Apologies for absence Cllr Squire sent his apologies as he is away on holiday and The Chairman stated he would be arriving late as his son is ill. These apologies were accepted.
Cllr Weeks, Borough Councillor for the Exbourne Ward, and two members of the public were present.
As the Chairman and Vice Chairman were absent the clerk invited nominations for Chairman. Cllr Simmonds proposed Cllr Askew and this was seconded by Cllr Mardon. Cllr Askew took the chair.
The minutes were signed as a true record.
PLANNING
The following applications have been received:-
The Granary Barn, The Barton ,S.C. re-installation of doors to front elevation. A comment had been required prior to the meeting. The clerk had consulted with the Cllrs and there were no objections.
Greenlane Bridge Farm, S.C. this is a prior approval notification and a comment was required prior to the meeting. The clerk consulted with the Chairman and Cllrs Askew, Harper and Squire. The comment was to remain as previously 'the design of the building is visually unobtrusive, but have concerns over the future use of the building'.
The Old Cottage, Stockley, Okehampton erection of ground floor extension. There were no objections.
The Old Cottage, Stockley, Okehampton creation of an access. There were no objections.
Hatherton, S.C. Certificate of Lawfulness for swimming pool building and dwelling house. There were no objections.
The following applications have been granted consent: -
Middle Corscombe Farm, Stockley conversion of studio/workshop to annexe accommodation.
West Devon Local Development Framework The chairman stated that whilst discussing this item he would also like to include agenda items the Parish Plan and Post Office Closures.
Cllr Weeks explained that there are two sites in Sampford Courtenay which are considered suitable, but the process begins with a consultation with parishioners. A draft document is then produced, which is consulted on again. It will not be adopted until 2010 and it will cover up to 2026. It relates to affordable homes only (a housing association would oversee it if any development went ahead).
The Chairman stated the parish plan results showed that it was felt there was a need for affordable housing. Residents in the main wish to keep the village as it is. Both of the sites ( site 1- on Rectory Hill just below The Old Rectory and site2 - the field opposite the end of Southey Lane ) are outside the development boundary. Cllr Weeks stated that as it is a new framework the development boundary could be amended.
Cllrs mentioned the field to the north of the New Inn.
Mrs. Williams had attended the meeting at North Tawton. Mr Dunsford had stated that he was 99% certain that neither of the two proposals would go ahead. When the field behind the pub had been mentioned WDBC had admitted that they had not considered it.
The clerk to respond that the parish council are not in favour of either of the 2 proposed sites. Site 1 has a dangerous access onto the A3072 and site 2 the highway is dangerously narrow at this point. The clerk to put forward the field to the north of the New Inn as a possible site for the development of affordable housing. It was suggested that the parish plan results be included in the response.
Post Office Closure Cllr Weeks stated he had attended two meetings concerning the closure of the post offices. There are plans to close 2,500 post offices. Crown Post Offices are to be reduced from 460 down to 350. It is planned to create 500 outreach offices.
If Royal Mail decided to take away the postmen from North Tawton or Chagford then the Postmasters money would be reduced and it then becomes his decision as to whether he wishes to continue.
In a survey less than 30% stated they used the Post Office. Majority of sub post offices serve less than 70 people a week. The outreach service would probably be limited to twice a week.
It is also planned that postmen will start work later. Businesses are then likely to look elsewhere for mail delivery and if this is lost then cuts will be made elsewhere.
It was decided to keep an eye on developments and to make a comment when appropriate. The clerk has received via email a copy of the generic letter that Post Office Ltd have been sending to local authorities. This is to be copied to Cllrs.
Cllr Weeks stated he would find out the name of the person to contact if anything is heard about the post office in the village.
Before Cllr Weeks left Cllr Harper stated that when the meeting was held with Mr. Incoll he was asked for answers to questions and he promised a detailed timetable, which has not been received. The clerk to follow this up.
Owing to other commitments Cllr Weeks left the meeting.
The Chairman (Cllr Sercombe) arrived and took the Chair.
MATTERS ARISING
Undergrounding of overhead cables (incorporating progress of street lighting) the clerk had received a letter from Mrs Pye, which has received a reply. Mrs. Bevis has sent a copy of a letter she has sent to Mr. Dommett requesting the lamp beside Shores Cottage be removed. Cllr McInnes has contacted Mr. Dommett on behalf of Mr. and Mrs. Williams and has sent a copy of the email to the clerk.
The clerk has received the costings and light pollution data from Mr. Dommett and this has been copied to all the Cllrs.
Mr. Sekula has written confirming the parish council can apply for a grant of up to one third of the cost. It is vital to demonstrate that the project has the backing of the community. The ?1000 from the former grant can now be released. The parish council to pass this onto Western Power Distribution and then they are to send a cheque for ?1000 back to the parish council.
Colin Coleman has not yet submitted his light pollution data and energy consumption figures.
Without the casting kit the Victorian lantern costs £469 per column (£3752 for all 8) and the teardrop lantern costs £705 per column ( £5640 for all 8 ). DCC have allowed for a 70 watt bulb in the Victorian and a 45 watt bulb in the Karl Johan teardrop. The teardrop would use less electricity and the light pollution data shows the teardrop to emit less light pollution, which was a concern expressed by many residents. On this basis if the Karl Johan was chosen a cost of £5640 is involved. If a grant application for one third (£1880) is successful and with the £1000 from WPD that leaves a shortfall of £2760. The chairman asked Mrs. Williams what had happened about the fund raising and she stated that nothing had yet been done. It was the parish council's understanding that residents were in favour of fundraising. It that was not the case then a loan would have to be sought. Cllr Mardon will enquire about this. She did state that a bank loan would be at a variable rate and it may be preferable to obtain a private loan at a fixed rate.
Mrs Williams asked if it was possible for some of the money left over from the amount precepted for the play equipment to go towards the lights. She was informed that it was a possibility, but the parish council wished to hear whether the play equipment grant application has been successful or not before making a decision. She also asked when a further meeting was to be held. Cllrs stated that no agreement had been made to hold a further meeting.
It was decided to defer a decision until the next meeting. The clerk to contact Colin Coleman and obtain his figures and Cllr Mardon to find out about obtaining a loan.
The two members of the public left the meeting.
Recycling of plastic Cllr McInnes is to take this up with DCC and he has also suggested contacting the WDBC recycling officer (Andy Barron). The clerk to do this.
Parish Plan this has been covered earlier in the meeting.
Parish Paths Partnership the funday is to be held on September 1st. It was decided to walk over to Bude Farm. There will be the usual cricket match and cream tea. The Chairman will cut the pitch and Cllr Harper to arrange the cream tea.
Public Toilets the Stamp Duty Land Tax form has been returned duly signed.
Safety inspections on play equipment the application has been submitted to the Local Network Fund. Mrs Bevis was the independent referee. A copy of the Child Protection Policy has also been submitted in the name of the village hall.
A letter has been sent to the village hall committee stating that the parish council will pay fair and reasonable costs in association with obtaining an independent Examiners report.
The clerk has spoken to the DAPC about transferring the title of the play equipment. If the village hall write to the parish council stating they wish to gift the equipment to the council for the benefit of the parish. The parish council replies stating they accept the gift and absolve the village hall committee of any responsibilities connected with the play equipment. Both organisations to include it in their minutes.
The clerk has spoken to Tony Mogford about he manhole covers. She informed him that there are about 3 or 4 covers on the cobbled path (some inspection chambers for private properties adjacent to the green). He had only noticed one. He stated it would be satisfactory to state the situation is under review. The clerk has still not sent the cheque and Mr. Mogford has not asked for it. The parish council stated they do not wish her to send it at this time.
Highway Matters the new mirror has been erected at Sampford Chapple.
The clerk to write to DCC regarding the trimming of verges and corners along the cycle path.
Eastern Link Committee meeting the next meeting is on September 6th. Cllr Harper to attend.
Post Office Closures this was discussed earlier in the meeting.
FINANCE
The following money has been received: -
WDBC (Community project grant) £1000.00
Prior to the meeting the following cheque was signed: -
Post Office Ltd (water bill 19/4/07 - 19/7/07) £110.25
This bill was for 25 cubic metres! The usual usage for this time of year is about 10 cubic metres. The clerk checked the meter and there are no leaks and she read it on August 5th and it was 270, which is the
reading SWW have for 19/7/07. It is possible it has been misread by SWW. Mr. Beer stated there had been some extra usage.
Cheques were signed for the following: -
Mr. L. Beer (Toilet Cleaning23/7/07-19/8/07) £64.20
WDBC (6th instalment of rates due on public conveniences) £28.00
Amount in bank is £2821.42 and total in Reserve Account is £2002.26 TOTAL - £4823.68
Represented thus P3 - £423.73 Precept, toilets + other £3150.78 Interest £202.26 Countryside Agency - £46.91 WDBC Community Project Grant - £1000.00
The clerk asked if the parish council wished to write out a cheque for Western Power Distribution this evening or wait until confirmation has been received via the next bank statement that the money has gone into the account. The parish council decided to wait for confirmation.
Internal Auditor's report there are just a couple of items requiring attention.
i. Financial regulations Tenders for over £400 - the clerk will ensure that standing orders 61,62 and 63 are included in the tender form sent out (disclosure of any connections with council members etc.)
ii. Annual Parish Council meeting - the clerk to prepare separate minutes with the order of business as specified in Standing order 12
iii. Review of effectiveness of system of internal audit - the clerk to invite the internal auditor to a meeting.
Review of budget there are no serious problems with the budget at this point. It was felt that the grass cutting contractors were not quite as good, but this could be attributed to the wet weather experienced this year.
The clerk submitted petty cash claim vouchers for June/July totalling £12.50 and for July/Aug totalling £20.33. The chairman checked the receipts and authorised payment.
The bank mandate has been sent to the bank.
CORRESPONDENCE
Junk Mail, DCC- Bus Information Strategy 2006-2011, North Devon's Biosphere Reserve, SLCC - Regional Conference, Unitary Proposals, DCC - Adopted Devon County Waste Local Plan, Wicksteed, Local Councils Update, WDBC - Review of Polling Districts, Pollings Places and Polling Stations, South West Regional Assembly - Consultation of additional pitch requirements for Gypsies and travellers, RD & Express (NHS newsletter), IOG Saltex (play equipment event), CCD - working to improve services for older people in Devon, DCC Newsletter - emergency planning.
ANY OTHER BUSINESS
The clerk stated that churchwarden, Malcolm Craig, had informed her that the church is seeking someone to rent Church House and had requested she ask parish council members if they know of anyone wishing to rent a property. Members were not aware of anyone.
Cllr Harper has been advised that the owner of Greendale is putting out a rotary clothes drier on the village green. She has also ascertained that Mr. Goundry does the same. The clerk to write to them both and request that this practice stops.
Cllr Simmonds stated she wished to thank DCC for trimming the hedges along the Witheybrook road.
The dates for the next few meetings are: -
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.