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Agenda and draft minutes

Venue: Council Chamber, Civic Offices, Bridge Street, Christchurch

Contact: Sarah Culwick 01202 795273  Email: democraticservices@christchurchandeastdorset.gov.uk

Link: To watch this meeting click here (Right-click to open on new window)

Items
No. Item

194.

Prayers

Prayers will be said by the Mayor’s Chaplain, the Reverend Canon Charles Stewart.

Minutes:

Prayers were led by the Mayor’s Chaplain, the Reverend Canon Charles Stewart.

 

195.

Declarations of Interest by Members

Members are reminded that any disclosable pecuniary interests must be declared including any issues which may arise through pre-determination or bias.

Pro forma for this purpose are available from the Members' Room. (Guidance on declaring an interest is included on subsequent page.)

Minutes:

Councillors D A Flagg and C P Jamieson declared non-pecuniary interests in relation to Minute No. XXX (Burton Neighbourhood Plan – Designation of Neighbourhood Area), as they both sit on the Parish Council, and remained present for the discussion and voting thereon.

 

196.

Minutes pdf icon PDF 78 KB

To confirm as a correct record the Minutes of the meeting held on 30 October 2018.

Minutes:

The Minutes of the Council meeting held on 30 October 2018 were confirmed as a correct record and signed.

Voting: Unanimous

 

197.

Announcements pdf icon PDF 47 KB

To receive a schedule of Civic functions attended by the Mayor since the last meeting and any announcements from the Mayor, Council Leader or Chief Executive and Town Clerk.

Minutes:

1.       The Mayor

 

The Mayor announced that, since the last meeting of the council, she had been privileged to attend some wonderful engagements, highlighting the Remembrance Service at the Bournemouth Reform Synagogue in remembrance of it being 80 years since Kristallnacht Shabbat, the Remembrance Sunday services in Christchurch and the Christchurch Beacon Lights event in remembrance of the centenary of World War One which had all been particularly moving.

In addition the Mayor gave mention to the graduation ceremonies which had been good fun to attend, the YMCA Sleep Easy event where volunteers slept outside to raise funds for the YMCA who help those who sleep rough, and the Grange School Carol Service which had been a superb performance.

The full schedule of events had been circulated to each Member, a copy of which appears as Appendix A to these Minutes in the Minute Book.

2.       The Leader

The Leader advised that he had no announcements on this occasion.

3.       Chief Executive

The Chief Executive and Town Clerk advised that he had no announcements on this occasion.

 

198.

Questions by Members of the Public

    To deal with questions to the Council Leader or Committee Chairmen submitted in writing by members of the public under Council Procedure Rule 10.

     

    Note:  Questions by members of the public have to be received by midday five clear working days before the meeting (Monday 3 December 2018)

    Minutes:

    The Mayor reported that no questions had been submitted under Council Procedure Rule 10.

     

199.

Petitions by Members of the Public

    To deal with petitions or similar communications submitted by members of the public under Council Procedure Rule 10.

     

    Note: Petitions have to be received by midday five clear working days before the meeting (Monday 3 December).

    Minutes:

    The Mayor reported that no petitions had been received under Council Procedure Rule 10.

     

200.

Questions by Members of the Council

    To deal with questions to the Council Leader or Policy Committee Chairmen submitted in writing by Members of the Council under Council Procedure Rule 11.

     

    Note: Questions by Members of the Council have to be received by 12 noon one clear working day before the date of the meeting (Friday 7 December 2018).

    Minutes:

    The Mayor reported that no questions had been received from Members of the Council under Council Procedure Rule 11.

     

201.

Committee Minutes pdf icon PDF 69 KB

    To receive the Committee Minutes for the last cycle of meetings and to consider any recommendations arising from these meetings as follows:-

    Additional documents:

    Minutes:

    The Committee Minutes for the last cycle of meetings were received.

    Voting: Unanimous

    The recommendation arising from the meeting of the Community Committee held on 21 November 2018 was then considered and approved:-

    Minute No. 175                                    A New Country Park for Christchurch

     

    Members were advised that the intention of the scheme was to create a better public open space for people and to leave a lasting legacy for Christchurch.

    Some Members expressed concerns that this was being provided as a SANG (suitable alternative natural green space) in order to facilitate housing developments, and that the definite final response from Natural England was yet to be received.

    In relation to this Members were advised that extensive discussions had taken place with Natural England, and that a draft letter of support had been received but that clarification was being sought on a couple of items. Natural England had welcomed the proposals and fully supported them.

    Concerns were further expressed with regards to the lack of toilets and the impact of dogs being able to roam off of the lead, as well as the pace of the project.

    In relation to this Members were advised that a report was being brought back to the Community Committee in order to look at areas such as those raised by Members.

    Councillor D C Jones proposed that the report be deferred, the proposition was seconded by Councillor P Hall but fell on being put to the vote with voting 2:13 (2 Abstentions).

    The substantive motion was then put to the vote and carried.

    Voting: 14:3 (1 Abstention)

    Councillor P Hall requested his vote against the item be recorded.

    The recommendation arising from the meeting of the Resources Committee held on 5 December 2018 was then considered and approved:-

    Minute No. 183                                    BCP Programme Resource

    Voting: 15:2

    Councillor D C Jones requested that his vote against the item be recorded.

     

202.

Community Governance Review - Consequential and Supplementary Provisions pdf icon PDF 291 KB

    To consider a number of supplementary provisions relating to the establishment of two new local councils for Christchurch Town and Highcliffe & Walkford

    Additional documents:

    Minutes:

    A report was submitted to Council, a copy of which had been circulated to each Member and a copy of which appears as Appendix 'B' to these Minutes in the Minute Book.

    A revised recommendation was circulated to Members, this recommendation forms the substantive motion as set out below.

    Members were requested to consider a number of supplementary provisions relating to the establishment of two new local councils for Christchurch Town and Highcliffe & Walkford.

    Members thanked Officers and Members for all of the work that they had done.

    RESOLVED that:-

    (a)            the schedule of assets, as set out in Appendix 1 to this report, excluding those shown as play areas be approved for transfer to Christchurch Town Council and Highcliffe and Walkford Neighbourhood Council respectively on 31 March 2019;

    (b)            Bournemouth, Christchurch and Poole Shadow Authority be requested to enter into a Service Level Agreement to continue with the operational delivery of those services being transferred at a similar level and at a cost equal to the amount identified as the anticipated cost for these services as set out in Appendix 1;

    (c)            A Shadow Council for each new Council be established from 1 January 2019 for the purposes of recruiting respective Clerks and other matters that may require a decision prior to implementation;

    (d)            Officers be authorised to commence the recruitment process of staff for both councils as detailed in paragraphs 4.4 and 4.5 to this report;

    (e)            all other historic property, as defined in paragraph 5.1, be transferred to Christchurch Town Council on 31 March 2019;

    (f)             officers be authorised to submit a petition to the College of Arms to secure the transfer of the Borough Council’s Armorial Bearings to the Christchurch Town Council at an estimated cost of £3,350;

    (g)            the boundary of the Christchurch parish and parish wards be amended by Order to be coterminous with the LGBCE proposed ward boundaries as shown in in paragraph 6.3;

    (h)            the anticipated precept amounts for Christchurch Town Council and Highcliffe and Walkford Neighbourhood Council, as detailed in the table at paragraph 7.5 to this report, be included in the Supplementary Order.

    Voting: Unanimous

    Councillor T Fox left the meeting at 19:16 and Councillor Mrs L Smith left the meeting at 19:30 (prior to the vote being taken).

     

203.

Burton Neighbourhood Plan - Designation of Neighbourhood Area pdf icon PDF 60 KB

    To seek approval to designate a Neighbourhood Area for Burton Parish, to support future preparation of a Neighbourhood Plan.

    Additional documents:

    Minutes:

    The Leader of the Council submitted a report, a copy of which had been circulated to each Member and a copy of which appears as Appendix 'C' to these Minutes in the Minute Book.

    Council approval was sought to designate a Neighbourhood Area for Burton Parish, and to support future preparation of a Neighbourhood Plan.

    Members praised Burton on their neighbourhood plan.

    RESOLVED that the Neighbourhood Area of the Parish of Burton is formally designated.

    Voting: Unanimous

    Councillors D A Flagg and C P Jamieson declared non-pecuniary interests in relation to Minute No. XXX (Burton Neighbourhood Plan – Designation of Neighbourhood Area), as they both sit on the Parish Council, and remained present for the discussion and voting thereon.

    Councillor B Davis and Councillor R Nottage left the meeting at 19:48

     

204.

Housing and Affordable Housing SPD - Adoption pdf icon PDF 59 KB

205.

Alterations to the Schedule of Meetings 2018/2019 pdf icon PDF 66 KB

    Members are asked to approve alterations to the Schedule of Meetings for 2018/2019 to take account of Local Government Reorganisation and the abolishment of Christchurch Borough Council from 1 April 2019, and confirm that the final Council meeting be recognised as the next suitable meeting to sign off the minutes of Committees.

    Minutes:

    The Leader of the Council submitted a report, a copy of which had been circulated to each Member and a copy of which appears as Appendix 'E' to these Minutes in the Minute Book.

    Members were requested to approve alterations to the Schedule of Meetings for 2018/2019 to take account of Local Government Reorganisation and the abolishment of Christchurch Borough Council from 1 April 2019, and to confirm that the final Council meeting be recognised as the next suitable meeting to sign off the minutes of Committees.

    RESOLVED that:-

    (a)      the alterations to the schedule of meetings as set out in paragraph 3 to this report, be adopted;

    (b)     any other meetings which are deemed to be no longer required due to lack of business be cancelled in consultation with the relevant Chairman;

    (c)      the final meeting of the Council scheduled for 28 March 2019 (subject to the above schedule being approved) be recognised as the suitable meeting for the purposes of signing outstanding committee minutes as set out in paragraph 4 to this report; and

    (d)     the Mayor shall agree the agenda for the 28 March 2019 meeting.

    Voting: Unanimous

     

206.

Exclusion of Press and Public

    Items in this part of the Agenda are exempt from disclosure prior to consideration by the Committee and the press and public may be excluded from the meeting while the items are discussed.  Whether the items remain exempt after the meeting will be reviewed in light of the public interest test.

     

    RECOMMENDED that in view of the nature of the business to be transacted it is likely that if members of the public were present during the following item there would be disclosure to them of 'exempt information' as described in the category indicated and they be therefore excluded from the meeting in accordance with Section 100A (4) of the Local Government Act 1972.

    Minutes:

    RESOLVED that in view of the nature of the business to be transacted it is likely that if members of the public were present during the following item there would be disclosure of ‘exempt information’ as described in the category indicated and they be therefore excluded from the meeting in accordance with Section 100A(4) of the Local Government Act 1972.

207.

Highcliffe Castle - Heritage Lottery Funded Project

    Exempt Information – Category 3 (Information relating to the financial or business affairs of any particular person (including the authority hold that information)

    To note an urgent key decision which has been made in relation to the Heritage Lottery Funded Project at Highcliffe Castle.

    Minutes:

    The Chief Executive and Town Clerk informed Council that in accordance with the Council’s Constitution, Part 3 (Responsibility for Functions), SectionA, paragraph1.4, adelegated urgent‘Key Decision’had been made by the Strategic Director following consultation with the Leader of the Council and the Chairman of the Scrutiny and Policy Overview Committee a copy of which appears as Appendix 'F' to these Minutes in the Minute Book.

    RESOLVED that Council noted the urgent Key Decision.

    Voting: Nem.Con.

     

208.

Saxon Square Toilet Refurbishment Project

    Exempt Information – Category 3 (Information relating to the financial or business affairs of any particular person (including the authority hold that information)

    To note an urgent key decision which has been made in relation to the Saxon Square Toilet Refurbishment Project

    Minutes:

    The Chief Executive and Town Clerk informed Council that in accordance with the Council’s Constitution, Part 3 (Responsibility for Functions), SectionA, paragraph1.4, adelegated urgent‘Key Decision’had been made by the Strategic Director following consultation with the Leader of the Council and the Chairman of the Scrutiny and Policy Overview Committee a copy of which appears as Appendix 'G' to these Minutes in the Minute Book.

    RESOLVED that Council noted the urgent Key Decision.

    Voting: Nem.Con.

     

 

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