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Minutes of a meeting of the Parish
Council held on 29th October 2008 at 7.30pm There were present Roger Powell Chairman Chris Bell, Patrick Palmer In attendance Ian Andrews Parish Clerk The Chairman welcomed everyone to the meeting. 117/08 Apologies for absence Apologies for absence were received from Andrew Clarke, Philip Jackson, Jason Mann, Ann Campbell and Douglas Campbell. 118/08 Chairman’s notices The Chairman reported that two members of the Youth Parish Council had received an award from the Chairman of the County Council. As neither of them had been able to attend the County Council’s presentation ceremony, he would like to make the presentations himself before the next meeting of the Parish Council. This was agreed. 119/08 To receive any declarations of interest There were none. 120/08 Resignation of David Wilkinson The Chairman reported the resignation of David Wilkinson from the Parish Council. He said that David was prepared to continue inspecting the play area on the Recreation Ground and to send his report into the Clerk. Members expressed their thanks to Mr. Wilkinson for all his work whilst a Parish Councillor and were pleased to accept his offer to continue his inspection of the play area. The Parish Clerk noted there was now a vacancy on the Parish Council and he would post a notice on the Parish notice board inviting nominations to fill the vacancy. Action: 081029/1: Parish Clerk 121/08 Membership of Committees The Chairman reported that Jason Mann had requested to become a member of the Recreation Committee. Shaun Byrne had requested to become a member of the Planning Committee. However, as this committee already had sufficient members, he proposed that Mr. Byrne should also become a member of the Recreation Committee. This would allow Chris Bragg to transfer to the Village Committee, which was more appropriate to his role as lead for the Precinct Project. These propositions were agreed by members. 122/08 Police Matters There were none. Chris Bell, Chairman of the Village Committee,
reported on the complaints received concerning very young people
causing a nuisance in the Precinct. 123/08 ` Minutes The Minutes of the meeting held on 24th September 2008 were approved as being a correct record after the following amendments had been made: Minute 97/08: Delete the word “Casual” and insert
the word “Council”. 124/08 Matters arising from the Minutes There were none. 125/08 Confirmation of actions from previous Minutes Action 080924/1: County Council Chairman’s Award: The Parish Clerk reported he had written to the Chairman of the County Council and would telephone his office to ascertain whether an award had been made. Action: 081029/3: Parish Clerk Action 080924/2: Bank reconciliation for August. Malcolm Heaven reported he had successfully agreed the bank reconciliation papers. Action 080924/3: Rugby Club Juniors’ Area: David Parris reported he would raise the matter at the next meeting of the Recreation Ground Users’ Group on a date yet to be agreed. Action: 080924/3: Cricket pitch account: David Parris reported he had spoken to the Secretary of the Cricket Club and agreed the account should be paid. Action 080924/5: Flood Awareness Workshop: Christopher Price reported that the Parish Clerk had written to South Somerset District Council and was awaiting a reply to his letter. The Parish Clerk was asked to send a reminder to the District Council. Action: 081029/4: Parish Clerk 126/08 Parishioner participation There was none. 127/08 Market House refurbishment The Chairman reported that effectively Ambience had completed their work except for fitting fire/smoke alarms in the toilets. The new contractor Ellis & Co had commenced work and scaffolding would be erected around the building during the week commencing 3rd November 2008. The company appeared to be well organised with their handling of Phase 2, with a proactive architect now appointed from Benjamin & Beauchamp. He was confident good progress would be made and that all work should be completed by February 2009 with the opening at the end of March 2009. There would be a public meeting at Martock School on Thursday 29th January 2009 at which a progress report would be given and volunteers would be sought to assist in running the Community Office. The Learning Programme and the Oral History Programme were progressing well. There would be open days arranged to coincide with the Producers’ Market and special events arranged for schools. He was also arranging a meeting of the Project Group to consider how to operate the building. Chris Bell had arranged a Press Release which would be distributed in the near future. 128/08 Proposed Martock Multi-Use Centre The Chairman reported that the Steering Group, having considered the options available for fund raising, had decided to go ahead with the project at a design cost for the Centre of £3.5m and a new pavilion of £500,000. The meeting had been attended by Geoff Brown, who was the Somerset County Council co-ordinator of the My Place lottery programme, and who had given encouraging advice on an application. He informed members there were about 200 funding applications to be made for the project and consideration would be given to the employment of someone to make the applications on behalf of the three parties. The Chairman then reminded members that a decision would have to be made over the future of the existing buildings, which would become redundant and that another professional feasibility study would have to be commissioned to propose options. The Chairman further reported on the legal and management issues
which would have to be considered. It would be necessary to establish
a management company, which would own the building on land leased
from the Parish Council. Each of the three partners would own an
equal share of the company. Action: 081029/5: The Chairman The Chairman explained that. provided all three parties were in agreement, an application to My Place would be made in the Spring of 2009, but it was unlikely that an answer would be received until closer to the end of that year. It was anticipated that work would commence in 2010 and the facility would be open in 2012. It was now necessary to inform the general public of the decision to proceed, and a publicity campaign would commence soon. The Chairman undertook to write a question and answer sheet for members. Action: 081029/6: The Chairman The Chairman then reported on the current state of the three existing buildings, and that it cost approximately £30,000 per annum to run them. The insurance, lighting and heating costs for the new building would be less that for the current facilities. 129/08 District & County Councillors’ Reports In light of the current world financial crisis and media speculation, Patrick Palmer confirmed that SSDC did not have investments in any Icelandic bank. He reported that the Area Committee structure was changing to enable more co-operation with Somerset County Council. Any County Councillor who represented a given area would now become a member of the District Council’s Area Committee, with the power to vote on all matters except those relating to finance and planning. This was a first move towards full integration. Parish Councils would also have one area representative elected as a member of the Area Committees, with the same voting rights. SALC would undertake the arrangements for the elections. The Chairman thanked Patrick Palmer for his report. 130/08 Finance Committee 1. The Minutes of the meeting held on 8th October 2008 were approved as being a correct record. 2. The Chairman of the Committee, Chris Price, reported that Action FC081008/1 had been completed and that the meeting of Chairmen to consider the 2009/2010 Precept would be held on 13th November 2008. 3. Members agreed the bank reconciliation to 30th September 2008 and the receipts of £91,030.23 and payments of £18,995.27 to 28th October 2008. 4. It was agreed that the Internal Auditor’s Report of 9th October 2008 would be considered at a later date by the Chairman of the Council, the Chairman and Vice Chairman of the Finance Committee and the Parish Clerk. 131/08 Recreation Committee 1. The Minutes of the meeting held on 8th October 2008 were approved as being a correct record. 2. Action RC/081008/1: The Committee Chairman,
David Parris, reported that he had spoken to the Secretary of
the Cricket Club concerning
the payment of £700.00 to be made following the re-laying
of the cricket pitch. It was agreed this amount would be paid as
soon as the Parish Clerk had received an invoice for the amount
outstanding. 4. David Reynolds reported that the potholes filled in by Wales & West Utilities in Pound Lane had reoccurred. After discussion, the Parish Clerk was requested to ask Kim Sharpe of Somerset County Council Highways Department to arrange for Pound Lane to be resurfaced with shingle when the resurfacing work in Bower Hinton was being undertaken. Action: 081029/7: Parish Clerk 5. The Chairman of the Council reported the receipt of a letter from the Secretary of the Martock Cricket Club raising various safety issues and access by young people to the toilets. It was agreed that the Chairman of the Council and the Chairman of the Recreation Committee should with the Cricket Club to discuss these issues. Shaun Byrne agreed to ascertain the options for portable toilets. Action: 081029/8 : Shaun Byrne 6. The Chairman of the Committee reported that Castle Reclamation had offered blocks of ham stone to the Parish Council for use as village gateways/signs. Chris Bell agreed to contact Castle Reclamation and to speak to Mr. Tom Clark concerning the gateways. Action: 081029/9 : Chris Bell 7. Malcolm Heaven asked the Parish Clerk to check the renewal date for Kim Dike’s grass cutting contract which would have to be reconsidered. Action: 081029/10: Parish Clerk 8. The Committee Chairman reported receipt of a request from a resident that the hedge at the rear of the cricket pitches on the Recreation Ground should not be cut to provide screening. It was agreed the hedge should not be cut and that the Committee Chairman would so inform the resident. The Parish Clerk was asked to write to Kim Dike requesting the hedge to remain uncut. Action: 081029/11: David Parris 132/08 Village Committee 1. The Minutes of the meeting held on 8th October 2008 were approved as being a correct record. 2. Action VC/081008/1: Precinct Lighting: The Chairman of the Council reminded members of the discussion held at the last meeting, when he reported that the District Council was anxious to hand back the project to the Parish Council, and that in their car parks all lighting schemes should meet British standards. If the Parish Council wanted to proceed with a substandard scheme, the District Council would absolve itself from any liability through inadequate lighting. As such, a legal agreement would have to be drawn up to transfer liability to the Parish Council, which might result in higher insurance premiums. After considerable discussion during which it was pointed out that the residents near the Precinct did not wish there to be a full lighting scheme, it was proposed and seconded not to proceed with a new lighting scheme other than in the entrance to the Precinct. This was agreed by the Parish Council. The Chairman of the Council confirmed that the £25,000 grant from the District Council for Precinct improvements would be available for Phase 3. Chris Bragg agreed to contact Andy Shaw from the District Council concerning a revised lighting scheme in entrance to the Precinct. Action: 081029/13: Chris Bragg 134/08 Planning Committee 1. The Minutes of the meeting held on 8th October 2008 were approved as being a correct record. 2. Consideration of planning applications: The Chairman of the Committee introduced the following planning applications: 08/04198/FUL erection of a single storey
side extension to dwelling – 23,
Birch Road, Martock. Approved. 3. The Parish Clerk reported the refusal by SSDC of planning application 08/03785/FUL for formation of a vehicular access and hardstanding and the erection of a 1.8m high trellis fencing to rear and side boundary – 52, Steppes Meadow, Martock. 135/08 Ashfield Park The Chairman of the Council reported the receipt of a letter from Mr. E. Gutteridge concerning traffic and pedestrian safety at the junction of Ashfield Park/North Street, in which he stated there had been double yellow lines on the opposite side of North Street. After discussion, the Parish Clerk was requested to write to Kim Sharp of Somerset County Council Highways Department to ask for a feasibility study of parking restrictions during the busy times of the day on the eastern side of North Street. Action: 081029/14: Parish Clerk 136/08 Parishioner participation There was none. 137/08 To receive any items of correspondence 1. The Parish Clerk reported the receipt of a notice regarding the Area North Community Safety Workshop to be held on Monday 17th November 2008. Chris Bell, Richard Walsh and Chris Bragg agreed to attend. 2. The Parish Clerk reported receipt of a request by a resident to place a seat with an arbour in a corner of the Garden of Remembrance in memory of his late wife. It was agreed the seat and arbour could be so placed on condition that the Parish Clerk was provided with a drawing of the proposal for prior approval and that the family agreed to maintain the seat and arbour. Action: 081029/15: Parish Clerk 138/08 Items of report or notice of business for future meetings There was none. 139/08 Date and time of next meeting It was agreed to meet again at 8.00pm on Wednesday 26th November 2008. There being no further business the Chairman declared the meeting closed at 9.35pm.
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