20. PRESENT:
Councillors:
- Capt J Flood (Chair)
- Mr A Thompson (Vice-Chair)
- Mrs M Davies
- Mr G Collier
- Mrs M Flood (for Mrs A Service)
- Mr P Hayward
Officers:
- Mr D Stapleton (Town Clerk)
21. ELECTION OF CHAIR 2008/2009
There was one nomination for Chair, Capt J Flood.
Upon being put to the vote it was:
RESOLVED that Councillor Capt J Flood be elected Chair for 2008 - 2009.
22. ELECTION OF VICE-CHAIR FOR 2008/2009
There was one nomination for Vice-Chair, Mr A Thompson.
Upon being put to the vote it was:
RESOLVED that Councillor Mr A Thompson be elected Vice-Chair for 2008-2009.
23. APOLOGIES
Mrs A Service (Personal).
24. DECLARATIONS OF INTERESTS
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. There were no interests declared.
25. MINUTES
RESOLVED that the minutes of the meeting held on 18th February 2008 be approved and signed as a true and correct record.
26. INTRODUCTION OF AN INTERNET, EMAIL AND IT POLICY
A report was circulated, it was noted that the Council had yet to formally adopt an equal opportunities policy, although it did work within the published policy guidance.
RESOLVED that the policy at appendix A (word doc) be agreed.
27. TOWN CLERKS REPORT
(a) Staffing
The outside staffs remain one full time post vacant and one part time seasonal gardener post vacant. It is hoped to try and fill the full time post in the near future, in the interim, Tony Teles, who retired in 2006 is back on a temporary basis. Also looking at utilising individuals on community service through the Thames Valley Probation Service.
NOTED
(b) Training
(i) Town Clerk
Completed 3rd year of the local policy degree course at the University of Gloucestershire. Due to attend a summer seminar at the University of Gloucestershire 8th to 10th July.
NOTED
(ii) Deputy Town Clerk
Has registered, and is working on, both theCertificate in Local Council Administration (CiLCA) and Working with your Council (WWYC) training package with the Society of Local Council Clerks.
NOTED
(iii) Finance and Admin Officer
The Finance and Admin Officer progressing with the AAT Foundation course and had passed all exams to date.
NOTED
(iv) Training Needs
It was reported that training needs had been identified during the staff appraisals and work is being progressed on identifying appropriate training courses.
(c) Website
The Deputy Town Clerk was now updating on a regular basis and any feedback from members would be welcome.
NOTED
(d) Fleet Meadow Community Association
An upadate was given on the accounts and it was noted that a visit for Councillors was being arranged.
NOTED
(e) VAT Inspection
It was reported that this is to take place 12 and 13th June 2008.
NOTED
(f) Accounts and Audit
(i) It was explained that whilst the completion of the end of year accounts and audit fell under the competence of the Finance and General Purposes Committee, the administration procedures to achieve that were the responsibility of this committee.
(ii) It was reported that The Financial Adviser is in 29th May for accounts shutdown and end of year, annual return of accounts will go to Council 9th June and independent internal auditor in 20th and 23rd June. Annual return and supporting documents to be sent 1st August which is the audit date. Accounts notice will be displayed 16th June to 29th June and accounts available 30th June to 25th July.
NOTED
(g) One Stop Shop Database
The replacement of the current OSS database for reporting incidents, repairs, dmage, complaints, etc was being investigated.
NOTED
28. CORRESPONDENCE
(a) Peninsular - Employment Law Health and Safety Consultancy
It was explained that Peninsular provide a perssonel and health and safety service. A full report detailing services and costs would be provided to the next meeting.
NOTED
The Meeting commenced at 6.00pm and closed at 6.45pm
Chair
