Minutes Town Council Policy and Resources Committee - Monday 22 December 2008
Committee Members Present:
Councillor C Letchford (Chair)
Councillor M Morse (Vice Chair)
Councillor C Hodgson
Councillor Mrs M McDonald
Councillor Mrs C Marsh
Councillor A Raymond
Councillor P Stunèll (Chair, Parks)
Other Members Present:
In Attendance:
D Bent (Town Clerk)
418. Apologies for Absence - Apologies for absence were presented on behalf of Councillors Mrs K Bickley, H A Pirwany, D Weekes.
419. Deferment of Business (for comment by the public) - There were no members of the public present.
420. Members’ Questions - There were no questions from Members.
421. Minutes - The minutes of the Policy and Resources Committee meeting held on 24 November 2008 and the special meeting held on 8 December 2008 were approved and signed following the proposition of Councillor P Stunèll, seconded by Councillor Mrs Marsh.
422. Finances - The Chairman presented the financial report of the Council’s position as at 30 November 2008. As the accounts had been circulated at the meeting, it was agreed to defer this item to the next meeting of the Committee.
423. Grant Aid - There were no applications for financial assistance.
424. Dartmoor Museum Association - The Chairman presented a request from this association for a revenue grant for the year 2009/10. The letter advised of visitor numbers, key activities, trustees, volunteers and accreditation, together with reference to the annual report and accounts. Members acknowledged due budget provision of £3,500 for the financial year 2009/10, recognised the benefits to Okehampton and on the proposition of the Chairman, it was resolved that a revenue grant in the sum of £3,500 be paid, subject to endorsement by Council when the precept was set.
425. Sustainable Communities Act 2007 - Members were asked to examine a proposed community panel working model for the Borough in accordance with this Act, this was identified as a parallel operation to the panels suggested by the County whether a unitary status was created in Devon or not. Members questioned why these organisations were established as the parish and town councils were able to undertake additional roles and duties, subject to delegation of power and funding. In conclusion, on the proposition of Councillor Mrs Marsh, seconded by Councillor Stunèll, it was resolved that the plan be noted and further developments awaited.
426. Freedom of Information - The Town Clerk advised that a new model publication scheme for all public sector organisations must be implemented and effective from 1 January 2009. He offered details of this scheme which requested information of the Council such as who we are and what we do, what we spend and how we spend it, what our priorities are, how we make decisions, policies and procedures etc. He advised that the Act came into force at 2005 and he had compiled a file at that time and would amend that document to incorporate the requirements of the new scheme. On the proposition of the Chairman it was resolved that the new scheme be adopted without modification.
427. Devon County Council Investments - Superannuation Fund - The Chairman presented a circular from the Investment Manager of the County Superannuation Fund which recognised the financial turmoil globally, suggested there was not reason for concern, however suggested that employers may wish to consider contributing more into the fund to mitigate the funding position which may arise at 2010 valuation. Members acknowledged the position, questioned an unfair contribution into the fund from participating bodies and agreed to note the letter and await further developments.
428. Rural Services Community - Rural Services Network - A letter from this network advised of their role and invited local councils to join on a non-membership basis with information circulated to Clerks. Members acknowledged attempts to create a bigger voice in the rural community and on the proposition of Councillor Stunèll, seconded by Councillor Morse, it was agreed to join this network with emails submitted to the Clerk
429. WDBC Boundary Committee Review of Devon - A letter from the Borough advised of the current position relating to this review as interpreted by that authority. The letter referred to East Devon District Council’s judicial review proceedings against the legality of the actions of the Secretary of State, excess of expenditure in Cornwall on the creation of a new unitary authority and a general criticism of the proposal to create unitary status.
A letter from the County Secretary of DAPC advised that the Secretary of State would review the proposal for unitary status in Devon on 13 February and make an announcement in March 2009; noted.
430. Members’ Reports -
(i) WDBC/Hamlets/DCC Liaison Meeting 8 December 2008 - The Town Clerk advised that the following topics had been discussed at this meeting:
lorry parking/reversing Waitrose/Somerfield - CEO to pursue with police;
police station car park - no to coaches, CEO to pursue with site visit;
local government review, boundary review deadline - with revelation that there may be more than one unitary authority in the county;
alcohol-free zone - following representation, Borough Council Treasurer agreed to undertake this task commencing April;
drug use - CEO to write to the police;
housing benefits fraud Capita - discussions with Councillor Mrs Bickley and CEO;
Dartmoor Railway - report of investments, loops, buffet open, new stock, improved security;
Sustainable Communities Act - possibility of improving facilities in our area;
pond Ranelagh Road - problem addressed;
water supplies costs - CEO to write to Councillor Mrs Bickley direct;
Station Road - study of traffic flow in January.
(ii) Devon Heartlands Community Forum - The Town Clerk identified topics discussed at the meeting with the minutes available in his office for inspection.
(iii) Northern Links Parishes Committee - Members noted the content of the agenda of this meeting held on 27 November 2008, minutes awaited.
PART TWO
ITEMS WHICH MAY BE TAKEN IN THE ABSENCE OF THE PRESS AND PUBLIC ON THE GROUND THAT EXEMPT INFORMATION MAY BE DISCLOSED (if any).
The Committee is recommended to pass the following resolution:-
“On the proposition of Councillor Letchford, seconded by Councillor Mrs Marsh, it was resolved that under Section 100(A)(4) of the Local Government Act 1972, the public be excluded from the Meeting for the undermentioned item of business on the grounds that exempt information may be disclosed as defined in the paragraph given below from Part I of Schedule 12(A) to the Act”
Paragraph 1 - Information relating to a particular employee of the authority.
431. Staffing Issues
It was resolved to come out of part 2, move back into part 1 and ratify all decisions taken in part 2.
Meeting closed 7.47 pm.