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NEW MILLS TOWN COUNCIL

Minutes of the FULL COUNCIL MEETING, of NEW MILLS TOWN COUNCIL, held in the Council Chamber, Town Hall, New Mills Derbyshire, on Monday 13th October 2014, starting at 19:30hrs. Present :- Cllr D I Lamb (in the Chair), Cllr R Atkins, The Reverend Cllr J C Baines, Cllr A Bowers, Cllr G Bowers, Cllr T. Glozier, Cllr J Hall, Cllr M Kirk, Cllr A Stevens and Cllr S Whewell Also present was: Town Clerk Lesley Bramwell Minute Taker Paul Harris 18 Members of the Public were present The Meeting was recorded for the accuracy of the minutes. Meetings open to the public may be recorded by representatives of the media or by members of the public. Any persons intending to record this meeting are requested not to film the public seating area and to respect the wishes of members of the public who have come to speak at a meeting but do not wish to be filmed; and are reminded that it is not permitted for oral commentary to be provided during a meeting. The Chairman of the meeting may ask people to stop recording and leave the meeting if they act in a disruptive manner. The Chairman gave a warm welcome to two new Council Members, Cllr T. Glozier and Cllr M. Kirk. 500 TO RECEIVE APOLOGIES FOR ABSENCE (Agenda item 1) Apologies for absence were received from Cllr M. Davies and Cllr L. Dowson. 501 VARIATION OF ORDER OF BUSINESS (Agenda item 2) None. 502 ITEMS TO BE MOVED FROM PART 1 OF THE AGENDA (Agenda Item 3) None. 503 DECLARATION OF MEMBERS INTERESTS (Agenda item 4)

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Declarations of interested were received from: Cllr Whewell is Chair of New Mills Walkers are Welcome

Cllr Atkins in items 12, 18 - Wife a member of Heritage Centre Management Committee and Cllr Stevens helps wife with County Council Elections, 19, 20 and 26. Cllr Stevens in items 18 - Chairman Heritage Centre Management Committee, 25 -

legal, 32 – legal, 33 – legal.

504 PUBLIC SPEAKING (Agenda item 5)

a). A member of the public spoke on matters related to Staveley Town Council. The Secretary of the New Mills Allotments Society raised issues relating to agenda item 23, access by Network Rail over Hague bar play area and part of the allotment site. A member of the public asked a question regarding a letter of co - option that had not received a reply.

b). A Member of the Standards Committee spoke regarding a letter received by the Monitoring Officer asking why Cllr Stevens had not apologised to a Councillor and the Proper Officer to the Council. It was also asked that the Council meet with the Standards Board as soon as it was possible. c). Cllr Stevens spoke to agenda item 32, 33, having declared a Personal and Prejudicial interest - ‘VAT Request / Alistair Stevens and advice needed’. Cllr Stevens spoke on the former HR Consultant, to NMTC, the process by which the appointment was made, the amounts tendered, a letter that was sent out following the tendering process, his own registering of a company by the name of Tall Poppies, that three Borough Councillors had resigned from NMTC, following the overall process, concerns over the VAT number and payments, and a anticipated investigation by the Police and Borough Council.

Cllr B Atkins, (Derbyshire County Councillor ) reported that a waste and recycling application was on the November Planning Agenda of Derbyshire County Council, for Ardern Quarry site. She felt objections were needed to be made again, owing to a new application having been made.

Cllr B Atkins asked for support on placing Town Maps around New Mills, which DCC are planning to supply, and amending to include Newtown Station and the Marina

Cllr B Atkins spoke on the, East Midland Ambulance Service timings and arrival.

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Cllr B Atkins had not received further information from New Mills Town Council regarding the installation on Union Road of either planters or bollards. Also the specific details of previously mentioned signs, to the Town, were required to help in the possible securing of grants to purchase them.

The Chair had sight of the resignation letters stating, the resignation letters received from Cllr Ashton, Barrow and Huddleston, did not go into any detail, other than that they were resigning from NMTC.

505 TO RECEIVE AND CONFIRM THE MINUTES OF THE (a) FULL TOWN COUNCIL MEETING DATED MONDAY 8TH SEPTEMBER 2014 (Agenda item 6)

With the exception of an amendment to minute 442 - 18th August 2014 meeting, the

word ‘prosecution’ needed changing to ‘investigation’, and further it was noted that a

non specific allegation of collusion, between Council and Tall Poppies, was raised by a member of Council, regarding a payment made, minute number - 489 - 8th September 2014. RESOLVED:- That the minutes of the Full Council meeting held on Monday 8th September 2014 are accepted as a true record of that meeting. 7 votes FOR 1 vote ABSTAIN

506 CHAIR’S REPORT

(Agenda item 7)

The Chair reported that the Banking Online Business Service had been set up and was working fine. The reports regarding the Computers will be presented on receipt, at a future meeting. Also it was asked of the Chair by a member about a report to the Police, of an

attempted break in to the Town Council’s offices. The Chair would come back to

Council once the Police had been spoken to.

507 TO CONSIDER AN INCREASE IN THE HOURS OF THE HERITAGE CENTRE

ADMINISTRATORS HOURS (Agenda item 8) This item was moved to agenda item 18.

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508 TO DISCUSS AND AGREE FROM THE 3 QUOTES PROVIDED A SUITABLE CONTRACTOR TO UNDERTAKE THE NECESSARY HEALTH AND SAFETY WORK AT THE TOWN HALL

(Agenda item 9) Item deferred to next meeting, as it should been moved to Part II due to competitive

tendering. 509 FIVE YEAR ELECTRICITY TESTING RESULTS (Agenda item 10) The Town Clerk reported that the Five Year Electricity Testing results had been

forwarded to all Members. All buildings including the Town Hall, High Lea Hall,

Heritage Centre – had been tested and reported as unsatisfactory. There was a

need for two more quotes to carry out the work. It was asked when the last five year electricity testing had been done. It was stated that there should be hard copies of the previous test certificate, but it was not known where it was.

510 INTERMEDIATE AUDIT SUPPORT BY BUTLER COOK (Agenda item 11) The Town Clerk reported that Butler Cook came in to do the audit and have liaised

with Grant Thornton stating they would give support on the work needed at New Mills Town Council to be on track with the Audit. The Town Clerk asked if the Council wanted to make use of this, as there would be a charge.

It was mentioned that Council had only received the covering letter and not the

report. The Town Clerk would ensure this was sent out. Butler Cook had also been asked about the Heritage Centre stock take. The stock

in the heritage centre should be valued at the lower end of cost price. Also stock that is past its best should be written off, and their is a provision of 10% if needed. The Council was responsible for the Stock in the Heritage Centre, and a proper system needs putting in place to effect correct stock control, and its value.

511 PARKING AT HIGH LEA PARK (Agenda item 12)

Cllr Atkins reported to this item regarding the parking situation on St Mary’s Road.

He mentioned he had declared an interest. He mentioned that residents were unable to park near their homes on certain busy days. It was further reported that on routine Saturdays there was a serious issue for parking at High Lea Park resulting in a need for a defined parking facility for 15-20 cars. It was suggested that the Parks Manager should be asked to do a report to see if an addition 15-20 spaces could be located. The Town Clerk would discuss this with the Parks Manager; Cllr Kirk would also talk with him.

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512 ROWARTH CAR PARK – REQUEST TO PURCHASE SIGNS TO SHOW

OWNERSHIP BY THE TOWN COUNCIL OF THE CAR PARK (Agenda item 13) The Parks Manager had requested a sign putting up. It was reported by the Town

Clerk that no one is charged for parking however it costs the Council £1000 per

year. A question was asked regarding the costs of producing this sign. RESOLVED:- That quotations for purchasing and erecting a sign would be

investigated. 10 votes FOR 513 PUBLIC HALL ROOM HIRE AGREEMENT AMENDMENT (Agenda item 14) In the Hire Agreement anyone wishing to hire the hall, has to submit the request to

the Town Clerk. In the event of holidays or absence this presented a potential problem, and it was asked that the administration staff, be included as a backup.

RESOLVED:- That the Administrator would be added to the agreement as a point of

contact for hiring the hall. 9 votes FOR 1 vote ABSTAIN

514 YATES ROAD PLAYGROUND – REQUEST FOR REFURBISHMENT OF THE

SWING (Agenda item 15)

The Council’s insurance company had been to assess and some equipment needs

replacing. The Reverend Cllr Baines asked that the Play equipment that was to be removed from Hague bar be used could be used The Town Clerk stated that there may be a compatibility issue.

RESOLVED:- That the Parks Manager could look into moving equipment from Hague Bar to Yates Road if it was compatible. Otherwise he was given the authority to purchase used swing parts from elsewhere. 10 votes FOR

515 ANTI-SOCIAL BEHAVIOUR SCHEME AT CHAINHORSE HOUSE AND HIGH LEA

PARK – JOINT SCHEME BY TOWN COUNCIL/ POLICE/ COUNTY COUNCIL

(Agenda item 16)

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An initiative carried out by several partner agencies, to alleviate a long running problem, where youths had been congregating, at Chainhorse House, causing a nuisance for the residents was reported on, which was as follows. An area under Torr Top Car Park was to be opened up, near to the Sett Valley Trail, with benches put in place. The existing light at Chainhorse was to be redirected to the area. The light currently not working on Torr Top that is focused on the area will be repaired by DCC. Also several trees were to be thinned out to allow further light to come from the Hyde Bank Rd Area.

The information regarding High Lea Park was not available.

516 OFFICE – INCREASE IN HOURS FOR THE STAFF

(Agenda item 17) The Town Clerk requested some extra hours for the Administrator and the Town

Clerk due to extra work. It was reported that office staff were regularly staying longer three to four days per week just due to volume of work.

It was asked that a working group could look at what is needed, and the impact on

budget, as there was concerned raised about funding from the budget. RESOLVED:- That a working party made up of, The Reverend Cllr Baines, Cllr A

Bowers and Cllr Whewell consider this matter and report back to Council. 10 votes FOR 517 HERITAGE CENTRE - REQUEST FOR INCREASE IN HOURS FOR THE

ADMINISTRATOR (Agenda item 18) RESOLVED:- That the working party made up of, The Reverend Cllr Baines, Cllr A

Bowers and Cllr Whewell consider this matter and report back to Council. 10 votes FOR

518 HERITAGE CENTRE – REQUEST TO EMPLOY A PERSON TO OPEN AND

CLOSE AT THE WEEKEND (Agenda item 19) RESOLVED:- That the working party made up of, The Reverend Cllr Baines, Cllr A

Bowers and Cllr Whewell consider this matter and report back to Council. 10 votes FOR 519 HERITAGE CENTRE MINUTES (Agenda item 20)

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NOTED:- That the minutes of the Heritage Centre Management Committee have

been received. 7 votes FOR 1 vote AGAINST 1 vote ABSTAIN 520 THE BONFIRE (Agenda item 21) NOTED:- That this was arranged and nothing further was to be done.

521 WIRKSMOOR ROAD – CONSIDERATION TO REPLACE THE FENCE

(Agenda item 22) It was reported that a resident of Wirksmoor Road had requested that the Council

as a gesture of goodwill replaces damaged fencing panels to her property and the resident would maintain them. Concern was expressed that a precedent could be set. It was unknown who had broken the panels and it was unclear who was responsible for the boundary. It could be the Town Council it may not, it could be a joint boundary. The resident brought in her deeds but nothing definitive could be gathered from these.

DEFERRED:- To the next meeting to allow the Town Clerk to look further into this

matter. Quotations for replacing the panels were also requested should the Town Council agree to replace the damaged panels.

All votes FOR 522 CHRISTMAS LIGHTS SWITCH ON (Agenda item 23) NOTED:- It was reported that the Parks Manager had organised the Christmas

Lights switch on for 29 November 2014.

523 NETWORK RAIL – REQUEST FOR ACCESS OVER HAGUE BAR PLAYGROUND

AND THE ALLOTMENTS (Agenda item 24) The Allotment Society Secretary had asked for direct contact with Network Rail.

Network Rail had stated they will only deal with the Town Council as the agent. Also a firm date for start of works, had been asked for, which had yet to be given. Hague Bar Primary School operates a Walking Bus, the Chair had asked how many children use it, this varied from around 22 to 30. The parents of the Children who use the walking bus were concerned that there was no suitable alternative to the Hague Bar car park, for drop off and pick up. Network Rail had been made aware of how many children use the Walking Bus and will look into cost of a bus. The

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Reverend Cllr Baines was concerned about the Allotments and wondered if the Society could put a list of questions together that needed answering.

At this point standing orders were suspended Secretary to the Allotment Society spoke to the matter that they were in the best

position to answer the questions needed directly with Network Rail. It was pointed out, that the Town Council could appoint a representative from the Allotments Society.

Standing Orders were reconvened following a vote. RESOLVED:- That the Secretary of the Allotments, society be appointed as a

Representative along with the Town Council, and that no financial burden be placed on New Mills Town Council, unless it came to a Council Meeting.

10 votes FOR

524 PLANNING APPLICATIONS – APPLICATIONS CIRCULATED

(Agenda item 25)

(Those Members who are on the High Peak Borough Council Planning Committee, indicate that their views are provisional, and they reserve final judgement, on the application until the matter comes before the Planning Committee, when they will have before them all the material considerations including the Planning Officers report).

HPK/2014/0404 No Objection HPK/2014/2014 No Objection HPK/2014/0426 A planning application paid for by the Council, unable to

comment 9 votes FOR 1 vote ABSTAIN 525 PAYMENT TO TALL POPPIES (Agenda item 26) Cllr Atkins and Stevens left the meeting

Following a Full Council Meeting dated Council, dated 8th September 2014, minute 489 a payment to Tall Poppies was agreed against a March Invoice that had not been received until 14 August 2014. Further an invoice dated August 2014 was considered by Council, who agreed to pay the first part of that invoice, but not the second part, which was for retention of services, for a forthcoming Employment Tribunal.

Following on from that meeting the cheque was forwarded to a collection agency,

who then forwarded it on to Tall Poppies. The cheque was reported to Council Offices as missing, and was cancelled.

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Council was informed that an amended invoice dated, August 2014 had been

submitted, where the second part of the invoice was not for retention of services,

but for worked carried out. However there was only approximately (minus) £700

difference. On receipt of the amended invoice, a set of timesheet were asked for, from the Solicitors dealing with the ET.

It was asked why Tall Poppies, were being paid, to which it was replied that the

work had been carried out, and the resolution of the Council was to make payment. RESOLVED:- That a replacement cheque be raised, and that the second part of the

August 2014, be considered on receipt of the Timesheet’s.

4 votes FOR 4 votes ABSTAIN Cllr Akins and Cllr Stevens returned to the meeting. 526 ACCOUNTS FOR PAYMENT (Agenda item 27) Councillors asked various questions regarding the accounts for payment. 1019 was

stock for the Heritage centre. 1024 was a removable bollard which had been

damaged or taken away and needed replacing. 1048 was £1000 more than 1047

due to it being returnable goalposts (if ball kicked in it bounces out again) also included a basket ball hoop on top. 1068 related to replacement windows in the toilets at High Lea Park previously approved by the Council.

RESOLVED : - That the Accounts for Payment were accepted as follows 8 votes FOR 2 votes ABSTAIN

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527 PAYMENTS RECEIVED (Agenda item 28) DEFERRED:- No information was available. 528 SALE OF POPLAR AVENUE (Agenda item 29)

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It was reported by the Town Clerk that she had been looking for the Deeds but had

not been able to locate them. The Deeds for Poplar Avenue were required in order

to sell the property. The Council’s Deeds were located with Chafes Solicitors and

they could return all Deeds if the Council so wished as the Council would be charged if they were to look through the Deeds for one particular set. Concern was expressed as to where all the Deeds could be stored safely.

RESOLVED:- That the Town Clerk contact Chafes and the Council’s new Solicitors

Nigel Davies for the relevant costs and for the Town Clerk to decide upon the best course of action. If the Deeds were not located at Chafes, the Town Clerk would approach the Borough Council for a set of Deeds.

9 votes FOR 1 vote ABSTAIN 529 REPLACEMENT BENCH ON REDMOOR PLAY AREA (Agenda item 30) RESOLVED:- That the Parks Manager could purchase a new bench at an

approximate cost of £360 to come from the Parks Budget.

10 votes FOR

530 POPLAR AVENUE – REQUEST FOR AN EXTRA GRITTING BIN / SUGGESTION

BY THE PARK’S MANAGER TO INCLUDE THIS AREA ON THEIR GRITTING

ROUTE (Agenda item 31)

RESOLVED:- That the Parks Manager suggestion to include Poplar Avenue on the Gritting Route be accepted. 10 votes FOR

531 FOI REQUEST FROM ALISTAIR STEVENS – CLARIFICATION AS COUNCIL

BUSINESS OR AS AN INDIVIDUAL (Agenda item 32) Cllr Stevens and Cllr Atkins left the room during this item.

Council had not received an answer as to whether or not the FOI Request, sent to HMRC, by Cllr Stevens had been as a Councillor or as Alistair Stevens as an individual.

RESOLVED:- That a letter would be sent to Cllr Stevens asking for clarity on this matter.

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8 votes FOR 532 VAT REQUEST / ALISTAIR STEVENS AND ADVICE NEEDED (Agenda item 33) Cllr Stevens had reported to Police, an incident involving VAT. Council are not

aware, of an incident. RESOLVED:- That a letter would be sent to Cllr Stevens asking for clarity on this

matter. 7 votes FOR 1 vote ABSTAIN Cllr Stevens and Cllr Atkins returned to the meeting. 533 PAYROLL UPDATE (Agenda item 34)

It was reported by the Town Clerk that Payroll had been outsourced. The BOBS Scheme was working. There were three Councillors and an officer that were cheque signatories and could make payments, subject to Council approval, which did not include the administration assistant or the clerk.

534 ADVERTISMENT FOR AN RFO – REPORT FROM MEETING

(Agenda item 35)

It was reported that the Working Party had met, and that they would speak with the Administrator to see if she wanted to do the RFO training. They had spoken with DALC to check this was acceptable. It was reported that when the previous Acting RFO left there had been a backlog of work which had meant it was difficult to get papers to the Council in time. The Administrator had been doing much of the work in the interim with support from Jo Taylor who has conducted training on behalf of DALC.

535 CORRESPONDANCE (Agenda item 36)

a) Renewal of lease for the Heritage Centre – Maryland Securities

ONGOING:- Maryland Securities had not responded to enquiries, to date.

b) Parish member appointments to the National Park Authority. The Town Clerk would send copies of the letter and guidance to Councillors.

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c) Request for a memorial bench at Mousley Bottom in memory of Daniel Maney.

The Town Clerk reported that a request had been received to place a memorial

bench at Mousely Bottom. An issue was raised regarding ensuring the quality of the bench also whether the bench would become the responsibility of the Council when it came to replace it in future.

Standing Orders were briefly suspended to ask advice from Cllr B. Atkins who

suggested talking to Stephen Lewis and Paul Finn. Standing Orders were reinstated. RESOLVED:- That the Parks Manager and Paul Finn be consulted about where the

bench should be sited and what the Council’s ongoing obligation might be.

10 votes FOR

d) Walkers are Welcome funding request.

Cllr Whewell left the meeting.

RESOLVED:- That £200 was given to Walkers are Welcome Group.

7 votes FOR 2 votes AGAINST

Cllr Whewell rejoined the meeting. To resolve that the press and public be excluded from the meeting for the following items, because there may be disclosure to them of exempt information as defined in Schedule 12a of the Local Government Act 1972. 10 votes FOR

Part II Confidential The Chair announced at the beginning of this part of the meeting

Anything discussed in this part of the meeting is Confidential, between Council and cannot be discussed outside of the room.

536 STAFF MATTERS (Agenda item 37)

a) There were several issues related to the monitoring of staff, in their roles, their remit, and what right Council Staff have to access information, beyond the privilege of the General

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Public. Timesheet’s were an issue, and all staff members were expected to fill in official

Council timesheet’s with sufficient detail.

RESOLVED:- that all employees would be written to stating that - timesheet’s must be

completed with sufficient details, on the correct form and given to the Town Clerk otherwise overtime could not be paid.

10 votes FOR

b) That advice was sought from DALC, and staff were spoken to, by the line manager supported by a Councillor.

10 votes FOR

537 REVIEW OF STAFF SALARIES (Agenda item 38) RESOLVED:- That this matter was passed to the Working Party for consideration

and then report back to Council with the findings and recommendations. 10 votes FOR

Meeting Closed