Whitestone Parish Council

DRAFT Minutes of Whitestone Parish Council meeting held at Whitestone Parish Hall on Thursday 11^th June 2015 & 25th June to be ratified on 9^th July 2015.

Minutes for 11th June (Minutes for 25th June follow on)

Attendance:
Councillors Ms T Baird, Mrs M Belt, Mrs L Fairley, L Hickman, D Munro, A Reed.
County Councillor J Brook (left the meeting at 8.30pm)
District Councillor P Bromell (left the meeting at 9pm)

Mrs P Vaughan, Clerk to the Council
p> Mrs B Netherway, Mrs S Greenfield

Apologies Councillors Mrs B Bramhall, R Phillips.

There was no Public Participation.

The Chairman opened the meeting and the Minutes of the Annual General Meeting and the Parish Council Meetings held on 14^th May 2015 having been circulated were taken as read and signed by Cllr Hickman with an amendment to Minute 33.5 where the seconder of the proposal should have read Cllr Reed.

REPORTS FROM COUNTY COUNCILLOR / DISTRICT COUNCILLOR

County Councillor Brook spoke to the meeting regarding the Boundary Commission Electoral Review of Devon County consultation which closes on the 6^th July. The proposals are recommending new electoral divisions and Cllr Brook said that he understood that Holcombe Burnell Parish Council are opposing the recommendations to move them from the Chudleigh Rural division into the Exminster and Haldon division. Discussion took place and it was agreed that a special Parish Council meeting should be convened at 6.30pm on Thursday 25^th June in order to discuss this matter further in regard to the implications of such a move. Parishioners should be aware that they can access this Review on line at www.consultation.igbe.org.uk and www.igbce.org.uk to make their comments to the Boundary Commission regarding the proposals.

Cllr Brook also mentioned that there was a Minerals Consultation taking place but did not think that this affected the Whitestone Parish. An OFSTED inspection had taken place for the children in care which had shown that Devon County Council have improved in this area.

District Councillor Bromell reported that future grass cutting would only be taking place twice a year and only carried out in the area of visibility splays.

PLANNING

Planning Applications

15/00901/LBC Internal layout alterations, new windows and french doors and new detached garage/workshop at Whitestone House

15/00903/FUL Detached garage/workshop at Whitestone House.

Both these applications and plans were examined by the Council and were supported with no objections.

15/01485/NPA− Unit 1 Ridgeway, 15/01487/NPA − Unit 2 Ridgeway, 15/01488/NPA − Ridgeway. Applications for Prior Approval under Part 2 Class Q (a) and (b) and paragraph W of the GPDO for change of use of part of agricultural buildings from agricultural use to dwellings.

These applications and plans were examined by the Council and were not supported with objections in regard to the design not in keeping with the area, visibility on the skyline and concerns regarding traffic and visibility in accessing the site.

Grant of Conditional Planning Permission

Retention of two stables for equine usage, agricultural livestock and associated equine and agricultural storage on land opposite West Town Farm, Tedburn Road.

15/00418/FUL Replacement agricultural/civil engineering contracting business building at Cross Park Farm, Tedburn St Mary.

15/00994/FUL Replacement porch and new pedestrian access to highway at Pound Hill, Halsfordwood Lane

Grant of Request for Prior Approval

15/00918/NPA Application for Prior Approval under Part 3 Class Q (a) and paragraph W of the GPDO for change of use of barn from agricultural use to a dwelling at land west of Hindcross

MATTERS FOR DISCUSSION

Asset Report

Cllr Reed reported on a meeting with the owner of Devon Sales and Lettings following the departure of the tenant at 2 School Houses on the 8^th June. Meter readings had been taken and the property inspected. Agreement had been reached that the house will need decoration before it is re−let. It was recommended that an additional heater be installed in the bathroom and a new rotary clothes line set up. It was agreed that arrangements will be made to obtain estimates for the work which will be carried out as soon as possible in order that new tenants can be installed. Cllrs Reed/Hickman will be meeting with the Lettings Agents to discuss the remedial work required and the proposed review of the rent.

The Letting Agents have recommended that the water supply for both houses is tested for Legionnaires disease at a cost of £65 per house. This would be in the form of a risk assessment and this action was authorised.

It has been reported that the wall between the car park and the garden area appears to be in need of repair and it was agreed that a builder be approached to assess what needs to be done.

Cllr Bramhall has supplied a report on the Crossway Park, which was distributed to the Council, indicating several areas of concern and Cllr Reed said he was looking into these matters.

MATTERS RAISED BY THE CHAIRMAN

Cllr Hickman said he was anxious to set up a group to bring forward an action plan for the coming year and Cllrs Belt, Fairley and Baird volunteered to serve with him in this capacity.

Cllr Hickman had received a complaint regarding fly tipping within the Parish and requested that parishioners should report anything of this nature to him when investigations could be put into place to look into explore this further.

FINANCE

Report on Internal Audit

The Clerk reported on the Audit completed by Mr K Abraham on the 26^th May as follows “In accordance with testing strategy developed in the Financial Risk Assessment the Council continues to be a low audit risk Testing was carried out as appropriate and all items were tested as satisfactory with no issues”.

The Council gave a vote of thanks to the Clerk for her work in ensuring that all recording was carried out accurately.

Bank Mandate

Owing to the election of a new Council the signatories on the Bank Mandate were discussed. At present they are Councillors Belt, Munro and Phillips and Mrs Vaughan. It was resolved that Councillors Hickman and Reed be added and the necessary paperwork was completed.

Income − School Houses rents for June £872.26 − £83.74 (incl £13.96 VAT) = £788.52

Expenditure

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

Whitestone Parish Hall Management Committee (June) £97.50

South & West Internal Audit £200.00

Clerk’s expenses £34.18

Staples £46.06 (incl £7.68 VAT)

Richard’s Florists £36.00

CORRESPONDENCE

The Clerk reported letters of thanks from the Whitestone Gardening Club and the Parochial Church Council for the grants made to those organisations.
As requested at the May meeting the Clerk had contacted PC Jon Croft regarding speeding on the Tedburn/Exeter Road and had received a response that he will be speaking to the specialist Traffic Officer who is better placed to assess the issue and give guidance on what the police and highways can do together with the community to assist with this problem. Cllrs Baird and Reed also reported that PC Croft had been in contact with them and has indicated that he would like to attend a future Parish Council meeting.

REPORTS

Cllr Belt handed over a cheque for £200 from the Whitestone Sports & Social Club to be used for the purchase of a bench in Crossway Park and the Clerk was instructed to write a letter of thanks for this gift.
Cllr Belt raised concerns regarding the ditch outside School Houses.

PUBLIC PARTICIPATION

Mrs Greenfield gave the following report on the Parish Plan Steering Group:− “Steering Group members are in the process of collecting completed questionnaires (and replacing lost questionnaires) from all parish households. We are grateful for those who have already completed the forms and look forward to gathering responses from everyone. Once we have all the responses the paperwork will be sent for analysis”.

The meeting closed at 9.40pm

Minutes for 25th June

Minutes of Whitestone Parish Council meeting held at Whitestone Parish Hall at 6.30pm on Thursday 25th June 2015.

Attendance: Chairman – Councillor L Hickman
Councillors Ms T Baird, Mrs M Belt, Mrs B Bramhall, D Munro, R Phillips.
A Reed.
District Councillor P Bromell (left the meeting at 7pm)
Mrs P Vaughan, Clerk to the Council
Mr and Mrs Greenfield
Apologies Councillor Mrs L Fairley,

50. Cllr Hickman opened the meeting which had been called to discuss a consultation on draft recommendations by the Local Government Boundary Commission for an electoral review of Devon.

Cllr Hickman informed the meeting that he had been on the website and investigated the data which indicated that the aim was to propose a pattern of electoral divisions for Devon which delivers:-
• Electoral equality – each councillor representing a similar number of voters
• Community identity – which reflects the identity and interests of local communities.
• Effective and convenient local government – helping the Devon County discharge its responsibilities effectively.

In addition the Parish Council had been sent a copy of a letter from Holcombe Burnell Parish Council in which they state their views regarding the proposed change from Chudleigh Rural to Exminster and Haldon and suggest an alternative boundary.

Cllr Hickman opened the meeting and requested views from District Councillor Bromell and from Mr and Mrs Greenfield who are the organisers of the ongoing Parish Plan Steering Group.

Lengthy discussion followed with various adverse comments being relayed as it was generally felt that Whitestone was a rural area and proposed links with Exminster would not be advantageous in regarding to the community identity.

Cllr Hickman said that the response from Whitestone must be based upon the following criteria:-
Transport links; Community groups; Facilities; Interests; Identifiable boundaries.

It was resolved that a response should be provided and Cllr Hickman will meet with the Clerk to compose this using the information given from the Council at this meeting.

51. Expenditure
The Clerk reported receiving an invoice from Teignbridge District Council for the Parish Council Elections and the following expenditure was proposed and seconded for payment. All in favour
Teignbridge District Council (Parish Councillors Election expenses) £169.70

The meeting closed at 7.40pm.