Minutes from the most recent meeting of Shillingford Parish Council
Shillingford Parish Council
Minutes of the meeting held online on Tuesday 9th February 2021 at 7:30 pm
Present: Cllr P Barwell (Chair), Cllr W Turner, Cllr J Parrott, Cllr L Howard. Cllr B Stamp
Cllr A Connett (DCC), Cllr A Swain (TDC), Juliette Thompson (Clerk)
Three members of the public
001/21 Welcome and apologies for absence:
The Chairman opened the meeting at 7:34 pm. Apologies were received from Cllr C Carr
002/21 Declaration of Interests/Dispensations:
Cllr W Turner regarding 20/02398/FUL – South View Farm, Shillingford St George.
003/21 Open Forum:
Flooding issues in Shillingford Lane were reported and the Chairman said that this was due to be discussed later in the meeting.
A representative for the planning application 21/00149/FUL commented that TDC had misrepresented the planning application: it was not West Pengellys as stated, but Pengellys Farm.
Concerns were raised about the withdrawal of The Outdoors School planning application and Cllr A Swain explained that this was because the application did not actually need planning permission. The Chairman then explained that TDC planning enforcement are looking into the concerns that have been raised.
004/21 Minutes of the Previous Meeting:
It was agreed by all that the minutes of the meeting held on Monday 14th December 2020 were a true and accurate record. The Chairman to sign the minutes.
005/21 Police, County & District Councillors Reports:
Cllr A Connett (DCC) reported a proposed 5% increase in the DCC part of the council tax (which included a 3% increase in adult social care spending). A £300K cut in the highways budget raised concerns for rural areas.
Cllr A Swain (TDC) reported that although finances are a concern, TDC has balanced the budget with £2M of savings, including removing rural aid, the rural skip service, and increasing the cost of the green bin to £35. It is proposed to increase the TDC part of the council tax by £5 for a band D property. Cllr A Swain also reported on the resignations at Dunchideock Parish Council, leaving the council without a Clerk and no quorum.
006/21 Village Hall Report – read by the Clerk Due to the hall closure as a result of COVID-19, most bookings in the busy diary for Dec 2020 and all bookings for Jan 2021 were cancelled. While the hall is not being used there is a weekly check of the hall being formally logged for insurance purposes. This is to ensure there are no areas for concerns regarding the building to be dealt with. The hall cleaner is kindly completing the check. The annual fire extinguisher inspection has taken place in this period. The 5 yearly electrical certificate inspection has been completed in this period. A grant of £200 was secured for the hall via Sally and Councillor Swain from Teignbridge District Council. We have been advised that a grant will be made available to Village Halls in due course. This grant is to cover any losses due to cancellation of hall bookings as a result of COVID-19 during November, December, and January onwards. Village Halls receiving the first grant of £10k after the first lockdown will be forwarded a code to make the application straight forward. We anticipate the grant will be £4K but this is to be confirmed. Following discussions and careful consideration between committee members the decision to go ahead with the grant application is agreed. Replacement tables and chairs for the hall which are lighter and easier to move are still under consideration. A decision will be reached regarding whether a purchase will go ahead when the hall is again able to open. The outside appearance of the hall has been enhanced with the planting of 3 trees, organised by Sally, and with the kind help of Chris Carr in digging the holes. The Village Hall funds are £19,101.00
The Chairman reported that the village hall shed had been broken into again and a fire started, which resulted in the fire brigade being called. Vandals have also broken the nearby seat. The incident has been reported to the Police.
007/21 Matters Arising:
The Chairman described the clear waste app for reporting fly tipping – Cllr J Parrott said that he recommended using the app, as he had reported fly tipping, which was cleared within a few days.
008/21 Parish Matters:
008.1 An update was given on the Shillingford Abbot internet proposal: the next stage is logging names into the portal by the 31st March deadline.
008.2 New guidance on vehicle activated speed signs was noted and the parish council expressed an interest in obtaining a portable sign. A location for the sign would need approval by DCC. Due to the cost (approx. £2K), this would need to be added to next year’s budget, unless grants were available.
008.3 The annual litter pick was arranged for Saturday 13th March 2021.
008.4 The Chairman said that following complaints about mud on the road near to Shillingford Organics, the owners confirmed that they will be using a new vehicle which would result in less mud being left on the road.
008.5 Clerk to report flooding at Shillingford Lane to DCC, as reported by Cllr B Stamp.
008.6 The war memorials grant scheme application is open until 31st March, with grants of 25 – 75% being awarded. Previous quotes had been obtained for the repair of the Peamore memorial of between £3K and £6K, which would put costs out of reach for the parish council. It was suggested that we contact Exminster parish council, as the memorial location is on their boundary, and suggest sharing the costs.
008.7 It was proposed by the Chairman, seconded by Cllr B Stamp, and agreed by all to adopt the following into the Standing Orders to allow the recording of Zoom meetings:
Recording of meetings
Zoom meetings will be recorded to aid the clerk’s minutes and can be made available to members, the press, and members of the public.
008.8 It was agreed by all to reimburse the Clerk a proportion of the cost for completing iLCA. It was also agreed by all for the Clerk to study CiLCA and the parish council to pay a proportion of the cost.
009.1To Discuss Planning Applications:
20/02398/FUL – South View Farm, Shillingford St George
Construction of a new self-catering holiday lodge
The parish council has no objections to this proposal, but comment that this should be the last holiday lodge built on this site.
Works to trees as specified in the attached report
The proposed tree works are appropriate and will improve the garden, therefore the parish council has no objections to this application.
21/00149/FUL – Pengellys Farm, Shillingford Abbot
Retrospective planning application for two workshop units for B2 use
The parish council felt that this was reasonable development of the farm and have no objections to this application.
009.2To note planning applications withdrawn:
20/02128/FUL – The Outdoors School, Shillingford Road, Shillingford St George
Retention of four field shelters and installation of an additional field shelter and two toilet blocks.
20/01161/FUL – South View Farm, Shillingford St George
Construction of a new self-catering holiday lodge
19/00052/ENF – Higher Place Farm, Shillingford St George
There was no update to report – the Clerk to chase TDC.
20/00220/ENF – Exeter Outdoors School, Shillingford St George
Cllr A Swain said that this will be pursued soon by the TDC enforcement officer.
010/21 Finance Update and Expenditure for Approval
010.1 Balance of account as at 31st January 2021 is £4451.71
010.2 It was agreed by all to approve the monthly bank reconciliations for December 2020 and January 2021. The bank reconciliations which will be signed by Cllr J Parrott.
010.3 It was agreed by all to adopt the Internet Banking Policy and to start making payments by BACS.
010.4 The following payments were approved:
£85.00 SLCC Membership renewal
£107.17 One.com Website renewal (to repay the Clerk)
To note payments made since the last meeting:
£380.55 Clerk’s wages, mileage and expenses Cheque no. 200257
£89.00 HMRC PAYE Cheque no. 200258
011/21 Clerk’s Correspondence:
Information on the upcoming 2021 census will be displayed on the website.
012/21 Public Discussion:
It was noted that the planning application 20/01161/FUL had been withdrawn due to drainage issues and the need to move the proposed new lodge.
013/21 Chairman’s Remarks:
The Chairman commented how civilised the parish council meetings were and hoped that this may continue for a long time. He gave thanks to Cllr A Connett and Cllr A Swain for attending the meeting and the advice they gave.
Thoughts went out to the difficulties being experienced by Dunchideock Parish Council.
014/21 Date of Next Meeting – Tuesday 13th April 2021 at 7:30 pm
The meeting closed at 8:59 pm
Agenda and Minutes from 2021 Meetings
Below you will find the agenda and minutes from all Shillingford Parish Council Meetings held in 2021.
Next to each date listed are links to download the files in PDF format. If you require documents in an alternative format please send an email to firstname.lastname@example.org