Minutes of the Meeting of Market Deeping Town Council Held on Wednesday 10 th December 2014 at the Town Hall, Market Deeping

Transcription

1 Minutes of the Meeting of Market Deeping Town Council Held on Wednesday 10 th December 2014 at the Town Hall, Market Deeping Present: Councillor R Stephenson Councillor W Lester Councillor Miss X Collins Councillor M Bossingham Councillor Mrs P Redshaw Councillor A Baxter Councillor R Broughton Councillor N Neilson Councillor Miss J Reed Councillor R Howard Councillor P Cosham 086. Chairman s Welcome, Apologies for absence, and Declarations of Interest The Chairman welcomed all to the meeting. As there were no members of the public present wishing to speak, members resolved unanimously to move into the Council meeting. Apologies for absence were received from Cllrs S Fraylich and Mrs Fraylich. Declarations of Interest were made as follows:- Cllr Stephenson Agenda item No.090 Personal & Prejudicial interest; expenditure claim Cllr Lester Agenda item No.090 Personal & Prejudicial interest; expenditure claim Cllr Bossingham Agenda item No.0 Personal & Prejudicial interest; family member is a local author who has books in the Deepings Library 087. Acceptance of the minutes of the meeting held on 12 th November 2014 Members resolved by unanimous vote that the minutes of the meeting held on 12 th November 2014 were a true and correct record. The minutes were signed accordingly Matters Arising None Reports - including reports from Committees, County and District Councillors There were no reports from the LCC Councillor or SKDC Councillors for Market Deeping. Other reports: AOS committee: Cllr Broughton summarised the meeting that had taken place on the 19 th November A quotation from Wicksteed had been received which covered all the repairs listed within the latest RoSPA inspection, as well as the committee s proposed extension of the surface at the multi games area. The quote totalled ex. VAT. Members resolved by majority vote (8 in favour, 1 against) to accept the quote and proceed with the works immediately, and that these costs should be added to the AOS budgets for 2015/16. Members resolved by unanimous vote to accept the remainder of the committee s recommendations. (Cllr Neilson joined the meeting at this point 7.40pm). Town Hall & Cemetery committee: Cllr Stephenson summarised the meeting that had taken place on the 19 th November Members agreed that whilst the council would no longer allow advanced reservations, its policy should reflect that reservations of an adjoining grave space can still be made at the time a burial or interment is booked. Members resolved unanimously to accept the committee s recommendations. Finance & Personnel committee: With the exception of the committee s budget proposals (which were listed as a separate agenda item further in this meeting) members resolved unanimously to accept the recommendations of the committee. Planning & Highways committee: Cllr Mrs Redshaw discussed the meeting that had taken place on the 10 th December Members resolved by unanimous vote to accept the committee s recommendations. Mayor s Diary: Cllr Stephenson confirmed that he had attended the following events between 13 th November and 10 th December:- Full Council 10 th December

2 Date Location Event Details Market Deeping Closing of Remembrance Gardens Market Deeping Raft Race cheque presentation day Deeping St James Visit to the Deepings Foodbank Market Deeping Stone Loach Thai Restaurant opening Deeping St James Braeburn Lodge VIP Open Day Deeping St James Grimethorpe Colliery Band Deeping St James Deepings Foodbank First Anniversary Market Deeping William Hildyard Christmas Concert Cllr Lester confirmed that he had attended the following event between 13 th November and 10 th December:- Date Location Event Details Market Deeping Closing of Remembrance Gardens 090. Accounts to be Paid Members considered payments and receipts, and resolved by majority vote (2 abstentions by DOI) to pay the following items:- Payments to be approved Payee Name Paid Transaction Detail Allstar Fuel Card Services Fuel Chess Integra ICT Telephone- monthly invoice A&M Print Ltd Christmas market ads x 2 Andrews Building Supplies Ltd MOT Type 1 - surface dressing Anglian Water hanging basket water supply Colin Astley refund for market stall Royal British Legion Remembrance Parade Piper Branch Bros Amenities supplies The Deepings Practice medical report Friends of Deeping St James Tickets for tea and concert Grimsthorpe Castle Christmas Tree Gavin Mills Unblock public toilets Rose Plant Hire Skip hire Emma Wood Christmas market stall refund Personnel Advice & Solutions HR Services Eon 8.00 Electricity-playground Eon Electricity-AOS stores PG&C Nottingham Ltd Amenities supplies Cllr Wayne Lester Civic Expenses Mr R Stephenson Civic Expenses A&M Print Ltd Carols Advertising Marmax Products Ltd Compost Bins x 3 Mr W Lester Civic Expenses Mr G Armstrong Re-gravel the Cemetery Driveway Aidan Brent Cemetery Gates Deepings Community Trust Ltd Room Hire - Remembrance Gardens Full Council 10 th December

3 Alan Boswell Group AJ55 YAE Van Insurance Chandlers Farm Equipment Tractor Repairs PG&C Nottingham Ltd Amenities supplies Cllr Wayne Lester Civic Expenses Viking Office Supplies Stationery, post, cleaning The Priory Players Grant Aid The Deeping Gang Show Grant Aid Set In Stone Remembrance Memorial Employees 5, December Salaries Eon Electricity - Town Hall Candace Brent Internal audit fees Sep-Nov 14 HMRC 1, Tax & NICs December LCC Pension Fund 1, LCC Pension cont December TOTAL 13, Income Received Received from Receipt Total Receipt Description HM Revenue & Customs 1, VAT reclaim Jul-Sept Co-op funeral services Memorial - WHITE Co-op funeral services Burial fees - KEEN Dan's Fruit & Veg Xmas Market x 1 stall Mr Wingate Lease of JE Field - circus Dan's Fruit & Veg Invalid cheque - returned Blue Eyed Dolls Christmas Market Stall Daniel Thwaite Christmas Market Stall Deepings Round Table Christmas Market Stall Co-op funeral services Burial fees - GRAINGER TOTAL 2, Correspondence (Cllr Baxter joined the meeting at this point 7.55pm) Full Council Correspondence to be noted 10 th December 2014 No Received from Date Subject Full Council Response Received 1 Lincolnshire Restorative Justice Noted. Police 2 South Holland District Council Letter of response regarding reopening of Littleworth Station, Deeping St Nicholas Noted. A copy of the letter should be sent to the Spalding & Peterborough Transport Forum for their information. Full Council Correspondence to be resolved upon 10 th December 2014 No Received from Date Subject Full Council Response Received 1 Residents Various Complaints about the over use of John Eve field for events such as fairs and circuses, and the condition of the field after such Cllr Broughton advised he would view the area over the coming weekend and Full Council 10 th December

4 events 2 Resident Request to plant a tree in Market Deeping Cemetery report back. He also advised he would visit one of the residents to discuss the matter further. Members resolved that the item should be referred back to the next AOS committee meeting for further discussions. Members agreed that the cemetery should remain a lawned cemetery and unanimously agreed that it would be better placed in Rectory Paddock, perhaps within the WW1 commemorative copse. Referred back to the AOS committee to arrange Updates on parking enforcement proposals for the Deepings Shopping Centre Cllr Stephenson stated that New River Retail had advised that they were still in negotiations with their parking enforcement contractors and had no further updates regarding proposed changes to parking restrictions in the Deepings Shopping Centre at this time The future of Deepings Library Cllr Baxter confirmed that there were no further developments to date regarding the future of the Deepings Library Renewal of the lease for the Town Hall Cllr Stephenson confirmed that a SKDC had sent the town council a request to complete a Community Asset Right to Bid application form which would then be considered. Cllr Baxter suggested that instead of completing the form, the town council should request a copy of the valuation report carried out on behalf of SKDC and a Community Asset Asset Transfer application form. Members resolved unanimously to request a copy of the valuation and the asset transfer documentation, without completing the form recently provided by SKDC Consideration to recompense the Royal British Legion Langtoft & Deepings branch for the cost of the Cambridge Bagpiper (Remembrance Sunday parade 9/11/14) Members resolved unanimously to reimburse the Royal British Legion for the 100 costs in respect of the Cambridge Piper Resignation of the Town Crier Cllr Stephenson informed members that, with regret, the Town Crier for Market Deeping Amanda Bosworth had decided to resign from the position for personal reasons. Members agreed that she should be invited to the January meeting to be formally thanked by the town council Consideration to finalise the budget proposals for 2015/2016 Members considered individual committee budget proposals, which had been based on recommendations from the Finance & Personnel committee:- Administration Members resolved by majority vote (1 against) to approve the following proposal:- Full Council 10 th December

5 Staff costs 33,000 Employees' expenses 100 Training - staff 400 Members' expenses 100 Training - Members 150 Photocopier rental 385 Photocopying costs 500 Stationery 1,100 Petty cash 350 Postage 550 Telephone 300 Internet 400 Computer/IT costs 300 Insurance 2,100 Audit fees - external 600 Audit fees - internal 350 HR Services 1,200 Civic expenses 2,000 Town Crier costs 200 Civic Service 400 Remembrance costs 500 Carols by the Christmas Tree 80 Election Contingency 1,500 Subscriptions - SLCC 300 Subscriptions - LALC 680 Licences 30 Computer software (RBS) 400 Grant Aid (S.137) 4,000 Loan repayments 19,805 Newsletter costs 450 Advertising (miscellaneous) 300 Contingency (General Reserves) 10,000 Administration Total Costs 82,530 Cemetery Members resolved unanimously to approve the following budget:- Staff costs 11,775 Cemetery records system maintenance 300 Rates 320 Water 250 Repairs 500 Grounds maintenance 800 Equipment - purchases 75 Supplies/materials 350 Workwear & PPE 100 Cemetery security 900 Skip hire 3,000 Cemetery land purchase 2,500 Full Council 10 th December

6 Sub total 20,870 less predicted income 5,500 Cemetery Committee Total Costs 15,370 Planning & Highways Members resolved by unanimous vote to approve the following budget:- Christmas tree 450 Christmas lights 5,501 Bus Shelters 200 Walking the footpaths 250 Christmas Market 2000 Interactive speed sign 2,700 P&H Committee Total Costs 11,101 Town Hall Members resolved by unanimous vote to approve the following budget:- Staff costs 2,070 Rent 200 Electricity 1,000 Water 300 Cleaning materials 250 Hanging Baskets 130 Building maintenance (inc. Window cleaning) 200 CCTV System - Annual Maintenance 55 Town Hall Committee Total Costs 4,205 Amenities & Open Spaces Members resolved by majority vote (1 against) to approve the following budget:- Staff costs 46,010 Electricity 450 Hanging Baskets/flowers in the Market Place 650 Repairs 2,500 Grounds maintenance 2,000 Equipment - purchases 1,350 Supplies/materials 1,600 Workwear & PPE 250 BMX track maintenance 300 Arboricultural Services 750 Fuel 2,300 Fleet costs (exc. Fuel) 1,000 Playscheme 4,000 Playground/land inspections 200 Play equipment repairs 17,961 Deepings Youth Centre 5,000 Pond regeneration project 200 Full Council 10 th December

7 WW1 memorial plaque - Riverside Park 280 Amenities & Open Spaces Total Costs 86,801 Members resolved by majority vote (1 against) to confirm the town council s budgets for 2015/2016. Cllr Baxter asked that his vote against the budgets be recorded. Budgets for 2015/2016 Administration 82,530 Amenities & Open Spaces Committee 86,801 Cemetery Committee 15,370 Planning & Highways Committee 11,101 Town Hall Committee 4,205 Budget 2015/2016 Total Cost 200,007 With the Council Tax Support of to be received from SKDC, the total amount required for the coming financial year totalled Forthcoming Events: Carols by the Christmas tree - 18 th December Noted Matters raised at the Public Open Session None Staffing matters consideration to go into Closed Session Members agreed to take agenda item No. 101 prior to this item. Members resolved unanimously to take agenda item 101 into Closed Session to members of the press and public in accordance with the Public Bodies (Admission to Meetings) Act Members discussed advice received from the town council s HR Advisor, Chris Moses and resolved to take the issue forward in the New Year. Cllr Stephenson also informed members that the Town Clerk, Mandy Ford, had resigned from her position and would officially leave the council on the 11 th of January It was agreed not to recruit to replace the Town Clerk immediately, with members agreeing to review staffing at the January full council meeting Any other business that the Chairman by reason of special circumstances deems urgent Members took this item before agenda item No Miss Cathy Pridgeon attended the meeting and presented the town council with several artefacts with local historical connections for future safe-keeping. Amongst the items was a silk poppy first worn 94 years ago. Members thanked Miss Pridgeon and agreed that the items would be permanently displayed in the town hall chambers. There being no other business the meeting closed at 9pm, with the next meeting scheduled for Wednesday 14 th January 2015 at 7.30pm. Full Council 10 th December