WIDECOMBE PARISH COUNCIL
                             Minutes of the Annual Meeting of the Council held on Thursday 1 May 2014 in Church House, Widecombe
Present: Councillors Newbolt-Young (Chairman), Booty, Fenton, Morley, Nosworthy, Routley, Tame and Tempest
In attendance: County Cllr Gribble
Members of the Public: None
Clerk: Suzanna Hughes
OPEN FORUM
There were no members of the public present.
3690 ELECTION OF CHAIRMAN
It was unanimously agreed by all members present and voting that Cllr Newbolt-Young is re-elected as Chairman.
Cllr Nosworthy proposed a vote of thanks to Cllr Newbolt-Young for all he has done as Chairman and for continuing for the next 12 months.
3691 CHAIRMAN’S DECLARATION OF ACCEPTANCE OF OFFICE
The Chairman, Cllr Newbolt-Young, signed the declaration of acceptance of office which was witnessed by the Clerk.
3692 ELECTION OF VICE CHAIRMAN
It was unanimously agreed by all members present and voting that Cllr Booty is re-elected as Vice-Chairman.
3693 APOLOGIES FOR ABSENCE
• PC Andy Dudley
• District Cllr Jeffrey
3694 DECLARATIONS OF INTEREST
Members were reminded of their responsibility to update their Notice of Registerable Interests and
were invited to state whether they have any interests in the items to be discussed during this meeting
in accordance with the council’s Code of Conduct.
There were no declarations of interest.
3695 REQUESTS FOR DISPENSATIONS
No requests were received.
3696 RATIFICATION OF MINUTES
The minutes of the meeting of the Parish Council on 3 April 2014 were approved and signed by the Chairman as a true and correct record.
3697 ELECTION/APPOINTMENT OF MEMBERS TO OTHER BODIES
It was agreed that Cllr Tame would act as the Parish’s tree consultant.
It was agreed that Cllr Morley would continue to represent the Parish Council on the Widecombe Fair Committee and Widecombe & District Sports Group.
Cllr Tempest agreed to continue to serve on the Educational Trust and on the Church House Trust.
It was agreed that Cllr Booty would represent the parish’s highways issues.
It was agreed to write to Miles Fursdon thanking him for his efforts as Snow Warden and to confirm whether he wishes to continue with this role.
3698 REVIEW OF PARISH COUNCIL GOVERNANCE DOCUMENTS
(a) Standing Orders
Members reviewed the Council’s Standing Orders and agreed no changes.
(b) Financial Regulations
Members reviewed the Council’s Financial Regulations and agreed no changes.
(c) General and Financial Risk Assessment
Members reviewed its General and Financial Risk Assessment and agreed that, in light of the fact that it had been confirmed that the Parish Council was not responsible for the land on which the Saxon Well was sited, it should be removed from the risk assessment.
(d) Statement of Internal Control
Members reviewed the Statement of Internal Control and agreed no amendments.
(e) Fixed Assets Register
Members reviewed its fixed asset register and it was agreed to add the sandbag store (value £1,530) and the new bench outside the Church House (value £425) and to remove the Saxon Well.
There was also a discussion about the Parish Chest. It was agreed to ask the insurers for their advice on insuring historical documents. It was further agreed to ask Anthony Beard to open the chest at the next meeting so that members could look inside and to establish if there was an inventory and why it hadn’t been deposited at the Devon Records Office.
(f) Investment Strategy
Members reviewed its Investment Strategy and agreed no amendments.
3699 POLICE REPORT
PC Dudley was unable to attend the meeting but sent a written report informing members that 2 incidents were reported in the last month – a pony was hit by a car on the road near Poundsgate at 5am on 17 April, a vet was called and the pony put down. Also, 4 people suffered minor injuries when their car collided with a wall near Higher Lodge, Poundsgate at 3am on 26 April.
One crime was recorded – the theft of a wallet from a visitor in the village on Easter Monday. The wallet was later recovered, minus £60 cash, at Cold East Cross.
3700 COUNTY COUNCILLOR’S REPORT
Cllr Gribble advised that concerns had been expressed to him about the timing of the Devon stage of the
Tour of Britain event which was being held two days after Widecombe Fair and the potential conflict of
signage. He agreed he would follow this up to ensure that the road is not closed on Fair Day.
Cllr Gribble informed members that he was still progressing the double yellow lines at Spitchwick.
Cllr Gribble was advised that there was further damage to Newbridge and was presented with some
photographs to show the Highways Officer.
He was also advised that the hedge between the land owned by Teign Housing and the road needs
trimming.
3701 DISTRICT COUNCILLOR’S REPORT
No report.
3702 DELEGATE REPORTS
None.
3703 MATTERS ARISING
(a) Devon Tug of War Championships (5th June)
Members considered a request to hold the Devon Tug of War Championships on 5th June on the Village Green. After a discussion, it was agreed to allow this event to take place subject to the following conditions:
(i) That they carry out a risk assessment prior to the event and supply a copy for the Parish Council’s records;
(ii) That a copy of their insurance policy is provided for the Parish Council’s records;
(iii) That they repair all damage to the green immediately after the event.
(b) Sandbag Store
Cllr Morley informed members that Trevor Eveleigh had decided to step down as the sandbag co-ordinator. Members asked the clerk to write and thank Mr Eveleigh. It was agreed that Cllr Fenton would hold a set of keys and open the sandbag store during a period of heavy rainfall for parishioners to access sandbags. It was also agreed to ask TDC if they wanted to keep a key to allow access when delivering sandbags. It was also agreed that the clerk would arrange for some sandbags to be delivered.
(c) Tree Report
Members received and noted the tree report together with the recommendations contained therein. It was agreed that Cllr Tame would obtain quotations for the proposed work to the sycamore on the Village Green.
(d) Walkabout:
The following items were discussed and noted:
(Items that have been discussed elsewhere in the meeting have not been listed):
• The edging stones running alongside the right hand edge of the highway/stream below Manor Cottage in the direction of the school need have collapsed and need reinstating to prevent a blockage of the stream.
• The Cafe on the Green is for sale.
• The public toilets in the car park were checked and were fine.
• The fencing in the Parish Field has been finished. It was noted that the field was poached and the trees ring-barked. It was agreed that next year the Parish Council should offer a 6 month licence from April to September inclusive to allow the field to recover and minimise further damage.
• A branch needs removing to the left of the bridge which leads to the play area. Clerk to contact DNPA Ranger, Bill Allen.
3704 FINANCE
(a) The following payments were approved:
Cheque no 000847 – Clerk’s salary and disbursements - £224.10
Cheque no 000848 – DNPA (1 year’s rent of North Hall field) - £15.00
(b) Members approved continued membership of DALC and to note that the subscription fee of £117.12 will be taken by the District Council from the first instalment of the precept.
(c) Audit 2013/14
(i) Members received and approved the End of Year Summary and Accounts and authorised the Chairman to complete the Statement of Assurance in order that the papers can be sent for external audit.
(ii) Members agreed to maintain the internal audit arrangements which provide excellent reassurance for the public that the financial systems are robust and fit for purpose and to continue with the appointment of Ken Abraham as the Internal Auditor to the Parish Council. The clerk confirmed that the internal audit was to be carried out on 22 May 2014.
(d) Insurance
Members received, reviewed and approved the renewal quotation for 2013/14 with Community First at a cost of £149.94 (cheque no 849).
3705 PLANNING
(a) New applications/appeals
None received
(b) Decisions
(i) 0088/14 – Single storey extension and entrance porch, Yonder Hayes, Widecombe-in-the-Moor
Members noted that DNPA has granted conditional planning permission.
3706 HIGHWAYS
(a) Members were reminded of the various ways to report potholes and other maintenance issues: Telephone: 0845 155 1004
Email: customer@devon.gov.uk
Online: http://www.devon.gov.uk/road_maintenance.htm
Members commented again over their concern about the Devon stage of the Tour of Britain on 11 September – two days after Widecombe Fair. The main concern was that signage for the two events may become confused. It was agreed that the clerk should seek reassurance from DCC that signage for the two events does not conflict.
It was also reported that the footpath from Ponsworthy to Jordan is virtually impassable.
3707 CORRESPONDENCE
There were no items of correspondence.
Other items for information only were placed in the circulation folder or emailed direct to members.
3708 MATTERS OF INFORMATION AT THE DISCRETION OF THE CHAIRMAN
(a) For information, Cllr Fenton circulated a printed update about the Moor than Meets the Eye Project.
There being no further business the Chairman closed the meeting at 9.00pm.
Signed ………………………………………….. Dated ……………………………………….
THE NEXT MEETING OF THE PARISH COUNCIL WILL BE HELD ON
THURSDAY 5 JUNE 2014 AT 7.30pm
Members of the public and press are welcome to attend any Parish Council Meeting
and make comment before the start of the meeting.