MINUTES OF THE 2007 (FIRST) ANNUAL MEETING OF THE EASTWOOD TOWN COUNCIL HELD IN THE TOWN COUNCIL CHAMBER, EASTWOOD NOTTINGHAMSHIRE ON MONDAY 14 MAY 2007

Present:
Cllr D Bagshaw,
Cllr Mrs S A Bagshaw,
Cllr P Butler,
Cllr Hazel Charlesworth,
Cllr R Charlesworth,
Cllr R Dodge,
Cllr Mrs T Fiddyment,
Cllr Mrs J Forrest,
Cllr B Griffin,
Cllr J Kenny,
Cllr K Longdon,
Cllr C Robb,
Cllr Mrs G Robb,
Cllr Mrs R Robb
(all of whom had made and signed the statutory declaration of acceptance of office of Town Councillor).

Also present County Cllr Ellie Lodziak.

20 members of the public.

Cllr Mrs S Bagshaw, Town Mayor (2006/7) in the Chair.

01/08 APOLOGIES

Apologies for absence were accepted from Don Rowley. The town Clerk reported that Don Rowley had decided not to sign the statutory declaration of office of Town Councillor. He would therefore after many years of extensive and distinguished service to the Eastwood Community be standing down as Town Councillor.

The Town Clerk described to the meeting the legally required procedures needed to be carried out for filling this casual vacancy. The meeting NOTED and recorded the existence of this casual vacancy. The Town Clerk would advise the Borough Council’s Returning Officer immediately and publish the appropriate notices.

02/08 ELECTION OF TOWN MAYOR 2007/8

Cllr C Robb, proposed that Cllr R Charlesworth be elected Town Mayor of Eastwood for the Council year 2007/8. Cllr Robb spoke of Cllr R Charlesworth’s past experience in serving the Eastwood community which he felt made Cllr Charlesworth eminently suitable for the office of Town Mayor. Cllr Robb’s proposal was seconded by Cllr Hazel Charlesworth. There were no further nominations and upon the proposal being put to the meeting it was CARRIED.

Cllr R Charlesworth then made and signed the formal declaration of acceptance of office as Town Mayor. The retiring Town Mayor Cllr Mrs S Bagshaw then transferred the Chain of Office to Cllr R Charlesworth.

Upon assuming the Town Council’s Chair, Cllr Charlesworth expressed his appreciation for his election and undertook to discharge his duties to the satisfaction of the Council and the community.

Cllr R Charlesworth Town Mayor Eastwood 2007/8, in the Chair.

The Town Mayor, R Charlesworth on the Council’s behalf, paid tribute to Cllr Sue Bagshaw for the exemplary manner in which she had discharged all her responsibilities as Town Mayor during her term of office.

Cllr R Charlesworth presented a gift of a locket and matching earrings to Cllr Mrs Sue Bagshaw as a token of the Council’s appreciation for her services as Town Mayor 2006/7.

03/08 ELECTION OF DEPUTY TOWN MAYOR OF EASTWOOD 2007/8

Cllr Keith Longdon proposed that Cllr Josie Forrest be appointed Deputy Town Mayor Eastwood for the Council year 2007/8. Cllr Mrs G Robb seconded the proposal. There were no further nominations and upon the proposal being put to the meeting it was CARRIED.

Cllr Josie Forrest then made and signed the formal declaration of acceptance of office of Deputy Town Mayor. The Town Mayor transferred the Chain of Office of Deputy Mayor to Cllr Forrest who expressed her appreciation to the Council for her appointment.

04/08 APPOINTMENT OF GROUP LEADERS AND DEPUTY LEADERS

The meeting NOTED the following appointments: -

· Majority group leader – Cllr C Robb
· Majority group deputy leader – Cllr K Longdon
· Minority group leader – Cllr D Bagshaw
· Minority group deputy leader – Cllr J Kenny

05/08 APPOINTMENT OF STANDING COMMITTEES

Before making proposals under this item of business Cllr C Robb paid tribute to the retiring Town Councillors for their contribution to the development of the Council and community of Eastwood. He paid particular tribute to Don Rowley for the outstanding manner he had led the Council for the past 4 years. The meeting unanimously ENDORSED these sentiments.

Cllr C Robb then proposed a six/four criteria for allocation of committee seats between the two council groups with the Vice Chairman being appointed from the minority group and nominated Councillors from the majority group as committee Chair. Cllr Mrs Sue Bagshaw nominated Councillors from the minority group as committee members. It was then unanimously RESOLVED to appoint the following committees: -

Policy and Finance Committee
Cllr D Bagshaw (Vice Chair)
Cllr P Butler
Cllr R Dodge
Cllr J Forrest
Cllr J Kenny
Cllr B Griffin
Cllr K Longdon
Cllr C Robb
Cllr G Robb
Cllr R Robb

Leisure and Maintenance Committee

Cllr D Bagshaw
Cllr Mrs S Bagshaw

Cllr P Butler (Vice Chair)
Cllr Hazel Charlesworth
Cllr T Fiddyment
Cllr J Forrest

Cllr K Longdon
Cllr C Robb
Cllr G Robb

Planning sub committee

(Delegated with the power to determine Council’s responses to all planning consultations) – to meet every Friday morning at Town Council Offices.

Cllr C Robb and Cllr R Dodge (plus one Councillor from the minority group as available).

06/08 APPOINTMENT OF COUNCIL REPRESENTATIVES ONTO OUTSIDE BODIES

After a full discussion it was RESOLVED to appoint the following representatives to the bodies listed below: -

Organisation Representatives
Age Concern Cllr R Dodge, J Forrest, N Barsby, D
Warren
Arts Festival Any available Councillor
Broxtowe Mediation Service Cllr P Butler
Broxtowe Women’s Project Cllr R Robb
BSHAG
Cancer Research Cllr Mrs S Bagshaw
Citizens Advice Bureau Cllr J Forrest
Churches Group Cllr G Robb
Community Action Group Any available Councillor
Community Safety Forum Cllr D Bagshaw
Crime Reduction Group Cllr C Robb
Eastwood Twinning Assoc. Cllr D Bagshaw & Cllr S Bagshaw
Eastwood Peoples’ Initiative Cllr Mrs S Bagshaw
Eastwood Town Centre Management Group Cllr R Dodge
Eastwood Volunteer Bureau Cllr G Robb & Cllr Mrs S Bagshaw
Eastwood Trades Guild Cllr R Charlesworth

07/08 TOWN MAYOR’$ ALLOWANCE

It was RESOLVED to approve payment of the Town Mayor’s allowance in accordance with the approved budget for 2007/8.

08/08 CHEQUE SIGNATORIES 2007/8

It was CONFIRMED by the meeting that all payment cheques require authorising signatures by any TWO Councillors listed below AND the Town Clerk.

Cllr R Charlesworth – Town Mayor
Cllr J Forrest – Deputy Mayor
Cllr C Robb – Management Group Leader
Cllr K Longdon – Majority Group Deputy Leader

It was further AGREED that whilst the new bank mandate were being set up, Cllrs D Bagshaw and Cllr Mrs S Bagshaw remain authorised cheque signatories for payments needed to be made before the mandate change is completed. Thereafter payment cheques will be only signed by the (four) Councillors listed above.

09/08 INTERNAL TRANSFERS OF FUNDS 2006/7

It was RESOLVED that all transfers funds between the Town Council’s two bank accounts require signed authorisation by The Town Mayor OR the majority group leader OR the majority group deputy leader, AND The Town Clerk.

10/08 CIVIC CALENDAR 2007/8

It was RESOLVED to adopt the Civic Calendar and meetings for 2007/8 a copy of which is attached to these minutes.

11/08 MINUTES

a) Town Council – 23 April 2007

After discussion it was RESOLVED to ADOPT the minutes of the Town Council held on 23 April 2007 as a true and accurate record and they were signed by the Town Mayor.

b) Annual Town Meeting – 23 April 2007

After discussion it was RESOLVED to adopt the minutes of the Annual Town Meeting held on 24 April 2006 as a true and accurate record and they were signed by the Town Mayor.

12/08 PLANNING APPLICATIONS (Number 750-756 inc.)

Cllr P Butler and K Longdon declared personal interests in planning application number 751. After discussion it was RESOLVED to forward to the Borough Council the observations of the Town Council contained on the schedule attached to these minutes.

13/08 PAYMENTS SCHEDULE 1/08

It was RESOLVED to approve payments totalling £21,368.78p (gross) listed in the schedule 1/08 attached to these minutes.

14/08 QUESTIONS/STATEMENTS FROM MEMBERS OF THE PUBLIC

It was AGREED to temporarily suspended standing orders in order to hear questions/statements from members of the public in attendance at the meeting.

For the reason of transparency, the following items were raised under this item of business: -

· Residential development at the MFN Nightclub site. A member of the public argued against this proposal which involved development in an important green belt area. Cllrs NOTED this argument.
· DH Lawrence – Heritage buildings. A member of public produced a composite map of existing buildings in the town which had a direct relationship to DH Lawrence. He asked that the Town Council bear in mind this heritage association when dealing with future planning applications. Councillors NOTED this request.
· HGV problems – Queens Square. A member of the public produced further information justifying residents’ complaints against HGV delivering supplies to the Coop supermarket via a residential area. Councillors NOTED this request.
· Additional pedestrian crossings. Members of the public argued that pedestrian crossings were urgently needed on Church Street (near the recreation ground), the junction of Mansfield Road and Coach Drive, and Nottingham Road, near the junction of Newthorpe Common.

No further matters were brought up by members of the public and the Council’s formal meeting resumed with standing orders reactivated.

15/08 ITEMS OF BUSINESS CURRENTLY UNDER CONSIDERATION

For Councillors’’ information the Town Clerk gave a brief report upon ongoing items of business from the retiring Town Council and new items of business all of which will need the consideration of the Town Council during the current council year. The items were as follows: -

· Town Council Offices/proposed Eastwood Medical Centre
· Contract for maintenance of recreational facilities
· Eastwood War Memorial – replacement of rear wall
· Local Government Bill
· Review of existing Council services
· Eastwood Twinning policy
· Resources and staffing
· Support for NET extensions
· Economic development projects
· Town Centre redevelopment

The meeting NOTED the Town Clerk’s report.

16/08 REVISED MODEL CODE OF CONDUCT

Circulated to all Councillors prior to the meeting was a copy of the revised Code of Conduct together with letters and circulars giving advice to local councils upon the Code and the requirements for adoption. The Borough Council had recommended the full adoption of the Code. After the Town Clerk had provided further information it was unanimously RESOLVED that the whole code – including the provision of paragraph 12(2) be adopted by the Eastwood Town Council (with no amendments) and that the Borough Council be advised accordingly.

Circulated to all Councillors was the declaration of interest form for completion within 28 days by every Councillor, in accordance with the Code of Conduct.

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There being no further business the Town Mayor thanked everyone for their contribution and comments and closed the meeting.

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