Draft Minutes (103)
FINANCE & GENERAL PURPOSES COMMITTEE
6th February 2007
PRESENT Councillors: Ms.J.Russell (Mayor)
Mrs.A.Daymond
Mrs.L.Dedden
P. Irving
Mrs.L.A.K.Nicholls
V.Redpath
E.J.F.Whatmore
Mrs.M.R.Whatmore
Apologies were received from Cllrs: P.Baker, Mrs.P.D.Baker, M.V.Daymond, A.R.Dedden,
Also in attendance Cllr: A.R.Nicholls.
Also in attendance: Mrs.V.Bright, Town Clerk, Mrs.J.Gaskell, Assistant to the Town Clerk & Sgt. Richard Partridge.
Apologies were also received from: Mr. W.Wells, Mayor’s Advisor.
319/06 Declarations of Interest.
None.
320/06 Policing.
A written report, from Sgt. Partridge, was circulated to all members at the meeting which included, crime figures for January and anti social behaviour incidents during the month. Sgt. Partridge outlined slight changes to the East Dorset Division areas which, he assured members, would have no effect on the numbers of police officers for Verwood and Three Legged Cross. Members were invited to ask questions and further discussion took place on: the re-organisation of the sections; fraud crimes; request for an update on a letter sent by the Police to a local store regarding security.
321/06 Clerk’s Report.
a) Verwood Concert Brass wrote thanking the Town Council for the allocation of Grant Aid for 2007/2008. This was noted.
b) Dorset Community Action wrote with information on a Community Lunch regarding ‘Good Practice in Working with Your Volunteers’, which will be held on Wednesday 14th February at Pamphill Village Hall from 12 noon to 2.00pm. This was noted.
c) D.A.P.T.C. Chief Executive’s Circular 01/07 which includes information on: Council Tax Billing Regulations; The Local Government & Public Involvement in Health Bill; Democracy Pack; Charter; Connecting Dorset; Workshop Information & Training. This was noted.
d) Age Concern Verwood wrote thanking the Town Council for the allocation of Grant Aid for 2007/2008. They also wrote that, following a recent Quality Assurance Inspection of their service, the federation of Age Concern’s secretariat wrote saying “The Quality Assessor was hugely impressed with the work and commitment of the Trustees and Volunteers at your group”. The results of his inspection will not be revealed until late in February. This was noted.
e) Minute 267/06(a), 234/06(a) & 188/06(i) Market & Coastal Towns Association. A letter has been received stating that Verwood has not been accepted into the Initiative. It seems that there was very strong competition for limited resources with over thirty applications being received and the Board felt that the impact of the Initiative in Verwood would be less than in others. The Clerk informed members that she would be looking into other forms of funding.
f) Life Education Centres Dorset wrote thanking the Town Council for the allocation of Grant Aid for 2007/2008. Should any member of the Town Council wish to arrange a visit to one of their mobile classrooms at any time they would be most welcome. This was noted.
g) Alderholt Parish Plan. The Clerk reported that she had been invited to attend the launch of the Alderholt Parish Plan, and received a copy of it which is now available to view in the Town Council Offices. This was noted.
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h) East Dorset Citizens Advice Bureaux wrote thanking the Town Council for the allocation of Grant Aid for 2007/2008. This was noted.
i) Quarterly Clerks meeting with the Chief Executive of East Dorset District Council. The Clerk reported that matters discussed at the meeting included: the revised Code of Conduct for Members; Consultation on Budget meeting; Elections; Public speaking at Planning; Council owned trees; Street Scene Strategy; Pathfinder; Quality Status; Training; Insurance of Flood Wardens.
j) Bus Shelters. A request has been made for consideration to be given to erect a bus shelter in Woodlinken Drive by the Doctors Surgery but if that is not possible for one to be erected near Claylake Drive. After much discussion the Clerk was asked to investigate if a shelter there would be approved by the Highway Authority and also to look into other sites where shelters may be requested.
k) Freedom of Information – Scheme of Publication. The initial guidance for Schemes of Publication was only valid until February 2007 but this approval has now been extended to the end of 2008. The extension is to allow the Freedom of information commissioners to give more time to consider what they will be looking for in the next round of approvals. This was noted.
l) Victim Support Dorset wrote thanking the Town Council for the allocation of Grant Aid for 2007/2008. This was noted.
m) Zurich Insurance. The Clerk has arranged for the play equipment to be insured as one and as the sum insured exceeds £100,000 the Town Council is entitled to a size discount. The annual premium has reduced by £755.31. This was noted.
n) French Markets. The Clerk reported that she was investigating the possibility of holding French Markets on Ferrett Green. Permission had now been received from Mr. Morant and the Clerk would be meeting with a representative from the markets in the next few months. Discussion took place on the frequency, if permission was granted, and the views of the local traders. The Clerk would report back at the Full Town Council meeting.
o) Quality Councils. The Clerk reported that she had now received a file for providing evidence for Quality Status. Discussion took place on the evidence which would need to be supplied. One item discussed was regarding apologies by members for meetings. The Chairman stressed that Members should give apologies to the Town Clerk or the Chairman of Committee.
322/06 Monthly Budgets.
These will be provided at the Full Town Council meeting as the bank statements have not yet been received.
323/06 Access & Disability Audit.
No report this month.
324/06 Risk Management Statement.
A copy of the statement was copied to all Members. Discussion took place on the format of the Risk Assessment Statement, and it was suggested that the risks should be prioritised by severity and likelihood and the statement should be in a matrix form, as concern was raised that there could be gaps hidden within the present form. It was suggested that additional information needed to be added under ‘Risks Identified’ for the Verwood Memorial Recreation Ground and Three Legged Cross Recreation Ground. The risk identified would then read ‘Damage/vandalism to street furniture, paths, grass, rubbish and glass accumulation.’ The Clerk would amend the Statement and would produce the Risk Management Statement in matrix form in the next two months. It was proposed, seconded and
RECOMMENDED that the Risk Management Statement be accepted with the amendments above and that the Town Clerk would produce the statement in matrix form in the next two months.
325/06 Financial Regulations.
A copy of the Financial Regulations was copied to all Members. The Clerk informed members that
under 5.1 the two accounts were named and this was the only change. After discussion, which included the supply of gas and electric by direct debit, it was proposed, seconded and
RECOMMENDED that the Financial Regulations be accepted.
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326/06 Reports on Health and Safety aspects from the relevant Chairmen.
A report had been received from the Chairman of the Cemetery Committee, the Vice Chairman of the Recreation Ground and Open Spaces Committee and the Verwood Leisure Centre. The Clerk would arrange for any necessary work to be carried out.
327/06 Other reports and items for future agendas.
a) A request was made for a future agenda item to discuss the landscaping of Ferrett Green.
b) Concern was raised regarding the right of way for the road system from Brock Way into Jenner
Close and the Verwood Hub car park. The Clerk was asked to write to the County Council and ask them to investigate the site for possible solutions.
c) A request was made by members to visit the Verwood Hub before the official opening. The Clerk
would contact the manager to arrange visits.
There being no further business the meeting closed at 8.16p.m.
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Mayor