MINUTES OF FINANCE & SCRUTINY (F & S) COMMITTEE OF TETBURY TOWN COUNCIL (TTC)
Held at the Council Chambers, Tetbury on Monday 8th June 2015 at 7.00pm
PRESENT Cllrs S Hirst, S Ball, C Pearce, M Steedman, T Walsh & Town Clerk Natalie Haines.
FS1. 06/15 It was proposed by Cllr Ball and seconded by Cllr Pearce that Cllr S Hirst be Chairperson of F & S Agreed. It was proposed by Cllr Pearce and seconded by Cllr Ball that Cllr Walsh be Vice Chairperson of F & S Agreed
FS2. 06/15 To Note Apologies Cllrs I Maslin (noting his request to be removed from the F & S committee and put back onto H & R.)
FS3. 06/15 Public Consultation: None
FS4. 06/15 Declarations of Pecuniary Interest in items on the agenda and not already noted on the Register of Interest Forms: None
FS5. 06/15 Adoption of F & S Committee Minutes 11th May 2015: Subject to amendment of FS8. 05/15 Brief Cllr reports” it was proposed by Cllr Hirst seconded Cllr Ball to adopt the minutes Agreed
FS6. 06/15 Action Points from those minutes and not on the agenda:
Ref / ACTION / WHO / STATUSFS9.03/15 / Speak to Malcolm Philby re Skate park EMR / Deputy Clerk / Await advice from Malcolm, Cllr Walsh offered £2,000-3,000 to put towards EMR of £1750, if the Council matched a third of the total to help purchase a piece of equipment for the recreation ground, the piece of equipment could be aimed at 11+ year olds, future item for H & R
FS8.04/15 / Organise appropriate tree surveys / Clerk / Contact made with Mark Berry CDC for advice, tree surveys are likely to need to be carried out as they should be based on type, condition and age of tree and vary from between 6 monthly to 18 monthly, Mark to advise on qualified person who can help
FS10.04/15 / To carry out necessary works towards internal audit / Clerk / Ongoing
FS7. 06/15 To consider grant applications – It was noted that H & R had agreed in principle to pay £250.00 towards the footpath group’s new publication and this amount should be taken from the F & S grants budget. It was proposed by Cllr Walsh and seconded by Cllr Pearce that the CAB be given an amount of £469.00 to support the training of a new member of staff on the condition that they provide a regular confidential session at our Council offices, which we will be happy to advertise/promote and coordinate bookings for. Agreed.
FS8. 06/15 To approve payment of TTC & TIC May and June 2015 accounts –
TIC May payment schedule totaling £3,859.88 – Proposed Cllr Ball seconded Cllr Walsh. Agreed
TIC June payment schedule totaling £2,762.08 – Proposed Cllr Ball seconded Cllr Walsh. Agreed
TTC May payment schedule totaling £17,570.69 – proposed Cllr Walsh seconded Cllr Pearce. Agreed
TTC June payment schedule totaling £17,509.11 – proposed Cllr Walsh seconded Cllr Steedman. Agreed
FS9. 06/15 To note budget report to end of May – Detailed Income and Expenditure budget Month 2 duly noted.
FS10. 06/15 To consider 2014/2015 budget and financial performance – Detailed Income and Expenditure Month 12 duly noted. Cllr Hirst praised the report noting the +9.5% actual income for TTC and +1.5% actual income for TIC.
FS11. 06/15 To review and approve council policies;
Code of Conduct – It was proposed by Cllr Hirst and seconded by Cllr Ball to adopt the Code of Conduct Agreed.
Remit of Committees – It was agreed to keep the remit of committees and introduce additional working groups when and if required.
Grievance Policy – It was proposed by Cllr Ball and seconded by Cllr Hirst to adopt the Grievance Policy Agreed
Complaints Procedure – It was proposed by Cllr Hirst and seconded Cllr Walsh with some small amendments to adopt the complaints procedure.
Health and Safety Policy, Fire Risk Assessment & Risk Assessment Form – Upon review it was Proposed by Cllr Walsh and seconded by Cllr Hirst that the Town Clerk be given delegated authority to deal with the actions required following the H & S and Fire audit, Clerk to report back to F & S in 3 months with a progress report. Agreed
FS12. 06/15 To approve fixed asset register – It was proposed by Cllr Hirst and seconded by Cllr Ball to agree asset register. Agreed
FS13. 06/15 To consider and agree Churchyard signs – It was proposed by Cllr Ball and seconded by Cllr Hirst that we contribute £307.50 towards the signs for the grave yard Agreed.
FS14. 06/15 To review dolphins hall management committee – It was noted that the council have concerns with the future of the trustees given the resignation of the chair and the tasks ahead in the planned rebuild. It was agreed that the Cllrs representing the council as management trustees be asked to formally update the council in relation to both the business plan and building plans ASAP. Cllr Ball to share full constitution with clerk.
FS15. 06/15 To review the Goods Shed Finances – It was agreed that the council should control bookings of the goods shed and keep a diary of events to ensure H & S and insurance is all in place. Clerk to arrange for full costings of the project ASAP and provide an update to council of where we are on the fund raising and budget to date. An update to July full council is required.
FS16. 06/15 To consider any correspondence received to date - None
FS17. 06/15 To receive brief Cllr reports – Cllr Hirst shared a letter received from a possible contractor regarding examination/audit of our current graveyard and the options to the council, information to be shared at June’s full council.
FS18. 06/15 To suggest items for next agenda on 13th July 2015 – Goods shed & Dolphins Hall
FS19 06/15 To note the date and time of the next F & S meeting 13th July 2015 at 7pm
FS20 06/15 Adoption of closed minutes Monday 20th April 2015 at 7pm – It was proposed by Cllr Pearce and seconded by Cllr Ball to go into closed session. It was proposed by Cllr Ball and seconded by Cllr Pearce to adopt the Closed session minutes from 20/04/2015. Agreed
Meeting Closed at 9.25
Chairman ………………………………………………………………. Date ………………………………………..
June 2015 Page 128