MELTHAM TOWN COUNCIL
MINUTES OF THE ANNUAL MEETING HELD ON MONDAY 23 MAY 2016
Present: Clr Paul White (Chair), Clr Roberta Bampton, Clr Nigel Brook, Clr Kate Buchanan,
Clr John Butterfield, Clr David Haigh, Clr Terry Lyons, Clr Pat Maxfield, Clr Pam Murgatroyd, Clr Richard Noon and Clr Jean Wrathall.
PUBLIC SESSION: There were no members of public in attendance.
16/01 ELECTION OF TOWN MAYOR 2015/2016
The Town Mayor asked for nominations for the Town Mayor of Council to hold office until the next Annual Meeting of the Council.
Clr Lyons nominated Clr Pat Maxfield – the nomination was seconded by Clr Noon. As there were no further nominations by show of hands it was
RESOLVED: that Clr Pat Maxfield was elected as Town Mayor to hold office until the next Annual Meeting of the Council.
The retiring Town Mayor then placed the official chain of office on Clr Maxfield who then took the Chair.
Clr Maxfield paid tribute to Clr White for his work over the last year and thanked him for his on-going commitment.
Clr Maxfield then took over the chairing of the meeting.
16/02 APOLOGIES FOR ABSENCE
Apologies were accepted from Clr Edgar Holroyd-Doveton.
16/03 ELECTION OF DEPUTY TOWN MAYOR
The Town Mayor asked for nominations for the Deputy Town Mayor of the Council to hold office until the next Annual Meeting of the Council.
Clr Lyons nominated Clr Wrathall – the nomination was seconded by Clr White.
As there were no further nominations a vote was taken and by show of hands it was
RESOLVED: that Clr Wrathall was elected as the Deputy Town Mayor of the Council to hold office until the next Annual Meeting of the Council.
16/04 CHAIRMAN’S ALLOWANCE
RESOLVED: It was noted and agreed that in accordance with the Local Government
Act 1972 – 15(5) and in line with the budget a sum of £600 be allocated as the Chairman’s Allowance.
It was noted by all that the delegation of decision applies in accordance with Local Government Act 1972 s.101
Planning Environmental and General Purposes Committee.
RESOLVED: that Clr Bampton, Clr Butterfield Clr Maxfield, Murgatroyd, Noon and White would form this Committee.
Properties Administration and Finance Committee.
RESOLVED: that Clrs Brook, Haigh, Holroyd-Doveton, (indicated his wish prior to the meeting), Lyons, Murgatroyd, White and Wrathall would form this Committee.
16/06 CHAIRMAN AND VICE CHAIRMAN OF COMMITTEES
The nominations for Chairman and Vice Chairman of these Committees to be taken at the first meeting of the Committees – SO No 43 Applies – this information was noted by all.
16/07 WORKING PARTIES AND REPRESENTATIVES TO OUTSIDE BODIES AND ORGANISATIONS.
The Clerk circulated a list of the present arrangements with the agenda and members discussed the list and it was
RESOLVED: that the representatives would be as follows:
2016/2017 WORKING PARTIES AND REPRESENTATIVES TO OUTSIDE BODIES AND ORGANISATIONS.
ROBERT ASHTON MEMORIAL PARK – Finance Committee
QUALITY COUNCIL STATUS / JOINT PARISHES MEETINGS – Clrs Holroyd-Doveton and Maxfield.
THE RURAL DISTRICT COMMITTEE, (previously the Valleys Committee) – Clrs White and Noon. NOTE – Clrs Lyons and Holroyd-Doveton are already part of this committee as Kirklees Councillors.
TRANSPORT – Clr Haigh.
NEIGHBOURHOOD MANAGEMENT GROUP – Clrs White and Maxfield. NOTE – Clrs Lyons and Holroyd-Doveton are already part of this committee as Kirklees Councillors.
MELTHAM COMMUNITY PROJECTS FUND – The full Council.
HOLME VALLEY CRIME PREVENTION – Clr Brook and Clr Bampton.
YORKSHIRE LOCAL COUNCIL ASSOCIATION – Clr Haigh.
MELTHAM OLD SCHOOL SCHOLARSHIP TRUST, JOSEPH HIRST EDUCATIONAL FOUNDATION TRUST AND POORS ALLOTMENT TRUST - Full Council. Signatories to be changed to Clrs Maxfield, Holroyd-Doveton and White for the Poor Allotment Trust Account.
MELTHAM & DISTRICT SCOUTING / GUIDING AND HOLME VALLEY DISTRICT SCOUTS COUNCIL – Clr Lyons.
KIRKLEES HISTORIC BUILDINGS TRUST – Clr Holroyd-Doveton
MELTHAM AND MELTHAM MILLS BAND – Clrs Buchanan, Brook and Lyons.
MELTHAM & DISTRICT CIVIC SOCIETY – Clr Holroyd-Doveton.
PUBLIC RIGHTS OF WAY, KIRKLEES FORUM – Clrs Brook and Noon. NOTE – Clrs Lyons and Holroyd-Doveton are already part of this committee as Kirklees Councillors
MELTHAM ENVIRONMENT LTD – Clr White.
MELTHAM MEMORIES – Clrs Maxfield and Noon.
DISCIPLINARY PANEL – Deputy Town Mayor and Vice Chairs of Committees.
GRIEVANCE PANEL – Town Mayor and Chairs of Committees.
CODE OF PRACTICE FOR HANDLING COMPLAINTS - Full Council.
YOUNG PEOPLES WORKING PARTY – Clrs Buchanan, Maxfield and Murgatroyd.
16/08 SUBSCRIPTIONS TO BE PAID ANNUALLY
The Clerk detailed all the annual subscriptions and it was
RESOLVED: that the subscriptions be renewed.
16/09 (a) AUDIT REGIME ARRANGEMENTS;
It was noted that Littlejohn LLP are the appointed auditors for this Council for a five year period commencing with the 2012/2013 accounts and ending with the 2016/2017 accounts.
(b) INTERNAL AUDITOR
It was noted that Revel Ward were the internal auditors for 2015/2016.
(c) RESPONSIBLE FINANCIAL OFFICER (RFO)
RESOLVED: The Clerk was confirmed at the RFO.
(d) INTERNAL CONTROLS
RESOLVED: Clr Brook and Clr Bampton would continue to carry out spot checks on the Council’s financial systems.
16/10 SECTION 137 LIMIT FOR 2016/2017
It was noted that the Local Government Act 1972, Section 137 limit for 2016/2017 is £7.42.
16/11 AUTHORISATION OF CHEQUES & ACCOUNTS
It was noted that Clrs Holroyd-Doveton, Lyons and White were the cheque signatories with the procedure being that two members of Council were required to sign - countersigned by the Clerk. After a short discussion over the availability of signatories, it was
RESOLVED: To replace Clr Holroyd-Doveton with Clr Maxfield as a cheque signatory. The Clerk would obtain the necessary mandates to effect this change. The present arrangements would stand - two Councillors to sign countersigned by the Clerk, (three signatures in total).
16/12 REGISTER OF INTERESTS
The Clerk asked members to review their Register of Interests present on the website and confirm that they are up to date. Clrs Bampton, Brook, Buchanan, Lyons, White and Wrathall confirmed their forms were up to date and the remaining Councillors would complete /amend their forms.
The Clerk also reminded members about making requests for dispensations.
16/13 RISK ASSESSMENT / ASSET REGISTER / INSURANCE COVER
The Risk Assessment, Asset Register and Insurance Policy for 2016/2017 were circulated with the agenda and the Clerk detailed some of the amendments which mainly related to the change of address of the Town Council and the upgrade of the CCTV system.
RESOLVED: The Risk Assessment report enclosed with the agenda was approved
RESOLVED: The Asset Register enclosed with the agenda was approved.
RESOLVED: The Insurance Policy enclosed with the agenda was approved subject to the addition of the CCTV equipment.
16/14 REVIEW OF FINANCIAL REGULATIONS
The present Financial Regulations were circulated with the agenda and after consideration, it was
RESOLVED: To approve the Financial Regulations with no changes.
16/15 MEETINGS FOR THE FORTHCOMING YEAR
The proposed timetable of meetings was enclosed with the agenda and members discussed the various meetings.
RESOLVED: To approve the meetings schedule with amendments to the date of the Town Meeting bringing this forward to 24/04/16.
16/16 DECLARATION OF INTEREST
Clr Murgatroyd declared an interest in Agenda Item No. 22 Grants as she is on
St Bartholomew’s Church Council. She would leave the meeting while a vote was being taken.
No other declarations were made.
16/17 ADMISSION TO THE PUBLIC
To determine any items on the agenda considered to be of a private nature that should be discussed at the exclusion of the Public and Press, under the Public Bodies (Admission to Meetings) Act 1960 1(2)
RESOLVED: As the agenda.
It was proposed by Clr Noon and seconded by Clr Brook and
RESOLVED: that the Minutes of the Council meeting held on the 11 April 2016 be approved.
It was proposed by Clr Lyons and seconded by Clr Noon and
RESOLVED: that the notes from the Town Meeting held on the 11 April 2016 be approved.
16/19 MINUTES OF COMMITTEES
It was proposed by Clr Noon and seconded by Clr Murgatroyd and
RESOLVED: that the Minutes of the Planning Environmental and General Purposes Committee held on the 25 April 2016 be approved.
It was proposed by Clr Noon and seconded by Clr Murgatroyd and
RESOLVED: that the Minutes of the Planning Environmental and General Purposes Committee held on the 16 May 2016 be approved.
The Schedule of Payments
RESOLVED: The Schedule of payments for March and April 2016 amounting to £166,073.81, (including two transfer of £80,000 each), and £10,708.31 respectively was approved.
The Budgeting information for the year end 31/03/16 and also for the present year up to 18/05/16 was circulated with the agenda together with a ‘net worth’ report – this information was noted by all.
16/21 ANNUAL REPORT – YEAR END 31 MARCH 2016.
The Clerk advised that the Internal Auditor had carried out their inspection on 17/05/16 and their report was enclosed with the agenda. It was noted that the main comment relating to not claiming VAT back on petty cash purchases – the Clerk advised of the nominal amounts involved and that she would attend to this in the coming year.
The Clerk advised members that the Annual Report documentation has to be with the External Auditor by 13/06/16. The Accounting Statements and the Annual Report and associated documentation were enclosed with the agenda.
After consideration, it was
RESOLVED: To approve the Year End Accounts, ending 31/03/16.
One member queried whether the loan to the Carlile CIC should be included within the accounts and asset register. The Clerk advised that the repayments were included within the receipts section and there was also reference to the loan in the accompanying notes to the accounts. However, the Clerk advised that she would check with the Internal Auditor to ensure that this was properly dealt with.
The Clerk drew members attention to the list of items marked with a Yes on the Annual Governance Statement and ask them for approval and so it was
RESOLVED: To approve the enclosed Annual Governance Statement.
The Clerk drew members’ attention to the Accounting Statements and asked them for approval and so it was
RESOLVED: To consider and approve the enclosed Annual Accounting Statements.
The Clerk reminded members of the new budget amounts for grants for 2016/2017 - £2,000 small grants and £25,000 for Community Projects Fund.
The new criteria relating to grants, as approved at the Council Meeting 07/03/16 had been updated on the Council’s website and members received a link to this page with their agenda.
Note. Clr Murgatroyd left the room at this point.
An application from St Bartholomew’s Church for a contribution towards the repair of the carillon was circulated with the agenda. The Clerk provided details of the previous grants that had been made to the Church in respect of the clock and clock tower repairs. After consideration, it was
RESOLVED: To award £2,531.00 to St Bartholomew’s Church towards repairs to the carillon.
Note. Clr Murgatroyd returned to the room at this point.
16/23 CCTV IN MELTHAM
The Clerk drew members’ attention to the CCTV Code of Conduct by providing a link to the Council’s website with the agenda. Members discussed the code, the principles and the CCTV system and it was
RESOLVED: To approve the Code of Conduct as it stands, no changes are required. The Clerk to check with the contractor whether the ISO9001 quality standard had been achieved.
The Clerk provided prices for providing a mobile CCTV unit to tackle problem areas in the village. Members discussed the temporary system and also the fact that there had been more problems in the specific area over the last few weeks with the warmer weather on an evening. The Police had been notified about the incidents as the neighbouring properties had been encouraged to report all the problems.
After further discussion it was
RESOLVED: To rent the CCTV equipment for 12 weeks for the problem location and review the situation at the end of the period. It was noted that the Code of Conduct and privacy statements would require updating.
Members discussed the price implications of moving the camera from one site to another if the impact of the camera provided the required results during the minimum rental period and it was agreed that the Clerk would investigate this.
- Information from the Lions regarding installing defibrillators in the village was circulated with the agenda together with prices for the equipment with discounts in association with Yorkshire Ambulance Service (YAS).
Members discussed the prices and it was felt that the Eco-pad casing unit £750.00 plus the IPADSPI defibrillator £750.00 were the best items.
Members also noted that £914.70 has been raised by Norman Mellor and friends from the Sounds of Meltham Concert on 14/05/16. Mr Mellor had passed the proceeds on to the Town Council as the funds are to go towards the purchase of a defibrillator for the village which he wished the Council to arrange.
After discussion it was
RESOLVED: To commit to providing one defibrillator for the village which a view to providing two if further funding could be sought. The Clerk should make an application to the British Heart Foundation for match funding and also contact the Lions regarding the Council’s intentions in the hope that they would also contribute. The Clerk should also contact YAS for advice on where best to locate the device(s). The Clerk should also write to Mr Mellor with an update and passing on the Council’s thanks.
16/25 NEIGHBOURHOOD PLAN
An e-mail from Clr Noon’s on Neighbourhood Planning was circulated with the agenda asking members to re-consider the Council’s decision on whether to proceed or not with a plan. Members discussed the process, funding and also the outcome if the Town Council was successful in getting a plan passed. It was noted that although a Neighbourhood Plan could not go against the Local Plan / UDP it could be made law in far as planning considerations such as the design and character of buildings and protection of the conservation area was concerned. It was also noted that the funding related to the Community Interest Levy, (similar to the Section 106 Agreements), would be retained by the parished area rather than held and spent centrally by Kirklees. A member highlighted the fact that Meltham was the only parish / town council in Kirklees not pursuing a plan and felt that the Town Council would be missing on a potential gain by not doing so. Although members were interested in this it was thought that information on costing would be required before further action could be taken. It was
RESOLVED: Clr Noon would contact Locality for further information and details of possible funding streams and report back to the Council.
16/26 CORRESPONDENCE TO NOTE
- Young People’s Working Group – minutes enclosed and noted.
- Details regarding the paintings from Meltham Town Hall were provided by Clr Noon. He advised that the paintings were currently on display at Huddersfield Art Gallery following restoration and that Kirklees had agreed that they could be returned to the Town Council. The Clerk would obtain an insurance quotation upon receipt of the details / values from Clr Noon.
- Update on “Have your say on proposed changes to hospital services” meeting in Meltham – the Clerk advised that an extra meeting would be arranged in Meltham and further details would be circulated to all interest parties as soon as these were available.