ENDERBY PARISH COUNCIL

ENDERBY PARISH COUNCIL Minutes of the Meeting of the Policy and Finance Committee held on the 9 th April 2014, at the Civic Centre, King Street, Enderby Present: Mrs. S. Conway (Chairman), Councillors: J. H. Bartlett, Mrs. B. Coleman, F. Evans, Ms. T. Green, Mrs. J. Hall, Mrs. R. Holman, R. W. Hunt, S. James, M. R. King, Mrs. A. Lord, Mrs. S. Parr. The Clerk to the Council, Ms. S. Hansford and District Councillor F. G.H. Jackson were also present. Min No 70 - Attendance and Apologies Apologies for absence were received from Councillors: Mrs. J. Blackwell, Mrs. V. Ellis, R. Geisler. Min No 71 Minutes of the Last Meeting, held on 12 th March 2014 The Minutes of the Meeting held on the 12 th March 2014, were signed as a correct record. Min No 72 - Declarations of Interest The following Declaration of Interest was made: - Name Description Type of Interest Ms. S. Hansford General Power of Competence Qualification Non-Pecuniary. Ms. S. Hansford Clerk s Membership Renewal to the Non-Pecuniary. Society of Local Council Clerks Min No 73 To Receive and Approve Requests for Dispensations from Members on Matters in which they have a Disclosable Pecuniary Interest There were no requests for dispensations. Min No 74 - Authorisation of Accounts Members were in receipt of the Accounts detailing the Payments by Supplier, paid between 13 th March 2014 and 11 th April 2014. RESOLVED: That the Accounts detailed in the Payments by Supplier, paid between 13 th March 2014 to 31 st March 2014 and Payments made in the 2014-15 Financial Year between 1 st April 2014 and 11 th April 2014, attached to and forming part of these Minutes, be received and approved for payment. Min No 75 To Receive Centre Stage New Promoter Menu Deadline for Bids 6 th May 2014 The following bids have been proposed by Enderby Twinning Association, listed in order of preference: - 1. Tour 23 It's a Wonderful Life Farnham Maltings Availability: Saturday, 6th December 2014 Target Audience: Age 8+ Subsidised cost 340+ VAT + 50% Box Office Surplus. 2. Tour 52 The Unlikely Lads Badapple Theatre Company: Availability: Friday 8 th, Saturday 9 th & Sunday 10 th May 2015 Target Audience: Age 8+ Subsidised cost 300+VAT + 50% Box Office Surplus. 3. Tour 32 It's Your Round Scary Little Girls Availability: Friday, 30 th & Saturday, 31 st January 2015 Target Audience: Age 14+ Subsidised cost 260+VAT+ 50% Box Office Surplus. 1

4. Tour 44 Something Fishy Ginny Davis Productions Availability: Friday 13 th, Saturday 14 th & Sunday 15 th March 2015 Target Audience: Age 11+ Subsidised cost 240+VAT + 50% Box Office Surplus. 5. Tour 49 Old Herbaceous Peter Macqueen Availability: Thursday 23 rd, Friday 24 th, Saturday 25 th & Sunday 26 th April 2015 Target Audience Age 10+ Subsidised cost 220 + VAT + 50% Box Office Surplus. 6. Tour 55 Walking on the Roof MsFits Theatre Company Availability: Friday, 15 th May 2015 Target Audience: Age 12+ Subsidised cost 240+VAT + 50% Box Office Surplus. It was suggested that as some of the shows fall within the 2015/16 Financial Year that a bid for two shows could be made. RESOLVED: That the Council bid for one performance each in Winter 2014 and Spring/Winter 2015. The preferences, in order, are as follows: - Winter 2014 1. Tour 23 It's a Wonderful Life Farnham Maltings: Saturday, 6th December 2014 at the subsidised cost of 340+ VAT + 50% Box Office Surplus. Spring/Winter 2015 2. Tour 52 The Unlikely Lads Badapple Theatre Company: Friday 8 th or Saturday 9 th May 2015, at the subsidised cost of 300+VAT + 50% Box Office Surplus. 3. Tour 32 It's Your Round Scary Little Girls: Friday, 30 th or Saturday, 31 st January 2015, at the subsidised cost 260+VAT+ 50% Box Office Surplus. 4. Tour 44 Something Fishy Ginny Davis Productions: Friday 13 th, or Saturday 14 th March 2015, at the subsidised cost of 240+VAT + 50% Box Office Surplus. 5. Tour 49 Old Herbaceous Peter Macqueen: Friday 24 th or Saturday 25 th April 2015, at the subsidised cost of 220 + VAT + 50% Box Office Surplus. 6. Tour 55 Walking on the Roof MsFits Theatre Company: Friday, 15 th May 2015, at the subsidised cost of 240+VAT + 50% Box Office Surplus Min No 76 - To Consider Annual Subscription Renewals: - a) Leicestershire & Rutland Association of Local Councils NALC and LRALC Membership Renewal 1 st April 2014-31 st March 2015 NALC 268.57 LRALC 358.68 627.25 RESOLVED: That Enderby Parish Council s Membership to the National Association of Local Councils ( 268.57) and Leicestershire & Rutland Association of Local Councils ( 358.68) be renewed at the total cost of 627.25. b) Leicestershire & Rutland Playing Fields Association - Annual Subscription 2014-2015 Parish Council Population over 1,000 - Full Membership Fee is 21. RESOLVED: That Enderby Parish Council s Full Membership to the Leicestershire & Rutland Playing Fields Association be renewed at the total cost of 21. 2

c) Campaign to Protect Rural England: Membership Renewal 1 st April 2014-31 st March 2015 Membership Fee has increased from 29 to 36. RESOLVED: That Enderby Parish Council s Membership to the Campaign to Protect Rural England be renewed at a total cost of 36. d) Leicestershire Footpath Association: Membership Renewal 1 st April 2014-31 st March 2015 Membership Fee paid 5. RESOLVED: That this item be noted. e) Society of Local Council Clerks Clerk s Annual Subscription 2014/2015 Based on Gross Annual Salary Subscription Fee is 184. RESOLVED: That the Clerk s Annual Subscription to the Society of Local Council Clerks be renewed at a total cost of 184. f) Rural Community Council (Leicestershire & Rutland) Membership 2014-2015 Membership Fee 45. RESOLVED: That Enderby Parish Council s Membership to the Rural Community Council be renewed at a total cost of 45. g) Local Council Review Subscription Renewal Due 31 st May 2015 The cost per annual subscription which includes 2 free log-ins to LCR Online (Additional Log-in charged at 5) is 17. RESOLVED: That the Annual Subscription due 31 st May 2014 in payment for the Local Council Review, due to the National Association of Local Councils is to be paid at a cost of 17. Min No 77 - To Consider Staffing Matters, Training and Development: - a) Appointment of Full-time Caretaker-Groundsman 13 th March 2014 The Clerk confirmed that Mr. M. G. Stannard commenced employment with Enderby Parish Council as Fulltime Caretaker-Groundsman on 13 th March 2014. He has settled well into the role and is a keen and enthusiastic member of staff. RESOLVED: That item a) be noted. b) To Report the Clerk s Attendance at the Leicestershire & Rutland Association of Local Councils to receive training in An Introduction to Employment Law 13 th March 2014 The Clerk attended a training session held by the LRALC which gave An Introduction to Employment Law. The cost to the Council was 35. RESOLVED: That the Clerk s decision to attend the above training be ratified and payment authorised. 3

c) To Consider the Proposal that the Clerk Achieve the Qualification in the Certificate in Local Council Administration Section 7 General Power of Competence so that Enderby Parish Council will have the Power to Invoke the General Power of Competence (Subject to Conditions Under which the Council May Invoke its Use) The Government introduced the General Power of Competence as part of the Localism Act 2011. The new power was brought into force for local authorities 18 th February 2012, and replaces the Well-Being powers in the Local Government Act 2000. In order to use the power, councils will need to demonstrate that they have; a) An electoral mandate (two thirds of the council must be elected). b) A qualified clerk. For this purpose qualified means that the Clerk must have passed CiLCA including Section 7 General Power of Competence (GPC). The Clerk confirmed she achieved her CiLCA qualification prior to this change. If the Council wishes to exercise this power; she will need to complete Section 7 as a standalone module. The Clerk undertook training on the General Power of Competence 3 rd July 2012. The charge for submission of Section 7 General Power of Competence is 30. A copy of the certificate of training is also required to be returned along with the submission. Cheques are to be made payable to Society of Local Council Clerks. RESOLVED: That the Clerk undertakes the General Power of Competence CiLCA Section 7; for which the submission fee of 30 is to be paid by Enderby Parish Council. Min No 78 - Leicestershire County Council: Future Libraries, Consultation Presentation Councillors Ms. T. Green and B. Coleman attended a pre-consultation meeting held at Glenfield where details of the consultation were made known in respect of Leicestershire County Council s proposals to reduce the existing library provision. There are 16 Libraries which are most used within Leicestershire through which the County Council will continue to provide a full Library service: - Ashby, Birstall, Blaby, Broughton Astley, Coalville, Earl Shilton, Glenfield Hinckley, Loughborough, Market Harborough, Lutterworth, Melton Mowbray, Oadby, Shepshed, Syston and Wigston Magna. Other libraries are proposed to be run through Community partnership, whether this be via a Parish Council or Community Group: - Anstey, Barrow, Barwell, Bottesford, Braunstone Town, Burbage, Castle Donington, Countesthorpe, Cosby, Desford, East Goscote, Enderby, Fleckney, Glenhills, Great Glen, Groby, Hathern, Ibstock, Kegworth, Kirby Muxloe, Leicester Forest East, Market Bosworth, Markfield, Measham, Mountsorrel, Narborough, Newbold Verdon, Quorn, Ratby, Rothley, Sapcote, Sileby, South Wigston, Stoney Stanton, Thurmaston. The partnership would provide all staffing resources, presumed to be volunteers, to meet the minimum number of opening hours agreed. Leicestershire County Council would provide: - Library service support, available via phone, email and web based resources and by periodic visits. Initial and refresher training in appropriate ICT and other systems to all volunteers free of charge. Library Management System (LMS) (for computerised loan issue and returns) Provision of one or more public access computers to access the online library resources. ICT support via the Council s helpdesk Wifi access. The community partnership library service can be delivered from the existing library building or from a different building for which the Partnership Body would be required to provide maintenance, repairs or replacement of 4

existing fixtures and fittings, insurance cover for the loaned book stock and public liability insurance, managing any alternative (community) use of the building alongside the contracted library service provision. Leicestershire County Council would provide use of its existing fixtures and fittings such as shelving, tables, chairs and counters. Responsibility for insuring the building, and would provide contribution towards reasonable running costs of the building, for an initial period of up to 5 years. A one off grant would be provided to set up the service. The Consultation begins 7 th April 2014 and will end at Noon on 7 th July 2014. All Members were encouraged to respond to the consultation and encourage as many members of the public to respond to the online survey which may be found at www.leics.gov.uk/haveyoursay/futurelibraries. Paper copies of the survey are available on request at your local library or by calling 0116 3057034. A consultation event will be held at Enderby Library, Thursday, 2 th June 2014. It was suggested that Leicestershire County Council should consider a holistic approach to the running of community libraries and that a voluntary organisation, such as Voluntary Action LeicesterShire, who could be approached to provide support rather than the onus of responsibility being placed on local councils; many of which do not have the management or financial resources to oversee and coordinate the running of a library facility. It was felt that Enderby Parish Council should not jump to accept responsibility as, if other member councils do not support Leicestershire County Council s proposals, the County Council will need to review its original concept and that careful consideration is needed in respect of: - The level of service provision. If, as a Parish Council with its limited resources, taking on the running of a library facility would be too much due to the Council s existing administration and financial cost. If the closure of the library is inevitable. Would Parishioners support the Parish Council taking on this service. Three Community Partnership Library Workshops are planned where information and advice may be gathered on running a Library. All workshops start at 6:15pm and finish at 8:30pm (Doors open at 6pm): - Wednesday, 30 th April 2014 Bagworth Community Centre Monday, 19 th May 2014 County Hall Monday, 16 th June 2014 Shepshed High School Registration is required in advance. Following the County Council s Consultation event on 31 st March 2014, when it was proposed that community groups should take over responsibility for running some Libraries (including Enderby, Narborough, Leicester Forest East, Kirby Muxloe and Braunstone Town) the Clerk at Braunstone Town Council has invited two representatives from each parish to attend a meeting to discuss the possibility of joint working etc. It is felt that it would be interesting to receive each parish council s initial response to the consultation exercise and the County s proposals to close some Libraries if community groups do not come forward to operate them. It is suggested that a meeting takes place on either Monday, 28 th April or Thursday, 1 st May 2014, at Braunstone Civic Centre (7pm proposed), so that parishes have an opportunity to discuss the matter before the first of the County Council s Workshops due to be held 30 th April 2014. RESOLVED: That Councillors B. Coleman and S. James attend the proposed meeting at Braunstone Civic Centre (both dates are considered suitable). RESOLVED: That Enderby Parish Council does not commit at this stage to continuing the existing Library Service with a view that a separate Voluntary Organisation be appointed by Leicestershire County Council to oversee the running of community library facilities. RESOLVED: That Danemill Primary School, Brockington College and local Nurseries ( Honey Bees, Harlequin, Little Acorns, Smarties and the Methodist Church group be made aware of the consultation and be encouraged to have their say. 5

Min No 79 - To Consider Grant Applications a) Enderby Holiday Bible Club 28 th July to 1 st August 2014 Enderby Holiday Bible Club is to be held between the 28 th July and 1 st August 2014. The churches continue to subsidise the club, a grant towards the room hire, equipment, drawing and craft materials is sought from Enderby Parish Council. RECOMMENDATION TO COUNCIL: That the Council in accordance with its powers under Local Government Act 1972 s.137, should in the interests of the area and its inhabitants make a donation of 150 to support the Enderby Holiday Bible Club (In line with grants made in previous years). Min No 80 - Correspondence: - a) Grant Thornton: Notice of the Annual Audit of Accounts for the Year Ending 31 st March 2014 Notice of the Annual Audit for the Year Ending 31 st March 2014 has been received. Formal notice is given that the date on or after which interested persons may exercise their rights under the Audit Commission Act 1998 and the Accounts and Audit (England) Regulations 2011 regarding the Annual Accounts of the Council has been set as 16 th June 2014. Enderby Parish Council is required by law to: - prepare accounting statements for the year ended 31 st March 2014 in the form requested by proper practices (the annual return); approve the annual return including the accounting statements before 30 th June 2014 publish or display the audited annual return by 30 th September 2014. The Clerk confirmed that RBS will finalise the new accounting system on 15 th May 2014 and the Accounts will be received by Full Council on 11 th June 2014. RESOLVED: That this item a) be noted. b) Enderby Twinning Association Centre Stage Productions: Great Expectations, 25 th January 2014 Enderby Twinning Association has confirmed receipt of the 50 cheque in respect of managing the Great Expectations Theatre Evening. Feedback give was very positive and all who attended thoroughly enjoyed the evening. RESOLVED: That item b) be noted. Min No 81 - Correspondence Received After Issue of Agenda (For Information Only). None.. CHAIRMAN 21 st May 2014 6

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