Dover Town Council

Minutes 13.2.08

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 13th February 2008 at 6pm.

PRESENT

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

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

No apologies for absence were received.


639. DECLARATIONS OF INTEREST

Members present made no declarations of interest.


640. MINUTES

RESOLVED: That the Minutes of the meeting of the Finance & General Purposes Committee held on 2nd January 2008 be approved as a correct record and signed by the Chairman.


641. PRESENTATIONS

The Chairman welcomed representatives from Dover Youth Theatre to the meeting and invited them to give a short presentation concerning their organisation’s application for financial assistance. After a short question and answer session the Chairman thanked the representatives for their interesting and informative presentation.


642. VOLUNTARY ORGANISATIONS AND APPLICATIONS FOR FINANCIAL ASSISTANCE*

The Committee considered and noted Mr S Perkins of Dover Carnival Association Ltd’s email of 26th January 2008 (following the Committee’s resolution (Minute No. 417) at its meeting on 7th November 2007) concerning the grant of £2,000 made to the organisation on 17th January 2007.

The Committee considered four applications for financial assistance.

RESOLVED: a) That further consideration of Dover Carnival Association Ltd’s expenditure relating to the Town Council’s grant of £2000 given on 17th January 2007 be deferred until the receipt of more information;

b) That a grant of £392.79 be made to the Dover Youth Theatre in respect of the insurance and storage of their portable lighting system 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;

c) That a grant of £800 be made to the Dover Youth Theatre in respect of the costs of their forthcoming 6 day Performing Arts Workshop 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;

d) That no grant be made to Kent Air Ambulance but that a letter be sent to the organisation to indicate that the Committee would be willing to consider a grant application for a specific project within Dover and to express the Town Council’s support for the organisation;

Councillors R Frayne and D Lloyd requested that their vote against this resolution be recorded. Councillor Mrs P Brivio requested that her abstention from this vote be recorded.

e) That a grant of £500 be made to Dover Rowing Club in respect of the provision of Community based Rowing activities 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;

f) That a grant of £500 be made to Dover College in respect of the Dover Junior School’s Cross-Country event 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.

RESOLVED TO RECOMMEND: That a grant of £2000 be made to Dover Youth Theatre in respect of the cost of the forthcoming Performing Arts Workshop, the cost to be met from the provision for Youth Drama in the Tourism, Twinning & Civic Functions Committee’s 2007/08 budget.


643. SCHEDULE OF PAYMENTS

The Committee noted that the schedule of payments by the Town Council for December 2007 were approved by the Town Council at its meeting on 30th January 2008.


644. BUDGET OUT-TURN

The Committee noted that the budget out-turn report for the 9 months to December 2007 was approved by the Town Council at its meeting on 30th January 2008.


645. TOWN COUNCIL AUDIT

The Committee noted the Audit Commissions letter of 28th January 2008 concerning the appointment of the External Auditor.


646. TOWN COUNCIL PREMISES AND ADMINISTRATION

The Committee considered and noted the Town Clerk’s Urgent Decision 07/08 075 made under Standing Order 67 in respect of the removal of asbestos from the boiler room and internal flue at Maison Dieu House.

The Committee considered the Deputy Town Clerk’s report of 8th February 2008 concerning carpeting in Maison Dieu House.

The Committee considered the Deputy Town Clerk’s report of 8th February 2008 concerning telephones in Maison Dieu House.

The Committee considered the Deputy Town Clerk’s report of 8th February 2008 concerning external decoration at Maison Dieu House.

The Committee considered the Deputy Town Clerk’s report of 8th February 2008 concerning new toilet facilities at Maison Dieu House.

The Committee considered the Deputy Town Clerk’s report of 8th February 2008 concerning offsite backup of the Computer information at Maison Dieu House.

The Committee considered the Deputy Town Clerk’s report of 8th February 2008 concerning a standing order for the payment of Namesco in relation to Broadband facilities.

RESOLVED: a) That Redec Ltd be contracted to provide carpet tiles (Tessera Jazz Tones/Creole Pink) for the Council Chamber at Maison Dieu House in the sum of £4,120.71 and that the Town Clerk be authorised to spend a further £500 to cover any unforeseen contingencies and purchase any necessary spare tiles;

b) That further investigation take place regarding the telephone system at Maison Dieu House and that the matter be referred to the Premises Working Group for consideration:

c) That Quantity Surveyors be approached to obtain quotes to prepare the tender documentation in relation to new toilet facilities at Maison Dieu House;

d) That the provision of offsite computer backup be referred to the Building and Administration Working Group for further consideration;

e) That a standing order in favour of Namesco Ltd for the provision of Broadband facilities be authorised.

RESOLVED TO RECOMMEND: That the Town Council accept the quote from Redec Ltd in the sum of £12,307 in relation to the external redecoration of Maison Dieu House and that a provision of £2,500 be made for contingencies subject to the Premises Working Group reviewing the issue in detail and supporting the recommendation.


647. TOWN COUNCIL SUBSCRIPTIONS

The Committee considered the renewal of two Town Council subscriptions.

RESOLVED: a) That the Town Council’s subscription to The Local Government Chronicle be renewed in the sum of £195, costs to be met from the subscriptions provision in the Committee’s 2007/08 budget;

b) That the Town Council’s subscription to The Guild of Mace Bearers be renewed in the sum of £20, costs to be met from the subscriptions provision in the Committee’s 2007/08 budget.


648. FIXED ASSETS

The Committee noted the Treasurer’s report of 29th January 2008 concerning the annual inspection of Town Council fixed assets.


649. TOWN COUNCIL LAND

The Committee noted Mr G Champion, District Valuer’s emailed report of 4th February 2008 concerning the transfer of the Town Council’s land at Knights Templar from Dover Town Council to Folkestone & Dover Water Services.


650. 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.


651. TOWN COUNCIL STAFF

The Committee noted the Deputy Town Clerk’s report of 6th February 2008 concerning overtime worked and due to Town Council Staff.

The Committee considered the Treasurer’s report of 29th January 2008 concerning the Local Government Pension Scheme.

The Committee considered the Chairman’s report concerning the Personnel Working Group meeting held on 6th February 2008, together with a written report of the Chairman and Vice-Chairman’s meeting with Staff concerning the new Committee Structure.

The Committee considered Mr B Bano’s (Telos Training Ltd’s) report of 6th February 2008 concerning Corporate Planning.

RESOLVED: That Telos Training Ltd be contracted to provide an additional maximum 25 hours consultancy in respect of the Performance Review and Personal Development Plans, the cost to be met from the appropriate provisions in the Committee’s 2007/08 and 2008/09 budgets.

RESOLVED TO RECOMMEND: a) That the Town Council adopt the draft policies as set out in the Treasurer’s report of 29th January 2008 in relation to the Local Government Pension Scheme;

b) That the Town Council does not phase the increase in the payment of the employer’s contributions to the Local Government Pension Scheme and that the appropriate change to reflect the increase in employer’s contribution is made to the Town Council’s 2008/09 budget.


The meeting closed at 7.50pm





Councillor D Hannent
CHAIRMAN