2017/040
MINUTES OF THE FINANCE AND SERVICES COMMITTEE MEETING HELD ON TUESDAY 1th AUGUST 2017 AT THE OLD GRAMMAR SCHOOL, LINCOLN ROAD, TUXFORD COMMENCING 7.00 PM
PRESENT: Cllrs. Silcock, Bett, Taylor, Phillips, Nicholls, Moorhouse, Richards & Atkin
IN ATTENDANCE: Lynn Holland ( Town Clerk)
FS045 Apologies for Absence
All present therefore no apologies from Committee Members.
FS046 Declarations of Interest
There were no Declarations of Interest
FS047 Minutes of the last meeting
Minutes of the meeting held on 4th July 2017 were accepted as a correct record and signed.
FS048 Matters Arising from the minutes
There were no matters arising.
FS049 Presentation by North Notts. Community First Responder in relation to request for grant aid.
Chairman welcomed the representative Luke Thomas and thanked him for attending.
Luke confirmed that the set up cost for a new responder was in the region of £1500 and provision of boots, hat, bag, collars & drugs were another £500. Luke gave a brief update on the various level of training and commitment required from the volunteers. He also confirmed that donations were targeted at the specific area in which they came from ie. a donation from Tuxford Town Council would benefit First Responders covering Tuxford therefore residents of Tuxford would benefit from the ongoing cover.
Recommend support in principle a donation up to a maximum of £500 and that Luke provides exact costings of the items in order Full Council can approve based on supporting documentation.
FS050 Appointment of 2 working groups including membership & Terms of Reference:
01 Traffic & Highways – ToR “To investigate issues raised in relation to traffic and highways related matters and to make recommendation to Finance & Services Committee for consideration.” Membership no. 5.
Members Cllrs. Atkin, Moorhouse, Nicholls, Phillips, & Robinson.
02 Community Facilities – ToR “To investigate issues in relation to provision of a sustainable community facility suitable for community events, private functions etc. and to make recommendations to Finance & Services Committee for consideration.” Membership no. 5
Members Cllrs. Atkin, Moorhouse, Nicholls, Phillips, & Richards
Recommend approval of above 2 working groups.
Continued ......
2017/041
MINUTES OF THE FINANCE AND SERVICES COMMITTEE MEETING HELD ON TUESDAY 1th AUGUST 2017 AT THE OLD GRAMMAR SCHOOL, LINCOLN ROAD, TUXFORD COMMENCING 7.00 PM
Continued ......
FS051 Finance
01 Invoices for payment
One invoice from NCC re July salaries £4835.17 direct debit on 09.08.17
Income of £1200 from NCC re Lengthsman Scheme 20172018 had also been confirmed as being processed.
Recommend approval.
Bank Reconciliation as at 30th June 2017
Bank Reconciliation as at 30th June 2017 had been reported to FC 19th July 2017; however; Clerk presented 1st quarters list of income £53055.08 & expenditure £20,652.17.
Recommend approval.
Budget Monitoring figures up to 30th June 2017
Budget monitoring figures were as presented to FC 19th July 2017 & current account bank balance as at 31st July 2017 was £64,749.00
02 To consider an accountancy package
Clerk confirmed 2 accountancy packages aimed at Parish/Town Councils were:
01 Scribe £385 pa (Clerk has experience with this package).
02 RBC initial set up £636 + £116pa or £160pa (depending on one or more users)
Recommend free months trial period of Scribe in order Councillors can view print outs.
FS052 Town maintenance and equipment
Cllr. Taylor thanked Groundstaff for cutting the hedge back on walk way at Linden Avenue. Members of public had expressed their sincere thanks to TTC.
Groundstaff confirmed a problem re solenoid on one of Iseki grasscutters which was being addressed. Approx. cost £250 machine was approx. 4yrs. Old.
Groundstaff also expressed concerns over newest Toro machine as it did not cut as low as was necessary.
Fridge had been flytipped in vicinity of the gaol. Groundstaff to investigate & report to BDC if necessary.
Overhanging shrubbery at Orchard Cresent opposite gaol to be reported to A1.
Continued ......
2017/042
MINUTES OF THE FINANCE AND SERVICES COMMITTEE MEETING HELD ON TUESDAY 1th AUGUST 2017 AT THE OLD GRAMMAR SCHOOL, LINCOLN ROAD, TUXFORD COMMENCING 7.00 PM
Continued ......
FS053 To consider cemetery matters
01 To consider the way forward & future development. Cllr. M.Richards reported he had been in touch with Woodland Trust but no information received to date defer to to future meeting. Groundstaff requested to obtain quote for fencing off Council’s green burial site extension to identify boundary.
FS054 To review following Council policies:
01 Allotment Agreement & rules – recommend approval with no amendments.
FS055 To consider the changes in the law re General Data Protection Regulations – Clerk had identified information in relation to allotments, Christmas Fair and cemetery records. Recommend Clerk to be official Data Protection Officer and further reports to future meetings.
FS056 To consider revised quote for new website.
Clerk confirmed update from second website provider who felt that the current website was adequate for the Council’s needs and suggested Council could save money by just upgrading it if it was felt necessary.
Recommend to concentrate on existing website.
FS057 The Beeches update. – The Clerk presented estimates for moving services, ie. phone, redirection of mail, new filing cabinets/cupboards, power points, blind etc.
Recommend approval of budget of £1800 which excludes upgrading of computers.
FS058 To consider training courses
01 Cemetery Management Training 5th October 2017
Noted due to approval at FC for Clerk to attend above training course.
FS059 To consider response re CIL monies held by BDC £632.95
Recommend money transferred to Tuxford Town Council asap.
Continued ......
2017/043
MINUTES OF THE FINANCE AND SERVICES COMMITTEE MEETING HELD ON TUESDAY 1th AUGUST 2017 AT THE OLD GRAMMAR SCHOOL, LINCOLN ROAD, TUXFORD COMMENCING 7.00 PM
Continued ......
FS060 To consider Christmas Fair
01 Road Closure – clerk had submitted application..
02 Entertainment – Cllr. Atkin confirmed Primary School had agreed to attend and awaiting further update re steel band. Groundsman confirmed Santa would be in attendance.
03 Christmas Lights – Clerk confirmed seasonal decoration licence application was in progress. Councillors felt additional lights were required for Christmas tree & icicle lights. Recommended additional budget of £500.
04 Stalls – Clerk confirmed 8 bookings to date.
FS061 To consider CCTV on Village Green
Clerk reported on meeting held 18th July 2017 with BDC Officer. Refer to appendix ‘A’
Awaiting further update from BDC. & Cllr. Izzard.
FS062 To consider issues in relation to Play Areas
01 Clerk confirmed a meeting with a BDC Officer on 28th June 2017 in relation to a path being installed at entrance to play area on Village Hall site. Awaiting further update.
02 To consider improvements to Clark Lane Play Area – following a brief discussion Cllr. Moorhouse agreed to take photographs of Elkeslay play area and provide examples of equipment for less abled children in order quotes can be obtained to improve the area.
FS063 To note correspondence and items for next meeting
01 Concerns from a Resident and request for a pelican crossing on Newark Road along with an interactive sign; access slip road off A1 on Lincoln Road to be closed with no access from A1 other than in emergency situations. Garden debris on edge of footpath to bungalows.
02 NCC Press release re additional £1.27m for unclassified road network.
03 MP Robert Jenrick request to support retaining a Police Officer in Tuxford. Agreed Council to support this initative.
FS064 Date of next meeting 12TH September 2017
CHAIRMAN’S SIGNATURE : ………………………………………………………..
The meeting closed at 9.10 pm
DATE : ………………………………………………………
2017/044
Appendix ‘A’
NOTES ON MEETING HELD 18th July 2017 at 9.45am
Date/time of meeting / 18th July 2017 at 9.45amNature of meeting / To meet with BDC Officer Richard Blagg re CCTV signage & additional camera on Village Hall site
Attendees / Richard Blagg BDC + work experience young man Town Clerk
1. / Richard introduced his colleague and then went on to confirm the following:
· Costing for 1 10mtr column between path & the play park away from 2 street lighting columns on the path.
· PTZ camera (pan/tilt/zoom)
· 2 links required due to height of A1 & trees/shrubbery being raised which would link to MOI. 1 on main road near to Ashvale Rd. Jct. Other in vicinity of The Old Grammar School.
· Costing would include dark fighter camera & civils.
· Guesstimate in region of £11k.
2. / Richard confirmed that new signage was on order due to change with contact number. These would be erected on main roads at entrance to Tuxford as public have to be informed they are entering a CCTV area. Ie. not essential for them to be in Town centre due to fact one would have been passed prior to that point.
Chairman rang in & spoke with RB during the meeting.
3. / LH thanked RB for attending & would await a further update as costings & signs had been obtained.