Arts and Grants Committee - 27th July 2009 - Agendas/Minutes

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Agenda (please note that documents and reports are not attached to the electronic agenda)

Minutes

DIDCOT TOWN COUNCIL, ARTS AND GRANTS COMMITTEE, MONDAY 27TH JULY 2009, CIVIC HALL, 7.30PM

Admission of the Public and Media

Members of the Public and Media are welcome to attend in accordance with the Public Bodies (Admission to Meeting) Act 1960 Section 1 extended by LGA 1972 Section 100.

Public Participation

Public Participation will be strictly in accordance with Standing Order No. 11.

AGENDA

1. Apologies

2. Declarations of Interests – Members are reminded to declare any personal or prejudicial interests on any item on this agenda in accordance with the Didcot Town Council’s code of conduct.

3. Minutes of the Meeting held on 1st June 2009 (not attached, sent out with Council agenda 8th June 2009).

4. Questions on the Minutes as to the progress of any item.

5. Didcot Arts Forum (attached)

(a) Minutes of the last DAF meeting
(b) Financial Statement
(c) Expenditure Forecast

6. Financial Statement

7. Grant Aid Applications

(a) Applicant: Didcot and District Citizens Advice Bureau (CAB)
Project Summary: Running costs of Didcot CAB for the financial year 2009/10
Power: Local Government Act 1972, section 142 (Power to assist voluntary organisations providing information and advice to individuals).

(b) Applicant: Didcot Townswomens Guild
Project Summary: Ongoing hire of Didcot Civic Hall
Power: Local Government (Miscellaneous Provisions) Act 1976, section 19 (Power to provide and equip premises for the use of clubs having athletic, social or recreational purposes).

(c) Applicant: Didcot Christmas Street Fair Committee
Project Summary: Didcot Christmas Street Fair 2009
Power: Local Government Act 1972, section 145 (Power to provide entertainment).

8. Didcot Film Project (verbal report to be given)

9. Correspondence

(a) Didcot Evening Women’s Institute
Letter of thanks for recent grant

(b) South Oxfordshire Ryder-Cheshire Volunteers
Letter of thanks for recent grant

(c) King Alfred Drive Community Centre
Letter of thanks for recent grant

(d) British & Didcot Pensioners Association
Notice that the association is to fold and gratitude for the financial support over the past years

(e) Cornerstone
Letter advising of South Oxfordshire District Council’s intention to create a new arts scheme to replace Live & Local and that they will be in touch with further details shortly

 

Dominic Stapleton
Town Clerk
22nd July 2009

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MINUTES

142. PRESENT

Councillors:

Officers:

The Committee observed a Minutes Silence in honour of Capt Daniel Shepherd who was based at Vauxhall Barracks and who had recently been killed whilst on active service in Afghanistan.

143. APOLOGIES

There were no apologies.

144. DECLARATIONS OF INTEREST

Members were reminded to declare any personal or prejudicial interests on any item on the agenda in accordance with the Council’s Code of Conduct.

(a) Councillor Mr T Harbour declared a personal interest in Minute 151 (c) the grant aid application for the Didcot Christmas Street Fair, as he is the Town Council’s representative on the Didcot Chamber of Commerce and the Street Fair Committee is a sub-committee of the Chamber.

(b) Councillor Mr A Thompson declared a personal interest in Minute 146 the DAF Minutes and financial statement as he is the Town Council’s representative on DAF.

145. MINUTES

RESOLVED that the minutes of the meeting held on 1st June 2009 be approved and signed as a true and correct record.

146. DIDCOT ARTS FORUM (DAF)

The Minutes of the DAF meeting 15th July 2009, financial statement and expenditure forecast were circulated to members. The DAF representatives had sent their apologies to the committee for not being in attendance.

NOTED

147. FINANCIAL STATEMENT

The financial statement for month 3 was circulated. It was noted that the £500 commitment allocated to Cost Centre 201, Budget Heading 2161 Grants under Specific Powers, is incorrect and the funds available were £2,000 and not £1,500.

Following a question it was explained that the budget heading 2164 Grant CAB was listed as £18,120 but that the actual cash element of this grant was £10,122 and that the remainder was the payment in kind for the achievable market value of the rental space that the CAB receive from the Town Council as listed under budget heading 1185 CAB Concessionary Office Space. They are listed together under one budget heading for accounting purposes and so as to give a true reflection of the Town Council’s financial contribution to the CAB.

NOTED

148. GRANT AID APPLICATIONS

(a) Didcot and District Citizens Advice Bureau (CAB)

Running costs of Didcot CAB for the financial year 2009/10

149. RESOLVED to adjourn the meeting and suspend Standing Orders to allow the manager of the Didcot CAB address the committee.

Ms J Abela Manager of Didcot CAB.

150. RESOLVED to reconvene the meeting and reinstate Standing Orders.

151. GRANT AID APPLICATIONS CONTINUED

(a) Didcot and District Citizens Advice Bureau (CAB)

Running costs of Didcot CAB for the financial year 2009/10

It was noted that under budget heading 2164 Grant CAB, £10,122 had been set aside to grant Didcot CAB. Councillor Mr B Cooper stated that in light of the work the CAB does for the people of Didcot, they should receive the full grant as budgeted.

It was highlighted that the CAB received proportionally far less funding from the majority of other Parish Councils. It was also noted that Didcot Town Council had pressures on its budget including a reduction in investment income.

It was proposed and seconded that Didcot Town Council grant aid the CAB £3,350, which equated to the total grants from the Parishes and Towns within the District for the 2008/09 financial year, plus a percentage increase on that figure.

A recorded vote was requested in accordance with Standing Order 8(b).

For: Councillors Mr T Harbour, Capt J Flood, Mr C Daukes, Mr W Service, Mrs M Flood and Mr A Thompson

Against: Councillor Mr B Cooper

RECOMMENDED that the Council grant aid a total of £3,350 towards the Didcot and District CAB as part of the cash element and in addition to the £7,998 the CAB receives in kind in the form of office space, towards the cost of running the CAB in Didcot.

Code 2164 – Local Government Act 1972, section 142 (Power to assist voluntary organisations providing information and advice to individuals).

RESOLVED that as the next meeting of the Council is not until 14th September 2009 and that the CAB had indicated they would like to receive the funding as soon as possible, that this matter is dealt with under Standing Order 36, the delegation of urgent and routine matters.

(b) Didcot Townswomens Guild

Hire of Didcot Civic Hall

RECOMMENDED that the Council grant aid £60 towards the hire of the Civic Hall for Didcot Townwomens Guild, to be paid directly to Didcot Civic Hall.

Code 2161 – Local Government (Miscellaneous Provisions) Act 1976, section 19 (Power to provide and equip premises for the use of clubs having athletic, social or recreational purposes).

(c) Didcot Christmas Street Fair Committee

Didcot Christmas Street Fair 2009

It was noted that the Deputy Town Clerk sits on the Street Fair Committee and does the publicity.

RECOMMENDED that the Council grant aids a total of £600 towards the Didcot Christmas Street Fair 2009, made up of £250 for the 12’x3’ advertising banners and £350 for the A3 posters publicising the event.

Code 2161 – Local Government Act 1972, section 145 (Power to provide entertainment).

152. DIDCOT FILM PROJECT

A verbal report was given on the Didcot Film Project. It was explained that the Council had leant the Didcot and District Archaeological Society (DDAS) six films which they in turn were looking to transfer to DVD and make a documentary about.

This matter had been considered at the last meeting of the Arts and Grants Committee on 1st June 2009 (Minute 52 refers) but the committee had declined the request for assistance from the DDAS. Originally the DDAS had approached the Council about getting support in applying for grants and sponsorship, with the Heritage Lottery Fund highlighted as a potential source. This matter had been referred back to the committee at the Council meeting on 8th June 2009 for reconsideration.

It was explained that there would be no direct financial cost to the Town Council at this time other than the time spent by the Deputy Town Clerk carrying out the further investigations.

RECOMMENDED that the Deputy Town Clerk further investigates potential funding for the Didcot Film Project in partnership with the DDAS.

153. CORRESPONDENCE

(a) Didcot Evening Women’s Institute
Letter of thanks for recent grant

NOTED

(b) South Oxfordshire Ryder-Cheshire Volunteers
Letter of thanks for recent grant

NOTED

(c) King Alfred Drive Community Centre
Letter of thanks for recent grant

NOTED

(d) British & Didcot Pensioners Association
Notice that the association is to fold and gratitude for the financial support over the past years

NOTED

(e) Cornerstone
Letter advising of South Oxfordshire District Council’s intention to create a new arts scheme to replace Live & Local and that they will be in touch with further details shortly

NOTED

The Meeting commenced at 7.30pm and closed at 8.40pm

 

Chair

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