Minutes Town Council Policy and Resources Committee - Monday 27 September 2010
Council Members Present:
Councillor Mrs M McDonald (Chair)
Councillor A Raymond (Vice Chair)
Councillor Mrs C Marsh
Councillor P Vachon
Councillor M Morse (Town Mayor)
Councillor Ms T Edwards (Chair, Parks)
Councillor A Leech (Chair, Property)
Other Members Present:
Councillor K Ball
Councillor M Davies
In Attendance:
D Bent (Town Clerk)
M Tucker (Wren Music)
249. Apologies for Absence - An apology for absence was presented on behalf of Councillor Mrs K Bickley.
250. Deferment of Business (for comment by the public) - There were no members of the public present.
251. Music Commission - Mrs M Tucker of Wren Music attended the meeting and explained Wren Music had been invited to create a music theme to be performed in 2012 embracing the Queen’s Diamond Jubilee and the Olympics. She explained a number of events would be held in Okehampton in the build-up to these events and the theme of the music to be composed would be ‘Music for the People’s Fireworks’ at twelve minutes long performed by community ensembles. She asked the Town Council to be the commissioning body without costs. On the proposition of Councillor Raymond, seconded by Councillor Mrs Marsh, Members resolved accordingly.
252. Members’ Questions - There were no questions from Members regarding the workings of the Committee.
253. Minutes - The minutes of the Policy and Resources Committee meeting held on 31 August 2010 were approved and signed on the proposition of Councillor A Leech, seconded by Councillor M Morse.
254. Matters Arising -
254.1 Twinning Link with a Ghana Township - The Clerk advised of minimal response from organisations approached in support of this link and it was agreed the Clerk pursue his invitations.
255. Finances - The financial report of the Council’s position as at 30 August 2010 was circulated. Members noted format, expenditure against budget, balances and outstanding debts list which the Clerk explained and advised he was pursuing specific debtors. A question was tabled over tennis courts expenditure/income and the Clerk explained that the balance situation on the new tennis court account within the Council’s figures was accurate and reflected available funds for this repairs fund. On the proposition of Councillor Leech, seconded by Councillor Ms Edwards, it was resolved the accounts be noted.
256. Grant Aid - Applications for financial assistance were received from the following organisations.
(i) Okehampton College Big Band - Councillors A Leech, A Raymond declared interest. An application sought funds towards the general costs of the Big Band summer tour to New York in the summer of 2011 with 29 members of the Band, but no specific sum requested. The Committee acknowledged the performance of this Band as a good ambassador for Okehampton and Devon and on the proposition of Councillor Vachon, seconded by Councillor Mrs Marsh, it was resolved a grant of £700 be awarded for the cost of performance venues and transport.
(ii) Rainbow Pre-School - This was deferred to the next meeting pending information.
(iii) Vitalise - This was deferred to the next meeting awaiting information.
(iv) Okehampton Beating the Bounds - An application was submitted for a contribution towards transport costs and lunch for 300 people taking part in this event. Members acknowledged the benefit derived from this marathon event and on the proposition of Councillor Leech, seconded by Councillor Raymond, it was resolved a grant of £300 be awarded.
(v) Okehampton Rugby Football Club - An application was submitted for a contribution towards new changing room facilities, floodlighting plus fencing at a cost of £40,000. It was established that approximately 200 children attended Sunday morning training with ages from 7 to adult feeding into 3 adult teams. However, it was agreed to ask the Rugby Club to identify a specific project accurately costed to the benefit of youngsters or education of the same.
(vi) 2443 Okehampton Squadron ATC - The Clerk advised he was currently researching the costs of street lighting and alternative lighting with representatives of the ATC and Army Training Corps, a report to be submitted to the next meeting following a site meeting with representatives from all organisations.
257. Devon County Council - Members were asked to note a public meeting presented by the leader of Devon County Council, J Hart, on public spending would be held on Thursday 25 November 2010 at 6.30 pm in the Charter Hall.
258. Devon Association of Local Councils - A newsletter highlighted the following topics: budget provision based on the comprehensive spending review, local council elections in 2011 - possible delay, internet banking and the future of cheques, the future of local council audits with the abolition of the Audit Commission and cutting red tape for summer fetes and road closures; noted.
NB Town Clerk to research and report following conference.
259. Members’ Reports - The following reports were submitted relating to Members’ attending other organisations on behalf of the Council.
(i) The Clerk/Councillor Mrs Marsh advised of attendance at the West Devon/Okehampton Consultative Liaison Group meeting held on 20 September. Topics included: town centre CCTV and a Mill Site update;
Clapps Wood opposite Somerfield, land purchase position;
mandatory discretionary services review by West Devon Borough Council currently ongoing on all departments with a level of financial reductions and serious challenges by that authority;
comprehensive spending review and its impact on the community;
Tourist Information Centre, evaluation of that service to Okehampton and Tavistock with alternative options and locations for the service;
waste management contract commencement 27 September 2010;
toilet contract, discussion relating to transfer of facility to Okehampton Town including the use of economies of scale by the Borough;
town manager effective role or R Plumb as the regeneration officer;
new primary school for Okehampton, update following meeting with County officers and no movement;
footpath for Fatherford railway bridge, County Council decision of no available funds.
(ii) Link Committee North - Councillor Mrs McDonald referred to her attendance at the Link Committee meeting held on 16 September at which the following topics were examined: new police inspector; crime statistics; new waste contract commencement 27 September 2010; budget scenarios DCC/WDBC approaching options - all subject to comprehensive spending review, service prioritisation following consultation exercise, Devon County Council may be commissioning body rather than service provider; winter maintenance task group with details of emergency planning conference; parish referendum, questions for parishes.
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.
Paragraph 5 - Information relating to any particular applicant for or recipient or former recipient of any financial assistance provided by the authority.
260. Staff Structure
261. TIC
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 M Morse.
Meeting closed at 8.20 pm.