South

District Council

Thursday 21st July 2011

7.30 p.m.

Council Chamber Council Offices Way Somerset BA20 2HT

The public and press are welcome to attend.

If you would like any further information on the items to be discussed, please ring the Agenda Co-ordinator, Angela Cox on Yeovil (01935) 462462 email: [email protected], website: www.southsomerset.gov.uk

This Agenda was issued on Wednesday 13th July 2011

Ian Clarke, Assistant Director (Legal and Corporate Services)

This information is also available on our website: www.southsomerset.gov.uk

C

Council Membership

Chairman: Mike Best Vice-Chairman Roy Mills

Cathy Bakewell Henry Hobhouse John Richardson Mike Beech Tim Inglefield Roslynn Roderigo Michael Best Andrew Kendall Jo Roundell Greene Dave Bulmer Jenny Kenton Sylvia Seal John Calvert Michael Lewis Gina Seaton Tony Capozzoli Pauline Lock Peter Seib Tim Carroll Tony Lock Angie Singleton John Vincent Chainey Paul Maxwell Sue Steele Pauline Clarke Nigel Mermagen Paul Thompson Nick Colbert Graham Middleton Kim Turner John Dyke Terry Mounter Andrew Turpin Tony Fife David Norris Linda Vijeh Marcus Fysh Graham Oakes Martin Wale Nigel Gage Sue Osborne Barry Walker Jon Gleeson Ric Pallister Lucinda Wallace Carol Goodall Patrick Palmer William Wallace Dave Greene Shane Pledger Nick Weeks Anna Groskop Wes Read Colin Winder Peter Gubbins David Recardo Derek Yeomans Brennie Halse

Meeting: C02A: 11:12 Date: 21.07.11 C Information for the Public

The meetings of the full Council, comprising all 60 members of District Council, are held at least 6 times a year. The full Council approves the Council’s budget and the major policies which comprise the Council’s policy framework. Other decisions which the full Council has to take include appointing the Leader of the Council, members of the District Executive, other Council Committees and approving the Council’s Consultation (which details how the Council works including the scheme allocating decisions and Council functions to committees and officers).

Members of the Public are able to:-

• attend meetings of the Council and its committees such as Area Committees, District Executive, except where, for example, personal or confidential matters are being discussed;

• speak at Area Committees, District Executive and Council meetings;

• see reports and background papers, and any record of decisions made by the Council and Executive;

• find out, from the Executive Forward Plan, what major decisions are to be decided by the District Executive.

Meetings of the Council are scheduled to be held monthly at 7.30 p.m. on the third Thursday of the month in the Council Offices, Brympton Way although some dates are only reserve dates and may not be needed.

The agenda, minutes and the timetable for council meetings are published on the Council’s website – www.southsomerset.gov.uk.

The Council’s Constitution is also on the web site and available for inspection in Council offices.

The Council’s corporate aims which guide the work of the Council are set out below.

Further information can be obtained by contacting the agenda co-ordinator named on the front page.

South Somerset District Council – Corporate Aims Our key aims are: (all equal) • To deliver well managed cost effective services valued by our customers • To increase economic vitality and prosperity • To improve the housing, health and well-being of our citizens • To ensure safe, sustainable and cohesive communities • To enhance the environment, address and adapt to climate change

Ordnance Survey mapping/map data included within this publication is provided by South Somerset District Council under licence from the Ordnance Survey in order to fulfil its public function to undertake its statutory functions on behalf of the district. Persons viewing this mapping should contact Ordnance Survey copyright for advice where they wish to licence Ordnance Survey mapping/map data for their own use.

Meeting: C02A: 11:12 Date: 21.07.11 C

Meeting: C02A: 11:12 Date: 21.07.11 C

South Somerset District Council

Thursday 21st July 2011

Agenda

1. Apologies for Absence

2. Minutes

To approve and sign the minutes of the previous meeting held on Thursday, 19th May 2011.

3. Declarations of Interest

In accordance with the Council's Code of Conduct, which includes all the provisions of the statutory Model Code of Conduct, Members are asked to declare any personal interests (and whether or not such an interest is "prejudicial") in any matter on the agenda for this meeting. A personal interest is defined in paragraph 8 of the Code and a prejudicial interest is defined in paragraph 10.

4. Public Question Time

5. Chairman's Announcements

Items for Discussion Page Number

6. Chairman’s Engagements...... 1

7. Standards Committee Annual Report for 2010/11...... 4

8. Portfolio Statements and Annual Performance 2010/11...... 8

9. Appointment of Members to Council-Wide Outside Bodies for 2011/12...... 11

10. 2010/11 Treasury Management Activity Report...... 13

11. Changes to the Constitution – Portfolio Holder Responsibilities...... 24

12. Audit Committee Terms of Reference – Recommendation from Audit Committee ...... 37

13. Community Governance Review - Proposed Parish Boundary Change Between Penselwood Parish Council and with Bayford Parish Council...... 40

14. Community Governance Review – Increase in Councillors on Parish Council ...... 55

15. Membership of Committees...... 70

16. Report of Executive Decisions ...... 71

Meeting: C02A: 11:12 Date: 21.07.11 C

17. Audit Committee ...... 78

18. Scrutiny Committee...... 81

19. Motions ...... 82

20. Questions Under Procedure Rule 10...... 83

21. Date of Next Meeting ...... 84

Meeting: C02A: 11:12 Date: 21.07.11 C

Council – 21st July 2011

6. Chairman’s Engagements

Wednesday 25th May Roy attended the Yeovil Business Breakfast which is now in its ninth year and was held at Yeovil Town Football Club.

Monday 31st May On behalf of the Lady Smith Memorial Institute, Mike was invited to the opening of the Pinney Room at the Parish Rooms in Somerton.

Saturday 4th June At the invitation of the Yeovil Division Guiding, Mike and Liz attended a “Dabble Day” held at Holy Trinity Church, Yeovil where different craft activities such as glass painting and card making were demonstrated by the Rainbows, Brownies and Guides

Monday 6th June At the invitation of John Cullum, the Sheriff of Somerset, Mike and Liz travelled to The American Museum in Bath to attend the Garden Party.

Tuesday, 14th June Mike attended the official opening of the new premises of Girling and Bowditch Barley Yard veterinary surgery at Old Mill Lane, North Street, .

Friday 17th June At the invitation of Yeovil College Bursary Foundation, Mike and Liz attended “Made” an evening of music, dance, fashion and art shows performed by students from the college.

Saturday 18th June In the morning, Mike and Liz came into Yeovil for various events that were being held in the town centre to mark Go Yeovil – a week of fundraising activities in the area.

Mike and Liz then travelled to Wells for the annual Folk Dance Festival.

On the same day, Roy enjoyed a lunch and taster tour of the house and gardens at Cothay Manor, near Wellington. This was a fundraising event organised by St. Margaret’s Hospice.

Sunday 19th June Mike and Liz attended the Yeovil Country Park’s Fun Dog Show held at Goldenstones.

Monday 20th June Mike hosted the Armed Forces “Fly a Flag” ceremony at the Brympton Way Offices. Representatives from the Army cadets, Royal Marine cadets, Sea cadets, RNAS , the Royal British Legion and Agusta Westland all attended for the raising of the flag.

Tuesday 21st June Mike attended the RSPCA Annual General Meeting which this year was held at Yeovil Town Football Club.

Thursday 23rd June Carol Goodall attended the Open Evening of 2381 () Squadron which was held at the Cadet Centre, Shudrick Lane, Ilminster.

Meeting: C02A: 11:12 1 Date: 21.07.11 C

Friday 24th June Mike attended the joint retirement presentation for two long serving members of staff at Lufton - Dave Salter and Brian Crocker.

Monday 27th June Mike and Liz were invited to the Mayor’s Reception at the Digby Hall, Sherborne by Councillor Marjorie Snowden, the Mayor of Sherborne.

Wednesday 29th June Mike attended the Yeovil and District Scout Council AGM which was held at the Holy Trinity Scout HQ off Lysander Road.

Sunday 3rd July Mike and Liz attended the Yeovil Town Council Annual Civic Service and Reception which involved a parade on foot from the Town House to St. John’s Church where the civic service took place. Afterwards there was a reception at the Manor Hotel.

Thursday 7th July At the invitation of the Headmaster, Staff and Pupils, Mike attended the Founders’ Day at School. This included final assembly and prize giving, displays and a buffet lunch.

Friday 8th July Mike attended an awareness raising event for the Alzheimer’s Society in the Quedam Shopping Centre. It included a talk about “Old Yeovil” and gave Mike the opportunity to meet staff and volunteers from NHS Somerset and the Alzheimer’s Society.

That evening Mike was invited to a Gala Dinner hosted by the Directors of Agusta Westland, and held at the Fleet Air Arm Museum, to celebrate 40 years of the Lynx Helicopter.

Saturday 9th July At the invitation of Commodore Paul Chivers, Mike and Liz were delighted to attend the annual air day held at RNAS Yeovilton where they were entertained by the various aircraft displays, including the Red Arrows.

On the same day Roy attended the Yeovil Masonic Centre Open Day which included a tour of the Centre giving an insight into the role the Masonic Centre plays in the local community.

Sunday 10th July At the kind invitation of Margaret Maltby, Girlguiding Somerset, Mike and Liz attended a Garden Party at Woodlands Castle, Ruishton. This was held to mark the retirement of Barbara Dale, the County Commissioner.

Roy attended the Teddy Bears Picnic at the Methodist Church, in Stoke-Sub-Hamdon, a fundraising event in aid of Action for Children. The afternoon included a walk around the rec, a picnic for the children and cream teas for the adults! It was followed at 4.00 p.m. by a United Songs of Praise in the church.

Tuesday 12th July The Citizens Advice Bureau invited Mike to a buffet lunch and AGM which was held at The Baptist Church, South Street. Mike presented the CAB with a cheque from South Somerset District Council’s Corporate Grants Committee which was awarded to the

Meeting: C02A: 11:12 2 Date: 21.07.11 C

organisation to help ensure it can continue providing free legal, housing and debt advice in difficult times.

That evening Mike and Liz attended Yeovil Music Centre’s summer concert which was held at St. Gilda’s School, Yeovil.

Friday 15th July Mike was due to go to the Opening of the Monks Dale Play Area in Yeovil.

In the evening, at the invitation of the Mayor of Chard, Mike and Liz were due to attend the Mayor’s Robing Ceremony at the Guildhall in Chard.

Saturday 16th July Mike and Nadine Chant, the