2021/05/05: Parish Council Meeting – Agenda

2021/05/05: Parish Council Meeting – Agenda

To: all Members of Chawleigh Parish Council

For information: County and District Ward Members, press and public

Issue date:       Thursday 29th April 2021

The Parish Council is grateful for the attendance and reports presented by both Councillors and external organisations. Due to the large number of issues affecting the Parish, it would be most appreciated if reports could be kept concise and to the point.

You are hereby summoned to attend the Annual Meeting of Chawleigh Parish Council on Wednesday 5th May 2021 at 7.30pm, to be conducted remotely using Zoom, for the purpose of transacting the business on the following agenda.

Rob Martin

Locum Clerk to Chawleigh Parish Council

To Join 


1ELECTION OF CHAIRMAN & VICE-CHAIRMAN To receive nominations from councillors on these two roles and elect a Chairman and Vice Chairman for 2021/2022.  
2APOLOGIES To receive apologies for absence Schedule 12 of the Local Government Act 1972 requires a record be kept of the members present and that this record form part of the minutes of the meeting. Members who cannot attend a meeting should tender apologies to the Clerk, as it is usual for the grounds upon which apologies are tendered also to be recorded. Under Section 85(1) of the Local Government Act 1972, members present must decide whether the reason(s) for a member’s absence are acceptable.
3DECLARATIONS OF INTEREST (PECUNIARY AND NON-PECUNIARY) To receive declarations of interest in items on the agenda Under the Localism Act 2011 (sections 26-37 and Schedule 4) and in accordance with the Council’s Code of Conduct, members are required to declare any interests that are not currently entered in the member’s register of interests or if he/she has not notified the Monitoring Officer of it.
4ELECTRONIC PUBLIC PARTICIPATION Due to the Corona virus pandemic and current Government guidelines the meeting will be held remotely on the Zoom platform. Please see separate notice on instructions how to attend the meeting. Questions can be also be emailed to stevegodly@hotmail.co.uk or phoned through to Steve Godly (07768 415 936) by midday on Tuesday 4th May 2021. Any issues that have been raised will be answered by email, post or phone by midday on Tuesday 12th May 2021.
5MINUTES To approve, as a correct record, the minutes of the Parish Council meeting held on 8th April 2021.
To receive the Clerk’s Report To receive the Chairman’s ReportOther Councillor Reports – to receive any reports from councillors on matters the council could consider at future meetings and to report on any meetings attended on behalf of the council.
7CHAWLEIGH COMMUNITY TRUST (CCT) To receive a verbal update.  
The Chairman to declare the meeting closed
8PUBLIC AND OTHER BODIES’ SESSION To hear reports from and allow questions to be asked to District and County Councillors and to take any questions from members of the public. County CouncillorDistrict CouncillorMembers of the public   Any reports previously received from County and District Councillors will be assumed to have been read.  
The Chairman to declare the meeting open
9COUNCILLOR REPRESENTATION To agree councillor representations on behalf of the parish council for the coming year.  
10ASSET REGISTER AS AT 31st MARCH 2021 To adopt the attached Asset Register and to consider the additional information it contains on the Insurable Items.  
11FINAL ACCOUNTS 2020/21 To consider the final accounts attached and consider adopting them for 2020/2021.  
12ANNUAL GOVERNANCE AND ACCOUNTABILITY RETURN (AGAR) 2020/21 The Clerk has submitted an Exemption Certificate for 2019/2020, which has avoided the External Auditors sending a Public Interest Report (PIR) to the parish council. Because of missing the deadlines, however, the parish council may not submit just an Exemption Certificate for 2020/2021, as in previous years. Instead, it will have to go through a limited assurance review, by PKF Littlejohn as if it had a larger turnover. The parish council is required to agree the attached: Annual Governance Statement 2020/2021, andAccounting Statements 2020/2021
13HIGHWAYS To receive a report from Cllr. Godley about highways issues at Eggesford.  
14WEBSITE To hear a progress report from Cllr. Swift on his work on a potential new website and agree the next steps.
15DROPBOX To provide file security and ease of access for designated councillors, including Cllr. Swift for the website, the Clerk has signed up for a Dropbox account which enables the parish council’s computer records to be held, and backed-up, in the cloud. He has just opened a free option for the time being, which has limited storage capacity of just 2 GB of data and the message that this is being approached is coming through already.   Increasing the capacity under the lowest priced ‘Dropbox Plus’ account requires an annual payment of £79.90 plus VAT per annum, but increases the storage by the factor of 1,000 to 2 TB.   The Clerk is recommending this upgrade and councillors are asked to agree.  
16DOG FOULING To receive an update on the current situation.  
17RAT INFESTATION To receive a report from Cllr. Cockram on this.  
18RECEIPTS & PAYMENTS SCHEDULE To approve the payment of the invoices on the schedule below for the period since the last meeting, as below:
19PAYMENTS Payment to Services Amount £ 2021/2022     Mid Devon DC Grass Cutting 575.98 Zoom Remote Access (Direct Debit) 14.39 L Cockram Caretaker (Standing Order) 120.00 DALC Subscription 142.29 MAT Electrics DAA Lighting Service 107.94 RJ Martin Locum Clerk Services tba RECEIPTS Receipt from Services Amount £ Method 2021/2022       Mid Devon DC Precept 6,500.00 BACS   In addition, payments will be made for invoices received since the agenda was set.   Payment items in bold will be made following the meeting.  
20PLANNING APPLICATIONS a) To consider the following Planning Applications and to agree comments:  
Reference Location Proposal None     b) Potential planning issues on land opposite Higher Ford.
21DATE OF NEXT MEETING The Annual Parish Meeting and the Annual General Meeting of Chawleigh Parish Council is on Thursday 20th May 2021, at a time and place to be agreed.  
22CONFIDENTIAL MATTERS Section 1 paragraph 2 of the Public Bodies (Admission to Meetings) Act 1960 stipulates that a council may, by resolution, exclude the public from a meeting (whether during the whole or part of the proceedings) whenever publicity would be prejudicial to the public interest by reason of the confidential nature of the business to be transacted or for other special reasons stated in the resolution and arising from the nature of that business or of the proceedings.   The Council to decide whether to close the meeting to the public and press on the basis of confidential personal details that need to be considered.