Agenda, decisions and minutes

To approve as a correct record the minutes of the previous meeting held on 13th July 2022.

The minutes from the meeting of 13th July were approved as a correct record, and were signed by the chairman.

Apologies for absence were received from Councillors Lucy Trimnell, Nick Colbert, Henry Hobhouse and Hayward Burt.

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 Regulation Committee

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

Councillors Tony Capozzoli, Sarah Dyke, Paul Rowsell and William Wallace.

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 Mike Lewis made a personal declaration for agenda item 9, his wife being a voluntary director for the Queen Camel Community Land Trust, and he would not speak or vote on that item.

Members are asked to note that the next scheduled meeting of the committee will be at the Council Offices, Brympton Way, Yeovil on Wednesday 9th November at 10am.

Members noted the date for the next scheduled meeting was the 9th November. This would only be held if there were any planning applications to be determined. The meeting in December was scheduled for Wednesday 7th December at 10am.

There were no questions from members of the public present.

The Chairman gave members several updates including:

·         an update on the Local Community Networks (LCN’s) and highlighted progress in the current pilot schemes. The next public event for the pilot in the South Somerset area was on the 20th October at the Charlton Musgrove village hall. The public consultation for LCN’s was live and the closing date for this was the 17th October.

·         an update was given on the warm rooms initiative (likely to be called Warm Welcome) that Somerset County Council (SCC) were leading on. The Chairman explained how the venues would be supported to ensure they would all meet requirements and that it would be easier to apply for the hardship fund grant. This also meant that SCC could keep a register of all available warm rooms across the county.

A question was raised on prioritising larger communities and it was explained by the Director of Place and Recovery that the facility would be available to every parish and all warm spaces would be able to apply for a grant up to £1000. If any members were aware of any warm rooms being created could they contact SCC Councillor Jo Roundell Green who was chairing the members working group so that they could be mapped.

·         The Chairman read out a statement on behalf of Councillor Henry Hobhouse in relation to the planning application for Fox’s Run that was given permission in April 2019, detailing the breach of planning conditions and questioned what action had been taken and what advice the legal team had given. The Lead Principal Planner for Area North was in attendance and confirmed that it was under an ongoing investigation with the Principal Lead Planner of Area East and with Legal.

·         an update that, due to current officer capacity, there would not be any site visits organised to previously approved planning sites but that may be something members of the planning committee could look at in the new authority.

Councillor Mike Lewis asked if there was any further information on where the planning function for members would sit in the new authority. He also reported that the A359 though Marston Magna was closing from the 24th October to the 4th November and could some communications be sent out to highlight this.

It was confirmed at the recent conference that a decision had not been made about the planning committees. The Chairman would report back with any further information when available.

The Director, Place and Recovery will be in attendance to give an update on the progress of the Wincanton regeneration scheme.

The Director of Place and Recovery gave members an update on the Wincanton regeneration project. She reminded members that back in September Full Council agreed to a change in scope. The focus was now on empty premises in the town. The public realm works was progressing to the end of stage 2 so that it would be ready for the new authority to continue if they decided to continue.

It was confirmed that a planning application had been received from a building of interest at a key site that was in the public realm works and that there was engagement from the owner between the acting director of place and recovery and the chair of the Wincanton Regeneration Board.

Support had been given to historic buildings deemed to be at risk and in need of repair and out of the 18 who expressed interest, 11 grant offers had been made. The expressions of interest offer had now closed as works would need to be completed by the end of March 2023. The events and activities grant offer had also closed at the end of August. There were 6 additional requests to be considered by the board.

The Chairman thanked officers for their work on the programme so far and felt that the regeneration board was functioning well and moving things forwards positively.

A question was raised about the sale of Churchfields, and it was confirmed that the sale of the building was completed a couple of months ago and a ward member of Wincanton informed members that planning had been approved to turn the building into residential properties.

RESOLVED:

That Area East members;

awarded a grant of £3,509 (50% of costs), the grant towards the conversion of toilets at The Old School, Queen Camel be allocated from the Area East capital programme and subject to SSDC standard conditions for community grants (appendix A)

Reason:

Councillors are asked to consider the awarding of a grant of £3,509 towards the conversion of toilets at The Old School, Queen Camel.

(Voting: Unanimous)

The Locality Officer presented the report that requested grant funding of £3509 to the Old School, Queen Camel and explained that all the details were in the report.

In response to a question regarding statutory bodies and ownership, the Locality Officer explained that the application met all the requirements during the application process and that any discrepancies during this process would mean the grant wouldn’t be able to progress.

The Chairman asked if a checklist that is used could be circulated to members for further reference for each application.

The applicant then addressed members and confirmed that they owned the freehold of the property. She also confirmed a question regarding the toilet extension and that the toilets would be connected to the main drainage system in the village. She also informed members that they would be proposing to open a warm room at the facility, and they were meeting with the relevant bodies to meet the requirements.

At the end of discussion it was proposed and seconded to award the grant of £3509. Through a show of hands this was approved with 8 votes in favour and 1 abstention.

RESOLVED:

That Area East members;

awarded a grant of £3,509 (50% of costs), the grant towards the conversion of toilets at The Old School, Queen Camel be allocated from the Area East capital programme and subject to SSDC standard conditions for community grants (appendix A)

Reason:

Councillors are asked to consider the awarding of a grant of £3,509 towards the conversion of toilets at The Old School, Queen Camel.

(Voting: 8 in favour and 1 abstention)

RESOLVED:

That Area East members;

awarded a grant £7,638 (40% of costs) the grant to be allocated from the Area East capital programme and subject to SSDC standard conditions for community grants (appendix A)

Reason:

Councillors are asked to consider the awarding of a grant of £7,638 towards Chilthorne Domer, new play equipment & wildlife area.

(Voting: Unanimous)

The Locality Officer presented the report that requested grant funding of £7638 to the Chilthorne Domer Recreational Trust. She explained that this had been an ongoing scheme to improve the community facilities and that this would be the final stage to the works.

Ward member Councillor Tony Capozzoli explained that all the ward members were fully in support of the application and recommended approval.

In response to a query about land ownership it was confirmed by a ward member that SSDC owns the land.

One member highlighted that it was important that SSDC supported the installation of new play equipment for young children.

In response to a query about time limits of spending the funds, the Locality Officer informed members that a 6 month window was given to applicants and that SSDC needed to be informed if there were likely to be any delays that may require an extension. There was a mechanism in place to allow the funds to still be spent if they went into the new authority. Currently all the grants applications were on track to be completed before vesting day.

One member asked if there were usage figures for the play area, and the Locality Officer explained that the play area was next to the primary school in the village and so used daily before and after school by children. It was a popular play area, and the play equipment that was being funded was to cater for younger children.

At the end of discussion it was proposed and seconded to award the grant of £7638. Through a show of hands, it was approved unanimously.

RESOLVED:

That Area East members;

awarded a grant £7,638 (40% of costs) the grant to be allocated from the Area East capital programme and subject to SSDC standard conditions for community grants (appendix A)

Reason:

Councillors are asked to consider the awarding of a grant of £7,638 towards Chilthorne Domer, new play equipment & wildlife area.

(Voting: Unanimous)

RESOLVED:

                        That Area East members;

awarded a grant £11,500 (38% of costs) the grant to be allocated from the Area East capital programme and subject to SSDC standard conditions for community grants (appendix A), that planning permission has been granted and that there is a contract between the applicant and the landlord for at least 5 years.

Reason:

Councillors are asked to consider the awarding of a grant of £11,500 towards the Wincanton Men’s Shed Extension.

(Voting: Unanimous)

The Locality Officer presented the report that requested grant funding of £11,500 towards the Men’s Shed extension and explained that all the details were in the report. She informed members that if the grant was awarded, along with the other grants approved, there would be £6657 left in the Area East Capital Programme. She had two other grant applications to bring in December that would use the majority of these remaining funds.

The representative for the Wincanton Men’s Shed addressed members and explained that there had been an increase in demand for facilities and that there was now a greater need for flexibility, something which the current facility couldn’t offer. The shed use was not just for men, but for woman and children of all ages and needs.

In response to a query from a member the representative confirmed that the proposed changes were to ensure that the shed would be more inclusive with spaces available for all users.

Discussions were supportive of the Men’s Shed extension, one member asked about the ownership of the land and whether planning and building control had been consulted. It was confirmed by the planning specialist in attendance that the Men’s Shed had already engaged in the pre-application process and he anticipated no issues with the proposed plan as it stood.

The representative informed members that the agricultural shed was a steel frame building that would then be upgraded as needed to meet the requirements. He explained that they paid the Balsam Centre a ‘peppercorn rent’, not unlike other organisations at the Balsam Centre.

It was suggested by the Chairman that the grant could be awarded in principle, subject to the planning approval and that there was proof of contract between the Balsam Centre and the Men’s Shed.

At the end of discussion it was proposed and seconded to award the grant, subject to the Chairman’s suggestions. On being put to the vote it was approved unanimously.

RESOLVED:

                        That Area East members;

awarded a grant £11,500 (38% of costs) the grant to be allocated from the Area East capital programme and subject to SSDC standard conditions for community grants (appendix A), that planning permission has been granted and that there is a contract between the applicant and the landlord for at least 5 years.

Reason:

Councillors are asked to consider the awarding of a grant of £11,500 towards the Wincanton Men’s Shed Extension.

(Voting: Unanimous)

Members were content to note the forward plan, with the additional comments made;

·         An update regarding Section106 and CIL be added

·         An update on the warm rooms circulated to members signposting to information

·         A report be added to feb/march to update on the successes of the warms room initiative.

Members noted the planning appeals that had been received and dismissed.

Members noted the schedule of planning applications to be determined.

Proposal: Construction of a bridge across the A359 and associated estate track and landscape works.

The Planning Specialist presented the application as detailed in the agenda report and with the aid of a PowerPoint presentation proceeded to show the site and proposed plans. Part of the presentation included plans of the proposed bridge and photos of the proposed location with how the bridge would look in situ. He highlighted to members the key considerations that included:

·         Visual impact – the site was not in a protected area or an AONB. Tracks would only be visible from short term views. There was a high degree of landscaping and the applicant had a reputation for delivering high quality schemes. The visual impact was deemed acceptable.

·         Drainage – the Lead Local Flood Authority (LLFA) were happy with the surface water strategy.

·         Highways – there were no objections as the proposal would not result in a greater number of vehicular movement. Overall it would enhance highway safety.

·         Bio Diversity – No objections

·         Residential Amenity – the proposal was about 150m from the nearest residential property and there was deemed to be no adverse impact. Pre-application consultations had been undertaken with the wider community.

In summary the principle of development was deemed acceptable, and it was recommended that planning permission be granted.

The Agent then addressed members in support of the application and some of his comments included;

·         The Newt was a popular visitor attraction for the Emily estate and the farming and land management were key to operations.

·         There were daily vehicle and livestock movements across the road and the proposed bridge would take all this traffic off the highway. It would also give a safe passage for the public and connect the bridle way to the public footpath.

·         There would be new tree planting to support the visual amenity of the proposal.

·         The pre-application had been fully supported.

·         There had been good local community engagement and the dedicated footpath across the bridge was a result of these consultations.

Ward member Councillor Robin Bastable explained that he had asked the application to come to the committee as it was a visible application in the area and also because the proposal was on the edge of his ward, and also included Cary ward. He commented that the slides shown in the presentation showing the bridge had been helpful and was supportive of the application.

Councillor Kevin messenger informed members that plans had been brought to his parish council and there had been good communication with nearby villages. He was supportive of the application.

There was further supportive discussion between members and some questions were raised. The planning specialist responded with the support of the applicants in agreement with the Chair and members and some of the comments included:

·         The planning consultation included everyone who shared a boundary with the proposal.

·         The wider pre-application consultation was with Castle Cary town council and Galhampton parish council.

·         The access and tracks would be made from compacted materials and  ...  view the full minutes text for item 15.