OLD CLEEVE PARISH COUNCIL
Minutes of a Meeting held at 7 pm on Monday 23rd July 2018 at Roadwater Village Hall
Agenda Item Details To be actioned by Present Cllr G Williams (Chair), Cllr P Gannon (Vice-Chair), Cllr J Johnson-Smith, Cllr M Smith, Cllr K Hunt, Cllr D Searle, Cllr R Lillis, Cllr P Richards, Cllr S Eggar, Cllr I Duncan, Cllr D Binding, Cllr L Baker (from 7.16)
In attendance Philippa Harper (Clerk), Cllr C Lawrence (Councillor, Somerset County Council), Cllr M Dewdney (Councillor, West Somerset Council).
531/0718 Cllr H Beaver, Cllr R Conley, Cllr T Webb. Apologies 532/0718 Cllr Williams declared an interest in the reimbursement of expenses and in the Blue Declarations Anchor Toilets Community Interest Company (CIC). of Interest Cllr Smith declared an interest in Cleeve Park and Blue Anchor Toilets CIC. Cllr Lillis declared that he is a District Councillor for West Somerset Council 533/0718 Cllr Williams reported the following items: Chair’s Report (Information He had attended the meeting on boundary changes and had issued a report to all only) He had written a report for the Parish Magazine concerning the holes dug by treasure-hunters in Washford Rec. He had completed the quarterly inspection of Washford Memorial Site and a new flag is recommended – (item for future agenda) Clerk Harry Singer from the Steam Coast Trail was unable to attend owing to illness but hopes to reconvene for a future meeting
534/0718 Report from Cllr Lawrence (SCC): Reports Cllr Lawrence reported that her husband is part of the team of volunteers which are painting the fingerposts 5,058 residents of Somerset are registered as dependent on drugs or alcohol. A new piece of work will be taken out to be done with families; 50% of clients are parents.
Report from Cllr Dewdney (WSC): Planning permission is granted for the East Quay development, subject to agreeing Heads of Terms then a 3 year wait. Some compromises will be required by the developers. 535/0718 No members of the public were present. Members of the Public 536/0718 Proposed: Cllr Lillis Seconded: Cllr Richards Minutes of the Resolved unanimously that the minutes of the meeting of 18th June 2018 represent last meeting a true and accurate record.
Cllr Baker joined the meeting at 7.14.
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OLD CLEEVE PARISH COUNCIL
Minutes of a Meeting held at 7 pm on Monday 23rd July 2018 at Roadwater Village Hall
537/0718 Signage Blue Anchor, weight limit Still on order Actions from Roadwater and Washford Floods Sheds previous Cllr Williams had sealed the roof of the Roadwater Shed with expanding foam. Cllr meetings Gannon had sealed the roof the of the Washford Shed. Item now closed. Housing Needs Survey Philippa had met Jane Birch from CCS (Community Council for Somerset) to get clarity on the application. It was noted that the project would mean that OCPC would submit an application to Awards for All in a joint bid with Withycombe (OCPC being the lead council), and although the project would be cost-neutral the finance would be administered by OCPC, not CCS. Cllr Johnson-Smith recommended that the Clerk should contact auditor Bryan Howe to make sure that this would be acceptable from an audit point of view. Philippa had asked CCS if Withycombe had approved the project and had been informed that there was as yet no formal approval. Their next meeting is 3rd September. Proposed: Cllr Johnson-Smith Seconded: Cllr Lillis Resolved unanimously to submit the application subject to agreement of process from Bryan Howe and formal agreement from Withycombe Parish Council (WPC). Clerk to liaise with Bryan Howe, CCS and WPC Clerk Hinkley Point funding and Washford Road Crossing Cllr Lillis reported that he and Cllr Beaver will clarify a project plan of which roads Cllr Lillis/Cllr have been covered, and to check if Willow Grove has had any leaflets. Beaver Cllr Dewdney pointed out that the Hinkley Point pot is now empty. The agenda item will be amended in future to Washford Road Safety to reflect this. Clerk Parish Council Website Proposed: Cllr Lillis Seconded: Cllr Eggar Resolved unanimously to pay the £29.96 SSI certificate to provide a security Clerk certificate through 1-2-3 for the council website Slipway and Land erosion, Blue Anchor Hotel Cllr Dewdney reported slow progress and dialogue with the Environment Agency. Gabion baskets have been put in place to reinforce as a temporary measure. Telephone kiosk, Old Cleeve Philippa outlined the process for taking on a kiosk for the council to consider over Cllr the coming month. Cllr Duncan will prepare a poster for local consultation in Duncan/Clerk consultation with the Clerk. Blue Anchor Litter Bins In consultation Solar Panel Farm Application No news Bonfires in Old Cleeve Cllr Williams’ article had appeared in the Parish magazine. A bonfire had taken place on Sunday 17th July – there are no bye-laws known against them. Cllr Johnson-Smith noted that the GDPR had been removed from the agenda and Clerk that a 6-month rule would apply. Clerk to check legal procedure. 538/0718 Road signs Verdun Terrace, Washford and Monks’ Path There has been a partial Highways and replacement but not on Monks’ Path. Some replaced have been moved as footpaths from agricultural vehicles were hitting them. previous Wig Wags Are still on the to-do list, to be picked up in future agendas with meetings Washford road safety. 40 mph limit Bilbrook to Withycombe Straight Cllr Lillis will check that the legals Cllr Lillis are happening. Street light Abbey Road Washford Cllr Lawrence has chased this issue. P2
OLD CLEEVE PARISH COUNCIL
Minutes of a Meeting held at 7 pm on Monday 23rd July 2018 at Roadwater Village Hall
538/0718 (cont) Gullies Cllr Eggar and Richards reported that 3 new gullies up the hill in Clerk Highways and Roadwater do not work – Clerk to confirm location and report footpaths from Pothole, Blue Anchor Parking Bays Has been repaired. Item closed previous Obstructions of footpath/bridleway, Mineral Line, Roadwater meetings The Clerk had contacted the Ramblers Association, who have suggested a phone Cllrs Johnson- call. Cllr Johnson-Smith and Binding will discuss. Smith/Binding Yellow lines Abbey Road Cllr Lillis had spoken to Jo Sharp, Highways Officer. The County has made a decision, double yellow lines are not allowed as there is no recorded danger to life. Item is now closed. Planned closure of Bilbrook Lane Consultation is ongoing between the relevant authorities and householders. Washford 50 mph signs The sign by Langley House has been done. Clerk had reported through the highways portal. Blocked drains, Abbey Road, Washford Clerk has reported again – still no reply. Run forward Blocked gullies, Blue Anchor Pub to Beeches As above Blocked gullies, Roadwater As above
WSC Bilbrook Lane clearance and second winter road sweep As above Road-sweeping Roadwater, change to schedule As above Flooding to NW of railway bridge in Washford Drainage is being put in on both sides of the new Steam Coast Trail that intersects at the railway bridge. Cllr Lillis noted that he was impressed with the quality. 539/0718 Old Cleeve cobbled drain, clearance The cobbled drain is listed, Clerk to remind Clerk New Highway Highways and Mr Myberry of SCC. items Speeding at Blue Anchor by Toll Cottage The correct signage is in place but needs enforcement. Proposed: Cllr Smith Seconded: Cllr Eggar Resolved unanimously that Cllr Dewdney passes this concern to the Police ID New fencing on the A39 Cllr Gannon noted that all fences over 1m high need planning permission and raised concern at creeping urbanisation. Cllr Gannon will raise it at the upcoming panel meeting. PG Hedge cutting around Island Cottage, Roadwater Proposed: Cllr Johnson-Smith Seconded: Cllr Richards Resolved unanimously that Clerk the Council write to the owner to request he makes it safe Hedge cutting Old Cleeve, from The Cedars eastern side to Old Cleeve Farm Reported to highways
540/0718 Working Party to tackle Himalayan balsam and nettles Washford Proposed: Cllr Lillis Seconded: Cllr Williams Recreation Resolved unanimously to set up a Working Party to tackle the Himalayan balsam Ground and nettles in Washford Recreation Ground. Current volunteers are Cllr Lillis, Cllr Conley and the Clerk. Clerk will set a date. Clerk Working Party to tackle MUGA surfacing Cllr Gannon calculated a surface area of 703 sq m. The costings will be calculated Cllrs for the next meeting, core price expected to be around £400. Gannon/Hunt Cllr Searle will put up the tennis nets for the summer holidays. Cllr Searle
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OLD CLEEVE PARISH COUNCIL
Minutes of a Meeting held at 7 pm on Monday 23rd July 2018 at Roadwater Village Hall
540/0719 (cont) To consider quotes for branch lopping Washford The Clerk had obtained a quote of £90 from Company A for the damaged tree Recreation work in Washford Rec. Ground Proposed: Cllr Hunt Seconded: Cllr Searle Clerk Resolved unanimously that the quote is accepted. Clerk to action. To consider quotes for bench and gate repair Bench Requires three slats. Cllr Gannon offered to get the slats and fix them. Proposed: Cllr Richards Seconded: Cllr Eggar Cllr Gannon Resolved unanimously for Cllr Gannon to repair the three slats on the bench. Gatepost Cllr Gannon had obtained a quote for the gatepost at the request of the Clerk. Company B had quoted £372.76 labour and £51.51 materials. Proposed: Cllr Hunt Seconded: Cllr Gannon Resolved unanimously that the Clerk repair is approved up to a maximum of £450.00. Clerk to action Moss clearance The Clerk reported that the moss had been cleared but she had chased it up owing to remaining moss around the perimeter. This had now been cleared. Deeds – Land Certificate Cllr Williams reported that he had found the Deeds to Washford Recreation Ground online at a cost of £6 in total. To consider Friends of Washford Recreation Ground The idea of a Friends group was considered but not taken further at this point. Cllr Searle reported that there are two functions coming up at the Village Hall. Cllr Hunt had fixed more holes in the turf by the goalpost.
Cllr Lawrence and Cllr Dewdney then left the meeting at 8.35. 541/0718 Erection of replacement garage as part of existing workshop/garage building Planning Blue Mist, Old Cleeve, TA24 6HN. (Reference No 3/26/18/008) Applications This application had been withdrawn by the applicant. Raising the roof by 135mm 85 Cleeve Park, Chapel Cleeve, TA24 6JG (Reference No 3/26/18/007) Proposed: Cllr Gannon Seconded: Cllr Williams Resolved unanimously no objection. Non-compliance and vegetation overgrowth of property on the A39 The vegetation had now been cleared. Proposed: Cllr Gannon Seconded: Cllr Richards Resolved unanimously that the Clerk is instructed to report the missing handrail with concrete post which is due to be reinstated by the access for public safety reasons Article 4, Cleeve Park OCPC is waiting for a high-level response to the MP’s letter on the subject Training Events Cllr Williams noted that the response from SALC that the planning training held in Somerton will not be run more locally in the near future. Councillors thanked Cllr Gannon for his expertise n this area. 542/0718 The Clerk reported that the annual Insurance Renewal notice had been received Insurance from BHIB who had taken over the previous insurers, AON. The renewal would Renewal be on a like-for-like basis. The notice had come too late for the renewal start date of 14th July but the Clerk had negotiated a period of grace until the day after the meeting. P4
OLD CLEEVE PARISH COUNCIL
Minutes of a Meeting held at 7 pm on Monday 23rd July 2018 at Roadwater Village Hall
Proposed: Cllr Searle Seconded: Cllr Baker Resolved unanimously that the quote of £800.59 for insurance renewal with BHIB be renewed. Clerk to action. Clerk 543/0718 The Internal Auditor, Bryan Howe, had submitted the Audit Report to the Clerk. Auditor’s The Clerk will set a meeting of the Finance Committee to consider the findings Report and bring recommendations to the full Council Meeting in August. Clerk 544/0718 Payment to Blue Anchor Toilets scheme Cllr Williams reported that the payment Finance agreed at the precept meeting had not gone through. Following much discussion, it was agreed to fully review the funding for the next financial year. Proposed: Cllr Lillis Seconded: Cllr Gannon Resolved unanimously to set up a standing order of £300 in 12 payments up to Clerk the end of March. Finance report (circulated by email/ hand) The Clerk circulated a provisional report which would be updated once the approval of bank statements had gone through and a full reconciliation with Direct Debits/Standing Orders could be carried out. Clerk Cheque payments for the recent months had totalled £184.20 (April), £636.99 (May),£84.96 (June) and £2203.27 (July).
Amendments to bank permissions Proposed: Cllr Baker Seconded: Cllr Searle Resolved unanimously to authorise Philippa Harper, Clerk, to be added as contact for the receipt of bank statements and to move money as resolved by Council between the current and deposit accounts and to remove the former Clerk, Debbie Stanyon, from the bank records for this purpose. The authorised signatories would sign a form to this purpose. Clerk to action.
Approval of expenditure Proposed: Cllr Baker Seconded: Cllr Eggar Resolved unanimously that the following schedule of payments for July 2018 are approved:
Chq 1945 CLOWNS (charity) £200.00 Donation Chq 1946 BHB Insurance £800.59 Council Insurance Renewal Chq 1947 Bryan Howe £166.90 Audit Fee Chq 1948 G Williams £ 49.06 Reimbursement of Mailbox/Deeds Chq 1949 Clerk £865.60 Salary June/July + home working allowance Chq 1950 Clerk £135.14 Reimbursement of office expenses
545/0718 The green folder was circulated Correspondence
546/0718 Traphole bridge Items on Report Road between Road Barn and Stamborough for next agenda Lorries misdirected from Vemplett’s Cross 547/0718 Tuesday 28th August, 7.00 pm, at Old Cleeve Church Rooms. Date of next Meeting
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OLD CLEEVE PARISH COUNCIL
Minutes of a Meeting held at 7 pm on Monday 23rd July 2018 at Roadwater Village Hall
There being no other business, the meeting closed at 9.04 p.m.
Signed by the Chairman………………………………………………………………………………………………Date…………………………………………………
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