Agenda (Please note that reports are not attached to electronic agendas)
AGENDA, MEETING OF THE FINANCE & GENERAL PURPOSES COMMITTEE, 1ST MARCH 2010, 6.00PM
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
Public Participation
Public Participation will be in accordance with Standing Order No. 11
1. Apologies
2. Declarations of interests. Members are reminded to declare any personal or prejudicial interests they may have on any item on this agenda in accordance with Didcot Town Council’s code of conduct.
3. To receive the SOLL report for Willowbrook Leisure Centre – report attached.
4. To agree the Minutes of the Meeting held on 25th January 2010 (not attached, sent out with the Council agenda for 8th February 2010).
5. Questions on the Minutes as to the progress of any item.
6. Financial Statement – report attached.
7. Internal Audit Reports – report attached.
8. Civic Hall Project – report attached.
9. Land/Open Space Transfers with SODC – report attached.
10. Welcome Home Parade – report attached.
11. Registration of Land – report attached.
12. Didcot Dynamo – report attached.
13. Schedule of Meetings 2010/2011 – report attached.
14. Risk Assessment for 2009/2010 – report attached.
15. PCSO Quarter Three report 2009/2010 – report attached.
16. Correspondence.
a. Local Authority Publishing – Details of an official calendar at no cost (letter attached, the sample calendars will be available at the meeting)
Dominic Stapleton
Town Clerk
24th February 2010
Minutes
389. PRESENT
Councillors:
- Mr P Hayward (Chair)
- Mr R Hawlor (Vice-Chair)
- Mrs E Hards (for Mrs M Davies)
- Mr B Cooper
- Mrs L Hood
- Mr W Service (until item 397)
- Mr B Griffiths
- Capt J Flood (for Mrs J Murphy)
Officer:
- Mr D Stapleton (Town Clerk).
390. APOLOGIES
Councillors Mrs J Murphy (Personal) and Mrs M Davies (sick).
391. DECLARATIONS OF INTERESTS
Members were reminded to declare any personal or prejudicial interests they may have on any item on the agenda in accordance with Didcot Town Council’s code of conduct.
(a) Councillor Mr P Hayward declared a personal interest in item 392, Willowbrook Leisure Centre, as he is a Management Committee Member at Didcot Town Football Club (DTFC) and they have shared use of the centre and lease the land it is built on to the Town Council. Mr Hayward also declared a personal interest in item 396, Civic Hall Project, as he is a Town Council nominated member of the Civic Hall Management Committee.
(b) Councillor Capt J Flood declared a personal interest in item 396, Civic Hall Project, as he is a Town Council nominated member of the Civic Hall Management Committee.
(c) Councillor Mrs L Hood declared a personal interest in item 396, Civic Hall Project, as she is a Town Council nominated member of the Civic Hall Management Committee.
(d) Councillor Mrs E Hards declared a personal interest in item 392, Willowbrook Leisure Centre, as she is a member of SOLL. Mrs Hards also declared a personal and prejudicial interest in item 396, Civic Hall Project, as she is Chair of Trustees of the Didcot and District CAB who occupy some of the office space which is planned to be refurbished and redeveloped under the project.
392. RESOLVED that the meeting is adjourned for the next item.
SOLL WILLOWBROOK LEISURE CENTRE QUARTERLY REPORT
The quarterly monitoring report and the accounts for January 2010 were circulated and presented by Stuart Mundy, Leisure Centre Duty Manager and Wayne Hawkins, SOLL Contracts Manager.
There followed a question and answer session.
RESOLVED that the meeting is reconvened.
NOTED
393. MINUTES
RESOLVED that the minutes of the meetings held on 25th January 2010 are approved and signed as a true and correct record.
394. FINANCIAL STATEMENT
The following documents were circulated:
a. Detailed income and expenditure budget report as at 31st January 2010.
b. Financial Statement report for the Council as at 31st January 2010.
It was noted that budget 1124, subscriptions, was over spent and this was being investigated.
NOTED
395. INTERNAL AUDIT REPORTS – FEBRUARY 2010
Internal audit reports covering the following were circulated: Debtors and Creditors, Salaries and Wages, Income Procedures and Contracts and Tendering.
RECOMMENDED that the internal audit reports attached at appendix A (pdf) for Debtors and Creditors, Salaries and Wages, Income Procedures and Contracts and Tendering, for February 2010, and the actions and comments arising thereon are agreed.
Clerks Note: On Contracts and Tendering Report, page 5, under Boardwalk – line 8, Any organisation receiving a grant from TOE are required to pay 10% of the grant as an admin fee to release the actual grant. In this case, Didcot Town Council, paid £544 from its contribution to release £5,444 in grant.
Councillor Mrs E Hards left the meeting
396. CIVIC HALL PROJECT
An update report and the minutes from the following meetings were circulated:
a. Civic Hall Project Working Group, 3rd February 2010.
It was noted that borrowing approval for £.5m had been received for the current financial year and the remaining approvals would be granted in the next financial year up to the amount applied for £1.33m.
A draft letter had been agreed to be sent to SODC seeking either a grant or a loan in meeting the capital costs of the project. It was noted that any grant or loan was unlikely to cover the initial £.5m to be borrowed in the current financial year.
A letter had been received from the Citizens Advice Bureau (CAB) about concerns over the space allocated to them in option 2. The group had concerns over any further space being taken from the Town Council offices, who were also struggling for space, and that any further space may go over the budget. It was suggested that one option for the CAB would be to build a self contained building on spare land on the plot, subject to Town Council agreement and lease of land. Concerns were raised by the group over any hold up to the project which would not be acceptable.
RECOMMENDED that the CAB are not invited to return to the building following completion of the project due to the lack of available suitable accommodation but as an alternative, discussions are started over the provision of land to enable them to construct a suitable and appropriate self contained building.
In accordance with Standing Order 8(c), Councillor Mr B Cooper asked that it be recorded that although he voted against the above proposal as he disagreed with not inviting the CAB back, he was in favour of discussions starting over the provision of land.
b. Civic Hall Management Committee, 4th February 2010.
It was noted that the committee had decided, for practical, planning and health and safety reasons to close the hall for the duration of the project.
The Management Committee had resolved to approach the Town Council for financial assistance during the closure of the hall, as it was forecast that the hall expenditure during the expected closure for refurbishment would be £45,000 with no income. It was noted that the hall is budgeted to receive £30,000 in revenue grant from the Town Council in the next financial year, and that the hall has a repairs and renewals account which has funds of £13,000.
Concerns had been raised at the meeting over funding for the fixtures and fittings and the Civic Hall Working Group were to look into this matter at an appropriate meeting.
RECOMMENDED that the approach for financial assistance be noted until further details are known of the actual amounts involved.
(c) Civic Hall Project Working Group, 9th February 2010.
It was noted that verbal advice had been received from the internal auditor that every cost or appointment did not have to go through the tender process if they were advised by Sutton Griffin whom the Council had appointed following a tendering and appointment process. However, to ensure the Council was receiving best value, it was advisable to receive a number of quotes.
RECOMMENDED that as Sutton Griffin were appointed by Council, following a detailed appointment process, the requirement for contract and tendering of individual consultants and appointees under Financial Regulation 50 is waived, and appointments may be made by the Town Clerk following consultation with Sutton Griffin and the project working group, this recommendation excludes the main building contract which is to be dealt with under Financial Regulation 50.
It is further RECOMMENDED that, in addition to minute 473 of the minutes of 16th March 2009, Sutton Griffin are appointed for architectural services as detailed in their letter of 5th January 2010, ref 3667c1002.
Clerks Note: It was confirmed that the term “architectural services” include: concept and design development, technical design, production information and tender documentation/action, mobilisation and construction to practical completion and post practical completion.
(d) Civic Hall Project Working Group, 24th February 2010.
The topographical/building survey had started and the report was expected mid March.
An outline programme was circulated which showed a suitable date of closure for the Civic Hall of 1st July 2009, with work expected to start the end of July. It was planned to hold the July Council meeting (scheduled for 12th July) in the small hall as the last meeting prior to the work starting. It was noted that work on the Town Council offices/CAB would be in August at the earliest and this was to be passed to the CAB. The project was planned to finish late March/early April 2011.
It was explained that ideally the overwhelming majority of the project needs to be paid for and completed by 31st March 2011, to save the Council exceeding £1m income or expenditure figure for three consecutive years and moving into a more detailed, time consuming and expensive audit bracket.
It was agreed that an application to borrow the initial £.5m would be submitted to the PWLB with a borrow date of 22nd March 2010. It was explained that, ideally, the whole project, including the two floor building at the front and all fixtures and fittings would be met from the initial estimate of £1.33m.
Initial sketch plans had been produced which showed a two floor building at the front and space for a self contained building for the CAB. It also showed moving the offices of the Town Clerk and Civic Hall manager to more workable locations. It was noted that the plans were to be worked on further at the design stage/phase of the project.
Sutton Griffin was to check whether the main building works would fall within European Union regulations and laws for tendering.
NOTED
Councillor Mrs E Hards returned to the meeting.
397. LAND/OPEN SPACE TRANSFERS FROM SODC
It was reported that SODC had approached the Council asking whether it would wish to reinstate discussions about the transfer of land within Didcot to the Council. It was noted that negotiations had been discontinued by the Council in October 2007.
RECOMMENDED that discussions are reinstated on the transfer of SODC owned spaces/land within Didcot to the Council.
Councillor Mr B Service left the meeting
398. WELCOME HOME PARADE 11 EOD REGT
A welcome home parade had been proposed by 11 EOD Regt following their future return from Afghanistan. It was reported that a suitable date had been identified as Friday 16th April at 10am, with a rehearsal on Thursday 15th April. The parade route would be High Street/bus link road via Broadway to the Civic Hall for an inspection/medal ceremony and reception.
Clerks Note: The latest information is that the parade is planned to start at 12 noon on Friday 16th April 2010, subject to confirmation, with no rehearsal on Thursday 15th April.
RECOMMENDED that up to a maximum of £1100 be allocated from budget code 1235 (Civic Functions) to cover the cost of the parade.
399. REGISTRATION OF LAND
It was reported that there were a number of pieces of land that the Council own that are not registered with the Land Registry. The estimated cost to the Council of registration would be in the region of £210 to £410 depending upon the value of the land, there is a budget code 1158 for Legal and Professional fees that has available funding.
RECOMMENDED that all the Council’s land is registered with the Land Registry, with the cost being met from budget code 1158 (Legal and Professional fees).
400. DIDCOT DYNAMO - DELIVERY
The Didcot Dynamo is normally delivered by a local group, but this is to cease after the April 2010 issue. A letter was circulated detailing different options, including the Royal Mail, Probation Service Community Service and Private Leaflet Delivery.
It was noted that using the Royal Mail or Private Leaflet Delivery service would probably lead to a rise in costs.
RECOMMENDED that other local options such as those used for the Ladygrove Magazine are investigated.
401. SCHEDULE OF MEETINGS 2010/2011
It was explained that the following changes had been requested to the normal timetable for the schedule of meetings:
a. Annual Meeting of the Council on 10th May 2010 to start at 6pm to allow for a formal dinner following the election of a new Mayor.
b. The Council meeting in June 2010 is held on the 3rd Monday (21st June) instead of the 2nd Monday (14th June) as the Town Clerk has a long standing commitment on the 2nd Monday and a move to the 3rd Monday will also give more time for the preparation of the Annual Return which has to be signed off by Council by 30th June 2010. This date has been brought forward by the Audit Commission from 31st July in 2009.
RECOMMENDED that the attached Schedule of Meetings for 2010/2011 (appendix B), which includes a 6pm start for the 10th May 2010 Annual Meeting and the June 2010 Council meeting being on the 21st June 2010, be agreed.
402. RISK ASSESSMENT 2009/2010
A report was circulated advising that an annual assessment had been carried out on risks to the Council and that an action plan, which was circulated, relating to the medium and high risks had been drawn up.
In response to a question, it was confirmed that lone working would be added to the risk assessment for 2010/2011.
RECOMMENDED that the risk assessment and the subsequent action plan at appendix C for 2009/2010 is agreed.
403. PCSO MONITORING REPORT
The PCSO Key Performance Indicators summary report for quarter 3, covering October to December 2009, were circulated.
It was reported that during December the PCSOs had visited a number of vulnerable people. The question was raised at to the number of vulnerable people, which will be obtained and reported back.
NOTED
404. CORRESPONDENCE
a. A letter was circulated from Local Authority Publishing (who are responsible for the Towns street plan) about an Official Calendar at no production cost to the Council. The costs would be from advertising income by the company. The Council would be responsible for delivery and supplying the photographs for the calendar.
Following a lively discussion, members agreed that the Council should not proceed with an Official Calendar.
NOTED
The Meeting commenced at 6pm and closed at 8pm
Chair
