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