M I N U T E S 

Of the meeting of Lewes Town Council held on

Thursday, 1st September 2011, in the Council Chamber, Town Hall, Lewes at 7:30pm.

NB where a record of voting was requested, this is shown in the table appended to these Minutes.

PRESENT: Councillors: S Catlin (Wischusen); J Daly, A Dean; I Eiloart; M Kent; P Kingham; D Lamport; L F Li, M Milner; R Murray; S Murray; A Price; R Rudkin; J Stockdale (Mayor) and M Turner.
In attendance:     S Brigden (Town Clerk) [TC];  Mrs F Garth (Civic Officer &Asst Town Clerk);  L Symons (Mace Bearer); Mrs C Stocken (C’ttee Admin)
Observing::        Mrs J Dean (Receptionist/Administrator); Mr Samuel Trumm (student visiting from Lewes’s twin town Waldshut-Tiengen)
FC2011/45	The Mayor welcomed the Council’s Chaplain, Rev Phillipp Hamilton-Manon, who led the assembly in a short period of reflection.
FC2011/46	APOLOGIES FOR ABSENCE:  Apologies were received and accepted from Cllr Chartier, who was on holiday; Cllr McCleary, who was attending a job interview in London; and Cllr O’Keeffe, who had a family commitment.
FC2011/47	MEMBERS’ DECLARATIONS OF INTEREST: There were none.
FC2011/48	PUBLIC QUESTION TIME: There were no questions.  Five members of the public were present but no representatives of the press.
FC2011/49	MAYOR’S ANNOUNCEMENTS: i]        The Mayor welcomed Samuel Trumm, who had been on a two-week work experience visit from Lewes’ twin town of Waldshut-Tiengen, in Germany. ii]      The Mayor also welcomed Mr Tim Albright, Lewes District Council’s Environmental Health Manager, who was to give a presentation on Bonfire crowd control; and Mr John Webber, the Chairman of Lewes Town Partnership, who would speak regarding funding of the Partnership. iii]    Members were advised of a request from the Chairman of Lewes District Council’s Scrutiny Committee for assistance in engaging with the community, especially in suggesting local issues that could be discussed by the Scrutiny Committee.  iv]    The Mayor reminded Members that the annual Allotments Show was to be held on Sunday, 18th September 2011 from 2pm to 4pm in the Corn Exchange.  v]      The Mayor reported on the recent civic visit to Waldshut for the annual Chilbi celebrations (town festival).  He followed the long-standing custom for the Mayor of Lewes to “tap” the first barrel of beer from Walshut’s local brewery to start the festival.  The weekend had also included visits to a bio-gas generation plant at a local farm, a large and sophisticated community-owned photo-voltaic panel array built on redundant quarry workings; a flour mill and two micro-distilleries producing high-quality schnapps and liqueurs.  The official party had also been privileged to attend a parade at the town’s memorial for those who had died in war.  A small group from Waldshut-Tiengen would be visiting Lewes for the 2011 Bonfire celebrations.
FC2011/50	MINUTES: The Minutes of the meeting held on 21 July 2011 were received and signed as an accurate record.
FC2011/51	CROWD SAFETY AT BONFIRE CELEBRATIONS:  Mr Albright, substituting for the Head of Environmental Services, sought the continuance of the joint funding for professional stewarding at key pressure points on the 5th November celebrations.  Mr Albright reminded Members how the scheme had been introduced in 2010, allowing the Police to act responsively, and reported that it was generally considered to have worked very well.  The previous year’s funding had been jointly raised from the Town and District Councils and Sussex Police Authority and it was hoped to repeat that for 2011.  There was an underlying principle that the Bonfire Societies would be encouraged to make contributions, and talks continued throughout the year to effect a fairer distribution of the expenses of the night.  The contractor from 2010, Brighton-based Select Security, had won the contract again and this was welcomed.  The contribution being sought from Lewes Town Council for the 2011 celebrations was £3,500, slightly less than for 2010. Following a short debate it was resolved that: FC/2011/51.1 Lewes Town Council agrees to contribute a maximum of £3,500, drawn from the General Fund, toward the cost of marshalling by specialist contractors engaged by Lewes District Council for Lewes Bonfire celebrations on 5th November 2011.
FC2011/52	WORKING PARTIES AND OUTSIDE BODIES: Members were reminded that anyone who may have attended a meeting of any recognized outside body which had covered issues that deserved attention by the Council, should ensure that TC was aware of this before the meeting, and preferably before the agenda deadline.  Reports on all activities of the organization were not expected. i]    Lewes Town Partnership: Mr John Webber, Chairman of the Town Partnership, explained how the partnership came into being and gave a brief history of its activities and funding, which had been supported to date by the Town Council.  Mr Webber asked that the Town Council continue to bear the costs of the Partnership’s Development Officer for one day a week at a gross cost of £7,000 per annum for the remainder of the Council’s term of office, i.e. until 2015.     Following questions and a short discussion, it was resolved that: FC/2011/52.1 The Town Council will contribute to Lewes Town Partnership the sum of £7,000 per annum for the employment of a Development Officer for each of the financial years 2011/12 and 2012/13; with a review in 2012/13 to decide upon possible continuation for 2013/14 and 2014/15. ii]    Traffic Issues Working Party 26th July 2011: The Minutes of this meeting (copy in minute book) were received and noted. Cllr Milner, as Chairman of the Working Party, elaborated upon certain points of discussion, notably proposed discussions with stakeholders regarding a 20mph limit within the town, and the request to East Sussex County Council (ESCC) to expedite the design and installation of the two pedestrian crossings that the Town Council had previously agreed to fund.  iii]   Finance Review Working Party 27th July 2011: The Minutes of this meeting (copy in minute book) were received and noted.  Members read that the recommendations included one that the All Saints Steering Group should be asked to meet and assess any potential for a reduction in the current service cost. This had already taken-place, and the Minutes and recommendations of the All Saints Steering meeting held on 17th August 2011 were to be considered later on the agenda.  Also recommended was a review of the membership and remit of the Audit & Governance Panel. This recommendation was accepted and there was a brief discussion regarding potential for  conflicts arising through membership of both the Finance Review Working Party, which would contribute to policy, and the Audit & Governance Panel, which existed to monitor and investigate.  Following a short discussion, it was resolved that:- FC/2011/52.2 The Finance Review Working Party membership be confirmed as at present ie Councillors Chartier, Daly, Dean, Eiloart, S Murray, OKeeffe, Rudkin, and Turner. FC/2011/52.3 The Audit & Governance Panel membership be revised to constitute Councillors Catlin (Wischusen); Kingham,; Li; Milner, and Stockdale. FC/2011/52.4 The Audit & Governance Panel is asked to meet at least 3 times per year, at a practical time following the ends of the 2nd, 3rd, and final financial quarters, with a remit to monitor treasury management and budgets. The Panel will retain its current role in corporate governance, acting as a public complaints review panel should the need arise. iv]   Civic Award Working Party 15th August 2011: The Minutes of this meeting (copy in minute book) were received and noted. Following a short discussion on the costs and merits of the scheme, including the potential for a sponsoring organization, it was resolved that:- FC/2011/52.4 A Civic Awards scheme be inaugurated, following the model described in minute CASWP2011/06 of the Civic Award Working Party meeting of 15th August 2011, and financed in its first year from the General Fund. v]    Youthbank Grant scheme Working Party 15th August 2011: The Minutes of this meeting (copy in minute book) were received and noted. Cllr R Murray, as Chairman of the Working Party, reported that local schools were being contacted regarding the scheme through September and October, and it was hoped that the young people who would form the grants panel would be selected and trained by Christmas 2011.  It was announced that ESCC had, that day, confirmed its contribution of £1,500 to augment the £4,000 fund agreed by the Town Council. There was some discussion regarding the scheme’s proposed administration, and it was noted that the Town Council’s money would only be released under a formal agreement, and that the Council would reserve the right of final veto in the same way as its own grants were agreed.  It was anticipated that the youth panellists would mirror the Council’s own scheme and attend meetings at which their recommendations were considered. Following a short discussion, it was resolved that:- FC/2011/52.4 A Lewes Town YouthBank grant scheme be inaugurated, following the model described in minute YBSWP2011/06 of the Youthbank Grant scheme Working Party meeting of 15th August 2011, and financed in its first year in the sum of £4,000, as previously agreed by Council on 21st July 2011 (Minute FC2011/40.1 refers). vi]   All Saints Steering Group 17th August 2011: The Minutes of this meeting (copy in minute book) were received and noted.    Following a short discussion, it was resolved that:- FC/2011/52.5 Councillor Dr M Turner and Councillor M Milner be appointed to the All Saints Steering Group. FC/2011/52.3 The All Saints Steering Group are asked to develop further their investigations into the potential to reduce the cost of the All Saints Centre.  vii]  Appointment of member to Lewes Railway Land Wildlife Trust: Members were advised that one appointment to the Wildlife Trust had been left vacant at the beginning of the municipal year, and that Cllr Lamport had volunteered to fill the vacancy. Following a very short discussion, it was resolved that:- FC/2011/52.3 Councillor D Lamport be nominated to serve on the Lewes Railway Land Wildlife Trust.
FC2011/53	consultations: Members were advised that, following approval of the strategy element of East Sussex County Council’s Local Transport Plan 2011-2016 (LTP) in May 2011, the County Council were carrying out a consultation exercise on the draft LTP for eight weeks from 30th August to 25th October 2011.  Members were also advised that several half-day workshops were being planned during the consultation period and that details would be circulated to all Members as and when these were received.  Cllr Milner volunteered to act as “progress chaser” and Members were urged to forward comments to him, or direct to the Town Clerk, by Monday, 17th October 2011.
FC2011/54	councillor “drop-in” surgeries:  Members considered a motion (NOM013/2011) (copy in minute book) proposing changes to the Councillor “drop-in” surgeries which were currently held on the second Monday of the month at the Town Hall.  Following a short debate it was resolved that:- FC/2011/54.1 A Communications Working Party be set up, under the Chairmanship of the Lead Member for Communications, to discuss the days and locations of Councillor “drop-in” surgeries and matters of public engagement with the Council.  FC/2011/54.2 Councillors Dean, Eiloart, Kent, Milner, R Murray, S Murray and Turner be appointed to serve on the Communications Working Party.
FC2011/55	PROMOTION OF “LIVING WAGE”: Councillors discussed a motion (NOM014/2011) (copy in Minute Book) proposing that the Town Council promote the idea of a minimum “living wage” of £7.20 per hour to all employers within Lewes. This had been defined as appropriate for employees working outside London in studies carried-out by the Living Wage Foundation (www.livingwage.org.uk ). There was sympathy for the levels of poverty described although some concern over the remit of a parish council in such an issue. A debate ensued; concerning the ramifications of moving away from national standards, both in general terms of a minimum wage and with regard to the Council’s own adoption of nationally-agreed terms for local government pay and conditions of employment. Following  this it was resolved that:- FC/2011/55.1 The Personnel Panel be convened and asked to consider the implications of paying employees of Lewes Town Council a minimum of £7.20 per hour, if it is a higher amount than they are currently paid. FC/2011/55.2 The motions (NM014/2011 items 1and 3) to create a working group to consult local employers and to promote a £7.20 per hour minimum wage, be deferred pending the outcome of the Personnel Panel’s investigation into the Council’s own position.
FC2011/56	UPDATE ON MATTERS IN PROGRESS: Members were advised: a)      Annual audit 2010/11: The audit had been concluded and the Council’s annual return signed by the government-appointed external auditors with no comments or matters arising. The website had been updated, and requisite statutory notices posted.  b)      Further to recent reports, the Town Clerk had met with the prospective Internal Auditor and, was awaiting a quotation for the service to be provided.  A report would be made to Council recommending his appointment.  It was agreed that the Lead Member for Finance & Policy would meet with the Town Clerk and the auditor prior to this.  c)      Paddock Road Wall: Work on the collapsed section was scheduled to start on 12th September and the structural engineer’s design for the footings of the remainder of the wall, was being prepared.  A Conservation Consent application was in hand.     d)       Government “Scrappage Scheme” for digital microphones in the Town Hall: The first part-payment had been received for the traded-in equipment.  e)       Grit Bin Grants:  Two local residents’ groups, from Barn Close and Clare Road, had received their grants.  f)        Precinct Furniture: The Town Ranger had almost completed the refurbishment of the tree benches from the pedestrian precinct and these would be reinstalled shortly.
FC2011/57	NOTICE OF ITEMS IN PROSPECT:  Members were advised of the following events:- a)    A report would be prepared on the appointment of a new Internal Auditor. b)    The Information Commissioners Office was presently debating the status of Parish Councillors regarding the need for individual registration to cover their ward activities.  A report would be prepared to assist Members. c)    A further meeting regarding devolution from Lewes District Council to the Town Council was likely to take place in early October.  A report would follow.  d)    The next planned Councillors’ “drop-in” surgery was programmed for Monday, 12th September with Councillor Dean having volunteered to attend.  Councillor S Murray volunteered for the surgery on 10th October and Cllr Daly for the 14th November.  e)    Planning Committee – the next meetings would be Tuesday, 6th September 2011 and Tuesday, 27th September 2011, both at 7pm in the Yarrow Room. f)    The Youth Sports Award Working Party would assess the nominations for awards in late September.  Nominations received included a badminton team, four individual table tennis players, a Landport football team and a nine-year-old world champion in Tae-kwon-do. g)    The Malling Community Centre questionnaire analysis was with the chairman of the Malling Community Association and a meeting of the liaison group was expected in late September.  266 questionnaires had been returned in total, representing over 13% of those printed – a very significant level of response. h)    The next meeting of Council would be on Thursday, 6th October 2011 at 7:30pm in the Council Chamber, with the deadline for submission to the Town Clerk of proposed items for the agenda being 12 noon on Monday, 26th September.        Note: this meeting was to be preceded, at 6:45pm, by a brief reception and presentation of the Council’s Quality Parish certificate by the Earl of Lytton, President of the Sussex & Surrey Associations of Local Councils. i)     The next financial grants application deadline was Friday 16th September 2011.  Members were asked to remind any organizations they believed were planning to submit an application.  The Grants Panel would meet on Wednesday, 28th September 2011 at 4pm (earlier than usual, by agreement with the panellists). j)     The Town Clerk apologized for delays in delivery to some members, of the agenda for this Council meeting.  He reminded that the complete agenda was available on the website before postal copies were despatched.  k)    Following a query from Cllr Catlin, it was noted that debris would be removed shortly from the ancient gateway adjacent to All Saints Centre.
There being no further business the Mayor closed the meeting and invited all present to join him in the Mayor’s Parlour.                                                                            The meeting ended at 9: 50 pm