Minutes Town Council Meeting - Monday 7th November 2011

Minutes Town Council Meeting - Monday 7th November 2011

Last Updated (Tuesday, 30 November 1999 00:00) Wednesday, 11 January 2012 12:40

Council Business - Full Town Council Minutes

Minutes of Okehampton Town Council Meeting held on Monday 7 November 2011 in the Council Chamber, Town Hall, Okehampton at 8.20 pm

Members Present: Councillor Mrs M McDonald (Town Mayor)

Councillor K Ball

Councillor Mrs K Bickley

Councillor M Davies

Councillor Dr M Ireland

Councillor A Leech

Councillor Mrs C Marsh

Councillor M Morse

Councillor J Stockwell

Councillor P Vachon

Councillor D Weekes

In Attendance: D Bent (Town Clerk)

Before proceeding with business, prayers were offered by Revd P Wagstaff.

304.     Apologies for Absence - Apologies for absence were presented on behalf of Councillors T Cummings and Mrs J Goffey.

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

306.     West Devon Borough Council Members’ Remarks - Councillor Leech reported the Borough was holding a series of informal special Council meetings and currently discussing budget reference to precept to town and parish councils and restructuring of the committee structure.  Councillor Mrs Marsh commented this was an opportunity to debate outside constitution rules and give informed information when discussed at a formal meeting.  Councillor Marsh explained some parishes may increase their budgets by 15% to receive and implement devolved services, which decision was in the hands of those local councils.  Councillor Mrs Bickley questioned shared services in South Hams and the different perspective from the Borough Council over green issues, particularly in Totnes, further questioned their sustainable transport plan which could be adopted for West Devon.  Borough Members agreed to take this back to that Council.

307.     Devon County Council - Councillor Marsh reported the County was reviewing its strategic plan in the face of the current difficulties with the euro financial situation, referenced continued discussion on the Localism Bill and schools, the ageing population, low wages and clean environment encouraging many people to move to the west country with a further initiative to encourage employers here following researches on employment, transport, planning and renewable energies.

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

308.1   Policy and Resources Committee - Councillor M Davies invited Members to adopt the minutes of the meetings of the Policy and Resources Committee held on 30 August and 26 September 2011.  Councillor A Leech proposed, Councillor P Vachon seconded and there being no questions or amendments the minutes were resolved unanimously.

308 .2  Planning Committee - Councillor P Vachon invited Council to adopt the minutes of the Planning Committee meetings held on 15 August, 12 September and 10 October 2011.  Councillor M Davies proposed, Councillor M Ireland seconded and there being no questions or amendments, was resolved unanimously.

308.3   Parks Committee - Councillor D Weekes invited Council to adopt the minutes of the Parks Committee meetings held on 15 August and 19 September 2011.  Councillor K Ball proposed, Councillor A Leech seconded and there being no amendments or questions, was resolved unanimously.

308.4  Property Committee - Councillor A Leech invited the Council to adopt the minutes of the Property Committee meetings held on 18 July and 12 September 2011.  Councillor D Weekes proposed, Councillor P Vachon seconded and there being no amendments or questions, was resolved unanimously.

309.    Full Council Meeting Minutes - Members received the minutes of the Town Council meeting held on 5 September 2011 and the special meetings held on 30 August and 24 October 2011 which were approved, signed and adopted on the proposition of Councillor K Ball, seconded by Councillor M Ireland.

310.    Matters Arising -

310.1  197.2 Council Procedure Rules - The Mayor invited Members to endorse Council Procedure Rules as amended, submitted to the previous Council meeting.  On the proposition of Councillor Davies, seconded by Councillor Leech, resolved accordingly.

310.2  Councillor Mrs D Smith - Members received and noted the resignation of Councillor Mrs D Smith.  The Clerk reported he would advertise this vacancy which may result in a bye-election, failing which the process of co-option would have to be pursued.  The Mayor acknowledged discussion on the co-option process and suggested a small working party be appointed to determine this process.  It was agreed the following Members be appointed: Councillors Leech, Mrs Marsh, Mrs McDonald, Ball.

310.3  Photovoltaic Panels - Councillor Marsh asked a series of questions relating to this topic as below, explanations were offered.

a)         Where are PV panels mentioned in the budget?  It was reported it was not discussed when the 2011/12 budget was compiled, but introduced during a discussion on energy use at the Town Hall and an offer by Councillor Leech to research.  It was established due budget provision could be considered for the 2012/13 precept.  Councillor Bickley commented the Council had missed grant funding opportunities on feed-in tariffs, but community grants may be available.  The Mayor confirmed the Council had not made a decision to purchase this system, this was an investigative operation and subject to further discussion by Council.  Councillor McDonald further reported planning permission had been pursued and, if granted, more work may be undertaken, but a decision was subject to Council.

b)         The structural engineer’s report mentions access for works and maintenance to the roof, what is the likely cost?  Councillor Leech advised the structural engineer mentioned access, but he had obtained three alternative systems from one company for ball-park figures and, subject to planning, access may not be required for the roof space and these options would be submitted as part of the report in due course.  He suggested the company involved had probably pulled out due to removal of government feed-in tariffs.

c)         Councillor Marsh referenced a report carried out by DARE which she believed to be negative and asked to see a copy.  The Clerk referenced the relevant section of the report which stated roof orientation was not ideal and would result in efficiency losses and affect pay back periods of the system and performance data.  The report also referred to access issues and listed building restrictions.  Councillor Leech reported technology had moved on since the receipt of that report and photovoltaic systems would work in minimal light.

d)         Councillor Marsh accepted saving costs, but requested a clear and simple report.  Councillor Leech acknowledged the request and Council deferred any action on this.

e)         Appointment of Devon Renaissance was noted, but Council needed to confirm the project was viable prior to becoming entrapped in costs.  Members acknowledged costs were capped at £1,300.  Councillor Leech concluded that if planning permission were granted, further in-depth investigations and reports, including options, with costs and grant funding would be submitted as a report to Council.

311.     Society of Local Council Clerks’ Annual Conference - Members received the Clerk’s report following his attendance at this event and thanked him for his report.

312.     Devon Public Sector Asset Board - The Clerk presented a brief report on a meeting with County and Borough officers relating to asset transfer including opportunities for co-location, rationalisation, revenue savings, cost reduction, capital receipts and sustainability.  The meeting looked to identify quick wins, assess potential long-term solutions, the Localism Bill and benefits measurement.  Officers identified their land and property ownership in Okehampton, acknowledged current arrangements with a wish for continued dialogue on the above topics.  The Clerk reported, arising from this meeting, he would meet the Planning Officer to discuss the Core Strategy and community consultation; noted.

313.     West Devon Town and Parish Council Voice - Devolved Services - A letter from the CEO of West Devon referred to the Super Link Committee of July and a wish by that authority to work together with parishes and towns.  The Borough wished to reduce duplication, improve joint understanding of key issues, respect the democratic role of town and parish councils, improve satisfaction with local public services whilst providing an opportunity for other local public services to engage.  To progress this last point, the Council was asked to consider assuming responsibility for service delivery through devolution.  A list of Borough and County services for potential devolution was circulated for comment and consideration.  The Clerk expressed concern over costs of devolved services, increasing precept, appointment of additional staff, further training and asked Council to consider economies of scale.

Members accepted that if services were devolved, the Town Council would have to increase its precept to pay for them.  Councillor Marsh reported the County had agreed to establish a discretionary fund at £1 per elector available to spend locally, that decision made by the County Councillor with possible additional funding by the Borough Council.  Members were also concerned any devolved services, which may come with initial funding, would have to be sustainable and financed by local councils which may cause double taxation.  The option of freezing council tax was discussed by the Borough which would be rewarded with government grants.  The meeting accepted economies of scale which resulted in bigger contracts and contractors, whereas a local man would not be subject to such costs.

Members examined the list of services for devolution, acknowledged a high degree of expertise for most of the work, accepted the role of the Town Council in undertaking some services and it was suggested an informal meeting be held to examine the role, costs and responsibilities of specific items.  Members concluded this to be a difficult exercise and agreed to submit the question to the Liaison meeting for further discussion with representatives of the Borough.  Council accepted the appointment of a Link Officer, noted the appointment of a Clerk to service the Link meeting and further the £1 per elector County discretionary fund.

314.     Parliamentary Boundary Review - Council was invited to comment on the Boundary Commission Review for a new parliamentary constituency, Tavistock and Plympton, which would include Okehampton East and West.  The wards included in this constituency proposal included parts of Plympton, Bere Ferrers, Buckland Monachorum, Tavistock and Walkham Valley etc.

Members were uncomfortable with this proposal and suggested Okehampton had more affinity with central Devon, particularly Hatherleigh, than the Tavistock and Plympton proposal.  Members were mindful of 80,000 population in a constituency which did not take into account history or physical geography of the areas; they offered personal views on a preferred restructuring exercise, some in favour of central Devon and were offered an alternative which substituted Ashburton and Ivybridge for Okehampton in the Tavistock and Plympton option.  Members further accepted that Okehampton looked to Exeter as its principal town, whereas Plympton and Tavistock were attracted to Plymouth.  A response was required by 5 December and the Mayor agreed to compile a response with the Clerk based on the meeting’s general discussions.

315.     Devon Association of Local Councils - Members received and noted September/October newsletter relating to planning, Localism Bill and the Audit Commission which confirmed the Clerk’s points contained in his report from Society conference.

Council was also asked to note the submission of comments/objections to the following documents:

a)         Business Rate Consultation;

b)         Open Public Services White Paper;

c)         Government response to Communities and Local Government Select Committee’s report on Localism.

He advised these lengthy documents were available in his office for examination.

316.     Devon and Cornwall Police Authority Engagement with that Authority - The Mayor referred to amended engagement activities with the police authority and an offer from that organisation to discuss the town’s problems with the Council.  Members expressed concern over increasing incidents of drinking in the town and in the park and enquired on police strategy to deal with this issue.  It was concluded to invite the new Inspector to the Council meeting to discuss the town’s issues.

317.     Okehampton Antisocial Activities - A letter from Mrs Westlake expressed concern over a Police Desk article in the Okehampton Times related to antisocial behaviour at the Carnival and suggested the Council employ a private security firm to address these problems.  A response from the police advised the newspaper article was a PR exercise to advise the police were active during the Carnival and the Battle of the Bands and had used powers granted to them to control antisocial behaviour.  The Mayor acknowledged Council could not raise funds to appoint a private security company, but agreed to write to Mrs Westlake on behalf of the Council explaining the Council’s position in this matter.

318.     Devon County Council Public Engagement Events - The Clerk reminded Members the Leader of Devon County would attend a public meeting in Tavistock Hall on 8 November 2011 at 6.30 pm to discuss county-wide operations.

319.     Civic Diary Report - The Mayor reported on her attendance at a number of events across Okehampton including Heritage Weekend at Okehampton Camp, the Declaration and Opening of Barnstaple Fair, a visit to Junior Life Skills at Okehampton Camp, Inauguration Service for the new Pastor of Okehampton Baptist Church, opening of Tavistock Goose Fair, Okehampton Carnival, West Devon Mayor’s Civic Service at St Mary’s Church Lifton and the Tavistock Civic Service at Tavistock Church and the Open Day at the Museum of Dartmoor Life.

320.     Olympic Torch - The Mayor announced the London 2012 Olympic Torch relay would pass through Okehampton on Monday 21 May 2012; this was received with much enthusiasm.  Council agreed to support the promoters of this event for Okehampton.

321.     Liaison Meeting - The Clerk invited Members to submit items for discussion at the Liaison meeting due to be held on 5 December 2011:

a)         Rural transport - bus services on Sundays;

b)         Master plan, design plan, business development/Exeter Science Park, Okehampton Opportunity site at Stockley.

Councillor Leech reported on documents received and issued by the Borough relating to draft housing community strategy, economy and environment plus a raft of Devon County consultation documents.  On the proposition of Councillor Ball, seconded by Councillor Bickley, it was resolved an informal meeting be called to discuss and agree a Council position on this consultation exercise.

322.     Past Mayors’ Badges - Past Mayors’ badges were presented to Councillors Bickley, Weekes and Morse.

Meeting closed 10.10 pm.

_________________________

Councillor Mrs M McDonald

Town Mayor