Minutes for Halwill Parish Council's May 2021 AGM and ordinary meeting
The meeting started at 19:30
Present: Cllrs J Hardman (Chair), J Wilson (JW), R Cristofoli(RC), C Langston(CL), R Livermore(RL),
In Attendance: 3 members of the public & clerk
Election of Chair
Councillor Hardman was proposed, seconded and duly elected as chair for the municipal year to May 2022
Declaration of acceptance of office
The declaration of acceptance of office was duly signed by Councillor Hardman and witnessed by the Clerk
To receive apologies for absence -
Apologies were received from Cllr R Groocock and Ward Councillors P Watson and P Hackett
Election of Vice-Chair
Jamie Wilson was proposed, seconded and duly elected as vice-chair for the municipal year to May 2022
Declarations of Interest - None
To confirmminutes for April 2021Meeting.
The minutes were signed as a correct record by Cllr J Hardman
Governance Documents
1. Standing Orders
2. Financial Regulations
3. Code of conduct
The parish council's governing documents were all re-adopted without change.
Parish Council Structure
To agree the structure for the municipal year 2021/2022
1. P3 - to appoint a P3 coordinator
No one present wished to be the P3 coordinator. The Clerk will ask Pennie Channing if she will do it. [She said "yes"]
2. Any new committees to be formed - terms of reference and membership
An executive committee to help organise a car boot sale on the car park or playing fields was set up. Membership to be the organisers of the Halwill Community Market and Councillor J Hardman.
3. To appoint a Parish Hall committee representative
Councillor Christofoli was appointed as Hall Committee representative.
4. Co-option of new councillor
No one has put their name forward. Carried over.
Financials
Financials
Financial report
The Clerk circulated a financial report and budget to date sheet.
To agree bank signatories for 2021/2022
It was agreed to add Councillor J Wilson as a cheque signatory following the resignation of Cllr V Osborne
Audit statements
To approve the Annual Governance Statement for 2020/2021 in accordance with The Accounts and Audit Regulations 2015
The Annual Governance statements were read out and it was resolved to accept the Annual Governance Statements for 2020/21.
To approve the Annual Accounting Statements for 2020/2021
The Annual accounting statements were read out and it was resolved to accept the Annual Accounting Statements for 2020/21.
To approve exemption from audit
It was agreed to ask for an exemption from external audit as both income and expenditure were well bellow the £25,000 limit
To approve the following payments:
The following payments were approved
Date | Company | Amount inc VAT | For what |
13/05/20 | D C Osborne | £379.16 | Pay 1 month |
13/05/20 | D C Osborne | £14.39
| Zoom subscription |
13/04/21 | BHIB Insurance | £434.74 | Annual insurance fee |
13/05/21 | GDL Garden Services | £52.50 | Grass cutting |
Current Account Total For month inc VAT: £880.79
Current Account Total for month ex VAT £880.79
Current Account VAT Total for month: £0
Clerk's Total For month: £393.55
Standing Orders were suspended to allow the public to speak.
D Trout asked about the kissing gate at the end of the embankment path. The gate was installed under an agreement with Devon County Council which has now lapsed. The gate was removed as it made it difficult for cyclists to get through. A former councillor has the gate.
A representative of the Halwill Community Market asked the council about holding a car boot sale on the playing fields or car park. The Parish Council is willing will hold it in it's name as the event would then be covered by the PC's insurance. A committee consisting of members of the community market and the chair of the parish council. The Last Saturday in July should avoid a clash with the football club or other events.
Standing orders were reinstated
Clerk's&Councillors' announcements
The clerk reported that he had received abuse fro a parishioner who was unhappy at a decision of the Parish Council: "Shouldn't be allowed", he said.
JH brought up the trophy cabinet for the Hall. JH will look at options. Agenda Item for next month
Action List - matters arising
There were no outstanding matters from April
Minute No. | Item/Description | Action By | Target Date | Status/Note |
2021/Mar/8 | Traffic Speed | Clerk | April | Completed |
2021/Jan/7 | Car park sign | Clerk | February Meeting | Completed |
2021/Jan/8 | Recognition for Barry Parsons | Clerk/Chair | February Meeting | Holsworthy will lead a Ward response. Wording for Scroll TBA |
2020/Mar/6 | CEP review. Set up new committee | Unassigned | ongoing | open |
2020/Mar/10 | Complete work to pump track | Active Halwill | ongoing | 01/04/21 |
2020/Jun/10 | Parish litter pick | Clerk | Spring | Completed |
2020/Nov/3 | Wreath laying to be open to a wider range of people | All | 01/11/21 | Just a reminder |
2020/Feb/9 | Landscaping area at end of car park, quote of £1,400 | Clerk | 01/03/21 | Completed |
Work at the end of the car park
The soil has been levelled and grass seed put down.
JW reported that the concrete slab for the gazebo will need to be thickened at the edges which is a skilled task. Dave Hockin can deliver stone for £22 per tonne delivered for a 16 tonne load. Dave Hockin will lay the stone and concrete for £1,800 (the PC to supply he stone). We will need Heras fencing to protect the site.
RL will talk to the properties in Station road which will be near gazebo.
It was resolved to make a budget of £2,000 available for the first stage of the work.
Grass cutting and parish warden contract.
It was resolved that Garry Letheren would be the new Parish Warden.
The Parish Council received a request from J Lawlor for help with the cost of grass cutting at Halwill Church. This request came too late to be on May's agenda. The Parish Council was informed by a member of the PPC that the church has ring fenced funds for grass cutting.
Speed display sign for the parish. Do we want one (or more)? Location? Funding.
The Highampton Parish Council's speed sign cost £2,000. Devon Highways has no objection to the parish council installing one. It was agreed that the parish would benefit from a speed sign. It was agreed that the Community SpeedWatch should be consulted about where to place the sign as they have relevant knowledge of the restrictions that apply to the siting of such a sign.
Planning
To consider the Proposal from Black Torrington Parish Council for a standard response to planning applications.
The Parish Council did not see a need for a standard response.
Torridge District Council, the determining authority, has asked for comments on the following applications:
Reference: 1/0423/2021/FUL
Proposal: Retrospective extensions and replacement garage
Location: Woodhayes, Halwill Junction, Beaworthy, Devon
Deadline for comment: 15th May 2021
Reference: 1/0290/2021/OUTM
Proposal: Outline application for up to 41no. dwellings with all matters reserved except access
Location: Land At Holly Lane Farm, Halwill Junction, Devon,
Deadline for comment: 15th May 2021
The parish council objects to this application. This application has been called in. Councillor J Wilson is willing to speak on behalf of the parish council at the plans committee meeting
Correspondence -
Reopening of public toilets
- The toilets are now open
Car boot for Halwill Community Market
- Discussed above
Airband talk
- Agenda item for June
Memorial bench for Marjory Wannacott.
- Agenda item for June
Request for help with maintenance at the churchyard
- Agenda item for June
Grass cutting opposite the Junction Inn
- Gary Letheren will be asked to cut the grass
Matters to be raised for information only
None
To confirm the date of thenextmeetingof the Parish Council
The next meeting will be the parish council meeting on June 10th 2021 at 19:30 in the Parish Hall.
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