CHEPSTOW TOWN COUNCIL The Gatehouse, High Street, Chepstow NP16 5LH Tel. 01291 626370 Email clerk@chepstow.co.uk Dear Councillor 17 th May 2018 You are hereby summoned to attend the Annual Meeting of Chepstow Town Council to be held in the Council Chamber, The Gatehouse, High Street, Chepstow, on Wednesday, 23 rd May 2018 at 7.00pm, for the purpose of transacting the following business. Yours faithfully, Lucy Allen TOWN CLERK Members are reminded that they attend this meeting under the provisions of the Town Council s Code of Conduct AGENDA 1. Election of Chairman To elect a Town Mayor for the year 2018/2019. 2. Installation of Town Mayor To receive the Town Mayor's Declaration of Acceptance of Office. 3. Presentation of Past Mayors Badge 4. Election of Deputy Town Mayor To elect a Deputy Town Mayor for the year 2018/2019 and to receive the Deputy Town Mayor's Declaration of Acceptance of Office. 5. Declarations of Interest in items on the agenda. 6. Membership of Outside Bodies To review representation on external bodies (Attached) 7. Schedule of Meetings for the Mayoral Year 2018-2019 To agree the proposed Schedule of Meetings for the Mayoral Year 2018-2019. (Attached) 8. Committee Structure To agree the committee structure, membership, number of meetings per year and responsibility / delegated powers for each committee. (Attached) 9. Committee Membership To appoint Members to each of the following Committees/Working Party:- a) Personnel Committee (for the duration of this Council) (7 Members) 1
b) Planning and Administration Committee (7 Members) c) Town Amenities Committee (7 Members) d) Consultative Committee (5 Members) e) Complaints Committee (7 Members) f) Financial Policy and Audit Committee (7 Members) (Existing membership attached) 10. Town Mayors Civic Protocol To confirm the Town Mayor s Civic Protocol including a review of the Civic guest list (attached). 11. Minutes To approve the Minutes of the Meeting of Council held on 25 th April 2018 (attached). 12. Matters Arising To report matters arising from the minutes, for information only. 13. Committees a) Planning and Administration Committee To receive the minutes of the Planning and Administration Committee meeting held on 25 th April 2018 and the draft minutes from the meeting held on 9 th May 2018. (Attached). b) Drill Hall Management Committee To receive the minutes of the Drill Hall Management Committee meeting held on 19 th April 2018 (attached). 14. Chepstow Town Council Policy and Priorities To review the policies and priorities previously formulated by Council at the Special Policy and Planning Working Party Meeting held on 12 th July 2017 and adopted by Full Council on 26 th July 2018 (attached). 15. FINANCE (a) (b) (c) (d) Bank Reconciliation To confirm the reconciliation of the Council s Bank Accounts at 30 th April 2018. (Attached) Accounts To receive and adopt the schedule of payments and receipts for the months of April 2018. (Attached) Income and Expenditure To receive the Income and Expenditure account for the month of April 2018. (Attached) Mayoral Allowance To resolve to pay the Mayoral allowance of 2,700 on production of receipts/proof of expenditure, under the provisions of ss34(5) Local 2
Government Act 1972. (e) Update on Internal and External Audit 2017/2018 To receive an update on the Internal and External Audit for the financial year 2017/2018 (oral). (f) (g) Monmouthshire Library Service Summer Reading challenge To consider a request from the Community Hub Manager at Monmouthshire County Council to make a contribution towards the prizes for the Summer Reading challenge in Chepstow (attached). Previous donations:- 100.00 in 2017/18 & 2016/17 Independent Remuneration Panel For Wales Determination in respect of Remuneration of Community and Town Councillors. To note the determination of the Independent Remuneration Panel For Wales in respect of remuneration of Community and Town Councillors and to consider whether to implement the following:- Determination (44) Payment to members of a maximum of 150 per year for costs incurred in respect of telephone useage, information technology, consumables etc; Determination (45) Payment to members of 500 each to a minimum of 1 and a minimum of 5 members in recognition of specific responsibilities, for example committee chairs (this is in addition to the 150 payment for costs and expenses). Determination (47) Payment to members in respect of travel costs for attending approved duties outside the area of the council at either actual costs of travel by public transport or the HMRC mileage allowance; Determination (48) Reimbursement of subsistence expenses for members attending approved duties outside the area of the council at the maximum rates identified on the basis of receipted claims. Determination (49) Financial loss compensation for members where such loss has actually occurred for attending approved duties at the maximum rates identified. Determination (50) Payment to members in respect of the necessary costs for the care of dependent children and adults and for personal assistance needs up to a maximum of 403 per month. Reimbursement shall only be made on production of receipts from the carer. Determination (51) Civic Head payment to the mayor of the Council up to a maximum of 1,500 to undertake the functions of that office (this is in addition to the 150 payment for costs and expenses). Determination (52) Deputy Civic Head payment to the deputy mayor of the Council up to a maximum of 500 to undertake the functions of that office 3
(this is in addition to the 150 payment for costs and expenses). (Extract from the Annual Report of the Independent Remuneration Panel For Wales attached) Members are advised that the budget provision for Member and staff travel, subsistence and other expenses in 2017/2018 is 8,736. (Local Government (Wales) Measure 2011) The Town Council is required to publish details of all payments made to individual members in an annual Statement of Payment. This information must be published on council noticeboards and / or websites. (h) Membership Renewal in respect of One Voice Wales for the year 2018/19 To consider renewing the Council Membership of One Voice Wales in respect of the year 2018/19 at a fee of 1681.00 price based on numbers on the electoral register. (LGA 1972, s111) (a guide to the services provided is attached). (i) (j) Planning Aid Wales To consider attendance at the Planning Aid Wales training event entitled Place Plans and The Value of Community Engagement in Planning on Monday 18 th June, 4.30pm 8pm at St Davids Hall, Cardiff. Cost to attend is 20 per Councillor (LGA 1972, s111). Place Plans are opportunities for local communities and local planning authorities to work together to create local policy frameworks. Community Contributions To confirm the following Community Contributions recommended under the budget setting process at the Finance Policy and Audit Committee on 18 th October 2017 and adopted by Full Council on 22 nd November 2017. (i) Contribution to Chepstow Tourist Information Service To resolve to make a contribution to Chepstow Tourist Information Service for which a budgetary provision of 5,000 has been made under the provisions of s144 Local Government Act 1972. (ii) Community Contributions - Bulwark Community Centre To resolve to make a contribution to Bulwark Community Centre for which a budgetary provision of 8,000 has been made, under the provisions of s19 Local Government (Miscellaneous Provisions) Act 1976. (iii) Community Contributions Chepstow Citizens Advice Bureau To resolve to make a contribution to Chepstow Citizens Advice Bureau for which a budgetary provision of 20,950 has been made under the provisions of s142 (2A) Local Government Act 1972. (iv) Community Contributions - Museum Lunchtime Opening To resolve to make a contribution to Chepstow Museum for which a budgetary provision of 3,316 has been made, under the provisions of s145 Local Government Act 1972. 4
(v) Fireworks, Chepstow Round Table To resolve to make a contribution to the annual fireworks display organised by Chepstow Round Table for which a budgetary provision of 3,000 has been made, under the provision of s145 Local Government Act 1972. (vi) Community Contributions - Chepstow Town Band To resolve to make a contribution to Chepstow Town Band in respect of the Summer Music School for which a budgetary provision of 500 has been made, under the provisions of s145 Local Government Act 1972. (vii) Music in the Community To resolve to make a contribution to Music at the Bandstand in respect of the Summer Music event, up to a maximum of 4,000, under the provisions of s145 Local Government Act 1972. (Members are reminded that this is a Town Council event with the performers invoicing the Town Council directly). (viii) Community Contributions Drill Hall To resolve to make a contribution to the Drill Hall for which a budgetary provision of 8,000 has been made, under the provisions of s145 Local Government Act 1972. (viiii) Severn Area Rescue Association (SARA) To resolve to make a contribution to SARA for which a budgetary provision of 500 has been made, under the provisions of s234 Public Health Act 1936. (x) Chepstow Walkers are Welcome To resolve to make a contribution to Chepstow Walkers are Welcome for which a budgetary provision of 200 has been made, under the provision of s19 Local Government (Miscellaneous Provision) Act 1976. (xi) Garden City Community Group To resolve to make a contribution to the Garden City Community Group for which a budgetary provision of 500 has been made, under the provisions of s137 Local Government Act 1972. (xii) Chepstow Fairtrade Forum To resolve to make a contribution to the Chepstow Fairtrade Forum for which a budgetary provision of 250 has been made, under the provisions of S137 Local Government Act 1972. (xiii) Chepstow Street Pastors To resolve to make a contribution to the Chepstow Street Pastors for which a budgetary provision of 1,000 has been made, under the provision of s137 Local Government Act 1972. (k) Insurance Renewal To note the renewal of the Town Councils current insurance of 5,304.27 for the financial year 2018/19. The Town Council s current insurance policy is a five year agreement which will expire on 31 st May 2022. 5
16. Parking on the High Street To note that the parking situation on the High Street is deteriorating and to consider what measures might be taken to address the issue. (The consultation during the town redevelopment in the early 2000s stated that we would eschew yellow painted lines on the road). 17. REPORTS OF REPRESENTATIVES ON OUTSIDE BODIES 18. MATTERS FOR INFORMATION (a) Monmouthshire County Council Area Cluster workshop To receive the minutes of the Chepstow Area Town and Community Council Cluster workshop meeting held on Wednesday, 18 th April 2018 (attached). (b) GAVO Volunteer Achievement Awards To note that the Annual Volunteer Achievement Awards are now open. Guidelines and nomination forms are available at www.gavowales.org.uk/recognition (c) Chepstow Foodbank To receive the thank you letter for the recent donation and financial year end figures for 2017/18 for Chepstow Foodbank (attached). (d) One Voice Wales To receive the training schedule from One Voice Wales from February July 2018. If members wish to attend any sessions please contact the Clerk (attached). (e) Monmouthshire County Council To note that Monmouthshire County Council are holding a public consultation on shaping the future of the Chepstow Town Bus Services. The event is taking place at Bulwark Community Centre on Monday 4 th June between 10am to 2pm and 4pm to 6pm. 19. MATTERS RELATING TO THE PUBLIC AND URGENT INFORMATION EXCHANGE 20. CORRESPONDENCE To consider the correspondence list in the attached schedule. 21. ITEMS FOR NEXT MEETING 22. DATE OF NEXT MEETING To confirm that the next ORDINARY MEETING will be held on Wednesday 28 th June 2017 at 7.00PM in the Council Chamber, The Gatehouse, High Street, Chepstow. 6