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 did not wish to address the council.

Apologies for absence Cllr Askew, who is away on holiday. This apology was accepted.

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

PLANNING

Development without planning consent this follows up a query raised by Cllr Forrest at the last meeting. He approached the resident at Middletown, Honeychurch and was informed that the upper floor of a barn, which fell down years ago, was being rebuilt. He feels it looks more like a dwelling than a barn. It is understood that there are other developments at the same location that have not received planning consent.
It was felt that everyone should be treated the same. Cllr Cartwright proposed that the clerk writes to the Enforcement Officer and informs him of the situation. This was seconded by Cllr Smith and agreed by all.

Cllr Coleman arrived.

Wellsprings, S.C. Cllr Weeks has spoken with Mr. Palmer, the Enforcement Officer, and has been informed that the enforcement file has been with legal for two weeks, but there is a back log due to staff shortages. It should be issued soon. They could still go to the High Court, but this is an expensive option.

Berrydown, S.C. Cllr Weeks has contacted Mr. Palmer and has been informed that Environmental Health has visited the site. There are people residing on the site and an application for residential use is expected. If it is not submitted within a reasonable time then an enforcement notice will be served.

The following applications have been granted consent: -

Incott Farm, S.C. restoration and conversion of former farmhouse to studio (listed building consent).
Incott Farm, S.C. restoration and conversion of former farmhouse to studio
Incott Farm, S.C. conversion of barn to dwelling (listed building consent).
Incott Farm, S.C. conversion of barn to dwelling.

The following application has been REFUSED: -
Land and buildings at Sanders Park, S.C. Certificate of Lawfulness of existing use or development. Use of land and building for storage, distribution, builders yard and production/mixing of lime based products and associated activities. Insufficient evidence was submitted.

WDBC Peer Report Cllr Weeks stated that once he receives the report he will forward it on to the clerk.

MATTERS ARISING

Parish Paths Partnership nothing to report.
i. Footpath 1 the clerk has sent a copy of DCC's response to Sticklepath P.C.

Public Toilets Mr. Reddaway is making progress with the repairs to the stone wall.
i. consideration of quotation for electrical work to be carried out in public toilets Mr. Morris has submitted a quote for replacing the lamps in all the fittings (£42.00), replacing the 2 fittings in the ladies (if needed) - £62.25, the periodic inspection - £68.00. It was also noted that the socket outlet may need to be changed to an RCD type and this will cost £38.10. All prices exclude VAT.
Cllr Cartwright proposed that this quotation be accepted. This was seconded by Cllr Squire and agreed by all.

Playground Equipment Inspection Cllr Coleman carried out the inspection this time. He couldn't find the holes mentioned in the last inspection. The contractor has been treading down the mole hills and filling in any pits. He has done an excellent job.
He mentioned the child protection policy signs are faded. The clerk produced 3 new ones for the chairman to sign. They were then passed to Cllr Cartwright for laminating.
The clerk has received the second (and final) bill from the grass contractor. It is due for payment in November. The clerk asked if the council wished to pay it now or leave it until November. This was discussed and it was agreed to pay him now. He has stated that if he cuts the grass again next year the price will be the same.

The clerk reported that the benches should be arriving Friday morning.

Cllr Smith will carry out the next inspection.

Highway Matters the clerk has received notification of a road closure between Dornaford Cross and Stonewold for May Gurney to undertake essential water infrastructure works 17th December - 23rd December.
The potholes have been repaired at Strawberry Lane Cross. DCC have advised that Himalayan Balsam is treated in the same way as Japanese Knotweed. Because of limited finances they are unable to add extra sites this year, but will add them to the list and hopefully get them incorporated in the annual Japanese Knotweed programme. The clerk has seen a resident who suggested contacting WDBC as well. It was agreed the clerk should do this.

The clerk has received notification of a highways maintenance surgery to be held at: -

The Ockment Centre, Okehampton on 21st October 10.00 - 12.00
Holsworthy Town Hall on 28th October 10.00 - 12.00

Cllrs Squire and Smith will attend.

Cllr Coleman stated the opportunity could be taken to remind them about placing a salt bin near Sampford Chapple.
The clerk has emailed DCC with regard to the issues raised at the last meeting, but has not yet received a full response.

Adoption of BT payphones the clerk has received correspondence from B.T. and WDBC with regard to this. BT are asking parish councils if they wish to adopt telephone kiosks in their parish.
There are 3 in Sampford Courtenay parish.
Cllr Coleman declared a personal and prejudicial interest (he is M.D. of a telecoms company who would have an interest in taking on redundant boxes) and left the meeting.
According to the BT letter the telephone kiosks in the village and at Sampford Chapple are listed.
The information from BT shows that the kiosk in the village was used 199 times in 12 months.
After much discussion the clerk was asked to write to WDBC and inform them that the parish council does not wish to adopt the kiosks.

Cllr Coleman was called back into the meeting.

Land Registration the clerk is still trying to contact Mr. Higgs.

Parish Emergency Planning Workshop Cllr Forrest had attended the meeting. The document seemed to be concentrating on major emergencies (e.g. an aircraft crashing into an office block). The emergencies in an area like this would be more likely to be power cut, weather related (e.g. snow or flooding), a house fire or an accident on the main road.
The clerk was instructed to put something in the Roundabout: -
1. asking residents for their perception of an emergency or disaster (giving the above examples).
2. asking for residents with generators or gas heaters to contact the clerk so that a list can be compiled
3. inviting residents to inform the parish council of any elderly, disabled or vulnerable residents

Cllr Mardon will raise the issue with St. Andrews PCC as the church rooms could be a useful base as well as the village hall.

Owing to other commitments Cllr Weeks left the meeting.

Bus Shelters nothing further to report. This item to be removed from the agenda until DCC makes contact again.

Tidy up pack this event will be held in the spring. The chairman will let Cllr Coleman have the tidy up pack.
Local Housing Needs Survey Sue Hitchcock has written asking if it would help if she came to a meeting. This was discussed and Cllrs felt they did not want her to attend a meeting. The clerk to reply stating that if she felt they could write letters to residents first and then send the questionnaire to persons who requested affordable housing then the parish council would reconsider.

Oil Tank Safety the clerk has received a letter from the Environment Agency raising the issue of increased pollution from residential heating oil at this time of year. The clerk to put something inthe Roundabout magazine.
Supply of sand and sandbags to the Parish Council the clerk has now heard from WDBC. The sandbags are supposed to be delivered this week. The tonne of sand is due to be delivered on October 20th in the afternoon.
Gambling Act 2006 - Renewal of statement of principles for 2010-2013 this is more relevant for the village hall committee and was passed to the chairman to pass onto them.
FINANCE
Cheques were signed for the following: -

Mr. L. Beer (toilet cleaning 14/9/09-11/10/09) £57.58
WDBC (eighth instalment of rates on public conveniences) £43.00
Post Office Ltd (electricity bill for toilets 15/7/09 - 6/10/09) £24.18
Mr. T. Davey (second half of amount owing for grass cutting) £250.00

The clerk informed the council that the minimum wage rose to £5.80 as of October 1st. The hours also reduced to 2 per week on that same date.

Amount in bank is £1371.20 and total in Reserve Account is £6165.83 TOTAL - £7537.03
Represented thus P3 - £14.56 Precept, toilets + other £7159.73 Interest £315.83 Countryside Agency - £46.91

The Chairman informed Cllrs that she had received a letter from the Accountants, who handle the taxation affairs of the clerk, stating she has declared her income earned as clerk to HMRC for year ended 5 April 2009,

The clerk has been informed that the interest rate on the Reserve Account is 0.05%. She has contacted Lloyds TSB and they can offer two accounts a Business Instant Access and a 30 day notice Account. These are both 0.05% as well. Councillors decided to keep the money with Nat West.

The clerk submitted a petty cash claim for September totalling £10.85 and for October £3.08. The Chairman checked the receipts and authorised payment.

The Chairman conducted a mini audit.

Review of financial regulations a copy of this document has been circulated to all Cllrs. The document was studied and financial references were considered and where it was felt necessary altered to a higher figure or kept the same.
Cllr Forrest made a reference to some clauses in the document where mention is made about the RFO and Clerk (in a small council this is one person) checking something should it read the 'Clerk/RFO with the chairman'. The clerk to check with the internal auditor.

The effectiveness of the internal audit the clerk to invite the internal auditor to the next meeting.
The clerk asked the parish council if they would be happy to fund the purchase of a memory stick to back up the data held on the computer. It was decided that this should be done.

Cllr Cartwright raised the issue of the clerk's expenses. She reclaims postage, photocopying and telephone expenses. She stated she did not currently claim for ink cartridges, but if the parish council was happy to fund 50% of the cost of ink cartridges that would be a help. The council were in agreement with this.

The clerk pointed out that the expenditure for the trough and flowers to put in the water trough by the bus shelter down by the New Inn should have been listed as a payment under S.137.

CORRESPONDENCE
MST Machinery and Tool Show, J. Parker, S.L.C.C., Wicksteed Playscapes, Kompan, West Devon Citizens Advice Bureau (letter requesting funding. This was discussed and it was decided the parish council would not provide a grant), WDBC - Poster for Annual Canvass of Electoral Register, Senior Council for Devon - Newsletter (taken by Cllr Smith), DAPC - various, West Devon Community and Voluntary Services - Newsletter.

ANY OTHER BUSINESS

Cllr Mardon stated she had been contacted by some residents who have commented on the flashing lights draped on the front of the New Inn. The clerk to ascertain with WDBC that this is acceptable as it is a Listed Building.

The dates for the next few meetings are: -
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.,Tuesday 2nd February 2010 at 7.30 p.m.
Tuesday 2nd March 2010 at 7.30 p.m.,Tuesday 30th March 2010 at 7.30 p.m.
Tuesday 27th April 2010 at 7.30 p.m.,Tuesday 25th May 2010 at 7.30 p.m.
Tuesday 22nd June 2010 at 7.30 p.m.,Tuesday 20th July 2010 at 7.30 p.m.
Tuesday 17th August 2010 at 7.30 p.m.,Tuesday 14th September 2010 at 7.30 p.m.
Tuesday 12th October 2010 at 7.30 p.m.,Tuesday 9th November 2010 at 7.30 p.m.
Tuesday 7th December 2010 at 7.30 p.m.,Tuesday 4th January 2011 at 7.30 p.m.

There being no further business the meeting closed at 9.30 p.m.
.