Public Document Pack Melksham Town Council
Town Hall, Melksham, Wiltshire, SN12 6ES Tel: (01225) 704187
Town Clerk and RFO Linda Roberts BA(Hons) PGCAP, FHEA, FLSCC
To: Councillor J Hubbard (Chair) Councillor H Illman (Deputy Chair) Councillor C Andrewes Councillor P Aves Councillor S Brown Councillor V Fiorelli Councillor K Iles Councillor C Jeffries Councillor G Mitcham Councillor M Pain Councillor M Sankey Councillor T Watts Councillor T Welch Councillor A Westbrook Councillor R Wiltshire
13 January 2020
Dear Councillors
In accordance with the Local Government Act (LGA) 1972, Sch 12, paras 10 (2)(b) you are invited to attend the Full Council Meeting of the Melksham Town Council. The meeting will be held at the Melksham Town Hall on Monday 20th January 2020 commencing at 7.00 pm. A period of public participation will take place in accordance with Standing Order 3(F) prior to the formal opening of the meeting. The Press and Public are welcome to attend this meeting.
Yours sincerely
Mrs L A Roberts BA(Hons), PGCAP, FHEA, FSLCC Town Clerk and RFO
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Full Council Melksham Town Council
Monday 20 January 2020 At 7.00 pm at the Melksham Town Hall
Public Participation – To receive questions from members of the public.
In the exercise of Council functions. Members are reminded that the Council has a general duty to consider Crime & Disorder, Health & Safety, Human Rights and the need to conserve biodiversity. The Council also has a duty to tackle discrimination, provide equality of opportunity for all and foster good relations in the course of developing policies and delivery services under the public sector Equality Duty and Equality 2010.
AGENDA
1. Apologies To receive apologies for absence.
2. Declarations of Interest To receive any Declarations of Interest in respect of items on this agenda as required by the Code of Conduct adopted by the Council.
Members are reminded that, in accordance with the Council’s Code of Conduct, they are required to declare any disclosable pecuniary interest or other registrable interests which have not already been declared in the Council’s Register of Interests. Members may however, also decide, in the interests of clarity and transparency, to declare at this point in the meeting, any such disclosable pecuniary interests which they have already declared on the Register, as well as any other registrable or other interests.
3. Minutes (Pages 1 - 4) To confirm as a correct record the minutes of the Extraordinary Full Town Council meeting held on 16 December 2019.
4. Town Mayor's Announcements
5. Police Report (Pages 5 - 12) Circulated with Agenda.
6. Reports from Unitary Councillors Unitary Councillors to report on any matters affecting Melksham which have been
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discussed at Wiltshire Council Meetings.
7. Budget 2020/21 (Pages 13 - 48) To consider the Town Council’s Budget and Precept for 2020/21. Members are requested to approve either option A or option B. The Town Clerk’s report is to follow.
8. Asset Register (Pages 49 - 64) To approve the asset register for 2020.
9. Accounts
9.1 Payments (Pages 65 - 74) To RESOLVE to approve the attached payments.
9.2 Monthly Financial Statement (Pages 75 - 76) To note the statement.
9.3 Detailed Income & Expenditure Report as at 31 December 2019 (Pages 77 - 86) To note the Report.
9.4 Earmarked Reserves (Pages 87 - 88) To note the Report.
10. Committee Minutes
10.1 Finance and Admin (Pages 89 - 94) To receive the minutes of the Finance and Admin Committee meeting held on 18 November 2019.
10.2 Economic Development & Planning (Pages 95 - 102) To receive the minutes of the Economic Development and Planning Committee meetings held on 2 December 2019 and 23 December 2019.
11. Sub Commitee Minutes
11.1 King George V Sub Committee (Pages 103 - 104) To receive the minutes of the sub-committee meeting held on 19 November.
12. Working Group Minutes
13. Calendar of Town Council meetings
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To consider the proposed calendar of Town Council meetings. To Follow.
13.1 Neighbourhood Plan Joint Steering Group (Pages 105 - 114) To receive the notes of the meeting of the Neighbourhood Plan Steering Group held on 30 October 2019.
13.2 Shurnhold Fields Working Group (Pages 115 - 122) To receive the notes of the Working Group meeting held on 20 November 2019.
14. Notice of Motion - Volunteer Fair (Councillor Pain and Councillor Aves) (Pages 123 - 124) The full motion is appended to the agenda.
To consider holding a Volunteer Fair to assist voluntary groups, charities, community interest groups and other community based non-profit organisations to recruit volunteers in their efforts to deliver their services and programmes.
15. Community Governance Review To agree the Town Council’s response to the consultation.
16. Community Infrastructure Levy (Pages 125 - 126) To reaffirm the resolution made at the Full Council meeting on 3 April 2017 regarding projects for CIL expenditure.
Following the working group meeting on 8 January 2020 it was agreed that the Council must agree a way forward with Melksham Without Parish Council regarding the allocation of CIL funding, the aim being the agreeing of a policy for inclusion in the Neighbourhood Plan to ensure a fair and equitable distribution of CIL funding on infrastructure which benefits the whole Neighbourhood Plan area.
17. Shurnhold Fields Working Group Expenditure (Pages 127 - 128) To approve the expenditure of £21,441 plus VAT details contained in the notes of the meeting held on 20 November 2019, quotes attached.
18. Future of Melksham Artefacts held by Melksham and District Historical Association To consider the future of Melksham artefacts arising from a letter received from the Melksham and District Historical Association. Letter to follow.
19. Items for Noting and Information
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19.1 Splitz Support Service Donation (Pages 129 - 130) To receive acknowledgement and thanks from Splitz Support Service for the Town Council’s £500 donation on 20 September 2019.
19.2 Wiltshire Citizens Advice - Funding Acknowledgement To receive an acknowledgement letter from Wiltshire Citizens Advice.
19.3 Party in the Park 2020 To note the decision made by the organisers to cancel the event for 2020 and to consider how the grant made to Party in the Park for the 2020 event should be dealt with.
19.4 Melksham Rail User Group (Pages 131 - 134) To receive the minutes of the meeting held on 27 November 2019 for information only.
20. Melksham & District Twinning Association (Pages 135 - 136) To discuss the 40th anniversary visit to Avon by two members of the former twinning association and the possibility of sending a gift on behalf of the Town Council and a letter of friendship from the Mayor.
21. Representatives on outside bodies (Pages 137 - 138) To discuss the appointment of a Councillor as a representative with the WSO Canal Partnership.
22. Request for Confidential Session Members are required to make the following resolution in accordance with the Public Bodies (Admission to Meetings) Act 1960.
In view of the sensitive nature of the business to be transacted, it is advisable in the public interest that the public and press be excluded, and they are instructed to withdraw.
23. Appointment of Leader of the Council (Pages 139 - 144) As per the decision of the 25 November 2019 Full Council meeting, members are requested to appoint a Leader of the Council.
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This page is intentionally left blank Agenda Item 3
Page 1 Page 2 Page 3 Page 4 For Public Use Agenda Item 5 WILTSHIRE POLICE CPT Melksham Briefing Trowbridge Area Community Policing Team
Proud to serve and protect our communities January /February 2020
P PERFORMANCE
Wiltshire West CPT - crime and incident demand for the 12 months to November 2019
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Proud to serve and protect our communities January/February 2020
Force-wide
Wiltshire Police has had an increase in the volume of recorded crime by 4.5% in the 12 months to November 19 and continues to have one of the lowest crime rates in the country.
Our service delivery remains consistently good.
In November, we received 8,234 999 calls which we answered within 5 seconds on average and 11,604 CRIB calls which we answered within 1 minutes 28 seconds on average.
In November, we also attended 1,594 emergency incidents within 10 minutes and 30 seconds on average.
Wiltshire Police has seen a 10% reduction in vehicle crime and 9% in residential burglaries in the 12 months to November 2019.
The Crime Survey of England & Wales recently ranked Wiltshire as one of the top forces (78.3%) nationally for public confidence. It covers the 12 months to March 2019. The publication can be found here: WWW.CRIMESURVEY.CO.UK
For more information on Wiltshire Police’s performance please visit:
PCC’s Website - https://www.wiltshire-pcc.gov.uk/article/1847/Performance HMICFRS Website - https://www.justiceinspectorates.gov.uk/hmicfrs/police-forces/wiltshire/ Police.uk - https://www.police.uk/wiltshire
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Area specific
Wiltshire West CPT Demand Overview – 12 months to November 2019
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Proud to serve and protect our communities January/February 2020
LOCAL CPT UPDATES:
CPT structure Changes
With the uplift of resources currently on going and planned for the future, Wiltshire Police is currently undergoing a period of restructure. The old West Wiltshire CPT has been separated into two smaller areas which will now be known as the Trowbridge Area CPT (which with cover Trowbridge, Melksham, Bradford on Avon Area Boards) and the Warminster Area CPT (which will cover Westbury, Warminster and South West Wiltshire (Tisbury/Mere) Area Boards). CPT West Wiltshire will no longer exist.
The new general email to contact the CPT Neighbourhood team is now [email protected]
We want to publicise this email and encourage all partners and members of the community to use this for community related matters as a way of direct contact with the local CPT Team. For all crime related matters there is still the normal routes of reporting via 999 for emergencies, or 101 and online crime reporting via the Wiltshire Police website: https://www.wiltshire.police.uk/
This has implications for staffing. Insp Andy Fee will remain in the area as the overall Inspector for Trowbridge Area CPT, with responsibility for the CPT Neighbourhood team, and the 5 CPT response teams, and associated resources. Insp Jill Hughes will take up the equivalent post in the Warminster Area CPT.
Two new Neighbourhood Sergeant Posts have be created and filled. These will be taken up by Sgt Leighton Williams who is in post, and Sgt James Twyford who is due to start with the team later this month, joining from Devizes CPT. All the previous Community Coordinators will now be known as CPT neighbourhoods Officers. Pc Lee Pelling will remain as a Melksham Officer, but will be joined by Pc Darren Foulger who moves across from Bradford on Avon later this month. The PCSO’s remain the same and will continue in their current roles, however their line management will now come under the Neighbourhoods sgts for continuity.
We believe this is an exciting time for Policing as the new structure falls into place. It will be the bedrock for a clear vision for Neighbourhoods which will focus on Community engagement and better meet the needs of the local Community through long term problem solving and strengthened partnership working. Page 4 Page 8 For Public Use For Public Use WILTSHIRE POLICE CPT Melksham Briefing Trowbridge Community Policing Team
Proud to serve and protect our communities January/February 2020
YOUR CPT – Trowbridge Area CPT
Inspector Andy Fee Sergeant James Twyford and Leighton Williams (awaiting Photos)
Neighbourhood Officers:
PC Lee Pelling (Melksham) PC Darren Foulger (Melksham and Youth Early Intervention)
You can find out more about your local CPT, including news stories and contacts for local officers, on our website: www.wiltshire.police.uk
The new general email to contact the CPT Neighbourhood team: [email protected]
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Proud to serve and protect our communities January/February 2020
LOCAL PRIORITIES
PRIORITIES FOR WILTSHIRE WEST CPT UPDATE
Priority 1:
Young people in Melksham involved in ASB and *UPDATE* In total 7 youths were criminality charged with a range of offences including public Order, Common In May 2019 a disorder was reported in the Hawthorn Assault and one for ABH Road area of Melksham, which involved a large group of youths. The youths all pleaded guilty at Youth Court on the 19th Dec 2019 and all were given Youth offender referral orders to work with YOT of between 5 and 10 months long, and ordered to pay compensation to the victims.
Priority 2:
Op Artemis – Rural Crime Many pro-active patrols are still being carried out in rural locations across This is the ongoing rural crime operation overseen by the the CPT area. There has been an Rural Crime Team for the county. They will arrange for uplift of officers trained in Rural crime specific patrols during the course of the year in matters to become local champions cooperation with and supported by the farming and can assist officers in community with a view to tackling, deterring and investigations. The Rural Crime team detecting overnight rural crimes. also continue to offer direct support and guidance to farmers and wider rural community.
Priority 3:
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Proud to serve and protect our communities January/February 2020
Enforcement of Closure Order – The Friars, Melksham The Order prevents anyone other than the listed tenant for being in or In response to ASB and drug activity, Melksham Police on the property. Anyone else found along with Selwood Housing and Wiltshire Council were at the address can be liable to arrest. successful in securing a Closure Order on an address in The order is valid for 3 months and The Friars from Salisbury Magistrates Court. runs until midnight on the 6th Jan 2020. The Police will be doing regular checks at the address.
*UPDATE* The Order has now ended. Overall it has been successful in its purpose, with several people arrested from the address, and several people removed. We are working closely with Selwood Housing and Wiltshire Council to monitor the situation. Selwood are now seeking repossession of the property concern in the very near future.
HIGH LEVEL PCC UPDATES Precept Consultation – From 6 January, I will be consulting with residents and businesses in Wiltshire and Swindon on what they would be prepared to pay as part of their council tax bill next year’s towards local policing. I am still waiting for notification from the Home Office on what our settlement will be in Wiltshire for 2020/21 and hope to be in receipt of this soon. I strongly encourage you to submit your feedback on my website.
HIGH LEVEL FORCE UPDATES
We continue to implement changes in our community policing teams to better meet demand in our different patches. It is a phased approach and as of December the boundaries of our community policing teams changed with their names also changing to reflect the areas covered. The new list is: Swindon Area CPT, Chippenham Area CPT, Royal Wootton Bassett Area CPT, Trowbridge Area CPT, Warminster Area CPT, Salisbury Area CPT, Devizes Area CPT Page 7 Page 11 For Public Use For Public Use WILTSHIRE POLICE CPT Melksham Briefing Trowbridge Community Policing Team
Proud to serve and protect our communities January/February 2020
and Amesbury Area CPT. Changes to 101 system – In mid-December the options available when members of the public call 101 have changed to allow for to be connected directly to some departments. They will also no longer be taking reports of shoplifting unless it is in progress, an offender is detained or there was violence to any members of the public or staff. Instead callers are encouraged to report the crime online and submit any available CCTV.
GET INVOLVED
You can keep up to date with the latest More information on your CPT area can alerts and news in your area by signing be found here: www.wiltshire.police.uk up to our Community Messaging service and here www.wiltshire-pcc.gov.uk – www.wiltsmessaging.co.uk
You can follow your CPT on social media https://www.wiltshire.police.uk/Followus
FEEDBACK/ACTIONS TAKEN
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Page 13 Page 14 Page 15 Page 16 Page 17 Page 18 Page 19 Page 20 Page 21 Page 22 Page 23 Page 24 Page 25 Page 26 Page 27 Page 28 Page 29 Page 30 Page 31 Page 32 Page 33 Page 34 Page 35 Page 36 Page 37 Page 38 Page 39 Page 40 Page 41 Page 42 Page 43 Page 44 Page 45 Page 46 Page 47 Page 48 Melksham Town Council Summary of Fixed Assets 31.3.2020
Description Cost B/fwd Added Disp. Rev C/fwd
Land and Buildings 4,779,197 0 0 4,779,197
Open Spaces/Play Areas 74,712 296,200 0 370,912
Grounds Equipment 71,920 1,147 -2,661 70,406
Office/Town Hall/Assembly Hall 60,692 6,192 -10,280 56,605
Infrastructure Assets 118,667 10,271 -1,277 0 127,662
Community Assets 31,982 0 31,982
Page 49 Page Assemmbly Hall 248,062 1,100 -1,865 0 247,297
5,385,233 314,910 -16,082 0 5,684,061
5,385,233 0
Insurance Values
Agenda Item 8 Grounds Department
Number Description No Aquisition Serial Number Insurance Supplier Unit Cost Cost Date Value B/fwd Added Disp. Rev C/fwd
Grounds Equipment
Community Litter Pickers 1,000 1,000 generator Power Craft 3.2 469 469 Water bowser & ext lance 1,670 1,670 Brushcutter 380 380 Circular saw 125 125 0 Misc tools & equip 875 875 0 Nifty Lift 120 with hydrofeet 11,814 11,814 Honda HRB476CHX mower 659 659 Pedestrian Water Bowser 994 994 Honda Mulch Mower 708 708 Cobra CF12150 Pressure Washer 581 581 Max Vac Street Cleaner 9,000 9,000
Stihl FS94 Brushcutter 503 503 Ifor Williams GD85 Trailer 2,200 2,200 HRX476CHY Mower 706 706 Viking 21" Mower 500 500 Water Bowser and Stand 1,147 1,147
0 32,183 1,147 1,000 0 32,330 Vehicles citroen berlingo 2004 2,100 2,100 Trailer 6 x 4 526 526 John Derre X370 Lawn Tractor 3,612 3,612 1 x Trailer 1,580 1,580 Page 50 Page Lawn Tractor 5,703 5,703 John Derre X590 Lawn Tractor 5,679 5,679 0 0 0 19,200 0 0 0 19,200
CCTV Throughout the Town 9,000 9,000 Town Hall 7,000 7,000
16,000 0 0 0 16,000
Other Equipment 0 Electric drill 159 159 0 Electric grinder 78 78 0 Extension lead 30 30 0 16 16 0 3 water carriers 38 38 0 1 step ladder 34 34 0 3 brooms 30 30 0 2 shovels 12 12 0 1 rake 10 10 0 1 leaf rake 13 13 0 2 pair shears 28 28 0 1 rip hook 17 17 0 1 secateurs 14 14 0 1 fork 11 11 0 1 wheelbarrow 20 20 0 1 first aid kit 3 3 0 1 window cleaner squeegee 5 5 0 2 wet floor signs 12 12 0 2 crow bars 8 8 0 1 bench vice 13 13 0 2 draper saw & blades 10 10 0 2 hacksaws 17 17 0 1 bucket galvanised 5 5 0 1 flashing light for vehicle 32 32 0 2 litter pickers 38 38 0 2 crash barriers/6 traffic cones 38 38 0 2 Town Maint signs 32 32 0 2 reflective waistcoat/anorak/leggings 138 138 0 2 protective welly boots 30 30 0 1 forestry helmet 29 29 0 2 goggles 10 10 0 2 cordless drills 354 354 1 soldering iron 17 17 0 1 circular saw 125 125 0 Inspection lamp 15 15 0 Grease gun 10 10 0 2 Grease cartridges 3 3 0 Battery charger 28 28 0 Elect test meter 16 16 0 chain sharpener 100 100 0 chainsaw 300 300 forester safety kit 400 400 shredder 350 350 stacker trucks 50 50 0 aluminium ladder 300 300 bench drill 150 150 2 Face protectors 24 24 0 Super rigger gloves 6 6 0 2Safety boots 46 46 0 Broom 6 6 0 Platform broom 4 4 0 Lawn shears 28 28 0 Dustpan 2 2 0
Page 51 Page Brush 2 2 0 Safety helmet 3 3 0 Hi visibility jacket 30 30 0 2 sets overalls 50 50 0 2Ear protectors 48 48 0 single bevel mitre saw 170 170 honda IZY lawnmower 400 400 still HT/KM Kombi chainsaw 170 170 Cyclonic Vacuum Cleaner 42 42 0 Advance universal harness 82 82 Stihl BG86C-E Blower 200 200 Misc Small Tools 76 76 0 0 0 4,537 0 1,661 0 2,876
0 71,920 1,147 2,661 0 70,406 Office and Town Hall
Number Description No Aquisition Condition Insurance Supplier Unit Cost Cost Date Value B/fwd Added Disp. Rev C/fwd
OFFICE CONTENTS Card Swip System 1,616 1,616 Steve's computer 1 500 500 0 Reception computer 1 500 500 0 computer monitors 4 479 479 computer keyboards 6 0 Large desks 4 820 820 small desks 1 89 89 0 office computer chairs 5 550 550 conference chairs 3 90 90 0 Desk drawer units 7 749 749 fridge 1 200 200 kettle 1 33 33 0 Telephone system 5 7,000 7,000 0 large Safe 1 2,500 2,500
Page 52 Page small safe 1 505 505 shredder 1 120 120 laminator 1 30 30 0 Camera 1 300 300 External Hard Drive 1 48 48 0 Martin's laptop 1 559 559 Miriam's laptop 1 863 863 Miriam's monitor 1 99 99 0 PC Monitors 3 253 253 New PC - Lorraine 1 547 547 7ft Christmas Tree & Lights 1 60 60 0 Server & associated hardware 1 925 925 Desktop hard drives 2 125 125 Epson EMP51 LCD projector & bulb 1,103 1,103 Loop system 6,000 6,000 projector screen 1 133 133 Union Flags 2 81 81 0 CCTV dome 3,000 3,000 screens 2 300 300 Miscellaneous items (A-BOARDS, POSTER BOARDS, DESK EQUIPMENT) 390 390 Photocopier - Develop 4,000 4,000 notice board stand 1 80 80 0 Dell Lap tops 8 2018/2019 3,808 3,808 Books and Stationery 2,500 2500 0 Display Boards 300 300 New Telephone System 1 30.06.2019 2,638 2,638 Laptops 2 03.06.2018 1,315 1,315 Councillor Tablets 28.4.2019 Horizon Telecom 2,239 2,239
0 0 41,255 6,192 10,021 37,427
Town Hall
Number Description No Aquisition Condition insurance Supplier Unit Cost Cost Date Value B/fwd Added Disp. Rev C/fwd
Committee Room 0 Large table 1,000 1,000 Red conference chairs 2,400 2,400
Main Hall green chairs 1,620 1,620 Page 53 Page normal tables 800 800 corner tables 600 600 table rack and spare table 200 200 86" Touch Screen 1 2018/2019 5,513 5,513
Ante Room large table 500 500 green chairs 750 750 green arm chairs 1,580 1,580 screens 1,664 1,664 Filing cabinets 378 378
Kitchen Oven 300 300 Toaster 20 20 0 Kettle 20 20 0 microwave 100 100 water glasses 50 50 0 wine glasses 66 66 0 glass jugs 18 18 0 tea cups and saucers 85 85 0
Avon Room large desk 205 205 CCTV joystick 873 873 conference chairs 395 395
Display Boards 300 300 0 19,437 0 259 19,178
60,692 6,192 10,280 0 56,605 Page 54 Page Assembly Hall
Number Description No Aquisition Condition Insurance Supplier Unit Cost Cost Date Value B/fwd Added Disp. Rev C/fwd
Audio Visual Equipment 28,644 28,644
Office 0 Tim's computer 1 840 840 Deputy computer 1 660 660 computer monitors & Keyboards 2 420 420 printer 1 1,560 1,560 till 1 1,200 1,200 Large desks 3 360 360 small desks 1 90 90 0 office computer chairs 2 360 360 conference chairs 1 42 42 0 Telephone system 1 540 540 magnetic noticeboards 2 84 84 0 notice boards 4 96 96 0 safe 1 1,200 1,200 second safe 1 600 600 Page 55 Page filing cabinets 1 302 302 laminator 2 66 66 0 shelving 1 240 240 internal CCTV system 1 3,588 3,588 Full HD LED Monitor 1 116 116 Laptop: Inspiron 1 742 742 Ticket Printer 1 288 288 Radios x 4 4 372 372 0 42,410 378 42,032 Foyer 0 TV display monitor 1 480 480 table 1 60 60 0 large poster boards 1 240 240 small poster boards 9 108 108
888 0 60 0 828 Toilets hand towel dispenser 2 36 36 0 hand drier 4 513 513 soap dispensers 5 120 120 wall heater 2 264 264
933 0 36 0 897 Cleaning Cupboard Server 1 2,760 2,760 computer 1 720 720 keyboard & Monitor 1 150 150 laptop 1 360 360 fuse board 2 1,200 1,200 cleaning materials 1 60 60 0 Back up power supply 1 324 324
5,574 0 60 0 5,514 Lounge lounge chairs (in Town Hall) 13 468 468 small coffee tables 2 180 180 TV Screen 1 600 600 uplights 4 480 480 speakers 1 480 480
2,208 0 0 0 2,208 Bar Ice cream freezer 1 360 360 coffee machine 1 3,600 3,600 double display fridge 3 1,980 1,980 roller shutters 1 2,400 2,400 coke dispensers 2 240 240 draught pumps 2 288 288 sinks, basin heater 1 1,044 1,044 glass washers 2 1,920 1,920
Page 56 Page boiler 1 1,800 1,800 first till and drawer (lease) 1 3,600 3,600 second till and drawer (lease) 1 2,340 2,340 Ice making machine 1 289 289 filter for ice making machine 1 72 72 0
19,933 0 72 0 19,861 Ante Cellar Beer Master Cooler 1 2,070 2,070 Wine Racks 3 540 540
2,610 0 0 0 2,610 Cellar Big Safe 1 1,440 1,440 Pepsi Chiller 1 840 840 Racking 1 240 240 Draught Pump System 1 2,400 2,400 Air Chiller Unit 1 24,000 24,000
28,920 0 0 0 28,920 Hall-Furniture 0 blue chairs 400 10,536 10,536 10 ft tables 22 5,280 5,280 6 ft tables 6 1,080 1,080 round tables 15 1,260 1,260 red partition screens 7 840 840 piano 1 1,440 1,440 new 5 foot tables 10 398 398 new blue stacking chairs 70 2,097 2,097
22,930 0 0 0 22,930 Hall AV Equipment coloured house lighting system 1 7,200 7,200 other lights 1 3,500 3,500 additional speakers 1 4,800 4,800 cinema projection system 1 1 1 microphones (hand held, lapel, dual receiver)1 797 797 wireless microphones 1 1,643 1,643 walkie talkies 1 472 472 senheiser head microphone 1 252 252 loop system 1 5,400 5,400 Martin Audio 1,100 1,100
24,065 1,100 0 0 25,165 Lighting Booth Noise Limiter 2,226 2,226 Cooler System 2,160 2,160
4,386 0 0 0 4,386 Stage stage equipment 1 14,400 14,400 Page 57 Page curtains and poles 9 2,160 2,160 mason's chair 1 300 300 misc furniture and shelving 1 1,200 1,200 ladders 3 936 936 retractable screen 1 540 540 garment rails 2 69 69 0
19,605 0 69 0 19,536 Dressing Room Furniture Shelving Heaters 480 480
Kitchen dishwasher 1 3,540 3,540 Stainless Steel catering units 3 684 684 trolleys 2 221 221 hot cupboard 1 1,800 1,800 cookers 1 7,854 7,854 extractor fan 1 600 600 boiler 1 1,800 1,800 sinks 3 1,620 1,620 cutlery 260 187 187 0 mugs 86 114 114 0 small plates 180 216 216 0 large plates 180 259 259 0 hot water flasks 6 108 108 chip fryer 1 840 840 sandwich maker 1 120 120 paper towel dispenser 2 36 36 0 19,999 0 812 0 19,187 Under back Stairs glasses - misc 378 378 0 cleaning equipment 360 0 360 3 fridges 1,800 1,800 3 mini safes 1,080 1,080 floor polisher 1,080 1,080 3 hoovers 540 540 flip charts 176 176 microwave 120 120
5,534 0 378 0 5,156 Back Office desks, filing etc 240 240 washing machine 360 360 drier 300 300
900 0 0 0 900 Upstairs Sofa 120 120 vases 51 51 shelving 360 360
Page 58 Page filing cabinets 360 360 fixtures, shelving, furniture 1,200 1,200 miscellaneous items 518 518
2,610 0 0 0 2,610 General pipe speakers to toilets 720 720 fire alarm system 828 828 fire alarm extra wiring 4,620 4,620 air conditioning system 30,000 30,000 Heavy Platform Truck 139 139 Lood Speakers 2018/2019 1,000 1,000 Up Lighters 2018/2018 6,770 6,770
44,077 0 0 0 44,077 0 0 0 0 0 0 0 0
0 248,062 1,100 1,865 0 247,297 Open Spaces/Play
Number Description No Aquisition Condition Insurance Supplier Unit Cost Cost Date Value B/fwd Added Disp. Rev C/fwd
Methuen Avenue Play Area
1 Multiplay unit 1 Spring dog (Polynesia) 1 Basketball ring & blackboard on post 1 Double arch swing (flat safety) 1 Kiddie swing double arch (safety seats) 1 Embankment slide 1 Barton seat 3 Litter bins 1 Bike track 1 Perch seat 1 Roundabout 1 Swings 1 Bell dome 1 Contour slide 6m 2 spinning discs 1 Stepping heads wibble wobble board 1 Safety fencing (football field) Page 59 Page 57,916 57,916
1 Obstacle course 4,049 4,049 1 Teen shelter 5,078 5,078
2 Picnic tables 0 3 Picnic tables 1,770 1,770
68,812 0 0 0 68,812 King George V Park
Splash and Play Area July 2019 280,700 280,700
Pirate Ship 2,153 Submarine 871 Nessie 1,972 Spring Maze 271 Play panels - Divers with dome 271 Play panels - Sub with mirror 360 5,899 5,899
Outdoor Gym Equipment 15500 15,500 0 0 0 0 0 0 0 0
5,899 296,200 0 0 302,099 Page 60 Page
74,712 296,200 0 0 370,912 Land & Buildings
Number Description No Aquisition Condition Insurance Supplier Unit Cost Cost Date Value B/fwd Added Disp. Rev C/fwd
Buildings Town Hall Building 1,846,041 1,846,041 Assembly Hall 1,640,925 1,640,925 Old Fire Station & Garage -Art House Café 546,974 546,974 31 Market Place 615,347 615,347 The Round House Church St 129,907 129,907 0
Land 0 Forester Park Play Area 1 1 Levington Close Play Area 1 1 King George V Park 1 1 0 0 0 0 0 Page 61 Page 0 0 0 0 0 0
0 4,779,197 0 0 0 4,779,197
0 0 0 0 0 0 Allotments Land 0 0
0 0 0 0 0 0
#REF! 4,779,197 0 0 0 4,779,197 Infrastructure
Number Description No Aquisition Condition Insurance Supplier Unit Cost Cost Date Value B/fwd Added Disp. Rev C/fwd Benches etc. Bench Prince of Wales Gardens 500 500 Round stone Bench 7,500 7,500 Straight Stone Benches 3,900 3,900 Seats and Benches Varous Locations 13,814 13,814 5' Teak Commemorative Bench 652 652 New Benches 11.11.2019 3,150 3,150 Street Furniture 15.10.2019 2,800 2,800
Litter Bins 15 Litter Bins in Varios Locations 4,689 4,689 Black Metal Chieftain Bins 1,600 1,600 Bins KGV 7,471 7,471 0 Bus Shelters 0
Page 62 Page Spa Road 5,001 5,001 Beanacre Road 5,001 5,001 Church Lane 5,001 5,001 Broughton Rd 5,001 5,001 Market Place 9,000 9,000 Gloucester Square 2,250 2,250 Snowberry Way 2,250 2,250 United Church 6,863 6,863 0 0 Planters etc 0 Broxap cast iron planters 3,360 3,360 Broxap flower stands 11,330 11,330 4 Arm Basket Trees 1,290 1,290 Broxstrap Cast Iron Planters 9,673 9,673 6 Stone, Concrete Planters 4,237 4,237 Amberol Self Watering Planters 1,170 1,170 Amberol Self Watering Planters 1,170 1,170
Bike Stands 585 585 Broxstrap Removable Bollards 1,215 1,215 14 Sheffield Brand Cycle Stands 1,046 1,046 6 x Finger Posts etc 5,364 5,364 0 116,613 10,271 0 0 126,884 Page 63 Page Community Assets
Number Description No Aquisition Condition Insurance Supplier Unit Cost Cost Date Value B/fwd Added Disp. Rev C/fwd REGALIA Chain of Office (in cabinet) 1,648 1,648 Mayor's Chain of Office 7,689 7,689 including insurers value increase 2012 1,175 1,175 Deputy Mayor's Chain of Office 548 548 0 PAINTINGS 0 2 oil paintings & 5 water colours 3,060 3,060 2 oil paintings & 5 water colours 3,060 3,060 including insurers value increase 2012 163 163
War Memorial 14,638 14,638
0 31,982 0 0 0 31,982 Page 64 Page Agenda Item 9.1
Page 65 Page 66 Page 67 This page is intentionally left blank Page 69 This page is intentionally left blank Page 71 Page 72 Page 73 This page is intentionally left blank Melksham Town Council Monthly Financial Statement 31 December 2019
Cash and Bank Balances: Represented by:
Lloyds Telepay Account 0 Current Year Surplus 93,859 Co-operative Current Account 526,099 Earmarked Reserves Used in year 396,786 Assembly General Account 233,344 490,645 Assembly Hall Bar Account 435,125 Contribution to Earmarked Reserves 89,493 401,152 Lloyds Short Term Fixed Deposit 51,756 Lloyds Fixed Term Deposit 0 General Reserve balance at beginning of year 331,842 CCLA Investment 116 Credit/Debit Card Contol 803 Earmarked Reserves Petty Cash 210 Bar Float 1,100 Balance at 1st April 2019 799,039 1,248,553 Plus; Added in Year 79,168 878,207 Debtors (monies owed to council) Less: Used to Fund Expenditure 396,786 481,421 Page 75 Page
H M Customs - Vat recoverable 6,391 Bar Stock 4,441 Specific Reserves Debtors and Prepayments 8,178 19,010 CIL 1,267,563 Balance at 1st April 2019 16,431 Less: Creditors (monies owed by council) Plus: Received in Year 10,325 Suppliers of goods and services 7,041 26,756 Other Creditors 1,209 Less: Used to Fund Expenditure 0 26,756
Paye, Ni and Pension Due 14,656 Agenda Item 9.2 Events Control 3,486 26,392
Net Cash Available 1,241,171 1,241,171
0 This page is intentionally left blank Agenda Item 9.3 08/01/2020 Melksham Town Council Current Year Page 1 13:52 Detailed Income & Expenditure by Budget Heading 31/12/2019
Month No: 9 Committee Report
Actual Actual Year Current Variance Committed Funds % Spent Current Mth To Date Annual Bud Annual Total Expenditure Available
Policy and Performance
101 Central Costs 1020 Miscellaneous Income 6 6 0 (6) 0.0%
Central Costs :- Income 6 6 0 (6) 4000 Salaries ENI & Pension 13,897 129,120 209,500 80,380 80,380 61.6% 4020 Lease of office equipment 0 1,389 1,800 411 411 77.1% 4021 Stationery & Sundry Office Exp 132 1,696 1,500 (196) (196) 113.0% 4023 Advertising 1,004 5,677 1,500 (4,177) (4,177) 378.4% 4024 Equipment/furniture 149 4,380 5,000 620 620 87.6% 4025 Maintenance of Equipment 0 40 0 (40) (40) 0.0% 4026 Photocopying 41 1,535 3,100 1,565 1,565 49.5% 4027 Telephones and Mobiles 78 1,914 1,500 (414) (414) 127.6% 4028 Postage 129 720 1,800 1,080 1,080 40.0% 4029 Subscriptions 190 1,907 2,800 893 893 68.1% 4040 I.T Monitoring, Backup, Suppor 262 13,487 20,000 6,513 6,513 67.4% 4042 Website/licences & sundries 4,237 4,237 1,500 (2,737) (2,737) 282.5% 4058 Insurance 0 7,251 7,500 249 249 96.7% 4061 Travel 65 372 1,000 628 628 37.2% 4075 Training 0 1,873 3,000 1,127 1,127 62.4%
Central Costs :- Indirect Expenditure 20,186 175,597 261,500 85,903 0 85,903 67.1%
Net Income over Expenditure (20,179) (175,590) (261,500) (85,910)
110 Corporate Costs 1026 Income Interest 39 474 2,000 1,526 23.7% 1176 Precept Received 0 844,910 844,910 0 100.0%
Corporate Costs :- Income 39 845,384 846,910 1,526 99.8% 4017 Bank account fees 43 326 300 (26) (26) 108.8% 4043 HR consultancy 0 10,544 2,800 (7,744) (7,744) 376.6% 4050 Legal Fees 0 1,048 2,500 1,452 1,452 41.9% 4057 Audit/Year End Costs/Prof.Fees 0 7,070 7,500 430 430 94.3% 4076 Health & Safety 593 593 2,500 1,907 1,907 23.7%
Corporate Costs :- Indirect Expenditure 636 19,581 15,600 (3,981) 0 (3,981) 125.5%
Net Income over Expenditure (597) 825,803 831,310 5,507
115 Civic and Democratic 4030 Town Crier's expenses 0 385 500 115 115 76.9% 4034 Councillors training 0 0 3,000 3,000 3,000 0.0%
Page 77 Continued over page 08/01/2020 Melksham Town Council Current Year Page 2 13:52 Detailed Income & Expenditure by Budget Heading 31/12/2019
Month No: 9 Committee Report
Actual Actual Year Current Variance Committed Funds % Spent Current Mth To Date Annual Bud Annual Total Expenditure Available
4060 Hospitality 0 0 250 250 250 0.0% 4070 Mayor's expenses 0 900 900 0 0 100.0% 4085 Civic Ceremony 73 1,095 2,500 1,405 1,405 43.8% 4311 Remembrance Day (17) 1,399 3,000 1,602 1,602 46.6%
Civic and Democratic :- Indirect Expenditure 56 3,778 10,150 6,372 0 6,372 37.2%
Net Expenditure (56) (3,778) (10,150) (6,372)
120 Capital Projects 4400 Capital Projects 0 0 106,000 106,000 106,000 0.0%
Capital Projects :- Indirect Expenditure 0 0 106,000 106,000 0 106,000 0.0%
Net Expenditure 0 0 (106,000) (106,000)
151 Grants 4301 Grants 0 13,870 15,000 1,130 1,130 92.5% 4302 Grant CAB 0 5,000 5,000 0 0 100.0% 4303 Grant-Young Melksham 0 10,000 10,000 0 0 100.0% 4305 Grant Christmas Lights 0 7,000 7,000 0 0 100.0% 4306 Grant Party in the Park 0 0 3,000 3,000 3,000 0.0% 4310 Grant Food and River Festival 0 3,000 3,000 0 0 100.0% 4317 Grant Carnival 0 2,500 2,500 0 0 100.0% 4330 Grant TIC 0 4,000 4,000 0 0 100.0% 4331 Grant Trans Wilts 0 5,000 5,000 0 0 100.0%
Grants :- Indirect Expenditure 0 50,370 54,500 4,130 0 4,130 92.4%
Net Expenditure 0 (50,370) (54,500) (4,130)
Policy and Performance :- Income 45 845,391 846,910 1,519 99.8% Expenditure 20,878 249,326 447,750 198,424 0 198,424 55.7% Movement to/(from) Gen Reserve (20,832) 596,065
Page 78 Continued over page 08/01/2020 Melksham Town Council Current Year Page 3 13:52 Detailed Income & Expenditure by Budget Heading 31/12/2019
Month No: 9 Committee Report
Actual Actual Year Current Variance Committed Funds % Spent Current Mth To Date Annual Bud Annual Total Expenditure Available
Asset Management
201 Town Hall 1020 Miscellaneous Income 0 799 0 (799) 0.0% 1034 Income Town Hall Bookings 2,751 17,163 8,000 (9,163) 214.5%
Town Hall :- Income 2,751 17,962 8,000 (9,962) 224.5% 4000 Salaries ENI & Pension 0 6,539 3,700 (2,839) (2,839) 176.7% 4100 Gas 0 2,065 4,000 1,935 1,935 51.6% 4101 Electricity 1,649 5,940 1,000 (4,940) (4,940) 594.0% 4102 Rates 973 8,128 7,400 (728) (728) 109.8% 4103 Water Rates 833 1,555 1,500 (55) (55) 103.6% 4104 Window Cleaning 20 1,617 1,350 (267) (267) 119.8% 4106 Maintenance 278 2,163 2,000 (163) (163) 108.2% 4107 Cleaning Materials 0 807 0 (807) (807) 0.0% 4108 Equipment and servicing 871 6,118 4,000 (2,118) (2,118) 152.9% 4109 Trade Waste 0 521 1,200 679 679 43.4% 4110 Telephone: security alarms 0 0 200 200 200 0.0%
Town Hall :- Indirect Expenditure 4,625 35,453 26,350 (9,103) 0 (9,103) 134.5%
Net Income over Expenditure (1,874) (17,491) (18,350) (859)
202 Environmental Services 1027 Agency Services Re-imbursed 0 812 1,600 788 50.8%
Environmental Services :- Income 0 812 1,600 788 50.8% 4000 Salaries ENI & Pension 13,869 119,370 149,000 29,630 29,630 80.1% 4027 Telephones and Mobiles 0 0 1,000 1,000 1,000 0.0% 4150 Clothing &Tools 206 862 1,500 638 638 57.5% 4153 Vehicle Running Costs 233 4,065 10,000 5,935 5,935 40.6% 4156 Lease of van 884 3,691 7,000 3,309 3,309 52.7% 4163 Maintenance and Repairs 111 3,206 6,700 3,494 3,494 47.9% 4167 Street Furniture 0 3,162 4,000 838 838 79.0% 4186 Maintenance of defribrillators 0 770 1,750 980 980 44.0% 4196 Container storage 113 2,038 1,000 (1,038) (1,038) 203.8%
Environmental Services :- Indirect Expenditure 15,415 137,164 181,950 44,786 0 44,786 75.4%
Net Income over Expenditure (15,415) (136,352) (180,350) (43,998)
203 Allotments 1045 Income Allotments 0 478 4,800 4,322 10.0%
Allotments :- Income 0 478 4,800 4,322 10.0%
Page 79 Continued over page 08/01/2020 Melksham Town Council Current Year Page 4 13:52 Detailed Income & Expenditure by Budget Heading 31/12/2019
Month No: 9 Committee Report
Actual Actual Year Current Variance Committed Funds % Spent Current Mth To Date Annual Bud Annual Total Expenditure Available
4200 Water Rates - Allotments 0 334 750 416 416 44.6% 4201 Maintenance - Allotments 0 136 500 364 364 27.3%
Allotments :- Indirect Expenditure 0 471 1,250 779 0 779 37.7%
Net Income over Expenditure 0 8 3,550 3,542
204 Pavilion 1046 Income - Pavilion 0 (204) 750 954 (27.2%)
Pavilion :- Income 0 (204) 750 954 (27.2%) 4250 Telephone - Pavilion 0 0 200 200 200 0.0% 4252 Electricity - Pavilion 168 780 300 (480) (480) 259.9% 4254 Water - Pavilion 0 100 700 600 600 14.3% 4255 Fire Security - Pavilion 0 566 250 (316) (316) 226.5% 4256 Maintenance - Pavilion 0 767 3,000 2,233 2,233 25.6%
Pavilion :- Indirect Expenditure 168 2,213 4,450 2,237 0 2,237 49.7%
Net Income over Expenditure (168) (2,417) (3,700) (1,283)
205 Public Toilets 1060 Funding for Public Toilets 0 0 7,000 7,000 0.0%
Public Toilets :- Income 0 0 7,000 7,000 0.0% 4180 Cleaning: Public toilets 504 3,525 30,000 26,475 26,475 11.7% 4185 Electricity supply: Toilets 167 739 0 (739) (739) 0.0%
Public Toilets :- Indirect Expenditure 670 4,263 30,000 25,737 0 25,737 14.2%
Net Income over Expenditure (670) (4,263) (23,000) (18,737)
210 Corporate Properties 1040 Income 31 Market Place 521 2,448 5,780 3,332 42.3% 1042 Income Roundhouse 0 998 1,000 2 99.8% 1047 Income Unit at Bowerhill 0 2,220 3,600 1,380 61.7% 1048 Income Art House Cafe 482 5,013 7,500 2,488 66.8%
Corporate Properties :- Income 1,003 10,678 17,880 7,202 59.7% 4175 Costs Art House Cafe 0 130 1,000 870 870 13.0% 4178 Costs Roundhouse 35 115 800 685 685 14.4% 4191 Costs 31 Market Place 1,906 3,767 500 (3,267) (3,267) 753.3%
Corporate Properties :- Indirect Expenditure 1,941 4,012 2,300 (1,712) 0 (1,712) 174.4%
Net Income over Expenditure (939) 6,667 15,580 8,913
Page 80 Continued over page 08/01/2020 Melksham Town Council Current Year Page 5 13:52 Detailed Income & Expenditure by Budget Heading 31/12/2019
Month No: 9 Committee Report
Actual Actual Year Current Variance Committed Funds % Spent Current Mth To Date Annual Bud Annual Total Expenditure Available
215 Depot 4103 Water Rates 11 57 240 183 183 23.7% 4159 Electric - Unit 104 499 900 401 401 55.4% 4160 Leasing-Unit at Bowerhill 779 7,012 9,350 2,338 2,338 75.0% 4161 Rates-Unit at Bowerhill 188 1,920 2,800 880 880 68.6% 4184 Fire security: Unit 0 169 400 231 231 42.3%
Depot :- Indirect Expenditure 1,083 9,657 13,690 4,033 0 4,033 70.5%
Net Expenditure (1,083) (9,657) (13,690) (4,033)
220 Play Areas and Open Spaces 4157 Grasscutting 550 5,712 10,000 4,288 4,288 57.1% 4165 Maintenance play areas 819 1,999 20,000 18,001 18,001 10.0% 4169 Maintenance of trees 0 0 2,500 2,500 2,500 0.0% 4193 Rospa checks: Play areas 0 0 1,000 1,000 1,000 0.0%
Play Areas and Open Spaces :- Indirect Expenditure 1,370 7,711 33,500 25,789 0 25,789 23.0%
Net Expenditure (1,370) (7,711) (33,500) (25,789)
403 Town Development 1023 Projects: SID Deploymen t 0 0 500 500 0.0% 1030 Income-Melksham Makers Market 0 718 0 (718) 0.0% 1191 Splash Pad Grants 0 3,500 0 (3,500) 0.0%
Town Development :- Income 0 4,218 500 (3,718) 843.5% 4080 Melksham in Bloom Competition 0 267 700 433 433 38.1% 4309 Newsletter 0 1,980 600 (1,380) (1,380) 330.0% 4313 Sports Roadshow 0 2,320 3,000 680 680 77.3% 4354 Parking Scheme 6 53 1,000 947 947 5.3% 4356 Highways projects CATG 0 0 7,500 7,500 7,500 0.0%
Town Development :- Indirect Expenditure 6 4,620 12,800 8,180 0 8,180 36.1%
Net Income over Expenditure (6) (403) (12,300) (11,898)
405 Solar Farm Projects 1182 Solar money received 0 44,627 40,000 (4,627) 111.6%
Solar Farm Projects :- Income 0 44,627 40,000 (4,627) 111.6% 4500 Solar Money Projects 0 0 40,000 40,000 40,000 0.0%
Solar Farm Projects :- Indirect Expenditure 0 0 40,000 40,000 0 40,000 0.0%
Net Income over Expenditure 0 44,627 0 (44,627)
Asset Management :- Income 3,754 78,571 80,530 1,959 97.6% Expenditure 25,278 205,563 346,290 140,727 0 140,727 59.4%
Movement to/(from) Gen Reserve (21,524) (126,992) Page 81 Continued over page 08/01/2020 Melksham Town Council Current Year Page 6 13:52 Detailed Income & Expenditure by Budget Heading 31/12/2019
Month No: 9 Committee Report
Actual Actual Year Current Variance Committed Funds % Spent Current Mth To Date Annual Bud Annual Total Expenditure Available
Community Development
302 Projects 4031 Town Criers competition 0 0 1,500 1,500 1,500 0.0% 4032 Market Charter Anniversary 0 6,349 2,500 (3,849) (3,849) 254.0% 4071 Town Floral Displays 18 5,829 10,000 4,171 4,171 58.3% 4304 Christmas Tree 250 250 1,000 750 750 25.0%
Projects :- Indirect Expenditure 268 12,428 15,000 2,572 0 2,572 82.9%
Net Expenditure (268) (12,428) (15,000) (2,572)
Community Development :- Income 0 0 0 0 0.0% Expenditure 268 12,428 15,000 2,572 0 2,572 82.9%
Movement to/(from) Gen Reserve (268) (12,428)
Page 82 Continued over page 08/01/2020 Melksham Town Council Current Year Page 7 13:52 Detailed Income & Expenditure by Budget Heading 31/12/2019
Month No: 9 Committee Report
Actual Actual Year Current Variance Committed Funds % Spent Current Mth To Date Annual Bud Annual Total Expenditure Available
Assembly Hall
501 Assembly Hall Central Costs 1000 Income-Assembly Hall Lettings 5,058 35,540 35,000 (540) 101.5% 1014 Pavilion: Tuck shop 0 3,065 0 (3,065) 0.0%
Assembly Hall Central Costs :- Income 5,058 38,605 35,000 (3,605) 110.3% 4000 Salaries ENI & Pension 10,518 86,403 117,000 30,597 30,597 73.8% 4900 Uniforms 80 524 900 376 376 58.2% 4902 Salaries Casual staff 0 4,473 10,000 5,527 5,527 44.7% 4905 Cleaning Materials 121 1,111 1,750 639 639 63.5% 4907 Stationery/Printing/Postage 11 246 500 254 254 49.1% 4909 Licences 811 3,324 2,750 (574) (574) 120.9% 4911 Electricity 0 5,011 13,750 8,739 8,739 36.4% 4912 Gas 0 0 1,000 1,000 1,000 0.0% 4913 Water 1,435 3,000 2,500 (500) (500) 120.0% 4914 Rates 847 7,633 9,300 1,667 1,667 82.1% 4915 Equipment-Purchases 0 1,100 2,000 900 900 55.0% 4916 Maintenance-Equipment 0 984 5,500 4,516 4,516 17.9% 4917 Service Contracts 703 5,934 8,000 2,066 2,066 74.2% 4918 Maintenance-General 0 76 3,000 2,924 2,924 2.5% 4922 Marketing 1,164 6,588 8,000 1,412 1,412 82.4% 4923 Cash register/bar phone 90 836 1,400 564 564 59.7% 4924 Telephone: security alarms 0 378 350 (28) (28) 108.1% 4927 Stocktaking 0 165 800 635 635 20.6% 4929 AIB and Worldpay 148 1,192 1,500 308 308 79.5% 4949 Provision/utilise stage lights 0 0 2,400 2,400 2,400 0.0% 4958 Hall hire: security 0 2,074 2,000 (74) (74) 103.7%
Assembly Hall Central Costs :- Indirect Expenditure 15,927 131,053 194,400 63,347 0 63,347 67.4%
Net Income over Expenditure (10,869) (92,448) (159,400) (66,952)
510 Assembly Hall Events 1004 Film shows 0 330 4,000 3,670 8.3% 1173 Ticket sales: Live shows 10,864 61,553 84,000 22,447 73.3%
Assembly Hall Events :- Income 10,864 61,883 88,000 26,117 70.3% 4919 Films: expenses and contract 0 250 4,000 3,750 3,750 6.3% 4954 Production costs: Live shows 915 8,723 6,000 (2,723) (2,723) 145.4% 4960 Live entertainment: % cost 6,636 42,109 75,000 32,891 32,891 56.1%
Assembly Hall Events :- Indirect Expenditure 7,551 51,082 85,000 33,918 0 33,918 60.1%
Net Income over Expenditure 3,313 10,801 3,000 (7,801)
Page 83 Continued over page 08/01/2020 Melksham Town Council Current Year Page 8 13:52 Detailed Income & Expenditure by Budget Heading 31/12/2019
Month No: 9 Committee Report
Actual Actual Year Current Variance Committed Funds % Spent Current Mth To Date Annual Bud Annual Total Expenditure Available
520 Assembly Hall Bar and Catering 1001 Income-Assembly Hall Bar 9,297 45,650 65,000 19,350 70.2%
Assembly Hall Bar and Catering :- Income 9,297 45,650 65,000 19,350 70.2% 4901 Catering / other bar sales 3,075 14,568 1,000 (13,568) (13,568) 1456.8% 4903 Assembly Hall Bar expenditure 26 4,926 26,000 21,074 21,074 18.9%
Assembly Hall Bar and Catering :- Indirect Expenditure 3,101 19,493 27,000 7,507 0 7,507 72.2%
Net Income over Expenditure 6,197 26,157 38,000 11,843
Assembly Hall :- Income 25,219 146,138 188,000 41,862 77.7% Expenditure 26,579 201,629 306,400 104,771 0 104,771 65.8%
Movement to/(from) Gen Reserve (1,360) (55,490)
Page 84 Continued over page 08/01/2020 Melksham Town Council Current Year Page 9 13:52 Detailed Income & Expenditure by Budget Heading 31/12/2019
Month No: 9 Committee Report
Actual Actual Year Current Variance Committed Funds % Spent Current Mth To Date Annual Bud Annual Total Expenditure Available
Earmarked Reserves
901 Earmarked Reserves 1180 Wilts Council: CIL money rece 0 10,325 0 (10,325) 0.0% 1191 Splash Pad Grants 79,168 79,168 0 (79,168) 0.0%
Earmarked Reserves :- Income 79,168 89,492 0 (89,492) 9202 Unplanned Maintenance 0 0 66,964 66,964 66,964 0.0% 9203 Recreation Fund 0 0 19,402 19,402 19,402 0.0% 9218 Election expenses 0 7,170 13,000 5,830 5,830 55.2% 9228 Office Equipment 0 2,237 4,275 2,038 2,038 52.3% 9232 Street Furniture 0 0 10,814 10,814 10,814 0.0% 9233 Equipment Replacement 0 0 21,000 21,000 21,000 0.0% 9234 Professional fees 0 4,390 4,390 0 0 100.0% 9242 Neighbourhood Plan 1,431 9,785 13,941 4,156 4,156 70.2% 9243 Green Spaces 0 0 4,947 4,947 4,947 0.0% 9244 Major Projects Reserve 846 373,204 719,473 346,269 346,269 51.9% 9248 CIL 0 0 26,756 26,756 26,756 0.0%
Earmarked Reserves :- Indirect Expenditure 2,277 396,786 904,962 508,176 0 508,176 43.8%
Net Income over Expenditure 76,891 (307,293) (904,962) (597,669)
Earmarked Reserves :- Income 79,168 89,492 0 (89,492) 0.0% Expenditure 2,277 396,786 904,962 508,176 0 508,176 43.8%
Movement to/(from) Gen Reserve 76,891 (307,293)
Grand Totals:- Income 108,186 1,159,592 1,115,440 (44,152) 104.0% Expenditure 75,280 1,065,731 2,020,402 954,671 0 954,671 52.7%
Net Income over Expenditure 32,906 93,861 (904,962) (998,823)
Movement to/(from) Gen Reserve 32,906 93,861
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Melksham Town Council Earmarked Reserves 31 March 2020 Schedule E 31.12.2019
` Balance at Added in Total Closing 1.04.2019 Year Spent Balance P & R
Unplanned Maintenance 66964 66,964 Recreation Fund 19,402 19,402 Election Expenses 13,000 7,170 5,830 Office Equipment 4,275 2237 2,038 Street Furniture 10,814 10,814 Equipment Replacement 21,000 21,000 Professional Fees 4,390 4390 0 Neighbourhood Plan 13,941 9785 4,156 Green Spaces 4,947 4,947 Major Projects Reserve 640,305 79,168 373,204 346,269 CIL 16,431 10325 26,756
815,469 89,493 396,786 508,176
Page 87 This page is intentionally left blank Agenda Item 10.1
Page 89 Page 90 Page 91 Page 92 Page 93 Page 94 Agenda Item 10.2
Page 95 Page 96 Page 97 Page 98 Page 99 Page 100 Page 101 Page 102 Agenda Item 11.1
Page 103 Page 104 Agenda Item 13.1
Page 105 Page 106 Page 107 Page 108 Page 109 Page 110 Page 111 Page 112 Page 113 Page 114 Agenda Item 13.2
Page 115 Page 116 Page 117 Page 118 Page 119 Page 120 Page 121 Page 122 Agenda Item 14
Full Council Melksham Town Council
Monday 20 January 2020 At 7.00 pm at the Melksham Town Hall
Notice of Motion - A Volunteer Fair
Proposed by Councillor Martin Pain and supported/seconded by Councillor Pat Aves
1. Objective:
1 1. To assist voluntary groups, charities, community interest groups and other community based non profit organizations to recruit volunteers in their efforts to deliver their services and programmes.
1.2. To provide a shop window environment specifically aimed at informing, encouraging and recruiting volunteers - in other words to hold a volunteer fair .
1.3. To provide, during the period of the fair, a seminar type discussion and advisory session on how to recruit, train and retain volunteers and the legal implications of volunteering. Experts should be invited to address this aspect.
2. Needs assessment: The Greater Melksham Community Area is very well serviced by over 50 active entities that fit the profile in 1 above. However many of these organizations are experiencing 'delivery-stress' and some have had to reduce their menus or even cease operation due to the following factors:
2.1. Aging of founders and original promoters
2.2. Too few people currently manning the volunteer pool leading to over work and volunteer fatigue
2.3. The additional safety and reporting regulations being imposed at national and regional level requiring a greater emphasis on record keeping, something that many do not like
2.4. The widening scope and variety of services organizations feel obliged to offer to counteract the reduction of local government provided services.
2.5. Many of the current volunteers are active in multiple roles within multiple organizations and thus unable to accept more responsibilities
2.6. To some extent the organisations are not equipped to nor have the expertise/resources required to embark upon a focused and structured volunteer recruitment program
2.7. To some extent some organisations have failed to provide for succession or failed to anticipate the shrinkage in the volunteer pool
2.8. Many organisations have experienced a heamouraging of volunteers due to a lack of clarity and transparency as to the responsibilities and work schedules of its volunteers
3. The proposed venue is the Assembly Hall
4. The proposed date would be some date in the first quarter of 2020
Page 123 5. The proposed attendees would be:
5.1. Any organisation that fits the profile in 1 above should be invited and encouraged to attend
5.2. Such experts in the voluntary sector that Council considers may make a meaningful contribution to the knowledge base relative to recruiting and retaining volunteers
6. A supplementary role of the Volunteer Fair would be to create a community register of volunteers and the organizations in which they volunteer.
7. The Motion: That Melksham Town Council organizes, facilitates and provides all the necessary logistic resources including but not limited to premises, outreach, publicity and general management of a Volunteer Fair as outlined in paragraphs 1 to 6 above to be held in The Assembly Hall within the 1st quarter of 2020 and authorising the Administration to procure such assistance as required to enable the stated objectives of this motion to be met.
8. This motion is proposed by Councillor Martin Pain and supported/seconded by Councillor Pat Aves
Signed by Councillor Pain and Councillor Aves dated 3 December 2019
Page 124 Agenda Item 16
Page 125 Page 126 Agenda Item 17
Page 127 Page 128 Agenda Item 19.1
Page 129 This page is intentionally left blank Minutes – Melksham Railway User Group 27 November 2019 Agenda page 1 Item 19.4
Melksham Rail User Group
Minutes 27 November 2019 at 19:30 Melksham United Reformed Church
Present Apologies Pat Aves Cllr MTC & WC John Hamley Secretary Rolf Brindle Peter Blackburn Chairman Jo Harries John Glover Cllr MWPC Paul Carter MWPC Kevin Hayes David Phillips WC Peter Chidley Horace Prickett Cllr WC Peter Tapscott Peter Colegate Paul Johnson TWCIC Alan Wheatherly Julie Colegate Sophie Martin TWCIC Judith Gradwell Treasurer Graham Ellis Vice-Chair Eddy Watts Adrienne Westbrook Cllr MTC Geoff Ewell Roger Witt
Abbreviations: ACoRP - Association of Community Rail Partnerships SNTB - subNational Transport Bodies CCIF - Customer and Community Improvement Fund TWCIC - TransWilts Community Interest Company LEP - Local Enterprise Partnership TWCRP – TransWilts Community Rail Partnership MTC - Melksham Town Council WC – Wiltshire Council MWPC - Melksham Without Parish Council WWRUG-- West Wilts Rail Users Group
1. Welcome • Joanne Harris, a regular passenger, was welcomed. • Cllr Pat Aves attended for MTC, as Adrienne Westbrook was unable to come.
2. Minutes of meeting 16th October 2019 • Go-Op railway incorrectly named at C0-Op railway. • Geoff Ewell was incorrectly listed as George Ewell. • Minutes were otherwise agreed - Proposed Eddy Watts, seconded Roger Witt.
3. Melksham station current issues (exc major works) • Training for on-platform tidying activities has been arranged for 14th January 2020. 4 named MRUG members have been nominated. • Posters at the station detailing engineering works and service modifications are not updated frequently enough and hence forthcoming cancellations etc may not be given enough notice. • Penalty fares are applicable at Melksham station, but as the TVM only accepts cards, cash payments must be made via the train conductor. Similarly, Groupsave tickets cannot be purchased at the TVM.
4. Melksham station upgrades (TWCIC activities) • Upgrades to the car parking arrangements await rectification of the site water supply, before the lease can be finalised. o Work is due to start early December, talking about 2 weeks which will be followed by several weeks other work before charging for parking can be implemented • Early phases of the upgrade may include the CCTV, ramp to the former Reeds area and possibly electric car charging facilities o Volunteers will be sought to help clear the former Reeds area. ➢ Debbie Bentley at MTC may be able to HELP source volunteers o It is anticipated that the spaces adjacent to the platform will include 5 blue badge spaces, and the remainder will be for short stay • Funds are being sort for the later phases including the café. • Parking charges will be roughly in line with those at Westbury. o Season parking permits should offer significant reductions for regular users o Prior notice of parking charging arrangements will be given to avoid misunderstanding and unintentional contravention of the charges • The North end of the platform where the previous gated entrance has been closed off, may be reopened to form a pedestrian walkway to the new car park. • Illuminated poster frames have been funded for Swindon, Melksham, Trowbridge and Westbury, and are expected to be installed in q1 2020. Pockets for documents such as timetables will be included. • An additional station nameboard will be installed for the extended platform, and other nameboards will be moved • Dot matrix displays will be provided, giving details of the next/subsequent trains, using equipment released from other stations where newer, more detailed displays have been provided. o The platform has been marked for three zones (due to the bidirectional service) to correspond to the dot-matrix displays • The hard work and time from Paul Johnson and the TWCIC team in pursuing these upgrades is gratefully acknowledged. Page 131 Minutes – Melksham Railway User Group 27 November 2019 page 2
5. Service changes/issues • It is understood that a potential Go-Op service has been deferred for two years due to a lack of rolling stock. • A number of line closures are planned at weekends in January 2020. • The improved performance (re cancellations and delays) noted in the early autumn seems to have deteriorated in recent weeks, o In w/b 18Nov2019, 17 out of 119 trains were cancelled of which 14 were due to a lack of crew. o This has led to some loss of confidence in the users. o GWR sent several senior planning staff to the recent TW Stakeholders meeting to demonstrate how seriously they see this issue, together with a representative from Network Rail • In spite of the poor service in 2019, passenger numbers seem buoyant, with a 3.9% rise in 2019 on the TransWilts line.
6. Promotion • MRUG attended the Christmas Craft Fair at the Assembly Rooms on 23 November 2019 handing out timetables and travel advice • The 2019 Santa trip will be held on 15th December (running from Melksham (15:05) to Swindon and back), supported by GWR. o All 80 tickets have been sold. o Present wrapping will take place at 48a Spa Road on 12th December - thanks to Graham for use of his room there. o Help from members to hand out presents etc on the train would be appreciated. o Roger Witt, Horace Prickett and Peter Chidley will start from Westbury to prepare for the arrival at Melksham • A separate trip, organised by TW will be held on 8th December, picking up at Westbury and Trowbridge. Contact Sophie Martin [email protected] for more details. • A Melksham orientated timetable leaflet has been prepared and will be distributed at the station just in advance of the December timetable change (distribution from 29th November through 1st December). A PDF is available at http://www.mrug.org.uk/Winter2019Spring2020.pdf • The December revised timetable will be circulated with the local newspaper. • A new timetable poster for use with the presentation ‘ladder’ has been purchased for use in the New Year promotional activities. • The MRUG website has been favourably received, but more active work is needed on Facebook and Twitter postings. • 2020 meetings will include, where possible, presentations to complement the work of MRUG. In January 2020, Guy Watts from GWR will be attending to talk about fares and answer questions (which should be submitted as soon as possible to [email protected].
7. Buses • Changes to the D1, D2 and D3 daytime services to hourly have been implemented. o D1 service seems to be unreliable now. Roger Witts will investigate and possibly join the bus forum in Bath for this route. o D2 service to Frome seems to be working. o D3 service (through Melksham) has issues, although usage is helped by routing through Batheastern and also onward to Bowerhill during the day • Changes to the X72 and X34 by Faresaver are possible. • The timetable poster board in the Market Place is out-dated, whereas the board at the Melksham library is correct.. • The 21:30 ex Bath D3 now runs via Bowerhill en route to Westbury for overnighting.
8. Finance • Application for a grant from MWPC will be made prior to the January 2020 closing date. • Revised signatories for the MRUG Coventry account are being finalised
9. Other Organisations • TransWilts https://transwilts.org/ held a stakeholders and members meeting on 18th November, which included presentations from several GWR senior team members and network rail. • When platform training (see 3 above) is complete, MRUG may apply for membership of ACoRP as a station ‘friend’. https://communityrail.org.uk/community-rail/ • The Coffee Shop forum covers many issues of interest to Melksham rail users, and may be accessed at http://www.firstgreatwestern.info/coffeeshop/index.php. • Several MRUG members attended the last Travelwatch SW open meeting on 18th October 2019 http://travelwatchsouthwest.org/. • West Wilts Rail Users Group (WWRUG) http://www.wwrug.org.uk/ meetings will be of interest. • On 6th November 2019, MRUG members supported a Westbury transport discussion (https://www.wiltshiretimes.co.uk/news/17987478.transport-agenda-westbury-public-meeting/)
10. AOB -None
Page 132 Minutes – Melksham Railway User Group 27 November 2019 page 3
11. Next meeting and diary
• Wednesday 22 January 2020 19:30 in the Melksham United Church hall
• For advance notice, the provisional schedule for meetings in 2020 is o 22 January 2020, where we plan to concentrate on fares with an expert speaker from GWR o 18 March 2020 o 20 May 2020 AGM o 22July 2020 o 16 September 2020 o 18 November 2020
• Other meetings/significant dates which may be of interest are: o 29th November 2019 through 1st December 2019 - distribution of new timetables at the station. o 12th December 2019 19:30 Present wrapping for Santa outing on 15/12/2019 o 15th December 2019 15:00 Santa special from Melksham to Swindon http://www.mrug.org.uk/santa.html o 14th January 2020 - Station briefing (attendees by invite only).
Brought forward items for the record
12. Brought Forward Station Issues
• A loudspeaker, possibly remotely controlled from Chippenham or Westbury is desirable, to advise of a delay or cancellation, and provide guidance on alternatives. • The TVM is invaluable but o is difficult to use in bright weather o offers overpriced tickets prior to the first off-peak train, not differentiating Off-Peak and Super-Off Peak (which could give the passenger a saving of £18), o Advice should be displayed describing what passengers should do when the ATM is not working. • Better taxi services are desirable perhaps with peak trains being met on a routine basis. • The underpass to town could be promoted as it is a good facility. It could be used for community advertising etc. • During significant planned disruptions, MRUG would like to see a manned assistant to provide help to users. GWR have been unable to provide this due to the lack of ‘welfare’ facilities. o Taxis are often made available from the manned stations but only after a long delay. At Melksham where there is no manning, getting a GWR provided taxi is much more difficult. (Note taxis using a station rank are obliged to accept railway business if requested, as part of the agreement to use the rank) o Given the 2 hourly schedule, provision of road transport automatically (without chasing the helpdesk) is desirable when cancellations occur. o Lack of communication when the train is late or is cancelled is seen as a significant problem. • Taxi companies would like to be able to display a simple ‘card’ giving telephone numbers etc. Currently there are some cards displayed informally.
13. Brought Forward Service improvements desirable
• The following changes to the train service are desirable (in advance of a more general hourly service) o Provision of trains to fill gaps, such as an additional down commuting service in the morning, and for later/earlier services (such as 5:20 and 17:20 up, 7:36 and 22:36 down) are still urgently needed o User requests for earlier and later trains in each direction indicate that additional passenger generation could be created at those times o There is a further need for later trains from Bristol/Bath to Chippenham on weekdays.
• Desirable service improvements are being sought by TWCIC for the next few years. o an hourly service in each direction. The LEP may be able to assist but would probably need matched funding. o Extension of the route to Southampton (and the airport):- Currently Bournemouth airport is seen as the hub by the Western Gateway subnational transport body, not Southampton. It is suggested that MTC/MWPC are requested to write to the sNTB to state the case for Southampton airport as the rail/air hub. o In the other direction Oxford is seen as a desirable destination. Oxfordshire CC have been promoting the case for a Bristol/Oxford service reinstatement, which also assists a case for a Corsham station.
14. Brought Forward Bus Issues
• A bus timetable should be displayed at the station. • Bus routes 14&15 are being reviewed in detail. By some minor changes to the route and retiming, a service from the new housing estates to the station in peak (and other hours) would be possible. • Use of the community bus to provide a station service, perhaps with volunteer drivers, is being considered.
Page 133 This page is intentionally left blank Agenda Item 20
From: pamela wiltshire
Dear Linda,
We have been unable to form a large enough party to visit Avon in May for the 40th Anniversary visit to make a viable cost per head. We will be represented though by two members of the old Association going - this is a momentous weekend as it is also the VE weekend. They will be taking a gift from the Association, but we wondered if the town would also like to send a gift?
Also, they would like to take a letter from the Mayor celebrating the friendship between the towns and I hope that this can be arranged. Maybe one day, there may be the opportunity for others to take up the opportunity to visit Avon - the towns will continued to be twinned in perpetuity.
I look forward to hearing from you.
Kind regards
Pam Wiltshire
Page 135 This page is intentionally left blank Agenda Item 21
From: Tony Watts
Linda,
I mentioned in an email to you some time ago that I am generally unable to attend the Canal Partnership meetings due to their timing and location.
I should be grateful if you would raise this as an agenda items at a suitable meeting, or otherwise seek a replacement Councillor. The canal is a very important asset for the town and I feel MTC needs to show its support as clearly as possible (although I believe Richard Wiltshire attends these meetings regularly).
The next meeting is at 3pm on 5th March at Swindon Wichelstowe Project Offices, Mill Lane.
Thanks,
Tony
Page 137 This page is intentionally left blank Agenda Item 23
Melksham Town Council
STANDING ORDERS 2019
Adopted: 23 April 2019 Amended: November 2019 Review Date: April 2020
Page 139 5. PROPORTIONALITY OF COMMITTEE MEMBERSHIP
5.a The membership of each committee, sub-committee, working group and task and finish group shall be in proportion to the political composition of the Council, rounded to the nearest whole number. If calculation shows the representation by a political group or independent Member(s) to be less than one, the actual representation by the group or Member(s) shall be the subject of negotiation between the group of Member(s) and the other political groups of the council.
6. THE ROLE OF THE LEADER
The role of Leader of Council (or Deputy Leader in their absence) is to:
6.a Provide leadership to the Council but with no executive powers
6.b Act as a liaison between the Town Clerk and Council in indicating priorities and programmes for inclusion in Council business
6.c Be responsible for working with other Councillors as appropriate to outline the Council strategy
6.d Be first point of contact for the Town Clerk when a policy response is needed
6.e The leader shall be appointed at the Annual Meeting of the Town Council
21. HANDLING STAFF MATTERS a Subject to the Council’s policy regarding the handling of grievance matters, if an informal or formal grievance matter raised by the Town Clerk relates to the chair or vice-chair of the HR Sub-Committee, or the Leader of the Council, it shall be communicated to another member of the HR Sub Committee, which shall be reported back and progressed by resolution of the HR Sub Committee, if appropriate and subject to standing order 13.
Page 140 Extract from Minutes of Full Town Council Meeting on 25 November 2019
46/19 Working Group Minutes
46.1/19 Leadership Model Working Group
The Notes of the Leadership Model Working Group meeting held on 6th November 2019 were received.
Councillor Hubbard asked if Councillor Watts wished to present the recommendations in the Leadership Model Working report. Councillor Watts declined.
It was confirmed by the Town Clerk that the protocol presented was the final version subject to the removal of paragraph 2.2.
Discussion of the differences between the role of a leader and the role of a Mayor took place. The need for a Leadership Model was also given consideration.
Councillors Fiorelli and Pain were anxious to move the matter forward and suggested alternative proposals. Councillor Hubbard reminded Councillors that the Chair of the Working Group had not actually put forward the recommendation proposed in the agenda.
Councillor Sankey remained opposed to the adoption of a Leadership Model. It was proposed by Councillor Pain and seconded by Councillor Brown, who also requested that the vote be recorded, to take the motion back to the Working Group. The vote was as follows:
Councillor For Against Abstain Caroline Andrewes X Pat Aves X Sue Brown X Vanessa Fiorelli X Jon Hubbard X Kathy Iles X Hayley Illman X Clive Jeffries X Geoff Mitcham X Martin Pain X Mike Sankey X Tony Watts X Terri Welch X Adrienne X Westbrook
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Richard Wiltshire 3 10 2
The Town Clerk confirmed that the motion had fallen.
It was proposed by Councillor Watts and seconded by Councillor Fiorelli that the four recommendations of the Leadership Model Working Group meeting held on 6th November 2019 be adopted, subject to the removal of 2.2 in the Protocol. Councillor Brown requested that the vote be recorded. The vote was as follows:
Councillor For Against Abstain Caroline Andrewes X Pat Aves X Sue Brown X Vanessa Fiorelli X Jon Hubbard X Kathy Iles X Hayley Illman X Clive Jeffries X Geoff Mitcham X Martin Pain X Mike Sankey X Tony Watts X Terri Welch X Adrienne X Westbrook
Richard Wiltshire X 9 5 1
The motion was carried. Recommendations To receive the notes of the meetings held on 17 October and draft notes of 6 November 2019 and the recommendations contained therein for approval:
To adopt the Leader Protocol. To adopt the amended Standing Orders reflecting the new Leadership Model. (Highlighted in yellow) To adopt the new Officer Member Protocol To adopt the new Political Balance Policy
Page 142 LEADER PROTOCOL Introduction This protocol aims to ensure that the Leader and the Town Clerk are guided by a set of ground-rules designed to maintain high standards of public accountability, mutual respect and an understanding of the Council’s decision-making structures. If a Deputy Leader has been elected, this protocol shall also apply when the Deputy is acting in the place of the Leader.
1. General Principles 1.1 In accordance with the statutory code of conduct, the Leader must not use Council resources for party political purposes. The Leader must uphold the political impartiality of the Town Clerk, and not ask the Town Clerk to act in any way which would conflict with the Councils code of conduct, the Member/Officer protocol, or National Conditions of service. 1.2 The Leader does not have line management responsibilities for the Town Clerk and should not issue management instructions to the Town Clerk. 1.3 Where a decision is required following the discussion between the Leader and the Town Clerk, the matter will be submitted to Council or the appropriate Committee for consideration, unless the matter is already delegated to the Town Clerk in consultation with the Leader. 1.4 Matters wholly within the responsibility of the Town Clerk, or which have been delegated to the Town Clerk without consultation requirements, may still be discussed between the leader and the Town Clerk, at the Town Clerk’s discretion. 1.5 In undertaking their roles, the Leader and Town Clerk should respect the following Principles: Principle 1 As a ‘visible’ and accountable elected representative, with defined responsibilities, the Leader will need to be briefed on all significant aspects of the work of the Council. The Town Clerk should ensure a proper information flow between the Town Clerk, all Councillors and the Leader so as to ensure that the Leader can effectively “lead”. Principle 2 Good communication can be best achieved through planned and programmed meetings and briefing arrangements. On the basis that the Town Clerk should be ensuring that the information needs of the Leader are met. The Leader should, in turn, seek to avoid making requests for unanticipated briefings. Principle 3 The Leader (and all Councillors) should channel significant requests for information, advice, and other support via the Town Clerk (or in his/her absence, the Assistant to the Town Clerk – in which case the Town Clerk will be copied into any requests ). Other arrangements may apply as agreed and established between the Leader and the Town Clerk. The Leader should not
Page 143 approach other staff directly with requests for information (except in cases of urgency or unavailability of the Town Clerk and the Assistant) or seek to commission work from individual staff, as this may confuse day-to-day line management accountabilities. Principle 4 The Leader may work with the Town Clerk in the development of policies and programmes. Principle 5 All Councillors have collective responsibility to the Council for the conduct of employment policy, and the Council acts as the employing body for all Council staff. Employment policies, having been set by the Council, are implemented via the Town Clerk. Principle 6 When a report to a Council or Committee is being prepared, the Leader is entitled to discuss issues with the Town Clerk and with other officers concerning the content of such reports and the framing of recommendations. Whilst the Leader may wish to make suggestions on content and drafting, to achieve clarity of presentation, simplify jargon, or better explain issues, the Leader should not attempt to edit out or override any content of reports which the Town Clerk or other Officer feels it is important to put before the Council. Principle 7 When the Leader (and all Councillors) wish to put forward proposals of their own, it is the responsibility of the Councillor (via the Town Clerk) to produce a report to the relevant Committee for consideration. The Town Clerk may wish, and has a right, to add comments to such reports. Principle 8 The Town Clerk, managers and other Officers, as delegated by the Town Clerk, exercise statutory functions and have individual responsibilities. The Leader should understand and respect these roles.
2. The Leader and Fellow Councillors
2.1 The Leader should ensure they consult with colleagues in the early stages of formulating proposals. Committee Chairs, in particular, should be consulted on issues relevant to their Committee and the Mayor should be involved in any civic related matters or issues which may affect the conduct of Council meetings. 2.2 The Leader does not have to chair a committee nor are they debarred from doing so. Documents to be read in conjunction with this protocol include: Member Officer Protocol
Political Balance Policy
Page 144