Draft minutes of the Parish Council Meeting
on 1 st September 2009
in Holne Village Hall at 8.00pm
The meeting commenced at 8.00pm .
Present: Councillors Simpson (Chairman), Owen (Vice Chairman), Irish and Powell.
In attendance: Cllr Jones
Clerk: Suzanna Hughes
Members of the Public: 1
OPEN FORUM
1. District Cllr Jones reported that the Boundary Commission had been given permission from the Secretary of State to postpone their decision. A date for a future decision has not yet been given.
He also reported that he had spoken with Alex Whish, SHDC, who wasn't optimistic about funding opportunities for Playpark. Also a letter was due to go out indicating that SHDC will no longer be funding the inspection, insurance and maintenance of parks which they do not own. This is a concern for small parishes and Cllr Jones will take it up with SHDC. He advised that the Parish Council should ensure that outstanding maintenance issues are undertaken now whilst SHDC are responsible for the maintenance.
2. Keith Evans asked three questions relating to the Affordable Housing Group.
(i) When does the Group intend to submit an outline planning permission for Little Bewden?
The Chairman responded that nothing has been planned yet.
(ii) Will the Group be informing the public before you do so?
The Chairman expects that the Group will inform the public prior to the application being submitted.
(iii) If the Housing Group wish to proceed with a planning application, will the Group seek permission from the Parish Council first?
The Chairman explained that it would depend on who submits the planning application. If it is the Housing Association then they will submit the application. If Community Land Trust, then the Group does not know yet. The Housing Group will make the decision to put the plans in and fully intends to keep the public informed.
010909.01 APOLOGIES FOR ABSENCE
Cllrs Copus and Ross.
010909.02 DECLARATIONS OF INTEREST
Councillors were reminded of their responsibility to continually update their Notice of Registerable Interests and invited to state whether they had a personal or prejudicial interest in any matter to be discussed during this meeting.
None declared.
010909.03 RATIFICATION OF MINUTES
The Minutes of the meetings dated 7 th July and 28 th July 2009 were approved by all present and duly signed by the Chairman as a true and correct record.
010909.04 PLANNING
a. NEW APPLCATIONS/APPEALS RECEIVED
No new applications had been received.
b. DECISIONS
There were no decisions to report.
010909.05 FINANCE
(i) Chairman's allowance
The Chairman explained that before Joanna Radford left, a Chairman's allowance was agreed. It was AGREED that this would continue for this financial year and this would be reviewed by the Finance Committee when looking at the budget for 2010/11.
(ii) The following payments were AGREED and cheques were signed:
§ Cheque no 000547 – Audit Commission – £138.00
The clerk notified members that she had received notification from the Audit Commission that the 2008/9 Audit had been satisfactorily concluded. The Chairman wished to record her thanks on behalf of the Parish Council to Keith Evans for auditing the accounts.
§ Cheque no 000548 – Mrs S Hughes - Additional mileage – £ 11.20
§ Cheque no 000550 – Mrs F Powell – Map for Affordable Housing Group - £78.98
It was AGREED that this would come out of the grant awarded by the Pennon Group.
§ Cheque no 000550 – Mr P Vogel – £8.32
Cllr Owen expressed concern that this should have come through the Parish Council first for approval. The clerk was instructed to contact Mr Vogel and advise him that this would be resolved in the October meeting.
§ Cheque no 000551 – Holne Village Hall - £12.00
§ Cheque no 000552 – St Mary's Church - £450
It was AGREED that the grant would be paid in one payment.
(iii) It was AGREED that a donation of £60 would be made to the Parish Link.
(iv) Receipt of grant for £100 for Affordable Housing Group from District Councillor Jones' Sustainable Community Locality Fund was noted. The Chairman stressed that this was specifically for presenting the Affordable Housing Group's plans to the public. The Chairman also reported that Buckfastleigh West was also intended putting in a bid.
(v) The monthly bank reconciliation was noted.
010909.06 HOLNE WEBSITE
The clerk reported that Joanna Radford had asked her when she would be taking over the management of the website. The clerk reported that she had contacted Cosmic who explained that the she would need to purchase and familiarise herself with Dreamweaver. They would then release the ftp details. The clerk outlined the potential costs which include the cost of purchasing Dreamweaver, possible training (if required) and the additional time it would take for the clerk to manage the site. After discussion it was AGREED that the clerk would find out whether Dreamweaver had been purchased by the Parish Council for Joanna to manage the site. She would also establish whether Cosmic could change the website so that content could be managed online. The clerk would also look into the option of cheaper software.
010909.07 REMEMBRANCE WREATH
Cllr Copus has AGREED to lay the wreath in the absence of the Chairman. It was agreed that this would be added to the October's agenda to ensure all the arrangements were in place. The Chairman confirmed that the wreath is delivered to the village
010909.08 NEIGHBOURHOOD WATCH
In the absence of Cllr Ross, this item was deferred until October.
010909.09 PLAYPARK REPORT
To include:
(i) Cllr Powell reported that the working party had met with a playpark officer who designs public spaces to get an impartial overview on the committee's report. Rev'd Cooper attended, representing Holne Church Charity Trust. The group has also had a meeting to discuss the results of the public consultation and have outlined ten ideas for playpark. They have also discussed funding, maintenance and insurance. The next stage is to go to a company who could offer a free design service. They would then report this to the parish and then look for funding opportunities.
(ii) Funding Management - in order to access different pots of money it might be that the Playpark Committee needs to set up more formally. The Chairman suggested that the Committee speaks to Gill Gray first.
(iii) Maintenance of newly laid hedge - Cllr Powell spoke to Ross Gray who has expressed concern about how the hedge is growing and its need to be cut back. The Parish Council AGREED that the clerk would write to Peter Owen to ask him to flail it (with the advice of Ross Gray).
It was AGREED that the clerk would write a letter to Alex Whish's department, Landscape and Recreation Team) at SHDC to ask how long ago it was that they took over Playpark and whether there were any legal agreements etc. It was AGREED that the audit should be reviewed and any maintenance issues addressed as soon as possible.
010909.10 HOLNE AND SCORITON HOUSING GROUP REPORT
(i) The Chairman reported that the promotional day in the Village Hall was very well attended with a lot of interest in the block plans. The presentation at Holne Fete was also well attended with slightly less interest at the Scoriton Flower Show.
(ii) The Chairman confirmed that Gill Gray had written an article updating parishioners about the Housing Group's progress to date which members AGREED could be included in the Parish Link.
Chris France has advised that it would be beneficial that a flyer went out to all households explaining how the Group arrived at Little Bewden as a potential site. The leaflet would consist of a map identifying all the sites which had been considered together with an explanation as to why these sites had been rejected and why Little Bewden would be the most appropriate. Members AGREED in principle to the flyer being distributed and looked forward to seeing a draft. The costs would come out of the Affordable Housing Group's budget. This would be discussed further in October's meeting.
The Chairman reported on the meeting with Hastoe Housing Association who had explained the whole process in more detail.
010909.11 POTHOLES AND HIGHWAY MAINTENANCE REPORTS AND OTHER HIGHWAYS ISSUES
Cllr Irish reported that the potholes in Michelcombe Lane are still in need of repair.
010909.12 CLERK'S OR COUNCILLOR'S REPORTS ON MATTERS AUTHORISED BY THE COUNCIL AT PREVIOUS MEETINGS NOT OTHERWISE ON THIS AGENDA
None.
010909.13 CHAIRMAN'S URGENT BUSINESS FOR ACTION BY THE CLERK IF COVERED BY DELEGATED POWERS OR FOR INCLUSION ON THE AGENDA OF THE NEXT MEETING
None.
010909.14 CORRESPONDENCE
Clerk to notify councillors of relevant correspondence received during the month not otherwise dealt with above, to include:
(i) Senior Community Safety Days
(ii) Viridor Credits Environmental Co
(iii) DNPA Annual Review 2008/0
(iv) Parish Planning – drop in surgery
(v) Code of Conduct - questionnaire
(vi) Devon Car Free Day – Tuesday 22 nd September
(vii) SHDC - Meeting re review of Development Control Services – Follaton House, 7 th September
010909.15 DATE OF NEXT MEETING
To confirm that the next meeting will be held on Tuesday 6 th October 2009 at 8.00pm in Holne Village Hall.
Matters not requiring discussion and placed into the folder for circulation and perusal by Councillors and will include:
(Please ensure that you have informed the Clerk if any need attention at the next Parish Council meeting).
(i) Emergency Planning leaflet
(ii) Greenways and Link Paths leaflet
(iii) SHDC - Minutes of the Executive Meeting - 16 th July
(iv) SHDC - Agenda and Minutes of the Council – 23 rd July
(v) Highways Surface Dressing
(vi) DAPC Newsletter – July/Aug
The meeting closed at 9.40pm .
Cllr Gill Simpson , Chairman
Suzanna Hughes, Clerk
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