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Tuesday, August 21, 2018

DTC Minutes of Meeting - Monday 11th November 2013

Nov 05 2013



Minutes of the Meeting of Dulverton Town Council held on Monday 11th November 2013, in the Town Hall, Fore Street Dulverton, commencing at 7.30pm.

Present:Chairman: Mr Nick Thwaites; Councillors: Mr Rod Coyne; Mrs Chris Dubery; Mrs Judy Ernest; Mr Gerry Lewis; Mrs Margaret Rawle; Mr Neville Rimmer; Ms Liz Schofield; Mr Bruce Heywood (W.S.C.) who left at 8.30pm and Mrs Francis Nicholson (S.C.C.), who arrived at 8.40pm and left at 9.20pm, and 3 members of the public.


Apologies: Cllrs: Mr Keith Ross (D.T.C. and W.S.C.) and Mr Les Silverlock, whose reasons given were accepted by members.

Deferment of Business for Comment by the Public: None


Declarations of Interest:

Cllr. Ernest with regards Item 16, Royal British Legion Grant Award

Cllr. Dubery with regards Item 13, Car Parks, Dulverton by Starlight and the request for free parking.

Chairman’s Comments:

The Chairman expressed his thanks to Cllr. Silverlock for organising the Localism Event held on 7th November 2013. Cllrs. Dubery and Ross for their contributions and all those members who attended.

The Chairman reiterated his concern that sensitive information should be handled with tact and diplomacy.

Presentation from Members of the Youth Club:


Ms Jude Atkins (Youth Support Worker) began by introducing Libby Rogers and Ryan Flottemesh, Senior Volunteers who help with the new youth intake.

Members were informed that there is a growing interest in the Youth Club from young people in Dulverton and the surrounding area. An average of 20 children attend weekly, however there exist 32 members on the register aged between 7 and 10; 57 members aged between 11 and 17. Four sessions are run weekly involving two trained Youth Workers who work on a part time basis.

Staff work closely with the local P.C.S.O.’s who provided a statement of support with regards the project and what they consider to be the vital work being undertaken.

The work being done is targeted at increasing confidence and social skills. Ms Atkins stressed the need to provide professional trained help, due to the complexity of many of the issues experienced by young people.

Due to the loss of funding from S.C.C., finance is being sought from between £5,000 and £10,000. Community fund raising has taken place at local events initiated by and involving the youngsters; however Ms Atkins was unable to provide details of the current and future financial situation. She maintained however that the current staff contracts will expire at the end of March 2014.

The Chairman thanked Ms Atkins, Libby and Ryan for attending.

Minutes of the meetings held on 14th October 2013 as circulated: were approved and signed. Proposed by Mrs Rawle, seconded by Mr Coyne and carried.


     5693 Matters Arising:

Minute 5681: Road Closures & Signage

The Clerk informed members that Cllr. Osman Leader S.C.C. had confirmed receipt of DTC’s letter and the request for a meeting. A substantive response will be returned shortly.

The Clerk was requested to pursue the issue with Cllr Osman as this was an urgent issue and further road closure requests are anticipated.

5694 Localism:

Localism Event – 7th November 2013: Members considered that the event was generally well received. Eighteen members of the public have subsequently volunteered to join action groups.

The Business Case will be finalised in the near future. Anticipated costs etc. require further investigation.

Members acknowledged the need to engage younger members of the population.

5695 Reports from County and District Councillors:

Cllr. Bruce Heywood (W.S.C.)


Leat Weir: Having been informed by the Clerk that Veolia have assigned the cleaners of the public toilets control the Leat Gate, members responded by suggesting that it would be more effective if a local individual was given the responsibility. Cllr. Heywood agreed to pursue the proposal.

Amalgamation of District Services: An extra-ordinary meeting of W.S.C. is to be held tomorrow, 12th November 2013, to debate the business case concerning the shared management of services. A number of senior posts are yet to be filled.


Cllr. Francis Nicholson (S.C.C.)

Part – Night Lighting: A request was made that the lights are turned on at 5.00am rather than 5.30am to accommodate those leaving early for work.

Cllr. Dubery requested that the numbers of any lights not responding correctly are reported to her in order that she can report the fault.

Barle Industrial Estate: S.C.C. is currently reviewing the site security. The lights have to be made tamper proof before they can be turned off.

Tarr Steps: The necessary repairs will be undertaken once the river level has lowered.

Dulverton Schools: A Governors meeting is scheduled for tomorrow, 12th November 2013 at which S.C.C. will present its’ proposals. Members were informed that the Governors will be invited to review the proposals but the final decision will be made by S.C.C.

A public consultation will commence as from tomorrow until January 2014.

Cllr. Nicholson requested that a DTC member attends the consultation meeting, and confirmed her intension to keep members informed of developments.

Youth Club: Cllr Nicholson was able to confirm that the Youth Club had received some funding from S.C.C. and agreed to ascertain as to whether any further funding would be made available.

Children’s Centres: Members were informed that currently 58% of the children’s services budget is spent on buildings and administration. Therefore a review has been undertaken and proposals put forward to reorganise the service available in an attempt to cut these costs whilst attempting to expand the existing service using the money saved.

As a result the building currently being used in Dulverton has been deemed not fit for purpose and Cllr. Nicholson believes that it is right to de-designate and use existing sites more flexibly. She reiterated and emphasised that the services, including specialist help, will continue and hopefully expand.

The changes will be implemented from April 2014.

5696 Highways:

Hollam Lane: Part of the road service has been mistakenly removed and not replaced. Cllr. Nicholson agreed to pursue the issue.

Lady Street/ Northmoor Road – Road Closure: Cllr. Nicholson expressed her concerns regarding the conflicting messages of the signage being used. She apologised for what she believes to be her ineffectiveness in resolving the problems. She added however that with regards all future proposed road closures local consultation will be undertaken prior to authority being given.

Mountsey Hill Gate to Ashwick: Members reported that considerable erosion has occurred at the edges of the road and in their opinion required attention. Cllr. Nicholson warned that the response from S.C.C. Highways might be that drivers should be concentrating on driving on the highway itself.

5697   Planning:

RESOLVED: To adopt the minutes of the Planning Committee meetings held on 28th October 2013 and 11th November 2013 as part of this meeting. Proposed by Mrs Rawle, seconded by Mr                                     Rimmer and carried.  

5698 Accounts:      

Mr P. Ackland                       Cleaning Bus Shelter                                        £80.00

Ridlers                                   Fuel                                                                     £69.40      

Travis Perkins                         Exmoor Lawns Protection                                 £20.45

BT Services Ltd.                     Internet Services 1/10 – 31/12                           £50.40

Mr Tony Haine                       Grave Digging for Ashes                                   £30.00                                              

Dul.Club & Reading Room   Office Rent 1/10 – 31/12                                   £450.00

Salaries & Expenses               October 2013                                                 £1,701.51

Mr A Takel                             Grounds Maintenance                                      £682.00

H.M. Revenue & Customs     ¼ VAT                                                             £969.09  

W.S.C.                                     Profit Share & Admin Fee                             £4,941.37        

Parish Lengthsman                 October Wages & Expenses                             £726.82

         RESOLVED: That the accounts are approved. Proposed by Mr Coyne, seconded by Mrs Rawle                                        and carried.                                


     The Financial Statement was also presented and approved. Proposed by Mrs Dubery               seconded by Mr Rimmer and carried.

     5699 Car Parks:


Car Parks Licence Agreement: Following the meeting held on 29th October between Cllr. Mills (W.S.C. Portfolio Holder for Regeneration & Tourism) and members of the Car Park Committee, the Clerk reported that she had received confirmation from Mr Steve Watts (W.S.C. Corporate Manager), that the current terms and conditions of the Car Parking Services Agreement between DTC and WSC are extended until 31st March 2014.

It is anticipated that during the interim period further discussions will be held concerning various proposals suggested by DTC and possible amendments to the Agreement that may be required as a result.

Free Parking Requests:

Dulverton by Starlight, 8th December 2013 and Small Business Saturday Event, 7th December 2013:

Following debate it was:

RESOLVED: To offer free parking in all car parks as from 8am until 6.00pm on 7th & 8th December 2013. Proposed by Mrs Rawle, seconded by Mrs Dubery and carried.

Somerset Sight - Mobile Unit Parking Request:

RESOLVED: To offer free facilities as per previous years for the following dates in 2014, 17/3, 19/6, 11/9 and 24/11. Proposed by Mrs Rawle, seconded by Mrs Dubery and carried.

Cllr. Rawle reminded those present that the Dog Chipping Event will be held in Exmoor House Car Park on Friday 15th November 2013 between 10am and 3pm.

Lion Stables: The proposal to re-site the existing signage, directing to the public to alternative parking facilities, cannot be carried out until the vegetation is cut back.

Members were informed that a Car Parks Committee meeting is scheduled for 21st November 2013 at 2.30pm in the Council Office.

5700 Grounds:

A report of an informal meeting held on 28th October 2013, involving Cllrs. Chris Dubery, Nick Thwaites and the Clerk was distributed to members.

Barnsclose: Concern was raised at the number of large stones situated on the grass. Cllr. Schofield is to pursue the issue with South West Water.

A Grounds Committee meeting is scheduled to be held on 14th November 2013 at 2.30pm in the Council Office.

5701 Dulverton Flood Action Plan:

It was reported that a successful meeting had taken place on 28th October 2013 involving the Environment Agency, local volunteers and the inhabitants and business owners of vulnerable properties.

Various flood defence products are being identified and investigated as to their suitability for use in Dulverton.

The Dulverton Flood Action Plan is still in the process of being completed.

   5702 Royal British Legion:

The War Memorial has been repaired and cleaned. The Royal British Legion has agreed to meet the cost of the cleaning materials.

RESOLVED: That in accordance with custom and practice a grant of £50.00 is awarded. Proposed by Mrs Rawle, seconded by Mrs Dubery and carried.

5703 Dulverton Youth Project:

Following lengthy debate members agreed that in practice and principle the Youth Club should be supported. However, it was also agreed that more information was required concerning the current financial situation and the availability of future funding. The request is to be deferred.

   5704 TS5C

Although recognising that the cause was worthwhile members do not consider that it benefits any specific members of this community.


RESOLVED: Not to award a grant on this occasion. Proposed by Mrs Dubery, seconded by Mrs Rawle and carried.

   5705 ATWEST (Accessible Transport West Somerset Ltd.)

Members considered the request for a donation however concluded that it would prove more beneficial to the residents of Dulverton if funds were directed towards the Community Bus Scheme.

RESOLVED: Not to award a grant on this occasion. Proposed by Mr Coyne, seconded by Ms Schofield and carried.

   5706 Correspondence:

Correspondence noted by members.

Prime Minister’s Office, Correspondence Officer: Confirmation that the letter from members concerning the Rural Fair Share Petition, had been received and forwarded onto the Department for Communities and Local Government, who while reply directly.

E.N.P.A. Nigel Stone – Apologies with regards the Localism Event, 7/11/13, proposals concerning the Dulverton National Park Centre and availability of one-off funding for future projects.

The contents were noted by members.

5707 Reports from Members who have attended any other Meetings:

Exmoor Panel Meeting- 7th November 2013: A written report of the meeting was circulated by Cllr. Rawle and included:

  • S.C.C. Highways: Salt bags are available for collection from the Minehead Depot on 23rd November 2013 from 9am until 1pm.

Road signage is still causing problems in various parts of the District.

  • Parish Lengthsman Scheme: Participating parishes were requested to become more actively involved in the Scheme.
  • Fire Service: Assurance given that the Devon & Somerset Fire Service is working pro-actively with the Ambulance Service to ensure that the Dulverton Co-Responders can work effectively. A Fire Fighter recruitment evening is to be held on 3rd December 2013.
  • Police Issues: A new Beat Manager for Exmoor is to be stationed at Dulverton.
  • Dulverton Patient Group: A presentation concerning the remit of the group was provided by the Chairman, Sandra Wilson. Its purpose is to work in partnership with patients and the Practice regarding various issues including the Out of Hours Service, appointment systems and waiting times and raising money for a car to home prescription delivery volunteer service.

Cllr. Rimmer informed members that no minutes or notes were taken at the Dulverton Patient Group meetings. Cllr. Thwaites suggested that the Chairman, Sandra Wilson is requested to inform DTC when meetings are scheduled to take place and advise as to the topics of discussion.  


Chairman’s Meeting – 24th October 2013: A written report of the meeting was circulated to members. The Chairman commented that he felt encouraged by the response received to his proposal that the initiatives to achieve devolution would be more successful if pursued by all Parish/Town Councils collectively.

5708Matters to Report and Open Discussion for Council Members on any DTC related Subject:

Co- Op Sign: It was reported that complaints have been received from residents concerning the removal of the sign ‘Doone House’. Following enquiries Cllr. Ernest informed members that E.N.P.A. would have no objections to the sign being re-instated.

5679 Date of next Meeting: Monday 9th December 2013

5680 Meeting Closed:  10.15pm                                                                                                                                                                                   

Chairman …………………………………………….