Minutes of the Annual Parish Meeting

Minutes of the A= nnual Meeting of the

Exbourne with Jacobstowe Parish Council held on Wednesday 27^th May 2009 at 20:= 00 in Exbourne Village Hall. Followed by an ordinary Council Meeting <= /span>

1.&n= bsp; Those present

Cllr Glanville the retiring Chair= man

Cllr Weeks<= /p>

Cllr Phipps=

Cllr Luxton

3 Members of the public

2.&n= bsp;     Apologies for absence – Cllrs Cobb and Lawson apologised but were unabl= e to attend the meeting.

3.&n= bsp;     The re= tiring Chairman welcomed all to the meeting and asked for nominations for the Offi= ce of Chairman to the Parish Council

4.&n= bsp;     Election of Chairman of the Council = – Cllr Glanville stated that due to perso= nal commitments he would not be seeking re election. Cllr Weeks proposed Cllr Luxton fo= r the role of Chairman. Cllr Phipps sought approval from Cllr Weeks to nominate him as for the role of Chairman. Cllr Weeks thanked = Cllr Phipps but declined the nomination. Cllr Phipps then seconded Cllr Luxton for the role as Chairman. There being no other nominations C= llr Luxton was elected as Chairman of the Parish Council for the coming year. Cllr Luxton assuming the role of Chairman signe= d the Declaration of Office.<= /b>

5.&n= bsp;     The Ch= airman on behalf of the Parish Council thanked Cllr Glanville for all his hard wor= k as Chairman over the last 2 years.

6.&n= bsp;     Election of Vice Chairman - The Chairman sought nominations for the role = of Vice Chairman. Cllr Glanville= proposed Cllr Weeks as Vice Chairman this as seconded by Cllr Phipps with no other nominations the Chair= man declared that Cllr Weeks was elected as Vice Chairman.

7.&n= bsp;     Representatives to committees

C= ommittee

R= epresentative

Devon Association of Parish Councils

Vacant

Okehampton Area Parish Councils

Vacant

Police Liaison

Vacant

Northern Area Link

Minor Authority School Governor

Mrs L Foster

Internal Audit

Ms F Rook

Jacobstowe New Burial Ground

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Parish Paths Partnership

Mr I Brooker

8.&n= bsp;     It was agreed that due to two Cllrs being absent at this meeting to adjourn the election of representatives to Committees until the next meeting June. The Clerk was asked to enquire wit= h Mr I Brooker if he was willing to continue for the coming year as the Parish Pat= hs Partnership coordinator.

9.&n= bsp;     There = being no further business the meeting closed at 20.00

Minutes of an Or= dinary Meeting of Exbourne with Jaco= bstowe Parish Council held on Wednesday 27^th May 2009 at Exbourne Villa= ge Hall, following the Annual Council Meeting.

8.&n= bsp;     Those present &= nbsp;           &nbs= p;             = Cllr Luxton – Chairman

Cllr Weeks<= /p>
Cllr Phipps=

Cllr Glanville

9.&n= bsp;     Apologies for absence Cllrs Cobb and Lawson both apologised but were = unable to attend the meeting.<= /b>

10. = Dec= larations of Interests – Cllr Weeks declared a personal interest in Planning application 12852/2009/OKE, Cllr Glanville declared a personal and prejudicial interest in the same application. Cllr Luxton decl= ared a personal interest in application 12903/2009/OKE, Cllr Phipps declared a personal and prejudicial interest in the same application.

11. = Min= utes of the last meeting – Cllr = Phipps proposed that the minutes of = the last meeting were an accurate record, this was seconded by Cllr Weeks. The Chairman signed the minutes.

12. = Mat= ters arising from the last meeting<= o:p>

12.1. Jac= obstowe Burial Ground – Cllr Weeks updated the Council on the meeting h= eld between Cllrs Luxton, Phipps, Lawson and himself and the Archdeacon Rawling= s of Totnes and Rev Hansford re the easing of the covenants relating to the uses= to which the Burial Ground could be used for.= He told the meeting that the Archdeacon was very sympathetic to the = aims of the Council and was unsure as to why the Ground was sold with such restrictive covenants. Cllr W= eeks said that Archdeacon understood that the Council was restricted financially= and he was attending a meeting of the Glebe Committee and would discuss it ther= e to see if a way could be found to ease the financial burden.

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13. = Matters arising from circulated correspondence – Parish Lengthsmen. Cllr Weeks noted that 2 weeks noti= ce of work for Lenghtsman now had to be given.

14. =    New Items

14.1. Internal Audit - The Clerk told the meeting that the Internal Auditor had concluded with no = major comment other than those mentioned at the interim Audit, although the Internal Auditor had made some suggestions as = to future presentation.

14.2. Vil= lage Hall Invoice – An invoic= e for £79.50 for the hire of the Village Hall for the period Oct – Ma= rch had been received. Cllr Weeks proposed that the bill be paid and this was seconded by Cllr Phipps.

14.3. Jac= obstowe Community Action Group – A group of residents of Jacobstowe = had formed them selves into an action group whose aim was to enhance the Village environment. Mr Lane had observed that the bound= ary hedge and the burial ground grass needed cutting from time to time and was seeking permission from the Council to be allowed to undertake this work. Cllr Glanville thought that this w= as a good idea although he did think that the group should have a person nominat= ed to liaise with the Council and suggested Mr Lane. The Chairman agreed and he agreed = to speak with the Jacobstowe Cllrs, Messer’s Lawson and Cobb.

15. = Pla= nning

15.1. 128= 52/2009/OKE Land opposite Red Lion Inn proposed shop and café Due to the fact that the council were unable to form a quorum the ma= tter was adjourned sin die.

15.2. 129= 03/2009/OKE Hayes Holebrook Lane erection of Agricultural building for Livestock.   Due to the fact that the council were unable to form a quorum the ma= tter was adjourned sin die.

16. = Finance - The clerk told the meeting that the latest bank statement showed a balance of £5,388.33 although this had= to read in conjunction with a number of uncashed cheques including £701 = for P3 footpath maintenance as well as the ring fenced funds for election costs= and IT equipment carried forward from last year. The Clerk told the meeting that he= would have an up to date figures available for the next meeting.

17. = Mat= ters at the discretion of the Chairman – The Chairman read out a letter from the Clerk which announced his resignation with regrets from the position of Clerk as from the end of July. The Chairman suggested = that the process of recruitment should commence straight away with the closing d= ate for applications being 22 June.

18. = There being no further business the meeting closed at 21:30

=

19. = The Next meeting is at the Vestry Jacobstowe Parish Ch= urch on Wed June 24 at 20:00 =

C= ommittee	R= epresentative
Devon Association of Parish Councils	Vacant
Okehampton Area Parish Councils	Vacant
Police Liaison	Vacant
Northern Area Link
Minor Authority School Governor	Mrs L Foster
Internal Audit	Ms F Rook
Jacobstowe New Burial Ground	<= /span>
Parish Paths Partnership	Mr I Brooker