Draft Minutes of the Parish Council Annual Meeting held on 5 MAY 2009
The meeting commenced at 8.00pm.
Present: Councillors Simpson (Chairman), Arrowsmith, Copus, Irish, Powell & Ross.
In attendance: County Councillor Pennington, Ross Gray
Clerk: Suzanna Hughes
Members of the Public: 2 parishioners present
OPEN FORUM
County Councillor Pennington
Local Government Boundary reorganisation is still going on and he still believes this is a waste of time and money. Popular view of his parish councils is to remain the same but for councils to start to work together.
District Councillor Jones
Cllr Jones was absent from the meeting but sent a report:
Local Government Review continues to be the main topic on the agenda as we near the end of the consultation period lasting until 14 May. As the letter from the Council Leader John Tucker explains, it is important that people read the latest document (which is subtly different from the original – not least in giving more weight now to the ‘Exeter and Exmouth’ unitary authority idea) and make any new or additional reasoned views known to the Boundary Committee, especially on issues such as the estimated ‘costs and savings’ of the unitary proposals. In his opinion and that of the SHDC, the suggested savings are just not credible and are based on some very unsound and unproven assumptions, but parish councils and others must judge for themselves – and make their views know. Further information is available on the SHDC website.
At the Council’s Executive on 23 April, a major decision was made to form a single shared management team with West Devon Borough Council, utilizing the already shared Chief Executive and the two Strategic Directors from each authority. This move should strengthen the management capability of both organisations and accelerate the progress of joint working and achieve further cost savings. It is exactly the type of initiative, dynamic evolution rather than revolution, which we believe is best to make local government better, as opposed to the blunt and wickedly wasteful instrument of wholesale restructuring as advocate by the Boundary Committee.
Ross Gray (Tree Warden)
He referred to issues that arose during February’s meeting in respect of the hedge laying at playpark and his response to the council’s letter to him. He identified that this issue had highlighted the breakdown in communication between tree wardens and the parish council. The parish council agreed with this and suggested that everyone moves forward. Members acknowledged and thanked the tree wardens for their work within the parish and also Ross for his report at the Annual Parish Meeting which further demonstrates his expertise and knowledge in this field. Cllr Simpson concluded the discussion stating that communication is important and we should now look to the future. All agreed. The clerk will forward anything relating to trees and hedges etc to Ross and Ru.
Members of the public
1. Bridget Mills commented that the minutes are quite late going up and suggested that they be posted on the shop noticeboard. This was supported by Mike Bonney. The Parish Council agreed to include this on the agenda for June for discussion. In the meantime, the clerk confirmed that minutes will be posted on the village hall noticeboard earlier in the month.
050509.01 ELECTION OF OFFICERS AND DELEGATES
(i) Chairman: Cllr Ross proposed Cllr Simpson, seconded by Cllr Irish. All in agreement.
Cllr Simpson reported that she was happy to do it for another year but it won’t be easy as she is out of the country during September, October and November. She will therefore miss October’s meeting. All councillors were happy with this.
(ii) Vice Chairman: Cllr Simpson proposed Cllr Owen, seconded by Cllr Powell. 4 votes in favour and 1 abstension.
Cllr Copus entered the meeting and apologised for his late arrival.
(iii) Planning: Cllr Owen, Cllr Irish and Cllr Powell agreed to be on the Planning Committee.
(iv) Finance: Cllr Ross and Cllr Irish agreed to be on the Finance Committee.
(v) Affordable Housing: Cllr Simpson, Cllr Owen, Cllr Arrowsmith and Cllr Ross agreed to be on the Affordable Housing Group.
(vi) Playpark: Cllr Owen, Cllr Powell and Cllr Ross agreed to be on the Playpark Committee.
(vii) Village Hall Management Committee: Cllr Simpson and Cllr Ross agreed to be on
the Village Hall Management Committee
(viii) Tree Wardens: Cllr Simpson proposed our existing tree wardens and thanked them for their work. This was seconded by Cllr Arrowsmith with all in agreement. Cllr Ross also thanked the tree wardens for their work.
050509.02 APOLOGIES FOR ABSENCE
Received from Cllrs Owen and District Cllr Jones.
050509.03 DECLARATIONS OF INTEREST
No interests were declared.
050509.04 RATIFICATION OF MINUTES
The minutes of the meeting on 1st April were agreed and signed without amendment. The planning minutes of the meeting on the 22nd April were agreed and signed without amendment.
050509.05. PLANNING
(i) NEW APPLCATIONS/APPEALS RECEIVED
None received
Cllr Simpson reported that a new planning application has been received for Corner Cottage. Cllr Powell declared her interest in this. In order to comment by 27th May, Cllr Simpson proposed that a Planning meeting be arranged for Tuesday 19th May at 2pm.
(ii) DECISIONS
Holne Chase Hotel
The clerk reported that a decision had been made but was unable to confirm what that decision was. This would be reported at the June meeting.
050509.06. FINANCE
(i) The accounts for year ending 31 March 2009 were agreed and sections 1 and 2 of the Annual Return were duly signed. The accounts would now be passed to the internal auditor, Keith Evans.
(ii) Payment of the insurance policy renewal with Community First for £210.25 due on 1st June was agreed.
(iii) Payment of £15.00 for the renewal of the Devon Playing Fields Association subscription was agreed.
(iv) Payment of £8.00 to Ru Roberts for mileage (20 miles @ 40p per mile) – attendance to meeting at SHDC – was agreed.
Cllr Arrowsmith indicated that whilst acknowledging that attendance at such meetings was important for the tree wardens, approval for payment of associated expenses should be sought prior to attendance.
(v) Payment of £18.85 to the clerk for additional mileage and expenses was agreed.
(vi) Receipt of the first instalment of the precept – £2,600 – was noted.
(vii) The clerk explained that to clear the loan with the PWLB, it would have pay a ‘premium’ of just over £2,000 in addition to the capital outstanding. It was agreed that this would make it prohibitive to pay off. Cllr Ross suggested that the council seek advice from Lesley Smith, DAPC. This was agreed.
(viii) The monthly bank reconciliation was noted.
050509.07. PLAYPARK
(i) Report from working party
Cllr Owen and Cllr Powell attended the last working party meeting. They have highlighted eight objectives for improvements which they would like to communicate to the parish via the noticeboards. These objectives were identified as being:-
1. Level an area of the playpark field for football
2. To purchase a football goal post
3. Plant a perfumed garden with shrubs and trees etc
4. 3 picnic benches
5. A public barbeque
6. Granite clapper bridge
7. Improve access
8. Improving accessibility for the infirm or those who would benefit from steps and rails etc
The committee is now looking at funding opportunities and will liaise with Gill Gray.
Some ideas, however, can’t move forward until the affordable housing situation is resolved. It would therefore be useful for the committee to be updated by the Affordable Housing Group.
The meeting was closed to allow Cllr Pennington to explain that he could have secured funding for these projects had this been done earlier and confirmed that he has some money left in his locality budget (although this was currently frozen until after the elections).
Meeting reopened.
(ii) ‘No dogs’ sign
Cllr Simpson reported that at the last meeting it was agreed that a ‘No Dogs’ sign be purchased. It was agreed that the clerk would now go ahead and order the sign which would read ‘No dogs, please’. Cllr Ross confirmed that whilst in support of no dogs in playpark, the working party is aware of the issue in the village and will be working towards accommodating dogs and their owners.
(ii) A request from the Fete Committee to use playpark for the annual fete on 8th August was agreed. Cllr Ross asked that the committee liaise with the playpark committee re grass cutting/rolling etc.
(iii) A request from the Fete Committee for permission to hold a dog show in the playpark at the annual fete was agreed.
050509.08 HOLNE AND SCORITON HOUSING GROUP REPORT
Cllr Simpson reported that a meeting is scheduled for 27th May in Scoriton Chapel at 7pm to finalise sites.
050509.09 POTHOLES AND HIGHWAY MAINTENANCE REPORTS AND OTHER HIGHWAYS ISSUES
Cllr Arrowsmith reported his discontent that that repair trucks were coming into the parish, closing roads, yet seemingly not carrying out any particular repairs. He expressed concern that a lot of time is being spent doing very little. It was agreed that the clerk would write to Highways copying in Gerry King, Allan Cash, Trevor Pennington, John Halliday and Brian George.
Cllr Powell reported that a parishioner alerted her to a loose capping stone on Holne Bridge. She has reported it and it is being dealt with.
050509.10 LOCAL GOVERNMENT REVIEW
The Parish Council referred to its previous correspondence to the Boundary Committee and agreed to its comments on the further draft proposals. Essentially, the Parish Council wishes that the ‘status quo’ remains.
050509.11 DNPA LOCAL DEVELOPMENT FRAMEWORK: DEVELOPMENT MANAGEMENT AND
DELIVERY DEVELOPMENT PLAN DOCUMENT
It was agreed that councillors would make individual responses online. .
050509.12 DOGS FOULING
The clerk had sought the advice of SHDC on this issue and councillors agreed that they would like owners to take responsibility for their dog. If anyone sees a dog fouling then they should ask their owner to pick it up. In the meantime, the clerk would try and obtain some signs, leaflets and posters which would be used in the parish.
050509.13 CLERK’S OR COUNCILLOR’S REPORTS ON MATTERS AUTHORISED BY THE COUNCIL AT PREVIOUS MEETINGS NOT OTHERWISE ON THIS AGENDA
None
050509.14. CHAIRMAN’S URGENT BUSINESS FOR ACTION BY THE CLERK IF COVERED BY DELEGATED POWERS OR FOR INCLUSION ON THE AGENDA OF THE NEXT MEETING
A parishioner requested a street light outside village hall. Cllr Simpson agreed to discuss this with her.
050509.15 CORRESPONDENCE
(i) DCC – Highway Maintenance 2009/10 - noted
(ii) Dartmoor National Park Authority Forum – 22 May – Cllr Ross would try and attend.
(iii) DCC – Money Matters booklets – these were distributed to councillors.
050509.16. DATE OF NEXT MEETING
The date of the next meeting is 2 June 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 – Minutes of the Executive Meeting on 23 April
(ii) Devon Playing Fields Association Newsletter – Spring 2009
(iii) SHDC – Executive Forward Plan
The meeting closed at 9.45pm.
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