MINUTES OF A MEETING OF THE ESTABLISHMENT COMMITTEE HELD ON WEDNESDAY 26TH JANUARY 2011, 7.15PM IN THE COUNCIL CHAMBER, SIMPSON CENTRE, STOTFOLD

Committee Members present: B Collier (Chairman)

Mrs S Bundock A Cooper

Mrs M Cooper S Hayes

Mrs J Hyde B Saunders

Also present: The Clerk

2093. APOLOGIES

There were no apologies for absence.

2094. DISCLOSURE OF MEMBERS INTERESTS

Councillor Mrs Hyde declared an interest in the item relating to Citizens Awards. Members were reminded that if they feel they have an interest in an item being discussed, they should declare it at that point.

2095. PUBLIC PARTICIPATION

There were no members of the public present.

2096. MATTERS ARISING

None to report.

2097. CORRESPONDENCE

None to report.

2098. REVIEW OF COUNCIL’S ASSETS AND INSURANCE POLICY COVER

Members were provided with a list of Council’s assets and current insurance policy, together with two additional quotes for renewal in June 2011. All quotes are an indication only, and are subject to variance if rates or risks change prior to the final quote and acceptance.

Recommended that the list of Council’s assets is noted, and that the quotation from WPS Insurance in the sum of £6,383.05 plus IPT is accepted, a 3 year Long Term Agreement being set up, attracting a further 5% discount, with renewal in June 2011.

2099. BATPC AFFLIATION FEES 2011-2012

Members considered renewing affiliation fees for BATPC membership in 2011-2012 at £1,578, and Bedfordshire Bugle newsletters for Members at £24.

Resolved that the BATPC membership is renewed at £1,578 and also subscription for Bedfordshire Bugle newsletters at £24.

2100. ASSISTANT CLERK - TRAINING

Members considered attendance of the Assistant Clerk on the Local Council Clerk – Core Skills course taking place during spring 2011, run by BATPC, Biggleswade, at £200 plus mileage, with a view to her completing CiLCA at £150.

Resolved that the Assistant Clerk is permitted to attend the Local Council Clerk – Core Skills course at £200 plus mileage, together with the Certificate in Local Council Administration at £150 when appropriate.

2101. PURCHASE OF OFFICE EQUIPMENT

Members considered purchase of a replacement printer for the outer office at £240 plus vat.

Resolved that a printer is purchased for the outer office at £240 plus vat.

2102. GRASS CUTTING, LANDSCAPE AND HANDYMAN CONTRACTS

Members considered tenders received for the above contracts to run from 1st April 2011 to 31st March 2014. After a detailed and very well considered discussion, it was:

Recommended that

i)  The grass cutting contract for 2011-2014 is awarded to: Mr Rik Golder

ii)  The landscape contract for 2011-2014 is awarded to: Mr Rik Golder

iii)  The handyman contract for 2011-2014 is awarded to: Mr Ian Summerfield

A request was made for the voting for the landscape and grass cutting contracts to be recorded:

Landscape contract – 3 for, 3 against, chairman’s casting vote used to make 4 for and 3 against.

Grass cutting contract – 4 for, 3 against

In order to assist in making a recommendation when considering tenders for the next contract period, it was:

Resolved that tender documents for the next contract period should ask for a minimum of three references to be supplied, which must be for similar size work, and if possible Members/Clerk should visit those referees to view the type, amount and standard of work being carried out by the tenderer.

2103. PART-TIME ADMINISTRATION ASSISSTANT

The part-time Administration Assistant (afternoon) has completed her six month probationary period, and a satisfactory appraisal has been undertaken. The Clerk therefore recommends that her permanent position as Administration Assistant is confirmed.

Recommended that Suzannie Cowie’s position as part-time Administration Assistant (afternoon) be made permanent.

2104. AFTERNOON ADMINISTRATION ASSISTANT – IDENTIFIED REQUIRED TRAINING

Members consider attendance of the Administration Assistant (afternoon) to attend SLCC’s allotment training session, full day – 24th March 2011, Grantham, Lincolnshire, £120 plus mileage. This member of staff is now undertaking the running duties of both allotment sites.

Resolved that the Administration Assistant (afternoon) is permitted to attend the SLCC’s allotment training session taking place on 24th March 2011, at £120 plus mileage.

2105. BUDGET REVIEW

Members were previously provided with a review of the Committee’s budget and reserves status as at 1st January 2011 and it was:

Resolved that any remaining funds in the Committee’s budget at the end of the financial year are transferred to Earmarked Reserves – Office Equipment.

2106. EXCLUSION OF PRESS AND PUBLIC

The Chairman then proposed the following:

That it is advisable in the public interest that the press and public are temporarily excluded whilst matters pertaining to confidential issues are discussed and that they be instructed to withdraw from the meeting.

This was passed by Members.

As per this Committee’s Terms of Reference forming part of Standing Orders, the following discussion and resolution is to be kept confidential within Committee Members until the Annual Town Meeting.

2107. CITIZENS AWARDS

Councillor Mrs Hyde had previously declared an interest in this item and left the room whilst discussions and voting took place. Members then considered nominations received for the Citizen Award/s.

Resolved that the Citizen Awards are given this year, to be presented at the Annual Town Meeting in March, and the names of the recipients are to be kept confidential and within this Committee’s Membership only until that time.

2108. ITEMS FOR INFORMATION PURPOSES ONLY

There were no items for information.

There being no further relevant business the meeting was declared closed at 9.32pm

CHAIRMAN DATED

3

27/01/11