Hardington Mandeville

The Minutes of the previous meeting (September 2009)

MINUTES OF MEETING OF HARDINGTON MANDEVILLE PARISH COUNCIL HELD ON TUESDAY 20th OCTOBER 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. Liz Raymont, Parish Clerk

PRESENT

Peter Bysouth (Chairman), Robin Carpenter, David Beckley, Malcolm White, Rob Lloyd and Rose White.

IN ATTENDANCE

Liz Raymont (Parish Clerk), Lesley Boucher (District Councillor) and four members of the public.

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

James Divall presented the results of the Play Audit. (See separate report) The Chairman thanked James for coming and welcomed Rose White as a new Parish Councillor.

1. APOLOGIES FOR ABSENCE.
   Apologies for absence were received from Cathy Bakewell.
2. MINUTES OF MEETINGS HELD ON 15th September 2009 (Already Circulated).
   Robin Carpenter asked that Minute 11b) be amended to say that the replacement sign at Milcombe Farm is in hand and Minute 11c) be amended to state that footpath Y10/25 is partially blocked in Somerset by broken gates and maize and that it is totally blocked by maize on the Dorset side. The Minutes were signed as a true record.
3. DECLARATIONS OF INTEREST.
   
   1. There were no declarations of interest.
4. MATTERS ARISING FROM THE MINUTES
   1. David Beckley advised the Council that the Webmaster, Brian Dodd is becoming increasingly frustrated on 2 counts regards the Website Forum:
      • Only 2 users had looked at it since the last meeting and
      • He has to monitor it constantly to stop or remove dubious posts. The Clerk was asked to place a further reminder about it in the Messenger.
   2. Peter Bysouth suggested that it would be of benefit to have a virtual tour of the village on the Website. The members agreed that the Clerk should approach Brian Dodd to look into the feasibility of this.
5. DISTRICT & COUNTY COUNCILLORS' REPORT
   Lesley Boucher gave details of the Swine Flu preparations that are underway at Yeovil District Hospital. All staff will be innoculated and have been trained in the use of specialist masks and gowns. She reported that if the pandemic hits, most areas of work carried out at the hospital will be reduced. The out-patients and operating theatres capacity will be reduced by 1/3 but intensive care provision will be increased in both paediatrics and adult care. Only oncology will be unaffected.

   She reported that following the Cluster Workshops, major urban extension is possible with many site for potential development being identified between Yeovil and Odcombe, West Coker and East Coker. No areas had been identified in Hardington.

   She reported that the Area South Restorative Justice Scheme is working well. The scheme is aimed at younger people who commit petty crime and offers them the opportunity to do community work instead of going to court. So far there had only been one re-offender.

   She also requested that she receive a copy of the Messenger via email. This was agreed.

6. PLANNING MATTERS
   1. No new applications had been received.
   2. No results of previous applications had been received.
   3. Proposed boar shed at Woodentop Farm Ref No; 09/00609/FUL.
      The Council resolved that it would object to this application on the following grounds:
      • that this is an unnecessary development, as the existing buildings could be converted to provide the extra accommodation that Mr Richards feels he needs.
      • that keeping wild boar in this way is inappropriate due to the nature of the animals concerned.
      • that the proximity of wild boar to Hardington Moor National Nature Reserve would cause unacceptable damage to that very sensitive conservation site should they escape.

      In reaching their decision the Council took into account the following information:

      1. The ADAS report which states that:
         ‘Wild Boar require secure containment, they are animals that roam; secure fencing is vitally important. They are active at night time, exploring their environment and not being contained. On free draining land they need not be housed but with heavier land pig arcs provide sufficient shelter. A safe handling area is required, there is a need for an area where sows can be isolated. There are buildings on the farm that might be converted at a cost and change in management to allow for this.’
      2. The memorandum from the Economic Development Service from Paul Philpott – Agricultural Development Officer which states:
         ‘Wild boar sows farrow without assistance. They will detach themselves from their sounder a couple of days before farrowing and provided suitable materials are available, they will construct a special farrowing nest (cauldron). Alternatively arcs may be provided for farrowing. Farrowing is generally trouble free’
         ‘Suitable shelter can therefore be provided with pig arcs. If the applicant is seeking a permanent structure for occasional use, there are a number of unused buildings on the holding that may be adapted for that purpose.’
      3. Reports that wild boar are already being kept or have been kept on the site, and that some have already escaped and been seen on Coker Ridge.
         The members are particularly concerned by the close proximity of the farm to the National Nature Reserve where many species of rare plants are growing. They understand that wild boar are particularly destructive as part of their natural foraging activities and, therefore, if they were to escape they could cause considerable damage to a very sensitive and unique site.
         The members would ask whether Natural England has been consulted regards this development and its potential impact on the site, should the wild boar escape.
   4. Core Strategy Consultation Evidence Base. Peter Bysouth advised that he had attended and that maps were on show detailing areas of land where development might be possible. He stated that East Coker, West Coker and Odcombe might be heavily affected. He advised that this is a rolling plan and further submissions are possible.
   5. Strategic Housing. Peter Bysouth advised that he had reminded the District Council about the proposed site meeting regards the affordable housing. He was very frustrated to discover that the site visit had already taken place without the Parish Council being notified and a report on the visit had not yet been received. Lesley Boucher has agreed to take this up with the planning department
7. RISK MANAGEMENT
   1. The Clerk has written a chase up letter to HM Revenue & Customs regarding payment of Clerk`s salary without deduction of national insurance or tax.
   2. Freedom of Information Model Publication Scheme – It was agreed this be kept on the agenda for new Clerk to deal with once she has settled in.
   3. Notice Board at Hardington Moor. The Clerk advised that she has written to Mr Ron Ahern accepting his offer to make the new notice board and asking him to contact Malcolm White with regards the specification.
   4. Change of bank signatures. All the documents to arrange the change of bank signatures were completed and signed by the members.
   5. Dates for next years Parish Council meetings were circulated.
   6. The clerk reported that she has been advised by SALC that further training may be required for the members if they wish to obtain Powers of Wellbeing.
8. FINANCE
   1. The bank reconciliation to 30th September 2009 was approved and signed.
   2. The quarterly reconciliation to 30th September 2009 was given for information.
   3. The Clerks hours for September were noted as 26.75 hours.
   4. The Clerk advised that following her recent SALC finance training, SALC recommend that Parish Councils would be prudent to submit a PROVISIONAL Precept figure to the District Council by 1st January 2010 but that final figures should not be submitted until 30th January 2010. She noted that statutorily the Parish Council is not required to submit their Precept until 31st March. The Parish Council resolved to do this and the Clerk was instructed accordingly.
   5. The review of the clerk’s salary. The Parish Council agreed that this would be considered in a closed session at the next meeting.
   6. Recovery of VAT. The Clerk advised that this has been claimed.
   7. A cheque for £70 for the Hardington and Pendomer Community Licence was raised and signed.
   8. A cheque for £336.09 for the Parish Lenghtsman was raised and signed.
   9. Funding of the Village Hall project. The Clerk read an email from John Gilmore regards the current position. No decision on funding will be made until the final report is received.
   10. The Clerk advised that she is having difficulties with the printer and asked that if unable to resolve the problem that she be allowed to replace the existing printer with something a little more robust. The members resolved that she could replace with a printer up to the value of £100 if necessary.
   11. The Clerk asked if it would be possible for her to forward the more general correspondence that she receives by email. Printing it off use both paper and ink and a saving can be made by using email. The members agreed.
9. HIGHWAYS
   1. Removal of the tree at Bendford Bridge. Rob Lloyd was thanked for removing the tree at Bendford Bridge and the Clerk advised that she had sent photos to Paul Tucker showing the problems regards the large tree and the crumbling stonework.
   2. The signpost for Lyatts has been ordered but there is no further movement on this.
   3. Partial collapse of the road to Hardington Marsh. It was noted that this has been repaired.
   4. Email from Trevor Cherry re ice forming on High Street. Rob Lloyd advised that salt bags will be provided and that he would speak to David Durrant and asking him to liaise directly with Trevor Cherry so that they can establish exactly what is happening to cause the build up of ice during the colder weather.
   5. Rob Lloyd advised that he had removed the build up of soil outside the badger set and asked that the Clerk add this to the Lengthsman’s list of jobs as an ongoing item. It was resolved to do this.
   6. Report from Rob Lloyd, the Highways Representative. The following email was read to the Members:
      1. Bridge – had a look this morning and observed the tree stump. I would prefer to leave any works undertaken by Somerset CC with Paul Tucker our Bridge Maintenance Team Leader. You are aware of the correspondence between Cathy Bakewell/Peter Bysouth/ Elizabeth Raymont and Paul. He has agreed to have a Bridge Inspector look at the bridge and has budgets for any work.
      2. The sign will cost £150 fitted to the existing poles. It would be of the same letter configuration size and colour.
      3. North Lane – the jet patcher could not be used as the lane is too narrow – I was disappointed that this was not identified by the contractor earlier. There is a smaller unit which will be deployed in the New Year – I will patch the worst until that time. Think we should leave the drainage pipe until this surfacing is complete.
      4. The patching budget has been spent. I am not sure whether more money will be made available in this financial year. Can renew the markings very quickly is that does happen.
      5. The hedge was cut back and my own perception is that it is back to the highway boundary. Checked a number of sites yesterday during the downpour including the Lyatts junction. I will look to get a channel created alongside the BT cover in the – if that does not work will look to catch the water further up the incline but that carriageway and then on to the gully. There may be a bit of trial and error involved could become expensive.
      6. High Street – The spring does not seem to have run since we visited. We had agreed that when it next ran the residents would alert me for a visit but there is still no consensus on the water source and path. I am arranging that some salt bags are placed alongside the road for use if severe conditions occur this winter. Road users and residents can split a bag and spread. More bags will be supplied if needed. I will of course monitor during the winter.
      The Members resolved to replace the nameplate sign on the approach to the village from Crewkerne and from Hazelbury Plucknett. The Clerk was asked to obtain a quote to obtain 2 signs, assuming that the Lengthsman fits them.
   7. The Clerk reported that a section of Wimborough Lane was collapsing between the sewage works and Partway Lane. Rob Lloyd agreed to investigate this.
10. FOOTPATHS
    1. Removal of the tree at Bendford Bridge. Rob Lloyd was thanked for removing the tree at Bendford Bridge and the Clerk advised that she had sent photos to Paul Tucker showing the problems regards the large tree and the crumbling stonework.
    2. The signpost for Lyatts has been ordered but there is no further movement on this.
    3. Partial collapse of the road to Hardington Marsh. It was noted that this has been repaired.
    4. Email from Trevor Cherry re ice forming on High Street. Rob Lloyd advised that salt bags will be provided and that he would speak to David Durrant and asking him to liaise directly with Trevor Cherry so that they can establish exactly what is happening to cause the build up of ice during the colder weather.
    5. Rob Lloyd advised that he had removed the build up of soil outside the badger set and asked that the Clerk add this to the Lengthsman’s list of jobs as an ongoing item. It was resolved to do this.
    6. Report from Rob Lloyd, the Highways Representative. The following email was read to the Members:
       1. A.Bridge – had a look this morning and observed the tree stump. I would prefer to leave any works undertaken by Somerset CC with Paul Tucker our Bridge Maintenance Team Leader. You are aware of the correspondence between Cathy Bakewell/Peter Bysouth/ Elizabeth Raymont and Paul. He has agreed to have a Bridge Inspector look at the bridge and has budgets for any work.
       2. B.The sign will cost £150 fitted to the existing poles. It would be of the same letter configuration size and colour.
       3. C.North Lane – the jet patcher could not be used as the lane is too narrow – I was disappointed that this was not identified by the contractor earlier. There is a smaller unit which will be deployed in the New Year – I will patch the worst until that time. Think we should leave the drainage pipe until this surfacing is complete.
       4. D.The patching budget has been spent. I am not sure whether more money will be made available in this financial year. Can renew the markings very quickly is that does happen.
       5. E.The hedge was cut back and my own perception is that it is back to the highway boundary. Checked a number of sites yesterday during the downpour including the Lyatts junction. I will look to get a channel created alongside the BT cover in the – if that does not work will look to catch the water further up the incline but that carriageway and then on to the gully. There may be a bit of trial and error involved could become expensive.
       6. F. High Street – The spring does not seem to have run since we visited. We had agreed that when it next ran the residents would alert me for a visit but there is still no consensus on the water source and path. I am arranging that some salt bags are placed alongside the road for use if severe conditions occur this winter. Road users and residents can split a bag and spread. More bags will be supplied if needed. I will of course monitor during the winter.
       The Members resolved to replace the nameplate sign on the approach to the village from Crewkerne and from Hazelbury Plucknett. The Clerk was asked to obtain a quote to obtain 2 signs, assuming that the Lengthsman fits them.
    7. The Clerk reported that a section of Wimborough Lane was collapsing between the sewage works and Partway Lane. Rob Lloyd agreed to investigate this.
11. PARISH LENGTHSMAN SCHEME
    1. It was noted that the Lengthsman was on holiday in September.
    2. The following work was required in October:
       1. Outstanding jobs from September to be carried over.
       2. Remove metal bars from the footpath on the High Street as mentioned in iii) above.
       3. Rub down and repaint the southerly wooden windows in the alleyway of the Village Hall.
       4. To deal with the soil from the badger sett at the top of Primrose Hill regularly.
       The members resolved to ask the Lengthsman if he could come for an extra day this month.
12. AFFORDABLE HOUSING
    1. Planning Officer’s visit to the potential site. Deferred until the next meeting.
    2. The Community Land Trust. Deferred until the next meeting.
13. PROPOSED RECREATION FIELD
    1. Planning Officer’s visit to the potential site. This item will be left for the next meeting.
    2. James Divall’s report on the play audit. This item will be left for the next meeting.

    Rose White informed the Council that Ernest Kong had expressed his concern that he had not heard anything from the Council about developments regarding the playing field and his offer of land at North Lane.

    The Clerk was asked to write thanking him for his offer and letting him know that there did not appear to be a remit within the Village to proceed with a Village Hall development on that site. However there does appear to be a wish to pursue the idea that it could be used as a community space. The Clerk will invite him to attend the next meeting when they intend to discuss the play audit and send him a copy of the play audit.

14. PARISH PLAN
    1. Village hall redevelopment. This item will be left for the next meeting.
    2. Welcome Pack. This item will be left for the next meeting.
    3. Tree Planting. This item will be left for the next meeting.
15. CORRESPONDENCE
    1. The Clerk read a letter from Somerset County Council asking for Parish Councils to identify transport priorities with their parish. The Clerk was asked to write highlighting the limitations of the current school transport system and asking that it be extended to cover a wider catchment area and also that the charges should be reduced or removed.
    2. The Clerk read at letter about the Community Forum meetings taking place 3rd December 2009, asking members to attend and give their ideas on how services in the area could be improved. The members asked that this be scanned and emailed to each Councillor. The councillors will then let the Clerk know if they wish to attend. The Clerk will inform SSDC of the numbers attending.
    3. A letter regarding the SSDC cluster workshops briefing session on 16th November 2009 was read. It was agreed that 2 members would attend and the Clerk was asked to write and take up 2 places.
16. MATTERS OF REPORT & ITEMS FOR NEXT MEETING
    1. The Chairman reported the Rose White will attend the Dog Control Workshop taking place on 27th October 2009. He also informed the Council of his intention to step down as Chairman from April 2010 as he is finding it increasingly difficult to fit the role around his personal commitments. The Members thanked him for all his hard work over the years.
    2. Robin Carpenter reported that there is a conflict of interest when a problem arises over a footpath that runs across land held by one of his professional clients. He proposed that in those circumstances another Councillor should deputise. Rose White offered to be the point of contact in these circumstances.
    3. The Clerk reported that various issues had arisen following her letter to the insurance company about the fireworks event. The Village Hall Committee is going to comply fully with the requirements of the insurance company. However the landowner will need to ensure that his Public Liability insurance covers him for such an event. The Clerk will inform him of this.

       She will investigate further but it appears that the hall booking form may need to be amended to check whether commercial hirers have their own Public Liability insurance at the time of booking as the Village Hall insurance does not extend to them. In addition there is some doubt whether catering for events or functions within the village is covered, if the food has not been prepared in the Village Hall. The Clerk will seek clarification on these points. She recommended that all the current regular hirers be considered as to whether they are covered by the current policy and has asked the Village Hall Committee to prepare a list of all the hirers.

17. DATE AND TIME OF NEXT MEETING & CLOSURE
    The next meeting will be on Tuesday 17th November 2009 at 7.30 pm. The meeting closed at 10.35 pm.

Notes on report to Parish Council Meeting by John Gilmore

1. Brief: to produce a recommendation for development of village hall facilities consistent with the 5 year plan
2. Members of the sub committee: A Lunt, D Beckley, K McIver, S Ogden, R Richards, J Soulsby, J Whatley, E Gilmore, J Gilmore
3. New hall on alternative site; not part of village plan but need to follow up following E Kong offer of land. Parish council approached commercial surveyor who advised to establish site value would need to advertise for alternative commercial use for 12 months. If no takers, planning permission should be obtained to maximise site value; estimated at £125k. The value of a single residence on the site would be £400-425k. We therefore concluded that the existing site would not realise sufficient funds for a new village hall in a different location to be feasible.
4. The various user groups were consulted about what improvements that would like to see. These were heating, kitchen, toilets, meeting rooms, storage. The importance of the preschool to revenues was noted (50%) and also the lack of a long term commitment.
5. Various alternative plans were considered and option 5 favoured which would provide 3 meeting rooms, larger kitchen and new storage area. Cost estimate for the complete scheme was £200k.
6. To progress the improvements we would need to pay an architect to draw up plans and a specifications including heating redesign, quotes could be obtained (estimate £5-6 k) and then contractors could price the works to establish the level of fundraising required. (Matching grants are possible up to £70k).
7. Approval is sought from the parish council to fund this next stage to employ an architect to draw up plans and specifications.
8. The sub committee recognised that unless a substantial donor came forward, the huge fundraising effort required would probably necessitate a piecemeal approach to providing improvements.