BEVERLEY TOWN COUNCIL

EXTRA ORDINARY MEETING OF FULL COUNCIL

2nd December 2013

Present: Councillors Cox (Mayor), Astell, Bottomley,Gray, Jack, McGrath, Pearson, Pinder, Thorley and Whitfield

In Attendance:Helen Watson (Town Clerk), Carol Oliver (Assistant Town Clerk)

Also present: 1 member of the public

1046To receive apologies for absence

Apologies were received from Councillors Aird, Boynton and Sweet.

1047(a) To record declarations of interest by any member of the council in respect of the agenda items listed below. Members declaring interests should identify the agenda item and type of interest being declared.

(b) To note dispensations given to any member of the council in respect of the agenda items listed below.

The Town Clerk informed Councillors that they do not require dispensations to discuss the annual budget.

Councillor Astell declared a non-pecuniary interest in the allotments in the budget line due to being an allotment tenant.

1048To receive and consider recommendations due at ERYC Cabinet on 3.12.13 regarding precepts

The papers circulated by the Town Clerk in connection with the East Riding of Yorkshire Council Cabinet Meeting on the 3rd December 2013 were received and considered. The Town Clerk reported she had been in contact with ERNLLCA on this matter. The Mayor reported on ERNLLCA’s advicethat it is the Government’s intention to pass on the grant in full. ERNLLCA undertook to speak to any principal authority that did not pass on the full grant to Town and Parish Councils. The Mayor asked if any Councillor is available to attend the East Riding of Yorkshire Council Cabinet Meeting on the 3rd December 2013. Cllr Bottomley offered to attendalong with the Town Clerk on behalf of Beverley Town Council and report back to Councillors.

Cllr Pinder discussed the purpose of the meeting this evening was to set out budget despite the Cabinet meeting being held tomorrow. There are two further meetings to be held by the Town Council, 16th December 2013 (after the Policy Meeting) and 6th January 2014. The Town Clerk informed members the request for the precept has to be with ERYC by the 17th January 2014.

A discussion took place about the way the East Riding of Yorkshire grant was allocated last year.

Resolved – That Cllr Bottomley and the Town Clerk is to attend the East Riding of Yorkshire Council Cabinet meeting on the 3rd December 2013 at 10.30am and report back to Councillors.

The Mayor of Beverley passed the chairing of the Extra Ordinary Full Council Budget consideration meeting to The Chair of Policy, Cllr Pinder.

1049To consider the 2014/15 budget

Discussion commenced on the budget but members decided to have full discussion on the staffing budget and to consider the exclusion of public before moving onwith the consideration of the 2014/15 budget.

1050To consider the exclusion of the public from the meeting on the grounds that confidential information in relation to the employment of staff shall be disclosed and contractual information (Public Bodies (Admission of Meetings) Act 1960) – To consider the 2014/15 budget in relation to staffing and contractual information.

Motion: That the public be excluded from the meeting on the grounds that confidential information in relation to the engagement of staff and contractual information shall be disclosed (Public Bodies (Admission of Meetings) Act 1960).

Resolved - That the public be excluded from the meeting on the grounds that confidential information in relation to the engagement of staff and contractual information shall be disclosed (Public Bodies (Admission of Meetings) Act 1960).

The member of the public left the meeting.

1051.To consider the 2014/15 budget in relation to staffing and contractual information.

Members discussed briefly the order that budget lines would be discussed

(i)To consider the staffing budget.

A lengthy debate took place on the staffing budget of Beverley Town Council, see comments boxes titled staff costs and continuation of the From Field to Table project.

(ii)To receive an update on the present lease agreement at Minster House.

It was noted thatthis Agenda item was not required to be discussed.

(iii)To consider accommodation needs for Beverley Town Council.

It was noted thatthis Agenda item was not discussed.

Draft / EFC Meeting 6.11.13 / Full Council 25/11/13 / Extra Ordinary meeting 02.12.13 / Comments
2013/2014 / 2014/2015
Staff Costs
Salaries (Town Clerk (37 hrs p/w), Assistant Town Clerk (25 hrs p/w), Admin Assistant (12 hours p/w) Handyman (25 hrs p/w), Cleaner (1 hr p/w) / £63,880.00 / £65,267.00 / £62,031.00 / Budget figures to be set atAdmin Assistant hours reduced to 12 hours per week, Town Clerk hours at 37 hours per week (as per the ending of the From Field to Table project in March 2013) Assistant Town Clerk at 25 hours per week, Handymanat 25 hours per week,.
A 1% increase is incorporated in this figure.
The hours worked by staff are to be evaluated to ensure the hours paid meet the needs of Beverley Town Council.
Continuation of Field to Table 15 hours per week at £10 per hour / £7,800.00 / £7,800.00 / A lengthy discussion took place about employing the Food Officer to sustain some of the aims and objectives of the events from the “From Field to Table project”. The way the hours of anofficer could be worked was also considered, such as annualised hour’s contract. It was agreed that sponsorship and seeking further funding from other grant providers would be sought. A recorded vote took place in connection with the employment of a an officer and keeping this budget line in:
For:Cllrs Astell, Cox, Pinder, Thorley and Whitfield Against: Cllrs Bottomley, Gray, Jack, McGrath and Pearson.
The Chairman used his casting vote. The vote was carried in favour of keeping this budget line.
Review of work place assessment / £1,500.00 / £1,500.00 / Delete line
Staffing Contingency / £20,000.00 / £20,000.00 / £12,000.00 / Discussion took place about the staffing contingency. It was agreed to reduce this as the amount spent so far this was approximately 36% which had covered periods of sick cover for two officers. This had covered employment of seasonal handyman to assist with watering in summermonths and overtime.
Employers NI @ 13.8% / £8,530.00 / £9,007.00 / £9,637.00 / Increased due to incorporation of food officer into budget
Employers Pension Contribution @23.8% / £14,711.00 / £15,534.00 / £16,620.00 / Increased due to incorporation of food officer into budget
Officer Training/Conference / £5,000.00 / £5,000.00 / £1,500.00 / £1,500.00 / £1,500.00 / Clerk confirmed this would be sufficient.
Officer Travel / £4,000.00 / £4,000.00 / £1,000.00 / £1,000.00 / £1,000.00 / Clerk investigated costs and no increase required from £1000.
Recruitment Advertising
Administration
Insurance / £6,900.00 / £6,900.00 / £6,500.00 / £6,500.00 / £6,500.00 / Reduced due to loss of MUGA
Stationery / £1,200.00 / £1,200.00 / £1,200.00 / £1,200.00 / £1,200.00
Photocopier / £3,000.00 / £3,000.00 / £3,000.00 / £3,000.00 / £3,000.00
Newsletter/Community Liaison / £1,000.00 / £1,000.00 / £1,000.00 / £1,000.00 / £1,000.00
Telephone / £1,500.00 / £1,500.00 / £1,500.00 / £1,500.00 / £1,500.00
Staff Mobiles rental & 2 year contract / £270.00 / £270.00 / £270.00 / £270.00 / £270.00
Computer Equipment / £1,250.00 / £1,250.00 / £1,250.00 / £1,250.00 / £1,250.00
New telephone extension / £250.00 / Clerk to ascertain prices
Internet Access / £500.00 / £250.00 / £250.00 / £250.00 / £250.00
Postage / £1,200.00 / £1,200.00 / £1,200.00 / £1,200.00 / £1,200.00
Publications/Subscriptions/Fees
Newspapers / £30.00 / £30.00 / £30.00 / £30.00 / £30.00
NALC/ERNLLCA / £1,100.00 / £1,100.00 / £1,100.00 / £1,100.00 / £1,100.00
SLCC / £500.00 / £500.00 / £500.00 / £500.00 / £500.00
Charter Towns / £150.00 / £150.00 / £150.00 / £150.00 / £150.00
Website / £400.00 / £400.00 / £400.00 / £400.00 / £400.00
Audit Fees / £2,500.00 / £2,500.00 / £2,500.00 / £2,500.00 / £2,500.00
Bank Charges
Payroll processing fees / £400.00 / £400.00 / £400.00 / £400.00 / £400.00
Accommodation
Handyperson accommodation/storage / £4,150.00 / £4,150.00
Rent / £15,500.00 / £15,500.00 / £15,500.00 / £15,500.00
Room Hire / £300.00 / £300.00 / £500.00 / £1,000.00 / £1,000.00 / Guildhall is to be continued to be used. Increase to £1000
Rates / £4,250.00 / £4,250.00 / £4,250.00 / £4,250.00 / The amount of rates for the new building is awaited.
Utilities/Maintenance (water, gas, electricity, paint, light bulbs, water cooler, computer maintenance, recycling costs/refuse collection) / £4,000.00 / £4,000.00 / £5,000.00 / £5,000.00 / Clerk has enquired about gas bill.
Decoration / £150.00 / £150.00 / £150.00 / £150.00
Alarm Maintenance / £500.00 / £500.00 / £1,000.00 / £1,000.00 / Alarm to be placed on new facility
Civic and Democratic
Mace Bearer / £500.00 / £500.00 / £500.00 / £500.00 / Clerk has already checked insurance company regarding the Mayor being accompanied
Councillor Training/Conference / £2,000.00 / £2,000.00 / £1,500.00 / £1,500.00 / Reduce
Civic Budget / £4,000.00 / £4,000.00 / £4,000.00 / £4,000.00
Mayoral Allowance to Mayor / £1,500.00 / £1,500.00 / £1,500.00 / £1,500.00
Twinning/Travel/Hospitality / £2,500.00 / £2,500.00 / £2,500.00 / £2,500.00
Members Allowance / £3,500.00 / £3,500.00 / £3,500.00 / £3,500.00
Robes Maintenance / £500.00 / £500.00 / £500.00 / £500.00
Councillor travel and subsistence / As at 31/10/13 £242 has been spent on Travel by Councillors
Election Provision / £3,000.00 / £3,000.00 / £9,000.00 / £9,000.00 / Increased to cover cost of the by-election
Grants
Pensioners Lunches / £1,000.00 / £1,000.00 / £1,000.00 / £1,000.00
SLA Cherry Tree / £5,000.00 / £5,000.00 / £5,000.00 / £5,000.00
Sculpture Park / £10,000.00 / £10,000.00 / Commuted Sums Meeting on 21/11/13 which was cancelled. Another meeting to be set before Christmas
Grants / £15,000.00 / £15,000.00 / £15,000.00 / £15,000.00
Detached Youth Workers / £13,534.00 / £13,534.00 / £6,767.00 / £6,767.00
Beverley Against Poverty / £500.00 / £500.00 / £500.00 / £500.00 / Clerk has a letter from BAP explaining expenditure
Youth Town Council / £500.00 / £500.00 / £500.00 / £500.00 / Clerk has correspondence with Ms Clarke
1914 Anniversary event
SLA Syntan Barge Preservation Society / Clerk has written to the Barge Preservation Society encouraging them to use the grants system
Town Maintenance
Skatepark / £500.00 / £500.00 / £500.00 / £500.00
All Weather Pitch / £2,000.00 / Delete budget line
Town Council Plants / £1,000.00 / £1,000.00 / £1,000.00 / Policy for purchasing plants to be discussed at Policy Committee
One off equipment purchases, PAT £600 Bracket £1000 Generator £560 and 40 self watering hanging baskets £840 / £3,000.00 / Delete budget line
Maintenance / £5,000.00 / £5,000.00 / £3,000.00 / £3,000.00
Litter/Salt Bins and associated items (salt/grit) / £5,000.00 / £5,000.00 / £5,000.00 / £5,000.00
Transport (Van plus fuel) / £4,000.00 / £4,000.00 / £4,000.00 / £4,000.00
Tractor Hire, equipment and insurance plus water bowser / £10,580.00 / £10,580.00 / Delete budget line
Replacement Van / £0.00
SLA Street Lights / £17,500.00 / £17,500.00 / £17,500.00 / £17,500.00
Streetlighting improvements / £2,000.00 / £4,000.00 / £4,000.00 / £4,000.00 / Clerk has checked and no lamp posts are available to be used.
CCTV Town / £7,110.00 / £7,110.00 / £7,110.00 / £7,110.00
CCTV Cherry Tree / £3,000.00 / £3,000.00 / £3,000.00 / £3,000.00
Wi-Fi in Beverley / £5,000.00 / £5,000.00 / £5,000.00 / £5,000.00 / Meeting to take place with the Mayor, the Town Clerk and Kingston Communications and will report back at the next meeting.
Facilities
Cost of acquisition / £0.00
Town Events
Town Event / £0.00
Food Festival / £10,000.00 / £10,000.00 / £5,000.00 / £0.00 / A long discussion took place in connection with the Food Festival. It was agreed to contact East Riding of Yorkshire Council events department to ask for their assistance with the Food Festival, to actively seek sponsorship from businesses for the Food Festival. Grants are to be searched for in order to get additional funding the Food Festival. Officers are to start work on the "Reaching Communities" application for a grant.
Councillor Bottomley left the meeting at 8.10pm.
Beverley Bonfire - Erection and Dismantle - ERYC / £1,800.00 / £1,800.00 / £1,800.00 / £1,800.00
Christmas Lighting / £5,000.00 / £5,000.00 / £5,000.00 / £5,000.00
Beverley in Bloom / £2,000.00 / £2,000.00 / Amount given to the Bloom Group to be discussed at next meeting
Allotments
Allotments Upkeep / £1,450.00 / £1,450.00 / £2,000.00 / £2,000.00 / Increased due to new allotments
Allotments - Queensgate Rental / £1,200.00 / £1,200.00 / £1,200.00 / £1,200.00
Allotment - Lairgate and Keldgate Rental / £170.00 / One off fee for the transfer of allotments from ERYC
Skip Hire / £500.00 / £600.00 / £600.00 / £600.00 / A permanent lockable skip is to be placed on the allotment site
Waterpipe/maintenance at Sparkmill Terrace Allotments / £1,500.00 / Delete budget line in 2014/15 as this has been spent
Total Costs / £320,795.00 / £326,552.00 / £167,627.00 / £270,215.00
Less Income
Community Lift / £0.00 / £0.00 / £0.00 / Delete budget line
Allotments / £3,152.00 / Increase due to new allotments
Stall Income for Food Festival / £5,000.00
Precept / £312,643.00 / £326,552.00 / £167,627.00 / £0.00 / £270,215.00 / This is the partial budget as information awaited on budget lines left blank.
Less Council Tax grant from ERYC / £32,436.84
Precept / £280,206.16 / £326,552.00 / £167,627.00 / £0.00 / £270,215.00

A discussion took place in connection with the amount of funds held in the events account. Members asked how this had been accrued and what is it for. The Town Clerk is to report back at the next meeting on the 16th December 2013 how the funds in the events account are accrued.

Resolved - That the Town Clerk is to report back at the next meeting on the 16th December 2013 how the funds in the events account are accrued.

The Town walkabout was discussed and Councillors are to inform the Town Clerk if they wish to attend on 5th December 2014 at 1pm leaving from the Town Council Offices. The Town Clerk to report back at the next meeting.

Councillor Pinder requested all Councillors to submit any additional budget items into the Town Clerk in order these could be distributed with Agenda papers for the meeting of Policy followed by the Extra Ordinary Full Council Meeting on 16th December 2013.

ACTION PLAN

Minute/ Action / Person Responsible / Time to be Reported Back
Min 1051:
WI-FI in town – report back from discussions with Kingston Communications
Food Festival – Officers to commence work on the “Reaching Communities” grant application, contact East Riding of Yorkshire Council events and grants department to ask for sponsorship and to seek further funding
Funds in Events Account – the Town Clerk to report how funds accrued in events account
Budget items – Councillors to email additional budget items into the Town Clerk
Town Walkabout 05/12/13 at 1pm – Inform Town Clerk of attendance
Town Clerk to inform Councillors of outcome of Town Walkabout with ERYC Officers. / Town Clerk and Mayor
Officers
Town Clerk
All Councillors
All Councillors
Town Clerk / Next Meeting
Operational
Next Meeting
9th December 2013
Next Meeting