Agenda, decisions and minutes

The Minutes of the meeting held on 19^th October 2016, copies of which had been circulated, were taken as read, and having been approved were signed as a correct record of the proceedings.

Apologies for absence were received from Councillors Jason Baker, Amanda Broom, Paul Maxwell, Jenny Kenton, Garry Shortland and Ric Pallister.

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.

There were no declarations of interest.

Councillors are requested to note that the next Area West Committee meeting is scheduled to be held on Wednesday 7^th December at 5.30pm at the Henhayes Centre, Crewkerne.

Members noted that the next meeting of the Area West Committee would be held on Wednesday 7^th December 2016 at 5.30pm at the Henhayes Centre, Crewkerne.

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.

The Committee was addressed by Pauline Laughton.  She stated that in August 2015 Chard Town Council were to look into the replacement of litter bins with a more eco friendly disposal perhaps also with cigarette disposal facility.  She advised that Councillor Jason Baker and Ed Ringwood were going to look into the matter and asked if there was any update on the matter.

Councillor Dave Bulmer provided a response and agreed to take the issue back to Chard Town Council.

The Committee was also addressed by David Laughton.  He requested an update with regard to the parking charges review and asked whether it had been completed and when would any decisions be made?

The Chairman advised that she would email Mr Laughton with a response.

There were no announcements from the Chairman.

Reference was made to the report, which informed members of the proposed Area West Committee Forward Plan.  The Assistant Director (Communities) suggested bringing forward the presentation from the Citizens Advice Bureau to the January meeting.

Cllr. Martin Wale, the SSDC representative on the Avon and Somerset Police and Crime Panel would provide an update report at the January meeting.

Members asked when the update on the Chard Regeneration Scheme would be given.  The Assistant Director (Communities) would contact the relevant Officer and liaise with the Area West Chairman with a view to bringing it forward as soon as possible.    

In response to a member question, the Area Development Lead (West) provided an update on the latest position with regard to the Making It Local funding.  She advised that the programme had reopened for new applications.

The Assistant Highway Service Manager presented the report which informed members of the work carried out by the County Highway Authority at the halfway stage through the financial year and what schemes are remaining on the work programmed for the rest of the year.

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

·         A member asked whether the results of a survey undertaken about dropped kerbs could be incorporated into the work to be commenced at Forton Road,  and Bradfield Way, Chard;

·         A member asked about the status of progressing a 40mph speed limit from Two Ash Lane, Tatworth to the County border;

·         Members advised that the place name signs in Tatworth and Crewkerne had been removed and sought clarification on their reinstatement;

·         With regard to the resurfacing of Ditton Street, Ilminster, the ward member was advised that there would be consultation with the Town Council on the commencement date;

·         A member asked if the status of road marking schemes could be added to future reports;

·         A member expressed his appreciation for the resurfacing works undertaken along the High Street in Chard;

·         A member advised that she had received a request from a member of the public asking if signs could be put up for motorbikes further away from the start of new road surfaces.

The Assistant Highway Service Manager advised that local parishes had been invited to collect salt bags on Saturday 3^rd December.

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

With the aid of a powerpoint presentation, the Neighbourhood Development Officer (West) presented his progress report to members.  He highlighted that the governance arrangements for the Project Board had been established and the terms of reference enabled decisions to be made between meetings.  He explained that the branding for the Hub had been agreed and some promotional events arranged to raise awareness and gauge feedback on what potential users may require. 

He informed members that he was working on building business partnerships with a view to bringing events to the Hub and was also in the process of working on developing the website and recruiting a marketing consultant.  In terms of the premises, he advised that furniture had been moved into the space but there was still a lot of work to be undertaken with Property Services.    Members were informed that an application for funding was presented to the Strategic Regeneration Board but at the time no funding was available for this type of project. He advised that progress was being made on the delivery of the project.  He explained that the amber status was due to slower than anticipated progress and the Project Board wishing to see briefs and competitive quotes for key areas of work, which meant some increase in timescale and costs. He stated that he was working on the business and financial plans.  The provisional launch was being planned for early summer 2017.      

The Neighbourhood Development Officer responded to members’ questions on points of detail.  Responses included the following:

·         Whilst the project is run as an SSDC project there would be no rental charges;

·         Various community groups would be invited to attend the promotional events.  The events would also be advertised through social media;

·         At the time of applying to the Strategic Regeneration Board, there was no funding available for infrastructure projects but the situation had now changed and funding had been set aside for feasibility work to progress new ‘Investing in Infrastructure’ projects.  The Assistant Director (Communities) agreed to raise the issue at the next Area West Regeneration Board meeting with regard to reapplying retrospectively for funding.

Members thanked the Neighbourhood Development Officer (West) for his work on the project.

Reason: To seek Committee approval to return stalled project money to balances to free up support for other priority projects.

(Voting: unanimous)

The Assistant Director (Communities) presented the report and advised that the Area West finances were quite tight and therefore members were being asked to return stalled project money to balances to free up support for other priority projects.

In response to a member comment, the Area Development Lead (West) advised that works were taking place to progress the Forton Community Centre Project.  She agreed to bring back further information on the project as part of the Area West Development Plan report due to be considered at the December meeting.

With regard to the funding support to the Local Tourist Information Centres, a member queried whether the Area West Committee would receive a breakdown about how the money was spent.  Members were advised that the funding for Chard LIC had not yet been awarded and a report on the performance of the local Information Centres would be considered in March.

Members noted that funding would be found to enable free parking on 17^th December throughout Area West carparks.

Members unanimously supported the recommendations of the report. 

Reason: To seek Committee approval to return stalled project money to balances to free up support for other priority projects.

(Voting: unanimous)

Crewkerne Heritage Centre & Museum

Members noted the report submitted by Cllr. Marcus Barrett updating members on Crewkerne Heritage Centre & Museum.

Chard Museum

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

Members noted the appeals received and allowed as outlined in the agenda.