Agenda and minutes

Councillor Gina Seaton suggested an amendment to the minutes of the previous meeting held on Wednesday 14^th June which had been circulated. She referred to the minute for item number 16 (planning application 17/01396/FUL – Coker Firs, 141 West Coker Road, Yeovil) and suggested that reference to the neighbouring properties’ house numbers be included within the minute on page 7 (first paragraph). She further suggested that the word ‘drainage’ should be replaced with ‘run off and flooding’.

It was agreed that the minutes would be amended to include these suggestions.

RESOLVED: that the minutes of the previous meeting were agreed, subject to the suggested amendment. Minute number 16, the first paragraph on page 7, amended to read;

Councillor Gina Seaton ward member, proposed that in order to appreciate the full degree and levels of the site in relation to the existing properties, 2 and 2a Nash Lane, and the concerns regarding run off and flooding that a site visit be made before the application was determined. This was subsequently seconded and on being put to the vote was lost 7 votes in favour and 7 votes against. The Chairman provided his casting vote against the proposal of a site visit.

Apologies of absence were received from Councillors Cathy Bakewell, Peter Seib, Graham Oakes, Sarah Lindsay, Gye Dibben, Kaysar Hussain, Alan Smith and Sam McAllister.

In accordance with the Council's current Code of Conduct (as amended 26 February 2015), which includes all the provisions relating to Disclosable Pecuniary Interests (DPI), personal and prejudicial interests, Members are asked to declare any DPI and also any personal interests (and whether or not such personal interests are also "prejudicial") in relation to any matter on the Agenda for this meeting. 

Members are reminded that they need to declare the fact that they are also a member of a County, Town or Parish Council as a Personal Interest.  Where you are also a member of Somerset County Council and/or a Town or Parish Council within South Somerset you must declare a prejudicial interest in any business on the agenda where there is a financial benefit or gain or advantage to Somerset County Council and/or a Town or Parish Council which would be at the cost or to the financial disadvantage of South Somerset District Council. 

Planning Applications Referred to the District Council’s Regulation Committee

The following members of this Committee are also members of the Council's Regulation Committee:

Councillors Peter Gubbins, Graham Oakes, David Recardo and Gina Seaton.

Where planning applications are referred by this Committee to the Regulation Committee for determination, Members of the Regulation Committee can participate and vote on these items at the Area Committee and at Regulation Committee. In these cases the Council's decision-making process is not complete until the application is determined by the Regulation Committee.  Members of the Regulation Committee retain an open mind and will not finalise their position until the Regulation Committee.  They will also consider the matter at Regulation Committee as Members of that Committee and not as representatives of the Area Committee.

Councillor Peter Gubbins declared a personal and pecuniary interest in item number 12 (Future market management arrangements). He confirmed that he would leave the room during discussion of the item.

Councillor David Recardo declared that he had a personal interest in item number 14 (planning application 17/01997/FUL – Yeovil District Hospital) as he had been appointed to serve as a SSDC representative on the Yeovil District Hospital Board of Governors.

There were no questions from members of the public.

The Chairman advised members that there was likely to be a meeting of the Area South Committee in August.

He advised that there was a UDF Yeovil Refresh briefing following the meeting and suggested that members ask questions to the end of the briefing.

This is an opportunity for Members who represent the Council on outside organisations to report items of interest to the Committee.

Councillor John Clark advised that Westfield Community Association would be making a stage 2 application to the Big Lottery later in July and also an application to SSDC Corporate Capital for funding towards a new community centre. He further advised that a summer fete fundraising event had been arranged.

Councillor Rob Stickland advised that a Youth Service Review group would be meeting; however a date had not yet been arranged.

The Streetscene Manager summarised his report to members. He highlighted items within the report to include;

·         Staff sickness levels within the team had reduced and that he was hoping to further reduce this next year.

·         Having analysed the 52 complaints which had been received, only 27 of these were genuine service complaints. He pointed out that this was across the district as a whole. The remaining complaints were referred to the Somerset Waste Partnership, Somerset County County or were not genuine compaints.

·         In the last financial year, two applications of herbicide had been delivered. He advised that this year, the towns had been completed and the team were currently working on the villages.

·         He referred to a ‘Working on the Highway’ document which had been developed which covered the health and safety aspect of working on the highway.

·         He advised members that there were apprentices working within the team which was proving to be successful.

·         He explained that the Christmas Tree Shredding programme was a great success in January.

·         New footpaths had been developed on the Milford and at Alvington which has created good access to these areas.

·         The Yeovil Town Council Service Level Agreement had been updated.

·         Fly-tipping across the district has increased slightly, however the situation was being managed. The increase correlates with increased restrictions and charges at the waste and recycling centre.

Using a powerpoint presentation, he provided photographs to show recent projects to include Yeovil in Bloom and the new footpaths at Alvington and the Milford.

The Chairman praised the team for the works, to include the artificial grass, which had been completed at the Yeovil Hospital roundabout.

NOTED

The Area Development Lead presented her report to members. She explained that an updated version of the Area South Development Plan (ADP) had been circulated to all members since publication of the agenda and was also available on the website. She explained that Community Safety was now included within the plan, as she had recently taken on management of the Yeovil One Co-ordinator.

She explained that this was an ambitious plan taking account of the fact that some members of staff had recently left the team.

She referred to a Budget Summary and clarified some points of detail;

·         The Yeovil Vision reserve fund had been delegated to the Yeovil Vision Board.

·         Money from the Area South Capital Budget resource fund has been set aside for the Barwick Grant Application, which would be referred to a later Area South Committee meeting for consideration.

·         She advised that the Lufton Community Centre would hopefully be in the council’s ownership by end of May next year.

In response to member’s questions, the Assistant Director (Communities) confirmed that some aspects of local economic development such as civic realm improvements are dealt with by the Area South Development Team.  Projects such as Yeovil Refresh had been initiated and resourced through the Regeneration Board process. Major projects would continue to be developed by the Economic Development team.

The Area Development Lead advised members that this was a working document and that some projects may need to be re-prioritised once the full implications of the Yeovil Refresh implementation plan have been assessed. 

Following the discussion, it was proposed and seconded that the Area South Development Plan be approved.

On being put to the vote, this was carried unanimously.

RESOLVED:  that the Area South Development Plan be approved as per the agenda report and the updated ADP which had been circulated to members.

(voting: unanimous)

The Assistant Director (Communities) presented the report to members. She explained that other schemes to meet the housing needs of women and children had been explored, but that none of these schemes had come to fruition.

She explained that the Strategic Housing Team were trying to find another suitable site, either acquisition or new build and that she would discuss the progress of this with the Strategic Housing Manager.

On being put to the vote, members unanimously agreed to approve the annual accounts and to note the update in the annual report.

RESOLVED:  that members approved the annual accounts for the Dorcas House Trust and noted the update in the annual report.

(voting: unanimous)

Councillor Tony Lock requested that the relevant Ward Members are advised when a purchase is made on a suitable property and that they are also advised of the potential usage of the building.

The Assistant Director (Communities) advised that there would be a application for a grant which would be included on the September agenda of the Area South Committee.

She advised members that there a Section 106 monitoring report was scheduled for the October agenda and that should members require specific items around CIL to be included within the report, that they should raise this with her.

RESOLVED:  that members noted the Area South Forward Plan and agreed amendments to include the possibility of a meeting to be held on the 2^nd August and that a grant application would be included on the September agenda.

RESOLVED:  That the following item be considered in Closed Session by virtue of the Local Government Act 1972, Schedule 12A under Paragraph 3: Information relating to the financial or business affairs of any particular person (including the authority holding that information).

The Neighbourhood Development Officer summarised her report to members.

Councillor Nigel Gage advised that although he supported the report, he suggested that it would be useful if the Market Improvement Group could be kept informed of any progress.

On being put to the vote, the recommendations detailed in the report were agreed unanimously.

RESOLVED:   1.        that members approved the process, for the transfer of the management of the weekly Yeovil Street Markets, including Saturday themed and specialised markets, to a private external partner and,

2.         A panel be appointed to interview the applicants with delegated responsibility to appoint a preferred partner at the end of the process. The panel will be made up as follows - Cllr David Recardo, as Vice Chair of Market Improvement Group (currently acting Chair), Marie Ainsworth Neighbourhood Officer for Area South Development, Lisa Davis Community Office Support Manager, Natalie Fortt Area South Lead and a representative from the Economic Development Team.

(voting: unanimous)

Members noted the Schedule of Planning Applications.

(Councillor David Recardo declared a personal, non-prejudicial interest in the planning application as he was a Governor of Yeovil District Hospital)

The Area Lead Officer (South) presented the application as detailed in the agenda.

He explained that the planning application had been referred to Area South Committee for determination at the request of the Development Control Manager in accordance with the scheme of delegation. The application formed part of the Yeovil District Hospital masterplan which had high levels of public interest.

Using a powerpoint presentation, he provided images of the site and plans to show the proposed three storey surgery and associated plant room, which were proposed on land currently used as a car park. He explained that the current service road route would remain unaltered and would continue to operate a one-way system for access.

He further pointed out that although parking spaces would be lost, a new multi-storey car park was now in operation, which had sufficient capacity for car parking. Further disabled parking spaces would be provided within this application.

He pointed that four trees would need to be removed from the site, however clarified that the proposal included new trees to be planted on the site. He advised that improvements to Red Lion Lane, were also included within the application.

He explained that the design of the building would include the use of vertical green living materials to match those used on the multi-storey car park and metal cladding. He further advised that there would be a condition to control the final material finishes.

He pointed out to members that Somerset County Council has requested that should the application be approved, a condition be included to request an accompanying travel plan. Rather than providing a development specific travel plan, the hospital had offered to pay SCC a sum of money towards Travel Plan fees and to fund a travel plan coordinator towards encouraging more sustainable methods of travel and to develop a refresh of a travel plan to cover the site as a whole. The Area Lead Officer South explained that the proposed travel plan condition would be interpreted to reflect the whole site in conjunction with the methodology put forward by the hospital and an explanatory informative would be included.

Somerset County Council had also requested a Construction Management Plan. However as the construction management of the multi-storey car park was positive and any complaints were dealt with quickly, the Area Lead Officer did not feel that this was necessary and therefore had not included a Construction Management Plan condition.

He advised that this was an important facility which would enhance the hospital facilities and recommended that the planning application be approved.

Following a question from a member, the Area Lead Officer explained that improvements to Red Lion Lane would ensure that the path would feel lighter and safer for pedestrians as the above ground parapet sides would be replaced with railings. These improvements would also include new decoration along the pathway and surveillance. He  ...  view the full minutes text for item 31.