MINUTES ofthe Finance and Facilities Committee meeting held on Wednesday 21st October2015 at 7.00pm in the Committee Room at the Festival Hall, Caistor Road, and Market Rasen.
Present:
Councillor M Harvey (Chair) Councillor J Matthews (Mayor)
Councillor K Bridger / Councillor R Mortlock-FrenchCouncillor S Bunney / Councillor McNeill
Councillor M Lakin-Whitworth / Councillor C Turner
Apologies: Cllr Jackson, / Cllr Smith
In attendance: Mrs B L Gash
1.Chairman’s opening remarks. The chairman welcomed everyone to the meeting and thanked them for attending.
2.To approve and accept apologies for absence
Apologies were received and accepted from Councillors Jackson and Smith.
3.To receive any declarations of interest in accordance with the requirements of the Localism Act 2011 and consider any applications for dispensations in relation to Disclosable Pecuniary interests. Councillor Matthews at Agenda item 6 at BP317. Non pecuniary interest on cheque no 105391.
4.Notes of the last meeting held on 17th September 2015 to be approved as minutes. Proposed by Councillor Matthewsand Seconded by Bridger. All in favour.
It was RESOLVED that the minutes of the 17th September2015 to be approved as a true and accurate record.
5.Matters arising from the minutes. The following items were noted: a) Agenda Item 5. The WLDC clock above the public toilets is still not working. b) Councillor Matthews informed members that a cheque payable to Gail Dennis was approved (cheque no. 105373). This was cancelled and a correct cheque re-issuedpayable to the Twinning Association (cheque no. 105376). c) A cheque to Mrs Fox was highlighted as it was written out with no initials. Members agreed that the account payments need to be more secured and initials are to be used for all future payments.
6.Accounts for Payment
Proposed by Councillor Harvey and Seconded by CouncillorBunney. 7 in favour and 1 abstention – Cllr Matthews. It was RESOLVED to approve the accounts for payment of £3,431.56.
7.Finance Report – Attached at Paper B to these minutes.
8.To review Accounts -
Detailed Income & Expenditure by Budget Heading as at 30/09/2015 were circulated to the committee.
a.The Finance Clerk gave a brief update.
b. Setting of the Precept. Members agreed not to have a separate meeting to set the Precept 2015/16 but to include as an Agenda item at the next Finance and Facilities meeting. The draft figures are to be given out Friday before the meeting so that the documentationcan be read and absorbed by members. Councillor Matthews said he would be happy to compile the Precept figures. Councillor Matthews raised his concerns over the accuracy of the accounts.
Action Point: The Finance Clerk is to ensure the budget income and expenditure information is up-to-date and accurate when presenting at each meeting, in particular with details on the expenditure within each cost code that is over the actual budget allocation.
Action Point: Councillor Matthews is to complete a draft Precept 2015/16 forecast for the next Finance and Facilities meeting.
9.To resolve not to continue with the Lincolnshire Chamber of Commerce and Mr BIG new Market Rasen Town Partnership - by funding a post for one day a week the cost of £6.5K pa for a period of three years. It was RESOLVED at the Finance and Facilities meeting of 15th July 2015 Agenda item 12 and agreed in principle at the Finance and facilities Meeting on 16th September 2015 at Agenda item 10 to go into partnership with Lincolnshire Chamber of Commerce and Mr BIG. Since the last meetings members have agreed not to become involved in this new partnership. Proposed by Councillor Bunney and Seconded by Councillor McNeill. All in favour.
It was RESOLVEDthat the Town Council does not take up the new partnership with Lincolnshire Chamber of Commerce and Mr BIG and fund £6.5K.
10.To discuss and resolve the request by United Lincolnshire Hospitals NHS Trust to upgrade the electricity supply and install an outside tap to Festival Hall for the use on the Mammography van in November 2015. Members agreed to go ahead with the request by NHS Trust to upgrade the electricity and install an outside tap, as this would benefit the hall. The contract to be paid by the NHS Trust. The NHS Trust is to liaise with the handyman, to ensure that the Phase 3 electricity supply and outside tap arelocated in the right place. Proposed by Councillor Bunney and Seconded by Councillor Matthews. All in favour.
It was RESOLVED to inform NHS Trust that the Council have approved for the upgrade at the Festival Hall.
Action point: The Finance Clerk is to write to NHS Trust to inform them the Council has approved to upgrade the electricity supply and install an outside tap at the Festival Hall. They are to liaise with Jon Shaw, the handyman to ensure the work is in the right place.
Action point: The Clerk to contact Jon Shaw to request he liaises with NHS Trust with the proposed work at the Festival Hall.
11.To review and resolve the amended Grant Policy and form. Councillor McNeill gave an update. He said he had the original information from Councillor Travis and now had further details from the Town Clerk - information she had been given on her recent CilCA training. Councillor McNeill proposes to write to members in an email with new information, then collate the responses from the questions and if a conflict will bring back to Council to resolve.
Action Point: Councillor McNeill is to forward members’new details about the
Grant Policy.
12.Annual Review of Charges
(a)Festival Hall. Councillor Bunney took the lead. Members reiterated that the current form is complicated and needs to be reviewed. Questions asked about the definition of ‘Outside Parish’ and ‘Commercial’ hire charges. What are the costs for placing the ‘lining’ and opening up and closing for the ‘caretaker’? The details are to be brought to the next Finance and Facilities meeting. The main concern was the £12.00 total cost for sachets of tea, coffee, sugar and milk regardless of how many people were in attendance at the booking. It was agreed for Councillor Bunney to meet up with the Finance and Facilities Clerk, new Bookings Clerk and Caretaker at 10.00 am on Tuesday 10th November 2015, to discuss the Festival Hall charges and then produce a report for the next Finance and Facilities meeting. Members approved the new hourly charges for the Commercial and Outside Parish to Main Hall – daytime £12.50 per hour, Main Hall – evening £15.00 per hour and Committee Room £10 per hour.
It was RESOLVED to approve the new hourly rates for Commercial Hire and Outside Parish to £12.50, £15.00 and £10.00 as above.
Action Point: Councillor Bunney, Finance and Facilities Clerk, new Bookings Clerk and Caretaker to discuss the Festival Hall charges at 10.00 am on Tuesday 10th November 2015.
Action Point: The Clerk to produce a report for members to discuss at the next Finance and Facilities meeting. The new agreed hourly charges for Commercial and Outside Parish to be amended on the Hire Charges for the Festival Hall and used forthwith.
(b)Market Place. Members agreed to keep to the same charges as listed.
It was RESOLVED to keep to the same Market Place charges as listed.
(c) Review of Market Regulations. Members briefly discussed the Open Market Place Regulations. It was agreed that the Terms and Conditions of the monthly markets are forwarded to members and to be reviewed in conjunction with the Town Council Open Market Regulations. The Market Regulations are to be included as an Agenda item at the next Full Council meeting.
Action point: The Finance and Facilities Clerk to forward the details of the monthly market to members and the Town Clerk to add as an Agenda item for the next Full Council meeting.
13.Update on Markets The Halloween theme market on Saturday 31st October 2015 and assistance required wherever possible. No monthly market on Saturday 7th November 2015. The Mayor’s Charity event on Friday 4th December 2015 and Christmas Market on Saturday 5th December 2015.
14.Update on the Festival HallFor those members who had attended all agreed that The Lindum representatives and Nicola Marshall put on an excellent display at the Feasibility Study Public consultation event held on Thursday 15th October 2015.
15.To resolve to continue with the existing Festival Hall bar contractor arrangements for 2016. Proposed by Councillor Matthews and Seconded by Councillor Bunney. All in favour.
It was RESOLVED to continue with the existing Festival Hall bar contractor arrangements for a 3 year term from 1st January 2016, as per the Service Level Agreement.
16.Councillors’ reports.
a) Councillor Bridger spoke briefly and mentioned the state of the Town in particular underneath the bridge with straw that had gathered from the Lorries carrying straw bales.
b) Councillor Harvey had a query about the proposed bicycle rack on the Market Place reminding members it was resolved to have some installed. Councillor Bunney said the Markets Partnership group did look to develop the Market Place and this needs to be followed through, but permission is required from Nettleship – the owners of the Market Place.
c) Councillor Turner enquired about the Speedwatch scheme and was informed progress is taking place to have them installed in the Town. Also queried the new build behind the hub and was informed by Councillor McNeill the plans have not yet been signed off. The Planning department were looking at the footpath and this was in hand. It was noted the advertisement for the flats were building sold with allocated parking. Councillor McNeill said that they have now been taken off their website and it was wrong for them to do this in the first place.
d) Councillor Matthews spoke about his involvement with the ‘Peer Challenge of the Development Management Service in West Lindsey, who was invited to take part today. The visit is by a Local Government Association (LGA) peer challenge team to help West Lindsey’s planning service assess its current achievements and identify what it does well and what needs to improve. Councillors Matthews had tabled concerns on planning and at times Parish and Town Councils planning consultation responses appear to be ignored by the WLDC Planning department. A written report is to follow with conclusions and recommendations for West Lindsey District Council Planning department.
e) Councillor Matthews said that on Friday 13th and 20th November 2015 between 09.00 am and 8.00pm there will be a Charity bucket collection at Tesco. If any members are available please offer your support for the Mayor’s charities.
Action Point: The Town Clerk to write to WLDC Streetforce and report the straw under the bridge.
Action Point: The Town Clerk is to do a research into a 4 bicycle rack and also set up a meeting with Mike Perkins with in attendance the Town Clerk and Councillor Matthews to discuss installing bicycle racks on the Market Place.
17.Risk Management Festival Hall bookings. This is due to advance bookings to 2017 and beyond that may be affected by any future improvement works at the Festival Hall.
18.The council RESOLVED to move into closed session and considered the following: Proposed by Councillor Matthews and Seconded by Councillor McNeill. All in favour. To review the Festival Hall 2016 cleaning contract. Members agreed that clarification of the figures quoted by Green Dolphin is required prior to any approval. To be included as an Agenda item at the next Finance and Facilities meeting.
The Chairman of the Committee declared the meeting closed at 9.06 pm.
Signed......
Date......
Chair of Finance & Facilities
MARKET RASEN TOWN COUNCIL – PAPER A
ACCOUNTS FOR PAYMENT 21ST OCTOBER 2015
Chq No / Payee /Description
/ F/Hall £ / General £ /VAT
£
/Total
£
105390 / The Mayor of Louth’s Charity Fund / Charity Dinner – 30th October 2015 / £28.00 / /£28.00
105391 / Motor Neurone Disease Association Lincolnshire /Invitation to Christmas Dinner. 10 December 2015
/ £37.00 / /£37.00
105392 / W H Events Hire /Civic Reception –Hire of 15 table linen toppers
/ 58.33 /11.67
/70.00
BP317 / J P G Matthews /Mayor’s expenses – September 2015
/ 369.31 /9.11
/378.42
BP318 / J K Shaw / Clear Ivy growth from roof and walls of FH / 450.00 /£90.00
/£540.00
BP319 / Green Grass Contracting / Grass cutting contract 09/09 De Aston Field and around trees / 150.00 /30.00
/180.00
BP320 / Green Dolphin Cleaning / Festival Hall cleaning September 2015 and extra clean / 405.33 / /405.33
BP321 / Green Dolphin Cleaning / Auction shed x 2 / 36.00 / /36.00
BP322 / Sparkle Cleaning Services / OPS – Office Cleaning Service September 2015 / 40.00 / /40.00
BP323 / Info Tech-Lincs / Software: AVG Cloudcare Antivirus 2 year subscription for 4 devices / 146.88 / /146.88
BP324 / LALC / CiLCA 7th, 14th October + 6 months mentoring / 120.00 / /120.00
BP325 / PHS Group / Rinse Aid, Black bags and Aerosol / 39.84 /7.97
/47.81
BP326 / Viking / Stamps, copier paper, wallets, recycling small bin and plastic water urn 8L. / 46.99 / 108.18 /20.23
/175.40
BP327 / Viking / Post it notes, telephone book, folders x 2 / 24.46 /5.47
/32.83
DD / ESPO /FH – gas Sep 2015
/ 154.64 /7.73
/162.37
DD / ESPO /OPS gas Sep 2015 (proportion to be recharged to Oasis)
/ 237.64 /11.88
/249.52
DD / WLDC /Business Rates – Market Place
/ 108.00 / /108.00
DD / WLDC /Business Rates – Old Police Station
/ 528.00 / /528.00
DD / WLDC /Business Rates – Festival Hall
/ 146.00 / /146.00
/ 1301.13 / 1936.37 /194.06
/3431.56
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