Agenda and minutes

Policy & Finance Committee
Monday, 26th February, 2018 7.30 pm

Venue: Council Chamber, The White House, Hockcliffe Street, Leighton Buzzard, LU7 1HD.

Contact: Committee Officer  01525 631920 & Email: info@leightonlinslade-tc.gov.uk

Items
No. Item

322/PF

APOLOGIES FOR ABSENCE

 

 Schedule 12 of the Local Government Act 1972 requires a record be kept of the Members present and that this record form part of the minutes of the meeting. Members who cannot attend a meeting should tender apologies to the Town Clerk.

Minutes:

Apologies for absence were received from Councillor E Wallace, Councillor F Kharawala and Councillor G Perham (substituted by Councillor T Morris).

323/PF

DECLARATIONS OF INTEREST

 

 

i) Under the Localism Act 2011 (sections 26-37 and Schedule 4) and in accordance with the Council’s Code of Conduct, Members are required to declare any interests which are not currently entered in the Member’s Register of Interests or if he/she has not notified the Monitoring Officer of it.

 

(ii) Should any Member have a Disclosable Pecuniary Interest in an item on the agenda, the Member may not participate in consideration of that item unless a Dispensation has first been requested (in writing) and granted by the Council (see Dispensation Procedure).

 

Minutes:

 

 Members were asked to declare any interests, including the nature of those interests, which they had in any of the items under consideration at this meeting. No declarations were made.

324/PF

QUESTIONS FROM THE PUBLIC (3 minutes per person; maximum 15 minutes)

 

 To receive questions and statements from members of the public in respect of any item of business included in the agenda, as provided for in Standing Order No.s 1(f) and 1(h).

Minutes:

There were no questions from members of the public.

325/PF

MINUTES OF PREVIOUS MEETING pdf icon PDF 106 KB

To receive and approve as a correct record the minutes of the Policy & Finance Committee meeting held on 15 January 2018 (attached).

Minutes:

To receive and approve as a correct record the minutes of the Policy and Finance Committee meeting held on 15th January 2018.

 

RESOLVED that the minutes of the Policy and Finance Committee meeting held on 15 January 2018 be approved as a correct record and signed accordingly.

326/PF

COMMITTEE OBJECTIVES AND WORKPLAN pdf icon PDF 200 KB

To receive and consider the committee objectives and work plan for 2017-2018 (attached).

Minutes:

The Committee received the Work Plan and objectives for 2017-2018. A question was raised regarding the progress of on-line bookings/payments and e-ticketing.  The Committee was advised that on-line bookings would be difficult to implement because of the variation of facilities offered in the different sites and buildings, meaning that an element of human intervention was needed in considering the most appropriate site, room or pitch for a booking.  However, it remained the intention to trial e-ticketing in certain circumstances.

 

RESOLVED to note the Committee Objectives and Work Plan for 2017-2018.

327/PF

PAYMENTS - JANUARY 2018 pdf icon PDF 793 KB

To receive and note the schedule of payments made in January 2018 (attached) (approved for payment by the Town Clerk and two bank signatories).

Minutes:

JANUARY PAYMENTS 2018

 

The Committee received one set of schedule of payments which had previously been approved for payment by the Town Clerk and countersigned by two account signatories.         

 

The schedule for January  dated 9 February 2018  included BACS payments amounting to £116,556.36  (page numbers 2276 - 2287) and cheque payments amounting to £2,368.23 (cheque numbers 17142-17151), including White House petty cash amounting to £71.66, Astral Park £160.32.

 

The monthly salaries listing for January 2018 amounting to £93,389.27 gross was received.  A cash book report for January 2018, including details of all direct debit payments, was also received.

 

RESOLVED to note the schedules of accounts for January 2018.

 

It was noted that all payments had been made within the budget and that there were no irregularities to be drawn to the attention of the Committee.

328/PF

TOWN COUNCIL MEMBERSHIPS pdf icon PDF 175 KB

To receive and note current Town Council memberships (information attached).

Minutes:

The Committee received a list advising of all current memberships of other bodies, for the Town Council and/or employees.

 

RESOLVED to note the report.

329/PF

COMMUNICATIONS UPDATE pdf icon PDF 203 KB

To receive a communications update report (attached) and to consider the recommendation/s contained therein.

Minutes:

The Committee received a report and work plan in respect of communications, including the Town Council website, social media channels and overall communications strategy.

 

A question was raised about the number of copies of the About Town which were printed each time and whether they were all distributed.  It was confirmed that 2,000 copies were printed and a further 700 viewed on-line for each publication.  It was suggested that seeking more advertising income might allow further pages to be printed and therefore help in ensuring enough space to support the promotion of local events or organisations. This would be given consideration but it was noted that a balance was to be achieved between the amount of paid advertising, the amount of promotion of other organisations and ensuring enough focus on key Town Council communications and messages.

 

RESOLVED to note the report.

330/PF

COMMUNITY EMERGENCY PLAN

To receive and note a verbal update in respect of the proposed Community Emergency Plan.

Minutes:

The Committee received a verbal update in respect of the proposed Community Emergency Plan.  Following some initial work by the volunteer co-ordinator for the Plan and officers, it was intended that an open evening be held in early May, to which representatives of key local organisations would be invited, as well as any interested members of the public. A Steering Group would then be formed to take the Plan forward by finalising the content, seeking Committee endorsement and setting up ongoing communication channels. 

 

RESOLVED to note the information.

331/PF

COMMUNITY ENGAGEMENT STRATEGY pdf icon PDF 116 KB

To receive a report and a draft revised Community Engagement Strategy (attached) and to consider the recommendation/s contained therein.

Additional documents:

Minutes:

The Committee received and considered a report and draft revised Community Engagement Strategy.  It was noted that the existing document was out of date and required revision to ensure that an up to date and fit for purpose policy was in place in respect of community engagement.

 

RESOLVED to -

 

1.1       note the report.

1.2       endorse that a period of public consultation be commenced in respect of the draft revised Community Engagement Strategy.

 

332/PF

DATA PROTECTION UPDATE

To receive a verbal update in respect of the General Data Protection Regulation.

Minutes:

The Committee received a verbal update in respect of General Data Protection Regulation. An information pack had been sent out to all Councillors, staff training would continue over the next two weeks and policies would continue to be updated and older documents disposed of.  The appointment of a Data Protection Officer would come back to Committee for discussion in April.

 

RESOLVED to note the information.

333/PF

MARKET TOWN REGENERATION PROJECT UPDATE

To receive a brief verbal update in respect of Market Town Regeneration Fund projects.

Minutes:

The Committee received a brief verbal update on the projects currently underway and part funded by the grant funding received as part of Central Bedfordshire Council’s Market Towns Regeneration Fund. A verbal update was also provided in respect of the High Street Improvement Scheme, electronic signage, architectural lighting and the market redevelopment.

 

RESOLVED to note the information.

334/PF

CALENDAR OF MEETINGS 2018-2019 pdf icon PDF 128 KB

To receive a report and draft Calendar of Meetings for 2018-2019 (attached) and to consider the recommendation/s contained therein.

Additional documents:

Minutes:

The Committee received a draft Calendar of Meetings for the municipal year 2018-2019 for consideration, based on the committee structure and meeting frequency approved by Council in June 2016. It was clarified that additional, provisional dates for the Cultural & Economic Services Committee had been included in order that any grant applications for the Youth Promise grant could be considered, but the meetings would not otherwise take place.

 

RECOMMENDED to Council to approve the proposed Calendar of Meetings for the municipal year 2018-2019 (see Appendix A).

           

335/PF

EXCLUSION TO THE PUBLIC

The Committee may consider it appropriate to consider the following resolution should they consider that any discussion would be prejudicial to the public interests: that, under the Public Bodies (Admissions to Meetings) Act 1960, the public be excluded on the grounds of the confidential nature of the business about to be transacted which involves the likely disclosure of exempt information. The public and press to withdraw from the meeting during consideration of detailed discussion regarding:  

 

(a)  Town Council premises

 

Minutes:

RESOLVED that, under the Public Bodies (Admissions to Meetings) Act 1960, the public be excluded on the grounds of the confidential nature of the business about to be transacted which involves the likely disclosure of exempt information.  The public and press to withdraw from the meeting during consideration of detailed discussion regarding: (a) Town Council premises.

336/PF

TOWN COUNCIL PREMISES

Minutes:

The Committee received a verbal update on the Town Council premises informing them that the appointed Estate Surveyor is still in negotiations with the Landlord to challenge the proposed rent increase.

 

 

 

The meeting closed at 2037 hours.  

 

I HEREBY CONFIRM THAT THE FOREGOING IS A TRUE AND ACCURATE RECORD OF THE MEETING HELD ON 26 FEBRUARY 2018.

 

 

 

 

Chair                                                                                                    16 APRIL 2018.