01409 253312

3rd December 2014

Minutes of a Council Meeting held on Wednesday, 3rd December, 2014 at 7:00 p.m. in the Council Chambers, Holsworthy

Present:

Chairman: Cllr. J. Allen
Councillors: Cllrs. M. Prentice, S. Willetts, B. Harris, M. Stanton, L. Piper, P. Johns and P. Smith

In attendance: Town Clerk (TC)
Assistant Town Clerk (ATC)
County Cllr. Barry Parsons

3069 | APOLOGIES FOR ABSENCE.

Cllrs. Parker, Watson and Hutchings and District Cllr. Ratledge had sent apologies. Cllr. Piper had sent apologies for possible lateness and was not present at the commencement of the Meeting.

3070 | DECLARATION OF INTERESTS

Cllr. Allen asked Councillors to declare any relevant interests as they arose.

Cllr. Allen suspended Standing Orders

3071 | PUBLIC OPEN QUESTION TIME

There were no members of the public present.

3072 | POLICE REPORT

There was no Police presence at the Meeting. The following written report had been provided by PCSO Tomkies:
‘Crime figures November 2014 –14 crimes compared to 16 last year

November Crimes

Assault by person occasioning ABH – 1
Send by Public Communication an offensive/obscene/menacing message/matter – 2
Attempt Burglary – 1
Use threatening/abusive/insulting words/behaviour to cause harassment/alarm/distress – 1
Theft from Shop – 5
Criminal damage to property under £5000 – 1
Common Assault – 3

As well as a reduction in crime in the town from last year we are also pleased that we know the identity of the suspect for 9 of the 14 incidents, with investigations ongoing in relation to the other incidents.

1 female offender dealt with by way of restorative justice in relation to a Send by Public Communication an offensive/obscene/menacing message/matter Offence

1 male suspect spoken to under caution in relation to a Common Assault, no further action was taken due to insufficient evidence.

1 female offender dealt with by words of advice in relation to a Send by Public Communication an offensive/obscene/menacing message/matter Offence

1 male offender identified in relation to the Use threatening/abusive/insulting words/behaviour to cause harassment/alarm/distress offence – local officer progressing. Offender also currently wanted for 2 out of area offences.

1 male offender received an adult simple caution in relation to Criminal damage to property under £5000

1 female offender is being dealt with by way of Restorative Justice in relation to a common assault

1 female offender is linked to two of the Theft from Shops – local investigations are ongoing

1 male suspect is linked to one of the Theft from Shops – local investigations are ongoing.

The following incidents are not being progressed due to the victims and witnesses not wanting to make a complaint or give statements, therefore no further action is being taken;

1 Assault by person occasioning ABH
2 Common assaults’

There were no comments/queries from Cllrs.

3073 | DISTRICT COUNCILLORS’ REPORTS

Cllr. Ratledge had sent apologies and had provided the following report which had been circulated to Cllrs.:
‘Please give my apologies as I have a planning meeting on Thursday and have to devote my time to planning applications for the next day.
Public Toilets – No firm decisions have been made it has been referred back to O&S and any decision made after that is unlikely to affect year 2015/16.
In response to Cllr. Ken Watson’s questions about projects I have been involved in the possibility of shared working with other District and Borough Councils has been a priority exploring the different models and hopefully making the right conclusions as this is of prime importance to the area. The details of this cannot be discussed as it is in part 2.
I am now involved in the PEEP project (Pupil and Employer Engagement Project) as representative for the Holsworthy area.’

The report was noted by Cllrs. without comment.

Cllr. Allen noted that there had been no contact from Cllr. Footitt.

3074 | COUNTY COUNCILLOR’S REPORT

Cllr. Parsons reiterated his comments made at the last Full Council Meeting (Minute Item 3050) that DCC’s budget is being reduced by £50K. He commented that there will be “tough times ahead for a number of years”, with public services being hit harder than ever. Cllr. Parsons informed the Meeting that SW Councils are trying to get local authorities to work together and he will be meeting with Adam Paynter his counter-part at Cornwall County Council, to discuss the two Councils to work together.

Cllr. Parsons thanked HTC for the support it has given him over the past few years. He particularly expressed his pleasure at the way in which the Holsworthy Area Board is progressing and commented that “there is real momentum gathering” and that the community must stay strong. He further informed the Meeting that 11 Locality Leads have been put in place, with Peter Quincey representing this area.

Cllr. Prentice asked Cllr. Parsons how parish councils could deal with a backlash from the public regarding increases in Council Tax, due to precepts increasing. He commented that the public may think they are paying twice for one service (to HTC and also to DCC/TDC). Cllr. Parsons said that there is never an easy answer when taxes are increased, and again stated that this is inevitable over the next few years.

Cllr. Willetts suggested that if DCC and Cornwall CC worked together, they might achieve a better bus service between Bude, Holsworthy and Launceston. Cllr. Parsons suggested that any Cllr. attending the event to be held by DCC could ask John Hart, Leader, any questions that concerns them.

Cllr. Allen thanked Cllr. Parsons for his attendance and Cllr. Parsons left the Meeting at 7.15 p.m.

Cllr. Allen returned to Standing Orders.

3075 | COUNCIL MEETING MINUTES Minutes of the Council Meeting held on 5th November, 2014 had been circulated with the Agenda.

Cllr. Stanton proposed that the Minutes of the Meeting held on 5th November 2014 be approved. Cllr. Prentice seconded the proposal which was carried. (Vote 5 For. 0 Against. 2 Abstentions).

3076 | MATTERS ARISING

Item 3052 – The TC confirmed that a reply had not yet been received from TDC Planning, regarding the Fry Street application.

3077 | MAYOR’S ANNOUNCEMENTS

Cllr. Allen announced that he had attended the North Devon Journal’s Community Awards evening. He commented that this had been very enjoyable, but was disappointed to note that the NDJ had not received any nominations from Holsworthy. A short discussion took place regarding highlighting these awards in the future. Cllr. Allen had also attended a Meeting of the CCG and said that there was nothing new to report.

Cllr. Piper arrived at 7.20 p.m.

3078 | ACCOUNTS DUE FOR PAYMENT AND BUDGET REVIEW

The Finance and Budget Sheets had been circulated prior to the Meeting. The RFO asked for any queries on the finance sheet; there being none Cllr. Prentice proposed that the payments be approved. This was seconded by Cllr. Allen and unanimously agreed. (Vote 8 For. 0 Against. 0 Abstentions).

The RFO and Cllr. Prentice went through the Budget Sheet.

3079 | TO RECEIVE, AND TO NOTE THE MINUTES OF THE FOLLOWING COMMITTEE MEETINGS:

a) Newsletter Committee 10th November 2014
b) Market Committee 12th November 2014
c) Parks’ Committee 19th November 2014
d) F&GP Committee 24th November 2014
e) Planning Committee 25th November 2014

The Minutes of the Committees had been circulated with the Agenda.

Newsletter Committee – No queries

Market Committee – Item 541 – The TC informed the Meeting that this would be discussed under Item 17 of this Agenda.

Parks’ Committee – No queries

F&GP Committee – Item 604 – Shuttle bus – Cllr. Prentice informed the Meeting that at a meeting of the Overview & Scrutiny Committee at TDC, it had been agreed to send a letter to DCC supporting the Holsworthy Community transport option. Cllr. Prentice gave details of a grant applied for in this connection.

Item 608 – Tesco – The TC is awaiting contact details for the developer’s agent from TDC. It was pointed out to Cllrs. that it is not in TDC’s remit to pursue a purchaser for the Tesco site.

Item 612 – Website – Cllr. Prentice confirmed that the domain name would be www.holsworthytowncouncil.gov.uk

Planning Committee – No queries.

3080 | TO RATIFY CLLR. PARKER’S APPOINTMENT AS HTC’S REPRESENTATIVE TO THE HOLSWORTHY TWINNING ASSOCIATION

Cllr. Allen proposed that Cllr. Parker be appointed as HTC’s representative to the Holsworthy Twinning Association. Cllr. Willetts seconded the proposal which was carried unanimously. (Vote 8 For. 0 Against. 0 Abstentions).

3081 | TO DISCUSS AND RATIFY THE APPOINTMENTS OF HTC COUNCILLORS AND THE TOWN CLERK AS REPRESENTATIVES TO THE HOLSWORTHY AREA BOARD

The TC explained this Item, pointing out that all attendees at the Board meetings have been invited as individuals and not Cllrs. However, she recommended that a Cllr. (who has been invited as an individual) be appointed as HTC’s representative to be able to report back to the Council. She also explained that she had been invited as an individual, but since taking up the role of HTC’s TC needed clarification as to whether she was authorised to attend in her official capacity. After discussion Cllr. Johns proposed that Cllr. Piper be appointed as HTC’s representative to the Holsworthy Area Board (to enable reporting back to the Council) and that Mrs. Saunders be authorised to attend in her role as TC to HTC. Cllr.
Allen seconded the proposal which was carried unanimously. (Vote 8 For. 0 Against. 0 Abstentions).

3082 | TO RECEIVE A RECOMMENDTION FROM THE PARKS’ COMMITTEE THAT HTC ACCEPT THE TK PLAY QUOTE REGARDING THE OUTDOOR GYM/TRIM TRAIL

Copies of the quotation had been circulated with the Agenda. Cllr. Piper explained the recommendation. Cllr. Prentice confirmed that a grant of £10K had been received in relation to the outdoor gym/trim trail. There was discussion about items detailed in the quotation and the TC confirmed that the figure of £12,764 (exc. VAT) would be the figure she would expect HTC to pay. Cllr. Piper proposed that HTC accept the quotation of £12,764 (exc. VAT), from TK Play, regarding the outdoor gym/trim trail. Cllr. Prentice seconded the proposal which was carried unanimously. (Vote 8 For. 0 Against. 0 Abstentions).

3083 | TO RECEIVE A RECOMMENDATION FROM THE PARKS’ COMMITTEE THAT THE SKATEBOARD PARK, THE NEW SPORTS PITCH AND ASSOCIATED GROUNDS BE CONSIDERED AS PART OF STANHOPE PARK, AND AS SUCH SHOULD COME UNDER THE REMIT OF HTC’S PARKS’ COMMITTEE

After discussion, and clarification that this would take immediate effect, Cllr. Prentice proposed that the Skateboard Park, the new Sports Pitch and associated grounds be regarded as part of Stanhope Park, and as such come under the remit of HTC’s Parks’ Committee. Cllr. Allen seconded the proposal which was carried unanimously. (Vote 8 For. 0 Against. 0 Abstentions).

3084 | TO RECEIVE INFORMATION FROM THE TC REGARDING TWO PLANNING APPLICATIONS; ONE FOR SIGNAGE AT THE INDUSTRIAL ESTATE AND ONE FOR ADDITIONAL CAR PARKING SPACES TO SERVE THE SPORTS GROUND ADJACENT TO STANHOPE PARK

The TC explained that the planning application in relation to the Industrial Estate has been presented by TDC to its Planning Department, but under HTC’s name. This enables the cost to be reduced and also means that the application does not have to go to Committee. With regard to the additional car parking spaces, this is an amendment to the application already submitted by Redrow, but a planning application will be needed to be submitted by HTC.

She explained that the Industrial Signage subject is complex; various grants have been obtained to facilitate the signage and HTC had agreed to pay £250 towards the signage. However a question was raised as to whether businesses on the Estate are in agreement with such an application. Cllr. Prentice explained that it is important that the businesses contribute to the signage, or there will be insufficient funds to allow this to happen. He also explaned that after discussion with Redrow they are happy with a variation to the original planning application re. the parking spaces.

3085 | TO DISCUSS AUTHORISING THE TC TO APPOINT A SOLICITOR TO SPECIFIALLY ADVISE HTC ON THE MARKET CHARTER AND MARKET RIGHTS

The TC explained that information (over a period of many years) on files held in the Council office differs regarding the implementation of clauses within both documents. To enable the proper legal position to be confirmed she recommended that a solicitor, outside Holsworthy Town, be appointed to clarify this position. The TC had received an estimate for the investigative work of no more than £350 plus VAT. After discussion it was unanimously agreed that the TC appoint a solicitor to advise HTC on the Market Charter and Market Rights.

3086 | TO DISCUSS THE TOILETS IN NORTH ROAD

Cllr. Prentice explained that he had received documentation from TDC on a Public Convenience Review. He has analysed the data supplied, and gave detailed information regarding this, but pointed out that it is work in progress. Cllr. Prentice informed Cllrs. that a further meeting of TDC’s Overview & Scrutiny Committee will take place on 16th December.

After discussion, it was agreed that the TC and Cllr. Prentice should liaise and prepare and send comments/concerns regarding this subject to both District Cllrs. and the Overview & Scrutiny Committee.

It was also agreed that the TC should contact TDC regarding Manor Offices, as HTC has received no information to date regarding TDC’s plans regarding the Offices.

3087 | TO DISCUSS THE BUDGET AND PRECEPT FOR THE FINANCIAL YEAR 2015/2016

A copy of the updated budget and possible projects had been circulated at the Meeting. The TC explained that an Extra-ordinary Meeting of HTC will take place on 20th January 2015 to discuss and ratify the budget and precept for 2015/2016.

Both the TC and Cllr. Prentice went through various aspects of possible projects, which had been listed as either priority or for possible inclusion. A discussion took place covering the projects. Cllr. Allen pointed out that he felt a project regarding the Area Group Assets should be included in the priority list (although not necessarily at the draft amount) and Cllr. Piper felt that resurfacing an area at the Park gates should also be a priority (again not necessarily at the draft amount). It was agreed that no further discussion could take place at the Extra-ordinary Meeting, and that when reviewing the expenditure for the Park, there may be some scope to include the re-surfacing in this year’s Parks’ budget being covered by the Redrow S106 agreement.

3088 | TO RECEIVE EXTERNAL COMMITTEE UPDATES

Notes prepared by Cllr. Parker re. a Twinning Association Meeting held on 12th November had been circulated to Cllrs.

Minutes of a Meeting of the Bude Canal Trust Partnership held on 19th September had been circulated to Cllrs. Cllr. Watson is HTC’s representative.

3089 | TO RECEIVE CORRESPONDENCE

Correspondence Received – November

1. M. Prentice, Hls Community Transport – ‘Ring & Ride’ request for contribution
2. Cllr. Hart – response to joint letter from Mayors re. changes to residential and Day Care provisions
3. DALC – Electoral Review (circulated to Cllrs)
4. Local Government Boundary Commission – details of websites re. consultation on electoral review
5. R. Haste TDC – Emergency Planning – details of website addresses for info.
6. Rural Services weekly newsletter (circulated to Cllrs)
7. Mr. & Mrs. Wadey – concerns re. housing/Craddock Close (copied to Cllr. Allen as Trustee of Hls. Property Trust)
8. DCC – Road Restriction re. Carnival (copied to Cllrs)
9. C. Dumpleton – concerns re. Weds. Market (copied to Members of Market Cttee)
10. TDC – notification re. vacancy of no election
11. St. Peter & Paul Church – invite to Service of Lessons & Carols 7th December 6.00 (circulated to Cllrs)
12. DCC SWH – Road Closure – 18 – 20 November North Road (circulated to Cllrs)
13. Rural Services weekly newsletter (circulated to Cllrs)
14. S. Toon TDC – TDC closed 24 Dec. – 2nd Jan.
15. DCC community round up newsletter (circulated to Cllrs)
16. Bond Oxborough Phillips – reply re. Penroses Terrace (documents on file)
17. PCSO Tomkies – recent scam (circulated to Cllrs)
18. TDC – vacancy on Standards Board (circulated to Cllrs)
19. RBL – thank you re. cleaning of the War Memorial
20. CCG – letter re. urgent measures being taken (circulated to Cllrs)

The TC brought the highlighted item to the attention of Councillors and gave an explanation where necessary.
Item 16 – The TC will respond, to Mr. L. Bond and suggest a meeting is scheduled.

Correspondence Sent –November

1. C. Dumpleton – acknowledging e-mail re. concerns re. Weds. market
2. Jenni Pine TDC – observations from Planning Cttee Mtg. 4 November
3. Jenni Pine TDC – request for update on observations/request for site visit re. Fry St. application
4. Mr. & Mrs. Wadey – acknowledging letter re. housing
5. HSBC – updated Mandate
6. Post/NDJ – press release re. FIT/Stanhope Park (prepared by Cllr. Watson)
7. L. Bond – re. Penroses Tenancy (sent by Cllr. Prentice)
8. L. Piper – HTC’s letter of support re. youth centre (see council Minutes November)
9. J. Wallace/B. Parsons – request for references re. TC
10. Applicants for tenancy of Penroses – requesting confirmation that they still want to apply.
11. TDC Planning – Planning Cttee observations on applications at mtg. of 25th November
12. Cllr. Footitt – Cllr. Community Grant application form for signature

The TC brought the highlighted item to the attention of Councillors and gave an explanation where necessary. She also confirmed that she had supplied Mr. Dan Garnett with copies of the Market Charter.

3090 | TOWN CLERK’S REPORT

The Town Clerk reported as follows:
Cllr. Watson has asked me to mention the Road Closures Notice informing of the closure of
Chapel Street from the 5th January 2015 to the 13th February 2015
Bodmin Street from the 16th February 2015 to the 6th March 2015
Members may recall that Western Power wrote to the Town Council regarding these closures in Jan. 2014 asking for feedback regarding the optimum time for completing the works and this was discussed at the Full Council meeting of the 8th January 2014. Cllr. Watson also asked if the Council could ensure that the closures are widely publicised.

The CCD is holding a free event in Exeter tomorrow 4TH Dec between 2pm and 4pm entitled ‘Tough Choices – Community Solutions’ for those community groups and organisations across Devon with an interest in taking over a local service or asset.

Update on Penrose Terrace:
a.The Boiler has been serviced and the pipes checked along with the Oil Storage Tank
b.A Chimney Sweep will be sweeping and checking the chimney next week
Cllrs. Allen, Prentice, Piper and the Town Clerk visited the property last week to ascertain the works required to bring the property up to rentable standard. This will form the basis of a number of tenders
Application forms will be sent to the two interested possible tenants before Christmas, with details of the work required as part of the tenancy.

The Assistant Town Clerk met with Ben Eardley from Energy Analysis regarding the benefits of the Rural Community Energy Fund. He has offered to speak to the Council in more detail if required.

The Conservation Officer at TDC has given the Town Clerk a copy of a document called ‘The Holsworthy Tourism Initiative’ which was completed in October 1990 for TDC and the ‘Holsworthy Workshop’. This will be placed on file in the Town Council Offices if any Member wishes to see it.

Holsworthy Playgroup has mentioned that several large cracks have appeared in the wall at the back of Rowland Gardens. The wall is the boundary wall with the bungalow next door. Cllr. Johns will investigate the pre-registration deeds re. the boundary. Cllr. Piper will inspect.

Copies of the 2015/2016 calendar of HTC’s Meetings/Committee Meetings were circulated.

The TC reminded Cllrs. that they had been invited to attend the Carol Service at St. Peter & St. Paul’s Church on 7th December at 6.00 p.m.
3091
EXCHANGE OF INFORMATION
Cllr. Smith, who has been appointed as HTC’s rep, gave Cllrs. information on Specotts. She gave details of the actual work carried out; the fact that 2 Trustees are retiring; the recruitment of replacements and the fact that no minutes of meetings will be circulated to HTC since the content is considered totally confidential, as it deals with individuals and their financial situation.

Cllr. Johns wished to place on record her thanks, as Deputy Mayor, to all those who assisted in putting the Christmas Lights up and also to those who had helped organise the Christmas Lights Switch On Event. She said the work was really appreciated and it had been an excellent evening.

Cllr. Allen gave an update on Rydon v in relation to the S106 agreement. He explained that a new idea had been suggested to the developer and TDC regarding building one property on the site earmarked for recreational purposes. This had been agreed and £36K will be included in the S106 agreement for recreational purposes; half to be paid after planning had been agreed and the second half after completion of 25 houses.

Cllr. Allen informed the Meeting that, in accordance with Standing Order 55, the public and press would now be asked to leave the Chambers in view of the special or confidential nature of the following business to be transacted.

3092 | TO DISCUSS AND CONFIRM THE TOWN CLERK’S SALARY

Documentation regarding this Item had been supplied to all Cllrs.
After discussion, Cllr. Prentice proposed that the appointment of Mrs. Vanessa Saunders as HTC’s Town Clerk and Responsible Financial Officer from 17th November 2014, in accordance with the NJC pay scale SCP 30, be ratified. Cllr. Willetts seconded the proposal which was carried unanimously. (Vote 8 For. 0 Against. 0 Abstentions).

3093 | TO DISCUSS THE SALARIES OF THE TOWN CLERK AND ASSISTANT TOWN CLERK FOR THE FINANCIAL YEAR 2015/2016

Documentation regarding this Item had been supplied to all Cllrs.
After discussion, Cllr. Allen proposed that the Assistant Town Clerk’s salary is increased to the NJC scale of SCP 23 from 17th November, 2014. Cllr. Prentice seconded the proposal which was carried unanimously. (Vote 8 For. 0 Against. 0 Abstentions).

Further discussion took place regarding 2014-2016 National Salary Awards. Cllr. Allen proposed that HTC ratify the contents of the NJC 2014/2016 National Salary Awards for the Town Clerk and Assistant Town Clerk’s posts. Cllr. Prentice seconded the proposal which was carried unanimously. (Vote 8 For. 0 Against. 0 Abstentions).

3094 | CLOSE

The Mayor formally closed the Meeting at 9.08 p.m.

Signature …………………………………. Date ………………………………….

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