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Minutes of a meeting of the Parish
Council held on 26th November 2008 at 7.30pm There were present Roger Powell Chairman Christopher Bell, Patrick Palmer In attendance Ian Andrews Parish Clerk Mrs. Jenny Becker and three members of the public. The Chairman welcomed everyone to the meeting and in particular Mrs. Jenny Becker who was interested in becoming a member of the Parish Council. 140/08 Apologies for absence Apologies for absence were received from Shaun Byrne, Andrew Clarke and Malcolm Heaven. 141/08 Chairman’s notices There were none. 142/08 To receive any declarations of interest There were none. 143/08 Planning Committee 1. The Minutes of the meeting held on 12th November 2008 were approved as being a correct record. 2. Consideration of planning applications: The Chairman of the Committee, David Reynolds, introduced the following planning applications: 08/04349/FUL redevelopment to form 47 sheltered apartments for the elderly to include communal facilities, associated car parking and landscaping – Yandle’s Garage, North Street, Martock. There followed a considerable discussion on the application. After consideration members resolved not to recommend the application for approval. The Parish Clerk was asked to write to the Planning Department of SSDC outlining the planning and social objections raised by members to the application. These are set out in Appendix 1 attached to these Minutes. 08/04711/FUL removal of existing portakabin and the erection of an office – car sales area adjacent Old Police House, Great Western Road, Martock. Approved. 08/04515/LBC the installation of a fabricated steel staircase and the reinstatement of door at first floor on the south east elevation – Careys Mill, Parrett Works, Martock. Approved. 08/0486/FUL demolition of existing single storey extension and the erection of a two storey extension and replacement garage – 1, Stowers Road, North Street, Martock. Approved. 08/04757/FUL conversion of existing workspace/store to form a one bedroom annexe – 1, Percombe, Stoke Sub Hamdon, Somerset. Members had no comment to make on this application. 144/08 Council vacancy The Parish Clerk reported that Mrs. Jenny Becker of The Court House, Water Street, Martock had expressed an interest in becoming a member of the Parish Council. The Chairman introduced Mrs. Becker who then spoke about herself and her interests. The Parish Council agreed to co-opt Mrs. Becker as a member of the Parish Council. 145/08 Police matters In the absence of Iain Selley, Chris Bell reported on the arson attacks in Long Sutton. He observed that there had been a marked increase in young people causing a nuisance and that to date no one in Martock had been served with an ASBO. Chris Bell continued by reporting eleven Acceptable Behaviour Contracts had been served on young people in Martock over the past months and that PC Iain Selley and PCSO Jason Helyar were co-ordinating banning orders whilst working closely with the Youth Centre. He further reported that Jason Helyar had spoken to the Youth Centre members about a Youth Beat Surgery for young people which he would establish. Finally, Chris Bell reported on the realignment of policing areas whereby the neighbourhood police will work within the Ward base and that the police were working hard for the village. 146/08 Minutes 1. The Minutes of the special meeting held on 29th October 2008 were approved as being a correct record. 2. The Minutes of the ordinary meeting held on 29th October 2008 were approved as being a correct record.
There were none. 148/08 Confirmation of actions from previous Minutes Special meeting: Action 081029/1: Emergency Plan: Christopher Price reported he would arrange for elements of the Emergency Plan and associated leaflets to be available on the Police stand at the Martock Church Fête in June 2009 and that an article concerning the Emergency Plan would be placed on the Martock website. Action 081029/2: Keys to the Parish Hall: The Parish Clerk confirmed the Chairman of the Council had been given a set of keys to the Parish Hall. Ordinary meeting: Action 081029/1: Council vacancy: The Parish Clerk confirmed the statutory notice relating to a vacancy among members of the Parish Council had been posted. Action 081029/2: Parking at Sparrows: The action was still outstanding. Action 081029/2: Parish Clerk Action: 081029/3: County Council Chairman’s Award: The Parish Clerk reported the Parish Council’s nomination had been received too late for 2008 but would be considered for the 2009 Award. Douglas Campbell said that he would investigate a dispensation for a special award this year from the Chairman of the County Council. Action 081126/1: Douglas Campbell Action 081029/4: Flood Awareness Workshops: The Parish Clerk reported the receipt of a letter from SSDC with dates of Food Awareness Workshops. Action 081029/5: Proposed Martock Multi-Use centre: The Chairman reported the five-year business plan and cash flow chart would be considered later in the meeting. Action 081029/6: Proposed Martock multi-Use Centre, question and answer sheet: This action was still outstanding (see action 081126/2 below). Action 081029/7: Pound Lane: The Parish Clerk reported that Somerset County Highways Department had not filled in the potholes in Pound Lane and that he would contact Kim Sharp. David Parris and Philip Jackson agreed to co-ordinate the work for which Kim Dike would be asked to quote. The Parish Clerk was asked to write to the residents in Pound Lane reminding them the upkeep of the lane was their responsibility and that they should be asked to pay for works. Action 081029/8: Portable toilets: Shaun Byrne was absent from the meeting and unable to report on the action, which had anyway been overtaken by events. Action 081029/9: Village Gateways: Chris Bell agreed to speak to Castle Reclamation about the Village Gateways and to confirm the company would pay for all the work except for the footings for which the Parish Council would be responsible. He would also speak to Tom Clark regarding the stonework. Action 081029/10: Grass cutting contract: The Parish Clerk reported the contract for grass cutting would be reconsidered in April 2009. Actions 081029/11 & 12: Hedge at the rear of the cricket pitches: David Parris reported he had spoken to the resident concerned and the Parish Clerk reported he had written to Kim Dike instructing him not to cut the hedge. Action 081029/13: Lighting in the Precinct: Chris Bragg reported he had spoken to Andy Shaw. Action 081029/14: Ashfield Park: The Parish Clerk reported he
had written to Action 081029/15: Garden of Remembrance: The Parish Clerk reported he had written to the family concerned and was awaiting a reply. 149/08 Parishioner participation Mr. Smith asked the Chairman of the Council why additional funds were required for the refurbishment of the Market House. The Chairman of the Council explained that costs had risen for Phase I since the Quantity Surveyor had made his original estimate and that the cost of the glass screen to be used in Phase 2 was higher than originally estimated. The Parish Clerk was asked to ensure a copy of the Minutes of every full meeting of the Parish Council was available to the public in the library. 150/08 Market House refurbishment The Chairman of the Council reported that the work with the new contractors was progressing well and that there was now an architect dedicated to the project. The work was on schedule to enable the building to be opened at the beginning of April 2009. The toilets were now open for use although there was trouble with one of the doors. There would be a public meeting on 29th January 2009 at which it was hoped volunteers to manage the Community Office would be enrolled. In answer to a question of the role of the volunteers and what was hoped to be achieved at the public meeting, the Chairman agreed to send a Q & A sheet to all members on these points together with one on the use of the Multi-Use Centre. Action 081126/2: The Chairman 151/08 Martock Multi-Use centre 1. The Chairman reported on the situation to date and that the design appraisal study had been completed. He continued that the design had been produced to meet the various needs of the building and a second information leaflet would be distributed with the forthcoming issue of The Leveller. He commented that the design was similar to the original design presented to the public meeting held in the summer. The Chairman further reported it was intended to set up a dedicated website for the project and that plans of the proposed Centre would be on display in the library. The estimated cost was between £3½ - £4 million, and a strategy had been developed to raise these funds. An estimate had also been made of the running costs and what it would be necessary for the three parties involved to contribute. 2. The Chairman referred to the two documents already circulated to members: 1. Principles of ownership He reported that all three organisations would be asked to give their approval of the two documents to give confidence to the Steering Group to proceed. 1. Principles of ownership: The Chairman reported that whatever the three parties had individually contributed would not affect the amount of time the organisations would be able to use the proposed Centre. He reminded members that the Parish Council owned the land on which the Centre was proposed to be built and would continue to do so, but that it would be expected to lease it to a management company in which the three parties would have an equal share. The lease would be for an indefinite period at a peppercorn rent. The Chairman explained that if one of the three parties ceased to exist, because the company would be established with charitable aims, the remaining two parties would take on the responsibility of the third and if the limited liability company was wound up, the building become the responsibility of the Parish Council. The Chairman emphasised that, if one party decided to withdraw, the remaining two parties would have to agree to any new party joining the management company. He remarked that all decisions by the management company would have to be unanimous. After discussion, members approved the Principles of Ownership. 2. Draft business plan: The Chairman presented the draft business plan which he explained was more of an estimate at this stage. He emphasised that the Centre could not be completely self-financing. The Chairman explained that two extreme options had been considered: The first was to manage the facility, as facilities in Martock were at present managed, such that user groups would largely be responsible for the building when it was open. However, it was felt that it would not be acceptable to the community for the building to be shut when not in use, so this option included funding for some permanent staff. The second option was that, although the Centre would remain a community facility and available for use of the three parties, it would be run as a commercial operation aimed at maximum use and income, but therefore resulting in higher operating costs. He reported that the Steering Group had considered both options and explained that the annual running costs of the current facilities were approximately £30,000 per annum. The business plan estimated that the maximum contribution towards the running costs that each party would has to make was £22,500 per annum. This figure was based on all three parties bearing equal costs, however, as the Youth Centre did not have a source of revenue, it would be highly likely the Parish Council would have to underwrite the Youth Centre’s contribution. Therefore, in effect the maximum Parish Council share would be £45,000 per annum, although as there would be a considerable commercial potential in the Centre, in reality it would be lower than this. The business plan also required the Parish Council to make an initial start-up grant of £20,000 to the running costs. The Chairman also reminded members of the need to replace the pavilion which was estimated to involve a further £500,000 capital expenditure. He emphasised that, if funding could not be found for the pavilion, the project as a whole would not proceed. There followed a considerable discussion on the document, after which it was proposed to agree in principle to a maximum expenditure of £45,000 per annum toward the running costs of the proposed Centre, plus an initial start-up grant of £20,000. Nine members were in favour, no votes were cast against and there was one abstention vote. At this point of the meeting, Patrick Palmer reported that at a recently held meeting of the Area North Committee, at which the Chairman of the Council and the Youth Development Officer had spoken about the Martock Youth Project, members had unanimously agreed to a grant for the Youth Centre amounting to £10,500 to be paid over three years and had expressed considerable support for Martock’s overall community strategy. 152/08 District & County Councillors’ reports Douglas Campbell reported that the bridge at Long Load would be closed from 5th January 2009 for six weeks. Ann Campbell reported she was still trying to arrange for the play equipment to be available for Bracey Road. Patrick Palmer reported on the Joint Area Committees, at which members of the County Council would join members of the District Council, the first of which would be held on 4th January 2009. 153/08 Martock Cricket Club David Parris reported on a further meeting held with the club officials who were still drawing up plans for a pavilion without any services which would cost in the region of £50-60,000. He undertook to report further at the next meeting of the Council. Action 081126/3: David Parris 154/08 Finance Committee 1. The Minutes of the meeting held on 12th November 2008 were approved as being a correct record. 2. Members agreed with the list of receipts and payments for November 2008. The Chairman of the Committee, Christopher Price, reported that, as Malcolm Heaven’s business commitments had taken him away from Martock, he would be unable to attend some meetings and would not be able to agree the bank reconciliation each month. It was agreed that Malcolm Heaven should remain a member of the Council and that the matter would be considered again in the New Year. It was also agreed that Richard Walsh would discuss the bank reconciliation work with the Parish Clerk and would carry out this work on behalf of the Parish Council. Action 081126/4: Richard Walsh & the Parish Clerk 3. 2009/2010 Precept: The Chairman of the Committee reported on the meeting of the Committee Chairmen at which consideration of the Council’s expenditure for 2009/2010 had been discussed. He tabled a document outlining the proposed Precept. The Chairman of the Council explained the proposed additional expenditure on existing new projects which would involve an 18% increase in the Parish Precept, as set out in the attached document at Appendix 2. After discussion, members agreed to the proposed expenditure for 2009/2010. 155/08 Recreation Committee 1. The Minutes of the meeting held on 12th November 2008 were approved as being a correct record. 2. The Chairman of the Committee, David Parris, reported he had arranged for moss killer to be sprayed on the tennis courts and proposed the removal of the trees between the tennis courts and the car park. Members agreed this action. 156/08 Village Committee 1. The Minutes of the meeting held on 12th November 2008 were approved as being a correct record. 2. Action VC081112/1: The Chairman of the Committee, Chris Bell, reported that Patrick Palmer would speak to the owner of the Manor regarding the supply of electricity to her house. 3. Precinct: The Chairman of the Committee reported he was seeking a quotation for the removal and relaying the paving stones in the Precinct and the rebuilding of the small hamstone wall opposite the library. Patrick Palmer kindly agreed the paving stones could be stored on his farm. The Parish Clerk reported on the proposed deep clean of the Precinct to be undertaken by SSDC. 4. Philip Jackson reported on the redecoration of the Committee Room in the Parish Hall. 157/08 Consideration of twinning with Ploumilliau The Chairman reported on the request from the Commune of Ploumilliau in Brittany to twin with Martock. After discussion, whilst not dismissing the idea of Martock twinning with a town/village of similar size, members agreed not to pursue the matter with the Commune of Ploumilliau. 158/08 Proposed Complaints Procedure The Parish Clerk tabled a proposed Complaints Procedure already circulated, which was agreed by members. 159/08 Parishioner participation There was none. 160/08 Correspondence The Parish Clerk reported on a letter received from SSDC concerning Flood Awareness Workshops and a letter informing the Council that Town Farm Lane would be closed for one day on 7th January 2009. 161/08 Items of report 1. The Chairman reported on a meeting held recently at East Huntsfield concerning local action for communities at which it was reported that a project with funding amounting to £1.8m would be launched for the economic development of the Levels and Moors. He suggested that, as bidding for development projects would commence in April 2009, it might be suitable for a sustainable business programme for Parrett Works. Charlotte Jones from SSDC would be our point of contact, and he would report further at the next meeting of the Council. Action 081126/5: Chairman of the Council 2. The Parish Clerk was asked to check the date of the delivery of the Christmas tree to be erected outside the Market House and to inform members of the date and time. Action 081126/6: Parish Clerk
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