Present:- M/s Hooper, Mrs P Kent, Messrs Buck, Graham, Holt, Hounsell and Parsons.

Apologies:- Messrs Downie and Fowler and Councillor J Williams (TDBC).

In Attendance:- M/s J Cox, Councillor R Watson (SCC ), Mr D Greig (TDBC) and Mr Crossley (Clerk)

Mr Parsons declared an interest in Minute 945 (Footpaths T14/18 and T14/23)

The minutes of the meeting held on 7 May 2003 were approved as a correct record and signed by the Chairman

The Clerk reported that the TDBC computerised form of the Rights of Way map was not available to members and that a paper copy had been circulated to members

The Clerk reported that he had circulated electronically the skeleton plan on which a local emergency plan could be based, and reminded members that SCC did not have the resources to help in its preparation. The Council was informed that when this issue was considered some years ago there had been no support for preparing a plan on a theoretical basis.

RESOLVED That the issue be carried forward to the next meeting

The Clerk reported that the publication from the Office of the Deputy Prime Minister had now been received and was being circulated to members. Attaining Quality status involved meeting a variety of criteria, and whilst qualification did not immediately bring new powers or revenue, it would demonstrate to its local community effectiveness and transparency in the way the Council conducted its affairs. It appeared that the Council already met or with some small effort could meet many of the criteria, but there were two issues that would take longer to resolve.

The first was a requirement that 80% of members were elected rather than co-opted to the Council at the time an application for Quality status was made. Currently the Council did not meet this criteria.

The second test which the Council did not meet concerned the qualification of the Clerk. All Quality Councils had to have a Clerk who held the Certificate in Local Council Administration awarded by the Assessment and Qualification Alliance (or for a short time a similar qualification issued by the University of Gloucestershire). This was a relatively new qualification and there were to be no exceptions however well qualified or experience was the current Clerk. Mr Crossley, the Council’s current Clerk, indicated that he had taken a preliminary look at the requirements of the new certificate, and that if the Council was minded to move to quality status obtaining the Certificate was unlikely to be insuperable.

He suggested that the Council might wish to put itself in the position whereby immediately after the next election it could make a successful application if a decision was then taken to apply for Quality status.

Mr Greig explained that failing to have Quality status would not impact on the relationship which TDBC had with Parish Councils in its area.

RESOLVED That the issue be again considered over the coming months

Parish plans helped local communities determine the social, economic and development aspirations for their village. The guidance document for preparing plans had now been circulated to members. Preparing a Parish Plan represented a major commitment, and although its preparation would be led and co-ordinated by the Parish Council, its preparation needed the involvement of the whole community and failure to gain that involvement would invalidate the plan. A grant of up to £5000 was available from the Countryside Agency to help with its preparation, but 25 % of the cost had to be found locally, although much of this could be "in kind" provided 5% was in cash. The Community Council was willing to send a representative to advise on the steps that needed to be taken if a plan was to be prepared.

Mr Greig confirmed that once agreed his Council did take into consideration the contents of a parish plan in formulating its own policies.

There was concern that local organisations were already finding it difficult to find members prepared to help in running their affairs, although it was pointed out that preparing a plan might be the catalyst to reinvigorating them.

RESOLVED That M/s Val Grainger of the Community Council be invited to a forthcoming meeting to address the Council

The Clerk reported that the Highway Authority had already taken action to address some of the complaints and that action still had to be taken in respect of trees at Oakfield Lodge

M/s Jo Cox of the Community Council for Somerset made a presentation to members on her role as a Rural Housing Enabler. She explained the support which they could give to securing affordable housing in areas of need, and in particular the housing needs survey which they could undertake on behalf of the Parish Council to determine local need. She showed illustrations of schemes which they had helped to secure (usually by way of a S106 agreement) and which typically were of 3, 4 or 6 houses which would be let or sold on a shared ownership basis.

She suggested that a survey needed to be carried out every 2 years.

RESOLVED That M/s Cox be thanked for her presentation

This item was raised at the request of Mr Parsons, who was concerned that TDBC did not give sufficient regard to the Conservation Area given the benefits which it said would flow from its original designation. He illustrated this by reference to a number of developments in the area and suggested that if TDBC did not recognise it in a positive way the Conservation Area should be rescinded. It was suggested, however, that conservation area status did bring with it desirable forms of control

RESOLVED That the requirement for planning consent to the recent changes to the front elevation of the former Post Office shop in Village Road be pursued with the Conservation Officer at TDBC

A letter was submitted on behalf of the Playgroup seeking financial support from the Council

RESOLVED That the playgroup be asked to provide further particulars given the level of funds they currently hold

The Chairman reported on a meeting attended by himself and the Clerk when SCC had outlined the current position concerning the development of a scheme to provide a footpath in Station Road and at which it had both sought confirmation of the Parish Council’s desire to proceed with a scheme, and its support in helping to gain frontager’s consent to SCC undertaking a survey to enable a design to be prepared. In response to questions Councillor Watson indicated that the scheme for imposing a 20mph speed limit outside the school was now to be considered as a separate proposal. Although he had been successful in securing that the Hatch Beauchamp scheme had a high priority, because of issues raised elsewhere the whole policy of generally imposing these speed limits outside all schools had been referred back to the Policy Panel for review. He undertook to keep the Council informed of developments.

RESOLVED That the Council maintain its support for a scheme to provide a footpath in Station Road, and that the Council co-operate in obtaining the support of frontagers to SCC carrying out a site survey.

The Council had been invited to send a representative to this presentation due to take place on 16 July.

RESOLVED That the matter be left with the Chairman

The Standards Board had produced a video and training guidance notes on understanding and implementing the Code of Conduct. Members felt that it would be helpful to view the video as a group rather than individually

Mr Grieg indicated that if required TDBC would be willing to support the Council in any training that was undertaken.

RESOLVED That efforts be made to arrange a group discussion on the information provided by the Standards Board separately from the normal meetings of the Council

The Clerk reported that he had raised with SALC whether in the light of increasing insurance premiums there were likely to be other insurers willing to provide competitive quotations, and that he had been advised that in this specialist field there was really only one other insurer who historically was not competitive for the smaller local authority

RESOLVED That the position be noted.

The Clerk reported that the Countryside Agency had prepared for consultation purposes a draft map of open country and registered common land on which the public would have the new right to walk and remain for the purposes of outdoor recreation. "Open" countryside was mainly mountain, moor, heath and down.

The map for Hatch Beauchamp did not identify any land as coming within the requirements of the legislation

RESOLVED That no comments be passed back to the Countryside Agency

RESOLVED That in the absence of Mr Fowler, who was to report on his exchanges with TDBC, this matter be deferred to the next meeting

The Post Office carry out a review 12 months after the temporary closure of a post office to see if there has been any material change in circumstances which might lead to a new post office opening, after which any new proposal is unlikely to be supported as the Post Office prefer to support the remaining rural network.

The Clerk reported that he had written to the Post Office advising them of the interest which had previously been expressed, but that it appeared that unless a potential site could be identified soon it was unlikely that approval would be given to a new branch post office

RESOLVED That the position be noted

The Clerk submitted a Statement of Account and Bank Reconciliation Statement showing a balance of £ 161.81 in the Current A/c and £3702.27 in the Business Reserve A/c

RESOLVED That payment of the following invoices and expenses be approved

1) Clerk’s salary £223.16

2) Clerk’s expenses £16.79

3) Clerk’s office and admin costs £9.24

4) Parsons (Landscapes) Ltd £225.83

5) SALC (member training) £15.50

1) Annual report of Avon and Somerset Police

2) Notice of making of Hatch Beauchamp No 1 Tree Preservation Order

3) Launch of Somerset Highways

4) Consultation on Somerset Waste Local Plan

5) TDBC Updating and Assessment Report under Environment Act

6) Circulation sheets of 8 & 29 June

1) The Chairman reported that together with the Clerk he had attended the annual meeting of TDBC and local Parish Councils when the main issue for debate had been the local planning system, and he circulated to members copies of the notes which had been provided. Mr Greig indicated that he would welcome ideas on issues to be discussed at future meetings

2) The Chairman advised that it was expected that the latest revisions to guidance on Standing Orders and Financial Regulations would be available in September after which the Council would need to consider updating its own standing orders

The next ordinary meeting will be held on 10 September

The Chairman closed the meeting at 9.15

P Hounsell

Chairman