FINANCE & GENERAL PURPOSES COMMITTEE

17^th March 2009 at 6.50.p.m.

1.        Apologies were received from Cllr Mrs K Gold [Deputy Mayor & Portreeve]

Present: Cllr R Lumley [Portreeve & Mayor], Cllr Long, , Cllr Mrs Coakley, Cllr H Jones, Cllr Mrs Winfindale, Cllr J Gist [Chair], Cllr Thomas, Cllr Ellard [from item 4]; Cllr Green

Officer: Vernon Anderson – Town Clerk

Members of the Public: one

2.           Minutes

           The minutes of the meeting of 17^th February 2009 were approved as a correct           record of proceedings and duly signed.

3.        Clerk’s Report

            One Stop Shop [report as at 10.03.09

The office is now functioning from the main office area however there remains a few outstanding pieces of work and the timetable is as follows:

Thursday 12^th March - Training for Jo and Vernon – now cancelled

Monday 16^th March – Town Clerk meeting newly appointed One Stop Shop Customer Services Advisor, Angela Marvin and her OSS manager Marie Holmes

Tuesday 17^th March - BT installs broadband specifically for OSS because the main data connection will not be until the end of May now!

Wednesday 18^th March - Desks and cupboards installed

Friday 20^th March – Install shutters and outside door.

Wednesday 1^st April – Launch day!

All other work such as the security has yet to be completed and it is assumed that this will be completed after the 20^th March and prior to the 1^st April.

Leaflet holders are due back any time now, they will be mounted either side of the reception desk/hatch.

The disabled toilet will be part refurbished with contrasting handles and floor covering, no time scale has been determined for this as it is still functional.

The Customer Service Advisor (Angela Marvin) will be permanently based at the Town Hall from the 30 March 2009

4.         Policing Issues

                a) Any reports.

                Cllr Long  asked if the police could advise if there was any further developments with regard to the recent smashed shop windows and also asked for the police to redouble their efforts regarding congregating youths in Saltash and New Road car parks. Cllr Thomas spoke about problems with intrusion into gardens and banging of doors by youths at Southern Road, it was noted that these incidents had been reported but the offenders have since been back doing the same thing. These matters are to be conveyed to the police as soon as possible.

5.         Information & Issues for Decision

              a) Software Licensing

           To allow the Clerk time to evaluate the open office software suit it was recommended that this item be deferred for one month.

           b) Website.

           To allow the Clerk time to evaluate the relevant software it was recommended that this item be deferred for one month.

           c) Photocopier

           Resolved. It was proposed by Cllr Long seconded by Cllr Ellard and unanimously agreed that the Clerk has delegated authority to lease a new photocopier once a trial run has been completed.

           d) Public Consultation – Street Collections

           The report was received and noted

           e) TIC Information Counter Pads

           The report was received and noted.

           f) Personal Voice Recorder

           Resolved. It was proposed by Cllr Ellard seconded by Cllr Long and unanimously agreed that the clerk purchase a digital voice recorder at a cost of no more than £200

           g) Pengelly Lane

           Cllr Thomas spoke about Pengelly Lane and that there is an opportunity to purchase the lane to ensure free access to the new Tesco site and ensure that it is maintained in a better condition than it currently is in. The matter was debated at length including the issues that arose from the Audit Commission with regard to the previous purchase of Mud Lane.

           Resolved. It was proposed by Cllr Long and seconded by Cllr Lumley and the majority agreed (one abstention) that the matter be noted and no further action be taken.

6.        Financial Report

           a) Receipt of statement of accounts. The statement of accounts to the end of February was received.

           b) Approval of payments. It was resolved to make the following payments:-

c) Internal Audit

              The report was received and noted

Reports not for decision

The chair asked that a vote of thanks be given to the new Town Clerk for getting up to speed so quickly with the councils business.

The meeting closed at approximately 7.20 pm

TOP OF PAGE              MINUTES PAGE          TOWN COUNCIL PAGE           HOME PAGE