BARRY TOWN COUNCIL MINUTES OF THE FINANCE, POLICY & GENERAL PURPOSES COMMITTEE MEETING HELD ON MONDAY, 25 MARCH 2013 AT 7.00PM

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1 BARRY TOWN COUNCIL MINUTES OF THE FINANCE, POLICY & GENERAL PURPOSES COMMITTEE MEETING HELD ON MONDAY, 25 MARCH 2013 AT 7.00PM PRESENT: Councillor S C Egans (Chairperson) together with Councillors C Curtis, G D Davey, P Drake, S A Hodges, L M Payne, A Powell and L Sword (Town Mayor Ex-officio) ALSO PRESENT: Mark Sims Responsible Finance Officer Robyn Walsh Administration Councillor N Hodges Councillor I Johnson Councillor K Kuhnell F51. APOLOGIES FOR ABSENCE None were received. F52. DECLARATIONS OF INTEREST Member Interest Councillor C L Curtis Friends of Barry Beaches & Gibbonsdown Children s Centre Councillor G D Davey Councillor S A Hodges Councillor L M Payne Councillor A Powell Barry Beavers Swimming Club Gibbonsdown Children s Centre Barry Huskies Basketball Club West End Social Club F53. MINUTES OF THE COMMITTEE S MEETING HELD ON 21 JANUARY 2013 RESOLVED: that the minutes of the Committee s meeting held on 21 January 2013 be approved and signed as a correct record. F54. NOTES OF THE WORKING PARTY TO REVIEW THE MANAGEMENT AND PERFORMANCE OF THE TOWN COUNCIL S OPERATIONS HELD ON 28 JANUARY 2013 RESOLVED: that the notes of the Working Party meeting held on 28 January 2013 be approved and signed as a correct record. F55. GRANTS AND DONATIONS 2013/14 The committee considered 70 applications for financial assistance which were split in to two categories (a. applications which meet the Council s required criteria and b. applications which do not meet the Council s criteria) as detailed in various appendices attached to the Town Clerks report.

2 Councillors agreed that any organisations that had not provided all the necessary paperwork to meet the eligibility criteria would not be awarded a grant. It was also agreed that nationally based organisations or organisations based outside of Barry would not be awarded a grant unless their applications specifically related to a project or service provided for the benefit of residents in Barry. RESOLVED: 1. that in accordance with the provisions of section 137 of the Local Government Act 1972, grants be awarded as follows:- a. Applications which meet the Council s required criteria Organisation Amount Awarded ( ) 1. 2 nd /4 th Barry Scout Group (Barry) Squadron th Dinas Powys Brownies Art 4 U Barrivale Bridge Club Barry & District Chrysanthemum Society Barry Arts Centre Barry Athletic Club Barry Athletic Football Club Barry At War Barry Beavers Disabled Swimming Club Barry Camera Club Barry Choral Society Barry Huskies Basketball Club Barry Island Community Allotment Association Barry Island Sports & Social Club Barry Ladies Choir Barry Male Voice Choir Barry Milk Mates Barry Old Pioneers Club Barry Sea Cadets Barry Town Supporters Committee Barry Veteran Bowling Association Barry Wanderers Cricket Club Barry West End Club & Institute Ltd Barrivale Community Aid Baruc Art Group Bethel Baptist Church Billboard Ensemble Cadoxton Imps AFC Cadoxton Ladies Bowls Club Cadoxton Nursery School Canolfan Porthceri Centre

3 34. Colcot Amateur Boxing Club Colcot Community Association Colcot Residents Association Compass Residents Association Cwm Talwg Community Centre Dysparity Flat Holm Society Friends of Barry Beaches Friends of Pedal Power Gibbonsdown Children s Centre Ltd Highlight Community Association Holy Trinity Presbyterian Church Kids Cancer Charity National Coastwatch Institute RAFA Barry Branch No Sully Budoken Judo Club Sully Short Green Bowls The Amy Britten Singers The Castaways Club The Intersensory Club The New Beggarswell Allotment Association The Vale Male Voice Choir Vale Mentoring Service Vale of Glamorgan Artists Organisation Vale of Glamorgan Branch of Carers Vale of Glamorgan Brass Band ValePlus Whitmore Bay Surf Lifesaving Club Workers Educational Association WRVS Colcot Darby & Joan Club b. Applications which do not meet the Council s required criteria (St Athan) Squadron Air Training Corps Eisteddfod Genedlaethol Cymru Childline The Rainbow Womens Group South Wales Dog Charity Association Urdd Gobaith Cymru Wales Air Ambulance TOTAL 14, Additional Information for grants that meet the Councils Criteria; 1. that a grant not be awarded to application no. 3 (6 th Dinas Powys Brownies) on the grounds that the organisation did not represent a sufficient proportion of Barry and there were other Brownie groups running within Barry; 2. with regard to application no. 4 (Art 4 U), the grant of is to be used to sponsor The Celebration of the Sky Festival and the event

4 showcasing a series of sculptures in parks in Barry, with an invite being sent to the Mayor to attend each event; 3. with regard to application no. 7 (Barry Arts Centre), recognition be given to Barry Town Council as being the majority sponsor for the Summer Show; 4. that a grant not be awarded to application no. 8 (Barry Athletic Club), on the grounds that Council are unable to provide financial assistance to help with losses due to rainfall; 5. that a grant not be awarded to application no. 10 (Barry At War) and instead the organisation is invited to a further meeting as it was agreed that the Council may be able to help this organisation outside of the remit of the financial assistance grants; 6. with regard to application no. 12 (Barry Camera Club), the grant of is to be used to sponsor the event to be held at St. Francis Millennium Centre and the Mayor be invited to hand out any prizes awarded; 7. that a grant not be awarded to application numbers 16 (Barry Island Sports & Social Club) and 45 (Holy Trinity Presbyterian Church) on the grounds that the Council considered that any financial assistance they may be able to offer would not be a sufficient amount to help in comparison to the total amount the organisations were requesting; 8. that Barry Sea Cadets (application no. 21) are invited to a meeting of Council to discuss their grant application as it is an award that will exceed ; 9. with regard to application no. 22 (Barry Town Supporters Committee), the grant of is used to purchase a home kit for the senior football team, Council request that the Barry Town Council logo is used; 10. that a grant not be awarded to application no. 24 (Barry Wanderers Cricket Club) as the grant will be used for repairs to a building located in Sully; 11. with regard to application no. 33 (Canolfan Porthceri Centre), recognition be given to Barry Town Council as being the sponsor of Youth Theatre Week; 12. with regard to application no. 46 Kids Cancer Trust be awarded 550 on the condition the money is used to provide a care break for a family living in Barry; 13. with regard to application no. 48 (RAFA Barry Branch No. 247), the grant of is used to sponsor one event that the Mayor should also be invited to.

5 14. that a grant not be awarded to application no. 49 (Sully Budoken Judo Club), on the grounds that there are other Judo Clubs operating within Barry. 15. with regard to application no. 57 (Vale of Glamorgan Artists Organisation), the grant of is to be used to purchase the noticeboards they require with a view to the noticeboards displaying that they were bought by Barry Town Council. 16. with regard to application no. 59 (Vale of Glamorgan Brass Band), the Council look to purchasing the Tam Tam themselves and donating the instrument to them. Additional Information for grants that did not meet the Councils Criteria; 17. that grants from the following applications not be awarded to: (St Athan) Squadron Air Training Corps 2. Eisteddfod Genedlaethol Cymru 3. NSPCC 5. South Wales Dog Charity Association 6. Urdd Gobaith Cymru On the grounds that nationally or regionally based organisations would not be awarded a grant unless their applications specifically related to projects or services provided for the benefit of residents in Barry; 18. that the decision relating to the Rainbow Womens Group (application 4) be deferred until the organiser has returned from holiday and can provide Council with the additional information required. RESOLVED 2. that the outcome of the Committee s decision in relation to each organisation s application for funding be notified to all organisation s by letter, and that the date of this years award ceremony be set once the incoming Town Mayor has been elected at the Town Council s Annual Meeting; Councillor Egan informed members that an had been received from Cadoxton Bowling Club requesting financial assistance, as they had missed the current years grant giving exercise, the Leader suggested that they be invited to a meeting of the Working Party Group to discuss their application and further information is sought, such as a copy of their accounts and constitution. RESOLVED 3. that the Responsible Finance Officer respond to the received from Cadoxton Bowling Club, requesting the additional information of a copy of their accounts and constitution with a view to inviting them to a meeting of the Working Party Group in the future.

6 F56. SCHEDULE OF PAYMENTS FOR MARCH 2013 The Responsible Finance Officer informed members that cheque number 622 could be removed from the list as the Council had been issued a credit note from the company, thus reducing the total to 12, RESOLVED: that the schedule of payments for March 2013 consisting of direct debits and cheque numbers 623 to 652 inclusive, in the amount of 12, be approved subject to the relevant documents being in order. F57. BUDGET MONITORING REPORTS TO FEBRUARY 2013 RESOLVED 1. That the budget monitoring report for February 2013, indicating actual income and expenditure up to the end of month nine in the 2012/13 financial year, noting the projected underspend of 60,107 for 2012/13 be received and noted. 2. That the virements for the financial year 2012/13 in the amount of 43,926 be approved. F58. RECOMMENDATIONS FROM OTHER COMMITTEES RESOLVED that the Finance, Policy & General Purposes Committee release 6, from the Cemetery Improvement fund for the purchase of a 96 plaque planter to be placed on the Old Garden of Remembrance in Merthyr Dyfan Cemetery. F59. TOWN COUNCIL INSURANCE SERVICES Councillor S Hodges requested that the recommendation be amended to include the amount of excess Council would be required to pay. RESOLVED that the Council enter into a new three year long term agreement with the excess of , at the renewal cost of 8684 pa for insurance services with Zurich Insurance. F60. DATE OF NEXT MEETING RESOLVED: that the Committee s next ordinary meeting is scheduled for Monday, 8 April 2013 at 7.00 pm. The meeting closed at 8.40 pm. Signed (Chairperson) Date