Minutes of a meeting of the FINANCE AND GENERAL PURPOSES COMMITTEE held in the Council Chamber, Drake Road, Tavistock on TUESDAY the 2nd day of SEPTEMBER 2008 at 7. 30 p.m.

Present:
Cllr H Smith   Chair
Cllr Mrs D Sellis          Chair Properties
Cllr Mrs M Govier         Deputy Mayor
Cllr M Harper
Cllr I C Jennings
Cllr Mrs A Johnson   
Cllr Mrs J Metcalf
Cllr R Pike    Mayor
Cllr P Sanders
Cllr D Whitcomb

In Attendance:             Town Clerk
Works Superintendent 
Cllr Connelly                DCC

211.  APOLOGIES
There were apologies for absence from Cllr Mrs Ramsey.

212.   DECLARATIONS OF INTEREST.
Councillors were reminded to declare any personal or prejudicial interest they may have in any item to be considered at the meeting.

213.   MINUTES
The Minutes of the Meeting of the Committee held on 22nd July 2008, previously circulated and adopted by Council on 29th July 2008, were confirmed as a true record and signed by the Chairman.

214. MATTERS ARISING
Minute 069 referred.  The Staffing Sub-Committee had recommended that in principle it should be restructured to include staff representatives as full members (except for matters that concerned individual members of staff).  The Chairman, Vice-Chairman and Town Clerk were to agree a process for appointing the actual representatives.  After discussions the staff side felt they would better be represented by two from each department - one manager and one 'worker'.   The following had been suggested, but Cllr Sanders made it clear that the matter had not been discussed further by the Sub-Committee.

Some Members had been concerned at the extra cost of bringing in staff outside their normal hours, and it had been estimated that staff costs could be £112 per hour for evening meetings.  Cllrs Harper and Sanders felt that staff who wished to come to committee meetings should come voluntarily with no pay.  Cllr Mrs Metcalf reminded members that borough councillors received cash allowances for attending meetings.  Cllr Mrs Govier proposed that staff should be paid or given TOIL for attending such meetings, but the motion was defeated by 4 votes to 3 with one abstention.

215.  MEETING OF THE PROPERTIES COMMITTEE HELD EARLIER THAT EVENING

a.   Cllr Mrs Sellis reported that her committee had recommended the purchase of a small van for the depot, a total of up to £4,000 with running costs.  After some debate about pro-rata running costs it was then RECOMMENDED nem con that the purchase be made.

b.   Some remedial work would be undertaken on the Pannier Market roof to make it more waterproof, but substantial expenditure might be required in the next few years.  Cllr Sanders thought that if major work was needed then a mezzanine floor might be incorporated to provide offices and shops for rental.  Members felt that the architectural integrity of the Market had to be kept.

c.   The lawyers fees for the Golf Club incurred in the ‘triangle’ licence negotiations were to be paid.

d.  The Pixon Lane car park project was to go forward to the next stage, public consultation.

Cllr Mrs Sellis left the meeting.

216.   MINUTES OF THE SOUTHERN PARISHES LINK COMMITTEE
Members noted the minutes of the meeting held on the 31st July 2008.

217.   NOTES OF THE TAMAR VALLEY ‘INTERPRETING TAVISTOCK’ MEETING
Members noted the documents associated with the meeting held on the 15th July. 2008.

218.   NOTES OF THE TAVISTOCK TOWNSCAPE HERITAGE PARTNERSHIP
Members noted the minutes of the meeting held on the 25th June. 2008.

219.  GENERAL FINANCE

a.   Accounts   Members considered the monthly accounts for submission to the next Council Meeting, a copy of which is at Annex A.  It was RECOMMENDED that they be passed for payment. 

b.   Outturn.       Members noted the phased budget reporting system print as at 26th August.

c.   Internal Audit Report

Members noted that Auditing Solutions (our previous internal auditors) had completed their work for FY 2007/08, and they received the final report.   The external auditors have this report, and have completed the main part of their audit.  We await their comments, and the first report from the new internal auditors.  Members commented upon the Income Tax problems.

220.   DEBTORS
The matter was deferred until later in the meeting.

221.   AUDIT – USE OF RESOURCES
Minute 150 referred.  All committees had been asked to debate and suggest to Council short, medium and long-term strategic objectives in their fields.  Examples from other large councils were tabled.  No further ‘visions’ were suggested.

222.   PROPOSALS FOR A UNITARY DEVON
Minute 152b referred.  The Clerk and Deputy Mayor had attended the first Community Board ‘hub council’ meeting at Exminster on 11th August, and Members received the notes.   We had written out to the parish councils that may form the Tavistock Community Board and suggested a meeting in September to make contact and discuss the whole matter.  That might not be possible due to full diaries.  WestDen were to host a public meeting on the 10th September at 7 pm in the Alexander Centre.  The matter of a Council policy concerning the Boundaries Committee proposals was deferred to full Council for debate.

223.   DIRECT ELECTIONS TO NATIONAL PARKS
A DEFRA consultation document had been circulated with comments required by 28th November 2008.  Broadly, Members had no comments but Cllr Sanders saw no advantage in direct elections and was concerned at the extra cost.

224.   COUNCILLORS INDEMNITY – CODE OF CONDUCT

NALC had asked Members views on a number of matters.

· Whether they favour a local determination regime over a national one.

· Whether or not they feel sufficiently informed (by the Standards Board, Monitoring Officers or other sources) about the new determination regime and its process.

· Whether or not town and parish councils are interested in indemnifying their members from legal costs arising from defending an allegation in respect of breaching the code. Parish councils may exercise the power to indemnify members (usually by taking out an insurance policy) under s. 101 of the LGA 2000 and the Local Authorities (Indemnities for Members and Officers) Order 2004. See the Legal Briefing L03 – 05 attached at Annex F for further information.

Members felt that local determination was now a fact, and that the system used by WDBC, South Hams and Teignbridge grouping together was a good way ahead.  Those who had seen the Standards Board DVD’s felt them to be worthwhile, and thought that a viewing session should be arranged.

225.   OLYMPIC SUCCESS

Members knew that Ms Heather Fell from Merrivale had gained a silver medal in the modern pentathlon.  The three chairman/mayors of Plasterdown Parish Council, West Devon Borough Council and Tavistock Town Council were planning to hold joint civic reception on the 11th September in the Town Hall, 1.00am until about 3.00pm.

226.  PUBLIC BODIES (ADMISSION TO MEETINGS) ACT 1960

Pursuant to Section 1(2) of the Public Bodies (Admissions to Meetings) Act 1960 and having regard to the confidential nature of the business to be discussed it was RESOLVED that the press/public be excluded from the Meeting for the following item of business relating to debtors and leases.

227.   DEBTORS
Minute 571 referred.  The chairman wished to be informed of those owing monies to the Council and a list was presented.  The matter had been deferred from earlier.  Members felt that one debtor was a ‘special case’ and directed that no action should be taken that might jeopardise the shop until the tenant had been invited to meet with the Deputy Town Clerk and Mayor to discuss repayment options.

228.   PUBLIC BODIES (ADMISSIONS TO MEETINGS) ACT 1960 RESOLVED that the public and press be re-admitted to the Meeting.

229.  URGENT BUSINESS BROUGHT FORWARD AT THE DISCRETION OF THE CHAIRMAN.

There was no such business.Rising 8. 50 p.m.

Signed………..………………….

Dated……………………………

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Town Council Offices Drake Road Tavistock Devon PL19 0AU