Council Meeting -13th March 2023

Agenda 13th March

The next meeting of the Parish Council will be the Monthly Meeting of the Parish Council held on: Monday 13th March 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.

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). A379 SLP meeting update
   c). HMCEF Mid-Year Grant to DCC Highways 31-10-22 £3,308.00 declined due to no DCC funds remaining. Breach of contract with PC.
   Cllr R Foss:
   a). A379 SLP meeting update.
   b).Monument relocation update.
   c). Old Walls water run off onto highways – ice hazard.
6. MINUTES OF THE MONTHLY PARISH COUNCIL MEETING HELD ON 6^th February 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.
9. PLANNING
   Applications:
   0448/23/TCA – The Round House, Slapton TQ7 2PN
   Proposal: T1: Bay – Removal of tree due to too large & very close of listed building.0676/23/TCA – Chantry Hill, Slapton TQ7 2QY
   Proposal: G1, T3, T5: Sycamore – Coppice to ground level to increase light to house and garden, T6: Sycamore – Remove lowest three limbs, crown lift to 7m above ground level to increase light to house and garden, T7: Sycamore – Remove lowest three limbs, crown lift to 6m above ground level to increase light to house and garden.Decisions
   0073/23/TCA – Barn Cottage, Slapton, Devon, TQ7 2PN
   Proposal: T1: Cypress – fell.
   Decision: No objection4509/22/TCA – Land at SX 820 449, Brook Street, Slapton, TQ7 2PR
   Proposal: T1: Eleagnus sp – remove, T2: Fruit Tree – remove, T3: Fruit Tree – remove, T4: Fruit Tree – remove, T5: Fruit Tree – remove.
   Decision: No ObjectionWithdrawn – None
10. MATTERS FOR DISCUSSION
    a). Standards and behaviour:
    1. Government legislation- Protected Characteristics and Equality Act 2010 overview
    2. Civility and Respect Pledge – Next steps
    3. Nolan Principles of Public Office
    4. DCC Police Zero Tolerance Campaignb). Road signage.
       c). VAS Installation.
       d). Meeting Venue sound issues.
       e). APM Meeting – Admin arrangements.
       f). Pop-up Coffee Club – Cllr attendance remaining dates.
       g). Coronation Weekend Parish Programme approval.
       h). Elections timetable.
11. PROPOSALS FOR RESOLUTION
12. CHAIRS REPORT
    a). S145 and S147 clarification
13. REPORTS
    a).To receive an update from the clerk on matters ongoing plus annual leave approval plus annual leave request; 22-29^th March and 14^th to 21^st April / phone cover.b). For Cllrs to highlight matters which require attention or future agenda items.

14. FINANCIAL MATTERS

Council to approve the following payments not already pre-approved and paid on 8/3/24.

141 /23, £450.00 – Nick Walker Printing LTD.  Replacement sign for the Recreation Field. Invoice no SI-90676 dated 22/2/23. (Noted as Paid 24/2/23)

142/23 – Switch £23.91 – S145 Community pop-up winter café and PC drop-in clinic – catering items. Covered under the DCC Building communities’ grant. Amazon Orders. Approved 6-2-22 PC meeting on Switch. (Noted as paid 15/2/23).

143/23, £18.00 – DALC -Invoice 4416 dated 21/2/23. Cllr Waters attendance at Good Cllrs webinar 31/1/23 (Noted as Paid 7/3/23)

144/23, £833.15 – L. Soothill-Ward (Clerks salary Feb 23 £821.20 Gross) less NEST employee payments £12.05 Plus WFH allowance £24.00 (Noted as Paid 1-3-23)

145/23, £18.43 – Feb 23 NEST employee contributions – Due 15/3/22

146/23, £20.00 – Woolston Accounting – Monthly Feb payroll. Invoice 2453 dated 28/2/23 (Noted as Paid 7/3/23)

147/23, £317.04 – Nick Mathias – Feb Road Warden Work. Invoice 1574523 /23 dated 1/323. (Noted as Paid 7/3/23)

148/23, £385.00 – Nick Mathias – Feb Mowing, 1st Cut Invoice 1574/23 dated 1/3/23 (Noted as Paid 7/3/23)

149/23,  £220.00 – Nick Mathias – Part 1, Fencing installation at Recreation field Invoice 1576 /23 dated 1/3/23. (Noted as Paid 7/3/23)

150/23, £60.00 – Nick Mathias – Recreation field sign installation. Invoice 1577/23 dated 1/3/23. (Noted as Paid 7/3/23)

151/23, £11.94 – VC Warehouse – VOIP CSG/PC telephone help line monthly rental (March).  Invoice 1011964, dated 1/3/22 (Due 15/3/23 by DD- For noting).

152/23, £118.47 – Community Payback Materials – Various on Amazon. Paid by switch 3/3/23 (Noted as Paid)

153/23, £141.00 – Village Hall Hire Feb Meeting & Pop-up coffee shops Feb 6^th/13^th/20^th/27th Fe (from DCC Grant)- Invoice no C03780/23 dated 1/3/23. (Noted as Paid 7/3/23)

154/23, £18.00 – DALC – Being a Good Cllr 2 course for Joseph Waters. Invoice 4453 dated 6/3/23. (Noted as Paid 7/3/23)

155/23, £75.74 – Clerks Expenses – Catering for Mondays at the Hall and Community Payback scheme materials.

a).Balance at Bank @ 7/3/23: £17,342.80

• Treasurers Account £6,077.97
• Instant Access Savings Account £11,264.8

Receipts summary Feb to March 7^th 2023:
Treasurers Account: £1,201.43
Instant Access Savings Account interest £1749.85
Total Receipts: £2951.28

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

d). DCC Localities 2022 £300 Defibrillator grant applied for. Pending funds.
e). 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.
f). 2022 VAT Claim submission April to 1/2/23 £651.43 received 10/2/23. To Treasurers account.
g). SHDC Basket Ball Localities Grant of £500 Received 24-2-23. Transferred to Savings Account and Ringfenced.
h). P3 Scheme Grant £50 received 1/3/23 (Fallen tree on Path 11 removal. To treasurers account to cover payment made 6/12/22 to Road Warden.
i). S137 PC Community Well-being Starter Grant of £345 for PILOT Community Film Club transferred to treasurers account 1/3/23 and ringfenced.
j). SHDC SWAST defib Localities Grant of £500 awarded 3-3-23 Pending receipt then to Savings Account and Ringfence.

15. Next Parish Council monthly meeting will be held on Monday 3^rd April 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 7/3/23

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

Supporting documents:

Minutes of the PC meeting 6th February

Minutes 13th March

Present: Cllr J Hinder (Chair), Cllr Abbey (Vice Chair), Cllr Murphy, Cllr Sullock, Cllr Crowson, Cllr Staines, Cllr Waters.
In attendance: Cllr R Foss, member of the public.

152-22 Apologies for absence – Cllr Brazil, Cllr Mitchelmore.
153-22 Declarations of interest – None.

154.22 Public comment. A member of the public attended to present their views regarding the refusal of planning application 4272/22/FUL.  Cllr R Foss agreed to follow up with SHDC as to the reasons for refusal as he had not been consulted.

155.22 Devon and Cornwall Police Councillor Advocate Scheme Update. Cllr Murphy reported The Office of the Police and Crime Commissioner is holding an event for Councillor Advocates on Saturday 25th March in Saltash and will be attending on behalf of SPC. No other reports.

156.22 County & District Councillor reports

 Cllr J Brazil – No report, carry the below to next meeting.

1. DCC Highways Update – New contact process and concerns.
   1. A379 SLP meeting update.
   2. DCC painted pedestrian path – District meeting motion update.
      Pop-up community coffee club invitation.
   3. HMCEF Mid-Year Grant to DCC Highways 31-10-22 £3,308.00 declined due to no DCC funds remaining. Breach of contract with PC
      
      Cllr R Foss:
2. A379 – Cllr Foss reported Anthony Mangnall MP had advised SHDC to apply for planning permission to defend the road as soon as possible of which Natural England would be a statutory consultee. Anthony Mangnall will be speaking to Rebecca Howe a Whitehall Minister regarding the situation regarding the protection of the Slapton Line as only Whitehall can override Natural England’s refusal.  The Devon Resilience Innovation Programme also needs updating and Anthony Mangnall is very clear that residents of Slapton should not have the burden of the road hanging over them.
3. Monument relocation update. Planning has been approved. The FSC and Strete PC were still agreeing the surface material around the monument e.g., shingle or grass. The removal of the 3mx3m concrete block is being insisted upon when the monument is moved and the negative impact on the current road protection is being raised with Anthony Mangnall. The Chair confirmed the PC had sent a strong view to the interim Slapton Line Managers survey on performance of the SLP and expressed disappointment that they had not visited the area. Cllr Abbey advised they had met with Anthony Mangnall MP last Friday to discuss their concerns with the SLP and had asked for a copy of the economic and social impact studies mentioned at the meeting which were not forthcoming and was concerned these had not been done and would keep the PC informed.  Cllr Foss advised to raise an FOI request if the reports were not released. The PC voted unanimously to submit an FOI request. Cllr Abbey to submit.
4. Old Walls water run off onto highways. Cllr Foss advised this was not a PC responsibility and suggested to use the nearby Grit Bin on cold weather days.
5. The Chair thanked Cllr Foss for the £500 Localities grant for the basket ball hoop, £500 Localities grant for the contribution to a 2^nd defibrillator and asked to pass on the PC’s thanks to the SHDC team which removed the bottle bank fencing and glass waste which was very appreciated.
6. Whitebeam – Cllr Foss advised that an SHDC Planning officer had advised planning permission was required and had written to the owner.

Cllr Foss left the meeting at 19.44pm

157-22 MINUTES OF THE MONTHLY PARISH COUNCIL MEETING HELD ON 6^th February 2023. Cllr Sullock proposed, Cllr Waters seconded and the PC unanimously agreed for the minutes to be signed by the Chair as a true and correct record.

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

159.22 Matters in Abeyance  

a)     Village Map – Pending Beach Monument relocation.

b)     Slapton Line Magazine – Chairs next editorial copy deadline 13^th May 2023. The PC agreed that given the elections, the next Chairs update would include details of the new Council and date of the next meeting of Monday 15^th May 2023. 

160.22 Planning
Applications:

0448/23/TCA – The Round House, Slapton TQ7 2PN
Proposal: T1: Bay – Removal of tree due to too large & very close of listed building.

0676/23/TCA – Chantry Hill, Slapton TQ7 2QY
Proposal: G1, T3, T5: Sycamore – Coppice to ground level to increase light to house and garden, T6: Sycamore – Remove lowest three limbs, crown lift to 7m above ground level to increase light to house and garden, T7: Sycamore – Remove lowest three limbs, crown lift to 6m above ground level to increase light to house and garden.

Decisions
0073/23/TCA – Barn Cottage, Slapton, Devon, TQ7 2PN
Proposal: T1: Cypress – fell.
Decision: No objection

4509/22/TCA – Land at SX 820 449, Brook Street, Slapton, TQ7 2PR
Proposal: T1: Eleagnus sp – remove, T2: Fruit Tree – remove, T3: Fruit Tree – remove, T4: Fruit Tree – remove, T5: Fruit Tree – remove.
Decision: No Objection

Withdrawn – None

161.22 Matters for discussion

1. Standards and behaviour: The Chair reminded Cllrs of their duties in public life if standing again. A closed discussion was held regarding employers’ duties following a recent incident, following which, and based on the facts presented, the Chair proposed and Cllr Waters seconded and the PC voted unanimously to abide by the below policies, sign up for the DCC police zero tolerance campaign and all Cllrs to undertake the Civility and Respect training. Any comments on this matter should be addressed to chair@slaptonparishcouncil-devon.gov.uk
   1. Government legislation- Protected Characteristics and Equality Act 2010 overview
   2. Civility and Respect Pledge – Next steps
   3. Nolan Principles of Public Office
   4. DCC Police Zero Tolerance Campaign
2. Road signage – Cllr Waters to contact the Road Warden to re-instate the width signs at Lower Green Cross asap. If there are any issues with the posts to take photos and send to DCC highways to replace.
3. VAS Installation. Clerk to contact DCC Highways to arrange site meeting to discuss/approve location and review battery options. Cllr Abbey to request a meeting with Highways at Ivybridge to discuss other traffic matters. Cllr Murphy to obtain grant application form from the SVCS.
4. Meeting Venue sound issues – Resolved.
5. APM Meeting Weds 26^th Chair to prepare slides with Clerk support. Clerk to invite the village organisations and clubs.
6. Pop-up Coffee Club – Cllr attendance agreed for remaining dates.
7. Coronation Weekend Parish Programme approved.
8. Elections timetable and nomination papers issued. Deadline for submission in person at Follaton House, Totnes, from Thursday 23^rd March to Tuesday 4^th April between the hours of 10am-4pm.
9. Year end audit – clerk progressing.
   162.22 Proposals for Resolution – None.

163.22 Chairs Report
a). The Chair proposed to nominate a parishioner for a parish award of guardian of the Phone Box at the APM and the PC voted unanimously in agreement. Chair to prepare certificate.

b). The Chair confirmed that budget codes S145 and S137 can be used to support State and Community event expenditure.

c). The Chair presented the Eco signs artwork for Sands Road and the PC agreed unanimously to progress in A3 size. Chair to progress quote for approval next meeting.

d). Eco grant – Chair to progress approvals for planters on verges and confirmed that the Honeysuckle would grow back next to the park and walk following necessary pruning to remove the fencing.  Cllr Sullock to offer use of a ladder to install bird boxes on Sands Road.

164.22 Reports

a). Clerks Monthly Report –Feb 2023                        

• DCC Highways – 26/1/23 Pending update on the following:
  • HMCEF Mid-Year grant claim
  • Verge products
• SHDC – Liaison with Localities re bottle bank fencing and debris collection 11-3-22.
• PROW scheme – Liaison on outstanding grant/ submission extension.
• Defibrillator Check 6-3-23.
• Recreation field: Sign collection, Budget Liaison with Cllr Waters.
• A379 site meeting attendance – Anthony Mangnall, Cllr Abbey Cllr Crowson.
• DCC Grant Submission: 2022 £300 defibrillator contribution and 2023 Coronation Seat – Approved
• 2022 VAT 2^nd claim submission.
• NALC webinar re Social Isolation / Local Authority response – circulated to the PC.
• PC Planning submissions.
• Elections: Posters, Cllr briefing, Guidance reading.
• HM Prison Service Community Payback scheme: Materials ordering / Meet and greet and preparation site briefings, Sunday 19^th Feb and Saturday 4^th
• 15 CSG Facebook and 14 PC website news posts drafted/SEO/posted. https://slaptonparishcouncil-devon.gov.uk/
• Delivery of 5 Community winter pop up coffee shops 6^th,13,20,27^th Feb & 6 March plus grant and catering management, and measurement reporting. 146 parishioner’s attended 3^rd Feb to 6^th March and 244 in total to 3 March 2023.
• Attendance at Eco Budget replanning meeting with the Chair and Cllr Sullock.
• Office and budget administration including year-end accounting preparation
• Meeting with new Internal Auditor 21/3/22.
• Standards and Behaviour – PC guidance / Police Zero Tolerance campaign research.
• Notice board updating.
• Recreation field facilities servicing: Bags, Water, wild flower stakes, stone wall, and visitor numbers monitoring: 55 visits in Feb 2023 and 1860 visits in total since 1/2/22.

 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
• Elections 2023 – Nomination Packs to Cllrs / ongoing comms
• APM and CSG Annual Meeting – Posters/agenda/hall bookings
• Coronation: Village Poster copy collation and briefings for 12 March deadline
• 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^th March and 14^th to 21^st April. Cllr Abbey to cover the PC’s telephone number.

Contract:
10hrs a week / 40 month
Monthly Time in lieu accrued:
20hrs  x 5 coffee clubs support

1. Cllrs reports:Cllr Waters

   – Reported that some residents do not have a door stop collection with the bottle bank being removed. Discuss at next meeting with Cllr R Foss.

Cllr Abbey– Reported that a resident had updated them that the properties on Brook Street were now registered at risk with the Fire Service. They had also raised concerns over the width signage – PC to progress with DCC Highways. Also reported that the Slapton Line Partnership meeting was unsatisfactory with missing reports and would be progressing an FOI request.

 

 

164.22 Financial matters

 

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

141 /23
£450.00
Nick Walker Printing LTD.  Replacement sign for the Recreation Field. Invoice no SI-90676 dated 22/2/23. (Noted as Paid 24/2/23)

142/23

Switch
£23.91
S145 Community pop-up winter café and PC drop-in clinic – catering items. Covered under the DCC Building communities’ grant. Amazon Orders. Approved 6-2-22 PC meeting on Switch. (Noted as paid 15/2/23).

143/23

£18.00
DALC -Invoice 4416 dated 21/2/23. Cllr Waters attendance at Good Cllrs webinar 31/1/23 (Noted as Paid 7/3/23)

144/23
£833.15
L. Soothill-Ward (Clerks salary Feb 23 £821.20 Gross) less NEST employee payments £12.05 Plus WFH allowance £24.00 (Noted as Paid 1-3-23)

145/23
£18.43
Feb 23 NEST employee contributions – Due 15/3/22

146/23

£20.00
Woolston Accounting – Monthly Feb payroll. Invoice 2453 dated 28/2/23 (Noted as Paid 7/3/23)

147/23
£317.04
Nick Mathias – Feb Road Warden Work. Invoice 1574523 /23 dated 1/323.

(Noted as Paid 7/3/23)

148/23
£385.00
Nick Mathias – Feb Mowing, 1st Cut Invoice 1574/23 dated 1/3/23

(Noted as Paid 7/3/23)

149/23
£220.00
Nick Mathias – Part 1, Fencing installation at Recreation field Invoice 1576 /23 dated 1/3/23. (Noted as Paid 7/3/23)

150/23
£60.00
Nick Mathias – Recreation field sign installation. Invoice 1577/23 dated 1/3/23. (Noted as Paid 7/3/23)

151/23
£11.94
VC Warehouse – VOIP CSG/PC telephone help line monthly rental (March).  Invoice 1011964, dated 1/3/22 (Due 15/3/23 by DD- For noting).

152/23
£118.47
Community Payback Materials – Various on Amazon. Paid by switch 3/3/23 (Noted as Paid)

153/23
£141.00
Village Hall Hire Feb Meeting & Pop-up coffee shops Feb 6^th/13^th/20^th/27th Fe (from DCC Grant)- Invoice no C03780/23 dated 1/3/23. (Noted as Paid 7/3/23)

154/23
£18.00
DALC – Being a Good Cllr 2 course for Joseph Waters. Invoice 4453 dated 6/3/23. (Noted as Paid 7/3/23)

155/23
£75.74
Clerks Expenses – Catering for Mondays at the Hall and Community Payback scheme materials.

 

The PC approved the following late items:

156/23
£289.50
Martin Pears Engineering LTD.  Invoice 180454 dated 10/3/23.  Fencing posts, wire, and fixings – Recreation field.

157/23
£198.00
South West Loos, Coronation event Portaloo Hire. Booking form hire invoice dated 15/2/23

tbc
£15.96
Bit Defender security licence for the clerks account. (Pending invoice)

 

 

342. Balance at Bank @ 7/3/23: £17,342.80

Treasurers Account £6,077.97
Instant Access Savings Account £11,264.83

1. Receipts summary Feb to March 7^th 2023:

Treasurers Account: £1,201.43
Instant Access Savings Account interest £1749.85
Total Receipts: £2951.28

 

1. DCC Localities Grant of £800 applied for – Sands Road Flood prevention correction works.
2. DCC Localities 2022 £300 Defibrillator grant applied for. Pending funds.
3. 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.
4. 2022 VAT Claim submission April to 1/2/23 £651.43 received 10/2/23. To Treasurers account
5. SHDC Basket Ball Localities Grant of £500 Received 24-2-23. Transferred to Savings Account and Ringfenced.
6. P3 Scheme Grant £50 received 1/3/23 (Fallen tree on Path 11 removal. To treasurers account to cover payment made 6/12/22 to Road Warden.
7. S137 PC Community Well-being Starter Grant of £345 for PILOT Community Film Club transferred to treasurers account 1/3/23 and ringfenced.
8. SHDC SWAST defib Localities Grant of £500 awarded 3-3-23 Pending receipt then to Savings Account and Ringfence.

165.22 Next Parish Council monthly meeting to be held on Monday 3^rd April 2023 at 7.00pm at Slapton Village Main Hall.

Members of the public wishing to attend to contact the clerk to book a seat following Government Living with Covid Guidelines

The meeting ended at 10.40pm

SIGNED:

Chair, Julie Hinder:
Dated:  3^rd April 2023

 

All meeting agendas and minutes can be viewed at www.slaptonparishcouncil-devon.gov.uk.