Presentmayorcouncillor Dobson (Town Ward)

Minutes of the Meeting of the Ottery St Mary Town Council held in Alfington Hall, Church Lane, Alfington on Monday 3rd November 2014 at 7.00pm

PRESENT Mayor Councillor Dobson (Town Ward) Councillors Carter, Giles, Holmes, Pang, Pratt, Thurgood (Town Ward), Bailey, Talbot (West Hill Ward), J. Harding, L. Harding (Tipton St John Ward), Bartlett (North Ward) together with the Clerk NOT PRESENT Councillors Hansford (North Ward), Mitchell and Watmore (West Hill Ward).

Presentation from Dr Simon Kerr regarding the future of Ottery St Mary Community Hospital Dr Kerr was unable to arrive for this time so his presentation was received before item 13.

PRAYER The Revd. Mac Dick read the Council Prayer.

14/11/01 TO RECEIVE APOLOGIES FOR ABSENCE Apologies were received from Councillors Hansford, Mitchell and Watmore.

14/11/02 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 (a) Cllr Pang declared a personal interest in item 23 (Schedule of payments) as the Skateboard and BMX Trust (of which she is a Trustee) had received a payment. (b) Cllr Thurgood declared a personal interest in item 14 (Station Youth Centre) as he has been working with Revd. Mac Dick and The06 group.

14/11/03 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.

14/11/04 TO RECEIVE AND APPROVE MINUTES OF THE FULL COUNCIL MEETING The Minutes of the Meeting of 6th October 2014 (minute refs 14/10/01-14/10/26) were presented, approved and signed by the Mayor as a correct record

14/11/05 TO RECEIVE AND APPROVE MINUTES OF THE PLANNING COMMITTEE MEETINGS The Minutes of the Planning Committee Meeting of 8th October 2014 (minute refs P/14/10/01-P/14/10/13) (having already been confirmed by the Planning Committee) and the Minutes of the 20th October 2014 (minute refs P/14/10/14-P/14/10/33) were approved and signed by the Mayor as a correct record.

14/11/06 TO RECEIVE AND APPROVE MINUTES OF THE FINANCE & GENERAL PURPOSE COMMITTEE The Minutes of the Finance and General Purpose Committee Meeting of 13th October 2013 (minute refs F14/10/01-F14/10/09) were presented, approved and signed by the Mayor as a correct record.

Mayor’s initials: ……………………………… -49-

14/11/07 TO APPROVE THE RECOMMENDATIONS OF THE FINANCE AND GENERAL PURPOSE COMMITTEE MEETING OF 13TH OCTOBER 2014 It was RESOLVED to approve the recommendations relating to the adoption of the monthly and quarterly analysis and budget reports, the review of the revised model Financial Regulations in preparation for a future meeting, that enquiries be made with other Banks and the Council’s current Bank regarding future service provision, that further investigations be made regarding upgrading the council website and that the Communications Working Group should discuss format and design.

14/11/08 TO RECEIVE A POLICE REPORT PCSO Maria Clapp reported that Crime figures for the month of October 2014 stand at 15 compared with 13 for October 2013. The cumulative total for this year stands at 124. Crimes included: shoplifting, broken gate at Skate Park and burglaries at two neighbouring houses. Police can provide leaflets on what to do to leave your home less vulnerable when you are away. The Carnival on 18th October passed without incident. A Theatre Group gave a performance to King’s School Year 9 students regarding alcohol awareness which is timely given Tar Barrels this week. Cllr Pang spoke regarding the Skateboard Park gate which cannot be repaired and also about the litter at the Park reported in the Press, pointing out that it is a community facility.

14/11/09 TO ALLOW MEMBERS OF THE PUBLIC PRESENT TO SUBMIT QUESTIONS FOR CONSIDERATION individual contributions limited to 3 minutes (a) A member of the public asked whether information regarding the pressure on the Medical Centre could be provided, following a disagreement between District Councillors on the accuracy of information. The Mayor suggested that this question be put to Dr Kerr. (b) It was agreed that the Chairman of the West Hill Residents’ Association should speak at item 17.

14/11/10 TO RECEIVE REPORTS FROM EAST DEVON DISTRICT COUNCILLORS AND DEVON COUNTY COUNCILLORS Cllr Wright reported:  The EDDC Standards Committee had met regarding the principle of whether or not Councillors had been lobbied should be looked into. A Report will be made to the next Standards Committee.  DCC is preparing its budget for the next financial year where there will be another £50 million budget cut with a further £24 million the following year. Cllr John Hart will be speaking at the Knowle on 2nd December at 5.30pm.  DCC Locality Committee has opposed unanimously bed closures and the loss of the Minor Injuries Unit at Ottery Hospital. The EDDC Overview and Scrutiny Committee also opposed. A public Campaign meeting is organising a bus to attend the 17th November Health and Wellbeing Scrutiny Committee. There is a public meeting at the Ottery Football Club on 6th November 6pm-8pm.  Beavers on the River Otter: Friends of the Earth has made a legal challenge against DEFRA’s plans to test the beavers.  West Hill “missing link” pavement. In a straw poll of 46 residents, 39 were in favour of 3 speed cushions in conjunction with the pavement on West Hill Road. District Cllr Howard has objected and the situation will be looked at again. Money is available to do the work in this financial year.

14/11/11 TO RECEIVE AN UPDATE ON THE OTTERY ST MARY STREET MARKET AND DECIDE ON ANY ACTION November Street Market is on Friday 7th November. There was nothing further to report. Mayor’s initials: ……………………………… -50- 14/11/12 TO RECEIVE AN UPDATE ON THE DEVELOPMENT OF COUNCIL LAND AT STRAWBERRY LANE There was nothing to report.

PRESENTATION FROM DR SIMON KERR REGARDING THE FUTURE OF OTTERY ST MARY COMMUNITY HOSPITAL Dr Kerr firstly responded to the question raised by a member of the public stating that the Coleridge Medical Centre currently has an open list and it is not restricting registration by people living in the area. If boundaries are deregulated there may be difficulties.

Dr Kerr reported that there will be a review of all feedback following the Northern, Eastern and Western Devon Clinical Commissioning Group’s (the CCG) consultation paper, Transforming Community Services: Proposed Commissioning Intentions for the Eastern Locality which closes on 12th December 2014. Recommendations will then be made to the CCG Governing board. Restructuring will then follow. The proposals for Ottery Hospital to lose its in-patient beds and Minor Injuries Unit (MIU) were made on the basis of usage. Finances are limited and there is the need to protect beds across the (Wakley) area. There is a need for 64 beds in the area and to keep beds (and staff them)beds are proposed to be maintained at Seaton, Sidmouth and Honiton based on the needs of the population. The CCG and North Devon Healthcare Trust are proposing the temporary movement of 15 stroke beds at Ottery Hospital from this week. There will also be 3 medical beds and 6 winter beds. An additional factor is that the North Devon Healthcare trust is the provider up to October 2015. There is then the opportunity to look for another provider. Dr Kerr will speak at the public meeting at the Ottery Football Club on 6th November. Councillor’s concerns were expressed:  that the Football Club venue is not large enough for the public meeting  that the Consultation document has no financial information in it.  that in the future when the hospital may be transferred to a new provider enough services may not be provided to keep the hospital open and viable so that it could be sold off. The Community needs to be aware of all the implications.  that the North Devon Healthcare Trust does not operate on an open book basis so how does the CCG know that it is spending efficiently.

14/11/13 TO CONSIDER AND DECIDE ON ACTION TO FORMULATE A RESPONSE TO THE HOSPITAL CONSULTATION Cllr Thurgood will prepare a draft response to the CCG consultation. Councillors were invited to provide him with any points that they wished to be included in the response. The draft will then be considered for approval at the December meeting and submitted by the 12th December 2014 deadline.

14/11/14 TO CONSIDER AND DECIDE ON AGREEING TO REQUEST FROM DEVON COUNTY COUNCIL THE TRANSFER OF THE FREEHOLD OF THE STATION YOUTH CENTRE AND ASSOCIATED ASSETS, TOGETHER WITH AGREEMENT ON FINANCIAL IMPLICATIONS PRIOR TO TRANSFER Rev Mac Dick (The06) was invited to provide information during the following discussions A second draft of a Tenancy at Will has now been provided by DCC and issues are being discussed. Information about the condition of the building is awaited. Nothing will be signed until it is agreed that the condition is satisfactory. At the October meeting the Council agreed to match fund up to £10,000 offered by DCC. A form to apply for this money has been provided to Mac Dick but the Council could apply for the money and keep it in a restricted fund for The06. It is possible that there may be £15,000 - £20,000 available from DCC for capital funding. Thirty centres are applying for funding so an early application is important.

It was RESOLVED that this council agrees to proceed with the Tenancy at Will of the youth centre on the St Saviours site and to negotiate either a long term lease or acquisition of the freehold and to incur the due diligence costs of approximately £4,000 to cover:  Property Searches for the site  Legal enquiries for the site and building  Surveys of the building  Insurance

14/11/15 TO RECEIVE A REPORT ON DISCUSSIONS HELD REGARDING THE FORMULATION OF A BUSINESS PLAN TO SUPPORT AN APPLICATION FOR ASSET TRANSFER OF COUNTY COUNCIL PROPERTY AT ST SAVIOUR’S AND TO DECIDE ON ANY ACTION Following the October meeting’s decision to proceed with applying to DCC to register its interest for asset transfer of the whole St Saviour’s site, a meeting was held on 24th October with the “Delivering Differently” Consultants. Present were Councillors on the Working Group together with representatives of The06, FOOL and RIO, Mark Lane (DCC Locality Lead) and County Councillor Wright. The meeting ended abruptly because of the need to visit the St Saviour’s site quickly so a further meeting of the Cllrs who had attended the 24th meeting was held on Wednesday 29th October (Dobson, Holmes, Pratt, Bartlett, J.Harding, Talbot, Thurgood). A list of possible occupiers was drawn up recognising that it is important to have users that can contribute financially. An open morning event will be held at St Saviours on Saturday 15th November (10am – 12noon) organised by James Goddard and Angela O’Reilly to gauge support for the project from local people and organisations. Public opinion will also be sought at the Street Market and at Sainsbury’s on 7th November (when S106 Sport public voting will also be taking place). Further meetings will be arranged to provide information required by Alison Williams (writer of the Business Plan).

14/11/16 TO CONSIDER AND DECIDE ON ACTION REGARDING A RESPONSE TO THE DEVON HIGHWAYS SERVICES CONSULTATION Following discussion of the implications of the proposals it was RESOLVED that Cllr Giles would draft a response which would be considered for approval at the December meeting. The deadline for responses is 5th December 2014.

14/11/17 TO RECEIVE INFORMATION FROM THE WEST HILL RESIDENTS’ ASSOCIATION REGARDING AN APPLICATION FOR THE FORMATION OF A PARISH COUNCIL FOR WEST HILL The Chairman of the Residents’ Association spoke to formally notify the Council that the Association has been considering the process of applying for West Hill to have its own Parish Council. The report that was presented from the Association covering the process, reasons and the way forward was noted.

14/11/18 TO CONSIDER AND DECIDE ON ACTION REGARDING FLOOD WARNING MONITORING EQUIPMENT IN OTTERY ST MARY AND FOR EQUIPMENT FOR EMERGENCY PLANNING (a) Flood Warning Monitoring equipment. The proposals made by DCC regarding monitoring equipment at The King’s School and the Primary School was noted. It was RESOLVED that the Council supports the provision of the equipment at these sites and its continuing maintenance after the first three years at a cost of £130 for telemetry plus £720 for 2 scheduled visits. Mayor’s initials: ……………………………… -52-

(b) Equipment for Emergency Planning. The Report from Cllr Thurgood was noted. It was RESOLVED that the list of emergency equipment was approved. There is up to £2,500 available to the Parish for this purpose, available from DCC’s Pathfinder Project (Ottery St Mary is identified as one of 15 towns deemed to be at serious risk of flooding). In addition money available in the Council’s budget for Emergency Planning was approved for use.

14/11/19 TO CONSIDER AND DECIDE ON A RESPONSE TO A REQUEST FROM DEVON COUNTY COUNCIL REGARDING PART NIGHT STREET LIGHTING AT FAIRMILE There are 6 County Council maintained street lights on the road through Fairmile. The County Council want to convert these to part-night lighting to reduce carbon emissions and reduce costs. Lights would be switched off for 5 hours after midnight. It was RESOLVED that the North Ward Councillors would consult with residents affected and if they have no objections a response to that effect will be sent to DCC.

14/11/20 TO CONSIDER AND DECIDE ON A RESPONSE TO A REQUEST FROM DEVON AND CORNWALL POLICE REGARDING PROPOSED INTERNAL ALTERATIONS IN THE POLICE OFFICE It was RESOLVED to approve the request to remove the front office enquiry counter to make better use of available space.

14/11/21 TO APPROVE A LETTER TO BE SENT TO EDDC REGARDING ITS LACK OF A LOCAL PLAN The Council agreed that a letter should be sent at its September meeting and that Cllr Bailey would draft it. The draft letter was not agreed at the October Meeting. A revised draft was considered and following amendments and additions it was RESOLVED that it should be sent to EDDC Cllr Diviani (Leader), copied to Mark Williams (CEO) and MP Hugo Swire and Local Plan Inspector Mr Thickett.

14/11/22 TO CONSIDER A REPORT FROM THE COMMITTEE STRUCTURE WORKING GROUP AND TO DECIDE ON ANY ACTION Notes from the meeting of the Committee Structure Working Group held on 30th October 2014 were noted. The proposals will be put to the December Full Council meeting for consideration of approval.

14/11/23 TO APPROVE THE OCTOBER 2014 COUNCIL SCHEDULES OF PAYMENTS AS TABLED Cllr J. Harding presented the October schedules of payments showing £19,205.54 (excl. VAT) for the Council and £2,616.38 (excl. VAT) for the Tourist Information Centre. He listed Council payments of £1,700 to the Citizens Advice Bureau, £2,050 to Torbay Display as a deposit for the Town Christmas lights, £762.49 VAT payment to H.M. Revenue and Customs, £7,155.36 to the Public Works Loan Board and £1,990.11 to the Skateboard and BMX Trust. A TIC payment of £807.50 was for sale of tickets for the Ottery Help Scheme Concert during Festival Week. These were all noted and it was RESOLVED that each schedule be approved and they were signed by the Mayor.

14/1124 TO CONSIDER APPROVAL OF QUOTATIONS FOR (a) FENCING AND OTHER WORK AT THE CEMETERY (b) ELECTRICAL WORK AT THE COUNCIL OFFICES AND OLD TOWN HALL AND TO CONSIDER AND DECIDE ON (c) A REQUEST FOR MAINTENANCE OF A GARDEN AREA IN WEST HILL (d) PARTICIPATION IN THE PARISH CHURCH CHRISTMAS TREE FESTIVAL (a) Fencing and other work at the Cemetery Quotations were approved for rabbit-proof fencing and associated work at a cost of £3,475.00 together with other clearance work at £580 and to replace notice board at £69. Redrow has agreed to make a contribution of £1,750 towards the rabbit-proof fencing. (b) Electrical work at the Council Offices and Old Town Hall Following Electrical inspections necessary work had been identified. A quotation was approved for a replacement night storage heater in Council Chamber for £349 + £30 disposal costs and work in the Old Town Hall Band Room at £118. (c) A request for maintenance of a garden area in West Hill The West Hill Residents’ Association requested that the Council pays for maintenance of the triangle at the junction of the B3180 and West Hill Road. As there are likely to be other areas in the Parish that need attention, it was agreed that a schedule be prepared by Councillors so that a quotation for all the work can be obtained for consideration. (d) Participation in the Parish Church Christmas Tree Festival It was agreed to have a 6ft premium Nordman potted tree at a cost of £50.

14/11/25 ANY MATTERS OF URGENCY BROUGHT FORWARD BY THE MAYOR (FOR INFORMATION ONLY) There were no matters.

14/11/26 TO RECEIVE REPORTS FROM THE MAYOR AND CLERK (a) Meeting with District Councillors. Thursday 13th November at 10am. (b) Event for Voting on S106 Sports money and St Saviours Public opinion collection This event is on Friday 7th November at the Street Market in the morning and at Sainsbury’s in the afternoon and volunteers for each were obtained. (c) Current Allotment Lease has been completed. (d) Silver Band Lease for the band room at the Old Town Hall has been completed. (e) Tip Hill Road Closure for resurfacing from Tuesday 18th-Wednesday 19th November 2014. (f) Remembrance  Service at the Parish Church is on Sunday (9th November) at 10.30am.  Firing of maroons for 2 minutes silence will be observed at the War Memorial in the Churchyard on Tuesday 11th November at 11am (and also at Tipton & West Hill at their Memorials).

14/11/27 TO RECEIVE CORRESPONDENCE FOR INFORMATION AND ANY LATE CORRESPONDENCE (a) The following items were available for viewing in the Council Offices in advance of the Meeting on 3rd November 2014 and were also tabled at the Meeting. They were noted. 1. HM Treasury: Response to the Council’s letter regarding investment in the South West Transport network. 2. Department for Transport: response to the Council’s letter regarding investment in the South West Transport network 3. Department for Transport: Made Order: SW/1176 – Stopping up of Highway at former Cutler Hammer site, Mill Street, Ottery St Mary 4. EDDC Senior Engineer: response to Town Council’s letter regarding action on the Mill Leat 5. EDDC: Forward Plan of Key Decisions 1st November 2014 – 28th February 2015

6. Healthwatch Devon “Voices” Issue 6 Autumn 2014 7. Devon Senior Voice: “Everyone’s Tomorrow” Issue No.24 Autumn 2014 8. “Clerks and Councils Direct” November 2014 Issue 96 Also forwarded previously by email to Councillors: 1. EDDC: “The Knowledge” weekly issue 2. Rural Service Network: weekly email News and Bulletins 3. DCC: Devon Funding News Updates 8th October 2014 4. Northern, Eastern & Western Devon Clinical Commissioning Group (CCG): information on stroke consultation and information regarding urgent and necessary measures 5. NHS Northern, Eastern and Western Devon Clinical Commissioning group: Eastern commissioning intentions and briefing dates and further information 6. Devon County Council libraries Consultation: Community news roundup special 7. Devon Association of Local Councils (DALC): October e-bulletin 8. Heritage Society: Poster October 2014. 9. EDDC: ConnectED October 2014 10. East Devon Voluntary Support Agency: 8th October News 11. DCC: Community news Roundup October 2014 12. East Devon Citizens Advice Bureau: Invitation to Business Planning Day 6th November 2014 13. South West Forum: Invitation to event on 31st October “Engaging Young People” 14. DCC: Devon Funding news Update October 2014 15. East Devon AONB: Autumn E-news 16. DCC Highways: Road closure 18th October Ottery Carnival; 5th & 6th November Tar Barrels and 10th -12th December Lower Broad Oak Road, West Hill (b) Late Correspondence The Local Government Boundary Commission has commenced an electoral review of Devon. It was agreed that Cllrs Bailey, Giles and Pang should meet and prepare a response to be considered by Full Council before the deadline for the first phase response of 19th January 2015.

14/11/28 TO RECEIVE REPORTS BY COUNCILLORS OF MEETINGS ATTENDED AS COUNCIL REPRESENTATIVES (a) The Mayor’s meetings/engagements since the October meeting had been tabled and were noted: 9th October Cemetery re. quotations for fencing, gardens, hedges etc Chamber of Commerce meeting 10th October Cemetery re. quotations for fencing, gardens, hedges etc 16th October Website/IT provision meeting with Company 17th October Photo shoot to advertise switching on of super-fast broadband in Ottery St Mary 18th October Heritage Society dinner 22nd October Parishes Together meeting (also Cllrs Holmes, L.Harding and Pang Carnival Safety Advisory Group together with Cllr Holmes 24th October Station Youth Centre Lease discussions together with Cllr Holmes, J.Harding and Pratt St Saviours Business Plan meeting together with Cllrs J.Harding, Thurgood, Pang, Talbot, Bartlett, Pratt and Holmes 27th October Meeting re. Remembrance Sunday Service and Parade 29th October St. Saviours Business Plan meeting together with Cllrs Holmes, Pratt, Bartlett, J.Harding and Talbot 30th October Committee Structure Working group meeting together with Cllrs Holmes, J.Harding, L.Harding, Thurgood and Bartlett. (b) Cllr Thurgood had provided a Report on meetings he had attended: Emergency Plan desk-top exercise, public Planning consultation regarding solar farm, meeting with District Councillors, Advice East Devon launch event, “Ottery Connects”, public meeting regarding NHS Community Hospital proposals and St Saviours Business Plan meeting. They were noted.

14/11/29 TO RECEIVE COUNCILLORS’ QUESTIONS (a) Cllr L. Harding asked whether the Community Payback scheme can be used to repaint the bridge at Tipton St John. She was advised that DCC permission would be required. (b) Cllr Bartlett suggested that the next Full Council meeting to be held in the North Ward should be in Escot Village Hall. This was agreed.

The meeting closed at 9.33pm.

The next Full Council Meeting will be held on Monday 1st December 2014 at 7pm in the Council Chamber, The Old Convent, 8 Broad Street, Ottery St Mary

Mayor’s signature: ………………………………………………… Date: …………………………..

Mayor’s initials: ………………………………