Minutes of a meeting of the FINANCE AND GENERAL PURPOSES COMMITTEE held in the Council Chamber, Drake Road, Tavistock on TUESDAY the 26th day of MAY 2009 at 7. 15p.m.

Present: Cllr H Smith   Chair
Cllr Mrs Govier   Mayor
Cllr M Harper
Cllr I Jennings
Cllr Mrs A Johnson   
Cllr Mrs J Metcalf
Cllr B Trew   Chair Properties
Cllr D Whitcomb  D Mayor

In Attendance:  Town Clerk 
Works Superintendent 
One member of the press 
One member of the public

024.  APOLOGIES
There were apologies for absence from Cllr Mrs Ramsey and Cllr P Sanders.

025.   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.

026.   MINUTES
The Minutes of the Meeting of the Committee held on 28th April 2009, previously circulated and adopted by Council on 5th May 2009, were confirmed as a true record and signed by the Chairman.  0

027. MATTERS ARISING

028.  MEETING OF THE PROPERTIES COMMITTEE HELD EARLIER THAT EVENING
The Chairman of Properties informed Members that his Committee had discussed two items that might later have a financial interest, the disposal of commercial waste and the concept of a BMX track at Bannawell Street open space.

029.   MINUTES OF THE STAFFING SUB-COMMITTEE
Members noted the minutes of the meeting held on 6th May.  They wished to add one item to the draft Person Specification, it to be desirable to have experience in grants and grant funding.  The remainder of the minutes were RECOMMENDED nem con for adoption.

030.   MINUTES OF THE TaVi DEVELOPMENT FORUM
Members noted the minutes of the meeting held on 16th April 2009 and the Open Forum held on the 12th May 2009.  Cllr Mrs Johnson drew Members attention to the mention of over £20,000 available funds in item 6.

031.   MINUTES OF THE SOUTHERN PARISHES LINK COMMITTEE
Members noted the minutes of the meetings held on the 9th March and 22nd April 2009.

032.   NOTES OF A MEETING WITH THE CHAMBER OF COMMERCE
Members noted the record of a meeting held on the 2nd April 2009

033.   MINUTES OF THE CHAMBER OF COMMERCE
Members noted the minutes of the meeting held on 11th May 2009.  Cllr Mrs Johnson asked for a copy of the parking questionnaire being produced by the Chamber.

034.  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.       Noted that the final closedown of 2008/09 accounts would not be until the 28th May.  Members received a copy of the last financial year 2008/09 budget report.  There were sums of money committed to projects in the last financial year but not yet spent that Members RECOMMENDED be ‘rolled over’ into the next financial year.  They were:

      Project              Budget08/09           Spent 08/09          Roll-Over 09/10

1.  Town Signs          £10,000                    0                             £10,000

2.  Town Hall gents refurbishment £4,000    0                               £4,000

3.  Hanging Baskets £5,000                       0                               £5,000

4. Re-roofing project  £85,000               £363                              £84,637

5. TaVi Grant           £4,266                 £500                                £3,766

6.  Paths Maintenance Meadows £78,080  0                               £78,080

                                 £186,346            £863                            £185,483

c.  Grants.  Members received documentation from the Old Folks Rest Room committee as requested, including their accounts.  Direction was required on:

· Terms of Lease for the Archway building (Rental, length of tenure, repairing etc).

· Grant for up to £7,000 of building changes (Disabled toilet, kitchen).  Any grant to offset rental.

(1).  Our surveyors had reported that we could get a commercial rental of up to £5,400 for the Archway building.  Members were reminded that Council policy was to charge market rental and if appropriate give a grant to offset the rent.  A 6-year lease with rent reviews at the 3-year point was suggested.  The age of the building precluded a fully repairing lease so tenant would be liable for internal repairs and decorations only, with a contribution to the insurance premium of £100 a year. 

(2).  A joint letter from the Tamar Valley AONB manager and the WDBC Tourism manager was tabled, expressing interest in their taking the Archway building as a Visitor Orientation centre/Tourist Information Centre.  Members debated the idea, but felt that after talking with the Old Folks Rest Room committee for so long this felt like ‘gazumphing’.  Cllr Whitcomb felt the matter was two edged; we had to fly the flag for Tavistock and tourism yet had to look after the old people.  The Tamar valley offer should have come to the Council months ago.  It was then RECOMMENDED nem con that we write to the Tamar Valley AONB noting their interest, but saying that the Archway building was earmarked for the Old Folks Rest Room, and if those negotiations fell apart then we would return to them. 

(3).  The Rest Room Committee had asked that any debate about them should be in private.  Members considered this request but decided against it, as in the light of the current expense scandal at Westminster they felt that all matters to do with grants and public money ought to be in the public domain.  Having noted the suggestions about rental and lease provisions from Drew Pearce, Members then RECOMMENDED by 6 votes for to one against that a market rental of £5,400 a year be charged, with a lease of 6 years and a 3 year rent review.  An insurance contribution of £100 a year should be charged, and the tenant made responsible for internal repairs and decoration.  

(4).  Members then debated the grant requests.  Cllr Whitcomb was against the Town Council paying for any major building changes.  Some Members felt the changes to be ‘gold plating’ the facility.  He was not convinced by the Rest Room claim that £6,100 of improvements would be left to the Council.  Cllr Trew thought that any grant should be judged by looking at the applicant’s own resources, and seeing if there was a need.  He felt the Rest Room accounts showed they had more than sufficient resources to fund their wants.  Cllr Harper quoted from the Rest Room’s constitution where it laid down that investments were available for future building works.  Members then RECOMMENDED by 6 votes for to one against that no grant be paid for building works. 

(5).  Members then debated what grant towards the rental might be paid.  They had agreed a rental of £5,400 a year.  Cllr Harper suggested that a grant be paid making up the difference between the Rest Room annual investment income and the rental.  That would be £1,900 a year.  Members then RECOMMENDED by 5 votes for, one against and one abstention that a grant of £1,900 a year be made to offset the rental.

d.  Accounts 2008/09.  We no longer had to include a ‘Statement of Internal Control’ in our accounts, but a ‘Statement of Corporate Governance’.   A first draft was received by Members, who RECOMMENDED nem con that it be accepted. 

e.  Internal Audit Reports.      Members received copies of the Internal Auditors reports on the Town Hall and Internal Controls.  They made the following RECOMMENDATIONS:

(1).   Town Hall.   They endorsed recommendations A and B.  They disagreed with recommendations C and E, and felt that recommendation D was already undertaken by the diary notes kept by the Clerk.  Recommendation F was not agreed as such, but it was felt that the Town Hall and Market Sub-Committee at its quarterly meetings should review the town hall performance after receiving more detailed reports from the Manager.

(2).  Internal Controls.   IA comments and Clerks responses noted.

035. 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 debtors to the Council.

036.   DEBTORS
Members received a list of all those who had a debt to the Council dating from earlier than the last quarter day.

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

038.  URGENT BUSINESS BROUGHT FORWARD AT THE DISCRETION OF THE CHAIRMAN.
The Chairman raised the subject of the co-option process, and it was agreed the 4 applicants should be invited to attend the next Council meeting to give a 3 minute presentation to the members, after which the Council would debate in private and then make a paper vote.

Rising 8. 40 p.m.

Signed………..………………….

Dated……………………………

 

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