Full Council Minutes

Minutes of Earley Town Council from Wednesday 21st June 2006

21.       MINUTES OF PREVIOUS MEETING

The Minutes of the Annual Meeting of Earley Town Council held on the 10 May 2006 were confirmed as a true record and signed by the Chairman.

22.       CHAIRMAN'S COMMUNICATIONS

The Chairman advised that he had received one communication which was from the Woodley and Earley Lions to open the Fun Day on the 8th July.

23.       TOWN COUNCIL COMMITTEES

23.1      Planning Committee

The Minutes of the meeting of the Planning Committee held on the 16th May 2006 were presented by the Committee Chairman, Councillor Mrs P Jorgensen.

With regard to planning application F/2006/7457, for the erection of a new church building on land adjoining Maiden Place Community Centre and detailed on page five of the Minutes, Councillors were advised that notification had just been received that this application had been withdrawn

On the proposition of Councillor Mrs P Jorgensen seconded by Councillor A Bradley, it was

RESOLVED that

1.         the Town Clerk be requested to write to the Lower Earley Baptist Church confirming that it was noted that their current application had been withdrawn, and suggesting that there should be some discussion with the Town Council about the concerns which had been expressed on the design of the initial proposal.

2.         the Minutes of the meeting of the Planning Committee held on the 16th May 2006  (Minutes 1-17) be adopted.

23.2      Amenities & Leisure Committee

The Minutes of the meeting of the Amenities and Leisure Committee meeting held on the 24th May were presented to Council by the Committee Chairman, Councillor N Jorgensen.

With regard to the Best Allotment Competition, the Chairman confirmed that he had now circulated dates for three possible site meetings of the Allotments Working Party to consider the recipient of the Award for 2006.

With regard to the resolution recorded under Minute 8, the Town Clerk confirmed that he had had initial discussions with the Senior Finance Officer but had yet to talk to the Senior Parks Maintenance Officer concerning the underpayment by Earley St Peter’s School for the use of Sol Joel Park in 2005/06.

On the proposition of Councillor N Jorgensen, seconded by Councillor M Firmager, it was

RESOLVED that the Minutes of the meeting of the Amenities & Leisure Committee held on the 24th May 2006 (Minutes 1-14) be approved.

23.3      Policy & Resources Committee

In the absence of the Committee Chairman, the Minutes of the meeting of the Policy & Resources Committee held on the 7th June were presented by the Committee Vice-Chairman, Councillor M Firmager. 

On the proposition of Councillor M Firmager, seconded by Councillor N Jorgensen, it was

RESOLVED that the Minutes of the meeting of the Policy & Resources Committee held on the 7th June 2006 (Minutes 1-12) be approved.

Under Minute 3, it was noted that the surname of one of the recipients of the Service to Earley Awards had been mis-spelt and it was confirmed that this would be rectified in the Minute Book copy.

With regard to the draft Town Plan, it was

RESOLVED that the draft of the Town Plan, incorporating comments from residents received up to the 30th June, should be made available at the next meeting of the Town Council, with the recommendation that the various sections be considered by the Town Council’s Standing Committees and Sub-Committees, including the Youth & Community Sub-Committee.

25.       REPRESENTATIVES TO OTHER BODIES

25.1      Reports of Representatives

Councillor A Bradley confirmed that he had attended a meeting of the Neighbourhood Action Group on the 6th June and a written report would be submitted to the next meeting of the Council.

25.2      Wokingham Job Support Centre

Councillors’ attention was drawn to the discussions recorded at Minute 89.1 and, specifically, a question asked of Councillor M Firmager, the Town Council’s representative on the Wokingham Job Support Centre.

Councillors now noted the response receive from Councillor Firmager which confirmed that the Job Support Centre had never limited its services to white collar workers and people from all backgrounds and seeking any job were welcomed, and would receive the help that was appropriate to their needs and background.

25.3      Home-Start Wokingham District

Councillors were asked to consider an invitation received from Home-Start Wokingham District, for a representative to attend the Annual General Meeting on 10th July at 12 noon in the Shinfield Parish Hall.  It was

RESOLVED that Councillor Mrs E Spratling should attend.

25.4.     Wokingham District Sports Council

            Councillors noted details of a report from Councillor T Holton, the Town Council’s representative on the Wokingham District Sports Council, which had been circulated with the supplementary agenda for their consideration.

            With regard to the District Council’s Sports and Leisure Strategy, concern was expressed by a Member that the consultation on this strategy was deemed to have been very poor, and Councillor Holton was requested to report this back at the next meeting of the Sports Council.

25.5.     Wokingham Arts Forum

            Councillors noted details of a report drafted by Councillor M Firmager, as the Town Council’s representative on the Wokingham Arts Forum and which had been circulated with the supplementary agenda.  Councillor Firmager confirmed that the District Council’s Cultural Strategy was currently at the consultation stage.

25.6.     Earley Volunteer Care Bureau

            Councillors noted details of the report of Councillor Mrs E Spratling as the Town Council’s representative on the Earley Volunteer Care Bureau.  The report had been circulated with the supplementary agenda for Councillors’ attention.

26.       STANDING COMMITTEES

It was

RESOLVED that the Liberal Democrat representation on the Standing Committees for the remainder of the 2006/07 Municipal Year would be:

Amenities & Leisure Committee

Councillor Mrs E Spratling

Councillor Mrs C Swindells

Councillor F Rolls

Councillor M Ahmed

Planning

Councillor T Lowe

Councillor Mrs J Lissaman

Councillor D Swindells

Councillor Mrs F Lumbar

Policy & Resources Committee 

Councillor S Scarrott

Councillor A Spratling

Councillor D Swindells

Councillor M Thomas

27.       NOTICE OF MOTION

Councillors were advised that notice had been given by the Leader of the Liberal Democrat Group of a motion to change the Town Council’s Standing Orders to create a Town Council Executive Committee.

Councillors were reminded that any motions to amend Standing Orders should remain adjourned to the next meeting of the Town Council and it was

RESOLVED that the motion stand adjourned to the next meeting of the Town Council

28.       STANDING ORDERS

Councillors were reminded that at Minute 14, it had been resolved that the name changes for Chairman and Vice Chairman to Town Mayor and Deputy Town Mayor respectively be adopted.  In accordance with Standing Order 72 formal notice had been given at that meeting.  Councillors were now asked to consider a resolution to make the consequential changes to Council's Standing Orders.

In view of the differing opinions of Members’ present about this proposal, a recorded vote was requested.  It was

RESOLVED that to facilitate the change of name from Chairman to Mayor and Vice-Chairman to Deputy Mayor, the following changes be made to Council’s Standing Orders:

The Town Mayor, if present, will preside at all meetings of the Council. In the absence of the Town Mayor, the person presiding at a meeting may exercise all the powers and duties of the Town Mayor in relation to the conduct of the meeting.

Standing Order No 8

In the last line replace "Chairman" by "Town Mayor".

Standing Order No. 11(1)

In line one, replace "Chairman" with "Town Mayor".

Standing Order No. 11(2)

In line five, replace "Chairman" and "Vice Chairman" with "Town Mayor" and "Deputy Town Mayor" respectively and replace "Chairman" with "Town Mayor" in line eight.

Standing Order No. 11(3)

Replace "Chairman" with "Town Mayor" in line three.

Standing Order No. 12(a)

To read, "To elect a Town Mayor".

Standing Order No. 12(b)

To read, "To receive the Town Mayor's Declaration of Acceptance of Office or if not then received, to decide when it shall be received.

Standing Order No. 12(d)

To read, "To elect a Deputy Town Mayor".

Line three, replace "Chairman" and "Vice Chairman" with "Town Mayor" and "Deputy Town Mayor".

Standing Order No. 16(a)

Replace in line one and line three, the word "Chairman" by "person presiding at the meeting".

At line six, replace "Chairman" with "person presiding at the meeting".

Standing Order No. 24

Replace "Chairman" with "person presiding." Delete "either" before "Council" and insert "Chairman of" before "Committee".

Standing Order No. 28

Line four, replace "Chairman" by "person presiding at the meeting".

Standing Order No. 29(a)

In line five, replace "Chairman" by "person presiding at the meeting".

Standing Order No. 30

In line two, replace "Chairman" by "person presiding at the meeting".

Standing Order No. 31(a)

In line one, replace "Chairman" by "person presiding at the meeting".

Standing Order No. 31(b)

Replace "Chairman" by "person presiding at the meeting".

Standing Order No. 31(c)

In line one, replace "Chairman" by "person presiding at the meeting".

Standing Order No. 31(d)

In line one, replace "Chairman" by "person presiding at the meeting".

Standing Order No. 32

In line five, replace "Chairman" by "person presiding at the meeting".

Standing Order No. 33(a)

In line two, replace "Chairman" by "person presiding at the meeting".

Standing Order No. 33(b)

In line one, replace "Chairman" by "person presiding at the meeting".

Standing Order No. 33(c)

In line two, replace "Chairman" by "person presiding at the meeting".

Standing Order No. 39

In line six, replace "Chairman" by "person presiding at the meeting".

Standing Order No. 43

To read, "The Town Mayor and Deputy Town Mayor shall be members of every Committee".

Standing Order No. 45

Replace "Chairman of the Council" in line one/two with "Town Mayor".

The results of the voting were as follows:

Councillor M Ahmed, for

Councillor J Armstrong, for

Councillor Miss T Bauckham, absent

Councillor A Bradley, for

Councillor T Chambers, absent

Councillor D Chopping, for

Councillor M Deagan, absent

Councillor C Edmunds, for

Councillor M Firmager, for

Councillor T Holton, absent

Councillor N Jorgensen, against

Councillor Mrs P Jorgensen, against

Councillor Mrs J Lissaman, for

Councillor T Lowe, for

Councillor Mrs F Lumbar, absent

Councillor Mrs F Rolls, abstain

Councillor C Rowden, abstain

Councillor S Scarrott, absent

Councillor A Spratling, abstain

Councillor Mrs E Spratling, for

Councillor Mrs C Swindells, for

Councillor D Swindells, for

Councillor M Thomas, against

Councillor K Ward, absent

Councillor G Woods, for.

29.       TOWN MAYOR

Councillors were reminded of the discussions at point 4 of Minute 14, when the Public Relations Working Party had been requested to meet to consider the content of a press release to be issued advising residents of the name changes recorded under the previous Minute.

A draft Press Release had been circulated with the agenda for Members’ only for their consideration.  It was

RESOLVED that the following press release be issued : 

            “The Town Council is proposing to take a positive step forward in promoting the profile of Earley by a change in title of Chairman of Council to “Mayor of Earley”.

            The proposal to change the name has been considered a number of times over the years.  Latest census figures confirm that the population of Earley makes it the largest Town in Wokingham District.  Earley has become home to many growing businesses, including the multi-national firms at Thames Valley Park alongside the River Thames.

            The establishment of the new titles of Mayor and Deputy Mayor will not incur any costs to the Council Tax payer as robes, regalia and other expenditure are considered unnecessary.

            The proposal has support of the majority of members from both political parties on the Council”.

30.       REQUEST FOR FINANCIAL ASSISTANCE

30.1      Lions Club of Woodley & Earley

Councillors were advised that a letter had been received from the President of Woodley & Earley Lions Club, relating to the Earley Fun Day to be held on 8th July 2006.  This matter was being referred to the full Council rather than the Policy & Resources Committee, due to the tight timescale.

The Lions Club has asked the Town Council to consider underwriting any loss they may incur in the Fun Day, if the day was seriously affected or cancelled due to inclement weather.  It was

RESOLVED that the Town Council should underwrite any loss on the 2006 Fun Day due to inclement weather capped to a maximum of £2,500.

31.       ORDERS FOR PAYMENT

RESOLVED that the various accounts as set out in the list attached to these Minutes (Vouchers 92 – 109), be paid in the sums as stated.

32.       PUBLICATIONS

It was noted that the following had been received and were available for perusal in the Council Offices:

33.       PRESS RELEASES

             It was RESOLVED that the amended press release in respect of the change of name of the Chairman and Vice-Chairman and the promotion of the Summer Play Club should receive special press attention.

34.       TERMINATION OF MEETING

            The meeting was declared closed by the Chairman at 9.07 pm.