MINUTES OF A MEETING OF THE POLICY AND FINANCE
COMMITTEE
EASTWOOD TOWN COUNCIL HELD ON MONDAY 3 MARCH 2008
IN THE COUNCIL CHAMBER, TOWN COUNCIL OFFICES, EASTWOOD,
NOTTINGHAMSHIRE
Present:
Cllr D Bagshaw,
Cllr Mrs S Bagshaw (substitute
for Cllr Mrs J Yeomans),
Cllr Hazel Charlesworth
(substitute for Cllr K Longdon),
Cllr
R Dodge,
Cllr
Mrs J Forrest,
Cllr B Griffin,
Cllr
J Kenny,
Cllr Ms
R Robb,
Cllr C Robb.
Cllr C Robb, Leader in the Chair.
P59/08 APOLOGIES FOR ABSENCE
Apologies
for absence were received from Cllr R. Charlesworth
(attending a Borough Council meeting), Cllr K Longdon,
Cllr Mrs G Robb (disability) and Cllr Mrs J Yeomans.
P60/08 DECLARATONS
OF INTEREST
Cllr
D Bagshaw, Cllr Mrs S Bagshaw and Cllr B Griffin
declared personal interests in agenda item 4 (Eastwood
Twinning Association).
P61/08 ANNUAL
AUDIT OF ACCOUNTS. YEAR
ENDING 31 MARCH 2008
The
Town Clerk reported that the Audit Commission has
appointed new external auditors for a five year
period from 2008/9. They are Clement
Keys of Edgbaston, Birmingham. The
Town Clerk advised that despite the fact that the
new external auditors were located further away
in the West Midlands, he saw no grounds for asking
the Audit Commission to change this appointment.
After a full discussion the meeting NOTED this
report.
P62/08 EASTWOOD TWINNING ASSOCATION – MAINTENANCE
OF LINKS WITH SZOLNOK.
The Town Clerk reported that
in order to meet the obligation of the Twinning
agreement with Szolnok, it would be necessary to
support the association during 2008 in inviting
a delegation to visit Eastwood. The
normal arrangements for exchange visits are for
the visitors to meet the cost of travel (air fares)
and for the host town to meet the cost of accommodation. The
last delegation to visit Eastwood stayed at the
Eastwood Hall Conference Centre and the accommodation
costs were met jointly by the Association and the
Town Council. The Association planned
and managed the programme of activities for the
delegation. The Association was able
to contribute £350 towards the accommodation
costs. The Town Clerk advised that
should the committee be minded to provide match
funding, the cost could be charged to the youth/sports
development budget since a principle part of the
programme will involve Eastwood’s young people.
Cllr
J Kenny spoke of his full support for maintaining
this important cultural and international link. Cllr
D Bagshaw commented that both towns shared a common
interest in railway history and Cllr Mrs S Bagshaw
felt that additional benefit would be derived from
the visit if it was held during the Eastwood Arts
Festival in July 2008.
Cllr R Dodge in proposing
that match funding be approved for this visit emphasised
that an agreement had been signed which required
observing. Cllr
J Kenny seconded the proposal and upon the motion
being put to the meeting, it was unanimously APPROVED.
P63/08 DEVELOPMENT
OF RETIREMENT APARTMENTS – CHURCH ST
The
Town Clerk reported that the developers McCarthy
Stone Ltd had asked for observations upon the name
for this new development opposite the Sun Inn. One
suggestion had already been put forward as ‘Skelton
Court’, the name of which related to a pharmacy
practice which was in the past located on this
site.
After
a full discussion it was AGREED to offer the following
preferences for consideration: -
-
Hartwell Court (name of a more recent DIY store
on this site.
-
Birnam Court (name of an Eastwood factory which
aided the development of the town in the past).
-
Skelton Court (original suggestion).
P64/08 PLANNING CONSULTATIONS – CONSULTATION
PROCEDURE
The
Town Clerk reported that the Borough Council have
introduced a national list of validation requirements
for various types of planning applications. It
was additionally proposed to introduce a ‘local
list’ of requirements, details of which have
been published on the Borough Council’s website.
After
a full discussion the meeting offered no comments
on the proposals and this report was NOTED.
P65/08 LANDSCAPE
MAINTEANCE OF EXTERNAL SITES 2008/9
In
accordance with the decisions of a recent meeting
of the Leisure and Maintenance Committee the Town
Clerk invited three contractors to quote for this
work. He circulated a specification
and covering letter for Councillors’ information. Envelopes
containing quotations received from two contractors
were submitted to the meeting unopened. The
Town Clerk then opened the envelopes and the meeting
NOTED the following quotations: -
Chestnut
Garden County
Services Landscape
Services
Item
1 Allotment Gardens £750 £525
Item
2 Town Council Offices £750
+£200 £456
+£325
Item
3 Eastwood War Memorial £450 £375
Item
4 Roadside Planters £200 £200
TOTALS £2350 £1881
The
Town Clerk reminded the meeting that the remaining
3rd quotation was still awaited, but the deadline
for the receipt of quotations was passed.
After
discussion it was RESOLVED to accept the quotation
of Nott’s County Council Landscape Services
for £1,881.
P66/08 EASTWOOD OFFICIAL TOWN
GUIDE
The
Town Clerk reported that the publishers of the
2006 town guide (Local Authority Publishing Ltd)
were willing to arrange an updated version for
2008. The cost of production in wholly
met from advertisement revenue and no cost falls
on public funds. Some expense is incurred
in distributing the guide. In 2006
this was £250 which was paid to the Eastwood
Scouts for their distribution work.
After
a full discussion, the meeting RESOLVED to approve
the proposed arrangements for 2008 and ask the
publisher to produce 4,000 for a wider distribution
(subject to advertising income).
P67/08 TOWN COUNCIL OFFICES – ELECTRICAL
SYSTEM INSPECTION REPORT
The
Town Clerk reported that the final inspection report
for the Town Council Offices had now been received
and a copy was circulated for consideration by
the committee. Also circulated
was a quotation from one contractor (Bramley Electrical,
Eastwood) for the installation of water heaters
in the ladies/gents WC and the kitchen, and for
the remedial works needed to the offices electrical
systems. The total price quoted by
the contractor – Bramley Electrical – was £1,688
(net of VAT).
The
Town Clerk reminded the meeting that four other
contractors had been invited to quote the only
other response had been a quotation to carry out
the inspection work only. After a full
discussion the meeting AGREED that the urgency
of this work required immediate action in order
to meet current building regulations. Therefore,
Cllr R Dodge proposed that the quotation from Bramley
Electrical be accepted immediately. and that additional
authority is given for any supplementary plumbing
work needed. Cllr J Kenny seconded
the motion and the meeting unanimously APPROVED.
P68/08 ANNUAL INSURANCE PREMUUM
2008/9
The
Town Clerk reported that the Council’s insurers
Zurich Municipal had now reviewed the renewal premium
for 2008/9 taking into account the Town Council’s
reduced level of risk. The budget
for insurance for the current year (2007/8) was £5,500
and the end of year cost should be £5,455. The
insurance budget for 2008/9 was £2,000 and
the new premium had now been assessed by Zurich
Municipal for 2008/9 at £2,393. The
Town Clerk recommended that this overspending be
accommodated within the office buildings maintenance
budget for 2008/9 (total £6,000).
After
discussion the Town Clerk’s recommendation
was accepted.
………………….
There
being no further business the Chair thanked everyone
for their contributions and closed the meeting.
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