Minutes of a meeting of the FINANCE AND GENERAL PURPOSES COMMITTEE held in the Council Chamber, Drake Road, Tavistock on TUESDAY the 16th day of DECEMBER 2008at 7. 15p.m.

Present: Cllr H Smith   Chair
Cllr B Trew    V Chair Properties
Cllr Mrs A Johnson   
Cllr Mrs J Metcalf
Cllr P Sanders
Cllr D Whitcomb

In Attendance:  Town Clerk 
Works Superintendent

491.  APOLOGIES
There were apologies for absence from Cllr Pike, Cllr Mrs Govier, Cllr Harper, Cllr Jennings and Cllr Mrs Ramsey.

492.   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.

493.   MINUTES
The Minutes of the Meeting of the Committee held on 25th November 2008, previously circulated and adopted by Council on 2nd December 2008, were confirmed as a true record and signed by the Chairman.

494. MATTERS ARISING
Minute 370c referred.  Members had asked the Clerk to contact planning experts to get quotes for representing the Council in any comments they may wish to make on the Core Strategy.  Members were given the result of this, seven experts having been contacted, three declining and four offering to represent the Council.  Members asked if the four respondents could be asked to come to give a short briefing to the Council without cost

495.  MEETING OF THE PROPERTIES COMMITTEE HELD EARLIER THAT EVENING
The Vice Chairman of Properties informed members that the net costs of the Pannier Market, a possible Easter fair and the use of car parking spaces by the police had all been debated at the meeting.

496.   MINUTES OF THE STAFFING SUB-COMMITTEE
Members noted the minutes of the meeting held on 26th November 2008. 

497.  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 10th December.  They asked for a note explaining possible underspends at the next meetingc.   Grants.

(1). The Crowndale Scheme had asked the Town Council to consider ways of financially assisting them to overcome a shortfall in their funding.  Members recalled that the Town Council had previously assisted with a £15,000 contribution to the Crowndale Recreational Association a few years ago.  The Football Federation funding of £1M for groundworks had proved not to be enough, and the lowest tender figure had overshot by £320,000.  They had pruned back on some vital items to try to get the cost down:

· Community Room   £40,000

· Shower System downgrade  £15,000

· Car parking    £30,000

(2).  The Project had written to the Council saying “We do appreciate this is a big ask for the Town Council and we are talking large sums.  We know that bids for support are numerous and budgets are ever tightening.  However this is a vital scheme and any assistance the Town Council could give at this stage would be enormously helpful and would make a really material difference.  The scheme we feel deserves it - a lot of people have worked very hard for a long time on this one”.  They wondered if Members would consider taking a loan to fund a large grant to perhaps fund one or more of the cut-backs listed above?

(3).  Cllr Sanders thought their contingency of only 2% was very low and could lead to trouble.  A shortfall of £350,000 in £930,000 meant there had been serious errors in the management of the project.  Some wondered if the dip in building trades due to the recession might allow them to get new, lower, tenders?   The Chairman wondered if Members might like to pick out one shortfall in the project and fund that?  Members noted that they represented the whole town, and wondered if everyone would get a benefit from such a large grant, especially as the community room was now cancelled.  Cllr Whitcomb reminded Members that we were a small council and they were asking for a very large grant.  He was against it.  Further debate was deferred to full council when all Members would have a chance to make recommendations.

 

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

a.  Public Bodies (Admission to Meetings) Act 1960
Pursuant to Section 1(2) of the Public Bodies (Admissions to Meetings) Act 1960 it was RESOLVED that, because of the confidential nature of the business to be transacted, the public and the press leave the meeting during consideration of tenancy matters.

b.   A list of 5 debtors to the Council was tabled.  Members noted that the debtor procedures were proceeding, and that legal action would be taken where necessary.

c.   Public Bodies (Admissions to Meetings) Act 1960

RESOLVED that the public and press be re-admitted to the Meeting.

Rising 7. 48 p.m.

Signed………..………………….

Dated……………………………

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