CIVIC DIGNITARY LIST

AGENDA ITEM No. 13

MEETING: COUNCIL

DATE: 18th SEPTEMBER 2013

REPORTED BY: TOWN CLERK

1.0 Purpose of the Report

1.1 The purpose of the report is to consider a change to the Civic invitation list by the addition of further Councils. the consideration has been requested by Councillor J.D. Clare.

2.0 Background to the Report

2.1 The current list, as agreed by Council, for 2013/14 is attached as Appendix 1 to this report. Members are advised that the “Information for the Mayor” guide forms part of the Council’s agreed Constitution.

2.2 The list as is in place has developed over the years and following consideration of reports to Council. The following information provides a short history of the list as it stands today.

May, A.G.M. - 2008 / 2009

9 on the list. Deleted from the list was the former Borough Council and Wear Valley District Council who had been abolished.

The report to Council also asked to consider a new list. Council resolved that the list remain the same following the deletion of S.B.C. and W.V.D.C. That further consideration be given to the list once other parish and Town Councils were formed. That the Mayor be allowed to choose two further Councils of their choice that would be added to the list for the period of that Mayor’s year in office.

Council – 23 September 2009

A further report was submitted to Council following changes to the definition of a “Larger Local Council” and the setting up of the Larger Local Council’s Committee.

Council resolved to leave the list as was, to be re-looked at in a year.

2010/2011

Bishop Auckland Town Council requested to be added to the list making the total of ten on the regular list plus two of the Mayor’s choice. In this year this was B.C. and B.C.

2011/2012 2012/2013 2013/2014

Remained as the agreed list.

3.0 Current Situation

3.1 The list remains as:-

Seaham Town Council Town Council Town Council Sedgefield Town Council Durham City Charter Trust ) Durham County Council ) Town Council Chilton Town Council Town Council Town Council

Plust two Council’s of the Mayor’s choice being:-

Darlington Borough Council Hartlepool Borough Council

4.0 Matters for Consideration

4.1 It has been requested that the civic invitation list is re-considered.

4.2 Councillor Clare is requesting that consideration be given to adding further Parish Council’s in the vicinity of the Town Council’s area to the list:-

Heighington Parish Council Parish Council Morden Parish Council Eldon Parish Council

4.3 In addition, it is opportune to advise members that further requests have been made to the Council to be added to the civic invitation list from:-

Barnard Castle Town Council Parish Council Greater Willington Town Council

These would normally have been considered at the Council’s Annual General Meeting 2014 as part of the Constitution review.

5.0 Impact on the Town Council

5.1 The Town Council would be adding either a further four or seven Town and Parish Councils to the Civic Invitation list. In effect those which the Town Council wishes to be involved with in regard to:-

Mayor visiting the Parish / Town Council Civic Service if held Mayoress At Home Carol Services Civic Ball / Dinner Two Charity Evenings per Council (using the Civic Car and Driver)

5.2 In return the Town Council would add an additional four or seven Councils to our Civic Invitation list to the various events that the Council hosts.

6.0 Policy Implications

6.1 Consideration of the report and subsequent resolution will require the Constitution documents to be amended.

6.2 Any decision should be taken in the context of the Council’s Aim NO. 2 of the Council’s Aims and Targets:-

Aim No. 2 – “To manage the Council’s finances and assets in a responsible manner”.

7.0 Staffing Implications

7.1 There may be staffing implications if the Civic List is expanded in regard to civic events and attendance at reciprocal events which may involve the use of the Civic Car and driver both during the day and evening. It is not possible to ascertain these implications at this time with any certainty.

8.0 Financial Implications

8.1 There will be an increase in wages and travelling costs in regard to the use of the Civic Car.

8.2 It is unlikely that a change to the Civic List would have a major impact on hosted events, unless sit down meals were involved, however, clearly a further four Councils would entail eight additional persons to be catered for at each civic event and a further seven Councils would entail fourteen additional persons to be catered for at each civic event.

8.3 There would be a potential positive increase in the attendance of the Mayor’s Charity events, however these would require reciprocation in kind.

9.0 Crime and Disorder Implications

9.1 None.

10.0 Equal Opportunity Implications

10.1 None.

11.0 Environmental Implications

11.1 None.

12.0 Risk Assessment

12.1 It is not considered that the matters contained in this report pose a risk to the health and safety of staff or to the financial or public standing of the Council to a degree that a risk assessment should be appended to this report.

13.0 Recommendations

13.1 That it be recommended that consideration is given to the make-up of the Civic List.

Town Clerk.

APPENDIX 1

The Standard Civic Dignitary list is as indicated below:

CIVIC DIGNITARY 2013/2014 - INVITATION LIST

Seaham Town Council Mayor Councillor Barbara Allen Civic Offices Consort Councillor Brian Allen 3 - 4 Adelaide Row Seaham Co. Durham SR7 7EF Tel: 0191 5818034

Shildon Town Council Mayor Councillor Peter Quinn Council Offices Mayoress Councillor Shirley Quinn Civic Hall Square Shildon Co. Durham DL4 1AH Tel: 01388 772563

Spennymoor Town Council Mayor Councillor Jeff Daley Town Hall Mayoress Mrs. Tracey Daley & Maureen Hirst Spennymoor Co. Durham DL16 6DG Tel: 01388 815276

Durham City Charter Trust Mayor Councillor Mrs. Pauline Charlton Town Hall Mayoress Miss Susan Charlton (Dtr) Durham DH1 3NJ Tel: 03000267202 (Same as D.C.C.) only one Invite to send to Durham County

Durham County Council Chairman Councillor Pauline Charlton County Hall Lady Miss Susan Charlton (daughter) Durham DH1 6UL Tel: 0191 3833000

Peterlee Town Council Mayor Councillor Ronnie Curtis Shotton Hall Mayoress Mrs. Elizabeth Curtis Peterlee Co. Durham SR8 2PH Tel: 0191 5862491

Chilton Town Council Mayor Councillor Elizabeth Bruce Hutton House Consort Councillor Alan Bruce Durham Road Chilton Co. Durham DL17 0EX Tel: 01388 721788

Sedgefield Town Council Mayor Councillor Melvyn Carr Council Offices Mayoress Mrs. Ann Carr Advice & Information Centre Sedgefield Co. Durham DL17 3AT Tel: 01740 621273

Ferryhill Town Council Mayor Councillor Ken Campbell Town Hall Mayoress Ms Ann Kells Ferryhill Co. Durham DL17 8JL Tel: 01740 652157

Bishop Auckland Town Council Mayor Councillor David Fleming 154a Newgate Street, Mayoress Mrs. Monica Fleming Bishop Auckland, Co. Durham. DL14 7EH Tel: 01388 609852

NOTE: The Mayor may choose up to two other appropriate Councils, and these will be appended to the list once the Mayor has indicated the chosen Councils.

Current Mayor’s choice were: Ceremonial Hartlepool Borough Council Mayor Councillor Stephen Akers-Belcher Civic Centre Consort Councillor C. Akers-Belcher Hartlepool Cleveland TS24 8AY Tel: 01429 266522

Darlington Borough Council Mayor Councillor Charles Johnson Town Hall Mayoress Mrs. Carol Johnson Darlington, Co. Durham. DL1 5QT Tel: 01325 380651