The Minutes of the previous meeting (September 2011)

MINUTES OF MEETING OF HARDINGTON MANDEVILLE PARISH COUNCIL HELD ON 18th OCTOBER 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.
Jessica Vale, Parish Clerk

PRESENT

Peter Bysouth (who chaired the meeting in Robin Carpenter’s absence), Vanessa May, Malcolm White, David Beckley, and Bill Turner.

IN ATTENDANCE

Jessica Vale (Parish Clerk), Gina Seaton (District Councillor), Cathy Bakewell (County and District Councillor) and 3 members of the public.

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

  1. APOLOGIES FOR ABSENCE.
    received from Robin Carpenter and Rose White.
  2. MINUTES OF MEETINGS HELD ON 20th September 2011 (Already Circulated).
    1. The minutes were approved and signed.
  3. DECLARATIONS OF INTEREST.
    None.
  4. MATTERS OF REPORT ARISING FROM THE PREVIOUS MINUTES.
    None.
  5. DISTRICT & COUNTY COUNCILLORS' REPORTS (by invitation)
    Cathy Bakewell commented on progress on the East Coker development plans and encouraged people to attend the public meeting to be held at East Coker on the 26th of October. There could be 2,500 new homes by 2026, with consequent effects on traffic and recreational walking/transport in Hardington Mandeville. She is also aware of the number of outstanding applications made to the County Council for modification of rights of way in Hardington Mandeville parish, notably upgrading of footpaths to bridleways. Improvements are to be made to the surfacing of Common Lane. She congratulated the Friends of Hardington Community Space for obtaining a grant for £5,000 towards cost of developing the Recreation Ground from South Somerset District Council.

    Gina Seaton added her congratulations over the grant, and recommended that those involved in developing the new Recreation Ground look at what has just been achieved by a Trust (with grants from various bodies) at Kingsbury Episcopi. She also noted that several entrances to playing fields are equipped with padlocked removable height restriction bars. There is information available about neighbourhood plans for parish councils and suchlike to develop, which might be the next stage on from a Parish Plan, but these are subject to District-wide planning documentation being in place. Waste collection dates for 2012 have been published.

  6. PLANNING APPLICATIONS
    1. Planning Applications received.
      1. Application no 11/03917/FUL Mr & Mrs P Proudley, erection of a single storey extension at Moorland Cottage, Hardington Moor. There were no objections.
      2. Application no. 11/03334/FUL BBC DAB, installation of 4 dipole antennae on a climbable pole surmounting existing tower, one equipment cabin, one meter cabinet, one 1.2 metre satellite dish and one feeder gantry, at West Coker Reservoir, Ridge Lane West Coker. There were no objections.
    2. Any planning applications received after publication of this agenda. None.
    3. Results of previous applications; 11/03166/FUL Community Recreation Ground Coker Hill Lane, permitted with conditions. Noted; further discussion about the conditions recorded under item 8 a below.
    4. The Parish Clerk reported that she had contacted the relevant officer at SSDC to ask for clarification on permitted usage of premises at the Stables, Partway Lane, but had not yet received a response.
  7. HIGHWAYS
    1. Report from Highways Representative. Rob Lloyd reported on his correspondence with County Council Highways about recent works.
      1. Surface patching of Broad Hill by Lime Kiln Farm, the drains in that area to be investigated.
      2. Replacement of pipework and scouring of ditch in New Road by Dwelly Bridge.
      3. Pipe put into ditch and concrete added to prevent collapse of a part of Bridge Close Farm Lane.
      4. The Farming and Wildlife Advisory Group (FWAG) will survey water flow in the problem area of North Lane, and Highways will inspect the area above the farm entrance for road surface defects.
    2. It was RESOLVED to purchase two new grit bins for use in the parish, the price of £372.00 offered appearing to be the best available following internet searches by the Parish Clerk. Bill Turner agreed to accept delivery for the Lengthsman to install.
  8. PARISH PLAN
    1. Recreation Ground at North Lane –
      1. Fund-raising: tickets are available for Ernest Kong’s Chinese cookery demonstration and a £5,000 grant has been awarded by South Somerset District Council.
      2. Plan revisions: Councillors have been made aware that SSDC awaits more detailed landscaping plans for approval before work on a new entrance and the car park can start. They scrutinised a quotation for drawing-up of plans.
      3. Amendments were considered for the draft of Terms of Reference of a new Recreation Ground Committee for the Parish Council and it was AGREED that the Clerk will revise these to present at the next Parish Council meeting
      4. FOHCS will consider the provision of a height restriction bar at the entrance. Suitable styles of picnic tables were discussed; it was noted that there are some robust tables outside the Royal Oak so it would be worthwhile finding out which company supplied those.
      1. There is a link to the Nippy Bus website from the Hardington village website.
      2. Robin Carpenter has had no response to an item in the Messenger about computer classes, but the Council wishes to continue with consideration of internet access for the Village Hall.
      3. The Parish Clerk to investigate Neighbourhood Plans.
    2. Litter-picking: the Parish Clerk read out instructions from SSDC and will collect litter-picking equipment from SSDC on Friday 11th of November, and complete the Risk Assessment form required by SSDC. Parish Clerk to ensure publicity is placed in the Messenger in November. A councillor to lead the litter-pick. Rubbish collected to be left outside the Village Hall for SSDC to collect, and Parish Clerk to return equipment on Monday 14th November.
  9. RISK MANAGEMENT
    1. Insurance of Village Hall contents: Parish Clerk has updated valuation of Village Hall contents following correspondence with Hall management and Players and site visit to Pre-school, although there are still a few queries. Parish Clerk has contacted 3 companies for quotations and obtained these from 2; she was instructed to contact a local insurance “expert” to double-check the offers. A three-year contract was considered. It was suggested that unique items such as the Honours Board should be photographed by Village Hall Committee so that they could be replaced if lost.
    2. A revised Risk Management Action Plan was produced for the meeting. Peter Bysouth will raise matters of annual inspection/testing with the Village Hall Committee.
  10. FINANCE
    1. Clerk's hours for September were CONFIRMED as submitted (43.25 hours). No payment had been made to the Clerk since the resolution passed at the previous meeting, but reference to Standing Orders (Section 11a) proved that the Council could not carry out the actions as indicated on the October meeting agenda, so the correct procedure will need to be followed at the November meeting.
    2. It was agreed that Peter Bysouth will check the Bank Reconciliation presented at the meeting and return signed documents to the Parish Clerk as soon as possible.
    3. The current budget comparison was produced for inspection.
    4. RESOLVED to pay £3,800.00 to Village Hall Committee in reimbursement for works to roof.
    5. A draft precept for 2012-3 and correspondence from SSDC were presented and discussed. The Parish Clerk was instructed to get a quotation for a new village sign by the November meeting.
  11. FOOTPATHS
    1. Report from Footpaths Representative; Robin Carpenter communicated that all paths that were affected by maize have had routes cut through them. The landowner at the top end of Y10/19 has agreed to have a new sign for that footpath. The Parish Clerk was instructed to write to the landowner. Robin will discuss the placing of waymarks with the landowner at the lower end of Y10/19.
  12. PARISH LENGTHSMAN SCHEME
    1. In September, the Lengthsman broke up the old footpath sign base at Prospect Farm and fixed the new sign there, cleared grilles and drains at Hardington Moor where the road crosses the Brook, and took grass cuttings from the Recreation Ground for disposal.
    2. RESOLVED to pay the Coker Division Scheme on their invoice £510.83 as the second instalment for the financial year.
    3. Work for October
      1. Replace broken signpost at Y10/10 and broken footplate of stile in the same field.
      2. Install new signpost at top end of Y10/19.
      3. Subject to the householder being informed and permitting, trim back hedge overhanging the Lane at Hardington Moor; Malcolm White to speak to the householder and inform the Parish Clerk.
    4. The Parish Clerk reported that the 2 new grit bins would be of suitable size to fit the new concrete bases. She has found the contact in County Council Highways for re-filling of bins and passed the details to the Chairman for further correspondence.
  13. CORRESPONDENCE
    1. Correspondence to be circulated was presented.
    2. Correspondence received
      1. from the new Somerset Oil Scheme; noted and David Beckley has investigated but existing purchase scheme offers as good value.
      2. from SSDC about bulb-planting scheme – Parish Clerk advised to contact Gardening Club.
      3. County Electoral Division review; noted.
      4. Diamond Jubilee Beacon Scheme; noted.
  14. MATTERS OF REPORT & ITEMS FOR NEXT MEETING
    1. Chairman; none
    2. Councillors; none
    3. Clerk; has attended one training session, the other to be Thursday 20th October.
  15. DATE AND TIME OF NEXT MEETING & CLOSURE
    The next Parish Council meeting will be held on Tuesday the 15th of November at 7.30 p.m. in the Village Hall. The meeting closed at 9.50 p.m.