Minutes Council Meeting July 7 2026
Draft Minutes for the Meeting of Stoodleigh Parish Council, held at 7pm on Tuesday 07 July 2026 at Stoodleigh Village Hall
Present: Cllr W Knowles Cllr J Mansfield Cllr C Payne Cllr R Wotton Cllr D Wotton
County and District Councillors. Cllr S Lodge, Cllr C Adcock Cllr M Stratton
There were 8 Members of the Public present.
1. Apologies for absence
Cllr J Widdowson
2. Declarations of Interest
None declared
3. The Public – opportunity for the public to speak on agenda items
A member of the Public informed the Parish Council that the two trees by the kissing gate require attention. There was a discussion about removing branches and possibly removing one of the trees to give the other room. It was agreed that the Clerk would contact the Tree Officer for advice and to understand what permission would be required.
A member of the public raised the subject of the Snow Warden role. A map has been marked showing all the grit bins in Stoodleigh Parish with a list of the locations and any relevant notes. It was questioned whether or not there was any need for a Snow Warden as it is the responsibility of Devon County Council to fill the grit bins. Questions were also raised by another member of the public about the legal responsibility and insurance when any work was done. DCC cover Public Liability if everything is carried out as it should be. There is no third party cover. It was suggested that the Parish carry on as there are which is that people use grit as required. Insurance may be available at a cost. It was agreed that the Parish Council would not proceed with having a Snow Warden. Mark Duckett and Julian Earl have agreed to check the grit bins on an annual basis.
4. The Minutes of meeting held 05 May 2026 were approved and signed.
b) the Minutes of the Planning meeting held 11 May 2026 were approved and signed.
5. The Minutes of Finance meeting held 27 May 2026 were approved and signed.
6. Matters arising from Minutes of 5 May 2026
a) Highways
Update on road sweeping. Some road sweeping has taken place, but not everywhere. The rotation should be every 8 weeks. Cllr Adcock agreed to follow up.
Update on flooded roads. Location of issue not known. Cllr Mansfield to check location to be passed to Cllr Lodge.
b) Clerk and Councillors email accounts and new website.
A new email arrived from MDDC today in relation to MDDC no longer hosting a website for Parish Councils which most people present had not had the opportunity to read. On investigation from the previous meeting, Cllr Mansfield does not believe the Parish Council would meet the eligibility for Microsoft which is free of charge to certain organisations. Cllr R Wotton volunteered to set up and manage a new website most likely using Wix. The cost appears to be around £10 per month through any provider.
c) where to position 20’s plenty signs
Cllr Mansfield confirmed that together with Cllr Widdowson, three locations have been identified for signs to be erected.
Cllr Mansfield to get the What3Words for each site. The Clerk will then pass to Seddons Estate Agents to put up the signs.
d) update on playground
Cllr Widdowson emailed the Clerk prior to the meeting, noting that the seats and handles have been fitted to the see-saw in the playground. Cllr Widdowson and Cllr Mansfield have carried out the repairs to the gate. The annual inspection is required. Suggestions were expected from the Company that did the Playground repairs but so far nothing has come through. (Note: This is not correct and a recommendation was received so a quote has been requested from the recommended provider). Clerk to get a quote from current Company and at least one other (now the Company suggested).
7. Matters arising from Minutes of Finance meeting 27 May 2026
a) Approved IT policy signed
b) Approved Risk Register signed
8. Follow up from Annual Parish Meeting
a) Road Warden Scheme – volunteers and next steps
A question was raised about insurance for this role. DCC provide some Public Liability cover but this would not cover injury to Volunteers doing the work. It was decided to keep to pot hole filling only. There are other tasks which can be covered under the Road Warden Scheme. The Parish Council need to nominate a Road Warden or possibly two to receive the training. It was agreed to add a Road Warden and Volunteer meeting to follow another Parish Council meeting already arranged for 21 July. It is understood the next training session is 14 August.
b) Snow Warden
Discussed in Public speaking time above and agreed not to proceed.
c) Community Hub pack
One of the requirements to receive a pack if for someone to attend an online workshop.
The Clerk has enquired about attending an online workshop and will be notified when there are next taking place. It was agreed that the Clerk would attend on behalf of the Parish Council
9. Reports
County and District Council (reports circulated prior to meeting).
Cllr Stratton gave an update. Those present were invited to email Cllr Adcock if they would like to attend a visit to the new recycling centre near Willand.
Cllr Lodge gave an update and added that there was a film about Climate Emergency with Chris Packham which could be requested for viewing. There have been good results from a trial using a mini dragon for resurfacing.
Cllr Mansfield asked Cllr Lodge how the Parish Council could apply for money from the Locality Fund. Cllr Lodge explained the process.
10. Finance
HSBC current account as at 12/06/26 £4360.57
Unity Bank Savings Account 31/05/2026 £5,004.53. Bank Statement received today showing balance on 30/06/2026 of £5028.86 which includes interest of £24.33.
a) AGAR and End of Year accounts update and actions required update
The Clerk gave an update and confirmed the AGAR had been received and accepted by the Auditors.
i) Draft General reserve policy.
A draft version a proposed General Reserve Policy was circulated before the meeting. It was agreed to review at the next Parish Council Meeting in September.
ii) Action to present bank reconciliation for checking (see agenda item 10 d)
b) Online banking update
i) Unity Trust Bank form to be signed by all three signatories
c) VAT receipt £119.25 of £199.25 claimed. Clerk queried shortfall. Following a phone call from HMRC, the error has been identified and rectified.
d) Bank reconciliation to 12/06/2026 to be checked and approved by a Parish Councillor (not one of the signatories). Cllr Mansfield checked and then signed the Bank Reconciliation sheet provided.
e) Payments to be approved
Clerk wages £480
Tax & NI HMRC estimated £130.00. Actual amount £147.45
Ministry of Play, see saw repairs £354.00
J Larcombe - internal auditor - £80.00
J Widdowson – Defibrillator pads - £254.40
An invoice from Matt Berry for Ground Maintenance for £350.00 was received after the agenda was circulated. The work and amount were approved at a previous meeting and so payment agreed.
11. Register of Interests (ROI) forms need to be updated due to change in requirements.
After a short discussion, it was agreed that all Parish Councillors would complete a new form by the next Parish Council meeting in September.
12. Update on filling Parish Councillor Vacancy
A Notice of Vacancy was advertised giving Parishioners the opportunity to request an Election. The required number of requests required for an election was not met. MDDC has given authority for the Parish Council to Co-opt a Parish Councillor to fill the Vacancy. This has been advertised on the website and Notice board giving a deadline of 13 July 2026 to apply.
13. Condition of trees at the kissing gate
Discussed in Public speaking time above. Cllr D Wotton to be the contact.
14. Planning reports and Outcomes –
26/00328/HOUSE Variation of condition 2 of planning permission 25/00006/HOUSE (Erection of two-storey and single storey extensions) to allow substitute plans relating to amended design 3 Court Gardens Stoodleigh. Decided. Permission granted
26/00388/FULL Removal of condition 3 of planning permission 11/01377/FULL (Conversion of redundant farm buildings to two holiday units and two ancillary bedrooms (Revised scheme)) relating to holiday occupancy to allow full residential use Barn Quoit-at-Cross Stoodleigh – Decided. Permission granted
26/00499/FULL Erection of an agricultural building for aquaponics enterprise. Land and Buildings at NGR 290715 118462 Beacon View Stoodleigh. Decided. Permission granted
23/01595/PNAG Prior Notification for the formation of an agricultural gateway and road Land at NGR 291096 118539 (West End Lane and Rull Hill) Stoodleigh – no further communication received from MD
Meeting closed 20:10
Clerk to Stoodleigh Parish Council