Finance, General Purposes & Strategic Committee

Committee Membership 2018 – 2019

Chairman – Bob Gettings

Deputy Chairman & Chairman of Community Development Committee – Simon Kimberley

Chairman of Highways – Jim Aveyard

Chairman of Planning – Robert Finnigan

Roger Bell

Judith Elliott

Andrew Hutchison

Wyn Kidger

Shirley Varley

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

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

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

Committee Meetings

View dates of forthcoming Committee meetings

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FINANCE, GENERAL PURPOSES & STRATEGIC COMMITTEE MEETING 

TO BE HELD ON WEDNESDAY, 2ND JANUARY 2019 AT 7 PM IN THE RECEPTION ROOM, MORLEY TOWN HALL

AGENDA

  1.  To Record Attendance

2.   To Receive and Note Apologies for Absence and Consider Reasons Given for Non-Attendance.

3.    Declarations of Disclosable Pecuniary and Other Interests

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

4.    To approve Minutes of Meeting dated 28/11/18

5.   To approve Financial Reports for November 2018 and Payments and Receipts Registers for

November 2018

5.    To Discuss 2019/20 Budget proposals, and other information appended, as follows:-

(i)            Consider projected expenditure to 31/3/19 and c/fwd figure

(ii)           Consider all Committees’ budget submissions for 2019/20

(iii)          Consider Precept recommendation for 2019/20

All of the above Budgets and Precept information will require ratification by Full Council at its meeting to be held on 16/1/19

 

6.  To receive verbal update on progression of Proposed Arts Space, Windsor Court
7.  To discuss commissioning of ceremonial robes and agree associated expenditure –  Cllr A Hutchison

8.  To note CIL Return submitted to Leeds City Council re. 2017-18

9.  To discuss proposal to invite the Mayor of Siegen to attend and lay a wreath at 2019 Remembrance Service
10. To discuss proposal to purchase 35 WW1 books produced by Morley Community Archive  –            Cllr R Finnigan

11. To approve items of expenditure, as follows:-
(i)            Payments in respect of Salary and Pension Contributions – December 2018

(ii)           £ 31.20 re. TalkTalk Broadband charge

(iii)          Bank charges – £14.00

(iv)          Invoice from Neopost Finance Limited for £63.47 (plus VAT) re. franking machine rental 19/1/19-18/4/19

(v)           Invoice from Rialtas Business Solutions Ltd for £250.00 (plus VAT) re. Omega software maintenance

12. To Note Expenditure under Town Clerk’s Delegated Authority (Standing Order 19e) – item for information only:-
(i)            Petty cash expenditure – R Bell £28.80 re. mileage claim to civic event

(ii)           Reimbursement to W Maynard-Light £79.40 (plus VAT) re. replenishment of drinks cabinet

(iii)          £17.85 Bank charges – payable 30/11/18

13. Civic Duties expenditure:-

(i)            W Kidger – £44-75 re. engraving of plaques for Mayor’s portraits

(ii)           L Gettings – £39.67 re. refreshments for Poppy Sellers reception

(iii)          Petty cash expenditure – £18.00 re. cleaning of Mayor’s robes

(iv)          Petty cash expenditure – £20.00 re. community contributions for various mayoral events

(v)           Petty cash expenditure – £3.18 re. raffle ticket books

(vi)          Reimbursement to L Gettings £56.00 (plus VAT) re. refreshment for Poppy Sellers reception

(vii)        Reimbursement to W Kidger £44.75 re. engraved plaques for Mayor’s portrait

To Receive Items of Correspondence (for information only)

14.  Date and Time of Next Meeting

The next scheduled meeting will be held on Wednesday, 27th February 2019.

 

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, 18TH 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, 27TH 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.

  1. Declarations of Disclosable Pecuniary and Other Interests

None were declared.

  1. 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.

  1. 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.

  1. 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 basis; unfortunately these charges are now unavoidable.  Members noted this information.

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

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

(ii)           £30.20 re. TalkTalk Broadband charge

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

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

(v)           Bank charges – £12.25

14.  The above items of expenditure were approved.

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

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

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

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

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

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

There were no items of correspondence.

16. Date and Time of Next Meeting

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

 

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

1.  Attendance/Apologies for Absence

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

Apologies were received from Cllr W Kidger.

2.   Declarations of Disclosable Pecuniary and Other Interests

There were no declarations of interest.

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

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

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

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

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

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

Cllr Finnigan arrived during the above item.

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

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

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

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

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

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

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

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

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

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

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

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

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

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

(v)           £30.20 re. TalkTalk Broadband charge

The above items of expenditure were approved.

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

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

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

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

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

The above items of expenditure were noted.

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

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

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

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

The above items of correspondence were received and noted.

16. Date and Time of Next Meeting

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

 

 

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

1.         Attendance/Apologies for Absence

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

K Oakley – Town Clerk also attended.

Apologies were received from Cllrs R Bell.

2.   Declarations of Disclosable Pecuniary and Other Interests

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

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

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

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

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

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

The 2017/18 Committee budget was reviewed.

Cllr R Finnigan arrived at this point.

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

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

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

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

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

4201 – Mileage Claims. Increase to £200.

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

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

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

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

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

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

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

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

(c)        Contact the Scouts/Guides Commissioner.

(d)        Contact Andy Merckel re. Road Closure.

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

(f)         Contact Mick Waring re. war memorial.

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

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

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

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

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

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

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

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

The above items of expenditure were approved for payment.

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

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

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

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

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

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

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

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

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

contribution rates increase in April 2018’.

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

The above items of correspondence were noted.

17. Date and Time of Next Meeting

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

MORLEY TOWN COUNCIL – MISSION STATEMENT

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