWNS INVESTMENT GROUP Cllr. Best

CREWKERNE COMMUNITY OFFICE Cllr. Mrs Allman MANAGEMENT BOARD

EMERGENCY PLAN TASK GROUP Cllr. Best Cllr. Pailthorpe Cllr. Mrs White CYCLE EVENT STEERING GROUP Cllr. Best Cllr. Pailthorpe Cllr. Mrs Stuart

TC -5- Cllr. Mrs White

LOCAL TRANSPORT PLAN STEERING GROUP Cllr Pailthorpe Cllr. Sturtivant

15 TO APPOINT THREE REPLACEMENT BANKING SIGNATORIES FOR 11/12 FOR CHEQUES FOR PAYMENT

It was AGREED that Cllrs. Ms. Dawson, Mrs. Singleton and Sturtivant be appointed as additional banking signatories for cheques for payment.

16 TO APPOINT COUNCILLOR AND DEPUTY TO CHECK THE INVOICES EACH MONTH AND RECONCILIATIONS PRIOR TO THE TOWN COUNCIL 11/12 MEETINGS

It was AGREED that Cllr. Pailthorpe, Mrs. Singleton and Mrs. White be appointed to take turns to check the invoices each month prior to the Town Council meetings

17 DECLARATIONS OF INTEREST & declarations from members in receipt of 11/12 hospitality and gifts

Cllr. Mrs. Stuart declared a personal interest (friend of Internal Auditor) in item 22a – Finance - to consider a report from the Internal Auditor.

18 MINUTES OF THE PREVIOUS TOWN COUNCIL MEETING 11/12 It was AGREED that the Minutes of the meeting of Crewkerne Town Council held on the 26th April be APPROVED.

19 OPEN FORUM 11/12 Mr Traves spoke with regard to the potential repositioning of new play area on Henhayes Recreation Ground and asked that the car park income be spent on the facility, that the Council consults and updates residents on the progress. He also asked again that due to lack of disabled parking in the town, would the Council put this onto an agenda for discussion. He made reference to the Aqua Centre paying its way and assumed that public money would be spent on the outside of the new sports centre if there was a similar lease. Cllr. Best responded with information.

20 TO RECEIVE VERBAL REPORTS FROM THE COUNTY AND 11/12 DISTRICT COUNCILLORS

Cty. Cllr. Dyke reported on the 20% reduction in hours to help save libraries from closing in Somerset and that Crewkerne library would be closed on Mondays and remain open half an hour later to1pm on Saturdays. He reported that there would be resurfacing on a few roads and pathways around the town. He also spoke with regard to Maiden Beech School applying for Academy status and the arrival of the French contingency from Crewkerne’s twinned towns at the beginning of June.

Cllr. Best reported that the next Area West meeting would be in June.

TC -6- 21 CLERKS PROGRESS REPORT 11/12 To receive a report (for information)

The Clerk’s report was noted and she informed the Council of additional correspondence received:

 SALC meeting Monday 13th June 2011  Somerset Market Towns Forum Bulletin 39  Further Electoral Review of Somerset - Somerset County Council advised that Somerset is subject this review by the Local Government Boundary Commission.

22 FINANCE 11/12 a) To consider the report by the Internal Auditor dated 4 th May 2011

The Clerk advised that all the minor issues raised by Mr Lovegrove had been addressed and the Council APPROVED the actions.

b) To formally approve the internally audited accounts for 2010/11

It was AGREED that the internally audited accounts for 2010/11 be formally approved.

c) To approve the Annual return year ending 31 st March 2011

(i) To certify the statement of accounts (Section 1 of the Annual Return)

It was AGREED that the statement of accounts be certified.

(ii) To confirm the statement of assurance 1-9 (Section 2 Annual governance statement)

It was formally AGREED to confirm that the Council had satisfied all the answers to the questions on the statement of assurance and ‘yes’ be inserted to all the boxes.

(iii) To receive the Internal Auditors completed form (Section 4)

The contents of the signed form were noted.

(iv) To authorise the signature of the Mayor and Clerk

It was AGREED to authorise the signature of the Mayor and Clerk and the form was duly signed.

d) To approve accounts for payment

The Clerk reported that Cllr. Pailthorpe had verified the accounts for May in accordance with the Council’s Financial Regulations and Risk Management.

TC -7- Accounts in the sum of £27,584.13 + VAT were APPROVED.

The Clerk reported that this included S137 payments of £2,150.00.

e) To report bank reconciliation for April has been completed

It was noted that cash in hand and at the bank was £687,931.13.

The Mayor expressed his thanks on behalf of the Council to the Town Clerk and Finance Officer for their work.

23 TOWN COUNCIL SURGERIES 11/12 for 18 th June, 16 th July, and 17 th September. Two Councillors required to undertake each of the sessions

The following Councillors agreed to attend the Council Surgery dates at the Town Hall.

18th June – Cllrs. Bond and Mrs. Bond 16th July – Cllrs. Best and Mrs. Jackson 17th September - Cllrs. Ms. Dawson and Mrs. Allman

24 CALENDAR OF MEETINGS 11/12 for approval

After discussion, it was AGREED that the frequency of the Planning meetings would be further considered at the Policy and Resources meeting on the 6th June.

25 TRAINING OPPORTUNITIES 11/12 To confirm the requirements for the ‘new councillor’ and ‘chairmanship’ training by Somerset Association of Local Councils (SALC), and to report about the proposed planning training session at 6pm prior to the meeting on 23 rd May 2011

Councillors advised of their training requirements.

26 OUTSIDE BODIES 11/12 To receive reports

a) Crewkerne Voluntary Transport

The report prepared by Cllr Mrs Jackson was noted.

b) West One Management Committee

Cllr. Mrs Stuart reported that the grant money received would benefit the youngsters. The Committee were unsure how the reduction of the County Council Youth Service staff would affect the administration at the centre as yet. She also commented that the new weekly Wild Wednesday’s youth club session had been enthusiastically received.

TC -8- c) Bincombe Beeches Management Committee

Cllr. Bond reported that some long standing issues still needed to be resolved in the Reserve and there had been a certain lack of interest in the committee at the moment. He was keen to resurrect the Nature Trail, and disappointingly the initial enthusiasm from Wadham School had yet to materialise in involvement.

27 TO RECEIVE ANY MATTERS OF REPORT 11/12 None

Signed: ………………………

Dated: ……………………….

It was AGREED that in view of the confidential nature of the business about to be transacted it is advisable that the public and press be excluded and they are instructed to withdraw.

29 DATE OF NEXT MEETING 11/12 Monday 27th June 2011 commencing at 6.45pm

The meeting closed at 9.08p.m.

Signed: ………………………

Dated: ……………………….

council/am160511

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