ANNUAL MEETING OF MILVERTON PARISH COUNCIL MEETING 11^th May 2015

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. Signing of Declarations of Office
   

All members will sign the Declaration of Office and forms to Register Declarations of interest will be distrbuted.

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 13^th April 2015 have been circulated with the summons to this meeting.

7. Planning
   

a) For Parish Council Decision

23/15/0009 CONSTRUCTION OF 1st FLOOR AT THE ANNEXE, COBBLESIDE, NORTH STREET, MILVERTON

23/15/0008 ERECTION OF A TWO STOREY EXTENSION TO THE REAR OF IVY COTTAGE, HOUNDSMOOR, MILVERTON

23/150010 REPLACEMENT SINGLE STOREY EXTENSION TO EAST ELEVATION AT TANNERS, MILVERTON

b) Other Planning Matters inc Date of next Planning Meeting

8. Creedwell
   

The Chairman will give a brief report.

9. Appointment of Committees 2015/16
   1. Allotment Committee
   2. Emergency Planning
   3. Personnel Committee
   4. Amenities Committee

9. Appointment to Other Committees 2015/16
   1. Twinning Association
   2. Victoria Rooms
   3. Milverton United Charities
   4. SALC Representative
   5. Youth Project
   6. Milverton Trust
   7. Traffic Working Party
   8. Milverton Action Group
   9. Recreation Ground Committee
   10. Wiveliscombe Area Partnership

9. Appointment of Officers 2015/16
   1. Footpaths
10. Cooption of Councuillor
    

As there is a vacancy Councillors will debate the best way of filling it.

9. Crime
   

The Police Report for April will be presented.

13. Footpaths and Roads
    

a) Speed Indicator Device SID (Transfer of Administration)

b) Monthly Report

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. Public Toilets
    

The Clerk will provide a brief report

18. Allotments
    

The Clerk will give a brief report of the recent meeting and the issues raised.

18. Jubilee Gardens
    

The Clerk will report on the interim management arrangements

18. Milverton Parish Council Grant Policy Review: 2015
    
19. Correspondence
    
20. Finance
    

1. Monthly report
   

Payments for Salaries, PAYE, Gardening and legal expenses.

2. Annual Audit
   

The Clerk will report on the progress of the 2014/15 audit.

18. Matters to Report
    

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

Report of Milverton Parish Council meeting 13^th April 2015

Councillors considered a packed agenda in their last meeting before the elections. Thanks and appreciation were given to the four Councillors who are standing down. The longest serving was Rachel Renfree who had been on the Parish Council since 1991 and had been Chairman twice. The others were Eileen McHardy, Ian Gauntlett and Guy Hannaford who had all served 12 years.

It was noted with some disappointment that only three new prospective Councillors had come forward and that as a result there would not be the need for an election. This is the first time for many years that there has not been a Parish Council election in Milverton. In the past these elections have frequently delivered a turnout of 60% one of the the best in the South West. The only bright spot is that the Council will save £700 of election expenses.

Therefore the first task of the new Council will be to co-opt a new member to fill the vacancy and Councillors will discuss this at the Annual Parish Council Meeting on 11^th May.

Under Planning, Councillors used their delegated planning powers to approve application 23/15/0004, an extension to a property in Wood Street. Councillors noted that the development was of sufficient size to attract a charge of £16000 under the provisions of the Community Infrastructure Levy (CIL). TDBC Planning Officer Bryn Kitching explained that the figure was correct but that relief would be available under certain circumstances.

Councillors were aware that Parish Councils are eligible for 10% of CIL payments in their area and the Clerk reported that TDBC had offered training in how this would operate. Councillors thought that this was an excellent idea in what was bound to become an important and probably contentious aspect of local planning.

The item on Creedwell was dominated by traffic issues. It was becoming clear that SCC Highways were only prepared to judge the application on the information supplied when the road widening requirement was removed in 2012. There seemed to be no acknowledgement of the traffic impact away from the Creedwell junction onto Fore Street and an assumption that traffic flowed freely along the B3187 and the presence of on street parking in Silver Street, Fore Street and Sand Street was being ignored. Councillors were told that SCC Highways would be prepared to consider a further traffic assessment if the village cared to commission one – however the costs were expected to be between £3-5000. Unsurprisingly Councillors were incensed at SCC's apparent abdication of its responsibilities and the Chairman, Vice Chairman and Clerk agreed to meet to take the matter forward. TDBC Councillor Gwil Wren agreed to speak to his SCC counterpart James Hunt with a view to getting a meeting with the SCC officers involved.

(NB Since the meeting Notaro has withdrawn its offer of Affordable Housing and is pressing TDBC to determine the application as soon as possible.)

As previously reported SCC has offered to supply the village with its own Speed Indicator Device (SID). These display and record vehicle speeds and make drivers slow down. Before taking responsibility for a device Parish Councils have to sign up to a series of undertakings including training operatives and providing adequate insurance. Parishes also have to have a minimum of 8 qualifying sites but can team up with neighbouring communities to make up the numbers. Councillors were very happy to endorse their previous decision to acquire a SID and invited the local Speed Watch group to take part in the management and deployment of it. The Speed Watch group will consider this and let the Council know.

The Clerk reported that the Triathlon will again use the village. It would be on Sunday 17^th May and a one way system would operate around St Michaels Hill, North Street, Silver Street and Fore Street between 9am and 3pm.

The Clerk also reported on a meeting with TDBC about the transfer of ownership of the toilets to the Parish Council. All but two of the Heads of Terms were agreed and the Clerk is reworking these into a counter proposal. Cllr Wren reported that he would be attending another meeting on 22^nd April to discuss how the extra £80000 allocated by TDBC tow toilet transfer would be distributed. To honour this long running saga retiring Councillor Ian Gauntlet presented the Parish Council with a copy of Clochmerle, a humorous account of a small French town which also had its ups and downs over the provision of public conveniences.

Mr Cotton reported that the Community Defibrillator project was almost complete and was in the process of getting an invoice so that it could be paid for. The Clerk reported that the extra insurance cost would be £26pa.

Following the Milverton Trust request to use the Jubilee Gardens again as part of the Street Fair, the Clerk had drawn up terms for a licence, which would remove the need for annual discussions as long as there were no changes. Councillors were happy with the terms and the Clerk was asked to offer them to the Trust.

Councillors spent some time debating telecommunication and internet issues. Mrs Lumby reported a long running problem with the telephone exchange. Over the last six months over 20 residents of Milverton, Fitzhead and Hillcommon have had problems with calls when they can hear but they cannot be heard by the other party. These breakups have lasted for about an hour before clearing. All the residents had contacted BT who denied it was 'their fault' and in some cases charged the £130 call out fee. Eventually, as a result of extreme persistence and the involvement of a 3^rd party land line provider, BT acknowledged that there was a fault in the exchange and have replaced the broken part. Despite the apparent resolution of the problem Councillors felt that this issue deserved to be escalated. The Clerk was therefore asked to write to BT and Offcom.

Still on the subject of telecommunications Mrs Hoyle reported that several residents had contacted her about housing a Vodaphone base unit. These boost Vodaphone signals up to 500m and would significantly increase and improve signal coverage in the village. Vodaphone would be following this up with a site suitability survey on 14^th May.

Councillors were told that the new Milverton Village website would be demonstrated by the Trust at the Annual Parish meeting on 15^th April. It was hoped that the site would 'go live' in mid May.

The Clerk reported that the Council's regular gardener had suffered a car accident and would be off work for several months. He was asked to find a temporary replacement to cover the gap. Councillors asked for Best Wishes to be sent.

Councillors authorised expenditure of £1569. This included salaries, grants, gardening costs and annual subscriptions.

MILVERTON PARISH COUNCIL MEETING 

13^th April 2015

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 2^nd 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.

The Actions from the last meeting will be considered unless elsewhere on the agenda.

4. Planning

1. For Parish Council Decision

a) 23/15/0004 REPLACEMENT OF DETACHED GARAGE AND ERECTION OF A TWO STOREY EXTENSION TO THE SIDE OF MEDLARS, WOOD STREET, MILVERTON

4.2 For Parish Council Comment

a) 23/15/0005/T NOTIFICATION TO FELL ONE BIRCH TREE AND ONE CYPRESS TREE WITHIN MILVERTON CONSERVATION AEA AT KINGSLAND, NORTH STREET, MILVERTON

5. Creedwell

The Chairman will provide a report on the present situation.

6. Crime

Members will receive and comment on the monthly crime report.

7. Roads and Footpaths

a) Monthly Footpath Report

Mrs Lumby will report on the footpaths.

b) Roads

1. Monthly Report

Members will discuss current road issues.

2. Speed Watch and Community Speed Indicator Device

Members will discuss proposals for a new Speed Camera and taking responsibility for a Speed Indicator Device

III) Taunton Triathlon 2015

8. Public Toilets
9. Community Defibrillator

Mr Cotton will give an update

10. Milverton Trust: Licence for Street Fair to Use Jubilee Gardens

Councillors will consider the terms of a licence.

11. Preston Bowyer Phone Box

Mr Hendy will give an update.

12. Internet

a) Milverton Website

Mr Hendy will give an update

b) Milverton Parish Council Facebook page

Mr Phelps will set out the pros and cons.

13. Telecommunications

a) Mobile Phone Coverage

Mrs Hoyle will report a proposal from Vodaphone to improve local coverage.

b) Landline Problems

Mrs Lumby will report on local connection problems.

14. Annual Parish Meeting

The Clerk will report on the format and agenda items for this year's meeting.

15. Milverton Parish Council Grant Policy: 2015 Review
16. Correspondence
17. Finance

a) Monthly report

The monthly report will request payments for Salaries, PAYE, and gardening

b) Audit 2014/15

The Clerk will set out the arrangements for this years audit.

18. 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.

Milverton Parish Council Report

Meeting held on 2^nd March 2015

14 members of the public attended the March meeting of Milverton Parish Council to participate in the discussion on Taunton Deane's Preferred Sites consultation. Considerable concern was expressed about the prospect of 20 new house in Butts Way because of increased traffic and impacts on the landscape and street scene. Councillors agreed that these impacts would be significant and resolved to reiterate their original comments that Milverton is not suitable for large scale development. Given the village's topography, street layout, traffic flows, landscape setting and designation as an Outstanding Heritage Settlement, small developments of 4-6 houses grouped around the village would be the most suitable method of expanding the housing stock and delivering the right mix of housing to meet the needs of a community that wishes to grow organically whilst retaining its character.

Councillors also discussed the prospect of a small development at Olands. They acknowledged that this was not in the consultation but were aware that the landowner was making a case for inclusion. It was agreed to make a reference to this to check what input the Parish Council might have in the event of this site being included at a later date.

Cllr Wren reported that Taunton Deane Borough Council (TDBC) had recently voted a further £80,000 from reserves to help the transition of public toilets to Parish Councils. He was not aware of how this would be effected but will keep the Council informed.

The Clerk reported that TDBC was steadfastly refusing to replace its broken litter bin on St Michaels Hill. He said he would try again but there had not even been an acknowledgement that the bin belonged to TDBC. Councillors were very unhappy and pointed out that Milverton Council tax payments went to a central pool that provided bins (and toilets) in Taunton but that Parishes were expected to fend for themselves. This double taxation on rural communities is a very vexed question which is being looked at by TDBC at the moment.

Under Creedwell the Chairman reported that the application had been removed from the last Planning Committee agenda at the last minute and looked like being delayed indefinitely. The application had been submitted almost a year ago and Councillors were very unhappy that it seemed to be no closer to resolution. The Chairman said he would write to TDBC to ask why an application that was so obviously under prepared had been allowed to run along for so long.

The Crime report showed a few minor altercations and one incident of failing to keep a dog under control.

Cllr Roger Cotton reported that he had met the electrical contractor and had agreed with the Victoria Rooms where the Community Defibrillator would be housed. He was hopeful that it would be installed fairly soon. Councillors thanked him for his efforts in delivering this asset to the village.

Councillors had visited the Preston Bowyer phone box and its proposed new location at the school. Cllr Robert Hendy had agreed to lead the project to organise its careful removal, refurbishing and remounting.

Councillors approved a grant request for £200 from the Milverton Trust to set up the new Village website. It was anticipated that the Trust would be able to give a demonstration in mid March. Apparently it will be similar to the new Wiveliscombe site and Councillors were invited to have a look to get an impression of how Milverton's will be.

Councillors continued to be frustrated by the slow roll out of Superfast Broadband in the village. The telephone exchange was upgraded in April 2014 and half the village now had access. However, the other half is still on the slower system with no definite date of when that will improve. Councillors simply could not understand why Open Reach, using public money were being allowed to leave a job half finished. Cllr Wren said he would raise the matter again with the County Council but there seemed to be little sense of urgency there.

Councillors were given advance notice that the Election would be called on 16^th March. Several have indicated their intention to stand down, the Council is therefore on the look out for prospective candidates, because an election will ensure it retains its Quality Council status.

The Council spent £554 on salaries and expense in February.

Under matters to report the Clerk was asked to report fly tipping near the old tip, a new road entrance on the Wiveliscombe road and uncovered miscantus trucks showering the village with debris which is blocking drains.

The next meeting, which will be the last before the election, will be held on Monday 13^th April in the Victoria Rooms at 7.30pm. The Annual Parish Meeting will be held on Wednesday 15^th April in the Victoria Rooms at 7pm.

PARISH COUNCIL MEETING 2^nd March 2015

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 2^nd 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.

The Actions from the last meeting will be considered unless elsewhere on the agenda.

4. Planning

4.1 Parish Council Comment

23/15/0001/T NOTIFICATION TO FELL ONE BIRCH TREE WITHIN MILVERTON CONSERVATION AREA AT BEACON VIEW, FORE STREET, MILVERTON

4.2 TDBC SITE ALLOCATIONS AND DEVELOPMENT MANAGEMENT PLANS (SADMP) 2015

TDBC has put this document out for consultation until 16^th March. Councillors are invited to discuss the contents with a view to making a formal response.

5. Creedwell

The Chairman will provide a report on the present situation.

6. Crime

Members will receive and comment on the monthly crime report.

7. Roads and Footpaths

a) Monthly Footpath Report

Mrs Lumby will report on the footpaths.

b) Roads

8. Street Light reductions
9. Community Defibrillator

Mr Cotton will give an update

10. Parish Magazine
11. Preston Bowyer Phone Box

The Clerk will give an update.

12. Milverton Website

Mr Hendy will give an update

13. Mobile Phone Coverage

Mrs Hoyle will report a proposal from Vodaphone to improve local coverage.

14. Milverton Street Fair 2015

The Council has received a request from the Milverton Trust to use the Jubilee Gardens for the Street Fair.

15. Correspondence
16. Finance

The monthly report will request payments for Salaries, PAYE, and gardening

17. 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.

Following the announcement by TDBC that the decision on the Creedwell application had been postponed at the applicants request, the Parish Council has not received any further information about when it is likely to come forward to the Planning Committee.