ROYSTON TOWN COUNCIL
MINUTES of the ANNUAL GENERAL MEETING of Royston Town Council held on Monday 9thMay 2011 in the Heritage Hall of the Town Hall at 7.15 p.m.
PRESENT:Councillor M. Beaver (Town Mayor) in the Chair
Councillors L Berry, P Burt, L Davidson, E Freeman, P Grimes, M Harrison, V Hulstrom-Allen, R Inwood, P Mayne, G Palmer, M Phillips, F. J. Smith and R. Smith.
In attendance Town Clerk, Deputy Town Clerk, Committee Administrator,
District & County Councillors Hunter and Hill,
24 Members of the Public and 2 Members of the Press
The Reverend Canon Leslie Harman led the meeting in prayers.
The Town Mayor welcomed everybody to the meeting and thanked everybody for their support over his mayoral year and all those who made his year so enjoyable. The Mayor’s fund stood at £6,753.72 and 50% of this would be placed in the Royston Trust Fund and the remainder divided between the Royston branch of the Royal British Legion and the Bobby Moore’s Cancer Fund.
He thanked his wife Caroline for her support as Mayoress, his employer Tesco, Councillor Inwood as his Deputy and the Town Council staff.
01/12TO ELECT A TOWN MAYOR FOR THE ENSUING YEAR:
It was RESOLVED that COUNCILLOR ROBERT INWOOD be Town Mayor for the year 2011/2012.
Councillor Beaver presented Councillor Inwood with the Chain of Office, followed by photographs taken by the Press.
02/12TO RECEIVE THE TOWN MAYOR’S ACCEPTANCE OF OFFICE:
The Town Mayor then read out and signed his Declaration of Acceptance of office and took over the Chairmanship of the meeting. The Town Mayor thanked the ex Town Mayor for his hard work during his year as Town Mayor and that he was proud to be the next Town Mayor and promised he would do his best for Royston.
It was RESOLVED
(a)That the Council places on record their sincere appreciation of the service rendered to the Town by Councillor Martin Beaver as Mayor of Royston from 2010-2011;
(b)That the Council is very mindful that Councillor Beaver has during the period fulfilled the duties of Town Mayor and has worked to further the interests of the inhabitants of the Town;
(c)That the Common Seal of the Council be affixed to the above Resolution and that it be signed by the Town Mayor and the Town Clerk.
It was then RESOLVED that the Council places on record their sincere appreciation of the service rendered to the Town by Mrs. Caroline Beaver in support of the Town Mayor from 2010 to 2011.
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ROYSTON TOWN COUNCIL
03/12APPOINTMENT OF DEPUTY TOWN MAYOR FOR THE ENSUING YEAR:
It was RESOLVED that Councillor Mrs L Davidson be appointed Deputy Mayor.
04/12TO RECEIVE APOLOGIES FOR ABSENCE:
The Town Clerk reported apologies for absence from Councillor Davison.
05/12STANDING ORDERS:
Councillor R. Smith then presented the new Standing Orders and asked for confirmation on the following items:-
- Para 5 - Payments up to a limit of £5,000 be authorised
- Para 16 (b) extraordinary meetings, page 14 – 3 Councillors to be recommended.
- Para 27, page 17, paragraphs (a) and (b) – for dealing with press and other media to be in Standing Orders.
- Para 29(b), page 18 – recommended a value of £60,000 limit.
- Para 30, paras (a) (b) (d) (e) and (f) – Finance Committee is printed in red, recommending that Finance be enforcement committee.
Following discussion it was RESOLVED that the new Standing Orders be adopted, apart from paragraph 27 pending a Media policy being drawn up and approved.
06/11TO APPOINT COMMITTEES FOR THE ENSUING YEAR:
(a)It was RESOLVED that the following Councillors be appointed to the Finance Committee:
Councillor Martin Beaver
Councillor Lynn Berry
Councillor Peter Burt
Councillor Lindsay Davidson
Councillor John Davison
Councillor Paul Grimes
Councillor Mike Harrison
Councillor Robert Inwood
Councillor F. John Smith
Councillor Robert Smith
(b)It was RESOLVEDthat the following Councillors be appointed to the Planning Committee:
Councillor Martin Beaver
Councillor Lynn Berry
Councillor John Davison
Councillor Elizabeth Freeman
Councillor Victoria Hulström-Allen
Councillor Philip Mayne
Councillor Graham Palmer
Councillor Marguerite Phillips
Councillor F. John Smith
Councillor Robert Smith
(c)It was RESOLVED that the following Councillors be appointed to the General Purposes and Highways Committee:
Councillor Peter Burt
Councillor Lindsay Davidson
Councillor Elizabeth Freeman
Councillor Paul Grimes
Councillor Mike Harrison
Councillor Victoria Hulström-Allen
Councillor Robert Inwood
Councillor Philip Mayne
Councillor Graham Palmer
Councillor Marguerite Phillips
07/12TO CONSIDER AND APPROVE THE DELEGATION OF POWERS AND DUTIES OF COMMITTEES AS FOLLOWS:
It was Resolved:
(a)That the powers and duties of the Council in regard to:-
All matters relating to finance, (including but not limited to) properties, insurance, civic functions, finance, accounts, markets, staffing matters, entertainment, subscriptions and co-operation with voluntary bodies and charities (with the exception of the power to levy a precept or to approve capital expenditure or to authorise the raising of a loan) be delegated to the Finance Committee: and that the Committee shall appoint Sub-Committees and Working Parties as appropriate
(b)that the powers and duties of the Council in regard to:-
matters under the Town and Country Planning Acts be delegated to the Planning Committee; and that the Committee shall appoint Sub-Committees and Working Parties as appropriate.
(c)That the considerations, powers and duties in regard to:-
(i)footpaths, street lighting and open spaces be delegated to the General Purposes and Highways Committee together with;
(ii)the considerations in regard to Highways & Transport matters: and the Committee be delegated to make representation to the North Hertfordshire District Council and such other bodies as they consider necessary, and that the Committee shall appoint Sub-Committees and Working Parties as appropriate.
08/12TO APPOINT REPRESENTATIVES TO THE FOLLOWING BODIES FOR THE ENSUING YEAR:
It was RESOLVED that the following members be appointed as representatives to the following outside bodies for the ensuing year:
Friends of Royston & DistrictMuseumCouncillor F. J. Smith
Meridian Youth Centre CommitteeCouncillor L. Berry
Police Neighbourhood Watch PanelCouncillor L. Davidson
Councillor M. Harrison
Royston Citizens Advice BureauCouncillor J. Davison
Royston Community TransportCouncillor J. Davison
Royston Coombes Community AssociationCouncillor G. Palmer
Royston Day CentreCouncillor F. J. Smith
Royston & District Chamber of CommerceCouncillor J. Davison
Royston & District Local History SocietyCouncillor P. Burt
Royston & District Scouts CouncilCouncillor L. Berry
Royston & District Sports CouncilCouncillor M. Phillips
RoystonTown Twinning AssociationCouncillor R. Inwood (Mayor)
Royston Youth CouncilCouncillor L Davidson
Royston Youth NetworkCouncillor L. Davidson
Royston Volunteer Centre Management
CommitteeCouncillor L. Davidson
Sustran Underpass Support GroupCouncillor P. Burt
Therfield Heath and Greens
Conservation Joint Advisory CommitteeCouncillor J.Davison
Arts Festival Management CommitteeCouncillor E. Freeman
Royston & South Cambridgeshire Home
StartCouncillor V. Hulström-Allen
North Herts 50 Plus ForumCouncillor M. Beaver
9/12SCHEDULE OF DEEDS AND TRUST INSTRUMENTS HELD BY THE COUNCIL:
The Town Clerk reported the following deeds and trust instruments.
(i)The Town Hall
(ii)30 Kneesworth Street
(iii)Market Hill Rooms
(iv)Green Street Allotments
(v)Green Walk Plantation
(vi)Stile Plantation
(vii)War Memorial
(viii)RoystonCave (Freehold)
(ix)Royston & District Museum (Leasehold)
Counterpart Lease
(i)30 Kneesworth Street
10/12TO APPROVE THE MINUTES OF THE MEETING OF THE COUNCIL HELD ON 14 March 2011:
It was RESOLVED that the minutes of the meeting of the Council held on 14 March 2011 (minutes 356/11 to 362/11) be approved and signed as a correct record.
11/12AGENDAS AND MINUTES SENT ELECTRONICALLY:
It was RESOLVED that Agendas and Minutes could be sent to any Councillor who wished to receive them by e-mail as opposed to being delivered to their home address by post.
12/12SCHEDULE OF MEETINGS 2011-2012:
Members received the Schedule of Meeting dates for the year.
13/12TOWN HALL IMPROVEMENTS:
The Council debated the proposal made by the Finance Committee that the sum of up to £130,000 be used from the Stamford Yard Capital Fund to make improvements to the Town Hall which could then incorporate a community cinema of which, the equipment, will be provided by Royston First BID Company and the cinema run by an organisation or a charity and not the Town Council.
Questions were asked about the availability of a Business Plan for the cinema and the Town Clerk reported that this should be available from Royston First shortly.
After a full discussion it was proposed by Councillor Harrison, seconded by Councillor Burt that the decision be put on hold pending receipt of a Business Plan. The motion was lost. The original vote for the proposal made by the Finance Committee, was proposed by Councillor R Smith, and seconded, a recorded vote was requested.
Councillor Harrison against,
Councillors Berry, Burt, Grimes and Palmer abstained.
Councillors Beaver, Davidson, Freeman, Hulström-Allen, Inwood, Mayne, Phillips, F J Smith and R Smith for, the motion was carried.
14/12RAILWAY CROSSING –PORTRAIT BENCH:
It was Resolved, withone abstention, that the Council approve the recommendation from the Stakeholders Group for three portrait figures for the bench to be: James 1st, Town Crier, and Alison Balsom
It was Resolved that the location be the junction of Green Street with Melbourn Road.
15/12TOWN MAYOR’S ANNOUNCEMENTS:
The Town Mayor thanked everybody for their support and said he would do his best for Royston and applauded Councillor Beaver for his excellent year.
“My mission for the year is to promote the diversity of Royston and engaging the young.
As we all know, next year is the year of the Olympics and what a fantastic year to try to inspire our young and to make them aware of the support and opportunities available to them.
With this in mind, I have selected the Open House Project as one of my charities. The Open House Project is run purely by volunteers and supports young people between the ages of 12 and 18. I find their work inspirational and I am delighted to be able to help in this way
I also believe that the investment coming into the town over the next year will help create an atmosphere of inspiration for all.
My second aim is to help to bring the community together, to achieve this; I will be championing everyone to celebrate people’s diversity and similarities. As part of this aim I will be helping to secure an historical 70 year old club which has many social gatherings and is a part of our heritage, therefore my second charity is the Royal British Legion.
I will also be raising funds for the Mayor’s Community Trust Fund awards.
My Mayoress for the year will be my wife Julie”.
16/12DATE OF NEXT MEETING:The date of the next meeting is 13th June 2011.
There being no further business the TownMayor closed the meeting at 8.17 p.m.
MINUTES of the meeting of the FINANCE COMMITTEE held in the Committee Room, Town Hall, Royston at 8.29 p.m. on Monday, 9 May 2011.
PRESENT:Councillor Inwood (Town Mayor in the Chair).
Councillors Beaver, Berry, Burt, Davidson, Grimes, Harrison, F. J. Smith & R. Smith.
Town Councillors Freeman, Palmer, Mayne, Phillips,
Town Clerk, Deputy Town Clerk, Committee Administrator and
2 Members of the public in attendance.
17/12APPOINTMENT OF CHAIRMAN:
It wasRESOLVED that Councillor R. Smith be appointed Chairman for the ensuing year.
Councillor R Smith took the Chair.
18/12APPOINTMENT OF VICE-CHAIRMAN:
It was RESOLVED that Councillor F. J. Smith be appointed Vice-Chairman for the ensuing year.
19/12APOLOGIES FOR ABSENCE:
Apologies for absence were received from Councillor Davison.
20/12DELEGATION OF POWERS & DUTIES:
The Committee noted the powers and duties of the Council in regard to:-
Properties, insurance, civic functions, finance, accounts, entertainment, subscriptions and co-operation with voluntary bodies and charities (with the exception of the power to levy a precept or to approve capital expenditure or to authorise the raising of a loan) be delegated to the Finance Committee; and that the Committee shall appoint Sub-Committees and Working Parties as appropriate.
21/12SIGNATORIES FOR CHEQUES:
The Committee noted that the signatories for cheques for the ensuing year would be Councillors Berry, Harrison, R. Smith and the Town Clerk.
22/12MUSEUM ADVISORY SUB-COMMITTEE:
It was Resolved that the following Members be appointed to serve on the Museum Advisory Sub-Committee:-
Councillor Berry as Chairman, Councillors Davison, Mayne, F. J.Smith & R. Smith and Mr. L.Baker as the District Council representative.
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ROYSTON TOWN COUNCIL
23/12TOWN COUNCIL PREMISES/HUMAN RESOURCES SUB-COMMITTEE:
It was agreed that the following Members be appointed to serve on the Town Council Premises Sub-Committee:-
Councillors Davison, Berry, Hulström-Allen, Harrison, Palmer and R. Smith.
24/12LEETE CHARITY COMMITTEE:
It was agreed that the following Members be appointed to serve on the Leete Charity Committee:-
Councillors Inwood (as Town Mayor), Berry, Davidson, Harrison and R. Smith.
25/12CAVE TRUSTEES:
It was agreed that the following Members be appointed to serve as Trustees
Councillors Inwood (as Mayor), Beaver & Mayne.
26/12MAY FAYRE WORKING PARTY:
It was agreed that the following Members be appointed to serve on the May Fayre Working Party:-
Councillors Davidson, Hulström-Allen, Inwood, Mayne, Palmer and Phillips.
27/12MARKETS SUB-ADVISORY COMMITTEE:
It was agreed that the following Members be appointed to serve on the Markets Sub-Advisory Committee:-
Councillors Berry, Davidson and R. Smith.
28/12CINEMA WORKING PARTY:
It was agreed that the following Members be appointed to serve on the Cinema Working Party:-
Councillors Berry, Burt, Davidson, Davison, Freeman, Mayne, Palmer and R. Smith.
29/12FINANCIAL REGULATIONS:
It was Resolved to adopt the Financial Regulations.
30/12ANNUAL SUBSCRIPTIONS:
It was Resolved to approve the annual subscription payments as follows:-
SAGE Accounting and Payroll
HAPTC – Hertfordshire Association of Parish & Town Councils (includes NALC membership)
SLCC – Society of Local Council Clerks
LACS – Local Council Advisory Service
31/12DIRECT DEBIT AND STANDING ORDER PAYMENTS:
It was Resolved to approve the following direct debit and standing order payments:-
Barclays BankSalariesBACS monthly
Barclays BankPayroll chargesd/d monthly
British GasSupplyd/d quarterly
BTTelephone & Broadband
Servicesd/d quarterly
E-ONElectricd/d quarterly
E-ONGasd/d quarterly
NHDCRatesd/d – 10 payments – yearly
Sage UKSage payroll & accountsd/d monthly
SmartStampStampsd/d as required
SmartStampChargesd/d monthly
Veolia Three Valleys WaterSupplyd/d half yearly/qtly
VeoliaRefused/d monthly
Waitrose LtdInternet Servicesd/d monthly
32/12MINUTES:
It was Resolved that the minutes of the Finance Committee meeting held on Monday, 18th April 2011 (minutes 389/11 to 399/11) be approved as a correct record.
33/12DATE OF NEXT MEETING:
The date of the next meeting is scheduled for 23 May 2011.
There being no further business the Chairman closed the meeting at 8.44 p.m.
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ROYSTON TOWN COUNCIL
MINUTES of the meeting of the GENERAL PURPOSES & HIGHWAYS & TRANSPORT COMMITTEE held in the Committee Room, Town Hall, Royston at 8.46 p.m. on Monday, 9 May 2011.
PRESENT:Councillor Inwood (Town Mayor in the Chair).
Councillors, Burt, Davidson, Freeman, Grimes, Harrison, Mayne, Palmer & Phillips
Town Councillors Berry, F.J. Smith & Smith,
Town Clerk, Deputy Town Clerk, Committee Administrator,
2 Members of the public in attendance
34/12APPOINTMENT OF CHAIRMAN:
It was RESOLVED that Councillor Harrison be appointed Chairman for the ensuing year.
Councillor Harrison took the Chair.
35/12APPOINTMENT OF VICE-CHAIRMAN:
It RESOLVED that Councillor Davidson be appointed Vice-Chairman for the ensuing year.
36/12APOLOGIES FOR ABSENCE:
Apologies for absence were received from Councillor Hulström-Allen.
37/12DELEGATION OF POWERS & DUTIES:
The Committee noted that the considerations, powers and duties in regard to:
(i)footpaths, street lighting and open spaces be delegated to the General Purposes & Highways Committee together with:
(ii)the considerations in regard to Highways & Transport matters, and that the General Purposes & Highways Committee be delegated to make representation to the North Hertfordshire District Council and such other bodies as they consider necessary, and that the Committee shall appoint Sub-Committees and Working Parties as appropriate.
38/12ROYSTON IN BLOOM WORKING PARTY:
It was RESOLVED that Councillors Burt, Davidson, Mayne & R. Smith be appointed to the Royston in Bloom Working Party.
39/12MINUTES:
It was Resolved that the minutes of the meeting held Monday, 4 April 2011 (minutes 380/11 to 388/11) be approved as a correct record.
There being no further business the Chairman informed Members that the next meeting of the Committee would be held on the 11 July 2011 and closed the meeting at 8.50 p.m.
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ROYSTON TOWN COUNCIL
MINUTES of the Meeting of the PLANNING COMMITTEE held on Monday, 9 May 2011 at 8.52 p.m. in the Committee Room, Town Hall, Royston.
PRESENT:Councillor Inwood (Town Mayor in the Chair)
Councillors Beaver, Berry, Freeman, Palmer, Mayne, Phillips, F. J. Smith and R. Smith
Town Clerk, Deputy Town Clerk, Committee Administrator,
Councillors Burt and Harrison in attendance
2 Members of the Public in attendance
40/12APPOINTMENT OF CHAIRMAN:
It was RESOLVED that Councillor Berry be appointed Chairman for the ensuing year.
Councillor Berry took the Chair.
41/12APPOINTMENT OF VICE-CHAIRMAN:
It was RESOLVED that Councillor Palmer be appointed Vice-Chairman for the ensuing year.
42/12APOLOGIES FOR ABSENCE:
Apologies for absence were received from Councillors Davison & Hulström-Allen.
43/12DELEGATION OF POWERS & DUTIES:
The Committee noted that the powers and duties of the Council in regard to matters under the Town and Country Planning Acts be delegated to the Planning Committee; and that the Committee shall appoint Sub-Committees and Working Parties as appropriate.
PUBLIC PARTICIPATION
The Chairman invited Mr. Clive Porter to speak to the meeting and he told the Committee that his concerns were with the application 11/00736/1 –The Corn Exchange, Market Hill.
He said that this area was within the conservation area and this application for a food outlet did not fit in because of late opening hours, noise disturbances, and smell issues for nearby residents. The other shopkeepers in the area had written their objections as had nearby residents.
He asked the Committee to consider declining this application.
The Chairman thanked Mr. Porter and said his comments would be taken into account.