14th May 2008 - Annual Meeting of the Parish Council

ADOPTED
WEST MONKTON PARISH COUNCIL
Minutes of the meeting of the Parish Council held on Wednesday 14th May 2008 at 7.30pm in the Committee Room West Monkton Village Hall. This is the Annual Meeting of the Parish Council.
Present: Cllrs Reeves (Chairman) Day, Ellis, Haskins, Gage, Tully, Perris, M Besley.
In attendance: Mrs P A Cavill, Clerk, Cllr D Webber (TDBC), D Greig TDBC, PCSO T Cornish, PC S Curtis, one member of the public.


56/08 Election of Chairman
No nominations were received prior to the meeting. Cllr Tully proposed that Cllr Reeves be elected as Chairman for the year ahead. The proposal was seconded by Cllr Ellis and agreed unanimously by a show of hands. It was resolved that Cllr reeves would be the Chairman for the year ahead. Cllr Reeves accepted the office and signed the Declaration of Acceptance. All Councillors completed the Register of Interest, no changes being recorded. Councillors undertook to abide by the Code of Conduct adopted 16th May 2007.

57/08 Apologies
Apologies were received from Cllr Cavill who was working.

58/08 Election of Vice-Chairman
No nominations were received prior to the meeting. Cllr Day proposed that Cllr H Ellis should be Vice-Chairman for the year ahead. The proposal was seconded by Cllr Tully, and agreed unanimously by show of hands. It was resolved that Cllr Ellis would be Vice-chairman for they ear ahead. Cllr Ellis accepted the office.

59/08 Election of Footpaths Officer
No nominations were received prior to the meeting. Cllr Perris proposed that Cllr B Gage should be Footpaths Officer for the year ahead. The proposal was seconded by Cllr Day, and agreed unanimously by show of hands. It was resolved that Cllr Gage would be the Footpaths Officer for the year ahead. Cllr Gage accepted the office.

60/08 Election of Allotments Warden
No nominations were received prior to the meeting. Cllr Gage proposed that Cllr S Haskins should be Allotments Warden for the year ahead. The proposal was seconded by Cllr Ellis, and agreed unanimously by show of hands. It was resolved that Cllr Haskins would be the Allotments Warden for the year ahead.

61/08 Election of Open Space Officer
It was noted that this position fits alongside the role of the Allotments Warden. No nominations were received prior to the meeting. Cllr Gage proposed that Cllr S Haskins should be Open Space Officer for the year ahead. The proposal was seconded by Cllr Day, and agreed unanimously by show of hands. It was resolved that Cllr Haskins would be the Open Space Officer for the year ahead.

62/08 Election of Press Officer
No nominations were received prior to the meeting. Cllr Tully proposed that Cllr G Day should be Press Officer for the year ahead. The proposal was seconded by Cllr Ellis, and agreed unanimously by show of hands. It was resolved that Cllr Day would be the Press Officer for the year ahead. Cllr Day accepted the office.

63/08 Election of Environment Officer and Tree Warden
No nominations were received prior to the meeting. Cllr Ellis proposed that Cllr N Perris should be Environment Officer and Tree Warden for the year ahead. The proposal was seconded by Cllr Besley, and agreed unanimously by show of hands. It was resolved that Cllr Perris would be the Environment Officer and Tree Warden for the year ahead. Cllr Perris accepted the office.

64/08 Election of Highways Officer
No nominations were received prior to the meeting. Cllr Perris proposed that Cllr M Besley should be Highways Officer for the year ahead. The proposal was seconded by Cllr Ellis, and agreed unanimously by show of hands. It was resolved that Cllr Besley would be the Highways Officer for the year ahead. Cllr Besley accepted the office.

65/08 Parish Council representative on Village Hall Management Committee
No nominations were received prior to the meeting. Cllr Day nominated Cllr Tully to be the Parish Council’s representative on the Village Hall Management Committee. The nomination was seconded by Cllr Ellis and supported unanimously. It was resolved that Cllr Tully would be the Council’s representative on the Village Hall committee for the year ahead. Cllr Tully accepted the position.

66/08 Parish Council representative on the Spital Trust
The present representative, Cllr Day, had been nominated for a 4 year period, now entering the second year. The Parish Council agreed unanimously and resolved that Cllr Day should continue as the Parish Council’s representative on the Spital Trust.

67/08 Parish Council Governor at West Monkton C of E Primary School
The present representative, Cllr Ellis, had been nominated for a 3 year period, now entering the second year. The Parish Council agreed unanimously and resolved that Cllr Ellis should continue as the Parish Council’s governor at West Monkton Primary School.

68/08 Election of Planning Committee
It has been the practice of this Parish Council to elect all members to the Planning Committee. The proposal to continue this practice was made by Cllr Day and seconded by Cllr Tully. Discussion followed during which it was noted that in a small parish, having the whole Council as the Planning Committee served to protect the quorate status of the Council in the event of a number of members having personal and prejudicial interest, or being absent. A vote was taken on the proposal by show of hands. Six were in favour, there was one abstention. The proposal was therefore agreed, and it was resolved that the Planning Committee should comprise all members of the Parish Council..

69/08 To consider payment of annual subscriptions to SALC, SLCC and CCSom
It was generally agreed that the subscriptions to SALC, SLCC and Community Council for Somerset represented good value for money and the subscriptions should continue. Cllr Ellis proposed that subscriptions to the three organisations listed should continue for another year, seconded by Cllr Day and agreed unanimously by show of hands. It was resolved to continue the subscriptions to SALC, SLCC and CCS for another year.

70/08 Adoption of the Minutes of the Parish Council meeting held on 9th April 2008
The minutes, having previously been circulated, were adopted and signed as a true record: proposed by Cllr Ellis, seconded by Cllr Haskins and agreed unanimously by show of hands. It was resolved to adopt the minutes of the meeting held on 9th April 2008.

71/08 Matters arising from the Minutes; Clerk’s report
The Clerk’s report, having been circulated prior to the meeting, was considered.
Regarding repairs to the bus shelter by Spital Row. Cllr Gage reported that the floor was not flat, and it seemed that water was driving in through the openings, rather than off the pavement. There is no gutter on the roof, which therefore needs attention to direct the rain away from the interior of the shelter. Cllr Gage agreed to attend to that. Two quotes have been received for the repainting of the shelter, a third is awaited from DLO.
The order for the replacement ‘Parish Church’ sign was signed.
The insurance position was explained. The insurance offered by the Norwich Union (brokered by Came and Co.) will be considered and compared with Allianz. It was reported that Zurich Municipal also offers a competitive product. A quotation will be obtained from them, and expert advice will be sought on the relative merits of all three. Meanwhile, as resolved at a previous meeting, the insurance cover will be provided by Allianz for the year starting 1st June 2008.
Neighbourhood Watch Coordinators. The terms of the Data Protection Act are making it very difficult to identify the Coordinators, as the NH Coordinator at Bridgwater Police Station is unable to provide their names and addresses under the terms of the Act. So far, Mr D Weaver, Mr E Saffin, Mrs M Neilsen, and Mr Needs have been listed, but there are more. The Parish Council wishes to publish the names and contact details on the web-site to inform residents.
Dog bins. The outcome of the site visit was the determination of a location for a bin in the School Road area, which would not offend local residents. The location at the end of Heathfield Drive was described - on the right hand side of the entrance to the car park for the flats, in the angle of grass in the front of the substation, close to the wall of the car park. In this position the bin would not be in direct sight of properties, nor close to their boundary. It was confirmed by direct question that all the Members of the Parish Council supported this location: the location for the other bin on the right hand splay of the entrance of Sidbrook Orchards from Greenway, as agreed at a previous meeting, was confirmed. The order and location for these two bins will be confirmed with TDBC who will install, maintain, and regularly empty, at prices agreed last meeting. Cllr Tully reported on the discussion at Cheddon Fitzpaine Parish Council regarding the dog bin proposed for the end of Yallands Hill just inside the CFPC boundary. It was repeated that the location of the bin was just within the Cheddon Fitzpaine boundary because of the arrangement of fences, pathways, hedgerows and ditches in the location. The pedestrian route is regularly used by residents of West Monkton Parish as a dog walking route, and so it was to the advantage of the Parish to have a dog bin in that location, as currently there are none.
Closure of the Post Office at West Monkton. There has been no response to the second letter requesting details of statistics on which the closure had been determined. As the first response was considered to be a stonewalling response, it was considered unlikely that any further information will be disclosed by the Post Office. Cllr Tully reported that in other counties, the Post Offices were being relocated into Council property, he will keep a watching brief on this as a possible solution. The Diocese had passed a motion expressing support for retaining the Post Offices in rural areas; copies of the motion were distributed to Councillors.

Cllr Haskins arrived at 8.10pm having been delayed in traffic.

The meeting was closed

PUBLIC QUESTION TIME

K Goodwin was invited to speak on the proposed extension for the village hall, to provide the financial information and time line requested by the Parish Council at the previous meeting. A brief list of the sources for funding, and a likely time line, was distributed, prefacing the distribution of the sheet with the note that grant support from other sources was conditional on other factors.
PC Curtis and PCSO T Cornish were invited to speak. They reported: that youths from Priorswood were coming out to Cheddon Fitzpaine and West Monkton: that there is a need for more play equipment and more frequent grass cutting in the play area at Farriers Green. Other matters drawn to the attention of the police: parking of a commercial vehicle at night obstructing the emergency services access at the bottom of Greenway against the A3259; phone box at West Monkton has shattered glass in upper panes caused by circular holes the diameter of a tennis or cricket ball.
There is now a waiting list for allotments, which could not be met even if those tenants with two allotments were asked to give one up.
The possibility of a window in the bus shelter on the A38 was suggested.
A pelican crossing was suggested on the A3259 outside the Village Hall.
D Greig TDBC was invited to speak He noted that poor attendance at the Annual Parish Meeting was not uncommon; Burrowbridge had achieved a good attendance rate by involving school children in a presentation, and allowing clubs etc to have display tables round the edges of the room; good speakers have come from Environment Agency, RSPB.
Cllr Webber was invited to speak. She reported a planning permission granted for an extension to a house in Farriers Green that the neighbours did not like.

The Police, and K Goodwin left at the end of Public Question Time at 9.00pm.

The meeting was reconvened.

72/08 Items raised by the Public in Open Session
Village Hall proposed extension. Considerable discussion followed the brief presentation by K Goodwin. It was noted that the Parish Council had resolved in the meeting in April to comply with the requirement by SCC and TDBC Joint Funding body to support the proposed extension in the sum of £50,000, over three years starting in Financial Year beginning 1st April 2009. This sum was the required amount in the Joint Funding rules for the application and represents 25% of the anticipated cost of the project. The joint funding from SCC and TDBC would produce a further £70000, a provision shared between the two authorities (£35000 each). Mr Goodwin assured the Parish Council that this in turn would open the way for further grants in the sum of £30000, and the Village Hall Management Committee anticipated raising £75000 by their own fund raising efforts. The Parish Council was disappointed that the financial details continued to be so vague. There is no guarantee of the funding from SCC and TDBC. The sources for the extra grant funding to raise £30000 are not known. It was suggested that in view of the present down fall in the building industry, the anticipated build costs might be lower. It seemed that no mechanism for competitive tendering had been put in place, the reported situation seemed to be that certain companies had been asked what they thought. The resolution to provide a grant of £50000 had been made at the April meeting, because without the Parish Council grant the extension could not go forward. But comments made during discussion would indicate the Parish Council generally felt some unease at the management of the project, and money might be spent unnecessarily without competitive tendering.
Police matters. Karen Hughes at TDBC will be contacted by the Clerk re Play equipment and grass cutting of play area at Farriers Green. Clerk will email Police about the damage to the phone box in West Monkton.
Allotments waiting list. It was noted that although there was currently an unsolvable waiting list, the Parish Council’s duty was to do what is reasonable, and that has been done. There may be powers of compulsory purchase, but as there are allotments already in the Parish this might not apply. Caution would need to be exercised. In view of this, the item will be listed under ’Outstanding Items’ and will come back to the Council on future agendas.
Bus shelter. After some discussion it was agreed that cutting a window in the metal lining of the bus shelter on the A8 would be detrimental, as it would negatively affect the galvanising and would allow vandals a purchase point for further damage. At present, the metal lining has stemmed the ongoing and continuous damage inflicted on the bus shelters in the past. No further action would be taken.
Pelican crossing. It was noted this has been requested many times before. A further request will be submitted to SCC Highways by the Clerk in view of the changed circumstances associated with the Monkton Heathfield proposed development, and the likely effect of the ERR on traffic along the A3259 before it is bus gated. Further discussion led to the suggestion that a lollipop lady might be provided at the crossing at Milton Hill into Dyers Lane. It was agreed that as School Governors, Cllr Tully (for the Secondary School), and Cllr Ellis (for the Primary School) would take the request to their next respective Governors’ meetings.
Extension to house at Farriers Green. In response to the question from Cllr Webber, the Clerk will look back through the minutes to and will provide Cllr Webber with the comment made by the Parish Council to the Planning Authority.

73/08 To receive and accept re-issue of Standing Orders and to adopt revisions to Financial Orders
The Parish Council adopted Standing Orders in 2002, and accepted the re-issue of the Orders unchanged. The Parish Council, having received copies of the Financial Orders, the revisions and the revised model document prior to the meeting, agreed to adopt the revisions. This was proposed by Cllr Tully, seconded by Cllr Ellis, and agreed unanimously by show of hands. It was resolved to adopt the Standing Orders as re-issued, and the Financial Orders as amended.

74/08 To consider Planning Application registered at TDBC
48/2007/048 Mr M Roberts: Residential development comprising 66 dwellings (including 28 affordable dwellings) on land off Hyde Lane, Creech St Michael Taunton as amended by received 23/08/2008. (Note 1 - this ref may be 23/03/2008 as that is the date of the letter: Note 2 the labels on the Site Layout and Location Plan add up to (55 + 21) 76 houses). Comment: Parish Council supports this application
48/2008/016 Mrs S Melhuish: Erection of single storey extension, 65 Greenway, Monkton Heathfield. Likely issues: none listed. Comment: a mature oak tree was felled 5 days prior to this application being considered by the Parish Council.
48/2008/017 Mrs J Moore: Change of use of building and land for the importation and processing of waste tyres by shredding and/or baling at Dan’s Dismantlers, The Old Mill, Riverside Works, Bathpool. Likely issues: none listed. Also received as PC/4/48/08/017 County Council. Comment: Parish Council has no comment.
48/2008/019 Mr M Roberts: Chalet bungalow and parking at rear of 154 Bridgwater Road, Taunton. Likely issues, none listed. Comment: The Parish Council does not support this application - the design does not conform to the usual understanding of ‘chalet’ bungalow, as it would expect the dormer windows to be separated, not in a solid block; and the flat roof is not in keeping with surrounding properties - the result of the design being virtually a two storey house not a chalet bungalow; the upstairs windows will overlook the proposed Primary School where children will be in classrooms and playing outside; the application would result in the overall site at 154 Bridgwater Road being completely filled (the existing house on the roadside, the recently built chalet bungalow in wooden materials to the rear of the site, and the mini-bus business).
48/2008/020 Mr M Roberts: Change of use and alterations to form renal dialysis unit at former Fitness First Centre, Creech Castle, Taunton. Likely issues, none listed. Comment: the Parish Council supports this application.
48/2008/021 Mrs S Melhuish: Gable end to front roof and enlargement of rear dormer at Tweedside Goosenford Cheddon Fitzpaine. Likely issues: none listed. Comment: the Parish Council supports this application.
48/2008/022T Mr D Galley: Application to re-pollard one willow tree included in Taunton Deane Borough (West Monkton no 3) Tree Preservation Order 1998 at 51 Acacia Gardens Taunton (TD777). Likely issues: the split willow is hazardous and can be removed without application. The other willow is due for re-pollarding. Comment: the Parish Council supports this application, the pollarding should be properly done.
48/2008/023A Mrs J Moore: brand wall signage at Sainsbury’s Hankridge Farm, Hankridge Way, Taunton. Likely issues: none listed. The Parish Council has no comment, although generally signage is too big and too overpowering. Ther is no shelter for the ATMs.
48/2008/024 Mrs J Moore: Erection of sprinkler tank with adjoining pump house and waste compactor unit at Sainsbury’s Hankridge Farm, Hankridge Way, Taunton. Likley issues: none listed. Comment: the Parish Council has no comment.
48/2008/025A Mrs J Moore: car park signage at Sainsbury’s Hankridge Farm, Hankridge Way, Taunton. Likely issues: none listed. Comment: the Parish Council has no comment although generally the signs are too big and too overpowering.
48/2008/026A Mrs J Moore: Internally illuminated replacement totem sign at Sainsbury’s Hankridge Farm, Hankridge Way, Taunton. Likely issues: none listed. Comment: the Parish Council has no comment although generally the illuminations are too bright and too overpowering: the totem should be no higher than existing.
48/2008/027A Mrs J Moore: Four internally illuminated building signs at Sainsbury’s Hankridge Farm, Hankridge Way, Taunton. Likely issues: none listed. Comment: the Parish Council has no comment although generally the signs are too big and too overpowering.
Parish Council comments on the Planning Applications will be sent by email to named TDBC Planning Officers as soon as practically possible after the meeting. As a result of comments made re 48/2008/016, the Clerk will request a list of all trees with TPO’s in West Monkton Parish.

75/08 Planning decisions made by TDBC
48/2008/011 Erection of replacement conservatory 11 Sylvan Way, Monkton Heathfield. Permission granted: start w/in 3 years, external surfaces shall be of materials indicated in the application form.
PC/4/48/08/010/JD Resubmission of application for single storey science block with minor alterations to permitted scheme 4/48/07/060 at Heathfield Community School, School Road, Monkton Heathfield. Permission granted: start w/in 3 years; follow approved plans and specifications; materials for roof and external walls as listed; any trees or shrubs damaged to be replaced.
48/2008/013 Erection of two storey dwelling on land adjoining Juniper Cottage, Greenway, Monkton Heathfield. Permission granted: detailed drawings, external surfaces and landscaping, boundary walls/fencing/hedges to be approved; application for this w/in 3 years; disposal of foul water and surface water drainage to be provided; no windows on north elevation; 2 parking spaces before occupation; drop kerbs, recessed entrance to be installed and preparedly surfaced; only single storey garage within 4m of northern boundary.
48/2007/055 Erection of extension and improvements to store to provide additional retail sales and the relocation o the customer restaurant to a mezzanine floor. Permission granted: start w/in 3 years; use external surfaces as shown on schedule; restriction on sales, no division into smaller units; max retail floor space at any one time 5869 sq mtrs.
48/2008/012 Erection of extension, Greenbank, Yallands Hill, Monkton Heathfield. Permission granted: begin w/in 3 years, use materials specified in application.
Withdrawn
48/2008/005 and 006A Refurbishments to Sainsbury’s petrol station with associated parking and access changes, and internally illuminated totem sign.
48/2007/080 Change of use from B1 to D1 at Creech Castle Bridgwater Road, and insertion of lift and internal alterations.
48/2008/018 Erection of a two storey extension and detached garage at St Elmo, Yallands Hill, Monkton Heathfield.

The Planning decisions and associated conditions were noted.

Cllr Webber left at the end of Planning at 9.25pm.

76/08 To consider Communications
The list of Communications received had been circulated prior to the meeting.
Following discussion, Cllr Besley offered to complete the questionnaire from N Curry Flood Group on behalf of West Monkton Parish Council expressing the Council’s view that the road should continue to be allowed to flood from time to time as required.
Volunteers were sought to attend SALC meeting on 5th June, as the Clerk has a prior engagement - Cllr Tully believed he would be attending and would represent West Monkton Parish Council.
Journals were distributed.

77/08 To receive and consider Official Reports
Cllr Cavill absent, so no report from TDBC.
Cllr Tully commented that the surface dressing patching was not having the desired result and he would be monitoring it.
Cllr Ellis reported on the Priorswood Liaison meeting at Viridor. A site meeting for the Parish Council will be arranged. Nothing has been heard, so the Clerk was requested to follow it up.
Cllr Reeves had reported on the site meeting with Lloyds Pharmacy earlier in the meeting during Clerk’s Report. He also commented on the new format to the ‘Village News’, now an excellent publication for residents of the Parish. It was resolved to formally record thanks to the Editor, Jenny McBride, and an expression of regret that she is leaving the village and therefore unable to continue.
The Chairman thanked the Councillors for their support and looks forward to the year ahead.

78/08 To approve Receipts and Payments, Financial Sheet and to adopt the Annual Accounts
Receipts
TDBC Precept £12,600
Payments
Bus shelter cleaning
Mrs David £20.00
Ms Newland £20.00
Miss Kimber £10.00
Clerks salary for April £458.22*
Clerks expenses April £161.85
Clerks CEP April £12.35
SALC Annual Affiliation Fee08/09 £555.55
Community Council for Somerset
Annual subscription 08/09 £25.00
Allianz Insurance for 2008/09 £832.51
*From 1st April 2008: Clerks salary Spinal Point 16: [55.65 hours @ £8.234] = £458.22

The Receipts and Payments were approved, proposed by Cllr Tully and seconded by Cllr Ellis, agreed unanimously, and the sheet signed by Cllrs Tully and Ellis. It was resolved to make the payments as shown.
The Financial Sheet was explained, showing the receipts and payments, and the bank reconciliation. The Financial Sheet was approved, proposed by Cllr Tully, seconded by Cllr Ellis and agreed unanimously, the sheet was signed by the Chairman and the Clerk. It was resolved to accept the Financial Sheet as shown.
The Annual Accounts for the year ending 31st March 2008 were presented by the Clerk and explained. Cllr Haskins proposed they should be adopted, seconded by Cllr Besley and agreed unanimously by show of hands. It was resolved to accept the Annual Accounts for the year ending 31st March 2008. The front cover was signed by the Chairman and the Clerk, also the Annual Return sheet for the external audit.

79/08 To note dates of Parish Council meetings for the year ahead.
The Parish Council meeting dates for the year ahead were published on the agenda. All meetings are at 7.30pm at the Village Hall. There is no Parish Council meeting in August and December, but the Planning Committee meet on the second Wednesday of those two months, in the Church Room at 7.00pm. The Annual Parish Meeting date will be 25th March 2009, at 7.30pm in the Village Hall.

80/08 To note Outstanding Items
Allotments waiting list.



There being no further business, the meeting closed at 10.14pm.

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