The Minutes of the previous meeting (June 2008)

MINUTES OF MEETING OF HARDINGTON MANDEVILLE PARISH COUNCIL HELD ON TUESDAY 15th JULY 2008 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.
Diane Howes, Parish Clerk

PRESENT

Peter Bysouth, Robin Carpenter, Kevin Margetts, Malcolm White, Rob Lloyd and Bill Turner.

IN ATTENDANCE

Diane Howes (Clerk), Hannah Lefeuvre (District Councillor) and 5 members of public.

  1. APOLOGIES FOR ABSENCE.
    David Beckley, Lesley Boucher (District Councillor) and Cathy Bakewell (County Councillor).
  2. MINUTES OF MEETING HELD ON 17th June 2008 (Already Circulated).
    The minutes were approved and signed.
  3. DECLARATIONS OF INTEREST.
    Robin Carpenter had heard that it had been suggested his friendship with Ernest Kong should make it necessary for him to declare an interest in any discussions regarding the recreation field. However, he had referred to guidance notes and felt that he did not have a prejudicial interest. Malcolm White also felt he had a personal but not prejudicial interest. Peter Bysouth explained that it was up to the individual member to declare an interest if they felt it necessary.
    Peter Bysouth felt that, as the Council’s representative on the Village Hall Committee, he should declare a personal but not prejudicial interest in matters relating to the Village Hall.
    There were no declarations of interest for any other matters at this meeting.
  4. MATTERS ARISING FROM THE MINUTES
    1. Parish Website. Nothing to record.
    2. Proposed Recreation Field at North Lane. Peter Bysouth asked if there were any comments from the public. One member asked if land had been found and Peter Bysouth explained where the land being considered was. Robin Carpenter reported on the Planning Surgery he attended with Stuart Ogden. He was disappointed with attendance by Council Officers but generally they were quite positive. He read out a letter from SSDC’s planning officer following this surgery, suggesting the Parish Council liaise with Rob Parr, SSDC’s Senior Play & Youth Facilities Officer. Robin had been asked if a footpath could be provided alongside North Lane. He had replied that footpaths already existed and that there were plenty of refuges to avoid traffic.
      Rob Lloyd asked where most of the children who would use the field lived. Robin felt it was approximately half and half between the Moor and the Mandeville. Kevin Margetts asked if the area was seen as being used by others or just by children. He said that since 2002 the number of children in the village aged 0 to 16 had reduced from 112 to 77 – a drop of 31% in 5 years. Robin Carpenter felt this number could grow again, but Kevin felt this would be difficult without affordable housing in the village. He also felt it was important that parishioners understood the financial implications of running a recreation field.
      After further discussion it was agreed that:
      1. The Council would prepare a planning application for change of use of this field to a Recreation Field. Peter Bysouth would contact Peter Smith to ask if he would be willing to help with this.
      2. Hannah Lefeuvre would investigate (i) grant aid from SSDC and other sources, and (ii) if SSDC could help with negotiations, valuations etc.
      3. The Clerk would contact other Parish Councils with recreation fields (West Coker, East Coker and Norton sub Hamden) asking about set up costs, running costs, setting up trusts, problems, and any other issues.
      4. Robin Carpenter would liaise with Rob Parr.
      5. Peter Bysouth would liaise with Ernest Kong regarding valuations etc.
      6. At present, a steering committee was not needed.
      Ernest Kong was keen to have a village hall on the site, but Robin Carpenter had not pursued this. Discussion took place on the likely highway problems if there was a hall on this site. The Parish Plan had shown a majority in favour of keeping and improving the existing Hall.
    3. A letter had been received from SSDC outlining the consultation process for the proposed removal of red telephone boxes. This was circulated. Rob Lloyd had read a report about this and this had said that it was up to the local authority if they thought a red phone box should be saved. No further action.
    4. Rob Lloyd agreed to continue as highways rep. Rob Lloyd felt that he would be touring the parish with the new Highway Authority representative soon.
    5. Declaration of any changes to the Register of Interests (Councillors not at previous meeting). No changes.
    6. The report in the Messenger of Nippy bus timetable did not include the telephone number or route N14. Clerk to contact the Messenger.
    7. The Play Day at Bryants Farm, Pendomer is planned for 8th August 12 noon – 4pm. There will be various activities and the lower field will be used for car parking. Information is on the SSDC website. A minibus will run between Hardington, East Coker and West Coker. Cathy Bakewell (SCC) is giving £350 towards transport. The day is being advertised in schools, pre-schools and local shops.
    8. Peter Bysouth had attended the party held for Alan Cornelius and it was a great success.
  5. DISTRICT & COUNTY COUNCILLOR'S REPORT
    Hannah Lefeuvre reported that the Healthy Living Fund offers grants of up to £2500 for any project which tackle these issues. The deadline is 5th September. More information can be obtained from Alice Knight at SSDC on 01963 435061 The planning department which was put on special measures 2 years ago has been taken of special measures and congratulated on its service. There is a 5-year plan to revamp the department.
    There are a lot of activities on at Ham Hill this month.
    Hannah Lefeuvre will chase up the question of the temporary permission at Woodentop Farm, Coker Hill discussed at earlier meetings.
    Peter Bysouth asked if Hannah had found out about computer classes. She will look into this.
  6. PLANNING MATTERS
    1. 08/02540/FUL: the erection of a tractor and machinery store at Barry Lane for Mr L Hawkins. There were no objections.
    2. There were no other planning applications.
    3. Results of previous applications. 08/02019/FUL: alterations and extension to Hill View Pen Lane for MF and LJ Young. Approved with conditions.
  7. AFFORDABLE HOUSING
    1. Peter Bysouth had read notes from AH Concepts who would set up a Community Land Trust but the minimum number of houses was 12. Rob Lloyd agreed to contact AH Concepts and ask if they would be able to attend a meeting to advise the Parish Council. Rob Lloyd had brought an article in a newspaper on a Government study which was circulated. Peter Bysouth said he had not been able to prepare an article on Community Land Trusts for the Messenger.
  8. PARISH PLAN
    1. A letter from Daphne Creed was read out concerning the vote at last month’s meeting regarding a new village hall. This had been incorrectly recorded and included in the report to the Messenger as 3:2 in favour of a new village hall.
    2. An email had also been received from Karen Clotworthy commenting on this vote. Clerk will rectify this in the August Messenger.
    3. A draft letter with suggestions for the future of the Village Hall had been prepared and circulated by Peter Bysouth. It was agreed that the Council fully supported the Village Hall Committee, and would continue to give financial support to its work. The Council did not support a village hall on the proposed site in North Lane, and was unanimous in agreeing that the existing hall should be retained and improved. The Council felt that the hall should be primarily for village use. Specific suggestions were:
      • The improvement of the lighting to modern standards.
      • The retention of the old school building. However the Council supported the rebuilding of the rest of the site to modern standards (i.e. new kitchen, new toilets, and good storage facilities).
      • The provision of a meeting room (or rooms). The reception area was not ideal, particularly when a meeting was taking place in the main hall as well.
      • The Hall aiming to attain the 'Hallmark' standard operated by the Community Council for Somerset.
      • The undertaking of an energy audit to improve energy efficiency and cut energy costs.
      • The installation of broadband access and computer equipment.
      • Improvement in disabled facilities. Areas to be considered might include installing Public Address and Hearing Loop systems; access to the front of the hall; improving the disabled toilet.
      • The provision of changing facilities for the Hardington Players and other users of the stage.
      • Consideration might also be given to removing the (power cable) post from the front of the Hall to improve access and provide better parking.
      The Clerk would write to the Village Hall Committee on this basis. Details of the Hallmark scheme would be circulated to members.
  9. FOOTPATHS
    1. Robin Carpenter had contacted Paul Attwell regarding the gate to the field at the top of Pig Hill and Becky Russell will be contacting Malcolm White about improvement to the gate. It was suggested hanging the gate the other way so that it is self closing.
    2. Stile on the footpath by Gillards, Lyatts needs repairing, but not replacing. The Clerk to contact landowner for permission and ask Lengthsman to carry out the work.
    3. A member of the public reported that the steps to the footpath in Broadstone/Barry Lane are overgrown. Clerk to ask Lengthsman to clear the steps.
    4. Malcolm White has not yet removed the post from the ditch alongside the footpath from the Post Office to Moor Lane but this will be done shortly.
    5. Malcolm White said that the footpath from North Lane to the Ridge had been strimmed by the Lengthsman.
  10. HIGHWAYS
    1. A letter had been received from the Highway Authority suggesting that they place a grit bag in the High Street to alleviate the problem of freezing water opposite The Haunt. It was agreed that a drain was needed and that a grit bag would be a temporary measure only. Rob Lloyd will be meeting with Jon Sale shortly and will discuss the installation of a new drain. The blocked drain opposite Field View and erosion of road at the top of North Lane are on the list to be dealt by the Highway Authority. Robin Carpenter has contacted Mr Board about the water in Rag Lane and this is in hand.
    2. Malcolm White reported that there is a deep crevice in the road opposite the garage to Primrose Hill Cottage which needs filling in.
    3. Earth has been dumped in gateways along the Ridge. Parish Lengthsman to be asked to clear or spread.
    4. Robin Carpenter said drains in Partway Lane are still overflowing to the South of the junction with Wimborough Lane.
    5. Water floods on the ridge to the West of the top of Chur Lane. Rob Lloyd to report.
  11. PARISH LENGTHSMAN SCHEME
    1. All work has been completed to date apart from painting at the Village Hall.
    2. Lengthsman to be asked to carry out the work previously mentioned and also to strim the lane from Moor Lane to the Post Office and around the noticeboard opposite the Mandeville Arms.
    3. An email had been received asking that the Lengthsman clear drains from the top of the High Street going westwards. This will also be added to the list of his work.
  12. RISK MANAGEMENT
    1. AON insurance had written offering insurance cover to Clerks who work from home. The Clerk did not wish to take up this cover, and no action would be taken.
    2. Peter Bysouth felt that the village hall may need to be re-valued and re-surveyed. This had not been done for many years, and he had been advised that index linking of Sums Insured were only reliable for about 5 years. The value of contents also needs reviewing especially as a new dishwasher and tables and chairs have been purchased. Clerk to write to village hall committee stating that this will be investigated and asking the hall committee to give a new contents sum insured. Clerk to contact insurers to arrange.
    3. There is £2,050 grant available from the Parish Council for the village hall. Clerk to ask the hall committee to notify the Parish Council of a suitable project.
    4. Peter Bysouth had received information about Trustees Indemnity Insurance. Clerk to send details to the village hall committee and ask if they wish to take up this cover.
    5. Peter Bysouth circulated a copy of the standing orders to each Parish Council member.
    6. Parish Council insurance to be reviewed at the next meeting.
    7. A VAT invoice has still not been received from Nat West for the Deed Storage. Clerk to chase up.
  13. FINANCE
    1. The Clerk confirmed that she had worked 19 hrs in the previous month.
    2. The bank reconciliation will be signed at the next meeting.
    3. The comparison of figures was circulated.
    4. A cheque was drawn for £100 as a donation to Hardington Pre-school.
    5. A cheque was drawn for £50 in payment of an invoice from the Village Hall for Parish Plan meetings in 2008.
  14. CORRESPONDENCE
    1. Emails had been received from SSDC concerning review of declaration of interest and new forms for declarations of interest from new Councillors.
    2. A letter had been received concerning the SCC Chairman’s Award for Service to the Community 2008.
    3. A reply had been received concerning the lack of presence of the PCSO in the village. This stated that they were concentrating on West Coker and West Chinnock as it was felt these needed greater policing.
    4. Misterton Parish Council had requested support in a bid to prevent the reduction of opening hours of railway ticket offices. No action.
    5. The Parish Plan Steering group final quarterly report was circulated.
  15. MATTERS OF REPORT & ITEMS FOR NEXT MEETING
    Peter Bysouth reported that trees felled at Hardington House had been felled with the permission of Francis Jones, Tree Warden.
  16. DATE AND TIME OF NEXT MEETING & CLOSURE
    There being no other business the meeting ended at 9.30pm. The next meeting will be on Tuesday 19th August 2008 at 7.30 pm. (Apologies from David Beckley).

©
Hardington Mandeville
Parish Council
2008