AGENDA, MEETING OF THE FINANCE & GENERAL PURPOSES COMMITTEE, 29TH JUNE 2009, 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
Public Participation
Public Participation will be in accordance with Standing Order No. 11
1. Election of Chair
2. Election of Vice-Chair
3. Apologies
4. 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.
5. To receive the SOLL Quarterly Report for Willowbrook Leisure Centre (report attached)
6. To agree the Minutes of the Meeting held on 16th March 2009 (not attached, sent out with Council agenda for 20th April 2009) as a true and correct record
7. Questions on the Minutes as to the progress of any item
8. Financial Statement, plus update on interest on investments – report attached
9. Internal Audit Report June 2009 - Internal Audit Report for the year 2007/2008 and the Internal Audit Programme, and s137/grants audit report for January 2009 – report attached
10. PCSO Key Performance Indicators and revised Memorandum of Understanding (MOU) and contract - report attached
11. CCTV agreement – report attached
12. Quality Status Award – report attached
13. One Stop Shop Funding – report attached
14. Willowbrook Leisure Centre agreement – report attached
15. Correspondence (attached):
(a) South Oxfordshire Community Safety Partnership – Safer and Stronger Communities Fund 2008/2009
16. Exempt information
Public Bodies (Admission to Meetings) Act 1960
“That in view of the confidential nature of the business about to be transacted it is in the opinion of this Council and advisable in the public interest, that the public and press be temporarily excluded and they are instructed to withdraw”
One Stop Shop Funding, Salaries – report attached for members
Dominic Stapleton
Town Clerk
24th June 2009
Minutes
78. PRESENT
Councillors:
- Mr P Hayward (Chair)
- Mr R Hawlor (Vice-Chair)
- Mrs M Davies
- Mrs L Hood
- Mr B Griffiths
- Mrs A Service (for Mrs J Murphy)
- Mrs E Hards (for Mr B Cooper)
- Mr W Service
Officer:
- Mr D Stapleton (Town Clerk)
79. ELECTION OF CHAIR FOR 2009/2010
There was one nomination, Mr P Hayward.
RESOLVED that Councillor Mr P Hayward serve as Chair for 2009/2010.
80. ELECTION OF VICE-CHAIR 2009/2010
There was one nomination, Mr R Hawlor.
RESOLVED that Councillor Mr R Hawlor serves as Vice-Chair for 2009/2010.
81. APOLOGIES
Mrs J Murphy (personal), Mr B Cooper (personal).
82. 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.
Councillor Mrs E Hards declared a personal interest in item 93, Willowbrook Leisure Centre, as she is a member of the SOLLutions Gym.
83. RESOLVED that the meeting is adjourned for the next item.
84. SOLL WILLOWBROOK LEISURE CENTRE QUARTERLY REPORT
The quarterly monitoring report and income and expenditure accounts as at April 2009 and the unaudited end of year accounts as at 31st March 2009 were circulated and presented by Stuart Mundy, Leisure Centre Manager.
Following a question and answer session.
NOTED
85. RESOLVED that the meeting is reconvened.
86. MINUTES
RESOLVED that the minutes of the meeting held on 16th March 2009 are approved and signed as a true and correct record.
87. FINANCIAL STATEMENT
A detailed income and expenditure report for those budgets that fall within the competency of this committee as at 31st May 2009 were circulated. It was reported that the £20,000 interest in the budget for the current year was more likely to be in the £3,000 to £5,000 range.
In response to a question about the Civic Functions budget (code: 1235) and the Mayor Making dinner, no funds were paid from the budget as the dinner was self financing.
NOTED
Clerks Note: Since the meeting, it has been agreed under Standing Order 36 that the Town Clerk, Mr D Stapleton, is to seek the best possible return on investments and that if this in the form of the bonds/investment accounts then he is authorised to open such accounts on behalf of the Town Council as laid down in Financial Regulations paras 36 to 40. Any bonds/accounts shall have the restriction as at present in that transfers are only allowed between Didcot Town Council accounts.
88. INTERNAL AUDIT REPORT JUNE 2009, INTERNAL AUDIT REPORT FOR THE YEAR 2008/2009 AND THE INTERNAL AUDIT PROGRAMME REVIEW
The following reports were circulated:
(a) A report from the internal auditor which covered the end of year 31st March 2009.
(b) The three year Internal Audit Programme from 2008/09 to 2010/11.
(c) Internal audit on S137 and other grants.
RECOMMEND that the internal audit of accounts for the year ended 31st March 2009, and the internal audit reports for S137 and other grants dated January 2009 and the actions and comments arising thereon are agreed.
Following on from the report, RECOMMEND that the Annual Return be amended as follows:
Fixed Assets delete £4,480,321 insert £4,481,054
RECOMMEND that the internal audit programme remains as it is following a review and is agreed, subject to any special requirements, which require it to be changed.
89. PCSO QUARTERLY REPORT AND REVISED MEMORANDUM OF UNDERSTANDING (MOU)
(a) The PCSO Key Performance Indicators summary report for quarter 4, January 2009 to March 2009, was circulated.
The number of times town and parish councils contacted, contained within the report was 10 for Didcot which was disappointing. It was also noted that the number of fly tipping incidents was 0 (zero) yet a problem near the Tesco on the A4130 Wallingford Road had been reported a number of times.
(b) It was noted in the report that a Town Council who had funded PCSOs had an input on prioritisation.
RECOMMEND that the disappointing number of contacts with Didcot Town Council be raised with the SODC (who originate the report), and that the Didcot Town Council part funded PCSO prioritise inconsiderate and illegal parking, and also be invited to a future meeting of this committee.
(b) It was noted that the only change in the MOU was to reflect an expected increase in the cost of the PCSO.
RECOMMEND approval and agreement of the revised MOU.
90. CCTV AGREEMENT
It was explained that the Council had been contributing one third of the revenue costs of the CCTV to SODC since 1st December 2005, and to formalise the arrangement and conditions, an agreement had been produced which was circulated. It was also reported that the agreement had been checked by the Town Council’s solicitor and no issues of concern were raised.
RECOMMEND approval and agreement of the CCTV agreement.
91. QUALITY STATUS AWARD
It was reported that the Council was re-accredited with quality status on 12th June 2009. The Accreditation Panel had given some minor points of feedback which were noted. The Committee congratulated all the staff on gaining the award.
NOTED
92. ONE STOP SHOP (OSS) FUNDING
Minute 466 of the meeting held on 16th March 2009 refers.
It was reported that the SODC contribution to the OSS, which is in the region of £26,000, was to cease from 1st April 2010 and this would have a major impact upon the budget. A comprehensive report was circulated which included statistics on the number of OSS enquiries, method (ie: phone, email, person), category (ie: Town Council, County, District, misc) and the time of day and time spent.
The report included a breakdown of the enquiries which showed an average of 188 enquiries per week. It went on that in addition to OSS duties, the OSS supervisor and clerical assistant also deal with allotments, mayor’s secretary duties, daily post, planning matters and agenda, community lunch, ticket sales, police/PCSO liaison, traffic advisory group, art exhibition, civic ball, tourism, charity collections, burials enquiries, admin support/assistance to the Town Clerk/Deputy Town Clerk, photocopying, scanning, filing and other tasks and projects as required/when time permits.
The report went on that the Finance and Administration Officer worked four days a week, Monday to Thursday, and any reduction in staffing numbers would have an impact for cover in the OSS and the office, particularly on a Friday. The report also noted that the OSS supervisor may be absent on sick leave for a lengthy period of time in the near future. A confidential report provided a detailed breakdown of the budget which covers OSS salaries.
It was noted that this committee was responsible for the funding only and any reduction in funding for the OSS budget would be referred to Personnel and Admin as the budget was for salaries and therefore would have an impact upon staffing.
RECOMMEND that £18,000 out of the £26,000 projected shortfall in the OSS funding from 1st April 2010 is met from the budget.
Clerks Note: A Special Meeting of the Personnel and Administration Committee to be held on Wednesday 15th July at 6pm.
93. WILLOWBROOK LEISURE CENTRE AGREEMENT
It was reported that SOLL had requested to go to dispute resolution in accordance with the agreement over the amount of funding it was receiving to manage the centre against what had been requested as it was operating the centre at a loss. SOLL had requested £67,600 for reduced opening hours and £81,266 for full opening hours, the Council had agreed £52,500.
The dispute resolution meeting was to be held on Wednesday 1st July at 10am and members would be kept updated on any developments.
NOTED
94. CORRESPONDENCE
(a) Safer and Stronger Communities Fund – letter from the South Oxfordshire Community Safety Partnership about a small amount of funding for appropriate projects. Expressions of interest to be submitted by 3rd July 2009.
The following ideas were discussed: Great Western Drive Play Area project, bicycle racks on the MUGA on Ladygrove and lighting on the Tennis Courts on Ladygrove.
As this was only for expressions of interest, all three ideas would be submitted.
NOTED
(b) Letter from Oxford Radcliffe Hospitals NHS Trust – Details of Annual Public Meeting on Thursday 16th July at 3.30pm in Banbury Town Hall.
NOTED
(c) Email from Oxfordshire County Council about an application for funding for a proposed extension to the X32 to Newbury, with support letters required by 30th June 2009 – all members agreed that this was strongly supported and as the deadline was 30th June, the matter be dealt with under Standing Order 36 (Delegation of Urgent Matters)
NOTED
The Meeting commenced at 7.30pm and closed at 9.15pm
Chair
