PEASEDOWN ST JOHN PARISH COUNCIL
Minutes of a Special Council meeting held on 10th January 2005 at 7 p.m. in the Cricket Clubhouse.
Present: Cllr. E J Derrick (Chairman), Cllr. Mrs. E V Latchem (Vice-chairman).
Cllrs. Mrs. F M Butt, R W G Butt, Mrs. M A Button, F J Day, J W Goring, C Rich,
J P Rich, Mrs. R M Rich and Mrs. K M Thomas and the Internal Auditor.
Apologies were received from Cllrs. J S Bolwell, Mrs. M Kennedy,
Mrs. J Lewis-Mason and A A Spiller.
Public Session
Mr. Provest, the IA, commented that he understood exactly from where Cllr. Butt was coming and he had noticed some of the suggestions in his report had been taken on board already by the Finance Committee. He could see nothing in the Butt Report to upset the IA except for the fact that the very last Financial Regulation had not been heeded since it was written i.e. that FRs should be reviewed from time to time. Cllr. Mrs. Butt promised to tackle that omission.
He was a little confused over the allocation of duties to the new committees - he thought that the Lighting portfolio should fall into the Environment committee's remit to stand alongside highway matters and the like. Cllr. Butt disagreed as he said that most of the lighting stock belonged to this Council therefore lights were an amenity.
These minutes, which had been previously circulated were taken as read, agreed a true record and signed by the Chairman. Any matters arising will be answered at the next full Council meeting.
As requested at the last full Council meeting, the Butt Report was again opened to debate. The Clerk had invited members to put their observations in writing and Cllr. Mrs. Thomas had done so.
The debate followed her submission headings and covered the allocation of duties, the exact reasons for needing the Policy Committee, the position of the Chairman and Vice-chairman when sitting on committees and the term of office for Chairmen of Council and Committees.
The question of burial affairs was debated at length and eventually it was agreed that the Policy Committee should take on the needs of the Cemetery.
It was agreed in principle that either the Chairman or Vice-chairman should be on all committees but that they should be over and above the established number of members allocated to the committee.
It was agreed in principle that Chairmen of Committees should be elected by all members of the Council at the Annual Meeting of the Council then a Vice-chairman selected at each committee's first meeting.
It was agreed in principle that a three member sub committee of the Policy Committee be appointed to cover personnel matters and that a further three member sub-committee of the Policy Committee be appointed as a Staffing Committee to handle the new disciplinary and grievance procedures.
It was agreed in principle that, as all members of the Council are trustees of the Recreation Field charities, full Council should oversee the legal interests of the Recreation Field.
It was also agreed in principle that there should be no limit to the length of the term of office served by the Council Chairman and Vice-chairman or Committee Chairmen.
It was however agreed in principle that members who wished to serve on specific committees should make their preferences known to the Clerk before the Annual Meeting of the Council.
It was finally moved:
"that Cllr. Butt's report, with changes as agreed in principle at this meeting, be proposed for use with effect from 23rd May 2005 and the necessary changes required to Standing Orders and Financial Regulations be re-written for presentation with the report. Furthermore, that the proposed changes in Terms of Reference and Delegated Powers for Committees be amended in line with tonight's decisions and appended to that report. The report and appendages should then be presented to the meeting of Council to be held on 24th January 2005".
It was also moved:
"that, in accordance with SO 71, the proposed new structure and appendages be left on the table without debate at the Council meeting on 24th January 2005 until the Council meeting to be held on 21st March 2005 when they can be finally debated and agreed for implementation at the Annual Meeting of the Council planned for 23rd May 2005".
Moved by Cllr. Butt and seconded by Cllr. J P Rich.
Motion was passed unanimously.
Meeting closed at 8.35 p.m.
Signed Chairman Date .