Finance Minutes 29th January 2008
Minutes of a meeting of the FINANCE AND GENERAL PURPOSES COMMITTEE held in the Council Chamber, Drake Road, Tavistock on TUESDAY the 29th day of JANUARY 2008at 7 20 p.m.
Present:
Cllr H Smith Chair
Cllr Mrs M Govier Chair Properties
Cllr Harper
Cllr Mrs A Johnson Town Mayor
Cllr I C Jennings
Cllr Mrs J Metcalf
Cllr R Pike Dep Town Mayor
Cllr Mrs J Ramsey
Cllr P Sanders
Cllr W Sellis
Cllr D Whitcomb
In Attendance: Town Clerk
Works Superintendent
One member of the press
Cllr Connelly DCC
501. APOLOGIES
There were no apologies for absence.
502. MINUTES
The Minutes of the Meeting of the Committee held on 18th December 2007, previously circulated and adopted by Council on 8th January 2008 were confirmed as a true record and signed by the Chairman.
503. MATTERS ARISING
a. Grants. Minute 364.3. referred. Members noted a letter from Mr Taylor of Tavistock Forward asking them to re-consider the decision not to make a grant to Tavistock Forward of £5,000. The Chairman explained the background to the decision not to make this grant, as the application was vague about how the money would be spent. Members objected strongly to the assertion that the Town Council did not support local groups. This theme seemed to be repeated in other Minutes before them (Chamber of Commerce, Town Alive, TaVi). There were over 200 community groups in the Town and with limited public funds Members supported the most deserving and the newer groups to help them develop. Cllr Whitcomb explained that he had attended meetings of Tavistock Forward and that they had concerns that this was a heritage town, and they needed help to implement some of their projects such as a new bandstand, river lighting and signs.
b. Cllr Pike thought that most of the heritage in Tavistock was anyway under our management and maintenance. Members were wary of spending money on a new report. They agreed that historically communications with Tavistock Forward had not been good. On a proposition by Cllr Sellis Members then RECOMMENDED by 6 votes for with 2 abstentions that the Council stay with the original decision and not make the requested grant. However, we would write to Tavistock Forward thanking them for all the work they did for the Town, and asking them to forward details of any projects they had so that Members could consider them.
b. JobCentre. Members noted a letter concerning the closure of the local JobCentre. Cllr Mrs Govier explained that the closure date had been set as 28th February. After that date an ‘outreach’ service would be provided weekly or fortnightly. Office accommodation was being sought for this service.
504. MEETING OF THE PROPERTIES COMMITTEE HELD EARLIER THAT EVENING
The Chairman of Properties reported that no recommendations with a financial implication had been made.
505. MINUTES OF THE TaVi DEVELOPMENT FORUM
Members noted the minutes of the meetings held on 13th December and 20th December 2007.
506. MINUTES OF THE TAVISTOCK AND DISTRICT CHAMBER OF COMMERCE
Members noted the minutes of the meetings held on 3rd December and 7th January 2008. Members had liked the ‘name and shame’ poster concerning the contributions to the Christmas lights. The Mayor would have liked to see a list of attendees at the meeting on the minutes, and was disappointed that the late night shopping had not been more widely publicised.
507. MINUTES OF THE TOWN ALIVE REVISTED 2008 MEETING
Members noted the minutes of the meeting held on 29th November 2007. Cllr P Sanders was disappointed by the incorrect comments about the Town Council and Borough Council, and that these had not been rebutted at the time. For example the Lions had never asked for help with the Carnival, and even so the Guildhall Car Park had been closed for them at a cost to the Council.
508. MINUTES OF THE WEST DEVON/TAVISTOCK LIAISON MEETING
Members noted the minutes of the meeting held on 9th December 2007. Concerning TCL 17 they were concerned at the slowness of the Guildhall Square Toilets project, and asked that a letter be sent encouraging more rapid progress. Concerning TCL 19 they were again concerned at the slow progress of the alcohol ban, and that it had not yet gone out to public consultation.
509. MINUTES OF THE SOUTHERN PARISHES LINK COMMITTEE
Members noted the minutes of the meeting held on 6th December 2007.
510. 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 copies of the third quarter outturn by code and cost centre. Major budget variances were explained. Cllr Sanders asked if management accounts could be produced quarterly, and the Clerk attempted to explain the shortcomings of the ‘Omega’ accounts system in producing such reports. What Members had in front of them were the standard management reports. Alternative reports could only be produced by investing man-hours by qualified staff not currently available. Members raised the subject of the Internal Audit, and it was reported that a response to our last letter to Auditing Solutions of the 20th December and some later e-mails (last 22nd January) were still awaited. We awaited internal audit plans for 2008 and 2009, and their comments about the criticisms on the IA made by our external auditors. Members agreed their patience was ended, and RECOMMENDED that efforts be made to recruit alternative Internal Auditors forthwith. Contractual problems with Auditing Solutions would be sorted out at a later date. Members also asked if the budget for the Guildhall Square toilets project was still sufficient. We should inform the Borough council that the Town Council would consider capping any contribution at £50,000, being the agreed one third of the total originally tabled.
511. BUS PASSENGER BODY CONSULTATION
Members received a copy of a Dept of Transport consultation paper for perusal and comment if they felt it necessary.
512. URGENT BUSINESS BROUGHT FORWARD AT THE DISCRETION OF THE CHAIRMAN.
Rising 8. 20 p.m.
Signed………..………………….
Dated……………………………