Present: - Mr Rogers (Chairman); Mrs Kingston; Messrs Fowler, Hounsell, Knight, Lintern, and Townson.

In Attendance: - Councillor R Watson (SCC), WPC Butt (Avon & Somerset Police), Mr J Gardner (Somerset Youth Service) and Mr P Crossley (Clerk).

728 Declaration of Acceptance of Office. The Clerk reported that Mr R Fowler had been duly elected as a Councillor as a result of an uncontested election and that he had signed his Declaration of Acceptance of Office.

729 Declarations of interest The following declarations were made: -

(Minute 736) Station Road – Mrs Kingston and Mr Fowler

(Minute 738 ) Hatch Inn – Mr Fowler

730 Minutes.  The minutes of the meeting held on the 9 January were approved as a correct record and signed by the Chairman

731 Queen’s Golden Jubilee (minute 716).  The Clerk reported that whilst no funding was available from "Awards for All", there was the possibility of funding from the County Council towards the cost of new village signs to mark the Jubilee. It was indicated that the cost of basic road signs was understood to be in the order of £240, with the cost of a more substantial structure along the lines of that provided at Puddleton (which was favoured by some members) considerably more.

The Chairman reported on his discussions with the head teacher of the local school about a fete or picnic on Monday 3 June, who was encouraging a group from the PTA to look at the proposal and which might be looking for some financial support.

The PCC was committed to an event on the 31 May/1June and to a Sunday service, but individual members would be willing to support the idea of a fete/picnic.

RESOLVED: - 1) That further enquiries be made about proposals for village entrance signs, including the possibility of combining the scheme with proposals to change the location of the speed restriction signs at the entrance to the village (see minute 734 below)

2) That the Chairman report back on the development of the proposals for a fete/picnic, and that meanwhile the issue be put on the agenda for the Annual Parish Meeting

732 Standing Orders (minute 723).  Consideration of this item had been adjourned at the last meeting in accordance with Standing Order 26.

RESOLVED: - Unanimously that Standing Order 6 be amended to provide that 3 members shall constitute a quorum.

733 Code of Conduct (minute 724).  Copies of the model code had been circulated to members prior to the meeting. Advice was given in the supporting documentation about general standards of conduct, personal and prejudicial interests, the register of interests and the receipt of gifts and hospitality. At the training session attended by the Chairman and Clerk authorities were being recommended to adopt the model code without modification from a common date following which TDBC would co-ordinate the statutory advertisement. If the model code was adopted Standing Orders would in due course need to be amended as it would no longer be possible for the Council to invite a member who had declared a prejudicial interest to remain in the meeting whilst that matter was being discussed.

The Clerk would shortly be circulating New Declarations of Acceptance of Office and Declarations of Interests forms for completion by members.

RESOLVED: - 1) That the Parish Council agrees formally to adopt the Code of Conduct as published in the Parish Councils (Model Code of Conduct) Order 2001 without modification, with effect from the 5 May 2002, and it be noted that until their formal amendment existing Standing Orders will automatically be construed to confirm with the new code in the event that there is any conflict

2) That the proposal to retain a copy of the Register of Interests locally be approved

3) That the Clerk complete the statutory arrangements required consequent upon the adoption of the code.

734 Speed Restrictions on the southern approach to the village (minute 727).  The Clerk reported that the Highways Agency had agreed bring forward a scheme to move the 30mph sign in the next financial year.

735 Vacancies on the Council.  The Clerk reported the resignation of Mr J Holt with effect from 23 February 2002 and that the Returning Officer had published notice of the vacancy. No requisition of an election had been given in respect of the vacancy caused by the resignation of Mr Marks and the Council was now able to co-opt a replacement member. A notice inviting persons interested to write to the Chairman had been published in the village, and 2 interested persons had put their names forward.

RESOLVED: - 1) That consideration of the co-option of a person onto the Council be deferred to the next meeting

2) That Mr Fowler be appointed to the Planning Committee to fill the vacancy caused by the resignation of Mr Holt.

736 Station Road.  A number of letters had been received complaining about the traffic problems in Station Road and were read to the Council. The Chairman reported on an on-site meeting at which he had been present with the Police, Highways Agency and interested parties, to discuss the position when the Highways Agency had indicated its intentions to do a feasibility study in the new financial year to see what solutions could be proposed. The Parish Council would be consulted again when this work had been completed.

Mr Watson updated the Council on the work being done by the County Council, and indicated that it was examining proposals to provide a footpath on one side of the road, and that it was likely that the County would shortly publish its priorities for introducing 20mph zones outside schools.

WPC Butt indicated that she had sought the co-operation of Sterling Services Ltd as regards parking on the road, and that the police would look at increasing speed checks and addressing traffic offences.

RESOLVED: - That the matter be further considered when the a traffic scheme has been prepared

(Note: - Mrs Kingston and Mr Fowler were permitted to remain in the meeting whilst this issue was being discussed)

737 Youth Shelter.  WPC Butt presented to the Council information on the establishment of a youth shelter in the village given the lack of facilities for older children and teenagers. Evidence from elsewhere had shown that they helped to reduce vandalism as well as meeting a real need. Costs varied but were likely to be between £5000 and £9000 for a simple structure, but substantial grants were usually available.

Mr Gardner informed the Council that the Youth Service’s Best Value process had identified generally that a primary requirement of young people was a location warm, secure and lit where they could meet and which was not associated with a traditional youth club. Youth shelters were generally designed only to meet the needs of the immediate area and should only be provided if the young people themselves identified a need. WPC Butt indicated that the Police would be happy to help in organising a formal survey including the preparation of a questionnaire and Mr Gardner indicated that the Youth Service would meanwhile take some informal soundings.

No site for a shelter had been identified, and the only site, which immediately sprang to mind, was in the area controlled by the Village Hall Trustees, although other sites might be identified if the work was progressed.

RESOLVED: - 1) That an item be placed on the agenda of the forthcoming Parish Meeting seeking views about the establishment of a youth shelter

2) That the police be asked to ascertain the extent to which funding might be available as well as looking at the preparation of a questionnaire

3) That the Chairman open discussions with the Village Hall Trustees seeking their re-action to the proposal.

738 Hatch Inn.  Mr Fowler referred to complaints he had received about the noise from certain vehicles leaving the Hatch Inn late at night, which was above that which might reasonably be expected. Representations to the licensee made not resulted in any improvement. WPC Butt indicated that she would investigate the matter.

739 Somerset Helicopter Liaison Group.  Mr Townson reported on the meetings he had attended of this group. Minutes had been circulated as they became available. It had been announced that the Harrier aircraft were not now leaving Yelverton, although a decision had been taken to continue with the group although possibly with new terms of reference.

RESOLVED: - That the Council continue to support the Group.

740 TDBC Annual Meeting with Parish Councils.  The Clerk reported on this meeting, which had been attended by the Chairman and himself. Items discussed included the TDBC budget for 2002/2003, the Deane’s consultation partnership with the police (which also encouraged the attendance of community police at parish meetings similar to the arrangements which had now been put in place with WPC Butt), a Community Safety Strategy for Taunton Deane (which involved the establishment of action teams but was unlikely to involve representatives from the parish) and Community Strategies (initially TDBC was likely to establish some priority areas and meanwhile was encouraging parishes to undertake parish appraisals. Mr Fowler undertook to investigate further the requirements and resources needed for an appraisal

RESOLVED: - That the offer of Mr Fowler be accepted.

741 SALC West Area meeting.  The Chairman reported that he had represented the Council at this meeting, as the authorised representatives had been unable to attend. Matters discussed included the Code of Conduct, Quality Parish Councils, and a new "quango" for flood management. Information had been received that Hatch Beauchamp had been categorised as "vibrant" in a survey undertaken by the Countryside Agency. Concerns had also been expressed about provisions in the Green Paper on Planning Controls, which envisaged 90% of development control decisions being delegated to officers.

742 Planning Committee of 7 and 19 February.  The Chairman reported that the committee had agreed to support a change of use application and extensions at Windsor Farm, and alterations at Capland Farm, and had offered no objection to proposals for a pedestrian access at Oakfield Lodge.

743 Footpaths in Hatch Beauchamp.  The Chairman reported on his meetings with Mt Noyes of TDBC, when on this occasion only TDBC had agreed to carry out itself hedge clearance on the footpath between the school and the village hall but would expect the Council to undertake the work in future. With the owner’s consent TDBC had also agreed to provide a bridle gate on the footpath between Higher Mill and Elm Bridge to replace the current obstruction across the path.

RESOLVED: 1) That TDBC be asked to clarify the basis on which they would assist with improving the surface of the footpath from the school to the village hall

2) That TDBC be asked to look at the condition of the wooden footbridges on the footpath from Elm Bridge to Capland.

744 Playing Fields Grass Maintenance.  A quotation had been received from Parsons Landscapes Ltd for grass maintenance to the playing field and surround, the war memorial and roadside banking with effect from 1 April 2002. Because of milder winters the company were recommending mowing visits earlier and later in the year, which together with more extensive weed control had resulted in a substantial increase in cost. This could still, however, be contained within the anticipated grant from TDBC.

The Clerk also reported that in the light of the advice from the contractor and because there had been some under-spending on the current year’s contract, he had after consulting with the Chairman arranged under powers delegated to him for the contractor to carry some work out in March this year from the existing estimate provision. This should enable some of the work in the 2002/2003 contract to be held back until the early part of next year if there is a mild winter.

After meeting all the costs for the current year there would be a balance of £296.43 in the grant from TDBC which it was usual to make available to the Village Hall Trustees for them to spend on ground maintenance work.

RESOLVED: -1) That the action of the Clerk be noted

2) That the quotation from Parsons Landscapes Ltd be accepted and that the Clerk continue to manage the contract to enable the VAT element to be reclaimed.

3) That the balance of the grant from TDBC amounting to £296.43 be paid to the Village Hall Trustees for works to the playing fields.

745 Closure of Post Office.  Information had been received that the post office in the village was due to close on 24 April and it was presumed that the general store would close at the same time. Funding and offers of advice appeared to be freely available to villages interested in establishing a community post office but identifying suitable premises was a major issue. Members agreed on the desirability of retaining post office facilities in the village

RESOLVED: - That the issue be put on the agenda of the Annual Parish Meeting

746 Grants from TDBC.  Notification had been received from TDBC of the availability of grants under its Parish Initiative Grants Scheme for seats, notice boards etc, and Grants for Parish Play Areas.

RESOLVED: - 1) That the Clerk write to the Village Hall Trustees about the scope for assistance with play area improvement

2) That the Highways Agency be approached about finding a new site for the notice board at the Hatch Inn as part of the improvements to Station Road.

RESOLVED: - That the Annual Parish Meeting be held on 10 April commencing at 7.30pm in the Village Hall.

RESOLVED:- That a grant of £25 be paid to CAB.

749 Air Ambulance.  RESOLVED:- That the request from Dorset and Somerset Ambulance Trust for a donation be declined, but the existence of the trust be drawn to the attention of local organisations undertaking fund raising events.

750 Accounts.  The Clerk submitted a Statement of Account showing a balance of £13.85 in the current Account and £2734.20 in the Business Reserve Account, and sought authority to make a number of payments. He also reported that for the next and subsequent financial years he had arranged for any tax liability in respect of the payment of his salary to be dealt with through his pension so avoiding the need for a separate return to the Inland Revenue

RESOLVED:- That payment of the following expenses be approved

a) Clerk’s expenses £36.34

b) Clerk’s salary £242.34

c) Inland Revenue £68.42

d) CAB grant £25

e) Parsons landscaping £106.56

f) Village Hall Trustees £296.43

 

(1) Letter from Mr & Mrs Elmy of Laurel Cottage concerning steps allegedly taken by or on behalf of the Council in relation to the visibility splay to the industrial units in Station Road (the Chairman re-iterated that this was an issue between adjoining owners)

(Note:- The Vice Chairman (Mr Hounsell) took the Chair for the following items during the short absence of the Chairman)

(2) Audit for the year ended 31 March 2001

(3) Appointment of "village correspondent" for BBC Somerset Sound

(4) DEFRA’S Campaign against the Illegal Poisoning of Wildlife

(5) Retention of Parish Liaison Officer

(6) Highway Related Services Questionnaire (members were invited to pass any views to the Clerk)

(7) Somerset Bus Strategy (a copy would be circulated to members for them to pass back any comments to the Clerk)

(8) Revision to landscaping scheme at Hatch Mews Business Park

(9) Refusal of planning permission for garage at "The Brambles"

(10) "Consent to Discharge" at Orchard Nursery, Capland

(11) Temporary travellers site at West Hatch

(12) Consultation Draft on Statutory Code of Practice on the duty to promote race equality

(13) Letters concerning alleged nuisance at Sterling Services Ltd (this would be an item on the next agenda and meanwhile an update would be sought from TDBC).

(The Chairman resumed the chair)

 

752 Any other business.  (1) The Chairman referred to the recent adoption by the Council of the Code of Conduct regarding the performance of duties, the circumstances when members were authorised to speak on behalf of the Council, and the need to avoid giving the impression that the office was being used to further private and personal views. He suggested that at a future meeting members might wish to discuss adopting further guidance.

(2) Mrs Kingston made a personal statement referring to her interest in Hatch Mews and asked that further queries regarding the development be addressed to her.

The meeting closed at 10.21pm

Note: The next meeting will be on 8 May 2002 and is the Annual Meeting.

William F Rogers

Chairman