HEXHAM TOWN COUNCIL
I HEREBY GIVE NOTICE THAT a meeting of the Hexham Town Council Community Engagement Committee will be held in the Council Office, St Andrews Cemetery, West Road, Hexham on 4 February 2014 immediately following the ending of the Community Engagement Remembrance Day Sub Committee meeting which begins at 6.30pm when the following items will be discussed:-
A G E N D A
1. Apologies for absence.
2. To agree minutes of the Community Engagement Committee meeting held on 3 December 2013 enclosed.
3. Matters arising [if any].
4. Councillors Declarations of interest. [See memorandum enclosed].
5. To receive minutes and agree any recommendations of the Community Engagement Remembrance Day Sub Committee held on 3 December 2013, enclosed. Minute 59 refers.
6. To consider any urgent matters that may have arisen from the Community Engagement Remembrance Day Sub Committee meeting held immediately preceding this meeting.
7. Presentation by Mrs. M Richford of Hexham Town Twinning Association on the 25 year anniversary of the Metzingen twinning.
8. To receive update on the AMT Town Benchmarking Survey. [This update will be dependent on AMT progress.]
9. To agree a date and time for the next meeting.
10. Any urgent matters at the Chairman of the meetings discretion. [Matters to be raised under this item should be written out [if possible] and handed to the Chairman of the meeting or the Clerk of the Council before the meeting begins.]
Derick Tiffin,
Clerk of the Council
21 January 2014
Hexham Town Council
Council Office, St Andrews Cemetery
West Road, Hexham NE46 3RR
01434609575
Hagenda0214CommunityEngage
HEXHAM TOWN COUNCIL
MINUTES OF THE TOWN COUNCIL COMMUNITY ENGAGEMENT COMMITTEE MEETING HELD ON 3 DECEMBER 2013.
54. PRESENT. Cllr T G E Gillanders in the Chair together with Cllrs T Robson, T Cessford, Mrs. I C Brook, D Clegg and Mrs. C Hanley.
55. APOLOGIES. There were no apologies for absence.
56. MINUTES. It was AGREED the minutes of the Community Engagement Committee meeting held on 11 November 2013, having been circulated, be signed as a true record.
57. MATTERS ARISING:-
a. TOWN BENCHMARKING. Minute 49 refers. Cllr T G E Gillanders reported that the paper copies of the survey questionnaire have been collected and sent off to AMT. A further footfall record is being collected and the final survey report should be available early in 2014.
58. DECLARATIONS OF INTEREST. No declarations of interest were made.
59. REMEMBRANCE DAY SUB COMMITTEE. No urgent matters had arisen from the meeting of the Remembrance Sub Committee held immediately preceding the Committee meeting. The minutes of the Sub Committee will be circulated in due course.
60. COMMUNICATIONS PROTOCOL. The revised wording of a Communications Protocol prepared by Cllr T G E Gillanders was noted and AGREED. It is attached to this minute.
61. NOTICE BOARDS. Further to Minute 46b a suggestion that community use notice boards be sited in bus shelters was considered but did not receive support. Noting the original suggestion had been made to Cllr Mrs. C R Homer it was AGREED if community notice boards were still required then it should be suggested they be sited in the Queens Hall foyer [for example]. It was AGREED the Committee will take no further action on this matter.
62. NORTHUMBRIA IN BLOOM. The letter received from Mrs. P A Clark the Chair of the Hexham in Bloom committee was noted. It was AGREED Cllr T Robson will send reply pointing out the reasons Cllr T G E Gillanders had not been able to attend all of its meetings. It was AGREED the Council will assist Hexham in Bloom in 2014 by watering the hanging baskets to be erected by Hexham in Bloom. The Clerk pointed out this would need to be carried out by the Council staff at early hours and time off in lieu may be required. A record of the time taken and the cost of water etc. will be made and a report made to the Committee at the close of the season.
63. WEB SITE. Cllr D Clegg reported the revision of the site is almost complete and should be finalised by the end of the year. He requested Cllr T Cessford ask the Hexham Youth Initiative to provide some content for the Youth pages.
64. NEXT MEETING. It was AGREED the next Committee meeting will be held at 7.00pm on 4 February 2014 in the Council office. [It will begin immediately following the closing of the meeting of the Remembrance Day subcommittee that begins at 6.30pm on the same date.]
…………………………………………… Chairman
HEXHAM TOWN COUNCIL
GUIDANCE ON COMMUNICATION
A. Correspondence
a. The point of contact for the Town Council is the Clerk and it is to the Clerk that all correspondence, including emails and verbal communication for the Council, should be addressed.
b. The Clerk should deal with all correspondence following a meeting.
c. No individual Councillor should be the sole custodian of any correspondence or information in the name of the Council, a committee, sub-committee or working group. All correspondence should be sent by the Clerk in the name of the Council using Council letter headed paper or email using Council email format.
d. Where correspondence from the Clerk to a Councillor is copied to another person, the addressee should be made aware that a copy is being forwarded to that other person (e.g. copy to XX).
B. Agenda Items for Council, Committees, Sub-Committees and Working Groups
a. Agendas should be clear and concise and contain sufficient information to enable Councillors to make an informed decision and for the public to understand what matters are being considered and what decisions may possibly be taken at the meeting.
b. Items for information should be kept to a minimum on any agenda.
c. Where the Clerk or a Councillor wishes Councillors to receive matters for “information only”, this information is to be circulated via the Clerk.
C. Communications with the Press and Public
a. The Clerk will clear all press reports, or comments to the media, with the Chairman of the Council.
b. Press reports from the Council, its committees or working groups, should be from the Clerk or via the reporter’s own attendance at a meeting.
c. Unless a Councillor has been authorised by the Council to speak to the media on a particular issue, Councillors who are asked for comment by the press should make it clear that any comment must be clearly reported as their personal view.
D. Communications with Town Council employees
- Councillors must not give instructions to any member of staff, unless authorised to do so.
- No individual Councillor may give instructions to the Clerk or to another employee that are inconsistent or conflict with Council decisions or arrangements for delegated power.
Derick Tiffin, Clerk of the Council. 11 November 2013
HEXHAM TOWN COUNCIL - DECLARATIONS OF INTEREST
Under the Code of Conduct adopted by the Council on 3 September 2012 Councillors must declare if they have a disclosable interest in any matters under consideration.
To do so Councilors should use one of the following statements:-
1. “I have a disclosable pecuniary interest in…………………………………………………. [for example:-] Agenda item 3, Planning application number 13/1234”.
[NOTE: Code of Conduct paragraphs 11&15 apply].
2. “I have a disclosable personal interest in………………………………………………….... [for example:-] Agenda item 4, Grant aid application by Hexham Youth Initiative
[NOTE: Code of Conduct paragraph 13 applies].
Councillors should familiarise themselves with the Code of Conduct regarding the definitions of [A] pecuniary interest and [B] other personal interest and their obligations when declaring any such interests.
To ensure Councillors interests are correctly minuted please use one of the above statements when declaring an interest.
[NB. Should a Councillor wish to take part in the consideration and voting on a matter or matters in which he/she has a disclosable interest then they may request a dispensation be granted to enable them to take part in the discussion and voting on it but at least 10 days’ notice must be given for any dispensation request.]
Derick Tiffin,
Clerk of the Council
1 February 2013
HEXHAM TOWN COUNCIL
MINUTES OF THE TOWN COUNCIL COMMUNITY ENGAGEMENT REMEMBRANCE DAY SUB COMMITTEE MEETING HELD ON 3 DECEMBER 2013
20. PRESENT. Cllr T G E Gillanders in the Chair; Cllrs: T Robson, T Cessford, Mrs. I C Brook and Mr P Clark.
21. APOLOGIES. Apologies for absence were given on behalf of Messrs. P S Robson, G Robinson and D M Coates.
22. DECLARATIONS OF INTEREST. No declarations of interest were made.
23. MINUTES. The minutes of the subcommittee meeting held on 1 October 2013 having been circulated were AGREED.
24. MATTERS ARISING. There were no matters arising other than are dealt with below.
25. REMEMBRANCE DAY 2013 – DEBRIEFING. The following matters will be noted for the 2014 event:-
a. The draft programme must be completed no later than 24 October 2014.
b. As 2014 is the anniversary of start of WW1 the names of the dead listed on the War Memorial should be included in the programme, the 1914 dead listed in the 2014 programme, the 1915 dead listed in the 2015 programme and so on.
c. Cllr T G E Gillanders as representative of the Royal British Legion will know more details about the anniversary and how it will be commemorated nationally shortly and will be able to provide more information in due course.
d. HMS Calliope and RAF Boulmer should be specifically requested to send a representative.
e. The Cadets marching had difficulty in marching at the pace of the regular troops. It was AGREED the Cadets will in future assemble in the Park and will join the Parade as it passes by Bensons Monument.
f. Wreath Layers. Due to increasing number they must be in two ranks and therefore another run of artificial grass is RECOMMENDED for purchase.
g. The seats set out for the elderly should not be placed out in advance, just kept close by until, and if needed.
h. The Police had been a few seconds late and this meant they could not escort the Parade. It was AGREED in future the Parade must not begin until the Police are in position.
i. The Fire Service had also been late and could not park as it had expected on Beaumont Street. It was AGREED the Service must be given an exact time for it to attend.
j. Eyes Right Order. The Cadets and Voluntary Organisations did not follow this correctly and so it was AGREED the Eyes Right marker [expected to be Paul Hudson in 2014] will ensure the voluntary organisations in the parade are given the order by the Eyes Right marker as they pass.
k. Timings. The timings were amended for the Abbey procession departure from the Abbey.
l. War Graves ceremony. This should be widely publicised and it be emphasised all are invited.
26. SCOUTS and CUB SCOUTS and CADETS. It was AGREED to write to the Leaders to thank all Groups for their smart appearance.
27. DIARY DATES.
a. 5 August 2014 – Ceremonies in Remembrance of declaration of WW1. Details will be advised when known.
b. Parade Marshalls briefing – 10.30 am at War Memorial on 4 November 2014.
c. War Graves Remembrance ceremony – 10.15 am at the Cemetery 8 November 2014.
d. Laying of Poppy Wreath at the War Memorial plaques at Hexham Hospital Chapel - 11.45 am 8 November 2014.
e. Remembrance Sunday with the Parade and Service of Remembrance is 9 November 2014.
28. NEXT MEETING. It was AGREED the next meeting will be held 4 February 2014 at 6.30pm at the Council Office, St Andrews Cemetery, Hexham.
Chairman......