Minute Item Action /1 1.1

Transcription

1 CYNGOR TREF Y DRENEWYDD A LLANLLWCHAEARN NEWTOWN AND LLANLLWCHAIARN TOWN COUNCIL MINUTES OF THE ANNUAL MEETING OF THE TOWN COUNCIL on Monday 23 rd May 2016, 6.45 p.m. in the Council Chamber, Town Council Offices, The Cross, Newtown, Powys. Minute Item Action / ELECTION OF MAYOR AND DEPUTY MAYOR FOR MAYOR: To receive nominations, to resolve the election of the Mayor, and the new Mayor to sign Declaration of Acceptance of Office. Council received one nomination for Mayor, Cllr R Edwards. : Town Council elects Cllr Richard Edwards unopposed as Mayor for The new Mayor signed the Declaration of Acceptance of Office of Mayor, and took the Chair DEPUTY MAYOR: To receive nominations, and to resolve the election of the Deputy Mayor. Council received one nomination for Deputy Mayor, Cllr L Woodward Town Council elects Cllr Linda Woodward as Deputy Mayor for ATTENDANCE AND APOLOGIES FOR ABSENCE: To record attendance and apologies for absence. Present: Cllr R Edwards (Mayor / Chair), Cllr J Barker, Cllr T Chandler, Cllr R Clarke, Cllr S Hill, Cllr P Hough, Cllr S Newham, Cllr D Selby, Cllr J Thorp, Cllr R White, Cllr L Woodward. The Mayor welcomed Members of the Council and the press. Apologies for absence approved by Council: None. Other apologies for absence received: Cllr G Bowker, Cllr V Howard, Cllr P Watkins. Other Members not present: Cllr. D Thomas In attendance: E J Humphreys (), S White (Council Support Officer). Minutes Town Council Approved Page 1 of 11

2 3 3 DECLARATIONS OF MEMBERS INTERESTS AND DISPENSATIONS: To receive declarations of interest from Members in accordance with Part III of the Local Government Act 2000, this established the Local Government Code of Conduct for Members. Agenda No Item Councillor Nature of Declaration 12.1 Mayor s Allowance R Edwards Personal & prejudicial interest as the Mayor. 4 4 PUBLIC PARTICIPATION: To receive members of the public who wish to address the Committee, in respect of any item of business included in the agenda. Any member of the public wishing to speak must notify the no later than 15 minutes prior to the start of the meeting. None & & 5.2 MAYORS REPORTS AND ANNOUNCEMENTS RETIRING / INCOMING MAYOR: to receive the retiring / incoming Mayor s report / address and to receive details of Mayor s engagements and announcements. The retiring / incoming Mayor, Cllr R Edwards thanked Members for their support in re-electing him. He reflected on the previous year s work, highlighting: Refurbishment of Robert Owen Gardens Refurbishment of Back Lane Toilets Re-launch of the Community Fund Reconfiguration of Council Staff Successful Keep Wales Tidy project He also thanked councillors and staff for their hard work and is pleased to be leading a strong council and well-functioning team. Work for the coming year will include: The devolution of services The long-awaited bypass construction Heritage trail Arts project Start of the long-term canal project The Mayor s also reported on recent and forthcoming engagements including: The Election Hustings 3 rd May Annual Newtown Carnival 11 th June The Across Wales Walk 6 6 MINUTES OF MEETINGS: To approve and sign as a correct record, the minutes of the Meeting of the Town Council held 25 th April : The minutes of the meeting of the Town Council held on 25 th April 2016 are approved, adopted, and signed as a correct record. Minutes Town Council Approved Page 2 of 11

3 7 7 MATTERS ARISING FOR INFORMATION: To report for information purposes only, matters arising from the minutes of the meeting of the Town Council held on 25 th April (165) Electoral Matters No election has been called for West Ward so the Council should co-opt at the next full meeting and the public notice is to be displayed the following day ( ) Non Councillor Representatives has received and will circulate information from Powys CC relating to non-councillors acting as Council representatives STRATEGY FOR IMPLEMENTING CHANGE VISION AND MISSION STATEMENT: to receive and resolve to approve the Town Council s Vision and Mission Statements which will be the foundation for developing the Town Council s Strategy and Business Plans (paper 8.1). Town Council resolved to approve the Vision and Mission Statements subject to the following revisions: (4.1 Vision Statement) choose not chose to live Correct the grammar - in which people choose to visit (4.2 Mission Statement) The Town Council is singular so correct all references to our its not our citizens its legal powers Using resources efficiently, economically, sustainably and effectively (4.3 Values Statement) its vision & mission Valuing its environment Valuing its staff (4.4 Principles Statement) Councillors and Staff will conduct themselves Being Selfless remove COMMITTEES: to review and resolve an alternative structure for the Committees each to have new Terms of Reference (paper 8.2). The Chair recapped on the context and need for change and invited questions and comments about the proposed structure. Minutes Town Council Approved Page 3 of 11

4 The new council structure is adopted as laid out in paper 8.2b, with the People and Services Committee being renamed Services Committee. There is no set number of members for each committee and no restriction on the number of committees Councillors can join COMMITTEES AND APPEALS PANEL COMMITTEE MEMBERSHIP: to resolve the election of councillors to Committees. Town Council elects to committees as follows: Services Committee Cllr T Chandler Cllr S Hill Cllr. D. Selby Cllr R White Cllr L Woodward Resources Committee Cllr J Barker Cllr R Edwards Cllr P Hough Cllr D Selby Cllr L Woodward Economy & Environment Committee Cllr J Barker Cllr R Clarke Cllr R Edwards Cllr S Hill Cllr P Hough Cllr S Newham Cllr J Thorp Cllr R White Town Council resolves that any absent Members can be nominated and elected to committees at the next meeting of Full Council DISCIPLINARY AND GRIEVANCE APPEALS PANEL: to resolve to establish the Appeals Panel and to resolve the election of members to the Appeals Panel. Town Council establishes a Disciplinary and Grievance Panel and elects the following members to it: Cllr T Chandler, Cllr S Hill, Cllr S Newham, Cllr J Thor, Cllr R White. Minutes Town Council Approved Page 4 of 11

5 OUTSIDE BODIES OUTSIDE BODIES: to resolve to retain/ establish membership (subscription where appropriate) to the following Outside Bodies: Town Council retains retain/ establishes the following membership of Outside Bodies: Schools Governing Bodies a) Hafren Junior School Governing Body b) Ladywell Green Infants School Governing Body c) Maesyrhandir Primary School Governing Body d) Penygloddfa School Governing Body e) St Mary's RC School Governing Body f) Treowen Primary School Governing Body g) Ysgol Daydd Llwydd School Governing Body Other Bodies h) Action for Children Family Centre Committee (Skylark Way) i) Maldwyn Leisure Centre Local Consultative Committee j) Montgomery Canal Partnership k) Montgomery Waterways Restoration Trust ( Friends Subscription) l) Montgomeryshire Police Liaison Committee m) Newtown & District Civic Society n) Newtown Dementia Friendly Community Steering Group o) Newtown Twinning Association p) Newtown Unlimited q) Northside Community Hall Management Committee r) One Voice Wales Area Committee s) One Voice Wales Larger Councils Committee t) Oriel 31 Board of Trustees Management Committee u) Powys Citizens Advice Management Committee (* to be removed as no longer exists) v) Representative Body of Hafren (*former Theatre Hafren) w) Residents Associations Clarify the identity of the individual residents associations and list them separately x) Robert Owen Museum y) Sarah Brisco Trust z) Shrewsbury to Aberystwyth Rail Passengers Association (SARPA) (subscription) aa) Shrewsbury to Aberystwyth Railway Liaison Committee. bb) Treowen Community Hall Association (* was added) OUTSIDE BODIES REPRESENTATIVES: to resolve the election of representatives to the outside bodies. Town Council elects representatives to outside bodies as Minutes Town Council Approved Page 5 of 11

6 follows: Schools Governing Bodies a) Hafren Junior School Governing Body vacant b) Ladywell Green Infants School Governing Body vacant c) Maesyrhandir Primary School Governing Body Cllr S Hill d) Penygloddfa School Governing Body vacant e) St Mary's RC School Governing Body Cllr J Barker f) Treowen Primary School Governing Body Moses Tutesigensi was nominated to stand as a noncouncillor representative. to notify. g) Ysgol Daydd Llwydd School Governing Body Cllr R Clarke Other Bodies h) Action for Children Family Centre Committee (Skylark Way) Cllr P watkins i) Maldwyn Leisure Centre Local Consultative Committee Cllr P Watkins j) Montgomery Canal Partnership Cllr S Newham k) Montgomery Waterways Restoration Trust ( Friends Subscription) Cllr J Thorp l) Montgomeryshire Police Liaison Committee Cllr P Watkins m) Newtown & District Civic Society Cllr R White n) Newtown Dementia Friendly Community Steering Group Cllr L Woodward o) Newtown Twinning Association Cllr R Clarke p) Newtown Unlimited Cllr S Newham q) Northside Community Hall Management Committee Vacant (* clarify whether Cllr V Howard wishes to be elected) r) One Voice Wales Area Committee Cllr R White (* clarify whether Cllr V Howard wishes to be elected) s) One Voice Wales Larger Councils Committee Cllr R Edwards / t) Oriel 31 Board of Trustees Management Committee Cllr S Newham u) Representative Body of Hafren (*former Theatre Hafren) Cllr R White v) Residents Associations Minutes Town Council Approved Page 6 of 11

7 Clarification required as in item 10.1 w) Robert Owen Museum All Councillors x) Sarah Brisco Trust (* Clarification needed regarding number of representatives required) y) Shrewsbury to Aberystwyth Rail Passengers Association (SARPA) (subscription) Cllr R White z) Shrewsbury to Aberystwyth Railway Liaison Committee. Cllr R White aa) Treowen Community Hall Association Cllr R Clarke CORPORATE GOVERNANCE STANDING ORDERS: to resolve to adopt amended model Standing Orders (paper 11.1) Town Council adopted the amended model Standing Orders subject to the following amendments: Page 4 Item 3r by show of hands, except where a ballot is requested and seconded by any two Members. Page 7 Item 9 Items 9b,c,d & e to be deleted Title to read Business For a Meeting That Requires Page 7 Item 10 Title to read Business At a Meeting That Does Not Require Page 12 Item 23b Should read representing the area of the County Council It was noted that a policy is required to include press / media relations Deputy Town Clerk FINANCIAL REGULATIONS: to resolve to adopt amended model Financial Regulations (paper 11.2). Town Council adopted the amended model Financial Regulations subject to the following amendments: Page 3 Item 3.2 unless during the budget year and with the approval of the Resources Committee All references to the committees need to be updated to incorporate the new committee names. It was noted that a procurement standard is required Minutes Town Council Approved Page 7 of 11

8 CORPORATE RISK ASSESSMENT: to resolve to adopt the Corporate Risk Assessment for (paper 11.3). Town Council adopted the Corporate Risk Assessment for subject to the following amendment: Page 6 Protection of 3 rd Parties section A clause is required relating to Data Protection FINANCE MAYOR S ALLOWANCE: to resolve the level of Mayor s Allowance. Declaration of Members Interests: Cllr R Edwards declared a personal and prejudicial interest as the Mayor and left the room for this item. RESOLUTION Town Council resolved the level of the Mayor s Allowance to be 2,250. The Mayor s Allowance is to be reviewed when the next budget is set. to RFO BANK MANDATE AUTHORISED SIGNATORIES: to resolve the mandate authorised signatories on the council s bank accounts. : Town Council specifies the authorised signatories on the council s bank accounts as the Chair of the Resources Committee, the Mayor, Deputy Mayor and INSURANCE: to resolve the levels of insurance for (paper 10.3) Town Council agreed the levels of insurance in paper 10.3, with the following requests: Fingerposts and town maps should be added to the cover if not already included. Please investigate whether an insurance claim can be made to repair the damaged bus shelter at Nantoer. Insurance cover to be reviewed in future in line with the budget setting meeting in January DATE OF MEETINGS COUNCIL: to resolve the frequency and dates of Council meetings. Town Council agreed to the frequency and dates of council meetings as laid out in the paper Draft Council Committee Meeting Cycle 2016/17. Meetings to take place on Monday evenings at 6.30pm. Minutes Town Council Approved Page 8 of 11

9 COMMITTEE MEETING DATES: to resolve the committee dates, and to authorise each Committee to meet less frequently if appropriate. Town Council agreed to the dates of committee meetings as laid out in the paper Draft Council Committee Meeting Cycle 2016/17 with the following amendments: The column headings for Resources and Economy and Environment to be swapped. The August meeting for Economy & Environment should read 8/8/16. All meetings to take place on Monday evenings at 6.30pm. Deputy Town Clerk COUNCIL SURGERIES: to resolve the format, frequency and dates of Council Surgeries. Town Council requests the Resources Committee to make suggestions regarding the format, frequency and dates of Council Surgeries CAR PARKING CHARGES To receive and resolve a motion proposed by Cllr S Newham (paper 14 to follow). Town Council agrees the Statement of Concern with the following amendments: Newtown and Llanllwchaiarn Town Council wishes to condemn the increases in car parking across Powys and the effect it has on local people, visitors and the damage to the local economy The statement should also refer to feedback from the Community Consultation, which highlighted parking charges as a priority issue. Town Council requests that the Statement of Concern be drafted into a press release plus be placed on the Town Council website. Town Council requests that the Economy & Environment Committee draft a more detailed letter based on paper 14 to send to relevant contacts at Powys County Council. Marketing Manager Economy & Environment Committe Paper 14 to include the following amendment: It is worth noting that Pembrokeshire County Council is charging 50p DETRUNKING A186/ A489 To receive an update from Cllr J Barker following meeting with Powys CC Highways Officer. Minutes Town Council Approved Page 9 of 11

10 Cllr J Barker reported a positive meeting and highlighted the following points: Detrunking work is expected to start on completion of the bypass in 2019 On completion, a full conditions survey will be carried out to decide what is required ie. Traffic lights, additional crossings. A meeting with Welsh Government is scheduled in June Funding is limited but the Local Transport Fund is a potential source of funding for additional works required in the town. Highways are aware of the narrow bridges at Dolfor Rd & Nantoer There is a commitment to linking cycle routes. Highways are supportive of the Town Council recommendations and will take them to the portfolio holder HEALTH AND SAFETY: To report, and resolve if desired, on other matters of health and safety brought to the attention of the council. Cllr S Hill noted a recent letter in the County Times relating to disabled access. The confirmed that the Town Council had received a letter directly from the correspondent and that it had been replied to before the letter was published in the County Times MAYOR S ANNOUNCEMENTS, ITEMS FOR FUTURE AGENDA AND DATE OF NEXT MEETING Cllr L Woodward reported on her recent Dementia Friendly meeting and informed Members of upcoming meetings, should they wish to attend. Cllr R White reported on recent railway meetings and welcomed suggestions to take to Welsh Government regarding proposed railway improvements. Also a concern about bus services being required at the train station and the new sheltered housing development. Town Council requests that Economy & Environment Committee consider suggestions for railway and bus service improvements. Economy & Environment The reminded members that the Full Council photograph is scheduled to take place at the next meeting. The Mayor invited Members to stay after the meeting for refreshments. Minutes Town Council Approved Page 10 of 11

11 Date of next meeting: Monday 27 th June 2016, 6.30 p.m. Chair: Meeting ended 9.26 p.m. Date: Minutes Town Council Approved Page 11 of 11