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Slapton Parish

Slapton, Devon

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The most recent meeting agenda will be shown here. It is usually published one week prior to the meeting.

Agenda - 1 June 2020

Monthly Parish Council Meeting

7.30pm, Monday 1st June 2020 by Zoom Video Conference due to Social Distancing.

If any parishioners wish to attend the meeting/and or speak/present an idea, as this is a remote meeting, please submit your question(s)/papers to the clerk, 48hrs in advance of the meeting so that the Council can consider. email: slaptonclerk@gmail.com ,

To attend the Zoom meeting:

  • Click on this meeting link at 7.25pm: https://us02web.zoom.us/j/81805871385 , or copy the link into your browser.
  • You will be then placed into a waiting room whilst the Chair arranges access so please do not click out as this will take a few minutes as people join.
  • Access to the meeting will be closed at 7.35pm

Supporting documents:

AGENDA

  1. APOLOGIES FOR ABSENCE: Police – (Pending joining the Devon and Cornwall Police Councillor Advocate Scheme).
  2. DECLARATIONS OF INTEREST - Councillors are invited to declare any disclosable interest they may have in any items to be considered. They are also reminded to consider whether in the light of recent activities any items within their Register of Interests should be updated.
  3. PUBLIC COMMENT – Any parishioner is invited to address the Council for up to 3 minutes. This session may last up to 15 minutes and may be extended to 30minutes at the discretion of the Chair. The Public are not required to stay for the rest of the meeting.
  4. POLICE REPORT/COUNTY & DISTRICT COUNCILLOR REPORT
    • Cllr J. Brazil
    • Cllr R. Foss
  1. MINUTES OF THE MEETING HELD ON 4 May 2020 - If agreed, to be signed by the Chair as a true and correct record.
  2. MATTERS IN ABEYANCE
    1. Village flooding issues - Ongoing monitoring. Bi-annual drain cleaning arrangements in place to manage.
    2. Submit Passive Traffic Management Grant application for £500 to District Cllr once requirements identified and approved by all agencies and grant availability advised.
    3. Monument relocation to Strete – Pending update from DCC.
    4. Plastic recycling scheme – Pending update on changes in 2020 parish recycling arrangements.
    5. Village Map – Agreed to delay the reprint until summer.
    6. P3 Scheme – Agree to remove once the scheme is joined.
    7. Safeguarding Training by Ben Leach – Pending lifting of lockdown/social distancing restrictions before proceeding.
    8. Highways Response – No reply to Park and Walk drain ownership / Footpath deterioration between south grounds farm and drains issues outside the FSC. Chased 15-1-20 and 12.2.20. Progress when Highways are operational post pandemic period.
    9. FSC plant/wildlife mowing support meeting – Pending lifting of lockdown/social distancing restrictions.
    10. Village BT K6 Phone box – Resubmit photos of condition of BT Open Reach phone in Dec 2020 and request repainting.
    11. Slapton Line Magazine – Chairs next editorial copy deadline: Pending progression of the pandemic situation- review next meeting.
  1. PLANNING

1304/20/FUL – The Milking Parlour, Poole Farm, Slapton, Kingsbridge

Proposal: Conversion of former milking parlour to residential dwelling.

Decisions (for information only, see SHDC website for more information)

0782/20/HHO – Prospect, Prospect Hill, Slapton TQ7 2PT

Proposal: Householder Application for internal and minor alterations to existing annexe

Decision: Conditional Approval.

0783/20/LBC – Prospect, Prospect Hill, Slapton TQ7 2PT

Proposal: Listed building consent for internal and minor alterations to existing annexe

Decision: Conditional Approval.


  1. MATTERS FOR DISCUSSION
    1. Model Standing orders – Discuss/ agree adoption of the DALC temporary remote meeting addendum to the Parishes standing orders and agree to resolve next meeting.
    2. Website Privacy Policy template, (WGA2 2.1 compliance requirement Sept 2020).  Agree copy for resolution next meeting.
    3. Covid-19 – Discuss continued hardship support to foodbanks. Resolve to review and approve monthly payments as required, to support the budget approval process.
    4. Village Assets register – Approve to amend the value of the Village Assets register to reflect the new length man’s equipment purchased 18-5-20, increasing the value from £11,074.16 to £12,387.83 for the June insurance renewal (see below resolution 9a. from May meeting below).
    5. 2020 Insurance Premium Renewal – Due 1-6-20. Proposal delayed due to Covid-19 closures. Discuss / agree 2020 ‘Community First’ insurance proposal and if to review for 1 year or 3 Years to secure £15 per annum discounts. (The annual premium cost has increased from £224.29 in 2019 to £300.09 for 2020 due to the increase in the value of the Assets register). The annual premium can be reduced to £285.10 if renew for 3 years.
    6. New Community Support Group Charity (CSG) - Discuss the overview paper and scope for Slapton.
    7. White Close Trust – Response from the Trustees 14-5-20 / next steps.
    8. Risk Assessment – Review / approve updated document for resolution next meeting.
    9. Blue advisory speed sign installation, Sands Road. Update from Cllr D Murphy/ agree key message and sign design.
  1. PROPOSALS FOR RESOLUTION
    1. Village Assets Register – To propose to adopt the new items/increase in value from £11,074.16 to £12,387.83 to support the 2020-21 insurance renewal. (Refer 8d. above).
    2. Annual Insurance expired 31-5-20.  Agree annual renewal fee of upto £300.09 for 1 year, reducing to £285.10 over 3 years if Council approve, based on latest assets register value above.
    3. Chairman’s Allowance 2020/21 To propose to increase the Chair’s annual allowance for the financial year 2020 from £250 to £500 given the unprecedented level of work incurred as a result of the coronavirus pandemic in Chairing the Council and CSG group to ensure public safety across the parish and leading multiple community projects associated with Covid-19. For the allowance to be review at the 2021 budget planning meeting Oct/Nov 2020 based on Government and Parish demands at that time.
    4. Clerks ‘Homeworking allowance’ – To propose to increase the clerks home working allowance from £2 to £6 per week in line with HMRC 2020 published rates and SLCC notification 16/3/20.
    5. CSG grant request for Coronavirus Village Archive Project (refer 170-20 above). To propose to cover up to £100 in stationary costs to cover printer ink / paper to support the initial parish wide mail drop, claimed back as a CSG expense.
    6. Lengthsman trial – To propose to approve the schedule of works and terms and for the trial to begin as soon as possible commencing with the following agreed priority tasks: Village road sign cleaning,Village road side sweeping, manual weed removal, Village Pot hole noting/reporting, reporting of damage to any of the village assets.
    7. Legal structure of the CSG committee: To propose for resolution to transfer the CSG committee to a stand-alone community charity organisation, with its own constitution and bank account to enable more freedom and powers to assist the parish community at an appropriate time so as not to disrupt pandemic support services to the community.
    8. Draft ‘email contact privacy notice’, ‘Information and Data Protection and Diversity and Equality Policies’ – To propose to adopt all three policies at the next meeting to meet Internal Audit requirements and WCAG 2.1 compliance – deadline 22 September.
  1. CLERK’S REPORT

To discuss:

    • Annual Internal Audit report undertaken 14-5-20 and follow up actions and to agree the 2021 Internal Audit fee of £100 for resolution next meeting / booking by the clerk.
    • Dog bin relocation.  Purchase of a post / new bin following feedback from Highways. Order at the same time as the new speed signs – same supplier.
    • P3 scheme – Registration to join the Scheme. Still to action by the clerk
    • Pavement repairs Sands Road – Road warden briefing to produce a Risk Assessment.   Still to action by the clerk.

For information only:

    • Kingsbridge and Dartmouth foodbanks - £50 donation paid to each foodbank on 15/5/20.
    • Devon and Cornwall Police Councillor Advocate Scheme – Clerk now registered on the scheme. First update issued to Cllrs 14/5/2020.
    • Public Rights of Way and Definitive Map deadline 1st Jan 2026.  The Ramblers Association have published that 100% of paths have now been mapped. Clerk has signed up to be notified of the next steps for volunteers to check the data. (Refer https://dontloseyourway.ramblers.org.uk/).
    • Safeguarding training – Approval of the training proposal and terms were confirmed in writing to the supplier on 12/5/20.
    • Broken board walk in the Ley. Reported to the FSC (Andy Pratt/ Lee Dennison) on 12/5/20. Reply received 26-5-20. The repair has been temporarily fixed by Eddie Church but more damage has since occurred in another area which is being investigated by Lee Dennison/Eddie Church 26/5/20 and another temporary repair will be made asap.  The boardwalk has funding to be fixed properly once the FSC are allowed to re-open and the condition is being monitored weekly by Lee Dennison to ensure public safety. The FSC also reported they are working with Devon CC Public Rights of Way team to maintain the footpath and a cut is schedule for 27/5/20.
    • Broken Drain Cover top of Brook Street - Now replaced and fixed.
    • Broken Dog bin. Reported to DCC ‘ Report-It’ website on 6/5/20. Now fixed.
    • Winter Drain and Leat clearance and Gully Sweep – Brookings have advised not currently able to book in dates due to the Covid-19 working rules but will provide dates mid/late September for an end Nov/Dec clean.
    • Village Archive Project – Parishioners have asked to present feedback and results from the note of interest mailing and estimated grant request costs at the July Meeting. Clerk to note on the July agenda.
    • Lengthsman trial – Equipment Ordered 18/5/20 for deliver to Cllr J Mcpetrie and the village assets register has been updated to reflect the new equipment. Road Warden briefed via the Chair/contract signed and returned to the clerk. Trial commenced 23/5/20. Due to the late start due to the lockdown, 2 days have been approved (April and May). Cllr K Widger kindly provided temporary loan of equipment. The following were priority tasks for May: Village road sign cleaning at Townsend cross, moss removal on pavement opposite the Village Hall, start the village road side / drain sweeping.

  1. CHAIRS REPORT
    • CSG committee update.
    • Response from conservative MP Anthony Mangnall.
    • Parishioner letter re development of the football Pitch – Discuss and agree reply.
  1. COUNCILLORS’ REPORTS
  2. FINANCIAL MATTERS
    1. Approve the following payments:

S/O

£199.20

L. Soothill-Ward, Clerks salary – March 20 (Paid 1/3/20 for noting).

L Soothill-Ward: Clerks Overtime expenses

164/20

£12.58

VC Warehouse - CSG tel help line monthly connection cost. Paid 15/5/20 by DDebit - (Paid for noting S137 code).

165/20

£50.00

Kingsbridge Area Foodbank Donation – Covid-19 crisis support. (Paid 16/5/20 for noting).

166/20

£50.00

Dartmouth Foodbank Donation – Covid-19 crisis support. (Paid 16/5/20 for noting).

167/20

£100.00

Alison Marshall- SPC Annual Internal Audit 14-5-19. Remote Audit Fee £100 (Invoice 20/075). 

168/20

£1149.28

Glasdon UK Ltd.  Space liner Cart - Lengthsman role/Highways Maintenance Grant. Invoice 3035662 dated 18/5/20.

169/20

£29.53

Glasdon UK Ltd.  LittaPikka - Lengths man role/Highways Maintenance Grant. Invoice 3035663 dated 18/5/20.

170/20

£134.86

Noyces Ltd. 10 items for lengths man role/Highways Maintenance Grant. Invoice 98513 dated 21/5/20. Added to assets register. Paid for noting June agenda.

171/20

£300.09 (or £285.10)

Community First - Annual Insurance renewal to Zurich Municipal due 1/6/20Refer discussion item 8e – 1 year or 3 year commitment

172/20

£500.00

Chairs 2020 Annual Allowance. (Refer resolution 1/6/20 9C).

    1. Balance at Bank 25/5/2020, £25,892.75
    2. S137 Covid-19 remaining budget balance at 25/5/20 £1051.43 (Included in above balance).
    3. Year-end 2019-20 bank reconciliation completed and Approved by Cllr D Murphy 13/3/20
    4. Annual Insurance expires 31-5-20.  Agree renewal fee based on latest assets register at 25-5-20. Due to delay in timings of the proposal due to Covid-19 closures, Came and Co not contacted for alternative quote as was very expensive last year / not enough time to manage before expiry date.
    5. Internal Audit Held on 14 May 2020 – Refer auditors report.
    6. Signed Annual Governance Statement 2018/19 and Certificate of Exemption (Part 2).  Due to be returned to PKF LittleJohn by 31/8/20.
    7. 2019/20 Annual Accounting Statement of Account.  Draft accounts to be re-written as per auditor’s guidance – review July meeting.
    8. Highways Maintenance Community Enhancement fund Grant £1204.88. (DCC Road Warden / length man scheme. All equipment now ordered and added to assets register. Note actual order costs are £1284.18 as used local supplier to help support local business but with the VAT reclaim costs are within the Grant budget.

Next Parish Council meeting will be held on Monday 6 July 2020 at 7.30pm 

by Zoom Video Conference due to Government social distancing restrictions.

Signed: Louise Soothill-Ward               25/5/2020




Meetings | Slapton Parish Council