The Minutes of the previous meeting (June 2011)

MINUTES OF MEETING OF HARDINGTON MANDEVILLE PARISH COUNCIL HELD ON 19th JULY 2011 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

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

IN ATTENDANCE

Liz Raymont (Parish Clerk), Cathy Bakewell (County and District Councillor), Gina Seaton (District Councillor) and 2 members of the public.

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

  1. APOLOGIES FOR ABSENCE.
    None.
  2. MINUTES OF MEETINGS HELD ON 21st June 2011 (Already Circulated).
    1. The minutes were approved and signed.
  3. DECLARATIONS OF INTEREST.
    None.
  4. ELECTION OF OFFICERS.
    1. Highways Representative. Rob Lloyd was proposed to remain as the Highways rep by David Beckley. Seconded Rose White.
  5. MATTERS OF REPORT ARISING FROM THE PREVIOUS MINUTES.
    None.
  6. DISTRICT & COUNTY COUNCILLORS' REPORTS (by invitation)
    Gina Seaton reported that she attended the Area South Core Strategy Workshop on 4th July 2011 but there is nothing further to report at this stage. More workshops are planned. At the recent Area South Committee meeting it was agreed that an annual meeting of parishes is to take place and that the Community Development Officer and the District Council Chair will attend at least one parish council meeting. The relocation of the Tourist Information Centre from the Museum to Petters House has been very successful. On 30th June she toured Hardington with Mike Fear to look at various highways issues. She also informed us that S106 agreements, which require developers to make contributions to improvements in infrastructure, are to change but the details are not yet available. A ‘Party in the Park’ event will take place on 2nd June 2012 at Yeovil Recreation Ground. She asked that parishioners are made aware of the summer activities for children that are taking place at both Yeovil Country Park and Ham Hill.

    Cathy Bakewell (County and District Councillor) has provided details of the current recycling rates at all waste recycling centres in the county. Rates at Crewkerne HWRC have declined since the introduction of charges. She also advised that an election boundary review is to be undertaken by the electoral commission by 2013. The number of members will reduce from 58 to 55 and there will be some alteration to the division of the electoral area. Details to follow.

  7. PLANNING APPLICATIONS
    1. Planning Applications received. App no 11/02562/COU Mr Scott Wilce. Change of use of land to garden for Lyatts Orchard. No objections.
    2. Any planning applications received after publication of this agenda. None.
    3. Results of previous applications: App no 11/01931/HDG Ruth Jones on behalf of Wessex Water. Removal of 2 x 5m sections of hedgerow at Partway Lane. Approved.
  8. HIGHWAYS
    1. Report from Rob Lloyd, Highways Representative. Following a meeting with Mike Fear the road collapse on the bend at North Lane is to be referred to the Farming and Wildlife Advisory Group as he believes that it is being caused by water runoff. Malcolm White whose land is adjacent has been notified. The potholes at Milcombe Bridge and Old Track are to be filled.
    2. Grit bin for Lyatts. Retain on agenda for August/September meeting. NOTED.
  9. PARISH PLAN
    1. Recreation Ground at North Lane – Update from FOHCS. Nothing further to report at this stage but meeting is taking place on Monday 25th July where a safeguarding policy will be discussed.
    2. Response to tenders. Further tenders have been sought from Adam Taylor and Vic White; these are due to be returned by 21st July and will be considered at the next FOHCS meeting on Monday 25th July.
    3. Current situation regarding leasehold of land. Clerk confirmed that the PC is ready to sign the lease. Vanessa May proposed that she and Robin Carpenter sign the lease on behalf of the Members, as previously resolved. Seconded Rose White. RESOLVED. The lease was duly signed and then witnessed by the clerk. The members asked the clerk to arrange for the Village Hall Insurance to be extended to cover the recreation ground once the lease documents have been exchanged. Proposed Peter Bysouth, seconded Rose White.
    4. H M Parish Plan Review - Vanessa May, Peter Bysouth and the clerk have met to review the Parish Plan. The clerk read the details to the members and will produce a list of actions to be considered at the next PC meeting.
  10. RISK MANAGEMENT
    1. Recruitment of New Clerk – Current situation.
      1. 10 applications were received. 4 shortlisted. Robin Carpenter proposed that the position is offered to Jessica Vale. Seconded Rose White. Passed unanimously. Robin Carpenter had already advised the unsuccessful candidates that a recommendation to appoint Jessica Vale would be made at this meeting. A contract of employment will be drawn up and passed to the new clerk.
      2. Salary Review. This is to be placed on the agenda for November 2011.
      3. Clerk's Filing Cabinet. Peter Bysouth has offered to store the filing cabinet temporarily and the clerk will investigate having the contents archived.
    2. Terms of Reference for the Recreation Ground Committee. Peter Bysouth has produced a statement of powers for consideration. He will produce a more detailed document. This will be considered again at the next meeting.
      At this point Bill Turner asked whether Louise Baugh has been contracted to complete the project and whether the FOHCS could get a working party together to complete phase 1 rather than use contractors. Vanessa May and Rose White confirmed that Louise has been contracted to oversee the whole project and that a decision was made to use contractors rather than try to ‘do it themselves’.
    3. Village Hall Insurance Review. The Parish Council has been asked to investigate the provision of Public Liability insurance for village groups using the Hall. The current contents sum insured looks too low, and the Committee will look at this, and other groups who held property in the Hall would also be asked to supply a valuation. No further information has been provided by the VHC and so Peter Bysouth offered to raise it at the VHC meeting. This will be considered again at the next meeting.
    4. Area South PC meeting 22nd June East Coker Pavilion. Robin Carpenter and Peter Bysouth attended. The only matter of report is the possible bulk purchase of grit bins within the group.
  11. FINANCE
    1. NOTED Clerk has reclaimed outstanding VAT. NB do not forget to make reserves correctly reflect refunded VAT.
    2. Bank Reconciliation at 30th June 2011. RESOLVED to sign proposed Peter Bysouth, seconded David Beckley.
    3. NOTED Budget Analysis.
    4. NOTED Confirmation of Clerk’s hours for June 2011 (15.00 hours)
    5. Notification of conclusion of Audit. Notice posted 13th July. Payment to Moore Stephens £162.00 RESOLVED. Proposed Vanessa May, seconded Malcolm White.
    6. Final payment of salary, holiday pay and expenses to outgoing clerk. This cannot be calculated until 31st July. EJR will calculate and submit for payment in August along with outstanding pay from 2010-11. EJR will pass calculations to Peter Bysouth to be checked.
  12. FOOTPATHS
    1. Report from Footpath Representative. Robin Carpenter advised that Les Braunton from SCC is coming to check the problems that have been reported with crops blocking various footpaths. He advised that Richard Brooks has agreed to put up a new sign at Y10/8 which Robin has supplied him with. He also noted that 3 further signs are available should they be needed. Y10/22 has been refixed. Y10/20 at Prospect Farm is damaged. Robin will ask if it could be resited. He also noted that the gate post is broken, which has damaged the attached stile at the bottom of the footpath near Waterfalls. Bill Turner to check who owns this gate reference repair.
  13. PARISH LENGTHSMAN SCHEME
    1. NOTED Work carried out in June.
    2. Work for this month.
      • Outstanding from June
        1. Cut back overhanging hedge at Blackhouse Lane.
        2. Strim path at Y10/4.
        3. Construct concrete base for grit bin at Elliot’s Hill. Please contact Robin Carpenter to agree position.
      • New items for July.
        1. Repair stile at Partway Lane Y10/4, both treads need complete repair, and refit signpost which has been loosened again.
        2. Y10/11 High Street. Iron bars to be removed and a new hand rail to be fitted as previously discussed.
        3. Strim grass at triangle and around phone box.
  14. CORRESPONDENCE
    1. Correspondence to be circulated.
    2. Correspondence received.
    3. NOTED Road closure at Partway Lane.
  15. MATTERS OF REPORT & ITEMS FOR NEXT MEETING
    1. Chairman. Nothing to Report.
    2. Councillors:
      David Beckley asked if any further progress had been made with arranging for equipment used in the hall to be PAT tested as various items of his are regularly used in the hall. Peter Bysouth agreed to chase this up with the VHC and arrange a session where this could be done.
      Peter Bysouth asked that the Diamond Jubilee celebrations on 5th June 2012 are added to next month’s minutes for discussion.
    3. Clerk. Asked that the PC set up a postal redirect of post to all of the past clerks as a reasonably large volume of post is received each week.
  16. DATE AND TIME OF NEXT MEETING & CLOSURE
    The next meeting will be on 16th August 2011 at 7.30pm in the Village Hall. The meeting closed at 9.28pm.