Agenda for Full Council – 28th June 2021

Agenda of Full Council Meeting - 28th June 2021

AGENDA

23rd June 2021

To: All Members of Council

Dear Councillor,

You are hereby summoned to attend a meeting of Full Council on Monday 28^th June 2021 at 7p.m at Wallingford Town Hall for the transaction of business as set out on the agenda below.

Yours sincerely,

T J PREDETH, MPA

Locum Town Clerk

THE CHAIRMAN TO ADVISE THOSE IN ATTENDANCE OF THE PROTOCOL FOR THE MEETING

APOLOGIES

Apologies for absence will be received

ADMISSION OF THE PUBLIC

To consider whether members of the public should be excluded from the meeting

Agenda items:

RESOLUTION REQUIRED

DECLARATION OF INTERESTS

A Councillor with voting rights who has a disclosable pecuniary interest or another interest as set out in our Council’s Standing Orders code of Conduct (Item 13) in a matter being considered at a meeting is subject to statutory limitations or restrictions under code of conduct and his right to participate and vote on the matter (guidelines are available and all Councillors have received a copy prior to the meeting)

PUBLIC PARTICIPATION NOTIFIED

Members of the public who wish to speak at this meeting please email the Senior Administrator at senioradmin@wallingfordtowncouncil.gov.uk

(i) Dr Tony Stead: to address the Council regarding the Polar Express Adventure and linking this to promoting Wallingford as a visitor attraction

Items 6 to 10 were discussed at the Virtual Extraordinary Meeting on 6^th June. The resolutions need to be ratified.

FACE TO FACE MEETINGS

To discuss reverting to face to face meetings in an emergency from the 4th to the 21st June if required after which the agreed diary of meetings will resume

It was proposed by Councillor Beauchamp, seconded by Councillor Kidley, and

RESOLVED THAT this Council will revert back to face-to-face meetings in emergencies only until the 21^st June, when Council hopes to resume the regular schedule of meetings.

Proposed by Seconded by

LOCUM TOWN CLERK

(i) To approve the appointment of a Locum Town Clerk

(ii) In the absence of a clerk, council to approve the Chairman and Vice-Chairman to sign the contract

It was proposed by Councillor Kidley, seconded by Councillor Whelan, and

RESOLVED THAT the contract will be signed by the Chairman and Vice-Chairman, and the Locum Town Clerk will start on week commencing Monday the 7^th June 2021.

Proposed by Seconded by

HISTORIC ENGLAND GRANT OFFER

Councillor Keats-Rohan to report on the grant offer from Historic England, in the absence of a Clerk, Council to approve the Chairman to sign the contract with Historic England It was proposed by Councillor Keats- Rohan, seconded by Councillor Lester, and

RESOLVED THAT Wallingford Town Council accepts the offer with gratitude and the contract will be signed by the Mayor in the absence of a Clerk.

Proposed by Seconded by

MARKET PLACE BENCHES

The office reported that four Councillors, Councillors Beauchamp, Harris, Keats-Rohan and Lester, had requested that consideration be given to overturning the resolution made by the Parks, Gardens, Allotments and Open Space committee on 24th April, minute number750 (iv) refers, in that the benches are reinstated immediately

It was Proposed by Councillor Holford, Seconded by Councillor Keats-Rohan and

RESOLVED: THAT the benches be returned to the Market Place for the 21st June 2021

Councillor Lester reiterated that she requested that at least one of the Town Council’s benches be returned on multiple occasions, with consideration for the fact that Wallingford’s elderly and infirm needing somewhere to sit. Councillor Beauchamp supported Councillor Lester’s comment, stating that putting the benches back is more socially conscious.

It was proposed by Councillor Lester, seconded by Councillor Beatty, and

RESOLVED THAT the Town Council’s benches will be returned to the Market Place as soon as possible; the Senior Officer has scheduled this for Monday the 7^th June.

Proposed by Seconded by

KINECROFT AND BULL CROFT – Low-Mow Areas: Kinecroft and Bull Croft

Councillor Holder to ask Council to approve the use of the logo on the posters in these two areas. However, investigations should be made to establish if there are any restrictions on placing these as we are in a conservation area

RESOLUTION REQUIRED

It was proposed by Councillor Holder, seconded by Councillor Beatty, and

RESOLVED THAT Council approves the use of the Town Council’s logo on the ‘low-mow area’ posters on the Kinecroft and Bull Croft.

Proposed by Seconded by

COUNTY AND DISTRICT COUNCILLOR REPORTS (Reports to be submitted in advance of meeting for councillor questions)

(i) County Councillor Pete Sudbury: (report emailed)

(ii) District Councillor Sue Roberts: (report emailed)

VARIATION OF ORDER OF BUSINESS

MAYOR’S COMMUNICATIONS

The Mayor to communicate any news to Council

MINUTES

The Chairman to sign the following minutes (copies previously circulated to Councillors) as a correct record:

– Minutes of the Annual Town Meeting held on the 10^th March 2021
– Minutes of the Full Council Meeting held on the 24^th April 2021 on pages 337-345
– Minutes of the Full Council Meeting held on the 5^th May 2021 on pages 1-5
– Minutes of the Extraordinary Meeting held on the 3^rd June on pages 12-14

TO ADOPT THE FOLLOWING MINUTES

To adopt the minutes of the following Committee meetings held in 2021 (copies previously signed as a correct record and circulated to Councillors):

– Minutes of the Parks, Gardens, Allotments and Open Spaces Meeting held on the 18th January 2021 on pages 250-254
– Minutes of the Personnel Committee Meeting held on the 15^th February 2021 on 273-275
– Minutes of the Planning Committee Meeting held on the 7th April 2021 on pages 325-331
– Minutes of the Planning Committee Meeting held on the 28th April 2021 on pages 349-354
– Minutes of the Planning Committee Meeting held on the 24th May 2021 on pages 6-11

AUDIT REQUIREMENTS FOR ANNUAL GOVERNANCE AND ACCOUNTABILITY RETURN 2021-2022

Responsible Finance Officer to Report on the following:

a) Internal Audit
i) To Receive the Final Internal Auditors report
ii) To Review the Effectiveness of the Internal Audit

iii) To discuss and action any recommendations of the Internal Audit

b) To receive and approve the unaudited Accounts for the 2020/2021 Financial Year

The Responsible Finance Officer to seek approval for The Mayor and The Town Clerk to sign the accounts:

i) Section 1 Annual Governance Statement 2020/2021
ii) Section 2 Accounting Statements 2020/2021

AGAR to be signed before the close of the meeting by the Chairman and the Locum Town Clerk

CO-OPTION

Vote to co-opt new Councillor following statements sent and public participation.

RIVERSIDE SUBSIDENCE UPDATE

River Users’ Group and Locum Town Clerk to give an update

TO CONSIDER FUTURE MEETINGS TO ENHANCE PUBLIC PARTICIAPTION

To agree to stream Council meetings and authorise spending up to £1000 to facilitate this.

USE OF TOWN COUNCIL LOGO

To delegate authority to the Communications Strategy Working Party to authorise use of the Town logo/emblem in line with the existing rules surrounding its usage.

PUBLIC PARTICIPATION

To amend meeting structure so that members of the public looking to speak on an agenda item are invited to speak at the point that agenda item is reached.

NOMINATIVE TRUSTEE – WALLINGFORD MUNICIPAL CHARITIES

Councillor Lester to be appointed by Wallingford Town Council for a further period of 4 years.

RESOLUTION REQUIRED

DOCUMENT SCANNING PROPOSAL

Councillor Keats- Rohan has found two companies who can scan and digitize the Town Council’s archived documents (information circulated to Councillors), Councillor Keats-Rohan to report her findings on most suitable option.

RESOLUTION REQUIRED

REPORT FROM THE REGAL WORKING GROUP

Representative from Working Group to give an update

ELECTION OF A WALLINGFORD TOWN COUNCIL REPRESENTATIVE TO THE WALLINGFORD AND CHOLSEY RAILWAY

Councillors to elect a representative

FUTURE AGENDA ITEMS

To consider any future agenda Items .

EXCLUSION OF PRESS AND PUBLIC

To resolve that due to the confidential items about to be transacted that Members of the public and press are asked to withdraw from the meeting.

CONFIDENTIAL MINUTES

The Chairman to sign the following minutes (copies previously circulated to Councillors) as a correct record:

Confidential Minutes of the Full Council meeting held on the 26^th April 2021 on pages 346-348

TO ADOPT THE FOLLOWING CONFIDENTIAL MINUTES

To adopt the confidential minutes of the following Committee Meetings held in 2021 (copies previously signed as a correct record and circulated to Councillors):

Confidential Minutes of the Parks, Gardens, Allotments and Open Spaces Meeting held on the 18^th January 2021 on page 255
Confidential Minutes of the Personnel Committee meeting held on the 15^th February 2021 on page 276

APPOINTMENT OF TOWN CLERK/RFO AND OTHER STAFFING MATTERS.

For Members to consider and agree recommendations from the Personnel Committee regarding the appointment of a Town Clerk/RFO, Finance Assistant (p/t) and Estates Officer. (Budget report to follow)

10 ST. MARTINS STREET – CONFIDENTIAL

Locum Town Clerk to give an update

FAST CENTRAL – 9/10 ST. MARTINS STREET – CONFIDENTIAL

Councillors to discuss – ref. email dated 10.05.2021 (previously circulated to Councillors)
Locum Town Clerk to give an update

GREENE KING

Locum Town Clerk to provide an update.

Distribution: Town Council Website, Noticeboard and Press.

Any member of the public wishing to join the meeting should contact the Senior Administrator by email: senioradmin@wallingfordtowncouncil.gov.uk .

NON-CONFIDENTIAL REPORTS ARE AVAILABLE ON REQUEST.