Agenda and minutes

To receive apologies for absence.

Apologies for absence were received from Councillors Jenny Hannaby and Anthony Hayward. 

To adopt and sign as a correct record the minutes of the Committee meeting held on 31 July 2007. 

The minutes of the Area Committee meeting held on 31 July 2007 were adopted and signed as a correct record. 

To receive any declarations of Personal or Personal and Prejudicial Interests in respect of items on the agenda for this meeting. 

In accordance with Part 2 of the Local Code of Conduct and the provisions of Standing Order 34, any Member with a personal interest must disclose the existence and nature of that interest to the meeting prior to the matter being debated.  Where that personal interest is also a prejudicial interest, then the Member must withdraw from the room in which the meeting is being held and not seek improperly to influence any decision about the matter unless he/she has obtained a dispensation from the Standards Committee.

Councillor Terry Fraser declared a personal and prejudicial interest in item 7 'Community Grants', in particular in relation to the application from the Vale and Downland Museum Trust as he was its Chairman (minute SE.18 refers). 

To receive notification of any matters, which the Chairman determines, should be considered as urgent business and the special circumstances, which have made the matters urgent, and to receive any announcements from the Chairman.

The Chair announced that the South East Area Forum meeting would be held on 7 November 2007 at 7pm in Wantage Civic Hall.  The Forum would discuss the Issues and Options document as part of the Community Strategy review and the preparation of the Council's Local Development Framework. 

Any statements and/or petitions from the public under Standing Order 32 will be made or presented at the meeting.

The Committee noted that two requests had been received to make statements under Standing Order 32. 

(1)       Mr Tony Hadland made a statement on behalf of the Vale and Downland Museum Trust in support of its grants application.  The museum provided a complex range of services to the community.  Around 70% of the costs were funded directly by income.  The museum was very popular, attracting more visitors than many other local museums.  The improvements to the museum were being carried out by a contractor.  About a year ago, part of the ceiling had fallen down and revealed some structural failure in the roof.  A plan of improvements was drawn up but health and safety regulation changes had increased the costs by approximately £30,000.  This had strained the Trust's ability to fund the work.  Assistance had been sought to help raise funds.  If these could not be found there was a risk the museum might have to close.  To help ensure the continuation of this award winning facility a grant was sought from the Area Committee. 

(2)       CouncillorTerry Fraser also made a statement on behalf of the Vale and Downland Museum Trust in support of its grant application.  The museum had a full repairing lease from the District Council for its premises in Church Street at a peppercorn rent.  The extension to the premises had been undertaken with voluntary labour and problems were being experienced where the extension adjoined the original building.  Financial assistance was needed to pay for the remedial work. 

It was noted that the revised Code of Conduct allowed a Member with a personal and prejudicial interest to make a statement to the meeting as a member of the public but also to answer any questions the Committee might have.  The Committee took the opportunity and asked Councillor Fraser a series of questions for clarification.  He responded as follows:

• No other grants had been received apart from those set out in the officer's report
• Grove Parish Council had awarded a grant of £550 based on a formula of financial support determined by the original Trust agreement
• The District Council had approved the works
• A copy of the 2006/07 accounts were now available

In accordance with the Code of Conduct, Councillor Terry Fraser left the meeting room at his point. 

Any questions from members of the public under Standing Order 32 will be asked at the meeting.

None

To receive and consider report 86/07 of the Strategic Director and Monitoring Officer. 

(CouncillorTerry Fraser declared a personal and prejudicial interest in this item and in accordance with the Code of Conduct he made a statement to the meeting under Standing Order 32 (minute SE.16 refers) and left the meeting immediately after making his representations and before this debate.) 

The Committee received and considered report 86/07 of the Strategic Director and Monitoring Officer which set out the Committee's community grants budget position and set out details of one application for financial assistance. 

Members raised some questions about the application from the Vale and Downland Museum Trust.  Members asked if a copy of the most recent accounts was available for 2006/07.  Members also asked why there had been a downturn in trading and whether the County Council had contributed towards the project.  In accordance with Standing Order 27(3) the Chair adjourned the meeting for a short period to allow questions to be answered by the applicant present at the meeting and to allow a copy of the most recent accounts to be provided. 

On reconvening the meeting, the Committee gave support to the application for a grant as the funds sought were for improvements to the museum premises.  This would help maintain the fabric of the building to allow the facility to continue operating.  Members considered that the museum provided a good facility that had proved very popular.  However, Members were concerned that the Trust's balances were reducing.  It was suggested that the Trust should consider a public appeal to increase its income to allow it to continue.  It was also suggested that the Council's Communications Team might be able to offer advice on how to conduct such a campaign. 

RESOLVED

that the following application be approved:

None