TUXFORD TOWN COUNCIL
Minutes of the Meeting of Tuxford Town Council held on
Tuesday 15 October 2013 at 7.30pm in The Old Grammar School.
Present: Councillors Anderson (Chairman), Bett, Crow, Griffiths, Mitchell, Moulds, Richards, Silcock, Taylor, Willatt, Holland, Sanderson and Witaszczyk.
Also present: Mrs Lisa A Hill (Clerk), Student Advisors Rose Salter and Amy Parkes and two members of the public.
C79/1314 Apologies for absence
There were no apologies for absence.
C80/1314 Declarations of Interest
There were no new declarations of interest.
C81/1314 Student Advisors, Junior Town Council
Councillor Anderson welcomed Rose Salter and Amy Parkes to the meeting.
C82/1314 Minutes of the previous meetings
Resolved: that the minutes of the meetings held on 10 September 2013 and 17 September 2013 were accepted as a true and accurate record. The Minutes were signed by the Chairman.
C83/1314 Matters arising from the Minutes of the Town Council Meeting held on 17 September 2013
C71/1314 – The Clerk and Councillor Griffiths reported that there was no further information on discussions between the Head Teacher at Tuxford Primary Academy, Louise Davidson and District Councillor Keith Isard regarding the possibility of the primary school being made available for community use.
C75/1314 – the Clerk reported that the additional CCTV camera at the depot, to cover the Clark Lane play equipment, would be fitted as soon as possible. Signs had been ordered for the area.
C78.2 – the Clerk reported that the overgrown hedge belonging to the property near the cut through on Peel Avenue had been cut back. Councillor Willatt queried this. Action – Clerk.
C78.3 – the Clerk reported that herself and Councillor Taylor had attended the planning course on 25 September 2013.
C78.4 – the Clerk reported that Councillor Griffiths was now unable to lay a wreath on the Council’s behalf at the Remembrance Service. Councillor Richards agreed to fulfil this role instead. Action – Councillor Richards.
C84/1314 – County Councillor Report
There was nothing to report from County Councillor John Ogle.
The meeting was adjourned to allow questions from members of the public.
Mr Peter Downing asked for an update on the status of the Town Council’s request to Nottinghamshire County Council (NCC) for reclassification of the A6075 to a B road. The Chairman reported that the last response from NNC indicated that there were budget constraints preventing reclassification. NCC’s recent de-cluttering of signage in Tuxford was hoped to have made an impact on the volume of traffic driving through the town. It was suggested that the opinion of County Councillor John Ogle was sought.
The meeting was re-convened to discuss the following items:
C85/1314 Financial monitoring and invoices for approval
C85.1 The Clerk circulated copies of the monthly financial monitoring sheet that monitored actual versus budgeted expenditure for each budget head. The sheet covered the first six months of the 2013/14 financial year and showed that total expenditure was under-budget. The Clerk gave reasons for the variances between budget and actual expenditure and answered questions on the financial information.
C85.2 The Clerk circulated copies of the income and expenditure sheet to 30 September 2013.
C85.3 The Clerk reported on invoices approved for payment previously at the Finance and Services Committee meeting held on 8 October 2013. The Clerk requested authorisation to pay Grant Thornton, the external auditor £960 and P R Conservation and Restoration £340 for gilding works to the Victorian Finger Post, which would be grant funded by Bassetlaw District Council(BDC). It was Resolved: that these two invoices could be paid. Action – Clerk.
The Clerk reported that following the comments made by the external auditor, on it’s Annual Return, clarification had been sought from the external auditor regarding the frequency of reviewing the Council’s Financial Regulations (FRs). The external auditor had confirmed that a Council should review its FRs every twelve months. Tuxford Town Council currently reviews its FRs every two years; this will now be amended to every twelve months. The external auditor also commented that Tuxford Town Council should provide an over arching document which specifies that it will provide a document which sets out its financial practices; this document sits above the Council’s Financial Regulations. The Clerk will ensure that this document is in place for the next Annual Return. Action – Clerk.
C86/1314 Planning Applications
At its planning meeting, the Committee, under delegated powers, had made no objection to planning application 13/01050/CAC, Ms G Frith, Mydas Mews, Chantry Walk to demolish toilet block and partially dismantle barn and rebuild.
C87/1314 Planning Decisions
The Chairman reported that no planning decisions had been received from Bassetlaw District Council (BDC).
C88/1314 Spirit of Best Value Review
The Clerk reported that this review had been sent to Councillors previously and discussed at the Finance and Services meeting. The following suggestions were discussed:
· that the report should be made widely available, via the Tuxfordian and the Council’s website
· the report should clarify what the Council is required to do by law, for example upkeep of the Cemetery and what the Council does because it can provide a better service than an external contractor, for example grass cutting
· that the Clerk’s time representing the Council at meetings of external bodies, such as BDC’s Rural Conference, BDC’s Parish Forum, Safer Neighbourhood Group/Priority Setting and Nottinghamshire Association of Local Councils should be included in the document
It was Resolved: that a summary of the Spirit of Best Value should be provided in the Tuxfordian and readers directed to the full report on the website; that the clarifications regarding responsibilities of the Council be added to the report; that the suggested additions regarding the Clerk’s attendance at meetings be included in the document. Action – Clerk.
C89/1314 Bassetlaw Rural Action Plan
The Clerk reported that this document had been circulated to Councillors prior to the meeting. The following comments were made:
· it was felt that the document stated the obvious but did not mention how the points highlighted could be financed
· it was felt that the document missed the point that there was a natural tendency for migration out of villages to towns, particularly by younger residents, as a lifestyle choice, to be nearer shops, nightlife etc.
It was Resolved: that these comments be forwarded to BDC. Action – Clerk.
C90/1314 BDC – Localised Council Tax Support Scheme
The Clerk reported that BDC were required to adopt their own local Council Tax reduction scheme by 31 January 2013 ready for the new financial year. As part of that process BDC were required to discuss the scheme with parish/town councils. The 2014/15 Reduction Scheme follows the same outline line as 2013/14 whereby every working household had to pay a minimum of 8% towards their Council Tax. It is anticipated that this minimum would increase to 12% in 2014/15. The Clerk suggested that all Councillors should look at the scheme on line before submitting their comments.
C91/1314 Projects
C91.1 Regeneration and highway matters
Eldon Street – Councillor Holland requested information regarding the specification of the materials being used for the improvement scheme. Action – Clerk.
Newark Road, Tuxford Primary Academy (TPA) – the Clerk reported that she had met with the new Head Teacher at Tuxford Primary Academy to discuss various issues, including road safety. Subsquently, the Clerk had contacted NCC requesting a date for the introduction of the 20mph outside the school; possibility of a digital speed warning sign; possibility of a speed camera; a request for the school liaison officer to visit the school to discuss ‘walking bus’ and Green Cross Code. To date the NCC had not responded. It was suggested that the Community Speed Watch speed gun should be located. Action – Clerk.
C91.2 Restoration of the Victorian Finger Post in the Market Place – the Clerk reported that the Victorian Finger Post would be delivered Monday 28 October 2013.
C91.3 Gilbert Avenue Playing Field – the Clerk reported that the old portacabins/changing rooms had been removed. A temporary portacabin had been erected so that the football club had changing facilities for the start of the season. No further works would be carried out until planning permission had been granted.
C91.4 Funding – Bassetlaw District Council (BDC), Community Projects Grant Scheme – the Clerk reported that BDC had granted the Council £6,000 from the Community Projects Grant Scheme for resurfacing the public car park. The Council required a further £7,000 to fund the works. Further funding was being sourced. Councillor Holland suggested that the scheme could be completed in stages and agreed to assist the Clerk with this. Action – Clerk.
C91.5 Christmas 2013 – the Clerk reported that market stalls were nearly all booked. The Clerk asked for volunteers to assist with the Christmas lights and Market day to contact the office. The Clerk notified all Councillors of the dates that volunteers would be required. Action – Councillors.
C92/1314 Correspondence for action
No correspondence for action had been received.
C93/1314 Tuxford Matters
C93.1 It was reported that during recent heavy rainfall Lincoln Road had flooded outside Binnigs store. Action – Clerk.
C93.2 Councillor Crow requested an update on a recent gating issue at Capps Place. The Clerk had informed A1 Housing of this issue who would be making a site visit. The Clerk would follow this up. Action – Clerk.
C93.3 It was reported that leaves on the Memorial Hall steps were making the path slippery. The Clerk would report this to the handymen to clear. Action – Clerk.
C93.4 The Chairman reported that himself and the Clerk had recently attended the BDC Rural Conference where issues such as Neighbourhood Plans, Flood Prevention and Rural Broadband were discussed. The Chairman and the Clerk had recently attended the Safer Neighbourhood Group meeting where policing priorities were set.
The Chairman asked Primary School Governor, Councillor Richards for an update. Cllr Richards reported he had not attended any meetings recently.
Councillor Bett, Reads Building Trust representative had nothing to report.
The Clerk reminded Councillors that the Nottinghamshire Association of Local Councils was holding its AGM in Epperstone Village Hall on Wednesday 13 November 2013 at 7.30pm. Nottinghamshire’s Police and Crime Commissioner Paddy Tipping would be present at the event.
C94/1314 Items for the exclusion of the press and public: co-option of new Councillors
The Chairman introduced Mr Peter Downing and Ms Lis Harris and asked for a short presentation from each on their reasons for wishing to join the Council and gave Councillors the opportunity to ask questions.
The Chairman then read out the following:
‘It is proposed that under section 100A(4) of the Local Government Act 1972 the press and public be excluded from the meeting for the following item of business on the grounds that it involves the likely disclosure of exempt information as defined in Paragraph 1 of Part 1 of Schedule12A of the Act, namely information relating to any individual.’
Resolved: that the press and public should withdraw from the meeting.
The Chairman drew Councillors attention to the Chatham House Rule which states that ‘When a meeting, or part thereof, is held under the Chatham House Rule, participants are free to use the information received, but neither the identity nor the affiliation of the speaker(s), nor that of any other participant, may be revealed.’
The Chairman suggested that the spirit of this rule should be applied to the discussion of the co-option candidates and asked that Councillors speak freely in the knowledge that the discussion was private and confidential.
Following discussion of each candidate and a secret ballot it was Resolved: not to co-opt Mr Peter Downing to the Council; to co-opt Ms Lis Harris to the Council. Action – Clerk.
The Chairman declared the meeting closed at 9pm
6