Finance Minutes 30th September 2008
Minutes of a meeting of the FINANCE AND GENERAL PURPOSES COMMITTEE held in the Council Chamber, Drake Road, Tavistock on TUESDAY the 30th day of SEPTEMBER 2008at 7. 20 p.m.
Present: Cllr H Smith Chair
Cllr Mrs D Sellis Chair Properties
Cllr Mrs M Govier Deputy Mayor
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
298. APOLOGIES
There were apologies for absence from Cllr M Harper.
299. 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.
300. STATEMENT OF ACCOUNTS 2007/2008
Mr Barry Morris and Peter Darlington of the auditors Grant Thornton were present to brief Members on the annual report on the 2007/2008 accounts. Members of the Properties Committee had been invited to stay to hear the brief, and to ask any questions they may have had. The auditors reported on unqualified financial accounts, but explained some weaknesses on the value for money audit involving the Councils lack of strategic objectives and the means to monitor achievement of such objectives. Cllr Sanders asked several questions about the urgency of rectifying the weaknesses, and the pensions fund shortfall. The revised accounts, auditors report and the draft Letter of Representation had been circulated, and Members RECOMMENDED their acceptance and RECOMMENDED nem con that the Mayor and Clerk be empowered to sign the amended documents.
There was a short break while the documents were so signed and passed to the auditors.
301. MINUTES
The Minutes of the Meeting of the Committee held on 2nd September 2008, previously circulated and adopted by Council on 9th September 2008, were confirmed as a true record and signed by the Chairman.
302. MATTERS ARISING
There were no such matters.
303. MEETING OF THE PROPERTIES COMMITTEE HELD EARLIER THAT EVENING
Cllr Mrs Sellis reported that her committee had recommended the repair of the Drakes statue railings all at DCC expense, and that further debate would take place about providing more dog bins. Cllr Sanders asked about the health risk of dog bins, the Duke Street fire precautions and the 5-yearly electrical testing programme.
Cllr Mrs Sellis left the meeting.
304. MINUTES OF THE STAFFING SUB COMMITTEE
Members endorsed without comment the minutes of the meeting held on the 17th September 2008.305.
MINUTES OF THE FORWARD PLANNING, POLICY AND PROGRAMME SUB-COMMITTEE
Cllr Sanders was concerned at the plans to spend more money on things like extra staff and an allowance for the Deputy Mayor, and the Council should be aware of the adverse PR in all this. Members then endorsed the minutes of the meeting held on 23rd September 2008.
306. NOTES OF THE TaVi DEVELOPMENT FORUM
Members noted the minutes of the meeting held on the 11th September 2008
307. 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 24th September.
308. ASSET REGISTERS
In preparing for any eventuality so far as the Boundary Review is concerned, we had been provided with a copy of the WDBC Asset Register regarding the Tavistock Area. The Mayor wished that information to be presented to this committee for possible comment. He reported on a meeting held with the Mayor of Okehampton and WDBC officers about which Borough assets could be taken over if the Unitary proposal was implemented. A number of errors on the schedule were noted, and clarification of the ownership of the Guildhall Square toilets was requested.
309. BEST VALUE REVIEWS
The report of the Best Value review into Playparks had been distributed separately. Members were asked to endorse the Action Plan and Recommendations at Part 8, and the Chairman went through all the recommendations. The final one (8.8) concerning short leads was felt to be unenforceable and was deleted.. It was RECOMMENDED that the remainder be accepted. It was noted that, in accordance with policy, reviews into our services would continue and we are now looking for members to form the review team into Democratic Processes, last done in 2001/2002. Cllr Smith volunteered, and the matter was deferred until full Council to allow others to put their names forward.
310. URGENT BUSINESS BROUGHT FORWARD AT THE DISCRETION OF THE CHAIRMAN.
There was no such business.Rising 8. 20 p.m.
Signed .. .
Dated