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Whitestone Parish Council


PARISH COUNCIL MINUTES 13th JUNE & 27th JUNE 2013

MEETING OF THE 13th June 2013

Whitestone Parish Council meeting held at Whitestone Parish Hall on Thursday 13th June 2013 at 7.30pm

Attendance: Chairman - Councillor P Nierop

Councillors Mrs M Belt, Mrs P Fisher, S Heathcote, Mrs L Luxton, D Munro, A Reed,

Mrs P Vaughan, Clerk to the Council

Mr L Hickman, Mr and Mrs Greenfield

Apologies: Councillor M Quinn (illness), R Phillips

The Council Meeting was preceded by the June Draw for the 100 Club in support of the Parish Hall Development Fund. The number drawn was 21 and belongs to Gen Alford.

40. The Chairman opened the meeting and the Minutes of the Annual General Meeting and Parish Council Meetings held on 9th May 2013 having been circulated were taken as read and signed as a true copy by the Chairman.

41. PLANNING

Planning Application

41.1 13/01191/VAR Variation of Condition 2 on planning permission to change roof to natural slate at Nadder Park, Nadderwater. The Council examined the application and there were no objections.

Grant of Conditional Planning

41.2 13/00340/FUL Relocation of 900wp ground mount Solar Panels on timber framing and transformer/switchgear enclosure on land adjoining Little Beer Copse, Tedburn Road.

42. MATTERS FOR DISCUSSION

Co-option of Councillor to fill the casual vacancy

42.1 Mr Les Hickman was welcomed to the meeting and it was proposed and seconded that he be co-opted as a Parish Councillor. All in favour. A Declaration of Office was duly signed.

Internal Audit Report

42.2 The Clerk reported on the Independent Internal Audit completed by Mr K Abraham on the 22nd May as follows:- "In accordance with testing strategy developed in the Financial Risk Assessment, which concludes that the overall risk is low, testing was carried out as appropriate and there are no issues to draw to the attention of the Council arising from this year's testing. It was noted that there are new requirements to notify all staff payments to Her Majesty's Revenue and Customs on Real Time Information in 2013/14".

The Return has now been sent to the Audit Commission for official audit purposes.

Update on County and District Elector Fund Grant for see saw

42.3 Information received from Mrs Debbie Radford-Lewis that she has received a provisional date for delivery of the play equipment for the week commencing 17th June and she has relayed Cllr Fisher's contact details to the firm so they can receive installation directions from her. Cllr Fisher confirmed that she has been contacted and that the necessary arrangements are in hand.

Report by Asset Management Group on School Houses

42.4 Lengthy discussion took place regarding the building work necessary for the chimneys and it was agreed that the Asset Group would obtain further estimates and that a special meeting will be held on 27th June to discuss the matter further in view of the expense involved. In addition a proposal to be discussed from the Asset Management Group for the handing over of the management of all building work to the Letting Agents.

42.5 It was noted by the Chairman that this Group was short of a member and Cllr Hickman expressed willingness to join the group and this was resolved.

Request from Hall Management regarding membership of Devon Community Buildings, Community Council of Devon and Devon Playing Fields Organisations.

42.6 At the May Parish Council it had been decided to decline membership of this organisation as the Council is already a member of the Devon Association of Local Councils and the Society of Local Council Clerks which do supply advice and information. The Hall Management Committee however feel it appropriate to renew their membership and are requesting that the Council make a contribution towards the subscription of £50 and after discussion it was resolved that a contribution of £20 should be made.

Report on replacement Deeds

42.7 Cllr Nierop reported on attending a meeting with Foot Anstey in Plymouth in company with Mr Fisher when arrangements had been made for the procurement of the necessary documentation for the Parish Hall and the School Houses as the Deeds have been lost. The Clerk suggested that payment should be made to Cllr Nierop to cover his petrol costs for the trip to Plymouth and it was resolved that the sum of £10 should be granted. The Clerk reported that following instructions from Cllr Nierop she had arranged for photocopies of documentation regarding the ownership by the Parish Council of Crossway Park and the land which housed the bus stop and these were passed to him.

43. MATTERS RAISED BY THE CHAIRMAN

Cllr Nierop reported that he had contacted Highways and arrangements were in hand for tarmac to be laid on the verge by School Houses. Fly tipping in Pound Lane has been reported where asbestos pipe and a water tank has been seen and also rubbish at Swan Lake.

44. FINANCE

Income

44.1 Repayment of £120 charged for builder's site visit and quote at School Houses

44.2 School Houses rents received in June £1,375 - Letting Agency fees £132 (including £22 VAT) = £1,243

Expenditure

The following accounts were proposed and seconded for payment. All in favour.

44.3 Came & Company Parish Council Insurance £853.08 (no VAT)

44.4 Ace Scaffolding £756.00 (including £126 VAT)

44.5 Whitestone Parish Hall Management Committee (June) £125

44.6 RGB Building Supplies (wood preservative) £34.80 (including £5.80 VAT)

44.7 Internal Audit Service Fee £200 (no VAT)

44.8 Clerk's expenses £41.56 (no VAT)

44.9 Quickprint £15.41 (including £2.57 VAT)

44.10 Following the resolution at the May meeting the Clerk had obtained the necessary forms for the names of Councillors Luxton and Phillips to be added to our Nat West Bank authorisation of cheques and the necessary mandates have now been completed.

45. CORRESPONDENCE

45.1 Devon County Highways - Reported dealing with the complaint regarding the hedge slipping into the road by the reservoir above Whitestone House and said they will be contacting SWW to make them aware of the problem with their hedge bank.

45.2 Library Service - Reported that owing to a parking problem their Mobile Library has been unable to deliver a service. Further investigations will be made regarding a car which was parked in the area and caused the problem.

45.3 Parochial Church Council Treasurer expressed thanks to the Council for the donation of £165 towards the cost of including the Parish Council Minutes in the Whitestone Parish Magazine.

45.4 Mr Fisher expressed thanks from the Whitestone Gardening Club for the donation of £125 in return for their continuing to maintain the Community Garden at Crossway Park

45.5 Exminster and Rural Police Report for May 2013 has been circulated to Councillors via email although there was nothing to report regarding Whitestone.

46. REPORTS

The following reports were made:-

PUBLIC PARTICIPATION

Mrs Greenfield gave the following report on the Parish Plan Steering Group on Tuesday 11th June 2013:- "The meeting was given over to discussion of potential questions for the full questionnaire. We have currently grouped questions under the loose headings of Planning, Environment, Social and Transport with a general section on demographics. The questions need to be balanced, easy to understand and capable of objective analysis. We will continue to develop these questions over the next few meetings".

Mrs Greenfield asked if there was a possibility of "Beware of Horses" signs being placed within the parish. She also drew attention to the narrowness of Church Lane and although there is a sign saying no heavy vehicles it was wondered if an appropriate sign could be place at either end indicating there are no passing places within the roadway. The Clerk was instructed to raise these points with Devon Highways.

The meeting closed at 9.15pm


MEETING OF THE 27th June 2013

Whitestone Parish Council meeting held at Whitestone Parish Hall on Thursday 27th June 2013 at 7.30pm

Attendance: Chairman - Councillor P Nierop

Councillors Mrs M Belt, Mrs P Fisher, L Hickman,

Mrs L Luxton, D Munro, R Phillips, A Reed

Mrs P Vaughan, Clerk to the Council

Mrs Greenfield

Apologies: Councillors S Heathcote (illness), M Quinn (illness),

The Chairman opened the meeting which was to discuss necessary building work at School Houses to provide a long term solution to damp problems arising from the chimney construction.

Councillor R Phillips declared an interest as his son has undertaken work for the Council.

47. Report by Asset Management Group on School Houses

47.1 Estimates and decisions on building work required for chimneys were discussed with the following quotations being considered.

Three sets of quotations for either:-

Taking down chimneys and rebuilding at a cost of

1. £7,611.00 +VAT

2. £13,398 + VAT or an alternative £11,393.00 + VAT

3. £9,200 (no VAT)

Removing chimneys

1. £5,384.50 + VAT

2. £5,732.00 + VAT

3. £11,200 (no VAT

To removing render and re-pointing etc £7,400

These quotations were discussed and Cllr Reed confirmed that Teignbridge District Council Planning Department had advised that there were no planning issues arising from these proposals. On a recommendation from the Asset Management Group it was proposed and seconded that the chimneys should be removed but the use of one chimney retained by installing a stainless steel flue. All in favour with one abstention.

47.2 Following further discussion the quotation 2 for removing chimneys from Skinner Construction at a cost of £5,732.00 was proposed and seconded for acceptance with all in favour as it offered best value.

47.3 Discussion then took place on the proposal from the Asset Management Group for the handing over of the management of all building work to the Letting Agents. Cllr Reed and Cllr Hickman had paid a visit to Devon Lettings and they are willing to implement this by obtaining estimates and liaising with the Asset Group for further work required which includes the refurbishment of the bathroom at No 1.

48. Finance

The following accounts for work carried out at School Houses were proposed and seconded. All in favour:-

48.1 Hire of dehumidifier £162.12

48.2 Interior work £496.20

48.3 Agreed works for wall to front of 2 School Houses £350.00

48.4 Additional work at front of 2 School Houses £333.40

PUBLIC PARTICIPATION

Mrs Greenfield said that she was sorry that the decision had been made to remove the chimneys at School Houses.

The meeting closed at 8.15pm.

Comments by email welcome

info@whitestone-devon.org.uk