Draft Minutes of a Parish Council meeting on May 3, 2006, at 7.30pm at the Club House
Present: Cllr Andrew Wheatstone (Chair)
Cllr Michael Binns (Vice-chair)
Cllr Helen Marshall
Cllr Mike Gover
In attendance: Stephen Cohen (parish clerk)
One member of the public
1 Declarations of interest. No declarations were made.
2 To receive and accept apologies for absence. Apologies were accepted from Cllr Willetts and Cllr Wheeler.
3 To discuss the council's recent tendering process and to agree an improved process for 2007. The Council noted its Standing Orders Nos. 37, 60, 62 and 76 and this was minuted.
37
Voting On Appointments
Where more than two persons have been nominated for any position to be
filled by the Council and of the votes given there is not an absolute
majority in favour of one person, the name of the person having the least
number of votes shall be struck off the list and a fresh vote taken, and
so on until a majority of votes is given in favour of one person.
60.
If a candidate for any appointment under the Council is to his knowledge
related to any member of or the holder of any office under the Council,
he and the person to whom he is related shall disclose the relationship in
writing to the Clerk. A candidate who fails so to do shall be disqualified
for such appointment, and, if appointed, may be dismissed without notice.
The Clerk shall report to the Council or to the appropriate committee any
such disclosure. Where relationship to a member is disclosed this
Standing Order shall apply.
62.
1) Canvassing of members of the Council or of any committee, directly or indirectly, for any appointment under the Council shall disqualify the candidate for such appointment. The Clerk shall make known the purpose of this sub-paragraph of this Standing Order to every candidate.
2) A member of the Council or of any committee shall not solicit for any person any appointment under the Council or recommend any person for such appointment or for promotion; but, nevertheless, any such member may give a written testimonial of a candidate's ability, experience or character for submission to the Council with an application for appointment.
Standing Order Nos. 60 & 62 shall apply to tenders as if the person making the tender were a candidate for an appointment.
76.
2) Any proposed contract for the supply of goods, materials, services and the execution of works with an estimated value in excess of £50,0001 shall be procured on the basis of a formal tender as summarised in (3) below.
3) Any formal tender process shall comprise the following steps:
a) a public notice of intention to place a contract to be placed in a local newspaper;
b) a specification of the goods, materials, services and the execution of works shall be drawn up;
c) tenders are to be sent, in a sealed marked envelope, to the Clerk by a stated date and time;
d) tenders submitted are to be opened, after the stated closing date and time, by the Clerk and at least on member of Council;
e) tenders are then to be assessed and reported to the appropriate meeting of Council or Committee.
4) The Council or a committee, is not bound to accept the lowest tender, estimate or quote. Any tender notice shall contain a reference to the Standing orders 60 & 62 regarding improper activity.
4 To discuss and affirm the council's policy for dealing with planning applications that arrive in between meetings.
The Council noted its Standing Order No.75 and this was minuted.
75.
Planning Applications
1) The Clerk shall, as soon as it is received, enter in a book kept for the purpose the following particulars of every planning application notified to the Council:-
(a) the date on which it was received
(b) the name of the applicant
(c) the place to which it relates;
(d) The Clerk shall notify the receipt of every planning application to the Chairman / Chairman of the Planning Committee or in the Chairman's absence to the Vice-Chairman within 48 hours of receipt.
5 To discuss the council's process and response to the erection of telegraph poles on Sidegate Lane.
The Council noted the following facts and these were minuted:
1. The Council had no knowledge whatsoever of any intention of BT to erect telegraph poles on Sidegate Lane before January 2006
2. Councillors were first made aware of this matter in an email from the clerk on 28th January
3. At the Parish Council meeting on 9th February the Council strongly objected, but this was too late to affect BTs plans
4. Neither the clerk nor the council have acted in any way improperly over this matter as BT did not give the council enough notice to make any meaningful representations
6 To discuss a 20mph zone around the school: This was postponed until the next meeting.
7 To agree to the cleaning of the tennis court. It was agreed to accept Kit Cowgill’s verbal offer of 7 hours’ labour cost plus machine hire and that the work should be done at the earliest opportunity.
8 To agree a process for employment of a clerk following the elections of May 4, 2006. The Council agreed that it is its policy to have a paid clerk with a contract of employment based upon the model contract agreed between the National Association of Local Councils and the Society of Local Council Clerks.
The Council agreed that in the event of a vacancy for the position of clerk the Chairman will form a sub-committee comprising of at least two other councillors to organise the advertising and selection process, with due regard to Standing Orders 60 – 62.