‘DRAFT’ MINUTES OF FINANCE, GENERAL PURPOSES & STRATEGIC COMMITTEE MEETING
HELD ON WEDNESDAY, 25TH JANUARY 2023

1. To record attendance
   Present:  Cllrs A Hutchison, S Kimberley, R Finnigan, T Leadley and J Aveyard

R Pickles (Town Clerk) also attended.

2. To receive apologies for absence given in advance of the meeting, apologies were received from Cllrs W Kidger, J Senior and J Sanders.

3. To consider the approval of reasons given for absence, the reasons for absence were considered and approved.

4.     Declarations of Disclosable Pecuniary and Other Interests, Cllrs R Finnigan and A Hutchison declared an other interest in any relevant items as they are LCC Ward Members

5.     To approve ‘draft’ Minutes of the meeting held on 30th November 2022, the minutes of the meeting held on 30th November 2022 were agreed as a true and correct record.

6.     To approve Financial Reports for October and Payments and Receipts Registers for October and November, with copy bank statements showing month end balances

The Financial Reports for October and the Payments and Receipts Registers for October and November were approved. The month-end balances shown in copy bank statements, were noted. It was proposed and agreed that he Town Clerk do the necessary work to add Cllrs J Aveyard, S Kimberley,   J Senior and O Newton as additional signatories to both the NatWest Current and Reserve accounts and also to the Cambridge Building Society account.

7.     To consider item for CIL expenditure:-

(i)               To consider request for funding of up to £25,000 re. improvements to Bruntcliffe School walkways, estimated to cost around £100,000

Note: item (i), if approved, will need ratification by Full Council

Cllr Finnigan gave a verbal report of improvements proposed for walkways at Bruntcliffe School. He answered questions from other members of the committee including ensuring that proposed funding to only be used for this project and it was proposed and agreed that a CIL payment of £25,000 was granted for improvements to the walkways at Bruntcliffe School following confirmation of a written guarantee from Bruntcliffe School that the CIL payment of £25,000 is to be used for this project only.

8.     To consider and agree request for funding of an additional £500 to increase Morley & District Lions Brass Band Contest budget from £2,000 to £2,500 and agree cost centre – Cllr S Kimberley

Cllr Kimberley gave members a short overview of the annual brass band contest. It was proposed and agreed for £500 additional funding to increase Morley & District Lions Brass Band Contest budget from £2,000 to £2,500 with the additional £500 to be taken from Special Projects Cost Centre.

9.     To approve items of expenditure, as follows:-

(i)               Salaries,/ pension contributions and Tax & N.I. for December 2022 and January 2023

(ii)              Invoice dated 13/1/23 for £395.69 (ex VAT) from Rialtas Business Solutions Ltd re. Omega annual support & maintenance license

All the above items of expenditure were approved.

10.  To note Expenditure under Town Clerk’s Delegated Authority (Financial Regulations adopted 4/5/16 – item 4.1) – item for information only:-

(i)               Invoice dated 30/11/22 for £69.92 (ex VAT) from TechMonkeys Ltd re. phone & remote support various issues 2/11/22

(ii)              Invoice dated 13/12/22 for £108.73 (ex VAT) from Quadient Finance UK Ltd re franking machine hire, rental, ins & maintenance 19/1/23-18/4/23

(iii)            Payment of £200.00 (no VAT) to Quadient UK Ltd re. franking machine credit top-up

(iv)            Bank charges – November £15.75 and December 2022 £13.65

Civic Duties Expenditure

None

Direct debits/standing orders

12/12/22 – £29.09 plus VAT to TalkTalk Limited re. Broadband Fee

15/12/22 – £37.56 plus VAT to Techmonkeys Limited re. Office 365/Support fee

30/12/22 – £69.91 plus VAT to Techmonkeys Limited re. phone & remote support various issues 2/11/22 (THIS WAS CLAIMED IN ERROR BY TECHMONKEYS AND REFUNDED DIRECT TO BANK ACCOUNT ON 10/1/23)

12/1/23 – £29.09 plus VAT to TalkTalk Limited re. Broadband Fee

15/1/23 – £37.56 plus VAT to Techmonkeys Limited re. Office 365/Support fee

All the above items of expenditure made under Town Clerk’s delegated authority, were noted and approved.

11.  To Receive Items of Correspondence (for information only), there were no items of correspondence

12. Date and Time of Next Meeting, the next meeting is scheduled for Wednesday, 29th March 2023 at 7pm

MINUTES OF FINANCE, GENERAL PURPOSES & STRATEGIC COMMITTEE MEETING HELD ON WEDNESDAY, 30TH NOVEMBER 2022   

1.   To record attendance
Present:  Cllrs S Kimberley, R Finnigan, W Kidger, J Aveyard, J Senior and J Sanders.

R Pickles (Town Clerk) also attended.

2.     To receive apologies for absence given in advance of the meeting, apologies were received from Cllr A Hutchison.

3.     To consider the approval of reasons given for absence, the reasons for absence were considered and approved.

4.     Declarations of Disclosable Pecuniary and Other Interests, Cllrs R Finnigan, W Kidger  and J Senior, declared an other interest in any relevant items as they are LCC Ward Members

5.     To approve ‘draft’ Minutes of the meeting held on 28th September 2022 and the extraordinary meeting held on 10th October 2022

The minutes of the meeting held on 28th September 2022 and the minutes of the extraordinary meeting held on 10th October 2022 were agreed as true and correct records.

6.     To approve Financial Reports for July, August and September and Payments and Receipts Registers for July, August and September with copy bank statements showing month end balances

The Financial Reports for July, August and September and the Payments and Receipts Registers for July, August and September were approved.  The month-end balances shown in copy bank statements, were noted.

7.     To discuss Finance, General Purposes & Strategic Committee Budget, as follows:-

(i)               Review of 2022/23 Finance, GP & Strategic Committee Budget

The 2022/23 Finance, General Purposes & Strategic Committee Budget was discussed and reviewed

(ii)             Consider and agree Finance, GP & Strategic Committee Budget Submission for 2023/24

Following a discussion, the Budgets Submission for Finance, General Purposes & Strategic Committee for 2023/24 was considered and agreed.

4021 – Employment Costs                                         £41,500

4023 – Expenses                                                        £250

4101 – Council Office                                                 £6,000

4102 – Telephone                                                       £500

4103 – Other Office Costs                                          £500

4150 – Insurance                                                          £2,000

4151 – Audit                                                                   £3,000

4152 – Bank Charges                                                    £175

4155 – Training & Conferences                                  £1,000

4160 – Subscriptions                                                  £3,000

4161- PC Requirements & Website                           £1,000

4163 – Postage                                                               £1,600

4164 – Printing & Stationery                                       £2,500

4170 – Election Costs                                                    £25,000

4200 – MAOS                                                                 £2,000

4201 – Mileage Claims – Members                            £200

4207 – Town Centre Management Board                  £14,000

4208 – Maintenance                                                       £500

4210 – Special Projects                                                  £50,000

4211 – Town Centre Wi-fi                                           £0

4291 – Remembrance Festival & Service                  £1,500

Total                                                                      £156,225

Civic Duties                                                          £6000

(no changes to Civic Duties figures)

(iii)           Consider and agree Budget Submissions from Community Support, Highways Transportation & Environment and Planning Committees for 2023/24

The Budget submissions from Community Development, Highways & Transportation and Planning Committees for 2021/22 were considered and approved, as follows:-

Community Development Committee – total £126,500

Highways & Transportation Committee – total £78,500

Planning Committee – £1,000

All the above budget submission information was approved.

8.     To consider item for CIL expenditure:-

Note: items (i), (ii) and (iv), if approved, will need ratification by Full Council

(i)               £25,000 for South Leeds and Morley Scout District re. new community building

Cllr Finnigan gave a verbal report of two scout buildings within the Town Council area. He answered questions raised by other members of the committee and it was proposed and agreed that a CIL payment of £12,500 was granted for improvements to the Tingley Scout building following receipt of confirmation of the improvements that are required. It was also proposed and agreed that the committee would support in principle improvements to the Nepshaw Scout site when further information was provided. This expenditure to be ratified at Full Council on 4/1/23.

(ii)             To consider funding of up to £45,000 for improving connectivity from train station to complement improvements from Town Deal – Cllr J Aveyard

Following a discussion, this item of CIL expenditure was approved. This expenditure to be ratified at Full Council on 4/1/23.

(iii)           To consider request for funding new litter bins – Cllr R Finnigan

Following a discussion, it was agreed to funding of up to £800 for two new litter bins for Churwell.

(iv)           To consider request for £10,000 to match Leeds City Council funding re. Lewisham Park Gym Project

Following a discussion, this item of CIL expenditure was approved. This expenditure to be ratified at Full Council on 4/1/23.

(v)             Application for £1,500 Community Infrastructure Levy Funds – Little Free Library

Following a discussion, this item of CIL expenditure was approved.

9.     To note direct debit payment for £35.00 taken 10/10/2022 re. Annual credit card fee and discuss if NatWest credit card is still required.

The direct debit payment of £35.00 was noted and following a brief discussion it was proposed and agreed for Town Clerk to contact Nat West to cancel the credit card as it is not required.

10.  To note payment made to Community TM Ltd re, invoice dated 9/10/22 for £3,800 (ex VAT) re. traffic management services for Morley 10k race 9/10/22 (£1,250 from CSC Grant 8/9/22 & £2,000 from F&GP 17/8/22 & shortfall from Morley North Councillors donations).

The above payment was noted and approved.

11.  To approve items of expenditure, as follows:-

(i)               Salaries,/ pension contributions and Tax & N.I. for October and November 2022

(ii)              Invoice dated 13/10/22 for £300.00 (ex VAT) from NALC re. advertisement for Deputy Town Clerk vacancy

(iii)            Invoice dated 31/10/22 for £330.00 (no VAT) from Yorkshire Internal Audit Services re. first internal audit visit 2022/23

All the above items of expenditure were approved.

12.  To note Expenditure under Town Clerk’s Delegated Authority (Financial Regulations adopted 4/5/16 – item 4.1) – item for information only:-

(i)               Invoice dated 29/7/22 for £375.00 (ex VAT) from Switalski’s Solicitors re. Scotchman Lane Allotments Tenancy at Will

(ii)              Invoice dated 12/9/22 for £106.00 (ex VAT) from Quadient Finance UK Ltd re franking machine hire, rental, ins & maintenance 19/10/22-18/1/23

(iii)            Payment of £200.00 (no VAT) to Quadient UK Ltd re. franking machine credit top-up

(iv)            Invoice dated 26/9/22 for £600.00 (ex VAT) from PKF Littlejohn LLP re. external auditor’s fee 2021/22 year end accounts

(v)             Invoice dated 3/10/22 for £48.99 (ex VAT) from Quadient Finance UK Ltd re. franked mail postage envelopes

(vi)            Invoice dated 10/22 for £137.50 (no VAT) from The Royal British Legion Poppy Appeal re. 5 x wreaths for Remembrance

(vii)          Invoice dated 6/10/22 for £307.95 (ex VAT) from Ricoh UK Ltd re. photocopier usage and rental

(viii)         Invoice dated 7/10/22 for £25.00 (no VAT) from Yorkshire Local Councils Association re. Policies Webinar 28/9/22 J Aveyard

(ix)            Invoice dated 7/11/22 for £600.00 (inc VAT) from Leeds City Council re. three litter bins

(x)             Invoice dated 9/6/22 for £400.00 (ex VAT) from First+ Medical Solutions re. Jubilee Weekend First Aid/First Responder

(xi)            £405.46 (ex VAT) re. £300 donation to Morley Scout Group (Meerkat ESU) for serving refreshments plus £105.46 reimbursement re. refreshments purchased for serving Remembrance Sunday

(xii)          Invoice dated 18/11/22 for £299.00 (ex VAT) from Fairbank Harding Ltd re. PA system hire for Remembrance Sunday

(xiii)       Bank charges – September 2022 £20.30 and October £12.95

Civic Duties Expenditure

(i)               Invoice dated 7/10/22 for £35.00 (no VAT) from Janet Foxton at David Hunt re. wreath for Morley Main Colliery 150th anniversary memorial service.

(ii)              Invoice dated 20/10/22 for £39.21 (no VAT) from Leeds City Council re. caretaking fees Town Hall 17/11/22 Local Business Networking Event

(iii)            Invoice dated 26/10/22 for £50.00 (no VAT) re. 2 tickets for Lady Mayoress of Leeds Charity Luncheon 2/11/2022

(iv)            Invoice dated 13/11/22 for £50.00 (no VAT) re. 2 x tickets for Remembrance Lunch 13/11/22 Deputy Mayoress

(v)             £77.60 (no VAT) re. reimbursement to Cllr S McGarroch – Community Contributions £29.00 and mileage (three events) £48.60 mileage

Direct debits/standing orders

10/10/22 – £35.00 (no VAT) to NatWest One Card re. credit card annual fee

12/10/22 – £29.09 plus VAT to TalkTalk Limited re. Broadband Fee

17/10/22 – £37.56 plus VAT to Techmonkeys Limited re. Office 365/Support fee

11/11/22 – £29.09 plus VAT to TalkTalk Limited re. Broadband Fee

15/11/22 – £37.56 plus VAT to Techmonkeys Limited re. Office 365/Support fee

All the above items of expenditure made under Town Clerk’s delegated authority, were noted and approved.

13.  To Receive Items of Correspondence (for information only), there were no items of correspondence

14. Date and Time of Next Meeting, the next meeting is scheduled for Wednesday, 25th January 2023 at 7pm

MINUTES OF EXTRAORDINARY FINANCE, GENERAL PURPOSES & STRATEGIC COMMITTEE MEETING HELD ON MONDAY, 10^TH OCTOBER 2022

In the absence of the Chairman and Deputy Chair, a nomination was made in respect of Councillor

R Finnigan to act as Chairman for the meeting. This was agreed.

1. To record attendance

Present:  Cllrs R Finnigan, J Senior, J Sanders, T Leadley (late arrival)

R Pickles (Town Clerk) also attended.

2.To receive apologies for absence given in advance of the meeting ,apologies were received from Cllr W Kidger.

3.To consider the approval of reasons given for absence, the reasons for absence were considered but not approved as no reason for absence was given,

4. Declarations of Disclosable Pecuniary and Other Interests, Cllrs R Finnigan and J Senior declared an other interest in any relevant items as they are LCC Ward Members.

5. To discuss items of expenditure under Community Infrastructure Levy (CIL), as follows:-

• Proposal of digital screens on Queens Street and consider associated expenditure.

Cllr Finnigan gave members an overview of the screens and how they work. Following a short discussion it was proposed and agreed that expenditure of up to £80,000 (ex VAT) was approved as CIL expenditure.

Cllr Leadley arrived during the above item.

• South Leeds and Morley Scout District – £25,000 towards a new community building.

This item was deferred to the next meeting.

• Consider a grant of £25,000 re. Scotchman Lane Allotments re. new greenhouses/sheds which cannot be moved from the old site to the new site

Cllr Finnigan gave members an overview of Scotchman Lane Allotments being moved to the new site. This is the first new allotment site in Morley for many years. The allotment holders have formed a constituted allotment association. The grant is for allotment holders to purchase new sheds/greenhouses that will not withstand being moved from the old site to the new one. Following a discussion, this item of CIL expenditure was approved.

Note: the above items of expenditure, if approved, will need ratification by Full Council

 6. To consider and approve a withdrawal from the Cambridge Building Society Council Saver account to cover CIL expenditure.

Following a discussion around CIL projects already paid for this year and future plans it was proposed and agreed for a withdrawal by cheque to be made from Cambridge Building Society to pay into NatWest Reserve account to increase working capital.

Note: the above item, if approved, will need ratification by Full Council

7. To approve item of expenditure, as follows:-

• Invoice dated 30/8/22 from Lumalite for £1071.68 (ex VAT) re. instalment 1 of 3 for extra cone tree & new brackets for motifs
• Invoice dated 4/10/22 from YLCA for £15.00 (no VAT) re. Deputy Town Clerk job advertisement

All the above items of expenditure were approved.

8. To Note Expenditure under Town Clerk’s Delegated Authority (Financial Regulations adopted 3

4/5/16 – item 4.1) – item for information only:-

• Invoice dated 30/9/22 from Janet Foxton at David Hunt Florist for £40.00 (no VAT) re. flowers for Cllr J Sanders

The above item of expenditure made under Town Clerk’s delegated authority, was noted.

9. To receive an update re. Online Banking

Following a discussion re. online banking it was proposed to continue with making payments by cheque with two signatories and Town Clerk to explore online payments from NatWest with dual signature authority.

MINUTES OF FINANCE, GENERAL PURPOSES & STRATEGIC COMMITTEE MEETING HELD ON WEDNESDAY, 28TH SEPTEMBER 2022

1. To record attendance
   Present:  Cllrs A Hutchison, R Finnigan, W Kidger, T Leadley, S Kimberley, J Aveyard, J Senior and    O Newton (late arrival)

R Pickles (Town Clerk) also attended.

2.   To receive apologies for absence given in advance of the meeting, apologies were received from Cllr J Sanders.

3.   To consider the approval of reasons given for absence, the reasons for absence were considered and approved.

4.     Declarations of Disclosable Pecuniary and Other Interests, Cllrs R Finnigan, J Senior, A Hutchison and W Kidger declared an other interest in any relevant items as they are LCC Ward Members.

5.     To approve Minutes of the held on 17th August 2022, the minutes of the meeting held on 17th August 2022 were agreed as a true and correct record.

6.     To approve Financial Reports for June and July and Payments and Receipts Registers for June and July with copy bank statements showing month end balances

The Financial Reports for June and the Payments and Receipts Registers for June were approved.  The month-end balances shown in copy bank statements, were noted. Financial reports, Payments and Receipts Register and copy bank statements for July were deferred to the next meeting.

Cllr O Newton arrived during the above item.

7.     Update re. Online Banking, move to electronic payments and potential move to meeting papers emailed (for those with email access)

Town Clerk advised members that she had finally gained access to online banking with NatWest for the Town Council current account and business reserve account. Following a brief discussion it was agreed that payments should continue to be made by cheque to allow for two signatories to sign them and TC to check with NatWest how electronic payments could be made and authorised by two signatories. Cllrs J Sanders and T Leadley still to receive paper meeting papers – all other members present are happy to have meeting papers sent electronically via email. TC to check with Cllr Kimberley.

To consider items for CIL expenditure:-
(i)               Email trail from A Hardy re. additional litter bins

Following a short discussion, the above item of CIL expenditure was agreed for up to £600.00 for three new litter bins, one at the bottom of Nepshaw Lane and Asquith Avenue and two others on Asquith Drive.

9.     To consider request for additional funding and agree cost centre for an additional £2,000 for Community Support Committee re. Entertainment Budget to cover events as the £4,000 previously agreed is insufficient due to rising costs

Following a discussion it was proposed and agreed for additional funding of £2,000 for CSC to come from Special Projects cost centre for the Entertainment Budget.

10.  To approve items of expenditure, as follows:-

(i)               Salaries, pension contributions and Tax and N.I. for August and September 2022

The above items of expenditure were approved.

11.  To note Expenditure under Town Clerk’s Delegated Authority (Financial Regulations adopted 4/5/16 – item 4.1) – item for information only:-

(i)            Bank charges – August 2022 £12.95

(ii)              Payment of £150.00 (no VAT) to Meerkat ESU re. donation to South Leeds & Morley Scouts for serving refreshments Remembrance Sunday 11/21

(iii)            Payment of £200.00 (no VAT) to Little Biscuit Pottery Painting Studio re. money due from TCMB – to be re-imbursed by TCMB

(iv)            Petty cash expenditure for £12.99 – R Pickles re. A3 printer paper (1 pack)

Civic Duties Expenditure

(i)               Invoice dated 1/8/22 for £506.25 (excl VAT) from GB1 Chauffeur Tours Limited re. civic transport Keighley/Worth Valley 1/8/22

(ii)              Invoice dated 8/9/22 for £60.00 (no VAT) from Janet Foxton at David Hunt re. flowers & vase – re. Queen passing

(iii)            Petty cash expenditure for £36.99 – W Kidger re. Queen photo print, frame and condolence book

(iv)            Petty cash expenditure for £4.00 – J Senior re. cardboard cups for Heritage Day 10/9/22

(v)             Petty cash expenditure for £5.00 – J Senior re. black ribbon for mourning pins

(vi)            Petty cash expenditure for £11.54 – R Pickles re. refreshments for Heritage Day 10/9/22

Direct debits/standing orders

10/8/22 – £29.09 plus VAT to TalkTalk Limited re. Broadband Fee

15/8/22 – £260.00 plus VAT to Optionbox Limited re. Town Centre WiFi

15/8/22 – £37.56 plus VAT to Techmonkeys Limited re. Office 365/Support fee

12/9/22 – £29.09 plus VAT to TalkTalk Limited re. Broadband Fee

15/9/22 – £260.00 plus VAT to Optionbox Limited re. Town Centre WiFi

15/9/22 – £37.56 plus VAT to Techmonkeys Limited re. Office 365/Support fee

All the above items of expenditure were noted.

13. To Receive Items of Correspondence (for information only), there were no items of correspondence.

14. Date and Time of Next Meeting, the next meeting is scheduled for Wednesday, 30th November 2022 at 7.00 pm.

MINUTES OF FINANCE, GENERAL PURPOSES & STRATEGIC COMMITTEE MEETING HELD ON WEDNESDAY, 17TH AUGUST 2022
To record attendance
Present:  Cllrs A Hutchison, R Finnigan, W Kidger, T Leadley, S Kimberley, J Sanders, J Aveyard and  J Senior

R Pickles (Town Clerk) also attended.

To receive apologies for absence given in advance of the meeting, there were no apologies received.

To consider the approval of reasons given for absence, there were no reasons for absence.

4.     Declarations of Disclosable Pecuniary and Other Interests, Cllrs R Finnigan, J Senior, A Hutchison and W Kidger declared an other interest in any relevant items as they are LCC Ward Members.

5.     To approve Minutes of the held on 25th May 2022

Cllr Leadley requested the minutes for item 5 on 4th March 2022 Ukraine £5,000 crisis donation reflect that following clarification from NALC and YLCA re. the legality of the donation the correct process to follow was to give Morley residents who are housing Ukraine people the opportunity to apply for grant funding and this was agreed to be managed by Community Support Committee.

Subject to this correction, the minutes were agreed as a true and correct record.

6.     To approve Financial Reports for April, May and June and Payments and Receipts Registers for April, May and June with copy bank statements showing month end balances

The Financial Reports for April and May and the Payments and Receipts Registers for April and May were approved.  The month-end balances shown in copy bank statements, were noted. Financial reports, Payments and Receipts Register and copy bank statements for June were deferred to the next meeting.

To consider items for CIL expenditure:-
(i)               Leeds City Council for £2,350.00 (ex VAT) re. work to be carried out on the gates at Morley Cemetery

Following a short discussion, the above item of CIL expenditure was agreed

(ii)              Email dated 27/6/22 from Gary Dye re. tree planting costings

Following a discussion, tree planting costs up to £8,775 were agreed as CIL expenditure along with the email quotation, dated 28/6/2022 from Beardsworths for £21,855.48 (incl VAT) for trees to be planted.

8.     To consider and agree a proposal for a budget to fund the provision of additional Christmas Lights and consider expenditure (it will need to be determined from which budget heading this expenditure is to be taken from). Request for extra funding to add to the current Christmas Light Display.

Following a discussion it was proposed and agreed for an additional budget of up to £8,500 to come from Special Projects cost centre for the Christmas lights display, trees & lights plus fitting and removal plus £1,152 to be taken from CIL for 18 modified column street light brackets.

9.     To consider request for funding of up to £2,000 for Morley 10k Race 9/10/2022. Funding was previously agreed for £1,000 some years ago but not used due to the pandemic, if this is still available then £1,000 would be the additional figure. Agree which cost centre the expenditure should be taken from.

Following a discussion, the funding was proposed and agreed with expenditure to be taken from Special Projects cost centre. It was also discussed that if this is to be an annual event it would be beneficial to have its own budget in future.

10.  To consider and agree proposal letter dated 28/6/22 from Lee & Company Chartered Accountants proposing new increased rates from 1/8/22 for payroll charges and to approve invoice dated 28/6/22 for £759.00 (excl VAT) re. payroll services June 20/June 2022

It was proposed and agreed to accept the payroll charge increase and the above item of expenditure was approved.

11.  To approve item of expenditure, as follows:-

The above item of expenditure was approved.

12.  To note Expenditure under Town Clerk’s Delegated Authority (Financial Regulations adopted 4/5/16 – item 4.1) – item for information only:-

(i)             Bank charges – May £11.20, June £17.85 and July 2022 £21.35

(ii)            Re-imbursement for Rachael Kennedy of £219.80 re. Jubilee bunting (Special Projects)

(iii)            Invoice dated 9/6/22 for £310.00 (ex VAT) from Yorkshire Internal Audit Services re. final internal audit visit 2021/22

(iv)            Invoice dated 19/7/22 for £106.00 (ex VAT) from Quadient Finance UK Ltd re. franking machine rental, insurance & maintenance 19/7/22 – 18/10/22

(v)             Invoice dated 12/6/22 for £170.00 (ex VAT) from MF Hire Ltd re. 30 barriers Jubilee weekend (Special Projects)

(vi)            Invoice dated 27/6/22 for £437.44 (no VAT) from Leeds City Council re. hire of Alexandra Hall 4/6/22 (Special Projects)

(vii)          Invoice dated 14/6/22 for £35.00 (no VAT) from Ben Johnson Music re. Live music 4/6/22 Jubilee Weekend (Special Projects)

(viii)         Invoice dated 14/6/22 for £262.50 (no VAT) from Nastasya Sumantho re. busking 4-5/6/22 Jubilee Weekend (Special Projects)

(ix)            Invoice dated 4/6/22 for £140.00 (no VAT) from Charles Widdup re. live music 3-4/6/22 Jubilee Weekend (Special Projects)

(x)             Invoice dated 6/7/22 for £362.45 (ex VAT) from Ricoh Uk Ltd re. photocopier usage & rental

(xi)            Invoice dated 11/7/22 for £186.00 (no VAT) from SLCC re. SLCC annual membership fee

(xii)          Invoice dated 29/7/22 for £41.40 (ex VAT) from TechMonkeys Ltd re. remote IT support both office laptops

(xiii)         Invoice dated 8/6/22 for £250.00 (no VAT) from Carly Wood Music re. 2 live music performances 5/6/22 Jubilee Weekend (Special Projects)

(xiv)         Invoice dated 27/5/22 for £200.00 (ex VAT) from Rialtas Business Solutions Ltd re. Additional work fee for Year end online closedown Thurs 25/5/22 extra day

(xv)          Invoice dated 13/7/22 for £147.36 (ex VAT) from Ricoh Uk Ltd re. A4 printer paper

(xvi)         Invoice for £30.00 (no VAT) from AHGTC re. Town Crier annual membership fee

Civic Duties Expenditure

(i)               £195.00 (excl VAT) –  Civic transport re. Normanton Mayor Making Ceremony 13/5/22

(ii)              £25.00 (excl VAT) – Cllr S McGarroch re. Community Contribution – £10.00; Collection – £10.00; Raffle and tombola – £5.00 (Mayor’s Civic parade/service 4/6/22)

(iii)            £9.00 (excl VAT) – Cllr O Newton re. mileage expenses – Normanton Civic Sunday 8/5/22

(iv)            Invoice dated 4/6/22 for £225.00 (excl VAT) from GB1 Chauffeur Tours Limited re. civic transport Wakefield 4/6/22

(v)             Invoice dated 2/6/22 for £195.00 (excl VAT) from GB1 Chauffeur Tours Limited re. civic transport Normanton 2/6/22

(vi)            £10.00 (ex VAT) – Cllr O Newton re. Community Contribution Little Big Band Concert 4/6/22

(vii)          £125.00 (ex VAT) – Keighley Town Council re. Yorkshire Day Civic Celebration 1/8/22

(viii)         Invoice dated 28/5/22 for £195.00 (excl VAT) from GB1 Chauffeur Tours Limited re. civic transport Leeds Civic Hall 28/5/22

(ix)            Invoice dated 23/8/22 for £195.00 (excl VAT) from GB1 Chauffeur Tours Limited re. civic transport Leeds Minster Bligny Service 24/7/22

(x)             Invoice dated 22/8/22 for £202.50 (excl VAT) from GB1 Chauffeur Tours Limited re. civic transport 23/7/22 Leeds Grand Theatre

(xi)            Invoice dated 26/7/22 for £39.21 (no VAT) from Leeds City Council re. caretaking 21/7/22 large banquet room

Direct debits/standing orders

10/6/22 – £29.09 plus VAT to TalkTalk Limited re. Broadband Fee

15/6/22 – £260.00 plus VAT to Optionbox Limited re. Town Centre WiFi

15/6/22 – £37.56 plus VAT to Techmonkeys Limited re. Office 365/Support fee

10/7/22 – £29.09 plus VAT to TalkTalk Limited re. Broadband Fee

15/7/22 – £260.00 plus VAT to Optionbox Limited re. Town Centre WiFi

15/7/22 – £37.56 plus VAT to Techmonkeys Limited re. Office 365/Support fee

All the above items of expenditure were noted.

13. To Receive Items of Correspondence (for information only), there were no items of correspondence.

14. Date and Time of Next Meeting, the next meeting is scheduled for Wednesday, 28th September 2022 at 7.00 pm.

MINUTES OF FINANCE, GENERAL PURPOSES & STRATEGIC COMMITTEE MEETING HELD ON WEDNESDAY, 25TH MAY 202

In the absence of the Chairman and Deputy Chair, a nomination was made in respect of Councillor

R Finnigan to act as Chairman for the meeting. This was agreed.

1. To record attendance
Present:  Cllrs R Finnigan, T Leadley, J Sanders, J Aveyard, J Senior

R Pickles (Town Clerk) and W Maynard-Light (Deputy Town Clerk) also attended.

2.To receive apologies for absence given in advance of the meeting, apologies were received from Cllrs W Kidger, S Kimberley and A Hutchison.

3.To consider the approval of reasons given for absence, the reasons for absence were considered and approved.

4.    Declarations of Disclosable Pecuniary and Other Interests, Cllrs R Finnigan and J Senior declared an other interest in any relevant items as they are LCC Ward Members. Cllr Leadley declared an other interest re. item 10 as he was previously a member of the Lewisham Committee.

5.    To approve Minutes of the held on 23rd March 2022

Cllr Leadley requested the minutes for item 5, Ukraine £5,000 crisis donation reflect a request was made by members for clarification from NALC and YLCA as to the legality of this donation and the correct process for this to be made.

Subject to this correction, the minutes were agreed as a true and correct record.

6.    To approve Financial Reports for March and Payments and Receipts Registers for March with copy bank statements

The Financial Reports for March and the Payments and Receipts Registers for March were approved.  The month-end balances shown in copy bank statements, were noted.

7.To note receipt of Precept and Local Council Tax Support Grant for 2022-23 of £210,712.00
The receipt of the Precept of £210,712 and the LCTS Grant for 2022-23, were noted.

8.    To note receipt of CIL Income as follows,

(i)            Remittance Advice Notice dated 28/4/22 from Central Payments Services, LCC re. CIL payment of £23,129.33 for October 2021 to March 2022

This item was received and noted.

(ii)           Email dated 5/5/22 from Iain Harbour, Financial Management, LCC re. March 2022 CIL overpayment, requesting repayment of CIL

This item was received and noted.

(iii)          Invoice dated 10/5/22 from LCC for £19,223.85 (ex VAT) re. overpayment of CIL

This invoice was agreed for payment.

9.    To advise members of Year End procedure closedown in conjunction with Rialtas, scheduled on 25/5/22 and to agree expenditure of £600.00 (excl VAT)

The above item of expenditure was approved.

10.  To discuss and agree potential financial support as follows:-

(i)            Lewisham Par Centre and support of community takeover – one year lease in conjunction with LCC

Following a brief discussion, it was proposed and agreed to explore in principle an initial one year lease in conjunction with Leeds City Council whilst endeavours were made to recruit a person to run the Community Centre.

(ii)           Improvements at Hesketh Lane playground

Cllr Finnigan gave an overview of the proposed improvements to the playground with the consideration this work could be funded, in principle, from future CIL.

(iii)          Provision of parking bays at various locations

Cllr Finnigan gave an overview of the issues around parking at various locations. A request has been made by LCC for MTC to fund a viability report costing £1,500.00. Following a brief discussion, it was proposed and agreed to support this request, expenditure to be taken from Cost Centre 4210, Special Projects.

11.  To consider the provision of speed monitoring patrols and agree in principle the expenditure and cost centre

Cllr Finnigan advised members of a discussion with the Police regarding traffic speed monitoring costing £240 per day. It was proposed and agreed in principle this issue would be delegated to the Highways Committee to ascertain location and frequency of patrols. Further discussion is required as to a budget and Cost Centre.

12. To approve items of expenditure, as follows:-

(i)    Salaries, pension contributions and Tax N.I. for April and May 2022

(ii)   Invoice from YLCA for £2,654.00 (ex VAT) re. Membership Subscription 1 April 2022 – 31 March 2023

(iii)  Invoice from 6B Digital for £337.00 (ex VAT) re. Annual Web Hosting 2022/23

The above items of expenditure were approved.

13. To note Expenditure under Town Clerk’s Delegated Authority (Financial Regulations adopted 4/5/16 – item 4.1) – item for information only:-

(i)      Bank charges – March 2022 £16.10 and April 2022 £14.00

(ii)     Invoice dated 14/4/22 for £25.00 (ex VAT) from YLCA re. Town Clerk YLCA AGAR Webinar 13/4/22

(iii)  Invoice dated 7/4/22 for £282.31 (ex VAT) from Ricoh UK Limited re. photocopier rental                   1/4-30/6/22 and usage 1/1-31/3/22

(iv)  Invoice dated 13/4/22 for £46.99 (ex VAT) from YPO (Yorkshire Purchasing Organisation) re. office stationery supplies

(v)   Re-imbursement of expenses incurred of £38.93 for Cllr J Aveyard ‘Fighting climate change’          webinar

(vi)  Invoice dated 5/5/22 for £50.00 (ex VAT) from Prime Design & Print Ltd re. Queen’s Jubilee selfie board

(vii)        Franking machine top up for £200.00 (ex VAT) Quadient UK Ltd

(viii)       Re-imbursement for Rachael Kennedy of £83.40 re. Jubilee weekend badges purchased (Special Projects)

Civic Duties Expenditure

(i)            £50.86 (ex VAT) re. prints of Mayor’s portrait

(ii)           £78.95 (ex VAT) re. reimbursement to Cllr J Aveyard – Community Contribution £20.00 and mileage (five events) £58.95 mileage

(iii)          £10.00 (ex VAT) re. reimbursement to Cllr S McGarroch – Community Contribution £10.00 (Mayor Making at Normanton 13/5/22)

Direct debits/standing orders

10/4/22 – £11.99 plus VAT Credit Card re. Zoom subscription

11/4/22 – £29.09 plus VAT to TalkTalk Limited re. Broadband Fee

15/4/22 – £37.56 plus VAT to Techmonkeys Limited re. Office 365/Support fee

15/4/22 – £260.00 plus VAT to Optionbox Limited re. Town Centre WiFi

4/5/22 – £40.00 (excl VAT) to Information Commissioner’s Office re. annual data protection fee

10/5/22 – £29.09 plus VAT to TalkTalk Limited re. Broadband Fee

15/5/22 – £260.00 plus VAT to Optionbox Limited re. Town Centre WiFi

15/5/22 – £37.56 plus VAT to Techmonkeys Limited re. Office 365/Support fee

14. To Receive Items of Correspondence (for information only), there were no items of correspondence.

15. Date and Time of Next Meeting, the next meeting is scheduled for Wednesday, 27th July 2022 at 7.00 pm

Direct debits/standing orders

10/4/22 – £11.99 plus VAT Credit Card re. Zoom subscription

11/4/22 – £29.09 plus VAT to TalkTalk Limited re. Broadband Fee

15/4/22 – £37.56 plus VAT to Techmonkeys Limited re. Office 365/Support fee

15/4/22 – £260.00 plus VAT to Optionbox Limited re. Town Centre WiFi

4/5/22 – £40.00 (excl VAT) to Information Commissioner’s Office re. annual data protection fee

10/5/22 – £29.09 plus VAT to TalkTalk Limited re. Broadband Fee

15/5/22 – £260.00 plus VAT to Optionbox Limited re. Town Centre WiFi

15/5/22 – £37.56 plus VAT to Techmonkeys Limited re. Office 365/Support fee

14. To Receive Items of Correspondence (for information only), there were no items of correspondence.

15. Date and Time of Next Meeting, the next meeting is scheduled for Wednesday, 27th July 2022 at 7.00 pm.

MINUTES OF FINANCE, GENERAL PURPOSES & STRATEGIC COMMITTEE MEETING HELD ON WEDNESDAY, 23RD MARCH 2022

1.   To record attendance
Present:  Cllrs A Hutchison (Chairman), J Senior, T Leadley, W Kidger and S Kimberley.

R Pickles (Town Clerk) and W Maynard-Light (Deputy Town Clerk) also attended.

2.   To receive apologies for absence given in advance of the meeting, apologies were received from Cllrs R Finnigan and J Sanders

3.   To consider the approval of reasons given for absence, the reasons for absence were considered and approved.

4.    Declarations of Disclosable Pecuniary and Other Interests

Cllrs J Senior and W Kidger declared an ‘other’ interest in any relevant items as they are LCC Ward members.

Cllrs J Senior and W Kidger declared an ‘other’ interest in item 8, as members of Morley in Bloom working party.

5.    To approve Minutes of Meeting held on 26th January 2022 and the Extraordinary Meeting held on 4th March 2022

The minutes of the meeting held on 26th January 2022 and the Extraordinary meeting held on 4th March 2022 were agreed as a true and correct record.

6.   To approve Financial Reports for January and February 2022 and Payments and Receipts Registers for January and February 2022 with copy bank statements showing month-end balances

The Financial Reports for January and February 2022 and the Payments and Receipts Registers for January and February 2022 were approved. The month-end balances shown in copy bank statements were noted.

7.    To discuss and agree arrangements allowing the Town Clerk authority to access all Town Council bank accounts through online banking. This action requires all cheque signatories to approve and sign the relevant paperwork.

This item was agreed with paperwork to be signed by all cheque signatories once prepared and received.

8.   To receive and consider Town Clerk’s report re. Morley in Bloom budget spending for 2021/2022 and recommendations for 2022/23 and 2023/24

Deputy Town Clerk gave members an overview of the report. Following a brief discussion, it was proposed and agreed for item 3.1 was no longer applicable, however, financial control would be handed back to Morley in Bloom for the 2023/24 financial years with the condition that they have formed a fully constituted committee.

9.   To approve items of expenditure, as follows:-

(i)         Salaries for February 2022 and salaries, Tax & NI and pension contributions for March 2022

(ii)        Invoice dated 11/2/22 for £2,237.98 (excl VAT) from West Yorkshire Police Combined Authority re. 2 pedal cycles and contribution to livery cost (Special Projects)

(iii)       Invoice dated 10/3/22 for £600.00 (excl VAT) from Brain the Brush re. updating the Honour Board

(iv)       Invoice dated 13/3/22 for £106.00 (excl VAT) from Quadient Finance UK Ltd re. franking machine rental 19/4 to 18/7/22

(v)        Invoice dated 11/3/22 for £315.00 (excl VAT) from GB1 Chauffeur Tours Limited re. civic transport to Keighley

The above items of expenditure were approved.

10.      To note Expenditure under Town Clerk’s Delegated Authority (Financial Regulations adopted 4/5/16 – item 4.1) – item for information only:-

(i)      Bank charges – February 2022 £20.30

(ii)     Petty cash expenditure – £6.85 re. recorded delivery postage

(iii)   Invoice dated 31/1/22 for £180.00 (excl VAT) from 6B Digital Ltd re. website vulnerability outdated plug-in work

(iv)   Petty cash expenditure – £6.85 re. special delivery postage for Council Saver passbook

(v)    Franking machine top up – £200.00 (excl VAT) Quadient UK Ltd

(vi)   Invoice dated 28/2/22 for £90.00 (excl VAT) from 6B Digital Ltd re. website vulnerability outdated plug-in work

(vii)  Petty cash expenditure – £6.80 re. 1st class postage

(viii) Pro-forma invoice dated 4/3/22 for £514.40 (excl VAT) from Hampshire Flag Company Ltd re. bunting for Queen’s Jubilee weekend

Civic Duties Expenditure

(i)            £54.53 (excl VAT) – replenishment of drinks cabinet and snacks

(ii)           £80.00 (excl VAT) – 2 tickets to Keighley Mayor’s civic dinner

Direct debits/standing orders

10/2/22 – Credit Card £11.99 plus VAT re. Zoom subscription

10/2/22 – £26.67 plus VAT to TalkTalk Limited re. Broadband Fee

15/2/22 – £260.00 plus VAT to Optionbox Limited re. Town Centre WiFi

15/2/22 – £33.80 plus VAT to Techmonkeys Limited re. Office 365/Support fee

10/3/22  – Credit Card £11.99 plus VAT re. Zoom subscription

11/3/22 – £26.67 plus VAT to TalkTalk Limited re. Broadband Fee

15/3/22 – £37.56 plus VAT to Techmonkeys Limited re. Office 365/Support fee

15/3/22 – £260.00 plus VAT to Optionbox Limited re. Town Centre WiFi

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

11.       To Receive Items of Correspondence (for information only), there were no items of correspondence.

12.       Date and Time of Next Meeting, the next scheduled meeting will be confirmed at the Town Council’s Annual Meeting to be held on Wednesday, 4th May 2022 at 7pm.

MINUTES OF EXTRAORDINARY FINANCE, GENERAL PURPOSES & STRATEGIC COMMITTEE MEETING HELD ON FRIDAY, 4th MARCH 2022

1.    To record attendance
Present:  Cllrs A Hutchison (Chairman), J Sanders, J Senior, T Leadley, J Aveyard and W Kidger (late arrival).

R Pickles (Town Clerk) and W Maynard-Light (Deputy Town Clerk) also attended.

2.    To receive apologies for absence given in advance of the meeting
Apologies were received from Cllrs R Finnigan and S Kimberley

3.    To consider the approval of reasons given for absence
The reasons for absence were considered and approved.

4.    Declarations of Disclosable Pecuniary and Other Interests

There were no declarations of interests given.

5.    To consider and agree the donation of £4,000 to the Ukraine Humanitarian Crisis, expenditure to be taken from cost centre 4210, Special Projects.

Following a discussion, a proposal was made to increase the donation to £5,000 and this was agreed.

Cllr W Kidger arrived during the above item.

6.    To consider and agree request for funding of £4,500 re. Queen’s Diamond Jubilee Weekend   Celebration.

Following a discussion, the request for funding was agreed and the expenditure to be taken from cost centre 4210, ‘Special Projects’.

Cllr W Kidger abstained from the vote.

 

MINUTES OF FINANCE, GENERAL PURPOSES & STRATEGIC COMMITTEE MEETING HELD ON WEDNESDAY, 26TH JANUARY 2022

1. To record attendance
Present:  Cllrs A Hutchison (Chairman), J Senior, T Leadley, J Sanders, J Aveyard, W Kidger, S Kimberley and R Finnigan.

R Pickles (Town Clerk) and W Maynard-Light (Deputy Town Clerk) also attended.

2. To receive apologies for absence given in advance of the meeting
There were no apologies received.

3.To consider the approval of reasons given for absence
There were no reasons for absence.

4.    Declarations of Disclosable Pecuniary and Other Interests

Cllrs A Hutchison, R Finnigan, J Senior and W Kidger declared an ‘other’ interest in any relevant items as they are LCC Ward members.

5.    To approve Minutes of Meeting held on 1st December 2021

The minutes of the meeting held on 1st December 2021 was agreed as a true and correct record.

6.   To approve Financial Reports for October, November and December 2021 and Payments and Receipts Registers for October, November and December 2021 with copy bank statements showing month-end balances

The Financial Reports for October, November and December 2021 and the Payments and Receipts Registers for October, November and December 2021 were approved. The month-end balances shown in copy bank statements were noted.

7.   To consider item for CIL expenditure: –

(i)         Churwell environmental volunteers for £3,263.14 re. work to be carried out to existing storage area and construction of a second area, in line with LCC guidance and recommendations and to provide a secure storage facility.

Following a short presentation and discussion, this item of CIL expenditure was approved.

8.   To note Town Clerk’s request to join West Yorkshire Pension Fund and associated expenditure.

This item was noted

and the expenditure proposed and agreed.

9.   To agree expenditure to support legal representation relating to obligation as Allotment Authority re. Scotchman Lane allotments and agree expenditure code.

Cllr Finnigan gave a verbal overview on this item and the implications of the Town Council being the Allotment authority.  Following a brief discussion, members requested a breakdown of the estimated cost of £3,950 plus VAT and associated disbursements.  On clarification, it was proposed and agreed the expenditure be taken from cost centre 4210,  Special Projects.

10.  To note release of funding of £1,000.00 to Morley Amateur Operatic Society (included in 2021/22 budget)

This item was noted.

11. To note and approve items of expenditure, as follows: –

(i)         Salary, Tax and NI for December 2021 and January 2022

(ii)        Invoice dated 22/12/2021 for £1,006.58 (excl VAT) from Owl Lane Farm Nurseries re. light set, power lead and extension lead for additional Christmas lights (Special Projects expenditure)

(iii)       Invoice dated 8/12/2021 for £1,200.00 (ex VAT) from Bedford Mowing Services re. Christmas tree with lights and installation of same (Special Projects expenditure)

(iv)       Invoice dated 13/1/2022 for £260.00 (ex VAT) from Rialtas Business Solutions Ltd re. Omega annual support and maintenance licence

(v)        Invoice dated 12/1/2022 for £125.00 (ex VAT) from Bedford Mowing Services re. removal of Christmas tree and lights

(vi)       Invoice dated 18/1/2022 for £3,998.40 (ex VAT) from Dyemengate Landscapers re. tree planting (first tranche)

All the above items of expenditure were approved.

12. To note Expenditure under Town Clerk’s Delegated Authority (Financial Regulations adopted 4/5/16 –      item 4.1) – item for information only:-

(i)      Bank charges – December 2021 £18.90

(ii)     Bank charges – January 2022 14.00

(iii)   Invoice dated 13/12/21 for £106.00 (excl VAT) from Quadient Finance UK Ltd re. franking machine rental 19/1 to 18/4/22

(iv)   Petty cash expenditure – £13.99 re. A3 photocopying paper

(v)    Petty cash expenditure – £6.85 re. recorded delivery postage charge for letter to Practically Creative

All the above items of expenditure were noted.

Civic Duties Expenditure

None

Direct debits/standing orders

10/12/21 – Credit Card £11.99 plus VAT re. Zoom subscription

10/12/21 – £18.27 plus VAT to TalkTalk Limited re. Broadband Fee

15/12/21 – £260.00 plus VAT to Optionbox Limited re. Town Centre WiFi

15/12/21 – £33.80 plus VAT to Techmonkeys Limited re. Office 365/Support fee

10/1/22  – Credit Card £11.99 plus VAT re. Zoom subscription

14/1/22 – £19.23 plus VAT to TalkTalk Limited re. Broadband Fee

15/1/22 – £260.00 plus VAT to Optionbox Limited re. Town Centre WiFi

17/1/22 – £33.80 plus VAT to Techmonkeys Limited re. Office 365/Support fee

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

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

There were no items of correspondence.

14. Date and Time of Next Meeting

The next meeting is scheduled for Wednesday, 23rd March 2022 at 7pm.

 MINUTES OF FINANCE, GENERAL PURPOSES & STRATEGIC COMMITTEE MEETING

HELD ON WEDNESDAY, 1^st DECEMBER 2021

1. To record attendance

Present:  Cllrs A Hutchison (Chairman), J Senior, T Leadley, J Sanders, J Aveyard, W Kidger

and R Finnigan .

R Pickles (Town Clerk) and W Maynard-Light (Deputy Town Clerk) also attended.

2.  To receive apologies for absence given in advance of the meeting

Apologies were received from Cllr S Kimberley.

3.  To consider the approval of reasons given for absence

The reason for absence were considered and approved.

4. Declarations of Disclosable Pecuniary and Other Interests

Cllrs A Hutchison, R Finnigan, J Senior and W Kidger declared an ‘other’ interest in any relevant items as they are LCC Ward Members.

5. To approve Minutes of Meeting held on 29^th September 2021

The minutes of the meeting held on 29^th September 2021 was agreed as a true and correct records.

6. To approve Financial Reports for August and September 2021 and Payments and Receipts Registers for August and September 2021 with copy bank statements showing month-end balances

The Financial Reports for August and September 2021 and the Payments and Receipts Registers for August and September were approved.  The month-end balances shown in copy bank statements were noted.

7.   To discuss Finance, General Purposes & Strategic Committee Budget, as follows:-

• Review of 2021/22 Finance, GP & Strategic Committee Budget

The 2021/22 Finance, General Purposes & Strategic Committee budget was discussed and reviewed.

(ii)        Consider and agree Finance, General Purposes & Strategic Committee Budget submission for 2022/23

The budget submission for this committee in 2022/23 was considered and agreed, as follows:-

The Finance, GP & Strategic Committee Budget submission for 2022/23 as agreed.  There is an  increase on 2021/22 figures; totals being £137,125.

The budget for 2022/23 Civic Duties to remain as for 2021/22.

Budget heading changes, as follows:-

4021 – Employment Costs increase from £37,500 to £39,500 (increase of £2,000)

4160 – Subscriptions increase from £2,700 to £2,900 (increase of £200)

4210 – Special Projects increase from £48,575 to £50,000 (increase of £1,425)

(iii)       Consider and agree Budget submissions from Community Support, Highways, Transportation & Environment and Planning Committees for 2022/23

The Budget submissions from Community Development, Highways & Transportation and Planning Committees for 2021/22 were considered and approved, as follows:-

Community Development Committee – total £158,000

Highways & Transportation Committee – total £92,500

Planning Committee – £1,000

All the above budget submission information was approved.

8. To note receipt of CIL Income of £22,553.67

      The receipt of the CIL incomes was noted.

9. To consider request for funding of temporary cameras at Millbeck and Hesketh Park at a cost of £1,488.00 (ex VAT) per camera for an initial six-month period and to determine which cost centre the expenditure is taken from

      Cllr Finnigan gave a verbal overview of this item.  Following a discussion, it was proposed and agreed in principle to initial funding this ‘pilot’ project and the expenditure to be taken from cost centre 4210, Special Projects.

10. To consider item for CIL expenditure:-

(i)         Cllr J Senior  –  £1,200.00 (ex VAT) re. work to be carried out on the Botanical

Garden in Dartmouth Park

Following a short presentation and discussion, this item of CIL expenditure was approved.

(ii)        Leeds City Council (Housing)  –  £1,800 (ex VAT) re. fencing to grassed areas on Glen Road estate

Following a short presentation and discussion, this item of CIL expenditure was approved.

(iii)       Seven Hills Primary School  –  £26,000.00 (ex VAT) re. refurbishment of Reception Class outdoor area

Note: the above expenditure (iii), if approved, will need ratification by Full Council at the meeting to be held on 5^th January 2022

Following a presentation and discussion, this item of CIL expenditure was approved.

This expenditure to be ratified at Full Council on Wednesday, 5^th January 2022.

11. To note approve items of expenditure, as follows:-

(i)         Salary, Tax and NI for October and November 2021

(ii)        Invoice dated 13/10/21 for £3,000.00 (ex VAT) from Leeds Theatre in Education Company re. safeguarding project for Morley primary schools

(iii)       Invoice dated 2/11/21 for £310.00 (ex VAT) from Yorkshire Internal Audit Services re. first internal audit visit for 2021/22

All the above items of expenditure were approved.

12.  To note Expenditure under Town Clerk’s Delegated Authority (Financial Regulations adopted 4/5/16 – item 4.1) – item for information only:                                                                                                            Bank charges –   October  £11.20

• Bank charges –  November £9.10
• Invoice for £84.00 (no VAT) from The Royal British Legion Poppy Appeal re. 4 x wreaths for Remembrance
• Invoice dated 27/10/21 for £150.00 (no VAT) from Campbell’s Photography re. Mayors Portrait 2021/22
• Invoice dated 6/10/21 for £258.20 (ex VAT) from Ricoh UK Limited re. photocopier rental and usage
• Invoice dated 29/10/21 for £96.16 (ex VAT) from Ricoh UK Ltd re. photocopying paper
• Invoice dated 29/10/21 for £6.99 (ex VAT) from Ricoh UK Ltd re. delivery charge for photocopying paper

Civic Duties Expenditure

(i)  £20.00 re. 1 x ticket for Deputy Mayor to attend Remembrance Luncheon (Morley Rugby Club)

Direct debits/standing orders

10/10/21 – Credit Card £11.99 plus VAT re. Zoom subscription

12/10/21 – £16.63 plus VAT to TalkTalk Limited re. Broadband Fee

15/10/21 – £260.00 plus VAT to Optionbox Limited re. Town Centre WiFi

15/10/21 – £33.80 plus VAT to Techmonkeys Limited re. Office 365/Support fee

10/11/21 – Credit Card £11.99 plus VAT re. Zoom subscription

12/11/21 – £16.63 plus VAT to TalkTalk Limited re. Broadband Fee

15/11/21 – £260.00 plus VAT to Optionbox Limited re. Town Centre WiFi

15/11/21 – £33.80 plus VAT to Techmonkeys Limited re. Office 365/Support fee

All the above items of expenditure made under Town Clerk’s delegated authority, were noted3 and  approved.

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

      There were no items of correspondence.

14. Date and Time of Next Meeting

The next meeting is scheduled for Wednesday, 26^th January 2022 at 7pm.

MINUTES OF FINANCE, GENERAL PURPOSES & STRATEGIC COMMITTEE MEETING
HELD ON WEDNESDAY, 29TH SEPTEMBER 2021

To record attendance
Present:  Cllrs A Hutchison (Chairman), J Senior, T Leadley, J Sanders, S Kimberley, J Aveyard

and R Finnigan (via Zoom).

W Maynard-Light (Deputy Town Clerk) also attended.

2.  To receive apologies for absence given in advance of the meeting
Apologies were received from Cllr W Kidger.

3.  To consider the approval of reasons given for absence
The reason for absence were considered and approved.

4.     Declarations of Disclosable Pecuniary and Other Interests

Cllrs A Hutchison, R Finnigan and J Senior declared an ‘other’ interest in any relevant items as they are LCC Ward Members.

5.     To approve Minutes of Meeting held on 28th July 2021 and the Extraordinary Meeting held on 24th August 2021

The minutes of the meeting held on 28th July 2021 and the Extraordinary meeting held on

24th August 2021 were agreed as a true and correct records.

6.   To approve Financial Reports for July 2021 and Payments and Receipts Registers for July 2021 with copy bank statements showing month-end balances

The Financial Reports for July 2021 and the Payments and Receipts Registers for July were approved.  The month-end balances shown in copy bank statements were noted.

7.   To receive verbal update on ‘Town Deal’

It was reported the Board is working in the case studies which should be finalised in 6-8 weeks.  Members requested that the Town Council have sight of the proposal prior to them being submitted to Government.  It was reported Cllr Kidger had resigned from the Board and Cllr Jane Senior would take her place

8.   To consider quote dated 10/8/21 from Zurich Municipal for £1,553.65 re. 1-year standard premium from 5/10/21-4/10/21

Following a discussion, it was proposed and agreed to not renew on a 1-year option and opt for the 5-year option.

9.   To note content of Community Infrastructure Levy (CIL) Annual Report 2020/21

The report was noted.

10. To consider proposal to fund two Seasonal Gardeners in Morley parks starting in the Spring for a six-month period at a cost of £23,667.00, to agree associated expenditure and cost centre

Cllr Finnigan gave an overview, the parks in Morley had not received adequate attention during the last 12-18 months due to the Covid pandemic.  A proposal was put forward for two Seasonal Gardeners for a six-month period as a ‘pilot scheme’ with a review in November 2022.  Following a lengthy discussion, it was proposed a Service Level Agreement (SLA) be drawn up with LCC to ensure the gardeners worked within the Morley Town Council area and were not seconded to cover other areas of Leeds.  The expenditure initially taken from cost centre 4210, Special Projects with a budget of up to £25,000.00.  Should the initiative be successful after a review, the responsibility of the gardeners be place within the Highways, Transportation and Environment Committee and given its own budget heading.  These proposals were agreed.

11. To consider and agree proposal by 6b Digital to transfer website hosted services and support to Identify Digital with associated costings

Following a brief discussion, it was proposed and agreed to accept the proposal.

12.To consider and agree a proposal for a budget to fund the provision of additional Christmas Lights and consider expenditure (it will need to be determined from which budget heading this expenditure is taken from)

(i)         Report from Cllrs Harrison and Kelly re. proposed additional Christmas lights

Cllr Hutchison gave an overview on a meeting held to discuss the request for additional Christmas lights in the park and real Christmas trees with lights to be placed in identified locations within the town centre.  Costings for the additional lighting had been submitted and following a discussion, it was proposed and agreed a budget of £4,000.00 be taken from cost centre 4210, Special Projects.

Cllr Finnigan did not take part in the vote process of the above items with a financial implication.

13. To approve items of expenditure, as follows:-

(i)         Salary and Tax for August and September 2021

(ii)        Invoice dated 5/8/21 for £360.00 (ex VAT) from 6B Digital Ltd re. missing page from website

(iii)       Invoice dated 13/9/21 for £1,000.00 re. part funding of two ‘Leeds Little Free Libraries’ (funding agreed 27/11/19)

(iv)       Invoice dated 12/9/21 for £800.00 (ex VAT) from PKF Littlejohn LLP re. external auditor’s fee 2020/21 year end accounts

(v)        Invoice dated 12/9/21 for £103.78 (ex VAT) from Quadient Finance UK Limited re. franking machine rental

14. To Note Expenditure under Town Clerk’s Delegated Authority (Financial Regulations

adopted 3 4/5/16 – item 4.1) – item for information only:-

(i)       Bank charges – July – £11.20

(ii)     Petty Cash expenditure – £1.79 re. stationary

(iii)    Invoice dated 7/7/21 for £283.19 (ex VAT) from Ricoh UK Ltd re. photocopies rental and usage

Direct debits/standing orders

10/8/21 – Credit Card £11.99 plus VAT re. Zoom subscription

12/8/21 – £16.63 plus VAT to TalkTalk Limited re. Broadband Fee

15/8/21 – £260.00 plus VAT to Optionbox Limited re. Town Centre WiFi

15/8/21 – £33.80 plus VAT to Techmonkeys Limited re. Office 365/Support fee

10/9/21 – Credit Card £11.99 plus VAT re. Zoom subscription

12/9/21 – £16.63 plus VAT to TalkTalk Limited re. Broadband Fee

15/9/21 – £260.00 plus VAT to Optionbox Limited re. Town Centre WiFi

15/9/21 – £33.80 plus VAT to Techmonkeys Limited re. Office 365/Support fee

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 for Wednesday, 24th November 2021 at 7.00 pm.

MINUTES OF EXTRAORDINARY FINANCE, GENERAL PURPOSES & STRATEGIC COMMITTEE MEETING HELD ON WEDNESDAY, 24^TH AUGUST 2021

1. To record attendance

Present:  Cllrs S Kimberley (Deputy Chairman), J Sanders, J Aveyard and R Finnigan (via Zoom).

W Maynard-Light (Deputy Town Clerk) also attended.

2.  To receive apologies for absence given in advance of the meeting

Apologies were received from Cllrs W Kidger, T Leadley and A Hutchison.

3.  To consider the approval of reasons given for absence

The reasons for absence were considered and approved.

4. Declarations of Disclosable Pecuniary and Other Interests

There were no declarations of interests given.

Cllr Finnigan joined the meeting via Zoom to give a presentation on items 5 (i) and (ii) and 6.

5. To discuss item of expenditure under Community Infrastructure Levy (CIL), as follows:-     (i)   Quotation (email dated 23/7/21) from Dyemengate Landscapers for £9,333.33 (ex VAT) re. planting of 560 trees in specific areas of Morley

N.B.  This item would require ratification at the next Full Council meeting to be held on   Wednesday, 1^st September 2021

Following a presentation there was a short discussion and this item of CIL expenditure was approved.  This expenditure to be ratified at Full Council on Wednesday, 1^st September 2021.

(ii)        Request from LCC to fund 3 extra bins at locations on Britannia Road, total cost of £600.00 (ex VAT)

Following a presentation there was a short discussion and this item of CIL expenditure was approved.

 6.  To discuss and agree in principle Intention of financial support of £8,000.00 for Lewisham Park Centre  –  Cllr R Finnigan 

Cllr Finnigan gave the background to this item.  Following a discussion, it was proposed and agreed in principle the intention of financial support of £8,000, for the Lewisham Park Centre group to proceeding with an application to the Charities Commission.

Cllr Finnigan did not take part in the decision process of the above items.

7. To agree and nominate an additional member for appointment to membership of Finance, General Purposes & Strategic Committee

            Following a short discussion, it was proposed and agreed Cllr Jane Senior be appointed to the membership of this committee.

N.B.  This item would be ratified at Full Council meeting to be held on Wednesday, 1^st September 2021.

 

MINUTES OF FINANCE, GENERAL PURPOSES & STRATEGIC COMMITTEE MEETING
HELD ON WEDNESDAY, 28TH JULY 2021

1. To record attendancePresent:  Cllrs S Kimberley (Deputy Chairman), R Finnigan, J Sanders, J Aveyard, A Hutchison (via Zoom) and T Leadley (late arrival).  W Maynard-Light (Deputy Town Clerk) also attended.

2.   To receive apologies for absence given in advance of the meeting
Apologies were received from Cllr W Kidger.

3.    To consider the approval of reasons given for absence
The reasons for absence were considered and approved.

4.     Declarations of Disclosable Pecuniary and Other Interests

Cllrs A Hutchison and R Finnigan declared an ‘other’ interest in any relevant items as they are LCC Ward Members.

Cllrs R Finnigan and J Sanders declared an ‘other’ interest in item 12, as members of the Morley Town Centre Management Board.

5.     To approve Minutes of Meeting held on 26th May 2021 and the Extraordinary Meeting held on 23rd June 2021

The minutes of the meeting held on 26th May 2021 and the Extraordinary meeting held on

23rd June 2021 were agreed as a true and correct record.

6.   To consider and discuss quote of £3,669.96 from Practically Creative for light installation on Morley Town Hall to commemorate those lost to Covid-19 and agree expenditure and cost centre  –  Cllr Hutchison

Cllr Hutchison gave an overview on this item for an installation of coloured lights to illumination the front of Morley Town Hall, commemorating those who lost their lives to Covid-19.  The intention is to have this installation in place at the end of September and will remain in place for an undetermined length of time.  The quote for lighting is £3,669.96, plus a contingency amount of £366.99.  It was proposed and agreed a budget of up to £4,200, monies to be taken from cost centre 4210 – Special Projects.

Cllr T Leadley arrived during the above item.

Cllr A Hutchison left the meeting at this point.

7.   To approve Financial Reports for April, May and June 2021 and Payments and Receipts Registers for April, May and June 2021 with copy bank statements showing month-end balances

The Financial Reports for April, May and June 2021 and the Payments and Receipts Registers for May, April and June were approved.  The month-end balances shown in copy bank statements, were noted.

8.   To receive verbal update on ‘Town Deal’

Cllr Finnigan gave members a verbal updated on the progress of the works being carried out by the Town Deal sub-groups and proposals for all projects must be compiled and submitted to Government for consideration by March 2022.

9.   To consider and approve expenditure of £3,100 to Groundwork Leeds in respect of ‘Healthy Holiday Programme’ for Summer 2021.  Expenditure to be taken from ‘4210 – Special Projects’ budget

This item was withdrawn from the agenda.

10. To consider and agree items of expenditure under Community Infrastructure Levy (CIL), as follows:-

(i)         Quotation dated 6/7/21from Bradford Brothers re. supply and fit of fencing along Dawson Hill, using existing posts plus adding posts where required:-

First 75m  –  £2,800.00 (excl VAT)

Next 34m  –  £1,500.00 (excl VAT)

Next 52m  –  £1,800.00 (up to wall) (excl VAT)

Total  –  £6,100.00 (excl VAT)

Following a discussion, this item of CIL expenditure was agreed.

This expenditure will be required to be ratified at Full Council to be held on Wednesday,

1st September 2021.

11. To receive information on proposed temporary cameras at Millbeck and Hesketh Park  –

Cllr Finnigan

Cllr Finnigan informed members this was a ‘pilot’ project and was going through the legal process.

Cllr Finnigan to report back at the next meeting.

12. To agree shortfall of grant to Town Centre Management Board of £5,000 grant (£9,000 previously agreed at the meeting held on 23/6/21.  Allocated budget for 2021/22 £14,000)

This shortfall of the grant was proposed and agreed.

13. To consider and approve release of funds of £1,205.00 (excl VAT) to purchase bulbs from

J Parker Dutch Bulbs Wholesale Ltd on behalf of Morley In Bloom – expenditure to be taken from ‘cost centre 4205’ as part of the 2021/22 grant allocation

Following a short discussion, it was proposed and agreed to release the funding.

14. To approve items of expenditure, as follows:-

(i)         Salary and Tax for July 2021

(ii)        Invoice dated 12/6/21 from Quadient for £103.78 (excl VAT) . franking machine rental 19/7-18/10/21

(iii)       Invoice dated 31/7/21 from JPI Media Publishing Limited for £685.00 (excl VAT) re. Town Clerk vacancy advertisement

(iv)       Invoice dated 31/03/21 from Instaplanta (Yorkshire) Ltd for £1,069.50 (excl VAT) re. Lengthsman operations 1-31/3/21

(v)        Invoice dated 30/4/21 from Instaplanta (Yorkshire) Ltd for £930.00 (excl VAT) re. Lengthsman operations  1-30/4/21

(vi)       Invoice dated 31/5/21 from Instaplanta (Yorkshire) Ltd for £883.50 (excl VAT) re. Lengthsman operations 1-31/5/21

(vii)      Invoice dated 30/6/21 from Instaplanta (Yorkshire) Ltd for £1,023.00 (excl VAT) re. Lengthsman operations 1-30/6/21

(viii)     Renewal of Membership of Society of Local Council Clerks 2021/22 – £186.00

(ix)       Invoice from The Ancient and Honourable Guild of Town Criers for £35.00 (no VAT) re. 2021/22 membership

The above items of expenditure were approved.

15. To Note Expenditure under Town Clerk’s Delegated Authority (Financial Regulations adopted

4/5/16 – item 4.1) – item for information only:-

(i)       Bank charges – May – £10.50, June –  £11.20 and July – £11.20

(ii)     Petty Cash expenditure – £60.00 re. flowers for retiring Town Clerk

(iii)    Petty Cash expenditure – £2.69 re. recorded postage to External Auditor

(iv)   Invoice dated 24/5/21 for £310.00 from Yorkshire Internal Audit Services re. final internal audit 2020/21

Direct debits/standing orders

10/6/21 – Credit Card £11.99 plus VAT re. Zoom subscription

12/6/21 – £16.63 plus VAT to TalkTalk Limited re. Broadband Fee

15/6/21 – £260.00 plus VAT to Optionbox Limited re. Town Centre WiFi

15/6/21 – £33.80 plus VAT to Techmonkeys Limited re. Office 365/Support fee

10/7/21 – Credit Card £11.99 plus VAT re. Zoom subscription

12/7/21 – £16.63 plus VAT to TalkTalk Limited re. Broadband Fee

15/7/21 – £260.00 plus VAT to Optionbox Limited re. Town Centre WiFi

15/7/21 – £33.80 plus VAT to Techmonkeys Limited re. Office 365/Support fee

All the above items of expenditure were noted.

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

(i)              Letters dated 3/6/21 with attachment and 8/7/21 from Michael Green re. proposed closure of Barclays Bank – Morley branch

It was proposed and agreed Cllr Finnigan responses in writing to Mr Green.

17. Date and Time of Next Meeting

The next meeting is scheduled for Wednesday, 29th September 2021 at 7.00 pm.

MINUTES OF EXTRAORDINARY FINANCE, GENERAL PURPOSES &

STRATEGIC COMMITTEE MEETING HELD ON WEDNESDAY, 23^RD JUNE 2021

1.  To record attendance

Present:  Cllrs A Hutchison (Chairman), J Sanders, J Aveyard, T Leadley, R Finnigan, J Senior and

W Kidger.  W Maynard-Light (Deputy Town Clerk) also attended.

2.   To receive apologies for absence given in advance of the meeting

Apologies were received from Cllrs S Kimberley. 

3.   To consider the approval of reasons given for absence

The reasons for absence were considered and approved.

4. Declarations of Disclosable Pecuniary and Other Interests

Cllrs A Hutchison, R Finnigan, W Kidger and J Senior declared an ‘other’ interest in any relevant items as they are LCC Ward Members.

5. To consider and approve expenditure of £3,100 to Groundwork Leeds in respect of ‘Healthy Holiday Programme’ for Summer 2021. Expenditure to be taken from ‘4210 – Special Projects’ budget – Cllr Finnigan

This item was deferred to the next meeting.

6.   To discuss proposal of digital screens on Queens Street and consider associated expenditure and cost centre – Cllr Hutchison

Cllr Hutchison gave an overview of this item.  The proposal is that to install digital screens at the same time as the planned change of the current street lighting columns to low energy efficient LED lighting.  The proposal is to instal 10 digital screens, back-to-back, to identified columns. The identified columns would be more robust to be able to support the screens.  Following a lengthy discussion, it was agreed in principle to support this proposal, with additional information being suppled.  Funds to be allocated from ‘4210 – Special Projects’.

7.  To discuss proposal to provide additional maintenance to Morley parks – Cllr Finnigan

Cllr Finnigan gave an overview of this item.  Currently no work is being undertaken in various parks within Morley.  There was a proposed option from Parks & Countryside, LCC or for MTC to engage a local contractor to carry out planned specific works.  It has been requested LCC clarify their schedule of work in the Morley parks.  It was proposed and agreed, in principle, to speak with P&C regarding their schedule and bring back to the next meeting.

8. To discuss item of expenditure under Community Infrastructure Levy (CIL), as follows:-

(i)       Quotation (email 4/6/21) from Beardsworths Ltd for £23,661.80 (ex VAT) re. purchase of 560 trees, stakes, ties and soil improver

            Following a discussion, this item of CIL expenditure was agreed.  This expenditure will be required to be ratified at Full Council.

Cllr Kidger requested her thanks to Cllr Kelly for all her works on this item.  

9. To discuss proposal for the provision and agreed expenditure of £2,115.19 (ex VAT) re. purchase of 2 pedal cycles for the PCSOs of Morley wards and to agree cost centre

N.B.  The cycles will be in Police livery.  To discuss branding up for Morley Town Council

Following a discussion, it was proposed and agreed subject to Town Council branding to fund the purchase of the 2 pedal cycles.  Expenditure to come from ‘4210 cost centre – Special Projects’.

Members also requested a photo opportunity when the cycles were provided.

10. To receive and note report from R Kennedy, Town Centre Manager re. Morley Town Centre Management Board.

            This report was received and noted.

11. To consider request for additional funding of £4,000 in respect of Morley Murals – Cllr Kidger

            Cllr Kidger gave a verbal report on the current works being undertaken by Morley Murals in the town centre and various proposed projects in the planning stage.  Morley Murals wish to see all projects, planned and proposed to be completed, unfortunately there would be a shortfall in funding.  Following a short discussion, it was proposed and agreed, with the submission of specific funding costs, to cover the shortfall in funding of the projects.  Expenditure to be taken from ‘4210 – Special Projects’.

MINUTES OF FINANCE, GENERAL PURPOSES & STRATEGIC COMMITTEE MEETING
HELD ON WEDNESDAY, 26TH MAY 2021

1.      To record attendance
Present:  Cllrs A Hutchison (Chairman), J Sanders, S Kimberley, J Aveyard, J Senior and T Leadley.

W Maynard-Light (Deputy Town Clerk) also attended.

2.     To receive apologies for absence given in advance of the meeting
Apologies were received from Cllrs R Finnigan and W Kidger.

3.     To consider the approval of reasons given for absence
The reasons for absence were considered and approved.

4.     Declarations of Disclosable Pecuniary and Other Interests

Cllrs A Hutchison and J Senior declared an ‘other’ interest in any relevant items as they are LCC Ward Members.

5.     To approve Minutes of Meeting dated 24th March 2021, Extraordinary Meeting held on 30th March 2021 and Extraordinary Meeting held on 12th April 2021

The minutes of the meeting held on 24th March 2021, Extraordinary meetings held on 30th March 2021 and 12th April 2021 were agreed as a true and correct record.

6.     To approve Financial Reports for March 2021 and Payments and Receipts Registers for March (coy attached) with copy bank statements showing month-end balances

The Financial Reports for March 2021 and the Payments and Receipts Registers for March 2021 were approved.  The month-end balances shown in copy bank statements, were noted.

To note receipt of Precept and Local Council Tax Support Grant for 2021-22
The receipt of the Precept of £189,000 and the LCTS Grant of £13,273 for 2021-22, were noted.

8.     To note receipt of CIL Income of £30,046.75

The receipt of CIL income was noted.

9.     To receive verbal update on ‘Town Deal’

Cllr Hutchison gave a verbal update on the ‘Town Deal’, the members of the four sub-groups have been agreed and the first meetings will take place in the next few weeks.

11. To consider and approve expenditure of £3,100 to Groundwork Leeds in respect of ‘Healthy Holiday Programme’ for Summer 2021.  Expenditure to be taken from ‘4210 – Special Projects’ budget (see attached information).

Following a short discussion, it was agreed further information be obtained from Groundworks and brought to the next meeting.

12. To consider and agree items of expenditure under Community Infrastructure Levy (CIL),

as follows:-

(i)         Leeds City Council  –  £13,092.89 in respect of additional lighting at Lewisham Park

(ii)        Leeds City Council  –  £6,000.00 in respect of replacement of 50m stretch of fencing 1.8m high at Bruntcliffe Cemetery

(iii)       Leeds City Council  –  £1,700.00 in respect of chicanes at Peter Lane

(iv)       Morley Victoria Primary school  –  £10,000 in respect of installation of new play area, repair of existing and maintenance of  same.

Note: the above expenditure, if approved, for (i), (ii) and (iv) will need ratification by Full Council at the meeting to be held on 7/7/21.

The above items of Community Infrastructure Levy (CIL) expenditure were approved.

13. To approve release of 2021/22 funding:-

(i)         £9,000 to Town Centre Management Board

The release of this funding for 2021/22 was agreed.  Members requested TCMB submit a report on proposed spending for 2021/22.

14. To consider project funding of additional waste bins

It is proposed to provide an additional 13 waste bins at various locations in the Town Council area at a cost of £220.00 each, plus VAT.  The monies to be taken from cost centre 4210 – Special Projects.

15. To receive information on proposed temporary cameras at Millbeck and Hesketh Park

Following a short discussion, it was agreed to defer this item to the next meeting.

16. To agree expenditure of £600.00 (excl VAT) to ‘Brian The Brush’ re. updating of Honour Board for 2020 and 2021

This expenditure was approved and agreed.

17. To consider and agree expenditure re. 2 honour boards – Cllr A Hutchison.  Expenditure to be taken from 4210 – Special Projects

This item was deferred to the next meeting.

18. To approve items of expenditure, as follows:-

(i)     Salary and Tax for May 2021

(ii)    Invoice dated 4/5/21 from Leeds City Council for £4,824.93 (plus VAT) re. provision of Enforcement Officer 1/4/2020 to 31/3/202.

(iii)  Invoice dated 28/2/2021 from Leeds City Council for £2,982.00 (plus VAT) re. maintenance and monitoring of CCTV.  Expenditure to be taken from Community Support cost centre 4251- CCTV (budget 2020/21)

The above items of expenditure were approved.

19. To Note Expenditure under Town Clerk’s Delegated Authority (Financial Regulations adopted

4/5/16 – item 4.1) – item for information only:-

(i)        Bank charges – March – £10.50 and April – £11.20

(ii)       Invoice dated 15/4/1 for £15.00 (excl VAT) from YLCA re. vacancy advert

(iii)     Invoice dated  13/4/21 for £360.00 (excl VAT) from NALC re. vacancy advert

Direct debits/standing orders

10/4/21 – Credit Card £11.99 plus VAT re. Zoom subscription

12/4/21 – £16.63 plus VAT to TalkTalk Limited re. Broadband fee

15/4/21 – £33.80 plus VAT to Techmonkeys Limited re. Office 365/Support fee

15/4/21 – £260.00 plus VAT to Optionbox Limited re. Town Centre WiFi

10/5/21 – Credit Card £11.99 plus VAT re. Zoom subscription

12/5/21 – £16.63 plus VAT to TalkTalk Limited re. Broadband Fee

15/5/21 – £260.00 plus VAT to Optionbox Limited re. Town Centre WiFi

15/5/21 – £33.80 plus VAT to Techmonkeys Limited re. Office 365/Support fee

All the above items of expenditure were noted.

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

There were no items of correspondence.

21. Date and Time of Next Meeting

The next meeting is scheduled for Wednesday, 28th July 2021 at 7.00 pm.

MINUTES OF EXTRAORDINARY FINANCE, GENERAL PURPOSES & STRATEGIC
COMMITTEE MEETING HELD ‘REMOTELY’ ON MONDAY, 12TH APRIL 2021

1. To record attendance
Present: Cllrs R Finnigan (Chairman), A Hutchison, J Aveyard, M Storey and T Leadley (late arrival). K Oakley – Town Clerk) also attended.

2. To receive apologies for absence given in advance of the meeting
Apologies in advance of the meeting had been given by Cllrs S Kimberley and W Kidger.

3. To consider the approval of reasons given for absence
The reasons given for absence were approved.

4. Declarations of Disclosable Pecuniary and Other Interests

Cllrs R Finnigan and A Hutchison declared an ‘other’ interest in any relevant items as they are LCC Ward Members.

5. To consider and agree items of expenditure under Community Infrastructure Levy (CIL), as follows:-

(i) Contribution towards replacement of street lighting with new modern LED type; £16,052.92 plus VAT (see attached plan/illustration and emails)

Cllr Hutchison gave a verbal overview of proposals regarding replacement of street lighting in the town centre.

Cllr T Leadley joined the meeting at this point.

It was explained that the additional funding requested from the Town Council is to upgrade to more expensive lighting. Following questions and a discussion, it was proposed that the contribution of £16,052.92 (plus VAT) using CIL funds be approved. This was agreed.

6. To consider and agree item of expenditure as follows:-

(i) Invoice from YLCA for £2,623.00 re. Membership Subscription 1 April 2021 – 31 March 2022

The above item of expenditure was agreed.

7. Date and Time of Next Meeting

The next scheduled meeting will be confirmed at the Town Council’s Annual Meeting to be held on Wednesday, 5th May 2021 at 7pm.

 

MINUTES OF EXTRAORDINARY FINANCE, GENERAL PURPOSES & STRATEGIC
COMMITTEE MEETING HELD ‘REMOTELY’ ON TUESDAY, 30TH MARCH 2021

1. To record attendance
Present: Cllrs R Finnigan (Chairman), A Hutchison, J Aveyard, M Storey and T Leadley (late arrival). K Oakley – Town Clerk) also attended.

2. To receive apologies for absence given in advance of the meeting
Apologies in advance of the meeting had been given by Cllrs S Kimberley and M Storey.

3. To consider the approval of reasons given for absence
The reasons given for absence were approved.

4. Declarations of Disclosable Pecuniary and Other Interests

Cllrs R Finnigan, A Hutchison and W Kidger declared an ‘other’ interest in any relevant items as they are LCC Ward Members.

Cllr T Leadley joined the meeting at this point.

5. To approve Minutes of Extraordinary Meeting held on 23/2/2021

The Minutes of the Extraordinary Meeting held on 23/2/2021 were agreed as a true and correct record.

6. To discuss continuation of provision of Lengthsman Operations in town centre in 2021/22 A copy of the Town Clerk’s report dated 19/9/19 and Extraordinary Meeting Minutes dated 4/8/20 had been sent out to committee members. A lengthy discussion was held and it was proposed that the Lengthsman Operations be extended for a period of 3 months (i.e. end of June 2021) to allow time for the Highways & Transportation Committee to explore other options. (Note: currently the expenditure for Lengthsman Operations is taken from a/c code ‘4210 – Special Projects’). The Town Clerk was asked to write formally to Instaplanta to confirm this. The Town Clerk was also asked to arrange a meeting with LCC and Instaplanta, Cllrs W Kidger and J Aveyard.

7. Date and Time of Next Meeting

The next scheduled meeting will be confirmed at the Town Council’s Annual Meeting to be held on Wednesday, 5th May 2021 at 7pm.

 

MINUTES OF FINANCE, GENERAL PURPOSES & STRATEGIC COMMITTEE MEETING
HELD ‘REMOTELY’ ON WEDNESDAY, 24TH MARCH 2021

1. To record attendance
Present: Cllrs R Finnigan (Chairman), A Hutchison, M Storey, S Kimberley, W Kidger and

T Leadley. K Oakley, Town Clerk, also attended.

2. To receive apologies for absence given in advance of the meeting
There were no apologies.

3. To consider the approval of reasons given for absence
None to be considered.

4. Declarations of Disclosable Pecuniary and Other Interests

Cllrs R Finnigan, A Hutchison and W Kidger declared an ‘other’ interest in any relevant items as they are LCC Ward Members.

5. To approve Minutes of Meeting dated 27/1/2021 (copy attached)

The Minutes of the Meeting held on 27/1/2021 were agreed as a true and correct record.

6. To approve Financial Reports for January and February 2021 and Payments and Receipts Registers for January and February 2021 (copies attached) with copy bank statements showing month-end balances

The Financial Reports for January and February 2021 and the Payments and Receipts Registers for January and February 2021 were approved. The month-end balances shown in copy bank statements, were noted.

7. To receive verbal update on ‘Town Deal’

A verbal update was given on progress.

8. To consider continuation of provision of Enforcement Officer in 2021/22

Following a discussion, it was agreed to continue the provision of an Enforcement Officer in 2021/22. As currently, paying a 50% share; Gildersome and Drighlington Parish Councils to meet the other 50%.

9. To consider project funding of £5,000 to Woodkirk Valley FC to purchase new goal posts for 5 pitches at Woodkirk Academy

Following a discussion, it was proposed and agreed to award £5,000 project funding to Woodkirk Valley Sports Club for the purchase of goal posts. Expenditure to be taken from a/c code ‘4210 – Special Projects’.

10. To consider information contained in letter dated 24221 from J Clough, Parks & Countryside, LCC, regarding ‘Allotments Within the Morley Town Council Area’. In addition, to agree, if possible, that LCC continue management arrangements of these sites on the Town Council’s behalf

Background information was given and it was noted that the process has commenced for relocation of 2 allotment sites, which will happen in 2022. Members supported that LCC continue to manage the allotments, if possible, as currently. The letter does stipulate “there needs to be some formal agreement in place and perhaps it may require further dialogue with the City Council’s legal services.”

11. To receive and note information contained in NALC LTN 87 – Procurement dated February 2021

The content of LTN 87 – Procurement, was noted.

12. To approve items of expenditure, as follows:-

(i) Salaries, pension contributions and Tax & N.I. for March 2021 and salaries and pension contributions for April 2021

(ii) Invoice dated 31/1/21 from Instaplanta (Yorkshire) Ltd for £976.50 plus VAT re. ‘Lengthsman Operations’ in January

(iii) Invoice dated 28/2/21 from Instaplanta (Yorkshire) Ltd for £930.00 plus VAT re. ‘Lengthsman Operations’ in February

(iv) Invoice dated 13/3/21 from Quadient Finance UK Ltd for £88.76 plus VAT re. Franking M/c rental 19/4/21 to 18/7/21

All The above items of expenditure were approved for payment.

13. To Note Expenditure under Town Clerk’s Delegated Authority (Financial Regulations adopted 4/5/16 – item 4.1) – item for information only:-

(i) Bank charges – January £6.30 and February £6.65

(ii) Petty cash expenditure – £30.00 flowers re. bereavement

(iii) Petty cash expenditure – £3.00 re. stationery

(iv) Petty cash expenditure – £6.85 re. postage

(v) Invoice dated 13/1/21 from Rialtas Business Solutions Ltd for £260.00 plus VAT re. Annual Support & Maintenance

(vi) £15.00 to SLCC re. replacement CiLCA Certificate for Town Clerk

(vii) Invoice dated 26/1/21 from Quadient UK Ltd for £136.48 plus VAT re. Franked mail envelopes and ink for franking m/c.

(viii) Invoice dated 20/1/21 from YPO for £13.89 plus VAT re. Stationery

Direct debits/standing orders

10/2/21 – Credit Card £11.99 plus VAT re. Zoom subscription

12/2/21 – £16.63 plus VAT to TalkTalk Limited re. Broadband fee

15/2/21 – £33.80 plus VAT to Techmonkeys Limited re. Office 365/Support fee

15/2/21 – £260.00 plus VAT to Optionbox Limited re. Town Centre WiFi

10/3/21 – Credit Card £11.99 plus VAT re. Zoom subscription

12/3/21 – £16.63 plus VAT to TalkTalk Limited re. Broadband Fee

15/3/21 – 260.00 plus VAT to Optionbox Limited re. Town Centre WiFi

15/3/21 – £33.80 plus VAT to Techmonkeys Limited re. Office 365/Support fee

31/3/21 – £189.00 plus VAT to Techmonkeys Limited re. fixing of laptop battery issues

All of the above items of expenditure made under Town Clerk’s delegated authority, were noted and approved.

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

None.

15. Date and Time of Next Meeting

The next scheduled meeting will be determined at the Annual Full Council Meeting to be held on Wednesday, 5th May 2021 at 7pm.

MINUTES OF EXTRAORDINARY FINANCE, GENERAL PURPOSES & STRATEGIC
COMMITTEE MEETING HELD ‘REMOTELY’ ON TUESDAY, 23RD FEBRUARY 2021

1. To record attendance

Present: Cllrs R Finnigan (Chairman), A Hutchison, M Storey, S Kimberley, T Leadley, J Aveyard and W Kidger (late arrival).

W Maynard-Light (Deputy Town Clerk) also attended.

2. To receive apologies for absence given in advance of the meeting

There were no apologies.

3. To consider the approval of reasons given for absence

None to be considered.

4. Declarations of Disclosable Pecuniary and Other Interests

Cllrs R Finnigan and A Hutchison declared an ‘other’ interest in any relevant items as they are LCC Ward Members.

Cllr W Kidger joined the meeting at this point.

5. To consider and approve expenditure of £4,950 (plus VAT) in respect of 30 laptops @ £165.00 plus VAT each. It is proposed that these laptops be distributed to primary schools within the Morley Town Council area. To agree that expenditure to be taken from a/c code ‘4210 – Special Projects’.

Cllr Finnigan gave a verbal overview of this item to provide 30 laptops for Morley school children to assist with home and remedial schooling. Following a discussion, the expenditure of £4,950 plus VAT for the purchase of 30 laptops was approved.

6. Date and Time of Next Meeting

The next scheduled meeting will be held on Wednesday, 24^th March 2021 at 7pm.

 

MINUTES OF FINANCE, GENERAL PURPOSES & STRATEGIC COMMITTEE MEETING
HELD ‘REMOTELY’ ON WEDNESDAY, 27TH JANUARY 2021

To record attendance
Present: Cllrs R Finnigan (Chairman), A Hutchison, M Storey, S Kimberley, W Kidger and T Leadley. K Oakley, Town Clerk, also attended.

2. To receive apologies for absence given in advance of the meeting
There were no apologies.

3. To consider the approval of reasons given for absence
None to be considered.

4. Declarations of Disclosable Pecuniary and Other Interests

Cllrs R Finnigan, A Hutchison and W Kidger declared an ‘other’ interest in any relevant items as they are LCC Ward Members.

5. To approve Minutes of Meeting dated 25/11/2020

The Minutes of the Meeting held on 25/11/2020 were agreed as a true and correct record.

6. To approve Financial Reports for November and December 2020 and Payments and Receipts Registers for November and December 2020 (copies attached) with copy bank statements showing month-end balances

The Financial Reports for November and December 2020 and the Payments and Receipts Registers for November and December 2020, were approved. The month-end balances shown in copy bank statements, were noted.

7. To receive verbal update on ‘Town Deal’

A verbal update was given on progress to date.

8. To consider and agree items of expenditure under Community Infrastructure Levy (CIL), as follows:-

(i) Provision of supply for EV charging points at these locations; budget estimates provided by Northern Powergrid dated 30/1/2020, as follows:-

(a) Supply for 1 EV charger at Wellington Street, Morley – £5,100 plus VAT

(b) Supply for 2 EV chargers at Morrisons, Queensway, Morley – £3,200 plus VAT

(c) Supply for 2 EV chargers at Fountain Street, Morley – £1,600 plus VAT

Total cost = £9,900 plus VAT

It should be stressed that these ‘budget estimates’ are not formal quotations, as stipulated, and if formal quotations are required, these need to be applied for.

Also, these estimates have been provided to Andrew Hickford, LCC and not to Morley Town Council.

Note: the above expenditure, if approved, will need ratification by Full Council at the meeting to be held on 3/3/21.

Following a discussion, it was agreed that Leeds City Council be asked to contribute to the above from the 85% CIL funding they receive. The Town Clerk was asked to obtain formal quotations from Northern Powergrid, as per their budget estimates and to send maps with locations to all members of this committee. Members supported the proposals, in principle, but further information is required.

(ii) Quotation 27/11/20 from Churwell Environmental Volunteers for £702.51 (incl VAT) re. replacement bannister and fencing in Clarkspring Woods, Churwell.

The above item (ii) of Community Infrastructure Levy (CIL) expenditure was approved.

9. To consider and approve expenditure of £4,495.00 plus VAT re. all work as per report and costing dated 27/11/20 from Groundwork re. ‘Greenspace Audit’ (note: see email from Mark Knight, Groundwork, confirming they can offset the total cost using £1,000 Project Support Funding

It was proposed and agreed that the expenditure in respect of the above Project be approved. Funding to be taken from ‘Special Projects’.

10. To consider information contained in Town Clerk’s report regarding ‘Online Banking and Electronic Payments’ and determine appropriate option 1, 2 or 3

A proposal was made and seconded in favour of option 2 – to move the Town Council’s bank accounts to Unity Trust Bank. The Town Clerk to update members on progress at a future meeting.

11. To note content of email 12/1/21 from C Jolley, Corporate Financial Managements, LCC regarding ‘Local Council Tax Support Grant to Parishes’

The content of the above email, was noted.

12. To approve items of expenditure, as follows:-

(i) Salaries, pension contributions and Tax & N.I. for December 2020 and salaries and pension contributions for January and February 2021

(ii) Invoice dated 13/1/21 from Rialtas Business Solutions Ltd for £260.00 plus VAT re. Annual Support & Maintenance

Both of the above items of expenditure were approved.

13. To Note Expenditure under Town Clerk’s Delegated Authority (Financial Regulations adopted 4/5/16 – item 4.1) – item for information only:-

(i) Bank charges – October £7.35, November 7.35 and December 2020 £11.20.

(ii) £200 – Top up Franking machine credit a/c

(iii) Petty cash expenditure – £8.70 re. postage for committee papers

(iv) Petty cash expenditure – £30.00 re. flowers

(v) Invoice dated 5/11/20 from PKF Littlejohn LLP for £800.00 plus VAT re. External Audit Fee 2019/20.

(vi) Petty cash expenditure – £19.14 re. replenishment of First Aid kit

(vii) Provision of 20 Christmas Hampers for refuse collection staff @ £25.00 each = £500.00

(viii) Petty cash expenditure – £1.37 re. stationery

(ix) Invoice dated 30/11/20 from Techmonkeys Ltd for £86.25 plus VAT re. setting up of individual email accounts for TC/DTC

(x) Petty cash expenditure – £30.00 re. flowers

(xi) Petty cash expenditure – £3.00 re. stationery

Direct debits/standing orders

10/11/20 – Credit Card £11.99 plus VAT re. Zoom subscription

13/11/20 – £16.63 plus VAT to TalkTalk Limited re. Broadband fee

15/11/20 – £33.80 plus VAT to Techmonkeys Limited re. Office 365/Support fee

15/11/20 – £260.00 plus VAT to Optionbox Limited re. Town Centre WiFi

10/12/20 – Credit Card £11.99 plus VAT re. Zoom subscription

13/12/20 – £16.63 plus VAT to TalkTalk Limited re. Broadband fee

15/12/20 – £33.80 plus VAT to Techmonkeys Limited re. Office 365/Support fee

15/12/20 – £260.00 plus VAT to Optionbox Limited re. Town Centre WiFi

10/1/21 – Credit Card £11.99 plus VAT re. Zoom subscription

13/1/21 – £16.63 plus VAT to TalkTalk Limited re. Broadband fee

15/1/21 – £33.80 plus VAT to Techmonkeys Limited re. Office 365/Support fee

15/1/21 – £260.00 plus VAT to Optionbox Limited re. Town Centre WiFi

All of the above items of expenditure made under Town Clerk’s delegated authority, were noted and approved.

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

None.

15. Date and Time of Next Meeting

The next scheduled meeting will be held on Wednesday, 24th March 2021 at 7pm.

 

MINUTES OF FINANCE, GENERAL PURPOSES & STRATEGIC COMMITTEE M

EETING
HELD ‘REMOTELY’ ON WEDNESDAY, 25TH NOVEMBER 2020

1. To record attendance
Present: Cllrs R Finnigan (Chairman), A Hutchison, J Aveyard, M Storey, S Kimberley, W Kidger and T Leadley. K Oakley, Town Clerk, also attended.

2. To receive apologies for absence given in advance of the meeting
There were no apologies.

3. To consider the approval of reasons given for absence
None to be considered.

4. Declarations of Disclosable Pecuniary and Other Interests

Cllrs R Finnigan, A Hutchison and W Kidger declared an ‘other’ interest in any relevant items as they are LCC Ward Members.

5. To approve Minutes of Meeting dated 30/9/2020

The Minutes of the Meeting held on 30/9/2020 were agreed as a true and correct record.

6. To approve Financial Reports for September and October 2020 and Payments and Receipts Registers for September and October 2020 (copies attached) with copy bank statements showing month-end balances

The Financial Reports for September and October 2020 and the Payments and Receipts Registers for September and October 2020, were approved. It was reported that outstanding cheques for £150.00 and £300.00 had been written back in.

7. To discuss Finance, General Purposes & Strategic Committee Budget, as follows:-

(i) Review of 2020/21 Finance, GP & Strategic Committee Budget

The 2020/21 Finance, GP & Strategic Committee budget was discussed and reviewed.

(ii) Consider and agree Finance, GP & Strategic Committee Budget submission for 2021/22

The budget submission for this committee in 2021/22 was considered and agreed, as follows:-

The Finance, GP & Strategic Committee Budget submission for 2021/22 was agreed. No increase on 2020/21 figures; totals being £133,500 and £6,000 for Civic Duties.

Budget heading changes, as follows:-

4170 – Election Costs reduce from £26,000 to £6,000 (reduce by £20,000)

4207 – Town Centre Management Board increase from £9,000 to £14,000 (plus £5,000)

4291 – Remembrance Festival and Service increase from £1,000 to £1,500 (plus £500)

4210 – Special Projects to take the remainder of the £20,000 taken off ‘4170 – Election Costs’ = £14,500

The Civic Duties budget headings were agreed, as follows:-

4203 – Civic Transport reduce from £3,000 to £2,200 (reduce by £800)

4400 – Community Contributions reduce from £600 to £300 (reduce by £300)

4401 – Civic Food & Drink remain at £1,750

4402 – Civic Non-Food costs remain at £1,750

Total £6,000 reduced by £1,100 from 2020/21.

All of the above budget submission information was approved.

(iii) Consider and agree Budget submissions from Community Development, Highways & Transportation and Planning Committees for 2021/22

The Budget submissions from Community Development, Highways & Transportation and Planning Committees for 2021/22 were considered and approved, as follows:-

Community Development Committee – total £156,000

Highways & Transportation Committee – total £73,500

Planning Committee – £1,000

8. To receive verbal update on ‘Town Deal’

A verbal update was given on progress to date.

9. To receive verbal update on proposal, in principle, for provision of CCTV Cameras in Morley Parks

At the request of Cllr R Finnigan, this item to be removed from the agenda.

10. To consider and agree items of expenditure under Community Infrastructure Levy (CIL), as follows:-

(i) Quotation (email 11/11/20) from Beardsworths Ltd for £12,434.47 plus VAT re. purchase of 349 Trees.

(ii) Quotation (email 10/11/20) from Dyemengate Landscapes for £7,000 (note: it has since been determined that this includes VAT, therefore £5,833.33 plus VAT).

All of the above items of Community Infrastructure Levy (CIL) expenditure were approved.

Both of the items of expenditure above will require ratification at the Full Council meeting to be held on 6th January 2021.

11. To consider donation to the ‘Morley Branch Royal British Legion Poppy Appeal’ from a/c code ‘4291 – Remembrance Fest & Service’

As no 2020/21 expenditure had been incurred, it was agreed to donate the budget of £1,000 to the Poppy Appeal.

12. To release funding of £1,000 to Morley Amateur Operatic Society (included in 2020/21 budget)

An email request had been received requesting release of the funding to the MAOS in 2020/21 of £1,000. This was agreed as work is continuing during the Covid-19 period.

13. To note content of ‘Website Accessibility Fixes’ carried out by 6b digital of items included in the Website Accessibility Audit carried out by Leeds City Council

The information contained in the report work carried out by 6b digital was noted and the Town Clerk reported that LCC were assisting with a ‘Website Accessibility Statement’.

14. To note and approve renewal of lease with Quadient UK Limited in respect of Franking Machine £88.76 per month (plus VAT)

The renewal of the lease was confirmed and approved.

15. To approve transfer of funds to Building Society Account

On determination of the interest rates applicable, it was agreed this was not necessary to transfer funds at this time.

16. To approve items of expenditure, as follows:-

(i) Salaries and pension contributions for September, October and November 2020

(ii) Invoice dated 30/9/20 from Instaplanta (Yorkshire) Ltd for £1,023.00 (plus VAT) re. Lengthsman Operations 1/9 to 30/9/20.

(iii) Invoice dated 31/10/20 from Instaplanta (Yorkshire) Ltd for £1,023.00 (plus VAT) re. Lengthsman Operations 1/10 to 31/10/20.

All of the above items of expenditure were approved.

17. To Note Expenditure under Town Clerk’s Delegated Authority (Financial Regulations adopted

4/5/16 – item 4.1) – item for information only:-

(i) £129.76 plus VAT re. 4 places for H&T Committee members on virtual ‘Leaders Talk:

Rebuilding Sustainable Communities’ to be held on 28/9/20

(ii) Invoice dated 7/7/2020 from Ricoh UK Ltd re. Photocopier use & rental for £223.83 plus VAT

(iii) Petty cash expenditure – £6.70 and £3.98

(iv) £180.00 (Civic Duties – non-food) re. 9 x wreaths for Remembrance

(v) Invoice dated 10/9/20 from Staples UK Ltd for £37.46 (plus VAT) re. Stationery.

(vi) Invoice dated 7/10/20 from Ricoh UK Ltd for £269.75 (plus VAT) re. Photocopier Use and Rental

(vii) Invoice dated 29/9/20 from 6b digital for £90.00 (plus VAT) re. resolved video issue on Website

(viii) Invoice dated 14/10/20 from Yorkshire Internal Audit Services for £310.00 (no VAT) re. First Int Audit visit 2020/21

All of the above items of expenditure made under Town Clerk’s delegated authority, were noted and approved.

18.To note content of article in ‘YLCA White Rose Update’ (pages 3 and 4) dated 6th November 2020

The information contained in this article, was noted and it was agreed that the Town Clerk writes out to all Members regarding this.

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

(i) Letter dated 2/10/20 from Leeds City Council re. confirmation of Community Infrastructure Levy Income of £22895.60

(ii) LTN E02-20 ‘National Salary Award: Minimum Leave Entitlement’ – 8/10/20

(iii) LTN PC13-20 ‘Standards Matter 2: Public Consultation and Public Sector Surveys’

(iv) Email 26/10/20 from YLCA re. ‘Code of Conduct – further consultation by the Committee for Standards in Public Life’

(v) Letter dated 9/10/20 from RBS Ltd re. ‘Fees and Charges’

The following item of correspondence was tabled, for information:-.

(vi) Email from C Jolley re. ‘Parish Precept timetable’ 2020/21.

All of the above items of correspondence were received and noted.

20. Date and Time of Next Meeting

The next meeting is scheduled for Wednesday, 27th January 2021 at 7pm.

 

MINUTES OF FINANCE, GENERAL PURPOSES & STRATEGIC COMMITTEE MEETING
HELD ‘REMOTELY’ ON WEDNESDAY, 30TH SEPTEMBER 2020

1. To Record Attendance
Present: Cllrs R Finnigan (Chairman, A Hutchison, J Aveyard, M Storey, S Kimberley, W Kidger and

T Leadley (late arrival). Cllr A Dalton and K Oakley, Town Clerk, also attended.

2. To Record Apologies for Absence and Approve Reasons Given for Non-Attendance
There were no apologies.

3. Declarations of Disclosable Pecuniary and Other Interests

Cllrs R Finnigan and W Kidger declared an ‘other’ interest in any relevant items as they are both LCC Ward Members.

Cllr T Leadley joined the meeting at this point.

4. To approve Minutes of Extraordinary Meeting dated 4/8/2020

The Minutes of the Extraordinary Meeting held on 4/8/2020 were agreed as a true and correct record.

5. To approve Financial Reports for July and August 2020 and Payments and Receipts Registers for July and August 2020 with copy bank statements showing month-end balances

The Financial Reports for July and August 2020 and the Payments and Receipts Registers for July and August 2020, with copy bank statements showing month end balances, were approved.

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

A verbal update was given regarding the recent first Town Deal meeting, which includes consideration on the Arts Space. This item to remain on the agenda under ‘Town Deal’.

7. To receive verbal update on proposal, in principle, for provision of CCTV cameras in Morley parks (expenditure yet to be determined)

A verbal update was given and a further meeting is scheduled for Friday, 2nd October 2020.

8. To receive and note information relating to delegated decisions made by the Town Clerk since the last meeting, in consultation with Committee members

This information was received and noted.

9. To approve quotation from Lister Horsfall for £4,933.33 re. refurbishment of Town Council Mace

A question was asked regarding the obtaining of 3 quotes. It was explained that, as the work is specialised and specific, and the company supplying the quote have done work on Town Council regalia before, the quote of £4,933.33 (plus VAT) should be accepted and approved. This was agreed. The work will take approximately 3 months to complete and has been sub-contracted by Lister Horsfall to a company in Birmingham, which is where the Mace is currently held. It was agreed that 50% of the total cost shall come from ‘4210 – Special Projects’ and 50% from ‘4203’ – Civic Transport’.

10. To consider and agree items of expenditure under Community Infrastructure Levy (CIL), as follows:-

(i) £2,351.16 in respect of essential landscaping works at Lewisham Court, Morley. Funding requested by P Diamond, Housing Manager, Morley, LCC.

(ii) £612.36 to Friends of Springfield Park re. purchase of two picnic benches (FOSP are contributing £1,252.44 to total cost of £1,864.80)

(iii) Payment of invoice for £950.00 plus VAT to DomAlarms re. work required to CCTV Camera in Churwell Park

(iv) £290.83 plus VAT to Churwell Environmental Volunteers re. Replacement Bannister and Fencing in Japa Woods, Churwell

All of the above items of Community Infrastructure Levy (CIL) expenditure were approved.

11. To note and approve setting up of a ‘Zoom’ monthly subscription – £11.99 plus VAT per month (can be cancelled at any time)

The monthly expenditure of £11.99 (plus VAT) in respect of a ‘Zoom’ subscription was approved. This will continue until further notice and can be cancelled at any time.

12. To discuss Items put forward by Cllr A Dalton, as follows:-

(i) Commemorative statue re. Morley Mining Disaster 150th Anniversary 2022

Cllr Dalton attended in respect of this item and explained some background to the proposal. The 150th Anniversary will fall on 7th October 2022. Members agreed in principle, to request that the Morley Murals Committee be asked to progress this and bring proposals to be brought back to this committee.

(ii) Morley Newspaper

Cllr Dalton gave some background and is proposing that the Town Council facilitate a project to provide a local ‘online’ newspaper run by volunteers. A meeting is to be arranged to discuss this further.

13. To receive and note information contained in email and attachment 28/8/20 from YLCA re. 2020-21 National Salary Award

The information contained in the email and attachment from YLCA re. the ‘2020-21 National Salary Award was received and noted.

14. To approve items of expenditure, as follows:-

(i) Salaries and pension contributions for August 2020

(ii) £1,350 plus VAT in respect of work to Town Council Website in respect of Website Accessibility Requirements

(iii) Invoice dated 10/9/20 from Staples UK Ltd for £37.46 plus VAT re. purchase of stationery.

The above items of expenditure were approved for payment.

15. To Note Expenditure under Town Clerk’s Delegated Authority (Financial Regulations adopted 4/5/16 – item 4.1) – item for information only:-

(i) £129.76 plus VAT re. 4 places for H&T Committee members on virtual ‘Leaders Talk: Rebuilding Sustainable Communities’ to be held on 28/9/20

(ii) Invoice dated 7/7/2020 from Ricoh UK Ltd re. Photocopier use & rental for £223.83 plus VAT

Two further items of expenditure, under Town Clerk’s delegated authority were reported, as follows:-

(iii) Invoice dated 31/8/20 from Instaplanta (Yorkshire) Ltd for £975.50 (plus VAT) re. Lengthsman Operations in August.

(iv) Invoice dated 4/9/20 from Zurich Municipal for £1,389.10 re. Annual Insurance renewal premium.

All of the above items of expenditure were noted.

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

There were no items of correspondence.

17. Date and Time of Next Meeting

The next meeting is scheduled for Wednesday, 25th November 2020 at 7pm.

 

MINUTES OF EXTRAORDINARY FINANCE, GENERAL PURPOSES & STRATEGIC COMMITTEE MEETING HELD ‘REMOTELY’ ON TUESDAY, 4TH AUGUST 2020

1. To Record Attendance

Present: Cllrs R Finnigan (Chairman), A Hutchison, J Aveyard, S Kimberley W Kidger,

T Leadley and M Storey. K Oakley – Town Clerk also attended.

2. To Receive and Note Apologies for Absence and Consider Reasons Given for Non-Attendance.

Apologies for absence were received from Cllr R Bell and the reason given for absence was noted and approved.

3. Declarations of Disclosable Pecuniary and Other Interests

Cllrs R Finnigan and W Kidger declared an ‘other’ interest in any relevant items, as they are both Leeds City Council Ward Members.

Cllr T Leadley declared an ‘other’ interest in agenda item 14, as he is a member of the Morley Elderly Action Committee.

4. To approve minutes of meeting held on 26/2/2020

The minutes of the meeting held on 26/2/2020 were agreed as a true and correct record.

5. To approve Financial Reports for April, May and June 2020 and Payments and Receipts registers for April, May and June 2020

Payments totalling £26,714 (excl of any VAT) for April 2020, £19,297.05 (excl of any VAT) for May 2020, and £21,444.12 (excl of any VAT) were approved. The financial reports for April, May and June 2020 were received and noted. Copy month-end bank statements for April, May and June 2020 had been distributed to Members and will be signed by the Chairman.

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

There is no progress to report.

7. To further discuss proposal, in principle, for provision of CCTV cameras in Morley Parks (expenditure yet to be determined)

There is no progress to report.

8. To consider and agree expenditure in respect of two pull-up Banners (requested by Community Development Committee at its meeting held on 5/3/2020) – budget requested is up to £100 (it will need to be determined from which budget heading this expenditure is to be taken)

Cllr Kimberley gave some background information relating to this item. It was proposed and agreed that a budget of up to £200 be approved for the purchase of two pull-up Banners. Expenditure to be taken from ‘4210 – Special Projects’

9. To discuss and agree budget of £1,000 in respect of a proposed 10k road race (item considered by Community Development Committee, but no budget available. It was anticipated that this would be held in Summer 2020) – if agreed, it will need to be determined from which budget heading this expenditure is to be taken

Cllr J Aveyard gave a brief verbal report; this event will be organised in conjunction with Morley Running Club, which is not currently meeting. It is therefore anticipated that the event will be held in April or May 2021. It was proposed and agreed that a budget of up to £1,000 be set aside from ‘4210 – Special Projects’ and that the item should stay under this Committee.

10. To receive and note information contained in attached report from Town Clerk regarding budget heading ‘4210 – Special Projects’ – expenditure to date in 2020/21 financial year

The information contained in the report from the Town Clerk regarding ‘4210 – Special Projects’ budget, was noted. It was proposed and agreed to ‘vire’ £20,000 from ‘4170 – Election Costs’ to ‘4210 – Special Projects’.

Cllr M Storey joined the meeting at this point.

11. To review provision of Lengthsman Operations in Morley Town Centre and associated expenditure – to be considered in conjunction with item 10 above (see attached report considered at meeting held on 25/9/19; review required after 12 months)

Cllr Aveyard proposed continuing with the Lengthsman provision at least until the end of March 2021 and then review again. Some areas for tackling in the town centre, were raised.

This proposal was agreed.

12. To receive and note information on total spend to date regarding reopening of Morley town centre – see information attached provided by R Kennedy, Town Centre Manager, in email dated 21/7/2020 (£15,000 expenditure approved by Full Council on 23/6/2020

The information contained in R Kennedy’s email dated 21/7/2020, was noted.

13. To consider and approve expenditure of £3,100 to Groundwork Leeds in respect of ‘Healthy Holiday Programme’ for Summer 2020. Expenditure to be taken from ‘4210 – Special Projects’ budget

Cllr Finnigan gave a brief overview of the project and it was proposed and agreed that the Town Council provides funding of £3,100 to Groundwork Leeds in respect of the ‘Healthy Holiday Programme’ for Summer 2020. Cllr Kimberley suggested that Groundwork should promote the Town Council’s support for this project.

14. To receive and note information relating to delegated decisions made by the Town Clerk during the lockdown period, in consultation with Committee Members

A copy of this information had been distributed to Members and the content was received and noted.

15. To note content of SLCC response to Consultation of ‘Model Code of Conduct’

A copy of the SLCC response had been sent to Members and the content was noted.

16. To approve payment of Direct Debits in 2020/21 (monthly), as follows:-

(i) Techmonkeys Ltd re. Office 365/Tech support – £33.80 plus VAT

(ii) Optionbox Ltd re. Town Centre wifi – £260.00 plus VAT

(iii) TalkTalk Ltd re. Broadband – £16.63 plus VAT

The ongoing payment of the above Direct Debits, was approved for 2020/21.

17. To approve items of expenditure, as follows:-

(i) Renewal of Membership of Society of Local Council Clerks 2020/21 – £180.00

The above item of expenditure, was approved.

18.To Note Expenditure under Town Clerk’s Delegated Authority (Financial Regulations

adopted 4/5/16 – item 4.1) – item for information only:-

(i) Invoice dated 18/6/20 from Lee & Co re. Payroll Prep Sep 19 to May 20 for £297.00 plus VAT

(ii) Purchase of Stationery – £37.08 plus VAT

(iii) Invoice dated 7/4/20 from Ricoh UK Ltd re. Photocopier use & rental for £352.58 plus VAT

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

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

There were no items of correspondence.

20. Date and Time of Next Meeting

The next meeting is scheduled for Wednesday, 30th September 2020 at 7pm.

MINUTES OF FINANCE, GENERAL PURPOSES & STRATEGIC COMMITTEE MEETING
HELD ON WEDNESDAY, 26TH FEBRUARY 2020
1. To Record Attendance

Present: Cllrs R Finnigan (Chairman), A Hutchison, R Bell, J Aveyard, S Kimberley W Kidger and T Leadley (late arrival). K Oakley – Town Clerk also attended.

2. To Receive and Note Apologies for Absence and Consider Reasons Given for Non-Attendance.

Apologies for absence were received from Cllr M Storey and the reason given for absence was noted and approved.

3. Declarations of Disclosable Pecuniary and Other Interests

Cllr A Hutchison declared an ‘other’ interest in agenda item 9, as the Mayoress is his partner. There were no other declarations of interest.

4. To approve minutes of meeting held on 8/1/2020

The minutes of the meeting held on 8/1/2020 were agreed as a true and correct record.

5. To approve Financial Reports for December 2019 and January 2020 and Payments and Receipts registers for December 2019 and January 2020

Payments totalling £12,982.64 (excl of any VAT) for December 2019 and £36,036.03 (excl of any VAT) for January 2020 were approved. The financial reports for December 2019 and January 2020 were received and noted. Copy month-end bank statements for December 2019 and January 2020 were tabled at the meeting and signed by the Chairman.

Cllr T Leadley arrived at this point.

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

A verbal update was given on progress and a further meeting is arranged in March 2020.

7. To further discuss proposal, in principle, for provision of CCTV cameras in Morley Parks (expenditure yet to be determined)

A verbal update was given to Members. Any further updates received will be reported to this Committee.

8. To receive update on role of Town Crier

A report was given on the appointment of a Town Crier on a voluntary basis. Discussions were held regarding appropriate clothing for the position and the Mayor undertook to approach a local seamstress to provide a quotation.

9. To consider and agree expenditure in respect of Mayoress’s ‘At Home’ – 21/3/2020

For information: at the Annual Full Council meeting held on 4/5/2016, a report from the Town Clerk was considered (copy attached); item 5 of the report details suggested maximum expenditure for this event of £1,000. It is proposed that this is reviewed. The approximate amount required for the 2020 event is £1,400.

It is recommended that Committee consider and agree the following:-

(i) Proposed expenditure of £1,400 for the Mayoress’s “At Home” event

(ii) Vire £500 from ‘4400 – Community Contributions’ to ‘4402 – Civic Non-Food costs’ and Vire £1,000 from ‘4203 – Civic Transport’ to ‘4401 – Food & Drink’ Following a discussion, items (i) and (ii) as detailed above, were agreed.

10. To approve setting up of direct debit to techmonkeys for £40.56 per month for IT support and Office 365 Business Premium

The setting up of a monthly direct debit for £40.56 to techmonkeys was agreed.

11. To note reinstatement of Direct Debit to OptionBox – £260.00 (plus VAT) per month in respect of town centre wi-fi provision

This information was noted.

12. To discuss funding re. Churwell Park CCTV system annual maintenance – not currently included in 2020/21 budgets

Following a discussion, it was agreed that this continue to be funded from the CCTV budget currently under Community Development Committee.

13. To agree to adopt ‘Management of Transferable Data Policy’

A copy of a ‘draft’ document had been sent out to all members. The following amendments were agreed:-

(i) Section 1.1. – amend ‘(Your Council)’ to Morley Town Council

(ii) Section 10.1 – amend “will” to “could”

Subject to the above amendments, it was proposed and agreed to adopt the ‘Management of Transferable Data Policy’.

14. To consider and agree items of expenditure under Community Infrastructure Levy (CIL):-

(i) Provision including delivery and installation of 13 litter bins at various locations in the Morley Town Council area at a cost of £220.00 (approx.) per bin = Total cost £2860.00

(ii) Provision of Notice Boards x 36 for benefit of residents at Bank Avenue, Bank Street, Elmfield Court, Elmfield House, Marshall Close and Lewisham Court. Total cost of project is £6,845; Morley Town Council are being asked to contribute £3,000

CIL expenditure regarding items (i) and (ii) detailed above, was approved. It was however stipulated that Morley Town Council should be recognised as contributing to the Notice Boards in item (ii).

15. To discuss and agree Service Level Agreement (SLA) in respect of a dedicated Enforcement Officer – between Morley Town Council, Drighlington & Gildersome Parish Council’s, South Cleaner Neighbourhoods Team (SCNT) and Parking Services (PS) LCC.

Information: total cost will be £28,000 deducted from which will be fines successfully issued and paid. MTC will be responsible for 50% of the cost; DPC & GPC 25% each. The SLA will cover the period from 1st April 2020 to 31st March 2021.

If agreed, this item will require ratification by Full Council at its meeting to be held on 4th March 2020.

Following a discussion, the expenditure, as detailed above was agreed. An item will be placed on the Full Council agenda for 4th March 2020, for ratification. The Town Clerk stipulated that the Agreement should be signed by her on behalf of the Town Council.

16. To determine appropriate Town Council representative to attend Leeds City Council – Parish Charter Working Group meeting to be held on Tuesday, 17/3/2020, Civic Hall, Leeds

It was agreed that Councillor W Kidger be appointed as the Town Council representative.

17. To note information from WYPF re. ‘2019 Valuation Results for Morley Town Council’ including proposed contributions from 1st April 2020 to 31st March 2023

This information had been copied to Members and the information contained was noted. The Employer contribution rate for 2020/21 will be 8.5%; no change from 2019/20.

18. To discuss and agree budget of £1,000 in respect of a proposed 10k road race (to be held in Summer 2020)

A budget of £1,000 was agreed in respect of the proposed 10k road race. It was agreed that this expenditure be taken from budget heading ‘4210 – Special Projects’.

19. To approve items of expenditure, as follows:-

(i) Payments in respect of Salary and Pension Contributions – February 2020

(ii) Bank Charges – £14.70 (January) and £12.95 (February)

(iii) D Debit – TalkTalk Broadband – £32.95 (December & January) and £18.49 (February)

The above items of expenditure were approved.

20. To Note Expenditure under Town Clerk’s Delegated Authority (Financial Regulations

adopted 4/5/16 – item 4.1) – item for information only:-

(i) Invoice 22/9/19 from Leeds City Council for £408.88 (plus VAT) re. Modification of 3 lighting columns for town centre wi-fi provision (paid by MTC in lieu of cancelled direct debit to OptionBox)

(ii) Invoice 31/12/2019 from Instaplanta for £790.50 (plus VAT) re. Lengthsman Operations in December 2019 (taken from budget heading 4210 – Special Projects)

(iii) Invoice 7/1/2020 from Ricoh UK Ltd for £297.66 (plus VAT) re. photocopier rental 1/1/2020 to 31/3/2020 and copies from 1/10/19 to 31/12/19

(iv) Invoice 1/1/2020 from OptionBox Ltd for £260.00 (plus VAT) re. Account charges (payment in lieu of direct debit being set up)

Petty cash Expenditure

(i) £1.50 re. unpaid postage on letter

(ii) £6.60 recorded delivery fee for posting building society passbook

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

To Receive Items of Correspondence (for information only)
(i) Email dated 10/12/29 from YLCA re. ‘Home Office Consultation: Strengthening Police powers to tackle unauthorised encampments’ – see attached copy

(ii) Email 14/2/2020 from C Hodgson, LCC, re. ‘Nepshaw Lane Woods’ community planting days

The above items of correspondence were noted.

22. Date and Time of Next Meeting

The next meeting is scheduled for Wednesday, 25th March 2020 at 7pm.

 

 

MINUTES OF FINANCE, GENERAL PURPOSES & STRATEGIC COMMITTEE MEETING

HELD ON WEDNESDAY, 8^TH JANUARY 2020

1. To Record Attendance

Present: Cllrs R Finnigan (Chairman), T Leadley, J Aveyard, M Storey, S Kimberley and W Kidger. K Oakley – Town Clerk also attended.

2. To Receive and Note Apologies for Absence and Consider Reasons Given for Non-Attendance.

Apologies for absence were received from Cllr A Hutchison and the reason given for absence was noted and approved.

3. Declarations of Disclosable Pecuniary and Other Interests

There were no declarations of interest.

4. To approve minutes of meeting held on 27/11/19

The minutes of the meeting held on 27/11/19 were agreed as a true and correct record.

5. To approve Financial Reports for November 2019 and Payments and Receipts registers for November 2019

Payments totalling £12893.71 (excl any VAT) for November 2019 were approved. The financial reports for November 2019 were received and noted.

6. To discuss 2020/21 Budget proposals, and other information appended, as follows:-

• Consider projected expenditure to 31/3/20 and c/fwd figurre (app1)

The projected expenditure report to 31/3/20 was noted.

• Consider all Committees’ budget submissions for 2020/21 (app 2)

All the Committee budget submissions for 2020/21 were reviewed and noted. The Chairman commented that the Civic Duties budget needs reviewing.

• Consider Precept recommendation for 2020/21 – £210,000

The ‘Parish Precept Calculator’ spreadsheet provided by Leeds CC had been sent out with the papers. A Precept of £210,000 means a 0% increase from 2019/20 and this is therefore the Precept recommendation for 2020/21.

• Note amount of LCTS Grant for 2020/21 – £12,652

The amount of the LCTS Grant for 2020/21 of £12,652, was noted.

All of the above budget and Precept information will require ratification by Full Council at its meeting to be held on 15/1/20.

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

A verbal update was given on progress and a further meeting is arranged in February 2020.

8. To further discuss proposal, in principle, for provision of CCTV cameras in Morley Parks (expenditure yet to be determined)

A verbal update was given to Members. Any further updates received will be reported to this Committee.

9. To receive update on role of Town Crier

One expression of interest had been received and it was agreed that the role of Town Crier be offered to this person.

10. To consider proposal to replace artificial flowers/greenery in Town Hall and any associated expenditure – Cllr W Kidger

Cllr Kidger requested that this item be deferred to the next meeting.

To consider and agree items of expenditure under Community Infrastructure Levy (CIL):-

• Tree planting in Nepshaw Lane Woods, as follows:-

Whips supply, planting and aftercare = £7,102

Stone Circle = £6,000

Standard Trees to Surround Stone Circle = £2,100

Total = £15,202

The above costings have been provided by Parks & Countryside, LCC.

The above expenditure under Community Infrastructure Levy, was approved. This will require ratification by Full Council on 15/1/20.

12. To approve release of funding for Morley Amateur Operatic Society of £1,000 (included in 2019/20 budget)

It was agreed to release funding of £1,000 to Morley Amateur Operatic Society, included in the 2019/20 budget.

13. To consider and agree request for funding in respect of ‘New Pilot Safeguarding Programme’ from H Kerr, TSL Morley Cluster of Schools – £4,500 (it will need to be determined from which budget heading this expenditure is to be taken)

An explanation was given regarding this project and the expenditure of £4,500 was approved to support it. It was determined that the expenditure be taken from ‘budget heading ‘4210 – Special Projects’.

14. To discuss ‘Going Paperless’ – Town Clerk requests that a small working group be established to take this forward

It was proposed and agreed that Cllr A Hutchison and the Town Clerk meet to discuss this further and establish procedures for dealing with ‘going paperless’.

15. To discuss Cleaning/Renovation of Town Council Mace

A quote had been obtained by Cllr Hutchison (sent by email). The Town Clerk reported that 3 formal quotations are required under Financial Regulations. The Town Clerk was asked to obtain 2 further quotes and bring this item back to the next meeting.

16. To note content of Community Infrastructure Levy (CIL) Annual Report 2018/19

The content of the report distributed, was noted.

17. To discuss condition of Defibrillator on corner of Queen Street/Albion Street

It was reported that the problems with the defibrillator had now been resolved.

18. To approve items of expenditure, as follows:-

(i) Payments in respect of Salary and Pension Contributions – December 2019 and Tax & NI Contributions in (December 2019) (retrospective) and January 2020

(ii) Bank Charges – £14.35 (November) and £18.20 (December 2019)

(iii) D Debit – TalkTalk Broadband – £32.95 (November)

The above items of expenditure were approved.

19. To Note Expenditure under Town Clerk’s Delegated Authority (Financial Regulations adopted 4/5/16 – item 4.1) – item for information only:- (i) Invoice dated 11/11/19 from Fairbank Harding for £270.00 (plus VAT) re. PA System Hire for Remembrance Sunday

(ii) £118.10 re. Catering for Wreath-Laying Luncheon on 16/11/19

(iii) Invoice dated 14/11/19 from Staples UK Ltd for £31.21 (plus VAT) re. Stationery

(iv) Invoice dated 4/10/19 from Staples UK Ltd for £72.88 (plus VAT) re. Stationery

(v) Petty Cash expenditure – £15.00 (plus VAT) re. 2 x Storage boxes for Archiving

(vi) Invoice dated 5/8/19 from SLCC Enterprises Ltd for £74.90 (no VAT) re. ‘Civic Ceremonial’ and ‘Public Safety & Risk Assessment’ publications

(vii) Invoice dated 13/1/20 from Rialtas Business Solutions Ltd for £255.00 (plus VAT) re. Omega Software Maintenance

Civic Duties Expenditure

(i) Invoice dated 8/11/19 from GB1 Chauffeur Tours Ltd for £180.00 (plus VAT) re. Civic Transport on 8/11/19

(ii) Invoice dated 9/11/19 from GB1 Chauffeur Tours Ltd for £160.00 (plus VAT) re. Civic Transport to/from Manchester Airport on 9/11/19

(iii) Invoice dated 11/11/19 from GB1 Chauffeur Tours Ltd for £180.00 (plus VAT) re. Civic Transport to Manchester Airport on 11/11/19

(Note: Quotation previously received from GB1 Chauffeurtours for £125.00 (plus VAT) each way (to be taken from budget heading ‘4203’ – Civic Transport). This expenditure was approved at the meeting held on 23/10/19

(iv) Invoice dated 29/11/19 from GB1 Chauffeur Tours Ltd for £260.00 (plus VAT) re. Civic Transport on 29/11/19

(v) Bill from Janet Foxton for £40.00 re. 2 bouquets re. 100th birthdays @ £20.00 each

(vi) Petty cash expenditure – £33.34 (plus VAT) re. replenishment of Mayor’s Parlour drinks cabinet

(vii) Invoice dated 17/12/19 from GB1 Chauffeur Tours Ltd for £200.00 (plus VAT) re. Civic Transport on 17/12/19

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

One item of correspondence was tabled, as follows:-

• Email dated 11/11/`9 from YLCA re. ‘YLCA and NALC Membership Subscription Fees for 2020/2021.’ The content of this email was noted.

21. Date and Time of Next Meeting

The next meeting is scheduled for Wednesday, 26^th February 2020 at 7pm.

MINUTES OF FINANCE, GENERAL PURPOSES & STRATEGIC COMMITTEE MEETING

HELD ON WEDNESDAY, 27^TH NOVEMBER 2019

1. To Record Attendance

Present: Cllrs R Finnigan (Chairman), T Leadley, J Aveyard, M Storey and W Kidger (late arrival).

K Oakley – Town Clerk and 1 member of the public also attended.

2. To Receive and Note Apologies for Absence and Consider Reasons Given for Non-Attendance.

Apologies for absence were received from Cllrs S Kimberley, R Bell and A Hutchison and reasons given for absence were noted and approved.

3. Declarations of Disclosable Pecuniary and Other Interests

There were no declarations of interest.

4. To approve minutes of meeting held on 23/10/19

The minutes of the meeting held on 23/10/19 were agreed as a true and correct record.

5. To approve Financial Reports for October 2019 and Payments and Receipts registers for October 2019

Payments totalling £7,882.31 (excl any VAT) for October 2019 were approved. The financial reports for October 2019 were received and noted.

6. To discuss Finance, General Purposes &Strategic Committee Budget, as follows:-

• Review of 2019/20 Finance, GP & Strategic Committee Budget

Copies of all relevant F, GP & Strategic Committee budgets had been previously sent out to members. This information was reviewed and noted.

• Consider and agree F, GP & Strategic Committee Budget submission for 2020/21

The F, GP & Strategic Committee Budget submission for 2020/21 was agreed. No increase on 2019/20 figures; totals being £133,500 and £7,100 for Civic Duties.

• Consider and agree budget submissions from Community Development, Highways & Transportation and Planning Committees for 2020/21

The agreed budget submissions for Committees are as follows:-

Community Development – £146,100; original budget agreed at £136,100 but Chairman proposes that Community Grants budget be increased from £10,000 to £20,000. This will need ratification at the 2/1/20 Community Development Committee meeting.

Highways & Transportation – £63,500

Planning Committees – £1,000 (yet to be agreed by Committee).

This information was noted and approved and will be further considered when Town Council budgets are put to Full Council on 15/1/20.

Cllr W Kidger arrived at this point.

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

A verbal update was given on progress and a further meeting is arranged for 12/12/19.

8. To further discuss proposal, in principle, for provision of CCTV cameras in Morley Parks (expenditure yet to be determined)

A verbal update was given to Members. Any further updates received will be reported to this Committee.

9. To receive verbal update on purchase of IT equipment

The Town Clerk reported that an order had been placed with techmonkeys, as agreed at the last meeting and the new equipment is to be installed on 11^th December 2019.

10. To receive update on role of Town Crier

The Town Clerk provided a verbal update to members.

11. To consider proposal to replace artificial flowers/greenery in Town Hall and any associated expenditure – Cllr W Kidger

Cllr Kidger requested that this item be deferred.

12. To approve proposals contained in Report ‘Procedure for Procuring Environmental or Horticultural Improvement Work’

A copy of this report had been distributed to members. Some minor amendments were proposed, as follows:-

The word ‘shall’ to be replaced with ‘must’ and first paragraph to be amended to ‘The Procedure will not apply to Leeds City Councillors who make use of budgets not controlled by the Town Council’.

Subject to the above amendments, the Procedure was approved, to be implemented from 1/4/20.

13. To consider and agree items of expenditure under Community Infrastructure Levy (CIL), as follows:-

• Six benches to replace existing ones in Springfield Park – costing provided by Leeds City Council = £650.00 per bench for provision and fitting, i.e. total cost £3,900.

The above item of Community Infrastructure Levy (CIL) Expenditure was approved.

• Match-funding for four ‘Leeds Little Free Libraries’ at a cost of £500.00 each, i.e. total cost £2,000.

The Town Clerk advised members that this expenditure did not fall under the remit of CIL expenditure and recommended that the funding be provided from the ‘4210 – Special Projects’ budget heading.

This item of expenditure was approved.

14. To receive verbal confirmation of expenditure re. Siegen visit

The Town Clerk confirmed that the total expenditure re. the recent visit of the Mayor & Mayoress of Siegen to lay a wreath on Remembrance Sunday in respect of accommodation and transport was £459.00 plus VAT.

15. To agree expenditure of £380.00 (plus VAT) to ’Brian The Brush’ re. updating of Honour Board 2019

The expenditure of £380.00 plus VAT re. the updating of the Honour Board for 2019, was approved.

16. To note receipt of £300.00 M.I.C.E. Money contribution to Remembrance events from Cllr R Gettings (Morley North)

This information was noted.

17. To consider proposed expenditure of £200.00 in respect of cleaning of casket donated to Morley Town Council – Cllr A Hutchison

The proposed expenditure in respect of the cleaning of the casket of £200.00 was approved.

18. To approve items of expenditure, as follows:-

• Payments in respect of Salary and Pension Contributions – November 2019
• Bank Charges – £14.35 (November)
• D Debit – TalkTalk Broadband – £32.95 (November)

All of the above items of expenditure were approved for payment.

19. To Note Expenditure under Town Clerk’s Delegated Authority (Financial Regulations adopted 4/5/16 – item 4.1) – item for information only:-

• Invoice dated 18/9/10 from Neopost Limited for £178.48 (plus VAT) re. Ink Cartridge
• Invoice dated 30/10/19 from The Sign Maker for £327.17 (plus VAT) re. Patinated cast bronze plaque (it is recommended that this expenditure be taken from cost centre ‘4402 – Civic ‘Non-Food’
• Invoice dated 24/10/19 from Usborne Books At Home for £379.16 (incl £0.58 VAT) re. Books for Schools (it is recommended that this expenditure be taken from cost centre ‘4402 – Civic ‘Non-Food’
• £200.00 31/10/19 Payment to Neopost Limited to top-up Franking Machine credit a/c
• 23/10/19 – Petty cash £5.97 re. 2020 diaries for office
• Invoice dated 16/9/19 from YPO for £10.19 (plus VAT) re. stationery
• Invoice dated 28/10/19 from YPO for £6.93 (plus VAT) re. stationery
• Invoice dated 24/10/19 from The Royal British Legion Morley for £300.00 re. 200 crosses of Remembrance @ £1.50 each

The Town Clerk tabled an invoice, as follows, which will be paid under Town Clerk’s delegated authority:-

• Invoice dated 23/10/19 from The Press News Limited re. 16×4 advert in Morley & District Press first edition for £150.00 (plus VAT). This item of expenditure was noted.

Civic Duties Expenditure

• £20.00 re. 1 x ticket for Mayoress to attend ‘Save The Children’ Christmas Lunch

All of the above items of expenditure made under Town Clerk’s delegated authority, were noted and approved.

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

• Email 6/11/19 from C Jolley, Corporate Financial Management, Leeds CC, re. ‘Parish Council Tax Precept Timetable’
• Email 11/10/19 from YLCA re. ‘YLCA and NALC Membership Subscription Fees for 2020/2021’

The above items of correspondence were noted.

21. Date and Time of Next Meeting

The next meeting is scheduled to be held on Wednesday, 8^th January 2020 at 7pm.

 

MINUTES OF FINANCE, GENERAL PURPOSES & STRATEGIC COMMITTEE MEETING
HELD ON WEDNESDAY, 23RD OCTOBER 2019

1. To Record Attendance

Present: Cllrs R Finnigan (Chairman), T Leadley, A Hutchison, J Aveyard and W Kidger (late arrival).

K Oakley – Town Clerk also attended.

2. To Receive and Note Apologies for Absence and Consider Reasons Given for Non-Attendance.

Apologies for absence were received from Cllrs S Kimberley, R Bell and M Storey and reasons given for absence were noted and approved.

3. Declarations of Disclosable Pecuniary and Other Interests

There were no declarations of interest.

4. To approve minutes of meeting held on 25/9/19

The minutes of the meeting held on 25/9/19 were agreed as a true and correct record.

5. To approve Financial Reports for September 2019 and Payments and Receipts registers for September 2019

Payments totalling £37,181.99 (excl any VAT) for September 2019 were approved. The financial reports for September 2019 were received and noted.

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

A verbal update was given on progress.

7. To further discuss proposal, in principle, for provision of CCTV cameras in Morley Parks (expenditure yet to be determined)

A verbal update was given to Members. Any further updates received will be reported to this Committee.

8. To receive update on arrangements for Remembrance Events 2019 and consider any associated expenditure (budget allocated in 2019/20 is £1,000)

(i) Quotation received from GB1 Chauffeurtours re. Transport to and from Manchester Airport @ £125.00 (plus VAT) each way (to be taken from budget heading ‘4203’ – Civic Transport). This expenditure was approved.

9. To further discuss review of Town Council IT (to include the following) and associated expenditure – Cllr A Hutchison

(i) Disaster Recovery

(ii) Future-proofing

(iii) IT equipment requirements

(iv) Remote Desktops

(v) Going paperless

(vi) Security

Two further quotations from Bellingham IT and KS Services, were considered. Following a discussion, as per the quotation from techmonkeys dated 24/7/19, expenditure of £2453.24 (plus VAT) for two systems including necessary support for 12 months, was proposed and agreed.

(Note: the Town Clerk has since met with a representative from techmonkeys on 29/10/19 to discuss the current system and future requirements. An updated quotation dated 30/10/19, based on current requirements has been obtained for £2137.52 plus VAT).

10. To further discuss role of Town Crier and consider information supplied by ‘The Ancient and Honourable Guild of Town Criers’

The Town Clerk reported that, as yet, no response had been received from Mr Foley and a chase-up was requested.

11. To receive update on proposal to promote ‘Dementia Friendly’

Cllr Hutchison had undertaken to arrange ‘Dementia Friendly’ training for town councillors, possibly immediately following the next Full Council meeting on 6th November 2019. Any relevant information will be sent to the Town Clerk for information to be sent out to all members.

12. To further discuss local news provision following end of publication of Morley Observer & Advertiser

It was reported that the first edition of ‘The Press’ will be published next week. This item to be taken off the agenda.

13. To consider proposal to replace artificial flowers/greenery in Town Hall and any associated expenditure – Cllr W Kidger

Cllr Kidger was asked to obtain an estimate of requirements and what amount is required. Item to be placed on the next agenda.

14. To discuss and agree restructuring of Committees and meetings and to consider approval of appropriate delegated decisions to the Town Clerk in consultation with Chairmen (any recommendations made and agreed will need to be ratified by Full Council at its November meeting)

It was explained that some Committees wished to reduce to meeting bi-monthly. This will be an individual committee decision and will be determined in May 2020.

15. To consider proposal in report from Town Clerk regarding ‘Environmental Enhancement Budgets’ – this item was deferred from the previous meeting (Minute 17 – 25/9/19)

The content of the report dated 19/9/19, prepared by the Town Clerk and Instaplanta, was noted. It was agreed that the ‘Morley In Bloom’ budget be delegated to the Highways & Transportation Committee under its 2020/21 budget.

16. To consider and agree items of expenditure under Community Infrastructure Levy (CIL), as follows:-

(i) Tree-Planting Scheme

A verbal report was given in that, it is proposed 250 trees be planted at a cost of £50.00 approx per tree. It was proposed to allocate the sum of £16,000 for this project. This amount of Community Infrastructure Levy (CIL) expenditure was approved. To be ratified by Full Council at the meeting to be held on 6th November 2019.

(ii) Provision of metal fencing on land corner of Howley Park Road and A650 Britannia Road. The boundary fence is between the land mentioned and the former Cross Keys, measuring 23.5 m. Quotation provided by LCC is £3,296.00 for supply and installation of a 1.2m high roll top metal fence and removal of existing wooden fence which is in disrepair.

The above CIL expenditure was approved.

17. To receive and note update to Town Council’s Asset Register following information received from Zurich Municipal regarding renewal of insurance for 2019/20

It was reported that a ‘Casket’ has been gifted to the Town Council, to be kept in the Mayor’s Parlour. It is estimated the value will be approx. £5,000; this item to be added to the Asset Register. The gold safety chain donated to the Town Council by Cllr Hutchison is also to be added to the Register. The Town Clerk was also asked to investigate to whom the silver plate items displayed in the LBH, belong to. If it is determined that said items belong to MTC, they will need to be added to the Asset Register.

18. To approve items of expenditure, as follows:-

(i) Payments in respect of Salary and Pension Contributions – October 2019

(ii) Bank Charges – £17.85 (October)

(iii) D Debit – TalkTalk Broadband – £32.95 (October)

(iv) Invoice dated 4/10/19 from Ricoh UK Limited for £387.53 (plus VAT) re. Photocopier rental 1/10 to 31/12/19 and usage 1/7 to 30/9/19

(v) Invoice dated 11/10/19 from Staples UK Ltd for £44.97 (plus VAT) re. Stationery

(vi) Invoice dated 12/10/19 from Yorkshire Internal Audit Services for £310.00 (no VAT) re. First Internal Audit visit y/e 31/3/20

All of the above items of expenditure were approved for payment.

19. To Note Expenditure under Town Clerk’s Delegated Authority (Financial Regulations adopted 4/5/16 – item 4.1) – item for information only:-

(i) Invoice dated 26/9/19 from PKF Littlejohn LLP re. External Audit Fee y/e 31/3/19 for £600.00 (plus VAT)

Civic Duties expenditure:-

(i) 4/9/19 – Petty cash £6.50 re. Snacks for Mayor’s Parlour

All of the above items of expenditure made under Town Clerk’s delegated authority, were noted and approved.

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

(i) Email 20/9/19 from Andrea Jenkyns MP’s office re. Mural in Beryl Burton Gardens

(ii) Letter 7/10/19 from Rialtas Business Solutions Ltd re. ‘Fees and Charges’ from 1/4/20

(iii) Copy of letter (undated) to Andrea Jenkyns MP re. ‘Community Infrastructure Levy Expenditure’ (copy attached)

The above items of correspondence were noted.

21. Date and Time of Next Meeting

The next meeting is scheduled to be held on Wednesday, 27th November 2019 at 7pm.

MINUTES OF FINANCE, GENERAL PURPOSES & STRATEGIC COMMITTEE MEETING

HELD ON WEDNESDAY, 25^TH SEPTEMBER 2019

1. To Record Attendance

Present: Cllrs R Finnigan (Chairman), T Leadley, S Kimberley, A Hutchison, R Bell, M Storey and W Kidger (late arrival). K Oakley – Town Clerk also attended.

2. To Receive and Note Apologies for Absence and Consider Reasons Given for Non-Attendance.

Apologies for absence were received from Cllr J Aveyard, and reason for absence was noted and approved.

3. Declarations of Disclosable Pecuniary and Other Interests

Cllr R Finnigan declared an ‘other’ interest in any items relating to Leeds CC as he is a ward member.

4. To approve minutes of meeting held on 24/7/19

The minutes of the meeting held on 24/7/19 were agreed as a true and correct record.

Cllr W Kidger arrived at this point.

5. To approve Financial Reports for July and August 2019 and Payments and Receipts registers for July and August 2019

Payments totalling £20,250.76 (excl any VAT) for July 2019 and £3666.78 (excl VAT) for August 2019 were approved. The financial reports for July and August 2019 were received and noted.

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

A verbal update was given on progress.

7. To further discuss proposal, in principle, for provision of CCTV cameras in Morley Parks (expenditure yet to be determined)

A verbal update was given to Members. Any further updates received will be reported to this Committee.

8. To discuss arrangements for Remembrance Sunday 2019 and consider any associated expenditure

The Mayor updated Members on arrangements so far. The following items were further discussed:-

• Room Hire

It was reported that M.I.C.E. money will be used to pay for room hire for the Poppy Concert on 2/11/19.

• Agreement to purchase 200 wooden crosses at a cost of £1.50 each – total £300

This item of expenditure was approved.

• Donation to The Band of the West Yorkshire Fire & Rescue Service

A proposed donation of £300 to The Band, was approved.

• Refreshments

Discussions were held regarding provision of refreshments following the Remembrance Parade & Service on Sunday, 10^th November. It is not yet confirmed who will be dealing with refreshments but a donation of £150 is suggested.

• Printing of 500 Tickets – £60.00 plus VAT = £72.00 to Robrook Design & Print

Additional consideration was given to the visit of the Mayor & Mayoress of Siegen who will be arriving on Saturday, 9^th November and leaving on Monday, 11^th November. A reservation has been made at The Village Hotel at a cost of £253.00, which includes a ticket to the ‘Inspire’ event for the Mayoress of Siegen. This expenditure was approved. Cllr R Finnigan wished it minuted that he did not support this.

Cllr Hutchison also requested that a quote be obtained from GB1 Chauffeurtours for the provision of civic transport to collect the Mayor & Mayoress of Siegen from Manchester Airport and return them on Monday, 11^th November. This quotation to be brought to the next meeting. Cllr R Finnigan wished it minuted that he did not support this.

9. To further discuss review of Town Council IT (to include the following) and associated expenditure – Cllr A Hutchison

• Disaster Recovery
• Future-proofing
• IT equipment requirements
• Remote Desktops
• Going paperless
• Security

The Town Clerk reported that Technology Hire UK Limited, the current IT company used by the Town Council, had responded negatively to the request for a quote. No further quotes had been sought. Following a discussion, Cllr A Hutchison undertook to obtain 2 further quotes.

10. To further discuss role of Town Crier and consider information supplied by ‘The Ancient and Honourable Guild of Town Criers’

It was reported that it had been confirmed that Mr S Foley has agreed to act as Town Crier.

It was agreed to delegate to the Chairman of this Committee and the Town Clerk, to take this matter forward.

11. To receive update on proposal to promote ‘Dementia Friendly’

Cllr Hutchison undertook to arrange ‘Dementia Friendly’ training for town councillors, possibly immediately following the next Full Council meeting on 6^th November 2019.

Further to a recent Memory Café event held in the Mayor’s Parlour, Cllr Hutchison proposes that all councillors be asked to undertake the necessary one-hour’s training, which will then enable the Town Council to be deemed ‘Dementia Friendly’. Cllr Hutchison undertook to organise the necessary training and to send relevant information to the Town Clerk so that this can be passed on to members.

12. To establish 3-year financial plan

Following a discussion, it was agreed that this be considered when dealing with budget setting in October/November 2019.

13. To receive verbal update on local news provision following end of publication of Morley Observer & Advertiser

Cllr Finnigan reported on a recent meeting with D Lockwood who is working on launching a newspaper in Morley. The Town Clerk was asked to include this item on the next agenda.

14. To consider expenditure of £4,500 (plus VAT) to commission a feasibility study from Andrew Moseley Associates regarding provision of a car park utilising ‘all-weather’ pitch at Woodkirk High School

A verbal report was given on the background to this proposal. If the feasibility study indicates a large financial outlay, this cannot go ahead. It was proposed and agreed that the expenditure in respect of the feasability study be approved. Expenditure to be taken from ‘Special Projects’.

15. To discuss and agree restructuring of Committees and meetings and to consider approval of appropriate delegated decisions to the Town Clerk in consultation with Chairmen (any recommendations made and agreed will need to be ratified by Full Council at its November meeting)

A proposal was made to reduce the number of Committee meetings held, possibly reducing to bi-monthly from May 2020. It was determined that each Committee must decide if it wishes to hold meetings every two months and delegation needs to be looked at. This matter to be brought back to the next meeting.

16. To consider proposal in Report from Town Clerk regarding ‘Additional Street Cleansing (Lengthsman) Operations’ and associated expenditure

A report prepared by the Town Clerk and Instaplanta had been distributed with the meeting papers.

Following a discussion, it was proposed and agreed that Instaplanta provide Lengthsman operations for 3 hours per weekday at a cost of £11,625 per 12 months. However, a review will take place in March 2020. The expenditure to come from ‘Special Projects’ up to 31/3/20 (the end of the current financial year). The expenditure for 2020/21 to come under the H&T budget. This will need ratification at the next Full Council meeting on 6^th November 2019.

17. To consider proposal in report from Town Clerk regarding ‘Environmental Enhancement Budgets’

Following a discussion, it was agreed to defer this item to the next meeting, as the Chairman of the Highways & Transportation Committee was absent.

18. To approve expenditure in respect of Annual Insurance with Zurich Municipal – £1,304.51

This item of expenditure was approved.

19. To consider and agree items of expenditure under Community Infrastructure Levy (CIL), as follows:-

• To consider Tree-Planting Scheme

It was agreed to defer this item to the next meeting.

20. To approve items of expenditure, as follows:-

• Payments in respect of Salary, Pension Contributions and Tax & NI Contributions (Sept) – August & September 2019
• Bank Charges – £18.55 (August) and £10.85 (September)
• D Debit – TalkTalk Broadband – £32.95 (August) and £32.95 (September)
• Invoice dated 12/9/19 from Neopost Finance Limited for £96.47 (plus VAT) re. Franking machine rental

All of the above items of expenditure were approved.

21. To Note Expenditure under Town Clerk’s Delegated Authority (Financial Regulations adopted 4/5/16 – item 4.1) – item for information only:-

• Invoice dated 30/6/19 from Ricoh UK for £150.00 (plus VAT) re. Security Erasure
• Petty cash £8.50 re. Special Delivery charges for building society passbook
• Invoice dated 12/6/19 from Neopost Finance Limited for £96.47 (plus VAT) re. Franking m/c rental 19/7/19 to 18/10/19
• Invoice dated 17/7/19 for £220.00 (plus VAT) re. civic transport
• Invoice dated 24/7/19 for £165.00 (plus VAT) re. civic transport
• Invoice dated 6/7/19 for £175.24 (plus VAT) re. Photocopier rental 1/7/19 to 30/9/19
• Invoice dated 11/7/19 for £213.48 (plus VAT) re. Photocopier use 1/4/19 to 30/6/19
• £175.00 – Renewal of SLCC membership
• £40.00 – Renewal of ALCC membership
• Invoices dated 2/8/19 for £80.00 each (plus VAT) re. Regional Training Seminar for TC/DTC 31/7/19
• Invoices dated 25/9/19 for £116.16 (plus VAT) for Ricoh UK Limited re. Stationery
• Invoice dated 14/8/19 for £57.57 re. additional insurance premium for Siegen visit
• £30.60 – K Oakley re. mileage claim re. attendance at Regional Training Seminar
• Invoice dated 29/7/19 for £7.04 (plus VAT) from YPO re. Stationery
• Invoice dated 30/7/19 for £31.49 (plus VAT) from Staples UK Limited re. Stationery
• Invoice dated 21/8/19 for £297.00 (plus VAT) from Lee & Company re. payroll preparation Dec 18 to Aug 19

Civic Duties expenditure:-

• £24.00 – Refreshments for Schools Cluster meeting 17/7/19
• £36.00 – Refreshments for charity abseil 27/7/19
• £78.00 – Laundering of tablecloths
• £5.57 – Snacks for Mayor’s Parlour

All of the above items of expenditure made under Town Clerk’s delegated authority, were noted and approved.

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

Two items of correspondence were tabled by the Town Clerk, as follows:-

• Email 6/9/19 from YLCA re. ‘NALC – Policy Consultation E-Briefing 09-19 Independent Review Into Local Government Audit’
• FOI Request dated 12/9/19

Both of the above items of correspondence were noted.

23. Date and Time of Next Meeting

The next meeting is scheduled for Wednesday, 23^rd October 2019 at 7pm.

 

MINUTES OF FINANCE, GENERAL PURPOSES & STRATEGIC COMMITTEE MEETING HELD ON WEDNESDAY, 24^TH JULY 2019

1. To Record Attendance

Present: Cllrs S Kimberley (Deputy Chairman), A Hutchison, R Bell, J Aveyard, W Kidger and T Leadley. K Oakley – Town Clerk also attended.

2. To Receive and Note Apologies for Absence and Consider Reasons Given for Non-Attendance.

Apologies for absence were received from Cllr R Finnigan, and reason for absence was noted and approved.

3. Declarations of Disclosable Pecuniary and Other Interests

Cllrs A Hutchison and W Kidger declared an ‘other’ interest in any items relating to Leeds CC as they are both ward members.

4. To approve minutes of meeting held on 26/6/19

The minutes of the meeting held on 26/6/19 were agreed as a true and correct record.

5. To approve Financial Reports for June 2019 and Payments and Receipts registers for June 2019

Payments totalling £21,503.70 (excl any VAT) for June 2019 were approved. The financial reports for June 2019 were received and noted.

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

A verbal update was given on progress.

7. To further discuss proposal, in principle, for provision of CCTV cameras in Morley Parks (expenditure yet to be determined)

A verbal update was given to Members. Any further updates received will be reported to this Committee.

8. To discuss arrangements for Remembrance Sunday 2019 and consider any associated expenditure

Members were informed that a meeting was recently held with a representative of The Royal British Legion. It was reported that the Mayor of Siegen has accepted an invitation to come to Morley over the Remembrance Weekend. Cllr Hutchison undertook to liaise with Cllr R Gettings (LCC) regarding arrangements and report back to the September meeting.

9. To carry out review of Town Council IT

Current IT and security was discussed. A quotation had been provided including Hardware, set up and installation, Office 365, training x 1, and additional pricing for IT support; total cost excluding support £1127.22 plus VAT. The Town Clerk advised that 3 quotes would be required. Discussions were also held regarding ‘going paperless’. All Town Councillors are to be contacted to ask if they would be prepared to ‘go paperless’. Item to be brought back to the September meeting.

10. To discuss role of Town Crier

It is proposed to make this a permanent position, and it was agreed an advert be placed on the Town Council noticeboard. Cllr Bell also undertook to contact Mr Foley, who has previously acted as Town Crier to ask whether he would be willing to take up the role.

11. To consider proposal to promote ‘Dementia Friendly’

Further to a recent Memory Café event held in the Mayor’s Parlour, Cllr Hutchison proposes that all councillors be asked to undertake the necessary one-hour’s training, which will then enable the Town Council to be deemed ‘Dementia Friendly’. Cllr Hutchison undertook to organise the necessary training.

12. To adopt ‘The Management of Transferable Data Policy’

Points 2.5 and 10.1 of the ‘draft’ which had been distributed to all members, were queried. Following a discussion, it was agreed to defer this item and to consider this Policy’s content in as a part the review of IT provision and current GDPR regulations.

13. To establish 3-year financial planning for all Committees

It was proposed and agreed that each Chairman takes this item back to his own Committee in September, to be considered when dealing with budget setting in October/November 2019.

14. To discuss Town Council Website

The Town Clerk reported that a photographer had been organised to take updated photos prior to the next Full Council meeting on 4/9/19. Provision of I.D. badges will also be dealt with.

15. To review set budgets under ‘Civic Duties’

The current budgets set under ‘Civic Duties’ were reviewed.

16. To discuss local news provision following end of publication of Morley Observer & Advertiser

It was agreed to defer this item to the September meeting.

17. To approve items of expenditure, as follows:

(i) Payments in respect of Salary and Pension Contributions – July 2019

(ii) Bank Charges – £11.90 (July)

(iii) D Debit – TalkTalk Broadband – £31.20

(iv) Invoice from The Royal British Legion for £200.00 re. 400 Crosses supplied for Schools Service (November 2018) – to be taken from 2019/20 ‘Remembrance’ budget

All of the above items of expenditure were approved.

 

18. To Note Expenditure under Town Clerk’s Delegated Authority (Financial Regulations adopted 4/5/16 – item 4.1) – item for information only:-

• Invoice dated 30/6/19 from Ricoh UK for £150.00 (plus VAT) re. Security Erasure
• Petty cash £8.50 re. Special Delivery charges for building society passbook
• Invoice dated 12/6/19 from Neopost Finance Limited for £96.47 (plus VAT) re. Franking m/c rental 19/7/19 to 18/10/19

Civic Duties expenditure:-

• £99.00 – Whitby Town Council re. 2 tickets for Yorkshire Day Invoice
• £50.46 – refreshments for Marching Band Competition

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

19. To Receive Items of Correspondence (for information only) (i) Email dated 5/7/19 from YLCA re; ‘Marking the Death of a Senior National Figure’, plus attachment ‘Protocol on Marking the Death of a Senior National Figure’. (ii) Email dated 22/7/19 from the Fairtrade Committee. The above items of correspondence were noted; regarding 19(ii), the Town Clerk was asked to contact the Fairtrade Committee to request a representative attend the next Full Council meeting on 4/9/19 to make a presentation regarding preparation for application for ‘Fairtrade status’.

20. Date and Time of Next Meeting

The next scheduled meeting will take place on Wednesday, 25^th September 2019 at 7pm.

 

MINUTES OF FINANCE, GENERAL PURPOSES & STRATEGIC COMMITTEE MEETING HELD ON WEDNESDAY, 26TH JUNE 2019

1. To Record Attendance

Present: Cllrs R Finnigan (Chairman), S Kimberley, A Hutchison, J Aveyard and T Leadley.

K Oakley – Town Clerk also attended.

2. To Receive and Note Apologies for Absence and Consider Reasons Given for Non-Attendance.

Apologies for absence were received from Cllrs W Kidger, R Bell and M Storey and reasons for absence were noted and approved.

3. Declarations of Disclosable Pecuniary and Other Interests

Cllrs R Finnigan and A Hutchison declared an ‘other’ interest in any items relating to Leeds CC as they are both ward members.

Cllr A Hutchison declared a ‘pecuniary’ interest in agenda item 14, as his partner is the Town Centre Manager.

4. To approve minutes of meeting held on 29/5/19

The minutes of the meeting held on 29/5/19 were agreed as a true and correct record.

5. To approve Financial Reports for May 2019 and Payments and Receipts registers for May 2019

Payments totalling £14,623.16 (excl any VATable items) for May 2019. The financial reports for May 2019 were received and noted.

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

A verbal update was given on progress.

7. To further discuss proposal, in principle, for provision of CCTV cameras in Morley Parks (expenditure yet to be determined)

A verbal update was given to Members. Any further updates received will be reported to this Committee.

8. To discuss arrangements for Remembrance Sunday 2019 and consider any associated expenditure

Members were informed that a meeting with the Royal British Legion has been arranged to discuss this further and an update will be brought to the next meeting.

9. To approve appointment of Yorkshire Internal Audit Services as Town Council’s Internal Auditor for 2019/20

It was proposed and agreed that Yorkshire Internal Audit Services be appointed as the Town Council’s Internal Auditor for 2019/20

10. To note increase of Fidelity Guarantee under Town Council Insurance Policy from £500,000 to £1,000,000

This information was noted. The Town Clerk informed members that no extra charge has been incurred but will included at the next renewal.

11. To approve signatories for Town Council’s Building Society Account

It was proposed and agreed to add Cllr A Hutchison to the signatories for the Town Council’s Building Society Account.

12. To approve expenditure in respect of updating Honour Board for 2019/20

It was proposed and agreed that the expenditure for updating the Honour Board for 2019/20 be approved.

13. To discuss visibility of Town Councillors in the Community

It was proposed and agreed that 20 ‘high-vis’ jackets be purchased in various sizes, with Morley Town Council on the back. Expenditure to be taken from ‘special projects’.

Having previously declared a ‘pecuniary interest in the following item, Cllr A Hutchison left the meeting at this point and took no part in the discussion or vote.

14. To approve release of 2019/20 funding of £9,000 to Town Centre Management Board

It was proposed and agreed that the funding included in the 2019/20 budget of £9,000 be released to the Town Centre Management Board

15. To discuss proposal to Commission a Portrait of Full Council as per quotation of £150.00

This item was withdrawn.

16. To consider request re. Community Infrastructure Levy (CIL) expenditure, as follows:-

(i) Signs at Lewisham Court – £620.00 being 50% of the total cost

(ii) Gates at Middleton Close – £450.00 contribution requested

Total £1,070

The above items of CIL expenditure were proposed and agreed.

17. To consider proposal to organise a 10k run event

It was agreed that this item be referred to the September Community Development Committee meeting for consideration.

18. To approve items of expenditure, as follows:-

(i) Payments in respect of Salary and Pension Contributions – June 2019

(ii) Bank Charges – £15.05 (June)

The above items of expenditure were approved.

19. To Note Expenditure under Town Clerk’s Delegated Authority (Financial Regulations adopted 4/5/16 – item 4.1) – item for information only:-

(i) Invoice 9/5/19 from Yorkshire Internal Audit Services for £310.00 re. Final Internal Audit Visit 2018/19

(ii) Invoice dated 13/5/19 from Ricoh UK Ltd for £150.00 (plus VAT) re. Security Erasure

(iii) Petty cash £8.50 re. Special Delivery charges for building society passbook

Civic Duties expenditure:-

(i) Invoice 8/6/19 from GB1 Chauffeur Tours Limited for £220.00 (plus VAT) re. Civic Transport 8/6/19

(ii) Petty cash expenditure – £30.00 re. Flowers for W Whitehead

(iii) Invoice to Karen Moxon re. catering for Annual Council meeting – £160.00

(iv) Invoice 20/5/19 from Lister Horsfall for £333.33 (plus VAT) re. Repair & Clean of Regalia

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

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

(i) Email 21/5/19 from YLCA, plus Letter from SSAFA re. ‘Celebrating the 25th Anniversary of VE Day – 8 May 2020’

(ii) Email 13/6/19 from YLCA re. ’The Public Sector Bodies (Websites and Mobile Applications) (No. 2) Accessibility Regulations 2018 and attachment L09-18 NALC Document

The above items of correspondence were noted.

21. Date and Time of Next Meeting

The next scheduled meeting will take place on Wednesday, 24th July 2019 at 7pm.

 

MINUTES OF FINANCE, GENERAL PURPOSES & STRATEGIC COMMITTEE MEETING
HELD ON WEDNESDAY, 29TH MAY 2019
1. To Record Attendance

Present: Cllrs R Finnigan (Chairman), S Kimberley, A Hutchison, J Aveyard and T Leadley.

K Oakley – Town Clerk also attended.

2. To Receive and Note Apologies for Absence and Consider Reasons Given for Non-Attendance.

Apologies for absence were received from Cllrs W Kidger, R Bell and M Storey and reasons for absence were noted.

3. Declarations of Disclosable Pecuniary and Other Interests

There were no declarations of interest.

4. To approve minutes of meeting held on 24/4/19

The minutes of the meeting held on 24/4/19 were agreed as a true and correct record.

5. To approve Financial Reports for April 2019 and Payments and Receipts registers for April 2019

Payments totalling £27,931.94 (excl any VATable items) for April 2019. The financial reports for April 2019 were received and noted.

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

A verbal update was given on progress. A conceptual design has been agreed on and will now go forward for feasibility.

7. To further discuss proposal, in principle, for provision of CCTV cameras in Morley Parks (expenditure yet to be determined

A verbal report was given to Members. Installation costings from SSE and Parks & Countryside are awaited.

8. To further discuss Mayoral role

The Town Clerk reported that Standing Order 19 defines the matter of responsibility for reviews/appraisals and absence etc. This was noted.

9. To discuss and agree updating of Town Council Website, i.e. Photographs of Full Council, Committees and Councillors

It was proposed and agreed that new photographs of Full Council, Committees and newly-elected Councillors be commissioned. It was agreed to ask L Holroyd, Photographer, to take the photographs.

10. To discuss and agree purchase of I.D. badges for new Members

It was proposed and agreed to purchase I.D. badges for new Members and replace any that have been lost.

11. To consider request re. Community Infrastructure Levy (CIL) expenditure, as follows:-

(i) Morley Victoria Primary School – £2158.00 to renovate climbing wall and add second set of pegs

The above CIL expenditure of £2,158.00 was approved.

12. To approve items of expenditure, as follows:-

(i) Payments in respect of Salary and Pension Contributions – May 2019

(ii) Bank Charges – £14.70 (April); £18.55 (May)

(iii) Direct Debit payment due 3/5/19 for £40.00 re. Data Protection Fee

The above items of expenditure were approved.

13. To Note Expenditure under Town Clerk’s Delegated Authority (Financial Regulations adopted 4/5/16 – item 4.1) – item for information only:-

(i) Invoice 17/4/19 from Staples UK Limited for £23.75 (plus VAT) re. Stationery.

(ii) Invoice 12/2/19 from YLCA for £230.00 re. Clerk’s Training Day (TC and DTC)

Civic Duties expenditure:-

(i) £60.00 – The Royal British Legion for 3 wreaths

(ii) Invoice 26/4/19 from GB1 Chauffeur Tours Limited for £240.00 (plus VAT) re. Civic Transport 26/4/19

(iii) Invoice 7/5/19 from GB1 Chauffeur Tours Limited for £180.00 (plus VAT) re. Civic Transport 7/5/19

(iv) Invoice 12/5/19 from GB1 Chauffeur Tours Limited for £190.00 (plus VAT) re. Civic Transport 12/5/19.

(v) Cllr A Hutchison – reimbursement of expenditure of £158.02 (plus VAT) re. Drinks cabinet Mayor’s Parlour

(vi) Petty cash expenditure, as follows:-

(a) £20.00 – Community Contributions

(b) £55.00 – Flowers (Annual Meeting)

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

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

The following item of correspondence was tabled:-

(i) Email 29/5/19 from YLCA re. ‘Resolutions for Debate at the YLCA Joint Annual Meeting – 13 July 2019’.

The Chairman proposed that the Town Council submits a resolution regarding the legality of using Community Infrastructure Levy (CIL) monies to fund church projects, if they are of benefit to the community, which is currently prohibited by statute. The Town Clerk was asked to email YLCA to ask whether a resolution could be submitted after the deadline of 20th June 2019, as the next Full Council meeting will not take place until 26th June 2019. (Note: email response received from YLCA stating that responses must be received by 20th June 2019).

The above item of correspondence was received and noted.

15. Date and Time of Next Meeting

The next scheduled meeting will take place on Wednesday, 26th June 2019 at 7pm.

 

MINUTES OF FINANCE, GENERAL PURPOSES & STRATEGIC COMMITTEE MEETING
HELD ON WEDNESDAY, 27TH MARCH 2019

In the absence of Cllr R Gettings (Chairman), Cllr S Kimberley (Deputy Chairman) chaired the meeting.

1. To Record Attendance

Present: Cllrs S Kimberley (Deputy Chairman), A Hutchison, R Bell, S Varley, J Aveyard and

R Finnigan. K Oakley – Town Clerk also attended.

2. To Receive and Note Apologies for Absence and Consider Reasons Given for Non-Attendance.

Apologies were received from Cllrs R Gettings, W Kidger and J Elliott. The reasons given for absence were received and noted.

3. Declarations of Disclosable Pecuniary and Other Interests

There were no declarations of interest.

4. To approve minutes of meeting held on 27/2/19

Minute 15 – the Town Clerk reported that a holding response had been received from the Competition & Markets Authority.

The minutes of the meeting held on 27/2/19 were agreed as a true and correct record.

5. To approve Financial Reports for February 2019 and Payments and Receipts registers for February 2019

Payments totalling £21,685.16 (excl any VATable items) for February 2019. The financial reports for February 2019 were received and noted.

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

A verbal update was given on new concepts put forward by Groundwork at a recent meeting. The Town Clerk was asked to circulate the pictures to all members.

7. To discuss and agree proposal submitted by Buffalo Web Design re. Website Maintenance &

Support

The Town Clerk suggested that this proposal was not necessary and it was appropriate to continue with the current arrangement, i.e. paying for technical support as and when it is required. This was agreed.

8. To further discuss proposal to promote enquiries re. Community Infrastructure Levy (CIL)

expenditure – Cllr R Finnigan

Enquiries have been received from:-

(i) Morley Victoria PS

(ii) St Paul’s Church

(iii) Friends of Springfield Park

As there is now an application process, the Town Clerk was asked to send the relevant forms to each of the above organisations for completion and return.

9. To discuss proposal, in principle, for provision of CCTV cameras in Morley Parks (expenditure yet to be determined)

A verbal report was given on this item. It was proposed and agreed that definitive costings be obtained for CCTV cameras to be put in all Morley Parks.

10. To discuss proposal to commission a ceremonial robe (to be tailored) and agree expenditure of up to £1,000

A costing of £1,010.22 provided by a local seamstress, which had been sent to Cllr Hutchison, was tabled. It was proposed and agreed that the ceremonial robe be commissioned at this cost, to be taken from ‘Special Projects.

11. To discuss Mayoral role – Cllr S Kimberley

It is proposed that the role of Mayor be a ceremonial one only and that possibly, the Leader of Council to act as Chairman.

The Town Clerk to seek advice from the Yorkshire Local Councils Associations and Normanton Town Council.

12. To consider and approve ‘draft’ Security Incident Policy for Morley Town Council

A ‘draft’ document had been emailed to members and copies were tabled. The document was agreed with some suggested amendments being made as follows:-

3a. Add “As soon as possible and, in any case,”

5. Change “Council” in first sentence for “Finance, General Purposes & Strategic Committee”.

13. To note renewal of Lease Agreement with Ricoh UK Limited in respect of Photocopier and request for ‘Secure30’ Ricoh Data Cleansing

This item was noted and approved.

14. To approve items of expenditure, as follows:-

(i) Payments in respect of Salary and Pension Contributions (to include additional payments regarding additional hours approved at meeting held on 27/2/19) – March 2019

(ii) £31.20 d. debit re. TalkTalk Broadband

(iii) Invoice dated 14/3/19 from LexisNexis for £110.99 (no VAT) re. CA Baker Local Council Administration Eleventh Edition

(iv) Invoice dated 6/3/19 from ViPA UK Ltd for £1,695.00 (plus VAT) re. Supply of Envirogard-HD Kit (mobile CCTV Camera) – expenditure agreed at meeting held on 27/2/19

The above items of expenditure were approved.

15. To Note Expenditure under Town Clerk’s Delegated Authority (Financial Regulations adopted 4/5/16 – item 4.1) – item for information only:-

(i) Invoice dated 27/2/19 from Buffalo Hosting Ltd for £149.99 (plus VAT) re. Website Hosting February 2019 to February 2020

(ii) Invoice dated 5/3/19 from First Aid Services for £218.00 (plus VAT) re. 1-day Emergency First-Aid at Work course x 2 re. First-Aid training for Town Clerk/Deputy Town Clerk on 4/3/19

Civic Duties expenditure:-

(i) Invoice dated 5/3/19 from Leeds City Council for £240.00 (no VAT) re. room hire for “Mayoress’s At Home” 16/3/19

The above items of expenditure were noted.

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

There were no items of correspondence.

17. Date and Time of Next Meeting

The next scheduled meeting will be held on Wednesday, 24th April 2019 at 7pm.

 

MINUTES OF FINANCE, GENERAL PURPOSES & STRATEGIC COMMITTEE MEETING HELD ON WEDNESDAY, 27^TH FEBRUARY 2019

1. To Record Attendance

Present: Cllrs S Kimberly (Deputy Chairman), S Varley, J Aveyard and R Finnigan (late arrival). L Raynor (WY Police Partnership Funding Officer), PCSO A Goodall (NPT), PCSO N Westle (NPT) and W Maynard-Light (Deputy Town Clerk) also attended.

2. To Received and Note Apologies for Absence and Consider Reasons Given for Non-Attendance.

Apologies were received from Cllrs R Gettings, W Kidger, J Elliott and A Hutchison.

The reasons were received and noted.

3. Declarations of Disclosable Pecuniary and Other Interests

There were no declarations of interest.

4. To approve minutes of meeting held on 2/1/19

The minutes of the meeting held on 2/1/19 were agreed as a true and correct record.

5. To approve Financial Reports for December 2018 and January 2019 and Payments and Receipts registers for December 2018 and January 2019

Payments totalling £10,625.59 (excl any VATable items) for December 2018 and payments totalling £28,257.00 (excl any VATable items) for January 2019. The financial reports for December 2018 and January 2019 were received and noted.

6. To receive and note information regarding ‘National Salary Award for Local Council Employees 2019-2020’

The above information was received and noted.

Cllr R Finnigan arrived at this point.

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

Cllr Finnigan reported that a meeting was to be held on Friday, 28/2/19 where Groundwork would table preliminary concept drawings.

8. To discuss proposal to purchase 35 WW1 books produced by Morley Community Archives: cost £5.00 per book; total cost £175.00 – Cllr R Finnigan

Cllr Finnigan gave a verbal overview on these books and it was agreed each Councillor would receive a copy. It was proposed and agreed that monies be taken from cost centre 4210 – Special Projects.

9. To discuss proposal to purchase additional litter bins for Morley Town Council area; decision in principle only as expenditure is yet to be determined – Cllr R Finnigan

Cllr Finnigan gave a verbal report on this item. It is proposed to increase the number of bins within the Town Council area, to include the Town Council logo, with proposed expenditure to be taken from Community Infrastructure Levy (CIL). Cllr Finnigan requested Councillors provide him with locations, with a list being compiled for consideration of suitability. Two proposed locations were put forward, Watering Meadow and the bus stop on A650 by Tingley WMC.

10. To discuss cleaning of graffiti and agree expenditure – Invoice dated 7/1/19 for £291.67 (plus VAT) (retrospective) – Cllr R Finnigan (it will need to be determined where this expenditure to be taken from)

Cllr Finnigan gave a verbal report on this item. A person, using the tag ‘KEZ’ had applied graffiti at several locations within the town and a request had been made to clean/remove same. This work has been carried out by LCC. It was proposed and agreed expenditure should be taken from cost centre 4210 – Special Projects..

11. To discuss proposal to promote suggestions for Community Infrastructure Levy (CIL) expenditure – Cllr R Finnigan

A proposed application form was tabled for members consideration. Amendments were proposed and agreed.

12. To discuss proposal, in principle, for provision of CCTV cameras in Morley parks (expenditure yet to be determined) – Cllr R Finnigan

Problems have been reported in some of Morley’s parks with anti-social behavior and fly-tipping. It has been proposed to use Community Infrastructure Levy to fund a CCTV camera to take images, to dispel anti-social behaviour and fly tipping. Members agreed, in principle, to look at a scheme to install CCTV cameras in all Morley parks, using Community Infrastructure Levy (CIL) expenditure. This item to be placed on the next agenda.

13. To discuss and agree expenditure in respect of purchase of Complete Enviroguard HD kit (mobile CCTV camera) – £1,695.00 (plus VAT) (it will need to be determined where this expenditure to be taken from)

The Enviroguard is a covert camera and would be used to detect fly-tipping and anti-social behaviour, following recent incidents of fly-tipping reported on Dawson Hill. It was proposed and agreed the expenditure for the camera be taken from Community Infrastructure Levy (CIL) with LCC having overall responsibility for maintenance and servicing of the camera.

PCSOs A Goodall and N Westle arrived during the above item.

14. To agree expenditure in respect of installation of 4 Notice Boards (already purchased) at previously agreed locations – quotation from Rhodes Homes dated 13/2/19 for £600.00 (plus VAT) (it will need to be determined where this expenditure to be taken from)

It was proposed and agreed the expenditure be taken from cost centre 4210 – Special Projects. At the last Highways and Transportation Committee meeting held, members had expressed concerns about the location of the noticeboard proposed for the Library. Following a site visit, Cllr Aveyard suggests that the noticeboard should be sited to the right-hand side of the entrance door.

The meeting was adjourned at this point. A photograph was taken with members of the Committee, L Raynor and the two PCSOs re. Holiday Boxes.

L Raynor, PCSOs Goodall and Westle left the meeting at this point.

15. To discuss proposal from Cllr R Finnigan for Morley Town Council to write to the Competition & Markets Authority regarding Instaplanta

Cllr Finnigan gave an overview regarding problems encountered by Instaplanta working in the town centre and other areas around Leeds, in particular the siting of planters by Instaplanta and the removal of same by another body/ies. It was proposed a letter be sent to CMA, in support of the work Instaplanta carries out. This was agreed.

16. To approve items of expenditure, as follows:-

• Payments in respect of Salary and Pension Contributions – January (retrospective) and February 2019
• £31.20 re. TalkTalk Broadband charge
• £19.60 Bank charges – January
• £16.10 Bank charges – February
• Invoice dated 24/12/18 from DomAlarms for £319.73 (plus VAT) re. CCTV system maintenance 14/2/19-13/2/20 Churwell Park (it will need to be determined where this expenditure to be taken from)

It was proposed and agreed the expenditure be taken from cost centre 4251, CCTV budget (CDC).

• Invoice dated 7/1/19 from Staples UK Limited for £35.14 (plus VAT) re: stationery
• Invoice dated 9/1/19 from Staples UK Limited for £73.99 (plus VAT) re. new printer
• Invoice dated 10/1/19 from Staples UK Limited for £75.07 (plus VAT) re. ink cartridges
• Invoice dated 8/1/19 from Ricoh UK Ltd for £399.09 (plus VAT) re. photocopying charges 1/10/18-31/12/18 and rental 1/1/19 to 31/3/19
• Invoice dated 8/1/19 from Staples for £14.30 (plus VAT) re. stationery
• Invoice dated 28/12/18 from Leeds City Council for £6011.52 (plus VAT) re. provision of Enforcement Officer 1/11/17 to 31/10/18
• Invoice dated 30/1/19 from Leeds City Council for £5860.00 (no VAT) re. service charge for Accommodation Charge for Town Council office

The above items of expenditure were agreed.

17. To Note Expenditure under Town Clerk’s Delegated Authority (Financial Regulations adopted 4/5/16 – item 4.1) – item for information only:-

• Invoice dated 15/1/19 from Technology Hire Service (UK) Ltd for £50.00 (plus VAT) re: reinstate computer network
• Petty cash expenditure – £5.79 re. paper and card
• Petty cash expenditure – £5.97 re. 3 x 2019 diaries
• Invoice dated 15/1/19 from Mrs P May for £31.38 re. clerical services 29/11/18
• Mileage claim – Cllr L Beever £104.58 re. travel to various civic events
• Invoice dated 23/1/19 from Leeds CC for £30.00 re. Booking for Small Banqueting Hall on 8/2/19

The above items of expenditure were noted.

Civic Duties expenditure:-

• Petty cash expenditure – Cllr R Bell £5.96 re. snacks for Mayor’s Parlour
• £56.25 to Suds re. laundering of tablecloths
• £60.00 to Royal British Legion re. 3 wreaths (services in February)
• £60.00 to Royal British Legion re. 3 wreaths (services in March/April)
• £140.00 to Bell Catering Limited re. luncheon for Col. A Roberts 8/2/19

The above items of expenditure were noted.

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

There were no items of correspondence.

It will be necessary for Standing Order 3(d) be invoked at this point, due to confidential employment issues under discussion.

Standing Order 3(d)

Meetings shall be open to the public unless their presence is prejudicial to the public interest by reason of the confidential nature of the business to be transacted or for other special reasons. The public’s exclusion from part or all of a meeting shall be by a resolution which shall give reasons for the public’s exclusion.

19. To approve additional payments to Town Clerk and Deputy Town Clerk for additional hours accrued, following advice from S Spence, YLCA, and as discussed at the Staffing Sub-Committee meeting held on 12/2/19

Following a discussion, the additional payments to Town Clerk and Deputy Town Clerk were approved.

For information, advice has also been sought from S Spence, YLCA, regarding 2018/19 annual leave entitlement for the Town Clerk and Deputy Town Clerk

20. Date and Time of Next Meeting

The next scheduled meeting will be held on Wednesday, 27^th March 2019.

 

MINUTES OF FINANCE, GENERAL PURPOSES & STRATEGIC COMMITTEE MEETING HELD ON WEDNESDAY, 2^ND JANUARY 2019

1. To Record Attendance

Present: Cllrs S Kimberly (Deputy Chairman), J Elliott, A Hutchison and S Varley. W Maynard-Light (Deputy Town Clerk) also attended.

2. To Received and Note Apologies for Absence and Consider Reasons Given for Non-Attendance.

Apologies were received from Cllrs R Gettings, J Aveyard, W Kidger, R Bell and R Finnigan. The reasons were received and noted.

3. Declarations of Disclosable Pecuniary and Other Interests

There were no declarations of interest.

4. To approve minutes of meeting held on 28/11/18

The minutes of the meeting held on 28/11/18 were agreed as a true and correct record.

5. To approve Financial Reports for November 2018 and Payments and Receipts registers for November 2018

Payments totalling £32,348.95 (excl any VATable items) for November 2018. The financial report for November 2018 was received and noted.

6. To discuss 2019/20 Budget proposal and other information appended, as follows:-

(i) Consider projected expenditure to 31/3/19 and c/fwd figure (app 1)

Members considered projected expenditure to 31/3/19 as per information in app1 prepared by the Deputy Town Clerk.

(ii) Consider all Committees’ budget submission for 2019/20 (app 2)

All the budget submissions for 2019/20 were considered. Following a discussion, it was proposed and agreed to increase to following Committees’ budgets, as follows:-

Finance, GP & Strategic

4170 Election Costs to £26,000

4210 Major Projects to £34,075

4152 Bank Charges to £175

Community Development

4251 CCTV to £3,700

4270 Christmas Lights event to £7,000

4271 Entertainments to £4,000

(iii) A precept of £204,379 for 2019/20 is recommended for ratification by Full Council at its meeting to be held on 9th January 2019. This means a -1% increase at Band D. This was proposed, seconded and agreed. It was noted that the “anticipated” LCTS Grant for 2019/20 is £12,411.

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

Cllr Hutchison gave a verbal report on the current situation following the last meeting/workshop. Plans for the Art Space are progressing.

8. To discuss commissioning of ceremonial robes and agree associated expenditure – Cllr Hutchison

Cllr Hutchison gave a verbal update on this item. Awaiting costings from seamstresses. This item to be placed on the next agenda.

9. To note CIL Return submitted to Leeds City Council re. 2017-18

A copy of this Return had been provided to members and the information was noted.

10. To discuss proposal to invite the Mayor of Siegen to attend and lay a wreath at 2019 Remembrance Service – Cllr Gettings

This item was deferred to the next meeting.

11. To discuss proposal to purchase 35 WW1 books produced by Morley Community Archive – Cllr R Finnigan

This item was deferred to the next meeting.

12. To approve items of expenditure, as follows:-

• Payments in respect of Salary, Pension Contributions and Tax & NI Contributions – December 2018
• £31.20 re. TalkTalk Broadband charge
• Bank charges – £14.00
• Invoice from Neopost Finance Limited for £63.47 (plus VAT) re. franking machine rental 19/1/19-18/4/19
• Invoice from Rialtas Business Solutions Ltd for £250.00 (plus VAT) re. Omega software maintenance.

The above items of expenditure were approved for payment.

13. To Note Expenditure under Town Clerk’s Delegated Authority (Standing Order 19e) – item for

information only:-

• Petty cash expenditure – R Bell £28.80 re. mileage claim to civic event
• Reimbursement to W Maynard-Light £79-40 (plus VAT) re. replenishment of drinks cabinet
• £17.85 Bank charges – payable 30/11/18

Civic Duties expenditure:-

• Reimbursement to W Kidger – £44.75 re. engraved plaques for Mayor’s portraits
• Reimbursement to L Gettings – £39.17 (plus VAT) re. refreshments for Poppy Seller reception
• Petty cash expenditure – £18.00 re cleaning of Mayor’s robes.
• Petty cash expenditure – £20.00 re. Community Contributions for various Mayoral events
• Petty cash expenditure – £3.18 re. raffle ticket books

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

14. To receive items of correspondence (for information only)

There were no items of correspondence.

15. Date and time of next meeting

The next scheduled meeting will take place on Wednesday, 27^th February 2019 at 7 pm.

 

MINUTES OF FINANCE, GENERAL PURPOSES & STRATEGIC COMMITTEE MEETING
HELD ON WEDNESDAY, 28TH NOVEMBER 2018
1. To Record Attendance

Present: Cllrs R Gettings (Chairman), R Bell, S Kimberley, J Elliott, R Finnigan, A Hutchison and

J Aveyard (late arrival). W Maynard-Light (Deputy Town Clerk) also attended.

2. To Received and Note Apologies for Absence and Consider Reasons Given for Non-Attendance.

Apologies were received from Cllr W Kidger. The reason was noted.

3. Declarations of Disclosable Pecuniary and Other Interests

None were declared.

4. To approve minutes of meeting held on 16/10/18

The minutes of the meeting held on 16/10/18 were agreed as a true and correct record.

5. To approve Financial Reports for September and October 2018 and Payments and Receipts registers for September and October 2018

Payments totalling £36,100.37 (excl any VATable items) for September 2018 and £14,636.19 (excl any VATable items) for October 2018 were approved. The financial reports for September and October 2018 were received and noted.

6. To receive update on forthcoming Mayoral events
Cllr R Bell advised members:-

(i) ‘Mayor’s Christmas Wine Tasting Party’ on Friday, 7/12/18 at Thornfield House at 7pm.

(ii) He would be attending the funerals of Billy Adcock and Joe Morton.

(iii) Normanton Christmas lights switch-on event on 30/11/18.

(iv) The Mayor’s Carol Service on Sunday, 9/12/18 at 5pm.

(v) A reception for the Poppy sellers in the Mayor’s Parlour, Thursday 6/12/18 at 11.30am.

(vi) Christmas lights switch-on event, 1/12/18.

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

Cllr Elliott gave an overview of the current situation. Groundworks had progressed their work remit and submitted plans to LCC.

Cllr J Aveyard arrived at this point.

Cllr Elliott informed members the monies required for the project has been found from combined avenues.

8. To discuss commissioning of ceremonial robes and agree associated expenditure –

Cllr A Hutchison

Cllr Hutchison gave an overview and suggested robes could be made by a local seamstress. Following a discussion, it was agreed Cllr Hutchison progress this idea and obtains price(s), to be reported at the next meeting.

9. To discuss Spring Project Street Cleaning – Cllr A Hutchison

Cllr Hutchison proposed work begins in the Spring on a jet wash of the full length of Queen Street, with expenditure being taken from the Highways budget. Proposed costings to be brought to the next meeting by Cllr Hutchison.

10. To consider increase in annual grant monies

Cllr Gettings gave an overview of the proposal to increase the annual grant monies. Following a discussion, it was proposed and agreed to increase the annual funding for 2019/20, as follows:-

(i) Highways & Transportation budget for Horticulture to be increased to £17,500.

(ii) Morley Arts Festival budget increased to £10,000.

(iii) Royal Society of St George budget increased to £10,000.

(iv) Community Grants budget increased to £10,000.

11. To consider recommendations from Ward Councillors on proposed projects.

Councillors put forward the following recommendations for consideration: –

(i) Youth/families Activity Fund to be set up. Requires a criteria for application. To be brought back to next meeting.

(ii) Commission of re-useable cloth bunting in town colours to include crest, with a durability of up to five years and washable. This was referred to TCMB.

(iii) Hesketh Lane, CCTV in the playground.

(iv) CCTV on the orchard next door the Hesketh Lane playground.

(v) Signage “Welcome to Morley, Fairtrade Town”.

(vi) Grit bins to be placed in strategic positions within each ward.

(vii) Production of leaflet for “Mungo Way” (country walk(s)), identifying footpaths walks undertaken by Highways Committee members.

(viii) Zebra crossings. To convert all zebra crossings with ‘halos’ and also prepare lamp posts, previously identified, for installation of SID’s.

12. To note receipt of CIL Income of £63,246.34

The receipt of the CIL income was noted.

13. To approve purchase of Town Crest badges

Cllr Gettings advised members Morley In Bloom had previously purchased a quantity of badges, it was proposed the Town Council purchase the remaining badges, with the expenditure being taken from cost centre 4402, Civic Duties Non-Food. This expenditure was agreed.

14. To consider recommendations by Staffing Sub-Committee on issues relating to staffing of Town

Council office

In view of the confidential nature of the business about to be transacted, it is advisable in the public interest, that the public and press be temporarily excluded in accordance with Standing Order 3 (d) and they are instructed to withdraw.

(a) Deputy Town Clerk

 

(b) Support staff

 

15. To approve items of expenditure, as follows:-

(i) Payments in respect of Salary, Pension Contributions and Tax & NI Contributions for October (retrospective), November 2018 (retrospective) and December 2018.

(ii) Invoice dated 6/11/18 from Ricoh for £106.96 (plus VAT) re. photocopying paper.

(iii) Invoice from The Royal British Legion for £60.00 re 3 x wreaths – Remembrance Sunday 11/11/18.

(iv) Invoice dated 15/11/18 from Lee & Company for £396.00 (plus VAT) re. Payroll preparation service December 2017 to November 2018.

(v) Payment of £300 The Band of the WY Fire & Rescue Service re Poppy Launch Concert 27/10/18 (to be taken from cost centre 4291 – Remembrance).

Cost centre to be determined:-

(vi) Invoice dated 2/10/18 from Leeds City Council for £1,496.79 (plus VAT) re. cost for installation and connection of column mounted Wi-Fi equipment.

Monies to be taken monies from the CIL Income, cost centre 1078

(vii) Invoice dated 6/11/18 from Groundwork Leeds for £ 2,595.00 (plus VAT) re. Art Space project architect fees, planning fee and consultation fees.

Monies to be taken from Special Projects, cost centre 4210.

(viii) Duplicate invoice dated 21/12/17 from DomAlarms for £304.50 (plus VAT) re. Annual CCTV System maintenance 14/2/18-13/2/19 (original invoice not received).

Monies to be taken from CDC CCTV, cost centre 4251.

The above items of expenditure were approved for payment.

16. To Note Expenditure under Town Clerk’s Delegated Authority (Standing Order 19e) – item for

information only:-

(i) £5.25 Bank Charges – payable 31/10/18.

(ii) Reimbursement to Cllr Kidger £104.39 re. bunting for Remembrance.

(iii) £200 – Neopost Limited to top-up Franking Machine Credit A/c.

(iv) Reimbursement to Deputy Town Clerk for £33.32 (plus VAT) re. annual Norton renewal.

(v) TalkTalk Broadband and card fee (by Credit Card) – £66.20 (October).

(vi) Petty Cash – R Bell – £14.40 re. mileage claim to civic events.

Civic Duties expenditure:-

(i) £60.00 to MRFC re 4 x tickets – Remembrance luncheon 11/11/18.

(ii) Petty cash – £26.26 (plus VAT) re. replenishment of Mayor’s drinks cabinet.

(iii) Petty cash – £10.00 re Community Contributions – SCARD Oakleaf Service 18/11/18.

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

17.To receive items of correspondence (for information only)

(i) Email dated 24/10/18 from Rebecca Fields, Assistant Financial Manager, LLC re: CIL Payment Oct 2018 – Morley Parish.

(ii) Email dated 31/10/18 from Carolyn Jolley, Senior Finance Manager, LLC re: Proposed Council Tax Precept Timetable for 2019/20.

(iii) Email dated 20/11/18 from Kathryn Moran, CIL Office, LCC re: CIL Guide for Community Committees and Parishes November 2018.

The above items of correspondences were received and noted.

18. Date and time of next meeting

The next scheduled meeting will take place on Wednesday, 2nd January 2019 at 7pm.

 

 

MINUTES OF FINANCE, GENERAL PURPOSES & STRATEGIC COMMITTEE MEETING
HELD ON WEDNESDAY, 17th OCTOBER 2018
1. To Record Attendance

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

2. To Received and Note Apologies for Absence and Consider Reasons Given for Non-Attendance.

Apologies were received from Cllr A Hutchison and note.

3. Declarations of Disclosable Pecuniary and Other Interests

None were declared.

4. To approve minutes of meeting held on 18/7/18

The minutes of the meeting held on 18/7/18 were agreed as a true and correct record.

Cllrs W Kidger and J Elliott arrived at this point.

5. To approve Financial Reports for July and August 2018 and Payments and Receipts registers for July and August 2018

Payments totalling £18,765.03 (excl any VATable items) for July 2018 and £6,723.08 (excl any VATable items) for August 2018 were approved. The financial reports for July and August 2018 were received and noted.

6. To discuss Finance, General Purpose & Strategic Committee Budget, as follows:-
(i) Review of 2018/19 Finance, General Purposes & Strategic Committee Budget

The budget for 2018/19 was reviewed and noted.

(ii) Consider and agreed Finance, General Purposes & Strategic Budget submission for 2019/20

It was proposed and agreed to adopted 2018/19 budget figures for 2019/20.

7. To receive verbal update on progression of Proposed Arts Space, Windsor Court
Cllr Elliott gave an overview of the current situation. There have been changes to the original plan, with the whole area of Windsor Court being incorporated into the current scheme/plan and to be completed in one phase with the plans to be revealed soon. The next meeting of the committee was scheduled to taken place on 7/11/18 and Cllr Elliott would report back.

Cllr Gettings, at this point, requested thanks be recorded to Deputy Town Clerk for taking on the duties of the Town Clerk, as well as her own, during the Town Clerk’s period of sickness. This was endorsed by members of the committee.

8. To received verbal update on arrangements by Remembrance Committee for 2018 commemoration events
Cllr Gettings gave an overview of the arrangements to date:-

(a) Poppy Launch Concert – 27/10/18. Arrangements are progressing well. DTC to send email inviting all Councillors to the event. Councillors to respond to Cllr Gettings, who will reserve seats. All proceeds from the evening will go to the Royal British Legion.

(b) Festival of Remembrance – 9/11/18. Central Methodist Church, Wesley Street. Schools have been invited to attend. All children attending will be given a wooden cross to ‘plant’ in the flower beds around the Town Hall after the service, with a small group continuing to the War Memorial in Scatcherd Park for a short commemoration service.

(c) Remembrance Sunday – 11/11/18. Gather in the Alexandra Hall for briefing. Mayor and civic guest to meet in the Mayor’s Parlour. Parade and wreath laying arrangements as in previous years.

9. To further discuss maintenance of War Memorial in Scatcherd Park
Cllr Elliott advised members scaffolding would be erected on 29/10/18 for work to start and be completed by 9/11/18.

10. To discuss Leeds Black Book and to agree a response
Cllr Gettings gave a verbal report on the background to this item and the omission of Morley from both the map of Leeds and references to events/restaurants. It was proposed and agreed the Town Council writes to the publishers to request this omission be redressed.

11. To agree clarification on the Old Town Council Crockery
Cllr Gettings gave an overview on the item. The crockery, belonging to the Morley Borough Council and stored in the Clocktower had been brought down, audit procedure undertaken, d broken crockery disposed of in accordance with LCC stipulation. Best crockery retained for Town Council usage or to sell onto members of the public, with monies going towards item(s) required in Mayor’s Parlour.

12. To receive update on Town Hall works
Cllr Gettings advised members the chair from the Mayor’s Parlour had been sent for re-holstering/repair. The work in the Council Chamber had been completed and painting of the ceiling in the Mayor’s Parlour would be undertaken shortly.

Cllr Kidger advised members of the work being carried out on various issues/repairs taking place throughout the Town Hall. Areas still to be considered for repair/refurbishment are the Cells, Clock Tower and Cllr Varley requested the kitchen in the Morleian Room be considered.

13. To received update on forthcoming Mayoral events
Cllr Bell advised members of the following events:-

(i) ‘Christmas Wine Tasting Party’ – Friday, 7th December 2018 at Thornfield House. Tickets are £20 per person,

(ii) Mayoress At Home – Saturday 16th March 2019 in Morley Town Hall.

(iii) Mayor’s Ball – Saturday, 13th April 2019 in Morley Town Hall.

14. To discuss Morley Community Archive’s book commemorating the end of World War 1 and agree associated expenditure.
Cllr Kidger gave an overview of the book, with an initial print of 75 books and proceeds going to charity. It was proposed and agreed £300 be donated with the proviso a copy of the book goes to the library, each school and one to the Town Council.

15. To discuss commissioning of ceremonial robes and agree associated expenditure
Cllr Gettings gave an overview on this item. Cllr Hutchison has proposed that a set of robes for the Mace Bearer be commissioning, using a local seamstress, to be worn on civic and ceremonial events. Following a discussion, it was proposed this item be brought back to the next meeting and Cllr Hutchison asked if he has a specific design/style of robes in mind.

Cllr A Rhodes left the meeting at this point

16. To discuss provision of bunting and agreed associated expenditure
Cllr Gettings gave an overview to this item. Following a discussion, a budget of up to £100 was proposed and agreed. Cllr Kidger to source and order bunting.

17. To approve items of expenditure, as follows:-
(i) Payments in respect of Salary, Pension Contributions and Tax & NI Contributions for August (retrospective) and September (retrospective) 2017

(ii) Invoice dated 10/8/18 from Zurich Municipal for £1202.66 re. public liability insurance 2018/19 (retrospective and as discussed with Chairman due to renewal date)

Invoice dated 29/9/18 from GB1 Chauffeur Tours Ltd for £260.00 (plus VAT) re. Civic Transport

(iii) Invoice dated 14/8/18 from Leeds City Council £5,987.87 re. election costs for Central Ward election 28/6/18

The above items of expenditure were approved.

18. To Note Expenditure under Town Clerk’s Delegated Authority (Standing Order 19e) – item for information only:-
(i) Invoice dated 1/8/18 from GB1 Chauffeur Tours Ltd for £440.00 (plus VAT) re. Civic Transport

(ii) £17.85 Bank Charges – payable 31/8/18

(iii) Invoice dated 5/6/18 from Longbow Lawns for £696.00 (plus VAT) re. paths maintenance

(iv) £200 – Neopost Limited to top-up Franking Machine Credit Account

(v) Invoice date 12/9/18 from Neopost Limited for £96.47 (plus VAT) re. quarterly rental for franking machine

(vi) Invoice date 10/9/18 from Robrook Press Ltd for £144.00 (plus VAT) re. banners for Remembrance Commemorations

(vii) £11.55 Bank Charges – payable 30/9/18

(viii) Reimbursement to Deputy Town Clerk for £112.80 (plus VAT) re. Microsoft Office Renewal Subscription for 2018/19

(ix) TalkTalk Broadband fee (by Credit Card) – £31.20 (August)

(x) TalkTalk Broadband fee (by Credit Card) – £31.20 (September)

(xi) R Bell – £80.55 re. mileage claim to civic events

(xii) R Bell – £42.30 re. mileage claim to civic events

Civic Duties expenditure:-

(i) Petty cash expenditure – £6.15 re. biscuits and milk for Heritage Tours

(ii) Petty cash expenditure – £11.70 re. materials to refurbish trolley in Mayor’s Parlour

(iii) £30.00 to Selby District Council re. tickets to Charity Concert 29/9/18

(iv) £82.00 to Selby District Council re. tickets to Charity Christmas Ball 15/12/18

(v) Petty cash expenditure – £10.00 re. community contribution 9/8/18

(vi) Petty cash expenditure – £21.00 re. reimbursement to W Maynard-Light for TEN’s notice Mayor’s Ball 13/4/19

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

19. To receive items of correspondence (for information only)
(i) Letter dated 2/10/18 from Rialtas Business Solutions re. fees and charges as at 1/4/19

This item of correspondence was noted.

20. Date and time of next meeting

The next scheduled meeting will take place on Wednesday, 28/11/18 at 7pm.

 

MINUTES OF FINANCE, GENERAL PURPOSES & STRATEGIC COMMITTEE MEETING

HELD ON WEDNESDAY, 18^TH JULY 2018

1. Attendance/Apologies for Absence

Present: Cllrs R Gettings (Chairman), R Bell, S Kimberley, A Hutchison, J Elliott, S Varley, W Kidger and

R Finnigan (late arrival). K Oakley – Town Clerk also attended, together with 1 member of the public.

Apologies were received from Cllr J Aveyard.

Cllr R Finnigan arrived at this point.

2. Declarations of Disclosable Pecuniary and Other Interests

None were declared.

3. To approve minutes of meeting held on 27/6/18

The minutes of the meeting held on 27/6/18 were agreed as a true and correct record.

4. To discuss request from L Raynor, Partnership Funding Officers, West Yorkshire Police for funding of £1,169 to restock and relaunch ‘Holiday Boxes’

L Raynor and PCSO A Goodall attended to present. This funding has been requested to restock existing boxes which are offered within the Town Council area to any member of the public going away. Some of the items included in the box are returnable, but there are a few items which can be kept, i.e. safe cans, marker pens. Following a discussion, funding of £1,169 from ‘Special Projects’ was proposed and agreed.

5. To approve Financial Reports for June 2018 and Payments and Receipts registers for June 2018

Payments totalling £16,164.85 (excl any VATable items) for June 2018 were approved. The financial reports for June 2018 were received and noted.

6. To receive verbal update on progression of Proposed Arts Space, Windsor Court
A meeting has been arranged for Tuesday, 24/7/18 to discuss the project further.

7. To discuss Partnership Organisations
A copy of the latest Siegen Circle AGM Minutes had been sent out to members and these were noted.

8. To discuss Remembrance Committee
It was reaffirmed that the membership should be the Mayor, Leader of Council, Chairman of the Finance, GP & Strategic Committee, Chaplain, a member of the Royal British Legion and the Town Clerk.

9. To further discuss maintenance of War Memorial in Scatcherd Park
There was no further update, however, it was requested that this item be placed on the next agenda.

10. To discuss Morley as a Child-Friendly Town
A lengthy discussion was held and it was agreed that this matter be given further consideration.

11. To consider request from Morley Arts Festival Director for additional Town Council funding of £3,000 for 2018
An email dated 21/6/18 from R Kennedy, Arts Festival Director, was discussed. Additional funding of £3,000 for the 2018 Festival has been requested to cover the cost of Printing/Distribution, Brochures and Public Liability. Following a discussion, the additional funding requested of £3,000 was proposed and agreed. This expenditure is to be taken from ‘Special Projects’.

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) £8000 to cover the cost of a ballot

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

A discussion was held regarding the amount requested; as it is not yet confirmed what the actual costs will be, Cllr Finnigan proposed that the sum of £10,000 be approved without specification, and the expenditure to be taken from ‘Special Projects’. This was agreed. However, because of the amount involved, this will require ratification by Full Council at the meeting to be held on 5/9/18. The Town Clerk was asked to invite R Kennedy, Town Centre Manager, to the Full Council meeting to brief members on the area to be covered by the BID, along with provision of an appropriate map.

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

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) 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.

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

15. To receive items of correspondence (for information only)
An item of correspondence was tabled, as follows:-

(i) Email dated 16/7/18 from Entertainment Licensing, Leeds CC re. ‘Public Consultation – Licensing Act 2003 Statement of Licensing Policy’. This item of correspondence was noted.

16. Date and time of next meeting

The next meeting is scheduled to be held on Wednesday, 26/9/18 at 7pm.

MINUTES OF FINANCE, GENERAL PURPOSES & STRATEGIC COMMITTEE MEETING HELD ON WEDNESDAY, 27^TH JUNE 2018

1. Attendance/Apologies for Absence

Present: Cllrs R Gettings (Chairman), R Bell, S Kimberley, R Finnigan, A Hutchison, J Aveyard, J Elliott and W Kidger. K Oakley – Town Clerk also attended, together with 1 member of the public.

There were no apologies.

2. Declarations of Disclosable Pecuniary and Other Interests

None were declared.

3. To approve minutes of meeting held on 23/5/18

The minutes of the meeting held on 23/5/18 were agreed as a true and correct record.

4. To approve Financial Reports for May 2018 and Payments and Receipts registers for May 2018

Payments totalling £28,422.06 (excl any VATable items) for May 2018 were approved. The financial reports for May 2018 were received and noted.

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

Cllr Elliott provided members with a verbal update and reported that A Mindham has now left Groundwork, however, someone else will be able to take over the project management. Outline Planning Permission has been granted and a design is yet to be confirmed. A discussion was held regarding the possibility of a large screen being incorporated into the design.

6. To discuss proposal re. Town Council Ambassadors

It was agreed that this item be brought back at some time in the future.

7. To discuss Partnership Organisations

A discussion was held regarding receipt of regular updates from each of the organisations that receive Town Council funding, i.e. RSSG, Morley In Bloom, Morley Murals, Morley Arts Festival, Siegen Circle and the Town Centre Management Board. It was proposed and agreed that a written report or minutes of meetings be sent to the Town Council at least six-monthly or within a significant period of time.

8. To discuss maintenance of War Memorial in Scatcherd Park

Cllr J Elliott requested that this item be put on the ‘back-burner’ for the time being. There could be some ‘Capital’ funding available towards work that will cost in the region of £18,000. A 3-way split was discussed, i.e. one-third from Community Committee, one-third from Sec 106 funds and one-third from Morley Town Council (CIL funds).

Cllr Elliott undertook to forward the estimate obtained for the work to the Town Clerk, who was asked to include an item on the Full Council agenda 4/7/18 for the expenditure of £6,000 to be approve from CIL funds.

9. To receive and note report from Enforcement Officer

The information contained in the brief report, was noted. A further request was made for a meeting with Line Manager and representatives from Gildersome & Drighlington PC’s to discuss progress.

10. To discuss request from L Raynor, Partnership Funding Officer, West Yorkshire Police, for funding of £1,169 to restock and relaunch ‘Holiday Boxes’

It was agreed to defer this item to the next meeting.

11. To agree appointment of Yorkshire Internal Audit Services as Internal Auditors for financial year 2018/19

The appointment of Yorkshire Internal Audit Services as Internal Auditors for financial year 2018/19 was approved.

12. To approve expenditure in respect of Updating of Honour Board for 2018/19

The expenditure in respect of the updating of the Honour Board for 2018/19, was approved, based on the 2017/18 cost of £125.00 plus VAT.

13. To discuss Council & Committee photographs on website

It was agreed that the photographs on the website should remain as they are.

14. To discuss and note article in YLCA ‘White Rose Update – June 2018’ (page 10) regarding ‘Apologies and Approval of Reasons for Absence

Following a discussion, it was agreed that the Town Clerk informs all members that apologies and reasons for absence should be given to the Town Clerk.

15. To approve release of 2018/19 funding of £9,000 to Town Centre Management Board

The release of the 2018/19 funding of £9,000 to Town Centre Management Board was approved.

16. To discuss request from the 2017/18 Mayor to contribute £583.32 to the 2017/18 Mayor’s Charity Fund

Following a discussion, it was agreed to donate the sum of £583.32 to the 2017/18 Mayor’s Charity Fund from the ‘Special Projects’ budget heading.

17. To discuss changing of Town Council meetings to an alternative day of the week

It was decided that the second Tuesday of the month is preferable, however, this will be determined at the 2019 Annual Full Council meeting.

18. To consider and approve CIL expenditure, as follows:-

(i) Estimated amount of £3,345.00 (plus VAT) to supply, install and maintain additional street light near to the bridge on the footpath, Cottingley Station. Estimated cost provided by Street Lighting PFI Manager, Leeds City Council.

The above item of CIL expenditure was approved.

(ii) Further consideration of match-funding of £6,000.00 re. improvement works to grass verges on Dewsbury Road, Tingley

This item was previously discussed at the 23/5/18 meeting and referred to the Highways & Transportation Committee for consideration and report back.

As the work has already been completed, this is considered retrospective. However, the above item of CIL expenditure was supported, but will require ratification by Full Council on 4/7/18.

19. To approve items of expenditure, as follows:-

(i) Payments in respect of Salaries and Pension Contributions for June 2018.

(ii) Invoices dated 31/5/18 and 11/6/18 from Technology Hire Service (UK) Ltd. for £120.00 and £190.00 (both plus VAT) in respect of resolving of computer issues.

(iii) Invoice dated 7/6/18 from Staples UK Ltd for £16.35 (plus VAT) re. Stationery.

(iv) Invoice dated 12/6/18 from Neopost Finance Ltd for £96.47 re. Franking m/c rental 19/7/18 to 18/10/18.

(v) Invoice dated 4/6/18 from Chauffeurtours UK Ltd for £160.00 (plus VAT) re. Civic Transport to Wakefield and return.

(vi) Invoice dated 5/6/18 from Buffalo Web Design for £30.00 (plus VAT) re. making Website GDPR Compliant.

(vi) £29.70 re. TalkTalk Broadband (May).

(viii) £29.70 re. TalkTalk Broadband (June).

(ix) £18.90 Bank Charges.

The above items of expenditure were approved.

20. To Note Expenditure under Town Clerk’s Delegated Authority (Financial Regulations (England) – item for information only:-

Civic Duties expenditure:-

(i) Small amounts of petty cash expenditure (May) re. laundering of tablecloths, replenishment of Mayor’s drinks cabinet, catering for Annual Meeting total £109.60.

(ii) Small amounts of petty cash expenditure (June) re. catering for Annual Meeting and Civic Sunday, tickets for an event, choir for Civic Sunday, catering for Brass Band Competition reception total £180.67.

(iii) Reimbursement of expenditure re. taxi fare to Normanton return – £40.00

(iv) £77.00 to Sugar Kingz re. catering for Civic Sunday

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

21. To receive items of correspondence (for information only)

(i) Email 1/6/18 from YLCA re. ‘Request to Complete a Short Survey to Gather Evidence: Adoption of the Community Infrastructure Levy System’.

(ii) Email 11/6/18 from Principal Licensing Officer, Leeds CC, re. ‘Statement of Licensing Policy – Public Consultation’.

The above items of correspondence were noted.

22. Date and time of next meeting

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

 

MINUTES OF FINANCE, GENERAL PURPOSES & STRATEGIC COMMITTEE MEETING
HELD ON WEDNESDAY, 23RD MAY 2018
In the absence of the Chairman, Cllr S Kimberley (Deputy Chairman) chaired the meeting.

1. Attendance/Apologies for Absence

Present: Cllr S Kimberley (Deputy Chairman), R Bell, A Hutchison, J Aveyard, S Varley and W Kidger (late arrival). K Oakley – Town Clerk also attended.

Apologies were received from Cllrs R Gettings, R Finnigan and J Elliott.

2. Declarations of Disclosable Pecuniary and Other Interests

None were declared.

3. To approve minutes of meeting held on 19/4/18

The minutes of the meeting held on 19/4/18 were agreed as a true and correct record.

4. To approve Financial Reports for April 2018 and Payments and Receipts registers for April 2018

Payments totalling £54,390.51 (excl any VATable items) for April 2018 were approved. The financial reports for April 2018 were received and noted.

Cllr W Kidger arrived at this point.

5. To receive and note information regarding ‘National Salary Award for Local Council Employees 2018-2019 and attachment E01-18 Salary Scales’
This information including ‘E01-18 Salary Scales’ was received and noted.

6. To receive verbal update on progression of Proposed Arts Space, Windsor Court
Cllr Aveyard provided members with a verbal update confirming that the finance is in place. Things are moving forward and there is to be an imminent press release. Outline Planning Permission has been granted and a design is yet to be confirmed.

7. To discuss Town Council website
Following a discussion, it was agreed to revisit this matter once the new GDPR Regulations are better established.

8. To receive update on General Data Protection Regulations (GDPR) – comes in to force on 25th May 2018, as follows:-
(i) Email dated 2/5/18 from S Spence, Chief Officer, YLCA re. Information Commissioner’s Statement on the General Data Protection Regulation’ and attachment ‘PB01-18 – ICO Statement on GDPR and the Local Councils Sector’.

(ii) Email dated 14/5/18 from S Spence, Chief Officer, YLCA, re. ‘Update on the GDPR and the Appointment of a Data Protection Officer’

(iii) Email dated 17/5/18 from F Stephenson, Buffalo Web Design and attachment ‘Buffalo Web Design Advice Note to Clients Regarding GDPR’

All of the above items relating to General Data Protection Regulations (GDPR) were noted.

9. To discuss proposal re. Town Council Ambassadors
It was agreed to defer this item to the next meeting.

10. To discuss Partnership Organisations
It was agreed to defer this item to the next meeting.

11. To discuss maintenance of War Memorial in Scatcherd Park
It was agreed to defer this item to the next meeting

12. To receive and note report from Enforcement Officer
The information contained in the brief report, was noted. A request was made for the Town Clerk to set up a meeting with Managers, with representatives from Gildersome & Drighlington PC’s to discuss progress.

13. To discuss request from L Raynor, Partnership Funding Officer, West Yorkshire Police, for funding of £1,169 to restock and relaunch ‘Holiday Boxes’
Following a discussion, the Town Clerk was requested to invite L Raynor and representatives of NPT to attend a meeting, as per L Raynor’s email dated 29/3/18.

14. To note receipt of CIL income of £16,234.02
The receipt of this income was noted.

15. To consider and agree funding of annual revenue cost of provision of Wi-Fi in town centre and to determine appropriate budget heading from which the expenditure is to be taken (cost £3,000 approx to be paid by monthly direct debit)
This amount of expenditure was approved, to be paid monthly by direct debit. It was agreed that the expenditure be taken from ‘Special Projects’, however, in the next financial year, to have its own budget heading.

16. To approve CIL expenditure, as follows:-
(i) Quotation dated 9/4/18 for £4,250.00 (plus VAT) to Churwell Community Assoc re. repair work to entrance gates and railings at Churwell Cenotaph.

The above item of CIL expenditure were approved.

(ii) Consideration of match-funding of £6,000.00 re. improvement works to grass verges on Dewsbury Road, Tingley.

Following a discussion, it was agreed that this item be referred to the Highways & Transportation Committee for further consideration.

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

(ii) Invoice dated 9/4/18 from Leeds City Council for £5,860.00 (no VAT) re. Accommodation Charge 2017/18

(iii) Invoice dated 26/4/18 from Yorkshire Internal Audit Services for £300.00 re. Final Internal Audit Visit 2017/18

(iv) £29.70 re. TalkTalk Broadband charge (April)

(v) £4.55 re. Bank Charges

The above items of expenditure were approved for payment.

18. To Note Expenditure under Town Clerk’s Delegated Authority (Standing Order 19e) – item for information only:-
(i) Invoice dated 7/4/18 from Ricoh UK Ltd for £344.31 (plus VAT) re. Photocopier usage and rental

(ii) £200 – Neopost Limited to top-up Franking Machine Credit A/c

Civic Duties expenditure:-

(i) Petty cash expenditure – £7.54 re. biscuits

(ii) Petty cash expenditure – £20.00 re. 2 tickets Wakefield St George’s Concert

(iii) Petty cash expenditure – £10.00 re. community contributions

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

19. To receive items of correspondence (for information only)
None.

20. Date and time of next meeting

The next scheduled meeting will take place on Wednesday, 27th June 2018 at 7pm.

 

MINUTES OF FINANCE, GENERAL PURPOSES & STRATEGIC COMMITTEE MEETING
HELD ON THURSDAY, 19TH APRIL 2018

1. Attendance/Apologies for Absence

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

Apologies were received from Cllrs R Finnigan, J Elliott and W Kidger.

2. Declarations of Disclosable Pecuniary and Other Interests

None were declared.

3. To approve minutes of meeting held on 29/3/18

A question was asked regarding minute 14(i) and a discussion ensued.

The minutes of the meeting held on 29/3/18 were agreed as a true and correct record.

4. To approve Financial Reports for March 2018 and Payments and Receipts registers for March 2018

Payments totalling £4947.41 (excl VAT) for March 2018 were approved. The financial reports for March 2018 were received and noted.

5. To receive verbal update on progression of Proposed Arts Space, Windsor Court
Cllr Aveyard provided members with a verbal update.

6. To further discuss proposal for provision of Notice Boards and associated expenditure
Members were updated on progress by the Town Clerk and it was reported that Cllr A Rhodes had agreed to install the notice boards.

7. To discuss proposals for Remembrance Sunday and agree associated expenditure
Cllr Gettings provided an update on arrangements and it was agreed that a £200 donation be given to the Scouts for helping.

8. To discuss Town Council website
This item was deferred to the next agenda.

9. To discuss General Data Protection Regulations (GDPR) – comes in to force on 25th May 2018
The Town Clerk reported that it had been confirmed by YLCA that they can offer a DPO service. Further details are to follow.

10. To discuss proposal re. Town Council Ambassadors
This item was deferred to the next meeting.

11. To review accounts from Organisations receiving Morley Town Council funding
Following a discussion, it was agreed that audited accounts should be requested from an organisation when it asks for release of the funding.

12. To discuss Partnership Organisations
A verbal report was provided.

13. To note receipt of Precept and Local Council Tax Support Grant for 2018-19
A request was made for the Town Clerk to set up a meeting with Managers, with representatives from Gildersome & Drighlington PC’s to deal with appropriate transfer of funds from receipts recently received.

14. To discuss proposal to purchase an ‘A’ Board – expenditure of £74.00 (plus VAT)

This item of expenditure was approved.

15. To discuss source(s) of funding regarding maintenance of War Memorial in Scatcherd Park
The Town Clerk was asked to make appropriate enquiries regarding possible grant funding and to liaise with Cllr J Elliott regarding what work is required.

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

(ii) £29.70 re. TalkTalk Broadband charge (March)

The above items of expenditure were approved.

17. To Note Expenditure under Town Clerk’s Delegated Authority (Standing Order 19e) – item for information only:-
(i) Petty cash expenditure – £1.98 re. Battery

(ii) Petty cash expenditure – £1.75 re. Card for Certificates

Civic Duties expenditure:-

(i) £5.81 – reimbursement of expenditure to Cllr J Elliott re. refreshments for foreign students

(ii) £20.00 to Cllr R Bell re. Community Contributions

(iii) £8.21 (excl VAT) re. biscuits for Schools Music Festival 24/3/18

(iv) £4.30 (excl VAT) re. biscuits for Mayor’s Parlour

(v) £55.50 for 3 wreaths

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

18. To receive items of correspondence (for information only)
There were no items of correspondence.

19. Date and time of next meeting

The date and time of the next meeting will be confirmed at the Annual Full Council Meeting to be held on Wednesday, 9th May 2018.

 

MINUTES OF FINANCE, GENERAL PURPOSES & STRATEGIC COMMITTEE MEETING
HELD ON THURSDAY, 29TH MARCH 2018

1. Attendance/Apologies for Absence

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

Apologies were received from Cllrs R Finnigan, S Varley, J Aveyard and A Hutchison.

2. Declarations of Disclosable Pecuniary and Other Interests

All members present declared an ‘other’ interest in agenda item 14(i), as they are all members of the RSSG.

3. To approve minutes of meeting held on 4/1/18

Cllr Judith Elliott was in attendance and the minutes should be amended to record this. Subject to this amendment, the minutes of the meeting held on 4/1/18 were agreed as a true and correct record.

4. To approve Financial Reports for December 2017 and January and February 2018, and Payments and Receipts registers for December 2017 and January and February 2018

Payments totalling £4,304.40 (excl VAT) for December 2017, £16,573.73 (excl VAT) for January 2018 and £10,525.40 (excl VAT) for February 2018 were approved. The financial reports for December 2017 and January and February 2018 were received and noted.

5. To receive verbal update on progression of Proposed Arts Space, Windsor Court
Cllr Elliott gave a verbal update. It was reported that £65,000 funding from the ‘Local Centres Programme’ has been approved by the Executive Board; £45,000 funding is already in place. A further £10,000 is available if needed. The project will cost approx. £109,000 in total.

6. To further discuss proposal for provision of Notice Boards and associated expenditure
Information provided by Cllr Aveyard was tabled. It was proposed and agreed that 4 notice boards be purchased (1050 x 750 size) at a cost of £495.00 (plus VAT) each, colour black, domed style; to include town crest; expenditure to be taken from ‘Special Projects’ budget. 4 locations have been agreed, as follows:-

(i) Outside Morley Post Office

(ii) Replace the existing MTC notice board

(i) By the bus stop on Hesketh Lane

(ii) Outside Morley Library

The Town Clerk was asked to make enquiries about installation.

7. To further discuss disposal of Old Town Plates and Crockery
Cllr Gettings reported that he had recently met with R Jackson, LCC, who had confirmed that he is happy for us to go ahead and sell the items, however a record must be kept of any items sold. The proceeds could be used to purchase replacement items for the Mayor’s Parlour, i.e. glasses. It was also suggested that the glass washing machine needs a plate rack. It was reported that Cllr S Varley had volunteered to assist with the audit of the items.

8. To discuss proposals for Remembrance Sunday and agree associated expenditure
The following was discussed:-

(i) PA system has been booked

(ii) Scouts to serve refreshments and hand-out Orders of Service

(iii) Mayor and Civic Party to leave from front door of Town Hall

(iv) Friday 9/11/18 – service for Children at Central Methodist

(v) Exhibition in Town Hall by Morley Archive Group

(vi) WYF&R band concert on Saturday, 27/10/18 to launch poppy appeal – it was proposed and agreed to pay the band £300 expenses from the ‘Remembrance’ budget

(vii) Cllr Gettings to deal with room bookings

(viii) BL will appoint a new Chaplain

9. To discuss General Data Protection Regulations (GDPR) – comes in to force on 25th May 2018
The Town Clerk reported that a training event is to be attended on 12th April 2018 relating to new GDPR Regulations.

10. To discuss proposal re. Town Council Ambassadors
This item was deferred to the next meeting.

11. To consider and agree provision of Website Support from Buffalo Web Design and associated expenditure
It was proposed and agreed that support be provided by Buffalo Web Design on an ‘ad-hoc’ basis at a rate of £45.00 per hour in 20-minute slots.

12. To consider and approve item(s) of Community Infrastructure Levy (CIL) expenditure, as follows:
(i) Supply and install 2 dummy cameras and anti-climb spikes to new CCTV pole at Churwell Park – quotation from SecuriPlex dated 5/1/18 for £504.00 (plus VAT)

The above item of expenditure was approved.

13. To consider and agree renewal of Yorkshire Local Councils Associations subscription for 2018/19 – £2,441.00
It was proposed and agreed that the expenditure of £2,441.00 in respect of the Yorkshire Local Councils Associations 2018/19 subscription be approved.

14. Items put forward for consideration and discussion by Cllr R Gettings:-
(i) Leeds Branch of The Royal Society of St George

Following a discussion, it was proposed and agreed that the Town Clerk writes to the RSSG Head Office to confirm that the Town Council does not support the need for a ‘Morley’ Branch of the RSSG. Cllr Gettings to provide Town Clerk with appropriate address information.

(ii) Partnership Organisations

It was proposed that an item be placed on each Finance, GP & Strategic Committee agenda relating to ‘Partnership Organisations’. This was agreed.

(iii) Town Council website

It was felt that someone should be paid to update the website on a more ‘regular’ basis, with photographs etc. It was suggested that an amount of £20 per week, to a maximum expenditure of £500 to come from the ‘Special Projects’ budget. This item to be placed on the next agenda for further discussion and consideration.

(iv) WW1 Commemoration Aluminium Statue

It was proposed and agreed that an Aluminium Statue of ‘Tommy’ be purchased by the Town Council. It was suggested that this be sited in Scatcherd Park in the garden by the War Memorial. Morley Murals would be happy to contribute, i.e. fund the cost of installation. The cost of the statue is £750.00 and the expenditure to be taken from the ‘Special Projects’ budget.

15. To review accounts from Organisations receiving Morley Town Council funding
The Town Clerk was asked to request audited accounts from the Town Centre Management Board and Morley Arts Festival.

16. To approve items of expenditure, as follows:-
(i) Payments in respect of Salary, Pension Contributions & Tax & N.I. payments – January, February & March 2018

(ii) £30.20 re. TalkTalk Broadband charge (January)

(iii) £29.70 re. TalkTalk Broadband charge (February)

(iv) £49.99 re. Norton Security Renewal (February)

(v) Bank charges – £10.15 period 2/12/17 to 29/12/17

(vi) Bank charges – £17.85 period 30/12/17 to 2/2/18

(vii) Bank charges – £5.25 period 3/2/18 to 2/3/18

(viii) Invoice dated 13/3/18 from Neopost Finance Limited for £96.47 (plus VAT) re. Franking m/c rental 19/4/18 to 18/7/18

The above items of expenditure were approved.

17. To Note Expenditure under Town Clerk’s Delegated Authority (Standing Order 19e) – item for information only:-
(i) R Bell – mileage claim £32.00

(ii) Invoice dated 13/1/18 from Rialtas Business Solutions Ltd for £245.00 (plus VAT) re. Omega Software Maintenance

(iii) Petty cash expenditure – £36.45 re. flowers for 100th birthday and special delivery fee

(iv) Petty cash expenditure – £30.00 re. flowers for Cllr W Whitehead

(v) Petty cash expenditure – £5.79 re. card/paper

(vi) £200.00 – Neopost Limited re. Top-up Franking machine credit a/c

(vii) Invoice dated 13/12/17 from Neopost Finance Ltd for £96.47 (plus VAT) re. Franking m/c rental 19/1/18-18/4/18

(viii) Invoices dated 8/1/18 from Ricoh UK Ltd for £357.35 (plus VAT) re. Photocopier use & rental

(ix) Invoice dated 30/1/18 from Ricoh UK Ltd for £108.48 (plus VAT) re. A4 paper

(x) Invoice dated 12/2/18 from YPO for £15.11 (plus VAT) re. Stationery

(xi) £90.00 to YLCA re. Town Clerk/Dep Town Clerk’s attendance at a GDPR Training Event on 26/4/18

(xii) Invoice dated 27/2/18 from Buffalo Hosting Ltd for £149.99 (plus VAT) re. Web Hosting February 2018 to February 2019

Civic Duties expenditure:-

(i) £21.00 – reimbursement of expenditure to K Oakley re. Temporary Event Notice for Mayoress’s “At Home”

(ii) £120.00 to Morley In Bloom re. purchase of 60 Town Crest badges

(iii) £143.23 (inc VAT) reimbursement to K Oakley re. refreshments for Schools’ Music Festival 24/3/18

(iv) Petty cash – £20.00 re. Flowers for Poppy Sellers lunch 1/2/18

(v) Petty cash – £119.60 (inc VAT) re. refreshments for Poppy Sellers lunch 1/2/18

(vi) Petty cash – £12.00 re. laundering of tablecloths

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

18. To receive items of correspondence (for information only)
There were no items of correspondence.

19. Date and time of next meeting

It was agreed that the next meeting be brought forward to Thursday, 19th April 2018 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