Policy & Process Committee

Event Details

Agenda – Meeting 3 (2017/18)

Policy & Process Committee Agenda 11 09 17 (3)Process & Policy Committee Minutes 11.09.17 (3)

39Apologies for Absence – To note
40Declarations of Interest – To note
41Minutes of Meeting 2 – 10 July

To agree as true and accurate record.

41. PP Minutes 10 07 17 (2)

42Requests from the public to speak
43WW1 Commemorative Working Group
43.1To note the transfer of the budget of £2350 and £500 from the Mayor’s Fund to Castle Park Arts Centre Trust.
43.2To discuss and agree to allow WW1 Commemorative Working Group to use the IBSN for the two books they wish to publish.

43.2 Frodsham Town Council ISBN

44.1To note the number of grant applications that have been received.
44.2To agree the membership of the Grants Working Group and the timetable for meeting.
45Ship Street

To agree the revaluation of the land by Valuation Office Agency @ £1,500+VAT.

46Town Clock

To agree to renewal the 3-year Service Contract at £621+VAT and to consider options for the maintenance of the old town clock.

47Finance Scrutiny Sub-committee

To note the minutes of the meeting held on Monday 21 August, to note any decisions and agree the following recommendation:

R1. To set up an Events Committee with its own budget.

47. Finance Scrutiny Sub-Committee Minutes 21.08.17 (2)

48.1To note the Communications report.

48.1 Comms report to PP Sep 6

48.2To agree additional admin hours for the website work at an annual cost of £599.91 for each additional hour.
49Staffing Sub-committee

To discuss the need for a staffing sub-committee and to agree the Terms of Reference.

49 Staffing Sub-Committee – Terms of Reference

50IT Renewal

To discuss and agree the replacement of 2 laptops @ £1,889.63+VAT.  This price comprises £619.23+VAT each for the laptops, £16.68+VAT for a USB DVD drive, 4 years’ on-site warranty, delivery and half a day on-site technical support to set up the laptops and transfer software and data. A price to extend the onsite warranty for a fourth year will be available at the meeting.


To discuss and agree whether to:

a)    renew the van lease for 3 years @ £186.75+VAT per month plus £1,120.50+VAT one-off charge plus £270+VAT for new decals and removal of the old ones; or

b)    purchase the existing 2-year-old leased van at a one-off cost of £8,675+VAT.

52Asset Register
52.1To amend the register to remove the bus shelter outside the supermarket & at the Quay.

52.1 Asset Management

52.2To agree to set up a meeting with CWAC to discuss management of the rest of the shelters.
52.3To set up a Working Group to work with TC to carry out a full review of the Asset Register.
53General Data Protection Regulation

To note changes to the GDPR and the impact it might have.

53 overview-of-the-gdpr-1-11

53 preparing-for-the-gdpr-12-steps

54External Audit
54.1To note that the External Audit has been concluded and no matters of concern have been raised.

54 Conclusion of Audit Notice

54.2To recommend to council approval and acceptance of the Annual Return, including the External Auditor’s Certificate.

54 External Audit Certificate redacted

55Internal Auditor

To agree to recommend to council a 3-year contract for Internal Auditor services @ £488+VAT per annum.

56Improved Community Safety
56.1To request a grant from PCC for £5,000 towards the cost of CCTV in the Town Centre
56.2To agree to set up a working group with CWAC councillors, PCSO and other interested parties to design and cost the system.
57Great British High Street

To discuss the timetable for involvement and agree any action.

58Election for Overton & Five Crosses Ward

The Council has been notified by Cheshire West & Chester that the election will take place on Thursday 19 October. The Notice of Election will be displayed from 14 September.

To decide whether, if the election is contested, the Council wishes to send out poll cards. Poll Cards are not mandatory and are an additional cost for the Town Council.

59Clerk’s Urgent Items

To consider any urgent items received since the agenda was published and agree any actions.

60Date of next meeting                       9 October
61Ship Street – if required.
62New Office – if required.