Hardington Mandeville

The Minutes of the previous meeting (October 2008)

MINUTES OF MEETING OF HARDINGTON MANDEVILLE PARISH COUNCIL HELD ON TUESDAY 18TH NOVEMBER 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, Malcolm White, Rob Lloyd, David Beckley. Bill Turner, Robin Carpenter.

IN ATTENDANCE

Diane Howes (Clerk), Hannah Lefeuvre (District Councillor), and 4 members of public.

1. APOLOGIES FOR ABSENCE.
   Kevin Margetts and Cathy Bakewell (County Councillor).
2. MINUTES OF MEETING HELD ON 21st October 2008 (Already Circulated).
   Hannah Lefeuvre mentioned that she wished item 5 of the minutes to be amended to read that the Sportzone is still under consultation.  The minutes were then approved and signed.
3. DECLARATIONS OF INTEREST.
   Peter Bysouth declared a personal but not prejudicial interest in all items referring to the village hall.
4. MATTERS ARISING FROM THE MINUTES
   1. Parish Website: Nothing to report.
   2. Rob Lloyd explained that whilst Mrs Rowswell would sponsor the engraving of a stone name sign, the stone would need to be purchased and this would be extremely expensive. No further action.
   3. BT Payphones. The Clerk had received replies concerning purchase of these kiosks and it was agreed that the Clerk should proceed to purchase both for £1 each.
   4. The Village Hall Committee have written saying that the Parish Council should be paying rental for the hall for meetings. Kevin Margetts suggested that the donation should therefore be reduced accordingly. Rent would be approximately £200 per year.
   5. The Village Hall Committee had confirmed that they would be interested in Charity Trustee Insurance and asking if the Parish Council would pay for this. No further information at present received.
   6. Driver Awareness Course. A guaranteed number is needed. Peter Bysouth agreed to make necessary bookings and the Clerk will then put a notice in the Post Office. Advertise in the Messenger.
5. DISTRICT & COUNTY COUNCILLORS' REPORT
   Hannah Lefeuvre said that Community grants are still available up to £12,500 and throughout the Coker Wards.  Applications need to be made now as they are only available until the end of the financial year.  The person to speak to is Lynne Ashton at SSDC.  The Area South forum on 4th December is focussing on community safety and representatives from the rural areas would be most welcome.  26th November 6pm – 8pm is Councillor question time. There will be opportunities to ask questions of County Councillors and District Councillors.  Pioneer Somerset is looking at various ways of joining up services.  SSDC have been shortlisted for the most improved council in the country and will be inspected in the New Year for final placements.  A Place Survey is finding out how people feel about living in Somerset and its services, etc.  A consultation is taking place on housing markets.  Strategic Housing Marketing Assessment is available on the District Council website. It is looking at affordable housing.  Comments are needed by 5th December and these will affect future planning policy.

   Building control has been asked to circulate warnings about changes made to properties.  Information is on the SSDC website.

   Yeovil toilets have won an award for the toilets at Petters Way and the Bus Station.  There will be new toilets at Peter Street.

   County and District Council items will be discussed at the same meeting. A representative from Parish Councils will be invited to every area meeting. A representative from the Cokers would be appreciated.

   Yeovil Innovation Centre is now open to encourage small businesses into the area.  Particular focus is on renewable energy and IT.

   The Sportzone comes to full Council in December. If approved it will go to design planning and funding stage.
6. PLANNING MATTERS
   1. 08/04482/FUL Erection of a livestock shed for keeping of wild boar at Woodentop Farm, West Coker Hill.  It was agreed to ask the District Council to consult with DEFRA on the viability of and guidance for the keeping of wild boar.  It was felt also that the viability of the wild boar needs to be proved before a decision can be made on the application for the temporary log cabin.  The Parish Council felt that they had insufficient information to make a decision on either matter.
   2. 08/03897/AGN The erection of a barn to house agricultural vehicles and machinery on land OS 2477 Hardington Marsh Road for Mr A Taylor. Approved.
   3. 08/03195/S73 Application to remove Condition 2 of decision notice 02/02/02623 dated 29/07/03 i.e. the permanent permission for private family gypsy site at The Stables, Partway Lane for Mr and Mrs R Small.
      The Chairman reported that the officer dealing with this case had emailed a reply to the points raised by the Council, and a copy of this reply has been given to Councillors.
      She had stated that she intended to recommend this application for permission under the delegated protocols. However, as her decision disagreed with the Parish Council’s view the matter would be referred to our District Councillors for discussion with the Chair of the Planning Committee. Councillors agreed that a note should be sent to our District Councillors requesting them to ask that this matter be discussed by the Committee. Mr Small asked what the Council’s reasons were for making this request, and the Chairman said they were as follows:
      It was unclear what the applicants were seeking full planning permission for. The application was not submitted correctly. Insufficient documentation was supplied to support the application. The Council’s officer refused to supply essential information the Parish Council required. An application of this importance and complexity should not be delegated to an officer for a decision.
      Mr Small said that sometimes the Parish Council opposed planning applications and investigated them in detail, whilst others they approved them with little discussion. He was considering whether this was a matter that should be looked at.
      Hannah Lefeuvre said that she had not yet received the delegated proforma to say that a conflicting view had been expressed on this application. Hannah stated that it was the District Councillor's role to raise a matter with the Chair of the Planning Committee only if they felt there were valid planning reasons for doing so. She said that the points (which had been outlined to her) did not or, in her initial opinion, might not constitute valid reasons. However, she was supplied with a written note of the Council's reasons to consider. It was agreed Lesley Boucher should also be emailed a copy. Hannah was aware that it was inappropriate for her to make any comments on the application since that might be prejudicial if the matter did come before the Planning Committee.
      Members felt that the officer’s reply was unacceptable. Some questions had not received a satisfactory reply, and others had been ignored. It was agreed that a letter be sent to Simon Gale, Head of Development and Building Control, expressing the Council’s concerns on this matter. This would be on similar lines to the points submitted to the District Councillors, plus some requests for factual information which had not been dealt with.
   4. There were no other planning applications.
7. AFFORDABLE HOUSING
   
   1. Still waiting for information from David Cleaton on the Rural Housing Trust.
   2. Peter Bysouth asked the Clerk to contact Kerry Plumb, SSDC, mentioned in the Area Development Plan 06 -08 for further information.
8. PROPOSED RECREATION FIELD
   Peter Bysouth asked that item c) be discussed first as he had spoken to Mr Kong who is very keen to have a village hall on the site.  He made it clear that he does not want the field just for a recreation field.  Mr Kong has the dates of Parish Council meetings so that he can make a presentation on his suggestions.  The Village Hall Committee have already formed a committee to discuss redevelopment of the village hall.  Robin Carpenter suggested a joint open meeting to discuss both proposals.  Peter Bysouth suggested asking Mr Kong to attend a Parish Council meeting to outline his ideas.  Peter Bysouth to contact Mr Kong.  Bill Turner felt there was no point in this as the Parish Plan showed that the majority wanted to improve the existing village hall.

   Robin Carpenter clarified that the letter from Rob Parr mentioned in the previous month’s minutes was in fact an email with a large document attached.

   Malcolm White raised the question of a recreation field adjacent to the Church.  Rob Lloyd suggested approaching Gordon Rendell with a proposal of acquiring the land on a lease basis.  Peter Bysouth will speak to Gordon Rendell.
9. PARISH PLAN
   1. Francis Jones will attend the January meeting to discuss tree planting.
   2. The committee for the redevelopment of the village hall have not yet met, but comprises Ken McIver, John Gilmore and David Beckley.  SSDC Development plan mentions Natalie Ross as helping with village halls.
   3. The Clerk has emailed Katherine Armstrong at SCC concerning the possibility of broadband in the village hall several times now but has not received a reply.
   4. David Cleaton has not produced the welcome packs.  Peter Bysouth to chase up.
10. FOOTPATHS
    1. Malcolm White has been contacted about a new self-closing gate to the field at the top of Pig Hill.
    2. The footpath sign from Lynch Lane to the Moor is broken.  Robin Carpenter will look into getting this replaced.
    3. Peter Bysouth notified the Council that if a footpath came into being before 1949 and is not recorded before 2026 it will be lost.  Robin Carpenter confirmed that all footpaths are on the definitive map but lanes such as from North Lane to the Ridge may be affected.
11. HIGHWAYS
    1. Rob Lloyd has enquired about patchings and Mike Fear has confirmed that these are temporary patchings which will be looked at in the Spring when they will be repatched and then gritted.
    2. Robin Carpenter said that the drain opposite Field View in Barry Lane has still not been cleared.  Malcolm White will clear the drain in the field as he thinks this is the problem.  It was agreed to ask the Lengthsman to look at this drain with Malcolm White.
    3. The Clerk had received a quotation from Somerset Highways of approx £360 for the repair to the signpost at Lyatts.  Clerk to contact Cathy Bakewell regarding the possibility of a grant.
    4. The Clerk had received a reply from Somerset Highways regarding the railings at the bottom of North Lane saying that the matter has been passed to Paul Tucker who is responsible for structures.
    5. Two emails had been received expressing concern about trees in Rectory Lane and asking who is responsible for cutting the verge.  The Clerk was asked to reply to these emails and also write to Mr Board concerning the trees.
    6. An email had been received from Janet Cuff expressing concern that people were not clearing up after their dogs in Moor Lane.  Robin Carpenter said there are notices either end of the footpath.  Clerk to mention this in the report to the Messenger.
    7. The overhanging trees in Moor Lane appear to have been cut back.
12. PARISH LENGTHSMAN SCHEME
    Outstanding jobs:
    • Paint signposts at the top of Lyatts and at the turning to Hardington Marsh.
    • The hedge here needs cutting back. 
    • New catch to noticeboard at Hardington Marsh.
    New jobs:
    • Cut back the hedge around the telephone kiosk at the Moor.
    • Make Contact with Malcolm White to clear drain in Barry Lane.
    • Clear drains in Wimborough Lane.
    • Clear drains in Partway Lane between Hill End and junction with Wimborough Lane.
13. RISK MANAGEMENT
    1. Jane Woodcock has been offered and accepted the post of Clerk from 1st December 2008.
    2. A summary of the village hall insurance had been prepared.  The only change was the valuation of the hall which is above the recent valuation given by Greenslade, Taylor. Hunt.
    3. Peter Bysouth had received a quotation from an alternative insurance broker which was less, but has conditions regarding locks.  It was felt that the cost of fitting these would exceed the saving in premiums. Peter Bysouth will raise this with the Village Hall Committee.
    4. The Clerk had received forms from Nat West which need completing with signatures.  It was agreed to leave this until the signature of the new clerk could be included.
    5. Peter Bysouth will complete the survey of devolution of Services.
    6. Information had been received from SALC on Freedom of Information and included a new model publication scheme which must be adopted by 31st December 2008.  The Council resolves to adopt the Freedom of Information Act Model Publication scheme published by Information Commissioner. Proposed by Peter Bysouth and seconded by Robin Carpenter.  All Councillors voted in favour..
14. FINANCE
    1. The Clerk had no record of the hours worked this month.
    2. A cheque was drawn for the Clerk’s salary of £283.85 and expenses of £3.99.
    3. A cheque was drawn in favour of AON for Village Hall insurance in the sum of £1124.18.
15. CORRESPONDENCE
    SALC are holding a meeting on 8th December at 7.30pm at the Abbey Community Centre.

    SSDC Area South Community Forum is holding a meeting to discuss how services in this area can be developed.

    SSDC are holding flood awareness workshops at various venues.

    Details of winter services were circulated.

    Information of switching to digital TV was circulated.

    South Somerset Association for volunteers for community action. Peter Bysouth will take this to the village hall committee meeting.

    James Divall has asked to attend the next Parish Council meeting to give feedback on the last Play Day.  Clerk to contact James Divall to arrange.
16. MATTERS OF REPORT & ITEMS FOR NEXT MEETING
    Robin Carpenter attended the Community Safety Administration Panel Workshop and reported back. This information was circulated.
17. DATE AND TIME OF NEXT MEETING & CLOSURE
    There being no other business the meeting ended at 9.10 pm. The next meeting with be on Tuesday 20th January 2009 at 7.30pm.