Minutes 5th January 2009

Minutes of the Full Council Meeting of Madeley Parish Council held on Monday, January 5th 2009. Meeting held at Jubilee House, High Street, Madeley, commencing at 7pm.

Present:

• Councillors:
  J Jones (Vice-Chair)
  B Duce
  D Edwards
  G Green
  S Harrington
  S Law
  A MacKenzie
  M Shaw
  E Swift
  M Swift
• Clerk, Deputy Parish Clerk
  Groundwork UK.

In the absence of the Chair, the Vice-Chair presided.

08/61. Apologies

• Councillor D Davies - Holiday - Accepted
  Councillor E Evans - Health - Accepted
  Councillor JR Allan - Holiday - Recorded
• Absent
  Councillor DP Taylor
  Councillor S Taylor

08/62. Declarations of Interest

There were none.

08/63. Remarks from the Chair

The Vice-Chair wished all members a Happy New Year and thanked them for their commitment during 2008.

The resignation of Councillor D Harrison was announced and notice of vacancy for Woodside Ward declared.

08/64. Public Discussion

There were no members of the public present.

08/65. Groundwork United Kingdom (UK)

Summary presentation on joint working pilot - The Sutton Hill Project.

• Nikki Davies, Director
• Stephen Cook, Senior Project Officer

Final written report circulated to Councillors (Appendix A).

Groundwork United KingdomUK were commissioned by Madeley Parish Council to undertake a pilot project to work with Young People who live in the Sutton Hill area.

The project required local consultation and contact with potential partners to generate understanding of the proposal, tailor tasks, and target delivery over a period of six months.

• Football Taster Sessions

  Partnership with Madeley Sports Football Club (FC).
• Young People benefited from organised sport in their locality
• Opportunity given for free adult Coaching training and volunteer help in establishing local club team.
• Evidence of demand established for local sports provision.
• Links formed.

• Green Wood Working Day

  Environmental Training and Community Engagement - Bees and Trees.
• Training in traditional woodwork.
• Family use of green space for activities.
• Interactive promotion of Madeley Parish Council - Green Day.

• School Sessions

  Environmental Education - Sir Alexander Fleming Primary School.
• Key Stage 1 and 2 awareness.
• Activities for young people and children.

• Intergenerational Garden Project

  Volunteering Day.
• Physical improvement to landscape at Chilcott Gardens.
• Learning new skills and respect in relationships.

Difficulties were experienced in engagement with the 16+ age group, in getting to know the character, features and facilities of the local area, and in communication and elements of working with Telford and Wrekin Council.

However, a degree of trust and knowledge has been established, support from Madeley Parish Council was constructive and eased problems, links were established with local partners, and a core of young people that are enthusiastic about more volunteer opportunities has been identified.

Groundwork has developed an understanding of needs on Sutton Hill and has established a reputation and a contact base that will encourage response to activities. The pilot project, perhaps utilising the principles of the nascent 'Tripping Out' scheme, could prove the start of sustainable volunteer activities with young people around Sutton Hill.

Councillors congratulated the achievements of Groundwork UK in breaking down barriers and overcoming resistance to establish links and partnerships that centred on involvement, fun, skills and training, and support. The need to engage positively with young people in Sutton Hill had been addressed in the short-term but needed to be sustained, reinforced and championed - a consideration of what can and should be done next.

08/66. Minutes

Resolved - that the minutes of the Meeting of Madeley Parish Council held on Monday, October 27th 2008 be confirmed and approved for signature subject to amendment:

Councillor J Jones - Holiday - Accepted

08/67. Committee Reports

67.1 Leisure and Community Committee

Councillor D Edwards presented the report of the Leisure and Community Committee meeting held on November 10th 2008.
Noted.

67.2 Personnel Committee

Draft report of the Personnel Committee meeting held on November 24th 2008 was presented for information.
Noted.

The Clerk advised that the current vacancy provided an opportunity to re-visualise and re-organise the duties of the post to better correspond with current strategic priorities. A revised Job Description for the role would be drafted for presentation to Personnel Committee.

67.3 Environment Committee

Councillor E Swift presented the report of the Environment Committee meeting held on December 1st 2008.
Noted.

67.4 Finance and General Purposes Committee

Councillor J Jones presented the report of the Finance and General Purposes Committee meeting held on December 18th 2008.
Noted.

Date for the Budget/Precept 2009/10 meeting was noted - Monday, January 19th 2009 commencing at 6.30pm.

67.4.1 Underpasses

Councillors considered background report on anti-graffiti coating for Underpasses and proposed by Environment Committee (01.12.08) and, following refinement, ratified and recommended by Finance and General Purposes Committee (18.12.08), and:
Resolved:
That Madeley Parish Council agrees to trial the anti-graffiti coating for identified underpass at Parkway (Bridle Court) at a cost not exceeding £5,000 and to make budgetary provision for both Parkway and Castlefields underpasses in 2009/10 subject to confirmation of adequacy of the treatment for purpose.

08/68. Budget and Finance

68.1 Expenditure

68.1.1 Expenditure Approval

To approve expenditure transactions
The Responsible Finance Officer presented the Expenditure Transactions Approval List report together with current Financial Summary for the period to December 2008.
Noted.
Resolved:
That the expenditure transactions recorded be confirmed and approved for payment.

68.1.2 Financial Summary

To note balances
The Responsible Finance Officer presented the Financial Summary - Cashbook report for the period April - December 2008 for information.
The Financial Summary - Cashbook report is a Receipts and Payment report showing opening and closing bank balances and total receipts and total payments (for each committee) for the period.

68.1.3 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 December 2008.
Noted.

68.2 Budget 2009/10

The Responsible Finance Officer presented draft budget proposals for 2009/10 that accounted for initiatives in 2008/09 and made provision for further implementation programmes in 2009/10 (Appendix B).
Noted.
Resolved:
That the draft budget proposals be accepted.

08/69 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)
Noted.

Strategy 2008 objectives included without assignment of timescale or personnel for development.
It was noted that local consultation was being undertaken by Madeley Partnership, and that Committees would look at devolved services.

08/70. Representation

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

Councillors reviewed the progress report on objectives for Representation (Appendix C)
Noted.

70.1 Notice of Election - Woodside Ward

A poll has been requested by ten electors of the Woodside parish ward.
Timetable:
Nomination Papers - January 9th 2009
Election - February 5th 2009

Members considered an Electoral Services request for issue of poll cards to all electors of the Ward - at a cost of £1,350 - noting the history of low turnout. Councillor discretion was that there was a need to inform local parishioners of the election and to promote and sustain local democracy.
Resolved:
That poll cards be issued.

70.2 Co-option Policy

The Clerk presented revised procedure for the Selection of Candidates for Co-option to Madeley Parish Council (Appendix D)
Resolved:
That the Co-option policy be adopted.

70.3 Nominated Representative - Lumley Hall Management Committee

Link and involvement with the management of this important facility that provided popular and necessary activities for young people (Telford Boxing Club and Madeley Music Project) was considered necessary for its sustainability and support at a time of new management and better organisation.

Despite the desire, there were considerable difficulties in confirming original nominated representatives due to excessive work commitments. Nevertheless, there was a need for awareness of responsibilities and liabilities, and to provide for a wider representation. New candidates to be canvassed.

.4 Locality Management - South Telford

Chair of Council and Clerk meeting with South Telford Locality Manager - December 2nd 2008
Clarification sought on Organisation and Links, role and place of elected members (Borough and Parish) within structure.

70.5 Representatives on Outside Bodies - Reports

70.5.1 Shropshire Association of Local Councils (SALC)(28.10.08)

Wrekin Area Committee
No representative was able to attend. Copy of minutes to be obtained for circulation.

70.5.2 Woodside Family Groups Project (12.11.08)

The project remains in financial straits but has established encouraging link with Telford and Wrekin Primary Care Trust.
Councillor M Swift is co-opted member of the Management Committee of Woodside Family Groups Project and represents the interest of both Borough of Telford and Wrekin and Madeley Parish Council.
Following invitation, it was considered that Madeley Parish Council should nominate Councillor to Management Committee.
Resolved:
That Councillor S Law be nominated to represent Madeley Parish Council.

70.5.3 Shropshire Association of Local Councils (15.11.08)

Annual General Meeting
Councillor B Duce attended the AGM. Items of note were:

• Presentation on West Mercia Police, Community Football, initiative at Woodside.
• Discussion on disparity of subscription between larger and small local councils in Shropshire.

70.5.4 Ironbridge Gorge World Heritage SiteWHS Strategy Group (19.11.08)

Councillor M Swift noted continued efforts to acknowledge Madeley within the World Heritage Site - though it is out of the tourist economy area.
Preparations are being made for Ironbridge Cultural Olympiad celebration of culture and creativity in 2012.

70.5.5 Telford and Wrekin CVS(25.11.08)

A written report was circulated to Councillors for information.

.5.6 Telford and Wrekin Council - Bus User Group (26.11.08)

No nominated representative. Minutes of the meeting were available for information

70.5.7 Severn Gorge Countryside Trust

Councillor E Swift reported on Severn Gorge Countryside TrustSGCT meeting in November and December 2008 that covered issues of loss:

• Contractor for new Headquarters had gone into liquidation with SGCT as debtor.
• Vacancy for replacement of Woodland Officer following posting.

08/71. Profile

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

Councillors reviewed the progress report on objectives for Profile (Appendix C). Noted.

08/72. Correspondence

72.1 West Mercia Constabulary

Consultation document on joint proposals for policing in West Mercia for 2009 and beyond. Consultation evening to be held for Shropshire and Telford and Wrekin at:
Shrewsbury Town Football Club, Shrewsbury, on January 14th 2009.

08/73. Information

73.1 Mazars Public Limited Company (plc)

Notice of conclusion of External Audit 2007/08.

08/74. Date of Next Meeting

The next meeting of Madeley Parish Council will be held on Monday, February 23rd 2009 at Jubilee House, Madeley, commencing 7.00pm.

There being no further business, the Chair declared the meeting closed at 8.45pm.