| Item | Description | Resolution |
|---|---|---|
| PART 1 - PUBLIC | ||
| GP 08/008 |
Declarations of interest. |
There were no declarations of interest made. |
| GP 08/009 |
Minutes |
RESOLVED: That the Minutes of the meeting of the General Purposes Committee held on 3 April 2008 be approved as a correct record and signed by the Chairman. |
| DECISIONS TAKEN UNDER DELEGATED POWERS IN ACCORDANCE WITH PARAGRAPH 3 (OR 2), PART 3 OF THE CONSTITUTION | ||
| GP 08/010 |
Revision to Schedule of Polling Districts and Polling Places |
The report of the Chief Executive indicated that the Schedule of Polling Districts and Places approved by the Council during the last review in December 2007 included a change of polling place in the parish of West Malling from West Malling Church of England Primary School to Age Concern, Norman Road. The Committee was advised that following the receipt of representations from the School and West Malling Parish Council, the location of the polling place had been reconsidered. It was now proposed that the venue should revert to the Primary School which would be closed on polling day thus easing traffic flow in the area. RESOLVED: That the West Malling Church of England Primary School be adopted as the polling place for the parish of West Malling. |
| GP 08/011 |
Annual Review of the Confidential Reporting Code |
The joint report of the Chief Executive and Director of Finance gave details of a review of the Confidential Reporting Code. It highlighted an amendment which had been made to require health and safety vigilance from contractors. It was noted that the Audit Committee at its meeting on 23 June 2008 had commended the revised Code for endorsement. RESOLVED: That the revised Confidential Reporting Code set out at Annex 1 to the report be endorsed. |
| GP 08/012 |
Local Government Pension Scheme Employer Discretions |
The report of the Central Services Director advised that under the Local Government Pensions Scheme Regulations 2007 employers were required to amend their Pensions Discretions policies by 1 July 2008. A copy of the Council's policy was presented containing amendments to comply with the new regulations. RESOLVED: That the amended Pensions Scheme Discretions Policy set out at the annex to the report be adopted. |
| GP 08/013 |
Leased Car Mileage Rates |
The report of the Central Services Director proposed an increase to the rates of fuel reimbursement in respect of the Council's leased car users/cash alternative staff together with a revised means of setting such rates. Members suggested that options for reducing the environmental impact of business mileage be investigated. RESOLVED: That (1) for business travel undertaken from 1 July 2008 the present locally set car mileage rates of 13p per mile and 16p per mile be increased to 16p per mile and 20p per mile respectively and authority be delegated to the Chief Executive, in consultation with the Management Team, to vary these rates should they no longer be appropriate in the context of petrol and diesel prices; (2) any variations approved in accordance with (1) above be reported back to the Committee and any budgetary implications be included in the regular monitoring reports to the Finance and Property Advisory Board; and (3) the options for and implications of encouraging the use of hybrid vehicles be investigated and reported to a future meeting. |
| GP 08/014 |
Statement of Accounts 2007/08 |
The Director of Finance presented for approval the Statement of Accounts for 2007/08 in the format specified by the Code of Practice on Local Authority Accounting in the United Kingdom. The main changes in presentation of the Accounts and accounting policies effective from 2007/08 were explained. It was noted that the accounts included a number of adjustments considered by the Cabinet on 18 June 2008. Members were advised that the Audit Committee at its meeting on 23 June 2008 had commended the Statement of Accounts for approval and, in order to give flexibility to respond to a possible accelerated timescale, had recommended that the Chairman of the General Purposes Committee be authorised to re-sign the Accounts following the audit providing no material issues were raised. It was noted that this was subject to a caveat that the District Auditor was unable to commit to completion within a particular timescale. Members asked a range of questions on the Income and Expenditure Account and Balance Sheet and the notes to the Core Financial Statements which were answered by the officers. In particular an explanation was given for the increase in investment income, capital receipts, the valuation of assets and the position regarding reserves. RESOLVED: That (1) the Statement provided by the Director of Finance in support of assertions made in the Statement of Responsibilities for the Statement of Accounts, as set out at Annex 2 to the report, be noted and endorsed; (2) the adjustments and contributions in respect of the special projects reserve and other earmarked reserves, as set out at Annex 3 to the report, be noted and endorsed; (3) the Statement of Accounts 2007/08 as presented be received and approved and the Chairman be authorised to sign the accounts in the appropriate place; and (4) the Chairman be authorised to re-sign the Accounts following the audit providing no material matters are raised and subject to the District Auditor finding this convenient and acceptable. |
| MATTERS FOR CONSIDERATION IN PRIVATE | ||
| GP 08/015 |
Exclusion of Press and Public |
The Chairman moved, it was seconded and RESOLVED: That as public discussion would disclose exempt information, the following matters be considered in private. |
| PART 2 - PRIVATE | ||
| MATTERS SUBMITTED FOR INFORMATION | ||
| GP 08/016 |
Electoral Administration - Upgrade of Electoral Management System (Reason: LGA 1972 Sch 12A Para 3 - Financial or business affairs of any particular person) |
The report of the Chief Executive gave details of the purchase of a replacement electoral management system from Halarose following a comparison of market leading systems and the approval of an exemption from tendering requirements on the grounds of urgency in accordance with Contracts Procedure Rules 3.1 (d) and 3.2. RESOLVED: That the report be received and noted. |