2020

Town Council MeetingTuesday, 1 September 2020

Virtual meeting via Zoom at 6.00pmJoin Zoom Meeting https://us02web.zoom.us/j/85320030922?pwd=cTk2RGNQQnNVZ2pkZndvTU94WEJPZz09

Meeting ID: 853 2003 0922 Passcode: 419637 One tap mobile +442034815240,,85320030922#,,,,,,0#,,419637# United Kingdom +442039017895,,

Meeting ID: 853 2003 0922 Passcode: 419637

Cllr Robert PhippsTown Mayor

A.McKenzieLocum Clerk

TeignmouthTown Council

Bitton HouseTeignmouth

26 August 2020

To the Chairman and Members of the Teignmouth Town Council

You are hereby summoned to a virtual meeting via Zoom of the Town Council to be held on Tuesday, 1 September 2020 at 6.00pm to transact the business as specified in the Agenda below.

Please note; Under the Openness of Local Government Bodies Regulation 2014, this meeting has been advertised as a public meeting and as such could be filmed or recorded by broadcasters, the media or members of the public.

The public are welcomed at Teignmouth Town Council meetings. Members of the public are invited to ask questions or raise issues relevant to the work of the Town Council. 15 minutes is set aside for public participation and individual speakers are restricted to 3 minutes. Public participation is not part of the formal business of the Town Council however, a note will be made of matters raised and recorded within the minutes of the meeting.

Members of the public wishing to speak are to submit questions or statements in writing to the Town Clerk no less than 3 days before the date of the meeting.

R. PhippsTown Mayor

A G E N D A

Council not in formal session

For Councillors and Members of the PublicPrior to the commencement of the Full Council meeting, for those who wish to do so, there will be a short period of reflection or prayer given by the appointed Mayoral Chaplain to which all are invited

Questions and Statements Public TimeIn accordance with Standing Order No. 1e, the Town Mayor will invite members of the public present to ask questions or make statements.

Police ReportTo receive a report from our local Policing team.

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County Councillor ReportsTo receive reports from our Devon County Councillors.

District Councillor ReportsTo receive reports from our Teignbridge District Councillors.

Town Councillor ReportsTo receive reports from Town Councillors

Reports from Outside Bodies To hear reports from any outside bodies including those of which the member is the Town Council nominated representative.

Presentations from Outside Bodies

Council in formal session – Part 1

1 Use of Mobile PhonesIn accordance with Minute 30, mobile phones be limited to personal use only (in case of emergencies) and in which case the Councillor is to leave the room to respond. Mobile phones are to be switched to silent during the meeting to avoid disruption.

2 The Freedom of Information Act 2000Deems that all information held by this Council should be freely available to the public unless it falls under one of 23 exemptions.

3 Apologies for AbsenceMembers are reminded that they have a duty to notify the Town Clerk that they will be absence from a Town Council meeting

4 Declarations of Interest and Consider Requests for Dispensation(s)Members are reminded that they are to declare any interest in the items to be transacted and that the timescale to alter stated interests with the Districts Monitoring Officer is 28 days.

Under the Code of Conduct, Councillors with a registerable interest must leave the room for the duration of consideration of the item to which the interest relates. Those with ‘other’ interest must apply the tests as set out in the Code of conduct as to whether there are circumstances that might enable them to remain.

A request for a dispensation is to be made to the Town Clerk, no less than 5 working days before Council meetings.  The Council may grant a member(s) a dispensation(s) to participate in a discussion and vote on a matter at a meeting even if he/she has an interest.

5 Locum Clerk’s report

6 Business (if any) especially brought forward by the Mayor

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7 Mayor’s Announcements

Items requiring Approval

8 To receive, approve as a correct record and sign the Minutes of the Town Council meeting held on 21 July 2020 – Cllr. R. Phipps

9 To receive, approve as a correct record and sign the Minutes of the Extraordinary Town Council meeting held on 20 August 2020 – Cllr. R. Phipps

10 Opening the Upper Den Carriageway – To receive a report and support opening the carriageway all year round – Cllr Palmer

11 Mary Risdon Charity, re-appointment of Trustees – To receive a report and approve the re-nomination of Trustees – Cllr Russell

12 HarFest event – To receive a report and consider approval of additional budget to have extra entertainment – Cllr Russell

13 Air Quality, Bitton Park Road – To receive a verbal update and to agree a date to invite Teignbridge representatives to update on air quality action and management – Cllr Atkins

14 NHS Devon Clinical Commissioning Group (CCG) – To receive an update and to welcome proposals and to agree a date to invite representatives to attend a meeting – Cllrs Ash and Atkins

15 Schedule of PaymentsTo receive and approve the monthly accounts as presented for July 2020. Please note – hard copy invoices are freely available in the office for Cllrs to view on a one-one (social distancing). Please make an appointment with the Clerk’s office.

16 Data Protection Act 2018Precludes this authority from publishing the names, addresses or other private information of individuals unless written permission is given by the individual for such details to be made public.Therefore, where necessary, personal details have been removed from the papers attached to ensure that information held is available, but individuals are protected.

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MINUTES OF THE TOWN COUNCIL MEETING HELD VIRTUALLY VIA ZOOM AND LIVE STREAMED ON YOUTUBE ON TUESDAY, 21 JULY 2020 AT 6.03PM

Present: Cllr. R. Phipps – Town MayorCllr. P. Williams – Deputy Town MayorCllr. R. AshCllr. J. AtkinsCllr. D. Cox (joined at 6.20pm)Cllr. A. Eden (joined at minute no. 63)Cllr. A. Henderson (joined at 6.20pm)Cllr. J. OrmeCllr. I. PalmerCllr. E.S. Russell

In attendance: Ms. T. Higgs – Town ClerkMiss. A. Winston – PA to the MayorMembers of the Public

COUNCIL NOT IN FORMAL SESSION

For Councillors and Members of the Public

The Mayor asked everyone to give a moment’s thought for NHS staff and those who have lost their lives due to the coronavirus.

Questions and Statements Public Time

The Mayor invited a member of the public to speak. The local resident who is also Chairman of the Teignmouth Chamber of Trade and Commerce informed Councillors of regular meetings with the local MP who is very interested to know the state of high streets due to the impact of the coronavirus. He said he had fed back that there are currently 12 empty shops, the town has recently lost Greggs and Fulfords, four pubs have not yet re-opened and about 60% of traders have said footfall is lighter than expected for this time of year. He added that it is also partly due to anti-social behaviour and gave several examples of issues. The Mayor thanked the resident and said his comments were duly noted.

Police Report

There was none.

County Councillor Report

Cllr Russell presented Cllr Clatworthy’s report as he was absent from the meeting:

a) At the July Cabinet the 19/20 Revenue Budget Out-turn indicated an underspend of £33k with the overspends in Adult and Children Services of £6.2 and £6 million respectively being covered by not making contributions to

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the Budget Management and Transformation Budgets. The overspend of £19-8 million on SEND pupils being carried as a negative reserve as instructed by government

b) At the Devon Rail Forum it was reported that GWR reported a fall in passengers of 90%, Cross Country reported that with social distancing the capacity on their trains was 54 passengers and the Exmouth to Paignton Service is now back to half hourly

c) With regard to the works by Network Rail in Dawlish I ask that any support for the outstanding application by Network Rail for the section between the Colonnades and the Coastguards Breakwaters will be very welcome because the scheme marries up well with the current works and it provides long term security to the vital rail artery, improvements for passengers including two lifts, enhanced public realm facilities which will benefit tourists

d) This year I have supported a dozen grants from the Locality Budget.

Cllr Russell’s report:Stover Country ParkStover Country Park bid for £3.5m was successful.  £340k available immediately for the development stage over the next two years until March 2022.  The Delivery Stage (2022 to 2025) will cover a multitude of items within the park including the restoration of key structures such as the old stables, ornamental lake and the granite gatehouse together with the expansion and creation of new walking and access routes.

Dawlish Sea wall-updateAll 144 recurve panels are now on top of the sea wall and Network Rail (NR) are installing the panels between the railway and the footpath to make it safe. All heavy engineering work will cease for the school summer holidays. So, with work being substantially complete, the wall and beach will reopen for public use from Friday 24th July. NR will continue to do minor works overnight when people are not around. When work starts again in September it will be to finish the project off – laying a new top for the pedestrian walkway, installing benches and lighting. Illustrations and more information can be seen on the Network Rail website.

Waste Disposal and RecyclingThe Brunel Road Household Waste Recycling Centre has been very busy since re-opening after the lockdown restrictions were eased. The high demand leads to sporadic queueing from the site into the industrial estate, causing inconvenience to residents in the queue and local businesses on the estate as well as impacting on the Teignbridge recycling depot. This is the only HWRC site in Devon still having significant queuing issues. It is thought that part of this high demand may be coming from Torbay residents who cannot access the Torbay HWRC in Paignton. Torbay residents have to book to use the Torbay facility and it is understood that this has significantly reduced its capacity by around a half. In addition, currently the site is no longer open at weekends, except for Keyworkers on Saturday mornings. As such, it appears that demand in Torbay is not being met and its residents are looking for alternative solutions.In 2014, DCC took the difficult decision to exclude Torbay residents from the Brunel Road site as it was costing the County Council around £190,000 per year at the time which could no longer be sustained. Torbay Council was invited to contribute towards costs at the time but declined. Generally, the exclusion of Torbay residents at the

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Brunel Road facility was implemented with signage on site and checks of users postcodes by the site security officer. However, it is suspected that many people are now providing false details to gain access.DCC intends to require all residents to present a driving licence, passport, council tax bill or utility bill to a member of the gate staff before entry which shows proof of address. This is planned to be introduced from Monday July 27th. The intention is that after a settling in period only TDC residents showing proof of residency will be granted access. It is hoped that this will reduce pressure on the site from Torbay residents and reduce queues to the benefit of TDC residents.

District Councillor Reports

There were none.

Town Councillor Reports

Cllr Atkins – there has been engagement with schools regarding the Neighbourhood Plan which is very positive. The next consultation is scheduled for the end of this year / early next year.

Cllr Orme – had received a reply from Highways regarding the request to reduce the speed limit in certain areas to 20mph. It stated that certain criteria need to be met and a funding source identified. A trial will be taking place in Newton Abbot and results of this are required before taking any further action.

Reports from Outside Bodies

There were none.

COUNCIL IN FORMAL SESSION – PART I

46. USE OF MOBILE PHONES

In accordance with Minute 30, mobile phones be limited to personal use only (in case of emergencies) and in which case the Councillor is to leave the room to respond. Mobile phones are to be switched to silent during the meeting to avoid disruption.

47. THE FREEDOM OF INFORMATION ACT 2000

Deems that all information held by this Council should be freely available to the public unless it falls under one of 23 exemptions.

48. APOLOGIES FOR ABSENCE

Cllr. D. Matthews

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49. DECLARATIONS OF INTEREST AND CONSIDER REQUESTS FOR DISPENSATION(S)

Members are reminded that they are to declare any interest in the items to be transacted and that the timescale to alter stated interests with the Districts Monitoring Officer is 28 days.Under the Code of Conduct, Councillors with a registerable interest must leave the room for the duration of consideration of the item to which the interest relates. Those with ‘other’ interest must apply the tests as set out in the Code of conduct as to whether or not there are circumstances that might enable them to remain.A request for a dispensation is to be made to the Town Clerk, no less than 5 working days before Council meetings.  The Council may grant a member(s) a dispensation(s) to participate in a discussion and vote on a matter at a meeting even if he/she has an interest.

Cllr Palmer declared an interest in minute no. 61 as he is a Trustee of the Teignmouth Beach Life Saving Club.

50. TOWN CLERK’S REPORT

a) Citizens Advice Teignbridge have received a grant of £4,000 from the town council and their quarter 1 report has been circulated to members.

b) Teignbridge District Council have received a sum of money from the high street fund. However, there is strict criteria and the town council has not submitted an application.

c) Money has been allocated from the Crime Commissioner’s Office to deal with anti-social behaviour and there will be street marshals in Teignmouth to patrol the seafront, town centre and Bitton Park.

d) Staff are gradually returning to the office which is covid-19 secure.

51. BUSINESS (IF ANY) ESPECIALLY BROUGHT FORWARD BY THE MAYOR

The Mayor conveyed gratitude to the Town Clerk who will soon be leaving her post, he said she has been a wonderful asset to the council and town and wished her well.

52. MAYOR’S ANNOUNCEMENTS

There were none.

Items requiring Approval

53. TO RECEIVE, APPROVE AS A CORRECT RECORD AND SIGN THE MINUTES OF THE TOWN COUNCIL MEETING HELD ON 23 JUNE 2020

Cllr Cox proposed to approve the Minutes as presented, seconded by Cllr Atkins and unanimously agreed.

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54. WEBSITE ACCESSIBILITY

The PA to the Mayor presented the report which outlined where we are, and actions being taken to ensure compliance by 23 September 2020.

55. FIREWORKS DISPLAY

Cllr Ash presented the report and proposal to postpone the display to 2021. Councillors discussed the item.

Cllr Palmer proposed to postpone the event to 2021, seconded by Cllr Russell and unanimously agreed.

56. RECYCLED ART WORKSHOPS

The Clerk presented the grant application which had been received from Teignmouth Recycled Art In Landscape to fund three weeks of recycled art workshops.

Cllr Williams proposed to approve the grant of £1,400, seconded by Cllr Orme and unanimously agreed.

57. PLANNING COMMITTEE

Cllr Ash presented the minutes of the meeting held on 24 June 2020.

Cllr Ash proposed to adopt the minutes as presented, seconded by Cllr Palmer and unanimously agreed. Noted, Cllr Russell did not vote as she sits on the Planning Committee at Teignbridge District Council.

58. QUARTER 1 BUDGET AND MONITORING

The Clerk presented the Quarter 1 report which covers the period April to June 2020 which was noted.

59. SELECTION OF AN APPEALS AND GRIEVANCE HEARING PANEL

Cllr Williams presented the report and invited three Councillors to join the panel with two reserve Councillors.

Councillors Palmer, Phipps and Henderson put themselves forward. Cllr Orme will be a reserve unless there is a conflict of interest as she is related to an Officer.

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60. RE-LOCATION OF CCTV CONTROL ROOM/BITTON HOUSE

The Clerk requested that the item is deferred.

Cllr Orme proposed to defer the item, seconded by Cllr Atkins and unanimously agreed.

61. TRANSFER PUBLIC CONVENIENCES

The Project and Facilities Manager presented the report and said circa £30,000 is needed for architects and legal fees to proceed to the next step if the council agrees to pursue the transfer.

Councillors discussed the item and asked questions.

Cllr Orme proposed to continue with the transfer of the facilities from Teignbridge District Council, seconded by Cllr Williams and agreed by majority. Noted, Cllr Palmer abstained due to his declared interest.

62. TEIGNMOUTH TOWN ENFORCEMENT

Cllr Henderson presented the report and recommendation to engage a private civil enforcement company for a three-month trial period to issue fixed penalty notices for dog fouling and littering.Councillors discussed the item and the Mayor asked for assurances as to the amount of time that will be spent by the company.

Cllr Palmer proposed to engage the private enforcement company on a three-month trial, seconded by Cllr Orme and agreed by majority. Noted, Cllr Williams abstained.

63. PREMIER INN DEVELOPMENT

Cllr Ash presented the report and recommendation that the town council requires a revised plan which preserves the pedestrian access between Brunswick Street and Northumberland Place.

Councillors discussed the item and Cllr Atkins proposed an additional request that parking is looked at again as spaces will be lost due to the development.

Cllr Orme proposed to request a revised plan which preserves the pedestrian access (a), seconded by Cllr Palmer and agreed by majority. Noted, Cllrs Eden, Phipps, Russell and Williams abstained.

Cllr Atkins suggested an amendment to include a review of parking provision (b). Cllr Palmer proposed to include the amendment, seconded by Cllr Atkins and agreed by majority. Noted, Cllrs Eden, Phipps, Russell and Williams abstained.

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Councillors voted to approve the original proposal with the amendment – Cllr Orme proposed (a) and (b) combined, seconded by Cllr Atkins and agreed by majority. Noted, Cllrs Eden, Phipps, Russell and Williams abstained.

64. SCHEDULE OF PAYMENTS

The receipts and payments and bank reconciliation for June 2020 had been circulated to Councillors.

Cllr Palmer proposed to approve the accounts as presented, seconded by Cllr Williams and unanimously agreed.

65. DATA PROTECTION ACT 2018

Precludes this authority from publishing the names, addresses or other private information of individuals unless written permission is given by the individual for such details to be made public.Therefore, where necessary, personal details have been removed from the papers attached to ensure that information held is available, but individuals are protected.

The Mayor conveyed a final thank you to the departing Town Clerk and Councillors gave her a round of applause.

The meeting closed at 8.21pm.

...........................................................COUNCILLOR R PHIPPS

TOWN MAYOR

Bitton House, Teignmouth22 July 2020

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MINUTES OF THE EXTRAORDINARY TOWN COUNCIL MEETING HELD VIRTUALLY VIA ZOOM ON THURSDAY, 20TH AUGUST 2020 AT 6.00PM

Present: Cllr. R. Phipps – Town MayorCllr. P. Williams – Deputy Town MayorCllr. R. AshCllr. J. AtkinsCllr. A. Henderson Cllr. J. OrmeCllr. I. Palmer

In attendance: Mr. K. Orme – Finance & Administration Officer

COUNCIL NOT IN FORMAL SESSION

Questions and Statements Public Time

There were none.

COUNCIL IN FORMAL SESSION – PART I

66. USE OF MOBILE PHONES

In accordance with Minute 30, mobile phones be limited to personal use only (in case of emergencies) and in which case the Councillor is to leave the room to respond. Mobile phones are to be switched to silent during the meeting to avoid disruption.

67. THE FREEDOM OF INFORMATION ACT 2000

Deems that all information held by this Council should be freely available to the public unless it falls under one of 23 exemptions.

68. APOLOGIES FOR ABSENCE

Cllr Russell

69. DECLARATIONS OF INTEREST AND CONSIDER REQUESTS FOR DISPENSATION(S)

Members are reminded that they are to declare any interest in the items to be transacted and that the timescale to alter stated interests with the Districts Monitoring Officer is 28 days.Under the Code of Conduct, Councillors with a registerable interest must leave the room for the duration of consideration of the item to which the interest relates. Those

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with ‘other’ interest must apply the tests as set out in the Code of conduct as to whether or not there are circumstances that might enable them to remain.A request for a dispensation is to be made to the Town Clerk, no less than 5 working days before Council meetings.  The Council may grant a member(s) a dispensation(s) to participate in a discussion and vote on a matter at a meeting even if he/she has an interest.

There were none.

70. BUSINESS (IF ANY) ESPECIALLY BROUGHT FORWARD BY THE MAYOR

There was none.

Items requiring Approval

71. PART II

AGREED

Cllr Palmer proposed that in view of the confidential nature of the business to be transacted viz; information where public disclosure at this time may be prejudicial to the good business of the Council, it is in the public interest that they be temporarily excluded and they are instructed to withdraw in accordance with Standing Order 1 d.Cllr Orme Seconded and this was agreed unanimously.

72. TO APPROVE THE DECISION OF THE HUMAN RESOURCES COMMITTEE TO APPROVE THE APPOINTMENT OF A NEW TOWN CLERK

Cllr Williams explained the Human Resources Committee recommendation to offer the position of Town Clerk to Tracy Rowe, and that members should expect, if all proceeds smoothly, a start date of the 1st of October 2020.

AGREED

Cllr Palmer proposed, Cllr Atkins seconded and it was agreed unanimously that the position of Town Clerk be offered to Tracy Rowe.

Cllr Williams explained to members that the letter of offer would now be formulated by himself as chairman of HR, in conjunction with South West Councils.

Cllr Ash proposed a vote of thanks to the interview board and this unanimously agreed.

73. DATA PROTECTION ACT 2018

Precludes this authority from publishing the names, addresses or other private information of individuals unless written permission is given by the individual for such details to be made public.

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Therefore, where necessary, personal details have been removed from the papers attached to ensure that information held is available, but individuals are protected.

The Mayor conveyed a final thank you to the departing Town Clerk and Councillors gave her a round of applause.

The meeting closed at 6.12pm.

...........................................................COUNCILLOR R PHIPPS

TOWN MAYOR

Bitton House, Teignmouth21st August 2020

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