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Minutes
of a meeting of the Parish Council held on 25th February 2009
at 7.30pm There were present Roger Powell Chairman Jenny Becker, Valerie Knight In attendance Ian Andrews Parish Clerk Five members of the public. 203/08 Apologies for absence Apologies for absence were received from Jason Mann and Christopher Price. 204/08 Chairman’s notices There were none. 205/08 Declarations of interest Patrick Palmer declared an interest in agenda item 16.2 Bower Hinton Farm Shop. 206/08 Police matters There were none. 207/08 Minutes The Minutes of the meeting held on 28th January 2009 were approved as being a correct record. The Parish Clerk reported that the last set of Minutes to be published on the website were those for the November 2008 meeting, as there had not been a meeting held in December 2008.
There were none. 209/08 Confirmation of actions from previous Minutes Action 090107/2: Field to the west of the cricket ground: The Parish Clerk reported the receipt of an E-mail message from Steven Phillips, Enforcement Officer of SSDC, in which he said that he had visited the site and informed the owners that it should be cleared within twenty-one days of the vehicles, vehicles parts, portakabin and domestic paraphernalia. He also informed the Parish Clerk that he had requested removal of the large touring caravan which he saw on the site. Mr. Phillips would revisit the site and would make a further report to the Parish Clerk. Action 090107/3: Buses using Ashfield Park: The Parish Clerk reported the receipt of a letter from Mr. Nigel Collins the Traffic Strategy Officer at SSDC in which he had stated he had spoken to Mr. Peter McNaughton the Operations Manager at First Avon & Somerset buses who would instruct his drivers not to use Ashfield Crescent. At this point the Chairman of the Council invited Mr. George Chambers to speak on the problem. Mr. Chambers reported that buses were still using Ashfield Crescent and gave the Parish Clerk a list of buses which had used the road and also photographic evidence. The Parish Clerk undertook to pass this information onto Mr. Nigel Collins at SSDC. Action: 090225/1: Parish Clerk Action: 090107/4: Martock website: The action was still ongoing Action: 090107/4: Parish Clerk(ongoing) Action: 090107/5: 12 Gastons Lane: The Parish Clerk reported the receipt of an E-mail message from Steven Phillips Enforcement Officer of SSDC in which he informed him that the large cedar workshop, two galvanised steel sheds and the structures which connected them had been removed from the site as required by the planning condition. Action: 090107/6: Draft resolution to empower the Chairman of the Planning Committee to take action over non-controversial planning applications during the summer and winter breaks of the Parish Council: The action was still outstanding. Action: 090107/6; Parish Clerk (onging) Action: 090128/1: Presentation to the Martock Charity Shop: The Chairman would report this item under agenda item 11. Action: 090128/2: Recreation Ground Maintenance specification: David Parris reported he had drawn up a specification which he would pass to the Parish Clerk. Action: 090128/3: Proposed bye law: The Parish Clerk reported he was meeting with Mr. Les Collett from SSDC to discuss the matter. He would report further at the next meeting of the Parish Council. Action: 090128/3: Parish Clerk (ongoing) Action: 090128/4: Parking in Church Street: The action was still outstanding. Action: 090128/4: Parish Clerk (ongoing) Action: 090128/5: Green wheelie bins: Patrick Palmer reported he had discussed the matter with SSDC and would make a further report at the next meeting of the Parish Council. Action: 090128/5: Patrick Palmer (ongoing) Action: 090128/6: Road white lining in Bower Hinton: Patrick Palmer agreed to speak to Kim Sharp over this matter. Action: 090225/2: Patrick Palmer Action: 090128/7: Meeting dates: The action was outstanding. Action: 090128/7: Parish Clerk (ongoing) 210/09 Parishioner participation There was none. 211/09 Market House refurbishment The Chairman reported on the situation to date and that the contractors were approximately two weeks behind schedule due to the weather. He anticipated the building works would be completed in a couple of weeks, after which fitting out of the building would take place and the displays would be mounted. The building would be open to the public from 14th April 2009 and the official opening, to be performed by Douglas Campbell, would take place on 15th May 2009. It was planned to have a programme of events from 14th April to 15th May, to advertise the services that the Community Office would provide. Chris Bell proposed the building should be known as the Market House Community Office. This was agreed by members. The Chairman announced that SSDC Area North Committee officers would visit the Market House on 18th March 2009, when he would discuss with them the need for a member of Area North staff to be on duty in the Community Office for set periods. Action: 090225/3: Chairman The Parish Clerk agreed to make arrangements for a Data Protection notice to be obtained, due to there being security cameras on site. Action: 090225/4: Parish Clerk Valerie Knight reported that, following the recently held public meeting, ten people had offered their help as volunteers to work in the Community Office. The Chairman asked all members to let Valerie Knight know whether they could offer time to act as a volunteer, or, if not, to submit the name of a another volunteer. Action: 090225/5: All members Valerie Knight continued by reporting on her visits to other organisations to ascertain the availability of volunteers and how to recruit such people. She announced there would be two training sessions for prospective volunteers on 15th and 29th March 2009. She agreed to send all members information by E-mail. Action: 090225/6: Valerie Knight The Chairman commented on his Q & A paper he had already circulated to all members, in which he had set out the rôle of volunteers. After discussion, he agreed to send out his paper once again to all members. Action: 090225/7: Chairman Jenny Becker agreed to put a notice requesting volunteers in the Pew Sheet of All Saints’ Church and in the Parish magazine. The Chairman agreed to send the relevant information to her. Action: 090225/8: Chairman/Jenny Becker The Chairman suggested a log be kept of the requests made by those calling into the office and he reported that the computers in the office would be fully web-enabled. After discussion, Mr. James Armitage, a member of the public attending the meeting, agreed to produce posters to be displayed in the glass windows of the office before the opening of it. The Chairman would arrange this with him. Action: 090225/9: Charirman The Chairman concluded by reporting on the fitting out of the building, the furniture required and the display of photographs/pictures, including the large map. He further reported he wanted to discuss a particular item concerning the Market House at the end of the meeting in the confidential section. 212/09 Martock Multi-Use Community Facility The Chairman reported the project was ongoing and that consultants had been appointed to undertake an appraisal of options for the disposal of the existing buildings if the project went ahead. He reported that the brief given to the chosen consultants was to look at the development of Martock, the sites, the needs of the community and the new local plan and to report with options for the best use of the existing sites. The Chairman reminded members that the Parish Council would need to decide on what was best for Martock when the consultants’ report was available which should be completed by the end of April. The Chairman reported that the design appraisal report had been issued to meet the need which has been identified, but he emphasised this was not the final design of the building and that all options and requirements would be taken into account. He further reported on his meeting with Mr. Steve Joel, SSDC Head of Sport, Arts and Leisure, with whom he had discussed the project and how it might be considered within the context of SSDC and SCC strategy. Mr. Joel had offered plenty of advice regarding the funding of the project and on the use and the running of the building. Those at the meeting had thought it was an excellent project and were impressed which its cultural and arts aims. The Chairman continued by reporting that the preferred option for the use of the building was that it should be open to the public every day of the week and that the first call for its use would go to the three parties involved. He reminded members that it had been agreed local activities and community groups would take precedence over any outside events. In answer to a question relating to the acceptance of the project by the Christian Fellowship, the Chairman reported he was still waiting to hear the outcome of their deliberations in which they were consulting all members by a secret ballot of their church for agreement to meet one third of the running costs. The result was expected in two weeks’ time. The Chairman reminded members it would be extremely unlikely that any income received by the MUCF would exceed expenditure, and he emphasised that the current buildings owned by the Parish Council were subsidised. He reminded members that the Parish Council had agreed to underwrite the Youth Centre’s contribution to the running costs of the proposed MUCF. The contribution to the running costs by each of the parties would be no more than £22,500. At this point the Chairman invited comments from members of the public. Mr. James Armitage expressed his interest in the future of the existing buildings and enquired about the process undertaken to confirm the need for a new facility and whether any professional studies had been commisioned. The Chairman informed the meeting that part of the feasibility study had been to show whether the existing buildings could be refurbished and the spatial assessment of need. He reminded the meeting that there was strong evidence the existing buildings were not sufficient to meet the needs of the community. Neither the Parish Hall nor the Christian Fellowship buildings were large enough and the Youth Centre would require a considerable sum of money being spent on it over the next few years. There were no sinking funds available to use on these buildings. Concern was raised over the potential removal of three historic
buildings from the centre of Martock and the Chairman reminded
the meeting that the current study would consider that point. Concern
was also raised over the escalating costs of the project to which
the Chairman replied that 95% of the capital funding would come
from external grants and that the project would not commence this
had been obtained. The Chairman undertook to continue to consult with the local community and was always ready to hear any views concerning the proposed MUCF. 213/08 Presentation to Martock Charity Shop The Chairman reported on the successful event held on 4th February 2009 and that the Chairman of the County Council had been delighted to make his presentation to the Martock Charity Shop. 214/08 District & County Councillors’ reports Douglas Campbell reported that the County Council’s Council Tax increase would be 2.74%. He also commented on the successful presentation to Martock Charity Shop. Anne Campbell reported that SSDC had almost finalised the design for the Bracey Road playground, over which they had consulted the Martock Youth Parish Council. Patrick Palmer reported on the recently held joint meeting of the Area North Committee. He also reported on the recent floods in Foldhill Lane and the work being undertaken to prevent future flooding. 215/08 Finance Committee 1. In the absence of the Committee Chairman, Richard Walsh tabled a paper outlining the proposed changeover from a manual cash book system to a computerised system and that he was meeting with the Parish Clerk to make this change. He anticipated the February reconciliation sheet would be computerised. He presented the list of receipts and payments for February 2009 and the reconciliation statement for January 2009. These papers were approved and accepted by members. 2. Richard Walsh reported on the Auditor’s Report of 18th February 2009, which had raised nothing of significance. 216/08 Recreation Committee 1. The Chairman of the Committee, David Parris, recommended the acceptance for a quotation from K.M. Dike amounting to £420.00 + VAT for the removal of the conifer trees by the side of the tennis court. This was accepted by members. 2. The Committee Chairman recommended the storage needed by the rugby club for the generator to which members agreed. The Committee Chairman agreed to discuss the matter with the rugby club. Action: 090225/10: David Parris 3. Tennis Courts: The Committee Chairman reported the tennis club had requested an increase in the number of hours they could use the public tennis courts. It was agreed the matter should be considered at the next meeting. 4. Cricket Club: The Committee Chairman recommended the matter he wished to discuss should be considered at the next meeting. This was agreed by members. The Committee Chairman agreed to discuss the re-fixing of the signpost to the Recreation Ground in Water Street with Kim Dike. Action: 090225/11: David Parris 217/08 Village Committee 1. Dog Fouling: The Parish Clerk reported the receipt of an E-mail
message concerning dog fouling in Martock. After discussion, the
Committee Chairman suggested the Parish Clerk should reply expressing
the concern of the Parish Council over this matter and explaining
that it was a social problem. He was requested to state that, in
the opinion of the Parish Council, there were sufficient dog bins
in Martock. The Chairman of the Council agreed to write an article
for publication in the Leveller and in the Parish magazine. 2. Volunteers for the Market House: The Committee Chairman reminded members the matter had already been discussed. 3. Precinct: The Committee Chairman reported he was seeking a contractor to undertake the work in the Precinct. He had already received one quotation and was awaiting a second. 218/08 Planning Committee 1. The Chairman of the Committee, David Reynolds, reported on the two planning applications received: ? 08/05246/FUL: Erection of a single storey rear extension – Mr. A. Wakely, 27 Newton, Coat Road, Martock. Members agreed this application. ? 09/00520/FUL: Erection of an open fronted extension to the farm shop building – Mr. D. Palmer, Bower Hinton Farm, Bower Hinton. Mr. P. Palmer declared an interest in this application and left the room. Members agreed this application. 2. The Parish Clerk reported that SSDC had not granted planning approval to McCarthy & Stone Ltd for the redevelopment of Yandles Garage, North Street, Martock. 219/08 Health Checks The Parish Clerk reported that SSDC were organising a free Health Check for the public in the Parish Hall on Thursday 19th March 2009 from 3.30pm to 6.00pm. 220/08 Travelling expenses for members The Parish Clerk reported that many Town and Parish Councils reimburse members their travelling expenses for attending meetings on behalf of the Council, and he recommended members should agree to reimburse the travelling expenses of those members who attend meetings outside of Martock on behalf of the Parish Council. He further recommended the amount of 40p per mile. After discussion members agreed to the recommendation. 221/08 Parishioner participation There was none. 222/08 Correspondence 1. The Parish Clerk reported receipt of a letter from Mr. & Mrs. McInnes requesting permission to erect a seat adjacent to the cricket pitch in memory of their late son. This was agreed by members and David Parris agreed to speak to Mr. & Mrs. McInnes concerning the style of the proposed seat. Action: 090225/13: David Parris 2. SALC Seminars: The Parish Clerk reminded members of the copy of the letter he had sent to them concerning seminars being held regarding The Power of Well Being. 3. The Parish Clerk reminded members of the invitation received them to attend the annual meeting of Area North on 26th March 2009. Messrs. Chris Bell, David Reynolds and Roger Powell agreed to attend. 223/08 It was agreed to meet again on Wednesday 25th March 2009 at 7.30pm. It was resolved to exclude the press and public from the remainder of the meeting due to the confidential nature of the business to be discussed concerning the contractor of work for Phase 1 of the Market House. There being no further business the Chairman declared the meeting closed at 10.00pm.
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