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Staffing, Finance & General Purposes Committee - 11 February 2021

Written by claire parsons. Posted in Staffing, Finance & Gen. Purposes Minutes

Minutes of the Staffing, Finance & General Purposes Committee held via Zoom on Thursday 11 February 2021 at 6.30 pm

PRESENT:

North Ward:

Councillor D Bushby (Chairman)
Councillor P S Christie
Councillor D McGeough

South Ward:

Councillor R Wootton

East Ward:

Councillor Mrs R Craigie
Councillor Mrs J Gubb (Vice-Chairman)
Councillor Mrs L Hellyer
Councillor J McKenzie

West Ward:

Councillor D Ratcliff

IN ATTENDANCE:

Mrs H J Blackburn (Town Clerk)

205.    APOLOGIES FOR ABSENCE

There were no apologies for absence.

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

There were no declarations of interest.

207.    PUBLIC PARTICIPATION SESSION OF 15 MINUTES DURATION

No Members of the public were present at the meeting.

208.    MINUTES

Proposed by Councillor McKenzie and seconded by Councillor Bushby, the minutes of the meeting held on 07 January 2021 were approved and signed as a correct record.

(Vote – For: 8, Against: 0)

209.    CHAIRMAN’S ITEMS

The Town Clerk advised that the Annual Parish meeting is scheduled for 20 April 2021. In the current circumstances, the meeting will need to take place by zoom, and the grant cheques will need to be sent out by post. The grant recipients will be welcome to attend the Annual Parish meeting if they so wish. All Members agreed to this course of action. The Town Clerk said that she would place a newspaper advertisement advertising that the Annual Parish Meeting will take place via zoom.

(Councillor Wootton joined the meeting)

210.   ACCOUNTS

a.       Members received the list of payments.

Proposed by Councillor McKenzie, seconded by Councillor Bushby and

RESOLVED: That the draft list of payments is approved.

(Vote – For: 9, Against: 0)

b.       STATEMENT OF INTERNAL CONTROL

Members reviewed and approved the Council’s Statement of Internal Control for the Financial year 2020 – 2021.

Proposed by Councillor Bushby, seconded by Councillor Mrs Hellyer and

RESOLVED: That the Council’s Statement of Internal Control for the Financial year 2020 – 2021 is approved.

(Vote – For: 9, Against: 0)

c.      RISK MANAGEMENT PAPER

Members reviewed the Council’s Risk Management Paper.

Proposed by Councillor Bushby, seconded by Councillor Wootton and

RESOLVED: That the Council’s Risk Management Paper is approved.

(Vote – For: 9, Against: 0)

d.      FINANCIAL REGULATIONS

Members reviewed the Council’s Financial Regulations

Proposed by Councillor Bushby, seconded by Councillor Ratcliff and

RECOMMENDED: That the Council’s Financial Regulations are approved.

(Vote – For: 9, Against: 0)

211.   TREES ALONG BIDEFORD QUAY

Members considered pruning the trees along Bideford Quay which are growing into the festoons.

Proposed by Councillor Bushby, seconded by Councillor Mrs Gubb and

RESOLVED: That the trees along Bideford Quay are pruned and that Gavin Hendry is invited to undertake the work, on the proviso that the Horse Chestnut is trimmed away from the festoons. The work will need to take place either before or after the nesting season.

(Vote – For: 9, Against: 0)

212.    ADOPTION OF THE “ROPEMAKER”

Members considered correspondence from Bideford 500 for the Town Council to adopt the “Ropemaker” figure which has been commissioned from Bill and Peach Shaw.

Proposed by Councillor Bushby, seconded by Councillor McGeough and

RESOLVED: That Bideford Town Council adopts the “Ropemaker” figure from Bideford 500 once it has been installed.

(Vote: For: 9, Against: 0)

213.   HANGING BASKETS

Members reviewed whether a contribution towards the hanging baskets should be requested from traders.

Councillor Bushby suggested that if agreed, he could drop a letter in to each business in town asking for a small donation towards the hanging baskets.

Proposed by Councillor Bushby, seconded by Councillor McGeough and

RESOLVED: That a small donation is requested from each business in town towards the cost of the hanging baskets.

(Vote – For: 9, Against: 0)

214.    EMERGENCY PLANNING COMMITTEE RECOMMENDATION

Members considered the recommendation from the Emergency Planning Committee concerning Council staff support and access to vehicles in out of hours, emergency situations.

Members raised questions about what type of emergency is being considered and who would control the incidents. Members of the Emergency Planning Committee advised that assistance is being sought for occasional, out of the ordinary emergencies, where Councillors and staff would provide support/back-up to the emergency services. It would be for the emergency services to control and command such incidents.

Proposed by Councillor Bushby, seconded by Councillor Christie and

RESOLVED: That discussions are entered into with the maintenance staff to see whether they would be willing to put themselves forward in an out of hours emergency situation, and if so, to agree a form of recompense. In the meantime, The Town Clerk will purchase an extra set of vehicle and lock up keys, to keep in the key safe in the office.

(Vote: For: 9, Against: 0)

215.    NOTICE OF MOTION, COUNCILLOR D BUSHBY:

“To extend the festoon lighting on the riverside of the Quay, so that it runs from opposite Tantons to shortly before the bus stop at the end of New Road.

Members considered Councillor Bushby’s Notice of Motion.

Councillor Christie asked if new festoon lighting will affect the trees along this stretch of the Quay. Councillor Bushby didn’t believe they would be affected.

Councillor Bushby advised that if the motion is supported, The Town Council/DS Electrical will need to liaise with Devon County Council for permissions, and it is likely that the Town Council will need to finance the work of a structural engineer to assess the existing lamp posts before this project can progress further.

Proposed by Councillor Bushby, seconded by Councillor McGeough and

RECOMMENDED: That the motion is supported, and that if required by Devon County Council, a structural engineer is engaged to assess the existing lamp posts.

(Vote: For: 9, Against: 0)

216.   NOTICE OF MOTION, COUNCILLOR D MCGEOUGH AND COUNCILLOR P CHRISTIE:

“We propose that Bideford Town Council install a plaque in the memory of our long serving crane driver, Michael Pryer.”

Members considered Councillor McGeough’s and Councillor Christie’s Notice of Motion.

Proposed by Councillor McGeough, seconded by Councillor McKenzie and

RESOLVED: That the motion is supported, and a plaque in the memory of Michael Pryer, depicting a crane, is placed on the bench closest to the area where the crane operates.

(Vote: For: 9, Against: 0)

217.   MAINTENANCE OPERATIVES

Members received an update on the tasks undertaken by the Maintenance Operatives.

The Town Clerk said that the Maintenance Team Supervisor had advised that the Kingsley Wall needs repainting. As the wall belongs to Torridge, permission will need to be sought. There is some paint left over from the last time the wall was painted, but more will need to be purchased. Members agreed.

The Town Clerk said that the Maintenance Team Supervisor had advised that the posts and rope along the Pill car park need refurbishing and some of the rope replacing. Members agreed.

Councillors McKenzie, Mrs Hellyer and Mrs Gubb noted that the team had done a fantastic job edging along Manteo way, and also gritting a number of pavements. They asked that the team are thanked for this work.

Councillor Christie asked that a leaflet is generated asking residents to report the owners of dogs who foul the pavements, to the Town Council. They can do so anonymously. The walkway by Marland Allotments is a particular issue, and he asked that a leaflet drop take place in this area. It was agreed that this activity should not take place until it is safe to do so, but in the meantime, the same request will be placed on social media. Councillor Mrs Hellyer asked that the Sentry Corner area is included in a future leaflet drop.

218.   PART II CLOSED SESSION

Proposed by Councillor Bushby, seconded by Councillor McGeough and

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

(Vote For: 9, Against: 0)

219.   STAFFING MATTERS

There is a confidential Minute associated with this item.

220.    Proposed by Councillor Bushby, seconded by Councillor McGeough and

RESOLVED: That the meeting returns to Standing Orders.

(Vote For: 9, Against: 0)

The business of the meeting having been completed, the Chairman thanked the members for their attendance and the meeting concluded at 19.16 pm.

 

The accounts for approval at the SFGP Meeting 11 February 2021


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