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Minutes of the Staffing, Finance & General Purposes Committee held in the Council Chamber, Town Hall, Bideford on Thursday 27 April 2017 at 6.30 pm

PRESENT:   

North Ward:   
Councillor D Bushby
Councillor P S Christie
Councillor P J Pester
Councillor D McGeough

South Ward:   
Councillor D G Brenton
Councillor S G Inch (Chairman)
Councillor R Wootton

South (Outer) Ward:   
Councillor D Howell (Town Mayor)

East Ward:   
Councillor M Langmead

IN ATTENDANCE:   
Mrs H J Blackburn (Town Clerk)
Mrs J Willoughby President, Elect, Bideford Rotary Club.

142   APOLOGIES FOR ABSENCE

All Committee Members were present at the meeting.

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

There were no declarations of interest.

144   PUBLIC PARTICIPATION SESSION OF 15 MINUTES DURATION

Mrs Willoughby, President Elect of the  Rotary Club spoke in support of their grant application.  She advised that they had not been able to submit an application in October as the decision to hold the Water Festival had not been confirmed at that point.  Mrs Willoughby explained that all the planning for the Water Festival is undertaken by volunteers and that the event is put on for the community with the proceeds going back into the community.

145   MINUTES

The Minutes of the Meeting held on 30 March 2017 were approved and signed as a correct record. 

(Vote – For: 9, Against: 0,)

146   CHAIRMAN’S ITEMS

The Town Clerk advised :

•     That she would like to start the recruitment process for the additional admin assistant and it was agreed that she would work with Councillor Howell during the recruitment process.

•     That she and the Town Clerk’s assistant required replacement chairs as well as office furniture for new the Member of staff. Councillor McGeough advised that he had a spare office chair at home that he would be happy to donate.  The Town Clerk thanked him for his generosity.  Councillor Langmead also suggested that The Town Clerk check with Torridge District Council whether they had any spare office furniture.  It was agreed however that the required office furniture could be purchased should the alternative enquiries not yield the appropriate furniture.

•     Lavington Church has asked for a letter of support from The Town Council saying that the building is of historic importance.  This was agreed.

147   ACCOUNTS

Members received the list of payments.

The Town Clerk advised that she had just received an email from the Town Clerk of Barnstaple requesting the second payment of £4,000 towards the North Devon Records library that had been agreed last year, and provided for in the budget. This was agreed.
   
Proposed by Councillor  Pester, seconded and

RESOLVED:  That the draft list of payments is approved and that a payment of £4,000 to the North Devon Records Library is added.

(Vote – For:  9, Against: 0)

INTERNAL FINANCE INSPECTOR’S REPORT

Members considered the Internal Finance Inspector’s report. The Committee thanked Councillor Bushby for his work as Internal Finance Inspector.

Proposed by Councillor  Howell, seconded and

RESOLVED:  That the Internal Finance Inspector’s Report for the period 1 January – 31 March 2017 is approved.

(Vote For: 9, Against: 0)

NON-EARMARKED FUNDS

Members gave consideration to the allocation of the non-earmarked funds of £62,457.

Proposed by Councillor Pester, seconded and

RECOMMENDED:  That the non-earmarked funds of £62,457 are allocated to the Town Project fund.

(Vote For: 9, Against: 0)

148   MANOR COURT PRESENTMENTS 

Presentment Number 1:

“That Bideford Town Council consider providing digital noticeboards in the centre of town with interconnecting displays at Atlantic Village and East the Water.  For the use of Council and public information, events and offered to local businesses for advertising.”

Councillor Howell advised that this was being progressed by The Tourism Committee.  He said that the costings had been looked at, and the proposal was to site an interactive notice board at the former Coastguard’s office, which should become vacant shortly.

Presentment Number 2:

“As you approach Bideford from Torrington, “The Welcome to Bideford” sign is obscured by overgrowth which needs to be removed.  Also, the bushes need to be cut back along New Road between the end of Torridge Hill and the beginning of Ford Rise.  The pavement is very narrow and the protruding bushes make it difficult to walk safely.”

Presentment Number 2 has already been completed by the Maintenance Operatives.

Presentment Number 3:

“There are a large number of graffiti tags appearing within the town.  That this Council writes to the local Constabulary to ascertain their progress with their investigations.  And to explore the possibilities of finding a designated area for graffiti artists.”

Councillor Bushby advised that the Town Centre Partnership had recently been briefed on this issue by the Police and that it is an ongoing problem.  An offender has been apprehended recently who subsequently took part in cleaning off the graffiti, but there are other offenders at large.  Councillor Christie advised that there is a designated graffiti area at the skate-park, but it could be that Torridge District Council re-site this.  It was agreed that the Town Clerk should write to the Police and ask for an update on graffiti issues in Bideford.

Proposed by Councillor  Inch, seconded and

RESOLVED:  That The Town Clerk writes to the Police and asks for an update on graffiti issues in Bideford.

(Vote For: 9, Against: 0)

149   GIFTING OF THE BRONZE STATUE OF TARKA THE OTTER

Members gave consideration to the letter from the Town Centre Partnership offering to gift The bronze statue of Tarka The Otter, to Bideford Town Council. Members were happy to accept the gift of the Otter but were concerned that it is currently being used as a Memorial.  They discussed how long flowers should be left before being cleaned up.  Councillor Wootton suggested that a policy was required.

Proposed by Councillor Bushby, seconded and

RESOLVED:  That the gift of the Otter is accepted by Bideford Town Council.

(Vote – For:  9,  Against: 0)

150   TAP FUNDING REQUEST FROM INTAGR8

Members gave further consideration to the TAP funding request document from IntaGR8.  Members discussed whether this is an appropriate use of council resources and had concerns that they don’t know how many people are likely to attend the Bideford Pride event.  Members also felt that a considerable amount of money was being spent on security.  As Members felt that there were other projects in the Town which would benefit from TAP funding, it was agreed to support an application for the reduced amount of £1,000.

Proposed by Councillor McGeough, seconded and

RESOLVED:  That Bideford Town Council will support a TAP fund application for £1,000.

(Vote – For: 7, Against: 2)

151   EMERGENCY GRANT REQUEST

Members considered an Emergency grant request from the Rotary Club towards the Bideford Water Festival.  They agreed that it is a well organised event, run by volunteers, with any proceeds being raised, remaining within the community.

Proposed by Councillor Howell, seconded and

RECOMMENDED:  That an emergency grant of £2,000 is awarded to the Rotary Club for the Water Festival.

(Vote For: 9, Against: 0)

152   TREE SURGERY AT FORD WOODS

Members considered the requirement for tree surgery to a Douglas Fir at Ford Woods.

Proposed by Councillor Langmead, seconded and

RESOLVED:  That Taw and Torridge Tree Surgeons are asked to remove the Douglas Fir at Ford Woods

(Vote For: 9, Against: 0)

153   REFURBISHMENT OF MILL ST AND ALLHALLAND ST

Members considered the funding shortfall for the refurbishment of Mill Street and Allhalland Street.  The Town Clerk advised that The Highways Officer had emailed her to say that essentially the Town Council has until the end of July to find the funds or Devon County Council will go ahead and reseal / make good a repair area of the bricks over their worst condition lengths. He also suggested that the funds available could be used to deliver Allhalland St. 

Members did consider the funds available, and what the short fall would be to deliver Mill Street.  It was however felt that the issue should be deferred until after the County Council elections, when much more pressure could be put on the incoming County Councillors to look after their own property. Councillor Bushby suggested a delegation to County Hall.  It was reiterated that Mill Street is in a terrible state.  Councillor Pester suggested carrying out the work and billing Devon County Council, but it was felt that this was a risky strategy.

Proposed by Councillor Brenton, seconded and

RESOLVED:  That the decision on how to proceed with the refurbishment of Mill Street and Allhalland Street is deferred until after the Devon County Council elections.

(Vote For: 9, Against: 0)

154   VISIT TO MANTEO BY A MEMBER OF THE ROTARY CLUB

Members received information about a visit to Manteo by a member of Bideford Rotary and considered sending greetings from Bideford Town Council.

Proposed by Councillor Howell, seconded and 

RESOLVED:  That The Town Crier is asked to proclaim greetings from Bideford, which will be recorded and sent digitally.  In addition, Bideford Town Council will provide a town shield and a copy of the heritage trail.

(Vote For: 9, Against: 0) 

155   FRAMED PICTURE OF BIDEFORD

Members viewed a framed picture of Bideford brought in by a local historian and considered whether the Town Council would like to purchase it via a donation to charity.

Proposed by Councillor  Howell, seconded and 

RESOLVED:  That The Town Clerk writes to The owner of the picture and thanks them for the offer, but declines as we do not have anywhere to display it and it would be a shame to keep in storage.

(Vote For: 9, Against: 0) 

156   MAINTENANCE OPERATIVES

Members received an update on the tasks undertaken by the Maintenance Operatives. Councillor Langmead asked why work was being undertaken at the Railway Station and environs as he felt these areas should be maintained by The Royal Hotel/ Railway group.  He suggested the Royal Hotel should be billed for the completed work.  Councillor Christie raised the issue of  blocked drains, which has also been flagged up to Mr Slocombe.  Clearance of the drains may require specialist equipment. Councillor Christie asked when the sewer vents were likely to receive attention.  The Town Clerk advised that The Operatives were very occupied with grass cutting at the moment, and also had a long list of tasks that they were working their way through.  There was further discussion about recouping costs for the work undertaken by the operatives, especially as we are likely to need a third operative before too long. The Town Clerk advised that although The Town Council is not receiving an income from their work, we are making considerable savings on work that we have paid third parties to complete in previous years.  For example, £6,000 was spent last year, on just two grass cuts.

Proposed by Councillor  Howell, seconded and 

RESOLVED:  That The Town Clerk writes to The Royal Hotel and asks if they would make a contribution towards the maintenance work that has been carried out in the vicinity of the Royal Hotel.

(Vote For: 9, Against: 0) 

157   PART II CLOSED SESSION
Proposed by Councillor Inch, 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: 9, Against: 0)

158   CITIZEN’S AWARD

There is a confidential minute associated with this item.

159   YOUNG CITIZEN’S AWARD

There is a confidential minute associated with this item.

160   Proposed by Councillor Inch, seconded 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 7.40 pm.

 


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