MINUTES OF A MEETING OF THE TOWN COUNCIL

Held on 6th August 2007

Present: Cllr A Howard, Town Mayor (In the Chair)

Cllrs Mrs I Daw, Mrs C Lewis, Mrs M Morgan, G D Parkhurst, Miss H Parkhurst, S Pratley, P K Prince, G Richards, E Rolls, Mrs M Rolls, Mrs J Taylor

Town Clerk

Cllr Ms H Poskitt, East Lindsey District Council
3 members of the public.

The meeting was opened with prayers by Sgt Major Bill Price.

30. APOLOGIES FOR ABSENCE

Apologies for absence were received from Cllrs B Dobbs (personal), G Gooding (personal), Mrs J Gooding (personal), P Jackson (personal),
R B Shields, MBE (personal) and C Tebbutt (work).

31. MINUTES

It was proposed, seconded and
Resolved:

(i) That the minutes of the Council meeting held on 18 June 2007, having been previously circulated, be approved as a correct record and signed by the Mayor.

(ii) That the minutes of the special Council meeting held on 28 June 2007, having been previously circulated, be approved as a correct record and signed by the Mayor subject to the following amendments to minute 29:

(a) the chill out café would be open to 11 to 19 year olds;
(b) the skate park group were looking to obtain a site to locate the equipment on;
(c) funding for the recording studio had been secured to locate the facility at Tennyson High School.

32. DECLARATIONS OF INTEREST

Cllr Mrs C Lewis declared a personal and prejudicial interest in respect of the payment to J W Atkinson, minute 43 refers, due to friendship and business association.

Cllr P K Prince declared a personal and prejudicial interest in respect of the Youth Council, minute 35 refers, due to his employment and left the meeting during consideration of this item.

Cllr G Richards declared a personal interest in respect of payments for St. Mary’s churchyard, minute 43 refers, due to his wife being a member of the Parochial Church Council.

Cllr Mrs J Taylor declared a personal interest in respect of the local government pension scheme, minute 31 refers, due to being a recipient of a pension.

Cllr A Howard declared a personal interest in respect of the payments for floral displays, the Post Office and J W Atkinson, minute 43 refers, due to his business interests.

Cllr A Howard declared a personal interest in respect of payments to East Lindsey District Council, minute 43 refers, due to his membership of the Council.

Cllr A Howard declared a personal interest in respect of the payment to Scotts jewellers, minute 43 refers, due to his position as Mayor.

Cllrs A Howard, P K Prince and Mrs J Taylor each declared a personal interest in respect of the payment to Mablethorpe Primary School and Nursery, minute 43 refers, due to their membership of the school governors.

33. MINUTES OF COMMITTEES

It was proposed, seconded and
Resolved: That the acts and proceedings of the following committee meetings be adopted:-
The General Purposes Committee meeting of 29 May 2007
The Coastal and Amenities Committee meeting of 4 June 2007
The Finance, Policy and Development Committee meeting of 11 June 2007
The General Purposes Committee meeting of 25 June 2007
The General Purposes Committee meeting of 16 July 2007
The Coastal and Amenities Committee meeting of 23 July 2007
Note: With regard to minute 17(i) of the General Purposes Committee
held on 25 June 2007, the Town Clerk was asked to contact the County Council regarding notification of road closures to the emergency services, due to an incident during the Sutton-on-Sea carnival. Clarification also to be sought regarding the necessity to close the road for the whole period.

34. FAIRTRADE TOWN

The Council considered a report on the criteria to become a Fairtrade town. It was noted that most of the criteria could be met and that, subject to the formal support of the Town Council, it was possible Mablethorpe and Sutton could be the first town in Lincolnshire to meet the required standard.

It was proposed, seconded and
Resolved:

(i) That the Town Council supports the campaign to make available within the town products with the Fairtrade mark by striving to achieve Fairtrade status as detailed in the Fairtrade Foundation’s Fairtrade Towns Initiative.

(ii) That Cllrs Mrs I Daw, Miss H Parkhurst and P K Prince be appointed to represent the Town Council on the Fairtrade Steering Group.

35. YOUTH COUNCIL

The Town Clerk presented a report on the possibility of establishing a Youth Council for the town. It was emphasised that the initiative should be from the young people to enable them to determine the structure, aims and outcomes of the project. The Town Council’s role should be to offer support and encouragement.

In response to comments regarding inclusion of all the young people from Mablethorpe, Sutton-on-Sea and Trusthorpe, it was suggested that any application for funding could be conditional on wide representation.

It was proposed, seconded and
Resolved:

(i) That the Town Council supports and encourages the creation of a Youth Council for Mablethorpe and Sutton.

(ii) That consideration be given to a grant being awarded to start a Youth Council when more detailed costs are known.

36. QUALITY COUNCIL

The Town Council considered a report on the benefits and requirements of Quality Council status. It was noted that whilst some of the criteria were met, there were a number of initiatives around communication and engagement which needed further development.

Members highlighted the importance of raising the profile of councillors and the council through improved communication. It was recognised that a mix of formal surgeries, engagement with other organisations and consultation was necessary.

It was proposed, seconded and
Resolved:

(i) That the Council support the Clerk in gaining the Certificate in Local Council Administration;
(ii) That an Annual Report be produced;
(iii) That the Code of Conduct be considered for adoption at the Council’s next meeting on 24 September 2007;
(iv) That the Clerk arranges training for all members of the Council on the new Code of Conduct on a date to be agreed, following consultation with all members of the Council.
(v) That invitations be sent to neighbouring parish councils to attend the Code of Conduct training;
(vi) That a review be undertaken of the Town Council’s representation on the various voluntary and community groups in the town;
(vii) That consideration be given to the financial implications of applying for Quality Council Status, including cost of newsletters, annual report and other requirements, during the budget setting process for 2008/09.

37. YEAR END FINANCIAL REPORTS

(i) Statement of Accounts – The Council considered the statement of accounts which had been prepared in accordance with the Audit Commission Act 1990 and the Accounts and Audit Regulations 2003.

It was proposed, seconded and
Resolved: That the Statement of Accounts as at 31 March 2007 be approved and signed by the Mayor on behalf of the Council.
(ii) Statement of Assurance – The Clerk referred to the Annual Governance Statement which required the Council to provide assurance that the internal controls in respect of the Council’s statement of accounts were adequate.

It was noted that a new entry referred to Trust Funds and a question was raised regarding the Dale bequest to the Council.

It was proposed, seconded and
Resolved: That the Annual Governance Statement be approved and signed by the Mayor on behalf of the Council subject to clarification of the entry in respect of Trust Funds.

(iii) Balance Sheet as at 31 March 2007 - The Clerk referred to the balance sheet circulated with the agenda.

It was proposed, seconded and
Resolved: That the Balance Sheet as at 31 March 2007 be approved and signed by the Mayor on behalf of the Council.

(iv) Income and Expenditure Account 2006/07 - The Council received the income and expenditure account for the previous financial year.
The Clerk confirmed that the account was prepared to show the income and expenditure under the main accounting headings, more detailed breakdown of expenditure was presented to each meeting of the Finance, Policy and Development Committee.

It was proposed, seconded and
Resolved: That the income and expenditure account for 2006/07 be received.

Note: Cllr S Pratley requested that his vote in abstention be recorded.

38. INTERNAL AUDIT REPORT – 2006/07

The Council considered the report from the internal auditor for the previous financial year. The Clerk assured the Council that, having made enquiries with the insurance broker, there had not been any time when the Council’s insurance had expired. With regard to the auditor’s recommendation for cheque signing, this had been implemented immediately the report was received.

The Clerk confirmed that the Council did not hold any petty cash and that any “out of pocket” expenditure would be supported by valid receipts.
It was proposed, seconded and
Resolved: That the Internal Audit Report and the recommendations contained therein be accepted.

39. MEMBERS’ ALLOWANCES 2006/07

It was proposed, seconded and
Resolved: That the schedule of allowances be noted.

40. MEMBERS’ ATTENDANCE AT MEETINGS 2006/07

In accordance with the good practice recognised by the Quality Council scheme, the Clerk presented details of attendance during 2006/07. The Mayor drew the Council’s attention to the 100% attendance record of Cllrs E H Rolls and Cllr Mrs M Rolls and recognised their dedication to the Council.

It was proposed, seconded and
Resolved: That the attendance schedule be noted.

41. CLERK’S CORRESPONDENCE

(i) Royal Air Force Association – The Clerk reminded councillors of the service at St. Peter’s Methodist Church on 16 September 2007 and requested members to notify the Clerk if they wished to attend.

(ii) Sutton-on-Sea Enhancement Scheme – Councillors were invited to a preview of the public exhibition to be held on Wednesday 22 August 2007 in the Meridale Hall at 2.30 p.m.

(iii) Flood Warning Siren Test – The sirens were to be tested on Wednesday 15 August 2007 between 0900 and 1500 hours.

(iv) Visitors – Correspondence from visitors to the town complimenting the Council and local businesses on the area and welcome received on a recent visit.

42. MAYOR’S COMMUNICATIONS

(i) The Mayor invited councillors and their guests to join him at a tea dance to be held on 26 October 2007 in the Community Hall, Stanley Avenue, Mablethorpe.

(ii) A Mayor’s Ball is to be held on 8 March 2008 at the Haven.

(iii) The Mayor had contacted Linx Homes regarding the problems caused by bark chippings on their development on Seacroft
Road / Knowle Street. Chippings were being washed into the drains and road gullies causing blockages.

(iv) An Events Calendar had been produced for forthcoming events in the town. Details were available from the Mayor or the Clerk.

43. ORDERS FOR PAYMENT

The Clerk responded to a number of questions regarding specific payments, particularly those relating to general maintenance work.

It was proposed, seconded and
Resolved: That the schedule of payments totalling £26,829.82 be approved.