Minutes of Meetings

Present:

Cllr Mrs F Reeve (Chairman)

Cllr J Lloyd

Cllr Mrs E J Beeson

Cllr Mrs B Malin

Cllr T Bowden

Cllr T Parsons

Cllr C Childs

Cllr Mrs E Silsbury

Cllr P Dredge

Cllr M Vincent

Cllr D Gray-Taylor

Cllr M Walker

Cllr A Khong

Cllr R Wilson

10/025

APOLOGIES:  Apologies were received from Cllr A Wright.  

10/026

MINUTES: The Minutes of the meeting of the Town Council held on 10 May 2010 (previously circulated) were received and adopted.

10/027

PLANNING AND INFRASTRUCTURE COMMITTEE:  The Minutes of the meeting held on 4 May 2010 (previously circulated) were received and adopted.

10/028

PARKS & OPEN SPACES COMMITTEE:  The Minutes of the meeting held on 18 May 2010 (previously circulated) were received and adopted including the recommendation to suspend Standing Order 43(b) to enable Cllr Wilson to continue as Committee Chairman for 2010/11. 

10/029

WATERMARK COMMITTEE:  The Minutes of the meeting held on 17 May 2010 (previously circulated) were received and adopted.

10/030

PERSONNEL COMMITTEE: The Minutes of the meeting held on 25 May 2010 (previously circulated) were received and adopted.  Cllr Mrs Beeson advised however that she had failed to mention Cllrs Khong, Childs and Gray-Taylor as wishing to also attend Chairmanship training.  It was RESOLVED that that the attendance of Cllrs Khong, Childs and Gray-Taylor on Chairmanship training be endorsed. 

10/031

EMERGENCY PLANNING GROUP: The notes of the meeting held on 27 April 2010 (previously circulated) were received and adopted.

10/032

TOWN MAYOR’S AND DEPUTY TOWN MAYOR’S INTERESTS: Consideration was given to a list of functions and activities attended by the Town Mayor and Deputy Mayor during the month of May 2010 (previously circulated). 

It was RESOLVED that this information be received and noted.

A short adjournment followed from 7.32pm to 7.45pm to allow questions, reports or representations from the District & County Councillors.

10/033

W  COMMITTEE MEMBERSHIP AND OUTSIDE INTERESTS: Consideration was given to information (previously circulated) on

on final committee membership and outside interest representation.

It was RESOLVED that the proposals for membership of committees and representation on outside interests be approved.  

10/034

SOUTH HAMS LOCAL DEVELOPMENT FRAMEWORK:  Consideration was given to a report from the Town Clerk (previously circulated) relating to the Development Plan Document for Ivybridge.

Cllr Wilson noted that provision needed to be made to help address the lack of hotel accommodation/bed spaces within the town.  He was also concerned that development on the eastern side of the town for homes and employment sites would inevitably exacerbate the already heavily congested and polluted Western Road access to the town.  Cllr Wilson concluded that it would be important to ensure that within any development adequate provision be made for green spaces. 

Cllr Dredge advised that he had not yet been able to establish exactly how much of the station car park the Prince’s Foundation proposal required. 

The Town Clerk noted that the DPD contained little detail and it was therefore important for a Master Plan to be drawn up for the town as soon as possible.  

It was RESOLVED that the content of the Town Clerk’s report and proposed response be approved including the:

• request to re-prioritise a second A38 eastern junction as “critical” as it was required for any development of the eastern edge of the town to prevent further air quality deterioration in Western Road
• area south of the A38 be renamed as Sports/Leisure Hub to facilitate the provision of a hotel
• need for a Masterplan, to incorporate all the necessary community infrastructure.

10/035

ACCOUNTS FOR 2009/10:  Consideration was given to the Accounts and supporting documentation (previously circulated).

It was RESOLVED that the –

• information in the Town Clerk’s report and supporting documentation be noted;
• Statement of Internal Control for 2009/10 and the Annual Governance Statement be approved;
• Accounts for 2009/10 be ratified for signature by the Mayor

The Town Mayor proposed a vote of thanks to Cllr P Dredge for his hard work in developing relevant governance documents.

10/036

SOUTH HAMS HOUSING MATTERS:  Consideration was given to extracts (previously circulated) from the South Hams District Council’s new Housing Strategy and to a letter regarding the Empty Homes Strategy from the Divisional Environmental Health Officer (also previously circulated).

It   It was RESOLVED that this information be received and noted.

10/037

POLICING MATTERS:  Consideration was given to a letter from Inspector Chivers and a consultation document (both previously circulated) regarding station front office opening hours. 

Cllr Wilson noted that the Ivybridge Constabulary ought to have a more informed idea of priority times for the station front desk than could be expected of a lay person.  The Town Clerk advised that there was to be a review of all public assets within towns and the possibility of sharing assets between public sector bodies would undoubtedly be explored. 

It was RESOLVED that a response be sent to this consultation advising that the Town Council would defer to the local Constabulary’s superior knowledge of priority times for personal visits from users within the town and hinterland.

10/038

PCSOs FOR IVYBRIDGE:  Consideration was given to the letter (previously circulated) sent on behalf of the Policing Matters Group in respect of the loss of PCSO support in the town after July 2010.

Cllr Parsons noted that the employer had funding for these 2 posts, the employees’ departure was not the result of a cut-back.  Cllr Wilson added that since the employer had known about the departure of the 2 current PCSOs for some time it should therefore have had time to organise suitable replacements.  Cllr Dredge advised, however, that generally the Police Force was losing funding support at the same time as being expected to take on additional work within the Justice system. 

It was RESOLVED that a further letter be sent reinforcing the need for urgent replacements, particularly over the critical summer period.

10/039

TERMS OF REFERENCE FOR COUNCIL:  Consideration was given to the existing terms of reference (previously circulated) for Council.  Cllr Mrs Beeson requested an amendment to enable the Personnel Committee to authorise Member attendance on training courses, seminars and conferences subject to subsequent ratification by the Council.  

It was RESOLVED that –

• the amendment proposed by Cllr Mrs Beeson be adopted;
• Cllr Dredge would take on an overview of all proposed amendments to Council and Committee Terms of Reference;
• all revised Terms of Reference be brought to Council in September, with the Standing Orders.

10/040

PROGRESS AND INFORMATION: Consideration was given to a report (previously circulated) updating Members on a variety of matters. 

It was RESOLVED that that information be received and noted.

CONFIDENTIAL SESSION

It was then Resolved that because of the confidential or special nature of the business about to be transacted, it was advisable in the public interest, that the public and the press be excluded and they were instructed to withdraw.

10/041

HEALTH PROPOSALS FOR IVYBRIDGE: Consideration was given to a report (previously circulated) concerning the development of health facilities in Ivybridge in conjunction with the Town Council.  There was recognition that the proposal would be an emotive issue for people living near the site but having heard from the GPs earlier in the evening the potential benefits for the whole community it was appropriate to consider making a commitment to explore whether the advantages of improved health services could be achieved.

Members’ points were noted as follows –

• the importance of publicising the benefits of the scheme effectively and to have designs and supporting information available for the public to view as soon as possible; the Town Clerk advised that a joint public open meeting was planned between the Town Council and the Health Centre;
• to explore the possibility of applying a covenant to the portion of the site in question so that it could only be used specifically for Health purposes in future;
• the desirability of having a buy-back option should the Health Centre wish to vacate the site at a future date;
• the importance of having an attractive design with good “eco” credentials;
• the need to retain as much green space on the MacAndrew’s Field site as possible plus ensuring a legal arrangement was established for access to the site after surgery hours – for example to enable youngsters to use the hardsurface area for football, basketball etc;
• the likelihood of substitute green spaces being incorporated in the proposals for housing and employment land development on the eastern side of the town (as part of the SHDC Development Plan Document for Ivybridge);
• consideration needed to be given as to whether the land should be sold on a freehold or leasehold basis;
• land already having obtained Planning Permission would command a higher market value.

It was RESOLVED unanimously that the Town Clerk be authorised to proceed as per items (i), (ii) and (iii) of her report subject to the above observations.