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Minutes
of a meeting of the Parish Council held on 29th April 2009
followin There were present Roger Powell Chairman Jenny Becker, Jason Mann In attendance Ian Andrews Parish Clerk One member of the public. 1/09 Apologies for absence Apologies for absence were received from Andrew Clarke 2/09 Chairman’s notices The Chairman reported that Chris Bragg had decided to resign from the Parish Council. He paid tribute to the work Chris Bragg had undertaken and thanked him for his work. Chris Bragg reported he was intending to move from Martock and thanked members for their kindness. The Chairman reported that Shaun Byrne has not attended a meeting for several months and asked the Parish Clerk to write to Mr. Byrne to ascertain whether he intended to remain a member of the Parish Council. Action 090429/1: Parish Clerk 3/09 Declarations of interest There were none. 4/09 Police matters Chris Bell reported the police will undertake a No Cold Calling scheme in Martock which will be the first town in South Somerset to have such a scheme. 5/09 Minutes The Minutes of the meeting held on 25th March 2009 were agreed as being a correct record. 6/09 Matters arising There were none. 7/09 Confirmation of actions from the previous Minutes Action 090128/3: Proposed bye-law regarding cycling in the Precinct: The Parish Clerk would meet with Chris Bell to progress the matter. Action: 090128/3: Parish Clerk (ongoing) Action 090225/2: Road white lining in Bower Hinton: Patrick Palmer reported he had spoken to Kim Sharp at SCC Highways Department and would report further at the next meeting. Action: 090325/1: Patrick Palmer (ongoing) Action 090225/4: Data Protection notice: The Parish Clerk reported he had made the necessary registration of CCTV cameras in the Market House. Action 090225/8: Notice re Volunteers in All Saints’ Church pew sheet: This action had been overtaken by events. Action 090225/9: Notices for display in the Market House Community Office: The Chairman reported the action had been completed Action 090225/11: Sign post to Recreation Ground: David Parris reported the action had been completed, but was asked to double check. Action 090225/12: Article in the Leveller regarding dog fouling. The Chairman reported the action had been completed. Action 090325/2: Market House publicity leaflets: The Chairman reported the action had been completed. Action 090325/3: Letter of thanks to Mr. R. Meecham. The Parish Clerk reported the action had been completed. Action 090325/4: Letter of thanks to Mr. P. Tucker. The Parish Clerk reported the action had been completed. Action 090325/5: Budget Sheet for February. The budget sheet for February was tabled at this meeting. Action 090325/6: Rubbish bin for the Skate Park area. The action was outstanding. Action 090325/6: Parish Clerk (ongoing) Action 090325/7: Green at Bower Hinton – Pair Trees. The Parish Clerk reported he had heard from Kim Sharp of SCC Highways Department who would not permit the use of ham stones but suggested wooden bollards. It was agreed that the installation of wooden bollards would be pursued. Action 090429/2: Parish Clerk 8/09 Parishioner participation There was none. 9/09 Market House refurbishment The Chairman reported that all was going well and thanked Val Knight for her work in arranging a rota of volunteers to work in the Market House and their management. Val Knight reported on future training for volunteers which would be ongoing. The Chairman further reported the furniture had still not been delivered and that the blinds would be delivered and fixed in the near future. It was agreed that consideration should be given to the future use of items stored in the Parish Hall which had been moved from the Market House before the refurbishment. 10/09 Official Opening of the Market House The Parish Clerk reminded members the Official Opening would be on Friday 15th May 2009 and that to date few people had replied to their invitation to attend. The Chairman suggested the matter should be left to the Parish Clerk and himself to chase up those who had been invited and had not replied to the invitation. Action: 090429/3: Chairman and Parish Clerk 11/09 Proposed Multi-Use Community Facility The Chairman suggested the matter had already been discussed at the earlier Annual Parish Meeting. Patrick Palmer reported that flooding risk would be considered before a planning application was submitted to SSDC and that discussions would take place with the Environment Agency. 12/09 County & District Councillors’ Reports Douglas Campbell added to his earlier report that he would give the Youth Parish Council whatever assistance it requested. Ann Campbell added to her earlier report by reporting on the problems facing young people in trying to find employment or college/university places due to the current recession. Patrick Palmer had nothing further to add to his earlier report. 13/09 Finance Committee 1. The Minutes of the meeting held on 8th April 2009 were approved as being a correct record. 2. The budget sheets for February and March 2009 were accepted. 3. The list of receipts and payments as tabled was approved by members. 4. It was agreed to increase the hire charges for the Parish Hall and the Pavilion by 3%. It was further agreed that The Chairman of the Council, the Chairman of the Finance Committee and the Parish Clerk would meet to agree a hire charge for the upper room in the Market House. Action: 090429/4: Parish Clerk 5. It was agreed to purchase a small flag pole and a Union Flag to be flown on the Market House on certain occasions. 6. The Parish Clerk reported on the non payment of an invoice
by the Pavilion Play Group for the cost of railings in front of
the Pavilion. After discussion, it was agreed the Parish Clerk
should contact the Chairman of the Play Group to discuss the situation. 1. The Minutes of the meeting held on 8th April 2009 were approved as being a correct record. 2. The Committee Chairman, David Parris, tabled the draft Grounds Maintenance contract specification and agreed to pass on the final version to the Parish Clerk. Action: 090429/6: David Parris The Committee Chairman asked the Parish Clerk to now issue invitations to tender to the agreed list of contractors. Action: 090429/7: Parish Clerk 3. Recreation Ground Perimeter Track: The Committee Chairman agreed to circulate the specification for the work to enable the matter to be discussed at the next meeting of the Parish Council. Action: 090429/8: David Parris 3.1 Skate Park, MUGA and play area improvements: The Committee Chairman suggested that a portion of the ditch to the east side of the Recreation Ground should be piped to provide additional space for the perimeter track. He had obtained a quotation for the work from Kim Dike, which was accepted. It was agreed that he should speak to Mr. Roger Meecham of SCC concerning the proposal before the work commenced. Action: 090429/9: David Parris 3.2 Play Mound: The Parish Clerk was asked to contact Mr. Adrian Moore of SSDC to ascertain whether a metal fence could be erected above the sandpit to replace the existing wooden fence. A quotation for the work had been obtained from Kim Dyke, which was accepted. If there was no objection, The Parish Clerk would instruct Kim Dike to erect the fence. Action: 090429/10: Parish Clerk 4. Herberts’ Funfair: The Parish Clerk reported the receipt of a request from Herberts’ Funfair to hire the Recreation Ground from 28th June to 5th July 2009. It was agreed that Herberts’ Funfair could hire the ground at the cost of £350 plus a £500 deposit cheque. The Chairman of the Committee agreed to arrange for an outside tap to be available for the fairground employees. Action: 090429/11: David Parris 15/09 Village Committee 1. The Minutes of the meeting held on 8th April 2009 were approved as being a correct record. 2. The Committee Chairman, Chris Bell, reported that the improvement works being undertaken in the Precinct would commence on 12th May 2009. He also reported that all work in relation to the Gateways would be donated and that he was awaiting receipt of the final contract concerning traditional lighting in Church Street. 3. Green at Bower Hinton: The matter had already been considered. 4. David Reynolds spoke on flooding at the pedestrian crossing
in North Street. Action: 090429/12: Patrick Palmer 5. The Clerk was asked to write to the police concerning abandoned cars in Dimmocks Lane. Action: 090429/13: Parish Clerk 16/09 Planning Committee 1. The Minutes of the meeting held on 8th April 2009 were approved as being a correct record. 2. The Committee Chairman, David Reynolds, reported on two applications: 09/01452/FUL: Relocation of existing vehicular access and the erection of a double car port – Mr. S. Butterfield, Pound House, Coat, Martock. Members agreed the application. 09/01525/FUL: Internal alterations and the formation of a new roof with two roof lights – Mr. A. Radford, The Doctor’s Old House, Water Street, Martock. Members agreed the application. The Committee Chairman reported the receipt of a letter from SSDC concerning issues and options resulting from the LDF core strategy consultation and that a report should be available by the end of June. He agreed to report further in due course. 17/09 Resolution concerning mid month meetings Christopher Price proposed the following resolution: Before the first Wednesday of each month, the Parish Clerk and Committee Chairmen should consult and decided whether a Committee meeting is required. The Parish Council and the public will be informed which Committee will meet by issue of an agenda a week in advance in the usual way. The Parish Council should continue to reserve the second Wednesday of each month for Committee meetings as a default setting in case meetings are required and to cater for the needs of the Planning Committee. The resolution was seconded by Chris Bell and unanimously agreed by members. 18/09 Proposed Away Day The Chairman suggested that it would be useful to hold such a day for members to consider the Parish Council’s future strategy. He suggested the event should be held in October/November and agreed to write a briefing paper on the proposal. Action 090429/14: Chairman 19/09 Parish Council Annual Meeting The Chairman reminded members that the Annual Meeting would be held on 27th May 2009 and requested Committee Chairmen to inform the Parish Clerk whether or not they wish to continue in office. Action: 090429/15: Committee Chairmen 20/09 Parishioner participation There was none. 21/09 Correspondence There was none. 22/09 Date of next meeting It was agreed to meet again on 27th May 2009. 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. Following this confidential item, there being no further business,
the Chairman declared the meeting closed at 10.22pm.
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