MINUTES

LEIGH-ON-MENDIP PARISH COUNCIL MEETING

HELD ON MONDAY 20 JANUARY 2020 AT 7.00 P.M. IN THE MEMORIAL HALL

 

Present

David Mattick, Chairman

DM

 

 

Paula Freeland

PF

 

 

David Sparkes

DS

 

 

Vicky Taylor

VGT

 

 

 

 

 

In attendance

Philip Ham, District & County Councillor

PH

 

 

Rose Martin (Allotment Association)

RM

 

 

Anthea Brooks (Clerk)

AB

 

 

 

 

0095/19

APOLOGIES

ACTIONS

 

 

 

0095.1/19

Vicki Trundle, Councillor (VT), Martin Carter, Councillor (MC) and Alan Townsend, District Councillor (AT).

 

 

 

 

0095.2/19

Councillor Absence – the Council passed a resolution permitting VT to be absent for a period of time longer than six months.

 

 

 

 

0095.3/19

Co-option of Councillors – the Clerk reminded Councillors that there was a vacancy on the Council and every effort should be made to fill this.

 

 

 

 

0096/19

DECLARATIONS OF INTEREST AND DISPENSATIONS AND REQUESTS FOR RECORDING.

 

 

 

 

0096.1/19

There were no declarations of interest or dispensations and no request for recording

 

 

 

 

0097/19

MINUTES OF THE MEETING HELD ON 16 DECEMBER 2019

 

 

 

 

0097.1/19

The minutes of the meeting were agreed and signed as a correct record by the Chairman.

 

 

 

 

0098/19

MATTERS ARISING FROM THE MINUTES OF 16 DECEMBER 2019

 

 

 

 

024.2/18

Cemetery - forbidden metal edging and white pebbles had been applied around two cremation plaques. The Clerk will contact the families involved again – ongoing.

 

 

Clerk

 

 

 

137.1/18

GDPR Policy - Clerk to issue final draft incorporating SW comments for approval at the next meeting.  Ongoing. 

 

Clerk

 

 

 

0024.3/19

Churchyard Walls – Some repointing is required and PF will arrange a specification and obtain indicative prices. Ongoing

PF

 

 

 

0041.10/19

Speedwatch - The Clerk had contacted local Parish Councils with a view to organising a combined village Speedwatch Group.  Replies had been positive so that Clerk will now go ahead and organise a meeting date to take place in Leigh-on-Mendip - ongoing

 

 

 

Clerk

 

 

 

 

 

 

 

 

 

0042.1/19

NHS Health Checks – The Clerk is looking at possible dates - ongoing

Clerk

 

 

 

0058.7/19

Fingerpost – The fingerpost which is leaning slightly is at the Knapp Hill crossroads.  DS will arrange repair in the spring - ongoing

 

DS

 

 

 

0058.8/19

Highways – Winter Service – it was agreed to obtain one dumpy bag of salt to be stored at the Memorial Hall.  It was reported that salt is required at Soho Crossroads.  DM/DS have some stock and will provide.

 

Clerk

DM/DS

 

 

 

0071.4.5/19

Letters of Easement to houses in the Hedgerow – these are sent three yearly to households which have access from their gardens to Council land. There are two more households with access - ongoing

 

 

DM

 

 

 

0074.12/19

Housing Needs Survey Input is awaited from MDC – complete

 

 

 

 

0084.2.1/19

Recreation Field – budget setting – complete

 

 

 

 

0084.2.2/19

Toddler Group – VGT had spoken to the Toddlers Group regarding a proposed grant - complete

 

 

 

 

 

0084.4/19

Grass Cutting – The Clerk is investigating the recent invoice amount for the Recreation Field. - ongoing

 

Clerk

 

 

 

0086.2/19

Yew Trees – discussed under Cemetery Matters

 

 

 

 

0090.5/19

Rangers (DS) DS had purchased Christmas gifts for the Rangers as discussed at the last meeting - complete

 

 

 

 

 

0090.11.1/19

Quarry – Long Term Maintenance Fund – PH was asked to chase SCC for information- ongoing

 

PH

 

 

 

0090.13/19

VE Day – DM will speak to MC and Chris Ingrem and see if there is enough enthusiasm to get something organised - ongoing

 

DM

 

 

 

0099/19

DISTRICT AND COUNTY COUNCILLOR REPORTS

 

 

 

 

0099.1/19

County Council (PH)

 

 

 

 

 

·                    Budget looks healthy for this year

 

 

·                    Discussions taking place regarding the County becoming a unitary authority.  District Councils are currently not in favour.

 

 

·                    Old Wells Road – improvements to be carried out before the close of the financial year

 

 

·                    Roundabout at Beacon Cross – discussions ongoing with local quarries/haulage companies

 

 

 

 

 

District Council (PH)

 

 

 

 

 

·                    Local Plan Part II out for consultation.  Planning Policy is now out of date, there is a requirement for 505 houses in north Mendip.  New housing figures state that 620 houses need to be built every year instead of 420.  It is recognised that the cost of housing compared with the average earnings in this area is too high. 

 

 

·                    Quarry – Community Fund.  Applications for grants need to be made.  Applications will be taken at the end of January for consideration at the March meeting. 

 

 

 

 

0100/19

PLANNING

 

 

 

 

0100.1/19

New Applications

 

 

 

 

0100.2/19

2019/2940/HSE Replace existing garage and shed with double garage at Green Shutters, Leigh-on-Mendip – application approved.

 

 

 

 

0100.3/19

2019/2873/FUL Application to allow full and unrestricted use of existing vehicular access to holiday lodges from Hollybush Lane – application approved 

 

 

 

 

0100.4/19

Status of Current Applications and other Planning Matters

 

 

 

 

0100.4.1/19

2019/0435/PAA Prior approval of proposed change of use of agricultural building to a dwelling house (use Class C3) and for associated operational development on land at 367524 146177 Old Wells Road, Leigh-on-Mendip – pending appeal

 

 

 

 

0100.4.2/19

2019/1569/FUL Removal of existing garage building and erection of a whole life dwelling incorporating full disabled access on land lying NW of Hippys Farm Lane – application waiting decision at the Planning Board on 22 January 2020

 

 

 

 

0100.4.3/19

2020/0082/HSE and 2020/0083/LBC Renovation, repair and associated works at Prescott, Leigh-on-Mendip – not in time for this agenda.  Clerk to ask MDC for an extension for response.

 

 

Clerk

 

 

 

0100.4.4/19

Application for a non-material amendment to permission 2016/2811/FUL – plot south of Halecombe Quarry to Somerset Hill, Leigh-on-Mendip – not on this agenda.  Submitted and approved since the last meeting.  Amendment to fence and retaining wall around Rookery Farmhouse

 

 

 

 

0100.5/19

Strip of MDC land at Apple Meadow View.

 

 

 

 

0100.5.1/19

DM gave a short update on the issues with the strip of land at Apple Meadow View stating that the recent 13 January meeting with MDC had not resolved any of the issues, partly due to sickness and partly due to inadequate preparation by MDC; another meeting is to be arranged.

 

 

 

 

0101/19

FINANCE

 

 

 

 

0101.1/19

Financial Statement as at 20.01.20 – the financial statement as at 20.01.20 was considered.  The Clerk will insert the missing minute reference information and the statement will be approved at the next meeting

 

0101.2/19

Budget 2020/21 – the final draft of the Budget for 2020/21 was approved

 

 

 

 

0101.3/19

Precept – the Precept was set at £9,180 for 2020/21.  Proposed VGT, seconded PF and agreed unanimously. 

 

 

 

 

0101.4/19

Grant for Mendip Community Transport – a letter had been received from Mendip Community transport requesting a grant.  It was agreed not to make a contribution.

 

 

 

 

0101.5/19

Cheques agreed and raised

 

 

 

 

 

·                  Clarendon Fencing – fencing for allotments £6,277.68

 

 

·                  Mrs A Brooks – Clerk’s Salary for December £221.20

 

 

·                  Mr D Sparkes – gifts for Rangers £32.75

 

 

 

 

0102/19

CEMETERY MATTERS

 

 

 

 

0102.1/19

Grass Cutting – the Clerk is seeking a new contractor.  It was agreed that the specification should include the new cemetery area as well as the existing churchyard and cemetery.  The Clerk will approach Idverde for a quote.

Clerk

 

 

 

0102.2/19

Yew Trees – DM gave an update on the churchyard Yew Tree issue.  MDC have confirmed the Tree Preservation Order on the trees without the agreement of the Ward Councillors and against the recommendation of the Parish Council Chairman and the Churchwarden.  There is no progress towards the long-requested site meeting and agreement of a way ahead.  PH will continue to chase

 

 

 

 

 

PH

 

 

 

0102.3/19

Fees – the updated fees for 2020 were agreed.

 

 

 

 

0103/19

OPEN SPACE PROJECT

 

 

 

 

0103.1/19

VGT reported as follows 

 

 

 

 

 

·                  Total budget agreed £18,572.28 (£15,572.28 from S106 and £3,000 from Parish Council)

 

 

·                  Total spend so far £16,422.78 leaving a balance of £2,138.50

 

 

·                  Estimates agreed in principal are for a second accessible allotment, and accessible pathway and the lease for a total of £1,979.36 leaving a balance of £159.14.

 

 

·                  Costs still outstanding and unknown are for the cost of water to the site (bid to improving lives grant scheme made) and for the first accessible allotment (also a bid to improving lives grant scheme). The Allotment Association have an aspiration for a community hut on site and grant funding will be sought for this but it may need match funding.

 

 

·                  Hedging some available free of charge so a start can be made

 

 

·                  DM stated that he will write to MDC so inform them that the budget has been used. 

 

DM

 

·                  DM and David Pattison had a meeting with the Solicitor at the beginning of the month and leases are being prepared. The Solicitor will inform the Council of the cost as soon as possible.

 

 

 

 

0104/19

REVIEW OF PROCEDURES

 

 

 

 

 

·                    Complaints Procedure - DM

 

 

·                    Data Protection - AB

 

 

·                    Financial Regulations - AB

 

 

·                    Standing Orders – DS – some small amendments to do which the Clerk will carry out.

 

Clerk

 

 

 

0105/19

HEALTH AND SAFETY

 

 

 

 

0105.1/19

There were no issues to discuss

 

 

 

 

0106/19

CLIMATE CHANGE ISSUES

 

 

 

 

0106.1/19

It was reported that a local Parish Council has issued the first Environmental Policy which sets out the Council’s aims and objectives.  DM suggested that Councillors give the policy some consideration, looking also at what MDC and SCC are doing, and then come up with ideas for our Council should be undertaking. There will be a Drop In Meeting on 15 February at MDC on this subject.  It was agreed to discuss this again at the next meeting. 

 

 

 

 

0107/19

COUNCILLOR REPORTS

 

 

 

 

0107.1/19

PCSO (DS)

 

 

 

 

0107.1.1/19

PACT Meeting – taking place tonight at Coleford.  AT attending.

 

 

 

 

0107.1.2/19

Parking on Pavements – the original complaint has been withdrawn but it was agreed that DS will speak to PCSO Mike Storey again

 

DS

 

 

 

0107.1.3/19

Beat Surgery – will take place this Saturday 25 January in the Tower Room.

 

 

 

 

0107.2/19

Footpaths (DS) DS had received information about a broken stile at Tadhill and undergrowth obstruction on the Barnclose footpath which will probably be tackled by the Rangers.

 

 

 

 

 

0107.3/19

Rangers – DS confirmed that the Christmas gifts had been purchased and were well received.  The Rangers have carried out 91 hours of work during 2019.

 

 

 

 

0107.4/19

Highways (MC)

 

 

 

 

0107.4.1/19

Road Sweep – gutters were swept on 17 December and included the gutter to Barnclose.

 

 

 

 

0107.4.2/19

Footpath Resurfacing – Park Hayes – now complete.  A small length of path on the eastern access was unable to be resurfaced due to the extent of the overhanging hedging.  The new owner of the house is aware of the issue and has sought advice/help of neighbours to reduce

 /remove the hedge in due course.

 

 

 

 

0107.4.3/19

Grass Verges – a resident has complained about the damage to the grass verges on land bordering the village street at Park Hayes.  At the western end this is due to residents driving/parking on it.  At the eastern end the damage is caused mainly by the large refuse lorry not being able to turn on the road.  Various options were discussed including putting down ‘Grasscreep’ mesh on the western end or scalpings to create a hard standing.    RM said that she would discuss further with neighbours and see if this could be resolved between themselves or come up with a solution and ask the Parish Council for help.  PH agreed to find the ownership map to determine who the land belongs to.    

 

 

 

 

 

 

RM

 

 

PH

 

 

 

 

0107.4.4/19

Abandoned car at Park Hayes – VGT will check to see if this has been removed.

 

VGT

 

 

 

0107.5/19

Recreation Field – a pre-application for removal of the hedge is not required as the person contracted to do the work has already put in a planning application for this. 

 

 

 

 

0107.6/19

Memorial Hall – problems with the roof are ongoing.  The noticeboard outside which was knocked over has been replaced with a wall mounted board.  The Tarmac Village quiz will take place on 21 March 2020.

 

 

 

 

0107.7/19

School – copy of a letter had been distributed which was sent by the school to the agent working on the proposed development behind the school.  The developer had offered an area of land for a car park and playing field at the rear however the letter gave reasons why this would not be suitable.

 

 

 

 

0107.8/19

SALC – nothing to report

 

 

 

 

0107.8/19

Quarry (DS)

 

 

 

 

0107.8.1/19

There was a strong blast on 7 February noticed by several villagers.  The quarry has apologised but it was within parameters. 

 

 

 

 

0107.8.2/19

Tree Cutting – there has been a complaint about the way in which trees bordering the footpath have been cut with a mechanical flail

 

 

 

 

0107.8.3/19

Road Closure – a road closure from Soho Crossroads to Park Corner had come into effect.  The Council had not received notification and the Clerk will investigate.

 

 

Clerk

 

 

 

0107.8.4/19

Community Fund – it was noted that the Recreation Field Management Committee had put a bid together for removal of a hedge between the field and the new allotments.  Some amendments were discussed and DM will speak to David Pattison about these.  It was agreed to send the application to the Quarry in the first instance as a Fund Clerk has not yet been appointed.   As soon as the request is received by the Parish Council it will be forwarded and signed.

 

 

 

 

0107.8.5/19

Village Fair – The Quarry have agreed to commit funds to supplying the marquee and toilets as in previous years.  However the request for funds towards the live music was less likely to be approved and DS agreed to speak to the Quarry to find out the current situation about this.  If the Quarry are not prepared to commit to this then the Fair Committee may want to apply for community funding.  DM suggested recommending to the Fair Committee that they raise a request for community funding anyway. 

 

 

DS

 

 

 

DM

 

 

 

 

0107.9/19

Housing Needs Survey – this has been received and circulated to Councillors.

 

 

 

 

0107.10/19

Toddlers Group – the Toddlers Group are in need of a replacement shed for storage of equipment.  They have received three quotes two for robust sheds and the other for a shipping container.  To provide a base and the building these quotes are all very similar and the most robust shed amounts to £2,350.  It was noted that there is £150 in the Parish Council budget for them which they can ask for at any time.  DM will contact them to inform them of that and also to suggest that they make an application to the Quarry Community fund. 

 

 

 

 

 

 

 

DM

 

 

 

0107.11/19

Drang Ownership – CC has contacted solicitors who have all stated that there would be difficulty in obtaining ownership in this particular case.  It was agreed to leave the matter in abeyance.

 

 

 

 

0107.12/19

Habershon Land – Grove Shute Farm – DM has put together a response- complete

 

 

 

 

0108/19

POINTS FROM THE PARISH BULLETIN

 

 

 

 

0108.1/19

Nothing to report

 

 

 

 

0109/19

MEETINGS ATTENDED/TO BE ATTENDED

 

 

 

 

0109.1/19

 Parish Forum 23 January at MDC – DS to attend

 

 

Climate and Drop in meeting on 15 February at MDC

 

 

 

 

0110/19

CORRESPONDENCE

 

 

 

 

0110.1/19

The Clerk had received the following correspondence

 

 

 

 

 

·                    Mendip Local Plan Part II – Sites and Policies Consultation on proposed main modifications.  Deadline for response is Monday 2 March 2020.

 

 

·                    Invitation to Training 10 March 2020 – Introduction to Domestic Energy Efficiency and Changing Energy Related Behaviour.  Clerk to send to Councillors.

 

 

·                    Buckingham Palace Garden Party 19 of May – SALC have asked for nominations from Parish Councils for previous Chairmen who have given exceptional services to be nominated.  Clerk to send to DM

 

 

 

Clerk

 

·                    Grants towards trees and woodlands from Woodland Trust

 

 

·                    Consultation on the future of acute mental health inpatient beds for people of working age from Somerset CCG.  Clerk to send to

·                    Councillors.

 

 

Clerk

 

·                    Wednesday 5 February 2020 – The Essential Clerk – Intensive Whole Day Training Sessions

 

 

 

 

0111/19

DATE AND TIME OF NEXT MEETING

 

 

 

 

0111.1/19

Monday 17 February 2020 at 7.00 p.m. in the Memorial Hall