Parish Council Minutes: August 2024
DRAFT MINUTES
These minutes will be agreed at the Parish Council meeting on 9th September and might be subject to slight amendment
The minutes of a meeting of Oakford Parish Council held in the Committee Room at Oakford Village Hall at 7.30pm on Monday 12th August 2024
Present:
Cllr’s G Baylis (Chair), J Cridland, F Cross, L Gould, J Levick and P Potter.
In attendance:
County Cllr R Chesterton, District Cllr’s C Adcock & R Gilmour and the Clerk, Mrs J Larcombe.
44/08/24. To receive apologies for absence.
Apologies were accepted from Cllr J Mayer.
45/08/24. Declarations of Interest.
Cllr Baylis declared a personal and pecuniary interest in planning application 24/01071/House as the applicant is his next-door neighbour.
46/08/24. Public Forum.
No members of the public present.
47/08/24. To agree the minutes of the meeting held on 8th July 2024 as an accurate record of the meeting.
The minutes were agreed as an accurate record of the meeting and they were duly signed.
48/08/24 Matters arising from the minutes, not covered elsewhere on the agenda.
No matters arising.
49/08/24. Planning
a) To comment on any planning applications received before the meeting.
24/01055/Full Retention of a roof over existing yard area. Location: Land and Building at NGR 289774 123266 East Tapp Farm, Oakford. Comment: Oakford Parish Council supports this application.
24/01071/House Erection of two storey and single storey rear extension following demolition of existing extension and conservatory. Location: Lower Oakford, Oakford.
Cllr Baylis declared a personal and pecuniary interest and left the room. Cllr Cridland took the chair while Cllr Baylis was outside of the room.
Comment: Oakford Parish Council has no objections.
Cllr Baylis rejoined the meeting and took the chair.
b) To note any planning decisions made by MDDC.
24/00800/PNCOU. Prior notification for the change of use of agricultural buildings to 2 dwellings under Class Q. Location: Lower Woodburn Farm, Oakford. Decision: approval of prior notification.
c) Update on alleged planning breaches.
No update. A councillor mentioned that during a conversation with the owners of Spurway Barton they had invited the Parish Council to come and look at the work that has been carried out. The alleged planning breaches are being dealt with by MDDC planning enforcement and the Clerk advised against accepting an invitation at this time. Should the owners be required to submit a planning application as part of the enforcement process there is a risk of predetermination. Cllr Gilmour also advised against the Parish Council accepting the invitation.
d) Any other planning matters.
None.
50/08/24. Highways:
a) Any matters to note or report.
None.
b) Update on flooding issues/blocked drains.
No update.
c) Update on improving signage on Hangmans Hill.
A reply has been received from Melanie Mckenna, DCC Neighbourhood Highway Officer. DCC’s traffic orders team have said they have reviewed the request for more signage at this location. but believe the signage is adequate for this type of road and do not have the resources or funding available to make any changes at this time. Their advice is that regardless of any traffic signs, it is the responsibility of the driver to assess the roads they are using and drive accordingly. Any damage caused by a vehicle would need to be resolved with the driver and insurance companies.The highway asset manager advised the following: The crew working on B3227 weren’t working over the weekend this took place, but it may be that they were having chippings delivered or moved. The manager was not sure that the crew have their own lorries for delivering chippings and if it was related to their work, it’s likely that the lorry was owned and operated by a third party. If so, any damage caused would be down to the individual driver or company involved. Unfortunately, these types of incidents are a frequent occurrence now with sat navs sending vehicles on inappropriate routes
The email said there is no weight restriction on the bridge. It has been assessed for 40 Tonnes (HGV loading). Cllr Cross said she believed there had been a weight restriction on this bridge in the past. Photos of the signs that are in place at both ends of this road were attached to the email.
Councillors did not feel this was a satisfactory response. Cllr Chesterton told them he is still talking to Melanie about this but they are not seeing eye to eye on this. He feels additional signage is needed.Melanie is driving along every road in her area to check the condition of the surface, verges, hedges etc.
d) Update on parish map.
Cllr Baylis has met with Mr and Mrs Phillips whose knowledge of the parish has been very helpful and most properties have now been added to the map. He hopes to complete this in the next week and it will then be shared with councillors for them to check. Cllr Cross identified properties in the area of the parish in which she lives. Cllr Levick suggested adding information from ‘What Three Words’ to identify properties. Official footpaths are marked on the map with green dots and it wasn’t felt necessary to include the footpath numbers as most people do not use them. There is a link on the map to the Parish Footpaths and Walks page of the parish website so that people can look up the walks.
Ken White Signs have advised the inks they use are for exterior use but will fade over time. Cllr Baylis will investigate using an UV protection spray on the map to help prevent fading. He thought this would cost about £20 per can.
It was noted that producing this map is an extension of the previous noticeboard/map project and that is why Ken White Signs have been approached to do the work rather than trying to get 3 quotes.
Cllr Chesterton asked if anyone had expressed a concern about the name of their property being included on the map. Some of the properties are already named on Ordnance Survey maps.
Actions: Cllr Baylis to complete adding the names of properties to the map and then share with councillors. Also to find out more about UV protection spray.
51/08/24. Footpaths: to continue to discuss options for the Footpath Co-ordinator role.
Mr Cridland will take on the P3 Lead Co-ordinator role. He has been unable to meet with Mr Northcott yet but will arrange to meet him to collect all the latest documentation from him. The Clerk will inform the DCC Rights of Way Department that there has been a change of co-ordinator and will give them Mr Cridland’s email address. Cllr Gould has met Stuart Howell, DCC Public Rights of Way Warden in the past and is aware of the work that Mr Northcott has been discussing with Mr Howell. Cllr Cridland, Cllr Gould and some others from the walking group feel they can cover walking and checking the condition of the footpaths in the parish, recording the details on the relevant form.
The Clerk reported that she has not received the purchase order number to invoice DCC for this year’s P3 grant. She will email Jon Boyd who has replaced Ros Davies to ask for this. Cllr Chesterton to be cc’d in the email.
Action: Mr Cridland to meet Mr Northcott to collect all the latest documentation from him.
The Clerk to inform the DCC Rights of Way Department about the change of co-ordinator and give them Mr Cridland’s email address.
The Clerk to email Jon Boyd to ask for the purchase order number to invoice DCC for the P3 grant, cc’ing Cllr Chesterton in the email.
52/08/24. Reports:
a) County Cllr Report.
Cllr Chesterton explained that he had little to report as DCC meetings stop during August. He will have more to report in September when meetings restart. Cllr Levick raised concerns about overgrown hedgerows on narrow roads which are encroaching onto pull in spaces and also making reversing difficult. ‘The weather this summer has encouraged more hedgerow growth. It was explained that in most cases hedges are the responsibility of the landowner. Hedges can be cut during the summer if they are blocking visibility and making the road unsafe. It is hoped that landowners will soon start cutting their hedges, particularly once it gets to 1st September.
b) District Cllr Report.
The District Cllr Report had been circulated by email prior to the meeting. Cllr Gilmour said she would be looking at the revised draft of the National Planning Policy Framework (NPPF) as an MP. She commented on how devolution could affect planning: if the increased housing targets were devolved to a larger area of the country rather than individual councils a better spread of housing could be negotiated. Membership of government committees is being decided. She has reached out to some other MPs, particularly new ambitious ones, as she is aware that as she is not in the governing party she will get nowhere on her own. Cllr Adcock told councillors another Christmas gathering is planned for the councils in Clare and Shuttern ward.
53/08/24. Update on SWW work to the sewerage treatment works.
No issues reported.
54/08/24. Community Area:
a) Any points to note from inspections of community area.
Cllr Levick reported that he had inspected the community area twice since the last meeting and he gave the report to the Clerk. Someone daubed a red substance on the play equipment but this was cleaned off by a local resident. Initially it was thought to be paint but it is now thought it was more likely to have been ram raddle.
b) To discuss options for repairs to the bridge or possible replacement.
Cllr Levick is still trying to get people to come and have a look. He will push this more in September and October.
Action: Cllr Levick to push this again in September and October.
c) MDDC PSPO – consultation regarding proposals to extend and vary the Order.
The current order will expire on 6th October 2024 unless an extension is agreed. Some variations are proposed including the one for the community area and the varied order is now out for consultation until 31st August 2024. This will extend the order for a further 3 years. Cllr Baylis confirmed the information for the community area variation is correct.
d) To discuss the possibilities of creating a footpath from the Village Hall car park to the Community Area.
This was deferred as Cllr Stevens was not present.
e) Any matters to note.
Cllr Gilmour commented on how good the Oakford Flower and Produce Show had been.
Cllr’s Adcock, Chesterton and Gilmour left the meeting.
55/08/24. Finance
a) To approve any invoices or expense claims presented for payment.
It was resolved to make the following payments:
Hampton Maintenance - £360.00 grass cutting (Payment ref: 2425/16)
Mrs J Larcombe - £150.45Clerk’s salary (Payment ref: 2425/17)
.Since the last meeting a payment of £180.00 has been made to Hampton Maintenance for grass cutting (Payment ref: 2425/15).
An internal transfer will be made from the Instant Access Account to the Current Account to return the balance to £500.00
b) To note any receipts since the last meeting and the bank balances.
There have been no receipts since the last meeting.
The Current Account balance is £500.00 and the Instant Access Account balance is £15,176.62.
c) To receive a report on budget v actual for 1st April 2024 – 31st July 2024.
The report was noted. Room hire has exceeded the budgeted amount by £61 but the invoice issued was for more than 12 months. It covered room hire for 2023 -24 and the April and May Parish Council meetings plus the 2024 Annual Parish Meeting. There were no other concerns.
d) Bank reconciliation 31.07.24.
The bank reconciliation and bank statements to be circulated to all councillors and Cllr Levick to check and sign the reconciliation and the bank statements.
Action: the Clerk to circulate the bank reconciliation and bank statement to councillors. Cllr Levick to check and sign.
e) Update regarding making an application to the Wild About Devon Community Wildlife Grant Scheme 2024.
Cllr Gould reported that she had made contact with Mr Bannister. He has been concentrating on projects around Hamslade and needs to get a dormouse survey done. He didn’t answer her question about applying for funding. Although there is no reason why the Parish Council couldn’t apply independently there are no planned projects. It was agreed to leave it for this year.
56/08/24. Arrangements for defibrillator training.
Cllr Baylis will email potential dates around after checking the hall is available and there are no clashes with other events in the parish.
The pads on the defibrillator have been replaced.
Action: Cllr Baylis to email potential dates around after checking the availability of the hall and avoiding clashes with other events.
57/08/24. Correspondence.
The following correspondence was noted:
DALC Newsletters
MDDC press releases
MDDC – latest side waste statistics & Drop in Surgeries Phoenix House Thursday
22nd and Thursday 29th August at 3pm
MDDC – Mid Devon Walking Festival. The leaflet giving details of the walks will be added to the website.
Action: Cllr Baylis to add the leaflet of walks to the website.
MDDC - Licensing consultations: Licensing Act 2003 and Gambling Act 2005
MDDC – Grand Western Canal Conservation Area Consultation
58/08/24. To confirm the date of the next meeting.
The next meeting will be held on Monday 9th September 2024.
Cllr Levick and Cllr Potter gave their apologies.
The meeting closed at 8.55pm