Minutes of the Ordinary Council Meeting of Great Dawley Town Council held on 31 March 2014 at 18:30 at Dawley House.

Transcription

1 PRESENT Councillors: GREAT DAWLEY TOWN COUNCIL Great Dawley Town Council Dawley House 22, Burton Street Dawley TELFORD TF4 2ES Tel: (01952) Fax: (01952) Minutes of the Ordinary Council Meeting of Great Dawley Town Council held on 31 March 2014 at 18:30 at Dawley House. Bould, Davies, Duce, McMillan, Sahota and Turley. A quorum was present when decisions were made. Names present must be recorded. Local Government Act 1972 Schedule 12 para 40 Staff: Public: 276/00 276/01 277/00 277/01 278/00 D Griffiths (Clerk) and C Binnington (Assistant to the Clerk) No members of the Public. Agenda Item 1 Chair s Welcome. The Chair welcomed those present, and sought agreement to defer items of the agenda to the next Council Meeting: 10, 11, 13, 14, 15, 16, 17, 18, 19, 22, 23, 24, 25, 29, 31, 33, 35 and 42. The Clerk advised that the following items would benefit from being covered: 13 (Income -Room Hire), 16 (King Street Public Conveniences) and 24 (Dawley Town Hall - if only the lease related issue). RESOLVED that the Council defer the following items to the next Council Meeting: 10, 11, 13, 14, 15, 16, 17, 18, 19, 22, 23, 24, 25, 29, 31, 33, 35 and 42. Agenda Item 2 Apologies for absence and reasons. RESOLVED that the Council accept the apology and reason for absence from Councillor for a six-month period: Athersmith. RESOLVED that the Council accept the apologies and reasons for absence from Councillors Elliott and Sekhon. Agenda Item 3 Code of Conduct. The Chair reminded members of their responsibilities. Minute File Page Number: 230 Page 1 of 17

2 279/00 280/00 281/00 282/00 Public Session. Not needed. Agenda Item 5 Minutes. RESOLVED that the Council instruct the Chair (Councillor Davies) to sign the minutes of the Council meeting held on 20 January 2014 as a true record. Agenda Item 6 - Borough Councillors. Borough Councillor Bould requested the Town Council to consider match funding 80 towards Bulb planting. Borough Councillor Sahota spoke of the recent Jobs Fair held in Telford attracting over 4,000 attendees and commented that he hoped to have one again next year. Town Councillor McMillan asked a question about the Telford Journal. Borough Councillor Davies advised the issue had been raised with the Telford Journal and that the distribution of the publication was not based on Wards and was reduced in some areas due to adverting revenue. Agenda Item 7 -Grants. Voluntary Organisations. The Clerk advised that there was only 410 remaining in the available budgets. 282/01 GD13/32 Langley Fold Social Club To go towards outings & Meals /02 282/03 282/04 RESOLVED that the Council in accordance with its powers under Section 145 of the Local Government Act 1972 should incur expenditure of 250. Langley Fold Social Club to be informed that the Parish Council should be recognised in some manner: Press release, leaflet, programme, etc. GD13/31 Samaritans of Telford Digital Key safe, replacement guttering 200 RESOLVED that the Council in accordance with its powers under Section 137 of the Local Government Act 1972 should incur expenditure of 100, which, in the opinion of the Council, was in the interest of the areas or its inhabitants and would benefit them in a manner commensurate with the expenditure. Samaritans of Telford to be informed that the Parish Council should be recognised in some manner: Press release, leaflet, programme, etc. Sheltered Schemes Christmas Grant Fund. No action. Community Chest. No action. Ward Cooperative Fund. Page 2 of 17

3 282/05 RESOLVED that the Council agreed Borough Councillor Bould s e uest to at h fu d 80 towards Bulb planting. 282/06 282/07 282/08 282/09 283/00 Co-operative Community Fund. No action. Community Fund. The Chair (Councillor Davies) advised the Council that the Executive Committee had made a resolution at its meeting held on 10 March 2014 to rescind the resolution of the Council at its meeting held on 20 January 2014 (Minute item 253/17) in relation to the 50,000 to the Dawley Regeneration Partnership, to return back 26,000 to the Borough Council to be spent by the Borough Council on their asset the Dawley Social Club The Council discussed the ability to use Section 19 of the Local Government (Miscellaneous Provisions) Act 1976, which was recognised could be used to provide funds to the Borough Council to repair their asset that was in social use. RESOLVED that the Council agreed to provide 26,000 to the Borough Council to repair their asset, using Section 19 of the Local Government (Miscellaneous Provisions) Act Agenda Item 8 - Finance. RESOLVED that the Council received and authorised the following Cheque List to from the Bank of Scotland Current Account: Cheque No Amount Payee Code Justification Description Dawley Baptist Church Grant GD13/16 - Exec 9/12/ C & L Driveways Contract November Gardening Service Telford & Wrekin Council Contract HR Contract & Payroll Signs Express (Telford) Awards for All Dawley Park Banners x Telford & Wrekin Council Utilities ICT IP Charges January Npower Limited Utilities 08/11/13-13/02/ BT Payment Services Limited Utilities Telephone Bill Jan - Apr Cheque No Amount Payee Code Justification Description PCB Solicitors LLP Matters regarding Lease PCB Solicitors LLP Matters regarding Lease Edge Designs Contract Renewal of AdvantEdge Page 3 of 17

4 SLCC-CiLCA Management Staff Training Certificate in Local Council Severn Hospice 25 0 Chair's Charity Chair's Charity Children's Ward (PRH) 25 0 Chair's Charity Chair's Charity Cancelled Cancelled CANCELLED Telford & Wrekin council PET Winter Bedding plants , Telford & Wrekin council Grant Job Junction contribution Clearview Security Limited Contract x1 Callout 15th February FCC Environment Contract Waste Collection 1/4-30/ Much Wenlock Town Council Training Councillor (x1) Training Cancelled 0 0 Cancelled CANCELLED Telford & Wrekin Council Contract ICT Annual Charges , Telford & Wrekin Council NNDR Rates Bill , Dawley Regeneration Grant S. 137 DRP , Dawley Regeneration Grant LG(MP) S. 19 DRP , Telford & Wrekin Council NNDR Rates Bill A- Stat Office Technology Ltd Contract Meter Reading FCC Environment Waste Admin charge Town Hall Telford & Wrekin Council Utilities ICT IP Charges February Vicarage Grove Tenants Trust Grant GD 13/26 Exec 10/03/ Friends of Dawley Park Grant GD 13/27 Exec 10/03/14 Cheque No Amount Payee Code Justification Description Friends of Dawley Town Hall Grant GD 13/28 Exec 10/03/ Telford Community First Grant GD 13/30 Exec 10/03/ Shire Oak Stock Order Page 4 of 17

5 283/01 283/02 283/03 283/04 RESOLVED that the Council received and authorised the following Cheque List to (tabled) from the Bank of Scotland Current Account: Cheque No Amount Payee Code Justification Description HMRC 111 PAYE HMRC Dec 13 PAYE, NI Emp'ee & NI , Madeley Print Shop Print newsletter Lewis & Mason Plastics The Brian Duce Room C & V Leaflet distribution Newsletter distribution Telsafe Review of FRA at DH & Full RESOLVED that the Council note BACS & DD payments made in March 2014 from the Bank of Scotland Current Account as follows: Date Amount Payee Code Justification Description 13/03/ Phones 4u Care Monthly DD Bill January 20/03/ HMRC 111 PA HMRC Feb 14 PAYE, NI Emp'ee & NI 20/03/14 7, BACS 111 BACS Salaries Salaries Mar RESOLVED that the Council note BACS & DD payments made in March 2014 (tabled) from the Bank of Scotland Current Account as follows: Date Amount Payee Code Justification Description 24/03/ Peninsula Business Services HR and H&S HR and H&S Advice 28/03/ British Gas Business Utilities Electricity 1/12/13-1/3/14 28/03/ Life Mobile Monthly DD Bill March 30/03/14 1, Shropshire Council Pension 111 Pension LGPS Mar 14 Pension RESOLVED that the Council agreed the following payments (tabled) from the Unity Trust Current Account: Date Amount Payee Code Justification Description 03/09/ Great Dawley Parish Council Petty Cash Pre-Paid Card Setup Fee 13/09/ Great Dawley Parish Council 30/09/ Great Dawley Parish Council 14/11/ Great Dawley Parish Council Page 5 of 17

6 283/05 283/06 06/01/ Great Dawley Parish Council 07/01/ Great Dawley Parish Council 13/01/ Great Dawley Parish Council 15/01/ PHS Group Plc Contract Direct Debit Contract 04/02/ Great Dawley Parish Council 06/02/ Great Dawley Parish Council 31/03/ Great Dawley Parish Council 31/03/ Great Dawley Parish Council 31/03/ Great Dawley Parish Council RESOLVED that the Council received and authorised AdvantEdge Reports for February 2014: Received Income Transactions & Paid Expenditure Transactions Bank Account Reconciled Statement Current Account Bank Account Reconciled Statement Fixed Deposit Financial Summary Cashbook & Financial Statement Cashbook Reserves. RESOLVED that the Council agreed as per the Executive Committee Meeting held on 10 February (Minute Item: 146/07) a table of movements and the table of the resulting Earmarked Reserves Position. Intentionally Blank. The agenda continues with tables on the following (landscape orientated) three pages, and then reverts to normal notification (portrait orientated) of the remaining business to be transacted. Page 6 of 17

7 Meeting Date Amount Description Earmarked OR General General Use Ordinary 23/03/2013 5, Boiler General 5, Extraordinary 24/04/2013 5, Delegated Clerk relocation expenses Relocation to Dawley Town Hall Extraordinary 24/04/2013 3, Election Expenses Election Extraordinary 24/04/2013 6, To set Earmarked General 6, Extraordinary 24/04/2013 3, ICT Infrastructure General 3, Ordinary 20/05/2013 Grit Bins General See Below Ordinary 20/05/2013 8, Maternity Cover Staff Contingency (Locum Clerk, Maternity, etc.) Ordinary 24/06/2013 3, Lease fees Relocation to Dawley Town Hall Ordinary 24/06/ Marketing Fees Relocation to Dawley Town Hall Ordinary 24/06/ War Memorial War Memorial Extraordinary 29/07/2013 5, Portas Pool - DRP Regeneration - Dawley Ward Extraordinary 29/07/2013 5, Portas Pool - DRP Regeneration - Malinslee Ward Extraordinary 29/07/2013 4, Delegated Clerk Security Issues Relocation to Dawley Town Hall Extraordinary 29/07/2013 1, ICT Upgrade Relocation to Dawley Town Hall Ordinary 23/09/2013 Noticeboards x2 General See Below Ordinary 23/09/2013 Community Development Project BOTH 100,000 Community Fund and General See Below Extraordinary 11/11/ , DRP Tenancy (Water, Fire, Hygiene, etc) General 10, Extraordinary 11/11/ , NEW DRP Earmarked to be set up NEW Earmarked - so hence General 10, Ordinary 20/01/ , DRP 50k 36k from 100k General 14, Ordinary 20/01/ , Precept resolution including use of reserves Staff Contingency (Locum Clerk, Maternity, etc.) Ordinary 20/01/ , Precept resolution including use of reserves Parish Environmental Team Ordinary 20/01/ , Precept resolution including use of reserves General 31, Ordinary 31/03/2014 1, DTH ICT General 1, Ordinary 31/03/ DTH Meeting Room table General Ordinary 31/03/ Additional ICT for DTH General Page 7 of 17

8 Reserves. (CONTINUED) RESOLVED that the Council agreed to the Earmarked Reserve for War Memorial be set against the agreed expenditure of 11 November 2013 (Minute Item: 225/00) for the second payment to Graham Jones for the War Memorial Maintenance cheque number Page 8 of 17

9 b/f Utilised Re-directed Additional Net Movement c/f ( ) ( ) ( ) ( ) ( ) ( ) Traffic Calming 20,000 1,104 18, ,000 0 Regeneration - Dawley Ward 15,000 5, ,000 10,000 25,000 Regeneration - Malinslee Ward 15,000 5, ,000 10,000 25,000 Community Chest 30, ,000 Dawley House Energy Audit Remedial Works 10,000 10, ,000 0 Election 7,500 3, , ,500 0 Dawley Park 1, ,000 Local Government Pension Scheme 4, ,500 Staff Contingency (Locum Clerk, Maternity, etc.) 13,850 20, ,150-13,850 0 Professional Fees 1, , ,000 0 Public Conveniences Refurbishment 25, , ,000 0 Referendum 2, , ,500 0 Community Led Plan 7, , ,500 0 Parish Environmental Team 50,000 25, ,000 25,000 To improve estate Car Parking 10, ,000 10,000 20,000 War Memorial ,000 1,500 1,500 Relocation to Dawley Town Hall 0 14, ,350 2,899 2, ,850 84,371 59,080 65,500-77, ,899 6,420 General Reserves Page 9 of 17

10 284/00 284/01 Agenda Item 9 - Internal Auditor. The Council discussed the report from the Internal Auditor (previously circulated 19 March 2014), including the recommendation that a councillor be allocated to sign the AdvantEdge reports in future. RESOLVED that the Council agreed to accept the Internal Auditors Report. 284/02 285/00 286/00 287/00 287/01 287/02 287/03 287/04 287/05 288/00 289/00 290/00 291/00 The Committee agreed to nominate a Councillor to sign the AdvantEdge reports in future. Agenda Item 10 - Financial Regulations. No Action Taken Agenda Item 11 - Banking. No Action Taken Agenda Item 12 - Year End. Fixed Asset Register. The Clerk advised that the Fixed Asset Register needed to be reduced to take into consideration the disposal of glassware, red chairs & Christmas Lighting. RESOLVED that the Council agreed to the disposal of the following items:- Glassware to be donated to Dawley Town Hall. Red chairs to be disposed of. Christmas lights on Meadow Road car park to be disposed of and look at ways to replace them. RESOLVED that the Council agreed to instruct the Chair to sign the amended Fixed Asset Register as at 31 March Bad Debts. The Clerk was advised the Council of a group who owed payments of 240 in room hire costs from the last financial year. The Clerk was instructed to write to the group formally to request payment. Agenda Item 13 Income - Room Hire. Agenda Item 14 - Room Hire Caretaking. Agenda Item 15 - Insurance Hiring. Agenda Item 16 - King Street Public Conveniences. Page 10 of 17

11 292/00 293/00 294/00 295/0 Agenda Item 17 - Christmas Lighting Features. No Action Taken Agenda Item 18 - Hanging baskets and Planters. No Action Taken Agenda Item 19 - Fire Risk Assessments. No Action Taken Agenda Item 20 - Gardening Service. The Assistant to the Clerk gave an update on the Gardening Service and explained that there are currently thirteen vacancies available and that local sheltered homes have been contacted to put names forward as there are only four names on the waiting list. Entertainment. RESOLVED that the Council agreed to ratify the following - as per Executive Committee 10 February 2014 resolution (Minute Item: 156/00): That in relation to the Over 60s Christmas Parties, that the venue for the Sunday be the Park Inn and that the venue for the Saturday be either the Phoenix Academy or the Dawley Town Hall. That in relation to Dawley Day (5 July 2014): o For the event to be held on Doseley Road Playing Fields and in Dawley Park with an expectation to widen the event to local businesses. o Fo the Co u ity De elop e t P oje t Lead to e the lead fo the event and to work with other local organisations. o For Shropshire Events to be supplier of the Core Activities. o Fo the Co u ity De elop e t P oje t Lead to p odu e a detailed plan. o For the financial expenditure to be approved by the Entertainment Sub-Committee. That in relation to Malinslee Day (26 July 2014): o For the event to be held on Malinslee Playing Fields. o For the Malinslee Community Group to formulate the entertainment for the event. o For Shropshire Events to be supplier of the Core Activities. o For or the financial expenditure to be approved by the Entertainment Sub-Committee. To set the dates for the Christmas Lights Switch-On as follows: o Malinslee 21 November 2014 o Dawley 28 November 2014 Awards for All. Defibrillators in the community. Page 11 of 17

12 24 Dawley Town Hall 25 Dawley House. 26 Dawley Change Plan. Opportunity for the Council to consider any actions that may need to be taken. Management of the Co u ity De elop e t P oje t Co t a t. At the 13 January 2014 Executive Committee meeting (Minute Item: 130/01): It was agreed to have a relevant agenda item for the 31 March 2014 meeting of the Council, to consider the management of the Co u ity De elop e t P oje t Co t a t. The Working Group membership for the Dawley Change Plan is Councillors Bould, Davies & Pinter. Chair s Allowance. To o side the Chai s Allo a e. Annual Parish Meeting. Opportunity for the Council to set the date of the Annual Parish Meeting. Publication Scheme. Appointment of Committee Members. To elect a member to replace Councillor Elliott who resigned from the Executive and Personnel Committees on 11 march RESOLVED that the Council agreed that Councillor McMillan be appointed to the Executive Committee. RESOLVED that the Council agree that Councillor Choudhary be appointed to the Personnel Committee. Stationery / Office equipment.. Parish Environmental Team Works Routine. 10 March 2014 Executive Committee (Minute Item: 179/00): That the Executive Committee agreed to the i t odu tio of Bus Shelte I spe tio s a d Clea si g to the Pa ish E i o e tal Tea Wo ks Routi e. RESOLVED that the Council agreed to ratify the Executive Committee decision to amend the Parish Environmental Team works routine to include cleansing and i spe tio of the To Cou il s Bus Shelte s. Page 12 of 17

13 Crisis Network. Gateway Signage. 10 February 2014 Executive Committee (Minute Item: 155/04): That the Committee agreed to pursue the format of Gateway Signage as presented by Phil Pritchard, T&WC. The issue is to be an agenda item at the 14 April additional full Council Meeting, to enable wording and locations to be discussed and agreed. The Presentation made by Phil Pritchard, Telford & Wrekin Council is attached. Apprenticeship 2014/2015. Parish Environmental Team Materials Budget ( 7,000 Dawley Ward & 7,000 Malinslee Ward). To reduce the expectations with regards the 20 January 2014 Council (Minute Item: 259/03) and 10 February 2014 Executive Committee (Minute Item: 155/04) resolutions. Both resolutions propose directing use of 7,000 the Parish Environmental Team Materials Budget for each of the Wards: Dawley and Malinslee. The breakdown of the projects in each ward can be found at Appendix 3. Communications. Councillor Davies commented on letters sent to Councillors from Dawley Medical Centre regarding car parking issues and advised that he would contact the Phoenix Academy to raise the issue of parents parking on the Medical Centre car park when dropping off and collecting their children. Councillor Sahota asked if everyone present was aware that under the Localism Bill (2011) that 1% of revenue raised from Business Rates could be given over to the local area. Councillor Davies updated the Committee that Telford and Wrekin Council had written to the owners of the land opposite Dawley Town Hall to request that they take action to clean up the land following items being dumped on the land. Correspondence. The Committee received lists of items of correspondence as tabled at the meeting. Date of next meeting. An Additional Meeting be added to the schedule: 14 April Note this date has ee efe ed to y esolutio s of the Cou il s o ittees. Exclusion of Press and Public. Page 13 of 17

14 Due to the nature of the agenda item, Members are required to resolve that press and public be excluded from this meeting in accordance with the Public Bodies (Admission to Meetings) Act 1960 (as amended by s100 LGA 1972). Internal Auditor. Item already discussed. Personnel. Appendix 1 Page 14 of 17

15 Dawley Town Hall Maintenance Issues. 10 March 2014 Executive Committee (Minute Item: 174/06): That the Executive Committee agreed to early adoption and implementation of a planned preventative maintenance program and to commence a sinking fund or designated budget to cover any dilapidations during the term. DSE requirement Blinds. Best of r quotes Noticeboa d. Ca ed G eat Da ley To Cou il Heade. To e fitted Coat in office area. Erection of pictures, plaques and other items Change main entrance cylinder lock and office cylinder lock as per Insurers guidance Install Alarm devices in toilets. Insurer and Fire Risk Assessment (Verbal) recommendations Reseat the toilet basin in the Gents Toilet Mixer valves in Gents Toilet and Staff Toilet. L8 recommendation Lag pipework. L8 recommendation x12 network patch leads. Currently using odd leads of too great a length, potential hazard. Ramp. New tarmac exceed damp course, and is already suffering vegetation damage. Main Entrance. DDA. Double mag lock and matching door closer. Guttering and hall requires cleansing and sealing All windows in flat roofed area window locks (insurance standard) Appendix 2 Page 15 of 17

16 Dawley Town Hall Stationery / Office equipment Issues. DSE: x3 new swivel chairs Noticeboard Whiteboard AV Projector setup in meeting room (using 2ndold projector) AV Media White board (Interactive x1 available from DRP) Monitor in corridor rolling information Locks on furniture / desk drawer (H&S requirement for staff to personal lockable unit) Lockers for cleaning staff at Dawley House also Filing Trays To improve appearance and benefit staff atmosphere: Plants Procure same colour lever arch folders Appendix 3 Page 16 of 17

17 Parish Environmental Team Materials Budget ( 7,000 Dawley Ward & 7,000 Malinslee Ward). Malinslee Ward 500 Grant to Dawley Bank Residents Association for Jubilee Woods 500 Grant to Old Park Primary School for the provision of school allotments 1,000 to approve planting and appearance at the new Malinslee centre 1,000 of poppy and other spring/summer seeds/bulbs for use across the ward (main routes in the ward e.g. Brunel Road, Dawley Greenway etc.) 500 small work pot at Matlock Avenue to improve the green square, subject to consultation with residents 1,000 contribution to improve lighting and environment near to Ladygrove school (Dawley Bank side but within the parish boundary) 2,500 to improve the area behind Spout Way, Old Wharf, Stone Row, etc.) Dawley Ward 1,000 Cleaning, repainting / lighting around Springhill underpass. Clearing of brambles and overgrowth. Planting bulbs / seeds 1,000 Resurfacing / scarifying pathway at the rear of the bungalows on Trinity Road 1,000 Resurfacing of pathway leading to Southall 2,000 Planting of seeds/ bulbs in Dawley area: Doseley / Main roundabout at Heath Hill / Springhill / Trinity Road area / Entrance to Southall School /off Stirchley Lane / public realm areas off Conway Drive 1,000 Litterbins. Nr green areas of Purbeck Dale and Chiltern Gardens 1,000 Tidying of area and improving raised areas in Castle Road. Trimming of trees in Quarry Place (Park Side). Any remaining resources to be used to create a wild flower meadow off Pool Hill / Deepfield / Sandy bank. Page 17 of 17