Hedon Town Council
Minutes of the Proceedings of a Meeting of
Finance & General Purposes Committee
Held
23 FEBRUARY 2017
Present: In the Chair – Cllr S Gallant
Cllrs: C Billany, N Black, M Bryan, J Dennis, Mrs B Goldspink,
A Marshall, Miss S Rommel, B Stockdale, Miss D Storr, Cllr G Thurston and T West
1. Apologies for Absence
There were no apologies.
2. Confirmation of the Minutes
The Minutes of the meeting of the Finance & General Purposes Committee held on 26 January were agreed as being a correct record of the proceedings thereat.
Resolved: that the minutes were confirmed as a true record
3. Declaration of Interests
3.1 It was agreed that any declaration of interest be dealt with at the time the relevant item was discussed.
3.2 There were no dispensations to be noted.
4. Presentation from South Holderness Internal Drainage Board on proposed rationalisation and extension of the Board’s area
Cllr Bryan declared a personal interest as he is a member of the Internal Drainage Board in his capacity as Ward Councillor; Cllr Dennis declared a personal interest as he is a member of the North Holderness IDB in his capacity as Ward Councillor and Cllr Gallant declared a personal interest.
Mr John Maston, Chairman and Mr Ralph Ward, Clerk to the IDB gave a presentation and answered questions from Cllrs.
Resolved: that the Town Clerk write to Mr Maston and Mr Ward to thank them for attending the meeting and enclosing a map showing the correct boundaries of Hedon
Members agreed to bring forward agenda item 9 – Update re Flood Prevention Measures.
5. Update re Flood Prevention Measures
Cllrs were pleased to note that South Holderness IDB had objected to recent planning applications where flooding concerns had also been raised by the Town Council. It was also noted that replies had been received from all bue one of the agencies assuring the Council that everything was under control (reply from Yorkshire Water has been promised but not yet arrived).
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South Holderness IDB representatives left the meeting.
Resolved: that the responses from ERYC, EA and South Holderness IDB were noted along with their assurances that everything is in order
6. Accounts Payable – February
The Schedule will form part of the minutes. The Town Clerk answered queries from members.
Resolved: that the accounts for payment for the month of February, signed off by two Councillors, in the sum of £23,267.05 be accepted for payment
7. To consider the Risk Assessment Report – Council Property and Documents
Members reviewed the risks associated with Council property and documents.
Resolved: that the Risk Assessment Report for Council property and documents was approved as tabled
Members agreed to deal with agenda item 7 – Update from Events Working Group when Cllr Storr arrived.
8. Update from Public Transport Working Group
The Chairman referred to a meeting of the group with Mr Colin Walker, ERYC which had taken place on Friday 3 February and updated members of the discussions which had been positive. Notes of the meeting had been previously circulated to all Cllrs.
9. Update re St Augustine’s Church clock motor
Cllr Goldspink declared a personal interest.
The Chairman referred to correspondence from Smiths of Derby confirming that the repaired motor would have a 12 month guarantee. Cllrs were disappointed at the length of the guarantee but appreciated that the work needed to be carried out.
Resolved: that the Town Clerk try to negotiate a longer guarantee period but that the work be carried out regardless in the new financial year
10. Update re ‘Irresponsible Parking’ flyers
The Chairman noted that there would be a cost implication to having leaflets specially printed for Hedon; however a large supply was available of the leaflet tabled which could be provided by ERYC free of charge.
Cllr Storr joined the meeting.
Resolved: that the Council would get a supply of the leaflet tabled from ERYC; a copy of the leaflet would be put in the noticeboard and a supply given to Cllrs
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11. Report from Events Working Group
Cllr Storr updated members and confirmed that the next meeting of the Events Working Group would take place at 7.15pm on Wednesday 1 March in the Town Hall.
12. Update re Police Campaign in Hedon
Cllr Storr had collected the petition sheets and reported that the number of signatures had reached over 1880 which was a very good response. The Chairman noted that there had been a police presence at the ‘Pop In’ which had been as a direct result of the campaign.
Resolved: that the Town Clerk would send a copy of the petition to the ERYC Overview & Scrutiny Committee (Safer and Stronger), the Police and Crime Commissioner for Humberside and the Chief Constable; all to be sent Recorded Delivery
13. To approve Hedon Town Council insurance renewal policy
The Chairman referred to the documentation received from Zurich Insurance and circulated to all Cllrs. After a lengthy discussion Councillors agreed that the Town Council should carry out a full valuation of its assets for insurance purposes within a sensible timescale.
Resolved: that the insurance renewal documentation was approved and that the Council would carry out a valuation of its asses for insurance purposes within a sensible timescale
14. To approve supplier for hanging baskets
The Chairman referred to the information previously circulated to all Cllrs.
Resolved: that Contractor A would provide hanging baskets for 2017
15. To approve Lease and Schedule of Condition for Amy Black Centre
Cllrs Black, Storr, Rommell and, West declared pecuniary interests as they were members of the Amy Black Community Centre Committee and left the room for this item.
The Chairman noted that the documentation was not yet available as the Solicitors had raised the question of whether the Council wished the lease to be excluded from the Landlord & Tenant Act 1954 which would mean that the lease would only be for a set 20 year period. There are break clauses every three years.
Resolved: that the lease should not be excluded from the Landlord & Tenant Act 1954
16. To consider request for assistance with marshalling at the Passion Play on 9 April 2017
Cllrs Dennis, Gallant and Goldspink declared personal interests in this item.
The Chairman noted that provision had been made in the budget for 2017/2018 for assistance with this event.
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Resolved: that the Council support this event by funding the cost of marshalling the road closures
17. Correspondence
17.1 To consider retention of cobbles at the Old Station car park -
Resolved: that the Council approved the retention of the cobbles at the entrance to the Old Station car park site
17.2 To note correspondence from HSBC re closing of branch – it was noted that the Hedon branch of HSBC would be closing on Friday 16 June 2017 but that banking facilities would be available at the Post Office.
Resolved: that the information was noted
17.3 To consider attendance at ERNLLCA ‘Planning Day’ training event – this would take place on Friday 24 March.
Resolved: that places be booked for Cllrs Thurston and West and for the Town Clerk and Assistant Town Clerk
18. Members’ Points of information and items for the next agenda
18.1 Cllr Thurston updated members on the Vivergo meeting that had taken place on 22 February.
18.2 The resurfacing work carried out in Iveson car park had been done by ERYC with no charge made to the Town Council; relining of the car park would take place within the next few weeks.
18.3 The Town Clerk reported that the deadline for the next newsletter in the Holderness Gazette was 10 March. Cllrs agreed that a meeting of the Newsletter Working Group would take place at 6.30pm on Wednesday 1 March prior to the Events Working Group meeting.
18.4 The Town Clerk suggested that the Council investigate having the loose leaf Minutes professionally bound; Members felt that this was a good idea and this item would be put on a future agenda when more information was available.
18.5 Concerns were raised at the work being carried out at Merriwick Hall; Cllr West updated members on enforcement action being taken. This item would be on the next Planning Committee agenda.
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Chairman of Finance & General Purposes Committee
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