Date: 01/03/2021 Monmouth Town Council Current Year Page 1
Time: 11:56 Lloyds TSB Combined
List of Payments made between 23/02/2021 and 01/03/2021
Date Paid Payee Name Reference Amount Paid Authorized Ref Transaction Detail
23/02/2021 Indeed 3531254 15.56 Indeed TC Advert Feb 21 24/02/2021 Zoom Video Communications Inc. 88879996 14.39 Zoom Feb 21 01/03/2021 Monmouthshire County Council 5300 369.48 InstalBenchBeech Rd 01/03/2021 The Willows Usk Ltd 5298 2,646.00 Cont Del Auth Floral Cont 100720-101020 01/03/2021 Konica Minolta 5299 104.26 Contr Del Auth CopierLease 220221-210521
Total Payments 3,149.69 Late Payment List – Finance & Policy Committee 8.03.2021
Date Paid Cheque/Ref Payee Amount Description Number 1/3/2021 5300 MCC 369.48 Install & Purchase Bench Beech Road 8/3/2021 5301 Microshade 64.80 Feb – Mar 21 Hosting Fees Business Consultants 8/3/2021 5302 LGRC Associates 5797.56 1/2/21 – 28/2/21 – Locum Town Clerk Fees 8/3/2021 5303 SLCC 404.40 Advertising for Town Clerk 8/3/2021 5304 Small Business 72.00 April – Jun 21 Fees Payroll Service 8/3/2021 5305 Rialtas Business 807.60 Subscription for RBS Finance Solutions system 16/3/21 – 15/3/2022
8/3/2021 5306 MCC 17227.20 Management, Maintenance and Cleaning Contract Blestium St Toilets 20-21 8/3/2021 5307 P Hartley 33.38 Travel Expenses and Adobe Fees for Feb 21
01/03/2021 Monmouth Town Council Current Year Page 1 11:46 Annual Budget - By Committee (Actual YTD Month 12) Note: 28/02/2021
2019/20 2020/21 2021/22
Budget Actual Brought Net Agreed EMR Total Actual YTD Agreed EMR Carried Forward Virement Forward Finance and Policy
101 Administration
1054 Cluster grant funding 0 927 0 0 0 0 0 0 0 0 0 1176 Precept Received 0 388,308 0 0 396,395 0 396,395 396,395 0 0 0 1190 Interest Received 0 448 0 0 300 0 300 26 0 0 0
Total Income 0 389,683 0 0 396,695 0 396,695 396,421 0 0 0
4000 Salaries 110,000 75,813 0 -10,000 110,000 0 100,000 95,029 0 0 0 4005 Payroll Contract 500 240 0 0 500 0 500 240 0 0 0 4007 Officer Travel 250 26 0 0 250 0 250 32 0 0 0 4009 Staff training & Subsistence 3,000 522 0 0 3,000 0 3,000 208 0 0 0 4010 Conferences 200 160 0 0 200 0 200 0 0 0 0 4011 Member Training 2,000 320 0 0 2,000 0 2,000 150 0 0 0 4021 Stationery & Office Supplies 600 163 0 0 600 0 600 411 0 0 0 4022 Postage 500 406 0 0 450 0 450 68 0 0 0 4023 Copying 1,700 1,185 0 0 1,700 0 1,700 794 0 0 0 4025 Insurance 1,930 1,897 0 0 1,700 0 1,700 2,414 0 0 0 4027 Subscriptions 1,800 1,728 0 0 2,000 0 2,000 2,029 0 0 0 4031 Publicity & Website 3,750 1,708 0 0 2,000 0 2,000 1,868 0 0 0 4032 Cluster grant 0 927 0 0 0 0 0 0 0 0 0 4057 Audit 1,800 2,058 0 0 2,000 0 2,000 -139 0 0 0 4060 IT 3,200 2,251 0 0 3,200 0 3,200 2,896 0 0 0 4070 Office Equipment 4,000 305 0 0 2,500 0 2,500 1,580 0 0 0 4071 Shire Hall SLA annual payment 13,011 13,100 0 0 15,000 0 15,000 1,368 0 0 0
Continued on next page 01/03/2021 Monmouth Town Council Current Year Page 2 11:46 Annual Budget - By Committee (Actual YTD Month 12) Note: 28/02/2021
2019/20 2020/21 2021/22
Budget Actual Brought Net Agreed EMR Total Actual YTD Agreed EMR Carried Forward Virement Forward 4081 Specialist advice services 3,100 529 0 0 3,100 0 3,100 5,701 0 0 0 4095 Clerks Contngency Fund 500 20 0 0 500 0 500 225 0 0 0 4200 Section 137 45 38 0 0 50 0 50 55 0 0 0
Overhead Expenditure 151,886 103,394 0 -10,000 150,750 0 140,750 114,928 0 0 0
Movement to/(from) Gen Reserve (151,886) 286,288 245,945 255,945 281,493 0
102 Civic Affairs
4100 Mayor's civic expenses 3,000 608 0 0 3,000 0 3,000 0 0 0 0 4105 Civic Expenses 8,500 2,912 0 0 8,500 0 8,500 2,340 0 0 0 4110 Mace Bearers 400 300 0 0 500 0 500 400 0 0 0 4115 Elections 5,000 1,500 0 0 3,000 0 3,000 -1,500 0 0 0 4120 Members' payments allowances & 8,500 4,119 0 0 8,500 0 8,500 2,463 0 0 0
Overhead Expenditure 25,400 9,439 0 0 23,500 0 23,500 3,703 0 0 0
Movement to/(from) Gen Reserve (25,400) (9,439) (23,500) (23,500) (3,703) 0
Finance and Policy - Income 0 389,683 0 0 396,695 0 396,695 396,421 0 0 0 Expenditure 177,286 112,833 0 -10,000 174,250 0 164,250 118,632 0 0 0
Movement to/(from) Gen Reserve (177,286) 276,850 222,445 232,445 277,790 0
Total Budget Income 0 389,683 0 0 396,695 0 396,695 396,421 0 0 0 Expenditure 177,286 112,833 0 -10,000 174,250 0 164,250 118,632 0 0 0
Movement to/(from) Gen Reserve (177,286) 276,850 222,445 232,445 277,790 0 01/03/2021 Monmouth Town Council Current Year Page 1 11:51 Detailed Income & Expenditure by Budget Heading 01/03/2021
Month No: 12 Cost Centre Report
Actual Actual Year Current Variance Committed Funds % Spent Current Mth To Date Annual Bud Annual Total Expenditure Available
101 Administration 1176 Precept Received 0 396,395 396,395 0 100.0% 1190 Interest Received 0 26 300 274 8.8%
Administration :- Income 0 396,421 396,695 274 99.9% 4000 Salaries 0 95,029 100,000 4,971 4,971 95.0% 4005 Payroll Contract 0 240 500 260 260 48.0% 4007 Officer Travel 0 32 250 218 218 12.8% 4009 Staff training & Subsistence 0 208 3,000 2,792 2,792 6.9% 4010 Conferences 0 0 200 200 200 0.0% 4011 Member Training 0 150 2,000 1,850 1,850 7.5% 4021 Stationery & Office Supplies 0 411 600 189 189 68.4% 4022 Postage 0 68 450 382 382 15.0% 4023 Copying 87 794 1,700 906 906 46.7% 4025 Insurance 0 2,414 1,700 (714) (714) 142.0% 4027 Subscriptions 0 2,029 2,000 (29) (29) 101.4% 4031 Publicity & Website 0 1,868 2,000 132 132 93.4% 4057 Audit 0 (139) 2,000 2,139 2,139 (6.9%) 4060 IT 0 2,896 3,200 304 1,398 (1,094) 134.2% 4070 Office Equipment 0 1,580 2,500 920 60 860 65.6% 4071 Shire Hall SLA annual payment 0 1,368 15,000 13,632 13,632 9.1% 4081 Specialist advice services 0 5,701 3,100 (2,601) (2,601) 183.9% 4095 Clerks Contngency Fund 0 225 500 275 275 44.9% 4200 Section 137 0 55 50 (5) (5) 110.0%
Administration :- Indirect Expenditure 87 114,928 140,750 25,822 1,458 24,364 82.7%
Net Income over Expenditure (87) 281,493 255,945 (25,548)
102 Civic Affairs 4100 Mayor's civic expenses 0 0 3,000 3,000 3,000 0.0% 4105 Civic Expenses 0 2,340 8,500 6,160 6,160 27.5% 4110 Mace Bearers 0 400 500 100 100 80.0% 4115 Elections 0 (1,500) 3,000 4,500 4,500 (50.0%) 4120 Members' payments allowances & 0 2,463 8,500 6,037 6,037 29.0%
Civic Affairs :- Indirect Expenditure 0 3,703 23,500 19,797 0 19,797 15.8%
Net Expenditure 0 (3,703) (23,500) (19,797)
201 Community Affairs 4093 CCTV 0 13,382 23,383 10,001 10,001 57.2% 4203 Community Contributions 0 16,000 20,000 4,000 4,000 80.0%
Continued over page 01/03/2021 Monmouth Town Council Current Year Page 2 11:51 Detailed Income & Expenditure by Budget Heading 01/03/2021
Month No: 12 Cost Centre Report
Actual Actual Year Current Variance Committed Funds % Spent Current Mth To Date Annual Bud Annual Total Expenditure Available
4204 Community Grants combined 0 21,475 34,480 13,006 13,006 62.3% 4216 Christmas Festival/Monlight 0 1,875 7,000 5,125 5,125 26.8% 4221 Events 0 1,146 1,500 354 354 76.4% 4222 Armed Forces Covenant Funding 0 (1,792) 0 1,792 1,792 0.0% 4223 Lib.newspapers/Communication/P 0 0 2,400 2,400 2,400 0.0% 4229 MTC Newsletter 0 0 1,000 1,000 1,000 0.0%
Community Affairs :- Indirect Expenditure 0 52,086 89,763 37,677 0 37,677 58.0%
Net Expenditure 0 (52,086) (89,763) (37,677)
301 Environmental Affairs 4307 Agincourt St. Toilets 0 0 23,570 23,570 23,570 0 100.0% 4308 MCC Street Sweep 0 26,922 26,923 1 1 100.0% 4309 Dog waste bins 0 7,183 8,160 977 189 788 90.3% 4310 Town Maintenance 0 2,640 9,474 6,834 6,834 27.9% 4315 Street Decorations 2,205 21,760 27,685 5,925 5,925 78.6% 4317 Town Centre Enhancements 0 719 7,000 6,281 5,174 1,107 84.2% 4321 Blestium St. Toilets 18/19 0 0 23,570 23,570 23,570 0 100.0% 4322 Plastic Free Monmouth 0 0 500 500 500 0.0% 4323 Peds.Bridge over R Wye 0 0 500 500 500 0.0% 4324 Climate Change Emergency 0 56 3,000 2,944 2,944 1.9%
Environmental Affairs :- Indirect Expenditure 2,205 59,280 130,382 71,102 52,503 18,599 85.7%
Net Expenditure (2,205) (59,280) (130,382) (71,102)
401 Planning 4600 Plg extra meeting costs 0 150 2,000 1,850 1,850 7.5%
Planning :- Indirect Expenditure 0 150 2,000 1,850 0 1,850 7.5%
Net Expenditure 0 (150) (2,000) (1,850)
901 Earmarked Reserves 9005 EMR Public Realm contribution 0 0 45,000 45,000 45,000 0.0% 9007 EMR Cemetery 0 0 10,000 10,000 10,000 0.0% 9009 EMR Cycling Promotion 0 255 1,600 1,345 1,345 15.9% 9010 EMR CILCA & ILCA Course Costs 0 888 888 0 0 100.0% 9014 EMR Staff Absence Contingency 0 10,768 20,000 9,232 637 8,595 57.0% 9015 EMR Chapter 8 Training 0 0 1,000 1,000 1,000 0.0% 9016 EMR Welsh language 0 0 4,830 4,830 4,830 0.0% 9017 EMR Mayoral Expenses Overrun 0 1,000 1,000 0 0 100.0% 9020 EMR Office Management to QMSIS 0 0 10,000 10,000 10,000 0.0%
Continued over page 01/03/2021 Monmouth Town Council Current Year Page 3 11:51 Detailed Income & Expenditure by Budget Heading 01/03/2021
Month No: 12 Cost Centre Report
Actual Actual Year Current Variance Committed Funds % Spent Current Mth To Date Annual Bud Annual Total Expenditure Available
9021 EMR Community Engt & resid. su 0 0 10,000 10,000 10,000 0.0% 9023 EMR New bridge paving 0 0 800 800 800 0.0% 9024 EMR MCC Grant play scheme 0 2,000 2,000 0 0 100.0% 9025 EMR CCTV 0 0 928 928 928 0.0% 9026 EMR 2x Notice Board provision 0 0 1,600 1,600 1,600 0.0% 9027 EMR Emergency Grant Funding 0 0 1,308 1,308 1,308 0.0% 9028 EMR Power Supply Costs Christm 0 0 5,000 5,000 5,000 0.0% 9029 EMR Drinking Water Fountains 0 2,448 3,100 652 652 79.0% 9030 EMR Air Quality Monitors 0 0 1,000 1,000 1,000 0.0% 9031 EMR Highfield Rd-cut through p 0 0 350 350 350 0.0% 9032 EMR IT upgrade 0 0 694 694 694 0.0% 9033 EMR 19/20 4th Qtr Office Equip 0 825 4,087 3,262 3,262 20.2% 9034 EMR ACE Mon Green spaces tools 0 0 300 300 300 0.0% 9035 EMR MTC Covid-19 Recovery Fund 0 350 30,000 29,650 29,650 1.2%
Earmarked Reserves :- Indirect Expenditure 0 18,534 155,485 136,951 637 136,314 12.3%
Net Expenditure 0 (18,534) (155,485) (136,951)
6000 plus Transfer from EMR 0 4,333
Movement to/(from) Gen Reserve 0 (14,201)
Grand Totals:- Income 0 396,421 396,695 274 99.9% Expenditure 2,292 248,681 541,880 293,199 54,598 238,601 56.0%
Net Income over Expenditure (2,292) 147,740 (145,185) (292,925)
plus Transfer from EMR 0 4,333
Movement to/(from) Gen Reserve (2,292) 152,073 01/03/2021 Monmouth Town Council Current Year Page 1 11:59 Cashbook 1 User: PAULA Lloyds TSB Combined Receipts received between 01/04/2020 and 01/03/2021
Nominal Ledger Analysis
Receipt Ref Name of Payer £ Amnt Received £ Debtors £ VAT A/c Centre £ Amount Transaction Detail
Banked: 09/04/2020 3.40
9/4/20 Lloyds Bank 3.40 1190 101 3.40 Current ac gross interest Banked: 20/04/2020 40.00
20/4/20 Trellech United Cmty Cl 40.00 4600 401 40.00 Planning trg place payt Banked: 20/04/2020 100.00
20/4/20 Mitchel Troy Cmty Cl 100.00 4600 401 100.00 Plg trg 9/3/20 Banked: 30/04/2020 132,131.00
30/4/20 Monmouthshire County Council 132,131.00 1176 101 132,131.00 Precept 1/3 20-21
Banked: 05/05/2020 12,779.28 5/5/20 HMRC 12,779.28 105 12,779.28 Vat repayt Jan-Mar 20
Banked: 11/05/2020 3.51
Lloyds Bank 3.51 1190 101 3.51 gross current interest
Banked: 09/06/2020 3.18
Lloyds Bank 3.18 1190 101 3.18 current gross interest Banked: 09/07/2020 3.29
9/7/20 Lloyds Bank 3.29 1190 101 3.29 Current gross interest Banked: 21/07/2020 665.59
21/7/2020 HMRC 665.59 105 665.59 VAT repayt Apr-Jun 20 10/08/08 Banked: 10/08/2020 2.81
10/08/08 Lloyds Bank 2.81 1190 101 2.81 Current gross interest 28/08/2020 Banked: 28/08/2020 132,132.00
28/08/2020 Monmouthshire County Council 132,132.00 1176 101 132,132.00 Precept 2/3
Banked: 09/09/2020 0.66
Lloyds Bank 0.66 1190 101 0.66 Gross current ac interest
Banked: 09/10/2020 0.66 Lloyds Bank 0.66 1190 101 0.66 current ac gross interest
137273174 Banked: 06/11/2020 1,034.05
137273174 HMRC 1,034.05 105 1,034.05 VAT payment Jun - Sept Banked: 09/11/2020 0.68
Lloyds Bank 0.68 1190 101 0.68 current acct gross int Bank St Banked: 09/12/2020 0.66
Bank St Lloyds 0.66 1190 101 0.66 Lloyds Interest 2087 Banked: 24/12/2020 132,132.00
Precept MCC 132,132.00 1176 101 132,132.00 Precept 3rd instal 2020
Int gross Banked: 11/01/2021 0.72 Int gross Lloyds Bank 0.72 1190 101 0.72 Int Gross
Subtotal Carried Forward: 411,033.49 0.00 0.00 411,033.49 01/03/2021 Monmouth Town Council Current Year Page 2 11:59 Cashbook 1 User: PAULA Lloyds TSB Combined Receipts received between 01/04/2020 and 01/03/2021
Nominal Ledger Analysis
Receipt Ref Name of Payer £ Amnt Received £ Debtors £ VAT A/c Centre £ Amount Transaction Detail
Int Gross Banked: 11/01/2021 -0.72
Int Gross Lloyds bank -0.72 1190 101 -0.72 Int Gross Int Gross Banked: 11/01/2021 0.72
Int Gross Lloyds Bank 0.72 1190 101 0.72 Int Gross VAT Dec 20 Banked: 25/01/2021 8,609.64
VAT Dec 20 HMRC VAT 8,609.64 105 8,609.64 Vat Oct - Dec 20 Banked: 29/01/2021 70,015.49
Transfer Lloyds TSB Treasury Deposit 70,015.49 202 70,015.49 Closure of Term Deposit
Bank Stat Banked: 09/02/2021 0.87 Bank Stat interest 0.87 1190 101 0.87 Gross Interest Feb 21
Total Receipts: 489,659.49 0.00 0.00 489,659.49 Date:01/03/2021 Monmouth Town Council Current Year Page 1 Time:11:23 User: PAULA Bank Reconciliation Statement as at 28/02/2021 for Cashbook 1 - Lloyds TSB Combined
Bank Statement Account Name (s) Statement Date Page No Balances
Treasurers Account 28/02/2021 59 333,335.98 Bus Bank Instant 28/02/2021 12 150,129.30
483,465.28 Unpresented Cheques (Minus) Amount
11/01/2021 5209 BT Conferencing 321.50 11/01/2021 5209 BT Conferencing -321.50 19/01/2021 5212 Rialtas Business Solutions Ltd 50.80 19/01/2021 5213 Nick Bull 200.00 19/01/2021 5214 Monmouthshire County Council 3,345.60 19/01/2021 5215 City Illuminations Ltd 20,580.00 22/01/2021 5297 Monmouthshire County Council 1,340.56 22/01/2021 5297 Monmouthshire County Council -1,340.56 17/02/2021 DD BT Conferencing -471.17 17/02/2021 1134281 BT Conferencing 471.17 22/02/2021 5217 Monmouthshire County Council 720.00 22/02/2021 5220 Merlin Waste 1,263.60 22/02/2021 5290 LGRC Associates 4,913.63 22/02/2021 5291 Microshade Business Consultant 64.80 22/02/2021 5281 Terry Christopher 672.00 22/02/2021 5282 J Treharne 396.00 22/02/2021 5284 E Hill (Bryn) 150.00 22/02/2021 5285 A Dewhurst 120.00 22/02/2021 5286 K Jackson-Graham 120.00 22/02/2021 5287 R Jupp 150.00 22/02/2021 5288 J Lucas 120.00 22/02/2021 5289 R Smith 120.00 22/02/2021 5292 Relate 200.00 22/02/2021 5293 Monmouthshire Building Society 70,015.00 22/02/2021 5294 Ellis Whittam Ltd 112.62 22/02/2021 5295 Chillipepper Signs Ltd 66.00 22/02/2021 5296 Ellis Whittam 3,672.00 22/02/2021 5297 Monmouthshire County Council 1,340.56 108,392.61
375,072.67 Receipts not Banked/Cleared (Plus)
0.00 0.00
375,072.67
Balance per Cash Book is :- 375,072.67
Difference Excluding Adjustments is :- 0.00
Adjustments to Reconciliation
22/12/2020 5202 Synergy ICT Ltd 0.00 Date:01/03/2021 Monmouth Town Council Current Year Page 2 Time:11:23 User: PAULA Bank Reconciliation Statement as at 28/02/2021 for Cashbook 1 - Lloyds TSB Combined
Amount Balances
22/01/2021 5218 Merlin Waste Control Specialis 0.00 22/01/2021 5219 Merlin Waste Control Specialis 0.00 0.00 Unreconciled Difference is :- 0.00 Date:01/03/2021 Monmouth Town Council Current Year Page 1 Time:11:27 User: PAULA Bank Reconciliation Statement as at 28/02/2021 for Cashbook 2 - Lloyds TSB Treasury Deposit -
Bank Statement Account Name (s) Statement Date Page No Balances
LLoyds TSB Treasury Deposit 28/02/2021 0 0.00
0.00 Unpresented Cheques (Minus) Amount
0.00 0.00
0.00 Receipts not Banked/Cleared (Plus)
0.00 0.00 0.00
Balance per Cash Book is :- 0.00
Difference is :- 0.00 Date:01/03/2021 Monmouth Town Council Current Year Page 1 Time:11:29 User: PAULA Bank Reconciliation Statement as at 28/02/2021 for Cashbook 3 - Petty Cash
Bank Statement Account Name (s) Statement Date Page No Balances
Petty Cash 28/02/2021 65.80
65.80 Unpresented Cheques (Minus) Amount
0.00 0.00
65.80 Receipts not Banked/Cleared (Plus)
0.00 0.00 65.80
Balance per Cash Book is :- 65.80
Difference is :- 0.00 Date:01/03/2021 Monmouth Town Council Current Year Page 1 Time:11:31 User: PAULA Bank Reconciliation Statement as at 28/02/2021 for Cashbook 4 - Monmouthshire Building Society
Bank Statement Account Name (s) Statement Date Page No Balances
MonBS 0670-00623-1 28/02/2021 4 85,000.00
85,000.00 Unpresented Cheques (Minus) Amount
0.00 0.00
85,000.00 Receipts not Banked/Cleared (Plus)
22/02/2021 5293 70,015.00 70,015.00 155,015.00
Balance per Cash Book is :- 155,015.00
Difference is :- 0.00 Report on Printers
No officer has been supplied with a printer in order to carry out the necessary tasks from home during COVID. Whilst this has driven officers to manage without printing, there are some instances where it cannot be avoided. PH regularly prints off invoice and payment evidence which at present is a requirement of the internal auditor and some tasks that are easier and quicker by comparing data on paper. For these occasions where printing cannot be avoided, PH has used her own home printer, which is second hand from ebay and will probably decide at some point to stop working. CW is tasked with dealing with the post, and there have been occasions when a response is required to a member of the public who does not use email. Whilst not wanting to encourage the use of paper and the destruction of trees, since taking on the Finances for the council, PH has found it impossible to do the job without printing out certain documents and has recognised that a printer is a necessity in order to carry out the role effectively. If the Council decides to adopt a more flexible working policy, the printers will continue to have a use. PH has researched the market place and there are still some difficulties in obtaining certain manufactured items, because of COVID and Brexit. I have also looked at the comparison reviews and the results are as follows in the table below which includes a Laser printer as these are better to use if printing out notices etc. as the ink doesn’t bleed but in order to reduce the pricing the printer quoted is monochrome:
Printer Supplier Price Cartridge Cost Reasoning Epson Workforce WF – 2830 Amazon 101.04 65.44 for pack with Cheapest and recognised Inkjet extra yield purchase platform Box 119.99 Hughes 79.99 Out of stock Brother HLL 2350DW - Laser Currys 129.00 44.99
Printers
All printers out of stock
Tried usual supplier of stationery but there are no printers in stock ranging from the cheapest to the most expensive.
Cartridges
General Reserves as at 01/03/2021 238650 Plus Anticipated net transfer of overspend/underspend at year end 59589 Minus transfer into new EMRs from General Reserves 26255.59
Total level of General Reserves Anticipated at Year End 20-21 271983.41 Amounts to Existing Anticipated /from Gen EMR Code +Underspend Reserves to be Budgeted Notes for Cost Code -Overspend 20- netted off at utilised (if Codes Description Amount 21-22 Change 21 Move to EMR year end Notes on Movement applicable) Easier to analyse actual 4000 Salaries 60000 salary costs -1700 329 4001 Tax/NI/Pensions 25000 4005 Payroll Contract 1152 260 260 4007 Officer & Member Travel 250 230 230
New EMR Staff Training & 4009 Staff training & subsistence 3000 2792 2792 Subsistence 07/12/20m128c 4010 Conferences 200 200 200 4011 Member Training 2000 1850 1850 4021 Stationery & Office Supplies 600 50 50 4022 Postage 250 382 382 4023 Copier Lease 350 Paper and toner separated out so can see if there IS a reduction in printing costs as per Climate 4024 Copier Consumables 500 change emergency 906 906 4025 Insurance 1700 -714 -714 4027 Subscriptions (OVW and SLCC) 2000 -29 -29 4030 Website 250 Cost of website Split out so that this code covers all advertising and 4031 Publicity 1750 marketing 132 132 4032 Cluster grant 0 0 Audit fees for internal and external audit to be paid for this tax year amounting to 1700 approx. will be an 4057 Audit 2500 439 439 accrual 4060 IT - Contract 5000 -1094 -1094 IT - Software & Subs & Finance So many different IT 4062 Systems 1500 subs now 4070 Office Equipment 5000 860 860 Move to EMR IT upgrade? 349 4071 Shire Hall SLA annual payment 15000 13632 13632 4081 Specialist advice services 3100 -2601 -2601 329 4093 CCTV 13383 10000 10000 As per 07/12/2020 m128o 341 4095 Clerks Contingency Fund 500 275 275 4100 Mayor's civic expenses 3000 3000 3000 Separate out meetings Assuming meeting costs of 4105 Civic Expenses 4000 from events 5500 5500 approx. 500 until year end To include remote platform meeting costs and any other expense 4106 Meetings Costs 2500 incurred for meetings 4110 Mace Bearers 500 100 100 Includes £1500 b/f from 19/20 which MCC confirmed 4115 Elections 3000 4500 4500 not charging
4120 Members' payments allowances & 6500 6037 6037 4200 Section 137 60 -5 5 310 Created as agreed at FC 4201 Mind Partnership 22/02/21 m 9b As per 07/12/20 m128o, 4203 Community Contributions 20500 4000 4000 transfer to EMR Museum 321
If the Allotments Association Changes going ahead, transfer £10000 to new EMR 4204 Community Grants combined 37000 13006 10000 Allotment Association 4205 Emergency Grant Funding 0 4216 Christmas Festival/Monlight 7500 5125 5125
Christmas Festival has own code, and regular event, so Remembrance Should some of 354 be 4217 Remembrance Event 0 should have too 0 transferred to Remembrance To be transferred to new EMR Future Events 07/12/20 4221 Other Events 0 354 354 m128o Already ringfenced for creation of book, agreement obtained from Army Covenant to carry forward. Transfer to new EMR Army 4222 Armed Forces Covenant Funding 0 1792 1792 Covenant? Now under Community Contributions. Transfer £1000 to new EMR Communication as per 4223 Lib.newspapers/Communication/P 0 no longer used 2400 2400 1400 07/12/2020 m128o 4229 MTC Newsletter 0 1000 1000 new as per FC 22/02/21 4250 Green Wall Partnership 2000 m 9d EMR already exists as this was carried out and not charged, chased on number of occasions carried forward for 4306 New bridge area paving 0 a number of years 339 No response to request for invoice for 20/21, so anticipated usual contract spend. If discount negotiated need to decide 4307 Agincourt St. Toilets 25500 0 what to do with surplus 4308 MCC Street Sweep 27500 1 1 Purchase of 2 bins @ £189 yet 4309 Dog waste bins 8550 788 788 to be invoiced, requested Town Maintenance Contract & 4310 Extras 4500 6500 6500 New cost code for easier identification and 4311 Litter bins 2316 understanding New cost code for easier identification and 4312 Street Furniture 3000 understanding New cost code for easier identification and 4316 Christmas Lights & Trees 20000 understanding
New cost code for easier Plus awaiting £2000 Decorations & Town Centre identification and reimbursement from MCC for 4317 Enhancements 2500 understanding 5925 5926 installation of the bunting New cost code for easier identification and 4318 Fountains 4000 understanding New cost code for easier identification and 4319 Floral Contract 10000 understanding 4321 Blestium St. Toilets 18/19 24000 4322 Plastic Free Monmouth 500 500 500 4323 Peds.Bridge over R Wye 500 500 500 4324 Climate Change Emergency 2000 2944 2944 4600 Plg extra meeting costs 1500 1850 1850 Totals 91687 59589 New Old codes codes EMRS Balance to date Notes 9002 321 EMR Museum Contribution 0 9005 325 EMR Public Realm contribution 45000 9006 326 EMR Elections 0 9007 322 EMR Cemetery 10000 9008 EMR Agincourt St. Toilets Repa 9009 334 EMR Cycling Promotion 1345 1300 for signs already in here 9010 333 EMR CILCA & ILCA Course Costs 888 9014 329 EMR Staff Absence Contingency 17097 9015 330 EMR Chapter 8 Training 1000 9016 331 EMR Welsh language 4830 9017 335 EMR Mayoral Expenses Overrun 1000 9018 336 EMR Carbonne Twinning 2018/19 0 9019 337 EMR Place Plan Training 0 9020 338 EMR Office Management to QMSIS 10000 9021 EMR Community Engt & resid. su 9023 339 EMR New bridge paving 800 9024 340 EMR MCC Grant play scheme 2000 9025 341 EMR CCTV 928 9026 342 EMR 2x Notice Board provision 1600 9027 343 EMR Emergency Grant Funding 1308 Should budget amount of £3000 in cost code 4315 Street Deocrations for this be 9028 345 EMR Power Supply Costs Christmas 5000 transferred to this EMR? 9029 346 EMR Drinking Water Fountains 3100 9030 347 EMR Air Quality Monitors 1000 9031 348 EMR Highfield Rd-cut through p 350 9032 349 EMR IT upgrade 694 9033 350 EMR 19/20 4th Qtr Office Equip 3262 9034 352 EMR ACE Mon Green spaces tools 300 9035 353 EMR MTC Covid-19 Recovery Fund 29650 354 Cycle Infrastructure Match Fund 6000 Total in Existing EMRs 147152 Amount to be transferred in New EMRS to be created from cost codes From Agreed at Staff Training Subsistence 2792 Salaries Overspend FC 07/12/20m128a Community Grants Combined overspend, monies already allocated but awaiting Allotment Association 10000 approval for works FC 07/12/20m128o From overspend on Other Events, should some of this be allocated to new cost Future Events 354 code Remembrance? FC 07/12/20 m128o Already ringfenced for creation of book, agreement obtained from Army Covenant By AFC - understood delays and agreed to carry forward. Transfer to new EMR to allow to continue, agree to carry Armed Forces Covenant 1792 Army Covenant forward? From Library Newspapers , Communications, now under Community Communications 2400 Grants 07/12/2020 m128o £1000 agreed at budget meeting, from Ace Green Spaces Tree Planting 1700 code 4324 Climate Change Emergency FC 07/12/2020 for £1000, 04/01/2021m Proportion of underspend from Environment Budget and support from the Climate Change Items and Festival 4760 Festival from General Reserves FC 04/01/2021 m 156 Chippenham Play Park 10000 Set up to contribute to the MCC works FC 25.01.21 m153
proposed 3-year partnership agreement with the Monmouth Savoy Trust (MST) and agree an annual financial commitment (sum to be agreed) tosupport MST in lieu of free youth passes for all Monmouth Town primary school children aged between 5 and 11 years old for one Saturday a month at the theatre. Savoy Partnership Agreement 15000 Further information required. As per FC 22/02/2021 m 9c. Unspecified amount agreed to contribute toward ACE initiatives at the appropriate time. (I thought it would be useful to include this here as a reminder even ACE Climate Change Proposals though we don't yet know the amount). FC 04.01.21 m156 g Total anticipated new EMRS 48798 Item Date of Ctee Ctee Minute No Amount Notes ACE Green Spaces Tree Planting 25/01/2021 FC 174 700 Delayed due to COVID ACE Green Trees Further Funding 04/01/2021 FC 156 1000 Library of baby things 04/01/2021 FC 156 1000 New partnership agreement set up to contribute per annum, provided all the conditions are met on an Mind Monmouthshire 22/02/2021 FC 9b 15000 annual basis) New partnership agreement set up to contribute £2000 per annum, provided all the conditions are met Green Wall Planting 22/02/2021 FC 9d 2000 on an annual basis) Visitor Ambassadors 26/10/2020 FC 54 350 From COVID 19 EMR Signs for Cycle Route 12/10/2020 E 27 1300 From ACE New litter bin Portal Rd and Beech Rd 12/10/2020 E 33 969.59 From Town Centre Enhancements Emptying costs for new litter bin 12/10/2020 E 33.00 436 From Town Centre Enhancements 2 awards, 2000 and 750, agreed to allow to keep and waived condition that 750 has to be spent within 12 months. Also 2000 depends on Rotary Champions for Jubillee match funding. To come from EMR Fountain 03/08/2020 FC 228 2750 Fountains Waived condition has to be spent Rotary Champions for Jubillee within 12 months. To come from Fountain 03/08/2020 FC 228 750 EMR fountains Total Committed 26255.59
DATED
and
The Rotary Club of Monmouth
PARTNERING AGREEMENT
of The Rotary Club of Monmouth
AGREEMENT
DATED:
BETWEEN:
(1) Monmouth Town Council Shire Hall, Agincourt Square, Monmouth, NP25 3DY (the “Council”).
(2) The Rotary Club of Monmouth The Bell House, Prospect Road, Osbaston, Monmouth NP25 3SZ
PARTNERSHIP AIMS
(A) Monmouth Town Council has statutory duties under the Well Being of Future Generations Act and has identified a number of organisations that can help the Town Council fulfil their duties. The Rotary Club of Monmouth is one such organisation.
(B) In return for the Agreed Annual Sum, the Beneficiary shall provide an annual planting scheme known as the “Green Wall” at Blestium street toilet block, Monmouth.
(C) The planting and maintenance thereof shall be undertaken by the Beneficiary for the Term of the Agreement on a “best efforts” basis.
(D) The Beneficiary shall be responsible for obtaining and or providing:
• permission from Monmouth County Council who own the toilet block, • insurance if and when required, • any and all Health and Safety requirements
(E) The planting scheme shall be aligned to MTC policies wherever possible, such as the “Pollinator Policy”. MTC to provide details in advance of any planting.
Covid-19 restrictions:
Due to the unknown timing for the relaxation of social distancing measures this agreement will proceed on a best-efforts basis. If restrictions persist meaning that the Benefactor is unable to perform its obligations, alternative arrangements shall be sought by mutual agreement.
1 PARTNERSHIP SERVICES
1.1 During the Term of this Agreement, the Council shall provide funding to support the work of the charity/organisation as set out in Annex 1.
1.2 The Rotary Club of Monmouth is to take appropriate steps to ensure value for money when letting contracts and that appropriate management arrangements are put in place to ensure that the quality of work is to a specified standard.
1.3 The agreement is to incorporate:
1.3.1 Revenue funding from the Council for the purchase of plants to enhance the Blestium Street toilets.
1.3.2 An annual written brief to the Council outlining the scheme, including the pro’s and cons.
2 DELIVERABLES
2.1 The Rotary Club of Monmouth is to deliver the deliverables as set out in Annex 2.
3 TERM AND TERMINATION & INDEMNITIES
3.1 Subject to earlier termination in accordance with its terms, this Agreement shall commence on the 1st April 2021 and shall continue until 31st March 2024.
3.2 This agreement may be terminated at any time by either party giving at least 12 months' clear written notice to the other party.
3.3 Either party may terminate this agreement with immediate effect for non-performance by delivering notice of the termination to the other party. In the event that either party wishes to terminate this agreement, that party must first provide to the other party prior written notice of the non-performance and afford that party no less than ninety (90) business days within which to rectify any problems, defaults or deficiencies in its performance. If no progress has been made within the ninety (90) business day period following the delivery of the notice of non-performance, then the aggrieved party shall notify the other party of failure to make progress and may terminate the agreement effective with such notice of failure to make progress against the desired deliverables and outcomes set out in Annex 2.
3.4 There will be a review point every 12 months during the term of this agreement.
3.5 The Rotary Club of Monmouth should notify the Council at the earliest opportunity should the charity/organisation be considering closing down the project or that the project is in financial difficulty. This would enable the Council to consider its options regarding future funding.
3.6 The Rotary Club of Monmouth should have in place appropriate insurances which includes public liability insurance. The Rotary Club of Monmouth has sole responsibility for dealing with any claims from accidents or other events resulting in loss or injury even if the activity was partially funded using Council funding.
3.7 The Rotary Club of Monmouth will have in place a safeguarding policy [where appropriate] and will ensure that this policy is adhered to in the delivery of services and is periodically reviewed.
4 PAYMENT
4.1 The Council will pay £2,000 in 2021 in one instalment immediately following the signing of the agreement.
4.2 Thereafter the Council will pay the annual sum in one instalment in April.
5 VARIATION TO THE AGREEMENT
5.1 Should either party wish to discuss a significant variation to the agreement, representatives shall meet to agree such variations. Significant variations will need to be approved at a Full Council meeting of Monmouth Town Council following which the agreed variation(s) will be added to this Agreement as supplementary appendices.
6 PERFORMANCE MANAGEMENT
6.1 The Rotary Club of Monmouth will present a report on their Performance under this Agreement to Monmouth Town Council annually.
6.2 One week before the presentation, an update report will be sent to the Town Clerk for circulation. The annual report [ structured under the four well-being objectives (determine whether appropriate OR whether some other form of objectives are relevant)] should capture what has worked well and also what hasn’t worked well. It is important for partners to be open and transparent to aid greater understanding. This report will form the basis for any changes to the deliverables for the coming year.
6.3 During the year, copies of The Rotary Club of Monmouth newsletters or other relevant publicity should be emailed to the Town Clerk for circulation to all Councillors.
Partnership Meetings
6.4 Both parties are able to request that a partnership meeting is convened. This could be to discuss and explore potential issues or new proposals. Both parties are encouraged to view this as a meaningful partnership, with both parties wanting the same outcome.
7 RESOLUTION OF DISPUTES
7.1 If there is a dispute between the parties concerning any matter arising from or in connection with this Agreement, the parties will use reasonable endeavours to settle the matter in accordance with the dispute resolution procedure set out below.
7.2 Any dispute which has not been resolved between the Town Clerk and Projects Director of The Rotary Club of Monmouth within fourteen (14) days of the matter being raised, may be escalated by either party to the President of The Rotary Club of and Monmouth Town Mayor by notice in writing.
8 PUBLICITY
1. The Rotary Club of Monmouth will acknowledge the support of the Town Council, using the Monmouth Town Council crest with appropriate prominence whenever possible on their website, social media, printed materials etc. Other press and publicity to be at each parties own discretion.
Signed on behalf of Monmouth Town Council ) Signature:
By Name: ) Date:
Signed on behalf of The Rotary Club of ) Signature: Monmouth ) Date xx By Name: Norman Williams March 2021:
ANNEX 1
PARTNERSHIP FUNDING
£2,000 funding in financial year 2021/2022
£2,000 funding in financial year 2022/2023
£2,000 funding in financial year 2023/2024
ANNEX 2
DELIVERABLES
[In line with MTC’s Well Being Objectives]
Protect & enhance our natural environment & minimise the impact of climate change
• Where possible, annually select appropriate plants to attract bees and other pollinating insects;
• Where possible, involve the younger generation in the project to help educate them on the benefits of plants in an urban environment
ANNEX 3
PERFORMANCE MEASURES
Bi annually planting the Green Wall and providing an annual report to include:
• A description of the project’s outcomes • how many people were involved in the project • Any issues or obstacles and how they were overcome • Photographs • Planting lists • Written evidence of how the planting scheme aligned to MTC’s “Pollinator Policy” • Copy invoices
MONMOUTH TOWN COUNCIL RISK MANAGEMENT POLICY
1. The council ensure that the necessary risk management systems are in place and all significant business risks are being managed effectively.
2. The Town Clerk/RFO will provide advice and guidance of the risks associated with operation and management decisions to the council.
3. The council will manage its risks utilizing the One Voice Wales Risk Assessment attached as Appendix A.
4. In line with this policy a risk register will be maintained.
1
Appendix 1 Monmouth Town Council –Annual Risk Assessment Last Full Review 11th May 2020
CQ=CONSEQUENCE, LK=LIKELIHOOD, H=HIGH, M=MEDIUM, L=LOW
1. The Protection of Physical Assets owned by the Council (Loss or Damage):
AREA/RISK CQ LK RISK PRIMARILY MTC ADDITIONAL ADDITIONAL MEASURES MANAGED BY: MEASURES/CONTROLS IDENTIFIED
1.1 Town Field M L Insurance -annually reviewed • Dedicated as • Councillors regularly inspect and by Council “Queen Elizabeth II report on physical assets within Fields in Trust” their wards Status to protect as • Area mown and inspected by public space MCC contractors • Tree survey undertaken in on an annual basis. Due to be done spring 2021
1.2 Drybridge Play Area • Vandalism/Fire H L Insurance -annually • Insurance updated • Regular inspection undertaken reviewed by Council. 2011 to include by MCC on behalf of MTC and specific equipment any emergency repairs costs completed. Other repairs carried • Fencing to prevent out as and when. vehicle access
[Type here] R [Type here]
• New playground surface 2016/17 1.3 Litter Bins. • Vandalism/Fire L L Council decision not to • Budgetary provision include physical for repair/replace replacement on insurance (Town (excess not warranted) Maintenance) (August 2011)
1.4 Dog Waste bins • Vandalism/Fire L L Public liability insurance • Council decision • Full numbering system and cover in place. not to include plotting on Google Maps by physical office. replacement on • Stickers with numbers and insurance (excess office contact numbers placed not warranted) by Ward member • Budgetary provision • Weekly emptying of bins for repair/replace undertaken by contractor on (Dog Waste Bins) behalf of MTC
1.5 Benches • Vandalism/Fire L M Council decision not to • Budgetary provision • Councillors regularly inspect include physical for repair/replace and report on physical assets replacement on insurance (Town within their wards (excess not warranted) Maintenance) (Aug 2011)
1.6 Floral Planters/ Raised Beds • 4 year floral contract in place L L Council decision not to • Budgetary provision with increased contractor • Vandalism/Fire include physical for repair/replace responsibilities
[Type here] R [Type here]
replacement on insurance (Town (excess not warranted) Maintenance) (August 2011)
1.7 Christmas Lights and Pennants and Banners • Vandalism/ other H L Insurance -annually • Installed, removed, • 4 year contract due to be put damage reviewed by Council. repaired and stored out to tender this year securely by • Post contract review external undertaken and lessons learnt contractors and documented • Christmas lighting anchor points and catenary wires inspected as included in contract specification
1.8 Mayoral Regalia • Damage/stolen H L Insurance -annually • Insurer • Vigilance and care by reviewed by Council. informed/consulted if Mayor /Deputy/Clerk taken abroad • Photographic record taken of all • Fire and intruder pictures alarms operational in • Report/valuation received Oct Shire Hall (MCC) 14 confirming value/condition of Mayor’s Chain. • Mayor’s Parlour and cupboard kept locked
[Type here] R [Type here]
(unless being used) during Shire Hall opening times
1.9 Office/ Mayors Parlour general furniture and paintings • Damage/stolen • Photographic record ongoing as L L Insurance -annually • Fire and intruder stored within Shire Hall securely reviewed by Council. alarms operational in • Mayor’s Parlour and cupboard Shire Hall kept locked (unless being used) • during Shire Hall opening times • During COVID Shire Hall regularly inspected by MCC
1.10 Agincourt Street Public M M Insurance -annually • Call-out/urgent repair • Condition of roof checked with Conveniences reviewed by Council. contract with MCC ongoing adjacent work Dec • Vandalism • Service contract with 2016. MCC notice of • Repainted/redecorated May 2019 maintenance required and closed to public whilst work ongoing • List of required repairs provided to MTC by MCC – repairs urgently needed
2. The risk of damage to third party property or individuals as a consequence of the council providing services or amenities to the public (Public Liability):
[Type here] R [Type here]
RISK CQ LK RISK PRIMARILY MTC ADDITIONAL ADDITIONAL MEASURES MANAGED BY: MEASURES/CONTROLS IDENTIFIED 2.1 Town Field
Injury to member of Public H L Public liability insurance • Field inspected and • Weekly inspection checks by MCC cover in place. maintained regularly by (Grounds Maintenance Contract) • Slips/trips/falls MCC as contractor for • Injury form Moving debris from • Redundant skateboard park Town Maintenance facilities now removed by MCC. machinery (eg mower, • Pathway maintained chainsaw) • Ongoing debate about without easy access reinstatement of area use • Injury/drowning in adjacent route to river river • Lifebelt provided on riverbank, inspected regularly • Tree survey & report commissioned Sept 2018. 2.2 Drybridge Play Area • Play area equipment repainted in Injury to member of Public H L Public liability insurance • Weekly checks made 2020 cover in place by contractor MCC and • Slips/trips/falls • Items of equipment replaced in records kept by Town 2020 as per identified in report • Injury from faulty Clerk • Tree inspection in vicinity carried equipment Contract in place with • out by MCC as contractor • Play area contaminated by waste Zurich Engineering for • Any urgent repairs identified carried from bin/other debris annual inspection of out immediately • Injury to member of public during equipment and play • No smoking sign implemented in maintenance work area. Feb 21 as per govt. requirements • Play area flooding • No maintenance work • Gate re- sited in 2020 to remove carried out whilst public in vicinity possibility of public slipping on flooded area
[Type here] R [Type here]
• Injury from moving vehicles in • Fencing around play school area area to prevent vehicle and animal access • Play area completely resurfaced with appropriate new safety surfacing Nov 16. • Bench re-sited to allow easier visibility/supervision of children whilst playing • New accessible swing unit supplied and fitted for inclusive access to facilities 2.3 Litter Bins Injury to member of Public M L Public liability insurance • Litter bins cover in place. installed/maintained by • Damaged bin reliable contractor • Sharps/hazardous waste (MCC) present • External contract (MCC) in place with reliable contractor for weekly/daily empty- Blestium Street. • Police/MCC Emergency contact for hazardous waste.
[Type here] R [Type here]
2.4 Dog Waste bins • Councillors regularly inspect and Injury to member of Public M L Public liability insurance • External contract in report on any damage within their cover in place. • Damaged bin place for wards • Sharps/hazardous waste regular/weekly empty • Dog waste contractor present • Police/MCC credentials/insurance checked Emergency contact for and reported F and P Committee hazardous waste • Contractor to report any damage observed • Location map on google maps has been put in place and all bins have been numbered and stickers produced with MTC contact details
2.5 Benches
Injury to member of Public L L Public liability insurance • Councillors generally inspect and cover in place • Damaged plinths/ slats in report on any damage within their bench wards. • Benches formally inspected and • Footings damaged or recorded by maintenance unsecure contractor (MCC) bi- monthly.
2.6 Floral Planters/ Raised Beds
[Type here] R [Type here]
Injury to member of Public • External contract in • 4-year contract to 2022 L L Public liability insurance place to plant and awarded cover in place. maintain beds. • Contract reviewed by External contractor committee annually insurance in place • Councillors regularly inspect • Regular inspections and report on any damage made by Floral within their wards, working working group group in place to update. members • Some planters in view of CCTV • Any physical repairs cameras required made by contractor/MCC Town Maintenance
2.7 Christmas Lights
Injury to member of Public M M Public liability insurance • External contractors • Four-year contract to 2021, cover in place insurance/certifications includes annual inspection. in place About to be put out to tender for new contract 21 – 24. • Christmas lighting fixings/anchor points inspected and tested December 2020, to be inspected annually included in new contract as awarded.
2.8 – Agincourt St M L Public liability insurance • External contracts with • Daily cleaning carried out by /Blestium St Toilets cover in place. MC MCC Contractor including emptying of bins
[Type here] R [Type here]
Injury to member of public Agincourt Street on the • Call-out/urgent repair asset list and covered by contract with MCC • General maintenance/repair is Public Liability • Service contract with contracted out to MCC. MCC notice of • Agincourt St repairs needed. Blestium St toilets under maintenance required • Condition of the roof assessed by MCC ownership professional surveyors whilst work completed on adjacent building. • Asbestos survey carried out in 2013
2.9 Mayoral Regalia
Injury to member of Public L L Public liability insurance • Vigilance and care by cover in place. Mayor/Deputy/Clerk • Any damage to be recorded and repaired as necessary • Mayor’s discretion on safety of occasion for wearing regalia • (Personal safety and
[Type here] R [Type here]
physical damage to chain)
2.10 Offices/ Mayors Parlour general furniture and paintings L L Public liability insurance • Regular inspections of • Mayor’s Parlour chairs Injury to member of cover in place. electrical equipment repaired and re- upholstered Public/staff (MCC Shire Hall shared (2012) facilities) • Further repairs identified and • Maintenance contracts Completed Dec 2013 in place for IT • Visual inspections equipment. ongoing.
3.The risk of Consequential loss of income or the need to provide essential services following critical damage, loss or non-performance by a third party (consequential loss)
RISK CQ LK RISK PRIMARILY MTC ADDITIONAL ADDITIONAL MEASURES MANAGED BY: MEASURES/CONTROLS IDENTIFIED 3.1 Annual review of risk and L L Insurance provision in place • Use of recognised • Obtain references for new adequacy of cover. Ensuring the suppliers suppliers robustness of insurance • Ensure contractors • Re-appraise providers have appropriate contracts/suppliers insurance regularly 3.2 Financial risk of non- H L General reserves availability • Maintenance of Currently no borrowing- any receipt of precept in emergency/unforeseen agreed (TBC) future should be subject to circumstances level of general financial risk reserves to cover identification
[Type here] R [Type here]
essential budget commitments • Ear marked reserves held for specific projects Financial risk of institution failure H L FSCS protects council funds • Spread funds • Moved funds from Lloyds bank and protection of MTC funds up to £85000 per institution around different to Monmouthshire Building banking Society in 2020 and 2021 institutions in • Investment Strategy to be order to mitigate reviewed in 2021 risk and maximise income.
4.Loss of cash through theft or dishonesty
RISK CQ LK RISK PRIMARILY MTC ADDITIONAL ADDITIONAL MEASURES MANAGED BY: MEASURES/CONTROLS IDENTIFIED 4.1 Annual review of risk H L Insurance (fidelity) provision in • Requirement for all • Introduction of debit card and adequacy of cover place cheques to be signed payments in 2021 with Internal by 2 signatories (Chairs Controls document reviewed by Implement of Committees) on internal auditor recommendations of checking • Payments authorized by internal/external auditors invoice/voucher TC/RFO and one councillor • All payments above £25 • BACS or electronic banking to to be made by cheque be embraced in 2021 but • Bank reconciliations authorization still required from 2 reported regularly to councillors council
[Type here] R [Type here]
• Schedule of all payments presented to council regularly • Standing Orders/Financial Regulations reviewed every 12 months. Latest Standing Orders reviewed fully in 2020, updated and to be reviewed again in 2021 Financial Regulations reviewed Jan 2021 • Nominated Councillors (Chair & Dep of Finance & Policy Cttee) carry out half yearly internal audits.
4.2 Risk of bank no H L Card use/BACS/CHAPS Cheque use to continue at Financial Regs amended for use longer accepting payments present of bank cards and electronic cheques payments which will be introduced in 2021
5.Legal Liability as a consequence of asset ownership (public liability)
RISK CQ LK RISK PRIMARILY MTC ADDITIONAL ADDITIONAL MEASURES MANAGED BY: MEASURES/CONTROLS IDENTIFIED
[Type here] R [Type here]
Annual review of risk and L L Insurance provision in place Inspections made and • Consider contracting out adequacy of cover recorded on physical ongoing maintenance condition of assets /repair contract for Agincourt Street conveniences
6.Legal Liability as a consequence of slander, libel, defamation or bullying of the Council, Councillors, or Officers (public liability) RISK CQ LK RISK PRIMARILY MTC ADDITIONAL ADDITIONAL MEASURES MANAGED BY: MEASURES/CONTROLS IDENTIFIED Financial, reputation, legal, M M Staff risk aware. Councillors made aware Staff training should be personal Code of conduct. of risk management by reviewed. Press releases and adoption of risk publications management strategy. reviewed by Town Clerk before publication
7.Loss of delivery of service
RISK CQ LK RISK PRIMARILY MTC ADDITIONAL ADDITIONAL MEASURES MANAGED BY: MEASURES/CONTROLS IDENTIFIED Risk of loss of standard and M M Organisation • Employment contracts Written office procedures to be quality of service due to loss of structure in place. with notice periods. put in place in 2021
[Type here] R [Type here] key staff • All staff have job descriptions & work lists. Staff development training relevant to the role undertaken to enable cover. • Option to use short term vacancy cover from suitably qualified professional via contacts with SLCC Risk of loss of service due to IT H L IT Contractor in • New contract 2021 for • Properly managed breakdown or loss of key place period of 3 years procedures and instructions passwords, staff or administration • Training of key staff to users understand IT set up and for knowledge to be cascaded to other staff
[Type here] R [Type here]
(TABLE 2) Areas where there may be scope to work with a third party to help manage risk
Practitioners’ Guide Recommended Internal Controls: Monmouth Town Council: Standing Orders and financial regulations Reviewed every 12-months, last reviewed Jan 2021 Regular reporting on performance by suppliers/contractors/providers Reported to Committees with delegated responsibility for contract Annual review of contract Reviewed annually Clear statements of management responsibility for each service Within the contract documents Regular scrutiny of performance against targets Staff appraisal, contract conditions/specifications introduced with advice by Ellis Whittam – HR/H & S consultants
Adoption of and adherence to codes of practice for procurement and Standing Orders/Financial regulations investment Arrangements to detect and deter fraud and/or corruption Nominated councillors (2) carry out half yearly audits, internal and external audits Regular bank reconciliation, independently reviewed Monthly bank reconciliations for all cash books verified by council
[Type here] R [Type here] 1.Security for vulnerable M L • Contracted out to External audit undertaken by buildings, amenities or principal EW equipment authority/owners (Shire Hall) 2. Maintenance for vulnerable L L • Contracted out to Standing Orders and buildings, amenities or principal Financial regulations equipment Annual review of authority/owners (Shire adopted and reviewed contract Regular reporting on Hall) annually performance by • Maintenance of suppliers/contractors/provide rs Drybridge Play area and Adoption of and adherence to Town Field – MCC codes of practice for contracted procurement and investment Standing Orders and financial regulations
3.The provision of services L L • MCC –various • Shire Hall Service Level being carried out under • Torfaen CBC Pension Agreement confirmed and agency/partnership fund and purchasing currently under review. agreements with principal • Staff aware of their rights authorities under the Pension Act of 2016 Clear statements of to choose their pension management responsibility for arrangements and direct each service online access to Pension providers available. • Review of pension discretions underway
[Type here] R [Type here] 4.Banking arrangements, M L • Bank • Standing Orders (33) • Relatively low levels of including borrowing or • Advice form One Voice and Financial Regs income banked lending Wales, SLCC, Internal reviewed and adopted • References in place for Regular bank reconciliation, auditor all staff independently reviewed and • Banking undertaken reported regularly to Finance and within 2 days and Audit Committee separation of duties exist 5.Ad hoc provision of amenities /facilities for events to local community groups N/A
6.Markets management N/A 7.Vehicle or equipment lease hire N/A
8.Trading units (leisure centres, playing fields etc)
Town Field M L • User provides event risk • Vehicle access gated Copies of Insurance and Clear statements of assessment and Risk assessments to be management responsibility for insurance confirmation provided to Council by each service • Requests for use made users. to Council 9.Professional services L L • MCC contracts • Access to wide range of (architects, planning, • Salary payments MCC professional accountancy etc) contracted out services for advice Clear statements of • GPDR advice management responsibility for provided from a each service specialist on the Annual review of contract implications of the new regulations
[Type here] R [Type here] 10.Long term provision of M M • Ongoing negotiations • Investigation of Users’ Council accommodation with MCC over SLA after rights after 10 years 2021
(TABLE 3) Areas where it may be better to self manage the risk
Practitioners’ Guide Recommended Internal Controls: Monmouth Town Council: Regular scrutiny of financial records and proper arrangements for the Financial regulations within Standing Orders approval of expenditure Recording in the minutes the precise powers under which expenditure is being approved Regular returns to HM Revenue and customs, contracts of employment for all staff, annually reviewed by the council, systems of updating records for any change in relevant legislation
Regular returns of VAT, training the RFO in the matters of VAT and other RFO completes, checked by Chair F & P taxation issues Regular budget monitoring statements Reported at every Finance and Policy Committee meeting Developing systems of performance measurement Staff Appraisal – undertaken by Town clerk with advice from Ellis Whittam Procedures for dealing with and monitoring grants or loans made or Grant applications undertaken received Minutes properly numbered and paginated with a master copy kept in Administrative Office completes, checked by Town Clerk safekeeping Documented procedures to deal with enquiries from members of the All enquiries through the Town Clerk and documented via public email Documented procedures to deal with responses to consultation All passed to appropriate committee with date of response requests required [Type here] R [Type here] Documented procedures for document receipt, circulation response, All documents listed on correspondence and scanned for archive handling and filing Procedures in place for recording and monitoring Members’ interests Registers held and Gifts and Hospitality received Adoption of Codes of Conduct for members and employees Agreed with acceptance of office and in year reminder on the Code of Conduct
[Type here] R [Type here]
RISK REGISTER
RISK C L RISK PRIMARILY MTC ADDITIONAL ADDITIONAL MEASURES MANAGED BY: MEASURES/CONTROLS IDENTIFIED 1.Keeping proper M L • Recognised • Regular financial • To be reviewed as part of financial records in computerised Finance reports to Finance and the Whole Office Review accordance with system (RBS) Policy Committee in 2021 statutory requirements • Membership of SLCC • Support for on-going and One Voice Wales training to ensure Regular scrutiny of as sources of advice members/staff are financial records and aware of changes to proper arrangements requirements/good for the approval of practice etc expenditure 2.Ensuring all M L • Council • Support for on-going • Precise powers under business activities are • Membership of SLCC training to ensure which non routine within legal powers • Membership of One members/staff are expenditure is approved applicable to local Voice Wales as aware of changes to to be recorded in minutes councils sources of advice requirements/good • Important to record the • Support for Clerk to practice etc s137 expenditure Recording in the become CiLCA • Support for ongoing minutes the precise qualified training to ensure staff powers under which • Support for office staff are aware of the changes expenditure is being on ILCA qualification and best practice guides approved 3.Complying with L L • Council • Standing Orders (33) restrictions on • Membership of One procedures in place borrowing Voice Wales/SLCC as sources of advice Procedures for dealing • Bank with and monitoring
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grants or loans made or received
4. Ensuring that all H L • Council • New 3 year Contract requirements are met • Membership of One HR/Personnel under employment law Voice Wales/SLCC consultancy service in and regulations Jan 2019 to ensure current best practice and legal requirements in Regular returns to HM place Revenue and • Review of the customs, contracts of arrangement to be employment for all undertaken by the staff , annually Staffing Sub Committee reviewed by the council, systems of updating records for any change in relevant legislation Regular returns of VAT, training the RFO in the matters of VAT and other taxation issues
5.Ensuring all M L • Council • VAT returns submitted • HR/Personnel requirements are met • Membership of One quarterly consultancy service under HM Revenue Voice Wales/SLCC as • Regular reporting of contracted in 2019 for 3- and Customs notices sources of advice payments and VAT year contract and regulations • Salary payments reclaimed (Income Tax, National contracted out Insurance, and VAT)
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Regular returns of VAT, training the RFO in the matters of VAT and other taxation Regular returns of VAT, training the RFO in the matters of VAT and other taxation issues on issues
6.Ensuring the M L • Council • Report on Reserves Review of the level of adequacy of the • Regular budget made to Finance and General reserves and annual precept within monitoring reports to Policy Committee earmarked reserves to be sound budgeting Committees and all to twice yearly undertaken at the half arrangements Finance and Policy • Adequate reserves year point Committee maintained between Regular budget 33.5 and 100% of monitoring statements precept 7. Monitoring of L L • Council • Maintenance All contracts reviewed in performance against contracts performance Feb 21 agreed standards specifications under partnership agreements
Developing systems of performance measurement 8.Ensuring the proper M M • Council Reported as required re the use of funds granted • Community Grants section 137 expenditure limits to local community Scheme
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bodies under specific procedure/criteria in powers or under place to ensure section 137 proper use of grants
Procedures for dealing with and monitoring grants or loans made or received 9.Proper timely and L L • Council • All minutes at agreed accurate reporting of • Minutes paginated and signed at council business in the following meeting minutes
Minutes properly numbered and paginated with a master copy kept in safekeeping
10.Responding to M L • Council • Freedom of Information electors wishing to • Correspondence Act document retention exercise their rights of reported to Council policy to be developed inspection • Office hours and approved advertised • Procedures for dealing Documented with enquires to be procedures to deal documented and with enquiries from monitored members of the public
11.Meeting the laid M L • Council • Town Council • Procedures for dealing down timetables when /committee meetings with responses to
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responding to • Consultative work on 6/7 week consultation papers to be consultation invitation documents reported cycle, so some delays documented and to appropriate possible. Consultation monitored Documented Committee or Full invitees informed, or procedures to deal Council stating extra meetings called with responses to response date if necessary. consultation requests
12. Proper document H L • Council • Procedures for document control • All correspondence receipt, circulation, recorded date response, handling and Documented received, recorded on filing to be documented procedures for distributed document receipt, correspondence lists circulation response, to councillors handling and filing
13. Register of L L • Council • Registration of • Register of interests of Members’ interests, • Register of Interests, Interest forms Cllrs gifts and hospitality Gifts, Hospitality completed as made, published on The Town complete, accurate maintained published on website Council website. and up to date Social media policy needs to be adopted Procedures in place for recording and monitoring Members’ interests and Gifts and Hospitality received
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14. Adoption of codes L L • Council • Copy of Code of • Copy of Code of Conduct of conduct for • Members code of Conduct issued to all issued to all members members and conduct formally members and and acceptance signed employees adopted and accepted acceptance signed and reminder issued in by members with and agreed May 2017 on the code. Adoption of Codes of acceptance of office, • Complaints procedure • Conduct for members as amended 2016 within Standing Complaints Policy and and employees (Wales) adopted Dec Orders procedure adopted in 2017. 2016 New staff contingencies budget • Staff code of conduct for cover automatically applied 15. GDPR H M • Council Members and • Training for officers • Update training regularly Consideration Office Staff (Oct 19) • Employee Data Protection • An awareness of the • Cascade information Statement to be legal obligation from training to introduced • Computer usage policy Council Members in place. • Firewall in place on • Staff policy for Data network – managed by Protection and use of IT contractor personal data. • Home working policy • Annual renewal of • Freedom of Information registration with Policy, procedure and Information information request log Commissioners Office in place. • Charging policy and fee notice for large amounts of information.
[Type here] R [Type here] 16. Ensuring H L • Council • General reserve • Treasury Managements security and • Officers monitoring levels sufficient to report and provision of financial accounts provide basic and recommendation of further council funding • FSCS £85000 per essential budget accounts and spreading institution protection commitments risk to be actioned in 2021 • EMRs for specific as part of whole Office projects Review • Actions to increase spread of council funds required
[Type here] R [Type here] Version Control
No Reason for change Amendments Made Date Initials 1 Full Review Adoption of OVW template document 16/09/2019 SJ
2 Created 27/01/2020 Updated with GDPR 11/05/20 SJ 3 Amended Updated with loss due to libel, slander, defamation, bullying, IT 02/03/21 PH breakdown and loss of key staff
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Monmouth Town Council Insurance Asset Cover List
Item Description Sum Insured £s Contents in Shire Hall (excluding individual items) 2299 Agincourt Public Toilets 141111 Mayor's Robe 1919 Computers and Laptop 3734 2 x Hats and Wigs 1919 Millenium Wheel 20980 Mayor's Consort Pendant 8192 Deputy Mayor's Pendant & Chain 7862 2 x Maces 76003 Mayor's Chain 108190 Photocopier 4234 Town Clerks Robe 1573 Icicle Lights 1807 24 x Blue Heritage Plaques 13441 3 x Mace Bearers Uniforms 3838 Drybridge Park Play Equipment, fencing and surface 43775 Park Railings 14471
MTC INSURANCE COVER ASSET LIST 20-21
Red telephone box 1170 Street Furniture, benches, bins, notice boards and picnic benches 16058 Metal gate and post at Dixton Field 295 Safety Lifebelt and Post 238 Defibrillator & Cabinet 2273 Braille Embosser and associated software 3182 Street Lighting 2532 Cycle Hoops 675 Sculpture/Bench 5029 Temporary Christmas Lights 14583 Total Insured 357973
MTC INSURANCE COVER ASSET LIST 20-21
Monmouth Town Council Asset List
Asset List Asset List Asset List Asset List (Annual Return) (Annual Return) (Annual Return) (Annual Return value 31/3/18 value 31/3/19 value 31/3/20 value TOTAL TOTAL TOTAL 31/03/2021)
Benches 9,026.00 10,189.00 10,180.00 10,189.00 Bins 3,742.00 3,742.00 5,177.00 5,148.00 Dog Bins 2,850.50 3,029.50 3,030.50 3,036.50 Flowers Planters and Beds 6,180.00 6,186.00 6,186.00 6,186.00 Xmas Lights 14,616.00 14,616.00 12,091.00 14,616.00 Play Areas 24,683.00 24,683.00 24,683.00 24,683.00 Office 4,248.00 4,248.00 8,200.00 6,571.00 Regalia 173,721.00 173,721.00 169,883.00 173,721.00 Notice Boards 1,070.00 1,070.00 1,285.00 1,070.00 Other 52,788.00 56,076.00 57,301.12 56,076.00
TOTAL £292,924.50 £297,560.50 £590,485.00 £301,296.50 General 31/03/2018 31/03/2019 31/03/2020 31/03/2021 notes NOTICE BOARDS Kings Fee - 1 Shop Wall-fixed 270 270 270 270 Osbaston 1 School Free standing 400 400 400 400 Rockfield new 1 Estate Free-standing 400 400 400 400 Added to list 26/2/18 although in Wyesham place 1 shop Wall-fixed 0 0 0 2015/16 4 Totals 1070 1070 1070 1070 Asset List (Annual Return) value £s
Asset List Asset List Asset List Asset List (Annual (Annual (Annual (Annual Return) value Return) value Return) value Return) Value Number Location Description 31/3/18 31/3/19 31/3/20 31/02/2021 General notes
1 office (floor 1) Assistant's PC 592 592 592 592 Clerk's Office RFO (formerly Ins for all PCs 1 (top floor) Clerk's) P.C 100 100 100 100 and laptops July 17 extra Clerk's Office staff member 1 (top floor) Clerk's PC. 0 0 0 (excl. set-up) Clerk's Office Braille embosser & Nov 17 (excl. 1 (top floor) software 0 0 0 trag) Free procurement (MCC) so £1 each for asset Clerk's Office Locking concertina list, est.value 3 (top floor) stoage cupboards 0 0 0 £250 each: 0 0 0 Clerk's office Computer (JL 1 (floor 1) Assistant) 1050 1050 1050 1050 Sep-16 To be tested as Clerk's office seems to not be 1 (top floor) Laptop & software 385 385 385 385 Dec-16 working Clerk's office 1 Floor 1 Digital recorder 48 48 48 48 Jul-16 1 printer epson 50 50 50 50 Feb-16 ? 3 Clerk's Office Office Furniture 240 240 240 240 2 Clerk's Office Storage Units 228 228 228 228 1 Clerk's Office Bookcase 150 150 150 150 Christmas Star 1 Platform One cloth 75 75 75 75 Mayor's 1 Parlour Table 300 300 300 300 Mayor's 21 Parlour Chairs 600 600 600 600 Mayor's 1 Parlour Ornate chair 80 80 80 80 Mayor's 1 Parlour Vase 150 150 150 150 Mayor's 1 Parlour Soup Tureen 150 150 150 150 outside Mayors 1 Parlour Table 50 50 50 50 Framed Twinning Council Charter 1 Chamber (Waldbronn) 1 1 Painting of Former Town Clerk by Council Gilbert Williams 1 Chamber 1958 1 1 Council Painting of former 1 Chamber Mayor 1 1 Picture of former Council Mayor George 1 Chamber Higgins 1 1 Council Picture of former 1 Chamber Town Clerk 1 1 Painting of former Council Mayor Champney 1 Chamber Powell 1 1 Council Painting of Charles 1 Chamber Rolls 1 1 Council 2 Chamber List of Mayors 2 2 Council 1 Chamber List of Town Clerks 1 1 outside Mayors 2 Parlour List of Mayors 2 2 outside Mayors 1 Parlour List of Town Clerks 1 1 1 Top office Cisco telephone 166 166 Dell Inspiron 15 Purchased in CW and PH(2) 5000 laptop Dec 2020 for 3 home (5502/5509) 1752 home working Purchased in Samsung Mobile Feb 21 for home 2 CW and PH phone 350 working Purchased in Dec 2020 for 3 CW and PH Dell Mice 42 home working Totals 4248 4248 4427 6571 31/03/2018 31/03/2019 31/03/2020 31/03/2021 General notes PLAY AREA Number Location Description Play area Drybridge upgrade/resur Play area faced 22695 22695 22695 22695 42705 Drybridge Swings - Play area accessible 1988 1988 1988 1988 42705 Removed Jul 18 following confirmation MCC Osbaston ownership Play Area Play area 0 0 0 0 (NL,MCC) Totals 24683 24683 24683 24683 31/03/2018 31/03/2019 31/03/2020 31/03/2021 General notes REGALIA Number Location Description
Cupboard in Mayor's 1 Parlour / Mayor's home Mayor's chain 87544 87544 87544 87544 2 Museum Maces 62782 62782 62782 62782 Macebearer Added to list on 3 Macebearers homes Uniforms 3838 3838 3838 3838 Feb 21
secure Cupboard in Pendant & Mayor's Parlour/ Deputy Mayor's Chain 1 Deputy's home Pendant 4928 4928 4928 4928 insurance value secure Cupboard in Mayor's Mayor's Parlour / Consort 1 Mayor's home Pendant 6793 6793 6793 6793
Clerks acrylic 2 hats and wigs 1 Mayor's Parlour wig 500 500 500 500 insurance value secure Cupboard in Town Clerk's 1 Mayor's Parlour Robe 1100 1100 1100 1100 secure Cupboard in 1 Mayor's Parlour Mayors robes 1591 1591 1591 1591
see pendant Cupboard in Mayor's Deputy Mayor's and chain for 1 Parlour/ Deputy's home chain 4645 4645 4645 4645 insurance value Totals 173721 173721 173721 173721 Asset List (Annual Return) value £s
31/03/2018 31/03/2019 31/03/2020 31/03/2020 General notes XMAS LIGHTS Number Normal storage Description replacement lights 1 Icicle lights Santander 795 795 795 795 incl.7 sets replacement lights replaced Dec 1 Icicle Lights Punch house incl install 795 795 795 795 17 @£375 All stored at City Illuminations Ltd 0 0 0 0 0 0 incl.£660 (12 White LED Icicle lights sets) replaced 500m (Monnow Street) & Catenary wire 2385 2385 2385 2385 @£660 Dec 18 Replaced contractor ins 2012 0 0 0 Small frames scrapped,replac (For Church ed with icicle 5 Street) Small cross frames 2800 2800 2800 2800 lights 5 x £55 est.replacing 5 Church Street Icicle lights 0 0 0 old frames (For lg feature Multi-coloured Lights & 2 Xmas trees) Transformers 700 700 700 700 Replaced contractor ins 2012 0 0 0
(For Agincourt Sq & lower Monnow 100m St -permanent) White Icicle lights 2385 2385 2385 2385 new motifs (incl storage & 14 removal) Group 8 motifs 4ft x 4ft 4756 4756 4756 4756
Totals 14616 14616 14616 14616 Chosen Company SHELTER Delivery Pad Notes Reason for Choice y/n
Hardy and attractive looking base installed Including shelter with larch sides which Cycle-Works £4,256.00 £52.00 by MCC as part installation Y would be needed considering of funding and 3 hoops its proposed location. Also see notes above.
MCC approved company. excluding Plastic sided shelter was too Cyclehoop.com £2,795.00 extra N installation easy to break in a public space. Unattractive.
including 3 hoops. Not a MCC approved Barriers Direct £2,008.62 FREE N Excluding company installation thebikestoragecom N/A N/A N/A N/A N/A pany.co.uk
Not a MCC approved Bespoke. company. Attractive but Local blacksmith £8,500.00 FREE Includes N would use up all the money installation available. Not chosen
Streetfurnituredire excluding Not a MCC approved £3,595.00 extra N ct.co.uk installation company.
excluding installation Not a MCC approved Odoni Elwell £2,700 £175.00 N including 5 company. No visuals hoops RACKS Chosen Company 11 racks Base plates Notes Reason for Choice (each) y/n
Not a MCC approved company. Chosen in consultation with Active A frame Cycle Travel Group. Previous council Cycle-Works £135.20 £1,487.20 bolt down Stands. Excludes Y installation experience so MCC installation agreed to use. Attractive quality British product at a reasonable price.
excluding MCC approved company. More Cyclehoop.com £149.00 £1,639.00 bolt down N installation expensive
excluding Barriers Direct £161.03 £1,594.23 bolt down N Not a MCC approved company installation
excluding thebikestoragecompany.co.uk £140.99 N Not a MCC approved company installation
Local blacksmith N/A N/A N/A N/A N/A Streetfurnituredirect.co.uk N/A N/A N/A N/A N/A Odoni Elwell N/A N/A N/A N/A N/A QUOTE
Cycle-Works Ltd 8-9 Rodney Road Portsmouth Hampshire
PO4 8BF tel +44 (0) 2392 815555 Monmouth Town Council Ms. Emma Bryn fax +44 (0) 2392 815544 Agincourt Square Monmouth Date Page Opp Number Valid Until Date Quote Number NP25 3DY 22-01-2021 1 / 1 6192 14-12-2020 1130413
Product Name Description Quantity Price Total
Rounded A rack Stainless Steel, 304 grade. 11.0 £135.20 £1,487.20 Brushed finished. Base plates for surface fixing Each rack parks 2 bikes
Delivery Delivery to site only. 1.0 £52.00 £52.00 To be installed by others.
Please confirm full site address and site contact with order.
Sub Total £1,539.20
VAT (20%) £307.84
£1,847.04 Grand Total
Description Terms & Conditions
Prices are valid for 30 days
Orders are subject to our standard terms and conditions. Ownership remains with Cycle-Works until all items are fully paid for.
No further discount applies to this quote.
Please contact Cycle - Works if any aspect of this quote is unclear or needs amending.
QUOTE
Cycle-Works Ltd 8-9 Rodney Road Portsmouth Hampshire
PO4 8BF tel +44 (0) 2392 815555 Monmouth Town Council Ms. Emma Bryn fax +44 (0) 2392 815544 Agincourt Square Monmouth Date Page Opp Number Valid Until Date Quote Number NP25 3DY 22-01-2021 1 / 1 6192 22-02-2021 1175007
Product Name Description Quantity Price Total
4m Solent shelter Open access Solent bicycle shelter for 6 cycles, 3m x 1.0 £3,635.00 £3,635.00 - open access 2.1m
Galvanised and powder coated mild steel shelter, made from heavy duty 75mm x 50mm x 3mm box section. Powder coated in RAL 6005 moss green
Sides clad in sawn larch panels, 125mm wide x 25mm thick.
Rear cladding in 3mm aluminium composite sheets in RAL 6005 moss green. Includes aluminium glazing bars powder coated in RAL 6005 moss green, includes rubber sealant gaskets.
Delivery and installation to a concrete base or concrete pads, with a smooth level finish, without trip hazards.
*Base to be provided by others. Dimensions to be provided by Cycle-Works* Rounded A rack 3 hoop Rounded A Toast Rack 1.0 £621.00 £621.00
Stainless Steel, 304 grade. Brushed finished. Sub Total £4,256.00
Fully welded with stainless steel horizontal floor bars. VAT (20%) £851.20
1m centres between racks. £5,107.20 Grand Total
Description Terms & Conditions
Prices are valid for 30 days
Orders are subject to our standard terms and conditions. Ownership remains with Cycle-Works until all items are fully paid for.
No further discount applies to this quote.
Please contact Cycle - Works if any aspect of this quote is unclear or needs amending.
Mrs A Jones
7 Troy Gardens
Monmouth
NP25 5DB
12 October 2020
Quote Ref 13070 ST2C Cycle Shelter for Monmouth Council
Dear Angela
Thank you for your enquiry.
Please see our prices as follows –
1 no 4m ST2C Shelter
4mm PETG clear cladding
Galvanised
Powder Painted
Price £2,250.00
5 Hoop Toast Rack Galvanised and Powder Painted £450.00
Delivery £175.00
Install if required on to suitable concrete base or pockets supplied by others £650.00
Plain Galvanised Sheffield Stands
Minimum 20 no supply only -
Surface Fixed £35.00 each
Sub Fixed £28.00 each
Delivery £125.00
Prices plus VAT
Lead time 8 weeks
Please contact me if you need any more information.
Yours sincerely
Andrew Huntley Sales Manager
Bike parking Wish-list- emma
I propose we concentrate funding for bike parking for 3 main areas of town, the bottom of Monnow street, the centre of Monnow street and in Agincourt square. With a little extra funding saved for hoops in a couple of other handy spots on the perimeters. I would also like to see at least one covered parking area and all parking to be highly visible and suitable for all sizes of bikes. 1) A frame Cycle stands 2 x stands at back of Home Bargains, 2 x stands half way down Monnow street (opposite but not outside Coffee #1)
4 x racks including delivery and VAT (excluding installation) = £525.60
https://cycle-works.com/products/rounded-a-rack/ 2) Winchester racks 4 racks in Agincourt square at the wide part near the Punch House.
4 x racks including delivery and VAT (excluding installation) = £1,212
https://cycle-works.com/products/winchester-rack/
3) Bespoke shelter could be made and fitted by a local blacksmith. (Design to be finalised)
£8,500
4) Cycle Hoops
1 x hoop outside Kings Fee post office 1 x outside yummies, 1 x outside library, 1 x by St Mary’s church.
£400 + £80 = £480
https://www.cyclehoop.com/product/cyclehoops/lamp-posts/
Total costs = £525.60 + £1,212 + £8,500 + £480 = £10,717
Of course this does not include fitting so we may need to cut back somewhere.
Multi stands/racks
1) This stand is being installed in the Market car park in Abergavenny;
Costs £3,000 excluding fitting
https://www.cyclehoop.com/product/racks/car-bike-port/
2) Planter rack - £3,990 + vat excluding fitting
https://www.cyclehoop.com/product/racks/planter-rack/
3) “Velo-Planters are a modern way to create bike parking in an urban environment, by adding cycle parking to a planter. (Price requested)
These bespoke planters can be manufactured in any shape or size, and for a wide variety of settings and applications. Planters are made from galvanised steel, but other materials can be used on request to suit the planting scheme, setting and design required.
The Cycle-Works’ Velo-Planter incorporates a laser cut stainless steel locking point with a modern and attractive hard wood and steel planter.
https://cycle- works.com/products/velo- planters/
4) Rectangular steel planters about 900mm x 400mm x 500mm high with a long rail / handle along the top of each side to lock the bikes to? Filled with soil etc they would be hard to move, or could be bolted down.
I would estimate the cost to be £300 to £350 each plus VAT, depending on how many are required. I saw some on the web for about £200 earlier but they were pressed ones, lighter than I would like to make them. You could obviously buy the lightweight ones if funds are really short... [email protected] – local blacksmith
Single stands
1) This stand can only be cemented into the ground. Cost £53.38 ex VAT and installation (£64.06 inc VAT) Made from Galvanised steel.
https://www.barriersdirect.co.uk/secure-bike-parking- c1017/bike-racks-c1195/cycle-stand-sheffield-galvanised- root-fixed-p33455
2) This stand has a central bar so that smaller bikes can also lock to them. From £69 each
Surface mounted - Galvanised: £75 (exc. VAT), Black Nylon: £89 (exc. VAT), Stainless Steel: £149 (exc. VAT) Root fixed - Galvanised: £69 (exc. VAT), Black Nylon: £79 (exc. VAT), Stainless Steel: £129 (exc. VAT)
https://www.cyclehoop.com/product/racks/planter- rack/
3) This stand is designed for small and larger bikes to lock to.
https://www.cyclehoop.com/product/stands/theta- stand/
Root fixed, Stainless Steel 304: £165 (exc. VAT) Root fixed, Galvanised & Powdercoated: £179 (exc. VAT) Bolt down, Galvanised: £150 (exc. VAT)
4)
5)
6)
7) The Winchester rack
Proposed 4 x racks in Agincourt square at the wide part near the Punch House.
In addition to its good looks, the rack also holds the bike well. The top of the rack is between the saddle and front stem which keeps the bike stable. Mountain bikes and smaller children’s bikes in particular benefit from the additional locking points. The user is encouraged to lock the bicycle frame and front wheel to the rack.
4 x racks including delivery and VAT (excluding installation) = £1,212
https://cycle-works.com/products/winchester-rack/
8) Conservation racks 4 racks in Agincourt square at the wide part near the Punch House. https://cycle-works.com/products/conservation-rack/
4 x racks including delivery and VAT (excluding installation) = £923.52
9) A frame racks
4 x racks in including delivery and VAT (excluding installation) = £525.60
Covered stands/shelters
1) This stand would need to be measure up to ensure it could be fitted where we wished it to go. Awaiting prices. (No doors)
https://www.cyclehoop.com/product/shelters-canopies/green-roof-shelter/
2) Again, needs to be measured up to ensure it could be fitted where we wished it to go.
Cycle Shelter for 10/ 12 bikes - £2,795 + vat
https://www.cyclehoop.com/product/shelters-canopies/cycle-shelter/
3) This shelter would need different stands inside as wheel holders are not recommended (can bend wheels) and hard to lock to.
https://www.barriersdirect.co.uk/secure-bike-parking-c1017/bike-shelters-c1197/cycle-shelter- steel-perforated-cladding-p703
2450x1900mm Shelter - £ 1,604.33 per unit 2450x2500mm Shelter - £ 1,728.22 per unit 3060x1900mm Shelter - £ 1,909.31 per unit 3060x2500mm Shelter - £ 2,111.57 per unit
4) A bespoke shelter could be made and fitted by a local blacksmith. (Design to be finalised) “Incorporating an outline of Charles Rolls with a Georgian / early Victorian inspired structure, I have priced up steel / Perspex for the roof and ends/ galvanising, powder coating etc. I estimate this design would be around £8,500 to make and fit (I do not charge vat) We thought that the incorporation of Charles Rolls should be bold and in a prominent position so thought that the ends of the bike shelter would work well as he could be seen from multiple vantages . It would be great to know your thoughts as this is just an initial idea to help get the ball rolling.
According to the galvanising association website, the steel should be protected for up to 85 years before it would start to show signs of corrosion. If the powder coating gets scratched or damaged, the steel underneath should still be protected so maintenance wise, the paintwork may just need touching up where it gets weathered in places. I have fitted jobs and go back 5 years later and the paintwork is still in perfect condition. I am unsure of the life span of the Perspex but I would imagine that would have a fairly long shelf life as it the material I have been looking at is designed specifically for street furniture.” http://www.anvilforgeblacksmithing.co.uk/ Cycle hoops for lamp-posts and railings
1) Needed in a few areas around town (eg outside post office) they mean that a cyclist is able to lock their bike up with a D-lock (more secure) rather than just a chain. They also help support a bike.
Approx 100 each + vat ex fittin
https://www.cyclehoop.com/product/cyclehoops/lamp-posts/
2) Suitable for locking two bikes with D-locks on a lamp-post
https://www.cyclehoop.com/product/cyclehoops/hd/
3) Smartstreets Cyclepark - Suitable for locking 2 bikes
The Cyclepark is designed to fit within a few minutes. It provides a secure bicycle parking facility using existing street furniture, typically 76mm diameter sign posts but we can create larger Cycleparks for other specific profile columns. RRP £225.00 + Vat each, plus delivery. http://gallery.smartstreets.co.uk/cyclepark/
Council and contractor discounts: 1 - 9 units - £175.00 each. 10 - 24 units - £165.00 each. 25 - 49 units - £159.00 each. 50 - 99 units - £154.00 each. 100 - 199 units - £145.00 each. 200+ units - £139.00 each. Prices ex Vat.
Addendum
Please see below for optional positions for bike infrastructure in town. This is not to suggest we try to install all of these, rather that these are the places suggested when bike parking has come up.
Charles Rolls
More info; https://www.externalworksindex.co.uk/category/3-1604/type/11/Cycle-stands/Companies/
https://www.tfwm.org.uk/media/2713/2019-07-15-wm-guidance-wcovers.pdf
2.2.4 If the ‘place’ function of residential streets and local centres is neglected, strategic transport corridors also become congested with people making local short trips by car because they see no alternative. The most economically successful and attractive places offer safe access from the surrounding area and high-quality public space. If the streets feel comfortable and safe, people spend more time and money locally.
3m Solent, dark green metalwork and rear cladding with wood to sides
cycle-works.com secure | innovative | stylish 3m Solent, dark green metalwork and rear cladding with wood to sides
cycle-works.com secure | innovative | stylish 3m Solent, dark green metalwork and rear cladding with wood to sides
cycle-works.com secure | innovative | stylish
Monmouth Town Council Finance & Policy Committee Work Programme
No. Action/Issue Detail Working group/Lead Date to be considered by 1. Local Government Review of MTC discretion policies. RFO sought ASAP Pension Scheme clarification from Torfaen Pension Fund but still waiting to hear. Policy still to be reviewed 2. SLAs MCC-Blestium & Agincourt toilets & Blestium St From F&P ASAP bin empty 10/6/19m54 Reviewed at F & P extra meeting 14.01.2020/m169 Blestium Street litter bin: to
Finance & Policy Committee Work Programme Vers 2 Paula Hartley 02/03/2021 ask MCC to pay for collection as bin is owned by them, or it will be removed. To be agreed at Environment 25.02.2020. Some dispute over exactly what bins are being emptied and therefore passed to the Litter Working Group to investigate. Blestium St and Agincourt Toilets to go out to tender. Contact made with Roger Hoggins from MCC. He is to advise if any staff members would be subject to TUE regulations which would have to be written into tender document. Due to COVID there has been no response even though has been chased.
MTC cannot go out to tender on Blestium St Toilets as it is not MTC’s asset.
3. Town Maint contract Confirmed to 30/11/19 (by Envt Cttee), From F&P Complete and Contract extended until 31/03/2020, FC 10/6/19m54 Contract in 4/11/19m110 to enable contract to be reviewed Place from 1st in January. April 2020 Reviewed at F & P extra meeting 14.01.2020/m169 MCC to be asked for a 3-year contract and to be recommended to Full Council on 27.01.2020 Agreed at FC 27.01.2020m140a
List of benches in the contract does not agree with the list that MCC are inspecting. PH has asked Nigel Leaworthy to ask his team to
Finance & Policy Committee Work Programme Vers 2 Paula Hartley 02/03/2021 compare the list. PH also asked Councillors to provide a list of the MTC benches in their wards. 4. Street Cleansing New contract in place from 01/04/2020 From 10/6/19m54 Complete Contribution 5. Review of MTC Deferred until 2020. Scheduled for banking facilities To be raised at next Full Council Meeting FC meeting on 22/03/2021 6. Investment Strategy To produce strategy By Jan 20 To be reviewed as part of Whole Office Review Working Group 7. Christmas Lights To assess the power usage of the Christmas F&P EMR set up Power Supply Lights in readiness for a demand for electricity 20.01.2020m169 with usage. Emailed City Illuminations 20.02.2020. contingency City Illuminations confirmed impossible to balance in case quantify. Office contacted WPD who said they MTC are may charge in the future. charged. Complete 8. Streaming/Recording To investigate the purchase of a new recording F&P To be Meetings device and the possibility of streaming meetings 20.01.2020m174 investigated as part of the Whole Office Review and delayed because of COVID
Finance & Policy Committee Work Programme Vers 2 Paula Hartley 02/03/2021 9. MTC Website Review of website F&P New website in 20.01.2020m177 place for WCAG guidelines and went live in Jan 21. Further changes to be made re: the Welsh Language 16.
Ongoing Actions/groups: Issue Detail By whom Result Resolution needed? Shire Hall SLA Negotiate new SLA Task & Finish Gp Agreed at F & P extra July F & P, then Full terms/options RC, JT, TJC, SW, RR 14.01.2020/m169 to Council F&P11/6/19m68 review in July at F & P. More information sought from MCC. Ongoing negotiations with MCC but delayed because of COVID. New agreement almost in place Dais/Stage/sound To establish Working gp system purchase costs/benefits F&P Led by TJC (no list of 11/6/19m72 members given)
Annual Reviews to be undertaken:
Finance & Policy Committee Work Programme Vers 2 Paula Hartley 02/03/2021 Item Last review/confirmation Full Council confirmation if Due for review required Standing Orders F&P 10/6/19m53 to FC Dates to be confirmed at F&P To review January 2022 Reviewed at F & P extra 02/12/19 Item 151c. meeting 13.01.2020/m169. Ratified at Full Council 27.01.2020140b Reviewed January 2021 and adopted by Full Council.
Financial Regulations F&P 21/10/19m126 Dates to be confirmed at F&P To be reviewed January 2022 Reviewed at F & P extra 02/12/19 Item 151c. meeting 13.01.2020/m170. Ratified at Full Council 27.01.2020m140c Reviewed and adopted by Full Council Jan 21 Management of Risk review Full Council on 16.03.2020 Delayed by COVID. Management of risk document to be reviewed a.s.a.p Review Delegation F&P10/6/19m54 awaiting To be reviewed arrangements to staff & other authorities Review asset list Carried out at Full Council on To be reviewed at F & P 03.02.2020m148 08/03/2021 Review insurance cover Reviewed at F & P extra Ratified at Full Council on To be reviewed at F & P 14.01.2020/m169 and as 27.01.2020m140d 08/03/2021 recently renewed on 3-year contract, to continue
Finance & Policy Committee Work Programme Vers 2 Paula Hartley 02/03/2021
Version Control
Version No. Date Amended By Whom Vers 2 02/03/2021 Completed actions removed and all other actions updated. PH Changes in Italics
Finance & Policy Committee Work Programme Vers 2 Paula Hartley 02/03/2021