Minutes Town Council Policy and Resources Committee - Monday 20 July 2009
Committee Members Present:
Councillor C Hodgson (Chair)
Councillor M Morse (Vice Chair)
Councillor Mrs K Bickley
Councillor Ms T Edwards
Councillor Mrs C Marsh
Councillor P Vachon
Councillor D Weekes (Mayor)
Councillor Mrs M McDonald (Chair, Planning)
Councillor A Leech (Chair, Property)
Other Members Present:
In Attendance:
D Bent (Town Clerk)
151. Apologies for Absence - Apologies for absence were presented on behalf of Councillors C Letchford and H A Pirwany.
152. Deferment of Business (for comment by the public) - There were no members of the public present.
153. Members’ Questions - There were no questions from Members regarding the workings of the Committee.
154. Minutes - The minutes of the Policy and Resources Committee meeting held on 22 June 2009 were approved and signed following the proposition of Councillor A Leech, seconded by Councillor D Weekes.
155. Matters Arising -
155.1 Local Government Review - The Clerk referred to correspondence from the Boundary Committee which advised that Justice Foskett quashed the Committee’s draft proposals in relation to Suffolk following a case brought by Suffolk District Councils against the Boundary Committee. The letter advised that there was a clear read across the process in relation to Devon and Norfolk and the Committee requested an extension of time to the Secretary of State for a decision on this process; noted.
155.2 Okehampton District Community Transport Group - A response from this organisation invited the Council to appoint a representative to that group. Councillor Mrs Marsh agreed to attend the AGM on Tuesday 21 July and to offer feedback at a subsequent meeting.
156. Finances - The Chairman presented the financial report of the Council’s position as at 31 May 2009 and requested the first quarter’s accounts urgently to assess income and expenditure against budget provision. The Clerk advised of discussions with Mrs Richards over this information with a report issued to the next meeting. The Chairman was also mindful of minutes to research methods of collection of arrears and agreed to pursue with Councillor Mrs Bickley. With regard to the outstanding debts list, the Chairman advised of payments received with the exception of Wren Trust and an outstanding sum of £115; to be pursued. On the proposition of the Chairman it was resolved that the accounts be accepted.
157. Financial Risk Assessment 2008/9 - The Chairman submitted a report from the internal auditor which advised that the Council’s overall financial risk assessment was low. Members noted income of £205,179 as precept and a further £66,567 income from Waitrose car park (subject to clarification) and noted advices from the auditor that the risk attached to this was also assessed as low; the report was noted.
158. Grant Aid - An application for financial assistance was received from Moorwalk and OCRA who sought funds to purchase banners to promote the Moorwalk and Sport and Fitness Festival. It was noted this was a separate event from OCRA, but part of the overall promotion of fitness for the public. On the proposition of Councillor Mrs Bickley, seconded by Councillor Mrs McDonald, it was resolved that a grant of £300 be awarded.
159. Mayor’s Allowance - Councillor Mrs Marsh acknowledged the Mayor’s allowance at £1,470 plus £2,000 for civic events including Mayor Choosing, Civic Service and compared the £3,000 allocation for Tavistock to cover similar events, receptions, dinners etc and questioned the level; she also questioned charging other Mayors attending the Mayor’s civic dinner. A response confirmed the dinner was a charity fund-raising event which many Mayors were currently operating, paid for from allowances. Past Mayors acknowledged the costs involved as Mayor and the allowance did not cover the same, urged caution at reducing the allowance and, following further discussion, the meeting noted that the figure was confirmed in the budget, the Council should not cut the allowance in future years and there was no reason to copy Tavistock, however it could be reviewed at budget time. It was agreed that no further action be taken.
160. Members’ Reports -
(i) West Devon/Okehampton Consultative Liaison Group - Members noted the minutes of the meeting held on 1 June 2009 and Councillor Mrs Bickley requested housing benefit/Capita be included on the next agenda.
(ii) Devon Heartlands Community Forum - Members noted the availability of the minutes of the meeting held on 1 July 2009 in the Clerk’s office.
(iii) Okehampton College - Councillor Leech advised of changes in the OFSTED process relating to out of school activities and a government proposal for streaming introducing grammar school style of education next to the standard school system, but not in Devon. He concluded that the all-weather pitch was on schedule despite problems with drainage.
(iv) Councillor Mrs Marsh referred to youth issues and Room 13 and the skate park project with a suggestion for a new riding scheme at this site. It was noted that a group of youngsters would attend the Parks meeting to present their proposals (post meeting memo - 7 September 2009).
In response to questions relating to support for the 18-25 age group, Councillor Mrs Marsh advised of extensive summer activities and due provision to cover this.
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 D Weekes, 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.
161. Staffing Issues
162. Overtime Costs
163. 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 8.43 pm.