Agenda, decisions and minutes

To receive apologies for absence from the meeting.

Apologies for absence were received from the Chief Executive, Steve Hearse and the Head of Legal & Governance (Monitoring Officer), Staci Dorey.

Apologies were also received from Councillor D Brenton, Councillor K James and Councillor P Penington. Councillor C Hawkins substituted for Councillor P Penington.

It was proposed by Councillor T Elliott, seconded by Councillor P Hames                     and -

Resolved:   That the Minutes of the meeting held on 7^th July be signed as a correct record.

(Vote:  For – 8, Against – 0, Abstentions – 2)

Public contributions in accordance with the current scheme. (The deadline for registering  to speak is by 2pm Thursday 4^th September 2025. To register please email dem.services@torridge.gov.uk).

There were no public contributions.

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 urgent matters brought forward.

To receive the report of the Community Engagement Officer.

Resolved:

That the recommendation for Winsford development sports pitches be allocated to Bideford AFC Youth, subject to confirmation of land ownership/lease arrangement/management plans to be clarified and confirmed at a later date be approved.

(Vote: For – unanimous)

The Community Engagement Officer presented the report, the purpose of which was for this committee to understand the need for Torridge District Council to allocate the Winsford development sports pitches to Bideford AFC Youth.

Following the presentation of the report a discussion took place.

In response to queries surrounding planning and Section 106, the Community Engagement Officer clarified that the Section 106 determines what will be provided on the site, but not who will use it.

Councillor Leather raised concerns about dedicating the pitches solely to Bideford Youth AFC, questioning the accessibility for local residents and children. The Community Engagement Officer explained that the allocation is for formal, structured sports use, and that the community would still have access to open space within the development. He also confirmed that planning had already been approved and that ownership would be established at a later date.

The Head of Communities and Place supported the information provided by the Community Engagement Officer, adding that the intention is to establish Bideford AFC Youth as the primary user, with potential for shared use arrangements to be determined later.

Regarding the future ownership and lease arrangements, Councillor T Tinsley requested that these details be brought back to Community & Resources Committee for approval.

Addressing concern raised by Members, the Community Engagement Officer confirmed that lessons had been learnt from a similar project in Holsworthy and was being presented at an earlier opportunity for transparency purposes. The Head of Communities & Place emphasised there was no commitment at this stage and details on ownership would be presented at a later date.

Councillor Piper, as lead member for leisure, expressed strong support for the allocation, highlighting the club's success and the benefits of early engagement with the developer. He proposed the recommendations in the report.

Following his previous concern Councillor C Leather proposed an amendment to the recommendation that

·         to allocate the Winsford development sports pitches to Bideford AFC Youth. Confirmation of land ownership/lease arrangement/management plans to clarified and confirmed at a later date’ be changed to:

o   to allocate the Winsford development sports pitches to Bideford AFC Youth, subject to confirmation of land ownership/lease arrangement/management plans to clarified and confirmed at a later date’

Councillor T Tinsley seconded Councillor C Leathers proposal with the amendment.

Councillor L Piper agreed to Councillor C Leather’s amendment.

It was proposed by Councillor L Piper, seconded by Councillor T Tinsley and -

Resolved:

That the recommendation for Winsford development sports pitches be allocated to Bideford AFC Youth, subject to confirmation of land ownership/lease arrangement/management plans to be clarified and confirmed at a later date be approved.

(Vote: For – unanimous)

To receive the report of the Community Engagement Officer.

Resolved:

That the recommendation for the use of £40,509 S106 funds (obligation associated with Planning Application 1/0327/2008/FUL) and £25,000 TDC Play Area capital reserve funds be allocated to improve Pollyfield Play Area, East the Water be approved.

(Vote: For - 9, Against – 1, Abstentions – 0)

The Community Engagement Officer presented the report, the purpose of which was for members to consider the use of £40,509 S106 funds (obligation associated with Planning Application 1/0327/2008/FUL) and £25,000 TDC Play Area capital reserve funds, to improve Pollyfield Play Area.

Following the presentation of the report a discussion took place.

It was confirmed that to utilise a sum greater than £20,000 requires approval from the Community & Resources Committee.

In response to a query inquiring about the specific play equipment to be installed, the Community Engagement Officer explained that the council is in the process of procuring play area installers and there is no intention for plans to return the Community & Resources Committee.

The Community Engagement Officer confirmed that Pollyfield Play Area is the last remaining "red" (poor condition) play space in Torridge.

Following concern raised surrounding whether an all-weather surface would be installed, the Community Engagement Officer explained that the design would include rubber safety areas and pathways, but not a fully rubberised surface. He also stated that suitable surfacing would be led by the experts and design teams from the play area installers.

It was proposed by Councillor L Piper, seconded by Councillor T Elliott and -

Resolved:

That the recommendation for the use of £40,509 S106 funds (obligation associated with Planning Application 1/0327/2008/FUL) and £25,000 TDC Play Area capital reserve funds be allocated to improve Pollyfield Play Area, East the Water be approved.

(Vote: For - 9, Against – 1, Abstentions – 0)

To receive the report of the Finance Manager.

The Finance Manager (S151 Officer) presented the Urgent Decision and explained how it related to local government reorganisation (LGR) and the need for professional support. He explained that the work was funded partly by a government grant and partly from the surplus report.

Members questioned why the matter was handled as an urgency procedure rather than through the committee process. The Finance Manager(S151 Officer) explained that time constraints necessitated the urgent action.

Councillor Dart expressed concern about the amount of council money being spent on LGR.

Members noted the report.

To receive the report of the Finance Manager (S151 Officer).

Resolved:

That the draft surplus from 2024/25 be approved.

(Vote: For – 6, Against – 4, Abstentions – 0)

The Finance Manager (S151 Officer) presented the report, the purpose of which was for members to confirm the recommendation for the utilisation of the 2024/25 surplus.

A discussion took place.

Members expressed concern about the amount of council money being spent on Local Government Reorganisation, and argued that the council over-budgets and should be more circumspect when setting budgets.

The Finance Manager (S151 Officer) elaborated on the net small variances and what could be included in this section.

Reassurance was provided by the Finance Manager (S151 Officer) when concern was raised to the large variance as a percentage of the overall budget.

It was proposed by Councillor L Piper, seconded by Councillor T Tinsley and -

Resolved:

That the draft surplus from 2024/25 be approved.

(Vote: For – 6, Against – 4, Abstentions – 0)

The Chair to move:

That the public be excluded from the remainder of the meeting because of the likely disclosure of exempt information as defined in Schedule 12A of the Local Government Act 1972.

It was proposed by Councillor C Leather, seconded by Councillor J Whittaker and –

Resolved:

That the public be excluded from the remainder of the meeting because of the likely disclosure of exempt information by virtue of paragraph 3 of Part 1 and paragraph 10 of Part 2 of Schedule 12A of the Local Government Act 1972.

(Vote: For – unanimous)

To receive the report of the Head of Communities & Place.

Resolved:

That the recommendations in the report be approved.

(Vote: For – unanimous)

The Head of Communities & Place presented the report the purpose of which was to seek authority for a land acquisition opportunity.

The information presented in the report was debated at length by Members.

It was proposed by Councillor R Hicks, seconded by Councillor C Leather and –

Resolved:

That the recommendations in the report be approved.

(Vote: For – unanimous)

It was proposed by Councillor C Leather, seconded by Councillor J Whittaker and –

Resolved:

That the press and public be readmitted.

(Vote: For – unanimous)