Minutes - Wednesday, 23 January 2008
FARINGDON TOWN COUNCIL
Minutes of a Finance & Audit Committee meeting
held on Wednesday 23rd January 2008
in the Council Chamber, the Corn Exchange, Faringdon
PRESENT: Cllrs. S. Leniec (Chairman)
Mrs. M.J. Barker
A.C. Hickmore
A. Marsden
N.H. O’Keeffe (from Min. 06/08)
D. Price
Mrs. S. Vinall
M. Wise
In Attendance: Mrs. S. Thurston, F.C. & T.I.C. Supervisor
The Town Clerk
01/08 Apologies for Absence
Apologies were received from Cllr. J.C.W. Gillman.
02/08 Declarations of Interest
No declarations were made.
03/08 Minutes of Last Meeting : 5th December 2007
The Minutes were signed as a correct record.
04/08 Matters Arising
Min. 82/07 (75/07): The Clerk stated that no contact had been made by the Vale concerning the Corn Exchange building survey.
Min.82/07 (78/07): Members were informed that the Employment Tribunal had now been relisted for hearing on 7th and 8th May 2008.
Min. 85/07: The Clerk stated that she had received no response from FAP following her request for a detailed breakdown of costs.
Min. 89/07: Cllr. Leniec reported that a meeting had now taken place with Mr. Phillips, when some options were discussed, but because of the commercially sensitive nature of the matter, he proposed deferring any further discussion to the end of the meeting, which was AGREED.
05/08 Public Speaking Time & Public Question Time
No members of public were present and no questions had been received.
06/08 Applications for Financial Assistance
The following applications were considered:
1. South & Vale Carers’ Centre : Unspecified amount towards the cost of
providing an Outreach Worker in
Faringdon.
It was proposed, seconded and CARRIED to award a grant of £500, on condition that they use some of the funds to raise awareness of their services. The Clerk was asked to thank them for the service which they gave to the residents of Faringdon.
2. Adult Learning & Lifestyle @ Faringdon Community College
£432 to support 6 courses where enrolment is short by 3 learners.
It was AGREED to defer this application to the next meeting and the Clerk was asked, in liaison with Cllr. Leniec, to write a letter to the applicant seeking more details to report to the next meeting.
07/08 Faringdon Community & Tourist Information Centre
(a) Members received the 3rd Quarterly Financial Report to 31.12.2007, which was NOTED.
(b) Members received a report from the TIC Supervisor, which was NOTED. Mrs. Thurston was thanked for providing such a clear and precise report, and Cllr. Mrs. Vinall expressed the view that she was extremely pleased with Mrs. Thurston’s performance so far and was looking forward to seeing new ideas being put into practice. Cllr. Leniec stated that he hoped this was the beginning of a period of stability after the recent turbulent months.
(c) Members were asked to consider a request from Faringdon Community Bus Ltd. to provide a telephone answering and booking service through the F.C. & T.I.C. Mrs. Thurston stated that the Centre was already engaged in some work on behalf of FCB Ltd. and she did not envisage that taking on this new role would be particularly onerous. Cllr. Hickmore stated that FCB Ltd. were currently charged £15 per month by their current provider, and Cllr. Leniec proposed that an offer should be made for the provision of the service for the same charge, for a trial period until the end of March, which was seconded and CARRIED. It was AGREED to review the situation in April 2008 and FCB Ltd. should be asked to provide an out of hours number.
(d) Members received a verbal report from the Town Clerk re VWHDC plans to transfer tourism promotion to a Social Enterprise. The Clerk reported that Faringdon Chamber of Commerce, who were already setting up a Social Enterprise, had been chosen by the Vale as their preferred option, rather than tendering for a commercial provider such as Tourism South East.
The Clerk expressed her concern on the implications for future funding, because although the Vale had offered some start up financial support for two or three years, it was unclear where financial support would be obtained after that period.
The Clerk was asked to write to the Vale expressing the Council’s disappointment that they were not fully consulted on such a fundamental change to their tourism strategy, and to ascertain where the Vale envisaged that the Social Enterprise would obtain funding for their services after the Vale’s withdrawal of start up support.
07/08 Financial Report
Members received and considered the following 3rd Quarterly Reports to 31.12.2007.
(a) Office & Establishment : Cllr. Mrs. Vinall queried an overspend on ‘Sundry Expenditure’ and the Clerk explained that this contained two unusual, and large items which had caused the overspend. The Report was NOTED.
(b) Direct Council Expenditure : Concern was expressed that the Mayor had not yet claimed his allowance for 2007/08 and the Clerk was instructed to pay this at the February Council meeting.
09/08 Precept 2008/09
Cllr. Leniec proposed the following amendments to the 2008/09 budget:
1. Venues Committee:
Remove £5,000 capital expenditure for C/Ex toilet refurbishment and add £5,000 to the Pump House capital budget for theatre refurbishments. This was NOT AGREED.
2. Recreation & Open Spaces Committee:
Remove training budget to central budget held by Office & Establishment.
Remove £1,500 from capital expenditure for Oakwood Park play equipment.
These amendments were AGREED.
3. Office & Establishment:
Training increased by £750 (from R. & OS and TIC) as a centrally held budget.
Advertising reduced by £2,500 to reflect the reserves held by the Community Bus Group. These amendments were AGREED.
Cllr. Hickmore, who had proposed the reduction in the advertising budget, was asked to explain the reasoning behind his proposal to the Bus Group at their next meeting.
4. F.C. & T.I.C.: Training budget of £250 moved to O. & E.
This amendment was AGREED.
5. Planning & Highways Committee:
Remove £2,000 from capital expenditure for one bus shelter.
6. Direct Council Expenditure : Addition of £5,000 for expenditure following the signing of the Nottingham Declaration on Climate Change.
Cllr. Leniec then proposed that the sum of £3,635 should be used from reserves to support the budget and to preserve the current rate on Faringdon residents. This was seconded by Cllr. Price and CARRIED.
It was AGREED to make a recommendation to full Council that the total amount of Precept required for 2008/09 was £238,840.
10/08 FTC Climate Change Working Party
A request from the Climate Change Working Party for funding was received, but no further discussion took place as a sum had already been included in the 2008/09 budget.
11/08 Employment Tribunal
Members were asked to consider the reimbursement of costs incurred by the Town Clerk and by Cllr. Mrs. Vinall. These totalled £20 each and it was AGREED these should be reimbursed.
12/08 Items referred from Council/Other Committees
Members received a request from the Recreation & Open Spaces Committee to release the sum of £2,500 included in the the 2008/09 budget for improvements to the Town Park, as this would allow the project to be commenced before the onset of Spring. It was proposed, seconded and CARRIED that the funds be taken from the £8,000 allocated to the Skate Park and be repaid in April 2008.
13/08 Staff Matters
(a) To consider the setting up of a Working Party to look into the Council’s future staffing structure and to agree its Terms of Reference.
Cllr. Leniec stated that, because of illness and work pressures, he and the Clerk had been unable to complete the Terms of Reference, but this would be made available at the next meeting.
(b) To consider the Venues Caretaker for Designated Premises Supervisor training and awarding a Spinal Column Point increase in recognition of her increased responsibilities.
Following a lengthy discussion, it was proposed, seconded and CARRIED to agree, in principle, to an increase in Spinal Column Point to SCP 19, following successful completion of training, and the Clerk was given delegated authority to implement the increase when appropriate. Cllr. Vinall expressed the view that the Venues Caretaker’s grading should be evaluated, and it was AGREED this would be carried out by the Working Party as a matter of urgency.
Cllr. Leniec proposed invoking S/Order No. 65 to exclude the Press and Public for the remainder of the meeting, to enable a full report to be given on the recent meeting with the Bar Franchisee, on the grounds that the matter was commercially sensitive. This was seconded and CARRIED.
Cllr. Leniec informed members of the discussion which had taken place and stated that Mr. Phillips had agreed to set out his proposals for the settlement of outstanding bar franchise fees, in writing, for consideration by the Council on 13th February.
Minutes of a Finance & Audit Committee meeting
held on Wednesday 23rd January 2008
in the Council Chamber, the Corn Exchange, Faringdon
PRESENT: Cllrs. S. Leniec (Chairman)
Mrs. M.J. Barker
A.C. Hickmore
A. Marsden
N.H. O’Keeffe (from Min. 06/08)
D. Price
Mrs. S. Vinall
M. Wise
In Attendance: Mrs. S. Thurston, F.C. & T.I.C. Supervisor
The Town Clerk
01/08 Apologies for Absence
Apologies were received from Cllr. J.C.W. Gillman.
02/08 Declarations of Interest
No declarations were made.
03/08 Minutes of Last Meeting : 5th December 2007
The Minutes were signed as a correct record.
04/08 Matters Arising
Min. 82/07 (75/07): The Clerk stated that no contact had been made by the Vale concerning the Corn Exchange building survey.
Min.82/07 (78/07): Members were informed that the Employment Tribunal had now been relisted for hearing on 7th and 8th May 2008.
Min. 85/07: The Clerk stated that she had received no response from FAP following her request for a detailed breakdown of costs.
Min. 89/07: Cllr. Leniec reported that a meeting had now taken place with Mr. Phillips, when some options were discussed, but because of the commercially sensitive nature of the matter, he proposed deferring any further discussion to the end of the meeting, which was AGREED.
05/08 Public Speaking Time & Public Question Time
No members of public were present and no questions had been received.
06/08 Applications for Financial Assistance
The following applications were considered:
1. South & Vale Carers’ Centre : Unspecified amount towards the cost of
providing an Outreach Worker in
Faringdon.
It was proposed, seconded and CARRIED to award a grant of £500, on condition that they use some of the funds to raise awareness of their services. The Clerk was asked to thank them for the service which they gave to the residents of Faringdon.
2. Adult Learning & Lifestyle @ Faringdon Community College
£432 to support 6 courses where enrolment is short by 3 learners.
It was AGREED to defer this application to the next meeting and the Clerk was asked, in liaison with Cllr. Leniec, to write a letter to the applicant seeking more details to report to the next meeting.
07/08 Faringdon Community & Tourist Information Centre
(a) Members received the 3rd Quarterly Financial Report to 31.12.2007, which was NOTED.
(b) Members received a report from the TIC Supervisor, which was NOTED. Mrs. Thurston was thanked for providing such a clear and precise report, and Cllr. Mrs. Vinall expressed the view that she was extremely pleased with Mrs. Thurston’s performance so far and was looking forward to seeing new ideas being put into practice. Cllr. Leniec stated that he hoped this was the beginning of a period of stability after the recent turbulent months.
(c) Members were asked to consider a request from Faringdon Community Bus Ltd. to provide a telephone answering and booking service through the F.C. & T.I.C. Mrs. Thurston stated that the Centre was already engaged in some work on behalf of FCB Ltd. and she did not envisage that taking on this new role would be particularly onerous. Cllr. Hickmore stated that FCB Ltd. were currently charged £15 per month by their current provider, and Cllr. Leniec proposed that an offer should be made for the provision of the service for the same charge, for a trial period until the end of March, which was seconded and CARRIED. It was AGREED to review the situation in April 2008 and FCB Ltd. should be asked to provide an out of hours number.
(d) Members received a verbal report from the Town Clerk re VWHDC plans to transfer tourism promotion to a Social Enterprise. The Clerk reported that Faringdon Chamber of Commerce, who were already setting up a Social Enterprise, had been chosen by the Vale as their preferred option, rather than tendering for a commercial provider such as Tourism South East.
The Clerk expressed her concern on the implications for future funding, because although the Vale had offered some start up financial support for two or three years, it was unclear where financial support would be obtained after that period.
The Clerk was asked to write to the Vale expressing the Council’s disappointment that they were not fully consulted on such a fundamental change to their tourism strategy, and to ascertain where the Vale envisaged that the Social Enterprise would obtain funding for their services after the Vale’s withdrawal of start up support.
07/08 Financial Report
Members received and considered the following 3rd Quarterly Reports to 31.12.2007.
(a) Office & Establishment : Cllr. Mrs. Vinall queried an overspend on ‘Sundry Expenditure’ and the Clerk explained that this contained two unusual, and large items which had caused the overspend. The Report was NOTED.
(b) Direct Council Expenditure : Concern was expressed that the Mayor had not yet claimed his allowance for 2007/08 and the Clerk was instructed to pay this at the February Council meeting.
09/08 Precept 2008/09
Cllr. Leniec proposed the following amendments to the 2008/09 budget:
1. Venues Committee:
Remove £5,000 capital expenditure for C/Ex toilet refurbishment and add £5,000 to the Pump House capital budget for theatre refurbishments. This was NOT AGREED.
2. Recreation & Open Spaces Committee:
Remove training budget to central budget held by Office & Establishment.
Remove £1,500 from capital expenditure for Oakwood Park play equipment.
These amendments were AGREED.
3. Office & Establishment:
Training increased by £750 (from R. & OS and TIC) as a centrally held budget.
Advertising reduced by £2,500 to reflect the reserves held by the Community Bus Group. These amendments were AGREED.
Cllr. Hickmore, who had proposed the reduction in the advertising budget, was asked to explain the reasoning behind his proposal to the Bus Group at their next meeting.
4. F.C. & T.I.C.: Training budget of £250 moved to O. & E.
This amendment was AGREED.
5. Planning & Highways Committee:
Remove £2,000 from capital expenditure for one bus shelter.
6. Direct Council Expenditure : Addition of £5,000 for expenditure following the signing of the Nottingham Declaration on Climate Change.
Cllr. Leniec then proposed that the sum of £3,635 should be used from reserves to support the budget and to preserve the current rate on Faringdon residents. This was seconded by Cllr. Price and CARRIED.
It was AGREED to make a recommendation to full Council that the total amount of Precept required for 2008/09 was £238,840.
10/08 FTC Climate Change Working Party
A request from the Climate Change Working Party for funding was received, but no further discussion took place as a sum had already been included in the 2008/09 budget.
11/08 Employment Tribunal
Members were asked to consider the reimbursement of costs incurred by the Town Clerk and by Cllr. Mrs. Vinall. These totalled £20 each and it was AGREED these should be reimbursed.
12/08 Items referred from Council/Other Committees
Members received a request from the Recreation & Open Spaces Committee to release the sum of £2,500 included in the the 2008/09 budget for improvements to the Town Park, as this would allow the project to be commenced before the onset of Spring. It was proposed, seconded and CARRIED that the funds be taken from the £8,000 allocated to the Skate Park and be repaid in April 2008.
13/08 Staff Matters
(a) To consider the setting up of a Working Party to look into the Council’s future staffing structure and to agree its Terms of Reference.
Cllr. Leniec stated that, because of illness and work pressures, he and the Clerk had been unable to complete the Terms of Reference, but this would be made available at the next meeting.
(b) To consider the Venues Caretaker for Designated Premises Supervisor training and awarding a Spinal Column Point increase in recognition of her increased responsibilities.
Following a lengthy discussion, it was proposed, seconded and CARRIED to agree, in principle, to an increase in Spinal Column Point to SCP 19, following successful completion of training, and the Clerk was given delegated authority to implement the increase when appropriate. Cllr. Vinall expressed the view that the Venues Caretaker’s grading should be evaluated, and it was AGREED this would be carried out by the Working Party as a matter of urgency.
Cllr. Leniec proposed invoking S/Order No. 65 to exclude the Press and Public for the remainder of the meeting, to enable a full report to be given on the recent meeting with the Bar Franchisee, on the grounds that the matter was commercially sensitive. This was seconded and CARRIED.
Cllr. Leniec informed members of the discussion which had taken place and stated that Mr. Phillips had agreed to set out his proposals for the settlement of outstanding bar franchise fees, in writing, for consideration by the Council on 13th February.
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