Minutes of the Staffing, Finance & General Purposes Committee held in the Council Chamber, Town Hall, Bideford on Thursday 21 April 2011 at 5.30 pm

North Ward:

Councillor Ms E L Farrington (Substitute for A T Inch)
Councillor T J Johns

South Ward:

Councillor P J Pester
Councillor D M Ratcliff

East Ward:

Councillor S E L Clarke OBE (Chairman)
Councillor R W Vanstone

IN ATTENDANCE:    Mr G B McLauchlan (Town Clerk)

100    APOLOGIES FOR ABSENCE

Councillors Mrs P Davies (East Ward – Hospital Appointment), A T Inch (South Ward – Work) and A T Powell (South (Outer) Ward – Work)).

101    DECLARATIONS OF INTEREST ON ITEMS ON THE AGENDA

Councillor Clarke declared a prejudicial interest in agenda item 7 (New Year’s Eve Committee).

102    PUBLIC PARTICIPATION PERIOD

There was no public participation.

103    MINUTES – STAFFING, FINANCE & GENERAL PURPOSES COMMITTEE

The Minutes of the meeting held on 17 March 2011 were approved and signed as a correct record.

104    ACCOUNTS

a.    Payments for Approval

Proposed by Councillor Johns, seconded and

RESOLVED:  That the list of payments be approved.

(Vote – For:  6,  Against:  0)

b.    Internal Finance Inspector’s Report

The members received the Internal Finance Inspector’s Report for the period 1 January – 31 March 2011.  Proposed by Councillor Pester, seconded and

RESOLVED:  That the report be noted.

(Vote – For:  6,  Against:  0)

105    POLLYFIELD COMMUNITY ASSOCIATION

Members noted the content of the report which is attached and forms part of these Minutes.  Proposed by Councillor Ratcliff, seconded and

RESOLVED:  That due to past failures and provided bi-monthly reports are submitted the Council agrees that £5,000.00 be paid now and the remaining £5,000.00 be paid when the Council’s conditions are met.  The money must be used to take on an external constituted body to oversee the day to day running of the Centre and carry out the Centre’s reporting.

(Vote – For:  6,  Against:   0)

106    NEW YEAR’S EVE CELEBRATIONS

Members noted the content of the report which is attached and forms part of these Minutes.  Proposed by Councillor Vanstone, seconded and

RESOLVED:  That the Council grants a further £500.00 towards the original grant with the proviso that this additional money is not paid until December for medical cover provided if necessary.  This is also the last time the Council will pay for medical cover for this event.

(Vote – For:  6,  Against:  0)

107    ATLANTIC WATERSPORTS GAMES 2011

Members noted the content of the report which is attached and forms part of these Minutes.  Proposed by Councillor Pester, seconded and

RESOLVED:   That the Council agrees to make a grant of £5,000.00 towards hosting the 2011 Atlantic Watersports Games and that the money be taken from the Contingency Fund.

(Vote – For:   6,  Against:  0)

108    STANDING ORDERS AND FINANCIAL REGULATIONS

The Town Clerk advised that in accordance with Standing Orders the Committee had delegated powers to review and ensure Financial Regulations are kept up to date.  He stated that he had made enquiries regarding the level at which other Councils set their formal tendering process and felt that the Council should set this at £60,000.00 as there is a likelihood the Council would need to buy in professional services.  Proposed by Councillor Ratcliff, seconded and

RESOLVED:  That the level for formal tendering process be set at £60,000.00 and Financial Regulations be amended accordingly.

(Vote – For:  6,  Against:  0)

The business of the meeting having been completed, the Chairman thanked the members for their attendance and the meeting concluded at 6.10 pm.

Signature of Town Mayor:  ………………………………….  Date:  ……………………........

Signature of Chairman:  ……………………………………..  Date:  ………………………....

BIDEFORD TOWN COUNCIL – AGENDA REPORT FOR THE STAFFING, FINANCE & GENERAL PURPOSES COMMITTEE MEETING ON 21 APRIL 2011

6.    POLLYFIELD COMMUNITY ASSOCIATION - GRANT

At the Committee Meeting held on 17 February 2011 it was resolved “That before the second payment is made, a Business Plan is provided to the Council prior to being adopted by the Trustees and that the Council is furnished with quarterly reports showing the activities and financial statements of the Centre.

The Business Plan was received and sent out by e-mail to all councillors on 28 March 2011.  I have enclosed a copy of an e-mail received from Mrs Jane Whittaker with further information for the Committee to consider.

Committee has delegated powers under Standing Orders to resolve on the grant.

7.    NEW YEAR’S EVE CELEBRATIONS

At the Committee Meeting held on 21 October 2011 a grant for £12,500.00 was awarded to the Bideford Festival Committee for the purpose of hosting the New Year’s Eve Celebrations.  At the Town Council Meeting on 9 December 2011 the Ambulance Service made representations to the Council to assist in funding the medical cover for such a large event.  This was considered by the Committee at its meeting on 16 December 2011 who agreed with a grant of £1,000.00 for medical cover.

The Bideford Festival Committee is now requesting an additional sum of further £1,000.00 to cover this year’s event.

Committee has delegated powers under Standing Orders to resolve on the additional funding and increase the total grant to £13,500.00.

8.    ATLANTIC WATERSPORTS GAMES 2011

The Atlantic Watersports Games is an annual sporting championship event which gathers together the best regional teams in sailing, surfing, kayaking, rowing, sub-aqua and kite surfing in the Atlantic Area, a significant European maritime area which comprises 5countries:  Ireland, United Kingdom, France, Spain and Portugal.

The games will be held in North Devon venues from 23 – 28 July 2011 and will attract some 400 – 600 competitors and in excess of 85,000 visitors to North Devon.  Bideford has been named as the Games Village and also where the opening and closing ceremonies will take place on The Quay.  The rowing and sea kayaking events will be held on the River Torridge whilst Westward Ho! hosts the kite surfing.  This has major implications for the local economy during the period of the event and continuing tourism opportunities.

North Devon+ who have taken on the responsibility of organising the event at short notice has asked the Council to consider a grant of £5,000.00 towards organising the event.

Committee has delegated powers under Standing Orders to resolve on the grant, but this would need to be taken from the Council’s contingency budget.