Godalming Town Council

Minutes and report of
The Policy & Management Committee
held on 26th June 2008

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83-08 MINUTES

The Minutes of the meeting held on 5 June 2008, having been previously circulated, were signed by the Chairman as a true record.

84-08 PETITIONS/STATEMENTS/QUESTIONS FROM MEMBERS OF THE PUBLIC

No petitions/statements/questions had been received from members of the public in accordance with Standing Order No 79.

85-08 DISCLOSURE OF PERSONAL AND PREJUDICIAL INTERESTS

Councillor PMA Rivers declared a personal interest in Agenda Items 9 and 13 as she is the Chairman of Churches Together in Godalming and stayed in the Chamber while these items were debated.

Councillor PJ Martin declared a personal interest in Agenda Item 9 as he is an Executive Member of Surrey County Council with responsibility for schools, children and youth services.  Councillor PJ Martin stayed in the Chamber while this item was debated.

Councillor JPJ Hubble declared a personal interest in the following agenda items:

·Agenda Item 8 as he is a Life Member of Godalming Museum;  
·Agenda Item 9 as Waverley Borough Council Representative and Vice Chairman for DisCASS;
·Agenda Item 11 as Mrs Anne Collingridge of 84 Ockford Road is personally known to him;
·Agenda Item 13 as the applicant, Mrs Nancy Wilks, is personally known to him;
·And a personal and prejudicial interest in Agenda Item 12 as he is a Waverley Borough Council representative and Vice Chairman of DisCASS.

Councillor JPJ Hubble remained in the Chamber while agenda items 8, 11 and 13 were debated and left the Chamber while Agenda Items 9 and 12 were discussed.

Councillor NC Pinches declared a personal interest in Agenda Item 9 as one of the youth workers is a personal friend and he is a member of Busbridge PCC, which looks after the accounts of the Trinity Trust Team.  Councillor NC Pinches stayed in the Chamber while this item was debated.

Councillor AK Lister declared a personal and prejudicial interest in Agenda Item 9 as she helps the Trinity Trust Team with the Loseley Fields Youth Café and left the Chamber while this item was debated.

The Town Clerk declared a personal and prejudicial interest in Agenda Item 13 and left the meeting while that item was debated; Mrs Crossman (the Finance Officer) clerked the meeting at that point.

86-08 ACCOUNTS PAID SINCE LAST MEETING

Godalming Town Council    

Accounts paid between 15 May 2008 and 5 June 2008  : £4,942.94
Accounts paid since the 5 June 2008  : £23,763.59

87-08 FINAL ACCOUNTS FOR THE 12 MONTHS ENDING 31 MARCH 2008

Members received and adopted the Annual Accounts for Godalming Town Council (incorporating Broadwater Centre and Wilfrid Noyce Community Centre) for the year ended 31 March 2008. Members noted that following the internal audit of the accounts there had been an adjustment to the accounts, increasing the amount by which income exceeded expenditure from £25,949 to £26,354. A revised set of accounts (copy attached to record minutes) was tabled.

88-08 REPORT OF THE STAFFING SUB-COMMITTEE

Members noted a report from the Chairman of the Staffing Sub-Committee.

89-08 GODALMING MUSEUM ACQUISITION AND DISPOSAL POLICY

Members agreed the Museum's latest Acquisition and Disposal Policy (copy attached to record minutes).

90-08 TRINITY TRUST TEAM PROPOSAL TO USE THE WILFRID NOYCE CENTRE

Members considered a formal proposal from the Trinity Trust to relocate their Café Trinity operation from the Cellar Café to the Wilfrid Noyce Centre

Members noted that the Trust wished to use the small hall at the Wilfrid Noyce Centre for 7½ hours a week in term time and 10½ hours a week in school holidays over 50 weeks of the year - i.e. for a total of some 411 hours in a year. Currently there was no other user hiring the small hall at the Wilfrid Noyce Centre at the times required.

Members agreed that the Trinity Trust Team could have free use of the Wilfrid Noyce Centre for the times requested and further agreed that the potential charge of £2,794.80 should be treated in the Town Council's accounts as grant aid in kind so that the Town Council showed expenditure of £2,794.80 and the Wilfrid Noyce Centre showed income of the same amount.

91-08 PREMISES LICENSE FOR THE WILFRID NOYCE CENTRE

Members noted that further to a decision of the Policy & Resources Committee on 6 July 2006 (Minute 87-06 refers) an application would very shortly be made for a Premises License for the Wilfrid Noyce Centre.

Members requested a further report on the implications of licensing the Wilfrid Noyce Centre for alcohol.

92-08 REVIEW OF THE USE OF THE UNDERCROFT OF THE PEPPERPOT

Members considered a report previously considered on 15 March 2007 by the then Council Management & External Relations Committee about trading from the Undercroft of the Pepperpot. Members noted that the Town Clerk considered that none of the issues had changed since that report although all correspondence received and answered since the that report was also considered being nine letters from Mrs Noble-Jones (of Ockford Antiques at 72 Ockford Road) and two letters from Mrs Collingridge of 84 Ockford Road.

The Town Clerk reported that in the main she and her staff were successfully enforcing the terms and conditions of hire of the Undercroft but that one trader was persistently infringing the conditions.

Members agreed that trading from the Undercroft should continue. Members further agreed that the Town Clerk, in consultation with the Chairman of the Policy & Management Committee, be authorised to exclude traders who persistently infringe the terms and conditions of hire of the Undercroft or create hazards for other authorities.

Members agreed that henceforth the Undercroft should be treated as two "pitches" rather than one and that fees should be charged for each "pitch".

93-08 TOWN COUNCIL REPRESENTATION ON EXTERNAL BODIES - REPORT ON DISCASS

Members noted a report from Councillor SP Connolly (copy attached to record minutes) about DisCASS - an organisation upon which Councillor SP Connolly represents the Town Council.

94-08 GRANT AID - SECTION 137 OF THE LOCAL GOVERNMENT ACT 1972

Godalming United Church - Vision Project
£5,000 was agreed as a contribution to the £94,124 costs of incorporating a lift into the church foyer and renewal of the toilets.

95-08 DATE OF NEXT MEETING

The next meeting of the Policy & Management Committee was scheduled to be held on Thursday, 17 July 2008 at 7.15 pm in the Council Chamber or at the conclusion of the Planning & Environment Committee meeting, whichever is later.

96-08 ANNOUNCEMENTS

There were no announcements.