MINUTES OF GEORGEHAM ANNUAL PARISH COUNCIL MEETING HELD ON THURSDAY, 25 MAY 2006 AT 7 P.M. IN CROYDE VILLAGE HALL. PRESENT: Councillors Mrs J Barnes, Miss R Brian, N Mapp, S Maskell, Mrs V Meek, Mrs L Slade, J Symonds, R Tucker. Also present: District Councillors D Spear and M Wilkinson, Sgt. Jeff Pearce, 6 members of the public and Mrs S Squire, Parish Clerk. Members had completed and signed their Notice of Financial and Other Interests forms which had previously been circulated to them, for forwarding to the Monitoring Officer at North Devon District Council. 1. ELECTION OF CHAIRMAN. The Clerk asked for nominations. Councillor Miss R Brian proposed Councillor J Symonds. Seconded by Councillor Mrs V Meek. There were no other nominations. Vote: Members approved this unanimously. Councillor Symonds was willing to accept this post and took the Chair. 2. DECLARATION OF ACCEPTANCE OF OFFICE. Councillor Symonds read aloud and signed the Declaration of Acceptance of Office which was witnessed by Councillor R Tucker. 3. APOLOGIES. County Councillor Mrs J Jenkins. Councillor M Harrison. 4. ELECTION OF VICE CHAIRMAN. Councillor Mapp proposed Councillor Tucker. Seconded by Councillor Miss R Brian. There were no other nominations. Vote: Members approved this unanimously. Councillor Tucker was willing to accept this post. 5. ELECTION OF PARISH REPRESENTATIVES. There was a discussion as to whether Parish Councillors should continue as Village Hall representatives and it was concluded that this should remain. Councillor Miss Brian proposed the list was accepted as read. Seconded by Councillor Maskell. Unanimously agreed. The following Members were elected to office: Councillor J Symonds. Representative on Croyde Village Hall. Councillor Mrs J Barnes. Representative on Georgeham Village Hall Councillor Miss R Brian. Parish Plan. Braunton Community Alliance. Councillor M Harrison. Footpath Warden Councillor N Mapp. Parish Plan. Braunton Community Alliance. Councillor S Maskell. Page 2 Ð 25.05.06 Councillor Mrs V Meek. Parish Plan Councillor Mrs L Slade. Representative on Georgeham in Need Committee. Parish Council contact for The Crydda. Parish Plan Councillor R Tucker. Representative on Georgeham in Need Committee. 6. APPROVAL OF THE MINUTES OF THE MEETING HELD ON 27 APRIL 2006, FOLLOWING THE ANNUAL PARISH ASSEMBLY. These were approved and signed as a correct record. Proposed and secondly by Councillor R Tucker and Councillor Mrs L Slade respectively. 7. REPRESENTATIONS FROM MEMBERS OF THE PUBLIC. Mary Stonehouse representing CARA. She gave details of keyholders to the Village Hall following Mr D BrownÕs retirement as caretaker. It was appreciated that a Parish Council representative experienced difficulties in attending Village Hall meetings due to many other commitments but they would be very welcome whenever the opportunity to attend arose. Mrs G Hartnoll. She had emailed the Clerk regarding the strip of land which runs between her garden in Georgeham and the road on the new Glebefield development, enquiring as to whose responsibility it lay to cut it. The land belongs to Highways, not the Parish Council. However, the contractor, Mr Wightman to be asked to include this within the work he carries out. Councillor Tucker to visit and advise her and meantime the Clerk to reply to the email. The Chairman reported that the barrier to the Car Park would be fixed in approximately 3 weeks. Notices had been put up advising the public of this. 8. REPORTS. Police. Sgt Jeff Pearce gave the Report and firstly gave PC R FisherÕs apologies. He advised there was little to report with just 3 crimes of thefts and assault. With regard to the Oceanfest event, 2 Traffic Wardens would be present for the 3 days it was being held, in addition to the Police presence. Councillors Tucker and Maskell were impressed with the Police response to Oceanfest in the planning stages who had been helpful, supportive and cooperative. This also applied to the organisers. The Chairman raised the disappointment felt regarding the Clearway amendment at Down End which had not been extended as far as had been requested. A DCC official had informed the Chairman that the Police were not in favour of this going as far as Bay View Farm and went on to raise issues, not solely of safety but the quality of life for residents. Sgt. Pearce was not aware that the Police took this view and said he would support a review of the issue. Page 3 Ð 25.05.06 County Councillor Mrs J Jenkins. She had sent a Report in her absence and this was distributed to Members. A copy is attached to these Minutes for reference. District Councillor Spear. He highlighted recent problems of overgrown vegetation affected the virtual school bus and had contacted DCC Highways for attention. A copy of the NDDC Auditors Report was available and a copy was supplied for members. The Thatched Barn Inn and Billy Budds Appeal (Mudlark Limited) would probably be heard in August. Croyde Bay House Hotel Planning Application had been refused. NDDC Executive would be discussing Croyde car parking for coaches. District Councillor Wilkinson. Street and toilet cleaning in tourist areas was reverting to twice daily as previously. He explained the new Handy Service Ð a cut price system to have minor household repairs carried out providing a certain criteria was met. Councillor Symonds felt that lot of time was being taken up with items, particularly planning issues and he specifically mentioned Croyde Manor and 2 Inglenook Cottages and was told the district councillors were suffering same frustration. Problems should be directed to Bob Pedlar the Lead Planning Officer, and copy to Mike Kelly the Planning Manager. It appears that small things were taking too long and big issues seemed to get nowhere. He thanked Councillor Tucker for attending the Planning Committee Meeting regarding Jack Smales Cottage. 9. PLANNING. (1) Matters Arising. (a) 2 Inglenook Cottages, St. MaryÕs Road, Croyde. A reply from Planning Officer Mrs M Pool, of which Councillors had previously been circulated was noted. It had been concluded that no breach of planning had taken place. (b) Cottage adjacent to Jack SmaleÕs Cottage, Heddon Mill. Councillor R Tucker reported on his attendance at a Planning Committee Meeting on 17/5/06 which considered Application Nos. 41583 & 41584. The Planning Committee voted to Approve it. (2) Applications, as below: (a) 42136 Ð Listed Building Application in respect of installation of roof lights, internal alterations & demolition of garage & associated works Ð Brook House, 3 St. MaryÕs Road, Croyde. Councillor Tucker proposed approval. Seconded by Councillor Mrs Slade. An amendment was proposed by Councillor Miss Brian regarding that the density was not compatible for parking conditions. Seconded by Councillor Symonds. A vote was taken on the second amendment. There were no votes. Page 4 Ð 25.05.06 A vote was taken on Councillor TuckerÕs proposal. 5 for, 1 abstention. Carried. The Parish Council resolved to recommend approval with the additional note that the Council expresses concerns over the provision of parking should this development go ahead. (b) 42135 Ð Alterations to Northern access & closure of Southern access to Down End House together with demolition of existing garage & store & erection of new garage/car port for Oyster Falls Ð Down End House & Oyster Falls, Down End, Croyde. Councillor Maskell proposed refusal on the grounds of the dangerous access. Seconded by Councillor Mapp. Vote: unanimous. Carried. The Parish Council to reply: Recommend refusal with the comment that it was considered that the new Northern access would be more dangerous than the existing Southern one. (c) 42149 Ð Extension to dwelling Ð Hartnolls, Heddon Mill. Councillor Tucker proposed approval, seconded by Councillor Mapp. Vote: unanimous. (d) 42161 Ð Retrospective application for siting of 1 portacabin for use as Sunday Schoolroom Ð Croyde Baptist Church, St. MaryÕs Road, Cross, Croyde. Councillor Brian proposal approval. Councillor Tucker proposed an amendment: Move to approve with a 5 year cycle. Vote: 2. 2 year cycle 6 votes. It was RESOLVED to temporary approve for a 2 year period taking into consideration the temporary status of a portakabin. Councillor Brian wished it to be minuted that she voted for a 5 year cycle. (e) 41816 Ð Conversion of barn to form 1 unit of holiday accommodation Ð Darracott House, Darracott, Georgeham. It was RESOLVED to reply as follows: The Parish Council would be minded to approve this application provided that the policies for barn conversions as outlined in the current structure plan can be adhered to. Also that highway conditions regarding parking for this development can be satisfied. Vote: unanimous. (f) 42079 Ð Erection of conservatory Ð 3 Glebefield, Georgeham. It was RESOLVED to approve. (3) Planning Correspondence: (a) The following NDDC Approval Notices were noted. APPROVALS 41968 Ð First floor extension to dwelling at Lurna Cottage, Rock Hill, Georgeham. 42015 Ð Variation of Condition 1 (table/seating restriction) attached to Planning Permision 86/2526/28/3 to increase number of tables to 7 number of seats to 30 & to allow use of tables/seats all year at Blue Groove, 2 Hobbs Hill, Croyde. Page 5 Ð 25.05.06 REFUSAL 40569 Ð Change of use of unused land opposite Berry Cottage to form parking area together with creation of access & alterations to access adjacent to Berry Cottage (amended plan) at Berry Cottage, Cross, Croyde. (b) It was noted that a Certificate of Lawfulness had been granted in respect of 1 Davids Cottages and 2 Davids Cottages, Cloutmans Lane, Croyde. (c) The Planning InspectorateÕs decision in respect of an appeal in respect of Planning Application No. 40856 Ð land adjacent to The Whiteleaf Hotel, Sandy Lane, Croyde had been allowed. (d) It was noted that a Certificate of Lawfulness had been granted for an activity in breach of planning conditions on the property known as Woody End, Darracott, Georgeam. 10. MATTERS ARISING. (i) Car Park Barrier. It was noted that instructions had been given to Norris Adams Fabrications to proceed with the work which would be carried out in approximately 3 weeks. Signed at 2.1 metres. Notices advertising this to the public were in place. (ii) Millersbrook Ð Parking Restriction. DCC would not accept proposals of one third each towards the cost. (iii) Clearway Ð Down End to Bay View Farm. This had been covered under the Police Report. Keep on Matters Arising. 11. CORRESPONDENCE. a) Barnstaple Town Council. Details of Planning School on June 17 at the Castle Centre, Castle Street, Barnstaple which had previously been circulated to Councillors. Councillors Mrs L Slade and S Maskell would be attending. b) North Devon District Council. Letter regarding Croyde Car Park which had previously been circulated to Councillors. To respond we do not believe the coach parking spaces should be taken away. In addition, this Council would be pleased to receive it back as a community asset if the District Council feel it cannot be run efficiently. c) Office of the Deputy Prime Minister. Local Authority Byelaws in England: A Discussion Paper. Taken by Councillor Mrs Meek who will report back. d) Devon County Council. Leaflet "Helping You to Help Yourselves". Planning for emergencies. e) NDDC. Thatched Barn and Billy BuddÕs Hearings. The owners, Mudlark, have appealed against the decision and the matter will ultimately be heard in Page 6 Ð 25.05.06 Barnstaple Magistrates Court. When the date of the appeal hearing is known, the licensing sub committee to be immediately advised when full Council will meet to prepare a response. A reply to be sent advising that the Parish Council would wish to be involved when the Hearing is heard in Court. 12. PUBLICATIONS RECEIVED. _ NDDC Newsletters and Bulletins. _ DAPC Ð May/June Newsletter. _ NALC Ð Local Council Review. May 2006. _ DCC. Details regarding DevonÕs Adult and Community Services DirectorateÕs further steps towards becoming a fully commissioning organisation. _ Devontalk. Summer 2006 Magazine. _ North Devon Voluntary Services. The first voluntary sector forum meeting for North Devon. Thursday, 8 June. 10am Ð2pm at The Castle Centre, Castle Street, Barnstaple. 13. FINANCE. Councillor Brian highlighted the large amount of money in Bank and enquired if there was another Account where excess funds could be placed. Councillor Maskell to liaise with the Clerk regarding type and nature of banking facilities. (i) The approve the following payments were approved and authorised: NDDC Recharge of Salaries £1,531.93 Barnstaple Town Council. Planning School Fee £ 20.00 (For two Councillors) Mr S M Wightman Invoice No. 20 £ 546.71 Buckleigh Laundry Ltd Rental of Hand Driers £ 30.46 Councillor Mrs V Meek Parish Plan Expenses £ 82.80 Mrs S Squire 10 Ink Cartridges for Printer £ 16.48 J J Bins Dog Bin Emptying for March, April and May £ 338.00 This firm to be reminded that we had placed an order for 2 more bins and no response had been received to date. EDF Energy Electricity supply to toilet block & bus shelter. £ 16.53 (ii) It was noted that a cheque had been received for £3,040.57 from Braunton Parish Council and banked in respect of reimbursement of Parish Plan expenses. Councillor Mapp advised that the actual cost had been £4003. The original bid by Councillor Miss Brian had been £4500. Mr B Holme had intimated that the excess may be returned to this Council to be used on one of Page 7 Ð 25.05.06 the projects of the Parish Plan. The VAT refund element was also being investigated. There would be no further expenses. The Chairman thanked all those connected with the Parish Plan for their dedication, attention to detail and for ensuring such a good quality Plan had been produced. (iii) Review the ClerkÕs Salary with effect from April 2006. (As per her Contract of Employment with regard to an annual review). The Clerk left the room while this was discussed and agreed. A 4% increase was awarded with effect from April 2006, which would bring her salary to £4992. (iv) Internal Audit. The Clerk advised that this was in progress. The auditor had advised that ÔRiskÕ was the main priority this year and to ensure that Councils had the appropriate strategies in place. 14. MATTERS RAISED BY COUNCILLORS/CLERK. (i) Clerk Ð Burial of Cremated Remains in the Cemetery. Following enquiry from a local Undertaker, it was confirmed that Plot B was being used with spaces set aside. (ii) Clerk Ð Wildflower Management. Following representations from a member of the public regarding the cutting of wild flowers on the verge at the bottom of Davids Hill, the Clerk had made arrangements to meet a NDDC official to gain information regarding the protection of certain wild flowers. However, it was not felt appropriate that this meeting should take place, and accordingly the Clerk advised that she would, in a private capacity, meet the gentlemen at his NDDC office in her own time while on holiday the following week. (iii) Clerk Ð Clarification of Insurance cover for sub-committees following a request for insurance cover in respect of an event being planned to be held in the Playing Field, Georgeham. The Parish CouncilÕs Policy could not be extended to cover this type of event and it was up to the organisation itself to ensure that adequate insurance cover was in place. Mr C Burrows then spoke about the skateboarding facilities he intended to have available at a forthcoming Summer Fair to be held in August. His item would not form part of the funding raising activities but would be purely for interest. The Clerk had previously informed him about the insurance situation. Councillor Mapp advised that Meeting that he had intended to raise this under the next Agenda item. He felt it was important to convene a meeting of the Trustees with rules and guidelines in place confirming that this Council is not liable for events such as is being planned and insurance details by such organisations planning events must be seen. Councillors approved that Councillor Tucker would liaise with Slee Blackwell with a view to making an appointment to draw up the appropriate legal document to cover the Parish CouncillorsÕ responsibilities as Trustees of the Playing Field for specific individual events. Page 8 Ð 25.05.06 (iv) Renewal of Television Licences. Councillor Miss Brian raised this subject and explained that as from July, the Post Office will no longer be able to renew TV Licences. She asked for the Parish CouncilÕs approval and support to write a letter to the Prime Minister on behalf of the Parish Council for approval by the Parish Council. This was unanimously agreed. She also advised on a separate note that she had a supply of Councillor HarrisonÕs local maps which he had prepared and had printed. (v) Next Steps of the Parish Plan. Councillor Mrs Meek requested that this be an item on the June Agenda. 15. MEETINGS ATTENDED BY COUNCILLORS. Councillor Maskell. Oceanfest. As reported earlier in the Minutes, he was very impressed with the help which the Police had given. While the event was in process, the bus service would stop at 4 pm. Councillor Miss Brian had attended a meeting to discuss a NDDC grant application. This had given pointers as to how to make a successful application by creating partnership agreements, for example with the Village Hall and School. Councillor Mapp advised that the Finance Sub-committee was not able to meet due to people not being available at that time. He again suggested a meeting of the Trustees of the Playing Field, stating that they have a task and that is producing a response form. A meeting was arranged for Thursday, 8th June in Georgeham Village Hall at 7 pm. He further stated that a meeting should be held to update the Standing Orders. He felt the relationship between the Sub Committee and the main Committee should be clarified and accordingly the Sub Committee will meet. The Meeting ended at 10.37 p.m. The next Meeting would be held on Thursday, 29 June 2006 in Georgeham Village Hall at 7 pm.