Minutes Town Council Policy and Resources Committee - Tuesday 26th September 2011
Minutes Town Council Policy and Resources Committee - Tuesday 26th September 2011
Sunday, 30 October 2011 21:00
Minutes of the Okehampton Town Council Policy and Resources Committee Meeting
held on Monday 26 September 2011 in the Council Chamber, Town Hall, Okehampton at 7.00 pm
Council Members Present: Councillor M Davies (Chair)
Councillor T Cummings
Councillor Mrs C Marsh
Councillor Mrs M McDonald (Town Mayor)
Councillor P Vachon (Chair, Planning)
Councillor A Leech (Chair, Property)
Other Members Present: Councillor J Stockwell
In Attendance: D Bent (Town Clerk)
Declarations of Interest: Members declared interests as below:
Councillor Mrs C Marsh - agenda item 8 Okehampton TIC;
Councillor M Davies - agenda item 7.1 Grant Aid Home Start.
233. Apologies for Absence - Apologies for absence were presented on behalf of Councillors K Ball, Mrs K Bickley and D Weekes.
234. Deferment of Business (for comment by the public) - There were no members of the public present.
235. Members’ Questions -
Website - Councillor Leech expressed disappointment and personal embarrassment the website was not showing correct and current information and questioned the position with rebuilding. Following discussion and on his proposition, seconded by Councillor Mrs McDonald, it was resolved to ask Councillor Ball to clarify the position with a request it be rectified or closed down with a sign, ‘site under reconstruction’; report to be submitted to the next meeting.
236. Minutes - The minutes of the Policy and Resources Committee meeting held on 30 August 2011 were approved and signed by the Chairman on the proposition of Councillor A Leech, seconded by Councillor Mrs M McDonald.
237. Matters Arising -
237 .1 Okehampton Battle of the Bands - The Chair advised he, together with the Vice Chair and Clerk, would meet representatives of this organisation on 17 October to discuss grant aid and report back.
238. Finances - The Clerk submitted the Council’s financial position as at 31 August 2011, identifying receipts and payments with detailed analysis of income and expenditure plus balance sheet. He explained previously acknowledged debtors had been resolved. On the proposition of Councillor Marsh, seconded by Councillor McDonald, it was resolved the accounts be noted.
239. Grant Aid -
(i) Home Start - the Clerk advised this organisation had withdrawn its application; noted.
(ii) Okehampton Business Improvement District Association - an application was submitted for funds towards joint investment for local improvements in order to enhance the trading environment of Okehampton. The mechanics of the bid and operation were explained, identifying the mutual benefit to the business community and residents with overall costs. The Committee acknowledged this initiative and effort to support the town’s commerce and on the proposition of Councillor Marsh, seconded by Councillor McDonald, it was resolved a grant of £500 be made.
(iii) Royal British Legion - Councillor Mrs M McDonald declared an interest. An application to hire the Charter Hall for fundraising in connection with the British Legion Big Breakfast on 12 November was presented. Members acknowledged aborted efforts for fundraising towards the Poppy Party and on the proposition of Councillor Leech, seconded by Councillor Marsh, it was resolved hire of the Charter Hall be free, representing £35 grant; the Legion to be advised the Council would offer financial support during the year in connection with any other exercise.
240. Okehampton Tourist Information Centre - The Clerk advised Council made budget provision of £1,500 as a contribution towards the TIC costs. An extract of the Centre’s budget and costs, together with statistics, was presented and noted. Members accepted this as an essential service to Okehampton and surrounds and on the proposition of Councillor Leech, seconded by Councillor Cummings, it was resolved the Council’s contribution of £1,500 be released.
241. Audit Commission Auditor’s Certificate - The Clerk reported receipt of the completed certificate from the External Auditor without recommendation. He advised he had to display a notice of conclusion of audit and right to inspect the annual return; noted.
242. Internal Audit - Members were asked to consider the appointment of K Abraham as the Council’s Internal Auditor for a further five year term; the Clerk advised the fees would be approximately £700 per annum. Members noted the professionalism of this accountant, advices offered and service to Okehampton with his knowledge of the Council’s accountancy system and on the proposition of Councillor Cummings, seconded by Councillor Leech, it was resolved his contract be renewed for a further five year period on the terms above.
243. Financial Standing Orders - The Chairman reported the Council’s Standing Orders had been reviewed and amended and invited the Committee to assess the Financial Standing Orders. It was agreed the following Members be appointed as a working party to undertake this exercise: Councillors Davies, McDonald, Cummings with the Clerk.
244. Citizens Advice Bureau Funding - Councillor Leech reported, arising from Okehampton Works week, the CAB manager reported a shortfall of funding from Devon County Council due to cuts. He explained the CAB was desperately required during Okehampton’s turmoil with unemployment and asked that the Council lobby the County Council to reinstate funding for the CAB operation in Okehampton. Councillor Marsh advised the County was examining alternative structures for funding including the CAB. Members noted the County were due to hold a round of meetings with representatives across the county to make further cuts in the County’s operations at which this question could be asked. Councillor Marsh concurred that Devon County Councillors shared the concerns of communities regarding CAB and confirmed cuts would not be made without consulting County Members. On the proposition of Councillor Leech, seconded by Councillor McDonald, it was resolved a letter be forwarded to the leader of the County expressing this Council’s concerns over reduced funding to the CAB operation in Okehampton; copy to Chief Executive Officer and Councillor Marsh.
245. Grant Aid Application for Funding - Photovoltaic Systems and CCTV - Councillor Leech referenced budget provision for professional fees and sought authority from the Committee to appoint an agent to undertake this research. He explained an application for planning permission for photovoltaic panels on the civic building roofs had been submitted by the Property Committee and understood there was funding in the private sector for this type of work. It was agreed to defer this item to part two of the Council as quotations and companies would be mentioned.
246. Okehampton Farmers’ Market Association - A letter from this association referred to difficulties experienced by the Farmers’ Market in Okehampton and a request for a rent reduction for pitches whilst attending. A financial report submitted from the association identified income and expenditure for the year, referenced a £2 + VAT rent or licence to the Town Council and a further £5 rent to Okehampton United Ecclesiastical Charity. It was noted the licence was set at a low level to assist this market, grants had been paid plus the cost of pitches provided by the Borough, however Members were keen to support the Farmers’ Market and considered a rent reduction or holiday. On the proposition of Councillor Marsh, seconded by Councillor Leech, it was resolved this item be deferred until the next meeting subject to the rent question clarification from the Charity (Clerk to discuss with S Cook).
247. Members’ Reports -
(i) Link Committee - Councillor Marsh advised the structure of the Link Committees was being examined with discussion points rather than agendas, the option of a parish or town clerk to be paid to undertake the lead role and support these Link Committees with a Borough or County Officer linking with the higher authority. She explained these proposals were in line with the Localism Bill and gave an example of £1 per elector to open doors for match funding for other grant and financial support for parish councils. She made further reference to the Localism Bill and devolving powers to parishes with more feedback awaited from the Super Link Committee.
(ii) DAPC - Councillor Morse no report.
(iii) Liaison - Councillor Davies explained poor presence with topics discussed as ongoing projects eg Mill site, Clapps Wood, dog fouling, recycling and fly tipping, grass cutting, weed spraying and car parking strategy. The Clerk advised he, together with the Town Mayor, would attend a meeting with the CEO of West Devon to assess and examine the role of the Liaison Committee as part of the overall links operation.
(iv) Heartlands - No report.
(v) Okehampton College - No report.
(vi) Room 13 - Councillor Marsh no report.
(vii) CAB - Councillor Stockwell reported a meeting would be held on 19 October at Tavistock.
(viii) Fairtrade - No report.
(ix) Community Transport - Vacant; this vacancy to be appointed at Council.
248. WDBC Accommodation - Councillor Leech reported a Latvian boy had been discovered living in woods and he, with the Borough Council, was looking to find accommodation, work, funds and food for him. He explained the Borough was attempting to fund repatriation to Latvia and Councillor Davies advised the Foodbank had cash to buy food and he would become involved and address the problem
Meeting closed 8.15 pm. ___________________ Councillor M Davies Chairman