- Location
Council Chamber
- Chair
- Cllr Kevin Towill
- Explanation
-
You are hereby summoned to an ordinary meeting of the Governance and Resources (G&R) Committee which is to be held on Monday 25 July 2022 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
Webcast
Agenda items
-
1
To receive and accept apologies for absence
-
2
To receive Declarations of Interest and Dispensations awarded in respect of items on the agenda
-
3
To take as read and confirm as accurate the minutes of the meeting held on: 25 April 2022
Attachment
Decision
It was proposed by Cllr M North, seconded by Cllr D Cheney and
RESOLVED unanimously to accept the minutes of the meeting held on 25 April 2022 -
4
To discuss or note any matters arising from the minutes under item 3 (for information only)
-
5
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.
-
6Objective 3.1 – Oversee and scrutinise the effective and efficient operation of the Council
-
6.A
To discuss and decide on the formation of a working party to review the committee structure in order to implement changes from May 2023 which are recognised through the Budget Setting process and which confirm the resources needed/HR Committee input as relevant.
Attachment
Decision
It was proposed by Cllr M North seconded by Cllr A Hannan and
RESOLVED unanimously to establish a Committee Structure Review working party with all members of the Governance and Resources Committee to complete a Committee Structure Review and supply recommendations to Full Council for approval -
7Objective 3.2 – Oversee and scrutinise Town Council finances in accordance with Financial Regulations
-
7.A
To receive, note and make any decisions in relation to the Annual Investment Report
Attachment
Decision
It was proposed by Cllr A Hannan, seconded by Cllr J Kenny and
RESOLVED unanimously to have the NTC Finance Team explore potential higher return on investments and report back to the committee any options. The priority is to focus on mainstream bank accounts and not to look at stocks and shares. -
7.B
To receive, note and make any decisions in relation to the Debtor's Report
-
7.C
To receive, note and make any decisions in relation to the report on the Schedule of Payments Frequency
Attachment
Decision
It was proposed by Cllr A Hannan, seconded by Cllr J Kenny and
RESOLVED unanimously to authorise the twice per month payment schedule for the remainder of this financial year as a trial to be reviewed in December 2022 -
7.D
To receive, note and make any decisions in relation to the report on Petty Cash Arrangements
Attachment
Decision
It was proposed by Cllr J Kenny, seconded by Cllr D Cheney and
RESOLVED unanimously to authorise the accounts department to have a debit card to replenish the petty cash as required -
8Objective 3.5 - Strategically manage Town Council owned properties and assets
-
8.A
To agree Terms of Reference for the re-establishment of a working party who will be responsible for providing a written report with recommendations for consideration.
Attachment
Decision
It was proposed by Cllr M North, seconded by Cllr D Cheney and
RESOLVED unanimously to form the Strategic Property Review Working Party and for the membership to be Cllrs North, Hannan and Kenny. -
8.B
To receive, consider and make any decisions in relation to the report on existing tenant’s use of Council Property
Attachment
Decision
It was proposed by Cllr A Hannan, seconded by J Kenny and
RESOLVED unanimously to adopt changes in the Mount Wise Centre Charging Policy with a change to the pricing structure. Any existing tenants will be able to book the community rooms at a commercial/community rate to encourage community use of the building whilst trying to balance this with the financial needs of the Council. However, the charge is based on such use being in pursuant to their business activity that is being conducted within their tenancy and not social or other related bookings which should continue to be charged at the usual rate.
-
9Objective 3.6 – Internal Audit
-
9.A
To receive, note and consider any recommendations contained within the Internal Auditor’s report and any Management Response Report
Attachment
-
10Objective 3.8 - Seek and identify external funding and grant opportunities
-
10.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.
-
10.A.i
To consider and decide on the establishment of a working party, delegated authority to officers and/or referral to a relevant committee with any associated budget spending in order to progress a full application by the deadline.
Decision
It was proposed by Cllr M North, seconded by Cllr D Creek and
RESOLVED unanimously for Skatepark Working Party to work with the Town Clerk to complete application with the addition of Cllr North, who will take up Cllr Monk’s seat for this piece of work due to his conflict of interest as the Portfolio Holder who will determine CIL awards at Cornwall Council. -
11Objective 3.10 - Establish devolution opportunities and negotiate outcomes with Cornwall Council
-
11.A
To agree Terms of Reference for the re-establishment of a working party who will be responsible for providing a written report with recommendations for consideration.
Attachment
Decision
It was proposed by Cllr M North, Seconded by Cllr D Creek and
RESOLVED unanimously to email all members for volunteers for the Devolution Working Party. Cllrs Creek and Kenny volunteered to be on the working party. -
12
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
-
12.A
To receive, consider and make any decisions or recommendations on the opportunity from Cornwall Council to acquire an interest in the Land at Tank Room Shop, Beach Road, Newquay
Attachment
Decision
It was proposed by Cllr M North, seconded by Cllr A Hannan and
RESOLVED unanimously to include the Land at Tank Room Shop as the first item for decision in the devolution working party. -
13
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)
-
14
To receive, consider and authorise the release of payment(s) in respect of committee purchases in-line with Financial Regulations 5.2.
Attachment
Decision
It was proposed by Cllr M North, seconded by Cllr D Cheney and
RESOLVED unanimously to authorise the payments list totalling £4,661.53 -
15
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.
-
16
To resolve that pursuant to Section 1(2) of the Public Bodies (Admission to meetings) Act 1960 the public and press leave the meeting because of the confidential nature of the business to be transacted.
Please note:
- Some of the reports contains confidential/data protected information and so should members need to discuss this detail, it should be under this item.
Decisions
It was proposed by Cllr M North, seconded by Cllr D Cheney and
RESOLVED unanimously to extend payment terms of item 7.3 to a period of up to 12 months with payments made by Standing Order and first payment to be received by 1st September 2022, if any missed payments including the first to go to small claims court.It was proposed by Cllr M North, seconded by Cllr D Creek and
RESOLVED unanimously to withhold £510.00 debt payment from new grant funding, if this isn’t possible to follow option a) of item 7.1.It was proposed by Cllr M North, seconded by Cllr D Creek and
RESOLVED unanimously to write off item 7.2, £175.00 debt with caveat that this customer pay upfront for any future bookings.It was proposed by Cllr M North, seconded by Cllr J Kenny and
RESOLVED unanimously to write off item 7.4 debt of £120.00It was proposed by Cllr North, Seconded by Cllr Hannan and
RESOLVED unanimously that pursuant to Section 1(2) of the Public Bodies (Admission to meetings) Act 1960 the public and press leave the meeting because of the confidential nature of the business to be transacted. -
17
The next G&R Committee meeting is to take place on Monday 26 September 2022 at 7pm in the Council Chamber, Municipal Offices, Marcus Hill, Newquay.
Future Meeting Dates:
28 November 2022
27 February 2023
24 April 2023