Agenda, decisions and minutes

To approve as a correct record the minutes of Area East meetings held on 10th March, 19^th May, 9^th June and 14^th July 2021. The Draft minutes can be viewed at:

https://modgov.southsomerset.gov.uk/ieListMeetings.aspx?CId=429&Year=0

The minutes of the previous meeting held on the 10th March, 19^th May, 9^th June and 14^th July 2021 were approved as a correct record and would be signed by the Chairman.

There were no apologies for absence from members.

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 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.

There were no declarations of interest.

Members are asked to note that the next scheduled meeting of the committee will be held virtually using Zoom virtual software on Wednesday 10^th November 2021.

Members noted the next meeting of Area East Committee was scheduled for Wednesday 10^th November at 9.00am and would be a virtual meeting.

There were no questions from members of the public present at the meeting.

There were no Chairman’s announcements.

Several members brought up the poor levels of communication from officers and members were receiving complaints from Parish Councillors where there was a lack of response from officers in relation to planning and enforcement queries. It was felt that the current process for how councillors interacted with officers in the council was not working. There was also a concern raised about the progression with the phosphates issue in relation to planning.

The Chairman agreed to speak to The Leader and write a letter to The Leader, Chief Executive and members of The Executive on behalf of Area East raising the discussed issues.

Councillor Kevin Messenger asked about charging points and whether Castle Cary would be having points installed. Councillor Sarah Dyke pointed out that any current village points had not been installed by SSDC and that 27 charging points were planned to be installed by end of March next year. The Environment Specialist confirmed the programme would be delivered in that timescale and that Castle Cary was on the list. She would keep members updated.

The Chairman informed members that the next Full Council meeting would be in person for councillors. He reminded members that all decisions made by Area East during informal meetings are confirmed by the Chief Executive. He would speak to the leader about face-to-face meetings for the future.

Councillor Nick Colbert suggested writing to the minister to highlight the ongoing issue of Phosphates and Nitrates not being extracted from waters. The Chairman agreed to discuss with Councillor Sarah Dyke as the relevant portfolio holder about writing two letters to the government relating to the subjects of phosphate and nitrate extraction and electricity infrastructure for charging points.

RESOLVED:  That Area East Members recommend the Chief Executive agree to:

·         Appoint Councillor Colin Winder to serve on the Community Accessible Transport Committee for the municipal year 2021/22 as a non-voting member 

Reason:          The Committee is asked to appoint a member to serve on the Community Accessible Transport Committee for the municipal year 2021/22 as a non-voting member.

(Voting: Unanimous)

The Case Officer, Democratic Services presented the report which asked members to appoint a member to the outside bodies Community Accessible Transport Committee as a non-voting member. The Chairman had received one nomination from Councillor Colin Winder. There were no other nominations and it was seconded and agreed by all members to appoint Colin Winder as the representative.

RESOLVED:  That Area East Members recommend the Chief Executive agree to:

·         Appoint Councillor Colin Winder to serve on the Community Accessible Transport Committee for the municipal year 2021/22 as a non-voting member 

Reason:          The Committee is asked to appoint a member to serve on the Community Accessible Transport Committee for the municipal year 2021/22 as a non-voting member.

(Voting: Unanimous)

RESOLVED:  That Area East Members recommend the Chief Executive:

1. Note and comment on the report.

2. Endorse the approach and details of the scheme.

Reason:          To update members on progress to date of the infra-red camera project.

(Voting: Unanimous)

The locality manager presented the report, which gave members an update on the purchase of two infra-red cameras. He reminded members that the funds for the camera were saved from the Area East budget from last year where there had been an underspend. Two slightly different approaches were being taken. One camera would be looked after and booked by a community organisation in Bruton and the other would be held within the locality team and booked through the locality email inbox Locality@southsomerset.gov.uk

The trial of these different approaches will allow the success to be measured not just by how many times they have been used but by the activity after the camera has identified any problems with heat loss and any investment made to improve the situation.

The Chairman asked for each parish council clerk to receive a letter from SSDC with details of the scheme and what it is trying to achieve.

The Environment Specialist explained that Bruton Town Council received a grant for the climate emergency fund to deliver a retro fit project from Bruton and the surrounding area and that the addition on the camera would support and compliment this project.

She explained that the cameras worked by reading heat and showing where the hottest areas were. They could be used internally and externally and linked to a smart phone so the images could be owned by the user of the camera. The council had a long term relationship with Centre For Sustainable Energy based in Bristol who offered free home support and completed grant checks to enable householders to find out if they could receive support to install insulation and draft proofing. The scheme would be free to residents and would be available from November.

The Chairman explained that when using the camera there would need to be a 10 degree differential between the inside and outside temperature and that the camera would need to be used at night.

There were no questions from members and they agreed to fully endorse the purchase of the cameras and the scheme as set out in the report.

RESOLVED:  That Area East Members recommend the Chief Executive:

1. Note and comment on the report.

2. Endorse the approach and details of the scheme.

Reason:          To update members on progress to date of the infra-red camera project.

(Voting: Unanimous)

The Locality Manager presented the report, which provided Members with an update of this year’s delivery of the Area Chapter for Area East. He explained that there hadn’t been a quarterly update as covid19 had affected the beginning of the year. Appendix A set out the ongoing projects within the Area and he highlighted that the play dates had been unable to go ahead as planned due to the uncertainty around covid19 restrictions. A successful smaller Play day event was held in Wincanton site in the summer instead. They will re-establish this next year, as they will be able to manage outdoor events safely.

He informed members that there had been lower than usual funding requests so far this year and asked that members let towns and parishes know there was still funding available especially for the smaller grants under £1000.

In response to queries from members, the Locality Manager noted that:

·         Some of the locality team had received chapter 8 training to support parishes with potentially supporting siting and re-siting SID’s (Speed Indicator Devices)

·         The smaller grants up to £1000 were processed anytime, the applications would need to be in by beginning of February for this years revenue pot.

·         The capital programme rolled forwards if was not spent.

·         Pre-schools can receive grants but any project ideas could be run past the localities team if unsure of funding support. Contact locailty@southsomerset.gov.uk

·         Grants were not paid out retrospectively but ongoing costs could be discussed with the localities team.

There were no further questions and members were content to note the report.

The Agenda Item for Nitrates river pollution update was to also include Phosphates. There was no other items to be added to the forward plan.

NOTED.

The Chairman confirmed that members of the public would be able to attend the Public Enquiry being held on the 9^th November in Castle Cary and that he would confirm with Councillor Mike Lewis on whether SSDC would be supporting the planning officers refusal of the application.

Members noted the List of Planning Appeals.