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DTC meeting 10th June 2013

Jun 19 2013


Minutes of the Meeting of Dulverton Town Council held on Monday 10th June 2013, in the Town Hall, Fore Street Dulverton, commencing at 7.30pm.

Present:Chairman/Mayor: Mr Nick Thwaites, Councillors: Mr Rod Coyne;Mrs Margaret Rawle; Mr Neville Rimmer, who left at 9.30pm; Mr Keith Ross (D.T.C. and W.S.C.); Mr Les Silverlock;Mr Bruce Heywood (W.S.C.) and Mrs Frances Nicholson (S.C.C.), P.C.S.O. Katherine Williams and one member of the public.

Apologies: Mrs Chris Dubery

Deferment of Business for Comment by the Public:

Ms Liz Schofield – Ms Schofield introduced herself to members in respect of her nomination as a co-opted member. She provided a brief synopsis of her background and information concerning her skills and knowledge which will help her to function as a town councillor and provide positive input to the work of the Council.

P.C.S.O. Williams: Members were informed that three crimes had been committed within the last month. Suspects had been identified regarding all three.

Speed Watch – The Brushford scheme is up and running. Those involved have been surprised at the excessive speeds recorded. The Battleton scheme is still to commence.

P.C. Nick Woods is no longer stationed at Dulverton; his position has not been filled. Sergeant. Andy Whysall retains overall responsibility.

Inspector Carey intends to attend the next Panel Meeting.

Declarations of Interest:

Cllr. Ross with regards his position as a District Councillor

Chairman’s Comments:

The order of agenda items is to be adjusted to bring Item 18 forward to Item 8.

The Chairman introduced Lynsay Mclean, Rapid Response Catchment Project Manager, Environment Agency.

Presentation: Lynsay Mclean, Rapid Response Catchment Project Manager:

Following a comprehensive survey, Dulverton was included on the ‘Rapid Response Catchment Area’. The aim is to encourage communities to have a community run contingency plan.

Hollam Brook is considered by the Environment Agency to be most at risk of flooding. The River Barle having received considerable attention with regards flood prevention. Engineers from the Environment Agency are expected to carry out an inspection during the first two weeks of July.

Members commented that Hollam Brook did not have a history of flooding and was well catered for. The flooding that Dulverton had experienced was due to problems up stream of the River Barle. Ms Mclean agreed that management of the woodland situated on the flood plain was a priority.

Funding is available from the Devon & Somerset Fire Brigade and Somerset County Council to set up a community run contingency plan. Warnings will be initiated on the basis of rain fall. Ms Mclean has already met with Councillor Dubery to initiate the setting up of the scheme, and volunteers have been identified.

The Chairman thanked Ms Mclean for attending.

Minutes of the meeting held on 13thMay 2013 as circulated: were approved and signed. Proposed by Mr Coyne, seconded by Mrs Rawle and carried.

5612 Matters Arising:

Minute 5599: Wessex Water – Proposed Works:The Chairman reported that following negotiation the proposed date regarding the commencement of works has been postponed until 23rd September 2013.

Minute 5601: Undergrounding of Cables:No further information available. Western Power has not responded to recent enquiries. The Clerk will pursue the queries raised at the last meeting.

Minute 5599: Road Works – A396:Cllr Rawle reported that she had contacted Mr M Murphy (Devon County Council, Contractor) regarding the proposed works, which as a result will now be postponed until next year.

Minute 5597: Dog Fouling:Members were informed that the local school are happy to include

an article in the school newsletter. A local vet has agreed to address the children during an assembly to help create awareness of the risks etc.

Minute 5605:Finger Posts: Members were informed that the leak has been repaired by Lynch’s.

5613 Localism:

Councillor Silverlock informed members that an offer of an Assets Pre-feasibility Grant had been made which would provide funds to meet the cost of investigating the viability and if appropriate negotiate for:

The ownership of the three car parks in Dulverton

A pilot project with regards Civil Parking Enforcement

It was confirmed that this Council will not be required to meet any additional funding and that the funding was made available to obtain expert advice in order to clarify as to whether the objectives above should be pursued by Dulverton Town Council.

RESOLVED: To accept the offer of a grant. Proposed by Mr Silverlock, seconded by Mr Rimmer and carried.

5614 Reports from County and District Councillors:

Councillor Heywood - W.S.C.

Weir Repairs:The project is progressing slowly. A feasibility study is still required from Atkins, once received the specification will be put to tender. Funding has still to be sought. W.S.C. is apparently seeking partnership funding with E.N.P.A.

Councillor Nicholson agreed to pursue S.C.C. with regards the repairs to the walls and a proposed start date.

Councillor Keith Ross. - W.S.C.: None

Councillor Frances Nicholson - S.S.C.

Members were informed that Mr Peter Radford, Bridge Engineer, has resigned from Somerset County Council

Barle Bridge – Diversion Signage: Information boards had been produced at the suggestion of Councillor Ross. The original signage was altered as requested. In anticipation of future diversions, Councillor Nicholson requested a pre-prepared plan as to the signage required

Dulverton Schools: Due to funding restrictions a full secondary curriculum cannot be provided. Furthermore standards have not improved as they should. Consequently it has been proposed that West Somerset College provide the education for children from the age of 11 years.

There is however some confusion, amongst Governors and Head Teachers as to the details of the proposal which require clarification. Councillor Nicholson also warned against taking as gospel, reports in the Free Press.

The Federation of Schools have requested from Somerset County Council details of the options open to them and the implications involved. Formal consultation is expected to commence in the Autumn.

Councillor Silverlock requested that satellite secondary education facility is considered for Dulverton catering for children up to the age of 16 years. Furthermore, that the provision of education for children from Bampton is considered.

Church Yard Wall: The Chairman enquired as to whether any funding from Somerset County Council would be available. The response was not positive. Councillor Nicholson confirmed that she considered the closure of the footpath appropriate.

Barle Industrial Estate – Lighting: A proposal is awaited from Somerset County Council regarding a solution which will appease all involved. To turn off the lights while ensuring security.

Bus Services: There exists no suggestion that there will be further cuts to bus routes. Mr Ross requested that should such considerations arise, cuts will only be considered following consultation with local residents.

  1. Highways:

Barle Bridge: It is anticipated that the bridge will re-open on Saturday; however work will continue on the parapets.

  1. Planning:

RESOLVED: To adopt the minutes of the Planning Committee meeting held on 16th May 2013 as part of this meeting. Proposed by MrsRawle, seconded by MrCoyne and carried.

  1. Accounts:

Approval requested for:

Mr P. Ackland                   Cleaning Bus Shelter                                         £40.00

S.A.L.C.                             Chairmanship Training                                       £25.00

  1. Fuel                                                                   £107.30
  2. Annual Retainer                                               £180.00

West Somerset Free PressAnnual Parish Meeting Advert                         £28.80

Mason Kings                       Machinery Maintenance                            £433.54

West Somerset Council       Lion Car Park – Non Domestic Rates   £1,366.32

Salaries & Expenses           May 2013                                                   £1,598.79

Mr A Takel                          Grounds Maintenance                               £1,469.00

Viking Direct                 Cartridges & Stationery                                       £34.87

Parish Lengthsman           May Wage & Expenses                      £726.82

RESOLVED: That the accounts are approved. Proposed by Mr Coyne,seconded by Mr Rimmerand carried.

The Financial Statement was also presented and approved. Proposed by Mr Rimmer,             seconded by Mr Rossand carried.

5618: Internal & External Audit –Year Ending 31st March 2013.

Receipts & Payments Summary 2012/2013

RESOLVED: To approve the Final Accounts for Year Ending 31st March 2013. Proposed by Mr Coyne, seconded by Mrs Rawle and carried.

Statement of Accounts - Year Ending 31st March 2013.

RESOLVED: To approve the Annual Statement of Accounts for Year Ending 31st March 2013. Proposed by Mr Ross, seconded by Mrs Rawle and carried.

Annual Governance Statement- Year Ending 31st March 2013.

RESOLVED: To Statement of Assurance for Year Ending 31st March 2013 be completed and signed by the Chairman. Proposed by Mr Silverlock, seconded by Mrs Rawle                     and carried.

5619 Office Lease Renewal & Rent Increase:

RESOLVED: To agree the office rent increase as from 1st April 2013. Proposed by Mr Silverlock seconded by Mr Rimmer and carried.

5620 Co-Option:

Following a secret ballot, it was:

RESOLVED: To invite Ms Judy Ernest, Mr Gerry Lewis and Ms Liz Schofield                           to become members of this Council and fill the vacancies left by Mr Nelder, Mr Fleming and Mr How. Proposed by Mr Thwaites, seconded by Mr Rimmer and carried.

Councillor Silverlock suggested that an informal session prior to the next meeting is held providing an opportunity for new members to meet existing Councillors.

5621 Car Parks:

Breast Screening Unit: The unit will be situated in Exmoor House Car Park as from 19/06/13 for three weeks.

White Lining: All three car parks have been re- lined. It was suggested that as three spaces have been lost as a result the rent payable to West Somerset Council should be re-negotiated.

5622 Grounds:

An update concerning on-going issues was given to members:

Recreation Ground:Railings have been installed to protect those using the disabled ramp. The goal posts are to be refurbished.

Abbots Way Pond:Sump to be cleared, having sought permission for access across the adjoining field.

War Memorial: A quote for repairs to the paving slabs has been obtained and accepted.

Cemetery: It has been confirmed that it is not a necessity to bolt machinery to floor of the shed to comply with insurance conditions.

Sports Field: The proposed lease is in the process of being amended, prior to seeking agreement.

5623 Church Yard Boundary Wall:

A report of the situation to date has been dispersed amongst members by the Chairman who informed them that the consensus of opinion is that the footpath should remain closed.

Negotiations continue with regards the options available and the extent of liability DTC has with regards the interpretation of ‘maintenance to a reasonable standard’.

5624Dulverton by Starlight

Following discussion it was:

RESOLVED: To award a grant amounting to £350 towards cost of trees. Proposed by Mr Thwaites, seconded by Mr Ross and carried.

5625 Correspondence:

Correspondence noted by members.

5626 Reports from Members who have attended any other Meetings:None

5627 Matters to Report:None

5628 Date of next Meeting: Monday 8thJuly 2013

5629 Meeting Closed:9.50pm

Chairman …………………………………………….