Minutes of a Meeting Held at 7Pm on Monday 16Th September 2019 at Washford Memorial Hall

OLD CLEEVE PARISH COUNCIL

Minutes of a Meeting held at 7pm on Monday 16th September 2019 At Washford Memorial Hall

Agenda Item Action Present Present: Cllr Williams, (Chair), Cllr Gannon (Vice-Chair), Cllr Duncan, Cllr Smith, Cllr Searle, Cllr Webb, Cllr Binding, Cllr Johnson-Smith from 7.05, Cllr Duncuff-Hoad from 7.05, Cllr Baker from 7.20pm In Attendance: Cllr Lawrence, Cllr Kravis from 7.45pm Also in attendance – Mrs S. Penny 807/0919 Apologies: Apologies and Cllr Eggar, Cllr Hunt, Cllr Pilkington, Cllr Lillis, Cllr Gaskin Declarations of Declarations of Interest: Interest Cllr Gannon – planning application 3/26/19/019 Cllr Smith – Cleeve Park and Blue Anchor Toilets Cllr Williams – Blue Anchor Toilets 808/0919 Minutes of the meeting of August 19th 2019 to be approved: Minutes of the Proposed: Cllr Searle Seconded: Cllr Duncan last meeting – It was resolved unanimously that the minutes of the meeting held on Monday 19th August 2019 be accepted as a true and accurate record. 809/0919 Co-option of Councillor: Councillor An application had been received for the Casual Vacancy from Stephanie Penny. Vacancy Following a presentation by Mrs Penny it was proposed to co-opt Mrs Penny to the Council Proposed: Cllr Webb Seconded: Cllr Smith resolved unanimously 810/0919 The Chair summarised activities undertaken since the August 2019 meeting: Chairs Report • An article was submitted to the Parish magazine which included the following items: o Article 4 Cleeve Park o Calling in planning applications o Salt & grit provision o Hedgerows overhanging the Highway • Undertook the quarterly inspection of the War Memorial o Looks tidy o Cut & raked o Union flag faded – due for replacement (Cllr Gannon has one and will check that this is suitable)

811/0919 • The Clerk reported that after looking into the Parish On-line training, Clerks Report with other resources currently available, it was considered that the training was not necessary at this time • Whilst in Roadwater, it was noted that there were branches overhanging the highway and the Give Way road markings by the White Horse pub are not clear and need re-painting. Both issues have been reported to the appropriate departments • Magna Housing have confirmed that the cut-through that has been created will be made good and fencing will be placed along the top to prevent this happening again. A job has been raised but no date confirmed as yet. The Clerk will follow this up The Clerk

OLD CLEEVE PARISH COUNCIL

Minutes of a Meeting held at 7pm on Monday 16th September 2019 At Washford Memorial Hall

• With regards to the ownership of the verge, the Clerk has contacted Somerset County Council with the Land Registry information, but has not yet received a response. Cllr Johnson-Smith requested that this is an agenda item and the Clerk will include this for the October 2019 meeting. The Clerk Cllr Kravis stated that he will investigate this further and asked that the Cllr Kravis Clerk send him the information regarding the ownership 812/0919 Cllr Lawrence – Somerset County Council (SCC): Reports from: Cllr Lawrence informed the Parish Council that the company who had been Somerset County awarded the contract for highspeed broadband has had the contract terminated Council and West as they were not delivering what had been agreed. Once a new contractor is Somerset found, the project will move forward. Councillors/ With regards to information received at the recent Public Health Conference Police and which Cllr Lawrence attended - Somerset is achieving in areas such as health Neighbourhood checks, clean air and promoting breastfeeding, however the area of mental Watch health was not as good and further work needs to be undertaken. Additionally, the use of opioids in Somerset is at its highest recorded level. Somerset County Council will be looking into this. The idea of a sugar tax is also being researched. Two new Special Educational Needs and Disability (SEND) schools are being built – one in Taunton and one in Bridgwater. These new schools will be fully fit for purpose and enable more children with SEND to access appropriate learning and development opportunities. Cllr Lawrence queried with the Clerk what action had been taken with regards to the verge/hedge cutting. The Clerk will forward the information to Cllr Lawrence. Cllr Kravis – Somerset West and Taunton District Council (SWT) The Clerk Cllr Kravis reported that the corporate plan is ready for approval by full council and expects it to be signed off soon. A transport strategy for Taunton is taking place and this is also looking at the parking in Minehead and Dunster. Consultation on the Local Plan is upcoming and one aspect that will be considered is the process for commenting on planning applications. The need to use agency staff at SWT is reducing as new staff are being recruited, this will obviously reduce the spending on staff as this continues. The government’s commitment to providing £30m for 5G in rural areas has been considered, however as it is country wide and requires a large financial contribution from the local council, this will not be pursued at this time. There are new procedures for calling a planning application to the planning committee. Cllr Kravis requested that the Clerk forward a copy of a recent Parish Council objection to a planning application that had been made as it included a The Clerk request for it to be reviewed by the planning committee. Cllr Kravis also stated that he was very happy to take up any issues that the Parish Council may have within any of the three wards. Police Reports Cllr Hunt had received the Neighbourhood Watch report from August which was circulated during the meeting. 813/0919 No members of the public were in attendance Members of the Public Question Time

OLD CLEEVE PARISH COUNCIL

Minutes of a Meeting held at 7pm on Monday 16th September 2019 At Washford Memorial Hall

814/0919 Jane Birch (JB) summarised the report and the main conclusions were as follows: Housing Needs Survey • Based on the findings in this survey together with current level of Homefinder applicants and lettings rate there appears to be only a small number of vacancies created in the current housing stock in Old Cleeve and Withycombe parishes • None of the respondents were identified to be in high priority housing need • It is worth noting that this Housing Needs Survey represents the findings at a set point in time • Personal circumstances are constantly changing, and the need for affordable social rented housing in the future may change. • Given the level of response to the survey and in spite of the potential for circumstances to change, the Parish Councils can feel confident in the results of this survey • The survey has identified a need in the near future for 3 units of affordable housing • As the needs of households are constantly evolving the level and mix of need in this report should be taken as a guide • In particular, it may be appropriate to vary the mix of sizes provided • This report remains appropriate evidence of need for up to five years

• If there is a significant development of affordable housing in the parishes

which is subject to a local connection requirement and substantially

meets the need identified in the report, it would normally be

recommended to re-survey the parish before any further development to

address local need is considered

The full report is available on the website

http://www.oldcleeveparishcouncil.btck.co.uk/RELATEDDOCUMENTS/Planning

or if required, please contact the Clerk for a copy.

Cllr Johnson-Smith highlighted the concerns about the Homefinder website – as

not being fit for purpose - and asked if this was being looked into

JB – Stated that it is recognised that the website needs to be updated, but did

not know if any work to upgrade the system was due

Cllr Gannon queried why within the survey was it not asked ‘where they live’ and

‘where they would like to live’. There is a need to look at the bigger picture,

which would then allow planning applications to be targeted more specifically

Cllr Duncan asked how are people matched to properties

JB – They need to be on Homefinder

Cllr Johnson-Smith reiterated that the website is not suitable and requested that

Cllr Kravis look into this for the Parish Council and feedback any information at Cllr Kravis the October 2019 meeting. 815/0919 Feedback from the Environment Working Party Environment No meeting has taken place – deferred to October 2019 meeting Cllr Hunt Working Party

OLD CLEEVE PARISH COUNCIL

Minutes of a Meeting held at 7pm on Monday 16th September 2019 At Washford Memorial Hall

816/0919 Consider request for signs indication walkers/cyclists along the road from Request for Chestnut Avenue to the cycle trail Pedestrian and Cllr Smith raised concerns about the lack of signage indicating pedestrian and Cyclist Signs cyclists, particularly as this stretch is a promoted cycle route. Also, the 30mph signs in the hedge are covered by the foliage. It was queried by Cllr Duncan as to where additional signage could be placed and how effective this would be. Cllr Gannon stated that the signs that are there must be visible. As the cycle path is part of the Steam Coast Trail, it was proposed that the Clerk contact them stating that representations had been made about this The Clerk stretch of road with regards to the signage and the visibility and what improvements can be made. Proposed: Cllr Smith Seconded: Cllr Duncan 817/0919 Discuss complaints re light pollution affecting Cleeve Park Light Pollution at Cllr Smith has received complaints from residents about the light pollution Cleeve Park affecting Cleeve Park from a nearby holiday park which has lighting on all night. Letters have been sent previously, but there has been no response. Cllr Smith would like to request that if they do have to be on all night, can they be dimmed. Cllr Kravis will look into this with regards to light pollution and the effect on the Cllr Kravis environment. 818/0919 Update on ICO – new guidance Information The Clerk had received new guidance on ensuring GDPR compliancy with regards Commissioners to sharing information. The Clerk and Parish Council follows all the necessary The Clerk Office (ICO) protocols, but will liaise with Cllr Johnson-Smith to produce an additional policy Cllr Johnson- to ensure members of the public and the Parish Council are fully protected. Smith 819/0919 a. Update on issues from August 2019 meeting: Washford • Swings: Recreation ➢ The ground has been re-levelled, mats placed and swing seats Ground and War replaced. Additional wood chippings will be made available when Memorial the work on the tree is completed • Play tunnel:

➢ Wood needs rubbing down and re-treating – ongoing

• Tree Inspection: ➢ Additional inspections have taken place and were reviewed alongside the previous reports. It was agreed that the work that should be undertaken is as follows - i. Removal of the left-hand bough and any additional branches on the right-hand side to ensure a balanced tree ii. Chipping of the wood with chippings to be made available for the ground underneath the swings iii. Remaining chippings to be placed around the bottom of the tree to encourage the nutrition of the ground

iv. Clearing of any remaining wood/chippings

The Clerk will contact the contractors with the agreed works and request updated quotes for review at the October meeting.

OLD CLEEVE PARISH COUNCIL

Minutes of a Meeting held at 7pm on Monday 16th September 2019 At Washford Memorial Hall

• MUGA goal post: ➢ Work still to be undertaken – ongoing/Cllr Gannon pursuing Cllr Gannon • Gate to the Mineral Line: ➢ Work ongoing – awaiting materials to complete the work Cllr Gannon

b. Additional points to review from ROSPA report June 2019:

o Date to be agreed for Washford Recreation Ground Inspection team to undertake autumn 2019 inspection and review ROSPA recommendations – the Clerk will arrange a convenient date to The Clerk meet o MUGA, trip point on the surface - need to make level o Fencing, mesh damaged next to maintenance gate, mesh holed near MUGA, several timber posts rotting - to be reassessed o Maintenance gate to be adjusted to ensure spacing of at least 12mm and also on hinge side of gate (plus new rubber buffer) - as only used by maintenance contractor, will view as an acceptable risk but will monitor o Warning sign, slight damage - new one will replace all existing signage (timescale to be agreed) o Repair heat damage inside play tunnel - completed o Crossbeam at tunnel entrance rotting – ongoing and being monitored o Strimmer damage to multiplay unit supports, need to prevent further damage – will be monitored

c. Feedback from War Memorial Inspection See Chair’s Report item 810/0919

820/0919 a. Washford Road Safety (including Wig Wag timings and additional signage) Action Points and Actions agreed are being monitored and updates will be given at subsequent updates from meetings previous b. Update on damaged signs at Washford meetings This is in hand and can be closed c. Progress on signage for Blue Anchor regarding water conditions Cllr Pilkington Cllr Pilkington is looking into this and will report back at the October meeting d. Feedback from Cllr Duncan regarding the monitoring of traffic speed from Watchet into Blue Anchor This is due at the end of September and will be available for the October 2019 Cllr Duncan meeting e. Environmental Working Party meeting date to be arranged Cllr Hunt will liaise with the relevant parties in September/October to arrange a Cllr Hunt date to meet before the October meeting. f. Update on trees overhanging the highway within the parish This work has not yet been undertaken – the Clerk will follow this up The Clerk g. Feedback re Electric Vehicle Community Charge Point Fund The local service station is interested and will look into this further, but the owner cannot give a timescale on this at the moment. For anyone in other

OLD CLEEVE PARISH COUNCIL

Minutes of a Meeting held at 7pm on Monday 16th September 2019 At Washford Memorial Hall

locations that might be interested in the initiative, please contact the Clerk for further information h. Update on fly tipping issues More fly tipping has occurred in the same location. Cllr Smith will forward photos Cllr Smith of the area to the Clerk to send to the land-owner The Clerk i. Update on safety issues re fish hooks left at the beach The Clerk had contacted a local fisherman who recommended that if anyone had any concerns, the best way to address these would be by using the Minehead Sea Angling (West Coast Tackle/Angling) Facebook page 821/0919 1) Somerset County Council Highways and a. Update on gritting review Footpaths from Cllr Lawrence confirmed that the review had been completed, the precautionary previous gritting route from Dragons Cross to Luxborough has been re-instated and any grit meetings bins that have been registered will be filled. Cllr Williams asked what can be done about a grit bin at Walnut Tree Corner – Cllr Lawrence stated that the previous position is considered to be too dangerous and a new site needs to be found. b. Feedback from correspondence regarding safety concerns re wall at the top of the ramp (the Old Post Office) and damaged fencing at Washford No response has been received from the Highways department. Cllr Williams will Cllr Williams raise this at the next Dunster Panel Meeting. c. Feedback regarding reporting of over-grown verges The Clerk had reported the verges that need a further cut (and in some cases the first cut) as identified in Old Cleeve and Roadwater. A phone call was subsequently received by the Clerk who was informed that this was not possible for this year and the jobs reported would be closed. It was also stated that the local farmers would be starting their hedge cutting in September and this would help to alleviate the problems. See also point 812/0919 822/0919 1) Planning Applications: Planning a. Ref. No. 3/26/19/019 (SWT) Replacement of dwelling Cleeveway, Dragons Cross to Old Cleeve, Old Cleeve, TA24 6HQ • The site is situated in open countryside – Policy OC1 applies • Concerns have been raised over the mass of the proposal in open countryside. Whilst the footprint is 70m2, this relates to only single storey. The proposal is a full two storey and doubles the floor areas to 140m2, likewise the garage • The front elevation mass is not in keeping with the rural location and there is scope for a revised design to achieve this • The proposed concrete grey roof tiles may not be in keeping with local/rural architecture • The galvanised steel flue does not enhance the design and perhaps consideration should be made for a conventional chimney structure in brickwork • The planning statement refers to solar panels being considered – these should be incorporated in the design, rather than as an add-on. Air sourced heat pumps will require space to be included for mass heat sink - no space appears to be included for positioning of air sourced unit

OLD CLEEVE PARISH COUNCIL

Minutes of a Meeting held at 7pm on Monday 16th September 2019 At Washford Memorial Hall

• It is presumed that waste storage/recycling will be contained within the garage as no dedicated store is indicated • Cycle storage and electric vehicle charging points will need to be considered

Old Cleeve Parish support this application in principle, but request that the above comments are noted and taken into consideration. Proposed: Cllr Duncuff-Hoad Seconded: Cllr Searle resolved unanimously The Clerk

b. Ref No. 3/26/19/020 Erection of conservatory to the rear 70 Cleeve Park, Chapel Cleeve, Old Cleeve, Minehead, TA24 6JG

• The dwelling is in Cleeve Park where the Article 4 restriction applies • The proposed conservatory represents an increase of 28% in floor area. Old Cleeve Parish Council considers this to be the maximum when compared to other similar schemes contained within the Article 4 area and that it is not visually intrusive • It is noted that there is a technical error with the existing (survey plan) and proposed scheme – there would appear to be no bathroom/wc facilities shown. Has the small ‘bedroom’ been incorrectly captioned?

It was agreed that Old Cleeve Parish Council support this application. The Clerk Proposed: Cllr Duncan Seconded: Cllr Baker resolved unanimously

c. Ref. No. 6/26/19/115 (ENP)

Proposed change of use of building to camping barn, retention of shed and

use of caravan for holiday accommodation

Orchard View, Golsoncott Lane, Golsoncott, Old Cleeve

• This site comes with substantial previous history and reference is made

to the previous applications, consents and refusals. The parcel of land

now described as ‘Orchard View’ was part of Escott Cottage

(replacement dwelling) land holding. Now separated with caravan, shed

and storage barn – some works being unauthorised

• The last two applications were objected to by Old Cleeve Parish Council –

6/26/19/103 and 6/26/18/103

• The present scheme endeavours to extend yet again, the previous storage barn and regularise the installation of the facilities (bathroom, kitchen, store and flue) to form a self-contained unit (dwelling) • The glazed front to the building as proposed will change the character of the building • The application form suggests that the foul drainage is ‘unknown’, however a previous application stated ‘septic tank’ • Should this application be approved as a ‘camping barn’ robust conditions should be imposed to prevent this becoming a permanent dwelling in open countryside. Discussions should take place with Building Control to ensure compliance can be met. It is noted that the caravan is P7

OLD CLEEVE PARISH COUNCIL

Minutes of a Meeting held at 7pm on Monday 16th September 2019 At Washford Memorial Hall

indicated for holiday use as well as the ‘camping barn’, therefore in effect 2No units of holiday accommodation are being provided? • The ‘camping barn’ as shown is not DDA or Equalities Act compliant

It was proposed that Old Cleeve Parish Council object to the proposals and request that the application is called in to the Planning Committee. Proposed: Cllr Searle Seconded: Cllr Baker Resolved unanimously The Clerk

2) Other Planning Issues:

a. Article 4 at Cleeve Park, Old Cleeve to be incorporated into the Local Plan - Feedback has been received from Somerset West and Taunton District Council stating: • As regards an Article 4 Direction’s inclusion in a Local Plan. The council can amend the Local Plan only during a formal review, which we have begun the process of • Inclusion of the Article 4 directive within the Local Plan would not give it any more weight, as the Directive itself is the appropriate mechanism for removing permitted development rights and its association, in this instance, with the Conservation Area • If it is considered that the current Article 4 Direction is not sufficiently effective, the Local Planning Authority can consider amending it by making a subsequent Direction, cancelling the existing Article 4 Direction and replace it with a new Direction incorporating any required modifications • It may be that there are other mechanisms to strengthen the Conservation Area (CA) designation, for example through an appraisal and management plan if the concern is regarding the effect of development on the character of the CA

b. Consider additional areas of planning with relevance to Old Cleeve Parish Council to incorporate into Local Plan ➢ If there are any areas within the Statement of Community Involvement that any Councillor wishes to include in the questionnaire, they would need to contact the Clerk with their comments by Monday 30th September 2019

c. Planning application 6/26/18/110 – update on steps taken to rectify breach ➢ Exmoor National Park are following this up with the landowner

d. Update on planning breaches reported ➢ The Planning Enforcement Team are investigating alleged breaches

OLD CLEEVE PARISH COUNCIL

Minutes of a Meeting held at 7pm on Monday 16th September 2019 At Washford Memorial Hall

823/0919 a. Income/expenditure report to circulate - @ August 30th, 2019 Finance Report was circulated to all members. Total income to date = £15690.69 and total expenditure to date = £7941.22 b. Consider monthly donation for Blue Anchor Toilets for 2020/2021 Cllr Williams had expressed an interest in this item and spoke on behalf of Blue Anchor Toilets Community Interest Company. The accounts have not been audited, however based on the income and expenditure submitted to the auditor, it is anticipated that the same amount will be requested for the financial year 2020/2021 c. Consider Clerks request to attend SALC training course – VAT for Local Councils All Councillors agreed that this would be of benefit and the Clerk will book this The Clerk training. The costs will be split with Over Stowey Parish Council. Proposed: Cllr Baker Seconded: Cllr Gannon d. To approve the monthly schedule of payments for September 2019 The September 2019 schedule of payments information was available at the meeting. Monthly Schedule of Payments Proposed: Cllr Webb Seconded: Cllr Duncuff-Hoad Resolved unanimously to approve the following payments: Ch No. Payee Sum £ Details

2015 The Clerk September salary and h/work 512.00 allow 2016 Alan Manchip (ARM MUGA floodlight – Code 2 Enterprises) 178.75 remedial action 2017 The Clerk 29.97 Expenses – ink cartridges

S/O Blue Anchor Toilets 300.00 Monthly donation

TOTAL 1020.72

824/0919 The green correspondence folder was circulated for Councillors to read Correspondence 825/0919 • Request to add information re Small Improvement Schemes to the Items for October 2019 agenda information only • Donation Request pro-forma to be produced and reviewed at the or future October 2019 meeting agendas – all • Date for finance meeting to be agreed Councillors • Roadwater Youth Club to attend October 2019 meeting • Request from Cllr Searle to have the loose chippings removed from the Washford Memorial Hall car park • Roadwater traffic and speeding concerns to be discussed (email from resident received after publication of September agenda) 826/0919 Date of next meeting – The next meeting will be held at 7.00pm on Tuesday 15th October 2019 at St Lukes Chapel, Roadwater

There being no other business, the meeting closed at 9.20pm

Signed (Chair)…………………………………………………………………………………….. Date……………………………………………………………..