Minutes Town Council Policy and Resources Committee - Monday 24 May 2010
Council Members Present:
Councillor Mrs M McDonald (Chair)
Councillor A Raymond (Vice Chair)
Councillor Mrs C Marsh
Councillor M Morse (Mayor)
Councillor Ms T Edwards (Chair, Parks)
Councillor Mrs K Bickley (Chair, Planning)
Councillor A Leech (Chair, Property)
Other Members Present:
Councillor Dr M Ireland
In Attendance:
D Bent (Town Clerk)
Declarations of Interest – Declarations of interest were made by the following Members on the agenda items identified. Councillor A Leech agenda item 5.3 Okehampton United Charity, item 8 Museum of Dartmoor Life. Councillor Dr M Ireland agenda item 7.3 Grant Aid North Dartmoor Search and Rescue Team. Councillor Ms T Edwards agenda item 7.1 Grant Aid Battle of the Bands. Councillor Mrs C Marsh agenda item 5.3 Okehampton United Charity, 5.4 Simmons Homes Charity, 7.2 Grant Aid West Devon Junior Life Skills. Councillor M Morse agenda item 5.3 Okehampton United Charity, 5.4 Simmons Homes Charity, 8 Museum of Dartmoor Life.
18. Apologies for Absence – There were no apologies for absence.
19. Deferment of Business (for comment by the public) – There were no members of the public present.
20. Members’ Questions – Councillor Mrs Marsh questioned the return to the Charity Commission relating to the Town Hall Charity. The Clerk advised it was on his outstanding list of works.
21. Minutes – The minutes of the Policy and Resources Committee meeting held on 19 April 2010 were approved and signed on the proposition of Councillor A Leech, seconded by Councillor M Morse.
22. Matters Arising –
22.1 WPS Insurance Town Hall Security – A response from this company confirmed the Council was covered by insurance if other parties were made responsible for the security of the building; noted.
22.2 Okehampton Town Bus – A response from the County advised that these cuts in services were necessary to effect savings in the overall service; noted.
22.3 Okehampton United Charity – Councillor A Leech left the room for this agenda item.
Applications were received for the appointment of a trustee to this charity from M Davies, 14 Pound Park; A F Leech, 22 Limehayes Road; B Hutchings, 40 Crediton Road. Members examined and discussed the applications, acknowledged the charity preferred someone with a financial background and on the proposition of Councillor Mrs Marsh, seconded by Councillor Mrs Bickley, it was resolved that M Davies be appointed trustee to the charity to complete the term of office to October 2011.
22.4 Simmons Homes Charity – Applications were received for trustee to this charity from M Davies, 14 Pound Park and D Drew, 11 Jubilee Close. Members examined the documentation received, the experience offered by each party and on the proposition of Councillor Mrs Marsh, seconded by Councillor Raymond, it was resolved D Drew be appointed trustee.
23. Finances – The Town Clerk reported the accounts for 30 April were delayed pending completion of year end accounts by RBS Accountants. He reported staff from RBS would attend the office on 8/9 June and complete this exercise and, hopefully, complete April accounts for submission to the next meeting. The Clerk concluded invoices had been issued with payments received and cheque payments were ongoing, which information was subject to data input in the accountancy system; noted.
24. Grant Aid – Applications for financial assistance were received from the following organisations.
On the proposition of Councillor Mrs Bickley, seconded by Councillor 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 3 – Information relating to a particular applicant for financial assistance provided by the authority.
(i) Battle of the Bands Grant Aid
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 McDonald, seconded by Councillor Leech.
(ii) West Devon Junior Life Skills – The Chairman presented an application from this event with projected estimated costs of £9,300 and sought a contribution towards various expenses. Members acknowledged the benefit to 10/11 year-old children in primary schools of West Devon, contributions from a wide variety of organisations and on the proposition of Councillor Leech, seconded by Councillor Morse, it was resolved that a grant of £500 be awarded.
25. Museum of Dartmoor Life – A letter from the curator of the Museum requested release of grant aid towards this organisation’s expenses. Members acknowledged budget provision of £3,500 and on the proposition of Councillor Ms T Edwards, seconded by Councillor A Raymond, resolved accordingly.
NB It was noted that Mrs D Henderson had been appointed co-ordinator of volunteers.
26. Okehampton Police Station – Councillor Mrs Marsh expressed concerns over proposals to reduce the opening hours of the Police Station and invited Council to make representation. Councillor Mrs Bickley, through Inspector Hammond, reported on a reduction in opening hours with care on the use of civilians and the best use of available staff. Acknowledgement was given to the necessity to allow offenders to report to the Police Station at a local level and reference a consultation proposal. The meeting accepted the Police Station was a community hub and it was agreed to write to the Inspector referencing the consultation with a request that the Council be informed as soon as possible to allow a suitable response.
27. Members’ Reports –
West Devon Local Strategic Partnership Board – Members noted the availability of the minutes of this meeting, held on 29 April, in the Clerk’s office.
Link Committee – The Clerk to write to West Devon Borough Council advising of new members with a request that agendas be sent to private addresses (Councillors Mrs Bickley, Mrs McDonald).
Okehampton College – Councillor Leech reported the new vocational building had commenced and would open at September 2010. He reported ongoing discussions relating to the future use of the Mill site. Councillor Raymond reported on increased security for visitors with a new system of signing in and concluded that the Principal, D Chapman, would be returning from Tavistock in September. Councillor Leech reported the management issue over the all-weather pitch had been determined between the College and OCRA, consultation was ongoing in relation to the wind farm proposed on Ball Hill. He further explained the College was applying for Eco-School status based on work carried out by Keith Webber and the students with the use of solar power and other eco-friendly operations. On the proposition of Councillor Raymond, seconded by Councillor Leech, it was resolved K Webber plus a number of students be invited to Council to explain the projects and work carried out at the College.
Citizens Advice Bureau – The Chairman advised she would resign from this appointment due to pressures of work; successor to be appointed at Council.
Dartmoor Railway Supporters’ Association – Councillor Ireland advised the Annual General Meeting would be held on 5 June 2010 at the Ockment Centre with representatives of the railway in attendance.
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 M Morse, seconded by Councillor Mrs K Bickley, 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 a particular occupier of accommodation provided by or at the expense of the authority.
28. C Coleman Lower Market Hall
29. Town Hall Working Party Appointment of Temporary Member of Staff
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 Leech, seconded by Councillor Morse.
Meeting closed 9.15 pm.