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Minutes
of a meeting of the Parish Council held on 30th September 2009
at 7.30pm in the Market House, There were present Roger Powell Chairman Jenny Becke,r Patrick Palmer In attendance I.M. Andrews Parish Clerk PCSO Jason Helyar Approximately fifty members of the public. The Chairman welcomed everyone to the meeting and explained how the Parish Council intended to conduct the business and control of future meetings. For the convenience of those attending, it was proposed that future agendas would provide for police matters, one session for public comments and questions, and then the consideration of planning applications early on the agenda. Public participation would be encouraged in these sessions, after which conduct of the meeting would be restricted to members only. In order to facilitate informed comment by the public and debate by council members on agenda items, reports from committees and key proposals for resolution would in future be accompanied by background papers which would be published with the respective meeting’s agenda. A resolution to effect the necessary changes to Standing Orders would be brought to the next meeting. 113/09 Apologies for absence Apologies for absence were received from Val Knight. 114/09 Declarations of interest Dawn Sharp declared an interest in agenda item 8. 2. planning application 09/03290/FUL. At the request of County Councillor John Bailey members agreed that agenda item 12 – County Councillor’s report - should be received at this point of the meeting. 115/09 County Councillors’ report John Bailey spoke to his report which had been circulated to all members of the Parish Council and is attached as appendix 1. 116/09 Police matters The Chairman reported on a meeting held with residents of Hills Orchard concerning anti-social behaviour (ASB) in and around the recreation space. An action plan was being drawn up, and this would be discussed at a public meeting to be held at Martock Primary School on Wednesday 21st October 2009 at 6.00pm. The Chairman reported on a meeting held with Inspector Jackie Gold of Avon & Somerset Police, which he, Chris Bell and the Parish Clerk had attended, where local matters relating to the policing of Martock had been discussed. PCSO Jason Helyar reported on a reduced level of ASB in Martock over the last month. He also reported on the situation at Hills Orchard and the authority of a PCSO. 117/09 Minutes The Minutes of the meeting held on 26th August 2009 were agreed as being a correct record. 118/09 Confirmation of actions from previous Minutes Action 090826/1: Letter to Chris Price: The action had been completed. Action 090826/2: Letter to Chief Constable: The action had been completed and a reply received referring the matter to the local police team. Action 090128/3: Bye-law for the Precinct: The Parish Clerk reported he had now received letters of support for such action from all traders and was awaiting a promised letter of support from Inspector Jackie Gold of Avon & Somerset Police. Action: 090128/3: Parish Clerk (ongoing) Action 090325/6: Rubbish bin for Skate Park: The Parish Clerk reported that he had heard from Mr. Gottleib of South Somerset District Council (SSDC), who had said that new bin could not be justified in the precinct area and that SSDC was not prepared to take on another bin on the recreation ground. Members considered that this was unacceptable and Patrick Palmer agreed to take this up with Mr, Gottleib’s line manager. Action: 090325/6: Parish Clerk (ongoing), Patrick Palmer Action 090527/2: Signage for Recreation Ground: David Parris reported the matter would be discussed under agenda item 10. 4 (see 124/09 below). Action 090527/6: Village gateways: Chris Bell reported the matter would be discussed under agenda item 11.3 (see 125/09 below). Action 090527/7: Calor Somerset Village of the Year: The action was ongoing. Action: 090527/7: The Chairman (ongoing) Action 090729/1: Spaces for buses to turn: The action had been completed. Action 090624/4: Play area helicopter climbing frame. The action was ongoing. Action 090624/4: The Chairman and David Parris (ongoing) Action 090624/6: Bollards around Pair Trees, Bower Hinton: The Parish Clerk reported that each bollard would cost approximately £200. After discussion it was agreed that six bollards should be erected and the Parish Clerk was asked to make the necessary arrangements. Action 090930/1: Parish Clerk Action 090826/3: Parish Clerk’s work space: Chris Bell reported he and David Parris had met with the Parish Clerk and agreed it would not be possible for the Parish Clerk to work permanently in the rear of the Community Office reception area. Action 090826/4: Work at Hills Orchard play area: Patrick Palmer reported that the play area had been made safe and that plans to repair and enhance the play equipment were being draw up by Adrian Moore of SSDC. This was now part of the wider Hills Orchard action plan (see 116/09 above). Action 090826/5: Report by GB Leisure & Sports Ltd. The action was ongoing. Action 090826/5: David Parris & David Wilkinson (ongoing) 119/09 Matters arising from the Minutes There were none. 120/09 Parishioner participation The following points were raised by members of the public: • The Parish Council was thanked for
its prompt action on the Hills Orchard ASB issues. Action 090930/2: Parish Clerk • The use of workstations in the Community Office. The Chairman clarified that these workstations had a different purpose to those in the library, being primarily to provide access to local information and services. 121/09 Planning The Committee Chairman, David Reynolds, reported on the following planning applications: 09/02705/FUL: Change of use of land from agricultural to a private gypsy and traveller site with the erection of a haybarn/tractor shed, stable, utility block, mobile home and touring caravan (part retrospective) – Mrs. K. Sanderson, land at Percombe Hill, Stoke Road, Martock. The Chairman of the Committee drew members’ attention to the guidance received from the SSDC Planning Officer, Mr. Andrew Gunn. As the current access rights were for agricultural purposes only, he had been advised that the Local Planning Authority should not grant planning permission for residential use as this would in effect be condoning a criminal offence. On the basis of that evidence, members resolved not to recommend approval of the application. 09/03290/FUL: The erection of a porch to the side elevation of dwelling house – Mr. D. Morris, 21 Coat Road, Martock. Dawn Sharp declared an interest and left the meeting. Members agreed to recommend the application for approval. At this point Dawn Sharp rejoined the meeting. 09/03586/FUL: Formation of a hipped roof over existing kitchen
- Mrs. D. Healey, Stansgate, Blind Lane, Bower Hinton. The Committee
Chairman reported he had used his delegated authority to recommend
approval of this application. At this point of the meeting it was agreed to consider agenda item 19, the installation of a renewable energy system for the Bower Hinton Allotments. 122/09 Installation of a renewable energy system for the Bower Hinton allotments The Chairman of the Village Committee, Chris Bell, reported on the information he had received concerning this matter from a parishioner. After discussion it was agreed that the Village Committee should take expert advice on this matter and, if cost-effective, bring a proposition to a future meeting of the Parish Council. 123/09 Finance The Chairman of the Committee, Richard Walsh, presented the list of receipts and payments for September 2009. Members approved the list which is attached as appendix 2. The Chairman of the Committee proposed the accounts for August 2009 which he had checked should be ratified. This was agreed by members and the accounts are attached as appendix 3. Members were unable to consider the Budget Sheet to August 2009 as it was not available at the meeting. The Parish Clerk was asked to send it to members as soon as possible. Action 090930/2: Parish Clerk 124/09 Recreation Committee 1. The Chairman of the Council reported that planning permission had been granted for new play equipment on the Recreation Ground and that funding was available for it. Installation would commence in November. 2. The Chairman of the Committee, David Parris, reported on a letter received from the Martock Rugby Club outlining various problems concerning the showers, car parking and communication. After discussion, it was agreed that the Recreation Committee should: • if gating off the gas meter and the heating controls had no effect, seek proposals for a complete system upgrade of the hot water supply to the showers; • extend the car park as had been agreed in 2008, using the same plans and re-engaging the contractor who had won the original tender; • reconvene the Recreation Ground Users’ Group, to improve communications between the Parish Council the various sports clubs; • reply to the letter. Action 090930/3: David Parris 3. An e-mail had also been received from Jane Haine, the Secretary of Stoke Youth Football Club, about the decision not to rotate the Rugby Clubs practice pitch so as to provide space for an additional football pitch, which she considered to renege on a previous agreement. The Chairman of the Committee explained that it had been made clear at the time that this would be subject to approval by the Rugby Club who had subsequently shown that rotation of the practice pitch was not practicable. Members upheld this position. 4. Signage for the Recreation Ground: Members
agreed a design for a new sign and the Parish Clerk was asked
to enquire whether
Mrs. Linda Batten would object to her telephone number being displayed
on it for pavilion and pitch bookings. The Chairman of the Committee
undertook to show the proposed new sign to members of the Recreation
Ground Users’ Group for their comments. 125/09 Village Committee 1. The Chairman of the Committee, Chris
Bell, reported on the SSDC Visitor Audit of nine market towns,
one of which was Martock.
A copy of the final report would be made available in the Community
Office. He further reported that the Village Committee would propose
some improvements to signage and amenities, based on the audit’s
recommendations, for which match funding was available from SSDC. 2. Hills Orchard: The Chairman of the Council reported on a meeting with residents, District and County Councillors and Parish Councillors concerning ASB at Hills Orchard. He further reported on the determination to address and resolve the problems and repeated that there would be a public meeting on 21st October 2009. 3. Village gateways: The Chairman of the Committee reported the gateway signs would be in hamstone and that all contractors are local craftsmen and volunteers who are not seeking payment. The matter was ongoing. 4. Moorlands Precinct: The Chairman of the Committee reported that the first phase of the project had been completed and that he was expecting quotations for the facing of the façade and the design of small ham stone seats. 5. Traditional lighting in Church Street: The Chairman of the Committee reported on the continuing delays by Somerset County Council Highways Lighting Department over the start of the project, which he hoped might commence in October. 126/09 District Councillors’ Reports Ann Campbell undertook to enquire about a village hall grant and agreed to make a report at a future meeting of the Parish Council. She reported on her work with housing and youth. She further reported that Somerset County Council were not making any new appointments in the youth section but that she would be meeting with others to see what help there might be in Area North for youth groups. It was agreed that the Parish Clerk should write to Mr. David Taylor from Somerset County Council to invite him to address a meeting of the Parish Council concerning the moratorium on youth appointments. Action 090930/7: Parish Clerk Patrick Palmer reported on his litter tour with officers from SSDC to the estates and along the main roads in Martock. He further reported on the change of policy for car parks and that the County Council will become the enforcement authority within the next two years.
The Parish Clerk reported on a request from SSDC to place a skip in Moorlands car park whilst a deep village sweep was undertaken. Members agreed to the request and asked the Parish Clerk to ask Mr. Andy Shaw of SSDC to confirm with the Chairman of the Village Committee the location of the skip and that it should have a lockable lid on it. Action 090930/8: Parish Clerk 128/09 Parish Council Committees The Parish Clerk tabled a list of members for each of the Parish Committees. It was agreed that Dawn Sharp should be a member of the Village Committee and that Douglas Campbell should be a member of the Recreation Committee. It was further agreed that the Parish Clerk should invite Christopher Price to remain as Chairman of the Emergency Committee. The Parish Clerk reported that the Committees on which each member would serve would be shown on the List of Parish Councillors. Action 090930/9: Parish Clerk 129/09 Community facility options & letter from Youth Centre Trustees. The Chairman spoke on a draft paper setting out the options for community facilities in Martock, which had been distributed to members for comment. He recommended the Parish Council should consider the proposals as set out at the next meeting. This was agreed by members. He referred to the letter written by the Trustees of the Youth Centre asking for the Parish Council’s agreement to continue to fund the cost of a Youth Development Officer and for a site on which a new Youth Centre could be built. These issues were covered in the same paper, and he recommended that they should also be considered by members at the next meeting. 130/09 Policy for Safeguarding & Protection of Vulnerable Adults & Children The Chairman reminded members the draft policy had already been circulated. After discussion members approved the new policy. 131/09 Somerset County Council Chairman’s Award. Members agreed to nominate the Nippy Bus service for an award. The Parish Clerk was asked to inform the County Council Chairman of their decision. Action 090930/10: Parish Clerk 132/09 Date of next meeting It was agreed to meet again on Wednesday 28th October 2009 at 7.30pm. 133/09 Confidential business 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 transacted.
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