Minutes of a Meeting of the Finance Committee (27/11/12)

Present:     J.M.F.Royce, (Chairman) R.Muir, B.J.Walker, G.Clark, M.J. Sheppard.

1/   Apologies: Nil

2/   Acceptance of Apologies: N/A

3/   Declaration of Interest: Trustees, G.Clark and M.J.Sheppard in any matter pertaining to the Memorial Hall/Recreation Ground.

4/   Minutes of the Finance Committee Meeting held 30th October, 2012:

RESOLVED: The Minutes of the Finance Committee Meeting held on 30th October, 2012, as previously circulated, be confirmed and signed as a true record of the business transacted.

PROPOSED: G.Clark   SECONDED: R.Muir Vote: All in favour.   

Progress: Item11:

a)   Netball Club: The Clerk had written to Ms. E.Lomas re the GPC offer to fund equipment up to a cost of £170, invoiced directly to GPC.

5/   Budget 2013/14

a) Paper 1  Environment:     £ 5,323.00

PROPOSAL: Acceptance of the recommended Environment Budget: £ 5,323.00

PROPOSED: J.M.F.Royce SECONDED: R.Muir  Vote: All in favour.

The Chairman asked that item 7 on the agenda be discussed next.

             7/   Recreation Ground water bill (£873.75)

             A larger than usual water bill had been received to cover the summer period. There is a longstanding arrangement with the Trustees, that  GPC pay the summer bill and the Trustees, the winter bill. The GPC budget for its share of the water is £650. No leaks on the Recreation Ground had been identified plus the added fact that the weather had been inclement during the summer, led to the conclusion that extra water use must have occurred within the Memorial Hall.  Various alternatives were discussed, in view of the fact that the budget is only £650.

PROPOSAL: That, as a gesture of continuing goodwill, the entire bill of £873.75 be paid in full..

PROPOSED: B.J. Walker  SECONDED: R.Muir  Vote: two in favour, one against, two abstentions.

b) Paper 2   Recreation Ground:

P.R.Dines, Treasurer of the Memorial Hall/Recreation Ground Trustees, had submitted a draft document which had been circulated, requesting significant changes to the Recreation Ground Budget.

Water: A request to increase the budget from £650 to £750 and also, that due to inadequate sub-metering arrangements, the annual water bill henceforth be split 50:50 between GPC and the Trust.

PROPOSAL: To increase the budget for water  to £750 as annual half share.

PROPOSED: J.M.F.Royce  SECONDED: R.Muir Vote: three in favour, two abstentions.

Sports Pavilion Maintenance: P.R.Dines requested that this budget be raised from £600 to £1,500 in anticipation of new proposals under discussion, between the Trustees and the Sports Clubs, re future pavilion maintenance arrangements. It is anticipated the new scheme will become effective from the 1st April, 2013. It was eventually proposed that this budget be raised from £600 to £1,000 with the proviso that the matter would be reviewed if necessary post the finalisation of any new arrangements.

PROPOSAL: To raise the Sports Pavilion Maintenance budget to £1,000.

PROPOSED: B.J.Walker  SECONDED: R.Muir. Vote: two in favour, one against, two abstentions.

M.J.Sheppard left the meeting at 9.15 p.m.

Dog Bins: It was requested by P.R.Dines be deleted from the Recreation Ground budget and charged entirely to the Environment Committee budget.

It was agreed, it was preferable to keep a charge relating to the Recreation Ground and, therefore, the sum of £400 was left in place for dog bin emptying.

PROPOSAL: To retain the budget of £400 for dog bin emptying.

PROPOSED: B.J.Walker  SECONDED: J.M.F.Royce. Vote: three in favour, one abstention.

R. Muir left the meeting at 9.30 p.m.

Recreation Ground Budget   £  11, 543

PROPOSAL: Acceptance of the recommended Recreation Ground Budget of £11,543 – to show the above alterations.

PROPOSED: J.M.F.Royce  SECONDED: B.J.Walker   Vote:  two in favour, one abstention.

The Clerk was requested to prepare Recreation Ground Budget (Paper 2) for circulation incorporating the above proposals.

c) Cricket Club Mowing Contract for 2013: 

The Cricket Club had allegedly requested an increase of £50 to £1,150 for the 2013/14 mowing contract.  J.M.F.Royce expressed his surprise that, the Club had made such an early request for an increase bearing in mind the extremely generous uplift in the value of the current contract, compared to the previous arrangements i.e. £750 to £1,100 and with the full cost of repairs and maintenance now being borne solely by GPC. Current annual maintenance estimate – £500 to £1,000.

PROPOSAL: To offer Gotham Cricket Club a further one year Mowing Contract – £1,100 (same as 2011/12).

PROPOSED: B.J.Walker   SECONDED: R.Muir. Vote: All in favour.

d) Paper 3 Revenue –             £ – 32,811

Paper 3 as circulated was discussed and changes noted.

PROPOSAL: Acceptance of Revenue Budget of £- 32,811.

PROPOSED: J.M.F.Royce  SECONDED: B.J.Walker  Vote: All in favour.

6/ Precept 2013/14 Preliminary Discussion: To be set at the January 2013 full Council meeting. (agenda item).

7/ See above – already discussed.

8/  Any Other Financial Matters to Report:

An application for funds had been received from the W.I. in favour of the Over Seventy’s Christmas Party. For discussion at the December full Council meeting.

A cheque for £325 should have been paid to R.Muir as the first instalment of her Chairman’s allowance in December, 2012. A request was received from the Chairman to receive early payment of the second instalment to a total of £650.

PROPOSAL: Early payment of the Chairman’s Allowance – cheque for £650.

PROPOSED: G.Clark  SECONDED: B.J.Walker  Vote: two in favour, one against.

9/   Date and Time of Next Meeting: To be arranged.

Meeting closed at 10.00 p.m.

Minutes of a Meeting of the Environment Committee (27/08/13)

HELD ON TUESDAY 27TH August, 2013 AT 7.30 P.M. IN THE WELDON ROOM

Members Present:   M.J.Sheppard, R.Muir, G.Clark,   E.Padden (7.45 p.m.)

In the absence of the Chairman and Vice Chairman, it was PROPOSED by M.J.Sheppard, SECONDED by G.Clark,  that R. Muir should Chair the meeting. Vote: All in favour.

1/    Apologies: C.Dabell (Chairman), R.Davis, (Vice-Chairman),  K.Steed.

2/    Acceptance of Apologies:

PROPOSED: M.J.Sheppard SECONDED: G.Clark Vote: All in favour.

3/   Declaration of Interest: Nil.

4/ Minutes of the Previous Meeting:

RESOLVED:  That the Minutes of the Environment Committee, held on the 16th July, 2013, as previously circulated, be confirmed and signed as a true record of the business transacted.

PROPOSED: E.Padden SECONDED: G.Clark Vote: All in favour.

5/  Progress arising from previous Minutes:

9/ Any Other Business:

Evergreen bush in The Square border: C.Dabell and G.Clark had removed the dead evergreen in front of the Pump. The Clerk confirmed she had ordered a replacement Cherry Laurel from Six Acre Nursery.

Police Priority Setting Meeting 17th July, 2013: E.Padden confirmed, she had attended the Police Priority Setting Meeting but had been unable to stay until the end.

Railway Walk Picnic Table: The Clerk reported, D.Healey was unable to repair the damaged picnic benches. She would ask J.Taylor or S.Watson to cost their removal and replacement. The Railway Walk required some ‘tidying up’ maintenance prior to the Sculpture Unveiling Ceremony on the 29th September, 2013.

6/ Village Sculpture Progress/Unveiling Ceremony/Heritage Boards:

R.Muir expressed thanks to M.J.Sheppard for his continued hard work on the arrangements for the Sculpture Unveiling Ceremony.

R.Muir and M.J.Sheppard reported the following progress:

NCC had supplied the base post for the Sculpture on the 12th August, 2013.

A.Vickers had confirmed the Heritage Board had been manufactured.

Earl and Countess Howe were able to attend the Ceremony to unveil the Sculpture. They would be received at The Manor prior to the commencement of the Reception lunch. Due to another engagement, they would be obliged to leave the celebrations before the end. It  had, therefore, been decided to amend the timetable, as follows:

12 noon –   Buffet Reception at the Memorial Hall for V.I.P’s.

2.00 p.m.   Unveiling Ceremony.

Procession commences along the Railway Walk to the School and a finale in The Square. Tales will be re-enacted along the route during which the procession will be led by King John on horseback with a standard bearer, four foot soldiers and  accompanied by minstrels.

Finale: Performance by Morris Men in The Square.

Car parking at the Memorial Hall would be reserved for V.I.P. guests. (R.Muir).

Waitress service during the Buffet Reception. (R.Muir and E.Padden to invite  3 – 4 young people to act as waitresses).

Possible road closure during the unveiling ceremony from 1.40 p.m. – 2.00 p.m. (on Police advice).

Flowers to be presented to Countess Howe.

Formal invitations to be sent to V.I.P’s. (Entrance by invitation only. A doorman would receive guests.)

Buffet supplied by M.Howick. Cost £10 per person. Wine, beer, soft drinks supplied.

Official Photographer arranged by R.Muir. Cost £50.

Posters to be displayed in Clifton, East Leake, Barton, Thrumpton and Kingston. (M.J.Sheppard).

Local Television, Radio Nottingham and editors of Nottingham City Life and Evening Post to be contacted by the Clerk and M.J.Sheppard.

The Clerk would contact D.Charlesworth re cost of architecturally designed ‘Blade’ heritage board. R.Muir could manufacture a temporary board  to provide an explannation of the tales depicted on the Sculpture.

The Clerk had received confirmation that DC Comics had consented to the use of Batman and Robin characters on the Sculpture. They had provided an agreement for the Parish Council to sign and return.

PROPOSAL: That GPC sign the agreement drawn up by DC Comics for the use of the Batman and Robin characters on the Village Sculpture.

PROPOSED: M.J.Sheppard. SECONDED: G.Clark. Vote: All in favour.

The Chairman, R.Muir, signed and dated the document. The Clerk would forward two copies to DC Comics, as per their instructions.

7/ Village Pump Electricity Supply – NCC Inspection:

M.J.Sheppard confirmed the transformer had been fitted to the Village Pump. The Clerk would contact J.Freeman of NCC for advice on the correct procedure required to satisfy the NCC Seasonal Decoration Licence re the safety aspect of the electricity cable from the Pump reaching the Christmas Tree. A stability wire could carry the cable and be supported by a post positioned in the Churchyard, (with PCC approval). Alternatively, a cable at pavement level could be protected by a conduit.

8/ Christmas Carols – 10th December, 2013 at 6.00 p.m.

E.Padden would research a mobile van serving hot chestnuts.

It was agreed, mince pies would be served. The Church would be open for refreshments after the Carol singing session.

9/ Any Other Business (Police Priority Setting Meeting 17th July, 2013 – 10 a.m. at Keyworth):

The Clerk had received a complaint from a parishioner re the advertising banner attached to the Village Pump. She would inform the advertiser of the complaint. It was agreed, that a Grade 2 listed building should not be defaced by advertising paraphanalia.

10/  Date and Time of Next Meeting:

The next meeting of the Environment Committee would be held in the Weldon Room of the Memorial Hall on the 17th September, 2013. at 7.30 p.m.

Meeting closed at  9.43 p.m.