Parish Talk issue 3 - August 2007 - page 1

Chief’s IntroWelcome to issue 3 of Parish Talk. Thank you for all your suggestions for futurearticles which we will try and accommodate. In this issue you will find an updateon Awards for All, the FLAME bus, Planning news, Hi-5 activities for youngsters,a message from Warwickshire Police and of course the floods.

The emergency situation tested the Council and its partners, and it was only theefforts of the emergency services and staff from the local authorities, includingparish councils and the voluntary sector that stopped the situation from beingworse than it was.

Before this June was an important month for the District Council with theinspection from the Audit Commission for our CPA rating. This will probably be thelast time we will have to undergo a CPA inspection as the system changes andwe’ve got everything crossed for an improved rating. The result will be publishedin October.

District Councillors will shortly be provided with posters of themselves to displayon Parish notice boards. The posters will have a picture of the local DistrictCouncillor together with their contact details. Where there is more than oneCouncillor for each Parish the posters will have all the Councillors for that Parishon. This is something that we used to provide and feel that we need to reinstatethis as information for local residents.

Our main Committee cycle shortly goes on summer recess but returns inSeptember with a full diary of meetings.

I hope you enjoy this issue and if any of you are planning a holiday over thesummer I hope you have a good one.

RegardsPaul Lankester, Chief Executive

Message from the QueenI have been shocked and deeply concerned by the extent of the devastationcaused by the most recent severe flooding across large parts of the country.Please extend my sympathy to all the many people whose homes have beendamaged, livelihoods threatened, or who have been affected by the waterand power shortages. May I also express my continued admiration for theemergency services, military personnel, local authorities, and volunteersworking tirelessly and selflessly to bring people to safety and avert furtherdamage. To all those concerned, I send my heartfelt thanks.

ELIZABETH R 24th July 2007

Flood AppealThe National Red Cross Flood appeal is helping to support and assist peopleaffected by the flooding – visit the National Red Cross Flood Appeal if youwould like to make a donation

Thanks for our efforts have been received frommany quarters including the Minister for theWest Midlands, Liam Byrne, who visited theCouncil on Monday 23 July, the Leader of theCounty Council, Cllr Alan Farnell, as well asour own members and our Local MP JohnMaples who visited the Council on Friday 27July.

Any parishes who would like more informationon emergency planning procedures pleasecontact Jeremy Lee at Warwickshire CountyCouncil email jeremylee@warwickshire.gov.uk

John Maples with Stratford DistrictCouncil Strategic Director, Dave Nash

Parish Talk issue 3 - August 2007 - page 2

Combined flood operationA huge combined operation between Stratford-on-Avon DistrictCouncil, Warwickshire County Council, Warwickshire Police, parishcouncils and other agencies was operating throughout the weekendof 20, 21 and 22 July to try and help the county’s flood victims.

At 8pm on Friday evening Warwickshire Police, in consultation with WarwickshireCounty Council and Stratford District Council, declared the floods a ‘majoremergency’.

The operation saw agencies from highways and care services, through to the fireand police, working together to ensure people received help quickly andefficiently.

"The Council and its staff together with partner agencies haveworked tirelessly to help people during this emergency. It's beena real team effort and I would like to congratulate all thoseinvolved including the voluntary sector,"

says Paul Lankester Chief Executive of Stratford-on-Avon District Council.

"The information and pictures we received from Councillors andstaff through out this operation has been invaluable to us infinding out what the situation was like across the District. Therewas a real sense of the community coming together against theodds. There have been endless reports of people in need beinghelped and true community spirit shown."

During the peak of the flooding on Friday night into Saturday morning, the RoyalAir Force worked with the county council’s emergency planning team and thepolice to carry out three separate helicopter rescues in the south of the county.

Rest centres were available at Stratford High School, Henley High School,Shipston High School, and Wellesbourne Conservative Club to try and provide awarm and dry respite for people caught in the floods. Approaching 150 peoplespent the night in rest centres on Friday evening.

People caught in cars and unable to get home, and those whose homes wereflooded, took advantage of the rest centres, provided by Warwickshire CountyCouncil with hot drinks and food provided by the local authority’s county caterersservice.

The District Council's emergency centre was operational on Friday 20 July at1.30pm and a flooding hotline was set up at 2.30pm. During the emergencyoperation the District Council's emergency contact centre took 250-300 calls.

Warwickshire County Council’s fire and rescue service received more than 500calls, and similarly Warwickshire Police received 450 calls.

Impact on the Communities

• 50+ Communities reported flooding of premises

• Over 500 Residents’ homes flooded

• ?? Businesses flooded – still assessing

• 250-300 Calls received on the flooding hotline

• 70 formal road closures

• Suspended all Council services on 20 July 2007 exceptmain reception, contact centre and emergency centre.

Now for the clear up operation.

Please visit the Council’s website for further help and adviceon flooding issues from health advice, insurance and roguetraders. Also visitWarwickshire County Council EmergencyPlanning for further information.

Hampton LucyBridge

A helping handin Southam

BBC film crew

in Stratford-upon-Avon

Parish Talk issue 3 - August 2007 - page 3

Shipston-on-StourGunning

s Bridge

AlcesterWelford-on-Avon

Problems in the

Canal Basin

Stratford-upon-A

vonChapel

Street

Wellesbourne

Stowe DriveSoutham

Flooding Gallery See more pictures by visiting the District Council’s flood gallery.

If you have any pictures of the floods you would like to share please email them to design@stratford-dc.gov.uk

Bidford-on-AvonHigh Street

Parish Talk issue 3 - August 2007 - page 4

Flood information - useful contact numbers and information

SandbagsWarwickshire County Emergency Planning Unit have distributed anumber of sandbags to Parish Council in the region at risk fromflooding, and requests should first be referred to Parish Councilsdirectly. Sandbags may also be purchased from builders merchantsand DIY stores.

What to do in an emergencyIn an emergency never put yourself at danger, provided it is safe todo so:

• GO IN In most situations you will be safer taking shelterinside a building.

• STAY IN Close all doors and windows and keep them closed,and do not go out until it is safe to do so. If necessary,and you are able to, move to higher floors in theproperty. Take valuable and irreplaceable items (egphotos), medication, mobile phone, battery radio,torch, food and water with you if possible.

• TUNE IN Tune into the local TV or radio station (Touch 102FM,BBC CWR 94.8FM, 103.7FM or 104FM) whereinformation and advice from the emergency serviceswill be broadcast.

Weather warningsBroadcast during regular weather forecast via local radio, and ITVTeletext page 160 and BBC CEEFAX pages 437 and 438 are allupdated frequently.

Stratford District Council Flood Hotline 01789 26038001789 260381

Stratford District Council out-of-office 01789 414066

Warwickshire County CouncilEmergency Planning Unit

01926 412580

Environment Agency Floodline 0845 988 1188

Met Office 0870 900 0100

Business Link West Midlands 0845 113 1234

Severn Trent Water 0800 783 4444

Health Advice – NHS Direct 0845 46 47

Power Loss Helpline 0800 056 8090

Gas Emergency Helpline 0800 111 999

Insurance Details www.abi.org.uk/floodinfo

Health Protection Agency www.hpa.org.uk/flooding

Connecting our Communities Partnership - Development of Parish WebsitesUpdate

This District Council is assisting Parish and Town Councils in setting up anddeveloping their own Websites. Support to date has varied from assisting theParish or Town Council to getting their £5000 grant through to providing technicaland website design support.

By creating a Website each Parish & Town Council will benefit as a communitywebsite will provide:-

• Ability for Parish & Town Councils and Community groups to update andamend information on their Website.

• A Community news board with local information and news for residents.

• Ability to provide an events diary for clubs, organisations, one off events,showing dates, venues, costs and any other relevant information.

• A direct link to the District Council website to provide wider coverage andinformation specific to each Parish & Town Council, i.e., Planning applications.

• Parish & Town Portal that links to relevant community Websites to bringtogether disparate local websites, community groups, sports clubs etc andprovide the user with easy to access information about the Parish and Townand related activities.

• Ability to provide online polls and surveys to gauge the opinions of thecommunity on any relevant issue or event i.e. village fete, sports, arts andcommunity events, meetings in the parish and local planning applications.

• Document download facility and a storage library for electronic versions of anyrelevant parish documents, viewable on screen with the facility to print hardcopies as and when needed.

To date 39 Parish & Town Councils have successfully obtained a grant withanother 6 applications currently being processed.

Unfortunately, due to staffing shortages at the District Council the project hasbeen subject to delays and we have been in touch with the Big Lottery Fund andconfirmed the situation and have agreed that Parish Councils can apply for a 12month extension to enable the project to be completed.

Parish Talk issue 3 - August 2007 - page 5

Parish Talk issue 3 - August 2007 - page 6

Connecting our Communities Partnership - Development of Parish WebsitesHardware, software and otherservices

All hardware, software and servicesordered by Parishes are currently beingprepared for delivery to the relevantParishes by the District Council. NettBrain will be in contact to arrange aconvenient time for collection.

Training

Courses are currently taking place, withmany already completed. These rangefrom using the internet and how awebpage is constructed, file and deskmanagement, making a newsletter,introduction to desktop publishing andintroduction to the various elements ofMicrosoft Office.

A number of Parish Councils havecompleted the first part of their trainingand dates are available up toSeptember for anyone wishing to bookfurther training. Please contact our ICTtrainer, francis.oneill@stratford-dc.gov.uk for further details.

Website Template and Design

Discussions are taking place ontemplates and website designs. Wehave put together a draft template foreach Parish for demonstrationpurposes and to give a flavour of whatcan be put into a Website. ParishCouncils will have full control overdesign and content. For further detailsand to arrange an appointment to meetwith the Website Development Teamplease contact nett.brain@stratford-dc.gov.uk who will make the necessaryarrangements.

Once each participating Parish hasconfirmed their design and contentrequirements, we will hold trainingsessions on accessing the secureareas, content management systemand other related areas to enableParishes to start inputting their owncontent and maintaining their ownwebsites.

End of Award Reports

These are currently being prepared forall Parish Councils who have asked forsupport. If you need any support oradvice on preparing these reports or ifyou have any correspondence fromAwards for All and need assistanceplease contact nett.brain@stratford-dc.gov.uk

For further information please contact Balvinder Heran, Head of Change and Performance on 01789 260470 or email balvinder.heran@stratford-dc.gov.uk

Parish Talk issue 3 - August 2007 - page 7

One Stop Shop on the moveis bringing your council to your doorCouncil services are going mobile around south Warwickshire. This new projectis a joint venture between Warwickshire County Council and Stratford DistrictCouncil. It is a grant funded project as part of a bid to Warwickshire Rural Accessto Services Partnership (WRASP) through Advantage West Midlands (AWM) until31 March 2009.

The project has been called FLAME which stands for Flexible Local Access toMobile Services. The size of the district means that some residents, many elderly,live several miles from their nearest council office. The aim is that, in addition tothe 24/7 access provided through the web site, no resident or business will be nomore that 5 miles from a staffed local council access point.

Councillor Juliet Short, Customer Services Portfolio Holder for Stratford DistrictCouncil said: “We will be able to deliver services at any location across the Districtand in particular to places in greatest need. Working closely with WarwickshireCounty Council means that the resident will benefit from truly joined up servicedelivery.”

Kushal Birla, Head of Customer Service and Access, Warwickshire CountyCouncil, said: “People will be able to get County and District Council information,ask for a service and leave their queries with staff. Wherever possible, we will tryto give people an ‘on the spot’ solution.”

“This exciting initiative will help us further improve the service weprovide to local people. We are extremely pleased to be workingin partnership with Stratford District Council on this project.”

It is also hoped that the mobile services are used by voluntary groups and otherorganisations in partnership with the County and District Council to promoteinformation on subjects such as health and benefits.

If you have any suggestions or ideas how these mobile services can benefit yourparish please contact Serena James on 01789 260910.

West MidlandsMember Development CharterIn September 2004 the Council attended the introduction of West MidlandsMember Development at Wychavon, and then attended the WMLGA event inBromsgrove and in January 2006 made a commitment to achieve the WestMidlands Development Charter. The aim of the West Midlands Charter is soimprove the performance of local authorities, through the development of electedmembers.

Near the end of 2005 a Member development working group of members withofficer support was set up to deal with all areas of member development. Thisgroup is an all party group supported by officers.

To demonstrate commitment to the long term a training and development anofficer was employed in 2006.

The group produced a training and development programme and instigatedpersonal development plans for elected members.

In June 2007 the DistrictCouncil was assessed andachieved the primarymilestone of this charter.Members and officersreceived the award at theLocal GovernmentConference held 4 July2007.

After this achievement theCouncil is well on its way tocompleting its target ofachieving the full charter inearly 2008. Receiving the Award

Parish Talk issue 3 - August 2007 - page 8

Have Fun with ‘Hi-5’this summer!Need something for the children to do? TheDistrict Council has a Hi-5 Booklet, which is acomprehensive guide to a wide range of activitiesacross the whole District packed full with holidayschemes for all ages and abilities, both disabledand non-disabled, including dance, music,swimming, aqua aerobics, football and loadsmore.

The booklet also lists the extensive range of FREEactivities run by the District Council in partnershipwith Positive about Young People and theCommunity Safety Partnership.

The booklet was been delivered to every Primaryschool in the District with a copy allocated to everyfamily with a primary school age child. The bookletis also available at Stratford-on-Avon DistrictCouncil Area offices, local libraries and leisurecentres as well as online atwww.stratford.gov.uk

Booking for the DistrictCouncil run activities,listed in the ‘Hi-5’booklet, can be madeby calling the ContactCentre on 01789260643.

Protecting our communities togetherFollowing incidents in London on June 29 and Glasgow on June 30, Warwickshire Police has reviewedpolicing and security plans.

Security has been stepped up at Coventry airport and at mainline rail stations as part of a nationally co-ordinated counter terrorism operation to protect the public, although there is no specific threat to the airportor any other location in Warwickshire. Passengers will not be able to drop off or pick up in front of the terminalbuildings. Police are positioned at the entrance to the airport and are checking all cars.

Warwickshire's Assistant Chief Constable Lewis Benjamin appealed tothe communities of Warwickshire to remain calm and vigilant. He said:"As a precautionary measure to offer the best possible protection tothe public, we have an enhanced police presence at the airport and atmainline rail stations and increased patrols throughout the county.

"We would ask for the continued support and co-operation of thepublic who should be vigilant and report any suspicious vehicles oractivity immediately.

"There is no specific threat to any location in Warwickshire but peoplewill notice more police patrols across the county particularly in ourtown centres and where large groups gather.

"Warwickshire Police has invoked Section 44 of the Terrorism Act 2000to stop and search any person or vehicle in order to prevent acts ofterrorism. This is a wide ranging power and only used in rarecircumstances.

He added "If a member of the public believes a vehicle or package tobe suspicious, Warwickshire Police would urge them not to approachit. Contact the Anti Terrorist hotline on 0800 789321 or 999 in anemergency.

He added: "Any further police action will be co-ordinated in line withguidance from the Metropolitan Police counter terrorism branch.

HHii--55SSppoorrttss,, AArrttss && DDrraammaaAAllll oonn tthhee ssaammee ddaayy!!

Reporting a suspicious vehicle

Parish Talk issue 3 - August 2007 - page 9

Code of ConductTraining for District and Parish Councillors on the new Code of Conduct has beenprovided by the Monitoring Officer supported by Members of the Standards andEthics Committee at venues across the district:

11th June 2007 Stratford

19th June 2007 Shipston

27th June 2007 Stratford

27th June 2007 Alcester

26th July 2007 Southam

Copies of the presentation slides can be obtained from Liz Mansfield on 01789260603 or email: liz.mansfield@stratford-dc.gov.uk

There are many changes in the new Code of Conduct and three are highlightedbelow:

• Gifts and Hospitality

Under the old Code of Conduct, if a member received a gift or hospitality with avalue over £25, he or she had to tell the Monitoring Officer in writing. Under thenew Code, the identity of the person or body who gives a member a gift orhospitality with a value of £25 or more must be declared on the member'sDeclaration of Financial and Other Interests form. For the next three years afterreceiving this gift or hospitality, the member must also declare it where anybusiness concerning the donor is considered by the Council. The governmentbelieves that this will make the receipt of gifts more transparent. Remember, thisrule only applies if the gift is received by a Councillor in that capacity. It doesn’tcover gifts received in their private life.

• Declaration of Interests

Previously, if a Councillor had a personal interest it always had to be declared. Thegovernment has decided that this has resulted in too much time at meetings beingtaken up with declaring personal interests, so it has introduced new rules whichaim to cut down on the number of declarations made. In the followingcircumstances, it isn’t necessary to disclose a personal interest.

When a Councillor doesn’t have to declare a personal interest at a meeting

• If the matter relates to an interest that the Monitoring Officer has agreed can beexcluded from the Declaration of Financial and Other Interests as sensitive. Inthese cases the Councillor must declare the existence of an interest but neednot give details.

• Where a Councillor (does not speak on the matter) has a personal interestarising from their membership, or position of control, or management, of:

(a) any other body to which they have been appointed or nominated by theirCouncil, or

(b) any other body exercising functions of a public nature (for example,another local authority, or a school governing body).

In these cases, the Councillor can still vote and remember, these rules don’t apply

Parish Talk issue 3 - August 2007 - page 10

Code of Conduct• Prejudicial Interests

The rules around prejudicial interests have also changed. Councillors still have toconsider how significant the issue is. However, under the new test, a Councillorwill not have a prejudicial interest unless one of the following conditions alsoapplies:

(1) The matter affects the financial affairs of the member or a relevant personor body and/or

(2) The matter relates to the determining some type of permission or consent– like a planning matter.

A relevant person or body will include family, friends, enemies, business contacts,and any person or body that the Councillor is obliged to record on theirDeclaration of Interests.

Even where the member has a prejudicial interest he/she may be allowed toremain in the meeting to speak on the matter where members of the public areallowed to speak at the meeting on the same issue, but the Councillor must leavethe room after speaking and before the vote is taken. In order for this part of theCode to apply (paragraph 12(2)), the Council has to vote to adopt it.

• Confidential Information

Under the old Code, Councillors were forbidden from disclosing confidentialinformation. Under the new Code, a Councillor can disclose confidentialinformation but only in very in limited circumstances.

These are:

(1) Where they have the consent of the person authorised to give it;

(2) Where required by law to do so;

(3) Where disclosure is reasonable, in the public interest, is made in good faithand does not breach any reasonable requirements of the authority.

In respect of this third test, there are a range of requirements that must be satisfiedby the Councillor before a disclosure of confidential information can be madewithout breaking the Code of Conduct.

Full details can be obtained from the Monitoring Officer, but some examples are:

(1) The Councillor must believe the truth of the allegation;

(2) There must be no personal gain or ulterior motive in making the disclosure;

(3) The matter must be serious - involving some breach of the law for exampleor a miscarriage of justice;

(4) It is more likely that a disclosure to a relevant authority will be morejustifiable, for example, to a professional regulator, than to the media;

(5) It will be more likely that a disclosure can be justified if there is a real risk ofreoccurrence of the incident.

The number of restrictions that apply to disclosure of confidential information aresuch that it will a rare occasion when a Councillor can justify such an action.

Parish Talk issue 3 - August 2007 - page 11

Stratford-on-Avon District Council joins ‘sign up to sensible risk’ campaignThe District Council has signed up to the Health and Safety Executive (HSE)campaign to combat the growing number of myths that are underminingimportant health and safety legislation.

The authority’s Chief Executive, Paul Lankester, joined Geoffrey Podger, HSEChief Executive and Paul Coen, Chief Executive of Local Government Association(LGA), to publicly sign up to ‘ten principles of sensible risk management’ whichgive organisations practical advice on what risk management should – and shouldnot be about.

Geoffrey Podger, HSE Chief Executive said, “We’ve all heard the stories abouthealth and safety banning hanging baskets or making children wear goggles toplay conkers. This is not what we are about – it is not what HSE wants, not whatStratford District Council wants and not what the law requires.

“We want to focus our attention on practical steps that protect people from realrisks that can lead to injury and death, we do not want to stop people from livingtheir lives.”

“I call on all Local Authorities to follow the lead of Stratford District Council and joinwith us in tackling this issue by publicly ‘signing up to sensible risk’. Together wecan embed these principles into our working culture and ensure the decisionswe make focus on the real task of saving lives.”

Stratford District Council is one of the first local authorities to commit to aproportionate and focused approach to risk management. Chief Executive PaulLankester, said, “Protecting the health and safety of our workers and thecommunity we represent has always been a crucial issue for us. Over time thestories of health and safety gone mad have undermined the good work weand other councils do to protect vulnerable members of society.”

“We are proud to be one of the first councils to sign up to protecting ourworkers and community through sensible health and safety policies andcommit to focusing on saving lives not bureaucratic back covering.”

More information can be found at http://www.hse.gov.uk/risk/index.htm

HSE Chief Executive Geoffrey Podger is pictured with LGA Chief Executive Paul Coen while Paul Lankester, Stratford-on-Avon Chief Executive signs up to sensible risk.

Parish Talk issue 3 - August 2007 - page 12

Stratford-on-Avon District Council joins ‘sign up to sensible risk’ campaignHSE launched a set of key principles on sensible risk management in August2006, to help people focus on real risks. This followed a series of stories aboutalleged ‘health and safety’ stopping people taking part in leisure activities etc.The campaign established 10 principles of sensible risk management.

Sensible risk management is about:• Ensuring that workers and the public are properly protected • Providing overall benefit to society by balancing benefits and risks, with a focuson reducing real risks – both those which arise more often and those withserious consequences

• Enabling innovation and learning not stifling them • Ensuring that those who create risks manage them responsibly andunderstand that failure to manage real risks responsibly is likely to lead torobust action

• Enabling individuals to understand that as well as the right to protection, theyalso have to exercise responsibility

Sensible risk management is not about:• Creating a totally risk-free society • Generating useless paperwork mountains • Scaring people by exaggerating or publicising trivial risks • Stopping important recreational and learning activities for individuals wherethe risks are managed

• Reducing protection of people from risks that cause real harm and suffering

As part of the campaign, HSE has also launched the ‘myth of the month’ cartoon.Each month the HSE website carries a cartoon exposing the various myths about‘health and safety’. These can be viewed at www.hse.gov.uk/myth

Paul Lankester, Stratford-on-Avon Chief Executive and HSE Chief Executive Geoffrey Podger are pictured at the LGA conference in the International Convention Centre, Birmingham

playing conkers without personal protective equipment!

Power to the Parish on dog foulingThe District Council would like to extend an invitationto Parish Councils to take up their own enforcementsteps against littering and dog fouling in their ownParishes.

Please contact Robert Weeks, Head of Environmenton 01789 260810 or email robert.weeks@stratford-dc.gov.uk if you are interested and the Council willhost a meeting to discuss the subject further.

Parish Talk issue 3 - August 2007 - page 13

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Designed by Design & Print tel 01789 260740 email design@stratford-dc.gov.uk

Planning News Planning is an important frontline service which has improved performance over recent years and is nowlooking to be more customer focused. However, financial pressures, the current departmental structureand support and the need to continue to improve IT are preventing the service improve as quickly asexpected.

The Council's Executive has now agreed a new structure which will be introduced over the next few monthsand should be in place this autumn. This will remove the existing four senior manager’s posts and oneplanner from Planning Development, the team which deals with planning applications, the area committeesand enforcement, and replace them with three new managers.

The aim is to provide more management focus on quality, performance and customer service. Front linestaff will be empowered to deal more efficiently and effectively with planning applications with the removalof the current departmental hierarchy. This will provide you with a first point of contact for all applications.

This initiative is being complimented by a new planning support team, the roll out of the contact centre todeal with planning enquiries and the continuing improvement of IT systems.

There will be some temporary disruption to the service as these improvements are introduced, but therewill be long term benefits to the service which you will receive. If you would like any more information, orexperience any problems with the service over the next few months please contact the Head of PlanningServices, Pat Reid on 01789 260316 or email pat.reid@stratford-dc.gov.uk