Notes from CTC meeting held on 3rd January 2008.
Present: Mayor B. Lush (BL), Dep. Mayor J. Pearce (JP), P. Clark (PC), R. Rotchell (RR),
P. Lessels (PL), B. Ireland (BI), M. Baber (MB).
Minutes taken by (Acting) Town Clerk, R. Hart (RH)
BL opened the meeting by wishing all present a Happy New Year.
Public Participation – A. McCormick offered CTC the option to place an advert for the Town Clerk vacancy in the forthcoming C.A.R. Newsletter.
1 - Apologies – received from A Hearden (ill), A Shaw (ill) & S Morris (working). Absent without apology was D Elliott. BI prop acceptance, sec by RR, all in favour.
2 - Declarations of Interest – PC (Item 4(b) & Item 16(i) both personal).
3 – Minutes of 18th Dec 2007 – Proposed for approval by MB, sec by JP, all in favour.
4 – Items carried forward –
(a) Ambulance Service response times – still no reply.
(b) Co-op relocation – still no reply.
(c) Rights of way application – proceeding.
(d) Medical Centre update – RH reported on visitors he had at his office who had seemed to revert their choice to the site at St. Thomas’ Church.
(e) Sally Lewis re request for regular Parish Plan updates – JP stated that there appear to be two versions i.e. (i) ‘The Camelot Country Community Development Plan’ which is part of the Market & Coastal Towns Initiative (MCTi) plan which he believes is the report Cllr Shaw spoke about at the previous meeting and which has been ongoing for some time and (ii) ‘Camelford Town Council Development Action Plan’ which RH stated has not been updated for 2 years. BL remarked that this item had been initiated by an ex-Councillor and some of the matters therein had been completed while others remained outstanding. JP went on to explain various aims and objectives that were incorporated in that document, and suggested that Council engage in a ‘brain-storming’ session to identify what still needed to be achieved. Several Councillors asked for copies of the document (which BI had only recently received while attending a Town Forum meeting) and PL asked if any decisions had previously been reached as to how the objectives were to be achieved. JP replied that although the objectives were sub-divided there was no projection for achievement. MB suggested that future discussions involve the Residents Association, Chamber of Commerce, Town Trust etc. RR felt that other bodies had been driving the Plan to the exclusion of CTC as an organisation. BI believed that originally CTC had been in control but lost impetus. MB proposed setting up a ‘working group’ incorporating representatives of the organisations plus Sir James Smith to discuss ideas, sec by PC, 6 in favour with 1 (PL) against. A meeting at CDCDT office on 21st Jan at 7pm was suggested.
(f) Update on negotiations for sale of car park ticket machines – PL reported that because of the holiday period this was still ongoing.
(g) Update on Clerk’s contract and job description – Discussion took place on the terms of the contract to be offered to the incoming Clerk and clarification of terminology was provided by RH. BL proposed acceptance of the document, sec by MB, 6 in favour, 1 abstention (JP). MB wanted the job description to incorporate website maintenance and asked for this item to be discussed. JP felt that BI could be persuaded to take up this role again. BI asked if this matter should be discussed at this point or to wait until Item 7 (b) – (see below also). BI referred to the transcript of the appeal hearing (of 3rd December 2007) and made it clear that the inference was, that if the website had been changed, and there was insufficient evidence for this to be shown to have been done by B Jordan, then the panel had accepted that he (BI) had amended the website without authorisation. BI confirmed that he had no knowledge of the CTC website prior to being instructed by NCDC. BI refused to maintain the website until the full Council absolved him of any responsibility for unauthorised access to the site. MB proposed that the Town Clerk also be instructed in proper maintenance of the website, sec by RR, 6 in favour, 1 abstention (PC).
(h) Cornwall Animal Ambulance & Hospital grant application – RH recommended that this application is not supported at the present time and this was proposed by BL, sec by PL, all in favour.
5 – Answers to Public Participation (18/12/07) – None.
6 – Answer questions from Councillors – None.
7 – Items requiring a decision –
(a) From BL – Donation boxes and signs for Churchfield Car Park – BL would like to see a suitable and secure box located at the site of the removed meter near the entrance and a sign explaining how the car park is funded and proposed this, also that RH be allowed to arrange without referring back to full Council, sec by BI, 6 in favour, 1 abst (PC).
(b) From BI – Councillor to take over maintenance of CTC website (see above also) – MB asked PC to confirm her understanding of proceedings at the appeal hearing (3rd Dec 2007) insofar as the panel did not accept that anyone other than B Jordan had accessed the website, merely that there was insufficient evidence to say for sure that B Jordan was solely responsible. MB felt that if NCDC staff had stipulated in writing that no-one but Mr Jordan could have accessed the site then Item 3 of the dismissal would have applied. PL proposed that a statement be issued in which the Council give their full confidence and support to BI in his role as web manager for CTC, sec by BL, 6 in favour, BI abstained. BI then handed instructions for setting up emails to Councillors.
(c) Refund for advertising on previously printed car park tickets – PL reported that the process for arranging refunds could become very expensive. RH stated that it would actually be cheaper to refund the entire amount. RR proposed that full refund be issued, sec by BI, 6 in favour, PC against.
(d) Tesco Charity Trust Community Award application – JP explained the background to possible award of grants from Tesco although RH didn’t believe CTC would be eligible. RR commented on his discussion with PCSO Smith re a Youth Shelter. RR proposed that the application be completed, sec by PL, 5 in favour, MB against, BI abstained.
8 – Items for Information – Rivers Trust meeting on site at 3pm on 18th January.
9 – Approval of Payments – Details available from the Clerk’s office. Proposed for acceptance by RR, sec by BI, all in favour.
10 – Resolutions or recommendations from Councillors – None.
11 – Correspondence –
(a) From E McCormick – email of 20/12/07 re persons who could access the CTC website – CTC to reply in accordance with the statement re confidence in Cllr. Ireland.
(b) From E McCormick – email ref Freedom of Information Act request – written reply from CTC as refusal to this request.
Items (c) & (d), correspondence from B Jordan re his dismissal and appeal – RH stated that he had received advice from Russell Simmons which stated that, after passing a minute this evening, CTC should no longer engage in direct correspondence with Mr Jordan regarding his dismissal because it is up to Mr Jordan to decide whether to go to Tribunal or not. RR proposed, sec by MB, that CTC reply stating the above, all in favour.
(e) From M Williams re Churchfield Car Park, dated 26/12/07 – Mr Williams believes that the car park is ‘no longer a car park but a garage’. At 8.45 am on Christmas Day Mr Williams had checked the car park, he stated that vehicles parked there could not have belonged to shoppers as the shops were shut. BI suggested that the vehicles may have belonged to residents and/or visiting relatives of residents who had nowhere else to park and took advantage of the fact that the shops were closed to extend their Christmas visit. RH to reply that Mr Williams comments had been noted.
(f) From Mrs C Ireland, Secretary of Camelford Association of Residents, (BI declared a personal interest here) – re Dental Services in Camelford and the reply that CAR had received and notification of a meeting to be held at Camelford on 28th Jan at 7.30pm. that PCT will attend.
12 – Planning Applications –
(i) Water Treatment Works – PC proposed no objection, sec by MB, all in favour.
(ii) Barns at Greylake House, Advent, conversion to residential units – MB prop no objection, sec by BI, 6 in favour, BL abst.
(iii) Bowood Park – PL prop no objection, sec by RR , all in favour.
(iv) 16 Greenhills – RR prop no objection, sec by BI, all in favour.
13 – Planning Approvals –
(i) 11 Trefrew Rd.
(ii) Farm shop at Trevilla Park.
(iii) Daws Meadow.
14 – Planning refusals – None.
15 – Planning apps withdrawn – None.
16 – Committee Reports –
(i) Employment Committee – BI reported that no apologies had been received from members of this committee who were absent for the meeting, this gave him cause for concern about the attitude of members towards sub-committee involvement. The remaining members of the committee here present approved the minutes of their meeting. Various advertisements had been studied to determine which style to use for advertising the vacancy for Town Clerk. Some slight amendments were suggested by RH. Details of duties as ‘Responsible Financial Officer’ were discussed, including the bonding indemnity required. RH commented that some councils do not designate the Clerk as RFO but the decision is for CTC to make. MB proposed the amendment, sec by BI, 6 in favour, PC abstained (having declared an interest because his wife may apply for the post). The placing of appropriate adverts was proposed by MB, sec by PL, 5 in favour, BI against, PC abstained. The format of the application form was proposed by BL, sec by RR, all in favour. Completed applications to be copied to all Councillors before any decision by the Employment Committee. PL would prefer full Council approval of candidates during the interview process. MB to formulate a procedure for interview, to be sent to other committee members before ratification by full Council.
17 – Reports from outside bodies –
(i) Town Forum – MB had not attended therefore no report.
(ii) CDCDT – A Shaw absent therefore no report.
(iii) Youth Club – No report.
(iv) Mayor’s report – BL commented on the superb New Year’s Eve event he had attended. He particularly noted how clean the town had been the following morning and thanked those responsible. He then spoke re the Hunt Meeting at the park entrance and alleged desecration of the Memorial – it had been suggested to him that in future the park entrance be roped-off (other than for pedestrians). He had also spoken about Police concerns about Health & Safety and in the opinion of the Police the gathering took place in the wrong venue in town. He then sought to remind Councillors of their duties with regard to membership of sub-committees. He stated that he was not responsible for a quote attributed to him in the latest Cornish Guardian (PC accepted responsibility for this). MB then asked if she could explain re the Hunt Meeting. A decision needs to be made by the Hunt Committee in September which means that CTC should ‘strongly recommend’ (by July) the location of the gathering for Boxing Day.
(v) RR spoke re the lack of reply from the Ambulance Service especially now that rumours suggest the station in Camelford could close. RR recommended contacting MP Dan Rogerson and other influential persons to ensure progress on this issue. Amenities Committee meeting to be held later this month (28th).
(vi) Clerk’s report – RH reported that John Gilbert is in the process of cleaning the road signs.
(vii) BI then reported re the Bridge project – he had received a request for the return of some funds because of lack of compliance in conditions specified in respect of the artwork required from Sir James Smith. BI has referred this request to Town Forum. Town Trust and CDCDT are also to be notified. In respect of Finance Committee, BI has formulated some procedures for consideration re the duties of members (especially during his holiday absence) – to go to next agenda.
18 – Newsletters & Circulars –
(i) North Cornwall Grants
(ii) One Cornwall
(iii) Environment Agency calendar.
19 – Items for the 15th January meeting – None.
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