Minutes Town Council Policy and Resources Committee - Monday 19 October 2009
Committee Members Present:
Councillor C Hodgson (Chair)
Councillor M Morse (Vice Chair)
Councillor Mrs K Bickley
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:
In Attendance:
D Bent (Town Clerk)
273. Apologies for Absence - An apology for absence was presented on behalf of Councillor Ms T Edwards.
274. Deferment of Business (for comment by the public) - There were no members of the public present.
275. Members’ Questions - Councillor Mrs Marsh referred to a planning issue? relating to a parcel of land adjacent to the footpath between Castle Road and Leeze Park. She explained the site had been cleared of trees and asked the Council to voice concerns to the Borough Tree Officer/Enforcement Officer voicing this Council’s concerns, agreed accordingly.
276. Minutes - The minutes of the Policy and Resources Committee meeting held on 21 September 2009 were approved and signed on the proposition of Councillor C Letchford, seconded by Councillor A Leech.
277. Matters Arising -
277.1 South West Regional Board - The Clerk reported that he had asked this Board to clarify their specific role and the benefits for Okehampton Town Council, a reply was awaited.
277.2 SLCC Regional Conference - Members noted a regional conference would be held at Swindon on 3 December 2009 at a cost of £125 for three Members. The Chairman agreed to circulate the agenda for the conference at Council, attendance to be determined at that meeting.
277.3 Audit of 2009 Annual Return - The Clerk presented a definitive answer from the District Audit confirming the inclusion of the tennis courts accounts into the Council’s annual return. The letter also acknowledged amendments to the return relating to asset valuation. The Clerk further advised that amended figures had been submitted from RBS which would be entered on to a fresh annual return, submitted to the Internal Auditor for authorisation then to Council for endorsement on 2 November. Members acknowledged these amendments and endorsed the Clerk’s action.
278. Finances - The Chairman presented the financial report of the Council’s position as at 30 September 2009. Members examined these documents and identified the following areas of concern for research and/or amendment to correct coding.
Admin professional, legal fees, code 4055 - audit fees £365 transfer.
Town Hall general maintenance, code 4150 - Members noted an overspend and an explanation for the same, a note to increase this budget for future years.
Market Hall gas and electricity, code 4014 - some to be charged to the tenant.
Lower Market Hall income, code 1029 -£762 - TC to research.
Parks general maintenance, code 4150 £1,537 against a zero budget, R Richards/D Whitfield to analyse and transfer to relevant expenditure heads.
Sales ledger account balance - jive -£120.75, TC to research and report.
Councillor Letchford expressed concern that where there was no budget provision, expenditure had appeared next to it following an assurance from the Clerk that this would not happen due to coding alterations at the beginning of the year. He asked this be addressed and resolved accordingly, with an accurate set of accounts presented to the next meeting.
It was noted that Wren Trust had cleared their debts, other items taken into part two at the end of the agenda.
279. Grant Aid - Applications for financial assistance were presented from the following organisations.
(i) West Devon Citizens Advice Bureau - Members questioned the level of grant aid from other local authorities and organisations, acknowledged sterling work carried out by the CAB and awaited the submission of Council’s application form for further discussion at Council on 2 November.
(ii) Okehampton Chamber of Trade - Christmas Lights - An application to fund the purchase of replacement lights for the Christmas display was presented in the sum of £864.54 including VAT (the Clerk advised that this would become the Council’s property which was then loaned to the Chamber of Trade to allow the Council to reclaim VAT). On the proposition of Councillor D Weekes, seconded by Councillor A Raymond, resolved accordingly that a grant be awarded in this sum.
280. Refuse Collection - Councillor Letchford referred to the Borough Council future policy on waste management. He opined that it was a very poor public consultation exercise with minimal responses to a biased questionnaire. He referenced collecting non-recyclable waste with a choice of a fortnightly collection or weekly at a higher cost; the fortnightly collection using wheelie bins and the consultation exercise opted for this without the opportunity to comment in general on the use of wheeled bins.
He suggested the use of wheeled bins would present difficulties to many residents in terraced houses, access to the rear restricted leaving these bins outside the front door creating Okehampton as a jungle of wheeled bins, its visual impact equally unacceptable together with the option of lifting bins up and down steps. In conclusion, Councillor Letchford suggested the Borough Officers and Members be made aware of the difficulties many of the residents would face with the introduction of wheeled bins and the adverse effect it would have on Okehampton.
Members acknowledged the concerns, concurred with all the points made, however Councillor Mrs Marsh commented that the Borough Council had not formulated a policy and were currently looking at options for bins, plastic bags, weekly or fortnightly collections and that Council would make a decision in due course. On the proposition of Councillor Letchford, seconded by Councillor Raymond, it was resolved that this Council make representations as identified above.
281. Members’ Reports -
(i) WDBC/OTC Liaison Group meeting arising therefrom -
Minute No OLG13(iv) Licensing Panel - Councillor Mrs Bickley reported that following discussions the Licensing Panel would welcome any complaints about clients of public houses spilling out into the street and creating a nuisance.
Minute No OLG13(v) - Stokenham pilot scheme - the Chairman requested this be put on a subsequent agenda of this meeting.
(ii) Northern Links Parish Council - the Clerk referenced the minute content of the meeting held on 10 September, specifically Okehampton Community Forum pilot and advised he was waiting for contact with Borough or County Officers. It was noted that the forum pilot would be managed and operated by the Heartlands Community Trust with the Clerk as the Council’s representative at this stage. Concern was expressed that Town Councillors should be involved throughout the process and the Clerk was invited to report to Council.
(iii) Okehampton College - Councillor Leech reported on a change in procedure for the College with the creation of Friends of the College trained to assist in the supervision of activities with cover for colleagues. Councillor Mrs McDonald referred to an ongoing campaign by the College for fair funding for schools in Devon.
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 Raymond, seconded by Councillor M Morse., 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.
Paragraph 3 - Information relating to any particular occupier of accommodation provided by or at the expense of the authority.
282. R Oughton Lower Market Hall
283. Leave Policy
284. Merlin Cinemas
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 Weekes, seconded by Councillor Letchford.
Meeting closed 8.40 pm.
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