MERRIOTT PARISH COUNCIL Minutes of the monthly PARISH COUNCIL meeting held JUNE 3 rd 2013 Session opened 19.05hrs OPEN SESSION: 3 MEMBERS OF THE PUBLIC PRESENT, 2 being residents. MYFC: Are the goal mouths going to be reseeded? Chairman responded that the Groundsman has been given the instruction. The posts are to be stored and caps put in place. An offer for assistance with the User Agreement has been given. ACTION: Please forward details to the Clerk. Request for receipt on payment of pitch fees. ACTION: Clerk to provide. Can litter collection at the Recreation Ground include the ditches? Mowing/strimming of the play area could be tighter. Church Street pavement; Has an audit of the village been done to identify areas that might benefit from a pavement? Pavilion Has references of the chosen contractor been asked for? The User Agreement for the Recreation Ground is about Management of the area. Parking Extension: The area needs to be measured for the number of bays. It is a narrower area and places will be lost in the present extension. Should more green space be lost? Has there been a reply from Highways regarding traffic calming and the request for a platform in Broadway? Can the Lengthsman deal with branches overhanging onto the pavement opposite the garage and opposite Hitchin. Meeting opened 19.30hrs PRESENT: Mr A Wallis (Chairman), Mr G Merrick, Mr M Steer, Mrs S Sumpter, Mr P Maxwell for first forty minutes. Mr B Norton arrived 19.40 hrs IN ATTENDANCE: Marion Andrews (Clerk) Mr P Maxwell District Councillor for 40 minutes, Mr C Le Hardy, County Councillor. APOLOGIES FOR ABSENCE: Mr I Noble, Mr S Bending. CODE OF CONDUCT AND DECLARATIONS OF INTEREST: The Chairman asked members for declarations of interest. 2013/246 Cllr Steer declared an interest in agenda item 9 Community Pavilion & item 10 Recreation Ground as his family are members of MYFC. 2013/247 Cllr Merrick declared an interest in item 9 Community Pavilion & item 10 Recreation Ground as his family are members of MYFC. MINUTES OF THE LAST MEETING 2013/248 The minutes of the Annual Parish Council meeting held on May 13 th 2013 were reviewed. 2013/249 The minutes of the monthly Parish Council meeting held on May 13 th 2013 were reviewed. 2013/250 The minutes of the Extraordinary meeting held on May 20 th were reviewed. It was proposed by Cllr Steer that the Chairman sign them as a correct record. Seconded Cllr Sumpter. Unanimously RESOLVED. MATTERS ARISING There were no matters arising 2013/251 The following ACTION points from previous meetings were reviewed. 2009/314 point 10 Lowering of kerbs at Manor House & Careford Lodge matter resting with County Councillor P Maxwell. 13/5/2013 ACTION: Ask County Cllr to progress. ACTION: 3/6/2013 Cllr Maxwell to meet with Cllr Le Hardy to hand over and progress 2011/173, 2011/283 Cllr Maxwell to pursue the conservation of the bollards at Evergreen path. The Clerk awaits a copy of a form from Cllr Maxwell (re English Heritage). ACTION: Cllr Maxwell to report at next meeting July 2013. For further information contact Clerk: Merriott-clerk@hotmail.co.uk or Tel:01935 863420 Page 1
2012/292 & 2013/019 Recreation Ground security. ONGOING 2013/019 Notice boards ONGOING 2013/227 User Agreement Cllr Noble & Clerk to review and produce draft. -ONGOING 2013/108 Broadway traffic calming letter to Mr A Gunn. ACTION: Clerk Completed BUT no response from Highways ONGOING Open Session May Reminder to County about footpath at Scotts ACTION: Clerk 2013/217 Cllr Wallis to arrange meeting about Neighbourhood plan.- Agenda June 2013/221 SID report response from Mr Grabham Agenda June 2013/228 Letter to MYFC & MR that build may impact on start of season. ACTION CLERK REPORT FROM DISTRICT COUNCILLOR 2013/252 Cllr P Maxwell reported that At the full Council meeting memberships were designated. He continues as Vice chair for Area West and the Chairman is Cllr Singleton. Comments from members Would the member please remind Mr Gunn about seeking funding for the Neighbourhood plan? Will the member please note that the Grant Application for funding towards the Pavilion Project has been submitted. Please support at the review meeting. REPORT FROM COUNTY COUNCILLOR The Chairman welcomed Cllr C Le Hardy to his first meeting in Merriott. 2013/253 Cllr Le Hardy reported That this appointment will take time to settle into, however he is keen to be the link between Councils and will support working together. This is a time of austerity for Government offices. Budgets are much reduced. He will have a small budget that will be linked for support within Health and Well being. The Somerset Health Authority has transferred to the County Council Adult Social Care & Support. There is a Community Covenant for the support of service families and their children Comments from members Merriott is being affected by the reduced Bus Services. The village has a number of building projects which will increase the number of families and older residents in this rural community that rely on such links for daily living. Would the member please be aware of the need to reduce signage around the county. Confirmed that his attendance at the Parish meeting will be at least alternate months. 19.40 hrs Arrival of Cllr B Norton. 19.45hrs Cllr P Maxwell left to attend another council meeting. FINANCE 2013/254 The following Invoices received in May were presented for Payment Name of Payee Invoice Amount Budget Line Approval Chq Number details M Andrews Clerk 40 hrs x 433.64 Less 10.841 PAYE 86.80 = 346.84 Clerk Yes 2876 Travel 30mile Office Allow 15.81 20.00 Total: 384.65 Tithe Barn Parish Magazine Printing Tithe Barn Committee 13 th, 20 th, 30 th X 16.00= Total: 48.00 Hall Rent Yes 2877 June Print 195 Merriott Messenger Yes 2878 K Nolan June Edit 80 Merriott Messenger Yes 2879 For further information contact Clerk: Merriott-clerk@hotmail.co.uk or Tel:01935 863420 Page 2
M Rowswell 50hrs x 6.50 M Down J Wratten Fuel Churchyard Mowing Professional fees March 325LESS 65 PAYE= 260 15.84 + vat 3.16 = 19.00 Total: 279.00 May x 2 480 960 + Vat 192.09 Total: 1,152.54 Groundsman Yes 2880 Churchyard Yes 2881 Pavilion Project Yes 2882 Cllr Wallis proposed that the Invoices are paid. Unanimously RESOLVED. 2013/ 255 The following Deposits were made in May; Abigails Kitchen Merriott Messenger - 100 MYFC Games March May & Training April & May - 420.00 2013/256 The Parish Council Risk Assessment was reviewed. No comments were made. The Clerk suggested she discuss it with Cllr Noble when he is available. Members RESOLVED that Chairman sign it. ACTION Clerk to provide master copy for signing. 2013/257 The Chairman asked if members had read the end of year financial statement from last month. It was proposed by Cllr Norton that the Statement of Accounts for the external audit are signed by the Chairman and RFO. Seconded Cllr Sumpter. Unanimously RESOLVED. 2013/258 The Annual Governance statement is APPROVED BY Council. Unanimously RESOLVED 2013/259 The Somerset Association of Local Councils has requested a 10 grant from each parish towards a memorial bench for West Buckland in memory of the County Secretary Mr P Lacey. (Section 164) Unanimously RESOLVED. ACTION: Clerk PLANNING AND PLANNING MATTERS 2013/260 Cllr Merrick presented the following planning applications received within May. (1) APPLICATION NO: 13/01722/LBC APPLICANT : Mr P Fisher PROPOSAL: Alterations to include re slate, felt & batten a section of roof. LOCATION: Holm Oak, Church Street, Merriott - This is a repair of a section of leaking roof - APPROVED (2) APPLICATION NO: 13/01609/FUL APPLICANT: Mr & Mrs Fraser PROPOSAL: Insertion of elliptical window to upper storey south east elevation of dwelling house. Raise pitch of garage/workshop roof. LOCATION: Manor Farm, Lower Street. Merriott - The window does not overlook another dwelling. The Garage is in isolation - APPROVED DETERMINATION OF APPLICATION FOR PLANNING PERMISSION. (3) APPLICATION 13/00758/FUL. 37 Boozer Pit. Granted with Conditions. 2013/261 Cllr Wallis stressed the importance for the village to have a Neighbourhood Plan as this will influence planning matters in the future. He is striving to arrange a meeting between the parish council and village implementation group members with a view to holding a open public meeting ACTION Cllr Wallis. COMMUNITY PAVILION PROJECT 2013/262 Borrowing Approval A letter of Permission to Borrow from the Government was received on May 22 nd 2013. 2013/263 Update from Architect- The Clerk confirmed that a letter was sent on May 22 nd to the Architect giving council s decision of contractor and requesting copies of various paper items to support grant applications as well as asking for the comparison in prices for the heating element of the specification. Some items were received today. Prices for the Disabled Toilet and fittings is to follow. The Clerk has asked that a meeting between council representatives, contractor and architect is arranged as soon as possible so as to agree and sign the contract to keep the build start time of end of June. ACTION: Clerk to remind Architect. 2013/264 Cllr Noble & Cllr Sumpter made a final review of the application to SSDC for a Grant. The Clerk confirmed that the available information was posted today and that the supplement items For further information contact Clerk: Merriott-clerk@hotmail.co.uk or Tel:01935 863420 Page 3
from the Architect which are now in her possession will be posted by the end of the week. The Yarlington grant application will be specifically for the Disabled Toilets and fitments. This information has not been provided yet and when it is the application will be submitted. Waitrose token appeal looked positive and will take 4-6 weeks before the outcome is known. This will be earmarked specifically for the fitting out of the Pavilion. 2013/265 Cllr Wallis confirmed that Mr M Rowswell has been kept informed of progress and is still willing and available to project manage the build. It was agreed that it would be helpful to council if he attended the meeting with the contractor that is to be arranged. ACTION Clerk to invite Mr Rowswell. 2013/266 Fireworks Event: Cllr Wallis commented that this has previously been appreciated and well supported by residents. Further funds for the pavilion could be raised by holding such an event. After discussion it was left for members to consider options and to speak with residents that might be willing to volunteer help in organizing the event. ACTION: Item for next meeting. RECREATION GROUND 2013/267 Security System Ongoing 2013/268 Notice Board- Clerk to contact Mr Dandridge for a decision from the Village Hall Committee. ACTION Clerk. 2013/269 Boundary Hedge: This was inspected by members and it was suggested that it was cut back hard, replanted with privet and left to regenerate. Spoil from Pavilion build to go to make a Bund near the tractor shed. It was commented from the floor that the hedge is in fact diseased and will eventually die. It was recommended that it was removed and replaced with a new fence. After discussion it was AGREED that the spoil will go to the side of the tractor shed. That after the build it will be easier to visualize how best to landscape the area. 2013/270 User Agreement: Clerk reported that she & Cllr Noble are yet to put together a revised draft. ACTION For next meeting. 2013/271 Training Area: Summer evening training is to be designated to the bottom right hand corner below the cricket wicket. ACTION: Clerk to inform MYFC & MR 2013/272 Future Developments: Removal of shower room and cabin to provide additional parking with area made up and lined. MUGA development for the Tennis Courts. It would be very beneficial to have a five year plan. 2013/273 Car Park Extension: Cllr Norton provided a sketch plan to extend the overflow area to the tennis court fence. Cllr Wallis reiterated that the previous plan was once the pavilion was built that the shower room and porta cabin would be removed, the car park leveled and marked which should liberate at least four additional spaces. Following discussion it was AGREED that Cllr Steer, Cllr Norton & Cllr Merrick will measure and assess the area and report at the next meeting. ACTION: Cllrs 2013/274 Groundsman work for June: Cllr Steer is designate for the month. Reseeding the goal mouths is a priority. The work sheet for the month was completed. ACTION Clerk to provide contact details of Groundsman. HIGHWAYS & FOOTPATHS 2013/275 Speedwatch Group: Mr Wright and 14 volunteers met with the instructor last week for their first tutorial. Further training in equipment use etc will be undertaken. Well done! 2013/276 SID report: The Clerk sent a response to Mr Grabham asking for the SID device to be positioned between the pinch points rather than on the pinch point. He has agreed to do this and has asked for a suitable post to be identified. ACTION: Cllr Steer to inform Clerk so she can respond. 2013/277 Church Street Footpath: Mr Bowman representative of the village implementation group has met with Mr Fear of Somerset Highways to view the proposed area. The information provided has been passed to the Parish Council. It states that a quick estimate totals 35,061 which does not cover survey, design and audit costs. Cllr Wallis stated that this is far beyond the parish council finances and Section 106 money will only be around 4,000. He suggests that a lined walking pavement is costed as an alternative. ACTION Clerk to contact Mr Fear and ask for alternative costing. 2013/278 Broadway Traffic Calming: The parish council is eager that the development at Moorlands with an entrance onto Broadway includes the opportunity to improve the traffic calming with a road table. A letter was sent to Mr Gunn in April. He has confirmed that he has passed it to Highways and will find out why there has been no response. ACTION Clerk to remind again For further information contact Clerk: Merriott-clerk@hotmail.co.uk or Tel:01935 863420 Page 4
2013/279 Drain Clearance: Cllr Wallis stated that he will ask the Lengthsman to inspect the drains that were cleared during the recent flooding at Newchester Cross/ Broadway to ensure they are kept working. 2013/280 Footpath Clearance: Sandy Hole to Higher Street very rutted and over Scotts. Path number 19/34 & 19/32. ACTION Clerk to report to County Footpaths again. 2013/281 Footpath from Merriott into Crewkerne very overgrown and in places impassable making walking on the road the only alternative. Needs urgent attention. ACTION Clerk to inform Highways and Crewkerne Town Council. EGWOOD 2013/282 Confirmation that a Notice will be in the Western Gazette and Somerset County Gazette of the intention to lease land to the three parishes. Objections by 5 th July. LENGTHSMAN 2013/283 Request for strimming at Furringdon Cross and along footpath into Crewkerne. CORRESPONDENCE FOR ACTION 2013/284 A list of mail and e mail received in May was circulated for information. Flood mitigation fund: The County Council has allocated 200,000 for works during 2013-14 that will improve flood alleviation for communities in Somerset. Town/Parish councils, landowners & residents in Somerset are invited to apply. Contact Mr S Webster 01823 483038 for further information. ACTION Clerk to consult with Chairman as to requirements within the village. ITEMS FOR NEXT MEETING Car Park extension, Fireworks, Opening up of road Courtmill to Haselbury Road. ITEMS OF NOTE None MEETING CLOSED 21.35 DATE OF NEXT MEETING: Monday JULY 1 st 2013. 19.00hrs. MERRIOTT TITHE BARN For further information contact Clerk: Merriott-clerk@hotmail.co.uk or Tel:01935 863420 Page 5