Annual Meeting of the Parish Council – 12th May

The following Councillors are summoned to attend:
Cllr J. Abbey, Cllr I. Mitchelmore, Cllr C. Staines, Cllr P. Osborne, Cllr S. Lange, Cllr I. Luscombe, Cllr G. Sutton and Cllr J. Waters

Cllr J. Brazil and Cllr L. Lawford and members of the public are invited to attend.

The next meeting, which is the Annual Meeting of the Parish Council, will be held on Monday 12th May 2025, at Slapton Village Hall (main hall), at 7.00 pm.

The public comment section is 15 minutes in duration with 3 minutes allocated per person. If any parishioners wish to speak at the meeting, please contact the clerk by email clerk@slaptonparishcouncil-devon.gov.uk 48 hours in advance of the meeting.

AGENDA

1) ELECTION OF CHAIR and VICE CHAIR

2) APOLOGIES FOR ABSENCE: Does the PC resolve to accept the reasons for the apologies for absence from…?

3) DECLARATIONS OF INTEREST: Councillors are invited to declare any disclosable interest they may have in any items to be considered. They are also reminded to consider whether, in the light of recent activities, any items within their Register of Interests should be updated.

4) PUBLIC COMMENT

5) POLICE REPORT: None

6) COUNTY AND DISTRICT COUNCILLOR REPORTS

a. Cllr J. Brazil

b. Cllr L. Lawford

7) MINUTES OF THE MONTHLY PARISH COUNCIL MEETING HELD ON 7th April 2025, if agreed, to be signed by the Chair as a true and correct record – see separate document (7).

8) PLANNING

a. Applications (for resolution)

i. 1028/25/HHO Alston Farm House Slapton TQ7 2QE
Householder application for single storey rear extension
PC comment by 12th May

ii. 0985/25/HHO Hansel TQ6 0LN
Householder application for landscape works to create three drystone walled vegetable garden terraces & dry laid access steps. Re grade existing lawn to give a level surface & plant a native hedgerow
PC comment by 5th June

b. Decisions (for information only)

i. 0344/25/HHO Maurleen House Brook Street Slapton TQ7 2PW
Householder application for new home office/ studio
SHDC decision conditional approval 31.03.25

ii. 0380/25/HHO Tithe Barn Garden, Sands Road, Slapton, TQ7 2QN
Householder application for replacement of existing windows, front door & secondary door
SHDC decision approved 07.04.25

c. Tree Works (for information only) – Tree Wardens will assess and comment

i. 1083/25/TPO 8 Chantry Hill Slapton TQ7 2QY
T1: London Plane – crown reduce, see report.
T2: Lime – crown reduce, see report. Trees have overgrown garden.

ii. 1120/25/TPO Higher Coltscombe Cottage Slapton TQ7 2QE
TPO 602: T1 – Common Beech – Fell in sections to near ground level. The base of the tree is completely hollow, and approximately 30% of the remaining sapwood is extensively decayed, resulting in a severe loss of structural integrity. The tree has a significant lean to the northeast, directly toward the garage/dwelling, posing a high risk to property and the safety of the client.
T2 – English Oak – Fell in sections to near ground level. This tree is situated atop a bank and exhibits a pronounced lean to NW towards the garage/dwelling. A large structural defect is visible along the main stem, extending approximately 4 metres up to the main union. The trunk sounds hollow when tested with a sounding mallet, and bark is peeling away from the rear of the main union, possible underlying decay.
T3 – English Oak – Reduce the SE spread by approximately 7 metres by removing one limb (maximum diameter cut: 250mm) to alleviate end-weight and reduce loading on the remaining structure. This tree is growing with a pronounced eastern lean from the top of a bank, overhanging the garage/dwelling.
T4 – Hawthorn – Fell to near ground level. The tree is interfering with a utility pole and overhead wire.
Reason for not replanting: The current locations of the trees proposed for removal are unsuitable for replanting. New trees have already been planted throughout the surrounding woodland, and further planting in this area may not be beneficial.

d. Withdrawn (for information only)

i. 0530/25/OPA Dittiscombe Barn, Slapton, TQ7 2QF
Application for outline planning permission with all matters reserved for agricultural worker’s dwelling
PC comment submitted before withdrawal: support

9) PROPOSALS FOR DISCUSSION

a. Bus shelter near Greenbanks – see separate document (9a)

10) PROPOSALS FOR RESOLUTION

a. Governance: Does the PC approve the following documents?
i. Standing Orders – updated May 2025 – see separate document (10a i)
ii. Financial Regulations – new May 2025 – see document (10a ii)
iii. Risk Register – reviewed May 2025 but no changes made – see separate document (10a iii)
iv. Business Continuity Plan – reviewed May 2025 but no changes made – see separate document (10a iv)
v. Risk Assessment Recreation Field – updated Feb 2025 and minor changes made – see separate document (10a v)
vi. Asset Register – no changes since update in March 2025 and review at PC meeting in April 2025 – see separate document (10a vi)

b. Policies: Does the PC approve updates to the following existing policies, which were reviewed and revised May 2025?
i. V2 Slapton Parish Council Complaints Procedures – see separate document (10b i)
ii. V2 Slapton Parish Council Safeguarding Policy – see separate document (10b ii)
iii. V2 Slapton Parish Council Equality and Diversity Policy – see separate document (10b iii)
iv. V3 Slapton Parish Council Data Policy – see separate document (10b iv)

c. Policies: Does the PC approve the following new policies, published May 2025?
i. V1 Slapton Parish Council Grievance Policy – see separate document (10c i)
ii. V1 Slapton Parish Council Disciplinary Policy – see separate document (10c ii)

11) CLERK’S REPORT: Update from Clerk on any matters arising since the April PC meeting – see separate document (11a)

12) CHAIR’S REPORT: Verbal update from Chair on any matters arising since the April PC meeting

13) COUNCILLOR REPORTS

a. Verbal update from Cllr Sutton on OPCC

14) REVIEW OF ACTION LOG: Cllr updates on any pending actions/actions requiring a status update in the action log – see separate document (14a)

15) FINANCIAL MATTERS

a. Payments to approve: Does the PC approve the payments below, which have been examined, verified and certified by the Clerk and RFO? – see separate document (15a)

 

Payment no	Details of payment	Amount	Paid for noting
DD13	Land registry search: Ref 1000007398573, dated 08.05.25	14.00	Paid
DD14	Land registry search: Ref 1000007398740, dated 08.05.25	14.00	Paid
15	Nick Mathias: Grass cutting April. Invoice no 2009/26, dated 22.04.25	423.44
16	Nick Mathias: Road warden March. Invoice no 2012/26, dated 26.04.25	364.67
17	Village Hall: April PC meeting. Invoice no C041010/25, dated 30.04.25	20.00
18	Woolston Accounts: April payroll. Invoice no INV-0750, dated 01.05.25	20.00
19	B Moor: Clerk’s salary April 2025 plus £24.00 WFH allowance	845.20
DD20	VC Warehouse: April phone. Invoice no 1015481, dated 01.05.25	11.94 9.95 + 1.99 VAT
21	Events Community Acct: SERVICE CHARGES REF : 452540523, dated 15.04.25	4.25	Paid
22	Events Community Acct: SERVICE CHARGES REF :  454980102, dated 29.04.25	4.25	Paid
23	Community Acct: SERVICE CHARGES REF : 451484826, dated 22.04.25	4.25	Paid

 

b. Balance at Bank

Balance as per bank statements on 05.05.25	Amount GBP
Events Community Account	0
Community Account	17,748.80
Commercial Instant Access Account	12,420.17
Total	30,168.97

 

c. Receipts summary

Receipts as per bank statements on 05.05.25	Amount GBP
Events Community Account	0
Community Account VAT refund year end 24/25 Precept	15,375.87 485.87 14,890.00
Commercial Instant Access Account (interest)	10.57
Total	15,386.44

d. Updates to reserves and transfers

i. £356.13 P3 c/f from year end 22-23 transferred from Commercial Instant Access (savings) Acct to Community Account on 07.04.24 to go towards costs of full strim of FP2 (which cost £400.00, see invoice 3/25 Nick Mathias: Footpath 2 trim. Invoice no 1979/25, dated 07.03.25).
ii. £141.89 community café monies transferred from Commercial Instant Access (savings) Acct to Community Account on 07.04.25 to cover the full 707.57 spent on community café for winter 24/25 as £565.68 already transferred earlier in the year. £859.11 c/f from year end 24-25 remains in the Commercial Instant Access (savings) Acct.
iii. £1,280.00 to add to operational reserves (as per agreed budget – minute ref: 136:24 a) to be transferred from Community Acct to Commercial Instant Access (savings) Acct before June meeting now that the precept has been received.

The Annual Parish Meeting will be held on
Monday 19th May 2025 at 6.00pm at Slapton Village Main Hall

The next Parish Council Meeting will be held on
Monday 2nd June 2025 at 7.00 pm at Slapton Village Main Hall.

Signed: Bella Moor, Clerk

5th May 2025

DRAFT MINUTES

Those in attendance: Cllr J. Abbey, Cllr I. Mitchelmore, Cllr P. Osborne, Cllr S. Lange, Cllr I. Luscombe and Cllr G. Sutton.

No members of the public were in attendance.

16:25 ELECTION OF CHAIR and VICE CHAIR: Cllr Osborne proposed, Cllr Sutton seconded and it was resolved unanimously to elect Cllr Abbey as Chair and Cllr Mitchelmore as Vice Chair. Both Cllrs made a Declaration of Acceptance of Office.

17:25 APOLOGIES FOR ABSENCE: The PC resolved unanimously to accept the reasons for the apologies for absence from Cllr Brazil, Cllr Lawford and Cllr Staines. The Clerk has not received apologies from Cllr Waters.

18:25 DECLARATIONS OF INTEREST: Cllr Sutton declared an interest in planning application 0985/25/HH0 Hansel (23:25 a i) as he lives opposite the property. It was resolved that Cllr Sutton would not vote on the matter.

19:25 PUBLIC COMMENT: None

20:25 POLICE REPORT: None

21:25 COUNTY AND DISTRICT COUNCILLOR REPORTS: None

22:25 The minutes of the Parish Council Meeting on Monday 7th April 2025 were signed by the Chair as a true and correct record.

23:25 PLANNING

a. Applications (for resolution)

i. 1028/25/HHO Alston Farm House Slapton TQ7 2QE
Householder application for single storey rear extension
Cllr Mitchelmore proposed, Cllr Lange seconded and it was resolved unanimously to submit no comment.

ii. 0985/25/HHO Hansel TQ6 0LN
Householder application for landscape works to create three drystone walled vegetable garden terraces & dry laid access steps. Re grade existing lawn to give a level surface & plant a native hedgerow.
Cllr Mitchelmore proposed, Cllr Lange seconded and it was resolved unanimously to submit no comment.

b. Decisions (for information only)

i. 0344/25/HHO Maurleen House Brook Street Slapton TQ7 2PW
Householder application for new home office/ studio
SHDC decision conditional approval 31.03.25

ii. 0380/25/HHO Tithe Barn Garden, Sands Road, Slapton, TQ7 2QN
Householder application for replacement of existing windows, front door & secondary door
SHDC decision approved 07.04.25

c. Tree Works (for information only) – Tree Wardens will assess and comment

i. 1083/25/TPO 8 Chantry Hill Slapton TQ7 2QY
T1: London Plane – crown reduce, see report.
T2: Lime – crown reduce, see report. Trees have overgrown garden.
The Clerk advised that SHDC have granted permission.

ii. 1120/25/TPO Higher Coltscombe Cottage Slapton TQ7 2QE
TPO 602: T1 – Common Beech – Fell in sections to near ground level. The base of the tree is completely hollow, and approximately 30% of the remaining sapwood is extensively decayed, resulting in a severe loss of structural integrity. The tree has a significant lean to the northeast, directly toward the garage/dwelling, posing a high risk to property and the safety of the client.
T2 – English Oak – Fell in sections to near ground level. This tree is situated atop a bank and exhibits a pronounced lean to NW towards the garage/dwelling. A large structural defect is visible along the main stem, extending approximately 4 metres up to the main union. The trunk sounds hollow when tested with a sounding mallet, and bark is peeling away from the rear of the main union, possible underlying decay.
T3 – English Oak – Reduce the SE spread by approximately 7 metres by removing one limb (maximum diameter cut: 250mm) to alleviate end-weight and reduce loading on the remaining structure. This tree is growing with a pronounced eastern lean from the top of a bank, overhanging the garage/dwelling.
T4 – Hawthorn – Fell to near ground level. The tree is interfering with a utility pole and overhead wire.
Reason for not replanting: The current locations of the trees proposed for removal are unsuitable for replanting. New trees have already been planted throughout the surrounding woodland, and further planting in this area may not be beneficial.

d. Withdrawn (for information only)

i. 0530/25/OPA Dittiscombe Barn, Slapton, TQ7 2QF
Application for outline planning permission with all matters reserved for agricultural worker’s dwelling
PC comment submitted before withdrawal: support

24:25 PROPOSALS FOR DISCUSSION

a. Bus shelter near Greenbanks. There was discussion about the information provided by Land Registry, the Neighbourhood Highways Officer and previous PC minutes. Cllr Osborne proposed, Cllr Lange seconded and it was resolved unanimously that the PC should arrange a telephone meeting with SHDC’s duty planning officer to determine whether planning permission would be required to locate a bus shelter at Townsend Cross. Clerk to action.

25:25 PROPOSALS FOR RESOLUTION

a. Governance: Does the PC approve the following documents?
i. Standing Orders – updated May 2025
ii. Financial Regulations – new May 2025
iii. Risk Register – reviewed May 2025 but no changes made
iv. Business Continuity Plan – reviewed May 2025 but no changes made
v. Risk Assessment Recreation Field – updated Feb 2025 and minor changes made
vi. Asset Register – no changes since update in March 2025 and review at PC meeting in April 2025

b. Policies: Does the PC approve updates to the following existing policies, which were reviewed and revised May 2025?
i. V2 Slapton Parish Council Complaints Procedures
ii. V2 Slapton Parish Council Safeguarding Policy
iii. V2 Slapton Parish Council Equality and Diversity Policy
iv. V3 Slapton Parish Council Data Policy

c. Policies: Does the PC approve the following new policies, published May 2025?
i. V1 Slapton Parish Council Grievance Policy
ii. V1 Slapton Parish Council Disciplinary Policy

Cllr Osborne proposed, Cllr Abbey seconded and it was resolved unanimously to agree the above documents. Cllrs thanked the Clerk for preparing all the documents.

26:25 CLERK’S REPORT: Update from Clerk on any matters arising since the April PC meeting – see separate document (11a). The Clerk also explained the following:

a. Insurance Arrangements: Arrangements for insurance cover in respect of all insurable risks are currently in place until 31st May 2025. The PC has a three-year agreement with Community First (underwritten by Zurich), which commenced in May 2023. As such, the Council will enter the third and final year of the agreement on 1st June 2025. An updated asset register will be shared with Community First shortly, and a new policy will be issued prior to 1st June 2025.

b. Review of Subscriptions: A review of the PC’s subscriptions to external bodies has been completed. Subscriptions for the 2025–26 financial year include the Information Commissioner’s Office (ICO), Devon Association of Local Councils (DALC) and the Society of Local Council Clerks (SLCC). A budget of £380.00 for these subscriptions was approved by the PC in January 2025.

c. VE-Day Commemorations: A few parishioners expressed disappointment to the Clerk that the PC had not organised any events to mark VE-Day. This was discussed and all Cllrs agreed that while the PC would have been happy to support any celebrations proposed by parishioners, no such suggestions had been received.

27:25 CHAIR’S REPORT: Update from Chair on any matters arising since the April PC meeting.

a. Alexanders: A parishioner noted that Alexanders are encroaching on the verges along the path from the campsite to the beach. It was discussed that the plants on the roadside have already been topped this year to prevent reseeding on that side. It was agreed that this issue will be added to the December agenda, with a view to arranging for both sides of the path to be fully strimmed in late January or early February. Clerk to action.

b. Bench: There was discussion about how to transport the bench from Pollards Combe to the public area at Carr Lane Lodge. Cllr Luscombe to action.

c. Annual Parish Meeting: There was a brief discussion about arrangements. Cllrs will meet at 5.30 pm to set up the Village Hall ahead of the meeting at 6.00 pm. Cllr Luscombe gave his apologies as he is unlikely to be able to make the meeting for 6.00 pm due to work commitments.

d. SLP: The next meeting will be online on Wednesday 18th June 2025. Cllr Abbey confirmed her attendance and Cllr Sutton confirmed he would also like to attend. Clerk to arrange for Cllr Sutton to be sent a link to the meeting.

28:25 COUNCILLOR REPORTS

a. Cllr Sutton reported that there is now a new Police Constable in the Neighbourhood Police Team, called Will Smith, who will be attending the APM to introduce himself. Cllr Sutton has not received an update on the issue of speeding along the Slapton Line or with regards his request for an evening foot patrol. He will be meeting Ed Thomas in person in the coming weeks and will be able to provide an update following that meeting.

b. Cllr Mitchelmore reported that a caravan has recently hit the corner of the bus stop (whilst turning around), which has resulted in a minor dent in the plastic gutter.

c. Cllr Lange and Cllr Mitchelmore both reported that coaches have been parking at the end of Wood Lane, blocking the road and preventing access to houses and the village shop. They noted that the drivers and teaching staff were rude when parishioners requested that they move. They also noted that there were two large coaches in the village at the same time on Thursday 1st May, one was parked at the bus stop and one parked at the entrance to Wood Lane.

d. Cllr Osborne reported that damage to the fence in the Village Hall car park was likely to have been caused by a caravan turning around.

e. Cllr Osborne also reported that he has had no response from Neighbourhood Highways Officer and Cllr Abbey has no response from Stuart Hughes – given the concerns about oversized vehicles in the village raised by parishioners and Cllrs and the damage that these are causing to property he requested that the matter be added to June agenda to discuss with Cllr Brazil. Clerk to action.

29:25 REVIEW OF ACTION LOG: There are no pending actions/actions requiring a status update in the action log.

a. Cllr Osborne noted that item 70:24 a iv on the action log states completed and asked what response had been received to the Chair’s email re volunteers to establish whether they might be willing to run the Community Café again in winter 25-26. The Clerk confirmed that she had received emails from three volunteers. Cllr Osborne requested that the Community Café be added to June’s agenda. Clerk to action.

30:25 FINANCIAL MATTERS

a. Payments to approve: Cllr Abbey proposed, Cllr Luscombe seconded and it was resolved to approve the following payments, which have been examined, verified and certified by the Clerk and RFO.

 

Payment no	Details of payment	Amount	Paid for noting
DD13	Land registry search: Ref 1000007398573, dated 08.05.25	14.00	Paid
DD14	Land registry search: Ref 1000007398740, dated 08.05.25	14.00	Paid
15	Nick Mathias: Grass cutting April. Invoice no 2009/26, dated 22.04.25	423.44
16	Nick Mathias: Road warden March. Invoice no 2012/26, dated 26.04.25	364.67
17	Village Hall: April PC meeting. Invoice no C041010/25, dated 30.04.25	20.00
18	Woolston Accounts: April payroll. Invoice no INV-0750, dated 01.05.25	20.00
19	B Moor: Clerk’s salary April 2025 plus £24.00 WFH allowance	845.20
DD20	VC Warehouse: April phone. Invoice no 1015481, dated 01.05.25	11.94 9.95 + 1.99 VAT
21	Events Community Acct: SERVICE CHARGES REF : 452540523, dated 15.04.25	4.25	Paid
22	Events Community Acct: SERVICE CHARGES REF :  454980102, dated 29.04.25	4.25	Paid
23	Community Acct: SERVICE CHARGES REF : 451484826, dated 22.04.25	4.25	Paid

 

b. Balance at Bank

Balance as per bank statements on 05.05.25	Amount GBP
Events Community Account	0
Community Account	17,748.80
Commercial Instant Access Account	12,420.17
Total	30,168.97

 

c. Receipts summary

Receipts as per bank statements on 05.05.25	Amount GBP
Events Community Account	0
Community Account VAT refund year end 24/25 Precept	15,375.87 485.87 14,890.00
Commercial Instant Access Account (interest)	10.57
Total	15,386.44

d. Updates to reserves and transfers

i. £356.13 P3 c/f from year end 22-23 transferred from Commercial Instant Access (savings) Account to Community Account on 07.04.24 to go towards costs of full strim of FP2 (which cost £400.00, see invoice 3/25 Nick Mathias: Footpath 2 trim. Invoice no 1979/25, dated 07.03.25).
ii. £141.89 community café monies transferred from Commercial Instant Access (savings) Account to Community Account on 07.04.25 to cover the full 707.57 spent on Community Café for winter 24/25 as £565.68 already transferred earlier in the year. £859.11 c/f from year end 24-25 remains in the Commercial Instant Access (savings) Account.
iii. £1,280.00 to add to operational reserves (as per agreed budget – minute ref: 136:24 a) to be transferred from Community Account to Commercial Instant Access (savings) Account before June meeting now that the precept has been received.

Cllrs noted the updates to the reserves and transfers.

The Annual Parish Meeting will be held on Monday 19th May 2025 at 6.00pm at Slapton Village Main Hall.

The next Parish Council Meeting will be held on Monday 2nd June 2025 at 7.00 pm at Slapton Village Main Hall.

Signed:                                                                                         Date: