 |
 |
 |
 |
 |
 |
|
|
Minutes
of a meeting of the Parish Council held on 27th May 2009 There were present: Roger Powell Chairman Jenny Becker, David Parris In attendance: Ian Andrews Parish Clerk Thirty members of the public The Chairman welcomed everyone to the first meeting of the Parish Council in the newly refurbished Market House. He announced that the former Parish Clerk, Mrs. Vera Budge, had donated a new gavel and stand for use at Parish Council meetings. 26/09 Election of Officers The following members were elected to office for the year 2009/2010: 1. Chairman of the Parish Council Roger Powell 27/09 Apologies for absence Apologies for absence were received from Andrew Clarke, Valerie
Knight, 28/09 Chairman’s notices There were none. 29/09 Declarations of interest There were none but it was pointed out that Patrick Palmer, who had been delayed attending the meeting, would declare an interest under agenda item 16 upon his arrival. 30/09 Police matters In the absence of PCSO Jason Helyar, the Village Committee Chairman, Chris Bell, reported that implementation of the No Cold Calling Zone had been delayed to allow time for a letter to be delivered each household explaining the scheme and providing for an opt out. He also reported that there would be a police stand at the Martock Church Fête on 6th June. 31/09 Minutes The Minutes of the meeting held on 29th April 2009 were agreed as being a correct record. 32/09 Matters arising There were none. 33/09 Confirmation of the actions from previous Minutes Action 090429/1 Shaun Byrne: The Parish Clerk reported he had written to Shaun Byrne but had not had a reply. The Chairman responded that he had receive an e-mail from Mr. Byrne stating his intention to resign from the Parish Council and that he expected a letter soon. Action 090128/3 Bye-law for the Precinct: The Parish Clerk reported he had written to all retailers in the Precinct requesting their written support for a bye-law banning the riding of bicycles in the Precinct. Action: 090128/3: Parish Clerk (ongoing) Action 090325/1 Road white lining in Bower Hinton: In the absence of Patrick Palmer from this section of the meeting, the action was outstanding (see 37/09 below). Action 090325/6 Rubbish bin for skate park area: The action was outstanding. Action: 090325/6: Parish Clerk (ongoing) Action 090429/2: Traffic bollards at Pair Trees, Bower Hinton: The Parish Clerk reported he had spoken to Kim Sharp about the installation of wooden bollards. Action 090429/3 Official Opening of the Market House: The event had taken place. Action 090429/4 Hire cost of the Market House: The hire costs had been agreed. Action 090429/5 Outstanding invoice sent to the Pavilion Playgroup: The Parish Clerk reported payment had been received. Action 090429/6 Grounds Maintenance contract specification: The action had been completed. Action 090429/7 Tenders for Grounds Maintenance contract: The action had been completed. Action 090429/8 Recreation Ground Perimeter Track: The action had been completed. Action 090429/9 Piping of the ditch on the Recreation Ground adjacent to the skate park. Advice had not yet been sought from Mr. Roger Meecham of SCC. Action: 090429/9: David Parris (ongoing) Action 090429/10 Play Mound: David Parris reported on advice he had received from SSDC that a metal fence should not be erected. Action 090429/11 Pavilion external water tap: The action had been completed. Action 090429/12 Flooding at the pedestrian crossing in North Street: In the absence of Patrick Palmer at this part of the meeting, the action on him to speak to Kim Sharp of SCC was outstanding. Action: 090429/12: Patrick Palmer (ongoing) Action 090429/13: Abandoned cars in Dimmocks Lane: The Parish Clerk reported that the cars had been removed. Action 090429/14: Members’ Away Day: The action to write a briefing paper was outstanding. Action: 090429/14: Chairman (ongoing) Action 090429/15 Committee Chairmen to indicate their willingness to re-stand for election: The action had been completed. 34/09 Parishioner participation Mention was made that the June issue of the Leveller had already been delivered, in which the letter about the No Cold Calling Zone would have been inserted (see 30/9 above). The Chairman responded that a special delivery of the letter would now have to be made to all houses in Martock. 35/09 Official Opening of the Market House The Chairman reported on the Official Opening of the Market House on 15th May 2009 by Douglas Campbell, which many representatives of organisations connected with the project had attended. He thanked the Parish Clerk for his efficient organisation of this very successful event. The Chairman further reported that the architects of the refurbishment, Benjamin & Beauchamp of Wedmore, Somerset would be entering the project for the William Stansell Award, the RIBA Western Daily Press Community Award and the RIBA Town & Country Design Awards. He proposed the Parish Council should pay for half the entry cost of the latter award amounting to £74.50. This was unanimously agreed. 36/09 Proposed Multi-Use Community Facility (MUCF) The Chairman announced that this item was a progress report. He reported on the ongoing referendum/survey, the distribution of leaflets throughout Martock, the consultation sessions held in the Market House and the ensuing debate within the community. Such involvement, the Chairman said, was a sign of a strong community. He reiterated that the capital costs of the project would not be a charge to the Council Tax and that the running costs of the proposed facility would be shared by the three partners. He reminded the meeting that the recent increases in the Parish Council’s precept had been to complete the projects as set out in the Local Community Plan and that, if the running costs for the proposed facility proved to be too high, the project would not proceed. The Chairman reiterated that the Parish Council did not intend to increase the parish precept further in order to fund this project and reminded the meeting there was little difference between the maintenance and running costs of the Parish Hall, the Youth Centre and the Gospel Hall to those projected for the MUCF, when their age and deteriorating state was taken into account. The Chairman reported that, once the project Feasibility Study had been completed, it had always been the intention of the Steering Group to seek community support or otherwise for the proposal, and it had been agreed that the project could move forward confidently with a positive mandate should be at least 50% of households balloted voted in favour. The Chairman commented on the help given by SSDC in acting as a post box for the return of the voting slips and that the Secretary of the Steering Group was collecting them, counting the votes and recording the comments made. The Chairman further reported that, if a clear mandate had not be received from the postal vote, it was originally intended to visit the non-voting households and to politely ask them to submit a vote one way or the other. However, after commencement of the anonymous ‘no campaign’, this course of action was abandoned because it was felt that it would be subjected to a charge of coercion. Instead, an impartial reminder was now being delivered to all households that had not responded to the first ballot or had not indicated their address on the first ballot sheet, asking them to submit a vote and providing them with a new ballot paper and a pre-paid envelope addressed to SSDC. It was the Chairman’s opinion that, once the results of the voting were available and the partners to the project had decided on the way forward, a public meeting should be held to present the results to the community. At this point of the meeting the Chairman invited members of the public to participate and the Parish Clerk reminded the meeting that the debate would not be recorded verbatim and that only points raised would be minuted. There then followed a considerable debate covering the following issues: It was questioned whether the action taken by the Steering Group to ascertain household views constituted a referendum or a survey. The Chairman made it clear that the aim was to impartially gather the views of Martock residents and the process, irrespective of its name, was designed to achieve that. Concern was raised over there being just one person counting the votes without being overseen by anyone else. It was suggested that the results should be independently scrutinised. The Chairman responded that he was happy to submit the vote recording to independent scrutiny. It was suggested that, if an inconclusive result was forthcoming, the project should be postponed for a year to gather more information, after which a formal referendum should be held. The validity of a second ballot was questioned, and the Parish Council was accused of moving the goalposts. The Chairman reminded the meeting that the aim was to impartially ascertain the views of as many households as possible. In answer to a request to divulge the results so far received, the Chairman replied that such action would be wholly inappropriate while voting was still in progress. A suggestion was made to accept the vote as it stood as at 15th May 2009. Questions on the cost to date of the project were raised. The Chairman replied that approximately £30,000 had been spent so far, primarily on fees for the MUCF Design Appraisal and the Options Appraisal for the disposal and redevelopment of the existing buildings. Of that amount, approximately £20,000 had been received from external grants. He confirmed that Martock Christian Fellowship had paid one third of the costs as agreed. It was suggested that any community facility on the scale of the proposed project should be managed by the District Council and should be a charge to District wide Council Taxes. The Chairman was urged to seek advice from South Somerset District Council on the validity of the referendum/survey process. The Chairman expressed his dismay that some people clearly thought the Parish Council might act in a corrupt manner. He asked that any specific allegations should be declared. None was forthcoming. The Chairman thanked everyone for their contributions. He reported that the Steering Group would meet in the near future and it would make a recommendation to each of the partners on a way forward. This recommendation would be considered at a future Parish Council meeting. Two separate issues were then raised by members of the public: It was suggested that draft minutes of Parish Council should be made public after each meeting so that parishioners who had attended could suggest amendments prior to their being ratified. In answer to a question about the single pedestrian crossing in the precinct, the Village Committee Chairman, Chris Bell, replied that the work was not yet complete and that the cobbled surface at the end of the crossing would be removed and a second crossing installed across the mouth of the car park. 37/09 County & District Councillors’ reports Douglas Campbell gave a résumé of his work as County Councillor for Martock. He said that he had enjoyed being part of the Parish Council and wished everyone well. The Chairman reminded members it was Douglas’s last meeting as County Councillor and proposed a vote of thanks to him for all his work on behalf of Martock. This was unanimously agreed by members. With regard to Action 090325/1 (see 33/09 above) Patrick Palmer was questioned about the road white lining in Bower Hinton. He responded that County Highways believed it had done all that was required and that there was little point in pursuing the matter further. At this point of the meeting the Chairman brought forward agenda item 16, Planning Committee. 38/09 Planning Committee The Committee Chairman, David Reynolds, reported upon the following applications: 1. 09/01829/LBC & 09/01794FUL: Demolition of existing conservatory
and the erection of a garden room to rear of dwelling house – Mr. & Mrs.
D. Marshall, 2. 09/01623FUL: Erection of a 2m high boundary fence – Mr. & Mrs. R. Goodwin, Little Coat House, Coat, Martock. Members agreed to recommend the application for approval. 3. 09/01861/FUL: Demolition of existing garage/workshop and adjacent dwelling and the erection of twenty-four dwellings, associated parking, landscaping, highways and associated works – Mr. & Mrs. J. Yandle, Yandel’s Garage, North Street, Martock. Members agreed that the blocks of 2½ storey housing should be lowered to 2 storeys and that the gabled end house on the left entrance from North Street should be of the same design as the house on the opposite side of the entrance. Members also agreed they did not wish to see the loss of shopping facilities at the north end of Martock. 4. 09/01910/FUL: Erection of a 15kw wind turbine on a 15m high tower on land at Bower Hinton Farm, Bower Hinton, Martock – Mr. P. Palmer. Patrick Palmer, who had arrived after the start of the meeting, declared an interest in this application but remained present to answer any questions of clarification. Patrick Palmer left the meeting before a vote was taken. Members agreed to recommend the application for approval. At this point of the meeting Patrick Palmer returned. The Committee Chairman reported receipt of two further applications: 5. 08/04481/FUL: Erection of a single storey building for the carrying out testing of equipment manufactured by the applicant – Unwin House, Coat Road, Martock. Members agreed to recommend the application for approval. 6. 09/00128/FUL: Erection of a specialist dementia care home, together with the associated vehicular and pedestrian access and landscaping – Land at Foldhill Lane, Martock. Members confirmed that they were not prepared to consider any application outside the current development line prior to agreement of the new Local Development Framework unless there was a proven community need. The Committee Chairman reported that, under the provisions of delegated authority, he had recommended the following application for approval, asking that it be processed as soon as possible on compassionate grounds: 7. 09/01749/LBC: Replacement of existing unstable ceiling to enable the installation of a ceiling track, hoist and recessed lighting. 39/09 Finance Committee In the absence of the Committee Chairman, the Council Chairman presented: 1. The budget for financial year 2009/10, which members agreed. 2. The accounts for April 2009, which were ratified, and the list of receipts and payments for May 2009, which were agreed. 40/09 Recreation Committee 1. Grounds Maintenance contract: The Parish Clerk reported letters inviting tenders had been sent to four companies. 2. Recreation Ground Perimeter Track: The Committee Chairman, David Parris, spoke to the specification which had been tabled and asked that any comments by members should be sent to him as soon as possible. 3. Redecoration of the interior of the Pavilion: The Committee Chairman recommended the interior of the Pavilion should be redecorated. After discussion, the Committee Chairman agreed to speak to the Youth Development Officer, Claire Cruwys, to ascertain whether the ‘Army of Angels’ would be able to undertake the work under supervision. Action: 090527/1: David Parris 4. Additional/new signage for the Recreation Ground: It was agreed that the Committee Chairman and Richard Walsh should consider the design for a new sign for the Recreation Ground and that they should ask whether Paulls & Co would be prepared to sponsor it. Action: 090527/2: David Parris & Richard Walsh 5. Additional picnic table for the Recreation Ground: It was agreed to purchase an additional picnic table and the Committee Chairman agreed to arrange with Kim Dike for the table to be delivered to his works. Action: 090527/3: David Parris 6. The Committee Chairman reported that a new bench in memory of a young member of the cricket club, would be sited near to the cricket pavilion and recommended the purchase of a further seat to be sited in the south west corner of the Recreation Ground. Members agreed to the purchase of a suitable seat. Action: 090527/4: David Parris 7. The Council Chairman reported that all tennis court bookings would in future be made at the Market House Community Office. He agreed to proceed with the new arrangements and to arrange for an explanatory leaflet to be sent to every household as soon as possible. He confirmed that all maintenance of the public courts, with the exception of resurfacing, would now be the responsibility of the Tennis Club. Action: 090527/5: Chairman 41/09 Village Committee 1. Precinct: The Committee Chairman, Chris Bell, reported on the work being undertaken in the Precinct which should be completed before the next Producers’ Market in June. Dog hitches and cycle racks would be installed and quotes were being obtained for replacement lighting. He further reported that hanging baskets would be placed in the Precinct and that window boxes would be arranged for the Market House. 2. Lighting in Church Street: The Committee Chairman reported the contract had been signed and work should commence in the near future. 3. Village gateways: The Committee Chairman reported he was waiting for a report from Andrew Clarke concerning the style of the gateways. Action: 090527/6: Andrew Clarke 4. Calor Somerset Village of the year 2009: After discussion, it was agreed not to enter the competition for 2009 but that Val Knight, Jenny Becker and the Chairman of the Council would benchmark Martock’s performance against the application form with a view to entering the competition in 2010. Action 090527/7: Val Knight, Jenny Becker and the Chairman 5. Parish Hall kitchen: The Council Chairman reported that he had received various adverse comments about the state of the kitchen. After discussion, Philip Jackson agreed he would consider acting as the project manager for any refurbishment and the Chairman of the Council agreed to canvass user groups for their requirements. Action: 090527/8: Philip Jackson and the Chairman 6. Martock Church Fête: It was agreed that the Parish Council would not have a stall but it was reported that Christopher Price as Emergency Committee Chairman, would have a stall for Emergency Planning. 42/09 Parishioner participation There was none. 43/09 Correspondence The Parish Clerk reported receipt of a letter from Somerset Highways giving notice that Stoke Road, Martock would be closed on 8th June 2009 for two weeks. He also reported receipt of a letter from SSDC concerning Community Play & Youth Day. After discussion it was agreed to make a donation of £250 towards the cost of the day. The Chairman of the Council reported receipt of a letter from the Chairman of SSDC, Ian Martin, thanking the Parish Council for inviting him to the Official Opening of the Market House Community Office and congratulating the Parish Council on the new venture. He also reported receipt of a letter from Andrew Orchard concerning a new website which would cost £3000 to set up and an annual maintenance cost of £400. The Chairman of the Council agreed to circulate a mock-up of the proposed website format and asked Committee Chairmen to see whether savings could be made from their budgets to pay for the cost of a new website. Action: 090527/9: Council and Committee Chairmen 44/09 Business for future meetings Philip Jackson requested consideration for the repair and hanging of the clock inside the Market House. 45/09 Date of next meeting It was agreed to meet again on Wednesday 24th June 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. Following the confidential items, there being no further business,
the Chairman declared the meeting closed at 11.50pm.
|