ALTON TOWN COUNCIL by HC120728081146

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									                               ALTON TOWN COUNCIL
                          POLICY & RESOURCES COMMITTEE
                  MINUTES OF THE MEETING HELD ON 11 NOVEMBER 2009
                                     AT 6:15PM


      Present:         Councillor R T Fitzer      - Chairman
                                  R J F Evans
                                  Ms P J Bradford
                                  Ms B Carpenter
                                  A B Chick
                                  D Crocker
                                  Mrs P E Jones
                                  A G Patel
                                  J F Smith
                                  D J Willoughby

      In attendance:                S J Parkinson     - Town Clerk
                                    6 Members of the public


229   Apologies

      No apologies were received.


230   Chairman’s Announcements

      The Chairman:

      1) Asked everyone to switch off or silence their mobile phones.

      2) Advised members that Alton Citizens Advice Bureau Annual Report 2009 and Hampshire
         and the Isle of Wight Crimestoppers Annual Report 2008/2009 were available for
         viewing at the Town Hall.

      3) Informed members that a “Thank You” card had been received from the All Saints Hard
         of Hearing Group thanking the Town Council for their grant in the sum of £250.

      4) Reminded members that they needed to respond to the invitation to attend the “Working
         together to improve the lives of people in Alton” conference at the Assembly Rooms on
         the 26 November 2009.

231   Minutes

      The minutes of the meeting held on 1 October 2009 were agreed as a correct record.
      POLICY & RESOURCES COMMITTEE                                          11 NOVEMBER 2009


232   Declarations of interest

      The chairman reminded members of their obligation to declare any personal interest in items
      on the agenda. Several declarations were made as follows:

      R J F Evans       Personal & prejudicial interest in minute 234, as he organised the
                        Victorian Charity Cricket event.

      Mrs P E Jones     Personal & prejudicial interest in minute 235 as a committee member of
                        Homestart Weywater and personal interest in minute 236 as a member of
                        Alton Town Twinning Association.

      J F Smith         Personal interests in minute 235, as EHDC representative on Alton
                        Community Association and minute 236 as a member of Alton Town
                        Twinning Association.

      R T Fitzer        Personal interest in minute 236 as a member of Alton Town Twinning
                        Association.

      D Crocker         Personal interest in minute 236 as a member of Alton Town Twinning
                        Association.

      Ms P Bradford     Personal & prejudicial interest in minute 236 as a committee member of
                        Alton Town Twinning Association and personal interest in minute 235 as a
                        member of Alton Community Association.

      A Patel           Personal & prejudicial interest in minute 236 as a committee member of
                        Alton Town Twinning Association.

      D J Willoughby    Personal & prejudicial interest in minute 236 as a committee member of
                        Alton Town Twinning Association and personal & prejudicial interest in
                        minute 235 as an employee of Alton Community Association. Personal
                        interest in minute 235 as the council’s representative on the Alton Town
                        Partnership.

      A B Chick         Personal interest in minute 236 as an ex-officio member of Alton Town
                        Twinning Association by virtue of being Town Mayor.



233   Questions from members of the public

      Mr Hubbard of Alton Tennis Club explained how their grant application could unlock
      significant further public funding, as well as extending tennis to a wider range of people. He
      indicated that the club were contributing significant sums from their own funds and the
      scheme would not need ongoing support.

      Mrs Lerew spoke in support of the Alton Town Twinning Association’s application for core
      client status.
      POLICY & RESOURCES COMMITTEE                                          11 NOVEMBER 2009


      Mr Gay spoke in support of the community association grant application.

      Mr Rowan of Alton Operatic & Dramatic Society explained the purpose of their grant
      application.



234   Grants to local organisations (financial year 2009/10)

      The committee considered applications for grant aid in accordance with council policy.

      On the proposal of Cllr Ms Carpenter, seconded by Cllr Mrs Jones, it was

                            RESOLVED

                            (1)    To decline the grant to Alton Victorian Charity Cricket as it
                                   was not Council policy to give money to raise more money for
                                   charity.

      On the proposal of Cllr Crocker, seconded by Cllr Ms Carpenter, it was

                            RESOLVED

                            (2)    To decline to offer a grant to Victim Support - Northern
                                   District at this time until the committee is convinced that there
                                   will be volunteers specifically trained for the Alton area. Once
                                   volunteers have been found a grant application would be
                                   welcome.

      On the proposal of Cllr Ms Bradford, seconded by Cllr Smith, it was

                            RESOLVED

                            (3)    To award a grant of £300 to Barbados House Association under
                                   Section 145 of the Local Government Act 1972.

235   Grants to Core Clients 2010/11

      The committee considered applications for grant aid to Core clients in accordance with
      council policy.

      On the proposal of Cllr Ms Bradford, seconded by Cllr Ms Carpenter, it was

                            RESOLVED

                            (1)    To award a grant of £1,000 to Alton and District Sports Council
                                   under Section 137 of the Local Government Act 1972, for use
                                   in the Alton area only and not to benefit other district sports
                                   councils’ areas.
      POLICY & RESOURCES COMMITTEE                                           11 NOVEMBER 2009


      On the proposal of Cllr Crocker, seconded by Cllr Smith, it was

                            RESOLVED

                            (2)    To award a grant of £8,500 to Alton Community Association
                                   under Section 133 of the Local Government Act 1972.

      On the proposal of Cllr Mrs Jones, seconded by Cllr Crocker, it was

                            RESOLVED

                            (3)    To defer the grant application by Alton Town Partnership.
                                   Members felt the details of how the money would be spent were
                                   unclear and vague.

      On the proposal of Cllr Smith, seconded by Cllr Ms Bradford, it was

                            RESOLVED

                            (4)    To award a grant of £12,000 to East Hampshire Citizens Advice
                                   Bureau under Section 142 of the Local Government Act 1972.

      On the proposal of Cllr Ms Bradford, seconded by Cllr Smith, it was

                            RESOLVED

                            (5)    To award a grant of £1,000 to Home-Start Wey Water under
                                   Section 137 of the Local Government Act 1972, adding that the
                                   council regrets that due to the high demands on the grants
                                   budget it is unable to increase funding for Core Clients.

236   Grants of £500 and over for 2010/11

      The committee considered applications for grant aid in accordance with council policy.

      On the proposal of Cllr Ms Carpenter, seconded by Cllr Smith, it was

                            RESOLVED

                            (1)    To decline a grant to Alton Operatic and Dramatic Society and
                                   to support the proposed expenditure by direct funding rather
                                   than giving a grant. The task of finding the most efficient way
                                   of doing this was delegated to the Town Clerk.
      POLICY & RESOURCES COMMITTEE                                           11 NOVEMBER 2009


      On the proposal of Cllr Smith, seconded by Cllr Chick, it was

                            RESOLVED
                            (2) To award a grant of £3,000 to Alton Tennis Club under Section
                                19 of the Local Government (Miscellaneous Provisions) Act
                                1976.

      On the proposal of Cllr Ms Carpenter, seconded by Cllr Crocker, it was

                            RESOLVED

                            (3)    To award a grant of £500 to Alton Town Twinning Association
                                   for next year, 2010/11, under Sections 176(1b) and 144(1a) of
                                   the Local Government Act 1972.

      On the proposal of Cllr Mrs Jones, seconded by Cllr Smith, it was

                            RESOLVED

                            (5)    To award a grant of £200 to Greening Alton and Holybourne
                                   Campaign under Section 137 of the Local Government Act
                                   1972.

      On the proposal of Cllr Crocker, seconded by Cllr Carpenter, it was

                            RESOLVED

                            (6)    To decline a grant to Vitalise due to the high level of local
                                   demands on the budget.

237   Assembly Rooms External Maintenance

      The committee considered a report from the Town Clerk, outlining maintenance proposals for
      Alton Assembly Rooms. Members agreed that the leaking roof of the ladies toilets and the
      poor upper room heating should be dealt with promptly and accepted the suggestion that the
      exterior maintenance and roof repairs be re-tendered and the work undertaken over two
      financial years.

      On the proposal of Cllr Willoughby, seconded by Cllr Crocker, it was

                            RESOLVED

                            (1)    To undertake urgent roofing repairs and the replacement of the
                                   upper room heating this winter.

                            (2)    To re-tender the rest of the exterior decoration and repairs and
                                   undertake the work in the spring of 2010, spread over two
                                   financial years.
      POLICY & RESOURCES COMMITTEE                                           11 NOVEMBER 2009


                            (3)    That the ladies toilets should be refurbished and not merely
                                   redecorated.

238   Approval of the 2010/11 Budget

      The committee considered the Town Clerk’s draft budget report, noting the changes that had
      occurred since the original budget for 209/10 was set a year ago.

      On the proposal of Cllr Smith, seconded by Cllr Mrs Jones, it was

                            RESOLVED

                            (1)    To approve the revised budget 2009/10 and proposed budget
                                   2010/11 as set out.

                            (2)    To approve the planned maintenance budget, subject to an
                                   adjustment within the 2010/11 allocations for the Assembly
                                   Rooms to allow for the refurbishment of the ladies toilets.

      On the proposal of Cllr Willoughby, seconded by Cllr Crocker, it was

                            RECOMMENDED

                            That a precept of £440,000 be levied on East Hampshire District
                            Council for the 2010/11 financial year.

239   External Auditors Report

      The committee received the external auditors report on the 2008/09 Annual Return, noting
      the comments it contained.

                            NOTED


240   Council Strategy Consultation Responses

      The committee heard that a number of responses had been received to the consultation on the
      council’s proposed strategy. The Strategy Working Party had not yet had an opportunity to
      review these. Councillors had also been invited to an Alton conference on 26 November,
      which might also have a bearing on the Strategy. The working party intended to meet
      following this conference to consider its implications, along with the consultation responses.

      On the proposal of Cllr Mrs Jones, seconded by Cllr Smith, it was

                            RECOMMENDED

                            That the council await the Strategy Working Party’s review of the
                            consultation responses and the outcome of the Alton Conference
                            before adopting the draft strategy.
      POLICY & RESOURCES COMMITTEE                                            11 NOVEMBER 2009


241   NALC Larger Local Councils’ Committee Election

      The committee were asked to vote for four of the candidates nominated to the NALC Larger
      Local Councils’ Committee. On the proposal of Cllr Carpenter, seconded by Cllr Mrs Jones,
      it was

                            RESOLVED

                            That the committee voted for: Ms Rosemary Ann Farmer, Cllr Haydn
                            White, Cllr Kevin Wilson and Cllr Nicholas Stuart Wiltshire. The
                            committee noted it would be useful for future elections to have a
                            candidate profile or statement to accompany the nomination form.



242   Assembly Rooms User Group

      The committee received the minutes of the Assembly Rooms User Group held on 19 October.
      Members were pleased to note the favourable comments made on the new management
      arrangements.

                            NOTED


243   Exclusion of Press and Public

      On the proposal of Cllr Mrs Jones, seconded by Cllr Crocker, it was

                            RESOLVED

                            That in view of the confidential nature of the business about to be
                            transacted, it is advisable in the public interest that the public and press
                            be temporarily excluded and they are instructed to withdraw.

244   Future Event Management

      Members considered how best to secure the future of town centre events in Alton. In
      particular, they wanted a clear statement of the intentions of Alton Initiatives Management
      ltd, so that it was clear who was planning 2010 events and how they were being funded. On
      the proposal of Cllr Carpenter, seconded by Cllr Mrs Jones, it was

                            RESOLVED

                           (1)         That the council’s nominated AIM ltd director should seek
                                       an urgent meeting of the board.

                           (2)         That the council should serve AIM ltd the required 28 days
                                       notice to terminate the market licence.
      POLICY & RESOURCES COMMITTEE                                        11 NOVEMBER 2009


245   Staffing Panel

      The committee received the minutes and recommendations of the Staffing Panel meeting of
      26 October 2009. On the proposal of Cllr Carpenter, seconded by Cllr Chick it was

                           RESOLVED

                           (1)    To agree the recommended hours and grading of the Assembly
                                  Rooms Manager.

                           (2)    To note the need to recruit a further caretaker and to leave the
                                  matter to the Town Clerk.

                           (3)    That the Town Clerk had the unanimous support of the
                                  committee if he was elected chairman of the Society of Local
                                  Council Clerks in February.

                           (4)    That proposals regarding holidays be deferred pending further
                                  discussion.


246   Crime and Disorder Working Party

      Members received the minutes of the working party meeting of 6 October 2009.

                           NOTED



      The meeting finished at 9.00 pm

                                               ******

								
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