Draft Minutes subject to confirmation
MARY TAVY PARISH COUNCIL
MINUTES OF THE PARISH COUNCIL MEETING
Held in the
Reading Rooms
Tuesday 8th
December 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:
Mrs Nancy Cullen (New Clerk)
Three members of the public.
Apologies for absence:
Christine Marsh (DCC) PC Reed, PCSO Dave Chapple
179-2009 Parishioners Time – One member of the public wished to speak with regard to comments
allegedly made at the November Parish Council meeting. Members were genuinely shocked by the allegations and firmly rejected them. Cllr Hill insisted that the Chairman had made the allegations. This was again refuted by members. The second member of the public who wished to speak commented how tired they were of all the stupid comments flying around and threatening behaviours which they felt were doing nothing for our village except wasting time. They felt proud to be part of this village and its people, having lived here nearly forty years. Cllr Street and members agreed. Cllr Hill felt very fortunate to have the three excellent public houses here.
180- 2009 Declarations of Interest:
Cllr Pearce declared a prejudicial interest in the letter from Mr Peter Jarvis.
Cllr Street declared an interest in tree felling at Box Cottage.
181-2009 Minutes of the previous meeting held 10th November
2009.
Cllr Hill asked
for an amendment to 163-2009 (line before last) to in both High Court and Crown Court on 3 occasions.
Cllr Prosser asked for an addition to 168.4 (line 2) of Cllr Prosser suggested we accept these unless anyone had objections to any items.
Cllr Robins asked for an amendment to 163-2009 (line 1) to Cllr Robins clarified that he had spoken with a legal professional working within local government. 173-2009 (line 5) that his challenge centred on. 173-2009 (line24) Cllr Robins reminded the meeting. 173-2009 (line 35) Cllr Hill had issued some members.
Cllr Roe proposed to accept the amended minutes and this was seconded by Cllr Hill. A vote followed with 5 in favour (Cllrs Roe, Robins, Hill, Elton & Anning) and 4 abstentions (Cllrs Prosser, Pearce, Downham & Street). Carried. The minutes were duly signed by the Chairman as a true and accurate record.
The Chairman introduced Mrs Nancy Cullen to the meeting.
182-2009 Matters arising:
182.1 Footpath to the Mary Tavy Inn – Cllr Pearce enquired whether members had raised this question at the recent meeting with Cllr Hart (DCC). Cllrs Prosser & Hill attended this meeting but advised that it had not been an appropriate forum. Cllr Hill suggested waiting 3 months then tackle on this issue. Following the Boundary Commission recommendations the Minister is to make an announcement in January 2010. Members recognised that even if funding is unavailable at present that we should still keep pushing for this. Cllr Street suggested taking the matter forward in steps with pressing for the extension of the 30mph speed to Lane Head Cottages as a first step, this was agreed unanimously. Cllr Marsh is already aware of this requirement but with the danger on the road more prevalent in winter it was agreed to write again. Clerk to contact Highways and Cllr Marsh.
183.2 Website – A reply was read out from Mr Rogers regarding the transfer of the website and likely
costs. There were further questions raised regarding the annual costs and the ownership of the website name and photographs. Cllr Roe proposed to invite Mr Rogers to he next meeting. This was seconded by Cllr Prosser and unanimously agreed. Cllr Elton proposed that a sum of £300 be placed into a contingency fund should this be required and the precept request be increased by this amount. This was seconded by Cllr Robins. It was agreed to vote on this later in the meeting when other financial matters were being discussed.
183.3 Standing Orders – Cllrs
Roe & Street Prosser, Downham and Elton received the amended
Standing Orders. All remaining members are to bring their Standing Orders to the
next meeting for updating. Cllr Robins requested that procedures for grant
applications be included in the standing orders and that this be placed on the
agenda for the next meeting.
183.4 Letter from Mr P Jarvis – Cllr Pearce left the meeting at this point
having declared an interest
and Cllr Prosser took the Chair. The Clerk produced a detailed breakdown of
the Chairman’s mileage claims and expenses for the last two and a half
years. A minute was also later read out
from 2006 when the anticipated level of mileage was set. “104.3-2006 A Costs to budget report
was circulated to enable members to consider in time for the November meeting,
when the Precept requirement for 2006/07 will need to be agreed. The
amount of mileage done was discussed and it was felt that the Parish Council
increases its influence with the DNPA by its increased presence at meetings.
Cllr Hill proposed that the General admin be increased to £600 to reflect this
and this was seconded by Cllr Jarvis. The cost for mileage claims was
reiterated as 35p per mile. Cllr Jarvis
felt the Chairman’s allowance should be reviewed. Cllr Pearce said he would prefer to leave any change until after
the White Paper on local Government was published in November.”
Cllr Roe expressed concerns that a
disproportionate amount of time was spent on discussing “bureaucratic trivia”. He felt members were here to help the
community not to get involved in political debate. He suggested a simple
response to the letter. Cllr Elton asked whether the concern was a genuine
complaint Cllr Hill responded that it was.
He said the principle of representing this council was that members were
under the direction of the council and they would give a report of what had
been discussed and how it affects this council. Cllr Prosser stated that this was what Cllr Pearce did. Cllr Hill queried some meetings attended by
Cllr Pearce. Cllr Prosser confirmed
that Cllr Pearce only claims mileage when he attends a meeting as a Parish
Council representative. Any meetings
attended representing WDBC have never been claimed through MTPC. Cllr Street
said she supported being proactive rather than reactive and Cllr Robins felt
influence couldn’t be gained without cost. Cllr Hill felt the reason for the mileage
and a report should be detailed in the minutes. Cllr Prosser explained that all these details were checked and
approved by the Vice-Chairman and cheque signatories. The amount of mileage expenses claimed were a reflection of the
work that Cllr Pearce puts into his role. When he discusses meetings attended
he is often asked by members to move on due to time constraints. She felt we
were lucky to have such a committed Chairman who was willing to work his socks
off for this community and this was a role that no other member had wished to
fulfil as they felt unable to give the commitment that Cllr Pearce has. Discussion on expenses then went back to the
Gazette costs in the previous council which were deemed out of control and of
which a detailed breakdown was never produced.
It was decided not to go back over old ground but to move forward. Cllr
Elton proposed that in future “Reports from Members attending outside bodies”
be added to the agenda to allow a brief summary of any external meeting attended
and that a letter thanking Mr Jarvis for his letter be sent and to advise him
that future minutes will include this heading.
This was seconded by Cllr Street and a unanimous vote in favour
followed. A cold Cllr Pearce re-entered the room.
184-2009 Police – Community Beat Manager had spoken with the clerk but had no items to report
for the parish. The Chairman advised that in the New Year PCSO Chapple would be able to involve volunteers from the community in using speed guns in the village. Anyone interested in volunteering should contact the new clerk Mrs Nancy Cullen. PCSO Chapple will also be visiting the Youth Club.
185-2009 Correspondence -
- High Moorland Visitor Centre
186-2009 Financial report:
186.1 Receive report from Responsible Financial Officer – The financial report detailing the following balances was circulated:
Current account - £7016.51
Cemetery account - £5792.61
Mary Tavy Community News - £203.60
186.2 To authorise payments for October – The following payments were authorised: Ottery Press £90, Royal British Legion Poppy Appeal £50, Westcountry Times Today £80.50,C Williams November salary, C Williams Burial Clerk, T Pearce Mileage (DNPA development Meeting)/postage £30.28, C Williams IT equipment £12.49.
187-2009 Cemetery Report:
As agreed at last months meeting a notice has been prepared for the Cemetery regarding removal of any loose items that could damage the grass cutting equipment or caretaker. This will also be mentioned in the Community News.
188-2009 Receive reports from members elected to outside bodies:
188.1 DNPA Forum – Cllr Prosser read Cllr Anning’s report on the
changes to the participation at planning meetings (186.1 above), the Hill Farm
project- funding for apprentices, a promotional vehicle for Dartmoor, and plans
to convert the old Mortonhampstead to Bovey Tracy railway track to cycle and
walkway.
188.2 Police Authority – None.
188.3 Southern Link – Cllr Robins
reported on Emergency Plans – a free 1:10,000 map is available for the parish,
waste contract update, Sonia Burgess (DCC) had clarified that Cllr Hart as
Leader of DCC will not carry forward any budget deficits onto the next budget period-
concerns for the Youth Service and care for the Elderly in Devon. Lesley Halton (WDBC) had advised that
Unitary could be rushed through prior to an election.
188.4 Coronation Hall – Cllr Downham reported that the AGM is now to be held on Monday 1st Februay 2010 and also that the new heating is in place.
189-2009 To discuss planning applications received -
189.1 Cholwell Barn – variation of Condition 2 existing drive and parking details to allow holiday let at studio – site visit to be held.
189.2 New property adj. to Glendale – Highways have come to an agreement that part of the land owned by Highways may be used for parking providing it is tarmaced and delineated by bull nose paviers to show the edge of the highway. The Chairman asked all members to consider. Clr Roe proposed acceptance of this, seconded by Cllr Anning and unanimously agreed.
189.3 Box Cottage Tree felling – Cllr Street left the meeting at this point having declared an interest. To fell an 80ft fir – a site visit had been held and members felt although not a native tree it was too valuable a tree to lose and they would not wish to see it felled however if it is a danger they would have to accept its removal. Cllr Roe proposed that Brian Beesley be contacted regarding owners concerns about safety and if it is a danger then it would have to come down. This was seconded by Cllr Robins and a unanimous vote in favour followed. Cllr Street re-entered the room.
190-2009 To receive notification on previous applications:
Higher Creason Farm – Barn conversion to 2 bedroom holiday cottage – conditional consent granted.
191-2009 Community Plan – Cllr Street requested that this be placed higher up on next month’s
agenda. The Chairman agreed and was concerned that members were not able to deal with community issues properly over the last few months. Members were asked to review the plan prior to the next meeting and what had so far been achieved, then to pick out 5 or 6 priority items to be next dealt with.
192-2009 Christmas Meal – Cllr Roe has made a booking for Friday 8th January.
193-2009 To agree items raised at the November meeting for inclusion on
this agenda: None.
194-2009 To receive items raised for inclusion on January agenda:
194.1 Emergency Plan
194.2 Community Plan
194.3 Phone Boxes
194.4 Website
194.5 Standing Orders
195-2009 To agree the date of the next meeting:
The date of Tuesday 12th January 2010 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 9.45pm
C Williams
Clerk to the Parish Council 10th December 2009
Signed as a true and accurate record ……………………….. Date ………………………
(Cllr T Pearce – Chairman)