MINUTES OF THE FULL COUNCIL MEETING
HELD ON 8TH FEBRUARY 2011
Present: Cllr Cusack (Chair) Cllr Harwood Cllr Boulton
Cllr M Jones Cllr Fisher Cllr Mumford
Cllr S Jones Cllr Wardle
In attendance: Vanessa Lawrence (Clerk), Gemma Casey (Wilts & Glos Standard), 4 members of the public.
235 10/11 Apologies for Absence
Apologies were received from Cllrs. Winney, Hing, C. Roberts, Hinton and S Roberts.
236 10/11 Declarations of Interest in Items on the Agenda
Declarations were received from:
Cllr Harwood – Item 252 – Prejudicial interest
Cllr Cusack – Item 260 – Prejudicial interest
Cllr Fisher – Item 260 – Prejudicial interest
237 10/11 To approve the minutes of the Full Council Meeting held on 11th January 2011(pp117-120 10/11)
It was RESOLVED to approve the minutes of the Full Council Meeting held on 11th January 2011(pp117-120 10/11). Proposed Cllr Harwood, seconded Cllr Boulton, 7 in favour 1 abstention.
238 10/11 Matters arising
Cllr Harwood updated the Council on progress with Horizon 2015.
239 10/11 To agree to adjourn the meeting for Public Question Time – there is a 10 minute time limit
It was RESOLVED to adjourn the meeting for Public Question Time. Proposed Cllr M Jones, seconded Cllr Harwood – all in favour.
Q: Miss E. Ferguson asked the Council if they would look at holding the Council Surgeries at the Wednesday Market.
A: She was told that this matter had been considered at previous meetings, and that due to many Councillors work commitments, this was not a practical solution. Cllr M Jones said that both he and Cllr Winney were available at the Wednesday Market should anyone wish to talk to them. Cllrs. agreed that this would be reviewed at the end of the current period of surgeries currently held in the Community Centre just prior to Full Council meetings.
Q: Mr R Jeanes asked the Council if they would publish in publications related to the Council an article advising people that the Courtbrook clearance did not take place in October. This is as a result of an editorial error made by the Cotswold News.
A: Mr. Jeanes was told that the Council cannot be held responsible for articles published in the Cotswold News.
240 10/11 To agree to reconvene the meeting following Public Question Time
It was RESOLVED to reconvene the meeting following Public Question Time.Proposed Cllr S Jones seconded Cllr Harwood – all in favour.
241 10/11 Chairman’s announcements
Cllr Cusack mentioned an e-mail received regarding the insertion of a flyer into the next newsletter.
242 10/11 To consider correspondence/invitations received (list e-mailed) and
agree response to correspondence requiring a reply (e-mailed)
Letters for reply
GAPTC – Buckingham Palace Garden Party - Cllrs. agreed that Cllr Hing should be nominated to attend the Buckingham Palace Garden Party. GAPTC should be contacted with this information. ACTION: Clerk to contact GAPTC.
243 10/11 To consider report from District Councillor
The main points covered in the District Councillors report were:
GO – Shared Services Programme – this covers shared working between Councils , Cheltenham Borough Council, CDC, Forest of Dean District Council and West Oxon District Council.
Memory Club – A new club supporting people with dementia will meet monthly in Bourton-on-the-Water.
Stay Warm and Well this Winter – Guidance about how to keep your home and yourself warm, healthy eating etc. and available grants.
Parking Enforcement – Statistics relating to Parking tickets in Fairford during 2010.
Flood Alleviation work in Fairford – Details of progress with funding relating to flood alleviation work in Fairford
A more detailed report will be e-mailed to Cllrs.
ACTION: The Clerk was asked to publish the parking enforcement statistics in the next newsletter and in Ripples. The Clerk was also asked to add the matter of Fund Raising re. Flood alleviation in Fairford into the Agenda for the next Full Council meeting in March.
244 10/11 To consider report from County Councillor
County Cllr. Theodoulou told the Council of the public consultation regarding Libraries, which was continuing. There has been a large number of community offers, from individuals and organizations willing to help. Communities have been offered financial and management support to assist them taking over some libraries. Public Consultation has taken place regarding libraries, people with disabilities and other areas of Council activity. C. Cllr Theodoulou confirmed that severe cuts had to be made in the region of £114 million over the next 4 years, however, more money than was expected had been made available for road maintenance and schools. Council Tax collections have been improved by more than £1million over and above what had been budgeted.
Cllrs. told C. Cllr Theodoulou that Councils could not reply as a corporate body to the consultation relating to public transport, but that this was open to individuals only and that the consultation ended at the end of January. They also told him that receipt of notification of this consultation had only been received 2 weeks prior to the closing date, which gave the Council no time to publicise this properly. Cllr Theodoulou suggested that a letter is sent to Stan Waddington concerning this.
245 10/11 To receive reports on meetings attended
• CWP Lottery Bid Support Group & Lechlade Cycleways & Footpaths Committee - Cllr Harwood – Report submitted to Cllrs.
• CDC Planning Peer Review Meeting – 27th January – Cllr S Jones – Report to be sent to Cllrs.
County Cllr. Theodoulou left the meeting
PLANNING
246 10/11 To receive the minutes of the Planning Committee Meeting held on 18th January 2011 (pp121-122 10/11)and 1st February 2011(pp129-130 10/11).
Cllr Wardle told the Council that CDC planning officers have been asked to attend the next planning meeting to discuss plans for developments in West Fairford. The minutes were received with no further comments.
247 10/11 To agree two Councillors to prepare draft response to Core Strategy document and one Councillor to attend meeting in Palmer Hall on 11th February.
Cllr Wardle told the Council that the document was beyond the scope of the Planning Committee alone and that it was decided to bring this to Full Council with a view to nominating two people to draft a response. Cllrs. S Jones and Wardle volunteered to prepare a draft response. Cllr S Jones said that she would be attending the meeting during the day and Cllr Cusack said that he would go to the meeting in the evening. All in favour.
FACILITIES
248 10/11 To receive minutes of the Facilities Committee Meeting of 1st February 2011 (pp131-133 10/11)
The minutes were received with no comment.
249 10/11 To consider and agree details for the Fairford- Lechlade footpath project.
1. Possible costs involved – Cllr Harwood said that the cost could range from nothing to possibly £5k, but that the area needs to be surveyed to establish exactly what work needs to be carried out. He added that grant funding might be available and this would need to be researched. Two or three Cllrs. would look at the route and report back to the Highways Committee. Cllrs Winney and Boulton have volunteered to walk the route with Cllr Harwood.
2. Formation of working party with other councils and groups in the area. – A Steering Group would need to be formed comprising representatives from Lechlade and Fairford Town Councils and from various groups in the Town. He suggested that there should be :
1 representative from the ECT
2 representatives from FTC
2 representatives from Lechlade Town Council
1 representative from the school
1 representative from a sports group
It was RESOLVED to form a Steering group, in principle. Proposed Cllr Harwood seconded Cllr Cusack – all in favour.
250 10/11 To agree CCTV Policy Statement.
Discussion took place regarding the Policy Statement and whether more people should be allowed monitor incidents. However, there was concern about the legality of this and the Clerk said that she would contact the ICO for confirmation. It was RESOLVED to agree the Policy Statement at the present time, to be reviewed as and when required. Proposed Cllr S Jones, seconded Cllr Wardle – all in favour. ACTION: Clerk to contact the ICO and to publish the Policy Statement on the website.
251 10/11 To agree to write a letter of support for the CWP HLF Bid and to allow the Clerk to contact organizations in the town to seek their support.
It was RESOLVED to write a letter of support for the CWP HLF Bid and to allow the Clerk to contact organizations in the Town to see their support. Proposed Cllr Harwood, seconded Cllr M Jones – all in favour. ACTION: Cllr S Jones to draft a covering letter.
Cllr Harwood left the room.
252 10/11 To formally agree to host the GMTF networking meeting on the 31st March.
It was RESOLVED to host the GMTF networking meeting on the 31st March 2011. Proposed Cllr S Jones, seconded Cllr Wardle – all in favour. It was also agreed that a maximum of £100 is put aside for refreshments, room hire will be extra. Proposed Cllr Cusack, seconded Cllr Fisher – all in favour.
Cllr Harwood returned
253 10/11 To agree to select two representatives for the Youth Provision steering group
It was RESOLVED to select three representatives for the Youth Provision Steering Group. These would be Cllrs S. Jones, Hinton and Cllr C Roberts. Proposed Cllr Cusack, seconded Cllr Harwood – all in favour. Cllr C Roberts would be asked whether she would act as representative in her capacity as District Councillor or Town Councillor. ACTION: Clerk to contact Cllr Roberts. POST –MEETING NOTE: Cllr C Roberts has confirmed that she would act as CDC representative. Cllr S Jones said that a meeting has been arranged through FCC with Lynn Speak regarding Youth Provision and that she would be happy to attend on behalf of FTC.
FINANCE
254 10/11 To approve retrospectively cheque payments for January 2011
It was RESOLVED to approve retrospectively cheque payments for January 2011. Proposed Cllr M Jones, seconded Cllr Boulton – 6 in favour , 2 abstentions.
255 10/11 To receive payments & receipts report to end of January 2011
The payments and receipts report to end of January 2011 was received with no comment.
256 10/11 To agree to open an account with Buildbase
The Clerk said that in light of the fact that we have used this company on several occasions to purchase items relating to maintenance and repairs in the town and in the churchyard, it would more cost effective to open an account, where we could take advantage of any discounts. It was RESOLVED to open an account with Buildbase. Proposed Cllr Harwood, seconded Cllr M Jones – all in favour. ACTION: Clerk to contact Buildbase.
HIGHWAYS
257 10/11 To receive minutes of the Highways Committee Meeting of 25th January 2011 (pp123-125 10/11)
The minutes were received with no comment.
258 10/11 To agree temporary road closure order for Food & Drink Festival and 3k and 10k road race – 5th June 2011.
As the letter from CDC requesting confirmation of the Council’s approval for temporary road closure arrived after the last Highways meeting and the deadline for reply is before the next Highways meeting, it was felt that this should matter should be dealt with by the Full Council. It was RESOLVED to agree the temporary road closure order for the Food & Drink Festival and 3k & 10k road race. Proposed Cllr Harwood, seconded Cllr Cusack – all in favour. ACTION: Clerk to reply to CDC’s letter.
259 10/11 To approve selection of grass cutting contractor/s and footpath maintenance contractor 2011/12
It was RESOLVED to approve the selection of the grass cutting contractors and footpath maintenance contractor for 2011 as per the recommendation of the Highways Committee. Cllr Boulton, Chair of the Highways Committee, explained the reasons for their selection. Illman Brothers have been selected to cut the grass in the Churchyard and to maintain the footpaths and Beds & Baskets have been selected for grasscutting of the verges and the Walnut Tree Field. Proposed Cllr Boulton, seconded Cllr Mumford – 7 in favour, 1 against.
Cllrs Fisher and Cusack left the room
OTHER BUSINESS
260 10/11 Update on progress with 3 London Street
The Clerk updated Cllrs. on progress to date. The survey relating to the flying freehold has been completed and deeds are being drawn up. The purchasers are requested a further report relating to asbestos. Cllrs asked the Clerk to feedback their suggestions on how best to move the sale forward. ACTION: Clerk to contact the solicitor.
Cllrs Fisher and Cusack returned.
261 10/11 To agree retrospectively date of Annual Town Meeting 14th April 2011.
It was RESOLVED to agree retrospectively the date of the Annual Town meeting as the 14th April 2011. Proposed Cllr Wardle, seconded Cllr Cusack – all in favour.
262 10/11 To consider and agree obtaining quotes for plaque to carry “Barker Family whips” and installation of roll of honour/or photos of former and current Mayors.
It was RESOLVED to obtain quotes for plaques, one to house the “Barker Family Whips” and the other to act as roll of honour for former and current Mayors. Proposed Cllr Cusack, seconded Cllr Boulton – all in favour.
263 10/11 To consider and agree publicising upcoming Local Elections and requests for anyone interested in becoming a Councillor and other suggestions for providing information. – e-mail documents from SWLCA 27/1/11.
It was RESOLVED to publicise the upcoming Local Elections. Proposed Cllr Cusack, seconded Cllr Boulton – all in favour. ACTION: Clerk to publicise Local Elections.
264 10/11 To consider and agree Council representation for FCC Management Committee.
It was agreed not to select anyone at the present time and to wait until after the Local elections. Cllr Hinton one of the current representatives has indicated that due to changes in her working hours, she is now better able to attend meetings.
265 10/11 Date of next meeting 8th March 2011
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