Whitchurch Town Council

Draft Resources and Policy Committee Minutes – 19 June 2017

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  Cllr R Jordan   Cllr J Buckley   Cllr B Jackman
  Cllr A Klemz   Cllr F Nicolson   Cllr H Titcomb
  Also: Mrs K Bleazard, Clerk
  (‘a’ denotes absence)

1. Apologies

Apologies were received Mrs S Woodman.

2. Declarations of Interest

Cllr A Klemz declared an interest in item 7 – Redundant Neighbourhood Plan server.

3. Recording of the Meeting

All present were asked to note that this meeting is recorded by the Council and may be recorded by members of the public.

4. Minutes

Cllr F Nicolson PROPOSED that the Minutes of the Resources and Policy meeting of 24th April 2017 are confirmed; SECONDED by Cllr J Buckley.  There voted 2 in favour, 4 abstentions and the Motion was carried.

5. Grant Applications

a) Friends of Whitchurch Primary School

Request for £250 for the purchase of guided reading books.  Members felt that  the grant application does not meet the Grants Policy criteria as the use of the books for guided reading would only be available to pupils at Whitchurch Primary, and not to the wider community.  It was also felt that as the proposal was for the use of books within the classroom this should be government funded, although funding cuts were acknowledged.  Cllr R Jordan PROPOSED that the grant is not awarded unless the Friends of Whitchurch Primary School could provide evidence that the use of the books would be available to all of the community; SECONDED by Cllr H Titcomb.  There voted 5 in favour, 1 abstention and the motion was carried.

b) Victim Support

Request for £200 for the purchase of security items to make people feel safer in their homes.  Members raised concerns that Victim Support provides its services across Hampshire and the Isle of Wight (although it was acknowledged that support had been provided to 44 Whitchurch residents over the period 1/4/15 to 31/3/16) and that this is contrary to the Grants Policy as it would not directly benefit members of the community.  Cllr R Jordan PROPOSED that no grant is awarded as the application does not meet the Grants Policy criteria and that other local groups could provide this service; SECONDED by Cllr A Klemz.  The vote was unanimous.

c) Whitchurch in Lights

Request for £1500 for the purchase of Christmas lights for the town.  Although Members were supportive of an effort to raise the profile of the town, concerns were raised that the grant application did not provide enough information as to the final requirements and cost of the project, concerns over ownership and storage of the lights after the Christmas period, whether insurance had been taken into account, and that the grant money would be spent on the fundraising effort rather than the purchase of lights.  Cllr A Klemz PROPOSED that a decision is deferred until further information is received and that it is suggested that the Whitchurch in Lights group contacts other community groups to work together on this project; SECONDED by Cllr F Nicolson.  There voted 5 in favour, 1 against and the motion was carried.

6. Financial Report

The Clerk had provided a report showing year to date expenditure against budgeted expenditure.  The report was noted, although it was agreed that it was too soon into the financial year for any particular conclusions to be drawn from the information.

7. Redundant Neighbourhood Plan Server

(Having declared an interest in this item, Cllr A Klemz left the room.)
Cllr A Klemz had submitted a request to purchase the redundant server which had been used by the Neighbourhood Plan Steering Committee.  It had been confirmed by the Council’s IT support that the server is already decommissioned, and that he could not see a need for it in the future.  Cllr R Jordan PROPOSED that following a final check from IT support that all Council information is cleared from the server the sale of the server should be advertised for 14 days requesting offers for the purchase; SECONDED by Cllr B Jackman.  The vote was unanimous.
(Cllr A Klemz returned to the meeting.)

8. Safe Storage of Council Papers

It was noted that HSBC had withdrawn provision the use of a safe deposit box, and that now various documents were held in the Town Hall which would be destroyed in the event of a fire.  Cllr R Jordan PROPOSED that the Clerk purchase a fire safe document storage box up to a maximum value of £400; SECONDED by Cllr H Titcomb.  The vote was unanimous.

It was noted that the Council does not currently have a Records Management Policy and Cllr R Jordan agreed to action this.  Cllr Klemz stated that he would be able to scan the cemetery maps and it was agreed that this would be carried out.  It was further suggested that the Council investigate creating digital records of any items of historical interest.

The meeting closed at 8.35 pm.


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