Notes from CTC meeting held on 6th July 2006 (by E. McCormick & C. Ireland)
Councillors in attendance:-
Jenny Finch (JF), Bonnie Grills (BG), Brian Lush (BL), Bob Ireland (RI), Philip Clark (PI),
David Pierce (DP), Andy Shaw (AS), Mike Williams (MW)
Clerk Barry Jordan (BJ) took the minutes.
JF advised that she may be called and need to leave the meeting due to an illness in the family.
Public Participation
Mel Baber (MB) read from her letter to CTC dated 27th June (LINK 1) which was in reply to JF’s letter of 24th June (LINK 2) in respect of the posters for the Safari Supper, various e-mails between MB and BJ (LINK 3) and the minutes of the CTC meeting held on 20th June.
JF then read her letter of 24th June. In it JF referred to the e-mails between MB and the Clerk, she also stated that in her opinion apologies were required from MB to both the council and the Clerk.
A debate followed in which the wording of the initial e-mail was queried. MB stressed that the Clerk had not contacted her. BJ stated that he had not received the second e-mail (that had been copied to others). MB said that if that was the case then she apologised (for BJ being omitted from the mailing).
BI confirmed that the posters (that had been hand-delivered to BJ for display on the town notice-boards) had not been displayed as requested. BJ stated that he worked for the council, not for CAR, not for the Chamber of Commerce and not for the Forum.
PC asked why there was a problem with the posters and who had objected or called them controversial. BJ replied that a poster had been seen in a shop window and a member of the public (who he couldn’t name) had objected to the inclusion of CAR and Chamber of Commerce as contributors. BJ stated that he had checked with the Mayor (JF). BJ then said that it was not his responsibility to put up notices. JF then said that the reason the posters hadn’t been displayed was because there wasn’t room on the notice-boards.
MB asked why hadn’t BJ told her that there was insufficient room but had instead stated that there was ‘controversy’.
DP proposed that the meeting move on but E. McCormick (EM) pointed out that there were still 5 minutes of Public Participation left.
AS asked if the posters had eventually been displayed to which MB replied that this only happened after the intervention of the Chairman of the Town Forum. She went on to stress that the issue was about people being called liars to which BJ replied that MB “had better be very careful”. MB replied that she had evidence that the Clerk had lied on more than one occasion. At which point JF brought down her gavel and temporarily closed the meeting. JF left the room and in doing so commented “I’m not staying to listen to this”.
During the suspension of the meeting MB stated that she was “fed up with this Council twisting things to suit their own ends”. BJ warned MB that she could end up in Court to which MB replied, “Do you mean just like Julian” (referring to Julian Harman, proprietor of A1 Fruiterers). Various comments followed that related to a statement made by BJ to the Police in respect of an alleged assault which was initially investigated by police but quickly dropped because BJ’s statements contradicted themselves. MB suggested that BJ check his police statement as this proved him to be a liar. BJ replied that he couldn’t get a copy to which MB replied that she could provide him with one.
MB then stated that all she wanted from this council was “honesty, openness, professionalism and integrity”. As MB began to raise the major issues she was cautioned by BJ that Police action could follow. At this point the Deputy Mayor (BG) asked for BJ’s mobile phone to call the police on the 999 emergency number and have objectors removed.
The meeting resumed and returned to the agenda.
1 - Apologies
Cllrs Sue Elford and Jo Sanders could not attend. Cllr Lynn Crockford (LC) working (arrived later). Proposed and seconded that apologies be accepted.
2 – To read confirm and sign the minutes of the 29th June – proposed by MW, seconded by JF – 4 in favour, 4 abstentions.
3 - Declarations of Interest
Councillors indicated items from the agenda.
4 - Items carried forward from the last meeting
At this point a police officer arrived in response to BG’s 999 call, she and MB left the room to talk to the officer. Detailed report from Mel Baber is here (LINK 4)
Upon her return BG continued with her (interrupted) suggestion that each request be considered and, if it was decided that council could support it, the monies required could be added to the precept for the forthcoming year. JF thought that perhaps organisations could approach the council, their request studied and, if supported at full council, the amount added to the precept. BL stated that the decision to only support capital projects had been taken to stop people on the council from following their own agenda. JF stated that the Code of Conduct would require individual councillors to declare an interest thereby stopping any personal agenda being followed. DP asked that this item now be left on the table for future discussions. BL asked that, for the benefit of those not present, this item be fully minuted. JF agreed.
5 – Ongoing items
1. Chapel Street – JF stated that she had met with Paul Allen and Janey Comber (CCC). It was decided that Chapel St. will become subject to a ‘No Entry’ from the A39 and that 3 speed humps will be installed – this work to be carried out next summer. The ‘No Entry’ sign will be at the bottom of Chapel St. but discussions need to take place to define actual location due to concerns about the ‘disabled’ bays at the Library and outside the Liberal Club. More discussions with Planning to follow.
2. Traffic monitoring – BJ read from a letter in respect of the lack of pavement at Valley Truckle on the B3266 – ongoing and further advice required. Item left on the table for future.
3. Entrance to Car Park – repair now completed.
4. Computer – BJ still liaising with Philip Clark - Cllr Clark has been unable to visit the Clerk’s office as yet – ongoing and left on the table.
5. Brown ‘Tourist’ signs – MW reported on a meeting he had (accompanied by JF). The existing signs to be retained, cleaned and the hedges cut back to make sure the signs were visible. Also to erect new signs at a cost of approx £1500. BG suggested that NCDC could be approached to help with the cost because some of the features would be advertising NCDC issues, this was supported by BL who proposed that NCDC be approached to contribute, seconded by JF, all except PC in favour (PC voted against). It was felt that the ‘information’ sign showing the location of Highfield Industrial Estate could be removed.
6. Camelford in Bloom – 11 applications received - Ongoing.
7. Trevia – BJ read from a reply from SWW dated 22/06/06 which included a map of the pipe-work. An investigation into the cause of the blockage had taken place but is lacking information. CTC have written to the developers but will do so again. BG suggested that CTC write to SWW again stressing the location and problem.
6 – Answers to Public participation at 20th June meeting – None.
7 - Answers to questions from Councillors
1. Expenditure Mayor’s Civic Service 6 August - B Lush read his question about expenditure for the mayor’s civic service on 6 August. J Finch said that the town band agreed to do it for a donation which she would pay from the mayor’s allowance. The church will take a collection. The reception afterwards which will be sandwiches, etc will be done by J Finch and B Grills. B Lush asked about the cost for the invitations and postage and asked if this is going to set a precedent. B Grills said this is something we should be thinking about when we set the precept for next year and it can be discussed after this event. J Finch said that we have no firm idea of cost. B Lush asked about St John Ambulance. J Finch replied that they will be taking part in the parade. M Williams said that this is a good idea and he would support it. c/f to 1 September.
8 – Items requiring a decision
1. The National Childbirth Trust – JF read a request for funds from NCT. It was decided not to offer any funding as this is a national charity.
2. Maintenance contract for Pay & Display machines – BJ read from a letter sent by Cale Briparc (suppliers of the machines) stating that warranty expires this month and offers of various levels of maintenance support. BJ stated that his preferred option, after looking at the possibilities, would be to go for the full service contract at a cost of £735 per annum if council was prepared to sign a 5 year contract. (A 1 year contract would cost £432.40). BG felt that the 5 year option offered ‘best value’, and as the income from the car park to date was £7000 could be afforded. PC suggested that, with Council elections due next May, the contract should only be for 1 year otherwise a future council will be tied when in fact the funding of Churchfield car park may be changed. BJ stated that if ‘best value’ is to be used then a longer term contract should be committed to, he then told PC that any decision on the future funding of the car park was not this council’s responsibility. AS stated that he thought the council already had a 3 year contract with the suppliers which BL agreed with. BG stated that her recollection was that, because P&D might not be retained, only a 1 year contract should be signed. JF asked that the past minutes be reviewed to clarify – item carried forward.
3. Enfield Park & play area – BJ reported that Social Services were monitoring a woman (who is often seen drinking at the entrance to the park and throughout the town). BJ has asked this person to go into the park rather than sitting outside as businesses had complained that it was bad for trade. Also BJ thinks he has resolved the issue with older children leaving litter although 2 new waste bins are required urgently at a cost of approx £380 each. BI expressed his dismay at the state of the park due to litter and BJ suggested looking at the possibility of introducing an ‘alcohol-free’ zone.
4. Letter from Parkway re Youth Club planning application – Parkway have been appointed as agents to help with the submission of the planning application – ongoing.
5. To employ sweeper/cleaner for Town Council properties – J Finch asked for this item. The state of the park entrance. Bins get over full and NCDC have to be called. Grass is cut by CCC (Cormac). They will pay 5p/square metre. She said that walking around the town it is beginning to look very messy . A Shaw said that many years ago M Oaten used to do it. M Williams said that we need a town maintenance plan and we need one in place for the Parks for People project. B Grills asked about what size area we are looking at, and was advised that CCC will provide this information. We had been told by P Allen we could take this work back. A Shaw said the last time we looked at this it was uneconomical. B Ireland said we need a job description and to establish what was needed. J Finch proposed that this be passed to the Amenities Committee (next meeting 6 September) seconded by B Grills, all in favour.
9 – Items for information – CCC temporary closure of Mill Lane for 5 days from 10th July – for removal of dangerously overgrown trees. Also received was a letter from CCC stating that Trefrew Road would be closed for a period of 5 days from 31st July for drainage works.
10 Approval of payments – After a brief discussion regarding the monitoring of the petty cash (BI suggested an ‘imprest’ system whereby money is advanced rather than drawn down) and correction of a mathematical error the payments were approved. However, JF and BG confirmed that they do check the petty cash on a regular basis.
11 – Resolutions or recommendations from Councillors – BG recommends that each councillor have their own e-mail account – BG stated that in view of recent controversy over e-mails going to wrong accounts, each councillor should be allocated their own e-mail account. This would also eradicate the current problem where joint accounts are held that could possibly involve confidential council business being seen by someone other than the intended recipient. BL stated that he was totally ignorant of e-mail procedures and asked who would have access to e-mails if they were held on the Council’s computer because that in itself could have security implications. BJ reported that he had made some enquiries and quoted set-up and running costs so CTC could run a system comparable to Wadebridge Town Council (www.wadebridge-tc.gov.uk). This would cost £345 initially which would include full training with annual ongoing costs of £100 approx. PC suggested a free alternative whereby each councillor could have a ‘hotmail’ account but was told by BJ that this would not be as secure. DP also commented that the ‘hotmail’ account was liable to a great deal of ‘spam’. It was clarified that even with this system errors could be made if the person using the account typed in the wrong recipients’ details or hit the wrong button when replying.
12 – Correspondence
1. Letter of thanks from the management committee of Camelford Hall – re grant awarded for the installation of the audio loop at Camelford Hall.
2. Letter from Mr Stuart re Town Band – letter of appreciation for the band’s appearance on the 18th June.
JF called a break so councillors could study plans to be discussed under the next item.
13 – Planning applications – available at Council office.
14 – Planning approval notices – None
15 – Planning refusal notices – None
16 – Committee reports
JF stated that se and PC had suggested an hour but that the Town Trust wanted to keep it to 30 minutes. BG said that they (Town Trust) were quite anxious that the parking space was used for a short period and that if people wanted to stay longer they should use Churchfield.
BJ said that CTC could incorporate anything into parking. BL asked if CTC could have it in writing. BJ said yes, of course.
BJ said that he or Peter (Richards) will have a quick look if either of them are in the town for other purposes, they would not be monitoring it all the time. If a car is here after an hour it will get a ticket. AS said that the Town Trust will also monitor the area and will issue parking tickets. He said any licensed person can do this – probably two of the Town Trust members. He assumed that the Town Trust had thought about this. JF pointed out that the signs say an hour. BL asked who pays for them to be changed. JF said CTC will take the responsibility of placing the signs. BI asked how will the costs for monitoring be defrayed. JF said that it would initially be funded from parking tickets. As with Churchfield Car Park that will reduce – there were only three (tickets) in June. It will take very little time. BI commented that CTC will not get any funding at all. LC asked if we would have any responsibility for tarmacing. JF replied “No”. There will be no proof of when someone arrived. The Town Trust did offer to supply a digital camera with a clock on it. They do not want to make it pay and display. MW said that if there is a problem the Town Trust would be amenable to installing a machine which would issue a free ticket. DP said that he had qualms about this - it has to be done by free tickets, our own policing will not work., he had spoken with L Mabson who he felt wanted to ride on the back of pay and display, but they may have to get a machine – he therefore felt that MW’s suggestion is the right one. (To apply from 8 am to 5 pm.)
BG quoted from previous minutes – “Point 6 – the last sentence – the Town Trust has been approached by CCC to reduce parking spaces to six on Chapel St. with parallel parking bays for possibly 3 cars along the A39 because it is illegal to reverse onto the main road”. This may have prompted them (Town Trust) to speak to the town council. It was stated that in fact the initial contact had been made to the Town Trust by the town clerk, not the other way round. BI commented re the brewer’s dray – the area will be marked off and they have to off-load. BJ said that Mr. Mabson had confirmed that anything in place now will stay in place. BL asked if this agreement can be rescinded at any time by either party. JF replied “Yes”. Acceptance of the Car Park sub-committee was proposed by MW, seconded by AS, four in favour. PC, BI, BL against, DP abstained. JF used her casting vote in favour.
Minutes of sub-committee meetings are available in the library.
17 - Reports
18 – Newsletters & Circulars
19 – Items for 18th July meeting
BG suggested that the NCDC cleaning item be placed on the agenda.
Cleaning of the river.
Cllr Clark and Cllr Crockford made their apologies and left the meeting.
20 – Exempt Information – Press & public excluded from the rest of the meeting.
