Minutes 26/09/12

Chairman: Cllr D Hedgley

Jacqueline Watts, Clerk and Responsible Financial Officer
Holly Cottage, Culmington, Ludlow, Shropshire, SY8 2DF (01584) 861 473

Parish Council Meeting
On Wednesday 26th September, 2012, 7.30 pm at Westhope Village Hall


Prior to the start of the meeting, members of the public were invited to discuss any matters of interest with their councillors.

The Meeting commenced at 7.35pm

Present: Cllr Hedgley (Chairman), Cllr O’Boyle, Cllr Povall, Cllr Longmore
Cllr Worthington, Cllr Thomas, Cllr Fowler, Cllr Linton

In Attendance: 8 x members of the public the Clerk and Cllr Motley (Shropshire Council)

1.0 Apologies for Absence: Apologies were accepted from Cllr Bellamy and Mr Tony

2.0 Declarations of Interest relating to this meeting
Members are requested to declare any Disclosable Pecuniary Interests they may have in matters to be considered at this meeting in accordance with the Localism Act 2011 s32 and The Relevant Authorities (Disclosable Pecuniary Interests) Regulations 2012:
Cllr Povall declared an interest in Agenda Item 9.3 (Relative owns adjoining land)

3.0 Public involvement session: (Agenda Items Only) – Those members of the public
in attendance were asked if they wished to comment on any Agenda item – No comments were made. Chairman advised the meeting that the Public Involvement session for Agenda Item 11.0 Parish Plan, would be held prior to the Agenda item at that point in the meeting.
(Agenda Item 9.3): Mr Povall spoke to the meeting and expressed concerns over access to fields, that cars had been left across the gateway for one or more days preventing access. Also, that plans submitted with the application did not show detailed boundaries.

4.0 Minutes: RESOLVED (unanimous) that the Minutes of the Ordinary meeting of
Diddlebury Parish Council held on Wednesday 22nd August 2012 be approved as a correct record and signed by the Chairman, subject to amendment to Agenda Item 5.5, ‘questionnaire’ be changed to ‘advice sheet’ and ‘Corvedale School’ be amended to ‘Ludlow School’ and Agenda Item 6.1 be changed from ‘arranged with school’ to ‘arranged with Ludlow school’.
Proposed: Cllr Worthington
Seconded: Cllr Longmore

5.0 Matters Arising – Updates from the minutes of the Parish Council meeting held on Wednesday 22nd August 2012 that are not included elsewhere on the agenda.

5.1 (Agenda Item 5.0 (5.3)) Chairman has been in correspondence with Charlotte Farrow to arrange a website development meeting. Unfortunately Ms Farrow had left and her

successor (Lorna Perry) had been on holiday and had moved office. She has now provided a link to information on how to set up Shropnet as her department currently had difficulties due to staffing to facilitate an onsite meeting. However she would do so if requested.

5.2 (Agenda Item 11.0) The Chairman advised the meeting that he had received no
response to letters sent out to Shropshire Council. He had followed this up with hand delivered letters but as yet had no reply. No letter was sent to Otterfest organiser. A reply had been received from the Police advising that there had been 4 calls to West Mercia control room at 8.00pm on 11/8/12, and at 12.19am, 12.42am and 12.51am on 12/8/12 relating to a noise coming from somewhere in the Corvedale. Police contacted ‘Otterfest’ requesting that the noise be lowered, which they agreed to. Police advised that they can not force music to be turned off or down unless it is an illegal event. The police were disappointed that SC had no out of hours Noise Prevention Team. Cllr Motley will be following the ‘Otterfest’ event up with the Licensing Committee. A letter had been received from Mr Tony Mantle, Police Licensing Officer, supporting correspondence from Police. DPC to raise issue at next LJC meeting. Chairman will continue to follow up matter with Shropshire Council. The police will closely monitor any applications for a similar event next year.

5.3 (Agenda Item 5.0 (13.0)) Cllr Linton has sent a email to Dave Edwards, Environmental Officer informing him of flood issues experienced by the Parish on 13/7/12. Clerk informed the meeting that Culmington PC were organising a flood meeting in November and invited DPC to be involved, as both Parish Councils were experiencing the same problems. Clerk will keep members advised.

5.4 Cllr Fowler informed the meeting that during the heavy rainfall on 24/9/12 flooding had occurred on the B4368 due to a blocked drain on the bridge. The contractors working on site had cleared the drain and prevented flooding..

6.0 Reports from Members

6.1 Chairman’s Report – The Chairman reported having dealt with correspondence relating to ‘Otterfest’, copies of the advice sheet on housing were put up on notice boards, he attended a meeting at Shropshire Housing Group where one member collapsed and the meeting was stopped, to be reconvened at a later date. A trigger point issue for return of results from questionnaire was corresponded to at length, and he gave a summary of information from the Rural Service Network, quoting Wind Farms should be putting more into local initiatives, rural homes are less affordable, with the an average price of £171,000 in urban areas as oppose to £201,000 in rural areas, the smallest proportion of first time buyers and social housing stock are in rural areas with older people being more socially isolated in rural areas.

6.2 Cllr Motley, Shropshire Council – Munslow have a new Clerk, Mrs Russet from
Church Stretton, also clerk for Hope Bowlder. Cllr Motley dealt with ‘Otterfest’ issues and will be speaking to the Licensing Department and Noise Pollution team at Shropshire Council. Funding formula for schools likely to have knock on effect for Shropshire. Government are reviewing all formulas for schools, as it wants to simplify it. Concerns are that rural areas will lose out as they have fewer numbers of pupils in schools. The review will affect school meals. Schools may have to negotiate a contract themselves with school services or pool resources and get Shire Services to provide for all of them. Alternatively a local pub/restaurant/WI group etc may be able to do food for their local school. A difference of £130 less per head is going into rural authorities than in urban authorities. Government have said they will recognise how much more expensive it is to provide rural services. Rural economy may lose out in ‘Damping’ – levelling down of funds. Elections in Church Stretton and Craven Arms resulted in Lee Chapman returning.

6.3 Other members Reports – Cllr Worthington – 18/9/12 Buzzard meeting – ongoing
matter of lack of drivers, 2 drivers retiring. Continuing to look at small vehicle and
outing to garage to view small vehicles. Buzzard will be providing shopping trips for Christmas, which will be advertised in the Corvedale News.

Cllr O’Boyle – Reported on Diddlebury Village Hall meeting. A Harvest Supper will take place on 6/10/12. Booking fees for the Village Hall will increase as of 1/9/2012. The next village hall committee meeting will be 8/10/12. Cllr Linton asked if there had been any developments on the renewal of the Licence for the School to use the village hall car park. Cllr O’Boyle replied that a letter had been sent to the School Authority extending the Licence for a further 6 months, but the Village Hall Committee had not yet received a response.

7.0 Correspondence
7.1 Shropshire Community Council – Event information – 24/10/12 Big Energy Saving Event , Church Stretton. Winter Warmer Event 13/11/12 Craven Arms Community Centre – For information.
7.2 Shropshire Council – Retaining wall realignment works, Diddlebury – Works commenced 17/9/12 for 5 weeks. Road will be reduced to one lane and traffic control put into effect for the duration of the works.
7.3 SALC – Chairmanship part 2 training 11/10/12 – Cllr Hedgley and Fowler will be attending at a cost of £20 each.
7.4 Shropshire Care Info Central – End of Life Care/How to Deal with Abuse/How to avoid falling – For information
7.5 First Responders Event Poster: 16/10/2012 in Culmington Village Hall at 7.00pm – Leaflets and Posters made available.
7.6 Shropshire Council – Councillor Vacancies Occurring on or after 7/11/12 – For information
7.7 Philip Dunne, MP – Abolition of the Standards Board. Openness on Councillors’ Interests – For information
7.8 Audit Commission – Appointment of external auditor from 2012/13 – For information

7.9 Mr T Bennett – Email correspondence – DPC Information Sheet Accompanying PPSG Questionnaire Housing Section – Email was relayed to meeting to be taken into consideration for Agenda Item 11.0.

8.0 Cheques Requested
Members were asked to authorise the signing of invoices for payment
8.1 Diddlebury Parish Plan (Shropshire Neighbourhood and Parish Plan Steering Group grant) £500.00.
8.2 Mrs J Watts (Clerk Salary: July/Aug/Sept 2012) £240.00
8.3 HMIT (PAYE: July/Aug/Sept 2012) £60.00
8.4 Mrs J Watts (Reimbursement of Petty Cash for 6 months April-Sept 2012) £159.48.
Proposed: Cllr Linton
Seconded: Cllr Longmore

9.0 Planning Applications
9.1 12/03701/FUL – 1 North Sutton Cottages, Great Sutton – Erection of first floor extension to side.
RESOLVED to support the application – (1 abstention)
Proposed: Cllr Worthington
Seconded: Cllr Linton

9.2 12/03778/FUL – Lower House Farm, Middlehope – Erection of extension to dwelling
RESOLVED to support the application – (1 abstention)
Proposed: Cllr Thomas
Seconded: Cllr Fowler

9.3 12/02650/FUL – The Tally Ho Inn, Bouldon – Formation of hard standing to form car park area. Cllr Linton reminded the meeting that at a previous meeting when the statement of proposals was discussed, DPC had been agreeable in principal to the proposed planning application. In his opinion, the planning application put before this meeting was scant, drawings did not indicate what area was indicated for car parking, only the location of the ground. Cllr Linton put to the meeting that the online objection raised by Mr R Povall regarding land issues that had not been resolved. It was proposed not to support the current application and that it be reconsidered when all points in the objection had been addressed, ie rights of land itself, materials to be used, more detailed map to the area, access to field, and a detailed plan showing the exact location of the car parking. Cllr O’Boyle reiterated the carpark be kept in keeping with the environmental appearance and quality of grass verge and asked that the meeting consider consulting with the planning office that if by supporting the application, was a precedent being set for similar car parking for other businesses.
RESOLVED (unanimous) to NOT SUPPORT the application and that the applicant be asked to resubmit the application providing an Environment Statement, a detailed drawing, information on the materials to be used and addressing the access to Mr Povall’s field.
Proposed: Cllr Linton
Seconded: Cllr Fowler

9.4 12/03943/FUL – Jacks Barn , Bouldon – Erection of single storey sun room extension.
Cllr Linton asked Mr Perks, the applicant, if when the original application to convert the property was first submitted and approved, had there been any limitations. Mr Perks advised that there were none that he was aware of.
RESOLVED to support the application (1 abstention)
Proposed: Cllr Fowler
Seconded: Cllr Povall

10.0 Finance
10.1 Current Account Balance £4701.99 as of statement date 14/9/12
10.2 Notification of rent increase for Diddlebury Village Hall as of September 2012 – Email from Diddlebury Village Hall Treasurer was relayed to the meeting advising that as of 1/9/12 the rental charge would increase to £8.00 per hour for user groups. Based on Diddlebury Parish Council using the room for between 1 to 2 hours, a charge of £16.00 each meeting would be applied from 1/9/12. The Clerk asked the meeting to consider paying one annual invoice for 8 meetings in advance, rather than each individual meeting on a month by month basis.
Proposed: Cllr Fowler
Seconded: Cllr Linton
RESOLVED (1 abstention) – to accept a rent increase of £16.00 per meeting as of September 2012, and to pay rent in one lump sum in advance for 8 meetings in a financial year.
10.3 Current Account Signatories – Current account signatories have been updated to Mr Hedgley (Chairman), Mrs Fowler (Vice Chairman) and Mr Thomas (Councillor).

11.0 Parish Plan: To discuss the methodology to be adopted by DPC following
receipt of the recommendations from the PPSG:

A member of the public relayed to the meeting that there were some feelings within the parish that a decision on what Diddlebury Parish became ie hub, cluster, hinterland, had already been made and that statistics would be sorted to support that decision regardless of the results of the questionnaire.

The Chairman responded to this by explaining that the initial strategy was for the PPSG to find out the wishes of the Parish and be independent of DPC. DPC have only been involved when discussing the content of the questionnaire housing section advice sheet, which had the heavy footprint of PPSG input when it went out, and had requested to see the questionnaire before it went out merely to ensure that it would provide the necessary information required to update the plan. The Chairman sees it that the PPSG will receive the data back, and will make recommendations to DPC in regards to the Parish Plan including housing, the needs of the parish and how to move forward. DPC cannot pluck something out of thin air to go to Shropshire Council Planning (SCP), it must be backed by evidence from PPSG. If DPC ignore this data, SCP would not accept it. Evidence received has to be used. The PPSG must have complete flexibility, and should not be tied by a set of triggers. The safety valve is that information has to come from the PPSG and is coming back to the public when a parish plan is presented to them in a council meeting. Cllr Linton agreed with the Chairman’s remarks.

The PPSG had a diverse group of members. Cllr Bellamy was not present at the meeting, but a member of the PPSG informed the meeting the PPSG intended on having a meeting for the public to see the data before the results were put out.

Cllr O’Boyle told the meeting that bearing in mind the history and background in this matter, it was important that items were on the DPC agenda, that it was a good idea that the PPSG have meeting for the public. The idea that the Chairman would not want small areas of the Parish dictated to by other areas was endorsed. All discussions had been well minuted and published. He felt that no decision should be made today as we have unforeseen data.

The PPSG will be reporting data from the questionnaire, but not making any decisions at their public meeting. Chairman said that he felt Community data should steer the direction of the Parish Plan. Not all areas of the Parish can be straight-jacketed, but indications can show what parts of the parish would like.

The questionnaire results will be returned to the PPSG, an intended public meeting will be arranged to show results. The PPSG can then go away and write their recommendations for a Parish Plan including housing needs. Recommendations will be put to DPC. Not until then should DPC get involved with considering a new policy.

Cllr O’Boyle – Suggested Agenda Item for next meeting and that the meeting adopt Cllr Linton’s proposal with proviso that PPSG need to confirm that public meeting will be happening and are happy with their expected role of producing a Parish Plan.

RESOLVED (Unanimous) .
Proposed: Cllr Linton – Proposal that no decision based upon result of questionnaire be made before results have been presented to the public by the PPSG and results of that exposure considered subject to input from PPSG.
Seconded: Cllr Thomas

12.0 Diddlebury Parish Council – Custodian Trustee to Diddlebury Village Hall

An enquiry had been made to the Clerk regarding Chairmanship of Diddlebury Village Hall Committee meetings. The clerk emailed Mr White, Solicitor, Shropshire Council enquiring if it was legal to have the Chairman role change at each monthly meeting, and if Diddlebury Parish Council, in its capacity as Custodian Trustee, held any responsibility.
Cllr Motley suggested Clerk contact Rural Community Council (RCC) who have a lot of dealings with Village Halls. Contact Ruth Mansfield and request RCC give any insight.
The matter was discussed.
RESOLVED (Unanimous) that Clerk contact Charity Commission.
Proposed: Cllr Linton
Seconded: Cllr Hedgley

13.0 Any Other Business (for dissemination of information only)

13.1 Harvest Supper, 6/10/12 at Diddlebury Village Hall, 7-7.30pm
13.2 2 people fell off pavement outside of Diddlebury Church after a meeting on
Monday evening – Agenda item for next meeting to put railings outside Church.

14.0 Date of Next Meeting – Wednesday 24th October 2012, at 7.30pm in Diddlebury Village Hall

There being no further business the meeting closed at 9.15pm