TWINNED WITH STADTALLENDORF Town Clerk: Alison Benfield BA(Hons) FILCM St Ives Town Council, Town Hall, Market Hill, Old Riverport, St Ives, Cambridgeshire, PE27 5AL Telephone: 01480 388929 email: [email protected] website: www.stivestowncouncil.gov.uk Issued: 4 January 2018 Councillors The Town Mayor and Members of St Ives Town Council You are hereby summoned to attend a Meeting of the Full Council of Saint Ives Town Council, to be held on Wednesday, 10 January 2018 in the Town Hall, St Ives at 8:00pm. Alison Benfield BA(Hons) FILCM Town Clerk PRAYERS The Town Mayor’s Chaplain will say prayers prior to the commencement of the Meeting. AGENDA C166.00 APOLOGIES FOR ABSENCE To receive and note apologies for absence. C167.00 DECLARATIONS OF INTEREST To receive Declarations of Disclosable and/or Non-Disclosable Pecuniary Interests as set out in Chapter 7 of the Localism Act 2011 and the nature of those interests relating to any Agenda item. C168.00 PUBLIC PARTICIPATION A maximum of 15 minutes is permitted for members of the public to address the Committee in accordance with the Town Council’s approved Public Participation Policy. C169.00 MINUTES To confirm as a correct record the Minutes of the Meeting of the Town Council held on 13 December 2017 (copy herewith). C170.00 TOWN MAYOR'S ANNOUNCEMENTS To receive the Town Mayor and Deputy Town Mayor’s engagements list (copy herewith). C171.00 CIVIC SERVICE REVISION To give consideration to proposals from the Mayor’s Chaplain for the re-ordering of annual Civic events (copy herewith). C172.00 COMMITTEE REPORT To receive Minutes of the Meeting of the following Committee and to consider any recommendations contained therein: C172.01 Planning Committee Held on 13 December 2017 (copy herewith). C173.00 ESTIMATES OF INCOME AND EXPENDITURE 2018/2019 To give further consideration to the Resolution at C151.04 of the previous meeting that the £130,000 of earmarked reserves be allocated appropriately for the replacement of wet- pour at play areas and the Corn Exchange roof. C20180110 Page 1 of 2 Page 1 of 87 C174.00 LOCAL HIGHWAY IMPROVEMENT 2018/2019 To receive information from Cambridgeshire County Council on the Town Council's submitted bids and to consider the appointment of representative(s) to attend the Panel Meeting on either 17 or 18 January (copy herewith). Items to Note These items are for report only and do not require decision. They will only be discussed if requested. C175.00 ORDERS FOR PAYMENT To ratify the schedule of Orders for Payment (copy herewith). C176.00 BANK RECONCILIATION STATEMENT To ratify the Bank Reconciliation Statement (copy herewith). C177.00 BUDGET REPORT To ratify the Budget Report (copy herewith). C178.00 POLICE MATTERS To receive the Police Report (copy herewith). C179.00 CCTV REPORT To receive the CCTV report (this is prepared on the first working day of the month) (to follow). C180.00 REPORTS FROM OTHER BODIES To note any reports provided by other bodies. C180.01 St Ives and District Area Road Safety Committee To consider email from Mr P Smith of the Road Safety Committee (copy herewith)79 C181.00 COUNTY COUNCIL MATTERS To receive reports from County Councillors for St Ives. C182.00 DISTRICT COUNCIL MATTERS To receive reports from District Councillors for St Ives. C183.00 ROLLING PROGRAMME To receive the attached Rolling Programme (copy herewith). C184.00 BUS USER SURVEY To receive data from Bus User Survey (copy herewith). C20180110 Page 2 of 2 Page 2 of 87 MINUTE BOOK C20171213 Minutes of the Meeting of the Full Council of Saint Ives Town Council held at the Town Hall, St Ives, on the Wednesday, 13 December 2017. Present: The Town Mayor: Councillor P M Pope The Deputy Town Mayor: Councillor T Drye Councillors: J Davies, N Dibben, I Dobson, R D’Souza, R Fuller, I Jackson, J Hunt, R Kuch, B Luter, J Pallant, D Rowe, J Tiddy, Mrs D Townsend In attendance: S Couper, Interim Town Clerk S Rawlinson, Committee Clerk PRAYERS The Town Mayor’s Chaplain said prayers prior to the commencement of the Meeting. C142.00 APOLOGIES FOR ABSENCE Apologies for absence were received from Councillor J Spencer (ill health) and for late arrival from Councillors R D'Souza (business commitment) and J Davies and R Fuller (HDC commitment). An apology had been received in advance from Councillor A Ayers-Wilson (Personal) which was not reported to the meeting. C143.00 DECLARATIONS OF INTEREST Agenda Item C150.00 - Councillor I Jackson - Non Pecuniary Interest as he was acquainted with the majority of grant applicants and his wife was Chairman of FESt. He also declared a Pecuniary Interest in any matters which might arise related to the Riverboat business on The Quay or The tender for the Bridge magazine. Agenda Item C150.01 - Councillor Mrs D Townsend - Non Pecuniary Interest as a Trustee of Huntingdonshire Volunteer Centre. [Councillor J W Davies joined the Meeting] Agenda Item C150.02 - Councillor N Dibben - Non Pecuniary Interest as a Member of the Town Team. Agenda Item C150.00 - Councillors I Dobson and D Rowe - Non Pecuniary Interest as Members of the Town Team and acquaintances of several grant applicants. Agenda Item C150.02 - Councillor B Luter - Non Pecuniary Interest as his wife is a Member of the Fest Committee. C144.00 PUBLIC PARTICIPATION No persons present wished to address the meeting. C145.00 MINUTES The Minutes of the Meeting held on 8 November 2017 were amended at Item C131.00 (Police Matters) to read: 'A robust discussion ensued that endeavoured to identify the scale of the problem on The Quay and elsewhere in the Town Centre.' The Minutes were then agreed as a correct record and signed by the Town Mayor. RESOLVED: that the Minutes of the Meeting of St Ives Town Council held on 8 November 2017 are confirmed as a correct record and signed by the Town Mayor. C146.00 TOWN MAYOR'S ANNOUNCEMENTS The Town Mayor and Deputy Town Mayor’s engagements list was noted. C147.00 COMMITTEE REPORTS The following minutes were received. C147.01 Planning Committees The minutes of the Meetings held on 8 and 22 November were received and noted. Consideration was given to the Recommendations from the Meeting on Chairman’s 22 November. Initials Page 3 of 87 C20171213 MINUTE BOOK Councillor Dibben explained to Members that the Neighbourhood Plan was Member-led and that Plans typically took one year to 18 months to produce, dependant upon the amount of time Members allocated to it. The Council could appoint people to assist if specific research was required, for instance but generally the bulk of the work would be done by volunteers as far as possible. A national grant of £9k was available towards the cost of Plan production. Sponsorship of the Plan could be investigated with due care being given to avoiding any obvious commercial or other interests. RESOLVED: C147.01.01 that the Council agree to the production of a Neighbourhood Plan C147.01.02 that a provisional sum of £10k be included in the 2018/19 budget for this purpose C147.01.03 that work on the Plan should begin following the appointment of a new Town Clerk. C147.02 Promotion & Publicity Committee The minutes of the Meeting held on 22 November 2017 were received and noted. C148.00 MOTION - RECORDING OF COUNCIL MEETINGS Consideration was given to a Motion submitted from Councillors I Dobson and I Jackson that the costs and implications of filming all meetings of St Ives Town Council be investigated. A lengthy debate ensued where aspects of the filming itself were discussed, such as whether filming might stifle debate. It was considered that some people might be discouraged by it but if the system was put in place prior to the elections all those considering standing for office would be aware of it. Filming meetings could be of benefit by increasing transparency and accountability to the electorate. Consideration was then given to the wording of the proposal in the Motion. Following discussions, the following wording was agreed: RESOLVED: that the Council agree to the investigation of the relevant costs and implications of filming all meetings of St Ives Town Council for consideration at a near future meeting with the aim that the proceedings can be viewed live online and later on the Council website by electors and others. C149.00 FREEDOM OF THE TOWN Council had previously agreed to hold a ceremony granting the Freedom of the Town to 42nd Engineers, RAF Wyton in March/April 2018. Regrettably meeting this timeline had not proved possible for 42nd Engineers due to other demands on their time in early 2018. Consideration was, therefore, given to holding the Freedom Ceremony on Armed Forces Day, 30 June 2018. RESOLVED: that the Ceremony granting Freedom of the Town to 42nd Engineers, RAF Wyton, be held on Armed Forces Day, 30 June 2018. C150.00 APPLICATIONS FOR FINANCIAL ASSISTANCE Consideration was given to applications for financial assistance received: C150.01 Fixed Term Grants: Requests for Fixed Term Grants had been received, as follows: Bridge Debt Advice Centre - £1,000 Bridge Counselling Service - £1,000 CAB - £2,000 DISH - £572 Huntingdonshire Volunteer Centre - £12,000 [Councillor R Fuller joined the Meeting] St Ives Timebank - £1,040 RESOLVED: that, subject to the Clerk ensuring all required information has been received, the Chairman’s Initials following grants be awarded: Bridge Debt Advice Centre - £1,000 Page 4 of 87 MINUTE BOOK C20171213 Bridge Counselling Service - £1,000 CAB - £2,000 DISH - £572 Huntingdonshire Volunteer Centre - £12,000 St Ives Timebank - £1,040 C150.02 Annual Grants: Requests for Annual Grants had been received, as follows: Carnival and Music Festival - £8,000 Christmas Lights - £9,500 [Councillor R D'Souza joined the Meeting] Festival Events St Ives (FESt) - £8,650 Town Team - £3,700 St Ives in Bloom - £2,600 RESOLVED: that, subject to the Clerk ensuring that all required information has been received, the following grants be awarded: Carnival and Music Festival - £8,000 Christmas Lights - £9,500 Festival Events St Ives (FESt) - £8,650 Town Team - £3,700 St Ives in Bloom - £2,600 C150.03 Supplementary Information Members expressed some concerns about the level of information provided with the Council agenda.