Finance Minutes 26th February 2008
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 FEBRUARY 2008at 7 20 p.m.
Present: Cllr H Smith Chair
Cllr Mrs M Govier Chair Properties
Cllr Mrs A Johnson Town Mayor
Cllr Mrs J Metcalf
Cllr Mrs J Ramsey
Cllr P Sanders
Cllr W Sellis
Cllr D WhitcombIn Attendance: Town Clerk
One member of the press
Cllr Connelly DCC558. APOLOGIES
There were apologies for absence from Cllr I C Jennings, Cllr Harper and Cllr R Pike
559. MINUTES
The Minutes of the Meeting of the Committee held on 29th January 2008, previously circulated and adopted by Council on 5th February 2008, were confirmed as a true record and signed by the Chairman.
560. MATTERS ARISING
There were no such matters.
561. MEETING OF THE PROPERTIES COMMITTEE HELD EARLIER THAT EVENING
The Chairman of Properties reported that only one recommendation with a financial implication had been made, involving the way to take forward the Pixon Lane project. The new Depot build would be financed by the Council, and a smaller public car parking facility would be taken forward on a self-sustaining basis.
562. MINUTES OF THE STAFFING SUB-COMMITTEE
Members noted the minutes of the meeting held on 6th February 2008.
563. MINUTES OF THE TOWN ALIVE REVISTED 2008 MEETING
Members noted the minutes of the meeting held on 24th January 2008. The Mayor reported that plans for a Conservation Management Plan were in hand at a cost of £30,000 and when more details were known they would be presented to the Town Council. Cllr Sanders thought that the Town Council should have a view on the role of a town centre manager, and that both Tavistock Forward and the Chamber of Commerce seemed to support the post. The subject would be on a future agenda.
564. MINUTES OF THE TAVISTOCK FORWARD AGM
Members noted the minutes of the meeting held on 22nd January 2008. Cllr Whitcomb had attended the meeting, and he reported that it had been well attended. Cllr Mrs Govier had a copy of the Newton Abbot town plan (which would be distributed to members) and thought such a thing for Tavistock mighty be relevant. She believed that Okehampton had paid for planning consultants to produce their response to the Core Strategy Consultation. Cllr Ramsey thought all these minutes were signs of a ‘parallel universe’ as there were several organisations all dealing with similar matters. Cllr Mrs Govier spoke of the projects mentioned by Tavistock Forward that were already underway such as the lighting in the Meadows and signs, both of which were being taken forward as Town Council/Borough Council partnerships. It was agreed that Members going to such meetings should be prepared to pass on details of such achievements, and a resume would be circulated to all. Cllr Sanders said that he saw no agreed town strategy for the next 10 years, and so other groups dabbled in this in an uncoordinated way. The Council should formulate such a strategy, involving such things as the future of the Guildhall and the Auction Rooms.
565. MINUTES OF THE INTERPRETING TAVISTOCK MEETING
Members noted the minutes of the meeting held on 24th January 2008.
566. MINUTES OF THE G10 MEETING
Members noted the minutes of the meeting held on 25th January 2008. The Mayor had been present but was not listed on the minutes.
567. MINUTES OF THE CHAMBER OF COMMERCE AGM AND GENERAL MEETING
Members noted the minutes of the meetings held on 4th February 2008. They noted that the Chairman was to arrange a meeting with the Town Council. They asked that a letter be sent to him asking about with whom he wished to meet and what the agenda might be.
568. 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. Audit 2006/2007. Members noted that Grant Thornton had now ‘signed off’ the 2006/2007 accounts with an unqualified report. They had also ‘signed off’ the audit of the Best Value Performance Plan as being fully in accordance with the LGA ’99.
c. Internal Audit. Noted that in accord with the wishes of the last Committee meeting we had dispensed with the services of Auditing Solutions Ltd. We had written to a number of financial firms asking for expressions of interest in taking over the task. Two positive responses so far.
569. LOCAL SCHOOLS
Members noted the consultation document concerning a federation of St Rumon’s and St Peter’s schools and felt that individual members could respond as stakeholders if they wished. There would be no Council view.
570. HONOURED BURGESS BADGES
Members had asked for information about the production of ‘Honoured Burgess’ badges. Two sample designs were circulated, quoting for 25 badges as below:·
Option A. £480
Option B £687. 50p.
Members agreed that it was right to give the Burgesses some form of suitable insignia, and RECOMMENDED nem con that option A be ordered.
571. DEBTORS
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 financial matters.
b. The chairman had asked that the Committee be informed of those owing monies to the Council. A list of five such debtors was circulated. They RECOMMENDED that two late payers should be reminded of the terms of their lease, being quarterly in advance. They noted that one case was with the county court this month, and also RECOMMENDED that one long outstanding debtor be written to seeking a time limited solution to their debt, and reminding them that interest would be charged on the entire period.
c. Public Bodies (Admissions to Meetings) Act 1960
RESOLVED that the public and press be re-admitted to the Meeting.
572. URGENT BUSINESS BROUGHT FORWARD AT THE DISCRETION OF THE CHAIRMAN.
There was no such business.
Rising 8. 10 p.m.
Signed………..………………….
Dated……………………………