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Extraordinary Meeting of Cutcombe Parish Council to be held on Tuesday 5th March 2019 at 5.30pm in the Moorland Hall

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

“Under Standing Order 1c, 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.”

4 To discuss further actions required for letting the business unit

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 Extraordinary Parish Council Meeting held at 5.30pm on Tuesday 5th March 2019 at the Moorland Hall

Present: Councillors John Anson (Chairman), Eric Clarbull, Linda Atkins, Vivian White and Parish Clerk Nicola Kemp.

261.1 Public Question Time: None

261.2 Apologies for Absence: None

261.3 Declarations of Interest: None

261.4 Further Actions required for letting the business unit: 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 Atkins proposed that maintenance work in the unit be carried out by Cllrs Clarbull and Anson. Agreed with 3 votes for, 1 against
Cllr White proposed that Cllr Atkins submit an application for variation of planning category. Unanimously agreed.
Cllr Anson proposed that a float of £200 be agreed to allow works to be carried out on the unit to provide fixtures and fittings. Unanimously agreed.
A cheque for the planning fee of £117 was raised – to be retrospectively approved at the next meeting, and the amount to be re-claimed from Exmoor National Park.

There being no other business the meeting closed at 6.15 pm. The next Ordinary Meeting of Cutcombe Parish Council will be held on Tuesday 19th March 2019 at 7.30pm in the Moorland Hall.

All are welcome to all meetings

Notice of the Ordinary Council Meeting – Tuesday 19 March 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 19 March 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 19 February 2019, and to approve the minutes of the extraordinary meeting held on 5 March 2019, and any matters arising from the meetings
  5. Reports from District and County Councillors
  6. To receive a report on Snowdrop Valley 2019 from the Coordinator
  7. To consider Highways and transport matters including:
    1. Parishioner’s letter about Popery Lane
    2. Update on Long Lane
    3. Update from SIDS working party
  8. Planning Applications: - none received
    1. Other Planning Matters
  9. To discuss damage to War Memorial wall
  10. To discuss agenda and format for the Annual Parish Meeting
  11. To receive an update on actions required to the Bus Shelter
  12. To discuss the Council’s position on additional local housing requirements within the parish
  13. To discuss upcoming Parish, District and County elections and Parish representatives of ENPA, and to set the date of Annual Parish Council meeting
  14. To receive an update from the toilet working group on the letting of the business unit
  15. Finance - to agree:
    1. To pay the staff salaries (from Snowdrop Valley account) totalling £3,758.85 and to transfer £390.40 to main account to cover Income Tax amount
    1. To pay Taunton Minibuses £6,495 for hire of minibuses for Snowdrop Valley scheme (from Snowdrop Valley account)
    2. To pay £378 (from Snowdrop Valley account) to Cutcombe School – money taken at Snowdrop Valley for sale of their snowdrop plants
    3. To consider ex-gratia payments in respect of 2019 Snowdrop Valley scheme (from Snowdrop Valley account)
    4. To pay Clerk, Mrs N Kemp, salary £1,328.69 and expenses £23.45 plus expenses of £169.01 from Snowdrop Valley account, and to transfer £467.05 from Snowdrop Valley account to main account as proportion of salary
    5. To pay the Moorland Hall £11.25 for February room hire
    6. To reimburse Cllr Clarbull £113.93 for materials for business unit
    7. To pay TQExel £238.80 for Lantra Awards (Moving Works Operative) Course
    8. To pay Westcotec £3,690 for SID, data collector and brackets
    9. To retrospectively approve the following payments: Active Signs £14.28 for sign for business unit; Water2Business £196.88 for water supply to toilets; Exmoor National Park £117 for planning application fee
    10. To receive recommendations from the Finance Committee regarding the grass cutting contract for the playing fields and additional areas
    11. 16. Correspondence and meetings
      16.1 Clerk’s report on correspondence received and meetings attended
      16.2 Councillors report on correspondence received and meetings attended
      17. Items for the next Agenda

Date of next meeting: Tuesday 16 April 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
13 March 2019

Minutes of the Ordinary Parish Council Meeting held at 7.30pm on Tuesday 19th March 2019 at the Moorland Hall

Present: Councillors John Anson (Chairman), Linda Atkins, Eric Clarbull, John Davis, Eric Norman, Roger Webber, Vivian White, WS Councillor Steven Puglsey, Parish Clerk Nic Kemp, and two parishioners.

262.1   Public Question Time: Items raised – (i) could the business unit be advertised for let on the website and in the parish magazine; (ii) could the salt bags which have not been used be collected and stored for use next year
            Cllr Webber responded to (ii) – stating that the County Council are prosecuting people who use the salt for personal use, and Highways own the salt. Cllr Anson added that local councils were able to add the salt to salt bins but Cutcombe did not have any.
            Cllr Atkins responded to (i) advising that the unit had been advertised in the parish magazine.

262.2   Apologies for Absence: Co Cllr Frances Nicholson.  The Clerk reminded all present that apologies should be passed on through the Clerk, and asked if Councillors were to be away for long periods, they inform the Clerk in case of any Extraordinary meetings being organised.  Cllr Webber advised he had missed a meeting due to not seeing the email until after the meeting.  Cllr Davis advised he had informed the Clerk of his vacation.

262.3   Declarations of Interest:
            Cllr Clarbull     – Item 15.6 – Personal – Chairman of Moorland Hall
            Cllr Anson       – Item 15.6 – Personal – Trustee of Moorland Hall

262.4   Minutes of the previous meeting:  The minutes of the ordinary meeting held on 19th February 2019 were approved as a true record.  The minutes of the extraordinary meeting held on 5th March 2019 were approved as a true record.

262.5   Reports from District Councillor: Cllr Pugsley advised the Historic Signpost project leader was leaving but it was hoped the project would be completed.  The Wheddon Cross signpost is currently being welded and will be painted at the same time.  Highways are reviewing the gritting routes, and possibly the supply of bags.
            The new Somerset West and Taunton Council will be in place from 1st April, bringing new opportunities and resources.  Elections are in May for the new DC as well as parishes, and also the parish elections for Exmoor National Park.  SALC will be forwarding details to Clerks from Monday 15 April.
            Cllr Atkins queried whether County had a duty to investigate the costs of the salt as supplied owing to the fact that Cllr Pugsley had identified cheaper options.

262.6   Snowdrop Valley Coordinator’s report: Amanda Hamley – Snowdrop Valley Coordinator gave brief report on the 2019 scheme. The cost of the buses was higher than in previous years, but charging for the car parking had been successful.  Less coach bookings had an impact on attendance, and the committee was looking at ways to bring more visitors up to the hall to support the charities.  Facebook had been very popular this year, with 950 followers and a reach of 51.2k.
            Councillors raised concerns about the reduced income to the charities – while the car parking charge had covered the additional bus costs, the charities had seen reduced footfall.  Staff were there to support by directing visitors to the hall, but with the good weather they hadn’t necessarily come in.
Cllr Norman advised the Snowdrop Valley committee was looking at several options for the next meeting, including if the bus could terminate at the hall, to ensure the benefits come to the community and do not cost the parish.
Cllr White thanked the Coordinator for her efforts.

262.7   Highways: Cllr Webber asked who was responsible for the Diversion signs for the works near Brushford as they referred to a farm no locals were aware of, and all signs were positioned inappropriately at junctions.
            262.7.1 Popery Lane – Cllr Webber has measured the lane – there are two lengths of 24m each of the whole 154m which need repair.  The Clerk has received a letter with details and attached maps to pass on to Cllr Nicholson.
            262.7.2 Long Lane – Clerk is awaiting confirmation from who will attend a site meeting from Highways.  Date to be arranged for after 2 May elections.  Cllr Anson read an email regarding the downgrading of highways to Restricted Byways.  Cllr Webber proposed that the Council meet and walk the length of Long Lane the week before the site meeting and have as one of the main concerns who will be responsible for the debris that washes down it.
            262.7.3 SIDS update – Cllr Clarbull reported the SIDS equipment was ordered and Roger Foxwell had attended the Chapter 8 Training Course.  Cllr Anson thanked Mr Foxwell, and reported that Exford had indicated an interest in hiring the SID.  The Clerk reported that Somerset CC had confirmed the balance of the money had been transferred by BACS to the Parish Council’s bank account.  Mr Foxwell had identified additional equipment required – hi-vis jacket (est £25), 6 traffic cones (£17.85 + VAT ea), cone mounted direction arrow (£39.55 + VAT), magnetic beacon (£39.55 +VAT).
            Cllr Anson suggested purchasing a shed to place behind the toilets to store the SIDs equipment, which would also store the Snowdrop Valley equipment.  Cllr Webber advised this may require planning permission, and indicated that the Finance Committee would hold a meeting before the next Council meeting to review options.

262.8   Planning: Other planning matters – Cllr Anson reported that Dean Kinsella was looking at improvements to planning applications, including ensuring all drawings were labelled, investigating whether pre-planning advice could be added to the website, and encouraging better quality plans from the applicant, including a validation checklist.

262.9   Damage to War Memorial: The Clerk advised that the company had accepted responsibility and requested quotes.  Cllr Webber suggested providing the quotes with contact details to the company and asking them to pay directly.  Clerk to action.

262.10 Agenda and Format of Annual Parish Meeting: Date is Thursday 18 April at 7pm for teas and coffees, with the meeting starting at 7.30pm.  Agenda to be: Apologies, Minutes of the Previous Meeting, Chariman’s report, (including information regarding unregistered land), Update on the toilet block, Open session - “Come and talk to the Council, ask questions and raise concerns over a cup of tea”.  To be promoted on facebook and to Exmoor Young Voices, as well as noticeboards and website.

262.11 Actions required on Bus Shelter: Cllr Clarbull confirmed Western Power have identified a blown fuse in the box on the pole.  They are returning to replace.  Cllrs Webber and Clarbull will replace the broken slates – Cllr Webber has a ridge tile, Cllr Davis has slates.

262.12 Council’s position on additional housing requirements within the Parish: Cllr Webber asked for the views of the Council, should the Affordable Housing Working Group consider new development in the parish. In principle, there was broad approval of Affordable Housing development. Cllr White (Chair of the Affordable Housing Working Group) advised there was already a proposal to develop the vacant site in Meadow Close for affordable housing.

262.13 Parish, District and County Elections, and Parish Representatives for Exmoor National Park: Already covered in Cllr Pugsley’s report.  Date of the Annual Parish Council meeting set as Tuesday 7th May.  Agenda and further details to be discussed at next meeting. 

262.14 Update on Toilets and Business Unit: Cllr Atkins confirmed the application had been submitted to amend the planning restrictions, work was required to prevent water ingress under the door, work also required to the vents.  Agent still looking for tenant.

262.15 Finance: It was agreed to pay -
262.15.1 – Snowdrop Valley Staff salaries totalling £3,758.85 from Snowdrop Valley Account, and to transfer £390.40 to main account to cover Income Tax amount
262.15.2 – Taunton Minibuses £6,495 for hire of minibuses for Snowdrop Valley scheme (from Snowdrop Valley account)
262.15.3 – Cutcombe School £378 (from Snowdrop Valley account) as money taken at Snowdrop Valley for sale of their snowdrop plants
262.15.4 – Exmoor Farmers Livestock Auctions and Badgworthy Land Co £250 each ex-gratia in respect of their allowing car parking and access to the land
262.15.5 – The Clerk’s salary £1,328.69 and expenses £23.45 plus expenses of £169.01 from Snowdrop Valley account, and to transfer £467.05 from Snowdrop Valley account to main account as proportion of salary
262.15.6 – The Moorland Hall £11.25 for February room hire
262.15.7 – Cllr Clarbull £113.93 for materials for the business unit
262.15.8 – TQ Exel £238.80 for Lantra Awards (Moving Works Operative) Course
262.15.9 – Westcotec £3,690 for SID, data collector and brackets
262.15.10 – It was agreed to retrospectively approve the following payments: Active Signs £14.28 for sign for business unit; Water2Business £196.88 for water supply to toilets; Exmoor National Park £117 for planning application fee
262.15.11 – It was agreed to leave the grass cutting contract with Countrywide Grounds Maintenance as is for this year.

262.16 Correspondence and Meetings:
262.16.1 – Clerk – letter on Popery Lane to pass to Cllr Nichollson (covered under item 7.1).  No other received.
262.16.2 – Councillors – Cllr Webber had received a letter addressed to the Chairman of the Council which he had forwarded on to Cllr Anson.  Clerk confirmed the letter was a letter of complaint about Snowdrop Valley which had been dealt with by the Coordinator.

262.17 Items for the next Agenda: report from Finance Committee (to meet before next Council meeting); to consider online banking; to consider writing to Marcus Capel as retiring head of Cutcombe School; Clerk – performance and salary review.

There being no other business the meeting closed at 10.10 pm.  The next Ordinary Meeting of Cutcombe Parish Council will be held on Tuesday 16th April 2019 at 7.30pm in the Moorland Hall.

All are welcome to all meetings

 


April 2019

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