Minutes Annual General Meeting May 2009

Minutes of the Annual General Meeting of Madeley Parish Council held on Monday, May 11th 2009, at Jubilee House, High Street, Madeley, commencing at 7.00pm.

Present:

Councillors:
J Jones (Chair)
D Davies
B Duce
D Edwards
A England
E Evans
G Green
S Harrington
C Higgins
J Jones
M Shaw
E Swift
M Swift
DP Taylor
S Taylor
Deputy Parish Clerk
Absent: Councillor S Law

09/01. Apologies

Councillor R Allan - Holiday - Accepted
Councillor A MacKenzie - Work commitments - Accepted

09/02. Election of Chair

It was proposed, duly seconded, and:
Resolved - that Councillor D Davies be elected to the office of Chair of Madeley Parish Council for the 2009/10 term.

02.1 Declaration of Acceptance of Office

The Chair signed the declaration of acceptance of office.

Councillor J Jones joined the meeting.

09/03. Election of Vice Chair

It was proposed, duly seconded, and:
Resolved - that Councillor J Jones be elected to the office of Vice-Chair of Madeley Parish Council for the 2009/10 term.

09/04. Appointment of Committees

04.1 Personnel Committee (5)

The Chair of Council is deemed Chair of Personnel Committee
It was proposed, duly seconded, and:
Resolved - that the following Councillors be appointed to the Personnel Committee:
Councillor D Davies (Chair)
Councillor DP Taylor (Vice-Chair)
Councillor R Allan
Councillor A England
Councillor E Swift.

Councillor A England left the meeting.

04.2 Appeals Committee

The Vice-Chair of Council will be the Chair of the Appeals Committee with two additional members appointed as circumstances require or dictate.
It was proposed, duly seconded, and:
Resolved - that the following Councillors be appointed to the Personnel Committee:
Councillor J Jones (Chair)
And two other members selected appropriately and without prejudice.

Councillor A England rejoined the meeting.

04.3 Leisure and Community Committee (6)

It was proposed, duly seconded, and:
Resolved - that the following Councillors be appointed to the Leisure and Community Committee:
Councillor S Taylor (Chair)
Councillor M Swift (Vice-Chair)
Councillor A England
Councillor E Evans
Councillor S Law (subject to acceptance)
Councillor E Swift.

04.4 Environment Committee (6)

It was proposed, duly seconded, and:
Resolved - that the following Councillors be appointed to the Environment Committee:
Councillor DP Taylor(Chair)
Councillor E Swift (Vice-Chair)
Councillor G Green
Councillor S Harrington
Councillor C Higgins
Councillor A MacKenzie.

04.5 Finance and General Purposes Committee (8)

The Vice-Chair of Council is deemed Chair of Finance and General Purposes Committee, and the Chair of Leisure and Community Committee and Chair of Environment Committee are deemed members.
It was proposed, duly seconded, and:
Resolved - that the following Councillors be appointed to the Finance and General Purposes Committee:
Councillor J Jones (Chair)
Councillor D Edwards (Vice-Chair)
Councillor S Taylor (Chair of Leisure and Community Committee)
Councillor DP Taylor (Chair of Environment Committee)
Councillor A England
Councillor G Green
Councillor S Harrington
Councillor M Shaw.

04.6 Audit Committee

It was proposed, duly seconded, and:
Resolved - that the following Councillors be appointed to the Audit Committee:
Councillor R Allan
Councillor J Jones
Councillor DP Taylor.

09/05. Meeting Dates 2009/10

A schedule of meeting dates for 2009/10 was presented for consideration and adoption (Appendix A)
It was noted that an extraordinary meeting of Council had been added in June 2009 to allow for Audit and Annual Return requirements.
It was noted that two meetings for the Audit Committee had been allocated to conform to Audit and Precept schedule.
Resolved:
That the schedule of meetings be adopted.

09/06. Cheque Signatories

Cheque signatories are historically drawn from the elected Chair and Vice Chair of Madeley Parish Council and its committees. The appointments for 2009/10 would require a change of bank mandate and processing of confirmation of identity. It was considered that the existing cheque signatories (7) should remain since they provide reasonable and varied options and accessibility.
Resolved:
That cheque signatories remain as:
Councillor D Davies
Councillor J Jones
Councillor D Edwards
Councillor G Green
Councillor E Swift
Councillor DP Taylor
Councillor S Taylor.

Councillors agreed that a recommended practice be adopted to preclude cheque payments being signed by members of the same household.

09/07. Approved Duties and Working Groups

It was noted that the community representative to Madeley Matters editorial Board had stepped down. An advertisement is to be published to fill the vacancy and maintain current representation.
Requirement to nominate substitute member for representation on CHEC Board was queried.

Coach House Steering Group would be disbanded - officer report to be submitted directly to Finance and General Purposes Committee.

Confirmation of continuation of Telford Crime Prevention Panel was requested.

It was proposed, duly seconded, and:
Resolved - that the following Councillors and Officers be appointed to Outside Bodies and Working Groups as follows:

National Association of Councillors - Chair of Council.
Citizens Advice Bureau - Councillor G Green
Living History Project - Councillor G Green
Management Committee - Councillor M Swift
Lumley Hall Management Company - Councillor S Taylor
Madeley Community Orchard Steering Group - Councillor E Evans
Madeley Matters Editorial Board:
Councillor D Edwards
Councillor S Harrington
Councillor J Jones
Councillor S Law (subject to acceptance)
Councillor M Swift
Clerk
Services Officer
Community Representative
Park Lane Centre Board - Councillor A England
Severn Gorge Countryside Trust Councillor E Swift
South Telford Rights of Way Partnership (Strowp):
Councillor M Swift
Deputy Clerk
Telford and Wrekin Community Volunteer Service (CVS):
Councillor D Edwards
Telford and Wrekin Senior Citizens Forum - Councillor D Edwards
World Heritage Site (WHS) Strategy Group - Councillor M Swift
Woodside Family Groups Project - Councillor C Higgins
Woodside Forum:

Councillor A England
Councillor D Edwards
Clerk.

All ward Councillors to be informed of meetings.
Wrekin Parishes Forum:

Chair of Council
Vice-Chair.

09/08. Annual Report 2008/09

Councillor D Davies presented the Annual Report for 2008/09 (Appendix B)
The report gave an overview of the strategic development of the Council and its Parish with increasing emphasis on partnership working and Regeneration.
New Councillors and a new member of staff were welcomed - a reflection of the positive and growing contribution towards progress.
The commitment and involvement of Members together with the dedicated support and industry of Officers was acknowledged.
The report was noted.

09/09. Annual Committee Reports 2008/09

09.1 Leisure and Community Committee

Councillor D Edwards, Chair of Leisure and Community Committee, presented the Annual Report for 2008/09 (Appendix C).
The Leisure and Community Committee has a high public profile for the Council.
The newly appointed Committee was entrusted to keep the Community at its heart.
The report was noted.

09.2 Environment Committee

Councillor E Swift, Chair of Environment Committee, presented the Annual Report for 2008/09 (Appendix D).
A new focus and a more strategic philosophy governed Environment Committee Business and achieved broader success whilst maintaining commitment to core activity.
Dedicated Member support was critical, sharing experience and knowledge, and made a duty into a pleasure.
The report was noted.

09.3 Finance and General Purposes Committee

Councillor J Jones, Chair of Finance and General Purposes Committee, presented the Annual Report for 2008/09 (Appendix E).
Madeley Parish Council, through its Partnership working (Madeley Partnership, Groundwork) delivers services with value for money. The approved Precept ranks its Council Tax 6th of twelve principal Local Councils in the Borough of Telford and Wrekin.
Madeley will need to secure and maintain its public investment to provide a springboard for the future.
The report was noted.

09/10. Finance

10.1 Annual Subscription Review 2009/10

A discussion took place on renewal of subscription to the Shropshire Association of Local Councils (SALC), and its branch Wrekin Area Committee.

10.1.1 Shropshire Association of Local Councils (SALC)

A report prepared by the Clerk to the Council had been circulated to Councillors detailing background and experience of the working association and relationship with SALC since the 2008 review of membership. Whilst acknowledging its key role in advice, training and representation, it noted that it had failed to deliver its service promise, its structural development, its business plan, and its relevance to the larger Local Councils. Membership benefits were not considered to be value for money.
A training course programme for Councillors was available though could be accessed by non-members.

It was contended that the principle of representation and advice embodied in SALC remained sound and, through its affiliation to the National Association of Local Councils (NALC), advances and protects the interests of Local Councils. However, there was considerable exasperation with the local branch's lack of direction, organisation, orientation, resource, capacity and quality of support.

Councillors were required to decide whether inefficient and ineffective local delivery should be bolstered and supported or discontinued.
Resolved:
That membership of the Shropshire Association of Local Councils be terminated.

The Responsible Finance Officer presented summary of Annual Subscriptions.

Descriptions and Costs

Society for Local Council Clerks (SLCC) - Professional body for local council clerks - £440.00.
National Association of Councillors (NAC) - Representative body for elected members - £65.00.
Telford and Wrekin Community Volunteer Service (CVS) - Affiliation fee - £6.00.
Information Commissioner's Office (ICO) - Data Registrar - £35.00

Resolved - that the annual subscriptions tabled be renewed for 2009/10.

10.2 Direct Debit/Standing Order Mandates

The Responsible Finance Officer presented a schedule of payment orders by Direct Debit and Standing Order for Annual Review and recommendation:

Description - Frequency - Value

Telford and Wrekin Council National Non Domestic (NND) Rates - Jubilee House
Monthly - April
May-January
£542.25
£546.00.
Telford and Wrekin Council NND Rates - Jubilee House
Monthly - April
July-January
£116.88
£115.00.
Telford and Wrekin Council NND Rates - Public Conveniences
Monthly - April
May-January
£173.75
£172.00.
Co-op Bank - Bankers Automated Clearing Services (BACS) Salaries - Monthly - Variable.
Co-op Bank - Business Payments Charge - Monthly - Variable.
Cf Asset - Photocopier Lease - Quarterly - £408.00.
Wrekin Housing Trust (WHT) - Vehicle Lease - Monthly - £286.23.
RED Fuel Cards - Forecourt Account - Monthly - Variable.

Resolved:
That delegated authority be given to the Clerk to the Council and the Responsible Finance Officer (RSO) to instruct The Co-operative Bank under the general mandate to make payments by Direct Debit or Standing Order in accordance with the terms of suppliers and subject to ratification by Council or its Finance and General Purposes Committee.

Resolved:
That delegated authority be given to the Clerk to the Council and the Responsible Finance Officer to provide Bank Account details and instruct receipts from creditors under the BACS system.

10.3 Councillor Allowances

The Responsible Finance Officer advised that Council was required to publish a Statement of the total amounts paid for Parish Basic Allowance and for Parish travelling and subsistence allowance to the financial year end March 31st 2009 and presented the annual report (Appendix F).
The report was noted.

Parish Basic Allowance
Madeley Parish Council adopted the Parish Basic Allowance in June 2007. The Allowance is based on National Joint Council (NJC) payment scales. The 2008/09 review agreed a 2.75% increase.
It was restated that Members who wish to forego all or part of the entitlement must elect to do so in writing to the Responsible Finance Officer. Resolved:
That Madeley Parish Council approves payment of the Parish Basic Allowance for 2009/10 at the approved and indexed rate effective April 1st 2009.

Travelling Expenses
Resolved:
That the NJC recommended rates for car allowance (casual users - first 8,500 miles) be approved for Officers business use of private vehicle.
Resolved:
That the car allowance rate for members business use of private vehicle be approved at £0.40p per mile.

Subsistence Expenses
Recommended rates were based on Telford and Wrekin Council allowances not uplifted since 2005.
Resolved:
That subsistence expenses be maintained at current approved rates.

09/11 Policies

11.1 Child Protection Policy

The Clerk to the Council had drafted a Child Protection Policy for consideration and adoption (Appendix G).
Resolved:
That the Child Protection Policy be adopted.

It was questioned whether the Child Protection Representative (CPR) was an Officer role or may be assigned to Councillor with suitable experience and qualifications.

Agreed:
that delegated authority be given to the Chair of Council to approve CPR appointment following discussion with Clerk to the Council.

11.2 Protocol Policy

The Clerk to the Council submitted the protocol for Councillor/Employee Relationships for review and approval. (Appendix H)
It was confirmed that this did not affect existing Codes of Conduct for Members or Staff.
Resolved:
That the Protocol for Councillor/Employee Relationships be ratified.

11.3 Freedom of Information Publication Scheme

The Information Commissioner's Office (ICO) has advised that the approval of current schemes expired at the end of 2008. Under the Freedom of Information Act it is the duty of every public authority to adopt and maintain a publication scheme.
The Information Commissioner's OfficeICO has approved a new model publication scheme for Local Councils which should be adopted effective January 2009.
The Deputy Parish Clerk circulated a new publication scheme for Madeley Parish Council based on the Information Commissioner's OfficeICO template without modification. (Appendix I).
Resolved:
That the Guide to Information and Publication scheme be adopted (retrospectively effective January 2009).

Councillors requested that a timetable for response to customers be added..

11.4 The Parish Charter

The Parish Charter between Local Councils and Telford and Wrekin Council has been subject to significant review, consultation and change. Final version presented for consideration and adoption. (Appendix J).
Resolved:
That the Parish Charter be adopted.

09/12. Date of Next Meeting

The Annual Parish Meeting will be held on Thursday, May 21st 2009 at Jubilee House, Madeley, commencing at 7.00pm.

An extraordinary meeting of Madeley Parish Council, for presentation and approval of the Annual Return 2009, will be held on Monday, June 29th 2009 at Jubilee House, Madeley, commencing at 7.00pm.

There being no further business the Chair declared the meeting closed at 8.20pm