Minutes Town Council Policy and Resources Committee - Monday 21 September 2009
Committee Members Present:
Councillor C Hodgson (Chair)
Councillor M Morse (Vice Chair)
Councillor Mrs K Bickley
Councillor Ms T Edwards
Councillor C Letchford
Councillor Mrs C Marsh
Councillor P Vachon
Councillor D Weekes (Mayor)
Councillor A Raymond (Chair)
Councillor Mrs M McDonald (Chair, Planning)
Councillor A Leech (Chair, Property)
Other Members Present:
Councillor Dr M Ireland
In Attendance:
D Bent (Town Clerk)
240. Apologies for Absence - There were no apologies for absence.
241. Deferment of Business (for comment by the public) - There were no members of the public present.
242. Members’ Questions - The Chairman welcomed Councillor C Letchford back to the meeting following his illness.
Councillor Letchford referred to minute number 207 South West Regional Board and questioned its non-appearance on the agenda. The Clerk offered apologies for not undertaking this research and advised it would be on the next agenda.
Councillor Mrs Bickley referenced the Tour of Britain Cycle Race and repair works adjacent to her property. Members concurred this was a highly successful event and the organisers were equally appreciative of the support from Devon, Okehampton and the authorities.
243. Minutes - The minutes of the Policy and Resources Committee meeting held on 24 August 2009 were approved and signed following the proposition of Councillor Ms T Edwards, seconded by Councillor D Weekes, subject to the following amendment: minute 202.1 Community Transport Group Representative - It was noted that Councillors Mrs C Marsh and D Weekes would attend this organisation and report as necessary.
244. Matters Arising -
244.1 Grant Payment Ockment Centre - It was agreed this item be taken in part two.
244.2 SLCC National Conference - The Clerk advised of the agenda content for the Clerks’ Conference including speakers from university, MPs discussing local government policy, local government review, training sessions on finance, legal issues or human resources, planning plus personal skills workshops including mental toughness and positive meeting dynamics. He advised that Council had budgeted £1,500 for conferences, courses and training and this event would cost £330 plus travel expenses. On the proposition of Councillor Raymond, seconded by Councillor Mrs McDonald, it was resolved that the Clerk’s attendance be approved. The Clerk to research a local conference to be held in December with Councillors encouraged to attend.
244.3 Internal Audit Report Fidelity Guarantee Cover - The District Audit questioned the level of fidelity guarantee cover on the Council’s activities. The Clerk advised the Audit recommendation was 50% balances plus 50% precept which on the current year calculated at £210,000 (the current fidelity cover was £171,000). Members acknowledge salaries and wages bill, difficulties in extracting money from the Council’s systems and on the proposition of Councillor Letchford, seconded by Councillor Mrs Marsh, it was resolved that no further action be taken and the current level be adhered to.
244.4 Audit of 2009 Annual Return - The Clerk advised that when he compiled the return he used current year valuation figures on fixed assets. The auditor had exposed this point, which alteration had to be endorsed by Committee and signed by the Chairman. He also advised that the auditor had requested omission of tennis courts account figures in the accounts but, following scrutiny, questioned exclusion. He advised he was waiting for a definitive answer on this which would mean further amendments. It was agreed to await auditor’s decision for amendments to the form or completion of a new return.
245. Finances - The Chairman presented the financial report of the Council’s position as at 31 August 2009. Members examined these sheets and identified the following areas of concern for research and/or amendment to correct coding.
P & R Admin - code 4055 professional legal fees £5,345 budget provision £5,000, research required.
Democratic: Grants - code 4206 £10,300, budget allocation £10,000, transfer.
Town Hall - code 4150 general maintenance, expenditure £3,062, budget allocation £3,000, research.
Charter Hall - code 4112 Charter Hall doors, expenditure £20,055, budget allocation £10,000, research and transfer to EMR.
Market Hall - code 4014 gas and electricity, expenditure £1,410, budget £0, research.
Market Hall - code 1028/1029 Market Hall rent, income £3,555, budget provision £0, research or transfer.
Parks - code 4038 burial cemetery cutting - £116, research.
Parks - code 4150 general maintenance, expenditure £974, budget £0, research or transfer to correct codes.
Outstanding balances -
C Coleman - Clerk reported that C Coleman had cleared all of his arrears as at 17 September 2009.
R Oughton, Lower Market Hall - £4,042 outstanding debt, Town Clerk to research and report.
Wren Trust - the Clerk advised that £115 was still outstanding despite reminder letters issued by Mrs Richards. He added that Wren Trust had not cancelled the booking in accord with the terms of the Council’s policy requiring 10 days notice and had not used the premises, Members examined the implication of the booking and the possibility of hiring the facility to another organisation, noted that Wren had not adhered to Council policy and agreed to continue to pursue the debt.
246. Grant Aid - No applications were presented for financial assistance.
247. Devon Association of Parish Councils - The Chairman advised that following the resignation of Councillor H A Pirwany, a vacancy had arisen for a representative on this association. It was also reported that the AGM of the association was due to be held on Saturday 26 September at County Hall, Exeter with a delegate invited. Councillor Ms T Edwards offered to take on this role and it was resolved accordingly.
248. Town Ownership - Councillor Mrs Marsh invited the Council to assume a civic pride in the town and to promote Okehampton. She suggested Councillors physically tidy the town and encourage other organisations to assist. Reference was made to damage at the Arcade, litter and weeds across the town. Members acknowledged a sense of social responsibility and a raising of an awareness of the issues discussed. It was suggested a working party be formed to address this problem.
Reference was made to a proposal: ‘Destination Marketing Plan’ for Okehampton for Councillors to draw up and implement. On the proposition of Councillor Ireland, seconded by Councillor Leech, it was resolved that the Council set up a working party, write a destination marketing plan to co-ordinate a unified approach with the business community and the town’s organisations to promote the town, meeting to be called on Monday 12 October 2009.
249. Fairtrade Okehampton - Members were asked to consider a request to endorse an application for Fairtrade status for Okehampton. Documentation was circulated which identified goals in achieving this status including support from the local authority, a range of Fairtrade products readily available in local shops, with those products used by the community, promoted by a local group with due media coverage. Members agreed in principle, but requested further information and a visit by the promoters of this status.
250. Staffing Meeting - It was agreed this be held in part two.
251. Devon and Cornwall Police Authority Police Liaison Meeting - Members noted the meeting to be held on Wednesday 23 September at Tavistock.
252. Members’ Reports - There were no reports from Members attending other organisations on behalf of the Council.
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 D Weekes, 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.
253. Ockment Centre Grant Payment
254. Staffing Meeting
255. Staffing Issues - Retirement and Flexible Retirement Policies
256. 2009/10 Pay Scale Salary Awards
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 9.15 pm.