Minutes of the Parish Council Meeting
Held on Wednesday 9 December 2009
In the Meeting Point, High Bickington at 7.30pm

Present:
Mike Leatham (Chairman), David Brown, Stella Burrows, Roger Keen, Stan Maskell, Peter Tucker.

In attendance:
County Councillor Andy Boyd; PCSO Sandra Brown; David Venner – Community Property Trust; 3 members of the public; Mrs Di Carter - Clerk

In the Chairman's absence Mike Leatham (Vice-Chairman) chaired the meeting.

Mike Leatham invited Councillor Andy Boyd to address the meeting. Councillor Boyd reported that the Devon County Council Executive Cabinet will be deciding on December 15th whether to release funds for the Little Bickington Farm project to allow Phase 1 to go ahead. He was anticipating a favourable outcome and would be making representations on behalf of the Parish Council.

Councillor Boyd acknowledged problems regarding communication between local Councils and Highways. This has been due to a new method of operation which has meant that the local repair teams have been replaced by a centrally controlled operating system. It has resulted in a lack of response locally to reports of problems and it has been accepted that the new system is not satisfactory and is proving costly. Meetings are being held to reach a solution and hopefully restore a more locally controlled operation.

Regarding the Boundary Committee's recommendation to support a single unitary council for the current Devon county area, Councillor Boyd said the period for consultation ends on 19 January 2010 and representations will continue to be made to the Secretary of State before a final decision is made. Councillor Boyd felt the most important thing is to provide good services at reasonable cost and this might, he felt, be best achieved by shared services. The cost of the exercise is mounting fast and it is important to get the best option in place but seeking cost savings now.

A member of the public queried the reported plans to build a total of 260,000 new houses in the Torridge area by 2019. Councillor Boyd felt this might not be a feasible goal as infrastructure services will not currently support this and improvements should be put in place before embarking on such a large building programme. It was also noted that High Bickington had been classed in the category "large village or small town". Councillor Boyd felt this was as a result of the necessity to categorise areas but he said he would look into the reasoning behind it.

Following a query from Peter Tucker, Councillor Boyd explained further the current method of operation undertaken by Highways following the reorganisation and also the cost implications. He was confident the problems would be rectified.

Councillor Boyd left the meeting.

Mike Leatham welcomed PCSO Sandra Brown to the meeting. PCSO Brown circulated copies of the latest newsletter and reported two crimes in the village in the previous 30 days, one of which was reports of sheep worrying. The offending dog has been identified and the owner is being dealt with.

Posters identifying the local Police team are being produced and PCSO Brown asked if these could be displayed on noticeboards in the village.

PCSO Brown left the meeting.

David Venner reported that he had contacted Torridge District Council following their invitation to access help with litter picking and this had had a successful outcome.

Stella Burrows reported that the Police are keen to receive input from the community on the services they want the Police to deliver. Mike Leatham suggested that this information be sent to Ramblings for inclusion.

Stella Burrows wished to express her appreciation to PCSO Brown for her hard work on behalf of the local community - she spends a considerable amount of time working with the community and Stella Burrows felt it would be appreciated if people would show their appreciation by supporting her.

The formal meeting was convened at 7.53pm.

1. Apologies for absence
   Apologies were received from the Chairman (away on business) and Chris Brown.
   


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.
   David Brown declared a personal and prejudicial interest in agenda item 6 and a personal interest in agenda item 7 as Chairman of the Community Property Trust. He also declared a personal interest in the planning application for Snape Farm.
   


3. Minutes of the Parish Council meeting held on held on 11 November 2009
   The Minutes of the meeting held on 11 November 2009 were agreed and adopted by Councillors. The Chairman signed the minutes
   


4. Matters arising from the Minutes of the meeting held on 11 November 2009
   There were no matters arising.
   
   
5. Police Matters
   Stella Burrows urged people to join the Police Messaging service. An application form has to be completed and information is relayed via e-mail, fax or telephone. It is an important facility and support is vital to its success. Some Councillors felt that the form might deter some people from applying.
   


6. Sale of the Barton Meadow Hall site
   
   1. Mrs Harpum's land: Mike Leatham reported that the Transfer Deed to return Mrs Harpum's land to her ownership has been completed and the ownership returned to Mrs Harpum.
      
   2. Hall Site - Pearce Construction has now supplied a map of the area with measurements. Following an examination of the plans and a discussion, it was agreed to accept the plans as drawn. The Clerk was asked to obtain clarification that pegs marked E,F,G shown in the middle of the hedge do represent the boundary. Subject to this clarification the Clerk was asked to convey Council's agreement to Pearce Construction and to Mr Ian Budge (Solicitor).
   3. The Clerk reported a notice from Pearce Construction to the Parish Council as landowners that they intend to apply for planning permission to erect 3 dwellings on the hall site.


7. Parish Plans
   December update - David Venner circulated copies of the December report showing current Bank balances. Phase 1 is due to start in February 2010 to include a new access road from North Road, installation of drainage and road infrastructure, building of 16 affordable homes and possibly a "market sale" show home, proving up to 7 serviced plots on which market sale home could be built if sold "off plan", building 2 workshops for rental and building a boiler room/wood store and installing the biomass boiler system. The funding process is well under way. An application to the Low Carbon Communities Challenge was unsuccessful in the final stage of the first phase of grants but as it was shortlisted from an initial 500 applications it is hoped it may be considered in the second phase. This would have also benefited the wider community with help and devices to improve energy saving.
   It is anticipated that Devon County Council will approve the release of £850,000 at their meeting on 15 December towards meeting their share of the infrastructure and professional fees costs that relate to the new school building. The Parish Council is being asked to release the balance of Section 106 monies (£77,533.20) as required from Feburary 2010 towards the infrastructure costs for phase 1 of £116,410 and professional fees of £43,365.
   
   David Brown outlined the funding process and offers being made and also answered Councillors questions.
   
   David Brown left the meeting to allow for a discussion on the report.
   
   Decision: Proposed by Peter Tucker, seconded by Stella Burrows, Councillors present and eligible to vote (5) agreed unanimously that the balance of the Section 106 monies (£77,533.20) be released as and when required from February 2010 with the proviso that an audit trail be provided to show the items of expenditure covered by these funds.


8. Standing Orders
   Following the previous meeting the Clerk presented a revised copy of the Standing Orders incorporating the following paragraphs to cover the communication of agendas and any other papers electronically:
   
   Item 4(g) - To sign and issue the summons to attend meetings of the Council. The Proper Officer is authorised to issue agendas for meetings electronically where appropriate.
   
   Item 4(i) - To communicate information electronically where appropriate.
   
   Decision: Proposed by David Brown and seconded by Mike Leatham Councillors present agreed unanimously to adopt the revised Standing Orders. - A copy will be posted on the website.
   


9. Barton Meadow Recreational Play Area
   There were no reports on the Play Area.
   


10. Matters raised by the Chairman
    Mike Leatham reported a letter sent on behalf of the Parish Council, and at the request of the Community Property Trust, in support of their grant application to the Low Carbon Communities Challenge.
    


11. Maintenance
    
    1. Highways - Stan Maskell had nothing to report. It was noted that the repairs in North Road have been carried out.
    
    
    2. Footpaths and Byways - Roger Keen reported that the bridle gate has been delivered to David Venner.
    
    


12. Finance
    
    1. Accounts as at 27 November. These were agreed, accepted by Councillors present and showed a bank carry forward figure of £17,619.96 following authorisation for payment of the cheque below:
       
       100275 D Carter, salary (£238.87) + (Expenses £54.75) - (Total: £293.62)
       
    
    
    2. High Bickington Directory – A decision on the funding application to Torridge District Council is awaited.
       
    
    


13. Planning
    
    1. Applications:
       1. 1/1146/2009/FUL
          
          Proposed conversion to dwelling
          
          Old Skittle Alley, High Bickington
          
          Mrs M Howard
          
          Decision:Councillors present (6) unanimously agreed to support the application.
       
       
       2. 1/1142/2009/FUL
          1/1143/2009/LBC
          
          Construction of wood store/boiler room
          
          Snape Farm, High Bickington
          
          Mr & Mrs J Hedges
          
          Decision: Those Councillors present and eligible to vote (5) agreed to support the application.
       
       
       3. 1/1129/2009/FUL
          
          Proposed extension to provide additional living accommodation and internal alterations
          
          Old Park, High Bickington
          
          Mrs S Day
          
          Decision:Councillors present (6) unanimously agreed to support the application.
       
       
    
    
    2. Decisions: There were no decisions to report.
    
    


14. Dates of meetings for 2010
    
    1. Wednesday 13 January
    2. Wednesday 10 February
    3. Wednesday 10 March
    4. Wednesday 14 April
    5. Wednesday 12 May - Annual Parish & Parish Council Meetings
    6. Wednesday 9 June
    7. Wednesday 14 July
    8. August - no meeting
    9. Wednesday 8 September
    10. Wednesday 13 October
    11. Wednesday 10 November
    12. Wednesday 8 December
    
    It was noted that the dates for meetings in May and June may have to be changed in view of the possibility of a General Election.


15. Correspondence
    
    1. TDC - Code of Conduct - Dispensations - A guide for Parish Councillors - copies circulated to all Councillors
    2. TDC - Draft Wind Energy Policy - for consultation and response. In circulation pack.
    3. TDC - Budget questionnaire - for response. In circulation pack for the Chairman to respond.
    4. E-mail from James Morrish reporting Boundary Committee recommendation.
    5. Notification of the appointment of a new External Auditor - Mr Wayne Rickard.


16. Items for information
    Peter Tucker reported the recently announced and much improved classification by the Audit Commission of Torridge District Council as a "good" Council. He felt the Parish Council should acknowledge this achievement and the Clerk was asked to send a letter of congratulation to James Morrish on this and his engagement.


17. Date of next meeting:
    Wednesday 13 January 2010 at 7.30pm in the Meeting Point, High Bickington.

Mike Leatham wished everyone a very Happy Christmas and New Year.

There being no further business the meeting closed at 9.08pm.