Minutes Town Council Policy and Resources Committee - Monday 19 April 2010
Committee Members Present:
Councillor M Morse (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, Parks)
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)
Declarations of Interest - Declarations of interest were made by the following Members on the agenda items identified.
Councillor Mrs C Marsh - agenda item 10. Okehampton United Charity, 11. Simmons Homes Charity.
Councillor D Weekes - agenda item 10. Okehampton United Charity, 11. Simmons Homes Charity.
Councillor C Letchford - agenda item 11.Simons Homes Charity.
Councillor Dr M Ireland - agenda item 9. Grant Aid, North Dartmoor Search and Rescue.
Councillor Ms T Edwards - agenda item 9. Grant Aid, Battle of the Bands.
Councillor P Vachon - agenda item 9. Grant Aid, North Dartmoor Search and Rescue.
655. Apologies for Absence - There were no apologies for absence.
656. Deferment of Business (for comment by the public) - There were no members of the public present.
657. Members’ Questions - Councillor Mrs Marsh expressed disappointment that the role of the Mayor had not appeared on the agenda to discuss protocol, procedure, Mayor’s allowances etc. It was agreed this be put on the agenda of this meeting.
Councillor Letchford questioned the date on the newspaper article declaring the vacancy for a Councillor; Clerk to research. (Post-meeting memo - it was noted the newspaper had inserted the wrong date. An amendment, re-insertion and apology would be issued by the newspaper).
Councillor Mrs McDonald referred to a letter received from D Waters, New Life Church, about funding and support from the Town Council. It was noted the Council had supported the church before and agreed Mrs McDonald write to D Waters inviting him to submit a presentation to Council.
658. Minutes - The minutes of the Policy and Resources Committee meeting held on 22 March 2010 were approved and signed on the proposition of Councillor A Leech, seconded by Councillor D Weekes.
659. Matters Arising -
659.1 The Age of Stupid and the 1010 Campaign - No response to date had been received.
660. Finances - The financial report of the Council’s position at 31 March 2010 was submitted. The Clerk explained that this was the financial year end, the accounts would be adjusted to accommodate year end figures, ear-marked reserves for completion of final accounts. The Clerk further presented a list of outstanding accounts which had been addressed with the exception of C Coleman.
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 Leech, 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 3 - Information relating to a particular occupier of accommodation provided by or at the expense of the authority.
Paragraph 1 - Information relating to employees of the authority.
661. C Coleman Lower Market Hall
662. Town Hall Working Party
663. Induction and Training Process
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 A Leech, seconded by Councillor P Vachon.
664. Internal Audit Report 2009/10 Interim - A report from K Abraham was presented which offered a satisfactory report with no issues raised; noted.
665. WPS Insurance - Town Council Insurance Programme - A letter from this company confirmed long-term agreement, favourable terms with rates and terms remaining unaltered for a number of years with a renewal premium slightly adjusted due to change in investment rates. Councillor Letchford questioned the Council’s position relating to the issue of keys to various hirers of the Council’s facilities; Clerk to research.
666. Grant Aid - Applications for grant aid were received from the following organisations.
(i) Okehampton Friendly Circle - A request was presented for funding towards coach trips and speakers at this monthly event. It was established that the Council had refused previously as it was a social club, membership fees were low and a precedent would be set to other social clubs in the town. On the proposition of Councillor Letchford, seconded by Councillor Mrs Marsh, it was resolved that a grant be not awarded. Councillor Leech wished his vote be recorded against this decision.
667. Okehampton United Charity - Members were asked to note the resignation of P Stunèll as trustee of the charity and to elect a new trustee to complete the term expiring at October 2011; it was clarified that the person did not need to be a Member of the Council. On the proposition of Councillor Mrs Marsh, seconded by Councillor Raymond, it was resolved this trustee position be advertised in the local press.
668. Simmons Homes Charity - It was noted G Read was due to retire as trustee of this charity at October 2010 and the Council was invited to elect a new trustee who did not need to be a Member of the Council. On the proposition of Councillor Mrs Marsh, seconded by Councillor Raymond, it was resolved that this position be advertised in the local press.
669. Zurich Insurance Risk Management - The Committee was asked to consider the Clerk’s attendance at a seminar designed to address risk management in local council operations, the cost of the event £60 + VAT per delegate to be held at Saltash on 17 June 2010. Members acknowledged the benefit to risk management and it was agreed the Clerk plus D Whitfield attend.
670. SLCC Regional Conference for the South West - An invitation for Members/Clerk to attend this regional conference due to be held on 18 May in Plymouth was presented. It was agreed that no one would attend.
671. Okehampton Town Bus - A letter from Devon County transport office advised the County budget was being reduced by £286,000 for the year 2010/11 and service 318 Okehampton town bus would be withdrawn for the 12.15 departures from Fore Street to Leeze Park and the station. Members noted this with disappointment as the train service was soon operational and the County had not addressed future town operations and tourism. The meeting acknowledged the local transport survey produced from the LSP and wished to make strong representation against this decision. On the proposition of Councillor Mrs Marsh, seconded by Councillor Leech, it was resolved a letter expressing this Council’s disappointment be issued with a request that revised bus timetables be produced accommodating any reference to proposed train services.
672. Members’ Reports -
Heartlands - Councillor Mrs Bickley referred to terms of reference for Heartlands discussed at that meeting with better and more efficient meetings.
Youth Issues Room 13 - Councillor Mrs Marsh reported that a replacement for the Officer had been effected.
West Devon/Okehampton Consultative Liaison Group meeting - Members noted the availability of the minutes of this meeting held on 1st March in the Clerk’s office.
673. Playbuilder Contract - The Clerk advised the Department for Children, Schools and Families had granted funds for the provision of innovative playground equipment in Devon; through S Lord the community had sought £30,000 which had been granted. Council had to confirm that they were contracting with the County and had authorised OCRA to work with the Council on the project. The Clerk sought confirmation of this operation and on the proposition of Councillor Mrs Marsh, seconded by Councillor Raymond, it was resolved accordingly; the Chairman of the Parks Committee, Councillor Raymond, to sign the contracts.
674. Protocol, Mayor’s Allowance etc - Councillor Mrs Marsh expressed concerns over the Mayor’s allowance following the accountability problems experienced in the office. She explained that the Borough and County paid for their Mayors/Chairmen to attend events out of the allowance which allowed a deputy to attend, receipts were taken and an audit trail established. She further expressed concern over protocol by the Mayor at the civic dinner in relating to seating arrangements and questioned drinking by the Mayor’s son.
Members discussed the Mayor’s allowance, payment of mileage allowance to meet transport costs, protocol for a dress code in the Council Chamber; at Full Council a suit or good casual wear at Committee meetings in a more formal atmosphere. It was suggested that the Mayor’s allowance for 2010/11 at £2,000 be administered differently, funds available for the Mayor/deputy to attend dinners with receipts issued for other expenditure.
The meeting also questioned protocol, behaviour of Councillors, addressing Members, private meetings, rules of debate and adherence to standing orders. It was acknowledged that some of these practices were subject to amendment through standing orders and agreed that a paper be prepared by the Clerk for general discussion at Council with specific reference to standing orders and rules of debate; the paper to include an option for guidance on the role of the Mayor: canvassing on the selection and nomination plus radical change to the finances of this position.