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Staffing, Finance and General Purposes Meeting 7 February 2013


 Minutes of the Staffing, Finance & General Purposes Committee held in the Council Chamber, Town Hall, Bideford on Thursday 7 February 2013 at 6.00 pm

PRESENT:
North Ward:
Councillor Mrs E A Brenton
Councillor D C Fulford
Councillor Mrs M P Fulford
South Ward:
Councillor A T Inch
Councillor S G Inch (Town Mayor)
Councillor P J Pester (Chairman)
South Outer Ward:
Councillor A T Powell (Substitute for Councillor S E L Clarke OBE).
East Ward:
Councillor M Langmead (Substitute for Councillor Mrs P Davies)
Councillor R Vanstone

IN ATTENDANCE:    
Mrs H J Blackburn (Town Clerk)
Mr R D G Coombes
Councillor D G Brenton

115 APOLOGIES FOR ABSENCE

Councillor Mrs P Davies (East Ward –Illness). Councillor S E L Clarke OBE (East Ward- Personal).

116 DECLARATIONS OF INTEREST ON ITEMS ON THE AGENDA

None declared.

117 PUBLIC PARTICIPATION SESSION

No members of the public were present at the meeting.

118 MINUTES

The minutes of the Meeting held on Thursday 3 January 2013 were approved and adopted as a correct record.


(Vote – For: 6, Against: 0, Abstention 3)

119 CHAIRMAN’S ITEMS

The Town Clerk provided Members with the various options for Town Council ties and scarves (to be purchased by individual Members).  The consensus of opinion was that burgundy, clip-on ties should be purchased from S Daw.

120 ACCOUNTS

a.The payments list was discussed.

Proposed by Councillor  Powell, seconded and

RESOLVED:  That the list of payments be approved

(Vote For:  9, Against: 0)

b.The Internal Finance Inspector’s Report for the period 1 October – 31 December 2012 was received.

Proposed by Councillor A T Inch, seconded and

RESOLVED:  That the lnternal Finance Inspector’s Report for the period 1 October – 31 December 2012 be approved and adopted.

(Vote For: 9, Against: 0)

The Committee requested that a vote of thanks be accorded to Councillor Pester for his work as Internal Finance Inspector.

121 THE LOCAL AUTHORITIES (MEMBERS’ ALLOWANCES) (ENGLAND) REGULATIONS 2003

The Town Clerk provided Members with details of the current allowances for Members and there was a discussion regarding the level for the financial year 2013/14.

Proposed by Councillor Mrs Brenton, seconded and

RESOLVED:  That the allowances for Members remain at the current level of £888 per annum and £2,500 (Mayor’s allowance).

(Vote For: 9,  Against: 0)

122 PROJECTS UPDATE

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

Manor Court Presentment 1. Restoration and cleaning of Charles Kingsley statue.

The Town Clerk advised that Orchard Stonemasons have now started the cleaning process.

Manor Court Presentment 4. Lighting around the Westcroft Walkway.

The Town Clerk is still waiting for permission from the Estates Department at Devon County Council and has chased them on this.

Diamond Jubilee Commemorative Link

Bill Smith, jeweller has provided a cost to fix the link and supply the linkage chain.  The cost depends on the amount of linkage required, and this will not be known exactly until the work is undertaken.  However, the maximum cost falls well within budget.  The two possible fixing methods were explained by the Town Clerk.

Proposed by Councillor Mrs Brenton, seconded and

RESOLVED:  That the Jubilee link be fixed to the Mayor’s chain via two side rings.

(Vote For: 9, Against: 0)

Victoria Park

The request to conduct stabilisation was taken to the Asset Management Committee on 4 February and the Town Clerk is awaiting an update from Torridge District Council following this meeting.

123 OWNERSHIP OF HEDGE ALONGSIDE WESTCROFT PATH.

The Town Clerk has requested information on the ownership of the hedge from Devon County Council and has been advised that the deeds show that the eastern half of the boundary is the responsibility of the adjoining owner to maintain. In respect of the western most half section of the path, the deeds are silent on the question of ownership of the boundary.

Proposed by Councillor Vanstone, seconded and

RESOLVED: That Councillor A T Inch provides the Town Clerk with the details of the householder who originally requested that the hedge be reduced in height.  The Town Clerk will write to the householder and provide details of the ownership of the two sides of the hedge and advise that it is not within Bideford Town Council’s remit to reduce the height of a hedge which it does not own.  

(Vote For: 9, Against: 0)

124 COOPER STREET ARCHWAY

A request has been received from the Project Manager, Torridge District Council to install an archway at the entrance to Cooper Street as there is a small project underspend.  Comments were also invited on the design. Various ideas were suggested and discussed.
Proposed by Councillor Powell, seconded and

RESOLVED:  
•That the Town Council would support an arch made of marine grade stainless steel, of a design similar to the mock up provided by Councillor Clarke.  The wording on the arch should read “Gateway to Historic Bideford.”  The costings for this proposal are estimated at about £12,000 and the Town Council would consider making up the shortfall from the money currently available.
•The Town Council would like to be involved in commissioning the arch  and would possibly approach Appledore Shipyard/Babcock International to make the arch.
•The Town Clerk was asked to make representation to Devon County Council and express disappointment in the delays to the Cooper Street project and advise that any increased costs incurred due to the delay should be borne by Devon County Council.

(Vote For: 9,  Against: 0)

125 TOWN TEAM MEMBER

A request has been received from the Town Team Working Group for a further member and it was suggested that the Chairman of SFGP should be approached.

Proposed by Councillor Mrs Brenton, seconded and

RESOLVED:  That Councillor Pester is nominated as a Member of the Town Team Working Group.

(Vote For: 9,  Against: 0)

It was agreed that the names of the Town Team Members should be passed on to Mr M Pearce as the Bideford Town Council representatives on the Atlantic Village Bideford Shop Working Group.

126 BUCKINGHAM PALACE GARDEN PARTY NOMINEE

A request has been received from DALC for a nominee for the Buckingham Palace Garden Party, which needs to be submitted by 8 February 2013.

Proposed by Councillor  Powell  seconded and

RESOLVED:  That the Mayor and Mayoress of Bideford, Councillor Simon Inch and Mrs Lorraine Inch be put forward as nominees for the Buckingham Palace Garden Party.

(Vote For: 9,  Against: 0)

127 WOODLAND SAFETY INSPECTION

The Town Clerk reported that the TDC tree officer is currently undertaking the woodland boundary survey.  Members considered the report provided by the Town Clerk with the agenda, which is attached and forms part of these minutes.

Proposed by Councillor Powell, seconded and

RESOLVED:  That a price be obtained from ISS for regular inspections of Ford House Woodland and for a foundation document detailing the trees along the significant boundaries.  Should ISS be engaged, Bideford Town Council should  retain the right to go out to competitive tender following their inspections. The Torridge District Council Tree Officer should be asked to review and update the management plan with the Town Clerk following his safety inspection of the woodland.

(Vote For: 9,  Against: 0)

128 LIGHTING MAINTENANCE

Members considered the report provided by the Town Clerk with the agenda which is attached and forms part of these minutes

Proposed by Councillor Pester , seconded and

RESOLVED:  That DS Electrical continues as the lighting contractor for Bideford Town Council with the budget figure set on an annual basis dependent on that year’s lighting requirements.

(Vote For: 9,  Against: 0)

129 ORDER OF BUSINESS

Proposed by Councillor Vanstone, seconded and

RESOLVED: That the order of business be changed to allow item 16. to be taken prior to item 15. as the response to item 15. is dependent on the recommendation of item 16.

130 NHS LETTER

Members considered the content of the letter received from the NHS regarding the medical provision on New Year’s Eve.

Proposed by Councillor Vanstone, seconded and

RESOLVED:  That the Town Clerk responds to the letter and advises that the organisation of the next New Year’s Eve is undecided, but the Town Council will forward the letter on to the organising committee, should one be put in place.

(Vote For: 9,  Against: 0)

131 NEW YEARS EVE

Members considered the letter from the Bideford Festival Committee during which the following points were made:

•The Festival Committee currently organise and run New Year’s Eve. Why should The Town Council dictate how they spend that grant money?

•    Objection was expressed to a number of points raised in the letter. Some Members felt that a tendering process should be put in place to ensure probity and value for money, whilst others felt that they should be allowed to run the event with the grant money, without interference from the Council.

•A recorded vote on the final resolution was requested

•There was disagreement concerning how many people attended the event.  One Councillor felt it was around 2,000 people whilst another felt a more accurate estimate was 8 – 10,000.

•There was discussion concerning whether the loss of an organised event would lead to unrest on the streets during New Year’s Eve and whether the emergency services would be ready for this.

•Several Members expressed the view that the group organising the event should do this in totality, which would include holding the licence, which the Town Council should relinquish.

•Some Members expressed the view that New Year’s Eve in Bideford was widely viewed as a great evening with minimal trouble, and it should be allowed to continue with the existing committee.  

•Concern was raised that the accounts received had not been signed and lacked details.  The Town Clerk advised that a second, more detailed set of accounts, prepared by an accountant had been submitted to Full Council, but some Members continued to express the view that these were insufficient.  It was suggested that the New Year’s Eve Festival Committee is given a grant for this coming year but is reminded that it should submit more detailed and signed accounts in future years.

•One Member expressed the view that before the roadshow came along, the Quay was packed. He felt that a lot of people don’t like disco noise and many of the pubs are shut. He felt that the accounts are challengeable. He also said that Bideford Town Council should relinquish the  licence and it should be a spontaneous evening.

Proposed by Councillor Powell, seconded and

RECOMMENDED:  That the Bideford Festival Committee continue organising New Year’s Eve but be asked to submit fuller and signed accounts.

(Motion subsequently withdrawn before the vote took place)

Proposed by Councillor A T Inch, seconded and

RECOMMENDED: That Bideford Town Council regrets the resignation of the Bideford Festival Committee as it would have liked to have seen New Year’s Eve continue.  However, if they resign they cannot be given a grant, and Bideford Town Council should relinquish the licence.
For: Councillors Mrs Brenton, Fulford, Mrs Fulford, A T Inch, (4)
Against: Councillors S G Inch, Langmead, Pester, Powell, Vanstone. (5)

Proposed by Councillor Mrs Brenton, seconded and

RECOMMENDED: That the resignation of the Bideford Festival Committee is accepted, they are thanked for their work, and the only organised activity is a firework display from Brunswick Wharf which the Council puts out to tender.

(Motion subsequently withdrawn before the vote took place)

Proposed by Councillor S G Inch, seconded and

RECOMMENDED That the Bideford Festival Committee is asked to provide fuller and signed accounts to accompany their current grant application as Members still feel that they require more detail.  Following the receipt of these accounts, if a grant is given, it will be on the understanding that the Bideford Festival Committee will organise the event in its totality and will hold the licence.

For: Councillors S G Inch, Langmead, Pester, Powell, Vanstone. (5)
Against: Councillors Fulford, Mrs Fulford, A T Inch. (3)
Abstention: Councillor Mrs Brenton (1)

This recommendation received the most votes and is therefore carried.

132 PART II (Closed Session)

Proposed by Councillor A T 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)

133 CONFIDENTIAL REPORT

(Councillor Powell left the meeting part way through this item)

Proposed by Councillor Pester seconded and

RESOLVED: That no further action is taken.

(Vote: For: 7,  Against: 0, Abstention: 1)

The business of the meeting having been completed, the Chairman thanked the members for their attendance and the meeting concluded at 8.05  pm.

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


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


Agenda Report:

13. Woodland

The Corporate Property Manager has informed The Town Clerk that Torridge District Council is joining together with North Devon District Council, Barnstaple Town Council and possibly Northam Town Council and Holsworthy Town Council to negotiate a contract with ISS (grounds maintenance firm).  The aim is to sign an 8 year contract with a 2 year extension option and to benefit from economies of scale due to the number of partners involved.  There is an opportunity for Bideford Town Council to become a partner and specify what work should be carried out at the woodland in conjunction with the management plan.  Prices will be quoted in advance of signing any contract.
If this course of action is taken the recommendation of the Town Clerk is as follows:

A foundation document should be commissioned which provides an overview of the woodland (some information can be taken from our current management plan), and in addition the boundary trees (footpaths and residential properties) should be tagged and assessed.  This will provide a document from which future surveys can be undertaken and suspect trees monitored.

Regular inspections should then be commissioned in accordance with the management plan.  These will generate a schedule of works which can either be undertaken by ISS or sent out to tender should the procurement point set by the Council be exceeded.

The management of the woodland needs to be put on a regular footing, especially in consideration of the fact that it is bordered by a number of residential properties, whose gardens and houses are overhung by trees.  If regular safety inspections are not undertaken in accordance with the management plan, this could invalidate our insurance, should a tree fall on one of these properties.

In the meantime, the Tree Officer from Torridge District Council has agreed to conduct the winter tree inspection which is due now.  

As an alternative to ISS it may be possible for The Tree Officer to conduct future surveys, although this may not be feasible long term.

In the short term it would be helpful if the Tree Officer could assist in reviewing the management plan, following the winter tree inspection.

14. Lighting Maintenance.

The contract for the maintenance of the Christmas and Quay lighting is due for renewal.  Members need to decide how this should be achieved. The options are as follows:

* Continue with the current arrangement for a set period of years and build in an inflationary figure.

* Generate a tender document.


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