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Staffing, Finance & General Purposes Committee - 28 April 2022

Written by Claire Parsons. Posted in Staffing, Finance & Gen. Purposes Minutes

Minutes of the Staffing, Finance & General Purposes Committee held in the Council Chamber on Thursday 28 April 2022 at 6.30 pm
 
PRESENT:
 
North Ward:
 
Councillor D Bushby (Chairman)
Councillor P S Christie
 
South Ward:
 
Councillor P Lawrence 
Councillor S Inch (Substitute for Councillor J McKenzie)
 
East Ward:
 
Councillor Mrs J Gubb (Vice-Chairman)
 
West Ward:
 
Councillor Mrs K Corfe
Councillor D Ratcliff
 
 
IN ATTENDANCE:
 
1 Member of the public
Mrs H J Blackburn (Town Clerk) 
 
140.     APOLOGIES FOR ABSENCE
 
Councillor Mrs R Craigie (East Ward – personal) and Councillor J McKenzie (East Ward, Illness).
 
141.    DECLARATIONS OF INTEREST AND ANY REQUESTS FOR DISPENSATION ON ITEMS ON THE AGENDA
 
There were no declarations of interest.
 
142.     PUBLIC PARTICIPATION SESSION OF 15 MINUTES DURATION
 
No Members of the public were present at the meeting.
 
143.     MINUTES
 
Proposed by Councillor Bushby and seconded by Councillor Mrs Gubb the minutes of the meeting held on 24 March 2022 were approved and signed as a correct record.  
 
(Vote – For:  6, Against: 0)
 
(Councillor Mrs Corfe arrived at the meeting).
 
144.     CHAIRMAN’S ITEMS
 
The Town Clerk advised that in 2014 the Town Council withdrew the Bideford Book of First World War Remembrance from the North Devon Record Office, along with a hygrometer to assist the Council in keeping the document in suitable conditions. The Record Office have requested that the book is returned.  Councillor Christie asked the Clerk to check with the Record Office whether they have the original deposit record.  The book originally belonged to the Town Council, and before its return is agreed, we need to know if the original deposit was a loan or an outright gift.
 
The Town Clerk advised Members of an email she had received from Pixsy concerning an alleged copyright issue.  Members discussed a course of action with the Clerk who will contact Pixsy.
 
145.    ACCOUNTS 
 
a.   Members received the list of payments.
 
Members asked whether a service report on St Mary’s church clock could be obtained and noted the quarter payment deposit for the fireworks for the Beacon lighting event to celebrate the Platinum Jubilee.
 
Proposed by Councillor Bushby, seconded by Councillor Mrs Gubb and
 
RESOLVED:  That the draft list of payments is approved. 
 
(Vote – For:  7, Against: 0)
 
b.       INTERNAL FINANCE INSPECTOR’S REPORT
 
Members considered the Internal Finance Inspector’s report. 
 
Proposed by Councillor Ratcliff, seconded by Councillor Bushby and 
 
RESOLVED:  That the Internal Finance Inspector’s Report for the period 1 October – 31 March 2022 is approved.
 
(Vote For: 7, Against: 0)
 
Councillor Mrs Langford was thanked for her work as Internal Finance Inspector.
 
c.      NON-EARMARKED FUNDS
 
The Town Clerk advised that at the end of the Financial Year 2021/22, £75,500 remained in the General Fund.  
 
The Chairman said that he had discussed the allocation of the non-earmarked funds with the Town Clerk, and the following was suggested:
 
£35,500 to be transferred to the Town Projects budget to allow further projects to take place.  The funding currently in the project budget will be required for the agreed projects.
£40,000 to be transferred to earmarked reserves for the Maintenance team facility – This will be to ensure that when the Town Council applies for a public works loan, it is in a position to demonstrate that it has sufficient funds to pay the loan back in the next couple of years.  Beyond this, repayment provision will be made within the precept.
It was further suggested that the £18,273 which currently remains in earmarked reserves from the underspend of the Mill Street resurfacing is transferred to the Maintenance Team facility budget.  This will allow a deposit to be made on the build and any immediate expenses to be met.
 
Proposed by Councillor Bushby, seconded by Councillor Ratcliff and
 
RECOMMENDED:  That the non-earmarked funds (£75,500) are re-apportioned as follows: £35,500 to the current project budget and £40,000 to earmarked reserves for the Maintenance team facility. The £18,273 in earmarked reserves remaining from the Mill Street resurfacing should be reallocated to the Maintenance team facility project budget.
 
(Vote For: 7, Against: 0)
 
146.    DEVON AIR AMBULANCE HELI PAD MOU
 
Members considered the draft terms proposed for the Memorandum of Understanding between Bideford Town Council, Shamwickshire Rovers Football Club and Devon Air Ambulance for the Heli Pad landing site for Pollyfield.
 
Members agreed the terms proposed for the Memorandum of Understanding between Bideford Town Council, Shamwickshire Rovers Football Club and Devon Air Ambulance, but asked the Town Clerk to clarify whether Torridge District Council as the landowners, need to be included in the partnership, and who would be responsible for repairing any damage to the field which may occur when a helicopter lands.
 
Proposed by Councillor   Bushby, seconded by Councillor Mrs Gubb and
 
RESOLVED: That the Memorandum of Understanding is agreed subject to clarification on the partnership of Torridge District Council and where the responsibility lies for rectifying any damage to the playing field.
 
(Vote: For:  7, Against: 0)
 
147.    MEDIA PRESENTATION EQUIPMENT 
 
Members considered the recommendation for the media presentation equipment required in the Council Chamber.
 
Proposed by Councillor Bushby, seconded by Councillor   Ratcliff and
 
RESOLVED: That the recommended media presentation equipment required in the Council Chamber is purchased and Councillor Hawkins is asked to assist with the set-up.
 
(Vote – For: 7, Against: 0) 
 
148.    MAINTENANCE OPERATIVES
 
Members received and noted the update on the tasks undertaken by the Maintenance Operatives.
 
149.    PART II CLOSED SESSION 
 
Proposed by Councillor Mrs Gubb, seconded by Councillor Bushby and
 
RESOLVED:  That in view of the confidential nature of the business about to be discussed, the meeting moves into part II.
 
(Vote - For: 7, Against: 0)
 
150.    CITIZEN’S AWARD
 
There is a confidential Minute associated with this item. 
  
151.    Proposed by Councillor Bushby, seconded by Councillor Mrs Gubb and
 
RESOLVED:  That the meeting returns to Standing Orders.
 
(Vote For: 7, Against: 0)
 
The business of the meeting having been completed, the Chairman thanked the members for their attendance and the meeting concluded at 7.00 pm.
 
Table of Accounts listed for approval at the SFGP Meeting 28 April 2022

 


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