Meeting Minutes 11 July 2018
MINUTES of the Finance and General Purposes Working Party meeting held on WEDNESDAY 11th JULY, 2018 at 5.30pm in the Town Hall.
Cllrs J. Cockroft (Chairman), L. Davis and J. Allin.
Amanda Cooper (Clerk) and Gemma Blagg (Assistant to the Clerk).
Cllr Linda Davis was invited to attend as 2 original members gave their apologises in due to being on holiday.
Cllrs J. Kerr (MDC), A. Burgin (MDC) and S. Moody (Absent).
783. Declarations of Personal and Prejudicial Interest
Age Concern - Cllr. J. Allin.
Assoc of Labour Councillors - Cllrs A. Burgin, J. Allin, J. Kerr and S. Moody.
Big Warsop Partnership - Cllr. A. Burgin.
CCTV - Cllr. J. Allin.
Friends of the Carrs - Cllrs J. Kerr and A. Burgin.
Friends of Warsop Vale - Cllr A. Burgin.
Market Warsop Players - Cllr S. Moody.
Meden Vale the Future - Cllr J. Allin.
SOS - Cllrs S. Moody and J. Kerr.
Staff Management - Cllrs J. Kerr and J. Cockroft.
Warsop Carnival - Cllr S. Moody.
Warsop Town Hall Management Group - Cllrs J. Kerr, S. Moody and J. Allin.
Warsop Youth Club - Cllrs S. Moody and J. Cockroft.
Welbeck Colliery the Future (Meden Park) - Cllrs J. Allin, J. Kerr.
784. F&GP Authorisation
Due to no August Full Council Meeting, the F&GP Working Party require permission from Full Council to authorise payments and make decisions within reason.
RECOMMEND: Full Council grant permission to the F&GP Working Party to authorise payments and make decisions within reason.
785. Warsop Market
The Clerk updated members on the progress Gemma Blagg and herself have made and what they have been working on in relation to the market. Since the last update 2 new stalls have been secured, an offer for new stall holders has been introduced (pay for 4 weeks and get the 5th free), reduced the trade waste cost, designed leaflets, looking into redesigning the layout of the market, reducing the storage cost and attracting new stalls. There is an issue with cars driving through the market while its still trading. The council needs to look at some barriers instead of the cones that are currently used.
RECOMMEND: The Chairman will speak to MDC in relation to the barriers to see if they can help and the Clerk and Assistant to the Clerk will speak to the owner of the storage unit to negotiate the price.
786. Quotes – Car Park Grounds Maintenance (Town Hall & High Street)
The council have received 3 quotes for the grounds maintenance works at the Town Hall and High Street car park.
RECOMMEND: The council accept Acer Grounds Maintenance as they currently work for the council at the church yard and they have offered to do the Town Hall car park free of charge and they are the best value for the High Street car park. The car park will need to be empty from 6am until 10am for them to carry out the necessary works.
787. Quotes – Moles (Church Yard)
The council are required to carry out pest control at the church yard twice a year. Three quotes were obtained. One company offered a service agreement for 12 months which provides a better service to the church yard.
RECOMMEND: To accept ABM Pest Controls quote for a 12-month service agreement which will provide a better service to the church and will work out financially better for the council.
788. Summer Holiday Hours
Mike Johnson’s Infotech courses have now finished and with the Parish Council being a staff member down it will be incredibly difficult to man the Town Hall without the lone working policy coming into effect. The Clerk has 2 weeks annual leave booked, the Assistant to the Clerk also has 2 weeks annual booked and Mike Johnson is away for over 2 weeks. The Chairman suggested that the Town Hall is open on Tuesday 9am-12noon, Wednesday 9am-12noon and Thursday 9am-1pm so this covers C.A.B., MDC Housing and MP surgeries. The Clerk and Assistant to the Clerk have their system on their laptops and will be able to work from home. This will also help towards Parish Council staff’s childcare. The Clerk will have the mobile phone, so the public can still contact the council during the normal working hours, 9am-3pm.
RECOMMEND: The Town Hall will be open Tuesday 9am-12noon, Wednesday 9am-12noon and Thursday 9am-1pm, this means the public can still access vital services and the hours are consistent throughout the holidays, so the public are aware when the Town Hall is open. The Clerk and Assistant to the Clerk can use their work systems at home.
789. Resignation Letter
The council has received a resignation letter from Cllr Joy Brealey.
RECOMMEND: The council accept Cllr J. Brealey’s resignation letter.
790. Data Protection
A parent who wrote to W&DNs in October 2017 to advertise her young daughters fund raising achievements has emailed the Clerk about the article being over shared.
RECOMMEND: The Clerk is to write to the parent and inform her that the article hasn’t been over shared. W&DNs is both an online and paper publication, the electronic copy can be found on Warsop Parish Councils website.
Also, a form needs drafting for parents to sign to give consent to the use of their details and photos being published in Warsop News.
789. Any Other Business
Cllr Allin asked the Clerk to look into different premises for the Parish Council. The Clerk and Assistant to the Clerk looked into a number of properties. The old turnaround shop on High Street seemed the most viable and there would be a potential £25,000 plus saving to the Parish Council and its residents.
RECOMMEND: The council to decide if they want parish council staff to look at this in more detail.
The Chairman updated members about the meeting with Mike Johnson. The Vice-Chairman and herself waited for 30 minutes but Mike did not attend.
RECOMMEND: Ask the council how they want to proceed with this matter.
These will be presented to Full Council on 16th July 2018.