Minutes Town Council Policy and Resources Committee - Monday 26 January 2009
Minutes of the Okehampton Town Council Policy and Resources Committee Meeting held on Monday 26 January 2009 in the Council Chamber, Town Hall, Okehampton at 7.00 pm
Committee Members Present:
Councillor C Letchford (Chair)
Councillor Mrs M McDonald
Councillor Mrs C Marsh
Councillor H A Pirwany
Councillor A Raymond
Councillor Mrs K Bickley (Mayor)
Councillor P Stunèll (Chair, Parks)
Councillor D Weekes (Chair, Property)
Other Members Present:
Councillor A Leech
In Attendance:
D Bent (Town Clerk)
471. Apologies for Absence - An apology for absence was presented on behalf of Councillor M Morse.
472. Declaration of Interest - Councillor Mrs C Marsh declared an interest under agenda item 7. Grant Aid for Meldon Viaduct Trust Company.
473. Members’ Questions - There were no questions from Members.
474. Minutes - The minutes of the Policy and Resources Committee meeting held on 22 December 2008 were approved and signed following the proposition of Councillor Stunèll, seconded by Councillor Weekes.
475. Matters Arising -
475.1 Town Council Budget 2009/10 - Members received and noted an analysis of the budget for distribution to council tax payers and identified the following areas for clarification at the Annual Town Assembly: business rates, administration costs, civic expenditure, grants and Simmons Park.
475.2 Annual Return for the Year Ending 31 March 2008 - The Clerk advised that the annual return had been signed off by the district auditor and he would duly announce that. However, the auditor’s report sought further research by the Council on the risk assessment of financial and non-financial risks, fidelity guarantee figure £171,000, fixed asset register and inclusion of the same in the accounts. The Clerk advised that he had addressed these points and submitted his interpretation to the district auditor, however he proposed to discuss the topics with the internal auditor with a view to submitting a report to the district audit; on the proposition of the Chairman it was resolved accordingly.
475.3 Local Government Review - A letter from the County advised that a judicial review sought by East Devon District Council found largely in favour of the Boundary Committee. However, the judge did not agree that the Boundary Committee could only consult on one proposal and commented that the Committee may look at more than one proposal if it chose to. Members noted the ongoing situation.
476. Finances - The Chairman presented the financial report of the Council’s position as at 30 November 2008. He identified a series of miscodings, commented that following research the Clerk had amended these which was reflected on the accounts for 31 December 2008. On the proposition of the Chairman, seconded by Councillor Weekes, it was resolved that the accounts be noted subject to the amendments.
Councillor Letchford presented the financial report of the Council’s position as at 31 December 2008, which identified transfer of monies and a reflection of expenditure against budget entries. Members questioned the following entries.
Parks - DCC playing field nil income, football club £382 income due to cancellation of maintenance contract by football club.
Democratic - grants £4,846 (Chairman, Clerk to research).
Car Parks - car park income Waitrose December payment - question lateness of submission of invoice.
The Chairman presented a list of outstanding balances at 31 December 2008 which was noted subject to researches by the Town Clerk into funds owed by Parklands.
On the proposition of Councillor Mrs Bickley, seconded by Councillor Weekes, it was resolved that the accounts, subject to the above researches, be endorsed.
476.1 Tax Band - The Chairman advised that the tax base for Okehampton was £2,355.77, making the band D equivalent property council tax at £87.14. He advised that previous calculations had identified a figure of £88.79 realising a saving of £1.65 from the previous year; figures noted.
477. Grant Aid -
(i) Meldon Viaduct Trust Company - It was agreed to defer this item to the March meeting of the Committee.
478. The Power of the Promotion of Economic, Social or Environmental Well Being - The Town Clerk referred to a legal briefing issued by NALC and a draft order which confirmed the conditions a local council must satisfy if it wished to qualify as an eligible council entitled to exercise the power of well being; the council must have:
a) a qualified clerk (the Clerk advised he was qualified, but would have to undertake a module on the power of well being);
b) a minimum of two thirds of vacancies on the council filled at the last ordinary election (79% had been achieved at the election);
c) 80% of councillors trained in the use of the well being power (the Clerk advised meetings would be held in March, training guidance was being developed and tested and when provided would be issued to trainers ie DAPC);
d) publish statement of community engagement (through the annual report/ newsletter).
The Clerk advised that when the conditions were satisfied, the Council must pass a resolution stating that, then it would be eligible to use the power of well being (subject to any statutory guidance issued by the Secretary of State). The eligibility lasts for a period of one year and Council would need to pass a further resolution to continue operating this power.
He concluded that the statutory guidance which sets out how the power could be used was due to be issued in February 2009; developments were awaited.
Members questioned powers to manage and the reluctance by the District and County Councils to delegate powers, particularly with resources, further noted that the qualification, Quality Councils, had delivered nothing and noted the position. It was agreed that the Mayor, three Chairmen and Town Clerk attend the power of well being briefing meetings in March at Exeter.
479. Standards Board Complaints - The Clerk advised that the Council’s insurance policy covered the costs of legal events in the eventuality of a Standards Board complaint; noted.
480. WDBC Mayoral Awards - The Chairman invited Members to nominate persons for these awards: under 18 years old, over 18 years old, for someone who has done something particularly noteworthy within the Borough or enhanced the reputation of the Borough on the national stage plus the Mayor’s new green award for work done by an organisation or an individual for the conservation and protection of the natural environment in West Devon. For the Mayor’s new green award it was agreed to nominate Keith Webber of Okehampton College for his work on the environment. For the under 18 category it was agreed to nominate Georgina Geike, a South Zeal small bore rifle competitor representing the county and country in the Commonwealth Games. Other nominations were invited.
481. Civic Dinner - The Mayor advised that the civic dinner would take the same format as in 2008 with all guests invited to pay towards the Mayor’s civic dinner and charity event with Town Councillors attending at no cost; noted.
482. Devon Link - Health and Social Care in Devon - The Chairman invited the Council to become involved within this organisation. It was noted this was an initiative from the CVS part of the voluntary sector which would create a new database with little benefit to the Council. It was agreed to take no action.
483. Communities in Control - Real People Real Power Code of Recommended Practice on Local Authority Publicity - The Chairman advised that this consultation document related to publicity codes for larger authorities ie County and District, effective communication and publicity. Councillor Letchford suggested this document would have little impact on the local council and it was agreed to take no further action.
484. Devon and Cornwall Police Authority - Appointment of Independent Members to the Police Authority - The Chairman advised of the role of a member to this authority and sought nominations to serve for a period of four years from 2009; noted.
485. Members’ Reports -
(i) WDBC/Hamlets/DCC Liaison Meeting 8 December 2008 - Minutes of the meeting held on 8 December were circulated and noted.
Arising therefrom - minute OLG16(iii) Police Station Car Park - Councillor Stunèll commented that he would research the installation of coach bays on the grass area at this location and raise the matter at the next liaison meeting.
OLG17(v) Pond Ranelagh Road - it was agreed the Clerk research repairs to this pond.
Next meeting agenda items - housing choice system and housing benefits at the request of Councillor Mrs Bickley.
(ii) G10 Group Meeting - Members noted the availability of the minutes of the meeting held on 19 December 2008 in the Town Clerk’s office.
(iii) West Devon Citizens Advice Bureau - Members noted the availability of the annual report in the Town Clerk’s office.
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.
486. Staffing Issues
487. Finances
It was resolved to come out of part 2, move back into part 1 and ratify all decisions taken in part 2.
Meeting closed 8.15 pm.