Agenda (please note that reports are not attached to the electronic agendas)
AGENDA, MONTHLY MEETING OF THE COUNCIL, 12TH OCTOBER 2009
All Members of Didcot Town Council are summoned to attend the Monthly Meeting of the Council on Monday 12th October 2009 at Didcot Civic Hall commencing at 7.30pm.
Admission of the Public and Media
Members of the Public and Media are welcome to attend in accordance with the Public Bodies (Admission to Meeting) Act 1960.
Public Participation
Public Participation will be in accordance with Standing Order No. 11.
The business to be transacted at the meeting will be:-
1. Apologies
2. Declarations of Interests – Members are reminded to declare any personal or prejudicial interests on any item on this agenda in accordance with Didcot Town Council’s Code of Conduct
3. Adoption of the Minutes of the Council meeting held on 14th September 2009 (attached); including questions on the minutes as to the progress of any item.
4. Adoption and agreement of Committee reports and recommendations:
It should be noted that any budget estimate figures are recommended to Finance and General Purposes Committee (budget) on 23rd November 2009
(a) Planning and Development Committee – 23rd September 2009 (attached);
(b) Environment Committee (estimates) – 5th October 2009 (attached);
(c) Personnel and Administration Committee – 8th October 2009 (to be tabled).
5. Mayor’s Announcements
6. Financial Statement
(a) To receive a report and agree cheque run payments for 29th September 2009 (attached).
(b) To receive a report of all payments in September 2009 (attached).
7. Street naming Policy – report attached
8. Conclusion of the Audit for the Year Ended 31st March 2009, report attached
9. Correspondence – for information
10. Questions to the Leader concerning the business of the Council in accordance with Standing Order 16
Dominic Stapleton
Town Clerk
7th October 2009
MINUTES
215. PRESENT
Councillors:
- Mrs M Turner (Mayor)
- Capt J Flood (Deputy Mayor)
- Mrs M Davies
- Mr D Rouane
- Mr C Daukes
- Mrs M Flood
- Mrs E Hards
- Mr R Hawlor
- Mrs A Service
- Mr W Service
- Mr A Thompson
- Mr P Hayward
- Mr G Collier
- Mrs J Murphy
- Mr B Cooper
- Mr B Griffiths
Officers:
- Mr D Stapleton (Town Clerk)
216. APOLOGIES
Councillors Mr T Harbour (sick) and Mrs L Hood (sick).
217. DECLARATIONS OF INTERESTS
Members were reminded to declare any personal or prejudicial interests on any item on the agenda in accordance with the Council’s Code of Conduct. Members were also reminded to review their register of members’ interests.
(a) Councillor Mrs J Murphy declared a personal and prejudicial interest in Minute 221, the Financial Statement, as she is a director of Total Pest Control and they have payments on the lists.
218. MINUTES
RESOLVED that the Minutes of the Meeting held on 14th September 2009, including the amendment below, be approved and signed as a true and correct record.
Item 186 (a) Correspondence – The Didcot & District Citizens Advice Bureau (CAB) – to include the following additional words:
“The letter encouraged the Council to become a member”
In response to a question about the CAB letter, it was confirmed that the matter would be referred to the Arts and Grants committee.
Referring to item 180(c), Arts and Grants Committee and the CAB grant, it was asked whether the reason given in the minutes was a good one given that Didcot provided around 40/50% of clients for the CAB and that the Town Council’s contribution was less than 15% of the total funding. In response it was pointed out that all the figures were considered when looking at the level of grant and the response stated in the minutes was the feeling when deciding the level of grant.
219. ADOPTION AND RECOMMENDATION OF COMMITTEE REPORTS AND RECOMMENDATIONS
(a) Planning and Development Committee – 23rd September 2009
RESOLVED that the report and recommendations contained therein, with the exception of the Road Naming Policy at minute 195 (see minute 222 below), be approved with the following amendment:
Minute 196(e) – Belgrave to read Blagrave
(b) Environment Committee – 5th October 2009
RESOLVED that the report and recommendations contained therein, with the exception of minute 206 estimates which is recommended to Finance and General Purposes on 23rd November 2009, be approved with the following amendment:
Minute 206, final paragraph, manger to read Manager
(c) Personnel and Administration Committee – 8th October 2009
RESOLVED that the report and recommendations contained therein be approved.
220. MAYOR'S ANNOUNCEMENTS
17/09/09 |
Thursday – Sunday |
Visit to Meylan |
Mayor & Escort |
23/09/09 |
Wednesday lunchtime |
Presentation of certificates, Didcot Library |
Mayor & Escort |
| 26/09/09 |
Saturday pm | Rugby match, Hagbourne Triangle | Mayor & Escort |
| 3/10/09 |
Saturday 7.30pm | Proms in the Vale, Guildhall Abingdon | Mayor & Escort |
| 23/7/09 |
Thursday 1pm | The Applecart, new menu launch | Mayor & Escort |
| 9/10/09 |
Friday | The Crimps, Didcot Con Club (fundraising) |
Mayor & Escort |
The Mayor reminded all members of the Remembrance Parade on Sunday 8th November 2009, starting at Edinburgh Drive Car Park at 2.45pm and then to the War Memorial for the service. The Mayor encouraged all members to attend.
221. FINANCIAL STATEMENT
RESOLVED that the cheque run payments for 29th September 2009 amounting to £12,620.74 be authorised and that the list of payments made between 1st September 2009 and 30th September 2009 amounting to £60,728.88 be received (for cheque payments) and authorised for all other payments.
222. STREET NAMING POLICY
The following minute (195) and recommendation from Planning and Development Committee meeting on 23rd September 2009 was considered:
“A report was circulated regarding Didcot Town Council’s road naming policy. The report had been written at the request of the committee who were seeking clarification on the Town Council’s policy on road naming following a request by a developer to name a new development Barlow Close after his father, described as a longstanding Didcot resident.
The report explained that there had been a policy to name small individual developments or infill, after scientists where no obvious name was apparent, Dirac Place and Compton Close being examples, but that no formal record of this policy could be found in the Minutes.
The report also reminded Members that they should begin to think about possible themes for new large developments that are planned, such as Great Western Park.
RECOMMENDED that Didcot Town Council adopt a policy of considering road names for small developments or infill on a case by case basis except where a theme already exists in that area, such as Oxford Colleges in east Didcot and rivers in Ladygrove.
RECOMMENDED that the new development behind Colborne Road be named after a scientist.
With regards to new large scale developments such as Great Western Park (GWP) the committee asked that the Clerk compiles a list of fauna, flora and plants for consideration”
It was noted that when lists of names are drawn up there should be no duplicates of existing names which would cause confusion and problems. The idea used elsewhere that the spine road is given a name such as “Field Avenue” and then the roads coming off are given appropriate names in alphabetical order was generally accepted as a good idea.
The matter of the proposed Ladygrove East development was discussed and it was agreed that the theme of field names continue throughout the development.
Following further discussion, it was RESOLVED:
that the Council adopt a policy of considering road names for small developments or infill on a case by case basis except where a theme already exists in that area, such as Oxford Colleges in east Didcot and rivers in Ladygrove.
that the new development behind Colborne Road be named after a scientist.
(c) that the road names on the proposed Ladygrove East development continue with field names.
(d) that a list is compiled of fauna, flora, plants and trees for consideration in the road naming of the proposed development known as Great Western Park.
223. CONCLUSION OF THE AUDIT FOR THE YEAR ENDED 31ST MARCH 2009
It was reported that the annual return for the Audit for the year ended 31st March 2009 had been received from the external auditor.
There had been no matters arising or drawn to the Council’s attention. Members thanked all the Council staff involved in the audit.
In response to a question about the front of the annual return which states “The Council must ensure this annual return is approved no later than 30th June 2009”, it was explained that this date referred to the approval of sections 1 (Statement of Accounts) and 2 (Annual Governance Statement) which were both approved by Council on 8th June 2009.
RESOLVED that the Annual Return for year ended 31st March 2009, as attached at appendix A (pdf 1.96MB), be approved and accepted by Council.
224. CORRESPONDENCE
(a) Ladygrove Community Centre Management Committee
It was explained that the Town Council nominates 3 representatives to the above committee in accordance with the agreement. One of the nominees, Mrs Audrey Godfrey, the treasurer, has recently resigned and a replacement is required.
Ideally the replacement should have accounts experience as previously they have filled the role of treasurer.
Members were asked to let the Town Clerk have names of any suitable replacements.
225. QUESTIONS TO THE LEADER
(a) Referring to Appendix A (word doc) to the Council minutes of 14th September 2009, the core activities of Didcot Town Council, Councillor B Cooper asked whether the role of the Mayor and acting in an advising role to other Councils and government bodies on policy were also core activities of the Council?
The Leader responded yes.
The Meeting commenced at 7.30pm and closed at 8pm
Mayor
