Minutes of the Parish Council Meeting
Held on Wednesday 14 December 2011
at 7.30pm in the Meeting Point, High Bickington

Present:
Peter Tucker (Chairman), Steve Alford (Vice-Chairman), Chris Brown, David Brown, Roger Keen, John Phillips, Peter Worrall.

In attendance:
Torridge District Councillor Harold Martin, Mrs Dawn Stabb – Deputy Executive Headteacher - Chulmleigh Academy Trust, Kay Harding – Secretary/Bookkeeper – Community Property Trust, 2 Members of the public, Mrs Di Carter – Clerk

The Chairman welcomed everyone to the meeting.

Matters raised by the public:

An approach has been made to the Parish Council by students at Chulmleigh Academy Trust to help finance transport for students from High Bickington and Burrington to attend out of hours tuition to help with GCSE work, to attend study groups, a homework class and the fitness suite. Discussions with the bus company have resulted in an agreement to extend the bus service to High Bickington for an additional £12 per week making a total weekly charge of £50.  There are 17 students who are interested in the service, 13 from High Bickington and 4 from Burrington; the bus could accommodate 20 in total.  It is envisaged that this facility would run from January to July, fortnightly at first increasing to weekly nearer the GCSE examination dates.  Dawn Stabb said this is a student led initiative to enable those living outside of Chulmleigh to take advantage of the additional tuition. Burrington Parish Council has been approached but at the present time is unwilling to award a grant for the service due to the small number of students from Burrington who could take advantage of the service.

The Chairman said the Parish Council had received an excellent letter from a student regarding this matter and consideration would be given to the request in the formal meeting later. He asked Dawn Stabb to update the Council on news from Chulmleigh Academy Trust.

Mrs Stabb said that as from August 2011, in conjunction with Burrington Primary, Chulmleigh Primary and East Worlington Primary schools, the College had converted to Academy status. From January 2012 they will be joined by Lapford Primary School. They are committed to working with all primary schools in the Learning community; many events, facilities etc will be shared with all school, irrespective of whether they have federated with Chulmleigh.

On May 21st 2012 the Olympic torch will come through Hatherleigh to Torrington; Chulmleigh are considering plans for some students to see this and maybe light their own torch from the Olympic torch and take this round to all local primary schools.

23rd June 2012 is World Sports Day which is a national event and it is hoped as many local primary schools as possible will take part. There is a professional theatre company coming to Chulmleigh to present a pantomime and this will be open to all schools in the Learning Community.

Chulmleigh Academy Trust has achieved excellent results in the national tables, coming in the top four of schools and is achieving results above the national average in most subjects.

The Chairman thanked Dawn Stabb for attending the meeting and for the reports which he found encouraging, he was pleased to hear Chulmleigh will continue to work with all schools in the Learning Community.

Dawn Stabb left the meeting.

The Chairman invited District Councillor Harold Martin to update the Council on Torridge matters.

Councillor Martin said Torridge were in the process of budget setting which was proving difficult in the light of current financial restraints and it has been a question of prioritising services. The Chief Executive position will become vacant in February and discussions are under way as to the best way forward

The Planning department, working jointly with North Devon District council, is also undergoing change, there are eleven recommendations to Council to improve customer care and these go to Full Council on 19 December. If agreed it should result in a considerable improvement to the service. The post of Joint Planning Manager is being re-advertised, along with advertisements for two planning officers to fill vacancies. There have been staff losses recently due to staff moving away etc. but it is hoped to get the team up to full strength shortly.

In view of the need to cut costs Councillor Martin feels working jointly with other District Councils is essential.

Councillor Martin reported a request from a resident of High Bickington for the Parish Council to provide a dog bin in Pound Lane. This request will be looked into.

Councillor Martin reported that he has now moved to Yarnscombe.

The Chairman thanked Councillor Martin for attending the meeting and also thanked him for his help, particularly to the Clerk, with matters which have proved difficult to solve.

The formal meeting was convened at 8.10pm.

 
1. Apologies for absence
    
   Apologies were received from Stella Burrows (illness) and PCSO Sandra Brown.
    

 
2. Declarations of Interest
    
   David Brown declared a personal interest in agenda item 6 as Chairman of the High Bickington Community Property Trust.
    
   Peter Tucker declared a personal interest in agenda item 11(b)
    
   Peter Tucker, Chris Brown and John Phillips declared a personal interest in agenda item 10(a) relating to the request for grant funding for Chulmleigh Academy Trust.
   

 
3. Minutes of the Parish Council meeting held on held on 9 November 2011
    
   The Minutes of the meeting held on 9 November 2011 were approved and adopted by Councillors present. The Chairman signed the minutes.

 
4. Matters Arising
    
   
   1. New School update – There was nothing further to report.
   
   
 
5. Police Matters
    
   In Stella Burrows’ absence the Clerk read a report from PCSO Sandra Brown stating that in the last 30 days High Bickington had been crime free, with one log generated for obstruction. A contact information sheet was attached to the report and this will be displayed in the Meeting Point and on noticeboards.

 

6. Parish Plans
    
   
   1. December update from Community Property Trust – Kay Harding had circulated copies of the report. David Brown said he felt it was unlikely that completion of phase 1 will take place before Christmas due to the bad weather. Problems are being experienced with Torridge District Council because of a refusal to agree to a Deed of Variation in the terms of the 106 agreement for mortgagees in possession, Such a variation has already been agreed for two schemes in Holsworthy and without a similar agreement applicants for mortgages in respect of affordable housing at Little Bickington Farm could find it impossible to access funding from some of the larger mortgage providers. The allocation of rental properties is well under way and successful applicants have attended a site visit.   Dion Mantell wished to thank the Parish Council for their grant towards starting a youth film club in the village. John Phillips raised concerns about smoke emissions from the site and noise from the boiler. David Brown agreed to follow this up. A landscape architect is being employed to draw up a planting schedule for the site.
   
   
   2. Community woodland – A working party held on 3 December 2011 was attended by a few volunteers, it proved to be an enjoyable and successful day. Consideration is being given to sowing a wild flower meadow, making a disabled parking area and planning for a wildlife and wetland area.
   
   
   3. New Community Hall – David Brown gave a Powerpoint presentation on the original and new plans for the community hall. Amendments had been necessary following the uncertainty about the provision of a new school building. The new plans will provide a large meeting room, sports hall (180 sq.m) built to Sport England standards, kitchen (5m x 4.9m), changing rooms and showers. It is currently being built within the original building envelope but the first floor element will not be fitted out; if the new school goes ahead it can easily be adapted to the originally intended two storey layout. In response to a question David Brown pointed out that the multi-use games area (MUGA) was always intended to be built and funded as part of the new school. To take this forward at the present time would require negotiating with Devon County Council to lease the land and even if this was successful the cost would be in the region of £75,000 to provide this facility.
      Peter Worrall said the new hall would obviously need to be self-financing and asked how this will be achieved, particularly in view of the fact that the kitchen facilities will not meet catering standards and functions would provide a good source of income. David Brown said the kitchen equipment has not been finalised but to provide a catering standard kitchen would necessitate complying with stringent food hygiene regulations and to meet these regulations would add considerable cost; as a result of the new school not going ahead at present cost savings have had to be made. He felt the facilities being provided would be adequate for catering for functions. Peter Worrall felt, following the meeting on 10 November when Bob Head was in attendance, there are mixed messages being received about the plans for the hall. David Brown said the hall will provide some of the best facilities in the area and urged people to wait and judge the hall when completed. A business plan has been produced but the finer details about charges, etc will need to be put together as part of ongoing consultations.
      The Chairman said he felt the new hall would be an exceptional building and asked that the Parish Council be involved in any decision making for the hall; he felt it was important that the correct facts are available. Kay Harding said if anyone has any queries on provisions for the hall they can contact her or Dion in the office, by telephone, fax or e-mail.
       
      Dion Mantell is working hard on raising interest in the hall and is achieving a high degree of interest.
   
   

 
7. Barton Meadow Recreational Play Area
    
   
   1. Update on repairs and painting work – Gary Mitchell has carried out some work, but the weather is preventing the work being completed.
   
   
 
Matters raised by the Chairman
 

1. Christmas Fayre – The Chairman expressed the Parish Council’s thanks to all those involved for their work to make this event so enjoyable and successful.


2. The Chairman wished to congratulate the Headteacher and all staff at High Bickington Primary School for the recent good Ofsted report.


8. Maintenance
   
   
   
   1. Highways – The Chairman said Highways have carried out a fair amount of work to repair potholes and the Lengthsman has been in the village recently. The Clerk reported a notice informing of the proposed road closure for patching work from Langridgeford to High Bickington in January.
   
   
   2. Winter preparation – The Chairman reported that he has taken delivery of 4tons of rock salt in bags.  In the event of bad weather this can be used in the village but he is keen that the supply is controlled and asks all residents to request any salt required from him, any Councillor or the Clerk and delivery will be organised.
   
   
   3. Footpaths and byways – Roger Keen had nothing to report. He will be carrying out his annual inspection in January.
   
   


9. General Finance
   
   
   1. Barclays current a/c statement at 29 November 2011 - £19,475.36
       
      Cheques not presented:
       
      100368 Libbaton Junior Golf - £ 100.00
       
      £19,375.36
        
      Authority required for cheques:
       
      100379 Ramblings Subscription - 6.00
      100380 D Carter Salary £241.35 & Expenses £38.61 -  £ 279.96
      100381 D Jones – grasscutting - 30.00
       
      Total - £ 315.96
       
      Bank position 12 December 2011: £19,059.40
       
      Declarations of interest in the following item had been lodged by Peter Tucker, Chris Brown and John Phillips and they did not take part in the decision.  Vice – Chairman Steve Alford chaired this item.
       
      Request for grant from Chulmleigh Academy Trust – following the visit of Mrs Dawn Stabb earlier in the meeting Councillors considered this request. It was felt that the Parish Council would like to help local students to take advantage of the facilities on offer. David Brown requested that before a final decision was made the Council consider the wider principle involved in the Parish Council taking on a responsibility to fund this type of transport facility which has previously been the responsibility of the local education authority. A decision to fund may, therefore, signal the start of a number of other cost responsibilities being handed down to Parish Councils. A full discussion followed.
       
      DecisionProposed by Steve Alford and seconded by David Brown, Councillors agreed to offer Chulmleigh a grant of £100 towards the cost of providing the transport and the Clerk was asked to write informing them of this offer. A letter will also be sent to Burrington informing them of the Council’s decision.  
   
    
   
   2. Budget 2012/2013 – The Clerk had circulated copies of the proposed budget and following a discussion it was agreed that the precept for 2012/2013 remain the same at £9,600. An additional amount of £1,000 would be added to expenditure to cover the work involved in updating the Parish Appraisal.
   
   
   3. Internal audit – Councillors agreed to authorise the Clerk to sign the 5-year contract with Mr Ken Abrahams, the internal auditor.  The service provided was good and the charges reasonable.
   
   
 
 
10. Planning
    
    
    1. Applications circulated before the meeting:
       
       
       
       1. 1/1047/2011/FUL
          Conversion of redundant farm buildings to 2 no. permanent residential dwellings and 1 no. holiday unit
          Christmas Farm, High Bickington
          Mr N Anderson
          PC Decision:    The Parish Council supports this application.
           
          
       2. 1/0840/2011/FUL
          Request for any information about the ownership of the strip of land to be used as access to the highway.
          1 Wardens Close, High Bickington
          Mr Paul Scorer
          PC Decision:    The Parish Council is not in a position to provide evidence of ownership for the land to be used as access to the highway.
          This application has now been referred to the January plans committee meeting.
           
          
       3. 1/1071/2011/FUL
          New vehicular access, new parking area and lay-by
          Smallmarsh Cottage, High Bickington
          Mr & Mrs J Chui
          PC Decision: The Parish Council supports this application which it feels will improve safety on a busy road.
           
          
    2. New Application:
       
       
       
       1. 1/1163/2011/FUL
          Conversion and extension of disused barn to form one unit of holiday accommodation including small photovoltaic solar panel array on nearby land.
          Weirmarsh Farm, High Bickington
          Mr Max May
          This application will be circulated for comments before a final decision is taken.
           
          
    3. Decisions:
        
       
       1. 1/0871/2011/FUL
          Erection of ground mounted solar PV array – AMENDED LOCATION
          Nethergrove House, High Bickington
          PC Desision: Supports
          TDC Desision: Granted
          
       
       The Chairman reported that concerns raised about the development on the field opposite Whitebridge Kennels have been taken up with Torridge District Council and the matter is in the hands of the Enforcement Officer. A report is awaited.
        
       


11. Meeting dates 2012
     
    A list of meeting dates for 2012 was circulated. The meetings remain on the second Wednesday of each month. There is no meeting in August.
     
    
12. Correspondence
     
    
    1. Letter of thanks for the grant from High Bickington C of E Primary School PTA
    2. Christmas card from Geoffrey Cox MP – in circulation pack


13. Items for information
     
    
    1. The Chairman said Peter Worrall and his team are working on the new Parish Plan Appraisal.
    2. Roger Keen reported potholes at the entrance to Barton Meadow Road which need attention.
    3. Peter Worrall said the Parish Council car park is flooding badly and needs some attention.


14. Date of next meeting:
     
    Wednesday 11 January 2012 in the Meeting Point at 7.30pm.
    

There being no further business the meeting closed at 9.56 pm.