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20210315 Full Council Agenda

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20210315 Full Council Agenda Christchurch Town Council Old Town Hall 30 High Street Christchurch Dorset, BH23 1AY Full Council Agenda Monday, 15 March 2021, 6.00pm You are summoned to attend a meeting of the Christchurch Town Council to be held via Zoom conferencing facilities on Monday 15 March 2021 at 6.00pm. Membership: Mayor: Cllr L Dedman Deputy Mayor: Cllr Mrs S Bungey Cllr J A Abbott Cllr G R Jarvis Cllr V Charrett Cllr D C Jones Cllr A E Coulton Cllr T Lane Cllr F J M Cox Cllr S J McCormack Cllr M Cox Cllr F F T Neale Cllr S Fotheringham Cllr G E E Polson Cllr C A Gardiner Cllr Mrs S Spittle Cllr W Grace Cllr M J Tarling Cllr P Hilliard Members of the public wishing to attend the meeting should use the link: https://zoom.us/j/94336400930?from=addon Meeting ID: 943 3640 0930 Passcode: 750146 The business to be transacted is set out overleaf. Daniel Lucas Town Clerk 9 March 2021 For further information please contact Daniel Lucas on 01202 022479 or email [email protected] Agenda • 1. • Prayers • • • • Prayers will be said by the Mayor’s Chaplain, the • Reverend Canon Charles Stewart. • • • 2. • Apologies for Absence • • • • To receive apologies for absence • • • • • 3. • Declaration of Interests • • • • • • Members are reminded that any disclosable pecuniary• • interests must be declared including any issues which• • may arise through predetermination of bias. • • • • • 4. • Minutes of Previous Meeting • • • • • To confirm as a correct record the Minutes of the last• 7 – 18 • ordinary meeting held on 18 January 2021 and• • Extraordinary meetings held on 18 January 2021 and• 29 January 2021 (copies attached). Exempt Minutes• • withheld from agenda pack but to be confirmed also. • • • • • 5. • Announcements • • • • • • Announcements from the Mayor or Town Clerk. • • • • • • • • 6. • Public Participation • • • • • • In accordance with the Council’s Standing Orders the• • period of time designated for Public Participation cannot• • exceed 15 minutes unless directed by the Chairman of• the meeting and a member of the public shall not speak • • for more than 5 minutes. • • • • • • Public Questions • 7. • • • • • Members of the public who wish to ask a question at the • • meeting shall give notice to the Town Clerk of the • • question no later than 12 noon on the working day • • before the meeting is on. The question stated in the• • notice shall be the question asked at the meeting. The • • Mayor will call on those wishing to speak in turn, each • • questioner being allowed to speak for a maximin of 3 • minutes. Those wishing to speak shall state their name• • and address. • • • • • • • 2 • • • • • • • • 8. • Questions from Councillors • • • 9. • To Receive any verbal reports from Partner • Organisations • • • • • 10. • Committee Minutes • • • • To receive the Committee Minutes for the last cycle of• meetings and to consider any recommendations arising• from these meetings as follows: • • • • • • Planning Committee, 26 January 2021 • 19 – 23 • To receive the Minutes of the meeting held on 26• January 2021 and to consider the recommendation arising therefrom: • • Minute No: 212 - Proposed Development of the Civic• Offices in Bridge Street, Christchurch. • RECOMMENDATION: the Proposed Development of• the Civic Offices in Bridge Street be considered at the• next Full Council meeting. • • • Resources Committee, 9 February 2021 24 – 26 • To receive the Minutes of the meeting held on 9• February 2021. • • Community Committee, 16 February 2021 • • To receive the Minutes of the meeting held on 16• 27 – 30 February 2021. • • • • Planning Committee, 23 February 2021 • • To receive the Minutes of the meeting held on 23• 31 – 35 February 2021. • • • Planning Committee, 1 March 2021 • To receive the Minutes of the Extraordinary meeting 36 – 38 held on 1 March 2021. • • Resources Committee, 9 March 2021 • To receive the Minutes of the meeting held on 9 March 2021 and to consider the proposed recommendation To follow arising therefrom: - Reserves 39 - 42 3 PROPOSED RECOMMENDATION that: (a) The committee considers the proposals to earmark the Councils General Reserves to those earmarked budget lines identified at table 1. (ii) (iii) (b) Recommends to Full Council the proposals at table 1: Project Proposed Reserve Allocation Town Hall Roof £230,000 Repair Town Hall Internal £17,825 Redecoration Druitt Hall Windows £40,000 Community £44,000 Infrastructure Levy Total £331,825. (iv) (v) • 11. • Confirmation of the Climate Change Task and Finish Verbal report • Group Membership. • • • • • • Members are asked to consider the Membership of the• • Climate Change Task and Finish Group. • • • • • • RECOMMENDATION: • • • • a) That Members confirm the membership of the • Climate Change Task and Finish Group: • • • • Cllr Neale F (Chairman) • Cllr Abbott J A • • Cllr Gardiner C • • Cllr Jarvis G R • • Cllr Tarling • • • • Motion Received from Cllr Neale: That Council (vi) • recommends that the Task and Finish Group should • comprise 7 Members so as to include all those • Members who applied for consideration, which • includes Cllrs Jones and Polson who were • unsuccessful in the exhaustive ballot. • 12. • • • Recommendations from the Community Grants • • 43 - 44 Working Group Meetings held on Tuesday 2, 3 & 5• • February 2021. • • • • • • 4 • 13. • Internal Audit – Auditor Appointment • • Verbal • • RECOMMENDATION: To appoint “Do the Numbers Ltd” Report • to act as the Council’s internal auditor for 2020/2021 • • • • • • • • 14. • Committee/Other Body Membership Procedure 45 - 47 • Update • • Members are invited to consider the attached procedure note and to debate, amend or accept accordingly. • • It is RECOMMENDED that Council adopts a formal • procedure note in the manner as attached. • • • • CiLCA and General Power of Competence 15. Verbal report • • • • Event Enquiry • 16. • Verbal Report • • • • • • 17. Ducking Stool Board Walk 4 48 – 58 • • Members are invited to consider the proposal from BCP • Council/Businesses/Residents to assist in this matter • (Appendices 1 and 2). The Town Clerk can advise • members that the Council with its current resources can • comfortably assist here. It is advised that members • utilise a proportion of the Community Infrastructure Levy • received from BCP Council this financial year to provide • this one-off grant. None of these monies have been • assigned to any capital projects. Guidance from BCP • Council (Appendix 3) also illustrates that providing this • grant meets the initiatives and purpose of tasking CIL • monies in “provision, improvement, replacement, • operation or maintenance of infrastructure”. • It is RECOMMENDED that Members consider the • proposal at Appendix 1 and: • • a) Grants to BCP Council the sum of £25,000 • coming from the Community Infrastructure Levy • for the purposes of improving the footpath known • as the Ducking Stool Boardwalk so that it shall be • adopted by BCP Council as a highway • maintainable at public expense; • • b) That the grant shall be awarded under section • 50(2) of the Highways Act 1980 which permits the • council of a parish to undertake the maintenance • of any footpath within the parish whether or not 5 • any other person is under a duty to maintain the • footpath. This subsection also makes clear that • nothing in this part of the Act affects the duty of any other person to maintain such footpath. • • c) That the grant shall be for the one-off • • maintenance required to bring the footpath into an adoptable standard and on the basis that no • further commitment shall be provided by this • Council if such unforeseeable costs arise. • • d) That the Council shall not be liable for any • accidents or nuisances arising due to the • negligence or otherwise of BCP Council and/or its • contractors in performing the maintenance works. • The award of the grant being no acceptance of • liability for, or the duty to maintain the boardwalk. • • e) That the Council shall require notification of the • completion of the works and adoption of the • highway within 3 years of the date of this • resolution, failing which the Town Council shall be • at liberty to ask for the grant to be paid back to the Town Council. • • • • • 18. • Exempt Business • • • RECOMMENDATION: To consider passing a resolution • to exclude the press and public pursuant to the Public • Bodies (Admissions to Meetings) Act 1960 due to the • matter relating to the financial and business affairs of the • authority. • • • 19. CCLA Investment Management Limited - Public To Follow • Sector Deposit Fund (Exempt) • • • • • No other items of business can be considered unless the Chairman decides the matter is urgent for reasons that must be specified and recorded in the Minutes. 6 CHRISTCHURCH TOWN COUNCIL FULL COUNCIL Minutes of the Extraordinary Meeting held on 18 January 2021 at 6.00pm via Zoom conferencing facilities. Present:- Cllr Mrs L Dedman – Mayor Cllr Mrs S Bungey – Deputy Mayor Present: Cllr J Abbott, Cllr V Charrett, Cllr A E Coulton, Cllr Mrs F Cox, Cllr M Cox, Cllr S Fotheringham, Cllr C A Gardiner, Cllr W Grace, Cllr P Hilliard, Cllr G R Jarvis, Cllr D C Jones, Cllr T Lane, Cllr S J McCormack, Cllr F F T Neale and Cllr Mrs S Spittle. Also in Past Mayors, Cllr D Flagg, Mrs D Jones, Mrs P Jamieson, Mrs J attendance: Spencer and Michael Turvey. Officers Cllr Daniel Lucas, Town Clerk Present: Susan Roxby, Administrative Support Officer Members of the 4 Public present: Members of the None present. Press present: Declarations of Interest Councillors Jones, Neale and Spittle declared a non-pecuniary interest in Minute No.193 (Notice of Motion Received in Accordance with Procedural Rule No.9) as they were former Christchurch Borough Council Members and knew Mr Michael Turvey in his capacity of the former Town Clerk and Chief Executive of Christchurch Borough Council, and remained present for the discussion and voting thereon. Notice of Motion Received in Accordance with Procedural Rule No.9 In accordance with the Civic Handbook the Council was asked to consider the following Motion proposed by Councillor Jones, seconded by the Deputy Mayor, Cllr Mrs Bungey, and signed by the prerequisite number of Councillors.
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