CAMELFORD TOWN COUNCIL
Page number: 067/2007
Purpose of meeting: Meeting of the Council
Date: Tuesday 19th June 2007
.
Attendees: Mayor Cllr B. Lush (BL),
Cllrs J. Pearce (JP), M Baber (MB) P. Clark. (PC), D Elliott (DE) P
Lessels (PL) R. Ireland (RI), R Rotchell (RR) A. Shaw (AS),
Public Participation.
Cllr Janey Comber addressed the meeting to introduce herself to new councillors. Cllr
Comber provided contact details. Cllr Comber spoke about the new Primary School grant
and that Cornwall PCT had agreed funding for the new medical centre. The site of the new
medical centre could not be revealed at this stage.
Julian Harman read out a statement re the police investigation and the allegation of
perjury against him and others, the outcome was that no such offence had been committed.
Mr Harman now understood that Barry Jordan, Town Clerk, had recently been arrested to
answer charges including the charge of perjury. Mr Harman asked if this was the case what
action was the council taking.
The Chairman stated that this was an emergency item and therefore a matter be discussed
in committee at the end of the meeting, press and public to be excluded.
The Town Clerk, Barry Jordan requested permission to make a statement in reply to
Julian Harman’s statement. The Chairman advised against this but gave the Clerk
permission to ignore this advice. The Clerk stated that Mr Harman had made an accusation
to the police that he had committed perjury at a court in Bodmin, at this time he was on
holiday. The clerk was to visit the police on Thursday which will prove that he had not lied
to the police or the Council, he has a top solicitor to represent him and the repercussions
will be far reaching, it has not ended yet.
Cllr Shaw stated that he felt that this matter should not have been raised tonight.
Cllr Elliot felt that it was not something that the council should consider.
The Chairman stated that if the members wanted to discuss this matter in committee they
should vote on it.
Cllr B. Ellison urged members and public to help NCDC if they are minded to reject the
County Council unitary bid. In Cllr Ellison’s opinion and that of many others the success of
the unitary bid would spell disaster for North Cornwall and Cornwall as a whole. County
Cllr Janey Comber agreed with Cllr Ellison that the more people who wrote to the council
the better it would be for Cornwall.
1) APOLOGIES – to receive and approve apologies for absence.
Cllr Morris (working)
Cllr Hearden (illness)
PL proposed and PC seconded the apologies be accepted, unanimously agreed.
2) RECEIVE DECLARATION OF INTEREST:
a. In respect of items on this agenda.
Cllr Lush, item 7b, personal.
3) MINUTES- to receive and approve the minutes of the Council Meeting held on the 7th
June 2007
MB reference item 4j asked for clarification. MB queried information not received
reference item 7b. MB asked were there three heritage guidance books, the clerk
Page number: 068/2007
Minutes cont’d
replied yes. RI said that he had not understood item 17g and asked for clarification that
there were numerous donations.
Minutes approved subject to the above modifications. Proposed AS, seconded RR, all
in favour.
4) ITEMS CARRIED FORWARD FROM PREVIOUS MEETINGS.
a. Traffic monitoring. c/f
b. Footway and Street lights c/f
c. Seat outside Lloyds bank Waiting for scaffolding to be removed
d. Walls in Churchfield Car Park Will be done in July
e. To approve the annual return for 2006/07 (copy of the return had been given to all
Finance Committee members).
1. Finance Committee members had had a copy of the return.
1. We have approved the statement of accounts which has been
prepared in accordance with the requirements of the Accounts
and Audit Regulations and proper practices.
P Clark – how do we know. The clerk said the information was in
his office. It was open for all councillors to come and see. A Shaw
said the accounts had been prepared by Barkers and they seem to
agree the figures – he could not see the problem. B Ireland said he
thought council must accept their (Barker’s) word for it. P Clark
against.
2. We have maintained an adequate system of internal control,
including measures designed to prevent and detect fraud and
corruption and reviewed its effectiveness.
The clerk said that by doing a quarterly audit we had fulfilled it. B
Ireland ‘that we have maintained an adequate system of internal
controls’ – I do not know. I will vote against. M Baber asked for it to
be read again. The clerk said that the quarterly control is the audit.
by Barkers. The accounts are open for any councillor to come in at
any time. D Elliott – to the best of our knowledge and belief. I
suggest that by appointing auditors it is reasonable in law as an
action for us to take. How can we know. That is what you have
auditors for. J Pearce said that they were newly appointed and that
we have a Finance Committee which is in the process of looking at
these things in detail. He thought that at this stage he agreed with
D Elliott – we know there is an ongoing process. B Ireland and P
Clark against. B Ireland said as far as he was concerned council
has a statutory duty.
3. We have taken all reasonable steps to assure ourselves that
there are no matters of actual or potential non-compliance with
laws, regulations and codes of practice which could have a
significant financial effect on the ability of the council to
conduct its business or on its finances.
The clerk said that everything is done by resolution. J Pearce
suggested that the same thing applied. P Lessels said that he had
reservations – he could not be sure that all the decisions had been
carried out with the best interests of the council. Were, for instance,
things put out to tender. The clerk said that Camelford is not a best
value council. P Lessels said he accepted that, but that is best
practice. He did not think he could agree. B Ireland said that
council was required to go out to tender. P Clark said that last year
he and B Ireland were new councillors and abstained. The previous
mayor and deputy accepted that. 4 in favour, 3 against, 2
abstentions.
Page number: 069/2007
4. We have provided proper opportunity during the year for the
exercise of electors’ rights in accordance with the
requirements of the Accounts and Audit Regulations.
The clerk said only one person had asked. All in favour.
5. We have carried out an assessment of the risks facing the council
and taken appropriate steps to manage those risks, including the
introduction of internal controls and/or external insurance cover
where required.
Statement from auditors – Barkers had brought up the subject of
litter and glass being dealt with. Assets Register – inventory being
done. P Lessels asked, without disclosing anything, was there a
risk assessment carried out for the purpose of the person who
emptied the car park machines. B Lush assured him that he had
had correspondence with the previous mayor and that the
procedure was being followed. The clerk said it should always be
two people, but the previous car park employee had not always
done it at the right time. P Clark against.
6. We have maintained throughout the year an adequate and
effective system of internal audit of the council’s accounting
records and control systems and carried out a review of its
effectiveness.
B Ireland said the thing that is important is the words - we the
council - carried out a review of its effectiveness. We have carried
out no review. M Baber said she had never had a copy of the
paperwork. The clerk said that the mayor and deputy mayor came
in every month and signed the bank statements. They reconciled
the accounts. B Ireland asked who carried out a review. The clerk
said that was down to the council. B Ireland said he could not
accept that – you had an internal auditor to do it for you. R Rotchell
said it was either yes or no. A Shaw said we have always relied on
our own system. Now we sign the invoice as well and then it goes
to Barkers. They have made a statement. B Ireland said ‘but we
did not do a review – we have legal requirements.’ A Shaw said ‘I
pay Barkers to do that for me’. B Ireland said ‘no’. P Lessels said
that this is something the finance committee could look at. We
cannot say it was carried out. 2 in favour, 3 against (B Ireland, P
Clark, P Lessels), 4 abstentions. The clerk said he had to put down
why this was voted against – should he say it was a new council. P
Clark said he was saying no because he did not think council had
done a review. P Lessels said that we do not have the evidence
that a review was carried out. B Ireland said you say the mayor
reconciled the accounts – I would have expected her to come to
council and say that it had been done. D Elliott said he suggested
that everything checked be initialled. J Pearce said that we had not
had an opportunity to check on the effectiveness of this.
7. We have taken appropriate action on all matters raised in
reports from internal and external audit.
The clerk said what had come back last year was that council was
under insured and insurance was increased to £107,000. He
assured B Ireland that this had been agreed in council.
8. We have considered whether any litigation, liabilities or
commitments, events or transactions, occurring either during
or after the year-end, have a financial impact on the council
and, where appropriate have included them in the statement of
accounts.
Page number: 070/2007
P Clark said that as far as he knew there was still £10,000 litigation
floating. The clerk said that it was nothing to do with this council. It
is between Julian Harman and the insurance company. A Shaw
said they had lost an income of £30,000 for this year. B Lush said
no, we set the budget. This took place after 3 May. J Pearce said
that it had been shown in the minutes. P Clark said he was against
this and disassociated from item 4e and he was not happy that the
internal controls were in place. He passed a note to the clerk to be
included with the minutes. The clerk said that everything in the
office was available to be checked. If you want copies let me know.
We do not want to get into this situation next year. B Ireland said
there were no controls exercised by councillors. B Lush said the
Finance Committee should do this.
Trust funds – the clerk said this was not applicable.
The Annual Governance Statement was then signed by the mayor,
B Lush and the clerk, B Jordan. B Ireland asked that letters that are
written in support of this be copied to the Finance Committee. It
was agreed that the letter should say that members did not know
that the previous council carried out the necessary checks. R
Rotchell asked that the letter be added to the Finance Committee’s
agenda.
5) ANSWERS TO PUBLIC PARTICIPATION 7th JUNE MEETING:
None
6) TO ANSWER QUESTIONS OR OBSERVATIONS FROM COUNCILLORS OF
WHICH NOTICE HAS BEEN GIVEN.
None.
7) ITEMS REQUIRING A DECISION:
a. Request for a grant from Camelford Tourist Information Centre. £200 proposed to
be given from section 137. Proposed RR, seconded PL, all in favour.
b. Request for a grant from the Cornwall Dyslexia Association. Left on table. BI
Proposed, AS seconded, all in favour.
c. Road diversion for the Christmas Parade on the 1st December. Clerk to arrange and
write letters. Proposed AS, seconded
d. Discuss August recess. One meeting to be held in August this to be the first
Thursday meeting. Proposed AS, seconded MB, all in favour. Drawing of cheques,
if needed during the recess, to be discussed by the Finance Committee. Proposed
AS, seconded RI, all in favour.
e. Item 8b Amenities minutes. To purchase green dog bin. Cost of bin £145 plus VAT,
plus £25 for the post. With installation the cost would be circa £200.BL proposed
that the bin and post be purchased and installed, seconded PL, all in favour with the
exception of AS who abstained.
f. Cornwall County Council. Views on rural bus services. BL to consult with
members of the public and return their comments on the form provided. Proposed
PL, seconded MB, all in favour.
g. NALC. Cracking the Code. The new ethical regime for parish councillors. Thur 19th
July @ £70 + VAT per delegate. As the council already had access to free training
this matter be left on the table. Proposed AS, seconded RR, all in favour.
Page number: 071/2007
8) ITEMS FOR INFORMATION
a. New opening times for Bowithick Recycling Centre, letter from SITA
b. Communication from Miss Sally Lloyd-Jones re standards board bulletin N0 33.
wording for the adopted new code. Deadline for adoption 1st October 2007, training
to be undertaken by members on the 29th July. BL proposed that the wording be left
until after the training session, seconded JP, all in favour.
9) FINANCE:
EXTRA PAYMENT FOR TONIGHT’S LIST, £300 CASH TO BE PAID TO JAZZ
BAND ON SATURDAY 23RD JUNE.(PARKS FOR PEOPLE EVENT)
Cheques for Payment. JP proposed cheques approved for payment, seconded RR,
all in favour.
10) RESOLUTIONS OR RECOMMENDATIONS FROM COUNCILLORS.
a. Cllr Pearce. To correlate a list of volunteers for Camelford. This is a good
opportunity for collaboration between the Town Council, CAR, Chamber of
Commerce and the Forum. MB proposed that this whole proposal go to the forum,
PC seconded, eight in favour, one abstention.
b. Cllr Baber. That the car park between the Darlington and the Library be
cordoned of for the Boxing Day hunt. MB to cordon off this area on Christmas
day afternoon. The clerk to write to the Town Trust and put flyers on cars.
Proposed MB, seconded RI, seven in favour, PC and PL against.
11) CORRESPONDENCE:
1. Two letters from Mr J Hough re: - Trevia Sewerage Pumping Station. The
information received from Mr J. Hough to be forwarded to NCDC
Environmental/Protection team. Proposed BL, seconded JP, all in favour.
2. Letter from Maria Parsons re car parking charges thanking the council for
returning to free parking. Mrs Parsons asked if HGV’s could be persuaded
not to come through Camelford.
3. Letter from Alice Williams re car parking and lack of parking spaces.
4. Letter from A. Roberts re car parking complaining that commuters and car
sharers were blocking parking spaces.
5. Letter from D. Pierce re car parking. BL proposed that items 3,4, and 5 be
forwarded to the Car Park Committee, seconded MB, all in favour.
6. Letter from Mrs Pat Reid re litter in Camelford requesting that litter and
vandalism be addressed. RI proposed that the schools be approached,
seconded MB, all in favour.
7. Letter from Camelford Primary School regarding appointment of Town
Council rep. Since 2003 they had not had a council representative and if a
community governor space arises they would consider the Town Council.
Chq
No.
Payee Value VAT Total Frequency Allocation
a 103279 Cedar Croft Nurseries 119.85 119.85 Garden supplies
b 103280 Eagle Plant 36.68 6.41 43.09 Enfield Park
c 103281 Barkers 475.00 83.13 558.13 Annually Barkers audit
d 103282 B Jordan 15.84 .56 16.40 Expenses
e 103283 Cash 300.00 300.00 Jazz Band
947.37 90.10 1037.47
Page number: 072/2007
Correspondence Cont’d
8. St Stephen-in-Brannel Parish Council, invitation to attend an affordable
housing presentation. AS to attend. Proposed BL, JP seconded, eight in
favour, one abstention.
9. Publication from Mr E McCormick. Letter received from Sally Lloyd-Jones
NCDC stating no further action required as the publication poses no legal
problems. BL apologised to Eddie McCormick.
10. Letter from Dan Rogerson MP for North Cornwall in reply to a letter from
Huw Huntley reference public transport. Copy to be sent to Huw Huntley.
12) PLANNING APPLICATION Not dealt with by the planning committee
None
12.1 PLANNING APPROVAL NOTICES
a. 2007/00535. Juliots Well Holiday Park. Change of use of touring caravan
field to the siting of 17 mobile homes
12.2 PLANNING REFUSAL NOTICES.
a. 2007/00085. Deer Park, Helstone. Lifting of condition 10, Agricultural
condition. Mr & Mrs Bosley
12.3 PLANNING APPLICATIONS WITHDRAWN
a. 2007/00766 11 Trefrew Road, Camelford. Erection of dwelling Mr T Tague.
12.4 PLANNING MATTER NOT ON THE AGENDA.
Poltair Homes review of the proposed further development at Victoria Gardens. AS
believed the site is grossly overcrowded and that the units are very small. AS
proposed that the council write to Poltair Homes stating that whilst the council is
committed to affordable housing the viewed plans were not suitable for the needs of
young families, seconded BL, all in favour.
13) COMMITTEE REPORTS:
a. Finance Committee 04/06/2007. Report given by JP. The “Green Book”
known as the bible of rules and regulations for the clerk to be viewed by DE at
NCDC. He will consider the viability of the council purchasing a copy and report
back. Proposed PL, seconded MB, all in favour.
b. Car Park Committee 05/06/2007. ( Copy circulated to all members). BL proposed
that the Car Park committee minutes be adopted, seconded RR, all in favour. PL proposed
to suspend charges until the parking orders are in place, seconded PC, all in favour. PL
proposed that the Car Park committee immediately begin the process to put new orders in
place, seconded MB, all in favour.
c. Amenities Committee 06/06/07. AS proposed that the Parks for People bid
should go ahead, seconded PL, all in favour.
d. Publicity Committee 07/06/2007. MB gave a report. MB stated that the CTC
website should be for minutes and agendas and that the Camelford Crier be
produced when needed and not on a regular basis. MB proposed that the report be
accepted, seconded JP, with the exception of AS all in favour.
14) REPORTS.
a. Camelford Town Forum. Next meeting on the 20th June, 2007.
Page number: 073/2007
Reports cont’d
b. CDCDT. A positive meeting had been held with RDA, low cost land available
in Delabole. The CDCDT could be mothballed at the end of this month and
work on an ad hoc basis due to the lack of money.
c. Youth Club. No report.
d. HERS. No report.
e. Mayor’s report. !8th June the Mayor attended a book launch. June 19th an
interview for Derriford Hospital radio.
Other reports from outside bodies.
f Parks for People. Full report next meeting.
g Cllr Ireland reference Broadwood Path. NCDC to contribute a further £9,000
plus contingencies if Camelford Town council will give the £2,000 they have
committed. Cllr Ireland to contact Awards for All who are funding £25,000 and
state that the price is now £42,000. There is little time left to do the work before the
end of September.
H CAR – the new chairman is John Hough, next meeting 20th September, to be
confirmed.
15) NEWSLETTER AND CIRCULARS.
None.
16) ITEMS FOR THE 5TH JULY
Cllr Ireland asked that all correspondence be presented to the council at the next
meeting and not adhere to the three day rule. The clerk stated that this could only
apply if the council were not being asked to spend money. Cllr Ireland said that any
letter which could involve expenditure be presented to the council and carried
forward.
17) EXEMPT INFORMATION – TO CONSIDER PASSING THE
FOLLOWING RESOLUTION IN RESPECT OF THE ITEMS LISTED
BELOW.
That the press and public be excluded from the meeting for the following item of
business on the grounds that they involve likely disclosure of information prejudicial to
the public interest as defined in the Local Government Act 1972. BL proposed,
seconded DE, with the exception of PC against, all in favour.
Position of town clerk.
Ron Hart, Acting Town Clerk
Signed……………………………………………….Chairman of the Council.