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016 09/10 MINUTES OF THE ANNUAL MEETING OF FAIRFORD TOWN
COUNCIL HELD AT THE COMMUNITY CENTRE, FAIRFORD
ON 12th MAY 2009Those present:
The Deputy Town Mayor presided over the Annual Meeting of Fairford Town Council.
Councillors Frank,C.Roberts,M.Jones,S.Jones,Wardle,Harwood,Winney,Boulton
(new),S. Roberts (new)Fisher, Dowler.
Vanessa Lawrence was in attendance.
Andy Woolfoot (Wilts & Glos Standard) and 10 members of the public were present. Apologies: Cllr Hing and County Cllr Theodoulou 040 09/10 To elect theTown Mayor
It was RESOLVED to elect Cllr Cusack as Mayor, proposed Cllr Harwood,
seconded Cllr Fisher – all in favour 041 09/10 To receive the Town Mayor’s Declaration of Acceptance of Office.
Cllr Cusack’s Declaration of Acceptance of Office was duly signed. 042 09/10 To decide when any Declaration of Acceptance of Office which have not
been received as provided by law, shall be received.
Not applicable as all members were present. 043 09/10 To elect the Deputy Mayor
Cllr P Fisher nominated Cllr Frank, seconded Cllr Harwood
Cllr Dowler nominated Cllr C Roberts, seconded Cllr Winney
4 Cllrs. voted in favour of Cllr Frank, 3 Cllrs voted in favour of Cllr
Roberts and 3 Cllrs abstained.
It was RESOLVED to elect Cllr Jim Frank as Deputy Mayor. 044 09/10 To receive the Deputy Mayor’s Declaration of Acceptance of Office.
Cllr Frank’s Declaration of Acceptance of Office was duly signed. 045 09/10 To receive the Declaration of Acceptance of Office from Cllr Stephen
Boulton.
Cllr Boulton was elected by uncontested election. Cllr Boulton’s Declaration
of Acceptance of Office was duly signed. 046 09/10 To receive the Declaration of Acceptance of Office from Cllr Sarah
Roberts.
Cllr Roberts was elected by uncontested election. Cllr Roberts Declaration of
Acceptance of Office was duly signed. 047 09/10 Apologies for Absence
Apologies were received from Cllrs Hing and District Cllr Theodoulou. 048 09/10 Declarations of Interest in Items on the Agenda.
Cllr C Roberts – Item 069
Cllrs Wardle, S Jones and Dowler – Item 066
There was some confusion as to whether Declarations of Interest needed to
declared for this item, Cllr Wardle proposed that the Standing Orders be
suspended, to allow discussion to take place, seconded Cllr Frank – all in
favour. Following debate, it was felt that the opinions of the public should be
obtained. It was agreed that Cygnet Investments should be contacted in
order for them to present the plans to the Public at the Public Meeting. Cllr
Cusack proposed that Item 066 be deferred to the next Full Council meeting
or Extraordinary meeting (if required), to allow the Clerk time to arrange a
Public Meeting and to seek a time extension for reply to the Planning
department, seconded Cllr Frank – all in favour. ACTION: Clerk to
017 09/10
contact CDC, Cygnet Investments and to arrange a Public Meeting. Cllr
Cusack proposed that the Standing orders be resumed,seconded Cllr S
Jones – all in favour. POST MEETING NOTE: Clerk could not obtain a
definite response in securing an extension to the original date of 28th May for
reply to CDC, at this time, and the earliest date that could be arranged for a
public meeting to tie in with Cygnet Investments was the 21st May. 049 09/10 To consider the Council’s committees and sub-committees.
The Council discussed the method of electing the Committees. 050 09/10 To appoint Standing Committees.
It was RESOLVED to appoint the following Committee members. Finance (3rd Tuesday bi-monthly
Cllr Winney
Cllr Wardle
Cllr Hing
Cllr Fisher
Cllr Frank (ex-officio)
Cllr Cusack (ex-officio)
All in favour. Planning (1st & 3rd Tuesday monthly)
Cllr Dowler
Cllr C Roberts
Cllr Fisher
Cllr M Jones
Cllr Frank (ex-officio)
Cllr Cusack (ex-officio) Facilities (1st Tuesday monthly)
Cllr S Roberts
Cllr S Jones
Cllr M Harwood
Cllr S Boulton
Cllr Frank (ex-officio)
Cllr Cusack (ex-officio)
All in favour. Highways (4th Tuesday bi-monthly)
Cllr Dowler
Cllr M Jones
Cllr R Winney
Cllr S Jones
Cllr Frank (ex-officio)
Cllr Cusack (ex-officio)
All in favour. 051 09/10 To appoint sub-committees.
It was RESOLVED to appoint the following sub-committees.
* Staffing - Cllr Hing, Cllr Wardle, Cllrs Frank & Cusack (ex-officio)
* Premises – Cllr Fisher, Cllr Wardle, Cllrs Frank & Cusack (ex-officio)
* It was RESOLVED that Communications, skate ramp, CCTV and next burial
ground sub-committees, should be re-integrated into the Standing
Committees.
Proposed Cllr Cusack, seconded Cllr Harwood – 11 in favour, 1 absent (Cllr
Wardle had left the room).
018 09/10
052 09/10 To appoint Town Council Representatives to:
It was RESOLVED to appoint the following members to:-
* Palmer Hall Committee (x1) – Cllr Cusack
* Farmor’s School Charity Trustee (x2) – Cllr Hing, Cllr S Jones
* Fairford Community Centre Ltd Trustees(x 3) –Cllr Cusack, Cllr C
Roberts.
* Fairford Playing Fields Ltd (x2) – Cllr Boulton, Cllr Frank
* Cotswold Water Parks – Cllr Jones, Cllr Harwood
* Fairford Air Base Link (x2) – Cllr Winney, Cllr Hing
* Glos. Market Town Forum (x2) – Cllr Harwood, Cllr Cusack
* Police Link (x1) – Cllr Frank
* East Cotswold Strategic Partnership (x2) – Cllr Harwood, Cllr S Jones
* History Society (x1) – Cllr M Jones
* Lechlade Footpaths Committee (x1) – Defer to Highways Committee
Meeting. ACTION: Clerk to add to agenda for the next Highways
Committee Meeting. 053 09/10 Minutes
To approve the minutes of the Full Council Meeting held on 14th April 2009
(pp006-012 09/10).
It was RESOLVED to approve the Minutes of the Full Council Meeting held
on 14th April 2009 (pp006-012 09/10), with amendments, proposed Cllr
Cusack,seconded Cllr Winney - all in favour. 054 09/10 To agree to adjourn the meeting for Public Question Time – there is 10
minute time limit.
It was RESOLVED to adjourn the meeting for Public Question Time,
proposed Cllr Cusack, seconded Cllr Harwood – all in favour Q: Mrs K. asked about the cost to the public of flyers produced by CDC.
A: Cllr C Roberts replied that the flyers in question, were sent to only a small number of
homes in the area by Government request but that she would try to find out how much these
cost and whether the cost is paid directly by Central Government or by District Council. 055 09/10 To agree to reconvene the meeting following Public Question Time.
It was RESOLVED to reconvene the meeting following Public Question
Time. Proposed Cllr Cusack, seconded Cllr M Jones – all in favour. 056 09/10 Chairman’s Announcements
* Unfortunately, Fairford was unsuccessful in the Calor Village of the Year
Award.
* Flag Festival will begin with the presentation of the new flag, which was
produced from the drawing submitted by the winner of the Flag Competition
2008. The flag will be flown from the Community Centre. The remaining
international flags will be put up on the 23rd May. ACTION: Clerk to contact
Mr. R Thompson.
* Tops in Blues will be performing on Base on the 30th June 2009. Anyone
wishing to put their names down to contact J. Collyer directly or advise the
Clerk. ACTION: Clerk to send a revised copy of Cllrs names and addresses
to J. Collyer- RAF Fairford. 019 09/10 057 09/10 To consider invitations to meetings.
All invitations have been e-mailed to Cllrs prior to the meeting.
* CDC Planning (Regulatory) Committee 13th May 2009 9.30am
Licensing Committee 18th May 2009 10.00am
Overview & Scrutiny Committee 19th May 2009 4.00pm
Cabinet 21st May 2009 2.30pm 058 09/10 To consider correspondence (for information only)
All correspondence e-mailed. Items that are too bulky to e-mail are
available in the Council Offices.
* GCC- Letter regarding Village Green Application and report from the Inspector
(in office)
* CPRE – Letter regarding vacancy for County Director and Spring newsletter
(letter e-mailed newsletter in office)
* Letter of appreciation from Mrs Chick
* Equality & Human Rights Commission – Letter re. Public Sector Duties (e-
mailed)
* E-mail from Cllr Harwood – Re. Friends of Fairford Hospital – Pandemic
planning
* Local Works – (e-mailed)
* Anchor Staying Put – Home Improvement Agency (e-mailed) 059 09/10 To consider correspondence requiring a reply
None received. 060 09/10 To receive reports on meetings attended.
All reports were e-mailed to Cllrs prior to the meeting.
Reports from Cllr Harwood.
* REPORT FROM GMTF BOARD MEETING ON APRIL 22
The Board received the report it had commissioned from Hannah
Reynolds Associates into maximising its services to members. The
study suggested that the three most desired areas of support were:
1 The development grants made available by GMTF
2 The opportunity to discover what other towns are doing through
networking sessions
3 Availability of advice.
This latter is the reason for the offer to give all members the option to
call on up to 15 hours of consultancy advice on projects they are
undertaking. After 15 hours there will be an option to add paid-for hours
if desired. I am suggesting Fairford takes advantage of the offer to
develop its Healthcheck update.
The next networking meeting will be at the Youth Centre, Stow-on-the-
Wold, on Thursday evening, May 21, which will have an economic
theme, important as councils and businesses face the economic
downturn. A panel from Gloucestershire First, The County Chamber of
Commerce, Federation of Small Businesses and Business Link will be
offering advice. It is also hoped to present early findings from a review
of the county’s economic health commissioned by the Forum.
In addition to the financial content, there is to be a presentation on how
Stow has been developing its facilities for young people; Jenni Turner
will be explaining how the community magazine has evolved; there will
be visits to the Unicorn Trust’s state-of-the-art equestrian facilities
where Britain’s Paralympic team train and there will be a chance to
learn about Stow’s Civil War heritage.
The Development Fund is open for bids for 2009/10. 020 09/10 * MEETING OF LECHLADE FOOTPATHS COMMITTEE ON APRIL 30.
The committee confirmed that it would welcome a member of Fairford’s
Highways Committee to sit in on discussions about the cycleway project, and
there is also potential for a more integrated approach when it comes to
footpaths linking one parish with the other. Potential funding was discussed
with the GRCC at a meeting in Lechlade on May 8.
As far as the cycleway project is concerned it was envisaged that at
some time in the future it would be necessary to establish a dedicated
project team, representative of all the parties involved, to carry it
forward. FINANCE
061 09/10 To consider payments & receipts for April 2009
Print outs from the new accounts package had been submitted to Cllrs. All
Cllrs agreed that the figures displayed were a lot clearer. 062 09/10 To approve insurance renewal for Council assets and liabilities £1709.93
and to consider payment options.
It was RESOLVED to pay the premium in one lump sum. Proposed Cllr
Winney, seconded Cllr Harwood – all in favour. 063 09/10 To agree new “projects” account
It was RESOLVED to put £15,000 into a high interest account from the Post
Office (Peoples Growth Bond) and the remaining £10,000 into a deposit
account at Lloyds TSB, which will yield a better interest if not touched for 3
months. Proposed Cllr Harwood seconded Cllr Wardle - all in favour. PLANNING
064 09/10 To receive the minutes of the Planning Committee Meeting held on 21st
April 2009 (pp013 09/10) the 5th May meeting was not quorate and
therefore was cancelled.
Many of the Councillors had not received the minutes and it was agreed to
defer this item to the next Full Council Meeting. 065 09/10 To review CDC Local Development Framework Core Strategy for
Fairford following receipt of revised copy from CDC.
Final copy had been received with amendments and the Council agreed to
defer this item to the Planning Committee Meeting for recommendation. It
was agreed that the Planning Committee Meeting should, upon acceptance of
the amended document, contact all Council members to seek confirmation to
send this document to Cotswold District Council. ACTION: Clerk
to add this item to the Agenda for the Planning Meeting on 19th May
2009. 066 09/10 To consider the planning application from Cygnet Investment.
It was RESOLVED that this item be deferred to the next Full Council Meeting
having been discussed under Item 048 09/10 above. FACILITIES
067 09/10 To receive the minutes of the Facilities Committee Meeting held on 5th
May 2009 (pp014 – 015 09/10).
It was RESOLVED to receive the minutes of the Facilities Committee Meeting
held on 5th May 2009 (pp014-015 09/10). Proposed Cllr S Jones, seconded
Cllr Cusack – all in favour. 021 09/10
068 09/10 To agree recommendation from Facilities Committee to use GMTF offer
of 15 free consultancy hours to direct the Council on how to proceed
with the Healthcheck.
It was RESOLVED to accept the recommendation from the Facilities
Committee to use GMTF’s offer of 15 free consultancy hours to help with
advice on proceeding with the Healthcheck. Proposed Cllr Harwood,
seconded Cllr S Jones – all in favour.
Cllr Dowler left the meeting. 069 09/10 To agree recommendation from Facilities Committee that
unless 15 stalls are booked for the Festival market, this should be
cancelled.
It was RESOLVED to accept the recommendation from the Facilities
Committee to cancel the Festival stalls if 15 or more stalls have not been
booked as any less would not prove viable. ACTION: Clerks to contact any
people who have already booked with a view to returning any money already
paid. Proposed Cllr Winney, seconded Cllr Fisher – 10 in favour, 2 absent
and 1 abstention. HIGHWAYS
070 09/10 To agree addition of extra sentence to regulations for the new Burial
Ground regarding size of foundations.
It was RESOLVED to put an additional sentence to the regulations for the
new Burial Ground regarding the size of the foundations. Proposed Cllr
Winney, seconded Cllr M Jones – all in favour. COMMUNITY CENTRE
071 09/10 To consider information regarding signatories for FCC account.
The Clerk advised the Council of information she has received from GAPTC
regarding how best to proceed for the short term. ACTION: Clerk to give Cllr
C Roberts information relating to outstanding amounts which have been paid
by FTC and require reimbursement from the PCC and FCC Ltd. 072 09/10 To review decision made in March 2009 regarding the lease/sale of 3
London Street with a view to selling the property (report from Cllr
Wardle – re: meeting with Estate Agent – e-mailed 1/5/09.
It was RESOLVED to sell 3 London Street, independently of an agent if
possible, proposed Cllr Harwood, seconded Cllr Winney – all in favour. 073 09/10 To consider disposal of musical instruments stored by FTC.
The Council agreed that the drum should be given to the Royal British Legion
and that the remainder of the instruments should be disposed of to any
interested parties. The school and other organisations will be approached to
see if wish to take any of the instruments. 074 09/10 Date of next meeting 9th June 2009
NOTE: An extra-ordinary meeting may need to be called – date to be
confirmed.
………………………………..Chairman
……………………………….2009
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