MINUTES OF A MEETING OF THE FINANCE, POLICY AND DEVELOPMENT COMMITTEE

Held on 04 February 2008

Present: Cllr A Howard (in the Chair)

Cllrs Mrs I Daw, P Jackson, Mrs C Lewis, Mrs M Morgan, Miss H Parkhurst, P Prince, Mrs M Rolls, R B Shields, MBE

Town Clerk

In Attendance: Cllrs B Dobbs, S Pratley, E Rolls and Mrs J Taylor

33. APOLOGIES FOR ABSENCE
Apologies for absence were received and accepted from Cllr G Richards (illness).

34. DECLARATIONS OF INTEREST
Cllrs R B Shields, MBE and A Howard declared a personal interest in minutes 37, 38, 39 and 42 due to membership of the District Council.

Cllr Mrs C Lewis declared a personal and prejudicial interest in minute 42 item 48 due to membership of St. Peter’s PCC.

Cllr Mrs M Rolls declared a personal interest in minute 41 due to her position as Deputy Mayor and minute 42 item 75 due to her membership of the congregation of St. Clements Church.

Cllr A Howard declared a personal interest in minute 42 due to membership of the County Council.

35. MINUTES
It was proposed, seconded and
Resolved: That the minutes of the meeting held on 26 November 2007 be signed by the Chairman as a correct record.

36. INTERNATIONAL EXCHANGE
The Committee received a presentation on the implications and benefits of an international twinning arrangement. It was pointed out that the purpose of the presentation was to raise the issue of town twinning and to seek the Council’s view on looking in more detail at the requirements. It was noted that when twinning had been considered in the past there was little support from the community. However, in supporting taking it forward, the members felt that organisations such as the Tourism Forum and MASCOT might be able to involve various sections of the community. Similarly, the schools and youth groups should be involved in any future discussions.

The Chairman thanked Cllrs Mrs Daw and Pratley for the research undertaken and for preparing the presentation.

It was proposed, seconded and
Resolved: That Cllrs Mrs I Daw and S Pratley be authorised to follow up on the issues raised and continue to investigate potential twin towns and to report back to a future meeting of this committee.

37. COASTAL ACTION ZONE (CAZ)
The Chairman welcomed Mrs Brenda Turnbull, Director of CAZ, to the meeting. Mrs Turnbull gave an update on the work of CAZ which fell into two categories. First, the role of lobbying Government to raise the national problems facing coastal communities. Secondly, the regeneration of the East Lindsey coastal strip.

Mrs Turnbull made specific reference to the current proposals for improving Sea View car park in Mablethorpe. She informed the committee that confirmation of the final part of the funding package was expected this week. Other details of the next phase of improvements in Mablethorpe were discussed, which included projects within the town centre.

Mrs Turnbull responded to a number of questions from members of the committee on the following issues:-

• The various proposals and master plans developed over the years;
• What proposals there were for the area between Mablethorpe and Sutton-on-Sea;
• Undeveloped sites within the town centre;
• Access and infrastructure problems;
• Toilets and future provision in Sea View car park.

The Chairman thanked Mrs Turnbull for her update.

38. OLD LIBRARY, VICTORIA ROAD, MABLETHORPE
Mrs Turnbull informed the committee that an opportunity had arisen to acquire the old library for use as a community facility. The County Council was prepared to enter into a lease, at a peppercorn rent, with the Town Council subject to the building being used by the community. A bid had been submitted to the Regional Development Agency for funding in the sum of £100,000 to bring the building up to standard.

A number of questions were raised regarding disabled access, future maintenance responsibilities, what organisations would use the building and what improvements would be made before the Town Council took responsibility.

It was proposed, seconded and
Resolved: That the Council support in principle the proposed leasing of the old library subject to confirmation of the funding and details of the proposed use of the building.

39. TOWN COUNCIL EMERGENCY PLAN
The Committee considered a template, provided by East Lindsey District Council, for a Town Council Emergency Plan. The Town Clerk explained that the aim was to have a local “directory” of the contacts and resources available to assist in any emergency situation. The Town Council’s plan would compliment the existing plans held by the District and County Councils, Police and other emergency services.

Members of the committee suggested that contact details and information on other organisations such as RNLI, Coastguard, Red Cross, etc. should be included in the document. In addition, details of the web sites for all organisations should be included.

It was proposed, seconded and
Resolved: That the Town Council prepares an emergency plan in the format provided to include details of all relevant organisations and facilities within the town.

40. TOWN COUNCIL NEWSLETTER
The Town Clerk presented an example of a draft newsletter together with details of the cost of production and distribution. There were a number of suggestions for articles to be included in the first and future editions. These included details of issues raised in the public forum at Council meetings, areas of responsibility of the Town Council, a “did you know” section, know your councillor features and local interest/history articles.

Following further discussion about the content, style, editorial arrangements and distribution it was proposed, seconded and
Resolved:
(i) That the first edition of the Town Council newsletter be published in early April for distribution in April/May 2008.
(ii) That production and distribution be undertaken by the Meridale Organisation.
(iii) That the editorial team be the Town Clerk, Mayor and Deputy Mayor.
(iv) That, after the first edition, a section of each edition be dedicated to one of the electoral wards in turn.

41. MAYOR’S ALLOWANCE
The Committee considered a report from the Town Clerk on the use of the Mayor’s Allowance.

It was proposed, seconded and
Resolved: That each year, following consultation with the Mayor, the Mayor’s Allowance be split to provide for the direct payment of suppliers by the Town Council for the expenditure on civic functions currently funded by the Mayor from the Mayor’s Allowance.

42. STATEMENT OF INCOME AND EXPENDITURE AS AT
28 JANUARY 2008
Members considered the statement of income and expenditure as at
28 January 2008.

The Clerk highlighted a number of areas where income and expenditure was not in line with the original estimates. It was noted that full reports would be presented to the Coastal and Amenities Committee on floral displays and Christmas illuminations where costs had exceeded the estimates.

It was proposed, seconded and
Resolved: That the statement of income and expenditure as at 28 January 2008 be noted and approved.

43. CLERK’S CORRESPONDENCE
(i) External Audit – notification form the Audit Commission that new auditors had been appointed on a five year contract.

(ii) Mablethorpe Area Committee – notification that the next area committee meeting will be held on Wednesday 5 March 2008, any items for the agenda to be submitted by 19 February 2008.

(iii) Joint Municipal Waste Strategy for Lincolnshire – consultation document from the County Council.

44. MATTERS FOR URGENT DISCUSSION
(i) Shelter on promenade, Sutton-on-Sea – a request for information regarding the replacement of the shelter.

(ii) Remembrance Sunday wreaths – discussion about complaints received regarding the wreaths being blown about.

(iii) Bus shelter, Trusthorpe – discussion about the replacement of broken windows in the bus shelter.