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Notice of the Ordinary Council Meeting –
Tuesday 17 September 2019 at 7.30 pm in the Moorland Hall
All Council Meetings are open to members of the public and the press
1. Public Question Time
2. Apologies for Absence
3. Declarations of interest
4. To approve the minutes of the ordinary meeting held on 16 July 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
7. Planning Applications: - none received
7.1 To consider response to 5G Mobile Coverage in Rural Areas
7.2 To consider response to BT proposal to remove phonebox at Luckwell
7.3 Other Planning Matters
8. To receive update from Snowdrop Valley Committee and:
8.1 To approve the selection of a bus operator
8.2 To approve the proposed budget
9.1 To consider report and recommendations from Finance Group
9.2 To consider recommendation from Finance Group regarding response to
review into Local Government Audit
9.3 To agree to pay Water 2 Business £304.92 for Water supply to
toilets 9 February to 13 August
9.4 To agree to pay Moorland Hall £11.25 for July room hire
9.5 To agree to pay Mrs N Kemp Clerks Salary £939.49 and expenses
9.6 To consider request for funding from Moorland Hall for roof
9.7 To consider request for annual grant from Exmoor Youth Club
10. To consider response to online consultation for proposed changes to
Devon and Somerset Fire and Rescue Service
11. Correspondence and meetings
11.1 Clerk’s report on correspondence received and meetings attended
11.2 Councillors’ report on correspondence received and meetings
12. Items for the next Agenda
Date of next meeting: Tuesday 15 October 2019
Minutes of the Ordinary Parish Council Meeting held at 7.30pm
on Tuesday 17 September 2019 at the Moorland Hall
Present: Councillors John Anson (Chairman), Eric Clarbull, Eric Norman,
Roger Webber, Vivian White, SWT Cllr Steven Pugsley (part of meeting),
Parish Clerk Nic Kemp, and three members of the public
Cllr Anson opened the meeting at 7.30pm
269.1 Public Question Time: Points raised – At the Annual Parish
meeting it was stated that Council would put details of registering land
into the parish magazine but this has not happened.
Cllr Anson replied that details would be written for the magazine.
269.2 Apologies for Absence: Cllrs John Davis and Roger Foxwell, Co Cllr
Cllr Anson noted that SWaT Cllr Steven Pugsley was absent but expected
he would attend later if possible
269.3 Declarations of Interest:
Cllr Anson – Item 9.4 – Personal – Trustee of Moorland
269.4 Minutes of the Previous Meeting: The minutes of the ordinary meeting
held on 16 July 2019 were approved and signed by Cllr Anson as a true
record. Outstanding Actions: 268.7 Clerk confirmed Cllr Foxwell has confirmed
he is in contact with relevant parties at Highways and arranging own meetings.
Clerk has written to Highways thanking for works at Popery Lane, and raising
concerns over road near Beulah Chapel. Clerk has also written to Exmoor
Panel raising concerns over road near Beulah Chapel. Clls Anson confirmed
it was discussed at Panel meeting, and the relevant landowners will be
contacted. 268.11 Letter was submitted re proposed changes to Devon and
Somerset Fire and Rescue Service.
269.5 Reports from District and County Councillors: Not present.
269.6 Highways and Transport Matters:
Clerk reported attending meeting with Cllr Foxwell and Traffic Engineer
to review locations for SIDS. Two additional sites were selected.
269.6.1 – Long Lane – No work has been carried out. Clerk
reported flooding to Highways following rainfall previous week. All drains
and grips along length blocked. There has been no action since the meeting
Cllr Anson reported Cllr Nicholson was addressing issues with the road
closure on the Exford to Simonsbath road (24 hours per day for 26 days
from 21 October) as the diversion route used Porlock Hill which is not
suitable for HGV. Cllr Webber proposed (Cllr Clarbull sec) objecting to
the road closure on the grounds of access to businesses, in particular
the livestock markets, and the need for discussion on relevant traffic
being allowed through the closure. Unanimously agreed. Clerk to action.
Regarding the SIDS equipment and new agreement sent through by SCC Highways,
Cllr Webber proposed (Cllr Clarbull sec) writing to Highways informing
them that the SIDS equipment would be sited at the already agreed locations
from 2 October in line with the agreement on which the equipment was purchased
(from 2018), unless Council received a reply within 5 working days to
the contrary. Unanimously agreed. Clerk to action.
Cllr Webber reported that Cllr Foxwell had contacted SCC Highways to complain
about damaged hazard sign near Lype Corner.
Cllr Pugsley joined the meeting and a member of the public left at 7.55pm
269.5 Report from District and County Councillors: Returned to item 5
to allow Cllr Pugsley to report. Cllr Pugsley confirmed that the Panel
will be writing to landowners of hedges to either side of Beulah Chapel.
Winter salting – all routes have been restored. No small bags of
salt will be provided. Highways will fill bins. Highways will provide
dumpy bags and remove at end of winter.
New District Council may be able to contribute to toilets which have been
taken on by parishes, and may be able to support Parish Lengthsman service.
Regarding reports to delays in planning process due to staff numbers,
Cllr Pugsley advised if anyone was disadvantaged by a delay in the process
he should be informed and would follow this up. Staff changes have also
affected progress of Rural Housing Working Group.
Exmoor Young Voices are holding a summit in October to get all relevant
organisations and companies to sign up to a charter of what actions are
required and by whom.
ENPA is carrying out a survey of businesses within the park to identify
what businesses exist and to gain their views.
269.7 Planning Applications: No new applications received.
269.7.1 – Response to 5G Mobile Coverage in Rural Areas –
It was agreed (4 votes for, 1 abstain) to respond supporting the proposals
in the 3 questions in the consultation. Clerk to action.
269.7.2 – Response to BT Proposal to remove phonebox at Luckwell
Bridge – It was agreed object to the proposal, on the grounds of
mobile signal coverage, and lack of option to use card to pay for calls.
Response to be copied to ENPA. Clerk to action.
Cllr White left the meeting at 8.49pm
269.7.3 – Other Planning Matters – Clerk reported applications
at Horsecombe Farm and the Sports Pavillion had been approved.
Cllr White returned and a member of the public left the meeting at 8.50pm
269.10 Response to online consultation for proposed changed to Devon
and Somerset Fire and Rescue Service: Taken out of order.
To ensure Council’s response is recognised, it was agreed that the
Clerk should respond on behalf of the Council to the online consultation.
Cllr Webber proposed (Cllr Clarbull sec) writing to the MP to apply pressure
on issue and to ensure responses from organisations such as Councils are
given appropriate weight (not counted as individual responses) in the
consultation. Unanimously agreed. Clerk to action. Clerk will also send
link and suggested responses to all councillors.
Cllr Anson thanked Cllr Pugsley and gave him leave to retire, Cllr Pugsley
left the meeting at 9pm.
269.9.1 – Report and Recommendations from Finance Group –
Cllr Webber reported from the Finance meeting with updated on financial
situation; online banking – where no suitable account has yet been
found; proposed updates to Financial Regulations, with the following approved:
3.3 – suggest rewording to “The RFO shall provide the finance
group, who shall meet at least 3 times per year, with a statement of …….”
3.4 – suggest adding to the end “For amounts over £100,
the Clerk shall consult with the Chair of the Council and the Chair of
the Finance Group who shall either authorise the expenditure, or determine
if an extraordinary meeting shall be convened to authorise the expenditure.”
5.2 – suggest rewording second sentence to “If the schedule
is in order it shall be authorised by resolution of the Council and the
detail shown in the Minutes of the meeting”
5.3 – suggest adding “or in exceptional circumstances by one
member of the Council and the Clerk”
16.1 – amend to “The Clerk/RFO…”
16.3 – amend “2003 and 2006” to “2003, 2006 and
It was agreed Regulations 6.5, 9.1, 9.5, and 9.9 need further consideration
and Finance Group will report back after next meeting. Clerk to action.
It was agreed that the Clerk would attend a SALC run VAT Course in November.
Toilets – it was agreed to have as regular agenda item under Finance.
Spend within the Community – it was suggested that the community
be asked for any suggested areas – current suggestions: Burial Ground,
Website – Cost to run/manage website should be £4pcm (plus
VAT) for hosting and domain name.
269.9.2 – Recommendation from Finance Group regarding response to
review into Local Government Audit – it was agreed to query if the
lower £25k threshold could be raised, and highlight that the process
269.9.3 – It was agreed to pay Water2Business £304.92 for
water supply to toilets for period 9 February 2019 to 13 August 2019
269.9.4 – It was agreed to pay Moorland Hall £11.25 for July
269.9.5 – It was agreed to pay Mrs N Kemp Clerk’s Salary (July-September)
£939.49 and expenses £56.60
269.9.6 – Request for funding from Moorland Hall for roof –
Clerk to request meeting between Chair of Moorland Hall Trustees and Cllrs
Anson and Webber to discuss situation and request further information.
269.9.7 – Request for annual grant from Exmoor Youth Club –
Cllr White proposed amending the proposal to remove the word “annual”.
Unanimously agreed. Cllr Clarbull proposed (Cllr Norman sec) a one-off
donation of £200. Unanimously agreed.
269.11 Correspondence and meetings:
269.11.1 – Clerk’s report on correspondence received and meetings
attended – Clerk has received annual report from South West Lakes
Trust – to be left in Moorland Hall for viewing. Clerk also reported
complimentary note on toilets.
269.11.2 – Councillors’ reports on correspondence received
and meetings attended – Police have highlighted concerns over a
spate of burglaries and raised attention to a man and a woman in a white
Ford Focus. TB in Deer may be discussed at a future Forum meeting
269.12 Items for Next Agenda: Dog fouling in the village, SIDS equipment
– additional post, overgrown paths, storage unit
Date of the Next Meeting was confirmed as 15 October at 7.30pm.
The member of the public left at 10pm
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.
269.8 Update from Snowdrop Valley Comittee: Taken out of order due to
need to exclude the press and public.
269.8.1 – Selection of Bus Company – the recommendation of
the Snowdrop Valley Committee was approved
269.8.2 – Approval of Proposed Budget – further details are
required, and the decision was deferred to an Extraordinary meeting to
be called on 1 October 2019 at 6.30pm
There being no other business the meeting closed at 10.20 pm.
The next Ordinary Meeting of Cutcombe Parish Council will be held on Tuesday
15 October 2019 at 7.30pm in the Moorland Hall, with an Extraordinary
Meeting on Tuesday 1 October 2019 at 6.30pm in the Moorland Hall.
All are welcome to all meetings