13th April 2005

ADOPTED
WEST MONKTON PARISH COUNCIL

Minutes of a meeting held on Wednesday 13th April 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), G Day, R Tully, L Warren, Ellis.

In attendance: County Councillor Mrs E Waymouth

054/05 Apologies for absence
G Wallington (stocktaking) PC Stuart Curtis

055/05 Adoption of the minutes of the Parish Council meeting held on 9th March 2005 at 7.30pm
The minutes, having been previously circulated, were adopted with two amendments:
Public Question Time ‘...a letter from a Goosenford resident...’ 48/2005/008‘...J Reeves declared an interest and left the room...’

056/05 Matters of report arising from the Minutes
Clerks’ notes were circulated prior to the meeting.
Explanation for the increase in diversion notifications received from N Farrow, SCC.
Letter to Western Power regarding agricultural timetable on fields where cable will be buried.
D Quick contacted about Blundells Lane ditch, road markings at Sidbrook, speed limit between Greenway and Goosenford and/or increased signage, triangle of grass at School road/Milton Hill. His response indicates works will be done at Blundells Lane ditch, grass will be cut, road markings at Sidbrook crossroads have been repainted, and SMP will be carried out at Goosenford.
S Hansford, SCC, contacted re funding for lights recommended in lighting audit. R Tully, S Elliott, and PC Curtis informed as lighting is on the LAT agenda.
In future, maps and drawings will be sent out with planning applications from TDBC, where appropriate.
SCC, Notice Board license, no longer required, as notice board in Greenway has not been relocated after all.
Bus shelter from Nerrols has been allocated elsewhere, but J Herrington hopeful one will become available this year.

The meeting was closed

PUBLIC QUESTION TIME

 Kyrenia Cottage: application for retention of detached garage, and appeal against earlier refusal of permission. Potential for change of use and access to east facing garage door discussed.
 Petition: signatures collected for pedestrian crossing over A3259 in vicinity of Village Hall and Meadway.
 Plans for the Village Hall extension shown and explained.
 Report of increasingly dangerous junction at Acacia Gardens and A38 due to parking outside the old post office obstructing visibility.
 The new road surface on A3259 through village is very good, but it appears that the bus stop sign on the road surface is not painted outside the Merry Monk.

The meeting was reconvened.

057/05 Items arising from Public Question Time
 Members of the public informed that 6 or more letters of objection must be received for the application, for the retention of the detached garage at Kyrenia Cottage 48/2005/019, to be taken out of delegated decision into committee. Parish Council agreed to make the following comments to TDBC. The Parish Council remains extremely dissatisfied that the building was put up not in accord with the plans for which permission had originally been granted. The original building had a flat or slightly sloping roof, in keeping with the area, but the unauthorised building has a much higher roofline with an apex roof, too high for the immediate environment. The Parish Council considers that the planning process is being brought into disrepute, by the building of a structure for which planning permission had not been given, by the subsequent application for retrospective planning permission, and then the subsequent lodging of an appeal against the decision of the Local Planning Authority. The Parish Council objects to this apparent disregard for regulations. Furthermore, the structure as it stands is of a construction and a scale that are out of keeping with the area, and the materials are not in accord with locally used building materials. If the structure remains it is likely to affect the neighbouring properties' enjoyment of the area. The Parish Council notes that, whilst not in itself a planning objection, the orientation of the garage, and the access door on the east side of the garage, thus having French doors and two windows on the south elevation facing the property, leave some unanswered questions about vehicular access to the east facing door.
 The Parish Council accepted a 500-signature petition in support of a pedestrian crossing of the A3259 in the approximate location of Meadway. It was agreed to forward the petition to Andrew Combs, SCC ‘Safe Routes to School’ Officer. The matter was deemed even more important in the absence of a Lollipop man, for which the school would have adequate funding.
 The Council resolved to write to Ian Titcombe SCC reporting the increasingly dangerous situation at the junction of Acacia Gardens with the A38. Increased flow of traffic on the main road, turning down Hyde Lane (almost immediately opposite Acacia Gardens) to the Rugby Club and St Quintins Park, is exacerbating the problem. Cars parked on the northern side of the A38 in this area are on the brow of the rise in the road, and so obstruct the view for cars coming out of Acacia Gardens and looking towards Taunton. The northern side of the A38 had no double yellow lines when the former post office at Bathpool was trading. The post office now is closed, so the Parish Council suggests that the double yellow lines could now be painted in, which would help to resolve the problem.
 The Council discussed the proposal from the Village Hall Management Committee, that they should act as agents in respect of the planning permission for the proposed extension of the Village Hall. The Parish Council accepted the reassurance that the proposed extension was to serve only the needs of the first 400 or so houses of the new development. The Village Hall Management Committee accepted that the extension would not be the prime objective for the developers, understanding that the 1100 homes to be built must not be left without a community facility. Thus the Village Hall Management Committee must not campaign for development money from the Consortium of Developers but must seek their funding from elsewhere. The Parish Council’s support for the Village Hall, by acting as agents, is conditional on the Management Committee’s commitment that they would in no way jeopardise the provision of facilities in the new development. The Parish Council noted that it could not have any financial involvement in the planning application or the building works. The Village Hall Management Committee was informed that, in addition to Lottery funding, there are SCC village hall funds available. It was proposed by Cllr H Besley, seconded by Cllr N Cavill, that the Parish Council should act as agents for, and expedite the submission of, the planning application for the proposed Hall extension. All were in favour, Cllr R Tully abstained (member of Village Hall Management Committee).

058/05 Annual Report
The report that was presented at the Annual Parish Meeting had been copied and given to B Wimbury for distribution to 1200 homes in the Parish with the next delivery of the Village News.

059/05 SALC and Community Council for Somerset affiliation
The Parish Council agreed to affiliate to SALC and the Community Council for Somerset and pay the respective affiliation fees. The SALC affiliation fee is based on the number of electors. SALC affiliation proposed by Cllr H Corcoran, seconded by Cllr H Ellis and all in favour, CCS affiliation proposed by Cllr G Day, seconded by Cllr H Ellis and all in favour.

060/05 Accept tender for play area maintenance, consider lease.
The response from I Ablart SCC to the questions raised about the lease for the play area was expected, but not received. Meanwhile the grass was growing. The Parish Council agreed to accept the tender by Parsons Landscapes to maintain the play area, and to return to consideration of the lease when I Ablart had responded.

061/05 Donations to CAB and Somerset and Dorset Air Ambulance
The Parish Council, having previously agreed to support these two charities under Section 137, allocated £100 to the Somerset and Dorset Air Ambulance and £50 to Taunton and District CAB. The proposal was made by Cllr H Besley; seconded by Cllr G Day and all agreed.

062/05 Adoption of Model Contract for Clerks and Annual Wages Review
The Clerk left the room whilst the discussions on the contract took place. With certain amendments as recorded on the Contract, the Clerk’s contract was adopted. Mrs David’s wages for cleaning the bus shelters at Brittons Ash were considered, there having been no increase since 2003. Cllr H Besley proposed, seconded by Cllr H Corcoran and all agreed that Mrs David’s wages should be increased to £20/month with effect from 1st May 2005. The Clerk will notify Inland Revenue.

063/05 To receive Official Reports
The Chairman reported his attendance at the Civic Service at Wells Cathedral on 10th April 2005. It was a very good service that appeared to be poorly attended by the parishes.

064/05 To consider Planning Applications received

48/2005/010: Resubmission with alterations to 48/2004/069. Porch to front elevation. (Considered at last PC meeting without benefit of architect’s drawings).
Comment: much more in keeping than previous submission
48/2004/079: Amended plans for the erection of dwelling detached garage and vehicular access on land adjoining Greenway Thatch, Monkton Heathfield.
Comment: no comment
48/2005/016: Demolish lean to shed, build new utility room, extend and alter existing flat roof extension at 5 Goosenford.
Comment: no comment
48/2005/015LB: Insertion of new conservatory roof light, insertion of glazed panels to the living room partition, alterations to the ceiling of the living room at 10 Walford House – listed building – amended description from original wording which read “Retention of the insertion of new conservation rooflight...”
Comment: no comment
48/2005/013: Change of use of field to provide additional 10 sites for touring caravans at Tanpitts Farm, Dyers Lane, Bathpool
Comment: concerns about caravans overlooking residential properties, concerns re increased traffic on what is already a busy, narrow lane
48/2005/014: Change of use of land to garden area at Overton Cottage, West Monkton
Comment: no comment
48/2005/019: Retrospective planning for detached garage at 4 Kyrenia Cottage, School Road, Monkton Heathfield: assess impact on visual and residential amenity
Comment: see previous under minute 057/05
48/2005/018LB: Alterations and extensions to The Stables, Marlows, West Monkton: assess impact on the character and appearance of the listed building will need to be carefully assessed on site
Comment: not visible to local community, use of appropriate materials considered

065/05 To note Planning Applications determined by TDBC
48/2005/009: Erection of single storey extension at 45 St Quintins Park, Hyde Lane, Bathpool
Permission granted
48/2005/007: Erection of two storey dwelling on land adjacent to Juniper Cottage, Greenway, Monkton Heathfield.
Permission granted
48/2005/017: Continued siting of a portacabin for Church activities on land between Bathpool Chapel and 103 Bridgwater Road Bathpool
Delegated decision
Comment: Parish Council did not know permission had been granted, it having previously been refused. Increased parking is exacerbating problems at Acacia Gardens junction with A38, reported in minute 057/05.

066/05 To consider and adopt Annual Accounts 2003/2004 and to note comments of External Auditors in relation to 2002/2003 Annual Return
In relation to the Annual Accounts for 2003/2004, the Council, having previously received the document entitled ‘Receipts and Payments Accounts and Summary 2003/2004’ formally adopted the accounts. Proposed by Cllr R Tully, seconded by Cllr L Warren and all in favour. The Annual Report by the Internal Auditor for the financial year ended 31 March 2004 was received, the internal auditor had no matters that he wished to bring to the attention of the Parish Council. The Parish Council resolved to make the Annual Return for the year ended 31 March 2004 to Moore Stephens.
In relation to the Annual Return for the year ended 31 March 2003, the Audit Report from Moore Stephens were read out.
Matters to be reported
Risk Assessment
The Parish Council has not carried out an assessment of the risks facing the Council and taken appropriate steps to manage those risks.
We understand from the Clerk that the risk assessment has been discussed at parish meetings and will be carried out in the near future.
Other matters not affecting our opinion, which we wish to draw to the attention of West Monkton Parish Council
Comparative figures
The figures on the 2003 Annual return for the previous year, 31 March 2002 were not exactly the same as the figures on the 2002 Annual return. Unless there is a fundamental error or the basis of accounting changes from receipts and payments to income and expenditure the audited figures should be left unchanged
The difference is not material, and on this occasion, no amendment to the accounts is required.

PAYE
The Council should confirm with the Inland Revenue that the earnings of the former Clerk were properly declared to the Inland Revenue for the year ended 31 March 2003.

The notice of closure of the audit for year ended 31 March 2003 was posted as required.

067/05 To receive list of Communications
The list having been previously circulated was considered.
It was agreed, further to the correspondence from D Greig (Parish Liaison Officer TDBC) re Parish Councils Code of Conduct Order 2001, to annually review the Register of Members Interests.
In response to the information from DEFRA regarding Quality Parishes, and Parish Planning, the Clerk will investigate further what is required to obtain Quality Council status.

068/05 To authorise the payments as listed and to approve the monthly financial sheet
The payments list and the monthly sheet were circulated prior to the meeting.

Receipts
Somerset County Council Community Chest (for Welcome Pack folders) £1000
Refund of VAT from 1st April 2002 to 31st March 2004 £2687.92

Payments
Mrs David £18.00
H & A Allscan £35.96
Clerks wages for February 2005
Salary scale 15, 39 hours per month £288.71
Clerks wages for March 2005
Salary Scale 15, 55.65 hours per month £411.97
Clerks expenses £9.28
Spital Trust
bus shelter rent for 2005 £10
allotments rent 2005 £15
SALC affiliation fee £478.24
Community Council for Somerset £20
External Audit (Moore Stephens)
for year ended 31 March 2003 £199.75
Internal Audit (Tony Bullen)
For year ended 3 March 2004 £190.44
Notice of increase in charges for hire of Village Hall - £2.90 for 7.30pm to 10.00pm, with effect from 1st May 2005.
The receipts were noted, the payments authorised and the financial sheet signed.

069/05 Web-site: to determine charges for business listing
After some discussion it was agreed that businesses currently advertising in the Village News and based in the Parish should be contacted with a suggested charge of £10 for one year’s entry on the web-site. The charge was proposed by Cllr R Tully, seconded by Cllr H Ellis and all agreed. The Parish Council agreed to review this policy in a year’s time.
The progress with the development of the web-site was noted as very encouraging, and some statistics about rating and visits were shown.

070/05 Date of the next meeting
The next meeting will be the Annual General Parish Meeting, to be held on 4th May 2005. Although this is the day before the General Election, there is no legal reason to change the date.

071/05 To review the list of outstanding items
The crossing at Meadway is progressing, the petition handed in at the Parish Council meeting by a member of the public will be sent to SCC.

072/05 To consider urgent matters raised with the permission of the Chairman
There is a ‘Taunton Waste’ skip and rubbish in the Camels Hump gritting area.
The dates for Police Surgeries have been agreed, different locations, days of the week and times, so should serve as many members of the Public as possible.
On Friday 22nd April, the new Head of the Primary School will be commissioned.
On 26th May the consecration of the new burial ground will take place at 7.00pm.

There being no further business, the meeting closed at 9.55pm.

Chairman........................................................ Date........................................