DUNSTER PARISH COUNCIL

Transcription

1 DUNSTER PARISH COUNCIL MEETING 13 TH FEBRUARY 2017 AT THE TITHE BARN, DUNSTER PRESENT: D Challoner (Chair), C Oliver, G Witherford, K Sully, A Vicary, A Webber, C Ell, G Ebbern, G Lamacraft, D Stanyon (Clerk) 1 member of the general public. Mr A Parbrook. Cllr Lawrence (SCC) arrived for the second half of the meeting. APOLOGIES: G Dibble MINUTES OF LAST MEETING: The minutes of the meeting held on 16 TH January 2017 were unanimously confirmed and signed as a correct record. DECLARATIONS OF INTEREST: Dunster Steep Toilet Cllr Sully. Planning Cllr Ell. DISPENSATIONS: None recorded RESIGNATION: A letter of resignation was read out from Mrs K Ricketts. The Clerk will begin the process to advertise a Casual Vacancy. PUBLIC QUESTION TIME: Mr A Parbrook introduced himself as a Conservative candidate for the vacancy for the West Somerset District Councillor. Mr Parbrook is currently a Minehead Town Council Councillor and it has been agreed with Bridgwater District Council that these responsibilities will not compromise any responsibilities to Dunster and Timberscombe Parishes. Mr Parbrook assured Dunster Parish Council that he is very committed to duties involved. He requested any Councillors wishing to support him to sign his nomination. This was passed round for Councillors to sign, if they wished to. REPORTS Dunster Tourism Forum asked if Dunster Parish Council would like a regular report? It was agreed that this would be useful. DUNSTER STEEP TOILETS Dunster Parish Council voted to award the contract to G A Sully and Sons ( 27,400) to carry out the refurbishment and alterations at Dunster Steep Toilets (after discussing the quotations submitted by G A Sully & Sons and R E Sherrin at the previous meeting). This was proposed by Cllr Ell, seconded by Cllr Ebbern and was unanimously resolved. Since last meeting Mandy Chilcott increased West Somerset Council s offer to 25,500. The subcommittee agreed to accept a Freehold agreement. David Chapman of Thorne Segar was happy with the document. Dunster Parish Council informed WSC of our acceptance. Arranged for storage area keys and Radar keys to be delivered. Informed WSC that Initial lease agreement needed to be cancelled by West Somerset District Council as they had arranged the lease. G A Sully & Sons will start work 1st March. Builder will keep current Gents open, and Disabled and Baby Changing Room kept open for Ladies with appropriate signage. There are no anticipated planning problems. Yvonne Dale & Joe White (ENP) have confirmed work is covered by permitted development. G A Sully & Sons will be arranging for 4 x magnetic door plates connected to a timer and led lighting and motion sensors. This is not in original quote therefore an extra cost. There will be essential energy saving devices which will pay for themselves.

2 A Cleaning Contract needs to be put in place and quotations are currently being sought. Somerset World 191pw incl weekly steam clean of floors J & W Cleaning Services (Minehead) 172 pw incl weekly steam clean of floors. This price is negotiable. Queen of Clean left message NO REPLY. HCS have moved sent to new address NO REPLY Have drafted personal ad for parish magazine + notice boards Cleaning Contract in hand. INSURANCE Arranging insurance requirements from AON. AON require further information before advising DPC of the additional premium. Cllr Sully and Cllr Challoner will respond to AON. TOILET REVENUE From 1 st April 2017 Dunster Parish Council will be running DSCP toilets. This will involve emptying door locks and collecting money and delivering it to the bank. The collection of revenue will need to be decided and it was suggested that all councillors work on a rota basis, working in pairs. The Clerk will be responsible for banking and ensuring that all records are kept for audit purposes. This is to be discussed and a resolution made at the next meeting. PUBLIC ACCOUNTABILITY Cllr Challoner will draft a statement for Parish magazine in May to inform parish of the increase in the Precept and the developments with Dunster Steep Toilets. This was unanimously agreed. MARSH FARM DEVELOPMENT There was meeting with Strongvox on 2 nd February where Cllrs from Dunster Parish Council, Cllr Lawrence and Mr B Kitching from WSDC met with Mr R Alford from Strongvox to discuss the road and pavement width. Mr Alford was very receptive to the proposed plans by Dunster Parish Council to increase the road width and slightly decrease the pavement width. Mr B Kitching endorsed this proposal and said he would inform H Vittery (Highways Dept) of the amended plan. Clerk to write to H Vittery confirming the points agreed at the meeting. FLOOD EQUIPMENT STORE The extension has now been built and flood equipment has been purchased. The CRISP grant received will cover these items. TELEPHONE BOX BREMIS ROAD No further information or documentation has been received to date. This matter is ongoing. UNSAFE TREE IN PLAYING FIELD An agent from Taunton Deane Council visited but went to the wrong house. Cllr Challoner will contact Taunton Deane Council to re arrange another meeting. MAINTENANCE ON YEW TREES, OLD CEMETERY Cllr Sully will obtain a start date for carrying out the first part of the maintenance. WEST CLOSE YELLOW LINES Highways Department have informed Dunster Parish Council that this matter is now in hand and will be completed shortly. DEFIBRILLATOR Cllr Ebbern has been investigating this and Dunster Parish Council can have up to 5 defibrillators, including training. It was proposed that 1 be located in the High Street, 1 in Dunster Marsh and 1 in West Street. Cllr Ebbern has offered a site under the carport at Chapel House in West Street. The Luttrell Arms may be able to locate one and discussions are ongoing. Councillors have been requested to let Cllr Ebbern know of any possible sites in the High Street and Dunster Marsh.

3 NHS HEALTH CHECKS This will take place on 10 th and 11 th March 2017 at the Tithe Barn, Dunster. Cllr Oliver is waiting for further information on the times and for the adverts to be provided. There will be an on line booking form available, but Cllr Oliver will provide further details as soon as she is able to. Cllr Oliver will display the notices once they have been received. A minimum of 5 people need to attend each session. PRECEPT This has now been set and the request sent to Somerset County Council. Matter closed. SEA LANE DRAIN Highways Department have now flushed the drains out, but the ditch needs to be dug out further. Cllr Sully and Cllr Vicary have volunteered to ensure this is done. Matter closed. CARAVAN ON OLD A39 Clerk has written to the Police, West Somerset District Council, Environmental Health and Highways Department. Cllr Parbrook offered his experience on dealing with a caravan parked in Minehead and explained that it can be difficult problem to resolve. Minehead Town Council had to get the Court Order to remove the caravan. Ownership of the land needs to be proven and the owner of the land then needs to initiate removal proceedings. Cllr Ebbern will look at this matter in more details and report back at the next meeting. BENCH IN WEST CLOSE This will be dug out of the undergrowth next week. Matter closed. FENCE IN 42 CONYGAR VIEW Magna Housing have been to site and also seen Cllr Vicary and have assured that this will be removed as soon as possible. LAND AT THE BALL Cllr Sully has the relevant forms to sign, together with a copy of the plans. The plans do not have the exact measurements of the land at the Ball. Cllr Lamacraft and Cllr Sully will meet and measure the plot of land and get the plans amended with the measurements before any documentation is signed. UPDATED LIST OF COUNCILLORS This will be updated once the Casual vacancy has been filled. The list will then be displayed in the Parish Notice Boards REMOVAL OF MOLES FROM GARDEN OF REST Cllr Sully and Cllr Vicary will attempt to remove the moles humanely. The Clerk thanked G Witherford for his assistance with the procedures with burials and the Cemetery. ACCOUNTS Expenditure and income for January as follows: January 2017 Expenditure D Stanyon Clerk's charges D Williams Cemetery contract Active Signs New Cemetery map D Stanyon Ink Cartridges and postage WSDC Rent of playing field 5.00 D Stanyon Ink cartridges/paper/file AtWest Grant

4 Riverside repairs to broken posts GA Sully and re hang gates HMRC J Demirtges PAYE and NIC January 2017 Receipts Towners M Young Allstone Memorials M Young Allstone Memorials Safe South west Hedley price Radford Galatia Furse Sully, E, and C Flood Equipment grant Peter Lewis The accounts for the year to date were circulated. GRANTS The amounts which were discussed at the Finance Committee were read out. Cllr Oliver asked why the Cricket Club received no grant and the Packhorse Playing Field received a reduced grant and it was explained that Dunster Parish Council meets the cost of the rent for the field ( ). The Grants following grants were agreed. Memorial Hall Tithe Barn Doll s Museum Marsh Playing Field Girl Guides/ St George s Day Parade (payable for 3 years only 2016/2017 and 2018) Packhorse Playing Field Football Club These amounts were proposed by Cllr Ebbern. Seconded by Cllr Oliver and was unanimously resolved. FIXED ASSETS The Fixed Asset list needs to be accurate for audit purposes. Cllr Ell has given the locations for the seats and Cllr Oliver will get the form signed for the Gift of the plastic matting to the Cricket Club. STANDING ORDERS The Clerk brought Item 5 to the attention of the Council. This currently reads Expenditure The council shall be able to sanction small works up to 500 without going out to tender. The chairman and vice chairman should be able to sanction emergency works up to 150 without going to committee. The Council discussed raising the emergency works budget to and in the absence of a Vice Chairperson, the Chairman and one member of the Finance Committee will be able to sanction emergency works up to This was proposed by Cllr Ell, seconded by Cllr Oliver and was unanimously agreed. Clerk to update Standing Orders and circulate. The Clerk asked if there was any other planned expenditure expected in March Other than the works to the yew trees, there is no anticipated expenditure.

5 CLERK S CONTRACT The Clerk has now been issued with a Contract of Employment. The Clerk expressed concerns that the weekly contracted hours of 10 hours/week are adequate and if there are regular overtime claims being submitted, the Parish Council cannot budget for the Clerk s salary accordingly. Cllr Challoner (Chair) agreed that this will be reviewed in 6 months and if necessary the hours altered as necessary. COMMUNITY COUNCIL FOR SOMERSET It was agreed to renew the membership at 40.00/year. SOCITY OF LOCAL CLOUNCIL CLERKS The Clerk requested joining this organisation for /year as there is a lot of very beneficial information to assist the Clerk in her new position and will help guide DPC in correct procedures. This was unanimously agreed to join for 1 year. Dunster Parish Council have received notification from Thorne Segar that their hourly charges are increasing to /hour. If DPC require any legal work carried out in the future, a fixed quotation must be sought before employing a solicitor. RISK ASSESSMENTS Risk Assessments need to be carried out on the following areas: Dunster Cemeteries Allotments Marsh Playing Field Packhorse Playing Field And from 1 st April 2017 Dunster Steep Toilets. Clerk to circulate Risk Assessment blank forms and guidelines to the relevant sub committees for completion before the next DPC meeting in March DUNSTER WORKING PANEL Cllr Oliver attended the last meeting and reported that the Police highlighted the problems with break ins and electronic and cyber problems especially with scam s. The other subject which was discussed was the stone for the groynes at Blue Anchor, which have been left over from the construction at Bridgwater Bay and given to SCC. Cllr Vicary requested whether Dunster Parish Council could have any stone to carry out works at The Packhorse Bridge. Cllr Lawrence will request this. Cllr Lawrence also attended the Dunster Working Panel meeting and she wished to inform DPC that we were to be thanked for the way in which the take over of Dunster Steep Toilets was being handled, quietly and diligently. CEMETERY CONTRACT The Cemetery Contract tender was advertised in The West Somerset Free Press and 3 Contractors replied. Cllr Vicary and The Clerk met with the Contractors to go through the terms and conditions and the following quotations were received. Mike Podbury submitted a tender of 2, per year Darren Williams submitted a tender of 3, per year James Goodland submitted a tender of 9, per year It was discussed that D Williams be awarded a 3 year contract, with an increase of 2½% in financial year and a 2½ % increase in financial year. This was proposed by Cllr Sully, seconded by Cllr Ell with a unanimous resolution.

6 WEST STREET PAVEMENT Cllr Lamacraft stated that there are a couple of issues which need to be resolved before SCC formally adopt the pavement on the West side of West Street. A meeting is taking place on between D Peake (WSDC), Cllr Lawrence and Cllr Lamacraft to discuss what work needs to be carried out on the Stag s Head side (East side) of West Street. There is currently approximately 29,000 ( 24,000 DWG and 5,000 DPC) to carry out the works required on the East side but more funding will be needed. DWG need to keep some money in their account in order to enable them to finance other projects in Dunster. SCC has adopted part of the pavement on the East side and some parts are in good condition, but others need improvements and there is currently no kerbing at all. It is believed that the posts have been erected by the adjoining house owners and it will need to be decided whether the posts are put back in. There is also a possibility that SCC will not adopt the rest of the East side of the pavement, so this will need to be clarified and who would then take responsibility in the future. Cllr Challoner and Cllr Ell will also attend the meeting on the Matter ongoing. HANGING BASKETS These are purchased by The Village Society. Matter closed. PLANNING The Luttrell Arms Garden Room and additional storage. The Planning sub committee visited site to look at the proposed plans. There were no objections to this planning application. There will be a new application for minimal external lighting and ventilation to a new garden room and the architect has agreed to notify Dunster Parish Council of these plans, in due course. The Luttrell arms will not be covering in the inner courtyard and there will now be disabled bedrooms installed on the ground floor, instead of the proposed bar. 8, Gatehouse Cottage, Dunster 6 trees to be felled. No objections Dunster Castle Trees to be pollarded and felled. No objection 11, West Street, Dunster. A letter was read out from Exmoor National Park, following an investigation in to unauthorised work to a listed building. A planning Application was submitted and approved. CORRESPONDENCE SALC Regional Conference will be held on 16 th March per delegate. It was agreed that it would be useful for the Clerk and the Chair (or one other councilor) to attend. Clerk to circulate and book, if any one is available to attend. SEA LANE PARKING Dunster Parish Council has been forwarded an from Jo Sharp at Highways Department, and a copy of an sent to Cllr Lawrence (from Dunster Beach Holidays) regarding parking in the road at Sea Lane, Dunster. An was also received directly from a member of the public. There are concerns regarding the number of cars parking in Sea Lane, especially since the opening of the Steam Coast Trail and the possible safety implications. J Sharp indicated that Highways would be reluctant to impose Yellow Lines in Sea Lane. This matter was discussed at length and Dunster Parish Council unanimously agreed that they would take no further action at present and do not wish to see yellow lines being installed in sea Lane, but have agreed to monitor the situation. CROWN ESTATE DPC have received a letter from The Crown Estate confirming the sale of our Dunster estate to Hodgetts Farming Limited. The sale includes some 1,662 acres of let farmland to the east of Carhampton,

7 Withycombe and Rodhuish, starting from Blue Anchor in the north and ending at Langridge Wood /Culverwell Wood in the south. Clerk to request a plan of the land which has been sold. ITEMS ON REPORT Cllr Ebbern has briefly checked the Exmoor National Park Local Plan and suggested that the planning subcommittee look at the detail before completing the survey form. Cllr Lamacraft attending the Exmoor Forum and reported back that ENP are looking to reduce the number of affordable homes. An example of this is, at the Higher Marsh Farm development out of 11 affordable houses, 7 have been sold and not one of those has been sold to a Dunster resident. Cllr Lawrence stated that it is important to complete the survey if Councillors feel strongly regarding Affordable Housing. The documentation has been passed to the Planning sub committee who will review the detail and complete the survey. Cllr Challoner reported that there is now a 1 hour waiting limit outside the Five Quarters. Meeting ended at 9.50 p.m.