Parish Council Minutes May 2024


Clerk to the Council:
Mr John Vanderwolfe FILCM Chartered MCIPD, MCMI
5 Halletts Way
EX13 5NB
 01297 34444

Minutes of the Annual Council Meeting held at the Hawkchurch Village Hall on Tuesday 21st May 2024, commencing at 7pm

Present: Cllr’s Dr A Nolan (Chairman), S Bartlett, T Greenshields, J Dobson, J Baker and D Searle.

In Attendance: The Clerk (Mr J Vanderwolfe), Cllr M Mackinder (EDDC), Cllr I Hall and one member of the public.

119 Election of Chairman
Cllr Dr A Nolan was elected as chairman for the ensuing year. She made her Declaration of Acceptance of office; witnessed by the Proper Officer.
120 Election of Vice-chairman
Cllr J Baker was elected as Vice-chairman for the ensuing year.

121 Annual Governance Statement
The Annual Governance Statement was agreed by all members
122 Annual Accounting Statement
The Annual Accounting Statement was agreed by all members
123 Certificate of Exemption
Resolved that as both income and expenditure for the year ending 31st March 2024 was below the ceiling limit of £25,000 the council would issue a Certificate of Exemption for the need to have an external audut.

124 Apologies
No apologies received

125 Declarations of Interest under the Code of Conduct

No Declarations were made under the Code of Conduct at this stage of the meeting.
126 Minutes
The minutes of the meeting held on the 19th March 2024, having been previously circulated, were adopted as a true record; and were signed by the chairman.

127 Matters Arising
Cllr D Searle stated that he had been unable to contact the Fire Arms Licensing department using the contact details provided at the last meeting. The chairman agreed to investigate this.

It was agreed that a consultation exercise would be put in place to seek the views of parishioners regarding whether the War Memorial should be cleaned or not. Further agreed that the sum of £250 should be earmarked for this purpose. Further information would be given at the Annual Parish Meeting next week.

The Rhino trail station had been erected and the panels will be erected shortly. Both items have been paid for. Section 106 funds will be invoiced to East Devon District Council.

128 General Assets Items
Resolved to set aside £60 for gardening work by the War Memorial.
The clerk will work on getting the land at the memorial registered to the parish council.
The work at School Close had been completed at a cost of £325.
Resolved to employ a gardener to maintain the areas at a cost of £350 a year.
Village Hall have agreed to deal with the borders around their property
There was some discussion regarding improving the area on the approach to the community shop. Some concerns raised that this was private land. The clerk would investigate the legal implications of funding projects on private land.

129 Democratic Period
Concerns raised about potholes in Wareham Road
130 County Council Report
Cllr Hall had submitted a report, which had been circulated to members. He informed the meeting that 21,700 children in Devon were now in receipt of free school meals. The Devolution vote had been agreed by EDDC, and he felt there was a great need for everyone to work together. There seems to be a growing interest in businesses coming to the west country. The Government had added an additional £10m for funding highways.
131 District Council Report
Following query at a previous PC meeting on the information on public transport provided to potential tenants of properties in Hawkchurch advised in Devon Home Choice, I have had the following response from relevant council officer:
Applicants are advised that own transport is essential because it is a rurally isolated area.
The adverts contain the following text:
This is a rurally isolated area so own transport is essential
We are limited by the word count we can apply on adverts so it’s unlikely we can be more detailed regarding the accessibility of public transport.
The Officer who deals with the allocation of properties in Hawkchurch has confirmed that no properties have been allocated to persons without their own transport due to the rural location. There could be one caveat to this, and that would be if there are persons moving from one property in Hawkchurch to another one in the village. One would assume that in this instance the applicant would be aware of the limits on public transport.
District Local Plan. Following recent email from PC chair expressing frustration on section of draft EDDC Local Plan related to Hawkchurch, I have consulted councillor colleagues and received the following from Cllr Todd Olive who is chair of EDDC Strategic Planning committee under whose remit the local plan lies:
The issue here is one of timing. The topics that are being consulted on this time around are being consulted on at Regulation 18 stage, the same as the consultation that was done over winter 2022, because the work on these issues could not be completed prior to that consultation being issued.
Detailed work on the site selections, taking into account representations made by the public and Parish Councils/Councillors in the original Regulation 18 consultation, has yet to be undertaken by officers or considered for any decision by Members via Strategic Planning Committee. The potential allocations that were contained within that original consultation – whether preferred, 2nd choice, or rejected – have therefore been shown on the plans for this supplementary Regulation 18 consultation to ensure maximum transparency and make residents aware that there could still be future decisions taken to allocate sites in these locations. The work on detailed assessment of each site is beginning at the moment, where further technical evidence and submissions from the community will be fully taken into account in analysis, and will come to Strategic Planning Committee later this year for a decision before a ‘Regulation 19’ consultation on the full draft of the Local Plan is undertaken hopefully over Winter 2024-25 this year.
I realise this seems a little backwards and we can only apologise for any confusion. The planning policy team have done their level best to ensure that the above has been communicated in the consultation documents, but I’m sure you will appreciate we are having to make the best of an awkward situation with regard to government plan-making regulations.

Following a discussion at an earlier PC about Neighbourhood Plan, I also obtained following useful information from Cllr Olive:
a)    The level of CIL payments to PC when a valid Neighbourhood Plan exists is raised from 15% to 25%
b)    Neighbourhood Plan does not have to a long document. A good example of an effective but reasonably short plan is the Rockbeare Neighbourhood Plan. A link to that plan is available at

132 Accounts for Ratification

The following accounts were agreed for payment: C J Searle & Sons £100.80, Total Energy£57.20, SW Water £61.51, J Vanderwolfe £223.50, Mr Day £325.00, Ian Churchill £75.00, Moneysoft £ 36.00, Total Energy £63.42, Venture Play £1450.06, Rhino Play £14210.40, DALC £242.83 and HMRC PAYE £182.11.
133 Financial Update
Members agreed the financial update spreadsheet.

134 Planning Applications
24/0896/Ful Old Bakery, Hawkchurch: Renovation and replacement of single glazed timber windows and doors. Also 24/0897/LBC Members supported this application.

135 Highways

Concerns that heavy vehicles are damaging the road surface which results in more water leak problems. No date yet for the speedwatch scheme. Mention was made of the DCC road warden scheme. Buses experiencing difficulties in some areas because of overhanging trees. Agreed that letters be sent o offending land owners regarding this problem, reminding them of their legal responsibilities. The badger may be back in Brimley Road. Agreed hedge cutting at critical points would be undertaken in July

136 Annual Parish Meeting
Scheduled for Tuesday 28th May at 7pm. Chairman of the Hawkchurch Assets Committee would provide an update progress report. There would be a £50 budget for food.

137 Correspondence
Correspondence had been circulated via email by the clerk when received

138 Items of Urgency

139 Closing of Meeting
The chairman declared the meeting closed at 8.40pm

118 Next Meeting: Tuesday 23rd July 2024 at 7pm

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