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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 1st December 2014 at 7.00pm
PRESENTMayorCouncillor Dobson (Town Ward)
CouncillorsCarter, Giles, Holmes, Pang, Pratt, Thurgood(Town Ward), Bailey, Mitchell, Talbot (West Hill Ward), J. Harding, L. Harding (Tipton St John Ward), Bartlett, Hansford(North Ward) together with the Clerk
NOT PRESENTCouncillor Watmore (West Hill Ward).
PRAYER
The Clerk read the Council Prayer.
14/12/01
TO RECEIVE APOLOGIES FOR ABSENCE
Apologies were received from Cllr Watmore.
14/12/02
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
Cllr Pang declared a personal interest in item 22 as she is a Trustee of the Ottery and District Skate and BMX Trust.
14/12/03
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 RESOLVED that item 25 (request regarding the Cemetery) would be taken in Confidential Session if required at the time of the item.
14/12/04
TO RECEIVE AND APPROVE MINUTES OF THE FULL COUNCIL MEETINGS
The Minutes of the Meetingof 3rd November 2014 (minute refs 14/11/01-14/11/29) and of the Extraordinary Meeting of 18th November 2014 (minute refs 14/11/30-14/11/35were presented, approved and signed by the Mayor as a correct record.
14/12/05
TO RECEIVE AND APPROVE MINUTES OF THE PLANNING COMMITTEE MEETINGS
The Minutes of the Planning Committee Meeting of4th November 2014 (minute refs P/14/11/01-P/14/11/11) (having already been confirmed by the Planning Committee) and the Minutes of the 17th November 2014(minute refs P/14/11/12-P/14/11/24) were approved and signed by the Mayor as a correct record.
14/12/06
TO RECEIVE AND APPROVE MINUTES OF THE FINANCE & GENERAL PURPOSE COMMITTEES
The Minutes of the Finance and General Purpose Committee Meeting of 10th November 2014 (minute refs F14/11/01-F14/11/06) and of 24th November 2014 (minute ref F/14/11/07-F/14/11/18) were presented, approved and signed by the Mayor as a correct record.
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14/12/07
TO APPROVE THE RECOMMENDATIONS OF THE FINANCE AND GENERAL PURPOSE COMMITTEE MEETINGS OF:
(a) 10thNOVEMBER 2014
It was RESOLVED to approve the Grants recommended by the Committee to be paid in the financial year 2015-2016. The Council approved expenditure under the General Power of Competence in the total sum of £8,375 to Vision. OM, Tipton St John Residents’ Association, Tipton Times, Tipton St John Community Hall- Computer Group, Ottery St Mary & District Later Life Forum, Ottery St Mary Carnival, Pixie Day (OSM Joint Guide & Scout Committee), Ottery Community Theatre, Ottery St Mary Food & Families Festival, East Devon Citizens Advice Bureau, Ottery St Mary Twinning Association, 1st Ottery St Mary Scout Group and Ottery in Bloom. A further grant award to the East Devon Citizens Advice Bureau will be decided on at the October 2015 Full Council Meeting.
A decision on a Grant application from West Hill Village Hall will be made at the January 2015 Full Council meeting.
(b) 24th NOVEMBER 2014
It was RESOLVED to approve the recommendations as recorded in the Minutes of the meeting regarding: moving to electronic banking with Barclays and changing current Financial Regulations to allow this, moving Barclays Tracker Account funds to an Active Saver account with Barclays, maintaining current fees for the Meeting Room, Office Leases and Old Town Hall Leases, that Allotment fees for 2016 remain the same as 2015, that Cemetery fees be increased by 10%, that public liability insurance is put in place for the Station Youth Centre and for volunteers under the Emergency Plan requirements, adoption of Policies (Equality and Diversity and Councillor Expenses).
14/12/08
TO RECEIVE A POLICE REPORT
The Mayor read out a report from the Police as no Officer was able to attend:
“Total crime for the Month is 20. This represents a 33% increase in crime with only 15 recorded crimes last year.The following are significant crimes that require more detail:
3 of the offences were Burglaries of houses. All of these occurred at the start of November; we subsequently arrested a male for burglaries that occurred across Ottery and East Devon. Enquiries are ongoing in relation to the male but we have not had any recorded burglaries since his arrest.
3 of the offences were drug related offences which were as a direct result of the drugs warrants the team executed. It is important to point out that there is not a drug issue in Ottery; however when the dealing of drugs starts to affect the community then the Police will take action against them.
A further 3 offences recorded were all a result of 1 incident of disorder, the offender for this was arrested and has been charged to court.”
14/12/09
TO ALLOW MEMBERS OF THE PUBLIC PRESENT TO SUBMIT QUESTIONS FOR CONSIDERATIONIndividual contributions will be limited to 3 minutes
(a)A representative of Save Our Ottery Hospital (SOOH) explained that he is producing objectives of the group. It is recognised that if Ottery’s Minor Injuries Unit and in-patient beds are to be saved then it will be at the expense of other hospitals in the area. The aim is to demonstrate that Ottery Hospital is worth saving. Ottery’s Hospital serves a very wide area. “Our” does not imply exclusivity.
(b)A representative from the West Hill Wasps Junior Football Club explained that the Club uses The King’s School Playing Field for matches but there are no facilities. Parking is always a problem. He requested that the Football Club be allowed to use the Strawberry Lane field and the Pavilion from September to April. Cllr Bailey declared a personal interest as her son plays with the team, and supported the request. The Mayor asked the representative to provide further information and the Strawberry Lane Working Group will discuss the request and respond.
(c)The Chairman of FOOL (Friends of Ottery Library) supported the SOOH actions. He thanked the Council for its hard work regarding the St Saviour’s Project.
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The following and subsequent items, were taken after item 14 which was brought forward for the benefit of members of the public present.
14/12/10
TO RECEIVE REPORTS FROM EAST DEVON DISTRICT COUNCILLORS AND DEVON COUNTY COUNCILLORS
Cllr Wright reported:
- that the pavement outside the old bakery in Mill Street (Ottery) will, after many incidents of people falling there, be repaired in this financial year.
- that the street lights in Brookdale (Ottery) which have been out for a month, will be fixed by Western Power this week.
- that the DCC Health and Wellbeing Scrutiny Committee strongly opposed the loss of beds and the Minor Injuries Unit at Ottery Hospital. A second public meeting held by the NEW Devon CCG was attended by about 100 people. The consultation may be extended. The decision was to have been made on 6th January but there is now some doubt.
Cllr Giles reported:
- that there is to be a Greater Exeter, Greater Devon Partnership created whereby EDDC, Teignbridge District Council and Exeter City Council will work collaboratively on Planning, Housing, Resources and infrastructure matters to drive forward economic growth. He expressed concern that District Councillors were given no advance warning or ability to comment on these plans.
- that he had requested that the decision on the application for a certificate of Lawfulness for Ware Farm be heard and decided on in the public domain. This was not done. The application was refused.
14/12/11
TO RECEIVE AN UPDATE ON THE OTTERY ST MARY STREET MARKET AND DECIDE ON ANY ACTION
The Street Market on Friday 5th December has 15 – 20 traders booked. There will not be a Street Market in either January or February 2015.
14/12/12
TO RECEIVE AN UPDATE ON THE DEVELOPMENT OF COUNCIL LAND AT STRAWBERRY LANE AND DECIDE ON ANY ACTION
The Mayor referred to the request made on behalf of the West Hill Wasps Football group. He outlined that the Pétanque group was not successful in the S106 Sports voting. The Tennis Club had not been able to obtain funding to build courts. An enquiry has been made with EDDC as to whether S106 money can be used to build Tennis Courts there.
The Strawberry Lane Working Group will be asked to investigate the possibilities.
14/12/13
TO CONSIDER A DRAFT RESPONSE TO THE NORTHERN, EASTERN AND WESTERN (NEW) DEVON CLINICAL COMMISSIONING GROUP’S (CCG) CONSULTATION PAPER “TRANSFORMING COMMUNITY SERVICES: PROPOSED COMMISSIONING INTENTIONS FOR THE EASTERN LOCALITY” AND ANY FURTHER ACTION
(a)It was RESOLVED to approve the draft response which will be submitted by the 12th December 2014 deadline. It will be copied to the Devon County Councillor, District Councillors and MP Hugo Swire. Cllr Thurgood was thanked for all his work in preparing the draft.
(b)A member of the public has asked if the Council is submitting the Hospital as a request to EDDC for it to be registered as a Community Asset. It was on the list agreed at the March 2014 meeting but no action has yet been taken as the land appears not to be registered. Cllr Pang will again try to obtain the relevant information on ownership.
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The following item was brought forward, following item 9, for the benefit of members of the public who were present.
14/12/14
TO RECEIVE A REPORT ON MEETINGS HELD REGARDING THE PREPARATION OF A BUSINESS PLAN TO SUPPORT AN APPLICATION FOR ASSET TRANSFER OF COUNTY COUNCIL PROPERTY AT ST SAVIOUR’S AND TO DECIDE ON ANY ACTION
The Mayor reported that there had been meetings of the Working Group on17th November, 21st November, 24th November and 27th November. There is a future meeting on Wednesday 3rd December. On Tuesday 16th Decemberthere will be a presentation to three Devon County Councillors.On Tuesday 16th December at 7pm there will be an Extraordinary Full Council Meeting to consider approval of the Business Plan and its submission to DCC by the 20th December deadline.
14/12/15
TO RECEIVE A REPORT ON THE STATION YOUTH CENTRE, DECIDE ON PERMISSION FOR THE06 TO USE IT TO RE-LAUNCH THE YOUTH CLUB, APPROVE EXPENDITURE ON SERVICES AND MAINTENANCE WORK AND CONSIDER DELEGATING AUTHORITY REGARDING FUTURE SUCH EXPENDITURE
(a)The Station Youth Centre was handed over to the Town Council on19th November 2014 under a Tenancy at Will agreement.
(b)It was RESOLVED that The06 be granted permission to hold a re-launch of the Youth Group on 17th December 2014.
(c)Services at the Centre are now being transferred to the Town Council from DCC.
- Phone & broadband (line rental £11.05/month + calls). It was RESOLVED to approve the setting-up of a direct debit payment.
- Intruder Alarm (Sound & Visual) Monitoring service £89 + VAT p.a. Maintenance £130 + VAT p.a.It was RESOLVED to approve the setting-up of a direct debit payment.
- Securitas is used to be the first response to any alarm – costs on this are awaited.
- Gas and Electric –currently supplied by British Gas – costs are awaited. It was RESOLVED to approve the setting-up of a direct debit payment.
- Rates: for period January – March 2015 cost is £270.31. It was RESOLVED to approve the setting-up of a direct debit payment.
(d)Maintenance work is required to and around the building. It was RESOLVED to use the Community Payback Service for some external work at a cost of £160 + VAT and provision of a skip at a cost of £190 + VAT.
(e)It was RESOLVED that delegated authority be given to the Clerk, Mayor, Deputy Mayor and Cllr J. Harding to spend up to £2,000 on necessary work as and when required.
14/12/16
TO CONSIDER NOMINATION TO THE DEVON COUNTY COUNCIL COMMUNITY ROAD WARDEN SCHEME
Following much discussion about possible implications, it was RESOLVED that Cllr J. Harding and Cllr Carter be nominated and that they should investigate in more detail with DCC to see how the scheme might work in the Parish and to find a practical way forward.
14/12/17
TO CONSIDER A DRAFT RESPONSE TO THE DEVON HIGHWAYS SERVICES CONSULTATION
The draft response and amendment was considered. It was RESOLVED that it should be submitted to meet the 5th December 2014 deadline.
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14/12/18
TO RECEIVE AND RATIFY THE RESULTS OF THE S106 SPORTS PUBLIC VOTING AND TO DECIDE ON A FUTURE APPROACH WHEN ADDITIONAL SPORTS FUNDING BECOMES AVAILABLE
During the debate Cllr Giles declared a personal interest as he lives in the vicinity of the Winters Lane Playing Field and Cllr Holmes declared a personal interest as he lives adjacent to the Playing Field.
A total of £17,300 is available.
(a)Information received from EDDC regarding the public voting gave the most popular project as a sports activity wall in Winters Lane Playing Field (cost £15,000). The second most popular project was two sets of small football goals for the youngest players at Ottery Youth Football Club (cost £3,000). EDDC will investigate whether additional S106 sport funding has been received so that the project can be fully funded or wait until additional funding has come in, or enquire whether the goals could be funded with the £2,300 currently available. EDDC will liaise with the Football Club.
(b)Following discussion, in which the cost of the sports activity wall was felt to be too high, it was RESOLVED to inform EDDC that the Council would prefer that the sports activity wall project should receive £14,300 (instead of £15,000), allowing the small football goals project to go ahead straight away.
(c)EDDC had suggested that the Council consider if it would approve working down the priority list for the spending of future S106 funds which would mean that the next recipient would be the Pétanque project. No decision was made on this as the Council wishes to receive a response regarding the sports activity wall and small football goals first.
14/12/19
TO RECEIVE A REPORT FROM THE S106 PLAY WORKING GROUP MEETING AND TO CONSIDER APPROVAL OF ANY RECOMMENDATIONS
The Report of the meeting held on 26th November 2014 was noted. It was RESOLVED to approve the recommendations of the Working group:
(a)that the available funds (under the 600 metre rule) are spent on the Land of Canaan Play area for all ages.
(b)that the West Hill Play Park will be provided with additional facilities for the age group younger than Junior School (under 5s) and also the age group older than Junior School (over 11s). The EDDC Senior Engineer has visited the site and confirmed that it is suitable for a zip wire and a modification of the existing swing.
14/12/20
TO RECEIVE A REPORT FROM THE PARISHES TOGETHER WORKING GROUP AND TO CONSIDER APPROVAL OF ANY RECOMMENDATIONS OF A PROJECT
During the debate Cllr Thurgood declared a personal interest as he has been working closely with The06 Youth Group.
The Report of the meeting held on 26th November 2014 was noted. A total of £7,901.30 is available jointly from the Parishes of Ottery St Mary, Talaton and Aylesbeare.
It has been confirmed that £5,000 of Parishes Together funds can be used to match fund the £10,000 DCC will provide towards start-up costs for the Youth Centre. The additional £2,901.30 can also be used for the same purpose.
It was RESOLVED that Ottery St Mary Town Council’s Parishes Together funds of £6,927.80 be used to support start-up costs for the Youth Club at the Station Centre, Ottery St Mary.
It was further RESOLVED that the Council’s previously agreed £10,000 to match fund DCC’s contribution should remain at £10,000.
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14/12/21
TO CONSIDER A REPORT FROM THE COMMITTEE STRUCTURE WORKING GROUP AND TO DECIDE ON ANY ACTION
The Committee Structure Working Group which met on 30th October provided a report to the November meeting and it was agreed that recommendations would be considered at this meeting.
(a)An additional current Working Group was added: St. Saviour’s Business Plan. “Toilets” was moved from the Land Working Group to the Property Working Group.
(b)It was RESOLVED to approve the recommendations in the Report on Committees and Working Groups but that the changes should be deferred until the new Council is in place in May 2015.
14/12/22
TO RECEIVE THE ANNUAL REPORT OF THE OTTERY AND DISTRICT SKATE AND BMX TRUST AND DECIDE ON ACTION
The Annual Report had been made available for viewing by Councillors. The Council currently has no representation on the Trust’s Committee. It was RESOLVED that a meeting be held with the Trustees (at their request). This will be attended by Cllrs Dobson, Holmes and J.Harding. All Councillors will be informed of the meeting date so that they can attend if they wish.
14/12/23
TO APPROVE THE NOVEMBER 2014 COUNCIL SCHEDULES OF PAYMENTS AS TABLED
Cllr J. Harding presented the November schedules of payment showing £6,257.05 (excl. VAT) for the Council and £1,457.30 (excl. VAT) for the Tourist Information Centre. As a result of an omission on the September and October Council schedules a payment for book-keeping and accountancy for £340 each month (total of £680) was also presented. Other than costs related to staffing, no payment of more than £500 were made. It was RESOLVED that each schedule be approved and they were signed by the Mayor. The electricity charge for the Flexton toilet will be investigated as it seemed high.