MONMOUTH TOWN COUNCIL Shire Hall Agincourt Square NP25 3DY Tel: 01600 715662 Email: [email protected]

MONMOUTH TOWN COUNCIL Shire Hall Agincourt Square NP25 3DY Tel: 01600 715662 Email: Townclerk@Monmouth.Gov.Uk

MONMOUTH TOWN COUNCIL Shire Hall Agincourt Square NP25 3DY Tel: 01600 715662 Email: [email protected] www.monmouth.gov.uk

DRAFT Minutes of the Extraordinary Full Council Meeting held on Monday 25th January 2021 at 6.00pm held via BT Telephone Conference Call

Present: Cllr C Blair Cllr E Bryn Cllr T Christopher (Deputy Mayor) Cllr A Dewhurst Cllr M Feakins (Mayor) Cllr J Gunter Cllr R Jupp Cllr J Lucas Cllr R Roden (arrived late) Cllr R Smith Cllr J Treharne (arrived late) Cllr S White

D. McNeill (Locum Clerk) Mike Moran, MCC 2 members of the press and public 159. To receive apologies for absence. Apologies for absence were received and accepted from Cllr K Jackson-Graham and Cllr A Legg. An apology was received from Cllr K Breeze.

160. To receive declarations of interest in items on the agenda. Cllr Christopher declared a personal interest in item no. 170. 161. Public Participation To receive questions from members of the public for a maximum of 10 minutes. (During this time of remote meetings any members of public who wish to speak/ask a question must email their request in by the Friday prior to the meeting)

There had been no requests from members of the public to speak at this meeting.

162. Minutes for Approval To approve Full Council Minutes for the remote meeting held on 04/01/2021.

With one minor amendment to remove the word ‘chair’ from the councillor attendance list, it was resolved to approve the Full Council Minutes for the remote meeting held on 04/01/2021 as a correct record.

163. Chippenham Playground Contribution To receive information from Mike Moran on funding requirements for the Chippenham Playground Improvement scheme and to consider whether to contribute £10,000 from General Reserves toward the project.

Cllr Jupp entered the meeting and declared a personal interest in this item.

1 Full Council Meeting Agenda 25.01.2020

The proposed scheme is currently out for consultation online. In better circumstances, a full public consultation would have been undertaken. The consultation closes on 31st January. To date, 315 responses have been received including 100 from children. A majority support the proposals but a significant number of comments have been received with some recurring themes coming through specifically provision of equipment for disabled children including wheelchair users, more climbing options and a zip wire. An investigation into equipment options for disabled children has identified that Chippenham playground is not the best location in Monmouth because of accessibility issues. Instead the Rockfield play area has been identified as the better option because of proximity of disabled toilets in the nearby Community Centre and vehicle access. However, the plans will be amended to install a wheelchair accessible roundabout at Chippenham and provide more climbing options for younger children. There are a number of planning conditions that need to be discharged on the play area so it is appropriate to complete the consultation and address the main issues raised first. The county council plans to start installation before the end of March, Covid and weather permitting.

The total cost of the project is £136K which will be mostly funded from s106 monies amounting to £111K, plus £10K from the All Wales Play Opportunities Grant. A further £12K grant is being sought from the Wye Valley AONB. If this latter funding application is successful, there will be no funding shortfall - but if all the funding can’t be secured then elements of the project will be left until a later date.

He advised that MCC are currently reviewing all play provision in Monmouth, which has 26 separate play areas; they are seeking to reduce the number of play areas and invest in the remainder. Seeking to invest in Rockfield which has 10 small play areas to create one focused play area with good quality provision. They have commissioned a review into repurposing some of the smaller areas for wildlife or allotments and have around £80K to invest in this in the new financial year. Once the options are available, a full public consultation will be undertaken. MCC are very conscious of ensuring good quality provision in low income areas. If MTC were minded to contribute £10K, MCC would be very grateful but it would be up to the Council to decide whether to allows the funds to be used for wider play provision, e.g. at the Rockfield site.

A discussion followed and it was suggested that MTC should be focusing on investing money in our own play area in Drybridge Park and MM suggested that Nigel Leaworthy would be able to provide advice to help with this. It was asked what provision there would be for older children and it was advised that MCC annually undertake playmaker conferences with year 5 students and the overwhelming majority prefer to play in open spaces, however it was noted that they recently invested heavily in the skate park and could consider further provision there in the future. In response to a question about play investment in Wyesham, he advised that £95K has been spent there in recent years and the intention is to establish six neighbourhood play areas in Monmouth for wider provision and ten doorstep parks which will include Wyesham. There is no specific security for play equipment but a natural form of enclosure and green landscaping to prevent inappropriate access is proposed rather than fencing and all play equipment is covered by all risks insurance with weekly play inspections on high use play areas and annual inspections by an insurer-appointed independent inspector, which MCC is required to react within two weeks to any issues identified in the external reports.

It was resolved to approve the proposal to contribute £10,000 from general reserves

2 Full Council Meeting Agenda 25.01.2020 toward the Chippenham playground improvement scheme and if not required because funding is achieved from other sources, then for it to be used to contribute toward play provision in Monmouth generally.

Mike Moran was thanked for attending the meeting.

164. Finance (a) Payments: To approve the accounts for payment.

It was resolved to approve the accounts for payment.

(b) Bank Reconciliations: To review and approve statements of bank reconciliations for cashbook 3 at 30/11/20 and all cashbooks for 31/12/2020 as available.

It was resolved to approve statements of bank reconciliations for cashbook 3 at 30/11/20 and all cashbooks for 31/12/2020.

It was resolved to approve the VAT Return for the quarter dated 01/10/2020 – 31/12/2020.

(d) Budget Reports To consider and approve MTC Budget Reports to date.

It was resolved to approve the Budget reports to date.

(e) Year End Accounts Support To approve the quote from RBS of £560 + VAT for the preparation of the year end Accounts.

It was resolved to approve the quote from RBS of £560 + VAT to provide support for the preparation of the year end Accounts.

(f) Lloyds Term Deposit To approve the proposal to close the Lloyds Term Deposit and transfer the funds to the Monmouthshire Building Society.

It was resolved to close the Lloyds Term Deposit and transfer the funds to the Monmouthshire Building Society.

(g) Retrospective Approval To approve expenditure authorised under delegated authority for the purchase of 2 x laptops and 3 x office chairs. The Locum Clerk advised that three laptops had been purchased, not two as stated in the agenda. It has been challenging to source like for like quotes for laptops because of the pandemic but it was noted that they were supplied by a trusted supplier used regularly in the past by the Council and whose prices were competitive. It was noted that these items are capital expenditure and financial regulations only currently permit delegated authority for expenditure on

3 Full Council Meeting Agenda 25.01.2020 revenue items. It was suggested this could be reviewed as part of the Whole Office Review.

It was resolved to approve expenditure authorised under delegated authority for the purchase of 3 x laptops and 3 x office chairs.

(h) Microsoft Project Licence To approve the Microsoft Project Licence for up to 5 users for £22.50 per month and retrospectively approve a £7.50 per month licence purchased when resolving significant and ongoing IT issues.

It was resolved to approve the Microsoft Project Licence for up to 5 users for £22.50 per month and retrospectively approve a £7.50 per month licence purchased when resolving significant and ongoing IT issues.

(i) Mobile Phone Contracts To approve two mobile phones on contracts for staff use and to determine which model, company and contract (report attached).

It was resolved to approve two mobile phones on contracts for staff use, to accept the officer recommendation in the report and ensure contracts are reviewed at the end of the term.

(j) Internal Audit Recommendations from FYE 31st March 2020 To note progress on the internal audit recommendations from the previous financial Year.

It was resolved to note progress on the internal audit recommendations from the financial year end to 31st March 2020.

165. Financial Regulations To review financial regulations. The locum clerk advised that draft proposed amendments included allowing the use of debit or credit cards, subject to appropriate internal controls and amendments to reflect the fact the clerk and RFO would no longer be in separate roles.

It was resolved to adopt financial regulations with the proposed amendments.

166. Service Level Agreements To receive further information regarding the charge for SLA’s this financial year given the pandemic situation and reduced service provision.

Jamie Treharne entered the meeting 18.53 Richard Roden entered the meeting 18.56

The locum clerk advised that the work under the grounds maintenance, street sweeping and street decorations contracts have continued as per the agreements. Regarding the toilets contracts, the Blestium Street toilets have remained open throughout but the Agincourt toilets have not been open the entire time. MCC report there has been no reduction in staff hours because of the additional cleaning required during the pandemic but we could write if we want them to consider a rebate.

4 Full Council Meeting Agenda 25.01.2020

Regarding the rental of the offices in the Shire Hall, notification was received today (following provision of dates of access), that they propose to reduce the annual fee for the downstairs office from £9677.22, to £967.22. There was no mention of the fee for the upstairs office.

a) It was resolved to ask Monmouthshire County Council whether there is a chance of a rebate on the SLA for the toilet provision given that the Agincourt toilets have not been open entirely. b) It was resolved to thank Monmouthshire County Council for the 90% reduction in the fees for rental of the downstairs office and to ask whether the reduction also applies to the upstairs office.

167. Committee Structure and Working Groups Review a) To consider adopting a new committee structure by March 2021 b) To consider a report outlining the structure of the ACE working group and its subgroups. c) To review the purpose, function and effectiveness of current working groups. d) To consider setting up a task and finish group to undertake this review (report attached).

It was resolved to set up a task and finish group consisting of six members to include all three officers and Cllrs Blair (as Chair of Communities), Feakins (as Chair of Finance & Policy) and Christopher (as Chair of Environment) with the following remit:

To review the current committee structure, delegations (to Officers and committees) and current working groups including their purpose and effectiveness and make recommendations to the February meeting of Full Council to include a proposed timetable of meetings for the next civic year.

168. Schedule of Meetings To approve a schedule of meetings for February and March 2021 (until a new committee structure is in place from April 2021).

It was resolved to approve the schedule of meetings for February and March 2021.

169. Committee Membership To consider a request by Councillor Bryn to join the Planning Committee.

It was resolved to appoint Councillor Bryn to the Planning Committee.

170. Sight Awareness To nominate a sight loss champion on behalf of Monmouth Town Council. Cllr Christopher reported on the recent sight loss awareness training recently provided by Sight Cymru.

It was resolved to appoint Cllr Christopher as the sight loss champion for Monmouth Town Council.

5 Full Council Meeting Agenda 25.01.2020

171. Website To consider Welsh language options.

It was generally felt that MTC should be incorporating the Welsh language into the website to support the Welsh Government’s Cymraeg 2050: A million Welsh speakers strategy and to be proud to be Welsh.

Members were mindful of the logistics, complexity and cost of having it completely bilingual as there would be issues with keeping the website up to date in both languages especially reports and documents. However it was felt that a partial transition to Welsh would be a step forward and it was suggested that the static pages could be translated into Welsh as well. The comment was made that the Welsh translations on the current website were very poor.

It was resolved to progress with a partial inclusion of Welsh for the static pages on the website but to ensure the use of good quality Welsh translation with the uploaded documents to remain in English, to seek quotes for translation and to report back to Full Council.

172. Monmouthshire Electoral Review It was noted that the Local Democracy and Boundary Commission for Wales is conducting an electoral review of Monmouthshire (details here https://ldbc.gov.wales/reviews/12-20/monmouthshire-electoral-review) with draft proposals affecting the Drybridge ward. Consultation period closes 10th March 2021. Councillors were encouraged to respond to the consultations independently of the Council.

173. Postponement of Elections The communication received from the Welsh Government regarding the postponement of elections until 1st March 2021 – 6th May 2021 was noted.

174. ACE Green Spaces Tree Planting To note that the proposed tree planting scheme approved at the last meeting is to be delayed until next planting season (November 2021 onwards) owing to coronavirus restrictions and to approve a recommendation to vire the funds to earmarked reserves for this purpose.

It was resolved to note that the proposed tree planting scheme approved at the last meeting is to be delayed until next planting season and to vire the unspent funds to earmarked reserves for the next planting season.

175. Exclusion of the Press and Public To resolve to exclude members of the press and public from the meeting during consideration of the following items of business, by the Public Bodies (Admission to meetings) Act 1960, Section 1 (2), on the grounds of confidentiality.

6 Full Council Meeting Agenda 25.01.2020 It was resolved to exclude members of the press and public from the meeting during consideration of the following items of business, by the Public Bodies (Admission to meetings) Act 1960, Section 1 (2), on the grounds of confidentiality.

176. Staffing Sub-Committee Recommendations To consider and approve the recommendations of the Staffing Sub-Committee meeting held on 19/01/21. It was suggested to set a maximum advertisement budget and approve where the funds would be spent from.

It was resolved to approve the recommendations of the Staffing Sub-Committee regarding the appointment of the Town Clerk/RFO:

a) that the SSC be responsible for the recruitment of the Town Clerk with ad hoc support to be provided by the Locum Clerk and OVW as required.

b) the proposed salary scale range, draft job description and person specification and draft advertisement to Full Council for approval.

c) that the vacancy be advertised in the South Wales Argus (up to £300 for one week), on Indeed (up to £1,200), with the Society of Local Council Clerks using their Gold package (4 weeks - £337 + VAT), with OVW (free), using social media (free) and on MTC website (free) to a maximum of £2,000 (FR 11.1 a) ii) applies).

d) To recommend approval of the proposed recruitment timetable.

e) that the interview panel be made up of members of the SSC plus one other as an independent observer/participant and to give delegated authority to the SSC to determine the number and make-up of the sifting and interview panel.

It was asked that the staff be thanked for all they do from the whole Town Council and the people of Monmouth and the kindness with which they do it.

177. Date of Next Meeting The next scheduled remote meeting will be Monday 22nd February 2021 at 7:00pm.

Meeting closed at 19.57

7 Full Council Meeting Agenda 25.01.2020 Agenda item 5 At a recent meeting of the town council I agreed to supply a note on options for the town council to support the town enhancements to be implemented this spring.

I refer in particular to the introduction of a temporary kerb line in Monnow street that is to be backfilled to create an increased pedestrian area in response to social distancing. The scheme also includes the installation of numerous planters in the street and Agincourt square intended to offer a greener and more attractive environment for shoppers, visitors etc.

A copy of the proposed layout has been provided but it is worth highlighting that the planters will not only create a prettier and more attractive street but will also be of sufficient weight and robustness to deter motorists from moving them to create indiscriminate parking along the street and in the square. MCC will undertake parking enforcement but there are insufficient staff to have a presence in the town full time so physical features are also required.

For the street and square to remain welcoming and attractive the planting regime will require ongoing maintenance without which the features would deteriorate and arguably detract from the street environment. It may also be necessary to replace plants that have failed, vandalised or come to the end of their season (if any annuals are used) and to dead head and prune some plants to keep them in best condition.

In an earlier conversation we discussed the potential for MTC to support the project by undertaking this ongoing maintenance demand and that a budget of £15k may be appropriate.

Should MTC be minded to support the scheme then this may be by commissioning services to undertake the ongoing maintenance of the planting regime. To do so MTC may (i)choose to extend any existing contractual arrangements it has in place to cover the work, (ii) employ someone (£15k would likely employ someone for approx. 20 hours per week – including employers on costs) or (iii) enter into an SLA with MCC whereby the county council undertakes the maintenance of the planting as discussed above. To achieve options (i) and (iii) a schedule of works would be prepared, similarly a schedule would be prepared for (ii) but as a direct employee MTC would have more flexibility around how the individual might be used more widely around the town.

Whilst it may be argued that ongoing maintenance should lie with the county council it is fair to say that current revenue funding within the county council is under such pressure that presently resources are insufficient to keep the new planting regime at its best. Furthermore the enhancements to Monnow st (kerblines, planters, parklets etc.) are predominantly funded by Welsh Government COVID response grant and as such is ‘one off’ capital funding with no ongoing maintenance contribution.

A further option that may be of interest to MTC would be the creation of a ‘Town Team’ or ‘Town Crew’. This has been successfully introduced in Chepstow working in partnership with Chepstow Town Council. In this scheme a team of employees has been employed to carry out some scheduled work but also to undertake minor improvement works around the town to generally improve the appearance of the town. In this example the staff are employed by MCC with vehicles and plant being supplied by MCC but they are funded by Chepstow TC and report to the town council (in practice normally the clerk) for work instructions etc. as prioritised by local members. This does not replace any existing MCC resource in the town (sweeper, litter collection , grounds mtce etc. but does offer additional resource to carry out improvements that might otherwise not get prioritised. The agreement with Chepstow TC provides for review and Chepstow TC potentially taking over employment of the Team but it has been set up under MCC’s employ to accommodate payroll, H&S, work scheduling etc.

Should this be of interest then cost options and further analysis can be provided.

Regards Roger Hoggins

m o n u t h s i r e COUNTY COUNCIL sir fynwy CYNGOR PAUL KEEBLE HEAD OF OPERATIONS ROGER HOGGINS GROUP ENGINEER HIGHWAY & FLOOD MANAGEMENT

1 in every 5 kerbs Dashed line on existing kerbline HB bolt down RediKerb 125mm upstand sprayed with biodegradable paint.

MandS

Costa Boots W N S E

Job Title Reopening Of Towns Pedestrian area Chronn Mon

14mm close graded asphalt concrete Infill footway area with 125mm thick wearing course (compacted in layers)

Greggs

Peacocks WH Smith WH

Drawing Title Existing 2 way system Maximum Parking General Arrangement -

Superdrug

British Heart British

Loading/Short stay parking Italia Piccola La Disabled Bays

St DAvids St

Apex Envy

Drawn By Scale 1:500 RD

EE Harts Existing red block paving to be excavated and infilled with Tarmac

Taxi Bay

Rev No. Checked Date Oct 2020 Harts

Date

Description Hallmark Specsavers PROCEEDINGS. MONMOUTHSHIRE COUNTY COUNCIL LA09012L2000 MAJESTYS STATIONERY OFFICE COPYRIGHT. UNAUTHORISED REPRODUCTION INFRINGES CROWN COPYRIGHT AND MAY LEAD TO PROSECUTION OR CIVIL Drawing No. THIS MAP IS REPRODUCED FROM ORDNANCE SURVEY MATERIAL WITH THE PERMISSION OF ON BEHALF CONTROLLER HER M170-MON-02

***** ALL LAYBYS TO BE 2.5m DEEP***** ***** CARRIAGEWAY TO BE MIN 6M WIDE***** Gully locations

MandS Costa Drawn Rev REV 9

Chkd Boots A

Aco Drain unit with open base

B B

Direction of flow A Direction of flow Plan View

Fin Drain 10mm wide 100mm high against face of existing kerb. Fin Drain to be slotted into 50mm carrier pipe Bolt down Kerb at base of kerb 125mm Infill Tarmac

Existing Footway Existing Section A-A Carriageway Existing Kerb

Pedestrian Walkboard

Existing Gully Section B-B

Rev No. Date Description Drawn Chkd

Job Title Drawn By Checked N Monmouth Reopening of Towns RD IF CYNGOR m o n m o u t h s h i r e W E COUNTY COUNCIL Scale Date sir fynwy ROGER HOGGINS NTS Nov 2020 S HEAD OF OPERATIONS Drawing Title Drawing No. Rev PAUL KEEBLE Drainage Layout Option B M171/DL/B GROUP ENGINEER THIS MAP IS REPRODUCED FROM ORDNANCE SURVEY MATERIAL WITH THE PERMISSION OF ORDNANCE SURVEY ON BEHALF OF THE CONTROLLER OF HER MAJESTYS STATIONERY OFFICE COPYRIGHT. UNAUTHORISED REPRODUCTION INFRINGES CROWN COPYRIGHT AND MAY LEAD TO PROSECUTION OR CIVIL PROCEEDINGS. MONMOUTHSHIRE COUNTY COUNCIL LA09012L2000 HIGHWAY & FLOOD MANAGEMENT

Date Action Contract/SLA In place to required by Committee? Action Required Action Completed CCTV 01/03/2022 01/07/2020 Cmty July 20 review to confirm continuation July 21 review

Tender Procedure to complete by March 2021, was To be discussed Town Amenities WG, Christmas Lights 01/06/2021 01/02/2021 Envt. July 20 and tender produced but delayed by COVID then Envt. Tender already prepared

Review July 22 Town Amenities meeting set for Feb 21

Dog Waste Bin Empty 01/05/2022 ASAP Envt. Contract to be written/agreed PH to do Review Jan 21 Review Jan 22

Tender procedure to complete by June 2022, for Tender written, suppliers sourced but to Floral 01/09/2022 01/02/2022 Envt. 22/23 budget setting be further sourced Advertise on Sell2Wales Review July 2021

Sign Cleaning 01/03/2021 ASAP Office Contract to be agreed/written to May 2022 PH to do This contract costs £100 per annum, in Jan 2020 was agreed would continue for Review January 2021 the foreseeable future Review January 2022

Contract Renewed Suppliers sourced and contract awarded Payroll 01/05/2022 01/12/2020 F&P Contract Renewed from 01/12/2020 - 31/11/2023 to existing supplier Review July 2021 Review July 2022 Contract to be agreed and signed 14/12/2020

IT Support and Maintenance 01/05/2022 01/06/2020 F & P / Office Went out to tender October 2020 Meetings in progress Two bids

Meetings to be held with two bidders in January 2021

Review Jan 2021, to be included in Whole of Office Will be included as part of review - 6 Office 365 01/05/2022 Review months from Jan - July 2021

Had to be updated because of WCAG guidelines, Website (Not domain hosting) 01/05/2022 01/10/2020 F & P/Office current website unable to comply Go live on 29th January 2021

Suppliers sought and contract awarded to Vision ICT Awaiting training and go live

Currently with Fasthosts - causes issues if changed Hosting (Domain and Emails) 01/10/2021 01/10/2021 F&P with technology To be reviewed in office review

Hosting (Domain and Emails) through No choice - all gov.uk domains administered through JISC for gov.uk domains 01/10/2021 01/10/2021 F&P JISC To be reviewed in office review

Finance Software 01/05/2022 01/05/2021 F&P Recently transferred to remote working PH to monitor Review May 2021 Review January 2022

Ph to monitor, working well and has Recently signed as necessary for remote working to made it possible to continue BAU during Microshade Consultants 01/10/2023 01/10/2021 F&P connect to Rialtas software lockdown

Copier Lease 21/03/2022 F&P Office Review Jan 2021 To be reviewed as part of Office Review Review and tender procedure to complete by January 2022 Source suppliers New tender documents Advertise on Sell2Wales

HR/H&S 30/01/2022 Review Jan 2021 DM Review and tender procedure to complete by Dec 2021 Source Suppliers New tender documents Advertise Sell2Wales

Insurance 01/10/2021 01/07/2021 F&P Review January 2021

Review July 2021 with view to extend 2 years fixed Defib insurance 01/11/2021 01/10/2021 Office/F&P cost or tender procedure Specialist insurance

Clerk Advice (SLCC) 01/01/2021 01/01/2021 Specialist advice - renewed December 2021

Council Advice 01/04/2021 Review on annual renewal, specialist supplier To be reviewed Feb 21 Reviewed and new contract signed 14/10/2020 until Street Cleaning 31/03/2022 Env. 31/03/2022

Review Oct 2021 in time for budget setting for 2022

Reviewed and new contract signed 14/10/2020 until Grounds/Town Maintenance 31/03/2022 Env. 31/03/2022

Review Oct 2021 in time for budget setting 2022

Shire Hall SLA 31/03/2021 Urgent F&P Office Awaiting MCC response. Delayed by COVID

Working Group awaiting confirmation of total number Blestium St Litter Bins 01/05/2022 Urgent Envt. of bins emptied - delayed by COVID

Unable to put out to tender as owned by MCC. Awaiting confirmation from MCC as to number, if any employees subject to TUPE before discussions on Tender prepared, PH to chase MCC, Blestium St Toilets 01/05/2022 Urgent Envt. asset transfer. Delayed by COVID delayed by COVID

Awaiting confirmation from MCC as to number, if any employees subject to TUPE, in order to put out to Tender prepared, PH to chase MCC, Agincourt St Toilets 01/05/2022 Urgent Envt. tender delayed by COVID

MCC were advised MTC wished to put out to tender Date: 19/02/2021 Monmouth Town Council Current Year Page 1

Time: 10:39 Lloyds TSB Combined

List of Payments made between 19/01/2021 and 22/02/2021

Date Paid Payee Name Reference Amount Paid Authorized Ref Transaction Detail

19/01/2021 P Hartley 5216 31.57 Recurring pay Zoom Feb/Mar Adobe Jan/Feb Del Au 19/01/2021 Rialtas Business Solutions Ltd 5212 50.80 Support & Maint 19/11-07/01/21 19/01/2021 Nick Bull 5213 200.00 Xmas Tree 2020 19/01/2021 Monmouthshire County Council 5214 3,345.60 CCTV Jan - Mar 21 19/01/2021 City Illuminations Ltd 5215 20,580.00 Xmas lights& replace icicles 19/01/2021 BT Conferencing DD 321.50 Rec Payment 1/12-31/12 22/01/2021 Merlin Waste Control Specialis 5218 0.00 Merlin Waste Control Specialis 22/01/2021 Merlin Waste Control Specialis 5219 0.00 Merlin Waste Control Specialis 22/01/2021 HMRC Tax/NI DD 3,313.40 Rec Pay Tax/NI Dec 20 22/01/2021 Monmouthshire County Council 5297 1,340.56 Contract SLA ShireHallrentx2 office 90%dis Del Aut 22/01/2021 Monmouthshire County Council 5297 -1,340.56 Contract SLA ShireHallRentx2 off dis90% 08/02/2021 Inty Cascade DD 50.05 REc Payment Del 365 Subs Feb Auth 15/02/2021 Small Business Payroll Service DD 2,646.29 REc Payment Salaries Feb 21 15/02/2021 Small Business Payroll Service DD 672.28 Rec Payment Pensions Jan 21 16/02/2021 Synergy ICT DD 414.00 Contract Del Auth Synergy ICT IT Contract 17/02/2021 BT Conferencing DD 471.17 REc Pay 10 Conf -1-31 Jan 21 FC220121 22/02/2021 Monmouthshire County Council 5217 720.00 Pad and Bench Kings Fee19/20 22/02/2021 Merlin Waste 5220 1,263.60 Dog Waste 01/02-29/03 21 22/02/2021 LGRC Associates 5290 4,913.63 LocumTC 0101-31.01.21 22/02/2021 Microshade Business Consultant 5291 64.80 Rialtas Host 2 users Feb 21 22/02/2021 Terry Christopher 5281 672.00 FC040121 Cllr/ChrAll Sep-Mar69%net 22/02/2021 J Treharne 5282 396.00 FC040121m155 CllrChrAllow SepMar69%net 22/02/2021 C Blair 5283 150.00 IRPW Det Cllr Allow 20-21 22/02/2021 E Hill (Bryn) 5284 150.00 IRPW Cllr Allow 20-21 22/02/2021 A Dewhurst 5285 120.00 IRPW Cllr Allow 20-21net 22/02/2021 K Jackson-Graham 5286 120.00 Cllr Allow 20-21net 22/02/2021 R Jupp 5287 150.00 IRPW Cllr Allow20-21 22/02/2021 J Lucas 5288 120.00 Cllr Allow 20-21net 22/02/2021 R Smith 5289 120.00 Cllr Allow 20-21net 22/02/2021 Relate 5292 200.00 FC 14.12.20m136 Grant COVID 19 fund 22/02/2021 Monmouthshire Building Society 5293 70,015.00 Term Dep Funds FC250121m164f 22/02/2021 Ellis Whittam Ltd 5294 112.62 Admin Fee Amendment 22/02/2021 Chillipepper Signs Ltd 5295 66.00 No Smoking Sign Drybridge Park 22/02/2021 Ellis Whittam 5296 3,672.00 Del Auth Contract YR 3 HR & H & S Contract 21-22 22/02/2021 Monmouthshire County Council 5297 1,340.56 Del Auth Contract ShireHallrentx2off90% dis20-21

Total Payments 116,462.87 Date:08/02/2021 Monmouth Town Council Current Year Page 1 Time:12:14 User: PAULA Bank Reconciliation Statement as at 31/01/2021 for Cashbook 1 - Lloyds TSB Combined

Bank Statement Account Name (s) Statement Date Page No Balances

Treasurers Account 31/01/2021 58 343,536.69 Bus Bank Instant 31/01/2021 11 150,128.43

493,665.12 Unpresented Cheques (Minus) Amount

23/10/2020 5164 Vision ICT 900.00 22/12/2020 5199 Cylch Meithrin Trefynwy 975.00 22/12/2020 5200 Caroline Bright 200.00 05/01/2021 5203 Forest Traffic Services Ltd 1,375.20 05/01/2021 5204 Merlin Waste 561.60 07/01/2021 5205 P Hartley, Zoom, Adobe, Post 57.59 07/01/2021 5206 Audit Wales 241.30 11/01/2021 5209 BT Conferencing 321.50 11/01/2021 5210 Information Commissioners Offi 40.00 11/01/2021 5211 Rialtas Business Solutions Ltd 1,005.19 11/01/2021 5209 BT Conferencing -321.50 15/01/2021 DD Small Business Payroll Service -2,425.30 15/01/2021 DD Small Business Payroll Service 2,425.30 19/01/2021 5216 P Hartley 31.57 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 29,563.85

464,101.27 Receipts not Banked/Cleared (Plus)

0.00 0.00 464,101.27

Balance per Cash Book is :- 464,101.27

Difference Excluding Adjustments is :- 0.00

Adjustments to Reconciliation

22/12/2020 5202 Synergy ICT Ltd 0.00 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:08/02/2021 Monmouth Town Council Current Year Page 1 Time:15:53 User: PAULA Bank Reconciliation Statement as at 31/01/2021 for Cashbook 2 - Lloyds TSB Treasury Deposit

Bank Statement Account Name (s) Statement Date Page No Balances

LLoyds TSB Treasury Deposit 31/01/2021 161536 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:08/02/2021 Monmouth Town Council Current Year Page 1 Time:12:36 User: PAULA Bank Reconciliation Statement as at 31/01/2021 for Cashbook 3 - Petty Cash

Bank Statement Account Name (s) Statement Date Page No Balances

Petty Cash 31/01/2021 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:08/02/2021 Monmouth Town Council Current Year Page 1 Time:12:39 User: PAULA Bank Reconciliation Statement as at 31/01/2021 for Cashbook 4 - Monmouthshire Building Society

Bank Statement Account Name (s) Statement Date Page No Balances

MonBS 0670-00623-1 31/01/2021 3 85,000.00

85,000.00 Unpresented Cheques (Minus) Amount

0.00 0.00

85,000.00 Receipts not Banked/Cleared (Plus)

0.00 0.00 85,000.00

Balance per Cash Book is :- 85,000.00

Difference is :- 0.00 Your application for a Business Debit Card For Business Banking Customers

Useful information

Please write clearly in the white spaces with capital letters or cross the boxes. All changes made to this form must be made in manuscript either by striking out Please cross through all sections which are not completed. Please ensure all and/or adding appropriate wording and initialling the changes. We do not accept relevant sections are completed including Section 7 "Declaration and authorisation". forms that have been amended using correction fluid.

1 Business details

Account title Business contact numbers and area dialling codes

Telephone

Mobile

Full name of Business Fax

Branch sort code Branch account number - -

Business address Business type:

Limited Limited Liability Partnership Sole trader Company Partnership

Other (please specify) Postcode

Business name to appear on card (maximum of 26 characters including spaces)

Page 1 of 12 L-null 7182_Lloyds-0320 2 Personal and Business Information and Lloyds Banking Group

Who looks after your personal information Other Individuals you have financial links with Your personal information will be held by Lloyds Bank plc which is part of the We may also collect personal information about other individuals who you have a Lloyds Banking Group. More information on the Group can be found at financial link with. This may include people who you have joint accounts or policies www.lloydsbankinggroup.com with such as your partner/spouse, dependents, beneficiaries or people you have How we use your personal information commercial links to, for example other directors or officers of your company. We will use your personal information: We will collect this information to assess any applications, provide the services requested and to carry out credit reference and fraud prevention checks. You can • to provide products and services, manage your relationship with us and find out more about how we process personal information about individuals with comply with any laws or regulations we are subject to (for example the laws whom you have a financial link in our full privacy notice. that prevent financial crime or the regulatory requirements governing the products we offer). How we use credit reference agencies • for other purposes including improving our services, exercising our rights in In order to process your application we may supply your personal information to relation to agreements and contracts and identifying products and services credit reference agencies (CRAs) including how you use our products and services that may be of interest. and they will give us information about you, such as about your financial history. We do this to assess creditworthiness and product suitability, check your identity, To support us with the above we analyse information we know about you and how manage your account, trace and recover debts and prevent criminal activity. you use our products and services, including some automated decision making. You can find out more about how we do this, and in what circumstances you can We may also continue to exchange information about you with CRAs on an ask us to stop, in our full privacy notice. ongoing basis, including about your settled accounts and any debts not fully repaid on time, information on funds going into the account, the balance on the Who we share your personal information with account and, if you borrow, details of your repayments or whether you repay in full Your personal information will be shared within Lloyds Banking Group and other and on time. CRAs will share your information with other organisations, for companies that provide services to you or us, so that we and any other companies example other organisations you ask to provide you with products and services. in our Group can look after your relationship with us. By sharing this information it Your data will also be linked to the data of any joint applicants or other financial enables us to better understand our customers' needs, run accounts and policies, associates as explained above. and provide products and services efficiently. This processing may include You can find out more about the identities of the CRAs, and the ways in which activities which take place outside of the European Economic Area. If this is the they use and share personal information, in our full privacy notice. case we will ensure appropriate safeguards are in place to protect your personal information. You can find out more about how we share your personal information How we use fraud prevention agencies with credit reference agencies below and can access more information about how The personal information we have collected from you and anyone you have a else we share your information in our full privacy notice. financial link with may be shared with fraud prevention agencies who will use it to Where we collect your personal information from prevent fraud and money laundering and to verify your identity. If fraud is detected, you could be refused certain services, finance or employment. Further We will collect personal information about you from a number of sources including: details of how your information will be used by us and these fraud prevention • Information given to us on application forms, when you talk to us in branch, agencies, and your data protection rights, can be found in our full privacy notice. over the phone or through the device you use and when new services are How we share personal information about insurance products requested. If you apply to us for insurance, we may pass your details to the relevant insurer • from analysis of how you operate our products and services, including the and their agents. If a claim is made, any personal information given to us, or the frequency, nature, location, origin and recipients of any payments. insurer, may be put onto a register of claims and shared with other insurers to • from or through other organisations (for example card associations, credit prevent fraudulent claims. reference agencies, insurance companies, retailers, comparison websites, Our full privacy notice social media and fraud prevention agencies). It is important that you understand how the personal information you give us will be • in certain circumstances we may also use information about health or used. Therefore, we strongly advise that you read our full privacy notice, which you criminal convictions but we will only do this where allowed by law or if you can find at www.lloydsbank.com/businessprivacy or you can ask us for a copy. give us your consent. How you can contact us You can find out more about where we collect personal information about you from in our full privacy notice. If you have any questions or require more information about how we use your personal information please contact us using Do you have to give us your personal information https://secure.lloydsbank.com/retail/contact_us/how-we-can-help.asp We may be required by law, or as a consequence of any contractual relationship You can also call us on 0345 602 1997 or abroad +44 1733 347 007. we have, to collect certain personal information. Failure to provide this information may prevent or delay us fulfilling these obligations or performing services. If you feel we have not answered your question Lloyds Banking Group has a Group Data Privacy Officer, who you can contact on 01733 347 007 and tell us What rights you have over your personal information you want to speak to our Data Privacy Officer. The law gives you a number of rights in relation to your personal information Version Control including: This notice was last updated in May 2018. • the right to access the personal information we have about you. This includes information from application forms, statements, correspondence and call recordings. • the right to get us to correct personal information that is wrong or incomplete. • in certain circumstances, the right to ask us to stop using or delete your personal information. • from 25 May 2018 you will have the right to receive any personal information we have collected from you in an easily re-usable format when it’s processed on certain grounds, such as consent or for contractual reasons. You can also ask us to pass this information on to another organisation. You can find out more about these rights and how you can exercise them in our full privacy notice.

Page 2 of 12 L-null 7182_Lloyds-0320 3 Details of Authorised Users 3.1 First Authorised User

Please read the information in the section headed Personal and Business Your previous home address (if less than 3 years at present address) Information and Lloyds Banking Group, which explains how we will process your personal and business data and your rights in this respect.

Title Mr Mrs Miss Ms Other (please specify)

Postcode Your surname Date you moved there DD / MM/ YY

Your first names Your nationality Your country of residence

Any different names you have had in the last six years Contact telephone numbers including area dialling codes

Mobile

Work Your date of birth DD / MM/ YY Position held in business I understand that the Business named in Section 1 of this form has requested that a Business Debit Card be issued to me and has authorised me to use any Card issued to me. I have read and understood the Conditions of Use. Your personal Lloyds Bank sort code and account number (if you have one) I understand that any Business Debit Card issued to me may not be used for the purposes of cheque guarantee or cheque encashment. I undertake to advise you - - of any change of name and/or address. I understand that I will be issued with a confidential Personal Identification Your home address Number (PIN†) to use on this account, which will allow me to use my card to withdraw cash from cash machines and within Bank branches, access any information about the accounts in the name of the Business and to authorise payments at retail outlets. †This is a security measure, designed to protect unauthorised access to my account. My PIN will only be known by me and this number will not have been Postcode revealed to anyone else or be known by any member of bank staff.

Your signature Date you moved there DD / MM/ YY

Date DD / MM/ YY

For bank use only Details of identification: Proof of address (if required): Type of identification Place of issue Type of proof of address Place of issue

Date of issue Reference number Date of issue Reference number DD / MM/ YY DD / MM/ YY

Nationality Country of origin

Details of staff member taking ID & V: Name of Authoriser AAO LBM BM

Location of Authoriser Authoriser's file number Branch sort code - -

Contact telephone numbers including area dialling codes I certify that I have seen the original identification documents.

Work Please note that procedures for the identification of customers can be found on Procedures . Fax

Authoriser's signature

Date DD / MM/ YY

Page 3 of 12 L-null 7182_Lloyds-0320 3 Details of Authorised Users continued 3.2 Second Authorised User

Title Mr Mrs Miss Ms Other (please specify)

Postcode Your surname Date you moved there DD / MM/ YY

Your first names Your nationality Your country of residence

Any different names you have had in the last six years Contact telephone numbers including area dialling codes

Mobile

Your signature Date you moved there DD / MM/ YY

Date DD / MM/ YY

For bank use only Details of identification: Proof of address (if required): Type of identification Place of issue Type of proof of address Place of issue

Date of issue Reference number Date of issue Reference number DD / MM/ YY DD / MM/ YY

Nationality Country of origin

Details of staff member taking ID & V: Name of Authoriser AAO LBM BM

Location of Authoriser Authoriser's file number Branch sort code - -

Contact telephone numbers including area dialling codes I certify that I have seen the original identification documents.

Work Please note that procedures for the identification of customers can be found on Procedures . Fax

Authoriser's signature

Date DD / MM/ YY

Page 4 of 12 L-null 7182_Lloyds-0320 3 Details of Authorised Users continued 3.3 Third Authorised User

Title Mr Mrs Miss Ms Other (please specify)

Postcode Your surname Date you moved there DD / MM/ YY

Your first names Your nationality Your country of residence

Any different names you have had in the last six years Contact telephone numbers including area dialling codes

Mobile

Your signature Date you moved there DD / MM/ YY

Date DD / MM/ YY

For bank use only Details of identification: Proof of address (if required): Type of identification Place of issue Type of proof of address Place of issue

Date of issue Reference number Date of issue Reference number DD / MM/ YY DD / MM/ YY

Nationality Country of origin

Details of staff member taking ID & V: Name of Authoriser AAO LBM BM

Location of Authoriser Authoriser's file number Branch sort code - -

Contact telephone numbers including area dialling codes I certify that I have seen the original identification documents.

Work Please note that procedures for the identification of customers can be found on Procedures . Fax

Authoriser's signature

Date DD / MM/ YY

Page 5 of 12 L-null 7182_Lloyds-0320 3 Details of Authorised Users continued 3.4 Fourth Authorised User

Title Mr Mrs Miss Ms Other (please specify)

Postcode Your surname Date you moved there DD / MM/ YY

Your first names Your nationality Your country of residence

Any different names you have had in the last six years Contact telephone numbers including area dialling codes

Mobile

Your signature Date you moved there DD / MM/ YY

Date DD / MM/ YY

For bank use only Details of identification: Proof of address (if required): Type of identification Place of issue Type of proof of address Place of issue

Date of issue Reference number Date of issue Reference number DD / MM/ YY DD / MM/ YY

Nationality Country of origin

Details of staff member taking ID & V: Name of Authoriser AAO LBM BM

Location of Authoriser Authoriser's file number Branch sort code - -

Contact telephone numbers including area dialling codes I certify that I have seen the original identification documents.

Work Please note that procedures for the identification of customers can be found on Procedures . Fax

Authoriser's signature

Date DD / MM/ YY

Page 6 of 12 L-null 7182_Lloyds-0320 4 Limited Company or Limited Liability Partnership resolution

Please read the information in the section headed Personal and Business 3 That the Bank be and is hereby authorised to debit the Business account Information and Lloyds Banking Group, which explains how we will process your number detailed in Section 1 with all transactions effected under such personal and business data and your rights in this respect. Business Debit Cards together with any interest thereon and with any fees Please complete this section unless your account authority already gives for the issue and renewal of such Business Debit Cards and that the authorised signatories the authority to apply for the issue of Business Debit Cards. Business will be responsible for any overdraft so created with interest. Your Business Manager will advise you about this. 4 That the Bank be and is hereby authorised to disclose any information about If you are applying for an additional user then you do not need to complete the accounts in the name of the Business to any of the authorised users of this section. the Business Debit Cards. At a meeting of the 5 These resolutions shall be governed by and construed in accordance with the law of the country in which our accounts with the Bank are held. (Board or Committee) 6 We certify that the foregoing resolutions have been duly passed.

Signature of Director/Member Of (Business)

Held on (Date)

It was resolved:

1 That the Business apply to Lloyds Bank plc or Lloyds Bank International Date Limited (as appropriate) ("the Bank") for the issue of Business Debit Cards to DD / MM/ YY authorised users as determined by the Business from time to time. The cards to be subject to the Business Debit Card Terms and Conditions, a Signature of Director/Member copy of which was produced to the meeting and approved.

2 That

Director (if company); Any one director/ Any two directors/ Member (if LLP) member members Date DD / MM/ YY

from time to time be authorised to request the Bank to issue Business Debit Cards to certain authorised users and be authorised to sign the application form and any other relevant documentation on behalf of the Business.

5 Club,Charity or Society resolution

Please read the information in the section headed Personal and Business 3 That the Bank is authorised to debit the Organisation's account number that Information and Lloyds Banking Group, which explains how we will process your is specified in the application form for the Business Debit Cards with all personal and business data and your rights in this respect. transactions effected under such Business Debit Cards together with any Please complete this section unless your account authority already gives interest thereon and with any fees for the issue and renewal of such authorised signatories the authority to apply for the issue of Business Debit Cards. Business Debit Cards and that the Organisation will be responsible for any Your Business Manager will advise you about this. overdraft so created with interest. If you are applying for an additional user then you do not need to complete 4 The Organisation acknowledges that the authorised users will be able to this section. access information about the Organisation's account when using a Business Debit Cards at an ATM, and consents to this disclosure. At a meeting of the 5 These resolutions will be governed by and construed in accordance with the (Officers) law of the country in which our accounts with the Bank are held. 6 We certify that the foregoing resolutions have been duly entered in the minute book and are in accordance with the Rules of the Organisation. Of (Organisation) Your signature

Held on (Date)

It was resolved: 1 That the Business apply to Lloyds Bank plc or Lloyds Bank International Limited (as appropriate) ("the Bank") for the issue of Business Debit Cards to authorised users as determined by the Business from time to time. The Date cards to be subject to the Business Debit Card Terms and Conditions, a DD / MM/ YY copy of which was produced to the meeting and approved. Second signature (if applicable) 2 That Any one officer Any two officers

from time to time are authorised to request the Bank to issue Business Debit Cards to certain authorised and are authorised to sign the application form and any other relevant documentation on behalf of the Organisation. Date DD / MM/ YY

Page 7 of 12 L-null 7182_Lloyds-0320 6 Keeping you informed of the progress of your request

If you wish to be kept informed via SMS on the progress of this request, please Title Mr Mrs Miss Ms Other (please specify) provide a valid mobile number, title and surname below. This information will be used for the purposes of this request only. Please leave this section blank if you do not wish to receive SMS updates. Your surname Your mobile phone number (UK only)

7 Declaration and authorisation

1 I/We request you to issue a Business Debit Card "the Card" to the For and behalf of (Business name) individuals set out in Section 3 in the names of Authorised Users as determined by the Business from time to time. I/We acknowledge that the Card will be issued subject to the Business Debit Card Terms and Conditions, as amended from time to time, a copy of which has been Your signature supplied to me/us and by signing this declaration and authorisation I/we agree to the Business Debit Card Terms and Conditions. 2 You are authorised to debit my/our account number detailed above with all transactions effected under the Cards together with any interest thereon, any charges associated with the use of the Cards and any fees for the issue and renewal of such Cards whether the account is in credit or overdrawn or becomes overdrawn as a result of such debit. I/We will be responsible for Date any overdraft created together with any interest thereon. DD / MM/ YY 3 Applicable to Islamic Current Account only. Name of signatory You are authorised to debit my/our account number detailed above with all transactions effected under the Cards and any charges associated with the use of the Cards and any fees for the issue and renewal of such Cards and whether the account is in credit or overdrawn or becomes overdrawn as a result of such debit. I/We will be responsible for any overdraft which may be Second signature (if applicable) created under the terms and conditions of the Islamic Current Account. 4 The Business acknowledges that the authorised users will be able to access any information about the accounts in the name of the Business when using Business Debit Cards and consents to this disclosure. 5 The Business acknowledges that any restrictions which it has placed on any individual authority for any transactions or on information we give them may no longer apply in relation to the Business Debit Card. Date DD / MM/ YY 6 The Business acknowledges that the Authorised Users will be able to access information about the Business' account when using Business Debit Name of second signatory (if applicable) Cards at a cash machine and consents to this disclosure.

Please return completed form to: Lloyds Bank, Business Banking, BX1 1LT.

For bank use only

Authorising staff member's name

Please contact us if you would like this information in an alternative format such as Braille, large print or audio. www.lloydsbank.com/business Lloyds Bank plc. Registered Office: 25 Gresham Street, London EC2V 7HN. Registered in England and Wales, no. 2065. Authorised by the Prudential Regulation Authority and regulated by the Financial Conduct Authority and the Prudential Regulation Authority under registration number 119278. We adhere to The Standards of Lending Practice, which are monitored and enforced by the LSB www.lendingstandardsboard.org.uk Eligible deposits with us are protected by the Financial Services Compensation Scheme (FSCS). We are covered by the Financial Ombudsman Service (FOS). Please note that due to FSCS and FOS eligibility criteria not all business customers will be covered. The Lloyds Banking Group includes Lloyds Bank plc and a number of other companies using brands including Lloyds Bank, Page 8 of 12 Halifax and Bank of Scotland, and their associated companies. Cashpoint® is a registered trademark of Lloyds Bank plc. L-null 7182_Lloyds-0320 How this agreement works

How this agreement works Type of card Which parts apply? Page(s) Part A of these Terms and Conditions applies if you have a Business Debit Card or Business Debit Card A and B 9-11 a Business Cashpoint® Card. The Additional Conditions in Part B apply only to the Business Cashpoint Card A only 9-11 Business Debit Card.

A General conditions for Business Debit Card - your copy

These are the conditions of an Agreement between the Bank and you (the (c) you and all Authorised Users follow any instructions we give regarding customer). We set out the special meanings we have given to some words in the safekeeping of a Card, Card details and Security Details; and this Agreement below. (d) neither a Card nor the Card details are used for any illegal purpose. These Business Card Terms and Conditions do not apply to Lloyds Bank 1.3 All Cards belong to us. If we ask for a Card back, you must ensure it is not International Limited customers. used again and you must return it immediately, cut in half across the black Meanings of words we use stripe or through the smartcard chip. A person acting for us may take or Account: an account in your name(s) identified by the number given on your Card retain the Card on our behalf. application form or, if this account is transferred to another branch, the account 1.4 A Card is only valid for the time period printed on it. You must ensure it is not number at your new branch. used outside that period. ATM: a cash machine allowing an Authorised User to withdraw funds from an Account. 1.5 At any time we may cancel or suspend the use of a Card if; Authorised User: any person to whom a Card is issued and who is authorised by (a) we reasonably suspect its fraudulent or other misuse; or you to use it. (b) that any security requirements relating to the use of the Card, Card Business: a corporate or unincorporated body, sole trader or partnership in whose details or Security Details have been compromised; or name we maintain an Account and who is named in the application form for the (c) if we are required to do so by the order of any court, a direction or Account. If the Business is not a body corporate and consists of two or more decision of a regulator or any other legal or regulatory requirement. persons, this definition means all or any of them. Their liability will be joint and If we do cancel or suspend the use of a Card, we will tell you as soon as several, which means each person will be jointly and individually liable. possible unless the law prevents us from doing so or we reasonably believe Business Day: 9am to 5pm Monday to Friday except public and bank holidays in it would undermine our security measures. Once a Card has been cancelled, England and Wales, unless you are transacting through one of our branches that you should ensure that the Authorised User stops using the Card and that it opens for shorter hours or we notify you of different times for the processing of is destroyed by cutting it in half across the black stripe or through the payments to and from your Account. smartcard chip. Card: a Business Debit Card or a Business Cashpoint® Card issued under this 1.6 When a Card expires, or is lost or stolen, we may provide you with a new Card. Agreement, including any renewal or replacement Card. 1.7 From time to time you may apply for us to issue Cards to new Authorised Card Transaction: a Debit Card Transaction, Cash Machine Transaction, Counter Users on forms we provide for this purpose. You may also terminate an Transaction or any other transaction we say you can make using your Card or Authorised User’s authority to use a Card. If you do so, you must destroy the Card number. Authorised User’s Card by cutting it in half across the black stripe or through Cashback: use of the Card to obtain cash from a Retailer who has agreed to accept the smartcard chip. the Card alongside a purchase from that Retailer – a service often provided in 2 Security Details supermarkets, for example. 2.1 You must ensure that Authorised Users take all reasonable steps to keep Cash Machine Transaction: use of a Card and PIN to obtain cash from an ATM the Card and Security Details safe and in particular that they comply with the that is operating and accepts the Card. following: Counter Transaction: use of the Card and PIN to obtain cash from a counter in a (a) On receiving a PIN or other written Security Details, the Authorised branch of Lloyds Bank, or other banks where possible. If you hold an eligible Card, User must memorise the number and then destroy the slip on which it this may include use of Post Office® branches where counter services are available. is printed. Debit Card Transaction: use of the Card or the Card number to make or (b) An Authorised User must keep their Security Details secret and not let authorise any payment to a Retailer who has agreed to accept the Card – for anyone else know them, or use them. example, when you use it to pay for goods or services or for Cashback. (c) An Authorised User must never write Security Details on their Card or Islamic Current Account: Islamic Business Account. on anything they ever keep with the Card. Micro-enterprise: an enterprise or group of enterprises of which it forms part 2.2 If the type of Card is changed, we will issue or agree new Security Details for which, at the time you enter into this Agreement, employs fewer than 10 people Authorised Users. For example if you previously had Cashpoint® Cards for and whose annual turnover or balance-sheet total (or both) does not exceed EUR the Account and now have Business Debit Cards, the existing PINs will not 2 million or its equivalent. work with the new Cards. Payment Scheme Exchange Rate: the foreign-exchange wholesale rate set by VISA 2.3 When an Authorised User receives a PIN, they can change it to one of their and applied to Card Transactions in foreign currencies to convert them to sterling. own choice through our ATMs by following the on-screen instructions that PIN: the Personal Identification Number issued to Authorised Users – or later appear when they enter the current PIN. This option is not available for selected by the Authorised User if self selection is available – to use with a Card to about 30 days before we issue a renewal Card. To prevent fraud we restrict enable Authorised Users to make Card Transactions. the use of some easily guessed numbers. Retailer: a person who agrees, by arrangement with us or the Visa International 3 Chip Cards Service Association, to accept a Card as payment for goods, services or cash. 3.1 Any programs and data held on an integrated circuit within a Card are our Security Code: the last three digits on the signature strip on the reverse of a Card. private property. It is a criminal offence to obtain unauthorised access to a Security Details: details or security procedures that an Authorised User must program or data in the chip, or to make unauthorised modifications to the follow or use to make an instruction, or confirm their identity – for example a PIN, chip’s contents. or biometric data such as a fingerprint. 4 Card Transactions Strong Authentication: verification of a user’s identity using two factors based on 4.1 A Card can be used to make withdrawals and (if you have a Debit Card), possession, knowledge or something that is unique to you, like a fingerprint. Debit Card Transactions from your Account through the various facilities we we/us/our/the Bank: Lloyds Bank plc. make available to you. If the service is available, it may also be possible to use the Card, Card number and PIN to make deposits into your Account. you/your: the Business named in the application for the Business Debit Card, or When using a Card for a Card Transaction, the Card Transaction will be Business Cashpoint® Card (as applicable). properly authorised: 1 Authorised Users and your obligations (a) by the Authorised User presenting the Card at a contactless terminal; 1.1 We may issue a Card (and issue or agree related Security Details) for use by (b) by the Authorised User using the Card or Card Details together with the an individual you nominate as an Authorised User on the Account. You are Security Details, and where appropriate using any “Proceed”, “Enter” or liable for all amounts that arise from the use of a Card by an Authorised User similar key. Once the “Proceed”, “Enter” or similar consent has been or that we incur regarding such use. This includes any use in breach of this given, authorisation for immediate transactions cannot be withdrawn; or Agreement –which we are not obliged to prevent – that may be debited to the Account unless otherwise agreed in the Account conditions. (c) by the Authorised User signing a receipt for the Card Transaction. If the Authorised User has signed a receipt for the Card Transaction, 1.2 You must ensure that: authorisation for immediate transactions cannot be withdrawn once the (a) each Authorised User signs their Card as soon as they receive it; signed voucher has been accepted by the Retailer for a Card (b) each Authorised User is aware of and complies with the Conditions of Use and Transaction or the other party to a Counter Transaction. any other requirements in the User Guide that apply to them as a cardholder. In particular Authorised Users must not allow anyone else to use their Card, Card details or Security Details and must always keep their Card safe;

Page 9 of 12 L-null 7182_Lloyds-0320 A Business Debit Card Terms and Conditions - your copy continued

4.2 We will show Card Transactions on the statement we provide or make 5.2 If the use of a Card creates an overdraft that we have not agreed or that available for your Account. We recommend you check your statement exceeds an agreed overdraft limit, you will have broken the Account terms. regularly. If an entry seems wrong, you should tell us as soon as possible You must repay the excess amount immediately. Under the Account terms, so we can sort it out. Delay in telling us may make correcting any error and in our sole discretion and without contacting you, we are entitled to allow difficult. If we need to investigate a Card Transaction on your Account, you the Account to become overdrawn or the agreed overdraft limit to be and any Authorised User should co-operate with us and the police, if we exceeded. In these circumstances the new or excess overdraft is an need to involve them. In some cases, we will need you and an Authorised unauthorised overdraft. We will then be entitled to charge interest at our User to give us confirmation or evidence that a Card Transaction has not standard rate for unauthorised overdrafts and to debit that interest and any been authorised. In addition to checking statements, you should tell us as resulting bank charges from your Account. soon as possible by phoning us on 0345 300 6699 if you or an Authorised 5.3 At any time we may: User becomes aware of a Card Transaction that has not been authorised. (a) demand repayment of any borrowing on your Account (plus interest and 4.3 If we incorrectly apply, or omit to apply, a Card Transaction to your charges, if applicable), or require you to close the Account; Account, we will correct our act or omission and refund to you any interest and charges you have directly incurred on your Account that would not (b) refuse to allow any further borrowing on an overdraft without giving you have been incurred had we applied the Card Transaction correctly. If you notice, although we will send you written confirmation. are not a Micro-enterprise, we will have no further liability to you. You must 5.4 We will debit the amount of each Card Transaction to your Account when we tell us as soon as possible after you become aware of any incorrect Card receive confirmation of the transaction from the card scheme. You are liable Transaction on your Account. to pay us all amounts so debited. You are also liable to pay all charges 4.4 If you make a Card Transaction in a foreign currency, we will use the debited in line with this Agreement. Payment Scheme Exchange Rate to convert it into £ sterling on the day we 5.5 At any time we are entitled to alter our charges, by giving notice in line with debit the payment (in sterling) to your Account. We add a 2.75% non- condition 10.1. sterling transaction fee to the converted sterling amount. This is a fee for For Islamic Current Account customers only currency conversion. We will show this fee and the converted sterling amount on your statement. The day of the currency conversion may be 5.6 We will provide Cards for Authorised Users so you can operate your after the day of the Card Transaction. You can find out the Payment Islamic Current Account more conveniently. A Card itself does not give you Scheme Exchange Rate on the Visa website, visit www.visaeurope.com. an automatic overdraft or any other form of credit. Borrowing is not permitted You will be able to find more information on our website about the on the Islamic Current Account. You will not be able to have an agreed exchange rates that apply to your transaction to help you compare them overdraft (where the balance of your account falls below £0) on your Islamic with other card issuers’ rates. Current Account. The Payment Scheme Exchange Rate changes on a daily basis, and is 5.7 If use of a Card creates an overdraft, you will have broken the terms of the applied immediately. Islamic Current Account and you must repay the amount immediately. Under the Islamic Current Account terms, in our sole discretion and without Cash withdrawals abroad are charged a 2.75% non-sterling transaction contacting you, we are entitled to allow your Islamic Current Account to fee, plus a non-sterling cash transaction fee of 1.5% of the transaction become overdrawn. In these circumstances, any amount you borrow that takes amount (minimum £1.50). The non-sterling cash transaction fee will not be the balance of your account below £0 is an unauthorised overdraft. We may charged if you: charge you an unauthorised borrowing fee at our standard published rates and • withdraw euro within the EEA or UK; or to debit it and any resulting bank charges from your Islamic Current Account. • withdraw euro from outside the EEA or UK and the cash machine 5.8 At any time we may demand repayment of any unauthorised borrowing on operator’s payment service provider is based in the EEA or UK. your Islamic Current Account (plus charges). 4.5 Authorised Users may use their Cards to withdraw cash of up to £700 for a 5.9 If you ask us to switch your Islamic Current Account to another standard Business Debit Card and £500 for a Business Cashpoint® Card per day (if current account with the Bank, interest may be payable on the new account. funds are available) from ATMs in the UK as well as banks and bureaux de 6 Charges change showing the VISA sign abroad. If a Card is used to withdraw cash from another bank, ATM operator or bureau de change, they may make a 6.1 Full information on our charging and interest rates is set out in our Charges handling charge. ATM limits may also apply. brochures and on our website at Iloydsbank.com/business (refer to “Rates and Charges”). 4.6 A Card and PIN can be used in some ATMs and at counters in some Bank branches to get information about the accounts in the name of the 7 Acceptance of your Card Business. By signing this Agreement you give us your consent to disclose 7.1 We are not liable if a Retailer, service provider, bank or ATM or other this information to an Authorised User. machine does not accept your Card. 4.7 When a Card is used to withdraw cash from an ATM or from within a Bank 8 Lost or stolen Cards or confidential information and unauthorised branch at a counter, we will debit that amount, plus any handling charge transactions imposed by the operator, from your Account. This applies whether or not 8.1 If a Card is lost, stolen, misused or likely to be misused for any reason at all, the Account is already overdrawn or becomes overdrawn as a result. or if someone else discovers the Security Details, then as soon as possible 4.8 A Retailer, ATM operator or other third party may contact us, or an agent the relevant Authorised User or you must: acting for us, for confirmation – or ‘authorisation’ – that we will pay a Card • phone 0800 096 9779 if you’re in the UK or, if you’re abroad Transaction. We have the right to refuse authorisation for a particular Card +44 1702 278 270 (24 hours). We may ask you to send us written Transaction if this is reasonable. Examples include if the Card Transaction confirmation within seven days. makes your Account overdrawn or exceed a limit set; you are in breach of this Agreement; or we (or the systems we use) reasonably suspect the Liability for losses Card Transaction is fraudulent. If authorisation is given, that Card 8.2 This condition 8.2 applies if you are a Micro-enterprise: Transaction will immediately reduce the available funds on your Account. If (a) Unless we can show that you or an Authorised User have acted a Card Transaction is declined, you may contact us on 0345 072 5555 fraudulently or have not taken all reasonable care to keep a Card or from 7am to 8pm Monday to Friday (excluding Bank Holidays) and from Security Details safe and in line with our security requirements, you will 9am to 2pm on Saturdays. If we have declined the Card Transaction we not have to pay anything for the use of a Card or Card details that: will, where reasonably possible, tell you why. If the reason for our declining the Card Transaction was based on incorrect information, we will agree • are used before the Card or Card details are received; or with you what needs to be done to correct it. • are lost or stolen, or liable to misuse, provided you tell us as soon as 4.9 You agree to us not sending you certain information, such as electronic you become aware of such loss or theft or that they may be misused. messages, after each Non-Currency Transaction as there is no legal (b) Unless we can show that you or an Authorised User have acted requirement to send this information to business customers. fraudulently, you will not have to pay anything for the unauthorised use 5 Your Account of a Card or the Card details where the cardholder does not need to be present or where your Security Details were not required. Conditions 5.1, 5.2 and 5.3 are not relevant to the Islamic Current Account. 5.1 We provide Cards for Authorised Users so you can operate your Account more conveniently. A Card itself does not give you an automatic overdraft or any other form of credit. If you would like to have – or to increase – an overdraft on the Account, you must apply to us in the usual way. Once we have agreed to an overdraft, you can draw on it by Authorised Users using their Card(s) but you must never go over your overdraft limit.

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(c) Unless we can show that you or an Authorised User have acted (i) You are a limited company or limited liability partnership and: you have a fraudulently or have not taken all reasonable care in keeping a Card, petition presented or resolution passed for winding up; or an Card details or Security Details safe and in line with our security administration application is presented or made for the making of an requirements, we will refund to the Account the amount of an administration order; or a notice of intention to appoint an administrator is unauthorised Card Transaction. We will also refund any interest issued or a notice of appointment of an administrator is filed with the court; charged for that Card Transaction and any charges directly incurred on or you have a receiver appointed over all or part of your assets; or you the Account that would not otherwise have been incurred. cease to trade; or you are regarded by law as unable to pay your debts; or If we are not required to refund you under condition 8.2 (for example you make an application connected with a moratorium (a temporary stay) because you acted fraudulently), you will be responsible for all losses or a proposal to creditors for a voluntary arrangement on your debt; or you arising out of or in connection with unauthorised Card Transactions. take any action (including entering negotiations) with a view to readjusting, 8.3 As condition 8.2 applies only if you are a Micro-enterprise, this condition 8.3 rescheduling, forgiving or deferring any part of your debt, including in applies if you are not. The Payment Services Regulations 2009 (as replaced Scotland granting a trust deed for creditors. or amended from time to time) apply only as far as stated here: (j) You are a partnership, including limited liability partnership, or (a) We are only liable to you for unauthorised Card Transactions after you unincorporated association and: you dissolve the partnership or a have notified us of the loss, theft or misuse of the Card or Card details. petition is presented for an order to be made for its winding up; or an If we are reasonably satisfied that the Card Transaction was application or a petition is presented or made for an administration unauthorised, we will refund the amount of the Card Transaction to your order against the partnership. Account. We will also refund you any interest and charges you directly (k) You are a limited liability partnership and: any member ceases without incur on the Account as a result of the Card Transaction but we will not our written consent to be a member; or you cease for any reason to be have any further liability to you. a limited liability partnership. If you or any Authorised User have acted fraudulently or have not taken all (l) Your Account is closed for whatever reason. reasonable care in keeping a Card or Card details safe and in line with our (m) You commit any material breach of this Agreement which – if it can be security requirements, you will be liable for all losses for any unauthorised remedied – is not remedied within 14 days of receiving from us a notice Card Transactions. setting out full details of the breach and requiring it to be remedied. 8.4 Both you and the relevant Authorised User must cooperate fully with us, our (n) We are required to end this Agreement by the order of any court, agents or the police in investigating any loss, theft or possible misuse of a a direction or decision of a regulator or any other legal or Card, Card details or disclosure of the Security Details and in recovering a regulatory requirement. missing Card. If we suspect that a Card or any of the Security Details have been lost or stolen or are liable to misuse, we may take whatever steps we 9.5 After this Agreement comes to an end: think necessary to deal with the risks. We may also pass on any information (a) we can go on deducting the amount of any Card Transactions from we think appropriate to other banks, to VISA outlets or anyone else who your Account; accepts a Card as a means of payment or withdrawal, or to the police or (b) (not relevant to Islamic Current Account customers) – you will still other authorities or any other relevant third party. be liable to repay any borrowing on the Account, and interest and 8.5 If a Card is found after we have been told it is missing, it must not be used. charges (if applicable) will continue until full repayment. In particular, You should destroy it immediately by cutting it in half across the black stripe and in line with and subject to condition 14.1, if you have given or through the smartcard chip. instructions to a Retailer that allows it to process Card Transaction 9 Ending this Agreement debits from time to time, you are responsible for cancelling those instructions yourself directly with the Retailer. 9.1 This Agreement continues until terminated in line with condition 9. (c) for Islamic Current Account customers only – you will still be liable to 9.2 You may end this Agreement at any time by writing to us and enclosing all repay any unauthorised borrowing on the Account, and charges will Cards issued on the Account, cut in half across the black stripe or through continue until full repayment. In particular, and in line with and subject to the smartcard chip. condition 14.1, if you have given instructions to a Retailer that allows it to 9.3 Subject to condition 9.4, we may end this Agreement at any time by giving process Card Transaction debits from time to time, you are responsible you two months’ written notice. for cancelling those instructions yourself directly with the Retailer. 9.4 At any time, we may end this Agreement immediately by giving you written 10 Variation notice if any of the following occur: 10.1 Subject to condition 10.2 we will notify you in writing at least two months (a) Any information you have given or give us in future (connected with this before we make any change to these conditions or the Conditions of Use. Agreement or not) is inaccurate or changes materially before we sign You will be regarded as having accepted the change if you do not notify us to this Agreement. the contrary before the date the change comes into effect. However, if you (b) Unless you have informed us in writing before we sign this Agreement, do not accept the change: if any material litigation is, or material administrative, criminal or judicial (a) you can end this Agreement at any time before the change comes into proceedings are, being taken against you at the time this Agreement is effect; or signed (“material” means likely, if successful, to have a damaging effect (b) our notice of the change will be regarded as notice of termination given on your business). under condition 9.3. This Agreement will terminate the day before any (c) Without our consent, you create or permit any new charge, mortgage or change comes into effect. security interest over your business or any part of it, or its property, 10.2 We may change these conditions or the Conditions of Use at any time to assets or income. reflect changes in law, regulation or codes of practice that apply to us or the (d) Without our consent, you sell or lease or dispose of your business or way we are regulated. Wherever possible, we will give you at least two any part of it or – except in the normal course of business – its property, months’ notice of such changes in line with condition 10.1. If this is not assets or income, or try to do so. possible, we will give you as much notice as we reasonably can. (e) You change the nature of your business as it is now conducted. 10.3 For Islamic Current Account customers only – subject to condition 10.1, (f) You do not have the insurance over your business and its assets that is we may amend any of these conditions following guidance from the Shariah normal for a business of your type – and you must show us evidence of Committee. this insurance if we ask for it. 11 Notices and communication (g) You factor or assign any debts owed to your business without our consent. 11.1 Any notice to be given by either party under this Agreement must, unless (h) You die, become of unsound mind or become insolvent (or in Scotland, otherwise stated in this Agreement, be written, sent by post or delivered by apparently insolvent); or a bankruptcy petition (in Scotland, a petition for hand to the other party. It is regarded as received at the time of receipt. Your sequestration) is presented against you; or steps are taken to appoint an notices to us must be posted to the branch where the Account is held or administrator, judicial factor or similar officer over your affairs; or you apply to where your business management team is based, unless we tell you the court for a moratorium (a temporary stay) on your debt; or you make a otherwise. We will send you notices at the address you have given us for proposal to creditors for a voluntary arrangement; or you grant a trust deed correspondence. We or you may change address for communication by for creditors; or you take any action (including entering negotiations) with a giving seven days’ written notice to the other party. view to readjusting, rescheduling, forgiving or deferring any part of your debt. 11.2 If there is any change in your name, you must inform us immediately. 11.3 The language of this Agreement is English and communications and notices between you and us will be in English.

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12 General 12.4 Unless otherwise specified, we are not liable to you: 12.1 This Agreement replaces any previous or existing agreement for supplying a (a) for any losses not directly associated with the incident that may cause Card on your Account. If such an agreement still exists, this Agreement you to make a claim against us whether or not such losses were automatically cancels it. reasonably foreseeable; nor 12.2 If any provision of this Agreement conflicts with a provision of your Account (b) for any loss of profits, loss of business, loss of goodwill or any form of agreement, the terms of your Account agreement will apply to the extent of special damages. such conflict. 12.5 If we relax any term of this Agreement for you, this may be just a temporary 12.3 We will do our best to give you a complete service at all times. But, despite measure or a special case. We may enforce it strictly again at any time. anything to the contrary in this Agreement, it may be that we are prevented, 12.6 You may not transfer your legal rights under this Agreement to anyone else. hindered, or delayed from or in performing any of our obligations under this Agreement due to abnormal and unforeseeable circumstances beyond our 13 Governing law control – including a strike, lock-out, labour dispute, act of God, war, riot, civil 13.1 This Agreement and any non-contractual obligations arising out of or commotion, malicious damage, compliance with a law or governmental order, connected with it are governed by and interpreted in line with the laws of rule, regulation or direction, accident, breakdown or other failure of England and Wales. The courts of England and Wales have exclusive equipment, software or communications network, fire, flood, or other jurisdiction to settle any dispute arising out of or connected with this circumstances affecting the supply of goods or services. If so, we are not Agreement, including any dispute about any non-contractual obligation arising liable to you or obliged to perform our obligations under this Agreement to out of or connected with this Agreement. the extent that we are prevented, hindered or delayed in our performance by the abnormal and unforeseeable circumstances beyond our control.

B Business Debit Card additional conditions

These additional conditions apply (together with the general conditions in Part A) if 14.2 For Micro-enterprises only. It may be that an Authorised User carries out a you have a Business Debit Card. Card Transaction with a Retailer and: 14 Card Transactions (a) the Authorised User authorised the Card Transaction without knowing 14.1 You cannot change or cancel a payment instruction you have asked us to its exact amount; and make immediately (including payments by Card) but you can cancel (b) the actual amount of the Card Transaction exceeded the amount that recurring Card Transactions you have asked us to make on a future date. To the Authorised User could reasonably have expected taking into do this, you must tell us by the end of the last Business Day before the account their previous spending pattern, the terms of this Agreement payment is due to be made. If you wish to cancel or change a recurring Card and any other circumstances relevant to that Card Transaction. Transaction (or if your Account or Card details change), you should also tell If so, you may request a refund of that Card Transaction but you must make the business or organisation you’re making the payment to, so they can any such request within eight weeks of the Card Transaction being debited cancel or change it as well. By cancelling a recurring Card Transaction, you to the Account. You must give us all reasonable information we require to will have withdrawn authorisation for future transactions. We will treat any enable us to decide whether you are entitled to a refund. future Card Transactions made under that arrangement as unauthorised.

Other information

Help and information Our Service Promise If you have any queries about your Business Debit Card or require a copy of this We aim to provide the highest level of customer service possible. However, if you Agreement or any document referred to in it, please contact your business team. experience a problem, we will always seek to resolve this as quickly and efficiently These terms and conditions can also be found on our website at as possible. If something has gone wrong please bring this to the attention of any www.lloydsbank.com/business. member of staff. The complaint procedures are also published on our website: www.lloydsbank.com/business/contactus

Please contact us if you would like this information in an alternative format such as Braille, large print or audio. www.lloydsbank.com/business Lloyds Bank plc. Registered Office: 25 Gresham Street, London EC2V 7HN. Registered in England and Wales, no. 2065. Authorised by the Prudential Regulation Authority and regulated by the Financial Conduct Authority and the Prudential Regulation Authority under registration number 119278. We adhere to The Standards of Lending Practice, which are monitored and enforced by the LSB www.lendingstandardsboard.org.uk Eligible deposits with us are protected by the Financial Services Compensation Scheme (FSCS). We are covered by the Financial Ombudsman Service (FOS). Please note that due to FSCS and FOS eligibility criteria not all business customers will be covered. The Lloyds Banking Group includes Lloyds Bank plc and a number of other companies using brands including Lloyds Bank, Page 12 of 12 Halifax and Bank of Scotland, and their associated companies. Cashpoint® is a registered trademark of Lloyds Bank plc. L-null 7182_Lloyds-0320 No Control - Payments by Card Notes

This procedure sets out the controls and methods for the use of cards to make All cards issues by Lloyds Bank are issued as Monmouth Town Council cards but with an payments individuals name, and PIN 1 Use of cards The card will only be used where no other payment method is acceptable and in the following a circumstances: b The supplier will only accept this method of payment i.e. Adobe, Zoom, Squarespace c There is an urgent business need i.e. d non payment will affect the day to day running of the Council non payment will endanger the lives of employees of the council, or members of the public, such as e a Health & Safety issue f it is required as a method of payment in order to obtain a cheaper deal or product The individual transaction limit for the card will be set at £2000 and any exception to this will have g to be approved by the Council

2 Method of Use a All payments made by card, must be approved by Council in the normal way Before an individual payment is made, the Purchase Order will be sent via Adobe Sign to the Town b Clerk and a Councillor for signature and authorisation The only exception to the above is if there is an absolute emergency or if the Town Clerk is off sick c and in that event, authorisation will be obtained from two councillors and whoever is deputising for the Town Clerk 3 Security for the Card

a The card number and other information will not be disclosed to anyone other than the cardholder. When the office returns back to normal, after COVID, the card will be kept in the locked filing b cabinet in the RFOs office

c When the card is taken from the Shire Hall, it will be kept secure at the cardholders home and not be removed from that premises, and not disclosed to any other member of that household If the cardholder leaves, the card will be cancelled and a new card obtained in another staff d member's name e If there is a business need, to be decided at Council, further cards may be obtained If the cardholder is on long term sick leave, a further card may be obtained after a decision by f Council Monmouth Town Council - Internal Audit 2020-21

Visit Date: tbc

Agenda A (Stage 2)

1. Matters outstanding in agreed 2020-21 Internal Audit Programme:

a. Has the Council formally adopted Standing Orders and Financial Regulations (copies required for Audit file)?

These were reviewed and adopted by the Town Council on 7th September 2020. Financial Regulations were further reviewed and amended on 25th January 2021 to incorporate the use of debit cards. A copy of the Financial Regulations has been provided together with the specific delegation arrangements which were also reviewed at the same meeting. Correct

b. Has a RFO been nominated within these Regulations and currently in post?

Yes (in various sections) but the Town Clerk/RFO post will be combined in the new structural arrangements (the appointment process is on-going). A locum Town Clerk is currently covering the post with an Assistant RFO officer. Correct

c. Is there evidence of items/services above approved thresholds having been competitively purchased?

The sample of invoices analysed in stage 1 of the audit plan suggested that for some payments, there was insufficient evidence of competitive purchasing. In mitigation of this, COVID19 restrictions, limited access to normal office facilities and transitional structural arrangements are all understood to have fettered the Council’s normal arrangements to safeguard value for money. Correct

d. Has the Council approved any official waivers to Financial Regulations?

The Locum Town Clerk has confirmed that 3 waivers of Financial Regulations have been approved by Council (one in December 2020 and 2 in January 2021) and a further waiver will be sought later in the year in order to allow the Assistant RFO to process a limited number of debit card payments. The Council has also approved an updated ‘Recurring Payments Approval Authority List’ in September 2020 in order to expedite a limited number of specific regular payments. Correct

e. Placing of orders for goods/services – order forms/letters/e mail/other records.

Some orders have been placed by telephone with subsequent recording and confirmation of price, details etc. by letter/official order/e mail. A standard order form is the preferred option to maintain a proper audit trail from agreeing price/quotation/tender, to placing the order and finally approval to pay the invoice following satisfactory completion of the contract. Correct

From the sample of invoices taken to test compliance with procurement procedures, the evidence suggests that official orders were being used but on many occasions had been prepared and dated retrospectively (this is also understood to be due to the above mitigating circumstances and has subsequently been corrected). Correct

The Council is also implementing a purchase order module within the RBS Financial Ledger system, which is understood to generate orders electronically and record the required accounting commitments. This may remove the requirement to maintain a manual order system but it is essential that a clear audit trail of accountability and authority continues to be maintained. Correct and noted. The council HAS implemented a purchase order module.

The Council should also ensure that its main financial systems are safeguarded from any risk of electronically generated commitments causing distortion to budget monitoring reports and management information. Noted

f. Has the Council let any large contracts/tenders during the current year (evidence required)?

Large contracts are often let to Monmouthshire CC on a recurring basis and are usually subject to formal service level agreements, which are retained for inspection at the Shire Hall. These were reviewed on 25th January by Full Council and a number of issues have been raised with the County Council. Correct

Following a substantial review process during 2019/20, the Town Council has approved new management arrangements (including specific tender/quotation procedures) for all contracts and SLAs, in order to realise improvements in both existing processes and best value. A copy of the latest and updated document was provided in February 2021 and this was reported to Council in February (a copy of the minutes is required). Noted

Copies of existing contracts/agreements are retained for inspection at the Shire Hall and it is understood that these records are will be maintained in compliance with the Council’s contract management procedures. Correct

Christmas Lighting (approximate value £55,000 over 4 years) and Street Decorations (approximate value £36,500 over 4 years) tend to be the largest private sector contracts for which MTC usually seeks formal tenders. The Christmas Lighting contract expires in 2020 and a formal tender process and contract award is now due (copies of the report and minutes recording Council approval will be required in due course for the internal audit file). The Street Decorations contract has been let until September 2022 and the tender report has previously been provided for the Internal Audit file. Both of these substantial external contracts have been incorporated within the Town Council’s new management arrangements. This is already in hand.

g. Payment controls – documented, approved and sent to Members?

These are included in Standing Orders/Financial Regulations and the Council’s ‘Management of Risk Assessment’ document. All Members have been provided with a copy of these documents. Correct

From the sample of invoices taken to test compliance with payment procedures, the evidence suggests some non-compliance with longstanding procedures (this is also understood to be due to the mitigating circumstances referred to previously and has subsequently been corrected). Correct

h. 2021-22 Final Budget and Precept decisions, including consideration of use/levels of reserves and options for different levels of local Council Tax. Date of Budget and Precept report to Council. Copies of reports/minutes required for audit file, including a copy of the 2020-21 Precept Letter to MCC.

The Council agreed a budget on 4th January 2021 after considering draft proposals in December 2020. Also at the December meeting the Council agreed to suspend Financial Regulation 3.1 to consider the budget without first going through Committee discussion. A 2021-22 Precept of £383,261 (£396,395 for 2020-21) was agreed and has been communicated to Monmouthshire CC on 18.01.21 (a copy of the precept notification letters for 2021-22 and 2010-21 are required for the internal audit file). From the detailed minutes and reports provided, it is clear that the Council considered the use and level of reserves and the achievement of savings in order to reduce the precept and acknowledge the hardship faced by many local residents during the current pandemic. Correct

i. Accounting for income – sources, banking etc. (documented evidence).

The Council’s main sources of income in 2020-21 were the precept, VAT reimbursement, grants and bank interest. These are all paid directly to the Council’s bank account. There was £489658.62 miscellaneous income during the year to date and it has been banked promptly when received (examples of documents recording receipt of income and prompt banking required for the Internal Audit file). Most of these payments were credited directly to the bank account except two cheques paid for Planning Training for 9th March 2020, although not paid in until 20th April 2020. Copy of paying in slip attached.

j. Arrangements for the security of cash/other valuables (safes etc.).

These arrangements are the same as those detailed in the previous year (Mayor’s chain, Maces etc.). Items are kept securely within the Shire Hall or the local Museum when not being used for official events and are sometimes kept at home, which has been confirmed as agreed with the Council’s Insurers by the Town Clerk/RFO. Petty cash is kept in a locked cabinet and lockable container in the Admin office. Correct

If a second internal audit visit isn’t possible, can it be confirmed that the Petty Cash balance hasn’t changed from the opening balance of £65.80? It has not changed. This was checked by the Assistant Finance Officer on the last visit to the Shire Hall in early January when access was granted to collect bunting. No one has had access since and the key for the filing cabinet and tin are kept securely.

k. Petty Cash system – ‘walk through the system’ (RBS, examine vouchers, VAT accounting, reporting, reimbursement).

The approved maximum level of the Petty Cash Float has been confirmed at £250 (Financial Regulations). The process requires the current balance to be reconciled regularly to the RBS Cashbook (allowing for cash held and any outstanding vouchers to be reimbursed). Correct

An example of a reimbursement is not available this year, as there is no access to the Admin Office and it is understood that there have been no transactions. The Town Clerk/RFO will however need to reconcile and certify the Petty Cash Account balance at 31st March 2021 as part of the 2020-21 Annual Return process. Correct

l. Asset Register (updated/valuation basis)

A new revised Asset Register was approved by Full Council on 7th September 2020. In order to comply with the statutory Annual Return requirements, a final Asset Register will need to be approved by the Town Council as at 31st March 2021. A copy will be required for the Internal Audit file. All asset values will normally be included on a historic cost (or best estimate) basis, apart from where statutory guidance advises otherwise. Insured values will normally exceed these valuations (as they are index-linked) and the Town Clerk /RFO will review annual insurance policy schedules to confirm that all Asset Register items have appropriate insurance cover. Noted

m. Insurance Schedules.

A copy of all current Insurance Policy schedules, including proof of payment of the 2020-21 premium invoice(s), have been provided for the Internal Audit file. It was confirmed that the schedules are reviewed annually by the Town Clerk/RFO and that the current Long Term Agreement (LTA) contract is next due for renewal in October 2021 and this should be subject to a tendering process. Correct

n. Has the Council undertaken an assessment of risks, on at least an annual basis?

A copy of the most up to date ‘Management of Risk Assessment’ document is required for the Internal Audit file, together with confirmation of date of Council approval (minutes/reports required). To be considered at the Finance & Policy meeting scheduled for 8th March

o. Does the Council operate payroll procedures which ensure that salaries paid match those approved in employment contracts and that the correct level of PAYE and Pension contributions are collected and paid to the appropriate bodies?

A number of anomalies have been identified from Payroll sample analysis, the most serious of which is an apparent continuation of two staff not being paid contractual incremental increases. This had first been raised during the 2019-20 audit and an assurance was then sought and provided to confirm that this would be corrected prior to the end of the last financial year. Being investigated but it is believed all staff received appropriate salary increases.

p. Has the Council approved and implemented the IRPW 2020 statutory guidance? Is there evidence to confirm compliance with current HMRC requirements?

The appropriate IRPW statutory determinations were approved in January 2021. Any letters declining acceptance should be retained on file together with current HMRC personal allowance notification documents. Noted

2. To discuss close-down arrangements for the 2019-20 MTC Accounts (including accruals for income and expenditure, end of year payroll summaries and latest RBS system copying).

It was agreed that the Internal Auditor would be consulted on accruals for income and expenditure, in order to ensure that appropriate commitments are made in the annual accounts for all debtors and creditors. This consultation will need to take place prior to close down and roll- over of the financial systems by RBS (29th April 2021) and the Assistant RFO will advise on a convenient date prior to this. Noted. PH has already consulted with the IA on the accruals brought forward from last year. The list of accruals, prepayments, EMRs, creditors and debtors is almost ready.

End of year payroll summaries will be provided for all pay periods and copies of the appropriate reports from the final accounts version of the RBS system will be made available to the Internal Auditor. Correct

3. Any other items of significance identified by the Town Clerk and/or RFO or arising from Council minutes.

It was agreed that due to extenuating circumstances, a separate interim internal audit report would not be prepared this year. Noted

Residual points from Stage 1 of the Internal Audit Program are listed in a separate document and unless resolved satisfactorily, may need to be incorporated in the Annual Internal Audit Report to Council in June 2021. Noted

Monmouth Town Council

Residual Points Unresolved (as at 16th February 2021)

Points Outstanding From Payroll Sample

1. The decision of Council last year to award contractual incremental progression to CW and PH has clearly not been implemented despite the assurance provided and both employees continue to be substantially underpaid.

Both employees have received an incremental increase during the financial year (in addition to the nationally agreed cost of living increase, backdated to 1st April 2020). Their roles and pay scales are currently under review and new salary scale ranges in support of incremental progression are proposed.

2. Outstanding matters in respect of back pay and overtime payments made to the former Town Clerk should be reviewed and if the conclusion is that a net overpayment amount should be written off, that decision should be taken by Council (as a confidential item).

Under review.

3. Payments made for homeworking should also be reviewed and where any amounts are confirmed as having been overpaid, the Council should consider taking appropriate recovery action in the March 2021 payroll (the review will also need to take into account that these payments were not subject to PAYE or Pension contributions). Where recovery is not possible (e.g. as the individuals are no longer employed by the Council), write-offs may be necessary and these should again be approved formally.

Under review. HMRC website confirms these payments are not taxable.

4. Copies of HMRC notification documents, confirming 2020-21 tax codes/personal allowances applied to salary payments for DL, SJ and CW, are still required in order to confirm that statutory deductions have been calculated correctly. In the absence of these documents the internal audit will note the payslip tax codes used but will not be able to verify these independently.

All the requested documents were sourced from the Payroll Company and provided to the internal auditor.

5. For some Members, copies of HMRC notification documents are also still needed. These will verify that the correct 2020-21 tax codes/personal allowances are being applied to any allowances paid and that statutory deductions are correctly calculated. Copies for the following Members only have been provided to date (CB, JG, RH, JL, and TC) and these have been checked back to payroll source documents. For one Member (RH), the latest allowance code issued in November 2020 is different to the one shown on the source payroll documents (although no allowance payments had been made to this Member up to November 2020).

In the absence of these documents the internal audit will note the payslip tax codes used but will not be able to verify these independently.

All the requested documents were sourced from the Payroll Company and those available were provided to the internal auditor. There are no MTC councillors with the initial RH entitled to Councillor allowances. It is assumed that where there are no changes to tax codes in year, the information is not reissued by HMRC.

Points Outstanding From Invoice Sample

The frequency of anomalies identified in the 2020-21 sample of invoices was much higher than in previous years, although some were of relatively minor significance. Consequently, further clarification and in some cases additional assurance has been sought from the Locum Town Clerk/RFO (which has been given and received in good faith).

However, there is a clear and on-going internal audit acknowledgement of the extenuating circumstances of this year, some of which are likely to continue to impact upon the Council and its daily administration for some time yet. Subject to new permanent structural arrangements being in place early in the new financial year, a return to full compliance is expected to follow, with further anticipated opportunities for improved administrative effectiveness.

The Town Council’s financial governance arrangements have evolved over time and it is a matter of public record that the external auditor has certified clear opinions on Annual Reports for a number of years. However, when routine and fundamental control procedures are temporarily overlooked, the Council is exposed to risks that these procedures are designed to manage and mitigate.

The unique challenges of the current year have reaffirmed the importance of working through the internal audit program systematically, in order to verify that the key internal check and control procedures which safeguard governance arrangements are being applied. The verification work undertaken on the invoice sample did not appear to provide evidence of significant loss to the Council, apart from in the following instance.

Formal Council meetings were not held during April 2020 and during the first meeting using conferencing arrangements on 11th May 2020, there is evidence of Members expressing initial views on these arrangements and the former Town Clerk responded accordingly.

A Conferencing Facilities report and option analysis had previously been sent to Members in late April 2020 but by February 2021, there was still no evidence of a contractual agreement with BT having been formally approved by Members at a Council meeting. Although the extenuating circumstances at that time are acknowledged, including:

• the need for the Council to set up suitable arrangements as a matter of urgency and facilitate normal Council business,

• new statutory meeting regulations were emerging and this required appropriate flexibility,

• the need for the Council to promote inclusivity and prevent any potential sensory discrimination during meetings, the Council could by now have reviewed the initial agreement and at least made the contract award compliant with Financial Regulations, through retrospective Council approval.

Of greater concern is that there is no evidence to confirm the Council has undertaken its duty to secure value for money in respect of this agreement with BT, particularly as the total cost is now significant and increasing.

The charge rate quoted to Members in the Conferencing Facilities Report and option analysis was a minimum of 3p per minute per person and a maximum of 4p per minute per person. However an analysis of invoices indicates that the charge can be as much as 7.3p per minute and the monthly bill is often quite substantial.

Some Councils are now using the Microsoft Teams platform at no additional cost - this is understood to provide both video and audio access and allows filtering. It is also reported as being able to provide a dedicated audio conferencing facility at an additional but more limited cost.

Another option is Star Leaf, which is believed to be used by OVW - this is reported to be free for a significant trial period, is then around £10 per month and meetings can be accessed by attendees using video or telephone conferencing (so provision for visual impairment and limited availability of IT equipment may be covered).

Other platforms are also available and may provide the required functionality on a more cost effective basis. For September 2020 alone, the Council’s existing arrangement has cost almost £500 for audio telephone conferencing only.

Now that there is greater clarity regarding statutory meeting regulations and there is time to consider other options available, the Council should consider an urgent review of current arrangements. This should ensure that in future, the preferred option satisfies both the needs and responsibilities of the Council and more clearly represents value for money. The review should be undertaken and reported as soon as possible and in the meantime the Council should retrospectively approve the contractual BT Conferencing arrangements used to date.

This is an agenda item for the 22nd February Full Council meeting.

MONMOUTH TOWN COUNCIL Shire Hall Agincourt Square NP25 3DY Tel: 01600 715662 Email: [email protected] www.monmouth.gov.uk

Date: 16th February 2021

Report to Full Council

Subject: Committee Structure and Working Groups Review Update

Prepared by: Deborah McNeill, Locum Clerk

Introduction

1. At the 25th January meeting of Full Council, a Task and Finish Group consisting of all three staff and the chairs of the three main committees was set up to review committee structures and report back to the February meeting of Full Council.

New Committee Structure Proposals

2. The committee structure proposals presented to Full Council and considered by the Task and Finish Group were as follows: a) Combine Community Affairs and Environmental Affairs into one committee. Consideration of a new name for this combined committee, External Affairs was proposed. b) Finance and Policy to continue but meet quarterly. c) Full Council to meet monthly. d) Planning Committee to meet as and when required in the same manner it has been during the pandemic.

Task and Finish Group

3. The specific remit of the task and finish group was to:

Review the current committee structure, delegations (to Officers and committees) and current working groups including their purpose and effectiveness and make recommendations to the February meeting of Full Council to include a proposed timetable of meetings for the next civic year.

4. The T&FG met and considered all of the above aspects of their remit and discussed/agreed the following:

a) The aim of the process is to improve outcomes and decision making b) Propose stand alone committee structure and delegations (separate from Standing Orders) and review officer delegations c) Review whether the cost codes in the accounting system will be materially affected by combining the two committees (further investigation has identified this should not be a major problem; suggest leaving as is for the next financial year and review at year end/budgeting) d) Meetings of Finance & Policy should be four times per year rather than quarterly to make the meetings fit more flexibly around specific annual financial requirements of the Council such as budgeting, end of year etc. There would be no restriction on calling extraordinary meetings to consider additional matters outside the four meetings per year as required. Meeting frequency to be reviewed regularly. e) Policies procedures are proposed to be reviewed as part of the Whole Office Review f) Seek to have a meetings recess in August. g) Combining the two committees (Community Affairs and Environment Affairs) seems a sensible option and is worth trying. The proposed committee name of External Affairs was considered appropriate. h) To remove outside bodies from every agenda and to report to committee(s) as necessary. i) Consider producing policies for certain regular items eg dog bins so decisions can be made by officers implementing the policy without reference back to the committee except for reporting purposes. j) Propose that when members are requesting an item be added to the agenda, that the supporting papers are provided at the time of asking so they can be distributed with the agenda and other members then have time to ask questions. This would avoid items on agendas not being discussed because the member requesting them isn’t in attendance and has provided no supporting information. Perhaps introduce a policy of no supporting papers, no agenda item for member requests.

5. A number of actions were agreed including

a) Officers to review ways to reduce agendas for a combined committee b) That each of the two committees review current working groups at their next meetings and report back to Full Council in March c) To refer to the Environmental Affairs Committee, the ACE working group proposals to completely separate them from the Council as standalone groups given that each of the four subgroups have constituted themselves. This will provide clarity and give the groups autonomy whilst allowing them to still be supported by the Council with grant funding. d) To prepare a draft scheme of delegation to take to the March meeting of Full Council.

Recommendations to Full Council

6. The T&FG makes several recommendations to Full Council namely:

a) For Full Council to meet monthly except August b) For Finance and Policy Committee to meet four times per year with extraordinary meetings to be called if required c) To proceed with combining Community Affairs and Environment Affairs into one new committee called External Affairs to meet monthly d) Planning Committee to meet as and when required in the same manner it has been during the pandemic (to be reviewed periodically) e) To separate committee structure from Standing Orders and provide clearer remits and delegations to committees and the Clerk and to consider at the March meeting (including appropriate recommended revisions to Standing Orders and Financial Regulations to facilitate the proposals) f) To have a meetings recess in August g) To consider recommendations from officers for reducing committee workloads (see attached proposals) including developing policies for regular items eg dog bins/benches etc h) To remove outside bodies from every agenda and to report to committee(s) as necessary. i) That council adopt a policy for members of “no supporting papers, no agenda item” when members request that an item is added to an agenda. j) To consider a draft meeting timetable from 1st April.

Monmouth Town Council Draft Committee Schedule 2021/22

Month Full Council (4th Monday) Policy & Finance External Affairs (2nd Planning (TBC) Monday) April 26th 12th May 24th (Annual) 31st (end of year accounts) 10th June 21st (Approval of Accounts) 14th 28th July 26th 12th August (recess) September 27th 6th (policies review) 13th October 25th 11th November 22nd 29th (review draft budget) 8th December 27th 13th January 24th 10th February 28th 21st (internal controls 14th review) March 28th 14th

Monmouth Town Council proposal

Mind Monmouthshire approached Monmouth Town Council in early 2020 to request grant funding. At that time, we had secured funding from Abergavenny and Chepstow Town Councils to deliver wellbeing courses and activities to citizens across the county.

A snapshot of figures relating to the Monmouth district was produced in the report “The impact of mental health across Monmouthshire” by Dr Rebecca Clark-Elford which showed:

“Within the Monmouth District (NP25), Mind Monmouthshire have supported approximately 225 people in 2019. From January- December 2019, 128 people were offered Information, Advice and Assistance (IAA). Furthermore, 38 people attended wellbeing services, including wellbeing courses, walking groups and peer support, with each person attending on average 5 times over the year (181 attendances). Within the Tenancy and Supported Living project (TASL), support was opened for 11 people and in December 2019 the TASL team were supporting 12 people within the Monmouth district. Within the TASL team the Welfare Rights service had offered benefit support to 21 people. Finally, from January 2017- December 2019 our counselling service had offered counselling sessions to 83 people, with a further 22 being referred back to GP, due to scoring above the Core-OM limits for referral”.

Since then, the landscape of how we offer services has been impacted at a fundamental level by the Covid19 pandemic. Tried and tested ways of provision have been shaken to the core, and as an organisation we have had to think imaginatively how we can continue to meet our Mission Statement: To empower and support anyone living with a mental health problem, deliver excellent services and promote understanding.

We have learned over the last year that many people are finding lockdown a challenge, and that it is more important than ever that we are available to provide a service. That service could be a ‘listening ear’ for those who have known about our services ‘forever’, but also for those people for whom feelings of anxiety are new, and may need support dealing with those feelings.

Staff have focused on remodelling our Anxiety, Depression and My Generation Courses and have also developed new resources for peer support sessions. Some of the challenges that we are working with in terms of delivery (of the outcomes that we could have agreed pre covid19) include:

• Engaging people who may not have used our services before. With organisations operating remotely, opportunities for traditional methods of promotion, i.e. posters, presence in venues, word of mouth, are reduced. We are looking at ways to promote our services other than via social media (and would welcome any suggestions).

• Providing services that are not reliant on access to wi-fi or mobile data. Anecdotally we know that some people do not want to use Zoom at all. Our Active Monitoring service has been able to meet the gap of some of this group as this takes place over the ‘phone.

Currently we have 25 people with an NP25 postcode on our waiting list for wellbeing courses. The funding from Monmouth TC will allow another 2 days per week staff time to deliver additional sessions, a combination of wellbeing and resilience, working alongside the staff member employed

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via Abergavenny and Chepstow TC funding and Lottery funding (amounting to 1.5 staff members) as part of the wellbeing team. It will provide time to look at marketing and promotion, ensuring that we reach as many people as possible across the county, but it will also allow us to better understand how we reach people in Monmouth to make them aware of our services in a more imaginative way. We have the services available that can help, but we need to be able to make those connections and get the best possible outcome for the funding we receive.

To reach people who may be struggling emotionally at this time. It is important for Mind Monmouthshire, with the help of Monmouth Town Council, to adapt to an ever evolving situation and allow constituents, who may not recognise themselves as having a mental health condition previously, a safe and non-judgemental space to offload and build their own resilience.

Bernadette Kelly Operations Manager 16th February 2021

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DATED

and

MIND MONMOUTHSHIRE

______

PARTNERING AGREEMENT

of Mind Monmouthshire service in Monmouth

______

AGREEMENT

DATED:

BETWEEN:

(1) Monmouth Town Council Shire Hall, Agincourt Square, Monmouth, NP25 3DY (the “Council”).

(2) MIND MONMOUTHSHIRE. Henton House, 28 Monk Street, Abergavenny, Monmouthshire, NP7 5NP

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. MIND Monmouthshire is one such organisation.

(B) Mind Monmouthshire can help the Council support vulnerable people of all ages who benefit from mental health support. Priority areas for the Council are children & young people and addressing the challenges of demographic change.

(C) Monmouth Town Council is committed to retaining the service offered by Mind Monmouthshire in Monmouth to ensure that residents with mental health issues are able to receive free support in a responsive and accessible format.

(D) Mind Monmouthshire seeks security of funding to enable the organisation to have a future and to respond to the enquiries received. 1 PARTNERSHIP SERVICES

1.1 During the Term of this Agreement, the Council shall provide funding to support the work of the charity as set out in Annex 1.

1.2 Mind Monmouthshire 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 Town Council to contribute to continuing to provide wellbeing services for 2 days a week in the Monmouth area.

1.3.2 Presence of Monmouth Town Council on the Trustee Board of Mind Monmouthshire (in an observer capacity)

2 DELIVERABLES

2.1 Mind Monmouthshire is to deliver against the four Monmouthshire PSB Wellbeing Objectives and the Town Council Strategy & Action Plan. Details of deliverables are 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 2023.

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 Mind Monmouthshire should notify the Council at the earliest opportunity should the charity 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 Mind Monmouthshire should have in place appropriate insurances which includes public liability insurance. Mind Monmouthshire 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 Trust will have in place a safeguarding policy 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 £15,000 in 2021/22 in two instalments; the first following the signing of the agreement and the second instalment in October.

4.2 Thereafter the Council will pay the annual sum in two instalments; the first instalment in April and the second instalment in October.

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 As a minimum, the Council and representatives from Mind Monmouthshire will meet annually. This will involve a presentation by the charity, incorporating the performance measures as set out in Annex 3.

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 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 Mind Monmouthshire newsletters 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 Chief Executive of Mind Monmouthshire within fourteen (14) days of the matter being raised, may be escalated by either party to the Chair of the Management Board and Monmouth Town Mayor by notice in writing.

8 PUBLICITY

Mind Monmouthshire 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.

Signed on behalf of Monmouth Town Council ) Signature:

By Name: ) Date:

Signed on behalf of Mind Monmouthshire ) Signature:

By Name: ) Date:

ANNEX 1

PARTNERSHIP FUNDING

£15,000 funding 2021/22

£15,000 funding 2022/23 ANNEX 2

DELIVERABLES

Give Children & Young People the Best Possible Start in Life

• To provide mental health and well-being support sessions to adult individuals which will support families to build resilience and support families to cope with life’s challenges.

• To raise awareness to adults regarding the wider services that are available through Mind Monmouthshire and within the community; enabling families to be aware of support in the local community.

• To promote our resilience and wellbeing sessions to organisations that provide support to families and young people (promoting adult participation).

Address the challenges of demographic change

• To provide wellbeing and resilience sessions, improving resilience and social connections.

• To identify and signpost the wider services available in the local community (including Mind Monmouthshire) to assist them with their support needs and support wellbeing where appropriate.

• To deliver accessible sessions, building on partnership working where possible

Communities and businesses to be part of an economically thriving and well-connected county

• To explore opportunities for local businesses to support Mind Monmouthshire with the provision of services and fundraising

• For Mind Monmouthshire to use, where possible, local tradespeople and suppliers.

Protect & enhance our natural environment & minimise the impact of climate change

• Mind Monmouthshire to endeavour where possible to limit our impact on the environment and reduce, re-use, recycle resources.

ANNEX 3

PERFORMANCE MEASURES

The annual report will include the following measurements and associated statistics for the NP25 postcode area

o Number of individuals supported via the resilience and wellbeing project

o Number of resilience and wellbeing sessions delivered

o Age of individuals who attend

o Number of referrals to the resilience and wellbeing project • Number of clients assisted in Monmouth

• Number of sessions delivered benefiting Monmouth residents

• Additional funding secured

• New partnerships created

The Update Report could include a number of case studies to reflect the impact of Mind Monmouthshire’s service provision on individuals lives.

Welsh Language Website Report-Vision ICT Prepared by C. Williams 19.02.2021

I had a discussion with D. Hillier of VisionICT regarding the best way forward for securing a Welsh language website.

D. Hillier explained that there are 2 ways that MTC’s current website could be changed to include the Welsh language:

1. Each page could be duplicated

This would involve copying each page that is currently on the website and having an English and Welsh version. There is no limit on how many pages we can have on the website but the more pages there are, the more there is to load which could impact the quality of the website. It could also make the website difficult to navigate as it won’t be as clear. These additions would not cost anything as adding the pages and content can be done in house by the MTC Officer.

Pwyllgorau Hafan Y Cyngor

2. Create a new Welsh website

Vision ICT would set up an exact copy of the current website that the Welsh translation could be included to. They would create a sub-domain to the current website so the website address would be the same with an addition of a “/cymraeg” for example. The benefit to this is that there will be a clear distinction between the 2 websites making them easy to navigate and easier to load. VisionICT would only create the template of the website for Officers to then upload the translated content prepared by the Welsh Language and Equality Officer at Monmouth County Council.

The cost for Vision ICT to set up a basic template of our current website would be £250.00. They would be able to include the photography backgrounds and headings to the basic set up for a total of £400.00. In addition to these costs, there would be a further annual charge of £125.00. D. Hillier anticipated that a second website could be prepared within 1 week. It would be up to the MTC Officer to complete the set up with the content including photographs.

If it is agreed that 2 separate websites are the way forward, a link can be put on both so that the user can switch easily from Welsh to English or vice versa.

Conclusion

In my opinion, whilst there is a cost implication, the best way forward would be to have a separate Welsh language website. It would be more user friendly, it would make the websites more accessible for all and it would ensure that the websites load correctly and quicker. As the Officer who updates the website, the additional work of uploading new content would be doubled but that would be the case with either option. If the Council was to opt for the additional website, the basic setup for £250.00 would be sufficient as the addition of photographs can be done in house, although this would take more time and so this would have to be borne in mind.

If the Council is minded to duplicate the pages on the current website, each page could be added as the MCC Officer translates and so the Welsh language content would build gradually.

Electronic Conferencing Facilities Review 22.02.21

BT Conferencing Microsoft Teams Zoom Starleaf BlueJeans Intrado

up to 20 for basic or up to 100 for Number of users 40 plus Chair up to 10,000 up to 100 business up to 50 Audio x x x x x x Video - x x x x x Combined - x x x x x Meeting recorded? x x x x x x List of commands availabe to Chair Screen sharing, Chair controls, chat Screen sharing, chat options available, document sharing available, chat Unlimited meetings, lock meetings, Polling, mute/unmute, lock meeting, options available, Central space for Chair controls available, polls, hand options, unlimited meetings on exclude participants, screen sharing, document sharing Additional Features documents to be uploaded and visible to raising, co-anotate documents shared business package, chair controls polling, Q&A, recording, and text all members of the meeting. chat

External participants? Yes (number can be provided to anyone) Yes Yes can provide link to meeting Yes can provide link to meeting Yes, can provide link to meeting Yes Secure? Yes Yes Yes Yes-used by OVW Yes Yes 020- 3p/person/minute (may incur standard Free 7 day trial and then £108.05 Free 21 day trial then service provider charges) or 0800 Free (unlimited meetings up to 40 per year per host (Standard) USD11.99/month Cost 4p/person/minute. As the package Council mins per meeting) or £11.99 per Free (up to 45 mins per meeting) or has been using since July, it has cost an month per host for unlimited £11.99 per month for business average of £260/month Teams is free with Microsoft package meetings package (unlimited meetings) It is hard for those with hearing issues Accessibility x x Not known Not known Not known

Pros Cons Pros Cons Pros Cons Not enough known about this Not enough known about this platform Not enough known about this platform Pros/Cons • Suitable for those • The lack of visual • Participants can • Those with poor • Participants can • Those with poor platform to assess the pros and cons to assess the pros and cons to assess the pros and cons who are visually cues for sighted either phone in or wifi signal struggle either phone in wifi signal impaired people can be very attend online with to join online or attend online struggle to join challenging or without • Those with no with or without online • Lack of control for camera landline and poor camera • Those with no muting individual • Host has the mobile phone • Host has the landline and attendees to option to mute signal would option to mute poor mobile eliminate individuals if struggle to call in; individuals if phone signal background noises background noise could be background would struggle • Very difficult for an issue expensive for “pay noise an issue to call in; could those who are hard • Considered to be as you go” • Considered the be expensive for of hearing • Lack of officer “pay as you go” • Some find this an accessible most accessible platform stressful online meeting experience in online meeting and causes anxiety platform using this platform platform • Is very expensive, • Free with (for hosting) • All officers are especially compared Microsoft 365 familiar with with other platforms package using zoom as a • No document meeting sharing facility platform (for hosting) • MTC already has a subscription

The key factors to consider with any digital meeting platform is that it must be user friendly, accessible to all, functional and cost effective. MS Teams and Zoom more effectively meet these requirements than BT Conferencing. Currently with BT Conclusion Conferencing, the chair ‘hosts’ the meeting. With Zoom or Teams, whichever officer is clerking the meeting would host it, which is how the majority of town and parish councils manage online meetings. It is recommended that Council cease using BT Conferencing and use Zoom instead as an online meeting platform because Officers are more familiar with this than MS Teams.

From: Blanchard, Tristan To: Town Clerk, Monmouth Council; Lloyd Hughes, Andrew Cc: Admin - Monmouth Town Council Subject: RE: Annual charge for use of Shire Hall Date: 16 February 2021 16:27:24 Attachments: image001.png

Dear Deborah

I can now confirm that the same discount would be applied to the upstairs office

We previously charged £311 12 per month for this, which is £3,733 44 per annum

By only charging 10% of this, the charge for the upstairs office would be £373 34

Main office charge: £967 22

So total charge would be £1340 56

Many thanks,

Tristan

From: Town Clerk, Monmouth Council Sent: 16 February 2021 12:38 To: Blanchard, Tristan ; Lloyd Hughes, Andrew ; Admin - Monmouth Town Council Subject: Re: Annual charge for use of Shire Hall

Dear Tristan/Andrew,

I wondered if it would be possible to have a response to this by the end of this week at the very latest as I need to report back to the next Full Council meeting on Monday 22nd February and so we know for accounting purposes what the charge will be for the upstairs office.

Thank you, Deborah McNeill

Locum Clerk Monmouth Town Council Shire Hall, Agincourt Square Monmouth NP25 3DY Tel: 01600 715662 Email: townclerk@monmouth gov uk

Officers will be available by telephone Monday, Tuesday, Thursday and Friday between 10am and midday. Emails are monitored Monday - Friday between 10 00 a.m. until 3 p.m. The Shire Hall remains closed to members of the public and Officers are working from home.

When you contact us the information you provide (personal information such as name, address, email address, phone number, organisation) will be processed and stored to enable us to contact you and respond to your correspondence, provide information and/or access our facilities and services. Your personal information will not be shared or provided to any other hird party. Your information may however be published in the public domain if you require the Council to discuss the matter raised. For further information please see our full privacy notice on our website: https://static1 squarespace com/static/5630d2b8e4b0465682375c36/t/5dcabfbef3feba5015ad1681/1573568447063/MTC+Website+Privacy+Policy pdf

From: Town Clerk, Monmouth Council Sent: 01 February 2021 17:00 To: Blanchard, Tristan Cc: Admin - Monmouth Town Council Subject: Re: Annual charge for use of Shire Hall

Dear Tristan,

Thank you very much for this information. The Town Council is very pleased at this significant reduction given the lack of access to the building. This figure relates to the downstairs space that the Council rents and the question was asked whether the same would be applied to the upstairs office please? And if so, could you please confirm the figures for that space too?

Thank you, Deborah McNeill

Locum Clerk Monmouth Town Council Shire Hall, Agincourt Square Monmouth NP25 3DY Tel: 01600 715662 Email: townclerk@monmouth gov uk

Please note some Officers have returned to the Shire Hall on Tuesdays and Fridays and are working from home the rest of the week. The temporary phone line is no longer available. Officers will be available by telephone on Tuesday and Friday from 10 00am until 3 00pm. If Officers are not available please leave a message or if the matter is urgent please email. Emails are monitored Monday - Friday between 10 00 a.m. until 3 p.m. The Shire Hall remains closed to members of the public. When you contact us the information you provide (personal information such as name, address, email address, phone number, organisation) will be processed and stored to enable us to contact you and respond to your correspondence, provide information and/or access our facilities and services. Your personal information will not be shared or provided to any other hird party. Your information may however be published in the public domain if you require the Council to discuss the matter raised. For further information please see our full privacy notice on our website: https://static1 squarespace com/static/5630d2b8e4b0465682375c36/t/5dcabfbef3feba5015ad1681/1573568447063/MTC+Website+Privacy+Policy pdf

From: Blanchard, Tristan Sent: 25 January 2021 14:32 To: Town Clerk, Monmouth Council Subject: Annual charge for use of Shire Hall

Good afternoon, I have spoken to our finance officer regarding the Annual charge for Monmouth Town Councils use of Shire Hall for this current financial year, and we have come to the decision, given the dates of closure and lockdowns, to charge 10% of the previous year s annual charge

As this was £9677 22, the charge would be £967 22

If you are in agreement with this figure please let me know, I will then have the invoice raised

Kind regards,

Tristan

Tristan Blanchard Site Lead Shire Hall, Monmouth 07971 651462 01600 775257

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To: Clerks to Community & Town Councils

15 February 2021

Dear Clerk

Review of the Remuneration Framework for Community and Town Councils

The Panel has decided that it is an appropriate time to undertake a review of the framework for the remuneration of community and town councils. The intention is to complete the review by early autumn so that any changes can be incorporated into the Annual Report for 2022/2023 and will be effective following the elections to new councils in May 2022.

Our intention is to work closely with the sector in the process of the review and we have agreed this approach with One Voice Wales and the Society of Local Council Clerks. We will be inviting other representative organisations to participate. However, the Panel considers that it is important to have an input from a range of councils reflecting size, geography, rural and urban. Therefore, we are looking for expressions of interest from individual councils to participate in the process of the review so that we can select an inclusive range.

We will be consulting on the outcome of the review so all councils will have the opportunity to comment before the revised arrangements are put in place.

If your council is willing to participate, I would appreciate a response by 1 March.

Yours sincerely,

John Bader Chair MONMOUTH TOWN COUNCIL

Shire Hall Agincourt Square Monmouth NP25 3DY

Tel: 01600 715662 Email: [email protected] www.monmouth.gov.uk

Minutes of the Staffing sub-committee Remote Meeting held on Tuesday 16th February 2021 at 4:00 p.m.

Present: Cllr R Smith (Chair) Cllr M Feakins Cllr T Christopher Cllr R Roden

Deborah McNeill, Locum Clerk One member of the press

35. Attendance and Apologies for Absence To receive and accept apologies for absence. No apologies for absence were received from Cllrs Lucas and Blair.

36. Election of Deputy Chairman To elect a deputy chairman for the Staffing Sub-Committee meeting.

It was resolved to elect Councillor M Feakins as Deputy Chairman of the Staffing Sub-Committee meeting.

37. Declarations of Members Interests and Dispensations To receive declarations of interest in items on the agenda in accordance with Part III of the Local Government Act 2000. There were none.

38. Staffing Sub Committee Minutes To approve the Minutes of the Staffing Sub Committee Meeting held on 19.01.2021.

It was resolved to approve the Minutes of the Staffing Sub Committee Meeting held on 19.01.2021 as a correct record.

39. Holiday Entitlement To determine how to treat unused holiday entitlement. The Locum Clerk advised that staff have more than the allowed five days to carry forward.

Discussion centred around the highly unusual circumstances this year and the general feeling that it was appropriate to allow the full amount of leave owed to be carried forward. It was noted this may also be a legal requirement under recent

Staffing Sub-Committee Agenda Page 1 18/01/2021

legislation introduced by the Welsh Government. Members were very conscious of staff’s well-being and although preferring they take the time off, they also felt it appropriate to offer the option of being paid for the additional leave, as an alternative.

It was resolved to allow staff to carry forward all the leave entitlement they have not been able to take or choose to be paid for the additional time over the allowed five days.

40. Exclusion of the Press and Public It was resolved to exclude members of the press and public from the meeting for consideration of the following items of business, under the Public Bodies (Admission to meetings) Act 1960, Section 1 (2), on the grounds of confidentiality.

The member of the press left the meeting.

41. Roles Review To consider recommendations from the Task & Finish Group.

Ellis Whittam and the staff have been consulted on the proposals and addendums to the existing job descriptions to reflect extra duties are proposed. Salary scale ranges and specific salary points were discussed and agreed for recommendation to Full Council. Discussion was held about a date for which the salary changes should take effect and it was agreed to seek the advice of Ellis Whittam.

It was resolved to accept the recommendations in the report and refer to Full Council for approval with proposed start dates for new salaries to be dependent upon advice from Ellis Whittam.

42. Appointment of Town Clerk/RFO To receive an update on the advertisement for the Town Clerk/RFO role and to appoint members to the shortlisting/interview panel.

The vacancy has been advertised on the SLCC and OVW websites, on Indeed, the MTC website, promoted by us on social media and in the South Wales Argus on Friday 12th February. There has been considerable interest in the vacancy with 18 application forms sent out and four received back to date. The closing date is 5pm on Monday 8th March.

It was noted that Full Council minute 176 e) gives delegated authority to the Staffing Sub-Committee to determine the number and make-up of the sifting and interview panel.

a) It was resolved to appoint Cllrs Feakins, Smith, and Roden to the sifting and interview panels with the Locum Clerk as the independent person with not less than three of these to be on the interview panel.

b) It was resolved that these members would consider and score applications as they come in.

c) It was resolved to set up a sifting panel meeting for Tuesday 9th March, time to be agreed.

Staffing Sub-Committee Agenda Page 2 16/02/2021

d) It was resolved to aim to provide a recommendation to appoint to Full Council on 22nd March if possible following interviews to be held w/c 15th March.

Councillor Feakins left the meeting. 43. Locum Clerk To review the Locum Clerk’s contractual hours.

The Locum Clerk advised that because of the extra work being undertaken including recruitment, the roles review and committee restructuring, she was consistently working more than the three days per week currently agreed. It was noted that the agreement with the agency through which the Locum Clerk was recruited, sets a fee per day.

It was resolved to recommend to Full Council to retrospectively approve the additional hours over three days per week already worked and that the Locum Clerk be paid for working any additional hours over the current agreed three days per week as required to meet the workload of the Council to a maximum of four days per week.

45. Staff Issues (Standing Item) It was noted that staff have been working considerable overtime hours recently and it was agreed that whilst very much appreciating their efforts, this needed to be monitored going forward to ensure staff wellbeing.

46. Date of Next Meeting To note that the next meeting will be called when required.

The meeting ended at 5.33pm

Staffing Sub-Committee Agenda Page 2 16/02/2021