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Meeting Minutes 13 September 2018

MINUTES of the Finance and General Purposes Working Party meeting held on THURSDAY 13th SEPTEMBER, 2018 at 5.30pm in the Town Hall.

Present:

Cllrs J. Cockroft (Chairman), A. Burgin (Vice-Chairman) L. Davis and J. Kerr.
Amanda Cooper (Clerk) and Gemma Blagg (Assistant to the Clerk).
Cllr Linda Davis was invited to attend as 2 original members gave their apologises.


Apologies:

Cllrs J. Kerr (MDC), A. Burgin (MDC) and S. Moody (Absent).

Minutes

808. 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.
Staffing Committee - Cllrs J. Cockroft and A. Burgin.
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.

793. Carnival Complaint

The Council received a complaint from a member of public regarding a carnival fundraising event. It stated the Council should withdraw its funding for Carnival.

RECOMMEND: The Clerk writes to the complainant on behalf of the Parish Council and explain that the event held was not supported, promoted or endorsed by the Parish Council and the Council will not with hold any financial support.

794. Warsop Market

The Chairman cancelled the waste bin for the market (the only stall using it was the fruit and veg and he declined to provide any financial help for keeping the waste bin) and she spoke to the person who erects the stalls and asked him to erect them at a later time of 6/6.30pm. The council receive complaints from members of public who are trying to access the car park at 3pm and they are unable to because market stalls are up or have been built over their cars. The mobility shop who provides the storage for market stalls has been asked if the Parish Council could negotiate the rental price but unfortunately, he has stated there will be no negotiating a reduction.
The Clerk spoke about a conversation she had with Maddy Pritchard from Big Warsop about the market and how they may be interested in taking the market forward.

RECOMMEND: The Parish Council allow another 3-month period to run the market and try and attract new stalls, while speaking to Big Warsop about their interest in it.

795. WPC Cleaner

The Parish Council cleaner handed her notice in during August and finished at the beginning of September. Members were presented with 3 options for hiring another cleaner. The options were;

  • No cleaner and each organisation would be responsible for their own areas.
  • Employ another cleaner for the same 10hrs per week (even though 10 hrs aren’t required).
  • Employ a cleaner for 4-5hrs (once a week) and each organisation would be responsible for emptying their own bins and keeping their area tidy.

RECOMMEND: To employ a cleaner to work 6 hours. This would be 1 hour per day, Monday to Thursday and 2 hours on Friday once the Town Hall is shut. This will mean the toilets are cleaned every day.

796. Lamppost Poppies (Cllr Ward Allowance)

The Clerk asked if a District Councillor would be able to use their ward allowance to ask MDC to erect the poppies on the lampposts and take them down for this year’s Remembrance Service.

RECOMMEND: To accept Cllr Burgin’s offer to pay for them from his ward allowance.

797. Church Yard Tree Inspection

The annual tree inspection has been carried out by MDC. The report suggests a number of trees need some work doing to them and some of the work could be carried out by using a District Councillors ward allowance.

RECOMMEND: To obtain 3 different quotes;

  • A quote for all the works.
  • A quote for the works in red.
  • A quote for the works in black.

These quotes will exclude the trees that say 1-5years. Then bring them back to the next finance meeting.

798. Room Hire (Ben Bradley MP & Big Warsop)

The Clerk informed members that Ben Bradley MP has had to change his room rental agreement which has reduced his room rental.
Maddy Pritchard (Big Warsop Chairman) spoke to the Clerk about hiring a room (room 22) in the Town Hall on a permanent basis. She offered to pay £2000 and they would carry out any refurbishments themselves.

RECOMMEND: Rent room 22 to Big Warsop on a permanent basis for £2000.

799. S137 - DUWC

Derbyshire Unemployed Workers Centres have asked the Parish Council for money to help support people in Nottinghamshire with general information and appeals. They have helped 67 people last year in the Parish of Warsop and without this funding they would not be able to continue to see people. The Clerk stated that the Parish Council would need to monitor and review this to make sure the money is still being used for people within the Parish of Warsop. This shows good practice in relation to responsible financial management.

RECOMMEND: The Council pay £500 and the Clerk will monitor how its spent and review it quarterly.

800. Flag Protocol

The Clerk asked how the Council want to proceed with the flag issue that was raised in June/July.

RECOMMEND: The Council have the Union Jack raised all year.

801. Co-option

The Clerk received 3 letters of interest for the Meden Ward Parish Councillor vacancy.

RECOMMEND: The Clerk will write to each candidate with the interview date and time. The interviews will be held on Monday 24th September, starting at 6pm. Cllrs J. Cockroft, A. Burgin and L. Davis will be on the interview panel.

802. Half Terms (October and Christmas)

The Clerk informed members of annual leave dates and when staff will be on their own in the building during half terms and in the run up to Christmas as Warsop Infotech’s courses finish around the 10th December.

RECOMMEND: The Council employ someone on a temporary basis. The contract could be for 3 month’s (extended if required) and up to 14 hours to help cover reception and keep the building open.
The Town Hall will close for Christmas from Thursday 20th December and re-open on Thursday 3rd January.

803. W&DNs

Cllr S. Moody has offered to stay on as Warsop News editor even though he isn’t standing for re-election in May 2019.

RECOMMEND: To continue with Cllr S. Moody after May 2019.

804. Legionella Risk Assessment

The Legionella Risk Assessment has been carried out and there are a number of issues that need resolving. Second Element are the company the Parish Council use for all matters relating to Legionella. The Chairman asked if they could be added to the Parish Council’s list of contractors that will be reviewed after 3 years. The Clerk would monitor their prices during this time.

RECOMMEND: The Council add Second Element to their list of contractors and the Clerk monitors the costs.

805. F&GP Member

The Chairman said 2 councillors had shown interest in becoming a member of the Finance and General-Purpose Working Party.

RECOMMEND: Add Cllr Linda Davis to the F&GP Working Party as she was the first to ask and she has attended 2 meetings as a guest member.

806. Job Descriptions

This item will be moved to a Staffing Committee meeting.

807. Any Other Business

The Clerk and Assistant to the Clerk have some free Scribe (accounts software) training on Thursday 27th September at 11.45am and asked for a councillor to help cover reception.

RECOMMEND: Cllr Kerr offered to cover reception so the Clerk and Assistant to the Clerk can attend the training.
The Clerk raised her concerns about the Parish Council’s bank and that is due for closure in November.

RECOMMEND: The Clerk is to look into a post office account subject to the legal requirements the Parish Council have to follow (2 signatures on the mandate).
The Clerk informed members that work needs to be done in the upstairs room before the Parish Council can hire it out and that the rooms downstairs will need re-arranging due to room rental changes. This will need to be carried out after normal working hours. She asked if the Council were happy for the Clerk and Assistant to the Clerk to accumulate lieu hours in order to make the necessary changes. She also asked if the Parish Council needed all the extra furniture it has gathered in room 9 and the room upstairs or if it can be sold.

RECOMMEND: The Council agree to the lieu hours and the money from any furniture that is sold can buy paint for the improvement of the rental rooms.
Cllr Burgin asked if the Parish Council could call the Chairman, Chair. He didn’t agree with a female Chairman being called Chairman.

RECOMMEND: Change Chairman to Chair regardless if it’s a male or female

These will be presented to Full Council on 17th September 2018.

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