Apologies for absence : Cllr Mardon sent her apologies as she had to attend another meeting and Cllr Harper sent her apologies as she was ill. The chairman stated he would be a little late arriving as the bus was running late. These apologies were accepted.
Cllr Squire was in the chair.
Cllr Weeks, Borough Councillor for the Exbourne Ward, was present and there were also three members of the public in attendance (two at the beginning of the meeting a third arriving later).
The words 'is passed' were added to the minutes of the last meeting (page 191.1 near the end of the street lighting item) - the minutes were then signed as a true record.
Cllr Weeks has stated he would be interested in listening to the agenda items concerning the plastic recycling and the post office closures. The chairman informed those present that these two items would be discussed immediately after Planning to enable Cllr Weeks to leave earlier.
Co-option of new member Noel Cartwright was in attendance. It was decided to co-opt him to fill the vacancy on the Parish Council. He completed a register of interests and also a Declaration of Acceptance of Office and undertaking to observe the Code of Conduct. He took his seat on the Parish Council.
PLANNING
The clerk has received a copy of a letter sent by Mr. Love at The Beeches to Georgina Brown at WDBC. The letter was read out to the council. It concerns the destruction of a tree at Lesser Slatters. It is understood that there was not a TPO on the tree. Cllr Weeks stated that WDBC are investigating the possibility of placing TPO's on some of the trees between the site of the new development and Lesser Slatters. The Landscape Officer has the authority to place TPO's on trees. It is not an issue that needs to go to committee.
Cllr Simmonds commented that there was a fairly large woodland owned by Clinton Devon Estates in behind The Beeches.
Cllr Weeks informed the Parish Council that the Local Development Framework submission has been delayed as alternative ideas have been put forward and some of the larger bodies have not yet sent in their comments. WDBC have been given more time to submit the document.
The following applications have been granted consent: -
Hatherton Farm, S.C. Certificate of lawful use for occupation of barn as dwelling house and retention of swimming pool building.
The Old Cottage, Stockley, Okehampton erection of ground floor extension.
The Old Cottage, Stockley, Okehampton Certificate of lawful use for creation of access.
A letter has been received from Torridge District Council stating a Public Inquiry has been arranged for Tuesday 15th January 2008 following the appeal made by Peninsular Power Ltd concerning the construction of a biomass electricity generator at the former RAF Winkleigh Airfield.
The Chairman arrived and took the chair.
The clerk wished to clarify exactly what the Councillors were still waiting to received from David Incoll.
She was informed that they wished to receive a list of minor amendments made at The Barton and the revenue raised from them.
It was noted that Chapple Orchard was now for sale (the annex is included).
The Granary Barn, The Barton, S.C. The clerk to check the conditions on the planning for the re-installation of doors to front elevation and ascertain the amount of time given for them to be erected.
MATTERS ARISING
Recycling of plastic the clerk has spoken to Clare at WDBC. They currently take plastic bottles, but do not have the facilities at the moment to recycle other plastics (margarine tubs, yogurt pots etc.), but it is something they may look at in the future. They are currently trialling a food waste project in Tavistock (keeping food waste out of landfill). They won't be extending the kerbside recycling to include plastic bottles as they do not have the room on the vans. It is something they may look at in 2010 when the contract is renewed.
Cllr Weeks confirmed this is what he had been told. He informed the council that the landfill is taken to Heathfield at Newton Abbot. This facility only has 12 months space left and it is not yet known where the landfill will go when the space runs out.
It currently costs WDBC £1.7million to carry out the waste management/recycling.
Post Office Closures Cllr Weeks informed the council that WDBC have responded to the proposed closure of Post Office's by drawing attention to the age and increase of population in the next three years. Residents are supposed to be within 3 miles of a Post Office once the closures have taken place. WDBC are studying the movement of traffic as many residents go into neighbouring council areas to access Post Office services. There is no truth in the opt out scheme - Post Offices are being paid to close. The Post Office salary is based on the number of transactions.
Outreach offices will be used in smaller villages. They will attend for a few hours each week in either village hall, pub, etc.
WDBC is a sparsely populated area and they are trying to get this message across to the P.O.
The third member of the public arrived.
Cllr Forrest to ascertain if Mr. Stimson wishes to defend the closure of the Post Office in S.C.
Before Cllr Weeks left the meeting Cllr Squire asked about the bus travel and was told that as of April 1st 2008 bus travel will be free to over 60's 'Countrywide'. WDBC not sure at the moment how much they are being allocated to fund this from central government.
Cllr Weeks stated that the Inspector for West Devon has changed.
Cllr Askew stated that Cllr Harper had asked that her concern regarding the closure of the Ockment Centre (DCC building) be passed to Cllr Weeks.
Owing to other commitments Cllr Weeks left the meeting.
Undergrounding of overhead cables (incorporating progress of street lighting) the clerk explained to the members of the public the decision that had been reached at the last meeting - the modern Urbis ZX1 had been chosen.
A member of the public, Mrs. Williams, asked the Chairman 'to put the matter of the lights beyond all possible doubt and invite a vote of confidence in the proposed scheme once it has been published for all to see.'
Cllr Cartwright stated that there could be no going back over a decision made by the Parish Council for six months. The Chairman informed Mrs Williams there would be no vote.
It was stated that some of the lights in the village are going out at varying times (midnight, 1.00 am and 2.00am). The clerk to speak to Mr. Dommett at DCC.
Two members of the public left the meeting.
Parish Plan HEALTH - the 2004 survey showed that residents did not have a problem getting to the relevant health service as long as they had a car. Access to a dentist caused most complaints.
It was noted that flu jabs are being carried out by the Okehampton practice at Exbourne.
In connection with last meetings discussion - up to date bus timetables are now available on noticeboards.
Parish Paths Partnership a cheque for £39 has been written for Mrs. Tonge being the amount owed for the first walk and a cheque for £193.70 for Mr. Squire being the amount owed for strimming the footpaths.
Public Toilets the clerk contacted eDF concerning the door to the meter box. She was told that it was the parish council's responsibility to replace it. Cllr Squire will speak to Mr. Beer.
The clerk read the water meter on 12/10/07 and it was 273.
The chairman had been unable to meet with the village hall working party with regards to painting the windows etc of the toilets. Will arrange another time.
A letter has been received from Mr. Cloke (Peter Peter & Wright) stating the registration of the title of the parish council to the public conveniences at Sampford Courtenay has been completed by Land Registry.
The minimum wage was increased to £5.52 as of 1st October and the hours now reduce to 2 per week through the autumn/winter.
Safety inspections on play equipment the Local Network Fund have received the confirmation of acceptance of conditions. A flat swing, cradle swing and children's challenger have been ordered - installation in January 2008. The grant has to be spent before March 2008.
An agreement whereby the Parish council agrees to take full responsibility for any liability arising from use of the equipment (agreement to inspect and insure the equipment) has been signed by the Chairman, given to the Village Hall management committee and copied to all Cllrs.
The child protection policy was adopted by the Parish Council (slight amendment on No. 8 as parish council does not have a constitution).
Cllr Cartwright stated fencing may be required. This is something that can be arranged at a later date if necessary.
Tony Mogford Associates sent a letter concerning the outstanding account. This has now been paid.
Highway Matters the lengthsman is to visit the parish on 3/12/07 and 3/3/08.
The clerk had spoken to DCC concerning overgrown hedges. If it is causing a problem on the highway (e.g. obstructing a junction or brambles out in the road) then DCC have power to cut the hedge and charge the landowner.
Cllr Askew reported brambles growing out into the road between the village hall and Thornbury X and Cllr Squire stated a hedge near Sampford Chapple has not been trimmed for 2/3 years. The clerk will inform DCC.
Cllr Squire stated a drain is blocked at Sampford Chapple.
Review of clerks wages the clerk is currently paid minimum wage, which was £5.35 and went up to £5.52 as of 1st October. After much discussion it was proposed by Cllr Squire and seconded by Cllr Cartwright that the hourly rate increase to £6 as of 1st November 2007.
The clerk expressed her thanks to the council.
Replacement of Sector Inspector for West Devon as previously mentioned by Cllr Weeks. Inspector Ian Milligan is leaving and his replacement is Inspector David Hammond.
Standards Board Training DVD a letter has been received from WDBC. This DVD covers a dramatised scenario and highlights the key changes to Code of Conduct. There are no facilities at this village hall to view the DVD so the clerk to ask to borrow the DVD so it can be passed between members and viewed at home.
FINANCE
The following money has been received: -
West Devon Borough Council (half of precept) £3289.50
Western Power Distribution £500.00
Following the last meeting the clerk spoke with the Chairman with regard to the grant for the undergrounding. It was decided to ask WPD if they would consider a donation towards the cost of painting the street light columns. The clerk spoke to Mr Chick at WPD and he stated they would be happy to split the money in half. The cheque for £1000 has been sent to WPD and the above cheque has been received from WPD.
Cheques were signed for the following: -
Mrs. H. Tonge (footpath lengthsman fees) P3 £39.00
Mr. L. Beer (Toilet cleaning 17/9/07 - 14/10/07) £54.18
West Devon Borough Council (8th instalment of rates) £28.00
Mr. L.A. Harper (trimming hedge around toilets) £30.00
S.C.P.C.C. (donation towards burial ground fees) £100.00
Mr. C.R. Squire (work on footpaths) P3 £193.70
Amount in bank is £4411.71 and total in Reserve Account is £2002.26 TOTAL - £6413.97
Represented thus P3 - £167.59 Precept, toilets + other £5997.21 Interest £202.26 Countryside Agency - £46.91
The clerk submitted petty cash claims for Aug/Sept totalling £17.52 and for October £18.79. The Chairman checked the receipts and authorised payment.
Cllr Simmonds checked the petty cash float and duly signed that it was correct.
The Chairman conducted a mini audit.
Meeting with internal auditor: the internal auditor, John Hodge, was welcomed by the chairman. This meeting is to comply with the requirement of the Annual Audit - assessing the effectiveness of the internal audit. He stated his job was to check that the accounts complied with regulations. Sometimes he made observations of items that should be carried out by the parish council and it may be prudent to look at it again in about 6 months time to ensure these points aren't going to arise at the next audit. He did commend the parish council for addressing issues that he has raised in the past. He carries out a very thorough examination of the accounts and minutes. He was asked if there is anything that can be left out of the internal audit and he did not feel that there was. Overall it was felt that the internal audit addressed all the financial issues concerning a council of this size.
Cllr Askew expressed concern on future of play equipment and problem posed in budgeting for the replacement of an asset that does no belong to the parish council. It was felt that few parish/town councils
would precept for the full replacement value as the acquisition of play equipment is very dependent on obtaining grant money. It would be doubtful a council would be allowed to build us such a large balance.
Whilst the internal auditor was present the clerk confirmed that the external auditor has returned the Annual Return for the year ended 31st March 2007 with no issues raised.
The clerk has received the form requesting the details of the Precept for this parish for the financial year ended 31st March 2009. It has to be returned by 28th December so can be discussed at a later meeting.
Cllr Squire took the chair as the Chairman had to leave the meeting because of family commitments.
CORRESPONDENCE
Safe and Sound Playgrounds Ltd., Silvanus Services Ltd. (seeking to quote for grounds maintenance work), defra - 'Ways to tackle Climate Change', Town and Parish Standard Sept 07, Devon and Cornwall Police Authority - Liaison Meeting 18th Otober and trial to webcast full authority meetings, North Devon's Biosphere Reserve - extension to consultation until Oct 26th, WDBC - Alcohol, Public Entertainment and Late Night refreshment policy consultation, SLCC - regional conference, West Devon e-connect newsletter and details of going mobile (no event near us), WDBC - Flood awareness events, Senior Council for Devon.
ANY OTHER BUSINESS
Rev Ardill has passed on a letter from English Heritage stating they are not going to list the Holy Well in the grounds of St Andrews church.
Cllr Harper sends her apologies for the next meeting as she will be away.
The dates for the next few meetings are: -
Tuesday 13th November 2007 at 7.30 p.m.,Tuesday 11th December 2007 at 7.30 p.m.,
Tuesday 8th January 2008 at 7.30 p.m., Tuesday 5th February 2008 at 7.30 p.m.,
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 10.10 p.m.