Agenda and draft minutes

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

Apologies for absence were received from Councillors Hardy, Mayne, and Petherick.

Resolved that the apologies for absence be noted.

Resolved that the agenda between Parts I and II be agreed to.

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 6 March 2024.

Members considered the minutes of the Town Council meeting held on 6 March 2024.

Resolved that the minutes of the Town Council meeting held on 6 March 2024 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 - 17 January 2024

•          Emergency & Strategy Committee - 19 September 2023

•          Events Committee - 16 January 2024

•          Finance & General Purposes Committee - 21 February 2024

•          HR Committee - 14 December 2023

•          Manor House & Riverside Centre Committee - 12 February 2024

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

•          Civic Amenities Committee - 17 January 2024

•          Emergency & Strategy Committee - 19 September 2023

•          Events Committee - 16 January 2024

•          Finance & General Purposes Committee - 21 February 2024

•          HR Committee - 14 December 2023

•          Manor House & Riverside Centre Committee - 12 February 2024

Depending on the outcome of the Events Committee meeting scheduled for 26 March 2024, to consider a potential event to be held in summer 2025 and resolve appropriate action.

At this juncture, the Mayor advised she would take agenda item 14 so as not to keep members of the public waiting.

The Events, Projects & Tourism Officer introduced the item advising that the Council’s Events Committee had considered the possibility of supporting a cycling event in Dawlish in 2025.  There had been a positive reaction the proposal at the committee, not least due to the national prominence of such an event, but by other community group events such as Turn the Tide which could be hosted alongside.  The event had already received a level of sponsorship.  The Town Council could host an event alongside; any agreement would require permissions from Teignbridge District Council (for the Lawn) and Devon County Council (for highway road closures).  A contribution from the Town Council would be to support infrastructure costs. 

At this juncture, Standing Orders were suspended at 19:15 to enable representatives of the British Cycling Association to address the meeting.

The representatives attending the meeting advised that:

·         The event was part of a national circuit series which saw men, and woman (including Olympians) taking part,

·         The proposal was for a town centre race approximately 2 miles in length.  It was a good spectator sport and good for the public.  The event would raise the profile of tourism and green credentials,

·         Costs associated with the event included prize money (provided by BCA at £2K per winner), but predominantly infrastructure.  Any contribution from the Town Council would go towards barriers, road closures and diversions.

·         There would be event organisers to help run the event, with accredited marshalled crossing points and fully risk assessed,

·         Races were typically held in June or July and comprised of 16-18 riders per race,

·         Talks were being held to host a shuttlebus service and it was hoped that other events could coincide with race day, such as bike workshops, and

·         The contribution being sought from the Town Council was £10,000.

The Mayor thanked the representatives for attending and presenting their proposals.

At this juncture, Standing Orders were resumed at 19:34.

During discussion, the Town Clerk advised Members that as no budget provision in the current financial year had been given, Members could resolve to use general reserves if funding was required in 2024/25, or, Members could look to include a budget line in the 2025/26 budget proposals in the autumn, with approval in January 2025.

Resolved that the Town Council supports the event with a contribution of £10,000 to be made either from general reserves if required in the 2024/25 financial year, or as part of the budget proposals for the 2025/26 financial year.

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

The Town Clerk advised that following the Town Council meeting held on 6 March 2024 and the request to Teignbridge District Council to review safety arrangements of the sea wall at Beach, and Coryton Cove that stainless steel railings were in storage for installation at these locations but would require additional fabrications.  They were a slightly different design but would providing guarding to the edge of the wall.  A formal response would be received in due course.

Resolved that the update be noted.

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

Mayor’s Report – March 2024.

6th Full Town Council

7th International Womens Day books to Cockwood School, Gatehouse School, Westcliff School and Dawlish College

7th skatepark engagement at Dawlish College

9th farewell to Dawlish Swans Women’s Walking Football off to Portugal tournament

9th History Night fundraiser

11th School visit to Manor (Chances)

12th DALC event in Newton Abbot

14th interviewing for and recruitment of Town Crier

16th Vegas night/Civic fundraiser

19th GeoPark initial thoughts meeting

20th CAC meeting

21st Chamber of Trade business networking breakfast

25th Climate journal assembly Gatehouse School

26th Brew and Banter Veterans project

26th Emergency and Strategy meeting

30th Open Pet Pantry

30th Easter bonnet competition and egg hunt

Gatehouse lorries mounting pavements, dozens going 30mph+ at school pick up time - reported to enforcement again

Childcare crisis - still chasing date for next coffee morning for prospective childminders with DCC

Bowling Clubs leases - PH from TDC meeting with officers

To approve the proposed schedule of meetings for the 2024/2025 municipal year (to follow).

Resolved that the Schedule of Meetings 2024/25 be approved.

To consider a recommendation from the Emergency & Strategy Committee meeting held on 26 March 2024 for the Committee to commission a Strategic Plan for the Town Council and for it to begin and manage the process, with final approval and adoption of the completed Plan being made at an appropriate meeting of the Town Council.

Members considered a recommendation from the Emergency & Strategy Committee for it to commission a Strategic Plan for the Town Council, to begin and manage the process, with final approval and adoption of the completed Plan being made at an appropriate meeting of the Town Council.

Resolved that the request from the Emergency & Strategy Committee for it to commission a Strategic Plan for the Town Council, to begin and manage the process, with final approval and adoption of the completed Plan being made at an appropriate meeting of the Town Council, be agreed to.

To approve and adopt the following policies having been reviewed at the Finance & General Purposes Committee meeting held on 21 March 2024.

• Investment Strategy
• Bad Debts Policy

Members considered the recommendations from the Finance & General Purposes Committee meeting held on 21 March 2024 concerning the Council’s Investment Strategy, and Bad Debts Policy.

Councillor Heath put forward amendments to the Bad Debts Policy, (shown in bold), as follows:

3.1       Invoices are raised, and a reminders that payment is due immediately are generally sent by email, post and/or in person/ over the phone, where necessary, at 30 days.  and 60 day and 90 days intervals

3.1a     After 60 days a final reminder is sent by post and email that payment is due immediately. Please contact us if you are having any difficulties.

3.2       After 90 days, a letter and is to be sent by recorded signed for delivery and an email sent to the debtor advising that if no payment is made within seven (7) days, the debt will be passed to a debt collector for recovery, without further notice. This may incur further costs.

Resolved that

(a)    The Investment Strategy be approved as recommended by the Finance & General Purposes Committee, and

(b)   The bad Debts Policy be approved as recommended by the Finance & General Purposes Committee, and as amended.

The Town Council is recommended to readopt the Fixed Asset Register Policy (attached), and Fixed Asset Register (to follow).

Resolved that the Fixed Asset Register Policy and associated Register be approved without change.

To review the recent councillor surgeries including format, frequency and locations, and resolve appropriate action.

Members reviewed the series of Councillor Surgeries held over the past six months.

During discussion, the following points were made:

·         The surgeries had been useful for those attending,

·         They should be promoted more widely,

·         A pro-forma should be developed to assist in the recording of enquiries and future signposting / constituency work,

·         Advertising those Councillors attending – it was noted that the Jo Cox Foundation did not suggest advertising who would be present

·         Surgeries should be held monthly going forward,

·         A minimum of two councillors to be present; more could join if wished

·         Other venues to be enquired of to host surgeries – holiday parks etc

·         Business cards to be provided to Councillors

·         Additional promotional material such as flag sails.

The Events, Projects & Tourism Officer confirmed the previous list of surgery dates had been included in the winter edition of the Town Crier.

Following discussion, it was

Resolved that surgeries take place monthly over the next 12 months with a minimum of two councillors attending, with names of those attending not being advertised as per Jo Cox Foundation recommendation.  Additional promotional material and pro-forma for use at surgeries to be devised.

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

Councillor Wrigley

Councillor Wrigley reported that:

·         Councillor Wrigley advised that the Devon and Torbay Devolution Deal consultation had closed with many responses being submitted; these would be considered later in April.

·         A landslip at Stockton Hill had occurred releasing approximately one tonne of debris.  It was reported at the meeting a further such slip had taken place.  It was suggested that the Town Council writes to Devon County Council requesting a structural survey of the bank to inform any future mitigation works.

Resolved that the report be noted, and the Town Council writes to Meg Booth, Director of Climate Change, Environment and Transport requesting structural surveys are undertaken at Stockton Hill to aid any future mitigation works.

To receive reports of District Councillors (if any).

Councillor Dawson

Councillor Dawson advised that she continued to enquire regards the footbridge that had been removed in the Manor Gardens for confirmation of a replacement.

Councillor Wrigley

Councillor Wrigley submitted that discussions were ongoing with local bowls clubs regarding new leases, and it had been confirmed that a rent subsidy for Dawlish Scouts would continue.

Councillor Goodman-Bradbury

Councillor Goodman-Bradbury submitted several charitable buildings in the parish, leased from Teignbridge District Council were part of District-wide negotiations regards ongoing usage; further updates would be provided as and when available.

Resolved that the updates be noted.

To receive reports of Town Councillors (if any).

Councillor Heywood

Councillor Heywood submitted that the Manor House had hosted the Exe Estuary Management Partnership meeting.  She was exploring the possibility of membership benefits being carried out on this side of river in the coming months.  She would provide further updates as and when available.

Resolved that the update be noted.

The Mayor moved that the meeting proceed to exclude the press and public on grounds that exempt information may be disclosed as defined in the Local Government Act 1972 and / or the Public Bodies (Admission to Meetings Act) 1960.

Resolved that the press and public be excluded from the meeting on grounds that exempt information may be disclosed as defined in the Local Government Act 1972 and / or the Public Bodies (Admission to Meetings Act) 1960.

To receive the nominations for this year's Community Awards and resolve to select the winners, with details being announced at the Annual Meeting of the Town Council in May 2024.

Members considered the report of the Civic Amenities Committee and its recommendations for receiving the Town Council’s Community Awards in 2024.

Resolved that the recommendations be agreed to, to be announced at the Annual Meeting of the Town Council on 1 May 2024.