ROYSTON TOWN COUNCIL
MINUTES of the ANNUAL GENERAL MEETING of Royston Town Council held on Monday 9th May 2011 in the Heritage Hall of the Town Hall at 7.15 p.m.
PRESENT: Councillor M. Beaver (Town Mayor) in the Chair
Councillors L Berry, P Burt, L Davidson, E Freeman, P Grimes, M Harrison, V Hulstrom-Allen, R Inwood, P Mayne, G Palmer, M Phillips, F. J. Smith and R. Smith.
In attendance Town Clerk, Deputy Town Clerk, Committee Administrator,
District & County Councillors Hunter and Hill,
24 Members of the Public and 2 Members of the Press
The Reverend Canon Leslie Harman led the meeting in prayers.
The Town Mayor welcomed everybody to the meeting and thanked everybody for their support over his mayoral year and all those who made his year so enjoyable. The Mayor’s fund stood at £6,753.72 and 50% of this would be placed in the Royston Trust Fund and the remainder divided between the Royston branch of the Royal British Legion and the Bobby Moore’s Cancer Fund.
He thanked his wife Caroline for her support as Mayoress, his employer Tesco, Councillor Inwood as his Deputy and the Town Council staff.
01/12 TO ELECT A TOWN MAYOR FOR THE ENSUING YEAR:
It was RESOLVED that COUNCILLOR ROBERT INWOOD be Town Mayor for the year 2011/2012.
Councillor Beaver presented Councillor Inwood with the Chain of Office, followed by photographs taken by the Press.
02/12 TO RECEIVE THE TOWN MAYOR’S ACCEPTANCE OF OFFICE:
The Town Mayor then read out and signed his Declaration of Acceptance of office and took over the Chairmanship of the meeting. The Town Mayor thanked the ex Town Mayor for his hard work during his year as Town Mayor and that he was proud to be the next Town Mayor and promised he would do his best for Royston.
It was RESOLVED
(a) That the Council places on record their sincere appreciation of the service rendered to the Town by Councillor Martin Beaver as Mayor of Royston from 2010-2011;
(b) That the Council is very mindful that Councillor Beaver has during the period fulfilled the duties of Town Mayor and has worked to further the interests of the inhabitants of the Town;
(c) That the Common Seal of the Council be affixed to the above Resolution and that it be signed by the Town Mayor and the Town Clerk.
It was then RESOLVED that the Council places on record their sincere appreciation of the service rendered to the Town by Mrs. Caroline Beaver in support of the Town Mayor from 2010 to 2011.
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ROYSTON TOWN COUNCIL
03/12 APPOINTMENT OF DEPUTY TOWN MAYOR FOR THE ENSUING YEAR:
It was RESOLVED that Councillor Mrs L Davidson be appointed Deputy Mayor.
04/12 TO RECEIVE APOLOGIES FOR ABSENCE:
The Town Clerk reported apologies for absence from Councillor Davison.
05/12 STANDING ORDERS:
Councillor R. Smith then presented the new Standing Orders and asked for confirmation on the following items:-
· Para 5 - Payments up to a limit of £5,000 be authorised
· Para 16 (b) extraordinary meetings, page 14 – 3 Councillors to be recommended.
· Para 27, page 17, paragraphs (a) and (b) – for dealing with press and other media to be in Standing Orders.
· Para 29(b), page 18 – recommended a value of £60,000 limit.
· Para 30, paras (a) (b) (d) (e) and (f) – Finance Committee is printed in red, recommending that Finance be enforcement committee.
Following discussion it was RESOLVED that the new Standing Orders be adopted, apart from paragraph 27 pending a Media policy being drawn up and approved.
06/11 TO APPOINT COMMITTEES FOR THE ENSUING YEAR:
(a) It was RESOLVED that the following Councillors be appointed to the Finance Committee:
Councillor Martin Beaver
Councillor Lynn Berry
Councillor Peter Burt
Councillor Lindsay Davidson
Councillor John Davison
Councillor Paul Grimes
Councillor Mike Harrison
Councillor Robert Inwood
Councillor F. John Smith
Councillor Robert Smith
(b) It was RESOLVED that the following Councillors be appointed to the Planning Committee:
Councillor Martin Beaver
Councillor Lynn Berry
Councillor John Davison
Councillor Elizabeth Freeman
Councillor Victoria Hulström-Allen
Councillor Philip Mayne
Councillor Graham Palmer
Councillor Marguerite Phillips
Councillor F. John Smith
Councillor Robert Smith
(c) It was RESOLVED that the following Councillors be appointed to the General Purposes and Highways Committee:
Councillor Peter Burt
Councillor Lindsay Davidson
Councillor Elizabeth Freeman
Councillor Paul Grimes
Councillor Mike Harrison
Councillor Victoria Hulström-Allen
Councillor Robert Inwood
Councillor Philip Mayne
Councillor Graham Palmer
Councillor Marguerite Phillips
07/12 TO CONSIDER AND APPROVE THE DELEGATION OF POWERS AND DUTIES OF COMMITTEES AS FOLLOWS:
It was Resolved:
(a) That the powers and duties of the Council in regard to:-
All matters relating to finance, (including but not limited to) properties, insurance, civic functions, finance, accounts, markets, staffing matters, entertainment, subscriptions and co-operation with voluntary bodies and charities (with the exception of the power to levy a precept or to approve capital expenditure or to authorise the raising of a loan) be delegated to the Finance Committee: and that the Committee shall appoint Sub-Committees and Working Parties as appropriate
(b) that the powers and duties of the Council in regard to:-
matters under the Town and Country Planning Acts be delegated to the Planning Committee; and that the Committee shall appoint Sub-Committees and Working Parties as appropriate.
(c) That the considerations, powers and duties in regard to:-
(i) footpaths, street lighting and open spaces be delegated to the General Purposes and Highways Committee together with;
(ii) the considerations in regard to Highways & Transport matters: and the Committee be delegated to make representation to the North Hertfordshire District Council and such other bodies as they consider necessary, and that the Committee shall appoint Sub-Committees and Working Parties as appropriate.
08/12 TO APPOINT REPRESENTATIVES TO THE FOLLOWING BODIES FOR THE ENSUING YEAR:
It was RESOLVED that the following members be appointed as representatives to the following outside bodies for the ensuing year:
Friends of Royston & District Museum Councillor F. J. Smith
Meridian Youth Centre Committee Councillor L. Berry
Police Neighbourhood Watch Panel Councillor L. Davidson
Councillor M. Harrison
Royston Citizens Advice Bureau Councillor J. Davison
Royston Community Transport Councillor J. Davison
Royston Coombes Community Association Councillor G. Palmer
Royston Day Centre Councillor F. J. Smith
Royston & District Chamber of Commerce Councillor J. Davison
Royston & District Local History Society Councillor P. Burt
Royston & District Scouts Council Councillor L. Berry
Royston & District Sports Council Councillor M. Phillips
Royston Town Twinning Association Councillor R. Inwood (Mayor)
Royston Youth Council Councillor L Davidson
Royston Youth Network Councillor L. Davidson
Royston Volunteer Centre Management
Committee Councillor L. Davidson
Sustran Underpass Support Group Councillor P. Burt
Therfield Heath and Greens
Conservation Joint Advisory Committee Councillor J.Davison
Arts Festival Management Committee Councillor E. Freeman
Royston & South Cambridgeshire Home
Start Councillor V. Hulström-Allen
North Herts 50 Plus Forum Councillor M. Beaver
9/12 SCHEDULE OF DEEDS AND TRUST INSTRUMENTS HELD BY THE COUNCIL:
The Town Clerk reported the following deeds and trust instruments.
(i) The Town Hall
(ii) 30 Kneesworth Street
(iii) Market Hill Rooms
(iv) Green Street Allotments
(v) Green Walk Plantation
(vi) Stile Plantation
(vii) War Memorial
(viii) Royston Cave (Freehold)
(ix) Royston & District Museum (Leasehold)
Counterpart Lease
(i) 30 Kneesworth Street
10/12 TO APPROVE THE MINUTES OF THE MEETING OF THE COUNCIL HELD ON 14 March 2011:
It was RESOLVED that the minutes of the meeting of the Council held on 14 March 2011 (minutes 356/11 to 362/11) be approved and signed as a correct record.
11/12 AGENDAS AND MINUTES SENT ELECTRONICALLY:
It was RESOLVED that Agendas and Minutes could be sent to any Councillor who wished to receive them by e-mail as opposed to being delivered to their home address by post.
12/12 SCHEDULE OF MEETINGS 2011-2012:
Members received the Schedule of Meeting dates for the year.
13/12 TOWN HALL IMPROVEMENTS:
The Council debated the proposal made by the Finance Committee that the sum of up to £130,000 be used from the Stamford Yard Capital Fund to make improvements to the Town Hall which could then incorporate a community cinema of which, the equipment, will be provided by Royston First BID Company and the cinema run by an organisation or a charity and not the Town Council.
Questions were asked about the availability of a Business Plan for the cinema and the Town Clerk reported that this should be available from Royston First shortly.
After a full discussion it was proposed by Councillor Harrison, seconded by Councillor Burt that the decision be put on hold pending receipt of a Business Plan. The motion was lost. The original vote for the proposal made by the Finance Committee, was proposed by Councillor R Smith, and seconded, a recorded vote was requested.
Councillor Harrison against,
Councillors Berry, Burt, Grimes and Palmer abstained.
Councillors Beaver, Davidson, Freeman, Hulström-Allen, Inwood, Mayne, Phillips, F J Smith and R Smith for, the motion was carried.
14/12 RAILWAY CROSSING –PORTRAIT BENCH:
It was Resolved, with one abstention, that the Council approve the recommendation from the Stakeholders Group for three portrait figures for the bench to be: James 1st, Town Crier, and Alison Balsom
It was Resolved that the location be the junction of Green Street with Melbourn Road.
15/12 TOWN MAYOR’S ANNOUNCEMENTS:
The Town Mayor thanked everybody for their support and said he would do his best for Royston and applauded Councillor Beaver for his excellent year.
“My mission for the year is to promote the diversity of Royston and engaging the young.
As we all know, next year is the year of the Olympics and what a fantastic year to try to inspire our young and to make them aware of the support and opportunities available to them.
With this in mind, I have selected the Open House Project as one of my charities. The Open House Project is run purely by volunteers and supports young people between the ages of 12 and 18. I find their work inspirational and I am delighted to be able to help in this way
I also believe that the investment coming into the town over the next year will help create an atmosphere of inspiration for all.
My second aim is to help to bring the community together, to achieve this; I will be championing everyone to celebrate people’s diversity and similarities. As part of this aim I will be helping to secure an historical 70 year old club which has many social gatherings and is a part of our heritage, therefore my second charity is the Royal British Legion.
I will also be raising funds for the Mayor’s Community Trust Fund awards.
My Mayoress for the year will be my wife Julie”.
16/12 DATE OF NEXT MEETING: The date of the next meeting is 13th June 2011.
There being no further business the Town Mayor closed the meeting at 8.17 p.m.
MINUTES of the meeting of the FINANCE COMMITTEE held in the Committee Room, Town Hall, Royston at 8.29 p.m. on Monday, 9 May 2011.
PRESENT: Councillor Inwood (Town Mayor in the Chair).
Councillors Beaver, Berry, Burt, Davidson, Grimes, Harrison, F. J. Smith & R. Smith.
Town Councillors Freeman, Palmer, Mayne, Phillips,
Town Clerk, Deputy Town Clerk, Committee Administrator and
2 Members of the public in attendance.
17/12 APPOINTMENT OF CHAIRMAN:
It was RESOLVED that Councillor R. Smith be appointed Chairman for the ensuing year.
Councillor R Smith took the Chair.
18/12 APPOINTMENT OF VICE-CHAIRMAN:
It was RESOLVED that Councillor F. J. Smith be appointed Vice-Chairman for the ensuing year.
19/12 APOLOGIES FOR ABSENCE:
Apologies for absence were received from Councillor Davison.
20/12 DELEGATION OF POWERS & DUTIES:
The Committee noted the powers and duties of the Council in regard to:-
Properties, insurance, civic functions, finance, accounts, entertainment, subscriptions and co-operation with voluntary bodies and charities (with the exception of the power to levy a precept or to approve capital expenditure or to authorise the raising of a loan) be delegated to the Finance Committee; and that the Committee shall appoint Sub-Committees and Working Parties as appropriate.
21/12 SIGNATORIES FOR CHEQUES:
The Committee noted that the signatories for cheques for the ensuing year would be Councillors Berry, Harrison, R. Smith and the Town Clerk.
22/12 MUSEUM ADVISORY SUB-COMMITTEE:
It was Resolved that the following Members be appointed to serve on the Museum Advisory Sub-Committee:-
Councillor Berry as Chairman, Councillors Davison, Mayne, F. J.Smith & R. Smith and Mr. L.Baker as the District Council representative.
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ROYSTON TOWN COUNCIL
23/12 TOWN COUNCIL PREMISES/HUMAN RESOURCES SUB-COMMITTEE:
It was agreed that the following Members be appointed to serve on the Town Council Premises Sub-Committee:-
Councillors Davison, Berry, Hulström-Allen, Harrison, Palmer and R. Smith.
24/12 LEETE CHARITY COMMITTEE:
It was agreed that the following Members be appointed to serve on the Leete Charity Committee:-
Councillors Inwood (as Town Mayor), Berry, Davidson, Harrison and R. Smith.
25/12 CAVE TRUSTEES:
It was agreed that the following Members be appointed to serve as Trustees
Councillors Inwood (as Mayor), Beaver & Mayne.
26/12 MAY FAYRE WORKING PARTY:
It was agreed that the following Members be appointed to serve on the May Fayre Working Party:-
Councillors Davidson, Hulström-Allen, Inwood, Mayne, Palmer and Phillips.
27/12 MARKETS SUB-ADVISORY COMMITTEE:
It was agreed that the following Members be appointed to serve on the Markets Sub-Advisory Committee:-
Councillors Berry, Davidson and R. Smith.
28/12 CINEMA WORKING PARTY:
It was agreed that the following Members be appointed to serve on the Cinema Working Party:-
Councillors Berry, Burt, Davidson, Davison, Freeman, Mayne, Palmer and R. Smith.
29/12 FINANCIAL REGULATIONS:
It was Resolved to adopt the Financial Regulations.
30/12 ANNUAL SUBSCRIPTIONS:
It was Resolved to approve the annual subscription payments as follows:-
SAGE Accounting and Payroll
HAPTC – Hertfordshire Association of Parish & Town Councils (includes NALC membership)