Agenda item 3 Monmouth Town Council Shire Hall Agincourt Square Monmouth NP25 3DY Tel: 01600 715662 Email: [email protected] www.monmouth.gov.uk DRAFT Minutes of the Remote Extraordinary Meeting Of THE PEOPLE AND PLACES COMMITTEE held via BT Telephone Conferencing on Monday 19th April 2021 at 7pm Present: Cllr C Blair Cllr E Bryn Cllr T Christopher (Chair) Cllr A Dewhurst (Deputy Chair) Cllr M Feakins Cllr J Gunter Cllr K Jackson-Graham Cllr R Jupp Cllr R Roden Cllr J Treharne C. Williams (Administration Officer) 1 members of press and public Agenda Details Action Item No. 1 Attendance and apologies for absence To receive apologies for absence. Apologies were received and accepted from Cllrs Breeze, Smith and White. No apologies were received from Cllrs Jones, Legg and Lucas. 2 Declarations of Members interest and dispensations To receive declarations of interest in items on the agenda in accordance with Part 111 of the Local Government Act 2000, which established the Local Government Code of Conduct for Members. No declarations of interest were recorded. 3 Minutes To confirm as a correct record, the minutes of the People and Places Committee meeting held on Mondays 12th April 2021. It was resolved to approve the minutes of the meeting held on Monday 12th April 2021 as a true record. People and Places Minutes 12th April 2021 4 Public Participation To hear comments from members of the public on items to be discussed on the agenda. There were no requests received from members of the public. 5 Monmouth Savoy Trust Youth Scheme To further consider and approve the design for the Savoy Theatre “Kids Club” loyalty card. Concern was raised about whether it may have been a breach of Financial Regulations for Cllr Feakins to pay for the “Kids Club” logo, which he advised was a gift, however, the Administrative Officer confirmed there was no breach of Financial Regulations. Members were reminded that the reason and the focus for this scheme is the children of the town to provide some compensation for the hardship they have suffered as a result of the pandemic. The purpose of this meeting is to consider the design of the Kids Club card, all other elements have already been approved including the use of Bio-PVC cards, which was decided at the Full Council meeting held on 23rd March 2021. It was noted that this scheme has highlighted the need for a Welsh Language Policy for all future Town Council initiatives and projects. Most Councillors agreed with the use of the Welsh language on the cards. It was resolved (i) to approve design 5 of the design pack (Welsh at the front/ English at the back) for the Savoy Theatre “Kids Club” Loyalty Scheme. (ii) to refer the consideration of a protocol for involving school children in the design of the loyalty scheme cards in the future to the next Full Council Meeting and (iii) to refer the consideration of a Monmouth Town Council Welsh Language Policy to the next Full Council meeting. 6 Date of Next Meeting To note the date for the next meeting is scheduled for Monday 10th May 2021. Meeting Closed: 19:32 People and Places Minutes 19th April 2021 Agenda item 5 07/05/2021 Monmouth Town Council Current Year Page 1 14:01 Annual Budget - By Centre (Actual YTD Month 1) Note: Annual Budget up to 07/05/2021 2020/21 2021/22 2022/23 Budget Actual Brought Net Agreed EMR Total Actual YTD Agreed EMR Carried Forward Virement Forward 201 Community Affairs 4093 CCTV 23,383 13,382 0 0 13,383 0 13,383 3,430 0 0 0 4203 Community Contributions 20,000 16,000 0 0 20,500 0 20,500 10,000 0 0 0 4204 Community Grants combined 34,480 22,385 0 0 37,000 0 37,000 6,812 0 0 0 4206 Partnership Agreements 0 0 0 0 15,000 0 15,000 -18,642 0 0 0 4216 Christmas Festival/Monlight 7,000 1,875 0 0 7,500 0 7,500 0 0 0 0 4221 Events 1,500 1,146 0 0 0 0 0 0 0 0 0 4222 Armed Forces Covenant Funding 0 0 0 0 0 0 0 -1,792 0 0 0 4223 Communication/P 2,400 0 0 0 0 0 0 0 0 0 0 4229 MTC Newsletter 1,000 0 0 0 0 0 0 0 0 0 0 Overhead Expenditure 89,763 54,788 0 0 93,383 0 93,383 -192 0 0 0 Movement to/(from) Gen Reserve (89,763) (54,788) (93,383) (93,383) 192 0 301 Environmental Affairs 4307 Agincourt St. Toilets 23,570 17,023 0 0 25,500 0 25,500 0 0 0 0 4308 MCC Street Sweep 26,923 26,922 0 0 27,500 0 27,500 0 0 0 0 4309 Dog waste bins 8,160 7,551 0 0 8,550 0 8,550 1,107 0 0 0 4310 Town Maintenance Contract & Ex 9,474 3,528 0 0 4,500 0 4,500 0 0 0 0 4315 Street Decorations 27,685 24,170 0 0 0 0 0 3,200 0 0 0 4317 Decorations & Town Centre Enha 7,000 719 0 0 2,500 0 2,500 219 0 0 0 4321 Blestium St. Toilets 23,570 14,356 0 0 24,000 0 24,000 0 0 0 0 4322 Plastic Free Monmouth 500 0 0 0 500 0 500 0 0 0 0 4323 Peds.Bridge over R Wye 500 0 0 0 500 0 500 0 0 0 0 4324 Climate Change Emergency 3,000 -5,739 0 0 2,000 0 2,000 0 0 0 0 Continued on next page 07/05/2021 Monmouth Town Council Current Year Page 2 14:01 Annual Budget - By Centre (Actual YTD Month 1) Note: Annual Budget up to 07/05/2021 2020/21 2021/22 2022/23 Budget Actual Brought Net Agreed EMR Total Actual YTD Agreed EMR Carried Forward Virement Forward 4350 Litter Bins 0 0 0 0 2,316 0 2,316 0 0 0 0 4351 Street Furniture 0 0 0 0 3,000 0 3,000 -48 0 0 0 4352 Christmas Lights & Trees 0 0 0 0 20,000 0 20,000 0 0 0 0 4353 Fountains 0 0 0 0 4,000 0 4,000 0 0 0 0 4354 Floral Contract 0 0 0 0 10,000 0 10,000 -4,410 0 0 0 Overhead Expenditure 130,382 88,529 0 0 134,866 0 134,866 68 0 0 0 Movement to/(from) Gen Reserve (130,382) (88,529) (134,866) (134,866) (68) 0 Total Budget Income 0 0 0 0 0 0 0 0 0 0 0 Expenditure 220,145 143,317 0 0 228,249 0 228,249 -124 0 0 0 Movement to/(from) Gen Reserve (220,145) (143,317) (228,249) (228,249) 124 0 Agenda item 5 07/05/2021 Monmouth Town Council Current Year Order Dates From 01/03/2021 To 07/05/2021 Page 1 14:04 Purchase Order Listing - By Order Number All Suppliers < ----Expenditure Allocation--- > Order No Date/Month Supplier Name Stage Status Comm Item Title Description Item Total Order Value Code Centre Amount 48 15/03/2021 (12) Monmouthshire County Posted Active Yes 1 QTRA Inspection 195.00 195.00 4317 301 195.00 51 01/03/2021 (12) Cycle-Works Ltd Posted Active Yes 1 Solent Bike Shelter - 6 cycles 3,635.00 5,795.20 4317 301 5,795.20 2 Rounded A Rack 304 Grade 621.00 3 Rounded A Racks Base Plates for 1,487.20 4 Delivery for A Racks 52.00 57 25/03/2021 (12) Monmouthshire County Posted Active Yes 1 Repair to bench Beech Close 48.25 48.25 4310 301 48.25 73 01/04/2021 (1) Merlin Waste Posted Active Yes 1 Dog Waste Collect June 21 576.00 576.00 4309 301 576.00 6,614.45 6,614.45 6,614.45 Agenda item 5 07/05/2021 Monmouth Town Council Current Year Page 1 14:07 Detailed Income & Expenditure by Budget Heading 07/05/2021 Month No: 1 Committee Report Actual Year Current Variance Committed Funds % Spent Transfer To Date Annual Bud Annual Total Expenditure Available to/from EMR Community Affairs 201 Community Affairs 4093 CCTV 3,430 13,383 9,953 9,953 25.6% 4203 Community Contributions 10,000 20,500 10,500 10,500 48.8% 4204 Community Grants combined 6,812 37,000 30,188 30,188 18.4% 4206 Partnership Agreements (18,642) 15,000 33,642 33,642 (124.3%) 4216 Christmas Festival/Monlight 0 7,500 7,500 7,500 0.0% 4222 Armed Forces Covenant Funding (1,792) 0 1,792 1,792 0.0% Community Affairs :- Indirect Expenditure (192) 93,383 93,575 0 93,575 (0.2%) 0 Net Expenditure 192 (93,383) (93,575) Community Affairs :- Income 0 0 0 0.0% Expenditure (192) 93,383 93,575 0 93,575 (0.2%) Movement to/(from) Gen Reserve 192 Environmental Affairs 301 Environmental Affairs 4307 Agincourt St. Toilets 0 25,500 25,500 25,500 0.0% 4308 MCC Street Sweep 0 27,500 27,500 27,500 0.0% 4309 Dog waste bins 1,107 8,550 7,443 765 6,678 21.9% 4310 Town Maintenance Contract & Ex 0 4,500 4,500 48 4,452 1.1% 4315 Street Decorations 3,200 0 (3,200) 4,410 (7,610) 0.0% 4317 Decorations & Town Centre Enha 219 2,500 2,281 5,990 (3,709) 248.4% 4321 Blestium St.