A MEETING OF THE PARISH COUNCIL
was held Thursday 17th June 2010, Sandford Station Retirement Village at 7.30 p.m.
Present: Mrs. A Brading, Mr. S Bridges, Mrs P Bushnell Mrs. P Cram, Mr. A Forbes (Chairman),
Mr. G Lloyd, Mr. G Luckett, Mrs A Richmond, Dr G Rider, Miss B Roper, Mr. C Sampson (Vice-Chair), Mr J Westlake, Mr M Williamson.
Ward Councillors: Mrs A Harley
Police: PC Church
Clerk: Mrs. L Rampton
Press Representatives: Ms P Chambers, NS Mercury & Mr G Jones, freelance reporter
Members of the public: three
Apologies for absence: Mrs V McGann, Ms. D Powell (Vice-Chair),
NSC Liaison Officer Mr J Foster, Ward Councillors Marter & Lake
The Chairman opened the meeting and expressed thanks to St Monica Trust for use of their facilities.
24. DECLARATIONS OF INTEREST (Agenda item 2)
A personal & prejudicial interest was declared by Mr Forbes in agenda item 11 and any other agenda item should reference be made to the Hinkley Point C Connection project as a land owner on one proposed route for new power lines.
Mrs A Brading declared a personal and prejudicial interest in agenda item 20 as Chairman of the Cheddar Valley Railway Walk Society.
Dr Rider declared a personal and prejudicial interest (agenda item 10) as a property owner in the vicinity of a previously proposed affordable housing development for land at Well Close.
25. APPROVAL OF MINUTES OF THE PARISH COUNCIL MEETING HELD 20TH MAY 2010 (Agenda item 3)
With the deletion of “for this generation” from min 16 (third para, fourth line)) the minutes to the meeting were approved & signed as a correct record.
Proposed: Mr S Bridges Seconded: Mr C Sampson
All members present at the last meeting were in favour.
26. MINUTE UPDATE FROM THE MAY MINUTES AND JUNE CLERK’S REPORT Annex 1 (Agenda item 4)
Min 3 As delegated to the Clerk and Chairman, a vote from this Parish Council for Mr Luckett to become a Parish Council member representative on the Mendip Hills AONB Partnership Committee has been submitted.
Clerks Report – Due to ‘section 106 Agreement’ funding towards library services from St Monica Trust, possibilities of a Sandford mobile library service stop at the retirement village is now being investigated by NSC.
27. CRIME REPORT 20TH MAY – 17TH JUNE 2010– Annex 2 (Agenda item 5) Direct office no 01934 638123. Weekly Beat Surgery Tuesday 10 am – 1 pm
PC Church advised those present at the meeting that the public may have a say in setting Policing Priorities through comments made during public participation. Police priorities set for the last month were detailed and a report of calls received from the parish given along with crime figures recorded. Theft of a mannequin was reported to the meeting. Some considered that this may turn up and be included in the ‘scarecrow extravaganza’ to take place as part of the festival celebrations this coming week-end – those present at the meeting were asked to be especially vigilant for any scarecrow with two left hands. The need to constantly re-assess and update priorities was emphasised to ensure these are dealing with current areas of concern.
28. PUBLIC PARTICIPATION (Agenda item6)
The Chairman reminded members of the public present that this would be the only opportunity within the meeting to address members of the Council and is not a session for debate.
The Chairman suspended the meeting to allow members of the public to address the Council.
A Councillor with a previously declared personal and prejudicial interest confirmed agreement for the current boundary between the Recreation Ground and Strawberry Line and spoke on her concerns for the width of the railway bank should a ditch be re-instated.
A Councillor with a previously declared personal and prejudicial interest gave a speech on the topic of his support for affordable housing and a complaint made to the Tenants Service Authority (TSA) about English Rural Housing Association (ERHA). A copy of this speech is attached to the minutes as Annex 3
A Sandford resident advised members of her request for an information board to be installed by the bus stop opposite the retirement village entrance (matter to be considered by the Environment Committee at their July meeting). She also spoke on her concerns for pedestrians crossing Station Road away from the ‘light controlled’ crossing point.
The Chairman reconvened the meeting.
29. TO SET COMMUNITY POLICING PRIORITIES FOR THE PERIOD TO 15TH JULY 2010(Agenda item 7)
It was agreed that Youth ASB at the Recreation Ground be removed at this time as no recent incidents have been reported. Whilst several checks have already been made by patrol vehicles, following three further reported incidents of theft of plants from the cemetery area or damage to allotment containers, 3 different patrols will be visiting the area on a regular basis. A recent planning application for a proposed new shop/office in Appletree Drive has highlighted parking issues constantly suffered by residents in this cul-de-sac.
Local Police Priorities for the period to the next scheduled Parish Council meeting were considered by members present and agreed as:
1. Speeding traffic with particular attention to Station Road, Greenhill Road and Sandford Road
2. Parking issues especially on Woodborough Road, Appletree Drive and Sandford Road
3. Visible patrol in the Parish
4. Anti-social youth behaviour on the Strawberry Line and at the Ilex Lane Cemetery evenings and week-ends.
5. Parking of vehicles on footways with particular attention to Sandford.
.
30. WARD COUNCILLOR & NSC PARISH LIAISON OFFICER UPDATE (Agenda item 8)
The Chairman congratulated Ward Councillor Harley on her recent inauguration as Chairman of NSC. Cllr Harley thanked the Chairman and hoped that a Parish Council representative would be able to attend the civic service on 27th June 2010. She further advised that she intends to promote North Somerset during her year of office whilst not losing sight of Winscombe & Sandford Parish.
It was reported that Cllr Lake had successfully completed the police bike ride. Concerns have been raised regarding the incorrect leaflet distribution carried out by a sub-contractor for the revised waste collection service. The delivery of new waste collection bins for part of the parish has raised challenges for some residents and it is hoped that Ward and Parish Councillors will work together to resolve any issues for individual residents.
Cllr Harley considered that the festival to date has been fantastic, the scarecrows appearing around the parish, brilliant and hoped that a second festival would follow.
31. TO AUTHORISE BILLS FOR PAYMENT. Annex 4 (Agenda item 9)
Cheques 103045 – 103068 and direct debits payments detailed were authorised for payment
Proposed: Mrs P Cram Seconded: Mr G Lloyd All in favour.
A comment was passed that outgoing payments for the recreation ground appear on a frequent basis.
32. UPDATE ON THE PROVISION OF AFFORDABLE HOUSING FOR THE PARISH (Agenda item 10)
There is no further progress to report for the provision of affordable Housing for this parish.
English Rural Housing Association (ERHA) has now provided the Parish Council with a copy of the investigation report carried out at the request of the Tenants Service Authority (TSA) following a complaint about ERHA. ERHA consider the report to be “concise and addresses all the issues raised by the complainant and reflected in the terms of reference” although it was advised by Cllr Rider that the 4 issues covered in the report are not allegations from him as the complainant but issues agreed in a ‘brief’ between ERHA and the TSA covering his complaint. A critique from the complainant was provided via the TSA to the independent consultant carrying out the investigation into allegations made about ERHA.
Due to a previously declared personal and prejudicial interest, Dr Rider left the meeting.
The Chairman quoted sections directly from the investigators report to those present at the meeting and in conclusion to this, the allegations made to the TSA (as issued in the investigation brief) and the findings are recorded as:
A. The information and data used in the housing needs surveys used by ERHA was not valid for the purpose of making investment decisions. The survey is based on actual data as submitted by the respondents and was not a sample survey. The final report was considered by NSC Planning Policy Team and accepted as an indication of housing need in the Parish. It is believed that the complainant may have points that are valid in terms of the need for some qualification of the results, but this does not negate the Survey findings that there is housing need in the Parish. The survey report does indicate a housing need in the Parish and does not in the opinion of the investigator contain dishonest or false statements.
B. Statements made in Parish Housing Need Survey Reports are misleading and do not accord with Government guidance on Strategic Housing Market Assessments (SHMA) in relation to Parish Surveys for rural housing. The nature of SHMA’s are broad assessments of need at a high level and would not be robust at a parish level hence the initial parish survey to establish an indication of need at a local parish level. The rate of response to the survey is good for parish surveys with actual data from respondents used in the report and was not extrapolated to 100% so the rate of response is largely irrelevant. As indicated in Allegation A the survey results were not misleading although they could have been more qualified and more fully explained. The survey uses household incomes and entry level house prices to express need, in line with the standard Housing Need methodology for affordability.
C. That these allegations if proven, mean the association has potentially claimed public money for the provision of housing where no need can be demonstrated. The allegations are not in the opinion of the investigator proven and ERHA has not received public money for the provision of affordable housing for this proposed scheme. On the basis of the current applications on the NSC Home Choice register there is in any event a proven housing need with 40 applicants registered for this parish.
D. A general feeling that the association did not respond in a robust way (to the complaints). A number of emails from the complainant have been read by the investigator that were sent to the Development Director, Chief Executive, Chairman of the board and President and find they did indeed respond on 10 formal occasions. The investigator considers it would be fair to say that the nature of the assertions and allegations from the complainant have escalated over time becoming increasingly threatening, vexatious and potentially libellous. A letter to the complainant from the Chief Executive of NSC concluded by stating- “in summary, whilst I agree that the findings of the survey could have been better qualified in the ERHA report, I am unable to uphold the other aspects of your complaint about the ERHA survey analysis”. The investigator holds the view that ERHA have fairly, reasonably and robustly responded to the complainant and that the allegation is unfounded. The complainant believes he is correct in his analysis and interpretation of the survey report. He has further stated in various emails that he does not wish the proposed development to proceed and the investigator can see little to be gained by trying to engage with the complainant about his complaint.
In conclusion to the report the investigator is of the firm opinion that all the allegations are unsubstantiated and unfounded.
The report goes on to make recommendations to the ERHA board, the result of one such recommendation means that ERHA will no longer provide the service of carrying out housing needs surveys to Parish and District Councils in areas where there is no rural housing enabler as this seems likely to place ERHA in a position where it is perceived to have a conflict of interest. NSC is now carrying out a review of the way in which they deliver affordable houses in rural areas particularly on sites outside village settlement boundaries. They are seeking advice on best practice for surveying housing needs and investigating the possibility of working with an independent Rural Housing Enabler who would work with Parish Councils showing an interest in the provision of affordable housing.
In accordance with min 161 of the Extraordinary meeting of the Parish Council held 24th February 2010, following conclusion of the TSA investigation of ERHA, the Village Housing Survey Report 2008 is to remain on the Parish Council website.
Proposed: Mr S Bridges Seconded: Mr C Sampson 10 in favour, 2 abstentions
Miss Roper requested to be named as abstaining from voting on this item.
A letter should be sent to Mark Hughes, NSC Housing asking for the robust support of NSC for affordable housing in this Parish with acceptance of the Village Housing Survey 2008 as an indication of housing need at a local level.
Proposed: Mr S Bridges Seconded: Mr G Luckett 10 in favour, 2 abstentions
Miss Roper requested to be named as abstaining from voting on this item.
A letter should be sent to ERHA advising of the continued support of this Parish Council to them in their efforts to provide affordable housing and it is hoped that ERHA will continue to work with this Parish until successful completion of an initial scheme.
Proposed: Mr S Bridges Seconded: Mr G Lloyd 9 in favour, 3 abstentions
Miss Roper requested to be named as abstaining from voting on this item.
Contact should be made with our Ward Members requesting that they lobby NSC for firm, solid and positive support for the affordable housing requirement for this Parish and work to see this moved forward as soon as possible.
Proposed: Mr S Bridges Seconded: Mr G Luckett 10 in favour, 2 abstentions
Miss Roper requested to be named as abstaining from voting on this item.
Dr Rider returned to the meeting.
33. UPDATE ON NATIONAL GRID HINKLEY C CONNECTION – Councillor Williamson (Agenda item 11)
Due to a previously declared personal and prejudicial interest in this agenda item, Mr Forbes left the room and Vice-Chairman Mr Sampson took the Chair.
The future of the IPC is unclear with no knowledge what is to replace this although a final decision should be made by a Government Minister rather than an unelected body. A fresh round of consultation events is now taking place but the impression given to those attending a recent event in Sandford is that a final route has already been decided by National Grid. It was considered that technical problems to strengthen the grid and for laying the cables underground or undersea can be overcome but the costs of such measures is prohibitive to National Grid.
In order to raise awareness of proposals that could directly effect a large number of households in this Parish, a flyer has been delivered to each home in the Parish advising of a public meeting on 24th June that will be attended by expert speakers and John Penrose, MP. These flyers are also in local public houses and have been given to schools so that schoolchildren may take them home to parents. Posters are to be placed on notice-boards, in shop windows and in prominent places around the Parish. All those present at the meeting were encouraged to write individually to MPs and to sign a petition opposing the overhead route. Members were in agreement that as the Parish Council is supporting the fight against increased height pylons, copies of the petition and MP contact information for the meeting may be made in the Parish Office.
Mr Forbes returned to the meeting and resumed the Chair.
34. PLANS FOR PARISH FESTIVAL 2010 (Agenda item 12)
Mr Lloyd was congratulated on organising the festival ‘scarecrow extravaganza’ to which an incredible response has been received. 174 parishioners had registered for the extravaganza with some of those putting out 4/5 scarecrows each. The bunting has brightened up the Parish and Councillors were encouraged to attend as many events in the villages as possible. On conclusion of the festival, a letter should be sent to the event organisers congratulating them on the success of the first Parish Festival and thanking them for taking the trouble to organise this.
35. PROGRESS REPORT FOR PARISH PLAN – Cllrs Bridges, Rider & Williamson (Agenda item 13)
A report of a meeting between members of the Parish Plan Steering Group and agreed Parish Council Representatives held on 2nd June was given to the meeting. Provisional agreement has been reached on issues relating to the format, presentation and implementation of the Parish Plan that is now presented to the Parish Council:
1) Recommendations made by the Steering Group will be embodied within each section of the report and repeated, with cross references as an annex at the end of the report.
2) Recommendations will not at this stage be directed to any group/organisation/stakeholder.
3) A copy of the report will be sent to each Parish Councillor and, simultaneously to the printer to shorten the involved timescale and give Councillors time to read the report.
4) A special meeting of the Parish Council is to be convened in August to allow members of the Steering Group to give a presentation on the report followed by discussion. The Parish Council, at this meeting would be asked to formally adopt the report.
5) It is suggested that the Parish Council forms a Parish Plan Implementation Group (PPIG) consisting of Councillors and Steering Group members to progress the implementation of the report and negotiating an action plan. Implementation of the action plan would be monitored by the PPIG and reports given to the Parish Council bi-annually.
6) After Parish Council adoption of the report, an official launch would be held. An invitation to this open meeting would be sent to all Councillors, parishioners and stakeholders.
7) The PPIG will have a stall at the Michaelmas Fair on 11th September 2010 to publicise the report and to make information available.
In discussion it was confirmed that recommendations of the Steering Group to be included in the final plan are a summary of answers received in response to the questionnaire. The Parish Council may wish to ‘Accept’ the report rather than ‘Adopting’ this as some recommendations may be impossible to achieve. Raw data will be available but held in a document separate to the plan. As the PPIG would be an ‘advisory’ committee to the Parish Council, recommendations will be made to the Parish Council for decision. It was reported that a 74% response rate was received to the questionnaire showing the strength of feeling of Parishioners.
It was proposed that if the report is available to the parish Council mid July, an extraordinary meeting of the Council take place on 12th August to consider this.
Proposed: Mr M Williamson Seconded: Mrs A Richmond All in favour
36. CHANGES TO RE-CYCLING FOR THE PARISH IN JULY 2010 (Agenda item 14)
Bins are currently being delivered with new collection calendars and information packs to half the parish included in the first stage of NSC’s recycling revolution with changes to the collection service taking place in July 2010. The remainder of the Parish will be included in stage two of the change taking place in September. Planning for these changes has been impressive although teething problems with changes to collection days have, and still are being experienced. It is anticipated that once the new collection service has been implemented for the entire Parish, pressure on the Woodborough Drive re-cycle centre will be relieved.
37. NS PARTNERSHIP OLDER PEOPLE’S STRATEGY 2011 – 2017 DOCUMENT FOR CONSULTATION TO 30TH JULY 2010. (Agenda item 15)
It was agreed that individual responses should be sent directly to NSC.
38. NHS NORTH SOMERSET RURAL GROUP REPORT Annex 5 – Cllr Roper (Agenda item 16)
Miss Roper gave a report of the meeting held 3rd June 2010. It was noted that Parish Councils will no longer be invited to send a representative to form part of the group as if all Parish Councils in the area covered by the group were to accept the invitation to join, they would have a very large majority. Miss Roper will continue as part of the Patient Practice Group for her surgery that has representation on the Rural Group. Details of patients being able to register with any practice they chose, regardless of geographical considerations, news of Community Nurses being able to give intravenous injections of antibiotics and an experiment taking place in Clevedon for ‘virtual wards’ are included in the annex attached to these minutes.
39. AWARD LAND COMMITTEE CHAIRMAN’S REPORT Annex 6 – Mr J Westlake (Agenda item 17)
The Committee Chairman spoke on works required to the land over the summer period and it was reported that Health and Safety Advisors to the Parish Council have confirmed that the disused railway carriage does not present a hazard if left in situ.
It was proposed that the old railway carriage be left in its current location on the Award Land.
Proposed: Mr M Williamson Seconded: Mr G Lloyd . 11 in favour, 1 against, 1 abstention
All other matters raised should be dealt with through an additional meeting of the committee and recommendations then made to the full Parish Council for approval.
40. REPORT ON AND TO APPROVE ACTIONS OF THE CEMETERY & ALLOTMENT COMMITTEE MEETING HELD 7TH JUNE 2010 Annex 7 – Mr M Williamson (Agenda item 18)
The minutes for the Cemetery & Allotments Committee from the meeting dated 7th June 2010 were approved and signed as a correct record.
Proposed: Mr G Luckett Seconded: Mr M Williamson
All Committee members present were in favour
A final snagging list of works for the cemetery extension has been given to contractors for St Monica Trust by the Committee Chairman and following removal of a tree, a small wall is to be built housing the commemorative plaque acknowledging the St Monica Trust involvement in the extension works. A photograph should then be taken of the plaque by the Clerk and this sent to the Managing Director of the Trust thanking them once again for this gift to the Parish. It would appear that all 3 sapling oak trees transplanted from Slader’s Leigh have survived the winter season.
Min 7 b) Grave levelling has taken place with little complaint from the owners of those graves affected.
Min 8 a) (ii) A Councillor requested that advice be sought from an expert on tree planting in cemetery areas as to the most suitable type of replacement tree that could be planted. Whilst it was not known if such an expert existed, further investigation in this regard would take place before approval of any tree by the Committee Chairman, Vice-Chair and Clerk.
Min 9 b) Steps are now to be taken to terminate the tenancy for allotment 20 due to breach of numerous allotment conditions and rent for the 2010/2011 rental year remains unpaid.
12 a) Details for changes to the conditions were explained to the meeting.
The decisions of the Committee were recommended for action by the Parish Council.
Proposed: Mr M Williamson Seconded: Mr G Lloyd All in favour.
At a recent visit to Sewell House, 2 Parishioners commented to the Parish Council Chairman on the excellent running of the cemetery.
41. REPORT ON AND TO APPROVE ACTIONS OF THE EMPLOYMENT & POLICIES COMMITTEE MEETING HELD 15TH JUNE 2010 Annex 8 – Mr S Bridges (Agenda item 19)
With one amendment to minute 5 h), the minutes for the Employment & Policies Committee from the meeting dated 15th June 2010 were approved and signed as a correct record.
Proposed: Mr S Bridges Seconded: Mr M Williamson
All Committee members present were in favour
Min 5a) Amazement was expressed at the lack of commitment of a Councillor to his role as Parish Councillor with no indication of his reluctance conveyed on the flyer distributed around the Parish prior to the election. It was explained by the recently elected Councillor that the Hillyfields Action Group (HAGS) wanted an election rather than the vacant post of Parish Councillor being filled by co-option. After requesting an election the action group decided who would represent them and he was nominated for this position, being considered one of the more vocal and outspoken members of the group and the most comfortable with the idea of joining the Parish Council.
Min 6 A Councillor was gravely concerned that this type of behaviour is being carried out and to learn that a reprimand for such action took place during a committee meeting. The Parish Council Chairman did advise that an apology was made during the committee meeting to the employee on the receiving end of this action and a further apology made directly to her by email prior to this Parish Council meeting.
The recommendation of the Employment & Policies Committee to release formal advice received to Councillor Rider in relation to the ERHA complaint was approved by the Parish Council.
Proposed: Mr M Williamson Seconded: Mr C Sampson 12 in favour, 1 abstention.
42. UPDATE ON WAR MEMORIAL RECREATION GROUND COMMITTEE – DRAINAGE IMPROVEMENT WORKS– Mr S Bridges (Agenda item 20)
Due to a previously declared personal and prejudicial interest, Mrs Brading left the meeting.
A letter has been sent to Richard Phillips of NSC Public Rights of Way confirming the fence on the boundary between the Recreation Ground and the Strawberry Line has been in its current position for in excess of 20 years. Prior to this time, a representative of the Cheddar Valley Railway Walk Society considers that the fence has been moved up to 1½ foot towards the Strawberry Line but with long standing representatives of the sports clubs not recalling any change to the boundary. Permission has now been requested of NSC as owners of the Strawberry Line for the WMRG Committee to arrange reinstatement of the small ditch running along the top of the embankment on the Strawberry Line side of the fence into which existing land drains may discharge excess water from the playing fields. It is hoped that in the future, grant/additional funding may allow a new herringbone drainage system to be installed in the area of the cricket outfield currently raising concerns and this would discharge into the existing Recreation Ground drainage system. Mr Bridges and/or the Clerk have been appointed as a committee contact point for NSC regarding issues relating to the Strawberry Line to ensure there is no break down in communication between the two parties.
Mrs Brading returned to the meeting
43. MATTERS FOR INFORMATION (Agenda item 21) There were no matters for information
With no further business, the meeting concluded at 9.55 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.