Cllr Weeks, Borough Councillor for the Exbourne Ward, was present. There were also three members of the public in attendance.

Cllr Squire was in the chair.

The minutes of the last meeting were signed after an addition was made 'These apologies were accepted'.
The clerk had typed up a tidier copy of the alterations made at the December meeting and it was agreed this would be signed.
A councillor asked if the budget should be kept with the minutes. The clerk stated a copy is kept with the accounts, but she would find out.

ELECTION OF CHAIRMAN - the clerk and many of the Councillors have checked the Standing Orders and there is no reference to the length of time a person may stand as Chairman. The clerk has checked with DAPC and this has been confirmed there also. DAPC sent a Legal Topic Note concerning the Chairman of Local Councils - a copy will be sent to all Councillors. The Chairman must be elected from the elected (not co-opted or appointed) members of the parish council.
After a long discussion it was decided that Cllr Squire should chair the meetings (in his absence a Chairman will be elected for that meeting) until the Annual Council Meeting in May when the chairman is normally elected.

PCSO Walker arrived and was welcomed by the Chairman. It was decided to hold discussions with him as he would then be able to go on to other meetings.
He informed the parish council that he is leaving Devon and Cornwall Constabulary to move up to Birmingham.
Cllr Askew asked if there had been any feedback on speeding traffic. The black box has been in place and the data is currently being analysed. This will be passed to Martin Hartnell, the Casualty Reduction Officer, at Ashburton to assess the best way forward. It was suggested that a site meeting be held with Mr. Hartnell at the roundabout. PCSO Walker will find out if that is possible.
PCSO Walker has spoken to the local haulage companies and asked them to slow down when travelling through the village.
P.C. Wilson did attend with the speed gun, but was not able to issue tickets as it was a training exercise, but now the training has finished she hopes to be able to attend again and this time she would be able to give tickets to those caught speeding. If it is the local police that attend with the speed gun then a report goes into the Okehampton Times.
PCSO Walker was thanked for attending. Owing to other commitments he then left the meeting.

PLANNING

The following application has been received : -

Paize Cottage, S.C. lean-to garage and conservatory. A comment was required prior to the meeting and the clerk had consulted with Cllrs Squire, Askew, Mardon, Cartwright and Harper. It was decided to support the application.

The following application has been granted permission: -
Land adjacent to the Barton, S.C. erection of dwelling house (involving removal of former agricultural building) and change of use of existing building to home office.

Apple and Pear Tree Cottages (Beer Farm) - Cllr Weeks informed the parish council that WDBC had refused the application as there was not enough evidence to support the removal of the holiday let condition to allow use as a dwelling. However, Oak and Acorn Cottages had been allowed to remove condition. The inspector felt there was enough evidence to allow the change and it would not harm objections to the local plan.

West Devon's Local Development Framework - Core Strategy Further Consultation Cllr Weeks explained there are no site allocations for Sampford Courtenay this time around. WDBC needs to find 600 more spaces for houses. This will be mainly through allocation to the larger towns and secondary village infill. The document was passed to Cllr Simmonds.

Cllr Squire stated that he understood that 2 of the old peoples homes were empty. Cllr Weeks informed him that West Devon Homes runs them.

Owing to other commitments Cllr Weeks left the meeting.

MATTERS ARISING

Parish Plan COMMUNICATION - the distribution of the Roundabout has improved. Is the council using the magazine to its best? E.g. should the core strategy information be placed in it?
All residents wished to know more about about the three councils (parish, borough and county). The parish website needs to be monitored to ensure it is up to date.
A quarterly newsletter distributed to residents may be a may of keeping them informed about things that are happening.

Parish Paths Partnership the clerk to advertise the maintenance of the footpaths on the noticeboard etc.
The clerk to ascertain if the current lengthsman, Hilary Tonge, is happy to continue for another year. If she is then no need to advertise this position this year.

Public Toilets the clerk to advertise the toilet cleaning. The electricity is going up as of 18/1. Fixed rate from 9.02p per day to 9.73p per day. Charge per kWh from 14.55p to 15.69p.
Cllr Harper stated that the village hall maintenance team have submitted an estimate of £250 + materials to prepare, undercoat and topcoat the wood on the public toilets. The parish council can obtain the materials.
Cllr Mardon proposed that this estimate is accepted. Other builders may not be interested in taking on the work and time will lapse in obtaining other estimates. Cllr Askew seconded the proposal. All the cllrs present voted in favour. The motion is that they be instructed to carry out the work.
They have had a look at the wall and do not wish to take that job on.

Safety inspections on play equipment a site meeting was held with Playline Design. The play equipment is to be sited half way between the chestnut tree and the cobbled path at the southern end of the green. Metal collars can be placed around the wooden posts (it would not nullify the guarantee). He did not see the need for fencing. The clerk has spoken to Malcolm Craig, one of the church wardens, who has no objections to a self closing mechanism being put on the gate belonging to the church (as long as it doesn't make if difficult for people using the gate). He also had no objections to Playline Design accessing water to mix up some cement when they are installing the equipment. The clerk asked the Cllrs what they wished to do with the old safety surfacing. Did they wish to remove it and fill in the area with the waste soil removed to install the new equipment? It was decided to leave the old safety surfacing in place and monitor it. When it deteriorates remove it then.

The remaining goal post needs removing. Cllr Harper stated she would arrange for that to be done.
Tony Mogford Associates have written and stated they will be inspecting playgrounds in the area between 31st March and 4th April.
John Hodge has studied the end of grant form and is quite happy with it.
Inspections as discussed at the last meeting a visual inspection needs to be carried out once a week and a more thorough inspection of the equipment's working parts once a month. An exercise book will provide the means of writing down the date and details of the inspections. Inspections will rotate between the cllrs, who will take the book at the meeting and record the inspections then bring it to the meeting to discuss any problems at the meeting and then pass it onto the next cllr.

Highway Matters the clerk has written to DCC with regard to the issues raised at the last meeting. DCC have acknowledged receipt of this letter.
It was stated that there are still problems with the pipes near North Town. It is likely that it will be tended to and the road closed again.

Grass Cutting Tenders adverts to be placed in the Okehampton Times and on the noticeboards. To be discussed at the next meeting.

Eastern Parishes Link Committee Meeting the next meeting takes place on 6th March at Whiddon Down (Drewsteignton parish). Cllr Harper will be unable to attend and she asked if anyone would be interested in attending. Cllr Mardon would be interested, but is unable to attend on 6th March. Cllr Askew felt he would be able to attend.

Local County Councillor Committee Budget a letter has been received from Councillor McInnes reminding the council that he has a small amount of funding available to help local projects.
A parish map was something that arose out of the parish plan. Cllr Cartwright stated there was a fund available from WDBC to assist local communities up to £5000. The clerk to look on the website. Cllr Cartwright stated he had the telephone number of someone in North Tawton who may be able to assist with a parish map.

Two members of the public left the meeting.
Training for parish councillors and changes in the rules for making complaints against Councillors a copy of this letter has been sent to all Cllrs. Will await follow up letter with dates of training.

FINANCE

The following has been received: -
Interest on Reserve Account £13.37

Prior to the meeting cheques were signed for the following:-
Post Office Ltd (water bill for public toilets) £17.68
Post Office Ltd. (electricity bill for public toilets) £29.28

Cheques were signed for the following: -
Mr. L. Beer (Toilet cleaning 7/1/08 - 3/2/08) £44.16

The transfer of £1500 from Current Account to the Reserve Account has gone through. The Reserve Account bank statement was passed to Councillors to verify this.

Amount in bank is £1026.35 and total in Reserve Account is £3528.39 TOTAL - £4554.74
Represented thus P3 - £152.59 Precept, toilets + other £4126.85 Interest £228.39 Countryside Agency - £46.91

The clerk submitted petty cash claims for Jan - £3.01. Cllr Forrest checked the receipts and authorised payment.

The clerk has acquired a new mandate form from the bank. It was decided to leave it a while before filling it in as a new member may be co-opted.

CORRESPONDENCE
Wicksteed playscapes, Fitzpatrick Woolmer, South West Lifelong Learning Network, The Playing Field, Consultaion on orders and regulations relating to the condct of local authority members in England, Plnning and Compulsory Purchase Act 2004 - Consultation, Junk Mail, DCC - My Devon easy access to council information and services, RoSPA - inspection of areas where children play, South Tawton Parish Plan 2008, West Devon e-connect, Devon Communities in Action, WDBC - The Sixth Annual Mayoral Awards, CPRE, Various emails.

The clerk to write to Cllr McInnes and inform him that we are not happy with the new telephone arrangement at DCC. Cllr Squire finds it more difficult to contact Tim Freeman and Martin Stoddart.

ANY OTHER BUSINESS
Cllr Askew asked if the emails sent as correspondence could be sent to Cllrs with this facility. The clerk said she will do this in future.
The clerk will also send Cllrs the details to be able to access the DAPC website.
Cllr Cartwright asked if anyone was aware of a person interested in filling the vacancy on the parish council. No interested parties known of at present.
The remaining member of the public explained he had come along to find out what happens at the meetings.
Cllr Harper sends her apologies for the next meeting as she will be away.

The dates for the next few meetings are: -
Tuesday 4th March 2008 at 7.30 p.m., Tuesday 1st April 2008 at 7.30 p.m.,
Tuesday 29th April 2008 at 7.30 p.m., Tuesday 27th May 2008 at 7.30 p.m.,
Tuesday 24th June 2008 at 7.30 p.m., Tuesday 22nd July 2008 at 7.30 p.m.,
Tuesday 19th August 2008 at 7.30 p.m., Tuesday 16th September 2008 at 7.30 p.m.,
Tuesday 14th October 2008 at 7.30 p.m., Tuesday 11th November 2008 at 7.30 p.m.,
Tuesday 9th December 2008 at 7.30 p.m.,

There being no further business the meeting closed at 9.15 p.m.
.