CHAWLEIGH PARISH COUNCIL

Transcription

1 CHAWLEIGH PARISH COUNCIL Minutes of the Council Meeting held on Thursday 13 December 2018 at 7:30 pm in The Annexe, Jubilee Hall, Back Lane, Chawleigh, EX18 7HH PRESENT Cllr S Godly (Chair), Cllr B Batty, Cllr D Cockram, Cllr J Flavin, Cllr T Hall, Cllr L Parish, Cllr C Watson. IN ATTENDANCE Parish Clerk: Dr J Cross Cllr C Eginton (Mid Devon District Council) Members of the public: 0 1. PUBLIC PARTICIPATION SESSION There were no members of the public present. Standing Orders were suspended 2. COUNTY AND DISTRICT COUNCILLORS REPORTS Devon County Council In Cllr Squires absence, this item was deferred Mid Devon District Council Cllr Eginton reported that the State of the District debate on The effect of Brexit on Mid Devon will be held on 24 January The Inspector had confirmed that the Local Plan could move forward and that the main hearings would start in February Lidl had been granted permission for a new store in Tiverton. 3. CHAWLEIGH COMMUNITY TRUST Cllr Godly advised that a meeting had been arranged with Mid Devon District Council to agree the outstanding issues. The meeting reconvened under Standing Orders 4. APOLOGIES Apologies were received from Cllr Martin, Cllr Wood and Cllr Squires. 5. CODE OF CONDUCT Register of Interests There were no updates to the Register of Interests Personal interests No personal interests in items on the agenda were declared Disclosable pecuniary interests The following disclosable pecuniary interest in items on the agenda was declared: Item 7 (minute ): Cllr Cockram declared a disclosable pecuniary interest in any discussion relating to the planning application 18/01883/FULL as she is the owner of the adjoining field. 6. MINUTES Meeting held on 8 November 2018 The draft minutes of the Council meeting held on 8 November 2018 were considered and an amendment for minute was agreed: to the planning application 18/01702/OUT as he was related to the applicant. The draft minutes were approved as a correct record, subject to the amendment, proposed by Cllr Batty, seconded by Cllr Parish and carried unanimously. Page 1 of 7

2 The action grid was reviewed The identification of possible sites for an electric car charging point will be paused for as there is no obvious location and no demand at the moment. Action closed There are references to the Public Toilet on a number of different websites. Action closed. The rest of the actions were updated on the grid and noted. There was a break in proceedings for the Chair to sign the approved minutes 7. PLANNING MATTERS Planning applications list The following planning applications were received: Ref. Description 18/01815 HOUSE 18/01867 OUT 18/01883 FULL Outline for the erection of dwelling and construction of new vehicular access Location: Heathfield Chawleigh Chulmleigh Site Vicinity Grid Ref: / Decision: It was resolved to take a neutral stance due to the ongoing alleged boundary dispute, proposed by Cllr Hall, seconded by Cllr Parish and carried unanimously. Outline for the erection of dwelling and construction of new vehicular access Location: Heathfield Chawleigh Chulmleigh Site Vicinity Grid Ref: / Decision: It was resolved to support the application, proposed by Cllr Cockram, seconded by Cllr Flavin and carried unanimously. Cllr Cockram left the meeting Siting of two storage containers and oil tank. Location: Royal Oak Inn Chawleigh Chulmleigh. Site Vicinity Grid Ref: / Decision: It was resolved to support the application, as long as the fence would be sufficiently high so that the containers cannot be seen from the road as they would be visually intrusive. Proposed by Cllr Flavin, seconded by Cllr Batty and carried unanimously. Cllr Cockram returned to the meeting Planning applications received after publication of the agenda No planning application were received Mid Devon District Council planning decisions The following planning decisions were noted. Ref Description Decision 18/01161 FULL 18/01643 FULL 18/01702 OUT Change of use of building from office use to a dwelling Location: Occident Capital Ltd Unit 1 Station Yard Eggesford Site Vicinity Grid Ref: / Siting of 2 timber lodges for holiday use Location: Land at NGR Adj Wood View Eggesford Site Vicinity Grid Ref: / Outline application for the erection 2 semis detached dwellings Location: Holly House Chawleigh Chulmleigh Site Vicinity Grid Ref: / FINANCIAL MATTERS Receipts and account balances The list of receipts and account balances was noted. A total of had been received. The following balances were noted: Current Account - 8, (as at 30/11/18) Shop Account 5, (as at 30/11/18) Bonus Saver Account - 4, (as at 30/11/18) Granted Withdrawn Granted Page 2 of 7

3 Payments The list of payments was tabled at the meeting. It was resolved to approve the list of payments, proposed by Cllr Parish, seconded by Cllr Batty and carried unanimously. Cheque Payee Description Amount ( ) Involve Training Governance for trustees J Cross Clerk expenses (August November) J Noon Grass cutting (November) Total Budget reports Quarter 1 and Quarter /19 This item was deferred No Parking signs, Playing Field It was resolved to approve the cost of 70, excluding VAT, for two banners to be placed on the barriers by the Jubilee Hall, proposed by Cllr Watson, seconded by Cllr Flavin and carried unanimously. It was agreed to formally write to the groups who routinely use the Jubilee Hall to ask their members to avoid parking in front of the barriers and to raise awareness of the safety concerns for pedestrians in the local magazine Action Clerk. 9. TELEPHONE KIOSK It was resolved to approve the cost of for leaflet holders, proposed by Cllr Parish, seconded by Cllr Watson and carried unanimously. In response to a query about data protection, it was agreed that the contact details of local groups would not be put in the Information Point and people can contact the Clerk for contact details. 10. S106 FUNDING The Clerk advised that non-targeted S106 funding was available for enhancements and amenities for open spaces. There is a pot of around 10,000 that is shared with Lapford parish. The funds can be used for new and replacement items but not for repairs. It was agreed to support Lapford Parish Council s applications for 2,000 from the nontargeted S106 fund for replacement Church Green gates and a parish council noticeboard. Cllr Cockram had been advised that the application made by the Playing Field Committee to the first round of Communities Together funding had been deferred to enable an application for S106 funding instead. It was agreed to submit an application for non-targeted S106 funding for the equipment Action Clerk. It was agreed to consider establishing a Trim Trail using S106 funding Cllr Cockram. 11. CORRESPONDENCE AND NOTICES RECEIVED The list of correspondence and notices received was noted. It was agreed to put the information about the councillors elections in May 2019 on the Council s website and in the local magazine Action Clerk. 12. MATTERS RAISED BY THE CHAIR Post Office Progress was being made with the Post Office in the village store Budget meeting It was agreed to hold a working group meeting in January 2019 for all councillors to review the details of the budget 2018/19 and the draft budget and precept 2019/ Quotes for grass-cutting in the village Two quotes had been received for next year s grass-cutting of the Playing Field. It was agreed to ask for quotes for ten cuts and to bring them to the next meeting for consideration Action Cllr Parish. Page 3 of 7

4 Cllr Godly would be meeting with Mid Devon District Council to agree the areas of grasscutting along the verges Action Cllr Godly Air Ambulance landing The procedure for ensuring that the Playing Field is clear for the helicopter landing worked well as two Councillors were contacted in advance and were able to inspect the Playing Field before the helicopter s arrival Tree in the Playing Field A tree had been planted on the Playing Field to commemorate the WW1 centenary. 13. COUNCILLORS REPORTS AND ITEMS FOR FUTURE AGENDA ITEMS Reporting potholes Cllr Hall advised that people should be continue to be encouraged to report potholes to Devon County Council. It was agreed to put another notice in the local magazine and on the Council s website Action Clerk Amber volunteers Cllr Flavin reported that residents from Amber had started volunteer work in the churchyard Fish and Chip van Cllr Flavin reported that an individual has asked if a mobile fish and chips van could be asked to visit the village. It was agreed in principle, there would be no objection Second defibrillator Cllr Flavin reported that an individual had asked if a second defibrillator could be installed at the other end of the village. It was agreed to provide information on the Community Together Fund to the group that manages the current defibrillator Action Cllr Flavin Public Rights of Way Cllr Batty reported that he had met with the Public Rights of Way manager. It was agreed that at this time, there was no requirement for attendance at an accredited strimmer course or to purchase a strimmer. 14. DATE OF NEXT MEETING The date of the next meeting is Thursday 31 January 2019 at 7:30 pm in The Jubilee Hall, Back Lane, Chawleigh, EX18 7HH. Deadline date for agenda items midday on Monday 31 January PART TWO There was no Part Two session. 16. CLOSE OF MEETING The meeting closed at 9:00 pm. Chair:.... Date:.. Page 4 of 7

5 ACTION GRID Updated 25 January 2019 Minute Action Lead Due Date Status Contact the bank to resolve the outstanding issues Update: Briefing note and copy of relevant letters provided to Cllr Hall. Minute : The Clerk is still not receiving the bank statements direct and the complaint made by Cllr Hall to the bank is ongoing. No statements had been received for December Minute : The Clerk had received a copy of the bank statements but the name and address details were not correct. Minute : Statements received, although the contact details are still not correct. Compensation has been received. Minute : The contact details are still not correct Seek a quote for the insurance costs for the Chawleigh Friendly Society s 150 th Anniversary at Chawleigh Fair in 2019 Minute : Insurance company contacted. Minute : The insurer has advised that cover for a special event can be provided by the Parish Council if the Council takes responsibility for the event and for ensuring the risk assessment has been completed and all risks are managed appropriately. Any non-hazardous event which the Council are holding will be covered for up to 500 attendees at no extra cost for public liability. The Council would have to ensure any private operator third parties have their own public liability insurance. The Clerk will forward the paperwork to Cllr Cockram and Cllr Godly. A proposal will be brought back to the Council. Minute : The paperwork was forwarded and the matter is in hand Contact the Post Office to investigate the possibility of re-establishing a Post Office Minute : Cllr Batty advised that as there was a franchise in place for the mobile Post Office, a greater need for a Post Office in Chawleigh will need to be justified. The Clerk has identified a contact in the Post Office. Minute : Cllr Batty had acquired the contact details for the Area Change Manager. The mobile Post Office service comes under a contract for ten villages. The village shop would need to be able to demonstrate a significant change in Post Office related business and the holders of the mobile contract would need to agree to give up the Chawleigh service. Minute : A meeting was held with the Post Office Change Manager for Devon. It was a very positive meeting. Government funding is available to install new post offices. It is therefore likely that the only cost of installing a post office in the shop would be related to installing security bars for the strong room. All other costs should be grant-funded. The shop tenant has completed the initial expression of interest form. Support Cllr Hall Clerk Cllr Godly Cllr Cockram Cllr Batty Cllr Godly 18/01/17 Ongoing 01/03/18 Ongoing 01/03/18 Ongoing Page 5 of 7

6 Minute Action Lead Due Date Status for developing a business plan can be provided by the National Federation of Post Masters. The Change Manager will be seeking a resolution with regard to the mobile post office service. Minute : The village shop tenant has completed an expression of interest but to response has yet been received. Minute : The Post Office is in favour in principle. The tenant is completing the supporting documentation including a business plan. Minute : The forms have been submitted and the Post Office have been very helpful Seek replacement cost for the War Memorial for insurance purposes Minute : The Clerk has contacted two businesses who will provide an estimated cost for replacement when provided with the details and photographs Consider the implications of the Charity Commission s Safeguarding governance priority the impact on the Playing Field Trust Speak to the householder about the gates accessing the Playing Field Minute : The situation being monitored by the Playing Field Committee. Advice to be sought on how to proceed to stop the access Ask the Highways Team and the Community Police Officer to carry out a number of speed checks along the A377 at Chenson Minute : Request sent to Highways Team and Community Police Officer. Update: Speed checks have not been carried out due to operational and safety issues. A request for the installation of speed monitoring equipment will be made as an alternative Meet with the MDDC Ground Maintenance Team to review next year s grass-cutting arrangements Minute : Site meeting to be arranged and additional areas will be added to the current list Replace the broken litter bin by the lay-by at Hollow Tree Farm was broken Cllr Cockram Cllr Godly Ask the MDDC weed spraying team to remove the weeds to be removed and spray them in the future, particularly around Butts Close, Bells Close and Sunny Court Minute : Request sent to Street Scene Team. The work will be undertaken in the month Submit the Parish Paths Partnership (P3) survey and grant application to the Council meeting in January Update: Item on the agenda Provide a list of outstanding highways issues to Cllr Squires for review at a site meeting with the Highways Team Clerk 19/04/18 Ongoing Clerk July 18 Cllr Godly 27/09/18 Ongoing Clerk 8/11/18 Ongoing Cllr Godly 13/12/18 Ongoing 3/12/18 Clerk 13/12/18 Ongoing Cllr Batty 31/01/19 Closed Clerk 13/12/18 Ongoing Page 6 of 7

7 Minute Action Lead Due Date Status Minute : Councillors will provide a list of issues to the Clerk for collation It was agreed to formally write to the groups who routinely use the Jubilee Hall to ask their members to avoid parking in front of the barriers and to raise awareness of the safety concerns for pedestrians in the local magazine. Clerk 31/01/ Submit an application for non-targeted S106 funding for the outdoor table tennis table equipment Clerk 31/01/ Consider establishing a Trim Trail using S106 funding Cllr Cockram 31/01/ Put the information about the councillors elections in May 2019 on the Council s website and in the local magazine Update: Information included in local magazine article Get quotes for ten cuts for grass cutting of the Playing Field Update: Quotes to be reviewed at the January Council meeting. Clerk 31/01/19 Ongoing Cllr Parish 31/01/19 Closed Meet with Mid Devon District Council to agree the areas of grass-cutting along the verges Cllr Godly 31/01/ Put another notice about reporting potholes in the local magazine and on the Council s website Clerk 31/01/ It was agreed to provide information on the Community Together Fund to the group that manages the current defibrillator Cllr Flavin 31/01/19 Page 7 of 7