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

Public participation the member of the public wished to address the council. She wished to ask what she could do with her garden waste. Recycling is something on the agenda and it would be addressed later in the meeting.

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

PLANNING

The following application had been considered prior to the meeting as the deadline for comments was before this evenings meeting: -
Beacon Hill Bungalow, S.C. 2 storey side extension. The clerk had consulted with the chairman and Cllrs. Cartwright, Mardon and Squire. It had been decided to support the application.

Cllr Coleman arrived.

The following application was discussed at this evenings meeting:-
Land and Buildings at Sanders Park, S.C. use of land and building for storage, distribution, buiders yard and production/mixing of lime based products and associated activities. It was resolved to support the application.

Local Government Review in Devon WDBC have provided an update on this. The Boundary Committee were due to report to Government with final recommendations on 15 July. This has been delayed because of a Judicial Review judgement in response to a complaint brought by district councils in Suffolk. They have complained for some time that a popular 3 unitary pattern was never put forward for consultation. It is now uncertain what will happen next.

Langdale, S.C. the enforcement officer has visited the shed, which he calls an open fronted 'field shelter'. He felt it had been there some time and asked when it had been erected. The parish council felt it was about 2 years ago.

MATTERS ARISING

Local Housing Needs Report - briefing meeting the chairman and Cllr Smith had attended this meeting. A draft questionnaire was handed out to all Cllrs. The CCD felt it was preferable if these were hand delivered and then an S.A.E. enclosed for them to be posted back. A covering letter is also supplied. The CCD were keen that all the parishes (Exbourne with Jacobstowe, Iddesleigh, Monkokehampton, Broadwoodkelly and Iddesleigh) participated. If the survey shows a need for
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housing it doesn't automatically mean that houses will be forthcoming. Any houses that are provided will be for local people.
Councillors felt that some of the questions were intrusive (requesting financial data) and that a simple letter asking if the residents had a need for housing would be better with the questionnaire sent to those responding positively. Did not wish to proceed with the survey.

Parish Paths Partnership Mrs. Tonge, the footpath lengthsman, has carried out the summer report on the paths/green lanes. FP3 (crosses the A30) at Reddaway Farm P3 have said the parish council can ignore, but it is still on the OS maps and the footpath signs are there.
The clerk is to write to DCC and ask for the footpath to be closed because of obvious safety issues unless DCC can provide a safe route for crossing the A30. Copy the letter to Sticklepath PC.
The northern end of Langmead Lane has become overgrown. It has been agreed with DCC not to trim the last 200 yards to keep costs down.

WORKSHOP Cllr Askew attended the workshop. P3 began in 1992 and Devon was one of the first 15 counties to join the scheme. It was originally organised by the Countryside Agency, but DCC now run it. The budget is now feeling the strain. The basic grant will continue, but special projects will now require the submission of a maintenance bid form to secure funding. There will be competition, but those parishes who have a good track record will be favoured. Funds can be rolled over to accumulate into enough money to carry out projects, but parishes will not be allowed to hold onto large sums of money.
Under the Highways Act DCC are obliged to cut the footpaths of every parish once a year. Something that has not been done in S.C.
It is understood the Tim Freeman, who has been the warden for this area, will be swopping around with Jonathon Rowlands.
There is a lot of information on the DCC website.

Owing to other commitments Cllr Weeks left the meeting.
Cllr Coleman has now received a definitive answer from DCC with regard to the green lane that that runs past Weirford House towards Beerhill. It is classed as an unclassified road (UCR) and the right of way extends to the end of Langmead Lane. Beyond this it is a private route and the obstruction is lawful. The clerk was requested to write to DCC and ask if extra finance would be provided to trim out the last 200 yards of Langmead Lane (discussed above).
FOOTPATH DAY - Cllr Askew has finalised a route in North Tawton. It will take about 2 hours. The chairman will organise the cream teas and Cllr Askew will cut the cricket pitch. The clerk will speak to the landowner and ascertain that it is alright to park in the gateway to the footpath.
FOOTPATH MAPS - Cllr Askew had showed the maps to the experts at the workshop. They had said they were good maps, but would be improved by showing the contours. DCC have the rights to use the OS maps. Cllr Coleman stated he was quite happy to make any alterations to them. P3 have stated they would support an application to Awards for all for funding to help with the costs. Cllr McInnes has also stated he is able to give small grants to community projects. P3 have stated they will supply Cllr Askew with some samples of maps done in other parishes.
Sadie had telephoned the clerk and asked if the parish council would be happy for the ISC to send the maps around to other parishes as an example of the type of work that they can do. Cllrs stated they had no objections to that.

Public Toilets Cllr Cartwright has had a look at the lights and the information has been passed on to Mr. A. Morris, who has responded stating the two fittings in the gents toilets were replaced a while ago and it may be advisable to replace those in the ladies.
The clerk was asked to contact him and and ask him to replace the light fittings in the ladies, if necessary, and to replace all 4 fluorescent tubes. Also ask him to carry out the annual electrical inspection.
The clerk has received a letter from WDBC detailing help with business rates bills. They have a scheme where the increase in this years business rates bills can be paid over three years. Cllrs felt that the increase has to be paid and it only increases the financial burden for future years. Currently the parish council has the finances to pay the increase. It was resolved not to participate in this scheme.

Playground Equipment Inspection Cllr Mardon had carried out the inspections. The grass is looking lovely - the contractor is doing a wonderful job. There are a few molehills. The play equipment is O.K.
The clerk has checked the guarantee on the play equipment - it is labour and parts for the first year and parts only for years 2 - 5 (inclusive).
The clerk has begun a review of the child protection policy. The named Child Protection Officer, Debbie Taylor, is happy to continue and is currently checking the policy to ensure the telephone numbers are up to date.

Highway Matters the chairman has spoken to Phil Allin, who has trimmed back his hedge beside Rose Cottage. The foliage by the trough (beside the New Inn bus shelter) has been trimmed back. The chairman has done up a planter with some plants and placed it in the trough.
The clerk will write to the New Inn and Mr. & Mrs. Moss regarding the overgrown vegetation surrounding the New Inn car park beside the A3072 as it obstructs the view for vehicles coming out from Sampford Station. There is also a van, which sometimes parks there and obscures visibility. The chairman stated she would speak to the owner of the van.
The clerk telephoned WDBC regarding the bus shelters. She was told that the contractors would clear out the rubbish at floor level, but the bird mess on the benches would be the parish council's responsibility. On inspection of the bus shelter the floor and benches have been cleaned.
There is to be a road closure between Dornaford X and Stonewold between 19/10/09 - 23/10/09 for May Gurney to undertake water infrastructure works.
Cllr Squire mentioned the increasing number of vehicles that are parking by Four Acres. It was felt that the parish council cannot dictate how many vehicles a household has, but to keep an eye on it.

Eastern Parishes Link Committee Meeting Cllr Mardon stated that the crime statistics were presented at the meeting - there were 4 incidents in Sampford Courtenay parish. Overall crime is down.
There was a presentation about the Devon Primary Care Trust 5 year plan - they want to find more ways of providing better care locally and to try and use Okehampton Hospital more than it is at the moment.

Removal of BT payphones Cllr Coleman has a personal interest. A meeting has been held with CCD, who have involved the DAPC, who feel it is right to protect the telephone kiosks. They will be contacting clerks.
The clerk mentioned that there was something in the NALC bulletin regarding kiosks. BT is launching a nationwide competition to find the most innovative use of an adopted kiosk.

Land Registration the clerk has now contacted David Higgs, who hopes to complete the statutory declaration during the first week in September.

Parish Emergency Planning Workshop WDBC is holding workshops to assist in the formation of emergency plans. Cllr Forrest stated he would attend the one at the Ockment Centre, Okehampton at 2.00 p.m. on 15th September. The clerk will inform WDBC.

Bus Shelters the clerk tried contacting Dick Dawson, who is away on holiday. She was told that the request has been added to their schedule. The clerk will try contacting him again at the end August/early September to find out exactly what is happening.
Tidy up pack the clerk has contacted the insurance company and as long as persons participating are 16+ and a risk assessment is carried out then the parish council will be covered. The insurance company sent via email a set of useful documents which has been circulated to all those with email.
Cllr Coleman stated he would produce a draft plan for the next meeting.
West Devon's waste and recycling service the contract is coming up for renewal and the Borough Council wants to know what residents think. They have organised a series of road shows (a poster has been put on the noticeboard). They were present at Okehampton Show and the chairman had a number of questionnaires to pass around to Cllrs and the member of the public.
Prices of benches prices had been obtained and it was resolved to order two five foot benches from Peter Green @ £85 (incl. V.A.T.).

FINANCE
The following has been received:
Interest on Reserve Account £0.42
Prior to the meeting a cheque was signed for the following: -
Post Office Ltd. (electricity bill for toilets 17/4/09-15/7/09) £23.35
Cheques were signed for the following: -

Mrs. H. Tonge (Footpath lengthsman - summer report) P3 £49.00
Mr. L. Beer (toilet cleaning 20/7/09-16/8/09) £68.76
WDBC (sixth instalment of rates on public conveniences) £43.00
Mrs. M. Weeks (clerks wages 23/7/09 and 18/8/09 + £3.79 telephone
expenses) £243.67
Mrs. M. Weeks (please pay cash - Petty cash) £50.00
J.A.Hodge (internal audit) £85.00
Sampford Courtenay Village Hall committee (trimming hedge around
the public toilets) £30.00
Mrs. S. Harper (reimbursement of expenses for purchase of plants
and planter for trough by bus shelter) £28.41

Amount in bank is £1662.93 and total in Reserve Account is £4165.83 TOTAL - £5828.76
Represented thus P3 - £528.27 Precept, toilets + other £4937.75 Interest £315.83 Countryside Agency - £46.91

The clerk submitted a claim for petty cash for July totalling £2.97. The chairman checked the receipts and authorised payments.
The Chairman conducted a mini audit.

Internal Audit the internal auditor, John Hodge, has sent his report. The Standing Orders, Financial Regulations and Risk Assessment must be reviewed this year.
More regular checking of the petty cash should be carried out.
He estimates that his fee for next year will remain the same.
The parish council will invite him to a meeting to discuss the effectiveness of the internal audit at a later date.

CORRESPONDENCE
DCC - broadband the Devon experience (a short survey) - this was taken by Cllr Coleman to fill in, Shaw & Sons Ltd., Macmillan Cancer Support (worlds biggest coffee morning), Emergency Planning Newsletter- Helping you to help yourselves, Young Devon, Able Community Care + various emails.

ANY OTHER BUSINESS
Cllr Harper sends her apologies for the next meeting as she is away.
Cllr Askew stated an attempt had been made at the church to break into the safe. Considerable damage had been caused.

The dates for the next few meetings are: -
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 9.40 p.m.

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