September 2020 Minutes

MINUTES of the Council meeting held on Wednesday 2ND September 2020 at 6.00PM, in accordance with the Coronavirus Act 2020 held virtually via Zoom.

Present:

Councillor J. Matthews (Mayor)

Councillor J. Pilley

Councillor S. Bunney

Councillor N. Brooksbank

Councillor M. Lakin-Whitworth

Councillor J. Clark

Councillor K. Bridger

Councillor C. Turner

In Attendance:

Lucy Waller – Town Clerk and Responsible Financial Officer

District Councillor - S. Bunney

Dianne Tuckett– Market Rasen Mail

Peter Harrold – Co-option candidate

The Meeting opened at 18.03

1. Opening remarks.

The Chairman welcomed all present and thanked them for attending.

2. To resolve to approve and accept apologies for absence.

Apologies were received from Councillor Smith; it was RESOLVED to accept the apologies.

Apologies were also noted from Councillor McNeill of West Lindsey Council and from Councillor Sirett (apologies received electronically and noted at 18.44)

3. Public Participation (max 20 minutes)

None

4. To receive presentations of a maximum of 5 minutes each from candidates for co-option and to allow 5 minutes for any Councillor questions resulting from the presentations.

Councillors noted a presentation from Peter Harrold and a written statement from David Strachan (read aloud by the Clerk), following a brief question and answer session took place.

5. To receive any declarations of interest in accordance with the requirements of the localism Act 2011 and to consider any applications for dispensations in relation to Disclosable Pecuniary Interests.

Councillor Lakin-Whitworth declared a pecuniary interest on agenda Item 10 and payment BP1025 and as such abstained from voting on those items.

Councillor Bunney declared a pecuniary interest in payment TP 26 and as such abstained from voting on that item.

Councillors Pilley, Bunney & Matthews declared personal interest due to existing social relationships regarding Agenda Item 22 and as such abstained from voting on that item.

6. To resolve to approve the draft minutes of the last meeting held on 22nd July 2020.

It was RESOLVED to approve the draft minutes of the last meeting, held on 22nd July 2020.

(Councillors Lakin-Whitworth & Brooksbank abstained from the vote)

7. To note any update on Action Points.

Members noted the report and requested an update on the Festival Hall lining, it was also noted that a meeting was to be rearranged with the agent for the owner of the Market Place.

ACTION POINT: Update on lining to be provided to the next meeting and the meeting with the agent to be rearranged.

8. To receive the Chairman’s report.

The Chairman informed members of the resignation of A. Lakeman and thanked the former councillor. Members also noted that a recent community speed watch training session had been well attended and a meeting was to be arranged with the County coordinator to safety check the proposed sites. The Chairman spoke briefly about the Town Partnership and offered his thanks to all involved in the various Town Partnership activities.

9. To receive the report of the District Councillors (if any)

Councillor Bunney updated members on various issues including:

  • Leisure centre - update on facilities and works to the frontage. It was requested that council feedback on the potential installation of a zebra crossing to the front of the leisure centre be placed on the next agenda.
  • Local flooding – highlighting inadequacy of current drains and infrastructure however, effects were reduced by regular cleaning and maintenance. Councillor Binney thanked Peter Harrold for his recent efforts regarding road sweeping.
  • £400 had been awarded to the Town council/Town Partnership from Councillor Bunney’s West Lindsey District Council Councillors grant to be used for further floral planting in the town.

ACTION POINT: Feedback on the possibility of a Zebra crossing near the Leisure Centre to be included on the next agenda.

(At 18:30 Councillor Brooksbank lost visual links to the meeting but retained audio, she did not however take any further part in voting.)

10. To resolve to approve expenditure of £200 for planting & general upkeep of the War Memorial Area (to be reimbursed to Councillor Lakin- Whitworth).

Expenditure under War Memorials (Local Authorities' Powers) Act 1923, s1 as extended by LGA 1948, s133)

An amendment was proposed and seconded to resolve to approve expenditure of £200 for planting & general upkeep of the War Memorial Area, to be reimbursed to Councillor Lakin- Whitworth and to add £250 for this purpose to future budgets.

It was RESOLVED to approve expenditure of £200 for planting & general upkeep of the War Memorial Area, to be reimbursed to Councillor Lakin- Whitworth and to add £250 for this purpose to future budgets.

(Councillor Lakin-Whitworth abstained from the vote.)

11. To resolve to approve the accounts for payment.

It was RESOLVED to authorise the below accounts for payment:

(Councillors Bunney and Lakin-Whitworth abstained from the vote)

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12. To NOTE the RFO’s report regarding regular automated & debit card payments and to resolve to approve automated contractual payments for the remainder of the Council year 2020-2021.

Members noted the RFO’s report and the changes outlined for reporting of out of committee debit card payments and it was RESOLVED to approve the following automated contractual payments for the remainder of the council year:

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13. To appoint a Vice- Chairman of the Finance and Facilities Committee

It was RESOLVED to defer this item until after current councillor vacancies had been filled.

ACTION POINT: To include this appointment on the next available agenda following co-option to existing vacancies.

14. To note the in-depth report of the Internal Auditor.

Members noted the report and that recommendations from the report would be added to the relevant action tracker for future action.

15. Festival Hall Roof - to note the Community Manager’s Report and resolve any action.

Members noted the report and RESOLVED to proceed with encapsulation of the roof rather than replacement and to form a working group to progress investigations and work and report back to council. (Members of Working Group Councillors Matthews, Bunney, Pilley, Lakin-Whitworth along with the Clerk and Community Manager.)

Members also noted that while the project would be managed by officers additional practical project management costs would be incurred.

16. Festival Hall Opening - to reassess the Council’s position on opening the Festival Hall for hire and resolve any action.

Following in depth discussion of requirements and safety measures required along with consideration of risks it was RESOLVED to reopen the large hall only, at the Festival hall to regular hirers for activities allowed under government guidance from the 21st September, subject to any local lockdown measure and with the proviso that officers could delay this should they judge there to be adequate health and safety reasons to do so.

17. To note a report from Councillor Pilley in relation to recent councillor training undertaken.

Members noted the report and the benefits of training for both new and existing councillors. It was requested that the training be recommended to new councillors following co-option.

ACTION POINT: Clerk to provide new councillors with details of training.

18. To receive an update on the 3-year strategy and the Town Partnership from Councillor Bunney.

Members noted a verbal update on the progress of the strategy, and it was highlighted that a draft strategy document should be ready to take forward from October.

19. To adjourn the meeting for any Public Participation for clarification of agenda points

None.

20. Risk Management.

It was highlighted that continued virtual meetings via Zoom combined with some personal I.T equipment not being fit for purpose could present a risk. The Clerk was asked to closely monitor guidance and legislation on face to face meetings.

ACTION POINT: The Clerk to closely monitor guidance and legislation on face to face meetings.

21. To resolve that under the public bodies (admission to meetings) act 1960, the public and representatives of the press and broadcast media be excluded from the meeting during the consideration of the following items of business as publicity would be prejudicial to the public interest because of the confidential nature of the business to be transacted.

It was RESOLVED that under the public bodies (admission to meetings) act 1960, the public and representatives of the press and broadcast media be excluded from the meeting during the consideration of the following items of business as publicity would be prejudicial to the public interest because of the confidential nature of the business to be transacted.

(The press and public left the meeting and it was confirmed that all present were in suitable locations/ under suitable conditions for confidential matters to be discussed)

22. To RESOLVE to co-opt a councillor to the casual vacancy resulting from the resignation of M. Harvey.

A count was taken and an absolute majority of those present and voting put forward Peter Harrold for co-option.

It was proposed, seconded, and RESOLVED that Peter Harrold be co-opted as a member of Market Rasen Town Council.

(Councillors Pilley, Matthews and Bunney abstained from the vote.)

(Peter Harrold was to sign his acceptance of office at a later date in the presence of the Proper Officer after which he would become a Member of the Council.)

23. To RESOLVE to co-opt a councillor to the casual vacancy resulting from the resignation of A. Lakeman.

Following discussion, it was RESOLVED that the usual co-option process be followed and that notices of this specific vacancy be displayed prior to council making any co-option decision.

24. Staffing Matters.

Members noted that the National Joint Council pay talks had resulted in a 2.75% pay rise for staff with contract terms and conditions which are linked to the NJC. In addition, the minimum holiday allowance was increased to 22 days plus bank holidays and the pay rise back dated to April 2020.

Members also noted there may be a requirement for some overtime due to current staffing levels and that an upcoming HR committee meeting would address recruitment.

The meeting closed at 19:47.