Minutes Town Council Policy and Resources Committee - Monday 24th October 2011
Minutes Town Council Policy and Resources Committee - Monday 24th October 2011
Monday, 05 December 2011 10:18
Minutes of the Okehampton Town Council Policy and Resources Committee Meeting held on Monday 24 October 2011 in the Council Chamber, Town Hall, Okehampton at 7.00 pm
Council Members Present: Councillor Mrs K Bickley (Chair)
Councillor K Ball
Councillor T Cummings
Councillor Mrs C Marsh
Councillor Mrs M McDonald (Town Mayor)
Councillor A Leech (Chair, Property)
Councillor D Weekes (Chair, Parks)
Other Members Present: Councillor M Morse
Councillor J Stockwell
In Attendance: D Bent (Town Clerk)
270. Apologies for Absence - Apologies for absence were presented on behalf of Councillors M Davies and P Vachon.
271. Deferment of Business (for comment by the public) - There were no members of the public present.
272. Members’ Questions - There were no Members’ questions relating to the workings of the Committee.
273. Minutes - The minutes of the Policy and Resources Committee meeting held on 26 September 2011 were approved and signed by the Chairman on the proposition of Councillor A Leech, seconded by Councillor Mrs M McDonald.
274. Matters Arising -
274.1 Okehampton Battle of the Bands - A report of a meeting held with representatives of this group, the Mayor and Clerk was presented. It identified income and expenditure for 2009 showing a loss of £2,000, for 2010 the event showed a reduced loss of £500 resulting in a closing balance of £2,600 and for 2011 showed a profit of £3,700 with a closing balance of £6,000. The report stated the event had been re-branded with the heats in the Charter Hall and a finale in the park named ‘Party in the Park’, with projected shortfall against income of £1,200 for the 2012 event.
A question was raised on public liability insurance which regrettably had been omitted by the organisers, with a request the Council pursue this through its policies and re-charge. In conclusion the Battle of the Bands organisers requested £500 grant per annum plus free use of the Charter Hall and free provision of waste bins for the finale in the park.
Members acknowledged increasing balances, a re-branded event with new image appealing to a wider section of the community and noted it as an annual event in the town’s calendar. The Committee supported the new style event and on the proposition of Councillor Mrs Marsh, seconded by Councillor Weekes, it was resolved to add a specific sum in the budget for 2012/13 to include the above expenses, subject to annual submission for reassessment on a yearly basis and the Bands committee to arrange public liability themselves with no input from the Council.
274.2 Farmers’ Market Association Rent Payments - The Clerk reminded Members the Farmers’ Market paid £2 per stallholder per market as a licence and paid the sum of £5 per stall per market to the Ecclesiastical Church in rent; the market traders had requested a rent rebate. The Clerk reported the Church had granted a rent holiday for six months.
The Mayor advised it was the intention of the Farmers’ Market to attract new stalls with minimal rents whilst acknowledging tight margins and minimal profits. Members questioned the style and cost of advertising and promoting the Farmers’ Market with the suggestion that organisation re-assess their strategy. The meeting accepted the benefits of the market every third Saturday in the town centre and on the proposition of Councillor Mrs McDonald, seconded by Councillor Weekes, it was proposed that a six months rent licence holiday be granted, subject to review at the end of that period. Following a casting vote by the Chair, this proposition was lost.
Councillor Marsh asked that all ‘market’ trading in the town be examined and the Council’s market licence position be clarified; events to include Carnival, Edwardian Evening and any other events.
274.3 Citizens Advice Bureau Funding - The Chair advised that J Hart, County Leader, had been invited to comment on the reduction of funding for the Citizens Advice Bureau. A reply advised of a reduction of £14,000, £11,000 of which was a grant from the government department of business and was part of a national scheme to allow the Bureau to expand. He explained the £3,000 was a reduction in the grant made by the County Council and was part of that authority’s cuts. He concluded to say the County was heavily involved in the Okehampton Works initiative and were looking to attract more funding for this Bureau. Members referenced a meeting of the Okehampton Works initiative at which funding for Jobcentre or CAB was discussed without clarification and developments were awaited.
275. Finances - The Clerk submitted the Council’s financial position as at 30 September 2011 identifying receipts and payments with detailed analysis of income and expenditure plus balance sheet and outstanding debtors. On the proposition of Councillor Weekes, seconded by Councillor Leech, it was resolved the accounts be noted.
276. Grant Aid -
(i) Okehampton Fairtrade Group - An application was presented for funds towards the appointment of a third-world producer to speak at the College and at an open meeting in the town on the Fairtrade movement. Members noted their role in supporting Okehampton as a Fairtrade town and on the proposition of Councillor Leech, seconded by Councillor Mrs McDonald, it was resolved a grant of £100 be awarded.
(ii) The Two Moors Festival - An application was submitted which advised of a number of classical music concerts across Dartmoor including Okehampton and sought a grant towards the costs of promotion, costs of artists, travel, production, marketing etc. The meeting acknowledged the annual event was well supported, but questioned advertising and attendance by Okehampton people. On the proposition of Councillor Ball, seconded by Councillor Mrs McDonald, it was resolved a grant of £250 be made.
277. Okehampton Carnival - Members were asked to endorse the release of the Council’s contribution to the Carnival in the sum of £1,000; on the proposition of Councillor Weekes, seconded by Councillor Leech, resolved accordingly.
278. Okehampton Christmas Lights - A letter from the Chamber of Trade advised that organisation wished to purchase new Christmas lights in the sum of £11,847.49 including VAT and asked the Council to purchase the lights on their behalf which the Chamber would reimburse the Town Council with a net sum of £9,872.91. The Town Council would then have ownership of the lights and loan them back to the Chamber of Trade on an annual basis. A question was tabled relating to tenders for the purchase of these lights and a request to see documentation to satisfy audit purposes of the Town Council. On the proposition of Councillor Weekes, seconded by Councillor Mrs Marsh, it was resolved this cost be met, subject to re-charge without VAT to the Chamber and subject to the receipt of the above documentation.
279. The Localism Bill - A briefing paper from NALC was circulated which gave a current update on this Bill. The document referred to continual consultation with communities, abolition of the Code of Conduct, reform to the planning system, introduction of the general power of competence, control on excessive increase in council tax, community infrastructure levy, community right to challenge and community right to buy, regulation to reform existing parish poll legislation. Members noted the ongoing passage of this Bill through parliament due to be enacted in April 2012 and await developments on a changing document.
Councillor Leech questioned this Council’s position with regard to the Code of Conduct proposed by the Borough Council; Clerk to research.
280. Website - Members were asked to examine the Council’s website following major restructuring by Councillor K Ball. Following the meeting, Members attended the Committee Room, examined the site, wished to compliment and thank Councillor Ball on his work and achievements. He explained there were one or two operations to undertake to complete the exercise.
281. Members’ Reports -
(i) Link Committee - No report.
(ii) DAPC - Councillor Morse reported on his attendance at two events and offered documentation, Clerk to examine and submit relevant parts to Council.
(iii) Liaison - notes of the meeting held on 19 September 2011 were circulated having previously been submitted to this meeting. Arising therefrom: West Devon Voice - Councillor Leech questioned this Council’s position with the Borough through the Link Committee. It was established the Borough Council was undergoing metamorphosis through officer roles and was currently awaiting direction from Director level; developments were awaited.
(iv) Heartlands - Councillor Leech reported this was a poorly attended meeting with discussion on health care, religion, bus services, the position relating to Dartmoor Rail, community garden, boundary changes, master planning and empty shops.
(v) Okehampton College - Councillor Leech reported he had been asked to head up a community group, but was awaiting progress and was available for monitoring at the College subject to authority.
(vi) Room 13 - Councillor Leech reported these youngsters were keen to establish a Youth Council, it was agreed the Mayor attend to pursue.
(vii) CAB - Councillor Stockwell reported on his attendance at a meeting at which nine trustees were in attendance; the Chair wished to thank the Clerk and Councillor Leech for their efforts pursuing funds on the behalf of CAB. He explained the Bureau had other financial problems and are undertaking a fundraising exercise, street collection. He reported they had appointed a part-time legal aid person.
(viii) Fairtrade - Councillor Morse reported on his attendance at a Fairtrade meeting at which that organisation had asked to include the Fairtrade logo on Town Council paper. Members refused this request due to cost, but agreed to include it on the website.
(ix) Community Transport - no report.
Meeting closed 9.00 pm.
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Councillor Mrs K Bickley
Chair