The Minutes of the previous meeting (December 2009)

MINUTES OF MEETING OF HARDINGTON MANDEVILLE PARISH COUNCIL HELD ON 19th JANUARY 2010 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, Bill Turner, Malcolm White, Rob Lloyd and Rose White.

IN ATTENDANCE

Liz Raymont (Parish Clerk), Lesley Boucher (District Councillor) and 14 members of the public.

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

  1. APOLOGIES FOR ABSENCE.
    Received from Cathy Bakewell.
  2. MINUTES OF MEETINGS HELD ON 2nd December 2009 (Already Circulated).
    1. Robin Carpenter asked that Minute 6) Planning Applications, be amended to say that he and Bill Turner rejoined the meeting prior to 6d) being discussed. Rose White asked that Minute 9) Finance, be amended to include the following resolution:

      It was resolved that a minimum of £1000 should be kept in the current account in case of any contingencies that may arise.

    2. The Minutes were signed as a true record.
  3. DECLARATIONS OF INTEREST.
    None.
  4. MATTERS ARISING FROM THE MINUTES
    1. Robin Carpenter reported on the Community Forum meeting that took place on 3rd Dec 2009. The following projects within Yeovil will receive additional funding.

      The Octagon theatre will receive funding to establish regular craft markets and a new community choir. The Police will receive funding for additional hand held, blue tooth technology and for 2 additional street pastors for the town centre. The country parks will receive funding to provide training for young people and 4 emergency first aid ‘grab bags’ are to be sited around Yeovil town centre.

  5. DISTRICT & COUNTY COUNCILLORS' REPORT
    Lesley Boucher reported that SSDC was trying to catch up with the backlog of waste collections due to the snowy weather. Rob Lloyd asked that gritting the road through Hardington should be extended right to the junction with the A30 at Elliot’s Hill. Lesley asked that this be minuted for Cathy Bakewell’s attention.

    It is intended to offer workshops to train an emergency representative on all Parish Councils.

    SSDC has been assessed by the Audit Commission against all the measurable criteria, as exceeding the requirements, receiving a score of 3 out of 4.

    SSDC is considering linking with East Devon County Council in order to achieve cost savings in areas such as high level management salaries. The counties have a similar demographic profile and layout and savings may be achieved by merging services. The councils themselves will not be merging.

  6. PLANNING APPLICATIONS
    1. No new applications had been received.
    2. No results of previous applications had been received.

    At this point the meeting was suspended.

  7. PARISH PLAN John Gilmore gave a report on the work of the Village Hall Redevelopment Committee, and members of the public were given the opportunity to comment on the proposals.
    1. Village Hall Redevelopment – result of parish consultation via Messenger.

      A total of 28 replies were received. 18 did not support raising the cost of architect’s fees via the precept and 10 were in favour. All replies were read to the Council. Many people expressed a wish for facilities to be improved but not to the degree proposed.

      A letter from the Chair of the Village Hall Committee was read expressing her concern that any major fundraising initiative must have the support of a large proportion of the village population and if this was not forthcoming that the committee would have to proceed with minor improvements.

    2. Welcome Pack. This was postponed to the next meeting.
  8. RISK MANAGEMENT
    1. Freedom of Information Model Publication Scheme – It was agreed this be kept on the agenda for the Clerk to deal with once she has more time.
  9. FINANCE
    1. Bank reconciliation at 31st December 2009 was agreed and signed.
    2. Quarterly reconciliation at 31st December 2009 was noted.
    3. The Clerks hours for December 2009 were noted as 10 hrs.
    4. It was agreed that a cheque for Clerk’s salary of £600 plus expenses of £63.23 should be raised.
    5. The review of the clerk’s salary. In view of the confidential nature of this matter the Parish Council resolved that, in accordance with standing order 53, it would be considered in a closed session after the meeting.
    6. Funding of village hall project. Councillors considered the 3 estimates that had been received from the Architects contacted by the sub committee. The Councillors expressed their concerns regards the potential cost of £140,000, and that there does not seem to be enough support from the village to fund raise for such a major redevelopment. In addition it was felt that without additional car parking the potential to receive any return on the proposed investment was limited. There did not appear to be a business plan for the future, and there was concern that 50% of the Hall’s income was from one user (the Pre School), who were unable to give assurances about their long term use of the Hall. Nevertheless, the Parish Council appreciated the need to produce a plan to move forward and of the need for improvements to things like the heating system and the insulation.
    7. Final precept requirement for 2010/11. The estimate of the financial requirements for 2010/11 was considered. Rose White proposed that a precept of £13500 should be raised, which excludes the village hall architects fees of £6500. Robin Carpenter seconded this.

      An amendment was proposed by David Beckley to include an additional amount of £1500 to go towards improvements to heating and insulation in the hall. Thus raising the precept to £15000. This was seconded by Rob Lloyd.

      The amended proposal was put to a vote – 6 councillors supported the proposal and 1 abstention. The proposal as amended was then unanimously agreed to increase the precept requirement to £15000 for 2010/11 and the clerk was asked to submit the final precept notification.

  10. HIGHWAYS
    1. Grit bins – Robin Carpenter expressed the need for a grit bin at Elliot’s Hill near the junction of Pen Lane and the A30 heading towards Crewkerne. Elliot’s Hill falls within the East Chinnock Parish but is not a route likely to be used regularly by many from that Parish and so is unlikely to be a priority for them. Robin Carpenter proposed that the Clerk write to East Chinnock Parish Council asking that they place a bin there and that Hardington Mandeville Parish Council would be willing to meet half of the cost. This was agreed. It was also proposed that the Clerk should write to Somerset Highways expressing the Council’s concerns about safety on Elliot’s Hill as that route has been used as a diversion when accidents have occurred between Barrow’s Hill and Yeovil. This was agreed.
    2. It was noted that the signpost at Lyatts has been fixed.
    3. It was noted that road works would be taking place near Bridge Close Farm from 21st January for one week.
    4. Report from Rob Lloyd, the Highways Representative. He advised that the drainage problem at the junction of Hill End and Partway Lane is being looked at by Highways. It appears to be a problem with the drainage pipe that runs under the land on that corner. He is also still trying to fix the problem with water on the High Street and is having a further site meeting with Somerset Highways. The drain at Primrose Hill is blocked and he will try to get it cleared. He also noted that there are numerous drainage problems around the village and shall take them up with Somerset Highways. The Clerk was asked to assure villagers that the Parish Council is trying to deal with these drainage problems in her Messenger report.
  11. FOOTPATHS
    1. Replacement sign at Milcombe Farm. Robin Carpenter advised that the new sign is on its way in due course.
    2. It was noted that the responsibility for ‘Rights of Way’ will be moved from SSDC to Somerset County Council with effect from 1st April 2010.
    3. Report from Robin Carpenter, the footpaths representative. Robin reported that he is still waiting for the stile at Y9/4 (south of The Waterfall, formerly Merrymoles) to be replaced. It was also reported that the wall belonging to Mr Boord running along the footpath from Rectory Lane to Broadstone Lane has collapsed into the path and is partially blocking the route. The Clerk was asked to write to Mr Boord with a view to getting the path cleared and the wall repaired.
  12. PARISH LENGTHSMAN SCHEME
    1. The Lengthsman’s time sheets for November and December were noted.
    2. The following work is required in January:
      1. Drain at Wimborough Lane near the entrance to the footpath needs to be cleared.
      2. The members are still not happy with the work done on the footpath to the Post Office. The ditch needs more clearing and the blocked pipe is still not running. It was agreed that Malcolm White should meet with the Lengthsman to sort this problem.
      3. To ask that the drain on Primrose Hill is cleared by SSDC. Also the drain opposite Grass Hill on the High Street needs attention.
      4. To investigate whether there is a blocked drain along Barry Lane after Field View. This stretch was particularly icy during the cold spell.
    3. Peter Bysouth reported that the Parish Lengthsman’s scheme meeting was cancelled due to the bad weather and has not yet been rearranged. He will take up the members concerns about the time taken to carry out jobs directly with the Chairman of the scheme.
  13. DOG CONTROL
    A letter has been received complaining about the amount of dog mess around the village and asking that dog waste bins be erected as the nearest place to dispose of dog mess is in West Coker. The Councillors sympathise with the problem of dog mess on the footpaths and roads around the village but did not feel that the erection of bins would necessarily mean that people would use them. The Clerk advised that dog waste can be disposed of in the household rubbish bins. The Clerk was asked to reply. The Parish Council will investigate putting up additional signs around the village in places where the situation is particularly bad. The Clerk will look into this and was asked to include a section on dog waste in her Messenger report.
  14. PROPOSED RECREACTION FIELD AT NORTH LANE
    1. Report from Recreation Ground working party.

      Rose White reported that the first meeting of the working party took place Tues 12th January 2010. She reported that the sub-committee is made up of a spread of individuals representing the Parish Council, local interested residents, local youth groups and East Coker School. It was felt that the priority for the working party is to establish a recreation space within the village and that the land at North Lane offered by Mr Kong is the most suitable. Malcolm White and Ernest Kong had visited the site and agreed that it was approximately 1 ½ acres in size and offers plenty of space. It was agreed that James Divall (former SSDC community Play Officer) would arrange a site meeting with Steve Barnes (SSDC Play and Youth Facilities Officer) as soon as possible. A brief list of possible facilities was drawn up stressing the need for the site to appear as natural as possible.

      Malcolm White reported that a site meeting took place with himself, Ernest Kong, James Divall and Steve Barnes on Thursday 14th January. He reported that Mr Barnes was very positive about the site. He felt that access was not a significant problem, nor was the sites visibility from the road. He suggested making 10 parking spaces which would be separated from the main play area. It was felt that with mowing and rolling a reasonably level site could be established.

      The next stage is to establish a pre-planning meeting in Yeovil, with Cathy Bakewell’s help, to obtain change of use and to get the Area South Planning Committee to consider the proposal. Rose White agreed to speak to Cathy Bakewell when she returns from holiday at the end of January. The next working party meeting is 3rd February 2010, 7pm at Midway.

    2. The Play Audit Report will be considered at the next meeting.
  15. AFFORDABLE HOUSING
    1. Planning Officer’s visit to the potential sites. The assessment report of potential sites for affordable housing was noted. Peter Bysouth expressed his frustration regards the lack of communication by the planning department which led to 2 sites that had already been established as unsuitable being included. Plus the Parish Council’s comments regarding the site at Court Close had not been considered. It was agreed that the Clerk should send the letter that he had prepared to Helen Ferdinand at the Planning Dept.
    2. The Community Land Trust (CLT). The Council have been waiting for the planning officer’s report before being able to approach the CLT. Should the affordable housing scheme go ahead then this report can be used to support an application for financial help.
  16. CORRESPONDENCE
    1. It was noted that a letter of thanks had been received from West Coker Brownies.
    2. It was noted that ‘Grassroots Grants’ are available from Somerset Community Foundation.
    3. It was noted that there is a government consultation meeting at Stogursey Village Hall 27th January concerning site of new nuclear power station.
    4. It was noted that responses are still required from Councillors to the Ethical Standards Survey.
    5. It was noted that a draft letter had been received from Nick Lunt. Peter Bysouth had taken advice from Somerset Association of Local Councils who advised that the Council should not consider it. The Clerk will acknowledge receipt of the letter, and state that the Council was taking no action.
    6. It was noted that a letter has been received from ‘Local Works’ concerning the Sustainable Communities Act Amendment Bill. It was agreed that the Clerk will send a letter to our local MP and lobby him to support the Bill. Robin Carpenter asked that the email be circulated to members.
  17. MATTERS OF REPORT & ITEMS FOR NEXT MEETING
    1. The Chairman proposed that the Parish Council should move ahead with plans to improve the heating system and insulation in the village hall and that the Clerk should approach Community Council for Somerset regards possible grant funding. Rose White offered to assist with any applications needed. This was agreed. The Clerk was asked to advise the Village Hall committee of the Parish Council’s plans.
    2. Councillors – nothing to report.
    3. The Clerk reported that she is planning to attend New Clerks 1 on Tuesday 9th Feb 2010.
    The members resolved that in view of the confidential nature of the business about to be transacted it is advisable in the public interest that the press and public be temporarily excluded and they were instructed to withdraw.

    The Council then considered the Clerk’s salary. After discussion, it was resolved to increase this by 2.5% to £1,848.00 a year with effect from 1st April 2010.

  18. DATE AND TIME OF NEXT MEETING & CLOSURE
    The next meeting will be 16th February 2010 at 7.30 pm in the Village Hall.

©
Hardington Mandeville
Parish Council
2010