STRATEGY AND RESOURCES COMMITTEE
All Council Meetings are open to the Public and Press
Wednesday 08 February 2017
To: Councillors:
Desna Allen (Chairman)
Martin Coates
Terry Gibson
Mary Norton
David Powell
Sheila Veitch
Kenneth Brough
Sylvia Gibson
Peter Hutton
Andy Phillips
John Scragg
Sandie Webb
Other Members of the Council for information
Dear Councillor
MEETING OF THE STRATEGY AND RESOURCES COMMITTEE –
WEDNESDAY 15th FEBRUARY 2017
You are summoned to attend a meeting of the Strategy and Resources Committee to be
held at The Town Hall, High Street, Chippenham on Wednesday 15 February 2017
commencing at 7.00pm for the transaction of the business given in the Agenda attached.
Please note **members of the public are invited to address the Council at this meeting at
7.00pm (**refer to Agenda).
Yours faithfully
Adrian Jones BA (Hons), MSc
Deputy Chief Executive
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RECORDING OF PUBLIC COUNCIL MEETINGS
Recording, including filming, audio recording, taking photographs, blogging, tweeting and
using other social media websites is permitted at Council meetings which are open to the
public - however, anyone wishing to do so must speak to the Town Council staff prior to the
meeting as there are rules which must be followed.
7.00pm **PUBLIC QUESTION TIME (not to exceed 30 minutes)
The public are welcome to make representations, answer questions and give evidence at a
meeting which they are entitled to attend in respect of the business on the agenda.
Any individual representation is limited to no more than 3 minutes. The Chairman will call
the representation from those who are indicating that they wish to speak; written
representations can also be received in advance of the meeting.
As issues raised during the public session may not relate to items on the agenda no
resolution for action can be taken. A record of any public participation session shall not be
included in the Minutes, but included as an appendix note to the Minutes of the meeting.
AGENDA
STRATEGY & RESOURCES COMMITTEE: Wednesday 15 February 2017
1.
APOLOGIES FOR ABSENCE
To receive apologies for absence and consider if the reason for absence should be
formally approved by the Council.
2.
DECLARATION OF INTEREST
All Members of the Town Council are reminded to declare any pecuniary or nonpecuniary interests they may have in any business of the Council, its Committees or
Sub-Committees, in accordance with the latest approved Code of Conduct.
Members are reminded to declare any dispensation granted in relation to any
relevant matter.
3.
MINUTES
To approve as a correct record and to sign the minutes of the Strategy and
Resources meeting held on Wednesday 14 December 2016 (previously circulated).
4.
CHAIRMAN’S ANNOUNCEMENTS
5.
COMMITTEE MINUTES
To receive the following:
a) Amenities, Culture & Leisure Committee
The draft minutes of the meeting held on Wednesday 11 January 2017
(previously circulated). Members attention is brought to agenda item 10 which is a
recommendation from within these minutes.
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b) Civic Matters Sub-Committee
The draft minutes of the meeting held on Wednesday 01 February 2017(previously
circulated). To consider the following recommendation:
i.
6.
Civic Sunday - Members agreed to hold this year’s Civic Sunday reception
and Award Ceremony in The Neeld. Members are requested to consider if
funds can be moved between budgets to cover the increased venue charge
(report attached)
WORKING PARTY NOTES
a.
Finance Working Party
To receive the notes from the Finance Working Party held on 10 January 2017 and to
consider if there are any actions that need to be taken as a result of the information
received (previously circulated).
b.
Toilet Review Working Party
To receive the notes from the Toilet Review Working Party held on 10 January 2017
and to consider if there are any actions that need to be taken as a result of the
information received (previously circulated).
7.
CHIPPENHAM BID EVENTS UPDATE AND MARKET PLACE PROPOSAL
a. To receive a presentation from Chippenham BID.
b. To consider Chippenham BID’s event programme, in conjunction with the Councils
Service Level Agreement for 2017 / 2018 and to consider if there are any actions that
need to be taken as a result of the information received (copies attached).
8.
FINANCIAL ADMINISTRATION
To receive a report from the Head of Finance and Administration and to consider if
there are any actions that need to be taken as a result of the information received.
a. Accounts for Payment/Cheque Payment Audit
In accordance with policy, two Members have been invited to select invoices for
inspection (copies attached). Following selection, all supporting documentation for
those items will be made available at the meeting. Members will be able to view this
information prior to the commencement of the meeting and to consider if there are
any actions that need to be taken as a result of the information received.
b. Bank Reconciliation
To receive the bank reconciliation for Month 10 (copy attached).
c. Current Financial Position
To receive a summary report on the current financial position of the council at the
end of Month 10 (copy attached)
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Members are requested to give advance notice of any questions relating to the
following item.
9.
INTERNAL AND EXTERNAL AUDIT ARRANGEMENTS
To receive a report from the Head of Finance and Administration on changes to the
external audit arrangements and an update on the internal audit regime and to
consider if there are any actions that need to be taken as a result of the information
received (copy attached).
10.
FUNDAY – AUTHORITY TO SPEND BUDGET
A recommendation is brought from the Amenities, Culture and Leisure Committee
seeking authority to stage the John Coles Park fun-day (18th June 2017) utilising the
Community Engagement budget (290/4242).
11.
BATH ROAD TOILETS
To receive a report from the Deputy Chief Executive on the current situation with the
Bath Road Toilets and to consider if there are any actions that need to be taken as a
result of the information received (copy attached).
12.
WILTSHIRE COUNCIL’S POLICY ON EVENT PARKING 2017
To receive a report from the Deputy Chief Executive on Wiltshire Council’s policy on
Event Parking for the forthcoming year and to consider if there any actions that need
to be taken as a result of the information received (copy attached).
13.
NOTICEBOARD
To consider a Member request from Councillor Peter Hutton to install a noticeboard
at Cepen Park South: to spend no more than £1500 from the Community Projects
Earmarked Fund and to consider if there are any actions that need to be taken as a
result of the information received.
14.
ANNUAL REPORT 2017
To receive a report from the Marketing Officer on the production of the Annual Report
for 2016/17 (copy attached).
15.
ITEMS FOR FUTURE AGENDA
Members are invited to submit items for inclusion on future Committee Agenda that
are within the Committee’s remit. Any items submitted this evening are not for
discussion at this meeting but may be considered for a future date. (This does not
preclude Members putting forward written Motions or Recommendations at other
times as specified in SO 8).
16.
DATE OF NEXT MEETING
The next meeting date of this committee will be Wednesday 12th April 2017.
17.
EXCLUSION OF THE PUBLIC AND PRESS
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To pass, if considered necessary, the following resolution:
“The press and public are excluded due to the confidential nature of the business
under the Public Bodies (Admissions to Meetings Act) 1960 s1. sub section 2 as
amended by the Local Government Act 1972 s100 and also from any items on the
agenda which are deemed to relate as Exempt Information as defined by the
Freedom of Information Act 2000”.
18.
PERSONNEL SUB-COMMITTEE MINUTES
To receive the minutes from the Personnel Sub-Committee meeting held on 02
February 2017 and to consider if there are any actions that need to be taken as a
result of the information received (copy previously circulated to Committee Members
only).
19.
INSURANCE PROVISION BEYOND 2017
To receive a report from the Head of Finance and Administration to determine the
insurance cover required from 1st April 2017 and to consider if there are any actions
that need to be taken as a result of the information received (report to follow).
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