A MEETING OF THE PARISH COUNCIL
was held Thursday 15th September 2005
Winscombe Community Centre at 7.30 p.m.
Present: Mrs. M Ballard, Mrs. A Brading, Mr. S Bridges, Mrs. P Cram (vice-chair), Mr. A Forbes,
Mr. G Lloyd, Mr. G Luckett, Ms. D Powell (vice-chair), Miss B Roper, Mr. C Sampson (chairman), Mr K Symons, Mr. J Westlake, Mrs. P Witter, Mrs. K Wynne.
District Councilors: Mrs. A Harley
Members of the public: Four
Police Cover: PC Church
North Somerset Council Parish Liaison Officer: Mr. J Foster
Press Representatives: Mr G Jones – Freelance journalist
Mr. P Burton – Weston & Somerset Mercury
Clerk: Mrs. L Rampton.
Apologies for absence: Miss S Tucker
62. CHAPLAIN – Mr. K Symons
(Agenda item 1)
63 DECLARATIONS OF INTEREST
(Agenda item 3)
64 APPROVAL OF MINUTES OF THE PARISH COUNCIL MEETING HELD
21ST JULY 2005.
(Agenda item 4)
The minutes of the meeting were approved subject to the following amendments:
Min. 48 – Strawberry Line Update
p. 58 second line – AX29/49/10 should read AX29/49
p. 58 second para. – AX29/40/30 should read AX29/76
p. 57 second para. third line – ‘wheelchair access’ to be added after ‘pushchairs, bikes’
Proposed: Mr. A Forbes Seconded: Mrs. P Cram
All in favour
65. MATTERS ARISING FROM THE MINUTES & CLERKS REPORT– Annex 1
(Agenda item 5)
Min 48. Strawberry Line Update
North Somerset Council was no longer proceeding with the removal of footpath AX29/49 due to Parish objections.
Min 54. Parish Office Notice board
The resolution passed was for the installation of a sign rather than a notice board. A notice board would be of greater assistance to PC Church who would be able to display office and contact information along with crime trend figures etc. The Parish Council side of the board would not be a repetition of the other village notices, but would be useful for housekeeping details. This matter should be considered by the Environment Committee.
66. PUBLIC PARTICIPATION
(Agenda item 6)
Mrs. Cram advised that a visitor to the area had contracted Lyme disease through a tick.
District Councillor Harley requested as Ward Councillor for the Parish, more feedback from the public, clerk and Parish Councillors. This was considered to be a two way process.
Mrs. Harley will always endeavour to contact Councillors and Chairmen involved with specific issues.
Members of the public are encouraged to attend meetings and air their views or concerns. Parish Council minutes are available at the Winscombe Library or at the Railway Inn in Sandford and photographs of all Councillors displayed on our notice boards.
Mrs. Harley requested that guidelines be given by the Police to Neighbourhood Watch co-coordinators regarding garden sheds and equipment. Details of these are currently on the Police web-site and included in current leaflets.
67. CRIME REPORT 14th July – 14th September 2005– P.C. Church
PC Church voicemail no. 07709618869
(Agenda item 7)
100 calls had been received from the Parish in this period, this was considered to be average bearing in mind the two month period. These calls resulted in 31 crimes being recorded.
7 non dwelling burglaries
9 theft including 2 from motor vehicles
11 criminal damage including 8 to motor vehicles.
The detection rate on submission is 10%. This rate will increase on further investigations of the crimes. Crime trends show that shed and garage breaks are high at a District level. Alarms for garden sheds can be purchased for £25.00, or alternatively, locks also act as a deterrent. PC Burrow has a portable garden shed – ‘Sheducation’ that the Parish could consider inviting to be parked in the centre of the villages to offer tips to local residents.
The Youth responsible for damage to the skate park has now been charged and dealt with in accordance with Home Office Guidelines (he received a caution).
The weekly Police Surgery on a Tuesday morning at the Community Centre continues to be very successful with the 100th visitor calling this week. This surgery is top of the list for all Parishes.
Yellow lines advising of parking restrictions on Woodborough Road were in a very poor condition and details of these, along with proposed changes are annexed to the Road Safety Committee minutes. Any changes to the current parking restrictions will take a considerable amount of time to implement but repainting of the current lines could be carried out within the next couple of months. PC Church has requested repainting of current lines be carried out in lieu of a resolution being passed by this council.
Un-safe drop-off points in Sandford for school children travelling home by coach from Churchill Community School had been identified by a concerned parent. PC Church was congratulated on visiting both the school and coach company and bringing about a speedy solution to this problem.
Youths were no longer troubling horses in the field adjacent to the skate park or throwing litter into this following a visit and friendly word from PC Church. The Parish Council again expressed their gratitude.
Following previous reports, the two men seen carrying firearms onto the Award Land did not have the permission of High Action Ltd to cull deer - any deer shot recently have been the victims of poachers. PC Church advised that anyone seen carrying a gun should be reported immediately to the Police in the usual manner and registration numbers of any vehicles taken down.
Should the owners of Lyncombe Lodge and surrounding areas instruct a company to manage their land, and this could include the culling of deer, very strict guidelines and procedures would have to be followed that are set down by the National Deer Management Organisation.
68. TRAFALGAR WEEKEND 21-23RD OCTOBER 2005 – Mr. S Bridges
(Agenda item 8)
A church service is to be held in Winscombe on Sunday 23rd October 2004 reflecting on the Battle of Trafalgar and bells are to be rung on Saturday and Sunday of this weekend.
The dinner on Friday 21st October, arranged by Mr. Bridges with the support of the Parish Council has now sold out. A small profit was anticipated from this event that would be split between the two charities nominated by NALC.
Proposed: The Parish Council purchase bunting at a cost of £75 to be used at the Trafalgar weekend dinner and then for future community events.
Proposed: Mr. S Bridges Seconded: Mrs. P Cram
3 in favour, 6 against, 4 abstentions
Motion not carried.
A beacon is being arranged by Mr. Hugh Gunn for the Saturday evening to be located either on The Knoll or Wavering Down. Mr. Bridges has organised help for Mr. Gunn with the building of the beacon. The Parish Council was asked to consider the funding of a firework display as these could be enjoyed from many areas of the Parish at no charge to the residents.
Firemagic, a specialist firm dealing with firework displays would be able to provide a 5 minute display for £500 or a 12 minute display for £1,000. The Council was advised that this matter could be considered as urgent business due to the restricted time scale available.
As the venue could not be confirmed, the Council deferred making a decision on this request to either a future meeting of this Council or it’s Finance Committee. The Chairman was asked to report this information to Mr. Gunn.
69. TO AUTHORISE BILLS FOR PAYMENT – The Clerk Annex 2
(Agenda item 9)
The Clerk advised that the second installment precept had today been received from North Somerset Council.
Proposed: Mr. A Forbes Seconded: Miss B Roper
All in favour.
70. AGENDA FORMULATION & COMMITTEE STRUCTURE
(Agenda item 10)
(i) Public Participation
Following a lengthy discussion that outlined the decision taken by this Council in May 2004 and the reasons for doing so, the Parish Council concluded that the advice being offered by ALCA in this instance was not necessarily the most appropriate. Times have moved on since the Public Bodies (Admission to Meetings) Act 1960 and further instruction may be taken from the Local Government Act 1972, section 111 (1) & (2). The procedure adopted by this Council, confirmed as robust by the North Somerset Council Monitoring Officer, enables the Parish Council to listen to the public in a controlled manner and then to make an informed decision.
Resolved: This Parish Council reaffirm the protocol officially made by this Council on 22nd May 2004 & previous protocol, that Public Participation will be held within the body of the meeting and minuted. The Agenda front sheet and Standing Orders adopted by this Parish Council should clearly state that ‘Public Participation’ is for members of the public to present comments, observations, information, petitions or lead deputations.
A letter should be sent to The ALCA County Secretary confirming the procedure adopted by this Council and the statute used in doing so.
Proposed: Mrs. K Wynne Seconded: Mrs. A Brading
12 in favour, 1 abstention.
(ii) Planning Committee
The recent PowerPoint presentation showing planning applications using a notepad computer and projector at the Planning Committee meeting had proved to be very successful, although seating arrangements for both Councillors and the Public should be better arranged. Other alternatives to this method of presentation such as the use of an overhead projector or supplying copies of the plans between two Councillors were also considered.
Mr. Foster offered to investigate the possibility of old equipment from North Somerset Council being gifted to the Parish Council that could assist in projecting an image onto the wall. In the interim period, loaning of a notepad computer and projector or an overhead projector could be investigated.
The proposed method of projecting an image onto a blank wall is approved by this Council.
Proposed: Mr. G Luckett Seconded: Mr. A Forbes
All in favour
71. WINSCOMBE COUNTY PRIMARY SCHOOL REPORT – Mrs P Cram
(Agenda item 11)
A considerable number of entries of excellent quality had been made by the school children to the Michalemas Fair. All ‘out of school hours’ clubs had now commenced again, including judo at 8am! Planning Preparation and Assessment time of 10% for teaching staff is now in place, with Caroline Savage from Churchill Community School visiting the primary school to teach ‘dance & drama’.
One school in the County had received a telephone call Monday lunchtime and then been visited by OFSTED using new guidelines by Thursday of the same week.
72. SANDFORD COUNTY PRIMARY SCHOOL REPORT – Mrs P Witter
(Agenda item 12)
138 children are now registered for the school with 8 available places in Key Stage 2. Following records showing how much improved children were at school (benchmarking), Sandford Primary finished second in the County. Three new members have joined the staff this term and the temporary vacancy arisen for deputy head teacher due to maternity leave has been filled internally.
Notices have been displayed on Parish notices boards, at nurseries, schools and even on the side of buses advising that now is the time to register children due to start school in September 2006.
73. STANDING ORDER – WORKING PARTY REPORT
(Agenda item 13)
Final Draft Standing Order, Financial Regulations, Parish Policy and Terms of Reference have now been reached and will be issued to Parish Councillors for consideration before the October meeting of the Parish Council. To try to minimize the amount of paper used, these documents will be issued initially to Councillors by e-mail so that amendments can be incorporated into these documents prior to a hard copy being issued to all. Should paper copies be required at this stage, please advise the Clerk who will issue these along with copies to Councillors not on e-mail. All amendments are highlighted in red for ease in locating any changes. Please advise the Clerk or Miss Roper of any amendments that you wish to be included before 14th October 2005.
The standing order document should be considered a living document, with a record sheet being issued for each copy so that updates may easily be recorded.
Miss Roper thanked members of the working party for their assistance in this project.
74 SIDCOT SCHOOL PLAYING FIELDS
(Agenda item 14)
A letter has been received from the Bursar advising of problems being encountered with groups of casual footballers using Sidcot School football, rugby and hockey pitches causing considerable damage to the goal mouths resulting in unacceptable wear. The users are of the opinion that there are no other suitable areas within the Parish to play. A similar problem is encountered at the War Memorial Recreation Ground with their goal mouths.
Resolved: Goals that can be securely fixed to the ground, but are movable to allow the ground chance to recover from continued use should be placed on the area used for football training. Sidcot School may have goal posts that are no longer used, that they would be willing to donate.
Proposed: Miss B Roper Seconded: Mr A Forbes
All in favour.
75. REPRESENTATIVE AT SENIOR CITIZEN FORUM – MEETING 30TH SEPT 2005
(Agenda item 15)
The Chairman was granted permission to represent the Parish Council at the above mentioned meeting.
Proposed: Miss B Roper Seconded: Mr. A Forbes
All in favour.
76. WAR MEMORIAL COMMITTEE REPORT – Mr. H Fountain Annex 3
(Agenda item 16)
(i) Replacement Tank in Roof Space – Changing Rooms
The current 25year old water tank had sprung two leaks over the summer period and was considered to be nearing the end of its useful life. The replacement of this tank was considered to be a specialist job requiring part of the roof to be removed to fit the new tank in. From the many companies asked to supply costings for these works, two quotations had been received. John West (contractors) Ltd had quoted a price of £2,749 excl VAT and Aqua Systems £1,248.68 excl VAT.
Aqua Systems should be instructed to proceed with the replacement of the water tank.
Proposed: Mrs. A Brading Seconded: Mr. A Forbes
All in favour
(ii) Car Park Resurface & Re-lining at the War Memorial Recreation Ground
Three quotations have now been received for the resurface and associated works to this car park.
Contractors on the North Somerset Council approved list of contractors had been contacted and notices placed on Parish notice boards inviting quotations for these works.
SWC quoted a price of £16,970 to include cutting out and patching over 100 square metres of car park area prior to resurfacing which was thought excessive by the War Memorial Recreation Ground Committee. Ford Bros quote was for £9,951 and Ringway, £9,970. The Ringway quotation was thought to be of a slightly higher specification.
A £2,000 contribution towards these works had previously been received from the Strawberry Line Project.
Work should now be instructed for the repair, resurface and re-lining of the War Memorial Recreation Ground Car Park to include disabled bays and access areas. Either Ford Bros or Ringway should be appointed on further inspection of the specifications offered.
Proposed: Mr. A Forbes Seconded: Mrs. A Brading
All in favour.
(iii) Proposed Screening of Football Pitch by Trees
A request has been made by the Committee of Winscombe AFC Football Club to plant trees along both goal mouth ends to the football pitch as you enter the War Memorial Recreation Ground. These trees, along with creating a sound barrier and preventing footballs being kicked into the car park would be required to create a screen around the pitch – a requirement of the FA should the 1st team be promoted at the end of the current season. A charge to enter the ground whilst a match was in progress, currently £4 per person would also be made. The football club would take responsibility of the trees and would ensure that these would not exceed 6’6” in height.
A lengthy discussion ensued in which Councillors pointed out that the proposed changes could be against the Winscombe War Memorial Recreation Ground Constitution, signed 7th April 1977. As this area is close to the AONB, Councillors should be mindful when granting permission for Lleylandi style trees and consideration should be given to the effect of trees and their roots on the recently installed drainage system to this football pitch. Concern was also expressed for the safety of the Parish Play Areas and Skate Park if visibility from the car park was reduced.
The council was advised that access to the pitch would only be restricted whilst a match was in progress and that if the football club were fortunate enough to be promoted at the end of the season, they would have no alternative but to leave the Recreation Ground as their home ground if regulations set down by the FA could not be met.
Alternative methods of screening were discussed in general by the Council.
Proposed: The Parish Council approves the principal of screening that may be removed and not present outside the football season. This screening should only be installed if promotion to the Tool Setters League occurs.
Proposed: Mr. G Lloyd Seconded: Mr. S Bridges
4 in favour, 7 against, 2 abstentions
Motion not carried.
(iv) Fitness Suite
This request was no longer proceeding as alternative premises had been found.
77. PLAY AREA COMMITTEE UPDATE – Mrs. A Brading Annex 4
(Agenda item 17)
The minutes of this committee were accepted by the Council.
Regular maintenance to the skate park is required and a quotation sought from GB Sport & Leisure to carry out quarterly inspections, they would then submit necessary quotations.
A suggestion has been made that as the wooden play equipment at the Winscombe Play Area looks very dull, this be treated to a coat of brightly coloured paint.
The bark chips used to top up the tyre swings at both Winscombe & Sandford will need regular raking.
78. THE AWARD LAND COMMITTEE REPORT – Mr. J Westlake Annex 5
(Agenda item 18)
The Parish Council Chairman read a letter from High Action to the Council that has been received in response to a letter from Mr. Westlake on behalf of the Award Land Committee.
The Clerk was requested to send a letter of acknowledgement to High Action, advising that a full response would be sent shortly and to arrange a meeting between representatives of the Parish Council and High Action Ltd. Chairmen were reminded that procedures set out in Standing Orders must be adhered to.
District Councillor Harley advised the Council that the Planning Enforcement Officer was due to visit Lyncombe Lodge to investigate concerns from nearby residents and to ensure that all planning restrictions were currently being complied with.
Mr. Westlake requested permission for S Ellis to clear Mikes Path to include cutting bushes around two seats and the Old Quarry at a cost of £145.00
Proposed: Mr. S Bridges Seconded: Mrs. A Brading
All in favour
Proposed: In view of the time taken to conclude business so far, the meeting is closed and all further business deferred.
Proposed: Mrs. P Witter Seconded: Mrs. K Wynne
All in favour
79. ENVIRONMENT COMMITTEE REPORT – Mr. G Lloyd - Annex 6
(Agenda item 19)
80. ROAD SAFETY COMMITTEE UPDATE– Mr. S Bridges Annex 7
(Agenda item 20)
81. CEMETERY & ALLOTMENT COMMITTEE UPDATE – Ms D Powell
(Agenda item 21)
82. ANY OTHER BUSINESS
(Agenda item 22)
None
The meeting concluded at 10.40 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.