NEW MILTON TOWN COUNCIL Minutes of the meeting of the Finance & General Purposes Committee of the New Milton Town Council held on Monday 27 July, 2015 at 6.30 pm in the Town Hall, Ashley Road, New Milton. Chairman p A D O Sullivan Vice Chairman p D N Tungate Councillors: G R Blunden p S J Clarke p K Craze p S Davies Mrs V Schooling p J G Ward p S Short In Attendance: Officers: Mr G P Flexman Town Clerk Elaine Reed Administrator The Chairman welcomed Councillors plus two members of the public and one member of the press to the meeting. A member of the public complimented the Council on the excellent display of flowers throughout the town. 22. APOLOGIES Cllr G R Blunden, Mrs V E Schooling 23. DECLARATIONS OF INTEREST None 24. PUBLIC PARTICIPATION The Chairman thanked the member of the public for their compliments. 25. MINUTES That the Minutes of the meeting held on 15 June, 2015 having been circulated, be signed by the Chairman as a correct record. The minutes were duly signed. 26. MATTERS ARISING FROM THOSE MINUTES The following action points have been addressed: Minute 15 Bank mandate forms now completed for additional signatory. Minute 16 Further detailed information was received from Donna Lenton of the Arnewood School on the Reach Summer School, as attached to these minutes together with a photograph of the well-attended event. Minute 18 A meeting of the Financial Regulations Working Party will be held on 28 July, 2015, and the Town Clerk was invited to attend. Minute 21 Flexible retirement policy will be considered in private session. 8
27. CORRESPONDENCE a) A further e-mail from Kevin Ings, Community and Social Care Transport Manager, Hampshire County Council asking that Town and Parish Councils provide the County Council with a response by Monday 10 August as to whether they would be willing to be involved in setting up and funding a local booking service so that there can be an orderly transition to new booking arrangements for New Forest Cango service as the current booking service for the Lymington Cango may have to cease due to shortage of funding. After discussion by the Town Council on 10 August, a response will be e-mailed. That the Town Council support the proposals in principle, subject to further details regarding booking services. b) Notification from New Forest District Council of 5.1% increase in the population of New Milton rising by 1,264 residents from 24,538 last year to 25,802 now. c) The Chairman referred to a letter from a member dissatisfied that he was not advised when as a temporary member of the committee he was replaced by a permanent member - minute 33 of the last Town Council meeting refers. 28. SCHEDULE OF PAYMENTS The Chairman referred to Appendix 1, previously circulated. The Town Clerk said the average payments per month amounted to around 95k ( 70k net after some capital payments were reimbursed by New Forest District Council s.106 funds in May / June). The following payments were highlighted: a) A payment to Playdale in the sum of 25,850.96 including VAT. This has been reimbursed from New Forest District Council from s.106 monies. b) A payment to Marshall Street Furniture in the sum of 8,718 for Station Road bench refurbishment. After a suggestion from a member that studs be added to slats to prevent use of benches by skateboarders, further information will be sought for any seats without arm-rests. c) A payment to Collier Turf Care in the sum of 1,032.96 for in-house turfing of the Wessex pitch, noting an outside contractor used to provide end of season pitch maintenance. d) A payment to New Milton Town Partnership of 2.5k towards the Christmas event. e) A payment to Flag & Flagpole Company in the sum of 3,714.06 for new cross wires and bunting erection. The cross wires will primarily be used to support Christmas lights and the bunting is in place for the summer season only. f) In regard to the current Autopay system, Cllr Clarke asked when a debit/credit card system will be in place to enable faster more efficient payments. Cllr Clarke was advised that this will be covered at the Financial Regulations meeting to be held on 28 July, 2015, noting local councils may now use such payment methods subject to appropriate controls and safeguards being in place. g) A payment to Euroclay in the sum of 24,000.00 for part payment of tennis court refurbishment which has been reimbursed by New Forest District Council s.106 monies. The tennis courts have been well received and are proving very popular. h) A payment to Northfield Nursery of 3,942.00 for summer bedding for planters. i) A payment of 3,720 to Marshalls for new benches adjacent to Boots and 4,287 to Amberol for various floral planters. 9
Other items discussed were 3 defibrillators costing 4,974 now in place at sports sites. A licence has recently been signed with the landlords of the Boots store in Station Road to enable a defibrillator to be placed on the outside wall of their shop. Cllr Clarke asked that consideration be given to the provision of a defibrillator at Bashley Village Hall, subject to availability of earmarked reserves. Members were informed that instructions on use are provided with the defibrillator with audio instruction during each stage of use once the defibrillator is activated. The Schedule of Payments No. 02/15/16 covering the period 1 May 30 June 2015 totalling 190,083.50 was then ENDORSED for Council approval. 29. MONTHLY ACCOUNTS The Chairman referred to Appendix 2, previously circulated. The Town Clerk said that Amenities is slightly over budget due to the employment of 2 temporary ground staff for the summer period. Their contracts may be extended for a further 3 months. New Milton Recreation Ground is temporarily over budget due to capital items such as Tennis Courts and MUGAs, pending re-imbursement from New Forest District Council s.106 monies. A capital sum of 3,320 was previously spent on Skate-park landscaping. Donated seats are over budget after the payment for new seats adjacent to Boots in Ashley Road while Market Income exceeds forecast. A sum of 3,320 was previously incurred towards Skate Park landscaping. In regard to F&GP, which is close to budget, professional fees and accountancy services include internal and external audit and some legal fees. Insurance is under budget and the budget of 5,300 under CCTV is for New Forest District Council to maintain 8 CCTV cameras within the New Milton area being revenue expenditure rather than capex. 30. AMENITIES REFERRED MATTERS At the Amenities Committee meeting on 14 July, 2015 That a sum of up to 30k from Amenities reserves be allocated for refurbishment of the Recreation Ground play-park This was ENDORSED for Council approval. also That the quotation from Lyndhurst Landscaping & Maintenance Contractors in the sum of 24,458.00 plus VAT for improvements to the area around the War Memorial on the Recreation Ground be accepted and an order placed for the works. This was ENDORSED for Council approval. 10
31. EXECUTIVE COMMITTEE REFERRED MATTERS Cllr Clarke suggested that with the departure of the New Life Church youth worker, it was an appropriate time to set up a working party to look into the appointment of a youth worker and That a Working Party consisting of Cllrs G R Blunden, D E Hawkins and S J Clarke be set up to consider employment of an outreach youth worker, with the Town Clerk acting as Chairman. In regard to a proposed appointment of a Town Centre Manager by the Town Council, a working party will be set up to explore the viability of that as well and That a Working Party consisting of Cllrs G R Blunden, K E Craze and Mrs V E Schooling be set up to consider employment of a Town Development Officer, with the Town Clerk acting as Chairman. 32. YOUTH WORK Cllr Clarke reported that issues on the skate park had been discussed. The following suggestions were made: Signage is produced by skate-park users and ambassadors using a style which will appeal to the users. An assembly is held at the Arnewood School (where many students are skatepark users) to raise awareness of using the skate-park appropriately with regard to litter and behaviour. This assembly may be led by a town councillor. Other schools will also be contacted to educate skate park users. Cllr Clarke requested that a letter of thanks be sent from the Town Council to Zeke Rink of New Life Church thanking him for his excellent contribution to youth work within the town over the years. 33. RISK STRATEGY The Chairman referred to Appendix 3, and Investment Strategy previously circulated. After general discussion and noting financial training could be provided by Hampshire Association of Local Councils for F&GP members if required, it was agreed the Risk Management Strategy be deferred to the next meeting for further consideration. 34. INVESTMENT STRATEGY The Chairman referred to Appendix 4, previously circulated. 11
The Town Council has been advised by Prudential of current interest rates and to achieve 15k p.a. budget, 700k will need to be invested with Investec / Close Brothers at 1.5% / 1.9% respectively at fixed rates over 2 years, and 200k is invested on one month deposit at 0.80% with Investec Ireland or at 0.75% with NatWest. After further discussion, and noting a request from the Prudential to reinvest funds by 6 August, 2015 That the Investment Strategy tabled be adopted and that the Town Clerk and Chairman of F&GP have delegated authority to invest the sum of 700k with Investec/Close Brothers at appropriate fixed rates over 2 years, and 200k with Investec/NatWest on short notice/instant accounts. 35. ANY ITEMS WHICH THE CHAIRMAN CONSIDERS URGENT Cllr Clarke requested that the Town Council write to Post Offices Ltd to support the continuance of the Bashley Post Office with an appropriate contract to enable the residents of Bashley to have continued use of a local community Post Office. 36. NEXT MEETING The next meeting will be held on Tuesday 8 September, 2015 at 6.30 pm in the Town Hall, Ashley Road, New Milton. There being no further business to discuss, the Chairman thanked everyone for attending and closed the public session of the meeting at 7.41 pm. A proposal by the Chairman to go into Private Session was agreed by members. RESOLVED that: Pursuant to Section 1 of the Public Bodies (Admissions to Meetings) Act 1960, the public and press be excluded from the Meeting for the following items of business on the grounds that publicity would be prejudicial to the public interest by reason of the confidential nature of the business to be transacted. 38. FLEXIBLE RETIREMENT The Chairman referred to Appendix 5, previously circulated. Having taken further advice from South East Employers That the Flexible Retirement Policy (as previously amended) be adopted by New Milton Town Council. There being no further business to discuss, the Chairman thanked members for attending and closed the meeting at 7.45 pm. Chairman Date 12
Min Action Points Date Action by 27 Response to Community and Social Care Transport Manager 28 Consideration of payment arrangements at Financial Regulations meeting 10 August, 2015 Town Clerk 28 July, 2015 Working Party 31 Working Parties to be set up to discuss appointment of Town Centre Manager and outreach Youth Worker. 32 Letter of thanks from Town Council to Youth Worker at New Life Church By 8 September, 2015 By 8 September, 2015 Working Parties Town Clerk/Mayor 34 Investment of 700k over 2 years and 200k at short notice 35 Letter to Post Offices Ltd in regard to Bashley Post Office 6 August, 2015 Town Clerk /Chair of F&GP. 10 August, 2015 Town Clerk Distribution: Town Councillors District Councillors Mrs C V Ward, Mrs J L Cleary County Councillors M Kendal, K Thornber New Milton Library Press 13