Agendas for forthcoming and most recent meetings will appear here.
To: Cllr Robert Merrick - Town Mayor
Cllr Rich Jones - Deputy Town Mayor
Cllr Glenis Ansell
Cllr John Bennett
Cllr John Boaler
Cllr Declan Boore
Cllr Heather Canfer
Cllr David Conway
Cllr Terry Couchman
Cllr Jon Fisher
Cllr Alan Hill
Cllr Robert MacNaughton
Cllr Howard Marshall
Cllr Mark Mewett
Cllr Tom Rounds
Cllr Ian Thorn
Cllr Tony Trotman
Cllr Greg Widger
11th June 2019
You are summoned to a Full Council meeting of the Town Council to be held in the Large Hall of the Town Hall, Calne on MONDAY 17th June at 7pm.
The Press and Public are welcome to attend this meeting. Questions and statements will be taken from members of the public prior to the start of the meeting, in accordance with the Town Council’s Standing Order No 3.
Mrs J Young
Director of Council Services
Calne Town Council Meeting
2. Declarations of Interest – To receive any Declarations of Interest in respect of items on this agenda as required by the Code of Conduct adopted by the Town Council on 4th February 2019.
To confirm as a true record the Minutes of the Extraordinary meeting of the Town Council held on 5th June 2019. The attachments will form part of the main minutes but will not be redistributed with this Agenda.
[CLICK HERE FOR MINUTES]
4. Town Mayor’s Announcements
4.1 Open Gardens – 23rd June 2019
4.2 Calne Summer Carnival – 29th June 2019
4.3 Twinning Event – 29th June 2019
4.4 Calne Musical Medley – 6th July 2019
4.5 Town Mayor’s Garden Party – 24th August 2019
4.6 Town Mayor’s reminders to Councillors
5. Policing in Calne
5.1 Police Report – attached for members’ information
[CLICK HERE FOR POLICE REPORT]
5.2 Letter from Chief Constable – attached for members’ information
[CLICK HERE FOR LETTER]
5.3 Letter of Response from Cllr Ansell - attached
[CLICK HERE FOR LETTER OF RESPONSE]
6. Report from Unitary Councillors
6.1 Unitary Councillors to report on any matters affecting Calne which have been discussed at Wiltshire Council meetings.
7. Committee Minutes
7.1 Amenities Committee – to receive and note the draft minutes of the Amenities Committee meeting held on 3rd June 2019 (attached).
[CLICK HERE FOR AMENITIES MINUTES]
7.2 Policy and Resources Committee - to receive and note the minutes of the P&R Committee meeting held on 10th June 2019.
[CLICK HERE FOR P&R MINUTES]
7.3 Town Development & Planning Committee – to receive and note the minutes of the meetings held on 17th April 2019, 8th May 2019 and 29th May 2019 (draft) (attached).
[CLICK HERE FOR MINUTES 17 APRIL]
[CLICK HERE FOR MINUTES 8 MAY]
[CLICK HERE FOR MINUTES 29 MAY]
8. Reports and Recommendations
8.1 Motion with Notice – The Town Mayor, Cllr Merrick, submits the following proposal
On 8th October 2018, the Intergovernmental Panel on Climate Change (IPCC) released a vital report on the state of climate science. They warned that if the planet warmed by 1.5°C there would be some devastating consequences, such as the loss of most coral reefs, and increased extreme weather such as heatwaves and floods. Yet the consequences of allowing 2°C warming would be truly catastrophic. Given that the planet is currently heading for 3-4°C requires a radical shift across energy, land, industrial, urban and other systems to reduce emissions, unprecedented in history for its speed.
Calne Town Council declares a Climate Emergency and will work towards being carbon neutral by 2030.
A Community Climate Change Steering group will be setup to investigate options and opportunities for the people of Calne to address this emergency.
8.2 Draft Standing Orders (attached)
Members are asked to RESOLVE to approve the reviewed Standing Orders
2019. Please note that these regulations are based on the NALC model.
The revised Standing Orders were discussed at the Governance and Policy working Group meeting held on 23rd May 2019 and it was agreed in order to show extra diligence to recommend to Full Council to change 3.v where the Model Standing Order states one third to the following;
3.v No business may be transacted at a meeting unless at least one half of the whole number of members of the Council are present and in no case shall the quorum of a meeting be less than three.
It was recommended to approve all other revisions to Full Council with no further changes.
[CLICK HERE FOR STANDING ORDERS]
8.3 Draft Financial Regulations (attached).
Members are asked to RESOLVE to approve the reviewed Financial Regulations 2019. Please note that these regulations are based on the NALC model.
[CLICK HERE FOR FINANCIAL REGS]
8.4 LGPS Discretions Policy (attached)
Members are asked to receive the attached LGPS Discretions Policy and RESOLVE to approve and adopt.
[CLICK HERE FOR POLICY]
8.5 Management Risk Assessment
Members to receive the report of the Director of Council Services and to RESOLVE to approve the recommendation:
That the Town Council note and approve the current system for Management Risk Assessment for 2019/2020.
[CLICK HERE FOR REPORT]
8.6 River Marden Modelling by Bristol Avon Rivers Trust
Members to receive the attached report of the Head of Operations.
Members are asked to consider the contents of this report and RESOLVE:
to request a funding amount of up to a maximum of £8860 to carry out river modelling on the River Marden and produce a detailed costed improvement opportunities document, on condition that other avenues of funding are also explored.
It is asked that funding be requested from either S106 or CIL monies.
[CLICK HERE FOR REPORT]
8.7 Virtual Presence at Working Group Meetings
Members are requested to RESOLVE to approve the recommendation from the Policy Resources Committee meeting held on 10th June 2019.
It was proposed by the Town Mayor, Cllr Merrick, seconded by Cllr Fisher and
RESOLVED to recommend to Full Council to agree that phone conferencing is acceptable at Working Groups, but should only be used in exceptional circumstances and not become the norm.
8.8 Working Groups (attached)
Members are requested to approve the attached amended Working Group Membership for 2019/2020, those being Emergency Plan Working Group - a vacancy exists, and Strategic Steer Working Group.
Appointments will last for two municipal years, this year being the second year.
[CLICK HERE FOR LIST]
8.9 Representatives on Outside Bodies 2019-20 (attached)
Members are requested to consider appointments to the external Groups/Organisations and a resolution is required to approve these appointments and request that regular updates are submitted to the appropriate working group or committee for consideration.
[CLICK HERE FOR LIST]
To RESOLVE to approve the following payments (see attached) 11th April 2019 pages 3199 – 3201, 25th April 2019 page 3206, 25th April 2019 pages 3207 – 3211, 30th April 2019 (Petty Cash), 15th May 2019 pages 3227 – 3231, 31st May 2019 (Petty Cash), 4th June 2019 pages 3240 – 3243.
[CLICK HERE FOR PAYMENTS]
9.2 Annual Governance and Accountability Return 2018-2019 Part 3 (AGAR)
The External audit will be carried out remotely by PKF Littlejohn LLP in London, by means of a document called an Annual Governance and Accountability Return (AGAR), rather than a full copy of the Annual Accounts. (see attached).
[CLICK HERE FOR AGAR PART 3]
9.2.1 Annual Internal Audit Report (AGAR)
Members are requested to receive and note the annual internal audit report (page 3) (see attached at 9.2)
9.2.2 Annual Governance Statement 2018/19 (AGAR)
Members are required to RESOLVE to approve the Annual Governance Statement 2018/19 as detailed in Section 1 (page 4) of the AGAR (see attached at 9.2).
This document must be signed by the Town Mayor or, in his absence, must be signed by the appointed Chairman of the meeting, together with the Director of Council Services.
9.2.3 Year End Accounts 2018-2019
Members are required to RESOLVE to approve the unaudited Year End Accounts (see attached). The Town Mayor and Director of Council Services to sign.
[CLICK HERE FOR YEAR END ACCOUNTS]
9.2.4 Accounting Statements 2018/19 (AGAR)
Members are required to RESOLVE to approve the Accounting Statements 2018/19 as detailed in Section 2 of the AGAR (page 5) (see attached at 9.2).
This document must be signed by the Town Mayor or, in his absence, must be signed by the appointed Chairman of the meeting, and this document has previously been signed by the Director of Council Services (RFO).
9.3 Internal Audit Reports 2018/19
Members are requested to note the attached internal audit reports. For information these reports, with the exception of the final report which has only recently been completed, have been presented to the Finance Working Group.
[CLICK HERE FOR INTERNAL AUDIT REPORTS]
9.4 Payments by Direct Debit
Members are required to RESOLVE to approve the attached list of payments made by Direct Debit.
[CLICK HERE FOR PAYMENTS BY DIRECT DEBIT]
9.5 Payments by BACS /Bank Transfer
Members are required to RESOLVE to approve the payment of all invoices by BACS or Bank Transfer, where possible.
9.6 Salary Payments by BACS
Members are required to RESOLVE approve the payment of monthly salaries by BACS.
9.7 Approval of Monthly Payments to Wiltshire Pension Fund and HMRC
In accordance with the Financial Regulations members are requested to approve the payment each month, up to July 2020, of Pension Contributions and PAYE/NI to Wiltshire Pension Fund and HMRC respectively as these payments both exceed the £10,000 threshold, and therefore require approval from Full Council.
9.8 Approval of other payments which will exceed the £10,000 threshold:
9.8.1 The Public Works Loan Board, payments in September and March, each payment in the region of £33,500.
9.8.2 Insurance Payment
Due for renewal in August, up to £20,000.
9.9 Earmarked Reserves – March 2019
Members are required to RESOLVE to approve the attached list of Earmarked Reserves (see attached).
[CLICK HERE FOR EARMARKED RESERVES]
9.10 Draft Investment Strategy 2019/20
Members are required to RESOLVE to approve the updated Investment Strategy.
[CLICK HERE FOR INVESTMENT STRATEGY]
10. Outside Bodies
10.1 Heritage Quarter Group
To receive the notes from the Heritage Quarter Group meeting held on 20th May 2019.
[CLICK HERE FOR NOTES]
11. Confidential Session
In view of the sensitive nature of the business to be transacted, it is advisable in the public interest that the public and press be excluded, and they are instructed to withdraw.
Reason for confidential session:
|To consider staffing issue referenced in confidential report.
||Public to be excluded from the meeting to progress confidential staffing matters.
||Information about an individual member of staff is confidential between the council and staff member. Under the Data Protection Act 1998, a council also has obligations as to how it uses such information about an individual.
13. To confirm, as a true record the Draft Confidential Minutes of the Extraordinary meeting of the Town Council held on 5th June 2019 (attached).
14. Confidential Minutes – to receive and note the draft confidential minutes of the Amenities Committee meeting held on 3rd June 2019 (attached).
15. Confidential Minutes – to receive and note the draft confidential minutes of the P&R Committee meeting held on 10th June 2019 (attached).
16. Staffing Issue – Members to receive the report of the Head of Business.
Members are requested to consider the contents of this report and RESOLVE to approve the recommendation.