MILVERTON PARISH COUNCIL MEETING

5^th October 2015

7.30pm in the Victoria Rooms

AGENDA

Civil Contingencies

The meeting will be preceded by a presentation from Lesley Knight of SCC Civil Contingencies Unit.

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 7^th September will be circulated shortly. 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

4.1.1 23/15/0019 ERECTION OF SUN ROOM EXTENSION ON FRONT ELEVATION AT GLENDOWAN, MILVERTON

4.1.2 23/15/0020 NEW SINGLE STOREY EXTENSION TO REAR OF EXISTING GARAGE AT 5 WOODBARTON, MILVERTON

2. For Parish Council Comment

4.2.2 23/15/00022/T NOTIFICATION TO CARRY OUT MANAGEMENT WORK TO 4 BEECH TREES, 3 BAY TREES AND ONE YEW WITHIN MILVERTON CONSERVATION AREA AT THE VICARAGE, PARSONAGE LANE, MILVERTON

4.2.3 23/15/0021/T NOTIFICATION TO FELL ONE HORSE CHESTNUT TREE WITHIN MILVERTON CONSERVATION AREA AT FELTON HALL, PARSONAGE LANE, MILVERTON

The Chairman will report on the outcome of the Urgency committee visit.

2. Other Planning Matters

The Clerk will propose a date for the next planning meeting.

5. Creedwell

The Chairman will provide a report on the present situation and decide whether an extra meeting is necessary before the matter is presented to TDBC Planning Committee.

6. Crime

Members will receive and comment on the monthly crime report.

7. Roads and Footpaths

a)Footpaths

Mrs Pine and Mrs Richardson will report on the footpaths.

b)Roads

The Clerk will provide a brief report.

8. Property Management

The Chairman will provide a report on the benefits of the Council creating a not for profit Community Interest company report on hold its property assets.

9. Correspondence
10. Finance

The monthly report will request payments for Salaries, PAYE, SALC and grasscutting.

11. 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.

Report of Milverton Parish Council Meeting

7^th September 2015

The meeting was preceded by a presentation from Nicky Gibbard who has recently been appointed the Village Agent for the area. Village Agents were created by the Somerset Community Council to help rural communities who have poor access to services. Local Authorities often struggle to extend their remits beyond urban areas and Village Agents can help bridge that gap by helping with such diverse issues from checking benefit entitlements through to disposing of old freezers. Nicky accepts that she does not know all the answers but is able to find someone ho does and that is often the most difficult issue when trying to resolve a problem. Some examples are:

• Helping carers receive support they are entitled to by putting them in contact with agencies and charities like Age UK.
• Arranging for the Fire Brigade to carry out a free smoke alarm test for the over 55s.
• Helping communities survey service provision to help spot gaps and vulnerable groups.
• She also helps to redistribute winter fuel payments that are offered up by those who do not need the money.

The service that Nicky offers is free, confidential and available to everyone of all ages. The Community Council has a website www.somersetrcc.org.uk with a section for Village Agents and these can be accessed from public computers like the one in the Creedwell Community room. She is keen to work closely with Parish Councils and was very pleased to receive the invitation from Milverton. It was agreed that she would be put on the mailing list for agendas and be most welcome at any future meeting. She can be contacted by email on nicky@somersetrcc.org.uk or by phone on 01823 331222 or 07746 340546.

The Council received questions from residents about the Market Cross and speeding traffic. There are increasing concerns about traffic speeds in the village particularly into Sand Street where a recent Police camera picked up 30 drivers exceeding the 20mph limit in three quarters of an hour. There are also concerns about the size of vehicles and the damage that large lorries cause to historic buildings and underground services like drains and electric cables. Councillors acknowledge that these have been long standing problems with the highway authority, Somerset County Council having little interest in improving the situation because of pressing issues elsewhere. However, Councillors did agree to contact SCC again to see what options there were for traffic calming on the approach roads to the village.

Under Creedwell the Chairman reported that the application was unlikely to come to Committee before the end of October.

Several crimes in and around Milverton were reported by PCSO Louise Fyne. These included motor vehicle theft, Actual Bodily Harm and criminal damage.

Following a request to remove the kissing gate on the footpath between High Street and Wood Street the Council and SCC had been trying to establish who owned the land. Since no owner could be found Councillors agreed to remove and store the gate temporarily to see how the path worked with out it. They reserved the right to restore it if it became a rat run for cyclists and motor bikes.

The recent visits to the village by SCC Highways officers was noted with thanks. Several of the issues discussed had been dealt with but others, such as vegetation and the collapsed wall in Butts Way were dependent on cooperation from the landowners.

In relation to the proposed transfer of the toilets to the Parish, the Chairman reported that TDBC had finally responded to the Parish Council's counteroffer in and had roundly rejected it. Councillors felt that this was extremely disappointing and were perplexed as to why TDBC needed to retain a hold on a facility that it had rejected as too expensive. The Chairman agreed to draft a suitable response for circulation and approval.

The Clerk reported that he had recently established that the contractor engaged to look after the Jubilee Gardens had taken a full time job. The gardens were now in some need to tidying up so he proposed contacting the Gardening Club to see if they could tidy it up for winter. He would then tender for gardening and grass-cutting services for the 2016 season.

Under the provisions of the Localism Act local Councils can award themselves the Power of Competence to become involved in or carry out non statutory activities including expenditure to benefit local communities. Milverton Parish Councillors were satisfied that they met the criteria laid down by legislation and and voted unanimously to award the Council the Power.

The Clerk reported expenditure of £1783 in August on salaries, subscriptions, Councillor training, grass-cutting and audit.

Gwilym Wren

Clerk to Milverton Parish Council

PARISH COUNCIL MEETING 7^th September 2015

7.30pm in the Victoria Rooms Fore Street

AGENDA

Village Agent

The meeting will be preceded by an introductory presentation by the new Village Agent, Nicky Gibbard.

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 Acceptance of Office and 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 3^rd August will be circulated shortly. 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 Comment

1. 23/15/00017/T NOTIFICATION TO FELL ONE YEW TREE WITHIN MILVERTON CONSERVATION AREA AT TANNERS, JUBILEE GARDENS, MILVERTON
2. 23/15/0018/T NOTIFICATION TO FELL ONE CYPRESS TREE WITHIN MILVERTON CONSERVATION AREA AT HIGHCROFT, HIGH STREET, MILVERTON

The Chairman will report on the outcome of the Urgency committee visit.

2. Other Planning Matters

The Clerk will provide an update on CIL and SHLAA and propose a date for the next planning meeting.

5. Audit 2014/15

Councillors will feedback on the Clerk's initial report and make suggestions for the final report which will be discussed in October.

6. Creedwell

The Chairman will provide a report on the present situation.

7. Crime

Members will receive and comment on the monthly crime report.

8. Roads and Footpaths

a)Footpaths

I) SCC Adopt A Path Scheme

Mrs Lumby will report on progress

II) Monthly Footpath Report

Mrs Pine and Mrs Richardson will report on the footpaths.

b)Roads

1. Monthly Report

Members will discuss current road issues.

2. Visit with SCC Highways Personnel

The Clerk will provide a brief report on issues discussed and solutions proposed.

3. Speed Indicator Device (SID)

The Clerk will provide a brief report.

9. Public Toilets

The Chairman will report on TDBC's response to the Parish Council's counter offer.

10. Internet

Mr Hendy will give an update on the Milverton Website

11. Allotments

The Allotment Committee will report on the issues raised by its recent visit.

12. Coronation Meadows

Mrs Lumby will suggest that Milverton finds a site.

13. Jubilee Gardens

The Clerk will report on the gardening contract.

14. Power of Competence

The Council will discuss renewing this Power.

15. Correspondence
16. Finance

a) Monthly report

The monthly report will request payments for Salaries, PAYE, SALC and grasscutting.

b) New Bank Account Signatories

The Clerk will finalise signatories for the Nat West and Bank of Ireland Accounts.

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.

Report of Milverton Parish Council Meeting 3^rd August 2015

The meeting opened with questions from the public about hedges encroaching onto the highway in various parts of the village. The Parish Council has arranged a meeting with SCC Highways staff on 20^th August and this will be one of the issues raised.

At the July meeting Councillors had resolved to write to TDBC to try and expedite the negotiations over the transfer of the public toilets to the Parish Council. It had been with considerable reluctance that the Parish Council had agreed to take on the toilets and it had been discussing terms for the transfer since April 2014. Whilst there was agreement in principle Councillors had been irritated by TDBC's stance of wanting to dispose of a costly liability whilst at the same time wishing to retain long term control over the buildings and their use. To bring matters to a head Councillors had made a final offer to TDBC of terms under which it would take on the toilets and requested a reply by 31^st July. Unfortunately there had not even been an acknowledgement of the letter and so the whole deal is now in doubt.

Councillors considered a planning application for an extension to a property in Silver Street using delegated planing powers. After some detailed debate regarding an objection from a neighbour it was decided to approve the application subject to an extra condition relating to an overlooking window.

Councillors were informed that TDBC has sent its latest Site Allocations and Development Management Plan to the secretary of State. It will be considered at an Examination in Public in due course. The Parish Council will be informed and have an opportunity to give evidence.

Following the concerns raised by the Internal Auditor about risk, the Clerk proposed a review of the Council's current arrangements for payroll, receipts and payments, work programme, risk register, training, resilience and cover for the Clerk. Councillors agreed with this and will feedback at the next meeting with a view to holding a detailed discussion in October.

The Chairman reported no further news on Creedwell since June when Notaro asked TDBC to remove the application from the Planning Committee agenda. TDBC had confirmed that it would not go to Committee on 12^th August and the next available date would be 2^nd September.

The Crime Report detailed 3 offences in and around Milverton in July. Mrs Lumby reported that a Police Speed camera in Sand Street had recently identified 30 speeding motorists in an hour one afternoon.

Under Footpaths Mrs Lumby reported the latest SCC Adopt a Path initiative. Volunteers are being encouraged to adopt a footpath. This would entail walking it regularly and reporting issues to SCC. They would also be able to cut back vegetation to keep them open. It was agreed that the Footpath Liaison Officer would operate as the local coordinator.

Mrs Lumby also reported that SCC Footpaths are looking at the damaged footpath bridge at Fordbridge.

The Clerk reported that the road to Nynehead would be closed at Higher Bickley for up to 5 days from 14^th September.

The Clerk reported that he had been given a 'taster' session on the new village website and was ready to start uploading content. However, there was no firm date for it to 'go live'. The managers of the site want to get enough organisations signed up to give it critical mass and the involvement of the Parish Council will go some way towards that, however, the Clerk was nervous about spending time transferring information if there was to be a delay. He will monitor the situation and keep Councillors informed.

Mrs Lumby and Mrs Richardson reported on a successful visit to the allotments. There were one or two minor issues reported although one allotment holder who was present felt that the Council did not take the allotments seriously enough. The Clerk will add allotments to his review of risks.

The Clerk reported correspondence from the new Village Agent for the area, Nicki Gibbard who would like to meet the Council. It was agreed to invite her to the September meeting.

In July the Parish Council spent £1100 on salaries, a notice board for the allotments and the electrical connection for the Community Defibrillator at the Victoria Rooms.

PARISH COUNCIL MEETING 3^rd August 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 Acceptance of Office and 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 July will be circulated shortly. 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

23/15/00015 EXTENSION TO PROVIDE A GROUND FLOOR DINING SPACE, ADDITIONAL FIRST FLOOR BEDROOM AND FIRST FLOOR BATHROOM. NEW GARAGE AT BOUNDARY OF GARDEN AT SILVER COTTAGE SILVER STREET MILVERTON

2. Other Planning Matters

The Clerk will provide an update on CIL and SHLAA and propose a date for the next planning meeting.

5. Audit 2014/15

The Clerk will summarise the actions to be taken to fulfil the Auditors recommendations and report on progress.

6. Creedwell

The Chairman will provide a report on the present situation.

7. Crime

Members will receive and comment on the monthly crime report.

8. Roads and Footpaths

a)Footpaths

I) SCC Adopt A Path Scheme

Mrs Lumby will outline the proposed scheme

II) Monthly Footpath Report

Mrs Pine and Mrs Richardson will report on the footpaths.

b)Roads

1. Monthly Report

Members will discuss current road issues.

2. Parking Problems in High Street
3. Speed Indicator Device (SID)

The Clerk will provide a brief report.

9. Public Toilets

The Chairman will report on the latest situation.

10. Internet

Mr Hendy will give an update on the Milverton Website

11. Allotments

The Allotment Committee will report on the recent visit.

12. Correspondence
13. Finance

a) Monthly report

The monthly report will request payments for Salaries, PAYE, the Allotment noticeboard and gardening.

b) New Bank Account Signatories

The Clerk will finalise signatories for the Nat West and Bank of Ireland Accounts.

14. 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 of Meeting on July 6^th 2015

The Parish Council Chairman, Dr Russell Jenkins welcomed the Council's new co-opted member Mr Derek Cutler. A resident of Creedwell Orchard Mr Cutler runs his own cycle business and is involved in education and safety projects.

The Chairman commented that with only 6 of the 12 Councillors present this was the lowest turn out for a Parish Council meeting in his experience. He also remarked that attendance at Planning Site visits was at a low level, which was a serious concern particularly as the Council had delegated powers to grant planning permission and needed to be able to demonstrate that Councillors were 'fully informed' when exercising this power.

Mr Chambers reported that he had attended a TDBC briefing on the new Community Infrastructure Levy (CIL) which would be applied to all developments over 100 sq m (including extensions). In Milverton the rate would be £125 per sq m and the Parish Council would be entitled to receive 15% or £100 per dwelling whichever was the smaller. The money would be available for village projects to offset the impact of the development.

The Council's internal auditor Mr Nigel Morris gave a brief presentation about this years audit. He raised two issues of concern firstly that a clerical error meant that a VAT claim was £220 short. (This will be corrected in the next claim). Secondly, he was not sure that the Council adequately assessed the risks to itself as a business. He said that the Council needed to provided evidence that, for example, Councillors understand and are able to discharge their role and he was very concerned that there appeared to be an over reliance on the Clerk with no contingency plans or arrangements to cover his absence for any reason. In response the Chairman said that all Councillors do receive training in the role of Councillor and for the Planning function but acknowledged that this needed to be more explicit. Regarding the business risks around the Clerk he was grateful for the matter being raised and undertook that the Council would look into its arrangements as a matter of urgency.

Under Creedwell Councillors expressed frustration at Notaro's continued prevarication.

Mrs Pine reported that the stone bridge supporting the footpath near the sawmill had a crack in the parapet. She will report this to SCC but expressed concern that if the bridge was regarded as unsound it could be closed until repairs were be done, and in the present climate that could be some time.

Councillors debated TDBC's latest terms to transfer the freehold of the toilets. They were exasperated that TDBC was desperate to divest itself of the responsibility but equally desperate to maintain an influence over the building. The point was made that Milverton Parish Council had not sought to take on the toilets but had been coerced into doing so by the threat of closure. Councillors felt that they had made a reasonable offer to take them on and were not inclined to accept the latest TDBC terms. The Chairman will be responding to TDBC shortly with a view to bringing negotiations to a conclusion.

Mr Cotton was congratulated on his success in bringing a Community Defibrillator to the village. It has now been installed at the Victoria Rooms.

Following TDBC's refusal to replace it's bin which had disappeared from St Michaels Hill Councillors reluctantly voted to order a new one at a cost of £350 + VAT.

The Clerk reported that the a new notice board was being erected at the allotments. The Allotment Committee is carrying out its annual visit on 25^th July at 10am.

The Council approved payments for Insurance, Salaries, PAYE, Grasscutting, and Room Hire. The total expenditure for June was £2690.

Following the Vodaphone survey for suitable mobile phone signal boosters, Mr Chambers reported that he has signed to have one installed at the sawmill.

The next meeting will be a Planning Site visit on 30^th July and the next full Council meeting will be on 3^rd August.