Minutes of the Annual Meeting of the Parish Council held on Wednesday 6th July 2022

Kingsbury Episcopi Parish Council 

Minutes of the Annual Meeting of the Parish Council held on Wednesday 6th July 2022  at 7.30pm at Kingsbury Episcopi Primary School 

Present – Cllr. David Hall (Chairman), Cllr. Clare Paul, Cllr. Peter Loxston, Cllr. Paul Carpenter,  Cllr. Ginine Herridge, Cllr. James Jefferey, Cllr. Richard Wilkins (District Councillor), Cllr. Mike  Stanton (County Councillor)  

In attendance – Kelly de Silva (Clerk), Sarah Potepa (Outgoing Clerk) nine members of the  public 

54. Preliminaries 

Chairmans welcome 

Cllr. Hall welcomes the Councillors and members of the public to the meeting with an  explanation of Parish Council meeting etiquette, fire evacuation procedures and domestics.  

Apologies for absence – Cllr. Nick frost, Cllr. Mac Harris, Cllr. Matthew Miller, Cllr. Nick  Pearce 

Approve and sign minutes of the previous meeting – The minutes of the Parish Council  meeting held on Wednesday 1st June 2022 were agreed by all to be accurate and signed by  the Chairman. 

Declarations of interests and dispensations – None received. 

Questions and comments from the public – A member of the public is present to address  the PC regarding the perceived speeding issues within the Parish. The resident informs five  members of the community have recently held a meeting attended by County Cllr. Mike  Stanton with the sole purpose of addressing speeding within the Parish with the goal of  hoping to implement a 20mph speed limit throughout the Parish. 

The representative of the speed action group (name yet to be officially agreed) would like to  seek PC support on the initiative. They explain that Somerton Police and Avon & Somerset  PCSO’s support the proposals with the newly elected Liberal Democrat Council backing a  twenty is plenty strategy throughout Somerset Villages. 

The representative continues any implemented proposal will require enforcement citing  speed humps could be an option. They inform a member of the Speedwatch group has  suggested the use of average speed cameras with number plate recognition. The next phase  for the speed action group is to hold discussions with South Petherton PC to gain best  practice and learnings from the speed restrictions in place in their Parish.  The representative wishes to gain the support of the PC to move the project forward. They refer to an email circulated in 2018 regarding speeding issues within the Parish,  recommending the instigation of the SID (Speed Indication Device) and a 20mph speed limit,  but only the SID was actioned at that time. 

Cllr. Hall thanks the Speed action Group representative for their contributions that will be  considered as part of the debate for Minute 58 during the meeting. 

A member of the public is present from the Allotment Group regarding Minute 61 – Grant  request from the Allotments for the installation of water. They inform the allotment group  held a meeting on 5th July 2022. An initial consideration for a request for grant funding of  £8,000 for the installation of water at the allotments had received no support at this time.

Cllr. Hall thanks the member of the public for this information informing if the situation were to change, please keep the PC up to date. 

The Chair of South Petherton PC Cllr. Adam Dance is present and requests to respond to the  speed action group on the SPPC SIS (Small improvement Scheme) query. Cllr. Dance informs the South Petherton Scheme took 5-6 years to implement which was  tagged onto another SIS. They did not achieve the 20mph zone throughout the whole  village. Cllr. Dance explains the enforcement issues that have arisen stating the speed of  vehicles needs to be below 24mph for the scheme to be enforceable. As the scheme is in a  conservation area 20 mph repeater signs are required every two hundred metres. The South  Petherton Scheme was expected to cost in the region of £7,000 – £10,000 to implement but  as it was tagged onto another scheme, no cost was incurred. Cllr. Dance explains the SISs are  rare with only two actioned within his 5 years in office, but support from a District/County  Councillor could assist with an initiative. Cllr. Dance explains the implications of having speed  bumps citing it is hard to gain community support for these. The South Petherton Scheme  was only narrowly supported after consultation with the community. 

Cllr. Dance is also in attendance as a resident of the Parish for Minute 61 as he has received  enquiries from residents that would be interested in supporting water installation at the  allotments. Cllr. Dance informs as a member of a household of holder of an allotment he has  not been made aware of any meeting and requests for better communications from the  group on such matters. Cllr. Dance informs any submission for match funding requests to  SSDC would be required by April 2023. 

A representative of the Kingsbury Episcopi Time Travellers is present regarding Minute 62- Heritage Matters. They inform they would like to gain financial support from the PC for a  republication of a book as part of the Queens Jubilee commemorations. The original  publication was written by a local resident, Dorothy Hebditch, in 1953 on The Lambrooks as  part of the then Coronation celebrations. They state the United Reform Church has agreed to  contribute financially, with the Director of the Rural Life Museum agreeing to write the  foreword. 

PL asks what the cost projections for the republication of the book on The Lambrooks are.  The representative responds 500×40 page copies are quoted at £1548.00 with the cost being  split by the United Reform Church, Kingsbury Time Travellers and hopefully the PC with  some community buy in. 

Secondly, they would like to ascertain if the PC would be willing to purchase WW1  silhouettes or something with similar symbolic nature that could be located either  temporarily or permanently within the Parish. 

Thirdly, they would like to bring to the attention a recent article in the Parrett Talk (Issue 169)  on the South-West Heritage Trust: The Local Heritage List project to identify and record  heritage objects and buildings within the Parish that are not listed, but still have historical  significance. 

For further information on the project visit www.kingsburytimetravellers.org.uk or see the  August edition of the Parrett Talk available within the village or at  

www.kingsburyepicopi.com If you have a contribution to the project or photographs please  contact the Kingsbury Episcopi Time Travellers by email – 

kingsburytimetravellers@btinternet.com 

55. Planning

23/01742/TCA – Notification of intent to fell No.1 tree in a conservation area – St Martins Church, Church St, Kingsbury Episcopi 

Kingsbury Episcopi Parish Council support this planning application with no comment.

22/01462/HOU – Replacement of two-storey extension – West Lambrook Farmhouse, West Lambrook, South Petherton. 

Kingsbury Episcopi Parish Council support this planning application with no comment. 

22/01903/TCA – Notification of intent to fell No.5 trees within a conservation area – Withy  Cutters, Thorney Road, Kingsbury Episcopi 

Kingsbury Episcopi Parish Council support this planning application with no comment. 

22/0194/TCA – Notification of intent to fell and carry out works to various trees within a  conservation area – West Riding, Folley Road, Kingsbury Episcopi. 

Kingsbury Episcopi Parish Council support this planning application with no comment. 

56. District Councillor report and County Councillor report 

Cllr. Stanton reports it is a steep learning curve transitioning from District to County, but it is  going well and tremendous fun. Cllr. Stanton informs, not included in the circulated report,  the process is now underway to appoint a chief executive. Cllr, Stanton welcomes any  questions from the PC on the report. 

Cllr. Hall asks for any comments from the District and County Councillors on SIS’s and 20  mph scheme roll outs. 

Cllr. Stanton informs he attended the first speed action group meeting as an observer and  recommended they seek the support of the PC to be able to consider the implementation of  any actions identified. 

Cllr. Stanton continues the 20mph zones is not yet a County Council policy, but it is a Liberal  Democrat policy to encourage and support villages who wish to implement it, although  speed limits only help as part of the solution to the problem. There are the natural speeds of  roads to consider, and it would be a better option to design roads with measures in place to  reduce speeding. Cllr, Stanton explains it will take a long time to implement. There is  currently no budget for these initiatives and there has not been any for the last 5 years. With  the current financial climate – it is unlikely that finance would be allocated within the budget  for such projects – it will be slow progress and persuasion will be necessary. Cllr. Wilkins suggests entrances to villages, such as village gateways, are highly important to  highlight clear speeding requirements for a village. The mental/visual side of approaching  the issue of speeding is more successful than mandatory schemes which are hard to enforce. Cllr. Wilkins explains there has been little in the way of infrastructure in the UK in comparison  to other countries to increase capacity for vehicles, walking and cycling routes. Alternatives  should be considered. 

57. Co-option for a Parish Councillor 

The Clerk reports the PC has received two applications for the PC vacancy from Ms Dale  Spree and Mr. Mark Harvey. The Clerk explains the procedure for the co-option process and  asks if the PC wish to resolve voting by a show of hands or paper ballot. Cllr. Loxston  proposes a paper ballot – all were in favour – MOTION CARRIED. The Clerk informs the paper  ballot papers will be destroyed after the meeting. 

Cllr. Paul proposes both candidates who wish to stand for the vacancy, seconded by Cllr.  Loxston; all were in favour – MOTION CARRIED. 

A paper ballot is held. The Clerk collects the papers – it is a tie. Cllr. Hall as Chair of the PC  has the casting vote. 

Cllr. Hall states it is a difficult choice as both candidates would be an asset to the PC, on this  occasion the Chair’s casting vote is given to Ms Dale Spree. 

Cllr Spree signs and reads the Declaration of acceptance of office and joins the meeting. 

58. Speedwatch and road safety 

Cllr. Hall refers to the information from the speed action group during the public question  time, the Speedwatch information shared by the Speedwatch group, and the report compiled  by Cllr. Paul.  

Cllr. Hall explains the PC need to be re-acquainted with previous issues, decide if the PC do  anything and if so, what needs to be done or is the item a watch in brief at this point in time. Cllr. Loxston praises the report circulated by Cllr. Miller, Cllr. Paul and the speed groups. Cllr. Loxston suggests the first item to consider is consultation with the Parish to ascertain to  views of the community to then move forward with a balanced approach to the issues raised. Cllr. Paul reports this is a reiteration of what has happened in the past. Village gateways were  considered but opposed by the community. Cllr. Paul informs during the last SIS rollout,  Councillors were allowed to propose two schemes, which is impossible if you have 13  Parishes in your ward; with the projects taking years to implement. 

Cllr. Paul agrees through consultation a solution could be sort that the community agree  with; the PC can consider options and research availability of any SIS schemes sponsored by  District Councillors – but the process would still take years to complete. Cllr. James agrees there is an issue with speeding within the Parish and it would be good to  gather more information from the community by a PC facilitated consultation. Cllr. James informs consultations rarely deliver results; the questions would need to be  devised carefully in consultation with the speed groups to give the consultation direction to  be able to make decisions. 

Cllr. Hall requests the District and County Councillors keep the PC up to date with any future  SIS scheme programmes. Cllr. Hall suggests it may be potentially worth re-visiting a crossing  point near the community shop and recreation ground which could serve a number of  purposes. 

Cllrs. to send any questions to include on a consultation survey to the Clerk to collate for  discussion at the September PC meeting 

Clerk to add item to the next meeting agenda 

59. Review and adopt Grant Policy and updated Standing Orders 

Cllr. Jefferey proposes the Grant Policy and updated Standing orders are adopted by the PC,  Cllr. Loxston seconds the motion; all were in favour – MOTION CARRIED. 

60. East Lambrook School Room community project 

The Chair closes the meeting to allow for the representative of the project to speak. The representative of the project reports at the last PC meeting they requested a grant of  £6,000 be considered by the PC for the project. Since the last PC meeting the group has  raised £4,000 – but the more funding the project can raise; the more can be applied for  through match funding. 

Cllr. Hall asks the members of the PC if there is an appetite to support the project. Cllr. Paul informs the PC is a small precepting authority with a limited grant allocation which  needs to be spread over projects throughout the Parish. 

Cllr. Loxston agrees £1,000 could be the starting point – with the door left open for future  consideration if required. 

The Chair re-opens the meeting. 

Cllr. Paul proposes an initial grant be considered of £1,000 if it is within the PC budget, with  the PC supporting any fundraising initiatives organised by the project team. Cllr. Loxston  seconds the motion; all in favour – MOTION CARRIED. 

Clerk to send Grant policy and application form to the East Lambrook School room  Community Project.  

61. Grant request from the Allotments for installation of water 

The grant application has been withdrawn

62. Heritage matters 

Cllr. Hall refers to the information provided by the representative of the Kingsbury Episcopi  Time Travellers during the public question time. 

Cllr. Loxston recommends the PC support financing 30% of the publishing costs of the book.  All members of the PC agree. 

Clerk to send grant application form to the Kingsbury Episcopi Time Travellers for the  projects requested. 

63. Lock-up update 

Cllr. Jefferey explains some of the background information regarding the lock up informing  the PC have maintained and cared for the building since at least the 1950’s – which is  recorded in the minutes from this period.  

Cllr. Jefferey reports the latest application to the land registry regarding a response to the  requisition has recently been rejected as it had timed out. 

Cllr. Jefferey proposes gathering more information on how the PC have maintained the  Lockup with the inclusion of witness statements from the Community for the purpose of  building a robust portfolio to submit to the Land Registry before exploring other options  such as a compulsory acquisition order or an application under the community right to bid  scheme. 

Cllr. Jefferey to lead the project in consultation with Sarah Potepa and the Clerk. 

64. Request for a refund of ashes burial plot from a Parishioner 

The Clerk reports a Parishioner has requested a refund on the purchase of a cremation plot  in the burial ground due to them leaving the area. 

The PC authorise the refund of £150 to the Parishioner. 

65. 2023 May Festival lock in 

Cllr. Carpenter requests support from the PC to use the Lock up for a charity “Lock In” to  raise money for the Kingsbury May Festival. Cllr. Carpenter informs there will be a full mock  trial with the incarceration of a volunteer for 12 hours in the Lock up followed by a  community breakfast. 

The PC offered its full support to the lock in. 

66. Digital communications 

Cllr. Hall thanks Cllr. Herridge for the PC website report circulated. Cllr. Hall reports he has  met with the current web page administrator who has clarified it is not a PC specific page,  but a Parish page set up during the pandemic. The administrator has expressed they are  happy to support the PC in publications on the current site, but they do not wish to  participate in the PC specific website. 

Cllr. Herridge reports on the necessity for a PC site informing a local company is still offering  to build the site for the PC at no cost. Cllr. Herridge asks if the PC would like to pursue this  offer or consider going to tender for building a site. 

Cllr. Hall responds it is great the local company are offering to build the website. Cllr. Hall  recommends open discussions are held to acquire costings and any ongoing costs for  maintenance and plug-ins with expectations agreed between the PC and the provider. Cllr.  Hall states it is important to provide digital information for the community, but this should  not override other forms of communications for those who are not tech savvy. Clerk to investigate the cost of other similar PC’s websites and legal parameters to be  considered. 

67. Location of future Parish Council meetings 

Cllr. Hall reports with the amendment of the Standing Orders this item can be considered  and publicised in the event a change in location is agreed.

68. Purchase of a commemorative jubilee tree 

SP reports the previously appointed PC planned to acquire a tree (such as a nice oak tree) to  plant in commemoration of the Queens platinum jubilee. Cllr. Paul suggests with the  identification of assets being devolved by SSDC; possible areas could be discussed for  planting multiple trees in the future. Cllr. Hall also suggests this could be considered as part  of plans for a sensory garden. 

Clerk to contact reimagining the levels for provision of an oak tree 

69. Wildlife group update 

Cllr. Loxston reports the Wildlife groups held a remarkably successful meeting recently. The  group are working in consultation with RSPB and English Nature. Some of the original remits  of the projects are changing with the program being adjusted accordingly – changes are still  within the Climate Emergency Grant criteria. 

Cllr. Loxston informs signage on The SSSI area on Westmoor is being discussed with English  Nature who will assist with information and possible funding. The programme is moving  forward nicely and gaining motion. 

70. Sensory Garden update 

Cllr. Carpenter reports he has received an update from Cllr. Miller in his absence. Cllr. Miller  has been in discussion with the PCC and has approached a garden designer who is  developing some design ideas. 

The Clerk asks the PC to consider as part of the planned projects ongoing maintenance costs  and grass cutting contracts. 

Cllr. Loxston informs there is a possibility of the Sensory Garden project working in  conjunction with the Wildlife Group who are looking at areas within the village to enhance  and promote as wildlife areas. A possible idea is Swift towers which would be funded,  constructed, and maintained by the group. If the two groups could work in conjunction with  each other on this, the wildlife group could take on a lot of the maintenance of hedges and  grass cutting twice a year with developed paths mowed as part of the initiative and remit of  the group. 

Cllr. Loxston recommends Cllr. Miller attend the next meeting of the Wildlife group to  ascertain if this venture is worth exploring. 

71. Churchyard update 

The Clerk reports she has received a phone call earlier today from the Paul Fillery (PF) offering an update on the proposed handover. The Clerk informs from the day of notification  it was expected the PC would take on the Churchyard within 3 months. PF stated as it is a  new PC there is no banging on desks, but the PCC wish for the transition to be completed  sooner rather than later citing it should have happened years ago. Due to an aging  congregation, maintenance needs to be kept up to speed by the PC. 

The PCC has reapplied for permission to fell the large Ash tree due to die back, once this has  been completed it will be the final gesture before handing over the Churchyard to the PC. PF  informed the PCC will maintain the shed, oil tank and spotlights with all other maintenance  and upkeep falling to the PC.  

The Clerk enquired if monuments has recently been risk assessed. PF responded every 5  years an architect has checked the monuments. This has recently been actioned as part of  the quinquennial report, but this is not expected to be an in-depth report. The PCC are willing to work with and share ideas for the re-wilding of the churchyard and  proposed sensory garden. PF informed Cllr. Miller has requested further information from  the registrar at the Diocese, but they are still waiting for this information.

The Clerk advises the PCC are hoping to clarify and confirm a date as soon as possible for a  smooth transition if the PC do agree to take it on or if the District Council do. Cllr. Paul reports the PCC were given a list of jobs to complete before the PC would consider  taking the Churchyard on which is yet to be completed as per the report devised from SSDC. SP reports the previous PC requested a survey from SSDC of jobs to be completed for if  District took on the Churchyard. Most of this was tree works which has been completed apart  from the large Ash tree. The PPC expressed some of the works on the list were unreasonable  requests. 

SP informs an area of concern that has not been agreed is an old Boiler house, walls and  railings which need to be addressed. 

The previous Chair of the PC Lorraine Langford (LL) requests to speak. Cllr. Hall agrees. LL informs as a closed church yard if the PCC wish to handover the Churchyard it is  compulsory that this is handed to the PC or the District Council if the PC refuse. The District  Council quoted £5000 per year to take it on from the district precept. The cost to the Parish  would be substantially cheaper if the PC took it on if a contractor were to maintain the burial  ground and church yard as one entity. This is currently being done by SB – the PCC need to  define who will pay this cost for the remainder of the grass cutting season. The PCC are aware that if the PC do take on the Churchyard to PCC do not have any right to  input into what happens on the grounds unless the PC invite them for input. LL continues there are specifics the PC do not need to take over such as the shed, lights,  boiler house and oil tank. The Boiler house is potentially an issue and the PC need to be clear  they will not take this on. LL explains the historical oil heating systems (which are now  redundant) of the Church which could be hazardous – it is underground, possibly unsafe with  questions surrounding if the lead lined roof contained asbestos for which there is no  confirmation it has ever been removed. 

Cllr. Hall asks what the implications with this factor and insurance are. LL responds the  Church will be insured; they are waiting for the Quinquennial report which is their only type  of risk assessment for monuments. 

Cllr. Paul suggests this item is a long-standing item and the PC should not take on a liability  unless the liabilities are identified and rectified with regards to the Churchyard. The District  Council will cease to exist in April 2023 so who will manage it then? 

Cllr. Hall suggests the Clerk, SP and Cllr. Hall hold a meeting to discuss this matter ahead of  the September meeting. 

72. SID update 

SP reports the SID has been situated on the Thorney Road facing towards Kingsbury Episcopi  and has recorded most vehicles are travelling between 30-40mph on this road. 

73. Footpaths and Bridleways 

Cllr. Carpenter reports there is a broken gate and post on a footpath.  

Cllr. Carpenter to inform the Clerk of the location and she will report it via the RoW app Cllr. Loxston reports a couple of years ago Polpitts Way was adopted by the Bridleway  association. The Association invested a considerable amount of money. It was understood  work would happen to cut back vegetation and sort out drainage issues. This this work was  done it has deteriorated back to its original state that should be remedied either by RoW or  the Bridleway association.  

Cllr. Loxston to inform the Clerk of the location and she will report it to RoW and the  Bridleway association. 

74. Highways matters 

Nothing to report

75. Financial Matters 

The Clerk reports this is still ongoing to get online banking with the proposed signatories to  the account being Cllrs. Carpenter, Frost, Miller, James and Herridge. 

Cheques 

 

Cllr. Herridge proposes all payments are made, Cllr. Loxston seconds the motion; all in  favour. MOTION CARRIED. Cllr. Carpenter signs the cheques, Clerk to liaise with Cllr. Frost to  sign at a convenient time. 

23. Other items for discussion 

Confidential Item 

The PC resolve to hold this item in a confidential session (as per the guidance from SSDC) to  discuss and consider the SDDC online questionnaire and information pack and request all  members of the public leave the room. 

24. Date and Time of the next meeting 

Wednesday 7th September 2022 at 7.30pm at Kingsbury Episcopi Primary School With no further business to discuss the meeting was closed at 9.20pm. 

Please e-mail any items for the agenda to the Clerk: kingsbury-episcopi.pc@hotmail.com by  31st August 2022. 

Kelly de Silva 

Kingsbury Episcopi Parish Clerk 

10 Bay Hill, Ilminster, Somerset. TA19 0AT. 

07701 053 903