Dover Town Council

Minutes 30.10.07

DOVER TOWN COUNCIL

Minutes of the meeting of the POLICY COMMITTEE held at the Council Offices, Maison Dieu House, Biggin Street, Dover, on Tuesday 30th October 2007 at 6.00pm.

PRESENT

Councillor Mrs J F Tranter (Chairman)
Councillor Mrs S Jones
Councillor R R Markham (Town Mayor); (from item 6)
Councillor Mrs A Smith (Vice – Chair)
Councillor P Verrill
Councillor Mrs L D Young

Councillor Mrs V L Philpott and Councillor C Precious also attended, and with the permission of the Chairman, spoke on various items.

Apologies for absence were received from Councillor D Hannent.


392. DECLARATIONS OF INTEREST

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


393. MINUTES

The Committee considered the Minutes of the meeting held on 2nd October 2007.

RESOLVED: That the Minutes of the meeting held on 2nd October 2007 be approved as a correct record and signed by the Chairman.


394. COMMITTEE BUDGET

The Committee noted the latest out-turn against the Committee’s 2007/8 budget.

The Committee noted the Town Clerk’s report of 25th October 2007concerning minute no: 310 (b), from the Policy Committee meeting held 2nd October 2007.

The Committee considered its draft budget for the 2008/9 Municipal Year.

RESOLVED: a) That the Committee’s draft budget for the 2008 / 09 Municipal Year be brought to the next meeting of the Committee;

b) That all Committee Chairman will be holding a budget meeting, to be scheduled prior to the 20th November 2007, and that the proposed budget for this Committee be brought back to the next meeting of this Committee, by the Chairman, for discussion.


395. COMMITTEE STRUCTURES

The Committee considered Councillor Mrs L D Young’s report of 25th October 2007, concerning proposed changes to the Town Council’s Committee structure, for the 2008 / 09 Municipal Year.

RESOLVED TO RECOMMEND: That the proposed Committee structure report be adopted for the 2008 / 09 Municipal Year.


396. FAIRTRADE

The Committee considered the Fair Trade Organisation’s e-mail of the 24th October 2007, regarding Fair Trade status.

RESOLVED: That the e-mail be discussed at the next Fair Trade Meeting, scheduled for the 6th November 2007.


397. PUBLIC/MEDIA RELATIONS

The Committee noted the Deputy Town Clerk’s report of the 26th October 2007 regarding street banners.

The Committee noted the Town Clerk’s report of the 26th October 2007 concerning costings received for the out-sourcing of the Town Council newsletter.

The Committee considered vinyl and rivet samples received for street banners.


RESOLVED: a) That an order be placed with MCL Graphics, for the supply of one street banner, dimensions 12ftx 2ft at a cost of £83 plus VAT, plus one street banner, dimensions 22ft x 3ft, at a cost of £177.50, the cost to be met from the media provision in the Committee’s 2007 / 08 budget;

b) That the Town Clerk be asked to report to the next meeting of the Committee with further details regarding the Temple Ewell (size A5) and Whitfield models;

RESOLVED TO RECOMMEND: That all Committees operate the same system regarding information dissemination to public and press attending meetings. The public and press are to receive only the Agenda. Supporting documentation, as deemed appropriate, by the Chairman, can then be distributed. This is in accordance with the Town Council’s Strategies of Sustainability and Transparency.


398. ALLOCATION OF PROJECT DEVELOPMENT OFFICER’S TIME

The Committee considered Councillor Mrs V L Philpott’s report of the 23rd October 2007 concerning the Festival of Dover 2008.

RESOLVED: That the Project Development Officer be charged with seeking funding for the Launch Event of the Festival of Dover 2008.




399. GEORGE CROSS FOR DOVER CAMPAIGN

The Committee considered Councillor C Precious’s letter of the 26th October 2007 regarding the George Cross for Dover Campaign.

RESOLVED TO RECOMMEND: That a letter be sent, by the Town Mayor on behalf of the Full Town Council, to the Chairman of the George Cross Campaign for Dover, showing its full support for the George Cross for Dover Campaign.


400. SPECIAL COMMUNITY PROJECTS

The Committee considered the Chairman’s report of 26th October 2007 concerning the costs of transfer of the Ray Warner films to DVD.

RESOLVED: a) That, subject to the written agreement below, the Committee agrees to the sum of £9,000 be paid for the transfer of the entire Ray Warner Collection of films, as specified in the Chairman’s report.

b) That a written agreement be made with the Dover Museum which includes:

That the Town Council’s interest in the ownership of the master copies is safeguarded.

That any income generated from the sale of copy DVDs is used for Town projects to be identified in consultation between the Museum managing authority and Dover Town Council

That consultation be made regarding availability of copy films to the public, between the Museum managing authority and Dover Town Council, after transfer of the films and prior to any distribution.

c) That the written agreement be approved by the Town Clerk, in consultation with Mayor and the Chairman of the Committee. The cost to be met from the Special Community Projects provision in the Committee’s 2007 / 08 or 2008 / 09 budget as appropriate.


The meeting closed at 8.16 pm



Councillor Mrs J Tranter
CHAIRMAN