Minutes Town Council Policy and Resources Committee - Monday 28 February 2011
Minutes Town Council Policy and Resources Committee - Monday 28 February 2011
Wednesday, 06 April 2011 11:47
Minutes of the Okehampton Town Council Policy and Resources Committee Meeting held on Monday 28 February 2011 in the Council Chamber, Town Hall, Okehampton at 7.00 pm
Council Members Present:
Councillor Mrs M McDonald (Chair)
Councillor A Raymond (Vice Chair)
Councillor M Davies
Councillor P Vachon
Councillor M Morse (Town Mayor)
Councillor Mrs K Bickley (Chair, Planning)
Councillor A Leech (Chair, Property)
Councillor Mrs C Marsh (Acting Chair, Parks)
Other Members Present: Councillor K Ball
In Attendance: D Bent (Town Clerk)
Members stood for a moment of silence in respect of former Mayor of Okehampton, Mrs Mary Vick, who had recently died.
Declarations of Interest: Councillor Mrs Marsh declared an interest under agenda item 7.1 Meldon Viaduct Trust Company.
522. Apologies for Absence - An apology for absence was presented on behalf of Councillor Mrs D Smith.
523. Deferment of Business (for comment by the public) - There were no members of the public present.
524. Members’ Questions - Members questioned table layout in the Chamber, the Clerk advised the working party was looking at options for replacement furniture or amended layouts.
525. Minutes - The minutes of the Policy and Resources Committee meeting held on 31 January 2011 were approved and signed by the Chairman on the proposition of Councillor M Davies, seconded by Councillor A Leech.
526. Matters Arising -
526.1 Town Council Investments - Investment Policy - Members were asked to examine and endorse this policy document; on the proposition of Councillor Morse, seconded by Councillor Leech, resolved accordingly.
526.2 Investments - The Clerk advised the sum of £100,000 had been invested in enhanced fixed rate bonds for 12 months at a gross interest rate of 2.35%, it was noted there was sufficient liquidity within the Council’s funds to accommodate this investment; the Chair wished to thank the Clerk on his researches.
527. Finances - The financial report of the Council’s position at 31 December 2010 and 31 January 2011 was submitted to the meeting for examination and comment. Members questioned outstanding invoices and the Clerk advised invoices had been delayed due to the absence of Mrs White, but had since been despatched with minimal outstanding accounts. On the proposition of Councillor Leech, seconded by Councillor Davies, it was resolved the accounts be noted.
528. Grant Aid - Applications for financial assistance were presented from Meldon Viaduct Trust Company Ltd and Relate, Exeter and District. Members were advised that £1,108 remained in the account for the current financial year and an application from Get Changed Theatre Company was pending.
Members questioned the submission of an application from the Work Club in connection with the Polestar situation and a negative response was given, but noted as a possible application for the next meeting.
(i) Meldon Viaduct Trust - Councillor Mrs Marsh, as chair of this charity, requested withdrawal of the application for submission in the new financial year, proposed by Councillor Marsh, seconded by Councillor Vachon and resolved accordingly.
(ii) Relate, Exeter and District - Members acknowledged the role undertaken by this organisation, the work carried out in Okehampton which may be exacerbated by the Polestar situation and on the proposition of Councillor Mrs Bickley, subsequently amended by Councillor Vachon and seconded by Councillor Davies, it was resolved that a grant of £240 be awarded.
529. Okehampton Carnival - Endorsement was requested for the release of funds for this organisation, on the proposition of Councillor Mrs Marsh, seconded by Councillor Leech, resolved accordingly.
530. Town Mayor’s Allowance - The Clerk advised that budget provision for 2010/11 for the Mayor’s allowance was £2,000. In accordance with Council instruction he had paid £900 directly to Councillor Morse for expenses, had paid travelling expenses claims and met the cost of a number of tickets to functions. An analysis of expenditure totalling £1,574 was presented to the Committee for examination and comment.
The Chair explained the Committee wished to assess the level of expenditure by the Mayor and to prove the figures were acceptable. Members questioned level of expenditure on drinks and the public perception on this activity, it was suggested drinks be out of personal funds, but clarification was required. It was noted all events attended by the Mayor were official with Councillor Morse representing the town as Mayor. Questions were tabled on raffle tickets with the response this was a recycling operation to support local charities. Members questioned whether the Mayor had to account for this expenditure as Mayor’s allowance or expenses which had to be determined. It was noted all benefits in kind were taxable with drinks a benefit in kind plus clothing all taxable. The meeting examined the expenditure, questioned interpretation of expenses or allowances, the desire to establish guidelines or rules and on the proposition of Councillor Mrs McDonald, seconded by Councillor Mrs Marsh, it was resolved a working party be established to draw up rules/guidelines for an interpretation on Mayor’s expenses/allowances, the following Members to serve: Councillors Morse, Mrs Marsh, Mrs McDonald. It was noted other local authorities were reducing civic expenditure including the removal of formal dinners which remained an option for this Council.
531. Emergency Planning Committee - The Clerk reported a working party of Council appointed to assess the Polestar situation had recommended the appointment of an Emergency Planning Committee working to a template devised by Devon County Council in the event of a real emergency. Members endorsed this initiative and on the proposition of Councillor Leech, seconded by Councillor Davies, it was resolved an Emergency Committee be appointed with the option to call a meeting immediately to address any emergency in the town. The Committee be appointed at the AGM, headed by the Mayor and to meet when necessary, it was further agreed an initial meeting be held on Thursday 10 March comprising the following Members: Chairs of Standing Committees plus Councillors Ball and Davies.
532. Devon Association of Local Councils - Members received an invitation to attend a conference at Exeter on 15 March 2011 entitled, ‘Making it work locally,’ Councillors Morse and Mrs Marsh agreed to attend.
533. Northern Parishes Link Committee - Members noted the next meeting due on 10 March 2011 at Cookworthy Forest Centre near Halwill Junction.
534. Members’ Reports -
(i) DAPC - Councillor Morse referred to his attendance at the sub-committee meeting held on 17 February 2011 at which the selling of forests was discussed plus the Localism Bill and the situation relating to the Audit Commission.
(ii) Devon Heartlands - Councillor Mrs Bickley reported the Young Foundation would be assessing the work of Heartlands through interview of the town’s representatives.
(iii) Okehampton College - Councillor Leech advised federation was under discussion and further reported on the opening of the new Skills Centre.
535. Website - The Clerk reported on the history of this website including cost at £2,500, training plus problems endured in downloading information. He reported the site had been hacked on 24 December 2010 and eventually reinstated on 18 January 2011, but a damaged site with much information removed. He said the site had been hacked again on 23 February 2011 without protection and questioned the support offered by the Twisted Tree Company, servers or hosting companies. He concluded M Jones had not undertaken back-up exercise nor restored the website as instructed despite payment for this work.
Members were disappointed on this situation, discussed the mechanics of the website, importance of back-up plus a secure system. On the proposition of Councillor Vachon, seconded by Councillor Mrs Marsh, it was resolved further researches be carried out by Members with a proposal submitted to the next meeting on a way forward with regard to a new website (Councillor K Ball to discuss with Clerk on options).
Meeting closed 8.40 pm.
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Councillor Mrs M McDonald
Chairman