Apologies for absence: Cllr Harper sent her apologies as she was on holiday. The apology was accepted. The Chairman and Cllr Mardon had contacted the clerk stating they may be a little late arriving. Cllr McInnes sent his apologies through Cllr Weeks.
Cllr Weeks, Borough Councillor for Exbourne ward, and five members of the public were present. A sixth member of the public gave a message to the clerk and left again.
Cllr Squire took the chair.
Cllr Simmonds stated she had said she would attend the Eastern Link meeting, but it was not minuted. Cllr Askew generally attends meetings when Cllr Harper is not able to. As it was being held in Sampford Courtenay extra members attending was welcome. The minutes of the last meeting were signed as a true record.
The Chairman and Cllr Mardon arrived and the minutes for the confidential meeting with Mr Incoll were signed after they were renumbered 183B. The minutes for the meeting discussing the street lighting were also signed as a true record.
PLANNING
The following applications have been received:-
Paize Barn, S.C. installation of replacement windows. There were no objections.
Greenlane Bridge Farm, S.C. erection of agricultural building. This application has been submitted previously. The clerk informed the council of the reasons for its refusal and reminded them of the comment they submitted last time. It was decided to submit the same comment (the design of the building is unintrusive, but have concerns about the future use of the building).
The following has been granted consent: -
Brookfield Farm, S.C. prior approval notification for erection of 2 polytunnels.
Cllr Weeks stated that David Incoll has visited Sampford Courtenay with Lesley Halton and they will be submitting a report. The Chairman stated that he had received a letter from Mr. Incoll.
MATTERS ARISING
Undergrounding of overhead cables (incorporating progress of street lighting) the clerk stated she apologised to Mr & Mrs Bevis for her oversight in not reporting their letter to the Feb 19th meeting. This apology is contained in her reply to their letter (copies circulated to cllrs).
Western Power Distribution have requested the road closure remain for one more week as they need to acquire a load bearing cover.
The clerk spoke with Mr. Chick at WPD and asked if they would be claiming the £1000 grant. He stated it was their policy to do so, but they might give it as a gift to the village towards the street lights. He will find out. Cllr Weeks stated it would be wise to seek an extension to the grant and suggested that Rob Sekula at WDBC be invited to attend the next parish council meeting to discuss options. He asked to be kept informed.
Mr. Cockwill praised WPD for the work they had done.
Mr Dommett, at DCC, has asked for a decision on when to switch the lights off and whether they are required for an hour in the morning. It was decided to request that they be switched off at midnight and then have them on for an hour in the morning.
A letter has been received from Mr. Owen. A B.T. pole remains between Green Cottage and Lower Middletown. The clerk has phoned BT and they have informed her it will cost several thousand to remove the pole. The clerk asked to write a letter to BT and copy it to Cllrs Weeks and McInnes and Geoffrey Cox MP.
The members of the public present stated they would get a committee together to do some fund raising. It was hoped that Colin Coleman will soon get the montage together so that a design of light can be chosen and then everyone knows what they are working towards. Mrs. Williams gave the council a photo taken by Mr. Knight showing one design of light. The clerk stated that the light chosen has to be able to provide adequate light (DCC/EU specification) between the columns as they are spaced now.
Cllr Forrest asked Cllr Weeks if there was any chance of any surplus funds at the end of WDBCs' financial year being taken to help fund the lights. Cllr Weeks explained that any surplus would be rolled over to the next year.
The members of the public also asked him about funding from Waitrose, but he explained that they funded a community project in Okehampton that benefited the wider community.
Mrs. Williams asked how much had been set aside for play equipment. She was told £2000. She asked if some, or all, of this could go towards the lights. She was told that some of it may be able to be put towards the lights, but there are other members of the parish to consider.
Cllr Askew stated the parish plan indicated 25% of those responding were in favour of undergrounding the cables.
Owing to other commitments Cllrs Weeks left the meeting along with three members of the public.
Parish Plan Environment - there is a good record for recycling in the parish with 72% of those responding using the green recycling boxes (11% never use them). Many would welcome a rubbish skip or clothing bank, but there is the recycling centre at Okehampton. There were requests to eliminate rubbish and litter and preserve trees and devon banks. Speeding traffic is the main worry of most with the biomass plant and low flying aircraft causing concern for many. There is interest in the footpath network - the disabled and people with pushchairs have problems with access. We must continue to monitor traffic speed, instances of low flying aircraft and strive for improvements to the footpath network. We will continue to go around the plan as it will act as a reminder to follow up issues.
Communication - the clerk has received an email from Mr Coleman regarding the use of the noticeboard and Roundabout for advertising events. It was felt by the council that these methods were quite adequate.
Cllr Forrest asked for a copy of the Parish Plan. Cllr Askew will provide a copy to him and Cllr Mardon.
Parish Paths Partnership Balfour Beatty are now busy digging down by Frankland Ford Bridge again. A member of the public informed the council that they are putting concrete in around the joint to prevent it from blowing out.
Public Toilets the solicitor, Mr. Cloke, has sent the revised wording for clause 12.1of the transfer form. All were in agreement that this amendment be accepted.
TOILET CLEANER -there was only one applicant, Mr. L. Beer. His application is accepted.
The clerk has applied for small business rate relief.
RISK ASSESSMENT - the building is in good shape and the risk assessment was discussed. Item 8 - the clerk to ask Mr. Beer if he would read the water meter once a week. Item 12 - it was not felt it would be necessary to close the toilets when an event is held as you may get more damage to the external fabric of the building. The situation to be monitored. Otherwise the risk assessment was accepted.
Safety inspections on play equipment The chairman has not yet carried out the inspection. The clerk has received some more information about where to source grants (this was passed to Cllr Simmonds). The clerk to speak to Cllr Harper and obtain Mr. Roberts' contact number.
RISK ASSESSMENT - the risk assessment was accepted by the parish council.
The clerk has heard informally that the church may request the 'No Dogs' sign be placed on a post inside the village green as it is larger that they thought.
The chairman will carry out his inspection.
Highway Matters the clerk has received a letter from James Anstee at DCC regarding the request to move the 30mph limit at Sampford Chapple west to incorporate Cliston Lane. They state they are unable to extend the limit further out of the built up area. They are to review all existing speed limits on A-roads. Cllr Squire requested we ask when this review is taking place so we may have an input.
A copy of a letter sent from Nick Payne at WDBC to Highways Agency concerning the poor signage of local villages off the Merrymeet junction on the A30. The clerk to write and also point out the poor signage and the dangerous layout of the road.
The clerk has received a letter from DCC concerning the restructuring of highway management. It will now be relocated in Barnstaple and our Highway Engineer will be Bruce Pedrick.
Cllr Askew stated there were potholes appearing again, but it was agreed that the weather conditions recently have been atrocious.
Cllr Squire stated the lengthsman has not appeared and there has been flooding at Willow Tree Farm.
Eastern Link Meeting Cllr Askew reported that S.C. was well represented with 4 Cllrs attending the meeting.The police Inspector was present and gave a report - hand held speed camera operators are being trained. Jane Hart spoke about planning.
There was a talk about the Primary Care Trust reorganisation. Closure of the North Tawton surgery has been prevented. The Borough and County Council Budgets were discussed. Homelessness - WDBC provide 387 affordable housing units each year. There are currently 89 homeless families in Bed and Breakfast.
The next meeting is at Throwleigh in June.
Consultation of Model Code of Conduct all Cllrs had received the consultation and all were happy with its content.
Grass Cutting it was proposed by the Chairman and seconded by Cllr Squire that the meeting go into Part 2 - the two members of the public were asked to leave the meeting.
The clerk has heard from Mr Prior that he is retiring. Three tenders have been received:-
L and M Garden Maintenance
Landscapes Southwest Ltd.
Golden Leaf Landscapes
It was proposed by the Chairman that we accept the tender submitted by L and M Garden Maintenance on a purely financial basis. This was seconded by Cllr Simmonds. It comes significantly under the budgeted figure.
The clerk to write to Mr. Prior and thank him for his good service and wish him a happy retirement.
The public were invited back.
Change of date of May meeting from 1st May to 8th May because it is election year the Annual Parish Council Meeting takes place between 4 and 18 days after the election.
Registers of interest WDBC have acknowledged receipt of these.
Cllr Mardon asked if it was possible to restrict the time for agenda items as the discussion about the street lights took rather a long time. It is usual to move from one agenda item to another without unnecessary delay, but the street lights have caused concern and it was felt important to let those present have their say.
FINANCE
Cheques were signed for the following: -
Mr. L. Beer (Toilet Cleaning 5/2/07-4/3/07) £42.80
Semper Virens Ltd (700 letterheads) £59.50
Tavistock Newspapers Ltd (advert for grass cutting tenders) £12.87
Mrs. M. Weeks (Clerks wages - 6 meetings) £449.40
S.C. Village Hall Committee (Hall hire) £75.00
Mrs. M. Weeks (Telephone expenses) £14.36
Mrs. M. Weeks (Please pay cash - Petty cash) £50.00
Mr. P. Reddaway (Repair to noticeboard) £70.00
Amount in bank is £94.97 and total in Reserve Account is £1,980.38 TOTAL - £2075.35
Represented thus P3 - £123.48 Precept, toilets + other £1724.58 Interest £180.38 Countryside Agency - £46.91
The clerk submitted petty cash claim for Jan/Feb totalling £27.12 and Feb totalling £27.67. The chairman checked the receipts and authorised payment. There is a negative balance in the petty cash float. The balance can be checked at the next meeting.
Cllr Squire received £3 out of petty cash for money put in the electric meter when the street lighting meeting was held on 19th February.
The Chairman carried out a mini audit.
Review of budget the toilets have come in well under budget, which will help the overspend in administration costs. No major problems.
Three year forecast of Receipts and Payments for this current financial year and the next financial year these have been produced and will be discussed at the next meeting.
CORRESPONDENCE
DCC - DCC Budget for 2007/08 Local Government White Paper, Victim Support Devon, WDBC - election timetable for Local Government Elections 2007, Royal Devon and Exeter NHS Foundation Trust - RD & Express, Wicksteed Leisure, DAPC - Transforming Public Services in Devon, NALC - Review of Quality Town and Parish Council Scheme, Clerks and Councils Direct, Junk Mail, WDBC - public funded meeting rooms, WDBC - West Devon Post Office Week 5th - 9th March, DAPC - Royal Garden Party (19th July), DAPC Newsletter, Audit Commission - appointment of external auditor, Local Council Review, 5x30 Network Events, Westcountry Rivers Trust, Village Green. Received by email: appointed Councillors, Science Horizons, Commission for rural Communities - Can rural Councillors make a difference?
ANY OTHER BUSINESS
Mr. Goundry had earlier spoken to the clerk and asked about the apple tree on the green. It has become rather neglected and he wished to trim back the branches, would there be any objections? There were no objections.
The dates for the next few meetings are: -
Tuesday 8th May 2007 at 7.30 p.m., Tuesday 29th May 2007 at 7.30 p.m.,
Tuesday 26th June 2007 at 7.30 p.m., Tuesday 24th July 2007 at 7.30 p.m.,
Tuesday 21st August 2007 at 7.30 p.m., Tuesday 18th September 2007 at 7.30 p.m.,
Tuesday 16th October 2007 at 7.30 p.m., Tuesday 13th November 2007 at 7.30 p.m.,
Tuesday 11th December 2007 at 7.30 p.m.,
There being no further business the meeting closed at 10.05 p.m.