May 2019 Minutes - Annual Council Meeting
MINUTES of the Annual Council meeting held on Wednesday 8th May 2019 at 7.00pm in the Committee Room at the Festival Hall, Caistor Road, Market Rasen.
Present:
Councillor J Matthews (Mayor)
Councillor S Bunney (Deputy Mayor)
Councillor K Bridger Councillor J Clark
Councillor M Harvey Councillor C Turner
Councillor M Lakin-Whitworth
In attendance: Faye Lambkin-Smith –Town Clerk
Jayne Matthews - Mayoress
Leanne Crawford - Reporter for the Market Rasen Mail
2 Members of Public
Councillor Matthews, Chairman of the Council welcomed everyone to the meeting and thanked his members and committee chairs for their invaluable contribution.
The Mayoress was thanked for all her efforts with the charity work and fund raising activities for civic year 2019/20.
1. To Elect the Chairman and Town Mayor.
Councillor Matthews was nominated to be Town Mayor/Chairman of Market Rasen Town Council. All members were in favour of Councillor Matthews being reappointed as Chair-man/Mayor of Market Rasen Town Council for 2019/20
There were no further nominations for Town Mayor/Chairman.
It was RESOLVED that Councillor Matthews be re-elected Town Mayor/Chairman for the 2019/20 Civic Year.
Councillor Matthews, Chairman of Council thanked his fellow members for their support and confidence.
2. To Receive the Town Mayor and Chairman’s Declaration of Acceptance of Office. Councillor Matthews therefore made and subscribed to the statutory Declaration of Ac-ceptance of Office and occupied the chair. This was witnessed by the Town Clerk and Members.
The Press entered the meeting.
3. To Elect the Deputy Chairman and Deputy Town Mayor.
Councillor Bunney was nominated as Deputy Mayor/Deputy Chairman of Market Rasen Town Council. All members were in favour of Councillor Bunney being reappointed as Deputy Mayor/Deputy Chairman of the Market Rasen Town Council for 2019/20.
There were no further nominations for Deputy Mayor.
It was RESOLVED that Councillor Bunney be re-elected Deputy Mayor/Deputy Chairman for the 2019/20 Civic year.
4. To Receive the Deputy Town Mayor and Deputy Chairman Declaration of Ac-ceptance of Office. Councillor Bunney therefore made and subscribed to the statutory Declaration of Acceptance of Office and this was witnessed by the Town Clerk and Mem-bers.
5. To accept Apologies for absence. There were no apologises of absence.
6. To receive any declarations of interest in accordance with the localism Act 2011
There were no declaration of interests.
7. To consider any applications for dispensations in relation to Disclosable Pecuniary Interests
There were no applications of dispensation at this time and dispensation procedure is covered under Standing Order number 12.
8. Review and adoption of amended Standing Orders and Financial Regulations
Paper A had previously been issued to members by the Town Clerk, showing the proposed amendments to the Standing Orders and Financial Regulations.
It was RESOLVED to accept the proposed changes to the Standing Orders, as referred to in Paper A.
It was RESOLVED to accept the proposed changes to the Financial Regulations as listed in Paper A, with the amendment that the “health and safety plan” be removed from Financial Regulation 18 (18.2) on page 14.
Action Point: Town Clerk to finalise Standing Orders and Financial Regulations.
9. To appoint Members to committees. Terms of Reference for the Finance Committee and Planning and Development Committee were circulated to members. Please see Paper B.
a) Finance and Facilities Committee
b) Planning and Development Committee
It was RESOLVED for all members to sit on each Committee until the Council co-opt/elect more members onto Market Rasen Town Council.
10. Appointment of the Parish Champion and Safeguarding Officer
• Cllr Lakin-Whitworth to be re-appointed as Parish Champion for civic year 2019/20.
• Cllr Turner re-appointed as the Safeguarding Officer for the Council for civic year 2019/20.
11. Approve dates of meetings 2019/20
It was RESOLVED to approve meeting dates as set out in PAPER C.
Councillor Harvey tendered his apologies for Council meeting to be held on 5th June 2019.
12. Review of Inventory of land and other assets including buildings and office equip-ment
The Council discussed the inventory of land and other assets. It was agreed to defer this agenda item to the Finance and Facilities Committee meeting as some work is needed on the list.
Action Points: 1) Finance and Facilities Officer to update the assets list. 2) To include on the Finance and Facilities Committee Agenda for 22nd May 2019.
13. To receive and accept:
a) The Inventory of land and other assets including buildings and office equipment
This item was deferred to the Finance and Facilities Committee meeting.
Action Point: Finance and Facilities Officer to include as agenda item for the Finance and Facilities Committee meeting on 22nd May 2019.
b) Insurance cover Arrangements in respect of all insurable risks
This item was deferred to the Finance and Facilities Committee meeting.
Action Point: Finance and Facilities Officer to include as agenda item for the Finance
and Facilities Committee meeting on 22nd May 2019.
c) LALC Subscription
Lincolnshire Association of Local Council membership was accepted for year 2019/20.
14. Review and adoption of Policies
It was RESOLVED to accept and adopt the below policies as written.
a) Complaints
b) Communication Policy which included dealing with press/media
c) Safeguarding
d) Freedom of Information and Data Protection Procedures
15. Public Participation – To adjourn the meeting of the Public Form
Questions were asked on the Parish Champion role and West Lindsey Initiative.
16. Notes of the last meeting held on 3rd April 2019 be approved as the minutes.
It was RESOLVED that the minutes of the 3rd April 2019 be approved as a true and accurate record of the meeting, subject to the following amendment:
• P1, agenda item 3 (public participation) to include PC in front of Emma Devlin.
Further to the minutes it was noted that the new tenants of the Old Police Station will be responsible for their own business rates.
17. Clerk’s Report
Town Clerks report was circulated to members. Please see PAPER E. The following was highlighted on from the Town Clerk report.
Councillor Bunney, Deputy Chairman produced a paper on allotments, giving three options for consideration. It was reported that it is important that the requests received from parish-ioners to have an allotment are those who live within the parish of Market Rasen and are on the WLDC electoral role.
Action Point: 1) Town Clerk to update allotment waiting list and ensure that residents ap-plying live within the parish. 2) To include allotments on Council Agenda for 5th June 2019.
The Council noted that Council Officers have attended VAT training. The Town Clerk was asked that a VAT report be produced and sent to the Chairman and Deputy Chairman as soon as possible.
Action Point: Town Clerk to ask the Finance and Facilities Officer to send draft VAT report to the Chairman and Deputy Chairman.
The Council discussed recent incidents at Mill Road Playing Field.
a) To receive and consider quotations for cenotaph stone plinth repair/replay and paving repair/relaying.
The Council discussed quotations received for work at the cenotaph .
It was agreed for the Chairman to meet with the contractor and church to discuss quo-tations.
Action Points: 1) Town Clerk to arrange for the Chairman to meet with the contractor and church to discuss and clarify work. 2) Finance and Facilities Officer to include as agenda item for the Finance and Facilities Committee meeting on 22nd May 2019.
18. To receive reports from outside meetings.
The Chairman reported on meeting held with East Midland Trains, WLDC & British Transport Police regarding CCTV at the Railway Station.
19. To receive reports and updates from Committee Meetings and Town Meeting
• The Chair of the Planning and Development Committee reported that a positive out-come has been received further to Planning Application 138632.
• The Council reported that they need to maximise the interest of their bank accounts.
Action Point: Finance and Facilities Officer to produce a report on what options are best, for consideration at the Finance and Facilities Committee meeting.
20. Council Priorities and Upcoming Events for civic year 2019/20
The Council set the below priorities for the year.
Development of the Festival Hall
De Aston Field
Town Partnership
Appearance of the Town, to include Dog Waste, Pigeons etc
Residential Car Parking
Neighbourhood-Concept Plan
Welfare & Recreational
Economic Development
Employment & Training Opportunities
Provision of Allotments
Recruitment of Councillors
21. Progress reports from Project Groups
No progress reports.
22. Accounts for Payment
The below invoice payments were discussed:
BP634 – Make it Perfect
BP644 – Robinson Refrigeration
BP645 – Assured Fire and Security
BP646 – Tudor Ground Maintenance
The Council requested a report on the exact contract for Assured Fire and Security.
Action Points: Finance and Facilities Officer to produce report and include on Finance and Facilities Committee Agenda for 22nd May 2019.
It was RESOLVED to approve accounts of £12264.64.
23. To note general correspondence. Please see PAPER H for details.
The following correspondence were mentioned:
• Email from business – Vape Cave
Action Point: Town Clerk to respond to enquiry.
• Email from resident – Tesco Celebration 100 Years with Bag of Help Cen-tenary Grants.
Action Point: Town Clerk’s office to circulate details to Councillors and Town Partnership members.
• Lincolnshire County Council – Temporary Traffic Restriction.
24. To approve Monthly Column
• Priorities for 2019/20 and Mayor announcement for civic year 2019/20.
25. To adjourn the meeting for any Public Participation for clarification of agenda points (5 minutes).
The Council provided the Press with clarification on the below items:
• Issues at Mill Road Playing Field
• Camera at the Railway Station
26. Risk Management. The following risk was recorded.
• Lack of Councillors – Councillor Recruitment to be considered.
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27. Exclusion of the Press and Public
28. RESOLVED to move into closed session to consider the following
29. Staffing Issues.
A meeting of Councillors will be held after the Finance and Facilities Committee meeting on the 22nd May 2019 to discuss the staffing structure.
The Mayor declared the meeting closed at 8.30 pm