I Noticed from Your Website That the Town Council Is Looking to Co-Opt a Councillor. I

Agenda Item 3

Nick Marriott

I noticed from your website that the town council is looking to co-opt a councillor. I was a town councillor in Aylsham for a number of years until I had to resign due to a temporary assignment in Dubai, which has turned out to be 5 years! I remember Eileen, Val, Annette and David from my days and hopefully they remember me!

We kept our house in Burgh Road while abroad and will be returning end of January permanently. I read the prerequisites to being a town councillor and believe, depending on interpretation, that I meet the criteria. I have maintained a postal vote but have now let it lapse as we are returning.

I attach my original submission as to why I wished to be a town councillor and nothing has really changes apart from around 3 years’ experience of being a town councillor, sitting on the recreation committee and being seconded onto the Aylsham High School boardof governors.

Background Information

My connection with Norfolk goes back to childhood when my family moved to Dilham from Bedfordshire when I was 5 years old. I attended Dilham Primary School followed by the Paston Grammar school in North Walsham. Since those days I have always considered Norfolk to be home although I have spent over 25 years living and working abroad.

We bought our house in Aylsham around 4 years ago and have lived here for around 3 of them. We are on the electoral register.

I have a career spent primarily in the upstream sector of the oil and gas industry and have held various senior manager roles. Currently I am employed with the Acteon Group for Claxton as the commercial manager, based in Gt. Yarmouth.

Previous Valid Experience

During the 7 years we spent in Oman I sat on the Board of Governors of the British School Muscat for 4 ½ years with 1 year as deputy chairman and 2 ½ as chairman. During this time we oversaw a multi million spend on facility upgrade and extended the education years from 14 through initially 16 and GCSE’s to 18 and A-levels. This included a lot of co-opting and setting up of working groups as well as working on various fund raising activities.

I additionally organised for 5 years the monthly British Business Persons meeting along with 2 other volunteers. This entailed obtaining support and sponsorship for the monthly meetings and using the venue to promote any visiting British Government officials when requested.

I was invited to sit on the British Ambassadors inner circle of British businesses and business people meeting every quarter and gave business briefings to visiting UK ministers and officials.

Why I wish to be considered as a councillor

Obviously with the extensive travelling I have done I have been exposed to very diverse cultures and people. One thing that has always been apparent during my years abroad is how lucky and privileged we are to live in a country like England.

The constant bad press and reporting of how poor as a country we have become does become tiresome when there are so many things which are positive and world class.

For me this is the crux of why I would like to sit on the council. If we are to retain all the positive aspects and maintain or improve on our lifestyles in our towns it will only be by making a concerted effort over the long term. Giving something back and the desire to improve was my reason to go on the British School Board of Governors and that has not changed and is the kernel of why I would like to be considered for the council.

Rod Dennis

Nowretired(age61) Iamkeentobecomemoreinvolvedinthedelightful communityofAylsham.

After many years of happy holidays with relatives in Aylsham, my parents moved permanently to the town in 1984 and whilst I was educated in Surrey and with a career which took me all over the country, I was lucky enough to jointheminAylshamin2001,enablingmytwosonstogotoAylshamschools andmywifetoworkinanearbynurseryschool.

My career has mostly been in housing development with an emphasis on affordablehousingandIretiredasDirectorofaNationalHousingAssociation after being involved in the design, delivery and management of social and speculativehousingformanyyears.

IwasluckyenoughtobeinvolvedinseveralGovernmentinitiativesrelatingto housing supply, design and delivery, including a Government Working Party lookingintoinnovativehousingconstructionmethodsintheU.K.

I helped set up and chaired the Supply Chain Forum which was affiliated to the Government backed Housing Forum and working with a team of MPs (most notably Nick Raynsford MP, the then Housing, Planning and Construction Minister), lawyers, architects and quantity surveyors, I was involvedinthecreationofthenew'Partnering'agendaandcreationofanew formofPartneringConstructionContract(JCT2000/1).Iwasaskedtospeak atvariousconferences, seminarsandlecturesabouttheseinitiativesaround theCountry.

Some years prior to that I was involved in another working party which createdthePlanningGuidanceknownas'Section106Agreements',under whichprovisionismadeforaffordablehousing,androadandinfrastructure improvementsaspartofnegotiatedplanningconsents.

More recently Ichaired a consortium dedicated to the delivery of an expansion to the City of Cambridge involving South Cambs. and Cambridge City Councils, two large corporate landowners, four housing associations, various house builders and The Papworth Trust, which delivered almost 1,000 new homes, of which over 300 are affordable housing featuring innovative modern methods of construction.

As a result of all my activities I have been fortunate to gain a broad experienceinTownPlanning,housingdesignandbusinessmanagement. IhavealsoheldpositionsasaSchoolGovernor, committeememberofa local social club (in Surrey) and been involved with various charitable activitiesasmywifeandIhavemovedaroundtheCountrywithmyjob.

Iamkeentoputmyexperiencetogoodusenowthat Ihavethetimetospare In Aylsham.

Agenda Item 7

Police Crime Report for November 2017

Total no of Crimes for Aylsham = 25 in 14 areas

Most of the crimes for November were Violence and sexual offences = 12 of the crimes

Detailed report of crimes and police action.

1. On or Near to Police Station (1)

• 1 x Violence and Sexual Offences – Formal action taken not in the public interest

1. On or Near to Dunkirk (1)

• 1 x Violence and Sexual Offences – This crime is currently being investigated by the police

1. On or Near to Recreation Ground (3)

• 1 x Public Order – Unable to prosecute
• 1 x Violence and Sexual Offences – This crime is currently being investigated by the police
• 1 x Anti-Social Behaviour – No case Time Line
  

1. On or Near to Sir Williams Lane (2)

• 1 x Anti-Social Behaviour – No case Time Line
• 1 x Drugs – This crime is currently being investigated by the police

1. On or Near to Morton Close (1)

• 1 x Violence and Sexual Offences – This crime is currently being investigated by the police

1. On or Near to Sears Close (1)

• 1 x Anti-Social Behaviour – No case Time Line

1. On or Near to Supermarket (3)

• 1 x Violence and Sexual Offences – This crime is currently being investigated by the police
• 1 x Other Crime - This crime is currently being investigated by the police
• 1 x Shoplifting – Awaiting Court Outcome

1. On or Near to Unicorn Yard (1)

• 1 x Violence and Sexual Offences – This crime is currently being investigated by the police

1. On or Near to Pound Lane (1)

• 1 xDrugs – Local Resolution

1. On or Near to St Michaels Avenue (7)

• 1 xAnti-Social Behaviour – No case Time Line
• 2 x Other Crime – (1) Offender given a caution (1) This crime is currently being investigated
• 4 x Violence and Sexual Offences – This crime is currently being investigated by the police

1. On or Near to Howard Way (1)

• 1 x Violence and Sexual Offences – Unable to prosecute

1. On or Near to Wade Close (1)

• 1 x Violence and Sexual Offences – This crime is currently being investigated by the police

1. On or Near to Norwich Road (1)

• 1 x Drugs – This crime is currently being investigated by the police

1. On or Near to Crompton Road (1)

• 1 x Burglary – Investigation Complete, no suspect identified

Agenda Item 10a

Cemetery Trees

When the summer inspections were undertaken last year it was suggested that the large conifer hedge between the Cemetery and the allotments be reduced in height. It is currently around 15 foot in height and the suggestion was to bring it down to about eight foot. This would be particularly helpful with regard to ongoing maintenance as it currently proves difficult for the grounds maintenance contractor to undertake the annual cut.

Whilst meeting with the tree surgeons it was suggested by one about removing the hedge entirely and a price was given for this. The price is shown so Councillors are aware of the cost for this suggestion. However, I would not wish to recommend this as the hedge does provide a barrier between the allotments and the cemetery enabling privacy and shelter. If the hedge was removed then an alternative is likely to be needed which would have cost and maintenance issues. Whether to remove the hedge can be left as a decision when the allotment land is required for extended burial.

I met with three tree surgeons all of whom we have used before. All of them will chip and remove the cuttings from site.

Quote / Details / Cost
1 / Conifer hedge adjacent to the allotments to

1. To reduce the whole hedge to approx. 8 feet and clear all the debris.
2. Remove all the hedge to near ground level and clear all debris from site.
3. Grind all the stumps to approx. 100mm below ground level.

/ £2,165
£3,460
£1,265
2 / Conifer Hedge
Reduce in height to 2.5 metres
Remove all debris from site / £2070
3 / The third company did not supply a fixed quote but offered a day rate of £350. This is a family run business so there would be 3-4 on site each day. They estimated 1 ½ days to do the work so this could be extended to two full days to look at other minor tree work / £700

Agenda Item 10b

REPORT TO COUNCIL

Subject:Payment by Card

Author: Sue LakeDate: 10th January 2018

We are regularly asked whether the Town Council takes card payments. These requests tend to come from either allotment holders, irregular hirers or sales linked to events organised by the Events Committee.

Therefore, Wendy and I met with a representative of Barclays to discover more information regarding what would be involved and costs.

There are various options available but the one most suitable for the Town Council use is a PDQ Machine (process data quickly). This would be hard wired in through the phone system and could be used either in the office or the kitchen/foyer as required.

There would be a cost to this. The terminal would be £13 a month to rent and a percentage charge on all transactionswith a minimum monthly charge of £20. The cost per year would therefore be in the region of £400.

It would therefore cost the Town Council to offer the service but would enable money to be collected instantly, including over the phone, so should substantially reduce the amount of follow-up required for payments.

The initial contract would be for 18 months but should it be decided that it is not worthwhile then termination, without charge, could take place after 6 months.

Council are asked to consider this option.

Agenda Item 11

CLERK'S REPORT FOR COUNCIL MEETING 17.1.18

ITEM / DESCRIPTION / COMMENTS
Town Hall / Planning application lodged for kitchen refurbishment. A provisional start date of February 26th has been agreed.
23 Market Place
Cemetery Cottage / Fence – PO Sent awaiting start date
Garden – work will start after installation of fence
Cemetery / AGENDA ITEM
Allotments / All sites / New site has been received and we are seeking advice from the National Allotments Association regarding lay out.
Work on a different manure pen is being designed
Churchyard / Churchyard Walls
Conifers / Walls should start in the spring
Faculty request in process still awaiting PCC Minutes to complete
Markets
Farmers' Markets / No Farmers Market in January
Market Place
Jannys Close Community Garden
Sapwell Close play area
Staithe
"Little Staithe"
Hopkins Homes areas general
Norfolk Homes Play Areas (equipped)
Norfolk Homes large area off Mileham Drive / Request from WI
Car Parks / Repair work to The Buttlands should take place soon
Street Lighting / Replacement Programme / Work will resume on this following the appointment of the Finance Officer
Public Toilets / Flooring
Alarm System / Details on the quotes are being ascertained and will be presented to the February Meeting
Initial investigations show that alarms appear not to be a legal requirement. Further investigation will be continued.
Offices - Public Toilets / New tenants started in January
COMMA/Archives
Litter & Dog Waste Bins
Bure Meadows
The Willows
Bus Shelters
Pump
Pillboxes
War Memorial
Archives
Highway Rangers / Please let the office know of any issues to be addressed
Neighbourhood Plan / AGENDA ITEM
Drill Hall / AGENDA ITEM
Community Speedwatch / Need to re-establish / Still short of volunteers
Mill Row / Application for land registration of a person in adverse possession / Agreement reached re land. Will need to agree layout with Conservation Officer
Telephone Box / Refurbishment / Two comments received – one for removal and one against
Data Protection / New Scheme to be implemented May 2018 / AGENDA ITEM
Repton 200 / Next Meeting January 22nd
Aylsham Schools / Consultation for the Federation of the Governing Boards of Aylsham Learning Federation (Aylsham High School and Bure Valley School) and John of Gaunt Infant and Nursery School - attached

Agenda Item 16

Aylsham Town Council

General Data Protection

Regulation Policy

Purpose of the policy and background to the General Data Protection Regulation

This policy explains to councillors, staff and the public about GDPR. Personal data must be processed lawfully, fairly and transparently; collected for specified, explicit and legitimate purposes; be adequate, relevant and limited to what is necessary for processing; be accurate and kept up to date; be kept only for as long as is necessary for processing and be processed in a manner that ensures its security. This policy updates any previous data protection policy and procedures to include the additional requirements of GDPR which apply in the UK from May 2018. The Government have confirmed that despite the UK leaving the EU, GDPR will still be a legal requirement. This policy explains the duties and responsibilities of the council and it identifies the means by which the council will meet its obligations.

Identifying the roles and minimising risk

GDPR requires that everyone within the council must understand the implications of GDPR and that roles and duties must be assigned.The Council is the data controller and the clerk is the Data Protection Officer (DPO). (All members of staff are data processors working under the DPO.) It is the DPO’s duty to undertake an information audit and to manage the information collected by the council, the issuing of privacy statements, dealing with requests and complaints raised and also the safe disposal of information. This will be included in the Job Description of the clerk.

Appointing the Clerk as the DPO must avoid a conflict of interests, in that the DPO should not determine the purposes or manner of processing personal data.

GDPR requires continued care by everyone within the council, councillors and staff, in the sharing of information about individuals, whether as a hard copy or electronically. A breach of the regulations could result in the council facing a fine from the Information Commissioner’s Office (ICO) for the breach itself and also to compensate the individual(s) who could be adversely affected. Therefore, the handling of information is seen as high / medium risk to the council (both financially and reputationally) and one which must be included in the Risk Management Policy of the council. Such risk can be minimised by undertaking an information audit, issuing privacy statements, maintaining privacy impact assessments (an audit of potential data protection risks with new projects), minimising who holds data protected information and the council undertaking training in data protection awareness.

Data breaches

One of the duties assigned to the DPO is the investigation of any breaches. Personal data breaches should be reported to the DPO for investigation. The DPO will conduct this with the support of the Staffing Committee. Investigations must be undertaken within one month of the report of a breach. Procedures are in place to detect, report and investigate a personal data breach. The ICO will be advised of a breach (within 3 days) where it is likely to result in a risk to the rights and freedoms of individuals – if, for example, it could result in discrimination, damage to reputation, financial loss, loss of confidentiality, or any other significant economic or social disadvantage. Where a breach is likely to result in a high risk to the rights and freedoms of individuals, the DPO will also have to notify those concerned directly.

It is unacceptable for non-authorised users to access IT using employees’ log-in passwords or to use equipment while logged on. It is unacceptable for employees, volunteers and members to use IT in any way that may cause problems for the Council, for example the discussion of internal council matters on social media sites could result in reputational damage for the Council and to individuals.

Privacy Notices

Being transparent and providing accessible information to individuals about how the Council uses personal data is a key element of the Data Protection Act 1998 (DPA) and the EU General Data Protection Regulation (GDPR). The most common way to provide this information is in a privacy notice. This is a notice to inform individuals about what a council does with their personal information. A privacy notice will contain the name and contact details of the data controller and Data Protection Officer, the purpose for which the information is to be used and the length of time for its use. It should be written clearly and should advise the individual that they can, at any time, withdraw their agreement for the use of this information. Issuing of a privacy notice must be detailed on the Information Audit kept by the council. The council will adopt a privacy notice to use, although some changes could be needed depending on the situation, for example where children are involved. All privacy notices must be verifiable.

Information Audit

The DPO must undertake an information audit which details the personal data held, where it came from, the purpose for holding that information and with whom the council will share that information. This will include information held electronically or as a hard copy. Information held could change from year to year with different activities, and so the information audit will be reviewed at least annually or when the council undertakes a new activity. The information audit review should be conducted ahead of the review of this policy and the reviews should be minuted.