February 2021 minutes
MINUTES of the Council meeting held on Wednesday 3 February 2021 at 6.00PM held virtually via Zoom.
Present:
Councillor S. Bunney (Vice-Chair), Councillor K. Bridger, Councillor P. Harrold, Councillor M. Lakin - Whitworth, Councillor J. Pilley, Councillor T. Smith, Councillor N. Taylor, Councillor C. Turner.
In Attendance:
Lucy Waller – Town Clerk and Responsible Financial Officer
District Councillor - S. Bunney
Dianne Tuckett– Market Rasen Mail
The Meeting opened at 18.04
(In the absence of Councillor J Matthews Councillor S. Bunney in the Chair.)
1. Opening remarks.
The Chairman welcomed all present and thanked them for attending. A minute of silence was held in remembrance of Captain Sir Thomas Moore.
2. To resolve to approve and accept apologies for absence.
It was RESOLVED to accept and approve apologies from Councillors Matthews and Brooksbank.
Members also noted apologies from District Councillor McNeill.
3. Public Participation (max 20 minutes)
An overflowing drain was reported, it was confirmed that this had been reported to the appropriate authority.
(Cllr P. Harrold briefly left the meeting due to connectivity issues 18:10-18:14)
4. 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 Bunney declared a pecuniary interest in payment TP 48.
5. To resolve to approve the draft minutes of the last meeting, held on 13 January 2021.
It was RESOLVED to approve the draft minutes of the last meeting, held on 13 January 2021 as a correct record.
6. To note any update on Action Points
Members noted the report, it was highlighted that in respect of greenspaces the introduction of a District Council greenspaces officer was under discussion and this would remove the necessity of applying for a previously resolved wilding grant.
It was RESOLVED that Market Rasen Town Council communicate their support for the introduction of a greenspaces officer to West Lindsey District Council via email.
Action point – Clerk to communicate support.
7. Committees:
Members noted the draft minutes of the HR Committee held Wednesday 27th January 2021 and the Finance Committee held Monday 1st February.
It was RESOLVED to adopt the recommendations within the draft minutes of the HR Committee held Wednesday 27th January with the addition that the title of the new employee be Cleaner & Steward.
It was RESOLVED to adopt the recommendations within the draft minutes of the Finance Committee held Monday 1st February with the amendment that the Council introduce a policy stating preference for other forms of payment as opposed to cheques rather than a policy of non-acceptance of cheques other than in extenuating circumstances.
8. To receive the Chairman’s report.
None
9. To receive the report of the District Councillor
Members noted further details of the 20 is plenty speed reduction campaign and the slow walking scheme. Agenda Item 15 was moved to this point in the meeting and it was RESOLVED that Market Rasen Town Council sign up to the 20 is plenty campaign and the slow walking scheme.
Action Point – Clerk to arrange joining/sign ups.
10. To note the Clerk’s report and the Community Manager’s report.
Members noted the reports and the need for a Properties Committee meeting to discuss the Festival Hall Roof.
11. To resolve to approve the accounts for payment.
It was RESOLVED to approve the below accounts for payment and payment by electronic transfer where required:
12. To note the Community Manager’s summary report on the ROSPA report and RESOLVE any action.
Members noted the report, and it was agreed that the Properties Committee would monitor the progress of the actions.
13. To RESOLVE to replace Standing order 18 F with standing order 18F and 18G (as detailed within the report) in line with National Association of Local Council advice following legislative changes.
It was resolved to replace the current standing 18F:
Where the value of a contract is likely to exceed £138,893 (or other threshold specified by the Office of Government Commerce from time to time) the council must consider whether the Public Contracts Regulations 2006 (SI No. 5, as amended) and the Utilities Contracts Regulations 2006 (SI No. 6, as amended) apply to the contract and, if either of those Regulations apply, the council must comply with EU procurement rules.
Be removed and replaced by:
18F
A public contract regulated by the Public Contracts Regulations 2015 with an estimated value in excess of £189,330 for a public service or supply contract or in excess of £4,733,252 for a public works contract; or £663,540 for a social and other specific services contract (or other thresholds determined by the European Commission every two years and published in the Official Journal of the European Union (OJEU)) shall comply with the relevant procurement procedures and other requirements in the Public Contracts Regulations 2015 which include advertising the contract opportunity on the Contracts Finder website and in OJEU.
18G
A public contract in connection with the supply of gas, heat, electricity, drinking water, transport services, or postal services to the public; or the provision of a port or airport; or the exploration for or extraction of gas, oil or solid fuel with an estimated value in excess of £378,660 for a supply, services or design contract; or in excess of £4,733,252 for a works contract; or £663,540 for a social and other specific services contract (or other thresholds determined by the European Commission every two years and published in OJEU) shall comply with the relevant procurement procedures and other requirements in the Utilities Contracts Regulations 2016.
Action Point – Clerk to update Standing Orders.
14. To note the Draft Key Holder Agreement and resolve to adopt or amend as required.
It was RESOLVED that The Key Holder agreement (Appendix A) be adopted with the additional specification that an Authorised Person may only be a Councillor, Staff Member, official contractor or official Hirer and they must have completed a Key Holder Agreement and submitted it to the Clerk.
Action point – Clerk to introduce use of the agreement and current key holders to submit signed agreements.
15. Proposed by Councillor S Bunney that Market Rasen Town Council consider environmental factors of the local natural area and infrastructure and their influence on Active Transport. [Walking, Cycling, Riding]. Including consideration of a resolution to sign MRTC up to national campaigns on Slow Walking and Speeding.
See Item 9.
16. An update on 3 Year Strategy and West Lindsey District Council’s support for the local Heritage, Independent and Visitor Economies.
Members noted that west Lindsey district council had agreed to the use of the previously allocated £200,000 to be used for investment in the heritage-based economies of Market Rasen. It was noted that West Lindsey District Council officers would lead on this with input from the Town Council and other local groups along with a newly formed steering group.
17. To consider the continued necessity of an agenda item to adjourn the meeting for any Public Participation for clarification of agenda points prior to the confidential session.
It was RESOLVED to remove the Public Participation for clarification of agenda points from future agendas.
18. Risk management.
The Christmas Trees at De Aston field were noted as a potential risk if moved from the storage area, however it was noted that they were due to be removed in the very near future.
19. Items for the next agenda
Landscaping of the Mill Pond
20. To adjourn the meeting for any Public Participation for clarification of agenda points (5 minutes). None
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.
The above resolution was unnecessary there being no further items for discussion.
The meeting closed at 19:25
Appendix A
Key Holder Policy
•All authorised persons will be required to sign a copy of this policy before they will be issued with keys or codes / fobs in connection with any alarm system
• Only authorised persons are allowed to be in possession of a key(s) or alarm codes / fobs for Council Premises.
• The key holder must, before leaving Council premises, ensure that the premises are physically secured, that the alarm is set unless some other responsible person remains on the premises
• No person may give his or her key or alarm code/fob to an unauthorised user for any period of time. Any key(s) found to be in the possession on an unauthorised person will be confiscated and any person found to have provided a key or alarm code/fob to an unauthorised user may be disciplined.
• Unauthorised duplication of a key is strictly prohibited. No person may duplicate a key or request the duplication of a key without written permission from the Council.
• Lost or stolen keys must be reported to the Town Clerk immediately. A lost key may require one or more doors to be rekeyed. This process may cost a substantial amount of money.
• Key holders agree to refrain from compromising the security of the Council buildings.
• Key Holders must return to the Town Clerk immediately upon request all keys assigned to them or that are in their possession or control in the event of termination of employment or resignation.
By signing this form, I, agree that I have read and understand the Key holding Policy. I further agree to the terms and conditions set forth in this policy. I acknowledge that I have received the following key(s):
Number of keys held Location
Signed………………………………………………………………………………………………
Dated……………………………………………………………………………………………….
*An authorised person is a Councillor, Staff Member, Contractor or Hirer who has completed a Key holder agreement and submitted it to the Town Clerk.