Present: Councillors Pinder (Chair), Mcgrath, Sweet, Thorley, Whitfield, Cox and Aird

BEVERLEY TOWN COUNCIL

POLICY COMMITTEE MEETING

3th July 2013

Present: Councillors Pinder (Chair), McGrath, Sweet, Thorley, Whitfield, Cox and Aird

In Attendance: Helen Watson – (Town Clerk)

644 To receive apologies for absence

Apologies were received from Cllrs Astell and Pearson

645 (a) To record declarations of interest by any member of the council in respect of the agenda items listed below. Members declaring interests should identify the agenda item and type of interest being declared.

(b) To note dispensations given to any member of the Council in respect of the agenda items listed below.

No dispensations or declarations of interest were received

646 To receive a an update from Cllr Pinder regarding a meeting with Alan Menzies

Cllr Pinder reported on a recent meeting with Alan Menzies attended by Cllrs Pinder, Astell, Cox and McGrath regarding Samman Road Day Centre and the MUGA with some information later confirmed by email from Mr Menzies.

(a) Samman Road Day Centre

(i) The freehold price would be £300,000 plus costs and terms to include an overage clause.

(ii) An option of a lease could be negotiated with a chance to purchase the property in the future this was subsequently offered on the basis of a 25 year lease at £37,500 rent per annum with rent reviews for office and community use.

(iii) The council will have to submit a business plan, however it is difficult to include potential income from community groups which is uncertain at this stage.

(iv) ERYC and Beverley Town Council could work together, sharing the customer service centres in both Samman Road and ERYC Customer Service Centre on Cross Street.

Members discussed the issues and costs involved with the Samman Road Day Centre however Cllr Pinder explained she was reporting only and that the decision to take the lease was one for Full Council.

Resolved – That the Town Clerk will seek the running costs of Samman Road Day Centre from Alan Menzies, and that the proposal shall be discussed at a later date at Full Council.

(b) MUGA

Cllr Pinder reported on the proposed sheltered housing scheme which has been allocated to be built on Queens Road MUGA presently leased by Beverley Town Council. Members discussed the site plan and options for a new MUGA at various locations at the Leisure Centre. More information will be known at a later date.

647 To consider extending the Food Festival into the Georgian Quarter

Cllr Cox reported that as Mayor he had been asked if Beverley Town Council could extend the Food Festival in October, into the Georgian Quarter. Members how potential road closures would affect traffic flow, the risk assessment of the stalls on cobbled ground and the lack of parking for church congregation. The Town Clerk reported that she had been in a meeting with Creation Fine Arts on North Bar Within, to work together on a food, growing and allotments exhibition at the same time as the Food Festival. Members agreed that it was not feasible to place stalls in the Georgian Quarter, but that the council would be willing to support any reasonable initiatives by the local businesses to promote the area. e.g. it may be possible to arrange a Food Art Trail throughout the town from North Bar Within to Wednesday Market. Members suggested that the Mayor and Town Clerk should have a meeting with David Bird to discuss ideas for the Georgian Quarter.

Resolved – The Town Clerk to arrange a meeting with the Mayor and David Bird regarding the Georgian Quarter during the Food Festival weekend.

648 To consider the costs of installing Wi-Fi within the Town

Cllr Pinder reported on a recent meeting with Kingston Communications with regard to installing Wi-Fi access throughout the town from North Bar Within to the Minster. Members discussed the budget and revenue costs and the estimated initial price quoted by Kingston Communications had increased substantially including a cost of £850 for the initial. Members requested that the Town Clerk make contact with the social business enterprise who visited Full Council two years ago to discuss WiFi and also confirm the actual costs with Kingston Communications.

Resolved – The Town Clerk to make contact with the Social Business enterprise who offered Wi-Fi originally and also to confirm the actual costs with Kingston Communications.

649 To consider costs involved with moving the Town Council containers to plot 1 Queensgate

The Town Clerk reported that Plot 1 on Queensgate allotment had become available. The plot stands on land that is the property of Consolidated Charities leased to Beverley Town Council. The Town Clerk asked if Councillors would be minded to move the two storage containers and fencing from Kitchen Lane compound to plot 1, where it would be more out of sight, as complaints are being received from residents. Cllr McGrath volunteered to go and look at the site to see if it is possible to move the containers and to see if the gate would need widening. He will report back to the Town Clerk next week.

Resolved –Councillor McGrath investigate the feasibility of moving the containers and the costs and the Town Clerk to contact Consolidated Charities to ensure they would allow the containers to be moved.

650 To receive a report on the finances of Beverley Town Council

The Town Clerk reported on the finances of Beverley Town Council.

651 - To receive the staff salary payments (as Policy 07/09/2011 Min 422)

Resolved - Payments for staff salaries were received and authorised by members as tabled below.

Salaries for June (as 24/06/2013 per Policy 07/09/2011 £5,865.31 Min 422)

652 - To approve the attached payments to be made.

Resolved - Members resolved to authorise the attached payments.

Current Cheque Amount Invoice Date Payee Name Transaction Detail Ref Paid 21/05/2013 ERYC 3732 £210.00 Hire of Guildhall for Mayor Making 21/05/2013 ERYC 3733 £99.00 Hire of Guildhall Civic Service 24/05/2013 Yorkshire Water DD £83.50 Water supply to allotments 31/05/2013 Murco DD £114.86 Fuel

Kingston 01/06/2013 DD £20.40 Telephone Cherry Tree Community Assocn Communications

Beverley 05/06/2013 3734 £50.00 Lifts to Pensioners lunch Community Lift

18/06/2013 C Rosindale & Son 3375 £1,171.03 Spark mill allotment padlocks and keys

Kingston 01/06/2013 DD £108.16 Telephone Beverley Town Council Communications

11/06/2013 Yorkshire Water DD £49.29 Water supply Wykeland 11/06/2013 DD £415.00 Minster House rent Properties Kilnwick Garden 17/06/2013 3736 £1,623.24 Hanging baskets Centre

19/06/2013 Jennings 3737 £72.00 Computer technical support 24/06/2013 D H Fletcher SO £4,590.00 Quarterly rent 28/06/2013 CBA Accountants DD £32.40 Payroll 28/06/2013 ERPF 3738 £1,444.53 Pensions 28/06/2013 HMRC 3739 £1,410.83 Tax and NI 01/07/2013 ERYC 3740 £306.00 Non-domestic rates monthly instalment

Annual audit examination and preparation of 23/06/2013 AJACS 3741 £547.40 audit report

16/05/2013 Ward Legal 3742 £600.00 Employment legal services 24/06/2013 Cllr Cox 3743 £112.84 Mayoral travel expenses 24/06/2013 ERYC 3744 £289.38 Collection and disposal of commercial waste 24/06/2013 Petty-Cash 3745 £300 Petty Cash

PAT Testing 01/07/2013 3746 £634.98 PAT Testing machine and equipment Equipment

Total £14,284.84

Field to Table Project - funded by Big Lottery Fund, Local Food – Changing Spaces

07/06/2013 Les Gibbon 3747 £175.00 Photography at allotment plot

Intellectual Debit Trade mark application for Beverley Food 11/06/2013 £170.00 Property Office card Festival Lempicka 3748 11/06/2013 £90.00 Chocolates for Civic Dinner chocolates 3749 HC catering student assistance with 12/06/2013 Kayleigh Bolton £50.00 Mayor’s Civic Dinner HC catering student assistance with 12/06/2013 Bethany Ford 3750 £50.00 Mayor’s Civic Dinner

HC catering student assistance with 12/06/2013 Liam Mills 3751 £50.00 Mayor’s Civic Dinner

HC catering student assistance with 12/06/2013 Stuart Glass 3752 £50.00 Mayor’s Civic Dinner

13/06/2013 Jewson 3753 £135.04 Wood and materials for allotment plot 3754 13/06/2013 Hall Construction £6,472.98 Ramp and allotment plot work and topsoil

Table and chairs, picnic bench for allotment 18/06/2013 Argos DC £323.79 plot Greenman 18/06/2013 DC £65.58 Kelly kettle for allotment Bushcraft Marie Louise 3759 18/06/2013 £72.28 Travel and subsistence Robinson Hygiene supplies 18/06/2013 DC £118.19 Water heater for allotment direct 18/06/2013 Waltons DC £149.95 Workbench with sink Kilnwick Garden 3755 18/06/2013 £96.00 Ground cover membrane Centre 3756 Polytunnel and 3 mini polytunnels for 19/06/2013 First Tunnels £863.00 allotment 3757 Newstar Sectional Shed for allotment including bearings, 19/06/2013 £515.00 Buildings delivery and build

3758 21/06/2013 GEViews £297.90 raised beds and wheeled trolley

Ningbo debit 21/06/2013 £329.46 plastic tables x 9 Manufacturing card Total £10,074.17

Beverley in Bloom 30/05/2013 Ditto 4 Design 10422 £51.00 Vinyl signs Earley 10423 22/05/2013 £973.37 Flowers/plants Ornamentals 16/05/2013 Dasch Horticulture 10425 £341.28 Premium multipurpose and compost Earley 10423 04/06/2013 £36.94 Flowers Ornamentals 21/06/2013 Coletta & Tyson 10424 £89.22 Flowers Total £1,491.81 Christmas

Lights 21/06/2012 Titan Containers 127 £94.43 Storage

Beverley Town Council Income

Invoice No

05/06/2013 1479742 £60.00 Hanging basket

Refund of overpayment (2 month 06/06/2013 714368 £1,416.00 instalments)

10/06/2013 3613662670027 £156.44 Electricity refund CCTV Saturday Market

19/06/2013 109803 £6.33 Refund on electricity

Total £1,638.77

Beverley in Bloom Income

03/06/2013 n/a £200.00 donation

Total £200.00

MINUTE/ACTION PERSON RESPONSIBLE TIME TO BE REPORTED BACK 646 – Samman Road – further Town Clerk Full Council information regarding running costs from ERYC 647 – Working with Georgian Mayor and Town Clerk Policy Quarter over Food Festival weekend – meeting with Mr David Bird

648 – Wi-Fi into town centre – Town Clerk Policy contact Social Business Enterprise and obtain further information regarding the costs from KC