Agenda & Clerks Report for April 2018 Meeting

2018 Agendas Uploaded on March 6, 2021


Chairman: Cllr Nick Randle

Clerk: Sarah-Jane Martin
The Belfry, Yarcombe, Honiton, Devon EX14 9BD
Tel: 01404 861234 Email:

To: Cllrs Nick Randle, (Chairman), Lesley Pidgeon (Vice Chairman), David Barnes, Steve Horner, Tony Long, Sue Parris, Clive Stone, Maggie Tomkinson, Tony Wiggins, Cllrs Ian Chubb and Paul Diviani.
All members of the Council are summoned to attend a meeting of Yarcombe Parish Council to be held in The Yarcombe Village Hall on Monday 9th April 2018 at 8pm for the transaction of business as set out below.
Members of the public and press are welcome to attend.
Signed: Sarah-Jane Martin, Clerk, 4th April 2018
1. Apologies for Absence

2. Declarations of Interest
To receive disclosures of pecuniary and non-pecuniary interests in items on the agenda.

3. Minutes.
To sign as a correct record the minutes of the Parish Council Meeting held on Monday 5th March 2018.

4. Open Session for Public Participation.

5. Parish Council Priorities
As this is the last meeting of the year, we shall take stock and see if there is anything we said we would do but have not yet tackled.

6. Finance
a. To receive the Clerks report on the current Financial Position
b. To approve payments in line with the schedule in the Clerks Report.

7. Reports
To receive the following Reports
a. County Councillor
b. District Councillor
c. Police
d. Yarcombe Community Land Trust
e. Reports from Individual Councillors
Cllr Stone, concerning the Lengthsman – costs and work done in our area:
Further to the previous meeting and the conversation about the Lengthsman, Clerk has emailed Helen Selby to establish what their budget is for the Lengthsman with a view to us receiving the money instead. We have received a response, but this is not possible this year
The Lengthsman is scheduled to maintain East Devon highways assets, such as grips and easements and hand cleaning of gullies on the minor network and they follow a strict programme of asset management.

8. Clerk and Correspondence
Discussion / Decisions and Actions required:
• Annual Risk Assessment:
Consider changing email system, from Yahoo to Microsoft 365, accessed through the Cloud, to avoid the account being hacked and us being open to the consequences of GDPR penalties.
• Insurance – review Fixed Asset Values for the Insurance renewal
Schedule of Assets: Net of VAT
Projector and Stand £50.00 (Projector broken and decided not to replace)
Camera – Panasonic Lumix £130.00
Laptop £150.00
Filing Cabinet £160.00
BT Phone Box – removed £-
Yarcombe Notice Board £1,590.00
Marsh Notice Board £270.00
Fireproof & Waterproof Box £62.50
• Following an email to Brian Smith of the Hall Committee, he has replied “I should like to convey thanks, on behalf of the Hall Committee, to the Parish Council for the kind offer of some financial assistance towards our improvements. It would be helpful if it is possible to give us a rough idea of the amount so that the Committee can consider which item on our list is most appropriate at the next meeting on 14th May”.
• We have received notification that our application for Parishes Together Funding has been approved and the offer letter including any conditions of the grant will be received within the next week or so. All monies will need to be spent and claimed back within 12 months of the date on the grant offer letter.
• Mary Smith had raised the issue of the left-hand lane on the way up to Stopgate which had eroded. Clerk has taken photographs to present to Helen Selby and she has come back stating: “Unfortunately this would not be a safety defect and to be honest just looks like the edge of the verge/ditch has been driven over and squashed in. Not really something that would be high priority for sending a gang out to.”
• Response from Helen Selby concerning the Lengthsman costs “Unfortunately, it is too late to apply for funding for this year as we are already committed to our contractor for this work. You can apply for this for the following year and as soon as I have details of the funds I will let you know. If you wish to employ someone for this year you could apply for help with funding from our Community Enhancement Fund, details attached.”

9. Planning
To receive and endorse the Planning Decisions of the Council taken since last meeting under delegated authority:

• Ref. No: 17/2539/FUL – Court Place Farm Yarcombe Honiton EX14 9BB
Proposed covered feed building 2 and associated earthworks. Status: Approval with conditions
• Ref. No: 17/2540/FUL – Court Place Farm Yarcombe Honiton EX14 9BB
Proposed cubicle building for cattle and associated earthworks. Status: Approval with conditions
• Ref. No: 17/2541/FUL – Court Place Farm Yarcombe Honiton EX14 9BB
Proposed parlour, dairy and cattle handling area and associated earthworks. Status: Approval with conditions
• Ref. No: 17/2542/FUL – Court Place Farm Yarcombe Honiton EX14 9BB
Proposed covered feed building 1 and associated earthworks. Approval with conditions
• Ref. No: 18/0231/FUL – Panshayne Farm Yarcombe Honiton EX14 9AE
Erection of an open sided agricultural building/yard cover. Status: Pending Decision
• Ref. No: 18/0230/FUL – South Waterhayne Farm Yarcombe Honiton EX14 9AX
Demolition of an existing cubicle house and erection of a new cubicle house and covered yard. Status: Approval with conditions
• Ref. No: 17/2627/FUL – Hares Farm Yarcombe Honiton EX14 9AZ
Change of use of land and erection of stable building and store for private and livery use. Status: Approval with conditions
• Ref. No: 18/0501/OUT – Watchford Farm Yarcombe Honiton EX14 9LZ
The erection of an agricultural/land-based workers dwelling. Status: Pending Consideration
• Ref. No: 18/0231/FUL – Panshayne Farm Yarcombe Honiton EX14 9AE
Erection of an open sided agricultural building/yard cover. Status: Approval with conditions

10. To confirm the date of the next meeting being Monday 21st May at 8pm in The Jubilee Hall, Yarcombe

Clerks Report and Supporting Information for the Agenda
Yarcombe Parish Council Meeting Monday 9th April 2018

Item 6 – Finance – Update on current Financial Situation:
Bank account balance £22,844.90 as at 27.02.18 £
Cash Book Balance at 28.02.18 (Bank £22,844.90 less unpresented cheque plus receipts paid in), as at 28.02.18 22,591.58
Less Ringfenced:
Ringfenced for Contractor to cover:
1. Money allocated for P3 expenditure – £1,986.67
2. £1,000.00 for Highways – £1,000.00
Yarcombe Inn Community Project – Net 13,485.73
Sub Total C/F to remainder of Yr Budget, Grants/Events & Projects Budgets

Yarcombe Inn Project Ring Fenced Donations and Expenses:
Date Donations Payee Donation £ Net Cost £
July–Aug 17 Total Cheques, Cash & 338.00
Sep-Nov 17 Total Crowdfunder 1 & 2 12,830.56
27.07.17 Y Inn Donation re banners and flyers 260.00
30.09.17 The Hive 83.33

31.08.17 From YPC 500.00
28.09.17 Wessex Re-investment Soc 500.00
24.10.17 Irvine Nott Valuers 850.00
11.11.17 Josie Miles refund re CF 2 90.00
28.11.17 Pub Hub x 2 events 1065.50
28.11.17 Donation 15.00
Totals £15,009.06 £1,523.33
Total £13,485.73

6b – Payments to be approved and made in line with the following schedule:
Date Payee Details of Payment Chq Nr £
31.03.18 Sarah-Jane Martin Salary 000575 223.41
31.03.18 HMRC PAYE 000576 55.80
18.03.18 Brian Smith Post Office Rent 000577 60.00
18.03.18 Mr N Randle Chair Exps 000578 100.00
18.03.18 Mr T Long Planning Exps 000579 50.00
04.04.18 SLCC SLCC Membership 000580 84.00
04.04.18 Sarah-Jane Martin 2 years expenses 16.04.16 – 04.04.18 000581 233.27

Item 7. Reports
To provisionally receive the following Reports
a. County Councillor
b. District Councillor
c. Police
d. Yarcombe Community Land Trust
e. Reports from Individual Councillors
d. Clerk – Items for discussion in Agenda

Item 8. Clerk Correspondence
8.b Further Correspondence as follows (for more details and copy emails please email the Clerk):
• Email received from Jamie Buckley advising of a matched funding opportunity for town and parish councils and community groups for the purpose of building a local play or fitness area. This year KOMPAN are offering an opportunity for three parish councils, town councils, community groups, schools or nurseries to win 100% Matched Funding, doubling their budget for a play or fitness project up to a maximum value of £50,000.
• Email received from BT’s Openreach Resolutions Team who are still chasing the issue of the BT pole in the village which requires some sort of illumination as it is right next to the footpath. The details have been sent to the contractors who carried out the work for them to check that the pole was erected where Openreach planned it and for any hazard it may cause.
• Awaiting reply from Helen Selby concerning the budget allocation for the Lengthsman that attends Yarcombe twice a year.
• We have received notification of a temporary 5 day vehicle restriction to enable – Surface dressing or micro asphalt surfacing and associated works on the following lanes sometime between 1 April and 1 October – the dates to be confirmed nearer the time:
Crow Moor and Pithayne Lane
• The cheque for the Neighbourhood Watch Signs have still not been banked – Clerk has chased the Police for an update.
• Details of a Radar Speed Sign special offer have been received which promises a 25% reduction in speed and is run on solar power at £1799. Details are with the Clerk.
• Email received from Cllr Richard Barrell, Vice-chair, Membury PC enquiring as to my hours and whether I am paid, with reference to their Clerk. Clerk responded accordingly.
• Email received form Fields in Trust – planning for the 2018 “Have a Field Day” celebration of the UK’s parks and green spaces on the first Saturday in July. Registration is open now. They are inviting us to join-in and sign-up to show much we #LoveYourLocalPark.
• Email received from East Devon with planning decisions – none local to Yarcombe.
• Email received from The Voluntary Voice programme – inviting us to vote for who would be representing us at the strategic partnerships. Each organisation in Devon has one vote per partnership.
• Clerk had chased the Neighbourhood Watch Signs – they are still on their way, awaiting arrival at Honiton Police Station from Bideford, for collection.
• Clerk emailed Ian Chubb re the Locality Budget offered of £500-£1,000.00 to see if we needed to complete any forms.
• Email received from BT – they are still chasing through the issue of the telegraph pole on the edge of the verge, but we haven’t had a positive “fix” response”. Clerk has it on diary.
• Email sent to Helen Selby (Highways) with a photo of the entrance to the left-hand lane up towards Stopgate which is falling away.
• 10 Leaflets entitled “Daily Wag” to encourage responsible dog ownership have been received – See Clerk if interested.
• Email letter received from “We work with dedicated local promoters across rural Devon to bring the professional performing arts to their lovely community venues. Be it music, dance, story-telling, theatre, puppetry, spoken word or more, there really is something for everybody”. We would promote the event and keep 20% of box office and all refreshment income. See Clerk for letter.
• Email received from concerning flyers which are being put on everyone’s bins promoting the new green garden waste collection service, for a fee – subscriptions are now being taken for £48pa.

Sarah-Jane Martin
Clerk, Yarcombe Parish Council
Date 04.04.18