Finance and Establishment - 15-04-2013

6:30 pm

Minutes

Minutes:

MINUTES OF A MEETING OF THE FINANCE AND ESTABLISHMENT COMMITTEE HELD IN THE MEETING ROOM, 11 BAKER STREET, ABERYSTWYTH ON MONDAY 15th APRIL 2013 AT 6.30PM

 

Present:

Councillor M Jones

Councillor W Morris-Twiddy

Councillor S Jones-Davies

Councillor J A Davies

Councillor E Edwards

Councillor C Davies

Councillor B Davies

Councillor  A Williams

Councillor D Lewis

Councillor B Haines

 

Apologies:

Councillor M Benjamin

Councillor M Strong

Councillor C Morgan

 

  1. Declarations of Interest

Councillor M Jones- Grants

Councillor W Morris- Twiddy- Grants

Councillor B Haines- Grants

Councillor D Lewis – Grants

 

  1. Correspondence

The Town Clerk had circulated guidance from the Welsh Government regarding Power of wellbeing.

 

  1. Questions relating to financial matters
  1. An update was given on the recycling project. This matter was passed to GM committee for further updates.
  2. The chairman gave an update on payments relating to beach cleaning payments. The Clerk clarified the terms of the work done.
  3. The Castle CCTV project was discussed and an update give regarding the progress of the project.
  4. The North road maze project had met with logistical and physical difficulties. It was agreed to engage a contractor to deal with these issues as long as the agreed budget was not exceeded.

 

  1. To receive and adopt the accounts for March 2013

Following discussion it was RESOLVED to accept and adopt the accounts for March 2013.

 

  1. To receive and adopt the unqualified accounts for the year ended 31st March 2013

The Town Clerk indicated that these accounts as such were unaudited but represented the financial picture at the end of the last financial year and were subject to internal and external audit before qualification.. A number of questions regarding clarification were answered. It was also suggested that a more detailed description be added to some expenditure headings for clarity.

It was also suggested that the Clerk contact and invite the clerk and chairman of Llanbadarn Fawr CC to meet at the secure lights lock up and to discuss the level of payments to be made as their part of the share of shared costs. This amount would be reported back to Aberystwyth Town Council FEC committee for acceptance

Following discussion it was RESOLVED to accept the annual accounts for the end March 2013 of the  as presented.

 

  1. To receive a report on internal audit

The Town Clerk reported that Mr Bryn Smith had accepted the role of the Council’s auditor.

 

  1. Council accommodation

The Town Clerk had circulated a copy of the draft lease to the steering group members. It was decided to take legal advice and allow discussion on a number of issues in full council.

Clarity was sought regarding the interim period and the Town Clerk was asked to ascertain the possibility that back rent may be charged.

 

  1. Consideration of contract with Specialist Employment and H&S Advisors Ellis Whittam.

Following discussion of the matter it was RESOLVED to invite both Ellis Whittam and Peninsula to come to the next meeting of the Finance and Establishment committee to give a presentation regarding their services before a decision was made as to where to procure legal and H&S services for the council..

 

  1. To receive and consider grant applications for 2013.

Following a discussion it was RESOLVED to make the following Grants:

£

Penparcau Forum-5000

Citizens Advice Bureau2000

Aberystwyth Carnival5000

3rd Aberystwyth Scouts250

Aberystwyth Bowling Club250

Aberystwyth Choral Society*100

Aberystwyth Silver Band*1000

Cor Gobaith*1000

St David’s Parade 500

Eisteddfod Genedlaethol*100

Photo Aber*500

Sea to Shore Festival1850

Llangollen Intl Eisteddfod*50

Penparcau Senior Citizens Club400

Rheidol Amenity Centre500

Rhedadeg- Rasa r iaith500

 

TOTAL£19,000

*- Support for arts funding.

 

Minute 224

Planning applications- to consider those applications not covered in the monthly planning meeting and are time sensitive.

There were none that couldn’t wait for the next planning meeting.

 

Minute 225

Clerks Report

The Town Clerk circulated a report pertaining to a recent conference he had attended. Councillor Ceredig Davies asked if this conference was “Welsh centric” enough to warrant attending. The Town Clerk replied that the majority of the presentations were relevant as most legislation was primary and of national relevance and the conference was well worth attending. It was also a valuable opportunity to network and share experiences with other practitioners.

There was a Welsh conference which he attended in his own time.

 

Minute 226

Correspondence.

  1. OVW Area committee

Notice of a meeting was advised on 24th April and it was unsure whether the rep would attend and the second rep, Councillor Mair Benjamin was absent through ill health.. There were no volunteers to cover if he could not attend.

 

  1. Pro Vice Chancellor’s reply

Professor April McMahon sent a reply to a letter asking for clarification regarding the Arts Centre. The reply was read in full.

 

  1. Ceredigion County Council LDP

A copy of the inspectors report was available in the office if needed.

 

  1. Questionaire

A questionnaire was received and the clerk saught permission to fill and submit. It was agreed that this be done.

 

  1. Beach Cleaning

A letter was received from Ceredigion County Council asking for funding of an enhanced beach cleaning programme. This had been done in recent years.

Councillor Mererid Jones gave a historical overview of the situation.

Following discussion it was RESOLVED to enquire what exactly the “extras” were and to get Ceredigion County Council to explain the project and methodology more fully. If there was no beach clean then members asked for enhanced cleaning in the castle area instead. Members were in principle supportive of the idea.

 

  1. St Brieuc 40th Anniversary programme.

This would be circulated.

 

  1. Castle Grounds lease

This would be registered with the land registry.

 

It was agreed to invite senior members of the Night time Economy Team to the next meeting of Aberystwyth Town Council to explain what was happening.

 

Minute 227

Questions relating only to matters in this Councils remit

There were none recorded.

 

Minute 228

To consider expenditure

Following discussion it was RESOLVED to make the following payments ion the sum of £19,893.75

NAME DESCRIPTION Amount £
     
Tree Swings UK Rope for Maze Project

£1,475.00
Viking Office supplies

£159.78
Cambrian News Advert for Trashing

£145.20
Heledd Davies Translation charges

£160.05
Ceredigion County Council Parks and Gardens bill Trees and Play area

£5,827.36
Carmarthenshire CC Salaries March 13

£5,243.11
One Voice Wales Subscription 2013/14

£1,355.00
Ceredigion County Council Beach Cleaning 2012 / 13

£4,200.00
Rialtas (RBS) Year end on site close down

£710.76
Konica Minolta Hire of copier

£444.02
Konica Minolta Copy Charges

£101.93
Purchase Power Rental of franking machine

£21.54
Walkers are Welcome Town renewal fee 2013

£50.00
   

£19,893.75

 

Minute 229

Verbal Reports from Ceredigion County Councillors only on matters pertaining to this Council.

Councillor Alun Williams gave details of the changes to Traffic Orders. He encouraged members to respond to any consultations that were due.

He gave an update on the re-greening of the new Aberystwyth approach road and the efforts of the planting team to get over a hundred trees planted as a first phase of this project.

He also asked for ideas regarding the placing of cycle racks in Aberystwyth.

Councillor Ceredig Davies reiterated the need to respond to any parking consultation. And then went on to give information regarding Local Service Boards. He talked about the Ceredigion Single Integrated plan and its relationship to the effects this could have on local service delivery with special emphasis on health. He suggested that Aberystwyth Town Council contacts the LSB and express concern regarding delivery of services and informing the public as to what those services are.

 

 

Minute 230

Written reports from representatives to outside bodies

Information relating to Fairtrade were circulated.

 

Minute 231

RA Board Report- Councillor Alun Williams

Councillor Alun Williams reported that there was a meeting soon of the board and that he would give report on progress soon.

 

Minute 232

Council Accommodation- An update.

Councillor Mererid Jones gave details of a meeting recently held between members of the steering group and a local solicitor to seek clarification on a number of points.

Following that meeting a number of points had been sent to the landlords solicitors for clarification and an answer was awaited.

Clarification was sought regarding the rent liability whilst this matter was sorted out.

 

Minute 233

Request Policy at the request of Councillor Aled Davies

Councillor Davies had circulated a copy of an updated policy he had written for consideration.

Following discussion and a request from the Mayor for the motion to be risk assessed it was RESOLVED to get the draft policies checked for legality before consideration of application and adoption.

It was agreed to send the policies to One Voice Wales for a legal check.

 

 

Minute 234

Correspondence Policy at the request of Councillor Aled Davies

Councillor Davies had circulated a copy of an updated policy he had written for consideration.

Following discussion and a request from the Mayor for the motion to be risk assessed it was RESOLVED to get the draft policies checked for legality before consideration of application and adoption.

It was agreed to send the policies to One Voice Wales for a legal check.

 

Minute 235

Internet and E mail Policy at the request Of Councillor Aled Davies

Councillor Davies had circulated a copy of an updated policy he had written for consideration.

Following discussion and a request from the Mayor for the motion to be risk assessed it was RESOLVED to get the draft policies checked for legality before consideration of application and adoption.

It was agreed to send the policies to One Voice Wales for a legal check.