KINGSWEAR PARISH COUNCIL

Minutes of the Meeting of Kingswear Parish Council

Held in the Trust Room on Tuesday 8^th September 2015

Present:    Cllr. J. Hawkins (Chairman), Cllr M Trevorrow, Cllr. R. Adams,  Cllr. E. Essex, Cllr. J. Henshall, Cllr. H. Newcombe, Cllr. E. Parkes, Cllr R. Searle and  Cllr. L. Payne,  

Also in attendance were around 20 members of the public, Mr R. Barber (Clerk) and PC. R. Hewett.

Special note: Prior to the meeting Cllr J. Hawkins (Chairman) asked Cllr M. Trevorrow (Vice Chairman) to Chair the meeting. Councillor Trevorrow explained to the meeting the reason for this being the content of Agenda item 3.

C/111/15  APOLOGIES FOR ABSENCE (1)

Apologies were received from Cllr Bastone.

C/112/15   DECLARATION OF INTEREST (2)

None.

C/113/15 CONFIRMATION OF ARRANGEMENTS FOR ARRANGEMENTS FOR THE CHAIRMANSHIP OF THE COUNCIL (3)

Cllr Hawkins read out a statement whereby said he wished to remain Chair of the Parish Council and concluded by saying that he would put his name forward for election.

Cllr Trevorrow then invited Rob Lovell a Parishioner to read out a letter because he said it was relevant to the issue. He read out a statement that 33 Parishioners had signed, but Mr Lovell emphasised that he was only the messenger. This signed statement is attached to these minutes at the end.  If you are viewing these minutes on the Website then you will need to contact the Parish Clerk for a copy of the Petition.  The statement was passed to the Clerk.

Cllr Trevorrow said that he would limit the time to 4 minutes per speaker.

There was a response from Cllr Newcombe. Cllr Henshall attempted to respond.

Cllr Essex asked for a copy of the statement which had been passed to the Clerk.

There followed a debate around who can address the meeting, behaviours and some dissatisfaction expressed about the fairness as to how time is allocated to various speakers. Cllr Trevorrow replied that he was allocating time or foreshortening speakers to control to the code of conduct.

There now followed a further debate around how the meeting should proceed bearing in mind the statements from Cllr Hawkins and Mr Lovell. The Clerk proposed that the meeting proceed as normal with an understanding that he would seek appropriate advice as soon as possible and communicate his findings. This was accepted by both the Council and the Parishioners.

There was however ongoing uncertainty amongst the three Councillors named in the statement read out by Mr Lovell as to whether they were entitled to vote. Consensus of the meeting was that they the three named Councillors would not vote due to the threat of maladministration”

The meeting then proceeded as a normal Parish Council.

However the Clerk felt that the wording in the Minutes accurately reflected what had been discussed at the meeting and wished his view on this to be recorded.  The minutes recorded by the Clerk read as follows:

There now followed a further debate around how the meeting should proceed bearing in mind the statements from Cllr Hawkins and Mr Lovell. The Clerk proposed that the meeting proceed as normal with an understanding that he would seek appropriate advice as soon as possible and communicate his findings. This was accepted by both the Council and the Parishioners.

There was however ongoing uncertainty amongst the three Councillors named in the statement read out by Mr Lovell as to whether they were entitled to vote. Consensus of the meeting was that they were entitled to vote and that this meeting would be treated as a normal meeting pending the advice that the Clerk is given.

The meeting then proceeded as a normal Parish Council.

C/114/15 APPOINTMENT OF NEW CLERK (4)

The Council agreed to the following expenses regarding appointment of the new Clerk:

1.        £250 plus VAT for registration of the new Clerk on the CiLCA scheme.

2.        £120 plus VAT for CiLCA training

3.        Purchase of mobile phone (budget of £30 previously set by Cllr Adams and Emma Illingworth)

4.        Additional hours to be payable to Emma Illingworth for handover to the new Clerk.

C/115/15 EXEMPT INFORMATION (5)

It was proposed and agreed that the exempt information listed in the agenda would be taken at the end of the meeting, namely;

1.        Playground legal advice report

C/116/15 TO CONFIRM AND SIGN MINUTES OF THE COUNCIL MEETINGS HELD ON JULY 14 AND JULY 22 2015 (6)

Amendments to the draft minutes for these meetings were received too late for the minutes to be amended, partly due to the handover process with the new Clerk. The Clerk took an action to circulate an amendment or addendum in order that they can be signed at the next Council Meeting.

C/117/15 ITEMS REQUIRING URGENT ATTENTION (7)

Cllr Payne asked Cllr Trevorrow if the risk assessment on Lighthouse Beach has been completed. Cllr Trevorrow said this will take place in the next few days.

It was stated that all the new Councillors have visited Lighthouse Beach.

Cllr Hawkins prompted the meeting by saying that there was a three year time limit within the public enquiry process and that this time limit is approaching.

It was agreed we should set up a Lighthouse Beach Working Party. The members of this Working Party were agreed as; Cllr Henshall, Cllr Parkes, Cllr Adams, Paul Folca, Nigel Haughton, Mike Stevens. It was stated that the Working Party would elect a leader.

C/118/15 POLICE REPORT (8)

Police Report is attached. PC Hewitt announced that he is retiring at the end of November and that it is no statement on his replacement or whether there will be one. The Clerk took an action to contact the police authority regarding a replacement for PC Hewitt.

Cllr Henshall expressed a concern around Regatta Parking issues, to which PC Hewitt replied that parking is a County Council responsibility.

Cllr Trevorrow expressed his thanks to PC Hewitt for all he has done for the community over many years. PC Hewitt received a round of applause from all at the meeting.

C/119/15 QUESTIONS FROM THE PUBLIC (9)

Mr Puddock expressed a concern as to whether due process would be followed regarding footpath number 15 and that he had written to the Clerk on 23^rd July.

Cllr Hawkins responded that he had met Paul McFadden (County Council Footpath Warden) and that the footpath would not need to be moved to accommodate the new playground.

Mr Puddck also objected to Mr Lovell being allowed time to read the statement during item three when it is proper Council procedure to only allow members of the public to speak during “Questions from the Public”

Anne Marie-Gibson expressed dissatisfaction with the shortage of police presence and speeding vehicles during Regatta, and that these issues had been reported to the Police. The Clerk commented that this didn’t sound consistent with the Police Report and that he would investigate.

Anne-Marie Gibson also made a plea as to when they could have residents parking on Higher Contour Road.

C/120/15 TO CONSIDER MATTERS ARISING FROM THE MINUTES (10)

Cllr Henshall addressed item C/090/15 Dartmouth and Kingswear Hospital Consultation.

The councillor said the plan under review is to move the Dartmouth and Kingswear Hospital, Doctors Surgeries and Clinics to a new combined unit located in Townstal.

It was stated that Cllr Henshall and Cllr Hawkins are on the CCG steering group.

The Clerk was asked to review how best to ensure the Parish is fully aware of the consultation process. It was stated that the consultation is likely to take place in October.

C/ 121/15 RESIDENTS PARKING (11)

Cllr Payne said that as a result of concerns from the parish she had been in contact with Chris Rook from Devon Highways about the feasibility of residents parking on Higher Contour Road and Brixham Road. Chris Rook had informed her that the changes would cost as much as £20,000 and that he would discuss this with his colleagues and report back to her. Cllr Payne said he had not done so yet but she hoped it would be there for the next meeting.

Mr Rook had also detailed two ways in which restricted parking could occur and she asked the clerk to detail as below so that residents could write in about their concerns and preferences. 

Way 1 – restricted parking for just a couple of hours a day. This is what occurs in Lower Contour Road.

Way 2 – Residents only parking but there would need to be spaces for casual visitors, like those attending coffee mornings. They would also need visitor’s permits for friends coming at the weekend. These permits come in booklets of 30 costing £30 each and residents are allowed a maximum of two booklets. Residents would also need to apply for a Residents’ Parking Permit which costs £30

Cllr Hawkins proposed a working party, this was agreed and the members will be Cllr Payne , Cllr Adams, Cllr Essex and Cllr Henshall. It was suggested that the working party should invite someone from the Police Authority and/or Highways.

There followed a further debate covering use of 106 money to purchase land for parking, that Noss could soon be sold.. It was also said that some of Higher Contour Road is private, and that planning for new developments should include off street parking.

Cllr Hawkins said he would discuss planning and parking with Richard Jackson

C/122/15 MAINTENANCE-DRAINS AND TREES (12)

Drains and issues with water running through Kingswear were discussed. It was stated that there is no longer the same support from Devon County Council for the gulley sucker lorry, and that due to Chapter 8 safety requirements we can no longer use a length man to clear the leaves from the drains. The proposed solution is to use a company such as ExJet to clear the problematic drains, allied to the South Hams maintenance programme. The Clerk is waiting for a quote from ExJet which he will report back to the Parish Council.

The proposal to reduce the tree height programme in Hoodown Ferry Road to enable the verges to be cut has now been replaced by a proposal to use a smaller tractor to cut the verges. The Clerk is to ensure that there is no cost increase with this proposal.

C/123/15 DEFIBRILLATOR (13)

The Clerk reported that the Licence is with Cllr Hawkins for signature but was told this was incorrect. The Clerk is to locate licence.

C/124/15 BUDGET (14)

The Clerk does not yet have the necessary authority with Nat West Bank to validate the spreadsheet of monies   presented but is working towards this.

Internal management of the monies through Microsoft Money by the new Clerk has not yet commenced.

The Clerk was asked to confirm authorised signatories on the Nat West Bank account.

Questions were asked as follows:

A question was raised about the additional £600 cost for spraying and also whether Wood Lane would be included.

The additional 10 hours for the outgoing clerks was agreed.

C/125/15 FIREWORKS (15)

Cllr Payne to lead this activity and in particular liaise with the Combined Charities. Cllr Payne said that Elisa from the Combined Charities was going to conduct a risk assessment.

The Clerk expressed a concern as to whether or not the risk assessment had been carried out by a trained/qualified person. Cllr Trevorrow agreed to find out.

Cllr Newcombe said that the brazier would be available again.

Cllr Hawkins agreed to take responsibility for emptying the wishing well.

C/126/15 FUTURE EVENTS (16)

1.        Switching on Christmas Lights: Cllr Henshall to lead

Clerk to liaise with the school concerning switch on time

Cllr Adams to book the Village Hall

Cllr Parkes to assist with catering. It was noted that we need to cater for 50 to 60 children

Lights are to be installed 27/28 November.

Lights to be switched on at 6pm on December 4^th

Need to avoid clash with Floodlit Dartmouth was noted.

2.        Remembrance Service November 11th: Clerk to lead.

C/127/15 CARLOW BEQUEST TRUSTEES (17)

Carlow Bequest Lunch: Cllr Essex to lead.

Date is 13^th January

Ship Inn and Yacht Club were both proposed as possible hosts for the event.

C/128/15 CHAIRMAN'S REPORT (18)

The Community Bus, now designated Route 18E, will start on 28^th September.  It was noted that if not used, then it would not continue, and that publicity of the new service is vital

Cllr Adams agreed to undertake to advertise the service.

C/129/15 CLERKS REPORT (19)

No report

C/130/15 CORRESPONDENCE (20)

New Clerk not fully aware of procedure for correspondence so will communicate all actions post the meeting.

Critical action for Clerk is to inform South Hams (Liz Tucker) of need for Polling Cards

C/131/15 TO RECEIVE A REPORT FROM THE DISTRICT COUNCILLORS (21)

Cllr Hawkins reported as follows:

1.    The Turf Cutting has taken place for the new Dartmouth Pool and thanked all who had worked on this Project for the last 40 years.

2.    South Hams is proposing to remove the subsidy for evening ferries and that we need a village Hall Meeting. He recommended that the Mayor of Dartmouth is invited to the Village Hall Meeting. It was agreed this be an agenda item for the next meeting.

Cllr Bastone’s report was not circulated as it was received during the Clerk handover. It was briefly summarised but needs to be circulated with these minutes. The Clerk has circulated these minutes separately.  

C/132/15 TO RECEIVE ANY COUNCILLORS REQUESTS OF THE CLERK OR FOR FUTURE AGENDAS (21)

1.      Remembrance Sunday Clerk to Lead

2.      Jubilee Park gate padlock arrangements

3.      Report from the Residents Parking working group.

C/133/15 TO AUTHORISE PAYMENTS FOR THE MONTHS OF JULY TO SEPTEMBER 2105 (22)

These were agreed, and are shown in the spreadsheet at the end of the minutes.

C/134/15 URGENT/EXEMPT ITEMS (23)

Playground Legal Advice

It was agreed that a working party would meet and review the legal advice. Cllr Payne volunteered for the working party and Cllr Hawkins objected to her since she had an interest in the playground. Cllr Payne said she did not have an interest. The Clerk said he had read a document referring to an Interest and offered to review and advise the Council.

The following were suggested for the working party: Cllr Adams, Searle.

Meeting Finished at 10.40pm

Signed....................................................................Dated............................................................