Minutes March meeting

Minutes of the M= eeting of the

Exbourne with Jacobstowe Parish Council held on Wednesday 25^th March 2009 at 2= 0:00 in Exbourne Village Hall<= /o:p>

109.= Those present

Cllr Glanville – Chairman <= o:p>

Cllr Weeks<= /p>

Cllr Luxton

Cllr Phipps=

Cllr Lawson=

Cllr Hordern

Cllr Cobb
110.=          Apologies for absence – N= il from Councillors.   The Parish= Clerk sent his apologies, due to illness. The Chairman asked for a volunteer to take the minutes – Cllr. Hordern agreed to minute the meeting.

111.=          Declarations of Interests – Nil

112.=             &nb= sp; Minutes of the last meeting –<= span style=3D'font-family:Arial'>Cllr Weeks proposed that the minutes were an ac= curate record of the February meeting this was seconded by Cllr Phipps. The Chairman signed the minutes.

113.=             &nb= sp; Matters arising

113.1.Parish Plan Sections 3 & 4 were reviewed by the Council

Sec= tion 3 Buildings It was agreed that no action be taken.

Sec= tion 4 Exbourne Shop, Café and Post Office Cllr Luxton pointed out that an update on progress had been made in = the public section of the meeting and the Community Association were progressing this project.

113.2..Review of Standing Orders – there had been an amendment to these in the January Council meeting re: planning.=    Cllr Cobb proposed the Stand= ing Orders be accepted this was seconded by Cllr Phipps.

113.3.Review of Financial Regulations – = Cllr Weeks proposed these be accepted this was seconded by Cllr Hordern.

113.4.Review of Risk Management Plan – <= /b>specific items discussed were the Bus Shelter w= hich was in process of being repaired – wood had already been supplied. Concern was expressed about the 5 = seats – it was agreed that they should be treated on a 6 monthly basis R= 11; Mr. Morris to be asked to give a quote.&nb= sp; To be inserted in Risk Management Plan – 5 seats to be treated every 6 months. Proposed by C= llr Weeks this was seconded by Cllr Cobb.

113.5. R= eview of Asset Register – Jacobst= owe Burial Ground - Date Jacobsto= we Burial Ground acquired to be inserted in Asset Register – 25-11-1993.   Handbells &= #8211; location had changed from Cllr Cobb to Clerks House – to be inserted in Asset Register. Cllr Phipps propose= d the Register be accepted with the appropriate insertions this was seconded by C= llr Lawson.

113.6.Traffic Survey Update – Cllr Hordern reported that she had now received= the correct traffic data (the first date had been corrupted). Two sites were taken one on the A = road near the playing field, the other in the village by the school. The site in the village showed ave= rage speeds of well under 30 mph however the site on the A road gave rise to concerns. Here the average sp= eed was nearer 40 mph in a 30 mph speed limit.= Mr Newcombe was due to have a meeting on the 6^th April wi= th the Police and he would be happy to raise the A road issue with his Police contact. Council agreed that = Cllr Hordern should ask Mr. Newcombe to discuss this with the Police.=

113.7.Payscales revised hourly rate – The Chairman read out the new      payscales as follows –<= /span>

        &= nbsp;      Old payscale 2008/09 - £8. = 42.8p per hour (£2629.79p per annum)

        &= nbsp;      Updated 2008/09 - £8. 66.1p per hour (£2702. 32p. per annum) this         &= nbsp;   meant a back payment of £72. 53p.

2009/2010 - £8.83.1p. per hour (£27= 55. 27p. per annum) (£229. 60p per month) at Spine 18. The new rates would commence on 1<= sup>st April and had been catered for in the budget.Cllr Cobb proposed these rates= be accepted this was seconded by Cllr Hordern.

114.=             &nb= sp; New Items

114.1.Interim Internal Audit Report – this was deferred to next Council meeting.=

114.2.Jacobstowe Burial Ground Report –<= /b> The sub-committee had          circulated their report to members of the Council. &nb= sp; Cllr Luxton reported that

a)<= /span> he had been unable to get confirmation from WD= BC if any approval had been given for use of this space as a burial ground.

      b) <= /b>he had established that there was no requiremen= t from either of the      = ; two churches or the Methodist chapel for additional burial space. In any event the land would need t= o be consecrated.

&= nbsp;     c) the land could stay as it is b= ut this could constitute a liability in event =      of accidents – the Parish Clerk to be asked to check on the Council̵= 7;s        insur= ance cover for the Jacobstowe Burial Ground.

There followed a long discussion during which it was pointed out by the P3 co-ordinator that much depended on the response from the Bendysh trustees, = and they had still not replied.   The cost of changing covenants was prohibitive as the Parish Clerk h= ad discovered, even with any small grant from Devon CC. It was suggested that the church sh= ould be consulted with a view to making the area an Open Space for the use of       the Jacobst= owe community. Cllr Luxton proposed that the Council seek for alternative uses = of the Jacobstowe Burial Ground in consultation with the Vicar and the Archdeacon. Cllr Lawson secon= ded this proposal.   Agreed u= nanimously Cllr Luxton to arrange a meeting with the Rev Dr Ruth Hansford with a view = to consulting the Archdeacon of Totnes, the Ven John Rawlings and holding an o= pen site meeting with the full council. The Chairman suggested to Cllrs Cobb and Lawson that the community in Jacobstowe be asked for their support for any scheme involving this Open Space and to form a sub-committee to take on the responsibility for any project that might be undertaken. They agreed to do so.

114.3.Road closure High Street Exbourne – the Chairman gave details of a        road closure between the Red Lion and Avenue House from Tuesday, 26^th= May to Saturday. 30^th May. &nb= sp; Road diversions would be in place.

114.4.Emergency Planning – Cllr Weeks reported that he had attended a sustainable community meeting and this subject had been discussed. While there was little likelihood = of serious flooding in this area, other events could occur such as the heavy s= now fall in recent months. The Ch= airman said that this had been discussed on a number of occasions and the difficul= ty was in finding a co-ordinator to put any such emergency plan in place. Cllr Weeks to discuss with the Par= ish Clerk and make it an agenda item for the next meeting.

114.5.Northern Link Committee Report – <= /b>Cllr Lawson reported that Sgt. Mark Hoar had given the crime figur= es for the area which were on the   &nbs= p;    decrease, however the police no longer gave a comprehensive        breakdown. Sgt Hoar had a new gadget a ‘crossing guardian speed moni= toring device’ which he was keen to use.&nb= sp; Council suggested that   &= nbsp;   when Cllr Hordern contacted Mr. Newcombe about the speeding issues     on the A road she menti= on this device and suggest they liaise to discuss       the use of this gadget in Exbourne.   Cllr Lawson also reported that a &nb= sp; member of the Highways Authorities from Barnstaple had listed all the     = precautionary measures undertaken during the recent bad weather to keep the roads safe. Complaints were made about the state of the roads and it was confirmed that the B3217 would be looked at. As usual     finances were limited.<= o:p>

        &= nbsp;      Cllr Weeks stated that a representative from Primary Health would    attend the next Link Meeting.=

115.   =       Matters arising from circulated correspondence – the folder was not ava= ilable Cllr Hordern did however wish to draw the Council’s attention to the e-mail which was circulated on the 16^th March concerning an important meeting to be held the following day          17^th March, subject being Post Office closures.= Cllr Weeks said he had been unable to attend the meeting – all Councils had only been informed on the 10^th March - the meeting = was arranged by Government at the last &n= bsp;        minute to be held in Exeter and to cover the whole of the South West area.   Cllr Hordern felt that as th= is was such an important issue a complaint should be made to the appropriate authorities. It was agreed th= at both Ben Bradshaw and Geoffrey Cox be written to by the Parish Clerk.<= /o:p>

116.=             &nb= sp; Planning

116.1. 12650/2009/OKE – <= span style=3D'font-family:Arial'>Council had no objection to a canopy being erec= ted at rear of Methodist Chapel.   Chairman to deal with in absence of Parish Clerk.

116.2.12697/2009/OKE – Council had no objection to demolition of Dutch=    Barn and attached lean to bui= ldings at Coombe Farm. Chairman to d= eal         &= nbsp; with.

117.=             &nb= sp; P.3 Payment of £145. had been received for th= is scheme from DCC.

118.=             &nb= sp; Finance –

118.1. L= loyds Bank Statement –

        &= nbsp;      Current a/c as at 25.3.09      &n= bsp;            = ;      £3,060. 56.

&= nbsp;           &nbs= p; Less P3 funds      = ;            &n= bsp;                     &= nbsp;           &nbs= p;        761. 35.

&= nbsp;           &nbs= p; Less o/s payments

&= nbsp;           &nbs= p;           Clerk= ’s expenses      &nbs= p;           92. 44.

&= nbsp;           &nbs= p;          = Clerk’s salary          219. 15.
&= nbsp;           &nbs= p;           Back pay April-March    &nbs= p;      72. 53.

&= nbsp;           &nbs= p;           Bus Shelter materials*      200. 00.

&= nbsp;           &nbs= p;           Inter= nal Audit fee     &nbs= p;          172. 50.

&= nbsp;             =         Hire of Hall        =             &nb= sp;     79. 50.   &nbs= p;      836. 12.     1,463. 09.

&= nbsp;           &nbs= p; Outstanding receipts   Vat refund               = ;                 72. 63.

&= nbsp;     Net carry forward balance to year 2009/10 after taking

&= nbsp;     Into account all outstanding Credits & Debits*     &nbs= p;            &= nbsp;           &nbs= p;     £1,535. 72.

*The actual carry forward figure is dependent on= cost of materials

  used for repair of bus shelter R= 11; maximum being £200. refer page

= 321 min 104. 3 February 2= 009.

Opening balance 2009/10

General precept   £1,535. 72<= /span>

of which £100 is accumulated to IT equipm= ent        &= nbsp;   balance        &= nbsp; £100.

£300. is accumulated to Election expenses=         &= nbsp;       balance        &= nbsp; £300.

General precept fund           &nbs= p;            &= nbsp;           &nbs= p;             &= nbsp;   balance      £1,135. 72.         =

= 114.2 Clerk’s Expenses – The clerk submitted a claim for £92.44 for the period Jan – March 09. This was pr= oposed by Cllr Phipps and seconded by Cllr Lawson

115.       Matte= rs at the discretion of the Chairman

      115.1 Cllr Weeks proposed that the dates for the Jacobstowe meetings be         fixed – it was agreed to hold the two meetings in June and August.      Seconded by Cllr Luxton.

116.       Meeting closed at 21.40

117.       Date of next meeting April 29^th at Exbourne Village Hall.<= /span>

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