Misterton PC Minutes 21.07.20
Minutes of the Parish Council meeting held on 21st July 2020
Remotely, via Zoom
Present:
Cllr Iain Rowland (Chair) Cllr Viv Rowe Cllr Brian McNeill
Cllr Abbie Rousell Cllr L Bacigalupo Cllr Paul Gillard
Cllr Graham White Cllr Andrew Callow
In attendance
Mrs K Sheehan (Clerk), Country and District Councillor Mike Best, 3 members of the public.
20/039. Public Open Session
Members of the public present raised the following issues:
- Littering, particularly of blue paper towels, around the level crossing footpaths had increased. A member of the public was cleaning up regularly but queried if it would be possible to increase signage in the area and possibly extend bin provision. The Clerk was asked to contact SSDC about this. Cllr Rowland thanked the member of the public for their efforts.
- Two further members of the public raised concerns about intended use of Kingshay Barton, having seen an advert for non-family groups, which was believed to be in contravention of the planning consent. Confirmation from SSDC had been received to say that this needed to be reported to them directly using their planning enforcement web form. They also confirmed they had received a message from the agent stating that the advert had been placed in error and would be altered to family groups only.
All members of the public left the meeting.
20/040. Apologies for absence
Apologies for absence were received and accepted from Cllr Restorick (technology issues).
20/041. Code of Conduct and Declarations of Interests
None.
20/042. Minutes of the meetings held on 18th February, 17th March and 2nd June 2020
The minutes were approved as a true and accurate record of the meetings, to be signed at the first face to face meeting.
Proposed: Cllr Rousell Seconded: Cllr Rowland RESOLVED
20/043. Matters Arising from Minutes
None raised.
20/044. Reports
a. Report from County Councillor & District Councillor
Cllr Best reported that:
- Due to ongoing Covid-19 situation, SSDC officers were still deployed in different roles and some tasks were outstanding, i.e. the weedspraying of pavements;
- Planning enforcement online portal had been launched, and planning applications would now be paperless;
- District Councils do not support the One Somerset proposals due it’s very large size, but agree some degree of reorganisation is required;
- County Council elections were due in 2021, but could potentially be suspended until a new unitary is formed;
- The appeal granted for 150 houses at Kithill had been met with disbelief at Crewkerne Town Council, unfortunately there were no funds to contest this. Cllr White noted that part of the site appeared to be in Misterton Parish, which seemed to have been overlooked by the applicants. Cllr Best agreed to raise this when the full application was received.
In response to a query, Cllr Best agreed to find out what the current advice was on bonfires.
b. Report from Chairman of the Parish Council
Cllr Rowland reported that:
- The volunteer Covid-19 network had met all requests and was still in place for any further issues. Thanks were recorded to Phil Clifton for his management and organisation of the network.
c. Report from Misterton Recreation Field Trust
- Play area was now open and Covid-19 user guidance put in place;
- Grass cutting had resumed as the contractor had come back from furlough.
20/045. Planning including applications currently in circulation/determinations
- 20/01758/LBC & 20/01757/HOU – The Thatched Farmhouse, Middle Street – no objections raised.
- Determinations – none.
20/046. Highways
a. To receive a report from the Parking Working Group (PWG)
Noted that the next steps would need involvement from the Highways Engineer, but at present meetings with Council officers were restricted due to CV-19. Clerk would monitor and arrange meeting when this is permitted.
b. To consider future works for the Parish Ranger
Clerk to ask Ranger to prioritise following jobs:
- Strimming at top of Mill Lane and Newbery Lane;
- Hedge in cemetery overgrowing memorial tree.
c. To consider reports of overhanging trees/hedges
The Clerk was asked to write to owners of various properties, asking them to trim back overhanging vegetation. The issue of the holly hedge on Middle Street was raised again, Clerk would see if Highways had managed to speak to the owner.
20/047. Amenities
a. To receive the cemetery inspection report
Members noted the latest cemetery inspection report. The Clerk was asked to try and make contact with family members regarding an unstable memorial (albeit, small in need of some attention).
b. To note that the grasskeep agreement for the cemetery extension has been finalised and signed
Noted.
c. To discuss a way forwards with the cemetery gateposts and entrance
Members considered pre-application advice obtained from SSDC planning officers. Clerk asked members to consider how they wished to proceed as next steps would entail costs. Members agreed that the entrance needed reconfiguring for safety reasons and to prevent further damage to posts. A formal proposal to relocate the gateposts and reconfigure the access was received and resolved.
Proposed: Cllr Rowland Seconded: Cllr Rousell RESOLVED
Action: Clerk to cost up planning fees, architect, tree removal, landscaping, building and other associated costs. Clerk to obtain clarification on the yew trees status from SSDC.
20/048. Finance and Procedure
a. To agree invoices for payment and to note regular payments
| Voucher | Payee | Details | VAT | Total Payment incl VAT |
| 233 | Cox & Co | Payroll services | £ 3.50 | £ 21.00 |
| 234 | Misterton WI | Hall hire | £ – | £ 15.58 |
| 235 | Vodafone | Clerk’s telephone | £ – | £ 22.11 |
| 236 | Staff | Staff costs | £ – | £ 581.10 |
| 237 | Cox & Co | Payroll services | £ 3.50 | £ 21.00 |
| 238 | Misterton WI | Hall hire | £ – | £ 15.58 |
| 239 | Vodafone | Clerk’s telephone | £ – | £ 22.11 |
| 240 | Staff | Staff costs | £ – | £ 581.10 |
| 241 | Staff | Staff costs | £ – | £ 581.10 |
| 242 | K Sheehan | Misc expenses | £ 15.00 | £ 97.74 |
| 243 | Greenslade TH | Grasskeep agreement | £ 24.00 | £ 144.00 |
| 244 | K M Dike | Cemetery grass x 2 | £ 88.40 | £ 530.40 |
| Total VAT to reclaim | £ 134.40 | |||
| TOTAL | £ 2,632.82 |
Proposed: Cllr Rowland Seconded: Cllr Rousell RESOLVED for payment
An additional late invoice for the website upgrade for M Diment was also agreed. Receipts, bank reconciliation and list of reserves held all noted.
b. To consider a move to online banking
Members agreed that holding some monies in an online account for payment of bills would be prudent. A sum would be transferred from the council’s current account quarterly (or as required), so that risk was spread over several accounts. The Clerk reported that the two most suitable community accounts were offered by Barclays and Lloyds, but that neither were currently accepting new account applications due to Covid-19. Members expressed a preference for Lloyds as there was a local branch and the Clerk was asked to progress this once applications were being accepted again.
Proposed: Cllr Rousell Seconded: Cllr Rowland RESOLVED
c. To adopt a CCTV policy and updated Privacy Notice
Proposed: Cllr Rowland Seconded: Cllr Rousell RESOLVED
d. To amend Financial Regulations to allow for a stem spend of up to £1000
Proposal to amend Financial Regulations, section 11h), which currently reads:
“When it is to enter into a contract of less than £25,000 in value for the supply of goods or materials or for the execution of works or specialist services other than such goods, materials, works or specialist services as are excepted as set out in paragraph (a) the Clerk or RFO shall obtain 3 quotations (priced descriptions of the proposed supply); where the value is below £3,000 and above £100 the Clerk or RFO shall strive to obtain 3 estimates. Otherwise, Regulation 10.3 above shall apply.”
TO:
“When it is to enter into a contract of less than £25,000 in value for the supply of goods or materials or for the execution of works or specialist services other than such goods, materials, works or specialist services as are excepted as set out in paragraph (a) the Clerk or RFO shall obtain 3 quotations (priced descriptions of the proposed supply); where the value is below £3,000 and above £1000 the Clerk or RFO shall strive to obtain 3 estimates. Otherwise, Regulation 10.3 above shall apply.”
Proposed: Cllr Rowland Seconded: Cllr Rousell RESOLVED
e. To rescind the delegation of powers to the Clerk relating the authorisation of payments
Members agreed that the Clerk should continue to be authorised to pay bills due to the Covid-19 situation for a further three months.
Proposed: Cllr Rowland Seconded: Cllr Rousell RESOLVED
f. To consider a Parish Council response to the One Somerset (move to Unitary) consultation
Some discussion took place but no clear consensus was reached. Members would respond individually in their personal capacity if they wished to comment.
g. To consider a grant request for a community-based art installation in the telephone kiosk on Silver Street
£100 grant towards art project agreed. It was agreed that ideally the art gallery should continue even when defibrillator is installed but if this is not possible the defibrillator would take priority and the art gallery be removed.
Proposed: Cllr Rousell Seconded: Cllr Rowland RESOLVED
h. To agree Clerk’s annual leave/confirm contact details during this period
Annual leave from Monday 2nd August, returning to work Monday 17th August, was agreed. Chair to be contactable for urgent enquiries during this time.
20/049. Items for the next meeting
To be advised to the Clerk seven days in advance of the meeting.
20/050. Date and location of next meeting
The next meeting was confirmed for Tuesday 15th September 2020, 6.30pm, via Zoom.
Confidential Session:
A short confidential session was held to consider information received relating to tenders for the refurbishment of the fingerposts, agreed to progress the first fingerpost during this financial year using Somerset Forge.