Parish Council Minutes: May 2023
DRAFT MINUTES
These minutes will be agreed at the Parish Council meeting to be held on 12th June and may be subject to slight amendment
The Minutes of the Annual Meeting of Oakford Parish Council held in the Committee Room at Oakford Village Hall at 7.30pm on Monday 15th May 2023.
Present: Cllr’s G Baylis (Chair), J Cridland, F Cross, L Gould and J Levick. Cllr’s J Mayer and V Stevens (from item 03/05/23).
In attendance: District Cllrs R Gilmour and C Adcock and the Clerk, Mrs J Larcombe.
Prior to the start of the meeting councillors signed their Declaration of Acceptance of Office Forms, witnessed by the Clerk.
01/05/23. Election of Chair.
Cllr Geoff Baylis was nominated by Cllr J Cridland and seconded by Cllr F Cross. There were no other nominations. The election of Cllr Baylis was agreed unanimously and he signed his Declaration of Acceptance of Office Form. Cllr Baylis told councillors he was willing to be chair for one more year. He would not be standing for election of chair in 2024 but would continue as a councillor.
02/05/23. To receive apologies for absence.
Apologies were received from Cty Cllr R Chesterton and Mr P Potter.
03/05/23. Co-option of Councillors.
Applications to be co-opted had been received from Julia Mayer, Paul Potter and Vaughan Stevens. They had all met individually with the Parish Council prior to the start of the meeting to explain why they wanted to be co-opted. Councillors considered each of the applicants.
Paul Potter – co-option agreed unanimously.
Vaughan Stevens – co-option agreed unanimously.
Julia Mayer – co-option agreed unanimously.
Cllr Mayer and Cllr Stevens signed their Declaration of Acceptance of Office Forms, witnessed by the Clerk and joined the meeting.
Cllr Potter was unable to attend the meeting due to a work commitment and arrangements will be made for him to sign his Declaration of Acceptance of Office, witnessed by either the Clerk or a Councillor, before the next meeting.
Action: The Clerk to arrange for Cllr Potter to sign his Declaration of Acceptance of Office Form before the next meeting.
04/05/23. Election of Vice-chair.
The Chair called for nominations for Vice-chair and explained that being elected as Vice-chair this year did not mean the councillor would be expected to take over as Chair in 2024. Cllr Julie Cridland was nominated by Cllr L Gould and seconded by Cllr J Mayer. Cllr Cridland was unanimously elected as Vice-chair and she accepted the office.
05/05/23. Declarations of Interest.
There were no declarations of interest.
06/05/23. Public Forum.
No members of the public present.
It was agreed to bring the following item forward on the agenda.
07/05/23. Reports:
District Cllr Report. The Chair welcomed Cllr Adcock and Cllr Gilmour, the newly elected District Councillors for Clare and Shuttern Ward to the meeting. Prior to this meeting they had been attending a meeting to discuss positions on the District Council ahead of the first full council meeting on 24th May.
Cllr Adcock introduced himself and spoke about his background. He is particularly interested in environmental matters and energy. Cllr Gilmour introduced herself and spoke of her interest in farming. She is expecting to be on the Planning Committee.
Cllr Baylis asked about their strategy for attending Parish Council meetings. They would like to hold a District Councillor surgery for 30 minutes prior to each Parish Council meeting so that residents have a way of directly communicating with them.
They intend asking Cllr Chesterton if he would also like to join them at these surgeries. They will try and help everyone as best as they can.
Cllr Gilmour mentioned the building of a cabin above Castleland House, Oakfordbridge. While there hasn’t been a planning application submitted. they have asked the MDDC Planning Officer not to make a decision before carrying out a site visit. Cllr Baylis asked for an update next month.
Cllr Gilmour said they were genuinely democratic and here to serve the community,
Action: District Cllrs to provide an update regarding the building of a cabin at the next meeting.
Cllr Adcock and Cllr Gilmour left the meeting.
08/05/23. To agree to adopt the Local Government Association Model Councillor Code of Conduct 2020.
It was agreed to adopt the LGA Model councillor Code of Conduct 2020.
09/05/23. To agree the minutes of the meeting held on 11th April 2023 as an accurate record of the meeting.
The minutes were agreed as an accurate record of the meeting and the they were duly signed by the Chair.
10/05/23. Matters arising from the minutes, not covered elsewhere on the agenda.
None.
11/05/23. Planning
a) To comment on any planning applications received before the meeting.
23/00633/Full Removal of condition (e) of planning permission 80/01078/FULL relating to an agricultural tie. Location: Exeridge Farm, Bampton. Councillors decided not to comment on this application.
b) To note any planning decisions made by MDDC.
23/00596/PNAG Prior Notification for the erection of an agricultural storage building. Location: Land at NGR 286687 120516 Bickham Park Farm, Bickham Lane, Rackenford. Decision: prior approval is not required.
c) Update on response to letter sent to MDDC regarding criteria for decisions on PNAG applications.
The Clerk had reminded Angharad Williams that she had not replied to the letter sent to her on 15th February. Ms Williams apologised for the delay and asked John Millar, Area Team Leader (Development Management) MDDC, to reply on her behalf to the points made in the letter. Mr Millar emailed the Clerk on the 12th May and his response was circulated to councillors prior to the meeting. Mr Millar advised that despite there being no formal consultation process, this does not prevent Parish Councils, or members of the public, contributing to the process. While direct consultation does not take place, it is still possible to carry out a very quick check on the planning applications search, by Parish or Ward. I would avoid the weekly lists, as these only include applications which have also been advertised in the local newspaper, however by using the planning search tool, it will be very easy to see applications received within a certain period of time. This would enable the Parish Council to keep an eye on all applications received, even those where formal consultation doesn’t take place. The Parish Council may find that it probably won’t be necessary to comment on all forestry (PNFG) or agricultural (PNAG) applications, however there is the option to comment on any particular issues the Parish Council may feel are relevant to the application. While there is no scope for applications to be called into committee due to the time limitations imposed, and limited grounds that planning officers can assess the applications against, they will of course take into account any comments made, and where relevant can consider requiring further consideration under the extended prior approval process. A link to the planning applications search facility on MDDC’s website was included. Cllr Cridland said she was happy to keep tabs on applications and will check once a week. Cllr Mayer said the reply from Mr Millar didn’t directly address the size of sheds and the amount of land. This email can be referred back to and councillors noted the new District Councillors interests in planning and the environment which would be a good lever to feed into. The Clerk was asked to forward the email to Stoodleigh Parish Council.
Action: The Clerk to forward Mr Millar’s email to Stoodleigh Parish Council.
d) To note the adoption of the MDDC Air Quality SPD.
Noted.
e) Any other planning matters.
No other planning matters.
12/05/23. Highways:
a) Any matters to note or report.
Rookery Hill has been resurfaced. Highways will be coming back to hoover up the loose grit in the next couple of days. Residents on the route of the resurfacing were given leaflets explaining what highways were going to do.
b) Update on actions regarding flooding on Rookery Hill.
There was no update. Cllr Stevens reported that he had been to see the landowner at the top of the hill and he wants to help. The other farmer involved has said he doesn’t want the water to go into his field, even though it already does further down. It was thought that the landowner had a responsibility but the Parish Council needs to find out the legal situation. The water passes the soakaway it used to drain into, which has been blocked for years. Highways are aware of this. Cllr Baylis to ask Cllr Chesterton to speak to Cllr Stevens about the issues. Cllr Chesterton can take this up with Melanie McKenna, Neighbourhood Highways Officer (NHO), if necessary.
Action: Cllr Baylis to ask Cllr Chesterton to speak to Cllr Stevens and to take up with the NHO if necessary.
c) Update on request for improved signage for Hangmans Hill.
Cllr Baylis has sent detailed photos of each end of the road to the NHO. Some signs are missing from the north end and there is nothing to warn how narrow it is or what the gradient is. The NHO has confirmed in an email that the missing signs are to be replaced. It was thought that there had been a weight restriction at one time. Drivers are thought to be following satnavs and have no warning about the unsuitability of the road for them. Councillors were also concerned about the condition of the bridge and railings.
13/05/23. Reports: County Cllr Report.
Cllr Chesterton had contacted Cllr Baylis prior to the meeting with a verbal report. Donna Manson, DCC’s new Chief Executive, has been carrying out a root and branch review of DCC’s processes and she believes there are a number of savings that can be made. Cllr Chesterton is to prod highways regarding much needed repairs to the very poor road surface at Black Cat. There is now a bumpy road warning sign in place. During the winter signs to warn about ice could be placed on Hangman’s Hill.
14/05/23. Community Area:
Any points to note from inspections of community area.
Since the April meeting Richard Brain has carried out his last inspection and his report was presented to the Clerk. Seats in the summerhouse have been damaged. Cllr Mayer is hoping to be able to obtain some free second-hand plastic chairs as a replacement. The farmer responsible for the neighbouring field has a put strand of barbed wire on the top of the new fencing erected between the fields despite the Parish Council asking him not to do that. Cllr Stevens is hoping the new fence he will be erecting will cover the barbed wire. Cllr Stevens will look at the comments in the recent Rospa Report about the gap beside the new entrance gate and will correct it.
Action: Cllr Stevens to look at the comments in the recent Rospa Report about the gap beside the new entrance gate and correct it.
b) To agree who will carry out regular inspections of the community area.
It was agreed that Cllr Levick will carry out inspections every 10 days/fortnight.
Action: The Clerk to email a copy of the Community Area inspection form to Cllr Levick.
c) To consider quotes for grass cutting for 2023.
A specification had been produced for the work required and this had been advertised. It was agreed to award the contract to David Murphy. As his contract was not due to start until 1st June and the grass is already long it was agreed that Mr Murphy would be asked if he could carry out a cut before the 1st June and charge the Parish Council separately for it.
Cllr Baylis reported that he had received a request from a neighbour for the grass to be cut Monday to Friday between 9am and 5.30pm. That is something the Parish Council cannot promise and there were concerns that this was not a reasonable request. Mr Murphy will be asked to do his best endeavours to try and meet this request.
Action: The Clerk to contact Mr Murphy to inform as above.
d) To consider approval for MDDC to allow a temporary cessation of the PSPO on Saturday 1st July to allow a dog show to take place as part of the village fete.
The Fete Committee would like to hold a dog show at the fete and their Chair has spoken to an officer at MDDC about a one day exemption of the PSPO. The officer has asked if the Parish Council is happy for a one day exemption to be granted before they give permission. Councillors agreed they were happy for a one day exemption to the PSPO to be granted for the 1st July. A copy of the Fete Committee’s public liability certificate and a risk assessment for the event has been sent to the Clerk.
e) Any matters to note. On the 8th May, Bank Holiday Monday of the Coronation Weekend, a clean up of the Community Area was organised and brambles were removed from around the apple trees. It was agreed that Cllr Mayer would order an engraved brass sign to commemorate the coronation of King Charles III on 6th May 2023 and this will be placed beside the Landmark tree that was planted earlier in the year. Cllr Stevens will mount the engraved sign on a piece of wood which can be placed beside the tree,.Cllr Mayer reported that she had purchased 6 bags of sand for the football pitch and seeds/compost for the cobbles beside the phone/defibrillator box. An expenses claim will be presented for payment under item 16/05/23.
Action: Cllr Mayer to order an engraved brass sign ‘To commemorate the coronation of King Charles III on 6th May 2023’.
15/05/23. Update on the purchasing and siting of the second waste bins.
Cllr Mayer’s contact cannot get the bin that was suggested. It was agreed that Cllr Mayer would order another bin the same as the one on the triangle at the entrance to the village. The new bin will be sited on the grass by the side of the entrance to the community area. Cllr Baylis and Cllr Levick will look at the condition of the seat on the triangle and report back to next months meeting. The Clerk will add that as an agenda item.
Action: Cllr Mayer to order a waste bin, the same as the one she ordered previously.
Cllr Baylis and Cllr Levick to look at the condition of the seat on the triangle at the entrance to the village.
The Clerk to add an item about the condition of the seat to the next agenda.
16/05/23. Finance
a) To approve any invoices or expense claims presented for payment.
It was resolved to make the following payments:
Community Heartbeat Trust - £300.00 fitting the electric cabinet for the defibrillator in the phone box (Payment ref: 2324/05)
Community Heartbeat Trust - £47.94 4 x defibrillator signs for the phone box (Payment ref: 2324/06)
Mrs J Larcombe - £139.85 Clerk’s salary for April (Payment ref: 2324/07)
Cllr Mayer declared a personal and prejudicial interest in the following payment and took no part in the agreement of the payment.
Cllr J Mayer - £31.82 sand, compost and seeds as in item 14/05/23 e) (Payment ref: 2324/08)
As Cllr Baylis and Cllr Mayer are now the only 2 councillors who are signatories to the bank account councillors agreed that Cllr Mayer would have to be involved in the authorisation of her payment.
b) To note any receipts since the last meeting and the bank balance.
Since the last meeting a cheque for £27.11 has been received from National Grid as a wayleave payment and the precept of £6,009 has been received from MDDC
The Current Account balance is £15,184.80.
c) To receive the Internal Audit Report.
Deferred to the next meeting.
d) To agree the Annual Governance Statement for 2022-23.
Deferred to the next meeting.
e) To agree the Accounting Statement for 2022-23.
Deferred to the next meeting.
f) To agree that the Parish Council wishes to certify itself as exempt from a limited assurance review under Section 9 of the Local Audit (Smaller Authorities) Regulations 2015.
Deferred to the next meeting.
g) To agree additional signatories to the bank account.
It was agreed to consider switching the bank account from NatWest Bank to Unity Trust Bank as they are reported to be much easier to make payments with and to make changes to signatories etc. Now the interest rate has increased on savings accounts the Council would benefit by having a savings account as well as a current account. This will be discussed at the next meeting.
17/05/23. Update on CHT moving the defibrillator to the phone box.
This has now been completed. Defibrillator signage has been ordered from the Community Heartbeat Trust.
18/05/23. To report whether there have been any issues with smell from the sewerage treatment works.
No issues reported.
19/05/23. Correspondence:
The following correspondence was noted.
Invitation to Saving Devon’s Treescapes Community Forum on Tuesday, 16th May. Cllr Cridland will attend this online meeting.
DALC Newsletters
MDDC press releases
Cllr Mayer has registered an interest in applying for funding towards the construction of a path in the community areas from the Co-operative Community Fund.
20/05/23. To agree the date of the next meeting.
The next meeting will be held on Monday 12th June 2023.