Draft Minutes subject to Confirmation

LYDFORD PARISH COUNCIL

MINUTES OF THE MEETING

Held in the Nicholls Hall on Tuesday 21^st April 2009

39-2009 Present:

Cllrs L Ellicott (Chairman), J Gannon (Vice-Chairman), L Cole, K Boyd, C Moriarty

Cllr A Hosking (DCC)

Parishioners and others in attendance: Three members of the public were in attendance, along with PC Reed.

40-2009 Apologies for Absence:

Mrs A Martin (unwell), Cllr I Hammerton (caring for sick wife post-chemotherapy), Cllr S Holland (holiday), Cllr McPhie (at work) were accepted .

41-2009 Declaration of Interests:

It was recorded that Ms Gannon was updating her Register of Interests.

The Chairman noted that a parishioner had asked for a past interest to be added to the register on the grounds that although the rules do not require it neither do they specifically forbid it. This was to be discussed later in the meeting.

42-2009 Parishioners and Visitors Time:

42.1 Police Report: There had been reports to the police that elderly parishioners were being intimidated within the parish, this matter is ongoing. One theft had been dealt with. Other police matters: a couple of alarms had gone off, a dog was stuck in a car, neighbour disputes and trespass had all occurred recently.

PC Reed noted that crime in the area had fallen dramatically in the past year.

He drew attention to the fact that the police have a website, and that the community policing team can be contacted by e-mail using the address which is available on the website.

42.2 Cllr Hosking expressed how pleased he was to be back to involvement in Council matters, and congratulated the police on their crime figures. He requested an update on, in particular, the matter of highways and progress on the sewage treatment works. The Chairman updated him on the latter (Highways was on the agenda for later in the meeting) in that the council had resolved to give their support to a new sewage treatment works in principle, and that it is understood that SWW are currently in communication with the DNPA and local landowners in the search for a suitable site. Cllr Hosking is standing down at the forthcoming County Council elections, and the Chairman thanked him for the work he had done, and stated that she would be sorry to see him leave.

42.3 A Parishioner had complained that not all businesses are being treated the same as regards signage. The Council had previously complained about the lack of equanimity in this area to the DNPA, and will pass on the new complaint. Signage, however, comes under Criminal Law, and the council supports the equitable administration of the law rather than the flouting of it.

42.4 Another parishioner had contacted the council requesting a bus shelter to be erected in the vicinity of the war memorial. This had been considered by the Council in the past, and although it could be seen that there might be a need for such a shelter it had also proved impossible to find a site which did not raise objections from the relevant property owner.

42.5 Some parishioners had received their cold weather extra payments and others in the parish had not. The clerk will refer this to the relevant authorities.

43-2009 To approve the minutes of the previous meeting:

The minutes of the meeting held on Tuesday 17^th March were signed by the Chairman as a true and accurate record.

44-2009 Matters Arising:

44.1 Highways, Parking and Traffic Issues - The Council expressed disappointment with the Safety Audit carried out by Devon Highways. It was considered that the report had focused on the wrong issue, ie whether the signs on the road were confusing as opposed to the Council’s assertion that they were downright dangerous.

44.2 Parish Plan update – The Council continues to wait for DCC to finish its work. The current position was that the questionnaires had been sent back to DCC for the additional comments to be extracted anonymously and returned for analysis. The council had continued to chase Mr McDonald at DCC for this.

44.3 Progress re: Emergency Plan – Cllrs Hammerton and Boyd had collated risk factors. Requests are still out for people with particular skills or equipment to register their willingness to help in an emergency. This includes those with chain saws, four wheel drive vehicles, or simply those who are fit and well and would be prepared to help out more vulnerable neighbours or to dispense hot drinks in an emergency centre. We know that this has always happened in Lydford on an informal basis, and that in the recent snow vulnerable residents were helped out by good neighbours. The Emergency Plan merely records those who are willing and able to help so that outside agencies are aware of the village’s own response, particularly if it should be cut off from outside assistance. The list does have a doctor and nurse who have kindly volunteered.

44.4 Beating of the Bounds – The event is scheduled for 16^th May, with options to join at the start, 9.30am, at the Fox and Hounds; or for a less strenuous experience, to join in with the last couple of miles, finishing at the Waterfall end of Lydford Gorge, where hot drinks will be available in the tearoom. All are welcome to join with Lydford parishioners for all or part of the walk, which will be led by two parishioners.

44.5 Community Land Trust Update - Ms Gannon had found out the following:

First it is necessary to establish a community owned vehicle, which could be a Trust Company, a Charity or similar. The most common vehicle seems to be a company limited by guarantee. The purpose of this is to hold land for community purposes, and although the most usual of these is the provision of affordable housing it can also include open spaces, playing fields etc.

The organisation can apply for feasibility funding from the Tudor Trust, and Fairburn Foundation, and can obtain consultancy advice. It does not have to involve Registered Social Landlords or a Social Housing Grant, though it may choose to do so.

Houses can be built for sale or rent, and structures can be put in place to keep them affordable in perpetuity.

If any local organisation should be formed for this purpose then Cllr Gannon made an offer to provide free consultancy advice in her capacity as a Chartered Surveyor.

44.6 Granite Way The “No Horses” sign has not been reinstated yet, and this will be chased up again. No update regarding the missing link had been received.

44.7 Footpaths / Rights of Way The police are now dealing with specific incidents in which users of existing rights of way, especially lone females or other vulnerable users, have been intimidated out of using them. The DNPA has also expressed a wish to be informed of any difficulty encountered by users of an existing right of way.

44.8 The Council’s Website Discussion of this item was postponed until the next meeting. The Clerk had checked with the Monitoring Officer that the free work done by Cllr Hammerton in meeting the requirements under the FOIA act did not need to be declared as a gift.

44.9 Ancient Spring Ongoing Maintenance – Mr Pettitt had provided a maintenance plan, and has offered to take responsibility for the maintenance of the site. The Council wished to express grateful thanks for the work he has done so far, and the work he intends to continue doing on this project.

45-2009 Receive Reports from Councillors on respective outside bodies:

45.1 DNPA Consultative Forum No meeting this month.

45.2 Police Authority No meeting this month.

45.3 Southern Parishes Link Committee Apologies were sent for the recent meeting and also the extra meeting. The minutes will be reported on when received.

45.4 Nicholls Hall Committee The May Bistro Nite will take place on 8^th May and will be in honour of our postman, Ian Sobey, who has recently retired.

45.5 WDBC No report this month.

46-2009 Finance:

46.1 Invoices for John Pengelly and the Nicholls Hall were received, and having been pre-authorised, were paid in time to be included in the annual accounts for the year to which they related, and the financial statement for March was updated accordingly.

46.2 A small amount of expenditure was authorised to meet expenses incurred by the Beating of the Bounds, including advertising, scones for the finishing tea, £2 coins for the young walkers and certificates for all participants.

46.3 The following balances were reported:

Current account – £1393.26

Deposit account - £5134.41

Parish Plan - £1204.23

Ancient Spring - £327.10

The April Precept amount of £3075.00 and Burial Grant of £84.00 had been received from WDBC. The following cheques were authorised from the general budget: Clerk salary & expenses £249.06: HMRC £52.26.

47-2009 Correspondence

47.1 Correspondence requiring action or decision:

1. Letter from a parishioner: As referred to under Item 41 a parishioner had requested that a past interest be added to the register on the grounds that although the rules do not require it neither do they specifically forbid it. There was no support for this among members, and it was resolved that a letter be sent to the parishioner to the effect that the Council had applied the rules in accordance with advice received from the WDBC Monitoring Officer.

The Chairman suspended the meeting and asked the parishioner, who was present, whether he was satisfied with the answer.

He responded in the negative, and stressed his perceived need for the Council to be open and honest. Members vigorously refuted the suggestion that at any time the council had not been so. During the discussion members formed the opinion that the complaint was aimed personally at the Chairman, and that the requests of the parishioner were not extended equitably to other members. The parishioner stated that his concerns stemmed from the Chairman’s stated line of work, and this underlined members’ perceptions that it was a personal matter and not a Parish Council matter.

At this point the parishioner abruptly left the meeting and the formal meeting resumed.

It was noted that parishioners have been asked, when using e-mail, to use only the communal e-mail address of all councillors, which is alllydfordcouncillors@hotmail.co.uk, and to which all councillors have access via password protection. Members’ personal inboxes often serve, or at the very least are accessible to, the whole family, and family members intercepting Council business is undesirable for both the families and the senders. Accordingly family members intercepting Council e-mails have been requested to delete them as quickly and as unread as possible. The Council had asked parishioners to communicate directly with councillors as part of their response under Disability Employment Law to ensure that the Clerk’s workload is pre-ordained and confined to routine items.

2. A letter had been received from the PCC asking if the Council would be willing to decorate a tree again this year, and it was agreed that it would.

47.2 Correspondence for Information Only

1. Thank you letter from the Mayor of West Devon

2. WDBC Community Planning Protocol

3 Dartmoor Trust Annual Meeting Report

4 Bundle of correspondence re: Boundary Commission

5 Devon Talk magazine

6 DNPA Agenda and Reports

7 Police Authority Reports

8 Thank you letter from Geoffrey Cox MP

47-2009 Planning Applications

47.1 Decisions Received: Consent (some conditional) had been received for:

i) Change of use for ancillary accommodation at Hartswood (0046/09)

ii) Replacement of Roof Covering (listed building) at Town Farm (0064/09)

iii) New Storage Compound and change of use to holiday let at Lydford Gorge (0044/09)

iv) Conversion of 24 grassed pitches to gravelled hardstandings at Lydford Campsite (0039/09)

v) Tree Works at Lot Cottage

47.2 Response made under delegated powers:

i) An application for a pitched roof to replace a flat roof on an existing extension at West View (0123/09) had been received and the Clerk had responded with no objections under delegated powers after consulting members, as the two-week consultation period elapsed ahead of the meeting, and the application was too trivial to necessitate a request for a time extension.

47.3 Application for Minor Amendments at Widgery’s The amendments were not significant enough to warrant any objections.

48-2009 Items raised at the previous meeting for inclusion on this agenda:

There were none.

49-2009 Items raised for inclusion on the next Agenda

The Chairman had indicated that she would be resigning from the Council at the end of the meeting, and so the process for recruiting a new councillor was put forward for the next agenda.

50-2009 To agree the date of the next meeting:

The date of Tuesday 19^th May 2009 was agreed commencing at 7.00 pm. This will be the Annual Meeting of the Council (AGM).

There being no further business the meeting was formally closed by the Chairman at 8.45 pm.

Annie Martin

Clerk to the Parish Council 17^th May 2009

Signed as a true and accurate record…………………………………… (Chairman) Date……………….

	LYDFORD PARISH COUNCIL
	FINANCIALSTATEMENT
	April 2009
ACCOUNT		CURRENT	FLEXI	AN.SPR	P PLAN	TOTALS
BALANCE B/F	17 March 09	1393.26	6662.74			8056.00
FLEXI AC SPLIT BALANCE			5131.41	327.10	1204.23
RECEIPTS
PRECEPT (1ST HALF)			3075.00			3075.00
BURIAL GRANT			84.00			84.00
TRANSFER
PAYMENTS	CHQ NO:
Clerk - A Martin	872	-249.06				-249.06
HMRC - Post Office Ltd	873	-52.26				-52.26
FLEXI AC SPLIT TOTALS			8290.41	327.10	1204.23
CLOSING BALANCE	21 April 09	1091.94	9821.74			10913.68
NOTES:
PROVISIONS:			PRECEPT:
Ancient Spring	£327.10
Elections	£700.00		Payments made 5th April £3075
Parish Plan	£1,204.23		plus Burial Grant £84
Grant availability	£240.00

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