Cllr Weeks, Borough Councillor for the Exbourne Ward, was present. There was also a member of the public present.

Public participation the member of the public did not wish to directly address the members of the parish council.

The minutes of the last meeting were signed as a true record.

PLANNING

The Barton - proposed dwelling (alternative design) prior to the meeting the clerk had received an amendment to the application, which showed the correct placement of glass doors on the east elevation. She consulted with Cllr Askew, who had agreed. It did not alter the council's opinion.
A further amendment has now been received - the fitting of obscured glass in the gable window and now only three bedrooms instead of four. Cllr Coleman had spoken to Claire Friar in the planning department at WDBC. Ms. Friar clarified that the objection would still stand when an amendment is received because it is the same application. Cllr Coleman had also spoken to the Enforcement Officer, who confirmed that the dwelling is an 'unauthorised development'. When pressed about the breaches of the planning conditions the enforcement officer stated that with regard to the use of the incorrect access - no action would be taken because it was not enforceable. With regard to condition 7 (no further windows etc.) he stated he could not do anything because they have already been fitted. He did acknowledge that the site should be monitored to ensure further breaches do not occur. He stated he has to take into account the cost implications of pursuing a breach of a planning condition. Cllr Coleman was left with the impression that cost implications of pursuing a breach took precedence over the views of parishioners properly represented by the council.
In summary, Cllr Coleman stated he found the wider issue unsatisfactory because the attitude of the Enforcement Officer seemed to be inconsistent and similar occurrences of alleged breaches had been treated differently. Of particular concern, was that if some officers of the council do not regard themselves as accountable to Councillors (and by extension the committees they serve) then the consultation upon which the whole system is based is brought into disrepute and members' authority is at risk of being reduced to ridicule. In order that there is no misunderstanding, Cllr Coleman stated he would confirm his understanding of the outcome of both conversations in writing and express his wider concerns, which would be copied to all members of the planning and licensing committee.
The member of the public commented that the change in the number of bedrooms is easily made by the removal of the partition, which can easily be inserted later.
It was resolved that the response to the amendment should be that the council objects to this unauthorised development.
Cllr Weeks confirmed that the application was going to committee and would likely be considered at the meeting held on the first Tuesday in March.
It was understood that Mr. Dymond and Mr. Palmer had arranged a site meeting.
Letters have been sent by the clerk to the enforcement officer, Chief of Planning and Building Control. A response has been received from the latter stating that there has been no contravention of Building Regulations.

The clerk to write a letter to the Chief Executive of WDBC (with copies to Lesley Halton, Jane Hart, the Chairman of the Planning and Licensing Committee and Cllr Weeks) expressing the parish councils concern that accountability needs to be both visible and consistent. Also to express concern at the enforcement officer's comments that enforcement is not always pursued because of the cost to the council tax payer.

The following application has been received:-
Wellsprings, S.C. retention of mobile home for use as an agricultural workers dwelling.
Cllr Cartwright has sent an email expressing his concern about the change to a calf rearing unit and the removal of slurry. The shed for the calf rearing has received planning permission.
Cllr Weeks stated that an independent person would assess if there is enough ground to make it a viable unit. It was resolved to object to this application for the following reasons: -
a. the holding is not large enough to support an agricultural worker.
b. the site is outside the development boundary
c. the access onto the A3072 is inadequate.

Local Government Review of Devon update as a result of two judicial review hearings the secretary of state has issued new guidance to the Boundary committee and has given it until 13 February to announce its recommendations.

Improving Parish Council participation in the planning process this is a letter from Burrator Parish Council expressing their disappointment with the Dartmoor National Park Authority's planning process. This parish council felt it was not something that involved them.

Site Inspection Panel meeting - held on 15th January at Rowden Manor, S.C. Cllr Askew attended. The parish council comment was that they supported the application, but wished the conservation officer to be consulted with regard to the wall that was being demolished.
The conservation officer was opposed to the application as the conservatory is to be built on the south-west side of the building and this would detract from the appearance of the dwelling. Cllr Askew agreed with his comments. The wall that was being demolished dates from the 1930's and was not an old cob wall.
Cllr Askew had been asked at the site meeting whether the parish council had visited the site prior to submitting their comments. He had responded that they had not. He then mentioned to councillors whether it is something the parish council should consider doing when it is an important building (the applicants consent would need to be obtained).
Cllr Weeks stated that this application has gone to committee and it has been refused.

Cllr Squire asked Cllr Weeks to ensure that the people in charge of the alterations at Stonewold ensure that the building regulations are complied with as he is not certain whether the roof tiles are being secured properly. It was suggested the clerk write to Building Control.

Broomhill Barn, Beer Farm, Okehampton conversion of barn to single residential dwelling. This application has been REFUSED permission.

Underdown Farm, Exbourne outline application for an agricultural workers dwelling. This application has been WITHDRAWN.

MATTERS ARISING

Parish Plan - this will be deferred to the next meeting.
A response has been received from the General Manager of First Great Western with regard to rail services between Okehampton and Exeter (this has been emailed to those with the facility). There are plans to reactivate the plan for an interchange station at Yeoford, but a through train from Okehampton to Exeter would probably require a significant amount of public subsidy.

Cllr Weeks and the member of the public left the meeting.

Parish Paths Partnership the lengthsman has submitted her report. The footpath out near Reddaway Farm stops at the A30 and is only a short path. She has asked whether it can cease being reported on. This is something that Cllrs Squire and Askew will speak to Tim Freeman about.
The clerk has written to Mr and Mrs. Lowe with regard to the sign about the 'Bull in Field'. This sign has been removed.
Cllr Squire stated that advertising for maintenance of the footpaths should now take place.

Public Toilets the parish council needs to advertise the position of toilet cleaner. The clerk to write to Mr. Beer and ask if he still wishes to continue as toilet cleaner. Advertise the position on the noticeboards.

Playground Equipment Inspection Cllr Mardon had carried out the inspections. There were no problems with the equipment, but there are quite a few mole hills on the green. The fence has not yet been fixed.
Cllr Askew to carry out the next inspection.

Highway Matters the Chairman stated the white lines have been painted on the highway at Willow Tree Farm.
Cllr Forrest stated there was a large branch near the highway in Honeychurch and he had been informed that it was the landowners responsibility to remove it. The clerk to speak to Mr. Pyle.
Cllr Squire stated there were also some pits that have been dug near the road in Honeychurch. Cllr Askew stated he would speak with Mr. Reddaway.
The clerk has received an email from Martin Stoddart at DCC. The mirror will be re-ordered, but it does concern them that it may have been stolen. They will check to see if the old one is still in stock to cover as a temporary measure.
The gully emptier has been to clear the drains at Sampford Chapple, but was unable to clear them. The clerk to chase this up.
He will inspect the hedge to the west of the village hall.
Cllr Squire stated there is a pot hole between Venn Copse X and the turn off to Bude Farm. He also reported that 2 Fahey's lorries had accessed the A3072 from the Dornaford X road (a weight restricted road). It may have been on the same day that there were accidents on the B3215 (the road to Okehampton).

Removal of BT payphones Cllr Coleman stated there was nothing further to report as they are currently waiting for DCC to meet with WDBC and adopt a strategy.

The future of the New Inn the clerk to write to Heavitree Brewery and ask what the future holds for the New Inn. We have recently lost the post office and it would be detrimental to village life to lose the village pub.

Eastern Link Committee Meeting the minutes of the last meeting have been received. The next meeting is to be held at Sampford Courtenay on March 5th. The arrangements for tea/coffee and biscuits can be discussed at the next parish council meeting.

Land Registration the clerk is still going through the old minutes with regard to the village green.

Bus Shelters the clerk is awaiting the drawings from DCC. She has emailed Bill Banting reminding him.
Grass cutting on village green the clerk to advertise for tenders for grass cutting. The contract is now to be for 16 cuts in the season, the collection of the grass for the first two cuts and the grass to be cut once a fortnight (unless excessively dry weather when it can be pushed on a little bit). Dates the grass cutting carried out to be included on invoices.
Freedom of Information Act the clerk has emailed the information to Mr. Flanagan for inclusion on the village website.
Commons Act 2006 DCC are hosting an event to provide more information about the act. The clerk spoke to the person sending the letter and has ascertained this it is not relevant to this parish council.

FINANCE
The following has been received: -
Interest on Reserve Account £16.29

Cheques were signed for the following: -
Post Office Ltd. (water bill for toilets 18/10/08 - 16/1/09) £44.41
Post Office Ltd (electricity bill for toilets 10/10/08 - 21/1/09) £41.21
Mr. L. Beer (Toilet cleaning 5/1/09 - 1/2/09) £45.84
Mrs. H. Tonge (footpath lengthsmans fees) P3 £96.00
Mrs. M. Weeks (petty cash) £50.00

Cllr Smith checked the petty cash float.

The clerk submitted a petty cash claim for Dec/Jan totalling £16.72. The Chairman checked the receipts and authorised payment.

The Chairman conducted a mini audit.

Amount in bank is -£130.84 and total in Reserve Account is £5313.87 TOTAL - £5183.03
Represented thus P3 - -£60.23 Precept, toilets + other £4882.48 Interest £313.87 Countryside Agency - £46.91

CORRESPONDENCE

West Devon e-Connect, WDBC - The Annual West Devon Mayoral Awards, DAPC - Casual Vacancies on DAPC County Committee, Fitzpatrick Woolmer, Wicksteed, Devon Link (your voice on health and social care in Devon), Clerks and Councils Direct, J. Parker, DAPC Newsletter. Various emails sent to those with the facility.
Cllr Coleman raised the issue of the Royal Garden Party. He felt the Parish Councils should stand nominated unless they request not to be. It was explained that the DAPC always invited individuals from member councils to be nominated as places are limited. No-one present wished to be nominated. Cllr Coleman stated he would ask Cllr Cartwright if he wished to be nominated to attend.

ANY OTHER BUSINESS

Cllr Squire asked if the parish council still had a representative on the Locality Planning Committee, which covered health issues. Reference to the minutes stated that Cllr Dickinson had reported (Oct 2003) the committee had ended. The double doors at the doctor's surgery in Okehampton are difficult to operate for those with a pushchair or mobility scooter. It was suggested he mention it to the surgery and see if anything can be done.
He also asked if the finance forms have been sent to P3. The clerk stated they had along with the survey forms. We have a negative bank balance this year.

Cllr Smith asked if any more had been done about producing a footpath map. Cllr Coleman stated he would be happy to produce one if he can have a map to act as guidance. Cllr Squire or Cllr Askew will provide him with a map to use.

The dates for the next few meetings are: -

Tuesday 3rd March 2009 at 7.30 p.m.,
Tuesday 31st March 2009 at 7.30 p.m.,Tuesday 28th April 2009 at 7.30 p.m.,
Tuesday 26th May 2009 at 7.30 p.m.,Tuesday 23rd June 2009 at 7.30 p.m.,
Tuesday 21st July 2009 at 7.30 p.m., Tuesday 18th August 2009 at 7.30 p.m.,
Tuesday 15th September 2009 at 7.30 p.m.,Tuesday 13th October 2009 at 7.30 p.m.,
Tuesday 10th November 2009 at 7.30 p.m.,Tuesday 8th December 2009 at 7.30 p.m.,
Tuesday 5th January 2010 at 7.30 p.m.,

There being no further business the meeting closed at 9.20 p.m.