Minutes of the Meeting held on 2 October 2008
At The Square Corner, Uffculme
D Wells, Chairman
PRESENT: D Brandon, M Hilson, G Chilcott, D Johnson-Garfield, B Edwards, M Pollard, E Hagelstein
APOLOGIES FOR ABSENCE – Cllr Cooper (illness), Cllr Foster (family), Cllr Hignett (vacation), Cllr Pengilley (family), Cllr Poynton (work commitments)
MINUTES OF MEETING HELD ON 4 September 2008 - Amended, Approved and signed as a correct record.
1. September Financial Statement - Approved as official Council Minutes
2. Audit – 2007/08 Accounts – the audit has been completed and the External Auditor has issued an Unqualified Audit Certificate. Statutory notices and the Annual Return have been posted on the noticeboards in accordance with the Audit Commission Act 1998 and the Accounts & Audit Regulations 2003
3. Ashill Village Hall – Land Acquisition (S106 Monies)
· Completion monies and all related fees were paid to Ashfords on 22.9.08
· The Transfer will now be completed and Ashfords will then proceed with Registration of Title
BURIAL BOARD MATTERS -.
UFFCULME PARISH COUNCIL POLICIES & PROCEDURES
1. Planning
· An amended Draft Planning Response Policy was circulated to all members incorporating suggestions made by the MDDC Solicitor and Planning Dept. However, further comments have now been received from MDDC and from the DAPC and these need further consideration. Given these issues, and the fact that only eight Councillors were present, the Chairman proposed that adoption of the Policy and the election of a Planning Committee should be deferred until the November meeting and this was agreed
· The following Councillors have indicated their willingness to serve on the Planning Committee: Cllrs Chilcott, Edwards, Johnson-Garfield, Pengilley, Pollard and Wells.
· DCC Bridleway No. 1 – Violet Lane – a site visit was held on 23.9.08 with Mr & Mrs Waller, representatives of DCC and Cllr Hilson. It was agreed that the Lane would have unrestricted access, although the gates will remain, in an open position, and will only be closed to contain the movement of stock. DCC will carry out works on the Path including the removal of the “puddle” to make it easily accessible.
· WCA 1981 – Sch 14 Application – Footpath over fields east of Five Fords Farm, Uffculme – (pg 2979, 2991) – DCC have undertaken an informal consultation on this path, that was extinguished in 1949 without ever being included on the Definitive Map. Cllr Hilson was of the opinion that the Council should offer no evidence in respect of re-opening the path and that the application by the Devon Green Lanes Group should not be supported. It was further noted that its non-existence was used in evidence to support the current Modification Order in relation to Violet Lane. A proposal by Cllr Hilson, seconded by Cllr Johnson-Garfield, to respond to DCC in the way indicated above, was agreed by the Council.
2. Projects at the War Memorial Recreation Ground (Cllr Brandon)
· Play Area – installation of the play equipment is almost complete and the Teen Shelter erected. One item of the outdoor gym equipment is to be replaced as its operation is not functioning correctly. A litter bin is to be sited in the area. MDDC has now concluded an agreement with Barratts and the payment of £22.5k should now be released. A request has been made to D Scott (MDDC) for a cheque for £6k to be made payable direct to Viridor Credits to cover the third party funding of the UEL grant.
· Bowling Club Extension & Public Toilet – the MDDC Capital Strategy & Asset Management Group meeting of 5.9.08 resolved to recommend to the Executive that the £28k Uffculme Community Project monies be made available to offset the shortfall in the District’s Capital programme. Cllr Brandon attended the Executive Meeting on 2.10.08 and successfully argued that this decision be reversed given that the monies are to be used, and are an integral part of, the funding for the Bowling Club/Toilet project. Planning consent was granted by MDDC on 23.9.08 and an application for funding is shortly to be submitted to UEL.
3. Uffculme Central – The Square
· Design – Jill White at DCC has been granted funding to carry out a design study for the Square and this work will be closely co-ordinated with DCC Highways.
· Disabled Parking Space – Mr Rigby – Flat 4b – DCC has contacted the Council and given the option of either marking the bay in the off street parking area that forms part of the Square or on the highway outside the resident’s address. Council was concerned at any precedent that might be created by allocation on the Square and it was agreed to request the bay be marked on the highway
4. L M Feedmill
· Cllr Hagelstein informed Council that she had received an increased number of odour complaints and had contacted the Mill Manager to request a meeting. The Environment Agency was to carry out tests at the Mill in early October as part of the Licence conditions under which the Mill operates. It was agreed that it would be more beneficial to hold a meeting after the test results were known and this will be arranged.
· The Clerk reported that he had been in contact with the EA and had spoken directly with Mr Rob Tratt who is the Senior Officer responsible for the Mill. He advised that it was likely that the Council would be writing officially to the EA in the near future regarding operations associated with the Mill
5. Landfill Site at Broadpath
· Cllr Hagelstein reported on the 8.9.08 Liaison Meeting.
· Proposals to widen the road at Downs Farm junction were tabled. £28k is available from a planning agreement with the landfill site relating to excess lorry movements over permitted allocations
· Road by landfill site at Broadpath to be repaired
· Plant at Hillhead Quarry demolished, site closed except for storage. The current economic downturn has put movement of plant from Blackhill to Houndaller on hold, as is the project to widen Clay Lane
6. Allotments/Allotment Gardens
· The Clerk met Mrs Johnson on 8.9.08 to update the current position
· Requirements of the AHA – 1-1.5 acre of land, around 30 plots, within reasonable distance of the village, water on site and the availability to erect small sheds etc. Holders would be willing to pay from £35 to over £50 per annum rent.
· Possible Sites – the Clerk and Cllr Chilcott will now prepare a list of potential sites and investigate the feasibility of obtaining one of these for allotments. (Cllr Poynton would be contacted with regard to an identified site at Clay Lane)
7. Meeting with DCC – Update on Action Areas
· The Clerk met with the DCC Chief Executive, P Norrey, on 26.9.08 and this included a tour of Uffculme and visits to areas discussed at the original meeting. Clearly, contact with DCC has raised the UPC profile.
Landfill – Delayed Issues and Options Report for the Devon Waste Plan, possibly due to LGR issue. DCC has not had any direct contact with Viridor over the Plan. With the Exeter Waste to Energy Plant now at the procurement stage and expected to be on stream in 2010, and the Plymouth plant now agreed and available in 2014, there will be a significant reduction in Devon’s requirement for landfill, very quickly. It may well be that any consideration of Hillhead might be unnecessary. (Note: – each W2E Plant will process in excess of 60k tonnes a year, reduced to 5k tonnes ash residue)
L M Feedmill – could use effects of Mill as a lever for expenditure on highway issues. Under investigation
Traffic – Magelake footpath extension will be funded. HATOC to consider extension of the 30 mph limit to Yondercott Farm.
Car Park – identified disused garage site was visited. Capital programme if Unitary Authority!
Allotments – DCC “Green Fund” – “Investing in Devon”
School Sports Facilities – the Director of Children’s & Young Peoples Services is to contact the Head on other issues and is to suggest that contact is made with the Parish Council. Public use was not stipulated in the funding agreement but it was part of the justification for the project
Policing – will contact Chief Constable direct with regard to a permanent Beat Manager
Response Times – Clerks will be included on the Intranet Access List to DCC Officers. Highway contacts exceed 10k a month, and additional personnel have been recruited
Unitary Devon – see DCC response on website. (Note – DCC Staff numbers 25000, less than 5% work at County Hall. Districts employ around 4000)
BOUNDARY COMMITTEE – UNITARY DEVON – REVIEW OF LOCAL GOVERNMENT IN DEVON
Boundary Committee Report and Proposals – Response by UPC
To Determine and Approve the UPC Response to the Boundary Committee
Circulated prior to submission on 22.9.08. Proposed Cllr Hilson, seconded Cllr Johnson-Garfield. Approved and adopted as official Parish Council Minutes.
Responses from DCC, MDDC, DAPC and Blackdown Hills Parishes have been received
1. DCC Issues – (pg 2992, 2993) – Cllr Hilson reported that he had responded to Tony Matthews (AEE) on the issues discussed and responses agreed at the October Council meeting. He is currently in discussion with colleagues within the Highways Section and detailed considerations should be available at the November meeting. The issues are:- Coldharbour/Commercial Road; The George and Commercial Road; The Square (see above), Footway at Magelake
2. Road Closure – Mill Lane, Ashill – 20-24 October
CORRESPONDENCE
1. Information Available
MDDC Planning Training – October 2008
DCC Junk Mail – Summer 2008
DAPC Newsletter – September/October 2008
DCF Focus – Autumn 2008
MDCSP Culm Local Action Group – 23.09.08 – Minutes 15.7.08 meeting and Action Plan
Viridor WM – Liaison Committee Minutes 8.9.08 and 8.12.08 Agenda
Devon & Cornwall Police Authority – Liaison Meetings – October 2008
CCLA COIF Investment Fund – Report and Half Year Accounts to 30.6.08
Culm Valley Senior Council – Meeting 3.10.08 - Willand – “Supporting Your Community – The Culm Valley Way”
Standards Board for England – Town & Parish Standard – September 2008
2. British Telecom – “Adopt a Kiosk” Programme
· Council noted the scheme in operation within the context of MDDC’s application for “Listed Status” for the Red Telephone kiosk at Craddock Cleave
3. DCC – County Minerals Core Strategy
· The latest update newsletter No 6 explains DCC’s informal consultation on “Refreshing the Vision and the Objectives” for the Minerals Core Strategy and possible changes to its scope. The Clerk will review the consultation paper and comment, if appropriate
1. Applications
· Sub Committee recommendations ratified by Full Council (proposed Cllr Chilcott, seconded Cllr Hilson)
· Sub Committee Report for the period 22 August – 22 September 2008 - appended to and forms official Council Minutes.
· 08.1338 – Kent Farm Care Home – Extension – Cllrs Hagelstein and Pollard both declared prejudicial interests and took no part in the discussion or decision making process. Cllr Brandon has requested this application be “Called In” at MDDC so as to be determined by the Planning Committee and not by Officers through delegated powers
2. Outstanding Applications
· 08.1338 – Kent Farm Care Home (Revised Drawings) – it is understood that MDDC will be requesting the applicant to resubmit a design (Cllr Brandon). The Council’s previous comments in relation to the proposed height of the extension and some loss of car parking space remain unchanged. No further comment at this stage
· 08.1724 – South Farm, Blackborough – Erection of Two Buildings for Holiday Accommodation – a site visit had been undertaken by Cllrs Wells and Chilcott. Although the proposals include the demolition of barns and are not adjacent to the existing complex, the dwellings would not be visible or intrusive. Recommendation – approval
· 08.1762 – 8 Culm Valley Way – Conversion of Integral Garage to Ancillary Accommodation – it was noted that the applicant had excavated a further parking space adjacent to the driveway. Recommendation - approval
3. MDDC – Decision Notices/Permitted Development/Withdrawn Applications/Appeals – (see Planning Report above).
· 08.1328 – Uffculme Bowling Club – Extension/Public Toilet – approved
· 08.0915 – Mill Cottage Workshops, Coldharbour – Conversion to 2 Dwellings - approved
4. MDDC – Town & Parish Council Planning Consultations – MDDC has confirmed that no changes will be made to the procedures in relation to consultation with Town & Parish Councils, who will continue to receive paper copies of applications.
5. MDDC – Allocations and Infrastructure Development Plan 2009 – newspaper reports have indicated that land at Bridwell Avenue (Halberton Parish) has been identified by potential developers to be considered for development should more land be required for housing in the Plan period. This is only one of a number of sites in Mid Devon and is currently only a suggestion for consideration. MDDC Website gives details of all sites and a public consultation will take place next year before any potential site is confirmed within the Plan
1. Council Website – Cllr Hilson reported that Cllr Cooper had advised that e-mail addresses are going “live” on the website and individual Councillors will receive e-mails direct from the public to their own computers. Replies can be made to the correspondent without the Councillor’s own e-mail address being published
2. Magelake Car Park Project (Cllr Johnson-Garfield)
· Members of the Committee met with the Architect (Lateral Design) on 9.9.08. After walking the site and the surrounds a number of issues were discussed that may be incorporated within any design. These included making the most of the good relationship with Uffculme Compost Magic; tidying up the area adjacent to he car park site; provision of a footpath with subdued lighting between the car park, the hall and football pitches; either one or two road entrances; surface types (including paving); drainage; marked bays; and access for coaches.
· A topographical survey has now been carried out by Vertexe Ltd and Lateral Design will now work two or three alternative designs for consultation. It is anticipated that the work will be carried out in May/June 2009, during the football close season, funds permitting. It was noted that a speed restriction along Magelake would be of assistance when negotiating entrances to the car park with DCC Highways
COUNTY COUNCILLOR’S REPORT (Cllr Radford)
1. Sign at Coldharbour Traffic Calming – Cllr Radford and the Clerk have been contacted by Mr Ward. The Clerk has personally replaced the sign but it continues to be hit by passing HGV traffic. DCC to be requested to alter position of the sign and ensure undergrowth is cut back to allow full visibility of signage for oncoming traffic.
2. Investing in Devon – “Allotments” seem to find favour at DCC from the “Green Fund” and if UPC can locate a site an application will be made for funding.
3. Street Light – Pole No. 35 – Commercial Road – intermittent problem. To progress
DISTRICT COUNCILLORS’ REPORTS (Cllrs. Brandon, Chesterton and Hull)
1. Recycling Issues
· Cllr Hilson raised the question of non-collection of plastic bottles and cardboard given recent substantial price increases in the value of recycled materials. Mid Devon Community Recycling has confirmed that collection of plastic bottles could be undertaken but it is not within the contract negotiated with MDDC
· Cllr Radford advised that there was insufficient vehicle capacity and that cardboard had been substituted to allow collection of plastic milk bottles. Consultants were currently conducting an investigation into recycling issues and their report is awaited. The matter will be progressed by our District Councillors within the context of MDCR being a non-profit making organisation whose surpluses are passed to MDDC
NEXT MEETING – THURSDAY 6 November 2008 – The Square Corner – 7.30 pm
Minutes of the Meeting held on 4 September 2008
At The Square Corner, Uffculme
D Wells, Chairman
PRESENT: D Brandon, R Hignett, G Chilcott, M Hilson, A Cooper, D Johnson-Garfield, B Edwards, L Pengilley, G Foster, M Pollard, E Hagelstein, J Poynton
APOLOGIES FOR ABSENCE – none
MINUTES OF MEETING HELD ON 29 July 2008 - Approved and signed as a correct record.
1. August Financial Statement - Approved as official Council Minutes
2. Audit – 2007/08 Accounts – the External Auditor has requested additional information in relation to the significant decrease in “Staff Costs” during the year, following the retirement of the Street Cleaner. The relevant details were forwarded on 10.8.08 and a response and conclusion of the Audit is awaited.
3. MDDC - Ashill Village Hall – Land Acquisition (S106 Monies) – Ashfords have advised that all the relevant documentation has now been signed and the only outstanding matter relates to a bank confirmation in relation to the vendors. Completion is, therefore, imminent.
4. DAPC – proposed subscription for 2009/10 - £478 – to be confirmed at the AGM
BURIAL BOARD MATTERS -.
UFFCULME PARISH COUNCIL POLICIES & PROCEDURES
1. Planning
· A Draft Planning Response Policy encompassing the Council’s Procedures and Adopted Policies was circulated to all members with the meeting papers. Copies have also been forwarded to the MDDC Solicitor and to the DAPC for their comments.
· It is intended to adopt the final document at the next Council meeting on 2.10.08 and Councillors were requested to review the draft and pass any comments to the Clerk by 19.9.08. A new Planning Committee (under revised procedures) will be elected at the next meeting with a view to holding the first meeting of that Committee in mid October, dependent on applications received. From the 6.11.08 meeting of the Full Council, a Planning Committee meeting will be held on the same evening and, given time constraints, it may become necessary to commence Full Council at 7.15 pm.
· DCC Bridleway No. 1 – Violet Lane – Modification Order to Restricted By Way status confirmed by DCC on 29.7.08.
· F/p No 2 Moorcroft, Ashill – Public Path Diversion Order and Definitive Map Modification Order confirmed by DCC on 29.8.08.
· F/p No. 1 (Extinguished) Fivefords Farm to Penslade Dairy (pg 2979) – details are awaited from DCC on this Schedule 14 Application by the Devon Green Lanes Group. As the extinguishing of this path and its deletion from the Definitive Map in 1949 was used in evidence to support the status of Violet Lane, Cllr Hilson was of the opinion that the Council should offer no evidence in support of the re-opening of F/p No.1.
2. Projects at the War Memorial Recreation Ground (Cllr Brandon)
· Play Area – clearing works at both sites have been undertaken by Messrs Salter, Kingdon and Lucas under the guidance of Cllrs Brandon and Pollard. Wicksteed Leisure has now commenced work on the installation of the equipment and the Teenage Shelter has been erected and will be concreted in this week. Monies for Third Party Funding will be received either direct from Barratts or MDDC this month and the Clerk has confirmed all documentary and finance procedures with the Secretary of UEL
· Bowling Club Extension & Public Toilet – planning application ref 08.1328 was lodged with MDDC on 18.7.08 with the public consultation period running to 22.8.08. It is anticipated that planning approval will be granted within the next three weeks. The process of a funding application to UEL will then be undertaken and the Clerk has already discussed the likely VAT implications with the Secretary. If a funding package can be approved then it is hoped that the works will be carried out and completed during the current financial year.
3. Uffculme Central – The Square
· Design – a meeting has been held with Jill White, DCC Urban Designer, that discussed a number of options that could be considered, but these were only in embryonic form. She is waiting to obtain clearance to proceed with a more detailed report that will also incorporate the land at Ayshford Green. It was noted that any scheme would need the agreement of three local authorities, DCC, MDDC and UPC who all own parts of the area under consideration.
· Litter Bins – two new litter bins have been installed
· Disabled Parking Space – the Council has received a request from Mr Rigby of Flat B, 4 The Square, for a reserved car parking space in The Square as he is seriously disabled and has difficulty in parking close to his home. The Square Sub Committee had some sympathy with this request, but noted that the County Council had still not determined a request to them for a space, and it was felt that this outcome should be awaited before the Council gives further consideration. Concerns were expressed as to the dedication of a reserved space in terms of setting a precedent and Cllr Pollard suggested that a general ‘disabled only’ space may be a compromise. The Clerk will write to Mr Rigby
· Traffic Issues – DCC has considered the implications of routing traffic along the east side, but due to turning manoeuvres required for buses and refuse lorries this option would take the majority of the central parking area in The Square. Any such scheme would, therefore, require the buses to continue to use the existing route along the north side of The Square. The Sub Committee will review this matter with Jill White within the context of the overall plan. With regard to the problems of parking on the south side of The Square, DCC consider that advisory road markings (white lines) would not deter parking and waiting restrictions (yellow lines) are the preferred option. However, Councillors were uncomfortable with yellow lines at the outset, Cllr Foster arguing that this would set a precedent for other requests in the village and Cllrs Pollard and Poynton citing enforcement issues. Cllr Hilson was prepared to accept either option and it was agreed that DCC be requested to paint white lines in the first instance, on the areas of road already agreed at a previous meeting, and monitor their effectiveness
4. Allotments/Allotment Gardens
· (see pg 2979)
· The Clerk will meet with Mrs Johnson on 9.9.08 to be updated on the position with regard to the newly formed Allotment Holders Association. Minutes of the Public Meeting have still not been received and a letter from the AHA to all attendees of that meeting has not been copied to Council
· It was felt that matters were not being conducted in a cohesive manner and that focus and direction was needed. Therefore, a clear statement will be requested from the AHA as to their requirements etc, - how many plots, size, location boundaries, facilities required on site and an indication of how much rent that holders would be prepared to pay
· Notes of the meeting with DCC on 20.8.08 were circulated to all Councillors and adopted as an appendix to the official Parish Council Minutes, on a proposal by Cllr Brandon, seconded by Cllr Pengilley
· The Clerk briefly reviewed the areas discussed and the actions agreed at the meeting. The participants agreed that the discussions were positive and of benefit to both Councils. It was noted that the Clerk is to have a further meeting with the DCC Chief Executive that will include a tour of Uffculme to look at the issues raised.
· Council will be kept fully updated on the progress of the actions agreed.
UNITARY DEVON – BOUNDARY COMMITTEE REPORT AND PROPOSALS – UPC Response
Further correspondence had been circulated to all Councillors together with a letter from the Leader of DCC. Issues raised with DCC representatives on a “Unitary Devon”, at the 20.8.08 meeting, were noted.
The Chairman had prepared a draft Proposed Structure for a Response to the Boundary Committee and this was used as the basis for the Council to agree the main points that would be included in that response. (see also pg 2980)
Council debate determined the following points for inclusion:
· A key element of the two tier system, local access to the suppliers of services, must be retained under a Unitary
· Rural Parishes are not best represented by Town dominated Community Boards
· CBs must have decision making powers in relation to delivery of services and budget expenditure at Parish/Town level
· UPC to propose separate Town & Rural CBs – possible Upper Culm Valley Board centred at Uffculme, given its unique criteria
· CB structures and powers must be enshrined in the Statutory Instrument that would set up any Unitary Authority
· The five key criteria set by the Secretary of state should be robustly challenged where appropriate
· Centralisation of services currently delivered by Districts into a Unitary would be contrary to government policies to devolve services to P/T Councils
· If CBs cannot be established within UPC guidelines then Parish & Town Councils should be strengthened
· Two-Unitary proposal - (Exeter and Exmouth) is considered unviable for the remainder of Devon and is opposed on financial, functional and cultural grounds. In practice Exeter’s hinterland stretches across the County (eg travel to work area)
The Chairman, Vice Chairman and the Clerk will prepare a response that will be circulated for comments. Deadline for submissions to be received is 26.9.08
1. DCC Issues –
· The Square – (see above)
· The George – DCC has recognised that problems exist, not only with the footpath but also traffic flow, parking and pedestrian access to the Post Office Stores. DCC design consultants have been instructed to investigate options and their estimated costs for discussion with the Parish Council, and this work is awaiting scheduling.
· Footway at Magelake – overall costs for the scheme have now been estimated at £13,600 including a bridge over the stream, kissing gates, fencing in the field, drainage and a hardened surface throughout. It was suggested that discussions should now take place with the landowner on the options available and funding issues should be resolved quickly following the assurances given at the recent meeting with DCC. Council agreed that the matter should be progressed at the earliest opportunity.
· Coldharbour/Commercial Road –
Options to install a central island and/or to narrow the carriageway on the west side have been investigated but due to the requirements of the refuse vehicle these have been considered unlikely to be an effective deterrent against resident’s vehicles leaving Coldharbour in the wrong direction.
DCC has proposed that by formalising this manoeuvre, making the northern end of Coldharbour two-way with associated road markings, it would be likely to overcome the Council’s concerns. However, the Council was extremely dubious as to the wisdom of traffic entering Commercial Road given traffic speeds, HGVs and the changes to the priority scheme and “keep clear” area that would be required. In addition the scheme would result in loss of parking space for residents that would be likely to prove unacceptable.
The Chairman suggested that members consult the drawings from DCC and undertake a site visit to the area prior to the next meeting. The Clerk noted that a response to DCC was required and that Cllr Hilson should suggest to DCC that the residents be contacted in the first instance giving them the option to either cease exiting on to Commercial Road or to lose their current parking areas under the revised scheme. Consideration could also be given to Coldharbour becoming “Access Only” with through traffic diverted via Russett Lane.
2. Road Closure – Three Elms – Oak View – 8-10.10.08
CORRESPONDENCE
1. Information Available
MDDC Views n News – Tenants Newsletter – Summer 2008
MDDC State of the District Debate – 10.09.08
MDDC Mid Devon Talk – Autumn 2008
DCC Devon Talk – Autumn 2008
DCC P3 Drop In Days – 10.09.08 – Broadhembury
CCD Village Green Issue 113 – September 2008
CCD CCD Review 2007 – 08
CCD 2008 Rural Communities Conference – 22.10.08
CCD 2008 Community Buildings Training Programme
CCD Powering up Communities – Training Events – Oct/Nov 2008
DAPC AGM – 27.09.08 – Minutes of 2007 AGM
DAPC Annual Report 2007/08
DAPC SW Lifelong Learning Network Conference – 11.09.08
DAPC Councillor Achievement Award Scheme – (Democracy Week 2008)
DAPC/DPFA Managing, Maintenance, Inspection of Playgrounds & Recreation Areas – Training course
NALC Clerks & Councils Direct – Issue 59 – September 2008
NALC Local Council Review – September 2008
MDCSP Uffculme Project Working Group Minutes 10.07.08 – Action Plan
Blackdown Hills AONB – Countryside Events – Autumn/Winter 2008
Blackdown Hills AONB – Management Strategy 2009 – 2014 – (Consultation Draft)
Devon Link – Newsletter – July 2008
Viridor WM – Liaison Committee Minutes 28.05.08 – next meeting 08.09.08
Royal Devon & Exeter NHS Trust – Newsletter – August 2008
SW Ambulance Service NHS Trust – Newsletter – June 2008
Devon & Cornwall Police Authority – Local Policing Summary – Devon – 2008/09
2. MDDC – Consultation by BT on proposed removal of Public Payphones
· MDDC’s draft decision to recommend retention of both the Blackborough Village and Craddock Cleve phone boxes now confirmed as its final decision
1. Applications
· Sub Committee recommendations ratified by Full Council (proposed Cllr Edwards, seconded Cllr Pollard), subject to 08.1338 noted below
· Sub Committee Report for the period 26 July – 21 August 2008 - appended to and forms official Council Minutes.
· 08.1338 – Kent Farm Care Home – Extension – the Planning Sub Committee will make a site visit and reassess its comments following representations by residents at Meadow View who consider the height of the extension would severely reduce natural light. The consultation period on this application has been extended due to failure to adhere to statutory procedures.
2. MDDC – Decision Notices/Permitted Development/Withdrawn Applications/Appeals – (see Planning Report above).
· 08.1227 – Industrial Units at Bridge Works - Withdrawn
3. MDDC – Town & Parish Council Planning Consultations – awaiting official decision from MDDC. (pg 2981)
1. The Phone Book – the Clerk has contacted Mrs Browning and a response has been received from the Head of Parliamentary Affairs at BT. All BT subscribers can obtain an Exeter/East Devon Directory free of charge upon request from BT, referring to the agreement made between BT and UPC. It has also been confirmed that customers right next to the boundary of two directories will appear in both books
2. Doggie Bins at Wellands Close and College Green – installed
3. Schedule of Future Meetings – circulated to all members and posted on noticeboard
4. L M Feed Mill - the Clerk referred to representations made at the Public Session and both he and Cllr Hagelstein confirmed a notable increase in complaints relating to both odours and HGV movements. This item will be placed on the October Agenda
5. Police Matters – PC Dave Waller attended and reported:
· Significant improvements at Uffculme and Highland Terrace in particular. Much less anti social behaviour.
· No drink problem in Uffculme. Little under-age drinking
· Assisting Children’s Activities – attempt to obtain access and use of school sports hall twice a week
· A Neighbourhood Beat Manager to be appointed in this area – predominantly for Uffculme
· Investigating facility for a “Youth Club”, monitored by Youth Workers – meeting 15.9.08
COUNTY COUNCILLOR’S REPORT (Cllr Radford) - apologies
DISTRICT COUNCILLORS’ REPORTS (Cllrs. Brandon and Hull) - Cllr Chesterton - apologies
1. MDDC – State of the District Debate – 10.9.08 – to consider the Local Government Review process and the report of the Boundary Committee
NEXT MEETING – THURSDAY 2 October 2008 – The Square Corner – 7.30 pm
Minutes of the Meeting held on 1 July 2008
At Ashill Village Hall
D Wells, Chairman
PRESENT: G Chilcott, M Hilson, A Cooper, D Johnson-Garfield, B Edwards, L Pengilley, G Foster, M Pollard, R Hignett
APOLOGIES FOR ABSENCE – Cllr Brandon (work commitments), Cllr Hagelstein (family), Cllr Poynton (family)
MINUTES OF MEETING HELD ON 27 May 2008 - Approved and signed as a correct record.
1. June Financial Statement - Approved as official Council Minutes
2. Audit – 2007/08 Accounts – Audit date 16.6.08. No representations from the public. Comment awaited from the External Auditor
3. Charity Commission Annual Return – War Memorial & Recreation Ground – submitted on line 20.6.08
4. MDDC - Ashill Village Hall – Land Acquisition (S106 Monies)
· The “Sealed Scheme” became effective on 19.5.08 and has the force of the law. It will be published for a period of three months on the Charity Commission website, therefore making it unnecessary for the Trustees to publicise the Scheme now that it has been sealed.
· Ashfords (Solicitors) are proceeding with the Land Transfer now that funding for the legal fees has been agreed and completion is expected in a matter of weeks
· Cllr Foster has met with the Architect, with regard to the proposed car parking and amenity area, and it is likely that amended drawings will be submitted to MDDC for approval (ref. 07.0363).
BURIAL BOARD MATTERS -.
UFFCULME PARISH COUNCIL POLICIES & PROCEDURES
1. Planning – the Council is currently reviewing its planning procedures so that they may be updated in line with current best practice. Following recent advice and guidance by NALC and DAPC, and forthcoming advice from the MDDC Solicitor, it is likely that the current Sub Committee system where decisions are ratified by Full Council will be replaced with a more formal Planning Committee that would be autonomous and meet in public twice a month. The Chairman and Clerk are currently working on a revised policy document and the details of the change, and this will be submitted to the Council for approval as soon as it is available.
2. Public Session – NALC guidance in Circular L11-07 indicates that public participation sessions should form part of the agenda of a Parish Council meeting, should be minuted, and a record made of the identities of those who make comments during the session. Most Councils do not adopt this practice and procedures relating to public sessions vary widely. As such the NALC is now engaged in a review of this guidance as it is proving impractical. The Clerk has taken advice from DAPC and as the Council has not adopted Para 12(2) within its revised model Code of Conduct, it is completely legal for it to continue operating its public session outside the confines of the formal Council meeting.
3. Meeting Day – with the increased work levels and formal meetings associated with the revised planning procedures and the need to meet both internal and external notice days and deadlines, the Chairman and the Clerk proposed that Full Council meetings be changed to Thursday evenings. There was a general consensus of agreement to this change, and the Clerk will now work out the logistics before determining the week of the month in which meetings will be held.
· DCC Bridleway No. 1 – Violet Lane – a second Public Inquiry will be held on 15.7.08, but although it will be represented, the Council is not expected to present any new evidence (pg 2965). (Note: only new evidence can be submitted and all evidence presented at the original Inquiry remains live.) Statutory Notices have been posted
· Footpaths Report
F/p No 2 Moorcroft, Ashill – no objections have been notified. Diversion Order to be confirmed.
F/ps 17/18/19 Hackpen – bridge repairs on F/p 19 will be undertaken with DCC making a contribution. The bridge demolished on F/p 20 will be reinstated in its original position
2. Projects at the War Memorial & Recreation Ground
· Play Area – UEL has agreed to fund this project in the sum of £60k and approval has been received from Entrust. Funding agreements have been sent to the Council and will be signed this week by the Clerk and Cllr Brandon. The release of Barratt’s £22500 to MDDC is a step closer with confirmation that their Solicitors are actively pursuing the land transfer at Highland Park.
· Bowling Club Extension & Public Toilet – final plans are being prepared by Charles E Ware & Son and these will form the basis of a planning application to MDDC. Cllr Brandon has requested quotations for the works from various firms including Project SW and Layzells.
3. Uffculme Central – The Square
· An “Update” paper dated 25.6.08 was circulated and noted.
· Steve Densham of MDDC Estate Management has met with Councillors on site. He will locate the MDDC Conservation Area Development Plan, review earlier files and the detailed survey already carried out. He will also contact DCC and Highways and assist the Council in any way possible. The green area adjacent to Ayshford is also in need of attention and it was agreed that this should be incorporated into the Square environment.
· The Overall Policy outlined in the document was endorsed by Council
· Current Works:
Plant seat, Pedalpark, Baskets, Troughs, Flowers all in place. Hose pipe and accessories purchased.
Flagpole and Oak Posts erected and slates on Shambles repaired
K & A Hutchings will continue to fly the flags on the appropriate days. New flags to be ordered including a Devon Flag for continual use
Litter Bins ordered; Co-op Bins to be further enclosed
Fingerpost to be ordered; Direction indicator names agreed.
4. LM Feed Mill
· Report of 2.6.08 Liasion Meeting (Cllr Hagelstein, presented by the Clerk)
· S Allison-Bailey has been appointed Managing Director of Uffculme Feed Mill Ltd (trading as Lloyd Maunder Feeds),and the mill will exclusively supply P D Hook and Two Sisters
· Hire in expertise from within group to deal with Health & Safety and environmental matters
· EA Odour Emissions and Particles test on 24.6.08
· Restriction to four lorries on site overnight; the remainder at Willand
· The Clerk reported that in recent weeks many more HGVs have been visiting the Mill. Noise levels have increased, HGV noise overnight has increased with 5.30 am starts and odours have been more frequent and more intensive, culminating in serious problems on 30.6 and 1.7.08. Mill management have visited some residents. Contrary to expectations the Mill now seems to be an even more permanent feature with little prospect of relocation
5. Landfill Site at Broadpath
· Report of 28.5.08 Liaison Meeting
· EA – (see pg 2966)
· DCC – Bob Wigley attended and work will be carried out to redesign Downs Farm junction and to alleviate flooding in Clay Lane.
· Quarry Plant – most of the plant has been removed to allow further aggregate extraction. There is a possibility that Clay Lane may be widened to accommodate two way HGV traffic
· Landfill Capacity – in excess of 400 tonnes per week. Lifetime expectation to 2013
6. Boundary Committee Review – Unitary Devon
· Proposals for Devon are to be published on 7 July
· DCC has consulted many communities in Devon and its Report “A Unitary Council for Devon – Your Questions Answered” was circulated to all Councillors for their retention. DCC are advocating one Unitary Authority for Devon with the exclusion of Plymouth and Torbay
7. Allotment/Allotment Gardens
· The Clerk and Cllr Chilcott met with Mrs Johnson on 2.6.08 where a number of issues were discussed. These included “demand”, security, and proximity to village for a site, potential sites, service provision, car parking and costs. It was agreed that a site should be of at least one acre.
· Mrs Johnson placed a notice in Spotlight requesting land for allotments and for those persons interested in a tenancy to contact her. Around ten names have been received to date. It was further agreed that an Allotment Holders Association should be formed if the proposals are to be progressed.
· A further meeting will take place within a few months to report on progress to date.
HIGHWAY MATTERS/ROADS & TRAFFIC
1. DCC Issues
· Overgrowth & Trees at Commercial Road (Bridwell) – cut back w/c 26.5.08 but still not enough to give access to gutter/wall
· White Lines in The Square – clarification made to DCC. P Wilson at DCC to look at this
· Footway at Magelake – cost of £20k quoted (overall Budget for Mid Devon £47k) and not in the School Travel Plan. Could resubmit next year if considered a priority, but Council did not accept this as a reasonable response. Recent press coverage has been very positive
· Coldharbour – kerbing could be installed but would not please residents who park there. Council reiterated its request for a site meting to obtain advice as to practical options
· Downs Farm Junction – DCC has allocated finance. (see above)
2. A meeting with Tony Matthews (Area Engineer East) is being arranged through Cllr Radford
3. Road Closure – Pound View – Oak View – 8.10 to 10.10.08
CORRESPONDENCE
1. Information Available
MDDC Mid Devon Talk – Issue 6 – Summer 2008
DCC Devon Talk – Summer 2008
DPFA AGM – 10.7.08
DPFA “The Way Forward” – Development and Action Plan Summary – 2008-2013
DAPC Lifelong Learning Network Conference – 15.7.08
CCD Rural Community Buildings Research Summary – 2007/08
NALC Local Council Review – July 2008
NALC Clerks & Councils Direct – Issue 58 – July 2008
MDCSP Uffculme Project Working Group – Minutes of 13.5.08 Meeting
MDCSP Culm Local Action Group – Minutes of 25.8.08 Meeting
Peter Fletcher Associates – “A Senior Council for Devon” – leaflet and newsletters – Jan/June ‘08
Blackdown Hills AONB – Annual Review – 2007/08
Hastoe Housing Association – 2nd Phase Completion at Highland Park and Open Day 7.6.08
Cullompton Area Tenants Group – meeting 16.6.08 – Minutes of 12.5.08 meeting
Western Power Distribution – Stakeholder Consultation and Business Plan 2010 - 2015
2. MDDC – Consultation by BT on proposed removal of Public Payphones
· The consultation period has been extended to 4.7.08. Blackborough Village box made 24 calls in the last year and Craddock Cleve 73. The Council confirmed its earlier decision that no economic or social case could be made for their retention
1. Applications
· Sub Committee recommendations ratified by Full Council (proposed Cllr Pollard, Johnson-Garfield)
· Sub Committee Report for the period 19 May – 14 June 2008 - appended to and forms official Council Minutes.
2. MDDC – Decision Notices/Permitted Development/Withdrawn Applications/Appeals – (see Planning Report above).
Appeal 07.2175 – Harvesters, Uffculme Road – Outline 2 Dwellings. It was agreed that as the Council’s original observations would be taken into account by the Inspector no additional comments were necessary. It was considered that the District Council had a strong case as the proposals were outside the defined settlement limit and contrary to policies in the adopted Local Plan
3. MDDC – Amenity Buildings on Gypsy & Traveller Sites – report to MDDC Planning Committee on 9.7.08 - noted
1. Council Website –
· The Clerk reported that www.Uffculme.com was live and the domain name had been registered for two years. The site, although very much in its infancy, already includes recent Parish Council Minutes, Spotlight Magazine for July and a contact link enquiries@uffculme.com. At present it is being hosted on the Clerk’s web server and this will be outsourced as soon as possible.
· The Council agreed that hosting capacities and charges should be decided by the Chairman/Clerk and J Palmer
· It was also agreed that only Councillors names and e-mail addresses would appear on the site as advised by Cllr Cooper, in the interests of privacy and security.
2. Doggie Bins at Wellands Close and College Green –
· A step nearer a conclusion. Bin types agreed and orders placed for installation
3. Magelake Car Park Project –
· The Clerk has written to Simon Hill at MDDC requesting removal of the Recycling Centre Bins (pg 2968)
4. DCC – Post Office Closure Programme
· The Council has received correspondence from DCC, and copies of resolutions passed at its full Council Meeting on 22.5.08, generally critical of Post Office Ltd and the scale of the proposed closures and outreach services. The Clerk reported that recent press coverage has indicated that DCC would be willing to financially support the network to achieve sustainable Post Office services for the worst affected communities
COUNTY COUNCILLOR’S REPORT (Cllr Radford)
1. Highway Matters – (see Roads & Traffic above)
2. Exeter Airport Sale Revenues - £46m available for sustainable projects, split into differing criteria
3. DCC – Contact, Responses and Resource Allocation to Uffculme Parish – the Clerk advised that the Council would, in the first instance, write to Cllr Radford listing its concerns, requests for action and general comments with regard to its relationship with the County Council, with a copy to the Chief Executive
DISTRICT COUNCILLOR’S REPORTS (Cllr Chesterton)
1. MDDC Accounts for 2007/08 have been approved by Council and show a £832k saving to the Budget. The Authority is now in an improved financial position entering a potentially very difficult year. The Leader of the council has indicated that he expects to limit next year’s Council Tax increase to below the rate of inflation
2. Boundary Committee Review – the Committee reports on 7 July. MDDC response to be available
to all Parishes to assist in their individual responses
RECENT CODE OF CONDUCT ISSUES – “Taken in Committee” (proposed Chairman, seconded Cllr Pollard)
1. The Chairman and Vice-Chairman have met with the MDDC Principal Solicitor, Mr S Johnson, and discussed issues arising from recent Code of Conduct complaints. Advice is awaited, following a response by the Parish Council with regard to its planning procedures.
2. Council confirmed the response made to a letter from Mr Harding dated 2.6.08 and acknowledged a letter to the complainant from Cllr Radford
NEXT MEETING - Tuesday 29 July 2008 – The Square Corner – 7.30 pm
Minutes of the Meeting held on 27 May 2008
in The Square Corner
D Wells, Chairman
PRESENT: D Brandon, M Hilson, G Chilcott, D Johnson-Garfield, B Edwards, L Pengilley, E Hagelstein, M Pollard, R Hignett, J Poynton
APOLOGIES FOR ABSENCE – Cllr Cooper (family); Cllr Foster (Ashill Village Hall AGM)
ELECTION OF CHAIRMAN
Cllr Edwards took the Chair and
called for nominations for Chairman. Cllr Wells
was proposed by Cllr Pengilley, and seconded by Cllr Pollard, and there being no
other nominations was re-elected unopposed for a further one year term. He
thanked the Council and signed a Declaration of Acceptance of Office
ELECTION OF VICE-CHAIRMAN
Cllr Brandon was proposed by Cllr
Chilcott, and seconded by Cllr Pengilley. With no further nominations she was
re-elected as Vice Chairman for a further one year term.
MINUTES OF MEETING HELD ON 29 April 2008 - Amended, approved and signed as a correct record.
COUNCIL GUESTS
· The Chairman welcomed Lindsay Cameron, the recently appointed Community Development Worker, financed by “Involve”. She introduced herself to the meeting and the Council and gave a brief outline of her duties and her desire to work with the people of Uffculme to increase the quality of life in the village for all residents. She would also be actively involved in supporting local residents who will be looking to establish a Youth Club in the village and contact has already been made. (pg 2943)
· John Bodely Scott of Mid Devon District Council was also welcomed to the meeting. He was representing the Steering Group of Partner Agencies that had been meeting over the last two years, which included Parish Council representatives Cllrs Brandon and Hagelstein. He updated the current work being undertaken, including the appointment of Lindsay, the formation of the Youth Club, activities for young people, Play Ranger support, advice on improving the Highland Terrace Play Area and results of the Village Survey that showed contrasting views of Uffculme dependent on the ages of the respondents. The Group was continually seeking Parish Council support for its work through the Agencies, and recent progress in reducing anti-social behaviour had been encouraging and it was hoped this would continue.
· Yvette Cottrell of the Uffculme Twinning Association informed the Council of thirty years of successful “Twinning” with Caumont L’Evente and on behalf of the Council the Chairman duly signed the Twinning Charter to commemorate the Anniversary.
1. May Financial Statement - Approved as official Council Minutes
2. Insurances – Policy has been renewed - £1724. This will be subject to revision following completion of the Play Area scheme at Highland Terrace.
3. Audit – 2007/08 Accounts (pg.2942) – the Clerk confirmed that all relevant documentation had been forwarded to the External Auditor on 20 May.
4. MDDC - Ashill Village Hall – Land Acquisition (S106 Monies) – the “Constitution” (Scheme) had now been approved by the Charity Commission , following public consultation, and backdated to 18 May 2008. This is now known as Ashill (Devon) Village hall (268793). The document will be “sealed” within three weeks and in the meantime Ashfords (Solicitors) have been instructed to proceed with the land transfer.
BURIAL BOARD MATTERS -.
UFFCULME PARISH COUNCIL POLICIES & PROCEDURES
(pg 2933, 2943) The Chairman reported that work was still in progress to revise the Planning document and this would be completed prior to work on other procedures.
· DCC Bridleway No. 1 – Violet Lane (pg 2943) – the Planning Inspectorate has advised that another Inquiry will be held on 15 July 2008 into the Definitive Map Modification Order 2006. The Inquiry is being held so that the Inspector can hear new evidence in relation to both the modified and unmodified part of the Orders. It was agreed that the Council should be represented at the Inquiry and the Clerk will contact the DCC Rights of Way Section and the Inspectorate.
· Parish Paths Partnership Spring Newsletter – available.
· Footpath Report
Sandy Lane – vandalism to gates – repaired.
F/p No 2 – no objections known to date. Order likely to be confirmed.
F/p No 8 – reports of an incident at Fivefords where people park cars in the lane whilst visiting Hunkin Wood. This restricted access by the farmer, Mrs Waller, who could not remove cows from a field at milking time. Although the person was found and moved the vehicle quickly, offering apologies, the incident became unpleasant. This area is largely in Culmstock Parish and the Council agreed not to progress the issue further.
F/p No 8 – (Spur to Yondercott) – the field has been planted with maize and the path obliterated. As Mr Doble, the farmer, was present at the meeting Cllr Hilson will meet him on site and the situation will be resolved.
F/p No 21 – the Hackpen Mill footbridge replacement has now been passed to the DCC Bridge Department and concern was expressed at the likely length of time that will be taken before the works are carried out. The Footpath Warden will continue to progress
F/p No 33 – will be subject to a Diversion Order and all landowners have now agreed to the new route.
2. Projects at the War Memorial & Recreation Ground (Cllr Brandon)
· Play Area – at its meeting on 1.5.08 Uffculme Environmental Ltd agreed to set aside up to £70k in support of this project. Details would now be concluded prior to the Company’s next meeting on 9.6.08 before the project is submitted to ENTRUST for approval. Issues relating to reclaiming VAT and third party funding were under consideration, in addition to the final quotations for the play equipment and associated works.
Bowling Club Extension & Public Toilet – Architects, Charles E Ware, have produced a survey and scheme drawings and the Bowling Club Committee have agreed a final plan. Initial building quotations have been very high and alternatives are being sought. UEL will again be approached for funding although it is unable to fund the Public Toilet. Barratts have advised that transfer plans of the parcel of land at Highland Park have been sent to their Solicitors and it is expected that this will be completed shortly. This will release the £22500 payment to the Council, part of which will be earmarked for Third Party Funding should the UEL funding bid be successful. An interim payment of 35% of fees has been paid to C E Ware. (Note: works will be subject to CDM Regulations 2007) A planning application will be made to MDDC once all details are finalised.
3. Uffculme Central – The Square
· Notes of the 14.5.08 Working Party Meeting were circulated.
· Flagpole and Oak Posts – work scheduled for next two weeks
· White Lines – Clerk to contact Cllr Radford and, if necessary, Chief Executive of DCC, due to lack of response from DCC
· No 22 – Hedge – the owner will again be approached
· New Village Logo (for Noticeboard) – Cllr Hilson to place a note in “Spotlight”
· Hanging Baskets and Flowers – Friday 30 May
· Plantseat ordered from Plantscape Ltd. Rental for 2008
· Pedal park ordered from Plantscape Ltd – rental for 2008 – to be financed by the Co-op
· 2 New Litter Bins – Clerk to order from Supply Zone (DCC)
· Long term planning will need the professional assistance of DCC and MDDC to undertake a feasibility study and produce a concept plan. Both authorities will be approached.
4. LM Feed Mill
· It was reported that Simon Allinson-Bailey had returned as Mill Manager and that the next Liaison Meeting will be held on 2.6.08. In the last month the odours emanating from the Mill have increased in frequency and this will be high on the meeting agenda. It is also hoped to establish the current ownership so that long term plans for the site can be examined.
5. Landfill Site at Broadpath
· Cllr Hilson reported that he had been contacted by Mary Rees of the EA and wished to update the Council prior to the next Liaison Meeting on 28.5.08.
· Viridor received a Warning letter form the Agency over the odour issues at the site in February. This was issued in line with the Agency’s Enforcement and Prosecution Policy.
· With regard to litter, Viridor have produced a “Review of Litter Controls” document in addition to an updated “Odour Management Plan”.
· This suggests a more proactive approach by the operator that would be welcomed by the EA
6. Boundary Committee Review – Unitary Devon
· The Boundary Committee will publish its proposals for Devon on 7 July and this will be followed by a twelve week public consultation period. The Chairman urged all Councillors to keep up to date with developments through the press and internet.
7. Post Office Ltd – Network Closure Programme
· The list of proposed closures for the Devon area was issued on 20 May.
· Uffculme is NOT scheduled for closure or for reduced hours.
· Post offices have, however, been warned of a potential second round of closures in the near future.
8. Allotment/Allotment Gardens
· (pg 2945) – the Clerk has written to Mrs Johnson covering issues raised in April and a meeting has been arranged with the Clerk and Cllr Chilcott for 2 June.
(pg2944) – Issues for DCC
· No direct response has been received from DCC Highways on any of the outstanding issues raised at previous meetings. The Council agreed that this was totally unacceptable and that if necessary the Clerk should write to the DCC Chief Executive demanding an explanation as to why all communication is ignored.
· Current Issues Outstanding – Coldharbour, Footway at Magelake, replacement Road Signs, trees and overgrowth at Commercial Road (Bridwell), White Lines request for the Square and the non-appearance of the Lengthsman.
· Cllr Radford attended after the closure of the council Meeting and passed an e-mail from Meg Booth to the Clerk. This seemed to rule out bollards at Coldharbour, a quote for the costs for the Magelake footway at £20k and questioning white lines in the Square - ie. No Progress!!
CORRESPONDENCE
1. Information Available
MDDC Standards Committee Meeting - 21.5.08
MDDC Estate Inspections Schedule (for MDDC Council Housing)
MDDC Cullompton and Area Tenant Group Meeting – 12.5.08
MDDC Annual Meeting – 7.5.08 – Notification of Chairman/Vice-Chairman, Leader/Deputy Leader
DCC Junk Mail – Spring 2008
DCC Devon Community Recycling & Composting Networks – Conference – 21.6.08
DCC Rock Environmental Treatment Scheme (RockETS) - £120k in 2008/09 – applications by 4.7.08
DPFA The Playing Field – Spring 2008
DAPC Newsletter – May/June 2008
NALC Local Council Review – May 2008
NALC Clerks & Councils Direct – Issue 57 – May 2008
MDCSP Uffculme Project Working Group – Minutes of 11.3.08 Meeting – Action Plan – Survey Summary – Agenda for 13.5.08 Meeting
Devon & Cornwall Police Authority – Liaison Meetings – Dates for 2008
Devon & Cornwall Police Authority – Appointment of Independent Members to the Authority
Royal Devon & Exeter NHS Trust – Newsletter – May 2008
Viridor WM – Agenda 28.5.08 Liaison Meeting – Minutes of 5.3.08 Meeting
Vitalise – Request for funding – (Holidays for Disabled allowing Carers restbite)
2. East Devon District Council – Gypsy & Traveller – Issues & Options Report
· The Report is not site specific and comments are required by 13 June. It was noted that Mid Devon requires 14 extra sites by 2010 but Cllr Hull confirmed that, to date, MDDC has not progressed this issue. The Clerk expressed his suspicions as to why EDDC has consulted UPC (perhaps sites may be being considered close to our boundary – Dunkeswell!!!)
3. MDDC – Scrutiny Review – Anti Social Behaviour
· MDDC is one of many Agencies working in partnership to tackle anti social behaviour; copies of the District Council’s policy and the Strategy of the Community Safety Partnership have been received. The Council has now agreed to scrutinise aspects of the work, following claims that these policies are not always as effective as they might be, particularly in respect of speed of response and joint working. The District Council will be taking evidence and will be holding public meetings to make this process easier.
· Cllr Brandon, a member of the MDDC Scrutiny Committee, will give evidence on Uffculme directly to the Committee.
· There was a general view that targets are often set with no realistic practical solutions as to how to achieve them.
4. MDDC – Local Code of Conduct Complaints Process
· From 8 May 2008 the responsibility for considering complaints over alleged breaches of the Code of Conduct moved from the Standards Board for England to the Standards Committee of the District Council. It will decide whether any action needs to be taken and to pass cases to the Monitoring Officer for investigation, if appropriate.
1. Applications
· Sub Committee recommendations ratified by Full Council (proposed Cllr Chilcott, seconded Cllr Hilson)
· Sub Committee Report for the period 15 April – 18 May 2008 - appended to and forms official Council Minutes.
2. MDDC – Decision Notices/Permitted Development/Withdrawn Applications/Appeals – (see Planning Report above).
08.0074 – Mill Cottage Workshops – Withdrawn (may possibly be replaced by an application for dwellings)
1. Council Website – J Palmer is actively seeking a new URL for operation of what will basically be an Uffculme Parish Council website.
2. Doggie Bins at Wellands Close and College Green – Cllr Brandon has now been informed that two types of bins are available and costs are awaited. Once a decision is taken it is anticipated that these will be erected in the next few months
3. Magelake Car Park Project
· Cllr Johnson-Garfield reported that at its meeting of 13.5.08 the Magelake Committee unanimously voted for the removal of the MDDC Recycling bins from the car park. A letter has been sent to the Clerk asking the Council to approve this measure and request MDDC to remove the bins. The decision took into account alternative recycling facilities, evidence of their use and costs and the need to design a restructured car parking area.
· MDDC had advised that most bins in Mid Devon villages had been removed, with less than twenty complaints, and with negligible impact on MDDC recycling, given kerbside collections and supermarket banks.
· Council endorsed its view that it would support Magelake in the decision it made and MDDC will be contacted to remove the bins.
· An Architect has been approached to look at the planning of the site and a meeting is to be held shortly.
4. Future Meeting Dates – June meeting on 1 July. Budget meeting on 16 December.
COUNTY COUNCILLOR’S REPORT (Cllr Radford - apologies)
1. Exeter Airport Sale - £46m available for sustainable projects.
DISTRICT COUNCILLOR’S REPORTS (Cllrs Brandon and Hull) – Cllr Chesterton – apologies.
1. Leader of MDDC – Cllr Peter Hare Scott
2. Police Liaison Meetings – active attempts by Police to be more visible in the community although still no Beat Manager for Uffculme. The Steering Group was asked to enquire as to the position and, if necessary, the Council will then write to the Chief Constable.
3. MDDC – Grants Policy – Council is to review its Grants Policy and an open discussion is to be held on 2.6.08 at Cullompton Town Hall.
RECENT CODE OF CONDUCT ISSUES – “Taken in Committee” (proposed Chairman, seconded Cllr Johnson Garfield)
1. The Council agreed a response to a letter from Mr A Harding dated 15 May 2008.
2. The Council agreed that the Chairman should meet with the Monitoring Officer of MDDC, Jan Shadbolt, if she so agreed, to discuss issues arising from the recent Code of conduct complaints made by Mr Harding.
NEXT MEETING - Tuesday 1 July 2008 – Ashill Village Hall – 7.30 pm
UFFCULME PARISH COUNCIL - RESPONSE TO THE BOUNDARY COMMITTEE DRAFT PROPOSALS FOR UNITARY LOCAL GOVERNMENT IN DEVON - 2008
Boundary Committee Draft Proposal
· The draft proposal is a single Devon Unitary authority comprising the existing county of Devon with no changes to the Plymouth and Torbay unitaries
· The Boundary Committee also included another unitary option that they considered had merit; An Exeter and Exmouth Unitary, and a Unitary authority covering the remainder of Devon other than Plymouth and Torbay
· The criteria set by the Secretary of State did not allow the Committee to recommend alterations to the existing two-tier structure or to recommend retention of a two-tier system in preference to a unitary pattern
· As a result, there is no evidence in the Report to suggest that the proposed unitary structure would in any way be better for Devon council tax payers than the existing two-tier structure
The Existing Two-Tier Structure
· There is little evidence that the people of Devon are dissatisfied with the current structure, other than Exeter City Council
· Uffculme Parish Council (UPC) believes that the existing structure has particular merits, that include local availability of the suppliers of key local services – planning, housing stock, revenue collection and benefits, local environmental issues and waste collection / recycling
· It also provides a tiered structure for service devolution, and District Councils, because of their size, allow residents good access to their local councillors and Council Officers, within the context of strong local identity
· For any unitary alternative to be worthy of consideration it is essential that these key elements from the two-tier structure should be embodied within it
Unitary Proposal - Community Boards (CB’s)
· The Boundary Committee Report places the successful operation of the proposed Community Boards at the heart of its unitary proposal
· UPC believes that is essential that both towns and parishes have effective and accountable local power to make decisions that affect the quality of life for their residents
· CB’s must therefore have more than just an advisory role, they must have decision making powers in relation to the delivery of local services and budget expenditure at parish and town level
However, any unitary proposal must ensure that CB’s do not, in any way, usurp the existing powers of Parish and Town Councils. Indeed there is a strong body of thinking that feels that powers of the lower tier Councils should be enhanced.
· CB’s must be totally controlled by elected representatives and not “partner members”
· CB structures for Devon and their powers must be specific, defined and enshrined in the Statutory Instrument that would establish any unitary authority. It is not acceptable for the SI to be general in nature, leaving the detail to be decided by the unitary council as it evolves
Representation of Rural Areas.
· Experience has shown that urban and rural areas have differing issues, needs and objectives, and even under District Council administration there is a disproportionate heavily weighted expenditure bias towards the major towns. Under any unitary structure UPC would expect to see this bias corrected
· There is, therefore, potential for conflict within CB’s between urban and rural requirements and priorities, and this will not be conducive to consensual decision making
· In addition the automatic grouping of rural parishes with their nearest town may be illogical. eg. Upper Culm Valley (see below)
· It is the opinion of UPC that rural parishes are not best represented by town dominated CB’s
· UPC recommends an alternative structure consisting of separate Town and Rural Community Boards
· Rural CB’s would be formed from geographically and culturally connected parish councils, and within this structure rural areas would be directly represented at unitary authority level
· Devon is a very diverse county with particular areas having unique criteria. A “one fits all” solution is not sustainable
· As a local example the Upper Culm Valley includes Uffculme as its largest settlement, with a comprehensive school (11 – 16) of 950 pupils and Hemyock and Culmstock that contain parts of the Blackdown Hills AONB. The whole area often looks to West Somerset, Taunton and Wellington, for leisure and shopping, and the M5 motorway forms a natural barrier to the north west. As a result it feels little affinity to the nearest town of Cullompton, with whom it is currently grouped in the draft proposals.
· A CB based on the Upper Culm Valley would be truly representative and would provide opportunities for the constituent rural parishes to work together and take on devolved services.
The “Big Five”
a) Attract a broad cross section of support
· It is difficult at this stage to determine the level of support for any unitary system given that the proposals are still at an embryonic stage. However, the portents are not good:-
· Exeter City Council has embarked on its own local advertising campaign “Let’s Keep it Local - Do You Want To Be A Loser”, using newspapers and billboards and has recently voted almost unanimously against a Unitary Devon. Clearly it has its own agenda.
· East Devon has restated its view that “it ain’t broke and doesn’t need fixing”, and a public consultation exercise by Mid Devon District Council showed 66.2% of residents against any form of unitary system.
· UPC itself remains unclear as to why the system of local government in Devon has to change and within the parish the unitary proposal has attracted minimal support.
b) Provide Strong, Effective and Accountable Strategic Leadership
· The Committee itself in 2.37 recognises that there is no guarantee that a particular unitary solution or executive model will deliver on this issue.
· There is no evidence to suggest that this level of leadership is not being provided through the existing two-tier structure. Devon County Council already provide the major strategic services for the county (education, social welfare, highways etc) to an acceptable standard (see (d) below)
· UPC is far from convinced that a dilution of representation, assuming say 100-120 unitary councillors could, in any way, improve local accountability. This “democratic deficit”, moving from a ratio of one councillor to 2200 residents to one per 7000, is a major issue that must be addressed within the statutory instrument that would create a unitary pattern.
c) Empowerment of Citizens and Communities
· UPC has set out in the paragraphs above a proposal for the constitution of CB’s that would, in its opinion, give opportunities for local communities to make and implement local decisions that would affect them.
· UPC reiterates that CB’s that only advise, and are not controlled by directly elected representatives, do not empower local communities.
d) Value for Money Services
· DCC is a “good value Council” ……. Audit Commission!!
· Devon’s District Councils vary in their “Best Value” accreditation
· It is impossible to assess whether a unitary structure would provide value for money services. UPC is unable to verify or challenge Devon County Council’s claim that £19million year-on-year savings would result from a single unitary structure
· However, it would have to generate a significant improvement in value for money over the existing two-tier system for its implementation to be justified. This would necessarily reflect either in a real terms reduction in Council Tax levels and/or an increase in the levels of service provision.
e) Be Affordable
· Being self financing alone does not justify change (see (d) above)
· The costs of transition to unitary structures in other areas of the country have tended to exceed budgeted levels
The Two-Unitary Proposal – (Exeter and Exmouth)
· UPC strongly disagrees with the Committee’s view that this unitary pattern has merit
· The justification for this is that this pattern could provide an alternative means of addressing the social and economic challenges of Exeter (5.3). UPC sees no reason why these needs could not be adequately addressed through an Exeter City CB under a single unitary authority.
· It is incorrect to assume in 5.6 that the parishes included in this proposal constitute all the major Exeter “travel to work” areas. Increased mobility shows that people travel to Exeter to work from all parts of Devon and from outside the county and, in addition, many Exeter residents work outside of the city boundaries.
· An almost exclusively rural Devon unitary would not be economically viable without the income generated by Exeter. Exeter is functionally, culturally and emotionally the centre of Devon. There would have to be very clear substantial advantages to both Exeter City and the remainder of Devon to consider splitting the county administration from its county town. UPC can only see disadvantages accruing to the rural area from such a move.
Summary
· UPC has seen no evidence as to why the existing two-tier structure needs to be replaced.
· The Two-Unitary proposal would not meet the five criteria laid down by the Secretary of State and within the context of Devon as a whole, would leave the remainder as an unviable and unworkable unit. This proposal should be rejected.
· The proposed single unitary authority is clearly more preferable than the Two-Unitary option and it is possible that it could be structured in such a way as to meet the principal requirements of the five criteria. However, this would only be the case if it embodied substantial changes to the Community Board proposals on the lines indicated above. This would guarantee true representation and local accountability, allied with devolved budgets and decision making, throughout all areas of Devon.
Francis Welland
Clerk to Uffculme Parish Council
20 September 2008