KINGSWEAR PARISH COUNCIL

Draft Minutes of the Annual General Meeting of the Kingswear Parish Council

held in the Trust Room on Tuesday 24th May 2011 at 7.00pm.

Present: Cllr. K. Allen, Cllr J. Ferris, Cllr. J. Hacking, Cllr J. Hawkins, Cllr. J. Henshall, Cllr. A. Lovell, Cllr. H. Newcombe, Cllr. G. Sowerby and Cllr. K. Sowerby. Also in attendance were District Cllr. M. Stone, 3 members of the public, PC R Hewett and Mrs. E. Illingworth (Clerk)

Chairman’s Opening Remarks

The current chairman, Cllr. J. Hawkins welcomed all to the meeting. He offered his congratulations to all re elected and welcomed Cllr. K. Allen.

1 DECLARATIONS OF OFFICE

As an Election year, before conducting any business all councillors signed their Declarations of Acceptance of office, which were duly signed by the clerk.

2 &14 DECLARATIONS OF INTERESTS

Cllr. J. Henshall declared two Prejudicial Interests one in item 2, Lighthouse Beach and also item17 Planning Committee reference application 30/1063/11/F.

Cllr. K. Allen declared a Personal Interest in the public discussion concerning trees at Darthaven due to the proximity of her residence to the Marina.

3 EXEMPT INFORMATION

It was RESOLVED that in accordance with Section 100(A) (4) of the Local Government Act 1972, the public and press be excluded from the meeting during consideration of the following items of business as the likely disclosure of exempt information as defined in paragraph 3 of Part 1 of Schedule12A to the Act is involved.

This relates to:

Lighthouse Beach working group update.

(Cllr. J. Henshall after addressing the parish council on this item, having declared a prejudicial interest left the meeting at 7:15pm, not returning, taking no part in the discussion)

3&4 ELECTION OF THE CHAIRMAN OF THE COUNCIL

Cllr. J. Hawkins took the Chair for this item.

It was Proposed by Cllr. A. Lovell and Seconded by Cllr. G. Sowerby that Cllr. J. Hawkins be elected as Chairman for the ensuing year. There were no other nominations and Cllr. J. Hawkins was declared elected and then signed the Chairman’s Acceptance of Office.

The clerk on behalf of the councillors thanked the Chairman for his hard work for the community.

5 APOLOGIES FOR ABSENCE

Apologies were received from Cllr. M. Trevorrow.

6 MINUTES

The minutes of the of the KPC meeting held on 19^th April 2011 were signed as a correct record with the following amendment:

C/70/11 National Trust Properties in Kingswear

In her reporting the Clerk omitted to note that it was stated by Ms Smith, National Trust that Trust would think a possibility to put in place an ‘off road’ bridleway to safeguard the safety of horse riders on the narrow roads.

7&8 ELECTION OF THE VICE-CHAIRMAN OF THE COUNCIL

Cllr. J. Ferris, Vice Chairman, stated that although he would be prepared to continue in this office for a further year, he felt it a good opportunity for someone else to take over the position. Cllr. Sowerby was asked if he would consider the position to which he agreed.

It was Proposed by Cllr. H. Newcombe and Seconded by Cllr. A. Lovell that Cllr. G. Sowerby be elected as Vice-Chairman for the ensuing year. There were no other nominations and Cllr. G. Sowerby was declared elected and then signed the Vice-Chairman’s Acceptance of Office.

The Chairman thanked Cllr. Ferris for his support over the years and offered his congratulations to Cllr. Sowerby.

9 ELECTION OF THE CHAIRMAN OF PLANNING COMMITTEE

The parish council has a vacancy in this office, it was Proposed by Cllr. Hawkins and Seconded by Cllr. J. Ferris that Cllr. A. Lovell be elected as the Chairman for the ensuing year. There were no other nominations and Cllr. A. Lovell was declared elect. Cllr Newcombe agreed to continue as Vice Chairman.

10 POLICE REPORT

PC. R. Hewett submitted a report for the period of May 2011. (see appendix A)

PC Hewett also reported that the Musical Festival in Dartmouth had passed with few incidents. However the village shop unfortunately had a display stand damaged and another thrown onto the railway track. PC Hewett reported that it was quiet in the village at midnight when he visited.

Dartmouth Regatta

The clerk sought advice over who to write to after the review of the coning map of the village considered last month preventing parking. It was confirmed Devon County Council.

Cllr Ferris expressed concern over the reduced police service. PC Hewett confirmed that response cover was available from Torbay and Plymouth. Members felt in view of reduced policing, a Neighbourhood Watch Scheme would be an appropriate message. PC Hewett would be happy to give advice on schemes in conjunction with Crime Reduction Officers. Although not proven to be a deterrent, good neighbourliness does focus the mind and awareness.

11 ANNUAL SUBSCRIPTIONS

Resolved that the following subscriptions paid annually be approved:

· Devon Association Of Local Councils

· Society of Local Council Clerks

· Open Spaces - renewed for one year only

12 REPRESENTATION ON OUTSIDE BODIES

It was RESOLVED that the following appointments be made, which are to be confirmed in writing by the Clerk:-

· Port of Dartmouth Royal Regatta Committee (Cllr. J. Hawkins, Cllr. G. Sowerby)

· Devon Conservation Forum (Cllr. H. Newcombe)

· Trustees of Sarah Roope’s Almshouses (Cllr. J. Henshall)

· Kingswear Hall Management Committee (Cllr. K. Sowerby)

· Dart Area Landscape and Access Group, (Cllr. A. Lovell)

· DAPC County Committee for 2008 to 2011 (Mr. H. Newcombe).

· DHNA River Dart Non-Beneficiary Group (Cllr. G. Sowerby)

· Waterhead Creek Preservation Society (Cllr. J. Henshall)

13 AREAS OF COUNCILLOR’S SPECIAL INTERESTS

These have initially been defined as:-

Cemetery ground, Cemetery lower field and Closed churchyard:

Jubilee Park, Waterhead Creek, Land adjacent to the Creek, Land between Beacon Lane and Castle Road:

Cemetery lodge:

Coast and Countryside:

Christmas lights:

Senior Citizen Luncheon:

Footpaths:

Street cleaning and mobile lengths man:

Moorings lettings:

Mooring maintenance, dinghy pontoon, Waterhead Creek, Creek Pontoon and dinghy spaces on Jubilee Park:

Finance, insurance and grants:

Lighthouse beach: All Council

Cemetery grave spaces:

Health and Safety: All Council.

Planning Committee: Chair (Cllr. A. Lovell) All council apart from Cllr. J. Hawkins

Dartmouth Ferry:

Fireworks/Bonfire: All Council.

Anniversaries/Social Events: All Council.

Kingswear Walks Booklet:

Regatta:

Residents’ Traffic Group: No longer required

Village Maintenance:

Play: No longer required

It was also Agreed to formulate the above into four working groups of Finance, Cemetery and General Purposes, Open Spaces, and Moorings where possible, allowing for some individual functions, expertise and interests. Cllr. G. Sowerby agreed to Chair Finance, Cllr. Hacking agreed to Chair the Cemetery and General Purposes and Cllr. Ferris, Moorings. It was suggested that these groups could then meet quarterly to discuss priorities and report back to the full council.

An amalgamation of the above will be prepared by the Clerk from instructions given at the meeting and presented for approval at the next council meeting.

With regard to Village Maintenance, two County Officers are available for consultation regarding village priorities, Jim Morrison and Andy Gallagher. It was Agreed it would be valuable to invite one of them to attend a future council meeting to access priorities and areas where the County could assist.

15 ITEMS REQUIRING URGENT ATTENTION

The following items were agreed by the Chairman:

1. Exempt Item – Cemetery Lodge Tenancy

16 STATEMENTS FROM MEMBERS OF THE PUBLIC

Dog Fouling

Mr Bennett raised the ongoing problem of dog fouling along the footpath adjacent to the railway track. This frustrating problem is one the parish council are well aware of. The SHDC dog warden had been contacted previously and has put additional signs in the area as well as in Jubilee Park. There are dog bins in both locations. It is regrettably the lack of responsibility on the part of owners which is causing the problem. Action: The clerk is to investigate larger signs in the location, with permission from the railway. This will hopefully appeal to owners. Notices will also be placed on boards.

Darthaven Tree Management

Concern was raised by a member of the public regarding the sycamore trees on the eastern side of the site and the impact on the view of properties. It was felt to be an obstruction to amenity. It was stated that the trees are thought to be 35 to 40 feet high. The Chairman clarified that there is an agreed Management Plan between Darthaven and the Tree Office at South Hams District Council. The parish council agreed to check the current agreement with SHDC to provide more information and consult Mrs and Mrs Holman of Darthaven Marina. Mrs Holman has kept the parish council informed of the works planned and completed over recent months, which is appreciated. It is know that there are more works planned in future months.

17 PLANNING COMMITTEE

Cllr. H. Newcombe continued in the chair as he had conducted the planning walk around and paperwork the previous month. (Please see separate minutes)

It was Agreed that in future the planning site visit will be conducted before the planning site visit on the same day, whenever possible.

18 RISK ASSESSMENT AND COUNCIL’S INSURANCE COVER

The review of the Council Risk Assessment was deferred until the next meeting. The Clerk distributed copies of the work she had prepared to update the risk assessment which is ongoing for consideration of members.

The insurance renewal has been considered by Cllr. G. Sowerby and the Clerk. It was recommended that no further additions were necessary, however the rebuilding cost of the lodge has been reduced. The acceptance of the insurance policy renewal at a cost of £1748.24 was RESOLVED. An increase has been seen due to the insurance for the canon and medals. It was also Agreed to look at comparative quotes. The Clerk is to supply Cllr. G. Sowerby with some recommended companies. The possibility of amalgamating insurance requirements with neighbouring parishes is also to be explored – all with the aim of reducing costs, but maintaining the essential level of cover.

19 PARISH NEWSLETTER AND WEBSITE

Hillhead residents have received a copy of the newsletter produced by Brixham Town Council, the Brixham Signal. There has been some concern amongst the parish council that this distribution would confuse residents of Hillhead over who their representing council is. Brixham Town Council has changed their distributor to the Royal Mail and as such whole postcode areas are delivered to, whereas before, exceptions could be made (excluding Hillhead). Cllr Ferris stated that he felt that Hillhead residents of Hillhead would wish to know what is happening in Brixham. After discussion the following was Agreed:

· Kingswear Parish should have a newsletter produced by the parish council as this is a valuable tool for local information. It was Agreed that the previous newsletter was too expense due to the expensive production costs and presentation. It also became quickly out of date. This will be considered over the next few meetings.

· The Parish Council page on the Kingswear website should be updated to provide more information or a separate website could be considered. Cllr G Sowerby will start to investigate this and the opinion of the Kingswear Village website manager, Mr M Stevens will also be sought.

· Both communication vehicles could also seek involvement from other community groups.

· Clerk to write to Brixham Town Council to request that they publish contact details for Kingswear Parish Council in their newsletter too.

20 KINGSWEAR REGATTA ARRANGEMENTS

A request has been received by the Regatta Committee to place an advertising banner on the Lower Ferry Slipway as last year. Permission was given to do this in principle, asking the Committee to liaise with the Ferry Office. The banner is not to be placed any way near to the Remembrance Memorial Frame. The Clerk confirmed she has written to Committee with details of insurance and risk assessment requirements. Due to the Chairman’s absence on the Sunday, the Vice Chairman will represent the parish council at Regatta.

21 CHAIRMAN’S REPORT

The Chairman had nothing further to add.

CLERK’S REPORT

The Clerk thanked members for returning their register of interests’ forms, which will be forwarded to the Monitoring Officer, South Hams District Council. She also outlined the procedures if there any changed to be made to the form in the future.

Election Expenses

Councillors’ expenses returns need to be submitted to SHDC by 3^rd June.

Finance/ Budget report

Finance figures, plus the annual return will be presented next month. New signatories for the bank account were agreed.

22 CORRESPONDENCE:-

· Brixham Town Council concerning distribution of Brixham Signal to Hillhead. Noted see 19

· Audit and Community Services – Mobile Library.

This service is hardly used. If the usage does not increase over the next two months, the PC has been advised it will be withdrawn from the end of July. It currently visits alternate Tuesdays to The Banjo between 10:00 – 10:45, Raddicombe between 11:00 – 11:20 and Hillhead between 11:25 – 11:45. The Clerk is to place a notice on the boards to this effect.

· Open Spaces Society Donation Request. Not supported

23 DISTRICT AND COUNTY COUCILLOR REPORTS

The Chairman welcomed District Cllr M Stone to the meeting. Cllr Stone addressed the meeting on his vision of the years ahead, referring to the changes he has seen in the Local Plan and District Towns and Villages. He particularly focused on the importance of the Conservation Plan to Dartmouth and Kingswear as well as the need for affordable housing. He is also mindful of the need to maintain the level of public transport. The Big Society and the importance of the ‘local voice,’ Education and the importance of the voice of young people were discussed. He paid particular tribute to his District colleagues Cllrs. Bastone and Hawkins, being pleased that they worked effectively as a team. Finally Cllr Stone congratulated the newly elected parish councillors and Cllr Hawkins on his continuation of Chairmanship

24 REQUESTS OF THE CLERK AND ITEMS FOR FUTURE AGENDAS

· Neighbourhood watch- Cllr Ferris July

· Health and Safety considerations regarding Contractors. Certification requirements

· Village Hall update

· Trees overhanging Cemetery Lodge: Cllrs Ferris and Sowerby to conduct a site inspection and report back.

· Tenant to be requested to move car to allocated parking space in Cemetery car park to aid visibility.

25 PAYMENTS FOR APRIL TO MAY 2011

The list of presented payments were Agreed

26 EXEMPT ITEMS/URGENT ITEMS

Exempt Items:

Cemetery Lodge Tenancy

Meeting finished at 10:15pm

Signed............................................................................ Date:......................................................