MILVERTON PARISH COUNCIL MEETING

6th March 2017

7.00pm in the Victoria Rooms Fore Street

FINAL 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 6th February 9th 2017 have been circulated. 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 For Parish Council Decision

4.1.1 23/17/0002 Erection of Single Storey Extension to the Side of 50 Creedwell Orchard Milverton

4.2 For Parish Council Comment

There are no applications for Parish Council Comment

4.3 Other Planning Matters

The Clerk will propose 30th March 2017 as the date for the next planning meeting with a 6pm start..

5.  Public Toilets

The Clerk will report on the current position on the acquisition of the Fore St toilets and the decision of the Recreation Ground Committee about their toilets.

6. Finance Monthly Report

The Council will consider the monthly report and approve payments for a Victoria Rooms grant, Room Hire, Salaries and PAYE.

7. Matters to Report

8. Creedwell

The Vice Chairman will provide a report.

9. Roads and Footpaths

9.1 Footpath Monthly Report

9.2 Roads Monthly Report

10. Jubilee Gardens Contract

The Clerk will report on the works and the quotes for the 2017/18 season

11. Milverton Surgery

Madam Chairman will provide an update

12. Crime

Members will receive and comment on the monthly crime report.

13.  Review of Financial Regulations

The Council's Personnel Committee will report on and make recommendation for the biannual review.

14. Allotments

15. Correspondence

A list will be circulated during the meeting and members may request copies from the Clerk.

Milverton Parish Council

Report of Meeting held 6^th February 2016

Councillors met in the Victoria Rooms at the new regular time of 7pm to discuss a long and varied agenda.

The meeting opened with a question about heavy lorries using Turnpike and whether SCC could be persuaded to change the road priority at the junction with Rosebank Road.

Councillors discussed the proposal to create a new council to cover the area of TDBC and West Somerset Council. They expressed concern about reduced representation, the continued devolution of services and the reliance on technology in an area with the highest average age in the country which had very poor connectivity for both mobile phones and the internet.

Madam Chairman reported that the new NHS Partnership Trust was proposing to open a consultation on the future of the surgery. It was hoped that this would start in February but there was concern that the timetable might slip.

The Clerk reported that he had let a contract for cleaning the toilets in Fore Street and at the Recreation Ground from 1^st February. As this had been during the absence of the Chairman of the Recreation Ground Committee (who was on holiday) he had copied the documents to the Treasurer of the Recreation Ground Committee. The Treasurer had queried the affordability of this commitment and a meeting to clarify the situation will be held when the Chairman returns.

Mr Jenkins reported that the Planning Inspector had rejected the Notaro appeal for Creedwell. The Option to purchase the access has also been signed between Notaro and TDBC with a 120 day deadline running from 20^th January.

The only one item under planning was the felling of two protected trees adjacent to Butts Way. Councillors agreed to their removal after hearing that one had blown down on the 3^rd February and the other was badly diseased.

Councillors discussed the proposal to form a Community Benefit Society for the village. Councillors were sceptical about the concept and the proposal. After some discussion they said that until it was formed and set up with a clear purpose there would not consider it further.

Under matters to report Councillors brought forward concerns about vehicles and caravans being parked on the roadside for long periods. The Clerk will liaise with Police about these.

Mrs Pine reported that hedge clippings had been left obstructing the footpath at Ford Bridge.

The Crime report from PCSO Fyne was light with only a domestic incident and a road traffic collision being reported in January.

The Clerk reported that the large maple in the Jubilee Gardens was due to be felled on 16^th February by Arboricare. It was not proposed to close the path and the contractor would operate an escorted safe passage system for pedestrians.

The Clerk reported that the Twinning Association had submitted a request to install a pergola at the southern end of the Gardens to provide a clear boundary with the car park and protect the roses that had been donated by their French counterparts on Logny. Councillors were broadly in favour subject to an appropriate agreement being drawn up to cover responsibilities and maintenance.

Under Finance the Clerk reported expenditure of £1194 which included a £500 grant for the Victoria Rooms as well as salaries and subscriptions.

The meeting closed at 9:55pm.

Milverton Parish Council Report

January 2017

Milverton Parish Council met on 9^th January to discuss a varied agenda. Unfortunately four Councillors offered apologies due to sickness. The meeting was held at the earlier time of 7pm which most Councillors felt was an improvement. They therefore voted to change Standing Orders to start their future meetings at this earlier time.

Under planning Councillors approved changes to the plans for an extension to a house in Butts Way and supported an application to demolish a cottage in Spring Grove and replace it with a larger property.

The Clerk reported that he had received queries from two residents about TDBC's newly adopted Strategic Allocation Plan. Whilst noting the points made Councillors felt that the questions should be directed to TDBC directly.

The main business was the setting of the Precept for 2017/18. Currently at £14000 (approx £25 for a Band D property) Councillors considered whether an increase would be necessary and if so by how much. They were pleased that the Government had acknowledged the role of Parishes in taking on devolved responsibilities and had decided not to cap Precepts for the coming year.

The Clerk had provided a Work Plan and Estimates which showed that the Council was likely to spend £17500 in the coming year so without an increase would be running a deficit. Whilst much of the increased cost was due to the cost of running of the Fore Street toilets there was also a concern that inflation would start to increase general costs. The Clerk reported that there were also several impending maintenance issues in the Jubilee Gardens and at the allotments as well as a couple of projects that were unfunded. Councillors also noted that several village organisations depended on grant aid and that traditional sources may reduce or cease payments. Under those circumstances it was felt that the Parish Council ought to be in a position to help.

After some debate Councillors reluctantly concluded that a Precept that simply covered known costs would be unwise and therefore unanimously agreed to increase it to £20000. Whilst this represents a 43% increase it is only an extra £10 a year for a D band householder.

Mr Hendy reported that after a meeting in the Jubilee Gardens he had a proposal to sort out the drainage issue and would present a detailed plans and quote for the work to the February meeting.

Mr Hendy reported that the new bench had been installed at the Viewing Area and a generous resident had paid for it as a memorial to his wife.

Mrs Pine reported that SCC was reluctant to accept responsibility for the dead elms in North Street. It was agreed to ask the local Highways Manager for a visit to discuss this and also safety issues at England's Corner where there had been several near misses.

Councillor Wren set out his plans for a meeting of village organisations. As various groups are struggling to recruit new members and committees the purpose is to bring them together to see if they all share common problems and whether they can come up with shared solutions. The meeting will also include presentations on the proposed Community Benefit Society and the Village Emergency Plan. With public services increasingly stretched he hoped that this would be the start of a process to encourage and develop more participation in village life.

Councillors briefly discussed the proposal for a new District Council. The Vice Chairman and Clerk will be attending a briefing at TDBC on 25^th January and the Council will have a detailed discussion at its next meeting on 6^th February.

The Council is hoping to complete the acquisition of the Fore St toilets by the end of the month. It will be engaging a new contractor to maintain them from 1^st February.

The Clerk reported that he had only received one tender for the tree felling and cutting works in the Jubilee Gardens. However it was a reasonable price and Councillors were happy to accept it. The Clerk will now talk to the successful tenderer, Aboricare, and try to schedule the work on a non school day.

The Clerk reported that he had placed a notice about avian flu on the Allotments noticeboard.

Finally Mrs Lumby reported that local BT engineers had traced a fault in the Milverton Exchange which had the potential to disrupt calls for 100 customers. All being well this had been fixed and a warning system set up to signal any further problems.

In December the Council spent £2650 on salaries and PAYE (£780), Grants to the Recreation Ground and PCC (£1600), subscriptions (£90) and room hire (£180).

Gwilym Wren

Clerk to Milverton Parish Council

10^th January 2017

MILVERTON PARISH COUNCIL MEETING

9th January 2017

7.00pm in the Victoria Rooms Fore Street

PLEASE NOTE EARLIER TIME

 

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 5th December 2016 have been circulated. 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 For Parish Council Decision

4.1.1 23/16/0043 Erection of Single Storey Extension with Garage to Front and Alterations to the Access at the Old Police Station Butts Way Milverton (Amended Scheme)

4.2 For Parish Council Comment

4.2,.1 23/16/0039 Replacement of Dwelling Garage and Mobile Home with erection of 1no Dwelling and Detached Garage with Annexe Over at Wilscombe Wood Cottage Milverton

4.3 Other Planning Matters

The Clerk will report on local queries in relation to the TDBC Site Allocations Plan.

The Clerk will propose 4th February 2017 as the date for the next planning meeting.

5.  Precept 2017/18

Councillors will discuss the Council's financial position and set the Precept for next year..

6. Finance Monthly Report

The Council will consider the monthly report and approve payments for Room Hire, Salaries and PAYE.

7. Matters to Report

8. Consultation on Creation of New District Council

Madam Chairman will lead a discussion on how the Parish Council will respond.

9. Public Toilets

The Clerk will report on the current position.

10. Roads and Footpaths

10.1 Footpath Monthly Report

10.2 Roads Monthly Report

11. Jubilee Gardens Contract

The Clerk will report on the tenders received and make a recommendation

12. Milverton Surgery

Madam Chairman will report on the meeting held on 14th December.

13. Creedwell

The Vice Chairman will provide a report if the Appeal decision is known.

14. Crime

Members will receive and comment on the monthly crime report.

15. Revision of Standing Orders

Councillors will consider whether to amend the and the 7:30pm start time as set out in Standing Orders

16. Review of Financial Regulations

The Council's Financial Regulations were adopted in 2013 and are due for a review..

17. Allotments

18. Milverton Telephone Exchange Problems

Mrs Lumby will report on the latest position

19. Correspondence

A list will be circulated during the meeting and members may request copies from the Clerk.

 

Milverton Parish Council Report

December 2016

Milverton Parish Council met on 5^th December to discuss an extensive agenda.

The meeting started with a presentation by Julian Hosking on behalf of the Alive in Milverton group about Community Benefit Societies (CBS) and how one could work in Milverton and the surrounding area. Essentially a CBS operates as a flexible legal entity which can act as an umbrella for a wide range of activities or functions. The scope of its functions is dictated by the Rules it operates under but for example as well as covering people based activities it could also hold and manage assets under an asset lock which effectively prevents their sale or disposal.

CBSs are membership organisations which are managed on a day to day basis by elected Directors and whilst the Directors hold overall responsibility the activities covered activities under its auspices would be managed by members and volunteers. It was suggested that membership be through ownership of shares which should be available for a one off payment at say £15 each but with the proviso that each member was only entitled to one vote regardless of the number of shares owned. One key point that Mr Hosking pointed out was that a CBS would need to pay a fee to set up and this, with other expenses, was likely to be in the region of £1000.

Councillors then discussed the presentation. There were questions about what role a CBS would play in relation to village organisations and the Parish Council. As long as the activities were within the Rules the CBS would be able to offer support to clubs and societies or even take over ownership of assets to coordinate management and fund-raising. Councillors felt that this had potential for widening participation in village affairs and was timely particularly as some village organisations were struggling to find Trustees and committee members. As for the relationship with the Parish Council The Chairman encouraged Councillors to consider the matter over Christmas with a view to having a detailed discussion at the next meeting on 9^th January. It was also agreed to put a detailed piece in the Parish Magazine. TDBC Councillor Gwil Wren said that he had promised to set up a meeting of village clubs and organisations to discuss issues around membership and recruitment and had booked the Victoria Rooms on 9^th February. He proposed that a CBS presentation be included on the agenda and Councillors thought this was an excellent idea.

Under planning Councillors approved a shed in front of the building line at Siskins in Bartletts Lane and supported the felling of a cherry tree in North Street and some amended plans for a property in Silver Street.

Under roads the Clerk reported that following speed monitoring in Wood Street SCC was prepared to install a pole for the Speed Indicator Device to be deployed on a regular basis. Councillors were happy about this a site visit will agree the location.

Under toilets the Clerk reported that he had managed to get a lower quote than that offered by TDBC's new contractors. Councillors therefore reconsidered their decision not to acquire the Fore Street toilets and hope to complete the transfer before the end of January.

The Crime report highlighted that thefts from sheds and outbuildings increased during the winter months and reminded people to be vigilant and lock up their property.

Cllr Mrs Lumby reported that problems with the telephone land lines through the Milverton exchange had arisen again. The problem was identical to the previous one in that calls dropped out or one participant could be heard but the other could not. This was all the more frustrating because the problem was intermittent and if a BT engineer was called and found there was no fault at that time the homeowner would be charged £130. Mrs Lumby reminded the Council that on the previous occasion the fault had been traced to a 'card' in the exchange which carried a random group of numbers, it was therefore easy and cheap to fix but it was proving very difficult to persuade BT to do the work in the exchange and not visit (and charge) householders. One potentially serious issue associated with this was that Piper Alarm systems were dependent on land lines so there was a risk that elderly and vulnerable residents would be unable to call for help if they had this problem on their line. Councillors were sympathetic but felt that those affected just had to keep on complaining and refusing to allow an engineer to call. Hopefully this should yield results.

The Clerk reported a successful allotment meeting on 21^st November which had been attended by 12 plot holders. A variety of issues were raised including burning and dogs using the site. Worryingly there were reports that a youth had been seen with an air rifle on site. It was agreed that the air rifle incident would be reported to the Police and the Council would put in a gate to deter casual access.

Councillor Wren reported that BT was proposing to close the phone boxes at Houndsmoor and Courtfield because they had made a combined total of one call over the previous 12 months. Councillors raised no objection to this.

Given that recent Parish Council meetings had gone on for 3 hours it was proposed to move the start time forward to 7pm. Whilst this can be done on a one off basis a permanent change would require an amendment of the Standing Orders. Although Councillors were receptive to this it was felt that the problem lay with the amount of business rather than the start time. It was agreed that the Chairman and Clerk would have a formal agenda setting meeting to try and streamline the business. It was also agreed that the January meeting would start at 7pm.

In November the Council spent £4176 on toilets (£2246), grasscutting (£1093) and salaries (£610). There were also payments for electrical costs relating to the Vodaphone booster at the Recreation Ground, the Memorial Wreath, gardening and TDBC Planning Officer attendance at meetings.

In matters to report the Council's attention was drawn to two untidy sites and a dangerous structure in the Parish which the Clerk will report to TDBC.

The meeting closed at 10:10pm.

MILVERTON PARISH COUNCIL MEETING
5th December 2016
7.30pm in the Victoria Rooms Fore Street
AGENDA
The meeting will be preceded by a short presentation from Mr Julian Hosking about the a proposal to set up a Community Benefit Society for Milverton.

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 7th November have been circulated. 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 For Parish Council Decision
4.1.1 23/16/00 36 Erection of Outbuilding to the West of Siskins Bartletts Lane Milverton
4.2 For Parish Council Comment
4.2,.1 23/16/0041 Variation of Condition 02 (approved plans) and Condition 06 (obscure glazing) of Application 23/15/0015 at Silver Cottage, Silver Street, Milverton
4.2.2 23/16/0040/T Notification to fell one Cherry Tree within Milverton Conservation Area at Old Halls, North Street, Milverton
4.3 Other Planning Matters
The Clerk will report on the Inspector's Report into the TDBC Site Allocations Plan.
Mrs Pine and Mrs Lumby will report on the Planning Training on Heritage Issues
The Clerk will propose 7th January 2017 as the date for the next planning meeting.
5. Community Benefit Society
Councillors will discuss the proposals.
6.Milverton Surgery
Madam Chairman will seek input to the next meeting with the NHS Trust which will be held on 15th December.
7. Roads and Footpaths
7.1 Footpath Monthly Report
7.2 Roads Monthly Report
8. Public Toilets
The Chairman of the Amenity Committee will lead a discussion on the current situation. The Clerk will report on the quote from Cotford Contract Cleaners
9. Crime
Members will receive and comment on the monthly crime report.
10. Milverton Telephone Exchange Problems
Mrs Lumby will report on the latest issues.
11. Allotments
The Allotment Committee will report back on the recent meeting with plot holders.
12. Telephone Boxes: Houndsmoor and Courtfield
BT is consulting on closing these boxes due to lack of use.
13. Correspondence
14. Creedwell
The Vice Chairman will provide a report on the Appeal Hearing.
15. Start Time of Parish Council Meetings
Councillors will consider whether to amend the 7:30pm start time as set out in Standing Orders
16. Finance
16.1 Monthly Report
The Council will consider the monthly report and approve payments for Toilets, Grass Cutting, Gardening,Salaries, PAYE.
16.2 Precept 2017/18
The Clerk will provide a report on the Council's finances prior to a decision on the 2017/18 at the January meeting.
17. Parish Council Trustee for Victoria Rooms
An invitation has been received to nominate a Parish Council trustee for the Victoria Rooms. Mrs Lumby is the current incumbent and is happy to stand again.
18. Matters to Report

Milverton Parish Council Report

November 2016

Milverton Parish Council met on 7^th November to consider a very full agenda that covered a diverse rage of topics from planning to public toilets.

Councillors discussed two significant planning applications. The first was for Prior Approval to convert an Agricultural Building near Spring Grove Cross to residential use. Councillors voted to unanimously oppose the application and posed several questions to TDBC planners about the proposal and the history of the site.

The second application was for 5 houses in High Street which attracted a lot of interest from nearby residents. Whilst the Parish Council is supportive of small affordable housing developments in the village it did not consider this site suitable as the application made no reference to the Conservation Area or its impact upon it. Councillors also expressed concern about the vague nature of the proposal and the strong possibility of overlooking adjoining properties because of the size and width of the site. As a result Councillors voted unanimously to object to the proposal..

Councillor Jenkins briefed the meeting on the Creedwell Planning appeal which was to be heard the following day. The Parish Council would be supporting the TDBC planning officers but also casting doubt on the value of the Certificate of Lawfulness.

Madam Chairman reported on a useful meeting with the new NHS Partnership that was taking over the Milverton and Wiveliscombe GP practice. Although it was early days the Partnership had employed new staff and was moving to firm up arrangements in other areas. There would another meeting in December and representatives of other parishes with patients at the Practice would be invited.

Councillor Mrs Pine reported that the long awaited repairs and widening of the footpaths around Milverton Court had now been completed by SCC.

Councillors received the latest speed readings from the indicator device in Wood Street, They noted that that speeds recorded meant that Wood Street qualified for inclusion in the SCC Speed Indicator programme. To facilitate this SCC was prepared to install a post and Councillors agreed that this would be a good idea.

Councillor Cotton, the Chairman of the Amenities Committee reported that the asbestos reports on the toilets had been received. They did not reveal any unexpected levels of asbestos but it was acknowledged that any proposed work on the Fore Street toilets would require a new specific survey as well as specialist involvement. Councillors also discussed TDBCs new toilets and street cleaning contractors quote for carrying on the service. The price for both toilets would increase by about 160% meaning the Precept would have to effectively double. Given that TDBC had consistently maintained that it would continue to service the toilets 'at cost' this was a very disappointing outcome. Councillors also recognised that this increase would bring Milverton Parish Council into the Government's proposed capping regime. After some debate about this and the possible implications of village referenda Cllr Mrs Hoyle proposed a motion that the Parish Council could no longer afford to run the Fore Street toilets as public conveniences but would nevertheless be interested in taking on the building for other community uses. This was passed unanimously. It is fair to say that Councillors are extremely disappointed by the recent asbestos revelations and the now steepling costs. These issues plus the fact that the whole business has been dragging on for 3-4 years and just highlights the complete unreasonableness of a higher tier Council cascading services onto very small parishes with extremely limited resources.

Councillors also discussed the development of an Emergency Plan for Milverton which would cover events such as extreme weather which may not prompt an immediate response from the Emergency Services. The Plan has been referred back to the Emergency Committee who will meet on 6^th December with a view to finalising the documents and setting out arrangements for it's wider dissemination within the village.

TDBC Councillor Wren spoke briefly about the roll out of Universal Credit and the need for recipients to claim and maintain accounts on-line. Clearly this raises an issue about support for those without the skills or access to computer equipment or with poor connectivity. He has spoken to TDBC about possible access to the hub computer in the Creedwell Community Rooms and will be working with officers to find the best way to make this work. He is also likely to put out a call for volunteers to help vulnerable residents who do not have friends or family to help with claims and changes of circumstance.

As well as removing the large red maple in the Jubilee Gardens Councillors discussed cutting back the shrubs on the boundaries so that the gardener Lucy Reynolds could get the borders under control again. He was asked to draw up a contract to cover both areas of work.

In October the Council spent £980 on salaries, gardening and asbestos surveys.