4th May 2020 Annual Town Council Minutes

Minutes of the remote meeting held on Monday 4th May 2020 at 7pm using video conferencing

Present: Cllrs Andy Brewer (Chair), Bill Hancock, Nick Tolley, Chris Allen, Sue Barber, Dawn Carey, Peter Clayton, Mike Facey, Rich Gardiner-White, Phil Harvey, Sue Harvey, Andy Hodge, Janet Keen, Alan Matthews, Mike Murphy, Louise Parkin, Colette Winfield with Samantha Winter, Town Clerk.

1 member of press and 1 member of the public were in attendance

Prior to the meeting, outgoing Mayor, Cllr Brewer, gave his thanks to the Mayoress and all those who had supported his year as Town Mayor, including his Chaplain, Deputies and Mrs Pat Burge who accompanied him at key events. Cllr Brewer stated that he had met some great people in the community, as well as Councillors and dignitaries from other areas. Cllr Brewer thanked Able Cadet William Leader for being the Mayor’s Cadet & for making the Council proud at the Remembrance Ceremony last year.

The presentation of past Mayor’s badge will take place at a point in the future to be confirmed.

(All written reports are available from www.burnham-highbridge-tc.gov.uk or from the Council office).

51/20/TC        To elect the Town Mayor (Chairman of the Town Council) for the year 2020/21

                        Cllr Mike Facey was elected to the office of Town Mayor.

Due to the restriction of the remote meeting, it was agreed that Cllr Facey will sign the Declaration of Acceptance of Office in the presence of the Town Clerk prior to the next meeting of the Town Council, when he will also receive the chain of office and appoint a Mayor’s Cadet.

52/20/TC        To elect the Deputy Mayor (Vice-Chairman of the Town Council) for the year 2020/21

Cllr Andy Hodge was elected Deputy Mayor

53/20/TC        To elect a Second Deputy Mayor for the year 2020/21

Cllr Nick Tolley was elected second Deputy Mayor

Cllr Janet Keen joined the meeting.

54/20/TC        Apologies

                        Apologies were received from Cllr Helen Groves

55/20/TC        Declarations of Interest in items on this agenda & dispensations granted

None

56/20/TC        Report from the police

A written report was received that stated COVID-19 had increased demand on neighbourhood policing and that the demand was being well handled. There has been an increased Police presence in the towns, with Officers dealing with local and visitor breaches of movement restrictions in addition to usual daily services.

57/20/TC        Election of councillors to committees for 2020/21

It was resolved to amend the Terms of Reference to reflect the agreed Committee structure and number of councillors elected to committees for 2020/21, as follows:

Planning Committee

Cllr A Brewer (Chair), Cllr P Clayton (Vice Chair), Cllr N Tolley, Cllr L Parkin, Cllr B Hancock, Cllr R Gardiner White, Cllr H Groves, Cllr S Harvey with Cllr Facey (ex officio)

Human Resources Sub-Committee (as amended)

Cllr P Clayton (Chair), Cllr P Harvey (vice chair), Cllr M Facey, Cllr B Hancock, Cllr A Matthews, Cllr D Carey, Cllr S Harvey  

Town Improvements Committee

Cllr N Tolley (Chair), Cllr Keen (Vice Chair), Cllr P Clayton, Cllr S Barber, Cllr A Hodge, Cllr C Allen, Cllr R Gardiner White, Cllr P Harvey, Cllr M Murphy and Cllr Dawn Carey with Cllr Facey (ex officio)

Princess Management Committee

Cllr L Parkin (Chair), Cllr P Clayton (Vice Chair), Cllr N Tolley, Cllr A Hodge, Cllr D Carey, Cllr P Harvey, Cllr M Murphy, Cllr C Winfield, Cllr A Brewer with Cllr Facey (ex officio)  

Burial Committee

Cllr C Allen (Chair), Cllr A Brewer, Cllr S Harvey, Cllr J Keen, Cllr C Winfield with Cllr Facey (ex officio).

Two councillors from Burnham Without Parish Council may attend without voting rights.

Finance and Resources Committee

Cllr M Facey (Elected, not ex-officio) (Chair), Cllr P Clayton (Vice Chair), Cllr C Allen, Cllr B Hancock, Cllr L Parkin, Cllr N Tolley, Cllr A Matthews, Cllr H Groves, Cllr P Harvey, Cllr S Harvey, Cllr M Murphy, Cllr R Gardiner White, Cllr A Brewer

58/20/TC        Town Council representation on outside bodies

It was resolved to appoint the following councillors as representatives of the Council on outside bodies.

The Chairman welcomed regular reports from councillors representing the Council on any of the active groups.

Outside BodyRepresentatives
Highbridge Festival of Arts CommitteeCllr Keen
Somerset Association of Local CouncilsMayor and Town Clerk
Town Twinning – Fritzlar (German)The Mayor is Patron to the Society
Highbridge Community Hall Management CommitteeCllrs Keen and Murphy
Sedgemoor Cycle GroupCllrs Brewer and Harvey
BAY CentreCllrs Carey and Tolley
Friends of the Princess GroupCllrs Clayton and Tolley
Sedgemoor Community Partnership (Morland Hall)Cllrs Brewer and Gardiner-White (shared rep)
Sea Cadet CorpsCllr Tolley
Air Training CorpsCllr Allen
Army Cadet CorpsCllr Matthews
Hinkley Point Community ForumCllr Facey
Project CoachCllr Brewer
Burnham & Highbridge Community AssociationCllr Harvey
Highbridge Youth & Community NetworkCllr Carey & Groves (shared rep)
67 Bus ForumCllr C Allen
Rural Services NetworkCllr C Allen

59/20/TC        Approval of Minutes

The minutes of the Town Council meeting held on Monday 2nd March 2020 and the Extraordinary meeting held on Monday 23rd March 2020 were approved as a correct record.

60/20/TC        Chairman’s Announcements

Cllr Mike Facey thanked the meeting for electing him to serve as Town Mayor & Chairman. He stated that he was honoured and delighted to have been invited to take on the role and that he is under no illusions about the task ahead. Cllr Facey stated that his current focus is on taking a civic lead to help the Council look to the future at a post-coronavirus community when it can embark on a recovery plan. Cllr Facey thanked Cllr Andy Brewer for undertaking the role over the last year.

Cllr Facey alerted the meeting to the fact that he would prefer to take a less formal approach to meetings whenever appropriate, and should retain the title ‘Chairman’ for the purposes of meetings and Town Mayor only when undertaking civic functions.

61/20/TC        Update from the Town Clerk on the Town Council’s response to the Coronavirus

                        A written report was received, with a verbal update to note that the Council had made its first £500 delivery to the Food Bank and would supply another as and when required by the Food Bank. A written report was also provided by the Deputy Clerk, updating the meeting on burial and open spaces activity.

62/20/TC        Reports from County Cllrs on County Council relevant matters

Members received a written report from Cllr Clayton

63/20/TC        Reports from District Cllrs on District Council relevant matters

No reports were received

64/20/TC        Reports from members on Town Council relevant matters, including reports from meetings of outside bodies

Members received a written report from Cllr Allen on the 67 bus.

Motions for note/resolution

65/20/TC        To note amendments to the Complaints Procedure, as approved by the Human Resources Committee

                        The amendments to the adopted procedure were noted.

66/20/TC        To agree to the appointment of the Council’s internal auditor to review data management

                        A written report was received and it was resolved to appoint the Council’s auditor to undertake an independent DPO function to carry out a review of data management.

67/20/TC        To adopt the proposed Bring Your Own Device Policy

                        It was resolved to adopt the Policy                     

Accounts

68/20/TC        The details of expenditure during February 2020 were received and approved

69/20/TC        The Town Council Accounts for the month of February 2020 were received and approved

70/20/TC        It was noted those authorised to submit and approve payments remain unchanged.

71/20/TC        Minutes of previous committee meetings:

It was noted that the minutes of the following committees had been circulated and received.

  1. Planning Committee held on Wednesday 8th April (Draft)
  2. Finance & Resources held on Monday 27th April (Draft)

72/20/TC        Correspondence

                        Items of correspondence were noted as received

                        Dates of Next meetings

73/20 TC        The meeting dates were noted.

            May 2020

Wednesday 13th       Planning Committee

Monday 18th              Town Improvements Committee

June 2020

Thursday 4th              Human Resources Committee

Monday 15th              Planning Committee

Tuesday 16th             Princess Management Committee

Wednesday 17th       Burial Committee

Monday 22nd            Next Town Council Meeting (AGAR)

The Chairman closed the meeting at 19:49hrs.

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