Minutes Town Council Policy and Resources Committee - Monday 20 December 2010
Minutes Town Council Policy and Resources Committee - Monday 20 December 2010
Wednesday, 06 April 2011 11:37
Minutes of the Okehampton Town Council Policy and Resources Committee Meeting held on Monday 20 December 2010 in the Council Chamber, Town Hall, Okehampton at 7.40 pm
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 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:
The following Members declared an interest on agenda items identified:
Councillor A Leech agenda item 10. Ockment Centre;
Councillor Mrs K Bickley agenda item 9.3 Grant Aid Chamber of Trade Christmas Lights.
393. Apologies for Absence - An apology for absence was presented on behalf of Councillor M Davies.
394. Deferment of Business (for comment by the public) - There were no members of the public present.
395. Members’ Questions - There were no questions from Members regarding the workings of the Committee.
396. Minutes - The minutes of the Policy and Resources Committee meetings held on 29 November and 6 December 2010 were approved and signed by the Chairman on the proposition of Councillor Mrs K Bickley, seconded by Councillor M Morse.
397. Matters Arising -
398. Finances - The Clerk submitted the financial report of the Council’s position as at 30 November 2010. He apologised for the omission of an outstanding debts list and advised that there were no long term debts, but would submit a list to the next meeting. Members questioned the level of debtors at -£9,303 on the balance sheet, questions were also raised regarding unpresented cheques for Twisted Tree Publications £600 and LCAS Seminar £60; Clerk to research and report at the next meeting and on the proposition of Councillor Mrs Bickley, seconded by Councillor Morse, it was resolved the accounts be noted.
399. Audit Commission - The Clerk submitted the completed annual return duly signed by the District Auditor. A copy of the Auditor’s certificate and opinion was circulated and the Clerk offered the following information.
a) Fidelity Guarantee - he explained this cover had been increased from £171,000 to £250,000, but as the Auditor had requested an increase to £338,000 costs would be researched and reported to a subsequent meeting.
b) Standing Orders and Financial Regulations - he explained in view of the raft of legislation emanating from the coalition government, standing orders would have to be amended to reflect this; he suggested a working party be formulated, on the proposition of the Chairman resolved accordingly.
c) Long-term Investments - the Clerk advised this investment would appear as a different entry in the Council’s balances, but would obviously remain part of the Council’s overall assets; noted.
400. Internal Audit - A report from the Council’s Internal Auditor following an interim visit in November was presented. Members noted the content, but questioned an apparent account payment back to front relating to a debtor; Clerk to research and clarify. Fidelity guarantee was acknowledged as a recommendation by the District Auditor endorsed by Mr Abraham. Health and safety and fire risk, the Clerk advised a fire risk assessment of the Council’s civic buildings would be undertaken and the staff were continuing to compile risk assessments for all operations.
401. Grant Aid - Applications for financial assistance were presented from the following organisations.
(i) Young Devon Young Carers’ Project - this application was re-submitted with information identifying funding from other town councils. The application clarified the organisation’s role and sought funding to organise transport costs for day trips for the group. Members acknowledged the benefit of this project to less fortunate families and on the proposition of Councillor Raymond, seconded by Councillor Mrs Marsh, it was resolved a grant of £500 be awarded.
(ii) 1st Okehampton Scout Group - An application from this group for funding towards the cost of a patrol tent, fly and ground sheets was submitted. Members recognised the role of the Scout movement, the high numbers attending 1st Okehampton Scout Group and on the proposition of Councillor Leech, seconded by Councillor Mrs Marsh, it was resolved a grant of £500 be awarded.
(iii) Okehampton and District Chamber of Trade Christmas Lights - The Chairman presented an application for a contribution towards provision of Christmas lights and repairs for the town centre. Discussion ensued on the spread of this grant to Red Lion Yard and the Arcade and concluded to be a Chamber issue and on the proposition of Councillor Mrs Marsh, seconded by Councillor Leech, it was resolved a grant of £700 be awarded towards the continuation of an impressive set of lights for Okehampton.
402. Ockment Community Centre - The Clerk advised Council had agreed to suppport the Ockment Centre at a level of £5,000 for three years, that agreement to expire at the end of the current financial year 2010/11. He reported he had invited the Manager to submit an application for funding to financially support the Centre.
A response from L Svensson (Centre Manager) acknowledged the assistance by the Council over three years, identified where the expenditure had been used and referenced an extensive list of groups and organisations which used the Centre plus an analysis of the support letters sent to the County during the period closure was threatened. Mrs Svensson offered to attend a meeting to discuss funding of the Centre with any researches for Council information.
Members acknowledged nil budget provision pending input for the financial year 2011/12 and on the proposition of Councillor Mrs Bickley, seconded by Councillor Morse, it was resolved to invite the Centre Manager, L Svensson, to the next meeting of the Committee to discuss funding for the Community Centre, further that a contingency sum of £5,000 be included in the budget.
403. Devon County Council Superannuation Scheme 2010 Actuarial Valuation - The Clerk reported on his attendance at the above valuation meeting and a précis of the same was circulated which advised the scheme was healthy with sufficient funds to meet its projected expenditure with minimal increase of employer contributions at 0.1% and no increase for employees; noted.
404. Fairtrade Status - A letter from C Higbee of the Fairtrade movement in Okehampton reported Okehampton had gained Fairtrade status and to celebrate this she requested the use of the logo on Council stationery or as an addition to the town sign. Members noted the Council did not have a Fairtrade policy in its use of Fairtrade products, held a sufficient supply of stationery with an order for new paperwork pending and on the proposition of Councillor Mrs Marsh, seconded by Councillor Leech, it was resolved it be not used on the stationery or the town sign, but attached to the website.
405. Decentralisation and Localism Bill - The clerk advised this Bill was published on 9 December 2010 and a précis of the document had been issued by NALC and would be circulated with Council papers for the January meeting. He invited Members to await developments on the implementation of this Bill and how it might affect this tier of local government.
406. Members’ Reports -
(i) Northern Parishes Link Committee - the minutes of the meeting held on 11 November 2010 were circulated and noted.
(ii) DALC - the contents of the November/December newsletter were noted.
(iii) Okehampton College - Councillor Leech (governor) explained parent governors were required for a one-year term, such term dictated by the College’s discussions on federation or academy status for the College; this was considered an initiative, but accepted may be a fait accompli. Councillor Leech referred to funding for inter-college sports activities etc and a u-turn by the government which funding was being considered currently. School meals were discussed with a low uptake by Okehampton people.
(iv) Dartmoor Rail - Councillor Ireland reported on a rail conference at the White Hart by the railway company, the Santa Specials and the grant awarded from Okehampton Charity to the DRSA for tools and equipment.
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 Raymond, seconded by Councillor P Vachon, 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 7 - Information relating to the business affairs of any particular person (other than the authority).
407. Mill Site
408. 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 M Morse, seconded by Councillor A Leech.
Meeting closed 10.05 pm.
_________________________
Councillor Mrs M McDonald
Chairman