Minutes for Ellesmere Port Charter Trustees meeting, May 7 2009, 6.30PM official page

No declarations of interest were received.

To approve the minutes of the meeting of the Charter Trustees held on 9 April 2009, and of the Charter Trustee Committee held on 21 April 2009.

Copies attached.

The minutes of the meeting of the Charter Trustees held on 9 April 2009, and of the Charter Trustee Committee held on 21 April 2009, were submitted.

DECIDED: That

Subject to the following amendments to the minutes of the meeting of the Charter Trustees held on 9 April 2009, the minutes of that meeting, and of the Charter Trustee Committee held on 21 April 2009 be approved as a correct record and signed by the Chairman -

Start time of meeting – 6.45 pm, due to a 15 minute delay to the scheduled start time of 6.30 pm.

Attendees: add Councillor John Ebo (Chairman of Cheshire West and Chester Council (in the Chair)).

Minute No.2 (Election of the Mayor for the year 2009/10)

Councillors Brian Anderson and Tony Sherlock wished to be considered for the role of Mayor, and each gave a short presentation about why they wished to undertake the role.

The Charter Trustees agreed that the election of Mayor be held by way of a private ballot, which then took place.

There was an equality of votes, with seven votes for Councillor Anderson and 7 votes for Councillor Sherlock.

The Charter Trust Regulations required that, in the case of such an equality of votes, the Charter Trustee who had served as a councillor of a predecessor council for the longest continuous period should give a second or presiding vote. Councillor Derek Bateman voted accordingly and it was

DECIDED: That

Councillor Tony Sherlock be elected Mayor of Ellesmere Port for the 2009/10 municipal year.

(Councillor Tony Sherlock in the Chair)

Minute No.3 (Election of Deputy Mayor for the year 2009/10

Councillors Angela Claydon and Brian Anderson were nominated and seconded for election as Deputy Mayor of Ellesmere Port for the 2009/10 municipal year.

The Charter Trustees agreed that the election of Deputy Mayor be held by way of a private ballot, which then took place.

There was an equality of votes, with 7 votes for Councillor Anderson and 7 votes for Councillor Claydon.

The Chairman (Councillor Tony Sherlock) then gave a second, casting, vote and it was

DECIDED: That

Councillor Angela Claydon be elected Deputy Mayor of Ellesmere Port for the 2009/10 municipal year,

To note the final arrangements for the investiture of the Mayor on the evening of 19 May 2009.

Copy of proposed order of proceedings attached.

The Charter Trustees considered the final arrangements for the investiture of the Mayor to be held on Tuesday 19 May 2009, and copies of the proposed order of proceedings were submitted.

It was noted that the programme should refer to the investiture being on a Tuesday, not a Thursday.

The Deputy Mayor (Councillor Angela Claydon) raised the need for a robe and civic chain for the Deputy Mayor. The Charter Trustees discussed the possibility of using the Deputy Mayor’s chain from the former Ellesmere Port and Neston Borough Council (EPNBC).

Members were advised that the mayoral robes and chains were in the process of being cleaned, and a suitable ribbon was being obtained for the Mayoress’s chain.

A Member expressed concern that the public might not understand the role of the Charter trustees and the new Mayoralty, and suggested that some explanation be given at the investiture. He was advised that the programme for the evening would include such an explanation.

Reference would also be made at the investiture to the forthcoming consultation on the future of the mayoralty.

Members’ views were sought on inviting other Cheshire West and Chester Members to the investiture, and it was agreed that all Members be invited to apply for tickets.

DECIDED: That

The final arrangements and programme for the investiture of the Mayor be approved, and the officers, in consultation with the Chairman, seek possible short-term and longer-term solutions to the problem of there being no chain for the Deputy Mayor, including Cheshire West and Chester Council being asked to allow the Charter Trustees to use the chain of the former EPNBC’s Deputy Mayor.

To approve a budget for 2009/10.

Copy of draft budget attached.

Copies of the latest draft budget for 2009/10 were submitted for consideration.

Members were advised that Cheshire West and Chester Council had not yet provided an indication of accountancy costs and the budget figure was therefore a high estimate.

A Member asked whether the figures for staff costs included on-costs, and was advised that they did.

Members were further advised that the Depot charge for garaging the mayoral car would represent the full cost of garaging.

Members were informed that the Charter Trustee Committee would monitor the budget during the year. The Committee would receive regular monitoring reports that would not only provide information on income and expenditure to date, but would also include budget forecasts.

DECIDED: That

the draft budget now submitted for 2009/10 be approved.

To deal with any other business which the Chairman may decide is urgent.

The following matters were also discussed at the meeting.

Publicity

The following issues were raised –

• Agenda needs to include reference to link to Cheshire West and Chester Council website
• Agenda needs to include reference to meetings being open to the public
• Notice of meetings needs to go on notice-boards at appropriate venues, particularly in Ellesmere Port.
• Consideration needs to be given to wider publicity of Charter Trustees and its meetings, to encourage public attendance
• A schedule of meetings to be produced, with contact details, to be advertised as widely as possible.

DECIDED: That

the officers take the necessary action, as suggested above, to increase public awareness and access to meetings of the Charter Trustees.

Co-option

A Member asked whether it would be possible for a non-political Mayor to be appointed from other Charter Trustees who might be co-opted. He was advised that co-option could only be from other Members of Cheshire West and Chester Council, and so this could not be the case.

DECIDED: That

the report be noted.