| Item | Description | Resolution |
|---|---|---|
| PART 1 - PUBLIC | ||
| GP 10/001 |
Declarations of interest. |
There were no declarations of interest made. |
| GP 10/002 |
Minutes |
RESOLVED: That the Minutes of the meeting of the General Purposes Committee held on 7 September 2009 be approved as a correct record and signed by the Chairman. |
| GP 10/003 |
Minutes of Electoral Review Working Group |
The Minutes of the meeting of the Electoral Review Working Group held on 17 June 2010 were presented. RESOLVED: That the Minutes of the meeting of the Electoral Review Working Group held on 17 June 2010 be received and noted and the recommendations contained therein be adopted. |
| MATTERS FOR RECOMMENDATION TO THE COUNCIL | ||
| GP 10/004 |
Revision to the JECC Constitution |
The Central Services Director presented a revised draft of the Joint Employee Consultative Committee (JECC) Constitution which had been agreed at the last meeting of the JECC (Minute GP 10/016 refers) and by the Management Team. It was noted that the Constitution had been brought up to date and the role of staff side representatives highlighted and expanded, particularly in relation to consultation on health and safety matters. Attention was drawn to a correction of the number of employer representatives on the Committee from seven to nine. RECOMMENDED: That the revised Constitution set out as an Annex to these Minutes be approved. *Referred to Council |
| GP 10/005 |
Health and Safety Policy Update |
The Director of Health and Housing presented a revised Health and Safety Policy which had been updated following a third party health and safety audit commissioned from Zurich Risk Engineering UK. It was noted that the policy had been agreed by the Management Team and Joint Employee Consultative Committee and particular attention was drawn to the improved approach to employee consultation through an extension to the JECC representatives' role to encompass health and safety. A number of questions were raised on the role of Members. It was noted that there was a need to embed health and safety in everything undertaken by the Council and for councillors to obtain appropriate assurances from officers although a sense of proportion would be maintained. RECOMMENDED: That (1) the revised Health and Safety Policy set out at Annex 1 to the report be approved; and (2) the proposed approach to enhanced employee consultation arrangements through the role of the JECC representative be endorsed. *Referred to Council |
| DECISIONS TAKEN UNDER DELEGATED POWERS IN ACCORDANCE WITH PARAGRAPH 3 (OR 2), PART 3 OF THE CONSTITUTION | ||
| GP 10/006 |
Annual Governance Statement 2009/10 |
The Director of Finance reported that the Annual Governance Statement for the year ended 31 March 2010 had been provisionally included within the 2009/10 Statement of Accounts as recommended by the Audit Committee at its meeting on 13 April 2010. It was noted that the purpose of the Governance Statement and supporting information was to demonstrate compliance with the adopted Code of Corporate Governance. RESOLVED: That the inclusion of the Annual Governance Statement within the draft Statement of Accounts for 2009/10 be formally endorsed. |
| GP 10/007 |
Statement of Accounts 2009/10 |
The Director of Finance presented for approval the Statement of Accounts for 2009/10 in the format specified by the Code of Practice on Local Authority Accounting in the United Kingdom, Statement of Recommended Practice (SORP). It was noted that the Accounts included the proposals recommended to the Cabinet on 16 June and had also been perused by the Audit Committee on 21 June 2010 and commended for approval. The Director of Finance explained the position regarding the pensions liability and gave an update on recovery of the Landsbanki investment and details of the Council's reserves. Members were also advised that this would be the last year for which a UK Generally Accepted Accounting Practice based SORP would be issued and in future the Statement of Accounts would be prepared in accordance with International Financial Reporting Standards (IFRS). Officers would be producing an IFRS based Statement of Accounts for the financial year 2009/10 as the comparator year in readiness for the 2010/11 closure of accounts and this would be presented to the Committee to highlight and explain the differences. Appropriate training for Members was also planned. 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 contribution of £50,000 to the Planning Inquiries Reserve and £12,000 to the Leisure Services Business Unit Reserve be noted and endorsed; and (3) the Statement of Accounts for 2009/10 be received and approved and the Chairman be authorised to sign the Accounts in the appropriate place. |
| GP 10/008 |
Review of Confidential Reporting Code |
The joint report of the Chief Executive and Director of Finance gave details of the annual review of the Confidential Reporting Code. It was noted that the only revision to the Code was the addition of a form on which users would raise any concerns and that the Audit Committee at its meeting on 21 June 2010 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 10/009 |
Compliance with International Standards on Auditing |
The report of the Chairman summarised the evidence required in order to provide assurance to the District Auditor that those charged with governance ensured that the Council was compliant with International Standard on Auditing (UK & I) 240 and 260. It was noted that the responsibilities for corporate governance at Tonbridge and Malling were divided between the Audit Committee and General Purposes Committee. At its meeting on 13 April 2010 the Audit Committee had endorsed responses prepared with input from the Chairmen of the respective Committees in order to satisfy themselves that the Council was compliant. The Management Team was also required to provide assurance in this regard. RESOLVED: That the responses set out in Annex 2 to the report be endorsed and the assurance given by the Audit Committee on 13 April 2010 be agreed. |
| GP 10/010 |
Licensing Services |
The report of the Central Services Director set out an initial review of Licensing Service arrangements and sought approval to investigate options for future service delivery in the light of changes in the legislative framework and the impact of a number of other demands. Particular reference was made to the commissioning of the services of the Manager of the Licensing Partnership for Sevenoaks, Tunbridge Wells and Maidstone in respect of the large scale events at the Hop Farm. RESOLVED: That (1) a full review of the service requirements be undertaken along with an options analysis of how this service might best be delivered including consideration of partnership opportunities; and (2) the review report be submitted to a future meeting of the Committee. |
| MATTERS FOR CONSIDERATION IN PRIVATE | ||
| GP 10/011 |
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 FOR RECOMMENDATION TO THE COUNCIL | ||
| GP 10/012 |
Community Safety Team - Proposed Restructure (Reason: LGA 1972 Sch 12A Para 1 - Information relating to an individual) |
Consideration was given to the report of the Chief Executive regarding a restructuring of the Council's Community Safety Team to reflect its recent co-location with Police staff within the Community Safety Unit and to address resilience issues relating to Anti-Social Behaviour. It was noted that the proposed reduction in area-based grant for community safety along with the wider Comprehensive Spending Review due in the autumn created funding uncertainties across all Council services. It was therefore recommended that implementation of the proposed restructuring proposals be deferred until these issues had become clearer. RECOMMENDED: That (1) the decision taken to extend the hours of Post DC0102 (Safer and Stronger Communities Manager) from 30 to 37 hours be endorsed; (2) the proposed changes to the structure of the Community Safety Team, as set out in the report, be approved in principle; and (3) the implementation of the revised structure be deferred pending the outcome of the Comprehensive Spending Review. *Referred to Council |
| DECISIONS TAKEN UNDER DELEGATED POWERS IN ACCORDANCE WITH PARAGRAPH 3 (OR 2), PART 3 OF THE CONSTITUTION | ||
| GP 10/013 |
Electoral Services Establishment (Reason: LGA 1972 Sch 12A Para 1 - Information relating to an individual) |
The report of the Chief Executive put forward a revised staffing establishment for Electoral Services taking into account recent staff changes and future service requirements. It was noted that the proposals would have a negligible cost. RESOLVED: That the changes in the staffing establishment of Electoral Services, as set out in the report, be approved. |
| GP 10/014 |
Creation of Gateway Manager Post (Reason: LGA 1972 Sch 12A Para 1 - Information relating to an individual) |
The report of the Central Services Director updated the position on management of the Tonbridge Gateway since its official opening on 17 September 2009. It was now considered appropriate to provide a consistent and permanent management presence at the Gateway in accordance with the agreement with Kent County Council in respect of the establishment and joint funding of the Tonbridge Gateway project. Members were pleased to note that the Tonbridge Gateway had achieved a satisfaction rating of 97%, the highest in Kent, in a customer survey of Gateway facilities. RESOLVED: That approval be given to the establishment of the post of Gateway Manager at a grade of M8 with effect from 1 April 2010. |
| GP 10/015 |
Regrading of Post of Property Technician (Reason: LGA 1972 Sch 12A Para 1 - Information relating to an individual) |
The Central Services Director presented a review of the grading of the post of Property Technician and recommended its regrading. RESOLVED: That Post DA1102 be regraded to scale SO/M9 (career graded) and be redesignated Property Services Officer. |
| MATTERS SUBMITTED FOR INFORMATION | ||
| GP 10/016 |
Minutes of Joint Employee Consultative Committee (Reason: LGA 1972 Sch 12A Para 1 - Information relating to an individual) |
The Minutes of the meeting of the Joint Employee Consultative Committee (JECC) held on 17 June 2010 were presented. RESOLVED: That the Minutes of the meeting of the JECC held on 17 June 2010 be received and noted. |