Notes from the meeting of Camelford Town Council held on 1st November 2007.
Present:- Dep. Mayor J. Pearce (JP), D. Elliott (DE), P. Clark (PC), R. Rotchell (RR), P. Lessels (PL),
A. Shaw (AS), B. Ireland (BI).
Minutes: R. Hart (RH), Acting Town Clerk
Public Participation – None
(1) Apologies – A. Hearnden (ill), S. Morris (working), B. Lush (holiday), M. Baber (working)
Proposed for acceptance by RR, sec by BI, all in favour.
(2) Declarations of Interest – PC (7a- personal)
(3) Minutes of 16th Oct 2007 meeting – RR prop, PL sec, 4 in favour, 3 abstentions.
(4) Items carried forward –
(a) Survey re Primary School site – 6 responses so far, the preferences form is available on the CAR website as a download.
(b) Ambulance Service response times – still no reply – JP suggests writing again and RR suggests that a copy of the letter go to the Chairman of the PCT. (At this point BI proposed that the order of items be amended so that Items (e) & (f) are dealt with before (c), seconded by DE, a.i.f.
(e) Heritage Lottery Fund refusal letter which was sent to Charles Whitehead (in respect of Parks for People bid) – RH read out the letter which stated that no grant would be offered. It stated that the project work did not meet the criteria, particularly on training and maintenance issues where items were mentioned but not explained. The information supplied with the bid did not show how the project would meet the funding priorities. The site plan was inadequate on several issues including the band-stand, war memorial and the play area. No examples were provided of notable horticultural assets. There was no indication of public involvement. There was lack of detail over recruitment of consultants, the Project Manager’s post appeared to already have been filled but no evidence was provided to show ‘open’ recruitment. No plans for recruitment and training were included and the site developed. There were no cost breakdowns or quotations to clarify the figures in the application. Ineligible costs had been wrongly incorporated. There was no indication that ‘Partnership’ funding had been secured. It was stated that project planning grants could not be used for acquisitions. There is a further deadline of 31st March 2008.
In spite of all the above negative comments RH explained that CTC could go ahead if funds could be sourced for the pre-planning stage.
BI spoke about the start of the project back in January 2005, the lack of consultation between the project group and Council although it is understood that Mr Whitehead submitted monthly reports and also that the final report sent for consideration by the Lottery funders had not been presented to Council for approval. BI stated that he had tried several times, without success, to discover what was happening. PC agreed with BI, stating that full Council had been told nothing despite a relatively large amount of money being paid to Mr Whitehead. RR suggested that the list of failures be studied to discover if a new bid could be formulated.
(f) Reply from Charles Whitehead – Mr Whitehead has provided a computer disk and documentation, also the location of monthly reports which he agreed had never been presented to Council although he had provided the (then) Town Clerk with copies regularly. BI can provide RR (and Council) with a CD-Rom which explains exactly what the requirements of the Parks for People bid should have contained.
(c) New sub-Committee to look at Enfield Park regeneration – JP explained that he didn’t actually intend that this be presented as a new committee but rather as a group of interested Councillors reporting to the Amenities Committee. PC was concerned over the remit of the ‘sub sub’ committee because of minor errors which had occurred in the past. DE proposed a sub-committee of the Amenities Committee, which may include non-Councillors, but answerable to Amenities with a remit defined by them. Seconded by AS, a.i.f.
(d) Adoption of Opeways in Camelford – RH reported that County Council will not adopt the opeways because they do not link ‘A’ to ‘B’. He suggested that CTC apply for ‘right of way’ and PC proposed this because of the ‘uniqueness’ of the opeways to Camelford, sec by PL, 6 in favour, 1 abst (DE having now declared a personal interest in this item (Post Office property)).
(g) Refund from Allianz (Insurers) reference 10% excess paid to Beachcroft – Insurers have agreed to refund approx £1000.
(h) Local Development Plan (NCDC) – Meetings for Councillors to attend (if desired) to be held 8th Nov at NCDC offices in Camelford, (3 -5 pm & 6 – 8 pm).
(i) Community Network – re letter from Janey Comber – pilot schemes next year before Unitary Authority takes over in 2009. County Councillor Comber thinks it is a real opportunity for local parishes to combine in partnerships to identify possibilities for the future and to ensure a smooth transition. JP proposed, sec by RR, that CTC accept JC’s invitation, 6 in favour, 1 abst (PC). JP explained that letters to parish Councils would be jointly signed by JC & Bob Ellison.
5 – Answers to Public Participation of 16th Oct- None
6 – Answers to questions from Councillors – None
7 - Items requiring a decision –
(a) From MB - Ask Co-op to move the shop back and put car park in the field behind creating access from Anvil Rd. AS commented on the past involvement of the MCTi (Market & Coastal Towns Initiative) who, through the Town Forum, had suggested the same idea – the Co-op estate managers had visited but nothing had been heard since (approx 5 – 6 years ago). RH recommended that this item be carried to the next meeting.
(b) From MB – Write to BT requesting them to finish outstanding works as promised. BT were originally intended to complete in Oct/Nov but they now say March 2008. AS asked for clarification that BT were now going to pay for all of the work (rather than just a proportion). RH commented on the copy letter from Tim Yeomans (HERS) and suggested writing to Chairman of BT in a similar vein but without jeopardising the offer of full payment. PL proposed this, sec by AS, a.i.f.
(c) New dates for appeal panel re B Jordan (after 18th Nov) – B Jordan could not attend on the 25th Nov so 22nd, 27th & 28th were offered – SWPE to confirm their availability. PC requested clarification if Mr Jordan cannot (or refuses to) attend on the agreed date. RH confirmed that the appeal would then take place in Mr Jordan’s absence. RH will advise Councillors when a date has been agreed.
(d) Council to state that they are in no way a party to the posters being distributed in St. Gennys re the dismissal of Mr Jordan – RR proposed that CTC disassociate themselves from any information being distributed in St Gennys, sec by AS, 6 in favour, PC against.
(e) Claim for holiday pay by B Jordan – RH stated that he still believes CTC have made a poor decision in not paying holiday pay but JP proposed, sec by BI that this be left on the table, a.i.f.
8 – Items for information –
(a) Broadwood Path insurance costs – currently £520 p.a. in addition to CTC’s Public Liability insurance. RH believes that replacement costs need to be covered because of how the bridge was funded – this to go to next Finance Committee meeting when BI will provide details of grant arrangements.
(b) Training for Councillors on Code of Conduct – after some discussion over possible dates for Councillors who have not already undertaken training it was decided that RH would inform NCDC that prior commitments (to attend arranged meetings) would mean Councillors were unavailable for the proposed dates.
(c) Report from meeting held with NCDC (23rd Oct) – JP gave a report - (i) What might happen when Unitary status arrives – what resources and maintenance opportunities might be available to CTC? (ii) Managing the budget and setting the precept using the new software. JP thanked BI & RH for their work implementing the new system. He felt that the meeting had been “very positive”. He also suggested that PC (as Chair of Amenities Committee) join the group for future discussions. PC proposed, sec by RR, a.i.f.
9 – Approval of payments – As available from Town Clerk (with amendments (i) Cheque 103356 £610.65) & (ii) Cheque 103357 for Inland Revenue £281.19). Proposed by RR, sec by BI, a.i.f.
10 – Resolutions/Recommendations from Councillors – None
11 – Correspondence –
(a) Request from J Harman for copy letters – (i) re the instruction from CTC to Beachcroft to pursue costs re the Truro case and (ii) re Allianz confirming that it was not a case for defamation. RH feels that C. Dye (of Beachcroft) will refuse the release of documents until this matter is fully resolved because Mr Dye has previously refused a request from E. McCormick for similar information.
(b) From Liam Cole re a request for facilities with regard to a possible formation of a local rugby team.
RR offered to meet with Mr Cole and discuss existing arrangements and RH to write.
(c) Eleven letters from residents in respect of Planning Application 2007/1795 (Greenhills/Penmelen). Each letter objected to the possible development. RH to reply reiterating the decision taken by CTC previously to object after considering residents comments.
(d) From Scouts – thanking CTC for grant of £300 towards their heating costs.
(e) From D. Norrish, N. Norrish & P. Stevens asking for removal of granite boulders at Helstone. RH reminded Council of the previous determination which was made in consultation with the Secretary of State which bans parking on the green. BI proposed, sec by RR, that RH write conveying the Sec of State’s decision, 6 in favour, 1 abst (PC).
12 – Planning Applications – None
13 – Planning Approvals – 2007/01636 – The Old Post Office, Helstone.
14 – Planning Refusals – None
15 – Planning Applications withdrawn – None
16 – Committee reports –
(a) Amenities Comm – RH instructed members that committees should agree their minutes prior to giving a report to allow full Council to immediately discuss and ratify, if necessary, any issues arising. PL prop, PC sec the committee minutes, a.i.f. (i) Handicapped access – to be left on the table. (ii) Salt Bin – to contact Highways. (iii) Cycle paths – uncertainty over routes etc. (iv) Strimmer course for J. Gilbert - £95 agreed following proposal by PC, sec by BI, a.i.f. (v) Seat at Lloyds – AS felt as Lloyds had brought about the need for re-siting of the seat then they should be asked for help in resolving this issue. AS prop, sec by PC that RH write to Lloyds, a.i.f. Repositioning the old seat at the bus-stop at Clease needs approval of NCDC and this is to be sought. Prop by PC, sec by RR, all in favour. PC asked that the Assets Register be made available for the next Amenities Comm meeting.
(b) Finance Comm – Acceptance of minutes of 30/10/07 prop by RR, sec by BI, a.i.f. JP gave a report as follows (i) ‘In-house grass-cutting – agreed revised maintenance budget suggested by Amenities. (ii) Signpost at Trefrew Road/ Broadwood Path – PC reported that members of NCDC had discussed paying for the signpost. RH to write to Dist. Cllr. B Ellison for clarification. (iii) BI gave a report on the accounts, use of the new computer system and the format of documents provided to Councillors in anticipation of setting the precept and virement (transfer between budget accounts) of funds due to unforeseen expenditure this year. DE asked if the current years budget had been set and kept low by using funds from Reserves, RH and BI confirmed that the last budget was intentionally set to utilise funds from Reserves. Projected figures for income and expenditure must be agreed by full Council prior to publication but an increase in the precept of approximately 60p per week per household is envisaged. BI will write a report ready for the next Finance Comm meeting.
(c) Car Park Committee – Minutes of the meeting held on 31/10/07 were proposed for acceptance by PL, sec by JP, a.i.f. PL thanked BI for his work on the figures. (i) Refunds for season-ticket holders – approx £1000 to be repaid. PL prop, sec BI, 6 in favour, PC abst. (ii) Coach park marking arrows and new notices to be paid from this year’s budget, prop by PL sec by BI, 6 in favour, PC abst. (iii) Review of use of Churchfield car park – monitoring exercise to be undertaken before Christmas, method to be discussed at next Car Park Comm meeting. Prop by PL, sec by AS, a.i.f.
17 – Reports from outside bodies –
(a) Town Forum – In the absence of MB, RH read a report (available from Clerk’s office).
(b) CDCDT – The last meeting was cancelled therefore AS could not report.
(c) Youth Club – no report
(d) HERS – awaiting finalisation
(e) Mayor’s report – In BL’s absence RH read a report (available from Clerk’s office).
(f) JP then reported on his informal meeting with Police officers re the problem of vandalism at the park and at the new bridge. The local Police sergeant is to be invited to meet with Council to discuss how policing can be improved to reduce/remove the incidence of vandalism. JP then went on to recommend that the dealings of Council be better conveyed to the public. It was agreed, following a proposal by BI, sec by RR, that JP will provide, collect and collate appropriate information, also to be made available in ‘electronic’ format, which full Council can approve prior to publication on the CTC website and elsewhere, all in favour. Youth Council – JP stated that 5 young people had expressed an interest, would hold their own meetings and report to CTC during Public Participation session. RH to write to T. Kloska at Sir James Smith School to relate the Council decision.
(g) AS asked that the Clerk contact NCDC to report on the amount of rubbish and litter that was left around the town after the bin lorry had been. RH will write.
(h) Clerk’s report – Light attached to CCTV is out of action again and the contractor is to be advised. RH will also write to CDCDT with a request that Chairmen of CTC sub-committees be provided with keys.
18 – Newsletters & Circulars –
(i) Hevva – Dance & music group.
(ii) First Aid courses with St John Ambulance.
19- Items for 20th November meeting – (i) From BI – Medical Centre (ii) From BI – Town Plan
(iii) From PC – 6th Form Closure at Sir James Smith
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