The meeting opened with 13 out of 15 councillors present.

The Mayor announced the resignation of Coun Philip Elliott, who had emailed the Mayor and the Clerk to tender his resignation, saying the completion of the tree planting scheme on The Butts brought to an end the projects with which he had recently been mainly involved and provided an ideal time to move on. Coun Elliott had wished the Mayor and the council every success for the future. The Clerk was asked to notify the district authority of the vacancy and the Mayor expressed thanks for all Coun Elliott’s work for the town since joining the council in May 1999, thanks which were echoed by the Father of the Council, Coun Morgan.

The minutes of the last meeting were agreed and signed and declarations were made by Couns Morgan, Langan and H Potts.

Coun Langan reported that county Coun Warburton was very pleased two salt bins, which she had arranged, had been provided in the centre of the town. Coun Morgan reported that EDC’s annual budgeting process was well under way.

The Mayor welcomed EDC’s legal services manager, Simon Young, to the meeting in order that he could answer questions regarding the possible adoption by ATC of the lease to the Shire Hall Public Toilets, currently held by EDC. Mr Young thanked Coun Connell for circulating an email which helpfully summarised what decisions needed to be taken, saying that EDC were looking for a commitment in principle.

Among the questions, Coun Connell raised the issue of whether the toilets should be opened temporarily for the Fair, as had happened in 2007 and 2008. Mr Young felt if there was insufficient toilet provision for the Fair EDC would look at ways to plug the gap, such as providing temporary toilets or reopening temporarily the Shire Hall toilets.

Mr Young confirmed EDC’s willingness to provide funds up to £50, 000 to make refurbishments. The clerk asked that confirmation of the above be provided in writing to the council.

Coun Holloway queried what conditions would be set in relation to the £50, 000 refurbishment grant, something which Mr Young felt would be open to some degree of negotiation, once ATC had agreed in principle to go ahead, but to look at the terms in detail.

Coun Patterson queried what opening hours would be required and Mr Young confirmed it was likely to be the same as the other two public toilets in the town (Broad Close and Market Arcade) operating by EDC. Coun Patterson also queried the requirement for EDC to put the building back into the condition it was when first leased and Mr Young explained that due to local government reorganisation back in 1974, there had not been an official lease previously, just a letter from the county council to say EDC could occupy the building.

In answer to a query by coun Connell, Mr Young explained he had been instructed that EDC was not prepared to organise the work and spend the funds as an alternative to providing the funds to ATC to organise the works, plans, builders etc. If ATC wished to formally explore that he would take that back for consideration.

Coun Connell raised another scenario – that of EDC retaining the Lease and entering into partnership with ATC for the running of the toilets – say it would be a good example of councils working together and utilising our Charter. Mr Young explained the decision had been taken by EDC to rationalise its public toilets, so it wished to close and divest itself of the building, hence the offer of the terms for all responsibility to flow to ATC.

Coun Holloway said in order for ATC to make an informed decision it needed to know what criteria EDC used to decide the toilets were not needed, whether it was based on population, or temporary population in June. Did Appleby already have adequate toilet provision? Mr Young did not have the full report with him of how the decision was reached to remove the Shire Hall toilets from EDC’s public toilets provision. He assumed sufficient provision, but would let ATC know upon his return to his office.

Coun Mrs Patterson asked for more time to make such a big decision and Mr Young agreed to take that back to EDC, saying it may be helpful for ATC to give EDC a realistic timescale.

Mr Young confirmed that, should ATC decide to adopt the Lease and carry out the refurbishments using EDC’s £50, 000, it would be for ATC to decide what works were to be done (up to the £50,000). EDC would wish to ensure whatever work was done was carried out to an appropriate standard.

The Mayor and coun Connell thanked Mr Young. The Public Toilets Working Party would meet to further consider this matter and bring back a recommendation to council in due course.

Highways Link: Coun Holloway’s report was received and noted, including grit bins and the Highways Authority’s excellent response to requests for bins to be refilled; a planned review of the whole area re. grit bins; footpath refurbishment taking place in High Wiend; problems at night with the new zebra crossing being looked into by Highways; a request for a public meeting on highways issues.

Vacancy in Appleby Ward: The clerk had advertised locally that council was seeking an interested party to Co-opt to the seat vacated by Coun Harland and to ask that written applications be sent to the clerk. Members had been asked to encourage nominations. It had been hoped names of interested parties would be brought to this meeting by councillors and the clerk, to enable a new Member to be Co-opted. Unfortunately no-one had yet expressed an interest. Members were asked to let the clerk know if anyone did express an interest in joining the council.

In the light of Coun Elliott’s retirement and the council now having a vacancy in Appleby Ward and Bongate Ward, the clerk was asked to add an item to the February 2nd Planning & General Purpose Committee agenda to consider whether to recommend that ATC ask EDC to conduct a Community Governance Review into a possible reduction from 16 to 14 seats.