Finance Minutes 22nd July 2008
Minutes of a meeting of the FINANCE AND GENERAL PURPOSES COMMITTEE held in the Council Chamber, Drake Road, Tavistock on TUESDAY the 22nd day of JULY 2008at 7. 18 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 Mrs Ramsey
Cllr P Sanders
Cllr D Whitcomb
In Attendance: Town Clerk
Works Superintendent
Cllr Connelly DCC
One member of the press
138. APOLOGIES
There were no apologies for absence.
139. 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.
140. MINUTES
The Minutes of the Meeting of the Committee held on 24th June 2008, previously circulated and adopted by Council on 1st July 2008, were confirmed as a true record and signed by the Chairman.
141. MATTERS ARISING
There were no such matters.
142. MEETING OF THE PROPERTIES COMMITTEE HELD EARLIER THAT EVENING
Cllr Mrs Sellis reported that the repairs to Drake’s Statue railings might cost £1,000, with repairs to the lights another £700. Members had asked that DCC accept full liability for the damage. Members felt that repairs should proceed quickly as the damage was an eyesore. Cllr Harper warned that by undertaking repairs the Town Council would be accepting liability. By 7 votes for and 2 against Members RECOMMENDED to go with the Properties Committee recommendation, that the railings be repaired to their original style. They asked that Mr Halliday of DCC Highways be invited to address the September Council meeting about the whole roundabout matter.
143. MINUTES OF THE STAFFING SUB-COMMITTEE
Members received the minutes of the meeting held on the 18th June 2008.
144. MINUTES OF THE WEST DEVON/TAVISTOCK CONSULTATIVE LIAISON GROUP
Members noted the minutes of the meeting held on the 11th June 2008. Cllr Mrs Johnson gave an update on the progress of the Guildhall Square toilets. Cllr P Sanders reported that the WDBC Planning and Licensing Committee had rejected the applications concerning the demolition of the Over 60’s Rest Room.
145. MINUTES OF THE G10 GROUP
Members noted the minutes of the meeting held on the 18th April 2008.
146. MINUTES OF THE TaVi DEVELOPMENT FORUM
Members noted the minutes of the meeting held on the 19th June 2008. They again commented on the use of abbreviations.
147. MINUTES OF THE CHAMBER OF COMMERCE
Members noted the minutes of the meeting held on the 7th July 2008. They noted that the Chamber was keen to see the Town Council represented by an elected Member rather than an officer. They felt that a senior officer ought to attend anyway, and deferred the selection of a councillor volunteer to the next Council meeting.
148. NOTES OF THE TAMAR VALLEY ‘INTERPRETING TAVISTOCK’ MEETING
Members noted the documents associated with the meeting held on the 10th June 2008.
149. 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 received the first print of a copy of the phased budget reporting system designed with RBS. They agreed that this should be tabled monthly, and additionally asked for a consolidated report by code.
150. AUDIT – USE OF RESOURCES
Members noted that the external auditors will wish to see statements from the Council concerning their use of resources. An updated copy of the last year’s statement was tabled for Members’ endorsement. They noted the first response.
“With the demise of Best Value on 30th June 2008 the Council no longer has such objective and target setting mechanisms. This is acknowledged and will be addressed.”
Members were given an extract of the old Best Value objectives. Cllr P Sanders agreed that the Council had no clear strategic objectives, and Council should approve short term, medium term and long term objectives. It was suggested that the various committees and sub-committees should undertake a period of debate and suggestions for such strategic objectives in their fields to go to Council. Members were also asked to forward to the Clerk any ideas they might have, recalling their election promises to electors for example. The Clerk would attempt to see what other similar councils had as objectives.
151. BROOK CAMPAIGN AND TOWN CENTRE CAMPAIGN
a. Members had been addressed by Mr Eadie of the Chamber of Commerce and the Brook Campaign before the last Council meeting. He had previously submitted a letter (28th May 2008) that had been debated at the May council meeting (Minute 049b refers). He had asked for:
(1). Endorsement of the ‘town centre’ campaign.
(2). Financial support of £4,000 to £5,000 (of a total budget of up to £20,000).
(3). The display of posters and banners on the Town Hall.
Members were advised that there seemed to be no financial power that allowed a parish or town council to contribute funds towards a planning objection or appeal process. However, the LGA ’72 s.144 (tourism) or s.137 (general support to the benefit of the electors) would seem to allow public money to go towards supporting the town centre campaign itself. Cllr Mrs Govier agreed that the Council could not be seen to support (or not support) superstore applications as the electors were split on the subject. Support for town centre shops was, however, another matter.
b. Cllr Smith thought the Town Council, as shop landlords, could run its own campaign to support town centre shops, but was reminded by Cllr Harper that support for the centre meant we did not support out of town shopping. Cllr P Sanders reported that he had received representations from traders out of town that they wanted a better retail ‘draw’ such as a superstore to help their trading. On a proposition by Cllr P Sanders it was then RECOMMENDED by 7 votes for and 1 against that we do not allocate money to the Brook Campaign at this time, as its aims were not in the interests of the whole town. Cllr Mrs Govier emphasised that we were not against the Chamber of Commerce, and that a meeting should be called to discuss how we could assist them; by better support for the Christmas lights for example. By 7 votes for and 1 against it was RECOMMENDED that the reply letter to the Chamber should make it clear that we had no powers to support the current campaign, but would wish to have an early meeting with them to discuss ways of investing Town Council money to help the promotion of the Parish of Tavistock.
152. PROPOSALS FOR A UNITARY DEVON
a. The Boundary Committee proposals for a unitary Devon were released on the 7th July. A copy had been forwarded to all Members shortly afterwards. Members have until the 25th September to comment on the proposal, which is for a unitary authority comprising the existing county of Devon, with no changes to Plymouth and Torbay. An alternative for comment is an Exeter and Exmouth unitary authority, with a unitary authority covering the remainder of the county, with no changes to Plymouth or Torbay. We had written to the CE WDBC asking him to provide us with a list of all assets and liabilities they owned in the Tavistock parish, and also in the local parishes that may end up 'clustered' under us. We had also asked DAPC to organise a rapid meeting of the 28 market and local town 'Community Board' hubs (Chairman and Clerks) so we can agree a 'one voice' negotiating stance with the DCC unitary planners. As soon as we get an indication of whom DCC thinks are the local cluster parishes we will organise a first meeting with their Chairmen and Clerks. Members agreed that all this needed to be done rapidly regardless of what comments Members may wish to make on the proposals, as we had to prepare for every eventuality. The Mayor had also called a Town Meeting on the 30th July to discuss the Boundary Committee report.
b. The Chairman gave Members a statement (copied at Annex B) defining his view of the way ahead. It was agreed that Members now had all of August to consider the matter and take views. They were reminded of the seven questions posed by the Boundary Committee in their Report (paragraph 4.33). The final debate could take place on the September 9th Council meeting, and any comments forwarded to the Boundary Committee thereafter.
153 TRAINING STRATEGY
Members were informed that we were building up our application for re-certification as a ‘Quality Council’. One of the new mandatory requirements involves the Council having a ‘Statement of Intent’ for training. Members endorsed the draft Statement tabled.
154. URGENT BUSINESS BROUGHT FORWARD AT THE DISCRETION OF THE CHAIRMAN.
Rising 8. 35 p.m.
Signed………..………………….
Dated……………………………