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Notice of the Annual Council Meeting – Tuesday 7 May 2019 at 7.30 pm in the Moorland Hall

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

Dear Councillors, You are summoned to the Annual Meeting of Cutcombe Parish Council to be held on Tuesday 7 May 2019 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. Declarations of Acceptance of Office
  4. Public Question Time
  5. Apologies for Absence
  6. Declarations of interest
  7. To approve the minutes of the meeting held on 16 April 2019 and any matters arising
  8. 8.1 Planning Applications: 6/8/19/103 Heath Poult Farm: Proposed alterations to dwelling including loft conversion with gable and shed dormers, balcony and new pitched roofs to replace existing shallow pitch and flat roofs, together with conversion of garage.
    1. Other Planning Matters
  9. To consider Highways and transport matters including the 16 May meeting at Long Lane, Luckwell Bridge
  10. To consider Nominations for Parish Members of the Exmoor National Park Authority and to arrange an election meeting
  11. To consider training requirements
  12. To review portfolio holders and councilor information
  13. To consider the updated asset list and annual insurance quotation
  14. To consider reviewing Standing Orders, Financial Regulations and Code of Conduct
  15. To confirm the dates for the Ordinary Council meetings for 2019-2020
  16. Correspondence and meetings

16.1    Clerk’s report on correspondence received and meetings attended
16.2    Councillors’ reports on meetings and correspondence
17     Items for the next Agenda

 

NJK signatureMembers 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
30 April 2019

 

Minutes of the Annual Parish Council Meeting held at 7.30pm on Tuesday 7th May 2019 at the Moorland Hall
Present: Councillors John Anson (Chairman), Eric Clarbull, John Davis, Roger Foxwell, Eric Norman, Roger Webber, Vivian White, Co Cllr Frances Nicholson (part of meeting), WS Councillor Steven Puglsey (part of meeting), Parish Clerk Nic Kemp, and two parishioners.
264.1 Election of Chairman: Cllr Norman proposed Cllr Anson as Chairman (Cllr White sec). Unanimously agreed. Cllr Anson signed his Declaration of Acceptance of Office as Chairman
264.2 Election of Vice-Chairman: Cllr Anson proposed Cllr White as Vice-Chairman (Cllr Norman sec). Unanimously agreed
264.3 Declarations of Acceptance of Office: All Councillors were present and had signed their Declaration of Acceptance of Office prior to the meeting
264.4 Public Question Time: The applicant gave a rationale of the planning application at Heathpoult Farm
264.5 Apologies for Absence: None.
264.6 Declarations of Interest: None for agenda items in the meeting. The Clerk issued a copy of the Code of Conduct to Cllr Foxwell, and confirmed all other Councillors had a copy. The Clerk reminded all Councillors that they had 28 days to complete their Register of Interests form and it was their individual responsibility to update it whenever circumstances changed
264.7 Minutes of the previous meeting: The minutes of the ordinary meeting held on 16 April 2019 were approved as a true record. Matters arising: Popery Lane – Cllr Webber confirmed he had a map identifying the lane as not a road. As the lane has been maintained by Highways for many years, the preferred option is to have them repair to a good standard and then discuss with residents ongoing maintenance. Area outside Garage House – Clerk has confirmation that the potholed area does not belong to the house, and has queried with Highways. Awaiting a response.
264.8 Planning Applications:
264.8.1 – Heathpoult Farm – Proposed alterations to dwelling including loft conversion with gable and shed dormers, balcony and new pitched roofs to replace existing shallow pitch and fat roofs, together with conversion of garage – Unanimously supported
264.8.2 – Other Planning Matters – (i) Allercott Farm – has been turned down by planning committee. (ii) Planning permission has been granted for the variation to the terms of use for the business unit at the Wheddon Cross toilets. (ii) Clerk queried if councillors had found any difficulties when process changed so that paper planning documents were no longer issued. Response overall no issues, but sometimes difficult to see alterations and differences on drawings.
Cllrs Pugsley and Nicholson arrived.
264.9 Highways: (i) Long Lane meeting – 16 May. Meeting to be on site – starting at Trottsway Cross at 10am, and walking down to Luckwell Bridge. Agenda to include Drainage, Access, Maintenance, and Repercussions of downgrading the lane. Clerk to invite neighbouring landowners and local resident (5-7 representatives total) and confirm to Highways and Exmoor National Park. Councillors to meet at 7pm on 15 May at Luckwell Bridge to walk up and down Long Lane to prepare for meeting.
(ii) Cllr Foxwell noted there had been a survey carried out. Cllr Webber thanked Highways for completing the white line re-marking, and commented that a lorry driver had to wait for 4 hours for repair following damaging the wing mirror on a telegraph pole at the narrow pinch point leaving Wheddon Cross towards Taunton. Clerk to write to Highways requesting they encourage BT to site telegraph poles further back from the edge of the Highway and highlighting the pole in question. Clerk also to write to Highways requesting that with the road closures coming up, Highways include a sign at Coppleham Cross indicating that Wheddon Cross is open, and encouraging light vehicles to turn left there. Cllr Nicholson confirmed that all road closures are notified in the West Somerset Free Press.
264.10 Nominations for Parish Members of the Exmoor National Park Authority and election meeting: Council will hold an Extraordinary meeting on 11 June at 7pm to consider the 5 votes for the National Park Parish members. Cllr Davis proposed Cllr White as representative for Cutcombe (Cllr Norman sec). Unanimously agreed.
264.11 Training Requirements: Council to await any updates from new District Council which may include training (previously this has been carried out by the Monitoring Officer). Cllr Davis confirmed the Standards board was on hold while the new District Council was being set up.
264.12 Portfolio Holders and Councillor Information: All Councillor information was correct as per the Clerk’s file. It was agreed that Cllr Foxwell would temporarily take on the portfolio of retired Cllr Atkins until a formal review at a subsequent meeting.
264.13 Updated Asset List and Insurance Renewal: Asset list was viewed and accepted. Clerk is awaiting an updated insurance quotation following the asset register review.
264.14 Standing Orders, Financial Regulations and Code of Conduct: It was agreed to review each document over the course of the next 6 months.
264.15 Dates of Ordinary Council Meetings for 2019-20: The Council will continue with the 3rd Tuesday of each month, with no Ordinary meeting in January or August.
264.16 Correspondence and Meetings attended:
264.16.1 – Clerk has received a report on Rural Farm Worker and Succession, requesting a response by 18 June. Clerk to circulate to councillors and request an extension of 1 month to allow full consideration.
264.16.2 – Councillors’ report on correspondence received and meetings attended – Cllr Anson reported that Linda Atkins has volunteered to continue to work on the Toilet Working Group. This to be formally agreed as part of the Portfolio review. Cllr Anson has received thank you letters from Marcus Capel and Bruce Lang for their letters from the Council. Clerk has received thank you from Marlene Allinson for the certificate from the Council. Cllr Webber has visited the School Gardens. Cllr Davis is hosting an event for Exmoor Young Voices looking at self-build.
263.14 Items for Next Agenda: Bank Account – updating signatories; Use of SIDS equipment, loaning to other parishes and additional equipment required by Cllr Foxwell; items raised at the Annual Parish meeting – speeding in Cutcombe, website and communication; areas the Council can support within the parish; possible purchase of shed for storage.
Cllr Anson formally welcomed Cllr Foxwell to the Council.
There being no other business the meeting closed at 9.49 pm.
The next Ordinary Meeting of Cutcombe Parish Council will be held on Tuesday 21th May 2019 at 7.30pm in the Moorland Hall.
All are welcome to all meetings

 

Notice of the Ordinary Council Meeting – Tuesday 21 May 2019 at 7.30 pm in the Moorland Hall
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 21 May 2019 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 ordinary meeting held on 7 May 2019, and any matters arising from the meeting
5. Reports from District and County Councillors
6. To consider Highways and transport matters
7. Planning Applications:
7.1 6/8/19/104 – Moorland Hall, off Bouverie Close: Proposed demolition of existing sports pavilion and external stores and replacement pavilion. Re-submission of withdrawn application 6/8/18/105.
7.2 GDO 19/07 – Horsecombe Farm. Prior notification for proposed demolition and erection of replacement agricultural building
7.3 Other Planning Matters
8. Finance:
8.1 To consider and approve report from Internal Auditor
8.2 To consider and approve Annual Governance Statement 2018/19
8.3 To consider and approve Accounting Statements 2018/19
8.4 To approve updating the signatories on the bank account
8.5 To consider and approve the Insurance offer from Came & Company
8.6 To agree to pay CDJ Davies £350 for the repairs to the War Memorial wall
8.7 To agree to re-imburse Mrs L Atkins £28.74 for the A4 Snap frames for the toilets
9. To agree the make-up of the Toilet Working Group
10. To consider a process for the use of SIDS equipment
11. To discuss the items raised at the Annual Parish Meeting:
11.1 Website and communication
11.2 Areas the Council can support within the community
11.3 Speeding traffic in Cutcombe
12. Correspondence and meetings
12.1 Clerk’s report on correspondence received and meetings attended
12.2 Councillors report on correspondence received and meetings attended
13. Items for the next Agenda
Date of next meeting: Tuesday 11 June 2019, and Tuesday 18 June 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 and any disability), Crime and Disorder, Health and Safety, and Human Rights.
N J Kemp, Parish Clerk
15 May 2019
~~~~~~~~~~~~~~~~~~~~~~~~~

Minutes of the Ordinary Parish Council Meeting held at 7.30pm on Tuesday 21 May 2019 at the Moorland Hall
Present: Councillors John Anson (Chairman), Eric Clarbull, John Davis, Roger Foxwell, Eric Norman, Roger Webber, Vivian White, Co Cllr Frances Nicholson (part of meeting), Parish Clerk Nic Kemp, and two parishioners.
265.1 Public Question Time: The applicants gave a short presentation on the planning application for the Sports Pavillion, and asked for any questions. It was agreed to allow the applicants to answer questions on the planning item when it was reached during the meeting.
265.2 Apologies for Absence: SWT Cllr Steven Puglsey, Co Cllr Frances Nicholson (part of meeting).
265.3 Declarations of Interest:
Cllr Webber – Item 7.1 – Personal – Property overlooks site
Cllr Clarbull – Item 7.1 – Personal – Chairman of Moorland Hall
Cllr Norman – Item 7.1 – Personal – Owns adjoining property
Cllr Davis – Item 7.1 – Personal – Trustee of Moorland Hall
Cllr Foxwell – Item 7.1 – Personal – Trustee of Moorland Hall
Cllr Anson – Item 7.1 – Personal – Trustee of Moorland Hall
265.4 Minutes of the previous meeting: The minutes of the annual meeting held on 7 May 2019 were approved as a true record. Matters arising: Item 264.14 – as a new Transparency Code had been distributed, Cllr Webber suggested this be used to update the Code of Conduct. Item 264.11 – Cllr Davis confirmed that the Standards Board makeup was changing and it would include co-opted members with no vote.
265.5 Reports from County and District Councillors: Delayed as neither Councillor present.
265.6 Reports on Highways and Transport matters: Clerk has been notified by a parishioner of the damage to the gate at Dunkery Hill Gate. Clerk to inform Highways.
Cllr Anson gave a summary of the meeting from Long Lane between Councillors, ENPA, Highways Cllr Nicholson and residents. Highways are to produce a report of findings and recommendations. Clerk to follow up to progress report.
Popery Lane – Cllr Webber reported that Cllr Nicholson has met with resident.
265.7 Planning Applications:
265.7.1 – 6/8/19/104 – Sports Pavillion, Moorland Hall, off Bouverie Close – Proposed demolition of existing sports pavilion and external stores and replacement pavilion. Re-submission of withdrawn application 6/8/18/105. The applicants were invited to answer questions posed by Councillors. Cllr Webber proposed supporting the application, and including support for composite roof, rather than slate, UPVC windows, and wooden balustrade rather than glass. Unanimously agreed. Also Cllr Webber to contact Cllr Pugsley regarding access from Bouverie Close to the Pavillion.
265.7.2 – GDO 19/07 – Horsecombe Farm. Prior notification for proposed demolition and erection of replacement agricultural building. Cllr Webber proposed supporting the need to build the unit, but questioned whether a more suitable location was available due to access. Unanimously agreed.
265.7.3 – Other Planning Matters – None.
265.8 Finance:
265.8.1 – Report from the Internal Auditor. The Report from the Internal Auditor was received and unanimously approved. Comments regarding the setting up of a Trust for Snowdrop Valley were noted. Clerk to invite Mr Williams to attend the next meeting to discuss. Cllr Anson noted Mr Williams’ letter stating that he did not charge a fee for completing the audit, requesting instead a donation be made to West Somerset Advice Bureau. A nominal donation of £50 was agreed in lieu of an audit fee.
Cllr Nicholson arrived.
265.8.2 – Annual Governance Statement 2018/19. Clerk recommended the Council approve the Annual Governance Statement 2018/19, proposed by Cllr Webber and unanimously agreed.
265.8.3 – Accounting Statements 2018/19. Clerk recommended the Council approve the Accounting Statements 2018/19, proposed by Cllr Webber and unanimously agreed.
265.8.4 – Updating signatories on the bank account – As the Clerk is investigating an alternative bank, it was agreed not to add Cllr Foxwell as a signatory at this point, but it was agreed to remove Mrs Atkins (former Councillor) as a signatory.
265.8.5 – Clerk presented the insurance offer from Came & Co. Cllr Webber proposed accepting the one year price of £709.74 offered. Unanimously agreed.
265.8.6 – It was agreed to pay CDJ Davies £350 for the repairs to the War Memorial wall.
265.8.7 – It was agreed to reimburse Mrs L Atkins £28.74 for the A4 Snap frames for the toilets.
Cllr Anson welcomed Cllr Nicholson to the meeting.
265.5 Reports from County Councillor: Cllr Nicholson confirmed that Putham Lane is on the definitive map as a footpath and on resident searches as a RUPP. Cllr Nicholson will try to push for Highways to make repair but feels it will ultimately fall to residents. Cllr Webber queried if there was case law for Highways having maintained a road for a number of years, but Cllr Nicholson confirmed not.
Cllr Nicholson confirmed that she will investigate the costs of downgrading Long Lane, and had discussed maintenance with ENPA. She will chase regarding adding width restrictions to the signs. Confirmed that the top sign will be re-located and the bottom sign cleared, and will request it be removed from sat-navs even if still a Highway.
Cllr Anson thanked Cllr Nicholson who left the meeting.
265.9 Toilet Working Group: Cllr Anson has received a letter from Mrs Atkins who has decided not to continue on the Toilet Working Group since leaving the Council. She has obtained one sponsor and passed on the cheque and poster. It was agreed to hold a Toilet Working Group meeting on Monday 3 June at 9am at the business unit, to review next steps.
It was agreed to write a letter of thanks to Mrs Atkins and include an article in the next parish magazine.
265.10 Use of SIDS equipment: It was agreed to defer this to the next meeting.
265.11 Items raised at the Annual Parish Meeting:
265.11.1 – Website and communication. It was agreed to defer this to the next meeting.
265.11.2 – Areas the Council can support within the Community. Cllr Webber proposed £200 be granted to Cutcombe School and that all Councillors be invited to a meeting there to see the gardens. Unanimously agreed. Clerk to confirm details and arrange. Further ideas to be deferred to the next meeting.
265.11.3 – Speeding traffic in Cutcombe. It was agreed to defer this to the next meeting.
265.12 Correspondence and Meetings attended:
265.12.1 – Clerk’s report on correspondence received and meetings attended – Clerk has received enquiry as to the origin of the name Wheddon. Understand derived from “Wheat” – “Place of Wheat”. Clerk had previously circulated a Legal Note on village halls to all Councillors
265.12.2 – Councillors’ report on correspondence received and meetings attended – Cllr Norman gave an update from the Snowdrop Valley meeting earlier – the Committee will be seeking advice regarding options with buses, and looking for more committee members, and have already welcomed one new member. All reminded of the Hustings for the ENPA nominations on 29 May.
265.13 Items for Next Agenda: Update from Toilet Working Group; Website and Communication; Areas the Council can support within the Community; Speeding traffic in Cutcombe.
There being no other business the meeting closed at 10.00 pm. The next Ordinary Meeting of Cutcombe Parish Council will be held on Tuesday 18 June 2019 at 7.30pm in the Moorland Hall.
All are welcome to all meetings


March 2019

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