Agenda and minutes

To receive, note and where requested, approve the reasons for apologies for absence.

An apology for absence was received from Councillor Hardy.

Resolved that the apology be noted.

There was no Part II.

To declare any disclosable interests relating to the forthcoming items of business (if any).

There were no declarations of interest.

To receive and consider requests for dispensation (if any).

There were no dispensations.

To approve, sign and adopt the minutes of the Town Council meeting held on 13 September 2023.

Members considered the minutes of the Town Council meeting held on 13 September 2023.

Resolved that the minutes of the Town Council meeting held on 13 September be approved and signed as a correct and accurate record.

To receive the Minutes of the following Committee(s) for adoption (if any) – Members are requested to refer to the Town Council’s website to view said Minutes:

·         Civic Amenities Committee – 19 July 2023

·         HR Committee – 4 September, 21 September 2023

·         Emergency & Strategy Committee – 20 June 2023

·         Events Committee – 11 July 2023

·         Finance & General Purposes Committee – 20 July 2023

·         Manor House & Riverside Centre Committee – 12 July 2023

·         Planning Committee – 24 August 2023

Resolved that the minutes set out below, approved by the relevant Committee and signed by the Chairman as a correct record of that meeting, be adopted:

•        Civic Amenities Committee – 19 July 2023

•        HR Committee – 4 September, 21 September 2023

•        Emergency & Strategy Committee – 20 June 2023

•        Finance & General Purposes Committee – 20 July 2023

•        Manor House & Riverside Centre Committee – 12 July 2023

•        Planning Committee – 24 August 2023

At this juncture the Mayor permitted the Treasurer of Dawlish Bowling Club to address the Council.

Standing Orders were suspended at 19:07 to enable the Treasurer to address the meeting.

The Treasurer made reference to the current lease expiring, and the offer of a new full repairing lease from the landlord.  The clubhouse required maintenance works at a cost of approximately £25,000.  Teignbridge District Council as the landlord would undertake the course of the repair works over the next 15-year period.  Entering a new lease on the current arrangement would require the bowling club to fund the works required.

During discussions, it was suggested that:

·         the bowls club present counter proposals to the landlord,

·         apply for grant funding opportunities for the maintenance of the building.

Standing Orders were reinstated at 19:28.

Councillor Wrigley declared an Appendix B interest by virtue of his position as Leader of Teignbridge District Council.  He would not take part in the discussion or vote.

Following discussion, it was

Resolved that the Town Council writes to Teignbridge District Council seeking clarification on the points raised, copied to the relevant Portfolio Holder, and Leader of the Council.

To receive any updates from the Town Clerk (if any).

Town Council staff returned to the office on Monday, 18 September following a period just shy of four months working from home following structural issues in the Town Clerk’s office and dry-rot remedial works to rooms 4A and B above.  Works are beginning to near completion in the rooms above with final painting and decorating being undertaken, and carpet swatches being sent through.

The listed building consent application to remove the canopy above the footpath indefinitely to enable external dry-rot remedial works was validated by Teignbridge on 13 July and was noted by the Town Council’s Planning Committee on 24 August however, we have heard nothing further to date.

Separately, the listed building consent application for the replacement conservatory at the Manor House was submitted on 19 April and validated by Teignbridge on 27 April.  We have had no further update to date.

Interviews for the Administration Officer’s role will be held on Tuesday, 17 October.  Temporary admin support has been sought from the previous Administrative Support Assistant who recently undertook a temporary 6-month post of in the first half of the year.  They will be working with us 10 a.m. to 4 p.m. Thursdays, and Fridays until such time as a permanent appointment is made and in post.  This will be a front of house service, receiving calls, responding to emails, signposting, and assisting in general administration until the permanent position is recruited to.

On 27 October, together with the Deputy Mayor, I attended the Devon Association of Local Council’s AGM at Exeter Racecourse.  This 10 a.m. to 4 p.m. event comprised representatives of affiliated Council’s across Devon with more than 180 attendees. Morning sessions included the AGM itself, a key-note speech by Dr Jonathan Owen, Chief Executive of the National Association of Local Councils, before hearing from the Town Clerk at Seaton Town Council, and Parish Clerk to Broadclyst Parish Council who shared their experiences of working collaboratively with partners to deliver for their communities. 

Lunch time was an opportunity to network with Clerk and Councillor colleagues, speak with exhibitors, and visit the Team Devon zone where representatives from all of Devon’s districts were in attendance to take back matters of concern or pointers to improve relations between towns and parishes, and principal authorities.

In the afternoon we heard from Councillor John Hart, and Donna Manson, Leader and Chief Executive respectively of Devon County Council, with a final presentation from Chris Snow on behalf of the Devon Lord Lieutenant’s Office.  The afternoon concluded with workshops with me attending the ‘Tools and approaches for communicating and engaging with communities’, and the Deputy Mayor attending ‘Turning listening into action’.

Between 10 and 12 October I will be attending the national conference of the Society of Local Council Clerks at Hinckley Island near Leicester.  This year’s conference will focus on:

•               Tips to maximise the Council’s influence and impact on the planning system,

•        How the progress of AI will impact our communities,

•        Building relationships with MPs and link with  ...  view the full minutes text for item 92.

To receive the Town Mayor’s announcements (if any).

The reported on her previous months’ engagements as follows:

·         3rd Dawlish bike and trike show and raising the Merchant Navy Day flag

·         6th introductory meeting with Claremont Manor

·         8th launch walking festival, raise the emergency services flag

·         10th Civic Service

·         12th Events Committee

·         13th Full Town Council

·         14th childcare crisis meeting

·         16th Dawlish Lawn Tennis prizegiving

·         17th Flood response

·         18th Flood walk and debrief

·         19th Emergency and Strategy Committee meeting

·         20th Civic Amenities Committee meeting

·         21st Dawlish Twinning Association AGM

·         22nd Site visit skatepark

·         24th Dawlish Loves Dogs Show

·         28th Residents meeting followed by last few minutes of F&GP

Continuing-

o          Care home visits

o          Communication regarding flood

o          Housing crises for several families/individuals

o          Prompting to get working groups meeting

o          Prep for history evening event 13th October which has sold out

o          Planning for Christmas event and Mayoral evening in March

o          Bridge repair/replacement in Manor Gardens

o          Meeting with new school councils

o          Attempting joint working with DCC on childcare crisis

To urgently consider:

I have been approached by a headteacher of a parish school who (along with other local education leaders) has grave concerns for the increase in antisocial behaviour in our area. They are requesting the Council’s help to have a meaningful and proactive conversation with stakeholders (schools, police, ASB team at TDC). Along with this vast increase in significant ASB they also are identifying more and more children at risk of exploitation by county lines, etc. I would be happy to convene and chair a meeting to get the discussion going if instructed to do so by Council.

Resolved that the report be noted, and that the Town Clerk

To consider a report of the Town Clerk, and Events, Projects & Tourism Officer regarding the current situation of the Brook Decorative Lights (and Brook in general), and options available to Members.

The Town Council considered the previously circulated report in relation to remedial works for the Brook decorative lighting following the flash flooding event in September.

Since the publication of the report, an initial quotation had been received of approximately £30,000 to replace on a like-for-like basis, however this did not include installation.  Options within the report including reinstating like-for-like or using the opportunity to design better and mitigating the potential for similar events happening in the future.

During discussion, Councillor Wrigley declared an appendix B interest by virtue of being Leader of Teignbridge District Council.  It was suggested that officers of Teignbridge District Council, the relevant Portfolio Holders, and Leader be invited to walk along the Brook to examine the issues regards silt and stone debris and works that can be undertaken in the interim, and to include the culvert gate a Tuck’s Plot.

Resolved that

(a)    Undertake a tender exercise for the complete redesign of the Brook Lights, including design, type, height (note higher lights have less visual effect on the water), and re-siting or raising of accompanying power cables and cabinets to avoid the risk of future flooding; and

(b)   In the interim, to remove stringing lighting now, check catenary (steel) wires and take down for potential re-use.  Aim to restore flood lighting along Brunswick Place.  Communication with the public going forward.

Town Council is requested to agree the alternative location for a third service and checking options, the provisional dates put forward, and the waste streams required at each site.

Members considered the previously circulated agenda report in relation to the rural skip service.

Resolved that

(a)    The alternative location for a third service be approved (Coronation Avenue Car Park) and ID checking at all sites,

(b)   The provisional dates put forward by the contractor be approved; and

(c)    the waste stream options being delivered at each site be delegated to Town Council officers, subject to mixed LDA/SAA being provided at every site.

To receive a report from the County Councillor (if any).

Councillor Wrigley report that:

·         He expressed his thanks to officers from both Devon, Teignbridge, and Dawlish Councils in the moment following September’s flood event;

·         There appeared to be some movement regards Teignmouth Hospital; the Health and Wellbeing Hub within Teignmouth town was progressing slowly with a stakeholders meeting take place yesterday.  Redevelopment was not as easy due to the adaptations required.  Referral to the Secretary of State would now be considered by Devon County’s Health and Adult Care Scrutiny Committee in November, and

·         He continued to push for the Dawlish Minor Injuries Unit to be reopened.

Councillor Heath reported the road was dipping along the A379 near to East Cliff Road when coming from Exeter; Councillor Wrigley advised he would make enquiries.

Resolved that the report be noted.

To receive reports of District Councillors (if any).

Councillor Wrigley

Councillor Wrigley advised that Teignbridge District Council’s Executive had agreed to recommend a care leavers council tax exemption.  This would be considered by the Full Council later in October.

Councillor Foden

Councillor Foden advised that she had undertaken an accessibility survey around the town yesterday and was currently writing the report which would be shared with officers in due course.

She had organised workshops provided by the South West Cybercrime Police Unit; one on the morning of 3 November at the Manor House at 11.30 a.m., with the second in the afternoon at the Strand Centre at 3 p.m. with an afternoon tea being made available.  These were free to attend.

Councillor Dawson

Councillor Dawson submitted that she was seeking resolution regards the closed footbridge in the Manor Gardens and was in the process of arranging a meeting with relevant officers to take this forward.

Resolved that the reports be noted.

To receive reports of Town Councillors (if any).

Councillor Heywood

Councillor Heywood advised that she had attended the car show at Lady’s Mile on 24 September, and the Dawlish Loves Dogs dog show.  All events very well organised and offered her thanks to those involved. 

She had also attended a meeting of the Exe Estuary Management Partnership and was looking to make enquiries for holding its next meeting in March at the Manor House in Dawlish.

Councillor Dawson

Councillor Dawson reminded Members of the volunteer sign-up meeting tomorrow, 5-6 p.m.

Resolved that the updates be noted.