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Minutes
of a meeting of the Parish Council held on 28th October 2009
at 7.30pm
in the Market House, There were present Roger Powell Chairman Chris Bell, Patrick Palmer In attendance I.M. Andrews Parish Clerk Trevor Gutteridge ) Ten members of the public. The Chairman welcomed everyone to the meeting and reported that BBC Somerset Sound would again be in the Precinct all day on 29th October 2009. The Chairman particularly welcomed Trevor Gutteridge and Phillip Bennett from Somerset County Council Highways Lighting Department and Mark Johnson from Balfour Beatty who were attending the meeting to report on agenda item 13.3, the traditional lighting scheme in Church Street. Members agreed that agenda item 13.3 should be considered at the start of the meeting. 136/09 Church Street traditional lighting scheme The Chairman of the Committee, Chris Bell, reported on the scheme to date and on the considerable delays which have been experienced. Mr. P. Bennett (SCC) explained the causes of the delays which had been due to supply problems and apologised for the delay in commencing the scheme. He hoped that the necessary trenching work would be undertaken during December and that Western Power might start their work on 5th, 6th or 7th January 2010. He anticipated the work should be finished by the end of January 2010. After discussion the Chairmen thanked Messrs. Gutteridge, Bennett and Johnson for their attendance. 137/09 Apologies for absence Apologies for absence were received from Jenny Becker, Andrew Clarke, Valerie Knight, Jason Mann, David Parris, Dawn Sharp and David Wilkinson. The Parish Clerk reported on the absence of Valerie Knight which was due to personal circumstances and recommended to members that Mrs. Knight be given leave of absence from future meetings of the Parish Council until the end of February 2010. This was agreed by members. 138/09 Declarations of interest There were none. 139/09 Vacancy on the Parish Council The Parish Clerk reported that Mr. Chris Griffiths had informed him he would like to be considered for co-option as a member of the Parish Council and apologised for his absence due to being on holiday. The Parish Clerk further reported that a Mr. F. Sayers had also indicated his interest in being co-opted as a member of the Parish Council. After consideration, members agreed to co-opt Chris Griffiths to fill the casual vacancy. The Clerk was asked to write accordingly to Mr. Griffiths. Action 091028/1: Parish Clerk 140/09 Police matters Police representatives were not present to report. Philip Jackson reported that Kim Dike’s equipment being used on the Recreation Ground had been vandalised. He agreed to inform PCSO Jason Helyar about the situation. Action 091028/2: Philip Jackson 141/09 Parishioner participation The following points were raised by members of the public attending the meeting: • Concern over the curtailment of public
participation at future meetings (see 152/09 below), particularly
the right to speak during
an agenda item and the need for a second session of parishioner
participation. 142/09 Planning Committee The Committee Chairman, David Reynolds, reported on the following planning applications: 09/03723/LBC: Alterations and carrying out
repairs and the installation of doors to outbuildings, resurfacing
of courtyard and the installation
of new gates – Mr. & Mrs. R. Goodwin, Little Coat House,
Coat, Martock. Members agreed to recommend the application for
approval. The Committee Chairman reported that under his delegated authority he had approved the following application and had so notified the Planning Department of SSDC and had also informed the Parish Clerk: 09/03493/FUL: Demolition of conservatory and erection of a single storey rear extension to dwelling house. 32, Coat Road, Martock. Members approved of the action. 143/09 Minutes The minutes of the meeting held on 30th September 2009 were agreed as being a correct record. 144/09 Confirmation of actions from previous Minutes Action 090128/3: Bye-law for the Precinct: The Clerk reported he had now received written support from the police and that he had written to the SSDC Legal Division for their assistance in pursuing the matter. Action 090128/3: Parish Clerk (ongoing) Action 090325/6: Rubbish bin for Skate Park: Patrick Palmer and Ann Campbell reported on the review carried out by SSDC of all rubbish bins in Martock. The Chairman agreed to speak to Chris Cooper of SSDC about the outstanding matter. Action 090325/6: Chairman of the Council Action 090527/7: Calor Somerset Village of the year: The Chairman of the Council reported there would be a meeting at the beginning of November to consider initiatives to improve Martock. Action 090527/7: Chairman of the Council (ongoing) Action 090624/4: Play area helicopter climbing frame: David Parris would make an approach to AgustaWestland for sponsorship. Action 090624/4: David Parris (ongoing) Action 090624/4: Bollards around Pair Trees. The Parish Clerk reported the bollards had been ordered and the SCC Highways Department would undertake the work within the next three months. As there had been no recent incidents of tyre marks on the grass, and given the cost of the bollards, after discussion Philip Jackson proposed the order for the bollards should be cancelled and the work should not be undertaken. This proposal seconded by Chris Bell was agreed unanimously. The Clerk undertook to inform SCC Highways Department. Action 091028/1: Parish Clerk Action 090826/5: Recreation Ground Play Area: The Clerk reported that a qualified contractor had undertaken an inspection of the Play Area with David Parris and David Wilkinson and would undertake all the repairs identified. The Parish Clerk was requested to obtain from SSDC a list of approved Play Equipment repair contactors. Action 091028/2: Parish Clerk Action 090930/2: Moorlands House: The Clerk reported the receipt of an E-mail message in reply to his letter, from Mr. S. Esau the Principal Surveyor Thames and West of the Raglan Housing Association in which he reported the roof of the house needed to be replaced and the Association was discussing the problem with the conservation planners at SSDC. Mr. Esau agreed to send the Clerk regular progress reports. Action 090930/2: August budget sheet: The action had been completed. Action 090930/4: Signage for the Recreation
Ground & letter
to the Rugby Club. At this point Philip Jackson declared an interest but remained in the room. The Chairman reported he had replied to the letter from the Rugby Club and he and David Parris had subsequently met with them, when it was agreed that that a proper appraisal of the pavilion showers would be undertaken . He further reported the extension to the Recreation Ground car park would proceed after further consultation with the sports clubs and that David Parris would arrange a date for a meeting of the Recreation Ground Users’ Group. Action 090930/3: David Parris (ongoing) Actions 090930/4 and 090930/5: Signage for the Recreation Ground: The Parish Clerk reported that Linda Batten’s number was not required on the sign, as she was not responsible for pitch and court bookings. The Chairman of the Council reported that the final design and manufacture of the sign was still ongoing. Action 090930/5: David Parris (ongoing) Action 090930/6: Visitor Audit: The action was ongoing. Action 090930/6: Chris Bell (ongoing) Action 090930/7: Letter to Mr. David Taylor: The action had been completed by the Chairman. Action 090930/8: SSDC Skip in Moorlands Car Park: The Clerk was asked to ascertain when the skip would be placed in the car park. Action 090930/8: Parish Clerk (ongoing) Action 090930/9: Parish Council committee members. The action had been completed. Action 090930/10: SCC Chairman’s Award. The Parish Clerk reported it would not be possible to nominate a company for the Award. He recommended that the Managing Director of Nippy Bus should be nominated on behalf of the company. This was agreed by members. Action 090930/10: Parish Clerk (ongoing) 145/09 Matters arising from the Minutes There were none. 146/09 District & County Councillor’s reports John Bailey spoke to his report already circulated and appended hereto as Appendix 1. Ann Campbell reported that the redecoration/improvement of the Parish Hall would not qualify it for a grant from the SSDC unless the building was extended. She reported on the concerns raised over the shortage of youth workers in neighbouring parishes. She and Patrick Palmer had met with Chris Cooper from SSDC about the clear up of Hills Lane. She further reported on young people using the computers in the Community Office and suggested that anyone using the computers should register their name and address. Patrick Palmer reported on the Hills Lane site meeting with residents concerning the fence surrounding the play area. The Chairman said that a further site meeting with residents would be arranged to discuss this. 147/09 Finance Committee 1. The Committee Chairman, Richard Walsh, recommended approval of the list of receipts and payments for October tabled at the meeting. Members agreed the list appended as Appendix 2. It was agreed that future lists of payments and receipts should be sent to members at the same time as the agenda. 2. The Chairman proposed the accounts for September 2009 which he had checked. Members approved the accounts which are appended as Appendix 3. 3. Members approved the budget sheet for September 2009 which is appended as Appendix 4. At this point the Chairman of the Council reported on the current state of the proposed new website which it was hoped would be ready by the end of December 2009. 148/09 Recreation Committee In the absence of the Chairman of the Committee, the Chairman of the Council reported that work had commenced on the Perimeter Track on the Recreation Ground. The contractor would complete the basic groundwork and a decision was be made on the finished surface. Action 091028/3: David Parris & Chairman of the Council 149/09 Village Committee The Committee Chairman, Chris Bell, reported: 1. Hills Orchard. Approximately eighty people had attended the recently held public meeting. The various matters and actions raised at the meeting would be considered and reviewed at a meeting of LAT to be held in November. 2. Precinct. The Chairman agreed to meet with Castle Reclamation concerning a stone seat to be placed in the Precinct. Action 091028/4: Chris Bell 3. Traditional lighting scheme in Church Street. The matter had already been discussed at the beginning of the meeting (see 136/09 above). At this point Philip Jackson reported on his attendance at an Environmental Enforcement meeting and that the cooking stove in the kitchen in the Parish Hall was temporarily unusable. He was awaiting a report on the condition of the Parish Hall roof. 150/09 Correspondence The Parish Clerk reported receipt of correspondence concerning the proposed cluster meetings organised by SSDC in connection with the SSDC Core Strategy Development Plan Document. 151/09 Community Facility Option & Youth Centre funding The Chairman spoke to the paper tabled appended as Appendix 5. He reported that a capital grant of £50,000 from SSDC was still available for an extension of the Parish Hall. After discussion Chris Bell proposed the acceptance of recommendation 2.3. This was seconded by David Reynolds. Five members were in favour with one abstention. After further discussion Chris Bell proposed the acceptance of recommendation 4.4. This was seconded by Douglas Campbell. Five members were in favour with one abstention. It was further agreed that Chris Bell, Philip Jackson, Patrick Palmer and Dawn Sharp would comprise the Project Group. There followed a discussion on the Martock Youth Centre and the Chairman reported there may be an excess of funds raised from the MUCF project which could be put towards a feasibility appraisal for a new Youth Centre. Chris Bell proposed the acceptance of recommendation 5.4. This was seconded by Douglas Campbell. Five members were in favour with one abstention. 152/09 Conduct & recording of Parish Council meetings The Chairman spoke to the paper tabled appended as Appendix 6. He reported he had not received any further comments from members of the Parish Council. After discussion Philip Jackson proposed an amendment that during the initial Public Participation session, members of the public may elect to reserve their comments until particular agenda items were discussed.. This was seconded by Richard Walsh. Members unanimously agreed to this amendment. Philip Jackson proposed a second amendment that there should be a further Public Participation item at the end of the agenda. This was seconded by Richard Walsh. Three members were in favour of and two members were against this amendment. The substantive motion, as amended, was proposed by Richard Walsh and seconded by Philip Jackson. Members unanimously agreed the proposal. 153/09 Date of next meeting It was agreed to meet again on Wednesday 25th November 2009. 154/09 Exclusion of the press and public 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. 155/09 Recreation Ground The Chairman reported on possible further development. 156/09 Phase 1 contractors of the Market House project The Parish Clerk reported on matters to date. 157/09 Staff salaries It was agreed to increase staff salaries by 1% as recommended by the National Joint Council for Local Government Services which would be backdated to 1st April 2009. There being no further business the Chairman declared the meeting
closed at 10.35pm. |