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Minutes of the Meeting of the Ottery St Mary Town Council held in the Council Chamber, The Old Convent, 8 Broad Street, Ottery St Mary on Monday 4th August 2014 at 7pm
PRESENTMayorCouncillor Dobson (Town Ward)
CouncillorsCarter, Giles, Holmes, Pang, Pratt, Thurgood(Town Ward), Bailey, Mitchell, Talbot,(West Hill Ward), Bartlett (North Ward),
J. Harding, (Tipton St John Ward) together with the Clerk
NOT PRESENTCouncillor L.Harding(Tipton St John Ward),Cllr Hansford (North Ward)Councillor Watmore (West Hill Ward).
PRAYER
The Clerk read the Council Prayer
14/08/01
TO RECEIVE APOLOGIES FOR ABSENCE
Apologies were received from Cllrs L.Harding, Hansford and Watmore.
District Councillor Howard had also sent his apologies.
Cllr Bailey left the meeting
14/08/02
TO CONSIDER AND DECIDE ON APPOINTMENTS TO COMMITTEES, REPRESENTATIVES TO OUTSIDE BODIES AND COUNCIL APPOINTMENTS
It was RESOLVED thatCllr Pratt becomes a member of the Planning Committee.
There continue to be vacancies for representatives on: Twinning Association, Ottery in Bloom and Ottery & District Skateboard/BMX
14/08/03
TO RECEIVE DECLARATIONS OF INTEREST FOR ITEMS ON THE AGENDA AND RECEIPT OF REQUESTS FOR NEW DISCLOSABLE PECUNIARY INTERESTS (DPIS) DISPENSATIONS FOR ITEMS ON THE AGENDA
There were no declarations or requests.
Cllr Bailey returned to the meeting
14/08/04
IN CONSIDERATION OF THE PUBLIC BODIES (ADMISSION TO MEETINGS) ACT 1960 (PUBLICITY WOULD BE PREJUDICIAL TO THE PUBLIC INTEREST BY REASON OF THE CONFIDENTIAL NATURE OF THE BUSINESS TO BE TRANSACTED): TO AGREE ANY ITEMS TO BE DEALT WITH AFTER THE PUBLIC AND PRESS HAVE BEEN EXCLUDED
It was proposed by Cllr Holmes that part of item 8 (Recommendations from Finance and General Purpose Meeting) relating to a Lease at The Old Town Hall, item 20 (relating to S106 projects not yet agreed proposing to use Council land) and item 21 (future of Council field at St Saviour’s containing sensitive financial information)should all be taken in Confidential session. This was agreed.
14/08/05
TO RECEIVE AND APPROVE MINUTES OF THE FULL COUNCIL MEETING
The Minutes of the Meeting of 7th July 2014 (minute refs 14/07/01 – 14/07/32)were presented by the Mayor, and following an addition to minute ref. 14/07/24 line to read “Proposals are for the inpatient beds at the 5 hospitals…” were approved and signed by the Mayor as a correct record.
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14/08/06
TO RECEIVE AND APPROVE MINUTES OF THE PLANNING COMMITTEE MEETINGS
The Minutes of the Planning Committee Meetingof 14th July 2014 (minute refs: P/14/07/01-P/14/07/07)(having beenconfirmed by the Planning Committee) were agreed. The Minutes of the Meeting of 28th July 2014 (minute refs: P/14/07/06 –P/14/07/13) were presented and approved. All Minutes were signed by the Mayor as a correct record.
14/08/07
TO RECEIVE AND APPROVE MINUTES OF THE FINANCE AND GENERAL PURPOSE COMMITTEE MEETING
The Minutes of the Finance and General Purpose Meeting of 21st July 2014 (F14/07/01-F14/07/10)were presented, approved and signed by the Mayor as a correct record.
14/08/08
TO CONSIDER APPROVAL OF RECOMMENDATIONS FROM THE FINANCE AND GENERAL PURPOSE MEETING OF 21ST JULY 2014
It was RESOLVED to approve the recommendations relating to the approval of the Quarterly Financial Report and future Quarterly reporting, that new Model Financial Regulations be discussed at a future Finance and General Purpose Meeting, that a Simple Servicing Authority for banking be set up for the Clerk and charges for hire of gazebos and tables to Street Market Traders. The recommendation regarding a Lease at the Old Town Hall was discussed in confidential session where it was RESOLVED that the final decision be made at the September Full Council Meeting.
14/08/09
TO RECEIVE A POLICE REPORT
PCSO Maria Clapp reported that Crime figures for the month of July 2014 stand at 18 compared with 18 for July 2013.The cumulative total for this year stands at 74. Crimes in the town included:assault on leaving a Pub, a motor offence of an unroadworthy vehicle which was also found to contain cannabis, criminal damage to a motor vehicle, assault between family members and a public order offence in Sainsbury’s. Alfington – theft of a wheel from a trailer. Woods Farm Recycling Centre- three thefts. Metcombe – burglary non-dwelling. Damage to a motor vehicle – windscreen smashed by a plastic bottle being thrown out of another vehicle.
Other information: Two response Officers are now stationed in Ottery St Mary.
A new Police Sergeant Chris Leisk started on 28th July. He sent apologies as he is unable to be present at this meeting.
14/08/10
TO ALLOW MEMBERS OF THE PUBLIC PRESENT TO SUBMIT QUESTIONS FOR CONSIDERATION Individual contributions will be limited to 3 minutes
(a)A representative of the Friends of Ottery Library (FOOL) thanked the Council for its help in the Library campaign and its Press release. He reported that there was another meeting on Tuesday 5th August at 7pm.
(b) The same member of the public asked about progress with the Council’s review of its Communications Policy. The Mayor responded that this is ongoing.
(c)A resident of Mallocks Close, Tipton St John expressed his concern about the new pinch point installed on the road near its junction with Mallocks Close. He stated that the signage for it is too close and is obscured by vegetation. It creates an unsafe exit turning right out of Mallocks Close. A car is often parked before the pinch point which makes it more dangerous. His concerns were supported by Cllr J. Harding. The Clerk will report these concerns to Devon Highways and to County Councillor Wright.
(d)A representative of the Carnival Committee spoke in relation to the Committee’s request to use car parking space at the Council’s field at Strawberry Lane on November 5th. He confirmed that there would be fencing (to stop cars going on to the grass), lighting at all times and stewarding at all times
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14/08/11
TO RECEIVE REPORTS FROM EAST DEVON DISTRICT COUNCILLORS AND DEVON COUNTYCOUNCILLORS
There were no reports.
14/08/12
TO AGREE TO ADOPT NEW STANDING ORDERS
Cllr Giles expressed concern regarding “A meeting shall not exceed a period of 2½ hours unless agreed by a majority vote”
It was RESOLVED that the new Standing Orders become effective from the Full Council Meeting on 1st September 2014.
14/08/13
TO RECEIVE AN UPDATE ON THE OTTERY ST MARY STREET MARKET AND DECIDE ON ANY ACTION
Cllr J. Harding reported that at the August Market there were 11 traders compared with 13 at the July Market. At both there was a lack of customers. If more customers are not attracted then fewer traders will come. Therefore increased advertising is necessary.
14/08/14
TO RECEIVE AN UPDATE ON THE DEVELOPMENT OF COUNCIL LAND AT STRAWBERRY LANE INCLUDING MAKING A DECISION REGARDING A REQUEST TO USE CAR PARKING SPACE ON 5TH NOVEMBER 2014
(a)Weeds have become a problem on one area. These are to be treated and new topsoil will be laid.
(b)It was RESOLVED that as reassurance had been given by the Carnival Committee (earlier in the meeting) that it will provide fencing (to stop cars going on to the grass),lighting at all times and stewarding at all times, permission is granted for the tarmac area to be used for car parking on 5th November 2014. If the land is dry near the time then consideration will be given for using the grass area as well.
14/08/15
TO RECEIVE A REPORT FROM THE COMMITTEE STRUCTURE WORKING GROUP AND CONSIDER APPROVAL OF ITS RECOMMENDATIONS
The Working Group had reported that it felt that the current Committee structure was not working, as the Amenities and Environment Committees meet very seldom.Committee structures in other East Devon Town Councils had been reviewed. It felt that Committees needed were: Planning, Finance and Personnel with other responsibilities being taken on by Working Groups.
It was RESOLVED to approve the Working Group’s suggestion and that it be authorised to bring forward more detailed recommendations to a future Full Council Meeting.
It was noted that Working Groups could include non-Councillors and that Working Groups would make recommendations direct to Full Council.
14/08/16
TO CONSIDER A PROPOSAL “FOR THE COUNCIL TO AGREE AND DECIDE TO UNDERTAKE A NEIGHBOURHOOD PLAN FOR THE PARISH OF OTTERY ST MARY IN THE LIGHT OF SUBSTANTIVE CHANGE OF SUPPORT CONFIRMED BY MEMBERS PREVIOUSLY UNCERTAIN OF THE VALUE AND IMPORTANCE OF SUCH A PLAN”
The proposal from Cllr Pang was debated at length. As the proposal will require a reversal of a previous decision made within six months, Cllr Pang will arrange for 6 Councillors to provide a special motion to the Clerk for inclusion on the Agenda of the September Full Council meeting. It was agreed that the Council investigates the benefits and practicalities of a Neighbourhood Plan for the whole Parish in preparation for the September meeting. A Working Group was formed to achieve this formed of
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Councillors Bailey, Talbot Giles, Thurgood L. Harding and Cllr Pratt. The North Ward will also need to be represented. Cllr Thurgood expressed his willingness to be the lead Councillor.
14/08/17
TO SEEK AGREEMENT TO EXPLORE THE DEVELOPMENT OF A REGENERATION PLAN
At a meeting with the Parish’s four District Councillors a possibility was spoken about of a regeneration plan such as EDDC has developed and implemented in Seaton and Exmouth. EDDC may now be open to developing an approach in other towns. It would be a long-term project.
It was RESOLVED that the Council should engage with EDDC councillors and officers to explore further the advantages of developing a regeneration plan for the community and the means for doing so.
14/08/18
TO APPROVE THE JULY 2014 COUNCIL SCHEDULES OF PAYMENTS AS TABLED
Cllr J. Harding commented that the expenditure to date is at the lower end of what is expected with income being as expected. He presented the July schedules of payments showing £6,081.87 (excl. VAT) for the Council and £2,019.97 (excl. VAT) for the Tourist Information Centre. It was RESOLVED that each schedule be approved and they were signed by the Mayor.
14/08/19
TO CONSIDER AND DECIDE ON QUOTATIONS FOR A REPLACEMENT COUNCIL NOTICE BOARD AT TIPTON ST JOHN
Following agreement to undertake an inspection of all Council Noticeboards, the Tipton St John board had been identified as being the priority needing replacement. Permission had been obtained from the landowner to replace the Notice Board and supporting posts. Quotations were considered and it was RESOLVED to purchase from the Notice Board Company a “Tradition 30 Dual Door External Board” in blue powder coated metalplus posts at a cost (excluding installation) of £658 + delivery and VAT.
The following item was taken in Confidential Session as agreed in minute ref. 14/08/04
14/08/20
TO RECEIVE A REPORT FROM THE MEETING OF THE S106 WORKING GROUP AND TO MAKE DECISIONS REGARDING PROJECTS PROPOSING USE OF COUNCIL LAND
It was RESOLVED that the Council approves the use of its land for the projects submitted.
The following item was taken in Confidential Session as agreed in minute ref.14/08/04
14/08/21
TO CONSIDER AND MAKE A DECISION ON THE FUTURE OF THE COUNCIL FIELD AT ST SAVIOURS
It was RESOLVED that the Council will review the matter again in 6 months’ time.
14/08/22
ANY MATTERS OF URGENCY BROUGHT FORWARD BY THE MAYOR (FOR INFORMATION ONLY)
Late notification had been received from EDDC Licensing regarding an application from Otter Nurseries for supply of alcohol for consumption on and off the premises with a deadline for comments being 27th August 2014. It was decided that no comment would be made.
14/08/23
REPORTS BY MAYOR AND CLERK
- Carnival Committee Fun Day 24th August on the Land of Canaan
The Clerk will inform EDDC that this event has Town Council approval.
- OSM Scout Group invitation to official opening of the building on 13th September 2pm-4pm
Councillors were asked to inform the Clerk if they wish to attend.
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- Tar Lane Sign
The order has been placed with the Company. A drawing is awaited so that application for planning permission can be made.
- Parishes Together Meeting held on 16th July
Talaton, Aylesbeare and Rockbeare Parish Councils were represented at this first meeting. There will be an investigation of the possibility of installing a lift at the Library: even if the Library is closed a lift would allow community use of the space.
- Redrow and Allotments
(a)Received: extension of the Council’s Lease on the current site.
(b)A Meeting regarding proposed Allotments (with Allotment Committee representatives) is to be held on Wednesday 13th August at 10.30am. This is a follow-up from previous meeting on 30th April and will look at a proposed layout for new Allotments.
(c)The Mayor reported that he had investigated whether £5,000 from the Redrow S106 money could be spent on repairing the Ottery Football Club kitchen roof which is in a very poor state. He had received information from the EDDC S106 Officer stating that “Playing Field contribution” means “the sum of One Hundred and Fifteen Thousand Two Hundred and Two Pounds (£115,202) as an offsite contribution towards the improvement of existing recreational playing pitches or improvement of provision of allotments in the vicinity of the Development”. It was agreed that a letter should be sent to a legal Officer at EDDC requesting confirmation that the S106 money cannot be used on facilities adjacent to the pitch.
- Notes from Working Group Meetings were noted:
(a)Town Action Planheld on 29th July 2014.
(b)EDDC Councillors Meetingheld on 28th July 2014
(c)Ottery Festival Debrief Meetingheld on 29th July
(d)Delivering Differently – held on 31st July 2014. The Mayor explained that a public engagement event will be held in September or early October and that prior to that Councillors would be needed to undertake informal consultations at Parish events: Carnival Fun Day on 24th August and Tipton Fête on 25th August and liaise with West Hill Residents’ Association to attend a meeting.
- TIC Report for June/July was tabled and noted.
14/08/24
TO RECEIVE CORRESPONDENCE FOR INFORMATION AND ANY LATE CORRESPONDENCE
These items were available for viewing in the Council Offices in advance of the Meeting on 4th August 2014 and were also tabled at the Meeting.
- Tipton St John Residents’ Association: Thanks for Grant for flowers and planters
- DCC Highways: Road Closures:
(a) 11th – 13th August 2014 Canaan Way, Fairmile to enable Openreach Works Access for BDUK Network Scheme
(b)14th – 22nd August 2014 Canaan Way, Ottery St Mary to enable Openreach Works Access for BDUK Network Scheme
- Connect A30/A35 Limited: Report on Project Road Performance for year ended 31st March 2014
- Community Council of Devon: “Village Green” Issue 136 Summer 2014
- “Clerks and Councils Direct” July 2014 Issue 94
- Society of Local Council Clerks (SLCC) “The Clerk” July 2014 Vol.45 No.4
- Community Council of Devon: “Healthwatch Voices” Issue 5 Summer 2014
- Devon Senior Voice: “Everyone’s Tomorrow” Issue No. 23 Summer 2014
Also forwarded to Councillors previously by email:
- EDDC: “The Knowledge” weekly issue
- Rural Service Network: weekly email News
- DCC: Community News Roundup July 2014
- Devon Association of Local Councils (DALC) Newsletter July 2014
- Sustainable Ottery : Newsletter July 2014
- EDDC: ConnectED July 2014
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- DCC (Cllr Stuart Baker): Day Services no longer provided for older people and people with learning difficulties
- DCC (Cllr Stuart Baker): Residential Care Services no longer provided in 20 homes
- DCC: Devon Funding news updates 2nd July and 16th July
- DCC: Community Interest Workshop and surgery – further information
- Blackdown Hills AONB: News July/August 2014
- Tipton St John Residents’ Association: Thanks for Grant for flowers and planters
- EDDC: Publicity Notices for the Parishes of Aylesbeare, Rockbeare and Feniton for the designation of a Neighbourhood Area.
14/08/25
TO RECEIVE REPORTS BY COUNCILLORS OF MEETINGS ATTENDED AS COUNCIL REPRESENTATIVES
(a)The Mayor’s meetings/engagements had been tabled:
8th JulyChamber of Commerce meeting
9th JulyOttery Festival Week meeting with Cllrs Talbot & Holmes, TIC Manager & Clerk
Chairmanship Training Course together with Cllrs J.Harding, Bartlett, Holmes, Mitchell and Carter
10th JulyNew Model Financial Regulations Meeting with Cllrs J.Harding, Bartlett, Holmes & Clerk
15th JulyS106 Sport applications & Play discussions with Sulina Tullack (EDDC), Jamie Buckley (EDDC), Cllrs Thurgood, Bartlett, Pang and Clerk
16th JulyNew Model Financial Regulations Meeting with Cllrs J.Harding, Bartlett, Holmes & Clerk
Parishes Together meeting
17th JulyMeeting with new Councillor
18th JulyDCC Workshop on Expressing Community Interest in taking over an asset together with Cllrs J.Harding, Pang and Pratt
22nd JulyMeeting with Chairman of Ottery Football Club together with District Cllr Cox
24th JulyCommittee Structure Working Group Meeting
28th JulyMeeting with District Councillors for OtteryTown and Rural Wards
29th JulyOttery Festival Week debrief Meeting together with TIC Manager, Cllrs Talbot and Holmes and Clerk
30th JulyTown Action Plan Update Working Group
31st JulyDelivering Differently Working Group together with Consultant Rob Francis (OPM)
3rd AugustOttery StMaryParishChurch: World War 1 Commemoration Service
(b)Cllr Holmes had attended the Airport Consultative Group which included a visit to the Police Helicopter base. It was reported that Airport performance is up compared with last year.
(c)Cllr Thurgood had attended a CCG meeting (a consultation is expected soon); The06 Project meeting regarding Youth Services and the Persimmon public exhibition about its Ashill proposals.
(d)Cllr Pratt had attendedthe DCC Workshop on Expressing Community Interest in taking over an asset.
(e)Cllr Bailey had attendedThe06 Project meeting regarding Youth Services and the Persimmon public exhibition about its Ashill proposals.
(f)Cllr Pang had attended The06 Project meeting regarding Youth Services.
(g)Clllr Talbot had attended the Airport Consultative Group meeting and the Ottery Festival Debrief meeting.
(h)Cllr Mitchell had attended the Persimmon public exhibition about its Ashill proposals.
(i)Cllr J. Harding had attended the Honiton Hot Pennies event in his capacity as Chapter 8 qualified person.
(j)Cllr Carter had attended a Chairmanship Training Course.
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14/08/26
TO RECEIVE COUNCILLORS’ QUESTIONS
(a)Cllr Pang raised a resident’s concern regarding a skip in the residents’ car park at Higher Spring Gardens. The Clerk explained that this had been reported to EDDC and action had been taken.
(b)Cllr Talbot expressed concern about the lack of cutting back of verges and hedges in the West Hill area. She was asked to provide locations to the Clerk so that this can be reported.