Agenda and minutes

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

An apology for absence was received from Councillor Orme

Resolved that the apology be noted.

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

Councillor Palmer declared an interest in relation to the Folk Festival grant application.  The Councillor was advised they would address the meeting before the item was discussed, and not take part in the vote.

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

There were no dispensations.

A dispensation was considered for Councillor Palmer in relation to being able to answer any questions regarding the Folk Festival grant.  

To approve, sign and adopt the minutes of the Finance meeting held on 19^th January 2023.

Members considered the minutes of the Finance meeting held on 19^th January 2023.

Resolved that the minutes of the Finance meetings held on 19^th January 2023 be approved and signed as a correct and accurate record of the meeting.

Proposed Cllr Palmer

Seconded Cllr Williams

Carried 4:1 as 1 Cllr not present at the meeting

To review the first internal audit for anything outstanding.

To review the interim internal audit update audit report and instigate actions as required.

It was resolved that both reports be received and accepted and that the Clerk & RFO would take the actions required.

Proposed Cllr Atkins

Seconded Cllr Ash

Unanimous

To review the current report of the out turn of last years budget

The clerk drew the committee’s attention to the highlights of the report including the increase in weddings and room bookings.

It was resolved to accept the report.

Proposed Cllr Atkins

Seconded Cllr Palmer

Unanimous

Administrative Write-offs

To endorse Administrative Write-offs.

To endorse the administrative write-off by the Responsible Finance Officer of seven outstanding sums on the Sales Ledger to a total value of £84.59 net of VAT. Five of the six sums (total value £30.42) were outstanding at the end of the last financial year and there has been no movement in the intervening year; it is uncertain whether the sums are actually owed to the Town Council and if they are, they are uneconomic to recover. The sixth & seventh sum (6^th = £25 plus £5 VAT; 7^th = 29.17 plus £5.83 VAT) are each part of the sum due for a wedding that took place in the financial year 2022/23 but the outstanding sum represents a deposit that was paid in a previous financial year and mis allocated. The credit notes raised to affect these write-offs are attached as a confidential annexe.

Authorise the administrative write-off by the Responsible Finance Officer of six outstanding sums on the Sales Ledger to a total value of £55.42 net of VAT. Five of the six sums (total value £30.42) were outstanding at the end of the last financial year and there has been no movement in the intervening year; it is uncertain whether the sums are actually owed to the Town Council and if they are, they are uneconomic to recover. A sixth sum (of £25 plus £5 VAT) was part of the sum due for a wedding that took place in the financial year 2022/23 but the outstanding sum represents a deposit that was likely paid in a previous financial year and mis allocated. The credit notes raised to affect these write-offs are attached as a confidential annexe.

The committee resolved to accept in full the RFO’s proposed write offs.

Proposed Cllr Atkins

Seconded Cllr Williams

Unanimous

To resolve that; The earmarked reserves for the Orangery (323) and Bitton House (324) have been amalgamated into a single reserve to be known as Bitton House & Annexes (324) and the £20,000 in 323 has been transferred to 324.

£225,000 is transferred into the Toilets earmarked reserve (326) in accordance with the agreed 2022/23 Budget; a further £380,000 is transferred into the same reserve from General Reserve (leaving the General Reserve at six months running expenses).

£6,145.71 has been transferred from the General Reserve into the Community Infrastructure Levy (CIL) earmarked reserve (331) as part of an exercise carried out to ensure that the reserve agrees with the records held by Teignbridge District Council. £119.37 has been transferred out of the CIL earmarked reserve (331) into the revenue account to part fund the renewal of up lighters in the Town Centre (and because £119.37 of CIL needs to be spent by 31 March 2023).”

The committee resolved to accept the proposed “Ear Marked Reserves” as set out.

Proposed Cllr Atkins

Seconded Cllr Palmer

Unanimous

They further resolved to dispose of the Swimming Pool EMR which we only hold in safe keeping should be dispersed to the local swimming club on the proviso that they use it for equipment and accessibility equipment. The Clerk to write to the “Tooley” family to that effect.

To resolve that; A current account and a savings account be opened with Unity Trust Bank

That Deborah Shaw (Administration/Finance Officer) be appointed as key contact for the bank.

That the following individuals be included on the mandate for the bank, all individuals to have access to internet banking with access rights (View, Submit, Authorise) as shown below:

Joan Atkins (Councillor) – View & Authorise

Cate Williams (Councillor) – View & Authorise

Iain Wedlake (Town Clerk) – View, Submit & Authorise

Louise Steele (Locum Responsible Finance Officer) – View & Submit

Deborah Shaw (Administration/Finance Officer) – View & Submit

Francasca Womack (Administration/Finance Officer) – View & Submit

Cliff Spong (Projects & Facilities Manager) – View & Authorise

Jarrod Hutt (Projects & Facilities Officer) - View & Submit

It is assumed that in general terms officers will set up (submit) payments and councillors will authorise them – two officers are to be given the ability to authorise payments on the understanding that those officers will only authorise payments rarely and where there are no councillors to do it.

The following officers to be authorised to hold a debit card (or its equivalent):

Iain Wedlake (Town Clerk)

Cliff Spong (Projects & Facilities Manager)

Jarrod Hutt (Projects & Facilities Officer)

Deborah Shaw (Administration/Finance Officer)

Francasca Womack (Administration/Finance Officer) 

The committee resolved to accept the new bank mandate in full as set out.

Proposed Cllr Atkins

Seconded Cllr Ash

Unanimous

To resolve to approve the attached AGAR forms

It was resolved to accept the AGAR subject to a satisfactory final internal audit.

Proposed Cllr Atkins

Seconded Cllr Palmer

Unanimous

To consider outstanding grant requests received before the end of the 2022/3 financial year.

Teignmouth Scouts

Teign Aid

Combe valley allotments

Bitton Bowling club

Teignmouth Folk Festival

Teignmouth Scouts £2,000 (In Kind) agreed.

Proposed Cllr Atkins

Seconded Cllr Williams

Unanimous

Teign Aid £450 element agreed £950 element ineligible declined.

Proposed Cllr Atkins

Seconded Cllr Palmer

Unanimous

Combe valley allotments £490 element agreed £1,244 element ineligible declined.

Proposed Cllr Ash

Seconded Cllr Phipps

Unanimous

Bitton Park Bowling Club £300 agreed.

Proposed Cllr Ash

Seconded Cllr Palmer

Unanimous

Teignmouth Folk Festival £500 grant £400 in kind agreed.

Proposed Cllr Atkins

Seconded Cllr Williams

4 in favour

1 abstention due to declared interest.

Following the recent HR meeting. Resolve to create a reserve of £25,000 to fund ad hoc staffing requirements 2023/4 for the completion of the recovery process. To be funded from general reserves.

Noted

Following the presentation by Helene Moat of CAB at the last meeting, the clerk enquired of TDC the availability of the shop mobility building in Quay Rd car park and was advise the lease was recently renewed and therefore was currently unlikely to become available in the near term.

To resolve the amount of grant (if any) to be paid to CAB

It was resolved to pay a grant of £2,000. The committee expressed its desire to see a physical CAB presence back in the town.

Proposed Cllr Ash

Seconded Cllr Phipps

Unanimous

To resolve the payment of the recurring 3-year grant.

It was resolved to pay the 3^rd of 3 instalments of £1,500, and that the ETCTA could apply on an annual basis in the future.

Proposed Cllr Williams

Seconded Cllr Ash

Unanimous

To look at an “animal trail” in teignmouth (same idea as the gorilla trail that was in Torbay) where 10+ animals are placed around the town to encourage people from the beach and into town by following the trail. Individual businesses could for example sponsor the decoration of each animal.

We would need to seek landowners’ permission for the sighting of the animals hopefully mainly DCC or TDC.

To authorise the clerk in association with the chamber of commerce to use a startup fund of £2,000 to investigate and instigate the scheme if it proves viable. Funds to be vired from the grants budget.

It was resolved to agree the proposal as set out.

Proposed Cllr Palmer

Seconded Cllr ash

Unanimous

To resolve how to spend the £5,000 allocated budget.

Recommendation is 50% to previous contractor and 50% to an alternative contractor.

Together with a location split of 50% seafront and 50% in town.

The costs received for a “Punch and Judy” contractor are £200 per day with shows at 12:00, 14:00 & 15:30 therefore we could get 12 days for 50% of budget and operate at different location in the town and seafront.  

This item was discussed at length.

The chair asked members to suspend standing orders so as to ask the original contractor who was present some questions. This was agreed.

It was resolved to amend the original recommendation and spend £5,000 on the original contractor. Whilst vireing £1,000 from the grants budget to instigate 5 sessions of Punch & Judy in the town as opposed to on the seafront.

Proposed Cllr Ash

Seconded Cllr Phipps

Unanimous