Godalming Town Council

Minutes and report of
The Policy & Management Committee
held on 17th July 2008

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107-08 MINUTES

The Minutes of the meeting held on 26 June 2008, having been previously circulated, were signed by the Chairman as a true record.

108-08 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.

109-08 DISCLOSURE OF PERSONAL AND PREJUDICIAL INTERESTS

Councillor SW Cosser declared a personal interest in Agenda Item 8, the grant aid application from the SS Peter and Paul Scout Group on the grounds that the applicant wrote to him as a ward councillor seeking advice on funding sources. In response Cllr Cosser provided advice on the various authorities to which the applicant might apply for a grant. Cllr Cosser remained in the Chamber while this item was discussed.

Councillor NC Pinches declared a personal and prejudicial interest in Agenda Item 8, the grant aid application from the SS Peter and Paul Scout Group on the grounds that he is a scout leader within the group. Cllr Pinches left the Chamber while this item was discussed.

Councillor JR Thomson declared a personal interest in Agenda Item 8, the grant aid application from the SS Peter and Paul Scout Group on the grounds that she is a friend and colleague of Councillor NC Pinches who is a scout leader within the group. Cllr Thomson remained in the Chamber while this item was discussed.

110-08 ACCOUNTS PAID SINCE LAST MEETING

Godalming Town Council

Accounts paid since the 26 June 2008    £14,442.28

111-08 UPDATE ON HEALTHCHECK

Members received a report (copy attached to record minutes) on the progress in completing the Healthcheck report.

112-08 QUALITY COUNCIL

Members considered the updated Quality Parish & Town Council Scheme and resolved to make an application for quality status by 1 May 2009.

In order to address the detailed issues around improving communication so as to meet the requirements of Test 4 - Communication - Members agreed to the appointment of a working group. Members of the working group to be:

Councillor RA Gordon-Smith
Councillor RJ Foxall
Councillor GS Barnes
Councillor SW Cosser
Councillor SN Reynolds

113-08 GRANT AID - SECTION 137 OF THE LOCAL GOVERNMENT ACT 1972

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

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

Godalming & Villages Lions Club
£1,000 was agreed towards the costs of new banners, new fencing and lidded collection buckets for the annual town bonfire and firework display.

Surrey Crimestoppers
An application for an unspecified amount of grant was declined.

114-08 TOWN COUNCIL REPRESENTATION ON EXTERNAL BODIES - REPORT ON FARNCOMBE DAY CENTRE

Members noted a report from Councillor JE Woodham (copy attached to record minutes) about Farncombe Day Centre - an organisation on which Cllr Woodham represents the Town Council.

115-08 WILFRID NOYCE CENTRE

a) Internal Redecorations

Members noted that since the agenda was prepared a third quote for internal redecoration work at the Wilfrid Noyce Community Centre had been received. While post-marked for 8 July the quote had been delayed because insufficient postage had been applied to the envelope - the Town Council paying £1.06 excess postage before the item could be delivered.

Members agreed to rule the third quote out because it had not been received in time.

Accordingly Members considered the two quotes that had been received for the redecoration of the main hall, office, boiler room and internal store. Both quotes were from firms that had recently undertaken satisfactory work for the Council:

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

Members agreed to the appointment of Contractor B CLC Contractors Ltd noting that the cost would be met from utilising the sum allowed in the revenue budget together with the Wilfrid Noyce Community Centre earmarked reserve.

b) Adaptations required for dual use  

Members agreed that in order to facilitate satisfactory dual use at the Wilfrid Noyce Community Centre it was necessary to improve sound insulation between the two halls. Members noted that, based on the only quote available so far, the likely cost of this work would be £1,300 and authorised the work to proceed noting that the cost should be drawn from general reserves.

116-08 CANCELLATION OF MEETING SCHEDULED TO BE HELD ON 7 AUGUST

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

117-08 ANNOUNCEMENTS

There were no announcements.