Governance and Resources Committee

To receive and accept apologies for absence

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

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.

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

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

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.

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

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

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

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

No changes proposed/recommended.

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

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.

To receive an update and consider changes to the Council's Insurance Provisions based on revised asset valuations.

*Please note this item may need to be discussed under exempt business:

That under section 100A (4) of the Local Government Act 1972, the public and accredited representatives of newspapers be excluded from the meeting for the following items of business on the grounds that it involves the likely disclosure of exempt information as defined in Part 1 of Schedule 12A of the Act by virtue of the paragraph specified against the item.

The following Part 1, Schedule 12A paragraph(s) outline the reason this information is exempt (only one paragraph is required to justify this):

(3) Information relating to the financial or business affairs of any particular person (including the authority holding that information).

AND/OR*
(4) Information relating to any consultations or negotiations, or contemplated consultations or negotiations, in connection with any labour relations matter arising between the authority or a Minister of the Crown and employees of, or office holders under, the authority.

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

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

No applications received for this meeting.

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.

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).

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

To receive, consider and make any decisions in relation to the CIL Report from the Town Clerk and Chief Executive in lieu of a report from the working party

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

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 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

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

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.

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

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.

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

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

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%.

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

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)

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.

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

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

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.

The next G&R Committee meeting is to take place on Monday 26 July 2021 at 7pm in the Council Chamber, Municipal Offices, Marcus Hill, Newquay.