Agenda item

a.  Burial Authority held on 23^rd May 2023

 

RECOMMENDATION 1

 

11/23/24    TO RATIFY THE AMENDMENT TO CHURCHTOWN FEES AND CHARGES AND CONSIDER ANY ACTIONS AND ASSOCIATED EXPENDITURE.

 

It was proposed by Councillor Lennox-Boyd, seconded by Councillor Dent and resolved to RECOMMEND to the Policy and Finance Committee to ratify the Town Clerk’s amendment to Churchtown Fees and Charges.

 

It was proposed by Councillor Dent, seconded by Councillor Bullock and RESOLVED to approve the above Burial Authority recommendation.

 

RECOMMENDATION 2

 

12/23/24    TO RECEIVE A REPORT ON CHURCHTOWN CEMETERY MANAGEMENT POLICY AND REGULATIONS AND CONSIDER ANY ACTIONS AND ASSOCIATED EXPENDITURE.

 

1.    It was proposed by Councillor Bullock, seconded by Councillor Lennox-Boyd and RESOLVED to defer the question of maintenance at Churchtown Cemetery to the next meeting of The Burial Authority Committee on 7th November 2023.  Maintenance to be discussed in conjunction with the review of Fees and Charges for Churchtown Cemetery.

 

2.    It was proposed by Councillor Dent, seconded by Councillor Bullock and resolved to RECOMMEND to Policy and Finance to approve the following additions to the Churchtown Cemetery Management Policy and Regulations in regard to grave markers as follows:

 

Additional sections 4.3.5., 4.3.6. and 4.3.7. Management Policy and Regulations:

 

4.3.5. Grave markers such as wooden crosses with plaques may be placed on a grave or cremation plot at the time of an interment at the discretion of the Town Council.  Such markers are temporary and are allowed in the interval between the interment and the installation of a memorial, which would normally take place within 12 months. 

 

4.3.6. If there are no family members remaining, the person arranging the interment may also organise for a marker to be placed on the grave or cremation plot.  Thereafter however, only the Town Council or the owner of the EROB may authorise work in connection with markers.  Only the owner of the EROB may authorize the installation of a permanent memorial.

 

4.3.7. Usually, the Town Council would not remove a marker after 12 months should there be no memorial stone. However, the Town Council may remove it if they so wish.

 

It was proposed by Councillor Dent, seconded by Councillor Bullock and resolved to RECOMMEND to Full Council to be held on 3^rd August 2023 to approve the above Burial Authority recommendation.

 

Councillor Mortimore declared an interest in the next agenda item and left the meeting.

 

b.  Services Committee held on 8^th June 2023:

 

RECOMMENDATION 1

 

40/23/24    TO CONSIDER PLAY PARK MATCH FUNDING APPLICATIONS:

 

Application Number        Organisation                    Amount Requested

PPMF001                       Summerfields Play         £10,000

 

Councillor Mortimore declared an interest in the agenda item.

 

It was proposed by Councillor Bickford, seconded by Councillor P Samuels and RESOLVED for Councillor Mortimore to remain in the room to answer questions on the application only.

 

Members asked questions and discussed the application received and circulated within the reports pack.

 

Councillor Mortimore left the meeting.

 

Members further discussed the application and the funding that had been raised to date.

 

It was proposed by Councillor B Samuels, seconded by Councillor Miller and resolved to RECOMMEND to the Policy and Finance Committee to be held on 11th July 2023 to award match funding up to £10,000 subject to Summerfields Play Park confirming funds raised and available five days prior to the above Policy and Finance Committee meeting taking place.

 

It was proposed by Councillor P Samuels, seconded by Councillor Dent and RESOLVED to approve the above recommendation.

 

Councillor Mortimore was invited and returned to the meeting.

 

 

 

 

 

c.   Personnel Committee held on 29^th June 2023:

 

RECOMMENDATION 1

 

29/23/24    TO REVIEW EMPLOYMENT LAW TRAINING FOR MEMBERS OF THE PERSONNEL COMMITTEE AND CONSIDER ANY ACTIONS AND ASSOCIATED EXPENDITURE.

 

It was proposed by Councillor Martin, seconded by Councillor Miller and RESOLVED to approve Members of the Personnel Committee, the Chairman of the Town Council and the Town Clerk to attend Employment Law training on Wednesday 26th July 2023 delivered by HR Support Consultancy.

 

It was proposed by Councillor Martin, seconded by Councillor Miller and resolved to RECOMMEND at the next Policy and Finance Committee meeting approval for Employment Law training cost of £450 allocated to budget code 6213 Councillor Training and Expenses.

 

It was proposed by Councillor Martin, seconded by Councillor Miller and RESOLVED to approve the above recommendation.

 

RECOMMENDATION 2

 

30/23/24    TO REVIEW EMPLOYMENT LAW TRAINING FOR LINE MANAGERS AND CONSIDER ANY ACTIONS AND ASSOCIATED EXPENDITURE.

 

It was proposed by Councillor Martin, seconded by Councillor Stoyel and RESOLVED to approve the Line Managers to attend Employment Law training delivered by HR Support Consultancy at a total cost of £450.  The Town Clerk to arrange a suitable training date subject to the appointment of a Service Delivery Manager.

 

It was proposed by Councillor Martin, seconded by Councillor Stoyel and resolved to RECOMMEND at the next Policy and Finance Committee meeting approval for Employment Law training cost of £270 allocated to budget code P&F Staff Training;

 

It was proposed by Councillor Martin, seconded by Councillor Stoyel and RESOLVED to approve the above recommendation.

 

 

 

 

 

 

 

 

 

RECOMMENDATION 3

 

32/23/24    TO RATIFY RECRUITMENT AGENCY COST.

 

It was proposed by Councillor Miller, seconded by Councillor Stoyel and RESOLVED to ratify the recruitment agency and HR cost of £6,504.70.

 

It was proposed by Councillor Miller, seconded by Councillor Stoyel and resolved to RECOMMEND to the Policy and Finance Committee a virement of £6,000 from budget code P&F Staffing Contingency to 6701 Staff Recruitment to cover the above associated cost.

 

It was proposed by Councillor Martin, seconded by Councillor Dent and RESOLVED to approve the above recommendation.

 

RECOMMENDATION 4

 

39/23/24    TO REVIEW ROSEVALE ACCOUNTANTS PAYROLL SERVICES AND CONSIDER ANY ACTIONS AND ASSOCIATED EXPENDITURE.

 

It was proposed by Councillor Miller, seconded by Councillor Stoyel and RESOLVED to continue with the temporary appointment of Rosevale Accountants to outsource processing payroll and to further review at the Personnel Committee meeting to be held on 29th February 2024 at a cost of £8.50 + VAT per employee per month.

 

It was proposed by Councillor Miller, seconded by Councillor Stoyel and resolved to RECOMMEND to Policy and Finance to vire £1,034 from Staff Contingency to 6305 Finance Software to cover the above associated cost.

 

It was proposed by Councillor Martin, seconded by Councillor Miller and RESOLVED to approve the above recommendation.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

RECOMMENDATION 5

 

40/23/24    TO REVIEW ROSEVALE ACCOUNTANTS FINANCE SERVICE AND CONSIDER ANY ACTIONS AND ASSOCIATED EXPENDITURE.

 

Councillor Martin returned to the meeting.

 

It was proposed by Councillor Martin, seconded by Councillor Dent and RESOLVED:

 

1.    To approve the training plan (12 month cycle) delivered by Rosevale Accountants to the Finance Officer up to and including w/c 25th March 2024, reporting to the Town Clerk / RFO, (as attached);

 

2.    The Town Clerk to oversee and manage reduction in training hours in accordance with the training plan or earlier;

 

3.    To approve Rosevale Accountants additional 68 hours worked at £29 + VAT per hour totalling £1,972 (as attached);

 

It was proposed by Councillor Martin, seconded by Councillor Dent and resolved to RECOMMEND to Policy and Finance:

 

4.    To continue with the appointment of Rosevale Accountants up to 30hrs per week at a cost of £29 + VAT per hour up to 31st December 2023 and £33 + VAT from 1st January 2024, allocated to budget code 6661 P&F Finance Consultancy Fees;

 

5.    To recommend a virement of £21,487 from P&F staff contingency to 6661 P&F Finance Consultancy fees to cover the work of Rosevale Accountants from 1st July to 31st March 2024 plus additional 68 hours worked.

 

It was proposed by Councillor Martin, seconded by Councillor Dent and RESOLVED to approve the above recommendations.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

RECOMMENDATION 6

 

41/23/24          TO RECEIVE A REPORT ON THE BRIGHT HR CONTRACT AND CONSIDER ANY ACTIONS AND ASSOCIATED EXPENDITURE.

 

It was proposed by Councillor Stoyel, seconded by Councillor Dent and RESOLVED:

 

1.    To approve a 5-year Bright HR contract for absence management, annual leave, and HR needs at a monthly fee of £3.00 + VAT per employee;

 

2.    To allocate to budget code 6662 HR Professional Fees;

 

It was proposed by Councillor Stoyel, seconded by Councillor Dent and resolved to RECOMMEND to Policy and Finance:

 

3.    To vire £2,700 from 6652 Staffing Contingency to 6662 HR Professional Fees, to cover the associated cost (HR Support Consultancy, Bright HR software and Rosevale Accountants processing data).

 

It was proposed by Councillor Martin, seconded by Councillor Stoyel and RESOLVED to approve the above recommendation.