16th May 2007

ADOPTED
WEST MONKTON PARISH COUNCIL

Minutes of the Annual Meeting of the Parish Council held on Wednesday 16th May 2007 at 7.30pm in the Committee Room West Monkton Village Hall.

Present: Cllrs Reeves, Ellis, Day, Tully, Besley, Bage, Haskins, Perris.
In attendance: the Clerk, Mrs P A Cavill; one member of the public attended, also the PCSO Tracy Cornish.

61/07 Apologies for absence
Cllr Cavill.

The results of the uncontested Parish Council election having been previously circulated, Councillors signed the Declaration of Acceptance of Office of member.

The Chairman Cllr Reeves stepped down and the Clerk took the next agenda item.

62/07 Election of a Chairman
Cllr Reeves was proposed by Cllr Tully, seconded by Cllr Day. There were no other proposals. Cllr Reeves was elected unanimously for the year ahead, and signed the declaration of Acceptance of Office of Chairman.

The Chairman resumed chairmanship of the meeting.

63/07 Election of Vice Chairman
Cllr Day proposed that Cllr Ellis should be Vice Chairman, seconded by Cllr Tully. There were no other proposals. Cllr Ellis was unanimously elected Vice-Chairman for the year ahead. Cllr Ellis signed the declaration of Acceptance of Office of Vice Chairman

64/07 Election of Planning Committee
It was resolved that the Parish Council should continue the practice that the full Council should comprise the Planning Committee and unanimously agreed.

65/07 Election of Footpaths Officer
Cllr B Gage was proposed by Cllr S Haskins, and seconded by Cllr Ellis. There were no other proposals and Cllr Gage was elected unanimously as Footpaths Officer for the year ahead.

66/07 Election of Allotments Warden
Cllr Haskins was proposed by Cllr Ellis and seconded by Cllr Gage. There were no other proposals and Cllr Haskins was elected unanimously as Allotments Warden for the year ahead

67/07 Election of Open Space Officer
Cllr Haskins was proposed by Cllr Reeves, and seconded by Cllr Ellis. There were no other proposals and Cllr Haskins was unanimously elected as Open Space officer for the year ahead.

68/07 Election of Press Officer
Cllr Day was proposed by Cllr Tully and seconded by Cllr Ellis. There were no other proposals and Cllr Day was elected unanimously as Press Officer for the year ahead.

69/07 Election of Environment Officer and Tree Warden
Cllr Perris was proposed by Cllr Tully and seconded by Cllr M Besley. There were no other proposals and Cllr Perris was elected unanimously as Tree Warden/Environment Officer for the year ahead.

70/07 Election of Highways Co-ordinator
Cllr M Besley was proposed by Cllr Gage and seconded by Cllr Haskins. There were no other proposals and Cllr Besley was elected unanimously as Highways Co-ordinator for the year ahead.

71/07 Election of representative on the Village Hall Management Committee
Cllr Tully was proposed by Cllr Reeves and seconded by Cllr Ellis. There were no other proposals and Cllr Tully was elected unanimously as the Parish Council representative on the Village Hall Management Committee for the year ahead.

72/07 Election of representative on the West Monkton relief in Need charity
It was resolved that Cllr Day, having been appointed by the West Monkton Relief in Need Charity to a four year term and now in year 2 of 4, should continue as the Parish Council representative on the West Monkton Relief in Need Charity for the year ahead.

73/07 Election of representative on the Spital Trust
Cllr Day was proposed by Cllr Ellis and seconded by Cllr Gage. There were no other proposals and Cllr Day was elected unanimously as the Parish Council representative on the Spital Trust.

74/07 Election of representative on the Primary School Board of Governors
It was resolved that Cllr Ellis, having been appointed by the West Monkton C of E Primary School Board of Governors to a four year term, and now in year 2 of 4, should continue as the Parish Council representative on the West Monkton C of E Primary School Board of Governors for the year ahead.
Cllr Ellis advised that a second governor post might come up and would keep the Parish Council informed.

75/07 Adoption of the minutes of the Parish Council meeting held on 11th April 2007
The minutes of the April meeting were adopted as a true record, proposed by Cllr Ellis, seconded by Cllr Tully and all agreed.

76/07 Matters arising from the minutes
Clerk’s report having been circulated prior to the meeting, it was agreed that the cheque sent by Mr Edwards re water rates at the Allotments should be returned, the allotments would be discussed at the next meeting. Viridor should be contacted and advised Parish Council wish to continue on Liaison Cttee but notice of the last meeting came too late to arrange attendance.

The meeting was closed.

PUBLIC QUESTION TIME

PCSO T Cornish reported she was concerned about the crossing at Milton Hill/Dyers Lane. Report summing up progress so far was provided by Cllr Reeves, site meeting is being arranged. PSCO Cornish is trying to involve Heathfield Deputy Head Mr Fletcher. She would attend the site meeting if on duty. She reported there have been two accidents at the location already.
It was noted that the ‘Slow’ signs on Greenway were probably a condition of the Planning Permission given to build Sidbrook Orchards, and the developer would most likely have paid for the cost of the road marking. Thus comparison between Greenway and Goosenford was not applicable.
There have been problems with mini-mopeds in Farriers Green, also cars and mopeds are going into Heathfield school car park on Friday and Saturday night because the gates are not closed when events have finished. If access were prevented PCSO Cornish anticipates the noise pollution would be reduced.
Potholes by Greenway Nurseries and road edge crumbling at Standards had been noted by members of the public.
Overhanging hedges from the houses on Meadway, obstructing the pavement on Greenway were reported.
Dog fouling by the same dog(s) as previously reported continues. Cllr Tully stated the fouling is in the walkways between School Road and Heathfield Drive, and School Road and Elms Estate, and the fouling takes place early in the morning or late evening.
The meeting was reconvened.

77/07 Items raised by the Public in Open Session
Clerk will organise date to have site meeting at Dyers Lane/Milton Hill with I Titcombe and circulate it for members.
It was agreed that the Headmaster at Heathfield should be informed of the problems related to the car park at the school and request that he should organise for the gates to be closed at night. Cllr Tully offered to open the gates in the morning. Cllr Tully stated that the matter would be considered at the Governors meeting to be held on 17th May 2007.
Clerk reported that the pothole by Greenway Nursery had been filled in and she had received notice from SCC Highways that the road at Standards would be closed whilst gabion baskets were installed to support the road edges.
The hedges are the responsibility of the house owner. Cllr Haskins will determine which number Meadway the hedges belong to, Clerk will write, then if no action SCC Highways will be informed.
Clerk will report the dog fouling to Environmental Health and the Dog Warden, PCSO will look out as well.

78/07 To adopt the Model Code of Conduct for Parishes and Town Councils
Papers had been circulated prior to the meeting.
The Parish Council resolved to formally adopt, with immediate effect, the Model Code of Conduct as is applicable to Parish Councils of 2007 with the specific inclusion of paragraph 12 (2) -’Effect of prejudicial interests on participation’. proposed by Cllr Day, seconded by Cllr Ellis and all agreed.
Furthermore the Parish Council resolved to amend Standing Orders by
A) Deleting SO 58, substituting: ‘If a member who has declared a personal interest then considers the interest to be prejudicial he shall declare that, and after making any representations, answering questions or giving evidence relating to that business, he must withdraw from the room or chamber for the remainder of the consideration of the item to which the interest relates.
B) Deleting SO 70, substituting: ‘At all meetings of the Council the Chairman will at a convenient time in the transaction of business, allow any members of the public to make representations, answer questions or give evidence relating to the matter or business being transacted at that meeting. This opportunity will also apply to any member who is otherwise excluded due to a declared interest as per SO 58.’ Proposed by Cllr Ellis and seconded by Cllr Haskins and all agreed.

79/07 To nominate a Parish Member for the Quantock Hills AONB Joint Advisory Committee.
The details had been circulated prior to the meeting and Cllr Perris agreed to put his name forward to the ballot.

80/07To book training sessions for new Councillors
Details had been circulated prior to the meeting and it was agreed that the Clerk should reserve four places for the session at Burrowbridge on 26th June 2007. It was agreed that the Parish Council would pay the training fee.

81/07 Proposal for a Unitary Authority.
Cllr Tully explained that he is on the Area Panel, and thus declared he was unable to represent the Parish. He stated that the Area Panels will continue regardless of the success of the Unitary bid. He explained that each Cllr would have a sum of money (£15k) collectively placed the Taunton Deane Area ‘pot’. How the money is spent would be determined by the Area Panel. Cllr Tully stated that as an audit trail has to exist, the actual spending will be controlled by SCC, and the only voting members of the Area Panels will be County Councillors. They will rely on the expertise of Officers. Cllr Tully understands that the sum put into the Panels will increase from £15k up to £2m, over and above normal funds. He stated that TDBC are in talks with SCC for representation on the Panels. Cllr Ellis and Reeves agreed to attend the next meeting and report back to the Parish Council.
It was agreed that the response to SALC re Unitary Authority should be made after the Area Panel meeting had taken place, and could be done at the next Parish Council meeting
Information regarding Team Somerset - the alternative to a Unitary Authority - was made available for members. It was considered that a Unitary Authority is too big and too unwieldy for Somerset and rural areas will suffer.

82/07 Letter from S French
A letter recently received from S French Esquire was read to the meeting. Its contents were noted and it was agreed that the Clerk should acknowledge receipt.

83/07 Dyers Lane/Milton Hill
Two dates for a site meeting were determined; the Clerk will pass them on to I Titcombe SCC Highways.

84/07 Extra Lighting in School Road
Following the resolution to install Light Column E, the Clerk had visited the houses closest to the installation, explained the situation, and had received positive responses. The visit was required by SCC in case gardens had to be dug during the installation. However, the suggestion was made to SCC that as the resident of no 48 had been given permission to install a drive and parking area, with dropped kerb, the light column E should be moved slightly further down the road so it did not interfere with the new drive. Phil Bennett (SCC Lighting) had responded with a map on which the suggested location of light column E should be marked. At the Council meeting Cllr Tully produced hand delivered notes from the residents of numbers 47, 48 and 49 indicating they did not wish the street light previously agreed by the Parish Council to be installed. The Clerk outlined the history of the request for extra lighting in School Road, which had come from the residents after incidents of bad behaviour by youths and girls at the relatively dark end of the road. Somerset County Council had been unable to fund extra lighting, but they had produced a survey to identify those areas of greatest need of lighting in School Road (Light Columns A to E). The Parish Council had precepted for it and saved over a two year period to accumulate sufficient funds to put one, or possibly two, lights at the darkest end of the road. It was the information from residents and concerns of the Parish Council that led the Parish Council to resolve to install light column E at the dark end of the road: see Minute 33/07. The resident’s request had been supported by the LAT and the Police. In explanation of the apparent about-turn, Cllr Tully stated that during this two year period, the resident who had requested the extra lighting had moved. Cllr Tully proposed that the resolution to install light column E should be overturned in favour of light column A which is at the open end of School Road, close to its junction with Milton Hill. He indicated that this light column would light the proposed pedestrian access from Heathfield School car park. The proposal was seconded by Cllr Reeves. The visit required by SCC Lighting to houses in close vicinity to light column A would be made by Cllr Tully and Reeves.

85/07 Official reports
Cllr Reeves reported on the recent activities of the CEP. The site visit had been useful and enlightening, particularly in respect of the different levels on the site and enabled the report to TDBC Planners to be drafted from an informed position. The report should be taken into consideration by TDBC Planners and will give the developers informed suggestions to consider. The members of the Panel are of such calibre that they bring a variety of ideas to the discussions. It was agreed to put the Report on the website and circulate it to Councillors. The planning application may now come before the June Planning meeting. It was agreed that constant vigilance will be needed on the buildings once the outline permission is given. Cllr Haskins asked to join the CEP and all agreed.
Cllr Tully reported from the County Council. There was a new Leader - Cllr Jill Shortland - a financier. Change of Portfolio Holders will follow. The Area Panels had been considered earlier. The Village Hall fund raising fete will be on 23rd June at Heathfield School.
Cllr Cavill was attending TDBC Annual Council at which the Mayor is installed, so unable to report.

86/07 Planning Applications registered at TDBC
48/2007/016 Mr M Hicks Erection of two storey and single storey extension at Highlands, Monkton Heathfield. Likely issue: need to be satisfied that extension is subservient and will not detract from neighbouring properties. Comment: the Parish Council supported this application the first time and supports it again now. Being familiar with the contours of the land in the area, they are satisfied that the extension is subservient and will not detract from neighbouring properties.
48/2007/018 Mrs S Melhuish Erection of single storey extension to side and rear of 6 Heathfield Drive, Monkton Heathfield Taunton. Likely issues: no objection in principle. Comment: The Parish Council supports this application.
48/2007/020LB Mrs F Wadsley Conversion of outbuilding to stable and store and formation of door opening at Coombe Mill, Coombe, West Monkton. Comments: the Parish Council would wish use of appropriate materials to match Quantock stone, and the stable should be retained as an agricultural store/stable for domestic use only in perpetuity.
48/2007/022 Mrs F Wadsley Conversion of outbuilding to stables and store and change of use of part of orchard to stable yard at Coombe Mill, Coombe, West Monkton. Likely issues: none listed. Comment: the Parish Council would wish to see use of appropriate materials to match the Quantock stone; the stables should be retained as an agricultural store/stable for domestic use only in perpetuity; none of the trees in the orchard should be grubbed out to make way for the stable yard; the road at this location is very narrow with limited visibility, access onto the road from the yard by horses would need to be carefully controlled.
48/2007/021 Mrs S Melhuish Erection of conservatory to rear of Warwick House, West Monkton. Likely issues: none listed. Comment: The Parish Council has no comment.
48/2007/024 Mr M Hicks Erection of garage utility and store rear of 154 Bridgwater Road, Taunton (Revised Design). Likely issues: impact of design on neighbour to be assessed. Comment - the Parish Council considered the impact of the design on the neighbour and wishes to make no comment. 48/2007/023 Erection of implement storage shed and change of use of land at Little Overton, Coombe, West Monkton. Comment: the Parish Council, being familiar with the property and its location, have assessed the impact of the proposal on the character of the area and wish to support this application.
48/2007/025 Mrs F Wadsley Erection of 1.8m fence to 70 Meadway, Monkton Heathfield. Likely issues: impact of fence adjacent to highway likely to have adverse street scene impact.Comment: the Parish Council considered the impact of the fence adjacent to the Highway and comment that it would have an adverse street scene impact, being out of keeping with the character of the area. There would be an environmental impact, the future of the trees enclosed by the fence would not be assured were the fence to be erected; the Parish Council believes there may have been a condition attached to the original planning permission regarding the trees.
48/2007/026T Mr P Bryan Application to fell one Leyland cypress tree within West Monkton Conservation area at Whitestones, West Monkton. Likely issues: to be assessed on site. Comment: The Parish Council is familiar with the leylandii and its position relative to the monkey puzzle tree. There is a legitimate reason the fell the leylandii and the Parish Council supports the application.
48/2007/027 Mrs F Wadsley Erection of two storey extension, dormer windows and erection of double garage with room above at Dowsborough, West Monkton, (amended scheme). Likely issues: assess in terms of impact of scale and character of existing building. Comment: the Parish Council supported the original application. Being aware of the contours of the land in this location and the relative positions of other properties, the Parish Council has considered this application in terms of the impact of the scale and character of the existing building and supports this application.


87/07 Planning Decisions made by TDBC
48/2007/008 Demolition and erection of dwelling and new garage at Redlands, West Monkton as amended by agent’s letter dated 19th April 2007 and revised plan no T1304/1A received on 24th April 2007. Permission granted: start within 3 years; samples of materials used to be approved before commencement of works; no dormers/windows on first floor east or west elevations; access and turning area to be provided before any other work on site; plan for garage and one parking space required to be submitted before work starts; turning space for vehicles to be constructed before dwelling is occupied; garage for private and domestic vehicles only; details of water surface disposal to be submitted before work commences.
48/2007/009 Erection of first floor extension above existing garage 28 Farriers Green Monkton Heathfield. Permission granted: begin within 3 years; use materials shown on plan; no dormers/windows other than those in the plan.
48/2007/010 Enlargement of existing pedestrian entrance to schools site and formation of a new cycle entrance at heath field Community School, School Road, Monkton Heathfield. No objection subject to suitable landscape condition
.48/2007/011 Formation of new roof to include dormer windows to front of Branksome Yallands Hill Monkton Heathfield (amended scheme to 48/2006/081). Conditional approval
Planning decisions were noted.

88/07 Communications
The list of Communications received had been circulated prior to the meeting.
Area Working Panel 22nd May - It was agreed that Cllrs Ellis and Reeves should attend.
TDBC Local Development Framework. Agreed that Clerk would complete the questionnaire in consultation with the Chairman.
Mendip Rural Housing Conference - no councillors able to attend.
Information brochures distributed.

89/07 Approval of Receipts and Payments and Monthly Financial Sheet
The need for a Chairman’s allowance was discussed and it was agreed to sanction a Chairman’s allowance of £100.00. Receipts and payments and Financial Sheet were explained. Approval was proposed by Cllr Day, seconded by Cllr Perris and unanimously agreed.
Receipts
VAT reclaim £241.45
TDBC Precept 2007/08 £12500.00
Payments
Mrs David, cleaning bus shelters April £20.00
Miss Kimber cleaning bus shelter April/brush £15.90
Ms Newland cleaning bus shelter April £10.00
Clerks salary April £436.62
Clerks expenses from 11th April to 16th May £41.00
Clerks CEP work 11th April to 16th May £114.26

90/07 Date of the next meeting
Next meeting will be 13th June 2007 at 7.30pm at the Village Hall.

91/07 Outstanding Item
Disputed Footpath, Yallands Hill to Aginhills. Cllr Tully was asked to explain the apparent inactivity since SCC Rights of Way officer Mrs Fletcher retired. He stated that after Mrs Fletcher retired, the Delegated Powers document had been lost. Subsequently he had recently issued new Delegated Powers, and the document is with Lawrence Smith SCC RoW Officer now.

There being no further business the meeting closed at 10.10pm.

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