Council Meeting – 15th May 2023
Clayhidon Parish Council Meeting
Held at Parish Hall, Clayhidon, at 7.45pm on Monday 15th May 2023
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| 1. Present
Mrs A Weekes (Chair), Mr R Drew (Vice Chair), Mr M Bendle, Mr J Blackmore, Mr J Kidner, Mr N King, Mr L Saunders, Mrs D Evans (Parish Clerk), and members of the public. Apologies District Councillor Simon Clist |
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| 2. Election of chairman
Mrs Weekes was nominated by Mr King, seconded by Mr Drew. There being no other nominations, Mrs Weekes was elected as chairman. She will sign her declaration of acceptance of office at the end of the meeting. |
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| 3. Election of vice chairman
Mr Drew was nominated by Mr Blackmore, seconded by Mrs Weekes. There being no other nominations, Mr Drew was elected as vice chairman. He will sign his declaration of acceptance of office at the end of the meeting. |
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| 4. Welcome
Mrs Weekes welcomed everyone to the meeting, in particular, newly elected councillor Lee Saunders. All councillors to sign their declaration of acceptance of office at the end of the meeting. |
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| 5. Declarations of Interest
· 8.1 – Mr Drew declared a personal interest as he rents land from the applicant. |
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| 6. Minutes of meeting
PROPOSAL: The council minutes of the meeting of 17th April are approved. PROPOSED: Mr King SECONDED: Mr Kidner DECISION: passed (all in favour) |
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| 7. Public Participation
7.1 The village website needs a manager/moderator to keep it updated. Mrs Weekes will hold a meeting with interested parties to formulate an action plan. The parish council must publish certain information on a website to comply with regulations. |
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| 8. Planning
8.1 22/01616/HRN. Hedgerow Removal Notification for the removal of 10m of hedgerow. Land at NGR 316310 113301 PROPOSAL: The council is not content with the application. There is no supporting information provided to justify the need for a new gateway when it appears there is already a gateway to the field. PROPOSED: Mr Blackmore SECONDED: Mr King DECISION: passed (all in favour). Mr Drew abstained from voting. Permission approved noted for:- 8.2 23/00399/HOUSE. Erection of a side extension to form conservatory and link to bedroom and conversion of garage to bedroom. The Cottage, Clayhidon. 8.3 23/00560/PNAG. Prior Notification for the erection of an agricultural storage building. Bolham Mill, Clayhidon. |
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| 9. Finance
9.1 Income and expenditure INCOME
EXPENDITURE
1 already paid, to be ratified. BANK RECONCILIATION
PROPOSAL: The expenditure is agreed and the above cheques/payments are paid/agreed. PROPOSED: Mr Blackmore SECONDED: Mr King DECISION: passed (all in favour) |
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| 10. Annual Return
10.1 Statement of Internal Controls PROPOSAL: The council reviews and adopts the statement of internal control. PROPOSED: Mrs Weekes SECONDED: Mr Blackmore DECISION: passed (all in favour) 10.2 Internal Audit Report PROPOSAL: The council notes the findings of the internal audit and approves the implementation of recommendations. PROPOSED: Mrs Weekes SECONDED: Mr Blackmore DECISION: passed (all in favour) 10.3 Annual Governance Statement, year ending 31st March 2023. PROPOSAL: The council adopts the Annual Governance Statement, year ending 31st March 2023. PROPOSED Mrs Weekes SECONDED: Mr Blackmore DECISION: passed (all in favour) 10.4 Accounting Statements, year ending 31st March 2023. PROPOSAL: The council adopts the Accounting Statements, year ending 31st March 2023 PROPOSED: Mrs Weekes SECONDED: Mr Blackmore DECISION: passed (all in favour) 10.5 Certificate of Exemption PROPOSAL: The council adopts the certificate of exemption from a limited assurance review under section 9 of the Local Audit (Smaller Authorities) Regulations 2015, year ending 31st March 2023. PROPOSED: Mrs Weekes SECONDED: Mr Blackmore DECISION: passed (all in favour) |
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| 11. Code of Conduct
PROPOSAL: The council adopts the MDDC code of conduct. PROPOSED: Mrs Weekes SECONDED: Mr Blackmore DECISION: passed (all in favour) |
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| 12. General Power Competence
PROPOSAL: To resolve that until the next relevant Annual Meeting of the Council, that having met the conditions of eligibility as defined in the Localism Act 2011 and SI 965 The Parish Councils (General Power of Competence) (Prescribed Conditions) Order 2012, to adopt the General Power of Competence. PROPOSED: Mrs Weekes SECONDED: Mr Blackmore DECISION: passed (all in favour) |
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| 13. Financial Regulations & Standing Orders
PROPOSAL: The council adopts the latest financial regulations and standing orders. PROPOSED: Mrs Weekes SECONDED: Mr Blackmore DECISION: passed (all in favour) |
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| 14. Clayhidon Charity
PROPOSAL: The trustees appointed are Mr King, Mrs Evans and Mr Blackmore. PROPOSED: Mr Bendle SECONDED: Mrs Weeks DECISION: passed (all in favour) |
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| 15. Mary Parsons Gift Trust
PROPOSAL: The trustees remain unchanged, namely Mr Kallaway, Mr Drew and Mrs Evans. PROPOSED: Mr Blackmore SECONDED: Mrs Weekes DECISION: passed (all in favour) |
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| 16. Mary Waldron Charity
The charity is looking for a trustee to represent Clayhidon. Clerk to advertise on the village website. |
Clerk |
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| 17. Footpaths representative
Clerk to speak to Richard Brown about the role and possibly advertise on the website. Post meeting it was confirmed that Richard has found a replacement. Confirmation to follow. |
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| 18. Lengthsman coordinator
PROPOSAL: Mr Drew continues as the coordinator. PROPOSED: Mr Blackmore SECONDED: Mr King DECISION: passed (all in favour) |
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| 19. Blackdown Hills Parish Network
PROPOSAL: Mrs Weekes continues to be the representative. PROPOSED: Mr Blackmore SECONDED: Mr King DECISION: passed (all in favour) |
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| 20. Items raised by Chairman
The Coronation events were well attended. Thank you letters to be sent to the Bendles for the use of their field and Erica Whitcombe for the cake. The marquee that was on loan to the pc was damaged. Mr Drew will report back on whether a repair is possible, and if so, the approximate cost. |
Clerk RD |
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| 21. Items raised by Councillors
21.1 Highways. Mr Bendle, Mr Kidner and Mr Blackmore met with Dan Wood (Devon Highways) and showed him the problem areas in the parish. Dan made copious notes. A summary of the matters discussed included:- repainting of white lines, getting water off the roads, clearing concrete channels, road surfaces on main road to Hemyock, Wiltown corner, road by Heazle, Ridgewood Lane, Bolham. Everyone was reminded to report any further road issues on the Devon Highways website page. It was suggested that the council might organise a fundraising event, ‘Pot Fest’, to raise funds for filling in potholes! 21.2 The clerk was asked to report to MDDC Enforcement a development in a field opposite Heazle, which may not have the necessary planning permission. 21.3 The clerk was asked to report to MDDC Enforcement another development at the top of French Nut Tree. 21.4 Highways – clerk will ask for an update from Chris Houghton with regard to the how the pothole repairs and how they are faring. |
Clerk
Clerk
Clerk |
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| 22. Date of next meeting
Monday 12th June at 7.30pm, Parish Hall. |
Clayhidon Parish Council
9th May 2023
AGENDA
- To elect Chairman and receive declaration of acceptance of office
- To elect Vice-Chairman and receive declaration of acceptance of office
- To receive all councillors declaration of acceptance of office
- Welcome by Chairman, apologies for absence and introductions
- Declarations of Interest/Dispensations
To receive any declarations of interest relating to business to be conducted at this meeting and
To consider any dispensation requests and confirm any relevant dispensations.
- Minutes of Previous meetings to approve minutes of the meeting on 17th April 2023.
- Public Participation
- Planning
To consider the following planning applications:-
8.1 22/01616/HRN. Hedgerow Removal Notification for the removal of 10m of hedgerow. Land at NGR 316310 113301
To note permission approved for:-
8.2 23/00399/HOUSE. Erection of a side extension to form conservatory and link to bedroom and conversion of garage to bedroom. The Cottage, Clayhidon.
8.3 23/00560/PNAG. Prior Notification for the erection of an agricultural storage building. Bolham Mill, Clayhidon.
- Finance
9.1 To agree income and expenditure schedule
- Annual Return
10.1 To consider and approve the Statement of Internal Control
10.2 To note the findings and approve implementation of any recommendations from the Internal Audit Report
10.3 To consider and adopt the Annual Governance Statement for year ending 31st March 2023.
10.4 To consider and adopt the Accounting Statements for year ending 31st March 2023.
10.5 To complete the certificate of exemption from a limited assurance review under section 9 of the Local Audit (Smaller Authorities) Regulations 2015.
- To adopt MDDCs Code of Conduct
- General Power of Competence
To agree to the following:- the Parish Council resolves that until the next relevant Annual Meeting of the Council, that having met the conditions of eligibility as defined in the Localism Act 2011 and SI 965 The Parish Councils (General Power of Competence) (Prescribed Conditions) Order 2012, to adopt the General Power of Competence.
- To adopt Financial regulations & Standing Orders
- To appoint trustees to Clayhidon Charity (3)
- To appoint trustees to Mary Parson Gift Trust (Clayhidon Branch) (3)
- To appoint Footpaths representative (P3)
- To appoint lengthsman coordinator
- To appoint representative to BH Parish Network
- Clerk Update
To receive update from Clerk
- Items raised by Chairman
- Items raised by Councillors
- Date of the Next Council Meeting – Monday 12th June 2023, 7.30pm at Clayhidon Parish Hall
FINANCE
INCOME
| 1. | 8,910.00 | MDDC Precept |
EXPENDITURE
| No | Amount | Payee | Reason |
| 1. | 600.00 | A Weekes | Reimbursement, Band Coronation |
Already paid – to be ratified
BANK RECONCILIATION
| Account | £ |
| Unity Trust T1 | 100.00 |
| Unity Trust Deposit | 17,452.97 |
| Total | 17,552.97 |