sign in sign up
<<
Home , Chawleigh, Devon County Council

PARISH COUNCIL

Minutes of the Council Meeting held on Thursday 14 September 2017 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 T Hall, Cllr H Martin, Cllr L Parish, Cllr G Wood. IN ATTENDANCE Parish Clerk: Dr J Cross Cllr C Eginton (Mid District Council) and Cllr P Heal (Chairman, District Council) Members of the public: 2

1. PUBLIC PARTICIPATION SESSION 17.200 The Chair invited representations from the members of the public. It was reported that a drain on the corner of Butts Cottage was causing a pool of water to form during heavy rain and cause flooding into nearby properties. The problem had been reported to the Highways team a number of times since July. It was agreed to raise these concerns with Steve Tucker Action Clerk. A request was made for the Council to consider the installation of speed monitoring cameras at a cost of £500 for two weeks to monitor vehicle speeds through Chawleigh. The issue of speeding cars was discussed under minute 17.221 below. Standing Orders were suspended 2. COUNTY AND DISTRICT COUNCILLORS’ REPORTS 17.201 Apologies were received from Cllr Squires. 17.202 Mid Devon District Council Cllr Eginton reported that the six-monthly inspection had been completed of Mid Devon District Council’s properties in Chawleigh. The excessive weed growth on the footpaths will be dealt with by the Litter Buster team. 17.203 Cllr Eginton introduced Cllr Heal, Chairman of Mid Devon District Council, who is also a parish councillor at . He provided a summary of his role and the key issues facing the District Council. He advised that the District Council’s annual State of the District Debate will take place in the Autumn and will be on the future of policing in Mid Devon. The meeting reconvened under Standing Orders 3. APOLOGIES 17.204 Apologies were received from Cllr Flavin, Cllr Watson and Cllr Squires (Devon County Council). 4. CODE OF CONDUCT 17.205 Register of Interests There were no updates to the Register of Interests. 17.206 Personal interests No personal interests in items on the agenda were declared. 17.207 Disclosable pecuniary interests No disclosable pecuniary interests in items on the agenda were declared. 5. MINUTES 17.208 Meeting held on 3 August 2017

Page 1 of 8 Minutes Chawleigh Parish Council Meeting held on 14 September 2017

The draft minutes of the Council meeting held on 3 August 2017 were considered and were approved as a correct record. Proposed by Cllr Batty. seconded by Cllr Parish, carried unanimously. There was a break in proceedings for the Chair to sign the approved minutes

6. PLANNING MATTERS 17.209 Planning applications list No planning applications were received. 17.210 Planning applications received after publication of the agenda No planning applications were received. 17.212 Mid Devon District Council planning decisions The following decisions were noted: Ref. Description Decision 17/00733 Erection of an agricultural livestock building (1350 sq.m.) Permitted with MFUL Address: Land at NGR 270036 111582 (Southcott Farm) conditions Chawleigh Devon 17/01088 Hilltown House Chawleigh Devon EX18 7HP Permission HOUSE Description: Erection of single-storey rear extension, two-storey granted extension, and front porch. 17/01196 Wood View Chulmleigh Devon EX18 7JY Permission NMA Description: Non-Material Amendment for 16/01960/FULL - To granted amend location of garage and alter fenestration. 17/00860 Playing Field at NGR 271205 112588 Chawleigh Permission FULL Devon Description: Erection of a 10m lighting column with a granted pair of 150 Watt LED floodlights to provide emergency lighting for Devon Air Ambulance. 16/00545 Description: Erection of lean-to sunroom and carport/barn with Permitted with FULL storage following demolition of existing shed, erection of a fence conditions to rear and retention of post and rail fence to front of property Address: Swallow Barn Chawleigh Chulmleigh Devon EX18 7HJ. 7. FINANCIAL MATTERS 17.213 Receipts and account balances The list of receipts and account balances was noted. Receipts of £1,096.96 had been received. The following balances were noted: • Current Account - £7,591.15 (as at 31/08/17) • Shop Account – £6,012.95 (as at 05/09/17) • Bonus Saver Account - £4,011.95 (as at 05/09/17) 17.214 Payments The list of payments was tabled at the meeting. The payment for the Clerk’s overtime hours (cheque 001303) was re-issued to replace the previously approved cheques 001294-001296 as they were incorrectly completed. It was resolved to approve the list of payments. Proposed by Cllr Wood, seconded by Cllr Martin, carried unanimously. Cheque Payee Description Amount (£) 001297 Jubilee Hall Emergency vehicle signs and Twenty’s plenty 442.50 road signs 001298 CANCELLED 0.00 001299 The Sign Maker Earl of Portsmouth signpost 214.15 001300 Plandscape Grass cutting (August) 138.60 001301 Viking Office consumables 103.14 001302 I Stapleton Caretaker (September) 120.00 001303 J Cross Clerk overtime (March-July) 663.66 Total 1,682.05

Page 2 of 8 Minutes Chawleigh Parish Council Meeting held on 14 September 2017

17.215 Financial Report Bank Reconciliation The report on the verification of bank reconciliations for the period 1 April – 30 June 2017 was noted. Cllr Hall recommended that the quarterly verifications should be tested against the Financial Regulations for the rest of the year and the procedures reviewed at the Annual Meeting of the Council in May 2018. Proposed by Cllr Hall, seconded by Cllr Cockram, carried unanimously. 17.216 Training and Development The Clerk presented the list of proposed training and development. It was resolved to approve attendance at the following training events: • Code of Conduct and Standard Issues, Mid Devon District Council: Cllr Batty, Cllr Flavin, Cllr Hall, Clerk. • Town and Parish Clerks Annual Meeting, Mid Devon District Council: Clerk. Proposed by Cllr Batty, seconded by Cllr Parish, carried unanimously. 8. DEVON AIR AMBULANCE NIGHT LANDING SITE PROJECT 17.217 Cllr Wood reported that he had met with MAT Electrics and Toby Russell, Devon Air Ambulance Trust Community Landing Site Development Officer, to pinpoint the site for the lighting equipment that would comply with the plans and ensure the works were 3m away from the water drains, as required by South West Water. Installation of the lighting equipment will take place between the middle and end of October and should only take one day. Once completed, helicopter training flights will be undertaken. It was agreed that Cllr Wood and Cllr Godly would be listed as the main contacts who will be informed by Devon Air Ambulance when a helicopter landing was due during the hours of darkness. They will also inform Devon Air Ambulance when the Playing Field was not available for helicopter landings, e.g. during the annual Fair. Once the Clerk received the invoice from MAT Electrics, she will submit a claim for the agreed grant from Devon Air Ambulance for the full costs of the installation of the lighting equipment. It was agreed that the remaining costs will be paid from the Council’s current account if the invoice is received before the next Council meeting. The transfer of funds from the Council’s shop account will be considered at the next meeting. Cllr Eginton left the meeting 17.218 A concern was raised by a member of the public that the helicopter may be restricted from landing on the Playing Field if it was being used, e.g. for the Fair. It was noted that the Playing Field is a village facility for the whole community and that this would only happen on rare occasions. The helicopter would still be able to land on other sites available in the local area. 9. MID DEVON TOWN, PARISH AND COMMUNITY FUND 2017/18 17.219 Cllr Cockram reported that in order to ensure the Playing Field complies with the Devon Air Ambulance’ safety and operational requirements, the following actions needed to be completed: • To refurbish and re-locate the goalposts • To replace and re-locate low level wooden benches • To purchase heavy duty combination padlocks for the Playing Field access gates It was agreed that: • Cllr Cockram and Cllr Godly would get an estimate for the materials, equipment, heavy machinery and labour Action Cllrs Cockram, Cllr Godly • The Clerk would get an estimate for the padlocks Action Clerk • The Clerk would draft the application form to bid for £500 from the Town, Parish and Community Fund Action Clerk Proposed by Cllr Wood, seconded by Cllr Parish, carried unanimously.

Page 3 of 8 Minutes Chawleigh Parish Council Meeting held on 14 September 2017

10. PAYMENT FOR HIRE OF JUBILEE HALL 17.220 The Clerk presented the tabled invoice of £100 for the hiring of the Jubilee Hall between June and October. It was resolved to approve the payment. Proposed by Cllr Wood, seconded by Cllr Batty, carried unanimously. 11. SPEEDING CARS IN VILLAGE 17.221 Cllr Godly advised that Dave Waring, Police Community Officer, would be monitoring speeds in the village and once he has sufficient information, he would present a report to the Council. The information will be used to decide whether further action, e.g. a SCARF test, is required. Following discussion, it was agreed: • To confirm if a SCARF test needs to be recommended by Dave Waring, following an initial report on the traffic speeds through the village Action Clerk • To confirm if Dave Waring receives the reports residents have submitted on speeding cars Action Clerk • To put a message in the Dart Magazine, re-iterating the importance of reporting speeding vehicles to the police and advising reporters to ask for a Log Number. Reporters will be asked to provide the Log Number to the Clerk so she can pass it on to Dave Waring. Action Clerk. • To confirm if speed monitoring reports that are collated by using hired equipment will be accepted by Devon County Council. Action Clerk. • To wait to receive further information and clarification from Dave Waring and Margaret Squires before considering other options such as hiring speed monitoring equipment. 12. PUBLIC TOILET 17.222 Cllr Godly reported that he had spoken to the Caretaker and it was agreed that the public toilet should be redecorated. Cllr Heal offered the Council some surplus paint and was thanked for his donation. 13. CHAWLEIGH COMMUNITY TRUST 17.223 Cllr Godly advised that a public meeting would be held on 11 October. It will be publicised by leafletting every household. It was agreed to keep this item as a standing agenda item. 14. CORRESPONDENCE AND NOTICES RECEIVED 17.224 The list of correspondence and notices received was noted. It was agreed to support Chulmleigh Parish Council’s bid for funding from the District Council’s Town, Parish and Community Fund 2017/18 to publish a booklet of local walks in and around Chulmleigh. 15. MATTERS RAISED BY THE CHAIR 17.225 Request for support for a new footpath Correspondence had been received asking the Council to support a new footpath scheme from Eggesford Station to Heywood to support a commercial venture. The correspondent will need to work with the relevant landowners. The Parish Council would become involved if the scheme was to go through the formal Public Rights of Way consultation process. 17.226 Earl of Portsmouth fingerpost The order had been paid for and was due to be installed. 17.227 Mobile Home at Stone Mill Hill The Planning Enforcement Officer had spoken to the landowner and the case is ongoing. 17.228 Grass cutting of the verges A meeting had been arranged for 28 September to discuss the cutting of the verges by Mid Devon District Council. 17.229 Event arranged by the Police

Page 4 of 8 Minutes Chawleigh Parish Council Meeting held on 14 September 2017

Cllr Godly advised that he would try to attend the public event to be held on 20 September in . If the opportunity arose, he would raise the concerns relating to speeding traffic through the village. 17.230 Repayment of loan Correspondence had been received from an Executor asking for confirmation that a loan made to the Council for the village shop had been repaid. This was confirmed by the Clerk. 16. COUNCILLORS’ REPORTS AND ITEMS FOR FUTURE AGENDA ITEMS 17.231 Paint for Telephone Kiosk Cllr Cockram reported that paint had been donated to the Council by Mr Iredale. 17.232 Budget and Precept 2018/19 Cllr Cockram asked for this item to be placed on the November agenda. 17.233 Lighting the Beacon 11 November 2018 Cllr Cockram asked for this item to be placed on the November agenda. 17.234 Drain at junction of Back Lane and Blackwall Cllr Cockram asked for this issue, which had been reported to Highways, with Steve Tucker. Action Clerk. 17.235 Twenty’s Plenty signs Cllr Godly reported that the signs had been purchased and it was agreed to locate them in four locations throughout the village. 17.236 Council Website Cllr Hall advised that the link to the minutes archive was not working Action Clerk. He suggested that the Council should consider what information should be put on the website. The Clerk advised that she had been gradually building up the information. 17.237 Grass cutting of the verge by Hollow Tree Cross Cllr Martin reported that this area had not been cut. This will be picked up when Cllr Godly meets with Mid Devon District Council. 17. DATE OF NEXT MEETING 17.238 The date of the next meeting is Thursday 26 October 2017 at 7:30 pm in The Annexe, Jubilee Hall, Back Lane, Chawleigh, EX18 7HH. The deadline for agenda items is Monday 16 October 2017. 18. PART TWO 17.239 The Part One session closed at 9:37 pm. The meeting was moved to a Part Two session for the consideration of personnel and commercially sensitive matters. Proposed by Cllr Martin, seconded by Cllr Parish, carried unanimously. Matters that were considered included an update regarding Chancel Tax. 19. CLOSE OF MEETING 17.240 The meeting closed at 9:45 pm.

Chair: ……………………………….. …………..

Date: ……………………………………………..

Page 5 of 8 Minutes Chawleigh Parish Council Meeting held on 14 September 2017

ACTION GRID Updated 20 October 2017 Minute Action Lead Due Date Status 17.091 Send a formal letter about the poor condition of the road at Philham Farm to Steve Tucker, Clerk 22/06/17 Ongoing Highways Services, to highlight the Council’s concerns. 03/08/17: Email sent asking for confirmation that the road by Philham Farm has been scheduled for repair from the Pot Hole Fund. Update: Email resent to Highways department. 17.123 Report the location of a mobile home by Stone Mill Hill to Mid Devon District Council Clerk 22/06/17 Closed Minute 17.162 - Report submitted. Clerk asked to follow-up. 03/08/17: Planning Enforcement Officer has visited the site and contacted the landowner to arrange a meeting to discuss the activity on site. 14/09/17: Planning Enforcement Officer has spoken to the landowner and the case is ongoing. Update: Planning Enforcement Officer has visited the site again and is satisfied that there is no evidence that the mobile home is in continuous use as a residence. The site will continue to be monitored. 17.124 Report that grass cutting service supplied by Mid Devon District Council had not included the Clerk 22/06/17 Ongoing grass verges by Hollow Tree Farm and needs to be followed-up Minute 17.193 - Clerk advised that she had tried telephoning Joe Scully a number of times and had sent an email raising these concerns. The Clerk would contact Cllr Eginton if no response was received. 14/09/17: Joe Scully will send a copy of the agreement and map and arrange for a meeting to discuss the raised concerns. Update: Joe Scully met with Cllr Godly. 17.126 Place the Lighting of the Beacon on 11 November 2018 on the November agenda Clerk 19/10/17 Closed Update: Item on the agenda for the meeting to be held on 26 October. 17.129 Sort the High Boxes Corner sign which is in the verge Cllr Godly 22/06/17 17.159 Risk assess the condition of the bus shelter when subjected to high winds Cllr 03/08/17 Watson Cllr Godly

Page 6 of 8 Minutes Chawleigh Parish Council Meeting held on 14 September 2017

Minute Action Lead Due Date Status 17.161 Put a message about the importance of reporting speeding cars in the Dart magazine again Clerk 03/08/17 Closed and also on the Parish Council’s website 03/08/17 - Message drafted for The Dart. Information drafted for inclusion on Council’s website under the Links page. Awaiting outcome of discussion at the August Council meeting. Minute 17.187 – It was agreed to ask Dave Waring, Police Community Support Officer, for a report on any issues related to speeding in the village and to request a SCARF assessment which would be reviewed by the Devon County Council Safety Officer working with the Police. It was resolved to purchase four more “twenty’s plenty” road signs. Update: Message included in The Dart magazine and put on website. 17.184 Amend the draft Financial Regulations and check the details against the current Standing Clerk 14/09/17 Ongoing Orders to ensure consistency Update: Amendments made and checked against Standing Orders. 17.184 Check the amended draft Financial Regulations Councillors 14/09/17 17.185 Approach Mr Royle to ask him to organise some volunteers to paint and repair the telephone Clerk 14/09/17 Ongoing kiosk Update: Mr Royle still interested in volunteering, together with another member of the public who responded to the article in the local magazine. 17.185 Approach a third party to ask them to donate the paint Cllr 14/09/17 Closed Cockram 17.185 Approach the parish clerks at Lapford and Sandford to ask if and how they had received Clerk 14/09/17 Closed donations of supplies from BT 14/09/17: Sandford Parish Council has not yet adopted a kiosk and the improvements have been agreed before the Parish Council takes on responsibility for the kiosk. Lapford contacted by email and awaiting response. Update: Lapford provided a BT contact but they had requested the repairs before the kiosk was adopted. Confirmation received from BT that no support is available. 17.187 Ask Dave Waring, Police Community Support Officer, for a report on any issues related to Clerk 14/09/17 Ongoing speeding in the village Update: Dave Waring to collate figures for Chawleigh and to present a report to a Council meeting.

Page 7 of 8 Minutes Chawleigh Parish Council Meeting held on 14 September 2017

Minute Action Lead Due Date Status 17.187 Request a SCARF assessment which would be reviewed by the Devon County Council Safety Cllr 14/09/17 Paused Officer working with the Police Squires Update: This action will be implemented once a report has been collated by Dave Waring, Police Community Support Officer. 17.187 Arrange a site meeting with Councillors, Dave Waring and Steve Tucker, Highways Officer, to Clerk 14/09/17 Paused identify the best places for monitoring speeding cars via the SCARF process Update: This action will be implemented once a report has been collated by Dave Waring, Police Community Support Officer. 17.200 Raise concerns about a drain on the corner of Butts Cottage that was causing a pool of water Clerk 26.10.17 to form during heavy rain and cause flooding into nearby properties with Steve Tucker 17.219 TaP Fund Application Clerk 30.09.17 Closed • Cllr Cockram and Cllr Godly would get an estimate for the materials, equipment, heavy machinery and labour (Cllr Cockram, Cllr Godly) • The Clerk would get an estimate for the padlocks (Clerk) • The Clerk would draft the application form to bid for £500 from the Town, Parish and Community Fund (Clerk) Update: Application for funding submitted 28 September 2017. 17.221 Confirm if a SCARF test needs to be recommended by Dave Waring, following an initial report Clerk 26.10.17 Ongoing on the traffic speeds through the village Update: Email sent with query. 17.221 Confirm if Dave Waring receives the reports residents have submitted on speeding cars Clerk 26.10.17 Ongoing Update: Email sent with query. 17.221 Put a message in the Dart Magazine, re-iterating the importance of reporting speeding vehicles Clerk 26.10.17 Closed to the police and advising reporters to ask for a Log Number. Reporters will be asked to provide the Log Number to the Clerk so she can pass it on to Dave Waring. Update: Message included in October edition. 17.221 Confirm if speed monitoring reports that are collated by using hired equipment will be accepted Clerk 26.10.17 Ongoing by Devon County Council Update: Email sent with query.

Page 8 of 8