Broadway Parish Council Minutes of the meeting held on Tuesday 3 May 2016 in Broadway Village Hall at 6.30 pm Present : Cllrs C Trueman (Chairman), R Baker, J Champion, L Jones, B Twigg, G Winter, County/District Cllr L Vijeh, Mrs J Davidson (Clerk) and 8 members of the public. 1/16 Appointment of Chairman It was proposed and seconded for Cllr Trueman to be the 2016/17 Parish Council Chairman and it was unanimously resolved for Cllr Trueman to be appointed. 2/16 Declaration of Acceptance Cllr Trueman signed the Declaration of Acceptance of Office form which was also signed by the Clerk. 3/16 Appointment of Vice-Chairman It was proposal and seconded for Cllr Jones to be the 2016/17 Parish Council Vice- Chairman and it was unanimously resolved for Cllr Jones to be appointed. 4/16 Apologies / Resignation It was resolved for apologies with reasons given to be noted from Cllr Towers. The resignation of Cllr Towers, due to business commitments, with effect from today was also noted with regret. Appreciation was conveyed to Cllr Towers for the positive contribution he had made during his time as a Parish Councillor. The Notice of the Casual Vacancy would be displayed on the Parish Council notice boards. If there were no requests for the vacancy to be filled by election, within the statutory 14 day period, then the Clerk would receive notification from SSDC that it could then be filled by the Parish Council by cooption. The Clerk would then display an advertisement on the notice boards for anyone interested in the positon to contact any member of the Parish Council or the Clerk. A Working Group, comprising of all members of the Parish Council, would then be established to consider any registrations of interest. 5/16 Declarations of Interest/Dispensation Requests Cllr Champion declared a personal interest (friend of the applicant) in paragraph 8/16 i) Planning Abbotsford, Suggs Lane, Broadway. 6/16 Minutes It was resolved for the minutes of the meeting held on 1 March 2016 to be approved and signed as a true record. 7/16 Public Participation Mr Michael Williams (agent acting on behalf of planning application no : 16/01106/OUT Abbotsford, Suggs Lane, Broadway) attended the meeting and presented a brief summary of the proposal. A member of the public asked for clarification regarding the start time for the Parish Meeting, to be held on Tuesday 10 May 2016, as there appeared to be a discrepancy between the notice board notices and the Website/Parish Magazine. It was confirmed the meeting would commence at 6.30pm as stated in the notices and the Clerk would ask for this time to be announced during the Church Service on Sunday. County/District Councillor Vijeh had submitted a written report which was received and noted. 10/16 Planning i) The following planning application which has been submitted to SSDC since the last meeting was received and considered : Cllr Champion did not take part in the discussion or the vote regarding this item. 16/01106/OUT Mr & Mrs M and S Marriner Demolition of livery stables and associated storage buildings and erection of 2 No. dwellings (outline) Abbotsford, Suggs Lane, Broadway. 3 May 2016 Broadway Parish Council 2016/1
The Parish Council was of the opinion that it would be preferred for there to be no further development in this area until the ongoing issue of foul water sewage flooding in Suggs Lane has been satisfactorily addressed. However it is understood that an issue such as this is not taken into account as a material planning consideration. There was also a discussion regarding access to the site. However it was felt the vehicle movement pattern to service the current 10 livery stables on the site could potentially be more significant than the number of vehicle movements for 2 houses. It was therefore resolved there were no objections to the proposed development. ii) The responses made by the Parish Clerk, using delegated authority to formulate a response on behalf of all members observations, regarding the following planning applications which had been submitted to SSDC since the last meeting were noted : 16/00440/FUL Mrs S Gingell The creation of an outdoor riding arena (GR331626/115497) Land Os 6454 and 6347 Olivers Lane, Broadway. There had been no objections to this proposal as long as it was on the condition that the arena is for private use only and reflects the decision notice for the planning application for the stables (Ref : 14/01566/FUL) for private domestic purposes only - shall remain ancillary to the residential use of the adjacent property known as Westfields. 16/00810/FUL Mr T Andrews The erection of a first floor extension to dwelling house Dingford Green, Dommett, Buckland St.Mary, Chard There had been no observations. 15/00901/FUL Mr & Mrs N Hillard Demolition of existing dormers, entrance porch and garage, the formation of replacement dormer windows, erection of new porch and single storey utility room Colmara, Suggs Lane, Broadway. There had been no observations. iii) It was noted the following planning applications have been granted by SSDC since the last meeting : 15/03929/FUL Mr C Weatherill Alterations and conversion of barn into 1 No. dwelling with associated parking Barn at Barrington Hill, Broadway, Ilminster. 15/00396/FUL Mr G Charles Demolition of existing dwelling and outbuildings and erection of replacement dwelling house and garage Channings, Hare Lane, Broadway. 16/00440/FUL Mrs S Gingell The creation of an outdoor riding arena (GR331626/115497) Land Os 6454 and 6347 Olivers Lane, Broadway. 15/00901/FUL Mr & Mrs N Hillard Demolition of existing dormers, entrance porch and garage, the formation of replacement dormer windows, erection of new porch and single storey utility room Colmara, Suggs Lane, Broadway. 3 May 2016 Broadway Parish Council 2016/2
iv) It was noted the following planning application had been refused by SSDC since the last meeting : 15/05042/OUT Fifehead Farms Outline application for residential development of land by the erection of up to 5 dwellings with associated garages and parking, provision of new vehicular and pedestrian access. Land adjoining the Village Hall, Broadway Street, Broadway. v) The procedure for dealing with planning applications during 2016/17 was considered and reviewed. It was agreed that when the Clerk receives notification from SSDC that a planning application has been submitted then : a. the Clerk would e-mail the information regarding the application to all members of the Parish Council; and b. the paper copy would be provided for circulation to Cllr Trueman, Cllr Baker, Cllr Jones, and Cllr Twigg. It was also resolved that in the eventuality of there not being a scheduled meeting of the Parish Council before a planning consultation deadline then either : a. a meeting of a Planning Committee comprising of all members of the Parish Council would be convened at the request of any member; or : b. members would e-mail any comments to the Clerk who would have the delegated authority to be able to respond to small scale planning applications on behalf of member s observations. 9/16 Appointment of Representatives Representatives for Roles and Outside Bodies were agreed as follows : Parish Assets - Cllr G Winter Website - Cllr L Jones & Mr P Trueman Communication - Cllr C Trueman Parish Survey - Cllr G Winter Village Hall - Cllr R Baker Strimming Tasks - Cllr G Winter & Mr P Trueman (currently trained) Cllr R Baker & Cllr Champion registered an interest in attending future training Vardens Pond Representative Cllr G Winter Parish Environment Warden Mr T Dixon Parish Footpath Warden Vacant 10/16 Standing Orders The process for the updating of the Standing Orders was reviewed. It was agreed the Standing Orders Working Group, which had been established at the meeting of the Parish Council held on 5 January 2016, would be dissolved. Instead the Clerk would prepare a draft recommendation to be received and considered at the next meeting of the Parish Council. 11/16 Parish Survey / Parish Meeting a) It was reported that, on 15 March 2016, there had been a press announcement to confirm a Big Lottery grant funding award of 3,256.30 to be used for the preparation of a Broadway Housing Needs Survey. Cllr Winter and the Clerk had subsequently met with Mrs Jane Birch, Somerset Community Services, to explore the next step. A draft survey is to be prepared by Somerset Community Services which would be circulated to all members of the Parish Council for comments/amendments, to be agreed, before the Survey is printed for distribution around the Parish. b) The arrangements for the Parish Meeting to be held on 10 May 2016 were reviewed. Guest Speakers were confirmed to be : Wessex Water - Mr Martin Tidman (Planning Engineer); Parish Survey Mrs Jane Birch (Community Council for Somerset); Footpaths Mr Les Braunton (Somerset County Council); Village Agent Mrs Audrey Mansfield; and representatives from the Citizens Advice Bureau. Cllr Trueman and Mr Paul Trueman would make arrangements for the refreshments to be provided. 3 May 2016 Broadway Parish Council 2016/3
12/16 Parish Assets a) Cllr Winter reported that since the last meeting SSDC had submitted a grounds maintenance quotation which had been significantly less than the Taunton Deane quotation which had been considered at the previous meeting of the Parish Council. The SSDC quotation had been brought to the attention of the members of the Parish Council after the last meeting by e-mail as the work needed to commence as soon as possible. As no objections had been raised the 2016 Broadway Parish grounds maintenance contract had been awarded to SSDC. b) Cllr Winter reported the asset maintenance works have now been completed and was of the opinion work which has been carried out to a high standard. c) Appreciation as conveyed to Cllr Winter for co-ordinating the grounds maintenance contract and asset maintenance works. 13/16 Standerwick Orchard a) Cllr Winter introduced a discussion as to whether the Parish Council would wish to give consideration to the CCLA Property Investment Fund for the Standerwick Orchard Maintenance Fund. It is a legal requirement for a Parish Council to obtain independent financial advice if it is considering an investment such as this. It was agreed that Cllr Trueman would discuss this matter with a financial adviser of her choice and also the Clerk would explore alternative financial advice. b) A quotation of 322 was received and considered, from Mr D Mitchell, for the provision of a Standerwick Orchard land drainage pipe. It is hoped this measure would help to improve the efficiency of the drainage in the area of the attenuation pond. There was a discussion as to whether there should be a geotextile membrane laid over and it was agreed that Cllr Winter would ask Mr Mitchell to amend the quotation in order to reflect this. If Cllr Winter was of the opinion that the amended quotation was still satisfactory then it was agreed he could make the request for the work to go ahead. c) Since the last meeting of the Parish Council correspondence had been received from two households who were extremely unhappy about the extent of the recent Standerwick Orchard dogwood clearance work. The members of the Parish Council had formulated, and agreed, a response to both of the complaints and the Clerk had been instructed to send the responses on behalf of the Parish Council. Cllr Baker and Cllr Winter had also visited the site and discussed the matter with the residents of one of the households. The dogwood had been pruned back hard to encourage new growth but it was agreed the area adjacent to the Standerwick Orchard attenuation pond would be monitored to check that the shrubs recover satisfactorily. 14/16 Highways / Footpaths a) A discussion was introduced as to whether consideration should be given to submitting an application for SSDC funding for a Traffic Calming/Gateway Scheme. It was agreed to defer further consideration regarding this matter to the meeting of the Parish Council to be held in September. b) Consideration was given as to whether there is a requirement for a volunteer Parish Footpath Warden. SSDC currently has Mr S Painter registered as the Broadway Parish Footpath Warden but it is understood that Mr Painter would now probably not wish to continue. It was agreed that anyone who wished to come forward to take over this role would be welcomed. 15/16 Environment a) Consideration was given to the provision of litter/dog waste bins, the SSDC waste bin protocol and site suggestions put forward by two residents. It was agreed that two possible sites could be : On the verge by the wooden footpath sign opposite the junction where Suggs Lane joins Broadway Road adjacent to Vardens Farmhouse; and On the opposite side of the road to the Church car park, near the Bristol gate footpath sign, to Southtown and Ashill. b) Consideration was given to possible community planting schemes using trees which could be available from SSDC. Cllr Winter reported the possibility of planting additional trees had received a positive response during his discussion with the residents of Standerwick Orchard. The Clerk would explore this matter with the SSDC Tree Officer. 3 May 2016 Broadway Parish Council 2016/4
c) Correspondence from the SSDC Environmental Enforcement Officer, Mr Chris Rowland, was received and noted regarding the update on the dog fouling around the area of the school. Mr Rowland had visited the area on a number of occasions over the holiday period. He had found little evidence of fouling but had refreshed the signage in the area and sprayed disinfectant along the pavement near the school to discourage any dogs to foul. d) The Tree Preservation Order with effect from 1 March 2016 for i) the oak tree adjoining the Eastern side of the entrance to the Village Hall and the Doctors Surgery and ii) the group of trees adjoining the North Eastern Boundary of the Village Hall Car Park was noted. 16/16 Website It was noted the the Broadway website has now been published on to the internet and the address is : www.broadwayparishcouncilsomerset.org.uk. 17/16. Insurance a) It was noted the insurance is due to be renewed with effect from June 2016/17 but the renewal information has not yet been received. The Clerk would circulate the information to all members on receipt of the documents. b) A question had been raised regarding the insurance provision for Volunteers, Councillors and Employees undertaking activities on behalf of the Parish Council. The insurance broker had clarified that Volunteers, Councillors and Employees undertaking activities on behalf of the Parish Council, such as strimming, are covered automatically by the policy under the Employers and Public Liability sections where a 10 million limit of indemnity applies under both sections. In order to reduce the likelihood of injury or damage it is recommended that a risk assessment of the proposed task is completed in writing and kept on record. The Parish Council should ensure the participants are competent to carry out the work they are offering to undertake and, for the more manual duties, have access to the correct tools as well as suitable clothing/protective equipment. 18/16 Finance i) The Clerk reported that Mr J Brunt, who currently acts as the Internal Auditor for Ashill Parish Council, had agreed to carry out the 2015/16 Broadway Internal Audit. The 2015/16 Internal Audit has now been carried out and no matters have been brought to attention. ii) The 2015/16 Annual Report was received and noted. It was resolved for Section 1 Accounting Statements for and Section 2 Annual governance statement of the Audit Return for 2014/15 to be signed by the Chairman and the Clerk. iii) The Clerk reported that the proposed transfer of all Parish Council funds, from the Santander Accounts, to the NatWest, Ilminster, Current and Reserve Accounts has now been completed. iv) It was noted the 2016/17 Section 137 Expenditure Limit is 7.42 per person. v) It was noted the 2016/17 Parish Precept of 7,860 and the Council Tax Support Grant of 140 has been credited from SSDC to the Parish Council NatWest Current Account. vi) The Clerk presented a positive report regarding the PAYE service provided by Westcountry Payroll to ensure the Parish Council met its Employer PAYE responsibilities for 2015/16. vii) The Clerk reported the Pension Regulator staging date, to ensure the Parish Council complies with workplace pension law, is 1 February 2017. The Clerk will complete the duties checker to ensure the tasks relevant to the Parish Council are completed. viii) It was resolved for the following payments to be approved Broadway Village Hall Meeting Room Hire (April 2015-March2016) 100.00 Westcountry Payroll Payroll Service 60.00 Somerset Web Services Website 390.00 Mr J Brunt Internal Audit 75.00 Clerks Salary & Administration Costs (from 2015/16) 373.43 Mr D Mitchell Parish Maintenance 2,010.00 ix) Correspondence from Broadway PCC, conveying appreciation for the contribution of 500 for the 2016/17 maintenance of the churchyard, was received and noted. 3 May 2016 Broadway Parish Council 2016/5
19/16 Items for consideration for a future agenda Standing Orders Insurance Parish Survey Traffic Calming/Gateway Scheme (September) 20/16 Next Meeting It was confirmed the 2016/17 dates for meetings of the Parish Council will be 5 July, 6 September, 1 November, 10 January, 7 March and 2 May (Annual Meeting). Meetings usually commence at 6.30pm and are held in the Broadway Village Hall. The meeting closed at 9 : 25 pm Signed :.... (Chairman Date : 5 July 2016 3 May 2016 Broadway Parish Council 2016/6