Godalming Town Council

I hereby summons you to attend the Policy & Management Meeting to be held in The Council Chamber, Bridge Street, Godalming on 17th of July, 2008 at 7 15 PM.
Louise Goodfellow, Town Clerk.

▼ Show/hide Invitees

• SW Cosser (Chairman)
• T Martin (Vice-Chairman)
• JM Poulter .
• PMA Rivers .
• PJ Martin .
• RA Gordon-Smith .
• RJ Foxall .
• GS Barnes .
• SP Connolly .
• CM Gordon-Smith .
• JPJ Hubble .
• AK Lister .
• ML Peacock .
• NC Pinches .
• SN Reynolds .
• JR Thomson .
• JE Wheatley .
• CA Wilson .
• JE Woodham .

Agenda

1 MINUTES

To approve as a correct record the minutes of the meeting held on the 26 June 2008, a copy of which has been circulated previously.

2 APOLOGIES FOR ABSENCE

3 PETITIONS/STATEMENTS/QUESTIONS FROM MEMBERS OF THE PUBLIC

The Chairman to respond to any petitions/statements/questions received from members of the public of which notice has been given in accordance with Standing Order 87.

4 DISCLOSURE OF PERSONAL AND PREJUDICIAL INTERESTS

To receive from Members, in relation to any items included on the agenda for this meeting, disclosure of any interests which are required to be disclosed by the Local Authorities (Model Code of Conduct) Order 2007 No.1159.
Members are requested to disclose, in accordance with the Code of Conduct, both the existence and nature of any 'Personal' or 'Prejudicial' interests that they may have in relation to matters for consideration on this agenda.
Personal Interests
(1) Subject to sub-paragraphs (2) to (5) below, where a Member has a personal interest in any business of the Town Council and attends a meeting of the Council at which the business is considered, the Member must disclose to that meeting the existence and nature of that interest at the commencement of that consideration, or when the interest becomes apparent.
(2) Where the Member has a personal interest in any business of the Town Council which relates to or is likely to affect a person described in paragraph 8(1)(a)(i) or 8(1)(a)(ii)(aa) of the Code of Conduct, the Member needs only disclose to the meeting the existence and nature of that interest when s/he addresses the meeting on that business.
(3) Where the Member has a personal interest in any business of the Town Council of the type mentioned in paragraph 8(1)(a)(viii) of the Code of Conduct, the Member need not disclose the nature or existence of that interest to the meeting if the interest was registered more than three years before the date of the meeting.
(4) Sub-paragraph (1) only applies where the Member is aware or ought reasonably to be aware of the existence of the personal interest.
(5) Where a Member has a personal interest but, by virtue of paragraph 14 of the Code of Conduct, sensitive information relating to it is not registered in the Town Council's register of members' interests, the Member must indicate to the meeting that s/he has a personal interest, but need not disclose the sensitive information to the meeting
Prejudicial Interests
Where a Member has a personal interest in any business of the Town Council that Member also has a prejudicial interest in that business where the interest is one which a member of the public with knowledge of the relevant facts would reasonably regard as so significant that it is likely to prejudice that Member's judgement of the public interest. Where a Member has a prejudicial interest that Member must withdraw from the room or chamber where a meeting considering the business is being held.

5 ACCOUNTS PAID SINCE LAST MEETING

Town Clerk to report.

6 UPDATE ON HEALTHCHECK

Members to receive a report (to be tabled) on the progress in completing the Healthcheck report.

7 QUALITY COUNCIL

Members are asked to consider the papers, attached for the information of Members, about the updated Quality Parish & Town Council Scheme. The updated scheme was launched last month and Members are asked whether or not it is this committee's intention that Godalming Town Council should seek Quality status.

There are seven criteria to be met (detailed in the papers) and an indication is given below as to whether or not the Town Council meets each criterion and, if not, the work required to meet the criterion.

Test 1 - Electoral Mandate (Mandatory) - Godalming Town Council meets this test.

Test 2 - A Qualified Clerk (Mandatory) - Godalming Town Council will meet this test by the end of December 2008.

Test 3 - Council Meetings (Mandatory) - Godalming Town Council meets this test.

Test 4 - Communication (part mandatory, part discretionary) - Godalming Town Council would not fully meet this test. Specifically the Council needs to produce and publish a reqular newsletter at least four times a year and make the newsletter readily available at all public sites across the town. The Council also needs to undertake more of the discretionary communication activities.

Test 5 - Annual Report (Mandatory) - Godalming Town Council would not fully meet this test. Specifically the Council would need to complete and publish by 30 June 2009 (and subsequent years) an annual report of the Council's activities (to include a summary of the Council's accounts) and make it widely available.

Test 6 - Accountability (Mandatory) - Godalming Town Council should meet this test.

Test 7 - Code of Conduct - Godalming Town Council meets this test.

8 GRANT AID - SECTION 137 OF THE LOCAL GOVERNMENT ACT 1972

The Safer Waverley Partnership
£500 is applied for to cover the costs of transporting children from Godalming schools to the Waverley Junior Citizen event to be held at Farnham Police Station.

A grant of £500 was made for the same event in 2007.

SS Peter and Paul Scout Group
£300 is applied for towards the costs of a full structural survey of the Scout hut and repair recommendations.

A grant of £250 was made in 2006 towards the costs of a log store.

Godalming & Villages Lions Club
£1,000 is applied for towards the costs the annual town bonfire and firework display.

No grant has been made previously to this organisation. A similar application last year was declined.

Surrey Crimestoppers
An unspecified amount is applied for as a contribution to the work of Surrey Crimestoppers.

A similar application last year was declined but a grant of £40 was made in 2006.

9 TOWN COUNCIL REPRESENTATION ON EXTERNAL BODIES - REPORT ON FARNCOMBE DAY CENTRE

Members are asked to note a report from Councillor JE Woodham (copy attached for the information of Members) about Farncombe Day Centre - an organisation on which Councillor JE Woodham represents the Town Council.

10 WILFRID NOYCE CENTRE

a) Internal Redecorations

At its meeting on 10 January the Policy & Resources Committee agreed that the first phase of the redecoration works should proceed. Consequently the small hall, kitchen, entrance and toilet areas were repainted. For the second phase of the work, which covers the main hall, office, boiler room and internal store, competitive quotes were sought from three contractors. In the event two quotes were submitted, both from firms that have recently undertaken satisfactory work for the Council:

Contractor A:£10,625
Contractor B:  £6,938

b) Adaptations required for dual use  

In order to facilitate satisfactory dual use at the Wilfrid Noyce Centre it is necessary to improve sound insulation between the two halls. The major part of the proposed work involves the installation of shutters for the kitchen servery counter. Based on the only quote available so far, the likely cost of this work would be £1,300.

An oral report will be made at the meeting on the impact on Reserves of the cost of these two items. In the light of this report, Members will be asked to consider giving their approval for Contractor B to be awarded the contract for the second phase of the Wilfrid Noyce Centre redecoration and for the sound insulation work to proceed.

11 CANCELLATION OF MEETING SCHEDULED TO BE HELD ON 7 AUGUST

Members are asked to agree to the cancellation of the committee meeting scheduled to be held on Thursday, 7 August 2008.

12 DATE OF NEXT MEETING

The next meeting of the Policy & Management Committee is scheduled to be held on Thursday, 31 July 2008 at 6.30 pm in the Council Chamber or at the conclusion of the Joint Burial Committee, whichever is the later.

13 ANNOUNCEMENTS

Brought forward by permission of the Chairman.  Requests to be submitted prior to commencement of the meeting.