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Shute Parish Council AGM Minutes 12th May 2011

24 June 2011 611 views No Comment

MINUTES OF THE SHUTE PARISH COUNCIL ANNUAL GENERAL
MEETING HELD AT UMBORNE HALL ON THURSDAY 12TH MAY 2011 AT
7.30PM.

Those present: Cllrs. D Loud, W Marshall, C Miltenburg, G Nunan, P Pearce,
P Rugg and R Wood, PCSO Amanda Jones plus Mrs M Thomas (Clerk) and 2
member of the public.
DECLARATIONS OF ACCEPTANCE OF COUNCILLORS
The Clerk explained all Councillors have to complete a Declaration of Acceptance
and Register of Interests forms which were duly circulated. The Register of
Acceptance forms to be returned to East Devon District Council.
ELECTION OF CHAIRMAN
Cllr P Rugg was proposed by Cllr G Nunan and seconded by Cllr C Miltenburg.
There being no other proposals Cllr Rugg was duly elected.
ELECTION OF VICE-CHAIRMAN
Cllr Carol Miltenburg was proposed by Cllr D Loud and seconded by Cllr W Marshall
There being no other proposals Cllr Carol Miltenburg was duly elected.
ELECTION OF OTHER REPRESENTITIVES
Parish Plan: Committee re-elected en bloc
Hitchcock Trust: Shute Parish Council Trustees to be Chairman, Cllr Rugg and
Vice-Chairman Cllr C Miltenburg.
Planning Committee: Between meetings applications to be decided upon by
Councillors in the location of application unless controversial then the Full Council to
be consulted.
APOLOGIES
Apologies were received and accepted from Cllr Mrs E Sweetland, Dist Cllr I Chubb
and C Cllr A Moulding. Retiring Councillors Mr Christopher Pole-Carew and Mr
Phil Wilson also sent their apologies.
MINUTES OF THE LAST MEETING
The circulated minutes of meetings held on 7th April 2011 were approved and duly
signed as correct.
POLICE REPORT
PCSO Amanda Jones reported many changes to the policing in the area are to take
place from 23rd May. Axminster Station will be closed to the public but Honiton
Stations will have longer opening hours (Tues-Fri 10am to 7pm and Sat 9am -2pm.
Response officers will be based at Honiton. Shift patterns will alter and she will try to
attend meetings.
One crime was reported, damage to tyres at Bakers Mead and on the whole crime is
30% down on last year’s figures.

A lot of money has to be saved but efforts will be made to still provide police cover.

PCSO Amanda Jones thanked the Council for writing a letter of recognition of her
work to the Devon & Cornwall Constabulary and the Council thanked her for all her
work carried out within the parish.
PCSO Amanda Jones left the meeting.
MATTERS ARISING FROM THE MINUTES
Allotments. No interest has been shown as yet and advertisements to be placed in the
next Parish Magazine and on the Umborne website.
Samurai Buildings, Seaton Junction. It was reported Brian Hoare, DCC Highways,
met with Andrew Wilkinson, Planning Agent for Sumaria Boatyard, to discuss breach
of planning regulations being the position of the new bank which will impose on the
correct position of the reclaimed highway. This to be addressed.
Cllr Wood questioned dates of when through planning conditions the green palisade
fecing has to be erected. This to be investigated.
Agreed as no reply received regarding a meeting EDDC and DCC with Councillors
the Clerk to chase this matter.
PARISH PLAN
Cllr R Wood reported the 6th section has been completed and a meeting will be held
on 26th May to agree on final layout.
The Chairman of the Council thanked all those involved.

CORRESPONDENCE
Whitford Village Hall Management Committee – Village Pound. Concern is raised
regarding the conifer on the Pound, the appearance of the tree is an eyesore and ask if
the Parish Council can take any action. After discussion agreed the Council are
apologetic but have no jurisdiction to be able to do anything.
DALC _ County Committee 2011-2015. The Parish Council is invited to nominate a
parish/town councillor to the County Committee. After discussion agreed to leave
this matter to larger councils.
Community Council of Devon – Devon Community of the Year. Details of a
competition to win an award of £250. Agreed to place details on the notice board.
EDDC – Cardboard Recycling. EDDC are looking at methods they can offer this
service and ask for suitable locations. After discussion agreed to consult with Mr K
Sweetland regarding using the old Station Yard, Seaton Junction as the Council
supports this iniative.
DALC – Training for New Councillors. Training for new Councillors is available
with the nearest being held at Tiverton at a cost of £55. Agreed the booklet for New
Councillors to be circulated rather than attending a seminar.

HIGHWAY MATTERS
Shute Piers. The Chairman reported two quotes have been received for changing the
verge and road markings, one being for nearly £2,000 and one for just below £1,000.
Cllr Moulding has agreed to finance to lower estimate under the Locality Award but
DCC wish to move the road sign which will add to the costs and cold possibly be
damaged in removing from present site. Agreed a second sign should be erected.
After further discussion it was proposed by Cllr D Loud, seconded by Cllr G Nunan
and unanimously agreed for the Parish Council to underwrite costs not provided by
outside bodies up to £500.
It was reported in the field opposite Shute Garage a large shed has been erected
together with a new fence which in turn has been reported to the EDDC Enforcement
Officer. It was questioned when will legal action be taken together with action
regarding the unauthorised caravans. The Clerk to investigate.
Reported the fence has been damaged at Whitford Bridge by a car. Clerk to report to
DCC together with the overgrown hedge at Redgate, Shute and to question when the
hedges will be cut especially on the dangerous corner in Shute Village.
Road Closures Noted. From Moorcox Cross past Umborne Lodge and Hampton
Lane. Both noted.
It was questioned if the Clerk cold obtain some maps of the Parish for the new
Councillors, this to be looked into.
PUBLIC FORUM

Reported the state of Shute Churchyard is disgusting with many complaints received.
The Clerk to contact EDDC who are in charge of the maintenance.
Reported litter is being left on Whitford Green. Agreed for the Clerk to check on the
costs of signs and to ask PCSO to look into this matter especially at weekends and
evenings.

PLANNING
Planning Applications
11/0893/LBC & 11/0895/FUL Willow Tree Cottage, Coxley Lane, Shute.
Demolition of existing single storey sunroom and construction of single storey
extensions to include new garden room with pitched roof and adjoining breakfast
room. Agreed to support noting the proposals will enhance the visual amenity of the
listed building.
Planning Decisions
Grant of Conditinal Planning Permission
11/0456/FUL The Wrens Nest, Whitford. Construction of single storey side
extension. Conditions: Materials to be used on external surfaces to match in type,

colour and texture of existing building.

11/0711/FUL Whitford Village Hall, Whitford. Extension and alterations to improve
circulation, disabled and ladies lavatories. Conditions: Materials to be used on
external surfaces to match in type, colour and texture of existing building.

FINANCE

Accounts for the Year Ending 31 st March 2011
Accounting Statement, Bank Reconciliations at 31st March 2011 were circulated to all
Councillors (Appendixed to the Minutes). A copy of the Annaul Governance
Statement was also circulated. It was proposed by Cllr R Wood, seconded by Cllr C
Miltenburg and agreed unanimously for the accounts to be approved and the Annual
Governance Statement approved.
Cheques to be paid
AON – Annual Council Insurance £363.17
The Clerk to obtain other quoted before payment, the Chairman and Clerk are
authorised to make payment for the best quotation prior the next meeting as renewal is
due 1st June. Proposed by Cllr C Miltenburg, seconded by Cllr W Marshall and
agreed.

ANY OTHER BUSINESS
It was questioned if any correspondence has been received regarding the unauthorised
building at Greenhayes (stables being occupied). As nothing received the Clerk to
investigate.

DATE TIME & PLACE OF NEXT MEETING
The next Meeting of the Parish Council to take place on 23rd June 2011 at Whitford
Village Hall at 7.30pm.
There being no further business the Chairman declared the meeting closed at 9.05pm