DONYATT PARISH COUNCIL
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Minutes of the meeting held on 8th May 2017
COUNCILLORS PRESENT: Mortimer (Chair), Grabham, Coles, Ladd, Porritt & Wood
ALSO PRESENT: C.C. & D.C. Linda Vijeh, one member of the public and the Clerk Heather Bryant.
17/42 ELECTION OF CHAIRMAN
RESOLVED: to re-elect Cllr Mortimer as Chairman for the forthcoming year
17/43 TO RECEIVE THE CHAIRMAN’S DECLARATION OF ACCEPTANCE OF OFFICE
Cllr Mortimer duly signed an acceptance of office declaration
17/44 APOLOGIES FOR ABSENCE AND TO CONSIDER ACCEPTANCE OF THE REASONS
All present
17/45 ELECTION OF VICE-CHAIRMAN
RESOLVED: to re-elect Cllr Porritt as Vice-Chairman for the forthcoming year
17/46 TO CONFIRM THE MINUTES OF THE MEETING HELD ON 13th MARCH 2017
RESOLVED: the approval of these minutes as a true record.
17/47 MATTERS ARISING (for report only)
There were no matters arising
17/48 TO APPOINT MEMBERS TO SERVE ON OUTSIDE BODIES
RESOLVED: to appoint the following Cllrs
Village Hall Committee – Cllrs Porritt and Grabham
Recreational Committee – Cllr Coles
Highway Representative – Cllr Porritt
17/49 REVIEW OF COUNCIL POLICIES
To Note
Standing Orders – adopted 12.9.16 Min No 16/115.Recommend to review in 19/20
Financial Regulations – adopted 12.3.14 Min No 14/30B. Recommend to review in 17/18
Risk Assessment – adopted 12.9.16. Min No 16/115. Recommended to review every year
Code of Practice for handling complaints – adopted 14.9.15. Recommend to review in 19/20
Communication with the press and the public – adopted 14.9.15. Recommend to review in 19/20
Co-option Policy – adopted 9.3.15. Recommend to review in 19/20
Effectiveness of Internal Audit & Internal Audit Plan – adopted 13.3.17 Min No: 17/36. Recommended to review every year
17/50 CHAIRMANS ANNOUNCEMENTS
The Chairman reported that Cllr Porritt and herself attended an Ilminster Town Council meeting in regard to the Canal Way application
17/51 DISTRICT COUNCIL AND COUNTY COUNCIL REPORTS
Cllr Vijeh sent a written report before the meeting
17/52 PUBLIC QUESTION TIME
There were no questions from the public
17/53 PLANNING MATTERS
17/01683/REM Demolition of farm buildings and removal of slurry lagoon. Erection of 5 No dwellings (Reserved matters of 15/04316/OUT & 17/00491/S73) Lower Sea Farm.
It was agreed to defer so the Clerk can ask the Planning Department for explicit details of the drainage specification and how does it fit in with the flood plain
17/01626/LBC Internal Alterations, Thatchers Pond
RESOLVED: to support
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17/01226/FUL An erection of a timber frame garage with store and accommodation above as an annex to Park Manor. Park Palour, Park Lane.
The Council, under the Clerk’s delegated powers supported this application as long as there is a tie to the main dwelling house
16/05500/OUT Outline application for residential development for up to 450 dwellings with associated access. Land South of Canal Way, Ilminster
The Clerk will check if this application will be considered at the May Area West meeting
SSDC Decisions
17/00517/S73 Application to remove condition No 6 of planning permission 35472/C/1 (agricultural occupancy condition) Lower Sea Farm, Sea, Ilminster
SSDC: GRANT PERMISSION PC: NO COMMENTS
17/00491/S73 Application to vary condition 01 of planning permission 15/04316/OUT to amend the red line. Lower Sea Farm, Ilminster
SSDC: GRANT PERMISSION PC: NO COMMENTS
17/54 PARKING AT DONYATT HILL
The Clerk will check an email from SSDC which was sent several months ago
17/55 GRANTS TO VILLAGE VOLUNTARY ORGANISATIONS 17/18
RESOLVED: to grant Donyatt Recreational Committee £600 towards maintenance.
It was agreed to invite the Chairman of the Recreational Ground to the July meeting
17/56 FINANCIAL MATTERS
A) INTERNAL AUDITORS REPORT
The report from the Internal Auditor which was circulated with the agenda was noted
B) ANNUAL GOVERNANCE STATEMENT YEAR ENDING 31.3.17
RESOLVED: that as members of Donyatt Parish Council we acknowledge our responsibility for the preparation of the accounts and confirm, to the best of our knowledge and belief, with respect to the Council’s accounts for the year ended on 31.3.17 that we agree YES to questions 1-8. (Trust funds not applicable)
C) ACCOUNTS FOR FINANCIAL YEAR 2016/17
RESOLVED: In accordance with the Accounts and Audit Regulations 1999, this council approves the accounts for year ending 31.3.17
D) FINANCIAL REPORTS AND CHEQUES FOR PAYMENT AND FINAL BUDGET 2016/17
RESOLVED: that this Council approves the schedule of cheques and the Financial Report subject to the requirements of our Risk Assessment Document.
Noted: Final budget for year 16/17
E) PENSION UPDATE
The Clerk reported that the Council’s staging date is 1.7.17. There are processes to go through even though the Clerk is not planning to opt for a pension. The Clerk will keep the Chairman informed.
17/57 CLERK’S REPORT AND CORRESPONDENCE
Being a Good Councillor training – 21.6.17 7.00pm at Edgar Hall Somerton. £30. The Clerk would remind Cllrs Wood and Ladd nearer the time
17/58 A358 TAUNTON TO SOUTHFIELDS DUALLING SCHEME
Cllr Porritt gave a brief update on a consultation event art Monks Yard
Cllr Porritt agreed to look through a Technical Appraisal Report from Highway England
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17/59 HIGHWAY AND FOOTPATH MATTERS
Small Improvement Scheme - A358 Road Safety Feasibility Report
Cllr Porritt reported that he had only a preliminary glance over this study as it only arrived that morning. However, the A4 plans associated with the report are too small to read. The Clerk will ask for larger plans. It was agreed that Cllrs Porritt and Cole will go through the report and report back to the Council at an extra meeting in June.
The following matters were reported:
· Cllr Porritt reported that the leak at Pound Corner is in hand
· An overgrown hedge at Stone Gallows is reducing the visibility from Shave Lane onto the A358. The Clerk will send a polite letter
· The river bridge at Church Street is overgrown with vegetation. The Clerk will contact Highways
17/60 MATTERS FOR REPORT ONLY – DATE OF THE NEXT MEETING
Cllr Cole asked for an update on the caravan at Willow Farm, Witney Hill. The Clerk will contact the planning department.
Cllr Cole reported that he had witnessed removal of items from the empty flats from unknown persons. The Clerk will contact Yarlington to take a look at their security
The date of the next meeting will be held in June. Date to be arranged
The Chairman closed the meeting at 10.00pm