Agenda & Clerks Report for January 2020 Meeting

To: Cllrs Clive Stone, (Chairman), Steve Horner (Vice Chairman), David Barnes, Tony Long, David Little, Shaun Vining, Caroline Ford, Charlotte Vining and Cllr Ian Chubb
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 6th January 2020 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, 28th December 2019

AGENDA

The recording of this meeting is not permitted by either audio or visual without prior consent of the Council.

1. Apologies for Absence
Cllr David Key

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

3. Minutes
To sign as a correct record the minutes of the Parish Council Meeting held on Monday 4th November 2019.

4. Reports
To receive the following Reports
a. County Councillor
Cllr Chubb has advised he hopes to attend after he has been to Awliscombe but in case he doesn’t make it, he has forwarded a report which shall be circulated with the Minutes
b. District Councillor
Cllr David Key has forwarded his apologies as he will be at Upottery but added “Seasons greetings to all members”
c. Police
d. Yarcombe Community Land Trust
e. Reports from Individual Councillors
Steve Horner
Email received – I recommend that the Parish Council purchase a chip scanner and ask it to be kept in the pub. The cost of a decent device on Amazon is less than £50.00. As stated by Miranda there have been several appeals for lost and found pets recently. Money well spent in my view

5. Parish Council Priorities
o Village Facilities / Amenities
o Update on a Defibrillator in Marsh and Cllr responsible for Marsh is Cllr D Barnes
o Yarcombe Defibrillator – next stage was to ascertain if there was power available – Brian Smith to advise
o On-going assessment of whether another larger planter is required in the layby following one being pushed over.
o Update on Streetscene grass cutting
o Landmark Trees – awaiting confirmation of where they can be planted if we are successful as they must be planted “in a prominent and publicly accessible place in your parish”. Additionally, the planting is to be promoted as a commemorative planting ceremony to recognise the loss of ash trees through ash dieback and do something positive in response for our environment.
o Damaged fence due to accident – another email sent to PC England 27.12.19 asking if any further information has been received.

o Highways
o Options for speed indicator signage including hire (response from Ian Chubb re DCC speed camera) and £250 phone sized to purchase option.
o Update on contact details from Police re repairs to damaged fencing after vehicle accident
o Ongoing
o Review of Standing Orders

6. Open Session for Public Participation

7. 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.
c. To view the current budget and agree the Precept for the next meeting – complete the form.

8. Clerk and Correspondence
Discussion / Decisions and Actions required
o £250 hand-held speed camera – phone sized as discussed above
o Being a good Councillor Course – any dates available for Caroline?
o More information has been released about the plans for VE Day 75, taking place on the 8th May (Friday) 2020. Local councils are being encouraged to take part in the ‘Nation’s Toast to the Heroes of WW2′, paying tribute to those from their local communities that gave so much.
o First aid training – Buckland St Mary offering to Parishioners, Clerk emailed ABC Response for more details AS Helen Paris reported it was brilliant. £50pp including course hand-outs. Possibly consider a £25.00 contribution from those that with to attend which would also secure attendance?
o Your council could consider declaring a climate emergency and might wish to endorse the Devon Climate Declaration; you can register this and have your council listed on the website. https://www.devonclimateemergency.org.uk/devon-carbon-plan-process-launched/
o Acknowledgement of the decision made via emails to apply for the Devon Free Tree Scheme re ash die back, where YPC can get two ‘landmark trees’ for planting in publicly accessible areas. The cut off was 6th January so we needed to apply in between the meetings.
o Application made for Locality Funding £1,000 re Marsh Defibrillator
o Application received from the Village Hall for £200.00 funding through the S.127 for hall car park lighting
o Application received from the Yarcombe Flower Show for £200.00 funding towards printing schedules, certificates, seeds for exhibitors and chocolate treats for children entrants.
o Application received from Yarcombe and Marsh Children’s Fund for £200.00 to take the children to the Cinema or the Beehive

9. Planning
To receive and endorse the Planning Decisions of the Council taken since last meeting under delegated authority:
The formal delegation of making and submitting comments on planning applications to the Councillors who attend the site meetings, has been granted to Cllr Tony Long in November 2019. This is due to their being insufficient time before subsequent meetings to bring back comments to the Council for a full formal vote.
Installation of a new treatment plant, pump station and associated works. – Route 303 Yarcombe Honiton EX14 9ND
Ref. No: 19/0057/FUL Status: Approval with conditions

Replace existing external rear door; installation of secondary glazing; replacement of double-glazed units – Middle Moorhayne Farm Yarcombe Honiton EX14 9BE
Ref. No: 19/1777/LBC Status: Approval with conditions

Siting of temporary agricultural workers’ dwelling (mobile home) – Land to The East of Littledown Yarcombe
Ref. No: 19/2471/FUL Status: Temporary Approval

Removal of Nissen hut; erection of timber shed and greenhouse; infill front of pole barn/potting shed. – Middle
Moorhayne Farm Yarcombe Honiton EX14 9BE
Ref. No: 19/1776/FUL Status: Approval – standard time limit

Proposed extension to holiday cottage – Heavens Mouth Beacon Yarcombe Honiton EX14 9LU
Ref. No: 19/2129/FUL Status: Approval

Erection of pergola, construction of rear wall and wall to footpath, alteration to walls and fencing, steps to rear garden and construction of timber car port – Middle Moorhayne Farm Yarcombe Honiton EX14 9BE
Ref. No: 19/2711/FUL Status: Pending Consideration

External works to include veranda reinforcement brackets and repair, fixing alarm signage, insulation of pipework, replacement woodstore door, re-route rainwater goods, remove cement pointing and repoint in a lime-based mortar and repair and replacement of timber barge boards – Middle Moorhayne Farm Yarcombe Honiton EX14 9BE
Ref. No: 19/2668/LBC Status: Pending Consideration

10. To confirm the date of the next meeting being Monday 3rd February at 8pm in The Jubilee Hall, Yarcombe

Clerks Report and Supporting Information for the Agenda
Yarcombe Parish Council Meeting Monday 6th January 2020

Item 6 – Finance – Update on current Financial Situation:
Bank account balances as at 27.12.19:
Lloyds £443.28
Unity Trust C/A £2,135.03
Unity Trust Instant Access £9,582.16 (£1,500 trf to C/A 08.12.19) 11,717.19
Cash Book Balance at 27.12.19 (Bank less pending payments below). 10,303.99
Less Ringfenced: 1,981.17
1. Money allocated for P3 expenditure – £1,499.87
2. £481.30 after payment below of £186 gross (£155 net)

Yarcombe Inn Community Project – remining funds split to projects, or awaiting instructions: 936.96

• Illustrated History of The Yarcombe Inn 556.69
• Village Hall – £643.76 paid across 07.01.20 10.00
• Awaiting instructions – 12 people (emailed 3 times) 277.79
• Difference for allocation in Crowdfunder receipts 92.48
(Total paid back £11,602.84)
Sub Total C/F to remainder of Yr Budget, Grants/Events & Projects Budgets £7,385.86

6b – Payments to be approved and made in line with the following schedule:
Date Payee Details of Payment Chq Nr / Online Amount
07.01.20 Yarcombe Village Hall Y Inn Crowdfunding monies Online 643.76
07.01.20 P J Holness Grass cutting, strimming, hedge cutting Online 186.00
07.01.20 HMRC November PAYE Online 58.20
07.01.20 SJ Martin November salary Online 233.52
07.01.20 HMRC December PAYE Online 58.40
07.01.20 S J Martin December Salary Online 233.32

6.c Agree the Precept based on the Budget

Item 8. Clerk Correspondence
• Email sent to Iain Chubb enquiring about the availability of the DCC Speed camera which used to be in the village – for possible use / hire every 6 months as a deterrent.
• Logged the damaged drain with Highways just above Stoneshelves.
• Pothole at Crawley Farm reported on Highways app with comments from Parishioner
• Blocked drains above Stoneshelves reported on Highways app.
• Blocked drain at Marsh reported on Highways app.
• Pothole outside the Yarcombe Post Office reported on the pothole app and repaired within 10 days
• Email from EDDC Planning concerning “ extended consultation periods on planning and related applications that we are operating over the Christmas period in acknowledgement of the bank holidays and our offices being closed over the festive period. We have extended the consultation periods so that all parties have at least 30 days to comment on applications rather than the usual 21 days”
• NALC Chairman’s open letter to all Councillors forwarded, “Building stronger communities was the theme of October’s NALC Annual Conference where Her Royal Highness, The Princess Royal, paid tribute to England’s 100,000 councillors for all the work they do for their places. And I want to add my own thanks and appreciation and wish you all the very best for the new decade ahead.”
• Email received from EDDC Planning concerning “in January planning is starting to make a fundamental change how we deal with planning applications within the office environment and this will have a knock-on effect to you. We are acutely aware of our carbon footprint and especially how much paper we currently use, we print out over 20 thousand sheets of paper each year and we must reduce this drastically. Almost 80% of our applications are now submitted via the planning portal and the application details are loaded directly into our back-office system, this saves staff time not having to input all the applicant and agent details etc. In January, we are going one step further, in as much, all the plans and documents will be automatically loaded into our Document Management system (DMS) from the planning portal as well.”
• Email received from Cllr Stone concerning free Tree Packs for landowners for those with an area which could be suitable to establish a small copse, linear woodland or extend an existing woodland and also, three being up to 2 available for Parish Councils. Yarcombe Parish Council applied for 2 trees and we should hear early January if we have been successful.
• Highways have been notified that “Rag lane (Moorhayne lane to A30) could also benefit with a sweep There has been localised flooding recently and l know some dog walkers have kindly cleared a couple of gratings”
• Gullies that needed clearing our have been reported to Highways who responded “Some minor works carried out to clear vegetation debris from both gully grates and haunches which had been left by landowners following hedge cutting, however, all gullies where working well with a good flow of water going through the system. The section at the lower end (where recent haunch works had been carried out) was flooded on our
arrival, again because of vegetation which hadn’t been cleared following hedge cutting. This was also
cleared whilst we were at site.….also put Moorhayne Lane in for sweeping due to the amount of vegetation left behind by the landowners following the cutting of the hedges”
• Letter sent to Sandra Newton concerning the lane from Yonder Marsh Farm to the side of the Flintlock which has been establish as not being a public highway
• Marsh Farm to Lapswater, Marsh Flooding & Blocked Drains, site visited – Pipe rodded map drawn, will send parish a copy.

Sarah-Jane Martin
Clerk, Yarcombe Parish Council
Date 27th December 2019