Sodbury Town Council

6th June 2017

You are hereby summoned to attend the Full CouncilMeeting of Sodbury Town Council to be held inThe Old Reading Rooms(26 High Street)on Tuesday 13th June 2017 at 19.30 for the purpose of transacting business as prescribed in the Agenda below.

Cate Davidson

Town Clerk

Agenda

Members are reminded that the Council has a general duty to consider the following matters in the exercise any of its functions: Equal Opportunities (race, gender, sexual orientation, marital status and any disability), Crime and Disorder, Health and Safety and Human Rights. The Council must also have regard to the need to conserve biodiversity.

Comments will be taken from members of the public for up to 20 minutes prior to commencement of

the meeting.

0349ApologiesChairman’s Remark

0350Declarations of Interests & Granting of Dispensations

  • DPIs To be received in accordance with the Localism Act 2011
  • Written dispensation requests to be received and considered as appropriate

0351Reports from South Gloucestershire Councillors on matters relating to the Parish and not included on the Agenda

0352Reports from representatives from other bodies on matters relating to the Parish and not included on the Agenda

0353Approval of Minutes of Full Council Meetingon 9th May 2017(appendix 1)

0354Matters Arising

0355Finance – Payment of Accounts

  • To receive & approve Payment of Accounts & Bank Reconciliation
  • To sign cheques as required

0356Correspondence/Communication with the Council

  • As circulated with this Agenda(appendix 2)
  • Additional Correspondence as circulated at the meeting

0357Annual Return – Approval of Section 2 – Accounting Statements

  • To receive (appendix 3) and approve the Accounting statements 2016/17

0358Internal Audit

  • To receive (appendix 4) and note the report from the Internal Auditor

0359Chipping Sodbury Town Lands Charity – Council Appointed Trustee

  • To be advised Cllr W Whittle’s term of office expires on 31st July 2017
  • To appoint a Trustee to the Town Lands Charity

0360Chipping Sodbury Town Trust

  • To be advised Mr Paul Robins’ term of office as Trustee expired in May 2016
  • To appoint a Trustee to the Town Trust

NB. The Clerk raised this matter in May 2016 but was advised by the Clerk to the TT that it expires in May 2017 – On checking records the TT acknowledges it did expire in 2016

0361Clock Tower & Adjoining Structure

To be advised the following Heads of Terms have been agreed with the Town Trust should they apply for ownership of the structure:

  • The TT has an SLA with STC for the provision of public conveniences on a 5 or 10 year rolling basis and is responsible for the internal repair and maintenance of the facilitiesincluding the external doors to such
  • The TT has a lease with the TIC for a 5 year rolling period with the TIC being responsible for the internal repair and maintenance of the TICincluding the windows and external door to such
  • The TT will be responsible for all other parts of the structurewith discussion being had about setting up a sinking fund to cover major works that may be required in the future that both parties contribute to
  • TT will undertake the works as identified within the recent structural review with costs being split 50:50%

To consider the proposals and if approved consider supporting the TTs application for ownership of the building to the Land Registry.

0362Office Cleaning

  • To be advised that it is not possible for JS & CD to keep the communal spaces clean in the building and despite attempts to resolve issues they continue
  • To receive and consider a quote for 2 hours of cleaning per week from Spotless Spaces (meeting room, bathrooms and hallway) at a cost of £32 pw (£1664 pa)
  • To consider any other quotes received prior to the meeting
  • To consider the re-charging of 50% of the cost to tenants

0363Chipping Sodbury

  • To consider writing to Avon & Somerset Police Force to oppose any plans to close Chipping Sodbury Police Station

0364Items of Report

NB. A Council cannot lawfully decide on any matter, which is not specified in the Summons

0365Date of Next Meeting:11th July 2017 – 19.30 – Full Council Meeting

Annual Meeting of Full Council Agenda 13th June 2017

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