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Draft Minutes of the Staffing, Finance & General Purposes Committee held in the Council Chamber, Town Hall, Bideford on Thursday 30 April 2015 at 6.00 pm

PRESENT:   
North Ward:   
Councillor Mrs E A Brenton
Councillor Mrs M Fulford
Councillor T J Johns

South Ward:
Councillor A T Inch
Councillor S G Inch
Councillor P J Pester (Chairman)

East Ward:   
Councillor M C Langmead (Town Mayor)
Councillor D M Ratcliff
Councillor R Vanstone

IN ATTENDANCE:   
Mrs H J Blackburn (Town Clerk)
Councillor D G Brenton
Councillor P S Christie
Councillor D C Fulford
Ms M Clarke – Burton Art Gallery
Mr S Corless – Bideford Rotary Club
Mr R Durrant – Friends of Ford Woods

118.  APOLOGIES FOR ABSENCE

None

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

Councillor A Inch declared a non-pecuniary interest (Member of a Rotary Club – although not the Bideford Branch).

Councillor  Langmead declared a non-pecuniary interest (Member of the Burton Working Group).

120.  PUBLIC PARTICIPATION SESSION OF 15 MINUTES DURATION

Mr R Durrant addressed the Committee and spoke in support of agenda item 11. (access into Ford Woods).  He explained the history of the access issues and requested that Torridge District Council be asked to remove the Heras fencing to allow free access into the Woods for all.

Ms M Clarke addressed the Committee and spoke in support of agenda item 13. (Funding to support the Burton Art Gallery and Museum becoming a Trust).  She outlined the advantages to the local economy afforded by the Burton, its original establishment by Thomas Burton, former Mayor of Bideford, and how the establishment of a not for profit charitable trust would enable the Burton to become a more sustainable and profitable enterprise.

Mr S Corless spoke on agenda item 8. (Rotary Club of Bideford grant request towards the Water Festival).  He apologised for the grant request being outside the usual grant period and explained his reason for the delayed application.  He advised that any grant given by the Town Council would only be used to cover expenses.  Money raised over and above expenses is used to support local causes.

121.  MINUTES

The Minutes of the Meeting held on 12 March 2015 were approved and signed as a correct record. 

(Vote – For: 9,  Against: 0)

122.  CHAIRMAN’S ITEMS

•  The Clerk advised that a number of letters had been received from grant recipients thanking Bideford Town Council for supporting their organisations.
•  A calligrapher will be coming in to the Town Hall to update the scroll of Past Mayors in June.
•  The Councillors’ robes have all been dry-cleaned, and a seamstress will be affecting small repairs to them over the next few weeks.

123.  ACCOUNTS

a.  Members received the list of payments.

Members raised questions as follows:

•  PV 067: Payment to service St. Mary’s Clock.  Councillor Christie was able to advise that this dated back to an agreement made between the Town Council and St. Mary’s Church in 1864.
•  PV 065: Cost of End of Term Photograph.  Councillor Johns felt that the photographer had perhaps under-priced his services.
•  DC02, DC05:  Councillor Ratcliff questioned why the Town Council funds the Landivisiau Twinning Reception, when the Twinning Association are also given a grant. (At this point Councillor A T Inch declared a non-pecuniary interest – Member of the Twinning Association).  Other Members advised that the reception provided by Bideford Town Council is modest compared to that provided by the French on the return visit to France. It was suggested by Councillor Ratcliff that Members consider the money spent on the reception by the Town Council when allocating grant funding to the Twinning Association.

Proposed by Councillor S G Inch, seconded and

RESOLVED:  That the list of payments be approved.

(Vote For: 9, Against: 0)

b.  Members received and approved the Council’s Internal Finance Inspector’s Report for the period 1 January to 31 March 2015.

Proposed by Councillor  A T Inch, seconded and

RESOLVED:  That the Council’s Internal Finance Inspector’s Report for the period 1 January to 31 March 2015 is approved.

(Vote For: 9,  Against: 0)

The Chairman thanked Councillor Ratcliff for his work as Internal Finance Inspector.

124.  ORDER OF BUSINESS

Proposed by Councillor Vanstone, seconded and

RESOLVED:  That the order of business be changed to allow agenda item 7 to be discussed as the last agenda item once other funding decisions are made.

(Vote For: 9,  Against: 0)

125.  BIDEFORD WATER FESTIVAL – GRANT REQUEST

Members gave consideration to the letter from the Rotary Club of Bideford requesting a grant towards the Water Festival.

Members expressed concern that the grant request was outside the normal grant period, and did not appear to constitute an emergency request, although there was general support for the event itself.  One Member suggested that in future years the Rotary Club could consider applying for a grant for the Water Festival, based on average funding requirements from previous years, and then apply for a small top up grant if required, once the event details had been worked out.

Councillor Ratcliff suggested that a framework is introduced for how to deal with non-emergency grants received outside the usual grant period.

Proposed by Councillor Mrs Brenton, seconded and 

RECOMMENDED:  That a grant of £2,500 is awarded to the Rotary Club of Bideford towards The Water Festival in 2015 and that they are asked to apply within the normal grant application period in future.

(Vote For: 5, Against: 0, Abstentions: 4)


126.  TORRIDGE VOLUNTEER CARS – GRANT REQUEST

Members gave consideration to the letter from the Torridge Volunteer Cars requesting a contribution towards their funds.

Proposed by Councillor  Pester, seconded and 

RESOLVED:  That a grant of £1,000 is awarded to Torridge Volunteer Cars.  They are to be reminded to apply within the normal grant application period in future and should be asked to approach some of the outlying parishes that they service for grant support.  Evidence of this should be detailed in their next grant application to Bideford Town Council.

(Vote For: 9, Against: 0)

127.  PROJECT UPDATE

The Town Clerk advised that she and Councillor Pester had met with Tonia Quance from Businesses of Bideford, Sean Kearney and John Adams, Torridge District Council and Miranda Clarke from the Burton Art Gallery to view where a cycle shelter and hoops could be located within the town.  A suitable location for a covered shelter was not identified, but a number of areas were selected as suitable for cycle hoops.  Sean Kearney has given permission for the hoops to be located in the selected areas on the District Council land and the Town Clerk has written to Devon County Council requesting permission to install hoops on their land.

The Town Clerk’s Assistant has received a quotation in excess of £12,000 for installing matting around the war memorial area.  She is currently looking at sourcing the matting and installation separately as this may be a more cost effective option.  She has obtained a number of different samples and the next step will be to meet with the Torridge Officer responsible for the park to see which of the mattings he would allow to be installed.

128.  FORD WOODLAND
Members received an email from a householder at Catshole Lane requesting permission to install a lockable gate into the woods.  Discussion centred around whether there is a right of way across the estate adjacent to the woodland and the consensus by Members that any access into the woods should not be via a locked gate, but rather some form of open access.

Proposed by Councillor Vanstone seconded and 

RESOLVED:  That Bideford Town Council agrees in principle to an open entrance however it does not agree to incur any set up or maintenance costs. The Town Clerk is instructed to ask Torridge District Council to remove the Heras fencing.

(Vote For: 9, Against: 0)

129.  GRENVILLE MANOR HOUSE

a.  The Town Clerk read out the following statement received from Councillor Powell:

"Following a call from one of the Trust's Benefactors, it is understood that they can no longer guarantee their Letter of Intent to invest in securing the Grenville Manor-House for the people of Bideford.
They state that this is in no way a reflection on the Trust or its Trustees who have provided and satisfied all requests made of them. They have apologised for the fact that the monies intended have been found to be subject to a complex Probate situation which is unlikely to be resolved within a reasonable timescale. Therefore, they are obliged to withdraw their Letter of Intent for legal reasons.
As the Trust understands it, since it can no longer furnish the Town Council with the Letters of Intent for the balance of the funds required to purchase the building, the Grant is de facto withdrawn. As such, the owners will now proceed with their Planning application to divide No.3 from the remaining parts of the Manor-house. While the Trust will continue to attempt to save the Manor-house, at the point in which No.3 is finally sold to a third party, this project to provide a Cornerstone for the regeneration of the town will join the campaign to save the 'Kathleen and May' Schooner as another lament for Bideford as the project will no longer be viable.
The Trust wish to acknowledge the support of the Mayor, Councillors David Howell, and Tony Inch, and those other members of the council who have expressed their positive support for the campaign."

(Councillor A T Inch left the meeting)

Proposed by Councillor Mrs Brenton, seconded and

RESOLVED:  That a letter is sent to The Trust, via Councillor Powell to acknowledge his statement and advise that the funds of £100,000.00 provisionally allocated to the project will be withdrawn and put back into the Town Council Regeneration Project budget.

(Vote For: 8, Against: 0)

b.  This item was not discussed as the terms of the grant had not been met.

130.  NOTICE OF MOTION

Members gave consideration to the following Notice of Motion – Councillor P S Christie.

“That this Council supports the establishment of the Burton Art Gallery and Museum as a Trust by providing £20,000 “seed money.”

Councillor Christie spoke in support of the Burton Art Gallery and Museum and its role as a major attraction within Bideford. He also referred to it being a major part of our heritage and that our future lies in our heritage. He said that Trust Status will allow the Burton to draw down other money into Bideford.  Other Members discussed whether the library may move alongside the Burton, the £100,000.00 that had previously been available for a library hub, and ring-fencing any funds provided, so that they are not used for staff costs.  Further reading of the summary document provided by Ms Clarke however revealed that the money requested from Bideford Town Council was not for expenditure on staff.

Proposed by Councillor Langmead, seconded and

RECOMMENDED:  That the sum of £20,000 is provided to support the establishment of the Burton Art Gallery and Museum as a Trust with the provision that there is one Member of the Council on the Board of Trustees.

(Vote For: 9, Against: 0)

131.  NOTICE OF MOTION

Members gave consideration to the following Notice of Motion – Councillor S G Inch:

“To give consideration to two supplementary grass cuts to all Devon County Council maintained verges in Bideford using the existing contractors (ISS)” and make a recommendation to Council.”

Proposed by Councillor  S G Inch, seconded and

RECOMMENDED:  That this Notice of Motion is supported with the funds (£5887.02)  being requested from the Town and Parish fund  or from the General Project Fund if the former application should not be approved.

(Vote For: 8, Against: 0)

132.  NOTICE OF MOTION

Members gave consideration to the following Notice of Motion – Councillor S G Inch:

“To give consideration to supporting Armed Forces Day (with TDC as Project Lead.)”

Proposed by Councillor S G Inch, seconded and

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

(Vote For: 8, Against: 0)

133.  NON-EARMARKED FUNDS

Members gave consideration to the allocation of the non-earmarked funds of £47,765.00.

Proposed by Councillor Langmead, seconded and

RESOLVED:  That the non-earmarked funds of £47,765.00 are allocated to the Town Project fund.

(Vote For: 8, Against: 0)

134.  The Chairman and Mayor extended thanks to Councillor Vanstone and Councillor Mrs Fulford for their services to the SFGP Committee, as they were not re-standing for Council.
The business of the meeting having been completed, the Chairman thanked the members for their attendance and the meeting concluded at 7.12 pm.

Minutes of the Staffing, Finance & General Purposes Committee held in the Council Chamber, Town Hall, Bideford on Thursday 12 March 2015 at 6.00 pm

PRESENT:
North Ward:
Councillor Mrs E A Brenton
Councillor Mrs M Fulford
Councillor T J Johns

South Ward:    
Councillor S G Inch
Councillor P J Pester (Chairman)

East Ward:
Councillor M C Langmead (Town Mayor)
Councillor D M Ratcliff
Councillor R Vanstone

IN ATTENDANCE:    
Mrs H J Blackburn (Town Clerk)

102  APOLOGIES FOR ABSENCE
Councillor A T Inch (South Ward – Work Commitments).  (Councillor A T Inch had given his apologies prior to the meeting, and reminded the Clerk of the occasion following the meeting, as she had not tendered them on his behalf).

103  DECLARATIONS OF INTEREST AND ANY REQUESTS FOR DISPENSATION ON ITEMS ON THE AGENDA
None.

104  PUBLIC PARTICIPATION SESSION OF 15 MINUTES DURATION
No Members of the public were present at the meeting.

105  MINUTES
The Minutes of the Meeting held on 22 January 2015 were approved and signed as a correct record.  

(Vote – For: 8,  Against: 0)

106  CHAIRMAN’S ITEMS
•  The Clerk advised that a further letter had been received from Saga Law, following their unsuccessful attempt to claim damages from South West Highways after their client’s collision with a lamp post banner.  The Clerk was instructed to forward the letter from our insurance company who were consulted on the matter and who repudiated the claim.
•  Stepping Stones from East the Water have provided the Town Clerk with further quotations for the building work that has been completed, in compliance with their grant conditions.  They have sent their thanks to the Town Council for the grant
•  The Town Clerk advised that the office laptop which is used to take minutes at meetings is failing.  It was agreed that she should purchase a replacement laptop, with the appropriate software.  She agreed to include local companies when prices are compared prior to purchasing the laptop.

107  ACCOUNTS
a.  Members received the list of payments.

Proposed by Councillor  Mrs Brenton, seconded and
RESOLVED:  That the list of payments be approved.

PV number 351 was queried.  (The Clerk clarified following the meeting that the amount was for six loads and not one, as shown on the payment list.)

PV 353 – It was noted that Bideford Football Club had cleaned the wall well at Kingsley Road.  Councillor Mrs Brenton advised that Councillor Brenton has approached the Art Department at Bideford College, with a view to them repainting the wall.

(Vote For: 8, Against: 0)

b.  Members received and approved the Council’s Internal Finance Inspector’s Report for the period 1 October to 31 December 2014.

Proposed by Councillor Mrs Brenton, seconded and
RESOLVED:  That the Council’s Internal Finance Inspector’s Report for the period 1 October to 31 December 2014 is approved.

(Vote For: 8, Against: 0)

Proposed by Councillor Langmead, seconded and
RESOLVED:  That a vote of thanks is extended to Councillor Ratcliff for his work as Internal Finance Inspector.

(Vote For: 8, Against: 0)

c.  Members reviewed and approved the Council’s Statement of Internal Control dated March 2015.

Proposed by Councillor  Mrs Brenton, seconded and
RESOLVED:  That the Council’s Statement of Internal Control dated March 2015 is approved.

(Vote For: 8, Against: 0)

d.  Members reviewed and approved the Council’s Risk Management Paper dated March 2015.

Proposed by Councillor Langmead, seconded and
RESOLVED:  That the Council’s Risk Management Paper dated March 2015 is approved.

(Vote For: 8, Against: 0)

108  PROJECT UPDATE
Gym equipment - This is due to be installed on Wednesday 18 March unless the weather is inclement.  A covered cycle shelter will be located next to the installation as part of the TAP project to provide more cycle storage provision.  It was suggested that a sign is put on the shelter to advise when the park is locked.

Port Memorial – The Town Clerk advised that preparations are being made for the Port Memorial Gardens to be officially opened on 11 April 2015 at 11.00 am.

109  REPAIR TO QUAY BENCHES
Members received the quotation for the Quay benches.
 
Proposed by Councillor Ratcliff seconded and  
RESOLVED:  That the quotation from G Marsh is accepted.

(Vote For: 8, Against: 0)

110  MEMBERS’ ALLOWANCES
Members noted the report.

Proposed by Councillor Inch, seconded and
RECOMMENDED:  That the allowances rate remains unchanged for the Financial Year 2015/2016.

(Vote For: 8, Against: 0)

111  UNDERBRIDGE LIGHTS
Members discussed the requirement to inspect the lights and agree what is needed.  

Proposed by Councillor Ratcliff, seconded and  
RESOLVED: That this item is deferred until more information is available.

(Vote For: 8, Against: 0)

112  NORTHERN DEVON SUSTAINABLE ENERGY COMMUNITY INTEREST COMPANY – GRANT REQUEST
Members gave consideration to the letter from the Northern Devon Sustainable Energy Community Interest Company requesting grant funds towards promoting an event in the Pannier Market.

Members expressed concern that the grant request was outside the normal grant period, and did not appear to constitute an emergency request.

Proposed by Councillor Vanstone, seconded and  
RESOLVED:  That the grant request is refused on the grounds that it is not an emergency grant request and is outside the normal grant period. The applicant will be advised that if the details are forwarded to the Town Clerk, the event will be advertised on the Bideford Town Council website.

(Vote For: 6, Against: 2)

A counter-proposal:  (That £200 is awarded but in future The Town Council will not be able to countenance any applications which are received outside the grant period, unless they are of an emergency nature) had been put forward by Councillor Mrs Brenton, and seconded, but did not go to the vote, as the first proposal was carried.

113  DEVON BIO-DIVERSITY RECORDS CENTRE
Members gave consideration to the letter from the Devon Biodiversity Records Centre requesting permission for a free wildlife survey within Ford House Wood.

Proposed by Councillor Mrs Brenton, seconded and  
RESOLVED:  That the Devon Biodiversity Records Centre is given permission to conduct a free wildlife survey within Ford House Wood.

(Vote For: 8, Against: 0)

The Clerk was asked to check if The Town Council will be able to publish/use the report when it has been completed.

114  FORD WOODLAND
a.  Members discussed a letter from the Tree Officer at Torridge District Council advising that the Tree Preservation Order placed on the trees at Ford Woodland was never confirmed and is not valid. Councillor Inch was concerned that the trees would not be sufficiently protected.

Proposed by Councillor Mrs Brenton, seconded and  
RESOLVED:  That the letter is noted.

(Vote For: 8, Against: 0)

b.  Members gave consideration to a letter from a householder at Rowe Close requesting permission to engage Taw and Torridge Tree Surgeons to undertake some tree surgery at the rear of his property.

Proposed by Councillor Mrs Brenton, seconded and  
RESOLVED:  That permission is granted to the householder at Rowe Close to  undertake tree surgery at the rear of his property on the following conditions:
•  Before the work commences the Town Clerk/Chairman of SFGP must be provided with a more detailed specification of the work to be undertaken in order for them to agree it.  The    work should be in line with that authorised by Torridge District Council in 2012.
•  The work should be undertaken by Taw and Torridge Tree Surgeons as specified in the application, and who must have the appropriate insurances and risk assessments in place.
•  The work is to be done at the householder’s own cost, with no liability to Bideford Town Council.
•  The work should be undertaken outside the nesting season.

(Vote For: 8, Against: 0)

115  ADMISSION TO PENSION SCHEME.
Information regarding the admittance of the Town Clerk’s Assistant to the Pension Scheme had been provided to Members in the meeting report.

Proposed by Councillor Langmead seconded and
RESOLVED:  That Lesley Caron Dixon-Chatfield, the present holder of the post of Town Clerk’s Assistant, employee of Bideford Town Council, becomes a member of the Local Government Pension Scheme under the Local Government Pension Scheme Regulations 1997.

(Vote For :  8,  Against: 0)

PART II CLOSED SESSION

Proposed by Councillor Vanstone 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:  8,  Against: 0)

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

There is a confidential minute associated with this agenda item.  

b.  Proposed by Councillor Langmead, seconded and
RESOLVED:  That in future, annual appraisals will be conducted a month prior to the anniversary of the Employee being engaged in their role.

(Vote For: 8,  Against: 0)

117  CITIZEN’S AWARD
The Members discussed the nominations received for the Citizen’s Award

Proposed by Councillor Langmead, seconded and
RECOMMENDED:  That the Citizen’s Award is made as specified in the Confidential Minute 117.

(Vote For: 8,  Against: 0)

The Town Clerk was asked to ensure that the nomination forms for the Young Citizen’s Award are distributed more widely next year (Bideford College, Sure Start Centre) to encourage applications.

The business of the meeting having been completed, the Chairman thanked the members for their attendance and the meeting concluded at 7.45 pm.
 


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