Council Meeting – 10th January 2022
Agenda – 10th January 2022
IN THE COLERIDGE HUNDRED OF THE SOUTH HAMS OF DEVON
The following Councillor s are summoned to attend:
J Hinder (Chair), Cllr J Abbey, Cllr Mr I Mitchelmore, Cllr D Murphy, Cllr P Parsons, Cllr S Sullock, Cllr C. Staines.
Cllr J. Brazil and Cllr R. Foss, Kate Payne (Centre Manager FSC and members of the public are invited to attend.
AGENDA
IN THE COLERIDGE HUNDRED OF THE SOUTH HAMS OF DEVON
The following Councillor s are summoned to attend:
J Hinder (Chair), Cllr J Abbey, Cllr Mr I Mitchelmore, Cllr D Murphy, Cllr P Parsons, Cllr S Sullock, Cllr C. Staines.
Cllr J. Brazil and Cllr R. Foss, Kate Payne (Centre Manager FSC and members of the public are invited to attend.
AGENDA
1) APOLOGIES FOR ABSENCE – Cllr Gavin Wollacott – Approved study leave.
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 – Devon and Cornwall Police Councillor Advocate Scheme: Cllr D Murphy.
5) DISTRICT AND DISTRICT COUNCILLOR REPORT
Cllr J Brazil:
a) DCC Highways – Update on Lengthsman grant to parish and urgent verge side cut out and buddle hole clearance works on Prospect Hill and Blacksmith’s Hill following village Flooding 20th /21st October.
b) Slapton Line Partnership Meeting – Next meeting and support for the Adaptation Manager to meet with the PC following appointment 17th January 2022.
Cllr R Foss:
c) Update on waste collection services.
6) MINUTES OF THE MONTHLY PARISH COUNCIL MEETING HELD ON 6th December 2022, 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) Monument relocation to Strete Gate – Meetings in Jan and Feb 2022 to finalise contract.
b) Plastic Recycling scheme – Monitor situation.
c) Village Map – Delay the review of artwork/reprint until the war memorial and toilet block locations had been agreed.
d) Village BT K6 Phone box – Pending delivery of BT painting kit. Arrange date for cleaning and painting in Spring 2022.
e) Duke of Edinburgh Commemorative Tree -Agree location/Tree type and purchase for planting in Nov 2021.
f) Village Composting Scheme -Review parish requirements spring 2022 after SHDC service update announcement.
g) Devon Wildlife Trust Landmark Trees and mini nurseries community – Pending a decision on the village playing field
h) Website development / upgrade – On hold until a full council in place.
i) DBS checks for all councillors and CSG volunteers (ongoing, where applicable). Slapton Line Magazine – Chairs next editorial copy deadline 14th Jan 2022.
9) PLANNING
3993/21/LBC – Hansel Cottage, Hansel, Slapton. TQ7 0LN
Proposal: Listed Building Consent for repairs to 3no. chimney stacks, replacement doors, and installation of new heating system . Re- formatting of bedroom to provide bathroom facilities and hot water storage tank.
Decisions (for information only, see SHDC website for more information)
4057/21/ARC – Scarswell Newton Cross To Thorn Cross Slapton Devon TQ7 2RD
Proposal: Application for approval of details reserved by condition 6 of Planning Permission 2827/18/FUL
Decision: Discharge of condition Approved.
Withdrawn
0362/21/FUL- Land at Dittiscombe Slapton Kingsbridge TQ7 2QG
Proposal: Provision of a temporary agricultural worker’s dwelling (mobile home)
10) MATTERS FOR DISCUSSION
a) MS Office 356 Upgrade – Cllr set up arrangements / CSG volunteer licences x 3 / £259.20 p.a
b) DCC Highways – Tree planting guidance and licence requirement/budget.
c) Tender shortlist for internal auditor / Payroll supplier.
d) Agree final draft of 2022 Precept Demand and budget.
e) Annual Parish Meeting – Agree date.
f) SLCC MP Letter – Remote and Hybrid meetings request.
g) Food Bank Collection Point – Year end status / 2022 arrangements.
h) Omicron – Standing Orders – Emergency Powers.
i) Road Warden Brief – January.
j) Playing field – Trial winter dog exercise access.
11) PROPOSALS FOR RESOLUTION
a). To propose for resolution approval of the 2022 parish precept demand of £27,436 necessary to: Enable continuation of devolved DCC Highways and verge maintenance services to the parish, (HMCEF grants to be claimed to help offset some of these costs), funding of the CSG committee to support the development of the Neighbourhood Plan and other community projects, continuation of the CSG helpline number and extending this to cover the clerk’s office, levelling up of the remuneration budget in line with inflation and other regulatory HR requirements.
b). To propose for resolution, approval of changes to the Clerk and RFO’s Role’s remuneration based on SLCC Job evaluation guidelines which equates to The National Joint Council for Local Government Services (NJC) spine pay scale 33. This will be on the same terms of contract regarding annual increments and is effective from 1st April 2022. No other changes to the contract of employment.
c) To propose for resolution to bring forward the introduction of MS Office 365 to enable the implementation of an integrated, secure PC / CSG cloud-based file storage system and Cllr emails (recommended by DALC), at a cost of £1300 in the first year reducing to licence fee costs only in year 2 onwards and 3 CSG licences at an annual cost of £ if approved in 10 (a) above.
d). To propose for resolution the updating of the PC Assets register at a value of £13,037.44 to include removal of the War Memorial and addition of the Coleridge Litter Picking Kit and additional Road Warden Bags.
13) CLERK’S REPORT
For information only:
• 15 CSG Facebook and 12 PC website posts drafted/SEO/posted December.
• Maintenance reporting:
o Liaison with Road Warden – Nov/Dec Road Warden Work brief.
o Liaison with landowner and supplier re commercial winter drain cleaning.
o Liaison with Contracts / parishioners on village drain / road cleaning 30-11-21.
• Correspondence with 2 parishioners to assist with their enquiries.
• New Cllr onboarding administration.
• Precept and Budget final drafting.
• Coleridge Association: Communications re monument contract meeting.
• DCC Liaison: Highways Planting Guidance.
• P3 Scheme – Chased late payment of 2021 Grant. 2022 Grant submissions deadline: 14 Feb 2022.
• VAT claim submission.
• HMCEF Road Warden grant application preparation for submission Jan 2022 to DCC.
• Office and budget administration.
• Notice board updates – 2022 notices.
• Tender preparation for internal auditor and Payroll suppliers.
12) CHAIRS REPORT
a) Update on Cllr Vacancy.
13) COUNCILLORS’ REPORTS
14) FINANCIAL MATTERS
a) The council to approve the below payments:
S/O £256.00 L. Soothill-Ward (Clerks salary Dec 21 Paid 4-1-22. (For noting).
83/21 £11.94 VC Warehouse – C-19 CSG tel help line Nov monthly connection cost. Paid 15/12/21 by DD. Invoice 1009872. (For noting).
84/21 £106.28 Clerk’s monthly expenses – Ink replacement £82.28 + £24 working from home allowance
85/21 £35.00 Village Hall Hire – November PC meetings 1st, 16th CSG, 27th Kitchen. Invoice C12640/21, dated 9/12/21.
86/21 £36.00 DALC – Good Cllr Training courses 1 and 2 for Cllr Paul Parsons. Invoice 3467 dated 14/12/21
87/21 £100.00 Nick Mathias – Winter Buddle Hole Clearance. Invoice 1388/22 dated 20/12/21
88/21 £269.00 Nick Mathias – Road Warden Work – Nov 2021 / 14 hrs. Invoice 1389/22 dated 20/12/21
89/21 £269.00 Nick Mathias – Road Warden Work – Dec 2021 / 14 hrs. Invoice 1390/22 dated 20/12/21
90/21 £255.50 Nick Mathias – Carr Lane Tree trimming/ weed clearance around drains. Invoice 1391/22 dated 20/12/21.
1) Balance at Bank 4/1/22, £17,082.31
2) VAT submission of £525.96 on 3-1-2022
3) DCC Covid Outbreak Management Grant (Self Isolation). Resubmitted application for increased grant request.
Next Parish Council monthly meeting will be held on Monday 7th February 2022 at 7.00pm at Slapton Village Main Hall.
(Members of the public wishing to attend must contact the clerk to book a space as seats are limited due to Covid-19 social distancing restrictions).
Signed: Louise Soothill-Ward, Clerk 4/1/2022
Minutes – January 2022
Present: Cllr J Hinder (Chair), Cllr Abbey, Cllr Mitchelmore, Cllr Staines, Cllr Sullock, Cllr Murphy, Cllr Parsons.
In attendance: Cllr J Brazil and Cllr R Foss.
129-21. Apologies for absence –. Cllr Gavin Wollacott, Study Leave.
130-21. Declarations of interest – None.
131-21. Public comment – None.
132-21. Devon and Cornwall Police Councillor Advocate Scheme Update.
Cllr Murphy reported that the number of police officers in the catchment area has increased by just shy of 500 since 2016/17 and recorded crime in the area is among the lowest in the entire country. The police have also reported an NHS COVID pass scam targeting the public by convincing them to hand over money, financial details and personal information. An article will be included in the Slapton Lines to advise parishioners how to protect against this.
133-21. County & District Councillor reports
- Cllr J Brazil:
a). Reported awaiting an update on the cost of DCC Highways Lengthsman across 12 parishes and is meeting Lisa Edmunds on 11th January to push for a grant for PC’s. The Chair asked if the DCC Plougher machine could be deployed in the parish to cut back the verge sides on Blacksmith and Prospect Hill as part of the village flood prevention work. Cllr Brazil to request and report next meeting.
b).Slapton Line Partnership Meeting – Pending date for the next meeting. The Adaptation Manager Sam Lew has now been appointed and the Chair asked if Cllr Brazil could push for a meeting to be arranged with the PC, Cllr Brazil and Cllr Foss to discuss the impact of the road breaching on the parish. Cllr Brazil agreed to progress and Cllr Foss advised was meeting with Rodger English on 11th Jan 2022 to also request. - c). DeerBridge Highways Repair – The Chair advised Cllr Brazil that a letter requesting an update on the DeerBridge wall/road repair had been sent to Lisa Edmunds in Highways as this was the third year of requesting and a status would be reported at the Annual Parish Meeting.
d).Saltstone Single Issue Neighbourhood Plan – No update due the Christmas Break.
e).Parish Precept – Cllr Brazil advised to use the general reserve to help offset the 2022 precept demand and communicate the local services being provide to the parish. The Chair advised that the PC had already done this in previous years and had to keep a minimum reserve in place to meet audit requirements. Ringfenced reserves were now being released this year to help reduce the increase. Cllr Brazil reported that the Government is looking to cap parish council precepts in the future at 4% which would be under inflation and it was important to set this at the correct level should this happen and that SPC are at the forefront of leading the way in local service provision as is Dartmouth. Cllr Brazil stated he was happy to support the PC’s precept proposal as the paper was considered and the last 10 years of central Government cuts meant minimal local services were now being provided by DCC and PC’s were having to pick up DCC work. Cllr Brazil stated that the pandemic has shown how important PCs were to supporting local communities. The Chair stated the difficulty the PC faced with the current DCC P3 and HCMEF scheme grants as pay-out was not forthcoming, unpredictable in amounts being paid and submissions were having to be chased. This meant the PC had to precept for the full amount in-case the grants were not received. The clerk advised the application process could be much simpler, an example being the HMRC VAT online claim process. Clerk to provide examples to Cllr Brazil to discuss with DCC.
- Cllr R Foss:
a). Monument Relocation – Cllr Foss reported they had attended a site visit to Strete Gate to look at land and the possibility of enlarging the car park to turn lorries around and prevent bottlenecks. The planning application was being reviewed w/c 7th January.
b).Reported that SHDC were holding their draft budget meeting on the 10th January 2022. There was concern over the planned Government cuts in 2023 and lack of clarity over changes to business rates and other policies making it difficult to budget long-term. The SHDC council tax element will be increased by the maximum allowed of £5 per household or 3.9%.
c).Report that Covid-19 was not impacting to hard at the moment and SHDC had taken on 4 new planning officers to help with workloads and resourcing.
d).Cllr Brazil reported that 1.5 days of work had been undertaken to move rocks on the Slapton Line near Torcross to help protect the road. This was the maximum time of work allowed by Natural England who have refused permission for further rocks to be moved. Cllr Foss was chasing for an explanation as more works are required. Cllr Abbey asked if the refusal could be escalated to the Head of Natural England as this resistance to repair works was unreasonable and required a second opinion. The Chair raised that the Letter from Natural England had been shared with the PC and asked if this could be circulated to the CSG Committee which would help with an article on the matter being written by the NFU in liaison with a CSG member as the road breaching had significant implications for farmers which was not being considered. Cllr Foss confirmed this was in the public domain and could be shared but would confirm this to the Chair. Cllr Foss reported that a new road from Care House Cross to Coles Cross was being investigated and that Anthony Mangnall MP was working on other SSSI sites that had been repaired.Cllr Foss had also met Dan Fielder to look at re-enforcements for Strete Gate car park.
e).SHDC are providing a publicity office to help support PC’s with The Queens Platinum Jubilee Celebrations and have asked PC’s to share their plans with SHDC. If PC’s plan to light a beacon, this must be registered with the Jubilee Committee. Clerk to register and share plans with SHDC. Cllr Foss advised that a Localities grant was available for planting trees and wild banks and park benches and advised the PC to apply as soon as possible. The Chair agreed to submit a grant request for the Brandis Park verges and Recreation Field.
134.21. MINUTES OF THE MONTHLY PARISH COUNCIL MEETING held on the 6th December 2022, were signed by the Chair as a true and correct record.
135.21 Review of the Action Log
The draft action log was reviewed. Clerk to update as discussed at the meeting.
136.21 Matters in Abeyance
- Monument relocation to Strete Gate – Meetings in Jan and Feb 2022 to finalise contract.
- Plastic Recycling scheme – Monitor situation.
- Village Map – Delay the review of artwork/reprint until the war memorial and toilet block locations had been agreed.
- Village BT K6 Phone box – Pending delivery of BT painting kit. Arrange date for cleaning and painting in Spring 2022.
- Duke of Edinburgh Commemorative Tree -Agree location/Tree type and purchase for planting in Nov 2021.
- Village Composting Scheme -Review parish requirements spring 2022 after SHDC service update announcement.
- Devon Wildlife Trust Landmark Trees and mini nurseries community – Pending a decision on the village playing field
- Website development / upgrade – On hold until a full council in place.
- DBS checks for all councillors and CSG volunteers (ongoing, where applicable). Slapton Line Magazine – Chairs next editorial copy deadline 14th Jan 2022.
137.21 Planning
3993/21/LBC – Hansel Cottage, Hansel, Slapton. TQ7 0LN
Proposal: Listed Building Consent for repairs to 3no. chimney stacks, replacement doors, and installation of new heating system . Re- formatting of bedroom to provide bathroom facilities and hot water storage tank.
No Comment.
Decisions (for information only, see SHDC website for more information)
4057/21/ARC – Scarswell Newton Cross To Thorn Cross Slapton Devon TQ7 2RD
Proposal: Application for approval of details reserved by condition 6 of Planning Permission 2827/18/FUL
Decision: Discharge of condition Approved.
Withdrawn
0362/21/FUL– Land at Dittiscombe Slapton Kingsbridge TQ7 2QG
Proposal: Provision of a temporary agricultural worker’s dwelling (mobile home)
138.21 Matters for discussion
a) MS Office 356 Upgrade – The Clerk advised that Cllrs would be contacted by email during January to set up new secure emails and migrate over data. It was discussed if CSG volunteers also required secure email licences and the 5 Cllrs voted, with 2 Cllrs abstaining, to approve 2 licences at a cost of £180.00 per annum. Clerk to progress upgrades with supplier.
b),DCC Highways Tree planting licence requirement. The Chair reported they would cost and make localities grant request to Cllr R Foss to cover 2 trees and verge planting at Brandis Park. If the grant was not approved, the PC agreed to close the matter. The Chair suggested that the Duke of Edinburgh’s Commemorative Tree and The Queens Platinum Jubilee tree could be planted on the recreation field near to the bench area to provide some shade and was consulting with the tree Warden on tree availability most appropriate for the area. Chair to progress.
c) Tender shortlist for internal auditor / Payroll supplier. The PC discussed the shortlist prepared by the clerk and voted unanimously to go with the recommendations. Clerk to contact all companies and advise of results/complete onboarding paperwork.
d) The 2022 Precept Demand and budget was discussed based on Cllr Brazil’s and Cllr Foss’s advice and PC requirements. The PC agreed to release £2910 of ringfence reserves and make other cuts, reducing the precept by £3510 on the basis that this amount would need to be precepted next year but would be small impact on households. Cllr Abbey and Cllr Murphy would also speak to the community shop for any support they could give towards the Jubilee event. It was also agreed that a 5-year financial plan needed to be developed based on likely GVt capping so that works could be voted on at the Annual Parish Meetings. Chair to gather PC requirements at the APM for costing by clerk.
e) Annual Parish Meeting – A date of Thursday 31st March 2022 was agreed. Clerk to book the hall.
f) SLCC MP Letter – The Council approved for the Chair to send the draft letter to Anthony Mangnall to help lobby for the option of remote and hybrid PC meetings. Chair to issue.
g) Food Bank Collection Point – Cllr Sullock reported that at the end of 2022 the community had made 1437 non-perishable donations and numerous cash donations from £5 to £250 totalling £715.00. The PC agreed to continue to promote and support the Food bank collection point in 2022 but to remove targets. Clerk to publish results on the website. Cllr Murphy to include an article in the Slapton Lines to promote for 2022.
h). Omicron – Cllr Mitchelmore Proposed and Cllr Sullock seconded amending the Standing Orders to give Emergency Powers to the clerk should there be a further lockdown to ensure continuation of the PC’s services. Clerk to update Standing orders.
i) The January Road Warden Brief was discussed and agreed to include a survey of buddle holes in the outer parish hamlets. Clerk to brief road warden.
j) Recreation field – The PC agreed unanimously to winter dog exercise access trial on the recreation field ending at Easter when the matter would be assessed. Clerk to progress signage and legals for approval by the PC. Chair to include in the Slapton Lines Chairs report.
139.21. Proposals for resolution
a). Following the above budget discussion in 138.21(d) above it was proposed by Cllr Sullock and seconded by Cllr Murphy to approve the 2022 parish precept demand of £23,926 or less if following discussions with the shop committee a further grant is available, which is necessary to: Enable continuation of devolved DCC Highways and verge maintenance services to the parish, (HMCEF grants to be claimed to help offset some of these costs), funding of the CSG committee to support the development of the Neighbourhood Plan and other community projects, continuation of the CSG helpline number and extending this to cover the clerk’s office, levelling up of the remuneration budget in line with inflation and other regulatory HR requirements.
b). It was proposed by the Chair and seconded by Cllr Abbey to approve changes to the Clerk and RFO’s Role’s remuneration based on SLCC Job evaluation guidelines which equates to The National Joint Council for Local Government Services (NJC) spine pay scale for the role specification. This will be on the same terms of contract regarding annual increments and is effective from 1st April 2022. No other changes to the contract of employment.
c) It was proposed by Cllr Abbey and seconded by Cllr Staines to bring forward the introduction of MS Office 365 to enable the implementation of an integrated, secure PC / CSG cloud-based file storage system and Cllr emails (recommended by DALC), at a cost of £1300 in the first year reducing to licence fee costs only in year 2 onwards and 3 CSG licences at an annual cost of £ if approved in 10 (a) above.
d). It was proposed by the Chair and seconded by Cllr Mitchelmore to update the PC Assets register at a value of £13,037.44 to include removal of the War Memorial and addition of the Coleridge Litter Picking Kit and additional Road Warden Bags.
140.21. Clerk’s report
- For information only:
- 15 CSG Facebook and 12 PC website posts drafted/SEO/posted December.
- Maintenance reporting:
- Liaison with Road Warden – Nov/Dec Road Warden Work brief.
- Liaison with landowner and supplier re commercial winter drain cleaning.
- Liaison with Contracts / parishioners on village drain / road cleaning 30-11-21.
- Correspondence with 2 parishioners to assist with their enquiries.
- New Cllr onboarding administration.
- Precept and Budget final drafting.
- Coleridge Association: Communications re monument contract meeting.
- DCC Liaison: Highways Planting Guidance.
- P3 Scheme – Chased late payment of 2021 Grant. 2022 Grant submissions deadline: 14 Feb 2022.
- VAT claim submission.
- HMCEF Road Warden grant application preparation for submission Jan 2022 to DCC.
- Office and budget administration.
- Notice board updates – 2022 notices.
- Tender preparation for internal auditor and Payroll suppliers.
141.21. Chair’s report
- Update on Cllr Vacancy – No update on vacant position.
- The Chair had attended the Coleridge Association Monument meeting at which the maintenance of the monument at the new location was discussed. Two options are being proposed based on further discussions with the FSC for all PC’s to agree too.
- The next Slapton All Stars event will be a beach clean at Slapton Sands using the new litter picking equipment on the weekend of the 13th/14th February. Chair progressing advertising notices and event organisation.
- DCC Covid-19 self-isolation community grant. After DCC had asked the PC to increase its grant request, this had been approved on the basis the PC stand the amount of £2271.70 until the end of March. Given the issues experienced with grant payments, the PC agreed that unless the grant could be paid immediately it would not progress this. Clerk to contact DCC to request upfront payment.
- e) The Chair reported they had written Live West re maintenance responsibilities of Greenbanks and Brandis Park. A parishioner had volunteered to offer expertise in planting the verges if the PC were permitted to take over the maintenance. The initiative is subject to Cllr R Foss’s approval of a localities grant (refer 133.21-2-e). It was agreed to add this to matters in abeyance. Clerk to add.
142.21. Councillors’ reports
Cllr D Murphy – Reported that he had received lots of comments about the trees being cut down at Whitebeam and had raised this with the parish tree wardens.
Cllr Mitchelmore – Sent apologies for the next meeting.
143.21. Financial matters
a). The council approved the below payments:
S/O £256.00 L. Soothill-Ward (Clerks salary Dec 21 Paid 4-1-22. (For noting).
83/21 £11.94 VC Warehouse – C-19 CSG tel help line Nov monthly connection cost. Paid 15/12/21 by DD. Invoice 1009872. (For noting).
84/21 £106.28 Clerk’s monthly expenses – Ink replacement £82.28 + £24 working from home allowance
85/21 £35.00 Village Hall Hire – November PC meetings 1st, 16th CSG, 27th Kitchen. Invoice C12640/21, dated 9/12/21.
86/21 £36.00 DALC – Good Cllr Training courses 1 and 2 for Cllr Paul Parsons. Invoice 3467 dated 14/12/21
87/21 £100.00 Nick Mathias – Winter Buddle Hole Clearance. Invoice 1388/22 dated 20/12/21
88/21 £269.00 Nick Mathias – Road Warden Work – Nov 2021 / 14 hrs. Invoice 1389/22 dated 20/12/21
89/21 £269.00 Nick Mathias – Road Warden Work – Dec 2021 / 14 hrs. Invoice 1390/22 dated 20/12/21
90/21 £255.50 Nick Mathias – Carr Lane Tree trimming/ weed clearance around drains. Invoice 1391/22 dated 20/12/21.
b).Balance at Bank 4/1/22, £17,082.31
c).VAT submission of £525.96 was paid on 10-1-2022.
d) DCC Covid Outbreak Management Grant (Self Isolation). Resubmitted application for increased grant request.
144.21.
Date of next Parish Council Meeting: Monday 7th February 2022 at 7.00pm.
Date of the next CSG meeting: Tuesday 18th January 2022 at 7.00pm.
Members of the public wishing to attend must contact the clerk to book a space as seats are limited due to Covid-19 social distancing restrictions).
The meeting ended at 9.40pm.
SIGNED: Julie Hinder, Chair Dated: 7/2/22