Minutes of the Parish Council Meeting
Held on Wednesday 14 October 2009
In the Meeting Point, High Bickington at 7.30pm

Present:
Myc Riggulsford (Chairman), Chris Brown, Stella Burrows, Roger Keen, Mike Leatham, Peter Tucker.

In attendance:
1 member of the public; Mrs Di Carter, Clerk

As neither the County Councillor nor the District Councillor was present and there was no representative from the Police, there were no reports to the Council.

Before the subject was discussed in the formal meeting the Chairman asked the member of the public present and Councillors for their views on the criteria they felt should be required for the awarding of Parish Council grants, particularly to adult sports groups and also enquired what other funding opportunities were available. It was felt that the Parish Council should consider providing funds towards grounds maintenance as this would benefit the community facilities but they should not fund kit etc.

The formal meeting was convened at 7.40pm.

1. Apologies for absence
   Apologies were received from David Brown, Stan Maskell and David Venner.


2. Declarations of Interest
   Mike Leatham declared a personal interest in agenda items 6 and 7 as the Parish Council’s representative to the Community Property Trust.
   Grants: Declarations of interest recorded in Minute 11(5) of the meeting held on 9 September 2009 remain.
   


3. Minutes of the Annual Parish Council meeting held on held on 9 September 2009
   The Minutes of the meeting held on 9 September 2009 were agreed and adopted by Councillors and the Chairman signed the Minutes.
   


4. Matters Arising from the Minutes of the meeting held on 9 September 2009
   Clarification of figures under "Funding Appraisal" re Little Bickington Farm project presentation – addition to Minutes. The Chairman explained that the additional paragraph had been provided by Mike Leatham in response to the Chairman’s query re funding and had been inserted into the Minutes following the meeting. Councillors unanimously agreed that this insertion should remain.


5. Police Matters
   There was no newsletter from the Police. Stella Burrows said that there have been various reports of anti-social behaviour and emphasised the importance of reporting these incidents immediately to the Police. This avoids delays in Police response.
   The Chairman reported an e-mail scam which was purporting to come from HM Customs and Revenue.


6. Possible Sale of the Barton Meadow Hall site
   
   1. Mrs Harpum’s land. The Chairman reported a meeting he had with Mrs Harpum and she has agreed to take this land back into her ownership. She has asked that the Parish Council inform Pearce Construction that she does not wish to be approached by them regarding this land and the Chairman has informed Pearce of this.
      The Clerk reported a conversation with Mr Ian Budge at Brewer Harding & Rowe, Solicitors, regarding the drawing up of a Transfer Deed to enable the strip of land to be returned to Mrs Harpum’s ownership. Mr Budge had informed the Clerk that the original signatories, Mr Maurice Ridd and Dr Mike Leatham, will need to sign the transfer deed to cancel the original deed. Chairman queried this requirement in view of the fact that he felt Mr Ridd would have signed as Chairman, and on behalf of, the Parish Council. As Mr Ridd is no longer a member of the Council he felt it should be the current Chairman who takes on this responsibility. The Clerk agreed to take this up with Mr Budge and report back.
      The estimated cost of the transfer would be £50 for Land Registry fees and £100-£150 for legal fees. Following a discussion it was agreed that Brewer Harding & Rowe be asked to take this matter forward and Mike Leatham agreed to contact Maurice Ridd to inform him of the proposed action.
      
      Decision: Proposed by the Chairman and seconded by the Vice-Chairman, Councillors present resolved unanimously to ask Brewer Harding & Rowe Solicitors to draw up a transfer deed to return the 3m strip of land back to Mrs Betty Harpum.
      
   
   
   2. Sale of Village Hall Site. The Chairman reported correspondence with Pearce Construction. Their letter agrees to the terms of sale as follows:
   
   
   1. That the sale monies would be paid to the Parish Council on receipt of planning permission.
   
   
   2. That the Parish Council may sell the copse land to a third party and retain the sale monies, but the current covenants restricting its use and any building on it would remain in the sole favour of Pearce Construction (Barnstaple) Limited.
   
   
   3. The hedge bank will be retained as part of any proposals for development. They will be conveyed away with an appropriate plot abutting, but will be protected by covenant. This was the agreed solution at the meeting.
   
   
   4. We will be surveying the land this week and confirming the measurements of the copse site in due course.
   
   
   5. Finally we enclose a plan identifying the position of SWW apparatus in the area.
   
   
   The plan confirmed that there is no water main crossing the copse area.
   
   A discussion followed on point 3) as the Parish Council had requested that the hedge bank be retained by them. If Pearce’s wording in 3) is agreed it was felt that the covenant covering the hedge bank will need to be carefully worded to ensure that owners of the new properties retain the hedge bank in its current state. The Clerk was asked to obtain a copy of the proposed covenant. The Chairman suggested that Councillors visit the site to familiarise themselves with the current layout and position of the hedge bank
   
   Decision: Proposed by Mike Leatham and seconded by Chris Brown Councillors present unanimously resolved to accept the offer of £100,000 for the Hall Site minus the copse together with the terms of sale as confirmed by Pearce Construction in their letter dated 12 October. A copy of the covenant covering the hedge bank to be requested.
   
   
   3. The Chairman reported a letter from the owner of Holly Cottage which abuts the copse regarding the possible sale of the copse to a third party as reported in the September Minutes. She had previously expressed an interest in purchasing the site if it became available. The Clerk was asked to write to the property owner to inform her that the Parish Council has no plans at present to sell the copse and the minutes merely reflected a discussion on future possibilities. Any future plans will be made available to the public.
      
   
   


7. Parish Plans
   
   1. October update – David Venner had circulated copies of the October report, showing current Bank balances and reporting decisions taken at the Annual General Meeting held on 24 September 2009. The report also included news that David Venner has been successful in a bid to acquire trees and hedging plants to plant up the bank at Barton Meadow between the recreation area and the development site. Rabbit guards and supporting canes will need to be purchased at an estimated maximum cost of £100.
      
      Decision: Proposed by Roger Keen and seconded by Stella Burrows, Councillors present agreed that the Parish Council will fund the rabbit guards and supporting canes to a maximum sum of £100. Councillors further agreed that the Chairman and Vice-Chairman be allowed to issue a cheque if required before the next Council meeting in November.
      
      Stella Burrows asked whether the 106 agreement has been signed. Mike Leatham said confirmation of this was still awaited. Once the 106 agreement is signed the Community Property Trust will be able to approach applicants for the affordable housing.
      
      (NB – news that the 106 agreement has been signed was received on 15 October 2009.)
   
   
   2. Replacement gate at Community Woodland – Roger Keen reported that Ros Davies, Footpaths Officer at Devon County Council will deliver a new gate shortly. Councillors wished to express their thanks to Ms Davies for her help in this matter.
   
   


8. Barton Meadow Recreational Play Area
   
   1. Devon Bank Repairs – This work has still to be carried out. Peter Tucker will inspect the damage to see if repairs can be carried out without the involvement of outside agencies as this is proving difficult.
   
   
   2. Peter Tucker reported that Jim Hedges has agreed to cut back the cycle track grass, the cost will not exceed £100. Councillors unanimously agreed that this work be carried out.
   
   


9. Matters raised by the Chairman
   The Chairman reported a telephone call from the Chairman of Burrington Parish Council regarding their concerns over new building works at Eaglescott Airfield. Whilst being grateful for being kept informed Councillors felt that as the Airfield is not directly the concern of High Bickington Parish Council, any local residents who have concerns or who wish to complain about noise should write to North Devon District Council, the authority responsible for the jurisdiction of the Airfield, sending a copy to the Clerk so that we are aware of the concerns.


10. Maintenance
    
    1. Highways – Roger Keen reported that Quarries Road is liable to flooding between Highfield and the entrance to the playing field.
       Deepy Lane has serious erosion problems between Snape and the A377.
       Peter Tucker reported missing wire fencing adjoining the railway line on the A377.
       The Clerk reported problems in contacting the Highways Engineer responsible for High Bickington and Councillors agreed that a letter be sent to County Councillor Andy Boyd reporting the current lack of liaison.
    
    
    2. Footpaths and Byways – Roger Keen had nothing to report.


11. Finance
    
    1. Accounts as at 29 September. These were agreed, accepted by Councillors present and showed a bank carry forward figure of £18,147.29 following authorisation for payment of the cheques listed below:
       
       100261 HB Playing Fields Assn - £100.00
       100262 HB Youth Judo Club - £100.00
       100263 Libbaton Junior Golf - £100.00
       100264 HB Parochial Church Council - £100.00
       100265 The Meeting Point - £100.00
       100266 HB Play Area Group - £100.00
       100267 HB Primary School PFA - £100.00
       100268 CPT Quarry Wood Committee - £100.00
       100269 HB Toddler Group - £100.00 (Sub Total: £900.00)
       100270 D Carter – salary (£238.87) + Expenses (£46.20) - £285.07 (Total: £1,187.05)
       
    
    
    2. High Bickington Directory – This is in hand.
    
    
    3. Award of Annual Grants – following a discussion on the award of grants at the September meeting the clerk had drawn up a draft policy and circulated copies to all Councillors present, covering the criteria to be applied for a successful application. Subject to one amendment the policy was agreed and signed by the Chairman. The Clerk was asked to send copies to successful applicants with their cheques and display copies on the noticeboards. Applicants will be informed of any specific item the funding has been awarded for.
       
       Decision: Proposed by Chris Brown, seconded by Stella Burrows, Councillors present agreed that all applicants this year (9) be awarded £100 each, payable in October 2010 as follows:
       
       HB Youth Judo Club
       Libbaton Junior Section
       HB Parochial Church Council
       The Meeting Point
       HB Primary School PFA – for library facilities
       HB Toddler Group
       HB Cricket Club - towards cost of new mower
       Playing Field Association
       HB Play Area Group
       With a budget of £1,000 this leaves a carry over figure of £100.
    
    


12. Planning
    
    1. Applications:
       There were no planning applications.
    
    
    2. Decisions:
       
       1. 1/0616/2009/FUL
          Proposed replacement garage
          Passmores Lodge, Ebberley, Torrington
          Mr & Mrs S Kinsey
          Decision: GRANTEDD
          
    
    
    3. 48299 – N Devon CC - Proposed blending shed, NWF Agriculture, Wixland, Atherington A decision has not yet been received.


13. Correspondence
    
    1. BT – Payphones – response to request for clarification of the position regarding the kiosk outside Post Office. The Clerk read a response from BT which did not satisfactorily clarify the situation and she was asked to follow this up.
    
    
    2. DCC – Country Mile Project – Report on installation of speed limits on A377 – in circulation pack.
    
    
    3. South West Planning Aid – notice of free planning seminars – request for response. Most Councillors present had attended similar seminars and the Clerk was asked to report back if any further seminars were arranged locally as a result of this circular.
    
    


14. Items for information
    Roger Keen reported speeding traffic going out of the village towards Barnstaple and apparently ignoring the zebra crossing. It is recommended that the registration numbers of offenders be taken and reported to Police
    


15. Date of next meeting:
    Wednesday 11 November 2009 at 7.30pm in the Meeting Point, High Bickington.
    

There being no further business the meeting closed at 9:04pm.