Burnham-on-Sea & Highbridge Town Council

24th June 2019 Town Council Minutes

Minutes of the meeting held on Monday 24th June 2019 at 7pm in the Council Chamber, The Old Courthouse, Jaycroft Road, Burnham-on-Sea

Present: Cllrs Andy Brewer (Chair), Bill Hancock, Sue Barber, Dawn Carey, Peter Clayton, Mike Facey, Rich Gardiner-White, Phil Harvey, Sue Harvey, Andy Hodge, Janet Keen, Alan Matthews, Mike Murphy, Louise Parkin, Collette Winfield with Samantha Winter, Town Clerk and Lorna Brewer, Admin Officer

Rev Kelton Black, 2 members of press and 13 members of the public were in attendance.

Public participation session:
A Burnham-on-Sea resident addressed the Council to comment on a number of structural and environmental issues within the town that fall under the responsibility of either one of the principal authorities, and which leave the town looking neglected. The resident expressed an opinion that the Town Council should require the relevant bodies to take action for improvement.

The following presentations were heard prior to the agenda:

A representative of YMCA Dulverton, gave a presentation on progression of the YMCA’s facility on the site of the former Highbridge Hotel. The Council heard that the YMCA facility will focus on the needs of Highbridge, ascertained by the YMCA through public consultation. The £4.6m project is on track to be completed in September 2019, when the Council will be invited to attend a site visit. Staff resources will be local where possible and 23 homes will be provided for local people, along with a community café, and a multi-use sports hall that will accommodate meetings.

The Chairman of trustees for the Community Hub at Morland Hall, gave a presentation to update the Council on the role of the Development Worker employed at the Hall. It was stated that the Development Worker has proven to be an asset to the Hall by increasing income and improving the profile of the Hub. The Council heard that November 2018 saw 8% occupancy, June 2019 38% and the Hall expects to meet 50% occupancy over the next few months. Thanks were given to the Town Council for the £5,000 allocated from the legacy left by Jean Whitehouse for use to benefit the community in Highbridge.

64/19/TC Apologies
Apologies were received from:
Cllrs Nick Tolley & Chris Allen
Cllr Helen Groves was absent.

65/19/TC Declarations of Interest in items on this agenda
There were no declarations made or dispensations given in items on this agenda.
Cllr Keen declared her position as a Trustee of Morland Hall.

66/19/TC Chairman’s Report
The Chairman updated members on the meetings and Mayor’s engagements undertaken over his first six weeks in office. He thanked to deputies for their support.

The Chairman announced the Mayor’s Charity will be TS Dulverton – Burnham-on-Sea & Highbridge Sea Cadets.

It was confirmed that the Civic Service will be held on Sunday 8th September 2019 and Civic Award nominations were being sought. A date for the Junior Civic Awards ceremony is to be confirmed, but it is anticipated to be December 2019.

67/19/TC Approval of minutes
The minutes of the Town Council meeting held on 13th May 2019 were received and signed by the Chairman as an accurate record.

68/19/TC Action list
Members NOTED the Action List.

69/19/TC Reports from County Cllrs on County Council
Members received a written report from Cllr Clayton, updating the Council on a number of County Council matters.

70/19/TC Reports from District Cllrs on District Council relevant matters
Members received a report from Cllr Keen on the Safer Somerset Partnership.

71/19/TC Reports from members attending meetings of outside bodies
Members received a report from Cllr Clayton regarding Project Coach and the progression of a shelter for coach drivers to be provided in Pier Street car park, subject to planning permission.

72/19/TC Schedule of Dates for Flag Flying
The schedule of dates held by the office was approved.

73/19/TC Accounts

  1. The expenditure detail of all invoices paid in April 2019 was received and approved.
  2. The Committee reports showing the Town Council accounts for the month of April 2019 were received and approved.

74/19/TC Audit and Reports

  1. The signed Annual Internal Audit Report 2018/19 was received and control objectives noted.
  2. The Internal Auditors letter of 18/06/19 and accompanying reports were received and noted.
  3. The RFO’s report with an explanation of events that led to the critical report of the Internal Auditor was received and approved.

75/19/TC The reasons for the Council selecting a ‘No’ response to assertions 1,3,4 and 7 on the 2018/19 annual return were noted by the meeting and approved.

75/19/TC Annual Governance Statement 2018/19 (s.1 of the 2018/19 Annual Return)
The Chairman read aloud each assertion on the Annual Return to identify the appropriate response of the Council.

The Annual Governance Statement was approved and signed.

76/19/TC Annual Accounting Statement 2018/19 (s.2 of the 2018/19 Annual Return)
The Annual Accounting statement for the year ending 31/03/19 was approved and signed.

77/19/TC Minutes of previous committee meetings
Members NOTED the following meetings have been held and draft minutes have been published prior to approval by the relevant committee:
1. Finance & Resources Committee meeting held on Monday 20th May 2019

  1. Human Resources Committee meeting held on Thursday 6th June 2019
  2. Town Improvements Committee meeting held on Monday 10th June 2019
  3. Princess Management Committee meeting held on Thursday 18th June 2019
  4. Planning Committee meetings held on 22nd May (minutes approved and circulated) and 17th June 2019

78/19/TC Items of correspondence
Members NOTED the following correspondence had been received:
11.1 Open Spaces Society AGM & annual report
11.2 Homes in Sedgemoor Notice of 28/05/19 event in Highbridge
11.3 Highways England Harp Road bridge work notice
11.4 Severnside Community Rail Partnership Rail Passenger Forum 22/05/19
11.5 Somerset County Council Notification of grass verge cutting
11.6 Somerset County Council Temp. closure of footpath AX 32/25 at Highbridge Caravan Centre

79/19/TC Forthcoming dates July 2019
Members NOTED the forthcoming dates of meetings as follows:
Monday 1st July Finance & Resources Committee
Wednesday 10th July Planning Committee
Monday 15th July Town Improvements Committee
Monday 5th Aug Planning Committee
Thursday 15th Aug Human Resources Committee
TBC Princess Management Committee
Wednesday 21st Aug Planning Committee
Monday 2nd Sept Town Council Meeting
Monday 2nd Sept Next Town Council Meeting

The Chairman closed the meeting at 20.05 hrs.

Records Retention Schedule

Financial Risk Management Policy - March 2023

Grant Application Kings Coronation Form

The Coronation of His Majesty King Charles III will take place on Saturday 6th May 2023, with an additional bank holiday on Monday 8th May 2023.

We are keen to hear from groups/organisations in Burnham-on-Sea and Highbridge that are looking to celebrate the Coronation. The Town Council has £1500 available to allocate to events being organised to celebrate the Kings Coronation. The maximum grant to be allocated per event will be £500.

You must meet the following criteria for your application to be considered:

– The event will be open to all members of the public

– The event will be free of charge

– The event will take place within the Coronation weekend

– The event will take place within Burnham on Sea or Highbridge


Applications will close on Monday 6th March at midday. 

Your organisation and contact details

What happens next....
Applications will be considered at the Finance and Resources Committee Meeting on Monday 13th March 2023. You will be notified after this date whether your application has been successful.
Burnham & Highbridge Town Council takes your privacy seriously and will only use your personal information for the purposes of contacting you about this grant. The Council’s privacy notice can be found here.

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