Mrs W Bensley, Mr P Darby, Mr G Eves, Mr C Gunner, Mrs T Jennison, Mrs S Lister, Mr L Scott and Mrs A Thorp

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1 Page 1563 SWAFFHAM TOWN COUNCIL Minutes of the Town Council Finance Meeting held on Monday, 28 th July 2014 at 7.00pm in the Council Chamber, Town Hall, Swaffham. Present: Councillors: SCALGA Representative: Town Clerk: Assistant Town Clerk: Cllr S Matthews (in the Chair) Mrs W Bensley, Mr P Darby, Mr G Eves, Mr C Gunner, Mrs T Jennison, Mrs S Lister, Mr L Scott and Mrs A Thorp Mr R Trowell Mr R Bishop Mrs S Porter APOLOGIES FOR ABSENCE Cllr S Bell - family commitment Cllr J Skinner - holiday Cllr D Wickerson - family commitment DECLARATIONS OF INTEREST There were no declarations of interest MINUTES The minutes of the meeting held on Monday, 21 st May 2014 were agreed and signed as a true and accurate record by the Chairman REPORTS from Committees, representatives or outside bodies A report from the Chairman of SCALGA, Mr R Trowell, was circulated at the meeting (Appendix 1). Mr Trowell read through the report and confirmed that the scarecrow competition had been open to SCALGA members only. Judging of the competition had taken place and the winner would be announced at a later date. Councillors noted that Swaffham Primary School had allotments in its grounds for the children. Councillors thanked Mr Trowell and the SCALGA members for their help and commitment. Mr Trowell left the meeting at 7.11pm The Town Clerk provided an update on the allotments. Total Allotments: Shouldham Lane 78 Plots + 17 which Mrs Nash has for horses Magazine Field 11½ Plots Four Acres Field 17 Plots Tumbler Hill 46 Plots Vacant Allotment Plots: Shouldham Lane 1½ Magazine Field ½ Four Acres Field 0 Tumbler Hill 4 x ½ A recent inspection took place and although the majority of allotments continue to be cultivated in line with the Terms and Conditions, the following actions have been taken against some tenants: 3 x allotments taken back 3 x improvement required letters sent out 1 x one months notice given 3 x no work carried out with possibly one months notice at the next inspection

2 Page 1564 Following a letter which was sent last month, the tenant has now given up the tenancy on the Shouldham Lane site and the outside staff have had to clear this allotment. Two skips have been filled and a further one is being delivered in order that it can be completely cleared on Wednesday, 30 th July The vacant plots continue to be strimmed by the outside staff until they are re-let. Donations totalling have been received from two residents of Shoemakers Lane to fill the pot holes. The Football Club has not yet confirmed whether it will share the cost of repairing this road, although it has given the Council permission to use its car park as a storage area. 21 tonnes of road planings are being delivered on Monday, 4 th August 2014; the outside staff will fill the holes thereafter. Further planings will need to be ordered later in the year on other roadways. All areas of the allotment sites are covered voluntarily to deal with rats and rabbits. Rats have been a major problem on the allotments this year and complaints have been received about those allotment holders who keep chickens and just throw the feed on the ground and leave. The Council attends two meetings each year with representatives from SCALGA, Garden Science Trust, ESCAPE and Swaffham Orchard. The next scheduled meeting will take place on Monday, 4 th August Cllr Lister was invited to attend as the Council representative for SCALGA. Reports from the three charities would be provided at that meeting. It was noted that allotment rents would be increasing this year by 2.5% The next visit for the Internal Auditor is scheduled to take place in the autumn FINANCIAL REPORT from the RFO Accounts - Income & expenditure to 31 st May The accounts, period ending 31 st May 2014, had been circulated with the agenda. There were no questions Accounts - Income & expenditure to 30 th June The accounts, period ending 30 th June 2014, were circulated at the meeting (Appendix 2). The Town Clerk reported that the salary and annual health and safety code to code transfers for the first quarter had been done and the budget figures from had been removed and replaced with the current years budget. A new code had been added to Centre 104, Administration & Miscellaneous, to indicate separately the funding received for the Council Tax Support Grant. Councillors enquired when works to the Half Acre footpath would be carried out. The Town Clerk reported that Mr Paul Groom, Highways Engineer, had confirmed this would be completed by 30 th September It was noted that the commuted sum from Breckland Council given to the Council for taking on the public toilets would cease on 31 st March There is just 1,686 remaining, so the bulk of the expenditure will fall on the Council Tax payer in The estimated annual cost of 22,000 will therefore need to be budgeted by the Council. The Annual Audit of the Accounts with supporting documentation will be sent to the External Auditor, Mazars, by Monday, 4 th August 2014, which is an amended deadline. The Deputy Mayor will sign off the accounts, as agreed at the last Full Council Finance meeting held in May FINANCIAL MATTERS from the RFO Progress report on Play Area Inspection report for the Oaklands, Merryweather Road, Haspalls Road, Recreation Ground and Skate Park. The Works Manager has actioned and completed all urgent work required on the play areas and has achieved more than 75% of the works to be undertaken in the next category.

3 Page 1565 A list of parts was prepared prior to him going on annual leave this week. Upon his return the final part of outstanding work will be completed. The skatepark is safe, with three ramps being removed and other ramps now fully repaired by contractors. A successful consultation evening took place on Wednesday, 16 th July 2014 where exhibitors, young people and members of the public were able to interact and talk about their wishes for the skatepark. A barbecue and light refreshments were available and the evening was thoroughly enjoyed and worthwhile. A meeting of the Recreation Committee is being held on Monday, 4 th August 2014 to consider the way forward. Following the consultation evening, Mrs Sally Palmer, Youth and Community Officer, held a meeting with the Town Clerk and Cllr Lister and introduced a gentleman who would be capable of obtaining grants from Sport England, WREN and Breckland Council. His fee for this service would be , payable in three instalments. The Youth Forum had agreed to fund Cllr Jennision proposed and Cllr Scott seconded that be paid from the Recreation budget for the services of a funding officer. It was unanimously agreed that be paid from the Recreation budget for the services of a funding officer Progress CGM - annual tree survey for remedial works. The Deputy Town Clerk was awaiting a response from CGM regarding the possibility of having a discount if all tree works were carried out at the same time. This will be chased up and a report given to the Full Council meeting in August. It was noted that Mr & Mrs Creed had questioned whose responsibility it was for tree maintenance of the properties whose boundaries abutted the Cemetery. The Town Clerk confirmed that the picket fence was the boundary line and the responsibility was dependant on which side of the fence the trees stood. If a tree encroached on the picket fence boundary line the case would be considered by Full Council for a 50/50 cost Progress report of registering various land with Land Registry. Dialogue has commenced with the Land Registry regarding Halcot in Station Road and the Shambles. The Town Clerk will provide regular reports as things progress. It is believed that further evidence will be required to support the Council s claim in relation to these areas, but this will be clarified in due course. Concern was raised that if the glazing business sold their company, the land on the Shambles may form part of the new owners deeds. It was agreed for the Town Clerk to investigate the business ownership/rights of land in the Shambles Report from the Works Manager on manpower required for the Oaklands(a) and Merryweather Road Playing Field(b) from 1 st April A report from the Works Manager had been circulated with the agenda. This provides an indication of the additional outside staff hours which may be required to cope with looking after the Oaklands and Merryweather Playing Field. The figures in the report will be costed out against the expenditure of employing the services of a contractor. The Personnel Committee will review this and the matter will be referred to the Full Council for final approval. The current arrangement with Serco runs until the 31 st March 2015 so the budget will need to be resolved in December/January, to commence at the start of April Report from Works Manager on potential storage area at Allotment 99b on Magazine Field and the capital cost. A management discussion had taken place in regard to the amount of storage areas the Council has around the Town, making maximum use of what it has and trying to cut down wasted manpower on the amount of equipment which is currently moved around from one place to another.

4 Page 1566 In its current state, the Magazine Hut is likely to fall down or reach a point of disrepair and although it is not listed, it is a historical building dating back to the Cromwell war, when it served as a storage hut for ammunition. Cllr Jennision proposed and Cllr Eves seconded that the Magazine Hut be refurbished, in keeping with its original historical design, to use as a storage area and that this be funded from unallocated capital reserves. It was unanimously agreed that the Magazine Hut be refurbished, in keeping with its original historical design, to use as a storage area and that this be funded from unallocated capital reserves Annual policy reviews Annual reviews for the following policies were considered: Policy (F) 010 Financial Regulations - last reviewed July 2013 It was agreed to make one change to the Financial Regulations regarding the new Government guidelines which lawfully allows electronic payments to be made Policy (O) 001 Health & Safety Policy - last reviewed July 2013 It was agreed that no changes were required to be made to the Health and Safety Policy Policy (C) 002 Community Engagement Strategy - last reviewed July 2013 It was agreed that no changes were required to be made to the Community Engagement Strategy Policy (S) 003 Smoke Free Policy - last reviewed July 2013 It was agreed that no changes were required to be made to the Smoke Free Policy Policy (G) 001 Grievance & Disciplinary Procedures - last reviewed 2012 It was agreed that no changes were required to be made to the Grievance and Disciplinary Procedures Policy (S) 002 Sharps Policy - last reviewed July 2013 It was agreed that no changes were required to be made to the Sharps Policy Policy (I) 001 Internal Audit Terms of Reference - last reviewed June 2013 It was agreed to make changes to the Internal Audit Terms of Reference to reflect that three Internal Audit visits are carried out in one year by Auditing Solutions Ltd The remainder of BUDGET considerations relating to and relevant updates from the Town Clerk with regard to the Cost Centres Un-earmarked Capital Reserves - nothing to report Earmarked Capital Reserves - nothing to report Earmarked Revenue Reserves - nothing to report Town Hall - nothing to report Administration & Miscellaneous (Including Insurance Review) The Town Clerk reported that the claim issued to WPS insurance with regard to the keys and locks had been dismissed advising that because the keys were given to the employee in good faith as part of their work duties and were not stolen using forcible and violent entry, the clause relating to Changing Locks did not apply. Concern was raised that the Council had no jurisdiction to obtain the keys from the former employee. The Town Clerk confirmed that all staff contracts had been updated to ensure this would not occur again in the future. For insurance purposes it was agreed to change the padlock on the Town Hall gate and defer this item to the Full Council meeting in August.

5 Page 1567 It was suggested that the Council consider purchasing a portable PDQ (Process Data Quickly) terminal to process credit and debit card transactions both on the reception desk and the market. It was agreed for the Town Clerk to obtain quotations for a PDQ terminal and report back at the Full Council meeting in August Market - nothing to report Northwell Pool Concern was raised that an additional litter bin at Northwell Pool had not yet been purchased; this had been agreed on the proviso that Anglian Water paid two thirds towards the final purchase price. It was agreed for the Town Clerk to investigate the progress of the new litter bin for Northwell Pool. It was also noted that the wall along the embankment was still very unstable but that a disclaimer sign should not be erected as this could represent a right or obligation that may be owed to the Council. It was agreed for the Town Clerk to investigate ways of stabilising the embankment wall at Northwell Pool Youth Forum - nothing to report Allotments - nothing to report Recreation Ground - nothing to report Toilets & TIC - nothing to report Cemetery & Churchyard - nothing to report Open Spaces - nothing to report Amenity & Agency - nothing to report Precept - nothing to report DATE of NEXT Full Council FINANCE MEETING The date of the next meeting is Monday, 29 th September 2014 at 7.00pm. The meeting closed at 8.10pm. Chairman...