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Minutes April 2013

 Clayhidon Parish Council


A Meeting of the above council was held, on Monday 8th April 2013 at the Parish Hall, Clayhidon at 7.30pm.


The following Business was brought before the council:-


1.           Election of Chairman

2.           Election of Vice Chairman

3.           Confirmation of Minutes of Preceding Meeting.

4.           Matters arising from the minutes

5.           Payment of Accounts

6.           Parish Council Accounts – Audit – Auditor

7.           Reports of County / District Councillors

8.           Correspondence

9.           General business

10.        Charity Income




          Mr RM Kallaway, Chairman; Mr AFJ Redwood; Mr RJ Pike; Mr ME Bendle; Mr AGS Hill; Mrs S Hay; Mr RW Drew; County Councillor Mr RF Radford; Dist. Councillor Mr FJ Rosamond; Parishioners Mr N Carter; Mr M Coates; Miss N Coates; Mr R Brown; Mrs B Hill; Miss C Smart; and Mr M Osmond, clerk


Election of Chairman

            The clerk asked for nominations for Chairman and Mr R Pike, seconded by Mr A Redwood, proposed Mr RM Kallaway. As there were no other nominations and agreed by councillors, Mr Kallaway was elected. He then thanked members for his election and for their support in the past year.


Election of Vice Chairman

            The Chairman then asked for nominations for Vice Chairman and Mr A Hill seconded by Mr Drew, proposed Mr A Redwood. As there were no other nominations this was agreed by council members. Mr Redwood stated after thanking members for his election that this would be his last year as Vice Chairman and he would like to pass this office to another to gain experience for the future.


County Councillor

            As Mr Radford wished to attend another meeting, he gave a short report to the meeting. He had wished to contact Mr W Pike, highways, for latest highway information but had not been able to do this. Previous items raised had been brought to his attention and noted. Repairs had been done in Bolham area, drains in the road at Deadbeer blocked and at Cordwents were noted for attention as, at Deadbeer, this was causing problems to Miss C Smart’s stables. Repairs now done to the Devon side of Hidewood Ford, noted Somerset side already done. Thanks given to him for the TAP fund grant received £423.40. This was the full amount promised. He had received details from highways of the procedure now in operation to declassify a road which would not then be kept in good condition. He then thanked members for their support over the last term of his office is county councillor as there would be elections in May. Thanks given for the details.




            The minutes of meeting 11th February, were taken as read (copies having been previously circulated), confirmed and signed.


Matters arising

            The chairman stated the Land Trust, further meeting 9/4/13 at Hemyock. The District Council now supported the Trust and their aim as a model to use. Site application was granted and work would commence to be finished by 2015. Clayhidon persons eligible to apply for a dwelling.


Clayhidon Affordable Home

            The awaited second valuation of the house had been done and a copy received by Council for discussion on its findings. The value put on the dwelling as affordable was £122,000 with open market value of £195,000. Details of report noted and discussed. These values had not been agreed by the developer. To commute the section 106 agreement on the dwelling a payment of £86,000 required. Members wished that this payment be set aside for Clayhidon use. As Miss N Coate was interested in the dwelling this was noted, but until developer agreed and other stages put in place it could not be taken any further.


Grays Quarry

            A copy of the draft licence agreement had been viewed by councillors. Points raised A/ Erection of sign stating scouts on site to advise dog walkers and B/ Main access through quarry to be left clear for buildings access with farm equipment. Clerk to change name of wood to quarry as needed, agreed. Members agreed licence for use.



            Mrs Hay noted notice received that footpath from Applehayes to Ringdown closed for footbridge repairs. The “Definitive Map” review to be done shortly and various paths which had areas to be confirmed or changed were listed. Possible that a section of the Parish Council public meeting be set aside for this item in June.


Planning Application

            Arising from the discussion on application of Miss F Parker for agricultural building at top of Rosemary Lane at end of Annual Parish Meeting, a letter was received and discussed as details on the application and were not correct or not included, in particular the water from roofs being kept separate from dirty water produced and, due to site, on screening of building. In conclusion it was the planning Department that made decisions on screening for the applicant to comply with and maintain.


District Councillor

            Mr Rosamond stated of reason for error in part of District Council tax calculation sent to dwellings. New bills to be prepared. Debate held on Tourism Centre at Tiverton, if giving value for money, as grant received. Car parking charges discussed as wished to increase from £1 for five hours in multi-storey. Play areas review as looking for other bodies to maintain or to be closed. Provision of sandbags in cases flooding for some garages to cease, no longer a general provision as it was for persons to get bags for themselves noting past costs. Thanks given for the details received.


Payment of Accounts

            It was proposed by Mr Redwood seconded by Mr Pike and agreed the following payments be made:-


Community First

Insurance Premium

£  144.59


Subscription and VAT

£    98.61


The Chairman stated an approach had been made to the parish council if they would consider the insurance of or grant to a charity ball to be held in May on the site of the Jubilee event held at Palmers Farm. As Mr and Mrs Blackmore and family had agreed without charge to use of land for that event, being the perfect site it was further proposed by Mr Redwood seconded by Mr Pike and agreed by all a grant towards insurance premium they had obtained of £100.00 be made.


Council Accounts / Audit / Auditor

            Clerk had prepared a statement of accounts to year end 31/3/2013 and this was confirmed with bank statement received of £7440.99 for the year-end balance. It was proposed by Mr Pike seconded by Mr Drew the accounts be adopted and signed as correct. This was agreed by all. Members were taken through the statement as preparation for audit by district auditor as notice of this received for 10/6/2013. Clerk had completed balance section of Audit Return and it was proposed, seconded and agreed Chairman sign on behalf of Council. The governance section was read, agreed and signed by Chairman. Members agreed for Mrs C Williams to act as internal auditor as she was willing to do this.



            Devon and Somerset Fire and Rescue Service draft changes consultation notice. Mid Devon draft planning document on provision of parking in any new development. Copies of February/March “Parish Matters”. Details of the Street and Panniers markets at Cullompton. Letter from Devon Playing Fields Association now merged into Community Council of Devon and new scales of subscription agreed not to continue with subscriptions. Minutes of meeting of clerk with District Council Officers 20/3/2013.


Planning Decisions

            Permission Mr S Tong, Hillview, for extensions and porch. Mr N Gerasimidis, The Old Rectory, for retention of extension at rear and extension to front for window. Land, Bolham House variation of condition for access. Planning application Mr G Woodall, Roseleigh, Rosemary Lane, for dormer and balcony to West elevation. No objection to the application. Application Lychett Farm, Bolham, by Mr C Purbrick, for two-storey extension and a conservatory, no objections to the application as practical upgrading modernisation.


General Business,

Smeatharpe Hall

            Mr Pike, Parish Council representative on Smeatharpe Hall Committee, drew attention to the lost source of income from local contractor for the hall having spent an amount on new kitchen facilities but wishing to upgrade Hall heating was short of funds, they now sought a grant, possibly from the Parish Council. The Chairman noted Hall was in parish and some parishioners lived at Smeatharpe. After a general discussion on their finances and their efforts to raise funds, proposed by Chairman seconded by Mr Hill and agreed a grant of £50 be made Mr Pike thanked the Council for the grant.


Hidon Wood

            Mrs Hay stated that the felling of unwonted timber had been completed and only the clearing up to be done. An idea for the TAP fund received would be to provide a new gateway at the bottom of the wood.



Planning Applications

            Mr Hill drew attention for council members to receive email planning applications also to include Mr G Weekes for the website from planning department. This was discussed at length and chairman agreed to contact Mrs A Fish planning Department on this. The chairman stated that the gateway bank from Dr Scotts into the church field was not filled in. He could not confirm this of the present time and would check whether these details were correct.


Mary Parsons Charity Income

            The chairman reported to members that the yearly half share of income from rental of a field had not been received for the past two years due to problems of the trustees at Churchstanton. Income of Mary Parsons and Munty Wood had been recorded together at Churchstanton and now the Mary Parsons part of the charity had become deregistered from the Charity Commission. Another reason was appointment of Trustees by Churchstanton parish Council not thought legal. Although income received from Mr Hodges and paid into account, this was now unable to be drawn out as no signatures for bank to authorise any payments. A further reason was that dwelling footings had been put down on land owned by Munty Wood charity and there was a court hearing shortly to be made on this and who would bear the costs of this action. Noted the Mary Parsons Charity in Clayhidon was not involved in the dispute over the land and was still registered with the Charity commission.


Date of Next Meeting

            As there was no other business, the meeting was closed after it was agreed Wednesday, 5th June for the next meeting at the Parish Hall.