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Decisions
Apologies
There were no apologies.
Declarations and Dispensations
All members were invited to declare any interests throughout the meeting if the need arose.
Councillor Cook declared an interest in Item 10, Planning Applications as a Dorset Council Officer on the Planning Committee.
Minutes
Councillor Yeo requested that all individual members votes be minuted.
Minutes from the Full Council meeting held on the 20th April 2021, 4th May 2021, 25th May 2021 and the 22nd June 2021 were received and it was RESOLVED that they be approved for signing as a true record of the decisions taken.
Reports
Officer report 0721FC04 was received and noted.
Committee Reports
Officer report 0721FC05 was received. It was PROPOSED and RESOLVED to adopt the recommendations from Committees contained within this report including adopting the bank reconciliation rota, the new Code of Conduct, submitting s.106 recommended allocation to Dorset Council and adoption of the BBQ and Allotment Policies.
Payments
Officer report 0721FC06 was received and it was RESOLVED to approve the payments from the Town Council’s current account totalling £47,840.19 and minute the resulting bank balance as £131,603.09
Shaftesbury Football Club Lease
Officer report 0721FC07 was received and it was RESOLVED to approve the draft lease and governance ‘side letter’ for Shaftesbury Football Club and legal costs of up to £1,950 to be drawn from Legal & Professional fees line 4341 acknowledging that this will overspend the budget, and delegate all matters related to the completion of the lease to the clerk in consultation with lead councillors of this project; Councillors, Brown, Chase and Hall.
Point of Order 1b was raised and accepted.
Youth Club Lease
Officer report 0721FC08 was received and it was RESOLVED to approve the one-year lease for Shaftesbury Youth Club and legal costs of up to £695 acknowledging that this will overspend the budget.
Point of Order 2b was raised as a warning for Councillor Tippins.
Sub Lease – Tesco to Shaftesbury Town Council
Officer report 0721FC09 was received and it was RESOLVED that the council approves the Heads of Terms and agree the overspend and an Extraordinary Full Council meeting is called once the sub-lease documentation is completed and agreed by both the Tesco solicitor and the council solicitor. At the point of the Extraordinary Full Council meeting three councillors are then nominated to sign the sub-lease.
Planning Applications
Officer report 0721FC10 was received and it was RESOLVED to submit the following comments;
P/PAOD/2021/02433
Location: 8 – 10 Bell Street Shaftesbury SP7 8AE
Proposal: Change of use from offices (Class B1(a)) to 5 No. dwelling houses (Class C3) No comment
P/HOU/2021/01410
Location: Pensbury House Motcombe Road Shaftesbury SP7 8QJ
Proposal: Formation of a new farm and service area entrance with connecting drive and closure of existing entrance and associated landscaping No objection
William Williams Council Representative
Officer report 0721FC11 was received and it was RESOLVED to elect Councillor Chase as Shaftesbury Town Council’s representative to William Williams for the remainder of the electoral term (ending May 2024).
Locomotive Loan to Museum
Officer report 0721FC12 was received and it was RESOLVED to approve the loan agreement and financial contribution.
It was PROPOSED and RESOLVED to allocate £200 from the Community Grants Budget Line (4350) and for Councillor Hollingshead to sign the agreement.
Point of Order 2a was raised and accepted.
Standing Committees
Officer report 0721FC12 was received and it was RESOLVED that the membership of the Committees be decided by ballot of the nominated councillors for the municipal year 2021/22 as recorded below;
Planning and Highways Committee
Nominations Votes Elected Nominations Votes Elected
Cllr Chase 9 Yes Cllr Lewer 11 Yes
Cllr Edwyn-Jones 11 Yes Cllr Proctor 10 Yes
Cllr Tippins 10 Yes Cllr Yeo 3 No
Cllr Hollingshead 11 Yes
Point of Order 2b was raised as a warning for Councillor Yeo.
Recreation, Open Spaces and Environment Committee
Nominations Votes Elected Nominations Votes Elected
Cllr Cook 11 Yes Cllr Loader 11 Yes
Cllr Edwyn-Jones 9 Yes Cllr Proctor 9 Yes
Cllr Tippins 3 No Cllr Yeo 3 No
Cllr Brown 10 Yes Cllr Hall 11 Yes
F13e Human Resources Committee
Nominations Votes Elected Nominations Votes Elected
Cllr Chase 10 Yes Cllr Loader 11 Yes
Cllr Cook 11 Yes Cllr Welch 10 Yes
Cllr Tippins 2 No Cllr Yeo 3 No
Cllr Hollingshead 10 Yes
Election of Chairs and Vice Chairs for each committee;
It was PROPOSED and RESOLVED to elect Councillor Chase as Chair and Councillor Cook as Vice Chair for the Human Resources Committee
It was PROPOSED and RESOLVED to elect Councillor Edwyn-Jones as Chair and Councillor Lewer as Vice Chair for the Planning and Highways Committee
It was PROPOSED and RESOLVED to elect Councillor Cook as Chair and Councillor Brown as Vice Chair for the Recreation, Open Spaces and Environment Committee
The Chairs and Vice Chairs having thus far been selected, two seats remained on the General Management Committee to be decided by ballot of the nominated councillors the following committee members were RESOLVED;
Elected thus far Nominations Votes Elected
Cllr Chase Cllr Proctor 10 Yes
Cllr Cook Cllr Hall 9 Yes
Cllr Edwyn-Jones Cllr Tippins 3 No
Cllr Brown Cllr Yeo 2 No
Cllr Lewer
It was PROPOSED and RESOLVED to elect Councillor Brown as Chair and Councillor Cook as Vice Chair for the General Management Committee
There being no further business the meeting was closed at 9.21 pm.
These minutes were adopted on 28th September 2021 under minute reference F17 as a true record of the decisions taken and are duly signed below by the chair of that meeting.