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Madeley Town Council

Minutes of the Annual General Meeting of Madeley Town Council held on Monday, 9th May 2016, at Jubilee House, High Street, Madeley

commencing at 7.00 p.m. ___________________________________________________________________________

Present Councillors:

J Jones (Chair), S Biles, R Coates, D Edwards, A A England, A R England, R Evans, K Guy, S Harrington, P Taylor, S Taylor, P Watling, D White Clerk to the Council Committee Secretary

16/01 Apologies Councillor G Green - Unwell - Accepted Councillor A Mackenzie - Family Commitment - Accepted Absent Councillor N Leeper

16/02 Election of Chair It was proposed, duly seconded and Resolved: That Councillor J Jones be elected to the office of Chair of Madeley Town Council for the 2016/17 term.

02.1 Declaration of Acceptance of Office The Chair signed the declaration of acceptance of office before the proper officer and undertook to observe the Code of Conduct which is expected of Members of the Council.

16/03 Remarks from the Chair The Chair thanked Councillor R Evans for everything she had done for Madeley Town Council during her two years in office as Chair.

16/04 Election of Vice Chair It was proposed, duly seconded and Resolved: That Councillor D White be elected to the office of Vice Chair of Madeley Town Council for the 2016/17 term.

16/05 Public Discussion There were no members of the public present.

16/06 Declarations of Interest There were none.

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16/07 Appointment of Committees

07.1 Environment Committee (6) It was proposed, seconded and Resolved: That the following Councillors be appointed to the Environment Committee:

Councillor P Taylor (Chair) Councillor A A England Councillor G Green

Councillor S Harrington Councillor A MacKenzie Councillor D White

07.2 Leisure & Community Committee (6) It was proposed, seconded and Resolved: That the following Councillors be appointed to the Leisure & Environment Committee:

Councillor S Taylor (Chair) Councillor S Biles Councillor S Chadwick

Councillor R Coates Councillor D Edwards Councillor G Green

07.3 Finance & General Purposes Committee (9) The Vice Chair of Council is deemed to be Chair of the Finance & General Purposes Committee and the Chair of the Environment Committee and the Chair of the Leisure & Community Committee are deemed to be members of the Finance & General Purposes Committee. It was proposed, duly seconded and Resolved: That the following Councillors be appointed to the Finance & General Purposes Committee:

Councillor D White (Chair) Councillor P Taylor (Chair of Environment) Councillor S Taylor (Chair of Leisure & Community) Councillor R Coates

Councillor A R England Councillor R Evans Councillor K Guy Councillor P Watling Vacancy

07.4 Personnel Committee (5) The Chair of Council is deemed to be Chair of the Personnel Committee. It was proposed, seconded and Resolved: That the following Councillors be appointed to the Personnel Committee:

Councillor J Jones (Chair) Councillor S Chadwick Councillor A A England

Councillor K Guy Councillor P Taylor

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07.5 Audit Committee (3)

It was proposed, seconded and: Resolved: That the following Councillors be appointed to the Audit Committee:

Councillor J Jones (Chair) Councillor R Coates

Councillor D White

07.6 Appeals Committee Membership was not considered.

16/08 Representatives on Outside Bodies It was proposed, duly seconded and Resolved: That Councillors and Officers be appointed to Outside Bodies and Working Groups as follows:

Organisation/Group Representatives 2017/2017 CHEC Board Cllr S Chadwick Friends of Rough Park Cllr S Biles Ironbridge Gorge World Heritage Site Strategy Group

Cllr A MacKenzie

Living History Project Management Committee

Cllrs R Coates, G Green, S Taylor

Madeley Community Orchard Steering Group

Cllr P Taylor

Madeley Matters Editorial Board Cllrs K Guy, S Harrington, J Jones, S Taylor, D White Clerk to the Council and Property & Events Officer Community Representative (as appointed)

Madeley Partnership Cllrs J Jones, P Watling Madeley Pitmounds Local Nature Reserve Cllr S Biles

Community Representatives (5) (as appointed)

National Association of Councillors Chair of Council Park Lane Centre Management Board Cllr R Coates Severn Gorge Countryside Trust Cllr D Edwards South Telford Rights of Way Partnership (STROWP)

Cllr A MacKenzie

Telford & Wrekin CVS Cllr D Edwards Telford & Wrekin Parishes Forum Chair & Vice Chair of Council T&W Sports Forum Cllr A R England Families in Telford Cllr S Chadwick

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There had been representation on the Lumley Hall Management Company up until 2015/2016. However, it was proposed, seconded and Resolved: That representation on the Lumley Hall Management Company would be withdrawn from 2016/2017 onwards. The Clerk was asked to check if Madeley Town Council still has nomination rights to the Telford & Wrekin CVS. The Clerk was asked to check the Anstice Community Trust (ACT) Constitution to see what it says about representation by Madeley Town Council on the ACT Board of Trustees.

16/09 Annual Report 2015/16 Councillor R Evans, Chair of the Council in 2015/16, presented the Annual Report (Appendix A). Noted.

16/10 Annual Committee Reports 2015/16

10.1 Leisure & Community Committee Councillor S Taylor, Chair of the Leisure & Community Committee, presented the Annual Report for 2015/16 (Appendix B) Noted.

10.2 Environment Committee Councillor P Taylor, Chair of the Environment Committee, presented the Annual Report for 2015/16 (Appendix C). Noted.

10.3 Finance & General Purposes Committee Councillor J Jones, Chair of the Finance & General Purposes Committee in 2015/16, presented the Annual Report for 2015/16 (Appendix D). Noted.

16/11 Finance

11.1 Power of General Competence The Localism Act includes a ‘general power of competence’. It gives minor local authorities the legal capacity to do anything that an individual can do that is not specifically prohibited and that is for the benefit of the local community. To qualify as an “eligible local council”, a minor local council in England must meet conditions prescribed by the Secretary of State in the Parish Councils (General Power of Competence) (Prescribed Conditions) Order 2012. Resolved: That Madeley Town Council meets the prescribed conditions and is an eligible council to use the General Power of Competence for the term until

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the next relevant annual meeting that takes place in a year of ordinary election.

11.2 Bank Mandate Standard terms for the provision of financial services (Appendix E). Continuation of authority and instructions for The Co-operative Bank to act as bankers for Madeley Town Council. Resolved: That The Co-operative Bank plc shall continue to operate as bankers for Madeley Town Council according to the terms and conditions of the business account mandate as agreed. Resolved: That authority is given for the Clerk to the Council and the Responsible Finance Officer to manage the business accounts on behalf of Madeley Town Council.

11.3 Councillor Allowances and Expenses Mandate 2016/17 Parish Basic Allowance The Parish Basic Allowance is based on the Telford & Wrekin Council’s Parish Independent Remuneration Panel Report 2004. Madeley Town Council adopted the Parish Basic Allowance in June 2007. Resolved: That Madeley Town Council approves payment of the Parish Basic Allowance for 2016/17 at the approved and indexed rate effective 1st April 2016. Travelling Expenses Resolved: That the NALC recommended rates for car allowance (casual users – first 10,000 miles) be approved for Officers business use of private vehicles. Resolved: That the HMRC approved Mileage Allowance Payment for 2016/17 be approved for Members business use of private vehicles. Subsistence/Accommodation Expenses Resolved: That subsistence expenses be maintained at current approved rates, based on Telford & Wrekin Council allowances.

11.3.1 Councillor Allowances and Expenses Report The Responsible Finance Officer had prepared a report, which the Council is required to publish (Appendix F) Noted.

11.4 Annual Subscription Review The Responsible Finance Officer had prepared a report showing annual subscriptions:

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Description Cost

SLCC Society of Local Council Clerks Professional body for local council clerks

£451

NAC National Association of Councillors Representative body for elected members

£65

SALC/NALC

Shropshire Association of Local Councils and National Association of Local Councils affiliation fee. Advice and support network for local councils. At the AGM in May 2015 it was resolved not to renew this subscription for 2015/16.

£2,080

Resolved: That the subscriptions to SLCC and NAC would be renewed for 2016/17. A letter had been received from the County Secretary of the Shropshire Association of Local Councils encouraging Town and Parish Councils to re-join the Association. It was noted that the Committee Secretary is currently studying for the Certificate in Local Council Administration, which is provided by NALC, although joining NALC is not a condition for studying the qualification. There was a discussion about the benefits versus the cost of re-joining SALC. Resolved: That the Clerk would be asked to provide further information about the benefits of re-joining SALC, compared with other support or networking bodies, so that Councillors can make an informed decision at the next Full Council meeting.

11.5 Direct Debit/Standing Order Mandates The Responsible Finance Officer had prepared a schedule of payment orders by Direct Debit and Standing Order for Annual Review and recommendation: Direct Debit/Standing Order Mandates 2016/17

Description Frequency Value T&WC NND Rates – Jubilee House Monthly –

April to January

£714.00

T&WC NND Rates – public conveniences

Monthly – April to January

£160.00

Co-op Bank

On-line Salaries Monthly Variable

HMRC PAYE/NIC contributions Monthly Variable Shropshire

Council Pension Fund contributions Monthly Variable

Co-op Bank

Interbank Transaction Charges Quarterly Variable

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Wrekin Housing Trust

Vehicle Lease Monthly £315.00

Furrows Ltd

Fuel Account Monthly Variable

Veolia Trade Refuse Collection Weekly £9.98 British

Telecom Analogue Telephone account – Anstice Hall alarm

Monthly Variable

Resolved: That delegated authority be given to the Clerk to the Council and the Responsible Finance Officer to instruct The Co-operative Bank under the general mandate to make payments by Direct Debit or Standing Order in accordance with the terms of suppliers and subject to ratification by Council or its Finance & General Purposes Committee. Resolved: that delegated authority be given to the Clerk to the Council and the Responsible Finance Officer to provide Bank Account details and instruct receipts from creditors under the BACS system

11.6 External Audit Programme 2016 The Responsible Finance Officer had prepared a paper outlining the external audit programme and had also supplied a copy of the Notice of the Appointment of Date for the Exercise of Electors’ Rights (Appendices G and H). Noted.

16/12 Minutes Resolved: That the minutes of the Meeting of Madeley Town Council held on Monday, 7th March 2016 be confirmed and approved for signature.

16/13 Committee Reports

13.1 Leisure & Community Committee The report of the meeting held on Monday 21st March 2016 was presented for information. Noted.

13.2 Environment Committee The report of the meeting held on Monday 11th April 2016 was presented for information. Noted

13.3 Finance & General Purposes Committee The report of the meeting held on Monday 25th April 2016 was presented for information.

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Noted

16/14 Strategic Direction To steer and co-ordinate the work of the Committees to ensure that strategic aims are being addressed and to develop policies and procedures that will enable the organisation to function effectively as an employer, service provider and community representative

A revised and updated Action Plan for the Full Council was presented (see Appendix I). Noted.

14.1 Sutton Hill Community Consultations Project A letter had been received from the Friends of Sutton Hill requesting financial support for the “Sutton Hill Community Conversations” consultation project, which is being undertaken by a company called Fuse Enterprise CIC. The project will help to establish the new governance of Sutton Hill Community Centre, including producing a business plan for the sustainable future of the Centre. The cost of employing Fuse Enterprise CIC to carry out the project on behalf of the Sutton Hill Partnership will be £15,000. One of the partner organisations, the Diocese of Hereford, has successfully managed to attract external funds that amount to £10,000 and Telford & Wrekin Ward Councillors have granted a total of £2,500 from their Councillors’ Pride Ward Fund. Madeley Town Council was asked to contribute £2,500 to match the Councillors’ contribution. Councillors commented on the current vibrant nature of the Sutton Hill Community Centre and the need to find a way to keep it sustainable for the future. They commended the partnership working that is going on in Sutton Hill and the desire to communicate with local residents. Resolved: That Madeley Town Council should provide £2,500 of match funding for the Sutton Hill Community Conversations project.

16/15 Representation To consult with and be accountable to the community through open communication and to advocate on behalf of the Parish and its residents.

A revised and updated Action Plan for the Full Council was presented (see Appendix I). Noted.

16/16 Parish Profile To promote and publicise the work of the Council and the area it serves

A revised and updated Action Plan for the Full Council was presented (see Appendix I). Noted

16/17 Anstice To upgrade the building to modern standards, while retaining the character of the

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building, and to develop it into a building that the local community will want to use. A revised and updated Action Plan for the Full Council was presented (see Appendix

I). Noted.

16/18 Correspondence

18.1 Telford & Wrekin Council – Invitation to the Mayor Making Ceremony An invitation had been received for to the Mayor Making Ceremony on Thursday 26th May 2016. Councillors were delighted to hear that Cllr R Evans is expecting to be the next Mayor of Telford & Wrekin. They wished her every success in her new role.

16/19 Information

19.1 Meeting Dates for 2016/17 A schedule of meeting dates for Full Council and the Committees was received (Appendix J). Noted.

16/20 Date of Next Meetings The next meeting of Madeley Town Council will be the Annual Parish Meeting to be held on Monday, 23rd May 2016 at the Rest Room, Church Street, Madeley, commencing at 7.30 p.m. The next business meeting of Madeley Town Council will be on Monday 27th June 2016, at Jubilee House, High Street, Madeley, commencing at 7.00 p.m.

There being no further business, the Chair declared the meeting closed at 7.55 p.m. Signed:

Dated:

(Chair)

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APPENDIX A Madeley Town Council – Annual General Meeting

Chair’s Annual report 2015/2016 Objectives of the Council Strategic Direction – to steer and co-ordinate the work of the Committees to ensure that strategic aims are being addressed and to develop policies and procedures that will enable the organisation to function effectively as an employer, service provider and community representative. Representation – to consult with and be accountable to the community through open communication and to advocate on behalf of the Town & its residents. Profile – to promote and publicise the work of the Town & the area it serves. Introduction I have been proud to continue as Madeley Town Council's Chairman during 2015-16 which, with the acquisition of the Anstice Hall, has proved to be a momentous year for the Council and the people of Madeley. During the year the Council has continued to work proactively in partnership with Telford and Wrekin Council and in support of our special interest groups and the organisations and businesses within our communities. The Council met on seven occasions during the year. The following report represents a small selection of the business conducted at those and other meetings. Further details can be seen in the appropriate minutes. Strategic Direction: The Council continued to pursue the overall strategy it agreed in September 2013 and the focus of our activities remains on our core values of ‘originating, enabling and supporting’ partnership working: Anstice Hall: Having acquired the former Anstice Working Men's Club for the community, the officers of the Council have worked tirelessly throughout the year to establish and support the development of the Anstice Community Trust (ACT). Particular note is made of the work that has been led by the Clerk, in undertaking the complex and demanding activities involved in supporting ACT to transform the Anstice Memorial Hall into a thriving community asset once again. A valuation and condition survey was commissioned and carried out, as was

a fire risk assessment and an asbestos survey to ensure the safety of the public, which enabled the Council and ACT to hold a number of very successful events in the hall, including our Christmas Market. PCPT Architects were appointed to undertake an options appraisal and a number of briefing and feedback meetings have taken place. A successful bid for £7,600 was submitted for a Heritage Lottery Fund Start Up Grant to pay for trustee training and expert assistance with business planning, which was approved on 29th February 2016. The Finance &General Purposes Committee resolved to set aside £1,000 for matched funding to support this. We were also delighted the Anstice Community Trust gained charitable status during the year and we are now close to providing them with a licence to formalise their use of the building. Following an approach from Telford and Wrekin Council, Madeley Town Council resolved in principle to take on the management of Madeley Library (in a new venue) in the future. To assess the implications of this a working group has been constituted to consider the implications of the Borough's offer of devolving the Madeley Library and Market services to us. This group will report shortly to the Full Council

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After consideration of our planned activities and the economic climate, Madeley Town Council agreed a budget of £416,830 for the 2016-17 financial year; a precept of £412,005 and, allowing for a reduced Local Council Tax Support grant of £53,765, a precept order in the amount of £358,240. A number of policies were also reviewed and adopted during the year. These included our Media Protocol, Complaints Procedure, and Local Government Pension Scheme (Employer Discretions) Policies. The Council’s Standing Orders and Financial Regulations were also updated. Representation: At the Annual General Meeting in May 2015, members were appointed to the Council’s five committees to oversee the business of the Council. Representatives were appointed to 16 local agencies, charities and community groups. Representatives were also appointed to several internal and Council supported groups, where members have a management role. Madeley Town Council continued to look for ways to engage with young people in our area and the joint youth event which took place at the Anstice with Madeley Town Council and Anstice Community Trust in October was particularly positive and successful. Officers continued to investigate funding opportunities to fund the refurbishment and extension of hard landscaping around the war memorial. The Living History Project made a successful bid for Pride in Your High Street funding, however, this will not cover all of the planned costs and ways in which further funding or reduced costs can be achieved are currently being investigated. We very much hope that the long awaited work should be completed ready for this year's Remembrance Sunday service. The Council continued to support the Madeley Partnership, with the somewhat diminished group allocating funding in partnership with T&W Council to planned improvements to pedestrian routes around Madeley Centre e.g. Park Avenue and taking action to protect the verges of Russell Green. Expressions of interest from anyone interested in joining the Madeley Partnership would be welcome. Profile: Madeley Matters – continues to be popular both in terms of contributors & readership. However, due to the difficulty of finding a cost-effective means of delivering the publication, it is going to be published on-line in future, with printed copies available to pick up at local community venues. I am pleased to say that the Council's new website went live during the year and has received positive feedback. Investors in People: During the year the Council Investors in People status was successfully renewed with the assessors providing extremely positive feedback. Staffing: The work of Officers is essential to the achievement of the desired objectives of the Town Council and in this respect, once again, all the Staff of the Town Council have been admirable in their energy, enthusiasm, skills and support, without them there would be no Council!

Rae Evans Chair - Madeley Town Council

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APPENDIX B

Madeley Town Council - AGM

Leisure & Community Committee – Annual report 2015/16

Objectives Community Events - to organise a series of agreed public events throughout the year and to support other organisations and groups with the realisation of their own community events Community Development - to provide grant assistance to support activities that help groups to address their own needs, and to support or initiate projects that provide services for the elderly and young people in particular Introduction The Committee met on five occasions (May, September, November, January and March) and the following report represents a small selection of the business conducted. Further details can be seen in the appropriate minutes. Community Events

Christmas Lights – This event was again held on a Saturday afternoon but unfortunately the weather was against us so at the last minute the event was moved mainly indoors to the Anstice Hall & Jubilee House. Despite the last minute move the event was very successful. This will be a joint event with the Anstice Community trust for 2016. Financial support for Christmas events in Sutton Hill and Woodside continued in 2015. The Madeley Craft and Food Fair took place in May 2015. This year it was organised on a reduced scale with the emphasis on traders. For 2016 this will be expanded to include a Victorian fair. This again will be a joint event with the Anstice Community Trust. Madeley Green Day took place in September 2015; this was again very well attended having a range of activities for all ages. A Thomas Parker day was held in October 2015 at the Valley Hotel, he was a noted electrical engineer and this was a commemoration of his life and work. Unfortunately a grant application for funding to restore his grave in St Michael’s churchyard was unsuccessful. 2016 is the 50th Anniversary of the building of the Sutton Hill estate there will be community events during this year. As the Town Council has now purchased the Anstice Hall there will a large programme of redevelopment of the building, to help with this there will be monthly fundraising events during the year. Community Development The proposed BMX Track & Trail at Rough Park, Woodside is now complete and is being very well used. A successful opening event was held in September 2015.

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Financial support for Telford & Wrekin Council’s local Summer Play schemes continues. An additional Job Junction venue in Madeley, to complement existing projects at Sutton Hill and Woodside, has been established and secured under a three year agreement The gardening scheme continued in 2015, with both gardeners from 2014 returning. They have continued to be a great team cutting grass for eligible local residents from April to October. Grants Grants and Donations, in cash and in kind, to a value of almost £5000 were awarded in 2015-16 out of a budget allocation of £10,000. Recipients were community groups, charities, and agencies working for the benefit of local residents creating bee borders, subsidising outings and supporting community events. Grant funding towards the cost of organised Christmas Activities planned by local community groups that provide cultural, social and recreational activities for the elderly began in 2005. This year £4,000 was allocated to support these activities with over 500 people benefiting. Conclusion The Leisure and Community Committee needs to be responsive to the needs of the local community and work closely with public agencies to provide required services and facilities. Councillors recognised that demands on finance were changing due to the reduction in the financial support we are receiving from Telford & Wrekin Council– there was particular emphasis on the need to support the needs of the people resident in the Madeley Town Council area. The work of Officers is essential to the achievement of desired objectives and, in this respect all the Staff of the Town Council has been admirable in their energy and enthusiasm, skills and support. Councillor S Taylor Chair, Leisure & Community Committee 23rd April 2016

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APPENDIX C

Madeley Town Council - AGM

Environment Committee – Annual report 2015/16

Aims and Objectives Area of Interest: E1 Public Realm Strategic Aim To work in partnership with the Local Authority to identify and implement environmental improvements Area of Interest: E2 Open Spaces Strategic Aim To seek involvement and influence in the management and improvement of recreational and public open spaces. Area of Interest: E3 Planning and Conservation Strategic Aim To work in partnership with the Local Authority to protect community interest through an active response to planning applications Introduction The Committee has met on five occasions and the following report represents a small selection of the business conducted. Madeley Parish Environmental Team Project partnership with Telford & Wrekin Council (complemented by the Estate Teams on Sutton Hill and Woodside), has had a great impact on our local environment – both through regular and responsive maintenance and projects. New benches have been installed in Rough Park and Mitchell Way, spring bulbs planted in Madeley Park and steps to provide a footpath link have been installed in Rough Park. A new agreement was signed in September 2015 to employ two apprentices. Regular liaison meetings are now held with Telford & Wrekin Council to discuss budgets and projects.

Councillor Walkabouts Environment Committee councillors have continued to walk the local Madeley area to highlight short and long term environmental issues and wok with Telford & Wrekin Council to provide solutions that will improve the quality of the local environment and the quality of life for everyone. Sutton Hill and Woodside have walkabouts organised by Telford and Wrekin. All Councillors are welcome to join us. Community Pride Scheme A highway scheme with matched funding has been secured to improve the footway on Park Avenue and a parking scheme on Russell Square. Civil Parking Enforcement and Speed indicator devices

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Discussions regarding both of the above are currently on going with Telford & Wrekin Council and West Mercia Police. Hanging Baskets The issue of hanging baskets to local businesses at a small cost is continuing. War Memorial Discussions regarding the refurbishment and extension of the hard landscaping around the war memorial continue. A successful bid by the Living History Project for Pride in Your High Street funding was unfortunately based on estimates that proved to be inadequate. This has now been referred back to the Pride in Your High Street to see if they can find an answer to the problem. Local Nature Reserve A declaration has been received from Telford & Wrekin Council regarding the Madeley Pitmounds which are now to be managed as a local nature reserve. 36 bird and bat boxes are to be installed around the Pitmounds. It is now proposed to seek Local Nature reserve status for Rough Park.

Planning Madeley Town Council continues to examine and respond to planning applications during this term – including the further development of the Madeley Court site and the Local Authority Housing Investment Programme proposal for ‘Council’ housing at Woodlands, Mound Way, Madeley. Planning Enforcement includes investigation of Untidy Land reports and is a means of ensuring that your neighbourhood is better cared for.

World Heritage Site Management Plan Consultation We submitted comments on the pre-consultation document and the whole plan is going out for public consultation in the summer of 2016.

The Future? Madeley Town Council, in partnership with other Town & Parish Councils and Telford & Wrekin Council needs to continue to pursue environmental considerations at all times in the future. Conclusion The work of Officers is essential to the achievement of desired objectives and, in this respect all the Staff of the Town Council have been admirable in their energy and enthusiasm, skills and support. Councillor P Taylor Chair, Environment Committee 24th April 2016

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APPENDIX D

Madeley Town Council

Finance & General Purposes Committee – Annual report 2015/16

Objectives Assets –to maintain high standards of service for all Council owned or managed assets and to provide facilities that are safe, well managed and welcoming. Budget & Finance – to monitor & control the council’s budget and to set a precept that balances the needs of the community against the community’s ability to pay. Partnerships – to play a protective role in regeneration projects that revitalises the area and are of benefit to local people. _________________________________________________________ Introduction In addition to managing the budgets and assets of the Town Council the Finance and General Purposes Committee is also responsible for working with key stakeholders in our area. It is responsible for the review of key polices, such as Standing Orders and Financial Regulations, risk management, systems and the effectiveness of the Council’s internal audit. The Committee met on 5 occasions (July, October, December, February and April) and the following report represents a small selection of the business conducted. Further details can be seen in the appropriate minutes. Assets Jubilee House Jubilee House has once again been very busy with income for 2015/16 being approximately £36,500, maintaining the level achieved in the previous year, and returns a small profit against the overall costs of managing the building. War Memorial Proposals for a public realm improvement scheme at the War Memorial and Russell Green focused on the refurbishment of the hard landscaping in which a paving stone commemorating Major Yates VC was to be placed. External funding application to implement the plan has been successful although some issues on eligibility need to be resolved – it is hoped to commence in June 2016 and complete by August 2016 Anstice Memorial Hall This focal building in Madeley town centre was acquired by Madeley Town Council in March 2015 and has been managed on an interim basis whilst the Anstice Community Trust (ACT) was formed. Whilst currently closed for public use, significant steps have been taken to ensure that the building is brought into compliance whilst hosting periodic events that illustrate its potential as an asset for the community. Madeley Town Council has used general fund reserves of £14,000 to support the transition – following an options appraisal and public consultation, external funding will be sought to redevelop and refurbish the Grade II listed building Allotments Our allotments remain very popular, with a waiting list for both sites.

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Budget & Finance

Madeley Town Council commenced the 2015/16 financial year with net assets of £389,933 of which £220,745 was earmarked reserves or restricted funds (Madeley Town Council acts as fundholder for Madeley Partnership which seeks to carry out public realm schemes that will enhance the viability and vitality of Madeley town centre – an initial regeneration grant budget of £154,000 is being directed towards promotion, property, and highway safety schemes). The prudent management of financial and other resources saw the year ending within budget and with all our assets well maintained for the benefit of the community. The External Audit was completed, for year end 31 March 2015, and once again the external auditor’s Certificate opinion was given stating that the Accounting and Governance Statements were in accordance with proper practices and that there were no matters giving cause for concern. A contract has been agreed with Telford & Wrekin Council, Audit, to provide independent Internal Audit services until 2017 During the year a full review of the Councils Financial Procedures, Standing Orders and Risk Management and risk register was undertaken by the Committee. Budget 2015/16 The Council set itself a budget of £386,380 for the 2015/16 financial year , comprising of a precept of £259,490 + Local Council Tax Support (£62,945), an increase of 1.4% on 2014/15 (average Council Tax £70.02pa). In comparison with similar local councils in the Borough, Madeley Town Council was 7th in a table of 11 councils with expenditure exceeding £100,000 It should be noted that a significant increase (31.4%) has been agreed for 2016/17 (average Council Tax £92.00pa) to account for liabilities arising from the ownership of the Anstice Memorial Hall and the reduction in Local Council Tax Support grant Financial Services The Financial Officer continued to provide Payroll, Accountancy and Audit services for several small local community groups. These included Madeley Community Orchard Group, Telford & Wrekin Age UK (Madeley), Friendly Retirement Group and the Madeley Partnership for which a small charge is levied to offset costs. Partnerships & Regeneration Madeley Town Council takes a supporting role in both Madeley Partnership and Sutton Hill Partnership and is an active partner in the South Telford Rights of Way Partnership (STROWP) and Madeley Community Orchard. In conclusion, this has been another year in which the Council has consolidated and brought to fruition many of its plans and had budgeted well to enable this to happen, whilst continuing to minimise the financial impact on our residents. Councillor J Jones Chair, Finance & General Purposes Committee

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APPENDIX E

THE CO-OPERATIVE BANK

BANK MANDATE

the Co-operative Bank p.l.c. (“the bank”) shall continue as Madeley Town Council’s bankers in accordance with our original application

• the bank shall be authorised to accept instructions (including written instructions sent by facsimile and

electronic instructions through the use of digital signatures and/or identification numbers or passwords) from Madeley Town Council in connection with the account(s) and the service, provided that the instructions are given and/or signed in accordance with the signing authority listed in the account signatories. Instructions shall mean: cheques, bills of exchange, promissory notes or other orders for payment drawn, made or accepted on behalf of Madeley Town Council (even if the payments cause the account(s) to be overdrawn) and requests or instructions in writing concerning the account(s), Madeley Town Council affairs or property (including the opening of the new account(s), the arranging of facilities and creation of security)

that cheque signatories should be the elected Chair and Vice-Chair of Madeley Town Council and its Committees

• all signatories to the account are aged 18 or over. • the bank shall be authorised to honour all cheques and all other documents made or accepted on behalf of

Madeley Town Council even if such payment causes any accounts to be overdrawn or increase any existing overdraft, provided that such documents are signed in accordance with the specimen signatures shown in the account signatories

• the bank shall act on all specimen signatures in accordance with any instruction, notice, request or other

document in writing concerning Madeley Town Council accounts (including the opening of new accounts), affairs or property, as shown in the account signatories.

• the bank shall be sent a copy of any future resolutions which affect the terms of these resolutions • the bank shall be sent a copy of any changes in the Standing Orders of Madeley Town Council

• the bank shall be notified in writing of any change of Members • the bank shall be notified in writing of any change of member authorised to sign on behalf of Madeley

Town Council • the bank shall otherwise continue to operate Madeley Town Council accounts in accordance with the

business account mandate

that Madeley Town Council agrees to use The Co-operative Bank, Business Customer Service, subject to its standard terms and conditions

that the Co-operative Bank shall otherwise continue to operate Madeley Town Council accounts in accordance with the mandate

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AUTHORITY FOR ADDITIONAL NAMED INDIVIDUALS

to draw, sign and endorse cheques and other orders for payment on Madeley Town Council accounts with you

• to draw, sign, accept and endorse bills of exchange and promissory notices on Madeley Town Council accounts with you

• to receive cheques, statements and other vouchers relating to Madeley Town Council accounts with you

• to withdraw all or any of Madeley Town Council securities, documents, or other property or anything else

held by you by way of security or for safe custody collection or any other purpose whatsoever on Madeley Town Council accounts

• to arrange terms with you for the negotiation or discount of any documents

• to negotiate with you for and take advances whether by way of loan, overdraft discount or otherwise with

or without security

• to charge, pledge and deposit with you any Madeley Town Council property upon such terms as you may require to secure the payment or discharge to you on demand of all monies and liabilities which shall for the time being (and whether on or at time after such demand) be due owing or incurred to you by Madeley Town Council whether actually or contingently and whether solely or jointly with any other person and whether as principal or surety including interest discount commission and other banking charges

• generally to act on behalf of Madeley Town Council in all transactions and matters of business with you and

to comply fully with any account Terms and Conditions and security requirements you may operate in connection with Madeley Town Council accounts with you now or in the future

• to act on the above instructions and in particular to pay and honour all such cheques, orders, bills, notes or

requests as abovementioned notwithstanding that any such payment may cause Madeley Town Council accounts to be overdrawn or may increase any existing overdraft.

• that the persons listed below shall be authorised representatives when using the service:

Clerk to the Council - K. Petty Responsible Finance Officer - J.M. Morris

JMM 03.05.2016

20


APPENDIX F

COUNCILLOR ALLOWANCES AND EXPENSES REPORT 2015-16 Parish Basic Allowance Council is required to publish a notice stating the total amount that has been paid for Parish Basic Allowance and for Parish travelling and subsistence allowance to the financial year end – March 31st 2016

Councillor Allowances 2015/16

Councillor Ward effective Allowance Expenses Total

Travelling Subsistence

1 S Biles W 22.05.15 £515.92 £0.00 £0.00 £515.92

2 S Chadwick CO 01.04.15 £579.12 £0.00 £0.00 £579.12

3 R Coates HT 22.05.15 £515.92 £0.00 £0.00 £515.92

4 D Edwards W 01.04.15 £579.12 £0.00 £0.00 £579.12

5 A A England M 01.04.15 £579.12 £0.00 £0.00 £579.12

6 A R England W 01.04.15 £579.12 £0.00 £0.00 £579.12

7 R Evans W 01.04.15 £0.00 £0.00 £0.00 £0.00

8 G Green M 01.04.15 £579.12 £0.00 £0.00 £579.12

9 K Guy W 01.04.15 £579.12 £0.00 £0.00 £579.12

10 S Harrington M 01.04.15 £579.12 £0.00 £0.00 £579.12

11 J Jones CO 01.04.15 £579.12 £0.00 £0.00 £579.12

12 R Laing 01.04.15 to 22.05.15

£64.14 £0.00 £0.00 £64.14

13 N Leaper CO 20.07.15 £0.00 £0.00 £0.00 £0.00

14 A MacKenzie CO 01.04.15 £579.12 £0.00 £0.00 £579.12

15 M Shaw 01.04.15 to 22.05.15

£64.14 £0.00 £0.00 £64.14

16 P Taylor M 01.04.15 £579.12 £0.00 £0.00 £579.12

17 S Taylor M 01.04.15 £579.12 £0.00 £0.00 £579.12

18 P Watling CO 01.04.15 £0.00 £0.00 £0.00 £0.00

19 D White W 22.05.15 £515.92 £0.00 £0.00 £515.92

Total £8,046.36 £0.00 £0.00 £8,046.36

Town Council Wards: CO = Cuckoo Oak HT = Hill Top M = Madeley W = Woodside JMM 07.04.2016

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APPENDIX G

EXTERNAL AUDIT PROGRAMME 2016

1. Statutory deadline for approval of 2015/16 Annual Return by Council 30.06.2016 2. Notice of Appointment of date for exercise of Electors’ rights

The Local Audit and Accountability Act 2014 and The Accounts and Audit (England) Regulations 2015 require that the inspection period is advertised at least two full calendar weeks before its start date.

26.05.2016 3. Period of Inspection (30 working days)

There is a statutory requirement for Council to provide interested parties and local electors with the opportunity to inspect the accounts (the Annual Return) and supporting documentation.

13.06.2016 to 22.07.2016 4. Appointed Date Under the provisions of the Local Audit and Accountability Act 2014, the Accounts and Audit (England)

Regulations 2015 and the National Audit Office Code of Audit Practice the appointed date, after the inspection period has ended, when local electors and their representatives have the right to question the Auditor or make an objection to the accounts.

27.07.2016 JMM 03.05.2016

22


APPENDIX H

MADELEY TOWN COUNCIL

AUDIT OF ACCOUNTS - NOTICE OF APPOINTMENT OF DATE FOR THE EXERCISE OF ELECTORS’ RIGHTS

ANNUAL RETURN FOR THE YEAR ENDED 31 MARCH 2016

The Local Audit and Accountability Act 2014, and

The Accounts and Audit (England) Regulations 2015 (SI 234)

1. Each year the Council's annual return is audited by an auditor appointed by Public Sector Audit

Appointments Limited. Any person interested has the right to inspect and make copies of the accounts to be audited and all books, deeds, contracts, bills, vouchers and receipts relating to them. For the year ended 31st March 2016 these documents will be available on reasonable notice on application to:

J.M. Morris, Responsible Finance Officer

Jubilee House, 74 High Street, Madeley, TELFORD, TF7 5AH

between the hours of 10.00am and 4.00pm on Mondays to Fridays commencing on 13th June 2016 and ending on 22nd July 2016.

2. Local Government Electors and their representatives also have:

(i) the opportunity to question the auditor about the accounts. The auditor can be contacted at the address in paragraph 3 below for this purpose on July 27th 2016 and after that date will be available at the address given in paragraph 3 below until the audit has been completed; and

(ii) the right to make objections to the accounts or any item in them. Written notice of an objection must first be given to the auditor and a copy sent to the Town Council.

3. The audit is being conducted under the provisions of the Local Audit and Accountability Act 2014,

the Accounts and Audit (England) Regulations 2015 and the National Audit Office Code of Audit Practice. Your audit is being carried out by:

Mazars LLP

The Rivergreen Centre, Aykley Heads, County Durham, DH1 5TS

Dated this day May 26th 2016 Malcolm Morris Deputy Town Clerk Responsible Finance Officer

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APPENDIX I

Full Council Action Plan

Area of Interest: CI – Strategic Direction Strategic Aim To steer and co-ordinate the work of the committees to ensure that strategic aims are being addressed and to develop policies and procedures that will enable the organisation to function effectively as an employer, service provider and community representative.

Ongoing work Key Project Target Date for Completion

Notes

Overseeing the work of the committees, accurate recording of the meetings and co-ordination of the whole.

Strategy Strategy review September 16

Policy development and review

Maintain & develop committee action plans

Maintain capacity to respond to local issues

Devolution of services provided by Telford & Wrekin Council, especially Madeley Library

April 17 11/01/16 Working group set up by Full Council 23/02/16 Meeting with Telford & Wrekin Council 14/03/16 First meeting of working group 18/04/16 Second meeting of working group 19/04/16 Presentation by TWC and West Mercia Police about PCSO’s 06/06/2016 Third meeting of working group

Service delivery Achieve Local Council Award April 17

24


Area of Interest: C2 – Representation

Strategic Aim To consult with and be accountable to the community through open communication and to advocate on behalf of the Parish and its residents


Notes

Representation on outside bodies

Engage with citizenship programme for local young people

Establish a Youth Council March 15 January 16 On hold

2014 - Madeley Youth Forum established with schedule of monthly meetings. 2015 - Meetings moved to Park Lane Centre supported by Youth Innovation Team (YIT). YIT are trying to find additional members for the Forum. 28/10 - Successful Joint youth event with Madeley Town Council and Anstice Community Trust at the Anstice. Youth Council on hold until future of TWC Youth Service at is known.

Promote local projects that improve economic, social and environmental well-being

Support for the Pride in Your Community programme

2014 onwards – Representation at ‘Celebrating what is good’ themed action group at Sutton Hill. Involvement in the Local Engagement Team at Woodside – ‘Woodside Working to Win’ – addressing anti-social behaviour related to drinking and drugs.

Consultation with the local community

Annual Parish Meeting June 2016 To be held on Monday 23rd May 2016

25


Area of Interest C3 – Parish Profile

Strategic Aim To promote and publicise the work of the Town Council and the area it serves


Notes

Madeley Matters May 2016 issue May 16 Deadline - 18th April 2016 It will not be distributed to all households in future, but will be available on-line and at pick-up points throughout the parish.

Council websites Expand the Town Council Website to include the information required by the Local Government Transparency Code and the Local Council Award

March 16 April 16 June 16

1. Payments over £500 Qtr3 Published. Q4 prepared

2. Procurement Information Details of contracts/purchase orders with a value that exceeds £5,000 - Telford & Wrekin Council – Parish

Environmental Team - Zurich Municipal – Local Council

Insurance Policy - Telford & Wrekin Citizens Advice Bureau

Madeley Outreach Service - Dodd Group – Madeley Christmas Lights Work in progress

3. Land and Building Assets Work in progress

4. Grants Work in progress

5. Organisation Chart Published

6. Standing Orders Published

26


Area of Interest C4 – Anstice Memorial Hall

Strategic Aim To upgrade the building to modern standards, while retaining the character of the building, and to develop it into a building that the local community will want to use.


Notes

Consultation with the local community as to their aspirations for the building.

Survey of local people’s aspirations for the building

2015 - Survey carried out - No responses from people under 18 Youth consultation on 28/10

Presentation of the Options Appraisal proposals/ideas and community consultation event

June 16

Develop plans for the refurbishment and reconfiguration of the building.

Options Appraisal by PCPT Architects

26/10/15 - PCPT Architects appointed 4/11/15 - Inception Meeting with Architects 10/3/16 – Creative Workshop 04/05/16 – Client Feedback Meeting

Building Maintenance Refurbishment of the Stewards Quarters

September 2016

Renovation of the dance floor September 2016

Quotes are being obtained. ACT will pay for the renovation.

Compliance with Health & Safety regulations

Ongoing

Compliance with fire regulations April 2016 May 2016

Fire door replacement in progress.

Review utilities contracts

April 2016 Complete

Electrical safety checks and remedial work

April 2016 Complete

27



Notes

Building Maintenance (cont.) Obtain funding for the building work

Bid submitted by ACT to Pride in Your High Street, for the renovation of the porch. Bid unsuccessful. Bid for Heritage Lottery Fund Start Up Grant to pay for trustee training and expert assistance with business planning. 16/11/15 F&GP Committee resolved to set aside £1,000 for matched funding for the bid. Bid successful.

Anstice Community Trust (ACT) Negotiate a lease April The ACT may lease all or part of the building. Initially this will be a short term lease until the renovation of the building starts. Chair of Council and Chairs of Committees will negotiate the terms of the lease with the ACT on behalf of MTC. 17/11/15 – first meeting to discuss the lease, broad terms agreed, for presentation to Full Council 11/01/16 Terms of lease agreed at Full Council Subsequently, having discussed it with the solicitor and with ACT, it was agreed that a licence to occupy the building would be more appropriate than a lease. MTC’s Solicitor is currently drawing up the licence- draft licence under consideration.

28



Notes

Provide support for the Anstice Community Trust

Administration of meetings of the Trust and its working groups

Organisation of fundraising events Periodic updates for members of the community.

Fundraising events throughout 2016

Confirmed: - 14th May – Fruit Machine (live music) 4th June – Tea Party for Queen’s Birthday 18th June – Soul Night 14th August – Food & Craft Market/Victorian Fair 3rd December – Madeley Christmas Lights

Programme of training events to be organised

To be funded through HLF Start up grant

Production of a Business Plan To be funded through HLF Start up grant

k:\office\full council\minagen\minagen 2016-2017\may 16 agm.doc

Madeley Town Council Council Meeting Dates May 2016 – May 2017

2016 Committee Time

9 May Annual General Meeting 7pm

23 May Leisure & Community 6.30pm

6 June Personnel 6.30pm

13 June Environment 6.30pm

27 June Full Council – Annual Report Finance 7pm

11 July Finance & General Purposes 6.30pm

25 July Full Council 7pm

RECESS

5 Sept Full Council 7pm

19 Sept Leisure & Community 6.30pm

26 Sept Personnel 6.30pm

3 Oct Environment 6.30pm

17 Oct Finance & General Purposes 6.30pm

31 Oct Full Council 7pm

14 Nov Leisure & Community 6.30pm

21 Nov Personnel 6.30pm

28 Nov Environment 6.30pm

12 Dec Finance & General Purposes 6.30pm

2017

9 Jan Full Council 7pm

23 Jan Leisure & Community 6.30pm

30 Jan Personnel 6.30pm

6 Feb Environment 6.30pm

20 Feb Finance & General Purposes 6.30pm

6 March Full Council 7pm

20 March Leisure & Community 6.30pm

3 April Personnel 6.30pm

10 April Environment 6.30pm

24 April Finance & General Purposes 6.30pm

8 May Annual General Meeting & All Electors 7pm

present j jones (chair), s biles, r coates, d...

Documents