COUNCILLORS PRESENT: J Burrell (Chairman), S Thredgle (Vice Chairman), L Canham, P Cutler, M Garford, M Mitchell, E Morley and K Kelly

IN ATTENDANCE: J Thomas, Parish Clerk and L McLean, Council Administrator

VISITORS: None

84/04/18CL:   TO RECEIVE APOLOGIES FOR ABSENCE

No apologies for absence were received.

85/04/18CL:   TO RECEIVE DECLARATIONS OF INTEREST

No declarations of interest were received.

86/04/18CL: TO NOTE COUNCIL VACANCIES IN ST JOHN’S WARD

Members were requested to note the two vacancies that have arisen in St John’s ward following automatic disqualification of Councillors C Pearce and S Cummings due to non-attendance at council and committee meetings in a six-month period. 

Some members queried mechanisms to monitor attendance and if there was an outside party who could oversee the situation in the future.

It was noted that it is down to the individual Member to monitor their own attendance and to ask for a dispensation to be considered as an agenda item prior to six-months elapsing should they need it.

The Clerk told Members that clerks are strongly advised to not get involved in managing Councillor attendance. The Council were also informed that a briefing note would be re-issued to councillors to remind them of the procedure for reporting absence and addressing any attendance issues.

Members queried the eligibility of the affected councillors to re-stand for election. The Clerk confirmed there was no bar to this.

Members resolved to note the vacancies in St John’s Ward.

87/04/18CL: TO RECEIVE UPDATE ON GDPR AND COUNCIL COMPLIANCE WITH NEW DATA PROTECTION LAWS

The Clerk informed Members that a data audit was in process and that plans to update the Councils policies and procedures were underway. Members were informed that everything will be compliant under GDPR by the 25 May deadline.

Members were also informed of the need for a DPO to be appointed and that sector discussions were in hand about whether the Clerk is able to fulfil this role or whether an external appointment was necessary to act in this regard.

Some Members raised concerns about emails directly from members of the public and staying GDPR compliant. The Clerk confirmed measures such as an email autoresponder could be considered or an explanation in the footer of emails. A suggestion was also put forward to have a GDPR privacy statement under the profiles of Members on the website alongside their email addresses.

Members resolved to note the update regarding GDPR and looked forward to receiving further details in due course.

88/04/18CL: TO DISCUSS AND CONCLUDE INITIAL COUNCIL SUBMISSION FOR THE (PARISH BOUNDARY) COMMUNITY GOVERNANCE REVIEW

Members were presented with a map of the parish outlining the current parish wards and the recent proposal by the Local Government Boundary Commission for England to reorganise the parish wards to mirror the two new borough wards of Stone Castle and Stone House.

Members noted the Boundary Commission’s proposal to enlarge Stone House ward extending the boundary to the M25 to the west and Princes Road to the South. It was agreed this provided more logical representation and better reflection of community identity.

Members agreed the benefits of co-terminus boundaries and therefore sought to mirror this area in respect of the parish submission which was indicated on the map provided.

Members did not wish to see the existing historic parish wards eroded through the Community Governance Review as many local residents identify with and hold dear places such as Stone Village, St John’s and Horns Cross.

The two parish wards proposed by the LGBCE were felt to be too large to be effective and which would also present adverse financial implications in the result of any bye-election.

Members concluded that they wished to maintain the current parish ward arrangements, with the addition of the extended parts of the new Stone House ward to achieve the objective of convenient and effective local governance.

Members voted unanimously that the above form the basis of the initial submission to the Community Governance Review.

 

There being no further business, the Chairman closed the meeting at 7.36pm.