Agenda and minutes

Venue: Melksham Town Hall

Contact: Linda Roberts 

Items
No. Item

5/19

Apologies

Minutes:

Apologies were received from Councillor Andrewes.

6/19

Declarations of Interest

To receive any Declarations of Interest in respect of items on this agenda as required by the Code of Conduct adopted by the Council.

 

Members are reminded that, in accordance with the Council’s Code of Conduct, they are required to declare any disclosable pecuniary interest or other registrable interests which have not already been declared in the Council’s Register of Interests. Members may however, also decide, in the interests of clarity and transparency, to declare at this point in the meeting, any such disclosable pecuniary interests which they have already declared on the Register, as well as any other registrable or other interests.

 

Minutes:

There were no declarations of interest.

7/19

Minutes pdf icon PDF 291 KB

To approve the Minutes of the Finance & Admin Committee meeting held on Tuesday, 27 August 2019.

Minutes:

The minutes of 27 August 2019 having previously been circulated, were approved and signed by the Chair, Councillor Fiorelli.

 

It was agreed the minutes of 3 June 2019 would go to the next Finance & Admin meeting for approval.

8/19

Budget 2020/21

To consider budgetary requirements for 2020/21.

 

Community Development:                              Increase Xmas tree budget to £1200

 

Economic Development & Planning: 

 

·         A separate planning training budget (2 Planning training sessions, 2 Economic Development were suggested).

·         Costs associated with the new Economic Development Manager undertaking a Market Towns Survey

·         Costs associated with taking the Town Vision, currently being produced, to the next level.

·         A budget for the Economic Development Manager to attend events to promote Melksham.

Minutes:

The following suggestions for inclusion in the budget had been made at the following meetings:

 

Community Development: Increase Xmas tree budget to £1200

 

Economic Development & Planning:

 

·         A separate planning training budget (2 Planning training sessions, 2 Economic

Development were suggested).

·         Costs associated with the new Economic Development Manager undertaking a Market Towns Survey

·         Costs associated with taking the Town Vision, currently being produced, to the next level.

·         A budget for the Economic Development Manager to attend events to promote Melksham.

 

It was explained the role of this committee was to sanity check the various suggestions put forward by other committees.

 

Discussion ensued on Xmas trees as it had been suggested previously that in the future the town could grow its own trees. Councillor Sankey explained he was speaking to someone about this to get their advice, it was also suggested these could be planted on Shurnhold Fields if the Shurnhold Fields Committee were in agreement.

 

It was proposed by Councillor Pain, seconded by Councillor Hubbard, and

 

RESOLVED, to support these proposals and to delegate to the Town Clerk to investigate costs on the various suggestions and bring back to a future budget meeting for consideration and to await feedback from Councillor Sankey and others on Xmas trees and bring back to a future Town Council meeting for consideration.

 

 

9/19

Finances

9/19.1

Budget Report for August pdf icon PDF 194 KB

To note.

Minutes:

It was noted the electricity costs seemed high, compared to the annual budget.  The Town Clerk informed the meeting she was currently investigating this matter.

 

Concern was raised at the costs associated with cleaning the public toilets, especially when a cleaner had recently been made redundant.

 

The Town Clerk explained the costs for cleaning the toilets were attributed to Idverde who were TUPEd across when the Town Council took on the Market Place toilets.

 

Councillor Pain had noticed that recently the toilets had not been cleaned and asked if there was anything in their contract that would give the Town Council reason to ask for a reduction in costs. 

 

It was suggested this was due to annual leave of the operative.  It was agreed to request cover in the future.

 

With regard to 31 Market Place it was  noted there was a cost of £1361 attributed to it, the Town Clerk agreed to investigate this.

 

Councillor Fiorelli suggested the structure renovations costs of the Town Hall needed to be considered going forward.

9/19.2

Earmarked Reserves pdf icon PDF 10 KB

To note.

Minutes:

With regard to street furniture, it was asked for an update on when the proposed benches would be installed.

 

The Town Clerk agreed to investigate when these would be installed with the Community Development Officer.

 

The Earmarked Reserves were noted.

9/19.3

Monthly Financial Statement pdf icon PDF 13 KB

To note the Financial Statement for August.

Minutes:

The Monthly Financial Statement was noted.

10/19

Floral Planting 3 Year Contract 2020-2022

Members are asked to consider the tenders received from Supplier A and Supplier B for a 3 year Summer Floral Planting Contract and to consider any budget requirements for 2020-2021 and to note correspondence from current floral planting provider.

 

 

Additional documents:

Minutes:

It was noted that Contractor A, had provided an amended quote.

 

The meeting was informed that the current floral contractor did not wish to submit a tender on this occasion.

 

With regard to what could be planted, it was suggested the Town Clerk speak to one of the grounds team for their advice and come back to council if necessary to make a presentation.

 

It was proposed by Councillor Westbrook seconded by Councillor Hubbard, and

 

UNANIMOUSLY RESOLVED: To approve the amended quote from Contractor A (Bath & North East Somerset) at £5,635.89 + VAT per annum.

 

To write a letter to the current floral planting contractor thanking them for their years of providing an excellent service and that it was hoped in the future they would reconsider applying for this contract.

11/19

Christmas Fayre - Saturday 7 December 2019

Members are asked to allocate a budget towards the costs associated with the road closure for the Chrismas Fayre.

Minutes:

A report had been circulated by the Community Engagement Officer on proposals for the Xmas Fayre and was seeking approval for £1000 to help towards these costs.

 

It was asked if adequate support was available for the day and it was suggested the Grounds Team may be able to assist.  The Town Clerk agreed to discuss this with them.

 

Councillor Hubbard proposed, seconded by Councillor Westbrook, and

 

RESOLVED:  That £1000 be allocated towards the costs associated with the road closure for the Xmas Fayre from general reserves.

 

 

12/19

Property Valuations pdf icon PDF 761 KB

To review the information contained within the property valuation report undertaken by RebuildCost Assessment.Com and make recommendations to the Asset Management Committee.

 

Minutes:

The Town Clerk informed the meeting that valuations had recently been undertaken to make sure Town Council properties were adequately insured and the information had been circulated to members with the agenda.

 

The Town Clerk asked Members to note the report, and to recommend to the Asset Management Committee, to include these in the insurance schedule.  It was noted there were no figures available from the previous valuations in order to make comparisons. 

 

It was proposed by Councillor Hubbard, seconded by Councillor Aves, and

 

RESOLVED, to recommend the Property Valuations report to the Asset Management Committee.  That the Insurance Schedule with previous valuation figures is available at this meeting in order to make comparisons.

13/19

Motion Received from Councillor Westbrook

Motion Received from Councillor Westbrook regarding the website:

 

That the clerks is authorised, to appoint a web developer to completely rebuild the Melksham Town Council website. That the maximum cost of this should be £10K to be taken from general reserves.

Minutes:

Councillor Westbrook had proposed a motion that investigations be made into updating the Town Council website, as follows:

 

That the Town Clerk is authorised, to appoint a web developer to completely rebuild the Melksham Town Council website. That the maximum cost of this should be £10K to be taken from general reserves.

 

As it had recently been approved to recruit additional staff, It was asked whoever was going to be responsible within the new structure for updating the website, that this is made clear in their job description and they are involved in the selection/procurement process for a new system.

 

It was proposed by Councillor Westbrook, seconded by Councillor Hubbard, and

 

UNANIMOUSLY RESOLVED,  to authorise the Town Clerk to draw-up a website specification and bring back a brief to the next Finance & Admin meeting.  The budget was set at £10,000.