Minutes of the Meeting of Bury St Edmunds Town Council
Wednesday 27 June 2012
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MINUTES OF THE MEETING OF BURY ST EDMUNDS
TOWN COUNCIL HELD ON WEDNESDAY 27 JUNE 2012
AT 7:00 PM AT THE TOWN COUNCIL OFFICES,
7 ANGEL HILL, BURY ST EDMUNDS
PRESENT: Cllrs Cockle (Chairman), Cornish (Vice Chairman), Chung, Farmer, C Hind, K Hind, Moffat, Nettleton, Turner and Mrs Warby.
ALSO PRESENT: Sue Hindry (Assistant Town Clerk/Responsible Financial Officer), 2 members of the public, 1 reporter (Bury Free Press) (7.30pm)
1. TO RECEIVE APOLOGIES FOR ABSENCE AND REASONS THEREFORE
Apologies were received from Cllr Hartley (not well), Ridgeway (childcare difficulties), Rout (another meeting), Simner (work commitments), Springett (away on business) and Taylor (engineering issues at work). Cllr Oliver was absent.
2. TO RECEIVE DECLARATIONS OF INTEREST + ADDITIONS TO REGISTERS
All Borough Councillors when sitting at Town Council level (and vice versa) are advised to declare as follows: “that I may vote differently at Borough Council (substitute Town Council as and when required) level from that recorded at this meeting because of the possibility of further information being made available to me at that other tier of local government”.
3. TO CONFIRM, ADOPT AND SIGN THE MINUTES: 16 MAY 2012
Resolution Record No. BSETC/042/27/Jun/12:
That the Minutes of the Bury St Edmunds Full Town Council Meeting of Wednesday 16 May 2012 be agreed and signed as a true record.
4. PUBLIC FORUM
Standing Orders were suspended to allow the public to address the Meeting and were re-instated at the conclusion of public forum. The friend of an allotment tenant spoke in support of her appeal against the notice to quit her allotment.
Cllr Nettleton left the meeting at 7.09pm.
5. TO RECEIVE AND ADOPT THE RECOMMENDATIONS IN THE REPORTS OF THE PLANNING AND LICENSING COMMITTEE [DELEGATED POWERS]:
5.1 16 May 2012
5.2 30 May 2012
5.3 13 June 2012
The committee Chairman moved the adoption of these reports (there were no recommendations).
Resolution Record No. BSETC/043/27/Jun/12:
That the Minutes of the Planning and Licensing Committee Meetings of 16 May 2012, 30 May 2012 and 13 June 2012 be received.
6. TO RECEIVE AND ADOPT THE RECOMMENDATIONS OF THE FINANCE, POLICY AND RESOURCES COMMITTEE MEETING OF 13 JUNE 2012
The committee Chairman moved the adoption of the report and all the recommendations therein.
Resolution Record No. BSETC/044/27/Jun/12:
That the minutes of the Finance, Policy & Resources Committee Meeting of 11 April 2012 be approved and signed as a true record.
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Resolution Record No. BSETC/045/27/Jun/12:
That a salt/grit bin be sited in Church Walks as an exceptional case.
Resolution Record No. BSETC/046/27/Jun/12:
That the End of Month 2: May 2012: Bank Reconciliations, Budget Line Item Expenditure, Final Payments List and Cash Book Reports be adopted and signed.
Resolution Record No. BSETC/047/27/Jun/12:
That the report of the budget line items indicating significant under/over spend be approved.
Resolution Record No. BSETC/048/27/Jun/12:
That the Month 3: June 2012 payments list, as tabled, be approved.
Resolution Record No. BSETC/049/27/Jun/12:
That the petty cash record book to date be approved and initialled.
Resolution Record No. BSETC/050/27/Jun/12:
That £60,000 be invested in the Cambridge Building Society’s “6 Month Council Saver Bond”.
Resolution Record No. BSETC/051/27/Jun/12:
That £100,000 be invested in the Co-operative Bank’s “Guaranteed Investment Account” (GIA) for a three month term.
Resolution Record No. BSETC/052/27/Jun/12:
That the revisions to the Allotments ‘Frequently Asked Questions’ document, as circulated, be approved.
Resolution Record No. BSETC/053/27/Jun/12:
That the insurance cover sums insured had been reviewed and no amendments were considered necessary over and above the automatic index linking.
Resolution Record No. BSETC/054/27/Jun/12:
That insurance cover be increased to £200 to reflect the maximum balance in the petty cash tin.
Resolution Record No. BSETC/055/27/Jun/12:
That employer’s liability cover for staff whilst undertaking manual tasks is continued.
Resolution Record No. BSETC/056/27/Jun/12:
That existing level of insurance cover under Part O – Personal accident is considered adequate.
Resolution Record No. BSETC/057/27/Jun/12:
That the existing level of insurance cover under Part P – Legal expenses is considered adequate.
Resolution Record No. BSETC/058/27/Jun/12:
That insurance cover is not required for Street Furniture under Part Q – Impact Damage as these items are insured under the All Risks section.
Resolution Record No. BSETC/059/27/Jun/12:
That the “data reinstatement” level of cover is considered adequate.
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Resolution Record No. BSETC/060/27/Jun/12:
That (1) cover is not required under Part B – Business Interruption, Part F – Hirers’ Liability, Part I – Motor Vehicles, Part J – Legal Expenses and Uninsured Loss Recovery, Part K – Inspection Contract. Part L – Engineering Insurance, Part M – Deterioration of Stock and (2) no other significant changes have taken place or are planned which need to be taken into account in the review of insurance cover requirements.
Resolution Record No. BSETC/061/27/Jun/12:
That St Edmundsbury Cathedral be requested to provide (1) financial information in support of their request for grant funding of £400 to pay for the running costs of lighting the tower for the first year and (2) a statement detailing how the sum requested had been reached.
Resolution Record No. BSETC/062/27/Jun/12:
That the Cotton Lane Allotment Holders' Association request for £150 towards stone chippings to finish off the Avenue C/D car-park be approved [Local Government Act 1972 s.111].
Resolution Record No. BSETC/063/27/Jun/12:
That the Moreton Hall Youth Action Group be awarded grant funding of £250 to provide fitness/dance/sports coaching for the young people attending the Club [Local Government (Miscellaneous Provisions) Act 1976 s.19].
Resolution Record No. BSETC/064/27/Jun/12:
That the Moreton Hall Residents Association be awarded grant funding of £250 for publicity to raise residents’ awareness of its activities [Local Government Act 1972 s.137].
Resolution Record No. BSETC/065/27/Jun/12:
That the Bury St Edmunds Volunteer Centre be awarded grant funding of £234 to purchase a lawnmower [Local Government (Miscellaneous Provisions) Act 1976 s.19].
Resolution Record No. BSETC/066/27/Jun/12:
That the Whiting St Carpet Bowls Club be awarded grant funding of £250 towards the purchase of an electric carpet winding machine [Local Government Act 1972 s.137].
Resolution Record No. BSETC/067/27/Jun/12:
That the quote from Groupbridge in the sum of £508.82 plus VAT for the additional works required in connection with the installation of the allotment dip tanks be accepted [Local Government Act 1972 s111].
Resolution Record No. BSETC/068/27/Jun/12:
That the quote for allotments maintenance from McGregor Services for the 2012 season be accepted.
Resolution Record No. BSETC/069/27/Jun/12:
That the Minutes of the Finance, Policy & Resources Committee Meeting of 11 April 2012 be received and the recommendations therein be adopted.
7. TO RECEIVE AND ADOPT THE RECOMMENDATIONS OF THE ST EDMUND’S DAY COMMITTEE MEETING OF 13 JUNE 2012
The committee Vice Chairman moved the adoption of this report (there were no recommendations therein).
Resolution Record No. BSETC/070/27/Jun/12:
That the Minutes of the St Edmunds Committee Meeting of 13 June 2012 be received
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8. TO RECEIVE AND ADOPT THE RECOMMENDATIONS OF THE STAFFING & EMPLOYMENT COMMITTEE MEETING OF 30 MAY 2012
The committee Vice Chairman moved the adoption of the report and all the recommendations therein.
Resolution Record No. BSETC/071/27/Jun/12:
That the Minutes of the Staffing & Employment Committee Meeting of 22 February 2012 be signed as a true record.
Resolution Record No. BSETC/072/27/Jun/12:
That the following revisions are made (following the numbering of the Staffing Review Group Recommendations):- Item 5 - The wording to be replaced by “Monthly management liaison meetings for all staff with their line manager should be held.”; Item 6 - Deletion of second line “Failure to agree and sign appraisal should immediately trigger managerial action.”; Item 7 - Deletion of all wording from “..and enforce..”; Item 8 - Reduce number to 7; Item 9 - Deletion of wording from the semi-colon and insertion of the words “as needed”; Item 17 - Deletion of the words “have” and “formal” and replacement with “seek “and “informal” respectively; Item 20 - The Clerk to make arrangements for all Councillors to receive training in 2 sessions on staffing/disciplinary matters and general councillor training with St Edmundsbury Borough Council with that Council.
Resolution Record No. BSETC/073/27/Jun/12:
That the Minutes of the Staffing & Employment Committee Meeting of 30 May 2012 be received and the recommendations therein be adopted.
9. TO APPROVE THE MONTH 3: JUNE 2012 FINAL PAYMENTS LIST
Resolution Record No. BSETC/074/27/Jun/12:
That the Month 3: June 2012 final payments list as circulated be approved.
10. TO CONSIDER THE MINUTES OF THE ANNUAL TOWN MEETING OF 9 MAY 2012
Noted.
11. TO APPROVE THE ANNUAL REPORT 2012
Resolution Record No. BSETC/075/27/Jun/12:
That the Annual Report 2012 and its distribution, including via the library, be approved.
12. TO RATIFY THE TOWN CLERK’S LETTERS TO PETER ALDOUS AND DAVID RUFFLEY MPS REQUESTING SUPPORT FOR THE PLANNING APPLICATIONS (APPEALS BY TOWN AND PARISH COUNCILS) BILL IN SUPPORT OF THE SUFFOLK ASSOCIATION OF LOCAL COUNCILS, THE NATIONAL ASSOCIATION OF LOCAL COUNCILS AND OTHER SIMILAR BODIES
Resolution Record No. BSETC/076/27/Jun/12:
That the Clerk’s letters to Peter Aldous and David Ruffley MPs requesting support for the Planning Applications (Appeals by Town and Parish Councils) Bill in support of the Suffolk Association of Local Councils, the National Association of Local Councils and other similar bodies be approved.
13. TO CONSIDER SUPPORTING THE CHANGES TO COACH SERVICES MADE BY NATIONAL EXPRESS (DESPITE WITHDRAWAL OF 50% CONCESSIONARY RATE NATIONAL EXPRESS HAVE FUNDED THEIR OWN 30% CONCESSIONARY RATE; HAVE INCREASED COACH SERVICE FROM BURY TO LONDON AND ADDED A LINK TO NORWICH) AS PER EMAIL DATED19TH JUNE FROM MIKE LAMDEN
The matter was discussed but a formal statement of support was not made.
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14. TO RECEIVE A REPORT FROM CLLR MOFFAT REGARDING THE PROGRESS MADE WITH THE BEST RESIDENTS ASSOCIATION AWARD AND TO AUTHORISE A PRESS RELEASE
The report would be further considered by the St Edmund’s Day committee as it falls within its terms of reference.
15. TO CONSIDER APPOINTMENTS TO COMMITTEE AND INTERNAL AUDITOR VACANCIES
Resolution Record No. BSETC/077/27/Jun/12:
That Cllr Simner completes the membership of the Planning and Licensing committee.
Two nominations were received for the post of Councillor Internal Auditor viz. Cllrs Oliver and Springett.
Resolution Record No. BSETC/078/27/Jun/12:
That Cllr Springett be appointed as Councillor Internal Auditor.
16. TO ADOPT THE SUFFOLK LOCAL CODE OF CONDUCT FOR THE PURPOSES OF DISCHARGING THE COUNCIL’S DUTY TO PROMOTE AND MAINTAIN HIGH STANDARDS OF CONDUCT WITHIN ITS AREA UNDER THE LOCALISM ACT 2011 SS. 26 TO 37) WHICH COMES INTO FORCE ON 01 JULY 2012
Resolution Record No. BSETC/079/27/Jun/12:
That Bury St Edmunds Town Council adopts the Suffolk Local Code of Conduct for the purposes of discharging its duty to promote and maintain high standards of conduct within its area under The Localism Act 2011 ss. 26 to 37 which comes into force on 01 July 2012.
17. TO ADOPT NEW STANDING ORDERS TO ADDRESS THE AREAS WHICH THE NEW STANDARDS REGIME DOES NOT COVER
Item deferred as the information had not been received from the Suffolk Association of Local Councils.
18. TO NOTE THE REQUIREMENT TO COMPLETE NEW REGISTER OF INTERESTS FOR COUNCILLORS WHICH WILL REQUIRE THE REGISTRATION OF BOTH THE INTERESTS OF THE COUNCILLOR AND THE PARTNER/SPOUSE THEY LIVE WITH. THE INTEREST RECORDED WILL REFLECT THOSE OF A PECUNIARY AND NON-PECUNIARY NATURE
Noted. The new register of interests form was circulated to councillors for completion and return to the Clerk not later than 28 July 2012. It was noted that failure to register pecuniary interests or update the register within 28 days of any changes without reasonable excuse or participate in any discussion or vote where you knowingly have a pecuniary interest (without a dispensation) is a criminal offence.
19. MOTION/RESOLUTION TO EXCLUDE TEMPORARILY THE PUBLIC AND PRESS:
It was resolved to exclude temporarily the public and press for the remaining items due to the confidential nature of the business to be discussed concerning: appeals.
20. TO CONSIDER APPEAL FROM ALLOTMENT TENANT AGAINST NOTICE TO QUIT DUE TO NON-COMPLIANCE WITH RESIDENCY REQUIREMENT
Resolution Record No. BSETC/080/27/Jun/12:
That (1) the tenant’s request that the tenancy of allotment plot A19 at the Sicklesmere Road site be transferred to the shared user be approved as an exception to the process (2) Officers take strong action against tenants of neglected plots and (3) Officers be commended on their diligence so far in dealing with this matter.
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21. DATE OF NEXT MEETING
Date of next meeting: Wednesday 25 July 2012 at 7 pm. Cllrs Moffat and Mrs Warby gave their apologies for this meeting.
The meeting ended at 8.25pm.
Signed: ______Dated: ______