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Monday, September 25, 2017

DTC Minites of Meeting December 14 2015

Dec 08 2015

DRAFT

Minutes of the Meeting of Dulverton Town Council held on Monday 14th December 2015, in the Town Hall, Dulverton, commencing at 7.00pm.

Present: Chairman/Mayor: Mr Nick Thwaites; Councillors: Mrs Christine Dubery; Mr Gerry Lewis; Mrs Louise Parrish; Mrs Margaret Rawle; Mrs Liz Schofield and Mr Mike Willison.

Deferment of Business for Comment by the Public:None

Apologies for absence and acceptance of any reasons offered if agreed:

Cllrs. Steve Ford and Frances Nicholson (S.C.C.), who are both ill.

Cllr. Ernest who is recovering from a hospital procedure.

Cllr. Bruce Heywood (W.S.C) who has a prior engagement.

Declarations of Interest:

Cllr. Nick Thwaites with regards his position as District Councillor.

Cllr. Mike Willison with regards his position as Church Warden.

Chairman’s Comments & Meeting Management:

Members were informed that responses from the public had been received in respect of the S.C.C. consultation concerning the TRO proposals.

 

Questions for County and District Councillors:

 

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

The following report was given in the absence of Cllr. Nicholson.

Bus Services: Complaints have been received from members of the public that the cancellation of services had failed to be published and that there were incidences of rude behaviour from bus drivers.

Exmoor Ponies: Members were saddened to hear of the death of an Exmoor pony in a traffic related accident on Winsford Hill. It has been proposed that the signage making drivers aware of ponies is inadequate; consequently S.C.C. will consider further signage for the next financial year.

Monmouth Terrace: It was reported that the paving slabs have still not been secured.

Cllrs. Bruce Heywood and Nick Thwaites (W.S.C.):

Guildhall / Kemps Way Lighting: The problems with the lighting are still not resolved. Cllr. Thwaites to pursue.

Provision of Sand Bags: Despite several requests to Mr Richards, (WSC), the Clerk has not received a response to a request for sandbags etc. Cllr. Thwaites to pursue.

Minutes of the meeting held on 9th November 2015 as circulated: were approved. Proposed by Mr Willison, seconded by Mr Parrish and carried.

5975 Update of action points resulting from the last meeting:

5960 All Saints Church Wall:
Further trial pits have ascertained that the wall has no foundations and is the same thickness from the base to the top.
 
 
 
 
 
 
 
 
A mutually acceptable design is currently being produced by Messrs Bastone and Stow, which will involve the removal of existing graves in order to anchor the wall with concrete blocks. 
The footpath will be closed until December 2016.

5976 Accounts:

Request for approval:    

  

Mr P. Ackland                             Cleaning of Bus Shelter                                   £40.00

Exclusive Cakes & Catering Co.   Box Refuse Sacks                                           £21.24

HMRC                                             ¼ rly Tax & N.I.                                           £371.98

Ridlers Ltd                                     Fuel                                                                     £6.20

Travis Perkins                                 Maintenance Requirements                             £25.73

Exe Valley Pest Control                 Grounds Pest Control                                       £120.00          

Ridlers Ltd.                                    Ranson Mower Maintenance                      £459.22    

Lynx Copiers                                Monthly Service Charge                               £32.83    

Chris Stephens & Sons                   Hedge Trimming                                             £276.00    

Printing at the Vicarage                 Dulverton Market Flyers                                   £40.25      

G.C. Stanbury                                 Fuel                                                                   £18.39

Viking Direct                                 Ink Cartridge & Paper                                       £87.66

Mr A. Takel                                   Grounds Maintenance – November                 £868.75    

West Somerset Council                 Rent of Car Parks 01/09 – 30/11                   £9,000.00  

Salaries & Expenses                       November 2015                                           £1,707.02

Parish Lengthsman                         November 2015 Wages & Expenses                £726.82    

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

   The Financial Statement was also presented and approved. Proposed by Mr Lewis, seconded by Mrs Rawle and carried.

5977 Committees:

Minutes submitted for approval:

Grounds Committee Meeting – 18th November 2015.

 RESOLVED: To adopt as part of this meeting the minutes of the Grounds Committee meeting held on 18th November 2015. Proposed by Mrs Schofield, seconded by Mr Thwaites and carried.    

Planning Committee Meeting - 1st December 2015.

RESOLVED: To adopt as part of this meeting the minutes of the Planning Committee meeting held on 1st December 2015. Proposed by Mrs Rawle, seconded by Mr Willison and carried.    

Policy & Procedure Committee Meeting - 1st December 2015.

     RESOLVED: To adopt as part of this meeting the minutes of the Policy and Procedure Committee meeting held on 1st December 2015. Proposed by Mrs Parrish,                     seconded by Mr Lewis and carried.    

Car Parks Committee Meeting – 2nd December 2015.

    

     RESOLVED: To adopt as part of this meeting the minutes of the Car Parks Committee meeting held on 2nd December 2015 with the following amendment: That the new charges with regards the Guildhall and Exmoor House Car Parks include an hourly rate of 70p. Proposed by Mrs Rawle, seconded by Mrs Dubery and carried.  

   5978 Standing Orders:

RESOLVED: To adopt the new Standing Orders as presented by the Policy and Procedure      Committee. Proposed by Mr Willison, seconded by Mr Lewis and carried.  

5979 Code of Conduct:

RESOLVED: To adopt the new Code of Conduct as presented by the Policy and Procedure Committee. Proposed by Mr Lewis, seconded by Mrs Rawle and carried.  

5980 Co-Option of a New Member:

Members were provided with a nomination form providing details regarding Mr Fleming’s application to fill the existing vacancy on the Council.

RESOLVED: To invite Mr Ian Fleming to fill the existing vacancy as a member on this Council. Proposed by Mrs Rawle, seconded by Mrs Dubery and carried.  

     5981 Audit Services:

Members were asked to consider DTC’s participation in the new audit procurement       arrangements.

RESOLVED: That DTC participates in the new audit procurement arrangements. Proposed by Mrs Rawle, seconded by Mrs Schofield and carried.

     5982 Dulverton Schools:

Cllr. Lewis reported on the current situation regarding Dulverton Schools as a current School Governor, details of which can be found on the school websites.

The current proposal is that there will be an Infant School, (All Saints School, for pupils up until the age of seven), and a Junior School, (for pupils up to the age of eleven) situated in Dulverton.

An informal consultation commencing a month ago will end on the 16th December 2015. A formal consultation will then be undertaken as from 17th December 2015 until January 2016.

It is considered that the changes will make the future of the schools financially sustainable.

A Trade Union requirement is that existing teachers receive a notice of redundancy.

There exist no plans to close any of the existing buildings in either school.

Members noted that the volunteer Governing body have met on a fortnightly basis in an attempt to resolve the outstanding issues, and that new parent and teacher governors have been recently appointed.

   5983 Somerset Playing Fields Association:

RESOLVED: To renew the annual subscription at £15.00. Proposed by Mrs Dubery, seconded by Mr Thwaites and carried.

   5984 S.L.C.C:

RESOLVED: To meet the cost of renewing the Clerks membership amounting to £149.00.   Proposed by Mr Lewis, seconded by Mrs Dubery and carried.

5985 W.S.C. - Community Asset Transfer Policy:

Members were requested to consider a response to the consultation.

The general response was one of cynicism bearing in mind the attitude of W.S.C. regarding its breach of the Car Parks License Agreement.

5986 Customer Access Hubs and Libraries:

   Members were recommended to visit the website for further information.

   5987 Sensible Spending:

The Clerk asked members to approve the release of funding to The Congregational Church       amounting to £578.74, as reimbursement for costs accrued with regards the publishing of an Open Day to raise finds to repair the roof.

Following discussion it was agreed that the request did not meet the criteria concerning the award of the grant.

However members:

RESOLVED: To release £1,500 of the grant awarded to meet the anticipated costs of drawing up specifications and inviting tenders. Proposed by Mr Thwaites, seconded by Mrs Schofield                               and carried.

5988 Late Correspondence:

Correspondence noted by members.

Mr Tout – Farmers Market: Members were informed that Mr Tout had complained via email to the Clerk that criticism regarding the recently held Farmers Market had not been minuted. The Clerk informed those present that only three of the responses (from over fifty responses received) from the public consultation were negative. Unfortunately no names or contact details were provided. However having made further enquiries to local traders it would appear that none emanated from the business community.

Magna Housing: Members were pleased to be informed that a local family had successfully obtained the tenancy of a vacant property in Dulverton

Calvert Trust Exmoor, All- Terrain Cycle Event – 2nd May 2016.

It is proposed that the event starts and finishes at either Exmoor House or the Sports Field. A twenty mile signed circular route that will be mainly off road.

Members pointed out that parking facilities do not exist for 200 vehicles at the Sports Field and that there exists very limited access via Chapel Street.

The following advice was given:

  • That contact is made with E.N.P.A. Facilities Manager and West Somerset Council with regards the possible use of Exmoor Lawns.
  • That West Somerset Council is approached with regards the possible use of the car parks.
  • That Mrs Frances Takel is contacted with regards the hire of her field situated on the far side of the River Barle.

5989 Questions for Members who have attended additional meetings:

DDYPP, Mrs Victoria Ward (Chairman) – 14th December 2015: representatives of DTC met with Mrs Ward to discuss a request for funding.

Funding is in place to meet the costs of the service as from 1st January 2016 until July 2016 and applications for further funding are to be submitted. However no proposals regarding a business plan were forthcoming to meet annual costs of £20,000.

Members reiterated that they fully support the project however are unable to justify awarding a further grant without evidence of sustainable funding and further clarification of members attendance.

It was agreed that those present meet again in February 2016 in anticipation of the Town Council meeting to be held in March 2016.

5990 Issues to be raised with permission of the Chairman:

Dulverton Cemetery: Cllr Lewis requested that members are again formally asked as to whether the Council should seek to pursue further burial facilities.

Risdon Hosegood: The Clerk confirmed that the Law Firm is still practising in Bank Square.

                                                                                                                                                                                                                  Chairman …………………………………………….