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Policy and Resources
 
Meets bi-monthly on a Monday in the Town Hall to consider all aspects of policy making, financial and staffing matters. It interacts within the community by giving grants to support local organisations.
 
Minutes of previous meetings can be downloaded below and agendas for forthcoming and most recent meetings will appear here.
 

Cllr Robert Merrick – Town Mayor (Ex officio)

Cllr Rich Jones Deputy Town Mayor (Ex officio)

Cllr Glenis Ansell

Cllr Heather Canfer

Cllr David Conway

Cllr Terry Couchman

Cllr Jon Fisher

Cllr Robert MacNaughton

Cllr Mark Mewett

Cllr Tony Trotman

Cllr Greg Widger                 

 

5th June 2019

Dear Councillor,

You are summoned to a meeting of the Policy & Resources Committee to be held in the Large Hall of the Town Hall, Calne on Monday 10th June 2019 at 6.30 pm.

The Press and Public are welcome to attend this meeting.  Questions and statements will be taken from members of the public prior to the start of the meeting, in accordance with the Town Council’s Standing Order No 3.  

The Agenda for the meeting is attached.

Yours sincerely

Mrs J Young

Director of Council Services

 

 

EXTRAORDINARY POLICY AND RESOURCES COMMITTEE

Monday 10th June 2019

Public Participation – To receive questions from members of the public in accordance with Standing Order No 3. Each person is allowed to speak for 3 minutes with a maximum amount of time allowed for public participation will be 15 minutes. The Chair of the meeting shall not allow any question that is in his / her opinion:

i. Defamatory, frivolous or offensive, or

ii. Requires the disclosure of exempt or confidential information

iii. Relates to complaints about individual members or officers

The Openness of Local Government Bodies Regulations 2014 permits the audio and visual recording and photography of the Council and Committee meetings by the general public and/or media. It would be appreciated if persons wishing to take photographs or to record a meeting, were, wherever possible, notified to the Acting Town Clerk before the meeting concerned. For more information on permitted recordings please ask to see the Council’s policy.

A G E N D A

1.  Election of A Vice Chairman

2.  Apologies

3.  Declarations of Interest – To receive any Declarations of Interest in respect of items on this agenda as required by the Code of Conduct adopted by the Town Council on 4th February 2019. Members are reminded that, in accordance with the Town Council’s Code of Conduct, they are required to declare any disclosable pecuniary interests or other registrable interests which have not already been declared in the Council's Register of Interests. Members may however, also decide, in the interests of clarity and transparency, to declare at this point in the meeting, any such disclosable pecuniary interests which they have already declared in the Register, as well as any other registrable or other interests.

4.  Minutes – To approve the Minutes of the Extraordinary Policy and Resources Committee meeting held on Monday 25th March 2019. The attachments will form part of the main Minutes, however, will not be redistributed with this Agenda.

[CLICK HERE FOR MINUTES]

5.  Start Time for this Committee – to discuss and agree a start time for all future meetings of this Committee for the ensuing year.

6.  Notes from Working Groups

6.1  Finance Working Group

To receive the draft notes from the Finance Working Group meeting held on 29th April 2019 (attached).

[CLICK HERE FOR NOTES]

Members are requested to receive the financial statement/balance sheet as at the 31st March 2019 which was noted and initialled by the Chairman of the Finance Working Group.

[CLICK HERE FOR FINANCIAL STATEMENT]

6.2  Governance and Policy Working Group

To receive the draft notes from the Governance and Policy Working Group meeting held on 23rd May 2019 (attached).

[CLICK HERE FOR NOTES]

7.  Grants & Donations – List of Grants & Donations Awarded 2018/2019 and 2019/2020 – attached for members’ information

[CLICK HERE FOR LIST 2018/19]

[CLICK HERE FOR LIST 2019/20]

7.1   Grant Application – Barn Dance Fundraising Event – African Scout Expedition

Application form and information attached.  Requesting a grant of £375 for the hire of the Town Hall on 23rd November 2019 for a Barn Dance fundraising event for the trip of a lifetime to join the African Scout Expedition to Tanzania in 2020 to work on a community project.  The Town Hall Booking form and criteria scoring sheet will be available for viewing at the meeting, if required.

Scores 14/18 on the Criteria.

Power: Under the General Power of Competence.

[CLICK HERE FOR GRANT APPLICATION]

7.2  Grant Application – Calne and District Community Link Scheme

Application Form, Breakdown of Grant Request, Accounts and Constitution attached.  Requesting a grant of £927.70 for monthly hire of Church House (£266), use of the Council chamber for quarterly Committee meetings (£132), use of Large Hall for AGM (£47.25), monthly mobile phone rental (£188.28) and Annual Insurance (£294.17).  The Town Hall Booking Form and Criteria Sheet will be available for viewing at the meeting, if required.

Scores:  18/18 on the Criteria.

Power:  Under the General Power of Competence.

[CLICK HERE FOR GRANT APPLICATION]

7.3  Grant Application – Olive Branch Counselling

Application Form, Information, Accounts, Three Year Budget and Constitution attached.  Requesting a grant of £500 for Counselling Services, currently 11 Calne residents benefit from this service (10%).  The Criteria Sheet will be available for viewing at the meeting, if required.

Scores:  14/18 on the Criteria.

Power:  Under the General Power of Competence.

[CLICK HERE FOR GRANT APPLICATION]

7.4  Grant Application – Calne Music and Arts Festival

Application Form, Accounts and Constitution attached.  Requesting a grant of £900 to reduce ticket prices, to provide free events and contribute towards the cost of performers and publicity.  The Minutes of the Annual General Meeting and Criteria Sheet will be available for viewing at the meeting, if required.

Scores:  18/18 on the Criteria.

Power:  Under the General Power of Competence.

[CLICK HERE FOR GRANT APPLICATION]

7.5  Grant Application – Springboard North Wilts Opportunity Group

Application Form, Information, Accounts and Memorandum/Articles of Association attached.  Requesting a grant of £466.80 to provide two tablets for an electronic registration facility to ensure GDPR compliance and to be more user friendly.  Full unaudited Financial Statements 31 March 2018, Annual Report 2017/18, Bank Statement and Criteria Sheet will be available for viewing at the meeting, if required.

Scores:  15/18 on the Criteria.

Power:  Under the General Power of Competence.

[CLICK HERE FOR GRANT APPLICATION]

7.6  Grant Application – Calne Bowls Club

Application Form, Information, Accounts and Constitution attached.  Requesting a grant of £1,672 to upgrade equipment and promote the facility.  The Bank Statement and Criteria Sheet will be available for viewing at the meeting, if required.

Scores:  16/18 on the Criteria.

Power:  Under the General Power of Competence.

[CLICK HERE FOR GRANT APPLICATION]

7.7 Grant Application – The Wiltshire Music Centre Trust Limited

Letter, Application Form, Accounts and Articles of Association attached.  Requesting a grant of £450 to advance music education for students of all ages.  This is achieved through its high quality public concerts, nationally acclaimed creative learning programme and regular music activities for all ages, regardless of musical training or background.  Full Copy of the Audited Accounts, Annual Review, Spring/Summer Brochure and Criteria Sheet will be available for viewing at the meeting, if required.

Scores:  17/18 on the Criteria.

Power:  Under the General Power of Competence.

[CLICK HERE FOR GRANT APPLICATION]

7.8  Grant Application – Calne Twinning Association

 Application Form, Itinerary with Budget Breakdown and Terms of Reference attached.  Requesting a grant of £2,500 towards hosting this year’s Tri Visit from all three Twinned Countries for a week over the Carnival weekend, 26TH June to 3rd July.  The Criteria Sheet will be available for viewing at the meeting, if required.

Scores:  18/18 on the Criteria.

Power:  Under the General Power of Competence.

[CLICK HERE FOR GRANT APPLICATION]

7.9 Grant Application – Friends of Calne Bike Meet

Letter, Application Form, Treasurer’s Statement and Constitution attached.  Requesting a grant of £2,119 for use of the Town Council’s Assets, Car Parking fee, Hire of Toilets and a grant for the use of the Town Hall on 27th July for Calne Bike Meet.  The Criteria Sheet will be available for viewing at the meeting, if required.

Scores:  18/18 on the Criteria.

Power:  Under the General Power of Competence.

[CLICK HERE FOR GRANT APPLICATION]

7.10  Grant Application – Calne Our Place

Application Form, Supporting Information and Constitution attached.  Requesting a grant of £4,961.00 for a new www.visitcalne.co.uk website and a promotional video “Calne A to B”. The Audited Accounts are currently unavailable, however, a copy of the bank statement and Criteria Sheet will be available for viewing at the meeting, if required.

Scores:  16/18 on the Criteria.

Power:  Under the General Power of Competence.

[CLICK HERE FOR GRANT APPLICATION]

7.11    Grant Application – Calne Movies

Application Form, Accounts and Constitution attached.  Requesting a grant of £1,750.00 for the hire of the Town Hall for 10 monthly film showings.   The Bank Statement, Booking Form and Criteria Sheet will be available for viewing at the meeting, if required.

Scores:  16/18 on the Criteria.

Power:  Under the General Power of Competence.

[CLICK HERE FOR GRANT APPLICATION]

7.12    Update Report – Golden Oldies Charity

[CLICK HERE FOR REPORT]

7.13    Update Report – Calne Twinning Association

[CLICK HERE FOR REPORT]

7.14    Update Report – Calne Pocket Park and Community Garden

[CLICK HERE FOR REPORT]

[CLICK HERE FOR IMAGE]

7.15    Update Report – Wiltshire Citizens Advice

[CLICK HERE FOR REPORT]

7.16    Update Report River Warriors

Report attached.  A further update report will be provided in September to advise how the remaining funds have been spent.

[CLICK HERE FOR REPORT]

7.17    Update Report – Wiltshire Music Centre Trust Ltd

[CLICK HERE FOR REPORT]

7.18    Update Report – Calne Clean Up Crew

[CLICK HERE FOR REPORT]

7.19    Letter of thanks – Parish of Calne & Blackland

[CLICK HERE FOR LETTER]

8.  Reports and Recommendations

8.1  Marking the Death of a Senior National Figure Procedure

Recommendation from the Governance and Policy Working Group meeting held on 23rd May 2019.

Members are asked to receive the attached draft Marking the Death of a Senior National Figure Procedure and RESOLVE to approve and adopt.

[CLICK HERE FOR PROCEDURE]

8.2  Virtual Presence

Members to receive the attached report of the Director of Council Services.

Members are asked to consider the contents of this report and RESOLVE:

To recommend to Full Council to agree or not agree that a virtual presence (remote dialling in) is acceptable at Working Groups.

[CLICK HERE FOR REPORT]

8.3  Skate Series – Funding Request

Members to receive the attached report of the Head of Business.

Members are asked to consider the contents of this report and RESOLVE:

To approve the funding for the 2019 Calne Skate Series and allocate £450 from the 110-4315 budget (Drop in Centre) towards the project.

[CLICK HERE FOR REPORT]

8.4  Youth Engagement – Outreach Project

Members to receive the attached report of the Head of Business.

Members are asked to consider the contents of this report and RESOLVE:

Members are asked to approve the proposal for 12 weeks Youth Engagement from Community Mentoring and Support (CMAS) and commit up to £1800 to be taken from 110-4320 Drop in Centre (to be renamed – Youth Services) with matched funding to sought from the Calne Area Board.

[CLICK HERE FOR REPORT]

[CLICK HERE FOR CMAS REPORT]

9.  Working Groups

Members are requested to approve the attached amended Working Group Membership for 2019/2020, those being Personnel Sub-committee, Finance Working Group – a vacancy exists for a central ward Councillor, Appeals Panel, Governance & Policy Working Group and Recreation Ground working Group.

Appointments will last for two municipal years, this year being the second year.

[CLICK HERE FOR WORKING GROUP MEMBERSHIP]

10.      P&R Budget and Earmarked Reserves – attached for noting

[CLICK HERE FOR BUDGET]

[CLICK HERE FOR RESERVES]

11.       Strategic Action Plan – attached

[CLICK HERE FOR ACTION PLAN]

12.  Confidential Session – In view of the sensitive nature of the business to be transacted, it is advisable in the public interest that the public and press be excluded, and they are instructed to withdraw. 

Reason for confidential session:

To receive the confidential minutes of the Personnel Sub Committee and the confidential notes of the Finance Working Group.

Public to be excluded from the meeting to progress confidential staffing matters.

Information about an individual member of staff is confidential between the council and staff member. Under the Data Protection Act 1998, a council also has obligations as to how it uses such information about an individual.

13.  Confidential Minutes

To approve the Confidential Minutes of the Extraordinary meeting of the Policy & Resources Committee held on 25th March 2019 (attached).

14  Personnel Sub-Committee

To receive the draft notes of Personnel Sub Committee meeting held on 26th April 2019 (attached).

Members are requested to RESOLVE to approve the recommendations from the meeting held on 26th April 2019:

14.1  New National Minimum Wage

14.2  Staff Recommendation

15.  Finance Working Group

To receive the attached confidential notes of the meetings held on 25th March 2019 and 29th April 2019 (draft) (attached).

16.  Recreation Ground Working Group

Members to receive the notes from the Recreation Ground Working Group meeting held on 3rd April 2019 (attached).

 

 

 

 



Policy and Resources Draft Minutes 20 June 2017 v1.pdf

Adobe Acrobat Document (PDF) - 272 KB

Policy and Resources Committee Minutes 13 March 2017.pdf

Adobe Acrobat Document (PDF) - 434 KB

Policy & Resources MINUTES 16 January 2017

Adobe Acrobat Document (PDF) - 374 KB

P&R Minutes 7 November 2016

Adobe Acrobat Document (PDF) - 310 KB

Policy & Resources MINUTES 26 Sept 2016

Adobe Acrobat Document (PDF) - 387 KB

Poicy & Resources MINUTES 20 June 2016

Adobe Acrobat Document (PDF) - 386 KB

Policy & Resources MINUTES 14 March 2016

Adobe Acrobat Document (PDF) - 268 KB

Grant Policy & Application Form

Adobe Acrobat Document (PDF) - 742 KB

Policy & Resources MINUTES 18 Jan 2106

Adobe Acrobat Document (PDF) - 278 KB

Policy & Resources Minutes 9 November 2015

Adobe Acrobat Document (PDF) - 93 KB

Policy & Resources MINUTES 22 June 2015

Adobe Acrobat Document (PDF) - 119 KB

Policy and Resources minutes - 19 January 2015

Adobe Acrobat Document (PDF) - 116 KB

Policy and resources minutes 3 November 2014

Adobe Acrobat Document (PDF) - 109 KB

policy and resources minutes 15 Septemebr 2014

Adobe Acrobat Document (PDF) - 113 KB

Policy & Resources Minutes - 16 June 2014

Adobe Acrobat Document (PDF) - 108 KB


Calne Town Council
Bank House
The Strand
Calne
Wiltshire
SN11 0EN

 
 

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