Agenda & Remote May Clerks Report for June 2020 Meeting

2020 Agendas Uploaded on March 6, 2021

Yarcombe Parish Council Agenda

Chairman: Cllr Clive Stone

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

To: Cllrs Clive Stone, (Chairman), Steve Horner (Vice Chairman), David Barnes, Tony Long, David Little, Shaun Vining, Caroline Ford, Charlotte Vining, Lesley Pidgeon

All members of the Council are summoned to attend a meeting of Yarcombe Parish Council to be held remotely or via conference call on Monday 22nd June 2020 at 8pm for the transaction of business as set out below.

Members of the Public Please Note: Due to the current HM Government’s measures for Covid-19, the Parish Council will meet virtually via Zoom. If any members of the public wish to raise a question for the meeting, they should contact the Clerk by Friday 19th June latest by email, so it can be added to the Agenda.

This agenda has been carried forward from Monday 6th April, when all meetings were cancelled in accordance with Government instructions re public meetings due to the coronavirus situation.

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

1. Apologies for Absence

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 2nd March 2020 and the Virtual Meeting Minutes from Monday 8th June which was a trial only to test the use of Zoom – these will be formally signed with the Accounting Statement outside of the Virtual meeting.

4. Reports
To receive the following Reports
a. County Councillor
Email received from Cllr Chubb as follows “I have taken the decision to not attend any meetings until this virus has ended, to be cautious and not put at risk myself or constituents who I represent. I attach a DCC pdf about Corona virus and I would suggest keeping a close eye on the DCC website for updates and useful links. Also Public Health England is worth referring to for advice.
Please do contact me if you need advice but I will probably refer you to the above websites if it is regarding the Corona virus. Any other DCC issues please do contact me.

b. District Councillor
c. Police
04.05.20 – email received from PCSO Darren England with our Police Report:
I have searched from January 2020 to the end of April 2020
Please remember that the report will show Crimes Reported not always committed between these dates. Also attached are incidents reported between 01.01.20-30.04.20:
Crimes recorded: Violence without injury x 1, Vehicle Offences x 2. Incidents recorded: Anti social behaviour x 2, Crime recorded, x 1 Public Safety x 2, Transport x 22. Anti social behaviour is as it sounds. Crime recorded – log reported via 101/999 or email then ends up with a crime being created. Public safety – any other log reported outside of the other headings. Transport – any incident on the highway (accident etc…). We currently have a new Sgt covering 4 stations in East Devon including Honiton. I am still trying to get out and about to all our parishes but due to the current climate around the Covid-19 guidelines we are being deployed all over east Devon.
Hope everyone is keeping safe in your parish.

d. Yarcombe Community Land Trust
e. Reports from Individual Councillors

5. Parish Council Priorities
Update on a Defibrillator in Marsh.
Yarcombe Defibrillator
09.05.20 Update on the Yarcombe Defibrillator from Cllr Little:
I have managed to track down a company that has taken over Defibsafe and is called Aswell Medicare
I have contacted them, and waiting for a call from,a techie, and hopefully can repair or replace the control board.
As these are working from home, this may take a little longer.
The Defibrillator does work, but to keep the pads in serviceable condition Must not go down below 10 degrees C
We should I believe hold off replace the Pads & Battery until it is fixed OR wait for the weather to improve, to Nights that do not go below 10 degrees C
Will hopefully get a Quote to fix the Electronics in the next few days

Update on how the planters look – do they need topping up?
Update on Streetscene grass cutting
Cllr Stone is liaising
Landmark Tree
Diarise to May To see if it still looks OK

Damaged fence due to accident
Email received form David at Highways concerning his response to our email about the fence on the A30 which has now fallen over – he responded “This was mentioned by our Asset last week as there also re-surfacing planned along the A30. I’m just waiting to hear back as the fence may also be incorporated at the same time.”

Additional Items
Review of Standing Orders
Partial amendment completed – In progress

Yarcombe Inn
We are diarising to early August re perhaps placing another Asset of Community Value instruction on the Inn

6. Open Session for Public Participation
Responses will be made to items which have been placed on the Agenda as at Friday 19th June. For any later submissions, these will be carried forward to our September meeting.

7. Finance
a. To receive the Clerks report on the current Financial Position
b. To approve payments as follows:
The payment to Sandra Bristol will be higher this year due to the extra work incurred with checking the Yarcombe Inn Crowdfunding transactions. We await an invoice but would like authority to pay up to £200 in-between this meeting and the one in September. Should it be any higher, Clerk will revert.

Payment Date Payee Details of Payment Amount
06.07.20 Sarah-Jane Martin June Clerks Wages 233.32
06.07.20 HMRC June PAYE 58.40
06.07.20 Anna Drew Y Inn refund 18.10
03.08.20 Sarah-Jane Martin July Clerks Wages 233.52
03.08.20 HMRC July PAYE 58.20
06.07.20 Sandra Bristol Internal Auditor Up to £200.00

c. To approve the Accounting Statements in readiness for submission to the External Auditors. These will be signed outside of this meeting.
– Certificate of Exemption to be agreed signed outside the meeting – Minute ref YPC.
– Annual Governance Statement – confirm all boxes are ticked yes – Minute Ref YPC.
– Accounting Statements – The Internal Auditor has verified the accounts and confirmed the amounts – Minute Ref YPC.

8. Clerk and Correspondence
Discussion / Decisions and Actions required
o Roger Parris has enquired about the possibility of a streetlight being placed near Brian Smiths house as it is exceptionally dark. He also asked who was responsible for the village footpaths so if he hasn’t been in contact with wither Shaun or Caroline, perhaps we can contact him.
o We need to ensure we lock the Village Hall up after our meetings using the spare key which is hanging up next to the noticeboard on the right as we leave the entrance.
o Cllr Horner has proposed we initiate the creation of a brass plaque to commemorate the planting of the Landmark Tree and the start of our VE Day Commemorations.
o Email received from Cllr Barry Parsons at the digital communications team at East Devon concerning the requirement for Parish Councils to have a website with an accessibility statement which should include our plan and schedule for how we will make our site accessible. Clerk replied, asking if it is sufficient, to use the page on the site and place an accessibility statement on there.

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.
The below are items from our last meeting in March.
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: Approval with conditions

Ceiling joist above dining room: replace finished battens and packer with new scribed softwood furring’s. Ceiling joists above bedroom 5: strengthen undersized oak joists with a softwood ceiling binder spanning between the western chimney structure and the first-floor timber frame wall (all within loft void). Tractor Shed/Wagon House: addition of a 12 mm galvanised mild steel rod/tie, secured to each gable truss. Tractor Shed/Wagon House: replace collar beam – Gilletts Farm Yarcombe Honiton EX14 9AZ
Ref. No: 20/0162/LBC – Status: Approval with conditions

Erection of an agricultural worker’s dwelling, veranda and associated hardstanding’s – Land To The West Of Higher Hares Farm Yarcombe Honiton EX14 9AZ
Ref. No: 20/0258/FUL Status: Approval with conditions

Erection of roof of existing silage store 1. – Newcott Farm Yarcombe Honiton EX14 9ND
Ref. No: 19/2844/FUL | Received date: Tue 24 Dec 2019 | Status: Approval – standard time limit

Construction of garden shed on concrete base and entrance gate. – The Threshing Barn Watchford Farm Yarcombe Honiton EX14 9LZ
Ref. No: 20/0510/FUL Status: Approval – standard time limit

Erection of a roof over an existing silage clamp A – Middle Stout Farm Yarcombe Honiton EX14 9LZ
Ref. No: 20/0085/FUL Status: Approval with conditions

Erection of a roof over existing silage clamp B – Middle Stout Farm Yarcombe Honiton EX14 9LZ
Ref. No: 20/0086/FUL Status: Approval with conditions

Construction of roof over an existing slurry lagoon – Middle Stout Farm Yarcombe Honiton EX14 9LZ
Ref. No: 20/0087/FUL Status: Approval with conditions | Case Type: Planning Application

Erection of roof over existing silage store 2 – Newcott Farm Yarcombe Honiton EX14 9ND
Ref. No: 19/2850/FUL Status: Approval with conditions

Erection of a roof over an existing silage clamp. – Broadley Farm Yarcombe Honiton EX14 9BJ
Ref. No: 20/1156/FUL Status: Pending Consideration

Deposit topsoil up to a maximum depth of 0.5m. – Middle Stout Farm Yarcombe Honiton EX14 9LZ
Ref. No: 20/0696/AGR Status: Agr Notification approval

Erection of extension to an existing livestock building – Middle Stout Farm Yarcombe Honiton EX14 9LZ
Ref. No: 20/0082/FUL Status: Approval with conditions

Erection of an agricultural livestock building – Middle Stout Farm Yarcombe Honiton EX14 9LZ
Ref. No: 20/0083/FUL Status: Approval with conditions

Erection of general purpose agricultural storage building ancillary to an existing livestock building – Middle Stout Farm Yarcombe Honiton EX14 9LZ
Ref. No: 20/0084/FUL Approval with conditions

Demolish outbuilding and build a garage and store (revised siting of approved application 19/1062/FUL) – Hawthorns House Yarcombe Honiton EX14 9BE
Ref. No: 20/0757/FUL Status: Approval with Conditions

Erection of Greenhouse. – Emmetts Farm Beacon Yarcombe Honiton EX14 9LU
Ref. No: 20/0412/FUL Status: Pending Consideration

Certificate of proposed lawfulness to establish whether the use of a dwelling as a care home (for a maximum of 2 children) would constitute a material change of use requiring planning permission for the change of use from Class C3 (Dwelling house) to Class C2 (Residential Institutions) of the Town and Country Planning (Use Classes) (Amendment) Order 2005 – Stevens Farmhouse Yarcombe Honiton EX14 9AX
Ref. No: 20/1124/CPL Status: Pending Consideration

The next meeting is scheduled for Monday 7th September and an update will be provided nearer the time as to whether this will be a public meeting or held remotely.

Clerks Report and Supporting Information for the Agenda
May 2020 Yarcombe Parish Council Remote Clerks Report due to COVID-19

Finance – Update on current Financial Situation:

Bank account balances as at 31/05/2020:
Lloyds £443.28
Unity Trust C/A & Instant Access £10,386.84 10,830.12
Cash Book Balance at 31/05/2020 (Bank, less pending payments). 10,830.12
Less Ringfenced:
1. Money allocated for P3 expenditure 1499.87
2. Money allocated for Highways / Village Maintenance 481.31
3. Election Costs 200.00
Yarcombe Inn Community Project – Illustrated History of The Yarcombe Inn
Remainder of Balance after above Ringfenced monies 8092.25

Payments are being approved remotely and recorded within the May 2020 Record of Remote meetings /discussions and decisions. This will be published on the website.

Clerk Correspondence received during May:
• Email from EDDC with the link to the East Devon Residents’ Coronavirus Update dated 6th May:
Circulated to the Councillors and for adding into the e-Voices.
• Devon County Council update: Recycling centres to reopen for essential use only, A message from our key workers,
Thank you for staying away #ComeBackLater, Ideas to celebrate VE Day at home, GP practices, pharmacies and A&E departments are open
• Details of the road closure through the village whilst the bridge is being repaired
• Email from BHPN advising “Today the Chair of BHPN, Heather Stallard, was interviewed by BBC Points West, together with a local business owner and a junior school teacher, to explain the family, business and work difficulties they experience with the broadband service available to them in the Blackdown Hills….perhaps these interviews will help to bring about the policy change needed to get Phase 2 rollout to rural users in Devon and Somerset. This matter seriously needs to be taken in hand and dealt with efficiently.”
• Cllr Stone requested Phil Holness, our village handyman to collect the grass cuttings on the layby which were left by the Council.
• Reports of dog fouling around the village. Signs ordered and a message to dog owners placed in the e-voices
• Email of updated links for EDDC residents and businesses circulated through e-voices
• Email update from Devon County Council – Good to see they have “……joined forces with partners across the South West to warn would-be tourists, second home owners and visitors to the region to ‘think twice’ about coming
• Email from Devon County Council announcing a £4 million investment in a project to create a new academy for future skills that will offer training for high-tech jobs in engineering, digital, construction and clean growth, to assist with the economic recovery. Additionally Councils will receive a share of an extra £300 million to help establish local plans, which will include coordination and management of infection control, tracking and tracing, and local testing arrangements.
• Weekly update received for EDDC Residents, enforcing the message that “This week we have seen some glorious weather across East Devon and the temptation to head to the beach or explore our beautiful countryside has never been greater, but I wanted to ask you all to think twice this bank holiday weekend before doing so. We want to avoid a second spike in infections in the South West at all costs and we all need to play our role in achieving this.”
• Email received from the CEO of EDDC concerning “the Coronavirus Community Food Fund, which gives out grants of between £500 and £2,500. For smaller grants for any Coronavirus related community projects, including food related projects, please see the Covid-19 Prompt Action Fund, which is a joint East Devon District Council and Devon County Council grants scheme:”.
• Email from Citizens Advice, offering their services, via email –, over the phone on a ‘call me back’ service – 01395 265 070 or 01404 42 227, text ADVICE to 82727 and we will call you back, through Facebook Messenger via our FB page
• Email received from Highways introducing a new pro-active initiative enabling Parish Councils to have more of a say and prioritise highways works required.
• Email from EDDC concerning the Police situation and ask us to “Keep in mind the purpose of the regulations and the national effort to protect the NHS and save lives.
· Police still have a role where people are gathering in groups with those not in their household – as this is not legally permitted in the regulations Gatherings of three or more people (from different households) are not permitted and Police may stop and speak to you if they see this.
In addition, policing have a role if people have left their house for one of the reasons not designated as a reasonable excuse, such as:
To go on holiday, this includes to visit and stay overnight at a holiday home or second home.
To visit the homes of friends and family (exceptions include to protect a vulnerable person, for medical purposes or to escape risk of harm).
Police will use common sense and discretion to determine what’s reasonable. Officers will engage, explain, encourage and, only as a last resort, enforce. For further information please visit the Devon and Cornwall Police website at



Sarah-Jane Martin
Clerk, Yarcombe Parish Council
Date 31st May 2020