Council Meeting – 3rd April 2023

Agenda 3rd April 2023

The next meeting of the Parish Council will be the Monthly Meeting of the Parish Council held on: Monday 3rd April 2023 at Slapton Village Hall (main hall) at 7.00pm.

If any parishioners wish to either attend the meeting/and or speak, please submit your papers and questions by email to clerk@slaptonparishcouncil-devon.gov.uk  48hrs in advance of the meeting. The public comment section is 15 minutes in duration with 3 minutes allocated per person.

The PC also encourage all attendees to follow the Government Living with Covid Guidelines / section 56, safer behaviours.

 

IN THE COLERIDGE HUNDRED OF THE SOUTH HAMS OF DEVON

 The following Councillors are summoned to attend:

J Hinder (Chair), Cllr J Abbey (Vice Chair), Cllr Crowson, Cllr Mr I Mitchelmore, Cllr D Murphy, Cllr Staines, Cllr S Sullock, Cllr Waters.
Cllr J Brazil, Cllr R. Foss, Kate Payne (Centre Manager FSC) and members of the public are invited.

IN THE COLERIDGE HUNDRED OF THE SOUTH HAMS OF DEVON

 The following Councillors are summoned to attend:

J Hinder (Chair), Cllr J Abbey (Vice Chair), Cllr Crowson, Cllr Mr I Mitchelmore, Cllr D Murphy, Cllr Staines, Cllr S Sullock, Cllr Waters.
Cllr J Brazil, Cllr R. Foss, Kate Payne (Centre Manager FSC) and members of the public are invited.

AGENDA

1. APOLOGIES FOR ABSENCE
2. 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.
3. PUBLIC COMMENT
4. POLICE REPORT
   a). Devon and Cornwall Police Councillor Advocate Scheme Update, Cllr Murphy.
5. DISTRICT AND DISTRICT COUNCILLOR REPORT
   Cllr J Brazil:
   a). DCC Highways – new contact process and concerns.
   b). DCC Road Signage meeting request.
   c). A379 SLP meeting update.
   d). HMCEF – Breach of contract with PC re payment for verge mowing and road maintenance.
    Cllr R Foss:
   a). A379 SLP meeting update.
   b). Monument relocation.
   c). Request to change terms of the eco localities grant.
6. MINUTES OF THE MONTHLY PARISH COUNCIL MEETING HELD ON 13^th March 2023, if agreed, to be signed by the Chair as a true and correct record.
7. REVIEW OF THE ACTION LOG
8. MATTERS IN ABEYANCE
   a). Village Map – Pending Beach Monument relocation.
   b). Working Groups schedule – New Council.
   c). Slapton Line Magazine – Chairs next editorial copy deadline – Update on the new Council members.
9.  PLANNING
   Applications:
   0810/23/TPO – Chantry Hill, Slapton TQ7 2QY
   Proposal: T2: Horse Chestnut – Reduce lowest branch to south at 2m, by 8.5m just before two smaller side branches to the east, Second lowest limb to south, reduce length of limb by 50% to 4.5 metres in length to just before smaller side branch to east, Branches to south west, west & north west (over driveway and garage) crown lift to provide 3m clearance from SW corner of garage roof & crown raise by 5 metres overdriveway in line with lift over garage, T3: Ash – fell and remove due to evidence of ash dieback.0857/23/HHO – The Round House, Slapton TQ7 2PN
   Proposal: Householder application for proposed removal of defective hard cement render to part of rear east elevation, repointing to east & rear north elevation & application of lime wash.0858/23/LBC – The Round House, Slapton TQ7 2PN
   Proposal: Listed Building Consent for proposed removal of defective hard cement render to part of rear east elevation, repointing to east & rear northelevation & application of lime wash.0681/23/VAR – Carlane Lodge, Carr Lane, Slapton
   Proposal: Application for variation of condition 2 (approved drawings) of planning consent 3599/16/VAR for minor revisions to design to provide for renewable energy provisions, plant room for Ground or Air Source Heat Pumps.Decisions
   0448/23/TCA – The Round House, Slapton, TQ7 2PN
   Proposal: T1: Bay – Removal of tree due to too large & very close of listed building.
   Decision: No ObjectionWithdrawn – None
10. MATTERS FOR DISCUSSION
    a). Monument relocation: Agree next steps following recent update from Strete PC.
    b). Approval of Nick Walker quote for re-wilding signage.
    c). Reported unbagged dog waste at Townsend Cross/ recreation field.
    d). Approve PC statement (closed discussion).
    e). SLCC Equalities training booking.
    f). Pop-up Community Café debrief / Winter 2023 Grant update / Next steps.
    g). Park and walk ditch flooding and Drain rods approval.
    h). Year-end:
    1. 2019 Financial Model Regulations: Review/Approve and re-approve all payments by Standing Order and Direct Debit for 2022 for resolution.
    2. Standing Orders; Review and re-approve the Standing Orders for resolution.
    3. Risk register: Review/reapprove for resolution.
    4. AGAR Part 2 – 2022-23 Chair to Sign Certificate of Exemption 2022-23.
    5. PC to approve the Annual Governance Statement 2022-23 /Chair to sign.
    6. PC to approve the Accounting Statement 2022/23 / Chair to sign.

11. PROPOSALS FOR RESOLUTION
12. CHAIRS REPORT
    a). Reported incident involving a parishioner and driver on 24^th March 2023.
13. REPORTS
    a). To receive an update from the clerk on matters ongoing plus annual leave approval plus:
    b). For Cllrs to highlight matters which require attention or future agenda items
14. FINANCIAL MATTERS
    Council to approve the following payments:
    158/23 – £134.76 – Martin Pears Engineering LTD.  Invoice 180803 dated 163/23.  Half Mesh Gate – Recreation field. (Noted as Paid 17/3/23).
    1/23 – £833.15, L. Soothill-Ward (Clerks salary March 2033 £821.20 Gross) less NEST employee payments £12.05 Plus WFH allowance £24.00  Paid 1-4-2023 for noting.
    2/23 – £20.00, Woolston Accountants – March Payroll. Invoice 2482 28/3/23.
    3/23 DD – £21.09 – NEST employee £12.05 / employer £9.04.
    4/23 – £300.00, Nick Mathias – March Road Warden Work. Invoice 1582/23 dated 20/3/23.
    5/23 – £285.00, Nick Mathias – March Mowing. Invoice 1581/23 dated 20/3/24.
    6/23 – £776.16, Tomlinson Computing – MS Office 365 Sharepoint and Email annual licences renewal x 10. invoice 8582 dated 24/3/23.
    7/23 – £346.53, Community First Insurance Renewal 2024 – 3 year fixed policy. Invoice YLL2720278713 dated.
    8/23 – £36.00, DALC – Cllr Waters Training – Being a good Cllr courses 3 and 4. Invoice  4483 dated 27/3/23.
    9/23 – £93.60, SHDC 2022/23 retrospective recreation field bin collection fee. Invoice no 22231598. dated: 29/3/23.
    10/23 – £139.98, DALC annual renewal fee- Invoice due in April – pre-approval.a). Balance at Bank @ 29/3/23: £16,118.89
    -Treasurers Account £4,049.43
    -Instant Access Savings Account £12,069.59b). Receipts summary 7^th March to date 2023:
    -Treasurers Account: £850.00
    -Instant Access Savings Account interest £4.76
    -Total Receipts: £854.76c). DCC Localities Grant of £800 applied for – Sands Road Flood prevention correction works.
    d). DCC Localities 2022 £300 Defibrillator grant received 17/3/23. Ringfenced to savings account.
    e) Devon Communities Grant awarded of £1K for a winter 2024 pop up community café. Ringfenced to Savings account.
    f). HMCEF Mid-Year Grant to DCC Highways 31-10-22 £3,308.00. Highway advise no funds remaining. Clerk has raised need to honour legal contract terms. Pending reply. Discuss at Meeting.
    g).2022 final VAT Claim of £204.20 (1/2/23 – 31-3-23) submitted 1/4/23.
    h). PAT Test for projector 21/3/23 – F.O.C.

15. Next Parish Council meetings:

• The Annual Parish Meeting will be held on Wednesday 26^th April 2023 at 6.30pm.
• The Annual Meeting of the Council held on Tuesday 9^th May 2023 at 7.00pm at Slapton Village Main Hall.

Members of the public wishing to attend are asked to follow the Governments Living with Covid Guidelines.

Signed: Louise Soothill-Ward, Clerk 29/3/23

All meeting agenda’s, supporting documents and minutes can be viewed at www.slaptonparishcouncil-devon.gov.uk

 

Minutes – 3rd April 2023

Those in attendance:

J Hinder (Chair), Cllr J Abbey (Vice Chair), Cllr Mr I Mitchelmore, Cllr D Murphy, Cllr Staines, Cllr S Sullock.
Cllr J Brazil.

1.23 APOLOGIES FOR ABSENCE : Cllr Michael Crowson, Cllr Joseph Waters , Louise Soothill-Ward

2.23 DECLARATIONS OF INTEREST – None

3.23 PUBLIC COMMENT – None

4.23 Devon and Cornwall Police Councillor Advocate Scheme Update.
a). Devon and Cornwall Police Councillor Advocate Scheme Update, Cllr Murphy reported his attendance at Police and Crime Commissioner event for Councillor Advocates on Saturday 25th March in Saltash on behalf of SPC. No other reports. Chair asked if County Lines or Safeguarding issues had been addressed at the meeting, which Cllr Murphy informed they had not.

5.23 County & District Councillor reports
Cllr J Brazil:

Cllr reported that the councillors are now in purdah.

a. DCC Highways – Government has provided funding for pothole repairs. Cllr Brazil advised if there were any particularly bad spots then to let him know. The pothole on Wood Lane is deteriorating again, due to its temporary repair, but hopefully it will now be fully repaired and properly sealed. The pothole repair programme has been outsourced and SHDC are now finalising the contract. DCC Road Signage meeting request has been again ignored by Highways, but the PC has been advised by Lisa Edmunds that the licence request to install a planter at the village entrance on Sand Road has been refused. Cllr Brazil admitted that his time was better spent focussing on more urgent social matters, rather than having to chase Highways. Cllr Abbey pointed out that the PC were perfectly happy to work with Highways directly, but all officers contacted continue to not engage,

b. A379 SLP meeting update. Cllr Brazil advised that sea defences have not been agreed because of the SSSI status. Anthony Mangnall MP has now taken this issue to the Secretary of State, as there is still tension amongst the two opposing sides. The project requires funding, which will not be available from SHDC. Cllr Brazil also stated that the FSC is not being helpful in these discussions, nor with the relocation of the monument. Cllr Hinder advised that there were thoughts for the PC to contact the American Ambassador with details of the current relocation dilemma.

c. HMCEF – Breach of contract with PC re payment for verge mowing and road maintenance. Cllr Hinder advised Cllr Brazil that payment had still not been received from Highways for the mowing programme and suggested that it could be more cost effective if the Road Warden undertake the local repairs, but if payment for this is not forthcoming, then this work will not be done. Cllr Brazil advised he would contact Lisa Edmunds regarding this. Cllr Hinder stated that half of the precept is earmarked for taking over responsibility of Highways work, but this decision could be reversed, and the responsibility handed back over to Highways.

Cllr R Foss: No report, carry the below to next meeting.

a). A379 SLP meeting update.
b). Monument relocation.
c). Request to change terms of the eco localities grant.

6.23 MINUTES OF THE MONTHLY PARISH COUNCIL MEETING HELD ON 13^th March 2023, Cllr Sullock proposed, Cllr Staines seconded and the PC unanimously agreed for the minutes to be signed by the Chair as a true and correct record. Cllr Mitchelmore was not present at last month’s meeting.

7.23 Review of Action Log – Clerk to update the action log.

a). Cllr Hinder suggested a “sensory” planter be installed in the new community space, as the Eco Grant was available.

b). Cllr Mitchelmore proposed that the residents of Brandis Park take responsibility and management for the verges at the entrance. Cllr Hinder said this could be agreed in principle and the Road Warden mowing scheme would have to be amended. Cllr Sullock seconded.

c). Cllr Hinder advised that several requests had been made to James Curtis (CSG) for the return of the donations of artwork, for the village Art Project, as there was no evidence of any progress. As Mr Curtis has not responded to any of these requests, Cllr Hinder now proposes to send a letter of request by recorded delivery. It is the responsibility of the PC to see this project to its conclusion and for it to be delivered to the Central Archive.

8.23 Matters in Abeyance  

a). Village Map – Pending Beach Monument relocation.
b). Working Groups schedule – New Council.
c). Slapton Line Magazine – Chair’s next editorial copy deadline – Update on the new Council members. 13^th May2023

8.23 Planning

Applications: 
0810/23/TPO – Chantry Hill, Slapton TQ7 2QY
Proposal: T2: Horse Chestnut – Reduce lowest branch to south at 2m, by 8.5m just before two smaller side branches to the east, Second lowest limb to south, reduce length of limb by 50% to 4.5 metres in length to just before smaller side branch to east, Branches to south west, west & north west (over driveway and garage) crown lift to provide 3m clearance from SW corner of garage roof & crown raise by 5 metres over driveway in line with lift over garage, T3: Ash – fell and remove due to evidence of ash dieback.

0857/23/HHO – The Round House, Slapton TQ7 2PN
Proposal: Householder application for proposed removal of defective hard cement render to part of rear east elevation, repointing to east & rear north elevation & application of lime wash.
No Comment.

0858/23/LBC – The Round House, Slapton TQ7 2PN
Proposal: Listed Building Consent for proposed removal of defective hard cement render to part of rear east elevation, repointing to east & rear north elevation & application of lime wash.
No Comment

0681/23/VAR – Carlane Lodge, Carr Lane, Slapton
Proposal: Application for variation of condition 2 (approved drawings) of planning consent 3599/16/VAR for minor revisions to design to provide for renewable energy provisions, plant room for Ground or Air Source Heat Pumps.
No Comment

Decisions 
0448/23/TCA – The Round House, Slapton, TQ7 2PN
Proposal: T1: Bay – Removal of tree due to too large & very close of listed building.
Decision: No Objection

Withdrawn – None

9.23  Matters for discussion

a). Monument relocation: Agree next steps following recent update from Strete PC. It was suggested that the American Ambassador be contacted regarding the current dilemma, and further investigations be made regarding ownership of the land and structure.
b). Approval of Nick Walker quote for re-wilding signage. The metal signs for the trees were agreed. Cllr Hinder proposed, Cllr Sullock seconded £130 maximum payment.
c). Reported unbagged dog waste at Townsend Cross/ recreation field. A statement asking dog owners to clear up their dog waste has been put on Facebook and more “clear up” signs to be requested from the Dog Warden.
d). Approve PC statement (closed discussion).
e). SLCC Equalities training booking. The Chair reiterated that the sharing of the Equalities LGBT+ Training had been raised in the same fashion as the Defibrillator Training, which was open to all in the village and surrounding parishes, by the Clerk, who works for the Parish Council. SLCC encouraged this topic as a strand of the Civility & Respect agenda, which all councillors are required to sign up to. The initial email was to sound out interest in other village organisations and did not require an immediate commitment. This specific training was an opportunity to design a bespoke programme for Slapton village, because of the high numbers of students (5000+ p.a.) who attend the FSC and is similar to the commissioning of required and bespoke Safeguarding training. The more attendees means it is more cost efficient. Chair asked for Cllr’s thoughts:

i.Cllr Mitchelmore asked if it was required, or just a tick box exercise, as he personally didn’t feel it necessary to his role, as he is not questioned on the topic, and did not want to cause further upset.

ii. Cllr Staines did say that he is approached by visiting students, who ask questions of him.

iii. Cllr Murphy said that all training is worthwhile, especially if relevant.

iv. Cllr Sullock thought that there is only limited time to volunteer for PC duties and it is best to concentrate on the practicalities of village improvements.

v. The Chair informed that Public Sector Equality Duty (Equalities Act 2010) is to eliminate discrimination, advance equality and foster good relations between different people. Future training that will be required will be on race and culture, disability and unconscious bias. These topics are difficult to lump into one training session. This Equality Duty has probably prioritised homophobic and harassment training at this time, as Clerks are increasingly becoming targets for these prejudices, and therefore are reluctant to apply for Clerk vacancies.

f).  Pop-up Community Café debrief / Winter 2023 Grant update / Next steps. This has proved to be a popular village activity, with healthy numbers of attendees and very positive feedback. Cllr Sullock advised that a person had told her that the Postmaster had given negative feedback regarding the event interfering with the P.O.sessions. Cllr Abbey will follow up with the Postmaster. Further S137 & S145 grants have been secured for a similar session of events to be held over the Winter months.
g). Park and Walk ditch flooding and Drain rods approval was granted, as this should cost no more than £100. Cllr Hinder proposed and Cllr Mitchelmore seconded. However, it is possible that Jim McPetrie may agree to lend his equipment to the PC and that Nick Mathias could approach him regarding this.
h). Year-end:
a). 2019 Financial Model Regulations: Review/Approve and re-approve all payments by Standing Order and Direct Debit for 2022 for resolution. Approved by Cllrs Hinder & Staines.
b). Standing Orders; Review and re-approve the Standing Orders for resolution. Approved by Cllrs Hinder & Mitchelmore.
c). Risk register: Review/reapprove for resolution. Approved by Cllrs Hinder & Staines
d). AGAR Part 2 – 2022-23 Chair to Sign Certificate of Exemption 2022-23. Decision Postponed
e). PC to approve the Annual Governance Statement 2022-23 /Chair to sign. Decision Postponed.
f). PC to approve the Accounting Statement 2022/23 / Chair to sign. Decision Postponed

10.23 Proposals for Resolution – None

11.23 Chairs Report
a). Reported incident involving a parishioner and driver on 24^th March 2023. A car driver purporting to be a Parish Councillor approached a youth, who was cycling in the village late evening. No Councillor has had that engagement with a youth. Cllr Hinder, as Chair / Safeguarding Lead suggested that the parents contact the police. The parent was very appreciative of the swift response from the PC.

12.23 Reports
a). Clerk and RFO report: The Clerk did not attend meeting. See written report submitted to PC prior to meeting:

• DCC Highways – 26/1/23 Pending update on the following:
  • HMCEF Mid-Year grant claim.
  • Verge products permissable.
• Recreation field: Invoice Liaison with Cllr Waters.
• Coronation: Village Poster copy finalisation for S.lines deadline 12^th March 2023
• PC Planning submissions.
• Elections: Reading all SHDC updates and forward to cllrs / VN Numbers for Nomination Packs to Cllrs / FB campaign posts scheduling.
• HM Prison Service Community Payback scheme: Hall Prep and site briefing Saturday 4^th
• 15 CSG Facebook and 7 PC website news posts drafted/SEO/posted. https://slaptonparishcouncil-devon.gov.uk/
• Delivery of 2 Community winter pop up coffee shops plus grant submission for Winter 2023 and measurement reporting. 119 parishioner’s attended 6^th -27^th March and 344 in total to 27^th March 2023.
• Office and budget administration including year-end accounting preparation/ new year budget set up.
• Meeting with new Internal Auditor 21/3/22.
• Notice board updating.
• Recreation field facilities servicing: Bags, Water, wild flower stakes, stone wall, and visitor numbers monitoring:

 WIP:

• Submission of 2022 PROW paths inspections report by end of March 2023.
• Year end and AGAR completion for April Meeting
• Internal Audit April/May – Ongoing.
• Elections 2023 – VN Numbers for Nomination Packs to Cllrs / ongoing comms
• APM and CSG Annual Meeting – Posters/agenda/hall bookings
• Website: Ongoing content updating / Transfer of old URL ownership to PC.
• VAS Sign ordering / Shop Grant Management / Highways approval
• Community Pop-up coffee shop support to 3 April inclusive.

Annual Leave:
22-29 March and 14^th to 21^st April (worked 29^th March)

Unpaid Community contribution time:
8hrs  x 2 coffee clubs support.

b). Clls Reports:

Cllr Abbey:  advised that a new family who have recently moved into the village have allegedly been subjected to harassment by a close neighbour, and this was reported by a resident. Cllr Abbey has posted PC’s contact details through the letterbox, should the family require further support.

13.23 Financial matters
Council to approve the following payments not already pre-approved and paid.

158/23 – £134.76, Martin Pears Engineering LTD.  Invoice 180803 dated 163/23.  Half Mesh Gate – Recreation field. (Noted as Paid 17/3/23).

1/23 – £833.15, L. Soothill-Ward (Clerks salary March 2033 £821.20 Gross) less NEST employee payments £12.05 Plus WFH allowance £24.00  Paid 1-4-2023 for noting.

2/23 – £20.00, Woolston Accountants – March Payroll. Invoice 2482 28/3/23

3/23 DD – £21.09, NEST employee £12.05 / employer £9.04

4/23 –  £300.00, Nick Mathias – March Road Warden Work. Invoice 1582/23 dated 20/3/23.

5/23- £285.00, Nick Mathias – March Mowing. Invoice 1581/23 dated 20/3/24.

6/23 – £776.16, Tomlinson Computing – MS Office 365 Sharepoint and Email annual licences renewal x 10. invoice 8582 dated 24/3/23.

7/23 – £346.53, Community First Insurance Renewal 2024 – 3 year fixed policy. Invoice YLL2720278713 dated.

8/23 – £36.00, DALC – Cllr Waters Training – Being a good Cllr courses 3 and 4. Invoice  4483 dated 27/3/23

9/23 – £93.60, SHDC 2022/23 retrospective recreation field bin collection fee. Invoice no 22231598. dated: 29/3/23

10/23 – £139.98, DALC annual renewal fee- Invoice due in April – pre-approval.

a). Balance at Bank @ 29/3/23: £16,118.89

Treasurers Account £4,049.43
Instant Access Savings Account £12,069.59

b). Receipts summary 7^th March to date 2023: 

Treasurers Account: £850.00
Instant Access Savings Account interest £4.76
Total Receipts: £854.76

c). DCC Localities Grant of £800 applied for – Sands Road Flood prevention correction works.

d). DCC Localities 2022 £300 Defibrillator grant received 17/3/23. Ringfenced to savings account.

e). Devon Communities Grant awarded of £1K for a winter 2024 pop up community café. Ringfenced to Savings account.

f). HMCEF Mid-Year Grant to DCC Highways 31-10-22 £3,308.00. Highway advise no funds remaining. Clerk has raised need to honour legal contract terms. Pending reply. Discuss at Meeting.

g). 2022 final VAT Claim of £204.20 (1/2/23 – 31-3-23) submitted 1/4/23.

h). PAT Test for projector 21/3/23 – F.O.C.

 14.23 The Annual Meeting of the Council to be held on Monday 15th May 2023 at 7.00pm at Slapton Village Main Hall.

The Annual Parish Meeting will be held on Wednesday 26^th April 2023 at 6.30pm.

Members of the public wishing to attend are asked to follow the Governments Living with Covid Guidelines.

Signed:

Newly Elected Chair: Jane Abbey

Date:  15th May 2023

All meeting agenda’s, supporting documents and minutes can be viewed at www.slaptonparishcouncil-devon.gov.uk