Finance and General Purposes Working Party Meeting Minutes 13 July 2022

1/1307. RECEIVE ANY DECLARATIONS OF INTEREST

Association of Labour Councillors - Cllr A. Burgin.
Big Warsop Partnership - Cllrs A. Burgin and W. Williamson-Cooper.
Birklands School Board of Governors - Cllr W. Williamson-Cooper.
Finance & General-Purpose Working Party - Cllrs D. Barlow, A. Burgin, W. Williamson-Cooper, R. Butler G. Morris and K. Hardy.
Friends of the Earth - Cllrs R. Butler and K. Hardy.
Friends of the Carrs - Cllrs W. Williamson-Cooper & A. Burgin.
Friends of Warsop Vale - Cllr A. Burgin.
Green Party member - Cllr R. Butler.
Let Warsop Speak - Cllrs D. Barlow, K. Hardy & R. Butler.
MDC Tenants Association - Cllr W. Williamson-Cooper.
Save The Town Hall Group - Cllr W. Williamson-Cooper.
Staffing Working Party - Cllrs D. Barlow, A. Burgin, R. Butler, G. Morris, and W. Williamson-Cooper.
The Rotary Club - Cllr W. Williamson-Cooper.
Warsop Carnival - Cllr W. Williamson-Cooper.
Warsop Food Share - Cllr W. Williamson-Cooper.
Warsop Youth & Community Trustee & Secretary at the Shed - Cllr W. Williamson-Cooper.
Where There’s Hope - Cllr W. Williamson-Cooper.

2/1307. APOLOGIES

Cllr D. Scaybrook

3/1307. DISCUSS THE LETTER FROM WARSOP INFOTECH

Warsop Infotech treasurer wrote to the Clerk informing that they were disappointed with the rental increases, and they would be handing in their notice.
The Clerk explained that a lot of the information provided in the letter was incorrect and she has written a letter to respond that contains dates/evidence that the council have tried on a number of occasions to work with Warsop Infotech.

RECOMMENDED: The Clerk is to ask Halina, Warsop Infotech’s treasurer, for some dates to arrange a meeting with her to discuss Warsop Infotech.

4/1307. DISCUSS THE INFORMATION PROVIDED BY THE TOWN HALL GROUP

The SWITCH group have emailed the Clerk with an action plan and an introduction from the new Chair. They have said they were working on a new logo, name, Facebook page, action plan and constitution. The action plan didn’t not cover any actions and read more like a vision of what they wanted. The information provided by the chair did not cover everything the council had asked for. The Clerk stated she was worried about how the group weren’t communicating relevant information within the group properly and the information they have provided is not what the council asked for.

Cllr Hardy stated the action plan was more of a vision statement and she spoke about the different rules the council have to follow for a public building.

Cllr Burgin said he thought the attitudes and email tones from the group needed to be addressed and deescalated.

Parish Council staff asked the council to support and back up staff due to a few issues lately in the disrespectful way they have been spoken to.

Members discussed the negative comments that have been aimed at the Parish Council from the Town Hall group. Some members were concerned with the timescale the group have got and the progress achieved and questioned removing the deadline.

Cllr Barlow stated that the new Chair had emailed MDC asking for them to transfer the Town Hall agreement to the group. The Town Hall agreement is in the Parish Councils name and the group would need to seek agreement from Warsop Parish Council. Cllr Barlow will arrange a meeting with the Mayor to discuss the Town Hall agreement again. The Chair suggested that Cllr Hardy also attends with Cllr Barlow.

RECOMMENDED: The Clerk is to write to the group to arrange another meeting and Cllr Barlow will organise another meeting with the Mayor.

Phoebe Cox sent an email to the Clerk regarding her role as a Chad reporter and wanting to write an article on the community group and wanted comments from the Parish Council.
The Clerk shared her concerns about a conflict of interest.

RECOMMENDED: The council would be happy to read the article and then share a comment if appropriate.

5/1307. REVIEW AND DISCUSS THE QUARTERLY BUDGET AND THE 2022/23 PROJECTIONS (DEFERRED ITEM)

The quarterly budget was presented along with the projections for this financial year and a compliance list.

The Clerk and Assistant Clerk explain that the finances for this year are not stable and there are many variables that could change the outcome dramatically. They suggested that there are 3 areas that the council could look at reducing – Warsop Parish News, payroll and the Town Hall.

Cllr Burgin stated that the precept decision will be in January and the last time the Parish Council raised the precept was to cover the maintenance of the Town Hall. The discussion of increasing the precept was not received well by members and most stated they would not vote to increase the precept.

The Chair stated that the council will need to set a viable budget for the next tax year. The Vice-Chair suggested that if a viable budget cannot be set then the council need to consider dissolving the council. Cllr Barlow suggested the Town Hall should be handed back to MDC.

Cllr Barlow asked if the County Councillor would be able to contribute some of her allowance towards the CAB service.

The compliance list for the council and public building (Town Hall) is an energy rating report, fire risk assessment, fire warden training, legionella risk assessment, legionella training, first aid training, disability audit, asbestos register, gas safety and electrical maintenance.

6/1307. RECEIVE AN UPDATE FROM CLLR HARDY ON THE FINANCE BUSINESS PLAN

Cllr Hardy has received comments from some Cllrs on the first draft of the business plan and she is hoping to amend it and bring back to full council. She will also be working on a finance plan that spans over 5 years to ensure that the council is following financial regulations and general good practice with public money. The Chair said he would meet with the Vice-Chair to go over this plan.

7/1307. DISCUSS A PROPOSAL FROM CLLR HARDY ON MEETING LOCATIONS WITHIN THE PARISH

Cllr Hardy suggested that the Parish Council should be more accessible in other areas of the Parish. She wants to propose that the council holds one of the councils’ meetings throughout the year in a different area of the Parish. She represents Netherfield Ward for the Parish and has offered to pay the room hire fee.

RECOMMENDED: The council look at holding one of their monthly meetings in a different area of the Parish to be more inclusive of Warsop Parish residents.

8/1307. DISCUSS INCREASING THE S137 BUDGET POT AS DISCUSSED AT FULL COUNCIL IN MARCH (DEFFERED ITEM)

It was discussed that the council would consider increasing the s137 budget to £15,000 but due to council finances this will need to be monitored.

RECOMMENDED: The council monitor this budget and future s137 applications.

9/1307. DISCUSS AND RECOMMEND THE SHERWOOD FOREST FISHERY S137 APPLICATION

The Clerk received a s137 application from Sherwood Farm Fishery that borders the Newark and Sherwood/Mansfield District area. The owner is looking at replicating what he achieved in the Easter holidays by offering children a chance to learn how to fish for free. The sessions costs £400 which is the expense of the professional angling coach, and he is hoping to provide 3 sessions during the summer holidays. He said that between 60-70% of the children attending are from Warsop Parish. He has already received some funding from the Angling Trust and sponsors of bait, equipment, etc. He will look to apply to Edwinstowe PC, Sport England, local Cllrs as well as seeking help from organisations like Vibrant Warsop as he plans to create disability friendly sessions in the future.

RECOMMENDED: The council agree to grant the funding as the £400 would cover the number of children using the session from Warsop Parish.

10/1307. DISCUSS AND RECOMMEND TREE INSPECTION QUOTES

The Clerk had contacted around 5 or 6 tree inspection companies for quotes for the church yard and car park next to the library. Unfortunately, there were on 2 quotes received.
Canopy Tree Services - £350+VAT per each location.
Forest Farm Tree Services – church yard - £350+VAT and the car park next to the library - £200+VAT.

RECOMMENDED: The council accept the quote from Forest Farm Tree Services because it’s the best value for money and Cllr Burgin has experience of working with them before.

11/1307. DISCUSS THE CLOCK SERVICE COST

The clock maintenance service will be £145+VAT.

RECOMMENDED: The council accept the price for servicing the clock and also ask Time Assured about an auto timer.

12/1307. DISCUSS THE FRONT DOOR QUOTE AND WORKS FROM KHTE

Due to the council’s finances, the Clerk has brought this item back as the works have still not been scheduled. Members discussed the security and accessibility aspect of not having the work done. The cost for the new doors, bolts, locks and painting was £3,500.

RECOMMENDED: The council to decide whether to continue with the quote after an update from Cllr Glynn Morris on if he could make them good and useable for the time being.

13/1307. DISCUSS THE C.R.Y. (CARDIAC RISK IN THE YOUNG FUNDING REQUEST (DEFERRED ITEM)

This item has been brought back after an update on the council’s finances. Cllrs Barlow, Butler and Hardy stated this was a worth while cause but due to council finances would be difficult to support. The Clerk said Big Warsop had previously provided some funding for the latest Madeline Siddell screening and suggested that once Anne Siddell is close to her target for another screening then she could apply again to the council.

RECOMMENDED: The council inform Anne Siddell of the council’s current finances and unfortunately are not in a position to offer the full amount that was previously discussed but she could apply again when she is close to her target for her next screening. The council will also offer her some space for an article in Warsop Parish News to help promote the cause and seek funding.

14/1307. REVIEW THE CCTV QUOTES AND MAKE A RECOMMENDATION (DEFFERED ITEM)

This item was brought back because only one company sent in the quote out of the 4 companies contacted and the one quote received had an error on that needed correcting. This new 2 camera system will allow Parish Council staff to access the system off site for security purposes when on an alarm call out as well as monitoring the main entrance of the Town Hall.

RECOMMENDED: The council to decide if to accept the cheaper quote (£780) of the 2 received from FS Electrical for a 2 camera Hik Vision system without the fishbowl camera.

15/1307. UPDATE ON THE BUILDING SURVEY QUOTE THAT WAS ACCEPTED

3 building survey quotes were obtained and as per the council’s decision to delegate powers to the Clerk and Assistant Clerk, a quote from Allcott Associates was accepted. This quote was the most detailed and offered a more in-depth way of providing the details required for the Parish Council.
This is the quote –
Based on the information provided I anticipate that the survey will include for the time of one building surveyor for up to two days on site with further office time required in order to prepare the report. I would therefore propose a fee of £2,795.00 + VAT inclusive of disbursements. This includes for an inspection of all external areas, internal common areas and within two flats (within the two flats to review structural and damp issues only) where accessible. The survey will identify any items of concern that could become an issue in the immediate to medium term and will apply budget costs for the more significant items of work.

Where possible we will access flat roofs via a standard surveyor’s ladder which extends to 3.2m. Other roof areas will be inspected from ground level utilising binoculars. We also have the use of a rising camera pole extending to 8m and where possible / required will utilise a drone for high level inspections. The drone can only be used in certain locations with weather limitations.

We will cast a "building surveyors eye" over plant and M&E (Mechanical & Electrical). However, it may be prudent to have a full M&E survey carried out by a specialist consultant. If this is of interest, please let me know and I will obtain a fee proposal separately.

We will require access to all areas of the property on the day of inspection.

As part of this report, we will also include a 5-year PPM (example attached).

The Clerk has been given a potential date of 1st and 2nd August for the works to be undertaken. This will be confirmed, and all organisations will be informed. Cllr Hardy will be in attendance on these days to oversee the progress.

16/1307. REVIEW THE AMENDMENTS TO THE MEETING RULES POLICY

Clerk updated the meeting rules after noticing some important points were missing from examples that she had witnessed over the past few months.
The amendments were –

• Not influence others to their way of thinking
• Respect other members views and opinions
• Use the correct language and terminology
• Not to shout out or shout above others
• Be non-political when conducting Parish Council business

The Chair proposed that ‘not influence others to their way of thinking’ and ‘be non-political when conducting Parish Council business’ were removed from the amendments provided by the Clerk. Cllr Barlow voted against this proposal.

RECOMMENDED: The council agree to remove the first and last amendments.

17/1307. UPDATE ON THE COMMUNITY LENGTHSMEN SCHEME (DEFERRED ITEM)

This item was deferred from the last F&GP meeting with the resolution that the Clerk would contact Notts County Council Highways Liaison Officer and seek more information on this scheme. Unfortunately, the Clerk has not received any response or further information about the scheme.

18/1307. CLOSE MEETING

The Chair closed the meeting.

These will be presented to Full Council on Monday 18th July 2022.