Agenda, decisions and minutes

To approve as a correct record the minutes of the previous meeting held on 12^th August 2020.

The minutes of the meeting held on 12^th August 2020 were approved as a correct record and would be signed by the Chairman.

Apologies for absence were received from Councillors Tricia O’Brien, Oliver Patrick and Garry Shortland.

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 Jason Baker, Sue Osborne and Linda Vijeh.

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 Linda Vijeh declared an interest in Agenda Item 7 – Community Grant to Broadway and Horton Cricket Club, as the ward member for Broadway and Horton.

Councillor Brian Hamilton declared an interest in Agenda Item 8 – Community Grant to Ilminster Tennis and Bowling Club, as a member of Ilminster Town Council.

Councillors Val Keitch and Linda Vijeh declared interests in Agenda Item 8 - Community Grant to Ilminster Tennis and Bowling Club, as members of the Club.

Councillors are requested to note that the next Area West Committee meeting is scheduled to be held on Wednesday 21^st October 2020. This will be a virtual meeting using Zoom on-line meeting software.

Members noted that the next meeting of the Area West Committee was scheduled to be held on Wednesday 21^st October 2020 at 5.30pm using Zoom virtual meeting software.

This is a chance to ask questions, make comments and raise matters of concern.

Parish/Town Councils 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.

Anyone wishing to raise matters in relation to items on the agenda may do so at the time the item is considered.

There were no questions from the public.

There were no announcements from the Chairman.

Reason: To consider awarding a grant towards the purchase of twin cricket nets at Broadway and Horton Cricket Club.

(Voting: unanimous in favour)

(There was a change to the order of the agenda and this item was taken after Agenda Item 8)

The Locality Officer introduced the report and advised that Broadway & Horton Cricket Club were requesting funding towards the purchase of two practice cricket nets.  Members noted that a representative from the Cricket Club was present at the meeting to answer members’ questions. 

The Locality Manager updated that should the recommendation be approved, there would be £115,262 left remaining in the Area West capital programme.

During the discussion, many members expressed their support for the application. Members felt that the project provided a valuable resource, assisted in the promotion of health and well-being of people in the local area and were pleased to note that the club had a number of longstanding members as well as many youth members.  Members commented that the amount of funding being requested was fairly modest in relation to the other secured funding and applauded the club for the amount of funding achieved towards the project.

In response to member questions, the representative from Broadway and Horton Cricket Club confirmed that a large amount of the project involved laying an underground multiple layer deep surface under the nets.  He also clarified that the nets could only be used in the summer months.

At the conclusion of the debate, members unanimously supported the recommendation outlined in the report.

Reason: To consider awarding a grant towards the purchase of twin cricket nets at Broadway and Horton Cricket Club.

(Voting: unanimous in favour)

Reason: To consider a grant to Ilminster Tennis and Bowling Club towards resurfacing three Tennis Courts.

(Voting: unanimous)

(There was a change to the order of the agenda and this item was taken prior to Agenda Item 7).

The Locality Officer presented the report.  He advised that Ilminster Tennis and Bowling Club were requesting funding towards resurfacing three tennis courts.  Members noted that a representative from the Club was present at the meeting to answer members’ questions. 

During consideration of the item, members made a number of comments which included the following:

·         The amount of work undertaken by the club with young people was excellent;

·         The club was a fantastic community asset in Ilminster;

·         The club was looking to develop access for disability groups;

·         One member expressed some reservation as the club was a private facility requesting public funds.  The club last resurfaced the tennis courts in 2007 and had the past 13 years to prepare for the resurfacing;

·         The club was a really important local facility although not entirely public they offered a public service;

·         Youth development was extremely important;

·         The club offered events to the local community such as a monthly quiz and the club was available to hire for functions and fixtures;

·         Provision of good quality playing surfaces should be encouraged to be able to promote sport and to get people fit and active.

In response to questions raised, the representative from the Club confirmed that the club had a sink fund and had prepared for the resurfacing of the courts as best they could.  He mentioned that the club was a non-profit making business with operating costs as any other business.  He said that it was a private members club but allowed visitors and guests and ran various open days.  He advised that the club wanted to develop its youth section and that the facility was essential in developing the future of the club.  Without the support of the Town Council and the District Council, the club would struggle to keep the facility as best as it could possibly be which would be a shame for the whole community.  The club representative confirmed that junior members were offered free membership for the first year and the club was looking to develop opportunities for disability tennis.  He also clarified that the club was fully inclusive and that any member of the public could join.

The Locality Officer said that 13 years with the same surface was a good achievement with how much it had been used and it had always been properly maintained.

The Case Officer – Strategy and Commissioning advised Councillors Val Keitch and Linda Vijeh as members of the Club that in view of public perception and because of the recommendation being a financial decision that they should leave the room for the vote.  At this point in the proceedings Councillors Val Keitch and Linda Vijeh left the meeting and returned after the vote was taken.

It was then proposed and seconded to approve the application as outlined in the report.  A vote was taken which was unanimously carried.

Reason: To consider allocating funding towards supporting the development of a food and drink directory, a new children’s trail leaflet and the Blackdown Hills AONB Somerset Connections project.

(Voting: unanimous)

The Locality Manager presented the report and advised that some projects had been delayed due to Covid-19 and others approached differently.  The annual play days could not be delivered due to the current restrictions in place so free activity boxes and booklets were given out across the district.   

He referred to the funding request towards the Chard Reservoir Trail which would enable un-guided walks to take place and promote the environment and facilities at Chard Reservoir.  He also asked members to note the development of a food and drink directory.

The Locality Manager advised that he was aware of a project in Chard in relation to the implementation of a CCTV scheme that would require resources from across the Council and was likely to come forward as part of the MTIG scheme.

During the discussion, the Locality Manager responded to members’ questions and comments on points of detail in relation to the distribution of play activity boxes and the food and drink directory.  He confirmed that the other Area Committees were being asked to support a contribution towards the food and drink directory.

A member commented on the good work delivered by the Blackdown Hills AONB and expressed their support for the project.

A members expressed his thanks to the officers involved in delivering the projects especially in the current challenging times.

At the conclusion of the debate, members were content to note the report and endorse the allocation of spend as outlined in the recommendation.

Reason: To consider allocating funding towards supporting the development of a food and drink directory, a new children’s trail leaflet and the Blackdown Hills AONB Somerset Connections project.

(Voting: unanimous)

The Property and Development Project Manager introduced the report which gave an update on the progress of the Chard Regeneration Scheme.  He advised that due to the impact of Covid-19 and the closure of the site work was around two to three weeks behind schedule which was a minimal delay.  He highlighted that there was a national shortage of plaster which could potentially cause further delays.  The Property and Development Project Manager said that the staircase and first floor of the building was now in place with large timber beams over the pool hall and the excavation of the pool complete. 

With regard to the Chard High Street Heritage Action Zone (HAZ) Project, the Property and Development Project Manager informed members that the Project Manager would be joining SSDC in October.  She would be looking to talk to some of the building outlets on the High Street about the grant project for refurbishing shop fronts.

He concluded that the cultural programme strand of the HAZ project had been put on hold due to Covid-19.

During the discussion members made the following comments:

·         It was good to see progress on the scheme happening at a rapid pace;

·         Expressed gratitude to the construction workers for the work being undertaken;

·         The local community could see the project taking shape and several people in the town had expressed their appreciation;

·         Architecturally there were some stunning buildings along the High Street in Chard that should be shown off to their best ability. 

·         Possible opportunity within the HAZ project to make the Grade 1 Manor Court House Building a priority.

The Chairman thanked the Property and Development Project Manager for his update report.

A member queried when the Historic Buildings at Risk report would be submitted to Area West Committee.  In response, the Director – Strategy and Commissioing advised that the officer was aware of the request and was currently working on a report.

A request was made for an update report on the Market Towns Investment Group.

A report on the Chard Eastern Development Area Master Plan was requested to be added to the Forward Plan.

Members were informed that the Somerset and Avon Policy Constabulary attended Area West Committee on an annual basis in January. 

Members noted the report which gave details of an appeal that had been allowed.