Meeting of the Finance & General Purposes Committee - 7th July 2008 - Minutes

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96. PRESENT

Councillors:

Officer:

97. ELECTION OF CHAIR FOR 2008/2009

There was one nomination, Mr P Hayward.

RESOLVED that Councillor Mr P Hayward serve as Chair for 2008/2009.

98. ELECTION OF VICE CHAIR

There was one nomination, Mrs S Crowther.

RESOLVED that Councillor Mrs S Crowther serves as Vice-Chair for 2008/2009.

99. APOLOGIES

Mr R Hawlor (Sick).

100. 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 P Hayward declared a personal interest in item 102 referring to Willowbrook Leisure Centre, as he is a Management Committee Member at Didcot Town Football Club and they have shared use of the centre and lease the land it is built on to the Town Council.

(b) Councillor W Service declared a personal interest in item 114 referring to the Traffic Advisory Group, as he is named in the report as a County Councillor who has shown an interest in joining the group.

101. RESOLVED that the meeting is adjourned for the next item.

102. SOLL WILLOWBROOK LEISURE CENTRE QUATERLY REPORT

The quarterly monitoring report, accounts figures doe year end 31st March 2008 and May 2008 were circulated and presented by Paul Bixley, Contracts Manager and Stuart Mundy, Leisure Centre Duty Manager.

It was noted that Styleacre had requested to use some of the facilities 2 days a wee, prior to the centre opening at 3pm, for recreational activities for adults with learning difficulties. Costings were to be provided by SOLL.

Following a question and answer session.

NOTED

103. RESOLVED that the meeting is reconvened.

104. RESOLVED that the meeting is adjourned for the next item.

105. PUBLIC PARTICIPATION - FLOODING ON LADYGROVE AND ABINGDON ROAD AREA

Mr Jose Brandao-Neto, a resident of Blackwater Way on Ladygrove addressed the committee on the problems of flooding of Blackwater Way and the nearby brook. He was concerned that a recent article in the Didcot Herald stated that Thames Water planned to clear drains in early 2009 but the matter needed to be brought up as a higher priority.

106. RESOLVED that the meeting is reconvened and agreed under Standing Order 11(b) (v) that the following item be dealt with next.

107. FLOODING ON LADYGROVE AND ABINGDON ROAD AREA

A report was circulated about further flooding problems on the Ladygrove Estate and Abingdon Road area. The concerns in minute 105 above were also noted.

RESOLVED that the Town Clerk is given delegated authority to respond to flooding/drains issues within the Town in pressing those authorities with the responsibility and resources for a solution.

108. MINUTES

RESOLVED that the minutes of the meeting held on 17th March 2008 are approved and signed as a true and correct record.

109. QUESTIONS ON THE MINUTES AS TO THE PROGRESS OF ANY ITEM

It was reported that it was planned to have a draft flood plan for the next committee meeting on 27th October 2008.

NOTED

110. FINANCIAL STATEMENT

The financial statement as at 2nd July 2008 was circulated and noted.

111. INTERNAL AUDIT REPORT JUNE 2008, INTERNAL AUDIT REPORT FOR THE YEAR END 31ST MARCH 2008 AND THE INTERNAL AUDIT PROGRAMME

A report from the internal auditor was circulated which covered the end of the year (31st March 2008) internal audit, cash and bank reconciliation and payments to suppliers (both dated June 2008).

RESOLVED that the internal audit of accounts for the year ended 31st March 2008, and the internal audit reports for cash and bank reconciliation and payments to suppliers (both dated June 2008) and the actions and comments arising thereon are agreed, in addition,

RESOLVED that the internal audit programme for the next three years, as attached at appendix A, is agreed, subject to any special requirements which require it to be changed.

The committee thanked all the staff involved in the accounts for their work and effort in receiving such excellent reports.

112. OPEN SPACE TRANSFER (FORMERLY THE STRATEGIC PROPERTY REVIEW)

It was reported that following Council's decision last October to discontinue negotiations on the transfer of land from SODC to the Town Council, a letter had recently been received about reinstating negotiations.

RESOLVED that the Council do not reinstate negotiations on the open space (formerly the Strategic Property Review) transfer.

113. ROYAL BRITISH LEGION (RBL) - LAYING UP OF STANDARD

A report was circulated, detailing a letter received from the Didcot Branch of the RBL about the laying-up of their standard in the Civic Hall. It was noted that the Civic Hall Management Committee had welcomed the idea, and that the planned date subject to approval of funding, was 1st November 2008 at 11am.

RESOLVED that the laying-up of the standard is strongly welcomed and a maximum of £400 is allocated from Civic Function (1235) to cover hall hire and other costs.

114. CREATION OF A TRAFFIC ADVISORY GROUP (TAG)

Council had previously agreed to the following for the TAG:

Purpose: "To consider, and raise issues and concerns connected with all means of traffic in Didcot and the surrounding area and advise the Council on such matters"

Composition (Voting) - 3 Town Councillors (2 Conservative and 1 Labour), the Council's Passenger Transport Representative, a County Councillor and a District Councillor. Chair/Vice Chair to be elected at first meeting in each Council year.

Officer and other bodies (Non-voting) - Town Council Officer, County council Officer, District Council Officer, Police Representative (PCSO/Police).

Representatives from other bodies (non-voting) as committee considers.

Meetings normally to be held 4 times a year (during the day), if a matter requires urgent attention, an extra meeting will be arranged.

It was reported that nominations had been received for all positions with the exception of the County Councillor, as all three County Councillors covering Didcot had expressed an interest. A request had been received from the County Council to review the composition of the group to provide places for the three County Councillors or that they attend as local Members/Members of the Public.

During the discussion that followed, it was emphasised that the group was advisory and notes of the meeting wo9uld go direct to Council.

RESOLVED that the composition of the group remains as previously agreed, and that all County and District Councillors covering the Didcot area are invited to attend as Local Members, and that any meeting of the group is open to Members of the Public.

115. PCSO REPORT

The PCSO Key Performance Indicators summary report, covering January to march 2008, were circulated.

During discussion it was noted that the summary reported one contact with the Town and Parish Councils in the Didcot area. It was confirmed that regular (normally more than once a week) contact is made between the PCSOs and the Town Council officers, and if called upon do attend the Council offices.

The increase in the number of PCSOs in Didcot to eight was welcomed.

NOTED

116. CCTV MONITORING STATISTICS

The monitoring statistics for Quarter 4, covering January to March 2008, were circulated. It was reported that the statistics appear on the Council's website and in the Didcot Dynamo.

It was further reported that progress is being made on the additional CCTV camera for the junction of Lower Broadway/High Street, and a Technical Project Manager had been appointed by the District Council.

NOTED

117. THE WILLOWS PRE-SCHOOL

It was reported that a visit had been made to the Willows Pre-School by Councillors and the Town Clerk, as they occupy an area of Willowbrook Leisure Centre which is owned by the Town Council. It was noted that the Willows have occupied the area since the centre opened in 2002, but had no formal agreement for occupation. The Willows do not have an agreement with the Leisure Centre which covers day to day working and operational arrangements.

RESOLVED that the Town Clerk investigates the issue of a formal agreement for occupation of the premises and that any issues about outstanding repairs are raised during the monthly monitoring meetings with Willowbrook Leisure Centre.

118. CLEANING OF THE MAYOR/MAYORESS BADGES OF OFFICE CHAINS

It was reported that the badges of office chains were in need of a service and clean, it was also noted that there was slight damage to the Mayoress chain.

RESOLVED that up to a maximum of £400 is allocated from Civic Functions (code 1235) for the cleaning of the Mayor and Mayoress badges of office chains and to repair the Mayoress chain.

119. MAYORAL/CIVIC FUNCTIONS

A report was circulated detailing the functions that have historically been financed from the Civic Functions (code 1235) budget.

It was noted that Financial Regulations at paragraph 9 state:

"Expenditure on revenue items may be incurred up to the amounts included in the approved budget"

RESOLVED that the following are financed annually from the Civic Functions (code 1235):

For the Civic Ball - hall hire, printing and flowers (contribution to be no more than the previous year plus 3%)

For the Mayor Making/Civic Service - Contribution as previous year plus 3%

The John Eldridge/Allotment/Grant Aid awards - in accordance with financial regulations and to be determined by the Town Clerk

Remembrance Sunday Hall Hire and Tea/Coffee/Biscuits - in accordance with financial regulations and to be determined by the Town Clerk

Any additional functions/expenditure to be referred to this committee.

120. RESERVES UPDATE AND ENVIRONMENT COMMITTEE ISSUES

It was reported that the Council's reserves as at 31st March 2008 were:

  1. Usable Capital Receipts £60,997
  2. Earmarked Reserves £243.881
  3. General Reserve £50.480

    4. Total £355,358

Previously agreed commitments show the reserves to be:

  1. Useable Capital Receipts £43,309
  2. Earmarked Reserves £194,881
  3. General Reserves £50,480

    Total £288.670

It was additionally reported that there are no laid down instructions or guidelines as to the level of reserves to be kept. It was noted that correspondence from the external auditor on the matter confirmed:

"Whilst we do not have a set minimum level, it is down to the smaller body to ensure they have sufficient funds to meet payment requirements during the year. A consideration of the level of funds could be incorporated into your risk assessment to ensure the smaller body has sufficient funds to cover unforeseen expenditure"

The following matters were referred from Environment Committee:

Increase in £1138 for the contribution to the tennis courts/muga planned for Ladygrove.

£6000 contribution to the Edmonds Park play equipment project.

Around £34,000 for a solution to the loose stones on the Ladygrove car park.

RESOLVED that:

  1. an additional £1138 is allocated from useable capital receipts reserves towards the muga/tennis courts on Ladygrove.
  2. £6000 is allocated from useable capital receipts reserves towards the Edmonds Park play equipment project.
  3. Up to a maximum of £36,171 is allocated from useable capital receipts for a solution to the problem of stones on Ladygrove Car Park.
  4. The level of reserves is added to the annual risk assessment review in October.

121. DIDCOT CIVIC HALL AND CAR PARK

It was reported that the Civic Hall was in need of major repairs. A building survey in 2006 estimated around £200,000 over a 5 year period. It was noted that £35,000 had been placed in the current year budget for the Civic Hall Project Fund.

RESOLVED that alternative options for the site and Civic Hall are investigated using the Civic Hall Project Fund.

It was noted that a Car park review (with a view to looking at ways of introducing a charging structure) had been put on hold following the Health Centre's temporary re-location to the rear of the Civic Hall. The main reason for a car park review was that it was being used as a public car park when it was intended for users and visitors to the Civic Hall, Town Council offices, CAB and the bowls club.

It was further reported that the new Didcot Health Centre would open on 21st July 2008 and part of the planning application (and previously agreed by Council) was that the new health centre would have up to twenty spaces available for staff parking. it was made clear that at that point a charge may be levied.

RESOLVED that the health centre are charged £550 per annum for each parking space up to a maximum of twenty from the 1st September 2008, and that a system of car parking passes is introduced and controlled by the Civic Hall Manager, with appropriate being taken against illegal parking, it was further RESOLVED that any income received from the car park would go to the Civic Hall budget and that in the longer term a system of charging for car parking is investigated for those who are not authorised users.

122. CORRESPONDENCE

(a) Zurich Insurance - Enhanced cover for the Corporate Manslaughter Act 2007 which came into force 6th April 2008

NOTED

(b) Thames Valley Police Authority - Invitation to provide a representative to attend a special event which gives councils a chance to comment on policing issues, to be held at the Oxford Belfry Hotel, Milton Common at 6pm on Monday 21st July 2008

NOTED

(c) Oxfordshire County Council/South Oxfordshire District Council (SODC) - Notice of this year's Town and Parish Council Forum 2008 to be held at SODC on Tuesday 11th November, 6pm to 9pm. The invitation will follow later to the Chairman plus one other. Any suggestions for the agenda are welcome.

It was noted that an invitation directed to the Chairman of Didcot Town Council for this type of forum was the Leader

NOTED

(d) Oxford Radcliffe Hospitals (ORH) NHS Trust - Consultation on proposals for the ORH to become a foundation trust, comments welcome on the documents by 19th September 2008.

NOTED

The meeting commenced at 6.00pm and closed at 8.20pm

Chair

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APPENDIX A

INTERNAL AUDIT PROGRAMME

The internal audit programme is based on the Risk Assessment of the council's financial systems.

There are two categories of systems and controls:-
a) key systems to be reviewed on an annual basis
b) other systems and controls which can be appropriately reviewed on a cyclical basis.

The list is designed to provide an ongoing internal audit programme for the three years 2008/09 to 2010/11.
The list is not deemed to be conclusive and can be revised at any time in light of circumstances or special requirements - e.g. Annual external management letter.
The programme should be updated annually to provide for a continuing three year rolling programme.

a) Key systems and controls which are considered to be of fundamental importance and therefore reviewed on an annual basis.

i) Cash & Bank
ii) Wages & Salaries
iii) Payments to Suppliers
iv) Review of Statement of Accounts prior to external audit.

b) Other systems and controls that can be reviewed on a cyclical basis.

2008/2009

i) Section 137 and other grants
ii) Cash Income
iii) Value Added Tax


2009/2010

i) Debtors & Creditors
ii) Contracts & Tendering
iii) Risk Assessment


2010/2011

i) Asset Register & Insurance
ii) Standing Orders & Financial Regulations
iii) Investment strategy of surplus funds

A memorandum setting out the main findings / matters arising will be prepared for each task to be submitted to members for approval.


B Rollerson
Director
BR Consulting Ltd
7th July 2008

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