MINUTES OF A MEETING OF THE AXMINSTER TOWN COUNCIL Held at the Guildhall, on Monday 10 th October 2016 at 7.15 p.m. Present: Town Mayor: Cllr. P.G. Hayward Deputy Mayor: L.A.Rowe, Councillors: C. A. Doherty, G.S. Godbeer, I.L.Hall, D.R.H.Hull, H.J.A. Jeffery, Mrs. S.L.N. Leat, A.T. Moulding, Mrs. S.R. Spiller, M.D.Symes, J.W. Walden, B.R.Watson and A.L. Young. The Town Clerk (Miss H. Kirkcaldie). The Deputy Town Clerk (Mrs. Z. Adamson-Drage) Over 50 Members of the public. 2 representatives of the Press. 2016/0419 APOLOGIES: Cllr. Mrs. D.J. Hull. 2016/0420 DECLARATIONS OF INTERESTS: CLLRS. DOHERTY, HAYWARD, GODBEER, D.R.H. HULL, MRS. SPILLER AND WATSON, ALL DECLARED PERSONAL INTERESTS AS BEING MEMBERS OF THE AXMINSTER GUILDHALL MANAGEMENT COMMITTEE IN RESPECT OF ANY ITEMS RELATING TO THE GUILDHALL. CLLR. YOUNG, IN HER CAPACITY AS GUILDHALL MANAGER FOR WHICH SHE DECLARES A PECUNIARY INTEREST, HAS A DISPENSATION TO SPEAK ON MATTERS RELATING TO THE GUILDHALL PROVIDED THE PECUNIARY INTEREST IS NOT OF OVER- RIDING SIGNIFICANCE. CLLRS. D.R.H. HULL, GODBEER, WALDEN AND WATSON ALL DECLARED PERSONAL INTERESTS AS BEING MEMBERS OF AXMINSTER COMMUNITY ENTERPRISE. CLLR. HAYWARD DECLARED A PECUNIARY INTEREST AS CLERK TO ALL SAINTS PARISH COUNCIL AND IN RESPECT OF HAVING A SPOUSE WORKING WITHIN THE NATIONAL HEALTH SERVICE (IN RESPECT OF WHICH HE HAS A DISPENSATION TO SPEAK) CLLR. D.R.H HULL DECLARED AN INTEREST AS HAVING BEEN ELECTED AS A PUBLIC MEMBER OF THE COUNCIL OF GOVERNORS OF THE ROYAL DEVON AND EXETER NHS FOUNDATION TRUST CLLR. MOULDING DECLARED A PERSONAL INTEREST AS BEING A MEMBER OF THE FOLLOWING ORGANISATIONS: 1
ARC BEREAVEMENT, AXMINSTER AND DISTRICT HOSPISCARE, AXMINSTER HERITAGE LTD., AXMINSTER HOSPITAL LEAGUE OF FRIENDS, AXMINSTER MUSICAL THEATRE, AXMINSTER PATIENTS PARTICIPATION GROUP, AXMINSTER REGENERATION PROGRAMME BOARD, AXMINSTER TOWN CRICKET CLUB, CLOAKHAM LAWN SPORTS CENTRE, CLOAKHAM LAWN SPORTS CENTRE LTD., CLOWANCE CHARITABLE TRUST, FRIENDS OF AXMINSTER CHURCH, LYME REGIS GOLF CLUB, TONY COLES CHARITABLE TRUST, VIRTUE AND HONOUR LODGE NO 494, CONSERVATIVE PARTY, CONSERVATIVE CLUB,EAST DEVON CONSERVATIVE GROUP, DEVON COUNTY CONSERVATIVE GROUP, MEMBER OF THE CONSERVATIVE COUNCILLORS ASSOCIATION. HE ALSO DECLARED THAT AS THE PARENT OF A DISABLED ADULT SON HE HAD AN INTEREST IN MATTERS RELATING TO DISABLED ACCESS AND BENEFITS CLLR. HALL DECLARED A PERSONAL INTEREST AS BEING A MEMBER OF THE FOLLOWING ORGANISATIONS: CLOAKHAM LAWN SPORTS CENTRE, CHAIRMAN AND TRUSTEE MILLWEY RISE FOOTBALL CLUB MILLWEY RISE COMMUNITY HALL USER GROUP - CHAIRMAN LODGE VIRTUE AND HONOUR AXMINSTER NO. 494 AXMINSTER SKATE PARK TRUSTEE TIVERTON AND HONITON CONSERVATIVE ASSOCIATION GMB (GENERAL MUNICIPAL AND BOILER MEN S) UNION AXMINSTER COMMUNITY ENTERPRISE AXMINSTER CONSERVATIVE CLUB CLLRS. HALL, ROWE, WALDEN AND YOUNG EACH DECLARED A PERSONAL INTEREST AS BEING A DOG OWNER 2016/0421 MINUTES OF MEETING HELD ON 12 th SEPTEMBER 2016: It was resolved that these be approved and adopted subject to Cllr. Walden s name being replaced by Cllr. Watson s name at 2016/0375. 2016/0422 GUEST SPEAKER R.I.S.E. The Town Mayor welcomed Mr. G. Dale who gave a short presentation on the work of the Recovery and Integration Service which is to establish a presence in Axminster shortly. 2016/0423 POLICE REPORT: P.C.S.O. Widger had sent a written report stating that there had been 30 recorded crimes during September and giving an update on the R.I.S.E. project. Cllr. D.R.H. Hull expressed his appreciation for help received when his car was damaged on Carnival night. 2
2016/0424 COUNTY COUNCILLOR S REPORT: Cllr. Moulding said that among other engagements he had attended a conference about the Local Enterprise Partnership and about parking problems on King Edward Road. Following the latter meeting various proposals had been drafted which would be advertised. He said that there would be a meeting on 23 rd November about Highway Matters and that Skanske would replace South West Highways as the County s Highway Contractor from April 2017. 2016/0425 DISTRICT COUNCILLORS REPORTS: Cllr. D.R.H. Hull reported on the outcomes of the Overview Committee s think tank on housing. He proposed that a copy of the letter on substandard housing sent originally to the local Member of Parliament be copied to Mr. Oliver Colville M.P., Chairman of the All-Party Parliamentary Group for Excellence in the Built Environment which had published a report entitled Inquiry into the Quality of New Build Housing in UK. Agreed. Cllr. Moulding added that the District Council was pressing for retaining walls and fencing to be included under building control and planning regulations and inspections. He said that there would be a seminar on 1 st December on the way forward for affordable rural housing. 2016/0426 TOWN MAYOR S ANNOUNCEMENTS: None. 2016/0427 TOWN MAYOR S ENGAGEMENTS: the Town Mayor had attended events associated with the visit of delegates from Dourvres La Delivrande, the Carnival and the opening of an outdoor classroom at Chardstock Primary School. 2016/0428 TOWN FORUM DE-LISTING OF THE GEORGE HOTEL: A resident expressed the view that to de-list the George Hotel in order to enable its demolition would be bad for the morale of the town. The Town Mayor said that any proposal to demolish the building would have to follow the due planning processes. 2016/0429 TOWN FORUM DOGS AND THE JUBILEE FIELD: a resident presented a petition signed by 366 people deploring an indication that the Town Council intended to ban dogs from the Jubilee Field. A prolonged and passionate discussion followed with members of the public and Councillors setting out their arguments for or against banning dogs from the field. Cllr. Walden said that the Town Council had long been on record as wanting at least part of the field to be a dog free area so that there was an area where children could play which was not contaminated by dog faeces. It was felt that part of the field could be fenced off for use by dog walkers. He said that there was no public right of way across the field which had been in private ownership for many years and been accessible only via locked gates. 2016/0430 JUBILEE FIELD: Cllr. D.R.H. Hull proposed that the various suggestions put forward during the debate in Town Forum be referred for further discussion by the Amenities Committee so that a recommendation could be considered at the next 3
Town Council meeting as to how the land within the Jubilee Field should be laid out. Cllr. Watson suggested that an equitable arrangement might be for a perimeter path with the remaining inner area being divided equally into a dog-free area and an area where dogs were permitted. Cllr. Jeffery said that there were some drainage issues which needed to be rectified and access for mowing should be borne in mind. It was resolved that Cllr. Walden would convene a meeting of the Amenities Committee to which six representatives of the dog lobby group would be invited. Standing Orders would be suspended to allow the meeting to draw up recommendations for consideration by the full Town Council. Cllr. Walden will discuss with the developers the various snagging issues raised in the Play Area Safety Inspection Report. Many members of the public left at this point. 2016/0431 MATTERS ARISING FROM THE MINUTES OF THE MEETING HELD ON 12 th SEPTEMBER 2016: None. 2016/0432 MATTERS OF URGENCY: None. 2016/0433 MINUTES OF PLANNING COMMITTEE: Dated 12 th September 2016 it was resolved that these be approved and adopted. 2016/0434 MINUTES OF PLANNING COMMITTEE: Dated 26 th September 2016 these were not available. 2016/0435 MINUTES OF TRAFFIC MANAGEMENT COMMITTEE: Dated 26 th September 2016 it was resolved that these be approved and adopted. 2016/0436 MINUTES OF OLD COURTHOUSE COMMITTEE; Dated 26 th September 2016 these were not available. 2016/0437 MINUTES OF BUILDINGS AND FINANCE COMMITTEE: Dated 26 th September 2016 these were not available. 2016/0438 MINUTES OF THE PIPPINS COMMITTEE: Dated 28 th September 2016 these were not available. 2016/0439 MINUTES OF THE AMENITIES COMMITTEE: Dated 3 rd October 2016 it was resolved that these be approved and adopted. 2016/0440 MATTERS ARISING FROM THE MINUTES OF THE PLANNING COMMITTEE DATED 12 TH SEPTEMBER 2016: None. 4
2016/0441 MATTERS ARISING FROM THE MINUTES OF THE TRAFFIC MANAGEMENT COMMITTEE DATED 26TH SEPTEMBER 2016 6d TRAFFIC CALMING MEASURES: Cllr. Walden asked that consideration be given to wider use of such measures. He cited the beneficial effects of the gateway feature on Lyme Road. 2016/0442 MATTERS ARISING FROM THE MINUTES OF THE TRAFFIC MANAGEMENT COMMITTEE DATED 26TH SEPTEMBER 2016 7a KERBSIDE WEEDS: Cllr. Moulding said that Devon County Council had ceased dealing with this problem on cost grounds. Councillors considered that this was a short-sighted policy as kerbstones dislodged or damaged by growth of weed roots then became a safety matter. Some Councillors felt that those local residents who felt strongly about the matter should take appropriate measures themselves. Others said that there could be insurance implications were they to do so. The Deputy Town Clerk said that Devon County Council would be sending a sweeper into the area in December to sweep up debris from the gutters. Councillors felt that the Town Council lacked the resources to tackle the problem on a comprehensive basis throughout the town in a 12 month period but a measured programme of works might be considered spread over a longer period according to staffing availability. 2016/0443 MATTERS ARISING FROM THE MINUTES OF THE AMENITIES COMMITTEE DATED 3 RD COTOBER 2016: None. 2016/0444 FINANCIAL MATTERS - AUGUST AND SEPTEMBER PAYMENTS TO BE APPROVED: CLLR. JEFFERY DECLARED A PECUNIARY INTEREST IN CHEQUES 6057 AND 6078 AS BEING THE RECIPIENT AND LEFT THE CHAMBER FOR THE DURATION OF THIS ITEM OF BUSINESS Cllr. Rowe, seconded by Cllr. Symes proposed that the payments for August and September be approved. Agreed. CLLR. JEFFERY RETURNED TO THE CHAMBER. 2016/0445 FINANCIAL MATTERS MATTERS APPROVED FOR EXPENDITURE BY TOWN MAYOR OR COMMITTEE CHAIRMEN: Cllrs. Mrs. Spiller said that she had approved installation of additional sockets in the Cemetery Chapel. 2016/0446 REQUEST FOR FINANCIAL ASSISTANCE: Axe Valley Ring and Ride had submitted a request which will be considered at the time the annual budget is discussed. 2016/0447 PARISHES TOGETHER FUND REPORT: Cllr. Moulding reported on a meeting of his ward parishes to discuss this funding. Suggested projects had been 5
provision of a defibrillator for the Guildhall and use of funding for ditching/drainage projects. In Axminster this might assist with clearance of vegetative growth on the stream at Gamberlake. The Town Clerk will try to find out when this culvert was enlarged and by whom. Cllr. Walden suggested that an approach be made to Seaton Town Council to secure partnership funding for the R.I.S.E. project. 2016/0448 ANNUAL ACCOUNTS SECTION ONE ANNUAL GOVERNANCE STATEMENT This was discussed and it was resolved that it be completed with statements 4, 5 and 7 being allocated a NO response and the remaining statements (1,2,3,6, and8) being allocated a YES response apart from the final statement, number 9 which was allocated a NOT APPLICABLE response. It was agreed that stronger systems needed to be in place to ensure that the accounts could be completed in a more timely fashion. 2016/0449 ANNUAL ACCOUNTS SECTION TWO ACCOUNTING STATEMENTS 2015/2016: In response to a question from Cllr. Walden, The Town Clerk confirmed that the figure in item 8 was accurate.``````````````````````` Cllr. Hayward, seconded by Cllr. Walden, proposed that this be approved. Agreed. 2016/0450 RESPONSIBLE FINANCIAL OFFICER S REPORT: The Responsible Financial Officer stated that expenditure was under budget over all but that there were certain areas where expenditure was significantly over budget, such as Guildhall Maintenance, Handyman related costs and water costs at Pippins. 2016/0451 EAST DEVON WARD BOUNDARY REVIEW: it was agreed that a working party comprising Cllrs. Hall, Hayward, Moulding and Rowe would draw up some recommendations. There was a feeling that Raymonds Hill should remain part of the Rural Ward but that there may be scope to increase the number of Councillors representing the Rural Ward from 1 to 2 to reflect the proposed developments on that side of the town. 2016/0452 WORKS TO WILHAYES LAND CULVERT: The proposed traffic diversion for the duration of the proposed works was discussed. Cllr. Hall expressed concerns that the traffic diverted through Cloakham could present a risk to pedestrians in the area. 2016/0453 PROPOSED ROAD CLOSURE ON ANCHOR HILL/WEST STREET: the eastbound carriageway between the Tesco Roundabout and the Guildhall will be closed to traffic during January. A request will be submitted for King Edward Road to be coned on both sides for the duration of that work. 2016/0454 NEIGHBOURHOOD PLANNING UPDATE: Cllr. Moulding said that work 6
had started on drafting of policies. More work would need to be carried out regarding types of housing demand such as care homes and also the demand for tourist accommodation in the town centre. He said that an employment needs survey may be necessary. The Deputy Town Clerk asked him to forward some information for the new Town Website. 2016/0455 HEALTHCARE MATTERS: Cllr. D.R.H. Hull said that he was involved in a working party examining care provision for patients discharged from hospital. A public consultation has been launched on proposals to reduce further the provision of hospital beds in community hospitals throughout Devon. The consultation period runs until early January. A request will be made for an officer to attend a meeting of the Town Council prior to then. 2016/0456 CHRISTMAS LIGHTS: the Town Council will continue to provide the lighting in the trees on the Minster Green and will look into ways to illuminate the front of the Guildhall. 2016/0457 WORKING PARTY ON GUILDHALL: This item was deferred until the next meeting. 2016/0458 CORRESPONDENCE: a. Letters Received i. D.C.C. re Highways Conferences in November. ii. D.C.C. re Community Roadwarden Scheme iii. b. Meetings i. D.A.L.C. Notice of A.G.M c. Reports Received - the following reports are available for consultation in the office: i. Healthwatch Voices ii. Clerks and Councils Direct. Signed. Date.. 7
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