/ Parish Council / Minutes / 2nd November 2020


Minutes of the Meeting of the CSM PC held on Monday 2nd November 2020

held using Zoom at 7pm.

Present; PCllrs S Greenhalgh (Chair), J Pengelley (Vice Chair), B Brighton, P Brown, C Cudlip, N Davidson,

A Gunstone, S Hutchings, J Peilow [JRP] and P Tucker. (Parish Councillors). The Clerk. SCCllr D Fothergill. Two members of the Public attended.

20/164. Chairman’s Welcome. SG welcomed all and Chaired the meeting.

20/165. Apologies. PCllr Y Guest. SWTCllrs K and D Durdan.

20/166. Declarations of Interest. (1) Declarations of Individual Members. SH re caretaker. ND declared an interest in the Canal Carpark minute 20/176. JP & JRP regarding Planning 20/171 (0040). AG re item Pitch Fees (20/178 (8). None took part or voted on these items.

AG joined the meeting 7.05pm.

20/167. SWTC Councillors’ Report. No report. SG asked if KD had replied yet on the PC request for the SWTC maintenance grant to be increased. The Clerk advised an acknowledgement had been received and KD had been fully briefed but that an outcome is awaited.

Action. KD to reply to SWTC grant increase request.

20/168. County Councillors’ Report. DF advised; (1) Corona Virus Update: Revised Govt regulations mean that Somerset will now enter a period of enhanced lockdown measures aimed at stopping the spread of the Corona virus. The measures will be reviewed on or before the 2nd December. Whilst numbers in the County remain relatively low there has been a marked increase in the number of positive tests. As at 1st Nov, the number of confirmed Covid cases was 2,738 and the number of Covid-attributed deaths 208. The rate per 100,000 currently stands at 65.5 for Somerset with SW&T at 70.6. The current number of total deaths across the County is currently 17% below the 5-year average and the latest R-value for Somerset is between 1.3 and 1.6.

It is vitally important to remember at all times the Hands-Face-Space message.

(2) Covid-19 survey: The purpose of the Somerset Covid-19 Survey is to understand the barriers people are facing adhering to the government guidance to stop the spread of the virus. The survey will close on Friday 13 November. To take part go to: http://www.somerset.gov.uk/covidsurvey

(3) 2021 Primary School Places: Applications for Primary School places in 2021 need to be made through SCC’s website: www.somerset.gov.uk/admissions The deadline is Friday, 15 Jan 2021.

(4) Winter Gritting: SCC’s fleet of 23 Gritters will be maintaining the extended gritting service of last year. For more information about SCC’s winter service programme, including a searchable map showing all the roads treated, please visit www.travelsomerset.co.uk/gritting and follow @TravelSomerset on Twitter.

(5) Climate Emergency Strategy: The Somerset Strategy which identifies key priorities to reduce the carbon footprint across the County and achieve Carbon neutrality by 2030 has been written with the assistance of over 5,000 residents who took part in the survey and drop in events. The strategy will now be presented to the SCC Full Council meeting on 18th Nov for endorsement.

(6) One Somerset: The Secretary of State for Housing, Communities and Local Government, Robert Jenrick, has written to all council leaders in Somerset inviting them to submit their business cases for Local Government Reform by 9 November 2020 with supporting submissions by 9th Dec. It is expected the Secretary of State will make a decision in early summer 2021.

(7) Somerset Youth Parliament: Somerset Youth Parliament and SCC are encouraging schools, colleges and youth projects across the county to have their say, make a difference and ensure young people’s voices are heard on key issues. The online British Youth Council survey encourages all young people aged 11 to 18 years to vote on issues which are most important to them. These top issues will then be debated and voted on by elected Members of Youth Parliament, helping create the next UK Youth Parliament (UKYP) manifesto. Individuals, schools, clubs and youth projects are able to register and find out more online at www.byc.org.uk

(8) Family Safeguarding: A new way to support children/families in Somerset has been launched with the aim of strengthening families to overcome their issues and to reduce the number of children needing to come into care. SCC, in partnership with The YOU Trust and the Somerset Drug and Alcohol Service (SDAS), has created the ‘Family Safeguarding Team’ – A really helpful video has been created  https://youtu.be/u2WMlCx8KTY

(9) Stepping Stone Placements: More homes are urgently needed in Somerset to provide vital support to young people as they move from care into adulthood. With more than 300 young care leavers in Somerset currently the demand for placements far outweighs availability. ‘Stepping Stones’ providers receive a weekly fee, starting at £185 per week, plus a little extra for food and utilities (up to £27.50) paid weekly by the young person from their allowance. Providers are also eligible for the same tax exemptions and relief as foster carers, but have much more flexibility to work full or part-time alongside their care role. If you have a spare room and would like to help, please visit www.fosteringinsomerset.org.uk or call 0800 5879900

20/169. Minutes of the PC Meeting held on 5th October 2020,

(These had been previously circulated to PCllrs). The minutes of the 5th Oct meeting were agreed with one amendment. The Clerk advised that in min 20/163 that the budget referred to was £4100 not £4400. This was amended and the minutes were then authorised to be signed and dated by the Chair as an accurate record of the meeting. Proposed BB, Seconded AG. All voted for,

20/170. Matters Arising from the minutes of the 5th October Mtg. The Clerk has previously circulated a report;

20/151. Vacancy. The Clerk has sent forms to new PCllr Jon Peilow and these had been returned ahead of the PC mtg.

20/134(7) Banking. He has yet to apply to open a Deposit Acc with Nationwide Bdg Soc as he has been prioritising getting add signatories on Lloyds on line account.

20/156. Planning. (4) “Planning for the Future” The PC response has been sent off to Govt.

20/157. Finance. (5) Annual Risk Assessment of Assets. The Clerk reminds PCllrs that he had now issued the asset listing and requested to examine and risk assess each. Ongoing to report at Dec mtg

(6) Pitch Lining. A Lining Machine is on order along with paints.

The Clerk has prepared a briefing note and KD (District Cllr) has been briefed on the SWTC maint grant not having been increased since at least 2007 whilst the DLO charges have significantly increased these past two years. The officer at SWTC for her to contact has also been identified.

20/158. Rec Park.

(1) Operational Items. Actions. The Caretaker to get the outside door locks replaced.

SH/CC offered to concrete in a tube with J Miller digging out first and the old goals posts.

3d security contract has been terminated wef 31 10 20 though they will remain doing the out of hours emergency calls. SG to discuss with Parish Lengthsman and others.

(2) Improvement Projects. (ii) Priorities. SG advised these are Job 1 Tarmac entrance to park, Job 2 Prepare ticket office to food hygiene standard and to resurface the area outside Job 3 To contact three architects for ideas/plans as to what building is best to develop or knock them both down and start again. Seek a quote from RW Gales.

(3) Play Equipment (CC/SH). Snagging Update. Clerk has paid Sutcliffe’s having obtained written reassurances. SH/CC to ask western fixit re play equipment part.

(4) Annual Safety Report. Order placed with Sutcliffe’s to do required and agreed repairs option 2 at a cost of £1,916.36 plus VAT

(5) Hiring Charges. Clerk to speak to SWTC re S106 and charging. I have spoken to SWTC and as anticipated S106 is regarding funding only and it is fine to recover costs through charging for use.

(6) CCTV/Security Alarm (CC). Action. CC to get further quotes from Coombers and ABEL and SG to clarify funding.

20/159. Canal. The first meeting of the panel is to be held on the 3rd Nov. Porter Dodson have been paid for their purchase work though an invoice for their fees for documenting ROW is expected in due course.

20/171. Planning. (1) Applications. The following applications were considered and observations agreed;







Land south of Charlton Road, CSM: Notification to remove a single section (120 metres) of hedgerow to make two fields into one.

to SUPPORT this planning application in principle.  However, as there is evidence of a hedge on an 1886 map (www.francisfrith.com – map of Creech Heathfield 1886-1887), the CSM PC request that a survey is carried out in order to check that the hedgerow meets the criteria for removal and, therefore, ensures that this ancient hedge does not contain protected species of birds, animals or plants that are listed in the Wildlife and Countryside Act 1981; does not contain species that are endangered, vulnerable and rare as identified in the British Red Data books; does not include woody species and associated features as specified in Schedule 1 Part II Criteria, paragraph 7(1) of the Hedgerow Regulations.



4 Castle Grove, Langaller Lane, Langaller: Variation of Condition No. 02 (approved plans) of application 14/17/0022

to SUPPORT this planning application as the changes to the exterior are minor, as are the internal changes, and there will be no detrimental effect on the amenity of neighbouring properties, and no effect on the character or surrounding area. 



39 Arundells Way, CSM: Replacement and enlargement of a single storey extension to the rear of (resubmission/amended scheme to application 14/20/0010).

to SUPPORT this amended planning application for the replacement, and enlarged, single storey extension

All 3 proposed by PB PT Seconded All voted for.

(2) The representations made since the last meeting as the request was received after agenda issued;







Charlton House Farm, Charlton Road CSM – Change of use for occupancy of building to allow to be used as a mixed use of holiday let and ancillary accommodation.

To support this application provided that the mixed use holiday/ancillary one bedroom accommodation at Charlton House Farm, Charlton Rd, C Heathfield, shall be occupied for tourism or ancillary use only, with a restriction on the number of holiday let continuous days occupancy, and will not be occupied as a person’s sole or main residence; and that SCC Highways are satisfied that there will not be a resultant detrimental increase in traffic unsuitable for Charlton Road.

(3) Enforcement; It was noted SWTC Planning enforcement have taken action re the car park at the Maypole PH and adjoining field.

(4) West Monkton Heathfield Urban Extension 2. PB explained that the RGP consultant’s report had been received. It was agreed to share with SCC Highways for a response as they need to be behind it if it’s to be a draft Transport Management Plan for the Village and to be used as a basis for seeking funding. PB advised that the document will then be issued ahead of the next PC meeting to PCllrs along with a request to adopt it. It was also agreed to provide DF with a copy.

Action. Clerk to issue report to PCllrs once Highways response received ahead of Dec mtg.

The Clerk highlighted that 1000 houses have yet to be built on MH1 development site in addition to MH2 (1450) and Land South of Manor Farm Langaller Dev Sites (350). To date 1202 houses have been built in MH1.

PB advised that a meeting with Highways to get an update on M5 J25 works is to take place on the 25th Nov.

(5) Planning for the Future. The agreed response written by PB to the Governments consultation has been sent off.

(6) Planning Training. Application had been made for all PCllrs to attend Planning Training on the 10th Nov.

(7) Phosphorates. JP highlighted that some Applications where being delayed by SWTC Planning if they feel that the application could impact on phosphorate levels on the Somerset Levels pending a Natural England decision.

20/172. Finance. The draft minutes of the Finance Sub Cttee mtg held on 26th Oct had been previously circulated (1) Routine Payments and Receipts made (schedule previously circulated);

The Clerks, Caretakers and Parish Lengthsmans’ Wages, HMRC and SCC Pension Fund payments, Clerks Oct Expenses £ 87.42, 3d Security Ltd (Rec Park 3d un/locking 21 9-31 10 20) £436.80, Lloyds Business Bank (Charges 10th Sept – 9th Oct 2020) £7.15,SCC/Porter Dodson Solicitors (Canal carpark purchase legal costs and disbursements) £1,926.00, SLCC (20/21 Membership) £161.00, PKF Littlejohn LLP (Ext Audit 19/20 A/cs) £1,560.00, Sutcliffe’s (Adjusted retention sum Equipment Project) £20,245.50, E-Lectrics (Wiring of Container at Rec Park) £443.71, EDF (Pavilion Electricity) £30.00 and (Rec Park Garage Electricity) £15.00.

(2) Monies Received and banked since the last meeting; SW Lottery (Proceeds Oct) £8.00, Tone Youth Veterans (Pitch Hire 4th Oct) £40.00, SWTC (C.I.L) £1,332.05.

(3) Payments to be made upon receipt. The following where authorised for payment.

Sutcliffe’s (Supply parts and fit Repairs to older Play Equip) £2,299.63, Civil Defence Supply Ltd (Two Torches) £480.00, S Hutchings (Concrete Rec Park Gates) £630.00, S Hutchings (Container Lockbox) £60.00, T Trump

(Caretaker Cover Oct) £84.00 and N Cridge (Parish Lengthsmans Expenses) £49.95.

These (1), (2) and (3) were agreed proposed by PB, CC Seconded, All voted for.

(4) External Audit. The Clerk reported that as anticipated and budgeted for PKF Littlejohn had charged £1300 rather than the usual £300. This is due to last year’s higher than normal income/expenditure as a result of the Rec Park Equipment project; this had triggered a more in-depth audit. They are happy with the PC books and had signed them off with two notes; The first that in putting up a notice advising Parishioners’ of the audit dates the Clerk had calculated a 28-day period rather than 30 days in error. The second was that the papers were sent to them later than they would have expected. As all PC’s were given a later deadline (in recognition of Covid) the papers were sent off well before the extended deadline.  Interestingly (also due to Covid) the Auditors themselves had been given later deadlines to undertake their audits beyond the normal one and it was noted that though they too had utilised their later deadline they had not mentioned that.

(5). Accounts (2019/2020). The first half year reconciliation report was presented having been previously circulated. The Council’s receipts for the period 1st April to 30th Sep 2020 was £66,103.56 and the expenditure £37,188.70; both are in line with expectations as amended for Covid. PB and the Finance Sub Cttee had reviewed in detail and checked to bank balance. ND proposed, PB seconded, all voted to accept the report.

(6) Payments Authorisation. The Annual review of the schedule of routine payments that are to be made on receipt and then reported was undertaken and agreed with the single addition of the Parish Lengthsmans Salary

and no deletions. The opportunity to depersonalise the listing had been taken. Proposed JP, seconded CC, All for.

(7) Annual Risk Assessment of Assets. The Clerk reminded PCllrs that the audit is underway and asked for responses within the next two weeks.

(8) Pitch Fees To agree pitch fees. It was agreed that JRP is to join the Rec Park Panel and to refer to Panel the fees review along with the need for a mower, building approvements, notice boards and need for Outdoor gym/Open times/other info signage. PB for, SG seconded, all for.

(9) Grants. A grant to St Michael Church for maintenance of the burial grounds of £685 was agreed.

JP Proposed, CC seconded, all voted for.

(10) Climate Change. Having agreed previously in principle to support a bid for the Village Hall the Clerk reported that he had now received their bid but had noted it was for £63,000. As the funders SCC will only accept bids up to 75,000 from any one Parish this would prevent the PC itself submitting a bid for PV Cells on the Pavilion and an E car charger at the Rec Park as it had intended. A wide-ranging discussion involving VHall representatives then ensued following which it was decided to support the VHall bid (less its contingency) and to only apply for a E car charger at the Rec Park. Proposed JP, Seconded PT, All for bar SH who abstained.

20/173. Rec Park.

(1) Operational Items. SG thanked SH, NC and J Miller for concreting the entrance to the Rec Park that day. He advised that 3d Security had ceased un/locking at the weekend and that NC or himself would lock/unlock in the future. As the Second lockdown had just been announced the potential impact was discussed. It was noted that until detailed guidance is issued the Park would remain open. AG asked for a key to the Ref Room as the liner marker could be stored there. SG advised that the key holders where about to be reviewed.

(2) Toilets. Use of the Toilets by the footballers was discussed. Proposals had been received on cleaning from each of the teams which had been previously circulated. BB proposed that AGs wording be agreed except at para 4 Tone Youths wording be substituted. JP Seconded and all agreed.

(3) Improvement Projects. SG advised all projects were now on hold bar the ticket booth kitchen next year.

(4) Play Equipment. Following the snagging meeting with Sutcliffe’s held on 23rd Sept Sutcliffe’s had written giving the required written reassurances and therefore the agreed reduced retention had been paid.

Action. Clerk to chase Sutcliffe’s to do repairs in the Rec Park.

(5). CCTV/Security alarm (CC). SG had obtained a further quote.

Action. Clerk to circulate and put on Dec agenda.

20/174. Highways. (1) Defects. CC advised a vehicle had collided with a lamppost at the end of Laburnum Rd and two vans had knocked off their wingmirrors. (2) Hyde Lane. The humps and bridge works are about to commence from 16th Nov in the Hollingsworth Estate, the road will be closed for 33 days. The further scheme from the School to St Michael Rd is progressing and is at the post consultation stage.

20/175. Footpaths/Rights of Way. 11.1 Defects/Issues and report of the Parish Footpath volunteers. No report this month. See minute 20/172 (8) above. 11.2 Dog bin. A request for an additional Bin in Ham on the Env Agency Ramp was considered and it was decided to ask the footpath volunteers for their views on where the priority is for dog waste bins. 11.3 Bull Street Waste Bin It was noted that the EA had agreed to the request to instal a bin by on their ramp.

Actions. Clerk to consult the footpath volunteers and to produce a map showing where the dog bins and noticeboards are. SH to install waste bin on the Bull St ramp.

20/176. Canal. The Clerk confirmed that the panel is to hold its first meeting on the 3rd November.

20/177. Youth Club. ND reported that a positive meeting had been held between the VHall Cttee reps, CYP and the panel. The Youth Club was welcomed to use the VHall and would do additional cleaning. ND explained that as there were fewer users a discount could not be offered and as additional cleaning would need to be undertaken an additional hour a week would also be charged for, so for the period 3/12/20 to 31/3 £576 would be charged.

BB suggested it was time to withdraw from the contract suggesting it was not the best use of funds and the PC was not in the position to do up the Pavilion or Engine shed. BB suggested a DIY SOS style project be held involving the parents as a village project. AG suggested there was a need to support YP at this time as there are a lot of mental health issues. PB asked how many members there were SG advised 10 of which 2 are from Ruishton. PB suggested adjoining Parishes be asked to contribute. ND Proposed paying the £574 PT seconded. BB counter proposed giving 3 months’ notice of contract termination and at PB’s suggestion it was added to approach adjoining Ruishton and West Monkton Parishes in order to relaunch the club as a joint YC in a suitable venue, SG seconded. The amendment proposal for cancelling was carried with BB/SG/SH/JP/CC/JRP/PB voting for and ND/AG/PT voting against.

ND then proposed that the PC pay for the VHall hire during the termination period (Dec/Jan) BB seconded, all voted for.

Action. The Clerk to serve notice on CYP, to make enquiries of local PC to see if a joint YC can be set up and to book the VHall for Dec/Jan.

DF left at 9.07 pm.

20/178. Website/Email addresses. It was agreed that responsibility for taking this project forward would transfer from AG to JP.

Action. Clerk to pass to JP the guidance on Legal requirements and past emails.

20/179 Allotments. It was agreed to support a bid by the Society for water butts using S106 monies.

Action. Clerk to inform SWTC and Allotment Society of CSM PC support for their project.

20/180. Village Hall Technology. PB advised that the VHall had been given a £5k grant by SW Community Fund. Along with the CSM PC agreed grant of £1k and VHall own funds of £1k there is a kitty of £7k to purchase equipment. In order to ensure the PC requirements are fully met it was suggested PCllrs meet with potential supplier and the VHall Ctte. It was agreed CC/JRP along with PB would undertake and the VHall Cttee would set up the meeting.

Action. CC/JRP/PB to meet with VHall to discuss technology to be purchased.

20/181. Personnel Sub Cttee. PB suggested with the addition of a third member of staff a Personnel Sub Ctte be established.

Action. The Clerk to put on Dec meeting agenda.

20/182. The Council then decided to exclude Public and Press for this item. (1) Parish Lengthsman Review.

Mtg ended 9.35pm

Steve Altria, Clerk to Creech St Michael Parish Council 01823 666295. Email clerk@creechstmichael.net

Future Meetings;

The next CSM PC mtgs are on 7th December 2020 and 4th January 2021 at 7pm virtually using Zoom.

Please Email the Clerk for an agenda and invite.