POLICY minutes 04062008

Minutes of a meeting of the Policy & Resources Committee held in the Council Chamber, Council Offices, Radstock Lane, Earley, Berkshire on Wednesday, 4^th June 2008 commencing at 7.45 pm.

Councillors J Armstrong, A T Bradley, C J W Edmunds, G A Hughes, Mrs J A Lissaman, T Maher (from 8.12pm) and P L Willis

Apologies for absence were received from Councillors M A P Deegan (Holiday) and N Jorgensen (Business)

RESOLVED that Councillor S Khan be appointed Vice Chairman of the Policy & Resources Committee for the ensuing Municipal Year.

The Minutes of the meeting of the Policy & Resources Committee held on 19^th March 2008 were confirmed as a true record and signed by the Chairman.

Consideration was given to the appointment of Sub-Committees and Working Parties for the ensuing year.

Staffing Review Sub-Committee – Councillors D D Chopping, M Deegan, C J W Edmunds, M J Firmager, N Jorgensen and T Maher

Standing Orders Working Party – Councillors M Deegan, C J W Edmunds, M J Firmager, N Jorgensen and Mrs J Lissaman

Service to Earley Award Panel – Councillors Mrs A Ames, A T Bradley, D D Chopping and T Maher

Youth & Community Sub-Committee – Councillors Mrs L Chambers, M A P Deegan, C J W Edmunds, M Firmager, I Hussain, Mrs J Lissaman, Ms C Mitchell and N Preston.

Members were reminded that, at Minute 39 of the meeting of this Committee held on 7^th November 2007, it was resolved that certain organisations be presented with their grant cheques at a meeting of the Committee. Consequently, the following cheques were presented:

The Chairman outlined the background to the two organisations and Members were pleased to note that Just Around the Corner has been awarded the Queen’s Award for Voluntary Service.

On receiving their grant cheques, Sam Milligan, the Just Around the Corner representative, expressed his thanks for the grant, support and the Town Council’s nomination for the Queen’s award. Councillor Armstrong, the SAGE representative expressed his thanks for the grant and the Town Council’s continued support during the past five years.

Members were reminded that when consideration was given to the request for financial assistance for 2008/09, it was resolved that further information be sought from the Lower Earley Community Responders. Subsequently, a letter dated 14^th November 2007 was sent the applicant but no response was received. On following this up, the Town Clerk was informed that the letter had never been received and, therefore, the invitation contained therein, for a representative of the organisation to make a presentation, had not been communicated. Subsequently, the Town Clerk, in his further communication with the Responders, had invited representatives to make a short presentation at this meeting of the Committee.

The representatives, Rachel Meston and Richard Jackson, informed the Committee that the Community Responders, as a registered Charity, formed part of the South Central Ambulance Service of the NHS. The Responders were trained by the Ambulance Service to provide a first response, within eight minutes, to life threatening emergency calls whilst an ambulance was being despatched. Because the individual Responders lived in the local area, they had knowledge of the fastest routes and, therefore, it was possible for them to reach patients prior to an ambulance. They were trained to commence basic life support which included the use of oxygen and defibrillators.

The NHS provided the basic kit and would reimburse the cost of consumables such as masks but, because of lack of resources from the Government, the Responders had to personally fund the costs of their mobile phone use, pagers and high visibility jackets. Furthermore, the defibrillator pads issued to them could not be of the same standard as those issued to fully trained ambulance staff and, therefore, replacements had to be funded by the Responders at a cost of £35 each.

Rachel Meston further informed the Committee that, as the Co-ordinator for Earley, she was unable to completely fulfil the role of a Responder because she had to be involved in fundraising, promotion and recruitment as they were aiming to provide a twenty four hour service.

It was suggested to the Responders that the Town Council could assist with promotion through its Youth & Community Sub-Committee and Green Fair and, also, direct them to other public events.

Members were further reminded that a budget allocation had been earmarked for the grant, should the Council be disposed to approve the application. It was also felt that any contribution should be subject to receipt of a retrospective financial statement at the end of the Responders financial year and that the Responders be informed that the grant would be a “one off”.

It was proposed by Councillor A T Bradley and seconded by Councillor C J W Edmunds that a contribution of £400 be made to the Lower Earley Community Responders.

An amendment was proposed by Councillor Mrs J Lissaman and seconded by Councillor P L Willis that a contribution of £500 be made to the Lower Earley Community Responders.

1. in accordance with the provisions of the Local Government Act 1972, Section 137, as amended by Local Government Housing Act 1989, Section 36, a contribution, subject to receipt of a retrospective financial statement at the end of the Responders financial year, of £400 be made to the Lower Earley Community Responders

2. the Responders be informed that the grant was for this year and that future funding from the Town Council was not guaranteed

3. the Town Clerk liaise with the Responders with regard to promotion as outlined in the preamble to this Minute

4. the Community Responders be encouraged to inform the South Central Ambulance Service of the Town Council’s concern with regard to funding.

Consideration was given to the Minutes of the Youth & Community Sub-Committee held on 22nd April 2008, a copy of which is appended to these Minutes for the information of Members only.

2. a copy of the letter, received from the Thames Valley Police, concerning on-street parking be sent to all Members of this Committee.

The Committee noted that, at Minute 11 of the Annual Town Council meeting held on 7^th May 2008, it was resolved that the matter of future membership of the National Association of Local Councils and, consequently, the County Association, be considered at this meeting. Correspondence received from the Chairman of BALC gave an indication of the activities carried out by the County Association, together with a leaflet outlining all of its services. Members were advised of the report given by the Town Clerk at the Annual Town Council meeting, which stated:

“The Town Clerk was able to report to the meeting that he had just received a letter from the Chairman of the Berkshire Association of Local Councils indicating that the Berkshire Association was being re-launched, and asking whether the Town Council wished to rejoin the National Association. The Town Clerk indicated that he had various supporting information from the Berkshire Association, and that the Chairman had offered to address a future Council meeting.”

Subsequently the Chairman of BALC, Mr J Heggadon, had been invited to attend this meeting to give a presentation.

Members were reminded that the Town Council originally withdrew from BALC five years ago and had rejoined following the appointment of a new Town Clerk. Subsequently, it was felt that the Association no longer gave value for money and, accordingly, the Town Council again withdrew.

Mr Heggadon referred to his letter and leaflet, copies of which were distributed to Members. He outlined the benefits of membership which included access to legal advice through the National Association of Local Councils (NALC), training courses, publications and the advantages of a collective voice, both at Borough Council level and with regard to representations at the South East England Regional Assembly (SEERA). BALC also provided adjudication with regard to the assessment process on Quality Councils, of which there were only two in Berkshire.

He further informed Members that BALC did not receive any subsidy because there was no County Authority in Berkshire. If there were subsidies, the Association would either be able to reduce its Membership fees to Town and Parish Councils or increase its personnel.

The Committee was of the opinion that it would be prudent, at this stage, to await the outcome of the changes in the administration of the County Association before any decision was made and, accordingly, it was

1. enquiries be made with Woodley Town Council to ascertain its view on the benefits of membership of the Association

2. a decision on future membership of BALC be deferred pending feedback on evidence of any changes

4. enquiries be made as to the possibility of subscribing to the Direct Information Service.

Members were reminded that, at Minute 56.1 of the meeting of this Committee held on 19^th March 2008, it was resolved that the Town Clerk, in collaboration with Councillor M Firmager, undertake a review of the level of Fidelity Guarantee Insurance cover. Further, that a quotation be sought for the increased cover as suggested by the Audit Commission.

The Committee noted that Zurich Municipal had quoted its premiums for Fidelity Guarantee Insurance in bands, as follows:

The current level of cover was £200,000 and, therefore, an increase to the band limit of £250,000 would be at no additional cost. Consequently, the Town Clerk, in consultation with Councillor Firmager, increased the cover to the band limit.

Members were asked to consider whether to further increase the cover. It was noted that if the advice of the Audit Commission was followed, the Town Council should have £430,000 of cover being approximately 50% of the precept, plus the end of the year balance. It was further noted that the cost of £450,000 Fidelity Guarantee Insurance would be at the same cost as £430,000.

RESOLVED that the action of the Town Clerk be noted and the Insurance cover be maintained at £250,000.

The Committee noted details of Orders for Payment paid since the last meeting of the Town Council.

In response to a question concerning Voucher No. 40, the Town Clerk informed Members that, although the cheque had been drawn, it was being held in the office pending the decision made at this meeting.

RESOLVED that the various accounts set out on the attached list (Vouchers 30 – 39 and 41 -98) be paid in the sums as stated and details of the Imprest Vouchers (001 – 021) be noted.

The Committee noted that the following items had been received and were available for viewing in the Council Chamber:

10. PRESS RELEASES

RESOLVED that the items relating to the cheque presentations, nomination of the Queen’s Award to JAC and the Community Responders should receive emphasis.

RESOLVED that the press and public be excluded from the meeting during discussion of a confidential matter relating to a PCSO contract.

Staffing Review Sub-Committee – Councillors D D Chopping, M Deegan, C J W Edmunds, M J Firmager, N Jorgensen and T Maher

The Committee noted that the following items had been received and were available for viewing in the Council Chamber:

10. PRESS RELEASES