May 2009

ADOPTED
WEST MONKTON PARISH COUNCIL
Minutes of the Annual Meeting of the Parish Council held on Wednesday 13th May 2009 at 7.30pm in the Committee Room, West Monkton Village Hall.
Present: Cllr Reeves (Chairman), Cllrs Haskins, Day, Ellis, Gage, Tully, Cavill (arrived later), Besley.
In attendance: Mrs P A Cavill, Clerk; three members of the Public, and two members of local Police Force attended.

063/09 Election of Chairman
This being the annual meeting of the Parish Council, the first business of the meeting was the election of Chairman. Cllr Ellis nominated Cllr Reeves, seconded by Cllr Day. There were no other nominations. It was resolved that Cllr Reeves would be the Chairman for the year ahead. Cllr Reeves signed the Acceptance of Office form, and all members completed a Declaration of Interest form.

064/09 Election of Vice Chairman
Cllr Day nominated Cllr Ellis, seconded by Cllr Tully. There were no other nominations. It was resolved that Cllr Ellis would be the Vice Chairman for the year ahead.

065/09 Election of Footpaths Officer
Cllr Reeves nominated Cllr Gage, seconded by Cllr Ellis. There were no other nominations. It was resolved that Cllr Gage would be the Footpaths Officer for the year ahead.

066/09 Election of Allotments Officer
Cllr Ellis nominated Cllr Haskins, seconded by Cllr Gage. There were no other nominations. It was resolved that Cllr Haskins would be the Allotments Officer for the year ahead.

067/09 Election of Open Spaces Officer
Cllr Ellis nominated Cllr Haskins, seconded by Cllr Gage. There were no other nominations. It was resolved that Cllr Haskins would be the Open Spaces Officer for the year ahead.

068/09 Election of Press Officer
Cllr Besley nominated Cllr Day, seconded by Cllr Gage. There were no other nominations. It was resolved that Cllr Day would be the Press Officer for the year ahead.

069/09 Election of Environment Officer and Tree Warden
There were no nominations and it was agreed to leave the position unfilled until after the vacancy on the Parish Council was filled.

070/09 Election of Highways Officer
Cllr Tully nominated Cllr Besley, seconded by Cllr Haskins. There were no other nominations. It was resolved that Cllr Besley would be the Highways Officer for the year ahead.

071/09 Appointment of a representative on the Village Hall Management Committee
Cllr Tully agreed to continue as the representative.

072/09 Appointment of a representative on the Spital Trust
Cllr Day agreed to continue as the representative, now being in the middle of a 4 year appointment.

073/09 Appointment of a representative Governor on the Primary School Board
Cllr Ellis agreed to continue as the representative, now being in the middle of a four year appointment.

074/09 Election of Planning Committee
According to previous custom, it was agreed that the whole of the Parish Council would be members of the Planning Committee. All agreed to this, and it was resolved that all the members of the Parish Council would be the Planning Committee.

075/09 To consider continuation of annual subscriptions
The current subscriptions/affiliations are to SALC, SLCC and Community Council for Somerset. It was agreed that the current subscriptions represent good value. Cllr Day proposed to continue with the three subscriptions, seconded by Cllr Tully and all agreed. It was resolved to continue the subscriptions to SALC, SLCC and CCS.

076/09 Adoption of the minutes of the Parish Council meeting held on 8th April 2009
The minutes of the meeting having been previously circulated, it was resolved to adopt the minutes of the meeting on 8th April 2009 as a true record. Proposed by Cllr Ellis, seconded by Cllr Gage and all agreed.

077/09 Matters arising from the minutes: Clerk’s report
The Clerk’s report having been previously circulated, was noted. It was reported that the gulleys at Camel’s Hump have been blown out.
The meeting was closed.
PUBLIC QUESTION TIME
A report was heard from PC Stuart Curtis and PSCO Tracey Cornish.
They had recently executed a successful drugs warrant in School Road. The Adopt a Neighbour scheme is up and running in School Road and Heathfield Drive. The crime statistics are down on last year especially domestic and theft from vehicles. Anti-social behaviour has reduced.
There is no information about the bb gun shooting at the bus shelter.
It was reported that a black Seat Leon hatchback was going up and down the back lanes to Bridgwater and executing distraction burglaries.
Most of the garden shed burglaries in the area were over the Priorswood side and perpetrated by 2 teams of teenagers.
The pillarbox and car that were painted in Greenway had been reported, the pillarbox has been restored but further action on the car requires the car owner to contact PSCO Cornish. The Police were thanked for attending.
It was reported that there was damage to goal posts in the Farriers Green play area.
A member of the waiting list for allotments attended the meeting and asked where she was on the list, how many people were on the list and what actions were being considered to provide more allotments. In her opinion the waiting list was too vague and she wanted a published system.
It was reported that there has been a request for lighting in the cul de sac on School Road backing onto Elms Estate.
It was reported that the potholes on Greenway opposite Greenway nurseries, although marked with paint, were still not repaired.
The design brief assembled by Bicknoller Parish was given to the Parish Council for reference.

The meeting was reconvened.

78/09 Items raised by the Public in Open Session
The damaged equipment at Farriers Green had been reported to C Mulcahy at TDBC Parks dept.
Allotments will be put on the agenda for next meeting when a draft application form will be considered, and future opportunities for obtaining land will be explored.
Members were reminded that last request by residents for lighting in School Road, had ended when, having commissioned the lights, the residents refused to accept them; so the Parish Council agreed that further consultation will be necessary.
Highways will be contacted about the potholes and also the line in the centre of the road by Greenway by the chapel.

79/09 To receive and accept Standing Orders and Financial Orders
Cllr Ellis proposed that the Standing Orders should be accepted, seconded by Cllr Day and all agreed. Cllr Gage proposed that the Financial Orders should be accepted, seconded by Cllr Ellis and all agreed. It was resolved to accept the Standing Orders and Financial Orders (as previously published and issued to all Councillors) for the year ahead.

80/09 Progress report K6 box
The quote from B Gibbs TDBC for the replacement litter bin adjacent to the K6 box was considered. It was agreed to install the Heritage litter bin as it was far more in keeping with the K6 box than the cheaper alternative. Cllr Tully proposed that the quote for the Heritage box, £211.07 + vat, plus installation on the existing concrete base at £35.00 + vat, was accepted. This was seconded by Cllr Gage and all agreed. Accordingly it was resolved to accept the quote from TDBC as outlined above.
The estimate from S Rolls for the restoration of the K6 box in terms of repainting, repairing and installation of an internal notice board was considered. Commercial professional restoration would cost in the order of £2200.00. Additionally, Mr Rolls has worked for the Parish Council in the past and he is a resident of the Parish. The estimate for the work as specified in the submitted paper is £647.82 plus vat on materials. After some discussion it was agreed to accept the estimate with the condition that standard materials such as primer should be bought from best value for money sources, and that minimum quantities of specialist materials e.g. red kiosk paint should be purchased. The notice board should be of soft pine tongue and groove edged with oak strip. Cllr Besley proposed accepting the estimate with the attached conditions, seconded by Cllr Tully and all agreed. Accordingly it was resolved to accept the estimate as specified and to request Mr Rolls to start as soon as possible. It was agreed that West Monkton Parish Council c/o Hill Farm West Monkton should be the billing address for all materials, if expedient to do so.

81/09 Verge side planting
Following the email from D Quick, likely bulbs for planting were considered, including daffodils, primroses, grape hyacinth, blue bells, cowslips. These suggestions were based on the idea that flowering would be over before the first of the roadside mowing. Cllr Haskins proposed that the idea should be adopted in principle, seconded by Cllr Ellis and all agreed. Details need further discussion. Accordingly it was resolved that, in principle, the Parish Council would go ahead with roadside planting subject to the caveats outlined by D Quick, Highways. The matter will be put on the list of outstanding items. At next month’s meeting sites will be identified. It was noted that due to growth of roadside weeds the visibility splay at Camels Hump and Dosters Lane is adversely affected, and on the main road, passengers waiting for the bus cannot be seen in time and the bus is not stopping. Highways and First Bus will be notified.

82/09 Insurance
No quote received from Came and Co so no further progress could be reported. However, the insurance renewal date is 1st June, so it was resolved to authorise the Clerk to accept the quote if it was more than £100 less than the quote from Allianz. She would require two signatories for the cheque.

83/09 Internal Auditor’s report and Annual Return Statements
It was reported that the Internal Auditor was satisfied, although he noted that the number of bank accounts could be reduced. It was suggested that the Millennium book account might be closed next year, when the project would have run for 10 years and the stock of unsold books would be almost exhausted. However, there are some ideas that another book might be produced. The book will be considered on next month’s agenda. It was resolved to appoint Mr B Howe as the internal auditor for West Monkton Parish Council for next year, proposed by Cllr Day, seconded by Cllr Ellis and all agreed.

Cllr Cavill arrived at this point on the agenda at 9.10 pm having attended a TDBC meeting.
84/09 Official Reports
Cllr Reeves reported on TDBC Planning Training.
It was considered the event was a waste of time, not training but presentation from the Environment Agency on Flooding: common sense and not very relevant to the Parish. Total attendance was 4 Parish Councillors and 6 Members, so attendance very poor.
Cllr Ellis reported on the Viridor Priorswood Liaison Committee. Latest dust recordings are ok, nothing unusual. Work on the footpath going across the wood at the bottom of the site is still ongoing. New plans were shown. The new site’s opening times are now March – April 9am – 5pm; May onwards 9am – 7pm. Parking whilst dropping off rubbish was causing congestion, but more space is now available. The flooding by the river happened just after the snow, it was not due to Allens Brook. The necessity of the weir at the railway bridge was questioned. The site report was normal, no negatives. Phase one is now complete, phase two includes a holding pond for water on site: there are discussions with the Water Board. There will be an invitation only open day in July. It was reported that garden waste was being thrown into the stream, Viridor will take it up. There had been a tent dweller on the site for a period of time but he had moved on. Next meeting will be in November.
No reports from Cllr Cavill, TDBC or Cllr Tully, SCC due to elections.

85/09 Planning applications registered at TDBC
48/09/0015 Mr D Addicott: Erection of single storey extension to property and garage and resurfacing of drive at West Lodge, West Monkton. Likely issues: none listed. Parish Council comment: The Parish Council supports this application.
48/09 0018 Miss K Purchase: Erection of a two storey extension to replace a single storey extension (re-submission of 48/08/0066) at side of Annandale West Monkton. Likely issues: the application site lies within the Conservation Area. Careful consideration should be given to the impact of the two storey extension on the character of the bungalow and surrounding Conservation area. Parish Council comment: the Parish Council strongly supports this application. The proposal positively impacts on the bungalow by balancing the design of the building. It is a suitable development for the Conservation area and in keeping with the other properties.
48/09/0019 Miss K Purchase Construction of pitched roof dormer to the front elevation at 148 Bridgwater Road Bathpool (resubmission of 48/09/0007). Likely issues – careful consideration should be given to the design, size, proportion and positioning of the dormer window, in order to make an assessment as to whether it will have any adverse impact on the character of the existing bungalow and whether it is in keeping with the surrounding area. Parish Council comment: the Parish Council objects to this proposal because it is oversized for the property and is an overdevelopment. It would be out of character to the existing neighbouring properties.
48/09/0021 Miss K Purchase Erection of detached workshop and construction of pitched roof to garage at Lyndhurst, Milton Hill, West Monkton. Likely issues – consider impact on street scene. Parish Council comment: the Parish Council supports this application. There will very little impact on the street scene as the property is bounded by high hedges and a solid fence and little of the proposal will be visible.
48/09/0021 Ms K Marlow Removal of condition 02 (personal occupancy of office) of planning application 48/03/067 in respect of land at Cherry Grove Rise, West Monkton. Likely issues – impact on area to be assessed. Parish Council comment: the Parish Council supports the removal of Condition 02. The result will improve the security of the business which employs local people.

86/09 Planning decisions made by TDBC
Withdrawn
48/09/0011 Erection of extension to detached garage at Lyndhurst Milton Hill West Monkton
Enforcement
The Leat and Mounting block, Tudor Park: breach is raising the wall of the leat, raising the ground level above the mounting block, erection of a wooden picket style fence.
Appeal
Erection of a Class A3 unit and associated reconfiguration of car parking arrangement at Deane Retail Park, Hankridge Way, Taunton.
Decisions
48/09/0005 Erection of single storey double garage in rear garden at Wisteria Cottage, Monkton Heathfield. Permission granted: start w/in 3 years; use materials specified in application; make provision for disposal of surface water; access not to be used until drop kerbs installed; garage only for domestic and private needs of occupier, not business; only to be used for parking vehicles in connection with Wisteria cottage; hard landscaping needs to be approved.
48/09/0012 Change of use of land to domestic cartilage to rear of 41 St Quinton Park, Bathpool. Permission granted: reposition the fence w/in 3 months; carry out planting scheme on submitted plan w/in first season; no development of any other type.

It was reported that activity after dark at the stables at the top of Noah’s Hill would indicate the building is not being used for agricultural purposes. It appeared that vehicles were being sprayed there. It was resolved to seek assurance form J Hardy TDBC that enforcement action is being considered, as requested previously by the Parish Council.

87/09 Communications
The list, having been previously circulated, was noted. Documents were distributed according to Member interest. It was noted that the Equalities Commission was a document needing due consideration. To demonstrate the Parish Council’s commitment a statement will be added to the bottom of the summons/agenda sheet and the public notice of the agenda each month.

88/09 Receipts and Payments and Financial sheet
The financial sheet was distributed, explained and signed by the Clerk and the Chairman. The Receipts and Payments sheet was explained and approved. It was resolved to make the payments as shown, proposed by Cllr Tully and seconded by Cllr Ellis. The Receipts and Payment sheet was signed by Cllrs Tully and Ellis. The current interest rates were noted. The Clerk informed the Parish Council that from June, the room hire charges at the Village Hall would increase by 2.5%.

Receipts
HM Revenue and Customs VAT reclaim for 1/3/08 to 31/3/09 £118.75
Payments
Bus shelter cleaning for April
Mrs David £20.00
Bus shelter cleaning & litter picking for April
Ms M Newland £30.00
Miss A Kimber £20.00
Clerk’s salary for April,
annual increment April (from LC1pt18 to LC1pt19) £509.80
Village News inclusion of Parish Council Annual Report £73.20
Internal Audit fee Mr B Howe £148.00

89/09 Dates of forthcoming Parish Council meetings
Dates of forthcoming Parish Council meetings – 10th June, 8th July, 9th September, 14th October, 11th November 2009. Planning Committee meetings: 7.00 pm in the Church Room on 12th August, 9th December.

090/09 Outstanding items
Allotments – search for extra land. No further progress to report

There being no further business, the meeting closed at 10.03pm.

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