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Council Meeting – 4th March 2024

IN THE COLERIDGE HUNDRED OF THE SOUTH HAMS OF DEVON

The following Councillors are summoned to attend:
Cllr J. Abbey (Chair), Cllr M. Crowson, Cllr I. Mitchelmore, Cllr C. Staines, Cllr J. Waters, Cllr P. Osborne, Cllr S. Lange and Cllr I. Luscombe.

Cllr J. Brazil and Cllr L. Lawford, Kate Payne (FSC) and members of the public are invited to attend.

The next meeting of the Parish Council will be the Full Council Meeting of the Parish Council held on Monday 4th March 2024, at Slapton Village Hall (main hall), at 7.00 pm.

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

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: None

5) COUNTY AND DISTRICT COUNCILLOR REPORTS

a. Cllr J. Brazil
i. Any response from Highways on accessing expertise from a Neighbourhood Highway Officer or with regards to DCC’s buddle hole cleaning schedule in the Parish?
ii. AOB

b. Cllr L. Lawford
i. Any response from Planning regarding an enforcement issue at Heathfield Reservoir or with regards to a meeting between the PC and Patrick Whymer?
ii. AOB

6) MINUTES OF THE MONTHLY PARISH COUNCIL MEETING HELD ON 5th February 2024, if agreed, to be signed by the Chair as a true and correct record – see separate document (6).
7) PLANNING

a. Applications (for resolution)

i. 0376/24/FUL – West Farm, Slapton, TQ7 2RB
Construction of agricultural building
SPC comment by 7th March

b. Decisions (for information only)

i. 3653/23/FUL – Pittaford Farm, Slapton, TQ7 2QG
Regularise the change of use of part of an agricultural building to a dog grooming business (sui generis use). (Retrospective and Resubmission 4272/22/FUL)
SPC comment: Support
SHDC decision: Conditional approval

c. Trees Works (for information only – Tree Wardens will assess and comment): None

d. Withdrawn (for information only): None

8) PROPOSALS FOR DISCUSSION

a. 80th Anniversary of D-day: The Tank Regiment plans to hold a service at Torcross Tank on Sunday 28th April and the Parochial Parish Council are considering holding a talk about amphibious landings and the Falklands War. Given that there are very few D-day veterans alive today, does the PC consider these commemorations sufficient?

9) PROPOSALS FOR RESOLUTION

a. Does the PC approve the updated Risk Register? – see separate document (9a)
b. Does the PC approve the Business Continuity Plan? – see separate document (9b)
c. Does the PC approve the Recreation Field Risk Assessment? – see separate document (9c)
d. Does the PC approve the updated Data Policy? – see separate document (9d)
e. Does the PC approve the updated draft annual contracts? – see separate documents (9ei and 9eii)

10) MATTERS IN ABEYANCE

a. Village map – pending beach monument relocation
b. Vision/mission statement – pending resolution on logo/branding

11) CLERK’S REPORT

a. See separate document (11a)

12) CHAIR’S REPORT

a. Verbal update from Chair on any matters arising since the February PC meeting

13) COUNCILLOR UPDATES: None

14) REVIEW OF ACTION LOG

a. Cllr updates on any pending actions/actions requiring a status update in the action log – also see separate document (14a)
i. Logo update – Clerk and Cllr S. Lange
ii. Tower update – Cllr J. Abbey
iii. Bank signatories – Cllr J. Abbey
iv. Date for monitoring Road Warden Work – Cllr I. Mitchelmore, Cllr I. Luscombe and Cllr J. Waters

15) FINANCIAL MATTERS

a. Payments to approve

Does the PC approve the payments below? – see separate document (15a)

BACs No Payment Details Amount Paid for noting
DD133 VC Warehouse PC/CSG VOIP line – February Invoice no: 1013423 dated 01/02/24 11.94

9.95

1.99 VAT

Paid
134 Village Hall Hire Costs: January: Community Café x5 @ £32.50 each, 1x CSG meeting 2hrs @ £20 and 1x PC meeting 3hrs @ £30 212.50
Visa135 Community Café tablecloths. Amazon: HD Home Direct Limited. Invoice no: DS-ASE-INV-GB 2024-60919458, dated 09/02/24 102.32

84.38

17.94 VAT

Paid
Visa136 HP 953 Cyan Ink Cartridge. Amazon: Raion Ltd. Invoice no: DS-ASE-INV-GB-2024-50399700, dated 02/02/24 26.96

22.47

4.49 VAT

Paid
Visa137 Community Cinema Licensing: Event licensing from SHDC. SHDC ref EH/7661-1, dated 05/02/24 21.00 Paid
Visa138 Community Cinema A1 Black Sugar Paper x125 sheets (to black out windows). Amazon: Economy of Brighton Bcreative Ltd. Invoice no: INV-GB-100010831-2024-18036, dated 09/02/24 34.71

28.92

5.79 VAT

Paid
Visa139 HP Papers. White RH98112 printer paper, office A4 paper 5 ream carton. Amazon: Sounds Wholesale Ltd. Invoice no: INV-GB-2087738835-2024-20061, dated 09/02/24 24.89

20.74

4.15 VAT

Paid
Visa140 Community Cinema Blu Tack. Amazon: Gulamsimnani Patel. Receipt no: DOC-2241928475-2024-1626, dated 09/02/24 5.41 Paid
Visa141 Community Cinema popcorn. Jimmy’s. Invoice no: 23411459, dated 15/02/24 89.81

74.84

14.97 VAT

Paid
142 Nick Mathias – Mowing February. Invoice no: 1761/24 dated 21/02/24 461.92
Visa143 Community Cinema: Morrisons – soft drinks for matinee. Receipt dated 23/02/24 29.70 Paid
Visa144 WHSmith A4 laminating pouches x2. Receipt dated 23/02/24 25.98 Paid
145 Drinks for Bar on Film Night (Community Cinema). Christopher Hunt, Invoice no: 2, dated 26/02/24 73.75
146 Filmbankmedia (Licence for Film – Community Cinema – Mr Ripley on 24/02/24) Invoice no: 06311888, dated 26/02/23 104.40

87.00

17.40 VAT

147 Filmbankmedia (Licence for Film – Community Cinema – Wonka on 24/02/24) Invoice no: 06311888, dated 26/02/23 132.00

110.00

22.00 VAT

148 Clerk’s salary February 2024 (50 hours) plus £24 WFH allowance 947.50
149 Payment to HMRC – tax on Clerk’s February salary. Please make payment to: HMRC Cumbernauld 08-32-10 12001039. Quote: 120PA003048122411 103.00
150 Nick Mathias – Road Warden February Invoice no: 1763/24 dated 27/02/24 355.89

 

b. Balance at Bank

Balance as per bank statements on 28.02.24 Amount GBP
Events Treasurers Account 0
Treasurers Account 6,744.79
Instant Access Savings Account 11,282.25
Total 18,027.04

 

c. Receipts summary

Receipts as per bank statements on 28.02.24 Amount GBP
Events Treasurers Account

·        28-Feb Cardnet payments: Community Cinema on 24th February 2024, £180.27 paid into Events Treasurers Acct.  Transferred from Events Treasurers Acct to Treasurers Acct on 28/02/24

180.27
Treasurers Account

·        19-Feb DEVONCC 5147060: Community Café grant winter 24/25, £1,200.00 paid into Treasurers Acct. Transferred to Savings Acct on 23/02/24

·        26-Feb Deposit PO Strete: Cash payments – Community Cinema on 24th February, £256.50 paid into Treasurers Acct

1,456.50
Instant Access Savings Account 12.14
Total 1,648.91

 

d. Adjustments to cost centres and ringfenced reserves for PC acknowledgement/approval.

i. 17/02/24 additional £180.00 2021/22 c/f found already in Savings Acct so total P3 c/f = £356.13. Now all showing as one P3 pot in ringfenced reserves in Savings Acct instead of different pots of money all over the place.
ii. 14/02/24 £100.00 payment for Willow Weaving recorded under Arts and Entertainment S145 in Cashbook but taken out of SHDC Eco/biodiversity grant as the Willow Weaving took place at the Tree Hub to encourage more participants to attend and plant more trees.
iii. 14/02/24 £390.55 Eco/biodiversity grant monies moved into village maintenance cost centre as payments now made for re-wilding signs and installation at Park and Walk and recorded in Cashbook under village maintenance.
iv. Remaining Eco/biodiversity grant of 522.47 is ringfenced in Savings Acct and will be c/f into 2024/25.
v. DCC Growing Community Grant of £1,200.00 for Community Café winter 24/25 transferred from Treasurers Acct to Savings Acct on 23/02/24 and ringfenced.
vi. Cardnet payments of £180.27 from Community Cinema on 24th Feb 2024 transferred from Events Treasurers Acct to Treasurers Account on 28/02/24.

16) AOB

Next Parish Council monthly meeting will be held on
Monday 8th April at 7.00 pm at Slapton Village Main Hall.

Signed: Bella Moor, Clerk 28.02.24

All agendas, supporting documents and minutes can be viewed at

Home

SLAPTON PARISH COUNCIL

Minutes of the Parish Council meeting held at Slapton Village Hall

on Monday 4th February 2024 at 7pm

IN THE COLERIDGE HUNDRED OF THE SOUTH HAMS OF DEVON

Those in attendance:
Cllr J. Abbey, Cllr C. Staines, Cllr P. Osborne, Cllr I. Luscombe, Cllr J. Waters and Cllr J. Brazil (arrived at 7.40pm & left 8.00pm).

No members of the public attended.

139:23 APOLOGIES FOR ABSENCE: Cllr I. Mitchelmore, Cllr P. Osborne – away on holiday. Cllr M. Crowson – unwell. Cllr L. Lawford – caring for children.

140:23 DECLARATIONS OF INTEREST: Cllr I. Luscombe and Cllr J. Waters declared an interest in the West Farm Planning Application as they are employees of the applicant. It was agreed that given that they do not work at West Farm they could be part of the discussions but would not vote on the matter.

141:23 PUBLIC COMMENT: None

142:23 POLICE REPORT: None

143:23 COUNTY COUNCILLOR REPORT

a. Cllr J. Brazil

i. Budgets: South Hams District Council (SHDC) and Devon County Council (DCC) budgets have now been finalised. SHDC’ budget has increased by 2.99%. They will continue to focus on mandatory services but will also be able to deliver some discretionary services too. DCC’s budget has increased by 4.99% (2.99% core costs and 2% adult social care). DCC will still have to find savings and access the operation safety valve programme.

ii. Slapton Line Partnership (SLP): The next meeting will be on 8th March at Follaton House at 12.30pm. There was a discussion with Cllr J. Abbey about the amount of time and monies being spent on additional surveys/reports. Cllr J. Abbey confirmed she would be in attendance.

iii. Composting: Cllr J. Brazil enquired whether the PC were aware of SHDC’s composting initiative. Clerk confirmed details had been sent to all Cllrs in their last fortnightly update from the Clerk. Cllr J. Brazil suggested visiting South Brent, who have a good model of the initiative in place and mentioned that Stoke Flemming do too. Clerk to liaise with Kate Palmer of the CSG to organise a visit to South Brent.

iv. Highways: Cllr J. Brazil had not had the opportunity to look at emails forwarded by the Clerk. He acknowledged that Highways engagement with Parish Councils could be improved and other Parish Councils are having similar issues.

144:23 MINUTES OF THE MONTHLY PARISH COUNCIL MEETING HELD ON 5th February 2024, were agreed unanimously and signed by the Chair as a true and correct record.

145:23 PLANNING

a. Applications (for resolution)

i. 0376/24/FUL – West Farm, Slapton, TQ7 2RB
Construction of agricultural building
SPC comment: There was a discussion about the email sent by Cllr I. Mitchelmore, who had led on the review of the planning application, and confirmation that he had recommended ‘no comment’ be made as there were no material planning considerations of concern. There was further discussion about how submitting either ‘support’ or ‘object’ with reasons is more informative for the Local Planning Authority. Given that none of the absent Cllrs raised any objections following Cllr I. Mitchelmore’s email, Cllr J. Abbey and Cllr C. Staines agreed that the Clerk should submit support for the application on the grounds that the PC wishes to support economic growth of small-scale farmers, food production in the Parish as well as diversification by farmers and that there were no objections from Natural England or Highways. Clerk to submit.

b. Decisions (for information only)

i. 3653/23/FUL – Pittaford Farm, Slapton, TQ7 2QG
Regularise the change of use of part of an agricultural building to a dog grooming business (sui generis use). (Retrospective and Resubmission 4272/22/FUL)
SPC comment: Support
SHDC decision: Conditional approval

c. Trees Works (for information only – Tree Wardens will assess and comment): None

d. Withdrawn (for information only): None

146:23 PROPOSALS FOR DISCUSSION

a. 80th Anniversary of D-day: Cllr J. Abbey confirmed that in addition to the Tank Regiment’s service and the Parochial Parish Council’s talk, Exeter University would be holding a talk about Operation Tiger in the Autumn – this may not be open to the public but Cllr J. Abbey/the Clerk will investigate whether a recording could be made available. There was also discussion about whether the Union Jack and American Flag should be raised at the American War Memorial on Slapton Sands on 6th June 2024. Clerk to liaise with Will Sullock to see if this is possible. The PC resolved unanimously that these initiatives were sufficient.

147:23 PROPOSALS FOR RESOLUTION

a. Does the PC approve the updated Risk Register? The PC resolved unanimously to approve.
b. Does the PC approve the Business Continuity Plan? The PC resolved unanimously to approve.
c. Does the PC approve the Recreation Field Risk Assessment? The PC resolved unanimously to approve.
d. Does the PC approve the updated Data Policy? The PC resolved unanimously to approve.
e. Does the PC approve the updated draft annual contracts?
i. There was discussion around the content of the contracts and acknowledgment that at the end of the 3 years (2023-26), consideration should be given to widening the area covered by the Road Warden to include Start and Hansel. There was also discussion about the hourly rates, acknowledgement that this is an above inflation rise of 8.7% and it was resolved unanimously that this could be awarded on the basis that no additional increase would be offered for year end 2025/26. Clerk to advise contractor and ensure updated contracts are signed and returned, together with other pertinent documents e.g. insurance cover etc.
ii. There was also further discussion about ensuring the best value for the PC for other additional village maintenance, mowing and public rights of way (PROW) tasks and agreement that quotes should be obtained from more than one contractor for these. Cllr J. Waters enquired whether he would be able to quote for such tasks and the Clerk confirmed that she would check but that she felt that as long as the relevant sections of the Financial Regulations were followed, this would be OK. Clerk to seek advice and confirm.

148:23 MATTERS IN ABEYANCE

a. Village map – pending beach monument relocation
b. Vision/mission statement – pending resolution on logo/branding

149:23 CLERK’S REPORT

a. See separate document.
b. The Clerk reminded Cllrs of the importance of reading the Clerk’s report, in particular, matters relating to finance and that any information provided by parishioners to the Clerk that Cllrs should be aware of are also included in the report.
c. With regards to finance, the Clerk reported that the remaining PC Community Cinema grant is £199.50 not £151.50 as stated in the report.

150:23 CHAIR’S REPORT

a. Pittaford Planning Application: Cllr J. Abbey shared her experience of attending an SHDC Planning Committee Meeting.
b. The Tower: Cllr J. Abbey confirmed that she has contacted Historic England to clarify if/when the suggested remedial works will take place and whether these works were advisory or mandatory. She is awaiting a response.
c. Slapton Line Partnership: Cllr J. Abbey shared concerns about the scope and commissioning of yet another coastal study/report by WSP and the poor 2 page ‘report’ by DCC Highways about improvements necessary to the inland roads in the event of partial or complete closure of the A379 Slapton Line.

151:23 COUNCILLOR UPDATES: None

152:23 REVIEW OF ACTION LOG

a. Cllr updates on any pending actions/actions requiring a status update in the action log
i. Logo update: The Clerk confirmed that she had met with Cllr S. Lange and that they have agreed a photograph was not appropriate for the Logo as when reduced to letterhead size it was unclear. Cllr S. Lange is keen to find a way to edit the sketch of the village and the Clerk will support with this.
ii. Tower update: See above.
iii. Bank signatories: Cllr J. Abbey that the process of adding Cllr P. Osborne as a signatory has begun.
iv. Date for monitoring Road Warden Work: Cllr I. Luscombe agreed that he would liaise with Cllr I. Mitchelmore upon his return to holiday to ensure monitoring happens in March. Cllr J. Waters also confirmed he is available to support with this. Cllr I. Luscombe to action.

153:23 FINANCIAL MATTERS

a. Payments to approve

The PC resolved unanimously to approve the following payments and the additional payment to Woolston Accounts of £20.00 for payroll services for February (invoice shown). Clerk to action payments.

BACs No Payment Details Amount Paid for noting
DD133 VC Warehouse PC/CSG VOIP line – February Invoice no: 1013423 dated 01/02/24 11.94

9.95

1.99 VAT

Paid
134 Village Hall Hire Costs: January: Community Café x5 @ £32.50 each, 1x CSG meeting 2hrs @ £20 and 1x PC meeting 3hrs @ £30 212.50
Visa135 Community Café tablecloths. Amazon: HD Home Direct Limited. Invoice no: DS-ASE-INV-GB 2024-60919458, dated 09/02/24 102.32

84.38

17.94 VAT

Paid
Visa136 HP 953 Cyan Ink Cartridge. Amazon: Raion Ltd. Invoice no: DS-ASE-INV-GB-2024-50399700, dated 02/02/24 26.96

22.47

4.49 VAT

Paid
Visa137 Community Cinema Licensing: Event licensing from SHDC. SHDC ref EH/7661-1, dated 05/02/24 21.00 Paid
Visa138 Community Cinema A1 Black Sugar Paper x125 sheets (to black out windows). Amazon: Economy of Brighton Bcreative Ltd. Invoice no: INV-GB-100010831-2024-18036, dated 09/02/24 34.71

28.92

5.79 VAT

Paid
Visa139 HP Papers. White RH98112 printer paper, office A4 paper 5 ream carton. Amazon: Sounds Wholesale Ltd. Invoice no: INV-GB-2087738835-2024-20061, dated 09/02/24 24.89

20.74

4.15 VAT

Paid
Visa140 Community Cinema Blu Tack. Amazon: Gulamsimnani Patel. Receipt no: DOC-2241928475-2024-1626, dated 09/02/24 5.41 Paid
Visa141 Community Cinema popcorn. Jimmy’s. Invoice no: 23411459, dated 15/02/24 89.81

74.84

14.97 VAT

Paid
142 Nick Mathias – Mowing February. Invoice no: 1761/24 dated 21/02/24 461.92
Visa143 Community Cinema: Morrisons – soft drinks for matinee. Receipt dated 23/02/24 29.70 Paid
Visa144 WHSmith A4 laminating pouches x2. Receipt dated 23/02/24 25.98 Paid
145 Drinks for Bar on Film Night (Community Cinema). Christopher Hunt, Invoice no: 2, dated 26/02/24 73.75
146 Filmbankmedia (Licence for Film – Community Cinema – Mr Ripley on 24/02/24) Invoice no: 06311888, dated 26/02/23 104.40

87.00

17.40 VAT

147 Filmbankmedia (Licence for Film – Community Cinema – Wonka on 24/02/24) Invoice no: 06311888, dated 26/02/23 132.00

110.00

22.00 VAT

148 Clerk’s salary February 2024 (50 hours) plus £24 WFH allowance 947.50
149 Payment to HMRC – tax on Clerk’s February salary. Please make payment to: HMRC Cumbernauld 08-32-10 12001039. Quote: 120PA003048122411 103.00
150 Nick Mathias – Road Warden February Invoice no: 1763/24 dated 27/02/24 355.89

b. Balance at Bank

Balance as per bank statements on 28.02.24 Amount GBP
Events Treasurers Account 0
Treasurers Account 6,744.79
Instant Access Savings Account 11,282.25
Total 18,027.04

c. Receipts summary

Receipts as per bank statements on 28.02.24 Amount GBP
Events Treasurers Account

·        28-Feb Cardnet payments: Community Cinema on 24th February 2024, £180.27 paid into Events Treasurers Acct.  Transferred from Events Treasurers Acct to Treasurers Acct on 28/02/24

180.27
Treasurers Account

·        19-Feb DEVONCC 5147060: Community Café grant winter 24/25, £1,200.00 paid into Treasurers Acct. Transferred to Savings Acct on 23/02/24

·        26-Feb Deposit PO Strete: Cash payments – Community Cinema on 24th February, £256.50 paid into Treasurers Acct

1,456.50
Instant Access Savings Account 12.14
Total 1,648.91

d. Adjustments to cost centres and ringfenced reserves for PC acknowledgement/approval.
The PC resolved unanimously to approve all adjustments to cost centres and ringfenced reserves.

i. 17/02/24 additional £180.00 2021/22 c/f found already in Savings Acct so total P3 c/f = £356.13. Now all showing as one P3 pot in ringfenced reserves in Savings Acct instead of different pots of money all over the place.
ii. 14/02/24 £100.00 payment for Willow Weaving recorded under Arts and Entertainment S145 in Cashbook but taken out of SHDC Eco/biodiversity grant as the Willow Weaving took place at the Tree Hub to encourage more participants to attend and plant more trees.
iii. 14/02/24 £390.55 Eco/biodiversity grant monies moved into village maintenance cost centre as payments now made for re-wilding signs and installation at Park and Walk and recorded in Cashbook under village maintenance.
iv. Remaining Eco/biodiversity grant of 522.47 is ringfenced in Savings Acct and will be c/f into 2024/25.
v. DCC Growing Community Grant of £1,200.00 for Community Café winter 24/25 transferred from Treasurers Acct to Savings Acct on 23/02/24 and ringfenced.
vi. Cardnet payments of £180.27 from Community Cinema on 24th Feb 2024 transferred from Events Treasurers Acct to Treasurers Account on 28/02/24.

154:23 AOB

a. Cllr I. Luscombe enquired about the noticeboards, which are in a poor state. The Clerk confirmed that, as per the Clerk’s report, a National Lottery Community Grant has been applied for (07.07.24) to cover replacement costs and that it usually takes about 10 weeks from submission to find out if the application has been successful or not.

Next Parish Council monthly meeting will be held on
Monday 8th April at 7.00 pm at Slapton Village Main Hall.

 

 

 

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