Black Torrington Parish Council Leasefield Farm, Halwill Junction, Beaworthy EX21 5XU

Telephone: 07809 688 725 Email: [email protected]

To All Black Torrington Parish Councillors,

You are hereby summoned to attend the Annual Parish Council Meeting (AGM) of Black Torrington Parish Council, which will be held on Tuesday, 14st May 2019, at the Chapel School Room, Black Torrington, at 7.00 pm for the purpose of transacting the following business.

In accordance with the Public Bodies (Admission to Meetings) Act 1960 members of the public are welcome to attend.

D Osborne 5th May 2019

Members of the press and public requiring access to any of the documents mentioned in this agenda are asked to contact the Town Clerk (electronic links to documents are provided where available).

AGENDA The outgoing Chair will open the meeting 1. To receive and accept apologies (Please make any apologies known to the Parish Clerk) The Chair will now stand down 2. Election of Chairman 3. Election Vice Chairman 4. Signing of acceptances of office 5. Review Policy Documents and distribution of Standing Orders 6. Appointments to committees, outside organisations and charities- a. Village Hall Committee report and appointment of PC trustee b. Playing Field Committee report and appointment of members c. To appoint trustees to the Black Torrington Playing Field Charity d. Appointment of P3 coordinator. e. Any other committees to be formed 7. End of Year Financial Statement 8. Review of Cheque signatories, signing mandate 9. Review of ring-fenced amounts for future projects. 10. Date of next AGM 11. Close

Minutes of the Black Torrington Annual Parish Council Meeting held on Tuesday, 6th May 2019, at 7pm, at the Chapel School Room

Present: Cllrs S White, M Hill, C Lock, E Barnes M Down, S Floyer & D Haywood

In Attendance: Parish Clerk, 11 members of the public

Cllr S White opened the meeting as the outgoing chair.

APCM/1 To receive and accept apologies. All present APCM/2 Election of Chairman Councillor S White was proposed, seconded and elected as chair for the municipal year to end 2020 APCM/3 Election Vice Chairman Councillor E Barnes was proposed, seconded and elected as vice-chair for the municipal year to end 2020

At the discretion of the chairman Item 1405/13 “Co-option of Councillors to fill vacancies“ was promoted up the Agenda. Paul Mills and Amanda Bowen asked to be considered for co-option. Paul Mills was proposed, seconded and co-opted as a member of Black Torrington Parish Council. Amanda Bowen was proposed, seconded and co-opted as a member of Black Torrington Parish Council

APCM/4 Signing of acceptances of office All members, including the newly co-opted members, signed their declarations of acceptance of office before the Proper Officer.

APCM/5 Review Policy Documents and distribution of Standing Orders The existing policy documents were adopted unchanged. Review in May 2020

APCM/6 Appointments to committees, outside organisations and charities- a. Village Hall Committee report and appointment of PC trustees S Floyer was appointed as the Parish Council’s trustee on the Village Hall Committee. The Village Hall Committee report was read out and is appended to these minutes. b. Playing Field Committee report and appointment of members The Playing Field Committee report was read out and is appended to these minutes. The List of Committee members circulated by PFC was adopted unchanged. c. To appoint trustees to the Black Torrington Playing Field Charity The Councillors and co-opted members will be the Trustees. The Clerk reminded the Playing Field Committee that accounts for the year need to be filed and are overdue. d. Appointment of P3 coordinator S White was appointed as P3 coordinator. e. Any other committees to be formed The Clerk suggested that the Parish Council should consider forming a plans committee as the full council only meets bimonthly but planning application need to be responded to within 21 days. The cler advised that in order to give a response that cannot be challenged the PC would either needs to hold extraordinary meetings if a planning application fell between meetings or form a plans committee. It was agreed to form a Plans Committee with the following membership: C Lock, E Barnes, D Haywood, M Hill

APCM/7 End of Year Financial Statements The Annual Governance Statements and Accounts were approved and signed by the chair.

APCM/8 Review of cheque signatories, signing mandate It was resolved to change the mandate to require only 2 signatories on cheques.

APCM/9 Review of ring-fenced amounts for future projects. It was agreed that the projects and ring fenced monies are carried forward unchanged from the previous session of the Parish Council.

APCM/10 Date of Next AGM Tuesday 12th May 2020 subject to confirmation.

APCM/11 Close Village Hall Report

We have had another successful month of both bookings and Hall use but we are concerned that some individuals have recently not been careful when using the Hall. Lights have been left on and recently, the water tap in the Gentlemen's Toilets was left running. I have had an apology but I have revamped our Usage Terms and Conditions stating that users may well be charged if this happens again as this is wasteful of energy and costly. The cleaning of tables used has not been satisfactory. A new notice has been put up in the Hall about Hall usage and the hirer's responsibilities.

Funds are continuing to look healthy and we aim to keep them that way with further fund raising, Hall Hire and investment. We will also soon be considering whether or not to take over the running of the Table Top Sale as the PCC have decided to stop running this event as footfall has reduced.

Officers have been elected for the forthcoming year and our new Bookings Secretary and Cleaner have settled in very well.

TDC have given us a grant which will be used towards the costs of the Car Park Extension and we will also be topping this up with further funds from our resources. The amount is to be discussed but will be no more than £5000 in total. It will also depend on our future projected outgoings. Playing Field Committee Report:

 Play equipment installation finished today, 12th May - the safety barriers will stay up for 2 weeks while the new turf beds in, we've got a rota to water it every day.  We've ordered new woodchips to go in the toddler area to make the new toddler tower equipment safe to use.  We've just paid our first grass cutting bill.  After paying for the woodchips our bank balance will be just under £1000, enough to cover the next three months of grass cutting. I understand the PC plan to pay our grass cutting bill?  Fun day is June 15th  Next meeting will be the AGM, July 15th We've just has a new volunteer join the PFC, Mike Hall. The membership is now:

Ben Garrett Kate Garrett Mike Down June Hayden Ian Scrivener Dave Haywood Roger Mortimer Sarah Newstead Mike Hall Don Harkness Neil Taylor-Luxton

Black Torrington Parish Council Leasefield Farm, Halwill Junction, Beaworthy EX21 5XU

Telephone: 07809 688 725 Email: [email protected]

To All Black Torrington Parish Councillors,

You are hereby summoned to attend a Meeting of Black Torrington Parish Council, which will be held on Tuesday, 14st May 2019, at the Chapel School Room, Black Torrington for the purpose of transacting the following business. This meeting will follow the AGM which begins at 7:00 pm

In accordance with the Public Bodies (Admission to Meetings) Act 1960 members of the public are welcome to attend.

D Osborne 05/05/19

Members of the press and public requiring access to any of the documents mentioned in this agenda are asked to contact the Town Clerk (electronic links to documents are provided where available).

AGENDA

1. To receive and accept apologies (Please make any apologies known to the Parish Clerk) 2. Declarations of Interest - To receive declarations of personal interest and disclosable pecuniary interests (DPI’s) in respect of items on this agenda. 3. Parish Council Minutes - To approve and sign the minutes of the Black Torrington Parish Council meeting held on 6th March 2019, as a correct record. 4. Matters Arising - At the discretion of the Chairman, to report on matters arising from the minutes of the Meetings held on 6th March 2019, for information only. 5. Order of Business - At the discretion of the Chairman, to adjust, as necessary, the order of agenda items to accommodate visiting members, officers or members of the public. 6. Public Question Time - At the discretion of the Chairman, to receive questions from members of the public relevant to the work of the Council. 7. Councillor Reports - At the discretion of the Chairman, to receive reports from Councillors (Parish, District, and County) and representatives of the Council - strictly for information only. 8. Chairman’s and Clerk’s Announcements - To receive any announcements which the Chairman and Clerk may wish to make. For information only. 9. Accounts Due for Payment and Receipts - To examine and agree the accounts due for payment, receipts, and bank transfers for the period 6th March 2019 to 14th May 2019 inclusive and to receive the bank reconciliation. (The schedule of payments, receipts and bank reconciliation will be issued prior to the meeting.) 10. Overflow car park – Progress report 11. Dogs on the playing field. a) To finalise the wording of the proposed Guidelines for dog owners using the playing fields. b) To consider a proposal for a dedicated dog exercising area of the playing field

12. Communities Together Fund (formerly TAP Fund) - progress report

13. Co-option of councillors to fill vacancies – to consider any candidates for councillor vacancies resulting from insufficient candidates standing for election

14. Torridge District Council - Planning Applications TDC Planning Public Access Portal

Torridge District Council, the determining Authority, has asked for comments from this Parish Council on the following planning applications: Reference: 1/0327/2019/CPE Proposal: Certificate of lawful existing use for change of use of a building to use as a single dwelling house for over four years Location: Chilla House Cabin, Chilla, Beaworthy, Devon

Torridge District Council, the determining Authority, has APPROVED the following applications with conditions as filed: Reference: 1/0147/2019/FUL Proposal: Proposed side conservatory Location: Kingsley Cottage, Black Torrington, Beaworthy, Devon Reference: 1/0124/2019/FUL Proposal: Erection of no. 1 dwelling Location: Land At Chestnut, Chilla, Beaworthy, Devon Torridge District Council, the determining Authority, has REFUSED the following applications with conditions as filed: Reference: 1/ 0164/2019/FUL Proposal: Relocation of gateway and erection agricultural shed Location: Land Lying North East Of Leigh Farm , Chilla, Devon

Reference: 1/ 0191/2019/PIP Proposal: Erection of two dwellings Location: Land At Black Lane, Black Torrington, Devon The following application was withdrawn Reference: 1/ 0771/2018/REM Proposal: Reserved matters application for one dwelling (access, appearance, landscaping, layout and scale) pursuant to application 1/1110/2016/OUT Location: Land At Chestnut, Chilla, Beaworthy 15. To note July 10th as the date of the next meeting 16. Close

Minutes of the Black Torrington Parish Council Meeting held on Tuesday, 14th May 2019, following the AGM, at the Chapel School Room

Present: Cllrs S White (Chair), M Hall, C Lock, E Barnes M Down, S Floyer, P Mills, A Bowen & D Haywood

In Attendance: Parish Clerk, 9 members of the public District Cllr P Hackett

1405/1 To receive and accept apologies. None. All present

1405/2 Declarations of interest – None

1405/3 Parish Council Minutes It was resolved to approve and sign the minutes of the Parish Council meeting held on 13th March 2019, as a correct record.

1405/4 Matters Arising - None

1405/5 Order of Business – Item 1405/13 was moved to the APCM at the discretion of the chair

1405/6 Public Question Time Standing Orders were suspended to allow the public and visiting councillors to speak All the members of the public wished to speak on the subject of dogs on the playing field. The points made were:  It should be a matter for a public meeting  It will affect the School’s and the play groups use of the playing fields  Anything that represents a risk to children should be discouraged  It has been an understanding for many decades that dogs are not allowed on the playing fields, why change things.  It is one of the more cherished aspects of village life that there is a dog free area for children to play on.  The community should seek to impose bye-laws on the playing field banning dogs  Dogs can be walked elsewhere but there are no other play areas in the village Cllr. White explained to the new members what the discussion was about. For many years there has been an understanding that dogs were not allowed on the playing field. However, this ban is not enforceable as neither the PC or the Playing Field Committee have the power to impose dog control orders, only the district council does. The current order requires dogs to be on a lead or under control and requires owners to pick up any mess but does not bar them. Now people have become aware of this they are concerned that there will be a sudden influx of dogs making the fields too dangerous for children to use. The has been a discussion document circulated to the PC and PFC members and put on the village noticeboard which proposed a segregated area for dogs on the South side of the fields. Some members of the public expressed their opposition to this proposal. Some of those present thought there should be a wider consultation, either through a questionnaire or a parish meeting. Cllr Mills suggested that a questionnaire could be sent out at the same time as the Community Emergency Plan questionnaire. Standing Orders were reinstated 1405/7 Councillor Reports - The Hall Committee and Playing Field Committee reports were given during the APCM. Ward Councillor Hackett expressed his gratitude at being re-elected and congratulated the parish councillors on their election. He expressed concern at the lack of police cover in Torridge, officers are often having to deal with people with mental health issues which leaves few available to deal with other incidents. The plan to reopen beds in Holsworthy Hospital is being delayed by the lack of doctors. Their is a national shortage of trained doctors. The plans to provide 3 beds in Deer Park is not ideal. Cllr Haywood asked if GP’s can still provide care for patients in Holsworthy Hospital. Cllr Hackett said this was no longed deemed acceptable.

1405/8 Chairman’s and Clerk’s Announcements None

1405/9 Accounts Due for Payment and Receipts - To examine and agree the accounts due for payment, receipts, and bank transfers for the period 6th March 2019 to 14th May 2019 inclusive and to receive the bank reconciliation.

Accounts approved for payment - Date Payee Amount ex Amount inc For what VAT VAT 14/05/19 D C Osborne £130.28 £130.28 Dog Poo bin and admin 26/04/19 D D Harkness £95.57 £95.57 Materials for war memorial 25/04/19 S White £72.31 £72.31 “Bit of a Do” expenses 25/04/19 Black Torrington £19.00 £19.00 Hall Hire “Bit of a Do” Village Hall Committee 10/04/19 Black Torrington £15.00 £15.00 Hall hire Annual Parish Meeting Village Hall Committee 20/03/19 Black Torrington £9.00 £9.00 CEP hall hire Village Hall Committee 10/04/19 Emma Barnes £10.78 £10.78 Annual Parish Meeting expenses 03/05/19 Came & Company £578.42 £578.42 Insurance premium 10/05/19 Craythorn £60.00 £60.00 Website hosting Communications

Current Account Total For month inc VAT: £990.35

1405/10 Overflow car park The Chair gave a summary of progress to date. He met with the contractor to discuss the works. The contractor suggested that the Ground Guard is expensive and could be dispensed with given there will just be a gravel infill. Cllr Down said there should be grass growing through the Ground Guard but the Chair pointed out the plans as approved specify gravel infill. The contractor also suggested the ground is graded to the South of the tree so cars can enter and exit both sides of the tree. Cllr Down said that was the intention and that should have been included in the quote. The plans as approved do not have a section through the site parallel to the road so it is not clear that was the intention.

1405/11 Dogs on the playing field. It was agreed that there should be a consultation with the village but not the wider parish. A questionnaire will be circulated either by an insertion in the BT Times or by hand delivery. The wording of the questionnaire will be approved by following an initial draft by Cllr Floyer. Boxes for the completed questionnaire can be placed around the village, in the old telephone kiosk, the doctor’s surgery and the pub for example. Deferred until the results of the questionnaire are known.

1405/12 Communities Together Fund (formerly TAP Fund) The money has been banked. Building control is will allow repairs which do not change the appearance of the memorial. The Clerk is trying to get contractors to quote for the work.

1405/13 Co-option of councillors to fill vacancies Paul Mills and Amanda Bowen were co-opted as members of the council.

1405/14 Torridge District Council - Planning Applications Torridge District Council, the determining Authority, has asked for comments from this Parish Council on the following planning applications: Reference: 1/0327/2019/CPE Proposal: Certificate of lawful existing use for change of use of a building to use as a single dwelling house for over four years Location: Chilla House Cabin, Chilla, Beaworthy, Devon No Comment Torridge District Council, the determining Authority, has APPROVED the following applications with conditions as filed: Reference: 1/0147/2019/FUL Proposal: Proposed side conservatory Location: Kingsley Cottage, Black Torrington, Beaworthy, Devon Reference: 1/0124/2019/FUL Proposal: Erection of no. 1 dwelling Location: Land At Chestnut, Chilla, Beaworthy, Devon Torridge District Council, the determining Authority, has REFUSED the following applications with conditions as filed: Reference: 1/ 0164/2019/FUL Proposal: Relocation of gateway and erection agricultural shed Location: Land Lying North East Of Leigh Farm , Chilla, Devon

1405/15 To note July 10th as the date of the next Meeting Duly Noted

1405/16 Close