matlock in bloom terms of reference - Matlock Town Council

Mayor 2011-2012
Councillor Barry Hopkinson
01629 583562
Imperial Rooms
Imperial Road
Matlock
Derbyshire DE4 3NL
Telephone 01629 583042
Email townclerk@matlock.gov.uk
Website www.matlock.gov.uk
107/2012
Town Clerk
Susan Smith
Minutes of a meeting of Matlock Town Council held on Monday 16 April 2012 at 7.00 pm in the
Imperial Rooms.
Present: Cllr B Hopkinson, in the Chair
Councillors: Mrs S Burfoot, D Barker, P Wildgoose, G Stevens, B Tipping,
Mrs A Elliott, D Jones, S Flitter
In Attendance: Susan Smith (Town Clerk)
109/12 APOLOGIES
Cllrs: S Cowley, C Woodward, (both personal commitments)
110/12 VARIATION OF ORDER OF BUSINESS
Agenda item 11, - Solar Panels to be moved into Confidential
111/12 DECLARATIONS OF INTEREST - None
The meeting was adjourned to allow members of the public to speak.
112/12 a) PUBLIC SPEAKING - None
b) POLICE MATTERS - None
c) REPRESENTATIONS OR EVIDENCE FROM MEMBERS DECLARING A
PREJUDICIAL INTEREST - None
The meeting was re-opened.
113/12 MAYOR’S ANNOUNCEMENTS
18 March 2012 Matlock Civic Service at Matlock Methodist & United Reform Church,
Bank Road, Matlock
A Charity Auction is to take place on 18 April 2012 at Masson Mill, Matlock Bath, in aid of
the Mayors’ Charities. All welcome. Contact the office or the Mayor for admission tickets.
114/12 MINUTES OF THE LAST MEETING
To approve the minutes of the meeting of Matlock Town Council held on
Monday 2 April 2012
Resolved to approve the minutes of the meeting of Matlock Town Council held on
Monday 2 April 2012. The Chair to sign the minutes.
115/12 TO RECEIVE THE UNAPPROVED MINUTES OF THE FINANCE AND AUDIT
COMMITTEE MEETING HELD ON MONDAY 2 APRIL 2012- appendix 1
Resolved to receive the unapproved minutes of the Finance and Audit Committee
Meeting held on Monday 2 April 2012.
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g-MinutesMtg160412
108/2011
116/12 TO APPROVE THE RECOMMENDATIONS OF THE FINANCE AND AUDIT
COMMITTEE MEETING HELD ON MONDAY 2 APRIL 2012
Resolved to approve the recommendations of the Finance and Audit Committee
meeting held on Monday 2 April 2012, as below
1 To approve the invoices due for payment
2 To approve the bank reconciliation report
3 To approve the monthly accounts against budget
4 To change the reports given to both Council and the F&A Committee to show the exact
position at the date of printing within a balance sheet. The document to show reserves
and vat and state current guidelines to enable Council members to make a more
informed decision when deciding on expenditure and budget.
117/12 TO RECEIVE THE UNAPPROVED NOTES OF THE COMMUNITY COMMITTEE
MEETING HELD ON WEDNESDAY 28 MARCH 2012- appendix 2
Resolved to receive the unapproved notes of the Community Committee meeting
held on Wednesday 28 March 2012
118/12 TO APPROVE THE RECOMMENDATIONS OF THE COMMUNITY COMMITTEE
MEETING HELD ON WEDNESDAY 28 MARCH 2012
1 That the action points referred to in the notes of the meeting be noted.
2 That the Community Working Party continues to work with Community Groups and
individuals, identifying projects and resolving concerns as necessary
3 The Clerk to submit requests for funding and Council involvement as separate items on
the full Council agenda for discussion, prior to costs being incurred.
119/12 MATLOCK IN BLOOM COMMITTEE
Discussion as to the way forward (terms of reference – appendix 3)
Resolved that the Council agrees, in principle, to the Committee becoming a
separate group from the Council.
The MIB group to discuss the consequences of becoming an independent group at
their next meeting. The Clerk to explain what support would be available from
Town Council staff in order that members of the group can make an informed
decision.
The outcome of the meeting be reported to Council in the usual manner.
120/12 PUBLIC FOOTPATH DIVERSION ORDER 2012 – appendix 4
Diversion of footpath 87 (part). Representations to be received by 26 April 2012.
Resolved that there is no objection to the proposal.
121/12 RATIFICATION OF EXPENDITURE:
Installation of fence by Wildlife Plot on Well Field Allotments – cost £354.25 incl.vat
Resolved that the expenditure be ratified
122/12 TO NOTE THE LIST OF CORRESPONDENCE RECEIVED – appendix 5
Resolved that the list of correspondence received be noted
123/12 CONFIDENTIAL MOTION
In view of the confidential nature of the business to be transacted members of the press
and public be asked to leave the meeting.
Resolved that in view of the confidential nature of the business to be transacted
members of the press and public be asked to leave.
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109/2011
124/12 THE FOLLOWING ITEMS WERE CONSIDERED UNDER CONFIDENTIAL SESSION:
a SOLAR PANELS – Report on the current position
Resolved that the Clerk seeks another quotation and advice regarding
insurance, warranty, electricity supplier, any additional equipment required,
structural survey and any other costs.
Information to be supplied to Council by the last meeting in May.
(The Clerk advised that because of the current office workload, other existing
deadlines would not be able to be met if this date was set.)
The deadline was revised for the information to be supplied at the first
meeting in July.
b MATLOCK TOWN COUNCIL WEBSITE REFURBISHMENT
To consider tender documents received – to be supplied at meeting
Resolved to accept the quotation from SquareChilli for the refurbishment of
the Town Council website. Total cost £5,000 +vat
c BAKEWELL ROAD DEVELOPMENTS
Further to the presentation by Mike Hase of Derbyshire Dales District Council to
the Town Council on 2 April 2012
Resolved that a letter be written to Derbyshire Dales District Council stating
the points made in the following motion. Mike Hase, Planning Policy
Manager, DDDC to be invited back to speak to the Council.
The Town Council notes that there are significant differences between the various
possible schemes that have been proposed by possible development partners for
the Bakewell Road and Imperial Road sites.
The Town Council believes, on the basis of the information that has been
presented to the Town Council by the District Council, that none of the schemes
that have been proposed adequately satisfies the Matlock Town Centre SPD (Nov
2008).
The Town Council requests that, before any selection of development partner is
made by the DDDC, the public of Matlock should be asked to give their view on
the various shortlisted schemes, and the public’s view must be given influence in
the decision making, including on whether any of the proposals satisfies the SPD
sufficiently for it to be permitted.
(The Clerk asked if Council members would be willing to receive meeting papers by email due to
the postage stamp increase. Members agreed. Ratification to take place at the next meeting).
The meeting closed at 8.45pm
Susan Smith, Town Clerk
Chairman: …………………………………………. Date: ……………………..
3

Mayor 2011-2012
Councillor Barry Hopkinson
01629 56822
MEETING OF: FINANCE AND AUDIT
DATE: MONDAY 2 APRIL 2012
PRESENT: Chair: Cllr David Barker
Cllrs: Barrie Tipping and David Jones
Susan Smith (Town Clerk) and Amanda Wilson (RFO)
APOLOGIES: Cllr Scott Cowley (Personal Commitments)
VARIATION OF ORDER OF BUSINESS: None
DECLARATIONS OF INTEREST: None
PUBLIC SPEAKING: None
110/2011
APPENDIX 1
MINUTES OF THE LAST MEETING
To approve the minutes of the meeting of the F&A Committee held on Monday 5 March 2012.
Resolved: to approve the minutes of the meeting of the Finance and Audit Committee
held on Monday 5 March 2012
REVIEW OF INVOICES DUE FOR PAYMENT – as supplied with Council minutes
To be checked against minute number and budget code
Resolved: to approve the invoices due for payment
REVIEW OF BANK RECONCILIATION REPORT - as supplied by email, hard copy
supplied.
Resolved: to approve the bank reconciliation report
REVIEW OF MONTHLY ACCOUNTS AGAINST BUDGET – as supplied by email, hard
copy supplied - To monitor the accounts monthly by means of the flexed budget report
Resolved: to approve the monthly accounts against budget
RESERVES POLICY - To consider a policy which will incorporate the Councils plans with
regards to the treatment of reserves and their accumulation.
Following a lengthy discussion it was resolved: to change the reports given to both
Council and the F&A Committee to show the exact position at the date of printing,
within a balance sheet. The document would show reserves and vat and state
current guidelines to enable Council members to make a more informed decision
when deciding on expenditure and budget.
RECOMMENDATIONS TO COUNCIL:
That the above recommendations be approved
Imperial Rooms
Imperial Road
Matlock
Derbyshire DE4 3NL
Telephone 01629 583042
Email townclerk@matlock.gov.uk
Website www.matlock.gov.uk
MEETING OPENED: 6.00pm MEETING CLOSED: 6.53pm
DATE OF NEXT MEETING: 2 JULY 2012
Town Clerk
Susan Smith

Mayor 2011-2012
Councillor Barry Hopkinson
01629 583562
MEETING OF: COMMUNITY WORKING PARTY
DATE: WEDNESDAY 28 MARCH 2012
PRESENT
CHAIR: Cllr David Barker
(Matlock Town Council and
Derbyshire Dales District
Council)
Jo Stanistreet (Groundwork
Derby and Derbyshire)
Colin Turnbull (Derwent Valley
Lions)
APOLOGIES
Cllr Barrie Tipping (Matlock
Town Council and Derbyshire
Dales District Council)
Jacquie Stevens (Matlock
Business Group)
VARIATION OF ORDER OF
BUSINESS
Cllr Steve Flitter (left 8pm)
(Matlock Town Council,
Derbyshire Dales District
Council and Derbyshire County
Council)
Jo Gregory (Matlock Civic
Association)
Amanda Wilson (Clerk for
meeting)
Ken Parker (Matlock Civic
Association)
Caroline Newton (All Saints
Junior School)
111/2011
APPENDIX 2
Cllr Sue Burfoot (Matlock Town
Council and Derbyshire Dales
District Council)
Phil Pegg (Matlock Rotary Club)
Cllr Geoff Stevens (Matlock
Town Council and Derbyshire
Dales District Council)
Catherine Rawas (Community
Development Officer)
DECLARATIONS OF INTEREST: PUBLIC SPEAKING:
None None None
MINUTES OF THE LAST
MEETING
THE QUEENS 2012 DIAMOND
JUBILEE
Noted
Imperial Rooms
Imperial Road
Matlock
Derbyshire DE4 3NL
Telephone 01629 583042
Email townclerk@matlock.gov.uk
Website www.matlock.gov.uk
ITEMS DISCUSSED:
Party in the Park:
Second band to play in the park – in progress
Alternating the bands throughout the afternoon was
Town Clerk
Susan Smith
CR

suggested
Band for younger people
Poster/advert inviting everybody to the park and join
in with the celebrations
Royal Quiz – answering questions on the 60 years of
the Queens Diamond Jubilee and making Jubilee
crafts
Easter eggs hunt and craft making is taking place on
Wednesday 4 th April – making hanging baskets,
containers and flower pots in blue, white and red to
give as a prize for the Royal Quiz
Age UK funding application has been applied for to
get older people involved with activities
Face painting – parent from All Saints Junior School
Thomas Pickford – Chairman of Highfields School
Parliament to be invited to the next meeting to
discuss their involvement
One small children’s ride has been provided for the
Monday – would like clarification of the ride charges
and positioning
Speak to the Matlock Mercury on a follow up advert
to the letter that was written by David Barker
Stewarding, PA and risk assessment to be undertaken
for the event
Radio Derby invited to broadcast in the park – will
confirm soon
RIBER BEACON Gas jet would be safer to use and last longer –
Derwent Valley Lions would supervise
Vegetation around the beacon which the developer
agreed to fell and make safe. There is also an offer of
some replacement saplings should they be required.
Funding is being sought for this project
Twiggs originally sponsored the beacon and it would
be nice if they would do so again.
The beacon lighting is not a public event but can be
seen from Hall Leys Park.
CR
CR
CR
GW
GW
CN
DB
112/2011
MTC
MTC/MRC
MCA
DVL
IW
SF

OTHER ACTIVITIES None
PROGRESS ON PROJECTS Matlock Civic Association updates:
RECOMMENDATIONS TO COUNCIL:
1. That the above action points be NOTED
Ashton Tree project is still on going
Tree & seat at post office – a metal tree has been
suggested as an alternative as no support has been
forthcoming from any Council for the previous
scheme. MCA could organise the funding but would
need support from MTC. Could mark the Jubilee.
Fountain/Sculpture – water does not appear to be
acceptable, but a sculpture could incorporate
‘internal plumbing’ so that it could be left dry until
such time as agreement can be reached on including
the water.
2. That the Community Working Party continues to work with Community groups and
individuals, identifying projects and resolving concerns as necessary.
113/2011
3. The Clerk to submit requests for funding and Council involvement as separate items on the
full Council agenda for discussion, prior to costs being incurred.
MEETING OPENED: 7.30pm MEETING CLOSED: 8.20pm
DATE OF NEXT MEETING:
Wednesday 18 April 2012, 7pm
Imperial Rooms, Small Hall

MATLOCK IN BLOOM
TERMS OF REFERENCE
The Working Party is responsible to the Council and has the following remit:
1
2
3
4
MEMBERSHIP
QUORUM
VOTING
MEETINGS
The Working Party will consist of 4 members of the
Council and members of the public. The Chairperson
should be elected at the first meeting of the Committee,
prior to any business being transacted and will hold
office until the next Annual Meeting of the Council.
The Council Chairman and Vice-Chairman ex-officio
shall be voting members.
114/2011
APPENDIX 3
Non-members of the Working Party may attend meeting,
but shall not vote.
The quorum shall be a minimum of 2 voting members
Members shall vote by show of hands, or if at least two
members so request, by recorded vote.
The Chairman shall in the case of an equality of votes,
have a second or casting vote.
A non-member of the working party may propose a
resolution and explain his resolutions, but may not vote.
Meetings shall be held at least quarterly.
The public and press shall be admitted to all meetings of
the Working Party, which may, however, temporarily
exclude the public by means of a resolution.
Confidential Business: No member of the working
party shall disclose to any person not a member of the
Council any business declared to be confidential by the
Committee. Any member doing so shall be removed
from the Working Party by the Council.

5
6
7
7
FUNCTION
DELEGATED POWERS
REPORTING TO COUNCIL
REVISION
To provide a method of liaison between the Town
Council and members of the public in order to work
towards a viable East Midlands In Bloom entry for the
Town.
The Working Party has no delegated powers.
115/2011
Notes of the meeting will be presented to Council on the
first Monday of the month.
A pro-forma containing recommendations by the
Working Party will be presented to Council along with
the Minutes should the Committee wish to draw any
matter to the attention of the Council.
A review of Working Party membership and its duties
will be taken annually, in May.

116/2011
APPENDIX 4

117/2011

118/2011

119/2011

120/2011

121/2011

FORTHCOMING MEETINGS
WHAT WHERE WHEN NOTES:
Local Councils
Advisory Services
122/2011
APPENDIX 5
Various locations Various dates Focus on: Lone working
and Winter maintenance
Cost: 1 place free, further
guests £30.00 + vat
DERBYSHIRE ASSOCIATION OF LOCAL COUNCILS - CIRCULARS
Circular No 16-2012 National Planning Policy Framework - Unfair Dismissal Changes -
VAT for Memorials - Future Homes
LETTERS RECEIVED
ITEM DATE CORRESPONDENT SUBJECT
1 30/03/12 Action for Market Towns AMT Member briefing: Portas and
NPPF
2 30/03/12 Lloyds Banking Group Annual general meeting notification
3 04/04/12 DCC, Pensions Local Government Association
Annual Update – March 2012
4 05/04/12 DVLCRP Minutes of the Partnership Meeting of
13/03/2012
5 05/04/12 Centrica Annual general meeting notification
EMAILS SENT TO COUNCIL MEMBERS
DATE CORRESPONDENT SUBJECT
02/04/12 Action for Market Towns e-Newsletter
03/04/12 DCC, Corporate Resources Charity Proms Concert invitation to all Cllrs
04/04/12 DCC Emergency Temporary Road Closure,
Lumsdale, Matlock
04/04/12 DCC Emergency Temporary Road Closure,
Cavendish Road, Matlock
04/04/12 DCC Temporary Road Closure, various roads in
the Derbyshire Dales (Old English Road,
Matlock)