Dover Town Council

Minutes 10.10.07

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 10th October 2007 at 6pm.


PRESENT

Councillor D Hannent (Chairman)
Councillor Mrs P Brivio
Councillor G Cowan
Councillor R Frayne
Councillor Mrs J Morgan
Councillor Mrs D G Smallwood
Councillor Mrs J F Tranter


Apologies for absence were received from Councillor Mrs L D Young.


329. DECLARATIONS OF INTEREST

Councillor Mrs P Brivio declared an interest in the item relating to the Dover Watersports Centre as she was a member of the Executive Committee.


330. MINUTES

RESOLVED: That the Minutes of the meeting of the Finance & General Purposes Committee held on 19th September 2007 be approved as a correct record and signed by the Chairman.


331. PRESENTATIONS

The Chairman welcomed a representative from the Dover Watersports Centre to the meeting and invited him to give a short presentation concerning his organisation’s application for financial assistance. After a short question and answer session the Chairman thanked the representative for his interesting and informative presentation.


332. VOLUNTARY ORGANISATIONS AND APPLICATIONS FOR FINANCIAL ASSISTANCE*

The Committee considered two applications for financial assistance, together with a report from Councillor Mrs P Brivio concerning the application from the Dover and District Merchant Navy Memorial Fund.



RESOLVED: a) That a grant of £500 be made to the Dover Watersports Centre in respect of the costs of wetsuits for a young persons social inclusion project subject to appropriate publicity being given to the Town Council’s financial assistance and the inclusion of the organisation on the Town Council’s Public Access Database, the cost to be met from the grants provision in the Committee’s 2007/08 budget;

b) That a grant of £500 be made to the Dover and District Merchant Navy Memorial Fund in respect of the building of a Merchant Navy Memorial in Dover and that payment be made on confirmation that all monies had been raised and that the project was to go ahead also subject to appropriate publicity being given to the Town Council’s financial assistance and the inclusion of the organisation on the Town Council’s Public Access Database, the cost to be met from the grants provision in the Committee’s 2007/08 budget.


333. SCHEDULES OF PAYMENTS AND COMMITTEE BUDGETS

The Committee considered the schedule of payments by the Town Council for September 2007.

RESOLVED: That the schedule of payments for September, totalling £59,200.55, be laid before the next meeting of the Town Council in accordance with Standing Order 52(c).


334. DRAFT COMMITTEE BUDGET 2008/09

The Committee considered the Committee’s draft budget for 2008/09. Councillor D Hannent indicated that he was continuing to liaise with Committee Chairmen concerning the overall Town Council budget.

RESOLVED: That Councillor D Hannent continues to progress the preparation of the 2008/09 Town Council budget and report to a future meeting of the Committee.


335. TOWN COUNCIL PREMISES AND ADMINISTRATION WORKING GROUP

The Committee considered the Deputy Town Clerk’s report of 17th September 2007 concerning flower beds in the rear courtyard.

The Committee considered the Deputy Town Clerk’s report of 17th September 2007 concerning digital voice recorders/transcription kits.

The Committee considered the allocation of funds to allow planning permission to be sought and quantity surveyor’s reports made concerning the external works (windows) and internal works (1st floor toilets) to enable a budget to be presented to a future meeting of the committee with a view to progression of the projects.

RESOLVED: a) That flowers be purchased for the rear courtyard of Maison Dieu House, the cost of up to £90 to be met from the provision for office maintenance in the Committee’s 2007/08 budget;

b) That six digital recorders and 3 digital transcription machines be purchased the cost of up to £550 to be met from the provision for office equipment in the Committee’s 2007/08 budget;

RESOLVED TO RECOMMEND: That the Town Council consider the allocation of funds to allow planning permission to be sought and quantity surveyor’s reports made concerning the external works (windows) and internal works (1st floor toilets).





336. FINANCE WORKING GROUP

The Committee considered the Treasurer’s report concerning the revised audit requirements and the Chairman’s report concerning a meeting with McCabe Ford Williams held on 25th September 2007.

RESOLVED: That McCabe Ford Williams’ proposals concerning the independent internal audit of the Town Council, as set out in their letter of 2nd October 2007 be accepted and the cost of £1500 to cover the internal audit work for the 2007/08 year be met from the provision for Audit in the Committee’s 2007/08 budget.


337. MAYOR OF DOVER CIVIC AWARDS

The Committee considered the Town Clerk’s report of 3rd October 2007 concerning the allocation of a budget for the proposed Mayoral Civic Awards.

RESOLVED TO RECOMMEND: That a new budget provision be made in the Tourism, Twinning & Civic Functions Committee 2007/08 budget for Mayoral Civic Awards the cost of £1000 to be met from reserves.

Councillor R Frayne asked that his abstention from this vote be noted.


338. EXCLUSION OF THE PUBLIC

There was no motion to exclude the public.


339. DRAFT COUNCIL BUDGET

The Committee considered the Council’s draft budget for the municipal year 2008/9. Councillor D Hannent noted that he had reported progress made on the draft budget under item 7 of the agenda.


340. TOWN COUNCIL STAFF

The Committee considered the Town Clerk’s report of 24th September 2007 concerning the Society of Local Council Clerk’s conference.

RESOLVED: That the Deputy Town Clerk be authorised to attend the Society of Local Council Clerk’s South East Regional conference, the cost of £40 to be met from the provision for training in the Committee’s 2007/08 budget.


The meeting closed at 6.50pm








Councillor D Hannent
CHAIRMAN