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Notice of the Ordinary Council Meeting – Tuesday 13 October 2020
at 7.30 pm via the platform of Zoom

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

Dear Councillors, You are summoned to the Ordinary Meeting of Cutcombe Parish Council to be held on Tuesday 13 October at 7.30 pm via the online platform of Zoom. Please use the following link to access the meeting: https://us02web.zoom.us/j/81677975985

Members of the press and public may also access the meeting through this link.

1. Public Question Time
2. Apologies for Absence
3. Declarations of Interest
4. To approve the minutes of the Ordinary meeting held 15 September 2020, and any outstanding actions from the meeting
5. To determine how Council meetings are held during the Covid-19 pandemic
6. To consider cover for Clerk during unexpected absence
7. To receive reports from District and County Councillors
8. To consider Highways and transport matters, including:
8.1 SIDS equipment
8.2 Speed limit in Cutcombe
8.3 Other Highway and transport matters
9. Planning Applications:
9.1 6/8/20/113: Blagdon View, Wheddon Cross – Proposed erection of agricultural storage building
9.2 Other Planning Matters
10. To consider new Parish Council website
11. Finance:
11.1 To receive financial report from Clerk
11.2 To note and approve NJC pay scales for 2020-21
11.3 To consider and agree Clerks’ hours for Quarter 2 (July to September 2020)
11.4 To agree to pay:
11.4.1 Moorland Hall £12 room hire for September
11.4.2 Mrs N Kemp Clerk’s salary and expenses
11.4.3 Moorland Hall grant of £3,000 towards roof replacement (as agreed at the Council meeting 17/03/20)
12. To receive update on Millenium Tree for Playing Fields and consider recommendations
13. Correspondence and meetings
13.1 Clerk’s report on correspondence received and meetings attended
13.2 Councillors’ report on correspondence received and meetings attended
14. Items for the next Agenda

Date of next meeting: Tuesday 17 November 2020

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
08 October 2020


Minutes of the Ordinary Parish Council Meeting held at 7.30pm on Tuesday 13 October 2020 via Zoom

Present: Councillors John Anson (Chairman), Eric Clarbull, John Davis, Roger Foxwell, Eric Norman, Roger Webber, Vivian White, SCC Cllr Frances Nicholson (part of meeting), SWaT Cllr Steven Pugsley, Parish Clerk, and one member of the public

Cllr Anson opened the meeting at 7.30pm, confirmed that the meeting was being recorded. Cllr Anson recorded a vote of thanks to Cllr Norman for keeping the toilets open throughout the lockdown. Cllr Webber proposed, Cllr Foxwell sec, that the resolution passed on 17 March 2020 granting emergency powers to Clerk in consultation with Chair and Vice-Chair while meetings were not able to take place, be withdrawn as meetings had resumed. Unanimously agreed.

278.1 Public Question Time: None

278.2 Apologies for Absence: Cllr Nicholson (hoped to join meeting later)

278.3 Declarations of Interest:
Cllr Foxwell - item 9.1 – neighbour, and - item 11.4.3 - Trustee
Cllr Anson - item 11.4.3 - Trustee

278.4 Minutes of the Previous Meeting: Cllr Webber requested correction to minutes re Declaration of Interest as living at Dunkery View, rather than neighbour. Cllr Webber requested update to 277.11 to include Affordabe Housing Group had not met due to Covid. The minutes of the ordinary meeting held on 17 September 2020 were approved and signed by Cllr Anson as a true record. Matters Arising – Cllr Webber reported no finance meeting had occurred. Clerk advised due to ill health, she had not been able to provide finance information to enable meeting to occur.

Item 278.5 moved to end of meeting to allow debate following use of Zoom

278.6 Cover for Clerk during unexpected absence: Clerk thanked Cllr Anson for taking over emails during absence. Clerk recommended producing an emergency plan including task list and file locations to allow quick handover if required. Council to consider who would hold information and take role in emergency situation, and consider any amendments required to Standing Orders or Financial Regulations.

278.7 Reports from District and County Councillors: Cllr Pugsley reported ENPA has filled Parish Member casual vacancy. Consultative Forum will be 12 November by Microsoft Teams from 10.30 to 12 noon. Glover expected to be on agenda. Planning White Paper will affect planning consultation – details to be forwarded to Councillors. SWaT has Community Chest funding available for community groups not able to access other Covid funding.
Cllr Nicholson joined the meeting at 8.10pm
Cllr Nicholson reported on Climate Change grants, update on Unitary Authority business proposals, and West Somerset has highest rate of Covid infection in Somerset County. Locally – Cutcombe and Exford school are operating under one cover, as are Dunster and Timberscombe.
Cllr Anson thanked Cllrs Nicholson and Pugsley

278.8 To consider Highways and Transport Matters including:
278.8.1 – Update on SIDS – Cllr Foxwell will site in new location. Data can be downloaded in future. Acts as deterrent. SIDS could be used to gather data, but needs location to be identified. Cllrs Foxwell, Davis and Webber to liaise over options. Additional post may incur costs from SCC Highways.
278.8.2 – Speed limit in Cutcombe – Residents have signed petition requesting reduction to 20mph and forwarded to SCC Highways. Parish Council may be contacted regarding any costs. Cllr Webber identified parked cars and overhanging hedges can be dealt with by residents to improve visibility.
278.8.3 – Other Highway and transport matters – Problem on maintenance of Ashwell Lane. Cllr Foxwell to approach County Councillor for Highways to request visit. Cllr Nicholson advised unlikely. Cllr Foxwell has verified locations for salt dumpy bags and confirmed to SCC Highways.

278.9 Planning Applications
278.9.1 – 6/8/20/113: Blagdon View, Wheddon Cross – Cllr Webber prop, Cllr Davis sec, support for application. Unanimously agreed. Cllr Foxwell did not take part in vote.
278.9.2 – Other Planning Matters – None.

278.10 Parish Council website: Cllr Webber noted that from finance meeting November 2019 Council would investigate with current owner. Clerk to forward new regulations to Councillors. Clerk to obtain quotes and costs for website. Cllr Webber and Clerk to liaise over options.

Cllr Nicholson left the meeting at 8.45pm

278.11 Finance:
278.11.1 – Financial Report – Clerk had previously circulated. Covid recovery grant received by Council, to be discussed by finance. Cllr Webber read letter from visitors commending village toilets and shop.

Under Standing Order 26a, the Council resolved that in view of the confidential nature of the business about to be transacted (personnel), the press and public be excluded and they were instructed to withdraw for items 278.11.2 and 278.11.3.
Cllr Pugsley and the member of the public left the meeting at 8.50pm

278.11.2 – to approve NJC Payscales for 2020-21 – Cllr White prop, Cllr Davis sec, approving the NJC payscale, backdated to 1 April 2020. Unanimously agreed.
278.11.3 – to agree Clerk’s hours for Quarter 2 (July to September 2020) – The hours worked and to be paid were unanimously agreed.

The member of the public re-joined the meeting at 9.00pm

278.11.4 – it was agreed to pay Moorland Hall and Recreation Ground £12.00 – room hire for September 2020 Mrs N Kemp Clerk’s Salary £536.54 and expenses £31.02 (Total £567.56) Moorland Hall and Recreation Ground grant of £3,000 towards roof replacement

The Clerk left the meeting at 9.05pm

278.12 Millennium Tree for Playing Fields and consider recommendations: Cllr Foxwell advised original tree has now been sold to third party. Council is liable for £30 delivery charge. Third party will pay Council cost price of tree. Cllr Anson to progress oak tree to be planted and to confirm details to Council and Moorland Hall. Cllr Foxwell to help with digging hole.

278.13 Correspondence and meetings:
278.13.1 – Clerk’s report on correspondence received and meetings attended – all distributed by email.
278.13.2 – Councillors’ reports on correspondence received and meetings attended – None.

278.14 Items for Next Agenda: Cllr Webber will arrange Finance meeting.

278.5 How Council meetings are held during Covid pandemic: Concerns over some technical issues and lags. It was agreed to use Zoom currently and review the situation at each meeting.

There being no other business the meeting closed at 9.15pm.
The date of the next Ordinary Meeting of Cutcombe Parish Council will be Tuesday 17 November 2020 at 7.30pm via Zoom.

All are welcome to all meetings


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