Annual meeting of the Council 16th May 2013 – Agenda

You are invited to attend the Annual Meeting of Amble Town Council to be held on Thursday 16^th May 2013 at 6.00pm in The Council Office, The Quayside, Amble were the following will be considered:

BY ORDER OF Elaine Brown

                                                                                                      Town Clerk

                                                                                                  9th May 2013

A  G E N D A

 1.      ELECTION OF MAYOR and CHAIRMAN FOR 2013-14 :

To elect a Chairman/Mayor

To receive the Chairman/Mayors Acceptance of Declaration of Office

2.      ELECTION OF DEPUTY MAYOR and VICE CHAIRMAN FOR 2013-14:

To elect a Deputy Mayor/Vice Chairman

3.      APOLOGIES FOR ABSENCE

To receive apologies of absence

 4.      MEMBERS ACCEPTANCE OF DECLARATION OF OFFICE

To receive Members Acceptance of Declaration of Office or to set a date by which they must be received

5.      DECLARATIONS OF INTEREST

Members are requested to advise Council of any Declarations of Interest appertaining to the following Agenda Items. (The enclosed form should be returned to the Clerk before leaving.)

Declarations of Personal Interests will be available for signing after the meeting and should be returned within 2 weeks to the Clerk.

6.      BUSINESS EXPRESSLY REQUIRED BY STATUTE

The advertisement of a co-opted vacancy for Amble West Ward following an insufficient number of candidates in the local elections.

7.      FINANCIAL SIGNATORIES

To authorise Councillors to be signatories on behalf of the Council, of whom a minimum of two are required to sign all cheques on behalf of the Town Council.

The current signatories are:

Barclays Community Account: Signatories- Cllrs Mrs Lewis, Rev Nicholson, Cllrs Bilboe and Hinson.

Barclays Business Premium Account: Signatories – As above

Santander Community Instant Reserve: Cllrs Mrs Lewis and Arckless.

Santander 30 Day Notice: Signatories – As above

For administrative and management purposes only, the Clerk may countersign cheques to creditors although this is not for authorisation purposes.

8.      MEMBERSHIP OF COMMITTEES

To elect the Chairman, Vice-Chairman and membership of all committees, below. The terms of reference (copy enclosed) requires there be a maximum of 8, including the Mayor and Deputy Mayor of Council, ex-officio.

8.1  Cemeteries Management

To consider amendments to the terms of Reference of the Cemeteries Management Committee;

Frequency of meetings The third Thursday of the month- bi-monthly commencing from May. Three meetings will be preceded by an inspection of the Cemeteries, normally May, July and September. An Operative may on occasion be required to accompany the Committee on a site inspection.

Committee Members:

Chairman:

Vice – Chairman:

8.2  Finance

To consider amendments to the Terms of Reference of the Finance Committee;

Frequency of meetings The third Thursday of every month expect for July and January when the meetings will take place on the 4^th Thursday

Responsibilities (point 20) Consider any applications to Amble Town Council for grants/donations in their various forms at the July and January meetings

Committee Members:

Chairman:

Vice – Chairman:

8.3  RECREATION

To consider amendments to the terms of reference of the Recreation Committee;

Change of name to AMENITIES COMMITTEE,

Frequency of meetings  A minimum of bi-monthly on the fourth Thursday of  June, August, October, December, February and April. Two meetings preceded by a visit to the Allotment and town sites- dates determined by agreement of the Chair and Allotment Holders Society but usually April and August. Other meetings as necessary but within Standing Orders guidelines.

Responsibilities To include the administration and maintenance of Town Seats, Litter/Dog Bins, Bus Shelters; ensuring all safety matters are reported to and all expenditure approved by Town Council.

The organisation and publicising of Town Garden and Allotment Awards with all expenditure to be approved by Town Council.

Committee Members:

Chairman:

Vice – Chairman:

8.4 Planning Committee

Committee Members:

Chairman:

Vice – Chairman:

9.      APPOINTMENT OF REPRESENTATIVES TO PARTNERSHIPS/OUTSIDE BODIES:

 10.   APPOINTMENT OF INTERNAL AUDITOR:

To consider the appointment of an internal auditor

11.  APPOINTMENT OF INSURER:

To consider appointing an insurance provider

12.  AGREEMENT TO PAY ANNUAL SUBSCRIPTIONS:

12.1: Northumberland Association of Local Councils

12.2: Society of Local Council Clerks

12.3: Local Councils Update

12.4: The Institute of Crematorium and Cemetery Management

12.5: RoSPA – Playground Inspection

12.6: Local Council Review

12.7: Marine Conservation Society

13.  DATES AND TIMES OF MEETINGS FROM MAY 2013 TO MAY 2014:

A timetable is attached.