Minutes of a Meeting of the TAVISTOCK TOWN COUNCIL held in the Council Chamber, Drake Road, Tavistock on TUESDAY the 6th day of JANUARY 2009 at 7.00 p.m.

Present: Cllr R Pike   Town Mayor
Cllr D Best
Cllr Mrs M Govier  Deputy Mayor
Cllr M Harper
Cllr I Jennings
Cllr Mrs Johnson
Cllr Mrs J C Metcalf
Cllr E D Sanders
Cllr P Sanders
Cllr Mrs D Sellis
Cllr J Sellis
Cllr E H Sherrell
Cllr H Smith
Cllr B Trew
Cllr D Whitcomb

In Attendance:  Town Clerk
Cllr Connelly   DCC
One member of the press
Ten members of the public

PUBLIC QUESTION TIME.
Mr Crook asked about the current state of the Old Folks Rest Room
Mrs Meneer, as Chairperson of the Rest Room, read out a letter to the Council (also tabled that evening) attached at Annex A. 

Response.  The Mayor said the matter would be debated later that evening, and he was sure that the Council; would do all they could to re-locate the Rest Room and to ensure that the facility continued. 

Mr Crook asked about the future of the day centre in Harewood House.

Response.   The future of the Day Centre was associated with the change to the DCC ‘Sure Health Care’ contract.  There was an option of it being discontinued.  Cllr P Sanders answered as far as he could and said there would be further consultation.

 QUIET REFLECTION. 
The meeting commenced with Members preparing themselves for the meeting by a few moments of quiet reflection led by Reverend Jeff Moles of the Tavistock Methodist Church.

515.  APOLOGIES.
There were apologies for absence from Cllr C Jenkins and Cllr Mrs J Ramsey.

516.   DECLARATIONS OF INTEREST.
Councillors were reminded to declare any personal or prejudicial interest they may have in any item to be considered at the meeting.

517. MINUTES OF COUNCIL MEETING 2nd DECMBER 2008.
The Mayor presented the minutes of the meeting.  
It was RESOLVED that the minutes of this meeting be adopted.

518.  MATTERS ARISING.

a.   The Mayor raised the matter of the ‘Mayor’s Cadet’ (minute 478).  He had spoken to the ACF commander, and asked him to formally write with the details of his suggestion.  He had reminded him that there were two cadet groups in Tavistock, and perhaps the honour could be alternated with the ATC.  He had asked that smart uniforms be available, not combat gear.  When the request arrived the matter would be raised again.

b.  Concerning minute 478c, Cllr P Sanders said the report would be with members for the next meeting.

519.   PLANS COMMITTEE 17th DECEMBER 2008.
Cllr Best presented the Minutes. 

Concerning minute 503, a letter had been sent to the Tavistock police concerning illegal parking, and the matter had been raised by Cllr Trew at a Liaison meeting with them.

It was RESOLVED that the minutes of this meeting be adopted.  

520.   PROPERTIES COMMITTEE 16th DECEMBER 2008.
Cllr Trew presented the Minutes. 

Concerning minute 488, Cllr Sherrell thought we were in uncertain times so far as building works were concerned, and we should try to ‘buy time’ from Hunstrete Estates.  It was proposed to action Option 3 of Mrs Meneer’s letter.  Members felt we should point out to Hunstrete that there were now two empty shops adjacent to the Rest Room, and if they insisted on that becoming vacant as well, then the centre of the Town would start to look derelict.  The need to investigate other options for the Rest Room was added to the proposal on the table.  Members were concerned about the possible costs to the Council of market rental and building alterations.   We had drafted a very tight budget and there was no cash to spare, so any financial support for the OFRR needed to be agreed early on.  It was noted that use of the Court Gate shop building would require a Change of Use planning application and Listed Building Consent.   These would require detailed plans, and would have a cost.  It would also take several months.  The Mayor agreed that to try to get an extension of occupancy from Hunstrete was the best way.   The Council had some storage space available that could be offered to the Rest Room committee.   The Clerk explained that while a number of leases were coming to an end in the next 6 months or so, all current tenants wished to continue trading.  There was thus no Option 2 as the Council had no other property becoming vacant.   The Deputy Mayor suggested that a Working Group of 4 should be formed to speed up dealing with the matter, but some were concerned at this Group having delegated powers.   It was then unanimously RESOLVED to action Option 3 of Mrs Meneer’s letter while investigating other options, to make available storage space to the Rest Room committee if needed, together with transport and labour, and to form a Working Group to investigate and report back to Council.

It was RESOLVED that the minutes of this meeting be adopted.

521.   FINANCE AND GENERAL PURPOSES COMMITTEE 16th DECEMBER 2008
Cllr Smith presented the Minutes.

a.   Concerning Minute 497c Cllr Mrs Govier reported that the Community Room facility was now back in the agreed Crowndale project.  Members agreed that it would be difficult to find such large sums as were being requested, and a loan would be needed.  No proposals came from the meeting, and the Mayor moved on to the next business.

b.   Concerning Minute 498b, Cllr Trew wished to discuss matters and the closing to the press and public was delayed to the end of the meeting.

c.   Concerning Minute 494, three experts wished to come to talk to the Council and the Clerk asked for directions as to how they could be fitted in.  Members asked for a special informal meeting to be convened in the last week of February or the first week of March.

It was RESOLVED that the minutes of this meeting be adopted. 

522. TO RECEIVE SUCH COMMUNICATIONS OR REPORTS AS MAY BE SUBMITTED BY THE TOWN MAYOR AND TO PASS SUCH RESOLUTIONS AS REQUIRED.
The Mayor reminded Members of the Civic Ball in March, and asked for a Working Group to be set up to guide the administration.  It was RESOLVED that a Group consisting of the Mayor, Deputy Mayor, Cllr Mrs Johnson, Cllr Mrs Metcalf and Cllr Whitcomb be so formed, with Cllr P Sanders on call.

523.  URGENT BUSINESS BROUGHT FORWARD AT THE DISCRETION OF THE MAYOR
Cllr Jennings wished to vacate the post as Council representative on the TaVi Forum.  In the absence of any other volunteer to take his place the Mayor agreed to stand-in until the AGM.

524.  PUBLIC BODIES (ADMISSION TO MEETINGS) ACT 1960
Pursuant to Section 1(2) of the Public Bodies (Admissions to Meetings) Act 1960 it was RESOLVED that, because of the confidential nature of the business to be transacted, the public and the press leave the meeting during consideration of council debtors.

525. COUNCIL DEBTORS.
Minute 498b referred.  Cllr Trew wished Members to agree to take a ‘broader view’ when action against debtors was to be taken according to existing policy.  Cllr P Sanders agreed that there were 3 types of debtor:· Those who disagreed with an invoice and were discussing the matter.  This was normally short-term

· Long-standing bad payers against whom action should be taken.

· Otherwise good payers who were in unusual difficult circumstances, and with whom some arrangement could be made in the short term.

Cllr Smith said that debtors were always dealt with sympathetically, but that tenants were legally bound to pay rent and the Council was not a charity.  The provision of services depended on income as set in the budget.   Any negotiations with tenants should include sight of accounts and their accountant’s statement.

526.   PUBLIC BODIES (ADMISSIONS TO MEETINGS) ACT 1960
RESOLVED that the public and press be re-admitted to the Meeting.

527.   SEAL.
RESOLVED that the seal be affixed to the various Deeds and Documents to be made or entered into for the carrying into effect the several decisions and matters approved. 

 

Rising 8.20 p.m.          Signed.........……………...…..................

                                   Town Mayor
                                   Date................................................

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