Castle Bromwich Parish Council Council Office, Arden Hall, Water Orton Road, Castle Bromwich, Solihull, B36 9PB 0121 747 6503 [email protected] www.castlebromwichpc.gov.uk
NOTICE OF MEETING
The members of Castle Bromwich Parish Council are summoned to an online meeting of the Council at 6.30pm on Wednesday 29 July 2020 via ‘Zoom’ using the following dedicated link: https://us02web.zoom.us/j/81033660415?pwd=WUNYbHNYNnZ1cDNMc09UaU5LRnhX UT09 Meeting ID: 810 3366 0415 Passcode: 520348
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Members of the press and public are welcome to attend.
The agenda includes at item 5 the opportunity for members of the public to ask questions and comment on items to be discussed subject to the Chairman’s discretion for up to a maximum of three minutes. Members of the public are asked to submit their questions in advance via email to [email protected]
Yvonne Smith, 22/07/2020 Acting Clerk to the Council
20/07-01 Welcome from the Council Chairman, Cllr Mrs Pauline Allen, who will remind participants of the procedure for holding this online meeting and may provide an update on council business.
20/07-02 Apologies for Absence Members are required to notify the reason for absence.
20/07-03 Declarations of pecuniary or other interests Members are reminded to declare any interest that relates to items on the agenda, particularly if the item relates to their entry on the Members’ Register of Interests.
20/07-04 Dispensations.
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The meeting will consider any written requests from a council member for a dispensation to be allowed to stay in the meeting and/or speak and/or vote with regard to any item in which they have declared an interest. Such requests must be submitted in writing to the Clerk before the meeting starts (email is acceptable).
20/07-05 Public Question Time Anyone attending this meeting who is not a parish councillor for Castle Bromwich PC may take the opportunity to speak and/or ask questions about items on this agenda and/or ask for issues to be considered at future meetings. Solihull Metropolitan Borough Council ward members are invited to provide a report on the work they have been doing in the ward and any news from SMBC.
20/07-06 To approve the draft minutes of the council meeting held 24/06/2020, draft copy attached, pp6 - 9.
20/07-07 To appoint a) A member of the council to the position of vice-Chairman. b) Two council members to be bank signatories c) One member of the council to be one of two representatives to the Solihull Area Committee (affiliated to the Warwickshire and West Midlands Association of Local Councils, WALC); the existing representative is Cllr J MacDonald. d) One member of the council to be its representative to the WALC Executive Committee.
20/07-08 To note the position regarding the four casual vacancies in the office of parish councillor relating to Beechcroft ward (1), Bradford ward (2), Whateley ward (1) and agree steps for co-opting members to fill those seats. A copy of the Co-option Procedure is available here, and attached.
20/07-09 To provide comment to the following planning applications:
a) Application ref: 2020/00998/MINFHO Location: 42 Cranmore Road, Castle Bromwich B36 9HJ Proposal: Two storey side and rear extension. Respond by: 24/07/2020
b) Application ref: 2020/01378/PN Proposed installation of a 15m telecommunications Phase 8 monopole with 4 No. ground based equipment cabinets and ancillary development thereto. Location: EE Telecom Mast Bradford Road Castle Bromwich Solihull Respond by: 30/07/2020
c) Application ref: 2020/01052/TPO Location: 8 Castle Crescent Castle Bromwich Solihull B36 9TF Proposal: Reduce branches by up to 1m, plus deadwood, on 1 No. oak tree. Respond by: 06/08/2020
d) Application ref: 2020/01259/MINFHO Location: 119 Springfield Road Castle Bromwich Solihull B36 0DU Proposal: Single storey rear extension. Respond by: 06/08/2020
To note and comment on the following Appeal: e) Site address: Castle Bromwich Hall Hotel, Chester Road Alleged breach: Unauthorised erection of a marquee in the grounds of Castle Bromwich Hall PI ref: APP/Q4625/C/19/3243551 Respond by: 10/08/2020 2
20/07-10 To comment on the following highways consultation:
Proposed Total Prohibition of Waiting at Any Time Beechcroft Road (both sides) – from a point 15 metres north east of its junction with Chester Road, in a northerly direction, to a point 35 metres north of that junction. Chester Road (both sides) – from a point 15 metres west of its junction with Kingsleigh Drive, in a westerly direction, to a point 42 metres west of that junction. Kingsleigh Drive (both sides) – from a point 15 metres north east of its junction with Chester Road, in a north easterly direction, to a point 30 metres north east of that junction. Response required by 06/08/2020
20/07-11 Finance a). To receive the current financial position to 30/06/2020 (separate report) b). To be aware the AGAR and related information has been sent to the External Auditor and posted to the website with dates of public inspection starting 09/07/2020 and ending 19/08/2020 c). To agree the appointment of the Internal Auditor for 2020/21
20/07-12 Committee meeting updates, to note: a) . Draft minutes to Leisure Services Committee 01/07/20 (pp 10 - 15) Includes: - approval of Policy on Provision and Use of Tools (page 16)
Draft minutes Finance & General Purposes Committee 08/07/2020 b) . (pp 17 - 23) includes: - agreement for new electricity contract via Utility Aid (broker) / Corona - agreement for new telephony contract via Mainstream Digital - agreement of Risk Management Policy, separate document - agreement of risk strategy and assessments - to agree the appointment of the Internal Auditor for 2020/21
c) . Staffing Committee The Staffing Committee is due to meet at the start of August to review all applications received for the position of Clerk to the Council and arrange dates of interviews. In the meantime, a request has been submitted by a committee member for the committee to meet to carry out a review of all staff contracts and consider various staffing items, for which the committee has no Terms of Reference. The Council is therefore asked to agree new Terms of Reference for the Staffing Committee, as attached report pp 24 - 27
20/07-13 Website accessibility compliance Update on the requirement to comply with The Public Sector Bodies (Websites and Mobile Applications) Accessibility Regulations 2018 by 23/09/2020.
20/07-14 Arden Hall improvements During the Covid-19 pandemic Arden Hall has been unused and staff and council members have taken the opportunity to refresh its appearance including re-painting, cleaning, covering of the hall heaters and improvements to the front of the stage. The following is requested: a) . Repairs, maintenance and improvement of Spencer bar and lounge. Quotes are being obtained for plaster-boarding the brick in the lounge hopefully in time for this meeting to allow progress asap along with new worktops and overhead hangers for glasses. If quotes are not available, members are asked to approve a budget for the proposed improvements and grant delegated authority to the Hall Manager to proceed on that basis.
b) . Scaffolding Towers (see also separate report) 7.2m platform double width 1.8 - £2,150.00 each + Vat 7.2M Double width scaffold tower £1,318.25 + VAT 3T INDUSTRIAL SCAFFOLD TOWER £1,334 + VAT 8 rung industrial tower £1,204.99 + VAT
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Staff awareness of Covid-19 precautions is ongoing via webinars, regular c) . monitoring of GOV.UK updates and risk assessments led by the Hall Manager.
20/07-15 Use of Pavilion The Cricket Club are keen to return to team sports and make use of the pavilion. Strict adherence is being paid to extra cleaning and social distancing. A risk assessment is available to view upon request. The Park closes at 8pm when the duty warden locks up and leaves site, however the Cricket Club wish to remain on site beyond 8pm making use of the Club’s licence in the pavilion. The Council is asked to consider whether to allow this, bearing in mind: - All of the park will be locked so there will be only one access to the club, via the pavilion door to the car park (meaning no one-way system can be put in place). The Club requests a key to the park gates. - A warden will be required to return to site at 10pm or later with no knowledge of the condition of the premises regarding cleaning requirements and whether there would be any direct health and safety threat.
20/07-16 Use of Open Spaces a) . Better signage is required for the parks at Hob Farm and Arden Hall. A trial notice board is being obtained to be fixed to the fencing at 3 sites (Hob Farm entrance, Arden Hall car park and Stoneymoor entrances). The cost of 3 notice boards is likely to be IRO £800
b) . The play area at Arden Hall open space has been closed since 23/03/2020. GOV.UK updates advise local councils to re-open at their discretion after risk assessing the conditions. This council’s risk assessment was unable to identify suitable mitigating actions when carried out on 03/07/2020. Since then the wardens have made use of a spray to spray-clean equipment with disinfectant, which took 90 minutes to complete. It is hoped the positioning of notices to alert parents to the risks, to encourage them to bring their own cleaning materials etc. will go towards reducing the risks identified and enable the play equipment to be fully used again.
c) Members may be aware of tyre tracks across the Village Green caused by what looks like a large vehicle negotiating the road around the War Memorial. Fairways Grounds Maintenance have been asked to attend to repair.
20/07-17 Annual tour of Parish Council property and facilities Members are asked to arrange a date for touring the sites for which the council is responsible.
20/07-18 Covid-19: (a) Grant request and (b) Offer of Cherry Tree a) . Grant Request has been received from the Red Cross, see page 28 below. Members are asked to consider making a donation. b) . Offer of Cherry Tree. SMBC is offering to provide “a cherry blossom tree to plant to symbolise the community coming together during such this time but also to remember those who lost loved ones and to reflect on the hard work and dedication given by unsung heroes amongst us.” Members are asked whether they would like to accept the gift and where to plant it.
20/07-19 Complaints A number of complaints have been received and are being dealt with through the Council’s Complaints Procedure, hence this notification. a). Complaint received 25/06/2020 regarding wording contained in the agenda of the council meeting held 24/06/2020 b). Complaints from two members of the public received 26/06/2020 following early closure of gates at Hob Farm park trapping park users. 4
c). Complaint received 07/07/2020 regarding excessive amount of litter found on Arden Hall playing field, collected and photographed by the member of public who submitted the complaint. d). Complaint received 11/07/2020 stating disappointment that play equipment is still out of use despite government statement that all play areas can re- open and enclosing a photo of an overflowing bin.
20/07-20 Members’ Code of Conduct: A national survey is being undertaken regarding the standards expected of local authority members; does CBPC wish to comment? Survey closes 17/08/2020
20/07-21 Members notification of matters for consideration at next meeting
20/07-22 In accordance with the Public Bodies (Admission to meetings) Act 1960, the council may resolve to exclude members of the public and the press to allow for discussion of confidential matters relating to any of staff, legal or contractual matters.
20/07-23 Date and time of next meetings: - Staffing Committee – to be advised - Leisure Services Committee will meet on 02/09/2020 - Finance and General Purposes Committee will meet on 09/09/2020 - Parish Council will meet on 30/09/2020 Time (6.30pm or 7.30pm) & venue (face-to-face or online) to be advised
Parish Council members: Mrs P Allen (Chairman), vacancy (vice-Chairman) Mrs A Ahmed, S Beechey, Mrs A Haywood, J MacDonald, K McCoy, J Riordan, Mrs R Shaikh, K Shaw, M Strong, Miss J Ward, 4 vacancies
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Castle Bromwich Parish Council
MINUTES OF THE FULL COUNCIL MEETING
HELD ONLINE (via ZOOM) th WEDNESDAY 24 JUNE 2020, 6.30PM
Council members: Mrs P Allen (Chairman), E Knibb (vice-Chairman), Mrs A Ahmed, S Beechey, Mrs A Haywood, D Hinsley, J MacDonald, K McCoy, J Riordan, Mrs R Shaikh, K Shaw, M Strong, Miss J Ward + two vacancies
Present Cllrs: Mrs P Allen - Chairman Mrs A Ahmed Shaikh Mrs A Haywood D Hinsley E Knibb – vice-chairman J Macdonald J Riordan Mrs R Shaikh (present from minute no 20/05-08 onwards) K Shaw Miss J Ward
Members of the public: - SMBC member Coun Ted Richards - Mr Martin Clifford, Castle Bromwich Cricket and Social Club - Mr Andy Hunter, SMBC Community Development Team
Officers: Mrs Y Smith, Acting Clerk and Mrs G Lungley – Support Officer
20/06-01 Chairman’s Welcome Cllr Mrs Allen welcomed all to the online meeting of the Council and reminded all of the policy for holding meetings online. Cllr Mrs Allen notified the meeting of restricted hours arrangements for the re-opening of Castle Bromwich Hall gardens.
20/06-02 To note apologies for absence Apologies for absence were received from Cllrs S Beechey (unwell), K McCoy (employment commitments), M Strong (employment commitments)
20/06-03 To receive members’ declarations of disclosable interests None received.
20/06-04 To receive and consider members’ dispensation requests, if any None requested.
20/06-05 Public Question Time i. Mr Martin Clifford, Chairman Castle Bromwich Cricket and Social Club. The Club has received significant support funding from Sport England which has helped them clear the outstanding balance owed to the parish council and will support the planned refurbishment of the pavilion. The plans have yet to be shared with the council but this will be carried out as soon as possible. The club is hoping to be able to meet socially in the pavilion again from 04/07/2020 and asked if this would receive council approval. The Council Chairman sought to ensure compliance with all health and safety guidelines.
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ii. Mr Andy Hunter, SMBC Community Development Team shared information about the work of the team which consists of 9 people, one of whom will work within Castle Bromwich. The team looks at the strengths of the community and its assets, bringing them together to support coherent stronger communities through supporting resident-led initiatives. The team will come out to meet with residents who have ideas for making a difference.
iii. Coun Ted Richards was asked about the suspension of disabled parking bays in the centre of Solihull.
20/06-06 To approve the minutes of the council meeting held on 27/05/2020
The minutes of the ordinary council meeting held on 27/05/2020 were: AGREED as a true record. Two members abstained from the vote.
20/06-07 To note the creation of a casual vacancy due to a member’s non-attendance at any council-related meeting for more than six months and to heed the advice from the SMBC Monitoring Officer.
It was noted that a casual vacancy had occurred due to Cllr M Rashid’s non- attendance at any council meeting over the preceding six months. The vacancy would be advertised and if there is a call for a by-election then that would not be held before May 2021 due to Coronavirus regulations.
20/06-08 To provide comment to the following planning application:
Application ref: PL/2020/01109/MINFOT Address: 146 Green Lane, Castle Bromwich Solihull B36 0BX Proposal: Loft conversion to accommodate new flat. PC Comment: This would be acceptable as a neighbouring shop already has similar frontage to the main road therefore the parish council would approve subject to neighbours comments.
And to note the following decision made by SMBC: Application ref: PL/2020/00714/MINFHO Address: 8 Marlborough Road, Castle Bromwich Solihull B36 0EH Proposal: Single storey side & front porch extensions. SMBC decision Permission granted
20/06-09 Committee meeting updates a) Leisure Services Committee meeting held 03/06/2020 The draft minutes of the meeting were noted. Questions were put regarding - payment for the asbestos removal and the date of accounting for this. - Quotes for the double ditch and mound at Bradford Gardens b) Finance and General Purposes Committee meeting held 10/06/2020 The draft minutes of the meeting were noted, following which: i. A claim for financial support during Covid-19 restrictions had been made on the Retail, Hospitality and Leisure Grant Fund operated through SMBC. ii. The Internal Interim Audit Report and Action Plan was being worked on by the working party, and the requirement to provide each member with a paper copy of ‘Proper Practices’ by the Joint Panel on Accountability and Governance had been met. iii. Approval of revised Standing Orders: It was AGREED to adopt the revised Standing Orders
iv. Approval of revised Financial Regulations: It was AGREED to adopt the revised Financial Regulations
v. Approval of Internal Controls Policy
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The wording relating to the review of effectiveness (page 2) would be changed to delete ‘Finance & Staffing Committee’ and add ‘the Finance and General Purposes and the Leisure Services Committees’. It was AGREED to adopt the Internal Controls Policy vi. Approval of the Statement of Internal Financial Controls It was AGREED to adopt the Statement of Internal Financial Controls vii. To note the Annual Internal Audit report Each response, A to K, from the internal auditor was separately reviewed by the Council and noted. Members appreciated the unsuitable situation was due to lack of professional support and they were moving towards redressing this through advice provided by the Support Officer and with the intention to appoint a new Clerk and Responsible Financial Officer. viii. To approve the Annual Governance Statement It was noted a copy of the External Auditor’s detailed instructions relating to the AGAR for the year ending 31 March 2020 had been circulated to all members by email. Members discussed each assertion in detail.
Assertion 1: Even though the council’s Income & Expenditure accounting and the Accounts and Audit Regulations require the cost of the asbestos removal works to be recorded as an expenditure in the 2019/20 financial year despite the bill not yet having been paid, 4 members voted ‘No’; 6 members voted ‘yes’ to agree the accounting statements had been prepared in accordance with Accounts and Audit regulations.
Assertion 2: Bearing in mind the Internal Auditor’s report, members could not confidently answer ‘yes’ and so ticked ‘no’ due to the late attention to its internal controls arising from loss of professional support during the year and then the Coronavirus pandemic that hindered forward progress on this issue.
Assertion 3: The majority of members were confident they had not acted illegally during the year and had been preparing to take action before the end of the financial year to ensure compliance with Proper Practices; ‘yes’ was ticked.
Assertion 4: Members were aware they could not tick ‘yes’ to this because of the comments provided by the External Auditor last year to the non-compliance with the period of public inspection in 2019 regarding the 2018/19 accounts; the situation had arisen due to absence of key staff at that time.
Assertion 5: Members ticked ‘no’ to this since the appropriate risk management steps had not been taken during the relevant financial year, despite intention to do so and subsequent remedial actions.
Assertion 6: Members ticked ‘yes’ to this as a both an interim internal audit and an end-of-year internal audit had been carried out.
Assertion 7: Members ticked ‘yes’ to this as the council had taken appropriate action following receipt of the External Auditor’s comments to last year’s audit and the council is working through the recommendations arising from this year’s internal audit.
Assertion 8: The majority of members were confident the council has disclosed everything it should have about its business activity during the year, including events taking place after the year end; ‘yes’ was ticked.
Assertion 9: Not applicable. ix. The Annual Accounting Statements Members approved the Accounting Statements, with three abstentions. x. The Council’s financial position to 31/05/2020 Members reviewed the comparison between actual receipts and payments to the budget. It was noted the Hall income for the first quarter was considerably reduced due to the Coronavirus pandemic and lockdown which saw 2 members of Hall staff furloughed via HMRC Job Retention Scheme because their income is provided through hall lettings; three of the park wardens had also been
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furloughed whilst the Arden Hall park had been closed, but not via JRS because their wages are paid via precept income. Concern was expressed about the way in which the cost of the asbestos removal works would be shown in the accounts when the bill is paid; further advice would be sought on this matter.
Cllr E Knibb left the meeting
c) Staffing Committee Meetings were held 16/06/2020 and 22/06/2020. One of the committee members had resigned from the Staffing Committee and the committee Chairman asked for another council member to join the committee; no one present volunteered to take part. The draft minutes of the meetings were noted. Arising from which members were asked to approve, as part of the application pack: - The Clerk’s job description (as circulated and read out) APPROVED following discussion on the Clerk’s membership to SLCC which was agreed as a useful tool for the Clerk to meet the expectations of the role and meet continuous professional development targets.
Point of order: the time being 9pm members were asked to agree to continue to 9.30pm. On being put to the vote, the majority of members present agreed to continue to 9.30pm
- The job evaluation had been undertaken to assess the pay grade for the Clerk’s position which was LC3 below substantive range, SCP 33 - 36, currently £35,934 – £38,813 pa full-time. - The options for advertising were provided. After the advert was read out it was AGREED to advertise via WALC and WM Jobs.
20/06-10 Website accessibility Members were asked to ensure the parish council website complies with the Public Sector Bodies (Websites and Mobile Applications) Accessibility Regulations 2018. Cllrs D Hinsley and Mrs R Shaikh agreed to look into this.
20/06-11 To note: a) Members Code of Conduct: survey on the standards expected of local authority
members is open for members to comment until 17/08/2020 (next agenda) b) Policing arrangements in Castle Bromwich: the local police are keen to liaise
with the parish council and possibly make use of the premises for meetings.
c) West Midlands Action to meet Climate Challenge: not discussed (next agenda)
Cllr Mrs A Haywood left the meeting.
20/06-12 Council office report In brief, it was reported: - Staff are to continue with review and disposal of old paperwork - Members are to be asked to agree to disposal of obsolete office equipment - Staff are preparing to re-open Arden Hall closely following government guidance - The resumption of team sports is expected imminently, but again working within the government guidance for safe play and following consultation with the council’s insurers. Everyone taking part and all hirers are to be notified of their responsibilities
20/06-13 Closure of meeting for confidential business There was no requirement for this motion.
20/06-14 Date of next meetings, all starting at 6.30pm: - Leisure Services Committee will meet on 01/07/2020 - Finance and General Purposes Committee will meet on 08/07/2020 - Full Council will meet on Wednesday 29/07/2020
This meeting ended at 9.30pm ……………………………………………………………………… ……………………………….. Signed as a true record of the business transacted Dated Chairman Castle Bromwich Parish Council 9
Castle Bromwich Parish Council
MINUTES OF THE LEISURE SERVICES COMMITTEE MEETING
HELD ONLINE via ZOOM WEDNESDAY 1st July 2020, 6.30PM
Committee members: Cllrs K Shaw (Committee Chairman), S Beechey (vice-Chairman), Mrs P Allen, K McCoy, J Riordan, M Strong, Miss J Ward
Committee quorum is 4 members.
Present Councillors: K Shaw, Chairman S Beechey, vice-Chairman Mrs P Allen J Riordan M Strong
Officers: Mrs Y Smith – Acting Clerk Mrs R Gorton - Hall Manager Mrs G Lungley – Support Officer
Members of the public: SBMC ward member, Ted Richards Martin Clifford, Chairman Castle Bromwich Cricket Club
LSC Chairman’s Welcome 20-07/01 Cllr K Shaw welcomed all to the meeting.
LSC To note apologies for absence 20-07/02 Apologies for absence had been received from Cllr K McCoy
LSC To receive members’ declarations of disclosable interests 20-07/03 None received
LSC To receive and consider members’ dispensation requests, if any 20-07/04 None received
LSC Public Forum - To hear from members of the public 20-07/05 Martin Clifford, Chairman Castle Bromwich Cricket Club spoke to their plans for returning to the club’s home ground making use of the pavilion and playing team sports, post Covid-19. Full details for complying with the coronavirus regulations were provided including insistence on safety, risk assessments, restrictions on numbers and cleaning protocols. The extent of the alcohol licence was queried. With reference to the Club’s plans for refurbishing the pavilion, Martin undertook to forward the plans to the Council in due course. Martin thanked the Chairman for the opportunity to speak and left the meeting.
Cllr Strong left the meeting due to connection issues, and soon re-joined.
LSC To receive and consider the minutes of the previous meeting 20-07/06 The draft minutes of the committee meeting held 3rd June had been circulated and were agreed a true and accurate record of what took place.
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LSC Hall Manager’s report (see also pp 5 and 6) 20-07/07 No progress regarding the broken window; Covid-19 disruption.
The Hall Manager presented her report for the last month. Staff have been measuring the space available for users to comply with the Covid- 19 capacity limits bearing in mind the majority of hires are for physical exercise. Hirers have been issued with a questionnaire asking about their use requirements and their flexibilities. More time will be needed between hires to ensure a thorough clean is carried out.
Maintenance works include repair to the boiler for hot water and re-painting of the hall facilities.
The pavilion is being given attention in the light of the Cricket Club’s plans to return for social activities and planning return to team sports.
Risk assessments have been carried out for all staff and facilities at all sites – Arden Hall, Pavilion and Council Office. Mobile duties have been increased to three days per week to improve tidiness.
The school children’s prom that had been booked for 10th July has been cancelled.
Work is ongoing with regard to invoices, chasing bad debts and related paperwork. Plans for return of hirers are also being worked on working within the government guidelines including provision of a one-way system, extra cleaning materials etc.
There was discussion relating to the Cricket Club’s plans for returning to the pavilion for social gatherings. The Club Chairman had provided the Hall Manager with details of what steps they are taking to comply with the new regulations and their risk assessment had been appropriately updated. Members were made aware of the ‘Covid-19: Guidance for the safe use of multi-purpose community facilities’ via GOV.UK which was not as clear and straightforward as had been hoped with regard to the number of people who could be allowed inside the pavilion. It was noted the events would be ended by 8pm, same time as park closure.
SMBC Coun Ted Richards was invited to comment regarding alcohol limitations at Arden Hall park and the SMBC-wide restrictions on drinking which operates alongside the licence granted for alcohol consumption at the pavilion.
Members were in favour of the Cricket Club events taking place as long as the appropriate assessments and compliance arrangements were followed as instructed by the Hall Manager and following advice from the licensing department.
The Hall Manager was thanked for her report.
LSC Progress report on items considered previously: 20-07/08 A) .1) Small Green tarmac. See minute 20-07/10.
Ongoing items carried forward: i. Bradford Gardens double ditch and mound ii. Play equipment / zip wire iii. Funding opportunities – for new and improved play equipment; Arden Hall improvements iv. Temporary access via Delamere Close gate v. Village Green drainage from Old Croft Lane – SMBC had asked if the Green had previously been dug up, no member was aware that it had been.
B) Arden Hall:
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i. Follow-up works to Spencer Lounge area after asbestos removal; SMBC have signed off the removal work. Some further work is required to supply and fit new lighting and shadow battens, as included in the
purchase order.
ii. Refurbishment to front of stage. Cllr Beechey has this in hand.
iii. Promotion of facilities. The Hall Manager will take steps to take control of the Arden Hall Facebook page.
iv. Arden Hall improvements and maintenance eg door entry systems and telephony. Quotes are being obtained for all improvements.
v. Report of broken window – as noted in the Hall Manager’s report.
vi. Plumbing repairs to hot water heaters – as noted above.
vii. Extra cleaning (this item was discussed towards the end of the meeting, but is included here for relevance) – members were notified of the increase in cleaning costs due to Covid-19, to ensure the safety of members of staff working at Arden Hall, the Pavilion and council office, and prepare for future hires. Council members urged caution and over-view in the amount and costs of cleaning materials being purchased. It would be expected that hirers would provide their own face masks, but basic cleaning and hand sanitiser should be made available by the council.
LSC New items for consideration 20-07/09 A Employer responsibilities for provision of tools. A policy detailing the provision of tools, both hand and power, to members of staff was put forward for approval. Members of staff are not expected to provide their own tools for use at work. It was noted that in the past, tools purchased by the council had gone missing, members therefore agreed to establish a system for keeping track of each item under the control of the Hall Manager. Any lost tools must be paid for by the member of staff who had signed it out. It was AGREED - To purchase a toolkit for use around the council’s sites of both hand- and power tools; specific list to be drawn up by Hall Manager and wardens for review by council members before purchase from the maintenance budget. - No member of staff is expected to provide or use their own tools. - All council tools will be signed out and back in again by the Hall Manager; any tool lost during that time to be replaced by the user named. - All tool-use to be risk assessed and operators to be provided with appropriate PPE and training if necessary. - To adopt the amended Policy on the provision of tools and equipment for use on parish council property and the use of staff’s own equipment.
B Arden Hall park i. Request from the family of late ex-parish councillor Peter Bagnall to plant a rose in the Garden of Memory. It was AGREED To accept the request and allow a rose to be planted in the Garden of Memory in the name of Peter Bagnall. ii. CCTV and local policing support CCTV is being used by staff and the local policing team is proving supportive. iii. Response to ad hoc requests to use Arden Hall sports field for organised football teams Members were notified that requests were received in the office from time to time seeking to make use of the playing fields by teams other than Bromford Lions, but due to use of the fields now at full capacity these requests were turned down.
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C Pavilion i. Castle Bromwich Cricket and Social Club request for re-furbishment; not considered at this time. ii. Safe use of pavilion by the Cricket Club: considered earlier in the meeting. iii. Terms of hire for all user groups / review of hire agreements It was AGREED To review all hire arrangements.
D Open Spaces, Environment and Highways i. Grass verges, Water Orton Road SMBC had received a petition from residents objecting to the wildflower planting along these grass verges, as part of the Wildflower Ways initiative.
SMBC ward member Coun T Richards left the meeting.
ii. War Memorial repair, renovation and cleaning The budget for this is £2,000. It was AGREED To initially clean the memorial and quotes for cleaning would be sought.
iii. Pedestrian crossing outside St Clements Church SMBC had responded to concerns raised by Cllr Mrs A Haywood about the safety of the crossing in Green Lane, noted.
LSC In the interest of the public, the meeting was closed to the public to allow for 20-07/10 discussion of an issue that should properly be considered in confidence.
Small Green access Parking across the access was an ongoing problem. Members considered re- surfacing the access and installing No Parking signs.
LSC Date and time of next meeting of this committee: 20-07/11 Wednesday 02/09/2020 at 6.30pm online
This meeting ended at 8.30pm
……………………………………………………………………… ……………………………….. Signed Dated Chairman, Leisure Services Committee
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MANAGERS REPORT. June 2020
01/06/2020 to 30/06/2020
A. BOOKINGS AND HIRERS: Still no hirers due to Covid 19
So at the beginning of the month we measured out 2m distancing within the Spencer Hall and the Windsor room. The S/H capacity would be 24 and W/R capacity would be 9. Obviously since the Prime Minister has announced 1m plus we can now offer 48 in the S/H and 18 in the W/R as long as they wear face masks. Most of hirers are still unable to return but I have drawn up a questionnaire for the hirers about their return which will be emailed/posted this week.
B. BUILDING AND MAINTENANCE Ongoing safety checks are still being carried out.
We haven’t had hot water for a few weeks but a quote was received and accepted and the plumber came on Monday.
While we have been closed the Hall has been cleaned and redecorated throughout. Both committee rooms, backstage corridor, front foyer, Spencer toilets, Windsor room and chair store have been painted and we are now about to start on the Spencer Hall.
C. PAVILION Still closed but checks are still being carried out.
Cricket club have requested to open from the 4th July (see attached, CC RA, CC request, HM RA)
D. STAFF ISSUES I have completed risk assessments for Arden Hall staff, Arden Hall hirers, the Pavilion and council office. (see attached)
E. PAID CANCELLATIONS RECEIVED THIS MONTH
F. UPCOMING EVENTS AT ARDEN HALL
G. OPEN SPACES I have added an extra day for the mobile duties as mentioned last month.
H. BAR We have a children’s prom booked in for 10th July which we are going to cancel.
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Targets for 2020/2021 PLU Actual for 2020/2021
Net. Bar Sales
Period 2019-20 Month Gross Net +/- Net Target 01/4-30/04 April 1000
01/05-31/05 May 2000
01/06-30/06 June 2000
01/07-31/07 July 2500
01/08-30/08 August 2750
01/09-30/09 September 3000
01/10-31/10 October 2500
01/11-30/11 4157.63 November 3500
4242.33 December 4250
01/01-31/01 2728.58 January 2500
01/02-29/02 February 3500
01/03- March 2500 30/03 END OF YEAR
29700.65 32000/16250 13354.25 11128.54 878.54
New Targets based on last year’s figures
Rachel Gorton
Hall Manager
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Castle Bromwich Parish Council Policy on the provision of tools and equipment for use on parish council property DRAFT Definitions
Parish Council: Castle Bromwich Parish Council, Arden Hall Water Orton Road B36 9PB
Property: Tangible items owned by the Parish Council such as land, buildings, seats, notice boards, bollards, posts; this is not an exhaustive list
Staff: Anyone on the Parish Council payroll and employed on a regular basis
Tools: Any equipment, device or implement designed to carry out a particular function; may be hand-held, battery or mains driven.
Introduction The Parish Council is responsible for the council office, Arden Hall, the Pavilion and Theatre Workshop sited within the grounds of Arden Hall, the Castle Bromwich War Memorial and other sites of open space which are host to council-owned highways furniture such as seats and notice boards. From time to time members of Staff will be asked to attend to items of council property at these sites which will require maintenance and repair necessitating the use of a variety of tools.
Statement The Parish Council will endeavour to provide the appropriate tools for all work, repair and maintenance tasks that are to be undertaken by members of Staff.
Aims 1. The Parish Council aims to identify by way of the annual budgeting process, any new requirements for tools for use by members of Staff in the course of their daily work. 2. The Parish Council aims to maintain a complete toolkit on site at Arden Hall at all times and will replace any broken or obsolete item as soon as notification is received. 3. Management of the toolkit will be the responsibility of the identified member of staff, who will maintain an up-to-date inventory containing make and model number that can be produced for inspection by the Proper Officer at any time for report to the Council, and at least once every six months. 4. Tools will be booked out and back in again by the Toolkit Manager, for use by members of staff as and when required and during this time ‘that member of staff’ will be wholly responsible for their safe-keeping. If the item is lost during this time, ‘that member of staff’ will be required to replace it, like-for-like, at their own cost. 5. No member of staff is expected to provide or use their own tools. 6. The Parish Council will not reimburse a member of staff who proceeds to use their own tools in the event of them becoming lost, damaged or stolen. 7. All tool-use will be risk assessed and members of staff will be provided with appropriate PPE and training as deemed necessary.
Use of contractors Any contractor working on site will be expected to use their own tools and will not be allowed access to those of the Parish Council.
Agreed at the meeting held (date)……………………………………… Date of review: July 2021 Castle Bromwich Parish Council
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Castle Bromwich Parish Council
MINUTES OF FINANCE AND GENERAL PURPOSES COMMITTEE MEETING HELD ONLINE via ‘ZOOM’
WEDNESDAY 8th JULY 2020, 6.30pm
Committee members: Cllrs S Beechey (C’ttee Chairman), Mrs A Haywood (vice-Chairman), Mrs A Ahmed, J MacDonald, K McCoy, Mrs R Shaikh,
Ex officio members: Cllrs Mrs P Allen (Council Chairman),
Committee quorum is 4 members.
Present Cllrs: S Beechey, Committee Chairman Mrs A Ahmed Shaikh Mrs P Allen, ex officio Mrs A Haywood, Committee vice-Chairman J MacDonald Mrs R Shaikh
Officers: Mrs G Lungley – Support Officer (Host of Meeting) Mrs Y Smith – Acting Clerk
Members of the public: SMBC ward member Coun Ted Richards to item 07/08. It was noted prior to the start of the meeting that the meeting was being recorded.
F&GP Chairman’s Welcome 20- All were welcomed to the meeting. 07/01 Cllr K Shaw’s resignation from this committee was noted. Eric Knibb and David Hinsley had resigned from the Council.
F&GP To note apologies for absence 20- Apologies had been received from Cllr K McCoy. 07/02 F&GP To receive members’ declarations of disclosable interests 20- None received. 07/03 F&GP To consider any dispensation requests if any 20- None received 07/04 F&GP Public Question Time - To hear from members of the public 20- Coun Ted Richards noted he had received a number of complaints from residents of 07/05 Parkfield Estate regarding lack of attention to the estate environment; the complaints had been passed on to the estate management.
F&GP To receive and consider the minutes of the previous meeting 20- The minutes of the committee meeting held 10th June 2020 had been circulated and were 07/06 approved as an accurate record of that meeting.
F&GP To consider and comment on the following planning applications notified:
20- Application ref: PL/2020/01335/PN 07/07 Address: Junction Timberley Lane / Chester Road B34 7EH Proposal: Proposed installation of a 20m Telecommunications Phase 8 monopole with 3 no. new ground based equipment cabinets, 1no. equipment cabinet PC Comment: to be relocated & ancillary development thereto The council has no objection to the installation as it is a requirement for better communication. 17
Application ref: PL/2020/01071/TPO Address: Northern House School, Lanchester Way, B36 0HJ Proposal: 3 x Maple trees (TPO/00936 group TG2) - Reduce height by 4.5m (15ft) and cut back 3-4m overhanging from Northern House School into 2 PC Comment: Reliant Close. The council would approve this work subject to the tree officer’s comments and neighbour’s concerns.
Application ref: PL/2020/01175/MINFHO Address: 31 Manor Park Road, Castle Bromwich Solihull B36 0DJ Proposal: Single storey rear extension PC Comment: It was noted the extension extends 6m into the garden but that regulations would allow for this and the council therefore would recommend approval as long as it conforms to planning guidance and subject to neighbours’ comments.
Coun Ted Richards left the meeting.
F&GP Finance and payments: 20- a) To note payments made during part-June/July 2020 to date. 07/08 The list of receipts and payments, all in budget, for the month was reviewed and noted. List attached p4
b) To note most recent budget comparison of actual income and expenditure against the expected income and expenditure. It was noted the actual income for the year to date would fall short of expected income due to Covid-19 closure of Arden Hall. The analysis was shared on screen for all cost centres; in summary – Summary of Income & Expenditure Total income Total Expenditure As at 30/06/2020 Budget 20/21 Actual 20/21 Budget 20/21 Actual 20/21 Precept 337,453 168,726 Democratic Services 132,250 28,877 All other 950 24,372 Arden Hall 65,000 6,870 199,150 28,241 Bar 25,000 - 23,330 2,318 Theatre Workshop 600 - - 77 Pavilion 10,000 6,776 50,350 10,084 Open Spaces 4,093 - 82,600 18,149 Total income 443,096 206,744 487,680 87,746
Members noted it would be necessary to pay for extra cleaning and hygiene requirements during Covid-19 and therefore related costs would increase. For this reason, at its next meeting the Council would be asked to approve: i. a professional deep clean of the pavilion, and ii. the purchase of a scaffolding tower for use inside Arden Hall and outside in the park for example to be used when cutting hedges.
F&GP Contracts 20- a) Review of electricity contract 07/09 The procurement group currently being used cannot provide any idea of costs for the next year or 2 years and the current contract ends in October. An alternative procurement group, Utility Aid, had provided quotes from 4 different suppliers for the council’s four meters which were reviewed by the committee, from which
It was agreed to recommend to the council to enter into a 24-month contract for the provision of electricity with Corona via the services of Utility Aid. The projected annual costs for the period would be £9,052 for the standard meters and £9,900 for the half-hourly electricity meter (costs correct at time of meeting, but subject to market change).
b) Review of telephony systems and contracts
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As previously discussed, the telephony system covering the three Arden Hall sites (booking office, pavilion and council office) currently relies on an unreliable, ageing internal phone system that is a separate phone to the telephone system on each site and each site has a separate system (ie no way of being able to transfer a call from the council office to the pavilion); there are four different providers for telephone calls and broadband and there is no wi-fi availability. Additionally, members noted the requirement for lone workers to be provided with a mobile phone when out on site; one for the council officer and one for the wardens. The equipment could be used to facilitate a clocking-in system and a tracking system to aid personal safety.
It was agreed to accept the quotation provided by Mainstream Digital which would bring all services under one provider; there would be an initial capital outlay for the installation and user training of £2589, wi-fi solution £655, and additional peripheral costs £377 to £487. To add to this two linked mobile phones for lone-worker use. The ongoing monthly charges would be - phone lines and broadband £102.98 pcm, plus maintenance £27.33pcm (current standing cost is £167.92) and call charges at MS06 rates.
F&GP Governance 20- a) To agree the calendar for policy reviews (see pages 5 & 6) 07/10 The calendar, attached, which had been circulated to members with the agenda, was reviewed and noted; the Health and Safety Policy reviews would be included. Members worked through and considered each of the listed procedure documents. Whilst reviewing each procedure it was noted there may be a problem with payment of wages next week due to the absence of one of the two remaining bank signatories. Members agreed to ask one of the recently departed signatories, if willing, to approve payments as an emergency requirement. Also, it was noted there is a requirement to provide public information relating to Health and Safety procedures in Arden Hall and the pavilion, and the named responsible person. The calendar would be updated throughout the year.
b) To agree the council’s Risk Management Policy The policy was introduced and seven areas of risk identified: i. Financial control ii. Financial Management iii. Governance iv. Assets and Liabilities v. People (Councillors, Staff and volunteers) vi. Systems and Processes vii. Procurement It was agreed to consider one area of risk at each successive committee meeting over the next 7 months.
c) Risk Strategy and Assessments (see page 7) The risk management schedule was reviewed. This is an ongoing document which can be reviewed monthly to ensure compliance.
F&GP Members to suggest items for the next meeting of this committee: 20- i. It was noted the children’s play area could not yet be re-opened due to inability to 06/11 assert a one-way system or keep the equipment clean. Quotes were required for installation of complete covering of safety surfacing (not patching). ii. The clerk was asked to keep the number of agenda items to a manageable level. iii. Staff were thanked for providing paper copies of the agenda and reports.
F&GP Date and time of next meeting of this committee 20- It was agreed to meet on Wednesday 9th September 2020; at 6.30pm if held online via Zoom. 06/12
This meeting ended at 8.30pm
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……………………………………………………………………… ……………………………….. Signed as a true record of the business transacted Dated Chairman, Finance and General Purposes Committee
Minute no. 20-07/08 (a)
RECORD OF RECEIPTS AND PAYMENTS FOR PART-MONTHS JUNE/JULY 2020 (05/06/2020 to 05/07/2020) For presentation to Finance and General Purposes Committee meeting 08/07/2020 PAYMENTS voucher no Payee Reason Inv No. Date of Inv. Receipts Gross VAT Net SMBC Business rates 50240751 05.05.2020 £ - £ - £ - Suez/SITA Waste removal from all sites £ - £ - £ - Retail Merchant Card pay machines £ - £ - £ - EMS Card pay machines £ - £ - £ - Mainstream Digital Telephone calls and system rental 974343 30.06.2020 £ 154.91 £ 25.83 £ 129.08 Lloyds bank Bank charges, a/c 06916381 311895857 08.06.2020 £ 20.00 £ - £ 20.00 SMBC LDC Refuse sacks, heavy duty 343238 10.06.2020 £ 36.83 £ 6.14 £ 30.69 Total Electricity energy supply, May 13.06.2020 £ 18.97 £ 0.91 £ 18.06 Total Electricity energy supply, May 13.06.2020 £ 94.16 £ 4.49 £ 89.67 All dated 13/06/2020 Total Electricity energy supply, May 13.06.2020 £ 219.92 £ 36.65 £ 183.27 Total Electricity energy supply, May 13.06.2020 £ 255.32 £ 42.55 £ 212.77 Postage Stamps 17.06.2020 £ 17.80 £ - £ 17.80 Staff Purchases - Y Smith Anti-bac products 18062020 18.06.2020 £ 76.47 £ 15.29 £ 91.76 Postage Stamps 18.06.2020 £ 115.48 £ 115.48 Peninsula HR Services, Jun 2020 U001623243 18.06.2020 £ 391.59 £ 65.27 £ 326.33 Peninsula HR Services, May 2020 U001559861 18.05.2020 £ 391.59 £ 65.27 £ 326.33 Peninsula HR Services, Apr 2020 U001512000 18.04.2020 £ 391.59 £ 65.27 £ 326.33 Peninsula HR Services, Mar 2020 U001451186 18.03.2020 £ 391.59 £ 65.27 £ 326.33 Peninsula Cancellation fee face2face 38793 31.01.2020 £ 240.00 £ 40.00 £ 200.00 Peninsula Credit note to cancellation fee Cr38793A -£ 120.00 -£ 20.00 -£ 100.00 Fairways Grounds Maintenance 12-20-10556 01.03.2020 £ 1,940.50 £ 323.42 £ 1,617.08 DKE Audit Services Internal Audit Services 32 22.06.2020 £ 150.00 £ - £ 150.00 Konica Minolta Photocopying Council Office 1151324744 24.06.2020 £ 55.70 £ 9.28 £ 46.42 Espo Gas supply G1136039 24.06.2020 £ 38.43 £ 1.83 £ 36.60 R Gorton Face masks for staff 29052010 29.05.2020 £ 100.73 £ - £ 100.73 Gill Lungley Council Admin Support 20/21-004 30.06.2020 £ 1,600.00 £ 1,600.00 Fairways Grounds Maintenance 04-21-10956 01.07.2019 £ 1,940.50 £ 323.42 £ 1,617.08 Microshade Hosted IT application service 13290 01.07.2020 £ 266.34 £ 44.39 £ 221.95 Rialtas Bookings Support & Maintenance SM21879 01.07.2020 £ 355.20 £ 59.20 £ 296.00 DM Payroll Services Ltd Payroll Services 1043 02.07.2020 £ 427.50 £ 427.50 Paint AH 02.07.2020 £ 39.98 £ 6.70 £ 33.28 Staff Purchases - Rachel Door Closers AH 02.07.2020 02.07.2020 £ 74.95 £ 12.49 £ 62.46 Gorton Sandpaper/Paint AH 16.06.2020 £ 15.88 £ 2.65 £ 13.23 DVS CCTV Managed Service 21245 01.07.2020 £ 30.00 £ 5.00 £ 25.00 DVS Voice and Data Broadband 10209612 01.07.2020 £ 16.80 £ 2.80 £ 14.00 HMRC PAYE and NI for June 2020 HMRC M3 30.06.2020 £ 1,266.47 £ - £ 1,266.47 WMPF Staff pensions, June 2020 Pensions M3 30.06.2020 £ 2,527.58 £ - £ 2,527.58 Unity Trust Bank Service charges for June 2020 (disb) statement 30.06.2020 £ 18.00 £ - £ 18.00 Unity Trust Bank Service charges for June 2020 (salaries) statement 30.06.2020 £ 18.00 £ - £ 18.00 Unity Trust Bank Service charges for June 2020 (general) statement 30.06.2020 £ 20.55 £ - £ 20.55 Lloyds bank Service charges for statement £ - £ - Zoom - online meetings subscription, May Inv20353007 13.05.2020 £ 14.39 £ 2.40 £ 11.99 Office purchases via G Lungley Zoom - online meetings subscription, Jun inv25728030 13.06.2020 £ 14.39 £ 2.40 £ 11.99 WM Jobs advertisement CAS-026954 01.07.2020 £ 237.60 £ 39.60 £ 198.00 Tactile Technology Broadband - February 2020, outstanding 20189 29.02.2020 £ 47.94 £ 7.99 £ 39.95 Tactile Technology Broadband - June 20450 30.06.2020 £ 47.94 £ 7.99 £ 39.95 SALARIES Salaries m3 Staff salaries (net) month 3 28.06.2020 £ 1,674.06 £ - £ 1,674.06 Salaries week 10 Staff salaries (net) week 10 12.06.2020 £ 1,532.76 £ - £ 1,532.76 Salaries week 11 Staff salaries (net) week 11 19.06.2020 £ 1,591.94 £ - £ 1,591.94 Salaries week 12 Staff salaries (net) week 12 26.06.2020 £ 1,607.84 £ - £ 1,607.84 Salaries week 13 Staff salaries (net) week 13 03.07.2020 £ 1,731.51 £ - £ 1,731.51 £ - Totals £ 22,099.70 £ 1,264.48 £ 17,526.45 INCOME Weight Watchers Hall hire InvHM 12.06.2020 £ 146.24 Age Concern Hall hire InvHM 15.06.2020 £ 32.50 Castle Bromwich cricket club Pavilion hire (2019) InvPav 18.06.2020 £ 1,000.00 Castle Bromwich cricket club Pavilion hire (2019) InvPav 24.06.2020 £ 5,666.00 Individual hall hire, RG Hall hire InvHM 26.06.2020 £ 112.50 Castle Bromwich cricket club monthly pay InvPav 29.06.2020 £ 10.00 totals £ 6,967.24
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CASTLE BROMWICH PARISH COUNCIL POLICY REVIEW CALENDAR
To ensure the council is working within current legislation and guidelines, all policies and procedures should be reviewed regularly and at least once every three years.
ITEM When to review and by whom Minuted Date of next record review Chairman to prepare for Annual N/A Annual Report/action plan Parish meeting working with the Covid-19 Feb 2021 Clerk Appointments to other bodies Annual Council meeting May 2021 Asset mapping/register Annual Council meeting ongoing Asset valuations Annually, by the Clerk/RFO ongoing Solihull Area Committee reps Annual Council meeting May 2021 Calendar of meeting dates Annual Council meeting May 2020 May 2021 Committee appointments Annual Council meeting Ongoing May 2021 Contact details (councillors) Annual Council meeting Ongoing May 2021 Electricity July 2020 July 2022 Gas - Feb 2022 Telephone July 2020 July 2023 Alarm system Ongoing IT support Feb 2020 Feb 2021 Website provider Feb 2020 Ongoing Payroll provider Sept 2020 Contracts Internal Auditor Nov 2019 Sept 2020 Asset assessor Ongoing Grounds Maintenance 2019 Feb 2022 Tree maintenance and surgery 2019 Feb 2022 Tills/Bars Nov 2019 Nov 2020 Card pay machines Mar 2020 Mar 2021
Gen. Power of Competence Annually at annual council meeting n/a May 2021 Local Council Award Scheme At any time n/a Members’ Interests Register Update at any and all times ongoing Member/Officer Protocol Annually n/a Sept 2020 Newsletter Council to consider how best to proceed Finance-related Annual end-of-year accounts Approved 24/06/2020 May/Jun2021 Annual Governance Statement Approved 24/06/2020 May/Jun2021 Annual Accounting Statements Approved 24/06/2020 May/Jun2021 Appointment of Independent September 2020 Internal Audit Bank authorisation levels As per Financial Regulations Bank signatories Budget Agreed annually Dec/Jan Insurance Schedule Policy reviewed annually Precept Agreed annually by end January Quarterly review of book-keeping; Risk Management Annual review January Subscriptions (annual) SLCC and WALC/NALC APM
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Jan Feb Mar Apr May Jun Jul Sep Oct Nov Essential documents 3-YEAR POLICY REVIEW Asset Register CALENDAR Code of As and when necessary Conduct
Complaints
Procedure
Financial
Regulations
Publication
Scheme
Risk
Management
Standing
Orders
General Policies
Balances and
Reserves
CCTV Safeguarding Data Protection Document care
Scheme of
Delegation
Freedom of Information Grant Awarding Press & Media Social Media Provision Tools
Health and
Safety Policy
Training, staff & members Staffing Policies Disciplinary Staff Policies shown in bold type Handbook relate to legal requirements Equal Opps Key: Grievance 2020 Sickness 2021 Appraisal 2022
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SCHEDULE FOR MANAGEMENT OF RISKS AND ASSESSMENTS Item Frequency Last Review Comments/Action Parish Council Insurance Inc: Public & Employers Liability Annual 3-year contract with Money & Fidelity Guarantee Annual Zurich Insurance ends Personal Accident Annual March 2021 War Memorial Annual Individual risk Buildings Cover (AH,Pav.W’shop) Annual assessments ongoing Community assets Annual throughout the year Gas Safety Check Buildings Annual Nov 2019 ongoing Fire Inspection Twice per year ongoing Electrical – PAT inspection Twice per year ongoing Inspection of Playground: Wardens visual Daily Signed Log to Hall Mgr Wardens physical weekly Weekly Signed Log to Hall Mgr Contractors Quarterly Signed Log to Hall Mgr Registered Inspector Annual Sept 19 Sept 20 Other Inspections/Maintenance: Open Spaces- visit by Mobile Warden Weekly Signed Log to Hall Mgr Trees – Arboricultural Report – Open Trienially January 2020 Spaces (or as required) Goalposts H&S Seasonal / Feb 18 Checked by contractor Contractor erects/dismantles LSC and Cllr Beechey Tree Maintenance and Inspections Annual & On-going Checked weekly by visual Wardens Financial Matters: Banking Arrangements Annual/Ongoing New signatories required July 2020 Insurance cover Annual VAT returns completed Quarterly Annual Salary Review Annual Bye-elections Annual Budget agreed by Council Annual Jan 2020 Budget monitored by F&GP and/or Monthly and /or Ongoing Council quarterly Precept requested Annual Jan 2020 Payments approval procedure Monthly Full Council Plus F & GP Bank Reconciliations reported to Monthly and /or FandGP and council quarterly Chairman’s Allowance agreed Annual Jan 2020 2003 Regulations Members’ Allowance agreed Annual Jam 2020 Internal Audit Annual Jan/Apr 20 Sept 2020 External Audit Annual Internal check of financial records Ongoing Cllrs scrutinize anytime Bar Stock/Trading External stock Monthly Bar Management now check company to Report in-house be appointed
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Report to Castle Bromwich Parish Council By: Gill Lungley, Support Officer Meeting date: 29th July 2020 AGENDA ITEM 12c Subject: Staffing Committee appointment and Terms of Reference
A Staffing Committee has been established with restricted Terms of Reference to allow the appointment of a new Clerk to the Council. Reason: A member of the Staffing Committee is now calling for a committee meeting to discuss details relating to individual members of staff.
Under normal circumstances, in a council of this size, such matters would be dealt with by the Clerk who would report to the Committee or, in the absence of a Staffing Committee, to the full council under confidential business.
On review of this council’s previous Staffing Committee’s Terms of Reference, shown below, there are clear contradictions between what can be expected of the council members and what can be expected of the Clerk.
The history of this council with its clerk over the last five years has been strained; similarly with its key members of staff. Members are urged to learn from that history and seek to move forward in a spirit of mutual co-operation and understanding.
The Parish Council is a statutory body, and as such must have due regard to the law. Members attention is drawn to the NALC guidance for employers, available to download here and from the parish council office in paper format if requested. From which, at page 29, is the following extract:
How should a council manage its employees? The council as the body corporate is the employer for all its employees. Narrative advice Decisions about employment matters cannot be delegated to individual councillors, including the chairman. They can be delegated to employees such as the clerk. It is recommended that management matters are dealt with by a committee appointed for such a purpose. Where a council is dealing with disputes (e.g. grievance and disciplinary matters), it is essential that they are dealt with by a committee or sub-committee with appropriate terms of reference. See Section 5 for further information. Councils should ensure that the minutes of any committee or council meeting contain only the decision that was made and employees should not be referred to by name. Under the Data Protection Act 1998 personal data about employees must not be disclosed.
What is the clerk’s role as manager? The clerk is the most senior employee of a council and is generally best placed to manage other employees. Informal chats between the clerk and employee can make sensitive or less serious complaints easier to handle and easier to resolve before they escalate. An example of where this is appropriate might be occasional lateness with unsatisfactory explanations. If a council does not delegate all management of its employees to the clerk, the personnel committee should still take responsibility for the remaining duties (e.g. the powers to suspend or dismiss an employee).
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This council’s previously accepted Terms of Reference, below, have Recommendations proven to be problematic. Alternative Terms of Reference are shown for progress below as an amendment to the latest Terms of Reference in this font for ease of identification only, amendments shown in red.
Terms of Reference from February 2016 Name of Committee Staff Panel
Chairman and Members of this Committee Elections are made at the Annual Council meeting in May and held in the front of the Minute Book. Any changes to this are by resolution of Council and updated in the front of the Minute Book. [From 24/02/16] 7 members appointed to the Panel and 5 members are required to be quorate.
Functions, delegated responsibilities/authority and powers Responsible for all staff matters, making decisions on behalf of the Council when necessary, within relevant budgets notwithstanding contractual obligations, providing support as required. Delegation of day-to-day matters to Clerk and Hall Manager as appropriate. Produce role profiles of staff and review. Full powers to implement Staff Discipline & Grievance Policy as necessary and review. Professional and legal advice sought as appropriate. Assist with Interviews/HR matters as witnesses, as appropriate. Undertake Joint Line Manager responsibility for the Clerk. Clerk and Hall Manager are appointed by a Panel of no more than 5 members from the Council. Termination of the Clerk’s contract requires ratification by the Council.
Meeting venue and frequency [From 24/02/16] monthly on the 3rd Wednesday of the month (except May as AGM take place so deferred to 4th Wednesday). No meeting in August. Time : 7.30 pm Venue Spencer Lounge. Additionally, as and when a staffing issue is brought to Panel by the Clerk or a staff member under Discipline/Grievance Policy.
Clerk requested to attend Yes
Reviewed by Councillors annually at first meeting following May Signed by: Chairman Print Name……..………..………..Signature………………………. Date…………… Vice Chairman Print Name……..………..………..Signature………………………. Date…………… Member Print Name…..…………..………..Signature………………………. Date……………
Any alterations to the functions, responsibilities or powers of this Committee to be resolved by Full Council and a copy of the Minutes to be attached to this form. Change to frequency of meetings to be reviewed by Council at September meeting
Below, the current Terms of Reference (for appointment of new Clerk), have been adapted for best practice, based on WALC model Terms of Reference for a Staffing Committee (updated), to grant the Staffing Committee full Terms of Reference going forward. Amendments are shown crossed out and new wording is shown in red print. 25
CASTLE BROMWICH PARISH COUNCIL
Staffing Committee Membership The committee will comprise of five members of the Parish Council, including the Council Chairman or Council vice-Chairman (not both).
The quorum is three members.
Committee’s Objective To appoint a new Clerk and Responsible Financial Officer (Proper Officer). The purpose of the Staffing Committee is to oversee the organisation, employment, management and terms and conditions of employment of the Council and to make appropriate recommendations to the Council for ratification.
Members of the committee are to be mindful of: the legal framework for, and good practice in, employment matters the confidential nature of employer-employee matters and that many of the items for consideration will require that the public and press be excluded by resolution of the Committee the nationally negotiated model contract and terms and conditions for the appointment and employment of the Proper Officer Staff the NALC / SLCC model Member-Officer Protocol
Delegated responsibilities of the Staffing Committee are: To undertake all necessary actions required to appoint the most appropriate person for the role of Clerk to the Council and RFO which may include: - seeking advice from HR advisors - spending within the allocated budget - advertising within the appropriate media. in conjunction with the Clerk to the Council, and other professional advisers as and when required, are to determine: - a) HR strategy b) development and review of HR policies and procedures c) staffing levels and structure d) job descriptions/person specifications e) operation and review of the equality and equal opportunities policy f) operation and review of the health and safety policy g) operation of the Council’s disciplinary, grievance, grading and appeal procedures
Delegated responsibilities to the Clerk, as Head of Paid Services, will cover: a) staff vetting b) staff recruitment and selection including preparation of job descriptions, person specifications, placing of the advertisement, short-listing of applicant and carrying out all interviews. NB appointment of Clerk will be subject to separate procedure. c) staff retention
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d) determining or reviewing staff conditions of service and general terms of employment via the Staff Handbook e) salary grading and pay f) leave entitlements including annual holiday, sickness, statutory entitlements and special leave g) salary reviews and agree minor variations to the condition of employment subject to prior discussion with the council’s HR advisor h) approval of payment of overtime within council policy i) authorisation of training in line with the council’s policies j) the provision of protective personal clothing k) agreeing to premature retirement on the grounds of duly certified ill health, in consultation with either the Staffing Committee or up to two identified council members l) terminating the employment during probation m) review of salary on completion of probationary period in consultation with either the Staffing Committee or up to two identified council members n) the commission of legal and professional advice on staffing matters for consideration by the Staffing Committee o) special conditions relating to a specific post or individual p) allowances, expenses and subsistence q) working hours r) sickness absence management s) employee communication and consultation t) staff performance review/appraisals
In all cases the Clerk will refer to, work with and pay due regard to, the appropriate line manager when considering any of the above matters.
Delegated budget The Committee will have access to funding up to £TBA (suggestion is up to £4,000). an annual budget of £4,000
Reporting arrangements The Staffing Committee will meet quarterly and the Clerk will report to these meetings on all matters dealt with under delegated responsibilities.
The committee will report regularly to the full council. This committee will exist for as long as it takes to successfully appoint a new Clerk to the Council and is not time- limited. ~ End of Report ~ Gill Lungley, Support Officer 22/07/2020
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AGENDA ITEM 18a
Dear Clerk and Councillors of Castle Bromwich Parish Council,
My name is Esme and I am currently working as a Community Fundraising intern at the British Red Cross, an organisation I am immensely proud to be a part of. For 150 years, the British Red Cross has been helping people in your community get the help they need in a crisis. Alongside our response to the current Covid19 pandemic, we provide a range of trusted services including Wheelchair Loans, Refugee Support, A&E Discharge and Fire and Emergency Support.
Could Castle Bromwich Parish Council consider making a donation to support the essential services we provide across West Midlands, including in your local area?
Alongside our core services, we are scaling up our work to help those most affected by COVID-19.
Across the UK, thousands of volunteers have signed up to help us in their local communities as the country faces the biggest crisis of our generation. They have been distributing food, medicines and supplies to those who can’t get out themselves. Both local and global, our network of incredible staff and volunteers means we are uniquely placed to reach people in fearful, uncertain times.
To alleviate the immense pressure on the NHS and free up beds, we have expanded our home from hospital service for highly vulnerable, isolated elderly people. We support them to live independently at home, and help people with limited support networks such as the socially isolated, and those with multiple/complex health needs.
Refugees, already amongst the most at risk in our society, face increasing levels of homelessness and destitution as hosting and accommodation schemes are paused and shut down. We are providing emergency cash based assistance and offering one-to-one casework remotely.
This unprecedented situation is ever changing, and so is our response. We must ensure that nobody is left to face this alone. For constantly updated information, please see: www.redcross.org.uk/about-us/what-we-do/uk-emergency-response/coronavirus
Throughout this period of added pressure, it’s vital that our core and critical services remain operational.
Mobility Aids - People of all ages can find themselves with short term mobility problems due to an accident, ill health, or injury. The Red Cross hires wheelchairs and other mobility aids to help people stay mobile and as independent as possible, reduce social exclusion, and the pressure on carers - both younger and older. The Red Cross knows a wheelchair is not just a piece of equipment; it is something that can make a huge difference to someone and their quality of life.
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Emergency Response - Our Emergency Response teams operate in partnership with the local Fire and Rescue Services, as well as supporting ambulance services, health authorities, the police, and utilities companies in the area. Our volunteers are trained to respond to all kinds of emergencies from floods and terror attacks, to less high-profile crises such as power cuts and water supply disruption. We can’t predict when or where the next emergency will happen, we only know that it will, regardless of the current pandemic.
How your support can help
People rely on the Red Cross to be there for them when they need it most. A donation from the Parish Council will help us to ensure that no one falls through the gaps. We’re all in this together.
If you can support our work, please contact Anna Ross at [email protected] with the date the donation was made, the amount and the payment reference.
Please find our BACS details below;
Sort Code: 60-00-01 Account No: 90352556 Account Name: The British Red Cross Society
British Red Cross, Bradbury House, Caxton Business Park, Warmley, BS30 8XP E: [email protected] P: 07912 565474
With many thanks,
Esme Smithson Community Fundraising Intern
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