Minutes Town Council Policy and Resources Committee - Monday 28 June 2010
Council Members Present:
Councillor Mrs M McDonald (Chair)
Councillor A Raymond (Vice Chair)
Councillor Mrs C Marsh
Councillor P Vachon
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
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 P Vachon, agenda item 7.2 Grant Aid Rescue Team.
Councillor M Ireland, agenda item 7.2 Grant Aid Rescue Team.
Councillor A Leech, agenda item 8 Ockment Centre.
Councillor Ms T Edwards, agenda item 7.1 Grant Aid Battle of the Bands.
Councillor Mrs C Marsh, agenda item 12 Devon County Council.
72. Apologies for Absence - There were no apologies for absence.
73. Deferment of Business (for comment by the public) - There were no members of the public present.
74. Members’ Questions - There were no questions from Members.
75. Minutes - The minutes of the Policy and Resources Committee meeting held on 24 May 2010 were approved and signed on the proposition of Councillor A Leech, seconded by Councillor P Vachon.
76. Matters Arising -
76.1 The Age of Stupid and the 1010 Campaign - The Chairman advised this campaign promoted a simple idea to cut the UK’s carbon emissions in 2010. A letter from the organiser advised C Coleman, Sampford Courtenay Parish Council, would contact this Council with proposals; Members noted and awaited developments.
76.2 Okehampton Community Morning Saturday 3 July 2010 - The Clerk reported this was a shop window type event where all agencies and organisations would showcase the services they provided to the local community. Accordingly he had booked a space for the Council and invited Members to attend to discuss topics, issues, concerns, with the general public. It was noted the following would attend - Councillors Mrs McDonald, Leech, Ms Edwards, Raymond, Morse, Vachon, Mrs Smith; the Clerk to supply name badges.
76.3 West Devon Citizens Advice Bureau - The meeting was invited to appoint a new trustee to replace Councillor Mrs McDonald who had to resign due to work commitments. It was agreed this be deferred to the Council meeting.
77. Finances -
(i) The financial report of the Council’s position as at 30 April 2010 was circulated. Members noted the format, expenditure against budget and earmarked reserves carried forward at £112,000 for capital works over the year. The Clerk further reported no outstanding debts. On the proposition of the Chairman it was resolved the accounts be noted.
(ii) Internal Audit Report 2009/10 - The Interim Final June 2010 Internal Audit Report was presented which offered a satisfactory return on all activities. The report referenced fidelity guarantee cover and commented this was below the level in the Audit Commission guidance and invited Council to reconsider cover. It was agreed the Clerk research cover premium costs and report back. On the proposition of the Chairman it was resolved the audit report be noted.
(iii) Annual Return for the Year Ended 31 March 2010 - The Chairman invited the Committee to endorse the annual return for the year ended 31 March 2010 embracing the statement of accounts for that year. He presented the annual governance statement and invited confirmation of content from the Committee. Each item was examined individually and signed in the affirmative.
The Clerk advised that following signature of this document he would respond to the auditor’s request for supportive information for submission and certification in due course.
78. Grant Aid - Applications for financial assistance were received from the following organisations.
(i) Battle of the Bands - An application was received seeking funding for hosting heats and a final at a total projected cost of £10,000; a request for £1,000 was received. The Chairman presented estimated income and expenditure for the event with a projected break even balance including funding of a tribute band. It was considered £1,000 was too high and on the proposition of Councillor Leech, seconded by Councillor Mrs Bickley, it was resolved a grant of £700 be awarded.
(ii) North Dartmoor Search and Rescue Team - An application for a contribution towards a telescopic radio mast to improve communication during call outs was presented. A contribution of £940.50 was sought towards this equipment.
Members acknowledged the work of this organisation on North Dartmoor, the reputation it held and on the proposition of Councillor Mrs McDonald, seconded by Councillor Mrs Marsh, it was resolved a grant of £940.50 be awarded.
(iii) Inspiration Church (COTN Buds) - An application for funding to purchase a sensory motor path mat was submitted. On the proposition of Councillor Mrs Marsh, seconded by Councillor Leech, it was resolved a grant of £117.44 be paid to meet the cost of the mat.
79. Ockment Centre - The Committee received a request to release grant aid towards this centre. The Clerk advised that £5,000 had been included as budget provision, the third and final contribution in accord with Council’s agreement with the Centre. On the proposition of Councillor Raymond, seconded by Councillor Mrs Bickley, it was resolved accordingly.
80. West Devon Pre-Olympic Training Camp - A letter from J Allenby, Chairman of this training camp initiative, sought funding towards the cost that this group might expect to incur in attracting Olympic teams to West Devon to train. Members were sceptical about this proposal, questioned the type of investment and possible benefits to Okehampton and on the proposition of Councillor Mrs Bickley, seconded by Councillor Leech, it was resolved the request be declined.
81. DALC - Empowering Communities in Devon - Members received an invitation to attend this event on 15 October at the Ockment Centre; noted.
82. Rural Services Network - The Director of Sparse Rural Services Network offered to email Members the work of this network; Members agreed accordingly.
83. Devon County Council - It was noted the next Highways Maintenance surgery would be held on Tuesday 13 July 10.00 - 12.00 at the Ockment Centre.
84. Members’ Reports - There were no reports from Members attending other organisations on behalf of the Council.
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 Ms T Edwards, 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.
85. Town Hall 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 A Raymond, seconded by Councillor Mrs K Bickley.
Meeting closed 10.03 pm.