GREAT DAWLEY PARISH COUNCIL. Minutes of the eeti g of G eat Da le Pa ish Cou il s Executive Committee, held on 11 June 2012 at 18:30 at Dawley House.

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1 PRESENT 001/00 002/00 003/00 004/00 005/00 005/01 006/00 GREAT DAWLEY PARISH COUNCIL Great Dawley Parish Council Dawley House 22, Burton Street Dawley TELFORD TF4 2ES Tel: (01952) Fax: (01952) Minutes of the eeti g of G eat Da le Pa ish Cou il s Executive Committee, held on 11 June 2012 at 18:30 at Dawley House. Councillors: Athersmith, Bould, Choudhary, Davies, B Duce, Pinter & Sekhon. Officers: D Griffiths (Clerk), C Binnington (Assistant to the Clerk) Public & Press: None. Chair s Welcome. Councillor Davies welcomed those present. Apologies for absence and reasons. RESOLVED that the Executive Committee accept the apologies and reasons for absence from Councillors: Downing, P Duce & Elliott. Declarations of interest. Councillor Davies declared a Personal Interest in item 007 and item 008. Councillor Pinter declared an Personal Interest in item 007. Public Session. No public present. Minutes. RESOLVED that the Executive Committee instruct the Chair to sign the minutes of the Policy & Finance Committee meeting held on 19 April 2012 as a true record. RESOLVED that the Executive Committee instruct the Chair to sign the minutes of the Planning & Environment Committee meeting held on 10 May 2012 as a true record. Borough Councillors. Borough Councillor Bould commented that all the Borough Dawley Magna Ward and Borough Malinslee Ward Councillors are all considering using 5 of thei, Wa d Coope ati e Fu d allo atio to p o ide fu ds to the e F ie ds of the Da le To Hall o ga isatio and asked if Great Dawley Parish Councillors would make the same commitment. Page 1 of 11 Minute File Number: 001

2 006/01 006/02 006/03 006/04 006/05 006/06 007/00 007/01 Borough Councillor B Duce commented that articles in the Shropshire Star and Telford Journal were incorrectly reported last week and that money raised through the Chai a s Chosen Charity resulted in donations of to the Child e s Wa d of the Princess Royal Hospital and to the Severn Hospice. Borough Councillor Davies reported that the official opening of Malinslee Centre will be on 24 June 2012 between 1300 and 1600hrs, which has been supported by Great Dawley Parish Council, the Police, and other local partners, will be in attendance. RMP Events Ltd are providing the entertainment. Borough Councillor Davies commented that footpath repairs will be taking place over a seven week period in Brunel Road, Ashbourne Close and Matlock Court. Borough Councillor Davies & Borough Councillor Sahota (although not present at the meeting) jointly consulted with the Parish Council this evening about possible projects to support with their Cooperative Ward Fund. If the Parish Council agreed to match the Borough Councillors funding, a pot of 4,000 was available. Suggestions were: 200 Friends of Dawley Town Hall 200 George OAP Chetwood Court Group 200 Old Park School 200 Ladygrove School 200 Malinslee Vol' Youth Club 1,300 Malinslee Xmas Lights & Tree 200 Malinslee Church 300 Dawley Jnr Football Club towards dug outs. 200 Let s Get Togethe G oup eets at Dawley House) 800 Installation of Community Notice Boards In Malinslee Centre For use by the Parish Council and the Borough Council. 200 Phoenix School Following recent press coverage from Telford & Wrekin Council about life saving defibrillating equipment being made available in all public buildings, Parish and Town Councils have been asked to get involved and provide defibrillators in their Parish. Parish Councillor B Duce asked that the equipment be placed in a building that is open all day. The Executive Committee agreed to have a defibrillator but would discuss the matter further at the Parish Council meeting on the 25 June The Clerk to contact Wendy Tonge, Telford &b Wrekin Council for further information. Grants. Voluntary Organisations. The Committee is to consider Grant Applications to voluntary organisations. GD12/3 The Bank Community Group Promote the Dawley Bank Day 150 Page 2 of 11 Minute File Number: 002

3 007/02 007/03 007/04 007/05 007/06 007/07 007/08 007/09 RESOLVED that the Executive Committee in accordance with its powers under Section 137 of the Local Government Act 1972 should incur expenditure of 150, which, in the opinion of the Council, was in the interest of the areas or its inhabitants and would benefit them in a manner commensurate with the expenditure. The Bank Community Group to be informed that the Parish Council should be recognised in some manner: Press release, leaflet, programme, etc. GD12/4 The Wednesday Club (George Chetwood) Page 3 of 11 To provide a Coach Trip 250 RESOLVED that the Executive Committee in accordance with its powers under Section 137 of the Local Government Act 1972 should incur expenditure of 250, which, in the opinion of the Council, was in the interest of the areas or its inhabitants and would benefit them in a manner commensurate with the expenditure. The Wednesday Club (George Chetwood) to be informed that the Parish Council should be recognised in some manner: Press release, leaflet, programme, etc. The Co ittee dis ussed the Togethe as ou g a t appli atio fo Multi Cultu al Da on 14 July at Randlay School. The Committee declined to support the application as out of the parish area, but would sign post the group to the Community Foundation for Shropshire Council. Community Chest. The Chair commented that attached to the agenda were copies of paperwork received since the last council meeting, e.g. Supporting paperwork (including invoices) from the Dawley Social Club. Councillor Choudhary raised concerns about the Dawley Social Club invoices that were submitted. Councillor B Duce assured all present that the repairs have been monitored and that we have to accept work had started on the roof prior to the money being given by the Parish Council due to the precarious state of the building and that the Brewery had provided match funding for the repairs. The Clerk stated that the guida e ith the appli atio fo fo the Co u it Chest stated: The fu di g is ot fo Projects that have already been completed or items already purchased. The Clerk stated that this was repeated in the letter that was sent with the cheques in August 2011 to the various groups. RESOLVED that the Executive Committee to accept the Dawley Social Club invoices that were submitted. Ward Cooperative Fund. The Budget Item (as per 16 Jan 2012 Council Meeting) is a tuall titled You Mo e You P oje ts. Minute File Number: 003

4 007/10 007/11 007/12 008/00 RESOLVED that the Executive Committee will match fund the following project as suggested by Councillor Bould for all the Malinslee Borough Ward Councillors and all the Dawley Magna Borough Ward Councillors to contribute 50 of their Ward funding to the Friends of Dawley Town Hall. In effect 250 f o the Pa ish Cou il s You Mo e You P oje ts udget. RESOLVED that the Executive Committee will match fund the following projects as suggested jointly by Councillor Davies & Councillor Sahota. The values noted are the combination of the Borough Ward funds and the Parish Council match funding (i.e. the pot : 200 Friends of Dawley Town Hall (as included in the above resolution) 200 George OAP Chetwood Court Group 200 Old Park School 200 Ladygrove School 200 Malinslee Vol' Youth Club 1,300 Malinslee Xmas Lights & Tree 200 Malinslee Church 300 Dawley Jnr Football Club towards dug outs. 200 Let s Get Togethe G oup eets at Dawley House) 800 Installation of Community Notice Boards In Malinslee Centre For use by the Parish Council and the Borough Council. 200 Phoenix School In effect 1,90 f o the Pa ish Cou il s You Mo e You P oje ts udget. The Xmas Lights & Tree is to be delivered by the Parish Council at the Malinslee Centre, therefore it is appropriate for the Borough Council to invoice the Parish Council for 700 of the 2,000 match funding rather than having to re-issue some funds back. Financial Reports. RESOLVED that the Executive Committee receive and authorise Cheque List from to : Cheque Amount Payee Code Justification Description BT Payment Services Ltd Utilities Phone, Fax & Internet Severn Trent Water Ltd Utilities Water Services King Street PC SDH Accounting Internal Audit Final invoice for Internal Audit Dawley Methodist Office Entertainment For Materials Dawley Day RMP Guarding UK Limited CANCELLED RMP Events Ltd Entertainment For activities for Dawley Day Page 4 of 11 Minute File Number: 004

5 008/01 008/02 Cheque Amount Payee Code Justification Description JCE & Sons Ltd Electric install , Community Foundation for Shropshire Annual Grant Annual Grant , T&WC Urban Games Annual Grant Annual Grant , T &WC Summer Play Scheme Annual Grant Annual Grant , David Griffiths 111 BA Extraordinary Pay PHS Group Contract Matt Cleanse x 2 / Fem. Hygiene Shire Fire and Safety Ltd Emergency Works Fixed Faulty Emergency Light Cash Petty Cash Petty Cash Top Up RESOLVED that the Executive Committee receive and authorise Cheque List from to as tabled. Code Justification Description Chrisbeon Office Supplies Office Stationery , Haughton Service Garden Service Garden service e.g. Grass Cuts Haughton Service Garden Service Garden Service e.g. Grass Cuts A Stat Contract Meter reading black , Madeley Print Shop Ltd Newsletter RESOLVED that the Executive Committee note BACS & DD payments made in April Date Amount Payee Code Justification Description 03/04/ Shropshire Council Pension Fund 111 Pens Shropshire Mar 12 Pension 20/04/12 5, BACS 111 BAC Salaries Salaries Apr 25/04/ Peninsula Business Services HR and HR and H&S Advice Minute File Number: 005 Page 5 of 11

6 008/03 008/04 009/00 010/00 010/01 011/00 012/00 012/01 013/00 013/01 013/02 013/03 RESOLVED that the Executive Committee receive and authorise budget / monitoring position as at 31 May RESOLVED that the Executive Committee note the fixed Deposit Instruction for 15 May 2012 and to agree the intention for 26 June The current Principle is 301,462.73, creating interest. Communications Policy. The Clerk was instructed by the Chair of the Executive Committee to Councillor Elliott to ask that this subject be dealt with as a matter of priority. Financial Regulations. As at the date of the meeting, the National Association of Local Councils approved new Model Financial Regulations were not in circulation, therefore the Committee were unable to consider the new Financial Regulations. The Executive Committee agreed to adjourn the item until the next meeting. Review of Policies. The working group has not met since the last meeting. Localism Act & new code provisions. The Executive Committee discussed the information from Jonathan Eatough, Assistant Director: Law, Democracy & Finance and Monitoring Officer, Telford & Wrekin Council. Also the Natio al Asso iatio of Lo al Cou il s L Legal B iefi g L -12 dated 17 May : NALC s te plate ode of o du t for Parish Councils. RESOLVED that the Executive Committee agreed to adopt the Telford & Wrekin Council Code before the legislation comes in to being on 1 July 2012 Banking. The Executive Committee noted that the Pa ish Cou il s a k is the Ba k of S otla d (BoS) and that it operates using a cheque book only and does not use internet banking services. It also noted that it receives bank Statements monthly usually in the second week following the end of a month, which has an impact on the timeliness of conducting Bank Reconciliations. The Executive Committee noted that the Clerk recommends that the Council prepares for intended forthcoming changes to legislation that will allow the Parish Council to make payments by Internet Banking Services. Concern was expressed about the resolution wording suggested by the Clerk i.e. The Council members acknowledge that they shall be jointly and severally liable for any liabilities of the Organisation to the bank. The Clerk clarified that the wording is standard to the Unity Trust Bank application and that page 1 of the guidance of the application and page 3 of the application resolved the issue. The Committee were satisfied. Page 6 of 11 Minute File Number: 006

7 013/04 013/05 013/06 013/07 013/08 The Executive Committee noted that Parish Council makes all pay related payments to staff and monthly allowances to Councillors by BACS. Also that the Parish Council currently only has one Direct Debit to Peninsula Business Services Ltd (5-year contract due to end March 2013). The Executive Committee noted that the Clerk recommends that the Parish Council start a second current account to enable the above electronic payments. Each Payroll I st u tio to the Pa ish Cou il s Pa oll Ad i ist ato s Telfo d & Wrekin Council new 3-year Service Level Agreement signed in March 2012) will still require two authorising signatures of members of the Council. The Executive Committee noted that a payment by cheque from the BoS Current Account (signed by two members) into the new Current Account will be required monthly. The Executive Committee noted that the Parish Council will then be in a position to make electronic payments via Internet banking Services when it makes a resolution that it will allow such payments, which may be when the applicable legislation changes. It will have to authorise those members with access to the Internet Banking Service and what agreed levels of authority. RESOLVED that the Executive Committee of Great Dawley Parish Council at a properly convened meeting confirm: 1. That the Pa ish Cou il ish to ope a a ou t ith U it T ust Ba k pl The Ba k a d p odu ed to the eeti g a op of the Ba k s te s a d o ditio s for operating an account; 2. The Ba k s te s a d o ditio s a e app o ed a d e appoint the bank as its bankers; 3. The Bank s te s a d o ditio s a a f o ti e to ti e a d e ag ee to be bound by them; 4. The Mandate for the operation of the bank account, payment instructions and banking services be provided to the bank by persons authorised to do so in a o da e ith the a k s p o edu es; 5. The Bank is entitled to rely upon this mandate until it receives a later mandate amending it; 6. The Bank will be provided with a copy of the registration documents; 7. The Council members acknowledge that they shall be jointly and severally liable for any liabilities of the Organisation to the bank That the Chair of the Council and the Clerk (Responsible Financial Officer) be instructed to sign the re ui ed Appli atio to ope a a ou t pages 7 and 3 That page of the Appli atio to ope a a ou t is ti ked as a u i o po ated o ga isatio as pe the guida e of The Ba k, a d that it e o d that the e a e 14 signatories in total to this account as per legislation all members of a parish council are permitted to authorise payments of the parish council. That page of the Appli atio to ope a a ou t is ti ked to i di ate that the organisation does not have the power to borrow. Page 7 of 11 Minute File Number: 007

8 That page of the Appli atio to ope a a ou t is ti ked to i di ate that the organisation is applying for a Tailored Current Account and a Tailored Deposit Account. That the following members be able to receive statements by Chair of the Council, Vice-Chair of the Council and the Chair of the Executive Committee. That page of the Appli atio to ope a a ou t is ti ked to i di ate that the organisation requires that: Any two signatories must sign. That page 10 of the Appli atio to ope a a ou t is ti ked to i di ate that the organisation requires: Triple level of approval. This ill allo offi e s of the Cou il to ake the e ui ed e t ies as Vie a d Su it (VS) authorised, but will still require two members of the Council to have the level - Vie, Su it a d Autho ise VSA to e a le the I te al a d E te al t a sa tions to occur. (N.B. there is no space on the form for 8. however it will be submitted on a copy of the page): 1. Clerk VS 2. Assistant to the Clerk VS 3. Finance Officer VS 4. Chair of the Council VSA 5. Vice-Chair of the Council VSA 6. Chair of the Executive Committee. VSA 7. 2 nd Vice-Chair of the Executive Committee VSA 8 1 st Vice-Chair of the Executive Committee VSA Access Level A th ee of the a o e ith VSA A ess, a e to sig page of the Appli atio to ope an a ou t. The details of the Clerk, the Assistant to the Clerk and the Finance Officer are therefore e te ed o page of the Appli atio to ope a a ou t. Re page of the Appli atio to ope a a ou t - At this stage the Parish Council does not wish to conduct an Account Transfer request. Re page 14 of the Appli atio to ope a a ou t - Any three of the above with VSA Access are authorised to sign page 14 to enable the Parish Council to receive an ALTO prepaid card to be used for Petty Cash purposes. That a cheque be authorised for 210, to enable the minimum opening account balance and the provision of the ALTO prepaid card. The Cle k is autho ised to o plete all othe se tio s of the Appli atio to ope a a ou t as e ui ed. Page 8 of 11 Minute File Number: 008

9 014/00 014/01 014/02 015/00 015/01 016/00 016/01 017/00 017/01 Me e s ote that to e a le the Appli atio to ope a a ou t to e etu ed to The Bank that each will be required to provide information and signature as per the e ui ed details o page & of the Appli atio to ope a a ou t to o fi identity and on page 8 the Mandate. Signatories. Legislation states that all members of a local council can sign cheques. In recent years the Policy & Finance Committee has restricted the members of Great Dawley Parish Council who can sign cheques to those members of the Committee. The new Executive Committee is to state the range of members of the Parish Council who it wishes to authorise payments. RESOLVED that the Executive Committee agreed that it restrict the members of Great Dawley Parish Council who can sign cheques to the Executive Committee, the Chair of the Council and the Vice-Chair of the Council. Councillors Davies, Athersmith and Choudhary opted out of being signatories. Long Term Fixed Deposit. The Executive Committee discussed Business Savings Accounts and Instant Access Accounts. It was suggested not tying up fixed deposits up for a long period of time and removing some ring fencing as recommended by the Pa ish Cou il s external auditors. The Clerk to provide a list of earmarked reserves for the next meeting on 9 July. The Executive Committee tasked Councillor Bould to provide information on a deposit account which allowed for up to three withd a als o a Busi ess A ou t ithi the period of the deposit schedule to the Clerk. Staff Training. The Committee discussed the opportunity for staff to attend free training a Planning Camp, at Birmingham on Friday 29 June & Saturday 30 June, which included free overnight accommodation. RESOLVED that the Executive Committee agreed to the Parish Warden and the Assistant to the Clerk attending the Planning Camp and that time off in lieu can be accumulated. Christmas Decorations. The Committee noted that the Council meeting held on 26 March resolved that the Council work towards introducing Christmas Decorations at the new Malinslee Centre ready for Christmas Malinslee The Committee discussed the supply, installation, take-down, test, repair, and store for 4 wall mounted displays, over a period of 3 years the cost would be 1,617+VAT per annum. This price includes the fitting of a pole mounted electric infrastructure box to supply the displays, as well as a future Xmas tree planted in the ground next to the pole. Page 9 of 11 Minute File Number: 009

10 017/02 017/03 017/04 017/05 017/06 017/07 017/08 017/09 018/00 RESOLVED that the E e uti e Co ittee e o e d to Cou il to ake Use of Rese es so that: 1,700 be released, to enable 4 features to be provided at the Malinslee Centre N.B. cost is per annum for three years. To be budgeted thereafter. Regarding the Xmas tree, it is too difficult to give a firm price until the tree has been installed & the size is known. Dawley The Committee discussed the option to install 50m of festoon fitted with 50 GB size white LED lamps & slung between the trees on the diagonal path in Dawley Park. The Executive Committee decided not to pursue this item. The Committee discussed the option to fit & remove existing LED pealights to the small pine tree outside the Council Office which would cost 462 per annum, on the assumption that no work needs to be done to the lights & that they are all in good working order. RESOLVED that the E e uti e Co ittee e o e d to Cou il to ake Use of Rese es so that: 500 be released, to enable the tree to the front of Dawley Housed be decorated. To be budgeted thereafter. The Committee discussed the festoon in the very large tree in the corner of Meadow Road Car Park which will require to be maintained. The Committee noted that it is recommended that it would need two cherry pickers, one big & one standard to remove the festoon & the same to re-fit. The removal work alone is estimated at approx. 1,400. This is because the festoon is wrapped around the tree & inside, making it difficult and time consuming to remove. The Committee noted that the installer would not erect it the same laborious way, but do it - up & down around the outside of the tree. It is suspected that the Council might need to buy some more festoons to fill the tree all around, and this would be several hundreds of pounds depending on how much is needed. RESOLVED that the E e uti e Co ittee e o e d to Cou il to ake Use of Rese es so that: 1,500 be included in the 2013/2014 budget to remove the lights from the tree on the Meadow Road Car Park in early The lights to be maintained and the decision as to how to pursue the matter to be made at that time. Entertainment. The Committee considered entertainment for the Christmas Lights at Malinslee and discussed getting local schools involved and asking RMP Events Ltd to get involved as our preferred supplier and ask them for a quote to provide entertainment for both Dawley Day and the Malinslee Christmas Lights Events. Page 10 of 11 Minute File Number: 010

11 018/01 018/02 018/03 019/00 019/01 020/00 021/00 022/00 RESOLVED that the E e uti e Co ittee e o e d to Cou il to ake Use of Rese es so that: 1,000 be released, to enable entertainment to be provided at the Malinslee Centre for the Christmas Light Event. To be delegated to the Entertainment Sub-Committee. The Committee considered making an award to allow the BMX Day to be planned, rather than the organisers wait for the Entertainment sub-committee meeting to be held on 16 July RESOLVED that the Executive Committee agreed to provide a Grant of 500 towards entertainment. The funds to be provided to Derek Owen, Telford & Wrekin Council (& Wrekin Riders) to enable with planning BMX Day. Clerk absence. The Committee are reminded of the Council of its resolution (2011/212/01) at its meeting on 29 September 2011: RESOLVED that the Chair of the Council, Vice-Chair of the Council and Chair of the Executive Committee be delegated to make an appointment of a locum Clerk in an unplanned absence of the Clerk. That the situation be reviewed in 6 months to clarify the ability and role of the Assistant to the Clerk. Communications. None Correspondence. None Date of next meeting. 9 July at Dawley House at 18:30 The meeting close at 19:55 Signed: Dated: Minute File Number: 011 Page 11 of 11