ENDERBY PARISH COUNCIL. Minutes of the Policy & Finance Committee held on the 26 th September 2018, 7:30pm at the Civic Centre, King Street, Enderby

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1 ENDERBY PARISH COUNCIL Minutes of the Policy & Finance Committee held on the 26 th September 2018, 7:30pm at the Civic Centre, King Street, Enderby Present: Cllr. R. W. Hunt (Chairman), Councillors: J. Bartlett, R. F. Geisler, Ms. T. Green, F. O Rorke, W. Hetherington, M. R. King, J. O Sullivan. The Clerk to the Council, Ms. S. Hansford and Deputy Clerk, Mrs. S. Stearn were also present. PF/32/18 Attendance and Apologies Apologies for absence were received from Councillors Mrs. S. Conway, J. Eaton, Mrs. V. Ellis, Mrs. J. Hall, N. Grundy. PF/33/18 Minutes of the last meeting held on 25 th July 2018 RESOLVED: That the Minutes of the last meeting held on the 25 th July 2018, be approved and signed as a correct record. PF/34/18 Declarations of Interest by Members None. PF/35/18 To Receive and Approve Requests for Dispensations from Members on matters in which they have a Disclosable Pecuniary Interest There were no requests for dispensations. PF/36/18 Authorisation of Accounts Members were in receipt of a copy of a report on the Accounts paid since the Council meeting held 12 th September 2018 (transactions between the 12 th September 2018 and 26 th September 2018). RESOLVED: That the Accounts and Payments, as detailed in the schedules (transactions between the 12 th September 2018 and 26 th September 2018) attached to and forming part of these minutes, be ruled off and signed by the Chairman of the Committee for approval of payment. RESOLVED: That Cllrs. Ms. T. Green and W. Hetherington sign the cheques. PF/37/18 To Consider Proposed CCTV Policy for Adoption by Council in Respect of Enderby Civic Centre & Community Library Members are in receipt of a draft CCTV Policy proposed for adoption by the Council which complies with the Data Protection Act 2018, Freedom of Information Act 2000 (FOIA), the Protection of Freedoms Act 2012 (PFA), the Human Rights Act 1988 (HRA), the Secretary of States s Surveillance Camera Code of Practice (SC Code) and the Information Commissioner s Office (ICO) CCTV Code of Practice. RECOMMENDATION TO COUNCIL: That the Enderby Parish Council CCTV Policy be adopted. PF/38/18 To Consider the Clerk s Health & Safety and Risk Assessment Summary Members are in receipt of a copy of the Clerk s Health & Safety and Risk Assessment Summary report dated the 26 th September This would be received by Council on the 10 th October 2018, as follows: - 1. Inspection Certificates Enderby Civic Centre, Enderby Community Library & St. John s Community Centre The status of the current Inspection Certificates for Enderby Civic Centre, Enderby Community Library and St. Johns Community Centre are detailed below along with the Review Period: - Detail Date of Completed Review Period Asbestos Report Civic Centre 25 th February 2004 No change Chubb Inspection/Fire Extinguishers etc. Civic Centre 22 nd January 2018 Annual Chubb Inspection/Fire Extinguishers etc. St John s Community Centre 4 th April 2018 Annual 1

2 Chubb Inspection/Fire Extinguishers etc. 2 nd August 2018 Annual Enderby Community Library Minor Electrical Installation Works Certificate 7 th September Yearly Civic Centre Minor Electrical Installation Works Certificate 7 th September Yearly St John s Community Centre Minor Electrical Installation Works Certificate 23 rd May Yearly Enderby Community Library Gas Safety Certificate Civic Centre 30 th July 2018 Annual Serial No. 45C Gas Safety Certificate St John s CC 1 st August 2018 Annual Serial No. 45C Gas Safety Certificate Enderby Community 30 th July 2018 Annual Library Serial No. 45C Gas Soundness Testing Enderby Community Library 22 nd August 2014 LCC (Copy Supplied) Valid 5 Years due 22 nd August 2019 ADT Inspection/Test Certificate 19 th February Monthly ADT Inspection/Test Certificate Sept/October Monthly (TBC) 6 th September 2017 Quarterly Service 20 th December 2017 Quarterly Service 2 nd March 2018 Quarterly Service 31 st July 2018 Quarterly Service Mercury Fire & Security Enderby Civic Centre/Community Library Door Access 2. Gas Safety Farthings completed the Gas Safety checks at Enderby Civic Centre and Enderby Community Library 30 th September Checks at St. Johns Community Centre were completed 1 st August PAT Testing Quotations for PAT Testing were obtained as follows: - Initial Pat Testing 92p per item No multi-site fee Based on 100 items total 92 Smart Pat Testing (less than 150 items only) 1 per item 25 call out fee Based on 100 items total 125 AA Pat Testing 1 per item first 50 items 79p per item thereafter Based on 100 items total Quotation 1 (Initial PAT Testing) was accepted as this company carried out the PAT Testing satisfactorily last year. This work was undertaken 30 th August The total cost to the Council based on a quantity of 120 items was The breakdown is as follows: - Enderby Civic Centre 59 = Enderby Community Library p = St. Johns Community Centre p = rd July 2018 Annual Maintenance PAT Testing Civic Centre 30 th August 2018 Annual PAT Testing St John s CC 30 th August 2018 Annual PAT Testing Enderby Community Library 30 th August 2018 Annual 2

3 4. Fire Inspection/Extinguishers The inspection of the Fire Extinguishers by Chubb: I) Civic Centre (Inspection Certificate Work No ) II) St. Johns Community Centre (Certificate of Conformity Job Certificate No th April 2018) III) St. Johns Community Centre (Inspection Certificate - 16th July 2018): 2KG C02 (Kitchen Replaced). IV) Enderby Community Library (Certificate of Conformity job Certificate No ). 5. Emergency Lighting/Bulk Head Lights St. Johns Community Centre The Minor Electrical Installation Works Certificate for St. Johns Community Centre was issued by Blaby Electrical on the 7 th September 2016 and the next inspection is not due to be undertaken until September 2019 (3-Yearly). Chubb had visited the site and raised concern that a number of the emergency lights which were permanently on and the fire extinguisher in the kitchen was required to be changed to C02. A decision was taken to have the circuitry checked for the lights by Blaby Electrical to establish why these lights were permanently on as in the event of a power cut the battery back-up fitted should kick-in. Once disconnected from the mains circuit the back-up batteries for two lights did not operate. Two new batteries for the emergency lights will be installed by Blaby Electrical at the same time as the two Bulk Head lights are changed which are aged approximately 18 years old. These were disconnected as the transformer was overheating. New Bulk Head lights were installed by Blaby Electrical 19 th July Chubb Fire Maintenance Contract This will be activated in September Fire Safety Information Due to the necessity to ensure hirers are aware of fire precautions and their responsibilities when hiring St. Johns Community Centre, it is proposed by the Administrator that a slight amendment is made in respect of the Bookings Terms & Conditions document. As amendment does not relate to a change in Council Policy but simply provides reference to information in respect of Fire Safety it is proposed that this inclusion is made without delay and that documents are uploaded to the Council s website for reference. 8. Fire Safety & Risk Assessment Training The Senior Caretaker and Clerk are scheduled to attend the above training 8 th October The training will be held in the afternoon and will be provided by the LRALC. 9. Annual Independent Playground Inspections Playground Inspections were carried out routinely by the Groundstaff on Mondays (unless a Bank Holiday) and Fridays. Checks of each area were also undertaken by the Clerk periodically. An Independent Annual Inspection & Risk Assessment was last undertaken by Wicksteed Leisure 23 rd October Southey Recreational Ground It was identified that the surround of the tiled surfacing at Southey Recreational Ground was rotting in places and the edgings of the affected areas were in need of repair. Repair took place 10 th July Clarence Recreational Ground The upgrade of surfacing at Clarence Road Recreational Ground, once approved by the Council, will be scheduled for the Autumn The next Independent Annual Inspections are schedule to be undertaken by Wicksteed for all Play Areas managed by the Council on the 26 th /27 th September Cemeteries Blaby District Council is responsible for the safety of memorials in the Closed Churchyard. One particular grave was of concern which had been dressed with stone chippings. This was reported to the District Council 12 th July It was confirmed that Blaby District Council does not hold any records for the Closed Cemetery and so this matter was referred to the Church Warden to investigate. 3

4 The last Monumental Inspection was carried out by Blaby District Council in Monumental Inspections are required to be carried out every 5-years. Enderby New Cemetery is kept under review and owners of plots with defective memorials are contacted directly. There were no major concerns raised at Enderby New Cemetery in respect of memorial safety on initial inspection. However, a number of garden graves were noted to exceed 4ft in length and the following grave owners will be contacted in due course regarding the removal of wire fence surrounds, shrubs or roses planted directly into the garden area which is against Council Policy and the need to remove stone chippings which present a potential hazard to maintenance workers and visitors to the Cemetery: - Garden Area Greater than 4ft Burial Plots: D.2, K.1, N.8, R.5, R.15, S.2, S.8, S.10, S.12, T.1, T.5, T.6 Shrubs/Roses Planted in Grave Area: Burial Plots: C.11. D.2, N.8, S.1, S.8. Stone Chippings: Burial Plot: R.5 Fence Surround: Burial Plot: K1. Deed holders will be contacted in respect of the above and a copy of the Council s adopted Burial Rules & Regulations will be included in the communication. 11. Health & Safety Policies & Risk Management The Parish Council s Health & Safety Policy was adopted 22 nd January 2014 and covers: - o Management of Health and Safety at Work Regulations 1999: require employers to carry out risk assessments, make arrangements to implement necessary measures, appoint competent people and arrange for appropriate information and training. o Workplace (Health, Safety and Welfare) Regulations 1992: cover a wide range of basic health, safety and welfare issues such as ventilation, heating, lighting, workstations, seating and welfare facilities. o Health and Safety (Display Screen Equipment) Regulations 1992: set out requirements for work with Visual Display Units (VDUs). o Personal Protective Equipment at Work Regulations 1992: require employers to provide appropriate protective clothing and equipment for their employees. o Provision and Use of Work Equipment Regulations 1998: require that equipment provided for use at work, including machinery is safe. o Manual Handling Operations Regulations 1992: Cover the moving of objects by hand or bodily force. o Health and Safety (First Aid) Regulations 1981: Covers requirements for first aid. o Employers Liability (Compulsory Insurance) Act 1969: requires employers to take out insurance against accidents and ill health to their employees. o The Health and Safety Information for Employees Regulations 1989: require employers to display a poster telling employees what they need to know about health and safety. o Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 1995 (RIDDOR): require employers to notify certain occupational injuries, diseases and dangerous events. o Noise at Work Regulations 1989: require employers to take action to protect employees from hearing damage. o Electricity at Work Regulations 1989: require people in control of electrical systems to ensure they are safe to use and maintained in a safe condition. o Control of Substances Hazardous to Health Regulations 2002 o (COSHH): Require employers to assess the risks from hazardous substance and take appropriate precautions. o Corporate Manslaughter and Corporate Homicide Act 2007 RECOMMENDATION TO COUNCIL: That the Clerk s Health & Safety and Risk Assessment Summary dated 26 th September 2018, be received at the next Council meeting on 10 th October

5 PF/39/18 To Receive Insurance Quotations (including increase of Fidelity Guarantee) and Consider Renewal of 3-Year Long Term Agreement with Came & Company Local Council Insurance Quotations have been supplied by Came & Company Local Council Insurance for three alternative insurance providers as Aviva has substantially increased its terms. An amendment to the Council s Fidelity Guarantee is included (Clause ) and the new amount is ( 325,000). Sums Insured/Limits Area of Cover Quotation 1 Inspire via Axa Quotation 2 Hiscox Quotation 3 Ecclesiastical Public Liability 10,000,000 10,000,000 10,000,000 Including: Hirers Liability 5,000,000 5,000,000 2,000,000 Libel & Slander 500, , ,000 Motor No claims 250 each 250 each n/a Excess & Bonus Employer s Liability 10,000,000 10,000,000 10,000,000 Officials & Trustees Liability 500, , ,000 Employee Dishonesty (Fidelity 325, , ,000 Guarantee) Legal Expenses 500, , ,000 Personal Accident 100,000/500pw 100,000/500pw 50,000/250pw Property Damage Including: Defibrillators & Cabinets 5,000 5,000 5,000 Business Interruption Including: Loss of Revenue 10,000,000 10,000,000 10,000,000 Increased Cost of 10,000,000 10,000,000 10,000,000 Working Key Person Cover 250pw up to max 2,500 pa 250pw up to max 2,500 pa Contents (away from premises) 5,000 5,000 5,000 Money 2,500 1,000 1,000 Internet & 500,000 50,000 n/a Crisis Management 500,000 25,000 n/a Quotation 1 Quotation 2 Quotation 3 4, , , pw up to 26 weeks It is recommended by Came & Company Local Council Insurance that Quotation 2 (Hiscox) be accepted. Should the Council wish to take out a 3-year Service Level Agreement for Quotation 2. The Annual Premium will reduce to 4, (3 Year SLA). It was noted that the Employee Dishonesty (Fidelity Guarantee) has been increased to 325,000. RECOMMENDATION TO COUNCIL: That a 3-year Service Level Agreement for Quotation 2 (Hiscox) be taken out at an Annual Premium of 4, PF/40/18 To Consider Grant Applications No grant applications have been received. PF/41/18 To Receive Updates (If Any): - a) Transfer of King Street and John Street Car Parks from the Ownership of Blaby District Council to that of Enderby Parish Council The Council s Solicitor is awaiting the search results and will inform the Clerk as soon as these are to hand before making his report to Council. b) Transfer of Public Open Space from the Ownership of Miller Homes (East Midlands) Ltd. to that of Enderby Parish Council (S.106 Agreement Planning Application 07/0468/1/PX) An update has been requested from Blaby District Council s S.106 Officer. c) Purchase of Land from Trustees of Drummond Deceased to Extend Enderby New Cemetery The Council s Solicitor has heard nothing since 21 st August 2018 when he supplied a plan of the land to be acquired. RESOLVED: That items a), b) and c) be noted. 5

6 PF/42/18 To Consider Articles of Interest for Publication in the Enderby Connection Newsletter Members considered articles for the next Enderby Connection Newsletter. RESOLVED: That the following articles be included in the Enderby Connection Newsletter No.14: - Defibrillator Awareness Training Saturday, 17 th November 2018, 2pm. Recruitment - Saturday Volunteers for the Library. Ticket Availability for the It is Now Performance by Anonymous Is A Woman Company held at the Civic Centre on Friday, 15 th February 2018, 7:30pm. Meeting Room Availability. PF/43/18 Correspondence None. PF/44/18 Correspondence Received After Issue of Agenda (For Information Only): - None. MEETING CLOSED: 7:56 PM... CHAIRMAN 28 th November

7 ACCOUNTS AUTHORISED BETWEEN 12 TH SEPTEMBER 2018 AND 26 TH SEPTEMBER