Cutcombe Parish Council

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Annual Parish Meeting

2008 ARCHIVE

JANUARY 2008

Meeting of Cutcombe Parish Council to be held on Tuesday 15th January 2008 at 7.30 pm (or as soon thereafter as public questions and statements are concluded) at the Moorland Hall

Questions and statements from parishioners will be taken at 7.30 pm prompt, before the parish council meeting begins, for a maximum of 15 minutes.

AGENDA

1    Apologies for absence
2    Declarations of interest
3    To approve the minutes of the meetings held on 11th December 2007, and any matters arising
4    Planning Applications and related business
4.1      Consideration of planning applications
4.2      To note ENP decisions on previous applications
4.3      Other relevant matters
5    To consider highways and transport matters, and related items
6    Parish Paths Liaison Officer
7    Rubbish / recycling bins at the Wheddon Cross car park
8    Snowdrop Valley Park and Ride 2008
9    Local Bids to Area Working Board
10  Evolve South West: ICT Training
13  Finance
  13.1  To consider a quarterly report of the Finance sub-committee on the accounts to 31st December 2007
  13.2  To consider requests for grants under Section 137 from: St Margaret’s Hospice New Build Appeal and Age Concern
  13.3  To agree to refund WSDC overpayment of £2,500 re Wheddon Cross Toilets Management Contract
  13.4  To consider and, if approved pay, an invoice from EDF Energy for £26.27 in respect of Wheddon Cross toilets
  13.4  To consider a request for a contribution of £50 towards the printing of the Snowdrop Valley Park and Ride leaflet 2008
  13.5  To consider and, if approved, pay an invoice from the Moorland Hall & Recreation Ground Committee in the sum of £34 for room hire
  13.6  To consider and, if approved pay, a request from the Exmoor Association of Parish Councils for an annual subscription of £20 commencing 1st January 2008
14  Correspondence and meetings
  14.1  Clerk’s report on correspondence received
  14.2  Clerk’s report on meetings attended
  14.3  Councillors’ reports on correspondence received
  14.4  Councillors’ reports on meetings attended
15  Items for the next Agenda

 
Minutes of  the  Meeting held at 7.30pm on Tuesday 15th January 2008 at the Moorland Hall
Councillors Roger Webber, Linda Atkins, Eric Clarbull,
John Davis, Tim Gardner and Susie Sanders were present as was County Councillor John Edwards and three parishioners
107.1  An apology of absence from Cllr Maria Davies was accepted.
107.2  Cllr Gardner expressed a personal interest in item 8 as the bus operator; Cllr Clarbull expressed a personal interest in item 11.6  as Chairman of the Moorland Hall and Recreation Ground Committee;
Cllr Webber expressed a personal interest in item 7 as a West Somerset District  Councillor and item 11.7 as Chairman of the Exmoor Association of Parish Councils.
107.3  The minutes of the meeting held on 11th December 2007 were approved and signed by the Chairman as a true record. There were no matters arising.
107.4  107.4.1 There were no planning applications for consideration.
            107.4.2 No ENPA decisions on previous applications to report.
            107.4.3 There were no other relevant planning matters for discussion.
 107.5 107.5.1 Luckwell Bridge Improvement Scheme: Cllr Sanders is making up a local map for Highways re Slow Signs on the main road;
Co Cllr Edwards reported that he may be able to assist with the cost of a noticeboard from the Community Budget: application form passed to the Clerk; also see item 107.9.
            107.5.2 The Clerk reported on temporary road closures: Ash Lane Winsford (28th Jan: 1 day) and A39 Minehead to Williton & Main Road, Carhampton (24th Jan 2 nights 19.00-23.30hrs). It was reported that the widening of the car park opening at The Rest & Be Thankful Inn would not now start until the end of February so as not to clash with Snowdrop Valley, the necessary paperwork not being in place for it to start before February 4th: Cllr Webber to meet 16/01 with Highways, WSDC and the Landlord: Highways to liaise with Cllrs Gardner and Webber re final requisite kerb work near The Garage House. Potholes at Codsend & Putham Lane to be reported to Highways; drainage work at Slade Corner: awaiting visit from the Water Board to sort out (both sides of the road); Cllr Webber to report on ice on road problems at the next Exmoor Panel meeting and the possibility of local monitoring and warning signs being put up when necessary.
107.6  Parish Paths Liaison Officer: Robert Simmons had volunteered for this position: paperwork being put in place: appeal for volunteers to join the team has been placed in the Parish magazine.
107.7  Despite many requests the recycling bins at the Wheddon Cross car park are still not being emptied regularly and are being used illegally by people from outside the Parish including businesses. The Clerk was asked to write a strongly worded letter to WSDC in order to find out the new waste management programme and urge possible removal of the bins: an urgent site meeting would be requested.
107.8  Snowdrop Valley Park and Ride Scheme 2008:  Sally Parish reported on progress re the scheme including: 8 volunteers to date (+ two interested in the position of rota co-ordinator); training meeting to be organised for staff: Mrs Parish and Cllrs Clarbull and Sanders to attend; a risk assessment for staff in preparation; advertising leaflets now on Webber buses and Snowdrop Valley leaflet about to go to print: the Clerk to invoice advertisers; a carbon calculator for visitors would need to be sited in the village hall; ENPA posters and a chalkboard    for up-to-the-minute info available for the trailer; a First Aid kit to be purchased for use by the public only; Mrs Parish to organise a coach booking line, prepare a press release and organise media coverage; feedback questionnaires would be available on the buses and at the village hall; ENPA to put up road closed and yellow signs; residents’ passes had been organized;
107.9  A bid for funding for the Luckwell Bridge Triangle Improvement Scheme and one from the Pre School have been submitted to the WS Area Working Panel: to be considered at the meeting 31/01: Cllrs Sanders and Webber will be attending.
107.10  ICT Training Analysis forms were circulated to Councillors to enable them to rate their IT skills and indicate preferred training areas, days and times: forms to be returned to the Clerk by 21/01 so that training by Evolve South West can be arranged.
107.11  107.11.1 Council received the quarterly report of the Finance
sub-committee on the accounts to 31st December 2007.
            107.11.2 Council resolved to grant £50 to the St Margaret’s Hospice New Build Appeal and £50 to Age Concern under Section 137.
            107.11.3 Council resolved to refund WSDC overpayment of £2,500 re Wheddon Cross Toilets Management Contract.
            107.11.4 Council resolved to pay the invoice from EDF Energy for £26.27 in respect of Wheddon Cross toilets.
            107.11.5 Council resolved to pay any bills with regard to the printing of the Snowdrop Valley Park and Ride leaflet 2008 (to be reimbursed from the SDF grant).
            107.11.6 Council resolved to pay the invoice from the Moorland Hall & Recreation Ground Committee in the sum of £34 for room hire.
            107.11.7 Council resolved to pay the annual subscription to the Exmoor Association of Parish Councils in the sum of £20.
107.12 107.12.1 The Clerk had circulated a list of correspondence received prior to the meeting including Agendas for the WS Area Working Board meeting (31/01) and Exmoor Panel meeting (24/01).
            107.11.2 The Clerk had no meetings attended to report.
            107.11.3 Councillors had no correspondence to report.
            107.11.4 Councillors had no further meetings to report.

107.13 Cllr Webber reported on an executive Schools Committee meeting to take place 16/01 at which discussion of school budgets to take place. Dulverton & Exford Federation is concerned that small schools may have their budgets cut if funding is changed to a per pupil format and no account taken of extra costs in rural reas. Cutcombe PC shares these concerns: quality of provision is more important than equality of cost. Co Cllr Edwards to attend and speak at this meeting.

The next meeting of Cutcombe Parish Council will take place on Tuesday 19th February at 7.30 pm in the Moorland Hall. There being no other business the meeting closed at 9.20 pm.

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FEBRUARY 2008

Meeting of Cutcombe Parish Council to be held on Tuesday 19th February 2008 at 7.30 pm (or as soon thereafter as public questions and statements are concluded) at the Moorland Hall

Questions and statements from parishioners will be taken at 7.30 pm prompt, before the parish council meeting begins, for a maximum of 15 minutes.

AGENDA

1    Apologies for absence
2    Declarations of interest
3    To approve the minutes of the meetings held on 15th January 2008, and any matters arising
4    Planning Applications and related business
4.1      Consideration of planning applications
  6/8/08/102 Raleigh Manor, Wheddon Cross: Demolition of existing double garage and erection of new double garage and stabling
  6/8/08/101 Site adjoining Carrick, Higher Park Lane, Cutcombe: Reserved matters details for the construction of a local needs affordable     dwelling and garage pursuant to application 6/8/06/108. As per amended plans received 12/02/08.
4.2      To note ENP decisions on previous applications
4.3      Other relevant matters
5    To consider highways and transport matters, and related items
        5.1    The Luckwell Bridge Triangle Improvement Scheme
        5.2    Any other Highways/Transport matters
6    Talk by a representative from the Dulverton Doctor’s practice relating to village surgeries
7    Presentation by Dunkery Pre-School
8    To debate a proposed resolution that the previous, now unused, Minute Books dating from 1980 to 1992 and 1992 to end of 2002 be placed with the Somerset County Record Office for safe keeping.
9    Ideas for speakers at the Annual Parish Meeting of Electors in March
10  Renegotiation of the Clerk’s Contract & revised job description
11  Finance
  11.1  Wheddon Cross Toilets: New Annual Contract 2008/09
  11.2  To consider and, if approved, pay an invoice from Toptown Printers for printing 4,000 Snowdrop Valley leaflets in the sum of £449.00
  11.3  To consider and, if approved, pay an invoice from Wessex Water for water & sewerage at the Wheddon Cross toilets for £426.74
12  Correspondence and meetings
12.1    Clerk’s report on correspondence received
12.2    Clerk’s report on meetings attended
12.3    Councillors’ reports on correspondence received
12.4    Councillors’ reports on meetings attended
13  Items for the next Agenda

   
Minutes of the Meeting held at 7.30pm on Tuesday 19th February 2008 at the Moorland Hall
Councillors Roger Webber, Eric Clarbull, Maria Davies and Tim Gardner were present as was County Councillor John Edwards,
two parishioners (Dunkery Pre-School) and Doctor Andrea Trill from the Dulverton Medical Practice
108.1  Apologies of absence were accepted from Cllrs Linda Atkins, John Davis and Susie Sanders. WPCSO Sue Hurley had sent a message that she was unable to attend this month.
108.2  Cllr Webber expressed a personal interest in Item 6 as a member of the Dulverton Practice.
108.3  The minutes of the meeting held on 15th January 2008 were approved and signed by the Chairman as a true record. There were no
matters arising.
108.4  108.4.1 6/8/08/102 Raleigh Manor, Wheddon Cross: Demolition of existing   double garage and erection of new double garage and stabling. Council supported this application but would like to be reassured that the fields through which the bridleway and footpath pass are adequately fenced if horses are grazed there.
            6/8/08/101 Site adjoining Carrick, Higher Park Lane, Cutcombe: Reserved matters details for the construction of a local needs affordable dwelling and garage pursuant to application 6/8/06/108. As per amended plans received 12/02/08. Council supported this application and welcomed the sustainable/renewable energy aspects of the design and expressed a desire that the window overlooking the first property being constructed would contain opaque glazing.
            108.4.2 6/8/07/114 Cutcombe C of E First School, Wheddon Cross, Proposed extension for pre-school use to include toilets: approved.
            6/8/07/113 Reservoir Buildings, Dunkery View, Wheddon Cross, Increase the height by 900mm of the extension to fodder/machinery store approved under 6/8/06/112: approved.
            108.4.3 There were no other relevant planning matters for discussion.
 108.5 108.5.1 Luckwell Bridge Improvement Scheme: Cllr Sanders had sent in a report: Cutcombe had been successful in securing £1,500 in its bid to the Area Working Board: the scheme to be progressed further and brought back to the next Parish Council meeting.
            108.5.2 Cllr Webber had been talking with Roy Takel of Highways re potholes in the village. Visibility issues/car parking were discussed around The Rest & Be Thankful Inn: these related to the Snowdrop Valley Park and Ride and the building works at the pub, both of which would soon be finished.
108.6  Dr Trill gave a talk re the village outreach surgery: there is no intention to cease this but a two-way dialogue with the practice and its user is to be encouraged: it was unfortunate that several surgeries had been missed due to Bank Holidays and unforeseen (one-off) circumstances,
but Monday was still the best day to hold the outreach as all doctors were in the practice on that day. Dr Trill agreed to liaise with the Clerk and Cllr Atkins re possibly increasing facilities available and to encourage use of the village surgery.
108.7  Two representatives from the independently-run Dunkery Pre-School gave a presentation on their work and financial constraints: they are self-funded, parents’ fees do not cover all costs. It is hoped that the service can be expanded when the extension to the School is completed and they have a dedicated area. It was agreed that a business plan would be submitted to the Clerk by the end of March so that Council can see if any help might be available from its budget.
108.8  It was resolved that the previous, now unused, Minute Books dating from 1980 to 1992 and 1992 to end of 2002 be placed with the Somerset County Record Office for safe keeping.
108.9  It was agreed that the Clerk investigate booking speakers for the Annual Parish Meeting of Electors in March, to be advertised shortly.
108.10  The Clerk’s revised Contract of Employment and Job Description were debated by Council, having previously been circulated.  It was resolved to increase the payment Scale to LC1/SCP19 (pro-rata) with the hours remaining at 210, to be reviewed annually and to adopt the new job description as outlined.
108.11  108.11.1 Council resolved to accept the new Wheddon Cross Toilets Contract for 2008-09.
            108.11.2 Council resolved to pay the invoice from Toptown Printers in the sum of £449 for the printing of Snowdrop Valley Park and Ride leaflets, finances to come from the SDF funding bid/ENPA support.
            108.11.3 Council resolved to pay an invoice from Wessex Water for water and sewerage in the sum of £426.74 for Wheddon Cross toilets.
108.12 108.12.1 The Clerk had circulated a list of correspondence received prior to the meeting; various items were debated including the E4Exmoor Symposium (02/05/08) and a letter from the Avon & Somerset Constabulary re police and partnership activities.
            108.11.2 The Clerk had no meetings attended to report.
            108.11.3 Cllr Gardner reported 2 items of correspondence and gave a progress report on the Snowdrop Valley Park and Ride Scheme scheme. Co Cllr Edwards reported that the Area Working Board hoped to improve communications with the Parishes: consultative evening to be held at Danesfiled School on 13th March, 6-9pm. A meeting of the Exmoor Panel on 20th February was planned to discuss liaison between the Panel and the Area Working Board.
            108.11.4 Councillors had no further meetings to report.

The next meeting of Cutcombe Parish Council will take place on Tuesday 18th March at 7.30 pm in the Moorland Hall. There being no other business the meeting closed at 9.35 pm.

MARCH 2008
Meeting of Cutcombe Parish Council to be held on Tuesday 18th March 2008 at 7.30 pm (or as soon thereafter as public questions and statements are concluded) at the Moorland Hall

Questions and statements from parishioners will be taken at 7.30 pm prompt, before the parish council meeting begins, for a maximum of 15 minutes.

AGENDA

1    Apologies for absence
2    Declarations of interest
3    To approve the minutes of the meetings held on 19th February 2008, and any matters arising
4    Planning Applications and related business
4.1      Consideration of planning applications
4.2      To note ENP decisions on previous applications
4.3      Other relevant matters
5    To consider highways and transport matters, and related items
        5.1    The Luckwell Bridge Triangle Improvement Scheme
        5.2    Any other Highways/Transport matters
6    Snowdrop Valley Report
7    Dunkery Pre-School Presentation
8    Wheddon Cross Post Office: proposed closure
9    Exmoor National Park Local List of Validation Requirements for Planning Applications: Consultation        
10  Finance
  10.1  To consider and, if approved, pay the Clerk’s quarterly salary from 01/01/08 to 31/03/08 in the sum of £444.06
  10.2  To consider and, if approved, pay the Clerk’s quarterly expenses in the sum of £219.19
  10.3  To consider and, if approved, pay the SALC invoices for training events (Freedom of Information Act and Document Retention (27/02/08)        and Audit and Accounts Update (10/04/08) in the sum of £15 per invoice
  10.4  To consider and, if approved, pay the SALC Annual Affiliation Fee of £87.57
11  Correspondence and meetings
11.1    Clerk’s report on correspondence received
11.2    Clerk’s report on meetings attended
11.3    Councillors’ reports on correspondence received
11.4    Councillors’ reports on meetings attended
12  Items for the next Agenda

Minutes of  the  Meeting held at 7.30pm on Tuesday 18th March 2008 at the Moorland Hall
Councillors Roger Webber, Eric Clarbull, Maria Davies, John Davis, Tim Gardner and Susie Sanders were present as were County Councillor John Edwards and seven parishioners
109.1  An apology of absence was accepted from Cllr Linda Atkins. WPCSO Sue Hurley had sent a message that she was unable to attend this month due to work commitments.
109.2  Cllr Gardner expressed a prejudicial interest in Item 6 as the bus operator for the Snowdrop Valley Park and Ride Scheme and a prejudicial interest in item 8 as the owner of Wheddon Cross
Post Office but did not leave the room as no financial matters were discussed nor were any votes taken on either item.
109.3  The minutes of the meeting held on 19th February 2008 were approved and signed by the Chairman as a true record. There were no matters arising.
109.4  109.4.1 There were no planning applications for consideration.
            109.4.2 6There were no ENP decisions on previous applications to report.
            109.4.3 There were no other relevant planning matters for discussion at this point (but see Agenda Item 9).
 109.5 109.5.1 Luckwell Bridge Improvement Scheme: There had been a recent site meeting and final quotes are awaited from CJ Lynch and Sherrins for the work involved; the hedge still needs trimming.
Cllr Sanders reported that there are problems with the bridge due to its weight limit being unknown and larger lorries refusing to deliver.
            109.5.2 Cllr Webber had been talking with Highways regarding the quality of tarmacing by the school; Highways would like a list of roads/highways matters to be worked on in the Parish during 08/09: Councillors requested to bring these back to the April meeting; work on the widening of the entrance to the car park at The Rest & Be Thankful Inn had now started; Cllr Edwards had been trying to solve the problem at Roundwater Dip, Exford PC have asked Cutcombe to co-operate on this matter; flooding problems to be reported at the top of Thorne Lane and Codsend Lane. The Clerk reported on The Betta Somerset Stages Rally to take place on 26th April.
109.6  The Clerk reported on the Snowdrop Valley Park and Ride Scheme, information having been passed to her from Sally Parish, the
co-ordinator to whom a vote of thanks is to be recorded. A meeting of the main parties linked with the scheme had taken place the previous Thursday, some costs are still awaited. The Clerk is to meet with the bus operator next week and it is hoped that final figures can be brought to the April meeting. Concern was expressed that no funds have yet been received form the SDF or ENPA. It was resolved that the Parish Council will co-ordinate the scheme again for 2009.
109.7  The Chairman of the Committee of Dunkery Pre-School had passed a comprehensive Business Plan 2008-2013 to Council for consideration. The Clerk is to summarise this for the Annual Parish Meeting of Electors (2nd April) and for discussion at the April PC meeting.
109.8  110 people had attended the meeting at the Moorland Hall on 6th March and it was agreed that the Clerk would draw together points from this and others in the Parish into a response to the proposed closure of the Post Office: this to be circulated to Council and others who had commented so that a final submission could be made before the 9th April deadline. Our local MPs have been asked for support and support is forthcoming from Co Cllr John Edwards, ENPA and WSC.
109.9  The Clerk circulated Response Forms for the ENPA Local List of Validation Requirements for Planning Applications, together with the report. Councillors to report back to the Clerk asap: deadline for response is 11th April. Co Cllr Edwards expressed concern that professional help would be needed to complete a planning application if most of the proposed Requirements were to be accepted and perhaps training sessions for the public should be organized.
109.10  109.10.1 It was resolved to pay the Clerk’s quarterly salary (01/01/08 to 31/03/08) in the sum of £444.06.
              109.10.2 It was resolved to pay the Clerk’s quarterly expenses in the sum of £219.19.
              109.10.3 It was resolved to pay the two SALC invoices for training events (FOI Act & Document Retention and Audit and Accounts Update),each in the sum of £15.
              109.10.4 It was resolved to pay the SALC Annual Affiliation Fee in the sum of £87.57.
109.11  109.11.1 The Clerk had circulated a list of correspondence received prior to the meeting; various items were debated including the ENPA Annual Monitoring Report 2006-07 (circulating among Councillors) and a letter from WSC Planning manager; it was reported that no further funds are available 2008/09 from the WSC Amenity Grant.
              109.11.2 The Clerk reported on the SALC FOI and Document Retention training event which she had attended.
              109.11.3 Cllr Webber read out a report from the Parochial Church Council regarding issues surrounding Village News in the Parish magazine and the siting of the Church Noticeboard. The Clerk agreed to contact the PCC to see if more of their notices could go on the Parish Council noticeboards in the village. Any suggestions for resiting the Church noticeboard to be brought to the April PC meeting.
              109.11.4 Cllr Webber had spoken with Somerset Waste Partnership who had apologized for the non-emptying of bins in the car park and had cleaned up around the bins. The Clerk to report that there is still a lot of rubbish between the bins and the hedge. Cllr Webber reported on the March Exmoor Panel Meeting and his disappointment that it now appeared that WSC would not be able to contribute to the proposed Parish Lengthsman Scheme after such a lot of hard work had been put in by Parishes and all those involved. Cllr Davis reported on the implementation of the locally managed framework of the Standards Board for England and that the mobile skate park would be at Wheddon Cross on 11th May between 11am and 1pm. Co Cllr Edwards reported that he still did not have any information on the restructuring of the Area Working Panel for 2008/09.

The next meeting of Cutcombe Parish Council will take place on Tuesday 15th April at 7.30 pm in the Moorland Hall. There being no other business the meeting closed at 8.52 pm.

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APRIL 2008

Meeting of Cutcombe Parish Council held on Tuesday 15th April 2008 at 7.30 pm (or as soon thereafter as public questions and statements are concluded) at the Moorland Hall

Questions and statements from parishioners will be taken at 7.30 pm prompt, before the parish council meeting begins, for a maximum of 15 minutes.

AGENDA
1 Apologies for absence
2 Declarations of interest
3 To approve the minutes of the meetings held on 18th March 2008, and any matters arising
4 Planning Applications and related business
4.1 Consideration of planning applications
4.2 To note ENP decisions on previous applications
4.3 Other relevant matters
5 To consider highways and transport matters, and related items
5.1 The Luckwell Bridge Triangle Improvement Scheme
5.2 Any other Highways/Transport matters: bridleway near Horsecombe Farm
6 Report on the Annual Parish Meeting of Electors and Matters Arising Therefrom
7 Finance
7.1 To consider and, if approved, pay retrospectively the EDF Energy bill of £135.85 in respect of Wheddon Cross Toilets
7.2 To agree to increase the standing order payable to Jonathan Webber for 2008/09 financial year in respect of the toilet cleaning contract by 3.1% in line with the increase applied by WS Council
7.3 Report of the Finance Working Party for the end of the financial year 2007/08
7.4 Consideration of a request from Dunkery Pre-School for help towards the cost of IT equipment
7.5 To consider and, if approved, pay an invoice from West Somerset Council in the sum of £46.21 in respect of the road closure for the Snowdrop Valley Park and Ride Scheme 2008
7.6 To consider and, if approved, pay retrospectively an ex-gratia payment to Cynthia Stevens for the Snowdrop Valley Park and Ride Scheme 2008 website
7.7 To consider and, if approved, pay retrospectively an ex-gratia payment to Marlene Allinson for the Snowdrop Valley Park and Ride Scheme 2008 leaflet
8 Correspondence and meetings
8.1 Clerk’s report on correspondence received
8.2 Clerk’s report on meetings attended
8.3 Councillors’ reports on correspondence received
8.4 Councillors’ reports on meetings attended
9 Items for the next Agenda

Members are reminded that the Council has a general duty to consider the following matters in the exercise of any of its functions: Equal Opportunities (race, gender, sexual orientation, marital status and any disability), Crime and Disorder, Health and Safety, and Human Rights.

Minutes of the Meeting held at 7.30pm on Tuesday 15th April 2008 at the Moorland Hall

Councillors Roger Webber, Linda Atkins, Eric Clarbull, Maria Davies, John Davis, Tim Gardner and Susie Sanders were present as was County Councillor John Edwards and ENPA Ranger Richard Eales.
110.1 An apology of absence was accepted from Cllr Maria Davies.
110.2 There were no declarations of interest.
110.3 The minutes of the meeting held on 18th March 2008 were approved and signed by the Chairman as a true record. 109.11.3: Council agreed that it was up to the PCC to investigate a potential new site for its notice board if it was unhappy with the current one; the Clerk had offered to display church notices, subject to space being available, on the Parish notice boards. 109.5.2: The Clerk to write to Highways re quality of repairs and potholes particularly around and below the Church and to request a more co-ordinated programme of works.
110.4 110.4.1 There were no planning applications for consideration.
110.4.2 6There were no ENP decisions on previous applications to report.
110.4.3 There were no other relevant planning issues to discuss.
110.5 110.5.1 Luckwell Bridge Improvement Scheme: a quotation for the work had been received from C J Lynch & Sons and like-for-like quotes is to be obtained from other contractors. It was agreed that Cllr Sanders would obtain a sample of conservation kerbing and place this in situ for approval before any works commenced. 3 to 6 weeks will be needed to obtain the requisite licences before work could be started. Cllr Sanders had been in touch with Western Power asking if they could upgrade the path to the sub-station. The Clerk to investigate new notice board costs.
110.5.2 Council resolved to support Exmoor National Park in its application to allow the bridleway near Horsecombe Farm to remain unsigned due to safety issues. ENPA Ranger Richard Eales agreed to investigate other local matters regarding bridleways, fly tipping, updating of the ENPA notice board near the bus stop and secure catches on the wooden rubbish bins in the car park and to report back to the Clerk. The Clerk to ask when the Exford bus will start using the recently widened entrance to The Rest & Be Thankful Inn car park and to thank Highways for a good job done; she also reported on Highways Group Changes in the area.
110.6 Cllr Webber and the Clerk gave a brief summary of issues discussed at the Annual Parish Meeting of Electors including the future of the waste disposal bins at the car park, the proposed closure of the Wheddon Cross Post Office, the Summerfield Homes revised scheme at the auction field. The Snowdrop Valley Park and Ride Scheme 2008 and an oil purchase sharing scheme. Cllr Webber requested that a vote of thanks be recorded to Colin Stevenson for his help with the Snowdrop Valley Scheme and responding to the Post Office Closure proposal.
110.7 110.7.1 It was resolved to pay retrospectively the EDF Energy bill of £135.85 in respect of electricity at the Wheddon Cross toilets.
110.7.2 It was resolved to increase the standing order payable to Jonathan Webber for the toilet cleaning contract 2008/09 by 3.1% in line with the increase proposed by WSDC.
110.7.3 The Finance Working Party reported that they an end of year meeting with the RFO had taken place; the accounts were found to be in good order.
110.7.4 After seeking the views of the Finance Working Party, and parishioners at the APME it was resolved to support the Dunkery
Pre-School with a sum of £300 towards IT equipment.
110.7.5 Council requested that the Clerk seek clarification as to who pays the invoice from WSC regarding an admin charge for the road closure for Snowdrop Valley Park and Ride Scheme.
110.7.6 It was resolved to pay retrospectively the ex-gratia payment to Cynthia Stevens of £50 for work on the Snowdrop Valley Park and Ride Scheme website.
110.7.7 It was resolved to pay retrospectively the ex-gratia payment to Marlene Allinson of £50 for work on the Snowdrop Valley Park and Ride Scheme leaflet.
110.11 110.8.1 The Clerk had circulated a list of correspondence received prior to the meeting; various items were debated including the Local Action for Rural Communities Western Somerset Bid; the Exmoor Association of Parish Councils meeting at the Moorland Hall on 17/04/08 and the WSC Local Development Framework
Housing Survey.
110.11.2 The Clerk reported on the SALC Accounts and Audit Update training which she had attended on 10th April at Edington.
110.11.3 Cllr Webber reported on a letter received from the League of Friends thanking Wheddon Cross collectors: to be placed on the Parish noticeboard.
110.11.4 Cllr Webber had attended an Exmoor Panel meeting at which Cllr Keith Ross had agreed to look again at the Parish Lengthsman project and report back to the June Panel meeting to see if funds could be found to move the project forward. A list of works needed to be carried out by Highways 2008/09 was discussed.
Cllr Davis had attended a meeting of the Standards Board.
The next meeting of Cutcombe Parish Council will be the Annual Parish Council Meeting and will take place on Tuesday 20th May at 7.30 pm in the Moorland Hall. There being no other business the meeting closed at 9.05

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Cutcombe Parish Annual Parish Meeting 2008

All local government electors in the parish are invited to the Annual Parish Meeting for Cutcombe which will be held in the Moorland Hall on Wednesday 2nd April 2008 at 7.30 pm
or as soon thereafter as public questions and statements are concluded

Refreshments and the minutes of last year’s meeting will be available from 7 pm.

AGENDA

Minutes of the Annual Cutcombe Parish Meeting of Electors held on Wednesday 2nd April 2008 at 7.30 pm at Moorland Hall

1. There were 20 parishioners present and County Councillor John Edwards.

2. Apologies were received from Mully Woolmer.

3. The minutes of the meeting held on 29th March 2007 were approved and signed by the Chairman as a true record. There were no matters arising.

4. Cllr Roger Webber presented his report for 2007/08 as Chairman of Cutcombe Parish Council. He thanked Cllr Eric Clarbull for his many years as Vice-Chairman, which post was taken over by Cllr Linda Atkins in May 2007. Among topics reported were: the Luckwell Bridge Triangle Improvement Scheme, the Snowdrop Valley Park and Ride Scheme, the Parish Lengthsman project, the Parish Plan, the revised scheme planned for the Auction Field, the appointment of a Parish Paths Liaison Officer and the proposed closure of the Post Office. He thanked all his fellow Councillors, County Councillor John Edwards and the Clerk for all their hard work and support during the past year, Colin Stevenson for his help on various projects and Cynthia Stevens for the village website. Questions and discussion from the floor followed. Topics included: the Snowdrop Valley Park and Ride Scheme, the failed proposal for a Unitary Authority, the Summerfield Homes proposals for the auction site, speed limits at Luckwell Bridge and the possible resiting of the Church noticeboard.

5. Cllr Webber reported on the work of the Joyce Charity over the past year during which £800 had been distributed to twelve people or families in the Parish.

6. Cllr Webber reported on the work of the West Charity over the past year during which £387 had been distributed to ten people.

7. Electors were asked for their views re the Parish Council supporting the Dunkery Pre-School: all present were in favour.

8. Electors were asked for their views on the removal of the waste recycling bins at the car park: responses were mixed, some favouring removal as there are now kerbside collections, others preferring to see the bins retained but larger or better managed to avoid the build up of litter and abuse by trade users. The Clerk will ask a representative from Somerset Waste to attend a Parish Council meeting. The Exmoor Trust has taken up the matter of fly tipping and litter with the Exmoor National Park Authority.

9. Any other business: the Clerk was asked to investigate a possible oil sharing scheme for Cutcombe and Wheddon Cross.

10. The meeting closed at 8.40 pm.

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MAY 2008

Meeting of Cutcombe Parish Council held on Wednesday 7th May 2008 at 7.30 pm (or as soon thereafter as public questions and statements are concluded) at the Moorland Hall

Questions and statements from parishioners will be taken at 7.30 pm prompt, before the parish council meeting begins, for a maximum of 15 minutes.

AGENDA

1    Apologies for absence
2    Declarations of interest
3    Planning Applications and related business
4  Consideration of planning applications:
      6/8/08/113: The Chapel, Wheddon Cross: conversion of former Methodist Chapel to 2-bedroom local needs dwelling

Minutes of the Meeting held at 7.30pm on Wednesday 7th May 2008 at the Moorland Hall
Councillors Linda Atkins (Chairman for this meeting), Eric Clarbull, Maria Davies and John Davis were present.
111.1 Apologies of absence was accepted from Cllrs Roger Webber, Tim Gardner and Susie Sanders.
111.2 There were no declarations of interest.
111.3 Consideration of Planning Application 6/8/08/113: The Chapel, Wheddon Cross: conversion of former Methodist Chapel to 2-bedroom local needs dwelling. The following comments were made by Council:
In principle Cutcombe Parish Council supports local needs affordable housing and the use of renewable energy, however concerns were expressed viz:
i) line of sight: Council expressed surprise that a full planning application had been submitted stating that the existing vehicular and pedestrian access is to be retained: as far as local knowledge goes there has never been any vehicle access to the Chapel apart from, perhaps, hearses, and certainly no parking. The line of sight when leaving via the existing gates is extremely poor, the hedge completely obscuring visibility. No mention in the application has been made regarding removal of the hedge or making a tuning bay or vehicle splay. The exit is onto a very busy A road and an exiting pedestrian or vehicle would be in a very dangerous position if this entrance is to remain as existing. Other local affordable needs housing currently under construction in the village (exiting onto a less busy B road) has had to ensure that a vehicle splay and two parking bays per unit have been incorporated as a planning condition.
Ii) the solar panels should blend in well with the slate roof;
ii) the proposed new chimney: could this be more in keeping with the building?
Iii) could all or some of the leaded lights be retained (especially the north-west window) or if not perhaps donated to the village where they could be used in recognition of the former chapel?

The next meeting of Cutcombe Parish Council will be the Annual Parish Council Meeting and will take place on Tuesday 20th May at 7.30 pm in the Moorland Hall. There being no other business the meeting closed at 8.05 pm.

Meeting of Cutcombe Parish Council held on Tuesday 20th May 2008 at 7.30 pm (or as soon thereafter as public questions and statements are concluded) at the Moorland Hall

Questions and statements from parishioners taken at 7.30 pm prompt, before the parish council meeting begins, for a maximum of 15 minutes.

AGENDA

1       Election of Chairman and Receipt of Chairman.s Declaration of Acceptance of Office
2       Election of Vice-Chairman
3       Apologies for Absence
4       Declarations of interest
5       To approve the minutes of the meetings held on 18th March 2008, and any matters arising; to approve the minutes of the meeting held on 9th May and any matters arising.
6       Planning Applications and related business
6.1     Consideration of planning applications:
6.1.1   Application No GDO 08/10: Edbrooke Farm, Luckwell Bridge, new agricultural track (605m long) to provide access for farm vehicles/machinery which can't get over Luckwell Bridge: track will come off at Thorne Lane.
6.1.2   Application No 6/8/08/104: Putham Farm, Cutcombe: Repair, reconstruction and conversion of barn buildings as part of small business providing accommodation and employment for two adults with learning difficulties working on the farm.
6.2       To note ENP decisions on previous applications
6.3       Other relevant matters
6.3.1   Summerfield Homes, update on the auction field proposals by Chris Winter, Director, Summerfield Homes
6.3.2    Affordable Housing Site Identification Project
7    To consider highways and transport matters,
       and related items
        7.1    The Luckwell Bridge Triangle Improvement Scheme
8   Recycling bins at Wheddon Cross: representative from Somerset Waste Partnership in attendance
9   Proposed Removal of Payphones within the Exmoor National Park: Consultation
10 Proposed agenda items for the Meeting of the Exmoor   Consultative and Parish Forum, Wednesday 11th June, 6.30 pm at Exmoor House, Dulverton
11  Finance
  11.1  To consider the Internal auditor's report 2007/08
  11.2  To consider and approve the Statement of Accounts for the Year ended 31st March 2008
  11.3  To consider and approve the Annual Governance Statement for the financial year ended 31st March 2008
  11.4  To appoint an internal auditor for 2008/09
  11.5 To pay the Allianz Cornhill insurance premium 2008/09 in the sum of £586.71
  11.6  To consider and, if approved, pay an annual subscription to LCR (The Official Journal of the National Association of Local Councils) in the sum of £13.50
  11.7  To consider and, if approve, pay the annual subscription to the Community Council for Somerset in the sum of £25
  11.8  To consider future banking arrangements for the Parish Council
12  Correspondence and meetings
12.1    Clerk's report on correspondence received
12.2    Clerk's report on meetings attended
12.3    Councillors' reports on correspondence received
12.4    Councillors' reports on meetings attended
13  Items for the next Agenda

Minutes of the Meeting held at 7.30pm on Tuesday 20th May 2008 at the Moorland Hall
Councillors Roger Webber, Linda Atkins, Eric Clarbull, Maria Davies,
John Davis, Tim Gardner and Susie Sanders were present as was
County Councillor John Edwards, Andy Mallinson (Somerset Waste Partnership), Chris Winter (Summerfield Homes) and 4 parishioners.
112.1 Councillor Webber was unanimously elected Chairman of the Parish Council for the year 2008/09 and signed the Declaration of Office and Acceptance of the Code of Conduct.
112.2 Councillor Atkins was unanimously elected Vice-Chairman of the Parish Council for the year 2008/09.
112.3 An apology of absence was accepted from WPCSO Sue Hurley who had sent in a written report.
112.4 Declarations of Interest
Item No Councillor Interest Action Taken
6.1.1 Sanders Prejudicial (Applicant) Left the room for the discussion and the vote
6.1.2 Webber Personal (brother farms next door) Minuted
6.3.1 Webber Personal (shareholder in Exmoor Farmers Liverstock Auction) Minuted
7.1 Webber Prejudicial (brother-in-law one of the contractors quoting) Left the room for the discussion and the vote to select a contractor
112.5 The minutes of the meeting held on 15th April 2008 were approved and signed by the Chairman as a true record. Matters Arising: the Clerk reported that: 110.5.2: ENPA Ranger Richard Eales had reported that the rubbish bin in the car park was not ENPA’s responsibility but he was hoping to have the catch fixed anyway; the ENPA noticeboard in the car park would be updated in the near future; the Exford bus would be driving through the car park once the building work at The Rest & Be Thankful Inn is completed; 110.7.4: the Clerk read out a letter to accompany the cheque for Dunkery Pre-School; 110.7.5: the invoice for admin. work re the Snowdrop Valley Road closure had been sent to Tim Braund, ENPA. The minutes of the meeting held on 7th May were approved as a true record and signed by the Chairman. There were no matters arising.
112.6 112.6.1.1 Planning Application GDO 08/10: Edbrooke Farm, Luckwell Bridge, new agricultural track (605m long) to provide access for farm vehicles/machinery which can’t get over Luckwell Bridge, track will come off at Thorne Lane: no objections subject to suitable, non-reflective, materials being used for the track.
112.6.1.2 Planning Application 6/8/08/104: Putham Farm, Cutcombe: Repair, reconstruction and conversion of barn buildings as part of small business providing accommodation and employment for two adults with learning difficulties working on the farm: discussion deferred until after a site visit, to be arranged asap.
112.6.2 There were no ENA decisions on previous applications to report.
112.6.3.1 Chris Winter, Director of Summerfield Homes, answered questions relating to the proposed development at the auction site including those relating to size of the units, materials, parking, local needs provision, highways matters and the commercial units.
112.6.3.2 The Clerk read out a letter from Clive Miller & Associates regarding an Affordable Housing Site Identification Project and a letter from ENPA re evaluating the need for affordable housing.
112.7 112.7.1 Luckwell Bridge Improvement Scheme: 2 comparable quotes had been received (a third could not be obtained due to the small nature of the work involved): it was resolved to accept the quotation from C J Lynch & Sons and request a start date. Cllrs Webber and Sanders agreed to project manage. Cllr Sanders to talk to Highways regarding their proposals for the bridge/possible ford.
112.7.2 The Clerk reported on the Surface Dressing & Environmental Maintenance Programmes for 2008 and correspondence with Highways regarding Roundwell Dip. She was requested to ask for 2 cuts per annum for the hedges from the Kiosk to Slade Corner.
112.8 The Clerk outlined concerns expressed by parishioners re the recycling bins in the car park. Andy Mallinson (Somerset Waste Partnership) agreed that there had been problems regarding collections. After a discussion it was agreed that: a) problems with kerbside collections to be sorted out asap; b) Mr Mallinson would come to the August meeting; c) there is a need for stronger management of the collection teams. It was agreed that the aim of the Council is to seek the removal of the recycling bins in the car park once all problems with kerbside collections have been ironed out. Any parishioner can ask for a second black box tel: 01643 703704.
112.9 The Clerk reported on BT’s consultation regarding payphones which they propose to remove within ENPA area. It was resolved to write a reply to BT protesting at the proposals, in particular with regard to the payphone at Luckwell Bridge, and also to reply to ENPA’s letter asking for any relevant information which might be useful in preparing its response.
112.10 Agenda Items for the meeting of the Exmoor Consultative and Parish Forum, 11th June: a) Update on BT’s proposals re removal of payphones within ENP; b) Action taken by ENPA re fly tipping and rubbish disposal within ENP; c) request update on the status of RUPPs within ENP after the Winchester case; d) update on proposed Post Office closures.
112.11112.11.1 The internal auditor’s report for 2007/08 was read out & noted.
112.11.2 The Statement of Accounts for the financial year ended 31/03/08 was approved and signed by the Chairman and the RFO.
112.11.3 The Annual Governance Statement for the financial year ended 31/03/08 was approved and signed by the Chairman and the Clerk.
112.11.4 It was resolved to appoint Colin Stevenson as the internal auditor for the financial year 2008/09.
112.11.5 It was resolved to pay the Allianz Cornhill Insurance premium 2008/09 in the sum of £586.71. It was noted that the Clerk is looking into obtaining alternative quotations for Council’s insurance.
112.11.6 It was resolved to pay the annual subscription to LCR in the sum of £13.50.
112.11.7 It was resolved to pay the annual subscription to the Community Council for Somerset in the sum of £25.
112.11.8 It was resolved to continue banking with NatWest as their recent letter regarding charges had proved to be sent in error by the Bank.
112.12 112.12.1 The Clerk had circulated a list of correspondence received prior to the meeting, which items were noted.
112.11.2 The Clerk reported on a meeting of the Exmoor Association of Parish Councils which she had attended.
112.11.3 Cllr Davis reported on an e-mail received from David Peake, Highways, regarding a test case relating to the use of RUPPs.
112.11.4 Cllr Sanders reported on the E4Exmoor Symposium which she had attended: particularly interesting was a talk on micro-energy systems and reducing one’s personal carbon footprint. Cllr Davis reported on the visit of the mobile skatepark to Wheddon Cross; it is hoped it will visit again, perhaps this time an evening visit during school holidays. Cllr Webber agreed to fix up a meeting with the Clerk and Andy Giles from West Somerset Finance regarding the Wheddon Cross toilets contract.
112.13 Agenda items for next meeting: Cllr Webber to report on District matters including the future of the Lengthsman scheme.

The next meeting of Cutcombe Parish Council will take place on Tuesday 17th June at 7.30 pm in the Moorland Hall.
There being no other business the meeting closed at 10.12 pm.

Meeting of Cutcombe Parish Council held on Wednesday 28th May 2008 at 8.00 pm (or as soon thereafter as public questions and statements are concluded) at the Moorland Hall

Questions and statements from parishioners taken at 8.00 pm prompt, before the parish council meeting begins, for a maximum of 15 minutes.

AGENDA

1    Apologies for absence
2    Declarations of interest
3    Planning Applications and related business
4.1      Consideration of planning applications:
          application No 6/8/08/104: Putham Farm, Cutcombe: Repair, reconstruction and conversion of barn buildings as part of small business providing accommodation and employment for two adults with learning difficulties working on the farm (following a site visit). 

Minutes of the Meeting held at 8.00 pm on Wednesday 28th May 2008 at the Moorland Hall
Councillors Roger Webber, Linda Atkins, Eric Clarbull, Maria Davies, John Davis, Tim Gardner and Susie Sanders were present.
113.1  There were no apologies for absence.
113.2  Cllr Webber declared a personal interest as his brother owns a track over which the applicant has right of access and farms next door. Cllr Webber emphasized that, should this application come before ENPA Planning Committee, he would consider it fairly and with an open mind, not having regard to any observations which might be made at this meeting.
113.3  Planning Application 6/8/08/104 Putham Farm: Repair, reconstruction and conversion of barn buildings as part of small business providing accommodation and employment for two adults with learning difficulties on the farm. Following a site visit at 7pm, Council decided, unanimously, not to support this application for the following reasons:
            1 Great concern was expressed that there is no guarantee from Social Services that, once the applicant has carried out the work to the buildings in question, they will be suitable for two adults with learning difficulties to live and work on the site, and so part of the planning consent, if granted, could not be complied with, therefore the applicant might seek an alternative use for the buildings. On inspection of the plans the two self-contained units are connected by a shared utility area, and could easily be made completely self contained.
            2 The location is very remote: on discussions with the applicant it is not expected that the two adults would be able to drive, but would rely on a manager for their provisions and would have to occupy their own time outside working hours and perhaps at weekends. It is unclear how this would help their integration into a community and what activities might be available to them in such an isolated environment.
            3 As understood from the applicant, the manager would be employed by him and would manage the day-to-day work on the farm unit. It is unclear that any supervision or management would take place outside normal working hours or at weekends, and concern was expressed as to what would happen when the manager is on holiday or unable to get to work for any reason.
            4 The buildings are in an extremely poor state of repair, Council felt that it is more a new build project than a repair and reconstruction one. There appear to be no footings, no structural walls left and very little head height and a solid rock floor to one of the existing buildings. An increase in the footprint and height of the buildings would seem to be inevitable to comply with current building regulations and it is difficult to see how the buildings themselves could be made to comply without a new build taking place.
            5 The farm unit is not large, with a few "pet" sheep, a few chickens, potential logging and hedging (seasonal activities), a potential veg patch and possibly a couple of bucket-fed calves would be obtained. It is Council's opinion that there would not be sufficient work for all-year-round activities for two adults.
            6 The Design Statement says that the document "Care Homes for Adults" includes a particular section regarding spatial requirements: 24.9 they should be "fully accessible for the disabled". The planning application refers to adults with learning difficulties. It is felt that the site is entirely unsuited to physically disabled adults: the land falls away very steeply (not a "gradual gradient to the south east" as stated in the Design Statement) and access is not level: it is unclear as to whether the adults might be physically disabled as well as have learning difficulties.

The next meeting of Cutcombe Parish Council will take place on Tuesday 17th June at 7.30 pm in the Moorland Hall. There being no other business the meeting closed at 8.40 pm.

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JUNE 2008

Meeting of Cutcombe Parish Council held on Tuesday 17th June 2008 at 7.30 pm (or as soon thereafter as public questions and statements are concluded) at the Moorland Hall

Questions and statements from parishioners will be taken at 7.30 pm prompt, before the parish council meeting begins, for a maximum of 15 minutes.

AGENDA
1    Apologies for absence
2    Declarations of interest
3    To approve the minutes of the meetings held on 20th March 2008, and any matters arising.
4    Planning Applications and related business
4.1      Planning Applications
            GDO 08/12 Oaktrow Farm, Timberscombe: Agricultural prior notification in respect of erection of general purpose agricultural/livestock building (324 sq m)
4.2      To note ENP decisions on previous applications
4.3      Any other planning matters
5    To consider highways and transport matters,
       and related items
        5.1    The Luckwell Bridge Triangle Improvement Scheme
        5.2    Any other highways matters
6    Presentation by Rachel Hayes, Tour of Britain 2008
7    Snowdrop Valley: Sustainable Development Fund Grant
8    Parish Plan, where now?
9    Finance
  9.1    To consider grants under section 137 Grants: Clowns, Age Concern
  9.2    To consider and, if approved pay, an invoice from the Moorland Hall and Recreation Ground in the sum of £51.50 for room hire
  9.3    To resolve to pay the first half of the agreed annual sum in support of the Burial Ground 2008/09 (£250)
  9.4    To consider and, if approved, pay the Clerk’s quarterly salary in the sum of £451.24
  9.5    To consider and, if approved, pay the Clerk’s quarterly expenses in the sum of £144.07.
10  Correspondence and meetings
10.1    Clerk’s report on correspondence received
10.2    Clerk’s report on meetings attended
10.3    Councillors’ reports on correspondence received
10.4    Councillors’ reports on meetings attended
11  Items for the next Agenda

     
Minutes of the Meeting held at 7.30pm on Tuesday 17th June 2008 at the Moorland Hall
Councillors Roger Webber, Linda Atkins, Eric Clarbull, Maria Davies, John Davis, Tim Gardner and Susie Sanders were present as was County Councillor John Edwards and two parishioners.
114.1  County Councillor John Edwards had sent a message that he would be late. There were no other apologies for absence.
114.2  There were no Declarations of Interest.     
114.3  The minutes of the meeting held on 20th May 2008 were approved and signed by the Chairman as a true record. Matters Arising: 112.8: the Clerk read out an e-mail from Andy Mallinson, Somerset Waste Partnership: she agreed to follow this up and arrange a site meeting with SWP; 112.9: the Clerk read out a letter to BT protesting at the proposed removal of the payphone at Luckwell Bridge.
The minutes of the meeting held on 28th May 2008 were approved and signed by the Chairman as a true record. There were no matters arising.
114.4  114.4.1 GDO 08/12 Oaktrow Farm, Timberscombe: Agricultural prior notification in respect of erection of general purpose agricultural/livestock building (324 sq m): no objections were raised provided that the building is used for the purposes stated, in keeping with its surroundings, compliant with all regulations, suitable materials used and that there is a genuine need for the building as this farm has already been split meaning a doubling up of farm buildings.
114.4.2 There were no ENP decisions on previous applications to report.
114.4.3 There were no other planning matters for discussion.
114.5  114.5.1 Luckwell Bridge Triangle Improvement Scheme: Cllr Sanders reported on progress and liaison with the contractor and Highways.
114.5.2 B3224: Broken Bend sign after Brendon Hill on left towards Taunton; dangerous culvert at Holcombe Water Farm: to be reported.
114.6  Tour of Britain 2008: Rachel Hayes apologized, to be invited to July meeting: the route has changed this year so Wheddon Cross should not expect as many visitors as last year.
114.7  The Clerk read out a letter from ENPA setting out terms and conditions of the Sustainable Development Fund Grant which were debated. It was resolved that the Clerk write to ENPA in order to clarify some of the points: she will report back to Council. She is also to arrange a meeting with a view to planning Snowdrop Valley Park and Ride Scheme 2009.
114.8  It was agreed to publicise the Parish Plan at the Fete in August with a view to taking this forward in the Autumn if enough support is forthcoming.
114.9  114.9.1 Two letters requesting support by way of grants under Section 137 had been received. It was resolved to give a grant of £50 each to
114.9.2 It was resolved to pay an invoice for room hire from the Moorland Hall and Recreation Ground in the sum of £51.50.
114.9.3 It was resolved to pay the first half of the agreed annual sum in support of the Burial Ground in the sum of £250.
114.9.4 It was resolved to pay the Clerk’s quarterly salary in the sum of £451.24.
114.9.5 It was resolved to pay the Clerk’s quarterly expenses in the sum of £144.07.
114.10 114.10.1 The Clerk had circulated a list of correspondence received prior to the meeting, which items were noted including the Somerset Local Initiatives Budget for Somerset County Councillors (deadline for funding bids 28/11/08), Parish Walkabout by the local constabulary.
114.11.2 The Clerk and Cllrs Atkins and Webber reported on a meeting of the Exmoor Consultative and Parish Forum. It was noted that ENPA had not received a reply to their letter regarding Post Office closures (neither had Cutcombe Parish): the Clerk to write a letter of protest.
114.11.3 Cllrs had no correspondence to report.
114.11.4 Cllr Davis reported on a meeting of the Standards Board: he will attend the Exmoor Panel meeting on 26th June. Cllr Clarbull reported on the SALC meeting at Bicknoller. Cllr Davies had attended the Ironman event at Wimbleball Lake.        
The next meeting of Cutcombe Parish Council will take place on Tuesday 15th July at 7.30 pm in the Moorland Hall. There being no other business the meeting closed at 9.30 pm.

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JULY 2008

Meeting of Cutcombe Parish Council to be held on Tuesday 15th July 2008 at 7.30 pm (or as soon thereafter as public questions and statements are concluded) at the Moorland Hall

Questions and statements from parishioners will be taken at 7.30 pm prompt, before the parish council meeting begins, for a maximum of 15 minutes.

AGENDA
1    Apologies for absence
2    Declarations of interest
3    To approve the minutes of the meetings held on 16th June 2008 and any matters arising.
4    Planning Applications and related business
4.1      Planning Applications:
            4.1.1 6/8/08/105 Conversion of former Methodist chapel to 2 bedroom local needs dwelling, Wheddon Cross
            4.1.2 6/8/08/106 Raleigh Manor, Wheddon Cross: Demolition of existing double garage and erection of new double garage and store rooms (amendment to planning permission 6/8/08/102)
4.2      To note ENP decisions on previous applications
4.3      Any other planning matters
5    To consider highways and transport matters,
       and related items
        5.1    The Luckwell Bridge Triangle Improvement Scheme
        5.2    Any other highways matters
6    Presentation by Rachel Hayes, Tour of Britain 2008
7    Update on events to be held at the Recreation Ground
8    Local Initiatives Budget
9    Councillor Webber to report on District Matters
10   Update on BT’s proposed removal of payphone at
  Luckwell Bridge
11  Update on Snowdrop Valley Park and Ride Scheme
12  Annual Review of Asset Register
13  Finance
  13.1  To agree to pay, retrospectively, an invoice for EDF Energy in the sum of £96.20 for electricity at the Wheddon Cross toilets
14  Correspondence and meetings
14.1    Clerk’s report on correspondence received
14.2    Clerk’s report on meetings attended
14.3    Councillors’ reports on correspondence received
14.4  Councillors’ reports on meetings attended
15 Items for the next Agenda

Minutes of the Meeting held at 7.30pm on Tuesday 15th July 2008 at the Moorland Hall

Councillors Roger Webber, Linda Atkins, Eric Clarbull, Maria Davies, John Davis and Tim Gardner were present as were four parishioners.
115.1  Cllr Susie Sanders and Co Cllr John Edwards.
115.2  Cllr Webber expressed a prejudicial interest in 4.1 as the next door neighbour of the applicant: he spoke as a member of the public but left the room for the discussion and the vote on this item; Cllr Gardner expressed a personal interest in item 11 but as no contracts were to be discussed or votes to be taken he remained in the room for the Clerk’s update.          
115.3  The minutes of the meeting held on 17th June 2008 were approved and signed by the Chairman as a true record. Matters Arising: 113.3.112.8: Cllr Atkins to progress problems with kerbside collections at Putham with Adrian Dyer from WSDC; 114.8: the Clerk asked if a stall and display board could be available on the day of the Fete in order to publicise the Parish Plan: she will obtain display materials.
115.4  115.4.1 Planning Applications: 6/8/08/105: Conversion of former Methodist Chapel to 2 bedroom local needs dwelling, Wheddon Cross: whilst mindful of the applicant’s attention to its comments re earlier application (6/8/08/103) in respect of the new chimney and leaded lights, Council felt unable to support this application as car parking had not been satisfactorily addressed. 6/8/08/106: Raleigh Manor, Wheddon Cross: Demolition of existing double garage and erection of new double garage and store rooms (amendment to 6/8/08/102): no objections.
            115.4.2 The following applications had been withdrawn: 6/08/05/113 (Cutcombe Market) and 6/8/08/104: Putham Farm.
            115.4.3 The Clerk reported she had not had a reply from ENPA re extension at Snifwells, Luckwell Bridge.
115.5  115.5.1 Luckwell Bridge Triangle Improvement Scheme: Cllr Sanders had sent in a report: the improvements to commence mid-August; grant application for new noticeboard shortly to be submitted; Somerset County Bridge Inspector to come to a Parish Council meeting in the near future.
            115.5.2 Cllr Atkins agreed to follow up pothole problems; it was noted that the tarring and chipping in the village scheduled for mid-July had not yet taken place.
115.6  Tour of Britain 2008: Rachel Hayes gave a short summary of the Tour of Britain 2008, left some leaflets, showed a DVD of 2007 and answered questions. Traffic concerns particularly re the Wheddon Cross crossroads and surrounds to be fed back to the organizers.
115.7  Cllr Clarbull as Chairman of the Village Hall Committee reported on events to take place at Wheddon Cross: the Exmoor Explorer (August 3rd 2008); Rotary Club Walk of Exmoor (April 2009); Start Trek Walk (end Feb/beg March 2009). On behalf of Council Cllr Webber gave thanks to the Moorland Hall Committee for their hard work in ensuring that the hall was well used and kept to a very high standard.
115.8  It was resolved to form a Working Party (Cllrs Clarbull, Webber, Davis and 2 parishioners present) in order to formulate a bid to the Local Initiatives Budget: first meeting to be arranged asap and report back to Council.
115.9  Cllr Webber reported on District Council matters including: the Parish Lengthsman Scheme (to go ahead); delay in occupation of the new Council offices; cessation of the Local Amenity Grant; closure of Aquasplash and commitment to work towards a new swimming pool and the resignation of Cllr Dudley Searle.
115.10 The Clerk reported that a letter had been sent to ENPA to be incorporated into their submission to BT to object to the proposed removal of payphones within the Exmoor National Park.
115.11 The agreement with ENPA re submission to the SDF for funding for the Snowdrop Valley Park and Ride Scheme 2008 onwards had now been finalized and the grant money should be received shortly. A meeting to organize 2009 scheme was needed asap.
115.12  The Asset Register was reviewed: the Clerk to check financial regulations before final figures are agreed in August. The Clerk circulated copies of Council’s Risk Assessment (excluding those for Snowdrop Valley) so that this can be debated and updated at the August meeting.
115.13  115.13.1 It was resolved to pay, retrospectively, a bill from EDF Energy for electricity at the Wheddon Cross toilets in the sum of £96.20.
115.14 115.14.1 The Clerk had circulated a list of correspondence received prior to the meeting, which items were noted including ENPA’s consultation re the options for future development at Blackpitts; a letter from Jeremy Browne, MP, acknowledging Cutcombe’s letter re proposed removal of payphones in the ENP and Somerset County Council’s Chairman’s Award for Service to the Community 2008 and a list of documents relating to Cutcombe held at the Somerset Archive office.
            115.14.2 The Clerk had no meetings attended to report.
            115.11.3 Cllrs had no correspondence to report.
            115.11.4 Cllrs Webber and Clarbull reported on a meeting at Wheddon Cross re Neighbourhood Policing; Cllr Davis reported on a meeting of the Standards Board. 
The next meeting of Cutcombe Parish Council will take place on Tuesday 19th August at 7.30 pm in the Moorland Hall. There being no other business the meeting closed at 9.15 pm.

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AUGUST 2008

Meeting of Cutcombe Parish Council to be held on Wednesday 6th August 2008 at 7.30 pm (or as soon thereafter as public questions and statements are concluded) at the Moorland Hall

Questions and statements from parishioners will be taken at 7.30 pm prompt, before the parish council meeting begins, for a maximum of 15 minutes.

AGENDA
1    Apologies for absence
2    Declarations of interest
3    Planning Applications
4.1      Planning Applications:
6/8/08/107 Cutcombe Market, Wheddon Cross: Outline application for the erection of two blocks of business buildings (B1) of 418 and
241.5 sq m with associated access, works and car parking
6/8/08/108 Cutcombe Market, Wheddon Cross: Outline application for the erection of a business building (B1) of 450 sq m and associated access, works and car parking
6/8/08/109 Cutcombe Market, Wheddon Cross: Redevelopment of Cutcombe market to include replacement market building of 649 sq m and caonopy of 110 sq m, pens, access road, parking and related works. Erection of 24 no. residential units including car parking, access roads and garaging. Conversion and extension of site office to create 1 no. residential unit and curtilage.

   
Minutes of the Meeting held at 7.30pm on Wednesday 6th August 2008 at the Moorland Hall

Councillors Roger Webber, Linda Atkins, Eric Clarbull, Maria Davies,John Davis, Tim Gardner and Susie Sanders were present as were County Councillor John Edwards and four parishioners.
Public question time was extended due to the nature and complexity of the applications to be discussed.
116.1  There were no apologies for absence.
116.2  Cllr Gardner expressed a prejudicial interest as he owns a business opposite to, and lives opposite to, the proposed development. He left the meeting. Cllr Webber expressed a personal interest as he has a small shareholding (less than 1%) in Exmoor Farmers Ltd. Cllrs Davies and Clarbull expressed a personal interest as they can see the market from
their respective homes. Cllr Sanders expressed a personal interest as a user of the market.
116.3  116.3.1 6/8/08/107 Cutcombe Market, Wheddon Cross: Outline application for the erection of two blocks of business buildings (B1) of 418 and 241.5 sq m with associated access, works and car parking
            116.3.2 6/8/08/108 Cutcombe Market, Wheddon Cross: Outline application for the erection of a business building (B1) of 450 sq m and associated access, works and car parking
            116.3.3 6/8/08/109 Cutcombe Market, Wheddon Cross: Redevelopment of Cutcombe market to include replacement market building of 649 sq m and caonopy of 110 sq m, pens, access road, parking and related works. Erection of 24 no. residential units including car parking, access roads and garaging. Conversion and extension of site office to create 1 no. residential unit and curtilage.

As the three applications are linked a general debate and discussion ensued and the following points were raised:

Viability of the market and its future    

It was agreed that there could be benefits in meeting with ENPA officers and Highways: such meetings to be set up as soon as practicable before Council gives its full and final comments with regard to these applications, hence no vote was taken at this meeting. There being no other business the meeting closed at 9.50 pm. The next meeting of Cutcombe Parish Council will take place on Tuesday 19th August at 7.30 pm in the Moorland Hall.

Meeting of Cutcombe Parish Council to be held on Tuesday 19th August 2008 at 7.30 pm (or as soon thereafter as public questions and statements are concluded) at the Moorland Hall

Questions and statements from parishioners will be taken at 7.30 pm prompt, before the parish council meeting begins, for a maximum of 15 minutes.

AGENDA
1    Apologies for absence
2    Declarations of interest
3    To approve the minutes of the meetings held on 15th July 2008 and 6th August and any matters arising.
4    Planning Applications and related business
4.1      Planning Applications
4.2      To note ENP decisions on previous applications
4.3      Any other planning matters
5    To consider highways and transport matters, and related items
        5.1    Luckwell Bridge: update on the Triangle Improvement Scheme
and Presentation by Peter Radford, Somerset County’s Bridge Manager.
        5.2    Any other highways matters
6     Update on Recycling Bins & Kerbside Collections
7    Update of Council’s Risk Assessment
8    Finance
  8.1    Quarterly report of the Finance Working Party.
  8.2    To note the external auditor’s report on the accounts 2007/08
  8.3    To consider and, if approved pay, the invoice from Moore Stephens in the sum of £334.88 for auditing the annual accounts
  8.4                To consider and, if approved, pay, expenses for Sally Webber in relation to the Snowdrop Valley Park and Ride Scheme 2008 in the sum of £48.16
9    Correspondence and meetings
9.1      Clerk’s report on correspondence received
9.2      Clerk’s report on meetings attended
9.3      Councillors’ reports on correspondence received
9.4      Councillors’ reports on meetings attended
10  Items for the next Agenda

Minutes of the Meeting held at 7.30pm on Tuesday 19th August 2008 at the Moorland Hall

Councillors Roger Webber, Linda Atkins, Eric Clarbull, Maria Davies,
John Davis, Susie Sanders and Tim Gardner were present as were County Councillor John Edwards, WPCSO Sue Hurley, PC Mark Curran, Peter Radford (Somerset County’s Bridge Manager) and six parishioners.
Before the opening of the meeting WPCSO Sue Hurley introduced PC Mark Curran who is now our local beat officer and is new to the area.
117.1  There were no apologies for absence.
117.2  There were no declarations of interest.
117.3  The minutes of the meeting held on 15th July 2008 were approved and signed by the Chairman as a true record. Matters Arising: 115.12: Asset Register: the Clerk reported her research into the basis of the figures and Council resolved to make no changes to the figures agreed in July 2007, there being no additions or deletions over the past year. The minutes of the meeting held on 6th August 2008 were approved and signed by the Chairman as a true record.
117.4  117.4.1 Planning Applications: none for discussion.
            117.4.2.1 The Clerk reported a response from ENPA re the extension of Snifwells which relates to the implementation of a 1989 permission.
            117.4.2.2  Planning Reports: 6/8/08/101: construction of a local needs affordable dwelling and garage (Mr & Mrs J Davis, site adjacent to Carrick, Higher Park Lane): granted; 6/8/08/102: Raleigh Manor, demolition of existing double garage and erection of new double garage and storerooms: granted; 6/8/08/103: conversion of The Chapel, Wheddon Cross to two bedroom local needs dwelling: withdrawn; 6/8/07/111: Reserved Matters details for the construction of a local needs affordable dwelling and garage (Mrs D Brace, site adjacent to Carrick, Higher Park Lane): granted.
117.5  117.5.1 Luckwell Bridge: Peter Radford gave an informative presentation regarding the bridge, past present and future: the Clerk requested a copy for Parish records. Concern was expressed about not putting in a continency plan in case the bridge should fail and the Clerk was asked to convey this concern to County. Triangle Improvement Scheme:
Cllr Sanders reported that she now had the noticeboard quotes and work at The Triangle would commence shortly.
            117.5.2 The Clerk was requested to contact Highways regarding questions about the quality of the recent resurfacing in Cutcombe and the covering up of a stop cock cover near The Firs.
117.6  Cllr Atkins reported on her communications to date with WSDC who are looking into options surrounding rubbish collections from Putham residents. A letter from Worzells regarding rubbish collection problems was also reported to Council.

117.7  After a short debate it was resolved to update the July 2007 Risk Assessment document with regard to points 1, 4, 5, 8, 9, 13 and 14.
117.8  117.8.1 The Finance Working Party had met with the Responsible Finance Officer at the end of the second quarter of the current financial year and were satisfied with the record keeping and procedures in place.
            117.8.2 The report of the External Auditor on the 2007/08 accounts
was noted.
            117.8.3 It was resolved to pay the invoice from Moore Stephens in the sum of £334.88 for auditing the annual accounts. Council wished it be noted that it felt the charge to be excessive given the size of the Parish.
            117.8.4 It was resolved to pay the sum of £48.16 to Mrs Sally Parish being expenses incurred in relation to the Snowdrop Valley Park and Ride Scheme 2008.
117.9 117.9.1 The Clerk had circulated a list of correspondence received prior to the meeting, which items were noted including: WSDC asking for support re the banning of helium balloon releases; the Parish and Town Council Communications Survey 2008; Homefinder Somerset Update.
            117.9.2 The Clerk reported that she had attended a meeting to start organizing the Snowdrop Valley Park and Ride Scheme 2009 which will run from 31st January to 22nd February. It was resolved to again appoint Mrs Sally Parish to co-ordinate the scheme. The Clerk was asked to draw up an agreement with Mrs Parish for Council’s consideration and to investigate PAYE options and Employer’s Insurance.
            117.9.3 Cllr Gardner reported that a formal agreement had now been made for the retention of the Wheddon Cross Post Office, subject to a new 6 week consultation. It is possible that the current opening hours will be extended.
            117.9.4 Cllrs Webber and Clarbull had attended the Snowdrop Valley 2009 meeting; Cllr Davis reported on a meeting of the Standards Board which he had attended on 12th August. Cllr Webber reported that the Working Party to look into a bid to the Local Initiatives Budget had met and three schemes were considered. It was resolved to support the Working Party in preparing a bid for funding the Drama Group and a Rebound Wall in the Recreation Ground.

The next meeting of Cutcombe Parish Council will take place on Monday 1st September (Cutcombe Market Planning Applications only) and then on Tuesday 16th September, both at 7.30 pm in the Moorland Hall. There being no other business the meeting closed at 10 pm.

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SEPTEMBER 2008

Meeting of Cutcombe Parish Council to be held on Monday 1st September 2008 at 7.30 pm (or as soon thereafter as public questions and statements are concluded) at the Moorland Hall

Questions and statements from parishioners will be taken at 7.30 pm prompt, before the parish council meeting begins, for a maximum of 15 minutes.

AGENDA
1    Apologies for absence
2    Declarations of interest
3    Planning Applications
4.1      Planning Applications:
6/8/08/107 Cutcombe Market, Wheddon Cross: Outline application for the erection of two blocks of business buildings (B1) of 418 and
241.5 sq m with associated access, works and car parking
6/8/08/108 Cutcombe Market, Wheddon Cross: Outline application for the erection of a business building (B1) of 450 sq m and associated access, works and car parking
6/8/08/109 Cutcombe Market, Wheddon Cross: Redevelopment of Cutcombe market to include replacement market building of 649 sq m and caonopy of 110 sq m, pens, access road, parking and related works. Erection of 24 no. residential units including car parking, access roads and garaging. Conversion and extension of site office to create 1 no. residential unit and curtilage.

  
Minutes of the Meeting held at 7.30pm on Monday 1st September 2008 at the Moorland Hall

Councillors Roger Webber, Linda Atkins, Eric Clarbull, Maria Davies and John Davis were present as were County Councillor John Edwards and eleven members of the public.
Public question time was extended due to the nature and complexity of the applications to be discussed.
118.1  Apologies for absence were received from Cllrs Gardner and Sanders.
118.2  Cllr Webber expressed a personal interest as he has a small shareholding (less than 1%) in Exmoor Farmers Ltd. Cllrs Davies and Clarbull expressed a personal interest as they can see the market from
their respective homes.
118.3  118.3.1 6/8/08/107 Cutcombe Market, Wheddon Cross: Outline application for the erection of two blocks of business buildings (B1) of 418 and 241.5 sq m with associated access, works and car parking
            118.3.2 6/8/08/108 Cutcombe Market, Wheddon Cross: Outline application for the erection of a business building (B1) of 450 sq m and associated access, works and car parking
            118.3.3 6/8/08/109 Cutcombe Market, Wheddon Cross: Redevelopment of Cutcombe market to include replacement market building of 649 sq m and caonopy of 110 sq m, pens, access road, parking and related works. Erection of 24 no. residential units including car parking, access roads and garaging. Conversion and extension of site office to create 1 no. residential unit and curtilage.

The approved minutes of 6th August when the 3 applications were also discussed by Council were used as a guide to the issues on which Councillors had expressed concerns, in conjunction with answers to the questions raised from the Rural Housing Enabler, David Wyborn (ENPA Chief Planning Officer) and James Copp (Somerset Highways). It should be noted that these answers were given without prejudice to the debate and decisions on the applications which will take place when they come before ENPA Planning Committee.

Areas of concern and comments raised by members of the public at the meetings which were noted by Council:

All who commented were in favour of the continuation of a market at
Wheddon Cross. Exmoor Farmers has always had good working relations, and co-operated with, the community, for example in allowing parking on the market site when the Snowdrop Valley Park and Ride Scheme is in operation.

Concern was expressed:

Support was expressed:

Cutcombe Parish Council voted by a majority of 4 to 1 in support of the three planning applications being considered, but would like to express concerns and comment as follows. For convenience the three applications have been linked together under headings.

Viability of the market and its future

Housing

Highways, traffic and parking issues

Business Units

It was agreed that the Clerk forward these minutes, after approval by Council, to ENPA as its comments on the three planning applications under consideration. There being no other business the meeting closed at 9.30 pm. The next meeting of Cutcombe Parish Council will take place on Tuesday 16th September at
7.30 pm in the Moorland Hall.

Meeting of Cutcombe Parish Council to be held on Tuesday 16th September 2008 at 7.30 pm (or as soon thereafter as public questions and statements are concluded) at the Moorland Hall

Questions and statements from parishioners will be taken at 7.30 pm prompt, before the parish council meeting begins, for a maximum of 15 minutes.

AGENDA
1    Apologies for absence
2    Declarations of interest
3    To approve the minutes of the meetings held on 19th August 2008 and 1st September 2008 and any matters arising.
4    Planning Applications and related business
  4.1    Planning Applications:
            6/8/08/105 Conversion of former Methodist chapel to 2-bedrom local needs dwelling. As per amended plan 20.08.2008.
6/8/08/110 Raleigh Manor, Wheddon Cross: demolition of
existing conservatory and replacement with new timber-
framed conservatory
6/8/08/111 Garage House, Wheddon Cross: retention of summerhouse (retrospective)
  4.2    To note ENP decisions on previous applications
  4.3    Any other planning matters
5    To consider highways and transport matters, and related items
        5.1    Luckwell Bridge: update on the Triangle Improvement Scheme
        5.2    Any other highways matters
6     Update on Recycling Bins & Kerbside Collections
7     Snowdrop Valley Park and Ride Scheme 2009: update
8     BT Payphone at Luckwell Bridge
9   Finance
  9.1    To consider and, if approved pay the Clerk’s quarterly expenses in the sum of £119.95.
  9.2    To consider and, if approved, pay the Clerk’s quarterly salary in the sum of £451.24
  9.3    To consider and, if approved, pay an invoice from Wessex Water for the Wheddon Cross toilets in the sum of £870.02.

10  Correspondence and meetings
  10.1  Clerk’s report on correspondence received
10.2    Clerk’s report on meetings attended
10.3    Councillors’ reports on correspondence received
10.4    Councillors’ reports on meetings attended

11  Items for the next Agenda

     
Minutes of the Meeting held at 7.30pm on Tuesday 16th September 2008 at the Moorland Hall

Councillors Linda Atkins (Chairman), John Davis, Susie Sanders and Tim Gardner were present as was one parishioner, Mrs Sally Parish.

119.1  Apologies were accepted from Cllrs Roger Webber and Eric Clarbull, Maria Davies and County Councillor John Edwards.
119.2  Declarations of interest: Cllr Gardner declared a prejudicial interest in Item 4.1 Planning Application 6/8/08/111 and left the room for the discussion and the vote; a personal interest in Item 6 as his property adjoins the recycling bins and Item 11 as he was the bus operator for the Snowdrop Valley Park and Ride in 2008 and may tender for the 2009 contract.
119.3  The minutes of the meeting held on 19th August 2008 were approved and signed by the Chairman as a true record. There were no matters arising. The minutes of the meeting held on 1st September 2008 were approved and signed by the Chairman as a true record. Matters arising: a letter was read out signed by the Chairman and Vice-Chairman which accompanied Council’s comments on the 3 planning applications discussed; Cllr Davis reported on conversations with the Rural Housing Enabler and Magna Housing with regard to the proposed shared ownership and rented houses at a meeting of the Exmoor Panel.
119.4  119.4.1 Planning Applications:
            6/8/08/105 Conversion of former Methodist chapel to 2-bedroom local needs dwelling as per amended plan 20.08.2008: after a debate Council resolved that despite the amended plan earlier comments regarding this application still stand; no objections to the conversion of the Chapel for a local needs affordable dwelling and the changes which the applicant has made to the plans in the light of previous comments, including the provision of car parking and turning, make for a much improved scheme. Council supported the application but recognize that there are still unresolved issues relating to the scheme which need to be addressed.
            6/8/08/110 Raleigh Manor, demolition of existing conservatory and replacement with new timber-framed conservatory: Council resolved to support this application, no objections being raised, and expressed surprise that a planning application was necessary as it involved replacement of like-for-like.

6/8/08/111 Garage House, retention of summerhouse (retrospective): Council resolved to support this application, no objections being raised.
           119.4.2 There were no ENPA decisions received on previous applications.

119.5  119.5.1 Luckwell Bridge: CJ Lynch are currently applying for the requisite licences to commence work at the triangle: should be started in 3 or 4
weeks’ time. The Clerk was asked to pursue the matter of blocked drains at Luckwell Bridge.

            119.5.2 Cllr Atkins reported that she had written to Highways regarding the quality of the tarmacing and top dressing recently carried out.  The Clerk is to follow up on a letter from Western Power regarding a light in the pub car park. The Clerk reported that two motor vehicle trials are planned: The  Neil Westcott Memorial Trial (30/11/08) and the Exmoor Clouds Trial (19/10/08) and was asked to request further details as well as enquire if the Exford bus route is now going through the R&B car park and why the 400 route sometimes stops at the Garage House rather than the bus stop.
119.6    Cllr Atkins reported on her communications to date with WSDC regarding problems with refuse collections: they are looking at the possibility of assisted collections. The Clerk to request an Agenda item for the next meeting of the Exmoor Panel to see if other parishes are having similar problems with refuse collections via privately owned roads.
119.7  Mrs Sally Parish reported on her progress in organizing the Snowdrop Valley Park and Ride Scheme 2009 to date including: website, leaflet, publicity, road closure, updating of ENPA trailer and liaison with Badgworthy Land Company, Exmoor Farmers and helpers. Finances: Council resolved to purchase 3 additional road closure signs at a cost of £64.35 each inc. VAT and 3 additional information signs at a cost of £386.10 in total to match in with the existing signage. It was resolved to pay Mrs Parish at a rate of £9 per hour up to a maximum of 70 hours for organizing the scheme, together with reasonable expenses incurred, any additional hours to be referred back to Council for prior agreement (all monies to come from Snowdrop Valley grant funding).
119.8  The Clerk reported that no decision on the possible removal of the payphone at Luckwell Bridge had been received. Correspondence had been received re the Adopt a Kiosk (deadline for applications 01/10/08) and Sponsor a Kiosk schemes. It was agreed that the Sponsor a Kiosk scheme is too expensive and that the Clerk write to ENPA and WSDC reiterating that the payphone be retained as an essential facility.
119.9 119.9.1 It was resolved to pay the Clerk’s quarterly expenses in the sum of £119.95.

OCTOBER 2008

The next meeting of Cutcombe Parish Council will take place on Tuesday 21st October at 7.30 pm in the Moorland Hall. There being no other business the meeting closed at 9.25 pm.

A Meeting of Cutcombe Parish Council to be held on Tuesday 21st October 2008 at 7.30 pm (or as soon thereafter as public questions and statements are concluded) at the Moorland Hall

AGENDA

4       Planning Applications and related business
4.1       No planning applications for consideration
4.2       To note ENP decisions on previous applications
4.3       Update on Cutcombe Market applications
5       To consider highways and transport matters and related items  
6       To ratify new Risk Assessment Document
7       Finance
            7.1  Quarterly report of the Finance Sub-Committee
            7.2  Half-yearly report of the Internal Auditor
            7.3 To consider and, if approved, pay an invoice from EDF Energy in the sum of £116.46 in respect of Wheddon Cross toilets.
            7.4 To consider and, if approved, pay an invoice from the Moorland Hall & Recreation Ground in the sum of £55.50 for room hire for meetings.
8         To consider the present position regarding a proposed Parish Plan
9       Items for the Agenda for the Exmoor Consultative and Parish Forum Meeting, Wednesday 19/11/08 at 10.30 am, Exmoor House, Dulverton
10     Update from the Local Initiatives Budget Working Party
11     Correspondence and meetings
11.1    Clerk’s report on correspondence received
11.2    Clerk’s report on meetings attended
11.3    Councillors’ reports on correspondence received
11.4    Councillors’ reports on meetings attended

12     Any other business including items for the next Agenda

       
Minutes of the Meeting held at 7.30pm on Tuesday 21st October 2008 at the Moorland Hall

Councillors Linda Atkins (Chairman), Eric Clarbull, Maria Davies, John Davis, Susie Sanders and Tim Gardner were present as was
County Councillor John Edwards.
120.1  An apology of absence was accepted from Cllr Roger Webber who joined the meeting later at 8.45 pm.
120.2  There were no declarations of interest but Cllrs Atkins, Davies and Webber declared a personal interest in item 120.11.4 as patients of the Dulverton doctors’ practice.
120.3  The minutes of the meeting held on 16th September 2008 were approved and signed by the Chairman as a true record with one amendment:
Cllr Maria Davies had not been present but had sent an apology. Matters Arising: 119.5.2: the Clerk had written to WSDC regarding the light in the Wheddon Cross car park but had not yet received a reply; maps had now been received from ENPA regarding the two motor trials; 119.6: the Clerk reported that the matter of refuse collection had been put on the Agenda for the next Exmoor Panel meeting; Cllr Atkins reported that the residents at Putham who are having problems are writing to Somerset Waste in order to request assisted collections; 119.7: Snowdrop Valley Park and Ride Scheme: the Clerk circulated minutes of the meeting of the Steering Group held on 14th October; 119.8: the Clerk reported that she had written to ENPA regarding the payphone at Luckwell Bridge but not yet received a reply.
120.4  120.4.1 Planning Applications: no new applications for discussion, but a notice of .an amended plan 2/10/08 had been received regarding 6/8/08/108 Outline Application for the erection of a business building (B1) of 450 sq m and associated access, works and car parking at Cutcombe Market. Council was pleased to note the reduction in eaves height.
            120.4.2 GDO 08/10 Edbrooke Farm, track: permitted development in the interests of amenity; GDO 08/12 Oaktrow Farm, livestock/storage building: prior approval not required.
120.4.3 An Analysis of Housing Needs, from updated Surveys in Cutcombe and Exford by the Rural Housing Enabler was circulated to Council. The site visit by ENPA Planning Committee was debated and found to have been helpful.
120.5  120.5.1 Luckwell Bridge: Cllr Sanders reported that work had begun on the Triangle Improvement Scheme, Co Cllr Edwards to follow up the slow signs which have not been done; a temporary road closure at Dunster for one week starting 27/10/08 was noted; Cllr Atkins reported that she had been in touch with Highways regarding the poor state of tarmacing in the Parish and problems on Drapers Way: a meeting to be arranged.
120.6  Council resolved to adopt the updated Risk Assessment document and noted the internal auditor’s comments regarding proiritising risks and regular updates.
120.7  120.7.1 Cllr Gardner gave the quarterly report of the Finance Sub-Committee.
            120.7.2 The Clerk read out an e-mail from the Internal Auditor which reported that Council’s financial affairs are in good order.
            120.7.3 It was resolved to pay an invoice for £116.46 from EDF Energy in respect of electricity at Wheddon Cross toilets.
            120.7.4 It was resolved to pay an invoice for £55.50 from the Moorland Hall & Recreation Ground Committee in respect of room hire.
120.8  After a short debate the Clerk was asked to prepare a notice for the Parish magazine and the noticeboard informing the Parish that the funding would have to be returned if no support could be obtained for the Parish Plan.
120.9 The Clerk was asked to put three items on the Agenda for the next Exmoor Consultative and Parish Forum regarding the removal of payphones, doctors no longer being able to dispense prescribed medicines and whether there were likely to be any changes in planning rules regarding the use of animals within the National Park.
120.10   Co Cllr Edwards reported that there were sufficient applications for funding to the Local Initiatives Board at the present time; it was agreed that Cutcombe would defer any application until next year.
120.11 120.11.1 A list of correspondence received had been circulated prior to the meeting including Code of Conduct training dates: the Clerk to arrange for Councillors to attend.
            120.11.2 The Clerk had attended the site meeting relating to Cutcombe Market as had Council with the exception of Cllr Webber due to a declaration of interest.
            120.11.3 There were no Councillors’ reports on correspondence received.
            120.11.4 Cllr Webber reported on a meetings regarding housing and the pre-school; Cllr Davis reported on a meeting of the Standards Committee on 14th October; Cllr Clarbull reported on the ENPA Planning Committee meeting regarding the conversion of the Methodist Chapel; Cllr Atkins reported on a meeting of the Dulverton Patient Group on 15th October and follow up notices which had been sent out regarding options available to all in the practice concerning the future of doctors dispensing medicines; she also reported that the new surgery should be up and running by March 2009.

The next meeting of Cutcombe Parish Council will take place on Tuesday
18th November at 7.30 pm in the Moorland Hall. There being no other business the meeting closed at 9.30 pm.

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NOVEMBER 2008

Meeting of Cutcombe Parish Council to be held on Tuesday 18th November 2008 at 7.30 pm (or as soon thereafter as public questions and statements are concluded) at the Moorland Hall

AGENDA

4       Planning Applications and related business
4.1       No planning applications for consideration
4.2       To note ENP decisions on previous applications
4.3       Any other planning matters
5       To consider highways and transport matters and related items  
6       Refuse collection and the recycling bins at the car park
7       To consider and, if approved, adopt the Model Publication Scheme (NALC L19-08)
8       Finance
            8.1  To consider the Finance Working Party’s proposals and agree a draft budget for 2009/10.
            8.2  To consider and, if approved pay, an invoice from Colin Stevenson, internal auditor, in the sum of £40 for services 2008/09
            8.3 To consider and, if approved pay the Royal British Legion the sum of £18 for the wreath placed at the War Memorial this month        
          8.4  To consider and, if approved pay, an invoice from the Moorland Hall and Recreation Ground in the sum of £65 for room hire
9       Correspondence and meetings
9.1       Clerk’s report on correspondence received
9.2       Clerk’s report on meetings attended
9.3       Councillors’ reports on correspondence received
9.4       Councillors’ reports on meetings attended
10     Any other business including items for the next Agenda

   
Minutes of the Meeting held at 7.30pm on Tuesday 18th November 2008 at the Moorland Hall

Councillors Roger Webber (Chairman), Linda Atkins, Eric Clarbull, Maria Davies,John Davis, Susie Sanders and Tim Gardner were present
as were two parishioners.
121.1  An apology of absence was accepted from County Cllr John Edwards
121.2  Cllr Clarbull declared a personal interest in item 8.4 as Chairman of the Moorland Hall & Rec Ground Committee: minuted.
121.3  The minutes of the meeting held on 21st October 2008 were approved and signed by the Chairman as a true record. Matters Arising: 119.7: The Snowdrop Valley Co-ordinator had obtained 3 new quotes relating to the printing of the 2009 leaflet in the light of Friday Print’s demise: Council resolved to accept Kampress’ quote (£199) as it was far below the others; 120.3: 119.5.2: the Clerk had progressed the matter of the light in the car park and no reply had been received: Cllr Webber to set up a meeting with WSDC and the Clerk re this and the toilet contract. 120.8: the Clerk had put a notice in the December Parish magazine regarding the Parish Plan and the Community Council for Somerset had been informed.
121.4  121.4.1 Planning Applications: none received.
            121.4.2 Cllr Webber reported that the new ENPA Planning Officer was David Green who had recently visited Cutcombe.
            121.4.3 6/8/08/111 Retention of summerhouse at The Garage House: granted; 6/8/08/110 Replacement conservatory at Raleigh Manor: granted.
121.5   121.5.1 Luckwell Bridge: Cllr Sanders reported that the work at Luckwell Bridge was waiting for Highways to patch the tarmac on the parking area [now high priority]; a grant of £500 had been received from Co Cllr Edwards’ budget towards a new noticeboard for which a letter of thanks would be written: it was resolved that the Clerk now order the new noticeboard from Greenbarnes Ltd at a cost of £826.97 + VAT, 2 quotes having been obtained a 3rd had not been forthcoming; Cllrs Webber and Sanders to obtain quotes for turfing the triangle; the Clerk read out
e-mails from Peter Radford (SCC’s Bridge Inspector) and Co Cllr John Edwards regarding an update on the bridge; the Slow Signs had now been placed on the road approaching Luckwell Bridge.
              121.5.2 Cllrs Atkins and Webber had met with Highways regarding the poor state of road repairs in Cutcombe and Drapers Way; Cllr Webber agreed to talk with Co Cllr Edwards to investigate how the Highways’ complaints procedure works and report back; potholes now need repairing at the Crossroads (Exmoor House); the Clerk agreed to progress again the clearing of drains near Edbrooke Farm with ENPA; Cllr Webber had progressed the matter of concrete on the bridleway near Putham which had been carried out by a contractor with the consent of SCC at the expense and request of the landowner:  ENPA had now put in gratings at the drainage holes and Cllr Webber had requested that such items of work be brought to the attention of the Parish Council before commencement in the future.
121.6  Refuse: The extra wheelie bins at the car park had now been removed; Worzels now have a wheelie bin and can request an assisted collection if required as a large vehicle cannot access. Cllr Atkins had been in touch with Somerset Waste who are going to place a large communal refuse bin near Putham (December onwards when routes are reorganized). Council resolved to review the position of the recycling bins at the car park once local problems re kerbside collections are resolved.
121.7    It was resolved to adopt the Model Publication Scheme (NALC L19-08) unamended. The Clerk to put in place any requisite paperwork as required, costs for FOI Act requests to be discussed in December.
121.8  121.8.1 The draft budget as drawn up by the RFO and the Finance Working Party was debated. It was resolved to recommend that the precept for 2009/10 be lowered by £100 to £5,700 per annum. After consultation with the Parish this recommendation would be brought back to the December meeting for ratification.
            121.8.2 It was resolved to pay an invoice from Colin Stevenson, internal auditor, in the sum of £40.
            121.8.3 It was resolved to pay £18 to the Royal British Legion for the wreath laid at the War Memorial this month.
            121.8.4 It was resolved to pay an invoice for £65 from the Moorland Hall & Recreation Ground Committee in respect of room hire.
121.9 121.9.1 A list of correspondence received had been circulated prior to the meeting including details of the Exmoor Consultative and Parish Forum Meeting (19/11/08) and Support for Carers: notice on noticeboard.
            121.9.2 The Clerk had not attended any meetings.
            121.9.3 Cllr Sanders reported on the EFRA Agriculture Select Commitee Report “The Potential of England’s Rural Economy”.
            121.9.4 Cllr Webber reported on a meeting of the Local Action for Rural Communities Funding at Wiveliscombe; Cllrs Atkins, Davis and Webber reported on the Exmoor Panel meeting at which refuse collections issues had been debated as well as funding issues and the Parish Lengthsman Scheme; Cllr Sanders had attended Code of Conduct training

The next meeting of Cutcombe Parish Council will take place on Tuesday 9th December at 7.30 pm in the Moorland Hall. There being no other business the meeting closed at 8.50 pm.

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DECEMBER 2008

Meeting of Cutcombe Parish Council to be held on Tuesday 9th December 2008 at 7.30 pm (or as soon thereafter as public questions and statements are concluded) at the Moorland Hall

AGENDA