Minutes Town Council Policy and Resources Committee - Monday 15 February 2010
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)
520. Apologies for Absence - An apology for absence was presented on behalf of Councillor P Vachon.
521. Deferment of Business (for comment by the public) - There were no members of the public present.
522. Members’ Questions - There were no questions from Members regarding the workings of the Committee.
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 C Hodgson, 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.
Paragraph 9 - Any terms proposed by the authority for the acquisition or the supply of goods or services.
523. Local Government Pay 2010/11
524. Staffing Meeting
525. Laptop Computer/Projector
526. Play Equipment - Climbing Boulders Simmons Park Play Area
527. 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 Mrs M McDonald, seconded by Councillor A Leech.
528. Minutes - The minutes of the Policy and Resources Committee meeting held on 18 January 2010 were approved and signed on the proposition of Councillor Ms T Edwards, seconded by Councillor Mrs D Smith.
529. Matters Arising -
529.1 Finances - Outstanding Accounts - The Clerk advised that the rent for playing field and Okehampton Putting Club had been received following the issue of invoices. Councillor Letchford questioned Council’s systems not being enforced on these and other outstanding debtors and asked for a robust system to be introduced with effect from April 2010; agreed.
R Oughton Lower Market Hall Electricity Accounts - The Clerk advised this tenant stated he had cleared this account with EDF and would produce receipts. He advised of a meeting arranged for 19 February to discuss structural problems with Mr Oughton and Councillor Leech. At that meeting Mr Oughton agreed to present his interpretation of the situation, failing which it was agreed a solicitor’s letter be issued chasing arrears, adherence to breach of contract and other tenancy clauses, referred to the Property Committee.
529.2 Internal Audit Report VAT Payments - The Clerk advised of a nil report submitted by Mrs Richards other than there were no outstanding errors or adjustments to be made. Members requested a VAT report on these transactions and asked that, if RBS were appointed to undertake this Council’s accounts and year end closure, an audit of the VAT return be undertaken.
529.3 PETROC Work Experience - Members noted details about a proposed work placement, but in view of the Council’s current office status agreed to defer this placement.
529.4 Annual Return for the Year Ending 31 March 2009 - Members noted conclusion of the audit of accounts for 31 March 2009 and received the auditor’s report.
Arising therefrom - the Chairman noted the request for an assessment covering financial and non-financial risk to its activities and the Clerk’s acknowledgement of this responsibility and attendance at refresher training on risk assessments.
Internal audit effectiveness - the Clerk confirmed this would be carried out in 2010/11.
Fidelity guarantee - the Clerk advised the Audit Commission’s guideline was half precept plus cash balances which was approximately £282,000 against the Audit Commission’s guideline of £375,000. Members had examined this request previously and concluded that £171,000 was acceptable and noted the auditor’s recommendation.
Treasury and war stock - Members noted transfer of this stock as a book keeping exercise.
Interest net of tax - the Clerk advised tax had been deducted at source and he had attempted to reclaim it back from the tax office without success. It was suggested that as this was a local authority, interest be paid without deduction of tax, advices to be sought from the auditor’s accountants and reported to the next meeting of the Committee.
530. Finances - The financial report of the Council’s position at 31 December 2009 and 31 January 2010 was submitted and Members invited to examine the same. The following items were extracted for clarification and amendment.
Income and expenditure account, Policy and Resources, Admin code 1014007 superannuation added £43, 1014033 newspaper £365 over budget - noted, 1014055 professional fees £5,889 over budget - noted, principal sum expended on planning consultant’s fees.
Democratic 1024008 temporary staff £50 and 1024021 telephone and fax £144 against no budget provision, 1024068 clothes £500 question code allocation against budget of zero.
Properties Town Hall code 2014021 telephone and fax £8 against zero budget, code 2014105 miscellaneous £132 explanation required, code 2014150 general maintenance £4,479 explanation required, maybe Charter Hall re-allocation.
Parks code 3024150 £336 against nil budget, explanation required, 3024148 tree £1,280 against budget of £1,000 and 3024069 trees budget zero clarification sought.
Car parks, code 3134151 - £18 explanation sought and 3021009 putting club income £300 against budget of £350 research required on rent charged, Town Clerk to submit a report to the next meeting.
The Chairman referred to the outstanding balances list as at 31 January and acknowledged outstanding balances which were being pursued.
531. Grant Aid - Applications for financial assistance were submitted from the following organisations.
(i) OCRA - Councillors Mrs C Marsh and Ms T Edwards declared interest. A letter from the secretary sought funds to maintain and develop their community gymnastic and trampolining clubs. He looked for a contribution towards a springboard and beam for the gym club plus new trampoline and associated equipment for that activity. Members acknowledged maintaining and developing gymnastics for youngsters and noted a gap in the provision for over-14’s. On the proposition of Councillor Mrs Bickley, seconded by Councillor Letchford, it was resolved that a grant be awarded to this organisation in the sum of £1,000; £500 towards a beam, £500 towards trampoline costs. Mr Lord to be thanked for his efforts, goodwill and achievements during school holiday activities.
(ii) Superact Bandstand Marathon - An application from this national organisation to promote a marathon in Okehampton bandstand was presented. However, due to section 137 of the 1972 Act, Council is not permitted to support organisations which are not based in the town; the applicant to be advised he might use a local organisation to pursue funding.
It was further agreed that an advertisement be placed in the Okehampton Times announcing the availability of grant aid for local organisations across the town.
532. WDBC Mayoral Awards - The Committee was asked to nominate suitable people or organisations for the above awards in the following categories: under 18, over 18/organisation and the Mayor’s green award. The following persons were nominated for the Mayor’s green award: Fran Rickwood of Okehampton Primary School and her work on eco project with a catchment area covering other primary schools; Keith Webber and his continuing research and work on renewable energy for Okehampton College and feeder primary schools; Tim Capps of Oxenham for his support for Keith Webber in planning applications of his installation of energy efficient equipment into schools.
533. Buckingham Palace Garden Parties - The Committee agreed to forward the Town Mayor for recommendation for invitation to Buckingham Palace garden party.
534. Beating the Bounds - The Committee was asked to appoint a representative to attend a meeting of the Hamlets to progress this event. It was agreed that Councillors Leech, Hodgson and Ms Edwards would attend on 23 February at Meldon Village Hall.
535. West Devon Citizens Advice Bureau - Members noted a home visiting service operated by this bureau.
536. Okehampton Hospital - A circular from NHS Devon advised of an annual deep cleaning maintenance improvement work at Okehampton Hospital due to take place from 22 February to 5 April 2010.
537. Members’ Reports -
Okehampton Heartlands - Councillor Mrs Bickley advised of the placement of a new Youth Intervention Officer and further police comments that the use of the new ADO across Okehampton had been beneficial over the Christmas period. She referred to difficulties in promoting prospective parliamentary candidates’ interview in the Ockment Centre and concluded that Kerry Hickman of the youth service was leaving.
Okehampton College - Councillor Leech referred to presentations on green issues and eco issues for home at a series of open events at the College. He also reported that the principal would be seconded to Tavistock College for one and a half terms to support that College following its Ofsted report. This would allow other tiers of management at Okehampton College to assume added responsibilities.
Meeting closed 10.10 pm.