Halstead Town Council

Membership:

Also in attendance:   M C Murkin Town Clerk, 
                                 Mrs. J. Smith, Minute Clerk

230.    APOLOGIES FOR ABSENCE.  None

231.    DECLARATION OF  INTERESTS
To declare any ‘personal' or ‘personal and prejudicial' interests relating to items on the agenda having regard to paragraphs 7 to 11 inclusive of Part 2 of the Code of Conduct for  Members and having taken appropriate advice (where necessary) before the meeting.

Cllr Mrs J A Pell declared personal and prejudicial interest in Agenda item 10 as
Chairman of Friends of Halstead Public Gardens
Cllr Mrs S Diver declared personal and prejudicial interest in Agenda item 10 as
Member of Friends of Halstead Public Gardens
Cllr Mrs H Catley declared personal and prejudicial interest in part of Agenda item 14

232.    PUBLIC  QUESTION  TIME

There were no members of the public present, but Cllr Mrs J Pell and Cllr Mrs S Diver asked to make statements.

Cllr Mrs J Pell stated that Friends of Halstead Public Gardens are keen to promote the Public Gardens and to encourage visitors by providing some entertainment and items of interest.  The group has a small amount of funds, but would like to provide two band concerts in 2010.  One would be the Long Melford Silver Band, who have played in the Public Gardens in the past and been a very popular entertainment, and the other would be the Essex Police Band that has a strong Essex following.

Cllr Mrs S Diver stated that these proposed concerts would be an amenity for Halstead and would encourage visitors to the Public Gardens and also to the Town.

233.    MINUTES
The Minutes of the meeting held on 14^th January 2010 were unanimously adopted.

234.    PLANNING  APPLICATIONS
There were no planning applications.

235.    REFERRALS FROM AMENITIES COMMITTEE
There were no referrals from this committee

236.    FINANCIAL  MONITORING
Spreadsheets giving this information were shown, addendum notes included.

Cllr Mrs J Pell queried note four as Halstead Town Council are not now acting as agents to open/close gates of Public Gardens for Braintree District Council and it was explained that amounts shown were allocations of wages/salaries to this heading and would be removed at the end of this financial year.
Item ‘Town Council as Landlord' is shown as being 265.9% of budget and it was explained that this is again amortization of wages/salaries.
Year to date figures were very close to budget figures and it was agreed that at the end of the year any budgets with underspend would be reviewed with a view to carrying sums forward.

237.     MONTHLY  PERFORMANCE
Increase in both Queen's Hall and Mill House bookings were noted.
It was asked when the Franchise for Bar Services at Queen's Hall would be due for review, and Clerk said that this would normally be at the end of December 2010.  However, during the current climate of uncertainty about community halls, and the very high cost of advertising, he would consider asking Council if this franchise should be reviewed on a yearly basis for the time being.
Chairman noted that car park receipts were higher than in previous years despite the poor weather during the past quarter. 
A small discrepancy in addition on Rosemary Lane receipts was noted.
Cllr G Howlett asked if any date had been given for the hand over of car parking monitoring to consortium, and it was said that date of 1^st May had been mooted.  Some finalization of figures had yet to be considered, and formal agreements drawn up.  Cllr Mrs J Pell asked for reassurance that all terms and conditions regarding setting of car parking fees would be put to Council before agreements were signed and absolute assurance was given.
Sickness and Absence figures were noted

238.    RECEIPTS AND PAYMENTS SINCE LAST MEETING
A report was shown detailing summary of bank accounts and investments with brought forward figures and income  itemised.
Details of cheques issued were given with payee and details of payments.
Cllr Mrs J Pell queried the payment to Morley Richards and Ablewhite and was told that this was insurance for the buildings paid to managing agents.  It was agreed that this report was clear and easy to read.
Chairman said that if agreed this report would be signed and appended to minutes
RESOLVED that Finance and General Purposes Committee acknowledged and accepted the Receipts and Payments Report for January 2010
Report was signed by Chairman of the Committee.

Cllr Mrs J Pell and Cllr Mrs S Diver left the meeting

239.    REQUEST  FOR A GRANT - Friends of Halstead Public Gardens
A request had been received from the Friends of Halstead Public Gardens for a grant to enable the booking of bands to play in the Public Gardens for two Sundays during Summer 2010.  One would be the Long Melford Silver Band (cost £200.00) and the other would be the Essex Police Band (cost approx £495.00).
No details of the financial position of the Friends of Halstead Public Gardens had been provided.
It was agreed that such occasions would encourage visitors to the Public Gardens and to the Town, and Cllr Mrs H Catley asked that, if grants should be awarded, the details could be given to the Amenities Committee to discuss publicity for the events.
It was suggested that perhaps other groups in the Town should be encouraged to have a presence at the concerts, either with promotional material or stalls to bring a wider audience into the Gardens.
Clerk advised that £200 was in budget for provision of bands in the Gardens during 2010/11;  Section 137 had £2000 in budget for this period.
RESOLVED that grant of £200 from budget for bands and grant of £250 from Section 137 budget be made to Friends of Halstead Public Gardens for provision of two band concerts in the Public Gardens.

240.    CREDIT/DEBIT CARD ACCEPTANCE
A report on costs was presented.  Requests for payment by this method are minimal at present.
RESOLVED to note the information given and defer introduction of card payments until a later date.

241.    EXCLUSION OF PUBLIC AND PRESS
The following resolution was proposed and seconded:
RESOLVED:  That pursuant to the provisions of section 1(2) of the Admission to Meetings Act 1960, in view of the next items to be conducted, the press and public be excluded from the meeting.

Meeting closed at  8.03p.m.