Minutes Town Council Policy and Resources Committee - Tuesday 28th November 2011
Minutes Town Council Policy and Resources Committee - Tuesday 28th November 2011
Wednesday, 11 January 2012 12:36
Minutes of the Okehampton Town Council Policy and Resources Committee Meeting held on Monday 28 November 2011 in the Council Chamber, Town Hall, Okehampton at 8.35 pm
Council Members Present: Councillor M Davies (Chair)
Councillor Mrs K Bickley (Vice Chair)
Councillor K Ball
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)
341. Apologies for Absence - An apology for absence was presented on behalf of Councillor D Weekes.
342. Deferment of Business (for comment by the public) - There were no members of the public present.
343. Members’ Questions - Councillor T Cummings questioned procedure for grant aid for the Foodbank. He was advised a written application was required, Clerk to forward.
344. Minutes - The minutes of the Policy and Resources Committee meeting held on 24 October 2011 were approved and signed by the Chairman on the proposition of Councillor K Ball, seconded by Councillor Mrs M McDonald.
345. Matters Arising -
345.1 Minute 274.2 Farmers’ Market Association Rent Payments - The Mayor commented that a newspaper article relating to rents had a positive effect on trading; noted.
346. Finances - The Clerk submitted the Council’s financial position as at 31 October 2011 identifying receipts and payments with detailed analysis of income and expenditure plus balance sheets and outstanding debtors. Members noted minimal debtors, a clean set of accounts and wished to compliment the office staff for their efforts. On the proposition of Councillor Leech, seconded by Councillor Mrs McDonald, it was resolved the accounts be noted.
347. Internal Audit Interim Report October 2011 - This report identified no issues with the exception of health and safety risk assessments to which the Clerk advised D Whitfield had undertaken a range of these exercises in accordance with the request; noted.
348. Grant Aid - Applications were received from the following organisations. Prior to examination, the Clerk reported £5,500 remained in this budget allocation.
(i) West Devon Citizens Advice Bureau - Members expressed concern that the wrong application forms had been used and were not supported by policy documents identifying a maximum grant payment of £500. The meeting acknowledged the role of the Citizens Advice Bureau in Okehampton, its current status assisting high unemployed numbers and recommended greater contribution in succeeding financial years to support the Bureau. It was noted that as the lowest tier of local government, this Council was being obliged to absorb the expenses passed down from higher authorities with a wish that these organisations be informed. On the proposition of the Chairman it was resolved the correct application form and policy documentation be forwarded to the applicant.
(ii) St John Ambulance Okehampton Branch - Members expressed the same concern over the grant application form used and asked that the policy document plus correct form be forwarded to this organisation.
(iii) Wren Music Trust - An application to purchase equipment to support a growing community programme was presented. On the proposition of Councillor Ball, seconded by Councillor Mrs Bickley, it was resolved a grant of £400 be awarded. Councillor Leech wished his abstention be recorded.
349. St James’ Chapel - The Committee was asked to endorse release of the Council’s contribution to this church in the sum of £500. On the proposition of Councillor Leech, seconded by Councillor Ball, resolved accordingly.
350. London 2012 Olympic Torch Relay - Members were asked to note this event in Okehampton on Monday 21 May 2012 and to consider actions to celebrate. The Clerk advised a meeting of affected communities had been called for Monday 5 December 2011 at Kilworthy Park, Tavistock. It was agreed Councillor Davies and Councillor Cummings attend and report back for further discussion at the next meeting.
351. Simmons Park Car Park - Councillor Marsh asked Members to consider the introduction of possible free parking after 3.00 pm in Simmons Park car park. She interpreted this as a gesture to traders and shoppers to assist the economic position of the town. Members asked for projected loss of income, questioned different reactions from different sections of the community and traders and timescale. On the proposition of Councillor Marsh, seconded by Councillor Leech and following amendment, it was resolved free parking from 3.00 pm be allowed in Simmons Park car park with immediate effect until 31 December with the request that a number of small independent traders be asked to monitor their takings (Councillors Bickley, Ball to administer).
NB Councillor Mrs Marsh agreed to undertake the management of this operation through the Borough Council office.
352. Members’ Reports -
(i) Link Committee - no report.
(ii) DAPC - no report.
(iii) Liaison - due to be held on 5 December 2011.
(iv) Heartlands - due to held on 7 December 2011.
(v) Okehampton College - Councillor Leech reported a community board would be established and interested parties including sixth form students and volunteers would be approached to become governors.
(vi) Room 13 - Councillor Marsh reported an increase in youngsters needing support and counselling through the services of Room 13 which was proving very successful. It was further reported M Stride had visited New Life church as an alternative student base.
(vii) CAB - Councillor Stockwell reported on a very successful street collection in Tavistock and Okehampton.
(viii) Fairtrade - no report.
(ix) Community Transport - no report.
Meeting closed 9.40 pm.
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Councillor M Davies
Chair