Thirsk Town Council

A meeting of Thirsk Town Council
will be held in the Town Hall Annex
on Thursday 7th August 2008 at 7.30pm
for the transaction of annexed business

Agenda
1. To receive apologies for absence

2. Open Forum (15 mins): Members of the public and the police may address the meeting

3. To approve the Minutes of the Town Council Meeting held on 21st July 2008

4. To receive the Clerk’s Report on Matters Arising from the Minutes of the Town Council Meeting held on 3rd July 2008 and to raise any other Matters Arising

5. To receive correspondence

6. To consider the street names suggested for the new housing development on the Norby Depot site and to put forward alternative suggestions for such street names

7. To consider and, where applicable decide upon, the items contained in the Schedule of Outstanding Amenity Items

8. To receive reports from the following Committees:
* Carrs Field
* Central Areas
* Christmas Festivities
* Greens and Ingramgate
* Millennium Green
* Open Areas
* Sensory Garden
* Ditches

9. To receive other items of interest and information

A meeting of Thirsk Town Council
will be held in Thirsk & Sowerby Town Hall Annex
on Monday 18th August 2008 at 7.15pm
for the transaction of annexed business

Agenda.
1. To receive apologies for absence

2. To approve the minutes of the Town Council Meeting held on 7th August 2008

3. To receive the Police Report and discuss any matters to be brought to the attention of the Police

4. To receive Reports on matters pertaining to Thirsk from:
a) County Council
b) District Council

5. Open Forum (15 mins): Members of the public may raise any matters with the Town Council

6. To consider the Clerk’s Report on matters arising from the meeting held on 21st July 2008 and to raise any other matters arising

7. Finance:
a) To approve accounts for payment
b) To receive and approve the monthly balance sheet and budget report for July 2008

8. To adopt the revised wording for the following clauses in the Town Council’s Standing Orders and Financial Regulations:
Standing Orders:
Standing Order 13: At the Town Council meetings normally held on the third Monday of the month the order of business, unless the Council decide otherwise on the grounds of urgency, shall be as follows:
(1) To receive apologies for absence
(2) To consider the Minutes; after consideration to approve the signature of the Minutes by the person presiding as a correct record
(3) To receive the Police Report and discuss any matters to be brought to the attention of the Police
(4) To receive Reports on matters pertaining to Thirsk from the County and District Councillors
(5) To receive any representations from members of the public present at the meeting
(6) To receive an update on matters arising from the previous meeting
(7) To approve accounts for payment. To approve the monthly balance sheet and budget report
(8) To receive correspondence
(9) To receive Burial Board Report and to receive applications for Exclusive Rights and Memorials
(10) To receive Reports from Representatives and Members

At the Town Council meetings normally held on the first Thursday of the month the order of business, unless the Council decide otherwise on the grounds of urgency, shall be as follows:
(1) To receive apologies for absence
(2) To receive police report and to receive representations from members of the public present at the meeting
(3) To consider the Minutes and after consideration to approve the signature of the Minutes by the person presiding as a correct record
(4) To receive correspondence
(5) To receive and, where applicable decide upon, the items contained in the Schedule of Outstanding Amenity Items
(6) To receive reports from Committees
(7) To receive other items of interest and information
Standing Order 28(c): to be amended to “If two or more members indicate, the Chairman shall call upon them to speak in turn”
Standing Order 49: “nay” to be amended to “may”
Standing Order 61: to be deleted

Financial Regulations:
All references to the “Finance and General Purposes Committee” to be changed to “Finance Committee” throughout the document
FR 2.1: to be amended to “Each Committee to submit its revenue and capital proposals to the Finance Committee by the date set each year”
FR 2.3: to be amended to “The Finance Committee should review the estimates and submit them to the Council not later than the December meeting of the Council each year. The Council shall agree or amend the precept calculated from those estimates and the review of balances”
FR 3.4: to be amended to “Unspent budgets at the year-end will be taken into the general funds, hence each Committee needs to be aware when making its budgets for the following year to take account of delayed projects”
FR3.5: the words “that it is contained in the rolling capital programme” to be deleted in order that it reads “No expenditure shall be incurred in relation to any capital project and no contract entered into or tender accepted involving expenditure on capital account unless the committee concerned are satisfied that the necessary capital funds are available or the requisite borrowing approval can be obtained”
FR4.1: to be amended to “All accounting procedures and financial records of the Council shall be determined by the RFO as required by the current Accounts and Audit Regulations”
FR4.2: to be amended to “The RFO shall be responsible for completion of the annual accounts of the Council as soon as practicable after the end of the financial year and shall submit them to the Internal Auditor. The Internal Auditor’s written report on the accounts shall be submitted to the Council as soon as completed. The Annual Return of Accounts to the Audit Commission shall be submitted to the Council for approval prior to submission to the Audit Commission as soon as practicable after completion of the accounts”
FR6.1: the following to be added, “Regular payments such as business rates can be made by Direct Debit or Standing Order as directed by the Council”
FR6.5: “petties” to be replaced with “small sundry expenses”
FR 11(B) to be amended to:
(i) “For all expenditure expected to be less than Ł4,999 the Chairman of the spending committee, with the Clerk, shall invite estimates. In all cases an estimate will be obtained prior to any work being undertaken unless such work/goods are of a minor nature, eg window cleaning.
(ii) For all expenditure expected to be between Ł5,000 and Ł24,999 in value the Chairman of the spending committee or his/her appointed Vice Chairman, together with the Clerk, shall invite quotations from at least three firms.
(iii) For all expenditure expected to exceed Ł25,000 in value for the supply of goods or materials or the execution of works or specialist services other than such goods or materials, works or specialist services as are excepted as set out in Paragraph (A), the Clerk shall invite formal tenders from at least three firms”.
FR11(F): “proscribed” to be amended to “prescribed”

9. To receive correspondence

10. To put forward and agree suggestions for street names for the new development at Norby

11. To receive Burial Board Report, including the approval of applications for Exclusive Rights and Memorials

12. To receive Reports from:
a) Representatives
b) Members