PARISH COUNCIL MEETING 3^rd June 2013

7.30pm in the Victoria Rooms Fore Street

AGENDA

Before the meeting there will be a short presentation from John Hellier 10 Parishes Community & Youth Work Development Worker about the new Youth Initiative

Questions from the Public.

Members of the public are welcome to attend and address the Parish Council to provide information and raise matters of concern.

1. Apologies

Members will be expected to provide reasons for absence. Members are reminded that absence for 6 consecutive meetings without approval could lead to disqualification.

2. Declarations of Interest

The Code of Conduct requires that Members disclose interests of a personal, prejudicial and pecuniary nature that may be pertinent to tonight's business. A prejudicial or pecuniary interest will require the member to leave the room during the discussion of the relevant item.

In cases of uncertainty members are recommended to consult the Clerk.

3. Minutes and Matters Arising from minutes

The Minutes of the meeting held on 13^th May have been circulated with the summons to this meeting. Members will be asked to consider them for accuracy and if satisfied pass a resolution of approval that they be signed by the Chairman as a true and accurate record.

4. Planning

a) For Parish Council Decision

I) 23/13/0015 ERECTION OF REPLACEMENT GARAGE WITH LOG STORE AND MOWER STORE AT LOWER LODGE, SPRING GROVE, MILVERTON

b) Village Survey/Neighbourhood Plan

Councillors will discuss the Wiveliscombe survey questionnaire with a view to agreeing the scope of a Milverton version.

c) Other Planning Matters

The Clerk will provide a report about other general planning matters and suggest a date for the next site visit.

5. Creedwell

The Chairman will provide a verbal update.

6. Crime

The Police Report for May will be presented.

7. Grants

The Council has had a grant request from Milverton PCC towards the cost of repairing the Church clock.

8. Roads and Footpaths

a) Monthly Footpath Report

Mrs Lumby will report on the footpaths.

b) SCC Flood Mitigation Fund

Member will discuss in relation to Milverton.

c) Monthly Road Report

Members will raise issues of concern.

9. Amenity Committee

10. Correspondence

11. Finance

a) Monthly report

The monthly report will request payments for Salaries, PAYE,

12. Milverton Parish Council Quality Status

A discussion on the merits of seeking Quality status.

13. Matters to Report

Members are invited to report matters of interest and raise matters of concern for future consideration by the Council, including items from the following external bodies:

Twinning; Victoria Rooms; Milverton United Charities; SALC; Traffic Working Party; Youth Project; Milverton Trust; Milverton Action Group and 10 Parishes.

The Annual Meeting of Milverton Parish Council was

held on Monday 13^th May 2013 in the Victoria Rooms

Before the meeting started the Chairman paid tribute to Shelagh Blackmore for her considerable and energetic contribution to village life over many years.

Elections

 

Mr Jenkins was unanimously elected Chairman for the coming year.

 

Mrs Hoyle was unanimously re-elected Vice Chairman for the coming year. 

Plannng 

The  Council approved a planning application for new signs at the School gates.

Councillors objected to the felling of a Horse Chestnut tree in the Conservation Area at Felton Hall.  They noted that the applicant had not stated that the tree was unsafe and that the site had already lost several standard trees as part of the renovation of Felton Hall. They also noted that several birch saplings had been planted inappropriately along the north boundary. They felt that the tree was a prominent feature in easterly views from the churchyard and Parsonage Lane which gave it considerable amenity value in the Conservation Area.

This view is supported by the 2007 review of the Conservation Area which notes (Para 7.2) that Hedges and trees make an important contribution at the heart of the Conservation Area and that 'Parsonage Lane has the feel of a country road despite being at the centre of the village'.

Councillors felt that the removal of the last full grown tree in this location would open the north east end of Parsonage Lane creating unexpectedly wide open views and increased light in an area that was noted for its enclosed feel and as a result create an adverse impact impact on the amenity and townscape of the this part of the Conservation Area.

Councillors were not convinced that the promised replacement would be able to restore the loss of amenity and damage to the Conservation Area within a reasonable time and that the change would be, to all intents and purposes, permanent.

Councillors were firmly of the view that tree surgery should be considered as the principal management option in this case.

Amenity Committee

The Council has eestablished an Amenity Committee to be responsible for the development and on-going management of amenities around the parish. The Committee is intended to be responsible and to be able to take executive action in matters relating to day to day management and development of the facilities concerned, and only referring up to full council matters of finance or requiring full council approval.

In order to meet the requirements of due process and transparency the committee should meet publicly bi-monthly in order to transact business and that formal notices should be posted inviting the public to attend and comment. The committee will be bound by the normal code of conduct of the full council. Meetings will be minuted and reported to the main Parish Council Meetings.

A list of areas of responsibility could include

1. Play areas
2. Picnic Areas and recreation areas
3. Jubilee benches and viewing areas and the like
4. Wildlife Reserves
5. Permissive Access land and areas and the agreements, contracts or leases related to them
6. Sports and Games facilities
7. Other similar items.

Specific Exclusions should include areas where there is a legislative component, for example; Footpaths, and Rights of Way, Graveyards and Cemeteries, etc.

Milverton Parish Crime Report 8th April-13th May
There have been 8 crimes reported

• Failure to keep dog under control-Milverton-Under Investigation.
• Theft from a Motor Vehicle-North St Milverton. Purse stolen from within
  after rear window broken- Under Investigation as possible CCTV evidence.
• Criminal Damage to a gate West Bagborough-Reclassified as a no
  crime-damage caused by horse.
• Theft of wood from outside premises in Milverton- All lines of enquiry
  carried out and Crime Prevention Advice given to help safeguard
  property.
• Malicious Communications- Lydeard St Lawrence- Under Investigation.
• Violence against the person Triscombe- Vehicle driven at cyclists and
  Verbal abuse directed towards them- Under Investigation.
• Theft of a wheelie bin-Milverton-reported to Taunton Deane Borough
  Council.

Grants

Councillors considered a request for £175 towards the cost of a display cabinet for the Village Archive.which was passed unanimously.

Matters to report

• The Chairman reported that the Courtfield phone box was in need of upgrading and that the green area in the car park was in need of tidying.
  He also noted that the hospital proposal for Wiveliscombe had been re-submitted.

• Mr Phelps said he had examined the Preston phone box and it was concreted in so would be difficult to move.
• Mrs Renfree reported that the Village Shop had reached that final of a national competition as Best Small Independent Store.
  She also reported that the Milverton United Charities had donated £200 to the Taunton Food Bank.

• Mr Hendy reported that the lights were permanently on in Parsonage Lane.
• Mrs Hoyle reported that the Affordable Houses in Butts Way were almost finished and tenants were being sought.
• Mr Gauntlett reported that the road to Nynehead was badly damaged between Bickley and Baghay. This would be added to the Dennis Quick list.
• Mr Cotten reported that a BT Openreach operative had indicated that the Milverton exchange was being surveyed for Superfast Broadband.
• Mrs Lumby agreed to circulate the Schools Friday Flyer in future.

ANNUAL PARISH COUNCIL MEETING 13th May 2013

7.30pm in the Victoria Rooms Fore Street

AGENDA

1. Election of Chairman
Members are invited to make nominations for Chairman for the coming year. If there is more than one candidate there will be a vote.
2. Election of Vice Chairman
Members are invited to make nominations for Vice Chairman for the coming year. If there is more than one candidate there will be a vote.
3. Questions from the Public
Members of the public are welcome to attend and address the Parish Council to provide information and raise matters of concern.
4. Apologies
Members will be expected to provide reasons for absence. Members are reminded that absence for 6 consecutive meetings without approval could lead to disqualification.
5. Declarations of Interest
The Code of Conduct requires that Members disclose interests of a personal, prejudicial and pecuniary nature that may be pertinent to tonight's business. A prejudicial or pecuniary interest will require the member to leave the room during the discussion of the relevant item.
In cases of uncertainty members are recommended to consult the Clerk.
6. Minutes and Matters arising from minutes
The Minutes of the meeting held on 8th April 2013 have been circulated with the summons to this meeting. Members will be asked to consider them for accuracy and if satisfied pass a resolution of approval that they be signed by the Chairman as a true and accurate record.
7. Planning
a) For Parish Council Decision
I) 23/13/ 0010/A ERECTION OF TWO ADVERTISING SIGNS AT MILVERTON COMMUNITY SCHOOL, MILVERTON
 
 II) 23/13/0015 ERECTION OF REPLACEMENT GARAGE WITH LOG STORE AND MOWER STORE AT LOWER LODGE, SPRING GROVE, MILVERTON

b) For Parish Council Comment
I) 23/13/0016LB DEMOLITION AND ERECTION OF REPLACEMENT PORCH AT PRESTON FARM, PRESTON BOWYER.

II) 23/13/0007 RENOVATION OF GREENHOUSE IN GARDEN AND ERECTION OF COLD BOXES ON SOUTH WALL AT MANSELL HOUSE, FORE STREET, MILVERTON

III) 23/13/0013/T NOTIFICATION TO FELL ONE HORSE CHESTNUT TREE WITHIN MILVERTON CONSERVATION AREA AT FELTON HALL, PARSONAGE LANE, MILVERTON.

IV) ERECTION OF BUILDING OVER SILAGE CLAMP AND RESURFACING OF FARM TRACK AT BICKLEY FARM, MILVERTON.

c)Neighbourhood Plan

d) Other Planning Matters/Date of next Planning Meeting

8. Creedwell
9.Appointment of Committees 2013/14
Allotment Committee
Emergency Planning
Personnel Committee
Amenities Committee
10 Appointment to Other Committees 2013/14
Twinning Association
Victoria Rooms
Milverton United Charities
SALC Representative
Youth Project
Milverton Trust
Traffic Working Party
Milverton Action Group
Recreation Ground Committee
Wiveliscombe Area Partnership
11. Appointment of Officers 2013/14
Footpaths
12. Crime
The Police Report for April will be presented.
13. Roads
Members will raise issues of concern.
14. Footpaths
Mrs Lumby will report on the footpaths.
15. Annual Parish Meeting
The Clerk will provide a brief report
16. Grants
An application from the Village Archive has been received.
17. Correspondence
a) For Information
b) For action/Resolution
18. Finance
a) Monthly report
Payments for Salaries, PAYE, Gardening and legal expenses.
b) Annual Audit
The Clerk will report on the procedure for the 2013 audit.
19.Matters to Report
Members are invited to report matters of interest and raise matters of concern for future consideration by the Council.

Brief Report of the meeting of Milverton Parish Council held on 8th April 2013

Tributes were paid to the late Peter Lacey the Secretary of the Somerset Association of Local Councils. He was praised for his inexhaustible knowledge, energy and unfailing good humour. The Council will be represented at the funeral by Mrs Hoyle.

Councillors discussed the S106 funds that were available for children play and recreation as a result of a development  in Preston Bowyer. Initial discussions had been held with the Recreation Ground committee and several items of play equipment were in need of replacement. Councillors agreed that this would be worth considering in more detail and the Clerk was asked to establish what was needed to submit a bid to Taunton Deane. The Parish Council will also be asking for further suggestions at the Annual Parish meeting on 23rd April.

Given the range of amenity matters that were arising Councillors agreed to establish an Amenity Committee. The members chosen were the Chairman, Mr R Jenkins, Mrs R Renfree, Mrs G Lumby, Mr T Phelps and Mrs J Hoyle.

The Council considered a request from the Garden Club to plant more bulbs in the Jubilee Gardens to provide some more colour early in the year. Councillors thought that this was a good idea but felt that the gardens probably needed a more wide ranging refurbishment. It was agreed that this would be passed to the newly inaugurated Amenity Committee.

Councillors were asked to consider giving grants towards a fire alarm system for the Victoria Rooms and a display cabinet for the Village Archive. Both decisions were deferred whilst further information was sought.

There was also a discussion about the village Firework display and the extent that the Parish Council could assist. Councillors felt that there needed to be a formal organising group established before the Council could engage any further.

The closure of the informal path down by the Hillfarrance Brook was discussed. Councillors noted that the formal footpath application had been submitted and that a decision might take five years. The new Amenity Committee will consider approaching the landowner for an agreement to try and get access restored on a permissive basis.

In the meantime the gate from Turnpike was locked and the only way to the existing footpath was over a stile that was causing problems for both dogs and elderly walkers. Somerset County Council had been approached to install a kissing gate.

The Annual Parish Meeting will be held on 23rd April. The agenda will include:

• The S106 Funds
• A site for the Preston Bowyer Phone Box
• The Future of the Public Toilets
• The Neighbourhood Plan and Village Survey
• The Village Clean Up
• Creedwell Orchard

Following the Clerk being awarded a Certificate in Local Council Administration it was agreed that Milverton Parish Council now met the legal criteria for designation as a Quality Council. Councillors agreed to formally debate recognition of that status and the acceptance of the Power of Competence at the next meeting.

 

Diary Dates

22nd April Allotments Meeting. Victoria Rooms 7pm

23rd April Annual Parish Meeting. Victoria Rooms 7pm

13th May Annual Parish Council Meeting. Victoria Rooms 7.30pm

Milverton Parish Council

31^st March 2013

PARISH COUCIL MEETING 8^th April 2013

7.30pm in the Victoria Rooms Fore Street

AGENDA

Questions from the Public.

Members of the public are welcome to attend and address the Parish Council to provide information and raise matters of concern.

1. Apologies

Members will be expected to provide reasons for absence. Members are reminded that absence for 6 consecutive meetings without approval could lead to disqualification.

2. Declarations of Interest

The Code of Conduct requires that Members disclose interests of a personal, prejudicial and pecuniary nature that may be pertinent to tonight's business. A prejudicial or pecuniary interest will require the member to leave the room during the discussion of the relevant item.

In cases of uncertainty members are recommended to consult the Clerk.

3. Minutes and Matters Arising from minutes

The Minutes of the meeting held on 4^th March have been circulated with the summons to this meeting. Members will be asked to consider them for accuracy and if satisfied pass a resolution of approval that they be signed by the Chairman as a true and accurate record.

4. Planning

a) Village Survey/Neighbourhood Plan

The Chairman will provide a report on progress.

b) S106 Monies

Councillors will get the opportunity to suggest projects before the subject is brought to the Annual Parish meeting.

c) Other Planning Matters

The Clerk will provide a report about other general planning matters and suggest a date for the next site visit.

5. Creedwell

The Chairman will provide a verbal update.

6. Jubilee Gardens

The Garden Club has offered to plant bulbs and is seeking the Council's permission.

7. Crime

The Police Report for February and March will be presented.

8. Grants

The Council has had grant requests from

a) Victoria Rooms

Towards the cost of a fire alarm system.

b) Milverton Archive

Towards the purchase of a Display cabinet

c) Annual Firework Display

Councillors are asked to consider whether the Parish Council should offer contribute towards the costs?

9. Roads and Footpaths

a) Monthly Footpath Report

Mrs Lumby will report on the footpaths.

b) Turnpike Hillfarrance Brook Access Proposal

The Clerk will propose a draft agreement for access to be negotiated with the landowner.

c) Houndsmoor Street Light

Members will consider whether to contribute to the cost of installing an extra light on Houndsmoor Hill.

d)Triathlon 2013

Members will discuss the road management proposals.

e) Monthly Road Report

Members will raise issues of concern.

10. Annual Parish Meeting 23^rd April 2013

The Clerk will propose agenda items and invite comments and suggestions for alternatives.

11. Amenity Committee

The Chairman has asked that Councillors consider the formation of an Amenity Committee to assist with village events.

12. Correspondence

Invitations to Quantock Eco event and Western Power Event

13. Finance

a) Monthly report

The monthly report will request payments for Salaries, PAYE,

b) Victoria Rooms Grant

14. Milverton Parish Council Quality Status

A discussion on the merits of seeking Quality status.

15. Matters to Report

Members are invited to report matters of interest and raise matters of concern for future consideration by the Council.

PLANNING SITE VISIT

There are no planning applications to consider this month.

Brief Report of the Milverton Parish Council meeting 

on 4th March 2013

Councillors unanimously approved planning application 23/12/0006/T 23/13/0004 Demolition of Car Port and Outbuildings, Erection of Extension to Dwelling to Incorporate a Garage with the Construction of a first Floor with Dormer Windows and Raised Roof Pitch at Vickerys, Houndsmoor, Milverton.

They also voted 6-3 to support the proposal for a new door in the church but would prefer that the glass panels were not inserted.

Given the changing nature and the sheer effort required Councillors remained uncertain about the benefits of a Neighbourhood Plan in relation to the effort required to produce one. It was agreed that Councillors would conduct another house to house survey in order to gauge levels of concern about development and interest in developing a plan. The Chairman will start to compile some questions with a view to agreeing a date at the next meeting.

Councillors thanked the Clerk for the draft response to the a

TDBC's Site Allocations and Development Management Plan Issues and Options consultation and he was asked to add more emphasis to parking issues. The Chairman then proposed that, with these minor changes it be approved as the formal Milverton Parish Council response. This was passed unanimously.

The Council has received a reminder from TDBC that it was still holding funds from local developments. These were £15k for Childrens Play and £5K for Outdoor Recreation and both amounts had to be spent by 21/09/2015. It was suggested that a sub Committee be formed and agreed that this would need to be discussed with the Recreation Ground Committee. It was suggested that membership should also include TDBC. This will also be on the agenda at the Annual Parish meeting.

Mr Roger Cotton was co-opted to take the place of Mr Barry Cottrell who resigned before Christmas.

 

Councillors discussed the footpath proposal from Turnpike along the Hillfarrance Brook. They were concerned that a delay in dealing with this would effectively cut off access for many years. It was therefore agreed to approach the land owner with an access licence to see if something could be negotiated. The Clerk was asked to draw up a proposal.

Several road matters were brought up. The Road Policing unit are aware of the Butts Way speeding issue and will be carrying out random checks.

It was reported that traffic volumes through Houndsmoor seemed to be increasing.

Councillors asked the Clerk to invite Dennis Quick of SCC Highways for another tour of inspection particularly as the roads were deteriorating after the harsh winter.

The Clerk was asked when the double yellow lines for lower North Street would be installed?

The Clerk was asked for an update on the transport arrangements for the Grange Farm solar farm.

Milverton Parish Council

24^th February 2013

PARISH COUCIL MEETING 4^th March 2013

7.30pm in the Victoria Rooms Fore Street

AGENDA

Questions from the Public.

Members of the public are welcome to attend and address the Parish Council to provide information and raise matters of concern.

1. Apologies

Members will be expected to provide reasons for absence. Members are reminded that absence for 6 consecutive meetings without approval could lead to disqualification.

2. Declarations of Interest

The Code of Conduct requires that Members disclose interests of a personal, prejudicial and pecuniary nature that may be pertinent to tonight's business. A prejudicial or pecuniary interest will require the member to leave the room during the discussion of the relevant item.

In cases of uncertainty members are recommended to consult the Clerk.

3. Minutes and Matters Arising from minutes

The Minutes of the meeting held on 4^th February have been circulated with the summons to this meeting. Members will be asked to consider them for accuracy and if satisfied pass a resolution of approval that they be signed by the Chairman as a true and accurate record.

4. Planning

Taunton Deane has passed on planning applications for the Parish Council to consider.

a) Planning Applications for Parish Council Decision

23/13/0004 Demolition of Car Port and Outbuildings, Erection of Extension to Dwelling to Incorporate a Garage with the Construction of a first Floor with Dormer Windows and Raised Roof Pitch at Vickerys, Houndsmoor, Milverton

Councillors will be invited to make a decision on this application

b) Planning Applications for Parish Council Comment

23/13/0002 Alteration of West Porch Doors at St Michaels Church, Parsonage Lane, Milverton

Councillors will be invited to make comments on this application

c) Neighbourhood Plan

The Chairman will provide a report on progress.

d) TDBC's Site Allocations and Development Management Plan Issues and Options consultation

i)SHLAA Consultation

ii) Village Boundary Consultation

iii) Village Sites Consultation

e)Land at Olands

The owner has invited the Parish Council to suggest potential uses for this land. Representative of the School Governors will be present for this item.

f) S106 Monies

g) Other Planning Matters

The Clerk will provide a report about other general planning matters and suggest a date for the next site visit.

5. Creedwell

The Chairman will provide a verbal update.

6. Co-Option of Replacement for Mr Cottrell

Following Mr Cottrell's resignation from the Council members be invited to nominate candidates and will vote to who to co-opt to replace him.

7. Crime

The Police Report for February will be presented.

8. Roads and Footpaths

a) Monthly Footpath Report

Mrs Lumby will report on the footpaths.

b) Monthly Road Report

Members will raise issues of concern.

9. Village Survey

Following the success of last years Creedwell survey the Chairman will lead a discussion about making Parish Council village surveys more frequent.

10. Correspondence

a) For Information

b) For action/Resolution

• Somerset Flood Summit

11. Finance

a) Monthly report

The monthly report will request payments for Salaries, PAYE, Recreation Ground Grant, Dog Bins.

b) Review of Grant Policy

12. Clerk Salary Review (CONFIDENTIAL)
13. Matters to Report

Members are invited to report matters of interest and raise matters of concern for future consideration by the Council.