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Whitestone Parish Council

Minutes of Whitestone Parish Council held at Whitestone Parish Hall at 7.30pm on Thursday 16th May 2019.

Attendance:
Retiring Chair – Mr L Hickman
Elected Councillors M Belt, R Bramhall, L Fairley, R Hunt, D Jones, P Lee,S Llewelyn, T Miles, N Thom.
Mrs P Vaughan, Clerk to the Council.
County Councillor A Connett, District Councillors C Nuttall, A Swain, A Foden.
Mr A Reed, Mrs L Hickman, Mrs B Bramhall, Dr G Fielding, Mr R Crawford, Mrs T Baird, Mr L Partridge, Mr N Partridge, Mrs B Netherway, Mrs S Greenfield, Mr M Harris, Mr A Rose, Mr P Hanson.

Apologies for absence: Councillor V Bryant

  1. ANNUAL GENERAL MEETING OF THE PARISH COUNCIL

Mr Les Hickman, retiring Chair, declared the Annual General Meeting open and welcomed the new Council following the election on 2nd May wishing them well in their term of office.

Councillors having signed their Declarations of Acceptance of Office prior to the meeting Mr Hickman then sought nominations for the post of Chairman.

31.1 Election of Chair

Councillor N Thom was proposed by Cllr Hunt and seconded by Cllr Bramhall. All in favour. 

Councillor Thom was thereby elected and signed his declaration of office as Chair and called for nominations for the following:-

31.2 Election of Vice Chair

Councillor Bramhall was proposed by Cllr Jones and seconded by Cllr Thom. All in favour. Councillor Bramhall was thereby elected and signed his declaration of office of the role of Vice Chair.

  1. The Chair then called for Public Participation

32.1 Mr A Rose reported on the installation of the adult exercise equipment which was now in situ at Crossway Park. He said that he has been given a provisional date of 24th June for the installation of the climbing frame which had been ordered from Wicksteed and said that if the new Council wished he would continue with the finalisation of this project. It was noted that the installation would involve the play park area being closed for the fixing of the equipment. Cllr Thom indicated that this would be most acceptable and thanked Mr Rose for his work with these two schemes.

32.2 Mrs Greenfield hoped that the new Council would continue to deal with planning issues in the same way as in the past.

32.3 Mr Hickman indicated that he had passed a number of documents to the new Chairman together with a list of issues/actions which he felt would need to be considered by the Council and may help with future decisions. He mentioned that the new Exeter sign on the triangle in Nadderwater coming into Whitestone is covering the finger post to Rowthorne and Oldridge.

The Council then proceeded to the business of the Parish Council Meeting

  1. Minutes of the Council Meeting held on 11th April 2019 and the Annual Parish Meeting held on 25th April 2019 having been circulated were taken as read and signed as a true copy by the Chair.
  1. The Standing Orders and Financial Regulations for the Council having been distributed to Councillors were approved and adopted. All in favour.
  1. Election of officers for 2019/20 took place as follows:-

35.1 Asset Group

Councillor Fairley proposed by Cllr Belt and seconded by Cllr Thom. All in favour

Councillor Belt proposed by Cllr Fairley and seconded by Cllr Thom. All in favour

Councillor Hunt proposed by Cllr Bramhall and seconded by Cllr Thom. All in favour

Councillor Bramhall proposed by Cllr Miles and seconded by Cllr Hunt. All in favour

Councillor Miles proposed by Cllr Bramhall and seconded by Cllr Thom. All in favour

35.2 Footpath Warden

Councillor Bryant was proposed by Cllr Lee and seconded by Cllr Hunt. All in favour.

35.3 Church House Foundation Member

Councillor Llewelyn was proposed by Cllr Miles and seconded by Cllr Hunt. All in favour

35.4 Crossway Park Officer

Councillor Fairley was proposed by Cllr Llewelyn and seconded by Cllr Lee. All in favour.

35.5 Parish Hall Liaison Member

Councillor Belt was proposed by Cllr Fairley and seconded by Cllr Hunt. All in favour.

35.6 Parish Hall Committee

Proposed by Cllr Thom and seconded by Cllr Hunt that Councillors Bramhall, Hunt, Lee and Miles be elected en bloc. All in favour.

35.7 Responsible Financial Officer

Mrs P Vaughan proposed by Cllr Miles and seconded by Cllr Thom. All in favour.

35.8 Internal Independent Auditor

Mr R Cox. All in favour.

  1. REPORTS FROM COUNTY COUNCILLOR / DISTRICT COUNCILLOR

36.1 County Councillor Connett introduced himself to the new Council and said that he had been in touch with Teignbridge regarding the removal of the recycling bank in the car park owing to lack of use and without prior notice to the Parish Council but indicated that his enquiry regarding the installation of a bank for Tetra-Pak style cartons would result in this having to be paid for by the Parish. He indicated that with regard to remarks made in public participation regarding the Exeter sign he will be in touch with the relevant department about this complaint.

36.2 District Councillors Andy Swain, Charles Nuttall and Alison Foden introduced themselves and indicated that they were in attendance this evening as our new District Councillors and one of them would attempt to attend future Whitestone Parish Council meetings.

  1. PLANNING – TEIGNBRIDGE DISTRICT COUNCIL

Cllr Bramhall declared an interest in the planning for Styles Barton Farm.

The following planning applications were discussed with members of the public being allowed to speak and answer queries in regard to planning for Exeter View Stables and Friars Ball Farm.

37.1 19/00781/FUL Demolition of barn and erection of two dwellings at Styles Barton Farm.

37.2 19/00808/VAR/47 Variation of condition 3 on planning permission 10/01277/COU (use of land for the stationing of two mobile homes, two caravans, a day room and utility room for a gypsy family) to allow two mobile homes, four touring caravans, one day room and one utility room to be stationed on the site at any one time at Exeter View Stables, Rowhorne Road.

37.3 19/00835/NPA Application for Prior Approval under Part 3 Class Q (a) and (b) and paragraph W of the GDPO for change of use of agricultural buildings to two dwellings at Friars Ball Farm, Rowhorne Road, Nadderwater.

37.4 Grant of Conditional Planning Permission

18/01699/FUL Sand school and associated works including level changes and fencing at Merry View, Church Lane. Approval does not extend to any external lighting on the site.

  1. MATTERS FOR DISCUSSION

38.1 Completion of Internal Audit

The Clerk reported that Mr Robert Cox had now completed the internal audit for 2018/19 and he has confirmed that in his opinion, and within the audit scope, they represent a true and fair view of the financial position and as such he presents an unqualified audit report without exceptions. Additionally, he concludes that the financial control methods, systems and procedures are adequate and being followed and adhered to and therefore there are no advisory notes that he would add.

38.2 School Houses

It was decided that in view of the change of officers a meeting will be arranged with Carter Geering, who are the Letting Agents for the houses, with members of the Asset Group.

38.3 Crossway Park

As previously stated the adult exercise equipment has been installed and the invoice from Caloo for the amount of £10,800 (including £1,800 VAT) has been received and is to be presented for payment.

38.4 A request has been received from the Whitestone Gardening Club for replacement of sleepers in community garden. These have been in place since the garden was installed many years ago. Cllr Thom volunteered to obtain these and will then be reimbursed accordingly and this action was resolved.

38.5 Teignbridge District Council Community Infrastructure Levy

It was reported that a further sum of £1,631.91 has been received making a total of £4,895.73 to date. This follows information received from Teignbridge District Council that Whitestone Parish Council will be allocated monies from the above fund which may only be spent on the provision, improvement, replacement, operation or maintenance of infrastructure. A report has to be sent to Teignbridge In December each year covering the way the money has been allocated. If not spent within 5 years or if applied otherwise than in accordance with regulations the Council may be required to repay the monies.

38.6 Parish Council Insurance Renewal

The Parish Council have an agreement with the Local Council Insurance Team at Came & Company Local Council Insurance who obtain quotes for the best value insurance for the Council. At present it is on a 3 year Policy with Inspire and payment of £1,184.218 has been paid for 12 months to 31.05.2020.

  1. MATTERS RAISED BY THE CHAIRMAN

He commented on the flower beds which have been erected on the entries to the village and wished to thank those who have been responsible for planting them.

He wished to try and raise awareness of the younger members of the parish to the efforts of the Parish Council and would be available from 6.30pm prior to the monthly Council meetings should anyone wish to come forward with potential ideas. Mr Hanson volunteered to use his email list to advertise this innovation and Mrs Greenfield felt that it should be advertised on the notice boards.

  1. FINANCE

40.1 Authorisation of Bank signatories

The Clerk said it was necessary to add some Councillors to the bank mandate in order to have two signatories for all cheques. She was finding difficulty in changing the mandate as it has to be done on line and Cllr Jones and Cllr Miles volunteered to help with this. It was resolved that Cllr Miles and Cllr Thom should be additional signatories.

40.2 Authorisation of decision taken at Council meeting on 12th April 2018 that the Clerk’s honorarium should be reviewed annually and therefore increased to £9.50 per hour as from 1st April 2019. It was resolved that this increase should be implemented.

Authorisation for continuation of Grants to:-

40.3 Parochial Church Council (for inclusion of minutes in the Church Magazine)

Proposed by Cllr Belt that this should be increased from £165 to £200 but Cllr Hunt felt that there should be no contribution. After discussion it was proposed by Cllr Thom and seconded by Cllr Bramhall that it should stand at £165 as previously. This proposal was resolved with Cllr Belt abstaining and Cllr Hunt against. (Cheque No 462) 

40.4 Whitestone Gardening Club for tending the Community Garden adjoining Crossway Park – Proposed by Cllr Hunt and seconded by Cllr Miles that the grant should be £100 and this was resolved unanimously. (Cheque No 461)

Income

40.5 Teignbridge District Council - £3,500 1st half year Precept

40.6 Teignbridge District Council – Community Infrastructure Levy - £1,631.91

40.7 1 School Houses rent to 30th May 2019 £725.00 - £69.60 (includes £11.60 VAT) = £655.40

40.8 2 School Houses rent to 1st June 2019 £800.00 – £76.80 (includes £12.80 VAT) = £723.20

Expenditure

The following expenditure was proposed and seconded for payment. All in favour and the

cheques were signed by Councillor Belt and RFO Pat Vaughan

40.9 Came & Company – Insurance Renewal 01/06/19 to 31/05/20 (3 year agreement) - £1,184.18 (cheque no 457)

40.10 Mr R Cox (Internal Audit) £200.00 (cheque no 458)

40.11 Clerk’s expenses £99.70 (cheque 459)

40.12 Caloo Ltd £10,800.00 (includes £1,800 VAT) (cheque No 460

  1. CORRESPONDENCE

41.1 Notification from Devon Association of Local Councils of Councillor Training Days to be held for new Councillors at a cost of £55. + VAT. It was felt that all new Councillors should attend and the Clerk will circulate dates and venues to Councillors in order that they can organise where they would like to attend. 

41.2 Information regarding meetings of Teignbridge Association of Local Councils. Representatives for the next meeting on 27th June at Teignbridge District Council Offices in Newton Abbot were identified as Cllrs Bramhall, Miles, Belt and Fairley.

  1. REPORTS

­­­42.1 Cllr Jones felt that a Neighbourhood Plan should be taken forward and he was in touch with persons who would assist in this process and suggested that a meeting should be arranged with them regarding this.

42.2 Concerns were expressed at grassland within the parish being changed to arable land and it was felt that this should be an agenda item for a meeting and that the Local Plan should be taken forward.

42.3 Cllr Belt felt that Teignbridge Planning should be approached regarding the large splay which has appeared near Edenfield/Homedale without a planning application.

42.4 Cllr Belt reported that she had attended the AGM of the Teignbridge District Council Rural Aid programme which distributes funding to projects that positively address the social, economic and environmental well being of rural communities within Teignbridge and answered some queries regarding this.

PUBLIC PARTICIPATION

Mrs Hickman suggested that it might be a good idea to have a bench situated near the exercise equipment so that persons had somewhere to place belongings when using the equipment. She also said that the flower trough at the Nadderwater end of the village has now been filled and planted with some shrubs but is in need of some colourful flowers. Cllr Thom suggested that she should purchase these and that the Council would reimburse her.

Concerns were expressed regarding old cars and rubbish in a field opposite Southlands and it was suggested that this be reported to Teignbridge District Council Enforcement Officer. In addition there appears to be a caravan at Pitt Farm which should also be reported.

The next meeting of the Council will be held at 7.30pm on Thursday 13th June 2019

The meeting closed at 9.55pm.