Minutes Town Council Policy and Resources Committee - Monday 24 August 2009
Committee Members Present:
Councillor C Hodgson (Chair)
Councillor Mrs K Bickley
Councillor Mrs C Marsh
Councillor D Weekes (Mayor)
Councillor A Raymond (Chair)
Councillor Mrs M McDonald (Chair, Planning)
Councillor A Leech (Chair, Property)
Other Members Present:
Councillor P Stunèll
In Attendance:
D Bent (Town Clerk)
198. Apologies for Absence - Apologies for absence were presented on behalf of Councillors Ms T Edwards, M Morse, C Letchford, H A Pirwany and P Vachon.
199. Deferment of Business (for comment by the public) - There were no members of the public present.
200. Members’ Questions - There were no questions from Members regarding the workings of the Committee.
201. Minutes - The minutes of the Policy and Resources Committee meeting held on 20 July 2009 were approved and signed following the proposition of Councillor A Leech, seconded by Councillor Mrs K Bickley.
202. Matters Arising -
202.1 Community Transport Group Representative - Councillor Mrs Marsh advised that the AGM was a formality and their new office location was at the railway station. A volunteer was required for the next meeting, Clerk to advise of details.
202.2 Financial Risk Assessment: £66,567 Income - The Clerk presented a breakdown of this sum interpreted as a generic term for car parks as below.
Waitrose Income £48,038
Simmons Park £16,189
Travelling Fair £2,340
Total £66,567
The figures were noted.
202.3 Treasury Stock Investments - The Clerk submitted a report identifying the projected income of treasury stock investments against redemption figure at par and compared that with investments projection if lodged with a building society and further identified increasing stock unit value on these investments. Members noted the figures and on the proposition of Councillor Weekes, seconded by Councillor Leech, it was resolved to note the internal auditor’s suggestion on disposal of the stock and to monitor fluctuating rates over the life of the stock.
203. Finances - The Chairman presented the financial report of the Council’s position at 30 June and 31 July 2009, on examination he reported that expenditure was contained within 33% of projected figures, based on 4 months’ expenditure to 31 July. He referenced a conversation with Mrs Richards over the Wren Trust which was an outstanding debtor, to which Councillor Mrs Marsh offered new correspondence. It was agreed the Clerk, together with Mrs Richards, research and produce a solution or resolution on this outstanding sum of £115. Members also questioned the outstanding debt of £14,000 from the Borough Council and £1,149 from C Coleman; Town Clerk to research and report.
204. Grant Aid - An application for financial assistance was received from Young Devon relating to a young carers’ project to subsidise trips. Members acknowledged the role of the organisation and this Council’s policy to support local organisations working for the benefit of Okehampton and it was agreed to invite the organisation to re-apply advising of its specific application to Okehampton and the numbers who would benefit in the town.
205. Grant Payment: Ockment Centre - Councillor A Leech declared an interest.
A letter from the Centre Manager requested release of the £5,000 budget provision for the Centre. On the proposition of Councillor Weekes, seconded by Councillor Mrs Marsh, it was resolved accordingly, subject to the receipt of information on booking arrangements, income and expenditure of the organisation (to be submitted by Councillor A Leech).
206. SLCC - The Committee was asked to authorise the Clerk’s attendance at the National Conference on 23/25 October at a cost of £330 plus travel expenses. The Chairman advised of an omission of the agenda of the event and questioned the benefits. The Clerk responded on feedback eg unitary status and the effect on other town councils across the country with issues to be wary of and how to deal with the same. In view of lack of information, it was agreed researches be undertaken and submitted to Council.
207. South West Regional Board - Members were asked to consider continued membership of this Board at an annual fee of £250. It was agreed that the Clerk undertake researches and report to the next meeting.
208. Staffing Meeting - The notes of a meeting held on 16 July 2009 were presented to the Committee for comment.
C Brown dog excreta problem - Members acknowledged this problem and agreed suitable action be taken with a risk assessment of the work and options of a disposable suit/disposable overalls/full length protective gear to be washed down following work. A report to be submitted to the next meeting of the Parks Committee.
Okehampton Show - Members expressed disappointment of no notification or invitation to Members, apologies were offered.
Dog warden - the staff to be advised that, in the Council’s opinion, the attendance of the dog warden had little effect on the dog mess problem across the park.
Salary review - the Mayor advised that job evaluation exercise was not referenced in connection with a salary review; sentence to be deleted. Further, that salary review was a separate exercise to be undertaken by the Policy and Resources Committee in due course. With regard to salary review, it was reported a 1% and 1¼% cost of living increase had been offered; Town Clerk to research and report at a subsequent meeting. The Chairman acknowledged that training was not related to salary reviews.
Battle of the Bands - Members noted poor attendance in the Charter Hall which was due to no alcohol being available at the venue. Members to reconsider for the following year at the Property Committee.
209. Members’ Reports -
Room 13 - Councillor Mrs Marsh referenced a request for representatives of Room 13 to attend a Parks Committee meeting to discuss extension of the BMX/skateboard park; agreed for the Parks Committee meeting on 7 September.
210. Tour of Britain Cycle Race - A question was tabled relating to proposals by this Council to recognise the event passing through Okehampton. Members acknowledged limited time, further noted the topic would be on the Council agenda with a suggestion that the Clerk contact Charmaine Rutter of the County Council for advices or input. In the meantime, signs, flags be pursued for placement on the day.
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 A Leech, seconded by Councillor Mrs C 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 employees of the authority.
211. Staffing Issues
It was resolved to come out of part 2, move back into part 1 and ratify all decisions taken in part 2, proposed by Councillor Leech, seconded by Councillor Weekes.
Meeting closed 9.05 pm.