9th February 2005

ADOPTED
WEST MONKTON PARISH COUNCIL

Minutes of a meeting held on Wednesday 9th February 2005 at 7.30pm in the Committee Room, West Monkton Village Hall.

Present: Councillors J Reeves (Chairman), H Besley, H Corcoran, N Cavill (arrived later), H Ellis, G Day, R Tully, L Warren.

In attendance: County Councillor Mrs E Waymouth

017/05 Apologies for absence
G Wallington

018/05 Adoption of the minutes of the Parish Council meeting held on 12th January 2005 at 7.30pm
The minutes, having been previously circulated were adopted with one amendment...’013/05 N Cavill suggested payment to PCC of Burial Ground Grant should be made as soon as possible. Seconded by H Corcoran who reported funds were always short’.

019/05Matters of Report arising from the Minutes
After some discussion it was agreed that PC Curtis should be invited to speak to the Annual Parish Meeting about LAT and other new developments.
Risk Assessment paper as tabled before the meeting was adopted, proposed by H Ellis and seconded by H Besley and all agreed. Further resolved to annually review the paper at each October meeting, and at any other time if significant new activities are undertaken. H Corcoran was thanked for the time she had spent preparing the paper.
Web site progress. J Reeves requested that M Cavill should continue building the site, e.g. a list of Councillors. He (JR) will take photos for addition to the site when the weather is better. The Millennium Book should have mention on the web site. All agreed that M Cavill should continue as web master. After some discussion the Parish Council agreed that local businesses should have the opportunity to have a defined amount of space on the web site for a fee. The fee will be discussed at the next meeting.
Clerk’s Notes were circulated before the meeting.
The planning refusal on the garage at Kyrenia Cottage was considered to be a sound decision, based on the fact that the garage had been built higher than the height for which planning permission had been granted.
Bus shelters – the Brittons Ash bus shelter windows have been replaced with Perspex, the glass has been mended at Bathpool bus shelter.
H Besley thanked the Council for the award he received at the end of the last meeting.

PUBLIC QUESTION TIME
It was reported that Taunton LandRover at Bathpool were now using the former SRK site for car parking. A member of the staff at LandRover had written to Somerset Highways requesting that the pavement from the bus shelter to the SRK gates should be made up, currently it is a track through the roadside verge. Despite the fact that 25 people are using the route at least twice per day, D Quick had replied that there was insufficient usage to merit the installation of a pavement. The Parish Council agreed that it was likely that events would take over in the fullness of time.

020/05 Matters arising from Public Question Time
There were none, but it was reported that a Parishioner had made a complaint about the state of the footpath from Yallands Hill along Allens Brook to Cheddon. It was reported that the footpath was obstructed by rotting vegetation from the last harvest made in the field. H Besley will visit to see what further action may be necessary.

It was also reported that the raised ditch opposite Blundells Farm was not watertight. Water was seeping through the banks, over the road, causing the surface of the road to break up. Those Councillors familiar with that stretch of the road noted that the concrete slabs lining the ditch stop too soon, if the ditch was cleaned and deepened it might sort out the problem. The road will be dangerous if the water covering it freezes. The Clerk will report the matter to Somerset Highways.

Cllr E Waymouth was welcomed at 8.10pm.
She reported on the mistake in the papers regarding the Roads Review, when the word ‘outer’ was used instead of ‘inner’ in the context of distributor roads for Taunton. A letter from N Farrow (Director SCC Environment Department) is expected, giving clear indication of the correct version.
She has completed the papers requesting Community Chest donations for the Parish. Enquiries at PixelLink indicate the cost of the folders for ‘Welcome Packs’ for new residents will be about £1 each. Cllr Waymouth has requested £1000 for this item, and £500 for the Parish Council to support the Village Hall either with the extra car parking facility, or the Hearing Loop system.

Public Question time was closed and the meeting reconvened.

021/05 Distribution of Free Resource
With ref. to Minute 044/04, Parish Council resolved on 14th March 2004 to make a donation of £50 to Taunton and District CAB out of 2004/2005 budget. It appeared that this donation had not yet been made. H Corcoran proposed, and seconded by H Besley, that the Parish Council resolve to make a donation of £50 to Taunton and District CAB. All agreed.

022/05 Tenders for playing field maintenance contract for 2005/2006
The works specification, having been previously circulated, was discussed and it was agreed that Clause 3, to cut and spray round obstacles on 10 no. occasions, was no longer needed now the play equipment had been removed. The length of the lease remaining on the play area was discussed; it could come to an end in September 2005. Accordingly it was resolved to invite Parsons, Deane DLO, Four Winds, and G Maycock to tender for the work, to maintain the area until the lease runs out. Clerk to investigate duration of lease and period of notice required.

023/05 Terms and renewal of Insurance Policy for 2005/2006
The relevant pages of the current Allianz Cornhill policy having been previously circulated, the Parish Council agreed that the Mandatory covers for Public Liability, Employers Liability, Money, Fidelity Guarantee and Legal Expenses were sufficient. The Optional covers for Property Damage, Officials Indemnity, Libel and Slander, Fidelity Guarantee Increased Limit, Personal Accident were considered and after some discussion, agreed to be sufficient. In particular, under Property Damage, the number of seats and the number of bus shelters for which the Parish Council was responsible were checked. The number of cups was agreed. The Parish Council resolved to leave the Policy unchanged. J Reeves proposed and R Tully seconded that the Parish Council should not seek alternative quotations for the provision of insurance cover, given that Allianz Cornhill are clear market leaders in the provision of insurance services to Parish Councils. All agreed.

024/05 Potential nominations for Taunton Deane Citizenship Awards
One nomination was considered, but in view of the information required and the shortness of time available, it was agreed to prepare a file of achievements in readiness for next year.

025/05 To consider the ACRE Village Halls paper
The paper having been previously circulated was discussed. R Tully reported that the Village Hall was looking up to two years ahead. It was noted that the Village Hall is an important part of community life, but it is a self-funding organisation, and as such the Parish Council has no statutory duty to support it. N Cavill proposed, and H Corcoran seconded that the Parish Council notes the contents of the ACRE booklet but will act within its own code of conduct and financial responsibility. All agreed. (It was observed that the Hall is used by people beyond the Village, and to give a large donation would require a significant increase in the precept, which is paid by residents).

026/05 Official Reports
LAT due to a confusion over dates the meeting had been rescheduled to 28th February 2005. A committee has been formed. The LAT can access community funding.
TDBC budget was fixed that evening at 4.5%. Thus Band D has gone up by £5.20 p.a., or a total of £2.30p per week. This budget removes the shortfall.
The Village Hall can expect to receive shortly a letter offering them a 30-year lease on the extra land for car parking at £150 per annum.
Cllr Waymouth reported dog fouling on the footpath that runs past the boat yard to Swingbridge. As this is part of the ‘Safe routes to School’, it was agreed to request a dog bin for the location.

027/05 Planning applications and correspondence received
The Planning Applications received, having been previously circulated, resolved the following comments to be conveyed by the Clerk to TDBC.
48/2005/00148/2005/001: Erection of single storey side extension at Winterwood, Swingbridge, Bathpool
No comment
48/2005/002A: Display of two internally illuminated signs at Unit 3 Riverside Retail Park, Hankridge Way
No comment
48/2005/003: Erection of single storey rear extension at 54 School Road, Monkton Heathfield
No comment
48/2005/005: Erection of 2 electricity ‘H’ poles and stays to terminate the existing overhead lines. (This facilitates the removal of 4 towers and overhead lines to be replaced by underground cable) at Brittons Ash and to the north of Langaller, Bathpool
No comment
48/2005/006T Application to carry out tree work on one yew tree included in TD Borough (West Monkton no 2) tree preservation order 1998 at Tanfield Cottage, West Monkton
No comment

Planning correspondence, having been previously circulated was noted.

028/05 Communications received
The list of communications, having been previously circulated, was accepted as listed.

The meeting was closed to allow the Spatial Strategy to be discussed. The leaflet, distributed with correspondence, was explained. Councillors were urged to respond to the paper individually, the importance of consultation could not be understated. It was noted that the Regional Assembly did not seem particularly mindful of the practicalities of the time frames, but all Councillors were urged to attend the meeting on March 3rd at St Andrews Church hall at 7.00pm. The increase in the number of houses proposed for Taunton for 2026 is enormous, up to 50% bigger than the original proposals, growing at double the rate of build per annum to achieve the targets. There is no listing of associated employment land or infrastructure. It was noted that the Somerset Structure Plan would be overtaken by the Regional Spatial Strategy.

There had been no legal challenge to the Local Plan so it and the Development Guide had been formally adopted on November 19th 2004. R Mitchinson and T Noall had met the consortium; there may be a planning application before the end of the month.

The meeting was re-opened.

029/05 Determination of the Precept 2005/2006
The discussion paper that was put together by the sub-committee, having been previously circulated, was considered by the Parish Council, and various questions answered. Following the discussion, J Reeves proposed, seconded by H Ellis, that the Parish Council should set the Parish Council Precept for 2005/2006 at £5000. All agreed.

030/05 Approval of payments and monthly financial statement
The monthly financial statement and approval of payments list were previously circulated. In view of receipt of some extra bills since the circulation of the papers, revised papers were issued and the differences explained. It was proposed by H Corcoran, seconded by N Cavill that the list of payments should be approved and the financial statement signed as a correct record. All agreed.

Receipts
Allotment rents £70.00

Payments

West Monkton Burial Ground grant £310.00
Mrs David Bus shelter £18.00
H & A Allscan Services dog bins x2 £63.92
L Warren clearing play area £378.94
Wessex Water (for allotments) £24.78
T Bullen audit fee for 2002/03 £292.09
Clerks expenses as itemised £113.74
Clerks wages Sept, Oct, Jan (288.71 x 3)
Salary scale 15, 39 hours per month £866.15
Bank charges for missing statements £30.00
Village Hall room hire Jan to April £13.75

Cemetery maintenance grant (2 yrs, 2003/04 & 2004/05) £1000
Taunton and District CAB donation £50.00


L Warren reported that the remaining allotment had been let, and handed in a cheque for £7 and signed tenancy agreement.

031/05 Appointment of T Bullen as Internal Auditor for accounts 2003/04 and 2004/05
The Parish Council considered the items listed by T Bullen on completion of the Internal Audit for 2002/2003.

1. Risk Assessment needs to be formulated and adopted asap, already Moore Stephens are expecting to see Risk Assessment in place during the year 2003/2004.

2. Moore Stephens have questioned what information was sent to Inland Revenue for year 2002/2003. Minute 080/03 (April 2003) notes that a letter containing details about those people retained by West Monkton Parish Council, their job title and annual payment, had been drafted and was signed by the Chairman. Minute 114/04 (April 2004) notes that The Chairman signed the Annual Declaration of Employees for submission to the Inland Revenue. The Inland Revenue should therefore have on record the required information for 2003/2004 and 2004/2005. The recommendation by Tony Bullen is to cover the change of Clerk in September 2004. Present Clerk phoned the Inland Revenue and was informed that no PAYE or NII was due at the level of annual payment made.

3. Payments made will be included in the minutes as per January 2005 minutes, and thereafter.

4. All minute pages and changes will be initialled as per January 2005 minutes, and thereafter.

The Parish Council resolved that the Chairman should sign a letter stating that the points raised by Tony Bullen have been considered and the decision duly minuted.

The Parish Council agreed that the Parish Council appoints Mr Tony Bullen as the Internal Auditor for the accounts 2003/2004 and 2004/2005.

032/05 Date of the next meeting
The date of the next meeting was noted as 9th March 2005.

033/05 List of Outstanding items
The list, having been previously circulated, was noted.

034/05 Urgent matters raised with the permission of the Chairman
There were none.

There being no further business, the meeting closed at 9.59pm


Signed Chairman................................................ Date..........................................