A MEETING OF THE PARISH COUNCIL

was held Thursday 17th April 2008, Sandford Village Hall at 7.30 p.m.

 

Present:      Mrs. A Brading, Mr. S Bridges, Mrs. P Cram (Vice-Chair), Mr. A Forbes, Mr. R Jones,

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:                             Mr A Lake

NSC Parish Liaison Officer:                        Mr J Foster

Police:                                             PC Church

Guest Speakers:                            Mr A Wilson, St Monica Trust Representative

                                                         Ms L Davidson, English Rural Housing Association

Clerk:                                               Mrs. L Rampton

Press Representatives:               Mr G Jones – freelance reporter, Miss S Pope – NS Mercury

Members of the public:                 five

 

Apologies for absence:                    Mrs P Bushnell, Ward Councillor Harley

 

178.     DECLARATIONS OF INTEREST (Agenda item 3) There were none declared.

 

179.     APPROVAL OF MINUTES OF THE PARISH COUNCIL MEETING HELD 20TH MARCH 2008.

(Agenda item 4)

The minutes to the meeting held 20th March 2008 were approved as a correct record.

Proposed:      Mr S Bridges             Seconded:     Mr A Forbes              All in favour  

 

180.     MATTERS ARISING FROM THE MINUTES & CLERKS REPORTS– Annex 1 (Agenda item 5)

Clerks Report – a parishioner had recently enquired if first aid courses were offered free to members of the public as they were unable to pay for the courses currently offered by the British Red Cross. A Councillor suggested that the Moot Account could be considered to assist the Parishioner.

Min 162 – Mr Peter Sloman will be talking at a public meeting, called at the request of this Parish Council on Wednesday 30th April, 7.30pm at the Winscombe Community Centre to talk on matters relating to the NSC budgets 2008/09.

 

181.          CRIME REPORT 20TH JANUARY – 20TH MARCH 2008– PC Church Annex 2

(Agenda item 6) Direct office no 01934 638123

The Speedwatch team in this Parish provided useful data to the safety camera partnership (SCP) that has enabled a SCP van to be present in Sandford. Further volunteers for the Speed Watch team are now required. Questions as to whether lost dogs and property are a police matter were asked of PC Church.

 

182.     PLANS FOR THE FORMER STATION SITE – Mr A Wilson, St Monica Trust Representative

            (Agenda item 7)

Mr Wilson, Planning Consultant for St Monica Trust advised that works on the Station Road site have now commenced following planning approval. It is anticipated that the care home will be completed and open in January 2009 with other homes in the care village being completed later in the same year. It is hoped that the 106 Agreement will be finalised tomorrow (Fri 18th April 2008) after comment from the Parish Council, and then signed by St Monica Trust within the next week.

Sixty workers are currently on site and this number will increase to in excess of 300 over the summer period. A Project Manager has been appointed and his contact details relayed to close neighbours so that any issues arising may be dealt with, a road sweeper cleanses the road each day and adequate security has been provided on site. Banks men are stationed at the site entrance to ensure the safe access/egress of lorries and also ensure that vehicle wheels are clean when exiting the site. Mr Wilson can be contacted through the Parish Office but also provided details to the meeting. The Council acknowledged that every effort was being made by The Trust to minimise disruption to neighbours.

(i)        Cemetery Extension – Party to 106 Agreement with St Monica Trust Mr M Williamson & Mr A Wilson Annex 3

On previous advice from NSC, the Parish Council is aware that the inclusion of funding or works for a cemetery via a 106 agreement is unique. St Monica Trust has included this undertaking within the agreement as a commitment to this Parish. Councillors had been provided with the proposed agreement in advance of the meeting. An updated version incorporating a small number of amendments from NSC was circulated along with a response from Solicitors to the Parish Council. It was confirmed by Solicitors to St Monica Trust that none of the amendments require the Parish Council to pay any money or carry out any work and it was reiterated that the Parish Council are only party to the agreement in order to allow St Monica Trust representatives access to the cemetery in order to carry out the extension works. In the unlikely event that St Monica Trust fail to carry out the extension works, the Parish Council will be able carry out the works themselves at the expense of St Monica Trust. Mr Wilson confirmed that allotment plots had not been included within the wording of the agreement but this will be included within the landscape proposals submitted to NSC to satisfy planning conditions of 07/P/2175/F for the cemetery.

The Chairman of the Cemetery & Allotment Committee detailed the agreement to the meeting in relation to the Ilex Lane Cemetery and it was proposed that the following amendments to the wording of the agreement be made:

1.                   Page 9,           9.1                   add Parish Council reasonable legal costs.

2.                   Page 19          5.1 (ii)             approval should also be given by the Parish Council

3.                   Page 20          5.1 (iii)             findings should also be made available to the Parish Council

Proposed: Mr M Williamson                                    Seconded:     Mr S Bridges                         All in favour

            Solicitors to St Monica Trust should be advised immediately.

The meeting was advised that an on-site library is now planned for the development, open to Parishioners and the mobile library van will be parked within the site to replenish book supplies as necessary.

Considerable debate took place in regard to Page 21, 9.1 (i). Following discussion, it was proposed that NSC be requested to insert a clause ring-fencing allocated funds for open spaces to be spent within this Parish.

Ward Cllr Lake advised, confirmed by Mr Foster that 106 Agreement monies provide services associated with the development & will be spent where intended. These funds are not likely to be spent elsewhere in the local authority area. In order not to delay completion of the agreement, an amendment was made to the proposal that should NSC Solicitors not agree to this modification, the 106 Agreement is still to be accepted as seen and the Clerk instructed to contact NSC in this regard.

Proposed:      Mr G Lloyd                 Seconded:     Mr M Williamson       11 in favour, 2 against

Page 20 7.1 (i) – it was confirmed that age 60 is correct so as not to discriminate against females in need of care.

 

183.     PUBLIC PARTICIPATION (Agenda item 8) – St Monica Trust was praised by a neighbour of the former Sandford Station site for the attention paid to ensuring the surrounding area remained clean. A request was made that the Sandford Village Orderly job description is amended to include litter picking from the Church on the Station Road crossroads to Thatchers Cider and from the junction of the Strawberry Line to Mead Lane with special attention being given to litter in hedgerow. The importance of a footway to the front of Thatchers Cider on Station Road was highlighted and the Strawberry Line Walk in this vicinity lacks an adequate number of seats. A ‘Big Breakfast’ fundraising event is to be held at the Sandford Village Hall on Saturday 26th April 2008.

            A complaint was made regarding the emptying schedule for the plastic recycle container behind the Woodborough Inn.

 

184.     AFFORDABLE HOUSING SURVEY NEEDS FINDINGS – Ms L Davidson, English Rural Housing Association (ERHA) (Agenda item 9)

            It was reported that 608 responses had been received to the survey carried out in March and information from this is now been entered onto a database and results analysed. Details of some responses were read to the meeting. Local people will be allocated to this scheme and they must be on the NS Housing or similar list to qualify. Forms will be required giving further information from interested parties and any scheme will be well advertised.

Due to the St Monica Trust development currently under construction, the need of older people in the form of sheltered housing is being addressed. Data collected will be split into income groups and a proposal for the Council to consider formulated. A full written report will be made available to the next meeting of the Parish Council.

(i)        To appoint a working party.

            A small group of Councillors are to work with ERHA to look at possible development sites when full data from the survey is available. In order to better integrate any development, a number of small sites may be considered. An approach has been made to ERHA by one landowner. Planning Policy and exception sites for affordable housing were detailed to the meeting.

            Mr S Bridges, Mr R Jones, Mr G Luckett, Mrs A Richmond and Mr M Williamson volunteered to form this working party.

 

185.     WARD COUNCILLOR UPDATE & NSC PARISH LIAISON OFFICER UPDATE  (Agenda item 10)

A NSC Partnership Event is to take place on Tuesday 22nd April 2008 at the Winter Gardens, WSM that will focus on community strategy. This is an opportunity to contribute to future planning works.

 

186.     TO AUTHORISE BILLS FOR PAYMENT – The Clerk Annex 4  (Agenda item 11)

Cheques 102371 – 102400 and direct debits payments detailed were authorised for payment

Proposed:      Ms D Powell              Seconded:     Mrs P Cram              All in favour.

 

187.     PRIMARY CARE TRUST UPDATE – Miss B Roper (Agenda item 12)

Miss Roper, on behalf of The Practice Patient Groups of Wrington Vale, Wavering Down, and Yatton & Congresbury Medical Practices invited Parish Councillors to a public meeting to consider the future of rural GP Services. The meeting is to be held on Thursday 22nd May, 7.30pm at St James Hall, Winscombe. 

 

188.     PARISH COUNCIL - MEMBER STRUCTURE FROM MAY 2008 (Agenda item 13)

(i)         To consider number & role of vice-chairman – Mr M Williamson

Over the past ten years two vice-chairmen to the Parish Council have been appointed annually at the May meeting. This situation appears to be fairly unique amongst other local councils and referral to vice-chairman in Parish Council publications refers to a singular position. It is not apparent of the two vice-chairmen who has the most senior role and this in turn could lead to some confusion.

A debate ensued where it was advised that one vice-chairman was appointed with experience and the other to train for the future role of Chairman. This system has worked well for the Parish Council in the past and advice has not been received stating that two vice-chairmen positions may not be held.

With effect from May 2008 this Parish Council will continue with current practice and request nominations for two vice-Chairman positions.

Proposed:      Mr G Lloyd                 Seconded:     Mrs A Brading           9 in favour, 4 against

                        

189.     PARISH COUNCIL AGENDA STRUCTURE  (Agenda item 14)

(I)         To consider inclusion of an Agenda Summons & inclusion of ‘matters arising’ and ‘any other business’.

            An agenda summons to a meeting must specify the business which it is proposed to transact in such a way that the member who receives it can identify the matters for discussion. A council cannot lawfully decide any matter which is not specified in the summons. The inclusion of ‘matters arising’ and ‘any other business’ conceals rather than specifies the business, if any, to which it relates and no decision may lawfully be made on business brought up for discussion under these. Alternative agenda headings may be substituted that allow no more than an exchange of information.

            It was proposed by Mr Luckett, seconded by Mr Bridges, unanimously agreed by the Council that draft minutes to meetings will be circulated to members by email (in hard copy to those who request not to use this form of communication) as soon as practical after a meeting to enable Councillors time to request future agenda items.

            Future agenda papers for members will include a signed summons to the meeting. ‘Matters Arising’ will be replaced by ‘Minute and Clerk’s Report Update’ and at the end of the meeting, ‘Any Other Business’ will be replaced by ‘Matters for Information’.           

Proposed:      Miss B Roper                        Seconded:     Mr S Bridges             13 in favour, 1 abstention

 

190.     AVON LOCAL COUNCILS ASSOCIATION, NORTH SOMERSET GROUP – NOMINATIONS FOR EXECUTIVE COMMITTEE (Agenda item 15)

It was proposed by Mrs P Cram, seconded by Mr G Luckett, all in favour that Mr Roy Jones be nominated by Winscombe & Sandford Parish Council to serve as vice-Chairman on the Executive Committee.

                       

191.          BANWELL & WINSCOMBE CHILDREN’S CENTRE PARTNERSHIP MEETING REPORT  

Mr G Luckett (Agenda item 16) Annex 5

Building works are now nearing completion with an anticipated opening date in June 2008. A report of the meeting that is attached to these minutes was circulated to members. A mini-bus service from this Parish will not be provided and the number of our Parishioners using this facility was thought likely to be limited due to this. Mr Foster will arrange for a NSC Officer to prepare a paper or attend a future meeting of the Parish Council to clarify the outreach provision.

 

192.     AVON & SOMERSET PROBATION SERVICE – contribution to costs for unpaid work

Mr M Williamson (Agenda item 17)

The A & S Probation Service has carried out works in this Parish through their ‘Community Pay Back Teams’. Maintenance works to the Strawberry Line have taken place over a number of years along with hedge trimming and painting works at the Ilex Lane Cemetery. The team is currently in the process of decorating both the inside and outside of the sports changing rooms at the WMRG. Until now, these works have been provided at no cost to the Parish Council - we only provide refreshments and materials. With effect 1st May 2008 a charge of £10 per visit will be made as a contribution towards Probation Service costs to cover expenses such a tools, vehicle maintenance and petrol costs. It was considered that the team and probation service are providing an excellent service.

The services of the ‘Community Pay Back Team’, through the A & S Probation Service should be retained and the cost of £10 per visit be met for works instructed by the Parish Council.

Proposed:      Mr R Jones                Seconded:     Mrs A Richmond                   All in favour

The probation service is seeking to secure regular work in this Parish rather than carrying out works on an ad-hoc basis. A partnership of non-profit making organisations that include the Parish Council, Winscombe Community Centre, sports clubs representatives & NSC Strawberry Line Heritage Trail amongst others are to meet on 22nd April to consider the formation of this partnership further and an update will be provided at the next meeting of the Parish Council.

 

193.     ENVIRONMENT COMMITTEE REPORT – Mr G Lloyd  Annex 6  (Agenda item 18)

The minutes for the Environment Committee from the meeting dated 1st April 2008 were approved and signed as a correct record.

            Proposed:      Mr G Lloyd                 Seconded:     Mr R Jones

All Committee members present were in favour

Min 12b – St James Church Car Park Street Light. The Church Warden has confirmed that the previous pole was no longer fit for purpose when knocked over by a car. The Church arranged for the rotten pole to be replaced and has agreed with WPD to reconnect the electricity supply to this pole on either 24th or 30th April 2008. A written quotation to supply and install a new light fixing to the post of £420 has been received and the Church have requested that the Parish Council meet half of this cost. A past decision of the Parish Council (PC minutes 16th Oct 1997) was to pay a 50% contribution towards capital costs for this street light as it not only illuminates the car park, but also part of Church Lane. Considerable debate took place regarding the location of the pole on Church property and committing future Parish Councils to such expenditure. An insurance claim on the car driver’s car insurance was not considered a Parish Council matter.

It was proposed by Mr G Lloyd, seconded by Mr G Luckett that the Parish Council pay a 50% contribution to St James Church towards the £420 cost of a new light bracket for the pole located in the Church car park.            2 in favour, 9 against, 1 abstention.

 

The decisions of the Committee were recommended for action by the Parish Council.

Proposed:      Mr G Lloyd                 Seconded:     Mrs A Brading                       All in favour

 

194.     AWARD LAND COMMITTEE REPORT - Mr J Westlake Annex 7 (Agenda item 19)

The minutes for the Award Land Committee from the meeting dated 14th April 2008 were approved and signed as a correct record.

            Proposed:      Mr A Forbes              Seconded:     Mr R Jones

All Committee members present were in favour

The Goblin Coombe volunteers will be returning to the Award Land again in two weeks times to continue works to the agreed management plan.

There were no decisions of the Committee to be recommended for action by the Parish Council.

 

195.     EMPLOYMENT & POLICIES COMMITTEE REPORT – Miss B Roper Annex 8 (Agenda item 20)

The minutes for the Employment & Policies Committee from the meeting dated 7th April 2008 were approved and signed as a correct record.

            Proposed:      Mr S Bridges             Seconded:     Mr M Williamson

All Committee members present were in favour

           

Discussion took place regarding the confidentiality of certain personal documentation and it was advised that should the committee consider the employment of new staff; a case would first be presented to the Parish Council.

With two amendments to the proposed ‘committee terms of reference’, these were accepted by the council.  Proposed:  Mr A Forbes              Seconded:     Mr G Lloyd                 All in favour

A meeting had taken place with the Clerk to discuss matters including duties, workloads and priorities. Time sheets are now to be completed for further consideration by the committee.

The decisions of the Committee were recommended for action by the Parish Council with the exception of min 3 Dignity at Work/Bullying & Harassment & Stress Policies

Proposed:      Miss B Roper                        Seconded:     Mrs A Brading                      

11 in favour, Mr Bridges & Mr Williamson voted against this proposal.

 

195.     WAR MEMORIAL RECREATION GROUND COMMITTEE REPORT – Lease of Land from Sidcot School

Mr S Bridges Annex 9 (Agenda item 21)

            Hugh Fountain & Trevor Jennings were thanked for their work to the committee by Mr Bridges, newly elected committee chairman. Mr Fountain will remain on the committee as a sports club representative.

The Charity Commission has now approved the project to lease this land for a car park extension benefiting the community. Details for inclusion in the lease had been supplied to members in advance of the meeting and the response from Solicitors to the Parish Council read to the meeting.

Photos of the land will be taken prior to entering into a lease agreement and planning permission will be applied for.

The Lease Heads of Terms were approved by the Council and an application for planning permission should be made.

Proposed:      Mr M Williamson                   Seconded:     Mrs A Brading           All in favour.

 

177.             ANY OTHER BUSINESS  (Agenda item 21)

Parish Plan Steering Group Update – Mr Luckett reported that officers have been elected and a bank account opened with grants to the group either received or promised. A banner to form part of Parish Plan displays has been purchased and the group has agreed to attend a number of local events. Mr Westlake will provide details of events in Sandford. Date of next meeting is 28th April 2008.

With no further business, 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.