| Item | Description | Resolution |
|---|---|---|
| PART 1 - PUBLIC | ||
| GP 10/017 |
Declarations of interest. |
There were no declarations of interest made. |
| GP 10/018 |
Minutes |
RESOLVED: That the Minutes of the meeting of the General Purposes Committee held on 28 June 2010 be approved as a correct record and signed by the Chairman. |
| MATTERS FOR RECOMMENDATION TO THE COUNCIL | ||
| GP 10/019 |
Minutes of Electoral Review Working Group |
The Minutes of the meeting of the Electoral Review Working Group held on 18 August 2010 were presented. RECOMMENDED: That the Minutes of the meeting of the Electoral Review Working Group held on 18 August 2010 be received and noted and the recommendations contained therein be adopted as follows: (1) the final proposals in respect of the review of polling districts and polling places set out at Annex 2 to the report be commended to the Council for approval; and (2) the report in respect of the forthcoming electoral and boundary reviews be released for consultation with all Members and their political organisations for feedback by the end of December 2010 on a range of sizes in terms of numbers of Councillors considered appropriate for the Council in May 2015. *Referred to Council |
| GP 10/020 |
Legal Services Partnership |
Further to the decision of the Council on 18 February 2010 to agree a proposal to share management of the legal services function with Sevenoaks District Council for an initial three year period (Minute C 10/020), the Central Services Director reported progress on the arrangement and sought approval to create a joint legal services team between the two authorities. The report outlined the merits of joint working which would be to the advantage of both authorities. A business plan was presented for the formation of a joint legal service in which the existing teams would remain at their authorities but officers would deliver legal services to both Councils. It was proposed that the arrangement would run for five years with a review after one year. Members welcomed the proposal which would build on the positive experience of the current partnership arrangement. RECOMMENDED: That (1) the proposal to create a joint legal services team as set out in the business plan at Annex 1 to the report be approved; (2) the Council be requested to amend the scheme of delegations to enable officers from Sevenoaks District Council to act on behalf of Tonbridge and Malling; and (3) the terms of the current partnership arrangement and appointment of the Legal Services Partnership Manager be realigned to dovetail with the proposed creation of a joint legal services team. *Referred to Council |
| DECISIONS TAKEN UNDER DELEGATED POWERS IN ACCORDANCE WITH PARAGRAPH 3 (OR 2), PART 3 OF THE CONSTITUTION | ||
| GP 10/021 |
Audit Commission - Annual Governance Report 2009/10 |
Consideration was given to the joint report of the Chief Executive and Director of Finance inviting endorsement of the Annual Governance Report for 2009/10 from the Audit Commission which needed to be approved prior to the District Auditor signing off the Accounts. It was also recommended that the Chairman of the Committee countersign the Letter of Representation prepared by the Director Finance. Mr A Mack (District Auditor) and Mr T Greenlee (Audit Manager) attended the meeting to present the report and answer questions raised by Members. It was noted that there were no material or significant issues that needed to be brought to the attention of the Committee and the District Auditor would be able to issue an unqualified opinion on the Accounts. Details were given of an action plan set out in the Annual Governance Report which had been agreed with the District Auditor following the outcome of the audit. Mr Mack indicated that the Council was poised to achieve a level 4 in the financial parts of the Use of Resources assessment before it was decided to discontinue the scoring. He also referred to the forthcoming Comprehensive Spending Review and commented that the Council with its sound financial management was well prepared to meet the challenges ahead. Members expressed their appreciation of the professionalism of officers in preparing the Accounts and the constructive approach of the District Audit team in undertaking the audit. RESOLVED: That (1) the Annual Governance Report for 2009/10 be endorsed and approved; and (2) the Chairman be authorised to countersign the Letter of Representation set out at Annex 2 to the report. |
| GP 10/022 |
Statement of Accounts 2009/10 |
Further to the Committee's approval of the unaudited copy of the Statement of Accounts on 28 June 2010, the Director of Finance updated Members on the outcome of the audit of the Council's Accounts. It was noted that whilst there were no material changes required to the Accounts following the audit, some minor technical and textual amendments had been made. Members were advised that some additional information on pension changes was required from the Actuary employed by Kent County Council but it had been agreed to take account of these issues in the 2010/11 financial statements. RESOLVED: That (1) the Chairman be authorised to sign the Accounts in the appropriate place; and (2) thanks be recorded to the Accountancy staff and District Audit team for their work. |
| GP 10/023 |
Tonbridge and Malling Borough Council Apprenticeship Scheme |
Further to Minute GP 09/036 the Central Services Director presented a review of the first year Apprenticeship Scheme which had been very successful with all three of the apprentices having received some 'paid' work experience and one now being employed by the Council. Members were advised that Tonbridge and Malling had been commended for the quality of its provision for the apprentices and consideration was given to the extension of the scheme for another year. RESOLVED: That a second year Apprenticeship Scheme for up to three apprentices commencing late autumn be approved and appreciation be recorded to all officers involved in the scheme. |
| MATTERS SUBMITTED FOR INFORMATION | ||
| GP 10/024 |
Ombudsman's Annual Review 2009/10 |
The Chief Executive reported receipt of the Annual Review by the Local Government Ombudsman a copy of which was appended to the report. Members were advised that Tonbridge and Malling had again attracted fewer complaints than any other authority in Kent and for the nineteenth year in succession there had been no findings of maladministration against the Council. In addition the Council was only one of two in Kent which had made no local settlements over the past two years. Members acknowledged the way in which the Chief Executive and Management Team fostered the helpful approach to customers' enquiries throughout the authority. RESOLVED: That the report be received and noted. |
| GP 10/025 |
Revised Committee Report Template |
The Chief Executive reported the background to a revised committee report template that would be introduced to formalise the Council's obligations under equalities legislation. It was noted that in due course all reports requiring a decision would include a table demonstrating that an Equality Impact Assessment had been carried out. RESOLVED: That the report be received and noted. |
| GP 10/026 |
Abolition of the Audit Commission |
The report of the Director of Finance referred to the Government's announcement on 13 August 2010 that the Audit Commission would be abolished in 2012. Mr A Mack (District Auditor) advised that the current District Audit team was likely to remain the Council's auditors for the next two years and he gave an assurance that they would remain focussed on the delivery of the audit for as long as they remained in the role. He undertook to keep the Council updated to enable a smooth transfer in due course. Members acknowledged the long tradition of the District Audit in serving the public interest and wished Messrs Mack and Greenlee well in the future. The Chairman then thanked the District Audit representatives for their attendance and contribution to the meeting. RESOLVED: That the report be received and noted. |
| MATTERS FOR CONSIDERATION IN PRIVATE | ||
| GP 10/027 |
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 10/028 |
Leisure Services Business Unit - Post of Administration Officer (Reason: LGA 1972 Sch 12A Para 1 - Information relating to an individual) |
The Chief Leisure Officer introduced a proposal to establish a cross-contract post of Administration Officer within the Leisure Services Business Unit (LSBU) which represented a small annual saving to the Council and formed part of an overall review and rationalisation of administrative resources within the LSBU. RECOMMENDED: That (1) the post of Administration Officer (XX2409) be established at C15 with effect from 1 December 2010; and (2) the hours relating to the posts of Clerical Officer (XX5403) and Fitness Consultant (XX2902) be reduced by 23 and 18.5 hours respectively and the post of Receptionist (XX2231) be deleted from the establishment with effect from 1 December 2010. *Referred to Council |
| DECISIONS TAKEN UNDER DELEGATED POWERS IN ACCORDANCE WITH PARAGRAPH 3 (OR 2), PART 3 OF THE CONSTITUTION | ||
| GP 10/029 |
Solicitors/Administrative Assistant - Legal Services (Reason: LGA 1972 Sch 12A Para 1 - Information relating to an individual) |
The report of the Central Services Director proposed the rationalisation of the grading of staff within the Legal Services team arising from the wider review of the legal services function across Tonbridge and Malling Borough Council and Sevenoaks District Council. It was noted that there was provision within the existing legal services budget to meet the additional costs and Members requested that their thanks be conveyed to the staff involved during the past period of uncertainty and change. RESOLVED: That (1) Posts DR0006 and DR0007 be regraded at M6; and (2) Post DR0008 be regraded at scale 3/4 and redesignated as Technical Officer. |