Minutes Town Council Policy and Resources Committee - Monday 21 December 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 D Weekes (Mayor)
Councillor A Raymond (Chair)
Councillor Mrs M McDonald (Chair, Planning)
Councillor A Leech (Chair, Property)
Other Members Present:
Councillor Mrs D Smith
In Attendance:
D Bent (Town Clerk)
415. Apologies for Absence - An apology for absence was presented on behalf of Councillor P Vachon.
416. Deferment of Business (for comment by the public) - There were no members of the public present.
417. Members’ Questions - The Chairman, Councillor Hodgson, requested consideration on rescheduling the Annual Town Assembly from 29 March to 30 March 2010. Members agreed to discuss this at Council on 4 January 2010.
Councillor Mrs Marsh declared an interest under item 9 Grant Aid application (iii) Okehampton Community Archives Group and (iv) Oxenham Building Consultancy (Okehampton College).
418. Minutes - The minutes of the Policy and Resources Committee meeting held on 23 November 2009 were approved and signed on the proposition of Councillor A Leech, seconded by Councillor M Morse, subject to the following amendment. Minute 370 Lower Market Hall Rent Arrears ….. and commented that if the Chair of the Property Committee authorise trading before the tenancy was signed, then no matter how well intentioned, he had exceeded his authority ….. in signing the lease with the tenant no incentive to sign any documentation.
419. Matters Arising -
419.1 Site Clearance Castle Road Leeze Park - Councillor Mrs Marsh advised this land had not been registered, the County was discussing with Mr Feaver site clearance and insecure trees; clarification was being pursued on conservation area status and she would report in due course. She suggested this Council adopt the parcel of land as green area; noted.
419.2 Policy on Waste Management, Street Cleaning and Public Toilets - A letter from N Payne, Borough Corporate Director, opined the outcome of the consultation provided a cost effective and valid basis for decision making. He continued there would be significant enhancement on the current service in all areas and he offered to discuss the consultation process and the rationale for the new service with the Council. The Chairman acknowledged the paper chase on this consultation exercise and on the proposition of Councillor Weekes, seconded by Councillor Leech, it was resolved to invite Mr Payne to a Council meeting to discuss.
419.3 SLCC Regional Conference Swindon - The Clerk advised the Council was not able to claim a refund as the cancellation was too late.
420. Finances - Members received the financial report of the Council’s position as at 31 October and 30 November 2009. Members examined the documentation for November and questioned non-receipt of income from the Putting Club and College playing field in the sums of £300 and £200 respectively; Town Clerk to research. The Chairman commented expenditure seemed reasonable against budget provision and acknowledged over expenditure and reduced income on some accounts; Members noted the figures. The Chairman referred to outstanding balances and reported a satisfactory state of affairs with the exception of R Oughton on a re-charged electricity bill in the sum of £1,100. The Clerk advised Mr Oughton had requested time to settle this account, whilst wishing to assume responsibility for electricity personally under a reduced tariff. Members acknowledged their policy on debts and on the proposition of Councillor Letchford, seconded by Councillor Raymond, it was resolved that this sum be pursued with Mr Oughton authorised to exchange tariffs and assume responsibility for electricity directly.
421. Audit Commission Appointment of External Auditor - Members noted the transfer of this responsibility from Alan Williams to Wayne Rickard as this Council’s appointed auditor with effect from January 2010.
422. Internal Audit Report - Interim Report 2009/10 - The Chairman presented this half-yearly report from K Abraham. The report advised that testing was carried out and all were satisfactory subject to payments relating to VAT. Members noted three incorrect payments on a sample and directed the Clerk to undertake a full audit of VAT payments and claims during the current financial year with a report to the next meeting.
423. Grant Aid - Applications for financial assistance were presented on behalf of the following organisations.
(i) Okehampton Argyle Football Club - Application form not received, deferred until next meeting.
(ii) All Saints Parish Church - An application was received from Reverend Cook on behalf of All Saints Church for the provision of a power socket in the lower gate at this church, a grant of £298 was sought as the British Legion had also made a contribution. Members acknowledged the difficulty with temporary systems, particularly the Remembrance Service at the War Memorial and on the proposition of Councillor Weekes, seconded by Councillor Leech, it was resolved that a grant of £298 be made.
(iii) Okehampton Community Archives Group - All Members of the Committee declared a personal interest. This is a group promoted by the Town Council to catalogue and record Okehampton’s modern history, a grant was requested to meet start-up costs for files, paper, hire of Charter Hall etc. On the proposition of Councillor Weekes, seconded by Councillor Leech, it was resolved that a grant of £165 be awarded.
(iv) Oxenham Building Consultancy (Okehampton College) - Councillor Marsh, on behalf of this organisation, presented this application and advised a grant would go towards funding costs for a feasibility study on the project to revitalise the Old Mill site in Mill Road. She explained the study would produce designs based on previous schemes, formulate a brief for client agreement and discussion with funding bodies and partners, procure topographical surveys, begin consultation and liaise with the planning authority. The cost of the feasibility study was £4,500 and a sum of £1,000 was requested; she explained funding from the four partners (Okehampton College, County Councillor Marsh, County Councillor McInnes and Town Council).
Members acknowledged slow progress, complications and obstacles in delivering this project, further acknowledged it was in need of renovation and that the College was ideally placed to manage this scheme financially.
Councillor Leech declared an interest.
On the proposition of Councillor Weekes, seconded by Councillor Letchford, it was proposed that a grant of £1,000 be awarded.
Councillor Mrs Marsh agreed to give a progress report at subsequent meetings.
424. Okehampton Carnival - The Committee was asked to endorse the release of £1,000 grant for this event. On the proposition of Councillor Leech, seconded by Councillor Weekes, it was resolved accordingly.
425. Dartmoor Museum Association - A letter from the Curator sought grant support in the sum of £3,500 for the financial year 2010/11. Councillor Letchford confirmed that this was a continuation of the existing funding scheme and on the proposition of Councillor Hodgson, seconded by Councillor Raymond, it was resolved that due provision be endorsed in the budget for 2010/11.
426. Work Experience - A request from PETROC (educational establishment, Barnstaple) for this Council to take a youngster on work experience in the Town Hall was presented. Members acknowledged minimum details relating to the student, questioned procedure on CRB and registration with various bodies, staff acceptance and her acceptance of the Council plus other details including care or support of the youngster and following discussion it was agreed that the Clerk research what was expected and report to a subsequent meeting.
427. Training - The Chairman presented an invitation for Clerk and Chairman to attend an event organized by DAPC at Tiverton in February; topics to include council as a community leader, strategic planning and challenges facing our sector from LGR. The following Members to attend: Councillors Hodgson, M Morse, Ms T Edwards, Mrs M McDonald or D Weekes with the Clerk.
428. Government Grant Announcement for West Devon - A letter from West Devon advised of that Council’s financial difficulties imposed following the government grants announcement for that authority. It was further noted that the Borough Council was currently working on producing savings across its budgets.
429. Devon Association of Parish Councils - Empowering Communities in Devon - The Clerk presented a report from his attendance at a mini-conference on 25 November 2009 including local government review - the current picture, PACT - partners and communities together - an initiative by the police, emergency planning and this Council’s role and general discussion on the problems currently being experienced with section 106 agreements. Members noted community speed watch training as part of the PACT exercise and suggested this be pursued; the report was noted.
430. Members’ Reports -
(i) West Devon/Okehampton Consultative Liaison Group 7 December 2009 - Members were advised that the following topics had been discussed.
Town centre CCTV - the current position relating to the formation of a community body managed by the police to deliver a system.
Waste contract services and the current position.
Local government review and the announcement from the Boundary Commission for a single unitary authority for Devon.
Alcohol free zones - report on position.
Fair trade status for Okehampton - that Okehampton had declared this status for the town.
Emergency planning and community boards - Councillor Mrs Marsh endorsed a negative report on the position relating to the delivery of community boards.
Fatherford Bridge walkway - the meeting had been advised of no available funds to complete this project due to a failed section 106 agreement by the Borough Council on planning scheme for the town. Councillor Marsh advised she would pursue this separately.
(ii) Devon Heartlands Community Forum 2 December 2009 - Members were advised that the content of this agenda included youth intervention officer replacement and appointment of PC Julian Fry; Okehampton Alcohol Dispersal Order; primary school Ofsted report action plan and current direction; West Devon Core Strategy update forum, structure plan and discussion with C Dunford; general election question time plus news from Councillors and agencies. Other reports were submitted from the Senior Council, a very brief report from LSP, West Devon Play Forums and Devon Town Forum.
(iii) Northern Parishes Link Committee 26 November 2009 - The Committee was advised that at this meeting PACT had been presented by the Police Inspector plus emergency planning by T Clarke for the South Tawton plan; entertainment and public house licensing rules and procedures; waste contract update; G10 minutes plus parish question relating to disproportionate funding for West Devon schools.
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 Raymond, seconded by Councillor 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.
431. Staff Salaries Pay Award
432. Capability Policy, Managing Sickness Absence 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 Leech.
Meeting closed 8.50 pm.