The Minutes of the previous meeting (March 2012)

MINUTES OF MEETING OF HARDINGTON MANDEVILLE PARISH COUNCIL HELD ON 17th APRIL 2012 AT 9.10pm IN 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

Robin Carpenter (Chairman), Peter Bysouth, Vanessa May, Keith Blackwell, Bill Turner, David Beckley and Malcolm White.

IN ATTENDANCE

Jessica Vale (Parish Clerk) and 3 members of the public.

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

  1. APOLOGIES FOR ABSENCE.
    Gina Seaton (District Councillor)
  2. MINUTES OF MEETINGS HELD ON 20th March 2012 (Already Circulated).
    1. The minutes were approved and signed by the Chairman as a correct record of the meeting.
  3. DECLARATIONS OF INTEREST.
    Bill Turner declared a prejudicial interest in Item 6ai.
    Robin Carpenter declared a prejudicial interest in Item 6ai.
    David Beckley declared a personal interest in Item 6ai.
  4. MATTERS OF REPORT ARISING FROM THE PREVIOUS MINUTES.
    1. There were none.
  5. DISTRICT AND COUNTY COUNCILLORS’ REPORTS (by invitation)
    1. There were none.
  6. PLANNING APPLICATIONS Bill Turner and Robin Carpenter left the meeting. Peter Bysouth took the Chair.
    1. Planning Applications received.
      1. Application no. 12/00854/OUT Mr W Turner, erection of agricultural worker’s dwelling at Lime Kiln Farm, Hardington Mandeville. David Beckley took no part in the discussion. Peter Bysouth had met with the applicant on site. With more papers provided than had been available at the previous meeting, the Council had no objections.
        Robin Carpenter and Bill Turner returned to the meeting. Robin Carpenter resumed the Chair.
      2. Application no. 12/00707/FUL – alterations, erection of 1st floor rear extension and pitched roof over annexe and garage – part amended application to include surfacing with render, for Mr & Mrs M Wilson, Poachers Lodge, Moor Lane, Hardington Moor. There were no objections.
    2. Any planning applications received after publication of this agenda - None
    3. Results of previous applications; Application no. 12/00302/LBC Mr G Boord. Alterations to roof, replace fascia/guttering, rebuild and repair north-east chimney at Hardington House. Permission granted. Noted.
  7. HIGHWAYS
    1. Report from Highways Representative; Rob Lloyd reported on communications with Somerset County Council Highways over North Lane surfacing and drains. Highways contractors have put in a new drainage pipe at the top bend and a concrete slider going from the Lane into a ditch, and Highways have placed an order for a collapsed pipe at the top bend to be replaced. The works cannot be considered complete until a drain running through a field on the west side of the south end of the Lane at double gates has been cleared or replaced, and this is the responsibility of the farmer concerned. The potholes near the Farm are getting worse. Highways intend to resurface the Lane in 2013-4 or otherwise once Underhill Cottage has been rebuilt. The Clerk also reported a communication from Highways in response to her letter, but this did not seem a clear response.
    2. Parking in turning bay, Bishops Lane; Parish Clerk reported that there had been at least two more reports of vehicles there in the last month. Robin Carpenter to put up a temporary notice to see whether this would deter parking.
    3. County Council Minor Highways Improvement Scheme; the communication from our County Councillor was circulated before the meeting for consideration but the Council had nothing to report.
    4. Sewage seepage in Penn Lane; it was reported that this had been resolved.
  8. RECREATION GROUND
    1. Insurance and inspection; the Clerk reported that the insurers had received the Council’s payment of additional premium for the new play equipment on the site, and read out to the Council their conditions in respect of weekly inspection and display for safety signage. She provided the Chairman with a book in which to record inspections. The Council was advised that there are notices in place on all public gates to the site to inform the public that it is not yet open for use. The areas seeded with grass by Robin Carpenter and Malcolm White need time to stabilise. It was proposed by Peter Bysouth, seconded by Vanessa May and RESOLVED to reimburse Robin Carpenter and Malcolm White for their expenses in purchasing grass seed; each had provided receipts of £69.90 for this. All the grass seed purchased has been used.
    2. The Parish Council noted with thanks several donations from local residents. Robin Carpenter reported that Karen Clotworthy is still making grant applications to various bodies.
    3. Further equipment; Robin Carpenter reported that FOHCS has obtained favourable estimates for a zipwire, buddy swing and monkey bars from a local company (Toy Barn), and has examined examples already standing in other public playgrounds, but there is a problem in that these do not come with the specific type of safety certification/manufacturing standards that SSDC will require if they are to provide the match-funding offered from the Youth Facilities team. It was AGREED that the Council would be willing to forego the Youth Facilities grant if necessary.
    4. Proposed by Vanessa May, seconded by David Beckley and RESOLVED to pay Adam C Taylor Ltd £16,831.00 (plus £3366.20 VAT) for works completed at the Ground.
    5. RESOLVED to pay Yarcombe Woodland Products Ltd. £333 for 3 picnic benches (plus VAT of £66.60) – donations from sponsors have already been received for two of these.
    6. Plans for Diamond Jubilee celebrations on 5th June and advice from current insurers. Robin Carpenter and the organizing committee would welcome more input of ideas. It was suggested that the WI might provide drinks on site and that the public bring their own food to eat, to avoid licensing issues. The Clerk produced information about Jubilee beacons and the possibility of acquiring a basket beacon was considered but it was agreed not to pursue the matter.
    7. Arrangements for future meetings of the Recreation Space Committee; the Clerk pointed out that there is a need for the Council to consider issues such as maintenance and legal compliance, that the terms of reference for this committee of the Parish Council had been agreed and that it is a requirement that such a committee meet in public. It was therefore AGREED that this committee will first meet, with a separate agenda, at 7.15 on Tuesday 19th of June 2012 in the Village Hall, and thereafter quarterly.
  9. FINANCE
    1. Clerk's hours for March were confirmed as 33.5 hours (not 33 hours as stated on agenda). It was proposed by Keith Blackwell, seconded by Bill Turner and RESOLVED to pay £779.33 to the Clerk for salary and expenses, the additional half-hour to be carried forward to the next payment. It was further proposed by Vanessa May and seconded by Peter Bysouth to pay HMRC £164.20 as deductions for PAYE.
    2. Annual Audit for year ending 31st March 2012; the Clerk reported that she has put up the notices about public inspection of the annual accounts and will submit the accounts for internal audit to begin the audit process.
    3. Precept; the Clerk reported that since publication of the agenda she had been notified SSDC of payment from them of the amount of precept requested £15,000).
    4. Quarterly and year-end bank reconciliation; this had been inspected by Peter Bysouth and was APPROVED by the Council subject to correction of a date.
    5. Final Budget Analysis 2011/12; APPROVED subject to corrections as Peter indicated.
    6. It was proposed by Vanessa May, seconded by Peter Bysouth and RESOLVED to pay the invoice of £617.25 in respect of the half-yearly amount owing to the Coker Division Lengthsman scheme.
  10. FOOTPATHS
    1. Report from Footpaths Representative; Robin Carpenter reported that footpath Y10/19 has been marked with waymarks. He will soon provide an annual report on the parish to the Public Paths Liaison Officer at the County Council. The Parish Clerk was instructed to write to a resident at Lyatts about problems with a water leak and broken stile on Y9/4.
  11. PARISH LENGTHSMAN SCHEME
    1. Work carried out in March was noted. The blocked drains on Primrose Hill have been reported to County Council Highways for action.
    2. Representatives of the Lengthsman scheme met on the 16th April but no Hardington councillors were able to attend. The Clerk reported that she had spoken to the East Coker Parish Clerk on the day before the meeting and had been informed that the matter to be discussed was remuneration for the Administrator. She had been assured that this would not result in any additional cost of participation in the scheme at this time.
    3. Work for April;
      1. strimming around telephone kiosk, Triangle etc., and remove nettles on footpath Y10/20 beyond the barn at Prospect Farm.
      2. clean village sign near Bendford Bridge.
      3. repair collapsed steps up a field bank on footpath Y10/7 at Lyatts.
      4. remove and dispose of 4 pieces of concrete kerb, 2 which are lying beside road on steep section of Pig Hill, the other 2 near the Hardington Mandeville telephone kiosk.
      5. collect and dispose of tipped rubbish left in a gateway near the sewage works – it was also noted that more rubbish has been dumped just inside the sewage works gate.
  12. CORRESPONDENCE
    1. Correspondence to be circulated; includes a notice from the Somerset Association of Local Councils about a forthcoming new Code of Conduct for Councillors.
    2. Correspondence received; date of SSDC Full Council meeting noted.
  13. MATTERS OF REPORT & ITEMS FOR NEXT MEETING
    1. Chairman; none
    2. Malcolm White asked that the Clerk follow up with the Planning Officers at SSDC the potential infringements of usage of The Stables in Partway Lane.
    3. Parish Clerk; will be out of contact between 12th and 15th May.
  14. DATE AND TIME OF NEXT MEETING & CLOSURE
    The next Parish Council meeting will be held on Tuesday the 15th of May 2012 at 7.30 p.m. in the Village Hall, preceded by a meeting of the Recreation Space Committee at 7.15 p.m. The meeting closed at 10.28 p.m.