Town Council Meeting – 18/05/2018



ON FRIDAY, 18TH MAY 2018, at 7.30 p.m.


**Please note public meetings can now be filmed by members of the public- Chairperson to ascertain at the start of the meeting if anyone will be filming in order for those who do not wish to be filmed to vacate the room * *


1 Apologies for absence

(The Town Clerk will report any apologies for absence she has received in writing prior to the start of the meeting.)


2 Election of Town Mayor

(The Meeting will be invited to nominate a candidate(s) to serve as Town Mayor for the coming municipal year, May 2018/May 2019. The Councillor elected will undertake to represent the Town Council at a variety of events over the coming municipal year and Chair Meetings of the Town Council.)

3 Declaration of Acceptance of Office of Town Mayor

(The newly elected Town Mayor will formally sign the declaration of acceptance.)

4 Election of Deputy Mayor

(The Meeting will be invited to nominate a candidate(s) to serve as Deputy Town Mayor for the coming municipal year, May 2018/May 2019. The Councillor elected will substitute for the Town Mayor when required and represent the Town Council at a variety of events over the coming municipal year.)

5 Declarations of interest

(Members will be invited to declare any interests they may have on any item to be discussed at the meeting. They will also be advised that should it become apparent to any Member during the meeting that they do have an interest in a particular item they should alert the Chair and the Town Clerk immediately.)

6 Appointment of Committees 2018/2019

Planning & Environment

(To note this standing Committee)

Finance & General Purposes

(To note this standing Committee)

Personnel Committee

(To note this standing Committee)

Agenda Continued

6contd Allotments Panel– Membership to be noted:

(Membership of this Panel: Leader of the Town Council, The Town Mayor, or Deputy Town Mayor, one Member from each of the Groups represented on the Town Council.) Please note this Panel has no official standing and cannot make any decisions on behalf of the Town Council.


7 Appointment of Town Council Representatives:

(The Town Council is represented on a number of outside bodies and it is traditional to appoint Members to such bodies at this meeting. If the Town Council is unable to appoint Members at this point, this item will be continued to the next meeting of the Town Council.)

  1. Broxtowe Women’s Project
  2. Dig In Project
  3. Helpful Bureau

8 To Note Appointment of Group Leaders

9 To Note Appointment of Internal Auditors

10 To Note Appointment of Responsible Financial Officer

(Please note you will need to continue this item to the next Meeting when new Clerk is in post.)

11 To Note Appointment of Signatories for Bank Accounts

(The Town Council needs to appoint signatories to operate accounts.)

12 General Data Protection Regulation)

(To note information re General Data Protection Regulation (GDPR))

13 Launch of Best Kept Garden Competition

(The Town Mayor will officially invite members of the public who are resident in Stapleford

to enter the Town Council’s Annual Best Kept Garden Competition.)

14 Calendar of Meetings Document 1

(Members are asked to note the calendar of meetings for the coming municipal year.)

15 Mayor’s Engagements Document 2


16 Town Clerk

(To note recruitment process to date)

17 Date of next meeting. (Subject to Town Council approval.)




Town Council: 18.05.18 Document 1:1



Report of the Town Clerk

  1. Introduction

It is traditional throughout Local Government for the dates of Town Council and Committee meetings to be noted at the Annual Meeting. The attached list details the proposed dates for 2018/2019 following the pattern as established. This calendar has been drawn up taking into consideration public holidays and the traditional August recess.

I have also factored into these arrangements the need to have the audit prepared for the external auditor and reported to the Town Council by 22nd June 2018. There will be one meeting date, only, in January to discuss all Town Council business, including the Annual Budget.

  1. Adjustments to the Calendar

The Easter and Whit holidays in 2019 have been taken into consideration. Good Friday falls on 19th April 2019, Easter Monday on 22nd April 2019 and I have allowed for this when setting the Town Council date in April.

Please note that the Town Mayor will be awarding the prizes to the winners of the 2018 Garden Competition on Friday, 7th September 2018 prior to the Town Council Meeting scheduled to be held that evening. The Town Council Meeting will commence at 7.30p.m. on that night and all Members are invited to attend this event.

On Friday 30th November 2018 following the scheduled Town Council Meeting, the Town Mayor will be hosting sherry and mince pies and all Town Councillors together with any members of the public present are invited to join the Town Mayor for this festive occasion.

  1. Town’s Meeting

Please note this is not a Town Council Meeting. However, where a Town/Parish Council exists it is obliged to host this Meeting annually. This meeting gives members of the public the opportunity to receive the annual reports of the Town Mayor and Chairmen of Committees.

There is also an open period which allows members of the public the opportunity to air their views and ask questions of the Town Council. The quorum for such meetings is two and this figure is backed by legal argument (“Loughlin v Guiness” (1904)). Recently this meeting has been held prior to the Annual Town Council Meeting and this has proved popular with both Members and the general public.

Town Council 18.05.18 Document 1:2

  1. Committees

Following a decision of the Town Council at its Meeting on 13th May 2016 Committees while noted, where not formally called, it being agreed that unless necessary for a particular reason it was preferable to discuss major Planning issues and Financial Matters at full Council Meetings.

This manner of discussing pertinent items has worked well and saved both time and money also cutting the number of evening meetings that Councillors are required to attend. The same pattern will be followed in the Municipal Year 2018/19 and Committees will only be called when it is deemed absolutely necessary.

However, it should be noted that on occasion it may be necessary to call ‘Special’ Meetings of the Town Council should specific timescales necessitate such actions.

  1. Conclusion

The Town Council is asked to confirm the Calendar of Meetings attached as an appendix to this report and to give any further instructions to the Town Clerk as deemed necessary by the Town Council.

Town Council 18.05.18 Document 1:3

Appendix I





Commencing at 7.00 p.m.

On Friday 22nd June

2018 27th July

7th September (Meeting will commence at 7.30p.m.)

19th October

30th November


11th January

22nd February


17th May (Meeting will commence at 7.30p.m. and is reserved for the Annual Town Council Meeting.)

9 Meetings

The Annual Town’s Meeting will be held on Friday 17th May 2019 at 6.30p.m.

Town Council: 18.05.18 Document 2:1



March 2018

Sunday, 4th March

@ 9.30a.m.for 10.00a.m.

Town Council Civic Service

St Helen’s Parish Church, Stapleford

Town Mayor & Escort
Wednesday, 7th March @ 2.00p.m. Visit to U3A

Stapleford Methodist Church

Town Mayor
Monday, 12th March @ 9.55a.m. for 10.00a.m. Raising the Flag for Commonwealth Day

Broxtowe Borough Council

Town Mayor
Wednesday, 14th March @ 10.00a.m. Stapleford Job Fair

Carnegie Centre

Town Mayor & Deputy Town Mayor
Sunday, 18th March @ 10.30a.m. Breaking the Ground for the Annex Project

St Helen’s Parish Church, Stapleford

Town Mayor & Deputy Town Mayor
Thursday, 22nd March @ 9.50a.m. for 10.00a.m. MacCarthy & Stone Complex,

Hickings Lane,


Town Mayor
Friday, 23rd March @ 2.15p.m. Funeral Mr. J Joseph

Bramcote Crematorium

Past Town Mayor
Saturday, 24th March @


Broxtowe Borough Council Charity, Bollywood Ball Town Mayor & Escort
Wednesday, 28th March @ 5.00p.m. Opening New Restaurant

Spice Suave

231, Derby Road


Deputy Town Mayor


Town Council: 18.05.18 Document 2:2

April 2018

Sunday, 22nd April @ 10.00a.m. onwards WPVC – Memorial Event (Stapleford & District Combined Services)

WPVC Square, Stapleford

Town Mayor & Deputy Town Mayor
Sunday, 29th April @ 10.00a.m. onwards WPVC – Memorial Event (Royal Marines Assoc.)

Stapleford Cemetery

Town Mayor & Deputy Town Mayor
Friday, 27th April @ 4.00p.m. onwards Retirement Doo Stapleford Town Council. Town Mayor & Escort

May 2018

Friday, 18th May @ 6.30p.m. Annual Town’s Meeting

Carnegie Centre

Town Mayor
Friday, 18th May @ 7.30p.m. Annual Town Council Meeting

Carnegie Centre

Town Mayor & Town Mayor Elect

June 2018

Friday, 29th June 2018 @10.00a.m. – 12Noon Armed Forces Day Coffee Morning

Carnegie Centre