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Council Meeting Minutes July Lynton Lynmouth Town

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Council Meeting Minutes July Lynton Lynmouth Town Powered By Docstoc
					                                                             Volume 123




          LYNTON AND LYNMOUTH
              TOWN COUNCIL




                                  Q
                           QUALITY TOWN COUNCIL




          COUNCIL MEETING
                         THURSDAY
                       26TH JULY 2012
Town Hall
Lee Road
Lynton
North Devon EX35 6HT                              Tel : 01598 752384
               LYNTON & LYNMOUTH TOWN COUNCIL
MINUTES OF THE MEETING OF THE TOWN COUNCIL HELD IN THE
COUNCIL CHAMBER AT THE TOWN HALL, LYNTON ON THURSDAY
28TH JUNE 2012 AT 2.30PM

PRESENT:               Councillors:
                       T Parker                (Mayor)
                       B Hobbs                 (Deputy Mayor)
                       D Bishop
                       Mrs C G Bowden
                       Dr J Frankish
                       J Gurney
                       Mrs S Hibbert
                       B J Howells
                       A Meakin
                       B J Peacock
                       I Rigby
                       Mrs E Rodway


Officers:              Town Clerk and Town Council Secretary

Also in attendance:    County Councillor Mrs A Davis

Apologies:             There were no apologies

Before the meeting commenced, Councillor Parker informed members that due to his ill
health he felt unable to continue with his duties as Mayor and would be standing down
from this position at next full Council. He informed members that his Deputy Mayor,
Councillor Hobbs, would be taking this meeting and also performing his duties until such
time as a new Mayor had been elected, however he would remain a member of the
Council.

Members were saddened by this announcement and the Deputy Mayor, on behalf of his
fellow Councillors and the residents of Lynton & Lynmouth and outer districts, thanked
Councillor Parker for all his work over the years. The Deputy Mayor commended the
Mayors decision to put his health and family first.

The meeting opened with prayers led by Reverend Yvonne Yates.

The meeting was chaired by the Deputy Mayor from this point on

PUBLIC QUESTION TIME
Prior to the commencement of the formal Council Meeting, the meeting was adjourned
to enable members of the general public to ask questions of the Council.
A member of the public expressed concerns relating to the new green hut at the top of
the Cliff Railway. He stated that this hut seemed to have been converted into a café
type building with tables and chairs outside and commented on the similarity to the
scheme proposed for Queen Street which the Council resolved to refuse planning for.
He further stated that the hut was intrusive and that he would dispute any employment
claim for this building. There was already a café on site, albeit leased out. He urged
Councillors to bring pressure to have the green hut removed and it was
                                           -1-
RESOLVED
Councillors J Gurney and I Rigby, in their capacity as ENP members to consult with the
Planning Officer concerning any possible planning breaches.

                     The Deputy Mayor reconvened the meeting.


052/12      MINUTES
RESOLVED
The Minutes of the Council Meeting held on the 31st May 2012, copies of which had
been previously circulated be confirmed as a true and correct record and signed by the
Deputy Mayor.

053/12      MATTERS ARISING FROM COUNCIL MINUTES
There were none

054/12      OUTSTANDING BUSINESS
There was none

056/12       POLICE REPORT
PC Martin Beck presented a report on behalf of the Police for the month of June 2012.
8 crimes had been reported this month which included vehicle theft, domestic incidents,
criminal damage to a building, assault, theft of copper piping, theft of heating oil,
unnecessary suffering to a goat. He reported that the Music Festival had been a
success with only a small number of complaints. 24 reports for police assistance had
been received and another fatality had occurred in Braunton. Speed checks were to be
commenced soon and he requested that any hazards on roads etc be reported. He
also reported that the possibility of parking meters was once again being looked at for
the North Devon area.
Questions to the Police Representative
There were none.
                    The Deputy Mayor thanks PC Beck for his report

 With members permission the Deputy Mayor moved agenda item 13 report of Devon
                  County Councillor to this point in the meeting.

057/12        DEVON COUNTY COUNCIL
Report as tabled from County Councillor Andrea Davis County Councillor Combe Martin
Rural, Cabinet member for Children, Health and Schools. Deputy Chairman Exmoor
National Park
Public Health and Devon Health and Wellbeing Board - Devon Health and
Wellbeing Board
The Devon Health and Wellbeing Board will be a forum for key leaders from the health,
public health and care systems to work together to improve the health and wellbeing of
the population and reduce health inequalities. A Shadow Health and Wellbeing Board
for Devon has now been established, which comprises:

Cllr Stuart Barker, Adult and Social Care, Families and Post 16 – DCC
Allen Bowen – LINK Devon Chair (since resigned)
Cllr John Clatworthy, Resources – DCC
Diana Crump – Chief Executive, Joint Engagement Board
Cllr Andrea Davis (Chairman Designate), Children, Health and Wellbeing - DCC
Cllr James McInnes – West Devon Borough Council
                                         -2-
Ann James, Chief Executive, NHS Devon, Plymouth and Torbay Cluster
Dr David Jenner – Chairman Designate – Northern, Eastern and Western (New) Devon
Clinical Commissioning Group (CCG)
Dr Derek Greatorex – Chairman Designate – South Devon and Torbay CCG
Robert Norley – Chief Environmental Health Officer – Exeter City Council
Dr Virginia Pearson – Joint Executive Director of Public Health – NHS Devon / DCC
Jennie Stephens – Strategic Director People – DCC

From April 2013 when it becomes a statutory board, the LINK Devon representative
may be replaced by a member of the local Healthwatch, and the membership will
include a representative from the NHS Commissioning Board. The overarching priority
of the HWB is ‘promoting health equality’. It will seek to achieve this by providing
systematic leadership to bring about more integrated commissioning, which aligns
resources and focuses on preventive approaches as much as treatment and care. Two
workshops have now taken place, which have enabled the board to set out its broad
principles, and also identify priorities as a basis for public and stakeholder consultation,
and a stakeholder conference on Tuesday 17 July 2012 is one of the first steps in this
engagement process.

Principles
The principles of working will be:

   outcome focused; measurable, achievable, focused and targeted
   sustainable; providing efficiencies and savings over the medium to long term
   preventive; promoting early recognition and intervention
   cross-cutting; requiring collaborative working
   evidence-based; producing effective impacts
   informed; drawing on a range of data and people’s views

Priorities
Shadow Board members considered the priorities from a life course perspective,
recognizing the impacts on health and wellbeing that can occur positively or negatively
during the various phases spanning children and families (0-15 years), adolescents and
young adults (16-25 years), adults (26–75 years) and older people (75+ years).
Using the analysis of the Joint Strategic Needs Assessment the following priorities were
identified which will form the basis of a consultation process that will subsequently
contribute to the draft Health and Wellbeing Strategy:

Children        & Adolescents &          Older Adults             Older People
Families (0-15)   Young     Adults       (25-75)                  (75+)
                  (15-25)
 Poverty          Transition               Screening              Falls
 Abuse         &  Contraception            Exercise/physical      Dementia
   Sexual            and    Sexual            activity/healthy       Carers
   Violence          Health                   eating/smoking          support
 Troubled         Alcohol                  Hypertension           Living
   families        Educational              Housing                 environments
 Pre-school         outcomes                                        Social
   educational     Housing                                           isolation
   outcomes

                                             -3-
The development of the Shadow Health and Wellbeing Board is being undertaken
alongside the authorisation process for Clinical Commissioning Groups to ensure an
integrated approach, particularly in relation to the Joint Health and Wellbeing Strategy
and consultation processes. The Shadow Board is proposing to meet in July,
September and November 2012 and January and March 2013. Following the Devon
County Council elections, the first meeting of the statutory Devon Health and Wellbeing
Board will be in June 2013. The progress to date in establishing the Shadow Devon
Health and Wellbeing Board is in line with national objectives and timescales. The next
nine months provides an opportunity for the Shadow Devon Health and Wellbeing
Board to develop its role and relationships through a collaborative and coherent process
with a range of stakeholders.

Thousands of carers in Devon supported by new service
Over 8000 carers in Devon have been supported by Devon Carers since the new
countywide service started in October last year. Devon Carers has been operating a
phone line, as part of an annual £1.3 million investment by Devon County Council and
NHS Devon. This has made access to carer support simple and timely wherever they
live in the County to help them to stay healthy and live a normal life outside of caring
The service has received 8000 calls in the past eight months. There are an estimated
82,000 carers In Devon, of which around 12,500 do not have reliable support from their
family and friends to be able to take a short break from caring.
Different arrangements existed in different parts of the county before and this way we
can ensure we are providing a high quality service that is the same for everyone,
wherever they live. Carers are able to access the following services:
• Support and information at the ‘first stop’ from the helpline advisor
• A network of local carers’ support workers who provide face to face support and
activities for young carers to enjoy being young people
• Opportunities to meet other carers in their area for mutual support, friendship and time
away from caring
• Short carers breaks
The helpline (08456 434 435) is open from 8am to 6pm Monday to Friday and on
Saturdays from 9am to 1pm.
The helpline is run by voluntary organisation Westbank, working closely with other
carers’ voluntary groups, who will also provide support in their local area. A website is at
www.devoncarers.org.uk

Superfast broadband survey aims for 25,000 responses
The Connecting Devon and Somerset Superfast Broadband programme is asking for
residents and businesses to help them reach 25,000 responses to their survey. The
programme is led by Devon and Somerset County Councils in partnership with Bath and
North East Somerset, North Somerset, Plymouth and Torbay Councils. Launched in
February, the survey into broadband speeds and services across Devon and Somerset
quickly reached the original aim of 10,000 responses. There have been 23,000 replies
so far and the team would like to reach this new target before the survey closes in
August 2012. We need to prove how much demand there is for superfast broadband so
that we can use the evidence to show the private sector how much it is needed and
secure further investment. The programme aims to provide 100% broadband coverage
of 2Mbps with a minimum of 85% superfast broadband at 24Mbps by 2015 and
superfast broadband for all by 2020. The project has secured £31 million of funding
from the government agency Broadband Delivery UK (BDUK) and both Somerset and
Devon County Councils will be putting in up to £10 million each. Further funding from
Bath and North East Somerset Council who joined CDS in February has brought the
total close to £53 million.
                                         -4-
Further investment will be expected from the successful private sector bidder. Surveys
can be completed online at www.connectingdevonandsomerset.co.uk, or ordered
directly from the team by emailing Chibugo.Ochonma@devon.gov.uk.

Lynton Cinema.
At the recent meeting of the Invest in Devon Fund I was successful in my bid for £9k
towards Lynton Cinema. I am delighted to be able to secure the future of this valuable
facility for our community, much appreciated by residents a visitors alike.

LynPLan
Please take a look at the website lynplan.org.uk The Plan is important for everyone
because, if a vote at a referendum is successful, it will be a legal document and
decisions on planning applications will be required to be made in accordance with the
Neighbourhood Plan.

Questions to the County Councillor
1.  County Councillor Davis confirmed that her offer of financing the web cams was
    still in place following the receipt of quotations.
2.  In answer to a question concerning the funding for the bus shelter in Bottom
    Meadow Car Park, she confirmed that a contribution would be made once the cost
    was known.
3.  Railings on Castle Hill would be done but no date had as yet been set.
4.  Following advertisements for retained fireman, concern was expressed with regard
    the system relating to applicants to become a retained firemen. It was stated that:
     The process of application to appointment took approximately 12 months.
     Applicants had to expend a lot of money travelling.
     Applicants had to travel to Wellington at their own expense to be fitted for
        uniforms.
     Applicants had to fund their own medical examinations and eyesight tests.
     Once they had been accepted expenses were covered by the Fire Service.
    Members were concerned at the initial expense for prospective candidates and it
    was
    RESOLVED
    Details be sent to County Councillor Davis and Chief Fire Officer.

              County Councillor Mrs Davis left the meeting at this point


058/12        COMMUNICATIONS
A letter have been received from the Tourist Information Centre, a copy of which had
been circulated to all members. It was noted that Councillor Howells had not received a
copy.
RESOLVED
This letter to be placed on the agenda for the next meeting of Estates & Amenities
Committee to discuss, a copy of same to be sent to Councillor Howells.

059/12       COMMITTEE REPORTS
RESOLVED:
That the open reports of the following committees, having being circulated, be received
and noted and the recommendations contained therein adopted, subject to any matters
annotated.

                                         -5-
Personnel Committee                                               31st May 2012
Minutes 027/12 – 028/12

Estates & Amenities Committee                                     13th June 2012
Minutes 029/12 – 037/12

Minute 033/12 Matters for Recommendation (b) Request to use The Manor for Dog
show, recommendation 4 – members enquired the position with regard to the car
parking machine and signs and the Town Clerk confirmed that both the machine and
signs had been ordered.

Minute 033/12 Matters for Recommendation (c) Dangerous Trees, Grattons Drive –
the Town Clerk confirmed that he had attended a meeting and it was
RESOLVED
The matter be discussed at the next meeting of Estates & Amenities Committee.

Minute 033/12 Matters for Recommendation (f) Bottom Meadow Car Park Bus
Shelter – It was pointed out that works to this bus shelter could be carried out under
permitted development and it was
RESOLVED
The matter be discussed at the next meeting of Estates & Amenities Committee.

Minute 033/12 Matters for Recommendation (j) Town Clerks Report and Questions
to the Town Clerk, Holman Park Recommendation – the recommendation as read
was confirmed correct.

Minute 033/12 Matters for Recommendation (j) Town Clerks Report and Questions
to the Town Clerk, Memorial hall toilets – this matter to be progressed following
planning permission
RESOLVED
Councillors B Hobbs, B Peacock and T Parker to fill in details on working drawing and
report back to committee for final approval.

Personnel Committee                                               19th June 2012
Minutes 038/12 – 041/12

Minute 038/12 Matters for Recommendation (b) Outside Works Foreman,
recommendation (1) The Chairman of Policy & Finance to be on this working group
and not the Deputy Mayor.


Policy & Finance Committee                                        20th June 2012
Minutes 042/12 – 051/12

Minute 046/12 Matters for Recommendation (c) Esplanade Litter Bins Councillor
Hobbs informed members that all the bins had now been sponsored by local traders etc
to the value of £200 each.

The Deputy Mayor thanked the Panto Group for their donation of £585 for new crockery
in the Town Hall and it was
RESOLVED
A letter of thanks be sent to the Panto Group from the Mayor.


                                         -6-
Minute 046/12 Matters for Recommendation (h) Town Clerk’s Report and
Questions to the Town Clerk, question 10 Tors Hotel/Trees. Concern was
expressed that there was still a terrible mess in this area. The Town Clerk was aware of
this and would be making a claim. Also trees on riverside appear unstable and it was
RESOLVED
The Town Clerk to deal with these matters.

Minute 047/12 Matters Under Delegated Powers (b) Parking in the Recycling Area,
Valley of Rocks Councillors were concerned at the recommendation that all signs be
removed from this area and it was
RESOLVED
Signs be erected stating that parking for Holman Park Sports Ground was allowed in the
area, Town Clerk to deal with this.

060/12       REPORTS FROM OTHER COUNCIL COMMITTEES
Lyn Tourism & Wellbeing Group Councillor Rigby apologised that he had no written
report for members to consider but went on to inform them that;
    a bid to the Coastal Communities had not been successful however the
     information collated would be used for a scaled down bid.
    Walkers are Welcome was a great success.
    He welcomed the presence of web cams.
    He went on to explain that the Cliff Railway had a centre spread promoting Lynton
     & Lynmouth but the twin towns needed their own specific leaflet which highlighted
     places and activities. LACT were looking into this.
    The MG Owners Club rally had been a great success and it was hoped to promote
     this sort of event. It was suggested Councillor Rigby should contact William
     Bowden of the Landrover Club to this effect.
    The third article had appeared in the Lyn Valley News informing members of the
     community of what was happening.
    Action notes would be circulated to all members after each meeting so that
     Council knew what was happening.
The Deputy Mayor thanked Councillor Rigby and all members of this Group for their
work so far.

061/12       MOTIONS
There were no motions.

062/12      QUESTIONS
There were no questions.

063/12          NORTH DEVON COUNCIL
Report from District Councillor J Gurney
At Overview & Scrutiny this Month we considered the potential to extend interim joint
management arrangements to Waste and Recycling and Financial Services. Both of
these proposals were well received by the Committee and should result in substantial
improvements to service in both areas as well as allowing both councils to respond
positively to a changing national scene. Both councils work towards similar priorities and
this is a positive addition to the strategic development service which is already shared.

We also looked at a draft of a questionnaire which will be sent to every household in the
near future about waste and recycling. The questionnaire is the first step in developing
the waste and recycling service provided by NDC, in the future it is looking likely that we
will be able to recycle more plastics and other media.
                                            -7-
We are looking to introducing one collection bin for all recyclable materials which will
then be sorted back at the Depot. The green waste scheme and food waste is also
being looked at for potential improvements.

Finally at NDC I have been asked to sit on the Councils Personnel Committee and have
agreed to the request.

Exmoor National Park
I am delighted to report that at the National Parks’ Annual Meeting earlier this Month
John Dyke was reappointed as the Chairman and Andrea Davis was reappointed as
Vice Chair.

We received a report from Dr. Nigel Stone, the Chief Executive, on the Authority
Priorities and Business Plan for 2012/13 which outlined the ‘considerable change’ the
Authority has been through over the past 12 months as a result of the Governments
spending review. This equates to a minimum 30% reduction in the grant the Parks
receives. In real terms this means £600,000 less to spend in 2012/13 than was
available in 2010/11. I should stress that this is broadly similar to the reduction faced by
other councils and public agencies across the Country.

On a brighter note the forthcoming Exmoor National Parks Members Tour will be visiting
the Valley of Rocks on the 12 July after lunch to look at the proposals for landscape
improvements. I will be working with Sarah Bryan to outline some of the options to
members.

Finally at ENPA I put myself forward and was appointed to the newly reviewed
Standards Committee. We meet for the first time next Wednesday to interview and
appoint an ‘Independent Person’; this person will support the Committee on any matters
to do with the Code of Conduct.

Questions to the District Councillor
It was suggested that both the Commoner (Mrs Rodway) and chair of Estates &
Amenities be invited to join the tour visiting the Valley of Rocks on the 12 July.
Councillor Gurney to attend to this.

Councillor Gurney reminded members about a presentation of post cards on the 5 July
and the Flood Memorial Service on the 15 August.

The Deputy Mayor thanked Councillor Gurney for the Stirling work he was doing on
behalf of Lynton & Lynmouth.


064/12       REPORT      OF     THE      COMMUNITY            DEVELOPMENT           TRUST
REPRESENTATIVE
Submitted by Councillor Mrs S Hibbert, Chair of LCDT

Station Hill Development - We are continuing to meet regularly with James Shorten
and John Gower and have arranged meetings with Casey Lord to discuss the pre-
development funding, Faye Webber housing portfolio NDC and the HSA

Walkers are Welcome - Following our e-mails and the announcement in the LVN we
have had 40 responses from businesses wishing to be accredited with WAW status.
Letters and window stickers will be sent out to these this weekend.

                                           -8-
There has been a lack of responses from retailers who we feel should join and these will
receive leaflets as we have no e-mail addresses for some. Another advert has been
placed in this next LVN and so very soon we hope we will have reached out to
everyone. As the hoped for funding which included the extension of the Coleridge Way
has not materialised, Ian Rigby and Dan James are looking at other possibilities in
partnership with Porlock. LETA is proving a valuable forum for this sort of co-ordination
and partnership working.

Market Hall - The Youth Club continues to meet every Monday night – they have now
installed a small Pool Table! The Spanish students are returning for three weeks
commencing 9th July as long as I can provide some chairs! We have taken advice on
the lease we hold with NDC and now understand as long as we have their agreement
we can let the area of the IT centre to a commercial organisation.

Middleham Memorial Gardens - This continues to be somewhat of a headache.
Upkeep is so expensive and very few seem to want to volunteer to do a little weeding.
Two more memorial benches have now been placed above the rockery and look very
grand. These have been secured and all the other benches have been given necessary
attention and repair. It is hoped we shall be able to devise a secure way of having a
collecting box on site as we are sure this would make a huge difference.

Questions to the Community Development Trust Representative
Members commended Councillor Hibbert on how Middleham Gardens were looking and
also the hedge belonging to the National Trust. Councillor Gurney pledged to pass on
their thanks to his workforce.


065/12      REPORT OF THE TOWN CLERK
Town Clerks Reported
The Town Clerk had no report to make.

Questions to the Town Clerk
1.  Goat Roundup – In answer to a query, the Town Clerk confirmed that the fencing
    would be up 2 weeks before the roundup.
2.  Dens on Hollerday Hill – these had been dismantled and an enquiry was made
    as to who had done this.
    RESOLVED
    The matter be placed on the agenda for Estates & Amenities Committee.
3.  Cemetery – a complaint had been received with regard to the conditions under
    foot in the cemetery for mourners and undertakers.
    RESOLVED
    Councillors B Hobbs, J Gurney and Town Clerk to inspect the area and the matter
    be placed on the agenda for Estates & Amenities Committee.


066/12      REPORT FROM THE MAYOR AND OTHER COUNCILLORS
1.   The Deputy Mayor confirmed that he would be attending to matters on behalf of
     the Mayor until the Mayor’s replacement had been elected.
2.   A copy of the minutes of a meeting of the Lyn Valley Society held on 6th June
     2012 are attached to these minutes.
3.   Food Fest – a meeting had been arranged for Tuesday 10th July at 7pm.



                                          -9-
067/12      ANY OTHER URGENT BUSINESS
There was none

                  Councillor Frankish left the meeting at this point.


                                       PART 2

The Chairman moved that

In view of the confidential nature of the business about to be transacted, it is
advisable in the public interest that the press and public are temporarily excluded
and they be instructed to withdraw.


068/12      CONFIDENTIAL COMMITTEE REPORTS

Full Council                                                        31st May 2012
Minutes 024/12 – 026/12

Personnel Committee                                                 31st May 2012
Minute 028/12

Estates & Amenities Committee                                       13th June 2012
Minutes 036/12 – 037/12

Personnel Committee                                                 19th June 2012
Minute 039/12
Minute 041/12

Policy & Finance Committee                                          20th June 2012
Minutes 050/12 – 051/12




Meeting closed at 4.10 pm.                                               Chairman




                                        - 10 -
             LYNTON AND LYNMOUTH TOWN COUNCIL
MINUTES OF A SPECIAL MEETING OF COUNCIL HELD AT THE TOWN
HALL, LYNTON ON TUESDAY 3RD JULY 2012 AT 6.30PM
Present:            Councillors
                   T Parker             (Mayor)
                   B Hobbs              (Deputy Mayor)
                   D Bishop
                   Mrs C G Bowden
                   J Frankish
                   Mrs S Hibbert
                   B J Howells
                   A Meakin
                   B J Peacock
                   I Rigby
                   Mrs E Rodway

Officers:          Town Clerk

Apologies:         Apologies were received from Councillor J Gurney

Before the meeting commenced the Town Clerk advised members that Councillor
Parker (Mayor) had requested that the deputy Mayor (Councillor Hobbs) undertake the
duties normally associated with the post of Mayor until such time as the Mayor’s
replacement had been elected at the July Council Meeting.

069/12       MATTERS FOR RECOMMENDATION

a.    Budget Provision
     Members discussed the fund balance statement circulated at the meeting and
     prior to a detailed discussion of specific fund balances the Town Clerk outlined the
     history of the system currently used by the Council. It was noted that fund
     balances had a special significance for the agency part of the budget as it
     indicated the Council’s intention for the money held on behalf of the District
     Council.
     Amongst other things, members discussed:
      A system of ‘priority’ scores for schemes
      The cost of the Town Hall
      The possibility of brain storming for projects to see to what extent the fund
       balances should be re-allocated.
      The concern of Councillors that sums of money could remain in fund balances for
       several years before they were required.
     It was
     RESOLVED
     1. The fund balance is as amended at this meeting, should be recorded and taken
         to Policy & Finance Committee for consideration.
     2. The Town Clerk prepare a discussion paper to enable members to consider the
         adoption of a more pro-active system of budget management.
     3. A list of jobs be taken to Estates & Amenities Committee to discuss the
         possibility of achieving the work by outside tender
     4. The balance of the money obtained through car parking on the Manor (net of
         costs) be considered at the next meeting of Estates & Amenities.

                                         - 11 -
     5. An advert be placed in the Lyn Valley News to invite potential contractors to be
        included on the tender list.
     6. Policy & Finance Committee to consider the possibility of making money
        available to promote tourism within the twin villages.

070/12    ANY OTHER URGENT BUSINESS OF WHICH PRIOR NOTICE HAS
BEEN GIVEN AND WHICH THE CHAIRMAN CONSIDERS TO BE URGENT

a.   The Manor House
     The Town Clerk advised members that the new tenant on the Manor had
     discovered a water leak which had seemingly existed for some time. This had not
     been disclosed in the pre-contract searches as it was not known to the Council at
     that time but was felt to be the responsibility of the Town Council as it was a
     condition that existed prior to the exchange of contracts.
     RESOLVED
     1.    The Town Clerk to liaise with the new tenants of The Manor.
     2.    The Town Council to take responsibility for carrying out the work to repair the
           leak.




The meeting closed at 8.20 pm                          Chairman




                                          - 12 -
             LYNTON AND LYNMOUTH TOWN COUNCIL
MINUTES OF A PERSONNEL COMMITTEE HELD AT THE TOWN HALL,
LYNTON ON TUESDAY 3RD JULY 2012 ON RISING FROM SPECIAL
COUNCIL.

Present:           Councillors
                  T Parker            (Mayor)
                  B Hobbs             (Deputy Mayor)
                  D Bishop
                  Mrs C G Bowden
                  J Frankish
                  Mrs S Hibbert
                  B J Howells
                  A Meakin
                  B J Peacock
                  I Rigby
                  Mrs E Rodway

Officers:         Town Clerk

Apologies:        Apologies were received from Councillor J Gurney


Before the meeting commenced the Town Clerk advised members that Councillor
Parker (Mayor) had requested that the deputy Mayor (Councillor Hobbs) undertake the
duties normally associated with the post of Mayor until such time as the Mayor’s
replacement had been elected at the July Council Meeting.

                                     PART 2

The Chairman moved that

In view of the confidential nature of the business about to be transacted, it is
advisable in the public interest that the press and public are temporarily excluded
and they be instructed to withdraw.

071/12       MATTERS FOR RECOMMENDATION

a.   Outside Works Foreman

b.   Implications of Appointment of Street Sweeper

c.   Vacancy following the resignation of Town Hall Supervisor.




The meeting closed at 9.17pm                       Chairman

                                       - 13 -
             LYNTON AND LYNMOUTH TOWN COUNCIL
MINUTES OF THE MEETING OF THE ESTATES AND AMENITIES
COMMITTEE HELD IN THE COUNCIL CHAMBER AT THE TOWN HALL
LYNTON ON WEDNESDAY THE 11TH JULY 2012 AT 6.30PM

Present:                  Councillors
                          B J Peacock             (Chairman)
                          Mrs E Rodway            (Vice Chairman)
                          D Bishop
                          Mrs C G Bowden
                          Dr J Frankish
                          Mrs S Hibbert
                          B J Howells
                          A Meakin
                          T Parker

Officers:                 Town Clerk and Town Council Secretary

Apologies:                 Apologies were received from Councillors J Gurney, B
                           Hobbs & I Rigby.

072/12        MINUTES
RESOLVED
That the minutes of the Estates and Amenities Committee held on Wednesday the 13th
June 2012, copies of which had been previously circulated, be confirmed as a true and
correct record.



073/12      MATTERS FOR INFORMATION
The following items of correspondence and/or reports were noted by committee:

a.   Safer Future Communities – Empowering local voluntary & Community
     Partnerships.
     For Members information

b.   Exmoor National Park:
     1. Superfast Exmoor
        Noted
     2. Paths4Communities Fund
         A copy to be sent to Councillor Rigby in case this might be of interest to the
          Economic and Tourism Group.
         Valley of Rocks Group to discuss the possibility of applying for a grant.

c.   Road Traffic Regulation Act 1984 Temporary Prohibition of Through Traffic
     A39 Road from Cherrybridge Cross to Manor Farm, Lynton (from Adjacent to
     Barbrook Service Station to the Old Sawmills) 24th September 2012 to 30th
     November 2012.
     Town Clerk to find out more information in particular if the road is to be closed
     permanently during the works.

                                         - 14 -
d.    Planning Decisions
     1. Ref: 62/41/12/011 – Holman Park Football Club, Longmead, Lynton
        Proposed demolition of clubhouse and toilets together with construction of a
        new community clubhouse and gym (Full)
        CONDITIONAL PERMISSION GRANTED
     2. Ref: 62/41/12/013 – Lynmouth Memorial Hall, Lynmouth
        Proposed alteration to ladies toilets incorporating a unisex ambulant WC (Full)
        CONDITIONAL PERMISSION GRANTED
     3. Ref:62/41/12/014LB Lyn House, Lynway, Lynton
        Listed Building Consent for proposed conversion of a bedroom into a bathroom
        (Listed Building)
        LISTED PERMISSION GRANTED
     4. Ref: 62/41/12/015 The Manor House, Lynmouth
        Proposed change of use from residential elderly persons home (Use Class C2)
        to hotel (Use Class C1). (Full).
        CONDITIONAL PERMISSION GRANTED

074/12       MATTERS FOR RECOMMENDATION

a.   Town Council Terrier – Land Registration (referred from E&A 13.06.12)
h.   Manor Car parking net profit – schemes required
     The Chairman proposed that these two agenda items be discussed in conjunction.
     The Town Clerk reminded members of the Council resolution that monies received
     from parking on the Manor should not be counted as normal Council income but
     used for ‘one off’ schemes. Members had deferred allocating the income from
     2011/2012 pending the sale of the Manor lease. It had been proposed in the past
     that these monies should be put towards the collation of the Council Terrier.
     Members discussed the importance of the Terrier and its effect on Council owned
     property. After discussion it was
     RECOMMENDED
     1.    The Town Clerk contact the Town Councils solicitor to obtain an hourly rate
           and ball park figure for registering the Town Council’s land and report back to
           Policy & Finance Committee.
     2.    The monies raised by car parking on the Manor Foreshore for 2011 be
           released into the general fund with the proviso that this money will be
           specially considered by Policy & Finance committee before being released
           for tourism or any other project outside normal Council projects.

b.   Dangerous Trees (referred from Full Council 28.06.12)
     Grattons Drive, Station Road and Lynmouth Hill overgrowth.
     The Town Clerk had met with Highways and also written to the occupier of Little
     Cairns. Highways had agreed to cut back the overgrowth on both sides of the
     road at Station Hill and Lynmouth Hill and clear the escape roads. An
     arboriculture survey had been carried out on the trees by Devon Highways and
     this was being reconsidered now the initial work has been completed. A request
     that Lodge Plain be included in the programme to cut back overgrowth was made
     and it was
     RECOMMENDED
     The Town Clerk request that Lodge Plain be included in the programme to cut
     back overgrowth and also liaise with Highways regarding the dangerous trees.


                                          - 15 -
c.   Bus Shelter, Bottom Meadow Car Park (referred from Full Council 28.06.12)
     Devon County Councillor Mrs A Davis had confirmed that monies would be
     available to pay for a bus shelter in Bottom Meadow Car park and the Chairman
     reminded members that this would be permitted development. He had obtained a
     catalogue of shelters and it was
     RECOMMENDED
     The Chairman and Vice Chairman of Estates & Amenities together with the Town
     Clerk and County Councillor Davis proceed with the purchase of a shelter which
     would need to have a top and 2 sides as a minimum requirement.

d.   ‘Dens’ on Hollerday Hill (referred from Full Council 28.06.12)
     A complaint had been received that a den built on Hollerday Hill and used by the
     School children had been dismantled. It was explained that this den had been
     dismantled because it was considered it was being used by vagrants etc due to
     the presence of piping, taps etc. It was
     RECOMMENDED
     Enquiries to be made regarding any dens that are found before being dismantled.
     In future, if any dens are to be built, permission to be sought from Council.

e.   Access within the Cemetery (referred from Full Council 28.06.12)
     The Town Clerk outlined the history of access to graves in the cemetery and the
     fact that the area was on a slope. Concern had been expressed with regard to
     conditions under foot and the need to create a safe environment, it was
     RECOMMENDED
     The Town Clerk to investigate the possibility of a temporary track and come back
     to Council with prices for same.

f.   Letter from Tourist Information Centre – (referred from Full Council
     28.06.12)
     A letter had been sent to all Councillors from the Tourist Information Centre
     outlining various aspects of the lease and their business. Members discussed the
     various clauses in the lease, the possibility of the Tourist Information Centre
     obtaining small business relief on rates and the connection of their own electricity
     meter. It was
     RECOMMENDED
     The Town Clerk write to the Tourist information Centre expressing the Councils
     gratitude to them for their efforts towards tourism in the area but that the Council
     would be following to the terms of the lease and implementing the cost of living
     increase. Should they need assistance Council would be willing to help with
     regard to the small business rates etc. A charge would be made for electricity
     used as per the meter.

g.   Outstanding work – work suitable for being undertaken through the
     tendering process.
     RECOMMENDED
     The list of outside contractors be amended via an advertisement in the Lyn Valley
     News requesting professional bodies to send in their details should they wish to be
     placed on this list.

i.   Bottom Meadow Car Park – School
     RECOMMENDED
     In the absence of Councillor Hobbs, this item be deferred until the next meeting of
     Estates & Amenities.

                                         - 16 -
j.   Grattons Drive
     Concern had been expressed by a resident of Grattons Drive concerning the lack
     of maintenance of the street lighting and the access road. The history of Grattons
     drive was discussed in some detail and a member was concerned at the issues
     raised concerning the street lighting and roadway, and that part of the road was
     used to access Council allotments by the Town Council. It was noted that there
     were 19 houses in Grattons Drive and with the inclusion of the allotments the
     Councils interest would be a 1/20th share. After discussion it was
     RECOMMENDED
     1.   The Town Clerk write a ‘without prejudice’ letter to all householders
          explaining the present situation in that Lynton & Lynmouth Town Council are
          not responsible for Grattons Drive street lighting or roadway but are prepared
          to consider a contribution of 1/20th, and suggest a meeting of all residents to
          try and move the matter forward. Residents to be asked to reply to the Town
          Hall.
     2.   A quotation be obtained for the resurfacing of this area when the contractor
          next in this area.

k.   Request from Lyn Lions to use Coach Park, Lynmouth for assembly of Rafts
     and also use of parking facilities on foreshore Saturday 18th August.
     RECOMMENDED
     Permission be given for the assembly of rafts in Lower Lyndale Car Park together
     with the 10 parking permits for race officials.

l.   Devon County Council – Winter Service Review 2012 Questionnaire
     RECOMMENDED
     Chairman of Estates & Amenities and Town Clerk to complete this questionnaire.

m.   Request for Actors and Extra’s for UKTV History Adventure Documentary
     series from July 16th to 20th.
     Noted

n.   Request to use Manor for ‘fun day’ in aid of Devon Youth Services 11th
     August 2012.
     RECOMMENDED
     Permission be granted.

o.   Decision Register
      Holman Park – Working drawings ready for tender from mid August.
      Police Cells – in budget Policy & Finance
      Old Cemetery Tree Sculpture – Remove from Decision Register
      Poets Corner – No drawings received yet, Councillor Peacock to contact Mrs
       Gold asking for these as a matter of urgency as they need to be approved by
       Council before the August meeting.
      Lift – meeting 12.07.12
      South West Water, Manor Grounds – Remove from Decision Register
      Car Park Signs – to be obtained from Heidi Baker
      LLAMA – Remove from Decision Register.

p.   Town Clerks Report and Questions to the Town Clerk
     Town Clerk Report
     1.  The Town Clerk reported that his workload had increased considerably since
         the resignation of the Finance Officer which was having an adverse effect on
         the speed with which some projects were being progressed
                                        - 17 -
     2.   Goat round up had been cancelled due to forecasted bad weather conditions
          however the Vets were keen for another round up to be held quickly. After
          discussion it was
          RECOMMENDED
           The next roundup should take place in October as scheduled.
           In the meantime the planks to be reinstated, the goats fed and hopefully a
             few captured to enable faecal samples to be taken. The Works Foreman
             to be asked to check the car park first thing in the morning and if goats are
             nearby contact Mrs Rodway with regard to capturing same.
     3.   Problems of trespass were being experienced in the Valley and concern was
          expressed.
     4.   Parish Lengthsman had been in the area and the Town Clerk had a
          programme of when he would be visiting the area again.
          RECOMMENDED
          The lengthsman visiting dates to be put on the decision register and any
          issues sent to him before a scheduled visit.

     Questions to the Town Clerk
     1. Car Park machine for The Manor – on order and should be received within the
        next 2 weeks.
     2. Tors Road – Not the Town Council’s problem although the Town Clerk was
        asked to telephone the Tors Hotel and Highway Engineer with regard to the
        mess etc.
     3. Manor Water Leak – Town Clerk to update members when more information
        was to hand.
     4. Cycling along North Walk – this was not allowed as it was a public footpath.
     5. Members thanked the Town Clerk with regard to progressing the web cams etc.
        although as he explained the work had been done by Councillor Meakin

075/12       MATTERS UNDER DELEGATED POWERS

Planning
1.  Ref: 62/41/12/019 – Aberlyn, 1 Tors Park, Lynmouth
    Conversion, subdivision and alteration to form 5 units of residential
    accommodation to include 3 open market and 2 local needs affordable units.
    RESOLVED
    To recommend approval.

2.   Ref: 62/41/12/020 Dean Farm, Lynton
     Proposed erection of a 15m (17.75m height to tip) wind turbine
     Councillor Mrs E Rodway declared a prejudicial interest in this item as she is a
     neighbour of the applicant. She left the meeting and did not take part in the
     discussions or vote thereon.
     It was proposed that the application be refused on scenic grounds and proliferation
     of wind turbines in the area in the future. A vote took place in the room and the
     proposal was defeated 6 votes to 2.
     A further proposal was made that a site visit should take place but this was not
     seconded.
     A further proposal to recommend approval was seconded and carried by a vote in
     the room 3 votes for approval (Councillors Mrs S Hibbert, Mrs C Bowden and Dr J
     Frankish) 2 votes against the proposal (Councillors B Howells and B Peacock). 3
     Councillors abstained (Councillors T Parker, A Meakin and D Bishop). It was
                                          - 18 -
     RESOLVED
     To recommend approval.

076/12      ANY OTHER URGENT BUSINESS OF WHICH PRIOR NOTICE HAS
BEEN GIVEN AND WHICH THE CHAIRMAN CONSIDERS TO BE URGENT
There were none


                                     PART 2

The Chairman moved that

In view of the confidential nature of the business about to be transacted, it is
advisable in the public interest that the press and public are temporarily excluded
and they be instructed to withdraw.

077/12       CONFIDENTIAL MINUTES
RESOLVED
That the confidential minutes of the Estates and Amenities Committee held on
Wednesday the 13th June 2012, copies of which had been previously circulated, be
confirmed as a true and correct record.


The meeting closed at 8.45pm                             Chairman




                                       -19-
            LYNTON AND LYNMOUTH TOWN COUNCIL
MINUTES OF THE MEETING OF THE POLICY AND FINANCE
COMMITTEE MEETING HELD AT THE TOWN HALL, LYNTON ON
WEDNESDAY 18th JULY 2012 AT 6.30PM

Present:    Councillors
            B J Howells                (Chairman)
            D Bishop                   (Vice Chairman)
            Mrs C G Bowden
            Dr J Frankish
            J Gurney
            Mrs S Hibbert
            B Hobbs
            A Meakin
            T Parker
            B Peacock
            I Rigby

Officers:   Town Clerk and Town Council Secretary

Apologies: Apologies were received from Councillor Mrs E Rodway

078/12        MINUTES
RESOLVED:
That the minutes of the meeting held on the 20th June 2012, copies of which had been
previously circulated, be confirmed and signed by the Chairman as a true and correct
record.

079/12       MATTERS FOR INFORMATION

a.   North Devon Access to Services Project – Improving access to Health,
     Shopping, Leisure, Education and Work
     Copy of email to be sent to members

b.   Planning Decisions
     1.  Ref: 62/41/12/017 – 2O Tors Road, Lynmouth
         Proposed variation of condition 2 of approved application 62/41/11/028
         (proposed demolition of single storey structure and re-build a proposed two
         storey structure on existing footprint) to change roof material from slate to
         fibre glass (alteration/lift condition)
         CONDITIONAL PERMISSION GRANTED


080/12       MATTERS FOR RECOMMENDATION

a.   Members Code of Conduct:
     1. Part 1 General Provisions
        A copy of part 1 General Provisions of the Code of Conduct had been sent to
        members with their agenda and after a general discussion it was
        RECOMMENDED
        These be noted.

                                        - 20 -
      2.    General Notice of Registerable Interests 2012/13
            Members who had completed their notices handed them to the Town Clerk.
            Councillors D Bishop, Mrs S Hibbert, B Howells, I Rigby, T Parker and Mrs E
            Rodway to bring to Council

     b. Fund Balances etc (referred from Special Council 03.07.12)
       Following the Special Council meeting on the 3rd July 2012, a copy of the revised
       fund balances was tabled for members consideration. A general discussion took
       place during which the Town Clerk explained that he was preparing a briefing note
       on the procedure that could be followed for budgeting purposes, it was
       RECOMMENDED
       1.   A working party comprising Councillors B Howells, T Meakin, Mrs C Bowden,
            J Frankish, B Hobbs and B Peacock meet with the Town Clerk to discuss the
            briefing note on Thursday 26th July at 1pm.
       2.   Prior to this meeting, Councillors B Hobbs and B Peacock to meet with the
            outside works foreman to discuss a possible programme for future works.

With members permission the Chairman brought agenda item 4 (d) Lift Update to this
point of the meeting.
d.     Lift update
       Councillors Hobbs, Peacock and Howells together with the Town Clerk had met
       with the architects and expressed the Council’s concern at the length of time this
       was taking. After discussions with the architect and with the builder appointed to
       carry out the works it had been agreed:
       1. The architect would now be liaising with the Quantity Surveyor and Structural
            Engineer to prepare a working drawing.
       2. This working drawing would then be sent to the builder to enable him to cost
            the work (estimates accuracy approximately 85%).
       3. The costs to be brought to full Council in August with a view to the work
            commencing in September.
       Members thanked Councillor Hobbs for progressing this matter.

c.    Web Cams
      Councillor Meakin confirmed that he had attended a meeting at the Tors Hotel
      which was to be followed by a meeting with Richard Briden and then with the TIC
      etc. He enquired if an email had been sent to County Councillor A Davis
      requesting funds and also if MAPLE had agreed to provide funding. A meeting of
      MAPLE was to be held and members thanked Councillor Meakin for his work, they
      felt that this was a positive move in promoting the area.

                        Councillor T Parker left the meeting at this point

e.      Decision Register
         Town Council Terrier – The Town Councils Solicitor is away on holiday and
           therefore no progress had been made.
         Crockery – Councillor Peacock had obtained suitable crockery, this item now
           to be removed from the Decision Register. The Town Clerk to write to the
           Pantomime Group thanking them for their contribution and a message of
           thanks to be put in the Mayors August news letter.
         TIC Lease – Town Clerk had contact District Valuer with regard to the
           possibility of having this area separately rated.
         Town Hall Heating – Councillor Howells to meet with Councillor Peacock to
           discuss the system, if this is not satisfactory Graham Ash be asked how best
           to manage the system.
                                            - 21 -
         Waste Bins – 6 bins had been ordered and sponsored. In all Councillor
          Hobbs had sponsors for 11 bins in Lynmouth and proposed to replace the old
          bins with new ones, if the old ones are still serviceable these to be used in
          Lynton. Permission be granted for Councillor Hobbs to order suitable bins
          for the areas required. Members thanked Councillor Hobbs for his work so
          far.

f.   Town Clerk’s report and Questions to the Town Clerk
     The Town Clerk reported:
     1.  A Police engagement exercise would be taking place on Monday 23rd July
         between 11am-1pm and 5pm-7pm in the foyer.
     2.  Grattons Drive – the chairman moved that this be treated as a confidential
         item.

     Questions to the Town Clerk:
     1.  Hollerday Hill – a report was received concerning discarded tins, bottles and
         rubbish.
     2.  The possibility of a WiFi connection being installed in the Town Hall be
         examined by the Town Clerk.
     3.  Although the decision register was correct, a request that a register be kept
         of all jobs identified at Committee was agreed.
     4.  Street cleaning machine – a report that this machine was out of action was
         unfounded.
     5.  A request from the Lyn Valley Society to install a cloths recycling bin in
         Cross Street Car Park was granted.
     6.  The roadside verges etc still needed weeding etc., and the Town Clerk
         explained the problems received with regard to spraying weeds in the
         present wet weather etc.
     7.  In answer to a query concerning the colour of the Street light bulbs, the Town
         Clerk confirmed that these could be made lighter if the Council paid for the
         bulbs.
     8.  Till for the Putting Hut due to arrive 19 July 2012.
     9.  Harbour Lights – concern was expressed that when the lights were turned off
         in Lynmouth, the harbour lights might be turned off. The Town Clerk to
         make sure that the navigation lights for the harbour remain on at all times.

081/12       MATTERS REFERRED FROM ESTATES AND AMENITIES

a.    Town Council Terrier
      As previously discussed.

082/12       MATTERS UNDER DELEGATED POWERS

a.   FINANCIAL STATEMENTS
     For May and June 2012
     The Financial Statements for May and June 2012 were tabled and it was
     RESOLVED:
     That the Financial Statement, as attached to the signed copy of the minutes be
     approved


                                        - 22 -
b.   SEASONAL UNDERTAKINGS
     The statement of income for May and June 2012 were tabled and it was
     RESOLVED
     That the reports be noted and a copy attached to the minutes.

c.   CHEQUES
     For payment
     A List of the cheques was tabled for member’s consideration.
     RESOLVED
     That the action of the Councillors in signing the cheques in accordance with the list
     circulated, be approved and the cheques be passed for payment.

d.   PLANNING APPLICATIONS
     There were none

083/12     ANY OTHER URGENT BUSINESS OF WHICH PRIOR NOTICE HAS
     BEEN GIVEN AND WHICH THE CHAIRMAN CONSIDERS TO BE URGENT

a.   The new Town Clerk would be coming to the Town Hall on Monday afternoon and
     all Councillors were encouraged to come and meet him.
b.   Brian Jenkins would be coming back to work on a temporary basis only to help out
     and would be starting on Monday. The Town Clerk will proceed with the proposed
     advertisement for a Town Hall supervisor etc.
c.   A meeting of the Food Festival Group had taken place and although poorly
     attended, pledges of support had since been received. It was suggested that the
     event should be held in the town hall to save expense and a request was made for
     the use of the hall free of charge for this event.
     RECOMMENDED
     The main hall be made available for the use of the Food Festival free of charge.
     The Council to act as bankers for the event.
d.   Due to the cost of flowers for the twin villages, Councillor Hibbert expressed very
     real concern that Lyn in Bloom would be unable to pay the bill and requested
     Council to consider a donation of £500 towards the costs.
     Councillor Mrs S Hibbert declared a prejudicial interest in this item. She left the
     meeting and did not take part in the discussions or vote thereon.
     Members discussed the request and it was noted that Councillor Hibbert worked
     extremely hard in making the twin villages look welcoming with flowers etc. After
     discussion it was
     RECOMMENDED
     1. On receipt of an invoice £500 be paid to Lyn in bloom towards the costs of
         flowers for the twin villages.
     2. The possibility of plants being bought in and the workforce and volunteers
         preparing hanging baskets for 2013 be examined.
e.   Members enquired when the Finance Officer would be working as Councillor
     Bowden considered that any monies left over the from the Jubilee Celebrations
     could possibly go towards the flowers.

                                        PART 2

The Chairman moved that

In view of the confidential nature of the business about to be transacted, it is advisable
in the public interest that the press and public are temporarily excluded and they be
instructed to withdraw.
                                           - 23 -
084/12        CONFIDENTIAL MINUTES
RESOLVED:
That the Confidential minutes of the meeting held on the 20th June 2012, copies of
which had been previously circulated, be confirmed and signed by the Chairman as a
true and correct record.



085/12       MATTERS FOR RECOMMENDATION

Town Clerks Report – Grattons Drive
Councillor B Hobbs declared a prejudicial interest in this item as he is a resident of
Grattons Drive. He left the meeting and did not take part in the discussions or vote
thereon.




The meeting closed at 8.05pm                        Chairman




                                        - 24 -

				
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