Monday 16th September 2024

PRESENT:

Councillors: T Berry (Chairman), D Little, T Schmeising-Barnes, J Thomas.

Officers: S Saunders (town clerk), G Shaw (treasurer)

1. APPOINTMENT OF CHAIRMAN

It was resolved that Councillor Berry be appointed as Chairman for the current municipal year.

2. APOLOGIES FOR ABSENCE

There were no apologies for absence.

3. MINUTES

It was RESOLVED that the Minutes of the Meeting of the Committee held on the 25th March 2024 be confirmed as a correct record and signed by the Chairman. 

4. DECLARATIONS OF INTEREST

There were no declarations of interest.

5. QUOTATIONS FOR REPLACMENT OF DISABLED TOILET DOORS AT THE RIVERSIDE TOILETS

Following a recent incident at the Riverside toilets, the ladies disabled toilet door had become irreplaceable.  In addition, the locking mechanism on the mens disabled toilet door kept breaking.  Two quotations had been received and were as follows:

Latham’s Security Doors £2,915 plus VAT
DoorTechnik £5,678.16 plus VAT

The doors would be fully compliant with radar locks.

It was noted that an additional 3 companies had been unable to quote.  In addition, Benweld had been contacted but had not replied.  Councillor Berry stated that he would chase this up.

It was agreed that dependent on the quotation received from Benweld, to go ahead with the quotation from Latham at a cost of £2,915 plus VAT.

6. REVIEW OF INTERNAL AUDIT

Members discussed the review of internal audit and it was suggested that members meet with the Internal Auditor so he could explain the process he has to follow when carrying out the internal audit.  Members would then be able to consider if they were satisfied with the process.

The Town Clerk was asked to arrange a meeting with the Internal Auditor.

7. GRANT AGREEMENT FROM NATURAL NETWORKS

The Town Clerk advised Members that a grant had been successful with Worcestershire County Council (WCC) in relation to an enhancement project in the War Memorial Park and Areley Kings Recreational Ground.  This would include planting of trees on the recreational ground and additional hedgerows at the War Memorial Park.  There would also be daffodils and snowdrops planted in the park.  The cost of the works was £2,071.82 (without VAT) with WCC awarding a grant of 70% of the cost.  The work would be carried out in November 2024 with the money being paid prior to December 2024.

8. EXCLUSION OF THE PRESS AND PUBLIC

Decision:  That under Section 100A(4) of the Local Government Act 1972 the press and public be excluded from the meeting during the consideration of the following items of business on the grounds that it involves the likely disclosure of "exempt information" as defined in paragraphs of Part 1 of Schedule 12A to the Act.

9. MINUTES OF THE HR COMMITTEE MINUTES - 9TH SEPTEMBER 2024

Members considered the minutes of the HR Committee meeting held on 9th September 2024.  In response to a question, the Treasurer responded that the proposals would lead to an increase in the precept for the year 2025/26.  

A discussion took place on the proposals.  Members acknowledged that the current staffing structure was not sustainable and therefore it was agreed that the two new posts be advertised as soon as possible.  The Town Clerk stated that she would arrange for the job descriptions to be prepared and advertised. 

In response to a question, the Town Clerk replied that one additional computer would be required and an office move would be done within the current office space.

It was also perceived that there may be a requirement to increase the Council reserves, i.e. from £70K to £100K.  This would be looked into when budgets were discussed in January 2025.

Decision:

1. Appoint an Assistant Clerk on a part time basis (30 hours) on pay scale 24.

2. Appoint an additional Administrative Assistant on a part time basis (20 hours) on pay scale 17.

3. With effect from 1st October 2024, the employment package for the Town Clerk was to reflect current guidelines issued by Worcestershire CALC and the Society of Local Council Clerks (new pay scale 51).

Chairman

The Meeting closed at 11.13am.