Dover Town Council

Minutes 22.01.08

DOVER TOWN COUNCIL


Minutes of the meeting of the POLICY COMMITTEE held at the Council Offices, Maison Dieu House, Biggin Street, Dover, on Tuesday 22nd January 2008 at 6.00pm.

PRESENT

Councillor Mrs J Tranter (Chairman)
Councillor D Hannent
Councillor Mrs S J Jones
Councillor Mrs L Young

Apologies for absence were received from Councillor Mrs Anne Smith and Councillor Paul Verrill


562. DECLARATIONS OF INTEREST

Members present made no declarations of either personal or prejudicial interest.


563. MINUTES

The Committee considered the Minutes of the meeting held on 27th November 2007.

RESOLVED: That the Minutes of the meeting held on 27th November 2007 be approved as a correct record and signed by the Chairman.


564. COMMITTEE BUDGET

The Committee noted the latest draft out-turn against the Committee’s 2007/08 budget.


565. BOLAND ADVERTISING

Apologies were received from Boland Advertising and no presentation was made.


566. PUBLIC/MEDIA RELATIONS

The Committee considered the Town Clerk’s report dated 15th January 2008 concerning the Town Council newsletter

The Committee discussed the Town Clerk’s request to consider the need for restructuring of media activities.

RESOLVED: a) That the contract for the Town Council Newsletter be given Fields Secretarial Services, for a single issue, in the first instance, comprising 10,000 copies of 16 A5 pages, with the cost not to exceed £2,700 and that this be met from the provision for publicity in the Committee’s 2007/8 budget.

b) That the Town Clerk would finalise negotiation with Field Secretarial Services.

c) That the Town Clerk prepare a report concerning the options for the Council’s marketing/PR/publicity to be presented to the next meeting of the Committee.


567. FAIR TRADE

The Committee considered the meeting notes of the Fair Trade meeting held on the 13th December 2007 and received an oral report from the Chairman.

The Committee noted the Town Clerk’s Urgent Decision UD07/08 – 070 made under Standing Order 67 regarding purchase of Fair Trade chocolates for distribution for the Fair Trade tent at the Town Council’s Christmas Cheer event on the 15th December 2007.

RESOLVED: a) That the Fair Trade merchandise be purchased from the Fair Trade Foundation to the value of £40;

b) That Mandy’s Catering Services be contracted for the event on the 28 February 2008 to cater for 40 people at a cost of £160;

c) That a banner be obtained from MCL Graphics which will state “Dover Town Council supporting Fairtrade” at a cost of £44.75 + VAT for a 7ft x 1ft banner;

RESOLVED TO RECOMMEND: That a resolution be made that: “Dover Town Council is committed to working with the community to achieve Fairtrade status for Dover Town.”


568. POSSIBLE TRANSFER OF ASSETS FROM DOVER DISTRICT COUNCIL

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


569. MAYOR OF DOVER’S GOODWILL FUND

The Committee considered the Town Clerk’s report of 11th January 2008 concerning a resolution from the Trustee’s of the Mayor of Dover’s Goodwill Fund, made at the Goodwill Fund’s meeting on Friday 14th December 2007 concerning Community Action South East Kent.

RESOLVED: a) That Dover Town Council would add a link on the Town Council’s website to the Fund providers listed in the CASE (Kent) Newsletter.

RESOLVED TO RECOMMEND: That decisions concerning future links to and from the Town Council website be ratified by the Finance & General Purposes Committee and that these decisions would generally be administered by the Chairman and the Town Clerk.


The Chairman declared the meeting closed at 7.17 pm








Councillor Mrs J Tranter
CHAIRMAN