Minutes Town Council Policy and Resources Committee - Monday 22 June 2009
Committee Members Present:
Councillor C Hodgson (Chair)
Councillor M Morse (Vice Chair)
Councillor Mrs K Bickley
Councillor Mrs C Marsh
Councillor H A Pirwany
Councillor D Weekes (Mayor)
Councillor A Raymond (Chair, Parks)
Councillor Mrs M McDonald (Chair, Planning)
Councillor A Leech (Chair, Property)
Other Members Present:
Councillor P Stunèll
Councillor P Vachon
In Attendance:
D Bent (Town Clerk)
88. Apologies for Absence - Apologies for absence were presented on behalf of Councillor C Letchford and Councillor Ms T Edwards.
89. Deferment of Business (for comment by the public) - Mr N Snell referred to a broken sewerage pipe in the vicinity of Beans Meadows adjacent to Ranelagh Road; B Pedrick, DCC Highways, to be informed. He then referred to Oke Taxis and a problem with diesel fuel spillage into the highway disturbing the tarmac; Environmental Health Officer to be advised. Mr Snell questioned the adequacy of dog waste bins across town and it was agreed to refer this item to the Parks Committee.
90. Members’ Questions - There were no questions from Members.
91. Minutes - The minutes of the Policy and Resources Committee meeting held on 26 May 2009 were approved and signed following the proposition of Councillor C Hodgson, seconded by Councillor M Morse, subject to the following amendments.
Minute No 38 Members’ Reports - Devon Heartlands Community Forum - the Town Clerk advised of the ……
Minute No 39 Part Two - On the proposition of Councillor Leech, seconded by ……..
92. Matters Arising -
92.1 Dartmoor Search and Rescue Team - Town Council Representative - A letter from this organisation welcomed a Council representative to their meetings to report relevant information back to Council. Members acknowledged that Councillors Ireland and Vachon were active members and on the proposition of the Chairman it was resolved that Councillor Ireland be appointed as an independent representative on this Council’s behalf.
92.2 West Devon Citizens Advice Bureau - A letter from the Bureau advised that membership could be held by the Council and a representative appointed to attend the open section of the trustee board meeting, but without voting rights other than at general meetings. On the proposition of Councillor Morse, seconded by Councillor Leech, it was resolved that this Council pursue membership of the Bureau with Councillor Mrs McDonald appointed as the Council’s representative.
93. Finances - The Chairman presented the financial report of the Council’s position as at 30 April 2009, expressed concern over projected expenditure and concluded that a watching brief would be kept on this.
Members received the outstanding debts list, expressed concern over 90 days’ outstanding accounts and questioned procedure relating to pursuance of arrears. The Clerk advised that reminders were sent on a monthly basis and following discussion it was agreed that the Chair, Councillor Mrs Bickley and the Town Clerk discuss the system with the Deputy Clerk.
94. Internal Audit Report 2008/9 - Members received the internal audit report 2008/9 and noted the content. Trivial errors were noted as adjustments for the following year, however the auditor suggested Council consider disposing of the 8% Treasury Stock whilst they were ahead of the cost price as running to maturity would produce a loss. The Committee acknowledged the high interest being earned on this stock and asked for a report on comparison interest benefits; the report was noted.
95. Finances 2008/9 Statement of Account - The Chairman invited the Committee to endorse the annual return for the year ending 31 March 2009 embracing the statement of accounts for that year. He presented the annual governance statement and invited confirmation of content from the Committee; each item was examined individually and signed in the affirmative.
The Clerk advised that following signature of this document, he would respond to the auditor’s requests for supportive information for submission to the external auditor and certification in due course.
96. Grant Aid -
(i) OCRA - An application for financial assistance was presented from OCRA towards the Okehampton Sports and Fitness Festival, to be held during the school holidays. Members acknowledged the benefit derived from this event for all ages and abilities and on the proposition of Councillor Weekes, seconded by Councillor Leech, it was resolved that a grant of £500 be awarded.
(ii) Museum of Dartmoor Life: Revenue Grant - The Chairman advised the Council had allocated £3,500 in the budget as a grant for the Okehampton Museum and a letter from the Curator sought release of these funds. On the proposition of Councillor Weekes, seconded by Councillor Morse, it was resolved accordingly.
97. Tourist Information Office Grant - A request for grant aid from this organisation was presented. Members were informed that due budget provision of £1,500 had been included in the Council’s accounts. The Chairman presented comparative figures for the financial years 2007/8 and 2008/9 which showed a reduction in operational costs.
Members were concerned over reducing funds from the Borough Council to operate this facility, recognised the benefits provided and wished to support the continuation of the service. On the proposition of Councillor Mrs K Bickley, seconded by Councillor Morse, it was resolved that the grant of £1,500 be released.
98. Mayoral Insignia for Male Consort - The Clerk advised he had invited two companies to offer a sample and quotation for a medallion for the Mayor’s Consort. Vaughton’s of Birmingham offered two options embracing the words, ‘Okehampton Town Council - Consort’ on a metal gilt at £405 or silver gilt at £495 plus ribbon and case. The Chairman advised of budget provision of £100 plus the option of utilising the budget allocation for Okehampton Show at £400 to meet this cost. On the proposition of Councillor Mrs Marsh, seconded by Councillor Morse, it was agreed that option (B) Consort’s badge of office be purchased from Vaughton’s at an approximate cost of £500 with funding as above.
99. Quality Status - The Clerk advised that accreditation to Quality Town Status expired at June 2009 and the Council was invited to pursue re-accreditation by September. He further advised of three new topics for Members to consider and partake in:
a) Statement of Intent - which included training for staff and Councillors;
b) Communication and Community Engagement - involving the public in decision making which affects the community;
c) Democracy and Citizenship - eg involving young people in the decision making process, setting up a youth council and working with schools explaining the role of the Council.
He advised the cost of re-accreditation was £230. The Chairman acknowledged mandatory training for Councillors together with induction, considered it may be beneficial to retain this status and its impact on the Council in the event of unitary status.
Members acknowledged this was a tool for self evaluation and scrutiny, but with minimal benefit identified to date, they further acknowledged it was good for kudos, utilisation of the same to secure the power of well being or any other activities downloaded to town and parish councils. Members noted the necessity for continual training, suggested the Standards Board be invited to Council to discuss that and recent legislation. On the proposition of Councillor Mrs Marsh, seconded by Councillor Mrs Bickley, it was resolved that Quality Status re-accreditation be pursued by the Town Clerk.
The Clerk advised that he would consult L Smith, DAPC Secretary, to clarify procedures.
100. Members’ Reports -
(i) Devon Association of Parish Councils - The Clerk advised of the availability of the minutes of the meeting held on 12 February in the Clerk’s office.
(ii) Northern Parishes Link Committee - The Clerk advised of the availability of the minutes of the meetings held on 12 March and 16 April (special meeting) in his 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 Mrs C Marsh, seconded by Councillor A Leech, 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 employees of the authority.
101. Staffing Issues -
101.1 D Whitfield
101.2 Overtime Payment To All Council Employees
It was resolved to come out of part 2, move back into part 1 and ratify all decisions taken in part 2.
Meeting closed 9.30 pm.