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KINGSWEAR PARISH COUNCIL
Draft Minutes of the Meeting of Kingswear Parish Council Held in the Trust Room on Tuesday 12th July 2011
PLEASE NOTE THESE MINUTES ARE SUBJECT TO APPROVAL
Present: Cllr. J. Hawkins (Chairman), Cllr. K. Allen, Cllr. J. Ferris, Cllr. J. Hacking Cllr. A. Lovell, Cllr. H. Newcombe, Cllr. G. Sowerby, Cllr. K. Sowerby and Cllr. M. Trevorrow Also in attendance were 1 member of the public, PC R Hewett and Mrs Emma Illingworth (Clerk).
C/111/11. APOLOGIES FOR ABSENCE (1)Apologies were received from Cllr. J. Henshall
C/112/11. MINUTES (2)The Minutes of Annual General Meeting of the Council held on 24th May 2011 and the full Council meeting of the 7th June 2011 were signed as a correct record.
C/113/11. DECLARATION OF INTEREST (3)Cllr Allen declared a Personal Interest in item C/120/11/2, Darthaven Tree Management.
C/114/11. EXEMPT INFORMATION (4) 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 paragraphs 1 and 3 of Part 1 of Schedule12A to the Act is involved. This relates to: i. Minutes of the Lighthouse Beach Meeting 21st May 2011. ii. Lighthouse Beach update. New member for group.
C/115/11. ITEMS REQUIRING URGENT ATTENTION (5)There were three items agreed by the Chairman: 1. Works at Hillhead Park 2. Regatta Parking in Kingswear 3. Memorial Inspection- Cemetery
C/116/11. POLICE REPORT (6)PC Hewett kindly supplied a report. (Please see appendix attached) A moped was taken from an address in Raddicombe Drive and a vehicle caught alight whilst being driven down Bridge Road. No one was injured.
In addition, Regatta Parking was discussed. There has been a meeting between the Regatta Committee and the police. A section of Brixham Road from The Banjo to the Cemetery junction and back into the village to Higher Contour Road will have a temporary Clearway Order. This prevents cars from parking with the exception of marked parking spaces outside Jubilee Park, which will be available for residents’ parking only. Problems have been experienced in recent years with the placement of no waiting cones. By making this section a Clearway, during Regatta period, this will mean that no one is permitted to stop along these roads. This will be enforced by SHDC. PC Hewett has produced letters for the Clerk to deliver to residents in the area, who will be supplied with permits to enable them to park. The permits will be issued to residents in Waterhead Terrace, Waterhead Close and the Almshouses, only. A space cannot be guaranteed, but it is hoped that this system will help locals as a Permit will need to be displayed to park.
STREET LIGHTING (16) This item was brought forward by the Chairman Street lighting illumination on minor roads is being switched off from 12:30am to dawn. This is for economy and to reduce light pollution. Members, in discussion with PC Hewett supported the decision, with the exception of the lights in Hillhead. This is a scheme that is very much in evidence in Europe and it was felt that residents would soon adapt. It was not clear whether the lights along Kingswear Road would be affected. Action: The Clerk is to contact Devon County Council to clarify and request that this section remains illuminated.
C/117/11. STATEMENTS FROM MEMBERS OF THE PUBLIC (7)Brixham Signal Mr Beech informed the council that he was upset to read the letter sent by the Parish Council to Brixham Town Council expressing concern that the publication was being delivered to residents in Hillhead. This is due to the postcode being the same as Brixham. The Parish Council felt that it would be confusing for residents in Hillhead to identify who their governing body was and in particular as the first addition was delivered during the Election in May. Mr Beech explained that Hillhead residents were not confused and found the publication very useful. They know that they are part of the South Hams. It was a reality that the facilities in Brixham were used by Hillhead Residents and the Brixham Signal gives information, for example for recreational facilities that are easier to access than Dartmouth. The Chairman gave his personal view that Torbay Council could look at Hillhead as an extension of their District in the future and the main concern was the timing of the first addition during the Election. It was felt that as details of all Brixham Town Councillors are given, this is where confusion could start. Residents of Hillhead are being asked for their feedback regarding the Signal to be submitted to Brixham Town Council. The Parish Council is going to produce its own newsletter and also Brixham Town Council has agreed to put details of Kingswear Parish Council in the Brixham Signal, which is appreciated. The Chairman thanked Mr Beech for his valuable comments.
C/119/11. AFFORDABLE HOUSING NEED ESTABLISHMENT (8) A presentation was given by the Rural Housing Initiative on the 21st June at an open public meeting, to consider whether to request a housing needs survey be conducted in the parish. This will be a confidential questionnaire conducted by the Devon Rural Housing Partnership. It was PROPOSED that this offer is accepted to establish the views of residents. This was SECONDED and RESOLVED. Action: Clerk to conduct the Rural Housing Initiative to action. Consideration of inviting the Torbay Mayor to a meeting to explore possible co-operation between authorities on improved public access will be delayed until a later date.
C/120/11. MATTERS ARISING FROM THE MINUTES (9)i. C/101/11/4 Playing Fields Mount Ridley Road An update on the possibility of the Parish Council taking on the lease for the playing field only from South Hams District Council from Cllr Hawkins was given. Earlier this year the Kingswear Playing Filed Trust disbanded and gave the lease of the playing fields back to SHDC. Devon County Council will not allow Kingswear Primary School to take over the lease as the playing field cannot be closed off to the public at required times. The Parish Council is considering taking over the lease. Cllr Hawkins explained that he felt it was the Parish Council’s responsibility to take on this facility for the community. It would give the parish opportunity for more events. However, in discussion several considerations were raised by members, including: - Financial responsibilities and implications - Extra workload - Playing field condition would need to be improved and approved before take over. - A detailed document of lease would need to be drawn up, with all stakeholder responsibilities. i.e. the school for the hut, SHDC for the play equipment. It was Agreed for Cllr Hawkins and the Clerk to meet with Mr R Kennerly, Landscape and Leisure, SHDC in September and report back to council. Mr M Oakshott, Headteacher, Kingswear Primary School and Mr B Longland, Chairman of Governors will also be contacted for further their input and views. Cllr Hawkins has been in contact with them throughout. ii. C/98/11 Darthaven Marina Tree Management Plan An update was given from the meeting between Cllrs Newcombe and Allen with the Tree Officer and owners concerning the current plans for maintenance. There is a new management scheme that will be presented to the District in September, which the Parish Council will have the opportunity to comment on. Some willows will be cut in accordance with the existing plan in the winter. This should therefore improve views. The Tree Officer has advised that once the plan is agreed there is no point in residents contacting him to complain and expect a result. Darthaven have given assurance that as landowners they will act responsibly and sensitively within reason. Also it was agreed by the Parish Council that is not acceptable for Darthaven to receive individual communications from residents offering to pay them to cut tress down. In additional, the owners are encountering problems with fly tipping. Garden waste is being dumped on Darthaven land and also bags of rubbish have been left by the barrier. This is not acceptable. The Parish Council is grateful to Darthaven for the meeting and updates and looks forward to further implementation of the agreed plan. iii. AGM/13/11 Working Groups The suggested final membership structure and responsibilities of the groups were presented to members for consideration. There are many advantages to working groups including: · Ownerships of projects · Constructive feedback to Parish Council following separate meetings · Meetings to arranged before planning meetings where possible · Local people involved · More opportunity for research into projects · Reduce workload at main council meetings · Increased efficiency · Recommendations given with decision taken at full council meetings There will be the following working groups: Finance: Chair - Cllr G Sowerby with Cllrs Hawkins, Trevorrow and the Clerk Moorings: Chair - Cllr Ferris with Cllrs G Sowerby and Trevorrow Environment: Chair - Cllr Hacking with Cllrs Allen, Ferris, Henshall, Newcombe and K Sowerby. Within this group there will a Cemetery Sub, and Annual Functions Sub, both Chaired by Cllr Henshall. Special Projects: As of need i.e. for Diamond Jubilee. Lighthouse Beach: Chair - Cllr Hawkins with Cllrs Henshall and Newcombe with Messrs Stevens, Folca and Tulloch. The Planning Committee consists of all councillors apart from Cllr Hawkins and is open to the public. Meetings will be at 7pm and planning moved to 8pm. The Clerk will put together a suggested diary of meetings, working on the structure of 3 per year, for members to agree. This will start in September. The first role of the Chairman of each working group will be to agree terms of reference. A Vice Chair will also need to be selected. The Clerk will attend meetings in the beginning, but with the idea for this is to reduce over time. Terms of Reference - ACTION Cllr G Sowerby has kindly worked hard on producing some suggested terms of reference for groups adapted from existing examples used in other councils. Chairs of groups were asked to consider these and report back to full council in September. These will need to agree annually and a diary note made to do this. iv. AGM/19/11 and C/103/11 Parish Council Newsletter Cllr Trevorrow presented some costings for the production of a newsletter. It was decided to produce 1 letter each quarter at a cost of £221 for each. It will be 50/50 colour and black and white. Action: This expenditure will be advertised on the next agenda for ratification. Clerk to check whether VAT can be reclaimed. The back cover could be used for adverts to help pay for the publication. The charge will need to be decided. Cllr G Sowerby will research some other parish newsletters for info. A PDF for artwork will need to be set up. Discussions on how to make it interesting and relevant will need to be made and involvement others. Considerations to the name will put on the September agenda. v. C/98/11Diamond Jubilee Celebrations Cllr Henshall will be asked if she will consider being the lead for this project. The following actions were suggested: · To set up a meeting before the planning meeting in September (27th) to discuss the celebrations. · Clerk to contact Annual Parish Meeting attendees to invite to 27th September. · To place the Diamond Jubilee on each council agenda as a standard item. · Invite representatives from Hillhead, perhaps Mrs Fletcher regarding wishes in Hillhead. · There could be a competition for children to design a logo for the Diamond Jubilee for mugs. Cllr Trevorrow will look at mug production. · A publication has been received on being a location for Beacon. It was Agreed for the Clerk to reply with an expression on interest. A possible location could be the Daymark. Permission would needed from the National Trust and Dart Harbour and Navigational Authority. Action: Clerk to email both for their views. vi. C/98/11Lime Kiln Restoration Cllr Trevorrow to raise at Kingswear Historian Meeting in October and report back so way forward with this project can be established. Clerk to invite Kingswear Historians to October parish council meeting.
C/121/11. PLANNING COMMITTEE (10) Cllr. Lovell took the Chair for this item. (All members with the exception of Cllr Hawkins are part of the Planning Committee).
Consideration of one application only, due to deadlines for parish comment: 1. The Minutes of the planning committee meeting on the 24th May 2011 were signed as a correct record.
2. 30/1423/11/F Householder application for remodelling of external balconies and roof with internal alterations to provide two rooms at basement level for Mr S Thorn at Top Deck, Ridley Hill, Kingswear. TQ6 0BY NO OBJECTION
C/122/11. FINANCIAL – LATEST ACCOUNTS (11)Cllr. G. Sowerby presented a report following the recent finance working group meeting: · The budget reports produced to members for each month now include an additional column for a comparison to the same month the previous year. · The financial net worth compared to last year of the council is £10K lower. This is attributed to £10K spent on Gabions and Cemetery Wall, reduction in Cemetery income, repairs and maintenance to Cemetery Lodge and increase in Clerks salary to bring in line with SLCC recommendations for role and responsibility. · Cemetery appropriate marketing to be made. Discussed in Cemetery working group and finance working and agreed as a flyer to funeral directors. · Moorings figures are on target to hit budget this year. The financials will also include a separate column to see administration costs of this facility. · Ground Maintenance costs have been reduced. · Proposal to have a Clerk’s ‘get together’ to be hosted by Kingswear in October/November to share best practise and cost saving ideas. (i.e. insurance pooling) · There will be continued close and careful financial management Reserves Policy Requested by the Internal Auditor. This is required as a key component to sound financial and risk management so that the Parish Council maintains adequate reserves and balances to meet either known future commitments or expenditure arising from unforeseen, unexpected or emergency situations. It was PROPOSED that a reserve fund of £8500 should be set aside from the ongoing day to day expenditure of the Parish Council and that the Finance Working Party should review the level of reserves and designated funds twice a year. This was SECONDED and RESOLVED. Bank Signatories Relevant councillors were given mandate forms to complete for Bank records. It was RESOLVED that the Authorised Signatories in the current Mandate, for the Accounts detailed in section 2 of the mandate, be changed in accordance with section 5 and the current Mandate will continue as amended.
C/123/11. RISK ASSESSMENT (12)This report has been reviewed by the Clerk and Cllr G Sowerby and copied to all members for input. There were no further amendments to be made.
C/124/11. MOORINGS (13)Fees for moorings have been charged pro rata at this stage in the season in previous years. It was Agreed to carry on the same process this year. The length of craft allowed on the New Pontoon in Waterhead Creek was increased last year. It was PROPOSED to increase the width from 58inch to 65 inch (5ft 5in). This will tally with the length increase. This was SECONDED and RESOLVED.
C/125/11. CEMETERY WORKING GROUP (14) The group have suggested the following: 1. An advertising flyer to be sent to all funeral directors. This will be devised to include photographs 2. Research on Chronicle ‘making a will’ pages re a submission. 3. Cemetery Memorial Test. When the exercise is conducted again a note will be placed in the cemetery a month before. Regrettably approximately 25 headstones had to be laid down in the Cemetery following the inspection for safety reasons. There is a letter on all headstones affected to advise families and apologising for any distress caused. This will be reviewed in September along with an update on the number of families that have contacted the Clerk concerning repairs.
C/126/11. PUBLIC SPACES (15) There is a village walk round organised for the 21st July with Mr Rob Harkness, Devon County Council to identify priorities for vegetation cutting. Cllrs will report back to September meeting.
C/127/11. KINGSWEAR REGATTA ARRANGEMENTS (17) The Clerk has requested that the Regatta Committee move the access ramp to the pontoon straight after regatta along with any additional fixings to avoid the situation last year when this was left in position for some time. In addition it was suggested that the ramp whilst awaiting collection could be moved to the trailer side in Jubilee Park. The lights are to be switched on for Dartmouth Regatta as well as bunting in Fore Street. Permission has been obtained.
C/128/11. REMEMBRANCE SERVICE (18) Mr Bob Melhuish has kindly agreed to take over as main organiser. It was Agreed to obtain quotes for the refurbishment of the Memorial Frame on the Ferry Slipway. Cllr Ferris is to provide quotes for the September meeting. Lt. Col. James Treglown has kindly agreed to pay for a memorial plaque to be placed in the centre of this. Cllr Ferris will obtain the suggested wording from Lt Col Treglown in order for the Clerk to obtain a stone mason’s quote.
C/129/11. WINTER 2011-2012 (19) There is a Snow warden Scheme that has been launched by Devon County Council. The County supply salt and grit to communities and train a warden. This was discussed and after the problems faced with snow and ice last winter it was decided that it would be of benefit to have a neighbourhood team. The Clerk was instructed to register interest with this scheme. In the parish Church Hill and Higher Contour Road were badly affected last year. Cllr Ferris agreed to attend the training which is aimed at promoting community involvement. There is also an option to purchase a gritting device that can be towed behind a vehicle. It was suggested that the Carlow Bequest could be utilised for half the cost of the device which is £1312 in total. Action: It was Agreed to hold a Carlow Bequest Meeting in September for this purpose and to advertise the possibility. In addition the Carlow Bequest could assist people in the winter. The Clerk is to look at the insurance cover for councillors who may need to tow the gritting device.
C/130/11. CHAIRMAN’S REPORT (20) Waterhead Creek Preservation Society The Chairman reported he had received an unofficial request whether the parish council would support handing the management of Jubilee Park and Waterhead Creek over to the WCPS. After discussion, this was not supported by members as they are not aware of an official meeting that the WCPS has held. However, greater involvement/openness would be welcomed from this group. In addition, the Creek was donated to the parish and therefore belongs to all. It is the Parish Council’s responsibility to manage it. The PC understands that it has received criticism for not listening to WCPS members’ views. However the PC is not aware of a collective member view of the WCPS. It is hoped that communication will improve. Cllr Henshall is the parish representative for the WCPS.
Notice Boards The Parish Notice Boards require renovation. The bus stop by the Toll House requires painting. Action: Clerk to organise
CLERK’S REPORT A written report had been submitted to members, in addition: Powers and Duties of Parish Councils The Clerk updated members on the rules and regulations over the spending of public funds and handed out copies of all the relevant powers. Greenway House Civil Ceremonies A letter is expected for the National Trust to further confirm arrangements for the ceremonies. Road Closure Higher Street will be closed for 2 days on the 19th September for works by South West Water.
C/131/11. CORRESPONDENCE (21) · Kingsbridge Gazette – Weight restrictions in country lanes for large lorries. Deferred · Inspector A Tomlinson – Police Structural Changes. Copied to Council. Structural Changes successful. Encouragement to promote Crime Prevention measures in the community. · SHDC – Healthy Active Living. Noted · DALC – Newsletter Details on Planning Process and New Homes Bonus Scheme. Copies distributed. · Maritime and Coastguard Agency – Consultation Proposals for Modernising HM Coastguard. Awaiting result of consultation · SHDC- Devon County Council grass cutting – reduction in service. Meeting arranged · SLCC – New publications · Brixham Signal – Kingswear Communication (already discussed)
C/132/11. DISTRICT AND COUNTY COUNCILLORS REPORTS (22) Cllr Hawkins had nothing further to report.
C/133/11. REQUESTS OF THE CLERK AND ITEMS FOR FUTURE AGENDAS (23) · Diamond Jubilee · Press Policy · Hedge Cutting C/134/11. PAYMENTS FOR THE MONTH OF JUNE TO JULY 2011 (24)The list of presented payments was PROPOSED, SECONDED and were Agreed
C/135/11. EXEMPT/URGENT ITEMS. (25)Urgent 1. Works at Hillhead Park An update is awaited on the works on the corner with Kingswear Road. The parish notice board has been moved along with a road sign and the post box. The height of the notice board has been lowered and there are visibility concerns of the sign. 2. Regatta Parking in Kingswear (see C/116/11) 3. Memorial Inspection- Cemetery ( see C/125/11)
Exempt Item 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 1 and 3 of Part 1 of Schedule12A to the Act is involved. This relates to: i. Minutes of the Lighthouse Beach Meeting 21st May 2011, confirmed and signed as a correct record. ii. Lighthouse Beach update. New member for group. The Parish Council have now submitted an application to register Lighthouse Beach as a Village Green to Devon County Council and are currently awaiting a response. No further press release will be made at the present time until more information in known following submission of the application and the next step. It was Agreed that another member of the working group is not required at the present time to replace Cllr Pudduck, although this may need to be reviewed in the future.
Meeting finished: 11:10 pm
Signed............................................................. Date:.................................................
Next Meeting date: 13th September 2011 (No meeting in August) |
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