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MINUTES OF THE MEETING OF THE OTTERY ST MARY TOWN COUNCIL HELD IN
THE COUNCIL CHAMBER, THE OLD CONVENT, 8 BROAD STREET, OTTERY ST
MARY ON MONDAY 1ST AUGUST 2016 AT 7.00PM
PRESENT
Mayor
Councillor Dobson (Town Ward)
Councillors
Edwards, Holmes, Pang (Town Ward)
Talbot, Hall, (West Hill Ward)
Harding (Tipton St John Ward)
Bartlett, Gori (North Ward) together with
the Clerk
OTHER PERSONS PRESENT
Toby Russell – Devon Air Ambulance
One members of the press
Toby Russell spoke about a proposed helipad for Ottery. He indicated that it would have to be a
community funded venture. The football ground was the ideal site. Talks were in progress with
the land agent on behalf of the land owner. The lease was being re-negotiated between the
current parties and until the outcome of this was known, progress with the helipad would have to
be delayed. The remote control switch for lighting could be used at an alternative site if the football
pitch became unavailable. The Mayor advised that CCllr Claire Wright had confirmed that she
would be willing to make a contribution to the project.
The Mayor advised that the meeting was being recorded
PRAYER
The Clerk read the Council Prayer.
16/08/01
TO RECEIVE APOLOGIES FOR ABSENCE
Apologies were received from Councillors Mitchell, Giles, Carter, Bailey, Pratt,. PCSO Maria Clapp
ABSENT WITHOUT APOLOGIES BEING SUBMITTED
Cllr Faithfull (Cllr Faithfull submitted apologies the following day)
16/08/02
TO RECEIVE DECLARATIONS OF INTEREST FOR ITEMS ON THE AGENDA AND RECEIPT
OF REQUESTS FOR NEW DISCLOSABLE PECUNIARY INTERESTS (DPIS) DISPENSATIONS
FOR ITEMS ON THE AGENDA
There were none.
16/08/03
IN CONSIDERATION OF THE PUBLIC BODIES (ADMISSION TO MEETINGS) ACT 1960
(PUBLICITY WOULD BE PREJUDICIAL TO THE PUBLIC INTEREST BY REASON OF THE
CONFIDENTIAL NATURE OF THE BUSINESS TO BE TRANSACTED): TO AGREE ANY ITEMS
TO BE DEALT WITH AFTER THE PUBLIC AND PRESS HAVE BEEN EXCLUDED
There were no items to be agreed
Mayor`s Initials……………………………………
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16/08/04
TO ALLOW MEMBERS OF THE PUBLIC PRESENT TO SUBMIT QUESTIONS/COMMENTS
FOR CONSIDERATION
There were no members of the public present
16/08/05
TO RECEIVE AND APPROVE MINUTES OF THE COUNCIL MEETING
The Minutes of the of the Meeting of 4th July 2016 (minute refs 16/07/01 – 16/07/31),
were presented, approved and signed by the Mayor as a correct record
16/08/06
TO RECEIVE AND APPROVE MINUTES OF THE PLANNING COMMITTEE MEETINGS
The Minutes of the Planning Committee Meeting of 11th July 2016 (minute refs: P/16/07/01P/16/07/08) (having already been confirmed by the Planning Committee) were approved and
signed by the Mayor as a correct record and the Minutes of the Meeting of 25th July 2016 (minute
refs: P/16/07/09 – P/16/07/15) were presented, approved and signed by the Mayor as a correct
record
16/08/07
TO RECEIVE AND APPROVE MINUTES OF THE FINANCE COMMITTEE MEETING
The Minutes of the Finance Committee Meeting of 18TH July 2016 (minute refs: F16/06/01F16/06/15) were presented approved and signed by the Mayor as a correct record
16/08/08
TO CONSIDER APPROVAL OF THE RECOMMENDATIONS OF THE FINANCE COMMITTEE
MEETING OF 18TH JULY 2016
Cllr Mrs Pang declared an interest in item 4 of the Finance Minutes
It was RESOLVED to approve the recommendations as recorded in the minutes of the
meeting regarding: funding for a skateboard ramp, relocation of CAB Service, *request of
Petanque Club for lighting and associated costs, Transparency Code, quarterly financial
statement and additional financial information, revised policy for Risk Management,
**revised rental for Men`s Sheds, provision of debit or credit card, future maintenance costs
for the cemetery, quotes for the decorating of the TIC
*The Deputy Mayor had obtained a quote in the sum of £100 for the fitting of a separate
meter
**Cllr Hall was of the opinion that £2000 per annum rental for the porta cabin was too
expensive in view of its community value and that the amount should be reconsidered. After
further debate in which Cllr Pang considered that the organisation should be more
established before it took on the premises and the Deputy Mayor`s view that Mens Sheds
should be treated in line with other organisations, the recommendation contained in the
Minutes was confirmed with the addition that the rent be reviewed after the rent free period
had expired.
16/08/09
TO RECEIVE THE POLICE REPORT
PCSO Maria Clapp was not present to give the report. The Clerk would e-mail the report to
members. Cllr Giles had advised that vandalism had occurred at Ottermill Switchgear recently and
he had requested this be brought to the attention of PCSO Clapp
Mayor`s Initials……………………………………
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16/08/10
TO RECEIVE REPORTS FROM EDDC AND DCC COUNCILLORS
There were no members present to give reports
16/08/11
CEMETERY MAINTENANCE
The Deputy Mayor explained that it had been difficult to obtain quotes for the trimming of
the cemetery hedge as contractors were in short supply! However he had managed to
obtain two which were £780 and £480 respectively,. It was RESOLVED to accept the
cheaper quote.
16/08/12
APPROVAL FOR PURCHASE OF RECORDING EQUIPMENT FOR THE COUNCIL CHAMBER
It was RESOLVED to purchase recording equipment not exceeding £122
16/08/13
OTTERY ST MARY HOSPITAL – UPDATE
Cllr Mrs Pang provide an update. She explained that NHS and social care matters were confusing.
In view of the uncertainty and concerns about the future ownership and use of the hospital and the
announcement by the new Devon CCG (Hub Development Strategic Oversight Group) to include
Ottery St. Mary (with/without inclusion of the hospital building ) as one of the next hub
development areas, a public meeting had been arranged for last month. It was intended that the
speakers could explain the concept of health and social care. However key speakers had
declined to attend and the meeting had had to be cancelled. She had entered into extensive
correspondence with various parties regarding the future of the hospital which she was willing to email out to interested members. She also mentioned that the R D and E hospital may be making
substantial cuts to bed numbers. The Mayor thanked Cllr Pang for all her hard work and
commitment to this on-going issue
16/08/14
STRAWBERRY LANE - UPDATE
The Mayor advised that the Petanque Club was thriving. Walking Football was being considered
as an activity for the site. LED Leisure had expressed an interest in this activity. However the site
needed to be levelled. A local businessman had promised he would carry out the work but this had
failed to materialise. A local farmer would now carry out the work in order that it could be used for
the proposed activity.
16/08/15
WEST HILL PC – UPDATE
EDDC had confirmed their recommendations for West Hill to have its own parish council at
Cabinet on 27th July. Mark Williams Chief Exec would prepare a draft order which would be sent
out this month for comment. Cllr Talbot confirmed that although West Hill would be splitting away
that this would not impact on the Neighbourhood Plan
16/08/16
PROPOSAL TO FLY FLAG ON THE FORMER GAZETTE OFFICE (THE FLEXTON) IN
MEMORY OF THE LATE JOHN GAFFNEY
It was agreed that a flag should be flown in memory of the late John Gaffney. It was agreed that a
bracket be fixed on the building and a specially designed flag flown from May to September. The
Mayor would liaise with John Campion who had suggested the idea. It was also understood that no
further editions of the Gazette would be published. However the Mayor was
Mayor`s Initials……………………………………
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having discussions with the local papers to see if they would consider publishing council news at
regular intervals
16/08/17
THE STATION – UPDATE AND APPROVAL TO SIGN A TENANCY AT WILL BETWEEN THE
COUNCIL AND ANGEL CARE (SOUTH WEST) LTD FOR OCCUPANCY OF PORTACABIN
It was RESOLVED that the Mayor and Deputy Mayor sign the part Tenancy at Will on behalf of
the Town Council. The tenants would move into the porta cabin shortly.
16/08/18
TOUR OF BRITAIN CYCLE RACE EVENT - UPDATE
A number of events would be taking place in Ottery but the main event would be the `Big
Breakfast`. Old brightly painted cycles featuring special Ottery artefacts such as tar barrels and
otters would hopefully be displayed around the town and local businesses would take part in a
Tour of Britain themed window decorating competition. These were some of the ideas which it was
hoped would come to fruition. Local radio would also advertise the event
16/08/19
TOURIST INFORMATION CENTRE – UPDATE
The TIC was in the process of being redecorated to ensure that it was handed over in good
condition by the lease termination date of 10th August. Mrs Baxter the TIC Manager had now
moved into Seasons Tea Room to conduct TIC business and would remain there until 23rd
September when her employment with the Council would end and the Council`s obligations with
regards to providing a TIC would cease. It was understood that a member of the public had
expressed an interest in taking over the tourism of the town. Cllr Gori recommended that persons
look at the TIC website which was now up to date. Cllr Talbot advised that Mrs Baxter would also
be advertising local events on the East Devon Hub. Mrs Baxter had also agreed to be a trustee of
the Ottery & District Skate and BMX Trust
16/08/20
NEIGHBOURHOOD PLAN - UPDATE
The first draft of the NH Plan had been circulated. Any comments/additions/amendments would
need to be e-mailed to Cllr Talbot by 3rd August. David Bell would be succeeding LDA consultant
Francesca Laugharne and would now be progressing the Plan
16/08/21
FORMER NAT WEST BANK - UPDATE AND APPROVAL OF I. THE PROPOSED HEADS OF
TERMS RE LEASE TO BE GRANTED TO LIBRARIES UNLIMITED AND II. THE PROPOSED
CONTRACTOR TO CARRY OUT THE RENOVATION WORKS
The Heads of Terms (`HOTS`) had been e-mailed to councillors. It was noted that the rent
proposed by the Council had been accepted by Libraries Unlimited (`LU`). However LU had
declined to take on the responsibility for the cleaning of the public toilets. It was RESOLVED to
accept the HOTS subject to the amendment of the Council`s `employee` to `volunteer(s)` and a
typo. Three quotes had been received for the library works (which would exclude the work to the
public toilets) including one submitted by Mr D Strawbridge. The question of Vat was discussed as
Mr Strawbridge`s quote was VAT exempt. The Council had investigated if it was to purchase the
building materials direct whether it could claim the VAT back. However the building would have to
opt to tax for this to be permitted. In addition if the Council did opt to tax, users of the building
would be charged VAT and any subsequent buyer of the building. The Mayor advised that Mr
Strawbridge used subcontractors which enabled him not to charge VAT. He was well known in
the town and was currently working at the factory site. There was some discussion following which
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it was RESOLVED to accept Mr Strawbridge`s quote of £73,429 exempt of Vat. It was understood
that LU was approx. £15,000 short of the project costs. There was much debate amongst
councillors. It was agreed that the project was vital for the community and therefore as the Council
had funds available that they should be used to plug the deficit. It was subsequently RESOLVED
that LU use their best endeavours to secure the shortfall but in the event of it being unsuccessful
that the Council would agree to make up the shortfall up to a maximum of £15,000 which amount
would not include a contingency.
Cllr Talbot had suggested that funding may be available for the toilets and that John Harding would
be a good point of contact to advise on likely funding providers. Cllr Pang advised that several
persons had expressed concern over toilets being provided in the library premises when they
considered that there was a priority need at the Land of Canaan
16/08/22
TO APPROVE THE JULY 2016 COUNCIL SCHEDULES OF PAYMENTS AS TABLED
Cllr Bartlett presented the July 2016 Schedules showing £11573.41 (incl. VAT) for the Council
and £2615.88 (incl. VAT) for the TIC. It was RESOLVED that each schedule be approved and they
were signed by the Mayor.
16/08/23
ANY MATTERS OF URGENCY BROUGHT FORWARD BY THE MAYOR (FOR INFORMATION
ONLY)
The Mayor advised that the revised sublease between OSMTC and the Ottery & District Skate and
BMX Trust was completed on 29th July
16/08/24
REPORTS BY MAYOR AND CLERK
Jamie Buckley from EDDC had advised that the winning design for the new play equipment was
Wicksteed`s. Jamie would check to see whether the funding had been signed off in order that the
installation could be progressed.
16/08/25
TO RECEIVE CORRESPONDENCE FOR INFORMATION AND ANY LATE
CORRESPONDENCE
These items were available for viewing in the Council Offices in advance of the August Meeting
From
Peter Skinner & Associates
Tipton Residents Association
EDDC
Health watch Devon
Content
Trespass and drug abuse concerns at Cadhay
Bridge farmland
Letter of thanks for grant monies enabling flower
displays
Changes to Council Tax Support
In addition, a list of all e-mails sent to Councillors throughout the month were tabled
16/08/26
TO RECEIVE REPORTS BY COUNCILLORS OF MEETINGS ATTENDED AS COUNCIL
REPRESENTATIVES IN JULY
Councillors Meetings during July
The Deputy Mayor
Cllr Edwards
Cllr Gori
Exeter International Airport Consultative Committee Wednesday 13 July 2016 - Passenger
numbers increasing and Flybe was recovering financially from previous poor financial figures
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Attended Twinning Meeting – 40 year anniversary next year. The current Mayor would be
attending but it was not known who else from the Council would be attending
Appointment to talk to Bovis Homes about funding
Mayor`s Initials……………………………………
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Mayor`s Meetings during July
DATE
st
1
6th
8th
12th
13th
13th
15th
18th
19th
19th
19th
21st
25th
27th
27th
28th
29th
DETAILS
Meeting with TIC decorator
Meeting with Station trustees
Escorting young lady to the Kings School Prom!
Meeting with Ruud Jansen Venneboer re TIC
Meeting EDDC
Chamber of Commerce Meeting
Meeting re Exeter road traffic concerns
Meeting with Phil Palfrey re library
Tour of Britain
Seasons re TIC
P3 Meeting with Ros Davies DCC
Meeting with the Station`s Trustees
Site Meeting – mushroom farm
CIL Training EDDC
Cabinet Meeting - EDDC
Meeting with Phyllis Baxter
Meeting with Anna Matthews re library
16/08/27
TO RECEIVE COUNCILLORS’ QUESTIONS
i.
Cllr Hall enquired as to the steps the Council was taking to minimise the financial
impact of West Hill forming its own PC. He was advised that this matter would be
considered at future Finance Ctte Meetings
ii.
Cllr Harding advised about the traffic implications of the Barton Orchard development
and problems of site traffic accessing the site from Sidmouth Road. It was likely the
Council would be receiving complaints
Meeting ended 8.35pm
Mayor’s signature: …………………………………… Date:……………………………..
THE NEXT FULL COUNCIL MEETING WILL BE HELD ON MONDAY 5TH SEPTEMBER 2016
AT 7PM AT ALFINGTON HALL, CHURCH LANE, ALFINGTON
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