Minutes Town Council Meeting - 7th March 2011

Minutes Town Council Meeting - 7th March 2011

Last Updated (Tuesday, 30 November 1999 00:00) Tuesday, 27 September 2011 14:06

Council Business - Full Town Council Minutes

Minutes of Okehampton Town Council Meeting held on Monday 7 March 2011 in the Council Chamber, Town Hall, Okehampton at 7.00 pm

Members Present: Councillor M Morse

Councillor K Ball

Councillor Mrs K Bickley

Councillor M Davies

Councillor Dr M Ireland

Councillor A Leech

Councillor C Letchford

Councillor Mrs M McDonald

Councillor Mrs C Marsh

Councillor A Raymond

Councillor P Vachon

Councillor D Weekes

In Attendance: D Bent (Town Clerk)

Before proceeding with business, prayers were offered by Reverend B Walton.

536. Apologies for Absence - An apology for absence was presented on behalf of Councillor Mrs D Smith.

537. Deferment of Business - (for comment by the public) - There were no members of the public present.

538. West Devon Borough Council - Councillor Mrs Marsh offered no report, but in response to questions advised she would discuss housing benefit amendments with regard to rent payment to landlords with the Housing Office.

539. Devon County Council - In response to questions relating to transport plan TP3, Councillor Marsh advised the railway was included in discussions within this plan with meetings held with relevant parties, further the rail link was on the County agenda and was being discussed with the RDA. Councillor Marsh reported as Room 13 was funded by outside bodies, it was not on the County vulnerable list and the County was examining alternative options to save costs. Councillor Ireland questioned any mitigation by County to reduce university fees at Exeter, Councillor Marsh advised she would report on researches.

540. Adoption of Minutes of Committees and to Receive Questions from Members Thereon -

540.1 Policy and Resources Committee - Councillor Mrs M McDonald invited Members to adopt the minutes of the meetings of the Policy and Resources Committee held on 20 December 2010 and 31 January 2011. Councillor Mrs K Bickley proposed, Councillor A Raymond seconded and there being no questions or amendments the minutes were resolved unanimously.

540.2 Planning Committee - Councillor Mrs K Bickley invited Council to adopt the minutes of the Planning Committee meetings held on 20 December 2010, 10 January 2011 and 31 January 2011. Councillor M Ireland proposed, Councillor A Leech seconded and there being no questions or amendments, was resolved unanimously.

540.3 Parks Committee - Councillor Mrs C Marsh invited Council to adopt the minutes of the Parks Committee meetings held on 13 December 2010 and 17 January 2011. Councillor D Weekes proposed, Councillor Mrs M McDonald seconded and there being no amendments or questions, was resolved unanimously.

540.4 Property Committee - Councillor A Leech invited the Council to adopt the minutes of the Property Committee meetings held on 15 November 2010 and 10 January 2011. Councillor C Letchford questioned the implementation of the revised terms for the hire of Town Council facilities. Councillor Leech responded this was a deliberate, unwritten question, but would research and submit a response to the Property Committee. Councillor Mrs M McDonald proposed, Councillor Mrs K Bickley seconded and there being no amendments or questions, was resolved unanimously.

541. Full Council Meeting Minutes - Members received the minutes of the Town Council meeting held on 4 January 2011, the extraordinary meeting held on 9 February 2011 and the working party meeting held on 16 February 2011 which were approved, signed and adopted on the proposition of Councillor Mrs K Bickley, seconded by Councillor A Leech.

NB As a point of order Councillor Mrs McDonald commented that Members should not propose or second adoption of minutes if they were not present at the meetings referred to; noted.

542. Matters Arising -

542.1 Decentralisation and the Localism Bill - Council acknowledged the progress of the Localism Bill through parliament, examined the extent, gravity and impact of this proposed legislation and agreed to examine the document summary received and forward comments or observations to the scrutiny panel at government. The meeting acknowledged a general return to democracy for local government, but questioned specific items including neighbourhood plans, standards boards, referendum etc.

Neighbourhood Plans Master Plan - Members welcomed this change of direction with planning decisions made by the population, acknowledged the current situation for Okehampton relating to the Core Strategy and the impact that document would have on planning, but welcomed the opportunity to shape planning through neighbourhood plan and master planning with fine detail dictating smaller legislation.

Binding Referendum - Members noted the example of a binding referendum which could be enacted to prevent an increase in council tax. The Council agreed to seek an amendment to include the following proposals into the category of binding referendum - a) committee-led model style council transferred to an executive cabinet council and b) the merge of two district or borough councils. On the proposition of Councillor Leech, seconded by Councillor Ball, resolved to recommend these objections be submitted to the scrutiny board.

Non-binding Referendum - An explanation was presented on the disadvantage of a non-binding referendum with discretionary powers operated by the borough council to accept, further that local electors could call for a valid petition signed by 5% of the population which was deemed difficult. Members were informed within the 1972 Local Government Act a parish poll could be called by a minimum number of local electors and this was more acceptable. On the proposition of Councillor Leech, seconded by Councillor Ball, it was resolved to ask this process be removed from the Localism Bill and the previous parish poll operation remain unchanged.

Members acknowledged the policy briefing was difficult to read and contradictory with proposals to devolve powers to parishes, but little in reality nor funds to support. Specific reference was made to the power of competence which was not clarified, neighbourhood planning as referenced above was difficult for Okehampton as the Council was subject to Core Strategy planning, power was with the District Council and there was no apparent opportunity for the town to act. It was further noted that the Secretary of State had included 145 new powers to veto all activities to effectively maintain control at government level.

Power of Competence - It was established this power was a statement with no specific mention of devolved powers to parishes and it was agreed a question be forwarded to the scrutiny office asking whether powers were expected to be devolved to this level; on the proposition of Councillor Vachon, seconded by Councillor Ireland, resolved accordingly.

Standards Board - It was noted the Localism Bill proposed to abolish Standards Board on the grounds that this Board was dealing with vexatious, petty complaints submitted from the local council; the Board to be replaced with a voluntary code of conduct and any non-adherence to this code likely to lead to a criminal offence determined by the courts. Members concluded this was an invalid argument and on the proposition of Councillor Letchford, seconded by Councillor Leech, it was resolved that representations be made to the scrutiny board requesting that the Standards Board be maintained along with the local Standards Committee at borough/district council levels.

The Clerk reported that he had received the following policy documents - a) A Community Right to Challenge and b) A Community Right to Buy - Assets of Community Value. Members agreed to examine these documents at the next meeting of Council and to forward responses by 26 April 2011.

NB Copy documentation of Council’s objections to NALC.

542.2 Annual Town Assembly - Members acknowledged the report of a working party held on 24 January 2011 at which an amended style of Annual Town Assembly had been examined; endorsement or amendment was requested (NB It was noted the Clerk would not be present at this meeting due to hospitalisation).

It was noted a main speaker had been dropped in favour of presentation by Members or Chairmen, further noted Councillors Vachon and Ball were compiling Powerpoint presentations on the topics of Community Archives and Destination Okehampton with a query over the delivery of a paper on the Localism Bill. Members acknowledged the significance of this Bill albeit in Green Paper form, the position on neighbourhood planning for the future and the emerging master plan with a wish to involve the public at the soonest opportunity. The meeting discussed the style and length of presentations, endorsed the layout for the meeting, refreshments and it was noted that Councillors Ball and Vachon would prepare a brief bullet point Powerpoint presentation on the Localism Bill. Members questioned the role of the Borough Councillors/County Councillor during this event and it was agreed to include these Members with an opportunity for questions by the public. On the proposition of Councillor Vachon, seconded by Councillor Weekes, it was resolved the Annual Town Assembly format be presented as below.

Title - Engage With Your Public

a) Welcome by Town Mayor.

b) A horseshoe of chairs for Councillors fronting the stage.

c) Four collections of tables, one representing each of the Council’s Committees with chairs and Members to receive questions from the public, an additional table for Borough Members.

d) Refreshment break.

e) Agenda of past, present, future for Okehampton; past including Community Archives, present Destination Okehampton, future Localism Bill.

f) Formalised questions on any topic affecting Okehampton.

g) Statistics displayed on a screen on stage.

The Mayor to take overall control of the evening visiting tables with an invitation to the Police for support.

542.3 WDBC Meeting with Town/Parish Councils - The Mayor referred to a meeting held on 1^st February 2011 with the new Chief Executive plus Members of the Borough and other parish councils in the north of West Devon. The meeting advised of continued working between the Borough and town and parish councils, shared services at Borough level, the Localism Bill and its impact on the community and towns, value for money services by all councils and the comprehensive spending review; noted.

543. WDBC Change of Council Style - Councillor Letchford submitted a letter to Council referring to rumours on possible change of style of council at West Devon from committee-led to an executive or cabinet council, but commented he was premature. He stated the system, if agreed by the Borough, would not be effective until 2015 and urged caution to Members to monitor this and to be pro-active on any proposals by that Council. Councillor Letchford was thanked and it was agreed to watch any proposals by the Borough.

544. Borough and Parish Elections Thursday 5 May 2011 - Members noted an amended timetable of proceedings.

545. DALC - Members noted a training and events calendar for 2011 with specific reference to the training of new Councillors in June and Chairman’s course in July, to be submitted to the new Council.

546. Simmons Homes Charity - Members were asked to consider the appointment of successor trustees to this charity; Mr D Webber confirmed he would like to continue as a trustee, Mr C Letchford and Rev S Scarr confirmed they did not wish to be considered for re-election. It was established one could be a non-conformist minister and on the proposition of Councillor Weekes, seconded by Councillor Raymond, it was resolved D Webber be re-appointed trustee. On the proposition of Councillor Leech, seconded by Councillor Mrs Marsh, it was resolved M Davies be appointed as the non-conformist minister trustee. On the proposition of Councillor Raymond, seconded by Councillor Mrs Marsh, it was resolved the third vacancy be advertised with the request a property management background be a useful qualification to serve.

547. Induction of New Councillors - The Clerk presented proposed documentation to assist newly-elected/co-opted Councillors following the election in May and invited Members to comment/amend/edit etc. A Member questioned protocol order of questioning at meeting with the comment that new Members observe, learn and comment when appropriate. Members endorsed the document subject to the inclusion of dates for civic events; on the proposition of Councillor Leech, seconded by Councillor Vachon, resolved accordingly.

548. DCC Reduction in Bus Services - Members were asked to note reduction in local bus services for 2011/12 in services 178, 179.

549. Buckingham Palace Garden Parties - NALC requested nominations for attendance at a garden party on 29 June 2011. Members noted the qualifications and on the proposition of Councillor Leech, seconded by Councillor Mrs Bickley, it was resolved the Mayor of the day be nominated.

550. Royal British Legion - ‘Great Poppy Party Weekend’ - Council was asked to consider promoting this event. It was agreed to submit it to the next meeting of the Council, but to talk to the local British Legion on their proposals.

551. Civic Diary Report - The Mayor reported he attended four civic dinners during February, had been interviewed on Radio Devon, attended numerous coffee mornings, other meetings and would attend the County Council Civic Service on 20 March 2011.

552. Okehampton Primary School - The Clerk presented an invitation from the headteacher for Members to attend the school for a tour of the premises, it was agreed the visit be arranged for Wednesday 16 March 2011 at 7.00 pm.

553. Annual Town Assembly - The Clerk sought clarification on the appointment of a Clerk to take notes and prepare minutes for this event. On the proposition of Councillor Leech, seconded by Councillor Davies, it was resolved the Clerk to the Hamlets Council be invited to undertake this exercise accompanied by the Chair of the Hamlets with due payment.

Meeting closed 9.05 pm.

__________________

Councillor M Morse

Town Mayor