Agenda and minutes

Policy & Finance Committee
Monday, 21st January, 2019 7.30 pm

Venue: Council Chamber, The White House, Hockcliffe Street, Leighton Buzzard, LU7 1HD.

Contact: Committee Officer  01525 631920 & Email: info@leightonlinslade-tc.gov.uk

Items
No. Item

431/PF

APOLOGIES FOR ABSENCE

Schedule 12 of the Local Government Act 1972 requires a record be kept of the Members present and that this record form part of the minutes of the meeting. Members who cannot attend a meeting should tender apologies to the Town Clerk.

Minutes:

Apologies for absence were received from Councillors E Wallace and F Kharawala.

432/PF

DECLARATIONS OF INTEREST

i)     Under the Localism Act 2011 (sections 26-37 and Schedule 4) and in accordance with the Council’s Code of Conduct, Members are required to declare any interests which are not currently entered in the Member’s Register of Interests or if he/she has not notified the Monitoring Officer of it.

 

(ii) Should any Member have a Disclosable Pecuniary Interest in an item on the agenda, the Member may not participate in consideration of that item unless a Dispensation has first been requested (in writing) and granted by the Council (see Dispensation Procedure).

Minutes:

Members were asked to declare any interests, including the nature of those interests, which they had in any of the items under consideration at this meeting. No declarations were made.

433/PF

QUESTIONS FROM THE PUBLIC (3 minutes per person; maximum 15 minutes)

To receive questions and statements from members of the public in respect of any item of business included in the agenda, as provided for in Standing Order No.s 1(f) and 1(h).

Minutes:

There were  no questions from the public.

434/PF

MINUTES OF PREVIOUS MEETING pdf icon PDF 92 KB

To receive and approve as a correct record the minutes of the Policy & Finance Committee meeting held on 19 November 2018.

Minutes:

The Committee received the minutes of the Policy and Finance Committee meeting held on 19 November 2018 for consideration.

 

Minute reference 414/PF Minutes of previous meeting (Land East of Leighton Linslade): the Town Clerk confirmed a meeting had taken place with representatives of Eggington Parish council but no reply had been received from them regarding a further meeting.  The Town Clerk would write to Brian Dunleavy of Central Bedfordshire Council showing an expression of interest and support of a boundary review.

 

Minute reference 423/PF Parsons Close Refreshment Concession: it was confirmed a planning application had been submitted to Central Bedfordshire Council and a Licence Agreement was being created with a provisional opening date in April 2019.

 

RESOLVED that the minutes of the Policy and Finance Committee meeting held on 19 November 2018 be approved as a correct record and were signed accordingly.

 

435/PF

MINUTES OF TASK GROUP AND SUB-COMMITTEE MEETING pdf icon PDF 72 KB

To receive the draft minutes of the following Task Group and Sub-Committee meetings and to consider the recommendation/s contained therein: 

 

(a)       Standing Orders Task & Finish Group 26 November 2018 (attached) (Recommendation at Minute Reference 6/SO – see Agenda Item 9)

(b)       Personnel Sub Committee 7 January 2019 (attached)

(c)        Community Safety Sub-Committee 14 January 2019 (to follow)

 

Additional documents:

Minutes:

The Committee received the draft minutes of the Standing Orders Task & Finish Group 26 November 2018.

 

It was noted that one point required clarification: that the task group had not specified that the Chairs of standing committees should not also Chair other Committees, Sub-Committees or task groups, but specifically that the Chair of a Standing Committee should not also Chair one of that Committee’s Sub-Committees or task groups.  It was agreed that this be amended.

 

RESOLVED that the minutes of the Standing Orders Task and Finish group meeting held on 26 November 2018 be approved as a correct record, subject to the amendment above, and were signed accordingly.

 

The Committee received the draft minutes of the Personnel Sub-Committee held on the 7 January 2019.

 

RESOLVED to receive the draft minutes of the Personnel Sub-Committee held on 7 January 2019.

 

The Committee received the draft minutes of the Community Safety Sub-Committee 14 January 2019.

 

Item 21/CS Operation Dodford: a question was raised regarding the wording of recommendation 1.2.  The wording was amended to ‘In consultation with the Chair of the Community Safety Sub-Committee, that delegated powers be afforded to the Town Clerk to make decision on any community-based project(s) to a TOTAL maximum value of £2,500.

 

RESOLVED to receive the draft minutes of the Community Safety Sub Committee held on 14 January 2019.

436/PF

GENERAL GRANT APPLICATION pdf icon PDF 115 KB

To consider an application for a General Grant in the amount of £500 (information attached).

Additional documents:

Minutes:

The Committee received and considered a late application for General Grant funding from Reclaim Life.  Members agreed to award the grant as all required criteria were met and budget available.

 

RESOLVED to

 

1.1       note the report

1.2       approve the General Grant application for £500 submitted by Reclaim Life, in accordance with General Grant guidelines.

437/PF

COMMITTEE OBJECTIVES AND WORK PLAN pdf icon PDF 92 KB

To receive and consider the committee objectives and work plan for 2018-2019 (attached).

Minutes:

The Committee received a report summarising the key responsibilities of the Committee, as well as the objectives within the Town Council’s Three Year Plan 2015-2018 which fell within the remit of the Committee. 

 

RESOLVED to note the Committee Work Plan and Objectives for 2018-

2019.

438/PF

TOWN CRIER pdf icon PDF 91 KB

To receive a report regading the role of Town Crier (attached) and to consider the recommendation/s contained therein.

Minutes:

The Committee received and considered a report to formalise arrangements regarding the role of the Town Crier funded through existing budget (101/4920) and following recruitment, additional budget would be allocated to pay the cost of having garments made.

 

RESOLVED to

 

1.1       endorse the Rules for the Town Crier as set out.

1.2       endorse a proportion of the existing budget to the sum of £300 (101/4920) be set aside on an annual basis to provide subsistence as per formal arrangements for supporting the Town Crier role.

439/PF

STANDING ORDERS pdf icon PDF 102 KB

To receive a report regarding Standing Orders (attached) and to consider the recommendation/s contained therein.

Additional documents:

Minutes:

The Committee received and considered an updated report regarding Standing Orders to reflect compliance with recent legislation and a format in keeping with the national NALC Model. The change agreed upon receiving the minutes of the Task and Finish group (see Minute Reference 435/PF) would be incorporated.

 

Recommended to Council approval of draft updated Standing Orders, in accordance with the 2018 revised NALC Model and per the recommendations of the Standing Orders Task and Finish group meeting held on 26 November 2018.

 

440/PF

PAYMENTS pdf icon PDF 932 KB

To receive and note the schedule of payments made in December 2018 (attached) and January 2019 (to follow), (approved for payment by the Town Clerk and two bank signatories).

Additional documents:

Minutes:

The Committee received a schedule of payments which had previously been approved for payment by the Town Clerk and countersigned by two account signatories.  No written questions had been received prior to the meeting.  

 

The schedule for November dated 19 November 2018, included BACS payments amounting to £123,158.04 (page numbers 2462, 2465 – 2476, 2477) and cheque payments amounting to £2,421.94 (cheque numbers 17299-17306), including White House petty cash amounting to £138.02, Astral Park £185.41 and TACTIC £26.35

 

The monthly salaries listing for 2018 amounting to £94,119.83 gross was received.  A cash book report for November 2018, including details of all direct debit payments, was also received.

 

The schedule for December dated 11 December 2018, included BACS payments amounting to £108,051.00 (page numbers 2479 - 2487) and cheque payments amounting to £4,125.48 (cheque numbers 17307-17313), , including White House petty cash amounting to £95.54, Astral Park £69.89 and TACTIC £36.70.

 

The monthly salaries listing for December 2018 amounting to £100,922.92 gross was received.  A cash book report for December 2018, including details of all direct debit payments, was also received.

 

It was noted that all payments had been made within the budget and that there were no irregularities to be drawn to the attention of the Committee.

 

RESOLVED to note the schedule of accounts for December 2018 and January 2019

 

RESOLVED to note the report.

 

441/PF

NINE MONTH BUDGET MONITORING REPORT pdf icon PDF 642 KB

To receive and consider a budget monitoring report for the period April - December 2018 (to follow).

Minutes:

The Committee received a nine month budgeting report for the period April – December 2018 and a verbal update was provided on a number of points.

 

RESOLVED to note the report.

442/PF

BUCKINGHAM PALACE GARDEN PARTY pdf icon PDF 103 KB

To consider a nomination for the Buckingham Palace Garden Party (information attached).

Minutes:

The Committee received information from the Bedfordshire Association of Town and Parish Councils regarding the annual nomination for the Summer 2019 Garden Party.

 

RESOLVED to nominate the previous year’s Town Mayor, Cllr S Rahman, for the draw to attend the 2019 Buckingham Palace Garden Party.

443/PF

2019-2020 RISK REGISTER AND ACTION PLAN pdf icon PDF 86 KB

To receive a report regarding the Town Council Risk Register and Action Plan for 2019-2020 (attached) and to consider the recommendations contained therein.

Additional documents:

Minutes:

The Committee received a report regarding the Town Council Risk Register and Action Plan for 2019-2020 and considered the recommendations contained therein. No questions were raised in respect of the Risk Register or the proposed Action Plan.

 

RESOLVED to note the report.

 

RECOMMENDED to Council to approve the Risk Register and Action Plan for 2019-2020, to be signed by the Town Mayor and Responsible Financial Officer.

444/PF

CALENDAR OF MEETINGS 2019-2020 pdf icon PDF 90 KB

To receive a report and consider a draft Calendar of Meetings for the municipal year 2019-2020.

Additional documents:

Minutes:

The Committee received a draft Calendar of Meetings for the municipal year 2019-2020 for consideration, based on the committee structure and meeting frequency approved by Council in June 2016.

 

RECOMMENDED to Council to approve the proposed Calendar of Meetings for the municipal year 2019-2020 (see Appendix A).

445/PF

2019-2020 BUDGET pdf icon PDF 119 KB

To receive a report regarding the 2018-2019 budget (attached) and to consider the recommendation/s contained therein.

Additional documents:

Minutes:

The Committee received a report for the budget setting process 2019-2020. The budget was predicated on committee budgets which had been reviewed and endorsed by Town Council Standing Committees during November/December. The budget had been developed to achieve a 0% increase in council tax which had remained the same for the 7th consecutive year.

           

 

RESOLVED to

 

1.1       note the report

1.2       recommend to Council the approval of the precepting amount of £2,162,328 which Central Bedfordshire Council will collect on behalf of the Town Council for the Financial Year 2019-2020.

1.3       Recommend to Council that the Council Tax of £149.58 (Band D equivalent) is unchanged for the Financial Year 2019-20 meaning it has remained the same for the 7th consecutive years.

 

446/PF

DRAFT OBJECTIVES (TOWN COUNCIL STRATEGIC PLAN 2019-2024) pdf icon PDF 23 KB

Further to feedback obtained during the recent residents’ survey, to consider future objectives for inclusion in the Town Council’s next Five Year Plan (attached).

Minutes:

The Committee received and considered a report regarding future objectives obtained during the recent resident’s survey for inclusion in the Town Council’s next Five Year Plan.

 

RESOLVED to note the proposed objectives in relation to operational efficiency and growth.

447/PF

EXCLUSION OF THE PUBLIC

The Committee may consider it appropriate to consider the following resolution should they consider that any discussion would be prejudicial to the public interests: that, under the Public Bodies (Admissions to Meetings) Act 1960, the public be excluded on the grounds of the confidential nature of the business about to be transacted which involves the likely disclosure of exempt information. The public and press to withdraw from the meeting during consideration of detailed discussion regarding:  

 

(i)         2019 Honorary Burgess nominations: to consider the recommendation made by the Grants and Awards Sub-Committee on 5 November 2018:  to consider recommending to Council approval of a nomination for the 2019 Honorary Burgess award (information attached)

 

(ii)        Monies owed to the Town Council (report to follow)

 

(iii)       Pages Park Pavilion (report attached)

 

Additional documents:

Minutes:

RESOLVED that, under the Public Bodies (Admissions to Meetings) Act 1960, the public be excluded on the grounds of the confidential nature of the business about to be transacted which involves the likely disclosure of exempt information.  The public and press to withdraw from the meeting during consideration of detailed discussion regarding:

448/PF

2019 HONORARY BURGESS NOMINATIONS

Minutes:

The Committee received and considered a recommendation made by the Grants & Awards Sub-Committee on 5 November 2018.

 

RECOMMENDED to Council to approve the nomination of Mr Peter Hailes for the 2019 Honorary Burgess award.

449/PF

MONIES OWING TO THE TOWN COUNCIL

Minutes:

The Committee received and considered a report to endorse the recovery of unpaid market rent. 

 

RESOLVED to endorse the commissioning of a Small Claims Court to recoup market rent owed as well as any costs associated with the recovery of the arrears.

450/PF

PAGES PARK PAVILION

Minutes:

The Committee received and considered a report regarding the Pages Park Pavilion Refurbishment recommended by the Grounds and Environmental Services Committee at its meeting held on the 3 December 2018.

 

RESOLVED to

 

1.1       note the report

1.2       recommend to the Council that the following costs are allocated for the full refurbishment of the Pages Park Pavilion:

i)          Preliminary                                                   £15,000.00

ii)         Internal alternations                                  £131,290.00

iii)        External alterations                                   £43,740.00

iv)        Drainage                                                       £30,600.00

v)         Mechanical and Electrical                        £107,200.00

vi)        Decorations                                                 £11,400.00

vii)       Ancillary                                                        £11,450.00

viii)      Contingency                                                £10,000.00

Minus external funding secured already         £30,000.00

 

TOTAL                                                                      £330,680.00