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Governance and Resources Committee

Monday, July 26, 2021

7:00 PM - 9:00 PM
Location

Council Chamber

Chair
Cllr Margaret North
Explanation

You are hereby summoned to an ordinary meeting of the Governance and Resources (G&R) Committee which is to be held on Monday 26 July 2021 at 7pm in the Council Chamber, Municipal Offices, Marcus Hill, Newquay to transact the business contained in the attached agenda and associated papers.

Agenda documents

Agenda items

  1. 1

    To receive and accept apologies for absence

  2. 2

    To receive Declarations of Interest and Dispensations awarded in respect of items on the agenda

  3. 3

    To receive previously notified public questions, followed by verbal questions (if technologically possible) from attending electors of Newquay.


    In line with Standing Order 3(e), members of the public may make representations, answer questions and give evidence at a meeting which they are entitled to attend in respect of the business on the agenda of the meeting.


    In line with Standing Order 3(f), the time allowed under this item is 15 minutes unless directed by the Chair.


    In line with Standing Order 3(g), members of the public shall not speak for more than 3 minutes.

  4. 4
    Objective 3.1 – Oversee and scrutinise the effective and efficient operation of the Council
  5. 4.A

    To receive, note and consider any updates on the planning for the forthcoming budget setting process.


    Please note:

    • The Budget Timetable 2021, whist listed as proposed on the document, was established under delegated powers following the inquorate meeting of the committee in June. We will now use best endeavours to stick to this timetable.
    • Establishing some indicative parameters to work under, will be helpful i.e. continuing with the policy target of no Band D increases other than for inflation.
  6. 5
    Objective 3.2 – Oversee and scrutinise Town Council finances in accordance with Financial Regulations
  7. 5.A

    To receive, note and consider any recommendations/decisions contained within the report or from the Responsible Financial Officer.

  8. 5.B

    To receive, note and consider any recommendations contained within the draft policies/regulations (recommendations to go to Full Council for adoption).


    No changes proposed/recommended.

  9. 5.C

    To receive, note and consider any recommendations contained within the report and updated asset register/operational inventory/inventories.


    Report to follow/deferred to a future meeting if not attached.

  10. 6
    Objective 3.3 - Oversee and scrutinise Town Council legal, governance and statutory responsibilities.
  11. 6.A

    To receive, note and consider any recommendations contained within the report (if attached).

  12. 7
    Objective 3.4 - Develop, maintain and review relevant policies, strategies, procedures and guidance
  13. 7.A

    To receive, note and consider any recommendations contained within the report (if attached).

  14. 7.A.i

    To receive, consider and recommend to Full Council any changes to the Governance Strategy.


    No changes proposed/recommended.

  15. 8
    Objective 3.5 - Strategically manage Town Council owned properties and assets
  16. 8.A

    To receive, note and consider any recommendations contained within the report.

  17. 8.B

    To agree Terms of Reference for the establishment of a working party who will be responsible for providing a written report with recommendations for consideration.


    To receive, note and consider any recommendations contained within the report.

  18. 9
    Objective 3.6 – Internal Audit
  19. 9.A

    To receive, note and consider any recommendations contained within the Internal Auditor’s report and any Management Response Report

  20. 10
    Objective 3.7 - Manage and implement the Town Council Grant scheme
  21. 10.A

    To receive, consider and determine applications received in relation to the committee’s remit under objective 3.7.


    No applications received for this meeting.

  22. 11
    Objective 3.8 - Seek and identify external funding and grant opportunities
  23. 11.A

    To receive, consider and determine whether the Council should pursue an identified source of external funding including the formation of a working party to assist in developing such an application.

  24. 11.B

    To receive, consider and determine drafted applications for external grant funding with an emphasis on ensuring the Council is satisfied with any specific requirements or commitments outlined with the application terms and conditions (if needed/attached).

  25. 12
    Objective 3.9 - Identify appropriate projects for s106 and CIL funding
  26. 12.A

    To establish a working party to lead on this objective to include drawing up the Terms of Reference and delegations to the working party

  27. 12.B

    To note the CIL Report from the Town Clerk and Chief Executive in lieu of a report from the working party.


    Please Note:

    • This is for information only.
    • All recommendations have been actioned under the Scheme of Delegation owing to the inquorate meeting. No objections received through the email process.
  28. 12.C

    To receive, consider and make decisions in relation to allocating CIL funding towards the commissioning and installation of signage as requested.

  29. 13
    Objective 3.10 - Establish devolution opportunities and negotiate outcomes with Cornwall Council
  30. 13.A

    To agree Terms of Reference for the establishment of a working party who will be responsible for providing a written report with recommendations for consideration

  31. 14
    Objective 3.11 - Achieve and maintain Gold award status
  32. 14.A

    To agree Terms of Reference for the establishment of a working party who will be responsible for working with managers and committees to meet the criteria for Gold Status in the Local Council Award scheme and providing a written report with recommendations for consideration as necessary to develop and improve the Council’s operations to meet or exceed best practise within the Sector

  33. 15
    Objective 3.12 - Assist with the distribution of workloads of each committee and arbitrate on new project management
  34. 15.A

    To receive, consider and decide/arbitrate on any matters referred from a committee in relation to workload issues or new project management that may not clearly fall within one committee

  35. 15.A.i

    To receive an update, consider and refer to Full Council a recommendation on how the Killacourt Management Working Party is formed and which committee(s) it reports to, along with any associated further discrepancies or conflicts between committee Terms of Reference.


    Please note:




    The Town Clerk recommends the Killacourt Management WP is delegated to support officers in management of the Killacourt. However, it is proposed the working party would report to two committees - for operational matters that fall outside officer's delegated powers to the C&T Committee and any longer-term maintenance and development matters such as compliance or leaseholder disputes that fall outside officer's delegated powers to the E&F Committee.


    It is further recommended that any events (both external and internal) to include bookings for event purposes, would be handled by the Events Working Party, which currently reports to the C&T Committee, but given booking of facilities and land is currently an E&F Committee responsibility, members may wish to consider a similar arrangement with the working party handling such matters to ensure a holistic approach, but reporting any such issues it cannot handle to the E&F Committee or C&T Committee as relevant.

  36. 15.B

    To receive, consider and decide/arbitrate on any matters referred from the Town Clerk in relation to emerging workload issues or new project management that may not clearly fall within one committee

  37. 15.B.i

    To receive and update, consider and recommend to Full Council changes to Terms of Reference in order to clarify reporting routes and areas of responsibility for the Parking Working Party


    Please Note:




    Currently there is a Parking Working Party (external) reporting to the C&T Committee on parking matters that do not relate to Town Council owned land/assets or its Parking Order. There is also a Parking Working Party (internal) that reports to the E&F Committee and this looks after owned car parks and the Town Council's Parking Order. It is recommended by the Town Clerk that the Council agrees for there to simply be one Parking Working Party that handles all parking related matters, but it reports to both the C&T and E&F Committees depending on the areas to be reported on. This will save having two working parties that will have an element of cross over and keep matters simple for the public to recognise that Working Party's remit.

  38. 16

    To keep under review the Emergency Plan(s) and to receive, consider and decide on any resources or updates proposed by the Town Clerk in relation to the plan(s) or the Council’s Business Continuity Arrangements

  39. 17

    To receive, consider and make any decisions in relation to correspondence to the committee which has not been otherwise dealt with outside of the meetings

  40. 17.A

    To receive, note and discuss the latest CCLA Property Fund Factsheet (potential future investment route).


    Please Note

    • This is for information.
    • The current yield is 4.29%.
  41. 17.B

    To receive, consider and make any decisions on the request.


    Please note:

    • The last decision of the Finance and Policy Committee was as followed: To Support the principle of the request and REFER to Governance and Resources Committee
  42. 17.C

    To receive, consider and make any decisions in relation to the email from Cllr Barry Jordan.

  43. 18

    To receive, consider and make any decisions in relation to items referred to this committee from Full Council or another Committee (subject to such items being outlined on the agenda)

  44. 19
    Governance and Accountability
  45. 19.A

    To receive, note and consider any recommendations contained within the draft Terms of Reference (recommendations to go to Full Council for adoption).


    No changes proposed/recommended.

  46. 19.B

    To receive, note and consider any recommendations contained within the draft Risk Assessment.

  47. 20

    To receive, consider and authorise the release of payment(s) in respect of committee purchases in-line with Financial Regulations 5.2.

  48. 21

    Urgent items for information and discussion only.


    Any questions asked under this item by members are likely to be responded to at the next meeting.

  49. 22

    The next G&R Committee meeting is to take place on Monday 27 September 2021 at 7pm in the Council Chamber, Municipal Offices, Marcus Hill, Newquay.