Minutes of a meeting of the FINANCE AND GENERAL PURPOSES COMMITTEE held in the Council Chamber, Drake Road, Tavistock on TUESDAY the 25th day of NOVEMBER 2008at 7. 15p.m.

Present: Cllr H Smith   Chair
Cllr Mrs M Govier  Deputy Mayor
Cllr Mrs D Sellis   Chair Properties
Cllr M Harper
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

442.  APOLOGIES
There were apologies for absence from Cllr Jennings and Cllr Mrs Ramsey.

443.   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.

444.   MINUTES

The Minutes of the Meeting of the Committee held on 28th October 2008, previously circulated and adopted by Council on 4th November 2008, were confirmed as a true record and signed by the Chairman. 

445. MATTERS ARISING
There were no such matters.

446.  MEETING OF THE PROPERTIES COMMITTEE HELD EARLIER THAT EVENING

a.   The Chairman of Properties reported on the discussions concerning the Pixon Lane car park project.  They had recommended a daily charge of £1.50p to attract users, even though the break-even charge seemed to be above £2.75p per day.  The difference would be a subsidy from the Council to improve parking in the town generally, and they had voted to endorse this.  The Committee had concerns about the Livestock market getting free use of the Pixon Lane car park on 20 market days.  They had voted to return to the negotiations on that matter. 

b.   Cllr Sanders felt that the Council had already agreed terms for the Market lease, and wondered if they could now be changed.  So far as the letter from the Robey trust was concerned he felt that the Properties Committee had missed the point about tractors iron wheels damaging tarmac.   He and Cllr Harper were unhappy with the Council subsidising the car park charge, and felt that such sums might be better spent on hiring more Civilian Enforcement Officers to properly police parking in the town.   Cllr Pike reminded Members that Pixon Lane was some way out of town, and a low charge would be needed to attract users.  Perhaps car parks should be looked at as a whole?  Cllr Sanders reminded Members that annual maintenance charges for the new car park would also have to be paid for by the Council.  The subsidy would be at last £37,000 a year after year 3, and that was 9% of the precept

c. Cllr Mrs Govier wondered if the idea of a multi-story car park in Bedford Car Park and the Wharf could be looked at again?   From the public benches Cllr Connelly reminded Members that a second or multi-story car park in the Bedford Car Park had been raised many years ago.  A series of meetings took place with WDBC Officers and intensive options pursued, however the major obstacles were identified as:

(1).  Costs given as millions rather than thousands, and this could only be resourced by organisations such as NCP.  They would only consider this on a reasonable payback period based on useage, and this could not be evidenced.

(2).  The Town Council were told that even if this was financially viable it would most likely be rejected on environmental grounds.

It was then the view of WDBC and the Parking Focus Group that such a project was far too expensive to be viable. 

d.   Members were told that the next step in the Pixon Lane project would be a final topographical survey, and they were asked for confirmation that this could go ahead.  Members RECOMMENDED that full council should discuss the matter further, and any commitment of ratepayers’ money should only come from that meeting.

447.   MINUTES OF THE FORWARD PLANNING, POLICY AND PROGRAMME SUB-COMMITTEE
Members endorsed the minutes of the meeting held on 11th November 2008.  They RECOMMENDED nem con that the precept for 2009/2010 be set at £418,200. 

448.   MINUTES OF THE WEST DEVON/TAVISTOCK CONSULTATIVE LIAISON GROUP
Members noted the minutes of the meeting held on the 24th September 2008

449.   MINUTES OF THE DAPC AGM

Members noted the minutes of the meeting held on 27th September 2008

450.  MINUTES OF THE TOWNSCAPE HERITAGE PARTNERSHIP
Members noted the minutes of the meeting held on the 12th November 2008.  Concerning minute 4.9 they were concerned that the specific mention of removing cars from the Guildhall Square and Bank Street car parks was removed, it seemed that a general wish to keep the change in the plan was still there.  Cllr Mrs Govier was worried that no Town Council officers were on the Committee, and Cllr Mrs Johnson was our sole representative.  Members then RECOMMENDED that the Committee Chairman be asked to appoint the Works Superintendent and Clerk to that committee.  Cllr Sanders was concerned at the pressure on the Council to commit and approve finances for the project, all in such a short time and mainly by e-mail.  Cllr Mrs Johnson said that this was because the stage 1 bid (for £30,000 to fund stage 2) had to be into the Heritage Lottery Fund by the 30th November.   Members were generally concerned at the tone of the report, and its criticism of the town Council.  They felt that members of the public still did not realise the implications of the report’s suggestions. 

Cllr Mrs Govier left the meeting.

451.   MINUTES OF THE TaVi DEVELOPMENT FORUM
}Members noted the minutes of the meetings held on the 16th October 2008 and 13th November 2008.

452.   MINUTES OF THE TAVISTOCK PARKING FOCUS GROUP
Members noted the minutes of the meeting held on the 11th November 2008.  Concerning item 7, Cllr Sellis said that the taxi drivers supported the nearby church café, and that stricter parking enforcement ought to be moderated with common sense.

453.   MINUTES OF THE TAVISTOCK CHAMBER OF COMMERCE
Members noted the minutes of the meeting held on the 3rd November 2008.

454.  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 18th November.

455.  COMMUNITIES IN CONTROL
Noting that the Government had published a consultation paper on a revision of the Code Of Conduct Members received a copy of the paper and a NALC brief about it.  They noted that a Code for employees of local authorities, who were so far outside any such control, was being considered.  They were informed that the council employees had no objections to such a Code.  Members had no comments on the proposed Code.

456.   USE OF RESOURCES

a.   Members were again reminded that the last audit made 2 recommendations regarding objectives and monitoring against their performance.  The recommendations were:

Finding Recommendation

The Council has inadequate arrangements in place to enable members to effectively monitor and scrutinise performance. The Council should review its performance management system to ensure it is able to monitor and scrutinise performance against its strategic objectives.

The Council’s arrangements are inadequate for monitoring the quality of published performance information. Although the requirement to publish performance information was removed, the council did not provide data for 2007/08 to members and so monitoring could not be performed The Council should produce and monitor performance information and introduce adequate arrangements for the quality of the information produced.

Minutes 150 and 221 also referred.

b.   As a start Members had been asked to forward to the Clerk their ideas for short and long term objectives for the Council so that a system of monitoring performance against them could be implemented as the Auditors require.  No such visions had been forwarded, though Members all agreed that such strategic objectives were needed.  It was RECOMMENDED that a working group be set up to formulate such objectives and to suggest appropriate performance indicators.  The members of that Group to be deputed at full Council.   Noted that the auditors had offered to host a workshop for Members to assist in the areas of such strategic objective setting and subsequent management.

457.   INTERNAL AUDIT RECOMMENDATION

a. Members recalled that the Auditing Solutions report for 2007/08 had a recommendation R1 ‘that the Council should review the level at which formal tender action is required relaxing the adopted level to between £20,000 and £25,000, with a requirement for three or more quotes to be sought for expenditure above £5,000’.

b.  We replied that ‘Financial Standing Orders lay down a £5,000 or above starter for requiring 3 formal tenders (2.11.3.(i))’.  Members agreed with the Internal Audit recommendation, and RECOMMENDED that this Standing order be amended to ‘normally require 3 quotes for £5,000 or above, with formal tenders only if the contract will exceed £25,000’.

458.  URGENT BUSINESS BROUGHT FORWARD AT THE DISCRETION OF THE CHAIRMAN.
The Mayor reported on the plans for hosting the reciprocal visit from Pontivy in March.  We would accommodate 6 civic visitors in a local hotel, and meet them from the ferry on Thursday night.  They would be entertained until Saturday night by such things as visits to Morwellham and attendance at the Civic Ball.  The costs could be met from those already budgeted for hospitality and twinning. 

 

He reminded Members of the lavish hospitality that civic visitors to Pontivy were always given.   He would issue a formal invitation after the full Council meeting.

Rising 8. 20 p.m.

Signed………..………………….

Dated……………………………

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Town Council Offices Drake Road Tavistock Devon PL19 0AU