The Minutes of the previous meeting (November 2008)

MINUTES OF MEETING OF HARDINGTON MANDEVILLE PARISH COUNCIL HELD ON TUESDAY 20TH JANUARY 2009 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.
Jane Woodcock, Parish Clerk

PRESENT

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

IN ATTENDANCE

Jane Woodcock (Clerk), Cathy Bakewell (County Councillor), Hannah Lefeuvre (District Councillor), James Divall (Community Play Officer SSDC), Francis Jones (Tree Warden) and two members of public.

Before the meeting commenced James Divall and Francis Jones each gave presentations and the public were given the opportunity to speak.

James Divall explained that he is carrying out a Play Audit and that Hardington Mandeville was one of the areas chosen to take part. This would involve consulting children and young people on their play opportunities and then compiling a report focussing on the strengths and areas for improvement. There was some funding available and James would be organising four sessions of activities for young people and children locally that would include consultation with them. There was also a possibility for visit(s) to recreation areas to show what was possible. James said play areas did not have to be just plastic slides and swings but could be more naturalistic. He would need help in identifying who could go on such a trip.
This exercise could be used to help specify what was wanted from a village play area and James could present a play plan from the findings to the Parish Council. James remit covered years 0-19 but could also include adults. Next step was to arrange the consultation sessions and to identify who would go on any fact-finding trips(s). The Clerk was asked to liaise with James to assist with arrangements.

Francis Jones said SSDC have funding to support tree planting in the area. They were interested in areas where 10 - 20 trees could be planted perhaps in field corners rather than individual trees. This becomes expensive, as the cost of protecting one tree was similar to protecting a group of trees. The difficulty was not funding but finding sites. He has not yet identified suitable sites and was cautious about approaching landowners. Currently he will be planting 7 trees on the verge at Primrose hill. Some discussion took place with some unhappiness at the small number being planted. It was easy to lose trees and Francis felt that it was better to have smaller numbers that were then looked after rather than larger amounts of planting which were then neglected. Mike Bickerton suggested that the local farmers let some trees grow up in the hedgerows rather than trim then back. This then raised the issue of identifying trees to be kept.

Mike Bickerton raised the issue of vandalism of both road and footpath signs. Robin Carpenter said that the post at Lynch Lane was probably an accident whilst hedge trimming. The Clerk checked and a quote for repair of the road signpost at Lyatts had been received but not passed on. This was then passed onto Cathy Bakewell for funding.

  1. APOLOGIES FOR ABSENCE.
    There were no apologies.
  2. MINUTES OF MEETINGS HELD ON 18th November 2008 and 16th December 2008 (Already Circulated).
    Hannah Lefeuvre asked that item 6. c) in the minutes be amended to say 'might in her initial opinion constitute valid reasons'. The minutes were then approved and signed.
  3. DECLARATIONS OF INTEREST.
    Peter Bysouth declared a prejudicial interest in item 14 (f), and a non-prejudicial interest in 9 (b).
  4. MATTERS ARISING FROM THE MINUTES
    Kevin Margetts raised the issue of nothing appearing in the Minutes expressing gratitude to Diane Howes for her work over the last five years. Peter Bysouth was sure this had been expressed but was not in the minutes .The Councillors again expressed their gratitude for all of Diane’s hard work.
    1. Parish Website: There had been no developments with respect to the Village forum.
    2. Proposed purchase of BT phone boxes. The Clerk has received a copy of an email from BT to Charlotte Jones at SSDC. BT is asking that she agree to the removal of payphones from the phone boxes we wish to purchase. BT cannot go ahead with the adoption until this has been done. Deadline is 31st January. The Clerk was asked to check the status of the phone boxes.
    3. Charity Trust Insurance. The Clerk will send the application for a quotation.
    4. Flood Awareness. The workshop will take place in Crewkerne Town Hall on 12th February between 5pm and 7.30pm. There is no need to book.
  5. DISTRICT & COUNTY COUNCILLORS' REPORT

    Cathy Bakewell reminded the meeting about the Joint Area Committees where both District and County Council regulation items for South Somerset will be dealt with. She asked if anyone from Hardington Parish Council would be attending. It had been decided not to do so, as it was understood that it was the intention to have elections for Parish Representatives after the County Council elections later this year.

    Hannah Lefeuvre spoke first about the Sports Zone proposal, which was rejected at the last District meeting. Hannah had supported the proposal (despite her belief that a large complex central development is not the way forward) because of how many people especially young people respond to team sports and a large sports complex. It would also have been a prestigious development for the College. Hannah then gave details of the costs to date: The total costs for each stage are summarized and rounded up as follows:
    Stage A - Feasibility = £53,000 (of which consultation costs amounted to £12K).
    Stage B and C - Site Identification and Proposal Updating = £286,000.
    Total project cost to date = £339,000.
    Financed by SSDC = £289,000 Section 106 Contribution = £50,000.
    Hannah told the meeting that SSDC officers and representatives from the Environment Agency are giving flood protection workshops over the next few weeks (nearest being Crewkerne as before) Advice includes keeping a small flood prevention kit, outdoor landscaping to deflect water and flood boards, a lightweight and watertight alternative to sandbags. Further information is on the page of the SSDC website dealing with flooding.
    Hannah reported that SSDC have brought in VAT changes in line with national changes but will not apply if the cost of applying is more than benefit of reduction (full information on full council agenda p 9-11).
    The improvements to the Octagon are complete.
    At Wyndham Hill 4 new lime trees were funded and planted by the Wyndham Action Group with support from SSDC’s Countryside Volunteers. The existing four trees in the cluster will grow up and replace the older ones when they naturally die but these were burned down. SSDC has assured the group that the trees will be replanted.
    Hannah reported on the outcome of the 4th December Area South Community Forum, which focused on Community Safety.
    Lastly, Hannah reported back on the Stables Planning Application. The decision has not yet been taken but will not be going to committee. Mr Small has received a Section 106 agreement, which he had passed to his solicitor for comment. Hannah reported that her comments will not be put on the planning website until the decision is issued.

  6. PLANNING MATTERS
    1. a) 08/049334/FUL the formation of an access track and the erection of a forestry storage building on land at Daisydown Coppice Cheddington Woods for Mr Appleby. The councillors examined the Application and no objections were made.
    2. 08/05175/FUL The erection of a tractor and machinery store (GR350497/111786) Land OS 4985 Part Barry Lane For Mr Hawkins. Kevin Margetts declared a personal but not prejudicial interest. Peter Bysouth reminded the councillors that this application had been submitted previously but rejected by SSDC. The Parish Council had had no objections at the time. New application made after discussion with planning dept on the most suitable site for the new building. The Parish Council examined the plans and had no objections to the application.
    3. There were no results from any previous applications.
    4. A letter from Simon Gale, Head of Development and Building Control at SSDC, had been circulated to members. He has agreed to come to the March meeting.
  7. AFFORDABLE HOUSING
    1. There has been no response from Kerry Plumb SSDC. The council asked the Clerk to write to her.
  8. PROPOSED RECREATION FIELD
    1. Agreed to use James Divall’s work to form part of the feasibility study.
    2. Peter Bysouth reported that this matter had been discussed with Ernest Kong, and that there was definitely a good chance of getting the field without the village hall. Peter will email Ernest about attending a Council meeting.
  9. PARISH PLAN
    1. Tree Planting. Malcolm White expressed his disappointment with the number of trees to be planted. There was a discussion and the Parish Council agreed to ask the Clerk to write to Francis Jones thanking him but also expressing their disappointment with the numbers of trees planted so far.
    2. Village Hall Re-development Committee. David Beckley reported that he had yet to hear anything about the Committee. The question was raised about VAT. The Parish Council can claim VAT refunds and this could have a significant effect on the cost of redevelopment. Agreed that Peter Bysouth will check out the Village Hall Re-development Committee Members and the Clerk will find out the procedures for setting up a sub – committee to take this matter forward.
    3. Computer Classes. No new information but Peter Bysouth highlighted an item in Thatch, which the Clerk was asked to investigate.
    4. Parish Plan and Design Statement sent to Planning Office. As yet no reply from the Planning Office. Clerk to pursue.
    5. Litter Picking. Peter said that the WI were not organising a village litter pick this year. The Clerk would contact Lynett Osment or Phil Jones in SSDC’s StreetScene Department about the Parish Council organising this.
  10. FOOTPATHS
    1. Footpath Survey. Robin Carpenter reported that the survey was going well and with nine volunteers helping he would complete it on time. Robin asked the Clerk to check the definitive map to see if there was any link between Y10/14 and Y10/15 at Grove Farm.
    2. The Clerk had received a letter from South Somerset Bridleways Association. As a response to the Countryside and Rights of Way Act in 2000 and the abandonment of the “Discovering Lost Ways” program by Natural England they were researching and submitting modification orders for tracks, which they believed, had public rights but were not on private land. For Hardington they had 15 footpaths, 0 bridleways, 0 restricted byways and 0 byways. Robin will contact them to clarify.
    3. On Y10/6 the Finger Post had not yet been replaced, and on Y10/7 the Gate had been delivered for the top of Pig Hill.
  11. HIGHWAYS
    Rob reported that Rob Sale at Highways had left. Rob had spoken to Mike Fear who told him about proposed remedial repairs which are then covered with a new surface. This would take place on Rag Lane, Lyatts, Pen Lane, Cold Harbour Hill Lane, Barry Lane and Partway Lane.
    Peter Bysouth reported that the drain at Hill End was blocked. There was some discussion about the drain outside of Mike Bickertons on the way to Primrose Hill, which despite repair keeps on blocking. The hedge at Mr and Mrs Newman’s was overhanging the road; Malcolm White will ask them to trim back. The overhanging growth in Rectory Lane has been trimmed back.
    Peter reported that some streams are now being classified as COWs (Critical Ordinary Watercourses). As such, they became the responsibility of the Environment Agency (EA) rather than the local authority. The clerk would write to DC to ascertain which streams in Parish fall into this category.
    The Clerk had received a reply from Paul Tucker, Bridge Maintenance Team Leader, about the Bridge over Chinook Brook. He confirmed his bridge inspector had visited and that the timber post and railings needed replacement. He had added them to his outstanding works database but added that because of limited budget and a large number of structures it may take a while to get this work carried out. Councillors also noted that the recent heavy rains had damaged the bank just to the west of the bridge, and it was now collapsing into the stream. The clerk would find out if this was the responsibility of SSDC or the EA and ask them to deal with the matter.
  12. PARISH LENGTHSMAN SCHEME
    Outstanding jobs:
    • The Clerk had received a verbal report about the work carried out and was waiting to receive it in writing.
    • Work to be done included putting stone onto the soggy bits on Y10/4 (behind Tony and Val Smith's garage.) They would, of course, need to agree to this and the Clerk was asked to write for permission. Every drain down Wimborough Lane needed clearing. The Village Hall also needed clearing down the south side. Plus any outstanding work from previous months.
    • Had previously put a hold on work on Black House Lane. The Clerk was asked to get new quotes for scalpings and stones.
    • Peter attended a meeting about the Lengthsman. There was an agreement to a 3% pay rise that will cost the Parish an extra £30 a year. The Lengthsman will now supply a time sheet.
  13. RISK MANAGEMENT
    1. a) Fraudulent conversion of cheques. This was raised by SALC. Agreed that the Clerk will scan each cheque before sending.
    2. New specimen signatures and change of clerk’s details for Nat West Bank. The councillors were asked to sign the various forms and hopefully all would be complete by the next meeting.
    3. The clerk raised the issue of references. In the Council’s Fidelity Insurance obtaining references for employees was a policy condition. The clerk will arrange.
    4. There was concern that some of the comments in Simon Gale’s letter differed from what had previously been reported to the Council. It was agreed the risk was small, but that we should write to Simon Gale about this now, rather than wait to discuss it with him at the March Meeting.
    5. It was noted that Mr Small had posted adverse comments about the Council on SSDC’s planning website.
  14. FINANCE
    1. The Clerk confirmed she had done 20 hours in December.
    2. A cheque was drawn for the Clerks salary for £150 and for expenses of £13.12
    3. The Council agreed to fund the purchase of a printer for the Clerk. The amount would be up to £30 but should include separate black and ink cartridges to reduce running costs.
    4. The Council agreed to a standing order to pay the cost of hiring the Village Hall.
    5. A cheque was drawn for £28 for the hire of the Village hall on 4/11/08 (interviews) and 16/12/08 (extra meeting).
    6. The Council agreed to a donation of £100 to the church Insurance and a cheque was drawn for £100
    7. The Clerk will bring the Quarterly reconciliation to the next meeting.
  15. CORRESPONDENCE
    Somerset County Council is holding Safer, Stronger Neighbourhood Roadshow. Councillors felt it was not particularly relevant to Hardington.
    Other correspondence will be circulated to the Councillors. Robin Carpenter mentioned that occasionally they receive material that is out of date. This happens as correspondence is only circulated once a month after the meeting. Clerk agreed to try to bring any time-limited correspondence to the councillor’s attention.
  16. MATTERS OF REPORT & ITEMS FOR NEXT MEETING
    There were no items.
  17. DATE AND TIME OF NEXT MEETING & CLOSURE
    There being no other business the meeting ended at 10.00 pm. The next meeting with be on Tuesday 17th February 2009 at 7.30pm.

©
Hardington Mandeville
Parish Council
2010