HOLNE PARISH COUNCIL

Minutes of the Parish Council Meeting held on Wednesday 3 October 2007 in Holne Village Hall

Present: Cllrs Paul Arrowsmith (Chairman), Richard Copus, Liz Ross, Gill Simpson

Clerk: Joanna Radford

Members of the public: Mr K Evans, Mrs Y Fairman, Mr R Gray, Mrs G Gray

Public Forum: Mr Evans spoke about a new development in Trusham and its implications for development in Holne. He would like a delegation from this village to visit Trusham, and would like an agenda item for the November meeting for an action plan on potential developments. His concerns were specifically on the Hazelwood proposals, and this led to a general discussion on suburban development in gardens. Agreed to agenda the issue.
Mr R Gray reported that he has purchased property in Princetown but this will make little difference to his business interests which remain here, and he can carry on as Tree Warden.
Mrs Gray had a query on the name of Holne website which was resolved. She had been to the Dartmoor Society Seminar “What is the future of the Dartmoor Village” – Chris France had stated that LDF says that there will be no housing development in DNPA except for affordable housing. She also mentioned a talk by Jenny Saunders which mentioned Holne as a natural unspoilt village on Dartmoor. She told the meeting of the existence of grants for community to take over shop and run as a community.

0710.01 Apologies for absence Cllr Irish, Owen and Roberts and County Cllr Pennington.

0710. 02 Minutes of the meetings of 4 July, 8 August and 5 September: Those of 4 July were approved with the deletion final sentence of 1st paragraph of Minute 0707.04, but neither those of 8 August nor 5 September as there was no quorum able to do so.

0710. 03 Declarations of Interest: none

0710. 04 Planning matters:
0701/07 Replacement of bottom step with stone step and ventilation of existing timber staircase, plus opening up of fireplace with removal of recent infill at 2 Michelcombe Cottage for Mrs C Irish: Cllr Ross reported that visited with Cllr Owen and explained the background: agreed to approve that the work goes ahead. To The Clerk made a report on the result of a report to the enforcement officer of work at 1 Michelcombe Cottages and his subsequent responses to the owner which indicated that the new fence was accepted by the Planning Authority.
Planning Reports: Replacement implement shed at Little Combe Farm permission with conditions to ensure removal if it becomes redundant and proper storage of fertiliser chemicals etc. Demolition of existing outbuilding and construction of new dwelling at Hazelwood: permission conditional on 6 items. Agreed to place this in Circulation File to allow councillors to be familiar with the conditions.

0710. 05 Accounts for the Month The following payments were approved:
a) Mrs J M Radford salary July- October incl £220.00
b) Mrs J M Radford expenses for the same period (telephone £13.87 + £2.18 VAT, £30 internet access) £46.05
c) Holne Village Hall Management Committee rent for use of Hall £30.00
d) Post Office Counters for stamps £24.00
e) Miss R Roberts mileage to Parke for Joint Forum 24 miles @ 40 p per mile £9.60
f) Mrs G Gray expenses for Affordable Housing Group £59.84 approved.

0710. 06 Report from the Affordable Housing Working Party: Chairman thanked Gill Gray for her work in preparing the boards and other display items used at coffee mornings and fetes.The Housing Needs Survey is going out at the end of the month: posters up, and drop in session in the Village Hall before the Council meeting on 7 November . Agreed that Councillors would help deliver, and would try to make personal contact with recipients to ensure as wide response as possible. The Council noted receipt of a letter from Chris France responding in detail to the sites suggested for possible affordable housing and agreed to hand it to the Working Group for detailed response.

0710.07 Appointment of the successful candidate for the post of Clerk and Responsible Officer Cllr Arrowsmith reported that he and Cllr Owen had interviewed two candidates and offered the job to Mrs Yvonne Fairman. Meeting closed for Mrs Fairman to talk to councillors. Her appointment was formally approved.

0710. 08 Draft planning protocol for the Council This was discussed in detail and some changes agreed. The Protocol is attached to these Minutes.

0710. 09 Letter from DCC Rights of Way Department on the possible creation of restricted byways in the Parish: agreed to defer to November meeting.

0710. 10 Correspondence: DCC on parish lengthsman and on fly-posting and on winter treatment of roads. S Hams Budget Consultation: Chairman to attend. Affordable Housing Seminar 2 November – Cllr Arrowsmith and will hand to Working Group.

There being no further business the meeting closed at 9.30 pm , but as District Cllr Jones had arrived after the Public Forum, he now made the following report: District Cllr Jones made a report on events at South Hams District Council and finished with a report on the Hazelwood application where it appeared that the Planning Officer's report for DNPA meeting was written before the consultation period ended. He also has concerns on “change of use” definition. Cllr Arrowsmith and Cllr Jones will attend the DNPA meeting on Friday. Agree to agenda for next meeting the report timing and consultation period, suggesting that DAPC should be told of this.

HOLNE PARISH COUNCIL PLANNING APPLICATION HANDLING AND PROTOCOL Approved at the Meeting of Holne Parish Council held on 3 October 2007 A) Planning Application Receipt.

1. The Application upon receipt from the Clerk (this will be any member of Holne Parish Council’s Planning Committee, OR a permanent member elected as Head of Planning Applications ) should be first checked for detail and any anomalies clarified if present with the Clerk, such as return dates to DNPA, etc. You may have to advise the Chairman to call an Extraordinary Planning meeting.

2. Determine the Application status, full or amendment for example, if the member is unsure contact the Clerk or Chairman.

3. In most circumstances you will need to arrange a site meeting with the Applicant at a convenient time.

. Arrange with another member of Holne Parish Council's Planning Committee to accompany you to the site. There are normally 2 members of the Council in any one year who represent the council with regard to Planning, though this can sometimes be 3. This allows for members who are unable to attend for whatever reason including personal interests but when there are 3 it would be wise to alternate the accompanying member. Remember that you have the services of the Chairman as he is on all sub-committees.

B) Site Meetings.
1. Arrive at the arranged time at the site/property, arriving together where possible to prevent any lengthy waiting. Introduce yourselves formally and explain briefly the reason for your visit, (if this was not done at the time of making the appointment), explain the Council’s position in the sequence of events on how the Application moves along. Have all the Application and Plans with you. (RISK ASSESSMENT, Upon arriving at the site each individual has a common duty to be aware of any risk of harm to themselves and others around them, both in prevention or assistance in an incident. i) Dress appropriately for the visit, inc suitable foot ware/headgear. ii) Let someone know where you are and how to contact you. iii) Take a mobile phone with you. v) Be aware of your surroundings at all times, and the people that you are with, use basic discretion when to retire from any situation that you are not comfortable with. This could include monitoring the Applicant's attitude to you by watching his/her body language for possible signs of aggression. Be aware of others in the house the elderly, infirm or sick, children and adults at risk, and ensure you are never be left alone with these people. vi) Know of your exit route, where your car is parked. Park ready to leave, do not go upstairs first or alone. Be aware in the countryside of risks from animals as well as people, ie Horses or Cattle.)
2. Listen to the Applicant intently, make notes and keep them safe and dry. Think of all things that you may have to report to your fellow councillors. Ask the Applicant the questions needed to make a report and note down the actual answer. Make sure that your questions are specific and relevant.
3. Do not encourage the applicant to believe that their Application is going to be granted or that the Parish Council will recommend approval (or the opposite).
4. Remain impartial at all times, do not indicate to them your views as they will not necessarily be those of the Council - remember you are only there to report back fact.
5. Make a note of any grievances that they may have. You can not explain in any way any decision that has been made by the Planning Authority unless you have written confirmation from DNPA although you may be able to help by finding out more information for them. This would be better achieved by advising the Applicant to contact their Planning Case File Officer direct .
6. Do not recommend to the Applicant any building service or service of any other kind.
7. Inform the Applicant of the next full Council Meeting when his Application will be heard, if this is an Extraordinary Planning meeting explain that to them and the date and time of that meeting. 8. Leave as you arrived, leaving only footprints and good feeling.

C) Surrounding Area. many applications involve many other people.
1. Speak with all of the immediate neighbours and those who may be affected by the Application. Ask them how does it affect them and ask them to show and explain how it affects them. Call on them around the time of your visit for your own convenience, for example just before you meet the Applicant. Make a note of their concerns or support. Inform them when the Application is to be heard. Advise them that they may write to the DNPA either to support or to oppose the application.
2. Take a backward step and observe any outside buildings/sites from a good way away, this on occasion could be over a mile!, impact can be from many different viewpoints.

D) Reporting back to your fellow councillors.
1. Make sure you can read your site notes and bring them to the meeting with the Application.
2. Perhaps prepare beforehand your report and proposal, work on the report with your fellow visiting councillor to remind each other of the detail and facts, but also remember you may both hold different views upon the application. Decide which of you is to deliver the report.
3. When making the report, ideally just report the facts as you found them including Applicant's directions. Avoid using `planners' speak` and present your report and proposal in understandable termsreferring to the Dartmoor National Park authority Local Plan (Local Development Framework) if appropriate.
4. Discuss and present all of your findings and concerns early in the report.
5. Make a proposal that the Council either recommend approval or refusal, if possible giving planning reasons for this based on the current Local Plan or (when approved) Local Development Framework.