Finance, General Purposes & Strategic Committee

Committee Membership 2018 – 2019

Chairman – Bob Gettings

Deputy Chairman & Chairman of Community Development Committee – Simon Kimberley

Chairman of Highways – Jim Aveyard

Chairman of Planning – Robert Finnigan

Roger Bell

Judith Elliott

Andrew Hutchison

Wyn Kidger

Shirley Varley

The main duties of the Finance, General Purposes & Strategic Committee are to: monitor monthly accounts including payment and revenue records; consider annual Council budgets for referral to Council for approval; authorise and monitor non-budgeted expenditure up to £5,000; oversee investment accounts, taxation and excise duties, banking arrangements; approve appointment of auditors; accept gifts and legacies on behalf of the community; approve purchase, lease and rental of land and buildings; consider items relating to CIL expenditure in accordance with current Financial Regulations.  It will also deal with strategic matters such as:-

  • Making recommendations to council regarding status of a committee/sub-committee/working group;
  • making recommendations to council re. adopting and changing Standing Orders/Financial Regulations; agreeing and/or amending Terms of Reference and their composition;
  • making recommendations to council in relation to major civic matters as thought to be appropriate;
  • monitor progress and implementation of the ‘Localism Bill’;
  • oversee council communications such as campaigns, leaflets, newsletters, press and other media, publicity and public information including website creation; lead the community planning process and develop a plan for approval by council;
  • lead and develop the council service plan for approval by council; make recommendations regarding budgetary and policy requirements for future years in relation to council plans;
  • approval of councillor training proposals.

This Committee will also oversee the planning, organisation and monitoring of regular civic functions, such as Mayor’s Sunday, Mayor’s Ball, Mayor/Mayoress’s “At Home”, and to identify any ‘one- off’ civic functions or receptions.

Committee Meetings

View dates of forthcoming Committee meetings

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FINANCE, GENERAL PURPOSES & STRATEGIC COMMITTEE MEETING 

TO BE HELD ON WEDNESDAY, 18TH JULY 2018 7 PM IN THE TOWN COUNCIL OFFICE, MORLEY TOWN HALL

AGENDA

1.   Attendance/Apologies for Absence
2.   Declarations of Disclosable Pecuniary and Other Interests

To disclose or draw attention to any disclosable pecuniary interests for the purposes of Section 31 of the Localism Act 2011 and paragraphs 13-18 of the Members’ Code of Conduct.  Also to declare any other significant interests which the member wishes to declare in the public interest, in accordance with paragraphs 19 to 20 of the Members’ Code of Conduct

3.   To approve Minutes of Meeting dated 27/6/18

4.   To discuss request from L Raynor, Partnership Funding Officer, West Yorkshire Police for funding of £1,169 to restock and relaunch ‘Holiday Boxes’ – L Raynor and a representative from Morley NPT will attend
5.   To approve Financial Reports for June 2018 and Payments and Receipts Registers for June 2018

6.   To receive verbal update on progression of Proposed Arts Space, Windsor Court

7.    To discuss Partnership Organisations
(i)            Siegen Circle AGM Minutes 11/6/18

8.   To discuss Remembrance Committee

9.    To further discuss maintenance of War Memorial in Scatcherd Park

10.  To discuss Morley as a Child Friendly Town

11.   To consider request from Morley Arts Festival Director for additional Town Council funding of 3,000 for 2018 – see attached email dated 21/6/18 from R Kennedy.   It will need to be determined which budget heading this expenditure is to be taken from

 

12.   To consider proposal from Cllr R Finnigan for additional funding of £10,000 to support the Morley Business Improvement District process, as follows:-
(i)            £8,000 to cover the cost of the ballot

(ii)           £2,000 to cover the relevant legal costs

It will need to be determined which budget heading this expenditure is to be taken from.  If supported, this matter will require ratification by Full Council at its next meeting to be held on 5/9/18.

13.   To approve items of expenditure, as follows:-
(i)            Payments in respect of Salaries and Pension Contributions for July 2018

(ii)           Renewal of SLCC Membership for 2018/19 – £195.00 due on 1/8/18

(iii)          £6.65 Bank Charges – payable 31/7/18

14.   To Note Expenditure under Town Clerk’s Delegated Authority (Standing Order 19e) – item for information only:-
(i)            5/7/18 – £200 into Petty Cash

(ii)           £11.90 Bank Charges – paid 29/6/18

(iii)        Invoice dated 24/6/18 from GB1 Chauffeur Tours Ltd for £140.00 (plus VAT) re. Civic Transport

(iv)          Invoice dated 1/7/18 from GB1 Chauffeur Tours Ltd for £285.00 (plus VAT) re. Civic Transport

Civic Duties expenditure:-

(i)            Petty cash expenditure – £24.22 re. replenishment of Mayor’s drinks cabinet.

(ii)           Petty cash expenditure – £15.00 re. laundering of tablecloths.

15.   To receive items of correspondence (for information only)
16.   Date and time of next meeting

The next scheduled meeting will take place on Wednesday, 26/9/18 at 7pm.

 

 

 

MINUTES OF FINANCE, GENERAL PURPOSES & STRATEGIC COMMITTEE MEETING
HELD ON THURSDAY, 4TH JANUARY 2018

1.  Attendance/Apologies for Absence

Present:  Cllr R Gettings (Chairman), R Finnigan, S Varley, R Bell, S Kimberley, J Aveyard, J Elliott and W Kidger.   K Oakley – Town Clerk also attended.

Apologies were received from Cllr A Hutchison.

2.   Declarations of Disclosable Pecuniary and Other Interests

Cllr R Gettings, R Finnigan and S Varley declared an ‘other’ interest in any applicable items relating to LCC.

3.   To approve minutes of meeting held on 30/11/17

The minutes of the meeting held on 30/11/17 were agreed as a true and correct record.

4.   To approve Financial Reports for November 2017 and Payments and Receipts Registers for November 2017

Payments totalling £11,502.19 (excl VAT) for November 2017 were approved. The financial reports for November 2017 were received and noted.

5.   To discuss 2018/19 Budget proposals, and other information appended, as follows:-
(i)            Consider projected expenditure to 31/3/18 and c/fwd figure (app 1)

Members considered projected expenditure to 31/3/18 as per information in app 1 prepared by the Town Clerk.  Possible expenditure in respect of ‘4170 – Election Costs’, was discussed and it was agreed to leave this at zero.

(ii)           Consider all Committees’ budget submissions for 2018/19 (app 2)

All of the Committee budget submissions for 2018/19 were considered and approved. With regard to the Finance, GP & Strategic Committee budget, it was agreed to increase the budget for ‘4170 – Election Costs’ to £20,000.

(iii)          A Precept of £204,379 for 2018/19 is recommended for ratification by Full Council at its meeting to be held on 17th January 2018.  This means a –0.2% increase at Band D.  This was proposed, seconded and agreed.  It was noted that the “anticipated” LCTS Grant for 2018/19 is £13,479.

6.  To receive verbal update on Enforcement Officer (expenditure of £21,000 approved by Full Council on 10/5/17)
Cllr Finnigan gave a verbal report on the work being carried out by Michelle Walters (CEO).  It was suggested that the Enforcement Officer be asked to attend a Committee meeting quarterly to report.  The Town Clerk was asked to circulate information to all members, that any areas requiring a patrol can be submitted and this will be passed on to Michelle.

7.  To receive verbal update on progression of Proposed Arts Space, Windsor Court
Cllr Elliott gave a verbal update.  A further meeting has been scheduled for 12th January 2018 to progress the matter.

8.    To discuss future arrangements for Remembrance Sunday and associated expenditure

Following a discussion, it was proposed and agreed to form a Working Group, which shall comprise the current Mayor (currently Cllr R Finnigan), Royal British Legion Chaplain (currently Rev Mike Godfrey), a member of the Royal British Legion and the Chairman of the Finance, GP & Strategic Committee (or a representative of).

9.  To further discuss proposal for provision of Notice Boards and associated expenditure
Cllr Aveyard reported that he had found a notice board online sized to display 6 x A4 sheets; can be wall-mounted or on legs at approx. £500 each.  Suggested locations are as follows:-

(i)          Outside Morley Post Office

(ii)        Wesley Street

(iii)       Replace the existing MTC notice board

(iv)          By the bus stop on Hesketh Lane

(v)           Churwell (there may be one already there)

(vi)          Outside Morley Library

It was noted that installation of these boards would be necessary and could possibly be done by Highways, LCC.  Following this discussion, it was agreed that 4-6 boards be obtained and expenditure to come from Special Projects.

10.  To further discuss disposal of Old Town Plates and Crockery
Cllr Gettings reported that he has yet to arrange a meeting with Mr Jackson (LCC).

11.  To discuss Town Council Bank Accounts
The Town Clerk reported on a recent meeting with a new Business Relationship Manager, which had resolved several issues.  However, members were informed that the Town Council would now incur bank charges payable on a monthly basis; unfortunately these charges are now unavoidable.  Members noted this information.

12.  To note CIL Return submitted to Leeds City Council re. 2016/17
A copy of this Return had been provided to members and the information was noted.

13.  To approve items of expenditure, as follows:-
(i)            Payments in respect of Salary and Pension Contributions – December 2017

(ii)           £30.20 re. TalkTalk Broadband charge

(iii)          Invoice dated 6/12/17 from Lee & Company for £594.00 (plus VAT) re. Payroll Preparation June 2016 to November 2017

(iv)          Invoice dated 5/12/17 from Staples UK Limited for £12.32 (plus VAT) re. Stationery

(v)           Bank charges – £12.25

14.  The above items of expenditure were approved.

16.  To Note Expenditure under Town Clerk’s Delegated Authority (Standing Order 19e) – item for information only:-
(i)            Petty cash expenditure – £25.00 for laundering of tablecloths

(ii)           Petty cash expenditure – £6.36 for raffle tickets

(iii)          Petty cash expenditure – £10.45 for milk and mince pies (Civic Duties)

(iv)          Petty cash expenditure – £6.45 for special delivery charge

The above items of expenditure made under Town Clerk’s delegated authority, were noted.

15. To Receive Items of Correspondence (for information only)

There were no items of correspondence.

16. Date and Time of Next Meeting

The next meeting is scheduled Wednesday, 28th February 2018 at 7pm.

 

MINUTES OF FINANCE, GENERAL PURPOSES & STRATEGIC COMMITTEE MEETING HELD ON THURSDAY, 30TH NOVEMBER 2017

1.  Attendance/Apologies for Absence

Present:  Cllr R Gettings (Chairman), S Varley, J Elliott, R Bell, S Kimberley, J Aveyard, A Hutchison and R Finnigan (late arrival).  W Maynard-Light (Deputy Town Clerk) also attended.

Apologies were received from Cllr W Kidger.

2.   Declarations of Disclosable Pecuniary and Other Interests

There were no declarations of interest.

3.   To approve minutes of meeting held on 19/10/17

The minutes of the meeting held on 19/10/17 were agreed as a true and correct record.

4.   To approve Financial Reports for October 2017 and Payments and Receipts Registers for October 2017

Payments totalling £45,257.54 (excl VAT) for September 2017 were approved. The financial reports for September 2017 were received and noted.

5.   To discuss Finance, General Purposes & Strategic Committee Budget, as follows:-
(i)           Review of 2017/18 Finance, GP & Strategic Committee Budget

Following a discussion, it was proposed and agreed to combine cost centres 4401 Civic Duties Food and Drink and 4402 Civic Duties Non-Food.

Cllr Finnigan arrived during the above item.

(ii)          Consider and agree Finance, GP & Strategic Budget submission for 2018/19

It was proposed and agreed to adopted 2017/18 budget figures for 2018/19 with amendments agreed at the previous meeting.

6.   To receive verbal update on Enforcement Officer (expenditure of £21,000 approved by Full Council on 10/5/17)
Cllr Finnigan gave a verbal report on the work being carried out by Michelle Walters (CEO).

7.   To receive verbal update on progression of Proposed Arts Space, Windsor Court
Cllr Elliott gave a verbal report on the progress, it has been identified that applications should be made for external grant funding for the project.  Awaiting comments/recommendations from Heritage on the design of the art space.

8.    To discuss future arrangements for Remembrance Sunday and associated expenditure

Following a discussion, it was proposed and agreed to form a Working Group, which will report back to Finance.  The membership of the group to be agreed at a later date.

9.   To further discuss proposal for provision of Notice Boards and associated expenditure
This item was deferred until January meeting.

10.  To further discuss disposal of Old Town Plates and Crockery
Cllr Gettings gave a verbal report on the current position and a meeting to be arranged with Mr Jackson (LCC).

11.  To discuss Town Council Bank Accounts
This item was deferred until January.

12.  To note appointment of External Auditor for Morley Town Council for the five financial years 2017/18 to 2021/22
This appointment was noted.

13.  To approve items of expenditure, as follows:-
(i)            Payments in respect of Salary and Pension Contributions – November 2017

(ii)           Invoice dated 7/11/17 from Staples UK Limited for £61.50 (plus VAT) re. Stationery.

(iii)          Invoice received 24/10/17 from The Royal British Legion – Morley Branch re. 3 x wreaths @ £18.50 each; £55.50 total.  Expenditure to be taken from ‘4402’ Civic Duties Non-food

(iv)          £10.85 Bank charges– automatically debited to account (the Town Clerk will attempt to get these refunded)

(v)           £30.20 re. TalkTalk Broadband charge

The above items of expenditure were approved.

14. To Note Expenditure under Town Clerk’s Delegated Authority (Standing Order 19e) – item for information only:-

(i)            Invoice dated 8/10/17 from Ricoh UK Ltd for £285.06 (plus VAT) re. Photocopier use and rental.

(ii)           Invoice dated 26/10/17 from Philip Stoner for £83.33 (plus VAT) re. repairs to Mayor’s regalia

(iii)          Reimbursement of expenditure £83.15 (plus VAT) to K Oakley re. Town Crier Costume and Hand Bell (Civic Duties non-food expenditure)

(iv)          Invoice dated 18/10/17 from Yorkshire Internal Audit Services for £300.00 re. First Internal Audit Visit 2017-18

The above items of expenditure were noted.

15. To Receive Items of Correspondence (for information only)

(i)         Email 20/10/17 from S Spence, YLCA, re. ‘YLCA Membership Subscription Fees 2018/2019’

(ii)        Email 26/10/17 from N Eastwood, LCC, re. ‘Proposed Council Tax Precept Timetable for 2018/19

(iii)          Email 27/10/17 from V Stehr, Ville de La Garenne-Colombes re. ‘Twinning Request’.

The above items of correspondence were received and noted.

16. Date and Time of Next Meeting

The date and time of the next meeting was agreed to be held on Thursday, 4th January 2018 at 6pm.

 

 

MINUTES OF FINANCE, GENERAL PURPOSES & STRATEGIC COMMITTEE MEETING HELD ON THURSDAY, 19TH OCTOBER 2017

1.         Attendance/Apologies for Absence

Present:  Cllr R Gettings (Chairman), W Kidger, J Elliott, S Varley, J Aveyard, S Kimberley and R Finnigan (late arrival).

K Oakley – Town Clerk also attended.

Apologies were received from Cllrs R Bell.

2.   Declarations of Disclosable Pecuniary and Other Interests

Cllrs R Gettings and S Kimberley declared an ‘other’ interest in agenda item 12, as they are both members of Siegen Circle.

3.   To approve minutes of meeting held on 21/9/17

The minutes of the meeting held on 21/9/17 were agreed as a true and correct record.

4.   To approve Financial Reports for September 2017 and Payments and Receipts Registers for September 2017

Payments totalling £24,860.44 (excl VAT) for September 2017 were approved. The financial reports for September 2017 were received and noted.

5.   To discuss Finance, General Purposes & Strategic Committee Budget, as follows:-
(i)            Review of 2017/18 Finance, GP & Strategic Committee Budget

The 2017/18 Committee budget was reviewed.

Cllr R Finnigan arrived at this point.

(ii)          Consider and agree Finance, GP & Strategic Committee Budget Submission for 2018/19

Initial consideration was given to the Finance, GP & Strategic Committee budget for 2018/19.

The Town Clerk suggested small percentage increases to the following budgets:-

4021 – Employment costs. Increase to £37,500 to account for any pay increase.

4160 – Subscriptions.  Increase to £2,700 to account for any increases.

4201 – Mileage Claims. Increase to £200.

The above suggestions were noted and it was agreed that the entire budget will be considered at the November meeting.

6.   To receive verbal update on proposal to fund an Enforcement Officer
Cllr Finnigan provided a verbal update on this matter.  It is anticipated that the role will commence from 1st November 2017 and a timetable needs to be set.  Any concerns regarding areas requiring attention should be sent to the Town Clerk.

7.   To receive verbal update on progression of Proposed Arts Space, Windsor Court
Cllr Elliott provided a verbal update, who is concerned about slow progress.  The Town Clerk raised a question regarding public consultation.  Cllr Elliott undertook to set up a meeting to include Adrian Curtis, Cllrs Gettings, Elliott, Aveyard, Finnigan and the Town Clerk, to discuss progress.

8.   To discuss progression of Poppy Appeal Concert – 11/11/17
(i)            It was noted that any expenditure in respect of the above will go to the Community Development Committee for approval to pay from the Remembrance budget.

9.   To discuss arrangements for Remembrance Sunday and associated expenditure:-
(i)           Proposed plan – Cllr R Gettings

It was suggested that a small working group be established to deal with future planning of Remembrance Sunday, and agreed that the Remembrance budget is brought under the Finance, GP & Strategic Committee.  The Town Clerk was asked to:

(a)        Contact Bob Smith re. the order of service, which will be copied by the Town Council.

(b)        Contact the Salvation Army band and Major Colin Stevens.

(c)        Contact the Scouts/Guides Commissioner.

(d)        Contact Andy Merckel re. Road Closure.

(e)        Contact Cleaner Neighbourhoods to ensure town centre is clean and tidy.

(f)         Contact Mick Waring re. war memorial.

It was confirmed that the Explorer Scouts had been asked to do the refreshments and hand out Orders of Service, in return for a donation.

10.  To further discuss proposal for provision of Notice Boards and associated expenditure
It was noted that Cllrs Kimberley and Aveyard are dealing with this matter.  No update was provided and it was agreed to place this item on the next agenda.

11.  To further discuss disposal of Old Town plates and cutlery
The Town Clerk requested that this item be deferred to the next meeting.  This was agreed.

12.  To discuss annual grant to Siegen Circle
This item was deferred from the last meeting.   Following a verbal report from Cllr Gettings regarding historic funding and activities undertaken by Siegen Circle, it was suggested that any future funding for Siegen Circle, should be considered on an ‘as and when necessary’ basis, rather than annually.

13.  To discuss Town Council Bank Accounts
The Town Clerk requested that this item be deferred to the next meeting.

14.  To approve items of expenditure, as follows:-
(i)            Payments in respect of Salary and Pension Contributions – October 2017

(ii)           Invoice dated 21/9/17 from Neopost Limited for £97.49 (plus VAT) re. Ink Cartridge pack for Franking Machine.

(iii)          Invoice dated 22/9/17 from Staples UK Limited for £90.27 (plus VAT) re. Stationery.

The above items of expenditure were approved for payment.

15. To Note Expenditure under Town Clerk’s Delegated Authority (Standing Order 19e) – item for information only:-

(i)            Petty cash expenditure – £5.97 re. Refreshments for Heritage Open Days.

(ii)           Invoice dated 8/9/17 from Neopost Limited for £44.49 (plus VAT) re. Stationery.

(iii)          Mileage Claim – Cllr R Bell (Deputy Mayor) for £32.00.

The above items of expenditure made under Town Clerk’s delegated authority, were noted.

16. To Receive Items of Correspondence (for information only)

(i)         Email 3/10/17 from S Benton, Electoral Services Manager, LCC, re. ‘Notice of Joint Review (Initial Proposals)

(ii)        Email 9/10/17 from S Spence, YLCA, re. ‘GDPR letter to NALC 21/09/2017’

(iii)       Email 9/10/17 from J Morgan, YLCA, re. ‘Don’t forget by law, minimum employer pension

contribution rates increase in April 2018’.

(iv)          Letter 9/10/17 from C Buckland, Managing Director, Rialtas Business Solutions Ltd. re. Fees and Charges for 2018-19.

The above items of correspondence were noted.

17. Date and Time of Next Meeting

The next meeting is scheduled for Thursday, 30th November 2017 at 7pm.

MORLEY TOWN COUNCIL – MISSION STATEMENT

Morley Town Council is committed to ensuring the provision of a high standard of cost-effective and best value for money community services, which will enhance the quality of life for the residents of the area.