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Minutes of the Staffing, Finance & General Purposes Committee held via Zoom on Thursday 8 October 2020 at 6.30 pm

PRESENT:

North Ward:

Councillor D Bushby (Chairman)
Councillor P S Christie
Councillor D McGeough

South Ward:

Councillor R Wootton

East Ward:

Councillor J Craigie (Substitute for Cllr Mrs R Craigie)
Councillor Mrs J Gubb (Vice-Chairman)
Councillor Mrs L Hellyer
Councillor J McKenzie

West Ward:

Councillor D Ratcliff

IN ATTENDANCE:

Mrs H J Blackburn (Town Clerk)

154.    APOLOGIES FOR ABSENCE

Councillor Mrs Craigie (East Ward – Personal).

155.    DECLARATIONS OF INTEREST AND ANY REQUESTS FOR DISPENSATION ON ITEMS ON THE AGENDA

There were no declarations of interest.

156.    PUBLIC PARTICIPATION SESSION OF 15 MINUTES DURATION

No Members of the public were present at the meeting.

157.   MINUTES

Proposed by Councillor Ratcliff and seconded by Councillor Mrs Gubb, the minutes of the meeting held on 2 September 2020 were approved and signed as a correct record.

(Vote – For: 6, Against: 0, Abstentions: 1)

158.    CHAIRMAN’S ITEMS

The Town Clerk advised that DS Electrical have sourced a new Christmas light for the Bridge at East -the-Water. It will be white and have snowflakes on it.

She advised that the Grant application forms are due to go out in November. The conditions of receipt have been updated to require the return of the grant if it cannot be used for the purposes specified in the application (for example by reason of Covid 19). Members agreed with this modification to the criteria.

She advised that the Market Management Committee had decided not to go ahead with the Signing of the Lease this year, due to Covid-19 restrictions, and that the money usually spent on mince pies and mead would be donated to the Food Bank.

The Town Clerk advised that she had booked the Free Parking days with Torridge District Council in accordance with the Town Council resolution. The Torridge District Council Small Business Day will be Saturday 5 December. Torridge District Council has asked if Bideford Town Council would like the Pannier Market car park to be withdrawn from this offer, in line with the other free parking days provision. Members agreed that it should be.

(Councillor Mrs Hellyer and Wootton entered the meeting).

159.   ACCOUNTS

Members received the list of payments.

Proposed by Councillor Mrs Hellyer seconded by Councillor McKenzie and

RESOLVED: That the draft list of payments dated 8 October 2020 is approved.

(Vote – For: 9, Against: 0)

160.   HANGING BASKET REFILLS

Members considered the quotation for the Hanging Basket refills for 2021 and whether a contribution should be requested from the traders.

Proposed by Councillor Bushby, seconded by Councillor Christie and

RECOMMENDED: That the quotation from Merry Harriers for the Hanging Basket refills is accepted. The Town Council will in principle ask for a contribution from the Traders but this will be reviewed in spring 2021, and will depend upon the trading situation. Bideford Town Council will provide funding for the full cost of the baskets, should this be necessary.

(Vote – For: 9, Against: 0)

161.   TOWN PLANTERS

Members considered the quotations for the Town Planter refills.

Proposed by Councillor Bushby, seconded by Councillor McKenzie and

RESOLVED: That Merry Harriers are asked to supply the plants for the Town Planters for 2021.

(Vote – For: 9, Against: 0)

162.   FORD WOODLAND

Members considered the quotations for the Boundary survey at Ford Woodland.

Proposed by Councillor McGeough, seconded by Councillor McKenzie and

RESOLVED: That Coastal Tree Consultancy are asked to undertake the boundary survey at Ford Woodland.

(Vote – For: 9, Against: 0)

163.   TTVS

Members received an update on the Covid-19 support activities undertaken by TTVS, and the funds spent. Members asked the Town Clerk to ask TTVS how much of the funding provided by The Town Council remains.

164.   REMEMBRANCE SUNDAY

Members considered the report regarding Remembrance Sunday and discussed the most appropriate format for the event

Proposed by Councillor Christie, seconded by Councillor Bushby and

RESOLVED: That the Mayor, wearing chains will lay a wreath at Victoria Park at 11 am on Remembrance Sunday, whilst the Deputy Mayor is asked to lay a wreath at Chudleigh Fort at 11 am on Remembrance Sunday. The Town Council will publicise that they are unfortunately not able to organise a parade or church service this year. The budget that is usually spent on Remembrance Sunday will be given to a Veteran’s charity. Councillor Mrs Hellyer will advise the Town Clerk of the appropriate charity, and The Town Clerk will seek agreement to this, via email.

(Vote: For: 9, Against: 0)

165.   NEW YEARS EVE

The Town Clerk advised that Out of this World Events had cancelled the New Year’s Eve activities on the Quay and the Magical Moments event in the Pannier Market due to the Covid 19 restrictions.

Members were asked to consider the position regarding the fireworks, which the Town Council were due to sponsor.

Proposed by Councillor Bushby, seconded by Councillor McGeough, and

RESOLVDED: That the Town Council will keep the money allocated this year for fireworks and the Magical Moments event in an unrestricted fund.

(Vote: For: 9, Against: 0)

166.   COMPLAINTS PROCEDURE

Members considered the draft Complaints Procedure. (Updated).

Proposed by Councillor Bushby, seconded by Councillor Hellyer, and

RESOLVED: That the updated Complaints Procedure is adopted.

(Vote: For: 9, Against: 0)

167.   BENCH ADOPTION

Members considered a request from a resident regarding the adoption of a bench on Bideford Quay which was put forward by Councillor McGeough.

Proposed by Councillor McGeough seconded by Councillor Bushby and

RESOLVED: That the Town Council supports the application being made by a Bideford resident to adopt a bench near Tarka the Otter on Bideford Quay in memory of her late brother. The resident will pay for the work required to the bench and contribute towards any insurance cost required by Devon County Council.

(Vote: For: 9, Against: 0)

168.   MAINTENANCE OPERATIVES

Members received an update on the tasks undertaken by the Maintenance Operatives.
The Town Clerk advised that the team continued to cover the daily operation of the Pannier Market due to sickness absence.

Members considered the purchase of a gum machine. This item was deferred as no physical demonstration could be secured and Members want to ensure that a quality machine is sourced.
Councillor McKenzie requested a percentage breakdown of the distribution of the Maintenance Operatives’ work time between Bideford East and Bideford West over a 12 month period.

Councillor Christie noted that the Maintenance team continue to pick up dog mess on the Marland path, and asked the Town Clerk to check with Torridge whether their mobile surveillance camera is still in use and available.

169.  PART II CLOSED SESSION

Proposed by Councillor Bushby, seconded by Councillor Mrs Hellyer and

RESOLVED: That in view of the confidential nature of the business about to be discussed, the meeting moves into part II.

(Vote For: 9, Against: 0)

170.  STAFFING MATTERS

There is a confidential Minute associated with this item.

171.   Proposed by Councillor McGeough, seconded by Councillor Bushby and

RESOLVED: That the meeting returns to Standing Orders.

(Vote For: 9, Against: 0)

 

DATE OF NEXT MEETING

The next meeting of the Staffing, Finance and General Purposes Committee will be on Thursday 19 November at 6.30 pm.

 

The business of the meeting having been completed, the Chairman thanked the members for their attendance and the meeting concluded at 19.26.

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