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UPTON PYNE PARISH COUNCIL

MINUTES OF THE PARISH COUNCIL

MEETING HELD ON MONDAY THE 14th APRIL 2009 AT 7.30 PM

AT THE VILLAGE HALL.

Present In attendance

Cllr P. Keen (Chair)

Cllr D. Baker Mrs D. Trelawny - Clerk

Cllr D. Custance- Baker 2 members of the public.

Cllr A. Jackson

Cllr E. Rogers

Cllr B. Short

Cllr N. Taverner

Cllr S. Wass

15 minutes Open Forum
There were reports received on the following: a water leak by the telephone box in Upton Pyne. Several potholes along the length of St Andrews Rd from the junction with the A377 until Hidden Valley. A drain cover had collapsed opposite Jackmoor Croft, Upton Pyne and the undergrowth around the telephone box on the A377 in Cowley needed controlling. Clerk to report all these issues to DCC.
It was reported that there has been an empty house in Upton Pyne for approximately 30-40 years due to planning issues. It was agreed that this should go on the agenda for the next Parish Council meeting.
The Clerk will be introducing the new numbering of the minutes for the start of this new financial year as suggested in the “Health Check” of the paper work.
1/09. Apologies received from Cllrs G.Kirk , S.Luxton, D.Button and WPC A. Kemp.
2/09. Minutes. Cllr B. Short proposed, seconded by Cllr E.Rogers, approval of the minutes of the Parish Council meeting held on the 9th March 2009 with no amendment. Resolution agreed.
3/09. Declarations of interests to be taken as identified.
4/09 Report by Community Police Officer WPC Anita Kemp.
4.1 To receive statistical information from WPC A. Kemp on links between crime levels and street lighting. Nothing received to date.
5/09 DCC Report by Councillor Derek Button. To also include:
5.1 To respond to the request made by a member of the parish for the 30mph zone to be extended to include Turlake Mews and Cowley Place. Cllr D. Button has informed the Clerk that DCC are looking at the site and the proposal.
6/09 Report by East Devon District Councillor Cllr Stuart Luxton. No report received.
7/09 Updates on Councillors’ Responsibilities. (See appendix 1)
7.1 Councillor feedback on responsibilities as appropriate.
Emergency Plan. The Clerk had circulated an email from the DCC emergency Planning Officer who was offering help with the Parish Emergency Plan. The Clerk was asked to invite comments and suggestions from the officer.
Parish Plan. There will be a brief summary presented at the Annual Parish meeting.
Affordable Housing. It was reported that Falcon Housing (F.H.) has now collated the information that has been collected to date. Architects have been asked to draw up an outline plan. F.H. request that the Parish Council make comments on the outline plan before it is submitted to EDDC. It was agreed that an extraordinary meeting of the Parish Council should be called if required to speed up the process.
Footpaths. Cllr Rogers to follow up on the delivery of the new gate on the bridle path on Woodrow Barton Farm land. To also look into the need for a replacement to a kissing gate, also on land belonging to Woodrow Barton Farm.
Bus shelter. The next stage is to liaise with DCC highways and investigate funding for bus shelters in Upton Pyne.
7.2 Quality Standards. The Clerk explained that as the original website builder had not made contact after several attempts she assumed that they were no longer in business. She had selected another firm which had been on the original short list who have promised a draft to be ready for the APM. This however has not been delivered as agreed to date and has therefore not been circulated for comments. No money has been paid and the draft will be available on free trial. The Clerk confirmed that the contract is renewed on an annual basis and that the Parish Council would not be tied in to this web site builder called Visionict.
To identify action on the feedback from the Health Check (report previously circulated).
The following actions were agreed:
*Cllr B. Short to donate a fireproof cabinet for storage.
*The Clerk is waiting for an insurance quote from Community First (as recommended by DAPC) which includes fidelity insurance. The current insurance has a mandatory cover of up to £2000 and can be increased to £5000 for approximately £13.00 per annum. Insurance is due for renewal on the 1st June 2009.Agenda next month.
*The old minutes will be archived at County Hall.
*Clause 12.2 in the Code of Conduct means that the Chair can propose to open the meeting to allow the public to speak at any point and that open sessions should also be minuted.
*As agendas are emailed they are not signed. The Parish Council are happy to continue with this practice, Cllr G. Kirk receiving a signed paper copy. A signed copy of the agenda and a notice of the meeting are placed on the notice boards in Cowley and Upton Pyne and in the minute book.
*The minutes are to have a new system of numbering at the beginning of the new financial year April 1st 2009- March 31st 2010.
8/09 Finance.
8.1 Cllr A. Jackson proposed, seconded by Cllr B. Short to sanction payment of accounts. Resolution agreed. Cheque and stubs were signed by Cllrs Short and Jackson.
Clerk’s wages and home working allowance for April 2009 £163.05 plus finalised back dated payment of nationally agreed salary scale of £5.87, plus receipt for stationery £27.69.
Total £196.61
8.2 Cllr B. Short proposed, seconded by Cllr A. Jackson to approve the draft accounts for end of year 2008/09 (previously circulated). Resolution agreed. The Chair signed the draft.
9/09 Roads and Village maintenance. It was noted that the street lights do not go out at midnight. Clerk to report to the Street Lighting Team.
9.1 It was clarified that the Parish Council has responsibility for the maintenance of the bench in the Village Hall grounds and that the Village Hall Committee have responsibility for the notice board on the roadside and the Village Hall notice board, and would be asked to maintain them. The Clerk was asked to obtain a quote to have the bench rubbed down and restained.
10/09 Planning:
10.1 To report planning decisions on applications received from East Devon District Council. None received
10.2 To decide whether site meetings are required on any applications received since posting this agenda. To be removed from the agenda as it has previously been agreed that the Chair and Clerk make this decision.
11/09 Communications/emails received for possible action:
11.1 The Clerk was asked to respond to the email requesting Parish Councils to write to EDDC re Sustainable Communities (S.C.) Act. Cllr P. Keen fed back from the open meeting on S.C. Act.
Local Government Review - Boundary Committee Proposals, synopsis from Cllr D. Baker. It was agreed that an article should be placed in Speke Up and Newton Wonder encouraging parishioners to write to the Boundary Committee about the proposal to link the parish with the City of Exeter.
Weekly Rural Focus Digest. Noted
NALC DIS report. Noted.
Inaugural South West Allotment Officers' Forum, Exeter, 28th April 2008. Noted request to be made in Speke up for interested parties to notify the Clerk.
DAPC County Committee election papers. Noted.
12/09 To agree a format for the Annual Parish Meeting. It was agreed that there will be guest speakers on Play and Organic farming.
13/09 Feedback on last month’s circulations and items for future agendas. Devon Talk Magazine. Noted.
13.1. To identify and agree items for the next agenda. Report on A377 working group with Newton St Cyres Parish Council.
14/09 Information received since posting the agenda. Nothing received.
Dates of the next meetings :
Annual Parish meeting on the 27th April 2009.
Annual General Meeting 11th May.
8th June.
13th July. To be changed to July the 6th as the Clerk will be on leave on the 11th July.
Meeting closed at 8.45pm
Clerk: Debbie Trelawny 01392 841976 / Action
By
Clerk
Clerk
E.R
P.K
Clerk
Clerk
Clerk
Clerk
D. Baker
Clerk and Chair