Minutes - Wednesday, 13 February 2008
FARINGDON TOWN COUNCIL
Minutes of a Town Council meeting held on
Wednesday 13th February 2008
in the Council Chamber, The Corn Exchange, Faringdon
PRESENT: Cllrs. J.C.W. Gillman (Town Mayor)
Mrs. M.J. Barker (Deputy Mayor)
R. Cox
Miss J.C. Farmer
A.V. Hickmore
D. Hughes
S. Leniec
A. Marsden
N.S. O’Keeffe
D. Price
Dr. M. Wise
In Attendance: D/Cllr. Mrs. A. Thomson
0 Members of Public
1 Member of the Press
The Town Clerk
22/08 Apologies for Absence
Apologies were received from Cllrs. Mrs. J. Boulton and Mrs. S. Vinall.
23/08 Minutes of last meeting : 30th January 2008
The Minutes were signed as a correct record.
24/08 Matters Arising from 9th & 30th January 2008 and Action List
There were no matters arising and the actions carried out on the Action List were NOTED.
25/08 Declarations of Interest
No declarations were made.
26/08 Public Question Time
No questions had been received.
27/08 Public Speaking Time
(a) Report from Thames Valley Police
Concern was expressed about the speed of traffic in London Street, and the Clerk was asked to bring this to the attention of the Traffic Advisory Committee.
(b) Members of the Public
There were no members of public present.
28/08 County Councillor’s Report
C/Cllr. Mrs. Heathcoat had submitted a written report, which was NOTED.
29/08 District Councillors’ Report
D/Cllr. Cox tabled a written report, which was NOTED.
D/Cllr. Mrs. Thomson reported on a scheme, being run by the Faringdon Retailer Group, whereby Vale parking charges would be refunded by various retailers in the town. She also stated that there were concerns about the condition of the the Folly Tower and J.E.F.F. had agreed to fund a building survey. D/Cllr. Mrs. Thomson had attended a meeting concerning the proposals for the redevelopment of Ferngrove, which consisted of 5 x 2 bed. houses.
Cllr. Leniec raised a question about the future of the Vale’s Cash Office in Faringdon and asked D/Cllr. Cox to keep the Town Clerk informed of any decisions which were made. Cllr. Leniec reminded members that, once again, the District Council were making decisions in setting their budget which would have a impact on the Town Council, who were unable to react because the deadline for setting their own budget had passed.
It was proposed, seconded and CARRIED that a member should attend the District Council meeting on 27th February to speak against the closure of the Cash Office, and Cllr. Gillman was nominated to attend.
30/08 Chairman’s Activity Report
Cllr. Gillman gave a verbal report, which was NOTED.
31/08 Reports from Committees
Planning & Highways : 8th January & 29th January 2008: The Minutes were NOTED.
Venues : 15th January: The Minutes were NOTED.
Recreation & Open Spaces : 16th January: The Minutes were NOTED.
Finance : 23rd January: The Minutes were NOTED and the decisions made within Min. Nos. 06/08, 11/08, 12/08 and 13/08(b) were approved.
32/08 Clerk’s Report & Schedule of Payments
BILLS TO BE PAID
1. The following bills have been paid and require retrospective authorization.
Wantage Silver Band Donation in memory of 50.00
Cllr. Jim Moley (S.137 payment)
H. Sherman Reimbursement for catering costs 155.71
T. Brady Reimbursement for travel expenses 20.00
relating to Employment Tribunal
2. The following bills require authorization and payment in the normal way.
Davis Home Centre Ltd. Miscellaneous Items 21.30
Gold Dust Commercial C/Ex cleaning -
Office cleaning (2 months) 680.50
Pump House/TIC cleaning (2 months) 200.00
Three Counties Business Photocopier charges 35.34
Machines
J. Barnes C/Ex window cleaning 95.00
Bus Shelter cleaning 60.00
Tom Wheeler Bus shelter cleaning 60.00
Bob Harvey C/Ex carpet cleaning 188.00
VWHDC Dog Bin servicing 184.83
Viking Direct Stationery 191.77
Faringdon Newspapers TIC and Bar Franchise advertising 126.15
Travis Perkins Maintenance items 66.13
Ox. Touring Theatre Co. Production Fee – Ruby Slippers 360.00
Kidde Fire Protection Serv. Pump House fire alarm maintenance fee 83.43
J.M. Rennie Reimb. For stationery 23.95
Reimb. For Tribunal expenses 20.00
J.C.W. Gillman Mayor’s Allowance 2007/08 1000.00
Thames Water Water charges : C/Ex 157.36 *
P/House 25.28 *
T/Park pavilion 77.59 *
Southern Electric Electricity charges : C/Ex 693.59
P/House 605.36
RBS Software Solutions Internal Audit Fee 402.15
Imprest Wages A/c Salaries for January (inc. £160 P/Cash) 9897.93
2. Direct Debits
The following direct debits require authorization:
(a) British Telecom Telephone charges : Office 199.98
Fax Line 51.88
T.I.C. Line 59.51
Hall phone 50.44
(b) The Corn Exchange gas payment plan had a credit balance of £991.13 on 3rd January 2008 after the inclusion of £827.77 charges, which require
authorisation.
3. The following payment is recommended by the Finance Committee and is made
under S.137 of the Local Government Act 1972.
South & Vale Carers’ Centre £500.00
* It is recommended that these bills be paid by direct debit in future, because Thames Water only allow 14 days after receipt of bill for payment and this often misses a Town Council meeting. Authority is required to pay by this method.
TOTAL FTC PAYMENTS 16342.68
F.C. & T.I.C. Invoices
Tourism South East Stock Purchases 168.34
Book Castle Publishing Ltd. Stock purchases 11.18
Simplyicons Ltd. Stock purchases 38.97
Faringdon Walkers & Stock purchases 185.65
Cyclists
The National Trust Stock purchases 20.00
Anne Pagett Stock purchases 25.50
G.J. Barnett & Son Ltd. Stock purchases 8.25
F. Poller Stock purchases 18.00
VWHDC Stock Purchases 35.25
Promo-Direct Stock Purchases 2.60
TOTAL F.C. & T.I.C. INVOICES 590.64
It was proposed by Cllr. Leniec, seconded by Cllr. Hickmore and CARRIED that the bills listed above be authorized and paid.
33/08. Schedule of Meetings 2008/09
The Clerk’s draft Schedule of Meetings for approval for the coming year were considered. It was AGREED that the date for the Town Meeting in January should be decided at the Annual Town Meeting in April. All other dates were APPROVED and, at the request of the Venues Committee, an additional Committee meeting to be held on 10th March 2008 was AGREED.
34/08 Bar Franchise – Corn Exchange
It was proposed, seconded and CARRIED to defer this item to the end of the meeting because of the commercially sensitive nature of the matter.
(a) To receive report from Cllrs. Leniec & Price and the Town Clerk following their meeting with the Bar Franchisee and to receive proposals from the Bar Franchisee for payment of outstanding fees.
(b) In the light of the above, to consider further whether to take legal action to recover outstanding franchise fees of £4,000.
35/08 Appointment of External Auditor
Members were asked to consider a proposal by the Audit Commission to appoint BDO Stoy Hayward (the current Auditor) as Auditor to Great Faringdon Town Council for a five year period commencing with the 2007/08 accounts. It was proposed by Cllr. Price to approve the appointment, and this was seconded and CARRIED.
36/08 Gateway Feature, Lechlade Road, Faringdon
The Clerk read out a reply from VWHDC following Council request for clarification on grass cutting (Council Min. No. 176/07). Cllr. Price proposed that
(a) Council adopt the Gateway Feature, as requested by the VWHDC
(b) The Clerk be instructed to write to the County Council requesting agreement that, if the Town Council carry out additional grass cutting at this location, they will meet our costs.
37/08 Consultation on Orders and Regulations Relating to the Conduct of Local Authority Members in England.
Members received a consultation document from the Department for Communities and Local Government and were invited to comment.
Various comments were made and the Clerk was asked to forward these to them as a matter of urgency, to meet the deadline of 15th February.
38/08 (a) Bulgarian State Circus
Members received a request to allow a visit to Faringdon from 14th – 20th April 2008. It was AGREED that, whilst the Council had no land to offer for this purpose, such an event would be of benefit to the town. The Clerk was asked to reply to the Circus to this effect and suggest they contact other landowners.
(b) Perry Hatwell’s Funfairs
A similar request to the above was received, and the Clerk was asked to deal with this request in the same way as above.
39/08 Correspondence
The correspondence was NOTED.
40/08 Bar Franchise – Corn Exchange
Cllr. Gillman proposed invoking S/Order No. 65 because of the commercially sensitive nature of this matter, which was seconded by Cllr. Leniec. When put to the vote, there was an equality of votes and the Chairman used his casting vote to vote AGAINST the proposal, which was LOST.
(a) Members received a report from Cllrs. Leniec & Price and the Town Clerk following their meeting with the Bar Franchisee and a letter containing proposals from the Bar Franchisee for payment of outstanding fees.
Mr. Phillips requested a reduction in the outstanding fees to £2,000 , and outlined his reasons for the request. After discussion, it was AGREED that the minimum the Council would accept was £2,500. Cllr. O’Keeffee suggested that, to safeguard the Council’s position, a Statutory Demand should be issued to the Bar Franchisee.
It was proposed by Cllr. Leniec that Cllrs. Price and Leniec, plus the Town Clerk, be given delegated authority to meet again with Mr. Phillips as soon as possible to put the Council’s counter proposal as follows:
That the minimum the Council would accept in settlement of the outstanding Bar Franchise fees was £2,500 and this must be paid by 31st July 2008.
The proposal was seconded and CARRIED UNANIMOUSLY.
It was further AGREED that the Clerk would serve a Statutory Demand on Mr. Phillips, but it should be made clear that it was not the Council’s intention to present a bankruptcy petition within the 21 days stipulated on the Demand, unless Mr. Phillips failed to settle the outstanding fees by 31st July 2008.
Minutes of a Town Council meeting held on
Wednesday 13th February 2008
in the Council Chamber, The Corn Exchange, Faringdon
PRESENT: Cllrs. J.C.W. Gillman (Town Mayor)
Mrs. M.J. Barker (Deputy Mayor)
R. Cox
Miss J.C. Farmer
A.V. Hickmore
D. Hughes
S. Leniec
A. Marsden
N.S. O’Keeffe
D. Price
Dr. M. Wise
In Attendance: D/Cllr. Mrs. A. Thomson
0 Members of Public
1 Member of the Press
The Town Clerk
22/08 Apologies for Absence
Apologies were received from Cllrs. Mrs. J. Boulton and Mrs. S. Vinall.
23/08 Minutes of last meeting : 30th January 2008
The Minutes were signed as a correct record.
24/08 Matters Arising from 9th & 30th January 2008 and Action List
There were no matters arising and the actions carried out on the Action List were NOTED.
25/08 Declarations of Interest
No declarations were made.
26/08 Public Question Time
No questions had been received.
27/08 Public Speaking Time
(a) Report from Thames Valley Police
Concern was expressed about the speed of traffic in London Street, and the Clerk was asked to bring this to the attention of the Traffic Advisory Committee.
(b) Members of the Public
There were no members of public present.
28/08 County Councillor’s Report
C/Cllr. Mrs. Heathcoat had submitted a written report, which was NOTED.
29/08 District Councillors’ Report
D/Cllr. Cox tabled a written report, which was NOTED.
D/Cllr. Mrs. Thomson reported on a scheme, being run by the Faringdon Retailer Group, whereby Vale parking charges would be refunded by various retailers in the town. She also stated that there were concerns about the condition of the the Folly Tower and J.E.F.F. had agreed to fund a building survey. D/Cllr. Mrs. Thomson had attended a meeting concerning the proposals for the redevelopment of Ferngrove, which consisted of 5 x 2 bed. houses.
Cllr. Leniec raised a question about the future of the Vale’s Cash Office in Faringdon and asked D/Cllr. Cox to keep the Town Clerk informed of any decisions which were made. Cllr. Leniec reminded members that, once again, the District Council were making decisions in setting their budget which would have a impact on the Town Council, who were unable to react because the deadline for setting their own budget had passed.
It was proposed, seconded and CARRIED that a member should attend the District Council meeting on 27th February to speak against the closure of the Cash Office, and Cllr. Gillman was nominated to attend.
30/08 Chairman’s Activity Report
Cllr. Gillman gave a verbal report, which was NOTED.
31/08 Reports from Committees
Planning & Highways : 8th January & 29th January 2008: The Minutes were NOTED.
Venues : 15th January: The Minutes were NOTED.
Recreation & Open Spaces : 16th January: The Minutes were NOTED.
Finance : 23rd January: The Minutes were NOTED and the decisions made within Min. Nos. 06/08, 11/08, 12/08 and 13/08(b) were approved.
32/08 Clerk’s Report & Schedule of Payments
BILLS TO BE PAID
1. The following bills have been paid and require retrospective authorization.
Wantage Silver Band Donation in memory of 50.00
Cllr. Jim Moley (S.137 payment)
H. Sherman Reimbursement for catering costs 155.71
T. Brady Reimbursement for travel expenses 20.00
relating to Employment Tribunal
2. The following bills require authorization and payment in the normal way.
Davis Home Centre Ltd. Miscellaneous Items 21.30
Gold Dust Commercial C/Ex cleaning -
Office cleaning (2 months) 680.50
Pump House/TIC cleaning (2 months) 200.00
Three Counties Business Photocopier charges 35.34
Machines
J. Barnes C/Ex window cleaning 95.00
Bus Shelter cleaning 60.00
Tom Wheeler Bus shelter cleaning 60.00
Bob Harvey C/Ex carpet cleaning 188.00
VWHDC Dog Bin servicing 184.83
Viking Direct Stationery 191.77
Faringdon Newspapers TIC and Bar Franchise advertising 126.15
Travis Perkins Maintenance items 66.13
Ox. Touring Theatre Co. Production Fee – Ruby Slippers 360.00
Kidde Fire Protection Serv. Pump House fire alarm maintenance fee 83.43
J.M. Rennie Reimb. For stationery 23.95
Reimb. For Tribunal expenses 20.00
J.C.W. Gillman Mayor’s Allowance 2007/08 1000.00
Thames Water Water charges : C/Ex 157.36 *
P/House 25.28 *
T/Park pavilion 77.59 *
Southern Electric Electricity charges : C/Ex 693.59
P/House 605.36
RBS Software Solutions Internal Audit Fee 402.15
Imprest Wages A/c Salaries for January (inc. £160 P/Cash) 9897.93
2. Direct Debits
The following direct debits require authorization:
(a) British Telecom Telephone charges : Office 199.98
Fax Line 51.88
T.I.C. Line 59.51
Hall phone 50.44
(b) The Corn Exchange gas payment plan had a credit balance of £991.13 on 3rd January 2008 after the inclusion of £827.77 charges, which require
authorisation.
3. The following payment is recommended by the Finance Committee and is made
under S.137 of the Local Government Act 1972.
South & Vale Carers’ Centre £500.00
* It is recommended that these bills be paid by direct debit in future, because Thames Water only allow 14 days after receipt of bill for payment and this often misses a Town Council meeting. Authority is required to pay by this method.
TOTAL FTC PAYMENTS 16342.68
F.C. & T.I.C. Invoices
Tourism South East Stock Purchases 168.34
Book Castle Publishing Ltd. Stock purchases 11.18
Simplyicons Ltd. Stock purchases 38.97
Faringdon Walkers & Stock purchases 185.65
Cyclists
The National Trust Stock purchases 20.00
Anne Pagett Stock purchases 25.50
G.J. Barnett & Son Ltd. Stock purchases 8.25
F. Poller Stock purchases 18.00
VWHDC Stock Purchases 35.25
Promo-Direct Stock Purchases 2.60
TOTAL F.C. & T.I.C. INVOICES 590.64
It was proposed by Cllr. Leniec, seconded by Cllr. Hickmore and CARRIED that the bills listed above be authorized and paid.
33/08. Schedule of Meetings 2008/09
The Clerk’s draft Schedule of Meetings for approval for the coming year were considered. It was AGREED that the date for the Town Meeting in January should be decided at the Annual Town Meeting in April. All other dates were APPROVED and, at the request of the Venues Committee, an additional Committee meeting to be held on 10th March 2008 was AGREED.
34/08 Bar Franchise – Corn Exchange
It was proposed, seconded and CARRIED to defer this item to the end of the meeting because of the commercially sensitive nature of the matter.
(a) To receive report from Cllrs. Leniec & Price and the Town Clerk following their meeting with the Bar Franchisee and to receive proposals from the Bar Franchisee for payment of outstanding fees.
(b) In the light of the above, to consider further whether to take legal action to recover outstanding franchise fees of £4,000.
35/08 Appointment of External Auditor
Members were asked to consider a proposal by the Audit Commission to appoint BDO Stoy Hayward (the current Auditor) as Auditor to Great Faringdon Town Council for a five year period commencing with the 2007/08 accounts. It was proposed by Cllr. Price to approve the appointment, and this was seconded and CARRIED.
36/08 Gateway Feature, Lechlade Road, Faringdon
The Clerk read out a reply from VWHDC following Council request for clarification on grass cutting (Council Min. No. 176/07). Cllr. Price proposed that
(a) Council adopt the Gateway Feature, as requested by the VWHDC
(b) The Clerk be instructed to write to the County Council requesting agreement that, if the Town Council carry out additional grass cutting at this location, they will meet our costs.
37/08 Consultation on Orders and Regulations Relating to the Conduct of Local Authority Members in England.
Members received a consultation document from the Department for Communities and Local Government and were invited to comment.
Various comments were made and the Clerk was asked to forward these to them as a matter of urgency, to meet the deadline of 15th February.
38/08 (a) Bulgarian State Circus
Members received a request to allow a visit to Faringdon from 14th – 20th April 2008. It was AGREED that, whilst the Council had no land to offer for this purpose, such an event would be of benefit to the town. The Clerk was asked to reply to the Circus to this effect and suggest they contact other landowners.
(b) Perry Hatwell’s Funfairs
A similar request to the above was received, and the Clerk was asked to deal with this request in the same way as above.
39/08 Correspondence
The correspondence was NOTED.
40/08 Bar Franchise – Corn Exchange
Cllr. Gillman proposed invoking S/Order No. 65 because of the commercially sensitive nature of this matter, which was seconded by Cllr. Leniec. When put to the vote, there was an equality of votes and the Chairman used his casting vote to vote AGAINST the proposal, which was LOST.
(a) Members received a report from Cllrs. Leniec & Price and the Town Clerk following their meeting with the Bar Franchisee and a letter containing proposals from the Bar Franchisee for payment of outstanding fees.
Mr. Phillips requested a reduction in the outstanding fees to £2,000 , and outlined his reasons for the request. After discussion, it was AGREED that the minimum the Council would accept was £2,500. Cllr. O’Keeffee suggested that, to safeguard the Council’s position, a Statutory Demand should be issued to the Bar Franchisee.
It was proposed by Cllr. Leniec that Cllrs. Price and Leniec, plus the Town Clerk, be given delegated authority to meet again with Mr. Phillips as soon as possible to put the Council’s counter proposal as follows:
That the minimum the Council would accept in settlement of the outstanding Bar Franchise fees was £2,500 and this must be paid by 31st July 2008.
The proposal was seconded and CARRIED UNANIMOUSLY.
It was further AGREED that the Clerk would serve a Statutory Demand on Mr. Phillips, but it should be made clear that it was not the Council’s intention to present a bankruptcy petition within the 21 days stipulated on the Demand, unless Mr. Phillips failed to settle the outstanding fees by 31st July 2008.
