Dover Town Council

Minutes 02.01.08

DOVER TOWN COUNCIL

Minutes of a meeting of the FINANCE AND GENERAL PURPOSES COMMITTEE held in the Council Offices, Maison Dieu House, Biggin Street, Dover on Wednesday 2nd January 2008 at 6pm.

PRESENT

Councillor D Hannent (Chairman)
Councillor G Cowan
Councillor R Frayne
Councillor D Lloyd
Councillor Mrs J Morgan
Councillor Mrs D G Smallwood
Councillor Mrs J F Tranter
Councillor Mrs L D Young

The Right Worshipful the Town Mayor of Dover Councillor R R Markham was also in attendance

Councillor Mrs S J Jones attended the meeting as a non-member and with the permission of the Chairman spoke on certain items.

Apologies for absence were received from Councillor P Brivio.


502. DECLARATIONS OF INTEREST

Members present made no declarations of interest.


503. MINUTES

RESOLVED: That the Minutes of the meeting of the Finance & General Purposes Committee held on 7th November 2007 be approved as a correct record and signed by the Chairman.


504. VOLUNTARY ORGANISATIONS AND APPLICATIONS FOR FINANCIAL ASSISTANCE*

The Committee considered the Town Council’s resolution at its meeting on 21st November 2007 (Minute No. 457) concerning on-going financial support for the work of the Dover Sea Sports Committee.

The Committee considered the payment of Kent County Council’s invoice for £1,000.00 in respect of Year 1 Partnership Funding contribution to the Kent Archery Development Project.

RESOLVED: a) That the Town & Environment Committee considers the Town Council’s resolution at its meeting on 21st November 2007 (Minute No. 457) concerning on-going financial support for the work of the Dover Sea Sports Committee as that Committee has budgetary responsibility for water based sports.
b) That Kent County Council’s invoice for £1,000.00 in respect of Year 1 Partnership Funding contribution to the Kent Archery Development Project be paid.


505. SCHEDULES OF PAYMENTS

The Committee noted that the schedules of payments by the Town Council for November 2007 were approved by the Town Council at its meeting on 12th December 2007.

The Committee considered the Treasurer’s report of 12th December 2007 concerning Direct Debit Payments to British Telecommunications Plc.

RESOLVED: That arrangements be made to pay British Telecommunications Plc by Direct Debit.


506. TOWN COUNCIL PREMISES AND ADMINISTRATION

The Committee noted the Deputy Town Clerk’s report of 20th December 2007 concerning the redecoration of Maison Dieu House.

The Committee considered the Deputy Town Clerk’s report of 19th December 2007 concerning the condition of the boiler at Maison Dieu House.

The Committee noted the Deputy Town Clerk’s report of 20th December 2007 concerning the condition of the windows at Maison Dieu House.

The Committee considered the Deputy Town Clerk’s report of 20th December 2007 concerning the installation of lavatories on the first floor at Maison Dieu House.

The Committee considered the Deputy Town Clerk’s report of 21st December 2007 concerning the CCTV system at Maison Dieu House.

The Committee considered the Deputy Town Clerk’s report of 21st December 2007 concerning the condition of the roof at Maison Dieu House.

The Committee noted the Deputy Town Clerk’s report of 21st December 2007 concerning the office dictation facilities.

The Committee noted the Deputy Town Clerk’s report of 21st December 2007 concerning the telephone system at Maison Dieu House.

The Committee considered the Deputy Town Clerk’s report of 21st December 2007 concerning the Town Council’s computer system Maison Dieu House.


RESOLVED: a) That Amdell Ltd be contracted to supply a new boiler for Maison Dieu House at a cost of £9,044.00 (Nett of VAT) and Mountcare Ltd provide a secure door to the boiler room at a cost of £800.00 (Nett of VAT) in accordance with the Deputy Town Clerk’s report of 19th December 2007 concerning the boiler. The cost to be met from the provision for Maison Dieu House Improvements in the Committee’s 2007/08 budget;

b) That work continue on the installation of lavatories on the first floor of Maison Dieu House and that plans be drawn up and planning permission applied for, the estimated cost of £565.00 to be met from the provision for Maison Dieu House Improvements in the Committee’s 2007/08 budget;

c) That no further action be taken concerning the CCTV system at Maison Dieu House;

d) That 3 quotes for an annual maintenance contract for the roof at Maison Dieu House by a specialist roofing company be obtained and considered at a future meeting of the Committee;

e) That the Town Council’s internet provider be changed from Eclipse to Namesco in accordance with the Deputy Town Clerk’s report of 21st December 2007 concerning the Town Council’s computer system.


507. TOWN COUNCIL SUBSCRIPTIONS

The Committee considered the renewal of two Town Council subscriptions.

RESOLVED: a) That the Town Council’s subscription to The Association of Charter Trustee Towns and Charter Town Councils be renewed, the cost of £150 to be met from the provision for subscriptions in the Committee’s 2007/08 budget;

b) That the Town Council’s subscription to The Society of Local Council Clerks be renewed, the cost of £268 to be met from the provision for subscriptions in the Committee’s 2007/08 budget.


508. SECOND COUNCILLOR FORUM

The Committee considered the proposed budget for the 2nd Councillor forum together with Mr B Bano’s (Telos Training Ltd) report of 21st December 2007 concerning performance appraisals and corporate objectives. The Treasurer informed the Committee that Telos Training Ltd had indicated that there would be a further £300.00 fee for attendance and facilitation of the proposed 2nd Councillor forum.

RESOLVED: a) That a 2nd Councillor forum be held in the Council Chamber at Maison Dieu House;

b) That the Chairman be authorised to negotiate a reduced facilitation fee with Telos Training.


509. TRANSFER OF ASSESTS FROM DOVER DISTRICT COUNCIL

The Committee noted the Project Development Officer’s report of 23rd October 2007 concerning the transfer of assets from Dover District Council.

RESOLVED: That the Project Development Officer’s report of 23rd October 2007 concerning the transfer of assets from Dover District Council be referred to the Policy Committee for discussion.


510. TOWN COUNCIL LAND

The Committee considered the Project Development Officer’s report of 17th December 2007 concerning a request from Folkestone and Dover Water Services Ltd to purchase a parcel of land owned by the Town Council at Knight’s Templar, Western Heights, Dover to site a water pumping station. It was noted that the Water Company was prepared to exercise its statutory powers to acquire the land but was prepared to offer a purchase price higher than the value of the land to expedite the transaction. It was also noted that the transaction would be referred to the District Valuer for a valuation to ensure fair value and transparency and that all Councillors had been informed of the proposed transaction.

RESOLVED: That the Committee support the Town Clerk in making an Urgent Decision to sell a parcel of land at Knight’s Templar, Western Heights, Dover to Folkestone and Dover Water Services Ltd in accordance with the Project Development Officer’s report of 17th December 2007 in order to obtain best value for the Town Council.


511. EXCLUSION OF THE PUBLIC

RESOLVED: That in view of the confidential nature of the business about to be transacted it would be advisable in the public interest that the public be temporarily excluded and they be requested to withdraw.


512. TOWN COUNCIL STAFF

The Committee considered the Project Development Officer post.

The Committee considered the Town Clerk’s report of 20th December 2007 concerning staffing issues.

The Committee considered the Deputy Town Clerk’s report of 21st December 2007 concerning the overtime worked and due to Town Council staff.

The Committee considered an oral report from the chairman covering staffing issues.

RESOLVED: a) That a meeting of the Personnel Working Group be held on Wednesday 9th January 2008 at 1pm at Maison Dieu House to discuss the Project Development Officer post and that all Town Councillors be invited;

b) That Councillor Mrs L D Young present a report to the Personnel Working Group concerning the new Committee structure and that be considered together with the Town Clerk’s report of 20th December 2007 concerning staffing issues;

c) That a full report on the overtime worked and due to Town Council Staff be considered at a future meeting of the Committee;

d) That any future staffing issues be dealt with by the Personnel Working Group.


The meeting closed at 8.30pm










Councillor D Hannent
CHAIRMAN