Cullompton Town

CULLOMPTON TOWN COUNCIL

ACTION PLAN 2007/08

A. Mission Statement

The Council will serve its Community by developing services and local initiatives that will improve the quality of life of the people living and working in the parish of Cullompton

This will be achieved by:

• Acively pursuing the Council’s representational role

• Effectively delivering a range of public services – either directly or by supporting local organisations or other providers

In carrying out its aim the Council will be guided by the following principles:

• Integrity To act impartially

• Commitment To adopt a positive approach to resolving issues, to consult widely and to listen to ideas

• Community Driven To endeavour to respond to the needs of the community

• Financial Prudence To provide the best possible service at the lowest possible cost

• Staff and Elected Member Development: To encourage and assist councillors and staff to reach their full potential, to promote a culture of continuous improvement

B. THE TOWN COUNCIL

Cullompton was awarded “Quality Council” status in September 2003, one of the first three councils in England to receive this commendation.

It is situated in the administrative area of Mid Devon District Council and is based at the Town Hall, 1 High Street. It came into existence in 1894 and deals with all issues that affect the parish of Cullompton and its residents. The current population is approximately 8,500. It is non-political and comprises 15 elected Councillors who serve for a four year term of office with three wards:

Cullompton South 7 members

Cullompton North 6 members

Cullompton Outer 2 members

Payment of Councillors: Although legislation allows payments to all town councillors, at the present time, members are not paid any allowances and the only expenses they may receive are out of pocket expenses such as travelling expenses for official duties outside the town.

The business of the Council is conducted through two monthly meetings, held on the first and third Thursday of each month and the following Committees and Working Groups:

CCTV Promoting Cullompton

Civil Protection Properties

Financial Management Rural Roads and Footpaths

Emergency Planning Website

Personnel

Agendas for meetings are displayed on the council notice board and are issued to members and the press in advance of each meeting. Agendas and Minutes for meetings are available on request from the council office.

Finance: The council is funded primarily through income received from the precept, which is a charge levied on all domestic properties in the parish. Some income is received from services such as allotments, burial fees and town hall hire fees. Payment is received from Devon County Council and Mid Devon District Council for carrying out services such as weed control and street cleansing and Mid Devon District Council provide a grant towards cemetery running costs

SUMMARY OF SERVICES AND COSTS 2006/07

Targets for 2007/08

(i) Progress cemetery extension

(ii) Complete Town Hall improvements and move council office to ground floor

(iii) Complete improvements to street sports facilities

1. Take an active role in progressing the Culm Valley Community Plan

2. Work with partners to re-open Cullompton Community College outdoor swimming pool for community use

C. TOWN COUNCIL SERVICES

The 8 categories detailed in this plan have been established to identify the main areas of Council activities.

1. PROPERTIES COMMITTEE

1. Allotments

What’s included;

• Administration

• General maintenance

Net cost to each household:

Description of service: The council is trustee for the allotments in Tiverton Road. There are the 31 full plots, let as either full or half plots. Full plots are currently charged at £18 per annum. Costs are utility charges i.e. water and maintenance such as hedge cutting. These costs are currently covered by the rent collected.

The plots are all let and there are four people on the waiting list

Service Objectives

• To provide a sufficient number of allotments to meet current and foreseeable need

• To maintain the allotments, hedges and paths to a good standard

Key Targets 2007/08

• To continue to provide allotments of a good standard for the benefit of residents of the parish

1. Cemetery

What’s included:

Overall provision and maintenance

Chapel and mortuary buildings

Small field at top of cemetery

Future provision

Administration

Net cost to each household:

* The primary reason for the increase in cemetery costs is that in 04/05 the council received a grant from Mid Devon District Council of £8.000 towards running costs whereas in 2005/06 the grant was £2,500

Description of Service: The council’s cemetery is located in Tiverton Road and was opened in 1856. It contains two Grade II Listed Buildings. The council applied for planning permission to extend into land it owns at the north end of the cemetery. This was refused and the Inspector at the Local Plan Public Inquiry held in 1995 concluded that a extension to the north of the cemetery would not tackle the difficulties caused by lack of parking and vehicular access and would have an adverse impact on a prominent feature in the landscape.

It was recommended that the northern extension be deleted from the Local Plan to be replaced with a western extension to include facilities for car parking. The land to the west is in private ownership and the council is currently negotiating purchase in order to extend the cemetery.

The chapel is available for small funeral services.

The council has a responsibility to carry out regular inspections of memorials to ensure that they are in a safe condition. Memorials failing the inspection are either laid flat or marked to warn people of a possible danger. Repair to any memorial found to be unsafe is the responsibility of the owner

In 1998 the council applied for planning permission to create a Woodland cemetery in the field at the north end of the cemetery. The application was refused as “the development would lead to an intensification in the use of the site which lacks adequate provision for off-road parking facilities. The council intend to reapply once car parking is available within the proposed extension.

One full-time member of staff is based at the cemetery to carry out grounds maintenance works.

The following table shows comparative statistics of burials

Service objectives

• To maintain the cemetery to a high standard

• To provide a burial service that is responsive and sympathetic to the needs of the bereaved

Key targets for 2007/08

• To make progress with regard to the provision of an extension to the cemetery

1.3 St Andrews Car Park

What’s included:

• Administration

• Maintenance

Net cost to the householder:

Description of Service: The council owns St Andrews Car Park and the 44 spaces are provided free of charge for a maximum period of 2 hours to enable people to use shops and services in Cullompton. Until March 2004 the businesses in the town centre contributed £1,100 towards the running costs (to cover Business Rates). This contribution has now ceased as there was no volunteer to collect the money.

The council has resolved to continue to provide the car park free of charge but the cost to the local Council Tax payer will increase

Service objectives

• To provide a free “shoppers” park to encourage people to use shops and services in Cullompton

• To maintain the car park to a good standard

Key targets for 2007/08

• To produce a long term management and maintenance plan

1.4 Town Hall

What’s included:

• Administration

• Maintenance

Net cost to the householder

Description of Service: the Town Hall includes the council offices, the tourist information point, the CCTV system and a community hall, with kitchen, that is hired for events and activities. The toilets are open for the public to use during office hours. The council office is on the first floor;

The Council intends to upgrade and improve the facilities in order to meet the requirements of the Disability Discrimination Act. Building work has started on relocating the kitchen to the rear of the hall. The Council office and new toilets, including disabled facilities will be installed at the front.

Service objectives

• To provide the community with a community hall/meeting place resource at a reasonable rent

• To provide a venue for council meetings

• To provide a council office and community/visitor information point

Key target for 2007/08

• To complete the upgrading and enhancement of the ground floor

1.5 Upcott Field

What’s included:

• Admninistration

• Maintenance

Description of Service: The field was left to the inhabitants of Cullompton to be ‘maintained by the Council in good and proper condition and managed as a recreation ground or park for the resort and recreation of all the inhabitants of the parish of Cullompton without distinction of age, sex, religion position in life or estate and for no other purpose whatsoever’.

New play equipment was installed during 2005/06 and, to comply with the Disability Discrimination Act, the gate was widened and a path was constructed from the main path to play area. It is intended to provide a shelter and ball game facility at the top end of the field to provide somewhere for young people to sit away from the children’s play area. The shelter can also be used by people waiting to collect children from school etc.

Service objectives

• To provide a safe and user-friendly recreational area

Key targets for 2007/08

• To replace cradle swing in play area

• To provide shelter and ball game facility for young people at the top end of the field

1. PROMOTING CULLOMPTON COMMITTEE

What’s included:

• Tourist Information Centre

• Community events including Christmas Lights and Town Picnic

• Civic Events

• Community Development

• Town Outdoor Market

• Communications

Net cost to the householder:

Description of Service:

• Tourism – producing and supporting production of literature to promote the town and local services, support and maintain tourist information point

• Festival week: support by producing programme and organising events including annual Town Picnic

• Christmas: Organise lights display and an annual event to celebrate the lights

• Civic Events: organise biennial Civic Service and biennial Civic Reception and Twinning Reception

• Community Development: support production of Community Plan

• Communications: Organise bi-monthly Councillors’ Surgery and produce bi-monthly newsletter, support Cullompton website

• Outdoor market: Manage and promote weekly outdoor market

Service objectives

• Christmas: to continue to improve and extend the lighting display and the annual celebration event

• To engender a sense of community by organising events that bring the community together

• Tourism: promote the town as a tourist destination and make local people aware of the attractions and facilities in their local area

Key targets for 2007/08

• Get together a list of all establishments, in the local area, that provide accommodation for visitors

• Improve Council information available on the Cullompton website

• Increase number of stalls at outdoor market

• Complete and produce updated Cullompton Town Trail

3. CENTRAL ADMINISTRATION

What’s included:

Staffing

Premises

Net cost to the householder:

Description of Service

The Council employs two administrative staff: a full-time Town Clerk and part-time Administrative Assistant. The Council office is on the first floor of the Town Hall and is open to the public every weekday morning.

Functions include:

• Reception and public/tourist information including: preparation of council newsletter and information leaflets, town guide and street plan, maintenance of web pages

• Member and Committee Services: including Agenda preparation, Committee attendance, producing minutes of meetings and correspondence

• Management of staff including: training, health and safety, conditions of service and work programming

• Financial Management and payroll

• Purchasing

• Insurance

• Asset and property management

• Cemetery, car park, allotment and recreation field administration

• Letting of Town Hall

• Office management

• Office equipment management and maintenance including e-mail

• Management of Council records

• Mayoral and Civic

Service objectives

• To deliver effective management of the Council’s responsibilities and activities

• To assist with the development of the Council’s objectives and strategy and to ensure the effective implementation of the overall plan

• To provide an efficient public information system

• To maintain accessible Council records

• To maintain a fast efficient service for Members

Key targets for 2007/08

4. COMMUNICATION SYSTEMS

What’s Included

• Newsletter and Annual Report

• Website

• Parish and public meetings

• Councillor Surgeries

Description of service currently undertaken

• The council is consulted by various service providers on a wide range of services

• A major area of consultation is in respect of planning applications made for development in the parish. The council tries to respond to these within a 21 day time period. This is the main reason council meetings are held twice monthly.

• Press – the council issues press releases and both officers and members liaise regularly with reporters

• The council issues a Newsletter every other month and an Annual Report. Both are available from the Town Hall, Mid Devon District Council office and library.

• The council has its own pages on the Cullompton website which are updated regularly. It financially supports the Cullompton website

• The council is required to hold an annual meeting at which the electorate are entitled to attend and question members about local issues and the past and future activities and performance of the council

• Public meetings are arranged from time-to-time to deal with specific issues of concern to local residents

• Councillors’ Surgeries are held every other month in the Town Hall between 10.00am and 12noon on a Saturday morning. Exhibitions on local issues are mounted at these surgeries.

Service objectives

• Encourage public participation in local issues and events

• Improve public awareness of the Council and its functions

• Promote the positive aspects of the Council’s work

Key targets for 2007/08

• Encourage and promote improved attendance at Council meetings (particularly the Annual Parish meeting) and Councillor Surgeries

5. COMMUNITY SAFETY

What’s included

CCTV

Health & Safety (staff and public)

Civic protection: Emergency Plan

Net cost to the householder:

Description of Service

CCTV: The present system of seven cameras covers the town’s main street from Exeter Hill to High Street. Six cameras were installed at the end of March 2001 and came into operation from 1st April 2001, the funding for these was provided by the Home Office. An additional camera was installed in April 2003 to improve coverage of High Street. The funding for this was provided by the Mid Devon Community Safety Partnership.

The system is now 6 years old and requires updating, it is anticipated the system will be upgraded to a digital system and linked into Tiverton system in order that it can be monitored by the end of March 2007.

The council has a health and safety policy in place, this is review annually

The Council has an Emergency Plan which is reviewed annually

Service objectives

• To provide a means of assisting with the detection, deterrence and prevention of crime in Cullompton town centre.

• To maintain and improve lines of communication between the local community and the Police with a view to positively influencing the effectiveness of local Policing

Key targets for 2007/08

• To carry out effectively the Council’s responsibilities for Health and Safety both as an employer and in respect of its wider responsibilities to the general public

• To undertake risk assessments of all council property

• To complete upgrade of CCTV system to a digital system and link into Tiverton in order that it can be monitored

6. FINANCIAL MANAGEMENT

What’s included

Insurance

Internal Audit

Regular financial reporting

Net cost to the householder

Description of Service:

Financial Management: The Council uses Quick Books as its accounting package. The Council’s own staff prepare all accounts, including final end of year accounts.

The Council’s Financial Regulations and insurance requirements are reviewed annually

Insurance: the Council has a comprehensive insurance with Allianz Cornhill

Internal Audit: Members of the Council’s Financial Management Committee undertake regular checks of the accounting systems and an independent auditor is employed to carry out an annual

Service objectives

• To maintain an efficient and effective accounting system

• To manage debtors and creditors effectively by ensuring prompt payments

• To maintain accurate financial information systems

• To manage budgets effectively

Key targets for 2007/08

• To ensure effective internal audit controls

7. GRANTS

Net cost to the householder

Description of Service: The Council issue grants to local organisations, usually in April of each year.

The Council has recently reviewed its grants policy and produced an application form and guidance notes. These are available, on request, from the Council office

Service objectives

• To assist local organisations to fulfil their aim and objectives

• To meet local needs and to support new initiatives which benefit the local community

8. HIGHWAY AND ENVIRONMENTAL

What’s included:

Rural roads and footpaths

Traffic & Environmental Working Group

Bus Shelters and street furniture

War Memorial

Planting and floral

Footway cleansing

Weed control

Net cost to the householder:

Description of Service

Cleaning of footways: service contract with Mid Devon District Council for the cleaning of all footways

Weed control: service contract with Devon County Council to carry out weed control and small maintenance works

Bus Shelters: own and maintain bus shelter adjacent to War Memorial and maintain two bus shelters (Willand Road and Swallow Way)

Street furniture: own and maintain shelter on corner of Station Road/Higher Street, finger posts, tourist notice board adjacent to War Memorial and maintain other items of street furniture in and around the town

War Memorial: Maintain and successfully applied for classification as Listed Building

Planting and flora: the council maintains flowers beds, provides and maintains flower tubs and maintains hanging baskets in the town centre

Public Footpaths and Bridleways: the Council is a member of Devon County Council’s Parish Paths Partnership (P3) and receives an annual grant to maintain the paths.

Traffic and Transport Plan: the Council has a Traffic and Transport Plan which is reviewed annually

Service objectives

• Preserve and enhance the attractiveness of the town

• To develop and support a continuous programme of improvements to the traffic and transport system

• To undertake an annual survey of all the public footpaths and bridleways within the parish and ensure their continuous improvement

• To gradually bring Cullompton up to a standard where it will confident to enter the “Britain in Bloom” competition

Key targets for 2007/08

• To work with Mid Devon District Council to improve the floral displays in the town