Draft minutes subject to confirmation

 

MARY TAVY PARISH COUNCIL

MINUTES OF THE ANNUAL GENERAL MEETING

Held in the Reading Rooms

Tuesday 12th May 2009

 

Present:

Cllr T Pearce (Chairman) (WDBC) Cllr M Anning, Cllr C Downham, Cllr R Elton, Cllr G Hill, Cllr A Prosser, Cllr M Robins, Cllr M Roe, Cllr S Street (9)

C Williams (Clerk)

Others present:

            One Member of the Public.

Apologies for absence:  

PC Reed.

73-2009 Parishioners time:  

The member of the public spoke with regard to being a Trustee of the Mary Tavy Victory Memorial Recreation Ground. He felt that the work put in by Trustees was not appreciated and gave his resignation to Cllr Hill the Chairman of MTVMRG.

The Vice-Chairman opened the meeting at 7.30pm

74-2009 Election of Chairman.

Cllr Prosser advised that Cllr Hill had wished to nominate her for the role of Chairman but that she declined to be nominated as she felt that she was unable to commit the time and effort to the role that was needed now and that she wished to propose Cllr Pearce as Chairman if he was willing. This was seconded by Cllr Robins and was carried by a vote of 7 for and 1 against.

Cllr Pearce took the Chair and signed the documents of acceptance.

75-2009 Declarations of Interest:

Cllr Hill declared a personal interest as Trustee and Chairman of MTVMRG. Cllr Street declared a personal interest in the Planning Application at Field adjacent to Half Acre.  Cllr Pearce declared an interest as a WDBC councillor.

76-2009 Minutes of the previous meeting:

            All agreed the minutes of the meeting held on Tuesday 14th April 2009 and the Annual Parish Meeting held on Wednesday 25th April 2009 save for an amendment to 71.6 2009 to delete but no football team? and insert Why has Mary Tavy not got a football team? A: There is a team but not Mary Tavy - The Ordulph Arms organise it.” were a true and accurate record and were duly signed by the Chairman.

            Cllr Hill also reported that he was querying the grants awarded by Grass Roots and would report back to a future meeting. It was suggested to use the progress with the Community Plan as the format for the next APM.

77-2009 Receive report from Chairman for year 2008/09:

            The Chairman had delivered this report at the Annual Parish Meeting.

78-2009 To elect the Officers of the Council for 2009/10

78.1 Vice-Chairman – Nominations were received for Cllr Street from Cllr Hill. This was declined by Cllr Street due to work commitments. Cllr Elton proposed Cllr Prosser and this was seconded by Cllr Street. The vote for Cllr Prosser was unanimous.

            78.2 Responsible Financial Officer – Nominations were received for Mrs C Williams from Cllr Prosser and seconded by Cllr Robins. No other nominations were received. The vote for Mrs C Williams was unanimous.

            78.3 Cemetery Committee – Cllrs Downham, Anning, Pearce and Hill were proposed by Cllr Street and seconded by Cllr Roe. No other nominations were received.  The vote was unanimous.

            78.4 Planning Committee – Cllr Pearce proposed to continue as before with all members of the Parish Council as members of the Planning Committee.  This was seconded by Cllr Street.  No other nominations were received.  All agreed.

            78.5 Tidying Committee – Cllr Pearce proposed that all members of the council be members of this committee. This was seconded by Cllr Downham. All agreed.

            78.6 Election of members to represent the Parish Council on outside bodies:

The following nominations were proposed by Cllr Street and seconded by Cllr Robins.

            DNPA – Cllr Anning and Cllr Hill were proposed by Cllr Roe and seconded by Cllr Prosser. No other nominations were received.  The vote was unanimous.

               Police Authority – Cllr Elton was proposed by Cllr Prosser and seconded by Cllr Hill. No other nominations were received.  The vote was unanimous.

               Southern Link – Cllrs Roe & Robins with Cllr Prosser as a reserve if either were unavailable were proposed by Cllr Street and seconded by Cllr Elton. No other nominations were received.  The vote was unanimous.    

               Coronation Hall – Cllr Downham was proposed by Cllr Robins and seconded by Cllr Street. No other nominations were received.  The vote was unanimous.    

               Cllr Street remains the Local Education Authority appointed Governor at the school.

79-2009 Register of Interests –The clerk asked members to complete updates as appropriate. No updates were made at the meeting. The clerk holds a supply of forms should they be required.

80-2009 Matters Arising –

               80.1 Litter Clean Up Day – Members were very pleased with the turnout – 36 people including some Guides and children. A letter of thanks has been sent to Sally & Brian Edwards at the shop for supplying excellent pasties, to Paul Glanville for all his help and taking away the rubbish and also to Cllr Robins for organising the event.  There is an area near the old water tower which WDBC are unable to remove the flytipping from as it is privately owned land. The ownership of this land is to be established so that action can be taken.

               80.2 Summer Fete – Cllr Street is going to collate photographs for the parish council stand.  She asked members to send photos or ideas to her.

               80.3 Grendon Farm – Cllr Pearce reported on the issue of trials bikes using this bridlepath and footpath. The Parish Council have been advised by DCC that this is correct, and that they are listed as roadways.  The farmer is applying to have these routes downgraded.

81-2009      Correspondence-

  1. DCC re Highway maintenance – further £2 million allocated to repair winter weather damage. Overall increase 2009/10 of over 9.5%.
  2. DCC Parish Lengthsman service –satisfaction card for completion & return.
  3. WDBC – Flooding info & sandbags. WDBC will supply 10 empty sandbags free to each household. Collect from council offices. There was an option of a  dumpy bag of sand in village but there is nowhere for this to be stored.
  4. Mary Tavy Commoners Association – proposed holding pen on Common. To be discussed later in meeting.
  5. Digital Uk – reminder of switchover of Caradon Hill transmitter group on 12th August 2009.
  6. Equality & Human Rights Commission – Public Sector Duties. Forthcoming Equality Bill will bring all duties together Age, Disability, Gender, Gender ID, Race, Religion, Belief, Sexual Orientation latter part of 2011.
  7. DCC – South West Highways – 2 road closure notices – 27th -28th July 2009 Cherrybrook House and also 3rd – 6th August Bal Lane – Warren Road.
  8. CPRE – Best kept village - acknowledgement of our entry.
  9. WDBC – European Parliament & DCC elections – notices put on board.
  10. DAPC Newsletter
  11. Plymouth Shopmobility & Community Transport – leaflets to Pop In centre.
  12. Coronation Hall – new Bookings Secretary Marilyn Hamshere. Tel 610395.
  13. DNPA – Forum meeting to be held 22nd May 2009 at 2pm at Parke.
  14. DCC – Money matters leaflets – advice for public & businesses suffering financial difficulties – passed to PO Stores.
  15. “Junk Mail” – recycling newsletter.
  16. DNPA News Releases..

82-2009 Financial report

82.1 Receive report from Responsible Financial Officer - The financial report detailing the following balances was circulated:

                        Current account - £5467.44

                        Cemetery account - £5432.04

                        Mary Tavy Community News £243.60         

            82.2 To authorise payments for May  - .The following payments were authorised  Tavistock Times £6.21, Insurance Renewal £355.50, C Williams April Salary, C Williams Stamps £4.38,  T Pearce Mileage/postage/APM refreshments £46.80, WDBC dog bin £15.55, M Robins litter pick refreshments £53.94, B Wardell grass cutting £115.50, Grants - MTVMRGT £350.00, CAB £125.00, Guides £215.00, Mary Tavy  & Brentor Under 5’s £140.00, Mary Tavy & Brentor School PTFA £400.00, Ring & Ride £125.00, Coronation Hall £700.00, Methodist Church £150.00, MT & PT WI £30.00, C Williams Burial clerk salary, Ottery Press £90.00.

            82.3 Sign off accounts for 2008/09.- The accounts for 2008/09 were signed off and will now be presented to the Internal Auditor before submission to The Audit Commission. The Statement of Assurance was read out. Cllr Hill proposed to agree the statement; this was seconded by Cllr Robins and agreed by those present. A vote of thanks was given to the Financial Officer for all her hard work.

            82.4 Grants – A heated discussion was held regarding the grant request for MTVMRG. Cllr Hill felt that Mary Tavy Parish Council held a grudge and did not support their village playing fields as other parishes did. Cllr Pearce felt that the comment was out of order and also disagreed that other parishes funded more. MTPC held off funding until alternative sources of grants had been investigated. He asked why grant applications had not been submitted when the ROSPA report detailing the work required was received in March 2008. He felt that WDBC had more funding available at that time.  Cllr Robins also took exception to the statement that he bore a grudge and felt this questioned his impartiality. Cllr Robins referred to the public meeting at which he said he could not understand why the Trust should object to scrutiny when this was his discharging his duty as a member of the Parish Council. Cllr Prosser asked what other grants they had been successful in obtaining. Cllr Hill replied that they had not been successful in any. Cllr Pearce was concerned that their reluctance to impart information may be affecting the success of their grant applications. Also that they had not reapplied to WDBC for funding now that it was available in the new financial year. Cllr Hill felt the Trustees were being treated as children, not capable of running the playing fields. Cllr Street reiterated her feelings of last month that she felt asking for the ROSPA report was not necessary and that the trustees should be given the courtesy of running the trust. Cllr Robins felt the parish council should not be solely responsible the financing of the field and if other grants are available then they should be sought.

Cllr Prosser did not understand why they felt they were being treated as children when other organisations answer questions without secrecy. No minutes for the meetings of MTVMRG have been displayed for 18 months. Cllr Robins stated that the playing fields are an important asset to the village and he regretted their reluctance to work as a team. As MTVMRG trust failed to get the application into WDBC in time, this closed a source of funding to them. Cllr Prosser sought assurance from Cllr Hill that the ROSPA report for this year had been addressed. Cllr Hill advised that this year’s report detailed the depth of the chippings and the trip hazard this then generated with the rubber mats under the swings.  The new chippings already laid had addressed both of these issues. Cllr Prosser proposed that a grant be paid to MTVMRG of £350 and this was seconded by Cllr Downham and carried by a unanimous vote. Cllr Hill did not vote on this issue. Cllr Roe asked that next year they approach the council earlier with details of what other grants they have asked for. Cllr Hill as Chairman of MTVMRGT undertook to keep the PC better informed of grant applications.

83.2009 Cemetery: To receive report from Burial Clerk. – The clerk reported that the updated regulations and map of the newest section of the cemetery were now displayed on the cemetery notice board. We are currently awaiting an estimate to replace the fencing between the cemetery and the churchyard. The unused plot G10 has been sold back to the parish and all rights relinquished.

84.2009 Planning:

            84.1 To discuss planning applications received   

Site visits to be arranged at the following

Field adjacent to Half Acre – new gateway.

Oakfield – retrospective application for replacement of agricultural building.

            84 .2 To receive notification on previous applications –

            None.

85.2009 Commoners Holding Pen- Cllr Robins & Hill declared their interests as Dartmoor Commoners. Cllr Prosser had concerns that the area chosen for the holding pen was an area that already gets flooded and there are problems with water coming off the moor here into Brentor Road. She was concerned that the area would easily get churned up and the amount of traffic using the Moorland Hall lane. Members felt that they wished to support the farmers and the rural community but were concerned about the chosen location. All agreed to write to DNPA to express this.

86.2009 Japanese Knotweed:

Cllr Pearce advised that a new leaflet has been produced that would be useful to issue to landowners who have Japanese knotweed on their land. Whilst it is not illegal to have this on their land it is an offence to allow it to spread on to neighbours land.

87.2009 To agree items raised at the April meeting for inclusion on this agenda.

87.1 DNPA – Local Development Framework:

The booklets had been circulated to all members at the last meeting for their comments. Cllr Pearce voiced surprise at the lack of comments from members, only Cllr Robins had listed his thoughts on the DNPA publications. There was concern that the Core Strategy says that all new housing should be 100% affordable when land considered to be exception sites is put forward for development.  It was felt that an element of open market housing was required to pay for improvements in the village. The Chairman asked if members were happy for the Chairman and clerk to submit a written representation to make provision for a mix of community housing and open market housing, with business units such as the small business park at Crapstone. Cllr Robins requested that the affordable homes required for Brentor should not be included in Mary Tavy. The affordable homes should also include housing for the elderly.

      87.2 Boundary Review: Cllr Pearce declared an interest as a WDBC councillor. Comments to the Boundary Commission must be submitted by the 14th May 2009. The clerk and Chairman are to submit a parish council response by this date and the Chairman urged members to also make their own individual representations. Cllr Hill felt that they should wait and see how Cornwall’s new unitary authority works before rolling this out in other areas. The cost for Cornwall is now believed to be over £100 million.

88.2009. To receive items raised for inclusion on June agenda

            88.1 Junction by the Mary Tavy Inn.

88.2 Owen Phillips.

89.2008 To agree the date of the next meeting:

            The date of Tuesday 9th June 2009 was agreed for the next meeting of the Parish Council to commence at 7.30pm to be held in the Reading Rooms.

           

There being no further business the meeting was formally closed by the Chairman at 10.00pm.

 

C Williams

Clerk to the Parish Council                                                  16th May 2009

 

 

 

Signed as a true and accurate record……………………….Date………………….

                                                (Cllr T Pearce - Chairman)

 

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