A MEETING OF THE PARISH COUNCIL
was held Thursday 15th January 2009, 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, Mrs A Richmond, Miss B Roper,
Mr. C Sampson (Chairman), Mr J Westlake, Mr M Williamson.
Guest Speakers: Ms L Davidson, English Rural Housing Association (ERHA)
Mr C Winter, Summerfield Developments
Mr N Brenchley, Parish Plan Steering Group Treasurer
Police: PCSO Wright
Clerk: Mrs. L Rampton
Press Representatives: Ms S Pope, Weston & Somerset Mercury
Members of the public: approx 20
Apologies for absence: Ms. D Powell (Vice-Chair), Ward Cllr Harley, Ward Cllr Marter
134. DECLARATIONS OF INTEREST (Agenda item 3) Mrs V McGann declared a personal interest in agenda items 8, 17/8, 19/7 & 22/11 due to (1) a family member being employed by the owners of the field (2) a family member being Chairman of the rugby club (3) a family member being a non-playing member of the rugby club.
Mr M Williamson declared a personal interest in agenda item 19 as a member of the rugby club committee.
135. APPROVAL OF MINUTES OF THE PARISH COUNCIL MEETING HELD 20TH NOV 2008 (Agenda item 4)
The minutes to the meeting were approved & signed as a correct record.
Proposed: Mr J Westlake Seconded: Mr G Luckett
All members present at the last meeting were in favour
136. MINUTE UPDATE FROM THE NOVEMBER 2008 MINUTES AND DEC & JAN CLERK’S REPORT– Annex 1
(Agenda item 5)
Jan Clerks Report – Mr Bridges was pleased to see that resurfacing works to Nye Road and Puxton Lane are finally to take place.
137. CRIME REPORT 20TH NOVEMBER 2008 – 15TH JANUARY 2009– Annex 2 (Agenda item 6)
Direct office no 01934 638123. Weekly Beat Surgery Tuesday 10 am – 1 pm
The report supplied to this meeting covers a two month period with crime recorded and calls made to the police slightly elevated from the same period last year. Three recorded crime cases in this report are family issues which have now been withdrawn and a group of people appear to be driving around the local villages damaging motor vehicles at random. Sandford & Winscombe Primary Schools are now protecting their equipment using ‘smartwater’ with Sidcot School keen to also become involved in this scheme.
On request from PCSO Wright, Councillors confirmed the Local Police Priorities for this Parish are correct at this time and no wish for these to be changed expressed.
The weekly Beat Surgeries held on a Tuesday morning continue to do well with 5/6 weekly customers. In light of this success, consideration is being given to an evening surgery that could be held before each full Parish Council meeting.
Those charged with offences in relation to the attack at the Indian takeaway in Oct 2007 are due to go to court on 22nd January 2009.
138. PUBLIC PARTICIPATION (Agenda item 7) A Sandford resident enquired as to the whereabouts of the vehicle activated speed sign to be installed on Greenhill Road promised by Ward Cllr Lake? Mr Bridges offered to make further enquiries in this regard.
139. PROVISION FOR AFFORDABLE HOUSING WITHIN THE PARISH – Ms L Davidson, ERHA and
Mr C Winter Summerfield Developments. (Agenda item 8)
Ms Davidson gave a summary of works carried out over the past 18 month period between ERHA, the Parish Council and the Affordable Housing Steering Group. Results of the housing need survey that attracted a 33.5% response had been presented to the Parish Council during 2008 and led to a number of potential sites around the Parish being identified jointly by ERHA & the steering group. These sites have in turn been prioritised by NSC Planning Officers.
Summerfield Developments, as land owner of one potential site made contact with ERHA to investigate possibilities of a joint venture to provide a number of affordable homes for the Parish on land off Well Close.
Mr Winter welcomed the opportunity to present the indicative proposals to the Parish Council in advance of the public consultation event to be held on 26th January. The consultation event will be open to key-stakeholders including near neighbours for the first hour and then open to the general public from 3.30pm – 7pm to enable them to view the proposals, ask questions, make suggestions and register an interest. A further consultation event will be held on 4th February at Winscombe Woodborough Primary School. Hand-outs were circulated to members of early proposals for a scheme to provide 30 affordable homes of mixed tenure(large scale drawings of these were on display at the meeting for the benefit of the public).
It is considered viable to provide affordable homes on this scale on land acquired close to the Primary School. Of the 30 2 & 3 bed houses and two bed apartments, two thirds would be managed by ERHA on a shared ownership or rental basis with the remaining third being sold on the open market at a discounted rate that would be retained in perpetuity. Proposals to build on this Greenfield site would be considered under an exception planning policy, will be 100% affordable housing and a proven need for this exists. As the preliminary scheme uses a part of the land, consideration could be given to dedicating the remaining field to the community for community use
Thirteen members of the public left the meeting
140. PARISH PLAN STEERING GROUP UPDATE – Mr N Brenchley, Parish Plan Steering Group (Agenda item 9)
Works to date of this stable group were detailed to the meeting. Leaflets delivered to each household in the Parish, amongst other mediums had generated a good response with over 1,000 replies from Parishioners advising what is important to them within the Parish and suggestions on how the area should develop over the next 5/10 years. A full questionnaire is being prepared and once 2,000 copies are printed around end of May 2009, these will be delivered to and collected from all households in the Parish. Results from completed questionnaires will be analysed and a Parish Plan formulated from this information.
Two hundred glossy versions of the plan will be produced for key-stakeholders with a further one thousand eight hundred action plans being printed for Parishioners or other interested parties. Costs for each process stage were detailed for the benefit of the Council.
It was reported that finding funds to complete this exercise was proving challenging with grants already obtained only able to cover initial project launch costs. Hopes for grant funding to complete this project from a particular source no longer exist and attempts have been, and continue to be made to secure external funds elsewhere. An application has been made to the Parish Council for grant funding in the 2009/10 financial year to ensure monies are available to complete this plan. Should the continued search for external grants be successful, these funds may not be required. Amongst discussion by Councillors it was considered that the hard work to date by volunteers could be without result due to lack of grant funding. Councillors were advised that the Steering Group Committee is seeking volunteers to deliver and collect questionnaires.
Three members of the public left the meeting
141. WARD COUNCILLOR UPDATE & NSC PARISH LIAISON OFFICER UPDATE (Agenda item 10)
No Ward Councillors or NSC Liaison Officer were present at the meeting.
142. TO AUTHORISE BILLS FOR PAYMENT – The Clerk Annex 3 (Agenda item 11)
Cheques 102599 - 102627 and direct debits payments detailed were authorised for payment
Proposed: Mrs P Cram Seconded: Mr J Westlake All in favour.
143. GREEN INFRASTRUCTURE STUDY IN NORTH SOMERSET (Agenda item 12)
In the absence of a full meeting of the Parish Council during December, copies of the study and the required response forms had been circulated to all Committee Chairmen for comment. A summary of responses received had been distributed to Councillors for discussion at this meeting. The quality of map provided by the consultant was considered to be of poor quality and of a too small a scale to detail all information required. The study requiring details of all open spaces within the Parish was considered by Council and a final response agreed.
144. BRISTOL INTERNATIONAL AIRPORT – UPDATE FROM 8TH DEC EVENT - Mr S Bridges (Agenda item 13)
The information evening event at Bristol International Airport (BIA) had been attended by Mr Bridges, Mrs Bushnell and Mr Williamson on behalf of the Parish Council. BIA presented plans for a future planning application to be submitted to NSC during 2009 that will include larger arrival and departure areas, piers and air-bridges joining aircraft to the terminal building and a hotel. Infrastructure for catering and fuel was discussed along with plans for a multi-storey car-park on the existing site with a direct covered link to the terminal building. Quieter more fuel efficient planes are being developed with airlines being encouraged to purchase these to deal with the increase in passengers numbers through the airport to 10 million p.a. by 2016.
Some Parish Councils close to the site are unhappy about the increase in aircraft movement. There are not thought to be any plans to change current flight paths.
145. COMMUNITIES IN CONTROL: REAL PEOPLE, REAL POWER: CODE OF RECOMMENDED PRACTICE ON LOCAL AUTHORITY PUBLICITY – A CONSULTATION. (Agenda item 14)
http://www.communities.gov.uk/publications/localgovernment/publicitycodeconsultation
The Employment & Policies Committee was delegated authority to send a response on behalf of the Parish Council to this consultation seeking views on the future of the Publicity Code and in particular on the code as an instrument for protecting public money (of either national or local taxpayers) while allowing councils to issue effective publicity.
146. THE OCCASIONAL – PARISH COUNCIL NEWS SHEET – Mr G Lloyd (Agenda item 15)
Eight items have already been submitted to Mr Lloyd for inclusion in the first news-sheet. An invitation for further contributions was met with a favourable response.
147. MENDIP HILLS AONB PARTNERSHIP UPDATE – Mr R Jones (Agenda item 16)
Mr Jones expressed a personal interest as a volunteer Mendip Ranger in the intended redundancies of two Mendip Hills AONB Wardens.
The Charterhouse Adventure Centre is currently looked after by two Wardens who oversee the work of 40 volunteer Rangers. Several months ago a confidential review by the AONB Service’s funding partners (Somerset County Council, North Somerset Council, Bath & North East Somerset Council, Mendip District Council, Sedgemoor District Council and Natural England) was carried out resulting in the restructuring of the partnership and the intended redundancies for the two wardens. A new ‘project warden’ post is to be created that will continue to deliver 80% of the Senior Warden role.
Council members were dismayed to hear of the proposed plans for redundancy of the two wardens who would have been ideal candidates to deliver the new management plan. It was considered that experience of the Mendip will be critical to the successful implementation and development of the plan.
A letter should be sent to the Mendip Hills AONB Service expressing the amazement of the Parish Council of the two redundancies and intrigue as to how the new management plan will be delivered. Copies should be sent to funding partners and MPs.
Proposed: Mr G Lloyd Seconded: Mr S Bridges All in favour
148. ENVIRONMENT COMMITTEE REPORT – Annex 4 Mr G Lloyd (Agenda item 17)
The minutes for the Environment Committee from the meeting dated 6th January 2009 were approved and signed as a correct record.
Proposed: Mr G Lloyd Seconded: Mrs A Brading
All Committee members present were in favour
Min 8 – it is now hoped that seven gates on public rights of way within the Parish can be replaced with kissing gates using grant funding obtained for the Aggregate Levy Sustainability Fund.
Min 14 b.) – The Woodborough Green remnant has now been placed on the Sites & Monument Register by the County Archaeologist.
The decisions of the Committee were recommended for action by the Parish Council.
Proposed: Mrs A Brading Seconded: Mr A Forbes All in favour
149. EMPLOYMENT & POLICIES COMMITTEE REPORT Annex 5 – Mr. R Jones (Agenda item 18)
The additional committee meeting sought by Councillors at the November Parish Council meeting has now taken place with all Committee Chairmen invited to attend to offer potential solutions to the excess hours currently being worked by office staff. No resolutions were passed at the meeting but new ideas were gained from those present that will be further considered by the committee and then presented to the full Parish Council
The minutes for the Employment & Policies Committee meeting held 13th January 2009 were approved and signed as a correct record.
Proposed: Mr M Williamson Seconded: Mr S Bridges
All Committee members present were in favour.
There were no decisions of the committee requiring approval for action.
150. FINANCE COMMITTEE REPORT Annex 6 – Mr C Sampson (Agenda item 19)
Mr Sampson gave a report of the meeting for the benefit of the Council.
Min 6 – Mr Jones has spoken to NSC regarding the consultation with town & parish Councils on Special Expenses and they look forward to receiving the comments of this Parish Council during February 2009.
Min 8 – considerable debate took place regarding the decision to double pitch rental and contributions towards changing room maintenance costs from the sports clubs. The former WSDC Committee is to be resurrected and then legal advice taken, if appropriate regarding the lease agreement for the changing rooms. A question was asked as to why the committee acted against the advice of the Clerk regarding the increase in changing room maintenance contributions that was responded to by Mr Williamson, WMRG Committee Treasurer. An inflationary rise or even a 10% increase on the previous maintenance contribution of £75 from each club was minimal considering the sum of monies spent by the Parish Council on this facility over the past few years with the cost of pitch rental being extraordinarily low. Minimal rises have been applied to fees during the last 5 year period. A request has been made to the Parish Plan Group to include a question on the questionnaire regarding the value of the Recreation Ground to Parishioners.
Some members considered that any decision to increase charges on the changing rooms should be left to the new committee to recommend following clarification of the legalities in the current lease.
With two minor amendments the minutes for the Finance Committee from the meeting dated 8th January 2009 were approved and signed as a correct record.
Proposed: Mr G Lloyd Seconded: Mr M Williamson
All Committee members present were in favour
Prior to the actions of the committee being recommended for approval, it was proposed by Mrs V McGann, seconded by Mrs A Brading that the changing room contribution charged to three sports clubs in the forthcoming financial year as detailed in Finance Committee min 8 not be increased until further legal advice has been received. 5 in favour, 8 against, 1 abstention. Motion not carried.
It was proposed by Mr M Williamson, seconded by Mr G Lloyd that the grant to be paid to the W&S Senior Citizen Forum be re-instated back to the amount applied for of £300. No amendment to the precept recommended to the Parish Council should be made. 13 members in favour, 1 against.
A proposal by Mr S Bridges, seconded by Mrs P Cram to add planning and design costs for a car-park extension at the WMRG of £1,000 into the precept failed. 4 in favour, 10 against.
A Precept figure for the 2009/10 financial year was set at £105,000, a reduction of £1,000 from the previous financial year. This would mean a Local Council Element of Headline Council Tax per D Band property reduction from £56.23 to £55.04.
Proposed: Mr A Forbes Seconded: Miss B Roper All in favour.
The decisions of the Committee were recommended for action by the Parish Council.
Proposed: Mrs P Cram Seconded: Mr J Westlake All in favour
External Audit 2007/08 – the annual return submitted to our external auditors has now been completed. This states that on the basis of the review and, in their opinion the information contained in the annual return is in accordance with the Audit Commission’s requirements and no matters have come to the attention of the auditors giving cause for concern that relevant legislation and regulatory requirements have not been met.
As required on conclusion of this audit, notices have been displayed on Parish Council notice-boards.
151. NSC BUDGET STRATEGY CONSULTATION 2009/10 to 2011/12 – Mr C Sampson (Agenda item 19)
Mr Peter Sloman of NSC has previously spoken to Councillors on the subject of future budget planning following the setting of NSC Council tax levels for 2008/09. It was proposed by Mr Bridges, seconded by Mr Williamson that these proposals were accepted. All members were in favour.
152. CEMETERY & ALLOTMENT COMMITTEE REPORT Annex 7 – Mr M Williamson (Agenda item 21)
The minutes for the Cemetery & Allotment Committee from the meeting dated 5th December 2008 were approved and signed as a correct record.
Proposed: Mr G Luckett Seconded: Mrs V McGann
All Committee members present were in favour
An update of current cemetery extension works being carried out by contractors was detailed for the benefit of the meeting. An additional meeting of the Cemetery & Allotment Committee has been scheduled for 6th February to consider these matters and decide on the method of allocation for allotment plots.
The Parishioner who originally requested the picket fence segregating the cemetery from the allotments had called into the Parish Office and asked that her thanks be conveyed to the Council for including this request in current works.
The decisions of the Committee were recommended for action by the Parish Council.
Proposed: Mr M Williamson Seconded: Mrs A Brading All in favour
153. WAR MEMORIAL RECREATION GROUND COMMITTEE REPORT Annex 8 – Mr S Bridges (Agenda item 22)
Further tests on materials to the tractor shed roof are being instigated and paid for by sports clubs. A meeting has been scheduled with local contractors to assess current rebuilding costs for the tractor shed and storage container prior to these being included on the Parish Council insurance schedule.
The decisions of the Committee were recommended for action by the Parish Council.
Proposed: Mr S Bridges Seconded: Mr G Lloyd All in favour
154. AWARD LAND CHAIRMAN’S REPORT Annex 9 – Mr J Westlake (Agenda item 23)
The minutes for the Award Land Committee from the meeting dated 24th November 2008 were approved and signed as a correct record.
Proposed: Mr C Sampson Seconded: Mrs V McGann
All Committee members present were in favour
It was reported that a company that supplies lime mortar suitable for repairs to the old forge has been located.
The decisions of the Committee were recommended for action by the Parish Council.
Proposed: Mrs V McGann Seconded: Mr J Westlake All in favour
155. MATTERS FOR INFORMATION (Agenda item 24)
· A Parish Fair-trade Committee Meeting had been held on 14th January with Mr Sampson being in attendance as Parish Council representative. Fair-trade fortnight commences 24th February 2009.
· Unkempt appearance of a shop on Woodborough Road – Mrs Cram requested that the owners of the former Butterflies Shop be written to regarding the untidy appearance of this. The matter is to be referred to the Parish Council Environment Committee for consideration.
· Sandford Village Hall – The Winscombe & Sandford Working Partnership team had recently carried out works to Sandford Village Hall with Committee members being delighted with the results. A Village Hall programme of events for 2009 was issued to all Councillors present at the meeting.
With no further business, the meeting concluded at 9.55pm
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.