EAST WORLINGTON PARISH COUNCIL.
PARISH CLERK: MRS SUE SQUIRE, HAXLEA, 2 THREEWAYS, BRATTON FLEMING, BARNSTAPLE, DEVON. EX31 4TG. TEL: 01598 710526. E-MAIL: [email protected] TO ALL COUNCILLORS: You are hereby summoned to a Parish Council Meeting on Tuesday, 21 January 2021 by Zoom at 7.30pm.
Joining details:
https://zoom.us/j/95018156334?pwd=aGRrVjA3a0NELzZqaXIrbGJRSi8wQT09
Meeting ID: 950 1815 6334 Passcode: 061226
Dial by your location 0208 080 6591 United Kingdom 0208 080 6592 United Kingdom 0330 088 5830 United Kingdom 0131 460 1196 United Kingdom 0203 481 5237 United Kingdom 0203 481 5240 United Kingdom 0203 901 7895 United Kingdom Meeting ID: 950 1815 6334 Passcode: 061226 Find your local number: https://zoom.us/u/acVN3ohQm5
The Agenda is detailed below. Sue Squire, Parish Clerk. 15 January 2021
No. Item 1. Co-option of Parish Councillors, Approval of Minutes & Ratification of previous Minutes, Chairman’s Declaration of Office Form.
1.1 Co-option of Parish Councillors. Due to a delay in the co-option forms being sent by the Clerk to Councillors Mrs Rhodes and Miss Smyth, advice regarding the position has been sought from the Devon Association of Local Councils and North Devon Council’s Election Department and Chief Executive.
It is necessary to co-opt the two Councillors again now as the non signature created vacancies.
As a result, it is necessary to re-visit the decisions made which had been proposed or seconded by Councillors Mrs Rhodes and Miss Smyth which are covered under Item No. 5.
1.2 To approve the Minutes of the Parish Council meeting held on 1 December 2020 and 5 January 2021.
To ratify the decisions made as follows:
Minutes of 6/10/20. Minute No. 32.2 to review the insurance for one year with the insurance to be reviewed at the next meeting
Minutes of 3/11/20. Minute No. 42 – Approval of the Minutes of the Parish Council meeting held on 6 October 2020 by teleconference.
Minute No. 44.3. Approval of the Standing Orders, Financial Regulations and General Risk Assessment
Minute No. 45.9 – Review and adoption of Policies
Minute No. 46.1. Planning
Minutes of 1/12/20 Minute No. 51. Clerk to pursue additional cheque signatories
Minute No. 53. Approval of the Minutes of the Parish Council meeting held on 3 November 2020.
Minute No. 55.3. Donation to the North Devon Record Office.
Minute No. 55.5. 2021/22 Precept Minute No. 55.5. 2021/22 Budget
Minute No. 56.9. The Parish Council to support the Plastic Free North Devon campaign
Minute No. 57.1. Planning
1.3 Chairman’s Declaration of Acceptance of Office Form. Councillor Old to confirm he has signed the form in the presence of a witness.
2. Representations from the public. In line with DCC and North Devon Council, representations are limited to 3 minutes per individual.
3. Apologies 4. Declarations of Interest. 5. Reports. Written Reports have been requested and will be circulated to Councillors separately. 5.1 County and District Councillor J Yabsley.
5.2 Defibrillator. Councillor Good to confirm that he has checked it and has sent the January 2021 Report to South West Ambulance Service Trust.
5.3 Road Update including Parish drainage – Councillors Miss Sturla and S Good. Councilllor Miss Sturla will also report on the provision / adequacy of grit salt in the Parish.
5.4 East Worlington Parish Hall. To ratify the decision regarding Broadband notes.
5.5 Transfer of land – Councillor Miss Smyth Councillors are expected to have visited the site to ensure that the transfer details are correct.
5.6 Broadband in East Worlington Parish Hall – Councillor Good. In addition to the written Report received and circulated separately to Councillors, the following has been received from Mr S Baber:
At the Parish Hall Committee meeting on 14th January the Committee agreed to install internet facility at the Parish Hall. This will enhance the role of the Parish Hall as a community hub and be of benefit to the community. There will be an annual cost associated with providing this facility. The exact cost is not yet confirmed but estimated at £400 to £500 per annum. As this provision will be of community benefit the PH Committee wish to enquire if the Parish Council, on behalf of the community, would be willing to make an annual financial contribution towards these costs?'
To discuss this request further.
5.7 Annual Parish Magazine Preparations – Councillor Miss Smyth The Clerk has responded to the parishioner who raised the idea of them preparing the Magazine advising that this would be done, as in the past, by the Parish Council.
5.8 Clerk’s Contract of Employment – Councillor Miss Smyth
5.9 Clerk’s Actions from the meetings held on 1/12/20 and 5/1/21 not covered in items below. ▪ Replied to the parishioner as directed regarding East Worlington Long Stone ▪ Minutes for the period 28/1/20 to 28/7/20 are being sent to the former Chairman for signing and to Councillor Old for the period 5/10/20 to 5/1/21. ▪ Cheque for £28.00 being the balance of the amount agreed by the Parish Council on 26/11/19 has been sent to Worlington PCC for the maintenance of the Churchyards ▪ 2021/22 Precept form sent to North Devon Council and an acknowledgement received ▪ Has responded to Plastic Free North Devon with the Parish Council’s support for its campaign and requested District Councillor Yabsley to do the same ▪ Has sent training details from the DALC to Councillors and invited them to consider attending
5.10 East Worlington Parish Hall. Report from Mr S Baber. 6. The Late Councillor Derek Webber. Councillors will discuss a tribute to Derek, a donation in his memory and a message to the family for his contribution to the Council.
7. Finance. 7.1 Balances. Will be circulated to Councillors ahead of the meeting together with budgetary figures to the end of December 2020.
7.2 To approve and authorise the following payments:
Mrs S Squire Salary and expenses Redacted under the DPA Details will be shown to Councillors
HMRC PAYE £48.40
South West Heritage Trust Donation to the North Devon Record Office Approved at the meeting on 1/12/20 £50.00
7.3 Lloyds Bank Variation Mandate. To note that the Clerk is arranging for Councillors not already included as a signatory to be added to the bank’s system.
8. Items to discuss. 8.1 Telephone Box. To note that BT have advised the telephone box cannot be adopted under the Adopt a Phone Box scheme as North Devon Council objected to it’s removal when this was under consultation, and for which the Parish Council made representations for it to remain in place due to poor mobile reception. BT’s email advised: For the avoidance of doubt, adoption entails the removal of telephony and the adoptee taking ownership of the kiosk structure. Unfortunately, adoption is not possible as things stand in this instance, as North Devon Council objected to the removal (local authority approval is required for the removal of telephony). For any enquiries about BT Broadband or other services, the number is 0800 800 150.
The Clerk is continuing to attempt to contact DCC Officer Mr Matt Barrow for an update on broadband in the area.
8.2 Website Accessibility Statement. To note that the Clerk has re-sent the document to Councillors.
To further note an email dated 9/12/20 from Mr S Baber advising that BT is discontinuing the BTCK website facility from 24/5/21. To further discuss alternative arrangements for a website.
8.3 Fixed Asset Register. A revised document has been circulated to Councillors for consideration.
8.4 South Molton Community News. This item is on the Agenda again to revisit the possibility of a parishioner taking on the role of representative for the Parish.
8.5 DCE (Devon Climate Emergency) Interim Devon Carbon Plan. The public consultation is running from 7/12/20 to 15/2/21. Details were circulated to Councillors on 7/12/20 and again with paperwork for this meeting. To discuss the matter further and decide whether to respond as a Council and / or respond individually.
8.6 To review the following on the website. This was raised by Mr P Brown when putting on the revised documents as a result of the last meeting: ❖ Code of Conduct. This is unchanged when adopted in 2012 and is the same model adopted as North Devon Council. ❖ Complaints Procedure. Last reviewed 29/5/18 ❖ Freedom of Information Act Publication Scheme. Last reviewed 29/5/18 ❖ Grant Giving Policy. Last reviewed 29/5/18 ❖ Filming Protocol. This is unchanged when adopted in 2012 and is a statutory Policy. ❖ Safeguarding. Last reviewed 29/5/18 ❖ Wind Turbine Policy. Written due to the large number of wind turbine planning applications. ❖ Website Policy and Protocols. Last reviewed ❖ Transparency Code for Smaller Authorities. This cannot be changed and comprises statutory guidance for authorities with an income or expenditure of £25,000 or less. ❖ Good Councillor Guide. This cannot be changed and is a statutory publication to follow.
8.7 Public footpaths and bridleways. https://map.devon.gov.uk/dccviewer/MyLocalPaths/?=OSMap&layers=Public%20Access; 0;1;2;3;4&activeTab=PublicAccess&extent=274184;110739;281672;116818
The above is the link to the DCC website giving details of the public footpaths and bridleways in the Parish.
Some years ago, the Head of DCC Public Rights of Way (PRoW) gave a talk on becoming a member of the Parish Paths Partnership (P3 Scheme) which was received with interest but no one wished to commit themselves to being the local coordinator. This person does not have to be a Parish Councillor, but someone, for example, who likes walking.
Being a member of the P3 scheme involves regularly walking and checking that the rights of way are in order and specifically walking them at the turn of the year in order to complete a survey form of each path.
The Clerk completes the P3 summary of expenditure form, even if there has been no expenditure on the PRoWs during the year.
This could be re-visited with support from the PRoW team who can help supply gates, stiles, bridges and fencing.
8.8 Office for National Statistics Census 2021 Community Handbook. The handbook explains what the Census is, why it matters to everyone and how we can work together to spread the word within the community. A copy of the handbook has been circulated to Councillors.
8.9 Community Survey Outcomes. This item was deferred at the meeting on 1/12/20 for further discussion at this meeting. Minute No. 54.2 refers.
8.10 Resignation of the Parish Clerk. To discuss recruitment including an advertisement on the Devon Association of Local Councils website. Councillors will need to consider if the salary is to be paid in accordance with the National Association of Local Councils and Society for Local Council Clerk’s recommendations.
Councillors to consider reimbursement to the current Clerk for the extra hours worked as a result of monthy meetings from October 2020. Payment is currently on a two monthly basis.
9. Planning and Planning Correspondence. There were no Planning Applications or Planning Correspondence to consider.
10. Items to note. 10.1 North Devon Council Parish Forum. To note that the Clerk attended this event by Zoom and a written Report has been circulated to Councillors.
10.2 Training. To note that the Clerk is booked onto a DALC webinar on 18/2/21 in respect of ‘Internal Controls’.
10.3 How to report potholes via the DCC website. To note that Mr S Baber has included these details.
10.4 Vacant seat on the Parish Council as a result of the passing away of former Councillor Derek Webber. North Devon Council has been advised of the vacancy and have provided a Notice of Vacancy to be displayed. If 10 electors do not request an election, the Parish Council can co-opt. North Devon Council Election Department will advise by 5 February if a by-election will be held.
11. Chairman’s Urgent Items. 12. Date of next meeting. Thursday, 18 February 2021 at 7.30pm by Zoom.