Notes taken at CTC meeting held on 7th June 2007. Notes taken by Clare Ireland & Eddie McCormick
Present: Mayor B. Lush (BL), Dep. Mayor J. Pearce (JP), D. Elliott (DE), P. Clark (PC), P. Lessels (PL), R. Rotchell (RR), A. Shaw (AS), B. Ireland (BI), M. Baber (MB)
Minutes taken by: B. Jordan (BJ)
Public Participation – None
1 – Apologies – S. Morris (work) & A. Hearnden (ill).
2 – Declarations of Interest – BL (pers) 9h; BI (pers) 9b, (prej) 7d; MB (pers) 9b.
3 (a) – Minutes of meeting held 22/05/07 – BJ had agreed (at Item 3(7) re Item 14c(i)) to remove ‘organised’ and insert ‘proposed’. BI asked that ‘BL left the room and JP took the chair’ be inserted. Also from BI, that with regard the ‘River Clean-up’ the Item should read ‘5th May’.
Subject to the amendments being made BI proposed that the minutes be accepted, seconded by MB with 8 in favour and 1 abst (DE).
3 (b) – Minutes of meeting held 29/05/07 – Acceptance - BI prop, PC sec, all in favour.
4 – Items carried forward –
a) Traffic Monitoring – still awaiting reply from R. Constance. BI asked if this matter had been followed up to which BJ replied “Yes”.
b) Footway & Streetlights – still awaiting reply from P. Allen.
c) Inventory of Council properties – this item is being dealt with by the Finance sub-committee.
d) Enfield Park entrance – this item is being dealt with by the Amenities sub-committee.
e) Roughtor Road – Retrospective planning approval is being sought by the property owner.
f) Seat outside Lloyds Bank – still waiting for reply – this item to be carried forward.
g) From Cllr. Ireland – “That, in future, meetings be recorded, and that any person present may also record the meeting.” Seconded by PC at the meeting of 22/05/07. – BI explained that he was concerned that the Clerk didn’t have sufficient time to take full minutes and also contribute to the meetings such as when answering questions or giving details. He added that anyone who had read the Camelford and Delabole Post would realise the importance of getting minutes right. PC suggested that individuals make their own recordings to allow them to confirm proceedings – he commented that problems had been experienced while part of the previous Council over disputed minutes and that this course of action would eliminate that type of dispute. AS stated that he was unhappy about meetings being recorded because there were occasions when things are said in the heat of the moment or when comments are made which later require clarification – he didn’t want Councillors to be recorded in the tiniest detail which could later come back to haunt them. DE requested that the Clerk contact the legal dept. of NCDC to clarify the legal position relative to the recording, by means of audio, of the meetings. He then proposed that recording of meetings be deferred until this information was received from NCDC, seconded by AS with 7 in favour and BI & PC against. On the advice of the Clerk this item then went to a ‘Substantive Motion’ proposed by DE, sec by AS, 7 in favour, BI & PC against.
h) From Cllr. Ireland – “That Standing Order No. 33, which states that a member shall stand while speaking, shall be deleted.” Seconded by PC at the meeting of 22/05/07. – BI explained that just because a member was seated did not infer any disrespect to the Chair or other Councillors. BL stated that in the past members had been asked to stand because certain members had proven unruly and were conducting discussions other than through the Chair. AS agreed with BL and added that part of the reason to require that members stand was so that the speaker could be heard without interruption. JP commented that remaining seated and speaking through the Chair was the accepted norm in modern meeting, this observation was agreed by RR who supported the proposal. The vote was 7 in favour of the proposal, 1 against (AS) and 1 abst (BL).
i) From Cllr. Ireland – To add “No contract shall be signed under hand or under seal without first having been seen and approved by the finance committee and the full council.” Seconded by PL at the meeting of 29/05/07. – DE suggested that the proposal be amended to read “shall be considered” rather than seen. PC reminded the meeting of the financial requirements incumbent on councillors which state that they must be seen before approval. BI’s proposal, sec by PL, 8 in favour and 1 abst (AS).
j) From Cllr. Morris (due to Cllr. Morris’ absence this item was taken up by PC) – To amend Standing Order No. 17 to read after the words “giving notice in writing” to add “including e-mail”. Seconded by PL at the meeting of 29/05/07. – It was agreed that the forthcoming implementation of the Town Council’s ‘.gov.uk’ web presence and the establishment of individual e-mail accounts for Councillors would mean that e-mail contact with the Clerk would be permitted and a system established which would generate an automatic reply to Councillors. This would enable resolutions etc. to be acknowledged as received and minimise the delay in having those resolutions shown on agenda. The proposal was amended to read, “Resolution(s) to be sent by e-mail, with an electronic reply which will act as a receipt.” Prop by PC, sec by BI, 7 in favour, 2 abst.
k) Review of the Public Complaints procedure – PC wanted changes to reflect the EU Human Rights legislation. DE stated that if a complaint related to a personnel matter there was strict legislation already in place. BI asked that the matter be put before the Employment sub-committee, seconded by AS, and a vote was taken – all in favour.
5 – Answers to Public Participation at meeting of 22/05/07 –
(1) re Mrs. A McCormick’s request that Councillors provide e-mail addresses on the Council website. This item also relates to Item 4(j) above. When Councillors are provided with a dedicated e-mail address for council business this will be shown on the website. Proposed by BL, seconded, 8 in favour, 1 against. (PC)
(2) re letter from Mr Huw Huntley regarding regional bus services. BL recommended that a letter be sent to local MP Dan Rogerson in support of Mr. Huntley’s concerns. This was prop by PC, sec by MB, all in favour.
6 – To answer questions from Councillors – None.
7 – Items requiring a decision
a) From RE:SOURCE (which provides refurbished furniture, white goods etc. to the needy) – they requested that their details be posted in the Council’s Newsletter and on the website. PC proposed that this go to Publicity sub-committee, sec by BI, all in favour.
b) From Dan Rogerson MP – a questionnaire re new Unitary Authority application – BJ apologised for not having forwarded copies to members. It was proposed by MB, sec by DE that BL complete the questionnaire on behalf of Council – 8 in favour, 1 abst (BL).
c) Approval of 2006/7 audited accounts – BL proposed that this be deferred until 19/06/07, sec by BI, all in favour.
d) Broadwood Bridge project – BI left the room – BL gave a brief background to the project and proposed that CTC continue support. This will entail a grant of £2000 so that NCDC Regeneration scheme can be approached for the remaining £8000. BL prop, MB sec, all in favour. AS proposed going with the suggestion/ recommendation of the clerk (Contingency Fund), seconded by BL, all in favour.
e) Cornwall County Playing Fields – request for donation – following past Council practice, as this was not a capital project BL prop refusal, sec by AS, all in favour.
f) Charge for use of CDCDT office – this item is to be dealt with by Finance Committee.
g) Bodmin & District Hospital – request for sponsorship – it was decided that BJ would write stating that CTC were willing to help but only for specific item(s) not unspecified donation. Proposed by MB, seconded PL, all in favour.
8 – Items for Information – Poltair Homes proposals for Victoria Road (incorrectly shown as Trefrew Road in documentation). Item deferred for AS to look at plans, proposed by DE, seconded by JP, all in favour.
9 – Approval of Payments –NCDC service charge exceeded budget by £142.48. PL proposed viring that amount from the contingency fund, seconded RR, 8 in favour, PC against. AS proposed that the contingency fund became un-earmarked, seconded RR, all in favour. Payments accepted for payment by RR, sec by AS, 8 in favour, 1 abst.
10 – Resolutions or recommendations from Councillors – None.
11 – Correspondence –
(i) Fore Street will be closed on Sunday 24/06/07 while street lights are installed.
(ii) Training session at NCDC offices in College Road at 7pm on 27/07/07 re new Code of Conduct.
12 – Planning applications – None.
13 – Planning approvals – None.
14 – Planning refusals – None.
15 – Application withdrawals – 2 Chapel St., Mr & Mrs Bishop
16 – Committee Reports – None.
17 – Reports from outside bodies –
a) Camelford Town Forum – None.
b) CDCDT – AS has a meeting next Wednesday.
c) Youth Club – None.
d) HERS project – BJ has some booklets available in the office, there is to be a new ‘town trail’. Leaflets to be issued and others available for purchase. A celebration is to be (hopefully) arranged which will take place in the period between August & October.
e) Mayor’s report – BL thanked all members for their support since he took office. He stated that adverse comments had been received following the publication of his statement in the Guardian but he reiterated the council’s policy of prosecuting for acts of vandalism. He continued by saying that he had attended the CALC meeting to discuss the Unitary bid and a ‘brief’ will follow from one of the speakers there. It seems that it is Gov’t policy, they have said that there is no choice and the current system must change. There was disappointment at the lack of coordination – it seems that distribution of the County Council’s information brochure has been to 50% of anticipated homes. At this point AS interjected to remind members (and the public) that the NCDC leaflet provides the opportunity to comment, favourably or otherwise, and he urged as many as possible to do so. BJ gave an update re the vandalism in the park – he said that PCSO Sam Smith had been very concerned and a visit to Sir James Smith school had taken place. The video of the culprits had been very revealing and the school were taking the matter very seriously. AS proposed that if the police don’t prosecute then CTC should. The cost of installing infra-red lamps in the locality would be investigated.
f) Other reports – from BI who said he had attended the Camelford Hall management committee meeting where they had agreed to increase the cost of hire by £1 (to trustees) and £1.50 to others.
g) Parks for People – AS stated that lots of responses had been received with ‘lots booked for Saturday’ (23rd June). An open-air church service is also arranged for 17th.
18 – Newsletters & Circulars – Signpost Newsletter – available from the Clerk’s office.
19 – Items for 19th June meeting – Traffic diversion for Fireworks Night.
------------------------ End of notes ---------------------------------------