date: 12 june 2018 agenda · recommendation: that due to the sensitive nature of the business to be...

01 Agenda of 3

All members of Cullompton Town Council’sPolicy, Finance and Personnel Committee

are hereby summoned to attend a meeting of the Committee to be held onTuesday 19 June 2018 commencing at 10.00am, at Cullompton Scout Hut

Signed: Mrs Judy Morris, Town ClerkDate: 12 June 2018

AGENDA

Members of the public are very welcome to attend this meeting

Membership: Councillors: Eileen Andrews, James Buczkowski, Iain Emmett, Gordon Guest, Lloyd Knight and Martin Smith

PUBLIC QUESTION TIME: 15 minutes is set aside at the beginning of the meeting to enable members of the public to ask

questions which are relevant to the work of the Committee. Up to 3 minutes is allowed for each question.

It may not be possible to reply straightaway and the question may only be noted and a written response sent at a later date.

NOTE: All queries regarding the accounts or other financial matters to be asked in advance of the meeting in order that the Chairman/Clerk has the details available at the meeting, otherwise the response will be deferred.

1. APOLOGIES: To receive apologies for absence.

2. DECLARATIONS OF INTERESTS: Members are reminded of the requirement to declare any interest, including the type of interest and reason for that interest, either at this stage of the meeting or as soon as they become aware of that interest.

01 Agenda of 3

3. PUBLIC QUESTION TIME: To receive questions from member of the public present at the meeting.

10.05-10.20

4. MINUTES: To consider and approve the Minutes of the previous meeting held on 15 May 2018 (Appendix A).

10.20-10.25

5. TERMS OR REFERENCE: To approve (Appendix B). 10.25-1030

6. COMMENTS AND COMPLAINTS: To receive details of any comments or complaints for May/June 2018 (to be tabled at the meeting).

10.30-10.40

7.

8.

FINANCE (i) Income and Expenditure accounts: To receive financial statements for May 2018

(Appendix C).(ii) Committee expenditure report: To review format of report and agree

committees budget lines (Appendix D).(iii) Staff charge: To review charge for staff charge out to other organisations

(Appendix E).

YOUTH SERVICES(i) Youth Services Working Group: To receive summary of meeting held on 10 May

(Appendix F) and 1 June 2018 (Appendix G).(ii) Contract renewal: To agree way forward.

10.40-11.00

11.00-11.15

9. STAFFING MATTERS(i) Deputy Town Clerk post: To receive update.(ii) Phone and broadband service, to include staff mobile phones: To consider

report and agree way forward (Appendix H). (i) Health, safety and environmental review: To consider quotes for review of

health & safety documentation (Appendix I).

11.1511.30

10. WEBSITE AND IT(i) Councillor Email addresses: To agree way forward (Appendix J).(ii) Any other website or IT related matters.

11.30-11.40

11. CORRESPONDENCE(i) Any correspondence received after the date of this agenda.

RECOMMENDATION: that due to the sensitive nature of the business to be discussed, the following item is dealt with as Part 2 business and, in accord with the Public Bodies (Admission to Meetings) Act 1960 and the Local Government Act 1972 the press and public are requested to leave at this point and the next section of the meeting is conducted in private.

12. STAFFING(i) To receive report (to be tabled at the meeting)(ii) To review staff training needs.(iii) To review staff overtime report.(iv) Sick leave and phased return to work payment policy.

11.40-11.50

01 Agenda of 3

13. OUTSTANDING INVOICES: To receive report (to be sent under separate cover).

14. DATE OF NEXT MEETING:(i) To approve Tuesday 17 July at 10am at the Hayridge Centre as the date for the

next meeting and agree programme of meeting dates for the 2018.19 civic year.(ii) To agree programme of meeting dates for the Policy Review Working Group.

In accordance with the Public Bodies (Admission to Meetings) Act 1960, members of the public and press are very welcome to attend the meeting.Members of the public will only be permitted to speak at the beginning of the meeting during Public Question Time.

APPENDIX A

POLICY, FINANCE & PERSONNEL COMMITTEEMinutes of a Committee meeting held on

Tuesday 15 May 2018 at 10.00am at the Scout Hut, Cullompton

Present: Cllr James Buczkowski (in the chair) and Cllrs:, Iain Emmett and Mike Thompson

Judy Morris: Clerk

134. APOLOGIES were received and accepted from Cllrs: Eileen Andrews (personal), Gordon Guest (personal) and Lloyd Knight (personal).

135. DECLARATIONS OF INTEREST:

Cllr James Buczkowski declared a personal interest as he is a trustees of Cullompton Scout Group (venue).

136. PUBLIC QUESTION TIME: To receive questions from members of the public present at the meeting. None.

137. MINUTES: The Minutes of the meeting held on 17 April 2018 were approved and signed as a correct record. Proposed Cllr Iain Emmett, seconded Cllr Mike Thompson.

NOTE: Cllr Mike Thompson stated his concerns that not all information was sent three clear days before the meeting which meant he hadn’t had time to read and digest.

138. COMMENTS AND COMPLAINTS: To receive details of any comments or complaints for March/April 2018:

DATE NAME COMMENT/COMPLAINT Council comment/actionComments and complaints

3 April

11 April3.45pm

29 April

2 May

Health & Safety Executive

C Snow

C Snow

C Snow

Report that grave digger not wearing a seat belt, excavator too close to grave, bricks on pathway in cemetery causing a trip hazard and gas bottles not secured.

Cemetery Operatives backfilling grave -only one wearing correct PPE – when he drove back 15 mins later still standing in the same position chatting.

Concern that reports not sent out with agenda for Community Wellbeing Committee. Also no accounts

Payments over £250 for March and April 2018 not published on the Council’s website.

Responded to HSE, explanations accepted and case closed.

Spoke to Cemetery Operatives who gave an assurance that they were both wearing correct PPE –standing back from grave waiting for mourners to pay last respects before backfilling grave.

CW Committee noted comments

Council is required to publish details of payments over £500 quarterly –payments not yet published as the Council’s year end close down has not yet been completed.

Compliment13 April Cross &

BealeLetter complimenting Mr Stickland on his helpfulness and the condition of the grave site when they arrived for a funeral.

NOTE

At 26 April Town Council meeting Mr Snow commented that the Clerk had not responded to questions he had asked during the Public Question Time section at the January and February Council meetings. On checking the Minutes following the meeting the Clerk could find no record of any questions that required answering. The Clerk responded to Mr Snow and explained this and he then responded stating that what he wanted to know was the number of hours it had taken to put together the Christmas edition of the Crier. This question had been posed at a meeting of the Community Wellbeing Committee not at a Town Council meeting. The email previously sent him on 17 January 2018 with an answer to his question was then resent.

In order to ensure that there is no repeat of this confusion the Clerk would like to suggest that, in future, anyone requiring an answer to a question posed at a Council meeting should write that question on the form provided for that purpose.

RECOMMENDATIONS: 1. That the Council considers amending its Standing Orders to require that any question, put

during Public Question Time, that requires a response is submitted in writing in order thatthe Council has a record of that question.

2. That the Community Wellbeing Committee is asked to consider having “Finance” as a standard item on its agenda for every meeting.

139. FINANCE (i) Income and Expenditure accounts: To consider different layouts and agree 2018/19

format: Different formats were discussed, Clerk to Investigate whether it is possible to separate accounts with “Funds Available” from the EMR accounts.

RESOLVED: 1. That, in future, the Income and Expenditure account is issued to members in the

“Committee” Report format. 2. That, if a Councillor asks a question about the accounts, the response is circulated to all

members.

(ii) Invoice/receipt books: To consider purchase of bespoke invoice and receipt books.

RESOLVED: At the discretion of the Town Clerk, bespoke invoice and receipt books to be ordered in the most cost effective way. Proposed Cllr James Buczkowski, seconded Cllr Iain Emmett.

(iii) Internet banking arrangements: To confirm changes and agree way forward: At a recent meeting of the audit sub-committee it was agreed to review the way in which online payments are made. Find out if it is possible to reduce the risk by having a second signatory to approve the payments before they are made.

Cheque signatories agreed to meet with the Clerk and contact the Bank to find out if it is possible to arrange changes to the on-line payment authorisation arrangements.

Internal Audit: Clerk reported that the Internal Auditor had had an accident and is not able to visit the Council office. He will carry out the audit electronically.

140. STAFFING MATTERS(i) Deputy Town Clerk post: To receive update and consider psychometric testing: Clerk

reported that one application has been received to-date but interest has been shown by several other potential applicants, closing date 25 May. It was agreed not to progress the suggestion of psychometric testing.

(ii) Staff mobile phones: To consider report and agree way forward : Discussion about different types of contract.

RESOLVED: To defer a decision about staff mobile phones until the next meeting in order to find out the cost if combined with the Council’s phone and broadband service.

(iii) Health, safety and environmental review: To consider quote for review of health & safety documentation.

RESOLVED: That this would be a useful service to have, obtain alternative quotes for review of

health and safety documentation for further discussion at the next meeting.

(v) Van parking: to receive confirmation that the Council’s Commercial Motor Insurance policy has no restrictions as to where vehicles are parked: Discussion about where the van is parked when not being used. Happy with current arrangements.

(vi) Vehicle log books: To review format. Discussion ensued about amending the Vehicle log book to include a “total mileage” column and a “remarks” column.

141. WEBSITE AND IT(i) To review information to be published on the Council’s website as a requirement of

the Transparency Regulations: The regulations were reviewed.

RESOLVED: That the Council publishes financial data as required i.e. individual items of expenditure exceeding £500, published quarterly, a maximum of one month after the quarter to which it relates. Other data to be published annually on the website as required. Proposed Cllr James Buczkowski, seconded Cllr Iain Emmett.

142. POLICIES & PROCEDURES(i) Scheme of Delegation: To consider any comments with regard to the proposed

changes: Clerk reported that one member has requested clarification as follows: which committee will be responsible for keeping a s.106 ‘wants’ list and provide a short statement about what it means to be a trustee.

Discussion ensued about the process for making the Planning & Licencing Committee aware of any s.106 ‘wants’ so that these can be included in responses to planning applications. Each Committee should prepare an Action Plan.

(ii) Standing Orders: To review 2018 amendments for approval of full council

RESOLVED: That the Policy Review Working Group is asked to carry out a full review of the Council’s Standing Orders to include process for questions put during the ‘Public Question Time’ section of a meeting.

143. CORRESPONDENCE(i) Email from member of the public relating to publishing expenditure information on the

website. Considered at Item 138.

RESOLVED: That as the time is now 12noon the meeting is extended for a further 15 minutes to complete the agenda. Proposed Cllr James Buczkowski, seconded Cllr Iain Emmett.

RESOLVED: that due to the sensitive nature of the business to be discussed, the following item is dealt with as Part 2 business and, in accord with the Public Bodies (Admission to Meetings) Act 1960 and the Local Government Act 1972 the press and public are requested to leave at this point and the next section of the meeting is conducted in private. Proposed Cllr James Buczkowski, seconded Cllr Iain Emmett.

144. STAFFING: To receive report (to be tabled at the meeting): Discussed and noted.

NOTE: Overtime to be reviewed at the next meeting.

145. DATE OF NEXT MEETING: Tuesday 19 June at 10am at Cullompton Scout Hut

The meeting closed at 12.15pm.

SIGNED: _______________________________________

DATE: ________________________________________

CULLOMPTON TOWN COUNCIL

Policy, Finance and Personnel Committee: Terms of Reference

a. Administration and Asset Managementi. To maintain a continuous general oversight on the Council’s administration.ii. To oversee the strategic and policy issues affecting the Council’s acquisition

and development of information technology.iii. To recommend on the acquisition and renewal of vehicles and the discharge

of all statutory duties relating to their maintenance and condition.

b. Financei. Control of the finances of the council including recommending and monitoring

the annual budget.ii. Proposing the precept demand for the billing authority to be put before the

council.iii. To undertake quarterly review of expenditure against the approved budget

and to report to the council highlighting any variations.iv. To ensure the proper arrangements for the conduct of the statutory annual

audit including the appointment of an internal auditor.v. To approve the Annual Statement of Accounts for submission to the council for

adoption.vi. To consider virements as necessary.

vii. To undertake regular review of the council’s banking arrangements and investments.

viii. To regularly review the council’s insurance requirements.ix. To consider grant applications and make recommendations to the full council.x. To consider matters referred by the council.

c. Personnel:i. To recruit, retain and develop staff to undertake the work of the council.

ii. The Chairman of the Policy, Finance & Personnel Committee or the Town Mayor or Deputy Town Mayor is to conduct the annual appraisal of the Town Clerk. agree objectives and bring a report back to the Committee

iii. To agree and monitor training requirements for staff and councillors within an agreed budget.

iv. To consider requests from members’ and staff to attend conferences, courses and meeting relevant to the work of the council.

v. To consider and bring to a final conclusion any matters emanating from grievance and disciplinary procedures contained in the Contract of Employment applicable to all members of staff employed by the council.

vi. To receive and note annual and other appraisals and be the point of contact for any appeal.

vii. To deal with any staff complaint concerning the Town Clerk.viii. To deal with any staff matters referred by the Town Clerk.

ix. To deal with any other personnel matters.

x. To decide, with the Town Clerk and any other staff concerned, any issues relating to staffing levels and re-grading, pay levels and staffing structures.

xi. To ensure that the council complies with health and safety legislation.

d. Policy:i. To regularly review and update the policies of the Council.

ii. To ensure that the Council’s strategies, policies and procedures are undertaken in accordance with statutory and legislative requirements.

iii. To make recommendations to the Council on matters which, notwithstanding that they fall within the powers and duties of one or more other committees, are concerned with new or unformulated policy or the utilisation of resources related to policy.

iv. To consider and make recommendations to the Council on any policy or consultation documents received from other organisations and affecting the area and, in the event of time constraints which prevent consideration by the Council, making a direct response to those documents.

Date :- 13/06/2018 Cullompton Town Council Page No: 1

Time :- 14:18 Detailed Balance Sheet (Excluding Stock Movement)Month No: 2

A/c Account Description Actual

Current Assets

100 Debtors 2,237105 VAT Control Account 1,412200 Current Bank Account 74,603210 Credit Card -158220 Lloyds 12 Month Deposit 75,000230 Lloyds 6 Month Deposit 50,000240 Lloyds 3 Month Deposit 50,000250 Petty Cash 23260 Cambridge & Counties Bank 76,352270 Recycling Bags Float 40280 Unity Bank Trust 100,000

Total Current Assets 429,510

Current Liabilities

500 Creditors 3,531

Total Current Liabilities 3,531

425,978Net Current Assets

Total Assets less Current Liablities 425,978

Represented By :-

300 Current Year Fund 112,914310 General Reserves 150,498320 Earmarked Reserves 162,566

Total Equity 425,978

Date: 13/06/2018 Cullompton Town Council Page No: 1

Time: 14:14 User : JPM

Bank Reconciliation Statement as at: 13/06/2018 for Cash Book 1 Current Bank Account

Bank Statement Account Name (s) Statement Date Page No Balances

Current Account 31/05/2018 79,742.06

79,742.06

Unpresented Cheques (Minus) Amount

30/04/2018 8690 Unison 9.7017/05/2018 008688 Colin & Martin Tyres & Batteri 69.6024/05/2018 008691 Unison 9.7030/05/2018 BACS Pensions 2,002.0930/05/2018 BACS HMRC 3,072.85

5,163.94

74,578.12

Receipts not Banked/Cleared (Plus)

08/06/2018 25.00

25.00

74,603.12

Balance per Cash Book is :- 74,603.12

0.00Difference is :-

Supplier Goods Description Net VAT GrossSolopress Posters (SpringFest) 17.00 3.40 20.40Solopress Flyers and Leaflets (SpringFest) - Town Team 31.00 - 31.00Solopress SpringFest programme 629.00 - 629.00

677.00 3.40 680.40

Credit Card Purchases, May Statement 2018 - Breakdown


Time :- 14:49 Detailed Income & Expenditure by Account 13/06/2018

Month No : 2 Account Code Report

Actual Actual Year Current Budget Committed Funds % of Current Mnth to Date Annual Bud Variance Expenditure Available Budget

Expenditure Detail28.8 %4000 Advertising 115 115 400 285 2850.0 %4005 CCTV 0 0 3,000 3,000 3,0000.0 %4010 Contingency 0 0 6,000 6,000 6,000

14.3 %4020 Cullompton Crier 0 500 3,500 3,000 3,0000.0 %4030 Councillor Allowances 0 0 500 500 5001.2 %4035 General Administration/Other 0 35 3,000 2,965 2,9650.0 %4045 Room Hire 8 8 0 -8 -80.0 %4048 Audit Costs 0 0 2,500 2,500 2,5000.0 %4050 Photocopier 0 0 1,500 1,500 1,5000.0 %4051 Postage 0 0 800 800 800

19.3 %4052 Stationery 193 193 1,000 807 80777.7 %4055 Subscriptions 1,321 1,321 1,700 379 37915.7 %4060 Telephone & Broadband 524 551 3,500 2,949 2,94939.8 %4065 Professional Fees 995 995 2,500 1,505 1,5050.0 %4067 Tech Fund 0 0 2,000 2,000 2,000

11.8 %4068 IT Support 384 768 6,500 5,733 5,7330.0 %4070 Office Equipment 0 0 500 500 500

82.5 %4075 Grants 1,650 1,650 2,000 350 3500.0 %4085 Mayoralty Fund 0 0 250 250 250

13.6 %4090 Payroll Expenses 24,431 29,898 220,000 190,102 190,1020.0 %4091 Payroll Additional -9,138 1,276 0 -1,276 -1,2760.0 %4095 Christmas Lights 0 0 7,000 7,000 7,000

49.7 %4100 Public Works Loan Repayment 0 8,823 17,750 8,927 8,92727.2 %4105 St Andrew's Car Park 364 545 2,000 1,455 1,4550.0 %4110 St Andrew's Car Park Improv. 0 0 2,000 2,000 2,000

11.6 %4115 Staff & Councillor Training 348 348 3,000 2,652 2,6526.2 %4120 Town Maintenance 276 406 6,500 6,094 6,0940.0 %4122 Grass/Verge Cutting 0 0 2,500 2,500 2,500

10.2 %4125 Play Area Running Expenses 210 305 3,000 2,695 2,6950.0 %4126 Play Equipment Fund 0 0 2,000 2,000 2,0000.0 %4127 Play Area Projects 1,248 1,248 0 -1,248 -1,248

16.7 %4130 Van Lease 277 554 3,325 2,771 2,7716.2 %4135 Van Running Expenses 90 124 2,000 1,876 1,8760.7 %4150 Public Toilets Contribution 33 33 5,000 4,967 4,967

16.4 %4160 Community Wellbeing Committee 186 246 1,500 1,254 1,2540.0 %4165 Community Events 0 0 1,000 1,000 1,0005.4 %4200 Allotment Exenses 18 18 330 312 3120.0 %4300 Cemetery Equipment 0 0 1,000 1,000 1,000

38.3 %4310 Cemetery Running Expenses 1,389 5,204 13,580 8,376 8,37613.6 %4405 Town Hall Running Expenses 676 1,563 11,500 9,937 9,937

Continued on Page 2





4.2 %4820 Neighbourhood Plan 0 211 5,000 4,789 4,7890.0 %4825 Townscape Heritage Sch 0 0 6,500 6,500 6,500

25.2 %4850 Youth Services 4,875 4,875 19,334 14,459 14,4590.0 %4855 Youth Council 0 0 200 200 2000.0 %4860 Election Contingency 0 0 5,000 5,000 5,0000.0 %9022 EMR - Cemetery Project 0 0 25,878 25,878 25,8780.0 %9024 EMR - Community Bus Service 0 0 10,000 10,000 10,0000.0 %9026 EMR - Town Hall Improvements 0 0 40,293 40,293 40,2930.0 %9028 EMR - Play Area Fund 0 0 9,777 9,777 9,7770.0 %9030 EMR - Railway Feasibility 0 0 6,359 6,359 6,3590.0 %9032 EMR - Car Park Improvements 0 0 8,000 8,000 8,0000.0 %9034 EMR - Tech Fund 0 0 3,000 3,000 3,0000.0 %9038 EMR - Townscape Heritage 0 0 13,500 13,500 13,5000.0 %9040 EMR - Van Fund 0 0 2,696 2,696 2,6960.0 %9044 EMR - Christmas Lights 0 0 2,500 2,500 2,5000.0 %9046 EMR - Community Events 0 0 3,000 3,000 3,0000.0 %9050 Public Rights of Way 0 0 5,949 5,949 5,9490.0 %9052 EMR - Staffing Contingency 0 0 10,000 10,000 10,0000.0 %9054 EMR - Mayoralty Fund 0 0 750 750 7507.2 %9070 Market 125 375 5,223 4,848 4,8480.0 %9081 EMR - Maintenance Equipment 0 0 1,000 1,000 1,000

13.9 %9085 Town Team 21 988 7,089 6,101 6,1015.1 %9086 Neighbourhood Plan 0 316 6,214 5,898 5,8980.0 %9087 Christmas Events 0 0 1,365 1,365 1,365

Total OverHead 30,618 63,490 544,762 481,272 0 481,272 11.7 %

Income Detail0.0 %1000 Crier Advertising 0 0 500 -500

172.8 %1005 Hanging Baskets 270 864 500 36433.3 %1010 Interest Received 0 600 1,800 -1,2005.0 %1020 Miscellaneous Income 10 10 200 -1900.0 %1025 Photocopying Income 0 0 50 -50

50.0 %1030 Precept 0 166,092 332,184 -166,09250.0 %1035 Council Tax Support Grant 0 981 1,962 -9810.0 %1040 Recycling Bags 202 297 0 297

21.0 %1045 Staff Charge Back 105 105 500 -3950.0 %1050 Community Event Income 0 0 500 -500

140.9 %1200 Allotment Rents - Top Field 18 493 350 14381.3 %1205 Allotment Rents - Haymans 0 122 150 -2811.8 %1300 Burial Fees 1,169 3,783 32,000 -28,21721.4 %1400 Town Hall Hire 1,345 2,465 11,500 -9,035

Continued on Page 3





0.0 %1800 Street Market Income 210 452 0 4520.0 %1820 Town Team Income 0 140 0 140

Total Income 3,329 176,404 382,196 -205,792 46.2 %

Total Expenditure 30,618 63,490 544,762 481,272 0 481,272 11.7 %Total Income 3,329 176,404 382,196 -205,792 46.2 %

27,289Net Expenditure over Income -112,914 162,566 275,480

Printed on : 13/06/2018 Cullompton Town Council Page No 1

At : 14:16 Current Bank Account

List of Payments made between 01/05/2018 and 31/05/2018

Date Paid Payee Name Cheque Ref Amount Paid Authorized Ref Transaction Detail

01/05/2018 Mid Devon District Council DD 184.00 NNDR St Andrews Car Park

01/05/2018 CAB 008681 500.00 CAB Grant Payment

01/05/2018 Ace Majorettes 008682 300.00 Ace Majorettes Grant

01/05/2018 Culm Voluntary Car Scheme 008683 300.00 Grant Culm Vol Car Scheme

01/05/2018 Culm Vale Bowling Club 008684 100.00 Grant Culm Vale Bowling Club

01/05/2018 Tiverton Swimming Pool 008685 100.00 Grant Tiverton Swimming Pool

02/05/2018 Cullompton Family Centre 008686 250.00 Grant Cullompton Family Centre

02/05/2018 Tiverton & Dist Comm Transport 008687 100.00 Grant Tiv & Dist Comm Trans

03/05/2018 Devon Association of Local Cou BACS 1,047.14 Agrd TC mtg Subs DALC Apr 18-Mar 1926.04.18

03/05/2018 Scrace, Tim BACS2182 45.00 Window Cleaning

03/05/2018 Devon Commercial Stationers BACS2183 89.95 Stationery

03/05/2018 Hi-Line BACS2184 216.00 GP Com Appr St Andrews Car Park Running Ex27/03/18

03/05/2018 Mid Devon District Council BACS2185 348.00 Staff & Councillor Training

03/05/2018 South West Councils BACS2186 460.80 Agrd TC mtg Subs SW Council Apr 18- Mar 1926.04.18

03/05/2018 Streamline Corporate BACS2188 7.30 Town Maintenance

03/05/2018 Credit Card DD 680.40 Various Credit Card Purchases

09/05/2018 Allstar DD2201 69.59 Van/Cemetery Running Expenses

10/05/2018 Scottish Power DD 145.00 Electric

11/05/2018 O2 DD 15.29 Mobile Phone - Perry

11/05/2018 Opus Energy DD2206 180.35 Gas 27.03.18 to 25.04.18

15/05/2018 British Telecom DD2202 31.80 Telephone May 2018

17/05/2018 Colin & Martin Tyres & Batteri 008688 69.60 Cemetery Running Expenses

17/05/2018 D & H Plant Ltd 008689 134.10 Cemetery Digger Hire

18/05/2018 YMCA Exeter BACS2189 4,875.00 Youth Service Delivery Apr-Jun

18/05/2018 The Gardeners Nursery BACS2190 97.50 Play Area Project Expenses

18/05/2018 Wasteology Ltd BACS2191 372.00 Skip

18/05/2018 Spot On Supplies BACS2192/3 82.16 Toilet Rolls

18/05/2018 Kevin Pilgrim Ltd BACS2194 1,380.00 Tufty Park Gates

18/05/2018 Edenvale Turf (SW) Ltd BACS2195 10.58 Cemetery Running Expenses

18/05/2018 Landscaping & Grounds Maintena BACS2196 432.00 Cemetery Grass Cutting

18/05/2018 The Devon Molecatcher BACS2197 91.00 Cemetery Running Expenses

18/05/2018 Landscaping & Grounds Maintena BACS2198 239.64 Play Area Grass Cutting

18/05/2018 Kevin Pilgrim Ltd BACS2199 81.60 Notice Board Repair

18/05/2018 Microshade Business Contsultan BACS2200 460.50 Hosting Service

24/05/2018 Unison 008691 9.70 Unison Subs May 2018

24/05/2018 Salaries BACS 10,332.85 Salaries May 2018

29/05/2018 D&G Heating Plan DD 24.18 Boiler Insurance

29/05/2018 ALD FORD LEASE DD2203 332.47 Van Lease

29/05/2018 Julie Hasell BACS 21.00 Temporary Event Notice

30/05/2018 Allstar DD2175 85.81 Cemetery Running Expenses

30/05/2018 Pensions BACS 2,002.09 Pension Contributions May 2018

30/05/2018 HMRC BACS 3,072.85 Tax & NIC May 2018

31/05/2018 British Telecom DD2174 582.26 Telephone/Broadband May-Jul 18

Total Payments 29,959.51

13/06/2018 Cullompton Town Council14:48 Detailed Income & Expenditure by Budget Heading 13/06/2018 Page No 1

Month No : 2 Committee Report

Actual Actual Year Current Variance Committed Funds % of Current Mth To Date Annual Bud Annual Total Expenditure Available Budget

Cemetery/Town Hall Committee

300 Cemetery

4300 Cemetery Equipment 0 0 1,000 1,000 1,000 0.0 %4310 Cemetery Running Expenses 1,389 5,204 13,580 8,376 8,376 38.3 %

Cemetery :- Expenditure 1,389 0 9,376 35.7 %5,204 14,580 9,3761300 Burial Fees 1,169 3,783 32,000 -28,217 11.8 %

Cemetery :- Income 1,169 11.8 %3,783 32,000 -28,217

Net Expenditure over Income 220 1,421 -17,420 -18,841

400 Town Hall

4405 Town Hall Running Expenses 676 1,563 11,500 9,937 9,937 13.6 %

Town Hall :- Expenditure 676 0 9,937 13.6 %1,563 11,500 9,9371400 Town Hall Hire 1,345 2,465 11,500 -9,035 21.4 %

Town Hall :- Income 1,345 21.4 %2,465 11,500 -9,035

Net Expenditure over Income -669 -902 0 902

Cemetery/Town Hall Committee :- Expenditure 2,065 6,767 26,080 19,313 0 19,313 25.9 %2,514 6,248 43,500 -37,252Income 14.4 %

Net Expenditure over Income -449 519 -17,420 -17,939

Town Ctre/Econ Dev Committee

800 Town Centre

9070 Market 0 180 0 -180 -180 0.0 %

Town Centre :- Expenditure 0 0 -180180 0 -1801005 Hanging Baskets -30 -30 0 -30 0.0 %1800 Street Market Income 210 452 0 452 0.0 %

Town Centre :- Income 180 422 0 422


Town Ctre/Econ Dev Committee :- Expenditure 0 180 0 -180 0 -180 0.0 %180 422 0 422Income 0.0 %


Community Wellbeing Committee

Continued on Page No 2




200 Allotments

4200 Allotment Exenses 18 18 330 312 312 5.4 %

Allotments :- Expenditure 18 0 312 5.4 %18 330 3121200 Allotment Rents - Top Field 18 493 350 143 140.9 %1205 Allotment Rents - Haymans 0 122 150 -28 81.3 %

Allotments :- Income 18 123.0 %615 500 115

Net Expenditure over Income 0 -597 -170 427

600 Community Wellbeing Miscellane

4105 St Andrew's Car Park 184 184 0 -184 -184 0.0 %

Community Wellbeing Miscellane :- Expenditure 184 0 -184184 0 -184

Net Expenditure over Income 184 184 0 -184

Community Wellbeing Committee :- Expenditure 202 202 330 128 0 128 61.2 %18 615 500 115Income 123.0 %

Net Expenditure over Income 184 -413 -170 243

Pol/Fin/Pers Committee

100 Administration

4000 Advertising 115 115 400 285 285 28.8 %4005 CCTV 0 0 3,000 3,000 3,000 0.0 %4010 Contingency 0 0 6,000 6,000 6,000 0.0 %4020 Cullompton Crier 0 500 3,500 3,000 3,000 14.3 %4030 Councillor Allowances 0 0 500 500 500 0.0 %4035 General Administration/Other 0 35 3,000 2,965 2,965 1.2 %4045 Room Hire 8 8 0 -8 -8 0.0 %4048 Audit Costs 0 0 2,500 2,500 2,500 0.0 %4050 Photocopier 0 0 1,500 1,500 1,500 0.0 %4051 Postage 0 0 800 800 800 0.0 %4052 Stationery 193 193 1,000 807 807 19.3 %4055 Subscriptions 1,321 1,321 1,700 379 379 77.7 %4060 Telephone & Broadband 524 551 3,500 2,949 2,949 15.7 %4065 Professional Fees 995 995 2,500 1,505 1,505 39.8 %4067 Tech Fund 0 0 2,000 2,000 2,000 0.0 %4068 IT Support 384 768 6,500 5,733 5,733 11.8 %4070 Office Equipment 0 0 500 500 500 0.0 %4075 Grants 1,650 1,650 2,000 350 350 82.5 %





4085 Mayoralty Fund 0 0 250 250 250 0.0 %4090 Payroll Expenses 24,431 29,898 220,000 190,102 190,102 13.6 %4091 Payroll Additional -9,138 1,276 0 -1,276 -1,276 0.0 %4095 Christmas Lights 0 0 7,000 7,000 7,000 0.0 %4100 Public Works Loan Repayment 0 8,823 17,750 8,927 8,927 49.7 %4105 St Andrew's Car Park 180 361 2,000 1,639 1,639 18.0 %4110 St Andrew's Car Park Improv. 0 0 2,000 2,000 2,000 0.0 %4115 Staff & Councillor Training 348 348 3,000 2,652 2,652 11.6 %4120 Town Maintenance 276 406 6,500 6,094 6,094 6.2 %4122 Grass/Verge Cutting 0 0 2,500 2,500 2,500 0.0 %4125 Play Area Running Expenses 210 305 3,000 2,695 2,695 10.2 %4126 Play Equipment Fund 0 0 2,000 2,000 2,000 0.0 %4127 Play Area Projects 1,248 1,248 0 -1,248 -1,248 0.0 %4130 Van Lease 277 554 3,325 2,771 2,771 16.7 %4135 Van Running Expenses 90 124 2,000 1,876 1,876 6.2 %4150 Public Toilets Contribution 33 33 5,000 4,967 4,967 0.7 %4160 Community Wellbeing Committee 186 246 1,500 1,254 1,254 16.4 %4165 Community Events 0 0 1,000 1,000 1,000 0.0 %4825 Townscape Heritage Sch 0 0 6,500 6,500 6,500 0.0 %4855 Youth Council 0 0 200 200 200 0.0 %4860 Election Contingency 0 0 5,000 5,000 5,000 0.0 %

Administration :- Expenditure 23,330 0 281,669 15.0 %49,756 331,425 281,6691000 Crier Advertising 0 0 500 -500 0.0 %1005 Hanging Baskets 300 894 500 394 178.8 %1010 Interest Received 0 600 1,800 -1,200 33.3 %1020 Miscellaneous Income 10 10 200 -190 5.0 %1025 Photocopying Income 0 0 50 -50 0.0 %1030 Precept 0 166,092 332,184 -166,092 50.0 %1035 Council Tax Support Grant 0 981 1,962 -981 50.0 %1040 Recycling Bags 202 297 0 297 0.0 %1045 Staff Charge Back 105 105 500 -395 21.0 %1050 Community Event Income 0 0 500 -500 0.0 %

Administration :- Income 617 50.0 %168,979 338,196 -169,217

Net Expenditure over Income 22,713 -119,223 -6,771 112,451

840 Youth Services

4850 Youth Services 4,875 4,875 19,334 14,459 14,459 25.2 %

Youth Services :- Expenditure 4,875 0 14,459 25.2 %4,875 19,334 14,459

Net Expenditure over Income 4,875 4,875 19,334 14,459





990 EMR

9022 EMR - Cemetery Project 0 0 25,878 25,878 25,878 0.0 %9024 EMR - Community Bus Service 0 0 10,000 10,000 10,000 0.0 %9026 EMR - Town Hall Improvements 0 0 40,293 40,293 40,293 0.0 %9028 EMR - Play Area Fund 0 0 9,777 9,777 9,777 0.0 %9030 EMR - Railway Feasibility 0 0 6,359 6,359 6,359 0.0 %9032 EMR - Car Park Improvements 0 0 8,000 8,000 8,000 0.0 %9034 EMR - Tech Fund 0 0 3,000 3,000 3,000 0.0 %9038 EMR - Townscape Heritage 0 0 13,500 13,500 13,500 0.0 %9040 EMR - Van Fund 0 0 2,696 2,696 2,696 0.0 %9044 EMR - Christmas Lights 0 0 2,500 2,500 2,500 0.0 %9046 EMR - Community Events 0 0 3,000 3,000 3,000 0.0 %9052 EMR - Staffing Contingency 0 0 10,000 10,000 10,000 0.0 %9054 EMR - Mayoralty Fund 0 0 750 750 750 0.0 %9070 Market 0 70 0 -70 -70 0.0 %9081 EMR - Maintenance Equipment 0 0 1,000 1,000 1,000 0.0 %9085 Town Team 0 967 0 -967 -967 0.0 %

EMR :- Expenditure 0 0 135,716 0.8 %1,037 136,753 135,716

Net Expenditure over Income 0 1,037 136,753 135,716

991 Available Funds

9050 Public Rights of Way 0 0 5,949 5,949 5,949 0.0 %9070 Market 125 125 5,223 5,098 5,098 2.4 %9085 Town Team 0 0 7,089 7,089 7,089 0.0 %9086 Neighbourhood Plan 0 316 6,214 5,898 5,898 5.1 %9087 Christmas Events 0 0 1,365 1,365 1,365 0.0 %

Available Funds :- Expenditure 125 0 25,399 1.7 %441 25,840 25,399

Net Expenditure over Income 125 441 25,840 25,399

Pol/Fin/Pers Committee :- Expenditure 28,330 56,109 513,352 457,243 0 457,243 10.9 %617 168,979 338,196 -169,217Income 50.0 %

Net Expenditure over Income 27,713 -112,870 175,156 288,025

Planning/Licensing Committee

820 Neighbourhood Plan

4820 Neighbourhood Plan 0 211 5,000 4,789 4,789 4.2 %

Neighbourhood Plan :- Expenditure 0 0 4,789 4.2 %211 5,000 4,789






Planning/Licensing Committee :- Expenditure 0 211 5,000 4,789 0 4,789 4.2 %0 0 0 0Income 0.0 %


Town Team

830 Town Team

9085 Town Team 21 21 0 -21 -21 0.0 %

Town Team :- Expenditure 21 0 -2121 0 -211820 Town Team Income 0 140 0 140 0.0 %

Town Team :- Income 0 140 0 140

Net Expenditure over Income 21 -119 0 119

Town Team :- Expenditure 21 21 0 -21 0 -21 0.0 %0 140 0 140Income 0.0 %

Net Expenditure over Income 21 -119 0 119

APPENDIX E


Report to: Policy, Finance and Personnel Committee

Prepared by: Town Clerk

Re: Charging back staff time

Date: June 2018

CURRENT SITUATION

1. Famers Market: The Council has an arrangement with the Farmers’ Market to erect and dismantle their gazebos each time there is a market. For this the Council charges £35 per market i.e. to erect and dismantle the gazebos.

The time taken to carry out this task varies depending on the number of stalls. For instance there was a market on 8 June in High Street and it took one member of staff approximately 5 hours to erect and dismantle the gazebos, this includes several trips to the Town Council’s garage at St Andrews and the Farmers Market garage in Orchard Way to transport gazebos, tables and chairs etc.

Staff salary costs: approximately £20 per hour (to include add on costs such as pensions).

There is also the administration and transport costs which need to be taken into account.

The Council assists the Farmers’ Market by carrying out this task as they have found it difficult to find anyone else willing and the income from the market is not sufficient to cover the cost of paying anyone.

The Town Centre and Economic Development Committee has recommended that the Farmers’ Market are charged the actual cost of carrying out this work. They can then apply for a grant from the Council to assist with this cost.

2. Street Market: As the Council staff only have to transport gazebos from the Council’s garage at St Andrews it usually takes about an hour to erect the gazebos and another hour to dismantle. There is an internal transaction of £25 contribution, transfer from the Marketbudget to the payroll budget as the Council received a grant to assist with the cost of getting the market up and running.

3. Public Rights of Way: The Council receives an annual grant towards the cost of maintaining the footpaths. Council staff occasionally strim footpaths or repair stiles and we charge some this cost against the grant.

4. Gift of A Burrow for Allotments: The Council administers the allotment site and occasionally carries out maintenance work. Again some of the cost is charged back to the charity. The income from the charity is not sufficient to cover the actual cost but the Council also has other allotments sites for which it undertakes similar services and there is a general acceptance that allotments are provided by the Council as an amenity for the local community and not as a business activity.

5. Staff services for outside bodies: The Council has very occasionally provided services for other organisations and made a charge for this service e.g. loan and erect/dismantle a gazebo.

RECOMMENDATION: That the Council has a standard charge for the hire of staff to outside organisations e.g. £25 per hour. Internal staff costs to be considered on their individual merits e.g. benefit to the local community.

Notes from Youth Services Working Group 10th May 2018.

Discussions:

Detached Youth workers, a bus would be logistically difficult for where young people currently hang out.

What is a Young Persons wish list – Is it… Spending time with friends, wifi, safe, Easy access?

What is the statutory requirement for providing youth provision?

How is youth work interlinked with the mental health agenda?

How can we tie in S106 monies to Youth work?

How can Youth Provision tie into neighbourhood plan? (Liza to follow up)

Suggestion of possible partnership with Milk Bar – Could they open one night a week (different to youth club). They would provide the staff, we would provide the detached youth worker and underwrite the first £30 to ensure viable for them. (Assume 50 weeks running time £1500).

What length of time would this pilot over? 3 months – 1 year.

Action: Martin to make contact and discuss.

Ruth explained that when the Town Council had taken over Youth provision a plan had been created and approved by the Town Council in the short, medium and long term, the Town Council was awarded money for Youth Services based on the (full) proposal.

Action: Ruth to forward on actions set out in Statement of Community Interest, which laid out what the town council proposed to do with the Youth Service when it applied to DCC.

The group felt strongly that we should honour this and it was agreed that a brief update report should go to the Full Council on the 24th of May ready for a full report at the June 28th Meeting.

Actions: Liza to start putting together report. Ruth to request agenda time. Dom and Andy to attend on the 28th to be available for questions

If provision was reduced to one night a week, what age range would it be? Yr 8 to Yr 10.

(What is the current ages for each evening at the WMCA)

If Cullompton Town Council did not provide a youth provision, who could?

How do we engage other providers? Invite to meetings (JM may have list)

Questions for Providers:

Do you think there is sufficient Youth Provision in Cullompton Y/N/Comment

What areas could be improved upon? Extra night/outreach/comment

What age range do you expect to be included in youth provision?

Who should be responsible for funding youth services?

Would your group be interested in being represented in a steering group?

Action: Ask Jackie or Steve to send out questions.

Questions for Young People:

Do you currently attend a Youth Club or group y/n (if yes what, no why not)

Does the time of day suit you?

Is it a suitable age range?

Do you think there are enough opportunities to participate?

How could are youth workers at acknowledging your ideas?

Do you feel you can talk to youth workers about any problems?

Do you think your building is appealing?

What type of activities would you like to participate in?

Do you know about volunteering options in your youth club?

Any comments?

Next meeting 14th of June 19:00 – 20:00 at the town hall

APPENDIX G

Notes from Youth Services Working Group

Date: Friday 1st June 2018Venue: Cullompton Town HallTime: 5:00pm to 6:00pm

Attendees: Liza Oxford-Booth, Martin Smith, Kate Haslett, Dominic Bennett, Andy Shiach

1. Terms of Reference. Agreeing a way forward to meet the reporting requirements to the PFP Committee and full Council.

The working group acknowledges that their reports back to PFP committee could have been more regular and with this in mind have appointed Liza Oxford-Booth as the chair of the working group to ensure, going forwards, that reporting is done in line with the ‘Terms of Reference’.

However, it was also noted that PFP have received the notes from the meetings of 9th

March, 23rd March and 19th April. The working group would like to bring to the attention of the PFP the discussion point on the bottom of the notes from the 9th March:

‘To be discussed: staff support for the working group will be diminished as project Funding Officer will have full time work commitments with another employer from April, so there will be exceptionally limited capacity until new staff in place’.

This is not meant as an excuse, but as an explanation to why regular reporting to the PFP committee has been less frequent than would have been expected.

Going forwards, the working group will submit their meeting agenda in advance of the meetings, giving other councillors the opportunity to attend if they wish. The minutes will be sent out within a week of each meeting. The Chair will be responsible for communicating with the PFP committee.

2. Review of the work undertaken by the working group since February and3. Findings from the work undertaken

The working group have looked at timescales and put the following timeline together, staring from May:

May 18 June July Aug Sept Oct Nov Dec/Jan Feb AprilAgree dates for YMCA consultation

Prep online survey

School public survey

Need QR code/online survey

Data analysis

Report prep

Report to Council

Prep and open tender

Closetender

Award tender

Draw up contract

Contract start

Prior to May the working group contacted other potential providers for a youth provision, comparing services and costs:

PAIS – 2 meetings. Outcome: not a fit because they are not comfortable contracting with a statutory body. They work mainly with churches.

SWYM – quote for £24,000 to do the same as the YMCA. They would not be able to provide a senior youth worker.

YFC – Not at all interested. Young Devon - £35,000 for a bespoke service. Youth Genesis – could be engaged with to train volunteers. £10,000 would pay for 12

volunteers to gain ‘on the job’ L2 qualification with supervision. St Andrew’s may be able to help with volunteers from September 2019 as they have

been successful with obtaining funding for training. YMCA – Working with Dan from St Andrews to link with Friday Youth Group.

Cullompton Youth Services Report April – September 2017 Page 3, 1.3 The Way Forwards, highlights how they are looking to expand the service they already offer at no extra cost.

The working group has put together questions for consultation with the young people who are currently engaged with the YMCA provision. Martin and Dominic will be working with the YMCA to administer the consultation. This will take place from mid- June.

We have also put together a shorter questionnaire for the young people who are currently not attending the YMCA. This will be going out using a QR code and will be circulated at the Community College, displayed in bus shelters, library, sports centre and other locations in the town the team feels would attract the attention of the young people. This will also be circulated from Mid-June.

Mid-June was decided upon for the consultations as the working group did not feel it was appropriate to approach the school and young people during their exam times.

The working group has also carried out a review of the ‘Statement of Community Interest. Proposal and Evaluation Form’ that was submitted to Devon County Council by the Town Council. This document contains short, medium and long-term aims for the John Tallack Youth Centre. The group is concerned that no clear timescales had been placed on the aims within the document. The group therefore has assumed the following:

Short term – up to two yearsMid-term- two to five yearsLong term – five years plus

With this in mind the group proposes to re-visit some of the short-term aims that have currently not been met. They propose putting together a clear timeline for the future of the youth provision, in order to meet the longer term goals.

4. Recommendations to council.

Due to tight timescales the working group recommends that the YMCA contract carries on in its current format until at least the end of the financial year. This will allow for:i) a comprehensive analysis of the data collected from the consultation and

surveys. This will help inform what type of provision the town wants and needs.ii) further discussions with the YMCA regarding their suggested ‘The Way Forward’

and what else they can provide.

5. What’s next?

Analysis of consultation and survey - JulyFurther discussions with YMCA – more provision for the same money.How we include the provision of detached / outreach youth workers.Discussions with other youth providers in the Cullompton area.Applying for funding / grants. Possible option is the Big Lottery Fund Reaching communities – applications over £10,000 - Could provide £ £30,000 per year for up to 5 years. The working group feels that any bids made could be strong as we are not starting from scratch and already meets some deprivation indices such as the Town’s Economic Index are favourable for funding applications. The working group requests assistance with bid writing. Finding and training volunteers – earliest we see this happening is late 2019 with support from St Andrews in the first instance.Further review of the ‘Statement of Community Interest. Proposal and Evaluation Form’. Clear project plan put in place.

N.B. A final note worth mentioning is the impact having or not having a youth provision would have on the town. The town has regrettably seen a suicide and three under 16 unplanned pregnancies in the last year. These numbers could have been a lot higher without a youth intervention in place.

Extract from: A Future at Risk - Cuts in Youth Service. Unison 2016.

“Social isolation raises social anxiety and depression in young people. Young people are not being empowered to engage in the community and are becoming withdrawn from society. They are losing opportunities to interact with their peers especially those not in mainstream school or school leavers. Older teenagers are missing out on support with independence skills, new experiences and opportunities to become engaged with their communities.”

“These young people will have nowhere to turn, there will be no-one who is qualified or trained to help support them with the issues they have. This will lead to more anti-social behaviour, gangs, depression and poor mental health in young people, and increased work for the police forces that have also been cut. Truancy will rise, school results tables will be poor and homelessness could rise. Parents also need to know that their children are safe and not getting into drugs, drinking alcohol or being bullied. A youth centre is a safe place where young people are confined to one place where they can hang out, receive the support and advice/leadership they may need. That might be boosting their confidence, learning new skills and being taught about risks. Our centres and staff help young people by working with other agencies putting them in touch with counsellors, finding them somewhere to live, keeping them out of trouble with the police, helping to turn lives around and giving them a positive future”.

Date of Next meeting:

Friday 20th July 2018 at 5pmCullompton Town Hall

APPENDIX H



Date: June 2018

Re: Upgrade of telephone system

Prepared by: Assistant Town Clerk

TELEPHONE SYSTEM UPGRADE

1. The current telephone exchange is an LG GDK16 system with 4 LG handsets programmed into it. The council pays for 4 telephone lines; three voice and one broadband. Each of these lines attracts a line rental charge from our telephone supplier, currently BT.

2. The Assistant Town Clerk has had a telephone conversation with BT who have informed him that at some point in the next 12-18 months, the main exchange in High Street that supplies the lines to the Town Hall will be upgraded to a digital system and that this will result in the current Town Hall exchange system becoming obsolete as it will not be compatible with BT’s new digital systems as the system (hardware only) is c20 years old.

SYSTEM COMPARISON

3. Existing cabling is, for the purposes of this comparison, considered to be correctly installed; however, one additional cable will be required from the entry point of the voice lines (Town Clerk office) to the Committee Room. This will have very little impact on the supplied estimate. BT has visited the Town Hall to discuss options regarding a suitable system for the Town Hall together with it’s features and these are compared in the table below:

Current System Upgraded System

Telephone Exchange with 3 incoming voice lines. Telephone Exchange with 2 or 4 incoming voice lines.

4 x handsets (Town Clerk, Assistant Town Clerk, Admin Assistant, Committee Room).

5 x handsets (Town Clerk, Assistant Town Clerk, Admin Assistant, 2 x Committee Room).

Attracts maintenance costs and spare parts are increasingly difficult to procure with no fixed timescale for repairs if required.

Service and maintenance of the system will beincluded in the lease contract with a Mon-Sat 9-5 response within 4 hours.

Very unattractive “hold” music. More suitable “hold” music including music licenses as appropriate.

The system is at maximum capacity. The system can be expanded as necessary to support future council requirements.

If no capacity exists to answer an incoming call, the caller receives no message and the line just keeps ringing.

Users will log onto the system in the morning and the system will know how many extensions are available to take calls. If no capacity exists to answer an incoming call, the call will receive a message that they are in a queue and they should either wait or call back later.

UPGRADE COSTS

4. System costs will vary. Whilst the council subscribes to 3 voice lines, it is rare that all three are in use at the same time and two will be sufficient at this time.

ItemBT Current Costs (Provided by BT)

BT Estimate (2 voice + Broadband)

BT Estimate (4 voice + Broadband)

Taurus (2 lines + Broadband)

Line Rental 70.90 39.50 64.50 59.70

Hardware Lease 0.00 66.03 68.70 60.35

Calls 36.00 24.00 48.00 (est) 17.40

Broadband 54.95 30.00 30.00 Unknown*

Maintenance Contract 0.00 15.33 15.33 27.08

Telephone Book 16.99 0.00 0.00 0.00

MONTHLY TOTAL 178.84 174.89 226.53 164.80*

ANNUAL COST 2,146.08 2,098.68 2,718.36 1,977.60*

Current Budget 3.500.00 3,500.00 3,500.00 3,500.00*

Cost vs Budget 1,353.92 1,401.32 781.64 1,522.40*

*Price exclusive of Broadband provision as it is not apparent from the proposal provided whether or not this is included. However, the Assistant Town Clerk has attempted to both speak and email Taurus to no avail.

MOBILE TELEPHONE COSTS

BT are currently offering commercial mobile telephones as follows:

5 x Samsung xCover 4 (ruggedised and water/sand proof smartphones)Unlimited MinutesUnlimited Texts5GB of Shared Data

These are being offered at a cost of £18 per month each (£90 per month in total) which calculates at £1,080 per year– this price is for a group of 5 telephones – individual costs should less than 5 be required may increase. This telephone does not appear to be widely available as a commercial contract, however, a similarly specified Samsung Galaxy J5 (which is not ruggedised or waterproof) costs c£20 per month on a two year contract (source uSwitch.com).

APPENDIX I



Prepared by: Town Clerk

Re: Health, Safety and environmental review

Date: June 2018

THE BRIEF

The Council was recently contacted by the Health & Safety Executive about a concern raised by a member of the public. The HSE were happy with the response provided by the Town Council and have closed the case but it did us thinking about whether it would be helpful to contract an independent health & safety advisor to carry out an audit of the Council’s Health & Safety documentation and procedures: To this end four companies were contacted and provided with the following brief:

PHASE ONE

a. An initial two day visit to establish exactly what activities the council carries out across all of its business (including but not limited to the Cemetery) that require a H&S Risk Assessment and/or Method Statement.

b. An appraisal of our existing Risk Assessments and/or Method Statements to assess and improve the quality of processes and documentation that we have and to fill the gaps where a Risk Assessment is required but not in existence.

c. An assessment of our Health and Safety Policy with an eye to making it bespoke for this council and its activities and written in plain English where possible.

d. An assessment of other Health and Safety related matters (such as Fire Safety and the associated training, equipment checks etc) with a view to filling the gaps in our organisation and/or paperwork where required.

PHASE TWO

e. An annual retainer that will include:i. Two annual visits per year to assess and advise on the implementation of Policies,

Risk Assessments etc.ii. 24/7 telephone consultation as required – particularly important should the

Emergency Plan be implemented and we may be required to conduct a quick Risk Assessment of an Emergency Plan related activity such as sending the outdoor workers to clear a blocked water course or for one off Risk Assessments such as the Lantern Parade and other singular events.

iii. Two way communication between the council and Atlas with questions answered and advice provided on changes to legislation that requires modification of our Policies, Risk Assessments and/or Method Statements.

SUMMARY OF ESTIMATES

Company Initial Audit and advice

Annual Review & retained service

Comment

SZ Consulting £2,000 750.00 per yearAtlas Safety Management Ltd

570.00 plus £285 for advisory report

£60 per month Recommended by MDDC

SAAW Health & Safety Consultants

£2625 £290 per month

Peninsula £133 per month Cost provided is a monthly fee for a 5 year contract for both services combined –very pushy sales ethic

APPENDIX J


TOWN COUNCIL EMAIL ADDRESSES

Report for: Policy, Finance and Personnel (PFP) Committee

Report prepared by: The Assistant Town Clerk.

Background

The PFP Committee tasked the Assistant Town Clerk to seek alternative email providers to RackSpace as they considered £18pa expensive. Internet research has been conducted and a conversation has taken place between the Assistant Town Clerk and VisionICT, the council’s website and email host.

Email provision

The current email package is provided by RackSpace (www.rackspace.com). The following staff currently use official email addresses:

The Town Clerk The Assistant Town Clerk The Administrative Assistant The Finance Officer The Project Funding Officer (although this will be deactivated shortly) The Maintenance Supervisor

RackSpace provides web hosting and email services at a price (currently £18pa per user) – the price currently paid by the council for the email address in the cullomptontowncouncil.gov.uk domain are provided at a reduced cost as VisionICT have negotiated a bulk email package and benefit from economies of scale – the Assistant Town Clerk has been assured that this is the most cost effective email package currently available.

Alternative business email services have been investigated online. Gmail provide the “G Suite” for business users and this costs c£3.30 pcm (c£39pa) per user. Outlook.com provide similar services at a similar price. These prices are a reflection of the relatively small number of users, even with council members.

Another aspect to consider is the ability to host .gov.uk addresses. The internet domain name administrator (Internet Corporation for Assigned Names and Numbers (ICANN)) are stricter than usual on who may host .gov website and email services and the ability to host the council email will have to be investigated further if required.

In addition, VisionICT have informed the Assistant Town Clerk that they use RackSpace as the most cost effective supplier and, although it can be done, it will incur additional cost to have the email services divided between two or more suppliers as doing so will incur additional costs for them.

http://www.rackspace.com/

Disclaimer

It should be noted that there are cheaper options available but, prior to moving to VisionICT (based in Exeter) from Parishcouncil.net (based up country), we were having extraordinary trouble with their level of customer service – we only heard from them, despite repeated attempts to contact them by telephone, email and by their website embedded contact system, after we notified our intention to move to a new supplier. Parishcouncil.net supplied sufficient email addresses for all members and staff but there was a significant period last year when emails were unavailable or extremely difficult to use across all of the cullomptontowncouncil.gov.uk domain as the domain had been blacklisted by several of the email routers as having been used to transmit large quantities of spam. Considerations made for moving to VisionICT included the large number of local councils that do use them(particularly smaller Parish Councils without and IT Department) and that they are very local to us and only a telephone call away if we needed them – I have had several discussions with them over the past year and they have been incredibly helpful. Where we differ to some of the larger council hosted by seiretto.com is that many of the larger district and county councils have their own IT departments that write the code for their websites – Cullompton Town Council does not.

In conclusion, this report does lean toward continuing with VisionICT and they are a little more expensive than some of their competitors but they are still reasonably priced, are accustomed to the requirements of Parish and Town Councils, provide an excellent level of customer service when required and are local. All these things were considered when it was resolved to use them (they were also the cheapest when it came to the build of our relatively new website) to build and host the website for the council.

date: 12 june 2018 agenda · recommendation: that due to the sensitive nature of the business to be...

Documents