Notice of a Meeting of the Finance & General Purposes Committee 26
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Didcot Town Council Notice of a meeting of the Finance & General Purposes Committee 26th September 2016 at 7.30pm All Saints Room, Civic Hall, Didcot Admission of the public and media The council welcomes members of the public to its meetings in accordance with the Public Bodies (Admission to Meeting) Act 1960. Reports and minutes We add reports and minutes to our website. Recording, photographs and filming The press or public may audio-record, photograph or film meetings, or report from the meeting using social media. As such members of the public may be recorded or photographed during the meeting. We ask that anyone wishing to record or photograph the meeting notifies the Town Clerk before the start of the meeting. Public participation The council welcomes the public’s involvement in meetings, which must be in accordance with our rules (Standing Order 12 on a matter before the Committee). At the relevant time during the meeting, the Chairman will invite members of the public to present their questions, statements or petitions. To find out about participation contact the Town Clerk. Phone: 01235ichard 812637 Chapman, Town Clerk Council Offices, Britwell Road www.didcot.gov.uk Didcot E-mail: [email protected] OX11 7HN Fax: 01235 512837 Agenda 1. To receive apologies 2. To receive declarations of interests. Members are reminded to declare any interests they may have on any item on this agenda in accordance with Didcot Town Council’s code of conduct. 3. To agree the minutes of the meeting held on 22nd August 2016 (minutes attached) 4. Questions on the minutes as to the progress of any item 5. To consider and agree grant aid applications (report attached) 6. To consider responding to a consultation on proposals for new Parliamentary constituency boundaries (report and appendices attached) 7. To consider responding to a consultation on proposals for the local government finance settlement 2017/18 (report and appendix attached) 8. To propose days for free Christmas parking in December (report attached) REPORTS FOR NOTING 9. To note the financial statements and budgets as at 31st August 2016 (report and appendices attached) 10. To note the CCTV monitoring report (report and appendix attached) Phone: 01235ichard 812637 Chapman, Town Clerk Council Offices, Britwell Road www.didcot.gov.uk Didcot E-mail: [email protected] OX11 7HN Fax: 01235 512837 EXCLUSION OF THE PRESS AND PUBLIC Pursuant to Section 1 of the Public Bodies [Admission to Meetings] Act 1960 the committee will be asked to exclude the press and public from the meeting on the grounds that publicity would be prejudicial to the public interest by reason of the confidential nature of the business to be transacted. 11. To consider Willowbrook Leisure Centre contract fee (restricted circulation) Kathy Fiander Town Clerk 20th September 2016 Voting committee members: Councillors Dr S Clarke (Chairman) Mr T Harbour (Vice Chairman) Ms J Billington Mr J Louth Mrs M Davies Mr B Shaw Mr A Dearlove Nominated substitute committee members: Councillors Mr T Bedford Dr A C Nash Mr B Cooper Dr J Nash Mr J Hart Mr A Thompson Mr R Milton-Eldridge Phone: 01235ichard 812637 Chapman, Town Clerk Council Offices, Britwell Road www.didcot.gov.uk Didcot E-mail: [email protected] OX11 7HN Fax: 01235 512837 This page is intentionally blank Phone: 01235ichard 812637 Chapman, Town Clerk Council Offices, Britwell Road www.didcot.gov.uk Didcot E-mail: [email protected] OX11 7HN Fax: 01235 512837 Agenda item 3 Didcot Town Council Finance and General Purposes Committee Monday 22nd August 2016 at 7.30pm Didcot Civic Hall Minutes Note: These minutes are subject to approval as a true and correct record by the next meeting of this committee. Present: Councillors: Dr S Clarke (Chairman) Mr B Service Mr A Dearlove Mr B Shaw Mr T Harbour Mr A Thompson (as substitute for Ms J Billington) Officer: Mrs K Fiander, Town Clerk Public participation None 128. Apologies Ms J Billington and Mrs M Davies tendered apologies. 129. Declarations of interests None. 130. Minutes of the meeting held on 25th July 2016 RESOLVED to agree as a correct record the minutes of the meeting on 25th July 2016 including the exempt minutes of the meeting and that the Chairman should sign them as such. 3-1 Agenda item 3 131. Questions on the minutes as to the progress of any item None 132. Grant aid application The Committee considered a grant aid application from Restore for £6304. In doing so, the Committee noted that there were 40 clients in Didcot, that Restore’s work extended beyond Didcot and that it was unclear if grant aid funding had also been sought from South Oxfordshire District Council and/or other parish councils. As such the Committee decided that it should make the same award as in previous years with an advice to Restore to seek match-funding from South Oxfordshire District Council and to also approach parish councils in support of its activities. The Town Clerk advised that she would ask the Committee to consider the grant aid policy at its next meeting to ascertain that it met the Council’s requirements for the provision of grant aid. She explained that the Council was awarding grant aid under section 137 of the Local Government Act 1972 as there was otherwise no specific legislation that permitted it unless the Council had the General Power of Competence. RESOLVED: to award £2300 to Restore. 133. Final costs for delivery of the Town Fayre The Committee considered the report that set out the final costs for the delivery of the Town Fayre. In response to a question, the Town Clerk advised that expenditure on staffing could have been better controlled had the project commenced earlier. Recognising that it was largely officers and councillors that ran the event supported by a small number of volunteers and that arranging such an event detracted from officers’ day jobs, it was considered that a different means of delivery should be debated in future. One proposal was that a voluntary group could take responsibility for its organisation and delivery overseen by the Mayor. The Committee offered its sincere thanks to those involved in organising the Town Fayre. RESOLVED: to note the report and to accommodate staff costs for the delivery of the event from the future projects budget. REPORT FOR NOTING 134. Financial statements and budgets as at 31st July 2016 The Committee considered the financial statements and budgets as at 31st July and noted the reports. 3-2 Agenda item 3 RECOMMENDATIONS TO COUNCIL 135. Amendments to the signatories on the bank mandate The Committee considered a report that sought to update the Council’s signing mandate with its bankers. RESOLVED: to RECOMMEND Council to update the banking arrangements to include on the bank mandate councillors from the Finance and General Purposes Committee who agree to become signatories. 136. Updates to the Council’s Financial Regulations The Committee considered a report that explained the two reasons for updating the Council’s Financial Regulations: these being the implementation of the Public Procurement Regulations in 2015 and an audit report that recommended changes to reflect that the Council made payments via internet banking. RESOLVED: to RECOMMEND to Council for approval the revised Financial Regulations subject to permitting the Town Clerk to make minor changes for accuracy beforehand. EXCLUSION OF THE PRESS AND PUBLIC 137. Exclusion of the press and public RESOLVED: pursuant to Section 1 of the Public Bodies [Admission to Meetings] Act 1960 to exclude the press and public from the meeting on the grounds that publicity would be prejudicial to the public interest by reason of the confidential nature of the business to be transacted. 138. Briefing paper on the Willowbrook Leisure Centre contract (restricted circulation) The Committee considered a confidential briefing paper on the terms of Willowbrook Leisure Centre contract. The Committee NOTED the report1. The meeting closed at 8.00pm Signed________________________________ Chair Date _____________ 1 There are no exempt minutes accompanying this minute. 3-3 Agenda item 3 This page is intentionally blank 3-4 Agenda item 5 Didcot Town Council Finance and General Purposes Committee 26th September 2016 Report author: Teresa Tye/ Kathy Fiander Grant Aid applications Introduction 1. The Committee is asked to consider the grant aid applications set out in this report. Recommendation 2. The Committee should consider the grant aid applications and agree an amount to award if the Committee decides to fund the applications. Background 3. Didcot Town Council has a policy of providing grant funding for organisations. 4. The following applications are summarised below for consideration. a) Homestart Date received: 16th August 2016 Amount: £3,332 Application summary: Weekly support group for first time parents, based at the Ladygrove Children’s Centre. The group helps parents make new friends, offer play opportunities etc. Previous awards/ £900 31.03.2014 applications in the current £500 25.05.2013 and the preceding 2 financial years: Supporting documentation Application form and supporting held in the office: information as required Council Offices, Britwell Road Phone: 01235 812637 Didcot www.didcot.gov.uk OX11 7HN E-mail: [email protected] Fax: 01235 512837 5-1 Agenda item 5 b) Didcot Events Date received: 19th September 2016 Amount: £9,000 Application summary: To provide an outdoor firework event organised by the community for the community. Previous awards/ None applications in the current and the preceding