Page 1 of 1 Minutes of Ashford Annual Parish Council Meeting 21.05.15

Minutes ofAshford Annual Parish Council Meeting held on Thursday, 21 May 2015 in the Church Hall on the rising of the Annual Parish Meeting.

Chaired by: / Clerked by: Sue Squire
Present: Councillors
Mrs J Bosley
Mrs H Bremner
G Holder
V Lawson
Mrs S Sampson
Mrs B Sandwell
J Szymankiewicz
District Councillor Mrs A Davis
PCSO D Kingdon
Members of the Public / Agenda: -
Members to complete and sign their Declaration of
Acceptance of Office Forms & complete their
Members Register of Interests Forms
Election of Chairman
Chairman to read & sign Declaration of Acceptance
Of Office
Election of Vice Chairman
Appointments for the Municipal Year 2015/16
Apologies
Declarations of Interest
Approval of the Minutes of 16/04/15
Items raised by members of the public
Reports
Matters Arising
Planning
Planning Correspondence
Finance
Smaller Authorities Transparency Code
Correspondence / Notices & Publications Received
Training
Matters raised by Councillors / Clerk
Date of next Meeting
Action:
1. / Members completed and signed their Declaration of Acceptance of Office
Forms and Members Register of Interests forms.
2. / Election of Chairman.
Councillor Mrs Sandwell proposed Councillor Holder, seconded by Councillor Mrs Bremner. There were no other nominations and Councillor Holder was willing to stand. Unanimously agreed.
3. / The Chairman read and signed the Declaration of Acceptance of Office.
4. / Election of Vice Chairman.
Councillor Mrs Bosley proposed Councillor Lawson, seconded by Councillor Szymankiewicz. There were no other nominations and Councillor Lawson was willing to stand. Unanimously agreed.
5. / Appointments for the Municipal Year 2015/16.
Internal Auditor South & West Internal Audit
Internal Parish Council Auditors Councillors Mrs Bosley and Lawson
Footpath Warden Councillor Lawson
Tree Warden Councillor Holder
Taw & Torridge Estuary Forum Delegate Councillor Holder
Press Liaison Officer Councillor Mrs Sampson
Proposed by Councillor Mrs Sandwell, seconded by Councillor Szymankiewicz and unanimously agreed.
6. / Apologies.County Councillor Mrs C Chugg (Report received for the Annual Parish Meeting).
7. / Declarations of Interest. None.
8. / Approval of the Minutes of the Meeting held on 16/04/15.
Approved and signed as a correct record.
9. / Items raised by members of the public. None present.
10. / Reports: Reports for the year had been given at the Annual Parish Meeting.
10.1 Police. Included with the Annual Parish Meeting Report.
10.2 County Councillor Mrs C Chugg.Apologies sent.
10.3 District Councillor Mrs A Davis. Written Report received and circulated covering the following:
  • £4,000 fine for couple who ignored planning notice
  • Local Plan consultations come to an end
  • July start for Crematorium expansion project
At the first Full Council Meeting of ND Council, Des Brailey was elected Leader, Jackie Flynn Chairman and Sue Croft Vice Chairman.
10.4 Councillor V Lawson. Defibrillator Check. Councillor Lawson confirmed everything was operational and that two medical razors had been included in the cabinet.
11. / Matters Arising:
11.1 Adoption of Telephone Boxes in Adder Lane and Strand Lane. It was noted that this is in progress with BT.
The kiosk at Strand Lane is not to be included. This was due to a misunderstanding at the last Meeting.
Councillors voiced their ideas for the future use of the Adder Lane kiosk, a library being the favoured option. When BT has removed the mechanism, the kiosk to be cleaned and shelves installed for this facility to be operational.
The Clerk to ask BT if there are plans to remove the Strand Lane one.
11.2 Litter Pick. Planned for Saturday, 23 May at 10am. A road sweeper has been organized to sweep the village.
Tabbards and other materials will be provided.
Materials flying from the recycling lorry were again mentioned.
11.3 Wyevale Garden Centre. It was noted that a letter had been sent to the Manager regarding the large lorries making deliveries and causing obstructions.
Councillor Mrs Sandwell advised that the Garden Centre was not accepting articulated vehicle deliveries after 10.30am.
11.4 PIR Light outside the Church Hall. This had been installed. A letter of thanks to be sent to Mr P Hughes.
11.5 Refurbishment of the notice board and bus shelters. Mr T Squire had been asked to do the work and hoped to attend to this during June. / Clerk
Cllrs
Clerk
12. / Planning. The following Application as considered:
59154 – Static Caravans to replace casual touring and camping pitches at Tarka Holiday Park, Braunton Road, Barnstaple.
It was resolved to recommend refusal on the grounds that the site will become too big and more unsightly. It is also noted that the screening has recently been taken down to the North of the site, and a replacement planting scheme needs to be pursued. Furthermore, there was grave concerns about the increase in traffic and it was felt that the traffic numbers will increase with the use of permanent units as opposed to casual campers. This extra traffic will then be flowing on to a very busy and dangerous A361 exiting on to a dual carriageway. / Clerk
13. / Planning Correspondence:
13.1. The following ND Council Decision Notice was noted:
APPROVAL for:
58854 – Variation of Condition 2 (approved plans) attached to Planning Permission 57606 to allow alterations to access arrangements at Ashford Inn Fruit Farm, Braunton Road, Barnstaple.
14. / Finance.
14.1 Balances.NatWest Current Account as at 8/5/15: £10.00
NatWest Business Reserve Account as at 8/5/15: £3,382.89
The Statements could not be shown as all the accounts paperwork was with the internal auditor.
14.2 The following payments were approved and authorised:
Mrs S Squire May Salary net of PAYE £82.71
Contribution towards broadband £ 3.00
Photocopying £ 9.35 £95.06
HMRC May PAYE £20.60
Mr S Wightman Grounds maintenance for March 2015 £45.44
Came & Company Insurance renewal premium due on 1/6/15
The Council’s Long Term Agreement is due to expire on 31/5/15. The premium of £307.32 can be reduced by 5% to £291.95 if the Council wishes to enter a new LTA until 31/5/18.
Proposed by Councillor Mrs Bosley to renew the Long Term Agreement, seconded by Councillor Lawson and unanimously agreed.
Ashford PCC Hire of Church Hall for Meetings (6 months) £75.00
14.3 Bank Mandate. This to be amended to include Councillor Szymankiewicz and the deletion of former Councillor N Rowe. The form was taken by Councillor Szymankiewicz for completion.
14.4 Statement of Internal Control 2015. Councillors were in agreement for the document to be signed by the Chairman and Clerk.
14.5 Mr S Wightman had noted that the Garden Centre is not cutting the large patch of grass opposite the piece that he cuts for the Parish Council and has asked if the Council are to take this over and if so, would Councillors wish for him to cut it.
Councillors were in agreement.
It was noted that the grass required cutting at Meadowside and when the Clerk was contacting him to ask him to do this also.
14.6 ND Council. It was noted that the sum of £1,316.05 in respect of the first instalment of the Parish Precept 2015/16 (£1,200.00); Parish Grant (£75.00); Grant Assistance (£41.05) had been credited to the current account. / Clerk
Ch.No.892
Ch.No.893
Ch.No.894
Ch.No.895
Ch.No.896
JS
Clerk
15. / Smaller Authorities Transparency Code. This became mandatory on 1/4/15 and Parishes with a turnover of less than £25,000 are obliged to provide information on a website which is free for the general public to access of certain items by 1/7/15. Councillors will be circulated with the details for studying ahead of the Meeting. Proposed by Councillor Holder, seconded by Councillor Mrs Sampson and unanimously agreed to adopt.
The Clerk to ascertain the cost of a website to provide more information on additional pages, the present one reaching its maximum. / Clerk
16. / Correspondence / Notices & Publications Received.
16.1 Devon Association of Local Councils. Invitation for a Councillor to nominate themselves to sit on the County Committee for 4 years. Noted.
16.2 The Local Government Boundary Commission for England. Letter regarding the Electoral Review of Devon: Draft Recommendations. There is the opportunity for parishioners to have their say in a public consultation and the Commission’s draft recommendations can be found at:

Representations are welcome until 6/7/15 and should be made via:

Or by email to or in writing to Review Officer (Devon), Local Government Boundary Commission for England, 14th Floor, Millbank Tower, Millbank, London, SW1P 4QP.
In her capacity as County Councillor for the Combe Martin Rural area, District Councillor Mrs A Davis has asked for this to be particularly highlighted due to the proposed boundary change of the Combe Martin Rural Area being significantly increased to incorporate 22 Parishes.
A response to be formulated with a view to agreeing at the June Meeting. / Clerk
17. / Training. The following details were noted:
17.1 North Devon Council. Code of Conduct. Friday, 29 May at 10am in the Civic Centre.
17.2 Barnstaple Town Council. ‘Being a Better Councillor’. Wednesday 10 June or Saturday 20 June, 9.30am – 4.30pm at The Guildhall, Barnstaple. Lunch will be provided.
17.3 Devon Association of Local Councils – Being an Effective Councillor. Various dates & venues.
18. / Matters raised by Councillors /Clerk.
18.1 Councillor Mrs Bosley:
  • The Church Hall heater had been left while the Hall was unoccupied and was felt to be a fire risk. This was considered to be a Church matter.
  • If there is any news from the Parish Council that could go in the Parish Magazine on a monthly basis would be welcomed by Rosemary Booth.
  • There was a problem with the stile near David May’s field. Councillor Holder to inspect.
  • Several complaints had been received due to the traffic lights at Chivenor resulting in more traffic going through Ashford.
  • The 40mph activation sign at the Braunton end of the dual carriageway is constantly on.
18.2 Councillor Mrs Sampson:
  • There is an event at the Hall on Saturday 30/5/15 from 7am to 4pm. Councillor Szymankiewicz was aware and would ensure his vehicles were moved for ease of access.
  • Street light lit constantly on the dual carriageway.The column number will be advised to the Clerk to report.
Post Meeting Note. When travelling home the Clerk noted the column number and has reported it.
18.3 District Councillor Mrs Davis spoke about arrangements for litter pick.
18.4 Election. Councillors congratulated each other on election / re-election. / GH
Clerk to report
SS
19. / Date of next Meeting: Thursday, 18 June 2015 in the Church Hall at 7.30pm.
The Meeting ended at: 8.57pm.
Councillor Szymankiewicz gave his apologies in advance.
These Minutes are agreed by those present as being a true record.
Summary of Decisions:
Election of Chairman, Vice Chairman and Parish Representatives
Minutes of 16 April 2015
Planning
Payments
Renewal of Long Term Agreement in respect of insurance
Mr S Wightman to cut the verge outside Wyevale Garden Centre
Smaller Authorities Transparency Code
Signed:
Chair of Ashford Parish Council: / Date: