Agenda and minutes

The minutes of the meeting held on 21^st October 2015, copies of which had been circulated, were taken as read, and having been approved were signed by the Chairman as a correct record of the proceedings subject to the inclusion of the following:

Councillor Jenny Kenton declared a personal interest in Planning Application Nos. 15/02097/FUL and 15/03187/FUL, as a member of Chard Town Council.

Apologies for absence were received from Councillor Jason Baker and Andrew Gillespie, Area Development Manager (West).

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 Regulation Committee

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

Councillors. Mike Best, Sue Osborne and Angie Singleton

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 Garry Shortland declared a Disclosable Pecuniary Interest in Planning Application No. 15/04232/FUL, as the applicant and owner of the property.  

Councillors Dave Bulmer and Amanda Broom declared personal interests in Planning Application Nos. 15/04232/FUL and 15/03349/DPO, as members of Chard Town Council.

Councillor Dave Bulmer also declared a personal and prejudicial interest in Planning Application No. 15/04232/FUL, as a friend of the applicant who was also the Deputy Mayor of Chard Town Council.

Councillor Martin Wale declared a personal interest in Planning Application No. 15/04232/FUL, as a friend of the applicant.

Councillor Sue Osborne declared a personal interest in Planning Application No. 15/03263/S73A, as the Ward Member.  

Councillor Jenny Kenton declared a personal and prejudicial interest in Planning Application No. 15/04232/FUL, as a friend of the applicant.

Councillor Jenny Kenton also declared a personal and prejudicial interest in Planning Application No. 15/03349/DPO, as her son lived one house away from the application site.

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.

No questions or comments were raised by members of the public.

The Chairman made the following announcements:

Free Parking Over the Festive Period

South Somerset District Council’s Area West team will be organising free parking on Saturday 12 and 19 December to encourage more shoppers to visit the towns of Chard, Crewkerne and Ilminster in the run up to Christmas and as a boost to traders.

A press release advertising this will be in issued in early December, but in the meantime, please publicise this in your towns in advance.

Venue for December Area West Committee

Due to Area North Committee and Area West Committee being held on the same day in December and both requiring the portable sound system, it has been agreed to hold the Area West Committee in the Council Chamber on 16^th December unless the Crewkerne Key Site application comes forward and then the meeting would be held in Crewkerne.

Reference was made to the agenda report, which informed members of the proposed Area West Committee Forward Plan.

Members were content to note the Forward Plan as attached to the agenda.

(Resolution passed without dissent)

The Assistant Highway Service Manager presented the report which provided members with an update of the highway works carried out in the last financial year in Area West and the proposed works programme for 2015/16.

The Assistant Highway Service Manager noted members’ comments and concerns about local issues within the area which included:

·         A member congratulated the Highway Service over the way they had managed the resurfacing works to the Lopen Head roundabout and was pleased with the end result;

·         A member commented that she was pleased to note that the resurfacing works at Ile Court, Ilminster had commenced;

·         A member expressed his thanks to the Highway Service for the completed drainage works at Old Town and Church Street, Chard;

·         A member reported overgrown vegetation along the footpath off Tapstone Lane and Broadleaze Lane going down to Cook Avenue, Chard and highlighted that there didn’t appear to be a management plan for these areas;

·         A member queried when the passing bays reconstruction works at Lopen Road, Hinton St George would be undertaken as the works had been outstanding for many years;

·         Members were informed that there were no planned budget cuts to the Highway Service following the announcement made Somerset County Council;

·         A member referred to the need for a refresh of the road markings in Crewkerne and was disappointed that no works had been undertaken.  The Assistant Highway Service Manager said that he would arrange for another inspection to be undertaken.

The Chairman thanked the Assistant Highway Service Manager for attending the meeting.

RESOLVED: That the report be noted.

The Chairman welcomed Angela Kerr, Chief Executive Officer, Citizens Advice South Somerset to the meeting.  With the aid of a powerpoint presentation she informed members of the work and future development of Citizens Advice South Somerset.  Points mentioned during her presentation included the following:

·         The aim of the service was to provide the advice people need for the problems they face and improve the policies and practices that affect people’s lives;

·         Between April and September 2015 Citizens Advice South Somerset helped 2125 clients from South Somerset;

·         23.62% of total clients were from Area West;

·         502 clients in Area West were helped between April and September 2015;

·         The main client issues were around benefits and tax credits, debt, housing and employment;

·         The service could be accessed through the telephone, email and by drop in;

·         The service worked closely with the other Citizens Advice organisations in Somerset and by working together benefited from: Adviceline, Somerset Advice Network, Somerset Advice Strategy and an Online Referral System;

·         The service was currently recruiting for volunteers.  It took between 4 to 6 months to train an adviser.  The level of knowledge required for the role was reasonably high;

·         Ambitions for the future – the service had just moved into the Balsam Centre, Wincanton.  Discussions were currently taking place about bringing advice to Chard two days a week based at the Boden Centre;

·         The service was looking at how they could use Skype more effectively;

·         The service recognised the need to get closer to its clients to reduce the need to come into Yeovil for the service;

·         The service worked closely with Yarlington with a view to taking more provision out into the community.

During the ensuing discussion, the Chief Executive Officer, Citizens Advice South Somerset noted the comments of members and responded to questions on points of detail.  Points raised included the following:

·         Advice on employment issues were mainly around dismissal, contract queries and not being paid.  A number of case studies were available;

·         One of the challenges for the service was to convert its data into ward data;

·         All clients were offered a confidential service;

·         A member thanked the Officer for her very comprehensive report;

·         The service worked with Knightstone and Hastoe and were currently in discussion with them about providing money advice;

·         The service received funding from Wessex Water to ensure that advice is given on the effectiveness and management of paying bills;

·         It was agreed to circulate a copy of the presentation slides to members of the Committee;

·         A member commented that it would be useful to have year on year trend information in future reports;

·         It was important to work collaboratively with other organisations such as job centres, housing groups and mental health organisations but it was also important not to lose the local connection;

·         The service worked effectively with SSDC’s Benefits Team and met informally to discuss various issues.  The service only had one Welfare Benefit Adviser so was not in competition with SSDC.

The Chairman thanked Angela Kerr, Chief  ...  view the full minutes text for item 72.

The Community Office Support Manager summarised the agenda report.  She explained that there had been a reduction in footfall figures across the district compared with the previous year but less of a reduction in core service enquiries.  She advised that a customer satisfaction survey had been carried out and that the team had received a 98% satisfaction score, which was a great achievement.  She highlighted that all staff were fully trained and worked closely with the back office services.

During the ensuing discussion, the Community Office Support Manager, responded to comments and questions raised by members.  She informed members of the following:

·         One of the reasons for a decline in footfall was due to encouraging people to access services via the website although people still needed to visit the offices with benefit evidence;

·         Crewkerne Community Office received a high number of non SSDC related enquires compared with Chard and Ilminster because the office was located with the Local Information Centre and Town Council and therefore dealt with other enquiries.  It was noted that Crewkerne Town Council contributed to the running of the office.

The Chairman thanked the Community Office Support Manager for attending the meeting.

RESOLVED:  That the report be noted.

Crewkerne & District Museum

Members noted the report by Cllr. Marcus Barrett updating members on Crewkerne & District Museum.

Chard & District Museum

Members noted the report by Cllr. Amanda Broom updating members on Chard & District Museum.

NOTED.

The Committee noted the details contained in the agenda report, which informed members of appeals dismissed and allowed.

NOTED.

The Chairman announced that she wished to change the order of the Planning Schedule and that she would be taking Agenda Number 15 prior to Agenda Number 14.

As the Vice Chairman would be leaving the room for Agenda Numbers 14 and 15, Councillor Angie Singleton was appointed as Vice Chairman for these items.

Application Proposal: Application to vary condition 02 (approved plans) of 14/05486/FUL for the addition of 4 No. radius oak braces to side elevation.

The Planning Officer introduced the report and with the aid of slides and photographs summarised the details of the application as set out in the agenda.  Members were also shown the presentation slides presented to them in 2014 as requested at the last meeting and noted that the slides did not show the overhang. The key considerations associated with the application were inconsistency between approved plans – legal opinion and impact of the proposed braces on character and appearance/setting of Conservation Area.  The Planning Officer’s recommendation was for approval subject to conditions.

The Senior Legal Executive clarified the legal position on the application.  She explained that she had looked back over the whole application and that permission must be interpreted on face value in terms of the documents contained in the permission.  It was unfortunate that the plan did not form part of the presentation to members but it had been part of the approved documents. The document formed part of the plans listed and could have been viewed on the planning file therefore the permission was lawful.

In response to questions from Members, the Planning Officer confirmed that:

·         The structure of the carport was not a planning issue;

·         He would be surprised if the carport needed any additional structure support;

·         There was an error in the report.  As members no longer needed to consider lawfulness of the conflicting plans they were asked to dismiss the paragraph relating to this in the report.

The Committee was addressed by Nigel Mermagen, Andrew Simkins, Brian Tucker and John Chance in objection to the application.  Views expressed during the representations included the following:

·         Concerns over the loss of a valuable parking space;

·         The proposal was contrary to best practice as outlined in the extensions and alterations design guide;

·         The carport was harmful to the streetscene;

·         Dimensions of the carport should be reduced;

·         Concerns over the overbearing size and appearance of the carport;

·         The carport was very restrictive and confining;

·         The carport was not subservient to the house. The front and side elevation should be brought back;

·         The wooden braces would make the structure even worse and were not necessary;

·         Objections had been received from all the neighbouring properties.

During the representations presentation slides submitted by Nigel Mermagen, Andrew Simkins and Brian Turner were shown to members of the Committee.

Ward Member, Cllr Sue Osborne raised her concern over the Committee not being presented with the full information at the February meeting and that the overhang was clearly unacceptable to the residents.  She commented that the structure was very dominant and that if the residents felt strongly enough there should be a mechanism for complaint.  She felt that the braces were not needed and that there was no supporting evidence to suggest why they were needed.  She was of the opinion that the braces would make the structure even more  ...  view the full minutes text for item 77.

Application proposal: Change of use of The Coach House at Easthill 35 Crewkerne Road, Chard from ancillary residential accommodation to independent dwelling

(Having earlier declared a Disclosable Pecuniary Interest, Cllr Garry Shortland left the meeting during consideration of the application.)

(Having earlier declared personal and prejudicial interests, Cllrs Dave Bulmer and Jenny Kenton left the room during consideration of the application.)

The Planning Officer introduced the report and with the aid of slides and photographs summarised the details of the application as set out in the agenda.  The key considerations were principle of residential development, character and appearance, residential amenity and highway safety/parking.  There were no updates to the report.  The Planning Officer’s recommendation was for approval subject to conditions.

In response to a member question, the Area Lead West explained that he didn’t have the exemptions listed for Affordable Housing contributions with him but could attach one to the permission if it was appropriate.

It was proposed and seconded to approve the application as outlined in the agenda report subject to a S106 agreement to secure a financial contribution towards affordable housing if appropriate.  On being put to the vote, the application was unanimously approved.

Application Proposal: Application to remove affordable housing obligation from S106 agreement dated 18^th March 2015 between South Somerset District Council and Rosemary Jane Pring and Rosaling Claire Rayland and Summerfield SD3 Limited.

(Having earlier declared a personal and prejudicial interest, Councillor Jenny Kenton left the room during consideration of the application.)

The Area Lead West introduced the report and with the aid of slides and photographs summarised the details of the application as set out in the agenda.  The key consideration was viability.  The Area Lead West advised that the application was accompanied by a visibility appraisal which had been assessed by the District Valuer. Members were recommended to agree to vary the Section 106 Agreement to reduce the provision of affordable housing on site from 8 units to 3 low cost homes.  The Area Lead West confirmed that the Corporate Strategic Housing Manager and District Valuer both supported the proposal.

In response to member questions, the Area Lead West confirmed that:

·         There were no viability issues at the time the S106 was signed;

·         There was no time limit imposed by the government in terms of when an applicant can apply to vary the affordable housing provision;

·         He could include an overage clause;

·         He had spoken to the Corporate Housing Manager since the publication of the report and that he was willing to accept the offer of 3 low cost homes.

At this point in the proceedings it was proposed and seconded to exclude the press and public from the meeting in order to discuss the confidential District Valuer’s report.  It was therefore RESOLVED that the report 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”)

Following discussion of the District Valuer’s report, the press and public were welcomed back to the meeting.

During discussion on the application, members sought assurance from the applicant that he was content to keep the low cost homes in perpetuity.

Ward Member, Cllr Amanda Broom commented that the application had been debated by Chard Town Council and that they fully supported the District Valuer’s viability report.  She was of the view that there should be more provision on the site but if the proposal was not supported, the end result could be less.

At the conclusion of the debate, it was proposed and seconded to approve the Planning Officer’s recommendation as outlined in the agenda report subject to:

·         The words ‘in perpetuity’ to be inserted after the words 3 low cost homes;

·         The inclusion of an overage clause

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

Members noted that the next meeting of the Area West Committee would be held on Wednesday 16^th December at 5.30pm in the Council Offices, Brympton Way, Yeovil unless the planning application for Crewkerne Key Site comes forward and then the meeting would be held in Crewkerne.