A meeting of Stoke Gabriel Parish Council was held on
Monday 27th June 2011 in the Village Hall
9 members of the public were present
Present: Mr R Tully (Chairman), Mrs C Hunt, Miss E Bridge, Miss P Ellis, Mr P. Fenwick, Mrs R. Garner, Mr I. Jones, Mr H. Rawlings and Mr J Robinson.
In Attendance County Cllr Trevor Pennington and District Cllr. R. Rowe
1 Apologies – None
2 Police Report – No report. It was agreed to write to the local police to request a report even if there is nothing to report
3 To confirm the minutes of the last meeting on 16th May 2011
Taken as read and signed by the Chairman,
4 Matters arising from the Minutes – None
5 Chairman’s Report - The Chairman advised that he had attended a CPRE meeting and it appeared that there were mixed feelings regarding articles published in the Herald Express.
6 Reports from County & District Councillors County Cllr Pennington advised that he had received notification that a number of Parishes would have their street lighting dimmed at certain times during the night. Hotspots such as CCTV areas, known dangerous road junction etc would not be affected. Cllr Pennington was advised that the Parish did not have street lights except for Rydon Acres and the new regulations would not affect this Parish. Cllr Pennington had received a response to the DCC future of public audit. It had been suggested that in future the audit of public money should be carried out by independent paid members and not Cllrs the cost of which would come out public money. District Cllr Rowe advised that she had attended an armed forces day service which had been held outside Follaton House. The service was taken by our Parish vicar David Treby. Various training days had been held looking forward to the next four years especially shared services, joined up thinking and the challenges ahead. Cllr Rowe had also attended a visit to the composting centre at Avonwick and the Devon County Show. Cllr Rowe was concerned over the future of dairy farmers and the price of milk. Finally Cllr Rowe stated that it was most important for those wishing to be considered for affordable homes within the village to register their names on the Devon Choice Housing list.
7 Reports from Sub-Committees Regarding the Major Development Committee Cllr Fenwick advised that he and Cllr Robinson were meeting informally every two weeks with Nick Hodgson of Linden Homes and Dave Kenyon of South Hams DC to review and progress the ongoing development issues. Informal notes are prepared after each meeting which are available to members of the public. Cllr Fenwick advised that any urgent issues are addressed immediately and any queries should be addressed to either Cllr Robinson or himself. Issues that had been resolved were that the site was off limits for health and safety reasons, delivery contractors must not arrive before the agreed times or park in Orchard Way or Yonder Meadow, permitted access signs would be erected at Longcombe Cross and Paignton Road, the completion date would be 2012 not 2013 as indicated in letters sent to adjacent residents, and to consider extending the 20MPH speed limit further along Aish Road. Regarding the Community Land Trust Cllr Fenwick advised that he had attended a meeting at Blackhawton and a presentation by the Land Society held in the village. Cllr Fenwick advised that he had just received written detail but was waiting for a correction on a document before circulating to Cllrs. Without this document there can be no detailed discussion with the Parish Council. Cllr Fenwick advised that he had met twice with three members of the Yalberton Valley Community Forum. This group agreed that they are reconciled to development at White Rock and had submitted a paper to Torbay Council on 5th May proposing Yalberton Valley as a conservation area as they were concerned at the impact on the valley. They are hoping that the Council would be willing to define Yalberton Valley and then pledge to protect it from any future development by including a specific statement or section in the Core Strategy. The group has asked us for our help as there is concern that potential flooding due to the continuing development will cause problems especially with respect to the number of houses likely to be built. Cllr Fenwick encouraged concerned Parishioners to join the group. Cllr Fenwick to draft letters to Dart Harbour and The Duchy to express concerns with reference to flood potential and ask them to critique the “flood report” and to support implementation of the environment agencies recommendations. Additionally after recent rain there was evidence of pollution in the stream presumably from the industrial estate. If this reoccurs Parishioners should immediately contact the environment agency or a Parish Cllr. Cllr Garner reported on the first Parish Council surgery held on 9th June where five Cllrs attended. A number of Parishioners came along and discussed various issues. Cllr Garner advised that the feedback was positive but there was concern that it may be considered an alternative PC meeting and those that had responded would rather have one or two Cllrs present when private one to one discussions could take place. Cllr Garner thought the idea of holding these surgeries was a good one and suggested that the next one could be held in September with a slightly changed format. Cllr Garner advised the Council that she and Cllr Fenwick had attended a Community Involvement Workshop run by SHDC and which concentrated on a new document which had an influence on the LDF and local planning applications. The document suggested ways of involving the community in deciding what facilities are needed locally such as schools, public transport and hospitals and how much new housing is required and where it should be built. The workshop involved setting up scenarios to find out how local Town and Parish Councils would make important community decisions and how best to ensure that the whole community had a say. Suggestions were clear communication with link officers to ensure the information from SHDC reached the Parish Councils and from all the interested Parishioners. Different methods of passing on information were also discussed including 21st century Face book, Twitter and the old fashioned poster, radio and face to face presentation. Cllr Garner stated that what was most paramount from nearly all local Councils was that local people wanted to be consulted and have a say in any major decisions. Cllr Garner hoped that SHDC will take this fact on board and advised that this Council would be kept informed, Cllr Rawlings reported on a recent meeting of the newly formed Communications Committee. Cllr Rawlings stated that the members of the committee are new councillors, so did not yet have a thorough understanding of how the PC communicates with Parishioners. The meeting believed that the main method for communicating is the meeting minutes, which are posted on notice boards and on the SG web site. Therefore, anyone who doesn’t attend a meeting, pass a notice board or visit the web site doesn’t know what the PC is doing. The meeting proposed to concentrate initially on the web site, as they know there are numerous areas where improvements can be made, and look at other communication methods once they have more knowledge and experience as Councillors. Quality Council accreditation from NALC could provide a useful guide to best practices. Cllr Jones queried the purpose of a communications committee and suggested that over the last four years communications had greatly improved. Cllr Hunt asked whether Cllr Rawlings would in future be able to advise on the number of hits the web site received as this would give an indication of its use. Cllr Bridge suggested advertising the web site in the Parish Magazine.
8 Planning
The following planning applications were considered at a planning meeting held on 27th June 2011 at which the following councillors were present: Hunt, Ellis, Robinson, and Bridge.
1) 11 Yonder Meadow – resubmission for increased ridge height and roof lights. Objection. The roof height should adhere strictly to the existing ridge height.
2) Mrs Gs Tea Shop – Alterations to bay window No objection
Planning Applications Granted by SHDC –
1) 12 Orchard Way – removal of Leylandi hedge to erect fence
2) 1 Hillfield – installation of 12 solar panels
3) Orchard Lees, Vicarage Close – New porch, bay window and large window
4) 10 Rydon Acres – attic conversion
5) Home farm, Waddeton – demolition of front wall and construction of new porch
6) 4 Waddeton Cottages – extension to form additional accommodation and garage
Planning Applications refused by SHDC – None
Applications Withdrawn –
The Cider Press, Higher Aish Barns – conversion of barn to dwelling
Appeals Received by SHDC None
Ongoing Applications – Lights at Ramslade Caravan Park, Cllr Robinson advised that a letter had been received from SHDC advising that as the complaint was not causing a disturbance to any particular property the Environmental Health Officer is unable to assist. The Tree House, Highfield. Cllr Robinson advised that the case officer was awaiting further details.
9 Items raised on behalf of the Clerk - Cllr Robinson advised that he had received a letter concerning the formation of a local schools federation. This would mean that six local schools including Stoke Gabriel will have one governing body composed of representatives from each school community and the group would take overall responsibility for all schools within the federation. Cllr Robinson advised that written responses should be addressed to the Chair of Governors and received by 18th July. A box for responses will be provided at the school. After discussion Cllr Garner proposed that the Parish Council should not support this and Cllr Ellis seconded the motion. Cllr Robinson advised that as a Governor he could not vote and the proposal was carried with all those voting in favour. The Mayor of Totnes had requested permission to wear the chain of office at the Annual Art Exhibition in August. This was agreed. Cllr Robinson advised that the Council’s standing orders should be updated and confirmed that this was in hand. The new Cllrs had been given Parish Cllr guide books. There is a SHDC cluster meeting in July and two places had been booked. A letter from Stoke Gabriel in Bloom had been received advising that this would be the last year that the group could continue due to the decline in volunteers. It was suggested that contact should be made with the College to see whether they had people on courses that may be interested. The Council expressed their appreciation for the work that they had done so well over the past years.
10 The Position of Clerk
Cllr Robinson took no part in the discussion of this item. This report was written by Cllr Jones. The Chairman thanked Cllr Robinson for his hard work as Cllr and Acting Clerk over the past year and said that he always provided reports and advice promptly and clearly and was always easy to contact. He then asked him if he was prepared to continue with the duties and Cllr Robinson confirmed that he was, provided it was the wish of the Council. Cllr Ellis said that Cllr Robinson had handled the difficult issues facing the Council during the past year extremely well and pointed out that should it be necessary to employ someone else, it could cost the Parish up to £10,000 a year requiring a large increase in the precept which would not be acceptable in these difficult times. Cllr Fenwick said that although he had only been a Councillor for a short time he had previously attended many Council meetings and observed Cllr Robinson to be very efficient, easy to contact always ready to offer advice when requested. Cllr Bridge added that she agreed with all the comments made so far and confirmed that Cllr Robinson was easy to contact and a pleasure to work with. Cllr Bridge also suggested that it was not economic to pay more to get a worse job. District Cllr. Rowe stated that SHDC officials held Cllr Robinson in great esteem and their queries to the Parish Council were always dealt with promptly and efficiently. She visits other Parish Councils in her Ward and Stoke Gabriel is considered to be one of the best run Parish Councils in the District. Cllr Hunt said that she hoped that Cllr Robinson could continue with his good work. Cllr Jones commented on the extreme difficulties that had been experienced in the past due to deterioration of the relationship between a Clerk and councillors and of the difficulties experienced when attempts were taken to try and recruit a new clerk. He advised that we are envied by numerous councils by having a Councillor who is prepared to act as Clerk and do such a good job without any salary. He also pointed out in accordance with new regulations from HMC&R Clerks now have to on a full contract of employment including PAYE, NI , pensions etc which would require considerable administration and substantial costs over the salary paid. Cllr Jones then proposed that Cllr Robinson be appointed as Acting Clerk for the period of this Council or until such time as he decides not to continue, whichever is the shortest. This proposal was seconded by Cllr Hunt and accepted unanimously.
11 Hoyle Copse – Cllr Jones advised that no work had been carried out at present apart from monitoring the flora and the effects that the previous years work is having. Due to the exceptionally dry period the orchid display this year is very disappointing. Only about 300 orchids had appeared in the meadow but the spread had increased which was encouraging. There is a grave concern for birds and invertebrates due to the loss of traditional meadows and wild flowers, so it was most rewarding to walk through our meadow early in June when nesting bird’s food requirements are at their peak and to observe that with every footstep hundreds of grass hoppers, insects and butterflies appear. This shows that the management procedures are working well for the meadow. The welcome board and interpretation panels that were presented at the April meeting have been further developed and Cllr Jones advised that he had given final approval to proceed with the manufacture. They should be ready soon and in place during July. Cllr Jones advised that he thought that Cllr Garners suggestion of involving the school in Hoyle Copse was a good idea and offered to assist.
12 Highway and Hedgerow Matters – Cllr Ellis advised that sewage had been seen in the Millpond. Cllr Jones suggested that neighbouring Councils and SHDC should be made aware of this. Cllr Rowe asked for photographs to be taken and submitted to SHDC. Cllr Jones also advised that Drymore Lane between Aish and Ham Lane was once a pleasant walk or ride for cyclists and horse riders and a lovely bluebell wood but was now ruined and is a mud track due to the activities of 4x4 drivers. The number of vehicles now using Aish road as a rat run has become intolerable and accidents will certainly happen. Cllr Hunt commented on Tweenaway cross roads repair work which was another contributory factor for the increase of vehicles using the lanes. Cllr Bridge commented on the parking regulations outside Stoke Gabriel Stores. Cllr Robinson advised that neither the speed limits nor the parking regulations were legal until certain documentation had been amended. In order to have a second 30 MPH sign erected at the entrance to the village and on Aish Road all regulations had to be in place including those in Paignton Road. It was agreed to contact DCC to seek suggestions as to how assist with parking outside the shop. Cllr Ellis advised that there were large potholes outside the entrance to the Church House Inn car park and the road sign at Hillfield had now fallen over. Cllr Ellis requested that a sign be placed on the public footpath in the field behind Kings Rydon Close to show walkers where the footpath went. Cllr Tully advised that a traffic survey had been carried out at White Rock at 8.00am and 8.00pm which would not have given a true reading of vehicular movement. It was agreed to write a letter to SHDC concerning the new advertising boards outside Four Cross Units. Cllr Robinson advised that SHDC were arranging for new signs to be erected at the play area and would arrange for an additional sign to be placed at the top of Coombe Shute to show where the entrances to the play area are.
13 Matters raised by Councillors – Cllr Bridge advised that contact had been made with Ben Ayres of Active Villages and agreement had been reached for them to provide a mobile skittle alley. Cllr Robinson advised that through the further grant received for the play area the Parish Council now owned a gazebo
which would be used by local organisations. Jones advised that he was sorry not to have attended the previous meeting and welcomed the new Cllrs. He was pleased to note that Cllr Fenwick would lead a new Development committee and hoped that our views would be listened to and have some influence on decisions made that would affect our community. Cllr Jones was also pleased to note that Cllr Rawlings had agreed to try to improve the village website. Cllr Jones stated that he was less happy about the need for a Communications committee and was fearful that the Council may become to autocratic and not concentrate on matters which were within the remit and powers of the Council. Cllr Jones listed the numerous ways to communicate with the Council and since the appointment of Cllr Robinson as clerk there had been no problems of which he was aware. Parishioners can obtain information and communicate in various ways including reading the minutes of the meetings posted on the notice boards and on the website, contact Cllr Robinson by phone, e-mail, letter or personal contact, speak to a Cllr of their choice, read the Parish News and come along to the monthly Council meetings where they can listen to what is going on and take part during the ten minutes session. Cllr Jones stated that very few Parishioners attend the Council meetings unless there is a major controversial subject to discuss and consider and stated that in his opinion a Communications Committee was not required.
14 Accounts
Cllr Robinson confirmed that the annual insurance had been paid and the annual accounts had been audited by the external auditor and submitted to the Audit Commission. Cllr Robinson asked for agreement to write to the external auditor thanking him for his hard work. This was agreed.
To agree the following payment of accounts
It was proposed by Cllr Hunt and seconded by Cllr Jones to make these payments:
J Robinson – Expenses £ 163.29
Blacksnow Web Design – Parish plan web page hosting £ 58.72
Plandscape – May grass and verge cutting £ 181.27
Thomson Reuters – 2x Cllrs guides £ 31.90
South Hams District Council – new litter bin in orchard £ 89.33
There being no other business the meeting closed at 9.45pm
Next Meeting: Monday 25th July 2011 in the Village Hall.