Present

Parish Cllr Rosemary ap Rees (RR; Chairman), Jenny Short (JS; Vice Chairman); Ann Crowcombe (AC) and Douglas Wilson (DW).

In Attendance

Sandrine Vaillant (SV; Clerk), Gloria Cawood (County Councilor), PCSO Nikki Housley, PCSO Beat Manager Daren Pearson and 4 members of the public.  

1

APOLOGIES FOR ABSENCE

Actions

1.1

Apologies were received from Mark Snelson (MS) and Max Edgar (ME).

2

DECLARATION OF INTEREST

2.1

No interest was declared.

3

AGREEMENT OF MINUTES OF MEETING HELD ON 11^TH OCTOBER 2010

3.1

The minutes of the meeting held on 13^th December 2010 were agreed to be a true and accurate record of the meeting held, with the amendment that the next meeting would be held in January 2011, not 2010.  

4

MATTERS ARISING FROM PREVIOUS MINUTES

4.1

(4.1) Website – Clerk has issued a letter of thanks to Mr. Webster. Action complete.

4.2

(4.3) Footpath through the pony paddock – JS has sent an email to enquire as to whose responsibility it is to ensure the footpath is accessible as the ownership of the field has recently changed. Waiting for response. 

4.3

(4.4) Rat Problem – Letter to be distributed to villagers. AC has been in contact again with Ian Parkman of Pest Control who promised to forward a draft letter the following day. Clerk to publish article in Grapevine once a draft letter has been obtained.

Mr Parkman advised that he had again visited the village upon receiving another complaint from a resident and but has still not found any proof of rats.

AC/SV

4.4

(4.5) Defibrillator – Response to the grant request is still awaited from M. Eavis.

Clerk also confirmed that the Council could apply for a lottery grant and a draft application was submitted. It was unanimously agreed to submit the application.  

Clerk to invite Mr Setter from AED Locator to do a presentation in March/April, by which time a response should have been received from The Lottery.

SV

4.5

(4.6) Lighting Issues – Following SCC’s response to the lighting problem at Crane Cottage, Clerk has re-issued a letter pointing out that the problem had been brought on by a recently installed post and asking for their cooperation to rectify the problem. Awaiting response.

Clerk also advised having contacted Mr Paget from Elm Cottage with regards to the new lamp post. An engineer had been on site and reported that there was no other place to put the lamp post. Action complete.

5

OPEN MEETING

5.1

Chair declared the meeting open to the public.

5.2

Pete Reakes asked whether the parish would like the electricity to be left connected into the phone box at this stage, whilst Highways’ contractors are undertaking works on the lamp posts nearby. However, it was agreed to let the contractors disconnect the supply to the box as the emplacement of the defibrillator is not certain.

Mr Reakes also advised to find out the price of electricity supply necessary for the heated cabinet in the telephone box from a PC who already has a defibrillator as the running costs could be prohibitive if the supply is not metered.

SV

6

CLLR GLORIA CAWOOD’S MONTHLY REPORT

6.1

G Cawood ran through her report highlighting the following issues:-

• Coleford Recycling centre and petition against closure;
• Closure of Libraries and petition against reduction of mobile libraries;
• Emptying of wheelie bins during the wintry spell
• Parish Warden Scheme

7

PCSO

7.1

Monthly Report – Nikki Housley and Darren Pearson, new beat Manager for Shepton & Wells, introduced themselves. They had nothing further to report.

7.2

Cuts to services / Police Budget – Clerk confirmed having received a phone call before Christmas from Inspector Mark Nicholson of Mendip Police who advised that the front office at Shepton Mallet police station would be closed with immediate effect. The nearest places for the public to report a problem in person are Wells or Frome. Usual telephone numbers and website addresses are still in place.

In order to keep a link with the public, PC Pearson suggested organizing monthly meeting days when a police vehicle would visit the village as an opportunity for residents to meet them and report issues as necessary. Date to be published in the Grapevine; Clerk to advise Chris Brown.

G. Cawood also suggested that Police Liaison Meetings between the local PCSOs and neighborhood watch groups be organized on a regular basis, as set up in Frome.

SV

7.3

Police Budget – Clerk reminded councilors of the on-line survey regarding the budget cuts at www.consultation.avonandsomerset.police.uk which is opened until 14^th January 2011.

8

PLANNING

8.1

Latest status of existing planning applications/decisions – Clerk advised that application 2010/2691, in Dean, had received planning permission.

8.1.2

Planning Application 2010/3044 Stotts Transport Services - Clerk advised that the application had been resubmitted and that an extra meeting may have to be held.

9

FINANCE

9.1

Financial Statement – Financial Statement to 9^th January 2011 was agreed and signed.

9.2

Clerk’s Salary & Expenses – Clerk’s invoice dated 10^th January 2011 was agreed. Cheque #517 was signed.

10

ADOPTION OF STANDING ORDERS

10.1

Proposed Standing Orders were circulated by email prior to the meeting. The following was discussed:-

• Item 1e; Length of time the meeting is opened to the public - It was agreed to leave it at 10mins, taking into consideration that it is at the chairman’s discretion and could be allowed to run further should it be necessary.
• Item 1s – Clerk to contact Peter Lacey about wording of close. Should it read the Chairman ‘must’ vote, or ‘may’ vote?

Standing Order to be agreed at next meeting.

SV

11

GRIT BINS

11.1

Clerk was advised last week by Highways that all bins had been replenished. 

11.2

Chair advised that requests for additional bins to be placed in Lower Crane Cottage (x1) and in East Cranmore (x1) had been received from Residents. Following discussion, it was agreed to also approach All Hallows School to assess whether a bin in the road leading to the school is also needed, and whether they would be ready to share the cost of it with the parish.

Decision to be made next month about the final number of bins to be ordered, following budget review/affordability assessment.

RR

SV

13

SALC/NALC

13.1

A newsletter is included in the Correspondence file giving details of key points in the Localism bill for which workshops will be organized soon.

14

HIGHWAYS & FOOTPATHS

14.1

Clerk tabled an email received from SCC regarding nominated footpaths officers required as contacts to work with SCC. Clerk to continue being the main point of contact.

SV

14.2

Clerk also tabled a letter received from SCC regarding the installation of a gate on public footpath SM4/22 in Dean. JS to contact officer to query other end of the footpath, connected with path discussed under item 4.2 above.

JS

15

MEETINGS ATTENDED / TO BE ATTENDED

15.1

Parish Forum - AC to attend; Clerk to forward agenda when received.

AC/SV

15

CORRESPONDENCE 

15.1

JS tabled a letter from the Memorial Hall Committee for the application of a grant. To be discussed at next meeting.

RR to approach other organizations in the village to ask them to forward formal requests. 

RR

15.1

Correspondence circulated by email before the meeting:-

• January Grapevine
• Winter Weather update from Somerset Waste Partnership
• Police Budget 2010/2011
• Weekly Rural Digests
• Cllr G. Cawood monthly reports for December and January
• Police District Commander Newsletter

15.2

Correspondence circulated by hard copy after the meeting:-

• Parishes information Bulletins; January 2010
• SALC Newsletter; Localism Bill
• Christmas card from MDC
• Letter from Department for Culture, Media & Sport; Queens’ Diamond Jubilee
• Copy of email from SWP’s Recycle for All it’s Worth campaign
• Copy of correspondence issued.
• Mendip Rural Beat Manager Darren Pearson card

16

DATE & TIME OF NEXT MEETING

16.1

The next meeting will be held on 14^th February 2011 at 7.30pm.

Present

Parish Cllr Rosemary ap Rees (RR; Chairman) Parish Cllrs: Max Edgar (ME), Jenny Short (JS; Vice Chairman); Ann Crowcombe (AC) and Mark Snelson (MS).

In Attendance

Sandrine Vaillant (SV; Clerk), Mr Langdon (representative for Stotts Transports Services) and 4 members of the public.  

1

APOLOGIES FOR ABSENCE

Actions

1.1

Apologies were received from Douglas Wilson (DW).

County Councilor Gloria Cawood advised that she would be unable to attend due to conflicting meetings.

2

DECLARATION OF INTEREST

2.1

AC declared a non-prejudicial interest in the Planning Application.  

3

PLANNING APPLICATION 2010/3044; STOTTS TRANSPORT SERVICES – ERECTION OF A STEEL PORTAL FRAME BUILDING

3.1

Mr Langdon, representative for Stotts Transport Ltd, briefly summarized the application and explained background to it:-

Due to business diversification, Stotts Transport Services are applying to erect a steel portal frame to form a secure storage yard, to be leased as storage space.

A discussion and a Q&A session followed to assess the following points:-

• Access, operations and vehicle movement should stay within the existing transport business.
• No changes to planned numbers of parking spaces within the overall site.
• It was advised that there was no limit to the number of vehicles visiting the site at the moment, but there were limits in opening hours, currently 6am-7pm.
  Mr Langdon believes the new operations would follow those opening hours.
• With regard to structure, it was confirmed that permeable drainage and standing would be used on the yard, to work with the current environmental structure of the land

In order to minimize future disruptions to local residents, AC would like a time limit to be put on the new yard with regard to allowed use and traffic of lorries (to match that of the current operation hours of the site; 6am-7pm).

3.2

RM proposed to support the planning application with a condition that any secondary operator adhere to the current working hours. ME seconded. Unanimously agreed.

3.3

Following request by the parish, Mr Langdon advised that Stotts Transport would be happy to organize a visit of the site for the council’s benefit. Clerk to issue a letter.

SV

The meeting was closed.

Present

Parish Cllr Rosemary ap Rees (RR; Chairman), Jenny Short (JS; Vice Chairman); Ann Crowcombe (AC), Max Edgar (ME), Mark Snelson (MS) and Douglas Wilson (DW).

In Attendance

Sandrine Vaillant (SV; Clerk), Gloria Cawood (County Councilor) and several members of the public.  

1

APOLOGIES FOR ABSENCE

Actions

1.1

All councilors were present.

Apologies were received from Nick Housley, PCSO.

2

DECLARATION OF INTEREST

2.1

AC declared a non-prejudicial interest in planning application 2010/3044 Stotts Transport Services.

3

AGREEMENT OF MINUTES OF MEETING HELD ON 10^th JANUARY 2011

3.1

The minutes of the meeting held on 10^th January 2011 were agreed to be a true and accurate record of the meeting held.  

4

MATTERS ARISING FROM PREVIOUS MINUTES

4.1

(4.2) Footpath through the pony paddock – JS to assess responsibility for maintenance.

JS

4.2

(4.3) Rat Problem – Article issued in the last edition of the Grapevine. Action complete.

4.3

(4.4 & 5.2) Defibrillator – Grant application was not submitted as further information and quotes will be required before a final sum of money can be requested. Clerk to continue with investigations.

Clerk to invite Mr Setter from AED Locator to do a presentation in March or April.

SV

SV

4.4

(4.5) Lighting; Lamp post at Crane Cottages – SV to speak to P. Bennett, SCC Lighting Engineer, to discuss unsatisfactory answer to the problem. Clerk to email copy of letters to CG for additional support.

AC stated that lamp post in Waterlip had not been repaired. SV to chase up.

SV

SV

SV

4.5

(7.2) PCSO visits to the village – Clerk confirmed having informed Chris Brown that PC Pearson would be contacting her to organize. Action complete.

4.6

(10.1) Adoption of Standing Orders – See item 10 below. Action complete.

4.7

(11.2) Grit Bins – See item 9.4 below. Action complete.

4.8

(14.1) Footpaths Officer – SCC were advised that Clerk would remain main point of contact. Action complete.

4.9

(14.2) Installation of gate on Footpath SM4/22 in Dean – JS to contact officer to query other end of the footpath. Ongoing.

JS

5

OPEN MEETING

5.1

Chair declared the meeting open to the public.

5.2

Parking outside bus stop – Visitors to the Strode Arms are ignoring the ‘bus stop’ signs and parking by the railings outside the pond and on both sides of the road, thereby blocking the bus route. Clerk to enquire with Highways as to possible solutions (additional ‘bus in operation 24 hours/day’ signs or double yellow lines).  

SV

5.3

Residents asked the PC whether a ‘Beware Children’ sign could be erected on Cooks Lane, by Crane Cottages and the exit from Jills Close (near 30mph road sign).  

SV

6

CLLR GLORIA CAWOOD’S MONTHLY REPORT

6.1

GC reported on meetings attended and updated council on current issues in the District.

6.2

Land between Dean and Cranmore Cottage – GC has spoken to enforcement officer at SCC and asked PC to write regarding the numerous huts and vehicles on the site. Clerk to draft with the help of JS.

SV

6.3

Land between school and Crane cottage, linking to Jills Close – The Community Group has asked if some hard standing could be built for cars when there is an event. GC believes that the land currently belongs to SCC but that there may be an opportunity for the PC to take ownership if desired. Clerk to put on the agenda for next month.

7

PCSO

7.1

Monthly Report – Chair read statement from PCSO which was emailed before the meeting. Nothing further to report.

8

PLANNING

8.1

Latest status of existing planning applications/decisions – Nothing to report.

8.2

Planning Application 2010/3044; Stotts Transport Services – The clerk updated the council on the current situation with regards to the siting of the proposed new building.  ME proposed that the council stands by its approval as per the last planning meeting, as long as that the previous planning application referring to the HGV service and offices is revoked. AC seconded. Unanimously agreed.

SV

9

FINANCE

9.1

Financial Statement – Financial Statement to 13^th February 2011 was agreed and signed.

Cheque for Jill Close – Clerk to check which of the two cheques issued was banked and cancel the other.  

SV

9.2

Clerk’s Salary & Expenses – Clerk’s invoice dated 14^th February 2011 was agreed. Cheque #518 was signed.

9.3

Councillor Mileage Claim – AC’s mileage claim for attending Quality Council Training Day was agreed. Cheque #519 was signed.

9.4

Purchase of two additional grit bins – RR stated that the school had pledged to reimburse the council in full if a grit bin was purchased. Clerk also confirmed that there were enough fund to purchase; JS proposed to buy two bins, MS seconded. All agreed.

Clerk to proceed with the purchase of the two bins, and invoice the school once they have been installed.

SV

9.5

Clerk’s workshop – It was unanimously agreed for Clerk to attend a SALC workshop to update on proposed Localism Bill and other Account matters.  

9.6

Council Insurance – The Village Hall Committee are currently undertaking a review of their insurance provision, and it was queried what was covered by the Council’s insurance and the Hall insurance, in order to avoid doubling up and paying for cover already in place. Clerk to liaise with Hall Committee to assess (particularly with regards to the buildings and village fete).

SV

10

ADOPTION OF STANDING ORDERS

10.1

Following the discussions held at the last meeting, the Clerk updated the Council with regards to Item 1s (voting). It was unanimously agreed to adopt the standing orders.

SV

11

INTERNAL AUDIT

11.1

Chair advised that Paul Treby usually carried out the internal audit. RR to email contact details to Clerk, who will in turn contact Mr Treby to organize the internal audit.

RR/SV

12

LOCAL FLOODING SURVEY

12.1

A discussion took place and a detailed report was tabled by residents who experienced severe flooding in recent years. Clerk to draft response and email to Councillors prior to returning to SCC.

Clerk to also ask what course of action SCC are planning on taking once the survey is received.

SV

SV

12.2

AC advised that flooding instances had occurred in Doulting in the past, and that the problem had been resolved by employing someone to clear problematic areas.

13

SALC/NALC

13.1

Next East Area meeting will be on 7^th March 2010 at Leigh On Mendip Memorial Hall. Clerk advised that she would be attending; MS will try to attend.

SV/MS

14

HIGHWAYS & FOOTPATHS

14.1

Clerk advised of temporary road closure in Wanstrow, for 5 weeks starting 28^th February.

15

MEETINGS ATTENDED / TO BE ATTENDED

15.1

AC attended the Parish forum and reported on the following subjects:-

• Home improvement agency set up to help senior citizens to maintain houses (help available from £10 per hour; not means tested).
• Dog control orders.

15.2

It was agreed for AC to attend a meeting on Allotments; £16 cost to be shared with Doulting.

16

CORRESPONDENCE 

16.1

Correspondence circulated by email before the meeting:-

Weekly Rural News Digest; National Highways and Transport Survey; Sort It Plus, Mendip roll out; Gloria Cawood monthly report; Email from Alzheimer’s Society; Latest on future of Coleford HWRC; MDC online planning Survey.

16.2

Correspondence circulated by hard copy after the meeting:-

Mendip Local Development Framework; Core Strategy Consultation; Parishes information bulleting, February & March 2011; Your Mendip, spring 2011; Granted planning applications for apps 2010/2960 & 2961 (31 Waterlip); Letter from SCC re. reduction in Youth Provision 2011/12; Letter from West Mendip Sector Neighbourhood Inspector Mark Nicholson; The playing Field, Winter 2011/11.

17

DATE & TIME OF NEXT MEETING

17.1

The next meeting will be held on 14^th March 2011 at 7.30pm.

Present

Parish Cllr Rosemary ap Rees (RR; Chairman), Jenny Short (JS; Vice Chairman), Ann Crowcombe (AC), Max Edgar (ME) and Douglas Wilson (DW).

In Attendance

Sandrine Vaillant (SV; Clerk) and 3 members of the public.  

1

APOLOGIES FOR ABSENCE

Actions

1.1

Apologies were received from Mark Snelson (MS).

GC also advised that she would not be attending the meeting.

2

DECLARATION OF INTEREST

2.1

AC declared a non-prejudicial interest in Planning Application 2010/3044; Stotts Transport Services.

3

AGREEMENT OF MINUTES OF MEETING HELD ON 10^th JANUARY 2011

3.1

The minutes of the planning meeting held on 28^th January were agreed to be a true and accurate record of the meeting held. JS proposed, ME seconded, unanimously agreed.

3.2

The minutes of the meeting held on 14^th February 2011 were agreed to be a true and accurate record of the meetings held (AC proposed, DW seconded, unanimously agreed) with the following amendment:- 

• Item 12.2 should read ‘Waterlip’ instead of ‘Doulting’.

4

MATTERS ARISING FROM PREVIOUS MINUTES

4.1

(4.3) Defibrillator – Clerk to pursue.

SV

4.2

(4.5) Lighting; Lamp post at Crane Cottages – Clerk has spoken to the officer at SCC who confirmed that as the land around the properties at Crane Cottages was not adopted and there was nothing they could do. Action complete.

Lamp post in Waterlip – Clerk reported confusion between SCC, their contractors and MDC over responsibility for the lamp post. Clerk to pursue.

SV

4.3

(4.9) Installation of gate on Footpath SM4/22 in Dean – JS reported that an agreement had been reached between the owners of the fields on either side to install a kissing gate. Action complete.

4.4

(5.2) Parking outside bus stop – The problem has been reported SCC. Response awaited.

4.5

(5.3) ‘Beware Children’ sign – Request has been reported to SCC. Response awaited.

4.6

(6.2) Land between Dean and Cranmore Cottage – JS explained the situation. A copy of the letter issued by Mrs de Viggiani was copied to the council; clerk to circulate.

Clerk to write to MDC to request they investigate and report on any development.

SV

SV

4.7

(9.1) Cheque for Jills Close - Clerk confirmed that one cheque had been cancelled, as reflected on this month’s Financial Statement. Action complete.

4.8

(9.4) Additional Grit Bins – Two bins have been ordered (£131.67 each) to be delivered to MS. Clerk to raise invoice for the school once invoice has been received.

SV

4.9

(9.6) Council Insurance – A meeting attended by JS (Jill’s Close) and SV (PC) was organised to look into rationalizing the Insurance policies held by all groups using the village facilities; however, it was confirmed that full cover was needed for the activities/events organized by all groups. Action complete.

4.10

(11.1) Internal Audit – Clerk has contacted Mr Treby who agreed to undertake the internal audit once the Annual Return has been completed. Clerk to co-ordinate.  

SV

4.11

(12.1) Flooding Survey – Clerk to complete and return to MDC after circulating to MS for approval. MS to draft letters to David Corp and General Manager at the Railway.

SV/MS

5

OPEN MEETING

5.1

Chair declared the meeting open to the public. Nothing was reported.

6

CLLR GLORIA CAWOOD’S MONTHLY REPORT

6.1

GC not in attendance. Nothing further to report.

7

PCSO

7.1

The community vehicle will be in the village on Thursday 6^th April 2011, between 6-7pm. Clerk to advertise on notice boards, website and Grapevine.

SV

8

PLANNING

8.1

Latest status of existing planning applications/decisions – Nothing to report.

8.2

Planning Application 2010/3044; Stotts Transport Services – Following confirmation that the footprint of the building was moved so that it overlaps the footprint of the building for which approval was previously granted (HGV service and offices), RR proposed to recommend approval with a condition that any secondary operator adhere to the current working hours. EW seconded, unanimously agreed.

8.3

Mendip Local Development Framework; Draft Core Strategy – AC to attend consultation meeting in Shepton Mallet on 23^rd March and draft response letter on behalf of the council. Letter to be circulated prior to issue.

Local Village Plan – Clerk to check when the plan was adopted and the procedures, as it will be given more weight within Mendip’s proposed Framework and should the Localism Bill be passed.

AC/SV

SV

9

FINANCE

9.1

Financial Statement – Financial Statement to 13^th March 2011 was agreed and signed.

9.2

Clerk’s Salary & Expenses – Clerk’s invoice dated 14^th March 2011 was agreed. Cheque #520 was signed.

9.3

Parish Council PAYE Registration – The Clerk explained the new HMRC requirements and having written to register the PC as employer. Further details to be issued in April.

Employer’s Liability cover – AC advised to check the current insurance cover to ensure it includes Employer’s Liability, and steps to follow as an employer. Clerk to check.  

SV

9.4

SALC Invoice for Clerk’s workshop – Invoice dated 9^th February 2011 was agreed. Cheque #521 was signed.

9.5

SALC – Invoice for affiliation fee for year 2011/12 was agreed. Cheque #522 was signed.

9.6

SLCC – Clerk advised that as Ashwick had paid for their clerk’s membership in January, SLCC had agreed to combine all 3 councils (Leigh On Mendip, Cranmore and Ashwick) under the one membership for one Clerk.

10

LAND BETWEEN SCHOOL & CRANE COTTAGES

10.1

GC not present. To be discussed next month.

SV

11

RECYCLE FOR ALL ITS WORTH

11.1

It was agreed to display the information in the notice boards.

Clerk to send a courtesy reply to advise of the Council’s support.

SV

13

SALC/NALC

13.1

Clerk reported that the main topics discussed were the Localism Bill and its possible implications if passed, and PAYE.

14

HIGHWAYS & FOOTPATHS

14.1

AC informed that a parishioner had reported a lay-by having been filled in with soil from a nearby field in Withy Wood Lane. Clerk to report.

SV

15

MEETINGS ATTENDED / TO BE ATTENDED

15.1

The following meetings are to be attended:-

• AC to attend planning meeting at MDC re. Core Strategy.
• Quarry meeting; 23^rd March 2011. RR to attend.
  AC asked if RR could enquire about the quarry cleaning the road and the signs in Waterlip, as well as reminding them about speeding.
• Tolworth Liaison Meeting, 23^rd March. RR to attend.

AC

RR

RR

16

CORRESPONDENCE 

16.1

The Clerk read/distributed the following correspondence during the meeting:-

• Letter from Sheila Wheeler.
  Clerk to contact SCC to enquire what services other villages had proposed to take on following the budget cuts.
• Elections
• Wickstead playground inspection

SV

16.2

Correspondence circulated by hard copy after the meeting:-

• All About Councils leaflet
• Your Mendip Spring 2011
• Copy of Mrs de Viggiani’s letter
• Copy of Sheila Wheeler’s letter dated 8^th March

17

DATE & TIME OF NEXT MEETING

17.1

The next meeting will be held on 11^th April 2011 at 7.30pm.

JS presented her apologies for the next meeting.

Present

Parish Cllr Rosemary ap Rees (RR; Chairman), Ann Crowcombe (AC), Max Edgar (ME), Mark Snelson (MS) and Douglas Wilson (DW).

In Attendance

Sandrine Vaillant (SV; Clerk), GC (GC; County Councillor – in part) and 3 members of the public.  

1

APOLOGIES FOR ABSENCE

Actions

1.1

Apologies were received from Jenny Short (JS).

2

DECLARATION OF INTEREST

2.1

No interest was declared.

3

AGREEMENT OF MINUTES OF MEETING HELD ON 14^TH MARCH 2011

3.1

The minutes of the meeting held on 14^th March 2011 were agreed to be a true and accurate record of the meetings held with the following amendment:- 

• Action to item 4.11 should read ME, not MS.

4

MATTERS ARISING FROM PREVIOUS MINUTES

4.1

(4.1) Defibrillator – Clerk has spoken to AED Locator who have offered to attend next month’s meeting to do a presentation on the unit and answer question about fund raising, running costs, etc. MS agreed to lead the project.

4.2

(4.2) Lamp post in Waterlip – The light has now been fixed. Action complete.

4.3

(4.3) Installation of Gates on Footpath SM4/22 – Clerk tabled letter from SCC confirming three gates are to be installed. Action complete.

4.4

(4.4) Parking outside bus stop – RR and SV met with Jeff Bunting of SCC who agreed:-

• White line to be painted outside the pond to deter people from parking where the bus turns (lead in time 4 weeks)
• Beware Children sign on Stocks Lane (lead in time 8-10 weeks)
• ‘Pedestrians’ signs on Piers Road and outside Railway (lead in time 8-10 weeks).

AC reported that a bus driver asked that the hedge on the corner could be cut back. DW agreed to cut back.

DW

4.5

(4.6) Land between Dean and Cranmore Cottage – Clerk has written to MDC to request they investigate and report on any development. Action complete.

4.6

(9.4) Additional Grit Bins – Invoice has been raised for All Hallows School. MS is in communication with Highways to agree the location of the new bins.

4.7

(4.11) Flooding Survey – Clerk drafted and circulated the survey, which is now ready to be returned to SCC.

SV

4.7.1

Flooding – Following on from the survey, ME has drafted a letter to be issued to Jerry West of East Somerset Railway to organize a meeting and progress the remedial works to prevent reoccurrence of flooding in the area.

SV

4.8

(8.2) Visit of Stotts site – Clerk to Contract Chris Langdon to enquire as to the possibility of organising a visit of the site, as discussed at the extra planning meeting held in January.

SV

4.9

(8.3) Mendip Local Development Framework; Draft Core Strategy – A response was submitted to MDC, a copy of which is included in the correspondence file. Action complete.

4.10

(8.3) Local Village Plan – Chair to report on progress at Annual Meeting; item to be included in the agenda every other month thereafter.

4.10.1

Village Design Statement – The council agreed that there was no need for a separate Village Design Statement and that references to planning and design were included in the Village Plan. 

4.11

(9.3) Employer’s Liability Cover – Clerk confirmed that the parish’s cover included Employer Liability. Action complete. 

4.12

(10.1) Land between Old School House and Crane Cottages – It was agreed with GC when she arrived that this would be put on the agenda again at the June meeting.  

4.13

(14.1) Lay-by in Withy Wood Lane – RR stated she believed several lay-bys had been cleaned out and resurfaced. However, Clerk to enquire with Highways about the lay-by just past the main entrance which has been filled, and relocated to the opposite side of the road.

SV

4.14

(15.1) Meeting with Quarry & Speeding by lorries – Wainwright are denying that lorries are speeding, and stated that the lorries did not belong to Wainwright, but to the drivers who were responsible. However, it was advised that speeding lorries should be reported straight away, taking the lorry’s number and time, so that meters can be checked as soon as possible.

5

OPEN MEETING

5.1

Chair declared the meeting open to the public. Nothing was reported.

6

CLLR GLORIA CAWOOD’S MONTHLY REPORT

6.1

GC apologized for not circulating monthly report before the meeting. The following was discussed:-

• GC thanked all councilors for their work on the council over the last 4 years.
• Lights in Crane Cottage - Residents are happy to accept responsibility for an additional light to the private part of the garages and walkway.
• Update on the Recycling Centres, charging and reduced opening times.
• Advance warning of consultation due to circulate re. RUH going for Hospital Trust status.

7

PCSO

7.1

Community Vehicle Visit - It was noted that despite advertising the visit of the vehicle on the notice board, not many residents had attended. It was agreed to publish articles in the Grapevine to reach the wider community. PCSO to email a list of future dates for early planning.

8

PLANNING

8.1

Latest status of existing planning applications/decisions – Clerk advised that no decision has been made yet on Planning Application 2010/3044; Stotts Transport Services.

8.2

Planning Application 2011/0412; 16 Crane Cottages –

Mr Watts, agent for the applicant, gave background information to the application, stating that the proposed building is to be used for parking and storage, with ancillary office.

Clerk tabled two copies of letters of objections from opposing neighbours.

It was queried whether the garage and study could be used as a home without further planning application. Mr Watts stated that this could be prevented by putting planning conditions to the applications.

After study of the plans and discussion, ME proposed, MS seconded, and it was unanimously agreed to recommend refusal of permission for the following reasons:-

• The proposed building is a very large space and could easily be lived in (perhaps without the need for further planning permission).
• The proposed building is significantly obstructing the views of neighbours across the road, and overshadowing the road;
• The proposed building is actually sited nearer to the neighbours properties than the applicant’s property. Perhaps if the applicant moved the building nearer to his property, there would be less impact to the neighbors.
• This would set precedent for the other properties nearby (The parish appreciates there are sheds at the bottom of the other gardens, but this construction is very substantial)

9

FINANCE

9.1

Financial Statement – Financial Statement to 31^st March 2011 was agreed and signed.

9.2

Final Accounts – All account were agreed and Annual Return was signed.

9.3

Clerk’s Salary & Expenses – Clerk’s invoice dated 11^th April 2011 was agreed. Cheques #523 was signed and #524 (HMRC tax proportion) was signed.

9.4

Glasdon’s Invoice for Grit Bins (x2) – Glasdon’s invoice No 43067 was agreed. Cheque #525 was signed.

9.5

Mr Collins (Footpaths & Stiles clearance) – Invoice dated 9^th March 2011 was agreed. Cheque #526 was signed. Clerk to issue with letter asking if Mr Collins was happy to continue with the clearance and repair work in 2011.

SV

9.6

Grant to Bartholomew’s Church – PC agreed to grant £500. Cheque #527 was signed.

9.7

Grant to Memorial Hall – PC agreed to grant £150. Cheque #528 was signed.

9.8

Grant to Methodist Chapel – PC agreed to grant £100 to help towards the organ repair. Cheque #529 was signed.

10

RISK ASSESSMENT & ASSETS

10.1

RR agreed to undertake the risk Assessment with SV over the month.

SV/RR

11

WASTE PLANNING CONSULTATION

11.1

The email consultation was circulated, which was filled in by several councillors.

12

SALC/NALC

12.1

Nothing to report.

13

HIGHWAYS & FOOTPATHS

13.1

Footpath in Field off Jill’s Close – It was reported that the field had been sprayed with weed killer, which was not characteristic with the current keeping of the land. Clerk to enquire:-

• Meadow Status for fields which the council would like to retain as meadows.
• Regulations about spraying fields and warning notices as several parishioners reported dogs and children experiencing allergic reactions.

SV

SV

14

MEETINGS ATTENDED / TO BE ATTENDED

14.1

The following meetings were attended:-

• AC attended planning meeting at MDC Mendip Local Development Framework. See item 4.9 above.
• RR attended quarry meeting on 23^rd March 2011. See item 4.14 above.
• AC attended meeting regarding allotments.

15

CORRESPONDENCE 

15.1

The Clerk read/distributed the following correspondence during the meeting:-

• Plan for proposed purchase of land owned by MDC. An extra ordinary meeting has been planned for Tuesday 19^th May to discuss.

15.2

Correspondence circulated by hard copy after the meeting:-

• Council response to Mendip Local Development Framework
• SCC letter re. gates on public footpath SM4/22
• Parishes information bulletin, April 2011

16

DATE & TIME OF NEXT MEETINGS

16.1

Extraordinary Planning Meeting – Tuesday 19^th April 2011, 7.30pm.

16.2

The Annual Parish Meeting and Annual Parish Council Meeting will be held on 23^rd May 2011 at 7.30pm.

Present

Parish Cllr Rosemary ap Rees (RR; Chairman), Ann Crowcombe (AC), Max Edgar (ME), Jenny Short (JS), and Douglas Wilson (DW).

In Attendance

Sandrine Vaillant (SV; Clerk) and two members of the public.

1

APOLOGIES FOR ABSENCE

Actions

1.1

Apologies were received from Mark Snelson (MS).

2

DECLARATION OF INTEREST

2.1

No interest was declared.

3

PLANNING

3.1

Expression of Interest SL039/2011; To purchase surplus land at Cranmore Cottages, Cranmore – ME proposed (RR seconded, all agreed) to recommend approval as it will improve the appearance of the land and solve the problem of vehicles left in the area.

3.2

Planning Application 2011/0649 & Listed Building Consent 2011/0650; Southill House, West Cranmore BA4 4QS – The planning documents were not received in time to be discussed at the meeting.

Present

Parish Cllr Rosemary ap Rees (RR; Chairman), Grant Bolton (GB), Ann Crowcombe (AC), Max Edgar (ME), Jenny Short (JS) and Mark Snelson (MS).

In Attendance

Sandrine Vaillant (SV; Clerk), GC (GC; County Councillor), 7 members of the public and Clive Setter (AED Locator).

1

APOLOGIES FOR ABSENCE

Actions

1.1

No apologies were received.

2

DECLARATION OF INTEREST

2.1

No interest was declared.

3

SIGNING OF DECLARATION OF OFFICE FORMS

3.1

All forms were returned and signed by the Clerk.

4

RETURN OF DECLARATION OF INTERESTS FORMS

4.1

All forms were returned to the clerk for forwarding to MDC.

SV

5

ELECTION OF CHAIRMAN & VICE-CHAIRMAN

5.1

MS proposed that RR is re-elected as chairman of the Council (ME seconded, all agreed). RR accepted office and the relevant form was signed.

ME proposed that JS be elected to the office of vice-chairman (AC seconded, all agreed). JS accepted office.

6

MINUTES OF LAST ANNUAL PARISH COUNCIL MEETING & MATTERS ARISING

6.1

The minutes of the last Annual Parish Council Meeting held in June 2010 were agreed as an accurate record of the meeting held and signed by the Chair.

6.2

Matters arising have been dealt with on a continuous basis over the year.

7

PLANNING

7.1

Latest status of existing planning applications/decisions –

• Application 2010/3044 for Stotts Transport Services has been approved with conditions. AC pointed that item 4 (operating times) was not worded properly. Clerk to speak to MDC to ensure the conditions are corrected.
• 2011/0412; 16 Crane Cottages; Erection of garage – No decision has been made. District Councillors are currently being consulted.
• 2011/0702; Greenfield West Cranmore; Loft conversion with roof windows – granted.

SV

7.2

Planning Application 2011/0649 & 0650 (Listed Building); Southill House, West Cranmore; Alterations to existing outbuildings and boundary walls and erection of swimming pool pavilion – Following review of the drawings, ME proposed (AC seconded, all agreed) to leave the decision to the listed building officer.

SV

8

FINANCE

8.1

Financial Statement – Financial Statement to 22^nd May 2011 was agreed and signed.

8.2

Clerk’s Salary & Expenses – Clerk’s invoice dated 23^rd May 2011 was agreed. Cheques #530 and #531 (HMRC tax proportion) were signed.

8.3

Annual Return & Internal Audit Review – The annual return was reviewed, agreed and signed. Clerk to check Charitable Trusts status with Paul Treby before returning to Moore Stephens.

SV

8.4

Insurance Renewal – On Clerk’s recommendations, it was agreed to switch cover to Came & Co who provided a competitive cover. Cheque #532 was signed.

9

MATTERS OF REPORT

9.1

Stile from footpath to Railway is broken and needs changing. MS to speak to Claire Haskins (RR to confirm footpaths numbers).

MS/RR

10

MEETINGS TO BE ATTENDED

10.1

Grant to attend councillor Training at Nunney village hall on 7^th June.

10.2

Clerk confirmed that the Central Mendip Partnership Meetings had been suspended until November.

11

DATE & TIME OF NEXT MEETING

11.1

The next Parish Meeting will be held on Monday 13^th June 2011 at 7.30pm at the Memorial Hall.

Present

Parish Cllr Rosemary ap Rees (RR; Chairman), Grant Bolton (GB), Ann Crowcombe (AC), Max Edgar (ME), Jenny Short (JS) and Mark Snelson (MS).

In Attendance

Sandrine Vaillant (SV; Clerk), GC (GC; County Councillor), 7 members of the public and Clive Setter (AED Locator).

1

AED LOCATOR; INSTALLATION OF DEFIBRILLATOR

Actions

1.1

Clive Setter gave a presentation to outline the benefits and responsibilities involved with installing a defibrillator in the decommissioned telephone box.

2

DISTRICT COUNCILLOR’S REPORT

2.1

GC apologised for not being more present recently but had been very busy in the time coming up to the elections.  

2.2

No 16 Crane Cottages, has been recommended for refusal by MDC; District Councillors are now being consulted before final decision.   

3

REPORTS FROM COMMUNITY GROUPS

3.1

Reports were read as follows:-

• Memorial Hall Committee (J. Reakes);
• Community Group (J. Reakes);
• Tennis Club (A. Overhill to forward report) brief summary was read by M. Edgar;
• Jills Close Committee (JS read a report on behalf of D. Reader, Chairman);
• Cricket Club, a brief word was given by a parishioner and the club is doing well;
• Neighbourhood Watch, ME passed on apologies; report will be forwarded shortly;
• Parish Council (Chairman R. ap Rees).  

4

OPEN MEETING

4.1

Obstruction by Recycling Vehicles in Dean – Residents reported problems getting in and out of Dean when the recycling vehicles are present: these seem to park for a break and refuse to move to let residents pass, even in case of emergency. It is also dangerous for children going to school while lorries reverse into the street.

Clerk to contact Jeff Bunting to query whether an ‘access required 24/hour day’ sign could be installed.

GC suggested approaching SWP who are responsible for their contractors.

SV

SV

4.2

A resident complained that the bungalows in Crane Cottages, which, it is believed, were originally built for the older residents of the village, were now being allocated to young families on the general housing waiting list by the Housing Association. It is a misuse of them and very noisy for the elderly residents living in the neighbouring bungalows.

GC stated that she had been trying to deal with this; and it was felt that letters from the parish council may help in ensuring the dwellings are allocated to local elderly people. Clerk to write to the Housing Association and contact the Enforcement officers at MDC to investigate.

SV

Present

Parish Cllr Rosemary ap Rees (RR; Chairman), Grant Bolton (GB), Ann Crowcombe (AC), Max Edgar (ME), Jenny Short (JS) and Mark Snelson (MS).

In Attendance

Sandrine Vaillant (SV; Clerk) and 6 members of the public.  

1

APOLOGIES FOR ABSENCE

Actions

1.1

No apologies were received, although ME advised he would be late.

GC (County Councillor) also sent her apologies as she is on holiday.

2

DECLARATION OF INTEREST

2.1

No interest was declared.

3

AGREEMENT OF MINUTES OF MEETING HELD ON 11^TH APRIL 2011

3.1

The minutes of the meetings held on 11^th and 19^th April 2011 were agreed to be a true and accurate record of the meetings held.

4

MATTERS ARISING FROM PREVIOUS MINUTES

11/04/11

4.1

(4.4) Parking outside bus stop – Jeff Bunting (SCC; Highways) advised that funding was abruptly stopped at the end of April but the works are still scheduled to be undertaken; hopefully within the next few weeks. Clerk to chase.

Hedge opposite bus stop – Clerk to kindly ask DW to cut back.

SV

SV

4.2

(4.7) Flooding Survey – This was returned to SCC. Action complete.

4.3

(4.7.1) Flooding – ME confirmed having issued a letter addressed to Jerry West at East Mendip Railway. Awaiting response: GB agreed to chase up on behalf of the council.  

GB

4.4

(4.8) Visit of Stotts Site – Chris Langdon will liaise with Andy Stotts to organise an early evening visit when convenient for all. Clerk to chase.

SV

4.5

(4.13) Lay-by in Withy Wood Lane – Highways have investigated and have no problem with the new layout of the lay-bys, however, the situation will be monitored. Action complete.

4.6

(9.5) Clerk has received confirmation from Mr Collins that he was happy to continue with the stiles clearance and repair work. Chair confirmed that an inspection had taken place and a couple of stiles were identified as needing repair. 

4.7

(13.1) Regulations about spraying fields – C. Haskins (Rights of Way Officer) confirmed that the best course of action would be, in the first instance, to speak to the land owner about his/her HSE obligation. It was agreed to write a letter to the land owner in January/February next year to remind him of his obligation with regards to ploughing and spraying. Action complete.

23/05/11 Annual Parish Council Meeting

4.8

(4.1) Declaration of interest forms were returned to MDC. Action complete.

4.9

(7.1) Application 2010/3044 (wording of item 4 of conditions) – Clerk contacted MDC who have stated they would investigate, however, there is confusion over whether the conditions will be amended and re-issued. Clerk to check with MDC.

SV

4.10

(8.3) Annual Return – P. Treby confirmed that Charitable Trust status was not applicable to the council. The form is currently with Moore Stephens. Action complete.

4.11

(9.1) Stile from footpath to Railway – See item 13.2 below.

5

OPEN MEETING

5.1

Chair thanked Richard Payne for drafting a welcome leaflet.

5.2

Insurance cover for Village Hall & Community Group – Clerk to email copies of the Parish’s insurance schedule to John Reakes and Barbara Denham for reference.  

SV

5.3

Dean Grass cutting – Clerk to remind the contractors to do the banana in Dean if not cut within a couple of weeks.

SV

6

CLLR GLORIA CAWOOD’S MONTHLY REPORT

6.1

GC emailed a report before going away. The following points were discussed:-

• Cuts to mobile library service and reduction of hours for static libraries.
• Recycling Centre tax
• Vandalism at Asham Wood

7

PCSO

7.1

Nothing to report.

8

PLANNING

8.1

Latest status of existing planning applications/decisions:-

• 2011/0412; 16 Crane Cottages – Permission refused.
• 2011/0649; Southill House – No decision yet.

8.2

Application 2011/1108; 1 Linghams, Slait Hill, East Cranmore; Two-storey rear extension – Following a review of the drawings, it was agreed that the proposed works were in keeping with the surrounding properties, and would enhance the property by taking out the UPVC windows.  AC proposed to recommend approval, JS seconded, all agreed.

8.3

Application 2011/1264; Moons Hill Quarry – This was discussed at the last quarry meeting, attended by the Chair. It was confirmed that nothing would be visible from the road, additional trees would be planted, and that an ancient hedge would be moved and replanted.

The council has not received any objections from neighbours.

It was unanimously agreed to support the proposals, as long as the new work is done within the exiting working hours. Clerk to also query if a Section 106 Agreement could be implemented for contribution to local community.

SV

9

FINANCE

9.1

Financial Statement – Financial Statement to 12^th June 2011 was agreed and signed.

Clerk to amend VAT reclaim on purchased grit bins, since one was paid by the School.

SV

9.2

Clerk’s Salary & Expenses – Clerk’s invoice dated 13^th June 2011 was agreed. Cheques #533 was signed and #534 (HMRC tax proportion) were signed.

9.3

It was agreed to sign cheque #535 as final payment in settlement of loan for the extension to the Village Hall.

9.4

Councillor Training – SALC’s invoice dated 30^th May 2011 was agreed. Cheque #536 was signed.

9.5

Risk Assessment – The Risk Assessment exercise was signed by the Chair and Clerk at the meeting. The following actions are outstanding:-

• Jills Close tree maintenance – Diana agreed to carry on an inspection. Clerk to find out what we need to look out for.
• Banking Arrangements – Signatories to be updated.
• VAT Return – Clerk to forward form to HMRC.
• Clerk to draft Document Retention Policy / Freedom of Information Publication Scheme / Financial Regulations / Asset Register.
• Clerk to create a copy of all electronic records and pass to chair for safe-keeping.
• Written arrangements with contractors – Clerk to check files and update.

SV

10

VILLAGE PLAN ACTIONS

10.1

SV to forward an electronic copy of the Village Plan to the web master for posting on the website.  

SV

10.2

GB suggested we link some needs with County Councillor’s grant opportunity:-

• Signage or traffic management in Long Cross to encourage lorries to take Bulls Green link – AC to reply to GC on behalf of the council.
• Pedestrian crossing at the top of Piers Road.
• Additional verge on A361 slip road.

AC

RR

RR

10.3

AC expressed an interest in attending the quarry meetings. RR to contact the quarry team to enquire on number of attendees.

RR

10.4

Speedwatch – GB agreed to be trained to join the speedwatch team. RR to contact Christine to find out when the next training session is.

RR

10.5

Village Plan actions to be put on the agenda monthly to progress.

11

DIAMOND JUBILEE PLANNING

11.1

JS volunteered to attend the meetings on behalf of the PC. Clerk to reply giving JS’s contact details.

SV

11.2

RR suggested that commemorative mugs be commissioned for the children (11 and under) living in the village, using the money from the Mary Jones Charity.

12

SALC

12.1

GB attended councillor training session in Nunney, which was very informative.

13

HIGHWAYS & FOOTPATHS

13.1

Light in Dean (parish of Cranmore) lamp-post No1 Dallimore Lane. Clerk to report.

SV

13.2

Stiles crossing the railway – C. Haskins has contacted network Rail. JS to pursue.

14

MEETINGS ATTENDED / TO BE ATTENDED

14.1

AC attended the Parish Forum on behalf of the council, where drainage and children’s play (led by Bernardos) were discussed.

15

CORRESPONDENCE 

15.1

30 years anniversary of the pre-school – JS asked the council and members of the public present if they had any information about the history of the pre-school, including old photographs. It was suggested JS contact GC who may have further info.

16

DATE & TIME OF NEXT MEETINGS

16.1

The next Parish Council Meeting will be held on 11^th July 2011 at 7.30pm in the Village Hall.

Present

Parish Cllrs Rosemary ap Rees (RR; Chairman), Grant Bolton (GB), Jenny Short (JS) and Mark Snelson (MS).

In Attendance

Sandrine Vaillant (SV; Clerk); Gloria Cawood (GC; District/County Councillor) and 6 members of the public.  

1

APOLOGIES FOR ABSENCE

Actions

1.1

Apologies were received from Ann Crowcombe (AC) and Max Edgar (ME).

Nicki Housley (PCSO) also advised she would not be able to attend.

2

DECLARATION OF INTEREST

2.1

No interest was declared.

3

AGREEMENT OF MINUTES OF MEETING HELD ON 13^TH JUNE 2011

3.1

The minutes of the meeting held on 13^th June 2011 were agreed to be a true and accurate record of the meeting held, with the following amendments:-

• Action to item 13.2 should read MS not JS.

4

MATTERS ARISING FROM PREVIOUS MINUTES

4.1

(4.1) Parking outside bus stop – Clerk to chase Jeff Bunting (SCC; Highways).

Hedge opposite bus stop – GW has confirmed he would be cutting back the hedge.

SV

4.2

(4.3) Flooding – ME is hoping to meet with Gerry at the Railway this week.

ME

4.3

(4.4) Visit of Stotts Site – Chris Langdon has been on holiday. Clerk to chase.

SV

4.4

(4.9) Application 2010/3044 (wording of item 4 of conditions) – Matthew Williams, Planning Manager at MDC, is away and will be looking into the matter on his return. Clerk to chase.

SV

4.5

(5.2) Insurance cover – A copy of the insurance schedule was emailed to John Reakes and Barbara Denham, but seems not to have been received. Clerk to re-issue.

SV

4.6

(5.3) Grass cutting in Dean – The grass at the Banana in Dean has now been cut. Christopher Brown also confirmed that the area to the back of the Village Hall would be maintained with a combination of mowing and strimming, not by moving the play equipment. Action complete.

4.7

(8.3) Moons Hill Quarry – Parish response was sent to SCC with a request for a possible S106 Agreement for contribution to the community. Awaiting response/clerk to chase.

SV

4.8

(11.1) Diamond Jubilee Planning – The Community Group has been informed that JS would be representing the parish council. Action complete.  

4.9

(10.2) Copy of Village Plan to be posted on the website – L. Treby has not taken over the website yet. Information to be forwarded in due course.

SV

4.10

Highways Grant – The ideas put forward at the last meeting were submitted by GC, together with other bids from neighbouring villages. Action complete.

5

OPEN MEETING

5.1

Silent Auction for village fete to raise funds for Jill’s Close – GB invited donations from the members of the public.

5.2

Broken stile at the Railway – MS stated that this had been reported and was due to be fixed. MS to put a notice up at the stile to warn of danger and to chase Claire Haskins.

MS

5.3

Clerk to report the following to Highways:-

• Repaired tarmac breaking up at the junction of Tansey and A361.
• Large pothole at junction of Piers Road, by the tree.

SV

6

CLLR GLORIA CAWOOD’S MONTHLY REPORT

6.1

GM read her report covering grants for youth projects, recycling, local transport projects and boundary commission proposals.

6.2

GM also brought to the council’s attention that, following a cabinet meeting, a £2.8m deficit was found in the transport budget, which will affect County Tickets and bus services.

7

PLANNING

7.1

Latest status of existing planning applications/decisions:-

• 2011/1108; 1 Linghams, Slait Hill, East Cranmore; granted with conditions.
• 2011/1264; Moons Hill Quarry; not advised yet.

7.2

Clerk advised that applications 2011/1138 and 2011/1585 & 1587 dealt with discharges of conditions, on which the PC is not being consulted.

7.3

Application 2011/1156; Brittons Workshop Quarry Way Waterlip (Stotts) – Installation of 2 external roof mounted extraction ducts and installation of roller shutter door in West Gable – Following the concerns expressed by two residents at Waterlip and after reviewing the drawings, GM proposed to recommend refusal of permission (JS seconded, all agreed) for the following reasons:-

1. The application will result in an increase in volume of traffic in and out of the site and increase in size of vehicles accessing the workshop (requirement for larger doors);
2. Increased noise levels;
3. No indication is given in the application about operation hours;
4. Not enough is shown/known about the filtration system to be used – the parish would not want any fumes to be released in the atmosphere (workshop doors would need to be kept shut at all times whilst in operation; this would be difficult to monitor once application is granted);
5. There is concern over odour of fumes coming out of the filtration systems and the associated possible health hazards to the neighbours and wildlife to the adjacent woods and lake.

7.4

Applications 2011/1374 & 1379; Quarry Way, Waterlip - Application for a new planning permission to replace extant planning permission Ref:105620/018 for the erection of a building comprising three commercial units with associated vehicle parking and approval of details reserved by condition 9 (site contamination) on planning permission 105620/018 - GB proposed (RR seconded, all agreed) to leave it to planning officer as there was not enough information within the documentation provided. We would ask that particular attention is given to ensure there is no increase in traffic to the site and in operating hours.

7.5

Application 2011/1281; Piers Cottage, Piers Road, Mr M Ellis;  Erection of Stable Block – Mr Ellis (applicant) gave background information on the application, stressing that it was strictly for private use, despite the proposed building size. After review of the plans, RR proposed (MS seconded, all agreed) to recommend approval as the proposed building will be sympathetic to existing buildings, using local materials within the details, is not too high and the hedge at the back will be thickened.

GC leaves the meeting.

8

FINANCE

8.1

Financial Statement – Financial Statement to 10^th July 2011 was agreed and signed.

8.2

Result of Annual Return & Invoice from Moore Stephens – Clerk tabled the Annual Return which was signed with no further comments from Moore Stephens. Invoice 1735G/19260-166/S85/11 was agreed; cheque #537 was signed.

8.3

Clerk’s Salary & Expenses – Clerk’s invoice dated 11^th July 2011 was agreed. Cheques #538 and #539 (HMRC tax proportion) were signed.

8.4

Risk Assessment - The following actions are outstanding:-

• Jills Close tree maintenance – Diana agreed to carry on an inspection. Clerk to find out what we need to look out for.
• Banking Arrangements – Form was signed to remove D. Wilson as a signatory.
• VAT Return – Form has been submitted to HMRC, awaiting cheque.
• Clerk to draft Document Retention Policy / Freedom of Information Publication Scheme / Financial Regulations / Asset Register.
• Clerk to create a copy of all electronic records and pass to chair for safe-keeping.
• Written arrangements with contractors – Clerk to check files and update.

SV

SV

SV

SV

9

VILLAGE PLAN ACTIONS

9.1

Ongoing; RR and SV to meet to draw an action plan.

MS to forward suggestions for inclusion.

RR/SV

MS

10

DIAMOND JUBILEE PLANNING

10.1

It was agreed to commission mugs for all primary age children. Clerk to find out the number of children in the village.

Article to be published in the grapevine to inform parishioners.

SV

SV

10.2

Commemorative mugs to be sourced.

ALL

11

FUND RAISING FOR DEFIBRILLATOR

11.1

On the suggestion of resident in attendance, MS agreed to research further for competitive prices.

It was agreed for clerk to write second letter to Mr Eavis.

Clerk to draft a letter to be sent to all local businesses (B. Brenham to forward list) to raise the extra £600 (circa) if the parish agree to raise £1,000 via next year’s precept.

MS

SV

12

COUNCILLORS REPORTS

12.1

PCSO / Speed Watch – Speed Watch is being reorganized, but RR to contact Nicki Housley to find out when the next training session is to be held for GB to attend.

Article to be published in the Grapevine to recruit more volunteers once a training date has been advised.

RR

SV

12.2

Footpaths – Stile at the top of the hill on footpath SM4/14 where it enters Wellington Wood needs clearing: this has been reported to Claire Haskins two weeks ago and JS reports no action has yet been taken – SV to chase.

SV

12.4

SALC – nothing further to report.

12.5

Quarry – The Quarry management team have confirmed that only one representative from each parish was invited to the liaison meetings to keep numbers to a reasonable level.

13

MEETINGS ATTENDED / TO BE ATTENDED

13.1

Planning Meeting at MDC; Wednesday 20^th July 2011, 6pm – RR/MS/GB to attend.

14

CORRESPONDENCE 

14.1

RR tabled Environmental Statement regarding Torr Works Quarry proposed deepening.

15

DATE & TIME OF NEXT MEETINGS

15.1

The next Parish Council Meeting will be held on 12^th September 2011 at 7.30pm in the Village Hall.

Present

Parish Cllrs Rosemary ap Rees (RR; Chairman), Grant Bolton (GB), Jenny Short (JS) and Ann Crowcombe (AC).

In Attendance

Sandrine Vaillant (SV; Clerk) and member of the Community Group.

1

APOLOGIES FOR ABSENCE

Actions

1.1

Apologies were received from Mark Snelson (MS) and Max Edgar (ME).

2

DECLARATION OF INTEREST

2.1

No interest was declared.

3

TO AGREE FOR THE PARISH COUNCIL TO TAKE SOLE RESPONSIBILITY FOR ORGANIZING THE VILLAGE FETE

3.1

Clerk explained that in order for the activities during the fayre to be covered by the Council’s Public Liability Insurance, the PC would have to take sole responsibility for organising the fair (including ensuring that a risk assessment is undertaken before the event)

3.2

Clerk also explained that should a claim be made, it would result in the Parish’s premium increasing.

Members of the community group present verbally agreed that the difference in premium due to a claim would be born by the Community Group.

3.3

Taking into account the above, RR proposed (JS seconded, all agreed) to take full responsibility for the organisation of the Fayre.

4

DELEGATION TO SUB-COMMITTEE

4.1

AC volunteered to chair the sub-committee to be responsible for organising the fayre, with the Community Group to be set up as a working party of the sub-committee.

4.2

Clerk to email information to AC about running the sub-committee (agendas, minutes, governance, etc…).

SV

4.3

Clerk to add reports from sub-committee on monthly PC meeting agendas.

SV

4.4

Date and time of first meeting of sub-committee tbc.

Present

Parish Cllrs Rosemary ap Rees (RR; Chairman), Grant Bolton (GB), Ann Crowcombe (AC), Max Edgar (ME), Jenny Short (JS) and Mark Snelson (MS).

In Attendance

Sandrine Vaillant (SV; Clerk); Gloria Cawood (GC; District/County Councillor) and 4 members of the public.  

1

APOLOGIES FOR ABSENCE

Actions

1.1

No apologies were received.

2

DECLARATION OF INTEREST

2.1

No interest was declared.

3

AGREEMENT OF MINUTES

3.1

The minutes of the meetings held on 11^th July, 1^st August, 8^th August and 25^th August 2011 were agreed to be a true and accurate record of the meetings held.

4

MATTERS ARISING FROM PREVIOUS MINUTES
(where not dealt with on the agenda)

MEETING 11/07/11

4.1

(4.1) Parking outside bus stop – No response from Jeff Bunting. Clerk to chase.

SV

4.2

(4.2) Flooding – Following site meeting with ESR, a plan of action has been drawn which includes drain surveys, appointment of drainage consultant and remedial works. Action complete.

4.3

(4.3) Visit of Stotts Site – Clerk read response from Mr Stotts (via his agent Chris Langdon). It was agreed that Clerk should pursue further.  

SV

4.4

(4.4) Application 2010/3044 (wording of item 4 of conditions) – Unsatisfactory response from MDC was tabled. It was agreed to make an official complaint. Clerk to draft and distribute to councilors before issue.

SV

4.5

(4.5) Insurance cover – Superseded by meetings held on 8^th and 25^th August.

4.6

(4.7) Moons Hill Quarry; request for 106 Agreement – Response from SCC was tabled: ‘there is no justification in planning terms for a S106 to benefit the local community, in this particular application’. It was agreed not to pursue further. Action complete.

4.7

(4.9) Copy of Village Plan to be posted on the website – Clerk to contact L. Treby.

SV

4.8

(5.2) Broken stile at the railway – Poster has been displayed. MS to chase Clare Haskins as stile has not been repaired.

MS

4.9

(5.3) Both items (pothole and breaking tarmac) reported to SCC. Action complete.

MEETING 25/08/11

4.10

(4.2) Running of sub-committee – SV has emailed P. Lacey to obtain details. Awaiting response.

GC joins the meeting.

5

CLLR GLORIA CAWOOD’S MONTHLY REPORT

5.1

The following points were discussed:-

• Noise at Cranmore wood and actions taken.
• Transport scheme was not successful. GC was advised all changes were already on the programs of works and suggested to contact local highway team to discuss.
• Update on Boundary Commission;
• Update on Coleford Recycling Centre;
• Weeds on pavements and land adopted by Highways: these are to be reported for assessment and action if deemed necessary.
• Update on School transport (SCC).
• New website: www.gloriacawood.mycouncillor.org.uk

6

OPEN MEETING

6.1

Resident asked for minutes of the meeting to be displayed on noticeboards.

Clerk invited resident to request to be added to the email distribution list. 

7

SPEED WATCH

7.1

Mr Drake gave a presentation on speedwatch, with advice about training and how to conduct the scheme. RR volunteered to be central point of contact in Cranmore.

8

DIAMOND JUBILEE PLANNING

8.1

First meeting scheduled for 29^th September. JS to attend.

9

ROAD SIGNS TO WARN OF HORSES AND RIDERS 

9.1

Two letters from residents were tabled with regards to the increased number of horse riders in the village. To increase awareness, it was agreed to request triangular ‘horse riders’ warning signs to be displayed on :- road to Wanstrow; road to Batcombe (bottom of the hill by Halahm Farm) and road to Chesterblade.

SV

10

VILLAGE ACTION PLAN

10.1

Clerk distributed summary of actions from village plan. To be discussed in October.

11

PLANNING

11.1

Application 2011/1991; Dean Street Farm; Detached single storey garage with hobby room – After review of the plans, RR proposed (AC seconded, all agreed) to recommend approval as it was felt that the proposed works were sympathetic to the existing house, which would need a detached garage. No neighbours will be affected and the PC has not received any complaints from neighbours or parishioners.

11.2

Application 2011/2066; Withywood, Withy Wood Lane, Cranmore; Demolition of existing outbuilding and erection of new car-port and garage – MS proposed (GB seconded, all agreed) to recommend approval as the existing outbuilding is in very poor condition and the proposed new building will sit on a similar footprint to the old one.
The PC has not received any complaints from neighbours or residents.

11.3

Update on previously discussed applications:-

2011/1281; Piers Cottage – Approved with conditions

2011/1374 & 1379 ; Quarry Way – Approved with conditions

2011/1156; Brittons workshop – No decision. An up-to-date application has been submitted which the pc was not consulted upon. Clerk to write to MDC.

2011/1804&1806; St James Church – no decision.

2011/1811; 16 Crane Cottages – No decision.

SV

12

FINANCE

12.1

Financial Statement – Financial Statement to 11^th September 2011 was agreed and signed.

12.2

Clerk’s Salary & Expenses – Clerk’s invoice dated 12^th September 2011 was agreed. Cheques #538 and #539 (tax) were signed.

12.3

Risk Assessment - The following actions are outstanding:-

• Jills Close tree maintenance – Diana agreed to carry on an inspection. Clerk to find out what we need to look out for.
• VAT Return – Form has been submitted to HMRC, awaiting cheque.
• Clerk to draft Document Retention Policy / Freedom of Information Publication Scheme / Financial Regulations / Asset Register.
• Clerk to create a copy of all electronic records and pass to chair for safe-keeping.
• Written arrangements with contractors – Clerk to check files and update.

SV

SV

SV

SV

13

COUNCILLORS REPORTS

13.1

PCSO / Speed Watch / Footpaths / Highways / SALC / Quarry – Nothing further to report.

13.2

Defibrillator – No reply from Glastonbury Festival. Clerk to contact M.Eavis’ PA.

MS has requested quotes from another organization providing defibrillator and will report further at next meeting.

13.3

Fayre Subcommittee – Profit of just over £2,052.53 has been made this year, although only 100 people attended, probably due to parking problem.

14

MEETINGS ATTENDED / TO BE ATTENDED

14.1

SALC AGM on 24^th September - No one able to attend.

15

CORRESPONDENCE 

15.1

Clerk tabled emails from regarding:-

• Boundaries Commission – Consultation was noted. Agreed to wait for SCC’s proposals.
• VH committee insurance. Clerk to check whether the building is insured.
• AC asked that Clerk check the situation with regards to all councilors being trustees of Mary Jones charity, and whether this interested should be disclosed on forms.
•  

SV

15

DATE & TIME OF NEXT MEETINGS

15.1

The next Parish Council Meeting will be held on 10^th October 2011 at 7.30pm in the Village Hall.

Present

Parish Cllrs Rosemary ap Rees (RR; Chairman), Grant Bolton (GB), Max Edgar (ME) and Jenny Short (JS).

In Attendance

Sandrine Vaillant (SV; Clerk) and 4 members of the public.  

1

APOLOGIES FOR ABSENCE

Actions

1.1

Apologies were received from Ann Crowcombe (AC) and Mark Snelson (MS).

G. Cawood (County Councillor) and N. Housley (PCSO) also advised they would not be able to attend the meeting.

2

DECLARATION OF INTEREST

2.1

No interest was declared.

3

AGREEMENT OF MINUTES

3.1

The minutes of the meeting held on 12^th September 2011 were agreed to be a true and accurate record of the meeting held; with the following amendments:-

• Item 13.3 should read ‘around 100 fewer attended’, not ‘100 attended’;
• Item 15.1 should read ‘interest’ not ‘interested’;
• Last items should be numbered 16 & 16.1.

4

MATTERS ARISING FROM PREVIOUS MINUTES
(where not dealt with on the agenda)

4.1

(4.1 & 9.1) Parking outside bus stop & Horse Riders warning signs – Clerk to chase.

SV

4.2

Flooding – ME asked whether the PC would consider purchasing the culvert needed to improve possible flooding situation in the area for the benefit of all residents. Clerk to put on the agenda for next month.

SV

4.3

(4.3) Visit of Stotts Site – Clerk to pursue.

SV

4.4

(4.4) Application 2010/3044 (wording of item 4 of conditions) – Clerk to draft letter of complaint and distribute to councilors before issue.

SV

4.5

(4.9) Copy of Village Plan to be posted on the website – Clerk to contact L. Treby.
RR also asked that minutes be posted on the website for ease of access.

SV

4.6

(5.2) Stile at the railway has been fixed and two kissing gates have been installed.

4.7

(4.2) Running of sub-committee – Clerk to chase P. Lacey for further information.

SV

4.9

(15.1) Declarations of Interests for Councillors as Trustees of Mary Jones Charity – SV distributed forms to be completed by all to reflect position as trustees of charity.
Clerk to check procedures to be followed with D. Nolan.

ALL

SV

5

CLLR GLORIA CAWOOD’S MONTHLY REPORT

5.1

Chair read report circulated before the meeting, the following was pointed out:-

• New 101 non-emergency number for the police (999 remains for emergencies).

6

OPEN MEETING

6.1

Jill’s Close Committee seeking ideas of locations to plant x3 Oak trees. RR to advertise in Grapevine.

RR

6.2

Resident stressed ongoing poor mobile reception in the village on certain networks.

7

VILLAGE PLAN ACTIONS

7.1

Pedestrian crossing over A361 – Unfortunately, it was noted that SCC are cutting down and will not spend any monies on projects like this. 

7.2

Reduced Speed Limit – Highways will not reduce the speed limit and have suggested Speed Watch team makes itself visible to deter speeding.

8

REQUEST FROM CRANMORE COMMUNITY GROUP

8.1

Clerk read letter received from Community Group, seeking the parish’s view on the installation of a container to store x4 tents in Jill’s Close. It was agreed that storage was needed on the field but would rather see a more esthetically pleasing solution, like a shed-type building, whilst maintaining security.

8.2

Clerk to check whether a shed on Jill’s close could be insured and report next month.

SV

9

PLANNING

9.1

Application 2011/1595; Batch Cottage, Manor Farm, West Cranmore; Construction of concrete plinth & erection of agricultural building/feed store – ME proposed (GB seconded, all agreed) to recommend approval as the proposed building is necessary for the health and safety of the livestock and is sympathetic with the surroundings.

9.2

Application 2011/2253; Southill House, West Cranmore; Erection of new fountain and associated landscaping – GB proposed (JS seconded, all agreed) to recommend approval subject to Listed Building Approval. It was felt that all the works being done are to restore the property to its former state, rectifying the ‘wrongs’ that have been done over time.

9.3

Application 2011/2271; Two stables for private use and machinery shed; Field North of Hemerton Cottage – RR proposed (JS seconded, all agreed) to recommend approval as the proposed works will have no impact on the environment or the neighbours.

9.4

Update on previously discussed applications:-

Application 2011/1374; Quarry Way, Waterlip – Approved with conditions.

Application 2011/1585 & 1587; 31 Waterlip Cottage – Approved.

Application 2011/1811; 16 Crane Cottages – Approved with conditions.

Application 2011/1991; Dean Street Farm – Approved with condition.

9.5

Application 2011/1156; Brittons Workshop (amendment) – Approved.

Following query with MDC, clerk advised that the PC had not been consulted on this amendment as it only concerned the design of the extraction ducts which the council had no issue with previously (Environment Team had requested taller ones are installed).

10

FINANCE

10.1

Financial Statement – Financial Statement to 9^th October 2011 was agreed and signed.

10.2

Clerk’s Salary & Expenses – Clerk’s invoice dated 10^th October 2011 was agreed. Cheques #542 and #543 (tax) were signed.

10.3

Risk Assessment - The following actions are outstanding:-

• Clerk to draft Document Retention Policy / Freedom of Information Publication Scheme / Financial Regulations / Asset Register.

SV

11

COUNCILLORS REPORTS

11.1

PCSO/Footpaths/SALC – Nothing further to report.

11.2

Highways – It was noted that the potholes and breaking tarmac at the junction of the A361 had been made good.

11.3

Quarry – Next quarry liaison meeting on Wednesday 12^th October. RR to attend.

11.4

Defibrillator – RR tabled news article about BT sponsoring the installation of defibrillators in phone boxes.

11.5

Fayre sub-committee – JS updated the council about ideas for the Diamond Jubilee:-

• Village train ride, with Community Group paying for the expenses to set up the projects (profit made at the next Fayre will not be distributed to various groups).
• Cups and mugs to be offered to all primary-aged school children (born from 1^st September 2000).
  It was suggested that residents register to apply for a free cup, with option to purchase too. Leaflets (to contain Name of child, dob, address, and address to return the forms) to be distributed at the Halloween party. RR to organise.

RR

12

MEETINGS ATTENDED / TO BE ATTENDED

12.1

• Speed watch – Grant to attend.
• Quarry Liaison Meeting – RR to attend

13

CORRESPONDENCE 

13.1

Oil Scheme – information was tabled and is to be made available to the public at the pub.

13.2

Clerk tabled SCC’s proposals regarding the proposed county boundaries; noted.

13.3

Clerk to ask C. Brown to ensure furniture is moved around carefully and put back into place when undertaking mowing.

SV

14

DATE & TIME OF NEXT MEETINGS

14.1

The next Parish Council Meeting will be held on 14^th November 2011, 7.30pm in the Village Hall.