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Minutes of the Annual Meeting of the Parish Council
held at Holne Village Hall on Tuesday 3 May 2016 at 6.45pm


Cllr B Owen (Chairman), Cllr T Powell & Cllr D Troake
Also present
Suzanna Hughes (Clerk), District Cllr Smerdon, County Cllr Rowe and 1 member of the public

The meeting was opened by Cllr Owen at 6.50pm.



Election of Chairman
It was proposed by Cllr Troake, seconded by Cllr Powell and unanimously agreed that Cllr Owen is re-elected as Chairman.


Election of Vice Chairman
It was proposed by Cllr Powell, seconded by Cllr Owen and unanimously agreed that Cllr Troake is re-elected as Vice Chairman.


Apologies for Absence

  • Cllr G Simpson
  • Cllr E Ross
  • Cllr D Higman


Open Forum
There were no items raised.


District and County Councillors’ Report
Cllr Smerdon referred to his report from April. In addition, he advised that the District Council is developing a Local Plan for South Hams and a joint Plan with West Devon and Plymouth.  They will be looking particularly at development and will have to come up with housing numbers for the whole area.  It is hoped that the majority of new housing will fall within the Plymouth boundary.  DNPA is co-operating as well.   Cllr Smerdon also informed members that SHDC is looking at forming a local authority controlled company to enable it to generate its own income.  He also stated that he would be interested in the views of the parish with regard to the current  CCG consultation,

Cllr Rowe had little to report as most information was contained within her April report sent last month.   She added that there had been some interesting discussions at DCC about the use of pesticides.


Declarations of Interest and Requests for Dispensation
Councillors are reminded of their responsibility to continually update their Notice of Registerable Interests and to declare any disclosable interests, including the nature and extent of such interests they have in any items to be considered at this meeting.  Unforeseen requests for a Dispensation to be considered at this point only if there was no way a Councillor would have been aware of such before the meeting.

There were no declarations of interest or requests for dispensation.


Ratification of Minutes
7.1  Members present received the minutes of the meeting of the Parish Council held on 12 April       
        2016 and agreed unanimously that they be signed by the Chairman as a true and correct record    
        of the meeting.

        To be noted:  With reference to item 120416.09, the Parish Council had been advised after the       
        meeting that the transfer of the lease of the Church House Inn cannot take place until the
        Trustees have approved any new tenant which includes a personal and financial reference, a
        good and credible business plan and an interview with the agent and trustees.  None of this has
        yet happened and therefore the lease has not been sold. 

7.2  Members present received the minutes of the Annual Parish Meeting held on 12 April 2016 and
        agreed unanimously that they be signed by the Chairman as a true and correct record of the 


Election of Councillors to Committees
8.1  Planning
        Cllrs Troake and Powell.

8.2  Finance
        It was agreed that a Finance Committee is not required.  Members were happy for the clerk to
        continue to prepare the budget and any other financial documents for approval by all members
        of the Council.

8.3  Playpark
        It was agreed that Cllr Ross and the Chairman would represent the Parish Council on Holne


Other Committee/Parish representatives
9.1 Village Hall Committee
        It was agreed that Cllr Simpson would continue to represent the Parish Council on the Village
        Hall Committee.
9.2  Snow Warden/Community Road Warden
        Paul Arrowsmith has agreed to continue as the Parish Snow Warden/Community Road Warden.
9.3  Tree Warden
        Ross Gray has agreed to continue as the sole tree warden.

9.4  Leats Liaison Officer
        Cllr Higman was nominated as the Leats Liaison Officer subject to his agreement.

9.5   Other representatives      
         It was agreed that if the Council was required to be represented at other meetings (e.g.  
         Cluster, DNPA etc), members would rotate attendance based on their availability.


Review of Parish Council Governance Documents
10.1  Standing Orders
          Members reviewed the Council’s Standing Orders and agreed no changes.

10.2  Financial Regulations
          Members reviewed the Council’s Financial Regulations and agreed no changes.

10.3  General and Financial Risk Assessment
          Members reviewed the General and Financial Risk Assessment and agreed no changes.

10.4  Statement of Internal Control
          Members reviewed the Statement of Internal Control and agreed no changes.

10.5  Fixed Assets Register
          Members reviewed the Fixed Assets Register.  There was a discussion about the value of the
          play equipment.  It was agreed that the asset register would remain unchanged for now as
          members felt unable to place a value on the remaining equipment which belongs to the Parish  
          Council.  It was further agreed to look at the equipment at the walkabout in June.


11.1        Members approved the following payments:
              -  Cheque no 761 – Cosmic (Website hosting) - £150
              -  Cheque no 762 – Holne Village Hall - £20
11.2        Chairman’s Allowance
                Members approved the Chairman’s Allowance of £100.
11.3        Audit 2015/16
              11.3.1  Members received and noted the year end bank reconciliation.          

              11.3.2      Members received, completed,  approved and authorised the Chairman and Clerk to                 
                            sign Section 1 of the Annual Return (Annual Governance  Statement 2015/16).

              11.3.3      Members received, approved and authorised the Chairman and Clerk to sign Section 2  
                            of the Annual Return (Accounting Statements 2015/16).

11.4        Insurance           
              Members received the renewal from Community First who have quoted £536.46 for one year
              or £509.65 if the Parish Council commits to a long term agreement for three years.

              The clerk presented a competitive quotation from Came and Company who have quoted
              £335.16 for one year.

              It was agreed to accept the quotation from Came and Company (Cheque no 763)


Langaford Meadows
The Chairman advised that a caravan and stable have been sited at Langaford Meadows.  It was agreed to report this to DNPA to establish whether planning permission was required and if so whether it had been granted.


Clerk’s or Councillors’ reports on matters authorised by the Council


Chairman’s urgent business for action by the clerk if covered by delegated powers or for inclusion on the agenda of the next meeting






Date of Next Meeting
It was agreed that unless there was any business which required urgent attention, the date of the next Parish Council meeting would be Tuesday 6 July 2016 at 7.30pm.

It was agreed that June’s meeting will be replaced by a walkabout of the village from Holne Village Hall starting at 7.00pm.


The meeting closed at 7.26pm.



Cllr B Owen





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