Full Council 16.3.20

Published: 16th March 2020

Wivenhoe Town Council

MINUTES of the Full Town Council meeting held on 16 March 2020 (Chair Approved)

Present: Cllr Tile (Chair), Cllr Newton, Cllr Aldis, Cllr Maltby, Cllr Luxford-Vaughan, Cllr Evans, Cllr Nash, Cllr Needham, Cllr Wenaden Maurice Howard, RFO, Jo Beighton-Emms, Town Clerk and Emma Buckley

Public Questions; None

PART A

FC/03.20/01 Apologies for absence: Cllr Booth, Cllr Read and Cllr Boughton

FC/03.20/02 Minutes of the previous meeting:

The minutes of the meeting held on 17 February 2020 were proposed by Cllr Luxford-Vaughan, seconded by Cllr Aldis and approved as an accurate record of proceedings.

FC/03.20/03 Declarations of interest; None. Cllr Tile reminded the councillors that they should declare any interests during the course of the meeting as necessary.

Cllr Tile explained that in view of the recently imposed coronavirus government restrictions this meeting would not follow the published agenda but would be conducted in the most efficient way to cover only those matters that were necessary. He thanked councillors for their attendance.

FC/03.20/04 Finance & Administration; Cllr Newton reported that a Finance & Administration Committee meeting had taken place on 10 March 2020.

The RFO reported that the Committee had agreed to an increase in a number of fees and charges, including those for the allotments, WLH and minibus, recommended following his review. Cllr Newton proposed that these were accepted and actioned from 1 April 2020. This was seconded by Cllr Nash, with all in favour.

The RFO reported on the proposed changes to banking arrangements and future control arrangements. This included the activation of a routine disbursements imprest account, additional debit cards to be issued, internet access and the limits of transactions when using internet banking. These were proposed by Cllr Aldis, seconded by Cllr Newton with all in favour.

The RFO reported on the change to arrangements for the payroll account. This account would continue with 1 card with access for the RFO in emergencies.

The RFO reported on the potential changes to the deposit and savings accounts which will be put on hold subject to market fluctuations.

The RFO reported on the option for the council to accept card payments with the fee being £20.43 per month. It was agreed that WTC would sign up to a 2 year contract. This was proposed by Cllr Needham and seconded by Cllr Newton, with all in favour.

It was agreed by all that an internal control review should be conducted.

The RFO reported on the budget position and the underspend. He confirmed that WTC was in a stable financial position.

The monthly payments were considered and are attached as Appendix A

These were proposed by Cllr Wenaden, seconded by Cllr Maltby and approved by all.

Cllr Needham queried a payment of £99 made to WTC for Reaching out for Christmas. The RFO confirmed that this will be moved to the groups own bank account.

FC/03.20/05 Cllr Needham and the Town Clerk reported on the Wivenhoe Mutual Aid meeting

which had taken place on 15 March and the assistance proposed by this voluntary group during the coronavirus crisis. They requested WTC support and for WTC to fund 3500 leaflets to be distributed to all residents. Also, that WTC allow the use of the WTC logo with the copyright symbol. The leaflet was shown to all. All councillors agreed.

FC/03.20/06 Cllr Luxford-Vaughan reported that a meeting at CBC was currently taking place and

when she can she will inform all on the decisions taken on priorities and lobbying of government for financial aid. Information would be circulated through the Town Clerk.

FC/03.20/07 Cllr Wenaden to update the Town Clerk with all factual information she receives via

her work for onward dissemination.

FC/03.20/08 It was agreed that no further work would be done on the planned events for VE Day

75 2020.

FC/03.20/09 Cllr Aldis suggested that the proposed environment committee could meet informally

and hold virtual meetings

FC/03.20/10 Date and time of the next meeting: It was agreed that this is to be agreed subject to EALC and NALC updates.

The Chair closed the meeting at 19.28.

FC/03.20/11 Exclusion of press and public: In accordance with Paragraph 1 (2) of The Public Bodies (Admission to Meetings) Act 1960, the Council is invited to consider if the press and public should be excluded from the meeting during the consideration of the following item(s) owing to the confidential nature of the business.

PART B

Appendix A

                   
20/01/2020 direct debit Corporate Finance 480 9126 39 WTC VI/0366642 P/Copier Rental 235.00 48.00 283.00
03/02/2020 direct debit SYS3 75 9921 972 WTC SYS33834 WLH & Office Chg/Phone/Wifi 274.75 54.95 329.70
07/02/2020 direct debit O2 778 6037 85 WTC 51386302 Mobile Line Rental 78.45 15.69 94.14
18/02/2020 direct debit British Gas 684 9667 62 WTC 95,575,868 Cemetery Elec 27.29 1.36 28.65
19/01/2020 direct debit Fuelcard 747880191 WTC 16281539, 16273898 Diesel & Petrol 102.82 20.56 123.38
04/02/2020 direct debit British Gas 684 9667 62 WTC 971,491,742 WLH Elec 673.37 134.67 808.04
04/02/2020 direct debit British Gas 684 9667 62 WTC 684 9667 62 Office Elec 792.29 158.45 950.74
2,183.97 433.68 2,617.65
PAYMENT BY BACS / CARD FEB/MAR
 
14/02/2020 CARD Office Reality Ltd 833 2001 79 WTC 305117 6 x Tables WLH 363.36 72.67 436.03
24/02/2020 CARD Engraving World 107 5190 33 WTC EW1904050 Plaque - Cemetery 25.50 5.10 30.60
28/02/2020 CARD Budget Light WTC 7000004043 Lightbulb - Street Lamp 55.18 - 55.18
CARBON FOOTPRINT LTD
12/03/2020 CARD U K TREES WTC CARBON OFFSET TREES PLANTED E ENGLAND 206.40 - 206.40
12/03/2020 CARD COMMUNITY PROJECTS WTC CARBON OFFSET DEVELOPING COUNTRYS 121.60 121.60
772.04 77.77 849.81
PAYMENT BY CHEQUE MADE
16/01/2020 505515 Deans Nursery 103 5746 91 WTC 15,289 Flowers for Office Front 173.00 - 173.00
29/02/2020 505516 Sibbons 102 5871 94 WTC Feb Statement Invoices As Per February Statement 1,087.85 217.57 1,305.42
28/02/2020 505517 P Tuckwell 282 7238 42 WTC 640,474 New Trailer 341.67 68.33 410.00
27/02/2020 505518 Viking 536 1533 57 WTC 822473, 800464, 800734 Stationery Supplies 72.87 14.58 87.45
27/02/2020 505519 Silverton Ltd 150 4484 28 WTC 10,366,152 Sensory Garden Stones 463.05 92.61 555.66
29/02/2020 505520 Cox Landscapes 418 4767 27 WTC 06/2020KGV Fencing Sensory Gardens 145.20 29.04 174.24
12/02/2020 505521 Ernest Doe & Sons 102 3549 12 WTC C98347 Chainsaw Cap 15.68 3.14 18.82
21/02/2020 505522 A to Z 125 6886 44 WTC 96320427 WLH Supplies 111.38 22.28 133.66
20/02/2020 505523 Colchester Borough Council WTC 20,172,544 80 Caddy Bags 53.33 10.67 64.00
03/02/2020 505524 JRB 757 996451 WTC 20,844 Dog Bags 245.25 49.05 294.30
05/03/2020 505525 GK Waler WTC 21 Window Cleaning 95.00 - 95.00
05/02/2020 505526 Zurich 107 8316 77 WTC 42,735,735 Vehicle Insurance 31/3/21 2,686.61 - 2,686.61
16/03/2020 505527 Warm House plumbing & Heating Ltd WTC 185 83 High Street New Boiler 2,580.00 2,580.00
Boiler To Be confirmed that Installation OK by A.Hearn
13/03/2020 505528 Smith of Derby 125 6772 59 WTC 113,880 Church Clock 30% Deposit 424.20 84.84 509.04
8,495.09 592.11 9,087.20
TOTAL PAYMENTS FOR APPROVAL 26,850.98 1,103.56 27,954.54
PRE APPROVAL      
Smiths of Derby 125 6772 59 WTC Quote Church Clock Repair 1,414.00 282.80 1,696.80
17/02/2020 Carbon Footprint WTC Carbon Offset - From Mayors Allowance 400.00 - 400.00
17/02/2020 Blueflame WTC WLH - Heater 2,380.00 476.00 2,856.00
£1250 - per heater. Discount of £120.00 for second if fitted on same day
NEW BOILER POLICE HOUSE VERBAL QUOTE 2,500.00   2,500.00
6,694.00 758.80 7,452.80

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