Minutes Town Council - Tuesday 4 January 2011

Minutes Town Council - Tuesday 4 January 2011

Last Updated (Friday, 01 April 2011 14:19) Friday, 01 April 2011 13:48

Council Business - Full Town Council Minutes

Minutes of Okehampton Town Council Meeting held on Tuesday 4 January 2011 in the Council Chamber, Town Hall, Okehampton at 7.00 pm

Members Present:   

Councillor Mrs M McDonald (Deputy Mayor)
Councillor K Ball
Councillor Mrs K Bickley
Councillor M Davies
Councillor Dr M Ireland
Councillor A Leech
Councillor C Letchford
Councillor A Raymond
Councillor Mrs D Smith
Councillor P Vachon
Councillor D Weekes

In Attendance:   D Bent (Town Clerk)
         
Before proceeding with business, prayers were offered by Reverend S Cook.

409. Apologies for Absence - Apologies for absence were presented on behalf of Councillors Mrs C Marsh and M Morse.

410. Deferment of Business - (for comment by the public) - There were no members of the public present.

411. West Devon Borough Council - There were no Borough Members present at the meeting; Members commented that their attendance would be much appreciated.

412. Devon County Council - Councillor Mrs Marsh was not at the meeting nor offered a report.

413. Adoption of Minutes of Committees and to Receive Questions from Members Thereon -

413.1 Policy and Resources Committee - Councillor Mrs M McDonald invited Members to adopt the minutes of the meetings of the Policy and Resources Committee held on 25 October and 29 November 2010.  Councillor A Leech proposed, Councillor A Raymond seconded and there being no questions or amendments the minutes were resolved unanimously.

413.2 Planning Committee - Councillor Mrs K Bickley invited Council to adopt the minutes of the Planning Committee meetings held on 1st November and 29 November 2010.  Councillor M Ireland proposed, Councillor A Leech seconded and there being no questions or amendments, was resolved unanimously.

413.3 Parks Committee - In the absence of the Acting Chair, Councillor Mrs C Marsh, it was agreed that Councillor M Ireland present the minutes for adoption.  Councillor Ireland invited Council to adopt the minutes of the Parks Committee meeting held on 1st November 2010.  Councillor C Letchford proposed, Councillor D Weekes seconded and there being no amendments or questions, was resolved unanimously.
 
413.4 Property Committee - Councillor A Leech invited the Council to adopt the minutes of the Property Committee meeting held on 11 October 2010.  Councillor A Raymond proposed, Councillor K Ball seconded and there being no amendments or questions, was resolved unanimously.      

414. Full Council Meeting Minutes - Members received the minutes of the Town Council meeting held on 8 November 2010 which were approved, signed and adopted on the proposition of Councillor A Leech, seconded by Councillor A Raymond.            
 
415. Matters Arising -

415.1 Provision and Enforcement of On-Street Parking - The Chair of the Planning Committee, Councillor Mrs Bickley, reported Devon County Councillor, S Hughes, would attend a special public meeting of the Planning Committee due to be held on 6 January 2011 at which he would consult with the town’s businesses, residents and Council representative.  She reported 400 responses to date with 100 from Okehampton, good media coverage with documentation issued in the form of questions which would address these proposals with other traffic management issues in the town.  Members wished to record a vote of thanks to Councillor Mrs Bickley for her work.

415.2 Budget 2011/12 - The Clerk presented amended estimates for the Council’s operations which included figures on salary projections for the current year with provision for 2011/12 based on the salary review resolution.  He explained he included funds for grants under section 137 plus Ockment Centre, Museum and Tourist Office and had included the sum of £4,000 to purchase Clapps Wood from reserves.  He explained the totals from the various accounts had been transferred to a summary document with a projected expenditure for 2010/11 at £179,663, which he acknowledged as a saving against the estimate of £35,000 and offered an explanation for this based on salaries and other miscellaneous income.  The Clerk referred to the projected estimates for 2011/12 at £152,830 with minimal capital provision whilst acknowledging reserves for outstanding work, this sum of £152,830 and in applying the tax base for 2011/12 at £2,496.49, would produce an equivalent D Band property charge of £62.58.

 The Clerk referred to correspondence from the Borough Council relating to public toilet service review and a request to consider a further 30% contribution for the cost of maintaining the toilets in Okehampton.  It was noted £6,895 had been included in the estimates for 2011/12 and a further £3,390 was requested from the Borough Council (this request based on the Borough Council’s difficulty in meeting its costs). 

He referred to the financial statement identifying the Council’s balances at 31 March 2010 with projected balances to 31 March 2011 and invited Members to examine the estimates and to determine a precept for 2011/12.

 Members were cautious over local government and its future, the impact the Borough Council spending would have on this tier of government, localism and its impact on the tax payer’s view of the Council’s balances.  Council was urged against reducing balances or precept and suggested play equipment in the park was in need of replacement or major repairs with maintenance to the Council’s civic buildings continuing.  It was suggested if the precept was maintained at the current level with acknowledged projected expenditure, a similar reserve to 31 March 2010 would be achieved at 31 March 2012.  Members were concerned over the Localism Bill, specifically referendum with other costs and were mindful of the Auditor’s recommended reserves at a quarter of the precept, approximately £51,000, whilst acknowledging this was not a large sum based on the Council’s responsibilities.

 Council accepted estimates were calculated, but without knowledge of the banks’ collapse, minimal interest rates, further grant cuts at the Borough Council with this Council looking to meet shortfalls and if the Council held substantial reserves such unexpected costs could be addressed.  A question was tabled on a projected £10,000 above salaries budget provision the Chair explained this was a contingency sum if additional staff were appointed, which funds may not be expended.  The Chair offered calculations based on precept levels for D Band property charges and invited Council to determine the position on public toilets service contribution for the Borough Council.  Members were uncomfortable over this responsibility following continual complaints of the same, further acknowledged Council had not determined a policy on management of the facility and on the proposition of Councillor Letchford, seconded by Councillor Mrs McDonald, it was resolved to include the sum of £3,390 in the budget as an additional contribution towards the Borough facility, but to decline to pay.

 This amendment produced a total estimated expenditure of £156,220 to which Members wished to build up reserves and on the proposition of Councillor Letchford, seconded by Councillor Ireland, subsequently amended by Councillor Leech and seconded by Councillor Mrs Bickley, it was resolved that a precept of £195,000 be requested.

 Finances/Reserves/Investments - the Clerk advised of the £204,000 balances, £58,000 was treasury stock, £30,000 building society with the balance of £116,000 held in reserves account (£43,000 Waitrose reserves).  The Chair requested authority to pursue advices on improved interest rates for liquid investments, seconded by Councillor Weekes, resolved accordingly.

416. The Localism Bill - The Chair presented a policy and parliamentary briefing prepared by NALC on the Localism Bill.  Members examined the executive summary key points, interesting developments thereon and accepted the content of the same, but requested further debate and comment to NALC if necessary as the document proceeded through parliament.  On the proposition of Councillor Ireland, seconded by Councillor Ball, it was resolved this document be submitted to the next Council meeting on 7 March 2011 for further examination.

417. Protocol at Meetings - The Chairman expressed concern over meetings continuing late into the evening with problems over quoracy, with reference to Members signing attendance sheet and leaving early without explanation; she requested adherence to good manners through the Clerk or the Chair.  Councillor Mrs McDonald explained some Councillors worked and that a meeting continuing after 2 or 3 hours Members were not operating efficiently and suggested a cut-off time of 9.30 pm.  It was suggested agendas be streamlined with speakers restricted to 15 minutes plus 5 minutes for questions, Chairmen more rigidly police meetings with improved management.

 It was noted meetings could be adjourned per CPR; if a meeting were fixed to conclude at 9.30 pm, Standing Orders could be suspended to address that and it was concluded better management by Chairs was necessary.  Members acknowledged the complications at the recent planning meeting and considered planning meetings should be given due credibility for agenda items alongside normal planning applications.  It was concluded the Town Clerk would address a programme of meetings for all Committees at the AGM.

418. Appointment of Representatives to Other Bodies 2010/11 - Following the departure of former Councillor Ms T Edwards, representatives to other bodies to replace her were required as below with the following appointments made.
 Parklands Leisure Centre User Group - Councillor D Weekes
 Okehampton Community Recreation Association (OCRA) - Councillor D Weekes
 Tennis Court Management Parks Committee - Councillor Mrs C Marsh
 Fairtrade - Councillor M Morse (substitute Councillor Mrs M McDonald)
 Battle of the Bands - Councillor Mrs D Smith

419. Annual Town Assembly - The Clerk invited Members to discuss the style or format of this event due to be held on Monday 28 March 2011 and suggested that refreshments be offered or the appointment of an interesting speaker (time slot 20 minutes).

 Members acknowledged involvement of the public, suggested seating arrangements and structure were difficult; improved advertising was required and more opportunity essential for the public to engage with the Council.  On the proposition of Councillor Ireland, seconded by Councillor Leech, it was resolved a sub-committee be formed to produce a format for this event, the following Members to serve:  Councillors Ireland, Vachon and Leech.

420. Devon and Cornwall Constabulary - Correspondence from Superintendent S Sharpe and Inspector J Perry advising of police activities in Okehampton were noted.

421. Town Marketing Manager - Councillor P Vachon offered an interim report on a proposed Town Marketing Manager and advised he had circulated a survey to the town’s businesses to assess interest and support in this position.  Members noted work to date and awaited developments.

422. Civic Diary Report - The Mayor had offered no report on his activities.

423. WDBC Refuse Collection - Members were impressed with the Borough Council refuse collection during the inclement weather and agreed to forward a letter to that authority complimenting them on an excellent service whilst further acknowledging efforts undertaken by the authorities to clear the snow from the town centre.

 
Meeting closed 9.00 pm.

_________________________
Councillor Mrs M McDonald
Deputy Town Mayor