/ Parish Council / Minutes / 7th March 2022



CREECH ST MICHAEL PARISH COUNCIL

 

Minutes for the Meeting of Creech St Michael Parish Council [CSMPC] held at Creech Village Hall on Monday 7th March 2022 at 7:00pm

 

Councillor Attendance

Cllr Annabelle Peters – Chair

AP

present

Cllr Margaret Gover

MG

present

Cllr Neil Davidson

ND

present

Cllr Yamina Guest

YG

present

Cllr Charlie Cudlip

CC

present

Cllr Paul Tucker

PT

present

Cllr Peter Brown

PB

present

 

 

 

 

Also Present: County Cllr D. Fothergill Somerset County Council (SCC), District Cllr Norman Cavill, 10 members of the public and Tamsin Ely, CSM Assistant to Parish Clerk.

Meeting started at 7:00pm

 

Chair’s welcome – Cllr. Peters welcomed all and opened the meeting.

  1.  

Public Question time - The Chair invited questions from the public.

- Brian Hill asked about the speeding measures and enforcement in the village; although there are new 20 signs cars are still speeding. Cllr. Brown confirmed that more signs and road markings will be coming, gateways will be improved, physical measures e.g. bumps and electronic speed devices. Hoping to be funded. Cllr. Cudlip added that there is also a speed watch group being formed who can trigger letters to offenders and after 3 letters this can be escalated to the police.

- Steve Greenhalgh requested CSMPC write to Somerset Waste as they drive their lorries through Creech St Michael on non collection days and this is not the route they should be taking. Cllr. Cudlip confirmed they have been asked by the transport manager to ensure they are safe and keep their speed down to the new 20 limit. Steve reiterated that the issue is that they use the route when they shouldn’t and County Cllr. Fothergill confirmed that the lorries should only travel through Creech St Michael when collecting.

Action: CSMPC to write to SWAT council.

- Sarah Elliott read out some words to show support for a item later on the agenda with regards to funding for the youth club.

- Brenda Brighton queried item 16 on the agenda as it wasn’t very descriptive. Cllr. Davidson confirmed it to be an update on the clerk advert.

  1.  

To receive any apologies for absence

Cllr. Guest had sent apologies but is marked as present as she will be in attendance at a later time.

  1.  

Declarations of Interests
4.1 Declarations of Individual Members

Cllr. Davidson – confirmed a conflict of interest - has pecuniary interest in the Canal car park.

Cllr. Cudlip – license application MA/52586

Cllr. Brown – license application MA/52586

4.2 Dispensation Request

The councillors named in 4.1 had a dispensation granted by PC for 12 months to enable them to take part in discussions with regard to the named license application – expires 10/02/2023.

  1.  

To receive County and District Councillors’ Reports –

Cllr. Fothergill (county councillor) briefly updated council with the following:

- the current Corona Virus situation

- local government reorganisation

- new revenue budget had just been signed off

- will be an increase in council tax

- new aerospace centre has opened in Yeovil, the next one to open will be in Taunton

- just launched opportunity boost scheme which is grants to help people back into work

- continuing to support free school meals for children in vulnerable families through half term

- flying the Ukrainian flag at county hall, await Government guidance on how to support the refugees

Cllr. Cavill (local district councillor) briefly updated council with the following:

- extraordinary meeting was held in Taunton to reorganise an area of parishes

- second consultation will be after the election to be completed by October 2022

  1.  

Minutes - Cllrs agreed the Minutes of the meeting held on 11 February 2022 were an accurate record although Cllr. Gover pointed out her name was spelt incorrectly in an action point. (These had previously been circulated to Cllrs). The Clerk made a note to make the change to be signed and distributed/displayed.

Proposed by ND | seconded MG | 6 in favour | 1 abstained (Cllr. Guest yet to arrive)

  1.  

Matters arising - The chair ran through the action points from the previous meeting which had all been completed.

Cllr. Peters spoke of a matter that has arisen from the previous meeting. Council objected to a planning license (MA/52586). This was decided by a single officer with delegated powers and the comments cause council to query the process.

Action: Chair to write to the CEO to express concerns and query the decision making process.

  1.  

Planning Applications

To consider the following application/s and to agree the Planning Development and Transport’s Panel’s recommendations.

14/21/0042

04/02/2022

Erection of a single storey extension to the side of 1 The Glebe, Vicarage Lane, Creech St Michael

RECOMMENDATION: Creech St Michael Parish Council SUPPORTS this planning application.

14/22/0007

07/02/2022

Erection of a single storey extension to the front of 18 Tristram Drive, Creech St Michael

RECOMMENDATION: Creech St Michael Parish Council SUPPORTS this planning application

14/22/0008

09/02/2022

Conversion of barns into 2 No. dwellings with demolition of agricultural structures and associated works at Charlton Coach House, Charlton Road, Creech Heathfield

RECOMMENDATION: Creech St Michael Parish Council does NOT SUPPORT this planning application.

The proposed dwellings would be sited in an area of open countryside outside of any recognised settlement limit, distant from any well serviced settlement and reliant on private vehicles, therefore not reducing the need to travel, pollution or CO2 emissions. Any new development in the open countryside should protect and enhance the natural environment, limit the need to travel, and offer a genuine choice of transport modes. However, the public transport service available, 29 bus from Wells to Taunton, is very limited [approximately 2 hourly] and a considerable walking distance from the nearest available public bus stops on the main Creech Heathfield Road. Accessing by walking and cycling would be along an unlit rural lane. Very little evidence has been provided to demonstrate whether there is a demand for the buildings to be used for other uses set out in the sequential approach of Policy DM2 [7.b]. Furthermore, the buildings are not of any architectural merit worthy of retention that may have been an exception reason to convert if the sequential test was passed.

The proposed developments, therefore, conflict with Taunton Deane Core Strategy Policies DM2 [7.b.vii], CP1, SP1 and would result in residential units of accommodation in unsustainable areas of open countryside.

14/22/0005

10/02/2022

Demolition of garage and erection of replacement two storey outbuilding comprising of garage, gym and annexed accommodation at Heathcote, Old Lane, Creech St Michael

Recommendation: To make comment only and not Support or Not Support

Creech St Michael Parish Council reviewed this planning application and noted the very sizeable proposed attached outbuilding, with accommodation on the top floor comprising two double bedrooms, lounge and bathroom, aesthetically looking more of a dwelling than an attached outbuilding.

In view of the proposed first floor accommodation, should the Planning Authority grant planning approval, Creech St Michael Parish Council request that Conditions for excluding the outbuilding annexe being used for bed and breakfast accommodation, Airbnb exclusion for adding kitchen units into the outbuilding, as this would turn the building into a two-bedroom self-contained dwelling, with possible rental opportunity, are included.

14/22/0009

25/02/2022

Replacement of a single storey extension to the rear of The Crown House,

Crown Lane, Creech Heathfield

Recommendation: Creech St Michael Parish Council is SUPPORTIVE of the demolition of the existing single rear extension and replacement with the proposed works to include construction of straw, lime rendered, bale walls, timber framed windows/bi fold doors, flat green sedum roof, together with timber beams and posts reflecting and preserving the character of the existing Grade II listed building.

14/22/0010/LB

25/02/2022

Replacement of a single storey extension to the rear of The Crown House,

Crown Lane, Creech Heathfield

Recommendation: Creech St Michael Parish Council is SUPPORTIVE of the demolition of the existing single rear extension and replacement with the proposed works to include construction of straw, lime rendered bale walls, timber framed windows/bi fold doors, flat green sedum roof, together with timber beams and posts reflecting and preserving the character of the existing Grade II listed building.

Action: Assistant to Clerk to inform SW&T Planning and Licensing of the CSMPC comments.

Proposed by CC | seconded PB | 6 in favour | 1 abstained (Cllr. Guest yet to arrive)

 

  1.  

Finance

The Finance Committee met Friday 4th March and agreed all the items below after consideration at the meeting, these had been distributed to Cllrs with the papers previously and were subject to extensive review prior to approval.

    1. Cllrs agreed the monthly payments in the March Financial Transaction Report (circulated in

advance of the meeting) (APPENDIX A)

    1. Agreed to add the Assistant to the Clerk's salary and pension contributions to the

Regular Payments List.

Proposed by AP | seconded CC | 6 in favour | 1 abstained (Cllr. Guest yet to arrive)

    1. 21/22 budget review and virements agreed. Cllr. Brown explained that following careful

management over the past months the budget outcome is now close to that planned. A

number of virements were agreed (see attached).

Proposed by ND | seconded MG | 6 in favour | 1 abstained (Cllr. Guest yet to arrive)

    1. Following the completion of an Interim Internal audit report the Committee considered a draft

action plan which was agreed (copy attached)

    1. Reviewed and agreed New Fin Regs (draft attached)

    2. Effectiveness of IA statement (see attached proposal) were agreed.

    3. Financial Controls and Statement of Internal Controls (attached is current controls doc and

proposed statement) were agreed.

    1. Agreed draft Risk Assessment (draft attached).

    2. Asset Register. Cllr Brown updated the PC on the progress of the annual inspection of the PC

which is now very close to completion. He thanked Councillors who had examined items. Cllr.

Brown had updated the asset register. It was agreed to delegate final sign off once the final

few items have been examined to the RFO in conjunction with the Chair of Finance.

    1. The Audit timetable was noted.

Cllr. Brown reported a slight amendment to 10.5  Financial Regulations had been discussed by Finance Committee to clarify delegation of small amounts of spend to the clerk of up to £250 per item within  Panels’ budgets.

An amendment to Financial Regulations document is proposed to insert the following at the appropriate place:

The Clerk/RFO is delegated to purchase materials/services up to £250+vat items within the maintenance budgets agreed for the Rec Park and Canal CP in consultation with the  Chairs of the Rec Park Panel and Canal CP Panel. All payments made to be reported to the next PC meeting.

Vote on amendment:

Proposed by PB | seconded ND | 6 in favour | 1 abstained (Cllr. Guest yet to arrive)

Vote on block of items:

Proposed by ND | seconded MG | 6 in favour | 1 abstained (Cllr. Guest yet to arrive)

    1. 3-year budget. Following agreement of the 2022-23 budget at the January PC meeting the

Budgets for 2023-24 and 2024-25 years were examined and agreed.

Proposed by AP | seconded PB | 6 in favour | 1 abstained (Cllr. Guest yet to arrive)

    1. Grass Cutting and Dog Bin emptying contract renewal was considered and it was agreed to

renew for a year with SWTC DLO.

Proposed by PB | seconded ND | 6 in favour | 1 abstained (Cllr. Guest yet to arrive)

11.

Committees, Panels and Working Groups - (reports circulated in advance of the meeting)

    1. Planning, Developments & Transport Panel

- Cllr. Brown reported an upcoming meeting with the 2 officers on Wednesday to hopefully

discuss the possibility of starting the bid process for some small schemes.

- Cllr. Brown requested Brenda Brighton, be co-opted back onto the panel.

Proposed by PB | seconded CC | 6 in favour | 1 abstained (Cllr. Guest yet to arrive)

    1. Canal Panel

- Cllr. Davidson is currently organising the installation of the new gates.

- Cllr. Cudlip is progressing with the signs as now in contact with the correct person.

- Cllr. Gover reported having received correspondence regarding the gateway being quite

slippery and unsafe. Council discussed the possibility of putting something down i.e grit.

Action: Cllr. Davidson to ask volunteers if they can help on a webinar.

    1. PIP working group

Cllr. Cudlip read through an email from Adrian Birch who is in the working group.

- PIP had their AGM last week and confirmed who is on the panel as per the report

- Need to purchase 2 gazebos, cost £1082.99.

Proposed by CC | seconded PT | 6 in favour | 1 abstained (Cllr. Guest yet to arrive)

    1. Comms and Website working group

- Cllr. Brown will cover under item 13.

    1. Footpaths/Rights of Way – No report received.

    2. Community Grant Fund Panel

- Cllr. Peters has helped form a panel with Cllr. Gover, Cllr. Peters and 3 residents; Sarah

Elliott, Adrian Birch and Jan King.

Agreement of the panel;

Proposed by CC | seconded PT | 4 in favour | 3 abstained (Cllr. Guest yet to arrive, Cllr. Gover and Cllr. Peters as they are on the panel)

- Cllr. Brown highlighted some required amendments to the panel’s terms of reference;

  • The panel should not be independent of the Parish Council as it will be dispersing funds of the Parish Council.

  • The chair should be stipulated to be a councillor.

Proposed by AP | seconded ND | 6 in favour | 1 abstained (Cllr. Guest yet to arrive)

- The panel created a form for local groups to apply for grants. The panel used a scoring

mechanism to determine who should be awarded a sum. Grants are recommended to be

awarded to 6 groups details of which had been distributed with the meeting papers. These

were agreed.

- All £6500 has been allocated.

- There was some discussion regarding one of the successful applicants. It was queried that

West Monkton scouts are not within the parish. Cllr. Gover confirmed that over half of the

members of the group are residents of Creech St. Michael and they do not have a base at the

moment.

Proposed by AP | seconded CC | 6 in favour | 1 abstained (Cllr. Guest yet to arrive)

Action: Cllr. Peters to write to the successful applicants.

Action: Steve Altria (RFO) to liaise with the applicants to disperse the money following receipt of the letter.

Note: Cllr. Gover reported to council that Sarah Elliott has been instrumental in assisting the panel with the speed of expediting tasks to completing this job in very short amount of time.

  1.  

Use of the stage - to agree Cllr. Cudlip’s continued use of the stage with notice given to the Clerk and Chair with an agreed fee of £25 per use.

Proposed by AP | seconded PT | 6 in favour | 1 abstained (Cllr. Guest yet to arrive)

  1.  

Website and Facebook Page: To agree to contract with Adrian Birch to set up (estimated cost up to £500) and provide ongoing technical support for a new Parish Council website and to take necessary steps to set up a Facebook page for the PC.

Proposed by PB | seconded AP | 6 in favour | 1 abstained (Cllr. Guest yet to arrive)

  1.  

Correspondence - To consider any correspondence received that Cllrs wish to raise that has already been circulated. [no resolutions can be made]

  • Email from Assistant Clerk to West Monkton Parish Council - Community Transport Scheme

Action: Cllr. Brown to respond.

  • Email from Sarah Elliott – request for CSMPC to improve the visibility of its work

  • Council agree but priority at the moment is to source a new clerk and finish the new website. The Parish Council do not have the capacity at the moment with 4 vacancies.

  • Email from Christine Gale re Queens Jubilee

  • Cllr. Davidson has replied to the email.

Cllr. Guest joined the meeting at 20.20.

11.

    1. Rec Park Panel

- to reduce the cost of locking up the Rec Park by not locking the pedestrian access gate.

It is proposed to ask 3D security if they will reduce the cost to CSMPC by not locking the

pedestrian access gate, if agreed by 3D, CSMPC take that action.

Proposed by YG | seconded AP | all in favour

Cllr. Cudlip asked about the CCTV option as voted on previously in council or at least a

security light. Cllr. Fothergill warned of the extra regulations involved with CCTV.

Action: Steve Altria (RFO) to check the insurance implications.

  • Some heaters in the pavilion being used unnecessarily and could be tested for safety to then be used perhaps on a timer to save energy.

  • To allow vendors to assess whether they wish to trade from the Rec Park by carrying out trials on-site over the Easter Break.

  • The Rugby Club have been using the MUGA’s for practice while the Rugby Ground has been waterlogged at £15 an hour.

  • PIP are doing a litter pick on 7th May, proposed to carry out an inventory in the pavilion, engine shed, ticket office and container and throw out all of the rubbish and PIP will be there to claim their items to store elsewhere.

  • to set in place arrangements for the purchase of small items for the maintenance of the Rec Park without reference to a full PC meeting – already covered under finance.

    1. Youth Panel - proposed that the PC fund the Youth Club for the cost of hiring the VH £625.

Proposed by YG | seconded AP | all in favour

15.

New Matters to be carried forward

Cllr. Davidson mentioned the notice board at Arundells Way needing a substantial repair and will require a workman. Councillors decided to move the boards locations.

Action: Cllr. Peters to enquire if the workman that fixed the notice board in Ham would quote for the job.

Cllr. Gover requested council only book the village hall for actual meeting dates as there are lots of dates in the diary that are not required. It was decided to cancel all dates that are not the full PC meeting dates as other meeting dates are not yet set.

16.

Council to decide if to exclude Public and Press for these items – there were none.

Meeting finished at 20.40

Tamsin Ely, CSMPC Assistant to Clerk, 07708680797, Email clerk@creechstmichael.net

 

Appendix A

7th March 2022 CSM PC Meeting – Financial Transactions Report

Bills to consider for payment

Detail

Payment type/Cheque no

Amount

(inc VAT)

S Altria

Finance Support Feb

Cheque

670.00

T Ely

Clerks Feb Expenses

Cheque

89.36

T Ely

Clerks Feb Salary

Cheque

515.51

 

Payments made

Detail

Payment

(L=Lloyds Acc)

Amount
(incl VAT)

EDF

Pavilion Electricity

LDD

46.00

EDF

Engine Shed electricity

LDD

40.00

Utilia

Pavilion Gas

LDD

4.53

HRMC

Tax on salaries Feb

Cheque

288.04

K Hutchings

Caretaker's salary Feb

Standing Order

494.00

Lloyds Bank

Charges (9th Jan to 10th Feb 2022)

LDD

7.00

Reflections window cleaning services.

5 Bus Shelters Cleaned (7 2 22)

Cheque

75.00

Information Commissioners

Annual registration fee renewal

LDD

35.00

3d Security

Rec Park Locking Up 24.1.22 to 20 2 22.

Cheque

534.00

Tesco

Phone top Up 28 1 22

LDEB

10.00

SALC

Training - Being a Successful Chairman

Cheque

30.00

Thomas Trump

Caretaking cover

Cheque

57.50

Payments already approved to pay on receipt of invoices;

Those on the Annually approved list of routine payments [see minute 19/216 (7i)] as listed overleaf.

Recruitment of New Clerk/Locum Costs As delegated to Personnel Sub.

Rec Park Improvement Work

Ground Works budget

CYP

Items funded by Flower Show £250/Remainder of PCs Grant £70/SCC Grant £500

Grant 4 Neighbourhood Watch

Signs for Ham Village (and further 4 Ham Road funded by WW) £120

Income since last meeting

Detail

 

Amount

SW Lottery

Proceeds

L Online

£12.50

HMRC

Vat Refund (to 31st Jan 22)

L Online

£3,358.45

PIP

 

 

Nil

Steve Altria Finance Support to CSM PC 7th March 2022

Reported to Council and authorised for payment…………………….… Chair 7th March 2022.

 

CSM PC Financial Regulations – Payments Authorisation

The PC Financial Regulation provide for the PC to agree a list Annually of payments that can be made (normally online) and reported to the next PC meeting. Payments NOT on the agreed list [see Nov minute 20/172 (6)] or specifically agreed are put to a full PC meeting for authorisation. ALL payments are signed off by three signatories.

 

Routine payments agreed that can be paid on receipt;

Clerks Wages

 

 

 

 

 

 

Caretakers Wages

Parish Lengthsman Wages

 

 

 

 

 

HMRC Tax

 

 

 

 

 

 

Som Pension Fund Acc

 

 

 

 

 

Clerks routine Expenses

(copy sent to Finance Sub monthly)

 

Caretakers Cleaning and H&S Mats Exps

Parish Lengthsman Expenses

 

 

 

Security - contracted payments

 

 

DD Engine Shed Electricity Supply

 

 

 

DD Pavilion Electricity Supply

DD Pavilion Gas Supply

 

 

 

 

CSM VHall Lettings

 

 

 

 

 

K Signs (SW) Ltd (Annual update of banners)

 

 

Window Cleaning Charges

 

 

 

 

Int Audit Fees

 

 

 

 

 

Membership Fees (SALC/NALC/SLCC/ALCC)

 

 

 

 

Lloyds A/C charges

 

 

 

 

 

Termly Septic Tank Empty

 

 

 

CPRE (Membership)

 

 

 

 

 

water2business (Water at Rec Park supply)

 

 

 

Som Playing Fields Assoc (Ann Play Equip Insp/Memb)

 

 

Community Youth Project (Contracted and Grant Payments only)

 

Allotments Rent

 

 

 

Devon and Somerset Fire Protection (pavilion fire ex insp)

 

Ext Audit Fees

 

 

 

 

Components/Parts for Play Equip repairs

 

 

 

 

PIP Payments per Agreed Budget

 

 

 

Any specifically payment preagreed by the PC