Winsford Town Council – Monday 18th June 2018
MEMBERS OF THE PUBLIC ARE WELCOME TO ATTEND THIS MEETING
You are summoned to attend a meeting of Winsford Town Council to be held in the Winsford Town Council Chamber, 2nd Floor, Wyvern House, The Drumber, Winsford CW7 1AH on Monday 18th June 2018 immediately following the meeting of the Finance Committee but not before 6.45pm.
Town Clerk/Finance Officer
- PRAYERS, at the discretion of the Town Mayor
Members must provide apologies to the Town Clerk before 5.00pm on the day of the meeting, together with reasons for their absence.
- DECLARATIONS OF INTEREST
Members to declare any interest under the following categories:
- Disclosable Pecuniary Interest
- Outside Bodies Interest
- Family, Friend or Close Associate Interest
- OPEN FORUM
An open forum will be held when Members of the public will be invited to speak for a maximum total duration of 15 minutes on items included in the Part A agenda, copies of which will be available at the meeting.
- ROYAL BRITISH LEGION
A representative from the Cheshire/Merseyside branch of the Royal British Legion will be attending the meeting to talk about the Legion’s Thank You campaign as well as other initiatives relating to the 100th anniversary of the end of the First World War.
- POLICE UPDATE
Cheshire Constabulary will be invited to attend the meeting to provide an update to Members and also to answer any questions.
- MAYOR’S REMARKS AND COMMUNICATIONS
A list of Civic engagements since the last meeting is attached (‘A’)
To discuss any points arising from the above minutes.
- FINANCE COMMITTEE (‘D’)
To ratify the minutes of the Finance Committee held on 16th April 2018 (approved by the Finance Committee at its meeting held earlier).
- PLANNING COMMITTEE
The minutes of the Planning Committee meetings held on 23rd April 2018 (‘E’), 26th April 2018 (Special Meeting) (‘F’), 8th May 2018 (‘G’), 22nd May 2018 (‘H’) and 4th June 2018 (‘I’) are attached for ratification.
- ALLOTMENTS COMMITTEE
The minutes of the meeting of the Allotments Committee held on 29th May 2018 are attached for ratification. (‘J’)
- BRUNNER GUILDHALL MANAGEMENT COMMITTEE MINUTES
The minutes of the Brunner Guildhall Management Committee meeting held on 1st June 2018 are attached for information. (‘K’)
- SALT FAIR COMMITTEE
- TOWN PARK STEERING GROUP
The minutes of the Town Park Steering Group meeting held on 14th May 2018 are attached for ratification. (‘O’)
- MEMBERS REVIEW AND PLANNING SESSION
To report for information that a Members ‘review and planning’ session will be held at the Dingle Centre between 4pm and 6pm on Thursday 28th June 2018.
The purpose of the session will be to review progress against objectives during the past 12 months; to determine whether the Council’s current key themes are still appropriate, and to discuss a programme of initiatives which Members feel can be achieved during 2018-19.
- WELL BEING UPDATE
An update on the work of the Winsford Well Being Group is attached. (‘P’)
- GENERAL DATA PROTECTION REGULATION (GDPR)
Members will recall from previous meetings that the Town Council has appointed JDH Business Services Ltd as its Data Protection Officer (DPO) under the new GDPR regime.
Following meetings with the Town Clerk, JDH Business Services has produced the attached report (see attachment ‘Q’) which sets out the work done to review the Council’s position with regard to the handling of personal data and also suggests a range of actions for the Town Council to follow as its prepares for GDPR. An Action Plan can be found at the end of the document.
In terms of actions, the following have been identified (with update on work done so far by the Council): –
- Update ICO registration data (to do)
- Data Protection Policy updated to include references to GDPR (done)
- Compile a data inventory (to do)
- Adopt an Information Security Policy (see attachment ‘R’)
- Review of Retention Policy (partly done)
- Training to be provided for employees and members (to do)
- Security actions – to prevent CWAC officers and non-town councillor CWAC Members from having access to the office (to do); removal of all personal information from the office (in progress); awareness of security issues (in progress); and shredding of documents (to do)
- IT actions – to adhere to retention policies (in progress); use of WTC email addresses by all employees and Members (see below); password change prompts (in progress); anti-virus updates (in progress)
- Adoption of CCTV Policy (see attachment ‘S’)
- Signage for CCTV (to do)
- Use of photographs (to do)
- Privacy notices for residents and employees/Members (done)
- Set up data sharing arrangements (to do)
Members are asked to note the points made above.
Members are asked to approve the policy of all employees and Members using winsford.gov.uk emails rather than personal emails
- CIVIC PROTOCOL
Members are asked to note the contents of the attached Civic Protocol (‘T’) which was approved by the Town Council in February 2017.
It has now become relatively customary for the Deputy Mayor to deputise for the Mayor or attend functions at the same time as the Mayor.
Despite this, the Protocol states (in Appendix A) that “for events out of the town, the Mayor and Deputy Mayor should not attend different functions on behalf of the Council. If the Mayor has accepted an invitation to a particular event on a particular day, then all other invitations out of town on that day should be declined”.
It is suggested that, given the increasingly heavy workload of the Mayor that this provision is not practical. It is therefore suggested that an amendment is made so that the above clause states “for events out of the town, the Mayor and Deputy Mayor can, with prior agreement, attend different functions on behalf of the Council”.
Such a change will bring the protocol for events outside Winsford into line with events in Winsford.
Members are asked to approve or otherwise the suggested amendment to the Civic Protocol as outlined above.
- TOWN CENTRE TOILETS
At the request of a Town Councillor, this item has been included on the Town Council agenda for this meeting.
- ACTIVE CHESHIRE
Members will be aware of the work of Active Cheshire in developing approaches in the area to improve health and well-being.
The organisation has developed a project which allows for playboxes to be placed as outdoor facilities in parks so that people can subscribe in order to access play equipment.
Funding for the project has been secured from the Postcode Community Trust in order to roll out the playboxes and Active Cheshire has asked whether the Town Council would be interested in hosting a pilot in one of our parks.
Members are asked to note this request and approve or otherwise.
- EXCLUSION OF PRESS AND PUBLIC
Due to their confidential nature, Members may decide to exclude the press and public from the meeting during consideration of the following matters in accordance with section 1 (2) of the Public Bodies (Admission to Meetings) Act 1960. Reports relating to these items have been withheld from public circulation and deposit.
- TRAINING PLANS
Members are asked to consider a report from the Town Clerk on the above matter. (‘U’ – to follow)
- TOWN CLERK’S APPRAISAL
For Members to establish a date/meeting time in order to review the Town Clerk’s appraisal for 2018.
18th June 2018