FINANCE COMMITTEE – 26 JUNE 2017
MEETING OF THE FINANCE AND GENERAL PURPOSES COMMITTEE HELD ON MONDAY 26 JUNE 2017 at 7.00 pm
PRESENT: Councillors S V Roden, Chairman, Biscoe, Butler, Mrs Allen, Mrs Callen,
Mrs Carlyon, Mrs Cox, Mrs Eathorne-Gibbons, Ellis, Jones, Ms Jones, Mrs Neale, Nolan, Rich, Smith, Ms Southcombe, Stokes, Mrs Tudor, Wells and Wilson
Roger Gazzard, Town Clerk/Responsible Financial Officer
APOLOGIES: Apologies for absence were submitted on behalf of Councillors Rich, Tamblyn and Vella
Also in Attendance: Councillors Biscoe, Mrs Allen, Smith and Mrs Stokes
53 DISCLOSURES OR DECLARATIONS OF INTEREST
There were no disclosures or declarations of interest reported.
54 MINUTES
The Minutes of the meeting of the Finance and General Purposes Committee held 10 April 2017 having been before Council on 24 April 2017, were confirmed and signed by the Chairman as a correct record.
55 ANNUAL GOVERNANCE STATEMENT 2016-2017 Appendix ‘A’
The Town Clerk reported the Annual Governance Statement for the last financial year, previously circulated. He detailed areas where improvements to the control environment could be made and reported these would be implemented over the coming year.
Following discussion, it was proposed by the Chairman and unanimously
RECOMMENDED that the Committee
(i) approve the draft Governance statement for 2016-2017;
(ii) agree the statement and authorise the Mayor to sign the
Annual Return.
56 TOWN CLERK/RESPONSIBLE FINANCIAL OFFICER’S REPORT FINANCIAL OFFICER’S REPORT Appendix ‘B’
a) Financial Accounts 2016-2017
The Town Clerk/Responsible Financial Officer gave an in depth report to Members on the documents previously circulated and assured Members there was an adequate budget to carry forward.
b) Statement of Funds
It was confirmed this Statement provided a picture of the Council’s funds
including opening balances, income and expenditure amounts during the year.
c) Internal Audit
Members discussed the tabled draft independent internal audit report for the year
2016-2017 covering areas included in part four of the Annual Return.
d) Annual Return for the year ended 31 March 2017
The Town Clerk/Responsible Financial Officer reported the City Council was
required to sign this document and forward to the statutory auditors for approval.
Following an in depth debate on the documents previously circulated, it was proposed by the Chairman and unanimously
RESOLVED
(i) To approve the Financial Accounts for the year 2016-2017,
noting the under spend of £143,456;
(ii) To approve the transfers to earmarked funds. We are
required to review the recommended contributions to the ear
marked funds which the Council approved at the estimates
meeting as well as any additional ones.
To approve the following contributions to the earmarked funds:-
As agreed at revised estimate time:-
Fund / AmountFinance Committee Revenue Fund / £ 18,600.00
Finance Committee Capital Fund / £ 19,700,00
Parks Committee Fund / £111,600.00
Allotment Development Fund / £ 6,149.00
Nursery Development Fund / £ 15,450.00
(iii) To transfer the underspend for the year, £143,456.00, to the
Revenue Reserve;
(iv) To authorise the Mayor to sign the Annual Return.
57 ITEMS ARISING FROM THE TOWN CLERK/RESPONSIBLE FINANCIAL OFFICER’S REPORT
(i) Vote 4401 – Coffee Bar
In answer to a question regarding the Café in the Park, the Town Clerk/ Responsible Financial Officer confirmed that the financial accounts for this would be included in the monthly management accounts report.
(ii) Weed Problem in the City
The Town Clerk reported a new machine had been purchased and work on the problem would commence next week. In view of Members being continually approached by members of the public regarding the weed problem it was considered the Parks and Amenities Manager should issue a schedule of work to members on a regular basis detailing the work expected to be carried out on a week by week schedule.
(iii) Re-Development Works – Hall for Cornwall
The Town Clerk reported the proposed commencement date for the Hall for Cornwall re-development was expected to be March 2018 and, following a number of questions regarding the Tourist Information Centre, it was proposed by the Chairman and
RECOMMENDED that
(i) the Parks and Amenities Manager issue a schedule of work to
members on a regular basis detailing, on a week by week
schedule, the work expected to be carried out;
(ii) the Town Clerk submit a report detailing the function, operations and benefits of the Tourist Information Centre to a future
meeting of the Finance and General Purposes Committee.
58 INTERNAL AUDIT (F7/5)
Members discussed the selection of a working party of Councillors to consider the implementation of the recommendations of the Internal Auditor and, following nominations by Members, it was proposed by the Chairman and
RECOMMENDED that the following members be elected to the Internal Audit Working Party:-
Mayor and Deputy Mayor, Councillors Mrs Callen, Mrs Carlyon,
Mrs Eathorne-Gibbons, Mrs Neale, Roden and Wells.
59 GRANTS SUB-COMMITTEE (F8)
The Town Clerk/Responsible Financial Officer gave a verbal report on the
meeting of the Grants Sub-Committee held at 6.15 pm, prior to the meeting of
the Finance and General Purposes Committee.
In view of there being a vacancy on this Sub-Committee, it was proposed by Mrs
Callen, seconded by Councillor Roden and
RECOMMENDED that Councillor Ms Southcombe be elected to the Grants Sub-Committee and the Town Clerk/Responsible Financial Officer’s report be approved and adopted.
60 CORNWALL COUNCIL - ASSET DEVOLUTION (F2) Appendix ‘C’
The Town Clerk detailed the position with a number of assets in the devolution process and reported, in conclusion, Cornwall Council wished Truro City Council
to take a number of areas, although members were of the opinion that funding should accompany any transfers. In answer to a question regarding the long process, the Town Clerk reported legal searches were currently taking a minimum of eight weeks to complete.
With the permission of the Committee, Councillor Biscoe spoke regarding the Tremorvah playing field and Lowenna, a single storey, purpose built establishment that at the moment was only half used by Cornwall Council as a respite centre at Tremorvah. He requested that the Town Clerk ascertain Cornwall Council’s intention regarding the playing field and Lowenna and, following a proposal by Councillor Roden, seconded by Councillor Mrs Cox it was
RECOMMENDED that the Town Clerk contact the Education Department, Cornwall Council, to ascertain the proposed future use of the Tremorvah Playing Field and Lowenna property.
61 TRURO LIBRARY (F1)
Further to Minute 18 the Town Clerk reminded members that a Steering Group was needed to take this item forward and it was proposed by the Chairman and
RECOMMENDED that the Chairman, Vice-Chairman and Councillor Mrs Neale represent Truro City Council.
62 TOURIST INFORMATION CENTRE (F4/2/1/) appendix ‘D’
Members discussed the monthly report advising figures for April and May 2017. Questions were raised regarding community access to the notice boards and it was considered the TIC should make more of their website and the notice boards by advertising the items they stock in the shop.
RECOMMENDED that the TIC Manager’s report be approved
and adopted.
63 EXCLUSION OF THE PRESS AND PUBLIC
RESOLVED that in accordance with s1(2) of the Public Bodies (Admission to Meetings) Act 1960 the press and public be excluded from the meeting during consideration of the following item by reason of its confidential or special nature.
64 GULL NUISANCE (F5/1)
Further to Minute 422, the Town Clerk reported costings for a comprehensive bird deterrent solution for the City. It was reported hawking was considered a natural solution to deter pest birds using specially trained birds of prey to discourage gulls and other pest birds without harm.
Members discussed the cost and the Town Clerk advised he would speak to the Business Improvement District (BIDs) regarding financial assistance. It was also considered it would be an advantage if members of the public stopped feeding the birds and seagull proof bags provided for rubbish awaiting collection.
The meeting be re-opened for press and public access.
Following discussion regarding the cost, it being three to five years for an impact to be made on the gull population and members of the public being requested not to feed the birds, it was proposed by the Chairman and
RECOMMENDED that
(i) the gull problem in the City be deferred until the Town Clerk
has discussions with the BID Manager;
(ii) the Town Clerk’s report be noted.
65 MALABAR COMMUNITY BUILDING (F1)
The Town Clerk/Responsible Financial Officer reported ongoing discussions had taken place between Cornwall Council, New Beginnings Residents Association and the City Council regarding devolution, the transfer being on the understanding that the land would be used for the provision of an accessible community use building with associated outside space.
It was reported the Residents Association had concerns regarding Cornwall Council liaising with Children and Family Services regarding their future needs and it was understood they would not be happy with the situation should Children and Family Services wish to continue using the premises. Members also felt that any lease should not have any access conditions.
Following debate it was proposed by Councillor Wells, seconded by Councillor Mrs Carlyon and unanimously
RECOMMENDED that, the Council agree to the transfer of Malabar land for the purposes of constructing a community building and the conveyancing costs to be met from the devolution budget.
66 SOCIAL PRESCRIBING (F1)
It was reported that social prescribing was seen as development for the future, linking patients in primary care with sources of support within the community, providing GPs with a non-medical referral option that can be operated alongside existing treatments to improve health and well-being. The Town Clerk advised Penzance and St Austell had already gone ahead and he considered, looking into the future, there would be large benefits to come out of this initiative.
Members requested further information was required and considered a presentation would be of benefit. It was proposed by the Chairman and
RECOMMENDED that the Town Clerk’s report be noted.
67 CHRISTMAS EVENTS IN TRURO
Members noted the Town Clerk’s report of events taking place on Lemon Quay and the Reindeer Parade. A member suggested the City Council should employ the services of a local vet to confirm the wellbeing of the reindeer on the day of the parade.
Following discussion it was
RECOMMENDED that the Town Clerk’s report be noted.
68 STREET SAFE INITIATIVE
Members were advised that funding for this initiative would cease at the end of June
and the police specials could no longer be involved. The Town Clerk advised grants were being sought and members were of the opinion that the Council should hold a meeting with the street pastors to discuss the future of the initiative.
The meeting closed at 8.40 pm
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CHAIRMAN
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