STURMINSTER NEWTON TOWN COUNCIL by 98MO0hY9

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									                                                                                        1395
                   STURMINSTER NEWTON TOWN COUNCIL
    MINUTES of the ANNUAL TOWN COUNCIL MEETING held on Thursday 3rd MAY 2012
                    in the Council Chamber, Old Market Hill at 7.15pm.

PRESENT at the Meeting were:
Councillor Pauline Batstone
Councillor Nicholas Cowell
Councillor Andrew Donaldson
Councillor Claire Feltham
Councillor David C T Fox
Councillor Victor G Fox
Councillor Charles G Fraser
Councillor Helen Lacey
Councillor Helen Reed
Councillor Gerald (Joe) W Rose
Councillor Neil Watson

Apologies were received from:
None

In Attendance were:
Christopher Wilkins Town Clerk
Mrs. Fran Rose

12/001         ELECTION OF THE CHAIRMAN OF THE COUNCIL FOR THE YEAR
               MAY 2012 TO MAY 2013
Councillor Gerald (Joe) Rose was proposed by Councillor David Fox and seconded by
Councillor Fraser
There were no other nominations.
A vote was taken and
The Council RESOLVED that Councillor Gerald (Joe) Rose is elected as Chairman of the
Council for the year May 2012 to May 2013.

12/002         DECLARATION OF ACCEPTANCE OF THE OFFICE OF CHAIRMAN
               OF THE COUNCIL
Councillor Rose read out and signed the Declaration of Acceptance of Office, which was then
signed by the Town Clerk in the presence of the Council.

12/003         ELECTION OF THE VICE-CHAIRMAN OF THE COUNCIL FOR THE YEAR
               MAY 2012 TO MAY 2013
Councillor Victor Fox was proposed by Councillor Rose and seconded by Councillor David Fox
There were no other nominations.
The Council RESOLVED that Councillor Victor Fox is elected as Vice-Chairman of the Council
for the year May 2012 to May 2013.

Councillor Rose thanked Councillor Fraser for his service as Chairman.

12/004        DEMOCRATIC TIME - QUESTIONS FROM MEMBERS OF THE PUBLIC
None

12/005         MEMBERS DECLARATIONS OF INTEREST
Councillor V. Fox as a member of North Dorset District Council Development Control Committee,
declared an interest in the Planning & Environment Committee discussions.

                         Annual Town Council Minutes – 03.05.2012
                                                                                              1396
Councillor Feltham declared a prejudicial interest in the one planning application to be
considered; having a commercial interest in this instance.

12/006          APPOINTMENT OF STANDING COMMITTEES
All councillors are members of the Planning and Environment Committee.
The Council RESOLVED that Mr. A. Harrison is co-opted to this committee as the council’s
Footpaths Officer

The Council RESOLVED that the following members are appointed to the committees:

Finance and Personnel Committee               Amenities Committee
Cllr. Nicholas Cowell                                Cllr. Pauline Batstone
Cllr. Andrew Donaldson                               Cllr. David Fox
Cllr. Claire Feltham                                 Cllr. Charles Fraser
Cllr. Charles Fraser                                 Cllr. Helen Reed
Cllr. Helen Lacey                                    Cllr. Neil Watson
Cllr. Joe Rose - Ex-officio- Chairman                Cllr. Joe Rose - Ex-officio- Chairman
Cllr. Victor Fox - Ex-officio – Vice-Chairman        Cllr. Victor Fox - Ex-officio – Vice-Chairman

The Council RESOLVED that Mr. J. Read is co-opted to the Amenities Committee to report on
matters relating to the Butts Pond Local Nature Reserve

The Clerk was directed to research and advise on the possibility of councillors appointing
delegates to attend and vote at committee meetings they are unable to attend in person.

12/007        APPROVAL OF THE DELEGATED POWERS AND OTHER TERMS OF
              REFERENCE OF STANDING COMMITTEES
The Council RESOLVED to approve the delegated power and terms of reference of the Standing
Committees - See attached on page 1400. Proposed by Councillor Victor Fox and seconded by
Councillor Rose

12/008         APPROVAL OF THE APPOINTMENT OF CHEQUE SIGNATORIES
The Council RESOLVED that there will be five signatories with two out of the five to sign the
Cheques.
The Council RESOLVED that the following members and the Town Clerk be appointed as
cheque signatories: Councillor Vic Fox, Councillor Charles Fraser, Councillor Joe Rose and
Councillor Claire Feltham

12/009       APPOINTMENT OF REPRESENTATIVES ON OUTSIDE BODIES
The Council RESOLVED to approve the appointment of Representatives as attached on
Page 1401

12/010       APPROVAL AND SIGNING OF THE MINUTES OF THE LAST TOWN COUNCIL
             MEETING held on THURSDAY 5th April 2012 (pages 1377 - 1380)
It was RESOLVED that the Minutes of the Town Council meeting held on 5th April 2012 are
approved and signed by the Chairman of the Council.

12/011         APPROVAL OF COMMITTEE MEETING MINUTES AS FOLLOWS:
It was RESOLVED that the Minutes of the following Committee Meetings are approved as a true
and correct record of the meetings.

   a. Planning and Environment Committee             12.04.2012     Pages 1381 – 1389
   b. Amenities Committee                            26.04.2012     Pages 1390 – 1394


                           Annual Town Council Minutes – 03.05.2012
                                                                                             1397
Matters arising from the minutes:
     Councillor Vic Fox reported that since the meeting of the Planning & Environment
        Committee the applicant for permission for the solar farm had submitted revised access
        proposals and these are due to be considered by the District Council next month.
     The Clerk referred to paragraph 11/470 in the minutes of the Amenities Committee and
        reported that since earlier correspondence with the prospective garden plot holders had
        already set out a proposed annual rent of £5.25, made no mention of a rent deposit and
        had indicated that Council staff would convey water to the proposed trough, the
        recommendations for a higher rent, the rent deposits and the non-provision of the
        trough ought not to be followed. Councillor Rose proposed that the recommendations of
        the Amenities Committee in paragraph 11/470 be approved subject to the variations as
        to the proposed rent, rent deposit and provision of water as suggested, Councillor
        Fraser seconded the proposal and the Council RESOLVED accordingly.
     With regard to paragraph 11/467 (concerning street-lighting at Broad Oak) it was
        observed that there is little point in preparing a detailed scheme for the supposed option
        of upgrading the lighting to a “highway standard” so that it would become adoptable by
        the County Council if this is not an option available in practice. The Clerk was directed
        to clarify this issue before preparing a draft scheme.

12/012         FINANCIAL MATTERS

CHEQUES FOR APPROVAL AND SIGNATURE
The council RESOLVED that the Cheques and BACS for payment examined and authorised by
Councillors Donaldson and Feltham as per attached list on page 1402 are approved.

12/013         CONSIDERATION OF PLANNING APPLICATION

Planning Application received to be considered on 3rd May 2012
  Plan Number        District Reference          Site Reference           Other Reference
  2012/0373(54)      2/2012/0373                    -                       -
  Applicant          House No.                   Road                     Locality
  Miss Jenny Saleh   88                          Green Close              -
  Town               County                      Post Code                Application date
  Sturminster Newton Dorset                      DT10 1BL                 19/03/12
  NORTH DORSET DISTRICT COUNCIL

  Install 2 No. dormer windows

(Councillor Feltham left the chamber for the duration of this agenda item )

  Town Council – No objection

12/014         CONSIDERATION OF THE REVIEW OF THE MOBILE LIBRARY SERVICE BY
               DORSET COUNTY COUNCIL
Since a response from this Council appears inappropriate it was left to individual members to
respond if desired.

12/015         REPRESENTATIVES’ REPORTS
None

12/016         REPORTS FROM NORTH DORSET DISTRICT COUNCILLORS

                          Annual Town Council Minutes – 03.05.2012
                                                                                                 1398
Councillor Vic Fox presented his report as page 1403 attached.

12/017         REPORT FROM DORSET COUNTY COUNCILLOR –
               COUNCILLOR DAVID FOX
The County Council is keen to devolve greater responsibility for some forms of highway
maintenance to town council lengthsmen and volunteers. The need for and shortage of skilled
supervision is acknowledged as is the need to address health & safety issues in the least
bureaucratic manner possible; the use of generic risk assessments is under consideration.
Adult Social Services. Residential establishments currently run directly by the County Council
are being required to produce individual business plans with a view to their achieving greater
autonomy or even commercial independence in the future.

12/018        CHAIRMAN’S REPORT
Charles attended civic days at Gillingham, East Dorset, Bournemouth and Dorchester.

12/019         MATTERS RECEIVED FROM DAPTC AND NALC
None

12/020          TOWN CLERK’S REPORTS AND URGENT CORRESPONDENCE
    Invitation to North Dorset travel workshop, Thursday 14th June 2012 at North Dorset
       District Council offices from 9.30 to 4.
    Letter from the Sturminster Newton Medical Centre regarding the Breast Screening Unit
    Letter from Dorset County Council Highways about local decision-making.
    Letter of thanks from Home Start.

12/021        INFORMATION FROM MEMBERS
Councillor Fraser reported that the alarm at the grounds workshop had recently been set off by
the wind.

Councillor Lacey reported meeting with Met traffic engineers to discuss possible counter-
measures to the ongoing vehicular misuse of the Station Road pedestrianized area. Lockable
bollards are the obvious answer but may not be permissible. Formal response to follow.

Councillor Reed asked if any planning application had been made in respect of current
development at a bungalow on road to Lydlinch. It was thought to be permitted development.

Councillor Watson reported that the transfer of the Leisure Centre is likely to be delayed for
another month or two over issues raised by the Pitt-Rivers Estate and business rates concerns.
Councillor Vic Fox observed that seems to be linked with school cleaning and better
arrangements will be required before the start of the school summer holiday. Councillor Fraser
asked about security and Councillor Watson replied that the head groundsman has discontinued
his checks with that role now being done by volunteers.

Councillor Cowell reverted to the Station Road issue and suggested that large flower planters
could be part of the solution. Councillor Fraser observed that lockable bollards would be effective
if only locked between, say, 6 pm and 8am. Councillor Cowell also expressed concern that
street-lighting in the town centre is causing a serious problem of light intrusion for a small
number of residents and urged that this Council be ready to intervene on their behalf. Councillor
David Fox noted that under the relevant PFI contract between the County Council and the
service provider, this issue falls within the control of the latter but representations to it from this
Council are likely to carry as much weight as those from anyone else.

Councillor Feltham is organising a petition about re-profiling the speed table in Old Market Hill.


                           Annual Town Council Minutes – 03.05.2012
                                                                                           1399
Councillor Donaldson reported that the attenuation pond at the former Creamery site is holding a
significant quantity of water. Lacking any adequate enclosure, the pond is an obvious safety
hazard and safety issues need to be addressed in the adoption process.

Councillor Cowell noted that the old water trough near the Market Cross appears to have
suffered a heavy contact and asked if some wooden posts can be added to protect it.



The Chairman declared the meeting closed at 8.45 pm.




Signed ………………………………………………………. Dated ………………………………
       Chairman of the Council




                          Annual Town Council Minutes – 03.05.2012
                                                                                         1400
DELEGATED POWERS OF THE FINANCE AND PERSONNEL COMMITTEE
RECOMMENDED as follows:
  a. That the Finance & Personnel Committee is given the delegated power to approve the
     signing of cheques for payment
  b. That the Finance & Personnel Committee is given the Delegated Power to deal with
     urgent personnel and staffing matters and makes staff appointments on behalf of the
     council

TERMS OF REFERENCE OF THE FINANCE AND PERSONNEL COMMITTEE
RECOMMENDED that this committee undertakes responsibility for recommending the following
matters to council for approval:
   a. Quarterly Examination of Accounts
   b. Annual Budgets
   c. Annual Financial Risk Assessment
   d. Standing Orders
   e. Financial Regulations
   f. To Oversee Grant Applications
   g. Contracts of Employment for Staff
   h. Appointment of Staff
   i. Staff Relations and Training
   j. Training for Councillors
   k. Legal Matters
   l. Leasing and Licensing Matters

DELEGATED POWERS OF THE PLANNING & ENVIRONMENT COMMITTEE
   This committee has the powers to make observations on planning applications and to
     notify the North Dorset District Council of those observations.
   The Town Council nominated Tree Officer is given the responsibility on behalf of this
     committee to make comments to North Dorset District Council concerning Tree
     Preservation Orders, Tree Works and other related tree matters.

PLANNING & ENVIRONMENT COMMITTEE TERMS OF REFERENCE
The following matters are the Terms of reference of this Committee:
    To make observations on planning applications and to notify North Dorset District Council
        of the committees observations
    To make observations on tree matters and to notify North Dorset District Council of
        observations and comments
    To receive and examine notification of the decisions of North Dorset District Council
    To inform the relevant authority of concerns of the committee related to planning and
        environmental matters
    To monitor the built environment with particular reference to listed buildings and the
        conservation area
    To endeavor to preserve and improve the quality of the environment
    To monitor the activities of the relevant authorities with regard to enforcement matters




                         Annual Town Council Minutes – 03.05.2012
                                                                                      1401
MEMBERS APPOINTED TO REPRESENT THE COUNCIL ON OUTSIDE BODIES AND
                      ORGANISATIONS 2012/13

Butts Pond Local Nature Reserve
(Co-opted to Amenities Committee)                    Mr. Jeremy Read
Carnival Trustees                                    Councillor David Fox
                                                     Councillor Joe Rose
Cemetery Liaison                                     Vacancy
DAPTC Larger Local Councils & AGM                    Councillor Joe Rose
                                                     Councillor Vic Fox
                                                     Town Clerk
DAPTC – Northern Area Meetings                       Councillor Joe Rose
                                                     Councillor Pauline Batstone
Dorset Age Partnership                               Councillor Vic Fox
Footpaths Liaison Officer
(Co-opted to Planning & Environment Committee) Mr. Alan Harrison
Leisure Centre Future management Group               Councillor Neil Watson
Museum Society and Mill                              Councillor David Fox
Newsletter & Unity.Com                               Chairman & Town Clerk
PACT Panel                                           Councillor Andrew Donaldson
Planning Issues - Councillor to Liaise with NDDC     Chairman of the Planning &
                                                     Environment Committee
Press Releases/Media                                 Chairman & Town Clerk
SNATCH (Sturminster Newton
Association for Tourism, Commerce and
Hospitality)                                         Councillor Vic Fox
SturQuest Board of Directors                         Chairman of the Council
Sturminster Newton Community
Building Trust - Trustee                             Councillor Pauline Batstone
SturQuest Open Spaces                                Councillor Vic Fox
Tree Warden Liaison                                  Vacancy
Sturminster Newton Area Youth Support Group          Councillor Joe Rose
                                                     Councillor Vic Fox (NDDC Rep)
                                                     Councillor David Fox (DCC Rep)
William Williams Trust                               Councillor Joe Rose (4th Year)
(Appointed for 4 years)
Youth Forum                                          Councillor Pauline Batstone
Dorset County Councillor                             Councillor David Fox
District Councillors                                 Councillor Vic Fox
                                                     Councillor Michael Roake




                            Annual Town Council Minutes – 03.05.2012
                                                                                                      1402

            Sturminster Newton Town Council
          Expenditure transactions - approval list
                       3rd May 2012
 Tn no Cheque              Gross              Vat             Net Invoice Details                       Cheque
                                                                  date                                    Total


                £2100.00       £350.00     £1750.00 28/03/12 Dorset County Council        £2100.00
                                                  SLA Dorset Countryside

                £1681.75         0.00     £1681.75 06/04/12 HM Inspector                   £1681.75
                                                  Tax & N.I.

                £100.00         0.00      £100.00 24/04/12 Petty Cash                £100.00
                                                  Cash

                £256.90         42.82     £214.08 30/03/12 S.N. Building Supplies       £256.90
                                                 Various

                   £29.95          4.99      £24.96 2/03/12   Williams Nursery           £29.95
                                                  Mr Drews Cherry Tree



Total                      £4168..60       £397.81        £3770.79




Signature            Signature
Date
                                                                                                        Page 1 of 1




Paid between meetings 27th April 2012


Bacs 120427A       £6842.78      Various Employees      April Salaries
 - 120427J




                               Annual Town Council Minutes – 03.05.2012
                                                                                             1403
                             District Council Report for April 2012.

April started off with a meeting of the Policy Review Scrutiny Committee where we looked at the
arrangements for the new County wide Healthwatch Committees that will replace the current
Primary Care Trusts. We reviewed the Council’s revised Housing Strategy and received a report
on the changes to Housing and Council Tax Benefits.
I attended a meeting of the License and Orders Committee to finalise the new Taxi Fares for N.
Dorset.
There were two meetings of the Development Management Committee the second was a special
to review three large developments that the Legal Officer felt should be revisited in the light of
the new National Planning Policy Framework which became law early in April.
The Service Review Committee continued it’s review of the Dorsetforyou Website and the
performance figures for the Stour Valley Partnership, this is the combined Revenues and Benefits
operation between N. Dorset, East Dorset and Christchurch Councils.
Further to the Stour Valley Partnership item, we have now established a Joint Scrutiny Panel
composed of three Councillors from each authority to monitor the whole operation.
Finally, I attended the monthly meeting of the Council, this being the last one in the Municipal
Year it was mostly members reports on their membership of outside bodies including mine as I
represent the District Council on the Dorset Association of Playing Fields.
Cllr Victor Fox.




                          Annual Town Council Minutes – 03.05.2012

								
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