Broadwoodkelly Parish Council
Annual Council Meeting of Broadwoodkelly Parish Council
Minutes of the Annual Council meeting held on Tuesday 23rd May 2023 following the Annual
Parish Meeting in Broadwoodkelly Village Hall.
Present: Chairman Roger Heggadon, Cllrs R. Gant, D. Reed, A. Hawkey, Mrs B. Cook, Mrs. S.
Walters and D. Mendus-Edwards.
Borough Councillor for the Exbourne Ward, Louise Watts, and five members of the public
were present.
1. To receive apologies for absence and consider if the reason for the absence should be approved by the council.
No apologies as all councillors present at the meeting.
2. As it is election year arrange for the councillors to complete their declarations of acceptance of office and arrange completion of the Registers of Interest.
The councillors filled in their declaration of acceptance of office forms and were given their Registers of Interest to complete.
3. Elect a chairman – Councillor Mendus-Edwards asked if he could speak prior to electing a chairman. He was invited to speak. He began by saying that he had suggested a meeting with all the councillors to get to know each other, but apart from Sue there had been very little interest. He stated he and Councillor Sue Walters had walked around the village prior to the election and many people commented on communication from the parish council. Many said they didn’t have access to the website. There was a 54% turnout for the parish council election. Sue had 92 votes. He suggested doing a leaflet drop as advertising is important. Councillor Mrs Cook stated she didn’t like leaflet drops because of the damage it does to the environment (use of trees). Councillor Heggadon stated the parish council had tried offering refreshments at meeting, but to no avail.
Councillor Mendus-Edwards stated he would support Sue if she wished to be chairman. He also stated he would put himself forward as chairman, but he did not get a seconder.
Councillor Reed proposed Councillor Heggadon as he feels he has done a good job and in twelve months’ time we can see how things are then. Councillor Mrs Cook seconded the nomination. Councillor Heggadon was elected chairman.
4. Elect a Vice-Chairman
Councillor Reed proposed Councillor Sue Walters as Vice-Chairman. This was seconded by Councillor Mrs Cook. Councillor Mrs Walters elected vice-Chairman.
5. Declarations of Acceptance of Office for Chairman and Vice-Chairman
Councillors Heggadon and Mrs Walters filled in their declarations of acceptance of office.
6. Nominations for Representatives on other Committees:
6.1 Broadwoodkelly Village Hall Committee
As Jon Clark was not re-elected the Village Hall committee requires a new representative from the parish council to be on the village hall committee. Councillor Gant nominated Councillor Mendus-Edwards, who accepted the nomination. He will now be the representative alongside Councillor Gant.
6.2 Representative on the Northern Links Committee
The chairman stated these are useful meetings. Councillor Hawkey agreed to be the representative.
6.3 P3 Co-ordinator
Councillor Gant stated he was happy to continue in this role for the moment
6.4 Representative on the Broadwoodkelly Community Web Group
Councillor Mrs Cook stated she was happy to continue in this role.
6.5 Snow Warden
This position had been very ably carried out by Jon Clark. It was suggested the parish council contact him and ask if he would continue carrying out this role.
7. Dates, times and venue of future meetings
The parish council currently holds their meeting on the fourth Tuesday of every other month (January, March, May, July, September, November) at 7.30pm in the village hall. The members of the council confirmed they were happy to continue with this arrangement.
7. Declaration of Interest from Members:
Councillors are reminded to declare any personal or prejudicial interest they may have in any agenda items.
There were no declarations of interest.
8. To receive and approve the Minutes of the meeting held on 28th March 2023
It was proposed by Councillor Mrs B. Cook that the minutes be signed as a correct record. This was seconded by Councillor R. Gant. The chairman signed the minutes.
9. Public Participation
The members of the public did not wish to address the council with any issue.
10. Report by Borough Councillor
Councillor Watts had nothing further to add.
11. Past Subject Matters for further discussion:
a. [6.a] Parish Website – Councillor Mrs Cook stated the website still gets around 100 hits per week with a peak just prior to an event. Councillor Mendus- Edwards queried the hits. He has the website on his phone but may not actually be looking at it (would this be counted as a hit?). He also wondered if it was possible that when something new is posted on the website it could email out to interested parties.
Would it be possible to put planning applications on the website?
Councillor Mrs Cook stated she would now press on with the redesign with the developer for the parish council webpage.
b. [6.b] To consider improvements to the present webpages used by the Parish Council in the context of renewal of the existing website contract for the next financial year and giving adequate publicity for future meetings.
Discussed above.
c. [6.b] Areas of highways requiring work to utilise TAP fund money
The clerk has emailed a couple of local clerks and neither provided details for a contractor who could carry out work on the highway.
d. [6.e] Dedicated email addresses for councillors in connection with council business – this is good practice if you share your email then parish council items can be kept private.
e. [6.f] Broadband – nothing to report.
Councillor Mendus-Edwards wondered whether it would be prudent to wait and see if anyone wishes to have Broadband in the village hall. A survey has been sent out by the village hall committee and the results will be known by the next parish council meeting.
f. [6.g] Discuss arrangements for Neighbourhood Plan Surgery – Councillor Mrs Cook suggested a drop in afternoon for people to come and see what it is all about and ascertain interest in the parish. It needs to be well advertised. She is happy to move forward with it if Councillor Sue Walters is happy to help her, which she is. A Parish Plan was done about seven years ago. Councillor Walters knows someone who would help.
Borough Councillor Louise Watts stated she was involved with North Tawton’s Neighbourhood Plan and recommended doing one, but you do need the support of the parishioners.
g. [7.d] Discuss distribution of Coronation mugs to those who have reserved one (or more)
There are still some mugs that need to be distributed. The clerk took them and will deliver them.
Councillor Mrs Cook stated that the village hall committee had applied for £160 from West Devon Borough Council for a Coronation event. They were given £500. They are checking with WDBC that they have received the correct sum of money. They would like to give the parish council £247.70 towards the cost of the Coronation Mugs.
12. Clerk’s report and correspondence received:
The following correspondence is contained within the Councillors folder:
a. Methods of publicising meetings – Councillor Mendus-Edwards stated around a third of the people he spoke to didn’t know about the Broadwoodkelly website. Could a leaflet drop be done with the church? Councillor Cook isn’t keen on printing leaflets. Whether notices could be put up? Winkleigh has a magazine an item could be put in there, but it isn’t known how many people in Broadwoodkelly have the magazine.
b. Chris Conway, Police Inspector for West Devon, has offered to come along to a meeting to provide an update.
The clerk asked to suggest the July and September meetings to him and see if he is available to attend one of those.
c. Risk Assessment – Councillor Gant will carry this out.
d. Letter received from All Hallows Church Council asking if the parish council will make a donation towards the maintenance of the churchyard.
Councillor Mrs Cook proposed paying £300. Councillor Mendus-Edwards proposed the sum of £400. This was seconded by Councillor Hawkey. A donation of £400 will be made.
e. Clerks and Councils Direct
f. Glasdon UK Ltd
13. Planning:
a. Application No. 3779/22/AGR Walson Barton, Broadwoodkelly- Application to determine if prior approval is required for a proposed timber framed shed to sort and house sheep measuring 9.6m x 4.8m x 5.8m height to ridge. Application withdrawn.
b. Application No. 0556/23/LBC Park Cottage, Broadwoodkelly – Listed Building Consent for enlargement of one kitchen window by 300mm width in timber. Formation of thatched dormer in main bedroom. Comment required prior to meeting. Council support.
c. Application No 1072/23/PDM Barn at SS615 056 South of Broadwoodkelly – Application to determine if prior approval is required for proposed change of use of agricultural building to 2No dwellinghouses (Class C3) and for associated operational development (Class Q (a+b)). No consultation sent out for info only.
d. Application No. 1065/23/HHO Ridgeway, Broadwoodkelly – Householder application for erection of 8 x 14 foot greenhouse. Discuss at meeting.
The council discussed the application and unanimously agreed to support. The clerk will submit the comment.
e. Application No 0901/23/PDM Newer Park, Broadwoodkelly – Application to determine if prior approval is required for a porposed change of use of agricultural buildings/barns to 1No dwelling house (class C3) & associated development (Class Q (a+b)). No consultation sent out for info only.
f. Application No 1490/23/ARC Oak Meadow Barn, Broadwoodkelly – Application for approval of details reserved by conditions 3 (Doors/Windows), 4 (Roof Materials), 5 (Cills/Lintels), 6 (Landscape Scheme) and 7 (Foul/Surface Water) of planning consent 362/19/FUL. No consultation sent out for info only.
g. The appeal for the application at Holbrook, Broadwoodkelly (3723/22/VAR) has started.
h. (This application came in just after the agenda went out) Application No.1547/23/NMM Oak Meadow Barn, Broadwoodkelly – Non material minor amendment to planning consent 3621/19/FUL (Conversion of redundant barn to dwelling) to change layout. No consultation sent out for info only.
The members of the council queried why so many applications were subject to no consultation. Councillor Walters stated she would find out.
14. Finance
a. Internal Audit completed and report read out to the council – the clerk read the report out to the council.
b. Approve the Annual Governance Statement of the Annual Return – this had been circulated prior to the meeting. Councillor Mrs Cook proposed the Annual Governance Statement be approved and ‘yes’ can apply to all the statements. This was seconded by Councillor Hawkey.
c. Approve the Accounting Statement of the Annual Return – Councillor Mrs Cook proposed the Accounting Statement be approved. This was seconded by Councillor Mrs Walters.
d. To approve the Certificate of Exemption contained in AGAR – Councillor Reed proposed the Certificate of Exemption be approved. This was seconded by Councillor Mendus-Edwards.
e. Received first half of precept – £1360.50
f. Invoice from DALC for renewal of membership – £85.48
Councillor Mrs Cook proposed that this invoice be paid. This was seconded by Councillor Hawkey and agreed by all.
g. Invoice from clerk for wages/expenses – £235.89
Councillor Mrs Cook proposed that this invoice be paid. This was seconded by Councillor Mrs Walters and agreed by all.
h. Invoice from Internal Auditor – £45.00
Councillor Mrs Cook proposed that this invoice be paid. This was seconded by Councillor Mrs Walters and agreed by all.
i. Renewal of insurance – £344.00
Councillor Hawkey stated there were items listed on the renewal schedule that didn’t really apply to the parish council. The clerk stated that they have a variety of different cover on the policy and it has been queried in the past and they can be removed, but it makes no difference to the premium. It is offered as a standard insurance.
Councillor Mrs Cook proposed that the renewal is paid. This was seconded by Councillor Mrs Walters and agreed by all.
j. Interest on Business Reserve Account (March/April) – £11.10
k. Balance at Bank – as at 28th April 2023 the balance in the Current Account was £9191.77 (this includes the first half of the precept £1360.50, but not the cheques signed this evening).
As at 28th April 2023 the balance in the Business Reserve Account was £6821.84.
15. Matters for further reporting:
The chairman mentioned the purchase of a projector. The clerk stated she had contacted a couple local clerks. One had informed her that the one they use now costs just over £1000. The other clerk also clerks for a smaller council and said that cheaper ones are available on the internet and if you can project onto a wall then do so as some of the screens are flimsy.
Councillor Mendus-Edwards wondered if it was possible to get a grouped together insurance for the hall and parish council as the parish council holds their meetings in the hall.
Councillor Reed stated the parish council needs to spend the TAP fund money.
Councillor Mrs Walters stated she felt it was important for the parish council to be proactive.
The clerk reminded councillors that they need to fill in their Election Expenses forms and send them back to WDBC by June 1st.
She asked if the council were in agreement that thank you letters be sent to Alex Penny, Jon Clark and Barry Ratcliffe. The council were in agreement and the clerk will liaise with the chairman.
She mentioned that there was training available through Devon Association of Local Councils if anyone was interested.
16. Confidential discussion:
16.1 Enforcement cases – one of the enforcement cases has been investigated and NO BREACH has been found.
17. Date of next meeting:
July 25th 2023
There being no further business the meeting closed at 9.05pm