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02.04.08.doc - LYME REGIS TOWN COUNCIL

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					                                 LYME REGIS TOWN COUNCIL

                                      POLICY COMMITTEE

                   MINUTES OF THE MEETING HELD ON 2 ND APRIL 2008

           Present:

           Chairman: Cllr O. Lovell

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

           Officers: Mr. M. Lewis, Town Clerk

07/107/P   Public Forum

           No items were raised for discussion.

07/108/P   Apologies

           Apologies for absence were received from Cllr. K. Whetlor.

07/109/P   Minutes

           The Minutes of the previous meeting held on 27 th February 2008 having previously been
           circulated were signed by the Chairman as a correct record.

(a)        Min. No. 07/97/P (a) To consider the extent of the area in Langmoor Gardens leased to the
           Bay Hotel.

           Cllr. S. Williams referring to the newly marked boundary of the Bay Hotel leased garden area
           in Langmoor Gardens was of the opinion that it was still incorrect in some respects.

           Following brief discussion it was agreed that Cllr. S. Williams and the Town Clerk meet with
           the Council‟s surveyor to finally establish an accurate boundary to accord with the lease plan.

07/110/P   Declarations of Interest

           As a Monmouth Beach chalet owner rather than the Bowling Green the Mayor, Cllr. Ms. S.
           Holman declared a prejudicial interest in respect of agenda items 7(b) – To consider a policy
           of not permitting outside water taps at Monmouth Beach caravan site and agenda item 7 (e)
           To consider the existing seasonal arrangements governing vehicular acc ess to Western Beach
           to facilitate the collection of driftwood by individuals. She would leave the room during any
           discussion of these items.

07/111/P   Items scheduled for further report as indicated by the minutes of the previous meeting
           held on 27th February 2008

(a)        Min. No. 07/97/P (c ) To consider a partnership funding proposal by WDDC for the future
           operation of a beach lifeguard service in Lyme Regis.

           Cllr. O. Lovell reminded members that it had previously been resolved to share the cost of the
           lifeguards proportionally for one year only, with a review at the end of the one year period.
                                                 -2-

           Cllr. K. Meech felt that WDDC should pay the greater share of the cost as that authority
           receives the highest proportion of income from car parks in the town.

           It was understood that Charmouth Parish Council would not be partaking in the scheme with
           alternative arrangements to be made.

           A further response from WDDC is awaited.

07/112/P   Financial Administration

(a)        To receive the budget comparison of income and expenditure to 29th February 2008

           Members had previously been circulated with a detailed income and expenditure budget
           comparison to 29th February 2008. NOTED.

           Cllr. P. Williams once again raised the question of a shortfall in the site licence income.

           The Town Clerk advised that the Finance Officer had looked into the matter and found that
           there was only an amount of £60 outstanding for 2007 which was being pursued.

           Cllr. O. Lovell stated that it is planned to hold a meeting with chalet and caravan owners to
           look at the general overall situation at Monmouth Beach.

           Cllr. Mrs. L. Jenkin enquired if any payment has been made in respect of the loan in
           connection with the acquisition of the new youth club site. The Town Clerk confirmed that no
           payment has been made.

(b)        To receive a report from the Vice-Chairman, Cllr. Mrs. M. Ellis, that in some instances the
           regulations have been flouted in respect of the free winter parking permits for residents

           Cllr. Mrs. M. Ellis felt that use of the free parking permit was being abused as there are many
           cars parking longer than the allotted time, with some being left in the park for days on end.

           Recently at Woodmead car park there had been a problem with a car displaying a winter
           permit that was parked for several days in the way of the contractor working at the entrance to
           Woodmead Halls.

           Cllr. P. Williams stated that the permit does read „up to a maximum of 20 hours‟.

           It was generally agreed that during next winter the new Enforcement Officer will monitor the
           situation and take action as required.

(c)        To note receipt of one tender in respect of the advertised concession for use of the beach area
           opposite the Harbour Inn

           It was proposed by Cllr. D. Cozens to RECOMMEND to FULL COUNCIL that the joint
           tender submitted by the Harbour Inn and Beach House Café in the sum of £5250 be accepted,
           seconded by Cllr. K. Meech. NOTED.

           As the item about to be discussed was deemed of a confidential nature relating to staffing
           remuneration Cllr. Mrs. A. Bradbury proposed the press and public be now excluded from the
           meeting, seconded by Cllr. K. Meech.
                                                  -3-

(d)        To consider a proposal from a member of staff concerning recognition by the Council of the
           success of the winter opening of the Amenity Area.

           The Town Clerk advised of a communication received from a member of staff who in the
           light of the success of the winter opening of the amenity area enquired about the possibility
           of some form of recognition from the Council.

           Members felt that in this instance any enhancement has been reflected in the pay increase
           awarded under the staffing review.

07/113/P   Land/Property

(a)        To consider commissioning Philip Thomason of Thomason Cudworth, a recommended
           faience conservator, to carry out a detailed survey of the clock shelter façade at a cost of
           £2,500 plus VAT

           Brief discussion ensued during which it was explained that restoration of this aspect would
           form part of the overall project for the shelters but could also be integral to a more limited
           scheme to reopen the facility to public use.

           The Shelters Working Group had since confirmed that a decision was not essential at this
           stage plus the fact that even though the work was of a very specialised nature the Council‟s
           Financial Regulations would require efforts to obtain further quotations.

           It was therefore proposed by Cllr. P. Williams to RECOMMEND to FULL COUNCIL to
           defer consideration of this matter pending further advice, seconded by Cllr. K. Meech.

(b)        To consider a policy of not permitting outside water taps at Monmouth Beach caravan and
           chalet site

           Cllr. P. Williams is of the opinion that all outside taps should be removed from the site.

           Cllr. S. Williams stated that there are two or three taps right by the road that could be used
           indiscriminately by any member of the public.

           Cllr. O. Lovell felt that the water situation at Monmouth Beach as a whole package needs to
           be discussed, whether to meter or not etc.

           Cllr. Mrs. L. Jenkin asked are we certain that all chalets and caravans are connected to a
           water supply? Cllr. O. Lovell confirmed that a few years ago a new sewerage scheme was
           installed and all properties on the site were connected.

           Finally, it was proposed by Cllr. K. Meech to RECOMMEND to FULL COUNCIL to defer
           the removal of the taps pending consultation and investigation regarding the overall water
           situation at Monmouth Beach, seconded by Cllr. D. Cozens.

(c)        To consider the disposal of the catering trailer formerly used in connection with the ice cream
           concession

           Following a suggestion from Cllr. Mrs. L. Jenkin it was agreed to place the catering trailer on
           EBay at LymeNet.
                                            -4-


(d)   To consider two suggestions from a member of staff concerning improvements to the
      facilities at the Amenity Area

      The Town Clerk reported a communication received from a member of staff in relation to
      improvements to the facilities at the Amenity Area.

      Firstly the problem of no toilets in the gardens was raised. Toilets were thought to be of
      paramount importance and the suggestion was made that perhaps a lockable portaloo could
      be sited in the gardens as a temporary measure. This was not supported by members.

      Secondly, with regard to the suggested installation of swingball, the Town Clerk had
      discussed this with the Works Manager who felt that a fenced compound would be required
      for public safety. This and other suggestions such as trampolines were to be investigated by
      the Works Manager.

      Cllr. S. Williams thought the area above the mini- golf hut would be large enough to
      accommodate trampolines.

      The Mayor, Cllr. Ms. S. Holman questioned whether the cost of providing toilet facilities in
      the gardens would interfere with the monies already set aside for the shelters scheme?
      The Town Clerk confirmed that the funding would need to be drawn from the same reserve.

      Cllr. Mrs. L. Jenkin pointed out the lack of signs in the gardens directing the public to
      existing toilets at other locations.

      The Town Clerk advised that the toilets would probably need to be a block built but timber
      clad structure to be in keeping with the neighbouring attendant‟s hut.

      Cllr. Miss L. Campbell stated the Council should perhaps look at more attractive, alternative
      designs for the building.

      Cllr. Mrs. M. Ellis thanked the member of staff for the suggestions and proposed to
      RECOMMEND to FULL COUNCIL that quotes and designs for the provision of a toilet
      block be obtained as soon as possible for a planning application to be considered, seconded
      by Cllr. S. Williams.

      Finally, the staff member is seeking permission to extend the opening hours of the amenity
      area during the present school holiday to 8.00 p.m., at present the facility closes at 6 p.m.

      Members agreed that the opening hours for the amenity area be extended to 8.00 p.m. but
      before extending further to speak with either the Town Clerk or Chairman of Policy
      Committee also that the staff member be thanked for his interest and enthusiasm.

(e)   To consider the existing seasonal arrangements governing vehicular access to Western Beach
      to facilitate the collection of driftwood by individuals

      The Mayor, Cllr. S. Holman left the room.

      Cllr. P. Williams sought clarification from members regarding the arrangements governing
      seasonal access to the Western Beach.

      Historically during the winter the barrier is unlocked to enable people to drive along to collect
                                             -5-


      driftwood thrown up by the storms onto the beach. Recently the barrier has been regularly
      unlocked and the Works Manager has been instructed by the Mayor to keep it locked.

      The barrier was erected to restrict public access from 1 st April, which used to coincide with
      the start of the site licence season but now the site licences run from 1 st March problems have
      arisen, with illegal parking and driving on the beach. The barrier lock has been broken on
      occasions by people trying to get onto the beach to collect storm debris.

      Cllr. S. Williams referred back to when a car sticker system used to operate with the site
      licensees, and thought perhaps this could be a solution with the Enforcement Officer issuing
      penalty tickets as necessary were the area to be subject to car parking regulations. .

      Finally, members agreed that the barrier should remain unlocked until 1 st April.

      Cllr. O. Lovell felt this is another item to add to the list for discussion on the whole of the
      Monmouth Beach area.

(f)   To consider providing additional signage at Cabanya car park and further directional signs to
      the Amenity Area and Seafront Gardens

      The Town Clerk reported that extra posts and signs have been ordered for Cabanya car park.

      Cllr. S. Williams stated that the ticket machine at Cabanya car park should display a sign
      pointing out that the tickets purchased from this machine are not valid in the WDDC car park
      across the road. As he had seen many people buy a ticket from the Cabanya machine and then
      go across the road to their car parked in a WDDC space and vice-versa.

      The Mayor, Cllr. S. Holman advised that she had checked with the WDDC parking attendant
      who felt that it was pretty even as many people purchase a ticket from the WDDC machines
      but are parked in Cabanya.

      She also drew attention to the marked walkway which she understood would be painted a
      different colour from the road surface.

      Cllr. Miss L. Campbell felt very strongly that cars are encroaching on the designated
      walkway and asked that the WDDC attendant enforces cars parking between the lines
      correctly so they are not parked on the footpath.

      Cllr. P. Williams enquired about the possibility of having the second parking machine in
      Cabanya restored. Cllr. Mrs. M. Ellis felt that one machine is sufficient for the number of
      spaces in the car park. Cllr. O. Lovell agreed this could be investigated in the future.

      Cllr. K. Hitchcock felt there should be a sign at the top of Cobb Road, at Belmont, to direct
      cars down the hill to the car parks and more signs generally directing the public to the
      amenity area and gardens.

      Cllr. S. Williams encouraged additional signage at the entrances to the gardens promoting not
      only these but also the amenity area, historic Cobb etc. He felt that the Council could lose
      revenue if there were not additional signs to make the public aware of the amenity area.

      Cllr. O. Lovell thought perhaps some signs could be put on the pillars at the entrance to the
                                                  -6-


           gardens. Directional signs are also needed from the Marine Parade to the amenity area.

           Cllr. K. Meech referred to the brown tourist signs, these could be used within the town to
           promote prominent points of interest.

           Finally, the Chairman, Cllr. O. Lovell, requested that the Works Manager puts together ideas
           for the provision of extra signs for the gardens, amenity area and car parks as soon as
           possible.

(g)        To consider the draft lease to be used in the marketing of the former Beach Office as an ice
           cream kiosk with responsibilities for managing casual beach hut lettings

           The Town Clerk reported that he had circulated members with the draft lease.

           Following discussion it was agreed the permitted uses under the previous concession will be
           extended to include packet biscuits and cake.

           A copy of the site plan, that forms part of the planning permission for the tables and chairs to
           be photocopied and distributed to Councillors for information.

           With regard to signs Cllr. P. Williams felt this should be restricted to one A board within the
           leased area.

           Cllr. Miss L. Campbell felt the Council needed to be fair, not too restrictive.

           Cllr. O. Lovell suggested adding a clause to the lease to read „Any other relevant advertising
           material should be subject of consultation with LRTC‟.

           Work should be completed within the next three weeks following which the lease will be
           placed with the valuer and advertised.

07/114/P   Touris m/Economic Development

(a)        To receive and consider a proposal from Sovereign Coaches and Mike Halford Coaches to
           jointly operate a park & ride service from the A3052 western approach site leased by the
           Town Council

           It was proposed by Cllr. D. Cozens to RECOMMEND to FULL COUNCIL that Sovereign
           Coaches and Mike Halford Coaches jointly operate a park and ride service from the A3052
           western approach site leased by the Town Council, seconded by the Mayor, Cllr. Ms. S.
           Holman.

b)         To consider extending the period of the placement of day huts on the Cart Road

           Cllr. S. Williams felt that a planning application should be made to allow the beach huts to
           stay on the Cart Road all year round. This would alleviate using space in Woodmead car park
           during the winter period.

           Cllr. Miss L. Campbell felt that consideration should be given to cyclists on the Cart Road as
           if the beach huts are in situ all year this may cause a problem.

           The Town Clerk referred to the proposed infilling of the eastern steps which will make it
                                                  -7-


           wider to possibly accommodate a cycle way.

           Cllr. K. Meech stated that the Cart Road is a cycling track through the winter so maybe a risk
           assessment from a health and safety aspect is needed.

           It was generally felt that the recent storm proved that the beach is doing a good job. The sea
           came up over the beach but didn‟t come up to the Cart Road it disappeared in the shingle.

           Cllr. D. Cozens felt it would be a calculated risk to leave the huts in position all year.

           Hut owners would need to be contacted to ascertain if they would like their huts in situ all
           year.

           The Town Clerk advised that once the work to infill the eastern steps is completed extra
           beach huts can be purchased either for sale or rent.

           Cllr. P. Williams felt that the specification for the huts should stipulate they be painted white
           with no threshold to assist cleaning, stable doors and wired bigger windows.

           It was agreed that any resolution must include that planning permission be sought for the
           siting of extra beach huts, and also a health and safety assessment for a cycle track if beach
           huts in situ all year on Cart Road.

07/115/P   Staffing/Organisation

(a)        Works Manager‟s Report

           Members had previously been circulated with a copy of the Works Manager‟s report for the
           period to 21 st February 2008. NOTED.

           Wheeled Bin Storage Area

           Agreed Council staff to keep an eye on the situation and remove any offending litter as
           necessary.

           Monmouth Beach Day Huts

           The Chairman, Cllr. O. Lovell, to carry out a further inspection with the Works Manager.

           Langmoor/Lister Gardens

           It was suggested that there should be a disability ramp instead of steps to access the mini- golf
           attendant‟s hut. A report is requested from the Works Manager on the feasibility of this.

           Cemetery

           Cllr. S. Williams was of the opinion that it had been agreed that the new path in the north
           east corner would be a gravel path not tarmacadam, which he felt would cause problems with
           skateboarders etc.

           Following brief discussion Cllr. Miss L. Campbell proposed that the path surface for the new
           path be tarmacadam.
                                            -8-


      Cllr. S. Williams requested that voting be recorded in the minutes:

      In Favour : Cllrs. Mrs. B. Austin, Mrs. A. Bradbury, Miss L. Campbell, D. Cozens, Ms. S.
      Holman, Dr. S. Hogg, Mrs. L. Jenkin, O. Lovell and K. Meech.
      Against : Cllrs. K. Hitchcock, P. Williams and S. Williams.
      Abstained : Cllr. Mrs. M. Ellis.

      The replacement of the fence panels along the driveway was scheduled for this week.

(b)   To consider a draft “Retirement Policy & Procedure”

      Members had previously been circulated with a copy of the „Retirement Policy & Procedure‟
      and it was proposed by Cllr. K. Meech to RECOMMEND to FULL COUNCIL that the draft
      policy be accepted, seconded by Cllr. D. Cozens.

      As the item about to be discussed was deemed of a confidential nature relating to staff
      remuneration Cllr. Mrs. M. Ellis proposed the press and public be now excluded from the
      meeting, seconded by Cllr. K .Meech.

(c)   To consider the policy operated to date governing the payment to seasonal staff of weekend
      working enhancements

      The Town Clerk clarified some confusion amongst members between weekend
      working enhancement payments for seasonal staff and overtime payments.

      Under the new pay scheme as part of the recent staff review, weekend working by seasonal
      staff is included as part of the normal working week as opposed to receiving a separate
      enhancement for this.

      As one member of the permanent staff also received the enhancement it was agreed that the
      Town Clerk and Finance Officer negotiate with the member of staff to see if the policy could
      also embrace this individual.

      Cllr. K. Meech proposed to RECOMMEND to FULL COUNCIL that the policy to include
      weekend working as part of the normal working week for seasonal staff be adopted, seconded
      by the Mayor, Cllr. Ms. S. Holman.

      As the item about to be discussed was deemed of a confidential nature relating to staffing
      matters Cllr. Mrs. M. Ellis proposed the press and public be now excluded from the meeting,
      seconded by Cllr. K. Meech.

d)    To receive an update on the implementation of the Staffing Review

      The Town Clerk advised that interviews had taken place in respect of both the Enforcement
      Officer and the Administrative Officer posts with response to the offer letters awaited.

      It was agreed to circulate both job descriptions to Councillors for information.

      The Town Clerk expressed his thanks to the Staffing Sub-Committee for their time and
      commitment to this exercise.

      The Mayor, Cllr. S. Holman reminded all members of the importance of respecting
                                                    -9-


           confidentiality in designated matters.

           The Town Clerk provided options for a final unresolved aspect of the review and a way
           forward was agreed.

(e)        To consider a review of the committee structure

           Cllr. S. Williams expressed concern at the present committee structure which he felt did not
           provide members with enough information, especially on financial matters, and called for the
           setting up of a Scrutiny Committee to oversee Council finances.

           The Town Clerk referred Cllr. Williams to the budget comparison, a monthly financial
           monitoring report for members, circulated with each Policy Committee agenda. Any queries
           could be directed either to the Finance Officer or himself at the office.

           Cllr. K. Meech felt the Budget Working Group could be used to deal with any financial
           matters rather than set up another working group.

           The Mayor, Cllr. S. Holman stated that if at any time there are financial matters to deal with
           then these can be allocated to the Budget Working Group.

           Finally, Cllr. S. Williams proposed to RECOMMEND to FULL COUNCIL that another
           committee be formed for close contact with the Finance Officer and the Town Clerk on a
           monthly basis, seconded by Cllr. P. Williams.

           On being put to the vote the motion was lost.

07/116/P   Community Issues

(a)        To consider a complaint regarding the proliferatio n of signs on the seafront.

           The Town Clerk advised that an informal meeting with residents and traders relating to the
           development of a policy governing the future management of the Marine Parade is scheduled
           for Friday 11th April at the Guildhall. The complaint regarding signage will be aired at the
           meeting.

07/117/P   List of issues to be brought forward for update or consideration at future meetings

           Members had previously been circulated with the list of issues to be considered at a future
           meeting. NOTED.

           Members agreed the Skatepark Working Group should be added to the list.

           Cllr. Mrs. L. Jenkin requested a meeting of Strawberry Field Working Group be held soon.

07/118/P   Reports from Sub-Committees and Working Groups

(a)        Playing Field Enhancement Sub-Committee – 25th February 2008

           Members had previously been circulated with minutes of the Playing Field Enhancement
           Sub-Committee meeting held on 25th February 2008. NOTED.
                                                  - 10 -



           Cllr. K. Hitchcock reported that one of the new lights has been broken.

07/119/P   Reports from Organisations and Representatives to Outside Bodies

           Dorbag

           Cllr. D. Cozens reported that steady progress is being made towards a better radio service for
           Dorset.

           Lyme Arts Community Trust

           Cllr. Mrs. L. Jenkin advised that the Trust have a new part time employee. New projects such
           as Over 50‟s Exercise Classes and Ballroom Dancing are being held at the Theatre.

07/120/P   To be advised of any ite ms the Chairman decides are urgent

           No items were raised for discussion.

				
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