Earley Town Council

Minutes of a meeting of the Policy & Resources Committee held in the Council Chamber, Council Offices, Radstock Lane, Earley, Berkshire on Wednesday, 7^th November 2007 commencing at 7.45 pm.

Councillors A T Bradley, Mrs L Chambers, C J W Edmunds, N Jorgensen and T Maher.

In attendance: Councillor I Hussain.

Apologies for absence were received from Councillors Mrs A Ames (hospital), M A P Deegan (work commitment) and Mrs J Lissaman (Borough Council meeting).

The Minutes of the meeting of the Policy & Resources Committee held on 19^th September 2007 were confirmed as a true record and signed by the Chairman.

The Committee noted details of the financial transactions for the period ended 30^th September 2007, a copy of which is appended to these Minutes.

The Town Clerk reported 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 funding had been received from Wokingham Borough Council and, in accordance with the wishes of Members, the letter containing the names of the recipients 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 £350 be made to the Wokingham Sports Sponsorship Fund.

Consideration was given to a schedule of grant applications, as previously circulated to Members, which detailed the level of funding awarded in previous years and the amounts now being requested by the various organisations.

The Committee, in considering the “Just Around the Corner” application, noted that it represented a substantial increase on the amount awarded in previous years and was of the opinion that there was a need to keep a balance between the total amount granted to Youth organisations against that awarded to other groups.

In response to a question from a Member regarding the application from the Wokingham Job Support Centre, the Town Clerk informed Members that he, together with the Chairman of this Committee, had met with representatives of the Centre and had been informed that, although consideration had been given to outreach provision in Earley, there was insufficient infrastructure and resources to progress at the current time.

With regard to the Lower Earley Community Responders, the Committee was informed that the organisation was controlled by the Berkshire Ambulance Service. It was further noted that the application was solely for the benefit of Earley residents and that there was a comparative scheme in Hampshire which was working well. Members were of the view that items such as mobile phones and medical equipment should be provided by the National Health Service and that the volunteer’s expenses should be reimbursed.

The Committee was, also, of the opinion that a breakdown was required on how any funding would be allocated and that it be suggested to the organisation that an approach be made to the NHS Trust for core funding and, also, applications be made to other suitable sources. It was further suggested that the Responders be invited to make a presentation at the next meeting and, in the meantime, a provisional amount of £500 be allocated to the organisation pending a satisfactory response.

In respect of the application from Victim Support Berkshire, Members noted that it was a Home Office supported service and that it, also, received funding from three local Unitary Authorities. Therefore Members were of the opinion that it should not be supported financially as an Earley community service.

With regard to the application from Our Lady of Peace Parish in respect of its Community facility, the Committee was of the opinion that it should be funded by the Church.

RECOMMENDED that, subject to budget approval, in accordance with the provisions of the Local Government Act 1972, Section 137, as amended by the Local Government Housing Act 1989, Section 36, contributions be made to the various applicants as set out below:-

1. Lower Earley Community Responders be invited to make a presentation to the next meeting of this Committee and provide a breakdown on how any funding would be allocated and that it be suggested to the organisation that an approach be made to the NHS Trust for core funding and, also, applications be made to other suitable sources and a provisional amount of £500 be allocated to the organisation pending a satisfactory response

2. No funding be allocated to Victim Support Berkshire and Our Lady of Peace Parish for the reasons detailed in the preamble to this resolution.

Members were reminded that, at Minute 25 of the last meeting of this Committee, it was resolved that Wokingham Borough Council be informed of the Town Council's response to the review. A reply had since been received and was attached to the Agenda for Members' information.

Consideration was given to major projects with which this Committee would wish to proceed to be financed from the 2008/2009 budget and, also, future projects for the following two financial years as part of the three year financial planning scheme.

Members were reminded that, at Minute 23 of the last meeting of this Committee, it was resolved that the staff advertising budget be re-examined. The Town Clerk said that, due to possible forthcoming staff retirements, it would be necessary to increase the budget provision for that item in 2008/09.

The Town Clerk reported that, further to Minute 26.1 of the last meeting, he had made enquiries of the Internal Auditor who had recommended that the Working Balance should be a minimum of 20% of the budgeted expenditure which, based on six months estimated net expenditure, would constitute an increase of £20,000 and he further recommended that this figure should be reviewed on an annual basis.

Members were, also, informed that an amount for Capital/ Renewals Reserves, which was not precepted last year, ought to be put in the budget for 2008/09.

The Town Clerk further reported that there was a need to upgrade the computer system’s main server and, although there was sufficient monies contained within the Office Equipment, Upgrades and Maintenance budgets, he requested that savings were not made from those particular budget heads.

1. provision be made in the 2008/09 draft capital budget for the following items:-

2. no reduction be made in Office Equipment, Upgrades and Maintenance budget provision.

Members were reminded that, at Minute 7 of the meeting of this Committee held on 13^th June 2007, it was resolved that the matter of risk assessments be delegated to the Town Clerk and a report of the inspection frequency be submitted to a future meeting of this Committee for Members' information. A schedule of the risk assessment categories relevant to this Committee was attached to the Agenda for information of Members.

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 300 - 351) be paid in the sums as stated and details of the Imprest Vouchers (114 - 134) be noted.

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

Consideration was given to a suggestion from a Member that selected Grant recipients be invited to a meeting at the appropriate time to receive their cheques in person.