KINGSWEAR PARISH COUNCIL

 

Minutes of the Annual General Meeting of the Kingswear Parish Council

held in the Trust Room on Tuesday 19th May at  2015 at 7:00pm.

 

Present:     Cllr J. Hawkins (Chairman), Cllr. R. Adams (from item 4), Cllr. J. Henshall, Cllr. R. Searle and Cllr. H. Newcombe. Also in attendance was Mrs. E. Illingworth (Clerk). Apologies: Cllr Trevorrow, PC R Hewett and District Councillor Bastone.

 

1               DECLARATION FORMS

Being the first meeting of the new council following the Election, members signed their declaration forms which were witnessed by the Clerk.

 

2&3  ELECTION OF THE CHAIRMAN OF THE COUNCIL AND RECEIPT OF              DECLARATION OF OFFICE

Cllrs Hawkins put his name forward to continue as Chairman. There were no other nominations. Cllr Hawkinsí election was Proposed and Seconded. Cllr Hawkins was therefore duly elected Chairman and signed his declaration of office. He thanked the council for their support.

 

4        CO-OPTION FOR CASUAL VANCANCIES, KINGSWEAR AND HILLHEAD WARDS

Following the recent recruitment campaign, three applicants have come forward. All were co-opted. These are Mr Rob Adams, Mrs Lucy Payne and Mrs Eileen Parkes. Mr Adams, who attended the meeting was welcomed to the parish council and took his seat from this point in the meeting. The Council looks forward to working with all new members. There are still 2 vacancies.

 

5        DECLARATIONS OF INTERESTS

None.

 

6&7  ELECTION OF THE VICE-CHAIRMAN OF THE COUNCIL

There were two nominations received for Vice- Chairman, Cllrs Henshall and Trevorrow. Both were Proposed. A closed ballot was taken, with one abstention from Cllr Searle. Cllr Trevorrow was elected.  Thanks were expressed to Cllr Henshall for wishing to stand. As Cllr Trevorrow was absent, the Clerk will arrange signing of the Vice Ė Chairmanís declaration of office at the next available opportunity.

 

8        ELECTION OF THE CHAIRMAN OF PLANNING COMMITTEE

This item was deferred until a future meeting due to the number of new members. Cllr Newcombe who is currently Vice- Chairman does not ideally wish to take on the role Chairmanís role. After discussion with explanation of the planning role, it is possible that the position could be shared between Cllrs Newcombe and Searle. Training for planning will also need to be arranged. Cllr Newcombe will stay as Chairman at the present time.

 

9        ANNUAL SUBSCRIPTIONS

Resolved that the following subscriptions paid annually be approved:

           Devon Association Of Local Councils

           Society of Local Council Clerks

 

10      REPRESENTATION ON OUTSIDE BODIES

It was RESOLVED that the following appointments be made:

           Port of Dartmouth Royal Regatta Committee (Cllr. J. Hawkins)

           Devon Conservation Forum (Cllr. H. Newcombe)

           Trustees of Sarah Roopeís Almshouses (Cllr. J. Henshall)

           Kingswear Hall Management Committee (Cllr. R. Adams)

           Dart Area Landscape and Access Group. ( Clerk to contact Mrs A Lovell, who is the chairman of the group to ascertain whether a representative is needed)

           Waterhead Creek Preservation Society (Cllr. J. Henshall. Cllr Hawkins asked Cllr Henshall to forward any communications received from this group to keep the PC up to date)

 

11   REVIEW OF COUNCILLORS AREAS OF SPECIAL INTEREST.

It was decided to defer to the June meeting for a full discussion. However the Clerk advised that new signatories are required and also the finance working group needs to be formulated. Cllrs Adams and Searle kindly agreed to join the finance group along with the Chairman and Clerk Signatories were agreed.

 

12      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 paragraphs 1 of Part 1 of Schedule12A to the Act is involved.

This relates to:

i.          Minutes of March and April Meeting. The March minutes were agreed and signed as a correct record. The April minutes were distributed to members and will agreed at the next meeting.

ii.        Kingswear Award.  All nominations were considered. The Council with great pleasure agreed to give the award for this year to PC Roger Hewett for his services to the community over many years.

 

13   MINUTES (4)

The minutes of the Council meetings held on 10th March and 14th April were agreed and signed a as a correct record. Cllr Newcombe asked regarding the request made to the County Council to look at the danger of traffic turning from Bridge Road into Slappers Hill. Cllr Hawkins confirmed this had been raised with the County Council but they advised that it was felt no alterations were necessary to the road layout.

 

14   ITEMS REQUIRING URGENT ATTENTION

None

 

15   POLICE REPORT

A report was received from PC Hewett in his absence. It was noted that the Music Festival had advised the public concerning the lack of evening bus services. The Clerk was asked to email with  the councilís thanks for this welcome advice.

 

16      QUESTIONS FROM MEMBERS OF THE PUBLIC

None

 

17 ANNUAL AUDIT

Audit figures had previously been supplied to members along with the report of the Internal Auditor. No areas of concern were raised in the internal audit. The Standing Orders and Financial Regulations must however be reviewed this year. After the Clerk re emphasised all the clauses the council agrees to, the annual return was Proposed, Seconded and Resolved for completion. It was signed by the Chairman and Clerk for sending to the Audit Commission. This year the council has been selected as one of the 5% nationally to have a more in-depth audit externally, with additional information requested.

 

18      INSURANCE AND RISK ASSESSMENT 2015 TO 2016

The Clerk advised she had reviewed the insurance (a thorough review was carried out last year) and did not have any recommendations for change. The internal auditor had suggested that the parish council consider a longer term renewal. However the cost savings for this are not substantial and it was decided that the flexibly of provider wished to be maintained. It was Proposed, Seconded and RESOLVED to renew the current insurance.

Copies of the revised risk assessment had previously been given to members with the suggested revisions highlighted. These were accepted. It was Proposed to accept the risk assessment. This was Seconded and RESOLVED. The Clerk advised members that this assessment should have a substantial review. Cllr Adams offered to assist with this task.

 

19        MAINTENANCE WORKS

i.          Quotation for renovation of Cemetery Gates Ė cost £265. These works were Proposed, Seconded and RESOLVED with the proviso that the paint used would be hamerite for longevity. Cllr Hawkins will check this before proceeding.

ii.        Quotation for renovation of Kingswear sign. Further details re location are required to be checked by Cllr Hawkins and will be reconsidered at the next meeting.

 

20      CHAIRMANíS REPORT

           Provision of commemorative Salou Plague:  After the recent French visit by the Salou family it has been suggested that the Chairmanís chain of office could have replica of the Free French medal fitted. Members agreed that they thought this an appropriate declaration for the chain of office. Cllr Hawkins will research some costs. It may also be a good idea to liaise with the French Officer at Britannia Royal Naval College.

           Bus Service Cuts: Cllr Hawkins has made contact with the Brixham Community Bus Service. Regrettably a representative was unable to attend this eveningís meeting. The campaign is continuing to try and extend the service offered in the evening from Kingswear following the recent reduction in service.

 

Clerkís Report

           Works to Cemetery Lodge: An update was given concerning the boundary fence erected to the front of Cemetery Lodge to delineate it from the public areas of the cemetery parking and front gardens. It had been agreed at the previous meeting that the fence would not form a complete separate boundary. Subsequently it became apparent that this would not be sufficient for health and safety reasons. The Clerk consulted with all members between meetings with the majority decision being to change the boundary area slightly. This work has now been completed. 

Members discussed action on dog fouling in the cemetery. It was agreed to place a sign on the gate that all dogs must be kept on leads reminding owners of their responsibilities concerning dogs.

           Cutting of hedges expense and extent for 2015: Additional areas within the village were cut last year at the parish councilís expense. The cost remains the same as last year at £450 plus vat. It was Proposed to proceed with the same area cut. This was Seconded and RESOLVED. It was suggested that it may be more economical for the PC to liaise with local farmers for next year.

           Defibrillator update and consideration of any associated expenditure: Awaiting advice from District.

 

21   CORRESPONDENCE

                DALC updates- distributed to members. Details of courses for new councillors to be communicated.

 

22   DISTRICT AND COUNTY COUNCILLORS REPORTS (14)

Cllr Bastone had not produced his usual report as the current period is in-between councils.

Cllr Hawkins advised the councillors for Devon County Council had reduced in number from 62 to 60. There is proposal for a change in the Dartmouth and Kingswear area to include a much greater geographical spread, encompassing: Ashprington, Cornworthy, Blackawton, Dittisham, Kingswear, Dartmouth, Townstal, Littlehempstead and Marldon.

Consultation of the revised Boundary area is scheduled for this councilís agenda at the next meeting. It is proposed to have only 2 councillors in the ward described above.

 

23   REQUESTS OF THE CLERK/ ITEMS FOR FUTURE AGENDAS

           Arrangement of an informal evening to discuss the format and priorities of the new council.

           Local Hospital plans.

 

24   PAYMENTS OF THE MONTH MAY TO JUNE 2015 (16)

The total list of presented payments was PROPOSED, SECONDED AND AGREED

 

          No         No.

Payee

For

Sum(£)

Cheque

1

Kirk Fencing

Fence Cemetery Lodge

1650.00

002667

2

K Allen

Reimbursement Catering - Salou

5.09

002668

3

South Hams District Council

Painting of Hillhead Bus Shelter

240.00

002669

4

Darthaven Marina

Clean of pontoon

324.00

002670

5

Manor Print Shop

Co-option flyers

25.00

002671

6

South West Internal Audit

Audit fees

225.00

002672

7

I Putt

Village Maintenance

97.00

002673

8

L J Baulch

Electrical works C Lodge

513.60

002674

9

Clear Flow

Septic Tank Clearance

185.00

002675

10

Aon Uk Ltd

Annual Insurance premium

1021.31

002676

11

Dartmouth Computing

Website 1st instalment

425.00

002677

12

H Newcombe

Mileage reimbursement for DALC AGM

31.31

002678

13

R Lovell

Reimbursement expenses - Cemetery

23.40

002679

14

Standing Order

E Illingworth Clerk

Salary payment and Office payment

1394.58

Standing Order

15

Direct Debit

South West Water

Water payment for Cemetery

3.50

Direct Debit

16

EDF

Street Lighting

54.66

Direct Debit

 

 

 

Total

6218.45

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

25 URGENT/ EXEMPT: Nothing further.

 

Meeting finished 9:30pm NEXT MEETING IS THE 29th JUNE 2015 AT 7:30PM.

 

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