Agenda and minutes

The minutes of the Area South Committee held on 1^st June 2016 copies of which had been circulated, were agreed as a correct record and signed by the Chairman. 

Apologies for Absence were received from Councillors Cathy Bakewell, Nigel Gage, Mike Lock and Graham Oakes.

In accordance with the Council's current Code of Conduct (adopted July 2012), 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.  A DPI is defined in The Relevant Authorities (Disclosable Pecuniary Interests) Regulations 2012 (SI 2012 No. 1464) and Appendix 3 of the Council’s Code of Conduct.  A personal interest is defined in paragraph 2.8 of the Code and a prejudicial interest is defined in paragraph 2.9. 

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.  As a result of the change made to the Code of Conduct by this Council at its meeting on 15^th May 2014, 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.  If you have a prejudicial interest you must comply with paragraphs  2.9(b) and 2.9(c) of the Code.

In the interests of complete transparency, Members of the County Council, who are not also members of this committee, are encouraged to declare any interests they may have in any matters being discussed even though they may not be under any obligation to do so under any relevant code of conduct.

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, in accordance with the Council's Code of Practice on Planning, 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 Rob Stickland declared that he had spoken with the applicant in relation to Agenda Item 15, Planning Application 16/00389/FUL but that he would consider the application with an open mind.

This is a chance for members of the public and representatives of Parish/Town Councils to participate in the meeting by asking questions, making comments and raising matters of concern.  Parish/Town Council representatives may also wish to use this opportunity to ask for the District Council’s support on any matter of particular concern to their Parish/Town. The public and representatives of Parish/Town Councils will be invited to speak on individual planning applications at the time the applications are considered.

There were no questions from members of the public.

The Chairman informed members of the following:

·         Update to the report at last month’s Area South committee regarding bus shelters and advertising boards – Fernbank have now taken over the contract and have already begun making the necessary repairs.

·         A second Bike Festival will be taking place on Wednesday 17^th August at Birchfield Park.  There will be pump track events, circus skills, hope to cycle and refreshments.  All part of promoting cycling.  Rob Parr will be providing details on the proposed Bike Park under agenda item 10.

·         Strategic Generation Board on 8^th June – Urban Development Framework (UDF) to progress with discussions on financing. Possibility of a workspace hub at the Innovation Centre.

·         Thanked Councillor John Clark for all his hard work with the Yeovil Vision Board.

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

There were no Reports from representatives on outside organisations.

The Assistant Director (Health & Well-Being) presented the report as set out in the agenda and with the aid of slides showed illustrations of designs of what will be delivered within the entertainment complex.  He also informed members that:

·         Design and tender process now completed.

·         Forecast to deliver the entire scope of the modernisation programme that was set out in the original District Executive within the agreed budget.

·         Site now handed over to SSDC and clearance of the site has already begun.

·         Down to three possible names for the venue. Once new name has been selected work on the branding and new website will commence with bookings being taken from Sept/Oct with planned opening in January 2017.

The Assistant Director (Health & Well Being) also told members of two further aspirations that had emerged through the design stage which the Project Board would like to realise.  This includes the addition of a new entrance foyer and a covered artist’s walkway.  These enhancements cannot be afforded within the current budget and therefore the Project Board will be bringing this forward to the District Executive for a further capital grant.

In response to questions the Assistant Director informed members that:

·         The proposed automated seating would seat approx 900 people and although this was slightly less than first envisaged it would not be detrimental to the artists they were looking to attract as initial predictions regarding costings were estimated at a lesser figure.

·         Work would be done regarding the marketing strategy for the venue.

·         The £1 ticket levy on the Octagon tickets is a long term venture confirming that every £1 taken gets transferred into a reserve. 

During a short discussion members congratulated the Assistant Director (Health & Well Being) and his team on all the hard work being done to deliver the complex and agreed that costs should be met for the additional enhancements of the new entrance foyer and artist’s walkway. Members were pleased to note the progress report.

NOTED

The Streetscene Manager presented the report as detailed in the agenda. In response to questions he informed members that:

• The number of collections for fly tipping had fallen in the last year in Area South due to the collection of single black bags. 
• Enforcement rules apply regarding fly tipping with approved standard signage used to display on land.  Cannot collect from private land but can enforce.
• Agreed to inform Councillor Andy Kendall of the worst areas within Area South concerning fly tipping.
• Reporting avenues for the public are available through the website, by telephone or written enquiries.  The future of digitalisation is unknown and therefore further reporting applications are yet to be identified.

Members thanked the Streetscene Manager and his service for the excellent work that they had carried out and noted the report. 

NOTED

The Community Office Support Manager presented the report as detailed in the agenda and in response to members informed them that:

·         Universal credit to be fully rolled out through Somerset early next year so unsure what the implications and impact this will have on the service.

·         No decisions have been made at this present time regarding Community Asset Share Access (CASA).  With the request of the Chairman she agreed to provide members with an update on the Authority’s current positon

There being no further discussion the members thanked the Community Office Support Manager for her comprehensive report.

NOTED

The Senior Play & Youth Facilities Officer presented the report and with the aid of slides showed members the location of the proposed bike park and the success of both the Bike Fest held in August 2105 and the Pump Track installed in September 2015.  He explained the next steps of the project which included sketch designs and feasibility work and explore funding opportunities.  He also confirmed this year’s Bike Fest would take place from 13^th – 19^th August 2016.

During a short discussion members appreciated the constraints of the site and that the necessary risk assessments and Health & Safety signage would be organised should the project proceed.  Members thanked the Senior Play & Youth Facilities Officer for his report and voiced their full support of the project.

The Area Development South Team Leader presented the report as detailed in in the agenda.  She informed members that although the current position had not changed since last year the Housing Team continue to look for possible suitable sites.  She referred members to the accrual of the annual interest on the accounts and asked that members approve the Annual Accounts for the Dorcas House Trust as set out in the agenda.

There being no member discussion it was therefore proposed and seconded to approve the Annual Accounts for the Dorcas House Trust as set out in the agenda report.  On being put to the vote this was carried unanimously.

RESOLVED:

(1)  To approve the Annual Accounts for the Dorcas House Trust

(2)  To note the update in the annual report

(voting: unanimous)

Councillor John Clark requested a report on the Community development with a focus on addressing health, social and economic inequalities and the provision and development of community facilities as one of the key areas of work set out in the Area South Service Plan.  This was noted and a half year report would be brought to the October meeting and then six monthly.

Members were also reminded that the Wyndham Park update report would be brought to the October meeting.

(Voting: Without dissent)

Members noted the Planning Appeals.

Members noted the Schedule of Planning Applications.

The Planning Officer presented the application as detailed in the agenda and with the aid of a power point presentation showed the site and proposed plans including proposed bin stores located on site.  He explained that the place of worship had already been approved and that this application was simply for the conversion of the flats and external alterations to the façade of the approved Mosque. 

He also presented proposed varied conditions to 01, 02, 05 and 08 to read:

01)‘Notwithstanding the time limits given to implement planning permission as prescribed by Sections 91 and 92 of the Town and Country Planning Act 1990 (as amended), this permission (being granted under section 73A of the Act in respect of development already carried out) shall have effect from June 2016.

Reason: To comply with Section 73A of the Act.’

02) To include amended drawing to BO1A received 6 July 2016.

05)’To also include; The railing shall thereafter be implemented within 1 month of the women’s pedestrian access being formed and shall thereafter be retained in accordance with the agreed details.’

08) ‘To also include; and thereafter retained.’

He also proposed additional conditions 09 and 10 as follows:

09) ‘Within one month of the date of the decision details of the storage of refuse for both the place of worship and flats shall be submitted to and agreed in writing by the Local Planning Authority.  The storage shall be implemented in accordance with the approved details and thereafter retained.

Reason: In the interests of environmental health in accordance with Policy EQ2 of the adopted South Somerset Local Plan 2006 – 2028.’

10) Within 1 month of the date of the decision a Construction Environmental Management Plan (CEMP) for the development shall be submitted to and agreed in writing by the Local Planning Authority.

Reason: In the interests of parking and highway safety in accordance with Policies TA5 and TA6 of the adopted South Somerset Local Plan (2006 – 2028).

The Planning Officer referred to the key considerations including:

·         Principle – Use of building

·         Residential Amenity – the flats

·         Visual Amenity – external alterations

·         Parking levels on site and the justification for any reduction.

He concluded that his recommendation was for approval for reasons as set out in the agenda report.

A local resident addressed the committee and spoke in objection to the application.  He raised concern regarding the materials to be used, the location and collection of the storage waste recycling bins and the availability of parking places whilst the centre is in full use particularly on a Friday.  He also raised concern regarding land contamination, the charitable status of the centre and the future occupants of the proposed flats. 

The Planning Officer explained to member’s that as there was no actual excavation involved on site the Environmental Protection Officer is content with the application and made no comment.  He understood that waste collection usually took place on a Wednesday and believed this would not compromise residential parking or access of  ...  view the full minutes text for item 41.

The Area South Lead presented the application as detailed in the agenda and with the aid of a power point presentation showed the site and proposed plans. He explained that during the course of the application the proposal had been amended to reduce the number of spaces to 120 located on the lower tier only accessed via Market Street. He believed this would limit the traffic movement of the site and would not prejudice the Council when considering any future development plans.

He confirmed the principal was for a long stay car park with pricing to be the same as Market Street Car Park and opening time of 7.00am until gates closing at 10.00pm.

The Area South Lead believed this proposal to be a suitable balance, incentive for the land owner and an acceptable way forward and therefore his recommendation was to approve the application for reasons as set out in the agenda report.

In response to members’ comments, the Area South Lead noted members concerns regarding vehicles parked at the entrance to the site along Reckleford and the safety of pedestrians on site.  He confirmed the upper deck would be fenced off from the public and would relay concerns to the land owner regarding car parking at the Reckleford Access.

During a short discussion, members raised concern regarding the current state of the land and questioned whether a ‘215 Notice’ could be served to the land owner to encourage the clean-up of the site.

In response the Area Lead advised members that at this present time he would liaise with the land owner about the tidying up of the site and that a ‘215 Notice’ could be served at a later date should negotiations be unsuccessful.

Ward members Councillor Andrew Kendall, Kaysar Hussain and Peter Gubbins believed this to be positive steps towards the development of the site and were in support of the application.

Following a short discussion, members believed the application to be a positive and viable proposal at this time to what is a very challenging site and it was therefore proposed and seconded to approve the application as per the officer’s recommendation as set out in the agenda report.  On being put to the vote this was carried unanimously.

RESOLVED:

That application 16/00287/FUL be approved subject to:

Grant permission for the following reason:

01.       The proposal by reason of its temporary nature, the potential visual enhancement of the site and             safeguarding of adjacent Heritage Assets and the acceptable impact on the local highway network is in accordance with the aims and objectives of the National Planning Policy Framework; the SCC Parking Strategy and policies SD1, SS1, EQ2, EQ3, TA5, TA6 and EP2 of the South Somerset Local Plan (2006-2028).

SUBJECT TO THE FOLLOWING:

01.       The development hereby permitted shall be begun before the expiration of three years from the date of this permission.

                        Reason:  To accord with the provisions of section 91(1) of the Town and Country Planning Act 1990.  ...  view the full minutes text for item 42.