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Staffing, Finance and General Purposes Meeting 21 March 2013


 
Minutes of the Staffing, Finance & General Purposes Committee held in the Council Chamber, Town Hall, Bideford on Thursday 21 March 2013 at 6.00 pm

PRESENT:
North Ward:
Councillor D C Fulford (Chairman)
Councillor Mrs M P Fulford
Councillor P S Christie (Substitute for Councillor Mrs E A Brenton)

South Ward:
Councillor S G Inch (Town Mayor)

East Ward:
Councillor S E L Clarke OBE 
Councillor R Vanstone

IN ATTENDANCE:    Mrs H J Blackburn (Town Clerk)


134 APOLOGIES FOR ABSENCE

Councillors E A Brenton (North Ward – Personal), Councillor Mrs Davies (East Ward – Personal) (answerphone message picked up post meeting), A T Inch (South Ward – Work commitments), P J Pester (South Ward – Personal).

135 DECLARATIONS OF INTEREST ON ITEMS ON THE AGENDA

Councillor Clarke declared a non-pecuniary interest in agenda item 10. (Involvement in New Year’s Eve).  Councillors P S Christie, S G Inch, D C Fulford, Mrs M Fulford and R Vanstone) declared a non-pecuniary interest in agenda item 10. (Councillor Clarke is a fellow Councillor). Councillor R Vanstone declared a non-pecuniary interest in agenda item 10. (Councillor Clarke is his brother-in-law).

136 PUBLIC PARTICIPATION SESSION OF 15 MINUTES DURATION

No Members of the public were present at the Meeting.

137 MINUTES

The Minutes of the Meeting held on 7 February 2013 were approved and signed as a correct record.

(Vote – For: 5,  Against: 0)

138 CHAIRMAN’S ITEMS

No items were raised.

139 ACCOUNTS

Members received the list of payments.

Proposed by Councillor Vanstone, seconded and

RESOLVED:  That the list of payments be approved

(Vote For: 5, Against: 0)

140 PROJECTS

The Town Clerk updated Members on the projects currently being progressed as follows:

Diamond Jubilee Commemorative Link

This has now arrived, and will be fitted once Bill Smith, jeweller, reopens in April.

Victoria Park

Members received the Executive Summary prepared by Torridge District Council.
Councillor Clarke advised the committee that a meeting had taken place on site between himself, Councillor Pester, Councillor S G Inch, and Mr D Jenkins TDC. The following issues were raised during the course of the meeting.

There are 4 mature trees in the area to be stabilised.  One of these must remain, but the future of the other 3 is still to be decided.  If they are removed a possible option would be for the Town Council to replace them with other mature trees elsewhere in the park or perhaps replace the dead trees on the Quay.
A ground improvement consultant should be engaged by the Town Council to provide a report on the ground for which the work is proposed.  This needs to be achieved quickly as the project plan will be considered by Torridge District Council on 12 April 2013.

Proposed by Councillor S G Inch, seconded and

RESOLVED:  That a maximum of £1,000 is taken from the Victoria Park budget to commission a report at the request of Torridge District Council from a ground improvement consultant.  Councillor Clarke is tasked with finding a suitable consultant.

(Vote For: 5, Against: 0)

(Councillor Christie arrived at the meeting).

141 TOWN AND PARISH FUND

Members gave consideration to making up the shortfall required by the projects being undertaken with Town and Parish fund project.

Proposed by Councillor Inch, seconded and
   
RECOMMENDED:  That a maximum of £5,000 is reserved to make up the shortfall in funds and that Councillor Pester is asked to provide further information on the proposed lighting scheme prior to the Town Council meeting.

(Vote For: 5, Against: 0)

142 COOPER STREET PROJECT BOARD

Members gave consideration to the request from Mr P Quincey, Torridge District Council, to nominate a representative to sit on a Project Board for Cooper Street.

Proposed by Councillor Vanstone, seconded and
   
RESOLVED:  That Councillor Simon Inch is nominated to sit on a Project Board for Cooper Street.

(Vote For: 6, Against: 0)

Councillor Clarke is progressing the design for the Cooper Street arch and it was agreed that this should be placed on the next SFGP agenda so an update may be provided.

143 GRANT – BIDEFORD FESTIVAL COMMITTEE

Members received the accounts from the Bideford Festival Committee and gave consideration to the grant to be awarded.

Proposed by Councillor Inch, seconded and
   
RECOMMENDED: That a grant of £15,000 is given to the Bideford Festival Committee on the understanding that the Bideford Festival Committee will organise the event in its totality and will hold the licence.

(Vote For: 5, Against: 0, Abstention: 1)

144 GRANT – WEST CROFT JUNIOR SCHOOL

Members received a letter from West Croft Junior School requesting financial support for a pupil support/community use building.  The following concerns were raised:

Councillor Clarke had corresponded with the school and been advised that the useable area within the building would be 8m x 10m. Members felt this would be not large enough for community use.
Members would like to see a business plan, outlining which groups West Croft envisage using the building and what income this would generate.
Members were concerned that West Croft had not applied to anyone else for funding, and suggested that they should apply to Devon County Council, Bridge Trust and other educational facilities.
Members also felt that as this was not an emergency application for a grant. West Croft should be invited to submit a grant application via the annual process.

Proposed by Councillor Vanstone, seconded and
   
RECOMMENDED:  That the grant application is declined at this time and that West Croft should be invited to apply during annual grant process and for a business plan to accompany their application.

(Vote For: 6, Against: 0)

(Councillor Inch left the meeting)

145 GRANT – NORTHERN DEVON SUSTAINABLE ENERGY FAIR

Members received a letter from Mr J Craigie requesting sponsorship for the Northern Devon Sustainable Energy Fair. 

Councillor Christie provided Members with information on the work of this group. He advised that the group show people how they can reduce fuel costs using the green deal.

Proposed by Councillor Clarke, seconded and
   
RECOMMENDED:  That Mr Craigie is provided with the Pannier Market for this event free of charge, be given £100 grant towards the event costs and that the event is advertised in the Town Council newsletter.

(Vote For: 5, Against: 0)

146 PART II CLOSED SESSION

Proposed by Councillor Clarke, seconded and
   
RESOLVED:  That in view of the confidential nature of the business about to be discussed, the meeting moves into part II.

(Vote For: 5, Against: 0)

147 CITIZEN’S AWARD

The Members discussed the nominations received for the Citizen’s Award

Proposed by Councillor Vanstone, seconded and
   
RESOLVED:  That the Citizen’s Award be given to Mr Woods.

(Vote For: 5, Against: 0)


148 STAFF APPRAISALS

Members noted the contents of the Staff Appraisals for the Town Clerk, Deputy Town Clerk, Town Clerk’s Assistant and the Market Officer. 

Proposed by Councillor Vanstone, seconded and

RESOLVED:

That the Market Officer be given an increase of 1 SCP.

(Vote For: 5, Against: 0)

Proposed by Councillor Fulford, seconded and

RESOLVED: That the appraisal for the Town Clerk’s Assistant is noted.

The Town Clerk was asked to thank the post holder for her very positive contribution since joining the Council.

(Vote For: 5, Against: 0)

Proposed by Councillor Inch, seconded and

RESOLVED: That the appraisal for the Deputy Town Clerk is noted.

(Vote For: 5, Against: 0)
 
Proposed by Councillor Fulford, seconded and

RESOLVED: That the appraisal for the Town Clerk is deferred to the next SFGP meeting when the Mayor will be present to apprise Members more fully of her performance and duties.

(Vote For: 5, Against: 0)

The business of the meeting having been completed, the Chairman thanked the members for their attendance and the meeting concluded at 7.25 pm.

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



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





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