Godalming Town Council

Minutes and report of
The Council Management & External Relations Committee
held on 9th March 2006

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381-05 SUBSTITUTES

Substitutes were authorised for Councillors who were unable to attend the meeting as follows:

Councillor MR Tomlin for Councillor RJ Willis.

382-05 MINUTES

The Minutes of the meeting held on the 26 January 2006 were signed by the Chairman as a correct record.

383-05 PETITIONS/STATEMENTS/QUESTIONS FROM MEMBERS OF THE PUBLIC

No petitions/statements/questions had been received from members of the public in accordance with Standing Order No 87.

384-05 DISCLOSURE OF PERSONAL AND PREJUDICIAL INTERESTS

Councillor PMA Rivers declared a personal interest, as a life Vice-President of the Godalming Cricket Club, in Agenda Item 7.

Councillor PJ Martin declared a personal interest, as Town Mayor and therefore President of the Godalming Cricket Club, in Agenda Item 7.

Councillor MR Tomlin declared a personal interest, as a life Vice-President of the Godalming Cricket Club, in Agenda Item 7.

Councillor A Rayner declared a personal interest, as a life Vice-President of the Godalming Cricket Club, in Agenda Item 7.

Councillor JA Slyfield declared a personal interest, as a spouse of a life Vice-President of the Godalming Cricket Club, in Agenda Item 7.

Councillor J Rayner declared a personal interest, as a spouse of a life Vice-President of the Godalming Cricket Club, in Agenda Item 7.

Councillor PS Rivers declared a personal interest, as a spouse of a life Vice-President of the Godalming Cricket Club, in Agenda Item 7.

All the above named Councillors remained in the chamber and participated in the debate and vote on Agenda Item 7.

385-05 CIVIC REGALIA - COUNCILLORS' HATS (MALE)

Members recalled that on 26 January 2006 this Committee agreed a programme for the refurbishment of Councillor's hats (Male) such that six were to be refurbished immediately - (four to be paid for out of next year's budget) and a further four were to be refurbished in March/April 2007 (Minute 343 refers). Members noted that the Town Clerk has been informed that the hats could not be refurbished and endorsed the Town Clerk's action in ordering four new hats instead.

Members noted that as a consequence of press reporting of the item when last discussed the Town Clerk had also been offered a number of second-hand hats (in better condition than the existing old hats). The Town Clerk had purchased one of these hats at £60 and two further hats were now offered one at £40 and a second at £95. Members agreed that the Town Clerk should take the opportunity to purchase the available second-hand hats and find the funding from elsewhere in the budget.

386-05 GODALMING HEALTHCHECK - RECRUITMENT OF A HEALTHCHECK CO-ORDINATOR

The Committee agreed to recommend to Full Council that a Healthcheck Co-ordinator be employed for 12 months on standard terms and conditions at LC (Local Clerk) Scale 2 SCP 35-38, using the attached job description and person specification (copy attached to record minutes).

The Committee further agreed to recommend to Full Council that the Healthcheck Co-ordinator be given office accommodation at the Wilfrid Noyce Centre for the period of 12 months.

Members noted the following costs and sources of funding:
Cost of job advertisement £600
Salary costs £15,000
On costs £3,500
Cost of computer etc £1,600

Total Costs £19,700

These costs are to be met from the following sources:

Godalming Town Council contribution £15,000
Waverley Borough Council contribution £4,000
Surrey County Council contribution (via Councilllor PJ Martin) £2,500

Total contributions agreed to date £21,500

387-05 USE OF THE GODALMING TOWN CREST

Members noted that the Town Clerk had received three requests from external organisations to use the Godalming Town Crest. These requests were from Godalming Cricket Club, Godalming Youth Orchestra and from Britnett-SouthEast - designers and operators of a Godalming Town Business Website. Copies of the requests are attached to the record minutes.

The Committee agreed to recommend to Full Council that use of the Town Crest by external organisations should not be permitted except in exceptional circumstances. Full Council was also asked to agree that any future decisions on exceptions to that policy should be delegated to this Committee.

Full Council would also be asked to endorse, retrospectively the Committee's decisions about the applications to use the Town Crest - Godalming Cricket Club and Godalming Youth Orchestra should be permitted use of the Crest; Brittnett-South East should be refused on the grounds that it is a commercial venture.

388-05 THE PEPPERPOT - WEBCAM CAMERA

Members noted that on 15 December 2005 this Committee agreed that Mr Fennymore of White Lighting Solutions, Brighton Road, Godalming should be permitted to install and run a webcam sited in the Pepperpot (Minute 298 refers).

Members agreed, in principle to the siting of a second webcam in the Pepperpot, looking down Church Street, and delegated the final decision to the Town Clerk when she was satisfied that the concerns about privacy from some residents of Church Street had been satisfactorily addressed.

389-05 NOTICE OF AN OFFICIAL INDUSTRIAL ACTION BALLOT

Members noted the Notice of an Official Industrial Action Ballot from the Trade Union Unison and that all four Town Council staff based at the Council offices were Unison members and had been balloted.

390-05 DATE OF NEXT MEETING

The next meeting of the Council Management & External Relations Committee was scheduled to be held on Thursday, 6 April 2006 at 7.15 pm in the Council Chamber.

391-05 ANNOUNCEMENTS

There were no announcements.

THE COMMITTEE RESOLVED TO EXCLUDE THE PUBLIC AND PRESS FROM THE MEETING AT THIS POINT PRIOR TO CONSIDERATION OF THE FOLLOWING ITEM BY REASON OF THE CONFIDENTIAL NATURE OF THE BUSINESS TO BE TRANSACTED IE. STAFFING MATTERS.
 

392-05 CLEANER - WILFRID NOYCE CENTRE

This item was considered as a confidential item - but the resulting minute need not be considered confidential.

The Town Clerk reported that the cleaner at the Wilfrid Noyce Centre had given a month's notice and that the Town Clerk did not intend to recruit anyone else to the post. Subject to the agreement of the Policy & Resources Committee the Town Clerk intended to employ contract cleaners instead.