A MEETING OF THE PARISH COUNCIL

was held Thursday 17th May 2007

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,

Mr. G Lloyd, Mrs V McGann, Ms. D Powell, Mrs A Richmond, Miss B Roper, Mr. C Sampson, Mr. J Westlake, Mr M Williamson.

 

Ward Councillors:                             Mr A Lake, Mr T Marter

 

Members of the public:                 seven

Police:                                             P.C.Church, Beat Manager

 

Clerk:                                               Mrs. L Rampton

Finance Assistant:                         Mrs N Flint

           

Press Representatives:               Mr. M Mistry – Weston & Somerset Mercury

           

Apologies for absence:                 Mr. G Luckett

 

1.                  TO ELECT A CHAIRMAN

(Agenda item 1)

Nominee Mr. C Sampson (1 nomination received for Mr. C Sampson)

Mr. C Sampson was unanimously elected Chairman.

 

2.                  TO RECEIVE THE CHAIRMAN’S DECLARATION OF ACCEPTANCE OF OFFICE

(Agenda item 2)

The Declaration of Acceptance of Office was duly signed and received by the Clerk.

 

3.                  TO ELECT TWO VICE-CHAIRMEN

(Agenda item 3)

Nominees’ 1 nomination each received for Mrs Cram & Ms Powell

Mrs. P Cram and Ms. D Powell were unanimously elected Vice-Chairmen.

 

4.                  TO RECEIVE THE VICE-CHAIRMEN’S DECLARATION OF ACCEPTANCE OF OFFICE

(Agenda item 4)

The Declaration of Acceptance of Office were duly signed and received by the Clerk.

 

5.         TO APPOINT PARISH COUNCIL REPRESENTATIVES TO OUTSIDE BODIES Annex 1

(Agenda item 5)

Representatives to Outside Bodies will be agreed en-masse.

It was advised that all Councillors are welcome to attend the very informative ALCA meetings although two Councillors and the Clerk only are permitted to vote at a meeting.

As it is no longer a LEA requirement to have Parish Council appointed representation as local school Governors. Mrs Witter and Mrs Cram should be asked to continue to provide the Parish Council with regular primary school updates for both Winscombe & Sandford.

A paper will be circulated before the next meeting of the Parish Council regarding the role and responsibilities of a Winscombe Community Association Representative and should be discussed at the June 2007 meeting. All Councillors are welcome to attend the next Community Association meeting on 27th June.

            The representatives to Outside Bodies named in Annex 1 were duly elected.

            Proposed:      Mr. A Forbes              Seconded:     Miss B Roper                        All in favour

 

6.         TO APPOINT PARISH COUNCIL COMMITTEE STRUCTURE Annex 2

(Agenda item 6)

Nominees to all Parish Council Committees were agreed en-masse.

Nominations were received, with the consent of those Councillors’ for the Award Land, Cemetery & Allotment, Environment, Planning Play Areas & Skate Park and WMRG Committees.

The Parish Council Chairman & Vice-Chairmen act as ex-officio members on all Committees of the Council. The Chairmen’s Committee should consist of Committee Chairmen elected by their relevant Committee. The Finance Committee should consist of all Chairman elected by their relevant Committee with the addition of Mr. M Williamson as ex-officio member.

The Parish Council Committee Structure nominees named in Annex 2 were duly elected.

            Proposed:      Mr. S Bridges                        Seconded:     Mrs A Brading           All in favour

 

The Chairman welcomed new members to the Parish Council.

A prayer was read by Mr Sampson

 

7.                  APOLOGIES FOR ABSENCE – Apologies received were accepted by the Parish Council

(Agenda item 7)

 

8.                  DECLARATIONS OF INTEREST  - none declared

(Agenda item 8)

 

9.         APPROVAL OF MINUTES OF THE PARISH COUNCIL MEETING HELD 19TH APRIL 2007.

(Agenda item 9)

The minutes of the meeting were accepted and signed as a correct record.

Proposed:      Mr J Westlake                       Seconded:     Mrs. A Brading

All Councillors present in favour

It was requested that the word ‘draft’ is not produced on future minutes prior to approval.

 

10.       MATTERS ARISING FROM THE MINUTES & CLERKS REPORTS– Annex 3

            (Agenda item 10)

Min 198 – AOB – Parish Office Opening. Miss Roper suggested that one morning of the current opening hours be reserved solely for Parishioners, without Parish Councillors. The situation is to be monitored by the Chair and Vice-Chairmen and could be discussed, if necessary at a future meeting of the Parish Council.

Clerks Report – ALCA Councillor Seminars – Councillors attention was drawn to this item. Interested parties should contact the Parish Office to confirm attendance.

 

11.       PUBLIC PARTICIPATION

(Agenda item 11)

Mr Simeone spoke on activities at the Lyncombe Lodge Ski Centre – Mr Simeone has requested confirmation from the NSC Planning Enforcement Officer that all conditions of previous planning consents are currently being complied with and would hope that this Parish Council would ask that these conditions are enforced.

Mrs Ballard made a statement regarding the poor road condition with numerous potholes from the Hill Road crossroad with Station Road to the junction with Quarry Road.

Mr A Lake reported that current works to the A38, North of the Sidcot traffic lights have been authorised by the Highway Agency and not North Somerset Council.

 

12.       CRIME REPORT 15TH MARCH – 19TH APRIL – 17TH MAY 2007 – PC CHURCH Annex 4

Direct office no 01934 638123

(Agenda item 7)

            PC Church gave a report of crime figures for the last month to the Parish Council.

            Councillors have been impressed with the recent works of the PCSO.

            Members of the press left the meeting

 

13.       TO AUTHORISE BILLS FOR PAYMENT – The Clerk Annex 5

(Agenda item 13)

Proposed:      Mrs A Brading           Seconded:     Mr R Jones                All in favour.

 

Payment to contractors on completion of snagging works to the new play area at the WMRG is to be authorised by the Play Area & Skate Park Committee at a Committee meeting.

Proposed:      Mr S Bridges             Seconded:     Mr J Westlake           All in favour

 

14.       Finance Committee Report and approval of the Annual Return for the Financial Year ended 31st March 2007- (Annex 6)

(Agenda item 14)

The minutes for the Finance Committee from the meeting dated 23rd April 2007. were approved and signed as a correct record by the Committee Chairman

            Proposed:      Ms D Powell                          Seconded:     Mrs A Brading          

All Committee members present in favour

 

(i)    Approval of Parish Council Accounts for the 2006/07 financial year

Careful consideration had been given to the accounts for this period by the finance committee. , The consolidated income and expenditure account, bank reconciliation and balance sheet for the period 1st April 2006 – 31st March 2007 had been circulated with the Agenda papers to this meeting.

Questions were invited from the Council – there were none.

The Accounts for the 2006/07 financial year were approved by the Parish Council

Proposed:      Mr A Forbes               Seconded:     Mrs A Brading           All in favour

 

(ii)     Section 1 – The Statement of Accounts

The completed statement of accounts was issued with the Agenda to the meeting.

The Statement of Accounts was approved by the Council and duly signed by the Chairman.

Proposed:      Mrs. P Cram               Seconded:     Mr. S Bridges                        All in favour

 

(iii)                  Section 2 –Annual Governance Statement (formerly called Statement of Assurance)

The Annual Governance Statement was considered by the Parish Council. Interim reports from the internal auditor to 31st December 2006 had been actioned

Subject to a satisfactory final internal audit report, the Annual Governance Statement was approved by the Council and duly completed and signed by the Chairman.

Proposed:      Mrs A Brading           Seconded:     Ms D Powell              All in favour

 

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

Proposed:      Ms D Powell              Seconded:     Mrs A Brading           All in favour

 

15.       WOODBOROUGH INN SMOKING AREA (Annex 7)

(Agenda item 15)

Following the introduction of the smoke free law on 1st July 2007, it will no longer be legal for any one to smoke inside the Woodborough Inn bar area or restaurant. Plans for an area to be set aside at the front of the Inn were considered by the Council. This space, demarked by a temporary structure would be open to the public and provide seating, cigarette bins and possibly some colour to this area in future years in the form of flower boxes.

Whilst the loss of one parking space on the Village Green is not ideal, this request was considered an exceptional case. The area to the front of the Inn could seem less appealing if no designated area is provided.

The Parish Council has no objection to the proposed change at the front of The Woodborough Inn but would request that adequate bins are provided for cigarette ends.

Proposed:      Mr G Lloyd                 Seconded:     Mr A Forbes               All in favour

 

16.       PROCEDURE TO CONTROL PUBLIC PARTICIPATION DURING A MEETING (Annex 8)

(Agenda item 16)

The paper circulated before the meeting was discussed by the Parish Council and thought to be a useful document for both returning and new Councillors.

The method in which Parish Council and Committee Chairmen could control the public participation element of a meeting was considered. Opinions of Parishioners are valued and considered to be very important.

The inclusion of public participation within the main body of a Parish Council or Committee meeting has twice been considered by the Parish Council during the past four years and a unanimous decision made by that Council for it to remain there. Should this Parish Council wish to pursue the route of Quality Parish Status, it was thought that public participation could only appear on the agenda before the start of a meeting. A general discussion took place regarding alternative options. It was proposed that public participation and its position on the Agenda front sheet appear as a future agenda item for a Parish Council meeting.

Proposed:      Mr M Williamson       Seconded:     Ms D Powell              10 in favour, 3 abstentions

Any amendment should be recorded in the Parish Council Standing Orders.

 

17.       STANDARDS COMMITTEE – TOWN/PARISH REPRESENTATIVE

(Agenda item 17)

No nominations were received from Councillors wishing to serve on the Standards Committee for the period 12th July 2007 to 1st May 2012.

 

18.       AWARD LAND COMMITTEE REPORT – Mr. J Westlake Annex 9

(Agenda item 18)

The minutes of the Award Land Committee from the meeting dated 30th April 2007 were approved and signed as a correct record.

            Proposed:      Mrs A Brading                       Seconded:     Mr A Forbes

All Committee members present were in favour

 

The final draft of the information panel to be placed at the Award Land and including amendments requested at a previous meeting has been posted to, but not yet received by the Parish Council. Mr Hardcastle of the Mendip Hills AONB Service is keen to have permission to proceed with works to the information panel as soon as possible.

It was proposed that the Award Land Committee approve the final draft of the interpretation panel without further consultation with the full parish Council

Proposed:      Mr S Bridges             Seconded:     Mr G Lloyd                 All in favour

New owners of the ski centre have still not contacted the Parish Office and a site visit for the new Committee will be arranged shortly.

All information or reports of scrambler bikes and quads using the bridleway should be reported to the Parish Office to enable a record of events to be compiled and then submitted to NSC Public Rights of Way Section.

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

Proposed:      Mr A Forbes              Seconded:     Mrs A Brading           All in favour              

 

19.       ENVIRONMENT COMMITTEE REPORT – Mr. G Lloyd   Annex 10

(Agenda item 19)

The minutes for the Environment Committee from the meeting dated 1st May 2007 were approved and signed as a correct record.

            Proposed:      Mr A Forbes              Seconded:     Mrs A Brading

All Committee members present were in favour

 

Questions and comments were invited from the Parish Council

Min 13 Guidance for future Env Comm. meetings  - it was hoped that the Committee will review works carried out and then add to this list. Ms Roper requested that the cleaning of the ‘Sandford Stones’ be added to this table. It was thought possible that some monies collected from local residents towards the installation of the stones remained unspent and this could be used towards costs.

 

Woodborough Rd ‘H’ markings – Mr Bridges reported that this Parish Council may be used as a ‘guinea pig’ on new NSC policy to allow Parishes to recommend, in exceptional circumstances, the introduction of ‘H’ markings on roads.

No response has been received regarding the road and footway survey forwarded to NSC two months ago. Improvement works to The Square have received a lot of praise from Parishioners.

 

(i)       Towerhead Definitive Map & Modification Order No. 2 2002

The Committee Chairman provided background information regarding the Public Inquiry to new Parish Councillors. NSC made no response to a question from the Inspector during the Inquiry asking if NSC wished to pursue their claim for costs against this Parish Council and the NFU. Should costs be claimed, this Parish Council should ask exactly where these funds will be spent.

Mr Lloyd requested permission to contact our Ward Councillors for further guidance in this matter.

Proposed:      Mr S Bridges             Seconded:     Mrs V McGann          All in favour

 

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

Proposed:      Mrs. A Brading          Seconded:     Mr J Westlake            All in favour

 

20.       ANY OTHER BUSINESS

(Agenda item 20)

BBC 1 Politics Now Programme – Mr Lloyd and Mrs Brading had participated in a report on the positive works carried out in this Parish. This will be shown one Sunday lunchtime in the near future.

 

Cemetery & Allotment Committee – Ms Powell advised all Committee members that an Agenda for the next meeting (25.05..07) was included with information issued this evening by the Clerk.

 

 

 

 

 

 

 

With no further business, the meeting concluded at 9.15 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.