Minutes of the Staffing, Finance & General Purposes Committee held in the Council Chamber, Town Hall, Bideford on Thursday 1 June 2017 at 6.30 pm

PRESENT:   

North Ward:   
Councillor D Bushby (Chairman)
Councillor P S Christie
Councillor P J Pester
Councillor D McGeough (Town Mayor)

South Ward:   
Councillor D G Brenton
Councillor R Wootton

South (Outer) Ward:   
Councillor D Howell

East Ward:   
Councillor M Langmead

IN ATTENDANCE:   
Mrs H J Blackburn (Town Clerk)

001   ELECTION OF A CHAIRMAN

Councillor S G Inch was proposed by Councillor Pester and seconded by Councillor Howell.

RESOLVED: That Councillor S G Inch is appointed as Chairman of the Committee for the coming year.

(Vote – For:  8, Against: 0)

002   ELECTION OF A VICE CHAIRMAN

Councillor Bushby was proposed by Councillor Pester and seconded.

RESOLVED: That Councillor Bushby is appointed as Vice Chairman of the Committee for the coming year.

(Vote – For:  8,  Against: 0)

003   APOLOGIES FOR ABSENCE

Councillor S G Inch (South Ward – Personal).

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

There were no declarations of interest.

005   PUBLIC PARTICIPATION SESSION OF 15 MINUTES DURATION

No Members of the public were present at the meeting.

006   MINUTES

Proposed by Councillor Howell and seconded by Councillor Langmead, the Minutes of the Meeting held on 27 April 2017 were approved and signed as a correct record. 

(Vote – For: 8, Against: 0)

007   CHAIRMAN’S ITEMS

•    The Conservation Officer from Torridge District Council has asked that Bideford Town Council, Chamber of Commerce and Town Centre Partnership write a letter of support for having the McColls building tidied up.  This was agreed.

•    Enquiries have been made about the cherry picker. (Mobile Elevated work platform).  A trained operative is required at both the bottom and top of the machine and Members suggested Ipath training for the Maintenance Operatives, if they feel comfortable with this type of working at height.  In the meantime the Town Clerk was asked to get a quotation for painting the sewer outlets from a 3rd party. 
•     One of the lighting columns at the Port Memorial has been damaged.  Ashton Electrical has been on site to make sure the exposed wiring is safe, and a Maintenance Operative has coned the area off. The Clerk was asked to work with Councillor Bushby to investigate both repairing the light, and/or replacing it with a different type of light, as the current structure seems vulnerable to failure. 

008   ACCOUNTS

Members received the list of payments.
   
Proposed by Councillor Howell, seconded by Councillor Pester and

RESOLVED:  That the draft list of payments is approved.

(Vote – For:  8,  Against: 0)

009   CHEQUE SIGNATORY

Proposed by Councillor McGeough seconded and

RESOLVED: That Councillor Brenton continues as an authorised cheque signatory.

(Vote – For: 8, Against: 0)

010   MANOR COURT PRESENTMENTS 

Presentment Number 4:

“That Bideford Town Council consider providing digital noticeboards in the centre of town with interconnecting displays at Atlantic Village and East the Water.  For the use of Council and public information, events and offered to local businesses for advertising.”

Councillor Howell provided an update and said that first refusal had been secured for the ex-coastguard office.  The area comprises of a small storeroom, small kitchen and outer room.  It is in a reasonable state of repair.  The outside window would need to be replaced to accommodate the type of touchscreen noticeboard the Tourism committee has identified.  Councillor Howell has spoken with the Conservation Officer who has advised that the building is not listed, and planning permission would not be required.  She will send an email to Mr Green at Torridge District Council planning to this effect. The Tourism Committee has made a recommendation to full Council, and once this is ratified, the project can be progressed.

Presentment Number 2:

“As you approach Bideford from Torrington, “The Welcome to Bideford” sign is obscured by overgrowth which needs to be removed.  Also, the bushes need to be cut back along New Road between the end of Torridge Hill and the beginning of Ford Rise.  The pavement is very narrow and the protruding bushes make it difficult to walk safely.”

It was agreed that the Town Clerk would make enquiries with Torridge District Council about the possibility of our Maintenance Operatives tidying up the piece of scrub land on New Road next to the river.  It was suggested that Jigsaw may be keen to get involved with the scrub clearance.

Presentment Number 3:

“There are a large number of graffiti tags appearing within the town.  That this Council writes to the local Constabulary to ascertain their progress with their investigations.  And to explore the possibilities of finding a designated area for graffiti artists.”

This issue was raised at the Bideford Town Centre Partnership with Charlie Morris who explained that the Police have had a look at the situation and that the previous perpetrators had been caught and cleaned up the marks they had left.  There is also is a report on this week’s Neighbourhood Watch email about graffiti.  Members discussed the political tags that had been left around the town during the last few days, and Councillor Brenton offered to raise this with the Labour Party.

Presentment Number 4:

“There is a very overgrown piece of land between Ethelwynne Brown Close  and Wooda surgery which needs urgent attention. The bushes and shrubs at Bideford Railway Station (especially on the approach from The Royal Hotel entrance steps) are generally very overgrown and untidy, and litter strewn.  They all need a thorough cutting back and pruning.  The weeds on the track adjacent to the carriage need to be removed.”

Members advised that this land belongs to Torridge District Council.  The Town Clerk was asked to write and draw it to their attention.   Councillor Christie advised that supporters of the Railway had been clearing around the track area, but the surrounding land belongs to the Brends.

Presentment Number 5:

“The Quay litter bins are in need of attention:
•    The metallic ones have been vandalised and are very shabby/dirty and in need of replacing
•    The black bins need cleaning and/or re-painting
The bases of the trees on the Quay are very over-grown and untidy/dirty.  They are all in need of upgrading to avoid the current neglected feel.”

Members requested that the Maintenance Operatives make an inventory of which bins need attention, so that further action can be agreed.

Proposed by Councillor McGeough, seconded by Councillor Langmead and

RESOLVED:  That the actions agreed to progress the Manor Court presentments are undertaken.

(Vote For: 8, Against: 0)

011   FUNDING SHORTFALL FOR THE REFURBISHMENT OF MILL STREET AND ALLHALLAND STREET.

Members considered the funding shortfall for the refurbishment of Mill Street and Allhalland Street.

Devon County Council Officers have written to say that a contribution of up to £100,000 towards any of the design options could be made. This is in addition to design costs of £12,000 that have already been contributed. The balance of funding will need to be raised from other sources.  They further advised that the £100,000 that Devon County Council has available includes £50,000 that had been allocated to lift and relay the blocks in the worse sections of the street. As this maintenance is required in the near future it is important to establish as soon as possible (within 3 months) whether there are now sufficient pooled contributions for resurfacing, in which case it will not be necessary to reallocate £50,000 for maintenance purposes.

Several Members also advised that Councillor A Inch was confident that the sum could be increased further and that Councillor Mrs L Hellyer had suggested £300,000 may be available.

Following a letter received from Torridge District Council suggesting they would give consideration on how to support the resurfacing of Mill Street and Allhalland Street, Councillor Christie asked that a letter was sent seeking further clarification.

Councillor Bushby reminded Members that if the funds could not be found within 3 months, £50,000 of the £100,000 on offer would be used towards the repair of Mill Street.  Councillor Christie suggested that £160,000 from the Regeneration budget reserves is ring-fenced as a fall-back position.

Councillor Brenton felt that the resurfacing is a County Council responsibility and that they should provide the funding. Members of the public should report any injuries they suffer as a consequence of the uneven surface.  Councillor Howell reminded Members about the delegation to County Hall that had been discussed at previous meetings.

Proposed by Councillor Howell, seconded by Councillor Christie and 

RECOMMENDED:  That £160,000 is ring-fenced towards the refurbishment of Mill Street and Allhalland Street in case other funding is not forthcoming. 

(Vote For: 7, Against: 1)

Proposed by Councillor Christie, seconded by Councillor Langmead and 

RESOLVED:  That The Town Clerk writes to The Leader of Torridge District Council and enquires what level of support the District Council will provide. 

(Vote For: 8, Against: 0)

Proposed by Councillor Langmead, seconded by Councillor McGeough and 

RESOLVED:  That The Town Clerk writes to The Devon County Councillors asking for their support towards the resurfacing of Mill Street and Allhalland Street and asks Councillor Hellyer to provide more detail on the provenance of the offer of £300,000.

(Vote For: 8, Against: 0)

012   TABLE AND CHAIR LICENCE CHARGES

Members considered the charges to be made for table and chair licence applications and renewals. The Chair advised that the original proposal was to simplify the process by administering it locally and that Devon County Council is keen to divest themselves of this burden.  However, prior to recent discussions, the Town Council was not aware that planning permission has to be in place before a table and chair licence can be considered.  It was agreed that the planning permission cost should be challenged with Torridge District Council.

Proposed by Councillor Howell, seconded by Councillor McGeough and 

RESOLVED:  That a letter is written to Mr Green at Torridge District Council  challenging the high level of the planning charges being made for licencing tables and chairs, A frames and hanging baskets.  The Town Clerk should advise Devon County Council that The Town Council will not be able to take over the licensing until the planning charges position has been dealt with.

(Vote For: 8, Against: 0)

013   DECORATED CHRISTMAS TREE FOR ST MARYS CHURCH

Members gave consideration to supporting the Fund Raising Event at St Mary’s Parish Church via the provision of a decorated Christmas Tree.

Proposed by Councillor Pester, seconded by Councillor Langmead and 

RESOLVED:  That a tree is provided and that grant recipients are invited to decorate a bauble.

(Vote For:  8, Against: 0) 

014   ST MARYS CHURCH CHURCH CLOCK

The Town Clerk reported that the request for  financial support towards the repair of St Mary’s Church clock was no longer required as the repair had been done free of charge by the Cumbrian Clock Company. The Town Clerk was asked to thank the Cumbrian Clock Company for their support.

015   ARMED FORCES DAY

Members gave consideration to a request from the Chairman of Torridge District Council for a contribution towards the cost of the catering and drinks for the Armed Forces Flag Raising Ceremony on Monday 19 June 2017 at 6.30 pm in Victoria Park.

Proposed by Councillor Pester, seconded and

RESOLVED:  That this request is supported and a contribution of up to £500 is given to support Armed Forces Day.

(Vote For:  8, Against: 0) 

016   BURTON AT BIDEFORD

Members gave consideration to a request from the Burton At Bideford for £500 as financial support towards the outdoor cinema event celebrating the BFG exhibition.

Proposed by Councillor Brenton, seconded by Councillor Langmead and

RESOLVED:  That this request is supported and a contribution of £ 500 is given towards the event.

(Vote For: 8, Against: 0)

017   7 BRIDGELAND STREET

The Town Clerk advised that the tenants of 7 Bridgeland Street had asked that the Christmas Light cabling was removed from the front of their building.  This has been completed by DS Electrical, and will be re-routed to accommodate the Christmas lights.

018   NOTICE OF MOTION – COUNCILLOR DERMOT MCGEOUGH

“To add additional funding of £8,000 towards the £7,000 allocated towards the New Year’s Eve event to provide the funding necessary to organise this event.  I propose that the funds are put towards some limited entertainment before and after midnight, and are also spent on the essential safety measures.”

Councillor Howell advised that he felt that numbers during New Year’s Eve had dwindled in the evening with people not coming into town until shortly before midnight.  He passed around photographs to support his view.  He felt that family orientated entertainment would be well supported with a break in proceedings until late evening.    He noted that £10,000 was given for the Christmas Light Switch-on, with the organising body fund-raising the remainder themselves. 

Councillor McGeough advised that even if the evening is focussed around fireworks at midnight, this still constitutes an event and funds will be required for road closures, stewards, and other safety measures.  Councillor McGeough said that the purpose of his motion is to keep sufficient funding available to run the event safely.  He went on to say that he has been approached by 3 different organisations who would like to run the event.

Councillor Pester also felt that numbers had reduced over recent years.
Councillor Brenton agreed that the event did not attract the huge numbers that had been seen years ago, and said that The Town Council should not be making a large grant – just sufficient for the provision of fireworks.  He advised that the Port has to be closed off one day a year.

Both Councillors Langmead and Brenton expressed interest in hearing from the groups to whom Councillor McGeough has been speaking, and would like to know what level of grant they would require.

Councillor  Howell questioned why the road closure and the fencing are necessary as other events in town do not take these precautions.  The Town Clerk explained that the safety measures necessary depended on the event risk assessment and the number of people expected.  She advised that the event organisers would need to comply with the safety measures detailed in the purple guide  and even if the main focus of the evening was fireworks (without any of the other traditional entertainment), it would still be classed as an event, and would require a Temporary Events Notice, and the associated safety measures.

Councillor McGeough concurred and said that clarity would be required on what safety measures were needed.

Councillor Pester proposed that a grant of £10,000 was given to the organising body towards the New Year’s Eve celebrations, but later withdrew this proposal.

Proposed by Councillor McGeough, seconded by Councillor Langmead and

RESOLVED:  That this item is deferred until the next meeting.  In the meantime, Councillor McGeough will obtain costed proposals from the 3 parties interested in organising a family orientated event for New Year’s Eve.  The Town Council would like to support family entertainment during the afternoon, with a firework display at midnight.

(Vote For: 8, Against: 0)

019   GRANT ALLOCATION – NEW YEARS EVE

Members gave consideration to the detail of the grant allocation of £7,000 for New Year’s Eve.

Proposed by Councillor Howell, seconded by Councillor McGeough and

RESOLVED:  That this is deferred until The Committee receives the content of the other proposals.

(Vote For: 8, Against: 0)

020   MAINTENANCE OPERATIVES

Members received an update on the tasks undertaken by the Maintenance Operatives and asked that they be thanked for the excellent work on Kingsley Wall.

Councillor Howell asked whether the art bricks had been completed, and if they had not, could they remain on the list of pending tasks.

021   PART II CLOSED SESSION
Proposed by Councillor McGeough, seconded by Councillor Howell and

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

(Vote For: 8, Against: 0)

022   STAFFING ISSUE

There is a confidential minute associated with this item.

023   Proposed by Councillor Pester, seconded and

RESOLVED: That The Meeting returns to Standing Orders.

(Vote – For: 8,  Against: 0)

The business of the meeting having been completed, the Chairman thanked the members for their attendance and the meeting concluded at 8.27 pm.