LAPFORD PARISH COUNCIL

Transcription

1 LAPFORD PARISH COUNCIL Minutes of the Annual Meeting of the Council held on Tuesday 1 May 2018 at 7:30 pm in The Orchard Centre, Lapford, Crediton, EX17 6PZ PRESENT Cllr I Hemsworth (Chair), Cllr S Briant-Evans, Cllr J Burrows, Cllr B Clinch, Cllr J Doe, Cllr B Graham, Cllr P Heal, Cllr T MacLellan, Cllr S Wensley. IN ATTENDANCE Parish Clerk: Dr J Cross Cllr M Squires (Devon County Council) Cllr C Eginton (Mid Devon District Council) Members of the public: 2 1. ELECTIONS Election of Chairman stepped down as Chairman of the Council. Cllr Briant-Evans, Vice- Chairman, asked for nominations for Chairman. Cllr Heal proposed, seconded by Cllr Graham. There were no other nominations. It was resolved to elect as Chairman of the Council, carried unanimously. There was a break in proceedings for the Chairman to sign the Declaration of Acceptance of Office Election of Vice-Chairman Cllr Briant-Evans stepped down as Vice-Chairman of the Council. The Chair asked for nominations for Vice-Chairman. Cllr Doe proposed Cllr Briant-Evans, seconded by Cllr Hemsworth. There were no other nominations. It was resolved to elect Cllr Briant-Evans as Vice-Chairman of the Council, carried unanimously. There was a break in proceedings for the Vice-Chairman to sign the Declaration of Acceptance of Office 2. CONFIRMATION OF COUNCILLORS It was confirmed that all the councillors intended to remain on the Parish Council for 2018/19. Cllr Burrows advised that he would not be putting himself forward as a candidate at next year s parish council elections in May PUBLIC PARTICIPATION SESSION The Chair invited representations from the members of the public. An individual raised a query about the possibility of increasing the services of the Lapford Post Office from three mornings a week. Cllr Graham reported that he had made enquiries and that there would be no extension to the service based on the current turnover An individual asked about the installation of a dog waste bin at Park Meadow Close due to the amount of dog fouling and dog waste bags. This item was discussed under the review of the action grid (Minute ). 4. APOLOGIES Apologies were received from Cllr Phillips. Cllr M Squires (Devon County Council) had advised that she would be arriving late. Page 1 of 12

2 5. CODE OF CONDUCT Register of Interests There were no updates to the Register of Interests. The councillors completed a Register of Interests form for 2018/ Personal interests The following personal interests in items on the agenda were declared: Item 16 (minute ): Cllr Briant-Evans declared a personal interest on any discussions relating to the Heart of Lapford Development project as she is a member of the Board of Directors as an individual. Item 16 (minute ): Cllr Graham declared a personal interest on any discussions relating to the Heart of Lapford Development project as he is a member of the Board of Directors as an individual. Item 16 (minute ): Cllr Briant-Evans declared a personal interest as she is a member of the Youth Club Management Committee as an individual. Item 16 (minute ): declared a personal interest as he is a member of the Youth Club Management Committee as an individual Disclosable pecuniary interests The following disclosable pecuniary interest in items on the agenda was declared: Item 16 (minute ): Cllr Graham declared a disclosable pecuniary interest on any discussions relating to the Heart of Lapford Development project as his residence is situated opposite the Lower Town Place site. 6. MINUTES Meeting held on 3 April 2018 The draft minutes of the Council meeting held on 3 April 2018 were considered and were approved as a correct record. Proposed by Cllr Burrows, seconded by Cllr Graham, carried unanimously The action grid was reviewed in detail: The First Aid kit located at the Orchard Centre has been replaced. Action closed The hedge by the Congregational Church has been trimmed. Action closed Additional tenders were sought for the grass-cutting. No new quotes were received. Action closed Report on the costs for the proposed refurbishment of the benches was received for the May meeting. Action closed Report on the costs for the proposed replacement of road signs was received for the May meeting. Action closed Ladder removed from Orchard Centre car park. Action closed Ownership of the street light in Popes Lane that is permanently lit up has been followed up by the local householder. Action closed. The rest of the actions were updated on the grid and noted. There was a break in proceedings for the Chair to sign the approved minutes 7. COUNCILLOR REPRESENTATION Parish Council Committees The Council s committees were reviewed. There are no formal committees or subcommittees External Bodies The representation of parish councillors on external bodies was reviewed. It was noted that: Cllr Doe is a Council representative on the Lapford 2000 group; Page 2 of 12

3 Cllr MacLellan is a Council representative on the Lapford Playing Field and Youth Trust; and A fourth parish councillor should be nominated as a Council representative on the Lapford Emergency Action Plan Committee. It was agreed to ask Cllr Phillips to take up this role Action. It was resolved to approve the nominations. Proposed by, seconded by Cllr Briant-Evans, carried unanimously Councillors Roles Parish councillor nominations to specific roles within the wider community were reviewed and agreed. 8. ELECTRONIC RECEIPT OF COUNCIL MEETING PAPERS The councillors considered their individual preferences for receiving the summons, agenda and supporting paperwork for Council meetings electronically and duly signed the consent form that will be kept on file by the Clerk. 9. ANNUAL REVIEW OF CORE DOCUMENTS Code of Conduct The Code of Conduct was reviewed and there were no amendments Standing Orders The Standing Orders had been reviewed and approved in October It was agreed to: Transfer the Standing Orders into a corporate format Action Clerk; and Compare the Standing Orders against the updated Standing Orders recently published by the National Association of Local Councils and bring them back to the Council for approval Action Clerk Planning Standing Order It was agreed that the document should be reviewed and revised as a procedure. Action Cllr Heal and Clerk Financial Regulations The Financial Regulations had been reviewed and approved in October It was agreed to transfer the Financial Regulations into a corporate format Action Clerk. 10. PROCEDURE FOR ELECTING THE CHAIRMAN AND VICE-CHAIRMAN OF THE COUNCIL The procedure sets out in detail the process for electing the Chairman and Vice- Chairman of the Council, based on national guidance and good practice. It was resolved to approve the procedure and to review it at least every four years. Proposed by Cllr Briant-Evans, seconded by Cllr Graham, carried unanimously. Cllr Squires arrived at the meeting 7. PLANNING MATTERS Planning Applications List No planning applications were received. The following planning appeal was received: Ref. 17/01727 LBC Description Appeal: Listed Building Consent for the replacement of 5 windows and one French door. Location: Lowerfield House Lapford Crediton Decision: It was agreed to support the appellant s statement of case. Proposed by Cllr Burrows, seconded by Cllr Briant-Evans, carried by majority vote with seven votes for and two abstentions. It was agreed that Cllr Graham and Cllr Hemsworth would draft a response Action Cllr Graham and Planning applications received after publication of the agenda No planning applications were received. Page 3 of 12

4 Mid Devon District Council planning decisions No planning decisions were received. 12. FINANCIAL MATTERS Receipts and account balances The list of receipts and account balances was reviewed. Receipts of 11, had been received, which included the first instalment of the precept and awarded grant funding. The following balances were noted: Current Account - 25, (as at 20/04/18) Savings Account 4, (as at 31/12/15) Loan Stock (as at 6/12/17) Payments The list of payments was tabled at the meeting. It was resolved to approve the list of payments. Proposed by Cllr Doe, seconded by Cllr Graham, carried unanimously. Cheque Payee Description Amount ( ) SO S Hemsworth Caretaker (April) DD Southern Electric Electricity for Orchard Centre D Totterdell Installation of defibrillator and PAT testing for Electrical Orchard Centre Lapford Food Bank Donation for Litter Pick refreshments South West Water Orchard Centre water and sewage (January) Transfer Lapford Church Annual grant 1, Green Trust Devon Association Training Introduction to VAT of Local Councils Devon Association Annual subscription 2018/ of Local Councils Devon Communities Annual subscription 2018/ Together South West Water Orchard Centre water and sewage (April) Log on Garden Grass cutting Services J Cross First Aid kit J Cross Foldable stretcher J Cross Sand bin J Cross Emergency lights J Cross Clerk expenses (April) Total 3, Training and development Retrospective approval was given for Cllr Briant-Evans to attend the Neighbourhood Planning training organised by Devon Communities Together at a cost of 50. Proposed by Cllr MacLellan, seconded by Cllr Graham, carried unanimously Financial Report Quarter /18 The quarterly Financial Report for the period ending 31 March 2018 was received. It was resolved: That the Responsible Financial Officer would produce a quarterly budget report; To nominate Cllr Graham to the role of reviewing the quarterly accounts for a twoyear period; and To stop using a petty cash float and to pay the float into the current bank account Action Clerk. Proposed by Cllr Doe, seconded by Cllr MacLellan, carried unanimously Internal Audit It was resolved to appoint Mr Epstein as the internal auditor for the Annual Returns 2017/18. If he is not available, Mrs Edgecombe was proposed. Proposed by Cllr Graham, seconded by Cllr Burrows, carried unanimously. Page 4 of 12

5 Emergency planning booklet insert It was resolved to approve the printing of an insert for the emergency planning booklet at a cost of 62 as quoted by Hedgerow Print. Proposed by Cllr Graham, seconded by Cllr Heal, carried unanimously Grass cutting The Clerk reported that she had contacted a number of people offering a grass-cutting service, but no additional quotes were received. It was resolved to approve the cost of the grass-cutting service of 600 as quoted by M Leach. Proposed by Cllr MacLellan, seconded by Cllr Doe, carried unanimously. 13. GREAT PLASTIC PICK UP Cllr Briant-Evans advised that a national event is being arranged between May 2018 for a plastic litter pick. It was agreed not to participate this time as a Spring litter pick had recently been completed. 14. ASSET MAINTENANCE Cllr Graham provided a report on the signage and street furniture survey 2017 and the proposed repairs. He also provided a report on the annual inspection of the Council s assets and village property undertaken in October It was agreed: To establish a Working Party comprising Cllr Graham, Cllr MacLellan and Cllr Hemsworth to undertake various cleaning and repair activities; That the costs for repairing the wooden benches be brought to the next Council meeting for approval Action Cllr Graham; and That the costs for any other work, including the toilet door, be brought to the next Council meeting for approval Action Cllr Graham. Standing Orders were suspended 15. COUNTY AND DISTRICT COUNCILLORS REPORTS Devon County Council Cllr Squires reported that the work to repair the road potholes and blocked drains continues. For every 1,000 of council tax, 0.52p is spent on Highways. She had visited a children s home that specialised in providing respite care for children with special educational needs and disabilities Mid Devon District Council Cllr Eginton reported that the work to build a Premier Inn at the Tiverton multi-storey car park will start in May and is expected to be complete in the Autumn next year. A consultation on the housing developments at Junction 27 of the M5 is ongoing as part of the development of the Local Plan. It is anticipated that the Local Plan will be adopted in the Spring LOCAL ORGANISATIONS REPORTS Lapford Church Green Trustees The Trustees had held a meeting before the Council meeting Heart of Lapford Development Board Cllr Briant-Evans advised that the Board of Directors had met in the previous week and a report will be circulated to shareholders. The group will have a table at the Annual Parish Meeting Regeneration Committee advised that the draft minutes of the meeting held on 28 February 2018 had been circulated to councillors. The report on the response to the consultation on the Great Western Railway Barnstaple rail services had been circulated to the Council. Page 5 of 12

6 The applications for temporary road closures for the Revel and Lapstock are being processed in order to safely manage the processions and pedestrian traffic. This is in response to the diverted traffic relating to the road closure on the A377 at Eggesford. The development of the website is underway Lapford Emergency Action Plan Committee Cllr Briant-Evans reported that the Committee had met during the week. Some of the equipment had arrived. The reviewed Emergency Plan had been drafted. The group will have a table at the Annual Parish Meeting Youth Club Management Committee reported that an offer had been accepted for Plot 1 and it was in the process of going towards exchange. The meeting reconvened under Standing Orders 17. CORRESPONDENCE AND NOTICES RECEIVED The list of received correspondence and notices was noted. It was agreed that the notice about Villages in Action, a Devon charity running the rural performing arts scheme that supports communities in hosting live creative performances in village and community halls, would be forwarded to other groups Action Cllr Graham. 18. MATTERS RAISED BY THE CHAIR No matters were raised by the Chair. 19. COUNCILLORS REPORTS AND ITEMS FOR FUTURE AGENDA ITEMS Use of car park during Lapstock Cllr Graham reported that a request had been received for a trader at Lapstock to park a caravan in the Orchard Centre car park for a couple of nights. It was agreed that other options should be considered to avoid setting a precedent, as there are no barriers on the car park to manage the vehicles using the car park Alabama rot Cllr Doe reported that there had been cases in the area. The current advice is that owners should wash the mud off their dogs after a walk, particularly from their paws, chest and face. 20. DATE OF NEXT MEETING The date of the next meeting is: Annual Parish Meeting: Saturday 5 May at 10:30 am 1:00 pm in the Victory Hall, Lapford. This is an opportunity to meet your parish councillors and ask questions about current issues in the community. Council Meeting: Tuesday 5 June 2018 at 7:30 pm in The Orchard Centre, Lapford, Crediton, EX17 6PZ. Deadline date for agenda items midday on Friday 25 May PART TWO The Part One session closed at 9:40 pm. The meeting was moved to a Part Two session for the consideration of personnel and other sensitive matters. Proposed by Cllr MacLellan, seconded by Cllr Doe, carried unanimously. 22. CLOSE OF MEETING The meeting closed at 9:55 pm. Page 6 of 12

7 Chair:.... Date:.. Page 7 of 12

8 ACTION GRID Updated 30 May 2018 Minute Action Lead Due Date Status 03/03/17 Replace the bench at Eastington Minute 03/03/17: Seat removed for repair. Minute 04/05/17: Timber cut. Restraining bolts to be looked at. Minute 04/07/17: A temporary garden seat will be provided by Cllr Heal. Minute 04/10/17: The replacement bench has not been installed. A plaque in memory of the late Bill Phillips will be obtained. Minute 04/11/17: A temporary bench has been put in place. Minute 04/12/17: Cllr Heal to purchase a new bench and Cllr Phillips to purchase a memorial plaque. Minute : No update available from Cllr Heal. Minute : The bench has been purchased and will be installed when the weather improves. The memorial plaque is awaiting delivery. 04/05/17 Apply for S106 funding for Victory Hall Minute 04/05/17: Application for Victory Hall completed. Minute 14/06/17: Third quote awaited. Minute 04/10/17: Application for funding for bench outside Victoria Hall submitted to Mid Devon District Council. Minute 04/11/17: Request for more information from Mid Devon District Council passed to the Victory Hall Committee. Minute : The Clerk will chase up the outcome of the application. Minute : The Clerk had received a request chasing additional information before the application can be processed. 11/07/17 Install a time lock on the Orchard Centre Toilet and undertake other electrical works Minute 11/07/17: Controller is working, sockets and plugs are fixed. Minute 04/10/17: Looking for an electrician to undertake safety checks Minute 04/11/17: Time lock needs to be fitted. The lock does not have a radar key. Locks to be checked. Safety checks completed and defibrillator installed. Minute 4/12/17: The time lock part has been acquired. The timing for the lock needs to be agreed to allow all users of the Orchard Centre to access the toilet. Cllr Phillips Cllr Heal Clerk Cllr Graham Cllr Heal 07/06/17 Ongoing 04/10/17 Ongoing 04/10/17 Ongoing Page 8 of 12

9 Minute Action Lead Due Date Status Minute : The toilet door should be locked between 10pm 7am. Sue Hemsworth will lend Cllr Graham the radar key to check that it is still working. Minute : The radar lock is in working condition. The time lock will be fitted when the weather improves. Minute : The door will need some work before the electric lock can be fitted. The estimated costs will be presented to the Council for approval. 10/09/17 Identify suitable land for a new burial ground Minute 04/11/17: Cllr Heal has been informally speaking to land owners within the Parish about other suitable land. No positive response has been received. It was agreed that Simon Trafford would be asked about Planning advice for the site at Edgerley Cross. Minute 04/12/17: Simon Trafford, Mid Devon District Council, will visit the site at Edgerley Cross to provide planning advice. Minute : There has been no contact with Simon Trafford. Cllr Doe will remind him about the site visit. Update: As at 3 January, no site visit had been made. No update re. outcome of discussion with landowners. Minute : A number of attempts have been made to contact the landowner of a possible plot of land that may be suitable for a burial site. However, contact has not yet been made., The Clerk will contact Simon Trafford, Area Planning Officer, to arrange a site visit to identify a suitable burial site. Minute : The Area Planning Officer had been contacted for a site visit. Minute : Site visit scheduled for 8 March Minute : A site visit by the Area Planning Officer has been completed. Information on a short-term solution, as well as a long-term solution has been discussed and passed to Mid Devon District Council for consideration. Minute : The short-term solution of using part of the playground was discussed by the Capital Strategy Asset Group, Mid Devon District Council. An independent valuer will determine the value of the land and this will be discussed at the next Asset Group meeting in July The arrangements to transfer the playground to the Parish Council on a 25-year lease can proceed as long as the strip of land being excluded is identified on the land register plan and a boundary fence is considered.. TBC Review and retain archive material stored at the Primary School Minute 17/10/17: Archive material held at school. Minute 04/11/17: to contact Primary School Headteacher.. Minute 04/12/17: has spoken to the School and will follow-up with further meetings in the new term. Cllr Doe Clerk 05/06/18 Ongoing Ongoing Page 9 of 12

10 Minute Action Lead Due Date Status Minute : Representatives from Chulmleigh Academy Trust will be attending the Council meeting in March as guest speakers. Minute : Meeting to be arranged with Head of School. 08/11/17 Paint the Moorland View telephone kiosk Minute 08/11/17: The Clerk will provide the paint to Cllr MacLellan. Minute : The bottom hinge on the door is in poor condition so some work is required. The telephone kiosk in Nymet Rowland has been listed and a question was raised about whether the one in Lapford was listed. Minute : The door does not close properly and it was agreed to strap it closed until the repairs could be completed. Minute : The paint is still with the previous Clerk. Minute : The paint has been collected. Repairs to the hinges on the door are required as soon as possible. 09/12/17 Install a dedicated phone line in the Orchard Centre for Emergency Planning Minute : A broadband connection for access to the internet would be an additional cost. Minute : The broadband supplier cannot locate the Orchard Centre as a server premise. This is being investigated. Minute : It is likely that the Council would need to pay for a new connection for broadband. A proposal will be presented to a Council meeting. 09/12/17 Put up posters from the British Heart Foundation to publicise the defibrillator Minute : The posters have been received and they need to be laminated. A finger sign on the post by the Orchard Centre may be useful. Minute : Cllr Phillips will laminate the posters for distribution. Minute : An application has been made for signage to the British Heart Foundation Report the condition of the collapsing steel covered drain outside Lapford Mill to Steve Tucker, Highways Team, and Cllr Squires Update: asking for advice sent. Minute18.091: The owner of the Lapford Mill has tested the flow of the water and it shows that the drain is linked to road drain. Minute : There has been no response from Highways Discuss the Playing Field lease arrangements with the Lapford Youth and Playing Field Trustees Minute : has spoken to David Garten. and he is happy for this to go forward. Cllr MacLellan Cllr Heal Cllr Graham Cllr Phillips April 2018 April 18 Ongoing Ongoing 02/01/18 Ongoing Clerk 06/02/18 Ongoing Clerk 06/02/18 Ongoing Page 10 of 12

11 Minute Action Lead Due Date Status Minute18.091: The Clerk has informed Mid Devon District Council and the matter is being processed. Minute : The arrangements to transfer the playground to the Parish Council on a 25-year lease can proceed as long as the strip of land being excluded as a short-term solution for a burial ground is identified on the land register plan and a boundary fence is considered Contact Steve Tucker, Highways Team, and Cllr Squires to ask if the Lapford village sign could be moved up or back to the original post : raising concern sent. Cllr Graham to provide photographs and Clerk to follow-up Contact Steve Tucker, Highways Team, and ask for a formal risk assessment of the hedge on the lefthand side of the road up towards the village by the river bridge near Lapford Cross Minute : asking for risk assessment sent. A risk assessment had been completed as part of the school travel plan and it was shown to be of acceptable risk. A copy of the school travel plan will be provided for information as the risk assessment may need to be reviewed and updated. Minute : No copy of travel plan available. Clerk to repeat request for a new risk assessment. Minute : Request for information about a risk assessment sought by Cllr Squires from Highways Superintendent Write to key individuals to raise the concern about keeping services in local community post offices to ensure they remain a viable business Contact the Litter Busters Team about the litter on: the A377 in the direction towards Eggesford between the garage and Bugford Bridge the road between Lapford and Bugford Minute : sent. There may not be any cost implications if the Community Team of volunteers are asked to carry-out a litter pick Consider acquiring a small gritter for community use via the Emergency Action Plan Committee Minute : Cost of small gritter that can be towed is between 1k - 3k. It may be possible to seek grant funds to support the purchase from the Emergency Resilience Fund, the Community Enhancement Fund or the Town and Parish Fund Nominate a fourth councillor for the Lapford Emergency Action Plan Committee Minute : to ask Cllr Phillips Request a new dog waste bin for Park Meadow Close from Mid Devon District Council and/or purchase a bin Minute : Mid Devon District Council advised that a request for a new dog bin should be submitted. The District Officer will then will carry out a three-month survey to determine the necessity for the additional bin and the suitability of the proposed site by visiting the area periodically. If the conclusion after Clerk Cllr Graham 06/02/18 Ongoing Clerk 06/02/18 Ongoing Clerk 06/03/18 Clerk Cllr Doe 06/03/18 Ongoing Cllr B-Evans 01/05/18 Ongoing 01/05/18 Ongoing Cllr Graham 16/06/18 Ongoing Page 11 of 12

12 Minute Action Lead Due Date Status the survey is that there is not a necessity for an additional bin at the location the Parish Council have the option to purchase the bin themselves and bear the cost of emptying ( per empty) if this were the case a District Officer will need to confirm that the siting did not occur on private land. The location map for new dog bin completed. The Clerk will complete the request form Add the costs for Perspex sheets for the emergency planning team to the Council agenda Cllr B-Evans 01/05/ Make an online report about the blocked drains on Mill Hill once the details have been passed on from a member of the public 01/05/ Seek S106 funding to support the Lapford Primary School s project to improve the outdoor environment Clerk 01/05/ Add a report on the General Data Protection Regulations to the Council agenda Clerk 05/06/ Sign up for internet banking Minute : Forms circulated for completion. Clerk 01/05/18 Ongoing Submit the financial report for the Public Rights of Way scheme Clerk 01/05/ Add a report and costs for the refurbishment of the benches to the Council agenda Minute : Report presented to May meeting. Costs to be presented to next Council meeting for approval Add a report and costs for repairs to road signs to the Council agenda Minute : Report presented to May meeting. Costs to be presented to next Council meeting for approval. Cllr Graham 01/05/18 Ongoing Cllr Graham 01/05/18 Ongoing Transfer the Standing Orders into a corporate format Clerk Jul 18 Compare the Standing Orders against the updated Standing Orders recently published by the National Association of Local Councils and bring them back to the Council for approval Review the Planning Standing Order document and revise as a procedure Cllr Heal Clerk Clerk Jul Transfer the Financial Regulations into a corporate format Clerk Jul Pay the petty cash float into the current bank account Clerk Jul 18 Jul Forward the notice about Villages in Action to other groups Cllr Graham 05/06/18 Page 12 of 12