Minutes of the Staffing, Finance & General Purposes Committee held in the Council Chamber, Town Hall, Bideford on Thursday 17 November 2011 at 5.30 pm

North Ward:
Councillor Mrs M P Fulford

South Ward:
Councillor S G Inch
Councillor T J Johns (Town Mayor)
Councillor P J Pester

South (Outer) Ward:
Councillor A T Powell

East Ward:
Councillor Mrs P Davies
Councillor R W Vanstone
Councillor S E L Clarke OBE  (Chairman)

IN ATTENDANCE:
Mrs H B Blackburn (Deputy Town Clerk)
4 x members of the public
Councillor Mrs Brenton
Councilor Brenton
Mr M Harris (Pilot Gig Club)
Mrs M Hales (Pollyfield Community Assoc.)

064 APOLOGIES FOR ABSENCE

Councillors A T Inch (South Ward – Work Commitments)

065 DECLARATIONS OF INTEREST ON ITEMS ON THE AGENDA

There were no declarations of interest at this point.

066 PUBLIC PARTICIPATION PERIOD

A member of the public spoke on agenda item 11 – proposed flagpoles and flags.

067 MINUTES – STAFFING, FINANCE & GENERAL PURPOSES COMMITTEE

The Minutes of the meeting held on 20 October 2011 were approved and signed as a correct record.

(Vote – For: 7,  Against: 0)

068 CHAIRMAN

The Chairman/Town Clerk updated Members on the following issues.

The Town Clerk advised Members of the cost of the advertisement that had been placed in the Gazette & Advertiser for the admin assistant position and the comparative cost of the North Devon Journal.

The Town Clerk advised Members on the quotation received from DS Electrical for the repair to the damaged festoon lighting on the Quay. She has spoken to the owner of the lorry which caused the damage and he will be putting in a claim for the amount through his insurance company. The Town Clerk will also liaise with the Town Council’s insurance company.  In the meantime DS Electrical will carry out the repairs as per the quotation as this needs to be fixed in time for the Christmas Light Switch-On.

Council may need to find a small amount of money to help fund the No Glass Campaign posters for New Year’s Eve.

The Town Clerk would like to instigate a secondary bank account (containing a small amount of funds) from which to operate a debit card for on line purchases.  This will be put on the agenda for the next SFGP meeting so a formal resolution can be made.

(Councillor Vanstone arrived at the meeting).

069 ACCOUNTS

a. To approve the payments listed

b. Proposed by Councillor Powell, seconded and

RESOLVED:  That the list of payments is approved.

(Vote – For: 8,  Against:  0)

b. Internal Finance Inspector’s Report

The Members received the Internal Finance Inspector’s Report for the period     1 July – 30 September 2011.  Proposed by Councillor Powell, seconded and

RESOLVED:  That the report is accepted.

(Vote – For: 8,  Against:  0)

070 POLLYFIELD COMMUNITY ASSOCIATION

Mrs Margaret Hales, Chairman of the Pollyfield Community Association made a presentation to Council.  She informed Members that the grant requested is in order to provide a celebration for the whole of Bideford for the Queen’s Diamond Jubilee. This will also provide an opportunity to showcase the Pollyfield Centre as a venue within Bideford.  Mrs Hales ran through the proposed types of entertainment and informed Members that local businesses, clubs and users of the Centre will be invited to join in both the planning of the event and the festivities on the day.  Members queried how the figure of £5,000 as a grant request had been arrived at, and whether a Councillor could join the sub-committee in order to have some direct involvement.  At this point Councillor Mrs Davies volunteered to be part of the working group.  It was requested that the working group liaise with the Town Council regarding expenditure prior to the event and that a full set of accounts is made available to Council shortly after the event.

Proposed by Councillor Johns, seconded and

RESOLVED:  That the Council ring-fences the sum of £5,000 towards the Queen’s Diamond Jubilee celebrations, but the expenditure needs to be agreed with Council prior to the event, and full accounts are provided following the event.

(Vote – For: 8,  Against:  0)

71 PILOT GIG CLUB

Mr Michael Harris, Treasurer of the Pilot Gig Club made a presentation to Council. He informed Members that the club was set up in 2010 by a group of gig rowers from other clubs.  They currently have 36 members which include both juniors and adults. The club competes competitively and this year supported the Carnival, the Water Festival and was active in the Atlantic Water Sports Festival.  They are requesting funding to purchase an additional fibre glass, training boat, more suited to juniors and safer to launch and recover. They currently only have one boat which takes 6 rowers, operating on a tidal river and therefore require additional boat capacity.  Members asked what else they have done to raise funds, and whether they have received money from other sources.

Proposed by Councillor Clarke , seconded and

RESOLVED:  That the Council gives a grant of £4,500 towards the purchase of a new boat.

(Vote – For: 8,  Against:  0)

072 TORRIDGE TRANSPORT SERVICES

Members reviewed the accounts provided by Torridge Transport Services.  They were concerned that the grant criteria would not be fulfilled in that a high proportion of their funds is spent on wages and administrative costs.  In addition, it was unclear how many Bideford parishioners benefit from the service.  Members advised however, that they may be minded to support the organisation in the future if there was a specific project which would benefit the people of Bideford.

Proposed by Councillor Powell, seconded and

RESOLVED:  That a grant is not allocated to Torridge Community Transport Services for the year 2012/13.

(Vote – For: 8,  Against:  0)

73 TORRIDGE TRAINING SERVICES

(Councillor Powell declared a personal interest in the following item (He is a manager of a company which has used the TTS scheme).

Members reviewed the business information provided by Torridge Training Services. They were concerned that the grant criteria would not be fulfilled in that a high proportion of their funds is spent on wages and administrative costs.  In addition, it was unclear how many Bideford parishioners had gained employment as a result of the service.  Members advised however, that they may be minded to support the organisation in the future by purchasing their service whereby trainees are placed on a scheme.

Proposed by Councillor Inch, seconded and

RESOLVED:  That the request for financial assistance is refused.

(Vote – For: 8,  Against:  0)

074 JUBILEE SQUARE FLAG POLES

The Chairman outlined his proposal for the repositioning of the flagpole and flag previously agreed for the Port Memorial and the purchase of 2 additional flagpoles and flags for the same location.  There was a discussion regarding which flags could be flown, and who would hoist them.  It was agreed that this aspect of the project should be taken to the next Town Council meeting for discussion.

Proposed by Councillor Powell, seconded and

RECOMMENDED:  That the Council purchases 2 additional flagpoles and flags in addition to the 1 flagpole and flag previously agreed and that all three will be located in Jubilee Square.  The sum for the total project will not exceed £3,000.

(Vote – For: 8,  Against: 0)

075 COUNCIL REPRESENTATION AT THE JUDICIAL REVIEW

Members considered whether it will be necessary for a Member to attend the Judicial Review on 2 December 2011.  A full hearing will take place on this date via a submission of papers and the Council will not have an active role during the hearing.

Proposed by Councillor Vanstone, seconded and

RESOLVED:  That the Council will not send a representative to the Judicial Review on 2 December 2011.

(Vote – For: 8,  Against:  0)

Members then considered what the Town Council response would be following the outcome of the Judicial Review and it was agreed that any press enquiries will receive the response that the result of the Judicial Review will be returned to Full Council for due comment.

The business of the meeting having been completed, the Chairman thanked the members for their attendance and the meeting concluded at 6.35 pm.

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

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