KINGSWEAR PARISH COUNCIL

Minutes of the Meeting of Kingswear Parish Council

held at the Trust Room on Tuesday 13th October 2015 at 7.30pm.

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

In attendance: Mr R Barber (Clerk), Cllr H Bastone and 10 members of the public. Also present S. Acourt and S Nutall from the Dartmouth Chronicle.

Cllr Jones was welcomed as a new Councillor and signed his Declaration of Office and Register of Interests.

C/135/15   APOLOGIES

Apologies for absence were received from Cllr R Adams, Cllr M Trevorrow and PC Hewitt

C/136/15   DECLARATION OF INTEREST

Statement from Cllr Payne

As a result of a query if I had an interest in the playground, I wrote to the monitoring officer giving details of the location of my house with respect to Jubilee Park and the proposed playground. The monitoring officer has written back and supported my view that I do not have an interest.

C/137/15   EXEMPT INFORMATION

a)        Lighthouse Beach

Please note:  It was stated in the meeting that Jubilee Park is no longer an exempt item and the agenda is in error in this respect.

C/138/15   MINUTES

a)        The Minutes of the Council Meeting held on the 14th July were signed as an accurate record of the meeting.

b)        Three amendments to the minutes of 22nd July were proposed. These were voted as a block and the amendments were approved with 5 votes in favour. These minutes will be signed at the next Council Meeting.

c)        Five amendments were proposed and approved. These minutes will be signed at the next Council Meeting

C/139/15   ITEMS REQUIRING URGENT ATTENTION

a)        Petition:  

Statement read by Cllr Henshall on behalf of Cllrs Payne, Essex and Henshall

We have consulted with Lesley Smith from DALC , the Devon Association of Local Councils and the monitoring officer, Catherine Bowen  from SHDC.

DALC have confirmed that the Petition is incorrect in saying we are not entitled to vote.

The monitoring officer has replied that she is unable to investigate it because it does not fall within the parameters of  the Standards Complaint Policy. She also wrote that a formal standards complaint must set out details of alleged breaches of the adopted Code of Conduct by named councillors together with supporting evidence.

There was a proposal put forward to send a letter on behalf of the Council to the thirty three petitioners. The letter is attached below.

The proposal to send the letter was passed with six votes in favour, with one abstention, and one against.

Dear ....

I am writing to you on the instructions of Kingswear Parish Council.

At the Council Meeting on the 8^th September 2015 a letter, alleging that Cllrs Essex, Payne and Henshall  had breached the Nolan Code of Conduct, was read out and you are one of the signatories. 

This letter was an attack on the integrity of these three councillors. We would ask you to supply evidence for your allegations or to withdraw them by sending an unreserved apology for the upset, hurt and stress caused.

In the event that satisfactory apologies are received via the Parish Clerk, and in an effort to contribute to the future tranquillity of the Parish, the legal process started by Cllr Essex will be withdrawn.

Kingswear Parish Council welcomes any parishioner informing us of concerns. The appropriate way to do this is by raising it with a councillor or writing a letter to the Council. We believe it is irresponsible, to say the least, to humiliate and hurt any person by publicly reading out a seemingly defamatory letter. We would invite you to inform us if, in fact, you had no knowledge that the letter was going to be read out in front of the public at the Council Meeting and also who asked you to sign it.

Finally if you have concerns please do write to the Council so we can address them.

Yours truly

Rob Barber

The Clerk expressed concern about the letter and so the Council voted to ask DALC for advice.

C/140/15   WATERHEAD BRAKE PLANNING PROPOSAL

Mr T Southwick presented outline proposal and answered questions but it was agreed to refer this item back the Kingswear Planning Committee as a normal agenda item.

C/141/15   POLICE REPORT (Clerk in PC absence)

Report of a rough sleeper in the woods at Hoodown is being investigated. No other issues reported.

C/142/15   QUESTIONS FROM MEMBERS OF THE PUBLIC

a)        Mr P Puddock asked Cllr Jones a question: Do you still stand by the Petition now that he is a Councillor. Councillor responded by saying he had “no comment”

b)        A question was raised about the abandoned boat in Jubilee Park. The Clerk reported that Cllr Trevorrow had obtained details of the owner, but the Cllr was away on family business. The Clerk is to progress this with Cllr Trevorrow.

C/143/15   MATTERS ARISING FROM THE MINUTES

None

C/144/15   RESIDENT’S PARKING (Cllr Payne)

Report from Cllr Payne

Chris Rook has given me info on how to proceed with consideration of residents parking. It is very costly and so it is best to make certain if this is what the community wants. He suggested drawing up a simple plan marking up roads and roughly where the residents parking would be. Put it in a letter to every property, have plans displayed on a notice board and a questionnaire. He said generally every 15-20m there would be a bay with a dotted line and a sign and a post. If we had fragmented bays it would be more costly since each would require a sign and a post.

He promised me he would give his team a prod to produce a ready reckoner by this meeting and it arrived at 3pm this afternoon – 9 pages! He told me in the telephone call:

Legal advertising :£1500

Traffic order :£1500

Design time – the most expensive which would most likely be subcontracted out.

The way forward

1)             Decide as a council if we can afford up to £20k.

2)             Working group meet to decide on a straw poll – maybe article in Dartmouth Chronicle and then questionnaires, letters and plans etc. Re road plan Chris Rook said they would give us advice on a rough plan.

3)             Then legal advertising

4)             Then commission a design from the Highways department – this is the expensive bit and so we need to be certain before we proceed.

A larger working party was set up and it was agreed they would meet prior to the next council meeting.

Cllr Payne – convenor, Cllr Henshall, Cllr Adams, Cllr Jones, Anne Marie Gibson, Peter Pudduck, Dave Minett

C/145/15   MAINTENANCE, DRAINS AND TREES

a)        Financing to clear targeted drains and pinch points: The Clerk reported that he had made no progress had with obtaining quotes from Exjet. Consideration was given by the Council to authorising £500 to be spent on urgent drain clearing, and Cllr Hawkins had obtained some quotes from South West Highways. A resolution was proposed and passed instructing the Clerk to work with DCC to see if the pinch points could be addressed as a matter of urgency, without incurring any costs. The resolution was passed.

b)        Tree height reduction programme: The Clerk confirmed that the verges have been cut in Hoodown Ferry Lane and that no additional costs had been incurred.

c)        Sports Field maintenance: A concern was raised around moles damaging the surface of the playing field but it was agreed this was not any more of an issue than normal.

d)       Telephone box status: It was agreed that Cllr Parkes was to approach BT with a view to reviewing maintenance and/or the Parish adopting them.

C/146/15   DEFIBRILLATOR (Clerk)

The Clerk read out the terms and conditions of the Licence for the Defibrillator. It was agreed that the Clerk is to sign the Licence on behalf of the Council.

C/147/15   BUDGET (Clerk)

The Clerk reported that he hadn’t produced a budget report due to familiarity reports with Microsoft Money. He also reported two other concerns that need to be addressed.

a)        Nat West have made a payment in error to the outgoing Clerk for September.  This has been reported to both the Chairman and the current Clerk and will be corrected.

b)        The Bank Accounts have not been reconciled since August.  This will be corrected and reported on by the Clerk at the next meeting.

C/148/15   CLERK’S SIGNATURE TO BE ADDED TO BANK ACCOUNT

It was agreed to add the Clerk as a signatory to the Parish Council Bank Accounts. This is in line with Nat West Bank requirements.

C/149/15   TAP FUNDING

It was agreed that we should approach Dartmouth Town Council to discuss possible joint TAP funding bid to keep the passenger ferry running on a Saturday evening.

C/150/15   FIREWORKS

A resolution was unanimously passed to authorise £470 to be spent on £5m public liability insurance costs for this event.

Cllr Jones to liaise with Lisa

C/151/15   CHRISTMAS LIGHTS (Cllr Henshall)

Budget for food and presents to be discussed at the next Council Meeting. The budget for the presents is a new requirement as previously they have been donated.

It was suggested that the School children could be asked to do advertising posters.

C/152/15   FUTURE EVENTS (Clerk)

The Clerk reported that Remembrance Day planning was going ahead with no issues.

C/153/15   CARLOW BEQUEST (Cllr Essex)

It was agreed this would be a two course Christmas Lunch with welcome drink and is to be held on January 13^th.

Costs to be obtained from Dartmouth Fine Foods (Cllr Essex) and The Ship (Cllr Jones)

C/154/15   LIGHTHOUSE BEACH

There was a resolution to authorise spending additional money to cover the charge for a risk assessment. The cost is £1700 as opposed to £1000 budgeted.

Cllr Henshall asked to seek permission to seek written authority from Mr D Southwick to access Lighthouse Beach for purpose of Risk Assessment.

The resolution was passed with 6 votes in favour.

The Clerk was instructed to action the Risk Assessment

It was also agreed that the Working Group should hold a meeting in the near future.

C/155/15   DARTMOUTH AND KINGSWEAR HOSPITAL

No change in status.

C/156/15   KINGSWEAR TO BRIXHAM BUS SERVICE

It was agreed that more posters advertising the bus service should be placed in the Village Store and at the bottom of Wood Lane.

It was also agreed that we need to show the operators that we are enthusiastic and appreciative about the service. Cllr Hawkins agreed to do this.

C/157/15   DARTMOUTH TO KINGSWEAR PASSENGER FERRY

No change in status.

C/158/15   CHAIRMAN’S REPORT

No report produced.

C/159/15   CLERK’S REPORT

No report produced.

C/160/15   CORRESPONDENCE

a)        Dartmouth and Kingswear Hospital: It was agreed that we will invite Jenny Turner to address a Council Meeting in the near future. Cllr Henshall reported on Correspondence from Jenny Turner and undertook to take up offer to attend Parish Council Meeting.

b)        DALC Annual Report: No decision required.

c)        DALC AGM: No decision required.

d)   Mayflower 400 invite: Cllr Payne agreed to be the Council representative at the forthcoming meeting on Monday 19^th October.

C/161/15   REPORT FROM THE DISTRICT AND COUNTY COUNCILLORS

Town and Parish Council: Key Messages – September 2015

·           At a Special Council meeting on 10 September 2015, Members agreed to revert back to the 2 to 10 Affordable Housing threshold policy in light of the recent High Court decision to quash national policy in respect of planning obligations for affordable housing; However, the Government has decided to appeal the decision

·           Members at the Special Council meeting also agreed a new discretionary business rate relief policy which includes provision for local businesses to be offered discretionary business rate where it is in the interest of local Council taxpayers to do so;

·           The Executive has approved at its meeting on 10 September 2015 the release or allocation of Section 106 funds for Open Space, Sport and Recreation, Community and Landscape projects;

·           The Executive has agreed to remain in the Devon Home Choice Partnership and to make no changes at this time to the Council’s Local Allocation Policy.  However, the Council has also agreed that these decisions should both be reviewed in twelve months’ time;

·           An amended TAP Fund process has been agreed for 2015/16 and the deadline for applications (to be sent to community@swdevon.gov.uk) is 12 noon on Friday, 18 December 2015.  To enable town and parish councils to set their precepts accordingly, applications will be determined by local DCC and SHDC Members on Thursday, 14 January 2016;

·           The Council has issued a statement explaining that it is awaiting central government guidance about how a scheme for resettling Syrian refugees would be run and funded.  In the meantime, parishioners who want to help can be directed towards the Red Cross’s dedicated telephone line on 0800 107 8727.

Forthcoming Events – South Hams CVS Outreach Service

South Hams CVS Outreach Service meet monthly on a Friday from 10.30am to 12.30pm in Dartmouth Library (2^nd Friday), Kingsbridge Library (3^rd Friday) and Ivybridge Library (4^th Friday).  CVS Staff will be promoting local volunteering opportunities and offering advice to local groups.

In addition, the CVS has also arranged the following workshops:-

·           Trustees Roles and Responsibilities Workshop – 12 November 2015: CVS Offices, Totnes (9.30am – 12.30pm), £15 per person.  To book, please email: cvs@southhamscvs.org.uk; and

Volunteers and the Law – 3 December 2015: CVS Offices, Totnes (9.30am – 12.30pm), £15 per person. To book, email: cvs@southhamscvs.org.uk

C/162/15   REQUESTS OF THE CLERK AND ITEMS FOR FUTURE AGENDAS

a)        Cemetery Chapel cleaning/decoration.

b)        2016 Budget and priorities.

c)        Budget update.

d)       Drains clearance costs.

C/163/15   PAYMENTS FOR NOVEMBER

a)        It was agreed that the following cheques be paid:

C/164/15   URGENT AND EXEMPT ITEMS

None

C/165/15   CLOSURE OF MEETING

The Chairman closed the Meeting at 10.15pm

Minutes approved ……………………….     Date …………….