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BISHOPS CLYST PARISH COUNCIL__________________________________________________________________________________Minutes of the Meeting of Bishops Clyst Parish CouncilHeld on Monday, 8th April 2019 at Clyst St Mary Primary School Hall (7.30 pm)__________________________________________________________________________________PRESENT: R Hatton (RH); C Trudgeon (CT); Peter Cain (PTC); M Fernbank (MF); C Scanes (CS); M Howe (MH); Ray Steer Kemp (RSK); Ted Tommans-Porter (TTP); Lisa Joel (LJ); In attendance – Clerk.Also present: Six members of the public.APOLOGIES – SPRISK ASSESSMENT/DECLARATIONS OF INTEREST AND DISPENSATIONS - The Council noted the usual risks. PTC, and MF declared an interest as committee members for the Sports & Social Club in the event that any discussion takes place during the meeting; PTC declared an interest as Chairman of the Clyst Valley Football Club, RH declared an interest as Chairman of the Village Hall Committee and member of the Clyst St Mary Parochial Church Committee and also as a School Governor at Clyst St Mary Primary School; MF declared an interest as a committee member of Sowton Village Hall;MINUTES – RESOLUTION – It was proposed by RH that the Minutes of the last meeting were confirmed as a correct record and signed by the Chairman – all agreed.OPEN SESSION - Member of the public questioned whether the pollution monitoring would include a report on the smells from the Digester – MH confirmed this was not the case and it was only air pollution.MATTERS ARISING/ACTION LIST ItemActionRSK to confirm meeting with Alison Hernandez re traffic issues in the village with Farringdon and Clyst St George. No response received. Clerk to chase.Item 8 RSK to contact Resilience Forum regarding Air Ambulance landing site. Not completed.Item 13.4Clerk to check if Plandscape have one further cut at the allotment. Completed.Item 13.11RH to review G&T protocol. To be discussed under item 12.Item 13.12RSK to confirm whether DCC are carrying out speed and traffic monitoring at Winslade Park Avenue and the Village as part of the cycle route application which can be used for our data collection. If not, we will need to apply for funding through DCC for the monitors. To be discussed under item 13.11Item 13.12Clerk to request pollution monitoring report from Janet Wallace. This is an ongoing project and Janet will report in due course.CORRESPONDENCE FROM THE LAST MEETING Email received from Jacobs regarding the proposed works to the columns of the Clyst St Mary Bridge – circulated to members.Email from Penny Hacking tendering her resignation.REPORT FROM COUNTY COUNCILLOR – Report circulated prior to the meeting. In the report Cllr Bloxham reported on the retention of financial support to parishes and provided examples of community funding; he further reported on the cost of potholes and drainage; reported on DCC budget including an extra ?11.5 million for children and an extra ?4.5 million for adult social care and health. Public Health and Highways have an extra ?0.5 million. REPORT FROM DISCTRICT COUNCILLOR HOWE – MH reported that he has been elected to East Devon District Council unopposed; he is liaising with Environmental Health over the noise complaints from Cat & Fiddle Pub; he further reported on Enfield Farm – he had attended a meeting with Gorst Energy, Environmental Health and the EDDC Environmental Health team – where the public concerns regarding the smell pollution took place – a further issue has been raised with the stirring of the tanks which takes place a year – the next one to be carried out in the next few weeks – Gorst Energy have agreed that, in future, they will notify the public before this takes place – MH confirmed he asked the Rt Hon Hugo Swire MP to assist with arranging a meeting with the Environment Agency; MH updated the meeting on the current planning applications on the site. MH also reported that the EA are actively working to mitigate the noise issues from the plant.REPORT FROM PCSO – none.PLANNING 10.118/2854/ful – 2 Sowton Village – construction of replacement dwelling. No objection.ACCOUNTS AND FINANCES.To resolve to agree the monthly transactions in the sum of ?919.30. PTC queried the DCC cheque for ?30 which was a slight increase in the hall hire fees – Clerk to check increase. RESOLUTION - all agreed.PTC reported on the Annual accounts for 2018/19 which were circulated to members prior to the meeting and clarified one or two points. While CT queried some of the terminology within the covering written report all Councillors agreed that there was no need for any alteration. RSK proposed we congratulate PTC on the presentation of the accounts. RESOLUTION it was proposed by RH to accept the accounts which was seconded by TTP – All Agreed. PTC further reported on the agreed budget and reported on the maintenance contract tender which was split into three sections – PTC further reported on the maintenance contract reimbursement from Plandscape for works which were not carried out during the year resulting in a slight change in the VAT claim. RESOLUTION - RH proposed to change the budget profile, seconded by RSK – all agreed.PTC reported that the previously appointed contractor for the Ditches & Gullies contract, Countrywide, had withdrawn and he had obtained another quotation from PLandscape. They have offered to do the minor ditch maintenance works at a lower price than received from Countrywide but wished to quote separately for the major ditch clearance at the bottom of Winslade Park Avenue as and when this was required. PTC therefore proposed we accept this quotation from PLandscape and that the original allocation of monies within this year’s precept be left in situ reminding the Council that all of these works would be done on an “ad hoc” basis meaning that we would not need to amend the standing order to PLandscape. – All agreed. PTC had previously circulated information about some other minor adjustments to the precept allocations including the need to increase the clerks salary and NI contributions and pointed out that due to the savings made in 2018/19 we would not receive as high a VAT reimbursement as had been anticipated but that this would be counterbalanced by not incurring the allocated costs of an election. RESOLUTION RH proposed to accept the revised precept allocations which was seconded by RSK – All Agreed.11.4The assertions set out in the Annual Governance Statement with respect to the Accounting Statements for the year ended 31 March 2019 were read out and agreed. RESOLUTION – approved and signed by Chairman and Clerk.RH proposed we register with the ICO for ?60 – all agreed.TRAVELLER PROTOCOL – RH reported on the previously circulated revised protocol – RESOLUTION – RH proposed we adopt the new Protocol, seconded by CT – all agreed.HIGHWAYS AND MAINTENANCEMatters arising – RH reported on the complaints received on the weed spraying by Plandscape when they over-sprayed onto the verges – PTC proposed that we have a Plandscape liaison appointed at the May meeting.Email received from John Garlick re volunteer Road Warden. It was agreed that we email Mr Garlick and propose that he becomes our Road Warden and undertakes Chapter 8 training.CT reported that on the accident on the roundabout involving another lorry – this being the second incident it was proposed by RH that we write to DCC to enquire what the issue is causing these accidents – MH proposed we also highlight the issue with THE P&CC.MF reported on the overgrown hedge in Sowton Lane which is believed to be a safety issue – Highways cannot act as it is not seen as unsafe at the moment.REPORTSClyst St Mary Village Hall – RH – no report.Sowton Village Hall – MF – reported on the Easter Bingo Night.Airport – CS – no report – next meeting in May.Allotments – water meter needs to be read as an estimated bill has come in. School Governor – RH – the federation has now been approved and a new governing body is being put in place.Crealy liaison – MH reported that at the recent meeting the highways issues at Hill Barton were raised – Cllr Bloxham is liaising with Highways regarding this. MH further reported that a Planning application for the retention of the Big Top to become a semi-permanent fixture for another five years has been submitted.DALC – CT reported on the Minutes of the last meeting focusing on appointing a new County Officer and the proposed new premises at Cheriton Bishop. Flood Action Group – CS proposed that we contact County Grounds Maintenance to enquire if they would store the stock logs for our flood defence – a discussion took place regarding possible storage solutions and cost implicants; RH proposed that the Flood Committee look into this issue in the near future.Exe Estuary Management Committee – CS reported on the recent meeting – the Committee had a shortfall of income of around ?22,249 and that their total expenditure was about ?53,000 – their main cost is staffing of two staff. MH reported on the works carried out by the paid officers. CT enquired whether the Parish Council need continue with their subscription and MH proposed that we continue as we have an interest in the river and also the cycle paths. It was agreed, therefore, that we continue with the membership at a cost of ?108.00.Play Area/Parish Field – RH updated the meeting on the ROSPA report. This is to be circulated to all members for discussion at the next meeting.Traffic & Parking Group – RSK reported on the minutes of the meeting – he confirmed that the count has now been completed in village which took place over a period of three weeks – the figures are to be collated and circulated – the outcome of the count showed that during the hours of 5.00pm and 6.00pm there was a huge increase in cars travelling through the village and turning left by the shop which indicated that the village was being used as a rat run from the A3052; RSK further reported that four new monitors on the A3052 have been installed which MH confirmed to be in relation to the Exeter Transport Strategy – RSK enquired whether the data from this monitors could be supplied to the Parish Council –which would result in the Parish Council not needing the monitors on the A3052 as proposed at the March meeting – monitors at Winslade Park Avenue would still be needed. RSK will update the Parish in due course once he had spoken to DCC. RSK further reported that the information collected would need to go out in the form of a newsletter to residents. MH reported on road sensors on the A376 and Sandygate roundabout.Any Other Reports – PTC advised that in order to avoid congestion in the village it had been agreed to complete the works in the upper and lower car parks during school holidays because areas of the car parks would need to be cordoned off while the works were taking place. Dartmoor Tree Surgeons need to complete their works outside of the bird nesting season and plan to reduce the trees in the upper car park during the summer holiday. Priory Paving are discussing the arrangements for the lower car park with their asphalting contactor and will advise us in due course.RH reported that there had been a debrief meeting at County Show and it was confirmed that Greenspire residents have been informed about the left in and left out system.ANY OTHER BUSINESS RAISED BY AGREEMENT – MH reported on the Community Buildings Fund available from EDDC which is open for grants up to ?5,000 – email to be circulated to members. PTC reported that a building appeared to be erected on the Plymouth Brethren land at Winslade Park – MH to look into this as no planning application has been submitted.DATE OF NEXT MEETING Annual meeting Monday, 13th May 2019 – CLYST ST MARY PRIMARY SCHOOL HALL at 7.00pm.Action ListItemActionClerk to chase Alison Hernandez P&CC regarding a proposed meeting relating to traffic issues.RSK to contact the Resilience Forum regarding a proposed Air Ambulance landing site in the Parish.Item 12.3Clerk to email DCC regarding the accidents on the roundabout involving lorries – to copy in Alison Hernandez – P&CC.Item 12.2Clerk to email John Garlick thanking him for his offer to become a Road Warden and advise him to contact DCC for Chapter 8 training.Item 14MH to look into the building at Plymouth Brethren land at Winslade Park to clarify if there is a planning application in relation to this. ................
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