DRAFT DRAFT MINUTES OF THE PARISH COUNCIL MEETING
3 FEBRUARY 2009
The meeting commenced at 8.00pm.
Present: Councillors Simpson (Chairman), Owen (Vice Chairman), Arrowsmith, Copus (arrived at 9.15pm), Irish, Powell and, Ross., District Councillor Jones and Maurice Retallick (DNPA).
Clerk: Suzanna Hughes
Members of the Public: 68 parishioners present
OPEN FORUM
The chairman opened the meeting by reading out District Councillor Jones’ report, as follows:
Budget 2009/10 - to be approved at Council Meeting on 5th February
1. SHDC part of Council Tax is set to be frozen at current 08/09 level. This is being achieved by a combination of savings/efficiencies in services, plus a reduction in contributions to various reserves (this latter is likely not to be repeatable in future years - unless of course local government in Devon is reorganised - then who knows what will happen !)
2. Car parking charges also set to be frozen at current levels.
Local Government Re-organisation
We still await (promised by 13th February) the outcome of the Boundary Committee's final recommendation - which government then will have to deliberate on. The upcoming SHDC parish cluster meetings (eg. Totnes on 26th February) should be useful forums to discuss the Boundary Committee recommendation and 'next steps'.
welcoming the new clerk and Maurice Retallick, the parish’s representative from the DNPA and indicated that she would like representatives to report first prior to members of the public.
Maurice Retallick (DNPA)
Maurice addressed the frequency of visits to the Parish Council meetings and explained that there are two DNPA representativers who cover the whole of Teignbridge and South Hams. There are 28 parishes in his area and he has therefore been responding to particular needs or concerns. Tom Archer is the other representative.
A Management Plan has been signed and a Management Plan delivery board has been set up to ensure that National Parks are achieving their targets.
He is required to produce a state of the park report in respect of such things as agriculture, land access, buildings etc. This is ongoing. The Local Development Framework is also in place. A review of the planning process has also been taking place. Issues which have been raised include the fact that the weekly list is only available online. A second issue was that better communication takes place with applicants and the focuss os on their wants and needs. A third issue is the consistency of case officers.
The very successful Hill Farm project has lost its project officer. Money is coming from SWREA which will secure project officers who will assist farmers to source funding.
In respect of mobile field shelters, there is a lot of case law about it but no final decision as to whether planning permission is needed or not. It is possible that change of use is necessary but at the moment it is difficult to get any consistency. It was agreed that maybe planning officers may be able to give clearer guidance about how to deal with ‘temporary’ field shelters.
A planning application is expected for Venford Reservoir but this has not yet been received by the Parish Council.
Cllr Simpson indicated that she would like Maurice to attend the Parish Council meetings even though there may not be a specific issue and if he wasn’t able to attend then to send a report to the clerk would be beneficial. Maurice said he would do what he could.
District Cllr Colin Jones (South Hams)
Cllr Jones reported that the previous month has been quiet and his report would therefore be brief. The main ‘news’ is that the deadline for the Boundary Committee to issue its final report and recommendations to the governments has been put back from 31st December to 13th February. This is mainly because the Secretary of State has felt obliged to offer new guidance to the Boundary Committee over the term ‘in aggregate’ in its initial Guidance (in respect of the capacity of any proposals to meet the 5 criteria for unitary authorities) and which it was unconvinced the Boundary Committee had correctly addressed in its financial and other deliberations. Cllr Jones’ own take on this was that it illustrates the weakness of the Boundary Committee’s work and makes it easier for government to distance itself from the Boundary Committee’s final recommendation, even if that is for a ‘big Devon’ as in its draft proposal. Cllr Jones thinks that there will be no change to the especially if, as some political commentator believe) there will be a general election this year rather than next.
The budget process is well underway at SHDC but Cllr Jones will report more on this once it becomes clearer what SHDC can do to keep the council tax down and what the government does to help or hinder the process. The Leader of the Council, backed by the Council’s ruling Executive, has stated his bold aim to freeze SHDC’s share of the council tax for 2009/10.
Also on the budget Cllr Jones has had the satisfaction of putting forward to a working group which makes recommendations on the budget a proposal which was accepted by his fellow members of the group. This proposal was to recommend an increase of 10,000 in the sum the Council puts into the Community Grants Fund. This contribution was cut last year by 5,000 (to only 20,00) by the ruling Conservatives, against opposition from Cllr Jones and others. This fund is very important in supporting local projects, including village hall improvements, especially in the remoter rural areas which benefit little from the Council’s heavy investment into major facilities in the towns such as leisure centres, swimming pools, parks and playing fields. There was substantial demand this year for grants from the Fund and it should be increased. Cllr Jones will continue to fight for this when the final budget decisions are taken next month by the full Council.
Members of the pPublic Forum
1. A member of the public reported that a rock on the road by Compton Tor needs removing before Venford Reservoir reopens. The chairman suggested that someone speaks to May Gurney who are carrying out the works at the reservoir. He agreed he would do this and any problems would be reported to the chairman.
As she would be unable to comment on items on the agenda once the Parish Council meeting had commenced, Gill Gray reminded the Parish Council that it should speak to her about any funding required for forthcoming projects relating to playpark.
Bridgette Mills addressed the issue of banning dogs from the entire area of playpark. She commented that
an old sign had been erected over the last couple of days. Whilst agreeing that dogs should not be around the play equipment she disagrees that dogs should be banned from the whole area. Her feeling was that the Parish Council should be making it clearer to owners that they must clear up after their dogs rather than banning them altogether. A further member of the public voiced her support for Bridgette’s views.
2. Ru Roberts commented on current issues with the leats. A solicitor has advised her that if the normal flow of water within a leat is changed by the landowners, those affected have a right of redress. It was expressed that one parishioner’s leat were so full as the leats above it had been barriered. There was also concern for the front wall of the churchyard which is being pushed forward due to the amount of water in the leat coming through the wall.
3. As well as reminding everyone that there is an annual leat clearing day in October, Gill Gray sought clarification as to which roads were supposed to be gritted or salted. She said that they used to grit her road but haven’t this year and conditions have been treacherous. Cllr Arrowsmith clarified that the route between Holne and Buckfastleigh used to be gritted but it has now switched to the more primary road between Holne and Ashburton. The clerk agreed to contact Highways to clarify the situation.
expressed concern about playpark being locked and chained up. She appreciates that there are sheep in there but didn’t realise the public would not be able to use it. Cllr Owen explained that the sheep were in there as part of the plan to improve the quality of grass in the park. This had been advertised although
030209.01 APOLOGIES FOR ABSENCE
Received from District County Councillor JonesPe who was unwellnnington who was and Cllr Irish who could not attend because of the icy road conditions. attending Rattery’s Parish Council meeting. No apologies received from Cllr Copus.
03602109.021 RATIFICATION OF MINUTES OF 6 JANUARY3 DECEMBER 2008 2009.
Prior to the minutes being agreed and signed as a true record, two amendments were made to 060109.05 (iii) and 060109.07.
A query was raised about item 11.12.13 but this was confirmed by Cllr Arrowsmith as correct. The minutes were therefore agreed and signed without amendment.
030209.0360109.02 DECLARATIONS OF INTEREST
None received.
030260109.043 PLANNING
Cllr Simpson explained that the DAPC had advised that the Parish Council should not discuss planning applications unless they had been previously advertised on the agenda.
i. Temporary Field Shelters
No further correspondence has been received.
ii. Venford Dam – minor amendments to planning approval ref 0384/08
Addition of a reinforced concrete lining to the receiving channel of the new spillway
Cllr Owen explained that this was not a decision for the Parish Council to make as it has already been made by the DNPA. The notification received was merely for information.
iii. Langaford Meadows – erection of Polytunnel.
No application has yet been received.
(iv) Newbridge – Letter from Devon County Council
Cllr Simpson read a letter from Nick Bolt at DCC which explained that the proposals to widen the bridge as a solution to help traffic vehicle impact damage are not supported by English Heritage and that the planned two week road closure in February to carry out these works will not therefore be taking place.
iv. South Hams Local Development Framework – Development Policies DPD – Regulation 25
Cllr Simpson read a letter from SHDC updating the council.
030209.05 FINANCE
(i) It was agreed that the clerk could apply for online banking so that statements can be viewed. online. It has been advised by the DAPC that payment of invoices should not be done online as signatures should be required to authorise any payments. It was agreed that in any case this was not required as Holne was such a small parish with very few transactions.
(ii) Payment of clerk’s wages and expenses for January 2009 to Suzanna Hughes for £125.76 (cheque no. 531) was agreed.
(iii) The monthly bank reconciliation was noted.
030209.06. PLAYPARK
i. It was reported that nothing had moved forward with the activity record. A meeting of the working party has been arranged for 18th February at 4pm. Cllr Arrowsmith questioned whether this was an appropriate time if the committee were wishing members of the public to attend. The committee replied that it had arranged a time which was suitable for the committee members.
(ii) Despite many interruptions the hedge has now been laid and it was expressed that the DNPA had done a good job. There is wood left over which is available for people to help themselves. Disappointment was voiced about the intervention of the tree warden, Ross Gray, who had bypassed the committee and spoken direct to the Chief Executive of the Park about how the hedge should be laid. The clerk was asked to write to the tree warden to express this disappointment. Cllr Powell reported that she had taken some photographs of the hedge and would put together a display for the parish.
(iii)&(iv)Cllr Owen reported that the dog sign was found in the hedge and whilst this had been
removed some time ago the area has been a park for children and not dogs for as long as she can remember. Access to the playpark has now been reopened as the sheep have now gone. Cllr Ross reported that, regrettably, she had seen dog mess in the area which had not been cleaned up by the owners. A general discussion then ensued about how the Parish Council moves forward with this issue. It was proposed that an agreement be reached by vote with all members of the council present but Cllr Owen proposed that the vote taken in April 2008 should stand. Cllr Ross agreed with this. Cllr Arrowsmith suggested that the Parish Council write to the Church Charity who are trustees of the land for the villagers. Cllr Ross concluded the discussion stating that, whilst looking at the play equipment etc, the Playpark Committee would be happy to look at an area for dogs.
030209.07 HOLNE AND SCORITON HOUSING GROUP REPORT
No report. A meeting is scheduled for Tuesday 10th February 2009 at 7.30pm in the Church House Inn.
030209.08 POTHOLES AND HIGHWAY MAINTENANCE REPORTS
Cllr Simpson thanked Cllrs Arrowsmith and Ross for their time marking the potholes in the parish which has now been sent to DCC. It was also reported that contractors were attempting to clean the cattle grid at the edge of Holne Moor that morning (3rd February) when it was freezing. It was expressed that it would have been more appropriate to wait until the weather improved. The clerk would write to Highways about it at the same time as requesting clarification on gritting/salting. Cllr Simpson read a letter from DCC thanking the Parish Council for the map identifying the potholes and other surface issues. It stated that subject to current workloads, the potholes will be recorded for repair and should be completed within 14 days.
An acknowledgement of receipt of the Parish Council’s request for a meeting with Brian George has been received. The clerk would chase Brian George for a response.
030209.09 LEATS
The Parish Council had been approached about problems with the leats running through the village. These problems related to maintenance and changes to the flow of the water which was impacting on other properties. It was agreed that the clerk would write to all landowners with leats running through their properties to alert them to the issues. Cllr Owen suggested that the council has a walk around the village to look at the leats. Permission would need to be sought from landowners to enter their properties.
030209.10 ANNUAL PARISH MEETING
It was proposed that the clerk invited the Chief Executive of the DNPA to speak at the Annual Parish Meeting on 29th April 2009. It was also agreed that Cllr Arrowsmith would provide the clerk with a list of village groups so as they can also be invited to the meeting to report on their activities for the previous year.
030209.11 PARISH COUNCIL NEWS ARTICLE FOR PARISH LINK
It was agreed that from next month, the clerk would write an article for the Parish Link reporting Parish Council news until someone could be found to write the article on a more permanent basis. The clerk also agreed to produce an advert to see if anyone would like to write it in the future.
030209.12 CLERK’S OR COUNCILLOR’S REPORTS ON MATTERS AUTHORISED BY THE COUNCIL AT PREVIOUS MEETINGS NOT OTHERWISE ON THIS AGENDA
With a couple of outstanding issues which were awaiting clarification from Lesley Smith at the DAPC, it was agreed that the clerk would sign the contract after the meeting.
030209.13 CHAIRMAN’S URGENT BUSINESS FOR ACTION BY THE CLERK IF COVERED BY DELEGATED POWERS OR FOR INCLUSION ON THE AGENDA OF THE NEXT MEETING
Cllr Copus apologised for his late arrival. He commented that the potholes at Hembury Woods had been repaired and we would now need to address the issue of surface dressing. This would be put on March’s agenda. It was also agreed that the summer bus service would be discussed in at March’s meeting.
030209.14 CORRESPONDENCE FOR ATTENTION
i. Letter from Lesley Smith, DAPC re casual vacancies on DAPC’s County Committee
No interest was received.
ii. Letter from Lesley Smith, DAPC re Royal Garden Party – request for nominations
No nominations.
iii. Letter re South West Foundation Small Grants Programme
Information was passed to Playpark Committee
(iv) Devon Funding News – Gill Gray – January 2009
Information was passed to Playpark Committee
iv. NALC Legal Briefing – Power of Well Being
Clerk to seek further clarification about the power of well being.
v. Grassroots funding
Information was passed to Playpark Committee
030209.15 DATE OF NEXT MEETING
The date of the next meeting was confirmed as Tuesday 3rd March 2009 at 8.00pm.
Matters not requiring discussion and placed into the folder for circulation and perusal by Councillors.
(Please ensure that you have informed the Clerk if any need attention at the next Parish Council meeting).
i. SHDC – Executive Forward Plan
ii. SHDC – Minutes of the Executive Meeting on 8 January
iii. Development Control and Conservation User Group – Minutes of Meeting - 15 October 2008
iv. South Hams Society – Bulletin (December 2008)
v. Leaflet SHDC – Fraud, Theft or Corruption
vi. Communities and Local Government – Consultation Paper
vii. DAPC Newsletter – Jan/Feb
viii. DNPA – Development Management Committee – agenda/minutes – 6 February
ix. SHDC - Minutes of the Executive Meeting - 22 January
x. SHDC – Agenda & Minutes of the Council – 5 February
STANDING ORDERS
The council agreed to amend paragraph 1 (a) of the Standing Orders changing the day of the meeting from the first Wednesday of each month to the first Tuesday of each month.
060109.04 ADOPTION OF NEW MODEL PUBLICATION SCHEME IN ACCORDANCE WITH THE FREEDOM OF INFORMATION ACT AND COMPLETION OF THE GUIDE TO INFORMATION.
Cllr Simpson outlined the need for the Parish Council to adopt the new model publication scheme and the guide to information. It was agreed that much of the information could be sought via the web site and otherwise via the clerk. The Parish Council unanimously agreed to this adoption.
060109.05 PLANNING
(i) Temporary Field Shelters – no reply has been received from DNPA regarding the definition of ‘temporary field shelters’. It was agreed that the council would speak to a planning officer who might be able to give more guidance on the subject. It was agreed that a fuller discussion could be had at a later meeting and the clerk would put this as an item on February’s agenda.
i. Langaford Meadows – erection of Polytunnel – no report has yet been received from DNPA about what is meant by ‘temporary field shelters’ and the council agreed to speak to the planning officer when possible. Cllr Ross commented there seemed to be difficulty in distinguishing between agriculture and equiculture. Cllr Simpson explained that after a site visit, the DNPA approved a temporary shelter and an application for permission would be forthcoming. It was agreed that this would be placed on the agenda for February.
i. Cllr Powell reported that she had attended a Stakeholder Event organised by DNPA on 14 November. This involved a discussion afternoon about the design of the park. She concluded that whilst interesting it wasn’t particularly relevant or beneficial to Holne.
ii. Catkin Cottage – Cllrs Owen and Ross had visited the site and outlined that the three areas for consideration were the utility area, the summerhouse and the velux window. They did not have any objection to the utility area or the summerhouse (provided the construction stays within the boundaries of the property). However, as permission has been previously been refused by DNPA for velux windows in this property the council objected to this element of the application. There was also concern about how the window would affect the privacy of the neighbouring property, Haxelwood.
060109.06 FINANCES
i. The clerk explained the benefits of online banking to view the Parish Council’s accounts. Often paper statements are received after the meeting preventing the clerk from producing up to date bank reconciliations. Online banking would enable the clerk to view statements prior to the meeting.
ii. The following cheques were approved and signed:
Cheque no 528 = £137.41 – Sharon Raggett (Clerk’s wages December 2008).
Cheque no 529 = £43.00 – Holne Village Hall (Hall Hire for meetings).
Cheque no 530 = £58.75 – Audit Commission (Annual Audit Fee)
The bank balance of £3,752.27 at January 2009 was noted.
060109.07 PRECEPT FOR 2009/10
Cllr Simpson outlined a reduction in wages from the projected £1,900 to the actual £1,653 for 2009/10. A discussion followed about the grant for the churchyard which would also affect the precept request. Cllr Ross reported that in an attempt to obtain more information about the cost of maintaining the churchyard, she had met with Marian Kaye. It was suggested that the cost of maintenance would increase from £1,500 in 2008 to £2,000 in 2009 however not all tenders have yet been received. After brief discussion, Cllr Ross was of the opinion that the Parish Council should not increase its grant from £400 last year to £500 this year. This was supported by Cllr Owen. Cllr Irish proposed that the Parish Council grants £450. This was seconded by Cllr Arrowsmith with 4 for and 2 against.
It was agreed that the precept request would be £5,200.
060109.08 PLAYPARK
It was reported that the sheep were going out at the weekend. The short-term improvements to playpark are therefore underway. Cllr Powell would like to invite members of the public to join the working party with Cllrs Owen, Ross and Powell. It was agreed that this would be advertised on the Holybrook Exchange. Cllr Powell agreed to circulate a report/update outlining progress to date. The working party is currently looking at 2 particular items. Firstly, they are considering putting a clapper bridge over the leat to improve access to playpark. Secondly, they are looking at equipment for the park which can be used by people 0-100. They would liaise with Gill Gray about funding and also the community grant.
Cllr Owen reported that the hedgelaying team will be using the car park. The Parish Council will be responsible for 50% of the cost of new fence posts if existing posts can’t be reused. Cllr Owen counted around 40 posts and therefore the maximum cost to the council would be for 20 posts.
Cllr Irish reported that a lorry has turned and hit the edge of the road knocking soil on to the road. This wasn’t considered a real problem.
060109.09 HOLNE AND SCORITON HOUSING GROUP REPORT
Nothing to report.
060109.10 POTHOLES AND HIGHWAY MAINTENANCE REPORTS
i. No meeting has yet been arranged with Brian George. The clerk will write.
ii. Road condition mapping - Cllr Simpson asked councillors to note the potholes on the road condition maps so that they could be sent off. Cllr Arrowsmith offered to drive around the parish for a couple of hours to more precisely identify holes. Cllr Ross agreed to accompany him.
060109.11 ANNUAL PARISH MEETING
It was agreed that the Annual Parish Meeting would be held on Wednesday 29th April subject to the availability of the Village Hall which the clerk would confirm. Cllr Simpson requested that councillors give some thought to a possible speaker. This item would apper again on February’s agenda.
060109.12 CLERK’S OR COUNCILLOR’S REPORTS O MATTERS AUTHORISED BY THE COUNCIL AT PREVIOUS MEETINGS NOT OTHERWISE ON THIS AGENDA
(i) Leat Maps – copies have been sent to Mr & Mrs Houghton.
060109.13 DIGITAL SWITCHOVER FOR WEST COUNTRY
Cllr Simpson explained that the first stage of the switchover would be taking place on 8th April and the second stage on 22nd April. The main concern was for the elderly and how the Parish Council could assist them with the switchover. The clerk had printed some notices to display in the village which advertises a helpline.
060109.14 VENFORD WORKS AND ROAD CLOSURE
The closure of the dam has been extended to 7th February. There had been no time to put this in the Parish Link. Cllr Simpson also reported that the Newbridge is now not going ahead. No reasons have been given and the council will await news from Highways.
060109.15 CHAIRMAN’S URGENT BUSINESS FOR ACTION BY THE CLERK IF COVERED BY DELEGATED POWERS OR FOR INCLUSION ON THE AGENDA OF THE NEXT MEETING
i. Police attendance at meetings - Cllr Simpson has received a request from Alison Hooper from Devon & Cornwall police asking for the dates of forthcoming Parish Council meetings so that the parish’s PCSO can attend. It was agreed that the clerk would invite the officer to our meetings.
ii. Cllr Arrowsmith wished to comment that he considers the length of the agenda too long.
iii. Clllr Arrowsmith observed that the Parish Council does not submit an article for the Parish Link and thought that this should be given some consideration at the February meeting.
060109.16 CORRESPONDENCE FOR ATTENTION
(i) SHDC – Budget Meeting – 15th January 2009 – Cllr Mrs L Ross and Chair – Cllr Mrs G Simpson to attend.
(ii) Parish Cluster Meeting - 20th January 2009 – cancelled.
Matters not requiring discussion and placed into the folder for circulation and perusal by Cllrs. (Please ensure that you have informed the Clerk if any need attention at the next Parish Council meeting).
i. Devon Home Choice - Consultation Event 12th January at Follaton House, Totnes 2-
4pm
ii. Leaflet - Free home & safety visit from Devon & Somerset Fire & Rescue Service
iii. DNPA – Development Management Review
iv. SHDC – Executive Forward Plan
v. SHDC – Agenda and Minutes of the Council and its Bodies – 18th December 2008
vi. South West Employers – Annual Affiliate and Associate Conference
vii. Village Green – December issue
viii. Office of Fair Trading – Don’t let them con you
ix. DNPA – Development Management Committee – agenda and minutes
The meeting closed at 9.5550pm.
Cllr Simpson Mrs S Hughes
Chairman Clerk