Godalming Town Council

I hereby summons you to attend the Policy & Management Meeting to be held in The Council Chamber, Bridge Street, Godalming on 28th of August, 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 31 July 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 MONITORING REPORT FOR BUDGET 2008-2009 AS AT 31 JULY 2008

In line with auditors' recommendations a monitoring report for 2008-09 is attached for the information of Members. This report gives an indication of the income and expenditure accounts against this year's budget up to 31 July 2008. It reflects actual income and expenditure only.

As a basic monitoring calculation, the profile for each budget should increase by one twelfth each month and the corresponding income or expenditure relating to the budget reflects this. Most budgets at the current time should therefore reflect approximately one third of the annual budget. However, some budgets, for example, insurances, have different profiles and are paid at different times, this can be quarterly or annually and therefore the related budget should reflect this.

The comparisons are shown by committee as per the budget structure. Please note that budgets have now been either renamed or merged into one committee. Comments have been made where the budget is not performing as expected.

Council Management now incorporated into Policy & Management

The budget for this is very much on course.  The salary budget is on target, although the pay award for the year is still awaited and therefore not part of the current figures. The Mayoral charity for 07-08 is being finalised, there is still some income expected before final cheques can be calculated and drawn for the relevant nominated charities. The Mayoral charity for 05/06 has now been paid.

Partnerships & External Relationships now incorporated into Policy & Management

The budgets for this are on target. Currently the contribution to the CAB for £24,456 has not yet been requested. The internet website account straddles two years and is paid annually in August and therefore no payment has yet been made.  Where zeros are indicated the budgets are seasonal and therefore the expenditure has not yet been incurred.

Planning

None of the budgets have been required this year so at this time the expenditure remains at zero for these budget heads.

Policy & Resources now renamed as Policy & Management

The budget for the Policy & Management is on target.  The Christmas Lights budget currently shows expenditure of £10,000 this is the agreed transfer to reserves. The expenditure for this budget is seasonal and has yet to be incurred. Insurances are annual and therefore paid for the year. The Small Grants budget has now been renamed New Initiatives Fund with a budget of £74,000. £9,318 has been dispersed to 31 July 2008.   

The three community centre budgets are on target, Broadwater Park currently showing a small credit balance not a debit one. This is due to a large proportion of the income being invoiced by term and therefore at the current time exceeding expenditure.

Income

The income is on target. The precept for 6 months has been received from Waverley Borough Council.  The JBC administration charge of £9,005 has yet to be paid to the Town Council this is usually transferred at the end of the year. The income from the community centres is now netted off against expenditure so no longer shows an amount in the income statement.   The Square rent reflects the payment received less the proportion transferred to reserves.

Details in Movement in Funds

The reserves indicate the balances carried forward on 1 April 2008 plus the transfers agreed when the budget was set.

7 GRANT AID - ALLOCATIONS FROM THE NEW INITIATIVES FUND

Information:2008/2009 New Initiatives Fund £74,000.00

Northbourne Action Group
£8,000 is applied for as a contribution to the costs of replacing the play area at Northbourne. Members will recall a presentation on 15 May 2008 from the Northbourne Action Group outlining their plans for this play area.

Two grants were made to this group in 2007 - one of £250 as a contribution to Easter events and an estate clean-up and a second of £4,000 as a contribution to summer activities.

 Meadrow Unitarian Chapel
£1,000 is applied as a contribution to total costs of £8,500 for redecoration of the chapel - and specifically to fund the repair of defective plaster in the entrance lobby and upper landing area.  The application provides details of community use of the premises.
 
This organisation has not previously applied for a grant from the Town Council.

8 TOWN COUNCIL REPRESENTATION ON EXTERNAL BODIES - REPORT ON THE GODALMING/MAYEN ASSOCIATION

Members are asked to note a report from Councillor JM Poulter (copy attached for the information of Members) about the Godalming Mayen Association - an organisation on which Councillor JM Poulter represents the Town Council.

9 DATE OF NEXT MEETING

The next meeting of the Policy & Management Committee is scheduled to be held on Thursday, 18 September 2008 at 7.15 pm in the Council Chamber or at the conclusion of the Planning & Environment Committee, whichever is the later.

10 ANNOUNCEMENTS

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