Minutes of a meeting of the Policy & Resources Committee held in the Council Chamber, Council Offices, Radstock Lane, Earley, Berkshire on Wednesday, 7 th June 2006 commencing at 7.45 pm.

present

Chairman – Councillor M A P Deegan

Councillors D D Chopping, C J Edmunds, M Firmager, N Jorgensen , A W Spratling, D Swindells and K J Ward.

An Apology for absence was received from Councillor S Scarrott who was on holiday.

1. MINUTES OF PREVIOUS MEETING

The Minutes of the meeting of the Policy & Resources Committee held on 5 th April 2005 were confirmed as a true record and signed by the Chairman.

2. VICE-CHAIRMAN

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

3. APPOINTMENT OF SUB-COMMITTEES & WORKING PARTIES

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

RESOLVED that the following be appointed:-

Standing Orders Working Party – Councillors M Deegan, C J W Edmunds, T Lowe, N Jorgensen and D Swindells.

Service to Earley Award Panel – Councillors D D Chopping, Mrs F M Rolls and Mrs E Spratling.

Health and Safety Working Party – Councillors J Armstrong, M J Firmager and D Swindells.

Youth & Community Sub-Committee – Councillors M A P Deegan, C J W Edmunds, M Firmager, Mrs J Lissaman, Mrs E Spratling, M Thomas and K J Ward.

Public Relations Working Party – Councillors D D Chopping, M A P Deegan, C J Edmunds, S Scarrott and D Swindells.

4. REQUESTS FOR FINANCIAL ASSISTANCE

4.1 Letters of Thanks

The Committee noted that letters of thanks had been received from:

• Earleybus
• Relate Berkshire
• Maiden Place Earley Retirement Club
• Berkshire County Blind Society
• Seniors' Action Group – Earley
• Earley Day Centre

4.2 Wokingham Sports Sponsorship Fund

Members were reminded that, on previous occasions, the Town Council had, Under Section 137, match funded the contribution made from the Wokingham Sports Sponsorship Fund to various young people within the area.  A request for further match funding had been received from Wokingham District Council and, in accordance with the wishes of Members, the letter containing the name of the recipient had been attached to the Agenda.

RESOLVED that in accordance with the provisions of the Local Government Act 1972, Section 137, as amended by the Local Government Housing Act 1989, Section 36, a contribution of £100 be made to the Wokingham Sports Sponsorship Fund.

5. SUB-COMMITTEES & WORKING PARTIES

5.1 Public Relations Working Party

Consideration was given to the notes of the Public Relations Working Party held on 16 th May 2006, a copy of which is appended to these Minutes for the information of Members only.

RESOLVED that the report be received and the Recommendations contained therein be adopted.

5.2 Youth & Community Sub-Committee

Consideration was given to the Minutes of the Youth & Community Sub-Committee held on 25 th April 2006, a copy of which is attached to these Minutes for the information of Members only.

With regard to item 4.1, the Town Clerk clarified that, in respect of Recommendation 1, observations would be passed on to the PCSO, the Youth & Community Outreach Workers and the Wokingham Community Wardens and Recommendation 2 was a formalisation of the process already in place.  The Town Clerk further reported that, in respect of Recommendation 3, part of the tender process involved receipt of a satisfactory report from RoSPA.  The RoSPA Inspector had made comments regarding the breaking-up of the surface which he considered should be repaired and brought up to standard in order to pass the inspection.

The Town Clerk reported that, in respect of item 4.2, a site meeting had been held between the Wokingham District Council Road Safety Officer, the Thames Valley Police and representatives from the School.  The Police had agreed to produce a letter to School parents and it was intended that an approach be made to the Elmhurst Hotel regarding use of its car park during School times.  Rob Wilson, the Member of Parliament for East Reading was working with the Reading Borough Council Traffic Officer and Officers from the District Council in an attempt to alleviate the parking problems and John Redwood, the Member of Parliament for Wokingham was trying to determine if barriers existed between the two Authorities.  The Committee noted that the Borough Council's rubbish collection usually took place outside the School at around 8.50am which exacerbated the existing problems.

Members noted that, in respect of item 5, the Sub-Committee, in deciding the list of priorities, had only dealt with those matters relevant to the Town Council.  In response to questions from Members, the Town Clerk informed the Committee that the Local Area Agreement would run on a three-year rolling period and only the District Councils would be judged on performance.  It was intended that full details of the report and timescales would be passed to the relevant Committees where it would be agreed as to how often each priority should be reviewed.  Once approved by Council, information would be referred to this Sub-Committee to be disseminated amongst the various partners and to the wider community.

RESOLVED that

1. the Minutes be received and the Recommendations contained therein be adopted
2. the issues regarding parking outside Earley St. Peter's School be referred to the Planning Committee for further consideration
3. Reading Borough Council be requested to consider amending its rubbish collection time in Church Road to avoid conflict with School traffic.
4. FINANCIAL INFORMATION
5. Summary Financial Report 2005/06

Further to Minute 9 of the meeting of the Town Council held on 10 th May when it was requested that a Summary Financial Report showing the actual outturns compared with revised estimates for 2005/06 be presented to this Committee, Members noted a copy of the report which was attached to the Agenda.

7. LICENSING APPLICATIONS

Consideration was given to the following application made to Wokingham District Council:-

CCF Ltd, Unit 27-28 Suttons Business Park, Sutton Park Avenue, Earley

Goods Vehicle Operator Licence increased authorisation to 15 vehicles and 6 trailers.

RESOLVED that no objections be made to the District Council.

8. ORDERS FOR PAYMENT

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

RESOLVED that the various accounts set out on the attached list (Vouchers 53-91) be paid in the sums as stated and details of the Imprest Vouchers (1-23) be noted.

9. PUBLICATIONS

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

10 CONFIDENTIAL MATTER

RESOLVED that the press and public be excluded from the meeting during discussion of a confidential matter relating to BALC/NALC.

11. PRESS RELEASES

The Committee was of the opinion that the items relating to the Committee appointments, requests for financial assistance and parking at Earley St. Peter's School should receive emphasis.

12 TERMINATION OF MEETING

The meeting was declared by the Chairman at 9.00 pm.

Minutes of a meeting of the Policy & Resources Committee held in the Council Chamber at the Council Offices, Radstock Lane, Earley on Wednesday, 5 th April 2006 commencing at 7.45 pm.

75 MINUTES OF PREVIOUS MEETING

The Minutes of the meeting of the Policy & Resources Committee held on 1 st February 2006 were confirmed as a true record and signed by the Chairman.

76 REQUESTS FOR FINANCIAL ASSISTANCE

76.1 ARC

Members were reminded that it had been resolved at Minute 47.2 that ARC be invited to a meeting of this Committee, in an endeavour for Members to ascertain whether possible use of the Town Council rooms might be of more benefit than a grant.

Further to this Minute, the Town Clerk held an Officer meeting with two representatives from ARC on 24 th January. These preliminary discussions seemed to indicate that the accommodation offered would not be suitable.  The representatives from ARC had indicated that the room at the CResCent Centre was ideal for the purpose and that the rent they would be charged would be equivalent to the grant agreed at Minute 47.2.  In their response, ARC had indicated that they wished to thank the Policy & Resources Committee for their consideration.

RESOLVED not to proceed, given the circumstances described, with the proposed meeting between ARC and the Policy & Resources Committee.

76.2 SAGE

Members noted, further to Minute 47.2 where it had been resolved that the Amenities & Leisure Committee be requested to consider offering free use of a Council room to the Seniors Action Group on a monthly basis, subject to availability, the Town Clerk had held discussions with a representative from SAGE.  It appeared, however, unlikely that the Town Council would be able to find accommodation on a regular basis at the appropriate time for the Seniors Action Group.  However, SAGE had indicated that they were giving the matter further consideration.

Councillors D D Chopping and A Spratling declared personal interests in this item.        

77 SUB-COMMITTEES & WORKING PARTIES

77.1 Youth & Community Sub-Committee

Consideration was given to the Minutes of the Youth & Community Sub-Committee held on 14 th March 2006, a copy of which is appended to these Minutes for the information of Members.

RESOLVED that

1. the Minutes be received and recommendations 4.1.1., 4.1.2, 4.1.3, 4.2.1., 4.2.2. be adopted
2. recommendation 4.3.3. be amended to read ”the letter to be copied into both Reading Borough Council and Wokingham District Council and Earley St Peter's School”.
3. a further letter be sent to Earley St Peter's School, suitably worded, to ask that parents be informed concerning the safety issue surrounding parking at school times in the vicinity of the school. 

The Town Clerk, further to Minute 72, reported that he had received a letter from the Berkshire Association of Local Councils.  In view of its content, Members

RESOLVED that

1. the discussion of the content of the letter from the Berkshire Association of Local Councils should be considered within the closed section of the meeting.
2. t his item to appear on the agenda of the next meeting of the Committee, to receive an update from the Town Clerk.

79 AUDIT

79.1 External Audit 2004/05

The Town Clerk advised Members that, further to Minute 73, the formal Notice of Audit had now been issued by UHY Hacker Young.  The audit visit would now be arranged for a convenient time in May 2006 and the final accounts memorandum issued by 16 th June 2006.

79.2 External Audit 2005/06

The Town Clerk informed the Committee that notice had been received concerning changes to the 2003 Regulations relating to audit of local council accounts.

The Accounts and Audit (Amendment) (England) Regulations 2006 had now laid down that councils with a gross income or expenditure for the year, or for either of the two preceding years, of less than £1 million would come within the "lighter touch" audit regime.  Essentially, therefore, the Band 3 threshold, which this Council had been operating within for its accounts in the previous two financial years, had been raised from £500,000 to £1 million.  The amending regulations came into effect on 1 st April 2006 and would apply to all statements of account that had not been completed as at that date.  This means that the accounts of the year to 31 st March 2006 would be drawn up on the basis of the amended regulations and thresholds. Councillors were advised that comparative figures may have to be restated to provide proper comparison (and explanations provided to the External Auditor).  It was likely that financial statements would be prepared on broadly similar lines as previously but, the particular requirements for capital charges and compliance with FRS 17 (Pension Liabilities) were removed.  The Town Clerk would be seeking further advice from the Internal Auditor in the near future concerning these matters.

In response to questions from Members, the Town Clerk confirmed that the changes in the presentation of the Accounts in future would have no effect on the precept required to finance Council services.

Members noted the report.

80. STAFFING MATTER

RESOLVED that the confidential report of the Town Clerk in respect of a staffing matter be considered within the closed section of the meeting.

81. ORDERS FOR PAYMENT

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

RESOLVED that the various accounts set out on the attached list (Vouchers 552-644) be paid in the sums stated and details of the Imprest (Vouchers 220-227 and 228-245) be noted.

82. PUBLICATIONS

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

The Committee was of the opinion that the item relating to the PCSO, contained within the Youth & Community Sub-Committee Minutes, should receive emphasis.

84. TERMINATION OF MEETING

The meeting was declared closed by the Chairman at 9.13 pm.