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LYME REGIS TOWN COUNCIL

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					                              LYME REGIS TOWN COUNCIL

           MINUTES OF THE ANNUAL MEETING HELD ON 15TH MAY 2008

          Present:

          Chairman:     The Mayor, Cllr Ms. S. Holman

          Councillors: Mrs. B. Austin, Mrs. A. Bradbury, Mrs. M. Ellis, K. Hitchcock, Mrs. L.
                       Jenkin, O. Lovell, K. Meech, K. Whetlor, P. Williams and S. Williams

          Officers:     Mr. M. Lewis (Town Clerk), Mrs. A. Hayward (Finance Officer), Miss V.
                        Stickler (Administrative Officer) and Miss N. Spiller (Administrative
                        Assistant)

08/01/C
(a)       To elect and install a Chairman of the Council (Town Mayor)

          Nominated by Cllr Mrs. B. Austin and seconded by Cllr Mrs. A. Bradbury, Cllr Ms. S.
          Holman was elected and installed as the Town Mayor for the ensuing year, with Mrs. Jane
          Whittington being installed as Mayoress, in accordance with the programme circulated and
          the agenda for the evening.

(b)       To elect and install a Vice-Chairman of the Council (Deputy Town Mayor)

          Nominated by Cllr Ms. S. Holman and seconded by Cllr Mrs. A. Bradbury, Cllr Mrs. B.
          Austin was elected and installed as the Deputy Mayor for the forthcoming year and was duly
          invested with the chain of office.

          Mrs Sheila Applebee was installed as Deputy Mayoress and was duly invested with the badge
          of office.

08/02/C   Adjourn meeting to Wednesday 21st May 2008

          Cllr Mrs M. Ellis proposed that the meeting be adjourned until 7pm on Wednesday 21st May
          2008, seconded by Cllr P. Williams and AGREED.


          MINUTES OF THE ADJOURNED MEETING HELD ON 21ST MAY 2008

          Present:

          Chairman:     The Mayor, Cllr Ms. S. Holman

          Councillors: Mrs. B. Austin, Mrs. A. Bradbury, Miss L. Campbell, Mrs. M. Ellis, K.
                       Hitchcock, Dr. S. Hogg, Mrs. L. Jenkin, O. Lovell, K. Meech, P. Williams and
                       S. Williams

          Officers:     Mr. M. Lewis (Town Clerk) and Miss V. Stickler (Admin. Officer)

          Prayers

          A Prayer was offered by Cllr Mr. S. Williams.


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08/03/C   Public Forum

          County Councillor – Col. G.J. Brierley

          Col. Brierley reported that:
           A site meeting was planned with Highways Engineers to look at Pound Road.
           The police had purchased portable laser guns for speed control which Col. Brierley
             believed would be useful in Lyme Regis. He also expressed his support for the PCSO’s.
           He had been informed of a road safety scheme in Gillingham where drivers are offered a
             one hour free lesson to improve their driving skills. Col. Brierley had asked the Road
             Safety Officer to consider operating a similar scheme for over 60’s to refresh their driving
             skills.
           The Road Committee had agreed to add yellow lines in Uplyme Road and these will be
             installed shortly.
           Dorset County Council had introduced ‘Dorset Direct’ which replaced ‘Clarence’ and was
             a phone line for reporting road problems, parking problems, complaints etc. The number
             for Dorset Direct was 01305 221020.

          The Mayor, Cllr Ms. S. Holman agreed that she was also very pleased with the PCSO’s and
          the radio link.

          West Dorset District Council – Cllr D. Turner

          Cllr Turner advised that the Councillor ‘Call in’ procedure had been amended so that a
          Councillor required any planning matter relating to his/her ward to be determined by the
          Development Control Committee. Such a requisition was to be made in writing within 28
          days of an application being registered. This was a minor amendment giving us a further 7
          days to react to Planning issues in Lyme Regis.

08/04/C   Apologies

          Apologies for absence were received from Cllr D. Cozens and Cllr K. Whetlor

08/05/C   Declarations of Interest

          As the Town Council representative to the InSPARation Café Management Committee, Cllr
          Miss L. Campbell declared a personal interest in Min. No. 07/101/CP (b) – InSPARation.

          There were no other declarations of interest made.

08/06/C   To appoint representatives to outside bodies

          A list of 2007/2008 appointments to outside bodies was previously circulated to members.
          NOTED.

          Cllr Mrs. B. Austin requested to join the Marine Parade Shelters Regeneration Working
          Group.

          Cllr K. Meech highlighted that he was appointed to the Marine Parade Shelters Regeneration
          Working Group but had been left off of the list in error.

          Cllr Miss L. Campbell requested to leave the Cultural Quarter group as she could not attend
          daytime meetings. Cllr K. Meech questioned if the group had disbanded as they have not met
          for nine or ten months? Cllr Mrs. L. Jenkin advised members that the group still met, but had
          joined with the Town Mill, she was to investigate why Cllr K. Meech and Cllr Mrs. A.
                                               -2-
          Bradbury had not been informed of meetings. Cllr Mrs. A. Bradbury requested to remain on
          the Cultural Quarter group.

          As Cllr D. Turner was now the District Council representative, he had been removed from the
          list of appointments.

          There were no other changes to appointments.

          Therefore, it was proposed by Cllr Mrs. A. Bradbury that the updated list of Appointments to
          Outside Bodies 2008/2009 be adopted, seconded by Cllr P. Williams and AGREED. (Please
          see updated list attached)

08/07/C   To appoint committees, sub-committees and working groups

          A list of current committee, sub-committee and working group members was previously
          distributed to members.

          The Mayor, Cllr Ms. S. Holman called for nominations for the role of Chairman of the Policy
          Committee for the forthcoming year.
          Cllr Mrs. M. Ellis proposed Cllr O. Lovell for Chairman of the Policy Committee, seconded
          by Cllr K. Meech. There being no further nominations, Cllr O. Lovell was duly elected as
          Chairman of the Policy Committee for the forthcoming year.

          The Mayor, Cllr Ms. S. Holman called for nominations for the role of Chairman of the
          Planning Committee for the forthcoming year.
          Cllr Ms. L. Campbell proposed Cllr Dr. S. Hogg for Chairman of the Planning Committee,
          seconded by Cllr Mrs. A. Bradbury. There being no further nominations, Cllr Dr. S. Hogg
          was duly elected as Chairman of the Planning Committee for the forthcoming year.

          Cllr Mrs. A. Bradbury highlighted that she had been left off of the list for the Community
          Plan Implementation Sub-Committee in error.
          Cllr P. Williams requested to join the Skateboard Facility Working Group.
          Cllr Dr. S. Hogg requested to join the Cemetery Working Group.

          Cllr S. Williams expressed a concern that working groups were meeting in ‘private’ and not
          informing Full Council of their discussions. He asked to join all sub-committees and working
          groups as a result of his concern. Cllr O. Lovell asked if all members of Council are
          informed of working group meetings. The Town Clerk advised that details of meetings were
          distributed to all members and that all minutes were forwarded to Policy Committee meetings
          for consideration. Cllr O. Lovell expressed a concern with additional members joining the
          Staffing Sub-Committee as an interview panel could only consist of three or four members.
          Cllr S. Williams responded that it is important for all members to know what is happening
          with staffing issues and that more members could join the Staffing Sub-Committee and then
          an interview panel could be selected.

          In response, Cllr O. Lovell proposed that the status quo continue in respect to the Staffing
          Sub-Committee structure, and all other appointments be adopted. This was AGREED with
          councillors Miss L. Campbell, Mrs. L. Jenkin, P. Williams and S. Williams voting against and
          Cllr K. Hitchcock abstaining.

          Cllr Mrs. M. Ellis requested details of the next meeting of the Seafront Management Working
          Group. The Town Clerk advised that the working group planned to meet on Wednesday 4th
          June at 7pm.


                                              -3-
          Please see updated list of sub-committee and working group membership for 2008/2009
          attached.

08/08/C   To consider the payment of any subscriptions falling to be paid annually

          A list of annual subscriptions/membership payments for 2008/2009 was previously
          distributed to members.

          The Town Clerk added that although the Town Council no longer used Zurich Municipal for
          insurance, the ‘Health and Safety Advisory Service’ was independent of this.

          Cllr Dr. S. Hogg questioned membership to the ‘South West Provincial Employers
          Organisation’? The Town Clerk replied that this organisation gave the Town Council
          employment law advice.

          Cllr Mrs. L. Jenkin asked if the Town Clerk recommended that all payments were continued?
          The Town Clerk agreed that they were all very relevant.

          Therefore, Cllr Mrs. B. Austin proposed that the subscriptions on the list were paid, seconded
          by Cllr Mrs. L. Jenkin. AGREED.

08/09/C   To approve the signature of the minutes of the previous meeting held on 23rd April 2008
          by the person presiding as a correct record

          The minutes of the previous meeting held on 23rd April 2008 having been circulated were
          signed by the Chairman as a correct record.

          Proposed by Cllr O. Lovell, and seconded by Cllr Mrs. M. Ellis, the minutes were
          ADOPTED.

08/10/C   To receive ‘Mayors Announcements’

          A summary of recent mayoral engagements is attached to the minutes of this meeting.
          NOTED.

          The Mayor, Cllr Ms. S. Holman reminded members of the Civic Service that would be taking
          place on Sunday 8th June and of the opening of the new Children’s Centre on Saturday 14th
          June. The Mayor also invited all to sign a card of condolence to be sent to Mrs. Pat Smith.

08/11/C   Planning Committee

          The Planning Committee’s recommendations on planning applications forwarded directly to
          the planning authority and also the minutes of the meeting held on 14th May 2008 having
          previously been circulated to all members, were NOTED.

08/12/C   Policy Committee

          The minutes of the Policy Committee meeting held on the 7th May 2008 having previously
          been circulated were presented for adoption by the Vice-Chairman Cllr Mrs. M. Ellis,
          seconded by Cllr Mrs. B. Austin.

(a)       Min. No. 07/121/P – Public Forum and Min. No. 07/134/P – To note any items the Chairman
          decides are urgent


                                               -4-
      The Mayor, Cllr Ms. S. Holman advised members that letters had been sent to WDDC, DCC
      and Mr. N. Browning, Principal Engineer for WDDC, regarding the landslip/Phase 4 matter.
      The Mayor reported that at the recent Mayor Marking ceremony, WDCC Chairman Mr. R.
      Coatsworth had thanked the Mayor for the show of support, and Mr. Browning had advised
      that money had been procured for a re-assessment of the situation. He also advised the
      Mayor that there could be a two year delay whilst the appropriate legislation was sorted.
      There would be a meeting of the Coastal Forum planned in the next two weeks.

      Cllr S. Williams added that the issue continued to be important and that the Town Council
      must keep up the pressure on DEFRA to make sure funds are released.

(b)   Min. No. 07/125/P (a) – To consider the placement of day huts on the Cart Road

      Paragraph 3 should read ‘Cllr Mrs L. Jenkin advised…’ and not Cllr Miss L Campbell as
      stated.

      Cllr S. Williams enquired if the Works Manager’s report on the matter had been received?
      The Town Clerk had already distributed copies of the report to members. Cllr Mrs. B. Austin
      proposed that the matter was taken to the next Policy Committee meeting, seconded by Cllr
      Mrs. M. Ellis. AGREED.

      Cllr S. Williams reiterated his concern that if the decision was referred to another meeting,
      the summer season would be missed. Therefore, Cllr O. Lovell proposed that the Full
      Council delegates decisions regarding the day huts to the next Policy Committee meeting so
      that members had the chance to obtain further information and read the Works Manager’s
      report, seconded by Cllr Mrs. A. Bradbury. AGREED.

      Cllr P. Williams asked after the report on the Monmouth Beach huts? The Town Clerk
      agreed that he would investigate with the Works Manager.

(c)   Min. No. 07/126/P – Financial Administration

      The Town Clerk advised that he had spoken with the Finance Officer and that highway tree
      maintenance work had taken place but had been allocated to a different nominal code.

(d)   Min. No. 07/127/P (a) – Cllr D. Cozens to make comment on the attitude of the local police to
      skateboarding in the Marine Parade Shelters

      The Mayor, Cllr Ms. S. Holman read from the following statement previously circulated to
      members, the public and the press present:
      ‘Ref. Policy Committee Min. No. 07/127/P concerning skateboarding in Marine Parade
      Shelters.
      As recommended by the Committee, the Mayor, Vice-Chairman of Policy plus the Town Clerk
      met with PC Winward on Monday 19th May to discuss the issue.
      Cllr Lovell and Cllr Cozens were also in attendance.
      In discussion with PC Winward, he apologised and accepted that the Town Council should
      have been consulted over us of the Shelters.’

      Cllr O. Lovell continued and read the remaining sentence of the previously circulated
      statement:
      ‘There was a consensus amongst the members involved to recommend to Council that this
      matter now be closed.’
      Cllr O. Lovell believed that further debate regarding the matter had taken place and as a result
      of a statement by a police officer printed in the newspaper recently, the matter was to be

                                            -5-
      discussed further at this meeting. He added that without the necessary byelaws, it would be
      difficult to enforce the ‘no skateboarding’ rule in Marine Parade Shelters.

      Cllr K. Meech stated that he was glad that the matter had been dealt with as indicated at the
      Policy Committee meeting and asked that the Town Council accept PC Winward’s apology.
      He suggested that Common law, the Public Order Act and Malicious Damage Act could be
      used if any accident or incident occurred.

      Cllr S. Williams commented that it was unfortunate that the statement had been made in the
      press as it was giving the young people of Lyme Regis mixed messages which indicated that
      the Council would be taking down the signs.

      Cllr Miss L. Campbell suggested that decisions were deferred until a risk assessment had
      been conducted regarding skateboarding in the Shelters.

(e)   Min. No. 07/127/P – To consider renewing the stone balancing concession

      The Town Clerk reported that he had left a telephone message for the stone balancing
      concessionaire to contact him and thereafter he would report the fee offered to the next Policy
      Committee meeting.

      Cllr S. Williams advised that he had witnessed the stone balancing taking place last Sunday
      and yet the concessionaire has not yet been given permission to operate.

      Therefore, Cllr Mrs. L. Jenkin proposed that the decision regarding the renewal of the stone
      balancing concession be delegated to the Policy Committee, seconded by Cllr O. Lovell and
      AGREED.

(f)   Min. No. 07/128 (a) – to receive notification that Lyme Regis Power Boat Club has been
      selected to host a National Water Ski event on Saturday 17th May

      The Mayor, Cllr Ms. S. Holman reported that she had attended the event and thought it was
      excellent and was very proud to present the prizes.

      The Town Clerk confirmed that the organisers had been approached and offered Strawberry
      Field for the parking of trailers but that this was not needed on this occasion.
      Cllr S. Williams reported that he had spoken to the organisers and that they were very pleased
      with the event. Cllr Williams believed that the offer of using Strawberry Field for parking
      could be extended to other similar events.

(g)   Min. No. 07/129/P – to receive Works Manager’s Report

      The Mayor, Cllr Ms. S. Holman confirmed that there would be further discussions regarding
      the signs in Cabanya Car Park at the next Policy Committee meeting.

      The Town Clerk confirmed that the bin obstructing the ticket machine in Cabanya Car Park
      had been moved.

      The Town Clerk also confirmed that a bench had been ordered for Henry’s Way play area.
      He reported that there had not been any donations of benches as yet which could be used in
      the Marine Parade Shelters. He advised that any benches that were donated would then be
      sited in the Shelters. Cllr P. Williams believed that it was important for benches to be in the
      Shelters. Cllr S. Williams reported that he was quite confident that there were benches in
      other parts of town that could be moved to Marine Parade and he offered to investigate if
      there were any in the Cemetery that could be used.
                                           -6-
(h)       Min. No. 07/129 (b) – to receive a progress report from the Town Clerk on enquiries as to
          appropriate organisational arrangements for the processing of grant applications

          Cllr O. Lovell suggested a Special Council meeting be arranged and that details of requested
          grants be distributed to councillors in advance in order for them to come to the meeting with
          proposed grant figures for each application. Members with interests would leave the room
          during discussion where appropriate. Woodmead Halls was suggested as the venue for the
          meeting.

          The Mayor, Cllr Ms. S. Holman thanked Cllr O. Lovell for the work that had gone into this
          matter and Cllr Mrs. M. Ellis advised that this is how Bridport Town Council arranged their
          grant panels.

          Cllr Mrs. L. Jenkin asked if this meant that at the conclusion of the meeting, only the
          members that had not declared any interests could vote, as this may not make up a quorum.
          Cllr O. Lovell clarified that decisions would be made on each application as and when
          considered while members with interests in that application were out of the room. No final
          vote would therefore be necessary at the end of the meeting.

          Cllr Mrs. M. Ellis requested that a date for the grant panel meeting be arranged. The Mayor
          suggested Tuesday 29th July for the meeting. The Town Clerk agreed to establish a closing
          date for receipt of applications and that this could be advised at the next Policy Committee
          meeting.

(i)       Min. No. 07/132/P (a) – Skateboard Facility Working Group – 29th April

          The final paragraph should read ‘… consultations in June…’ and not ‘on June’ as stated.
          Also, Cllr Miss L. Campbell asked that at the end of the paragraph ‘…the project’ read ‘…the
          Phase 4 Stabilisation Works’ as this was unclear in the minutes.

          Cllr Mrs. L. Jenkin suggested that the Skateboard Facility planning decisions should be
          independent of the Phase 4 Stabilisation works as these may not be submitted in the late
          summer as previously understood. The Mayor, Cllr Ms. S. Holman suggested that advice is
          sought from Nick Browning.

          There being no further items raised for discussion the report and recommendations were
          ADOPTED.

08/13/C   Community Plan Implementation Sub-Committee

          The minutes of the meeting held on the 30th April 2008 having previously been circulated
          were presented for adoption by the Chairman. Cllr S. Williams, seconded by Cllr P. Williams.

(a)       Min. No. 07/93/CP (a) – Min. No. 07/83/CP (a) PACT meeting

          Cllr Mrs. L. Jenkin commented that from the list of payments, she saw that the Town Council
          employed Universal Cleaning to clean the Playing Field toilets and questioned if time
          restrictions were imposed on the cleaners here? She requested a breakdown of costs for the
          time taken to clean the Playing Field toilets.

(b)       Min. No. 07/101/CP (a) – Skatepark: Progress report

          The Mayor, Cllr Ms. S. Holman asked why the vote for the proposition to support the money
          be released for an additional noise test, was not evidenced in the minutes? The Town Clerk
                                               -7-
          advised that this was because the decision was subsequently made as intended at the Policy
          Committee meeting.

(c)       Min. No. 07/101/CP (b) – In SPARation

          Cllr Mrs. L. Jenkin advised that the Youth Café project would not soon be independent of
          Lyme Regis Development Trust as opposed to, ‘…would soon be independent…’ as stated in
          the minutes.

(d)       Min. No. 07/10/CP (c) – Lyme Forward Youth meeting

          Cllr Miss L. Campbell asked the Town Council to refrain from inviting local organisations to
          the Lyme Youth meetings until the next meeting had been held and attendance numbers
          assessed.

          In reference to Cllr D. Turner’s suggestion to build a new facility for the Club for Young
          People in the Anning Road Playing Field, the Town Clerk stated that ‘the Mayor and Town
          Clerk met with representatives of the Club for Young People to discuss the possibility of part
          of the playing field being used for this purpose. The Club representatives were grateful that
          an alternative location was possible, subject to the arrangement of the Council, and this
          option would be brought to the attention of the Trustees’.

          There being no further items raised for discussion, the report and recommendations were
          ADOPTED.

08/14/C   To approve the list of payments for the period ending 30th April 2008

          The list of payments for the period ending 30th April 2008 had previously been circulated to
          all members.

          Cllr P. Williams questioned the purchase of binoculars (p.783). Cllr O. Lovell advised that he
          had queried this with the Finance Officer who informed him that the Works Manager used
          them.

          Cllr Mrs. L. Jenkin questioned what the ‘CDM Coordinator’ was (p. 791). The Town Clerk
          advised that this was an appointment for the Shelters project and that the CDM Coordinator
          was an independent health and safety consultant necessary to the works.

          Cllr P. Williams queried what ‘slump’ was (p.791). The Town Clerk agreed to ask the
          Finance Officer to clarify this.

          Cllr P. Williams questioned the location of the Guildhall ‘Saniflo’ as mentioned on p.797?
          Cllr O. Lovell advised that he had also queried this with the Finance Officer and that she was
          looking into this. If the ‘Saniflo’ was in the former Council Offices then a recharge may have
          to be made to the Theatre.

          Therefore, it was proposed by Cllr Mrs. A. Bradbury to approve the list of payments in the
          sum of £91,617.29 for the period ending 30th April 2008, seconded by Cllr Mrs. B. Austin
          and AGREED. A copy of this list is attached to these minutes.

08/15/C   To be advised of working commitments which may impact on the Town Crier’s civic
          duties




                                               -8-
          The Town Clerk reported that the Town Crier may have been working in America for the
          summer but that his working arrangements had now changed so this was now not a problem
          as previously thought.

08/16/C   To receive a report from the Town Clerk on the tenders received for the Ice Cream
          Kiosk situated on the Cart Road

          As the item about to be discussed was deemed to be of a confidential nature, Cllr Mrs. M.
          Ellis proposed that the press and the public now be excluded from the meeting, seconded by
          Cllr Mrs. A. Bradbury.

          The Town Clerk advised that Friday 16th May had been the closing date for tenders for the Ice
          Cream Kiosk. There were a total of 22 sealed tenders received and these were opened on
          Tuesday 20th May by the Mayor, the Chairman and Vice-Chairman of the Policy Committee
          and Cllr S. Williams. Of these tenders, five were selected to enter a second round of bidding
          as outlined in the tender procedure. The tenders ranged from £6,000 to £17,000. The five
          selected tenders were contacted and given a deadline of Wednesday 28th May (Special
          Council meeting) to submit revised tenders.

          Cllr K. Meech queried the end date for the seven year contract? Cllr O. Lovell suggested that
          the contract end on 31st March of the final year. Cllr Mrs. M. Ellis suggested that the first
          years rent be reduced to reflect the shorter final year. The Town Clerk proposed that the
          Town Council’s solicitor could advise on this.

          Cllr Miss L. Campbell queried the selection of the panel that opened the tenders and the idea
          that there were ‘senior’ councillors? Cllr Mrs. M. Ellis commented that it was usually the
          Chairs of the Policy and Planning Committees, the Mayor and any other Councillors available
          at the time.

          There was a discussion regarding this matter and it was agreed that any member that was
          interested could attend the opening of the resulting tenders on Wednesday 28th May.

08/17/C   To note any items that the Chairman decides are urgent

          The Mayor, Cllr Ms. S. Holman advised that she had attended a meeting of the Local Area
          Partnership that afternoon and that discussions were held to rationalise the communication
          channels between the L.A.P. and other partnerships involved in decision making to ensure
          that Lyme Regis has an influence on any decisions made.

          The Mayor thanked everyone that attended the Mayor Making ceremony last week, especially
          those that made toasts.




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