Agenda and minutes

In accordance with Minute 30, mobile phones be limited to personal use only (in case of emergencies) and in which case the Councillor is to leave the room to respond. Councillors must switch their mobile phones to silent during the meeting to avoid disruption.

Taken as read.

To receive, note and where requested, approve the reasons for apologies for absence.

An apology for absence was received from Cllr Lloyd and Cllr Williams.

Resolved that the apology be noted.

To declare any disclosable interests relating to the forthcoming items of business (if any).

None were received.

To receive and consider requests for dispensation (if any).

There were no dispensations.

The Clerk gave a verbal update regarding the report.

-We have limited planning permission for the temporary storage containers. Teignbridge Planning wanted to change from a pitch roof to a flat roof. We should have approval by tomorrow.
-The Traffic Order update will come into effect on the 2^nd April, 2024. People who have a current permit will be given first choice, then it will be open to the public.
-The Clerk made all the Councillors aware that we are now in a state of heightened sensitivity.
-We have a new member of staff starting on the 2^nd April, 2024.
Cllr Jackson asked what they will be doing and the Clerk explained that it will be over-lapping with the work that is currently done within the administration office.
-The Finance systems are down this week, which was done on purpose, so we can update them to the cloud Server.
-Cllr Rudge asked what is going on with the Toilet Blocks/ Aquarium.
     The Clerk explained that some works needed to be done to a supporting wall which Teignbridge are no longer paying for. Teignmouth Town Council will now be paying for this work to be done. We will be waiting until the Upper Den Carriage Way is closed before these works are completed due to the equipment that is needed and the current price that has been quoted for these works is £75K.
-The Clerk is hoping for all the cameras to be working at full capacity by the end of the financial year.

To approve, sign and adopt the minutes of the Council meeting held on XXXX.

Members considered the minutes of the Council meeting held on 13^th February, 2024.

Resolved that the minutes of the Council meetings held on 13^th February, 2024 be approved and signed as a correct and accurate record of the meeting.

Proposed by: Cllr Atkins
Seconded by: Cllr Jackman
Carried unanimously

Cllr Cox was not present at the vote.

To receive and approve the list of payments for February 2024.

The Councillors were asked to look at the list of payments which were provided with the agenda. The Clerk opened the floor to see if any councillors had any questions regarding the payments list.

Cllr Atkins asked what ‘Add Blue’ is. The Clerk explained that we buy this as something to add to the van, due to it being Diesel, which helps it run more effectively. 

Cllr Atkins also questioned why we are buying circuit breakers. The Clerk explained that when it comes to circuits, you need to buy the same brand to replace the parts you need rather than buying a whole new breaker.

Cllr Phipps questioned the £5k on drains. This was part of the planning permission for the drains to be surveyed for the land at the bottom.

Cllr Phipps wanted to know the running cost to heat the Orangery. The Clerk explained there is a sub-meter for the gas usage of the Orangery.

Cllr Phipps then wanted to know if there is a grant to help towards this. The Clerk said unfortunately not. There is an agreement between Teignmouth Town Council and the Orangery, where they carry out the main gardening inside the Orangery, and Teignmouth Town Council do all the maintenance work for the building. The Orangery have no means to pay for the building or the maintenance of the building. Although, the current agreement does need updating.

Cllr Phipps also enquired about the insurance. The Clerk explained that the Town Council paid for the works from the vandalism straight out as it was more cost effective this way.

Cllr Chasteau asked why so much heat is needed for the Orangery. The Clerk explained this is due to the types of exotic plants that are kept within certain temperatures to maintain the plants.

Cllr Jackman had a few queries regarding the payments list. The first being the £55.53 that was spent on British Gas. The Clerk explained this is for the dehumidifier that is used in the workshop behind the Orangery.

Cllr Jackman questioned the payment for the smoke detector and why it was so much. The Clerk explained the council decided to have wireless detectors around the building that all work together. The price includes the smoke detector, the programming and the labour.

Cllr Jackman then asked what the Travis Perkins payment was for. It was explained that, when the risk assessment was done for the building, one of the risks that was highlighted was someone falling into the moat that surrounds most of the building. The fence from Travis Perkins is to help reduce this risk.

Cllr Jackman asked why 3,732.59 was spent on memorial benches and if this was just for one bench. The Clerk explained this was for the replacement of up to ten benches. They are made from a type of wood that does not need any treatment, therefore saving the council more money in the long run.

Cllr Jackman queried why there are so many Amazon payments, and why  ...  view the full minutes text for item 37.

The Town Council is recommended to note the report, and

encourage individual Members to respond, should

The Clerk gave an explanation about the Devon and Torbay Devolution Deal and if there will be much of an affect with Teignmouth Town Council.

The Clerk gave the option that the councillors can give their letters in response either as a collective or individually but feels there would be more of an impact if it was done individually. If it was something that was done as a collective, a few councillors would need to be nominated and form the response together.

It is to be noted that all the councillors have taken everything into consideration and can do an individual recommendation if they choose.

Proposed by Cllr Phipps
Seconded by Cllr Jackson
Carried unanimously.

Council is recommended: To review and adopt the attached recently officer reviewed risk register for 2024/2025.

The Council was given the risk register with the agenda. The risk register takes into consideration the way we manage Finance and Administration as well as Health and Safety.

 It was pointed out to the council that a lot of the actions have been cleared but there are still a few things that need to be done, especially surrounding the Finance side of things.

Cllr Jackson asked about the term investment that was being used in 1.14 and 8.
The Clerk explained we use CCLA Churches, Charities & Local authorities.
Cllr Jackson then asked where we are getting our financial advice, and the Clerk responded that we have an RFO Locum who has been helping and guiding us.