The Minutes of the previous meeting (August 2009)

MINUTES OF MEETING OF HARDINGTON MANDEVILLE PARISH COUNCIL HELD ON TUESDAY 15th SEPTEMBER 2009 AT 7.30PM AT THE VILLAGE HALL

Members were reminded that the Council has a general duty to consider the following matters in the exercise of any of its functions - Equal Opportunities (race, gender, sexual orientation, marital status & any disability); Crime & Disorder, Health & Safety and Human Rights.
Liz Raymont, Parish Clerk

PRESENT

Peter Bysouth (Chairman), Robin Carpenter, David Beckley, Malcolm White and Bill Turner.

IN ATTENDANCE

Liz Raymont (Parish Clerk), Cathy Bakewell (County and District Councillor) Lesley Boucher (District Councillor) and seven members of the public.

Before the meeting commenced there was an opportunity for the public to speak.

Karen Clotworthy asked the Council to enquire whether the village hall insurance policy, which is due for renewal on 15th Nov 2009, would cover a Bonfire party fundraising event which is planned for 7th Nov 2009 at Windmill Hill. She also asked that the Council find out whether the cover extended to the Street Fair and Carnival. The Clerk will write to the Insurance Company to clarify the situation.

John Gilmore spoke about progress so far, by the Village Hall Sub Committee, on the planned redevelopment of the Village Hall. Please see the attached summary.

The Chairman thanked John Gilmore for coming.

  1. APOLOGIES FOR ABSENCE.
    Apologies for absence were received from Rob Lloyd.
  2. MINUTES OF MEETINGS HELD ON 15th August 2009 (Already Circulated).
    There were no amendments. The Minutes were signed as a true record.
  3. DECLARATIONS OF INTEREST.
    1. Malcolm White expressed a personal and prejudicial interest in item 9a.
  4. MATTERS ARISING FROM THE MINUTES
    1. BT Payphones. The Clerk advised that the payphones have now been repainted.
    2. Website Forum. It was discussed that each Forum could have its own Moderator from each particular interest group. It was agreed that the Clerk will act as Moderator for the Parish Council and Parish Plan areas of the Forum. Karen Clotworthy will act as Moderator on behalf on the Village Hall and Brian Dodd will monitor the Sales and Wants area. We have not yet had a reply from the Hardington Players.
  5. DISTRICT & COUNTY COUNCILLORS' REPORT
    Cathy Bakewell said that she had spoken to the County Council regarding the badger sett at Primrose Hill. They advised her that it cannot be removed however they will monitor it and remove the earth from the road if it becomes a nuisance. She also said that she had complained to the Director of Environment at the County Council over their lack of response to enquiries about Bendford Bridge. She also advised that the County Council is waiting for the Chairman to return a map showing the position of the orchids in the grass verges. The Chairman will speak to Mike Bickerton to establish their exact position.
    Lesley Boucher spoke about the Community Forum. She said that £40k is available and that it is open to recommendations from the community on how to spend it. Most has gone towards projects within Yeovil town but we could put forward the village hall or the Pre School as possible beneficiaries. Lesley also advised that in order to maintain current service levels the Council Tax would have to increase by 8.2%. Approximately £1.3m of cuts will be required and that public consultation will take place on this issue. The likely increase will be about 4%. David Beckley inquired about the County Council’s £24m exposure to the Icelandic Banks. Cathy said that the Council had 3 investments with Icelandic Banks, 2 of which are fine and 1 where 9% of the investment will be returned. She will email the Clerk with details of the split between the 3 investments.
  6. PLANNING MATTERS
    1. Two planning application had been received after the publication of the agenda.
      • Application no 09/03305/FUL for the alteration and extension to dwelling house at Old Track Hill End Hardington Mandeville for Mr and Mrs S De Boehmler. The Council made no objections to the plans.
      • Application no 09/00609/FUL a revised application for the erection of a livestock shed for keeping of wild boar at Woodentop Farm West Coker Hill West Coker for Mr P Richards. The council had no objection to the size and location of the shed. However they expressed their doubts about the suitability of keeping wild boar intensively. They therefore objected to the plans and requested that they see further information from the Agricultural Development Advisory Service (ADAS) as to the suitability of the scheme.
    2. Results of previous planning applications. Application no 08/04482/FUL for the erection of a livestock shed for keeping of wild boar at Woodentop Farm West Coker Hill West Coker for Mr P Richards has been withdrawn. See revised application above.
    3. Core Strategy Consultation. Lesley Boucher said that there had been poor communication about this issue. Maps that have been produced, as a result of the consultation, show a lot of land around East Coker and West Coker has been submitted as areas for possible future development. It would be advantageous if a member of the Council could attend one of the forthcoming meetings.
    4. The Stables Partway Lane. An email from Liz Arnold, the enforcement officer in the planning department of SSDC was read out. She stated that Mr Small is using this address as a postal address for his business only and as such this use is not considered to be in breach of the legal agreement. She stated that scaffolding has only been brought to the site on rare occasions before being moved on to another site. Although this is a technical breach of the legal agreement she has not been able to obtain any substantial evidence to support any formal action against this breach. She asked that she be informed if the Parish Council becomes aware that materials are stored on site. She also stated that Mr & Mrs Small were advised that the touring vans and the temporary buildings on the site are in breach of their planning conditions and that they should be removed.
  7. CO-OPTION OF PARISH COUNCILLOR
    Three people had come forward to offer their services as a Parish Councillor:
    Trevor Cherry – Proposed by Peter Bysouth, seconded by David Beckley; Rose White – Proposed by Bill Turner, seconded by Robin Carpenter; Vanessa May – Proposed by David Beckley, seconded by Peter Bysouth.
    This was put to a vote and Rose White was elected by 4 votes to 1 to the Parish Council. The Clerk will arrange for the new Councillor to complete a Declaration of Acceptance of Office and to arrange for her to attend the Powers of Wellbeing Training in October.
  8. RISK MANAGEMENT
    1. The Clerk has written to HM Revenue & Customs regarding payment of Clerk`s salary without deduction of national insurance or tax.
    2. Freedom of Information Model Publication Scheme – It was agreed this be kept on the agenda for new Clerk to deal with once she has settled in.
    3. Notice Board at Hardington Moor. Mr Ron Ahern of the Farthings Hardington Mandeville has offered to make the new notice board asking that the Parish Council cover the cost of materials. David Beckley proposed that the Council accept Mr Ahern’s kind offer. Seconded by Malcolm White. It was resolved that the Clerk would write to him thanking him for his offer and asking him to liaise with Malcolm White regarding the specification.
    4. Change of bank signatures. Now that the new Councillor has been co-opted it was resolved that the Clerk would arrange for the bank signatures to be changed. To arrange for the removal of Kevin Margetts and Jane Woodcock and the addition of Rose White and Elizabeth Raymont.
  9. FINANCE
    1. A cheque was raised for £30.00 to Sharyn White for acting as temporary clerk
    2. A cheque was raised for £15.00 in payment of an invoice from SALC for Clerk’s training.
    3. A cheque was raised for £328.65 in payment of Clerk’s salary of £300.00 and expenses of £28.65.
    4. A cheque was raised for £138.00 in payment of an invoice from Moore Stephens in respect of the annual audit.
    5. The Clerk’s hours for August were confirmed as 20.25 hours.
    6. The Chairman produced an estimate of the Precept for 2010/2011 for consideration by the Councillors prior to the next meeting.
    7. The review of the clerk’s salary. The Parish Council agreed that this would be considered in a closed session at the next meeting
    8. Recovery of VAT. It was resolved that the Clerk should make a claim for the recovery once up to speed with her new position.
  10. HIGHWAYS
    1. Removal of the tree at Bendford Bridge. An email from Paul Tucker at the County Council was read out saying that this would be added to the list of outstanding works. The Councillors agreed that Rob Lloyd should therefore not proceed with his plan to remove the tree himself.
    2. The signpost for Lyatts has been ordered but there is no further movement on this.
    3. The Badger sett at Primrose Hill. It was agreed that no further action would be taken in the light of Cathy Bakewell’s comments under section 5 of these minutes.
    4. Bill Turner noted that part of the road to Hardington Marsh is collapsing. It was agreed that the Clerk would write to David Durrant, the Highways Representative, to advise him of this.
    5. There was no report from Rob Lloyd, the Highways Representative, as he was not present.
  11. FOOTPATHS
    1. Explore Somerset Website. Robin Carpenter advised the Council that he had been unable to find the website.
    2. Replacement sign at Milcombe Farm. Robin Carpenter advised that there was no further progress.
    3. Robin Carpenter advised that the Bridleway Y10/25 is in very poor condition and also blocked by maize on the Dorset side. It was agreed that Robin will place an article in The Messenger asking local horse riders, wishing to use this bridleway, to complain to the local authority about its condition. He also noted that on the Dorset side it is not a bridleway but an unpaved and unclassified road. He would also attempt to get it reclassified as a bridleway on the Dorset side.
    4. The Chairman read a draft reply to Phil Hunt’s letter regarding Blackhouse Lane, Common Lane & Coldharbour Lane. It was agreed that it could be sent following a small change to the text.
    5. Bill Turner reported that footpath no Y9/2 which was blocked, due to a maize crop, had been cut by the local council. However they had cut it up to 2 metres wide in places, which he felt was excessive.
  12. PARISH LENGTHSMAN SCHEME
    1. A report of the work carried out in August had been circulated.
    2. The following work was required in September:
      1. The footpath to the Moorings needs more attention.
      2. Blackhouse Lane to the top of the Conservation field still requires clearing as it has become very overgrown.
      3. Footpath to the village shop needs strimming and the pipe in the culvert has become blocked with earth and needs clearing.
      4. The outside (north) wall at the village hall has become very black and needs painting. It may need to be power washed prior to painting. The clerk will get hold of the paint from Sarah Quinton at the Pre School and liaise with the Lengthsman.
  13. AFFORDABLE HOUSING
    1. The Chairman advised that he had still not heard from the District Council regarding their Planning Officer’s visit to the potential site. He will chase them up.
    2. The Community Land Trust. No action can be taken until the visit referred to in 13a has taken place.
  14. PROPOSED RECREATION FIELD
    1. The Chairman advised that he had not heard from the District Council regarding their Planning Officer’s visit to the potential site. He will chase this up.
    2. The Clerk advised that James Divall will attend the October meeting to present the results of the play audit.
  15. PARISH PLAN
    1. Village hall redevelopment. See attached summary of the Village Hall Sub Committee’s recommendations. Options for the hall were discussed at length and John Gilmore stated that in order to move the project on the committee need to obtain specific plans for the redevelopment from an architect. He would then be able to get specific costings from building contractors. He asked the Parish Council if it would be willing to fund this process. It was resolved to obtain 3 quotations from architects to redevelop the hall using the rough plans produced by the Village Hall Sub Committee as a basis. It was agreed that the architects should be specialists in village hall developments and John Gilmore agreed to draft a specification on behalf of the Parish Council.
    2. Welcome Pack. This item will be left for the next meeting.
    3. Tree Planting. This item will be left for the next meeting.
  16. CORRESPONDENCE
    1. Sustainable Communities Act 2007. It was noted that in the final days of the Act being passed Local Councils were omitted from the arrangements by Whitehall officials. It was agreed that the Clerk will send a letter to our MP, David Laws, urging him to support Early Day Motions 1064 and 1545 in support of an Amendment Bill which would rectify this omission.
    2. Neighbourhood Learning in Deprived Communities. No further action will be taken on this as it was felt that the Parish would not fall within this category.
    3. The Council was informed that a Dog Control Workshop will take place 27th Oct 2009.
    4. The Council was informed that the date of the Area South Community Forum had changed to 1st October 2009.
    5. It was brought to the Council’s attention that the SALC AGM will take place on 26th September 2009.
    6. Avon and Somerset Police authority have asked for nominations for the forthcoming Community Policing Awards. No further action will be taken.
  17. MATTERS OF REPORT & ITEMS FOR NEXT MEETING
    1. The Chairman had nothing to report
    2. The Councillors had nothing to report.
    3. The Clerk had nothing to report.
  18. DATE AND TIME OF NEXT MEETING & CLOSURE
    The next meeting will be on Tuesday 20th October 2009 at 7.30 pm. The meeting closed at 9.59 pm.

Notes on report to Parish Council Meeting by John Gilmore

  1. Brief: to produce a recommendation for development of village hall facilities consistent with the 5 year plan
  2. Members of the sub committee: A Lunt, D Beckley, K McIver, S Ogden, R Richards, J Soulsby, J Whatley, E Gilmore, J Gilmore
  3. New hall on alternative site; not part of village plan but need to follow up following E Kong offer of land. Parish council approached commercial surveyor who advised to establish site value would need to advertise for alternative commercial use for 12 months. If no takers, planning permission should be obtained to maximise site value; estimated at £125k. The value of a single residence on the site would be £400-425k. We therefore concluded that the existing site would not realise sufficient funds for a new village hall in a different location to be feasible.
  4. The various user groups were consulted about what improvements that would like to see. These were heating, kitchen, toilets, meeting rooms, storage. The importance of the preschool to revenues was noted (50%) and also the lack of a long term commitment.
  5. Various alternative plans were considered and option 5 favoured which would provide 3 meeting rooms, larger kitchen and new storage area. Cost estimate for the complete scheme was £200k.
  6. To progress the improvements we would need to pay an architect to draw up plans and a specifications including heating redesign, quotes could be obtained (estimate £5-6 k) and then contractors could price the works to establish the level of fundraising required. (Matching grants are possible up to £70k).
  7. Approval is sought from the parish council to fund this next stage to employ an architect to draw up plans and specifications.
  8. The sub committee recognised that unless a substantial donor came forward, the huge fundraising effort required would probably necessitate a piecemeal approach to providing improvements.

©
Hardington Mandeville
Parish Council
2010