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Finance and General Purposes Working Party Meeting Minutes 13 March 2024

MINUTES of Finance and General Purposes Working Party held in the Town Hall on WEDNESDAY 13TH MARCH 2024 which commenced at 6pm.

Present:

Cllrs K. Hardy (Chairperson), A. Burgin (MDC) and K. Bonsall.
Amanda Cooper (Clerk).
Cllr Scaysbrook attended on Cllr Barlow’s behalf

Minutes

1/1303. RECEIVE ANY DECLARATIONS OF INTEREST

Age UK - Cllr R. Butler.
Christmas Smile - Cllrs K. Hardy, D. Scaysbrook and K. Bonsall.
Finance & General-Purpose Working Party - Cllrs K. Hardy, A. Burgin, R. Butler and K. Bonsall.
Friends of the Earth - Cllrs R. Butler and K. Hardy.
Friends of the Carrs - Cllr A. Burgin.
Friends of Warsop Vale CIC Director - Cllr A. Burgin.
Green Party Member - Cllr R. Butler.
Labour Party Member - Cllr A. Burgin.
Meden Medical Services PPG - Cllr K. Bonsall.
Staffing Working Party - Cllrs K. Hardy, A. Burgin, R. Butler and D. Scaysbrook.
WPC Room Hire (Ferocious Dog) - Cllr K. Bonsall.

2/1303. APOLOGIES

Cllrs D. Scaysbrook (Vice-Chairperson) and R. Butler.

3/1303. REVIEW THE BUSINESS PLAN FOR 2024

The Chairperson read through the sections of the business plan and members made some comments of what could be added.

RECOMMENDED: The Clerk will share the business plan with all Cllrs so it can be read before Mondays full council meeting and Cllrs can propose any amendments. There were a number of amendments suggested for consideration. These were – Safer Streets 4 project including safe points and cameras on the local parks and community engagement could include Lifespring plus all the organisations that were involved in heling the council with the Remembrance Service.

4/1303. DISCUSS THE DETAILS OF WARSOP PARISH NEWS AND THE AMOUNT BUDGETED FOR THE 24-25 YEAR

The Clerk explained that the council agreed a budget amount of £6,032 but didn’t not specify the number of editions, the increase in payment for deliverers and when these editions would be produced. The Clerk updated members on a new quote for the printing of the paper. The original quote was for a smaller booklet size and the increased quote was for the same size that is currently used. The difference was £157 per edition more.

RECOMMENDED: The council agree to produce a June and December edition and if more funding can be found by working with Vibrant Warsop then more editions can be scheduled.

RECOMMENDED: The council send a letter to all the residents on the mailing list (who currently have their papers mailed to them due to the unsafe area for deliverers) asking if they would still like a copy of the paper mailed to them.

5/1303. REVIEW, DISCUSS AND RECOMMEND ANY S137 APPLICATIONS

There were no applications to discuss.

6/1303. REVIEW, DISCUSS AND RECOMMEND ANY QUOTES FOR WORKS

Members discussed the quote for remedial works to the fire security system which led to members discussing minute 10/1303 and 11/1303 at the same time.
MDC are currently delaying the asset transfer due to the matter of the outbuildings and what can be done with them. It was agreed verbally that the officer at MDC would include that the outbuildings could be sold and the monies from the sale be used on the Town Hall. This should have been included in the proposal for the delegated decision but wasn’t. This means a new proposal and decision will need to be made on this matter. This has implications for the Parish Council as all the services/contracts have been given notice for the 31st March. This includes gas, electric, water, business rates, trade waste, hygiene supplies and legionella checks.

The Clerk explained that the original cost for rent is incorrect due to a change in the room sizes from the valuation office. This would mean the cost for the Council Chambers and office 26 has decreased and the council could afford to hire the warden’s old office as well. Unfortunately, it seems that Lifespring will be using that room. This is an issue in terms of the council not having enough room on site to store some necessary paperwork. We are waiting for Liz to confirm that she is keeping the warden’s room but due to the matter of the outbuildings, this is not high on her priority list. The council do need an update on the room as well as a lease agreement so we can seek the advice of the council’s solicitor.

No invoices have been issued for the next quarter due to the transfer date being 31st March.

An update on the Town Hall day-to-day issues was given by the Clerk. This included insurance issues (the plumber seems to be delaying handing his keys back over, Lifespring have handed keys to other members of their group without consent) and room hirers changing rooms without the council’s consent which has an impact on room rental charges for the number of rooms being used. Although an asset transfer is under way, the building is still the Parish Council’s responsibility and there are rules that need to be followed to make sure insurance cover isn’t invalidated.

The quote for remedial works to smoke detectors and emergency lighting is £569.00. While the building is still open these works are a necessity and there is enough in the maintenance budget to cover this as long as the works are completed before the 31st March as after this tie there is no maintenance budget.

RECOMMENDED: The council write to MDC informing them that the Parish Council cannot continue to support the expenditure costs of the Town Hall. A date should be specified and used as a deadline for MDC.

RECOMMENDED: The council write to Lifespring and bullet point any questions or comments that need to be raised.

RECOMMENDED: The council accept the quote from the electrical contractor for the fire security remedial works.

7/1303. DISCUSS THE MEMORIAL FOR CLLR MORRIS – DEFFERED ITEM

There was no discussion on this item, but a recommendation was made.

RECOMMENDED: This item will be discussed at full council due to Cllr Burgin needing to leave the finance meeting at 6.45pm.

8/1303. DISCUSS NOMINATION DATES FOR THE PC COMMUNITY AWARD – DEFERRED ITEM

There was no discussion on this item, but a recommendation was made.

RECOMMENDED: This item will be discussed at full council due to Cllr Burgin needing to leave the finance meeting at 6.45pm.

9/1303. DISCUSS THE APPLICATION FOR THE OLD BINGO SITE AND MAKE RECOMMENDATIONS ON WHAT THE COUNCIL SHOULD DO NEXT – DEFFERED ITEM

There was no discussion on this item, but a recommendation was made.

RECOMMENDED: This item will be discussed at full council due to Cllr Burgin needing to leave the finance meeting at 6.45pm.

10/1303. RECEIVE AN UPDATE ON THE PROGRESS OF THE TOWN HALL ASSET TRANSFER AND DISCUSS THE ISSUE WITH MDC AND THE OUTBUILDINGS

This item was discussed under 6/1303.

11/1303. RECEIVE AN UPDATE ON THE RELOCATION PROCESS

This item was discussed under 6/1303.

RECOMMENDED:

12/1303. CLOSE MEETING

The meeting was closed at 6.45pm.

These will be presented to Full Council on Monday 18th March 2024.

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