A MEETING OF THE PARISH COUNCIL
was held Thursday 14th August 2008, Winscombe Community Centre at 7.30 p.m.
Present: Mrs. A Brading, Mr. S Bridges, Mrs P Bushnell, Mrs. P Cram, Mr. A Forbes, Mr. R Jones (Vice-Chair), Mr. G Lloyd, Mr. G Luckett, Mrs V McGann, Ms. D Powell (Vice-Chair), Mrs A Richmond, Miss B Roper, Mr. C Sampson (Chairman), Mr J Westlake, Mr M Williamson.
Ward Councillors: Mrs A Harley
NSC Liaison Officer: Mr J Foster
Police: PC Church
Clerk: Mrs. L Rampton
Press Representatives: Ms S Pope – NS Mercury
Members of the public: four
Apologies for absence: none
49. DECLARATIONS OF INTEREST (Agenda item 3) Mr Sampson declared a personal interest in Agenda item 18, Church Lane car park light as a member of the PCC.
50. APPROVAL OF MINUTES OF THE PARISH COUNCIL MEETING HELD 19TH JUNE 2008 (Agenda item 4)
The minutes to the meeting were approved & signed as a correct record.
Proposed: Mrs A Brading Seconded: Mr M Williamson All in favour
51. MINUTE UPDATE FROM THE MAY MINUTES & JUNE CLERKS REPORTS– Annex 1 (Agenda item 5)
Clerks Report – Councillors attention was drawn to the cancellation of the ALCA Quality Parish training day on 2nd September 2008.
52. CRIME REPORT 19TH JUNE – 14TH AUGUST 2008– PC Church Annex 2 (Agenda item 6)
Direct office no 01934 638123. It was clarified that ‘vehicle interference’ is attempted theft either from, or of the motor vehicle. The one drug possession recorded in this period was of a vehicle passing through the Parish on the A38 and not of a person resident in the Parish.
A Councillor voiced concern that speeding traffic in Sandford is getting worse although the work of the Speed Watch team in this area is commendable. Ward Councillor Harley will enquire of Cllr Lake, the present situation regarding the installation of two vehicle activated speed (VAS) signs for the village. The VAS on the A38 has lost its flash and should be reported to NSC.
53. PUBLIC PARTICIPATION (Agenda item 7) –Shaun Darley addressed the Parish Council on the matter of Winscombe & Sandford becoming a ‘Fair-trade Village’ and advised of works in the Parish that have been taking place over the past five years towards supporting this.
54. WARD COUNCILLOR UPDATE & NSC PARISH LIAISON OFFICER UPDATE (Agenda item 8)
Mr Foster updated the Council on progress following the pavilion building on the pier in Weston-Super-Mare being destroyed by fire. NSC worked closely with the emergency services on the day of the fire to minimise the risk to other buildings. The actual pier appears to be in sound condition and NSC is liaising with the owners and the Environment Agency to remove large amounts of debris from this. Consultation is also taking place with English Heritage and the owners regarding replacement of this Grade 2 listed building. In efforts to minimise the loss of employment, attractions on the pier are taking place in temporary structures.
Cllr Harley reported that more tourists are visiting the town following the fire and praised NSC Officers for the manner in which they supported the emergency services.
55. TO AUTHORISE BILLS FOR PAYMENT – The Clerk Annex 3 (Agenda item 9)
Cheques 102465 - 102511 and direct debits payments detailed were authorised for payment
Proposed: Mrs P Cram Seconded: Mr A Forbes All in favour.
56. TO CONSIDER SUPPORT OF THE PARISH BECOMING A ‘FAIRTRADE’ VILLAGE Annex 4 (Agenda item 10)
Support of the local authority i.e. Parish Council is required in order that Winscombe & Sandford Parish may gain formal recognition as a ‘Fair-trade Village’ and a request has been made by a community member for this to be considered. Obtaining recognition would mean that the community takes seriously the importance of buying and selling fairly traded products where possible.
A lengthy debate ensued where cost, number of people that may benefit and expansion of the large ‘Fair-trade’ organisation were discussed. Should the Parish Council support Fair-trade for this Parish it should offer Fair-trade tea and coffee at meetings & in its office where refreshments may be served.
Winscombe & Sandford Parish Council supports a strategy in order to fulfil the aim of becoming a Fair-trade Parish and agrees to offer Fair-trade tea and coffee at its meetings and in its office when refreshments are served.
Proposed: Mrs A Brading Seconded: Mr S Bridges 9 in favour, 3 against, 2 abstentions
Mr C Sampson was nominated to represent the Parish Council on the Fair-trade Steering Committee
Proposed: Mr J Westlake Seconded: Mrs A Brading 13 in favour, 1 against.
57. ZERO WASTE WEEK CHALLENGE 29TH SEPT – 5TH OCT 2008 (Agenda item 11)
Information regarding this challenge had been previously issued to Parish Councillors.
The NSC Waste Team will be running this event in partnership with Bath and North East Somerset, Bristol and South Gloucester Councils. The aim of the week is to encourage residents to throw away as little as possible, and to record their progress over the week. Printable packs have been sent by email from NSC for individuals and groups that include a guidance sheet, top tips and a record sheet. Further information and copies of the pack are available from NSC Streets & Open Spaces in hard copy, or from the NSC website. The Winscombe Community Association Zero Waste Group has submitted an article printed in this month’s edition of the Parish Magazine to publicize this event.
58. AVON LOCAL COUNCIL ASSOCIATION REPORT - Mr R Jones Annex 5 (Agenda item 12)
Mr Jones gave a verbal report of the meeting and advised that the CPRE report had been issued with agenda papers to the Environment Committee meeting where this was considered. The BIA report is a hefty document that will be forwarded to the Parish Office where it will be available for Councillors.
59. MENDIP HILLS AONB SERVICE – MEETING UPDATE - Mr R Jones Annex 6 (Agenda item 13)
Mr Jones read the report of the meeting to the Council. This paper had been previously circulated with papers to this meeting.
60. A368 7.5 T WEIGHT RESTRICTION FREIGHT EXPERIMENT – Mr G Luckett (Agenda item 14)
It was advised the proposed environmental advantage of this restriction is to villages on the route through less heavy goods vehicle (HGV) usage. The experimental limit came into force on 4th August 2008 and applies to the A368 from Churchill traffic lights to west of the junction with the B3134 at Burrington. The trial period, maximum of 18 months will be monitored at 6 monthly intervals. HGVs based within 4km of the restricted road (which extends to the west part of Winscombe), may obtain a permit to enable use of the restricted road as a through road – an alternative route must be used for all other HGVs unless delivering or collecting within this area. The weight restriction experiment does not include the A368 through Sandford and it was confirmed that lorries indigenous to this Parish are entitled to use roads in this area.
61. PRIMARY CARE TRUST UPDATE – Miss B Roper Annex 7 (Agenda item 15)
The last written report of the PCT meeting is 15th May 2008. A report for the meeting held 14th August was circulated to Councillors at the meeting. There was now concern about staff developments since this meeting and Miss Roper offered keep the Parish Council informed of any changes.
62. PARISH COUNCIL OFFICES – TO CONSIDER REVISED RENTAL COSTS – Mr M Williamson (Agenda item 15)
With effect from September 2008 Winscombe Community Association (WCA), due to rising electricity and gas costs were to implement a 10% increase for office rent of two rooms. Following rental of additional office/storage space from August 2008, and to include additional utility costs it was agreed that an annual charge of £1,100 would be made pro rata to 31st March 2009. Rent, including utility bills for the period 1st April 2009 – 31st March 2010 was agreed at £1,160 and is to include the hire of two meeting rooms per month. Additional meetings are charged at £5 each.
. Revised rental costs as detailed in this minute (62 140808) were accepted by the Parish Council.
Proposed: Mr G Lloyd Seconded: Miss B Roper All in favour
Mr Williamson advised the Parish Council of the appreciation of WCA for their continued support.
63. PARISH PLAN PROGRESS REPORT – Mr G Luckett (Agenda item 17)
The third Chairman of this steering group since inception in March 2008 has now been appointed and Mr Luckett detailed other nominated Officers, including Topic Leaders for the benefit of the Parish Council. It was advised that although no works had yet taken place, it had been agreed to change the name of the ‘Parish Plan’ to ‘Community Plan’. Three ‘Community Plan’ launch events have been organised in October 2008 and there will be a display at the Michaelmas Fair on 13th September.
A request has been made by the steering group, although too late for inclusion as an agenda item at this meeting to incorporate a non-interactive section to the Parish Council web-site promoting the Plan. It was also requested that this item be considered by the Chairman’s Committee in order that a decision be reached before the next meeting of the Parish Council in September.
A debate took place in which it was agreed the Parish Council had supported the production of a Parish Plan, although the merits of changing the name of this were met with dismay. It was considered that as the Steering Group had yet to instigate works in the production of a plan, a meeting of the Chairman’s Committee to approve inclusion on the Parish Council web-site was inappropriate and outside the remit of the committee. Further details regarding possible web-site requirements were requested before this matter could be included as an agenda item at the September meeting of the Parish Council.
64. FORMER COLUMN C2, CHURCH LANE, CHURCH CAR PARK – REMOVAL OF BRACKET BY SEC
Mr G Lloyd (Agenda item 18)
This item has been requested for consideration in accordance with adopted standing order 22 by Mr Lloyd,
Mrs A Brading & Mr R Jones in view of further information to be offered to the Parish Council.
A decision was made by the Parish Council 17th April 2008 not to contribute towards the replacement light costs for the light in the St James Church car park. A provisional order to replace the bracket only, was not cancelled by the Clerk on instruction from a Churchwarden who gave assurance that the invoice should be directed to the Church for payment. This instruction was carried out 18th April prior to the bracket being installed on 24th April. The Parish Council has subsequently been advised by SEC that the invoice for payment sent to St James Church has yet to be settled. Should payment to SEC not be forthcoming from the Church, the light bracket will be removed in a matter of days and additional costs incurred for any replacement – Church Officials have been informed of this.
Considerable discussion took place regarding this matter. Potential insurance claims were again considered against the car driver that reversed into the pole, although removal of the felled pole by Western Power Distribution, on instruction of Church Officials has potentially made this more difficult.
Resolved: Not all parts of the Parish are lit by street light although the Parish Council does include a number of areas that fall outside the NSC lighting criteria in our lighting contract. The light to the Church car park on Church Lane is in close proximity to a light, paid for by the Parish Council on the junction of Church Lane and Winscombe Hill. There is also another light at the entrance to the Church and graveyard, to which the Parish Council makes an annual contribution to the Church.
It was proposed that the Parish Council pay the Church half costs (£205) for the installation in the Church Lane car park of the bracket to the pole and connection instigated by them.
Proposed: Mr M Williamson Seconded: Mr S Bridges 4 in favour, 9 against, 1 abstention
65. TO APPROVE THE RECOMMENDATIONS OF THE FINANCE COMMITTEE Annex 8 (Agenda item 19)
The attention of the council was drawn to minute 10 where new financial regulations would allow committees to authorise expenditure from within their agreed budgets.
The minutes of the Finance Committee meeting dated 7th July 2008 were approved and signed as a correct record. Proposed: Mr G Lloyd Seconded: Ms D Powell
All Committee members present were in favour
The decisions of the Committee were recommended for action by the Parish Council.
Proposed: Mr G Lloyd Seconded: Mrs A Brading All in favour
66. EMPLOYMENT & POLICIES COMMITTEE REPORT - Mr R Jones Annex 9 (Agenda item 20)
Min 7 relates to the resignation and replacement of the WMRG Orderly. With a closing date of 14th August for applications for this post, one application has been received.
When all sections of the Parish Council standing orders have been reviewed, these will be submitted to the Parish Council for approval.
The minutes for the Employment & Policies Committee from the 30th June 2008 meeting were approved and signed as a correct record. Proposed: Mr M Williamson Seconded: Ms D Powell
All Committee members present were in favour
The decisions of the Committee were recommended for action by the Parish Council.
Proposed: Mr M Williamson Seconded: Miss B Roper All in favour
67. ENVIRONMENT COMMITTEE REPORT – Mr G Lloyd Annex 10 (Agenda item 21)
The minutes for the Environment Committee from the meeting dated 1st July 2008 were approved and signed as a correct record. Proposed: Mrs P Cram Seconded: Mr A Forbes
All Committee members present were in favour
Min 7c – it was suggested that works carried out had not alleviated water on this public right of way and this matter would be further considered at the next committee meeting.
The decisions of the Committee were recommended for action by the Parish Council.
Proposed: Mr G Lloyd Seconded: Mr R Jones All in favour
68. AWARD LAND COMMITTEE REPORT - Annex 11 (Agenda item 22)
Min 1 – it was noted that Mr Westlake was nominated as Chairman.
It was thought the NSC County Archaeologist may obtain equipment capable of mapping the Award Land in August and quotations to clear footpaths will be submitted to the next meeting of the Parish Council.
With one amendment to min 1, the minutes for the Award Land Committee from the meeting dated 21st July 2008 were approved and signed as a correct record.
Proposed: Mrs A Brading Seconded: Mr G Luckett All Committee members present were in favour
69. CEMETERY & ALLOTMENT COMMITTEE REPORT & ST MONICA TRUST s106 AGREEMENT UPDATE
Mr M Williamson Annex 11 (Agenda item 23)
Drawings detailing the proposed cemetery extension have now been received from consultants engaged by St Monica Trust and these were circulated to Councillors in advance of the meeting with a large scale plan on display at the meeting. A number of small amendments to the design have been suggested by Councillors, but general consensus was that the design is a sympathetic extension of the cemetery and allotment area whilst landscaping details allow views across the AONB to be retained. Bristol Water has verbally determined to St Monica Trust representatives, the water pipe travels in a straight line and this should be included in the plan with the necessary easement.
It was concluded that a meeting of the committee be held to which St Monica Trust Representatives are invited along with our local Undertaker (advisor to the committee), Stone Mason and Mrs Nicholas (allotment representative to the committee) to enable all areas of expertise to be included within the final design.
Plans for the proposed cemetery extension as detailed in drawings submitted to the Council were approved in principle. The Cemetery & Allotment committee are delegated authority to make a number of minor amendments to the plan and for this to then be submitted to NSC Planning Department in order that conditions to consent 07/P/2175/F are discharged.
Proposed: Mr M Williamson Seconded: Mrs M McGann All in favour
Parish Liaison Officer, Mr Foster should be informed when plans are submitted to NSC to enable a speedy progression through the system.
(i) Sandford Railway Museum/Centre (as part of the s106 Agreement) Meeting Update
St Monica Trust is to insure and maintain the outside of the building, with the volunteer group being responsible for the utility charges. The project has been met with a lot of enthusiasm and the legal entity of this is being considered. Trustees for the Centre may be appointed and the Parish Council should consider nominating a representative to this.
70. WAR MEMORIAL RECREATION GROUND COMMITTEE REPORT - Mr S Bridges Annex 12 (Agenda item 24)
Min 6c – in order that cuttings do not fall into the skate-park, the tennis club will cease to cut the top of the hedge. The Play Area Committee could ask the W&S Working Partnership team to carefully trim the side and top carefully by hand.
Min 9b – SB has met with H&S advisors in order that a full risk assessment for the recreation ground and changing rooms be compiled.
Min 10 – Sport England must be contacted for approval to the car park extension proposals prior to a planning application being submitted.
Min 13 – repair works to the current car park have now been carried out satisfactorily by contractors to the Strawberry line.
(i) Necessary Repair Works to Changing Room Showers & Proposed Timescale
Five quotations for repair works to the main shower walls & tiling have now been received which are higher than anticipated at the last meeting of the Parish Council. Costs range between £4,800 and £6,800.
Two alternative methods have been explored to rectify the problem, but all three companies involved in the quotation process agree that all tiles and plasterboard to the walls must be removed.
Option 1 involves replacing the current ply with a waterproof ply beneath new tiles whilst option 2 would involve building a block wall to which the new tiles would be fixed. Using either option, the Winscombe & Sandford Working Partnership Team will remove tiles and current plasterboard in an effort to reduce costs.
Due to the playing schedules of both the Football and Rugby Club, and in order to meet league requirements for both clubs, urgent repair works to the shower room is now required so that these may be used for the coming playing season commencing September 2008.
Costs for works can be partially met from within the WMRG Committee budget (£1,000) and Cricket, Rugby and Football Clubs have each agreed to contribute £500.
It was proposed that ‘Golding & Clarke’ be appointed to replace the current wall area with a suitable waterproof board and tile at a cost of £4,800, with the shortfall of monies as detailed above (£2,300) being vied from the Parish Council ‘Insurance’ budget heading.
Proposed: Mr S Bridges Seconded: Mr M Williamson All in favour
A 12 month warranty for works should be requested and a humidistat installed in conjunction with these works and ceiling repairs.
Contact with the original architect should be considered by the committee regarding the standard of materials used in the changing room refurbishment in 1999.
70. MATTERS FOR INFORMATION (Agenda item 25)
Michaelmas Fair 13th September 2008 – Mr Westlake would again be organising the Parish Council stand for this event and volunteers to cover part of the day should contact him to enable a rota to be organised.
With no further business, the meeting concluded at 10.05 pm
Signed................................................................... (Chairman)
Date.......................................................................
Winscombe and Sandford Parish Council acknowledges the general duty placed upon it by the Race Relations (Amendment) Act 2000. The Council will continue within its functions and policies to have due regard to the need to eliminate discrimination, promote equality of opportunity and promote racial equality of different racial groups.