Finance and Establishment - 18-02-2013

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 18th FEBRUARY 2013 AT 6.30PM

 

Present:Councillor M Jones

Councillor W Morris-Twiddy

Councillor S Jones-Davies

Councillor  A Williams

Councillor J A Davies

Councillor E Edwards

Councillor M Strong

Councillor  M Shewring

Councillor C Davies

Councillor M Benjamin

Councillor  D Lewis

Councillor B Haines

 

Apologies:         Councillor B Davies

 

 

  1. Declarations of Interest

There were none recorded.

 

 

  1. Correspondence
  1. A report on the expenditure of a grant awarded was received from Nightlight.

 

  1. Questions relating to financial matters

 

  1. To receive and adopt the accounts for November 2012

Following discussion it was RESOLVED to accept and adopt the accounts for November 2012.

 

  1. To receive and adopt the accounts for December 2012

Following discussion it was RESOLVED to accept and adopt the accounts for December 2012.

It was requested that the rent paid on the Penparcau Police station be vired from expenditure code 1127 to 1538 to reflect the true expense code.

 

  1. To receive and adopt the accounts for January 2013

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

Councillor Aled Davies questioned the expenditure level of some areas compared to agreed budget.

The Clerk reported that the tabulation should be called a precept rather than a budget and that it had been common practice to vire the accounts to reflect the decisions made by members at meetings.

The level of reserves was also discussed.

The Chairman reported that a careful eye was being kept on all expenditure levels and that more careful decisions would have to be made when setting a precept and balancing those expectations against expenditure. The accounts as presented were accurate and balanced.

 

  1. To approve change of membership of committees.

Following discussion it was agreed to allow Councillor Jeff Smith and Councillor Aled Davies to swap committee membership.

 

  1. Christmas costs

The Town Clerk was still waiting for some small incidental bills before this could be completed.

An update was given regarding the Gala Lights issue.

 

  1. Council accommodation

The Town Clerk reported that he was due to meet with the new property manager on Tuesday the 19th of February due to the last meeting being cancelled at short notice by Mr Burridge.

It was recognised that all costs were on a “+ bills” basis and the Town Clerk would report to the all members as soon as practicable after the meeting.

It was also reported that the Property in 16 Eastgate Street was available for viewing.

It was decided that an all options report would be mailed to all members as soon as possible.

 

  1. To receive a revision to the Council Smoking policy.

The Council’s Smoking policy had been updated to allow for current legislative changes.

Following discussion it was RESOLVED to recommend adopting the new policy as written.

 

  1. To receive a revision to the Council Bi-lingual policy.

The Councils Bi-Lingual Policy had been rewritten to reflect current needs.

Following discussion it was RESOLVED to recommend adopting the new policy as written with the addition agendas for committee meetings would also be produced bilingually.

 

  1. To consider a motion on e-mail committee agendas for trail

Following discussion it was RESOLVED to recommend the trailing of using e mail all committee papers to members for a six month trail.

If a large amount of papers was involved than the Chairman would waive this requirement on a needs basis.

 

  1. Ceredigion County Council grants scheme at the request of Councillor M Jones.

This was brought to the attention of members for information. The Town Clerk indicated that the scheme was to be used by Aberystwyth Town =Council to potentially help in the provision for the new CCTV camera in the castle grounds.

 

  1. To consider an agenda item regarding loyalty cards at the request of Councillor Ceredig Davies.

Information had been circulated to members for consideration and following a long discussion it was RESOLVED to recommend the setting up of a small steering group to carry out a feasibility study to enquire into the introduction of a discount card for Aberystwyth rate payers when using the services of any group or body that had been given a grant by Aberystwyth Town Council.

 

 

Minute 181

Nominations for Mayor Elect 2013/14

Following nomination and formal seconding and followed by a vote it was RESOLVED that Councillor Wendy Morris Twiddy was elected as Mayor elect for the municipal year 2013/4.

It was noted that this was the first time that a daughter had followed a mother in being the mayor of the town. Councillor Morris Twiddy’s mother had been mayor of Aberystwyth Town Council in 1978-9 and 1990-1

 

Minute 182

Nominations for Deputy Mayor Elect 2013/14

Following a recorded vote it was RESOLVED that Councillor Brenda Haines was elected as Deputy Mayor elect for the municipal year 2013/4.

 

Minute 183

Protocols for Mayor making- Discussion document enclosed

The Town Clerk had produced a clarification document for the information of members.

It was agreed to accept this document.

 

Minute 184

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

 

Minute 185

Clerks Report

  1. The Town Clerk reminded everyone of the importance of signing the attendance register.
  2. The Town Clerk gave details of a meeting to discuss the recycling provision provided by Aberystwyth Town Council. There were potential changes to Ceredigion County Council system which needed monitoring before the Town Council changed its policy. This would be monitored.

 

Minute 186

Correspondence.

 

  1. War Widows Assoc. of GB

Notice was received of a change in the regional organiser for West Wales.

 

  2. End of year close down

Rialtas RBS gave notice that they would come to the office on the 5th April 2013 and carry out the year close down and preparation of software update. The cost would be in the region of £460 plus mileage.

 

  1. Complaint

A complaint about the construction of a maze in the North Road park was received from local resident Mr Meredith.

The Town Clerk emphasised the need to deal with this matter expediently and following debate it was RESOLVED that the Town Clerk construct a letter for consideration by members before formally replying.

 

Minute 187

Questions relating only to matters in this Councils remit

Following a brief discussion members were reminded that this juncture was not a place to resurrect resolutions of council previously and recently determined as these were subject to the “six month rule”- but a chance to raise items of interest and importance where the council had powers to act or influence.

 

Councillor Jeff Smith asked if the Gyngrhair Cymuned Cymraeg had been joined yet?.

The Town Clerk responded that this question had been asked in the last three meetings and yet again he would answer that the movement had been joined and that Councillor Smith’s details (as the council’s rep) had been forwarded to them for contacting.

 

Minute 188

To consider expenditure

NAME DESCRIPTION

Amount £

  
       
ARC Empty recycling bins – Jan 2013

813.60

  
Carmarthenshire County Council Payroll costs 2012-13

240.00

  
Carmarthenshire County Council Salaries – January 2013

5,243.11

  
Purchase Power Rental for franking machine

21.54

  
CCC Put up and take down Christmas tree

645.03

  
CCC Road Closure Notices 9.1.13 – Welsh Guards Parade

120.00

  
RBS Ltd Omega software maintenance

264.00

  
Mount Trading Co Ltd Posts for North Road maze

1,542.86

  
TME Electrical Contracting Ltd Xmas lighting and various infrastructure maintenance works 5,003.22
       
       
 

Total

13,893.36

  

 

Minute 189

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

Councillor s Alun Williams and Ceredig Davies gave details of the Gateway scheme, Fairtrade, Plasgrug Ditch cleansing and potential RA funded projects in Aberystwyth.

 

Minute 190

Written reports from representatives to outside bodies

No reports had been submitted.

 

Minute 191

RA Board Report- Councillor Alun Williams

Councillor Alun Williams gave a comprehensive overview of the recent work of the RA board. These included the Bandstand, Ty Lisburn and Coliseum site and the Green Gateway project. Members were reminded to think about potential projects that could be submitted for consideration before funding ended.

 

Minute 192

Council Accommodation- An update.

 

The Town Clerk gave details of the suggested costs in considering the rental and lease agreements for 11 Baker Street that had been communicated by Mr Burridge the landlord’s representative. These costs amounted to an all in cost which included rent, rates, heat, electricity, water and all service charges.

Members had concerns regarding the lack of a break clause and the possible implications of this the suggested lease.

There was also unease about committing the council to a course of action which committed future council members to living with.

The Town Clerk advised that the Town Council as a corporate entity would exist with or without the current membership and they had a duty to provide stability for both the staff and future members of the council whoever they were.

The Town Clerk suggested that this represented good value for money in comparison with other places in Aberystwyth.

Following discussion it was RESOLVED to task the Town Clerk to ask for a draft lease for legal scrutiny and to report back as soon as possible.