Agenda and minutes

There were no apologies for absence.

Resolved that the agenda between Parts I and II be agreed to.

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

Councillor Weatherhead declared an interest in relation to agenda item 8 by virtue of being a Committee member of Dawlish Celebrates Carnival. He agreed to leave the room whilst this item was being considered.

Councillor Goodman- Bradbury declared that as a district Councillor she had given a grant to the Dawlish Women’s Walking Football group but did not consider that this meant she could not discuss or vote on this item.

Councillor Dawson declared that her husband had recently started volunteering for Dawlish Celebrates Carnival, however, this has no financial benefit to him and therefore she advised, subject to any Councillors disagreement, that she would still discuss and vote on this item. There were no objections from any of the Councillors present.

Councillor Wrigley declared that he had donated money to both grant applicants and had pledged to donate again this year to Dawlish Celebrates Carnival. He advised this didn’t stop him considering the grant application this evening and would still discuss and vote on both items.

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

There were no dispensations.

To approve and sign the minutes of the Finance & General Purposes Committee held on 22^nd June 2023.

Members considered the minutes of the Finance & General Purposes Committee held on22^nd June 2023.

It was noted that Councillors J. Petherick and L. Petherick had submitted apologies prior to the meeting and this needed amending on the attendance details.

Resolved that subject to the amendment of apologies received from Councillors J. Petherick and L. Petherick that the minutes of the meeting held on 22^nd June 2023 be approved and signed by the Chairman as a correct and accurate record.

To consider what actions, if any, the Town Council can take in relation to the cost of living crisis, at this time.

A written report had been submitted by the Events, Projects and Tourism Officer which was read out to the Committee by Councillor Wrigley.

The report noted that the Town Crier is currently out for distribution and the middle two pages focused on updated cost of living information. 1000 cost of living leaflets have also been printed for distribution around the Parish.

There is an additional cost of living event to be held in Teignmouth on the 9^th October and Teignbridge CVS are organizing a series of the cost of living events with Teignbridge District Council and local partner organisations that offer support and signposting to local residents. It has been asked whether Dawlish can be considered as a location for future events.

Helping Dawlish has a meeting on the 26^th July to discuss with all organisations the way ahead for the winter months.

Figures were received from ROC Dawlish regarding how many adults, children and pets had used the food larder over the past three months. It was also noted that the larder is still supporting schools, care homes and local hospitals in the parish. However, donations of food have been low recently and more shopping trips have been done to restock the larder.

Councillor Dawson added that she had been approached by ECOE (Exeter Community Energy) and had been asked if any Councillors would consider becoming Community Energy Champions, with access to support from ECOE. She had asked for more information and would forward this to the Town Clerk for circulation to all Councillors.

Resolved that the update be noted.

To consider a Small Grant application from Dawlish Women’s Walking Football Club for £250.00.

At this juncture, the Committee agreed to suspend Standing Orders to enable the public to address the meeting.

There was one member of the public that wanted to speak regarding the smaller grant application for Dawlish Women’s Walking Football Club. They explained what the grant was for and answered further questions from the Councillors.

Standing Orders were reinstated upon completion of public participation time.

Resolved that the smaller grant application of £250.00 to Dawlish Women’s Walking Football club be approved.

To consider a Large Grant Application from Dawlish Celebrates Carnival CIC for £6000.00.

Councillor Weatherhead left the room.

At this juncture, the Committee agreed to suspend Standing Orders to enable the public to address the meeting.

There was two members of the public that wanted to speak regarding the larger grant application for Dawlish Celebrates Carnival. They explained what the grant was for and answered further questions from the Councillors.

Standing Orders were reinstated upon completion of public participation time.

The Committee considered the application and discussed how much of an impact this event has on the Parish and discussed whether increasing the grant amount would be beneficial to the applicant.

At this juncture, the Committee agreed to suspend Standing Orders to enable the public to address the meeting.

The two members of the public went into further details about costings for the event and explained the benefits of an increased grant amount.

Standing Orders were reinstated upon completion of public participation time.

It was proposed that the grant award be increased to £8000.00

Resolved that the large grant application of £8000.00 to Dawlish Celebrates Carnival be approved.

Councillor Weatherhead re-joined the meeting.

To note that the Bank Reconciliation Signatory has checked and agreed the reconciliations for the outstanding months of the 2022-2023 financial year and April and May 2023 for the current financial year.

The Chair advised that the Committee’s representative had confirmed that the reconciliations for August 2022- May 2023 had been duly agreed and signed as an accurate record. The Chair thanked Councillor Graham- Ellis for getting the bank reconciliation verifications up to date.

Resolved that the update be noted.

To consider the draft Bad Debts Policy and approve the policy to be adopted by the Council.

The Town Clerk talked the Committee through the Bad Debts Policy draft. The Committee considered the Bad Debts Policy.

Resolved to recommend to Full Council to adopt the policy at the next Full Council meeting.

To receive the Taking Card Payments report provided by the Finance & Administration Officer in relation to alternative card machines for the Manor House and consider and agree one of the alternative options as detailed in the report.

The Finance and Administration Officer talked the Committee through the paper. It was added that a taking card payment option for events should also be considered when deciding which new company to use. The Committee considered the report.

Resolved that the Sum up Solo and Printer device would replace the existing Card payment terminal.

To receive, consider and approve the reports for invoices paid, direct debits paid, and income received for May 2023.

It was proposed by the Chair that this item be deferred to the next meeting so that all members of the Committee could access the report at the meeting.

Resolved to defer this item to the next meeting on the 20^th July.

To review and note any outstanding debtors over a time period of two months or more.

Members were given a verbal update of the one outstanding debtor over a time period of two months or more.

Resolved that the Debtor’s Aged Account Balances be noted.