Minutes Town Council General - Monday 2 November 2009
Members Present:
Councillor D Weekes (Town Mayor)
Councillor Mrs K Bickley
Councillor Ms T Edwards
Councillor C Hodgson
Councillor Dr M Ireland
Councillor A Leech
Councillor C Letchford
Councillor Mrs M McDonald
Councillor Mrs C Marsh
Councillor A Raymond
Councillor P Stunèll
Councillor P Vachon
In Attendance:
D Bent (Town Clerk)
Reverend L Burgon
Mrs C Higbee
Before proceeding with business, prayers were offered by Father Peter Morgan.
305. Apologies for Absence - An apology for absence was presented on behalf of Councillor M Morse.
306. Deferment of Business - (for comment by the public) - There were no members of the public present.
307. Fairtrade Status - Representatives from Okehampton Fairtrade Initiative (Rev L Burgon - C Higbee) attended and reported that a group had been formed to pursue this status in Okehampton. They explained the principles of Fairtrade and the benefits to third world countries, its impact on agenda 21 with local people working together. Mrs Higbee commented that to achieve this status, five goals had to be met:
1) a resolution of the Council;
2) a range of Fairtrade products to be available in the area’s retail shops;
3) local workplaces and community organisations supporting Fairtrade and the use of the products;
4) media coverage raising awareness of Fairtrade across the community;
5) a steering group convened to promote the Fairtrade campaign.
She explained that Devon County Council had endorsed the status, local schools and a number of churches had signed on and the Okehampton Times were promoting the status with the organisation touring the town promoting the use of Fairtrade products in local cafés, restaurants etc.
Members asked questions relating to this initiative, acknowledged eco labelling and shopping and overall benefits with good quality products and on the proposition of Councillor Ireland, seconded by Councillor Raymond, the following was resolved, Okehampton Town Council is committed to supporting a strategy to achieve Fairtrade status. To this end it will promote the purchase of foods and products which display the Fairtrade mark as part of its commitment to sustainable development which gives marginalised producers a fair deal.
It will aim to be recognised as a promoter of Fairtrade by the residents and business community of Okehampton.
To achieve this aim Okehampton Town Council resolves to:
offer Fairtrade marked food and drink options internally and, where possible, at civic functions;
engage with the Fairtrade supporters group to publicise the Fairtrade towns initiative;
to nominate a Council representative (Member or officer) on the Fairtrade steering group.
Members further resolved to appoint Councillor Ms T Edwards as this Council’s representative on the steering group.
308. West Devon Borough Council - Councillor Mrs Marsh advised the Borough had adopted the Core Strategy document following the removal of land identified for retail south of the A30. She commented the Core Strategy document was being led by Members, but without decisions at this stage.
Councillor Mrs Marsh also reported that car parking fees for the Borough car parks would be increased from April 2010 with examples, Mill Road car park two hours from £1 to £1.20 and 6 months season parking ticket from £145 to £180. She further referenced the ongoing problem of a parking licence for the College car park which the Borough was addressing.
309. Devon County Council - Councillor Mrs Marsh reported works to the traffic light improvement scheme were nearing completion and within the Core Strategy document, the County had referenced the inclusion of an inner relief road to assist in the alleviation of traffic congestion. With further reference to the Core Strategy, she was enthused that both this Council and Tavistock Town had objected to the Core Strategy document.
310. Adoption of Minutes of Committees and to Receive Questions from Members Thereon -
310.1 Policy and Resources Committee - Councillor Hodgson invited Council to adopt the minutes of the meetings of the Policy and Resources Committee held on 22 June, 20 July, 24 August and 21 September 2009. Councillor Hodgson proposed, Councillor Leech seconded and there being no questions or amendments the minutes were resolved unanimously.
310.2 Planning Committee - Councillor Mrs McDonald invited Council to adopt the minutes of the Planning Committee meetings held on 29 June, 13 July, 27 July, 10 August, 24 August, 7 September and 21 September 2009. Councillor Mrs McDonald proposed, Councillor Mrs Bickley seconded and there being no questions or amendments, was resolved unanimously.
310.3 Parks Committee - Councillor Raymond invited Council to adopt the minutes of the Parks Committee meetings held on 1 June, 6 July and 7 September 2009. Councillor Raymond proposed, Councillor Hodgson seconded and there being no amendments, was resolved unanimously.
310.4 Property Committee - Councillor Leech invited the Council to adopt the minutes of the Property Committee meetings held on 15 June and 27 July 2009. On the proposition of Councillor Leech, seconded by Councillor Ireland and there being no amendments, was resolved unanimously.
311. Full Council Meeting Minutes - Members received the minutes of the Town Council meeting held on 29 June 2009 and the special joint meeting held on 30 June 2009 which were approved, signed and adopted on the proposition of Councillor Raymond, seconded by Councillor Mrs McDonald.
312. Church Involvement with Town Council - The Clerk referred to a meeting with Rev M Davies, Rev L Burgon and the Mayor relating to proposals from the CTIO for civic events in Okehampton. The church representatives acknowledged the civic service and wished to alternate between All Saints Parish Church and Fairplace Methodist Church, the venue for 2010 at All Saints Church. Members acknowledged the benefits of this arrangement and resolved to endorse the request.
A request for the service to be held at 3.00 pm on the first Sunday in June was made to avoid clashing with other church services and to allow church representatives to attend. Members were concerned this would affect other attendees eg air force/army cadets and would use the whole of the day. On the proposition of the Mayor it was resolved to adhere to the current pattern that the civic service be held on Sunday mornings.
Members questioned the role of the Chaplain to the Mayor and requested involvement in a supporting role with a request for information relating to church activities across Okehampton and it was agreed that following prayers, a permanent item be included on the Council agenda for a representative of CTIO to report on church activities in the town.
313. Devon Heartlands Community Forum - The Clerk submitted a copy of the project outline document for a pilot community forum/board. The paper detailed proposals as directed by the County for Heartlands to implement. A progress report had been requested, which was awaited and the Clerk reported that a meeting of officers would be held on 24 November for a report to be submitted thereafter; noted.
314. Okehampton Town Mayor’s Awards - The Mayor announced that he wished to award four recipients of the town a certificate in recognition of achievements for Okehampton. He explained they could be community groups or individuals pursuing a project, looking after something or someone without particular category or age and he invited the Council to support this initiative and to identify possible recipients with awards presented on Mayor Choosing Day; Council endorsed this initiative.
315. Okehampton United Charity Trustee Retirement - Members noted the retirement of Mrs Vaughan from this charity and were invited to appoint a new trustee. Due to the number of Town Councillors on this charity, it was agreed that this vacancy be filled by a non-Councillor and on the proposition of Councillor Hodgson, seconded by Councillor Stunèll, it was resolved to advertise the vacancy in the local press and appoint at Council.
316. Vacancy for a Councillor - The Clerk advised that he had applied due process in advertising this vacancy, no request had been received for an election and he had pursued a co-option with a newspaper advertisement at a closing date at 16 November 2009 with a special meeting due 23 November to co-opt. Members noted the position and asked for a repeat large advert.
317. Annual Return for the Year Ending 31 March 2009 - The Clerk submitted the statement of accounts for the financial year 2008/2009 together with annual governance statement and invited Council to examine the documents and endorse for submission to district audit. The Mayor invited Members to address questions in the governance statement which received a series of yes and non-applicable at trust funds. On the proposition of Councillor Raymond, seconded by Councillor Mrs McDonald, it was resolved that the annual governance statement be signed together with the statement of accounts for the financial year 2008/9.
318. SLCC Regional Conference - The Clerk advised that this conference would be held at Cotswold Water Park, Gloucestershire on 3 December at a cost of £125 for three delegates. Members noted the agenda content and it was agreed that the following Members attend: Councillors Weekes, Hodgson, Ireland and Mrs Marsh, together with the Town Clerk or any other interested Councillor.
319. Gambling Act 2005 Renewal of Statement of Principles 2010 - 2013 - Members received this document and agreed that it be submitted to the Planning Committee for examination, scrutiny and comment.
320. WDBC Place Survey - Members received this document which looked at West Devon as a place to live and offered factors of support or ways of improving the district based on quality of life factors. Members discussed transport provision, ongoing discussion/action by officers of the District Council and other organisations on related issues.
Members questioned the methodology used in selecting samples for this random survey and Councillor Mrs Marsh agreed to pursue.
321. Deloitte 2010 Ride Across Britain - Members noted amended advance details of this event which advised that it would not be using Okehampton as a base for finish and start of the events, which had been passed to Launceston.
322. Rotary Club Annual Remembrance Service - Members received an invitation to attend this event on Wednesday 11 November 2009 at 10.45 at St James Church; noted.
323. Remembrance Service - The Mayor extended an invitation for Members to join him and the Royal British Legion together with town representatives at the annual service at All Saints Church on Sunday 8 November 2009.
An invitation for a Member to attend the Roman Catholic service at the same time was presented, Councillor Mrs Marsh offered to attend as Councillor P Stunèll, Deputy Mayor, was unable (Town Clerk to arrange sufficiency of seating for the Council at the church service).
324. Environment Agency Oil Tank Safety - Members noted a request from the EA on safety relating to oil tanks.
325. Members’ Reports -
(i) Okehampton Community Archive meetings - Councillor Ireland advised that a number of archive meetings had occurred, the formation of working groups looking at twentieth century history focusing on themes using evidence of photographs, writings and recordings, with an exhibition of findings due to be held in January. He explained Members were fearful of losing modern history eg the Second World War and its impact on Okehampton and wished to produce a document for community ownership.
(ii) Destination Marketing Plans for Okehampton - A report of a working party held on 12 October was circulated at which Members drew up a plan identifying action to improve the town; responses were awaited.
326. Civic Diary Report - The Mayor reported on his attendance at the Borough Council civic service in Tavistock and paid tribute to all involved in the delivery of the new all-weather pitch adjacent to Okehampton College.
PART TWO
ITEMS WHICH MAY BE TAKEN IN THE ABSENCE OF THE PRESS AND PUBLIC ON THE GROUND THAT EXEMPT INFORMATION MAY BE DISCLOSED (if any).
The Committee is recommended to pass the following resolution:-
“On the proposition of Councillor Stunèll, seconded by Councillor Leech, it was resolved that under Section 100(A)(4) of the Local Government Act 1972, the public be excluded from the Meeting for the undermentioned item of business on the grounds that exempt information may be disclosed as defined in the paragraph given below from Part I of Schedule 12(A) to the Act”
Paragraph 1 - Information relating to employees of the authority.
327. Staffing Issues Employment Policies
328. Leave Policy
329. Staff Salaries
It was resolved to come out of part 2 on the proposition of Councillor Leech, seconded by Councillor Raymond, move back into part 1 and ratify all decisions taken in part 2.
Meeting closed 9.05 pm.
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