Agenda, decisions and minutes

To receive apologies for absence from the meeting.

There were no apologies for absence received.

It was proposed, seconded and -

Resolved:   That the Minutes of the meeting held on 10 June 2019 be signed as a correct record.

(Vote:  For - Unanimous)

Matters Arising

Councillor Brenton referred to the previous meeting when Councillor McGeough, Vice Chair, raised concerns about the passing of papers from the public to Members of the Committee.   Councillor Brenton stated this action was incorrect and requested a verbal apology, which Councillor McGeough refused stating there was a lack of respect.    

Public contributions in accordance with the current scheme

There were no public contributions.

The Head of Paid Service updated on the Forward Plan as follows:

·         Changes to the Constitution – recommendations from the Working Group to be presented at a future meeting

·         Call-In – Avon Lane – to be removed

·         Proposed alteration to Covenant – Hotel site, Westward Ho! – it is uncertain if this item will proceed

Councillor Dart requested that the  “Changes to the Constitution” be included on the Agenda for the next meeting.  This would include the recommendations from the Working Group to date, and not the proposed changes to the entire document due to its size.

Following a suggestion by Councillor McGeough to include the Capital Programme on the Forward Plan, Councillor Dart explained why she was reluctant to bring this matter to Committee at this time.  This is a matter that needed to be further addressed before being presented to Committee.

The Strategic Manager (Resources) outlined the annual process with regard to projects coming forward from both Members and Officers.

Councillor Dart addressed an enquiry raised in relation to Brunswick Wharf.  She advised that a Property and Major Projects Working Group had been set up and would be meeting early August, when new Terms of Reference would be agreed.  Brunswick Wharf, as a capital asset, will be discussed at that meeting.  The Working Group will focus on the key capital assets where decisions had to be made.   Those meetings to feed back to Community & Resources Committee.  

The Forward Plan was noted. 

Members with interests to declare should refer to the Agenda item and describe the nature of their interest when the item is being considered.

Declarations of interest were made when the specific agenda items to which they related were under discussion.

There were no Part II items.

There were no urgent matters brought forward.

To receive a verbal update from the Head of  Paid Service.

There were no recommendations from Internal Overview & Scrutiny Committee, therefore this item was withdrawn.

To receive the report of the Strategic Manager (Resources).

Resolved:

That allocating the resources to the various reserves as identified in the report be approved.

The Strategic Manager (Resources) presented the report, the purpose of which was for Members to decide how to allocate the surplus generated during 2018-19 and to note the draft statement of accounts for 2018-19.

The following reserves, identified in the report, were presented and debated individually:

Planned Maintenance - £100k

An amendment to the report – to state “upgrade the lifts at Torrington Museum”.

Following an enquiry from Councillor Brenton regarding the Jubilee Fountain on Bideford Quay which had not been working for some considerable time, the Head of Paid Service reported there had been an issue with the filters and pumps which cannot be replaced like-for-like as the same issues would occur again.  Members had voted against maintaining the fountain at the meeting to consider Project Initiation Documents last year.

This matter to be taken back to this year’s Capital Programme meeting for discussion, and a report to be prepared.

Contingency Reserves - £50k

The Strategic Manager (Resources) responded to an enquiry from Councillor Christie with regard to an email he had received in relation to the mooring posts for the houseboats at Bank End Bideford.    The Property team had now received quotes for this work.   Further information to be obtained by the Strategic Manager (Resources) who will update Councillor Christie.

Apprentices/Corporate Training - £48k

The Apprenticeship Scheme to continue.

Play Strategy - £11k and Bideford Work Hub - £35k

Grant funding rolling forward.

Councillor Christie reiterated his request that a list of all S106 monies still outstanding be circulated to all Members.   The Head of Paid Service advised a list had been prepared and she would ensure that it only included those where the trigger point had been reached.    She confirmed that where the trigger point had not been reached those monies cannot be used or released.

Play Strategy – Concerns were raised with regard to Consultancy fees.  Members acknowledged the need for a Play Strategy and the decision made by Members at a previous meeting to appoint outside Consultants due to there not being the expertise in house to proceed.  Following concerns raised at that meeting with regard to costs, the Planning and Economy Manager had obtained grant funding of £11k.

Councillor Bushby referred to the transfer of stock to the Housing Association and sought clarity on whether this included maintaining and replacing play equipment.   The Head of Paid Service to review the original Agreement.

Digitisation of Cemetery records - £40k

Councillor Christie declared an interest

Councillor Christie raised the following points:

·         To approach the Devon Family History Society who undertake this work

·         ND Record Office had purchased a camera and are looking for an index system

·         To contact the ND Crematorium who have a system – this is a Joint Committee

The Strategic Manager (Resources)  stated that as no commitments had yet been made, these points would be looked at.

IT Equipment

No comments made.

Councillor Bright mentioned the decision made by Members to be carbon neutral, but no resource had been set aside for this.  ...  view the full minutes text for item 18.