Minutes of Whitestone Parish Council meeting held at Whitestone Parish Hall at 7.30pm on Thursday 13th November 2014.
Chairman − Councillor Mrs B Bramhall
Councillors Mrs M Belt, Mrs P Fisher, L Hickman, D Munro, P Nierop, R Phillips, A Reed
County Councillor J Brook (for part of meeting to give his report)
Mrs P Vaughan, Clerk to the Council
Mr D Friend, Mrs B Netherway, Ms T Baird, Mrs S Greenfield.
Apologies: Cllr M Quinn (illness)
The November Draw for the 100 Club in support of the Parish Hall Development Fund was conducted. The lucky number was 51 belonging to Dick Jordan. This will be the last Draw as the 100 Club is being disbanded.
75. Councillor Mrs Bramhall opened the meeting and asked the members of the public to withdraw owing to a confidential statement she wished to make to the Councillors.
Councillor Mrs Bramhall stated that she was resigning as the Chairman as she could no longer work with Mrs Vaughan as the Clerk and gave her reasoning behind this decision.
Members of the public rejoined the meeting at 7.40pm and were informed that Cllr Bramhall was standing down as Chairman and her place was taken by the Vice Chairman Cllr L Hickman who asked for any public participation
76. Public Participation
Mr Friend said that he saw on the agenda an item regarding part−night lighting and said that this was already operational in Holcombe Burnell. He also reported that he had written to Teignbridge District Council regarding the breach of condition in respect of Springdale Farm regarding a contaminated land assessment.
Mrs Greenfield reported flooding at the bottom of Pound Lane/Hill Lane at the junction due to poor drainage and requested that the Council contact Devon County Council regarding this. Also reported that Church Lane was blocked and Cllr Fisher informed the meeting that this was because of a fallen tree which had been reported earlier in the day and which was in the process of being removed by Highways.
77. The Minutes of the Parish Council Meeting held on 9th October 2014 having been circulated were taken as read and signed by Cllr Hickman.
78.1 14/02239/FUL Change of use and conversion of existing agricultural barn to a dwelling at Balls Oak, Tedburn St Mary. The application and plans were examined by the Council and there were no objections.
78.2 14/03133/CLDE Certificate of Lawfulness for non compliance with agricultural occupancy condition at Eastern Plateau, Rowhorne Road. The application and information supplied was discussed and the Clerk was instructed to respond that the Council do not support lifting of agricultural occupancy condition as a matter of principal.
Grant of Condition Planning Permission
78.3 14/02401/FUL First floor rear extension at Thatchford Cottage, Tedburn Road.
78.4 14/02511/AGR Widen access opposite Oldridge Cottage.
Notice of Appeal
78.5 Notification of Appeal against refusal of planning application 14/02136/NPA for prior approval for change of use of barn from agricultural use to a dwelling and building operations on land west of Hindcross NGR 287451 93349. Any comments to be submitted to the Planning Inspectorate by 19th November.
79 MATTERS FOR DISCUSSION
79.1 Vacancy for a Parish Councillor
It was reported that permission has now been received from Teignbridge District Council to enable Whitestone Parish Council to co−opt a Parish Councillor to fill the vacancy which occurred by the resignation of Mr Steve Heathcote. Notices to this effect have been placed on notice boards within the village and interested parties should contact the Parish Clerk for further information. A letter of interest stating the reasons you feel you would make a good Councillor should be sent to the Parish Clerk by 1st December and the co−option of a Councillor will take place at the Parish Council meeting on Thursday 11th December 2014.
79.2 Process of recording of Minutes
Discussion took place regarding this item and the Clerk read the guidelines concerning minutes as laid down by Local Council Administration and the Society of Local Council Clerks. Further information was laid before the Council concerning draft minutes and it was noted that in November 2012 it was resolved that a draft copy should be sent to the Parish Magazine and the Whitestone Website for publication. These minutes will be ratified as a true copy and authorised at the following Parish Council meeting for record purposes. It was agreed that this system should continue in order that parishioners are kept fully informed. Inaccuracies in the signed minutes can be amended by resolution at a subsequent meeting. Cllr Hickman proposed that the process be reviewed to enable further clarification and a meeting will take place with himself and the Clerk. Cllr Phillips suggested the draft minutes could also be sent to the Vice Chair to ensure their completeness and this was agreed.
79.3 County Councillor Brook arrived at this juncture and spoke to meeting regarding cuts in the Highways budget, The Boundary Commission Report, Community budget reduction. He answered questions regarding the drainage issues which are occurring on the roads and the lengthsman service and promised to explore the possibility of drain clearing by the Parish Council as part of changing responsibilities due to reductions to Devon County available budgets. Cllr Brook left after giving his report.
79.4 Purchase of Zoll defibrilator at a cost of £1,630 excluding VAT
Following discussion regarding this issue at previous meetings it was resolved that the Parish Council should now follow through the process for the purchase of this equipment.
It was noted that the Parish Hall Management Committee had re−imbursed the Council the sum of £900 which had been provided from the Electors Fund for this purpose. The Clerk had been given contact details for the purchase of the equipment by Mr Fisher.
79.5 Part−Night Lighting at Crossways
Devon County Council had written to ask for the Parish Council‘s thoughts on whether the two County Council maintained street lights at Crossways should be converted to part−night operation or left operational all night. There seemed to be some consensus that these lights were already on part−night operation and Cllr Munro agreed to investigate and Cllr Belt agreed to seek the views of the residents.
79.6 Electoral Review of Devon
Information has been received from the Local Government Boundary Commission that an Electoral Review will be taking place for Devon County Council. Notices have been placed within the Parish and you can find out more about the review at www.lgbce.org.uk.
79.7 Rights of access at Parish Hall
A further request has been received from Dr Jane Richards requesting the Parish Council to establish the status of the lane at the side of the Hall terminating at the main road. Following this the Clerk wrote to the Solicitor at Teignbridge District Council, giving all the relevant information, and asking for their help as we have previously been able to call upon them for assistance. Unfortunately that Department has said that owing to fewer staff in the Legal Department they are unable to provide legal assistance as in the past. It was resolved that Cllr Hickman and the Clerk would obtain a quotation from a solicitor to ascertain the cost implications of taking this matter further as this has not been allowed for in the budget.
79.8 Asset Group Report
Cllr Reed provided a report on No 1 School Houses. After discussion it was proposed and seconded that the repair needed on an open fireplace at a cost of £413 plus VAT be implemented and it was proposed and seconded that the Council should supply and fit oil filled towel rail in the bathroom (to include alterations to wiring) at a cost of £427.60 plus VAT. This was voted upon with two Councillors being opposed. Some further discussion took place regarding insulation of the houses. The report on the insulation is not regarding all the houses as it relates particularly to the bathroom at No 1. Following investigations traditional wall insulation is not an option and other methods of insulation will be explored by the Asset Group.
79.9 Cllr Reed then reported that he had obtained a quotation from SNC Playground Specialists for maintenance and repair to the play equipment at Crossway Park. The total cost for suggested works is £3,115 plus VAT. The Asset Group will monitor the equipment and report the need for repairs when they feel it is appropriate. At this time a request is made for the smaller items of repair for the sum of £295 plus VAT to be carried out and this proposal was seconded and carried.
79.10 Cllr Hickman proposed that the £500 rule up to which a vote to spend is not required is suspended until the new financial year. Cllr Reed supported this proposal and the motion was carried.
79.11 Emergency Plans
Cllr Hickman had attended a Teignbridge Association of Local Council meeting when Emergency Planning had been discussed. As there is nothing in place within Whitestone he is anxious that this should be explored. He asked if there was anything included in the Parish Plan regarding this but Mrs Greenfield said not. Cllr Fisher and Cllr Belt volunteered to join him to take this matter further.
80. MATTERS RAISED BY THE CHAIRMAN
Cllr Hickman said that having only just stepped into this role he did not have a lot to report but wished to thank the retiring Chairman, Cllr Bramhall, for all her work whilst she was in office. He talked about the skills which exist within the parish and hoped to be able to utilise these to make Whitestone a thriving community.
Cllr Bramhall had passed him a letter she had received from Devon Sales and Lettings in response to various queries and Cllr Hickman intended to go to their offices in company with Cllr Reed to discuss the issues further.
81.1 Budget for 2015/16
A draft budget statement was circulated to Councillors itemising the budgetary position at the present time and the budget review will take place at the December meeting when the Precept will be finalised.
81.2 School Houses rents for November £1,425 − Letting Agency fees £136.80 (including
£22.80 VAT) = £1,288.20
81.3 Teignbridge District Council Rural Aid Grant for internal insulation at Parish Hall £900.00
81.4 Returned from Parish Hall Committee − Grant from Electors Fund for Zoll de−fibrilator £900.00
The following expenditure was proposed and seconded for payment. All in favour.
81.5 Whitestone Parish Hall Management Committee (November) £95.00
81.6 Whitestone Parish Hall Management − Parish Plan meeting £7.50
81.7 Mr J L Eddy− renewal of hosting for Whitestone website to Jan 2016 £36.00
81.8 Devon Assn of Local Councils (attendance for Cllr Belt to AGM/Conference) £20.00
81.9 Devon Assn of Local Councils (attendance for Cllr Bramhall and Parish Clerk to
Budgets and Precepts Course) £60 (includes £10 VAT)
81.10 Greentrees Arboricultural Services Ltd £108.00 (includes £18 VAT)
81.10 Society of Local Council Clerks − Practitioners‘ Guide £23.00
81.11 Clerk’s expenses £39.55
81.12 Whitestone Parish Hall Management Committee £900.00 (Rural Aid Grant)
82.1 Devon Highways had reported that the order for the Nadderwater signs is with the contractor to be delivered and Mr Pearson will be chasing them up.
83.1 Cllr Belt reported that the Parish Hall 100 Club has ended tonight and thanked the Council for their help in the organisation of this over the past years. She reported on attending the DALC AGM and reported on the Quality Councils issues.
83.2 Cllr Fisher asked if Devon Highways could be thanked for their prompt attention to clearing the fallen tree in Church Lane today.
83.3 Overgrown hedges were reported at Chapel Cottage.
Mrs Greenfield gave the following update on the progress of the Parish Plan Steering Group:− “Some additional points emerged from further quality assurance by the Steering Group which are being fed back to our providers to ensure that the online version and paper questionnaire are in agreement”.
Ms Baird reported that the Trafalgar Way signs which were situated at Nadderwater by the Royal Oak have gone missing. She believes she may still have contact information of the organisation responsible for their installation to enable the Clerk to make contact regarding replacement.
The meeting closed at 10.02pm