Minutes Town Council Policy and Resources Committee - Monday 9 August 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 K Ball
Councillor M Davies
Councillor Dr M Ireland
Councillor C Letchford
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 K Ball agenda item 7.3 Grant Aid Duke of Edinburgh Award;
Councillor M Davies agenda item 7.3 Grant Aid Duke of Edinburgh Award;
Councillor Ms T Edwards agenda item 7. Grant Aid OCRA and Rainbow Pre-School;
Councillor Mrs C Marsh agenda item 7.2 Grant Aid OCRA.
143. Apologies for Absence - There were no apologies for absence.
144. Deferment of Business (for comment by the public) - There were no members of the public present.
145. Members’ Questions - Councillor Letchford submitted the following questions:
(i) What expenditure, if any, had the Council incurred to date on the provision of CCTV in the town?
(ii) If expenditure has been incurred, what is the breakdown of that expenditure?
(iii) Has any such expenditure been met from the £10,000 EMR and not from the £8,000 EMR allocated for CCTV in the park?
Councillor Leech responded nil expenditure on the provision of CCTV to date, a bank account had not yet been opened, but would be opened with a nominal sum of £1 and concluded the other questions were irrelevant. Councillor Leech further commented Council had endorsed the use of funds for planning permissions if required.
Councillor Mrs Marsh questioned why the volunteer co-ordinator at the Museum had been dismissed. Councillor Leech responded he was currently researching and would report back in due course.
Councillor Raymond questioned an agenda item of a post-mortem relating to the community event in the Charter Hall in July. The Clerk agreed to research and submit it to the next P & R Committee.
146. Minutes - The minutes of the Policy and Resources Committee meeting held on 28 June 2010 were approved and signed on the proposition of Councillor Ms T Edwards, seconded by Councillor A Raymond.
147. Matters Arising -
147.1 Fidelity Guarantee Schedule - The Clerk referred to recommendations from the Internal Auditor to increase the fidelity guarantee cover from £170,000 to £355,000. He reported he had requested a quotation for an additional cover to £250,000, that premium was £57.39 and he sought Council authority to effect it. On the proposition of Councillor Mrs McDonald, seconded by Councillor Leech, resolved accordingly.
147.2 H M Revenue & Customs - The Clerk advised following research into recovery of investment interest tax deducted by Inland Revenue, a series of 'phone calls had resulted in a refund on 2 July 2010 of £1,027.13 plus a second refund on 7 July 2010 in the sum of £1,060.77, seemingly for the same funds. Following conversation with H M Revenue & Customs, that office advised that both sums were due. Members noted the position and agreed the Clerk discuss the repayments with the Internal Auditor.
147.3 Twinning Link with a Ghana Township - The Chair referred to researches on links held by this township with Plymouth and South Molton. A response from Plymouth offered to attend a meeting of willing parties in Okehampton to explain and expand the role of this link with the Ghana township. The Chair referenced the Plymouth website with links on education, schools, health, fair trade, Chamber of Commerce plus importantly, the Ghana population of Plymouth. She suggested the offer from Plymouth be accepted and invitations issued to church representatives, health, education, school, fair trade and other organisations in the town to assess the interest in forming a twinning link. The meeting acknowledged the Council could be a facilitator for this link and on the proposition of the Chairman it was resolved that organisations above plus Lions, Round Table, Rotary, Farmers Union, Archives Group, be consulted with a view to progressing this link.
148. Finances - The financial report of the Council’s position at 31 May and 30 June were circulated. Members noted the format, expenditure against budget, balances and one outstanding debt which the Clerk confirmed he was pursuing. The Clerk further identified a miscoding on Mayor Choosing to be transferred to civic functions and on the proposition of Councillor Morse, seconded by Councillor Mrs Bickley, it was resolved that the accounts be noted.
149. Grant Aid - Applications for financial assistance were received from the following organisations.
(i) Okehampton College Big Band - a completed application form was awaited and Members agreed to discuss this at a subsequent meeting.
(ii) OCRA - an application was submitted for grant aid and support towards the cost of Okehampton Sports and Fitness Festival between 11 and 18 July. Members acknowledged the role of this organisation in promoting fitness for children in the community and on the proposition of Councillor Mrs Bickley, seconded by Councillor Leech, it was resolved a grant of £750 be awarded.
(iii) Okehampton and District Duke of Edinburgh’s Award - an application was submitted for replacement of equipment eg tents, waterproof maps, cookers etc to support this scheme in Okehampton. Members acknowledged the interconnection with other organisations plus the school in the town for this award scheme and on the proposition of Councillor Leech, seconded by Councillor Mrs Bickley, subsequently amended, it was resolved a grant of £500 be awarded.
(iv) Rainbow Pre-School - The Chairman presented a letter and application for funding for different pieces of equipment. Members were aware of applications made to other organisations and sought clarification; Clerk to pursue and submit to a subsequent meeting.
150. SLCC National Conference 2010 - Members were asked to consider the Clerk’s attendance at this event to be held on 15-17 October 2010 in Durham at a cost of £340 + VAT and travelling expenses. Members noted the benefit of networking, the importance of topics discussed to the benefit of this Council and on the proposition of Councillor Mrs Bickley, seconded by Councillor Morse, it was resolved the Clerk be authorised to attend and his expenses met with a report submitted to a subsequent meeting.
151. Council Procedure Rules - Members were asked to consider the following proposals with a report submitted to next full Council meeting.
(i) The Mayor be elected at the Annual General Meeting.
(ii) Nominees be properly and openly proposed and seconded at the AGM followed by a ballot with nomination to assent by Members.
(iii) If there were two nominees, then the one who achieves the majority of votes is elected (procedure for more than two nominees to be researched subject to amendment of this resolution).
(iv) If there was only one nominee for election, Councillors to be allowed to vote yes or no on the ballot slips.
(v) To exclude the use of Christian names during debate and discussion at Council and Committee meetings.
(vi) The Mayor and each Committee Chairman to be a Member of the other Committees.
Prior to discussion, the Chairman explained there were two sets of rules in circulation with reference to the website, which position would be clarified.
Councillor Letchford explained the proposals, sought endorsement, comment or discussion as below.
(i) Election of Mayor at Annual General Meeting - to be adhered to, not appointed at Annual Town Assembly due to complications in an election year.
(ii) Nomination - nominees to agree to stand for Mayor.
(iii) Voting - Councillor Letchford offered two systems of election, first past the post on numbers, a dropping out system in accordance with CPR Rule 19.7 or an alternative vote on an even split system which he offered without solution.
(iv) Councillor Letchford suggested the Mayor should have more than 50% support of the Council.
(v) The use of first or Christian names be banned during debate.
(vi) Mayor to be a Member of each Committee as were Chairmen.
The meeting examined these proposals, discussed voting options on the appointment of Mayor and, in accordance with the Council’s Standing Orders, resolved on the proposition of Councillors Leech and Raymond to formulate a report for the next Council meeting on the proposals.
(i) Mayor be elected at the Annual General Meeting - recommended to agree.
(ii) Nominees - recommended to agree.
(iii) Voting on nomination - the Chairman referred to extensive research on alternative voting systems relating to a tied vote without success and on the proposition of Councillor Leech, seconded by Councillor Vachon, it was recommended that a system be implemented whereby the Mayor would have a majority support voting on either first past post system on numbers or an alternative vote system produced.
(iv) One nominee - the meeting recommended to vote against this proposal.
(v) Use of first/Christian names - the meeting recommended to object to this proposal.
(vi) Mayor as a Member of the Committee - the meeting recommended to agree to this proposal.
152. Staffing Meeting - The notes of a staffing meeting held on 16 July were circulated and noted.
153. Members’ Reports -
Heartlands - the Chairman advised the notes of Heartlands meeting reference Core Strategy/Substitution held on 16 July at the Ockment Centre were available in the Clerk’s office.
Dartmoor Railway - Councillor Ireland advised he, with Councillor Vachon, would attend a meeting with the Director of Dartmoor Railway to discuss a number of issues. It was further reported that the rail link to Exeter had been delayed until November/December due to clarification by the office of the Rail Regulator. Councillor Ireland concluded he had prepared a report for Councillor Mrs Marsh to submit to Devon County Council in support of the railway, that report based on his findings for the promotion of this service to Okehampton.
Room 13 - it was reported a new operative had been appointed to Room 13 and it was suggested she be invited to attend Council to explain their role, funding etc; Clerk to pursue.
Tourist Information Centre - Councillor Mrs Bickley reported the lease on these premises was due to expire, funding for the Tourist Information Centre was to be reduced with no formal notification from the Borough on the position, an update was requested.
Battle of the Bands - Councillor Ms Edwards reported very successful heats in the Charter Hall for this event with the final on 14 August in Simmons Park.
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 A Leech, 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.
154. Local Government Pay 2010/11 and 2011/12
155. Staff Structure
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 Raymond. .
Meeting closed at 9.45 pm.