Minutes of the Staffing, Finance & General Purposes Committee held in the Council Chamber, Town Hall, Bideford on Thursday 20 July 2017 at 6.30 pm

PRESENT:    

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

South Ward:    
Councillor S G Inch (Chairman)

South (Outer) Ward:    
Councillor D Howell

East Ward:    
Councillor Mrs R Craigie (substitute for Councillor D G Brenton)
Councillor M Langmead

IN ATTENDANCE:    
Mrs H J Blackburn (Town Clerk)
7 Members of the Public

024   APOLOGIES FOR ABSENCE

Councillor D G Brenton (South Ward – Personal). Councillor R Wootton  (South Ward – recuperating after operation)

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

Councillor Pester declared a non-pecuniary interest in agenda item 12 (President).

026   PUBLIC PARTICIPATION SESSION OF 15 MINUTES DURATION

A Representative from the Sea Cadets spoke in support of their grant application and the exchange trip to the Netherlands that they hoped the Council would help finance.

Becky Frajbis and Matt Garrod from Out of this World Events outlined their proposal for New Year’s Eve and spoke in support of their grant application.  They advised that they had researched what the public liked and what they wanted to see from this year’s event.  They had concluded that the event should start later and finish earlier.  People wanted a children’s party in the afternoon with a break in the early evening followed by on stage activities starting at around 9 pm.   They will facilitate these ideas, encourage a party atmosphere and then have fireworks at midnight.  They have applied for the premises licence.  
The following questions were raised:

•    Have they applied for any other funding? (Yes – Lottery and Bridge Trust.  The results are pending).
•    Will the street vendors be reasonably priced (Yes– they are not about extorting families).
•    Why is security required for children’s entertainment and fireworks? (The grant funding covers children’s entertainment, fireworks and half of the cost of the security and essential services.)

Lucy Lowe and a fellow representative from South West Event Management Solutions outlined their event proposal.  They propose to provide children’s entertainment on the Pill from 4 -8.  There would be free entertainment from 9pm on the Quay with a simple music stage.  The group would like to try and get the  pubs involved and take the event back to how it used to be.  There would be Fireworks at midnight.  They advised that any event of this size requires security, fencing and toilets so it makes sense to organise some entertainment otherwise people will just be milling around.  The representatives advised that they have put forward quite a simple, reduced proposal.

The following questions were raised:

•    What grant do you require to organise the event? (£13,971 – this is not the full cost of the event.  The rest will be covered by fund raising
•    If you raised extra funding, would you give some back? (Yes).
•    New Year’s Eve is on a Sunday.  You should not need to pay a parking charge for the Pill (This will be at the discretion of Torridge District Council).

027   MINUTES

Proposed by Councillor Pester and seconded by Councillor Langmead, the Minutes of the Meeting held on 1 June 2017 were approved and signed as a correct record.  

(Vote – For: 7 Against: 0, Abstention: 1)

028   CHAIRMAN’S ITEMS

The Town Clerk reported that Mr Eddy from the Rotary Club had delivered the Town Council’s gifts and message to Manteo.  In return he was in receipt of a clock from Manteo, which he would bring in, on his return to Bideford in August.

The Town Clerk circulated a letter from John Himan, Chairman of Torridge District Council thanking Bideford Town Council for its help and support during Flag Raising.

The Town Clerk advised that Torridge District Council no longer had the capacity to support the Town Council’s IT requirements.  They have offered to suggest other local providers who could provide this service, and the Town Clerk will also contact Gingerweb, who currently host the website, to enquire about their general IT support services.

029   ACCOUNTS

Members received the list of payments.

Councillor Howell advised that the payments on the list which related to St Margaret’s Fair, constituted half the cost of the event, with Bideford 500 having paid the rest.  He told Members what a successful day it had been, and remarked upon the good publicity received for the Town Council.
    
Proposed by Councillor Inch, seconded by Councillor  McGeough and

RESOLVED:  That the draft list of payments is approved.

(Vote – For:   8,  Against: 0)

Councillor Howell was thanked for the work he did towards a successful St Margaret’s Fair.

030   MANOR COURT PRESENTMENTS  

Presentment Number 4:

Councillor Howell provided an update and said that the lease is being prepared for the ex-coastguard office.  Councillor Howell has spoken with the Conservation Officer who has advised that the window may be replaced to accommodate the interactive screen.  A Town Council sign has been ordered for the front of the building.

Presentment Number 5:

An inventory of the bins has started.

Presentment Number 2:

Councillor Howell has been in discussion with Mr Barnes about cleaning up the New Road area and some work has started.  Councillor Langmead suggested that the Town Clerk contacts Torridge District Council to request a token contribution towards the clear up of the Ford Rock area.  This was agreed by the Committee.

031   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.”

Members discussed the requirement for additional funding to ensure the proper security measures can be funded. Councillor Howell advised that Torridge District Council  is obliged to put a fence along the Quay one day a year and Councillor Langmead confirmed that this is for Port security.

Proposed by Councillor McGeough, seconded by Councillor Inch and  

RECOMMENDED:  That the motion is carried,

(Vote For: 8, Against: 0)

032   DETAIL OF GRANT FOR 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 Pester and

RESOLVED:  That  £4,000 is designated for Fireworks and the remainder used to support other items during the course of New Year’s Eve.

(Vote For: 8, Against: 0)

034   GRANT APPLICATIONS – NEW YEARS EVE

Members gave consideration to both  the grant applications received for New Year’s Eve and the following proposals were put forward:

Councillor MGough, seconded by Councillor Bushby proposed that a grant allocation of £13,971 be granted to South West Management Solutions towards the New Year’s Eve event, with the caveat that any left-over monies following the event, be returned to the Town Council.

(Vote For: 3, Against: 5)

Councillor Langmead, seconded by Councillor Christie proposed that a grant allocation of £13,475 be granted to Out of this World Events towards the New Year’s Eve event, with the caveat that any left-over monies following the event, be returned to the Town Council.

(Vote For: 5, Against: 3)

Following the vote, the recommendation to Full Council is therefore:

RECOMMENDATION: That a grant allocation of £13,475  be granted to Out of this World Events towards the New Year’s Eve event, with the caveat that any left-over monies following the event, be returned to the Town Council.

035   EMERGENCY GRANT REQUEST – SEA CADETS

Members gave consideration to an emergency grant request received from the Sea Cadets.

The Town Clerk advised that the Sea Cadets had been given a grant of £15,000 in October 2014, on the proviso that they did not apply for a further grant for 3 years.  She also advised, that following the recommended grant allocation towards the organisation of New Year’s Eve, there was no further funding left in the Emergency Grant Budget.  Members however felt that the grant request from the Sea Cadets should be supported, and that the funds could be taken from an alternative cost centre.

Proposed by Councillor Bushby, seconded by Councillor McGeough and

RECOMMENDED:  That a Grant of £2,000 is given to the Sea Cadets.

(Vote For: 8, Against: 0)

036   USE OF TOWN COUNCIL VEHICLE TO PULL CARNIVAL FLOAT

Members gave consideration to a request from the carnival committee to use the Town Council Maintenance vehicle to pull a carnival float on 9th September.  Councilor Inch offered to drive the vehicle.  Councillor Langmead expressed concern about the vehicle being damaged if money was thrown at it, but it was felt that it was more likely that money would be thrown on to the trailer.

Proposed by Councillor Bushby, seconded by Councillor Howell and

RESOLVED:  That this request is supported subject to confirmation from the insurance company that this is acceptable.

(Vote For: 8, Against: 0)  

037   FESTOON LIGHTING

Members gave consideration to an increase of 5% to the cost of the bulb purchase price for the Festoon Lighting and received details and a quotation for a more densely populated LED festoon previously unavailable and which matches the current provision.

Proposed by Councillor Bushby, seconded by Councillor Inch and

RESOLVED:   That the quotation for the festoon lighting with 750 mm spacing is accepted.

(Vote For: 8, Against: 0)

038   TREE SURGERY BIDEFORD QUAY

Members gave consideration to tree surgery to the trees along Bideford Quay (owned by Devon County Council), as their height is affecting the festoon lighting.

Councillor Langmead expressed concern that The Town Council is again paying for the maintenance of a Devon County Council asset – although this is primarily required to accommodate the Festoon lighting.

The Town Clerk advised that the lights within the trees also need to be loosened.

Proposed by Councillor David Howell, seconded and

RESOLVED:   That the works to the trees are supported and that The Town Clerk and Chair are given delegated authority to select a contractor for both sets of tree work.

(Vote For: 8, Against: 0)

039   SEWER VENTILATION COLUMNS

This item was deferred as quotations have not yet been received for this work.

040   NALC PAY CLAIM

Members gave consideration to the details of the NALC pay claim and formulated a response.

Proposed by Councillor Inch seconded by Councillor Howell and

RESOLVED:  That The Town Council would support a wage increase in line with inflation.

(Vote For: 7, Against: 1)

041   MAINTENANCE OPERATIVES

Members received an update on the tasks undertaken by the Maintenance Operatives and The Town Clerk was asked to thank them for their diligent work.

Councillor Howell asked that the Art bricks are prioritised as they have been on the pending task list for sometime.

The Town Clerk was asked to raise an invoice for a day’s work for the removal of the political graffiti and give it to Councillor Brenton to pass on to the Labour party for payment.  Councillor Mrs Craigie felt that The Town Council could not hold the Labour party responsible, but the remaining committee members advised that this had been discussed at the last meeting with Councillor Brenton’s knowledge.

Councillor Mrs Craigie asked whether there was a policy about how much time the Maintenance Operatives spent at the Pannier Market.  The Town Clerk advised that there was not, although they do complete maintenance tasks at the Pannier Market, for which their time will be recharged to the market.  The Town Clerk advised that if outside contractors needed to be brought in to speed up tasks,  that would be a matter for the Market Management Committee to decide.

042   PART II CLOSED SESSION

Proposed by Councillor Inch, 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)

043   STAFFING ISSUE

There is a confidential minute associated with this item.

044   Proposed by Councillor Langmead 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 8.25 pm.