Resources Committee Meeting 9 September 2019 – Minutes 1

BARNARD CASTLE TOWN COUNCIL

RESOURCES COMMITTEE

9 SEPTEMBER 2019

PRESENT: Councillor Mrs Moorhouse (in the Chair); Councillors Blissett, Drew, Harrison and,

Sutherland

Also in attendance: Councillor Child; and one member of the press.

Officers: Mr King (Town Clerk).

15. ACCEPTANCE, OR OTHERWISE, OF APOLOGIES

Apologies were submitted by Councillors Kirkbride and Mrs Thompson

Resolved – That the apologies be accepted.

16. DECLARATIONS OF INTEREST

In accordance with this Council’s adopted Code of Conduct (Minute 10/May/19 refers),

Members were asked whether they had any personal or prejudicial interests in any matter

on the agenda and, if so, to declare those interests at this point of the meeting. Members

were reminded that a declaration could be given later in the meeting if a need arose

during discussion. There were no declarations of interest at this juncture.

17. RESOURCES COMMITTEE MEETINGS MINUTES

(i) 3 JUNE 2019

(ii) 13 JUNE 2019

Resolved – That the minutes be approved as a correct record.

18. POST OF DEPUTY CLERK

The Chair of Resources (as Chair of the Staffing Subcommittee) made a statement on the

outcome of processes undertaken in relation to the Deputy Clerk.

Resolved – That the information be noted.

19. BUDGET MONITORING REPORTS (PAYMENTS AND RECEIPTS APPENDED)

Submitted - A report outlining budget activity for the first quarter of the 2019/20 financial

year, covering expenditure From 1 April 2019 to 30 June 2019 – months 1-3 (Payments and

Receipts attached).

Resolved – That the information be received and noted.

20. BUDGET 2020/21 – TIMETABLE AND BASIC ASSUMPTIONS

Submitted - A report setting out a preparation timetable for the 2020/21 budget and the

major pressures to be considered in preparing the budget, seeking Members’ views and

direction on the principles to be adopted.

Resolved – That the detailed within the report be agreed:

(a) That the budget timetable is as detailed in Appendix A;

(b) That the indicative net tax base and LCTRS grant change of £64 be noted;

(c) That pay inflation of 2% and 5% be modelled;

(d) That non-pay inflation of 2% be assumed; and

(e) That any proposals for new budget items be submitted by 18 October 2019.

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21. ASSET REGISTER

Submitted – A review of the asset register, following testing of the festive lighting display

units, which identified that the following items were no longer operable and should be

written off.

• 1 x small Nativity Set

• 1 x small Shepherd and Sheep Set

• 1 x Donkey moulded figure 47cm H - 240v

• 1 x set of 3 Wise Men

• 65 x 1.2 m high Pre Lit LED Christmas Trees

It was noted that the crib figures may be offered free of charge to the Methodist Church

in the first instance, and that the LED Christmas Trees are offered free of charge to BCCL

for recycling.

Resolved – (a) That the information be noted; and

(b) That the festive lighting equipment, as detailed, be written off.

22. REPLACEMENT IT AND SOFTWARE

Submitted - A report considering an option for replacement of the office IT equipment

and operating software. The preferred option was:

OptiPlex 3060 Small Form Factor (S020O3060SFF) x2 £ 818.00

Precision 3430 XL Small Form Factor CTO BASE x1 £ 681.00

Latitude 5491 (N005L549114EMEA) x1 £ 960.00

Dell 24 Monitor - 60.5cm Black UK x3 £ 489.00

Total (ex VAT) £2,948.00

Resolved – That replacement IT equipment be purchased from Dell UK on the terms

quoted from the Replacement IT Equipment and Software Earmarked Reserve.

23. MINI GOLF COURSE

Work to repair the rotten wooden elements of the course had been agreed within the

terms of the original installation guarantee with Urban Crazy. In consultation with the Chair

of Services Committee, a quotation for additional works to develop the course, within the

annual budget surplus had been provided.

This work could be carried out between weekend openings in September. The proposed

works comprised:

Additional obstacles to holes 1, 5 and 9 and improved interpretation boards for all holes.

The total cost of these is £4,500.

Resolved – (a) That improvement works to the value £4,500, as described, to be

undertaken by Urban Crazy be approved and funded from the 2019 mini golf operating

surplus; and

(b) That quotations be obtained for options to replace turf in the mini golf course with a

suitable, all-weather alternative for consideration by Service Committee.

24. WOODLEIGH

(i) Compliance Service Level Agreement

It was reported that the town council’s service level agreement (SLA) with Durham County

Council to undertake compliance services, covering legionella testing, asbestos

Resources Committee Meeting 9 September 2019 – Minutes 3

management, the fire alarm, emergency lighting and intruder alarm at Woodleigh would

continue in 2020/21 at the cost of £1,983.84. It was noted that that figure would be built

into the draft 2020/21 budget and reviewed formally at the November meeting.

(ii) Guttering

The approved works to undertake a thorough overhaul of the guttering and downpipes

around Woodleigh, including repairs, replacements and decoration to make the

rainwater goods watertight, was completed in July. No problems had been experienced

in the subsequent heavy rain showers.

Resolved – That the information be noted.

25. ASSET TRANSFERS

The council’s solicitor had issued letters of engagement for the remaining leases between

DCC and the town council.

Durham Constabulary, for the PCVC had confirmed that the quotation obtained for the

town council’s legal costs in the freehold transfer of Bede Kirk Green were acceptable

and would be met by the PCVC.

BCCL sought formal permission from the town council to hold a bonfire on the Demesnes,

as negotiated with DCC prior to the agreement of the lease, on Saturday 2 November

with 15 minutes of low-noise, pyro-musical fireworks.

Recommendation – (a) That the information be noted; and

(b) That the town council’s formal approval to the event as described on 2 November be

granted, subject to confirmation that no tyres would be burnt.

26. EXCLUSION OF PRESS AND PUBLIC (IN RESPECT OF ITEM 27, BELOW)

Resolved – That, under the provisions of the Public Bodies (Admission to Meetings) Act 1960

§1(2), the press and public be excluded from the meeting during consideration of the

matters referred to at item 27, below, due to the confidential nature of the business to be

transacted.

27. STAFFING (CONFIDENTIAL)

Submitted - information relating to a confidential staffing matter.

Resolved – (a) That the Resources Committee approves the recommendation of the

Staffing Subcommittee to implement the staffing structure set out in paragraph 3.1 of the

submitted report;

(b) That a review of the job roles associated with specific Standing Orders and Financial

Regulations be undertaken and reported to a future meeting; and

(c) That the hours of the Services Officer (Finance) be confirmed at full-time (37 hours per

week) up until the implementation of the revised structure on 1 October 2019.

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Statement In Relation to Item 18

“On behalf of the Staffing Sub-Committee, acting with delegated authority, I can confirm

that the Deputy Clerk left the Council’s employment on the 5th August 2019.

“The Council will continue to respect its protocol on confidentiality regarding an individual,

but wishes to clarify that any actions it took whilst handling this staffing matter were taken

with legal advice and carried out in the best interests of all staff, members and the

administration of the Council. I also wish to make it clear that the Deputy Clerk’s

departure is not connected to any financial irregularity or act of dishonesty.

“Obviously there were cost implications in resolving this situation and members were

aware that they must also act in the best interests of the residents and, therefore, gave full

consideration at all times to the expenses being incurred. The total costs are not at

present available, but they will appear in the accounts, which will be available for public

scrutiny, and will be audited along with all other expenditure.

“The Council is now taking the opportunity to review its staffing requirements and this will

be available shortly.”

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Appendix A

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Appendix B

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