Minutes 3rd July 2024
Minutes of the Parish Council Meeting
held on
Wednesday 3rd July 2024
at 7.30pm at the Village Hall
Present: Cllr A Birmingham, Cllr R Tillett, Cllr E Hollingsworth, Cllr W Honan, Cllr B Hillson, Cllr S Luxton and Cllr N Vickers.
In Attendance: Tracy Watkins (Clerk), and six members of the public
46/24 Apologies:
No apologies received from Cllr J Kemp (EDDC), Cllr H Gent (DCC) and Cllr S Randall Johnson (DCC) and they did not attend. Clerk to speak to EDDC about non-attendance for some time by Cllr Kemp.
47/24 Declarations of interest
None
48/24 Minutes of the meeting held on Wednesday 8th May
Were agreed as a true record and SIGNED by the Chair
49/24 Public Question Time
No questions were raised.
50/24 Affordable Housing
At the meeting held on the 8th May the public were made aware of two potential housing developments in the village, Stonilands and Templers Field. Cllr Tillett read out a statement from the Chair of the Community Land Trust (CLT) that was received late today (see Appendix A). Cllr Vickers asked what the CLT ’s opinion was of the other development and Cllr Tillett advised they were aware of it but he did not know what their opinion was.
Cllr Hollingsworth expressed that she felt the CLT were working hard to look at compromises and take into account everyone’s views.
The 20 mile an hour limit does not extend all the way to the bottom of the hill currently. Cllr Tillett to speak to Highways to see if it can be extended. Our current contact in Highways Helen Selby is leaving. Could we look at the whole village for lower speed limit as there are other areas that are dangerous?
Templers Field – the Parish Council was made aware at the last meeting that potentially some housing could be going up in Templers Field. The Council had no further information at that time. The developers offered to meet the Council but would only do so in a “closed” meeting. The Parish Council declined this invitation and advised would be happy to meet but only in an open meeting. The Council has been advised that the agreement should be signed in the next couple of weeks. The developers have said they would like to meet with the Council prior to the Council meeting in September.
As a Parish Council it is important to understand that we cannot influence any decision even if planning goes through. It is felt we should try and work with the developers to ensure best choices for the village. 66% of any development has to be affordable housing.
It was the right decision not to meet with the developers at this stage. When it is appropriate to do so a working group can be assembled of at least 2 councillors and members of the public.
The Chair will write and inform the developers of this.
51/24 Lead Councillor Updates
• Finance – Cllr Birmingham – The recent report by the external auditors found:
Accounts have been prepared accurately and are in order
Suggested changing banks – the Council do not feel this is necessary at the moment
Probity – currently 3 councillors approve all payments before being made. Chair suggested as extra layer of security the Clerk sends the 3 finance councillors the bank statements every 2 weeks. The councillors already check reconciliation of bank before it is published.
Financial Risk policy to be adopted. Clerk to prepare before the Sept meeting.
• Verges – Cllr Luxton – Need a trim. Cllr Luxton will speak to Richard Hill to cut back by a metre to save money. This was PROPOSED by Cllr Hollingsworth and SECONDED by Cllr Luxton
• Trees & Natural Environment – Cllr Hollingsworth – 11 species of bat have been identified around the village. A pair of otters and kingfishers have been spotted by the river. There have been reports of sewage in the river. If anyone else sees this then they should report to South West Water and the Environment Agency. Cllr Tillett will post in Speke Up.
• Highways and Traffic Management – Cllr Tillett – Nothing to report. DCC to be contacted about the lane
• Communications – Cllr Vickers –Nothing to report
- Planning and Development– Cllr Honan – The planning for porch and doors on the village hall is going very slowly. The Chair thanks Cllrs Honan and Tillett for their work on this. One application outstanding. Landowner is happy to have a site meeting.
- Footpaths – FP7 Wynn Stait has contacted the landowner again about getting the laurels cut back. He is chasing.
52/24 Village Hall
Plans moving forward to replace porch, doors and kitchen door. Planning application has been submitted and the community grant of £1000 has been received.
53/24 Financial Items
The account summary to 30th June 2024 (previously approved by Cllr A Birmingham) was AGREED and APPROVED.
To NOTE the following payments were approved remotely in accordance with Financial Regulations :
2 x Payments to Tracy Watkins (May and June salary)
2 x Payments to HMRC (May and June)
2 x Payments to BT for Village Hall line rental only (paid by DD on 29.05.2024 - £12.09 & 28.06.2024 - £13.47)
1 x payment to DALC for subscription - £142.68 (02.05.24)
1 x payment for machinery servicing £56.75 (21.05.24)
1 x payment for payroll software £98.40 (21.05.24)
1 x payment for internal audit £119.00 (28.05.24)
1 x payment annual grant to the Village Hall Trustees £2000 (15.06.24)
Note: Payments approved by Councillors S Luxton, A Birmingham and R Tillett in accordance with the Financial Regulations. Clerk to circulate publish on website
54/24 Clerk performance and pay review
Clerk to send performance paperwork to all Councillors. Council is happy to agree an interim payrise until one is formally agreed by the unions, which it will then be happy to honour.
55/24 EDDC Update
Cllr Kemp was not at the meeting and did not provide an update. Clerk to email and request one.
56/24 DCC Update
Neither Cllr Randall-Johnson nor Cllr Gent were present at the meeting. Cllr Randall-Johnson provided the update. See here for details.
57/24 Other information/correspondence received for possible action/discussion/attendance and review of Action Points
• Action points – reviewed
• Speke up submissions - Not one due until September
• Working party for East Devon locality plan – Cllrs Birmingham and Honan to attend meetings. Clerk will check emails to see if anything relevant to our area. First meeting in October.
• School hedge – very overgrown again. Cllr Birmingham will write and official letter to the Exe Valley Federation regarding this and ask for a meeting with the Headteacher.
• New Parish Councillor – Recruitment drive on-going
58/24 Date of the next meeting(s)
The meeting closed at 9.30pm. The date of the next Meeting is Wednesday 11th September 2024 – Village Hall at 7.30 pm.