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2013 ARCHIVE

JANUARY 2013

Minutes of the Meeting held at 7.30pm on Tuesday 15th January 2013 at the Moorland Hall

Present: Councillors Roger Webber (Chairman), Linda Atkins, Eric Clarbull, John Davis, Tim Gardner; Marlene Allinson (Parish Clerk); WS District Cllr Stephen Pugsley, Somerset Co Cllr Frances Nicholson and two parishioners.

Public Question Time: Highways issue: water running through The Green from the Taunton Road: Cllrs Webber and Nicholson agreed to follow this up with Highways.

The Chairman said that he hoped everyone could move on from the issues created around Planning Application 6/15/12/107 and said that, at least for the time being, he would not chair any planning items at future Cutcombe Parish Council meetings: these will be chaired by the Vice-Chairman.

184.1  Apologies of Absence: None.

184.2  Declarations of Interest:   


Item No

Councillor

Nature

Reason

Action Taken

5.1

Webber

Prejudicial

Next door neigbour; Public perception of bias

Left the room for the discussion and the vote

10 and 11.4

Clarbull

Personal

Chairman of the Moorland Hall Committee

Minuted

184.3  Minutes: The minutes of the meeting held on 11th December 2012 were approved and signed by the Chairman after one amendment: insert sub-heading Resignation of Cllr Eric Norman between lines four and five of para 183.7. Matters Arising: None.
184.4  Request for a Dispensation: this was granted by the Clerk to enable all Parish Councillors present to vote on item 11.1 to set the Parish Precept.
184.5 184.5.1 Planning Application: 6/8/12/109 The Methodist Chapel: proposed erection of a garage/store: fully supported. It was noted that the design/construction are in keeping with the property and the environment. 184.5.2 The Clerk reported that 6/8/12/106, 107 and 108 Wheddon Cross Garage applications had been approved. 6/15/12/106 amended plan 10.01.13: the Clerk to enquire as to the deadline for comments.
184.6  Highways: Dulverton lorry road: Highways had replied that it would cost c.£6,000 to edge-plough the road and all this year’s budget has been spent and next year’s greatly reduced, but they would take a look. Co Cllr Nicholson agreed to follow up as it is a lorry and salting route. Cutcombe tarmac bubbling: Cllr Pugsley is following this up. Adoption of part of Putham Lane: Highways have agreed to adopt and resurface. Car Park: meeting is arranged for 2pm 01/02/13 at WS House: Cllr Pugsley will see if venue can be changed to on-site. Drainage near the recreation ground entrance: Cllrs Clarbull and Webber to look at improving. Emergency Divergence Routes Meeting: the postponed meeting should still take place: not yet rearranged.
184.7  Dog Waste Bin Agreement with WS Council: This was signed by the Chairman.
184.8  Update on Casual Vacancy for a Parish Councillor: the Clerk reported that no election had been called, therefore Cutcombe is looking to co-opt at its February meeting: deadline for applications is 09/02/12. The Clerk has application forms or one can be downloaded from the Parish Council homepage at www.wheddoncross.org.uk/parishcouncil/index.htm
184.9  Update of the Code of Conduct and Standing Orders: deferred until the February meeting.
184.10 Moorland Hall and Recreation Ground Lease and Valuation: a copy of the valuation was passed to Cllr Eric Clarbull as Chairman of the Moorland Hall Committee together with a letter from the Clerk stating that it was the Parish Council’s intention to ensure that the field is kept in perpetuity for the use of the Parish. The Clerk is to add the Ground to Council’s Asset Register. Concern was expressed at under-utilisation of the MUGA and Council would like to see the M Hall Committee encouraging its use.
184.11 Finance: 184.11.1 Parish Precept: after a debate it was agreed by a vote (4 for and 1 abstention) to set the Precept at £7,877 inclusive of any WSC grant so that reserves may be maintained. 184.11.2 Wessex Water: it was agreed to pay £295.56 for Wheddon Cross toilets. 184.11.3 It was agreed to pay Exmoor Farmers £60 for valuing the recreation ground. 184.11.4 It was agreed to pay the Moorland Hall £9.80 for room hire. 184.11.5 It was agreed to pay Kustom Clothing £210 for beanie hats (SV account). 184.11.6 It was agreed to pay Broadley & Sons £184.60 for SV leaflets.
184.12 Correspondence and Meetings: The Clerk and Cllrs Clarbull and Atkins reported on the SV Steering Group Meeting. Cllr Webber reported on a Moorland Hall meeting. Cllrs Atkins, Davis and the Clerk reported on an ENPA planning meeting. Councillor Davis has requested Cllr Atkins for an apology for remarks she made at the National Park Planning meeting 08/01/13. This she declined saying she didn't feel she had anything to apologise for. The Clerk was asked to write to the SV co-ordinator and steering group to thank them for all their hard work in organizing the 2013 Scheme. The Clerk was asked to arrange a meeting to discuss a possible application to the ENPA Partnership Fund re the WX toilets.
184.13 Items for the next Agenda: Update of the Code of Conduct and Standing Orders.

There being no other business the meeting closed at 9.55pm. The next meeting of Cutcombe Parish Council will be on Tuesday 19th February 2013 at 7.30pm in The Moorland Hall. All are warmly invited.

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FEBRUARY 2013

Meeting of Cutcombe Parish Council to be held on Tuesday 19th February 2013 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 co-opt a Parish Councillor
4    To approve the minutes of the meetings held on 15th January 2013 and any matters arising 
5    Planning Applications and related business: 6/8/13/101LB
2 Normans Cottages: Listed building consent for proposed internal alterations and the formation of accessible WC
6   To consider highways and transport matters, and related items
7   Update of the Code of Conduct and Standing Orders
8    Finance   
8.1 To reimburse W Somerst Council the sum of £924.47 paid in advance for utilities at the Wheddon Cross toilets
8.2 To approve and pay the annual subscription to the Society of Local Council Clerks in the sum of £75
8.3 To consider and pay £19.60 to the Moorland Hall for room hire
8.3 To approve the appointment of Derek Bott as internal auditor for 2012/13 accounts
8.4 To approve and pay Somerset County Council £312 for the Snowdrop Valley Road Closure (SV account)
8.5 To approve and pay, retrospectively, £59.64 to Nic Wigley for warning tapes from Mole Valley Farmers (SV account)
8.6 To approve and pay Jon Roberts for a bench in Snowdrop Valley for £116.40
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 February 2013 at the Moorland Hall

Present: Councillors Roger Webber (Chairman), Linda Atkins, Eric Clarbull,
John Davis, Tim Gardner, Susie Sanders,  Marlene Allinson (Parish Clerk), Somerset Co Cllr Frances Nicholson and two parishioners.

Public Question Time: no items raised.

185.1  Apologies of Absence: WS Cllr Stephen Pugsley, the Police.

185.2  Declarations of Interest:   


Item No

Councillor

Nature

Reason

Action Taken

5

Webber

Prejudicial

Public perception of bias

Left the room for the discussion and the vote

8.3

Clarbull

Personal

Chairman of the Moorland Hall Committee

Minuted

185.3  Co-option of a Parish Councillor: the Chairman invited both applicants (Chris Harding and Ros Simons) to say why they wanted to join the Parish Council. After two votes Ros Simons was duly elected to serve, by a majority vote, and signed the Acceptance of Office form.
Cllr Sanders announced her intention to resign as Parish Councillor after the March meeting due to family and work commitments.

185.4  Minutes: The minutes of the meeting held on 15th January 2013 were approved and signed by the Chairman after one amendment request from Cllr Davis was agreed: insert “Cllr Davis has requested Cllr Atkins for an apology for remarks she made at the National park planning meeting on 8th January 2013. This she declined saying that she didn’t feel she had anything to apologise for.” To be inserted after ENPA planning meeting. under 184.123. Matters Arising: 184.7: dog bins now in place; litter bins not yet removed. The design for a dog sign was selected, the Clerk to check with WSC that this is acceptable before ordering.

185.5  Planning Applications and Related Business: Cllr Webber left the room, Cllr Atkins took the Chair: Planning Application 6/8/13/101LB 2 Normans Cottages: Listed building consent for proposed internal alterations and the formation of accessible WC: fully supported (unanimous). Cllr Webber returned to the room. The Clerk reported: (i) Appeal APP/F9498/C/12/2189820 Land at Quarme Combe Farm: appeal against the enforcement notice on grounds (f) and (g): written comments by 25/02/13 to the Planning Inspectorate; (ii) planning consent granted for 6/8/12/109 The Methodist Chapel, garage/store.
185.6  Highways: Dulverton lorry road: it is the tarmac at the sides which has worn away rather than encroaching verges. Car Park: Cllr Webber and the Clerk had met with Highways, WSC, SCC, the landlord  and other interested parties on 01/02/13 to move forward the repairs which should now take place 11th-18th March. Cllr Webber had also raised the issue of the use of the car park in future and the delay re finalization of the crossroads: Fallen trees: Highways have said that on A roads they will clear, other roads are the responsibility of the landowners. Road collapses reported near Hoe Farm and below Sully Corner. Cllr Sanders reported that the blocked drain near Thorne Lane is to be replaced. It is hoped that a meeting of all interested parties will be called in the hope of pre-empting some problems caused by this year’s snow:
eg re fallen trees and collapsing roads. Drainage at The Green: nothing heard back from
Highways. Putham Lane: a letter from a resident was reported. The section from the cross to the cattle grid is in the process of being adopted; potholes need doing. Quality of work: a lot of work was carried out during wet weather and has not been long-lasting. Co Cllr Frances Nicholson agreed to follow up all of these Highways matters.

185.7  Update on Standing Orders: the Clerk drew Cllrs’ attention to para 1 sub-paras q and s regarding voting procedures. It was unanimously resolved to move Public Question Time into the Agenda of the formal Parish Council meeting hereonforward, Cllr Webber having explained the implications of this: ie Cllrs will no longer speak on their own planning applications (but may request someone to speak on their behalf), as a disclosable pecuniary interest means that a Cllr will leave the room during the discussion and the vote on that item. In addition, members of the public may be invited to speak at the time of an agenda item rather than at the beginning of the meeting. The Code of Conduct was reinforced verbally by the Chairman.

185.8  Finance: 185.8.1 A cheque was signed for £924.47 to reimburse WSC for utilities bills at the Wheddon Cross toilets as they have now taken over payment of them directly. 185.8.2 It was agreed to pay £37.50 to SLCC being half of the annual subscription for membership. 185.8.3 It was agreed to pay £19.60 to the Moorland Hall for room hire. 185.8.4 It was agreed to appoint Derek Bott as Council’s internal auditor for 2012/13. 185.8.5 It was agreed to pay £312 to SCC for the SV road closure. 185.8.6 The retrospective payment of £59.64 to Nic Wigley for warning tapes for SV was agreed. 185.8.7 It was agreed to pay Jon Roberts £116.40 for the SV bench.

185.9 Correspondence and Meetings: 185.9.1 The Clerk reported on correspondence from the Police and others as per a pre-circulated list. 185.9.2 The Clerk had attended meetings re the Car Park, Broadband, Snowdrop Valley and the toilets. She is to prepare an expression of interest application to the ENPA Partnership Fund re the toilets. 185.9.3 Cllr Sanders reported re the Parish Lengthsman Scheme: she will attend the meeting next Thursday at Dulverton. Cllr Clarbull agreed to handle the PL scheme in future. 185.9.4 Cllr Webber had attended meetings re broadband, the toilets and the car park. Cllrs Clarbull and Atkins had attended the SV meeting.
           
184.13 Items for the next Agenda: Update on the Parish Lengthsman Scheme. Annual Review of the Clerk’s Contract.

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MARCH 2013

Meeting of Cutcombe Parish Council to be held on Tuesday 19th March 2013 at 7.30 pm at the Moorland Hall

AGENDA

  1. Public Question Time
  2. Apologies for absence

3    Declarations of interest
4    Update on casual Vacancy for a Parish Councillor
5    To approve the minutes of the meetings held on 19th February 2013 and any matters arising 
6   Resolution proposed by Cllr Atkins:     
A)  In all planning applications where there is not unanimous support - a recorded vote will take place.  If a member or members request, this could be extended to cover any other areas of disagreement.
B)  The vote or votes at A) above will be recorded naming any councillor if he/she so wishes.
C)  The Clerk will read out from her notes what her submission to ENPA will be. The view will be sent as the majority decision but any dissent from this will be noted to ENPA.
 7    Resolution proposed by Cllr Atkins: 'Cutcombe PC are fortunate in having the services of a very able and professional clerk, this council is appreciative of the dedication Marlene Allinson demonstrates in her role.We have every confidence in her ability to convey the decisions of this council to other authorities and the general public'.
8    Planning Applications and related business
9    To consider highways and transport matters, and related items
10  Update on the Parish Lengthsman Scheme
11  Finance   
11.1 To pay the Parish Clerk’s quarterly salary (£511.76) and expenses (£196.95)
11.2 To pay the Parish Clerk’s expenses in relation to the Snowdrop Valley Park and Ride Scheme 2013 in the sum of £182.72
11.3 To pay the Moorland Hall £9.80 for room hire (February PC meeting)
11.4 To pay the Inland Revenue Tax and NI due from the Snowdrop Valley account (£296.16) and the Parish Council account (£372.80)
11.5 To consider and if approved pay the annual subscription to the Somerset Association of Local Councils in the sum of £102.42
11.6 To pay the Snowdrop Valley workers’ net salaries in the sum of £2146.42
11.7 To pay an invoice from Active Signs for £157.20 for Snowdrop Valley signs
11.8 Annual review of the Clerk’s salary and contract
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 March 2013 at the Moorland Hall

Present: Councillors Roger Webber (Chairman), Linda Atkins, Eric Clarbull, John Davis, Ros Simons, Marlene Allinson (Parish Clerk), WS District Cllr Steven Pugsley and one parishioner.

186.1  Public Question Time: no items raised.

186.2  Apologies of Absence: Co Cllr Frances Nicholson, the Police.

186.3  Declarations of Interest:   


Item No

Councillor

Nature

Reason

Action Taken

11.3

Clarbull

Personal

Chairman of the Moorland Hall Committee

Minuted

186.4  Update on Casual Vacancy for a Parish Councillor: Susie Sanders has resigned since the February meeting and therefore a Casual Vacancy has been declared. The deadline for an election to be called is 22nd March 2013. Co-option can take place at the April meeting if no election is called.

186.5  Minutes: The minutes of the meeting held on 19th February 2013 were approved and signed by the Chairman as a true record. Matters Arising: 185.4 184.7 the Clerk has not yet heard back from WSC re the dog signs but she will progress this matter.

186.6  Resolution proposed by Cllr Atkins: It was resolved by a unanimous vote that: A) “In all planning applications where there is not unanimous support a recorded vote will take place. A recorded vote means the recording of numbers for, against and abstentions. If a member or members request, this could be extended to cover any other areas of disagreement.” B) “The vote or votes at A) will be recorded naming any Councillor if he/she so wishes.” C) “The Clerk will read out from her notes what her submission to ENPA will be. The view will be sent as the majority decision but any dissent from this will be noted to ENPA.”

186.7  Resolution proposed by Cllr Atkins: It was resolved by a unanimous vote that: “Cutcombe PC are fortunate in having the services of a very able and professional clerk, this Council is appreciative of the dedication Marlene Allinson demonstrates in her role. We have every confidence in her ability to convey the decisions of this Council to other authorities and the general public.”

186.8  Planning Applications: no planning items for consideration.

186.9  Highways: Emergency A39 Diversion Route: WS Cllr Pugsley and Cllr Webber reported on discussion at the Exmoor Panel meeting and a map was produced of the proposed routes. It was agreed that there had not been enough consultation with the Parish Council and the Clerk was asked to write to Highways re the blue and green routes and ask if a representative could attend the April meeting to talk through. Road Closed Signs: it was agreed that these need to be more specific and put out and removed at more appropriate times. Devon & Somerset Fire Service Consultation on Co-responder: proposed changes: it was agreed that Cutcombe Parish Council supports the importance of the fire service as the co-responder: the Clerk to
submit comments to the Consultation. Car Park: repairs are underway. Water at the Playing Field Entrance: it was agreed that Cllrs Webber and Clarbull ask C J Lynch while on site at the car park to make amendments to the drainage to redirect water flow into the soakaway and away from the entrance to a maximum of £300. Potholes/Drains: from Luckwell Bridge to Horsecombe; potholes on Popery Lane: it was agreed that these items be followed up by the Clerk with the help of Co Cllr Nicholson. Temporary Road Closures: Kersham Lane, 14th May for 4 days, resurfacing; Lady Street, Dulverton, 14th May for 3 days, services repairs. Luckwell Bridge 30mph signs: this was again debated due to a request from a parishioner: no further action to be taken. Water at The Green: the Clerk to progress with Highways, no visit has taken place.

186.10 Update on the Parish Lengthsman Scheme: funding is in place for this to continue for another year. Cllr Clarbull agreed to take over as portfolio holder from Susie Sanders. Jobs to be done: verge at the School House, litter pick up in Meadow Close and market car park; removal of dog pooh.
           
186.11 Finance: It was resolved to pay: 186.11.1 The Parish Clerk’s quarterly salary (£511.76) and expenses (£196.95) 186.11.2 The Parish Clerk’s expenses in relation to the Snowdrop Valley Park and Ride Scheme 2013 in the sum of £182.72 186.11.3 The Moorland Hall £9.80 for room hire 186.11.4 The Inland Revenue Tax and NI due from the Snowdrop Valley account (£296.16) and the Parish Council account (£372.80) 186.11.5 The annual subscription to the Somerset Association of Local Councils in the sum of £102.42 186.11.6 Snowdrop Valley workers’ net salaries in the sum of £2,146.42 186.11.7 An invoice from Active Signs for £157.20 for Snowdrop Valley signs. 186.11.8 Annual review of the Clerk’s salary and contract: it was resolved to increase the salary scale by 1 point and that the Clerk continue to monitor closely her workload and hours.

186.12 Correspondence and Meetings: 186.12.1 The Clerk reported on correspondence from the Police and others as per a pre-circulated list. 186.12.2 The Clerk had attended a Snowdrop Valley meeting. 186.12.3 None not previously mentioned. 186.12.4 Cllrs Webber and Davis had attended the Exmoor Panel meeting; Cllrs Clarbull and Atkins the SV meeting.

 The Chairman formally thanked the Snowdrop Valley Steering Group for their work in organizing the 2013 Scheme.
           
186.13 Items for the next Agenda: Trustees of the Joyce and West Charities.

There being no other business the meeting closed at 9.25pm. The next meeting of Cutcombe Parish Council will be on Tuesday 16th April 2013 at 7.30pm in The Moorland Hall. All are warmly invited.

PLEASE NOTE THAT THE ANNUAL PARISH MEETING OF ELECTORS WILL TAKE PLACE ON TUESDAY 9TH APRIL AT 7pm for 7.30pm IN THE MOORLAND HALL.

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APRIL 2013

Meeting of Cutcombe Parish Council to be held on Tuesday 16th April 2013 at 7.30 pm at the Moorland Hall

 

AGENDA

  1. Public Question Time
  2. Apologies for absence

3    Declarations of interest
4    Co-option of a Parish Councillor
5    To approve the minutes of the meetings held on 19th March 2013 and any matters arising     
6    Planning Applications and related business
7    To consider highways and transport matters, and related items
8    Grass Cutting in the Playing Field
9    Parish Lengthsman Agreement 2013/14
10  The Joyce and West Charities Trustees
11  Finance    
11.1 To approve and pay an invoice for £695.40 for the Parish Lengthsman Scheme 2013
11.2 To approve and pay the Moorland Hall £9.80 for room hire for the March PC meeting
11.3 To approve and pay an invoice from C J Lynch re work in the car park/entrance to the Playing Field (max £300)
11.4 To approve and pay ex-gratia payments for the 2013 Snowdrop Valley Park and Ride Scheme: £250 to Badgworthy Land Company and £250 to Exmoor Farmers Auctions
11.5 Clerk’s Update on the Annual Audit 2012/13
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
14  Items for the next Agenda

Minutes of the Meeting held at 7.30pm on Tuesday 16th April 2013 at the Moorland Hall

Present: Councillors Roger Webber (Chairman), Linda Atkins, Eric Clarbull, John Davis, Ros Simons, Tim Gardner, Marlene Allinson (Parish Clerk) and WS District Cllr Steven Pugsley.

187.1  Public Question Time: No items raised.

187.2  Apologies of Absence: Co Cllr Frances Nicholson.

187.3  Declarations of Interest:   


Item No

Councillor

Nature

Reason

Action Taken

8

Clarbull

Personal

Chairman of the Moorland Hall Committee

Minuted

11.2

Clarbull

Personal

Chairman of the Moorland Hall Committee

Minuted

187.4  Co-option of a Parish Councillor: Two expressions of interest had been received from Frank O’Neill and Chris Harding. After a vote Chris Harding was duly co-opted as a member of Cutcombe Parish Council.

187.5  Minutes: The minutes of the meeting held on 19th March 2013 were approved and signed by the Chairman as a true record. Matters Arising: 185.4 184.7 Dog fouling signs are now in place. Dog fouling is still a problem around the village: the Clerk was asked to write something for the parish magazine stressing that a fine of up to £1,000 can be levied for anyone not clearing up after their dog in a public place. 186.9 Emergency A39 Diversion Route: the Clerk was asked to write to County Highways in response to an e-mail received.

187.6  Planning Applications: no planning items for consideration.

187.7  Highways: Potholes: Luckwell Bridge ones now repaired. Water at The Green: areas of the highway have been marked for repair. Road Sign opposite the garage is split: the Clerk to report. Road Closures: Drapers Way: resurfacing: 26/06 to 29/06/13. Cutcombe Hill: 09/05 to 11/05 evenings for repairs. Kersham Lane: 14/05 for 4 days for repairs. Car Park: C J Lynch have now finished the repairs and also improved drainage at the area into the playing field, which latter cost the Parish Council had agreed to cover. The Clerk reported that Mr Lynch has said that he will not charge for this work (£200) but that this money should be donated to a local community cause. The Clerk was asked to write and thank him.

187.8 Grass Cutting in the Playing Field: Cllr Clarbull reported that the School has now lost funding and can no longer cover this. Council considered the various options available. The Moorland Hall Committee was asked to come back to Council with figures and to call a public meeting in June, with the support of the Parish Council, to consult with the community. To cover the immediate situation of the grass needing to be cut, it was resolved by a unanimous vote that £500 be pledged to the Moorland Hall (£200 as donated by C J Lynch, see 198.7 above, and £300 from the Youth budget).

187.9 Parish Lengthsman Agreement 2013/14: the Agreement was signed by the Chairman.
           
187.10 The Joyce and West Charities: Cllr Webber reported that Mrs Enid Mantin is considering stepping down from both and new Trustees will need to be found as well as a new Secretary. Both charities will need a representative from Cutcombe: names to be put forward in advance of the May Parish Council meeting.

187.11 Finance: It was resolved to pay: 187.11.1 Invoice for Parish Lengthsman Scheme 2013/14: £695.40; 187.11.2 Invoice for £9.80 from the Moorland Hall for room hire; 187.11.3 No invoice received, see 187.7 above; 187.11.4 Ex-gratia payments of £250 to Exmoor Farmers and £250 to Badgworthy Land Company were approved (Snowdrop Valley account); 187.11.5 The Clerk reported that she is finalizing figures for internal and external audits for year ended 31/03/13.

187.12 Correspondence and Meetings: 187.12.1 The Clerk was asked to write to Cynthia Stevens to thank her for website work relating to Snowdrop Valley. 187.12.2 The Clerk had attended a Snowdrop Valley meeting and the Annual Parish Meeting of Electors. 187.12.3 None not previously mentioned. 187.12.4 Cllrs Webber, Clarbull, Atkins and Davis had attended the Annual Parish meeting of Electors, Cllrs Clarbull and Atkins the SV meeting. Cllr Davis reported that the Youth Club is thriving. Cllr Simons reported on a meeting re Kenisham Car Park with the local police re abandoned vehicles. Cllr Webber reported on the Annual Parish Meeting of Electors. WS Cllr Stephen Pugsley is following up re empty homes in the Parish.

187.13 Items for the next Agenda: Trustee names for the Joyce and West Charities; Update on Grass Cutting in the Playing Field; ENPA: The Draft Local Plan Settlement Section Consultation.

There being no other business the meeting closed at 9.15pm. The next meeting of Cutcombe Parish Council will be the Annual Parish Council Meeting on Tuesday 21st May 2013 at 7.30pm in The Moorland Hall. All are warmly invited.

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MAY 2013

Annual Meeting of Cutcombe Parish Council to be held on Tuesday 21st May 2013 at 7.30 pm (or as soon thereafter as public questions and statements are concluded) at the Moorland Hall

AGENDA

1       Election of Chairman and Receipt of Chairman’s Declaration of Acceptance of Office
2       Election of Vice-Chairman
3       Public Question Time.
4       Appointment of Portfolio Holders
5       Apologies for Absence
6       Declarations of interest
7       To approve the minutes of the meetings held on 16th April 2013, and any matters arising.
8       8.1 Planning Applications: 6/8/12/105:Shearwell Data Ltd, Putham Farm: Re-notification:  Proposed re-development of the site to replace an existing agricultural building and workshop lean-to with a purpose built B1 office, research and development and light industry workspace (2,153m² gross external area), 40kw roof mounted solar photo voltaic array, change of use and extension of existing agricultural storage building to B1 light industry (371m² gross external area), extension of car park, landscaping together with the provision of a new access drive (approx 830m) from the B3224 to existing business building including crossing Public Bridleway No. WL 6/22 supplemented by an Environmental Statement received 18/05/12.  As per additional and amplified information 08.08.12, 24.09.12, 08.10.12 and 22.10.12. The application has been amended by the withdrawal of the agricultural building and yard area from the application proposal. 6/8/13/102: 16 Meadow Close: proposed single storey extension; 6/8/13/103 Combe View, 17 Meadow Close: proposed erection of a conservatory.
8.2 Other planning matters
9       To consider highways, transport matters and related items
10     Update on grass cutting at the Recreation Ground and to consider a recommendation for the June Open Meeting
11     Update of Council’s Asset Register
12     Finance
12.1  To pay the PC’s 2013/14 Insurance Renewal Premium in the sum of £424.73 (or £403.49 if a 3 year Long Term Agreement is signed)
12.2 To consider and pay an invoice from the Moorland Hall for £24 for room hire
12.3  To note the internal auditor’s report and to consider payment of his fee in the sum of £50.00
12.4  To note and sign  the Annual Governance and Accounting Statements for the financial year ending 31st March 2013
12.5  Update of Council’s Bank Account Mandate
13     Correspondence and meetings
13.1    Clerk’s report on correspondence received and meetings attended
13.2    Councillors’ reports on meetings attended and correspondence received
14       Items for the next Agenda


Minutes of the Meeting held at 7.30pm on Tuesday 21st May 2013 at the Moorland Hall

Present: Councillors Roger Webber (Chairman), Linda Atkins, Eric Clarbull, John Davis,
Ros Simons, Chris Harding and Marlene Allinson (Parish Clerk), PCSO Dave Rowe and
WS District Cllr Steven Pugsley.
188.1  Election of Chairman and Receipt of Chairman’s Declaration of Office: Cllr Roger Webber was unanimously re-elected as Chairman for the coming year and signed the Declaration of Office.
188.2 Election of Vice-Chairman: Cllr Linda Atkins was unanimously re-elected as Vice-Chairman for the coming year. New Cllr Chris Harding signed a Declaration of Acceptance of Office.
188.3  Public Question Time: No items raised.
Police Report: PCSO Rowe reported a theft of copper wire and four calls re traffic incidents and incidents of thefts from cars at local beauty spots. He urged vigilance re outside fuel tanks due to thefts. Bruce Strachan is no longer local Beat Manager but Sgt Andy Whysall is back with Inspector Shane Carey in charge. Council asked to be kept informed of changes as
they happen. PCSO Rowe left the meeting after giving his report.
188.4  Appointment of Portfolio Holders: after a discussion the current list was amended: a copy of the new list is filed with these minutes: to be ratified at the next meeting.
188.5 Apologies of Absence: Cllr Tim Gardner and Co Cllr Frances Nicholson.
188.6  Declarations of Interest:   


Item No

Councillor

Nature

Reason

Action Taken

8.1 6/8/12/105

Webber

Pecuniary

Brother of the applicant

Left the room for the discussion and the vote

10

Clarbull

Personal

Chairman of the Moorland Hall Committee

Minuted

12.2

Clarbull

Personal

Chairman of the Moorland Hall Committee

Minuted

188.7  Minutes: The minutes of the meeting held on 16th April 2013 were approved and signed by the Chairman as a true record. Matters Arising: None.
188.8  188.8.1 Cllr Webber left the room; Cllr Atkins chaired the next item. Planning Applications: 6/8/12/105:Shearwell Data Ltd, Putham Farm: Re-notification:  Proposed re-development of the site to replace an existing agricultural building and workshop lean-to with a purpose built B1 office, research and development and light industry workspace (2,153m² gross external area), 40kw roof mounted solar photo voltaic array, change of use and extension of existing agricultural storage building to B1 light industry (371m² gross external area), extension of car park, landscaping together with the provision of a new access drive (approx 830m) from the B3224 to existing business building including crossing Public Bridleway No. WL 6/22 supplemented by an Environmental Statement received 18/05/12. As per additional and amplified information 08.08.12, 24.09.12, 08.10.12 and 22.10.12. The application has been amended by the withdrawal of the agricultural building and yard area from the application proposal. Fully supported. Cllr Webber returned to the room and continued to chair the meeting. 6/8/13/102: 16 Meadow Close: proposed single storey extension: no objections to the extension apart from powder-coated aluminimum windows & doors: consistency throughout the development should be maintained by the use of timber. 6/8/13/103 Combe View, 17 Meadow Close: proposed erection of a conservatory: fully supported.
188.8.2 6/8/13/101LB 2 Normans Cottages: approval granted by ENPA.
188.9  Highways: Road Closure: A39 Porlock Hill: 4 days from 03/06/13. Ironman Event: Wimbleball Lake 16/06/13. Adoption & Repairs Putham Lane: the Clerk was asked to write to SCC Portfolio Holder re delays. WS Cllr Pugsley reported that Karen Mills from Porlock is now a WS Cllr: will invite her to the Parish to see various problems first hand. Future Maintenance of Car Park: WS Cllr Pugsley was asked to find out WSC’s view. Diversionary Routes: meeting at WX 19/06/13. Environmental Maintenance: the Clerk outlined this year’s programme.
106 Agreements & Mortgages: difficulties were debated. WSC Cllr Pugsley left the meeting at 8.45pm.
188.10 Grass Cutting in the Playing Field: A quotation from Countrywide Grounds Maintenance has been received. Council will obtain 2 other quotes as per Financial Regulations. Due to the urgency of the business it was agreed that the pending invoice for £522 + VAT from Countrywide will be invoiced to the Parish Council who will pay £500 + VAT (this being recoverable) as agreed at the last meeting, the balance to be covered by the Moorland Hall.
A public meeting to discuss payment of future maintenance will be held at the Moorland Hall on 5th June at 7pm. Note: this will also be to discuss the ENPA Draft Local Plan Settlement Section Consultation in respect of Luckwell Bridge.
188.11 Update of Council’s Asset Register: It was resolved to update the Asset Register by adding on the Recreation Ground as valued by Exmoor Farmers Livestock Auctions Ltd. at £60,000
188.12 Finance: It was resolved to pay: 188.12.1 Annual Insurance Premium to Came & Co for £403.49; the Chairman signed the 3-year Long Term Agreement; 188.12.2 An invoice from the Moorland Hall for £24 for room hire; 188.12.3 An invoice from the Internal Auditor for £50: his report on the accounts was read and noted; 188.12.4 The Annual Governance and Accounting Statements for the financial year ending 31/03/13 were signed by the Chairman and the Clerk; 188.12.5 It was agreed that the Clerk would sort out the relevant paperwork for the update of Council’s Bank Mandate asap.
188.13 Correspondence and Meetings: 188.13.1 The Clerk and Cllrs Webber, Clarbull and Atkins had attended a meeting with Steve Quartermain Chief Local Govt Planner. 188.13.2 Cllr Davis reported that there would shortly be a meeting of the Standards Disciplinary Committee. Cllrs Simons and Harding agreed to attend the next meeting of the ENPA Consultative & Parish Forum. Cllr Clarbull reported re work to be carried out by the Parish Lengthsman.
188.14 Items for the next Agenda: Ratification of the list of Portfolio Holders; further update on grass cutting at the Recreation Ground.

There being no other business the meeting closed at 10.10pm. The next meeting of Cutcombe Parish Council will be held on Tuesday 18th June 2013 at 7.30pm in The Moorland Hall. All are warmly invited.

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JUNE 2013

Meeting of Cutcombe Parish Council to be held on Tuesday 18th June 2013 at 7.30 pm at the Moorland Hall

AGENDA

1       Public Question Time
2       Apologies for Absence
3       Declarations of interest
4       To approve the minutes of the meetings held on 21st May 2013, and any matters arising.
5       5.1 Planning Applications
5.2 Other planning matters
6       To consider highways, transport matters and related items
7       Appointment of Portfolio Holders
8       Report on the meeting of 5th June re grass cutting at the Recreation Ground and ENPA’s Draft Local Plan Settlement Section Consultation
9       Appointment of a Trustee to the Joyce Charity
10     Finance
10.1  To consider and pay the annual subscription to the Community Council for Somerset : £35
10.2  To consider grants under section 137 of the LGA.
10.3  To pay the Clerk’s quarterly salary and expenses in the sum of £620.41
10.4  To pay the Clerk’s quarterly Snowdrop Valley expenses (£153.45)
10.5  To pay tax and NI due to the Inland Revenue in the sum of £276.73
10.6  Update of Council’s Bank Account Mandate
11     Correspondence and meetings
11.1    Clerk’s report on correspondence received and meetings attended
11.2    Councillors’ reports on meetings attended and correspondence received
12       Items for the next Agenda

Minutes of the Meeting held at 7.30pm on Tuesday 18th June 2013 at the Moorland Hall

Present: Councillors Roger Webber (Chairman), Linda Atkins, Eric Clarbull, John Davis,
Ros Simons and Marlene Allinson (Parish Clerk), WPCSO Sue Hurley, WS District Cllr Steven Pugsley (left at 9pm), Co Cllr Frances Nicholson (left at 9pm)  and 1 parishioner.
189.1  Public Question Time: No items raised.

Police Report: Inspector Shane Carey sent his apologies for this evening, but will be at the next Exmoor Panel Meeting. No crimes to report over the last month; 1 incident of domestic violence in this parish. Continuous monitoring re thefts from vehicles at beauty spots.
WPCSO Hurly left the meeting after giving her report (at 8.10pm).

School Consultation: Co Cllr Nicholson reported on the Age Range Change Consultation re W Somerset Community College and the Dulverton and Exmoor Schools. S County Council will be holding a meeting in the Autumn with invited representatives from Parish Councils in order to consult after ascertaining the facts and issues involved. The Clerk was asked to write to W Somerset Community College stating that the Parish Council would like more facts and information not just about the Community College but re education in West Somerset as a whole  before participating in the consultation process as a representative of all sectors of its community: it is very concerned about the long-term schooling of this Parish and Exmoor.

189.2 Apologies of Absence: None.

189.3  Declarations of Interest:   


Item No

Councillor

Nature

Reason

Action Taken

5.2

Webber

Public Perception

Chairman of ENPA Planning Committee

Left the room for the item

8

Clarbull

Personal

Chairman of the Moorland Hall Committee

Minuted

189.4  Minutes: The minutes of the meeting held on 21st May 2013 were approved and signed by the Chairman as a true record. Matters Arising: None.
189.5  189.5.1 Planning Applications: none to consider. 189.5.2 Other Planning Matters: The Clerk reported an e-mail from ENPA re trimming around the BT pole on the B3224 with reference to the Shearwell Data Planning Application (new entrance track) and an appeal re 6/34/12/102 Smallcombe Farm, Timberscombe. Cllr Webber left the room; Cllr Atkins chaired the next item: Appeal re 6/15/12/107 Quarme Combe, Exton: proposed erection of a cattle shed. The Clerk was asked to submit the following comments to the Planning Inspectorate: “Cutcombe Parish Council wishes to make it clear that the positioning of the building on the application site is totally unacceptable. However, the Parish Council does understand the applicant’s need for a livestock building.”  Cllr Webber returned to the room. The Clerk reported that Planning Applications 6/8/13/103 17 Meadow Close and 6/8/13/102 16 Meadow Close had both been approved with timber windows and doors.

189.6  Highways: Cllr Webber had spoken with Highways re The Green: work to be done by 08/07/13; Grating at the corner: work now completed; deep gulley reported on the Exford Road just past Luckwell Bridge. Co Cllr Nicholson reported that the adoption of Putham Lane is going ahead and potholes have been patched and filled: she will ask if it can be resurfaced in the not-too-distant future and reported that all unsatisfactory surface dressing carried out last year will be redone: she will obtain a list. The Clerk reminded everyone re the W Somerset & Sedgemoor Static Diversion Routes drop in meeting 19/06/13 4pm to 8pm and reported that Richard Newby is leaving: Ian Titcombe will be taking over his role.

189.7 Appointment of Portfolio Holders: confirmed as per list filed with these minutes.(See Council's Information page on this website for details.)


189.8  Report on the meeting of 5th June re (a) Grass Cutting in the Playing Field: those present appeared to be in favour of precepting to finance the grass cutting as the field is an asset for everyone in the village. A letter from a parishioner supporting this view was read out. It was agreed that for the next financial year the precept will be set earlier to give everyone a chance to comment before it is ratified at the December 2013 meeting; (b) ENPA Draft Local Plan Settlement Section Consultation in respect of Luckwell Bridge. The majority of those present favoured maintaining the status quo re LB. It was agreed that extra copies of the Draft Plan will be obtained to ensure adequate consultation.

189.9 Appointment of a Trustee to the Joyce Charity: Cllr Webber reported that Enid Mantin is retiring and that Tracey Staples is taking over as Secretary. Andrew Schofield and Roger Webber are currently Trustees. Cllr Webber proposed Angela Edwards as a new trustee, all present voted in favour. The Clerk was asked to write to Angela Edwards and Enid Mantin (to thank her for all her hard work over the years).

189.10 Finance: It was resolved to pay: 189.10.1 The annual subscription to the Community Council for Somerset (£35); 189.10.2 A grant of £100 under #137 of the Local Government Act to C.L.O.W.N.S.; 189.10.3 The Clerk’s quarterly salary and expenses (£620.41); 189.10.4 The Clerk’s SV expenses (£153.45); 189.10.5 Tax and NI due (£276.73). 189.10.6 Update of Council’s Bank Mandate deferred as Cllr Harding absent from the meeting.

189.11 Correspondence and Meetings: 189.11.1 The Clerk reported that she had started work on an expression of interest form to ENPA Partnership Fund re WX toilets. She was asked to write to Tim Stokes thanking him for his help and support. 189.11.2 Cllr Simons reported on the Exmoor Consultative and Parish Forum meeting; Cllr Davis re a Standards Board hearing. Cllr Davis will attend the next Exmoor Panel Meeting and Cllr Simons if she is able.
189.12 Items for the next Agenda: Update of Council’s Bank Mandate.

There being no other business the meeting closed at 9.20pm. The next meeting of Cutcombe Parish Council will be held on Tuesday 16th July 2013 at 7.30pm in The Moorland Hall. All are warmly invited.

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JULY 2013

Meeting of Cutcombe Parish Council to be held on Tuesday 16th July 2013 at 7.30 pm at the Moorland Hall

AGENDA

1       Public Question Time
2       Apologies for Absence
3       Declarations of interest
4       To approve the minutes of the meetings held on 18th June 2013, and any matters arising.
5       5.1 Planning Applications 5.2 Other planning matters
6       To consider highways, transport matters and related items
7       Tenders for grass cutting at the Recreation Ground
9       Finance
9.1  Update of Council’s Bank Account Mandate
10     Correspondence and meetings
10.1    Clerk’s report on correspondence received and meetings attended
10.2    Councillors’ reports on meetings attended and correspondence received
11     Items for the next Agenda


Minutes of the Meeting held at 7.30pm on Tuesday 16th July 2013 at the Moorland Hall

Present: Councillors Roger Webber (Chairman), Linda Atkins, Eric Clarbull, John Davis, Ros Simons, Chris Harding and Marlene Allinson (Parish Clerk), Co Cllr Frances Nicholson (left at 9pm).
190.1  Public Question Time: No items raised.
Police Report: WPCSO Hurley had sent in a report: local crime since last meeting: theft of electric fencer, battery, iron bars and a water dispenser.
School Consultation: Cllr Webber had met with Marcus Capel, Headmaster of Cutcombe and Timberscombe First Schools. The Exmoor schools are still working through the issues before further consultation: most Parish Councils not yet commenting until more information is available.
190.2 Apologies of Absence: W S Cllr Steven Pugsley.
190.3  Declarations of Interest:   


Item No

Councillor

Nature

Reason

Action Taken

7

Clarbull

Personal

Chairman of the Moorland Hall Committee

Minuted

190.4  Minutes: The minutes of the meeting held on 18th June 2013 were approved and signed by the Chairman as a true record. Matters Arising: 189.9.9. Angela Edwards has been in touch to confirm her appointment as a Trustee of the Joyce Charity. 189.11.1 Tim Stokes had replied to a letter: the Clerk was asked to publish this in the next Parish magazine.


190.5  190.5.1 Planning Applications: none to consider. 190.5.2 Other Planning Matters: A notice of non-material amendment was reported re 16 Meadow Close: an alteration in the size of the rooflights. Cllr Webber reported that he is no longer Chairman of ENPA Planning Committee.

190.6  Highways: Drapers Way: part now resurfaced and reshaped for water drainage. The Green: work now completed. Cllrs Webber and Clarbull and the Parish Lengthsman had found overgrown drains near the Green and cleared them to aid water flow.Cutcombe remedial work: done but Highways have tar and chipped over potholes without filling them in first: they are now going to be done. Road to Dunkery: hedges need trimming: Co Cllr Nicholson to investigate. WX Crossroads: Summerfield wish to discharge their planning obligations and deposit money for the highways improvements with Highways: it was agreed that the Clerk write to ENPA and ask for the Highways improvements to be done before the planning obligations are discharged. Co Cllr Nicholson working with Highways to finalise a scheme. New Charging Structure for Highways Licences reported.


190.7  Tenders for Grass Cutting in the Playing Field: The Moorland Hall is preparing a tender document: Cllr Clarbull and the Clerk to work together to finalise this asap: meeting needed early August. Three companies have been found who are willing to tender.

190.8 Finance: 190.8.1 It was agreed that the Clerk would make an appointment with Natwest Bank to meet there with the two new Councillors to update Council’s bank mandate. 190.8.2 It was agreed to pay the Moorland Hall £25.60 for room hire (retrospective on next Agenda).


190.9 Correspondence and Meetings: 190.9.1 The Clerk and Cllr Simons to meet re ENPA Partnership Fund application re WX toilets after the meeting at Natwest bank.
190.9.2 Cllr Atkins had attended the meeting re Schools Consultation at Wheddon Cross.
Cllr Clarbull reported on jobs for the Parish Lengthsman including strimming around the dog bins and tidying up at the MUGA.


190.10 Items for the next Agenda: Retrospective payment to the Moorland Hall; Grass Cutting at the Recreation Ground tender process.
There being no other business the meeting closed at 8.35pm. The next meeting of Cutcombe Parish Council will be held on Tuesday 20th August 2013 at 7.30pm in The Moorland Hall. All are warmly invited.

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AUGUST 2013

Meeting of Cutcombe Parish Council to be held on Tuesday 20th August 2013 at 7.30 pm at the Moorland Hall

AGENDA

1        Public Question Time
2        Apologies for Absence
3        Declarations of interest
4        To approve the minutes of the meetings held on 16th July 2013, and any matters arising
5        5.1 Planning Applications: 6/8/13/105 Wheddon Cross Garage: proposed retention of ATM, together with associated signage (retrospective)     5.2 Other planning matters
6        To consider highways, transport matters and related items
7        Tenders for grass cutting at the Recreation Ground
8        Finance
8.1  To pay the Moorland Hall £25.60 for room hire (retrospective)
8.2  To pay Grant Thornton UK (external auditors) £120 for the audit
8.3  To note the external auditor’s report on the 2012/13 accounts
8.4  To approve and pay an invoice from Countrywide Grounds Maintenance in the sum of £626.40 for grass cutting at the
recreation ground
8.5  To approve and pay the Moorland Hall £9.80 for room hire
9        Correspondence and meetings
9.1     Clerk’s report on correspondence received and meetings attended
9.2     Councillors’ reports on meetings attended and
correspondence received
10    Items for the next Agenda


Minutes of the Meeting held at 7.30pm on Tuesday 20th August 2013 at the Moorland Hall

Present: Councillors Roger Webber (Chairman), Linda Atkins, Eric Clarbull, John Davis, Ros Simons, Chris Harding and Marlene Allinson (Parish Clerk), Co Cllr Frances Nicholson (left at 8.30pm),
W Somerset District Cllr Steven Pugsley (left at 8.30pm) and one parishioner (left at 7.45pm).
191.1  Public Question Time: Alex from Essentials Web Design introduced himself to all present and then left the meeting.
Police Report: WPCSO Hurley had sent in a report: local crime since last meeting: theft of hurdles from the cattle market at the end of July.
191.2 Apologies of Absence: Cllr Tim Gardner.
191.3  Declarations of Interest:   


Item No

Councillor

Nature

Reason

Action Taken

7 and 8.1

Clarbull

Personal

Chairman of the Moorland Hall Committee

Minuted

191.4  Minutes: The minutes of the meeting held on 16th July 2013 were approved and signed by the Chairman as a true record. Matters Arising: 190.1 Schools Consultation: Cllr Webber not yet met with Marcus Capel. 190.8.2 Bank Mandate not yet updated, Cllr Harding to take id to the bank asap.190.9.1 Meeting the Clerk/Cllr Simons postponed until 10/09/13 at 2pm.
191.5  191.5.1 Planning Applications: 6/8/13/105 Wheddon Cross Garage: proposed retention of ATM, together with associated signage (retrospective): fully supported. 191.5.2 Other Planning Matters: GDO 13/15 Codsend, prior notification for proposed cattle shed (226.32m2): fully supported.
191.6  Highways: WX Crossroads: Co Cllr Nicholson still working with Highways to finalise a scheme: next meeting cannot take place until end of September. The Clerk agreed to write to the Rest & Be Thankful Inn re CCTV tapes recording traffic volumes at the crossroads. Road repair strategy for Cutcombe: Cllr Webber to arrange a meeting with David Peake when the latter returns from holiday: Cllr Atkins and Co Cllr Nicholson to attend this meeting as well. Road Closures reported at: Wiveliscombe, Porlock and Selworthy: further details available from the Clerk. Parish Lengthsman: to strim around signs at Luckwell Bridge and the hedge at Watercombe corner.
191.7  Tenders for Grass Cutting in the Playing Field: a proposed draft tender document had been circulated before the meeting and was amended: to be sent out asap and tenders brought back to the September meeting.

191.8 Finance: 191.8.1 It was agreed to pay The Moorland Hall £25.60 for room hire (retrospective); 191.8.2 It was agreed to pay Grant Thornton UK £120 for the external audit; 191.8.3 The external auditor’s report on the accounts was noted and the Chairman thanked the Clerk/RFO for all her worked in preparing the accounts to a good audit standard; 191.8.4 It was agreed to pay Countrywide Grounds Maintenance £626.40 for grass cutting at the Recreation Ground; 191.8.5 It was agreed to pay the Moorland Hall £9.80 for room hire.
191.9 Correspondence and Meetings: 191.9.1 The Clerk and Cllrs Clarbull, Atkins and Simons had attended a Snowdrop Valley 2014 Steering Group meeting: to report a budget to the September meeting. A list of correspondence received had been circulated prior to the meeting. Cllr Atkins agreed to respond to Ian Liddell-Grainger, MP, re his Rural Fair Share petition. The clerk to put details on the noticeboard. An e-mail from Essentials Web Design re the Wheddon Cross website was reported: the Clerk to follow this up. 191.9.2 Cllrs Webber and WS Cllr Pugsley to meet Karen Mills, Economic Development, Somerset Co Council on 28th August to discuss rural issues including broadband. Cllrs Webber and Harding had attended the ENPA Consultative and Parish Forum and reported on broadband and the need for local engagement in the Local Plan Update. Cllr Davis had attended a Standards Board meeting and reported on a letter from Colin Savage, Rural Housing Enabler re self-builds, and that the Youth Club is thriving and eight children from Wheddon Cross went to their Camp.
 191.10 Items for the next Agenda: congestion at the garage/shop; tenders for cutting the grass at the recreation ground 2014/15; Snowdrop Valley 2014 budget; cctv taped evidence re traffic at the crossroads.
There being no other business the meeting closed at 9.15pm. The next meeting of Cutcombe Parish Council will be held on Tuesday 17th September 2013 at 7.30pm in The Moorland Hall. All are warmly invited.

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SEPTEMBER 2013

Meeting of Cutcombe Parish Council to be held on Tuesday 17th September 2013 at 7.30 pm at the Moorland Hall

AGENDA

1        Public Question Time
2        Apologies for Absence
3        Declarations of interest
4        To approve the minutes of the meetings held on 20th August 2013, and any matters arising
5        5.1 Planning Applications  5.2 Other planning matters
6        To consider highways, transport matters and related items
7        Update on tenders for grass cutting at the Recreation Ground
8        Finance
8.1  To pay the Moorland Hall two invoices for £9.80 each for room hire and to note their new charges
8.2 To consider the 2014 Snowdrop Valley Scheme Budget
8.3 To pay the Clerk’s quarterly salary and expenses (£591.89)
8.4 To pay the Clerk’s quarterly Snowdrop Valley expenses (£68.65)
8.5 To pay the Inland Revenue Tax and NI due
9        Correspondence and meetings
9.1     Clerk’s report on correspondence received and meetings attended
9.2     Councillors’ reports on meetings attended and
correspondence received
10    Items for the next Agenda


Minutes of the Meeting held at 7.30pm on Tuesday 17th September 2013 at the Moorland Hall

Present: Councillors Roger Webber (Chairman), Linda Atkins, Eric Clarbull, John Davis and Marlene Allinson (Parish Clerk), Co Cllr Frances Nicholson, W Somerset District Cllr Steven Pugsley and WPCSO Sue Hurley.
192.1  Public Question Time: no items raised.
Police Report: WPCSO Hurley reported one theft from a vehicle at Dunkery Beacon and that a new, independent, Police/Public Badger Cull Liaison Officer has been appointed: Tim Richards 07824 085594.
192.2 Apologies of Absence: Cllrs Tim Gardner, Ros Simons and Chris Harding.
192.3  Declarations of Interest:   


Item No

Councillor

Nature

Reason

Action Taken

7 and 8.1

Clarbull

Personal

Chairman of the Moorland Hall Committee

Minuted

192.4  Minutes: The minutes of the meeting held on 20th August 2013 were approved and signed by the Chairman as a true record. Matters Arising: 190.1 Schools Consultation: Co Cllr Nicholson reported on a recent consultation meeting at the Moorland Hall. 190.8.2 Bank Mandate not yet updated, waiting for a form from Cllr Harding. 191.9.1 Cllr Atkins reported that Ian Liddell-Grainger’s Rural Fair Share Petition is in the pub and the shop to collect signatures.
192.5  192.5.1 Planning Applications: none. 192.5.2 Other Planning Matters: GDO 13/15 Codsend: prior approval not required notice received from ENPA.
192.6  Highways: WX Crossroads: Co Cllr Nicholson still working with Highways to finalise a scheme. WS Cllr Pugsley had passed maps to Cllr Webber 1) re ditches and gullies: the Clerk to ask for a larger scale map in order to be in a position to help Highways by marking on any not there; and 2) re official Highways’ road designations for help with reporting incidents. Exmoor Motor Club Event 24/11/13. Luckwell Bridge Oil Deliveries: problems re large lorries crossing the bridge; Cllr Webber to talk to organisers of the community oil scheme. Road Closure: Hill Bridge, Dulverton will be shut for 4 weeks from 30/09. Cllr Webber not yet met with David Peake re various highways issues. Salt bags: parish allocation will be available later this year
(2 dates for collection requested).
192.7  Update on Tenders for Grass Cutting in the Playing Field: the Clerk reported that tender documents had been sent out to 3 companies: deadline for tenders 30/09/13 to her.

192.8 Finance: 192.8.1 It was agreed to pay The Moorland Hall 2 x £9.80 invoices for room hire; 192.8.2 It was agreed to pay a cheque for £284 to Somerset County Council for 2 years’ road closure for Snowdrop Valley (to be on October agenda as a retrospective item as  needs to be paid now). ENPA have agreed to reimburse the cost to Cutcombe PC who also agreed the 2014 SV Scheme Budget as presented. 192.8.3 It was agreed to pay the Clerk’s quarterly salary and expenses (£591.89); 191.8.4 It was agreed to pay the Clerk’s SV expenses (£68.65); 192.8.5 It was agreed to pay the Inland Revenue tax and NI due.
192.9 Correspondence and Meetings: 192.9.1 The Clerk and Cllrs Webber and Pugsley had met with WS Cllr Mills, Portfolio Holder for Economic Development; the Clerk reported on today’s SV 2014 Scheme meeting and a meeting with Cllr Simons re a grant application to ENPA’s Partnership Fund re the future of the WX toilets. Cllr Webber and the Clerk to attend a meeting this Friday at WS Council re the toilet contract. The Clerk reported on correspondence received including a letter from Police Sgt Whysall and the ENPA inter-Parish Quiz to be held at Bridgetown on 25/10/13: two teams entered for Cutcombe. 192.9.2 Co Cllr Nicholson reported on the last Exmoor Panel meeting. Cllr Davis had attended a meeting with the Rural Housing Enabler. Cllr Webber reported on a PCC meeting in relation to church opening times.
192.10 Items for the next Agenda: retrospective cheque £284 to Somerset County Council
(SV account); selection of a grass cutting contractor for the Recreation Ground.
There being no other business the meeting closed at 8.50pm. The next meeting of Cutcombe Parish Council will be held on Tuesday 15th October 2013 at 7.30pm in The Moorland Hall. All are warmly invited.

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OCTOBER 2013

Meeting of Cutcombe Parish Council to be held on Tuesday
15th October 2013 at 7.30 pm at the Moorland Hall

AGENDA

1        Public Question Time
2        Apologies for Absence
3        Declarations of interest
4        To approve the minutes of the meetings held on 17th September 2013, and any matters arising
5        5.1 Planning Application 6/8/13/107  Rowan Cottage, Higher Park Lane, Cutcombe: Proposed erection of a greenhouse.
5.2 Other planning matters
6        To consider highways, transport matters and related items
7        To select a contractor for grass cutting at the Recreation Ground
8        Finance
          8.1 To approve retrospectively a payment of £284 to Somerset County Council for SV road closure (SV account: to be reimbursed by ENPA)
9        Correspondence and meetings
9.1     Clerk’s report on correspondence received and meetings attended
9.2     Councillors’ reports on meetings attended and
correspondence received
10    Items for the next Agenda

    
Minutes of the Meeting held at 7.30pm on Tuesday 15th October 2013 at the Moorland Hall

Present: Councillors Roger Webber (Chairman), Linda Atkins, Eric Clarbull and Marlene Allinson (Parish Clerk), W Somerset Cllr Steven Pugsley.
193.1  Public Question Time: no items raised.
193.2 Apologies of Absence: Cllrs Tim Gardner, John Davis and Chris Harding; Co Cllr Frances Nicholson.
192.3  Declarations of Interest:   


Item No

Councillor

Nature

Reason

Action Taken

5.1

Clarbull

Personal

Chairman of the Moorland Hall Committee

Minuted

7

Webber

Personal and public perception

Neighbouring property owner

Left the room for the discussion

193.4  Minutes: The minutes of the meeting held on 17th September 2013 were approved and signed by the Chairman as a true record. Matters Arising: None.
193.5  1932.5.1 Planning Applications: 6/8/13/107 Rowan Cottage, Higher Park Lane: proposed erection of a greenhouse: As Cllr Webber declared an interest in this item the meeting was not quorate. Therefore under Standing Order 1(y) as adopted July 2012 the decision on this matter was delegated to the Clerk after consultation with those Cllrs present. 193.5.2 Other Planning Matters: Forestry Commission Consultation Thorn Farm SS900 380 planting of 0.59 ha of native broadleaves: welcomed. 6/8/13/105 and 6/8/13/106 Wheddon Cross Garage: retention of ATM and signage: granted.

193.6  Highways: WX Crossroads: Co Cllr Nicholson requested a meeting re the crossroads: the Clerk to arrange; Hedge opposite the school: Cllr Webber to investigate who is responsible for cutting as overgrown. Road Sweeper: missed parts of Cutcombe: due to parking? The Clerk to investigate. Flooding: Luckwell Bridge to Exford Road reported.

193.7  To select a contractor for Grass Cutting in the Playing Field: three tenders had gone out, two received back. Due to the small number of Councillors at this meeting it was agreed to defer any decision regarding selection of a contractor to a later meeting. The Clerk to arrange a public meeting in November to discuss the Precept Budget and items relating to the Moorland Hall and a meeting of the Finance Working Group as soon as possible to work on the 2014/15 precept budget.

193.8 Finance: 193.8.1 It was agreed (retrospectively) to pay £284 to Somerset County Council for the SV Park and Ride road closure (2 years): the Clerk to invoice ENPA for reimbursement. 193.8.2 It was agreed to pay £50 for Cllr Atkins to attend a SALC course on “Being a Better Councillor”. 193.8.3 It was agreed to pay £9.80 to the Moorland Hall for room hire (these last 2 items to be on next month’s Agenda as retrospective payments).
193.9 Correspondence and Meetings: 193.9.1 The Clerk read out an e-mail from the Moorland Hall re getting together a working group of reps from the PC and the MH to ensure that all insurance aspects are adequately covered as well as other “common ground” management items. 193.9.2 The Clerk and Cllrs Atkins and Webber to attend as reps from the PC. The Clerk to arrange with the MH Committee. Cllr Atkins and the Clerk reported on a SV Park and Ride meeting earlier that evening. Cllr Webber had attended a meeting of the Moorland Hall Committee.
Cllr Webber read out a letter of resignation from Cllr Ros Simons: she is happy to stay on the SV Steering Group. Cllr Webber expressed his thanks to her for her work whilst a member onf the Parish Council.
193.10 Items for the next Agenda: retrospective cheques as at 193.8.2 and 193.8.3 above. Report of the Finance Working Group.
There being no other business the meeting closed at 9.10pm. The next meeting of Cutcombe Parish Council will be held on Tuesday 19th November 2013 at 7.30pm in The Moorland Hall.
All are warmly invited.

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NOVEMBER 2013

Meeting of Cutcombe Parish Council to be held on Tuesday 19th November 2013 at 7.30 pm at the Moorland Hall

AGENDA

1        Public Question Time
2        Apologies for Absence
3        Declarations of interest
4        Co-option of a Parish Councillor
5        To approve the minutes of the meetings held on 15th October 2013, and any matters arising
6        6.1 Planning Applications: 6/8/13/108 Old Stowey Farm: proposed demolition of two storage buildings and replace with a new storage building. Part retrospective.  GDO 13/19 Putham Wood: Prior notification for proposed new tracks (1345m x 3m) and upgrading of existing tracks (4846m x 3m)
6.2 Other planning matters
7        To consider highways, transport matters and related items including the Luckwell Bridge Road Closure
8        Exmoor National Park Authority Draft Local Plan Consultation
9        Update on the Wheddon Cross Toilets and signing of the Management Contract with WS Council 01/10/13 to 31/03/14
10      To select a grass cutting contractor the Recreation Ground
11      Finance
          11.1 To approve retrospectively a payment to SALC (£50) for
Cllr Atkins to attend a SALC course 11.2 To approve retrospectively a cheque for £9.80 to the Moorland Hall for room 11.3 To approve and pay £20 to the Moorland Hall for room hire 11.4 Report of the Finance Working Party/Precept Budget for 2014/15
12      Correspondence and meetings
12.1    Clerk’s report on correspondence received and meetings attended
12.2    Councillors’ reports on meetings attended and
correspondence received
13    Items for the next Agenda

   
Minutes of the Meeting held at 7.30pm on Tuesday 19th November 2013 at the Moorland Hall

Present: Councillors Roger Webber (Chairman), Linda Atkins, Eric Clarbull, Tim Gardner, John Davis, Chris Harding (left at 9.50pm)  and Marlene Allinson (Parish Clerk), Co Cllr Frances Nicholson (left at 9.05pm), W Somerset Cllr Steven Pugsley (left at 9.05pm) and six parishioners were present.
194.1  Public Question Time: Items raised: (i) Luckwell Bridge road closure: the road will be closed for 6 weeks for drainage work from 9am to 3pm from 20/1/14. Resurfacing will start on 17/03/14. Uphill 300m from Bullseye. See Highways report below for more details.
(ii) Grass cutting at the Recreation Ground: one parishioner spoke in support of precepting for this cost as he cannot attend the open public meeting 28/11/13. Co Cllr Nicholson reported that she is working hard at the moment to ensure that the budget for Children’s Centres is spent the most appropriately.
194.2 Apologies of Absence: The Police.
194.3  Declarations of Interest:   


Item No

Councillor

Nature

Reason

Action Taken

10, 11.2, 11.3

Clarbull

Personal

Chairman of the Moorland Hall Committee

Minuted

11.1

Atkins

Personal

She is attending
the course

Minuted

9

Webber and Gardner

Personal

Near neighbours/ overlook the toilets

Minuted

194.4  Co-option of a Parish Councillor: Frank O’Neill was co-opted onto the Parish Councillor, all voted in favour and he signed the Declaration of Acceptance of Office form.
194.5  Minutes: The minutes of the meeting held on 15th October 2013 were approved and signed by the Chairman as a true record. Matters Arising: 193.6 Flooding at LB: Cllr Webber has again reported this to Highways. The meeting at the crossroads took place 25/10/13 the Clerk to follow up with Co Cllr Nicholson. 193.9.1 A meeting has been arranged for 25/11/13 with Tim Forward from Came & Co and reps from the PC and Moorland Hall.
194.6  194.6.1 Planning Applications: 6/8/13/108 Old Stowey Farm: proposed demolition of two storage buildings & replace with new storage building, part retrospective: fully supported, good quality materials but dismay expressed at yet another retrospective application. GDO 13/19 Putham Wood: notice received that prior approval is not required. 194.6.2 Planning Application 6/8/13/107 Rowan Cottage: greenhouse: approved.

194.7  Highways: Luckwell Bridge Road Closure: the Clerk to e-mail Highways with concerns including parking of construction vehicles; public consultation and liaison and signage.
Cllr Webber has suggested to landowners affected that hedges could be trimmed while the road is closed. The rest of the road up to Thorne Lane in bad state of repair: Cllr Webber reported this at the last Exmoor Panel Meeting. Some salt dumpy bags put in wrong places: Cllr Webber to follow up. Cllr Clarbull to collect the Parish’s allocation of salt bags from Minehead Depot on 23/11/13. Guide to Winter Services has been received: the Clerk has details. Cllr Gardner reported on the current Bus Consultation (notice on noticeboard). Co Cllr Nicholson to enquire of SCC if the proposed community bus for Timberscombe might be a threat to the 398 service. The Clerk has circulated a link to the Parish Highways Service Information Pack.

194.8  Exmoor National Park Authority Draft Local Plan Consultation: summary booklets, a cd and the main document will be available at the public meeting on 28/11/13. Comments to Cllr Atkins for a Parish Council response asap.
194.9  Wheddon Cross Toilets: new management contract WSC/Cutcombe PC 1/10/13 to 31/03/14 signed by the Chairman. Cllr Atkins gave a report on options to keep the toilets open should WS Council decide to close them in the future. It was agreed to set up a working group of interested parties to investigate funding and other options, in particular future running costs.
194.10 To select a contractor for Grass Cutting in the Playing Field: Countrywide Grounds Maintenance was selected for 2014/15 as per their tender received.
194.11 Finance: 194.11.1 It was agreed (retrospectively) to pay £50 to SALC for Cllr Atkins to attend a course. 194.11.2 & .3 Cheques for £9.80 and £20 approved for the Moorland Hall for room hire. 194.11.4 The Finance Working Party presented a budget not drawing on reserves for 2014/15. The Clerk was asked to prepare another version drawing on existing budgets and both will be presented at the public meeting on 28/11/13. Other Finance: The Parish Council approved a payment on the Clerk’s expenses of £20 for a poppy wreath (Cllr Webber to be reimbursed); the Clerk gave Cllr Clarbull a cheque for £47 for the Moorland Hall (towards grass cutting) which a Cutcombe team had won at the ENPA Inter-Parish Quiz in October.
194.12 Correspondence and Meetings: Cllr Gardner to print off 200 notices re the meeting on 28/11/13 for distribution with the Parish magazine; the Clerk to advertise meeting on the village website; notices already on noticeboards. The Clerk had circulated a list of correspondence received prior to the meeting including notice of the Exmoor Consultative and Parish Forum meeting 21/11/13, 10.30 am at Exmoor House, Dulverton, where the ENPA Local Plan Consultation documents may be viewed and comments submitted.
194.13 Items for the next Agenda: Ratification of the Parish Precept 2014/15.
There being no other business the meeting closed at 10.45pm. The next meeting of Cutcombe
Parish Council will be held on Tuesday 10th December 2013 at 7.30pm (earlier in the month than usual due to Christmas) in The Moorland Hall. All are warmly invited.

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DECEMBER 2013

Meeting of Cutcombe Parish Council to be held on Tuesday 10th December 2013 at 7.30 pm in the Moorland Hall

AGENDA

  1. Public Question Time
  2. Apologies for Absence
  3. Declarations of interest
  4. To approve the minutes of the meeting held on 18th November 2013 and any matters arising
  5. 5.1 Planning Applications: 6/8/13/109 Blagdon Cross: proposed erection of replacement agricultural building, demolition of existing and retention of hard standing (tarmac). Part retrospective. 5.2 Other Planning Matters
  6. Updated Seven Principles of Public Life: Code of Conduct
  7. Response to the ENPA Draft Local Plan
  8. To consider highways, transport matters and related items
  9. Finance
    9.1 To pay the Clerk’s quarterly salary (418.80) and expenses (£215.57)
    9.2 To pay the Inland Revenue Tax & NI due (£279.20)
    9.3 To set the 2014/15 Parish Precept
    9.4 To pay Snowdrop Valley admin expenses (£77.29)
    9.5 To pay Harry Broadley & Sons £179.60 for SV leaflet printing
    9.6 To consider Grant Requests under #137 of the LGA
    9.7 To sign the Grass Cutting Contract 2014/15 with Countrywide
    Grounds Maintenance
    10      Correspondence and meetings
    10.1    Clerk’s report on correspondence received and meetings attended
    10.2    Councillors’ reports on meetings and correspondence
    11      Items for the next Agenda

    Minutes of the Meeting held at 7.30pm on Tuesday 10th December 2013 at the Moorland Hall
    Present: Councillors Roger Webber (Chairman), Linda Atkins, Eric Clarbull, Tim Gardner, John Davis, Chris Harding and Frank O’Neill; Marlene Allinson (Parish Clerk) and W Somerset Cllr Steven Pugsley were present.
    195.1  Public Question Time: No items raised.
    195.2 Apologies of Absence: Co Cllr Frances Nicholson and The Police.
    195.3  Declarations of Interest:   None.
    195.4  Minutes: The minutes of the meeting held on 19th November 2013 were approved and signed by the Chairman as a true record. Matters Arising: 194.9 WCX toilets: Cllr Webber has spoken with Dan James (ENPA): would like him and a representation from WS Council, parishioners and members of the PC to meet to discuss options: the Clerk to set up a meeting in January. WS Cllr Pugsley has spoken to Exford PC, maybe useful to meet with them also.
    195.5  195.5.1 Planning Applications: 6/8/13/109 Blagdon Cross: proposed erection of replacement agricultural building, demolition of existing and retention of hard standing (tarmac): part retrospective: shed supported in principle and happy to see landscaping in place; prefer bales to be less visible. 195.5.2 Other Planning Matters: none.
    195.6  Code of Conduct: Updated Seven Principles of Public Life: it was resolved to amend the Code of Conduct as adopted 17/07/12 and replace the Current Appendix C with the new Seven Principles (now numbered replacement Appendix C 10/12/13). 
    195.7  Response to the ENPA Draft Local Plan Consultation: Cllrs Webber, Atkins, Clarbull and the Clerk had met to draft some comments which had been circulated to all Councillors prior to this meeting: these were discussed, amended and added to: the Clerk to send in the response by 13/12/13 and circulate same to all Councillors.
    195.8  Highways: Water at the Crossroads: Cllr Webber sorted out the problem of water/sewerage running down the Taunton side of the crossroads today with Wessex Water. Luckwell Bridge Road Closure: Highways’ e-mail of 09/12/13 reported: the Clerk to write copy for the next Parish magazine for info. Negotiations re the closure ongoing with SCC and Highways. Potholes on Putham Lane: still not repaired. Salt bags: Cllr Clarbull had collected Cutcombe’s allocation and distributed them around the Parish. Trees at the triangle: the Clerk reported on correspondence with Magna Housing: trees now dangerous and need to be felled: to ask Magna to continue to liaise with the Parish and replant the area.
    195.9  Finance: It was agreed to pay: 195.9.1  the Clerk’s quarterly salary and expenses (£634.37) 195.9.2 the Inland Revenue tax and NI due (£279.20) 195.9.3 It was agreed to set the 2014/15 Precept at £9,411 to cover the cost of the grass cutting at the Recreation Ground, less £400 to come from the Parish Lengthsman budget (if contract renews days to be cut from 15 to 7). From the SV account it was agreed to pay: 195.9.4 £179.60 to Harry Broadley & Sons for leaflet printing 195.9.5 the Clerk’s admin expenses (£77.29). 195.9.6 No grant requests had been received 195.9.7 The Chairman signed the Grass Cutting contract 2014/15 with Countrywide Grounds Maintenance.

    195.10 Correspondence and Meetings: 195.10.1 The Clerk reported on the SV meeting 10/12/13 and the meeting 28/11/13 re ENPA Draft Local Plan Consultation and Grass Cutting at the Recreation Ground 195.10.2 WS Cllr Steven Puglsey reported that Penny James, new Chief Exec WS Council / Taunton Deane would be visiting WX 23/01/14. Cllrs Webber, Atkins and O’Neill reported on the ENPA Local Plan Consultation meeting at Winsford. Cllr Davis reported on the Exford Youth Club Trustees’ meeting: he would like a rep from the Youth Club to attend Exmoor Panel meetings.
    195.11 Items for the next Agenda: Payment of £626.40 for grass cutting at the Recreation Ground (retrospective).
    There being no other business the meeting closed at 9.30pm. The next meeting of Cutcombe Parish Council will be held on Tuesday 21st January 2014 at 7.30pm in The Moorland Hall. All are warmly invited.