February 2019 Minutes
OLD CLEEVE PARISH COUNCIL
Minutes of a Meeting held at 7pm on Monday 11th February 2019 At Old Cleeve Church Room
Agenda Item Action Present Present: Cllr Williams, (Chair), Cllr Gannon (Vice-Chair) – from 7.30pm, Cllr Duncan, Cllr Webb, Cllr Lillis (left the meeting at 8.10pm), Cllr Smith, Cllr Binding, Cllr Hunt, Cllr Eggar, Cllr Duncuff-Hoad, Cllr Searle (left the meeting at 9.00pm), Cllr Baker – from 7.40pm, In Attendance: Cllr Martin Dewdney (WSC) – from 7.10pm and left at 7.55pm 648/0219 Apologies: Cllr Johnson-Smith, Cllr P Richards, Cllr Lawrence (SSC) Apologies and Declarations of Interest: Declarations of Cllr Lillis – District Councillor Interest 649/0219 Two amendments were made: Minutes of the Correction from Cllr Duncan-Hoad to Cllr Duncuff-Hoad and under Declarations last meeting of Interest, correction from ‘adjacent to’ to ‘in close proximity to’ Proposed: Cllr Lillis Seconded: Cllr Hunt Following the amendments, it was resolved unanimously that the minutes of the meeting held on Monday 11th February 2019 accepted as a true and accurate record. 650/0219 Co-option of Councillor Councillor It was noted that no applications are forthcoming at this time. Elections are due Positions in May 2019. 651/0219 Cllr Williams reported the following summary of activities since the last Chair’s Report meeting: • The recent article written for the Parish magazine focused on; Salt & Grit provision – current & future, the Housing Needs Survey and the Steam Coast Trail with regard to the fence repairs, a safety review at
the Washford end and the request for the provision of a dog waste bin.
• Phone calls had been received from a Washford resident following several more multi-vehicle accidents on the A39 at Walnut Tree Corner due to ice & snow. The gritting of the A39 appeared to be ineffective. Also, the dumpy bag to replace the previously demolished grit bin has not been delivered to Walnut Tree Corner, so there was no grit to
spread at the location of these accidents. Cllr Williams reported to
Highways that the chevrons on that corner had been destroyed in the
accidents. As, fortunately, there were no serious injuries, it is uncertain whether the accidents will be recorded. • A resident from Belle Vue phoned about salt & grit bags. He informed Cllr. Williams that the grit bin in Bellevue had not been topped up and was in fact empty. The resident was advised that a bag was available for
collection from Cllr. Williams and that the grit bin refill is being reviewed.
652/0219 The Clerk communicated that she is getting routines together and looking Clerk’s Report ahead to the Annual Governance and Accountability Return by reviewing processes and procedures. An ‘Annual review of Effectiveness’ and ‘Statement of Internal Control’ will be produced for the March 2019 meeting. Mark Ward from Somerset Wildlife Trust has been invited to the March 2019 meeting.
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OLD CLEEVE PARISH COUNCIL
Minutes of a Meeting held at 7pm on Monday 11th February 2019 At Old Cleeve Church Room
653/0219 Cllr Dewdney (West Somerset Council) Reports from: Cllr Dewdney reported that the new budget for the coming year has been Somerset County agreed and has been balanced for the next four years. Council and West Further clarity will be sought after the merger. Somerset It was also confirmed by Cllr Dewdney that grit bin filling is now back under the Councillors/ control of Somerset County Council. Police and Cllr Smith asked if the pictures of the slipway at Blue Anchor had been received. Neighbourhood Cllr Dewdney confirmed they had and that the Health and Safety manager was Watch assessing. Cllr Smith also asked Cllr Dewdney if he could take up the request for a bus service (possibly the no 28), to do a coastal run from Doniford to Blue Anchor into Minehead, on behalf of the local community. Cllr Dewdney responded by saying he would need more background information before taking this forward and any campaign initiated would require evidence and a business case. Once this was forthcoming, then it could be considered.
Cllr Lillis (West Somerset Council/Old Cleeve Parish Council) Cllr Lillis had nothing additional to report for this month Police reports Police reports have been received from Cllr Hunt. The summary monthly report will be circulated when it comes through. 654/0219 No members of the public were in attendance. Questions from the public 655/0219 a. Consider response from ROSPA regarding the play equipment Washford ROSPA have replied regarding the swings, which can be used as they pre-date Recreation EN1176 and that is why they do not comply in certain respects. Ground and War A more in-depth inspection is advised. Cllr Hunt will investigate further with Cllr Hunt Memorial regards to the possibility of SCC inspections. One quote has been received for the maintenance of the MUGA goal posts. The Clerk will obtain two further quotes. The Clerk The following issues are still ongoing: • The main gate still needs to be re-hung with the 18mm gap Cllr Gannon • The tubes for the swings are rusty and require re-painting. This will be dependent on the what is decided about the future of the swings • The kissing gate is bent and doesn’t self-close Cllr Hunt • Cllr Gannon will repair the slats on the bench when the materials are Cllr Gannon received • The holes in the play tunnel are being filled, another one had been Cllr Lillis found and will also be dealt with • Cllr Hunt has the soil for the holes in the ground and will fill them in Cllr Hunt b. To review maintenance contracts with regard to visual inspections (including bus shelters) Cllr Baker recommended that the level of expertise should be checked with regards to visual checks of trees in the recreation ground. A new contract needs to be drawn up with regards to the maintenance of Washford Recreation Ground, the MUGA, Trees and the War Memorial – to also include the picnic
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OLD CLEEVE PARISH COUNCIL
Minutes of a Meeting held at 7pm on Monday 11th February 2019 At Old Cleeve Church Room
area at Old Cleeve and the view point at Monks Path. The Clerk will produce a schedule of works. The Clerk The cleaning contract will also need to be amended to include the visual checks and what the expectations are with regard to the quality of work. The Clerk will The Clerk produce a schedule of works. The Asset Review Team will arrange a date to meet to start on the work required with regards to the asset register and inspections schedule. Asset Review Team 656/0219 a. Washford Road Safety (including request for white boundary lines from Action Points and Dragon’s Cross to Washford Station updates from Cllr Duncan had reviewed the report in full and summarised this with regards to previous the constraints on what can be done. meetings An email replying to the request for the white boundary lines (Edge of Carriageway Lines) had been received. Somerset County Council responded that they are currently unable to justify spending on this as the road collision data (which is nationally recognised) only shows two incidents of slight personal injury – both of which occurred in daylight. Cllr. Duncan proposed that a face to face meeting be requested to address the Cllr. Duncan Parish Council’s concerns regarding the road safety issues and that Cllr Lawrence be approached to open the dialogue with the Highways Department. Proposed: Cllr. Duncan Seconded: Cllr. Gannon Resolved unanimously b. Adoption of Telephone Kiosk, Old Cleeve Cllr Duncan has contacted and spoken to the Agent for the landowner. The Agent has expressed concerns about the boundaries of ownership and the potential impact on the cottage. Cllr. Duncan proposed that he should write to the Agent to request further details about the concerns and obtain a response for the March meeting. Cllr. Duncan Proposed: Cllr. Duncan Seconded: Cllr. Webb Resolved unanimously c. Fly Tipping Reported to Environmental Health Cllr. Binding had reported to the Environmental Health Officer the fact that four/five bags of duck carcasses had been thrown over the bank between Stamborough and Leighland. As the bags had not been cleared, Cllr. Binding contacted Trading Standards and is awaiting a response. Environmental Health have said that they need to be moved as they are near to a water course. Cllr. Binding will update the Parish Council as to actions taken at the March 2019 Cllr. Binding meeting. d. Future of Dunster Panel Meeting It is possible that after the merger of Taunton Deane Council with West Somerset Council the Dunster Panel Meetings may not continue. The Parish Council consider that these meetings are an excellent forum for local Parish Councils and the public to engage with local councillors about local issues. Cllr. Williams proposed that a letter is written to request that they continue The Clerk after the merger. Proposed: Cllr. Williams Seconded: Cllr. Smith Resolved unanimously
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OLD CLEEVE PARISH COUNCIL
Minutes of a Meeting held at 7pm on Monday 11th February 2019 At Old Cleeve Church Room
e. Clean Air Strategy This has been published and NALC had asked whether Parish Councils would like to respond on three of the recommendations. It was proposed that no response was necessary. Proposed: Cllr Williams Seconded Cllr. Duncuff-Hoad Resolved - unanimously 657/0219 a) Old Cleeve cobbled drain, awaiting second quote Highways and Two quotations have now been received, however it was questioned as to Footpaths from whether there has been a change of policy which may mean that the Cobbled previous Drain will be cleared by Somerset County Council. It was proposed that the meetings Clerk contact the relevant Highways Department to ascertain if this is correct, The Clerk with comments regarding the condition of the drain and surrounding tarmac and highlighting that it is a ‘feature of county importance’. Proposed: Cllr. Williams Seconded: Cllr. Baker Resolved unanimously
b. Gritting regarding recent adverse weather and road conditions and traffic accidents at Walnut Tree Corner Numerous communications to the relevant agencies had been made during the adverse weather, however no gritting took place and the conditions were hazardous. There were safety issues for both pedestrians and drivers and in the event of the emergency services being required, the roads would have been impassable. Cllr. Williams had been in contact with the Highways department since and although there was conflicting information, it was understood that gritting will be reinstated from April 1st 2019. Cllr. Williams proposed that a letter to the Highways Department is written to clarify when gritting will be reinstated and The Clerk to log the Parish Council’s displeasure that the route from Luxborough to Washford, via Roadwater has been removed from the Precautionary Salting schedule. Proposed: Cllr. Williams Seconded: Cllr. Eggar Resolved unanimously
c. Road Lane Drains The next phase of works has not yet taken place. The condition of the drains will be monitored and included on future agenda’s if necessary.
d. Fencing on The Steam Coast Trail and response to safety concerns An email has been received stating that due to a delay in the supply of materials and other work being undertaken at the other end of the line, work will now take place from the first week of April 2019. However, it was stated that ‘there are no trains running until 1st April which reduces the risk significantly’. With regards to the safety concerns raised at the January 2019 meeting, Cllr. Webb questioned whether this had been raised during the planning stages. Cllr. Duncan had reviewed this and there had been no mention of this at the Washford end, only the Dragon’s Cross end. A condition regarding visibility had been included and has to be satisfied with regards to Washford. P4
OLD CLEEVE PARISH COUNCIL
Minutes of a Meeting held at 7pm on Monday 11th February 2019 At Old Cleeve Church Room
Cllr. Duncan considered that visibility is good and although on a hill this is mitigated by the fact that it is on a slight bend. It was proposed that no action need be taken at this point, but the visibility will Cllr. Hunt be monitored with regards to trees and hedges to ensure the planning conditions are met. Proposed: Cllr. Duncan Seconded: Cllr. Eggar Resolved unanimously
e. Clearing of the gully at Washford The gully is not connected to the county council gully’s so when full, it doesn’t drain away and consequently runs down the road. This will be monitored and evidence will be gathered for reviewing when/if necessary. 658/0219 1) Planning Applications Planning a. Ref No: 3/26/18/014 (WSC) Gracepits Farm, Lodge Rocks Cross to Forches Garden, Old Cleeve, Minehead, TA24 6QX - Erection of 1 No. dwelling for agricultural worker, 3 No. agricultural buildings and formation of access track (retention of works already undertaken).
The following was noted: * Question 5 has been answered incorrectly * Question 8 – a public footpath bounds the site * Question 10 – no details have been given about trees and hedges * Foul sewage – has been answered ‘unknown’. This cannot be the case as the dwelling has been in occupation for over three years. * Waste storage provision – Old Cleeve Parish Council have received complaints in the past over waste, the disposal of waste (chicken carcasses) and burning. Reports have been made to Environmental Health Officers. * The height of the storage barn/calf shed (as constructed) would appear to exceed that shown on the submitted plans. A physical check for compliance would be required. In addition, it is noted that a taller hopper structure is on site but not shown on the retention plans. * The original scheme indicated ‘arks’ for chickens within the field plan edged in blue. As these are on site, are they to be retained as part of this application? * Has an economic statement been submitted to justify this proposal?
It was proposed that the Parish Council object to this planning application in its The Clerk current form. Proposed: Cllr. Gannon Seconded: Cllr Webb Resolved unanimously
2. Other Planning Issues a. 8APP/H3320/W/18/3216278 Appeal White Horse Inn, Washford – documents submitted. The Clerk confirmed that these have been submitted and acknowledgement received.
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OLD CLEEVE PARISH COUNCIL
Minutes of a Meeting held at 7pm on Monday 11th February 2019 At Old Cleeve Church Room
b. 3/26/17/027 Brendon Service Station feedback from Planning Committee – Cllr Gannon. Cllr. Gannon attended the Planning Committee meeting (as an observer) and reported that the outcome was in favour of the proposals at 5 votes to 4. Strong and robust conditions have been put in place with regards to the flood risk.
c. Breach of Planning – Cllr Gannon to report This refers to planning application 3/18/26/013 - St Pancras Orchard, Abbey Road, Hungerford, Washford, Watchet, TA23 0LD Erection of a timber agricultural storage building for logs, fodder and equipment. The following was noted: * The formation of an enlarged access, waiting bay and trackway within the site * No details of access formation and retention of road abutment * Poor visibility for vehicles emerging from site * Building in open countryside * No levels are given * The address is incorrect It was proposed that the Parish Council object to this planning application on The Clerk the grounds of it being in open countryside. Proposed: Cllr. Gannon Seconded: Cllr. Webb Resolved unanimously 659/0219 1)To review/amend and approve: Policies a. Standing Orders b. Financial Regulations c. Code of Conduct This was deferred to the March meeting to allow sufficient time to review the documents. The Clerk will also produce the Statement of Internal Control and the The Clerk Annual Review of Effectiveness. 660/0219 Financial report Finance The February 2019 schedule of payments information was available at the meeting. Total expenditure to date: £9894.53 (awaiting up to date bank statements) Monthly Schedule of Payments Proposed: Cllr Webb Seconded: Cllr Duncan Resolved unanimously to approve the following payments: Ch No. Payee Sum Details 1980 The Clerk £372.90 Hours worked Jan. 2019 + home working allowance 1981 The Clerk £437.30 Salary for February + home working allowance
Total £810.20
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OLD CLEEVE PARISH COUNCIL
Minutes of a Meeting held at 7pm on Monday 11th February 2019 At Old Cleeve Church Room
661/0219 The green correspondence folder was circulated for Councillors to read Correspondence
662/0219 Pheasant Shoot Items for Invitation to future meeting to owners of Croydon Hall information only Old nursery site – vegetation has been cleared, planning application should be or future forthcoming (regard to be given to the TPO on the walnut tree) agendas – all Printer – how to dispose of Councillors Meeting days to discuss 663/0219 Date of next meeting – The next meeting will be held at 7.00pm on Monday 11th March at Washford Memorial Hall
There being no other business, the meeting closed at 9.20pm
Signed (Chair)…………………………………………………………………………………….. Date……………………………………………………………..
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