The Sub-Committee is invited to discuss the preparatory work now required in advance of the Crewe Parish Council elections on 4th April 2013.
Linda Davenport from the Cheshire Association of Local Councils (ChALC) will be in attendance for this item, as ChALC have kindly offered to assist the Council with the work required in this respect.
Issues for discussion / consideration include:
a) Arrangements for Seminar(s) for prospective candidates (suggested to take place in early February).
b) Consideration of appointment of an Interim Parish Clerk
c) Transfer of assets from Cheshire East Council – Allotments / Public Conveniences at Lyceum Square
d) Transfer of assets and obligations from the Charter Trustees
e) Arrangements for the annual meeting of the Crewe Parish Council in 2013 (no later than 14 days after the day on which the councillors elected to the new parish council take office).
Minutes:
The Sub-Committee discussed the preparatory work required in advance of the Crewe Parish Council elections on 4th April 2013.
Linda Davenport from the Cheshire Association of Local Councils (ChALC) was in attendance to assist the Sub-Committee.
The following issues were considered:
a) Arrangements for Seminar(s) for prospective candidates. This had been done for the Wilmslow Community Governance Review. It would include information on how to stand for election. Two dates were proposed in early February to fit in with the elections timetable:
Wednesday, 13th February (evening)
Friday, 15th February (afternoon)
There were suitable meetings rooms available in the Municipal Buildings. A draft programme would be produced and the events would be advertised by public notice and a press release.
RESOLVED
That the seminars be approved and the officers draw up a programme and arrange suitable publicity.
b) Consideration of appointment of an Interim Parish Clerk
At about this stage with the Wilmslow Review, the Interim Parish Clerks were appointed with the assistance of ChALC.
The officers would canvass experienced town and parish clerks with a view to appointing an interim parish clerk. The interim clerk would remain in post until the new parish council had appointed a permanent clerk, usually about six months.
The interim parish clerk would be funded from the budget approved for the first year of the parish council. It was agreed that the clerk should be appointed from February 2013 to allow two months before the elections. The temporary clerk would continue to be employed by the council for which they already worked but would accrue hours which would be paid by the Parish Council after April, in the same way as the arrangements for an interim clerk had worked for the Wilmslow Review. The parish council at its first meeting would be asked to take responsibility for the interim clerk.
RESOLVED
That the officers make arrangements for the appointment of an Interim Parish Clerk on the basis discussed, seeking expressions of interest from across Cheshire, and the selection and appointment of the Clerk be made by the Sub-Committee at a meeting convened for that purpose.
c) Transfer of assets from Cheshire East Council – Allotments / Public Conveniences at Lyceum Square
It was proposed that Cheshire East Council continue to maintain the toilets in Lyceum Square for three months from 1st April 2013. The relevant officers were working to ensure that the assets transfer notice would be completed on time and that any TUPE-related issues had been addressed.
RESOLVED
That a meeting be arranged in early January between the Chairman and the officers working on asset transfers.
d) Transfer of assets and obligations from the Charter Trustees
The Democratic Services Team Manager reported that arrangements were in place to categorise and insure the various ceremonial assets associated with the former Crewe and Nantwich and Macclesfield Borough Councils. The assets included insignia, maces, swords and ‘mayoral property’.
Regulations required that the assets should be transferred to any future town or parish council. Once transferred, they could potentially be removed from the buildings in which they were situated. Some assets, such as paintings, were not transferrable and there was a need to consider what should be done with those. Any transfers would be subject to agreement with the Charter Trustees. The relevant Portfolio Holder would confirm Cheshire East Council’s agreement to transfer.
RESOLVED
That the current position on the transfer of Mayoral property to the Charter Trustees from Cheshire East Council be noted and the Sub-Committee receive a further update in due course.
e) Arrangements for the annual meeting of the Crewe Parish Council in 2013.
The annual meeting of the parish council would need to be held no later than 14 days after the day on which the councillors elected to the new parish council took office.
ChALC advised on a list of items to be included on the agenda for the first meeting, including:
Appointment of committees/terms of reference
Appointment of temporary clerk
Recruitment of permanent clerk
Setting up a bank account
Office accommodation
Adoption of a code of conduct
It was suggested that the rules for the management of allotment sites should be included on the agenda, although this could equally be dealt with by any environment committee appointed by the parish council.
RESOLVED
That
(1) The officers, with the assistance of ChALC, produce a draft agenda for the Annual Meeting of the new parish council and circulate copies to members of the Sub-Committee; and
(2) It be agreed that the recommendation to rename the new parish council as ‘Crewe Town Council’ be included on the agenda for the parish council’s first or second meeting.