POLICY & RESOURCES COMMITTEE

Minutes of a meeting of the Policy & Resources Committee held in the Council Chamber, Council Offices, Radstock Lane, Earley, Berkshire on Wednesday, 23rd January 2008 commencing at 7.45 pm.

Present

Chairman – Councillor M A P Deegan

Councillors Mrs A Ames, Mrs L Chambers, C J W Edmunds, M J Firmager, G A Hughes, Mrs J Lissaman, N Jorgensen and T Maher.

An apology for absence was received from Councillor A T Bradley.

In attendance: Councillor N Preston and Mr J O’Neill (Chairman of Our Lady of Peace Parish Finance Committee).

41. MINUTES OF PREVIOUS MEETING

The Minutes of the meeting of the Policy & Resources Committee held on 7th November 2007 were confirmed as a true record and signed by the Chairman.

42. SUB-COMMITTEES & WORKING PARTIES

Youth & Community Sub-Committee

Consideration was given to the Minutes of the Youth & Community Sub-Committee meeting held on 20th November 2007, a copy of which is appended to these Minutes for the information of Members only.

RESOLVED that the Minutes be approved and the Recommendations contained therein be adopted.

43 REQUESTS FOR FINANCIAL ASSISTANCE

43.1 Letters of Thanks

Members noted that letters of thanks which related to the provisional allocations of financial assistance for 2007/08 had been received from:

Woodley & Earley Lions (for underwriting the 2008 Fun Day)
Wokingham Job Support Centre
Earley Bus
Earley Day Centre
Wokingham & District CAB

43.2 Grant Applications

43.2.1 Our Lady of Peace Parish

Members were reminded that, at Minute 33.2 of the last meeting of this Committee, it had been resolved that, subject to approval of the recommendation, no funding be allocated to Our Lady of Peace Parish.

At the subsequent meeting of Council, it was resolved to refer the matter back to this Committee for further consideration. The Town Clerk further reported that a letter had since been received from Our Lady of Peace Parish, a copy of which was attached to the Agenda for the information of Members.

The Chairman outlined the Council Policy with regard to Grant Aid contributions, advised Members that Mr John O’Neill, the Chairman of the Parish Finance Committee was present at the meeting and, subsequently, invited him to speak to the Committee.

Mr O’Neill informed Members that the Diocese did not generate its own income but was totally supported by its Parishes which, in turn, relied on contributions from their respective congregations. The levy imposed on Our Lady of Peace Parish in 2006 was £9,619.

The Community complex was originally built as a Church hall in the 1930’s to be used for its social events but was now used as a Community facility and open to anyone in the area, regardless of whether or not they were parishioners. Seventeen local organisations rented the halls including Scout groups, a Stroke club, a Pre-School and Diet & Fitness classes. The Parish had its own a Table Tennis club and an older resident’s Luncheon Club. It, also, had its own Social Club with a membership of 114.

The condition of the floor had deteriorated due to a number of unforeseen events which had started when the radiators had leaked through the timber floor into the concrete sub-floor. This had resulted in the necessary replacement of the heating pipes and temporary repairs to the flooring which now required a permanent solution.

In response to questions from Members, Mr O’Neill advised that, due to the age of the building, there had been many ongoing maintenance problems including the replacement of the boiler and the roof also required attention. He had approached the hirers with regard to an increase in their contributions, which had been fairly successful, but many were on tight budgets and some organisations contributed lesser amounts. No approach had been made to the Diocese for a reduction in the Parish levy as he felt that a request of that nature would not be viewed sympathetically.

The Committee was of the opinion that, in recognition of the provision of community facilities provided by the Parish, a small contribution could be made subject to the Parish making an approach to the Diocese.

RECOMMENDED that, subject to budget approval and an approach by the Parish to the Diocese, 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 £800.00 be made to our Lady of Peace Parish.

Note: Councillor N Preston declared a personal interest in this item and left the meeting prior to the vote being taken.

44. CONDUCT OF LOCAL AUTHORITY MEMBERS IN ENGLAND CONSULTATION

Members were advised that the Government had published a Consultation Paper which sought views on the detailed arrangements for effecting the Orders and Regulations to provide a revised, more locally based, ethical regime for the conduct of Local Councillors in England. The arrangements needed to cover a number of areas which were outlined in a letter from the Department for Communities and Local Government, a copy of which was attached to the Supplementary Agenda.

Members were further advised that responses to the Consultation were required by Friday 15th February and a copy of the full document could be downloaded from the DCLG website at HYPERLINK "http://www.communities.gov.uk/publications/localgovernment/laconduct" www.communities.gov.uk/publications/localgovernment/laconduct.

RESOLVED that Members be requested to send their comments to the Town Clerk prior to the next meeting of Council.

45. CONFIDENTIAL MATTERS

45.1 Staffing Review Sub-Committee

RESOLVED that the confidential report of the Town Clerk in respect of the Staffing Review Sub-Committee held on 28th November 2007 be considered within the closed section of the meeting.

45.2 Staffing Matter

RESOLVED that the confidential report of the Town Clerk in respect of a staffing matter that had arisen since the meeting of the Staffing Review Sub-Committee be considered within the closed section of the meeting.

46. ESTIMATES OF INCOME & EXPENDITURE
46.1 Draft Estimates of Income & Expenditure

Consideration was given to the Draft Estimates of Income & Expenditure for this Committee for 2008/09 and the revised estimates for 2007/08. In connection therewith, the Committee noted and approved details of the financial transactions for the period ended 30th November 2007 included within the report.

Members further noted and examined the Estimates of Income & Expenditure for 2008/09 and the Revised Estimates for 2007/08 compiled by the Standing Committees, together with the approved Estimates of this Committee in order to make recommendations to the Council accordingly. The Estimates of the Amenities & Leisure Committee and the Planning Committee had already been approved.

RESOLVED that

the Town Clerk seek clarification on the Office Equipment (Revenue) and the Upgrades/Networking (Capital) budgets

guidance be sought from the Internal Auditor with regard to a maximum monetary limit for small capital items purchased and funded from the Revenue budget

the Town Clerk provide Members with a breakdown of the General Administration Legal & Professional fees expenditure

the “Detail” section of Election Costs be amended to depict that the contingency would be for any 2008 Bye-Election

enquiries be made with Wokingham Borough Council, by the Chairman of this Committee, with regard to the Town Council’s allocation of Section 106 monies and Members be informed accordingly

RECOMMENDED that the revised Estimates for 2007/08 and the draft Estimates for 2008/09, as appended hereto, be approved without opposition.

Members are asked to note that all the revisions made at the meeting have been incorporated in the appended spreadsheets. However, a cell in the Policy & Resources Revenue Budget page was corrupted, leading to an erroneous total in the original pages submitted to Committee. The attached papers show the corrected revised total. The amended precept working papers also reflect these corrections.

46.2 Precept Working Papers

Consideration was given to the Town Clerk’s Precept Working Papers, copies of which had been circulated prior to the meeting. Arising therefrom, the Committee was requested to assess the amount required as the Town Precept for 2008/09 and to recommend to the Town Council accordingly.

The level of Precept given within the revised Town Clerk’s Working Paper would represent an increase in the Town Council’s ‘share’ of the Council Tax of around £7.20 for the year on a Band D property, assuming the confirmation of the provisional tax base of 11803.2 by Wokingham Borough Council.

The amended Precept Working Papers were as follows:-

PRECEPT CALCULATIONS 2008-09 ESTIMATES 2008/09 Rev Exp Cap Exp Income Net A & L (Amenities) 168,795.00 15,850.00 138,385.00 46,260.00 A & L (Leisure) 168,248.00 70,114.00 35,595.00 202,767.00 Planning 32,257.00 14,300.00 0.00 46,557.00 P & R 483,739.00   10,225.00   39,081.00     454,883.00 853,039.00 110,489.00 213,061.00 750,467.00 BALANCES @ 30/11/07 ACCOUNT Investments 200,000.00 Current A/C 1,000.00 Bus Prem A/C 64,155.58 Imprest A/C 22,281.62 Nat Savings A/C 103,210.64 Add Money paid in not shown 837.38 Less Unpresented Cheques 3,928.84 Petty Cash 100.00   Balance 387,656.38

ANTICIPATED NET EXPENDITURE - 1/12/07 to 31/3/08

Rev Exp Cap Exp Income Net A & L (Amenities) 48,887.06 2,500.00 44,845.53 6,541.53 A & L (Leisure) 65,309.92 45,039.70 5,565.06 104,784.56 Planning 16,810.88 295.00 0.00 17,105.88 P & R 137,885.07   696.67   11,741.09     126,840.65 268,892.93 48,531.37 62,151.68 255,272.62 ESTIMATED PRECEPT REQUIREMENT 08/09 Balance 30/11/07 387,656.38 * *includes Less Est Net Expenditure to 31/3/08 255,272.62 Cap Renewals Reserve 5,000.00 Est balance 31/3/08 132,383.76 Cap Reserve 50,402.41 Less Working Balance 65,000.00 Est balance remaining 31/3/08 67,383.76 Add Capital renewals reserve 5,000.00 Add Capital reserve 0.00 Add General reserve 22,000.00 Net Estimates 08/09 750,467.00 Required Precept 08/09 710,083.24 (07/08 620,328.30 ) % increase 14.47%
(Net est 08/09 LESS est bal remaining 31/3/08 PLUS Budgeted reserves)

RECOMMENDED that the Town Council Precept for 2008/09 be set as above.

46.3 Loans & Investments

The Committee noted a report on current loans and investments, a copy of which is appended to these Minutes.

47. 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 391 - 480) be paid in the sums as stated and details of the Imprest Vouchers (158 - 205) be noted.

48. PUBLICATIONS

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

Wokingham Borough Council:
Agenda for meeting of the Standards Committee held on 14th January 2008
Agenda for meeting of the Licensing and Appeals Committee to be held on 21st January 2008
Agenda for meeting of the Personnel Board to be held on 28th January 2008
Association of Central Earley Residents:
Minutes of meeting held 22nd November 2007

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49. TERMINATION OF MEETING

The meeting was declared closed by the Chairman at 11.00pm.