HOLNE PARISH COUNCIL
The Regular Monthly Meeting of Holne Parish Council will be held on Wednesday 1 March 2006 in Holne Village Hall
The Meeting will begin after the public forum at 7:30 pm. This will be attended by Messrs M Hamilton and R Haffron, Customer Liaison Officers for Balfour Beatty Plc who will talk about the work in the parish recently completed and future work on behalf of South West Water, and will answer questions and complaints on this.
AGENDA
- Apologies for absence
- To consider, amend as agreed by the Council and approve the minutes of the meeting of 1 February 2006
- To co-opt a Councillor to fill the casual vacancy caused by the resignation of Mr John Iles, no election having been requested. To report that Cllr Pamela Melville has resigned from the Council and that a notice of Casual Vacancy was posted on village notice boards with a due date for request of an election of 20 March 2006. To arrange for the newly co-opted Councillor to sign a Declaration of Acceptance of Office and to take his seat on the Council.
- Declarations of Interest: Members are invited to declare any personal or prejudicial interest relating to any agenda item at this stage in the meeting, but may do so also at any time during the meeting, if they become aware they may have such an interest in a subject being discussed.
- Planning matters including any applications received in time for the meeting : None to date
- To hear the Clerk's financial report & to approve the following payments:
- Mrs J M Radford salary for January-March inclusive £200.00
- Mrs J M Radford expenses for the same period:
Internet access at £10 per month - £30,
Telephone: £11.65 (VAT £1.73)
Home use for 2005/6 £96 (minute 0503.04) £137.65 - Mr P Owen for flailing hedges in Play Park (no invoice yet)
- To discuss the Council's budget for next year and to make any alterations necessary, if agreed, to achieve boosting the Council's reserves (an updated Receipts & Payments account for 2005/6 will be available at the meeting).
- To rescind, at the request of the Monitoring Officer, Minute 0511.10, and, if agreed, to discuss the subject again and make any resolution approved by the Council. (It should be noted that the resolution agreed under this Minute was passed to DNPA when responding to the Local Development Framework Core Strategy Consultation, so any change to the resolution will need to be agreed to be forwarded to DNPA)
- To discuss the Council's response to DNPA Local Development Framework Statement of Community Involvement (in Circulation File and Minute 0602.11 refers)
- To adopt a complaints procedure for Holne (model complaints procedure attached to this Agenda).
- To hear a report from the Housing Needs Advisory Committee and to make any resolutions necessary as a result of this (resolutions that require notice through the Agenda may have to be made at the next meeting of the Council.) To confirm the Council's approval that the Committee be known as the Housing Needs Advisory Committee (having been known as Housing Needs Committee to date, although it was constituted from the start as an advisory committee of the Council.)
- To discuss what the Council may do to improve Broadband provision in the Parish and to approve a proposal to invite a representative of BT to attend the Annual Parish Meeting to talk about this.
- To discuss a request made at the February meeting that the Council discuss the campaign by CPRE to establish "quiet lanes" in the countryside with speed limits of 20 mph and priority for pedestrians, horse riders and unmotorised vehicles and to make any resolution agreed as a result of this discussion.
- To discuss whether the Council wishes to make any nominations for Sport South Hams Awards for 2005 (Young, Disabled, Team and Behind the Scenes categories): nominations needed by 17 March.
- Clerk's or Councillors' reports on matters authorised by the Council at previous meetings not otherwise on this Agenda: Youth facilities in the parish (Cllr Simpson)
- Correspondence not otherwise listed on this Agenda for information or inclusion in the Agenda of the next meeting: South Hams Local Development Framework consultation (for individual comment by 14 March); DAPC re nominations for Royal Garden Party ballot and future course details; South Hams Sustainabiltiy Group "Light Pollution Event" 28 March; Devon CC re Road Closures; Standards Board and S Hams DC re failure to declare interest incident; DNPA re delegation in Development Control;
- Chairman's Urgent Business Items for action by the Clerk if covered by delegated powers or for inclusion on the Agenda of the next meeting
All Members are summoned to attend Joanna Radford, Clerk , 24 March 2006
Holne Parish Council, Hannaford Old House, Poundsgate, TQ13 7NX, Tel: 01364631287
ADVICE NOTE AG14/2003 MODEL COMPLAINTS PROCEDURE
The following text forms the basis for a model complaints procedure which can be adopted by a Parish Council.
1. This Policy sets out procedures for dealing with any complaints that anyone may have
about the ****** Council's administration and procedures . It applies to the ******
Council's employees. Councillors are covered by Code of Conduct adopted by the
Council on ****** 2002. Complaints against policy decisions made by the Council shall
be referred back to Council [but note paragraph ****** of the Council's Standing Orders
which says that issues shall not be re-opened for six months].
2. If a complaint about procedures or administration as practised by the Council's
employees is notified orally to a Councillor or the Clerk to the Council, they should seek
to satisfy the complaint fully. If that fails, the complainant should be asked to put the
complaint in writing to the Clerk to the Council and be assured that it will be dealt with
promptly after receipt.
3. If the complainant prefers not to put the complaint to the Clerk to the Council he or she
should be advised to put it to the Chairman of Council/Mayor.
4. (a) On receipt of a written complaint the Chairman of Council/Mayor or the Clerk to the
Council ( except where the complainant is about his or her own actions) , shall try to settle
the complaint directly with the complainant. This shall not be done without first notifying
the person complained against and giving him or her an opportunity to comment. Efforts
should be made to attempt to settle the complaint at this stage.
(b) Where the Clerk to the Council or the Chairman of Council/Mayor receives a written
complaint about the Clerk to the Council's own actions, he or she shall refer the
complaint to the Chairman of Council/Mayor. The Clerk to the Council shall be notified
and given an opportunity to comment.
5. The Clerk to the Council or Chairman of Council/Mayor shall report to the next meeting
of the Council any written complaint disposed of by direct action with the complainant.
6. The Clerk to the Council or Chairman of Council/Mayor shall bring any written
complaint that has not been settled to the next meeting of the Council. The Clerk to the
Council shall notify the complainant of the date on which the complaint will be
considered and the complainant shall be offered an opportunity to explain the complaint
orally. (Unless such a matter may be related to Grievance, Disciplinary or Standard Board
proceedings that are taking, or likely to take place when such a hearing may prejudice
those hearings when the complaint will have to be heard under Exempt Business to
exclude any member of the public or the press, or deferred on appropriate advice
received).
7. The Council shall consider whether the circumstances attending any complaint warrant
the matter being discussed in the absence of the press and public but any decision on a
complaint shall be announced at the Council meeting in public.
8. As soon as may be after the decision has been made it and the nature of any action to be
taken shall be communicated in writing to the complainant.
9. A Council shall defer dealing with any written complaint only if it is of the opinion that
issues of law or practice arise on which advice is necessary. The complaint shall be dealt
with at the next meeting after the advice has been received.
SLCC . 2003 Not to be reproduced without permission
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