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Earley Town Council |
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EARLEY TOWN COUNCIL
Minutes of the Annual Meeting of Earley Town Council held in the Council Chamber, Council Offices, Radstock Lane, Earley, Berkshire on Wednesday, 16th May 2007, which commenced at 8.30 pm.
Present
Chairman – The Mayor, Councillor D Chopping
Councillors Mrs A Ames, J Armstrong, A Bradley, Tania Christidis, M Deegan, Pamela Dunn, C Edmunds, M Firmager, W Gothard, T Holton, G Hughes, I Hussain, N Jorgensen, Mrs P Jorgensen, S Khan, Mrs J Lissaman, T Maher, K Miall, Carol Mitchell, N Preston, G Woods.
Apologies for absence were received from Councillors Mrs L Chambers, T Chambers and P Willis.
The Chairman elected for the Municipal Year 2006/07, Councillor D Chopping, commenced the meeting in the Chair. __________________________________________________________________________________
1. DECLARATIONS OF ACCEPTANCE
It was noted that Councillors Mrs L Chambers and T Chambers were unable to sign the Declaration of Acceptance of Office due to holiday and the meeting agreed to permit the signing of the Declarations as soon as practicable upon their return.
2. ANNUAL REPORT
The Chairman reiterated the Report given at the Town Electors meeting on the Council’s activities in 2006/07.
In addition, he reported that he had attended, with the CresCent Community organisation, the presentation of certificates at Slough Town Hall, for the Queen’s Award for Voluntary Service. The organisation would not know until June whether it had received an award. Additionally, he had attended the Architectural Awards at Wokingham Borough Council, where two Earley buildings had been nominated, namely the Loddon Valley Police Station and the CResCent building.
Councillor Chopping said that his past three years as Chairman and then Mayor had been fun, and for this he thanked his predecessors and his fellow Councillors. He concluded by saying that in earlier years in his career as a Town Councillor, he had never expected to be Chairman, let alone the first Mayor, and this was an honour for which he could only repeat his thanks.
3. CHAIRMAN OF COUNCIL
The Mayor said that he was pleased to nominate his Deputy, Councillor N Jorgensen, for the position of Mayor and asked if there were any other nominations from the floor. There being no further nominations, on the proposition of Councillor D Chopping, seconded by Councillor C Edmunds, it was
RESOLVED that Councillor N Jorgensen be elected as Mayor and Chairman of the Council for the ensuing municipal year.
4. DEPUTY TOWN MAYOR
The Chairman asked for nominations for the position of Deputy Mayor. On the proposition of Councillor C Edmunds, seconded by Councillor M Deegan, it was
RESOLVED that Councillor A Bradley be elected Deputy Mayor of the Council for the ensuing municipal year.
5. MINUTES OF PREVIOUS MEETING
The minutes of the meeting of the Town Council held on 4th April 2007 were confirmed as a true record and signed by the Chairman.
6. MAYOR'S COMMUNICATIONS
6.1 Mrs I Dowdall
The Mayor reported that a letter had been received from Mrs Dowdall, a former Councillor and Chairman of the Town Council, thanking the Town Council for the use of the Council Chamber following her husband’s funeral service.
6.2 Earley Volunteer Care Bureau AGM
The Mayor advised that a communication had been received from the Bureau indicating that its Annual General Meeting would be held on the 13th June at 7.30 pm. Any Councillors interested in attending were asked to advise the Town Clerk.
6.3 Mail Service to British Armed Forces Overseas
Councillors were reminded of the discussions which had taken place at the Policy and Resources Committee meeting held on the 21st March and which were recorded under Minute 63.
This was in relation to a communication received from Tewkesbury Borough Council asking for Local Authority support across the country for a Motion requesting that the free mail service to British Forces serving overseas should be reinstated.
The Mayor gave details of a communication received from Whitehall, in response to the Town Council’s representations, which indicated that, due to cost, there was no intention to introduce a free mail service to British Forces serving overseas, but that the situation would be regularly monitored.
7. PETITION
Councillors’ attention was drawn to a petition which had been received on the subject of the proposed Dog Order for Maiden Erlegh Local Nature Reserve. On the proposition of Councillor N Jorgensen, seconded by Councillor Mrs P Jorgensen, it was
RESOLVED that the petition be received and included with the other representations received on the proposed Dog Control Order for consideration by the Amenities & Leisure Committee.
8. APPOINTMENT OF STANDING COMMITTEES
The Leader of the Council advised that the make up of the Standing Committees would be 8 Conservative and 2 Liberal Democrats. It was
RESOLVED that the composition of the Standing Committees for 2007/08 be as follows:
Amenities & Leisure Committee – Councillors A Bradley, Tania Christidis, D Chopping, Pamela Dunn, W Gothard, T Holton, I Hussain, N Jorgensen, S Khan, K Miall.
Planning Committee – Councillors J Armstrong, A Bradley, T Chambers, N Jorgensen, Mrs P Jorgensen, Mrs J Lissaman, Carol Mitchell, N Preston, P Willis, G Woods.
Policy & Resources Committee – Councillors Mrs A Ames, A Bradley, Mrs L Chambers, M Deegan, C Edmunds, M Firmager, G Hughes, N Jorgensen, Mrs J Lissaman, T Maher.
9. CHAIRMEN OF COMMITTEES
9.1 Amenities & Leisure Committee
On the proposition of Councillor C Edmunds, seconded by Councillor T Holton, it was
RESOLVED that Councillor D Chopping be appointed Chairman of the Amenities & Leisure for the ensuing Municipal year.
9.2 Planning Committee
On the proposition of Councillor C Edmunds, seconded by Councillor T Holton, it was
RESOLVED that Mrs P Jorgensen be appointed Chairman of the Planning Committee for the ensuing Municipal year.
9.3 Policy & Resources Committee
On the proposition of Councillor C Edmunds, seconded by Councillor T Holton, it was
RESOLVED that Councillor M Deegan be appointed Chairman of the Policy & Resources Committee for the ensuing Municipal year.
Following a question from a Member, it was confirmed that the appointment of the various Sub-Committees and Working Parties would take place at the first meeting of the appropriate Standing Committees. The Town Clerk was asked to circulate details of the various Standing Committees.
10. REPRESENTATIVES TO OTHER BODIES
10.1 Appointments
10.1.1 Arc (1)
There being only one nomination received, it was
RESOLVED that Mr K Ward be appointed as the Town Council’s representative to Arc.
10.1.2 Wokingham Arts Forum (1)
Nominations were Councillor M Firmager and Councillor Carol Mitchell.
RESOLVED that Councillor M Firmager be appointed as the Town Council’s representative on the Wokingham Arts Forum.
10.1.3 Campaign Against Waste (1)
Nominations were Councillor Mrs L Chambers and Councillor T Maher.
RESOLVED that Councillor Mrs L Chambers be appointed as the Town Council’s representative on the Campaign Against Waste.
10.1.4 CResCent Community Association (1) Nominations were Councillor J Armstrong and Councillor Tania Christidis.
RESOLVED that Councillor J Armstrong be appointed as the Town Council’s representative on the CResCent Community Association.
10.1.5 Earley Community Bus Management Committee (1)
Nominations were Councillor G Hughes and Councillor Mrs J Lissaman.
RESOLVED that Councillor G Hughes be appointed as the Town Council’s representative on the Earley Community Bus Management Committee.
10.1.6 Earley Volunteer Care Bureau (1)
There being only one nomination, it was
RESOLVED that Councillor P Willis be appointed as the Town Council’s representative on the Earley Volunteer Care Bureau.
10.1.7 Highwood Management Conference (2)
There being only two nominations it was
RESOLVED that Councillor S Khan and Councillor Mrs J Lissaman be appointed as the Town Council’s representatives on the Highwood Management Conference.
10.1.8 Keep Mobile (1)
There being only one nomination it was
RESOLVED that Councillor Mrs P Jorgensen be appointed as the Town Council’s representative on the Keep Mobile Management Committee.
10.1.9 Kenton Road Day Centre Management Committee (2)
It was
RESOLVED that1. the Town Council should return one representative to the Management Committee
2. Councillor Mrs A Ames be appointed as the Town Council’s representative on the Kenton Road Day Centre Management Committee.
10.1.10 Police Neighbourhood Action Group (1)
Nominations were Councillor A Bradley, and Councillor Carol Mitchell.
RESOLVED that Councillor A Bradley be appointed as the Town Council’s representative on the Police Neighbourhood Action Group.
10.1.11 Public Transport Forums (1 each) Nominations were Councillor A Bradley and Councillor T Maher.
RESOLVED that Councillor A Bradley should represent the Town Council on the Wokingham and Reading Public Transport Forums.
10.1.12 Readibus Management Committee (1)
Nominations were Councillor T Chambers, and Councillor T Maher.
RESOLVED that Councillor T Chambers should represent the Town Council on the Readibus Management Committee.
10.1.13 Waterside Management Committee (1)
There being only one nomination it was
RESOLVED that Councillor N Jorgensen be appointed as the Town Council’s representative on the Waterside Management Committee.
10.1.14 Wokingham District Access Group (1)
Nominations were Councillor D Chopping and Councillor Carol Mitchell.
RESOLVED that Councillor D Chopping be appointed as the Town Council’s representative on the Wokingham District Access Group.
10.1.15 Wokingham District Area Youth Committee (2)
Nominations were Councillors Tania Christidis, W Gothard, I Hussain and K Miall.
RESOLVED that Councillors I Hussain and K Miall should represent the Town Council on the Wokingham District Area Youth Committee.
10.1.16 Wokingham District/Parish Liaison Conference (2)
There being no further nominations it was
RESOLVED that Councillors J Armstrong and Mrs P Jorgensen be appointed as the Town Council’s representatives on the Wokingham District/Parish Liaison Conference.
10.1.17 Wokingham District Sports Council (1)
Nominations were Councillor Tania Christidis and Councillor M Firmager. It was
RESOLVED that Councillor M Firmager be appointed as the Town Council’s representative on the Wokingham District Sports Council.
10.1.18 Wokingham Job Support Centre (1) Nominations were Councillors M Firmager and T Maher. It was
RESOLVED that Councillor M Firmager should represent the Town Council on the Wokingham Job Support Centre.
10.1.19 Sonning and District Educational Welfare Trust
With regard to the Sonning and District Educational Welfare Trust, Mr. A Eastwood was currently the Town Council’s representative, and the Town Clerk was requested to establish whether Mr Eastwood wished to continue in this role.
10.1.20 Trustees of Earley Charities
With regard to the Trustees of the Earley Charities it was reported that this was a four year appointment, and it was requested that, in the future, the agenda should include details of the date at which the current term of office ended.
10.2 Reports of Representatives
There were no reports of representatives.
11. FINANCIAL INFORMATION
11.1 Audit of Accounts to March 2005
Councillors were reminded of the discussions recorded at Minute 64 of the Policy & Resources Committee Meeting held on 21st March 2007, where the Town Clerk had reported on the delay by the external auditor in completing the audit of the accounts to March 2005. Councillors now noted that the Final Accounts Memorandum in respect of the external audit of the 2004/05 accounts had been received in draft form from the Auditors and it was hoped that the Memorandum would be finalised shortly with a view to it being presented to the Policy & Resources Committee at its meeting in June.
11.2 Audit of Accounts to March 2006
Councillors were reminded that at the Policy & Resources Committee Meeting referred to in the preceding Minute, reference had also been made to the audit of accounts for 2005/06. It was noted that this was now programmed for 16th and 17th May.
Councillors were further reminded of the discussions recorded under Minute 41 of the Meeting of the Town Council held on 26th July, 2006 which recorded that, following changes to the Account and Audit Regulations, the audit of the Town Council’s accounts fell under the ‘lighter touch’ regime. This reduced the amount of work undertaken by the external Auditor, but also required that the Town Council must complete an Annual Return, part of which required the Chairman and the Responsible Finance Officer to sign a ‘Statement of Assurance’ on behalf of the Town Council.
A copy of the Annual return was circulated with the Agenda for Councillors’ consideration. It was
RESOLVED that the ‘Statement of Assurance’ be confirmed and that the responsible Financial Officer and the Chairman be asked to sign the document, as appended to these Minutes, on behalf of the Town Council.
11.3 Risk Assessment
Councillors were advised that as part of the Account and Audit Regulations, the Town Council was required to carry out risk assessments for all its assets and operations.
A Member present drew attention to the reference to BALC/NALC in the summary accompanying the risk assessment, and it was agreed that reference to these two organisations should be removed.
The view was expressed that some of the actions proposed needed to be more specific, to include time scales and deadlines.
After further discussion it was
RESOLVED
1. that the various sections of the risk assessment should be considered by the appropriate committees in due course
3. that the Chairman be authorised to “sign off” the current risk assessment, as appended to these Minutes.
11.4 Financial Transactions for the year ended 31st March 2007
A first draft of an Income and Expenditure Account for the financial year 2006/07 had been circulated with the Agenda for Councillors’ information. Councillors were advised that, at this stage, this document was purely for information and noted that the figures would be subject to amendment prior to presentation of the final accounts to the Town Council.
A copy of the accounts is appended to these Minutes.
12. FINANCIAL REGULATIONS RELATING TO CONTRACTS
Councillors were advised that Financial Regulation 11.1 (e) provided that where it was intended to enter into a contract for the supply of goods or materials or for the execution of works for an amount exceeding that fixed by the Council, a defined tender procedure should be followed. It was
RESOLVED that the £10,000 limit be retained.
13. DEEDS
In accordance with Standing Orders, it was noted that the various deeds relating to the Council’s interests in land were held by the Town Clerk and were available for inspection at the closure of the meeting.
14. BANK ACCOUNTS
Councillors were reminded that one of the signatories on the Town Council’s bank account was no longer a member of the Town Council. It was
RESOLVED
1. that the signatories to the Town Council’s main bank account and the National Savings Account should be Councillors A Bradley, D Chopping, M Deegan, N Jorgensen, Mrs P Jorgensen, N Preston.
2. that Councillors N Jorgensen and Mrs P Jorgensen should not both sign cheques/electronic transfers at the same time.
15. PLANNING COMMITTEE
One amendment to the minutes of the Planning Committee meeting held on 17th April was proposed on page 8, under item 152.2, in the second paragraph, where it was noted that the word “budget” had been omitted. On the proposition of Councillor Mrs P Jorgensen, seconded by Councillor Mrs J Lissaman, it was
RESOLVED that the minutes of the Planning Committee meeting held on 17th April, 2007 (Minutes 149-159), as amended, be adopted.
16. MODEL CODE OF CONDUCT
Councillors were advised that there was a new National Code of Conduct to replace the existing Code. The revised code would apply to all Local Councillors in England whether from Principal Authorities, Parish Councils or other Boards. It consolidated and replaced the four separate Model Codes for the various levels of public bodies. It was further reported that the Standards Board for England was encouraging all Councils to adopt the Code at the first opportunity. Town and Parish Councils would have until the 1st October. After that time, members of Councils that had not adopted a revised Code would be automatically covered by it. The Board further advised that Councils could make local additions to the Code. However, they urged that the Code should be adopted without amendment with one exception in relation to paragraph 12 (2) which was not mandatory for Town and Parish Councils.
It was
RESOLVED that
1. the new National Code of Conduct, to include paragraph 12 (2), be adopted by the Town Council.
2. the consequential changes to the Town Council’s Standing Orders be considered at the next meeting of the Council.
17. ORDERS FOR PAYMENT
RESOLVED that the various accounts as set out in the list attached to these minutes (Vouchers 641 – 676 and 1 - 41) be paid in the sums as stated and Imprest Account (Vouchers 294 - 299), be noted.
18. COUNCILLORS' ATTENDANCE
Councillors noted details of the schedule of attendance at meetings of the Town Council during 2006/2007 Municipal Year which had been circulated with the agenda and which was appended to these minutes. It was requested that the key at the bottom of the list should contain an explanation of the meaning of the letter B used in some areas of the Schedule of Attendance.
19. APPROVED CONTRACTORS LIST
Councillor D Chopping declared a prejudicial interest in this item and took no part in the discussion thereof or the voting thereon.
It was requested that Ward and Co. and BALC and NALC should be deleted. It was noted that English Nature was now known as Natural England. It was noted that UHY Hacker Young had been included twice on the list. It was
RESOLVED that the list, as amended, and as appended to these minutes, be adopted as the Council’s Approved Contractors List.
20. PUBLICATIONS
It was noted that that the following publications had been received and were available for perusal in the Council Offices:
21. PRESS RELEASES
It was
RESOLVED that the following items should receive special press attention:-
· The appointment of Councillor Norman Jorgensen as Mayor. · The gratitude of the Council to Councillor D Chopping for his time as Chairman and then Mayor. · The recipients of the service to Earley Awards. · The attendance of members of the public at the Town Electors’ Meeting to air their views on the proposed BMX/Skatepark in Riverside Park. · Wokingham Borough Council’s graffiti hotline number. · The consultation process on the proposed Dog Regulation Order for Maiden Erlegh Local Nature Reserve.
22. TERMINATION OF MEETING
The meeting was declared closed by the Chairman at 9.50 pm.
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