Downham Market Town Council minutes 14July2009

DOWNHAM MARKET TOWN COUNCIL MEETING

MINUTES OF MEETING HELD TUESDAY, 14^TH JULY 2009 AT 7.30PM

Present: The Mayor Cllr J W Doyle

The Deputy Mayor Cllr J K Fox

Councillors S W Blyth

S J Collins

P E Freeman

S F Geary

J Groom

R Leach

Mrs S M Nunn

C Pyatt

J J Reed

C T Sampson

D J Sharman

A D Stacey

Mrs V F Starling

S C Teverson

W A Wallace

Borough Councillors J R Legg

A M Lovett

Mrs K Mellish

Norfolk County Council Mrs S E L Hutson

Norfolk Constabulary Insp M Bates

Town Clerk Mrs J M Markwell

Deputy Clerk Mrs S D Porter

Guest Mr H M Cross

Work Experience Student Mr W Dix

Candidates for Co-Option 6

Members of Public 2

The Mayor, Cllr Doyle, notified those present of the emergency evacuation procedure from the Town Council offices.

1539. To receive Members’ Apologies for Absence

There were no apologies for absence.

1540. To receive Members’ Declarations of Interest

The Mayor, Cllr Doyle, Cllr Fox and Cllr Leach declared a pecuniary interest in Item 1547, To Approve the Payment of Bills.

Adjourn meeting for public participation and reports

The Mayor, Cllr Doyle, adjourned the meeting.

Page 2847 (09)

Report by Cllr Mrs Nunn regarding Victory Road to Tesco Car Park footpath

Cllr Mrs Nunn read a report (Appendix 1). The comments were noted.

Police

Inspector Bates reported on the past 4 weeks:

A temporary Sergeant had been tasked to monitor the on-street parking and road policing in Downham Market; 40-50 tickets had been issued for parking violations and speeding.

Various complaints had been received regarding the 0845 number for the Wymondham call centre, and a meeting to discuss this had been held with the Deputy Chief Constable two weeks ago. The Deputy Chief Constable confirmed that the system would be changed; urgent calls would be transferred to an operator immediately and callers’ telephone numbers would be taken for non-urgent calls with operators calling them back.

Vehicle seizures with fines (due to ASBO’s, no insurance and no licence) since April 2009 had been as follows:

April 11

May 6

June 6

July 3

Statistics showed that approximately 50% of vehicles were scrapped and 50% were collected by their owners.

In the past few weeks a police car has parked on the Town Square on a Friday and Saturday evening, but because this belongs to the Town Council, a resident complained about this. Members were in favour of the police parking there.

Q: Due to officers having to clock in and out at King’s Lynn police station, how much man-time is spent in Downham Market as it appears a great deal of policing has been lost through this new system? (SCT).

A: The system is still in its early form and the Sergeant has expressed that he would like to monitor it for a longer period. The SNT is still in Downham Market.

Inspector Bates left the meeting at 7.43pm.

County Councillor

Cllr Mrs Hutson reported that she had been appointed a member of the Cabinet. The Mayor, Cllr Doyle, congratulated her.

The BCKL&WN had sent letters to the properties on Cannon Square advising that its name would be changed to High Street, but this had now been eradicated, particularly as it would be extremely costly for the businesses to change their stationery. Highways advised that they would repair the large hole on Cannon Square prior to Downham in Bloom on Tuesday, 21^st July 2009.

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NCC had, today, withdrawn its campaign for the retention of flood sirens. The police and the Environment Agency, as the responsible authorities to use the sirens, were resolute that they would not use them and it was for this reason that NCC withdrew. If individuals wished to pursue the upkeep of the sirens an agency had been sent up to deal with such queries. Cllr Mrs Hutson would confirm the agency’s contact details at the next Full Council meeting.

SELH

The main switchboard telephone number for NCC had now changed from 0844 to 0344, which was a lower cost rate.

Borough Councillors

Cllr Legg reported that the BCKL&WN had removed cherry trees in Low Hatters Close and assured the residents that they would be replaced. However, this had not yet been actioned. Cllr Legg would liaise with Mrs Pat Roberts, a resident in Low Hatters Close.

Public Participation

A member of public advised that the walls along the footpath, behind The Howdale, had weeds growing out of them. Cllr Fox would report this to the Joint Burial Board Committee, the authority responsible for the maintenance of the walls.

JKF

The same member of public raised the following concerns:

1. The extension car park in the Hollies car park was not being used by Morrisons staff.

2. The Hollies car park was being monitored but the other Town car parks were not.

3. The new Morrisons trolley bays appeared to be advertising their store.

The Mayor, Cllr Doyle, replied:

1. Morrisons’ staff had been advised not to use the extension car park during the initial opening weeks.

2. Morrisons were monitoring the Hollies car park for free; tickets were not being issued but number plates were being recorded for offenders parking longer than 3 hours.

3. Morrisons pay rent to the Town Council for their trolley bays. As the trolley bays did not state the Morrisons name on them, this could not be construed as advertising.

The Mayor, Cllr Doyle, resumed the meeting.

1541. To co-opt new Member for Downham Market North Ward

Six candidates had applied in writing asking to be considered for co-option in the North Ward; Mr F E Daymond, Mr R Frusher, Mr I Massingham, Mrs K Mellish, Mrs P B Sharp and Mr P Smith. The Mayor, Cllr Doyle, advised that no other written applications had been received. Copies of their letters had been circulated to all Councillors. The candidates introduced themselves to the Council and gave a short résumé.

Cllr Teverson suggested that in the future, a meeting should be held prior to a co-option taking place, in order that Councillors could meet candidates informally. This was noted.

Page 2849 (09)

Details of the voting process had been provided in the Clerk’s Report. Councillors completed several secret ballots until an absolute majority was reached. On each occasion, the Clerk and Deputy Clerk counted the votes and sealed the ballot papers.

The Mayor, Cllr Doyle, confirmed that a majority vote had been received for Mr Daymond and he was duly elected as a Town Councillor. Mr Daymond joined the meeting, but was advised by the Mayor, Cllr Doyle, that he would not be able to debate or vote as he had not yet signed his Declaration of Acceptance of Office and Code of Conduct forms. The Councillors welcomed Mr Daymond to the Council.

Two members of public and four co-option candidates left the Council Chambers at 8.33pm.

1542. To approve the Minutes

The minutes of the Town Council meetings held on Wednesday, 29^th April 2009 (pages 2773-2775), Tuesday, 12^th May 2009 (pages 2780-2788), Tuesday, 19^th May 2009 (pages 2789-2795) and Tuesday, 9^th June 2009 (pages 2822-2828) were approved and signed as a true and accurate record.

1543. To receive correspondence

A list of correspondence had been circulated (Appendix 2).

Cllr Leach raised concern that this Council had sent letters to the BCKL&WN Enforcement Team regarding the poor state of the old Jim Russell site and the old 4x4 garage site opposite the railway station, and replies had been received for both stating that the sites were of an acceptable standard. The Borough Councillors noted these concerns.

Cllr Sampson advised that if anyone was aware who the owner of the old 4x4 garage site was, that they inform PC Deadman.

1544. To receive Councillors questions

Q: Morrisons have been parking a trailer in Priory Road, which is blatant advertising. Can anything be done about this? (SMN).

A: As this is a public highway, there can be no enforcement against them parking there.

Q: Rubbish is being dumped in the dyke at the rear of the bungalows in Heron Close. Could a letter be sent to the BCKL&WN Enforcement Team and/or the SNT regarding this? (SCT).

A: Yes.

Clerk

Q: A few days before Festival Week the BCKL&WN removed all the flower borders from around the Town and did not replace them until Festival Week had finished. Could a letter be sent asking for assurance that this does not happen next year? (CP).

A: This matter has already been raised with the BCKL&WN and they will ensure it does not happen again.

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Q: The BCKL&WN have refused a grant of £1,000 towards the Water Festival. This matter has been raised with the Leader of the BCKL&WN, Cllr N Daubney. Could a letter be sent to Cllr E Nockolds, copy to Cllr Daubney, requesting reconsideration for this grant? (RL).

A: Yes.

Clerk

Cllr Lovett confirmed that all Borough Councillors had endorsed the Town Council’s grant request, but had unfortunately been overruled.

Q: The BCKL&WN has issued a notice in the Lynn News advising that a fine of £75.00 will be imposed if public notices are placed on vehicles or handed out in Downham Market. However, all the sites referred to in the notice are privately owned land (Hollies car park, Town Square and Iceland car park). Could a letter be sent to the BCKL&WN opposing this? (RL).

A: Yes.

Clerk

Q: Has the Council made any progress on finding allotment land? (VFS).

A: A 13-acre site in Nordelph is currently being investigated by a working party of the Planning and Environmental Committee, which could house approximately 80 plots. Over 40 people are on the waiting list. The Trainee Administrator is currently seeking quotations for ploughing the field, building a bridge across the dyke and hard standing roads and footpaths.

1545. To Adopt the Standing Committee Minutes

Planning and Environmental Committee

Proposed – Cllr Reed Seconded – Cllr Geary

‘That the minutes of the Planning and Environmental Committee meeting of Wednesday, 3^rd June 2009 (pages 2813-2821) be adopted.’

All in favour

Development Committee

Proposed – Cllr Mrs Starling Seconded – Cllr Blyth

‘That the minutes of the Development Committee meeting of Thursday, 21^st May 2009 (pages 2801-2807) be adopted.’

All in favour

Finance and General Purposes Committee

Proposed – Cllr Blyth Seconded – Cllr Freeman

‘That the minutes of the Finance and General Purposes Committee meeting of Tuesday, 2^nd June 2009 (pages 2808-2812) be adopted.’

All in favour

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1546. To receive the Clerk’s Report

The Clerk’s Report had been circulated (Appendix 3).

The Clerk confirmed that the items within the report headed, ‘Not on Agenda’ were for Councillors’ information only.

1547. To approve the Payment of Bills

A list of bills had been circulated (Appendix 4).

The Mayor, Cllr Doyle, Cllr Fox and Cllr Leach had declared a pecuniary interest in this item.

Proposed – Cllr Teverson Seconded – Cllr Stacey

‘That the bills be paid as per the attached list.’

For – 14 Against – 0 Abstentions – 3 (Declared Interest)

1548. Town Council Accounts for 2008/09

A copy of the 2008/2009 accounts and Annual Governance Statement had been circulated to members.

a. To approve the accounts for the financial year 2008/09

Proposed – Cllr Teverson Seconded – Cllr Stacey

‘That this Council adopts the 2008/2009 accounts.’

All in favour

b. To approve the Annual Governance Statement

Proposed – Cllr Teverson Seconded – Cllr Stacey

‘That this Council adopts the Annual Governance Report Statement.’

All in favour

1549. To receive reports from the Working Parties

i. Local Development Framework – There was nothing to report to this meeting.

ii. Old Fire Station site – Heritage Centre – Cllr Fox reported that the Heads of Terms had been forwarded to the Heritage Society’s Solicitor for approval and a response was awaited.

Page 2852 (09)

Cllr Mrs Nunn noted that the Heritage Society’s flower display by the Old Fire Station building was very attractive. The Mayor, Cllr Doyle, confirmed that the flowers had been supplied by the BCKL&WN nursery and wished to congratulate and thank them.

1550. To discuss the Review of the Town Council Structure

Cllr Teverson reported that he, Cllr Fox, Cllr Stacey and the Clerk would be meeting on Wednesday, 15^th July 2009 to finalise the proposed restructure. A report would be given at the Full Council meeting in September.

1551. To receive reports from representatives of Outside Bodies

i. Joint Burial Committee – There was nothing to report to this meeting.

ii. West Norfolk Sports Forum – Cllr Pyatt provided a report (Appendix 5).

The Clerk would send a letter of congratulations to the new Downham Town Football Club, which was now incorporating all levels of football ability.

Clerk

Cllr Legg left the Council Chambers at 8.55pm.

1552. Town Hall

i. Report from Town Hall Interim Management Team – Cllr Leach reported that a Public Consultation, in relation to the Feasibility Study, was being held in the Town Hall on Saturday, 18^th July 2009 from 10.00am-12.00pm. Parsons and Whittley would be in attendance.

A recent fire risk assessment had been carried out and the chairs had been condemned. In view of this, new chairs had been ordered. Any unused kitchen equipment would be removed from the Town Hall permanently and donated to needy causes.

1553. Report on the Howdale Community Centre

Cllr Pyatt provided a report (Appendix 6).

A short discussion took place regarding the ATC building.

The Mayor, Cllr Doyle, Cllr Blyth, Cllr Pyatt and Cllr Sharman agreed to examine the interior and exterior of the building to determine whether it should be demolished or if it would be viable for the Town Council to purchase it. It was noted that under the terms of the lease, if the building was in disrepair, the cost to demolish would be borne entirely by the ATC.

The Working Party would make a recommendation at the next Full Council meeting.

Working Party

Page 2853 (09)

1554. Car Park Monitoring – The Hollies

Cllr Blyth reported on the main issues that had been raised since Morrisons had opened their store:

- People were under the impression that the Hollies car park belonged to Morrisons.

- It was agreed to erect signs advising that the car park was owned by the Town Council. The Car Parks and Highways Committee would deal with this.

Clerk

- Delivery lorries did not appear to be adhering to delivery times. For example at 7.45am, today, one was parked on the car park, one was in the delivery bay, and one was on the road. Later in the day, a similar situation occurred.

- The Clerk would raise this matter with the Morrisons manager.

Clerk

- Morrisons, under Town Council authorisation and in conjunction with the Car Park Orders, had been monitoring the Hollies car park over the past two weeks. Photographic evidence showed that 33 cars had been parking on the Hollies car park all day and some cars had been taking up 2 bays.

- A long discussion took place and the following comments were made:

- Morrisons has been extremely proactive since moving to Downham Market and the store is bringing many new customers to the Town.

- All Town Council owned car parks should be monitored, not just the Hollies car park.

- The Car Parks and Highways Committee has been investigating car park charging for the past 2-3 years and should now report recommendations to Full Council in order to get it up and running.

- Morrisons has offered to white line the Hollies car park free of charge.

- If fixed penalty notices were issued, Morrisons has confirmed that they would receive the ticket fines.

- It appears to some businesses that the Town Council is favouring the actions of Morrisons, and this is causing controversy amongst traders.

- Other businesses have praised Morrisons for bringing new custom to the Town.

- The other Town Centre car parks should have a 3-hour parking limit and the Old Fire Station car park should remain long-term.

- The Car Park Orders would need to be amended if the Town Centre car parks were to be changed to 3-hour parking.

- Morrisons should be given the authority to continue monitoring the Hollies car park on a temporary basis.

Mr Dix left the Council Chambers at 9.14pm.

Proposed – Cllr Fox Seconded – Cllr Leach

‘That this Council authorises Morrisons to temporarily monitor the Hollies car park in accordance with the Car Park Orders, and that they be entitled to issue fixed penalty notices after three warning notices have been given to offenders, and that this be reviewed at the Full Council meeting on Tuesday, 8^th September 2009.’

For – 12 Against – 5 Abstentions – 0

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1555. To discuss the proposition from the Planning and Environmental Committee (report attached)

‘That this Committee recommends to Full Council that the Town Pump remains on the Town Square.’

This item would be deferred until the next Full Council meeting.

Clerk

1556. To discuss taking back the Town’s remaining assets held by the BCKL&WN

This item would be deferred until the next Full Council meeting.

Clerk

1557. To discuss any urgent items as agreed by the Mayor

There were no urgent items to discuss at this meeting.

1558. Mayors Announcements

- Anglia in Bloom judging – Town Council offices – Tuesday, 21^st July 2009.

- Twinning Club Reception – Town Hall – Friday, 31^st July 2009.

The Mayor thanked everyone for attending and closed the meeting at 9.32pm.