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Notice of the Ordinary Council Meeting – Tuesday 15 October 2019 at 7.30 pm in the Moorland Hall

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

AGENDA
1. Public Question Time
2. Apologies for Absence
3. Declarations of interest
4. To approve the minutes of the ordinary meeting held on 17 September 2019, and the minutes of the extraordinary meeting held on 1 October 2019 and any outstanding actions from the meeting
5. Reports from District and County Councillors
6. To consider Highways and transport matters, including
6.1 Long Lane
6.2 To consider contract from SCC Highways regarding SIDS equipment
6.3 To consider additional post to site SIDS equipment in village
6.4 To consider overgrown paths
7. Planning Applications: - none received
7.1 Other Planning Matters
8. To receive update from Snowdrop Valley Committee:
9. Finance:
9.1 To note the report from the External Auditor on the AGAR for the year ending 31 March 2019
9.2 To agree to pay PKF Littlejohn £360 for the AGAR for the year ending 31 March 2019
9.3 To agree to pay Moorland Hall £22.50 for September room hire
9.4 To consider request for funding from Moorland Hall for roof
9.5 To receive update on toilets and letting of business unit
10. To consider dog fouling in the village
11. To consider provision of storage unit
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 19 November 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
09 October 2019

DRAFT Minutes of the Ordinary Parish Council Meeting held at 7.30pm on Tuesday 15 October 2019 at the Moorland Hall

Present: Councillors John Anson (Chairman), Eric Clarbull, John Davis, Roger Foxwell, Eric Norman, Roger Webber, Vivian White and Parish Clerk Nic Kemp

Cllr Anson opened the meeting at 7.30pm

271.1 Public Question Time: None.

271.2 Apologies for Absence: Co Cllr Frances Nicholson, and SWaT Cllr Steven Pugsley

271.3 Declarations of Interest:
Cllr Webber – Item 10 – Personal – Dog owner
Cllr Norman - Item 10 – Personal – raised the item
Cllr Foxwell - item 8 - personal

271.4 Minutes of the Previous Meetings : The minutes of the ordinary meeting held on 17 September 2019 were approved and signed by Cllr Anson as a true record. The minutes of the extraordinary meeting held on 1 October 2019 were approved and signed by Cllr Anson as a true record. There were no outstanding actions not covered by the agenda.

271.5 Reports from District and County Councillors: Not present. Cllr Anson read email from Cllr Nicholson. Salt requests to be with Highways by 31 October 2019.

271.6 To consider Highways and Transport Matters including:
271.6.1 – Long Lane – Sign at Trottsway Cross has been relocated further down track, but not lowered. Clerk has again reported flooding to Highways following rainfall, still no response. Cllr Foxwell confirmed ticket has now been raised to carry out maintenance works, with 90 day completion time. Cllr Nicholson continuing to liaise with officers.
Simonsbath to Exford Road Closure - Cllr Anson reported Cllr Nicholson had provided contact between Highways and the Market. It was agreed to re-iterate Council’s objection to the road closure in particular relating to the livestock markets, and to encourage liaison between Highways and stakeholders in advance of closures. Clerk to action.
Accident at Roundwater – Clerk to arrange meeting between Exford Councillors, and Cllrs Anson and Foxwell representing Cutcombe.
271.6.2 – Contract from SCC Highways regarding SIDS equipment – It was agreed to sign the agreement and to return to SCC noting the discrepancies within it. Clerk to action.
271.6.3 – Additional post to site SIDS equipment – Suggested location on private land. It was agreed to consult residents by arranging an informal meeting within the village.
271.6.4 – Overgrown paths – Cllr White to follow up overgrown footpaths with ENPA. Cllr Webber to contact landowners to arrange to cut back overgrown hedge in Cutcombe.

271.7 Planning Applications: No new applications received. Planning application received since agenda posted. Clerk to inform ENPA that application will be considered at next Council meeting and response submitted by 20 November 2019.
271.7.1 – Other Planning Matters – None

271.8 Update from Snowdrop Valley Committee: Cllr Norman reported progress from the earlier meeting.
Cllr Foxwell left at 8.48pm while maintenance work in the valley was discussed.
Cllr Norman reported Committee were recommending Cllr Foxwell to carry out the maintenance work in the valley on the grounds of experience, price and availability. Cllr Clarbull noted it must be clearly minuted that Council are not favouring Councillors to carry out paid work. Cllr Norman proposed Cllr Foxwell carry out the required maintenance work in the valley. Unanimously agreed
Cllr Foxwell rejoined the meeting at 8.54pm.
Cllr Foxwell following up with roadsweeper and getting hedges cut back prior to event. Committee members have formed a working party to carry out some clearance in valley, which Cllr Webber will also join.

271.9 Finance:
271.9.1 – to note the report from the External Auditor on the AGAR for the year ending 31 March 2019 – Cllr Clarbull proposed accepting the report. Unanimously agreed.
271.9.2 – it was noted that the fee for the AGAR was above the budgeted figure due to the increased expenditure in 2018-19 from the toilet renovation works moving the Council accounts over the £50k threshold. This would not be the case in future years. It was agreed to pay PKF Littlejohn £260 for the AGAR for the year ending 31 March 2019
271.9.3 – It was agreed to pay Moorland Hall £11.25 for September room hire
271.9.4 – to consider request for funding from Moorland Hall for roof – Cllr Webber reported meeting the Chair of the Moorland Hall. Further details needed. To be discussed by Finance Committee in November and recommendation put to Council.
269.9.5 – to receive update on Toilets and letting of business unit – Cllr Foxwell has installed frames in each toilet. Clerk to place sponsorship posters. Cllr Foxwell has proposal from another agency regarding letting. Clerk to check agency agreement for discussion at next meeting. Ventilation hole has been drilled. Cllr Clarbull prop (Cllr Davis sec) fitting vent to outside wall and waiting to see who rents unit before fitting water meter. 5 in favour, 2 abstain.

271.10 Dog fouling in village: Cllr Norman raised the concern of dog waste on banks when strimming, and is aware of other areas, including playing field. Clerk to investigate details of Council being able to impose fines through being signed up with the former WSDC.

271.11 Provision of Storage Unit: Cllr Webber to ask local supplier to quote for wooden storage unit to fit behind toilets. To be reviewed at next meeting.

271.12 Correspondence and meetings:
271.12.1 – Clerk’s report on correspondence received and meetings attended – all distributed by email.
271.12.2 – Councillors’ reports on correspondence received and meetings attended – Rural Business Project has meeting at Moorland Hall on 24 October.

271.13 Items for Next Agenda: Storage Unit, Toilet agency agreement, Glover Report – update from Cllr White

Date of the Next Meeting was confirmed as Tuesday 19 November at 7.30pm.

There being no other business the meeting closed at 9.48pm.
The next Ordinary Meeting of Cutcombe Parish Council will be held on Tuesday 19 November 2019 at 7.30pm in the Moorland Hall.

All are welcome to all meetings

 

Notice of the Extraordinary Council Meeting – Tuesday 1 October 2019 at 6.30 pm in the Moorland Hall

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

AGENDA
1 Public Question Time
2 Apologies for Absence
3 Declarations of interest
4 To approve the proposed Snowdrop Valley budget

Date of next meeting: Tuesday 15 October 2019

Minutes of the Extraordinary Parish Council Meeting held at 6.30pm on Tuesday 1 October 2019 at the Moorland Hall

Present: Councillors John Anson (Chairman), Eric Clarbull, John Davis (part of meeting), Roger Foxwell, Eric Norman, Roger Webber, Vivian White, and Parish Clerk Nic Kemp

Cllr Anson opened the meeting at 6.30pm

270.1 Public Question Time: None.

270.2 Apologies for Absence: None – Cllr Anson noted that Cllr Davis was absent

270.3 Declarations of Interest:
Cllr Foxwell – member of Snowdrop Valley Committee
Cllr Norman – Chair of Snowdrop Valley Committee
Cllr Anson – member of Snowdrop Valley Committee

Cllr Davis joined the meeting at 6.35pm

270.4 To approve the proposed Snowdrop Valley Budget:
Bus company has tested route, happy to operate, but has concerns over overhanging hedges on the route. Cllr Foxwell to work with Highways regarding hedges, Clerk to support in writing if required.
Councillors recognise the negative budget, and acknowledge the associated risk with the budgeted loss. In running the event Council are supporting local charities, including the school and church, in their own fundraising in the Café.
Cllr Norman prop (Cllr Davis sec) approving the proposed Snowdrop Valley budget. Unanimously agreed.
It was also agreed that the actual costs will be reviewed immediately following the event.
It was noted that the budget includes costs for maintenance in the valley. Cllr Foxwell is able to carry out the work, but other individuals/companies will be approached first. Cllr Davis has a trailer which is hired for the event.
Clerk noted that Council should be satisfied that councillors are not benefiting from the event and all options have been investigated.

There being no other business the meeting closed at 7.20 pm.
The next Ordinary Meeting of Cutcombe Parish Council will be held on Tuesday 15 October 2019 at 7.30pm in the Moorland Hall.

All are welcome to all meetings

 

 

April 2019

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