|| AN APOLOGY FOR ABSENCE
An apology for absence was received from Cllr. P. Rew who was attending a Maldon District Council Training evening.
|| MINUTES OF THE FINANCE AND GENERAL PURPOSES COMMITTEE MEETING HELD ON 14TH OCTOBER, 2002
RESOLVED: that the minutes of the Finance and General Purposes Committee meeting held on 14th October, 2002 be approved and adopted.
| FINANCIAL REPORTS
Receipts and Expenditure
Members received and considered:
a. Financial reports detailing receipts and expenditure for the period 1st April to 31st October, 2002.
b. A list of cheques and Standing Orders for supplies and services in excess of £500.00 from 1st October to 31st October, 2002.
RESOLVED: that (a) the report attached as Appendix "A" to these minutes detailing receipts and expenditure be noted;
(b) the list of cheques and Standing Orders in excess of £500.00 be noted.
Members recalled that a sum of £2,000 had been included in the 2002 / 03 budget for donations and that, to date, £200 had been allocated to the Maldon Town Regatta, £224.25 to the Maldon Twinning Association and £99.75 to the Hemmings Court Golden Jubilee Street Party.
Plume School - Senior Christmas Party
Members received and considered a grant application from the Plume Sixth Form College requesting financial assistance to help provide a Christmas Party for 100 Senior Citizens. It was envisaged that the total cost of the party would be approximately £300.00.
In response to a question regarding who had been invited to the party, the Town Clerk said that she believed that invitations had been forwarded to all residential homes in the town but that confirmation would be sought from the Plume School.
It has subsequently been ascertained that invitations to attend the Plume School Sixth Form College Senior Citizen's Christmas Party had been forwarded to Berridge House, The Lodge, Boucherne, Hailey House, Longfields, Middleton Manor, WRVS Luncheon Clubs and Age Concern Luncheon Club.
RESOLVED: that a donation of £150.00 be forwarded to the Plume Sixth Form
College to assist with a Christmas Party for Senior Citizens.
(Local Government Act 1972 s.145)
|| West Maldon Community Association
At the Special Town Council meeting held on 3rd December, 2001 (minute 108) it was agreed that the sum of £4,000 be included in the 2002 / 03 Estimates to assist in the provision of furniture for the new extension at the West Maldon Community Centre on completion of the project.
Members were informed that the extension had now been finished and had recently been officially opened and in this respect received invoices relating to furniture and fittings for the new extension totalling £5112.59.
The Mayor stated that he had attended the official opening of the new extension together with the Town Clerk and several other members of the Town Council where it had been mentioned that the Town Council had assisted with the furnishings for the extension.
RESOLVED: that a donation of £4,000 be forwarded to the West Maldon Community Association for the provision of furniture.
(Local Government (Misc. Provisions) Act 1976 s.19)
Members were informed that notification had been received from the Council for the Protection of Rural England (CPRE) regarding the renewal of the annual membership at a cost of £25.00.
RESOLVED: that the Town Council renews its membership of the CPRE for the sum of £25.00. (Local Government Act 1984)
|| Guaranteed Investment Bond
Further to minute 28.4(a) of the Finance and General Purposes Committee meeting held on 23rd July, 2002 members noted that the Town Council's bank accounts had now been consolidated as follows: Current, Business Reserve, Allotment and Leech Trust Accounts.
Members were informed that the current balance of the Business Reserve Account was £200,000 and it was suggested that the Town Council should invest £50,000 in a six month Guaranteed Investment Bond with the Co-operative Bank which currently had a guaranteed interest rate of 3.34% gross, 2.67% net.
The Town Clerk suggested that it would be beneficial if the required number of signatories to open an Investment Bond were reduced in number as currently all members were required to sign.
Discussion ensued and it was felt that the signatories required to open an Investment Bond should be limited to the Town Mayor, Chairman and Vice Chairman of the Finance and General Purposes Committee and the Town Clerk.
In response to a question regarding the remaining balance in the Business Reserve account the Town Clerk stated that it was necessary for these additional funds to be held in reserve to cover any unforeseen expenditure.
RECOMMENDED: that (a) the Town Council invests £50,000 in a six month Co-operative Bank Guaranteed Investment Bond;
(b) the number of signatories to open a Guaranteed Investment Bond be limited to the Town Mayor, the Chairman and Vice Chairman of the Finance and General Purposes Committee and the Town Clerk.
|| Essex County Council Pension Fund - Employer's Contribution
Members received and considered a letter from the Town Clerk, Waltham Abbey Town Council and a response from the Essex County Council Pensions Department regarding the high percentage of pension contribution made by Town and Parish Councils to the Essex County Council Pension Fund.
Discussion ensued and it was noted from the Essex County Council response that as Town and Parish Council contributors generally were nearer to retirement age the ongoing rate had been set higher as the liability to make pensions payments was sooner.
RESOLVED: that the correspondence be noted.
|| ALL SAINTS' NORTH BOUNDARY WALL
Further to minute 56 of the Finance and General Purposes Committee meeting held on 14th October, 2002 the Chairman stated that he had attended a number of meetings with Canon Atkins, a representative from the Diocesan and the Town Clerk regarding the north boundary wall and discussed the following.
|| Conifer Tree
Members received and considered a report from the Tree Officer, Maldon District Council regarding the Lawson Cypress tree which grew adjacent to the All Saints' North boundary wall. The Tree Officer found no evidence of damage to the wall from the tree but felt that it would be beneficial for the tree to be removed due to its growth potential and it be replaced with a less invasive specimen. Members noted that Canon Atkins had agreed to the removal of the tree.
RESOLVED: that the information be noted.
|| North Boundary Wall
Members received and considered a report detailing a specification and the following quotations to rebuild and re-point etc. the boundary wall:
Bakers of Danbury Limited £7297.00
Peter Loe Restorations Limited £3831.60
F. J. Capon Limited £2995.00
Members recalled that the approximate sum of £9,000 was available in estimates for churchyard walls and that the Maldon District Council had agreed to provide grant funding of £1,000 towards the repairs.
Discussion ensued and the Town Clerk advised that an identical specification had been forwarded to all those who had forwarded quotations.
In response to a question regarding whether the wall was to be rebuilt or repaired, the Chairman advised that it was necessary to reduce one section of the wall to ground level and to subsequently rebuild it; the other section would be repaired. The 150 year old soil beneath the wall's foundations had been found to be well consolidated and therefore it was not necessary to touch the walls foundations.
RESOLVED: that the quotation in the sum of £2,995.00 from F. J. Capon Limited to rebuild and re-point the All Saints' Churchyard North Boundary Wall be accepted. (Local Government Act 1972 s.215)
|| Diocese of Chelmsford
Members received and considered a letter from the Director of Property Services, Diocese of Chelmsford which advised that they had no objection to the work being carried out but requested that any bricks removed from the wall during the repairs should be left on site. It was noted that it would be necessary to apply to the Diocesan of Chelmsford for a Faculty in respect of the wall repairs and in response to a question the Town Clerk advised that the cost of a Faculty would be approximately £95.00
It was also noted that Planning Permission was not required from the Maldon District Council as the work to the wall was classed as a repair.
RESOLVED: that a Faculty be sought from the Diocese of Chelmsford for the repairs to the All Saints' Churchyard North Boundary wall. (LGA 1972 s.215)
|| Removal of Elder
Members received and considered a quotation from the Ground Maintenance Contractor in the sum of £50.00 plus VAT for the removal of an elder tree growing from the joint of the wall. In response to a question raised by the Mayor, the Town Clerk said that she would investigate whether such work was covered by the Ground Maintenance Contract.
In view of the fact that the elder is within the Vicarage Garden it is not included in the Ground Maintenance Contract.
Cllr. Shrimpton suggested that action should be taken regarding the flowering cherry tree in front of All Saints' church as branches were overhanging the footpath.
RESOLVED: that (a) the quotation from the Ground Maintenance Contractor in the sum of £50.00 plus VAT be approved;
(b) investigations be undertaken with the Ground Maintenance Contractor regarding the removal of branches overhanging the footpath from the flowering cherry tree in front of All Saints' Church.
Members received and considered a report which stated that the present photocopier contract with the Danwood Group expired on 31st December, 2002 and that on the current rate of usage this costs £1,556.42 a year.
RESOLVED: that the information be noted.
|| Quotation for a Replacement Photocopier
Members were informed that quotations from Gestetner, Harlequin Photocopier Systems and the Danwood Group had been received for a photocopier with the following specification:
¨ A6 - A3 size copying
¨ 80 sheet reversing automatic document feeder cabinet
¨ Staple/Finisher (1,000 sheets)
¨ Enlargement & Reduction 25 - 400% zoom
¨ 600dpi, 32MBRAM
These quotations included the cost to cover all service, maintenance (both corrective and preventative) and consumables such as drums, toners, staples, parts and labour etc but not input materials such as paper and acetates.
It was suggested that it may be helpful if the photocopier was networked to the office computer system but concern was expressed that although technically a better solution this type of facility could overload the memory capacity of the existing computers which already have difficulty in coping with the current software.
The view was expressed that it would be beneficial to have a 36 month contract period as the existing computer equipment would reach the end of its life capacity and be redundant within a couple of years.
RESOLVED: that the Town Council rents a Gestetner 3502 Digital Copier from Gestetner for a 36 month period at the approximate cost of £1,600 per year.
Further to minute 42.9 of the Finance and General Purposes Committee meeting held on 3rd September, 2002 members were informed that the following grants had now been approved for the purchase of a digital projector and DVD player to enable community film shows to be held by the Town Council:
Maldon District Council Community Grant £1,750
Awards for All Lottery Funding £2,000
Members were reminded that the sum of £2,000 had been included in the Cinema budget Estimate Head for 2002 / 03, making total funds available for cinema equipment of £5,750.
It was suggested that if and when new equipment was purchased the Town Council should consider what should be done with the 16mm projection equipment.
RESOLVED: that the Town Council gives consideration to the usage of the 16mm projection equipment once new projection equipment has been purchased.
|| Purchase of New Equipment
Members recalled that it had been agreed at the Cinema Working Party Meeting held on 11th June, 2002 that a digital projector and Zoom Lens should be purchased and in this respect members received and considered five quotations for a NEC MT 105 XGA LCS Projector and NEC 4.25:1 Zoom lens.
Members felt that it would be helpful to test any recommended equipment for its suitability for use by the Town Council and in this respect it was suggested that CVS International, Sound Track and Comdis be contacted and requested to organise an equipment trial for Town Council members.
The view was expressed that it may be preferable for the Town Council to consider the installation of a back projection system but that this would also require the purchase of a new screen and it was agreed that having regard to the proposed usage this would be unnecessary expenditure.
The Town Clerk stated that she had been approached by the Maldon District Council requesting use of the cinema equipment during the Shakespearean events which were proposed to be held next year.
RECOMMENDED: that CVS International, Sound Track and Comdis be requested to organise a trial for Town Council members to view the latest projection equipment.
| YOUTH COUNCIL - BATTLE OF THE BANDS
Free Use of the Town Hall
Further to the Notes of the Maldon Youth Council meeting held on 11th September, 2002, circulated at the Town Council meeting held on 30th September, 2002 members were requested to consider allowing free use of the Town Hall by the Youth Council to stage a Battle of the Bands competition in February, 2003.
RECOMMENDED: that the Youth Council be granted free use of the Town Hall to stage the Battle of the Bands competition in February, 2003.
|| Entry Fee to the County Competition
Members recalled that the Maldon District Council had provided the £150.00 entry fee for the Maldon Heat of last year's Battle of the Bands Competition. Members were informed that an application had been submitted to the District Council requesting funding for the entry fee to the 2003 competition.
RECOMMENDED: that the report be noted.
|| Lighting and Sound Equipment
Members were informed that it would be necessary to hire lighting and sound equipment for the event and quotations were being sought.
RECOMMENDED: that the Town Clerk in consultation with the Chairman and Vice Chairman of the Finance and General Purposes Committee be authorised to accept a competitive quotation for sound and lighting equipment for the event.
(Local Government Act 1972 s.145)
| TOWN COUNCIL ESTIMATES 2003 - 2004
Review of the Town Council's Fees and Charges
In accordance with the 1997 / 98 Audit Regulations members reviewed the income charges and in this respect considered the following:
(a) Charges for the Town Hall
Members recalled that it had been recommended at the Finance and General Purposes Committee meeting held on 3rd September, 2002 and subsequently resolved at the Town Council meeting held on 30th September, 2002 that the rates for hire of the Town Hall remain unchanged and be reviewed again in 12 months.
In answer to a question the Town Clerk confirmed that the Caretaker checks the hall after a function to ensure that there has been no damage.
RECOMMENDED: that the information be noted.
(b) Charges for Hire of Moot Hall
Information regarding the existing hire policy of the Moot Hall had been circulated and it was
RECOMMENDED: that there should be no change in the charging policy for the hire of the Moot Hall.
(c) Tours of the Moot Hall
Members were reminded that the Town Council now had a policy of charging £1.00 per adult and 50p. per child for tours of the Moot Hall (adults accompanying groups of school children were admitted free). There was no charge for pupils from Maldon Schools (minute 77.1(c) of the Finance and General Purposes Committee meeting held on 27th November refers).
Members noted that the sum of £853.00 had been received for Moot Hall tours and donations from1st April, 2002 to 31st October, 2002.
The Mayor expressed the view that as the Moot Hall was part of the town's heritage, admission to the building should be free of charge.
Discussion ensued and it was felt that a report should be compiled
detailing the income received in respect of tours of the Moot Hall compared to expenditure incurred in employing the Moot Hall Tour Guide for submission to the Finance and General Purposes Committee meeting to be held on 13th January, 2003.
RESOLVED: that further investigations be undertaken.
(d) Photocopying Services
Members were informed that the present charging policy for photocopying was:
10p per copy 1 - 25 copies
8p per copy over 25 copies
3p a copy for charities and those supplying paper
For information members were informed that one copy now costs the Town Council 0.441p and that there were cheaper copying facilities elsewhere in the town.
RECOMMENDED: that there should be no change in the charging policy for photocopying services.
(e) Fax Facilities
Members noted that the present charges for fax facilities were:
First Page Subsequent Page
U.K. £1.00 0.50p
Europe £2.00 0.75p
Rest of the World £2.25 £1.25p
Incoming fax from anywhere £1.20 including the cost of telephone calls to notify arrival.
RECOMMENDED: that there should be no change in the charging policy for fax facilities.
Members were reminded that it had been agreed at the Environment Committee meeting held on 16th July, 2001 that the allotment rents be increased to £0.10 pence per square metre per annum. The Environment Committee had felt that an increase in rents was not necessary during this financial year as there were considerable funds in the Allotment Account.
RECOMMENDED: that there should be no change in the Town Council's charging policy for allotments.
|| Town Council's Precept Requirement for the 2003 / 2004 Financial Year
Members received and considered the report of the Town Clerk showing proposals for inclusion within the Town Council's precept requirement for the 2003 / 2004 financial year as listed below. Also circulated at the meeting were spreadsheets prepared by the Chairman showing percentages for previous years.
The recommendations of the Committee take into consideration comparisons with regard to the 2002 / 2003 estimates and are listed accordingly adjacent to each estimate head.
A.1 Town Mayor's Allowance - no change.
A.2 Town Hospitality Allowance - no change.
A.2(a) Town Mayor's Expenses Account - no change.
A3 Subscriptions - slight increase because of possible increases in affiliation fees.
A4 Attendance Conferences/Meetings/Training - no change.
A5 Travelling and Subsistence - slight increase arising from the Elections in May as there will possibly be additional training courses for members to attend.
A6 Staff Salaries Gross - Increase taking into consideration minute 61.1 of the Finance & General Purposes Committee held on 14th October, 2002.
A7 Local Government Superannuation - Increase to take into account A6 and information received from Essex County Council Pensions.
A8. Employer's National Ins. - increase to take into consideration A6.
A9 Donations Vol. Organisations - the figure shown for 2002/03 includes £1,200 pledged to the Plume School for their Performing Arts Status and £250.00 for the Maldon & District Cine & Video Club who had subsequently been paid. The first application submitted by the Plume School for Performing Arts Status was not successful but further submission will be made. For 2003/04 £2000.
A10 Insurances - slight increase, need to consider the Personal Accident Insurance being extended to cover Councillors from the age of 75 to 80 years.
A11 Petty Cash - no change.
A12 Audit Fee - slight increase. The audit account for 2001/02 has not yet been received and there is now the additional cost in respect of the Internal Auditor.
A13 Solicitors' Fees - this figure has been increased because of the ongoing situation regarding 11 Market Hill. It is very much hoped that the majority of expenditure incurred will be refundable from the Architect's insurers.
A14 Election Costs - increase in view of the May elections.
A15 Photocopier - the existing photocopier will be replaced before the 2003/04 year, need for slight increase in expenditure.
A16 Stationery - no change.
A17 Advertising - increase to cover cost of Annual Report and possibly more regular newsletters.
A18 Postage - slight increase as there is no longer the local delivery service.
A19 Franking Machine - no change.
A20 Office Equipment - in view of the recent problems with the computers additional works may be required.
A21 Trade Waste Agreement - no change.
A22 Licence Fees - Performing Arts Licence in respect of the Town Hall.
P1.1 Council Tax - no change.
P1.2 Water Rates - no change.
P1.3 Electricity - no change.
P1.4 Telephones - slight increase
P1.5 Security Alarm Maintenance -increase
P1.6 Fire Alarm Maintenance - increase
P1.7 Fund: Maintenance - it was very much hoped that some of the works detailed within the quinquennial report would be undertaken prior to the end of this financial year. It was agreed that another £5,000 be included to enable further works to be undertaken.
P1.8 Decoration -it was very much hoped that some of the works detailed within the quinquennial report would be undertaken prior to the end of the financial year. However, it was agreed that another £2,000 be included to enable further works to be undertaken.
P1.9 Contingencies - no change
P1.10 Regalia/Heritage - no change
P1.11 Regalia/Restoration Fund Earmark - There is now £5,000 in this fund for the repair and recovering of 24 red chairs in the Moot Hall. It is estimated that the cost of repairs will be £6000.00. It was agreed that an additional figure of £2,000 be included; £1000 for the chairs and the remainder towards restoration of the paintings.
P1.12 Moot Hall Clock - reduced as the clock was converted from manual to electronic change earlier in the year.
P2 Plume Building Alarms - new Estimate Head in accordance with minute 47.2 of the Finance & General Purposes Committee meeting held on 3 September, 2002.
P2.1 Plume Building Structural Fund - all the works detailed in the quinquennial report will have been undertaken but a further fund should be started.
P3 Structural Survey of Properties - this fund now stands at £10,000 agreed that a further £2,000 be added.
P4 White Horse Lane Toilets -increase, a number of the wall tiles need to be removed as condensation appears to be building up behind the tiles on the walls with windows, making them loose. It has been suggested that in these locations the tiles should be removed and the walls painted.
P5 Fund Closed Churchyards/walls - necessary to have a fund (minute 36.2 of the Finance & General Purposes Committee meeting on13 September, 1999 - North Boundary wall St. Mary's churchyard needs to be inspected annually). Work to be undertaken to this wall. The repairs to the North Boundary wall All Saints Church should be undertaken this financial year and works will be required to the South Boundary wall St. Peter's Churchyard. Money remaining at the end of the 2002/3 financial year to be carried over.
P6 Market Hill Garden - all major works have been completed.
Town Hall/TC Offices
P7.1 Expend Public Works Loan - balance from 2002/03.
P7.2 Loan Repayment - the Town Council have paid a total of £58,039.68 in repayments this year in respect of the above loan. The amount owed by the Town Council as at 3 November, 2002 was £511,921.50 in respect of the original loan of £565,000 (65/8%) and £151,515.54 in respect of the second loan of £200,000 (4Ύ%). Members recalled that a lump sum of £30,000 was repaid during the financial year 2001/02.
P7.3 Council Tax - no change
P7.4 Electricity - no change - now paying direct debit.
P7.5 Telephone - slight increase
P7.6 Fax - slight increase
P7.7 Gas - no change
P7.8 Water - decrease
P7.9 Security Maintenance - increase
P7.10 Fire Alarm Main/Fire Extinguishers - decrease. Members were informed that during a recent hire the Fire Alarm went off and the hirers were concerned that the Fire Brigade did not attend. The hire form states that, in the event of a fire, the Fire Brigade should be called and notices to this effect have been posted throughout the building. The Insurance Company has confirmed that it is not a condition of the policy for the Town Hall premises to be linked to a central control in respect of the Fire Alarm system.
P7.11 Lift Maintenance - slight decrease
P7.12 Electrical Maintenance -no change
P7.13 PHS Supplies - decrease in accordance with new contract
P7.14 Heating Maintenance - increase as it is felt safety guards should be placed around the heaters in the hall
P7.15 Gas Maintenance - slight increase
P7.16 Access & Lock Maintenance - increase to cover additional camera and door buzzer at the main entrance (minute 54.2 of the Finance & General Purposes Committee 14 October, 2002 refers).
P7.17 General Maintenance Fund/Decoration - £2000 at present and this needs to be increased as the outside of the property will need to be decorated during the 2003/04 financial year; the Handyman cannot undertake this work. The floor in the hall needs some maintenance work and members will be requested to consider the purchase of a new cooker. The existing one was purchased second hand from another Town Council. It had also been suggested that lights be purchased to illuminate the stage.
P7.18 Contingency/Cleaning Mats - slight increase.
P7.19 Maintenance - Ventilation Equipment - no change.
G1 Town Centre Manager -no change This matter
to be considered by all members at the Special Council meeting to
be held on 9th December, 2002.
G2.1 Maeldune Centre Assistance -no
change - Letter from the Chairman of the Trust circulated at the
G2.2 Maeldune Centre Manager/Fund - no change. - Letter
from the Chairman of the Trust circulated at the meeting.
Centre Shop £2,000 - Letter from the Chairman of the Trust circulated
at the meeting.
With regard to the Maeldune Centre, members of the
Town Council were informed that the Chief Executive and the Tourism
Development Officer, Maldon District Council had expressed an interest
in the Tourist Information Centre being located in the building.
The Maeldune Trustees were aware of this and agreed that the matter
should be considered at their meeting to be held on 20th January,
2003. Members were informed that the Trust wished to see the building
used for Fine Art Exhibitions.
G.2.1, G.2.2 and G.2.3 To be discussed
by all members at the Special Council Meeting to be held on 9th
G3 Youth Council - no change.
Councillor Mrs. Downes
also donated £200 from the Mayor's Fund when she was Mayor.
in Bloom - transferred to Environment Committee.
G5 Cinema Club
The new equipment will be purchased this financial year.
G6 Christmas Light Contract - in accordance with tender.
Light Maintenance - decrease.
G7 Miscellaneous -no change
Golden Jubilee Fund - No additional provision - it had previously
been decided that this money should be used for the refurbishment
works in St. Peters Churchyard and £4,000 in the 2002/3 estimates
should be used this financial year. The Environment Committee had
made provision for £6,000 towards St. Peter's churchyard in their
G9 Provision of a Web Site - no change.
Funding for CCTV - CCTV should be installed prior to the end of
the financial year. If not installed the carry over of this amount
will be considered prior to the end of the financial year.
Maldon Community Centre - no provision within this Estimate Head
as the extension at the West Maldon Community Centre has now been
G12 Possible Highway Works - The notes of the Working
Party meeting held on Monday 25 November, 2002, which had been circulated
at the Planning Committee meeting held on the same evening, were
considered by members.
It was agreed that this matter be discussed
by all members at the Special Council meeting to be held on 9 December.
Environment Committee - Estimate provision submitted
was approved by the Environment Committee at their meeting held
on 18th November, 2002.
It was agreed that the notes considered
by members of the Environment Committee should be circulated with
the agenda for the Special Council meeting to be held on 9th December,
RECOMMENDED: that the Estimates as attached to these minutes
(Appendix B) for the financial year 2003 / 04 be considered at the
Special meeting of the Town Council to be held on 9th December,
|| EXCLUSION OF THE PRESS AND PUBLIC
RESOLVED: that pursuant to section 1 of the Public Bodies (Admission to Meetings) Act 1969, the meeting be not open to the public and press for the following item of business and they be instructed to withdraw.
|| STAFFING MATTER - APPRAISAL - TOWN CLERK
Members of staff retired from the meeting.
Members received and considered a verbal report from the Chairman of the Finance and General Purposes Committee regarding the appraisal of the Town Clerk undertaken by the Town Mayor and the Chairman and Vice Chairman of the Finance and General Purposes Committee on 11th November, 2002.
RECOMMENDED: that (a) the Town Council express its appreciation of the Town Clerk's professional approach and commitment to her job;
(b) the Town Clerk continues to attend meetings as she considers appropriate;
(c) in future years, the appraisal of the Town Clerk be conducted within an appropriate framework.
||The meeting closed at 9.40 p.m.
Councillor Steven Thain
ITEMS (copy, report herewith) are available
for inspection at the Town Hall during normal office hours.