NOTES ON THE MEETING OF CAMELFORD TOWN COUNCIL

20 March 2007

In attendance: Mayor J. Finch (JF), Dep. Mayor B. Grills (BG), B. Lush, B. Ireland, P. Clark, D. Pierce (DP), A. Shaw (AS), M. Williams (MW), L.Crockford (LC), S. Elford (SE), J. Bass (JB).

Minutes taken by B. Jordan (BJ) (Town Clerk)

Police Community Support Officer (PCSO) Sam Smith was welcomed by the Mayor and said that she was a high visibility person who walks around the town.  She is actively involved with the townspeople and part of her role is building bridges with other community groups (youth, business etc).  Sam covers Camelford and Davistow, her colleague Terry will cover Tintagel and Boscastle when he finishes training this week.  She said she is enjoying her job very much.  She was asked questions on her role and said she may be trained to take on a traffic role.  She was asked to comment on the heavy traffic coming through the town and said that the police, but not her, had the authority to stop them but that eventually Cornwall County Council would take over traffic control duties.  She said that if traffic is a local priority she will try to deal with it.  P Clark said he had seen boys throw the remaining logs into the river.  They (the logs) were quite large.

The Mayor thanked Sam for coming to the meeting and went straight on to apologies. – However she was interrupted -

C Ireland asked “Wasn’t there going to be Public Participation”.  The Mayor replied that she had received no letters.  C Ireland said that it says on the agenda ‘Questions or queries regarding Council business from members of the public.’  It said nothing about letters. Was this another mistake by the Clerk.  The Clerk agreed that it was a mistake.  The Mayor asked if Mrs Ireland wished to take advantage of this time to insult members of the Council.  Mrs Ireland said no, she just wanted time to be allotted to have public participation.

1.    Apologies – none.

2.    Receive declarations of interest : 

1. Items on this agenda -S Elford, B Ireland, M Williams, A Shaw, J Finch, prejudicial, item 7b.a. (Forum members) B Ireland, personal, 7c and d (wife secretary of CAR), M Williams, B Lush, prejudicial, 7k (Youth Club committee).
2. Gifts in excess of £25 – none.

3.    Minutes – to receive and approve the minutes of the last meeting, 1 March 2007 – B Lush asked about item 7b, camera for the car park.  Deferred to the next meeting, was it on the sheet for today.  J Finch said it would come up in Item 17, Exempt Information - staffing matters, (17.1).  B Ireland, item 15 – Cllr Ireland recalled that when it was discussed at the last meeting M Williams proposed he made amendments to the ‘Crier’ Newsletter.  The Mayor had objected to it (the amendment) and her objection was passed, yet it has still been changed. Cllr Ireland said, “Madam Mayor, you insisted there should be no amendments to page 2 and that was passed on a vote.  S Elford said it was she who had requested that no amendment to the ‘Crier’ take place. J Finch said she did not have a copy.  M Williams had said he would amend his article in the Newsletter before publication and (but) the Mayor said she did not want it to happen.  The Mayor disagreed, and M Williams said he had altered it as agreed.  Also on Item 17, B Ireland continued, should be amended that it was agreed that a contract should be drawn up within two days.  It was not recorded anywhere.  It is not secret.  We decided to defer buying a camera.  B Jordan said he would like to thank B Ireland who used his business knowledge to help with the contract of employment.  B Ireland asked if all members could have a copy of the final contract.  B Jordan said “Yes”.  A. Shaw proposed acceptance of the minutes, seconded M Williams, 8 in favour, 3 abstentions.

4.    ITEMS CARRIED FORWARD FROM LAST MEETING

1. Traffic monitoring – waiting for a reply.
2. Footway and street lights – Delavue Terrace on the B3266.  Rob Constance had written saying he had some information on road widths, though he has no funding for this.  It will rest with Janey Comber.  B Lush said when the ‘big school’ came out there were 8 youngsters walking with their backs to the traffic.  He had had to pull up as they did not have a clue that he was there.  The temporary barrier had been pulled down.  J Finch said it should be monitored and Council should keep pushing.
3. Seat in Victoria Road – should be here by the end of the week and D Pierce commented that a cost of less than £300 would be incurred and that he would like to put some money towards it.
4. Assets Register – The current register could not be found but the Mayor said that it had been a “fun morning” in the loft going over the old papers and documents, but no Assets Register.  All the paperwork brought down has to be checked by NCDC.  B Lush asked what the decision was about the Assets Register.  BL said, “A proper inventory is needed, showing values and serial numbers.  Even down to the kettle.  We (CTC) need a full inventory.  If something gets stolen the insurance company needs all the details”.  The Clerk said that everyone had a copy of what is required for the Assets Register.  The values in the last column of his hand-out to Councillors were as close as he could get.  A revaluation was needed for everything and that needs to be done by an expert. The Mayor said that although the list provided by the Clerk was not specific, i.e. there is no detail, the list is adequate for the purpose. B Ireland said that was not the problem – if someone took a fancy to anything there is no record of the serial number.  The Mayor said that there is an empty Assets Register there which has never been filled in.  What the Clerk is saying is what is required in the Assets Register.  B Ireland said that it was still not specific – it did not even mention that we have two computers.  Why don’t we say assets, end of story?  There is no detail there at all.  I sent a letter to the Clerk requesting that items be put on this evening’s agenda.  He has not put these items on the agenda.  I want to know why they are not on the agenda.  The Clerk said he had replied to B Ireland saying it was on the agenda.  He suggested Council employ someone else to help him.  There is an assets register.  B Ireland said he had asked for some 10 – 12 items on the agenda, but only two were put on.  M Williams said that there is a difference between an Assets Register and an inventory and he thought both should be done.  Depreciation should be included and it should show everything Council owns.  In some places they number the chairs.  He understood that it would take a long time, but it would have to be done.  The Clerk said he had produced an Assets Register.  B Lush said that Council owns a great number of chairs in the hall and there are little plaques on the back saying they belong to the Town Council.  B Grills said they were given by the Indian King to the hall committee.  B Lush corrected her, saying they were bought by Council for the Indian King on the basis that they would be given back to the hall if the Indian King closed.  A Shaw asked about the value of the machinery.  The Clerk said it had not been there when he started working for the Council.  B Grills said it was a ride-on mower that had been gotten rid of.   Regarding Enfield Park – the Clerk said that was the last value that had appeared on the audit.  A Shaw said it needed a few more bits and pieces added to it.  Was our District Auditor qualified to give replacement figures?  B Ireland said you could go to someone who was there to construct inventories.  J Finch said Council needed a final valuation on everything.  The inventory Council members will have to do themselves.  D Pierce said a valuer would ask for a percentage.  The insurance company should come up with a figure.  J Finch said they had the replacement or insurance figures.  Could Council allow the Clerk to enter them into the Assets Register and then leave it until after the elections when an inventory could be made.  Proposed J Finch, seconded B Lush 9 in favour, 2 abstentions.
5. Council minutes in the Library – the Clerk reported that he had gone into the Library and some of the minutes were (had gone) missing.  It has been updated to the meeting before last.  It now needs another book.  A Shaw asked if the Library staff should be asked to sign that you had put the notes there.  The Mayor said she had been told that things go missing.  B Lush said he had been told that the newspapers were no longer kept downstairs because they go missing.  P Clark asked if they were to be draft or signed minutes.  He was told that they would be signed version by the Mayor.  B Ireland said that in that case we need to do something about them.  The ones I have are not the same ones that are on the website or in the Library. He continued by saying with regard to the last minutes that Cllr Bass, for instance, it is now in the minutes as though it was always in the minutes.  He stated that “We (CTC) either amend them in the proper manner which is to have amendments approved for the next meeting.  It is not the first time this has happened.  That was £60 or £100 for the car park penalties.  The minutes from the previous meeting are different from the ones I (B Ireland) have and different from the ones you have put out.  You amend them by recording the fact that there is a difference in the minutes.  The original minutes have been altered.   If this continues I am going to insist that you send me a copy of the signed minutes.  D Pierce said that this discussion was petty.   B Ireland said that he (DP) may find it petty but that procedures should be adhered to.  J Finch said could she just get this straight – what do your minutes say?  (In this instance it was that Cllr Bass was absent)  J Finch continued ‘you want the Clerk to re-write the minutes?’  B Ireland said that changes to the minutes had been asked for and he did not expect the Clerk to alter them, but to report, on the next set of minutes, that the agreed changes had been made.  That was normal practise.   He did not think Cllr Pierce appreciated the importance of the accuracy of the minutes.
6. Off Street Parking Places Order – the Clerk had talked to David Hooper (NCDC Legal Department) and he had informed the Clerk that he had talked to B Ireland and would not make any comment until he had seen all the documents.  So the Clerk has copied all the documents and sent it all to David Hooper and is now awaiting a reply.

5.    Answers to Public Participation, 1 March 2007 meeting – none.

6.    To answer questions or observations from councillors of which notice has been given – none.

7.    ITEMS REQUIRING A DECISION

1. Camelford HERS Scheme – to approve the final instalment of £1500.  There had been a letter from Tim Yeomans who, when the Clerk spoke to him, said it could come out of next year’s budget.  The Clerk stated, “There is enough in reserves”.  A Shaw proposed that this be cleared for payment out of reserves before the election, seconded D Pierce, 10 in favour, B Lush abstained.
2. Letter from Camelford Forum Fireworks Committee re Display and Parade on 1 December 2007.

                                          i.    Is the Council prepared to insure the event as in past years.

                                        ii.    Is the Council willing to permit invoices with a VAT content to be sent to and settled by Camelford Town Council, which will be immediately reimbursed by Camelford Forum less the VAT – the Clerk said he had received a letter from Bob Ireland and then some from Cllr Bob Ireland.  He had the Forum minutes and the Forum had not discussed this.  The Fireworks Committee is a committee of the Forum.  The Clerk said there was plenty of time, this should have come to him before.  B Lush said that the confusion arises because B Ireland is vice chairman of the Forum.  The Clerk said normally this would come from the Forum.  The costings for the other two items should have been given.  If the Council were to agree this without prices it would not know what is to be spent.  B Lush suggested that the Clerk email Jonathan Holt and ask for it to be put on the agenda for Wednesday’s meeting.  B Grills said that may be the best way forward.  P Clark asked if they could not vote on Items (a) and (b).  The Clerk said insurance was for the parade only and that the St John Ambulance and the Police had not been happy with the candles and it would help the insurance if there were no candles.  B Grills said all that information should come before Council from the Forum.  As far as she was aware the Council has supported the fireworks display to make them enjoyable and she hoped this Council would continue to do that.  The Clerk said he thought item (a) needed to go back before the Forum to change the words to ‘insure the parade’.  P Clark proposed that item (a) be accepted with the amendment to be more specific ie take out event and put parade, seconded B Lush, 5 in favour.   D Pierce said all this should have come through the chair of the Forum.  Item b, the VAT content with the invoiced amount to be reimbursed, acceptance proposed by P Clark, seconded by D Pierce, all in favour.  The other two items in the letter, costs to be asked for.  B Grills said it needed to come back through the Forum.

3. Letter from CAR re letter box at the Council offices – the Clerk said that the Council does not have a letter box.  The post is put in the foyer and picked up by the first person who finds it.  The box is checked regularly.  It is not the Council office, but the NCDC offices.  B Ireland asked if the accountants had a letter box.  The Clerk said it says NCDC and Barkers, there is no separate letter box for the Town Council.
4. Letter from CAR re free parking in Churchfield Car Park – (B Ireland said he should have declared a personal interest on both these items and asked could the Clerk please record it.)  J Finch said that having free parking would not make a jot of difference.  She said the Co-op is suffering and what is stopping people coming in is the one-way system.  B Grills added that there was a lack of signage on the diversion – it did not say town centre.  The Mayor said that last year it had said that Camelford was open for business – the biggest thing was the one-way system.  L Crockford asked if it was too late to have a set of traffic lights for people who live in the town.  The Clerk said that Mill Lane should be open on Friday (23 March).  A Shaw said that the previous evening several vehicles had been coming down Chapel Street.  Some were hire cars.  The Clerk said that during the Easter break there would be an embargo on the works, but they were not going to take away the one-way system.   The Mayor suggested there should be a strong letter about this and said she did not think free parking would make any difference.  Every business says the one-way system is killing business.  A Shaw proposed that parking charges should be left as they are, seconded D Pierce, 8 in favour, B Lush, B Ireland, P Clark against.
5. KVN Stockdale Camelford Football Club premises at Tregoodwell Lane – letter received saying that the Football Club had left the property and had no further liability and asking if Council was interested in using the premises on a short term lease.  No vote.
6. Fix date for Civic Service – B Lush asked if this was Council electioneering.  The Mayor said it was for the new Mayor.  B Lush proposed it be left on the table, seconded B Ireland, 9 in favour, J Finch against, 1 abstention.
7. Camelford-tc.gov.uk, website training.  The Clerk said this was another one from Cllr Ireland.  The Clerk said that although he thought it should be a Council decision they would have no say in the style (which is determined by the website providers).  B Ireland said Council could do with a portable computer at meetings to demonstrate the site and its progress to the Council.  He also said that a group should be formed to agree the detail and show it.  A Shaw said ‘why not say it is OK?’  B Ireland said he had always put his work up for criticism.  The Clerk said that training would be done at College Road.  2.30 – 5.30 had been suggested with a maximum of 5 people.  2/3 days notice of dates needed to be given.  4 and 11 April were suggested.  Cllrs Shaw, Williams, Pierce, Finch and the clerk to attend the first session.  No vote.
8. Shelter request for a grant towards the Cornwall HAC – Housing Aid Centre.  A Shaw proposed it be left on the table, seconded B Lush, all in favour.
9. From Cllr Clark who asked – should the Mayor be allowed to use public participation to read out letters from people.  P Clark said he did not understand what was happening when the Mayor read out letters in public participation.  He thought it was for people to talk to us.  The only reason for a letter is to give advanced notice and it was for the people to speak.  The Mayor said she had never stopped a member of the public reading a letter out.  As long as Council knows what the letter is going to be about and as long as they stick to it.    P Clark said he had not understood that Mrs Ireland had asked the Mayor to read her letter out.  B Lush said he understood that the Mayor had read out a letter from her husband.  The Mayor said “No, the deputy mayor had read it out”.  B Lush said he felt that she should have declared a prejudicial interest.  J Finch said ‘I quite agree, Councillor Lush’.  P Clark proposed that if people are present, if it is to be public participation, they should read their letters out, otherwise it should be correspondence.  The Mayor said that sometimes people are not here.  P Clark said that is what he understood to be the difference.  B Ireland said that if it is questions they should be in public participation.  At this meeting there had been two letters from CAR.  The Mayor said they were items requiring a decision.  A Shaw said if a person had written a letter with a query or question but does not feel able to or wish to speak in public, then there is nothing to stop a member of the Council reading it out for them.    B Ireland said they should be given the choice.  B Lush said that in his experience if someone says something in public participation they talk – if they write a letter it goes into correspondence.  A Shaw said that when they had been discussing the ambulance service someone had declined to speak and another member took over.  B Lush said that we do not want to make a habit of it.  D Pierce said letters are presented at least three days before the meeting.  The Clerk said that if it comes in before the agenda is done it becomes correspondence.  He added that public participation should be about items on the agenda.  P Clark said the Mayor had read out a letter in respect of items on the agenda.  The Clerk said “You do what you want”.  A Shaw proposed that if people are present  they read out their own letters if they wish, seconded B Ireland 7 in favour, J Finch, M Williams, A Shaw and ???????? 
10. SEC Lighting services, maintenance of public lighting – lighting in the car park.  5% increase from £126 – £132 per annum.  Call out charge £16.42 plus VAT plus materials, though this has never been done.  Acceptance proposed B Lush, seconded B Ireland, all in favour.
11. Youth Club – request for donation of 10% towards the cost of the new youth club extension, accounts supplied.  £400.  B Ireland said he assumed the money was available – he asked, if agreed, would it come from  Section 137.  B Grills said there was only £360 in Section 137.  B Ireland asked if money could be moved and could that be proposed.  The Clerk said £40 could be moved from the ‘Contingencies’ budget.  The Mayor asked if they could do that to which the Clerk replied that it would be allowable.  B Grills proposed that £40 be moved from Contingencies to Section 137, seconded S Elford, 8 in favour, D Pierce against.  B Ireland said that under the new financial regulations this has to be a grant and we (CTC) also have to follow up, it has to be conditional.  A Shaw proposed that for the benefit of the youth of the community, under Section 137, Council make a grant of £400 towards the extension of the youth club and Council will inspect when it is finished.  Proposed S Elford, seconded B Ireland, all in favour.
12. Damage to walls in Churchfield Car Park behind the recycle bins – the Clerk said he had taken photographs and it is going to cost some money.  Quotations were needed.  The Mayor said the Clerk should get three quotes.  Proposed B Grills, seconded A Shaw, all in favour.

8.    ITEMS FOR INFORMATION

1. NCDC medium term financial plans 2007/8 and future years – available in the office.
2. CCC notice of road closure, B3266 between Brinky Well Road and Mount Charles, Washaway, Bodmin, 2 April for four weeks.
3. Tony Mogford Associates, quarterly playground inspection, no action needed.
4. NCDC dog control orders – the Clerk said this covered the park area.  B Lush asked if they had replaced the bin at the top of the High Street yet.  Reply was no.  P Clark asked what difference there was.  Reply was none.
5. Can the Mayor inform us what is the correct procedure for this month’s public participation as it can change so often?– P Clark said that was asked for because the wording was changed, and it will go back.
6. Field access Roughtor Road, - letter from Paul Pocket saying Roughtor Road is not a classified highway.  It was pointed out that this was partly a one way road so clarification of ‘adoption’ and designation needs to be sought – Clerk to check.

9.    FINANCE

1. Cheques for payment – P Clark pointed out that the total column did not add up.  The Clerk said ‘blame the computer if it doesn’t add up’.  On checking it was because of cheque 103225, value £124.5.  Should have been £124.50.

Payment proposed, including the three additional cheques 103227, 8 and 9, bringing the total to £1960.05 including VAT,  by D Pierce, seconded A Shaw, 10 in favour, B Lush abstained.

10. RESOLUTIONS OR RECOMMENDATIONS FROM COUNCILLORS

1. Cllr Ireland, Newsletter (Camelford Crier) – that the 3 month trial period agreed in September 2006 be extended to end of April – proposed by B Ireland who said he was just trying to formalise it, seconded A Shaw, all in favour.
2. Cllr Ireland – that the ability to express personal opinions as opposed to opinions of the Council in the Council’s ‘Camelford Crier’ Newsletter be extended to all members of the Council.  To illustrate this B Ireland said that issue 6 had an article which stated ‘what follows is a personal opinion’ by M Williams.  The Mayor said it was based on actual information she had received from Beachcroft (Solicitors).  B Ireland asked if he put up something which is a personal opinion would it be published.  He added that the changes from the original had not been specified.  B Lush said he thought the idea was to put the views of the Council, but perhaps he was under a misapprehension.  M Williams said he had been warned not to put it in as it was.  All members of the Council had had a copy of that fact.  It was approved, so that was it.  P Clark said that it was not approved because it was changed.  M Williams said the changes made were made with Council approval.  P Clark said he did not remember that Council voted on it ‘being based on personal opinion’.  M Williams said, ‘Yes, I said that’.    (From CAR notes of 1 March meeting : “J Finch said that that was what the judgment said.  M Williams said he would amend it, but J Finch said ‘it will stay’.  Proposed J Finch, seconded A Shaw, 7 in favour, P Clark and B Ireland against.“ )

11. CORRESPONDENCE

1. Blisland Parish Council, A30 dualing. 
2. Letter from Lance Kennedy, Mayor of Bodmin, copy of his letter to Chief Constable.
3. Letter from Mary Pearce (not on agenda).  The Clerk said it would be too late at the next meeting, therefore he had put it on this agenda.  B Lush suggested a letter of thanks be sent to Mary Pearce for all her work.  M Williams said that another volunteer was needed.  B Lush asked if the maintenance man did not do this.  The Clerk asked if this could be left until later. 

12. PLANNING APPLICATION

1. 2007/00335 – A Shaw said that although he did not like it there was no objection, seconded B Grills, all in favour.
2. 2007/00375 – B Lush said that the plastics were hideous, but NCDC will approve it for a private property if in a conservation area.  A Shaw proposed Council object, B Grills said it was detrimental to the environment. M Williams said it was for rent and therefore a commercial property.  A Shaw proposed objection, seconded ????, 9 in favour, B Ireland, P Clark abstained.
3. 2007/00380 – A Shaw proposed no objection, seconded B Grills, all in favour.

PLANNING APPROVAL NOTICES – none

WITHDRAWN –

a.    2007/00002, Park Lane Motors, Valley Truckle

13. COMMITTEE REPORTS – None

14. REPORTS

1. Camelford Town Forum – meeting tomorrow (Weds 21 March)
2. CDCDT – A Shaw said the meeting had been inquorate, but they were wanting funds.  Looking for sites, but most too expensive.
3. Youth Club – B Lush said the new extension is already being well used and that club numbers are up, painting is still required.
4. HERS - the Clerk attended a meeting last Wednesday.  Hoping to finish work in town on 18 May.  There will be an official opening with all the funders.  A design guide is being prepared for any future work in the town.
5. Mayor’s report – Before the Mayor began B Ireland said he had an apology to make to the Mayor, -  when she had said that his delivery of his speech had been robust and insensitive, the word insensitive had been in the judgment from the Standards Board – he had been looking in the wrong part.  However, the actual wording was ‘perhaps insensitive’ but that did not alter his apology.  The Mayor thanked him very much.  The Mayor said not a lot had happened.  On 1 March she had been to a Civic Dinner.  J Comber had reported on Bowithick Tip, and from 1 April it would be open on Friday, Saturday, Sunday and Monday.  Summer hours 9 am – 6 pm, winter hours 9 am – 4 pm.  It had been confirmed for 5 years.  The height of the pavement outside the Spar -  She had talked to Oskar van Winden who said it was the same height as before.  S Elford did not agree, saying it was much higher and that it was dangerous.  B Ireland said the break in the bricks had not been there before.  B Lush said that at least 4 people had fallen over, but they will not report it.  He added that we were waiting for the invalid buses.  P Clark asked how someone with impaired eyesight should deal with it.  The Mayor continued that the blockage in the pipe in the park had been cleared by the Clerk and a new piece of pipe had been donated.  It had been blocked with weed.  B Lush said he had a confession, that he had gone down to the park and rodded the pipes and the flow was then wonderful.  B Ireland said there were two pipes, it was the lower one which needed rodding, and the weed was effect not cause.  The Clerk protested that the stones had been built up, but now it is draining.  B Ireland reiterated that the low pipe needed rodding and is now clear.
6. Other reports from outside bodies –
7. Cllr Ireland, Broadwood Bridge and Path – B Ireland said he was going to have to keep most of the information until the Forum meeting tomorrow, but work was hoping to be started in the middle of April.  It will take about three weeks.  The contractors would like 8 metres or three spaces in the car park which they will fence off and store their equipment.  He was seeking Council’s approval for this.  He was told the coach park could be used, as long as enough room was left for the re-cycling bins. 
8. B Lush reported on the Police Liaison Meeting on 8 March at the Parkhouse Centre, Bude.
9. A Shaw said he had been approached by a member of the community asking what had happened to the seat outside Lloyds Bank.  People need it because they are out of breath through walking up through town.  There was a lot of discussion about the available space and the salt bin, but it is to be put on the next agenda.

15. NEWSLETTERS AND CIRCULARS

1. Sutcliffe Play, Spring 2007 – available from the Clerk

16. ITEMS FOR 5 APRIL MEETING

1. Seat outside Lloyds Bank
2. D Pierce asked when the Easter Fayre was and was told 7 April.  B Lush asked about expenses and the Mayor replied that a budget was not needed, it would not cost Council anything.
3. B Ireland asked about seats – the Clerk said they were being done, most of them have been done, he was unable to find Paul (Solomon).
16. EXEMPT INFORMATION

(a)  Staffing Matters – Cllr Clark – to discuss calling a disciplinary hearing.

(b)  Added from earlier discussion – Staffing matters and camera.

Acceptance proposed A Shaw, seconded B Grills, 10 in favour, P Clark against.

End of notes taken by Clare Ireland and Eddie McCormick

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