Minutes Town Council Policy and Resources Committee - Monday 23 November 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)
Other Members Present:
In Attendance:
D Bent (Town Clerk)
359. Apologies for Absence - Apologies for absence were presented on behalf of Councillors Ms T Edwards and A Leech.
360. Deferment of Business (for comment by the public) - There were no members of the public present.
361. Members’ Questions - There were no questions from Members.
362. Minutes - The minutes of the Policy and Resources Committee meeting held on 19 October 2009 were approved and signed on the proposition of Councillor C Letchford, seconded by Councillor M Morse.
363. Matters Arising -
363.1 Minute 275 Members’ Questions - Members questioned a response from the Borough relating to the tree problem at Castle Road/Leeze Park, Clerk to pursue.
363.2 South West Regional Board - The Chairman presented documentation from South West Provincial Council which advised of their functions, particularly a forum for discussion on employment issues. The Clerk referred to efforts with this organisation to clarify benefits of ownership without response, however the Secretary of the CCD recommended membership to give this Council security in any employment issues whilst looking at alternative companies. On the proposition of Councillor Letchford, seconded by Councillor Weekes, it was resolved that the current year’s subscription be paid with the Clerk directed to seek alternative sources of this information for the new financial year.
363.3 Policy on Waste Management, Street Cleaning and Public Toilets - Members received a letter from N Payne, Corporate Director WDBC, together with survey results relating to a public consultation exercise. Councillor Letchford challenged comments that the views in the survey were broadly representative and could be legitimately used to influence the decision making process. He referred to a 6% response from householders producing minimal results and of rural houses consulted, no practical problems offered. He further acknowledged a mixture of roads with difficulty of accessing bins, bags or alternative disposal systems and questioned the comment of ‘other modes of collection could be provided to those households who genuinely cannot accommodate any sort of real bin’. He opined that the Borough wished this Council to acknowledge the success of the consultation exercise and replied in the negative. Members questioned research design and methodology of the surveys undertaken to produce random results, commented on a poorly designed questionnaire with loaded questions and further, that the public was fatigued over continual consultation.
On the proposition of Councillor Hodgson, seconded by Councillor Mrs McDonald, it was agreed to write to the Borough Officer suggesting the survey was closed due to research design and methodology with a request for a regenerated survey and clarification relating to options for households which cannot accommodate a wheeled bin (copy letter to Councillor J Young).
363.4 Emergency Planning Workshop - The Clerk reported on his attendance at this workshop and suggested a committee be appointed to develop a local plan for dealing with emergencies. The Chairman advised the County and Borough Councils had emergency plans and suggested the Clerk consult relevant officers to identify this Council’s role alongside those plans; agreed accordingly.
363.5 Society of Local Council Clerks’ National Conference 23-25 October 2009 - The Clerk submitted a written report on his attendance at this event and the Chairman invited comment. No questions or comments were made and the Clerk wished to thank the Members for allowing him to attend.
363.6 Regional Conference - The Clerk reminded Members of attendance at the Regional Conference in Swindon on 3 December (Councillors Hodgson, Weekes, Mrs Marsh, Ireland plus Clerk). Regrettably, no Member was able to attend and it was agreed the Clerk cancel this Council’s booking arrangements and seek a refund.
364. Finances - The Chairman advised that the financial report of the Council’s position at 31 October had been delayed due to illness of the Deputy Clerk, however the Clerk referred to a set of accounts which were incomplete requiring adjustment. Councillor Letchford asked the Council to consider that the Assistant Town Clerk prepares accounts for the Clerk to correct and return to the Deputy to be presented to the Council as complete; it was agreed that this be examined in the new year. The Chairman concluded that the accounts would be submitted to the next Policy and Resources Committee.
365. Grant Aid - Applications for financial assistance were presented from the following organisations.
(i) Young Carers’ Project - Members were advised that this organisation provided practical advice and information, emotional support with time away from their members’ caring role through weekly group activities. The application stated the grant would be used to fund activities and trips all year round. It was established that 11 residents from Okehampton would benefit directly.
Members acknowledged this was a Devon County sponsored charity and questioned the level of support, however the benefit to Okehampton was acknowledged and on the proposition of Councillor Raymond, seconded by Councillor Weekes, it was resolved that a grant of £500 be awarded with a specific condition that the funds be used for Okehampton based residents.
(ii) West Devon Citizens Advice Bureau - Members were mindful of a discussion at the last P & R meeting (19 October 2009 minute 279 Grant Aid - West Devon CAB) and request for an application form. The form identified the role of the organisation and commented the grant would be a contribution towards rent at the Ockment Centre. On the proposition of Councillor Raymond, seconded by Councillor Letchford, it was resolved that a grant of £1,000 be awarded.
366. Okehampton WI - A request from this organisation to use the coat of arms in their correspondence was presented; agreed accordingly.
367. Devon Association of Parish Councils - Council was invited to nominate two candidates to fill two casual vacancies on the County Committee. The following names were offered: N Morgan, North Tawton; W Lane, Peter Tavy; W Harper, Iddesleigh. Members noted brief résumés of two candidates and on the proposition of Councillor Hodgson, seconded by Councillor Mrs Marsh, it was resolved to select N Morgan and W Harper.
Empowering Communities in Devon - Members noted this one day conference on 25 November and endorsed the Clerk’s attendance with a report submitted to the Committee thereafter.
368. South West Ambulance Service Aspirant Foundation Trust Consultation - Members noted this consultation exercise.
369. Members’ Reports -
(i) Devon Association of Parish Councils - Members were asked to note the availability of the minutes of the meeting held on 22 October in the Clerk’s office.
(ii) Devon Heartlands Community Forum - Members were asked to note the availability of the minutes of the meeting held on 19 October in the Clerk’s office. Councillor Mrs Bickley reported that the Police Youth Intervention Officer would be in post shortly.
(iii) Okehampton District Community Transport Group - Members noted the availability of the minutes of the meeting held on 29 September in the Clerk’s 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 K Bickley, seconded by Councillor A Raymond, 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.
370. Lower Market Hall Rent Arrears
371. Staff Salaries
372. Leave Policy
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 Letchford, seconded by Councillor Raymond.
Meeting closed 9.15 pm.