Minutes 23rd February 2009

Minutes of the Full Council Meeting of Madeley Parish Council. Meeting held on Monday, February 23rd 2009, at Jubilee House, High Street, Madeley, commencing at 7.00pm.

Present:

• Councillors:
  D Davies (Chair)
  J Jones (Vice-Chair)
  R Allan
  B Duce
  D Edwards
  A England
  E Evans
  G Green
  S Law
  M Shaw
  Swift
  M Swift
  S Taylor
• Deputy Parish Clerk
• Telford and Wrekin Council, Community Policy Manager

08/80. Apologies

• Councillor S Harrington - Health - Accepted
• Councillor A Mackenzie - Work - Accepted
• Councillor DP Taylor - Health - Recorded

08/81. Declarations of Interest

There were none.

08/82. Remarks from the Chair

The Chair welcomed Councillor A England to Council as elected member for Woodside Ward. Declaration of Acceptance of Officer had been enacted before the Clerk to the Council prior to the meeting.

A poll has been claimed for the declared vacancy for Woodside Ward following the resignation of Councillor D Harrison.

08/83. Public Discussion

There were no members of the public present.

08/84. Minutes

It was (resolved) that the minutes of the meeting held on January 5th 2009 be confirmed and approved for signature.

It was (resolved) that the minutes of the extraordinary meeting of January 19th 2009 be confirmed and approved for signature.

08/85. Parish Charter

Community Policy Manager, George Kinnell of Telford and Wrekin Council, gave a presentation.

A draft copy of The Parish Charter had been circulated to Councillors for information.

A Parish Charter (Appendix A) has been in place for the Borough of Telford and Wrekin since 1993. Through Wrekin Area Committee of the Shropshire Association of Local Councils, a review was requested in 2007.

The draft version submitted for representations benefited from a greater input from local councils. It illustrated the importance of improved relationship between the authorities. Councillors were invited to consider the philosophy and implications of the document. A final draft would be presented for adoption at the Annual General Meeting. The Parish Charter would be subject to management review at meetings of the Parishes Forum. The Forum is a quarterly meeting of nominated elected representatives.

Members welcomed the inclusion of local councils in the preparation of the document and the account taken of protocols requested. Key issue would be observation and compliance with the commitments contained within.

08/86. Committee Reports

86.1 Leisure and Community Committee

Councillor D Edwards presented the report of the Leisure and Community Committee meeting held on January 12th 2009 for information. It was noted.

• Grant award to Madeley Cricket Club, Bowls Section, had been presented by the Chair of Council.
• The Chair of Leisure and Community attended the opening ceremony of the Greenhouse for The Villa Green Fingers Gardening Club.

86.2 Environment Committee

Councillor S Law presented the report of the Environment Committee meeting held on February 2nd 2009 for information. It was noted.

86.3 Finance and General Purposes Committee

Councillor J Jones presented the report of the F&GP meeting held on February 9th 2009 for information. It was noted.

86.3.1 Saint (St) Michael's Church

Finance and General Purposes Committed recommended grant for the external decoration of windows at St Michael's Church. This was to complement the interior renovation funded by Church members.

Councillors noted the extent of Madeley Parish Council's investment in a building of significant historic and local interest. Financial support should be acknowledged and publicised.

Members asked for a partnership agreement to be considered to confirm or allow for general community use and benefit.

It was (resolved) that Madeley Parish Council finances the external decoration of windows at St. Michael's Church.

08/87. Budget and Finance

87.1 Expenditure

87.1.1 Expenditure Approval

• To approve expenditure transactions

The Responsible Finance Officer presented the Expenditure Transactions Approval List report. The current Financial Summary for the period to February 2009 was also presented. It was noted.

It was (resolved) that the expenditure transactions recorded be confirmed and approved for payment.

87.1.2 Financial Summary

• To note balances

The Responsible Finance Officer presented the Financial Summary - Cashbook report for the period April - February 2009 for information. The Financial Summary - Cashbook report is a Receipts and Payment report. It shows opening and closing bank balances and total receipts and total payments (for each committee) for the period.

87.1.3 Financial Budget Comparison Report

• To note actual monies received and spent compared to 2008/09 budget.

The Responsible Finance Officer presented the Financial Comparison Report for the period to February 2009. It was noted.

87.1 Financial Regulations

There was a recommendation from Finance and General Purposes for the waiver of Financial Regulations paragraph.13.1.2. relating to contracts. It is a requirement that the reason for any waiver must be embodied in a recommendation to Council. Councillors confirmed the need to maintain service delivery, relationships, and momentum.

It was (resolved) to approve the waiver to enable negotiation of contract agreement with Groundwork Black Country. They are the preferred supplier for Youth Work projects in Cuckoo Oak ward.

87.2 External Audit 2008/09

The RSO presented the external auditor's Certificate and Opinion on the Annual Return for the year ended 31 March 2008. On the basis of the review, the information contained within the Annual Return was in accordance with the Audit Commission's requirements. No matters had come to the external auditor's attention giving cause for concern that relevant requirements had not been met.

Matters not affecting the opinion were reported with recommendations. Councillors agreed that the Audit Committee should be reconvened to oversee tasks.

It was (resolved) that Councillor JR Allan be appointed to the Audit Committee. The current membership consists of Councillors J Jones, G Green, DP Taylor.

It was (resolved) that the Audit Committee be tasked with review of Standing Orders and Financial Regulations.

Based on Governance and Accountability for Local Councils, the Clerk had arranged a skill sharing session with local council clerks. The purpose was to examine a common system template on Risk Management and Register of Risk (March 2009).

It was (resolved) that Risk Management be included in the Terms of Reference for the Audit Committee.

The following item of business was declared Confidential on the grounds that it involved the likely disclosure of exempt information. The information is defined in paragraph 9 of Part 1 of Schedule 12A of the Local Government Act 1972.

87.4 Assets - The Coach House

A written property report for marketing was circulated to Councillors for consideration.

The proposal covered a general description of the property and its condition, renovation requirements, and plot boundary. It was recommended that a full structural/building survey be undertaken prior to marketing. Methods of disposal of the property were: Public Auction, Private Treaty, and Sale by Tender. A provisional valuation was given for Sale by Tender.

A cautionary note on valuation was expressed because of the constraints on marketing - Conservation Area, planning permissions, and land options. Production of outline plans and obtaining permissions may increase marketability of the property. However, members were aware of the need to avoid detailed debate on a subject that had been previously discussed.

To respond to concerns, it was (agreed) that Telford and Wrekin Council, Principal Planning Officer, be asked for site assessment.

08/88. Strategic Direction

• To steer and co-ordinate the work of the committees and to ensure the strategic aims are being addressed.
• To develop policies that will enable the organisation to function effectively as an employer, service provider and community representative.

Councillors reviewed the progress report on objectives for Strategic Direction (Appendix C). It was noted.

88.1 Access to Nature - Next Step Application

The application was referred from Finance and General Purposes Committee for consideration and decision.

The Deputy Clerk submitted a report (Appendix D) that informed Councillors of the proposed submission for 'Access to Nature' funding. Environment Committee had recommended that Madeley Parish Council resubmit the proposal as applicant and fund holder.

Following discussion of ramifications, impact of Severn Gorge Countryside bid, linkage with other land management proposals, and administrative capacity.

It was (resolved) that Madeley Parish Council re-submits the Next Step proposal to Natural England as applicant and fundholder.

88.2 Sutton Hill - Designated Public Place Order

Chair of Governors, Sir Alexander Fleming School, Sutton Hill submitted a request for consideration. The request was for an introduction of an 'alcohol free zone' in Sutton Hill local centre. The incidents of anti-social behaviour affecting children, parents, local businesses and organisations needs to be countered. The Deputy Clerk had circulated a report for information that detailed Anti-Social and Criminal Behaviour data for Sutton Hill. The report covered the preceding year and a response from West Mercia Constabulary, Local Police Team (Appendix E).

Councillors argued that the current powers were not used effectively and were, therefore, insufficient to contend with the current problems. The problems highlighted followed earlier concerns about the adequacy of the Closed-circuit Television (CCTV) system. Reporting of incidents needed to be encouraged in order to ensure priority allocation of police resource for area targeting.

The Designated Public Place Order instrument was aimed at larger public areas, but it was noted that similar appeals had and were now being made. These appeals covered Dawley, Shifnal and Oakengates. The Member of Parliament (MP) for Telford was also campaigning on this issue.

It was (resolved) to confirm support for the introduction of a Designated Public Place Order for Sutton Hill local centre. Chair of Governors, Sir Alexander Fleming School to be notified of confirmation. Madeley Parish Council will co-operate with other local councils to develop partnership action area proposal with Telford and Wrekin Council.

88.3 Community Funding

The Deputy Parish Clerk presented a discussion paper on a Community Leadership Fund (Appendix F). Brief views were expressed:

• Support for role of local democratic representation
• Allows for active engagement rather than reactive
• Spread investment throughout civic parish
• Core activities responsibility of Local Authority
• Source of funding
• Mechanism and management of delivery
• Expectation and responsibility
• Confusion with Locality Management

It was (agreed) to refer to Finance and General Purposes for discussion as strategic proposal.

08/89. Representation

• To ensure that the council has high quality representation on outside bodies. Such representation being appropriate to its legal responsibilities, position within the community and areas of focus.

Councillors reviewed the progress report on objectives for Representation (Appendix C). It was noted.

Members were reminded to complete review of Register of Interests as appropriate.

89.1 Nominated Representative - Lumley Hall Management Committee

It was (resolved) that Councillor S Taylor be nominated as representative to Lumley Hall Management Committee.

89.2 Nominated Representative - World Heritage Site (WHS) Parishes Liaison Group

It was (resolved) that Councillor M Swift be nominated as representative to the WHS Parishes Liaison Group.

89.3 Committee Vacancies - Personnel Committee

It was (resolved) that Councillors JR Allan and A England be appointed to Personnel Committee.

89.4 Council Meeting Dates 2009/10

A Draft diary of meeting dates 2009/10 was provided for information. Meeting dates to be confirmed at Annual General Meeting.

89.5 Representatives on Outside Bodies - Reports

89.5.1 Telford and Wrekin Council - Parishes Forum (07.01.09)

The Deputy Clerk advised that reports on Service and Financial Planning 2009-2012 (Corporate Director - Resources) had been presented. He advised that the Parish Charter had also been presented.

89.5.2 Woodside Family Groups Project (19.01.09)

Minutes of the Woodside Family Groups Project, Management Committee, meeting were circulated to Councillors for information.

89.5.3 Telford and Wrekin Community Volunteer Service - Voluntary and Community Forum (28.01.09)

Minutes of the Voluntary and Community Forum meeting were circulated to Councillors for information.

89.5.4 Telford and Wrekin CVS - Annual General Meeting (28.01.09)

Councillor D Edwards reported his appointment to the Executive Committee of Telford and Wrekin Community Volunteer Service.

89.5.5 Wrekin Area Committee (12.02.09)

Minutes of the Shropshire Association of Local Council (SALC) Wrekin Area Committee meeting were circulated to Councillors for information.

89.5.6 Telford and Wrekin CVS - Senior Citizens Forum (23.02.09)

Councillor D Edwards, Management Committee Member, advised that the Senior Citizens Forum had received a report on dementia awareness.

08/90.Profile

• To promote and publicise the work of the council, and the area it serves.
• To raise the profile of the parish.
• To consult with and be accountable to the community through open communication.
• To advocate on behalf of Madeley Parish and its residents.

Councillors reviewed the progress report on objectives for Profile (Appendix C). It was noted.

90.1 Website Strategy

A Strategy document had been prepared and circulated to Councillors for information by the volunteer Webmaster (Appendix G).
Striving for the highest standard of accessibility was commended. Examples of current and recommended colour schemes indicated that change was required. This would improve access for poor colour vision.

Royal National Institute of the Blind (RNIB) accreditation would signal the quality and accessibility standard of the site. It would promote the values of Council as the first minor local authority with compliance to the DDA 1995. Apart from concern over cost of site audit, the proposal was approved.

It was (resolved) that the Council website be rebuilt to WAI AAA rating standard with compliant colour scheme as proposed.

It was (resolved) that the Chair and Vice-Chair be delegated responsibility to authorise RNIB audit of the new website.

90.2 Green Day 2009

West Midlands CND had submitted a written request for a stall at the 2009 Madeley Green Day event.

The organisation was described as non-political activist. Councillors considered that attendance was acceptable as long as it was relevant to the aims and objectives of the event. Due to staff changes and a review of Project Officer role, this may be subject to change.
It was (agreed) that criteria for Madeley Green Day be set by the Environment Committee. West Midlands Campaign for Nuclear Disarmament (CND) was advised accordingly.

08/91.Correspondence

91.1 Wellington Town Council

Councillors received an invitation to attend Wellington Civic Dinner and Dance. It is to be held at Buckatree Hall Hotel on March 14th 2009. The event is in aid of Mayor's Charity Appeal for the KIP Project, WIKID and IMPACT. It was noted.

91.2 Shropshire Association of Local Councils (SALC)

SALC has been allocated four invitations to a Buckingham Palace Garden Party on July 21st 2009. Madeley Parish Council was invited to nominate current Chair. It was noted - the invitation was declined.

91.3 Telford Hope House

General invitation to Telford Hope House Ball to be held at The Telford Whitehouse on April 18th 2009. It was noted.

91.4 Newport Town Council

Councillors received an invitation to attend Newport (Shropshire) Town Council Civic Ball. It is to be held at Lilleshall Hall on March 29th 2009. The event is in aid of the Mayor's Charity Appeal for 'Promise Dreams.' It was noted.

08/92. Information

92.1 Information Commissioners Office

The Freedom of Information Act obliges all public authorities to adopt an approved Publication Scheme. This covers the disclosure of information. Approval for all existing publication schemes expired on December 31st 2008.

A new Model publication scheme has been produced by the Information Commissioner's Office for public sector organisations.

08/93. Date of Next Meeting

The next meeting will be the Annual General Meeting to be held on Monday, May 11th 2009. The meeting will be held at Jubilee House, Madeley, commencing 7.00pm.

There being no further business, the Chair declared the meeting closed at 9.25pm.