Minutes Town Council Policy and Resources Committee - Tuesday 26 May 2009
Committee Members Present:
Councillor C Hodgson (Chair)
Councillor M Morse (Vice Chair)
Councillor Mrs C Marsh
Councillor H A Pirwany
Councillor D Weekes (Mayor)
Councillor A Raymond (Chair, Parks)
Councillor Mrs M McDonald (Chair, Planning)
Councillor A Leech (Chair, Property)
Other Members Present:
In Attendance:
D Bent (Town Clerk)
27. Apologies for Absence - Apologies for absence were presented on behalf of Councillors Mrs K Bickley and C Letchford.
28. Deferment of Business (for comment by the public) - There were no members of the public present.
29. Members’ Questions - There were no questions from Members.
30. Minutes - The minutes of the Policy and Resources Committee meeting held on 27 April 2009 and the special meeting held on 27 April 2009 were approved and signed following the proposition of Councillor A Leech, seconded by Councillor A Raymond.
31. Matters Arising - There were no matters arising.
32. Finances - The Town Clerk advised that the financial report of the Council’s position as at 30 April 2009 had been completed at 25 May following the close down of the 2008/9 accounts by RBS Accountants which delayed this report. He advised that it would be submitted to the next P & R meeting; noted.
33. Grant Aid - Applications for financial assistance were presented from the following organisations:
(i) West Devon Junior Life Skills 2009 - Members acknowledged the benefit for youngsters in this event, noted attendance of children from Okehampton and the valuable learning experience and on the proposition of Councillor Mrs Marsh, seconded by Councillor Leech, it was resolved that a grant of £500 be awarded to this organisation.
(ii) Battle of the Bands - Members noted this as an event in the town’s calendar attracting many people, offering live music to the town. On the proposition of Councillor Mrs Marsh, seconded by Councillor Weekes, it was resolved that a grant of £600 be awarded towards the event.
(iii) Wren Music - Members received an application from this organisation for funding towards the Baring-Gould folk festival to be promoted in Okehampton for the coming year. Members were honoured that Okehampton had been selected for this event again, noted the projected costs and on the proposition of Councillor Morse, seconded by Councillor Leech, it was resolved that a grant of £390 be awarded to Wren Trust.
34. Mayoral Insignia for Male Consort - It was established that the Mayoress had a suitable chain and medallion when attending civic functions with the Mayor, however if the Consort was a male there was no medallion to identify his role as Consort. Members acknowledged the design of the Deputy Mayor’s medallion and agreed to research the production costs of a medallion bearing the coat of arms and the words, Okehampton Town Council as the Mayor’s Consort; a report to be submitted to a subsequent meeting of the Committee.
35. Equality and Human Rights Commission - Public Sector Duties - The Clerk advised that the forthcoming Equality Bill would harmonise existing three public sector duties into one equality duty to cover all seven equality strands: age, disability, gender, gender identity, race, religion or belief and sexual orientation, which charges were unlikely to come into force until the latter part of 2011. Members noted this official notification and awaited developments.
36. Insurance re Staffing Policies - The Clerk advised that he had been directed to review and update policies to be drawn into one document and reviewed regularly in the light of new guidance. He also advised that following a discussion with Councillor Letchford he had researched Ellis Wittam, a company which prepared a staff handbook embracing all the relevant policies for a local authority. The Clerk referred to a conversation with the Padstow Town Clerk and the benefits of this system.
Members acknowledged a number of policies held by the Council and a wish to update policy database with a preference for the Council to undertake this work in-house. The Chairman advised that he had asked the Clerk to prepare one document at a time for submission and endorsement by Council and on the proposition of the Chairman, seconded by Councillor Morse, it was resolved to undertake this exercise in-house as detailed above with annual leave policy submitted to the next meeting of this Committee.
37. Staffing Sub-Committee - The Chairman invited Members to consider the appointment of a Staffing Committee to address items as they arose during the year. Members envisaged difficulties with this process and preferred to elect a sub-committee as and when required; on the proposition of Councillor Raymond, seconded by Councillor Leech, resolved accordingly.
38. Members’ Reports -
(i) Devon Heartlands Community Forum - The Chairman advised of the availability of the minutes of the meeting held on 6 May 2009 in the Town Clerk’s office.
(ii) Okehampton College - Councillor Leech, as governor, referred to the College development plan, referenced the existing technology status and following update, extra specialism would deliver more funds. He explained the content of work required for minimum benefit following government directives. He further explained that the vocational training centre would not happen due to spiralling costs, but the College were still considering development of the Mill Site.
(iii) Councillor Marsh, as Room 13/Youth representative, advised of the work of Room 13 open seven days a week, taking youngsters on outings with involvement in the European Parliament election debate.
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 Leech, seconded by Councillor Mrs Marsh, 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.
39. Staffing Issues
It was resolved to come out of part 2, move back into part 1 and ratify all decisions taken in part 2.
Meeting closed 8.10 pm.