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December 2018 Annual Parish Meetings

2018 ARCHIVE

JANUARY 2018

No meeting held


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FEBRUARY 2018

 Meeting of Cutcombe Parish Council to be held on Tuesday 20th February 2018 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 the 12th December and any matters arising
  5. 5.1 Planning Applications: 6/8/18/101: Oaktrow Farm: on hold. 6/8/18/102: Watercombe House: proposed erection of Tree House (retrospective) 5.2 Other Planning Matters
  6. Highways Matters including Popery Lane, possible SIDS purchase and update on the water main replacement
  7. Parish Magazine
  8. Update on Wheddon Cross Toilets
  9. Finance: 9.1 To pay an invoice from Countrywide Grounds Maintenance for £1,117.94 for grass cutting (retrospective) 9.2 To pay the Moorland Hall £22 for room hire for November (retrospective) and £11.00 for December room hire and £33 for January room hire 9.3 To renew the subscription to the Society of Local Council Clerks (£72 reimburse Clerk) 9.4 To renew membership of the Somerset Association of Local Councils (£108.92) 9.5 To reimburse the Clerk £59.99 for renewal of annual subscription to Microsoft Office 9.6 To pay Eagle Plant £68.64 for hire of Heras Fencing at the toilets (to 31/01/18) 9.7 To pay SSE Electricity £23.01 for electricity standing charge at the toilets 9.8 To pay Harry Broadley for SV leaflet printing £195.60 and £509.30 for map leaflets
    9.9 To reimburse the Clerk for £196.80 paid to Printed4You for SV pens 9.10 To pay Active Signs £183.60 for the SV map signs
  10. Correspondence and meetings

10.1    Clerk’s report on correspondence received and meetings attended including
10.2    Councillors’ reports on meetings and correspondence
11       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 Parish Council Meeting held at 7.30pm on Tuesday 20th February 2018 at the Moorland Hall
Present: Councillors John Anson, Vivian White, Roger Webber, Linda Atkins, Eric Norman, John Davis,Eric Clarbull, Parish Clerk Marlene Allinson, County Cllr Frances Nicholson (left at 8.34pm), West Somerset Councillor Steven Pugsley (left at 8.45pm), Dan Barnett (ENPA) and five parishioners.
247.1   Public Question Time: (i) Snowdrop Valley: deterioration of the snowdrop display as compared to earlier years: a parishioner offered to prepare a “gardening” programme to improve; comments re mud and drainage (ii) Popery Lane: several parishioners expressed a preference for this being left undisturbed as it is an ancient track (iii) drains and blocked gulleys at Blagdon Cross reported and a request for progress on spending the balance of monies from the crossroads scheme.
The Chairman invited Dan Barnett to speak with regard to possible options to improve the slipperiness of Popery Lane (part of the Coleridge Way/Bridleway). Dan outlined the history and options available including cleaning, a handrail, a diversion path, cutting of hedges, scratching the surface to improve grip, and answered questions. It was agreed to invite Dan back to a PC meeting later in the year to discuss any progress made.
247.2   Apologies for Absence: none.
247.3   Declarations of Interest:


Councillor

Agenda Item

Nature of Interest

Description of Interest

Action Taken

White

5.1 Watercombe House

Prejudicial/ pecuniary

Applicant

Left the room for this item

Clarbull

9.1 & 9.2

Personal

Chairman of Moorland Hall

Minuted

Anson

9.1 & 9.2

Personal

Moorland Hall Trustee

Minuted

247.4   Minutes: The Minutes of the meetings held on the 12th December were approved and signed as a true record. Matters Arising: none.
247.5   247.5.1 Planning Applications: Cllr White left the room. 6/8/18/102 Watercombe House: Proposed erection of Tree House (retrospective). Reservations expressed re size and retrospective application, but sympathetic materials proposed and use of surrounding trees, good to see a safe area being provided for youngsters to play outdoors. Cllr White returned to the room. 247.5.2 Other Planning Matters: Raleigh Manor 6/8/17/112 Amended plans and description: no additional comments as missed agenda.
247.6   Highways: Water Main Replacement: road closure at the crossroads 8th March (5 weeks but hope to do main work over first weekend and then will be open with traffic lights). Proposed SIDS purchase:
Cllr Anson liaised with Exford PC who are keen to co-operate: the Clerk to investigate costs and bring a report to the April meeting. Hedge at Meadow Close: needs trimming: the Clerk to follow up with Magna Housing.
247.7   Parish Magazine: a working party has been formed, the Clerk to invite a representative to a Parish Council meeting to give an update on progress.
247.8   Wheddon Cross Toilets: Cllr Atkins reported on a meeting with the Chris Horne, builder, Cllr Anson, David Hancock and the Clerk and on an additional quote for extra works deemed necessary: support was given for her to progress this matter along with the provision of 2 hand drier units.
247.9   Finance: Approved to pay: 9.1 Invoice from Countrywide Grounds Maintenance for £1,117.94 for grass cutting (retrospective) 9.2 Moorland Hall £22 for room hire for November (retrospective) and £11.00 for December room hire and £33 for January room hire 9.3 Subscription to the Society of Local Council Clerks (£72 reimburse Clerk) 9.4 Annual membership of the Somerset Association of Local Councils (£108.92)
9.5
£59.99 for renewal of annual subscription to Microsoft Office (reimburse the Clerk)
9.6 Eagle Plant £68.64 for hire of Heras Fencing at the toilets (to 31/01/18) 9.7 SSE Electricity £23.01 for electricity standing charge at the toilets 9.8 Harry Broadley for SV leaflet printing £195.60 and £509.30 for map leaflets 9.9 Printed4You £196.80 for SV pens (reimburse the Clerk) 9.10 Active Signs £183.60 for the SV map signs
247.10 Correspondence and Meetings: 247.10.1 The Clerk reported that a drop-in session to help people to complete forms and ask questions re the housing survey has been arranged at The Rest & Be Thankful Inn on 22nd March from 3.30 to 7.30pm. 2018 Annual Parish Meeting of Electors: revised date: now Thursday 19th April 2018. 247.10.2 Nothing additional reported.
247.11 Items for the Next Agenda: Review of Clerk’s Salary and Contract.

There being no other business the meeting closed at 10.10 pm.

The next meeting of Cutcombe Parish Council will be held on Tuesday 20th March 2018 at at 7.30pm
in the Moorland Hall.

All are welcome to all meetings

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MARCH 2018

            Meeting of Cutcombe Parish Council to be held on Tuesday 20th March 2018 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 meetings held on 20th February and any matters arising
  5. 5.1 Planning Applications: 6/8/18/103 Oaktrow Farm: proposed change of use of agricultural building to holiday let 5.2 Other Planning Matters
  6. To consider highways, transport matters and related items
  7. Update on the Wheddon Cross Toilets
  8. 8.1 To appoint an internal auditor for 2017/18  8.2 To approve and pay the Clerk's salary (£592.88) and Review of the Clerk’s Salary and Conditions 8.3 Inland Revenue Tax due (£729.40) 8.4 Moorland Hall room hire (£11 Feb invoice 1077) 8.5 Water2Business £24.40 for standing charge at the WX toilets 8.6 Eagle Plant £28.80 for February Heras fencing hire 8.7 SV Workers’ Wages (£1,915.80) 8.8 SV Manager’s Expenses (£172.46) 8.9 Parish Clerk’s Expenses (£167.20) and Snowdrop Valley expenses (£526.03) and Salary (£592.88) 8.10 AtWest £4,218.00 for SV buses 8.11 To consider ex-gratia payments in relation to 2018 SV Park and Ride Scheme
  9. Correspondence and meetings 9.1 Clerk’s report on correspondence received and meetings attended 9.2 Councillors’ reports on meetings and correspondence
    10     Items for the next Agenda

           


Minutes of the Parish Council Meeting held at 7.30pm on Tuesday 20th March 2018 at the Moorland Hall
Present: Councillors John Anson, Vivian White, Linda Atkins, Eric Norman, John Davis,
Eric Clarbull, Parish Clerk Marlene Allinson, County Cllr Frances Nicholson (left at 7.55pm), and one parishioner.
248.1   Public Question Time: (i) drains and blocked gulleys at Blagdon Cross: any progress? (ii) it was reported that the Housing Survey has been sent out: the Clerk has additional copies
248.2   Apologies for Absence: Cllr Roger Webber, West Somerset Councillor Steven Pugsley.
248.3   Declarations of Interest:


Councillor

Agenda Item

Nature of Interest

Description of Interest

Action Taken

Clarbull

8.4

Personal

Chairman of Moorland Hall

Minuted

Anson

8.4

Personal

Moorland Hall Trustee

Minuted

248.4   Minutes: The Minutes of the meetings held on the 20th February were approved and signed as a true record. Matters Arising: the Clerk reported that Magna Housing had cut the hedge at Meadow Close.
248.5   248.5.1 Planning Applications: 6/8/18/103 Oaktrow Farm: Proposed change of use of agricultural building to holiday let: no comments. 248.5.2 Other Planning Matters: none.
248.6   Highways: 9 Day Road Closure on the B3224 at Wheddon Cross (drainage problems): Co Cllr Nicholson gave an update: residents needing access should make themselves known to the men on site; lorries approaching the cattle market on market days from the East should not be diverted. Water Main Replacement: Cllr Anson gave an update: going pretty much according to plan but some delays due to weather conditions. Road Closures: 3 on the A39: all diversions come through Wheddon Cross: 11th and 16th April both for 3 nights overnight; 18th April four  evenings (Carhampton).  Long Lane: Cllr Anson reported that the lane flooded again when the snow melted: he has photos and will report to Highways. The SIDS meeting was postponed but Co Cllr Nicholson, at the Exmoor Panel meeting, outlined what would be involved if the parish wanted to participate in the shared ownership scheme: £100 cost each time the SIDS machine came to the Parish: other options are: shared ownership with other parishes or individual parish ownership. Costs involved: £500 per person to train for Chapter 8 (2 people recommended per parish), clothes and equipment, etc. Cllr Anson has spoke to Exford Parish Council: they are keen to co-operate with Cutcombe.
248.7   Wheddon Cross Toilets: Cllr Atkins and Anson recommended that the quote for additional works from Chris Horne be formally accepted by the Parish Council: approved It is hope work will start mid-April. Cllr Atkins has put up revised signage at the toilets and contacted Western Power re splitting the electricity supply.248.8   Finance: 8.1 It was agreed to once again appoint Derrick Bott as Cutcombe’s internal auditor for 2017/18  8.2 Agreed to pay the Clerk’s salary (£592.88): Review of the Clerk’s Salary and Conditions: postponed: the Clerk to arrange a meeting with the Chairman and Vice-Chairman. Approved for Payment: 8.3 Inland Revenue Tax due (£729.40) 8.4 Moorland Hall room hire (£11) 8.5 Water2Business £24.40 for standing charge at the WX toilets 8.6 Eagle Plant £28.80 for Heras fencing hire 8.7 SV Workers’ Wages (£1,915.80) 8.8 SV Manager’s Expenses (£172.46) 8.9 Parish Clerk’s Expenses (£167.20) and Snowdrop Valley expenses (£526.03) and Salary (£592.88) 8.10 AtWest £4,218.00 for SV buses 8.11 It was agreed to pay £250 each to Exmoor Farmers and The Badgworthy Land Company for allowing parking and access re Snowdrop Valley
248.9 Correspondence and Meetings: 248.9.1 The Clerk has the West Somerset Advice Bureau Annual Report and Accounts available for anyone to read. She reported communications with Airband who have surveyed the Moorland Hall and said that they can provide a free broadband supply. It is hoped that a revised Parish magazine will soon be available. Reverend David Weir is organizing the publications group but was unable to attend tonight’s meeting. 248.9.2 Cllr Anson read out an email from a parishioner re precept rise, to which he has replied. Co Cllr Nicholson urged that everyone fill in the survey re the public libraries consultation. Cllr Anson will attend the drop-in session re the housing survey on 22d March and reported that Porlock Parish had good attendance at their meeting. Cllr White reported on the Exmoor Consultative and Parish Forum meeting where housing need was discussed. Cllr Norman reported on a Snowdrop Valley Steering Group meeting,
248.10 Items for the Next Agenda: Review of Clerk’s Salary and Contract; retrospective approval for electricity bill at the Wheddon Cross toilets; Clerk's report on SIDS: costing and type approval

There being no other business the meeting closed at 9.30 pm.

The next meeting of Cutcombe Parish Council will be held on Tuesday 17th April 2018 at at 7.30pm in the Moorland Hall.

The Annual Parish Meeting of Electors will be held at the Moorland Hall, 7 for 7.30pm, on Thursday 19th April 2018.

All are welcome to all meetings

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.
Marlene P Allinson, Parish Clerk

 

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APRIL 2018

Meeting of Cutcombe Parish Council to be held on Tuesday 17th April 2018 at 7.30 pm in the Moorland Hall

AGENDA

Update on the current situation regarding the Parish Magazine: Nick Daniel 

  1. Public Question Time
  2. Apologies for Absence 
  3. Declarations of interest
  4. To approve the minutes of the meetings held on 20th March and any matters arising
  5. 5.1 Planning Applications:    5.2 Other Planning Matters
  6. To consider highways, transport matters and related items including Clerk’s report on SIDS
  7. Update on the Wheddon Cross Toilets
  8. 8.1 Retrospective agreement to pay £200 for trailer hire for Snowdrop Valley 8.2 Retrospective agreement for payment to Southern Electric £26.18 (standing charge at WX toilets) 8.3 To pay the Moorland Hall £11 for February and £11 for March room hire 8.4 To pay Eagle Plant £31.68 for March Heras fencing hire  8.5 To pay Somerset County Council £341 for the Snowdrop Valley road closure 8.6 Retrospective agreement for additional SV Workers’ Wages (£103.40) 8.7 To pay the Inland Revenue SV tax due (£16.60)
  9. 9       Correspondence and meetings

9.1    Clerk’s report on correspondence received and meetings attended
9.2    Councillors’ reports on meetings and correspondence
10     Items for the next Agenda           


Minutes of the Parish Council Meeting held at 7.30pm on Tuesday 17th April 2018 at the Moorland Hall
Present: Councillors John Anson, Vivian White, Roger Webber, Eric Norman, John Davis, Eric Clarbull, Parish Clerk Marlene Allinson, County Cllr Frances Nicholson,
West Somerset Councillor Steven Pugsley and two parishioners.
Parish Magazine: Nick Daniel gave an update on the relaunched Parish Magazine which is being run by an editorial team headed by the Reverend David Weir. Each Parish Council is to decide how they charge for their magazine, if at all, but a cover price of 50p will be put on future magazines as a guide. The Chairman thanked Nick and the team for all their hard work.
249.1   Public Question Time: review of the Clerk’s salary and conditions: this has been deferred due to holidays.
249.2   Apologies for Absence: Cllr Linda Atkins.
249.3   Declarations of Interest:


Councillor

Agenda Item

Nature of Interest

Description of Interest

Action Taken

Clarbull

Anson

8.3

8.3

Personal

Personal

Chairman of Moorland Hall
Moorland Hall
Trustee

Minuted

Minuted

Davis

8.4

Personal

Trailer Owner

Minuted

249.4   Minutes: The Minutes of the meeting held on the 20th March were approved and signed as a true record. Matters Arising: 248.9.1: Airband have completed a second survey of The Moorland Hall and found it suitable for their free broadband: Cllr Clarbull is progressing.
249.5   249.5.1 Planning Applications: none 249.5.2 Other Planning Matters: none.
249.6   Highways: Draper’s Way: Co Cllr Nicholson gave an update on the proposed works which will entail a full road closure for 6/8 weeks around October, includes reinforcement of the bridge parapet and tree works. Cllr Anson has contacted local residents to see how disruption can be minimized. Road Signs: Cllr Webber stressed that the positioning to indicate road closures and diversions needs improvement: Co Cllr Nicholson thought that the compilation of a database of suitable positions would be useful. Potholes on B3224 just before Kennisham Wood: Cllr Anson to report to Highways. Dog Fouling Signs: the Clerk agreed to produce some new ones. SIDS Report: The Clerk circulated her report to all present: this outlined the current options (copy filed with these minutes): it was agreed to adopt her suggestion of setting up a working party to move things forward: Cllrs Clarbull and Norman agreed to do this. The Clerk to ask Highways if the 106 money remaining from the housing development may be spent on a SID for Cutcombe.
249.7   Wheddon Cross Toilets: The Clerk read out Cllr Atkins’ report on the toilets and added that the mosaic and the roof have also now been cleaned and the requisite insurance is in place. On the advice of the building inspector there will not be rails on the ramp leading up to the disabled toilet. The overhanging tree: WS Cllr Pugsley agreed to find out if there is a cost involved in getting this assessed for safety.
249.8   Finance: 8.1 It was agreed to pay £200 retrospectively to John Davis for trailer hire during the Snowdrop Valley Park and Ride Scheme 8.2 Agreed to pay £26.18 to Southern Electric (retrospective) for standing charge at the WX toilets 8.3 Agreed to pay the Moorland Hall £11 for February and £11 for March room hire 8.4 Agreed to pay Eagle Plant £31.68 for March Heras fencing hire and their final invoice for £31.20 to end of hire 8.5 Agreed to pay £341 to Somerset County Council for road closure for Snowdrop Valley: ENPA has agreed to reimburse Cutcombe PC for this cost 8.6 Agreed to pay additional SV wages of £103.40 8.7 Agreed to pay Inland Revenue tax due of £16.60 (these last two items due to an error in pay rate at the initial payment stage)
249.9 Correspondence and Meetings: 249.9.1 The Clerk reported that her letter to The West Somerset Free Press thanking all those involved in the Snowdrop Valley Park and Ride Scheme had been published. 249.9.2 Cllr White reported on a meeting at ENPA which included the leaving of David Wyborn, Chief Planner. Co Cllr Nicholson reported on Adult Social Services including the Micro Provider Scheme and Developed Transfer Care. WS Cllr Pugsley reported that the Secretary of State has agreed that the West Somerset/Taunton Deane merger can go ahead, there will be significant ward changes.
249.10 Items for the Next Agenda: none.

There being no other business the meeting closed at 9.55 pm.

The next meeting of Cutcombe Parish Council will be The Annual Parish Council Meeting (at which a new Chairman and Vice-Chairman are elected for the coming year) to be held on Tuesday 15th May 2018 at 7.30pm in the Moorland Hall.

All are welcome to all meetings

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.
Marlene P Allinson, Parish Clerk


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MAY 2018

Annual Meeting of Cutcombe Parish Council to be held on Tues 15th May 2018 at 7.30 pm in 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. Apologies for Absence
  5. Declarations of interest
  6. To approve the minutes of the meeting held on 17th April 2018 and any matters arising
  7. Reports from West Somerset and Somerset County Councillors
  8. 8.1 Planning Applications: 6/8/18/105 Sports Pavilion, Recreation Ground, Wheddon Cross; proposed replacement of existing sports pavilion in same location 8.2 Other Planning Matters:
  9. To consider highways and transport matters including update on SIDs
  10. 10.1 Update on the Refurbishment of Wheddon Cross Toilets
    10.2 Cleaning Contract for Wheddon Cross Toilets
  11. Update on Clerk Vacancy
  12. Data Protection Policy
  13. Finance: 13.1 To pay £76.90 to Washroom Hub for 2 Soap Dispensers and 2 Sanitary Bins for the WX toilets (reimburse Cllr Atkins) 13.2 To pay Green Magic £29.16 for 4 frames for sponsorship certificates for the WX toilets (reimburse
    Cllr Atkins)
  14. Correspondence and meetings
    1. Clerk’s report on correspondence received and meetings attended

14.2    Councillors’ reports on meetings and correspondence

  1.  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.


Marlene P Allinson, Parish Clerk


Minutes of the Annual Parish Council Meeting held at 7.30pm on Tuesday 15th May 2018 at the Moorland Hall


Present: Councillors John Anson, Vivian White, Roger Webber, Eric Norman, Eric Clarbull, Parish Clerk Marlene Allinson, County Cllr Frances Nicholson, West Somerset Councillor Steven Pugsley and two parishioners.
250.1   One nomination for Chairman was received: Cllr John Anson was duly elected Chairman for another year and he signed the Declaration of Acceptance of Officer, prop: Cllr Atkins, sec: Cllr White, all voted in favour.
250.2   One nomination for Vice-Chairman was received: Cllr Vivian White was duly elected as Vice-Chairman for another year prop: Cllr Anson sec: Cllr Atkins, all voted in favour.
250.3   Public Question Time: on behalf of the Sports Club Marie Adams briefly described the reason for the application and answered any questions, she then left the meeting.
250.4   Apologies for Absence: Cllr John Davis.
250.5   Declarations of Interest:


Councillor

Agenda Item

Nature of Interest

Description of Interest

Action Taken

Webber

8.1

Personal

Near neighbour

Minuted

Norman

8.1

Personal

Near neighbour

Minuted

Clarbull

8.1

Personal

Chairman of Moorland Hall

Minuted

Anson

8.1

Personal

Moorland Hall Trustee

Minuted

Norman

10.2

Pecuniary

Submitted cleaning contract

Left the room

250.6   To approve the minutes of the meeting held on 17th April 2018 and any matters arising: the minutes were approved as a true record. Matters Arising: 249.4 248.9.1 Airband are due to install the broadband on 16th May 2018.
250.7   Reports from West Somerset and Somerset County Councillors: SCC Frances Nicholson reported on the transfer of care/non-bed blocking scheme, aims and progress including the Micro Providers Scheme and on the proposed future consultation re the creation of a unitary authority. Cllr Steven Puglsey reported on the proposed boundary commission changes and details of the proposed consultation re a unitary authority.
250.8   250.8.1 Planning Applications: 6 /8/18/105 Sports Pavilion,Recreation Ground, Wheddon Cross: proposed replacement of existing sports pavilion in same location: Council agreed that the facilities need upgrading: fully supported by a majority decision (2 abstentions).
250.8.2 Other Planning Matters:
none.
250.9   Highways: SIDs Device: The Clerk reported that SCC Highways has agreed that a device may be purchased for Cutcombe from the remaining 106 monies and that the two locations as previously used by SCC are approved: any new locations must be approved before use. Correspondence was passed to the SIDs working party who will report back to the June meeting and also contact Exford Parish who are interested in SIDs. Wessex Water: no reply received as yet to the Clerk’s email:
Cllr Anson to progress. Speeding in ENPA: on the list to be a future agenda item for the ENPA Consultative and Parish Forum. Road Closures: Codsend Bridge: Bridleway closure 4th May onwards: still open to walkers; Dulverton-Exford road 8th May (18 days).
250.10 250.10.1 Wheddon Cross Toilets Update: Cllr Atkins reported that the toilets will soon be finished. Tree overhanging: the Clerk read out a report from Robin Offer (ENPA): would not recommend pruning unless the tree is diseased: the Clerk to seek quotes for a survey of the tree. Cllr Atkins showed a sample of her framed notice for the toilets pointing out that they are paid for by the local community and updated Council re the donation box and a notice placed in the June parish magazine inviting offers of interest in renting the back half of the toilets. The Clerk reported on the electricity supply contract for the toilets: it was agreed to take out a contract for one year with Southern Electric. Council now excluded the press and the public and went into closed session for the next item and Cllr Eric Norman left the room: 250.10.2 Cleaning Contract for the Toilets: the Clerk had sent out invitations to tender to three companies who had previously expressed an interest. Two tenders had been received. It was decided to award the contract to The Rest & Be Thankful Inn and the Clerk instructed to inform them. Cllr Norman returned to the room. Whilst still in closed session Council heard a report from the Appeals Committee and accepted its recommendation. The closed session now ended.
250.11 Update on the Clerk Vacancy: the Clerk has placed an advertisement in the June Parish Magazine. She was instructed to place advertisements in the West Somerset Free Press and in the West Somerset County Gazette. Closing date for applications is 15th June.
250.12 Data Protection Policy: Cllr White has been booked on a SALC course 22nd May at Somerton and will report back to the next meeting.
250.13 Finance: 13.1 It was agreed to reimburse Cllr Atkins £79.60 for 2 soap dispensers and sanitary bins for the toilets 13.2 It was agreed to reimburse Cllr Atkins £29.16 for 4 sponsorship frames for the toilets It was also agreed to renew Council’s insurance due 01/06/18 with Came & Company in the sum of £662.50 (£212.76 being the additional premium for the WX toilets)
250.14 Correspondence and Meetings: 250.14.1 in addition to items previously circulated by email the Clerk reported that upon application ENPA has refunded the £192.50 planning fee for the toilets. 250.14.2 no reports.
250.15 Items for the Next Agenda: (i) report of the SIDs working party (Cllrs Norman and Clarbull)
(ii) Report on Data Protection Policy (Cllr White) (iii) Snowdrop Valley Finances (Cllr White to provide a mini-agenda for this item (iv) Update on toilets opening (Cllr Atkins) (v) retrospective agreement to pay £662.50 to Came & Company for insurance (vi) section 106 grants (vii) Agreement re Annual Governance Statements/Audit (viii) Clerk’s salary and expenses
(ix) Update on Clerk Vacancy

There being no other business the meeting closed at 10.40 pm.
The next meeting of Cutcombe Parish Council will be held on Tuesday 19th June 2018 at 7.30pm in the Moorland Hall.

All are welcome to all meetings

 

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JUNE 2018

Meeting of Cutcombe Parish Council to be held on Tuesday 19th June 2018 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 15th May 2018 and any matters arising
  5. Reports from West Somerset and Somerset County Councillors
  6. 6.1 Planning Applications: 6/15/18/104 Quarme Combe Cottage: proposed variation of condition 2 (the development hereby permitted shall not be carried out except in complete accordance with the details shown on the submitted plans, numbers 051.003 rev A, 051.004 rev B and 1:2500 scaled location plan received on 01 November 2012 and 051.009 rev B, 051.010 rev B, 051.100 rev B, 051.110 rev B, 051.011 rev B, 051.115 rev B, 051.120 rev B and 051.121 rev B   received on 09 January 2013.) of approved application 6/15/12/106 to allow insertion of balcony on south west elevation. 6.2 Other Planning Matters:
  7. To consider highways and transport matters including a report from the SIDs Working Party
  8. Portfolio Holders
  9. Update on the Wheddon Cross Toilets including Risk Assessment, opening of the toilets and letting of redundant space
  10. Update of Council’s Risk Assessment
  11. Update on Clerk Vacancy
  12. Data Protection Policy
  13. Finance: 13.1 To consider the findings of the review of the effectiveness of the system of financial internal controls 13.2 To approve and sign the Annual Governance Statement 2017/18 13.3 To consider the Accounting Statements for 2017/18 13.4 To resolve to approve and sign the Accounting Statements for 2017/18 13.5 To pay Derrick Bott, internal auditor, the sum of £90
    13.6 To agree to pay Came & Company £662.50 for insurance 2018/19 (retrospective) 13.7 To pay the Parish Clerk’s salary and expenses (£474.75 and £322.38) 13.8 To pay the Inland Revenue tax due 13.9 To pay Chris Horne, builder for toilet refurbishment work £22,737.13 (retrospective) 13.10 To pay Active Signs £35.40 for toilet signs (reimburse Cllr Atkins) 13.11 To reimburse Cllr Atkins £7.99 for mirror tiles for toilets 13.12 To note Southern Electric’s invoice for £18.69 for the WX toilets (to be paid by direct debit) 13.13 To reimburse the Clerk for 2 advertisements for Clerk vacancy: £161.28 (WS Free Press) and £178.22 (WS County Gazette) 13.14 Updating of Council’s Asset Register 13.15 To consider grants under # 137 of the Local Government Act 13.16 To pay the Parish Clerk’s Snowdrop Valley salary and expenses (£325.08)
  14. Correspondence and meetings 14.1 Clerk’s report on correspondence received and meetings attended 14.2    Councillors’ reports on meetings and correspondence 
  15. 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
Marlene P Allinson, Parish Clerk



Minutes of the Parish Council Meeting held at 7.30pm on Tuesday 19th June 2018 at the Moorland Hall
Present: Councillors John Anson, Vivian White, Linda Atkins, Roger Webber, Eric Norman, Eric Clarbull, John Davis, Parish Clerk Marlene Allinson, County Cllr Frances Nicholson, West Somerset Councillor Steven Pugsley and one parishioner.
251.1   Public Question Time: items raised: (i) why was the general public not invited to the official opening of the Wheddon Cross toilets? (ii) why was there additional spending on the toilets over and above the original quotation? (iii) can members of the public raise points during a Parish Council meeting? (iv) why does Cutcombe not prepare a neighbourhood plan?
Cllr Anson responded to (i), Cllr Atkins to (ii) and the Parish Clerk to (iii) and (iv)
251.2   Apologies for Absence: None.
251.3   Declarations of Interest: None.
251.4   The minutes of the meeting held on 15th May 2018 were approved as a true record, there were no matters arising.
251.5   Reports from West Somerset and Somerset County Councillors: SCC Frances Nicholson reported that: the Libraries Consultation has now closed and the results are being collated; problems re roads especially the Heathpoult to Dulverton road. West Somerset Councillor Steven Pugsley reported that the Exmoor Panel meeting has been postponed until 5th July at the Moorland Hall: parishes will be asked re suitable sites for electric vehicle charging points. Housing and Employment are areas to be focused on: the Exmoor Consultative and Parish Forum has started a dialogue with Exmoor Young Voices to try to resolve problems such as design of affordable homes. Now that Exmoor’s digital connectivity is good there is a window of opportunity to attract more businesses to the area. The new ENPA Head of Planning will be in post at the end of August.
251.6   251.6.1 Planning Applications: 6/15/18/104 Quarme Combe Cottage: proposed variation of condition 2 (the development hereby permitted shall not be carried out except in complete accordance with the details shown on the submitted plans, numbers 051.003 rev A, 051.004 rev B and 1:2500 scaled location plan received on 01 November 2012 and 051.009 rev B, 051.010 rev B, 051.100 rev B, 051.110 rev B, 051.011 rev B, 051.115 rev B, 051.120 rev B and 051.121 rev B   received on 09 January 2013.) of approved application 6/15/12/106 to allow insertion of balcony on south west elevation: no comments. 251.6.2 Other Planning Matters: Cllr Clarbull reported that the planning application for the new Sports Pavilion has been withdrawn: a new application will be submitted in the future. There will be a meeting of the Sports Club next Sunday.
251.7   Highways: Wimbleball ½ Triathlon: 24th June; Lady Street Dulverton closure: 10/07 for 2 days; Resurfacing work on Cutcombe Hill: will start 2nd July; Potholes by the War Memorial not all repaired. Cllr Webber reported that potholes at Popery Lane need attention. Cllr Anson will be meeting soon with Peter Owen’s successor to discuss local issues including the fact that Highways have stated that budgets are insufficient to adequately repair potholes. The SIDS Working Party reported on a meeting with Exford: it was agreed to purchase 2 SIDS devices with the remaining 106 money and to train one person from Exford and one from Cutcombe (volunteers) and to share the devices and ongoing costs. The WP to find out if the solar one of which they have details costing £1,799 +VAT is approved by Highways, additional cost of £250 each one for batteries, etc.
251.8   Portfolio Holders: it was agreed to leave these as last year, the toilet working party to remain in place to organize the new lease and other matters.
251.9   Wheddon Cross Toilets: Cllr Atkins reported on the official opening. One toilet seat already broken: she will organize a replacement and see if it was faulty. The Clerk has put a risk assessment in place. The redundant space needs to be advertised more widely.
251.10 The Clerk reported that she has updated Council’s Risk Assessment.
251.11 This item was taken at the end of the meeting when Council excluded the press and the public and went into closed session. During the debate it was agreed that interviews are to take place next week the interview panel to consist of Cllrs Anson, White, Webber and Clarbull.
251.12 Data Protection Policy: Cllr White reported on the course he had attended at Somerton. He advised that Cutcombe Parish Council is complying with the new regulations and there are no immediate concerns as the Parish Council does not circulate material to parishioners and does not retain private data and is therefore compliant. The Parish Clerk is already registered with the Information Commissioner’s Officer as the Data Protection Officer although this is not a statutory requirement.
251.13 251.13.1 On behalf of the Finance Working Party Cllr Webber reported on a meeting held earlier that evening at which the FWP reviewed the effectiveness of the system of financial internal controls and did not find them to be wanting. 251.13.2 The Annual Governance Statement 2017/18 was approved and signed by the Chairman and the Clerk. 251.13.3 The Accounting Statements for 2017/18 were considered. 251.13.4 It was resolved to approve and sign the Accounting Statements for 2017/18. It was resolved to: 251.13.5 pay Derrick Bott, internal auditor, the sum of £90 251.13.6 pay Came & Company £662.50 for insurance 2018/19 (retrospective) 251.13.7 pay the Parish Clerk’s salary and expenses (£474.75 and £322.38) 251.13.8 pay the Inland Revenue tax due 251.13.9 pay Chris Horne, builder for toilet refurbishment work £22,737.13 (retrospective) 251.13.10 pay Active Signs £35.40 for toilet signs (reimburse Cllr Atkins) 251.13.11 reimburse Cllr Atkins £7.99 for mirror tiles for toilets 251.13.12 note Southern Electric’s invoice for £18.69 for the WX toilets (to be paid by direct debit) 251.13.13 reimburse the Clerk for 2 advertisements for Clerk vacancy: £161.28 (WS Free Press) and £178.22 (WS County Gazette). 251.13.14 The Clerk reported on the updated Asset Register. 251.13.15 It was agreed to give a grant of £100 to C.L.O.W.N.S. under section 137 of the Local Government Act. 251.13.16 It was agreed to pay the Parish Clerk’s Snowdrop Valley salary and expenses (£325.08).
251.14 Correspondence and Meetings: 251.14.1 The Clerk has a copy of the Exmoor National Park  Partnership Plan 2018-2023 if anyone wishes to see it. 251.14.2 Cllr Norman had attended a meeting on electric charging points organized by Forum 21 and has volunteered to be a committee member for this item. Cllr Anson has forwarded an email regarding the outside of the Moorland Hall to the Moorland Hall Committee for a response. Cllr Clarbull reported that the MH AGM is on 2nd July, all are welcome. Cllr White reported that he had received a communication from the West Somerset Community Land Trust advising that they had made an approach to buy the undeveloped site in Meadow Close from Exmoor Farmers, to develop it, but EF had turned them down saying they planned to do so themselves. Understood that they plan to make a further approach. Meeting agreed Cllr White should note and welcome their approach on behalf of Cutcombe PC.
251.15 Items for the Next Agenda: retrospective approval for Cllr White’s travel expenses (£13.10) to attend the Data Protection Course at Somerton.
There being no other business the meeting closed at 10.15 pm.
The next meeting of Cutcombe Parish Council will be held on Tuesday 17th July 2018 at 7.30pm in the Moorland Hall.

All are welcome to all meetings

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JULY 2018

Meeting of Cutcombe Parish Council to be held on Tuesday 17th July 2018 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 19th June 2018 and any matters arising
  5. Reports from District and County Councillors
  6. 6.1 Planning Applications:  6/8/18/106 The Rest & Be Thankful Inn: proposed porch and nine electric vehicle charging stations along the south west and north west elevations
    6.2 Other Planning Matters
  7. To consider highways and transport matters including a report from the SIDS Working Party
  8. Boundary Commission Consultation and Presentation Electoral review briefing for Parish Councils (Taunton Deane/West Somerset Council)
  9. Finance: 9.1 To pay travelling expenses to Cllr White (£13.10) for attending a Data Protection Course at Somerset (retrospective) 9.2 To pay the Somerset Association of Local Council affiliation fees for 2018/19 £111.36 9.3 To pay the Moorland Hall £33.75 for June room hire 9.4 To reimburse Cllr Anson £38.98 for small items for the toilets 9.5 Contract for the new Parish Clerk
  10. Correspondence and meetings

10.1    Clerk’s report on correspondence received and meetings attended including
10.2    Councillors’ reports on meetings and correspondence including a report from Helen Davis on a dedicated Facebook page for village events
11     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.

 Marlene P Allinson, Parish Clerk

Minutes of the Parish Council Meeting held at 7.30pm on Tuesday 17th July 2018 at the Moorland Hall
Present: Councillors John Anson (Chairman), Vivian White, Linda Atkins, Roger Webber, Eric Clarbull, John Davis, Parish Clerk Marlene Allinson, West Somerset Councillor Steven Pugsley, prospective new Parish Clerk Nic Kemp and one parishioner.
252.1   Public Question Time: items raised: (i) Discussion re Long Lane at the last Exmoor Panel
(ii) Councillor John Woodman, Somerset County Council Cabinet Member for Highways and Transport will be happy to attend a meeting in the Parish to discuss local issues  (iii) suggested Press Release re the appointment of a new Parish Clerk
252.2   Apologies for Absence: were accepted from Cllr Eric Norman and Co Cllr Frances Nicholson and West Somerset Cllr Steven Pugsley who will attend later in the meeting.
252.3   Declarations of Interest:


Cllr Eric Clarbull

6.1

9.3

Personal: Spouse employed by the Applicant
Personal: Chairman of the Moorland Hall

Minuted

Minuted

Cllr Roger Webber

6.2

Personal: Home overlooks the application site

Minuted

Cllr John Anson

9.3

Personal: Trustee of the Moorland Hall

Minuted

252.4   The minutes of the meeting held on 19th June 2018 were approved as a true record, with two amendments under Highways: potholes at Popery Lane and inadequate Highways’ budgets.
There were no matters arising.
252.5   Reports from West Somerset and Somerset County Councillors: No report from County due to the absence of Cllr Nicholson. This item was taken later in the Agenda after the arrival of WS Cllr Steven Pugsley at 9.15pm. Cllr Pugsley reported on the proposed Boundary changes to approximate 2,000 electors per area and any objections put forward by WSC/Taunton Deane and current negotiations regarding the extra seat which will be created. The Exmoor Ward will stay more or less the same.
252.6   252.6.1 Planning Applications: 6/8/18/106 The Rest & Be Thankful Inn: proposed porch and nine electric vehicle charging stations along the south west and north west elevations. Cllr Webber took part in the debate but not the vote as public perception might perceive that his personal interest might unduly influence his decision. Council’s comments are at the end of these minutes as a separate document minute page number 552. 252.6.2 Other Planning Matters: None.
252.7   Highways: Cllr Anson reported on a meeting of the Exmoor Panel where the following were chased with Highways; the signage/road marking work at Heathpoult Cross is substantially completed; he is still chasing dates for surface dressing work related to the Crossroads Scheme and Wessex Water re replacing the pipe at Bouverie Close; work on the road to Dulverton has now started. Long Lane: Cllr Anson awaiting a reply from David Peake of Highways for an update on drain and ditches clearance. Cllr Webber suggested that a procedure needs to be put in place for progress-chasing Highways matters. It was agreed that the Clerk contact Somerset Co Cllr Woodman and invite him to a meeting at Cutcombe. The SIDS Working Party: no report. The Clerk is still trying to find out who is responsible for the new inter-Parish SIDS programme at County Hall.
252.8   Boundary Commission Consultation: The Clerk showed the brief Powerpoint Presentation for Parish Councils prepared by WS Council/Taunton Deane. It was agreed to submit a comment to the Consultation: “The per capita rule means a democratic deficit in rural areas”.
252.9   Finance: It was agreed to pay: 252.9.1 Travelling Expense of £13.10 to Cllr White 252.9.2 SALC Affiliation Fees 2018/19 £111.36 252.9.3 The Moorland Hall £33.75 and £0.25 outstanding from the previous month for room hire 252.9.4 To reimburse Cllr Anson for small items for the toilets and postage, totaling £38.98 252.9.5 Contract for the new Parish Clerk: The Chairman and Nic Kemp signed the contract: the new Clerk will be in post from 1st August but it was agreed that Marlene will continue until the end of August as a training and handover period. The Clerk reported that the VAT return had been approved and the money received as had the ENPA grant re the toilets.
252.10 252.10.1 Correspondence and Meetings: 252.10.1 No report other than items previously circulated by email. 252.10.2 Cllr Anson gave a brief update on items relating to the toilets.
Cllr Webber had attended a Church of England meeting and felt that the issue of Safeguarding is one which the Parish Council should also consider and perhaps attend some training in this regard. Cllr White reported that the West Somerset Community Land Trust are to make a second approach to Exmoor farmers with regard to developing the undeveloped Meadow Close site, and it would be appreciated if anyone was in a position to encourage this approach. Cllr White read out a report form Helen Davies re setting up a Facebook page for village events and offering to help with the village website. Cllrs Anson and Davis had attended a meeting of the Exmoor Panel: Cllr Davis is happy to prepare teas and coffees when he is available.
252.11 Items for the Next Agenda: Clerk’s salary and expenses.

There being no other business the meeting closed at 9.50 pm.
The next meeting of Cutcombe Parish Council will be held on Tuesday 18th September 2018 at 7.30pm in the Moorland Hall, unless a meeting needs to be called earlier to deal with any urgent business, for example a planning application.

All are welcome to all meetings

552

Copy of the email submitted to The Exmoor National Park Authority Planning Department 20/07/2018:
Planning Application 6/8/18/106 The Rest & Be Thankful Inn, Wheddon Cross: Proposed porch and nine electric vehicle charging stations along the south west and north west elevations
This planning application was discussed at a meeting of Cutcombe Parish Council on the 17th July and I have been asked to submit the following comments:
Council is not, in principle, against the installation of electric charging points for vehicles in the parish nor the erection of a smoking shelter.

  1. The Site Location Plan is inaccurate: it shows part of the bus shelter (belonging to the Moorland Hall) and the Wheddon Cross toilets (belonging to Cutcombe Parish Council) as part of the car park (belonging to the applicant and leased to West Somerset Council). This implies ownership of these buildings by the owner of the car park (the applicant) which is not the case.
  1. The Planning Statement states:

“The electric vehicle (EV) charging stations will be for use by guests and patrons who wish to charge their electric vehicle during their visit to the Inn.”
The car park lease states: “. . . the landlord and his licensees and the patrons of The Rest & Be Thankful Hotel shall have the use of ten parking spaces as and when required . . .”.
The Planning Statement paragraph 3.7 states: “The parking spaces that are positioned along the South West elevation of the Inn would have to be assigned to vehicles requiring the charging stations but the car park is of a decent size to allow for this. “
Council is concerned that, if, as is implied, the 9 electric vehicle charging stations are to be dedicated for charging electric vehicles by guests and patrons of the Inn, and are in addition to the 10 parking spaces allocated to the landlord and his licensees and patrons, then this will amount to a substantial loss of parking spaces in what is a busy and already congested car park. Clarification on this point would have been helpful.

  1. With regard to the porch, Council is concerned that this might not comply with the current Anti-Smoking Legislation: it is very near to a doorway through which some users of the pub enter the building having to walk through the smoke. In addition Council is concerned that members of the public will be sitting further out into the car park which is busy and is also used by buses and vehicles to turn around at Wheddon Cross, and also concern was expressed at the loss of an outside seating area currently at the location where it is proposed to erect the porch.

 

  1. Council is concerned that if the smoking shelter is erected the visibility splay when leaving the car park to turn left in the Minehead direction will be impaired by the porch.

Marlene P Allinson, Clerk to Cutcombe Parish Council

End of 17th July 2018 minutes

 

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AUGUST 2018

Meeting of Cutcombe Parish Council to be held on Thursday 23rd August 2018 at 7.30 pm in the Moorland Hall

 AGENDA

  1. Public Question Time
  2. Apologies for Absence
  3. Declarations of interest
  4. Planning Applications:  6/15/18/103 Quarme Combe, Wheddon Cross: proposed extension to existing cattle shed

 

Minutes of the Parish Council Meeting held at 7.30pm on Thusday 23rd August 2018 at the Moorland Hall
Present: Councillors John Anson (Chairman), Linda Atkins, Eric Clarbull, John Davis, Eric Norman, Roger Webber, Parish Clerk Nic Kemp and one parishioner.
253.1   Public Question Time: items raised: (i) Short description and rationale of planning application at Quarme Combe by the applicant
253.2   Apologies for Absence: were accepted from Cllr Vivian White and Co Cllr Frances Nicholson.
253.3   Declarations of Interest:


Cllr Roger Webber

4.1

Personal: Owns land adjacent/opposite side of road

Minuted

            Cllr Davis requested it be minuted he felt Cllr Webber had a prejudicial interest rather than personal.  Note – it is each councillor’s own responsibility to declare an interest.
253.4  Planning Application 6/15/18/103 Quarme Combe, Wheddon Cross: proposed extension to existing cattle shed.  Concerns over size of extension – 50% increase to existing building, potential for snow to accumulate in roof valley, proximity to road and potential for further development.  Support for application in terms of protecting waterways from slurry by covering feeding area, application not excessive in terms of planning, and screening already in place.  With two votes against, by majority the parish council supports the application.

There being no other business the meeting closed at 8.00 pm.
The next meeting of Cutcombe Parish Council will be held on Tuesday 18th September 2018 at 7.30pm in the Moorland Hall.

All are welcome to all meetings

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SEPTEMBER 2018

Meeting of Cutcombe Parish Council to be held on Tuesday 18th September 2018 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 17th July 2018 and the meeting held on 23rd August 2018 and any matters arising
  5. Reports from District and County Councillors
  6. Planning Applications:
    1.      6/8/18/108 Lower House Farm – Proposed side extension and rebuild of front porch
    2.      6/8/18/107 Higher Putham – Change of use of clinic to holiday accommodation - To retrospectively record a comment of “Fully Supported” submitted on 01/08/2018
    3.      Other Planning Matters
  7. County: Winter Highways' Budget Cuts
  8. To agree response to LGA Green Paper on Adult Social Care and Wellbeing
  9. Local Policing
  10. To consider highways and transport matters and an update from SIDS Working Party
  11. To discuss audio recording of future meetings
  12. Finance:
    1. To pay the Moorland Hall £62 for April (£28.25), July (£22.50) and August (£11.25) room hire and to retrospectively approve payment of invoice for 25 pence added to July payment for room hire
    2. To pay Somerset Association of Local Councils £55 for GDPR training course on 22 May (£25) and Clerks Training Part 1 on 5 September (£30).  Also to retrospectively approve the booking of Clerks Training Part 1, and to approve booking of Clerks Training Parts 2 and 3 in October and November
    3. To pay Water 2 Business £157.01 for toilet water bill February to August, and to discuss direct debit for future payments
    4. To pay Countrywide Grounds Maintenance £1,148.40 for grass cutting playing fields in July
    5. To pay Clerks salaries and expenses – Marlene Allinson £372.20 and £101.39; Nic Kemp £668.32 and £66.92
    6. To pay HMRC £143.20 tax due
  13. Correspondence and meetings
    1. Clerk’s report on correspondence received and meetings attended
    2. Councillors report on correspondence received and meetings attended
  14. 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 Parish Council Meeting held at 7.30pm on Tuesday 18th September 2018 at the Moorland Hall

Present: Councillors John Anson (Chairman), Linda Atkins, Eric Clarbull, John Davis, Eric Norman, Roger Webber, Vivian White, Parish Clerk Nic Kemp, Co Councillor Frances Nicholson, West Somerset Councillor Steven Pugsley, and one parishioner.
254.1 Public Question Time: items raised: Was there an update on Councillor John Woodman, Somerset County Council Cabinet Member for Highways and Transport attending the Parish to discuss local issues
254.2 Apologies for Absence: None.
254.3 Declarations of Interest:
Cllr Eric Clarbull 12.1 Personal: Chairman of the Moorland Hall Minuted
Cllr John Anson 12.1 Personal: Trustee of the Moorland Hall Minuted

254.4 The minutes of the meeting held on 17th July 2018 were approved as a true record, with one amendment under Declaration of Interests. There was a discussion about the procedure of ensuring majority vs unanimous decisions are recorded in future minutes. Matters Arising: 252.7 – to be dealt with under 254.10
The minutes of the meeting held on 23rd August 2018 were approved as a true record, with no amendments. There were no matters arising.
254.5 Reports from West Somerset and Somerset County Councillors: Cllr Nicholson reported due to the need to make savings of £13M, Somerset County Council was looking at all areas across the county. One area highlighted was a reduction in precautionary gritting routes to only A39, A396 and B3224 as far as Simonsbath. This affects only the precautionary gritting, and will not affect the road clearance in the event of snow. In addition, £40k saving will be made by not distributing salt bags and bins. For parishes to cover this themselves, with approx. 500 parishes in the county, this equates to approx. £80 per parish. The gritting routes have to be published in September and once published cannot be deviated from. Cllr Pugsley reported that once the decision was published then a meeting of parishes could be called to discuss possibilities for purchasing and distributing grit bags and bins, and the possibility of reciprocation with Devon and the border parishes. He had already produced weather maps showing that Exmoor historically had more extreme weather relating to snow and ice than the rest of the county.
Cllr Nicholson to confirm relevant contact details for supporting drain clearance to reduce ice risk, and situations such as vehicle stuck in snow.
Cllr Pugsley reported that an update was expected from the Boundary Commission soon. Bin collections for general waste would reduce to 1 in 3 weeks from March 2020. Recycling collections would remain weekly with additional types of plastic recycling introduced. £500 vouchers were again available for Connecting Devon and Somerset for those unable to get landline broadband. 4G masts are now in place at Skillgate, Withypool and Warren Farm.
Cllr White thanked Cllrs Nicholson and Pugsley. Cllr Nicholson left the meeting.
254.6 Planning Applications:
254.6.1 6/8/18/108 Lower House Farm: Proposed side extension and rebuild of front porch. Unanimously supported.
254.6.2 Higher Putham: Change of use of clinic to holiday accommodation. Minuted that a comment of “Fully supported” was submitted on 1st August 2018 without a meeting being held. Clerk to check Standing Orders to confirm content on future planning decisions.
254.6.3 Other Planning Matters: 6/8/18/106 – The Rest and Be Thankful Inn. Application passed. Note, no planning requirement for installation of electric vehicle charging points as this is permitted development rights.
254.7 County: Winter Highways’ Budget Cuts: This item was combined with item 254.5 in Cllr Nicholson’s report.
254.8 Response to LGA Green Paper on Adult Social Care and Wellbeing: Difficult to fully discuss questions due to lack of direct contact with this topic. Agreed to submit response as sent by Cllr Anson.
254.9 Local Policing: Sergeant Stuart Williams had indicated he would like to attend but was unable tonight. Clerk to invite Sergeant Williams to October meeting. Cllr White confirmed Sergeant Williams had given presentation at the recent Exmoor Panel meeting. Police presence should be more visible, they have access to laptops and wifi, to enable them to be out more in the community, but while they may use them in towns they will not be using bicycles to traverse Exmoor.
254.10 Highways and Transport Matters: Cllr Woodman was contacted, and he replied informally via Cllr Nicholson that he would not attend on individual cases. Cllr Pugsley suggested that by following protocol, and addressing an invitation via Cllr Nicholson possibly led by the Exmoor Panel that he be approached to visit and view issues across multiple parishes.
SIDS update: Cllr Clarbull has identified Nick Cowling who is responsible for the inter-parish programme, is looking into a lower cost option, and the opportunities to get two people trained – one from Cutcombe, and one from Exford.
Cllr Pugsley left the meeting.
254.11 Audio recording of meetings: Discussion initiated by Cllr Norman around the principle and feasibility of recording future meetings – reasoning is to safeguard the clerk, ensure minutes are a true and accurate record, and allow submissions to the planning authority to be verified. Concerns over possible unease amongst councillors, and whether strengthening the structure of the council would alleviate the need. Cllr Norman to take advice from Exford PC, where this is the practice, about the costs and practicalities, and report back to the PC to allow further debate.
254.12 Finance: It was agreed to pay:
254.12.1 The Moorland Hall £62 for room hire for April, July and August
254.12.2 SALC £55 for GDPR and Clerk Training Courses
254.12.3 Water2Business £157.01 for toilets water supply February to August
254.12.4 Countrywide Grounds Maintenance £1,148.40 for first half of yearly cutting fees (stated on invoice as July fees)
254.12.5 Clerks’ Salaries and Expenses: Marlene Allinson £372.20 and £101.39; Nic Kemp £668.32 and £66.92
254.12.6 HMRC £143.20 tax due.

254.13 Correspondence and Meetings: 253.13.1 Clerk reported on Plastics debate attended, already covered under 254.5. Clerk also thanked the Council for allowing her to book and attend the SALC Clerk’s training courses.
254.13.2 Cllr Norman reported that the Snowdrop Valley Committee had met and regarding the overgrowth in the valley. It was proposed that Roger Foxwell be contracted to carry out one day’s flailing work to clear the valley. Council agreed to £25 per hour for Mr Foxwell to carry out up to 8 hours flailing as necessary. Cllr White reported that the path between the two hunting gates on Walk 2 for Snowdrop Valley had been cleared by ENPA.
Cllr Webber had been requested by a resident to investigate the cutting back of hedges in Meadow Close. Clerk to contact Magna to discuss.
The Toilet Steering Group reported that the spare space would be advertised in the Parish magazine and referred to the website for further details. Cllr Atkins reported that she has the details of the agent who manages the market site industrial units, to investigate further options in identifying a tenant. To date over £240 has been received in donations at the toilets, with written compliments, commending the facilities and cleanliness.
254.14 Items for the Next Agenda: Sue Southwell would like to attend to give feedback on the Housing Needs Survey; Cleaning the War Memorial for the centenary commemoration, using contact with Monumental Masons; Monitoring the precautionary gritting routes; State of property overgrowth encroaching onto pavement and ongoing intervention with Taunton Deane Officer; Report from Cllr White as Parish Representative on Exmoor National Park on housing and business; Formalising a thank you to Marlene Allinson for her years serving as Clerk

There being no other business the meeting closed at 10.10 pm.
The next meeting of Cutcombe Parish Council will be held on Tuesday 16th October 2018 at 7.30pm in the Moorland Hall.

All are welcome to all meetings

N J Kemp, Parish Clerk

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OCTOBER 2018

You are summoned to a meeting of Cutcombe Parish Council to be held on Tuesday 16th October 2018 at 7.45 pm in the Moorland Hall

At 7.00pm, prior to the Parish Council Meeting, there will be a 45 minute presentation, including questions and answers, of the results from the Exmoor 8 Parishes Housing Needs Survey

AGENDA

1. Public Question Time
2. Apologies for Absence
3. Declarations of interest
4. To approve the minutes of the meeting held on 18 September 2018 and any matters arising
5. Reports from District and County Councillors
6. Local policing – update from Neighbourhood Partnership Sergeant Daniel Bishop
7. Planning Applications:
7.1 6/8/18/109: North Hill – Proposed silage pit and creation of new field access together with associated works
7.2 6/40/18/113: Pit Pony Cottage – Application to modify Section 106 Agreement under 6/43/14/101 to retain agricultural occupancy condition on Pit Pony Cottage and to enable land tied under the existing Section 106 Agreement to be held in separate ownership
7.3 Other Planning Matters
8. To consider highways and transport matters, including monitoring precautionary gritting routes, and an update from SIDS Working Party
9. To consider audio recording of future meetings
10. To discuss permitted development rights for shale gas exploration
11. To identify a suitable “Thank you” gift for Marlene Allinson – previous clerk – for her years of service
12. To arrange cleaning of the War Memorial prior to the Centenary Commemoration
13. To hear an update on housing and business from the Exmoor National Park Representative
14. Finance:
14.1 To note that Southern Electric have billed £29.70 by direct debit for electricity supply to the toilets up to 13 September
14.2 To pay the Moorland Hall £11.25 for September room hire
14.3 To pay Community Council for Somerset £4,276 for the 8 parish Housing Needs survey
14.4 To pay PKF Littlejohn £240 for the Annual Governance and Accountability Return for the year ended 31 March 2018
14.5 To consider an allowance for the clerk’s telephone calls rather than actual itemised costs
15. Correspondence and meetings
15.1 Clerk’s report on correspondence received and meetings attended
15.2 Councillors report on correspondence received and meetings attended
16. Items for the next Agenda – to include presentation from Steve Perry – Empty Homes Officer

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.

N J Kemp, Parish Clerk

Minutes of the Parish Council Meeting held at 7.45pm on Tuesday 16th October 2018 at the Moorland Hall
Present: Councillors John Anson (Chairman), Linda Atkins, Eric Clarbull, Eric Norman, Roger Webber, Vivian White, Parish Clerk Nic Kemp, Co Councillor Frances Nicholson, West Somerset Councillor Steven Pugsley, Neighbourhood Partnership Sergeant Daniel Bishop, PCSO Linda Brooks, and one parishioner.
255.1   Public Question Time: items raised: (i) Do we still have time to utilise the SIDS money available? (ii) Is shale gas drilling allowed in this area?
            Cllr Anson replied to (i) – Yes
Co Cllr Nicholson replied to (ii) – not within the park boundaries, but outside and then can extend underneath the park.
            The parishioner left the meeting.
255.2   Apologies for Absence: Councillor John Davies
255.3   Declarations of Interest:


Cllr Eric Clarbull

14.2

Personal: Chairman of the Moorland Hall

Minuted

Cllr John Anson

14.2

Personal: Trustee of the Moorland Hall

Minuted

255.4   The minutes of the meeting held on 18th September 2018 were approved as a true record.  There were no matters arising.
255.5   Reports from West Somerset and Somerset County Councillors: Co Cllr Nicholson stated that the precautionary gritting routes were still being finalized, but with both the A396 and B3224 due to be on the routes, Cutcombe was not likely to be too affected.  The next step was to identify how salt bags and bins were to be distributed, and re-iterated that when the bad weather comes, the procedure will be as before – gritting and snow ploughs were on standby to be called in as required. Cllr Pugsley stated he will arrange a meeting with all affected parishes once the plan is finalised.
            Cllr Nicholson has raised concerns with Highways over the diversion route applied to the road closure at Highercombe.
Cllr Pugsley reported that the Government has lifted the cap on Local Authority borrowing to fund housing.  Possibility exists for Somerset West and Taunton Housing Authority to build new homes, and not just in Taunton.
Cllr Nicholson was asked to investigate the unrest between the tenants of the market site industrial units, and the management company, due to concerns over increases in the leases, repairs not being carried out, and similar units being charged at different rates.
            Cllr White thanked Cllrs Nicholson and Pugsley.
255.6   Local Policing: Neighbourhood Partnership Sergeant Daniel Bishop explained the new structure of the local police, focusing on PCSOs being visible and contactable within the community, and demand officers who can be pulled to the trouble hotspots.  Three PCSOs cover the Exmoor area – Linda Brooks, Brian Stevens and Jo Dawson.  He also explained the Community Speedwatch as an option for any speeding hotspots within the village.  Cllrs highlighted the problem of traffic being diverted through Wheddon Cross when an accident closed the A39, and asked the police to consider other options.
            Cllr Anson thanked Sergeant Bishop and PCSO Brooks, and they left the meeting.
255.7   Planning Applications:
255.7.1 6/8/18/109 North Hill: Proposed silage pit and creation of new field access and associated works.  As the applicant is the landowner, Cllr Webber stated that he did not consider that he need declare an interest because his cousin farms the land, therefore he took part in the debate and decision-making.  Cllr Clarbull proposed to support the application.  Cllr White seconded.  Unanimously supported.
255.7.2 6/40/18/113 Pit Pony Cottage: Application to modify Section 106 Agreement under 6/43/14/101 to retain agricultural occupancy condition on Pit Pony Cottage and to enable land tied under existing Section 106 Agreement to be held in separate ownership.  Cllr Webber proposed to support the application.  Cllr Clarbull seconded.  Unanimously supported.
255.7.3 Other Planning Matters: None.
255.8   Highways and Transport Matters: Cllr Norman has identified the venues for the SIDS training, and is liaising with Mike Ellicott (Exford PC) to arrange for one person from each parish to attend.
            Suggestion of including Speeding/Speedwatch on the agenda for the Annual Parish Meeting.
            Cllrs Nicholson and Pugsley left the meeting.
255.9   Audio Recording of Meetings: Cllr Norman reported that Exford PC gave positive feedback to using a recording device, and record all parish meetings.  The device they use cost £30.
Cllr Clarbull proposed that we continue as we are at the moment, and if the clerk requests a recording device then we can re-visit.  Cllr White seconded.  Unanimously supported.
255.10 Permitted development rights for Shale Gas: Various concerns due to lack of information and controversial nature of the drilling.  Council does not feel able to either support or object as have not had balanced presentation of facts.
255.11 Thank you to Marlene Allinson: Cllr Webber proposed a written thank you, Cllr Clarbull seconded.  Unanimously supported.
A parishioner joined the meeting.
255.12 Cleaning of War Memorial: Cllr Clarbull has already started to clean the memorial.  A parishioner has offered to pay to have the letters re-painted if needed.
255.13 Exmoor National Park Representative: Cllr White gave a report on the progress in housing needs and developments within the National Park.
255.14 Finance: It was noted that:
255.14.1 Southern Electric have charged £29.70 by direct debit for electricity charges to the toilet for 26 June to 13 September 2018
It was agreed to pay:
255.14.2 The Moorland Hall and Recreation Ground £11.25 for hall hire in September
255.14.3 Community Council for Somerset £4,276 for the 8 Parish Housing Needs Survey
255.14.4 PFK Littlejohn £240 for the Annual Governance and Accountability Return for the year ended 31 March 2018 once the Clerk has confirmed the costs are correct and why a different company was used
255.14.5 A set allowance of £5 per calendar month to the Clerk in respect of telephone calls made for council business, following a change itemised calls to a call plan
255.15 Correspondence and Meetings:
255.15.1 Clerk read a statement from West Somerset Council about the Future of Local Government in Somerset.
Clerk also reported that two parishioners had queried paid work in Snowdrop Valley being given to a member of the Steering Group.  Clerk to confirm in Standing Orders the amounts of expenditure which can be made without offering out to formal tender.
255.15.2 Cllr Atkins reported meeting with 4 agents regarding letting the space adjacent to the toilets.  Two agents would advertise the unit for free, one on an informal basis, one to support the community. 
Cllr Norman gave his apologies and left the meeting.
Cllr Clarbull proposed using the Greenslade Taylor Hunt, Exmoor Farmers and Stags to advertise the unit.  Cllr White seconded.  Unanimously supported.
255.16 Items for the Next Agenda: Steve Perry – Empty Homes Officer for Taunton Deane will attend to give a presentation; Porlock Fire Station appliance change.

There being no other business the meeting closed at 10.15 pm.
The next meeting of Cutcombe Parish Council will be held on Tuesday 20th November 2018 at 7.30pm in the Moorland Hall.

All are welcome to all meetings

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NOVEMBER 2018

All Council Meetings are open to members of the public and the press

Extraordinary Meeting of Cutcombe Parish Council to be held on Thursday 8th November 2018 at 7.00 pm in the Moorland Hall 

 

AGENDA

  1. Public Question Time
  2. Apologies for Absence
  3. Declarations of interest

 

“Under Standing Orders 1c and 26a, the Council resolves that in view of the confidential nature of the business about to be transacted (legal, personnel or commercial), the press and public be excluded and they are instructed to withdraw.”

  1. Snowdrop Valley 2019
    1. To review and approve the revised format for Snowdrop Valley 2019 presented by the Steering Group
    2. To approve the bus operator recommended by the Steering Group
    3. To select the interview panel for, and delegate to them, the recruitment of a Snowdrop Valley Coordinator
    4. To suggest recruitment for additional Steering Group members

 

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.    

N J Kemp, Parish Clerk
1 November 2018

Draft Minutes of the Extraordinary Parish Council Meeting held at 7.00pm on Thursday 8th November 2018 at the Moorland Hall
Present: Councillors John Anson (Chairman), Linda Atkins, Eric Clarbull, John Davies, Eric Norman, Roger Webber, Vivian White, Parish Clerk Nic Kemp, and one parishioner.
256.1   Public Question Time: items raised: Can the member of the public speak during Items 4.1-4.4
            Cllr Anson replied – No
            The parishioner left the meeting.
256.2   Apologies for Absence: None
256.3   Declarations of Interest: None

256.4   Snowdrop Valley 2019: It was resolved that as publicity would be prejudicial to the public interest by reason of the confidential and commercial nature of the business to be transacted, the Press and Public be excluded from the Meeting
256.4.1 Council approved the revised format for Snowdrop Valley to continue to run in 2019, to include sponsorship of the walks, increased advertising fees for the information leaflet, and charging for car parking
256.4.2 Council approved selection of a supplier to provide the bus service to the valley pending further negotiations
256.4.3 Council approved a panel to interview, and recruit from, applicants for the Snowdrop Valley Coordinator post currently advertised
256.4.4 Council will support as required, and approved a panel to call on interested parties who are involved with or benefit from the scheme, to support or join the Snowdrop Valley Steering Group

There being no other business the meeting closed at 9.00 pm.
The next meeting of Cutcombe Parish Council will be held on Tuesday 20th November 2018 at 7.30pm in the Moorland Hall.

All are welcome to all meetings

 

 

Ordinary Meeting of Cutcombe Parish Council to be held on Tuesday 20th November 2018 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 16 October 2019 and any matters arising.  Also to approve the minutes of the extraordinary meeting held on 8 November 2018 any matters arising
  5. Reports from District and County Councillors
  6. Planning Matters – no applications received.
  7. Presentation by Steve Perry – Empty Homes Officer
  8. Highways and transport matters
    1. To consider a request from resident for action on Popery Lane/Putham Lane
    2. To receive an update from SIDS working party and any other highways or transport matters
  9. To receive an update on the Porlock Station Fire Appliance
  10. To receive an update from the Local Government Boundary Commission
  11. Finance:
    1. To receive the Statement on Conclusion of Audit
    2. To consider proposed budget from the Finance Committee
    3. To pay the Moorland Hall £22.50 for October room hire
    4. To pay Somerset Association of Local Councils £60 for Clerks Training Part 2 (£30) and Part 3 (£30)
    5. To pay Zara Media & Design Ltd £57.60 for Snowdrop Valley advert and listing in the Exmoor Magazine
    6. To pay Countrywide Grounds Maintenance £1,148.40 for Cutcombe Playing Fields grass cutting second half of year
    7. To pay The Rest and Be Thankful Inn £1,656.90 for toilet cleaning and consumables to date, and to discuss setting up of monthly standing order of £240 for cleaning
  12. Correspondence and meetings
    1. Clerk’s report on correspondence received and meetings attended
    2. Councillors report on correspondence received and meetings attended
  13. Items for the next Agenda and date of next meeting

    Minutes of the Ordinary Parish Council Meeting held at 7.30pm on Tuesday 20th November 2018 at the Moorland Hall

    Present: Councillors John Anson (Chairman), Linda Atkins, Eric Clarbull, John Davies, Eric Norman, Roger Webber, Vivian White, Parish Clerk Nic Kemp, Steve Perry (Taunton Deane Empty Homes Officer), County Councillor Frances Nicholson (part of meeting) and one parishioner.

    Prior to the start of the meeting, one minute’s silence was observed in memory of Edwin Beckett.  Cllr Anson also thanked Cllr Clarbull for his efforts in cleaning and preparing the War Memorial prior to the centenary commemoration, and read a letter sent to Cutcombe School thanking them for their part in the commemoration.

    257.1   Public Question Time: None
    .
    257.2   Apologies for Absence: West Somerset Councillor Steven Pugsley

    257.3   Declarations of Interest:
                Cllr Clarbull     – Item 11.3 – Personal – Chairman of Moorland Hall
                Cllr Norman    – Item 11.7 – Personal – Business Owner
                Cllr Anson       – Item 11.3 – Personal – Trustee of Moorland Hall

    257.7   Presentation by Steve Perry: Due to the weather Cllr Anson took this item early to allow Mr Perry to travel home earlier.  Mr Perry explained his role in trying to reduce the number of empty homes in Taunton Deane and West Somerset, and the definition of an “Empty Home”.  Mr Perry is dealing with one particular property in Cutcombe, which is not technically an empty home, but is getting some results through discussions with a family member.  It was agreed the Clerk would write to Mr Perry and Cllr Pugsley with further background on the situation as any details provided would help Mr Perry progress the case.
                Cllr Nicholson joined the meeting.
                Cllr Anson thanked Mr Perry.  Mr Perry left the meeting and the parishioner left the meeting.

    257.4   Minutes of the previous meeting:  The minutes of the ordinary meeting held on 16th October 2018 were approved as a true record with no amendments.  The minutes of the extraordinary meeting held on 8th November 2018 were approved as a true record with no amendments.  There were no matters arising from either meeting.

    257.5   Report from County Councillor: Cllr Nicholson reported that salt bins and bags would be provided as previous years, although the routes which had been removed from the precautionary gritting routes and did not have salt bins/bags would not be allocated bins/bags.  The Council is running consultation on support provided to families.
                Cllr Clarbull asked for an update on the rents and differences on the trading estates.  Cllr Nicholson did not yet have an answer.
                Cllr Webber reported that Trading Standards and Co Council inspectors seemed to be duplicating work when inspecting farms.  Cllr Nicholson keen to reduce duplication.
                Cllr Webber reported that speeding was high priority in the Consultative Forum.  Cllr Nicholson replied that Speedwatch needs to be run through the police.  Speeding drivers seem to be local, therefore local pressure and awareness can be raised.
                Cllr Nicholson also drew attention to the last paragraph in a letter on the parking review, which details that Traffic engineers no longer deal with signing, HGV restrictions, speed limits or disabled parking bays.  These items will be included under the parking review.
                Cllr Anson thanked Cllr Nicholson

    257.8   Highways and Transport Matters: This item was taken out of order to allow Cllr Nicholson to comment
                257.8.1            Popery Lane/Putham Lane – Cllr Nicholson confirmed that the section of “lane” from the junction with Lower Park Lane to the cattle grid is not a road.  Highways in the past, following a request from Cllr Nicholson carried out a repair.  She will ask if they will honour that repair and attend to the surface again.  Clerk to seek advice regarding if a lane has been maintained for a period of time, and Cllr Nicholson to confirm Highways’ position.
                Cllr Nicholson left the meeting.  Cllr Norman gave apologies and left the meeting.
                257.8.2            SIDS – Cllr Clarbull confirmed the price for Chapter 8 training is £175 pp + VAT.  This is via GQ Excel and there is no date set for this yet as it will be as part of a full course.  The SIDS device are available from £1,800 + VAT.  Cllr Norman to invite Mike Ellicott from Exford to attend next meeting to finalise decision on SIDS device.

    257.6   Planning Matters: No planning applications received for discussion.  One planning application in neighbouring parish has been received to be logged for next meeting.  Unanimous agreement that no wish to discuss as not in Cutcombe.  Clerk to submit “No Comment” to the application.

    257.9   Porlock Station Fire Appliance: The Clerk read a statement from Porlock PC.  The new smaller appliance is to be used at Porlock, and the recruitment of fire fighters has also been addressed.  Cllr White explained from the presentation given at the Panel how the live system used by the fire service pulls crews from out of the area to cover areas in need, and also ensures that suitable vehicles are sent to the call outs.
                The parishioner re-joined the meeting.

    257.10 Local Government Boundary Commission: The Clerk read a letter from the Local Government Boundary Commission, confirming the ward boundaries had been set.

    257.11 Finance:
                257.11.1          The Clerk confirmed the Annual Governance and Accountability Return had been passed with one observation
                257.11.2          Clerk to send the draft budget to all councillors for comment and publish on the noticeboards, to be submitted for approval at the next meeting.
                257.11.3          It was agreed to pay the Moorland Hall £22.50 for October Hall hire
                257.11.4          It was agreed to pay Somerset Association of Local Councils £60 for Clerks Training Part 2 (£30) and Part 3 (£30)
                257.11.5          It was agreed to pay Zara Media and Design Ltd £57.60 from the Snowdrop Valley account for the Snowdrop Valley advert in the Exmoor magazine.
                257.11.6          It was agreed to pay Countrywide Grounds Maintenance £1,148.40 for the second half year of cutting Cutcombe Playing Fields
                257.11.7          It was agreed to pay The Rest and Be Thankful Inn £1,656.90 for toilet cleaning and consumables to date (6 months).  It was also agreed to set up a standing order to pay the monthly cleaning of £240, and to pay consumables on 3 monthly or 6 monthly invoice.

    257.12 Correspondence and meetings:
                257.12.1          The clerk reminded councillors of the Historic Signpost event on Thursday 22 November.
    The Valuation Office had contacted the clerk to confirm the current situation of the toilets and had confirmed that there was no tenant in the space to let yet.
    The clerk also confirmed as she was to start working as Clerk for Winsford Parish Council, they may agree to contribute towards the Clerk training fees from SALC.
    Helen Davies has set up the Cutcombe and Wheddon Cross facebook page and is generating interest and linking to the village website.
    The Clerk confirmed the requirements for the Thank You to Marlene Allinson – former clerk.
                257.12.2          None

    257.13 Items for next agenda and date of next meeting:
                Next meeting – Tuesday 11 December 7.30pm in the Moorland Hall
                Items for agenda: Grass Cutting contract; Budget; Terms of Reference for the Snowdrop Valley Committee; Update on Snowdrop Valley

    There being no other business the meeting closed at 10.00 pm.  The next meeting of Cutcombe Parish Council will be held on Tuesday 11th December 2018 at 7.30pm in the Moorland Hall.

    All are welcome to all meetings

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.    

 

N J Kemp, Parish Clerk
13 November 2018

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DECEMBER 2018

otice of the Ordinary Council Meeting – Tuesday 11 December 2018    at 7.30 pm in the Moorland Hall

All Council Meetings are open to members of the public and the press

Ordinary Meeting of Cutcombe Parish Council to be held on Tuesday 11th December 2018 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 20 November 2018 any matters arising
  5. Reports from District and County Councillors
  6. To consider Highways and transport matters including update from SIDS working party
  7. Planning Applications:
    1. 6/8/18/110: Langham Farm - Proposed Change of Use and conversion of an agricultural building and land to holiday-let accommodation and associated external alterations
    2. GDO 18/15: Land adjacent to B3224, Luxborough, Watchet, Somerset - Prior notification for proposed agricultural style building (16.6m x 9.6m) incorporating a deer larder
    3. Other Planning Matters
  8. To consider the proposed Grass Cutting Contract from Countrywide Grounds Maintenance
  9. To consider the proposed budget and precept for 2019/20
  10. To receive an update on Snowdrop Valley and to consider the Terms of Reference for the Committee
  11. Finance:
    1. To pay the Moorland Hall £22.50 for November room hire
    2. To pay Roger Foxwell £240 for ground clearance works in Snowdrop Valley (from Snowdrop Valley account)
    3. To pay Countrywide Grounds Maintenance £571.20 for grass cutting additional areas March to October 2018
    4. To pay Nic Kemp £1,328.69 Clerks salary and £123.54 expenses
  12. Correspondence and meetings
    1. Clerk’s report on correspondence received and meetings attended
    2. Councillors report on correspondence received and meetings attended
  13. Items for the next Agenda

 “Under Standing Order 1c, the Council resolves that in view of the confidential nature of the business about to be transacted (legal or commercial), the press and public be excluded and they are instructed to withdraw.”

  1. To discuss prospective tenant and terms of lease for business unit to let

    Draft Minutes of the Ordinary Parish Council Meeting held at 7.30pm on Tuesday 11th December 2018 at the Moorland Hall

    Present: Councillors John Anson (Chairman), Linda Atkins, Eric Clarbull, Eric Norman, Roger Webber, Vivian White, Parish Clerk Nic Kemp, and one parishioner.

    258.1   Public Question Time: Items raised – Blocked culvert in Lower Park Lane, Cutcombe.

    258.2   Apologies for Absence: Councillor John Davis, West Somerset Councillor Steven Pugsley, County Councillor Frances Nicholson

    258.3   Declarations of Interest:
                Cllr Clarbull     – Item 11.1 – Personal – Chairman of Moorland Hall
                Cllr Webber     – Item 7.1 – Personal
                Cllr Anson       – Item 11.1 – Personal – Trustee of Moorland Hall

    258.4   Minutes of the previous meeting:  The minutes of the ordinary meeting held on 20th November 2018 were approved as a true record with one amendment in memory of Edwin Beckett.  Cllr White acknowledged Cllr Webber’s moving eulogy at the funeral, and Cllr Webber raised the possibility of adding Edwin Beckett’s name and title to his portrait in the hall.
                Matters Arising: Cllr Atkins reported no feedback from Steve Perry yet on Alfan.  All information had been sent to him.  Cllr Webber queried whether the Historic Signpost project was finished as Sundial and Cutcombe posts had not yet been restored.  Cllr Anson confirmed that the project was ongoing.

    258.5   Reports from County and District Councillors: Cllr Anson reported he had met Cllrs Nicholson and Pugsley earlier.  Regarding Putham/Popery Lane, as Highways were not responsible for the lane, they would not repair the surface.  They had repaired once as they had agreed to.  Cllr Webber stated that Highways had maintained the lane for over 50 years.  Cllr Norman suggested asking the property owners to confirm with their solicitors if they had been notified when they purchased the properties that the lane was not maintained.

    258.6   Highways and Transport Matters: Clerk to inform Highways of the blocked culvert in Lower park Lane, at Blagdon Cross, outside the Market, and on the Dunkery Road.  As less gritting is being done, it was felt that Highways should be ensuring that drains were functioning to reduce the risk of ice.
                SIDS – Cllr Clarbull confirmed he had contacted Mike Ellicott, but not had a response.  There is a difference in the SIDS units offered by County Council to the French manufactured ones (which cost less).  Cllr Clarbull to confirm which are acceptable to be used.
                Clerk to invite Roger Foxwell to attend Chapter 8 training.
                Spend to be finalised at February meeting to be spent by end of March.

    258.7   Planning Matters:
    258.7.1 6/8/18/110: Langham Farm – Proposed Change of Use and conversion of an agricultural building and land to holiday-let accommodation and associated external alterations.  Clerk to request clarification from ENPA as plans show only bedrooms and bathrooms – no cooking facilities and the building is separated from the main house, and to request an extension to the response date to allow for discussion once the clarification is received.
    258.7.2 GDO 18/15: Land adjacent to B3224, Luxborough, Watchet – Prior notification for proposed agricultural style building (16.6m x 9.6m) incorporating a deer larder.  Fully supported.
    258.7.3 Other Planning matters.  Meeting to be organised in January if planning submissions are received.

    258.8   Grass Cutting Contract from Countrywide Grounds Maintenance: Clerk to write to Moorland Hall Committee (responsible for managing the Playing Field) advising that the Council accepts the price per cut, but would like to reduce the number of cuts – perhaps none in February or November, and also remove the area behind the toilets from the additional cuts list.

    258.9   Proposed Budget and Precept for 2019/20: Cllr Anson reported that 25kg bags of salt were being paid for by District Council this winter.  Winter salting could be used as a topic for the Annual Parish Meeting.  Clerk reported no comments or questions received from parishioners.  Proposed precept was to remain unchanged from 2018/19 – no increase.  Unanimously supported.

    258.10 Snowdrop Valley update: Cllr Norman reported Amanda Hamley had been recruited as Snowdrop Valley Coordinator and Jim Winzer had joined the Committee.  The budget was circulated – costs would be tight this year.  Mr Foxwell had checked the walks and liaised with the ENPA Ranger.  The next Committee meeting would be 8 January, and would also be a Staff meeting.
                The Clerk had previously circulated the Draft Terms of Reference for the Snowdrop Valley Committee to all Councillors.  Proposed amendments to clarify that it is the Parish Council Code of Conduct to which members are bound, and to clarify that the Committee has delegated powers to spend up to a total of £200 without reference to the Parish Council.  The Terms of Reference were accepted with those amendments, and will be adopted and published.

    258.11 Finance: It was agreed to pay
                258.11.1          The Moorland Hall £22.50 for November Room hire
                258.11.2          Roger Foxwell £240 for ground clearance works in Snowdrop Valley (from the Snowdrop Valley account).
                258.11.3          Countrywide Grounds Maintenance £571.20 for the additional areas grass cuts March to October 2018
                258.11.4          Nic Kemp £1,328.69 Clerk’s Salary and £123.54 expenses.  There was no tax due to HMRC.

    258.12 Correspondence and meetings:
                258.12.1          The Clerk circulated samples of the proposed Thank You to Marlene Allinson.  Final wording was proposed – all Councillors to reflect and suggest any amendments to Clerk within next day.
                Clerk had received a request from the Royal British Legion for a donation to cover the cost of the poppy wreath laid at the War Memorial on 9th November.  Suggested donation of £20.
                258.12.2          None

    258.13 Items for next agenda and date of next meeting:
                Next meeting – Tuesday 19 February 2019 7.30pm in the Moorland Hall (unless planning meeting is required)
                Items for agenda: Bus shelter – broken slates and clock not working; Gate by bus shelter; Update on housing survey from Sue Southwell.

    Under Standing Orders 1c and 26a, it was resolved that as publicity would be prejudicial to the public interest by reason of the confidential and commercial nature of the business to be transacted, the Press and Public be excluded from the Meeting.

    Cllr Norman also declared an interest as owner of the land around the business unit and left the meeting.

    258.14 Prospective Tenant and Terms of Lease for Business Unit: A prospective tenant has approached the Council and the Terms of Lease offered were discussed and agreed.

     

    There being no other business the meeting closed at 10.30 pm.  The next meeting of Cutcombe Parish Council will be held on Tuesday 19th February 2019 at 7.30pm in the Moorland Hall.

    All are welcome to all meetings

 

Date of next meeting: Tuesday 19 February 2019

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 nd any disability), Crime and Disorder, Health and Safety, and Human Rights.    

 

N J Kemp, Parish Clerk
04 December 2018