Minutes Town Council Policy and Resources Committee - Tuesday 31 August 2010
Council Members Present:
Councillor Mrs M McDonald (Chair)
Councillor A Raymond (Vice Chair)
Councillor Mrs C Marsh
Councillor P Vachon
Councillor Ms T Edwards (Chair, Parks)
Councillor Mrs K Bickley (Chair, Planning)
Councillor A Leech (Chair, Property)
Other Members Present:
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 A Raymond agenda item 8 Grant Aid (i) Okehampton College;
Councillor A Leech agenda item 8 Grant Aid (i) Okehampton College.
194. Apologies for Absence - Apologies for absence were presented on behalf of Councillors K Ball, M Davies and M Morse.
195. Deferment of Business (for comment by the public) - There were no members of the public present.
196. Members’ Questions - There were no questions from Members regarding the workings of the Committee.
197. Minutes - The minutes of the Policy and Resources Committee meeting held on 9 August 2010 were approved and signed on the proposition of Councillor A Leech, seconded by Councillor Ms T Edwards.
198. Matters Arising -
198.1 Twinning Link with a Ghana Township - The Chair advised a number of the town’s organisations had been approached and invited to attend an exploratory meeting to progress this twinning link, replies were awaited.
198.2 Okehampton Community Morning 3 July 2010 - Councillor Raymond expressed disappointment at the unpreparedness of the Council for this event and suggested banners, digital photographs, display boards, pictures, signs be purchased to allow the Council to attend such events. The Chair advised of no budget provision, acknowledged some equipment held in the Town Hall and invited Members to work on this project; the exercise to produce documentation identifying the Council’s role and responsibilities in written form with a clear promotion of the same, what the Council pays for and its sources of income. Councillor Vachon acknowledged the Archives Group was utilising this system for their information and on the proposition of the Chairman it was resolved that a working party be formed to progress this initiative, the following Members to serve: Councillors Vachon, Raymond, Mrs McDonald, with a report submitted to a subsequent meeting.
199. Destination Okehampton - The notes of the working party meeting held on 11 August, as endorsed by the Planning Committee, were submitted for financial considerations relating to the appointment of a Town Manager; it was agreed this item be taken in part two.
200. Finances - The financial report of the Council’s position at 31 July 2010 was circulated. Members noted format, expenditure against budget, balances and outstanding debts list which the Clerk confirmed he had settled. On the proposition of Councillor Leech, seconded by Councillor Ms T Edwards, it was resolved the accounts be noted.
201. Grant Aid - Applications for financial assistance were received from the following organisations.
(i) New Life Church - the Chairman presented an application for further funding towards Refresh Community Café (being constructed adjacent to New Life Church). She explained £400 was awarded in 2008 and a further contribution was requested following presentation at Council in July. Members acknowledged the role of the café for College pupils and on the proposition of Councillor Mrs Bickley, seconded by Councillor Leech, it was resolved a grant of £500 be awarded.
(ii) Okehampton Excelsior Silver Band - an application was presented from the band for a contribution towards the costs of accommodation and entertainment for the Stadtgarde Wesseling Band on its visit to Okehampton in October. Members were reluctant to meet these expenses, acknowledged previous support to the band and on the proposition of Councillor Mrs Marsh, seconded by Councillor Mrs Bickley, it was resolved not to make a grant and to advise the band of the Council’s continuing support for its activities for purchase of equipment etc.
202. Financial Contribution - A request for a financial contribution towards Okehampton Beating the Bounds was submitted. Members requested the completion of a grant form with information for further consideration.
2443 Okehampton Squadron ATC street lighting - a request from this organisation sought funding for the provision of street lights on the access road to the training centre. The Chairman referenced her involvement with the cadets and suggested there may be funds from Wessex Military towards this scheme and agreed to pursue; Clerk/Chair to submit a report to the next meeting.
203. Devon Association of Local Councils - The Chair advised the AGM of this association will take place on 25 September in Exeter with Councillor Morse appointed as this Council’s representative. The Chair also referred to ‘Empowering Communities in Devon, a Local Perspective’ to be held at the Ockment Centre on 15 October; the Mayor to attend along with a second representative.
204. Members’ Reports - The following reports were submitted relating to Members’ attending other organisations on behalf of the Council.
(i) West Devon/Okehampton Consultative Liaison Group - the minutes of the meeting held on 7 June 2010 were circulated and noted.
West Devon Consultative Liaison Group meeting 20 September - the Clerk sought topics for discussion at this meeting as below:
(a) government cuts
(b) WDBC clarification on mandatory/discretionary expenditure
(c) localism - interpretation relating to community groups involvement including Town Council eg TIC
(d) waste management and contracts (educating public)
(e) public conveniences
(f) Town Manager - effectiveness of post.
(ii) Room 13 - Councillor Mrs Bickley commented on a county-wide consultation on the youth service provided by that authority and advised she would research papers and report back to a subsequent meeting.
205. Banking Details - Members were asked to endorse the following signatories on the Council’s banking account: Councillors Mrs McDonald, Morse, Leech, Mrs Bickley, Weekes, Mrs Marsh. On the proposition of Councillor Raymond, seconded by Councillor Leech, resolved accordingly.
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 Ms T Edwards, 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.
206. Staff Structure
207. Town Manager
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 Ms T Edwards, seconded by Councillor Mrs K Bickley.
Meeting closed at 9.15 pm.