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Minutes April 2008
BRIDGWATER TOWN COUNCIL
FINANCE COMMITTEE
MEMBERS' ROOM, TOWN HALL, BRIDGWATER
HELD ON WEDNESDAY 9 APRIL 2008 AT 2PM
PRESENT: Cllrs Turner (Chairman), Cresswell, Downes, Parker and Smeed
Apologies: Cllrs Granter, Richards and Mrs Slocombe
23 MINUTES:
RESOLVED: That the Minutes of the Meeting held on 09 January 2008 be approved and signed by the Chairman as a correct record.
24 MATTERS ARISING:
i. Somerset Olympic Fund - £500 Club - further information awaited, but indications that such contribution unlawful - proposed expenditure deferred.
ii. Parish Church of St Mary - clock chimes at night silencing system - confirmation to proceed with quotation of £1715 plus VAT - 50% contribution previously agreed.
iii. Confirmation of re-appointment by Audit Commission of Moore Stephens as auditors to BTC for financial years 2007/2008 to 2011/2012.
25 MINUTES OF THE TOWN COUNCIL 06/03/08 - MATTERS REFERRED
TOWN HALL AND ISLAND SITE PROJECT THIS (MIN 91/07):
The Town Clerk reported on meetings of the various groups involved with the project, including the Project Team. A report to the Executive of SDC was now planned for 16/04/08 and this could be seen as another defining moment in the way the project was moving, in the way that it sought to firm up support for the expressions of interest from two companies and what they might be invited to bid for, in terms of both the cultural-led option and alternative options for the whole site. A further key date would be the Executive on 23 July and based on sustainability and a business plan it was planned to select a developer and confirm the overall approach for the Town Hall Island Site.
Members reiterated their support for the cultural-led option and for retaining the halls and facilities for the benefit of the community and reiterated the desire to see the Town Hall remain the location for the town council's activities.
26 REVIEW OF PROGRESS ON MATTERS ARISING FROM BUDGET AND PRECEPT 2008/2009
i. Blake Museum - the Town Clerk updated members on the progress of negotiations towards assuring the future of the museum. Key issues to be determined remained whether the offer included Blake House and the Old Mill and the likely transfer values, and the anticipated new rules on the setting up of a charity incorporated organisation, which could impact on the form of any trust set up to administer the museum. Members welcomed the contribution from Dr Peter Cattermole and noted continuing development of the work by the Task and Finish Group, on which the Town Council were represented by the Town Clerk. Members indicated that they would look beyond the current financial year in terms of support for the museum, subject to a satisfactory business plan. This item was likely to be raised at the Annual Town Meeting;
ii. Town Centre Management partnership responsibilities and establishment of revived Chamber of Commerce and Trade - Members recognised that in due course they would consider the level of support for town centre management and the town council's involvement. For the moment the Town Council had taken on the funding for the Town Guide in association with the Bridgwater Times as publishers and this would be launched shortly. Members welcomed steps being taken to re-establish the Chamber and based on the information provided agreed to provide funding of £2000, subject to progress of the organisation through the year;
iii. Sydenham Community Centre and Association - Members welcomed the advice being provided to the association by SDC and SCC in support of the establishment of a Trust or similar organisation to operate the community centre. Ward members had kept a watch-in-brief, together with the Chairman
RESOLVED: That the Town Clerk obtain advice from SDC on their expectations and progress.
(Cllr. Cresswell declared an interest in this matter and took no part in the consideration and did not vote thereon).
iv. Transfer of Cemeteries - Progress was being made towards the transfer of the Quantock and Bristol Road Cemeteries and the form of the service level agreement. Completion had not been achieved by 31 March, but was anticipated by end of April, and in the meantime financial arrangements had been put in place. Confirmation was awaited in relation to the position of the former St John's Joint Burial Board and the Bridgwater Without Parish Council who had divested any interest. The arrangements in relation to TUPE were confirmed and although the council had agreed to submit applications to join the superannuation scheme for the transfer of staff this would now continue with Sedgemoor by immediate transfer back under the terms of the service level agreement.
v.Trinity Hall - Members noted that the recent report now sought a conclusion by September 2008. Members considered the terms offered for the purchase of the hall unacceptable, although it was still a desire to see the hall remain for community use.
RESOLVED:
1. That a copy of any recent building survey be requested, or a survey commissioned;
2. that a meeting of current users be convened to assess whether there has been any change in interest in taking over the hall;
3. that SDC be invited to transfer the hall to the Town Council as a community asset, free-of-charge, subject to (1) above.
vi. Barclay Street car park and other assets including Cattlemarket and Bristol Road lands - Members noted that various assets, including those referred to were being reconsidered in the context of what capital expenditure was required by SDC. Members were still opposed to the loss of any of Barclay Street car park, but noted that the disposal of the Cattlemarket and adjoining land was now moving forward again and would impact on the Council's land at Bristol Road. Informal discussions to outline developments had been held with representatives of the Allotment Tenants' Association. The Showman's Guild of Great Britain were still interested in land adjoining land leased to the carnival committee, but highway issues maybe paramount to such user;
vii. Building Schools for the Future (BSF), including Chilton 2 Allotment Transfer - Confirmation had been received that SDC had agreed to the transfer of Chilton 2 Allotment, but details of any provisos were awaited. Suitable letters of assurance in relation to Chilton 2 had been given both by the Town Council and SDC, pending resolution of the transfer. The planning application had gone forward. The detail of the proposal was clarified;
(Cllr. Parker declared an interest as a representative of BSF and took not part in the consideration and did not vote thereon).
viii. SDC Funding Reduction and Grant-Aided Organisations - a paper was circulated indicating a number of organisations where reduced grant was proposed as a result of reductions in the SDC budget. Members noted that several of the organisations were already supported by the Town Council to one degree or another. Members expressed concern about the impact of the funding reductions.
(Members as appropriate declared interests in relevant items within the list, but of a non-prejudicial nature)
RESOLVED: That in addition to current budgeted funding proposals for organisations members consider any further submission by way of formal applications.
ix. Blake Gardens CCTV - members noted the action being taken in producing a management plan for Blake Gardens and requested that within this the provision of lighting, as indicated in a provisional scheme, should be pursued as a matter of priority.
RESOLVED: That a contribution of £2965.88 excluding VAT be made to the provision of CCTV coverage for the refurbished toilets in Blake Gardens from within the sum allocated.
x. Taunton Road Toilets - information was still awaited on usage, following receipt of an account from SDC in the sum of £6300 for 2008/2009.
27. GRANT APPLICATIONS - APPLICATIONS FOR FUNDING AND WARD GRANT BIDS:
The following new applications under the Ward Budget Bidding Scheme were considered and it was RESOLVED:
1. St Matthew's Field - contribution to renewal of pathway surfacing - (Quantock) grant of £1000 approved for 2008/2009 (in addition to grant of £1000 in 2007/2008);
(Members requested that parking for heavy vehicles on the paths should not be permitted when the field was occupied by the Fair in September).
2. Sydenham Family Centre - recovering of umbrella (Sydenham) - decision awaited;
28. STAFFING MATTERS:
As requested by Members of the Committee, the Town Clerk reported on the increasing activities of the Town Council and the impact which this was having on the workload of the Town Clerk and Administrative Assistant. He reported the significant increase in the number of hours being worked. It was clear that the calls upon the office time and the desire for extending opening hours would require additional administrative support. The officer in post was able to add a fourth day to the present arrangement.
RESOLVED:
1. That the hours of employment of the Administrative Assistant be increased to 28 hours with immediate effect from a date to be agreed;
2. that the Town Clerk be requested to forward an update on his hours and the salary level in relation to similar town council operations, pending the 2008/2009 national salary award for local council clerks;
29. SLCC
- REGIONAL ONE-DAY CONFERENCE:
RESOLVED: That the Clerk be authorised to attend the Regional Conference in Plymouth on 14 May 2008 as the town council's representative.
30. BRIDGWATER
TOWN COUNCIL ACCOMMODATION, TOWN HALL:
RESOLVED: That two additional sensor points be provided for the alarms at an estimated cost of £250
31. TOWN
TRAILS BOOKLET:
The Town Clerk reported on the desire to update the Town Trails booklet, and the offer of the Civic Society in association with Bridgwater College to produce a new version. Costs were estimated at less than £1 per copy for an initial batch of 2000.
RESOLVED: That this be agreed in principle, subject to consideration of any contributions through advertising.
32. NOTICE OF AUDIT 2007/2008:
The Town Clerk reported that a notice of audit had been received with the annual return, due to be sent back by 30 June 2008. Arrangements were in hand for the accounts to be completed. In terms of Governance and Accountability, members noted the additional information required with the submission of the audit, and the thorough review of governance and accountability undertaken at the meeting on 21 November 2007. In the meantime, consideration was being given to a formalised programme ensuring the effectiveness of the system of internal audit.
33. PICTURE HANGING IN ST MARY'S CHURCH:
The Town Clerk confirmed that following information from the Public Catalogue Foundation, an inspection was planned and this would confirm the need to increase in the insurance value provided to Zurich Insurance.
The meeting finished at 4.30pm
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Signed
Chairman