Minutes Town Council Policy and Resources Committee - Monday 22 March 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 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
Councillor Mrs D Smith
In Attendance:
D Bent (Town Clerk)
592. Apologies for Absence - There were no apologies for absence.
593. Deferment of Business (for comment by the public) - There were no members of the public present.
594. Members’ Questions - Councillor Letchford questioned the Chairman’s intention to resign. Councillor Hodgson replied in the affirmative, effective from 12 April at the conclusion of the Annual Town Assembly. Councillor Letchford further requested agenda item 9 relating to staff to be moved into part 2; agreed accordingly.
595. Minutes - The minutes of the Policy and Resources Committee meeting held on 15 February 2010 were approved and signed on the proposition of Councillor Ms T Edwards, seconded by Councillor D Weekes.
596. Matters Arising -
596.1 Local Government Review in Devon - Members noted a paper from the Borough Council which offered that authority’s interpretation of the current situation relating to the review. It was further noted that the County was pursuing a judicial review on the process, a general election will probably take place in May with any developments reported in due course.
596.2 Abbey National PLC - Town Council Investments - The Clerk advised he had written to Santander with a request that the interest earned on this investment be paid gross, that company had agreed. He further reported that he was attempting to claim back income tax from Inland Revenue which was proving difficult.
597. Finances - The financial report of the Council’s position at 28 February 2010 was submitted. Members noted the figures, but questioned the omission of a list of outstanding debtors; the Clerk to discuss with Vice Chairman, Councillor Morse, with a wish to clear all outstanding debts by 6 April 2010.
Councillor Letchford questioned the position relating to putting fees payable by the Putting Club at £350 budget and £300 receipts. The Clerk advised that he had omitted to ask Members to reassess the level for the 2009 season, but this would be on the Parks agenda for 2010 season.
598. Grant Aid - Applications for grant aid were received from the following organisations.
(i) Okehampton Rugby Football Club - Councillor Mrs Bickley declared an interest. An application was received for funding towards a junior inter-club competition with medals and prizes approximating £200. Members acknowledged the benefit to the community by the club and on the proposition of Councillor Leech, seconded by Councillor Mrs Marsh, it was resolved that a grant of £200 be awarded.
(ii) Okehampton Squash Club - The application from the squash club sought funding towards the cost of installing halogen heaters at the club premises. Members noted the efforts by the club to raise funds and to raise the profile of squash in Okehampton and on the proposition of Councillor Raymond, seconded by Councillor Mrs Bickley, it was resolved that the balance funds in the grants budget of £2,796 be granted to this organisation.
599. Item as Matters Arising - Councillor Letchford asked that any items not brought to a conclusion remain on agendas until a satisfactory conclusion were obtained; agreed.
600. News from West Devon - Members noted the newsletter from West Devon and the minimum increase on council tax and wished to compliment the Borough Council over their management and decisions despite reducing investment interest. It was noted that the County Council increase over 4 years was 3.4%, Borough at 3.75%, whilst the fire and police were 5.6% and 4.9% respectively. On the proposition of Councillor Letchford, seconded by Councillor Hodgson, it was resolved that a letter be forwarded to the respective leaders of the County and Borough Councils thanking them for their efforts in maintaining these minimal levels of increase.
601. SLCC Clerks’ Conference 2010 - The Clerk reported this conference would be held on 22/23 April in Nottingham, however he suggested there was little benefit to his attendance and asked not to go; Members endorsed this decision.
602. DCC Children’s Centre Areas - The Committee noted proposals to change the boundaries of Okehampton and Hatherleigh children’s centre areas.
603. The Age of Stupid and the 1010 Campaign - Correspondence from Ms I Marquis referred to a film about climate change with a request that this Council acknowledge the 1010 campaign and sign up to support this movement in Okehampton. Members acknowledged the work undertaken by Okehampton College on this topic and readily supported their efforts and achievements. Following further discussion it was agreed to write to Ms Marquis seeking further details.
604. Distribution of Agendas, Minutes - The Clerk posed a series of questions relating to the distribution of agendas and invited discussion as below.
Which Councillors were on email and would they be happy to accept emails for agendas, minutes? Would they be happy to print all reports, accounts and supporting documents? Would a second set be required to be held in the office for submission to meetings? Would the Borough Councillors accept email for printing, press, library and other bodies the documents are circulated to? He questioned the cost of paper for distribution to Councillors, ink cartridges and repairs to equipment, security of email system - confidential part 2 items, scanning long documents time consuming with a degree of training.
He explained the postage costs were approximately £12-£15 per week, hand delivery was not a realistic option and suggested that Members collect papers Tuesday pm or Wednesday am with a list of Members who cannot collect issued in the postal system.
The Chairman expressed concern over green issues, paper, envelopes, stamps, energy efficiency etc, but acknowledged some of the points by the Clerk. Members acknowledged that printing at home would transfer costs and time to them which would prove difficult and time consuming whilst a prepared full package was accepted as efficient and ideal for meetings. Some Members accepted the option to collect paper copies from the office and, where not possible, postage with a further acknowledgement that some home computer systems may not be able to download all information submitted. It was concluded agenda papers be compiled, placed in Members’ envelopes/folders for collection if requested, with the remainder submitted through normal post.
605. Members’ Reports -
(i) DAPC - the Clerk advised the minutes of the meeting held on 8 February were available in his office.
(ii) Devon Heartlands - no one attended the meeting.
(iii) Northern Parishes Link Committee - meeting held 18 March 2010, no report was submitted.
(iv) Okehampton College - the Committee was informed the skills centre was progressing and consultation was ongoing with neighbouring properties over the installation of 1 or 2 wind turbines on Ball Hill to produce energy and savings for the College. Councillor Leech referred to Learning Community Day at which no statement about a new primary school had been raised. He reported the option of federation being pursued, which option would be discussed with Heads and governing bodies of schools in the catchment of Okehampton College, he commented on some resistance to this route. He urged caution that change was inevitable due to funding cuts of 25% in education budgets. Councillor Mrs McDonald referred to Devon County roadshows education forum and a concern that many small schools through Devon were over-funded with radical solutions being explored.
(v) Citizens Advice Bureau - Councillor Mrs McDonald referred to out of the area customer problems and the aftermath of a burglary at the Ockment Centre.
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 D Weekes, 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.
606. Internal Audit Report - VAT
607. Clothing Allowance
608. R Richards
609. Time Sheets Inclement Weather
610. Town Hall Staffing Structure Workload
611. Appointment of Finance Officer
612. John Lewis Partnership
613. Resignation Councillor C Hodgson
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 C Letchford, seconded by Councillor D Weekes.
Meeting closed 10.00 pm.