Full Council
Manage the strategic delivery of all of the council’s activities.
Macclesfield Town Council
Full Council Agenda 15th June 2020
Due to the Coronavirus Covid-19 restrictions and in line with the Local Authorities and Police and Crime Panels (Coronavirus) (Flexibility of Local Authority and Police and Crime Panel Meetings) (England and Wales) Regulations 2020 this meeting will be held remotely, broadcast on youtube.com and can be viewed on the Macclesfield Town Council youtube.com channel.
Agenda of the meeting of Macclesfield Town Council held 15th June 2020 at 7pm
1. Apologies for Absence
2. Declarations of Interest
The meeting will be adjourned to invite comments and questions from the public.
The meeting will then be reconvened.
NOTE:
If you would like to speak during public session, please email clerk@macclesfield-tc.gov.uk by 12 noon on Friday 12/06/20. Every practicable effort will be made to try and arrange your inclusion.
If you would like to submit a written statement, please submit your statement for inclusion and circulation to the committee to clerk@macclesfield-tc.gov.uk by 12 noon on Friday 12/06/20.
3. Minutes of the Meeting of Full Council 16th March 2020
4. Matters Arising From the Minutes of 16th March 2020
5. Minutes of the Planning Committee
5.1 Minutes of the Planning Committee 01/05/20
5.2 Minutes of the Planning Committee 22/05/20
Matters Arising
6. Minutes of the Finance Committee
6.1 Minutes of the Finance Committee 27/04/20
6.2 Draft Minutes of Finance Committee 08/05/20
Matters Arising
6.3 Spend to Date
Action: To approve the 2020/21 spend to date of £48,971.02
7. Minutes of the Services Committee
7.1 Draft Minutes of the Services Committee 11/05/20
Matters Arising
8. Coronavirus Covid-19 Interim Decisions
8.1 Emergency Scheme of Delegation
Action: To approve the agreed scheme of delegation
8.2 Interim Decisions for Ratification
Action: To approve the schedule of decisions
9. Community Delivery
9.1 Citizens’ Advice Bureau
10. Governance Review
10.1 Grants Policy (Review)
10.2 Standing Orders (Updated for Broadcasting Meetings)
10.3 Volunteers Policy (Updated)
10.4 Retention Policy (Updated)
10.5 Continuity Plan (Updated)
10.6 Allotment Policy (New)
10.7 Communication and Marketing Policy (New)
10.8 Co-Option Policy (New)
10.9 Decision Book (New)
10.10 Lone Working Policy (New)
10.11 Mayor’s Allowance Scheme (New)
10.12 Recording at Meetings Policy (New)
10.13 Training and Development Policy (New)
10.14 Member/officer Protocol (New)
10.15 Complaints Policy (Updated)
11. Resource Review
Action: To consider the recommended review
12. Annual Actions & Report
12.1 Schedule of Meetings (Subject to Ongoing Review Through the Year)
12.2 Committee Membership
12.3 Annual Report (To Be Noted)
Action: To approve the items
13. 2019/20 Audit
Action: To approve the annual audit return and Internal Audit for 2019/20
14. Casual Vacancies
14.1 Weston & Ivy Ward
Action: Co-option Meeting 29/06/20
14.2 Central Ward
Action: Advertised 10/6/20
15. Member Items
15.1 Cllr Wilson – Macclesfield to Manchester Cycle Route
Action: To consider member proposal
16. Correspondence
None
17. Date, Time and Place of Next Meeting
The date of the next meeting Council will be decided, format/venue to be confirmed subject to C-19 restrictions and related regulations
Macclesfield Town Council
Full Council Minutes 15th June 2020
Due to the Coronavirus Covid-19 restrictions and in line with the Local Authorities and Police and Crime Panels (Coronavirus) (Flexibility of Local Authority and Police and Crime Panel Meetings) (England and Wales) Regulations 2020 this meeting will be held remotely, broadcast on youtube.com and can be viewed on the Macclesfield Town Council youtube.com channel.
Minutes of the meeting of Macclesfield Town Council held on 15th June 2020 at 7pm
In attendance:
- Cllr Janet Jackson MBE
- Cllr David Edwardes
- Cllr Sarah Bennett-Wake
- Cllr Chris Wilcock
- Cllr Mick Warren
- Cllr Lloyd Roberts
- Cllr Fin Shenton
- Cllr Fiona Wilson
- Cllr Neil Puttick
1. Apologies for Absence
Cllr Alift Harewood MBE
2. Declarations of Interest
Cllr Warren – declared a non-pecuniary interest in agenda item 10.6 as the Chair of Brookfield Lane allotment committee.
Cllr Jackson – declared a non-pecuniary interest in agenda item 9.1 as a trustee of the Citizens Advice Bureau.
The meeting was adjourned allowing for public comments and questions.
Lynne Jones spoke on her concerns of the impact of Coronavirus on the short- and long-term economic future of Macclesfield town centre. She advocated for collaboration between locally available expertise with council support to develop a strategy for a sustainable recovery.
The Town Clerk read out a statement from Cllr Liz Braithwaite of Cheshire East Council:
“To: Macclesfield Town Councillors
I ask the councillors to consider whether Regulation 8 of the Openness of Local Government Bodies Regulations 2014 (decisions and background papers to be made available to the public) is being met by Macclesfield Town Council in regard to virtual committee and full council meetings For example, the background papers to this meeting were provided to me with less than 24 hours to provide a submission (received late afternoon Thursday 11th June, deadline noon 12th June). The document consists of 390 pages which are not ‘searchable’, and there is no reference in the agenda to which pages are relevant to each item. This makes it impractical to take a considered view of the agenda items and to make timely representations to either my ward councillor or to the Full Council meeting on 15th June 2020. Could the councillors consider making background documents available online, with investment in technology if necessary, for future meetings. I understand that Bollington Town Council took this approach as part of their Disaster Recovery Plan and were therefore prepared for the impact of lockdown. I would like a written response please. Thank you for your time.”
The meeting was then reconvened.
3. Minutes of the Meeting of Full Council 16th March 2020
RESOLVED: That the minutes are approved as a true record of the meeting.
4. Matters Arising From the Minutes of 16th March 2020
None.
5. Minutes of the Planning Committee
5.1 Minutes of the Planning Committee 01/05/20
5.2 Minutes of the Planning Committee 22/05/20
Noted
Matters Arising
None
6. Minutes of the Finance Committee
6.1 Minutes of the Finance Committee 27/04/20
6.2 Draft Minutes of Finance Committee 08/06/20
Noted
Matters Arising
None
6.3 Spend to Date
RESOLVED: That the spend of £48,971.02 is approved
7. Minutes of the Services Committee
7.1 Draft Minutes of the Services Committee 11/05/20
Noted
Matters Arising
None
8. Coronavirus Covid-19 Interim Decisions
8.1 Emergency Scheme of Delegation
RESOLVED: That the emergency scheme of delegation is approved
8.2 Interim Decisions for Ratification
RESOLVED: That the schedule of decisions is approved
9. Community Delivery
9.1 Citizens’ Advice Bureau
The report from the CAB was noted.
Members expressed their gratitude to the CAB’s support of local people during the Coronavirus crisis.
10. Governance Review
RESOLVED: That across all relevant documents in the Governance Review, replace ‘Chairman’ with ‘Chair’ and ‘his/her’ or ‘his’ with ‘their’ or ‘they’ to ensure gender neutrality.
10.1 Grants Policy (Review)
RESOLVED: That the policy is approved
10.2 Standing Orders (Updated for Broadcasting Meetings)
RESOLVED: That the policy is approved but that the following amendments are made and the document returned to Full Council in due course for review:
- Page 79 para 4.4 line 6 add ‘and will consult with the Chair of the forthcoming meeting if the proposed item is considered improper’ between ‘item,’ and ‘however’.
- Page 98 para 20.1 delete ‘11’ and insert ‘10’.
- Page 98 paras 20.2 and 20.3 consequential change required to the ToR of the Personnel Committee.
- Throughout the document, change references of Proper Officer to Town Clerk.
- Review and revise/correct cross references where required
10.3 Volunteers Policy (Updated)
RESOLVED: That the policy is approved
10.4 Retention Policy (Updated)
RESOLVED: That the policy is approved
10.5 Continuity Plan (Updated)
RESOLVED: That the policy is approved
10.6 Allotment Policy (New)
RESOLVED: That the policy is approved
10.7 Communication and Marketing Policy (New)
RESOLVED: That the policy is approved
10.8 Co-Option Policy (New)
RESOLVED: That the policy is approved
10.9 Decision Book (New)
RESOLVED: That the policy is approved
10.10 Lone Working Policy (New)
RESOLVED: That the policy is approved
10.11 Mayor’s Allowance Scheme (New)
RESOLVED: That the policy is approved
10.12 Recording at Meetings Policy (New)
RESOLVED: That the policy is approved but that the following amendment is made:
- Section 4.5, Para 17 – insert ‘in advance’ at the end.
10.13 Training and Development Policy (New)
RESOLVED: That the policy is approved
10.14 Member/officer Protocol (New)
RESOLVED: That the policy is approved
10.15 Complaints Policy (Updated)
RESOLVED: That the policy is approved
10.16 Health & Safety Policy
RESOLVED: That the policy is approved
11. Resource Review
RESOLVED: That the following is approved:
- That the Personnel Committee recommended structure ii. With Additional Events & Communications (providing greater promotion and freeing capacity for further community engagement) is approved
- That the Personnel Committee is delegated to approve the new job description within the new structure and recruit accordingly for the post of Events & Communications Officer/Town Centre Manager
- That the Personnel Committee is to ensure open consultation with current post holders on the review and implementation of amended roles and job descriptions
- That the Personnel Committee is delegated to approve and implement new job descriptions of current post holders
- That the Civic & Administration Officer review is approved and redefined as new post Administration & Governance Manager, 25Hrs per week SCP 26-36 (current post holder to be SCP27)
- That, on completion of the above work, the Personnel Committee reports to council on the final structure and arrangements.
12. Annual Actions & Report
12.1 Schedule of Meetings (Subject to Ongoing Review Through the Year)
Noted
12.2 Committee Membership
RESOLVED: That the committee membership is approved.
12.3 Annual Report (To Be Noted)
Noted
13. 2019/20 Audit
RESOLVED: That the annual audit return and Internal Audit for 2019/20 are approved.
14. Casual Vacancies
14.1 Weston & Ivy Ward
The meeting date for co-option of 29/06/20 was noted
14.2 Central Ward
The advertising of the vacancy was noted
15. Member Items
15.1 Cllr Wilson – Macclesfield to Manchester Cycle Route
RESOLVED:
- That Macclesfield Town Council seeks to establish a project board with Manchester City Council and Stockport Borough Council to connect the disparate cycle routes between Macclesfield and Manchester
- That, subject to a cost review, the installation of solar lighting on the Middlewood Way is progressed by Macclesfield Town Council as per the resolution at the Full Council meeting on 15/07/19
16. Correspondence
None
17. Date, Time and Place of Next Meeting
The date of the next meeting of Macclesfield Town Council is at 7pm on 29th June 2020.
The format/venue to be confirmed subject to C-19 restrictions and related regulations.
Meeting closed at 8.17pm
Chair Cllr Janet Jackson MBE
Clerk Pete Turner