Agenda (please note that reports are not attached to the electronic agendas)
AGENDA, MONTHLY MEETING OF THE COUNCIL, 14TH SEPTEMBER 2009
All Members of Didcot Town Council are summoned to attend the Monthly Meeting of the Council on Monday 14th September 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 13th July 2009 (attached); including questions on the minutes as to the progress of any item.
4. Adoption and agreement of Committee reports and recommendations:
(a) Special Meeting of the Personnel and Administration Committee – 15th July 2009 (attached);
(b) Planning and Development Committee – 22nd July 2009 (not attached – sent out with Planning agenda for 12th August 2009);
(c) Arts and Grants Committee – 27th July 2009 (attached);
(d) Planning and Development Committee – 12th August 2009 (not attached – sent out with Planning agenda for 2nd September 2009);
(e) Planning and Development Committee – 2nd September 2009 (attached);
(f) Joint meeting of the Personnel and Administration Committee and the Finance and General Purposes Committee – 7th September 2009 (attached).
5. Mayor’s Announcements
6. Financial Statement
(a) To receive a report and agree cheque run payments for 15th July 2009 (attached), 30th July 2009 (attached), 3rd September 2009 (attached) and 8th September 2009 (attached).
(b) To receive a report of all payments in July and August 2009 (attached).
7. Notice of Motion by Councillor Mrs M Davies
“That a working group be set up to consider the future and present role of the Town Council in assisting the development of the town for the benefit of future and present Didcot residents. The working group would review funding, boundaries, relationships with neighbouring parishes, essential and desirable Town Council services and report within twelve months to Finance and General Purposes Committee”
8. Change of Committee Membership – Planning and Development (report attached)
9. Land at Ladygrove Park (report attached)
10. Correspondence – for information
11. Questions to the Leader concerning the business of the Council in accordance with Standing Order 16
Dominic Stapleton
Town Clerk
9th September 2009
MINUTES
176. 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
- Mrs S Crowther
- Mr R Hawlor
- Mr L Elias
- Mrs A Service
- Mr W Service
- Mr A Thompson
- Mrs L Hood
- Mr G Collier
Officers:
- Mr D Stapleton (Town Clerk)
- Mr S Carter (Deputy Town Clerk)
The Council observed a Minutes silence in respect of Mr Kevin Tarling, the serving Civic Hall Assistant Manager who passed away suddenly on 27th August 2009.
The Mayor welcomed recently elected Councillor Mr David Rouane on behalf of the Council.
177. APOLOGIES
Councillors Mr P Hayward (sick), Mr T Harbour (sick), Mrs J Murphy (personal), Mr B Cooper (personal), Mr B Griffiths (personal) and Dr D Giaretta (business).
178. 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 E Hards declared a personal and prejudicial interest in Minute 148 of the Arts and Grants Committee as she is the Chair of the Trustee Board of the Didcot and District Citizens Advice Bureau (CAB), though as this matter had been dealt with under Standing Order 36, the delegation of urgent and routine matters, and therefore was not being voted on, she did not intend to leave the meeting.
(b) Councillor Mrs L Hood declared a personal and prejudicial interest in Minute 146 of the Arts and Grants Committee as she is the Chair of Didcot Arts Forum (DAF).
(c) Councillor Mr A Thompson declared a personal interest in Minute 146 of the Arts and Grants Committee as he is the Council’s representative on the DAF committee.
179. MINUTES
Members were advised that a proposed amendment had been made to Minute 123(d), to insert the following at the end of the second last paragraph and after “open” in the resolution:
“because Hatwell’s agreed to be liable for any damage done to the ground”.
RESOLVED that the Minutes of the Meeting held on 13th July 2009, including the amendment as detailed above, be approved and signed as a true and correct record.
In response to a question it was confirmed that the Leader’s response letter to the question as set out in Minute 127(a) which had been distributed with the Council agenda 14th September 2009, would be attached to the Minutes and is attached at appendix A (word doc).
180. ADOPTION AND RECOMMENDATION OF COMMITTEE REPORTS AND RECOMMENDATIONS
(a) Special Meeting of the Personnel and Administration Committee – 15th July 2009
RESOLVED that the report and recommendations contained therein be approved.
(b) Planning and Development Committee – 22nd July 2009
RESOLVED that the report and recommendations contained therein be approved.
Councillor Mrs L Hood left the meeting for the next item.
(c) Arts and Grants Committee – 27th July 2009
Referring to Minute 151(a) and in response to a question about the reduction in grant to the CAB in comparison to last years it was stated that the reason was because Didcot Town Council were contributing more towards the CAB proportionately when compared to other Town and Parish Councils but that it was not an attack on the organisation.
RESOLVED that the report and recommendations contained therein be approved.
Councillor Mrs L Hood returned to the meeting.
(d) Planning and Development Committee – 12th August 2009
RESOLVED that the report and recommendations contained therein be approved.
(e) Planning and Development Committee – 2nd September 2009
Referring to Minute 170(d) it was confirmed that the street naming policy would be put on the agenda of the next Council meeting following its discussion at the next Planning and Development Committee meeting.
RESOLVED that the report and recommendations contained therein be approved.
Referring to Minute 175 and in response to a question about the intentions for the remainder of the financial year now that the Clerical Assistant had resigned, it was stated that the Town Clerk was to hold a staff meeting to discuss the options for the One Stop Shop and that Councillors would receive feedback.
Referring to the same Minute and in response to a question asking why the decision to cut the post of Clerical Assistant was not made at the budget making round, it was stated that it was done now as early as possible to be fair and open to the staff, and give them as much notice as possible of any changes.
181. MAYOR'S ANNOUNCEMENTS
15/7/09 |
Wednesday 7pm |
AGM Oxfordshire County Scout Council, Kidlington |
Mayor & Escort |
17/7/09 |
Friday 1.15pm |
The Wittenham Rose Presentation, Little Wittenham |
Mayor & Escort |
| 19/7/09 |
Sunday 12 – 4.30pm | Charity Day, Tesco | Mayor & Escort |
| 21/7/09 |
Tuesday evening | Austin 10 Club, Chilton | Mayor & Escort |
| 23/7/09 |
Thursday 1pm | The Applecart, new menu launch | Mayor & Escort |
| 25/7/09 |
Saturday evening | Oxfordshire County Youth Concert, County Hall | Mayor & Escort |
| 28/7/09 |
Tuesday | Residents Birthday, Didcot Day Centre, Britwell Road | Mayor |
| 4/8/09 |
Tuesday | Townswomen’s Guild | Mayor |
| 28/8/09 |
Friday | Didcot Open Art Exhibition – Private View, Civic Hall | Mayor & Escort |
| 31/8/09 |
Monday | Didcot Hospital Fete | Mayor & Escort |
| 3/9/09 |
Thursday | Oxford Spires, Cornerstone | Mayor & Escort |
| 4/9/09 |
Friday | Tea with Planegg (Germany) Twinning Association | Mayor & Escort |
| 5/9/09 |
Saturday | Leaving reception for Planegg visitors | Mayor & Escort |
| 9/9/09 |
Wednesday | All Saints School Tour | Mayor & Escort |
| 13/9/09 |
Sunday 10am | Thame Civic Service | Mayor & Escort |
182. FINANCIAL STATEMENT
RESOLVED that the cheque run payments for 15th July 2009 amounting to £16,812.75, 30th July 2009 amounting to £147,084.05, 3rd September 2009 amounting to £21,549.79 and 8th September 2009 amounting to £12,551.84 be authorised and that the list of all payments made between 1st July 2009 and 31st August 2009 amounting to £259,358.45 be received.
183. NOTICE OF MOTION
“That a working group be set up to consider the future and present role of the Town Council in assisting the development of the town for the benefit of future and present Didcot residents. The working group would review funding, boundaries, relationships with neighbouring parishes, essential and desirable Town Council services and report within twelve months to Finance and General Purposes Committee”
RESOLVED that this motion is referred to the Finance and General Purposes Committee under Standing Order 12(e), 15(g) or 19(l)(iv).
184. CHANGE OF COMMITTEE MEMBERSHIP – PLANNING AND DEVELOPMENT
A report was circulated regarding a change in membership to the Planning and Development Committee. It explained that Councillor Mr D Rouane had been elected as the first Liberal Democrat on the Council. In accordance with Standing Order 30(c), committee membership is proportionate to the number of Councillors in each group but that one member does not constitute a group.
Notwithstanding the Standing Order:
RESOLVED that Councillor Mr D Rouane is appointed to the Planning and Development Committee to replace Councillor Capt J Flood.
185. LAND AT LADYGROVE PARK
A report was circulated detailing the proposed changes in the boundary at Ladygrove Park and Didcot Town Football Club (DTFC). It was explained that DTFC were required to expand their stadium to comply with new league rules following their promotion and that the proposed expansion would require a change in the boundary on Town Council leased land as illustrated at appendix B.
The report went on to explain that this matter had been discussed at a meeting of the Finance and General Purposes Committee in November 2008 and that Council agreed on the proviso that there was no cost to the Town Council and that access to the footpath at the rear of DTFC was retained.
As part of the lease change the following deed of release would also have to be agreed:
“Not to use the property otherwise and for the provisions of recreational and sporting facilities for which said planning permission under the Town & Country Planning Act 1990 has been agreed”
RESOLVED that the change of boundary as indicated in red and attached at appendix B (pdf) is agreed and; that the Deed of Release (as above) is agreed and the common seal be affixed.
186. CORRESPONDENCE
(a) The Didcot & District Citizens Advise Bureau (CAB)
Letter regarding Didcot Town Council representation on the Didcot & District CAB Trustee Board explaining that the Town Council is not a member organisation and therefore cannot appoint members to the trustee board until membership is taken up
NOTED
(b) TRAIN Youth Project
TRAIN newsletter September 2009
NOTED
187. QUESTIONS TO THE LEADER
(a) Referring to the Town Council’s recent successful hosting of the Annual Open Art Exhibition, Councillor Mrs E Hards asked the Leader if he was going to ask more Councillors to get involved and add to the Town Council’s ownership of the event?
The Leader responded no.
(b) Referring to the Leaders written response regarding the core duties of the Town Council, Councillor Mrs M Davies asked if Willowbrook was left off in error?
The Leader responded by stating that it was not an error as providing leisure centres was not a core responsibility of the Town Council.
The Meeting commenced at 7.30pm and closed at 8.05pm
Mayor
