A MEETING OF THE PARISH COUNCIL
was held Thursday 18th June 2009, Winscombe Community Centre at 7.30 p.m.
Present: Mrs. A Brading, Mrs P Bushnell, Mrs. P Cram, Mr. A Forbes (Chairman), 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 (Vice-Chair), Mr M Williamson.
Ward Councillors: Mr T Marter
Police: PC Church
Clerk: Mrs. L Rampton
Press Representatives: Mr. I Matt, Cheddar Valley Gazette
Mr G Jones, freelance reporter
Members of the public: Nine
Apologies for absence: Mr. S Bridges, Mr J Westlake, & Ward Cllr Harley.
26. DECLARATIONS OF INTEREST (Agenda item 3) Mrs McGann declared a personal & prejudicial interest in agenda item 11, Provision of Affordable Housing Update due to a family member being employed by Summerfield Developments. This same interest was also declared for agenda items 4 & 5 should any matters relating to this interest arise from the previous Council meeting minutes.
27. APPROVAL OF MINUTES OF THE PARISH COUNCIL MEETING HELD 21ST MAY 2009 (Agenda item 4)
The minutes to the meeting were approved & signed as a correct record.
Proposed: Mr. G Lloyd Seconded: Mr. C Sampson
All members present at the last meeting were in favour
28. MINUTE UPDATE FROM THE MAY MINUTES AND JUNE CLERK’S REPORT– Annex 1
(Agenda item 5)
Min 12 – Gail Smith has been contacted by the Clerk, literature received regarding the Play Builder Scheme and a meeting between Play Area Representatives, Youth Club & NSC Officials is shortly to be arranged.
29 CRIME REPORT 21ST MAY TO 18TH JUNE 2009– Annex 2 (Agenda item 6) Direct office no 01934 638123.
Weekly Beat Surgery Tuesday 10 am – 1 pm & 6 – 7pm prior to a Parish Council meeting.
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. Priorities set for the last month and subsequent penalties were detailed and it was advised that there is a strict zero tolerance policy being applied to the youth in the Parish following the recent spate of vandalism. DNA samples have been collected from the scene of some recent arson incidents and police patrols will be regularly visiting the Recreation Ground and skate park area. Details of two road traffic incidents that occurred on Wednesday 17th June during heavy rain were reported although as far as PC Church is currently aware, no injuries appear to be life-threatening.
30. PUBLIC PARTICIPATION (Agenda item 7)
a. Allotment holder 31b submitted a request to the Parish Council that he be allowed to erect a shed on his half allotment plot at Ilex Lane Cemetery. This request had previously been submitted to the meeting of the Cemetery & Allotment Committee on 29th May 2009 with the committee recommending refusal of this request to the Parish Council. Reasons supporting this request, as detailed in committee meeting minutes were explained to the Parish Council with concern being expressed over the security of tool chests and consideration of an additional charge/deposit been introduced by the Parish Council for allowing such a structure that could be retained should the shed not be kept in good order. The Chairman explained that this matter would be considered by the Parish Council at Agenda item 17, Cemetery & Allotment Committee Report.
b. The Chairman of the Parish Plan Steering Group addressed the meeting to advise that of questionnaires delivered to 1,671 properties in the parish, a phenomenal 74% collected response rate was reported. Volunteers were thanked and the Parish Council web-site will shortly be updated with this information. Consideration is now being given to collating of the 476,000 answers to individual questions with final analysis being carried out by the Steering Group. A full report will be made available to the Parish Council, NSC and other stakeholders with an action plan to be agreed from the findings. In response to a parishioner request, it is not considered cost effective by the Steering Group to issue a draft report to all Parishioners.
c. A Parishioner spoke on the matter of support for local businesses. Short term parking in the centre of the village will allow easier access to local shops although there was no mention in the Parish Plan Questionnaire on how best to support these local businesses. Parked cars slow traffic down.
d. A Parishioner offered congratulations to the recently elected Chairman and commented on the creditable role of the previous Chairman. The Parish Council precept was referred to in relation to the sum spent in staff costs and the parishioner suggested that consideration be given to the amalgamation of committees to reduce these costs and also the introduction of financial software that could be operated by anyone. Are 15 Parish Councillors in fact necessary and how often are they contacted by Parishioners to justify their role?
31. TO SET COMMUNITY POLICING PRIORITIES FOR THE PERIOD TO 16TH JULY 2009 (Agenda item 8).
Local Police Priorities for the period to the next scheduled Parish Council meeting were considered by members present and set as follows:
1. Anti-social behaviour & criminal damage should be given priority with the zero tolerance policy aimed at the youth to be continued.
2. Visible police presence around the Parish to deter further crime & allay Parishioners concerns.
3. Speeding through the Parish should continue to be targeted.
4. Parking problems should continue to be targeted.
Proposed: Mrs A Brading Seconded: Miss B Roper All in favour.
Mr Jones advised that illegally parked cars can cause a danger to pedestrians trying to negotiate these.
32. WARD COUNCILLOR UPDATE & NSC PARISH LIAISON OFFICER UPDATE – Mr T Marter (Agenda item 9)
A report of works carried out in the Parish by NSC Streets & Open Spaces in the last month will be passed to the Clerk as soon as this becomes available. It would appear that some inconsistencies exist within NSC Planning Department when dealing with changes to planning applications as some cases may be dealt with by an amendment to original plans although in the case of the St Monica Trust care village on the former Sandford Station site, a number of new planning applications have been requested. There would also appear to be a slow response from NSC Planning Officers in advising the applicants that they are at present mindful to refuse the applications in their current form close to the decision date and for these reasons Cllr Marter has called the applications before the NSC South Area Committee.
Bristol International Airport have now submitted their planning application for the airport extension with all Parish Councils being invited to comment on the proposed extension and Cllr Marter advising that a number of public meetings are envisaged.
Prosecution papers are to be served on the Co-op, Woodborough Road for non-compliance with planning approval and enforcement recommendations for the acoustic screening of the refrigeration unit. It was advised that some works are now taking place to screen and clad the unit although it is not known if this meets planning conditions.
33. TO AUTHORISE BILLS FOR PAYMENT – The Clerk Annex 3 (Agenda item 10)
Cheques 102754 - 102777 and direct debits payments detailed were authorised for payment
Proposed: Mrs P Cram Seconded: Mrs A Brading All in favour.
34. PROVISION OF AFFORDABLE HOUSING FOR THE PARISH UPDATE – Mr M Williamson (Agenda item 11)
Due to a previously declared personal & prejudicial interest, Mrs McGann left the meeting.
The draft Exception Site Search & Selection Report accepted by the Parish Council at the May meeting has been submitted to NSC by the Independent Planning Agent appointed by English Rural Housing Association to ensure this is a fair representation of NSC input into the process to date. Once a positive response has been received from NSC, the document will be released into the public domain prior to this document being formally accepted as a final document by the Parish Council.
Mrs McGann returned to the meeting.
35. TO CONSIDER SUGGESTED RESPONSE TO “GYPSY AND TRAVELLER SITE ALLOCATION DEVELOPMENT PLAN DOCUMENT” Annex 4 – Mr C Sampson (Agenda item 12)
The suggested response to this NSC consultation document had been prepared and circulated in advance of this meeting by Councillors Bridges, Luckett & Sampson along with a web-link enabling the document to be viewed by Councillors in its entirety. It was explained that the Issues & Options paper is an opportunity for the community to comment on the Planning Authority’s perception of what needs to be done around the provision of sufficient accommodation for Gypsies and Travellers. Issues & options listed within the document offer starting points for discussion and no decisions have been made in favour of any possible sites, nor has NSC discounted the possibility of further sites coming forward for consideration.
The number of sites required within North Somerset to 2016 was detailed to the meeting and it was considered that planning will alleviate problems with inadequate, unauthorised accommodation.
It was proposed that the suggested responses to questions 1 – 15 be accepted and submitted as a response on behalf of the Parish Council along with additional questions to be submitted subject to question 3.) being replaced with ‘Have Avon & Somerset Constabulary been involved as part of the consultation process?’
Proposed: Mr G Lloyd Seconded: Mrs A Richmond All in favour
Councillors Bridges, Luckett & Sampson were thanked by the Chairman for preparing this response paper.
36. PARISH COUNCIL OFFICE OPENING HOURS – TO CONSIDER A REDUCTION IN OPENING TIMES
Mr G Lloyd (Agenda item 13)
A paper had been prepared by Mr Lloyd and circulated to Councillors at the meeting outlining a number of suggestions to reduce hours worked by office staff that were discussed by members present. The suggestion to reduce office opening hours by three per week would save a considerable number of hours over a one year period and deliberation took place between opening three hours on two days per week or opening for two hours three times per week. In consultation with office staff, it was considered that the least number of Parishioners visited the Parish Office between 12 noon and 1pm than at any other opening time. A suggestion to eliminate all office opening hours was rejected immediately as office opening provides a community service.
In discussion it was stated that Parish Councillors should not visit the office unnecessarily and if detailed discussions are required with either the Clerk or Finance Assistant that are likely to take more than a few minutes, a mutually agreeable appointment should be made. Mr Jones commented that these matters had been addressed during the last year by the Employment & Policies Committee and were recorded in meeting minutes.
Ward Councillor Marter added that the Parish Office is a wonderful facility for Parishioners that is not provided by any other Council in his Ward and serious consideration should be given before restricting this service. It should not be necessary for Parish Councillors to attend the office as the majority of matters can be dealt with by email and telephone.
It was proposed that the Parish Office will open between 10 am to 12 noon Tuesday, Thursday & Friday for a trial period until 31st December 2009 with the situation to be carefully monitored.
Proposed: Mr G Lloyd Seconded: Mrs A Brading 12 in favour, 1 against.
This change will take place with effect 1st July 2009 to allow adequate notice to Parishioners.
Parish Councillors were reminded to treat Parish Office opening times responsibly & the Parish Council Chairman was requested to write to all Parish Councillors reminding them of this.
Proposed: Mr G Lloyd Seconded: Miss B Roper 12 in favour, 1 abstention.
The Parish Office will close annually between the Christmas and New Year period.
Proposed: Mrs A Brading Seconded: Mrs A Richmond 12 in favour, 1 against.
New signage for the Parish Office door should be ordered.
37. TO CONSIDER PERMITTED USE OF MOBILE PHONES DURING PARISH COUNCIL AND COMMITTEE MEETINGS – Mrs V McGann (Agenda item 14)
As mobile phones now offer recording technology and can cause disturbances during meetings, a request has been made to limit the use of such devices to ‘exceptional use’ as agreed by the Parish Council Chairman. Whilst current standing order 24 (f) states that “The Clerk shall afford to members of the press reasonable facilities for making their report of any proceedings at which they are entitled to be present. There shall be no audio or video recording or photographing of the meeting without the express approval of the Council.” This standing order does not prohibit the use of phones with recording facilities.
It was proposed that new Standing Order 24 (h) should be inserted into the adopted document worded as follows:
“All persons attending meetings are requested to turn off all mobile phones, pagers and similar calling devices as these could be used for recording and may cause a disturbance during meetings. The Chairman may approve an exception to this standing order in special circumstances.” A footnote should be included on all Parish Council and committee meeting agenda papers advising members & parishioners of this requirement.
Proposed: Mrs V McGann Seconded: Mrs A Brading 11 in favour, 1 against, 1 abstention
Councillors were requested to make the necessary inclusion into current standing orders and update the amendment sheet accordingly.
38. NHS NORTH SOMERSET GROUP MEETING UPDATE Annex 5 – Miss B Roper (Agenda item 15)
Draft minutes to the meeting held on 24th May 2009 were circulated to Councillors at the meeting. Dick Wittington has again raised concerns over problems associated with travel and access to local surgeries and hospitals. Structured comments to the group are invited.
39. AWARD LAND CHAIRMAN’S REPORT Annex 6 (Agenda item 16)
In the absence of Mr Westlake, contents of the report were noted. The relevant NSC Officer will be contacted by the Assistant Clerk to clarify the mortar mix required to repair the old forge and it is reported that a fence has been erected by owners of Lyncombe Lodge without prior communication with the Parish Office.
40. CEMETERY & ALLOTMENT COMMITTEE REPORT Annex 7– Mr M Williamson (Agenda item 17)
The minutes for the Cemetery & Allotment Committee from the meeting dated 29th May 2009 were approved and signed as a correct record.
Proposed: Mrs A Brading Seconded: Mr G Luckett
All Committee members present were in favour
Minute update 8 a.) – sand drains are to be installed within the next fortnight and grass in the new area continues to be cut by St Monica Trust contractors until completion of works. All allotments are considered to be very well tended with the exception of one allotment plot in the new area and this matter is being pursued through correspondence requesting compliance with allotment conditions.
Min 6 & 7 Request for sheds on allotment area – The Committee Chairman advised that after considering all points raised by an allotment holder, the committee unanimously agreed that sheds close to the cemetery area were not appropriate to this location nor were they in keeping with the AONB in which the cemetery is located and it is for these, and other reasons detailed in the committee meeting minutes the committee has recommended refusal of the request to erect a shed on a new allotment to the Parish Council.
A debate ensued in which some Councillors considered that in other areas allotment holders are afforded the right to erect a shed and that Parish Council allotment conditions may be amended to reflect this. In response it was argued that since 1972 when the Parish Council first provided allotments in this location sheds have never been permitted. Sheds, especially after a period of time can look untidy & attract vandalism, could cut light to other allotment holders, reduce the limited area that may be cultivated and are inappropriate adjacent to the Parish Cemetery which is the primary use of this land. Planning permission for such structures in this setting would also have to be investigated. It was advised that all new allotment holders agreed and signed to the current ‘allotment holder terms and conditions’ before starting to cultivate their plots and so were fully aware that structures may not be erected in the allotment area unless approval of the Parish Council had been gained.
It was proposed that the current allotment holder conditions remain unaltered and the erection of sheds in the allotment area is not permitted.
Proposed: Mr M Williamson Seconded: Mrs A Brading 9 in favour, 4 abstentions.
Mrs McGann took no part in the discussion & abstained in the voting due to a personal interest as a relative is an allotment holder.
Min 10 Road Signage at Ilex Lane – This matter was again debated in light of a recent accident on Sandford Road on 17th June where a pedestrian was knocked over by a vehicle. After much deliberation it was concluded that this item should be re-visited as an agenda item for the Environment Committee when all circumstances surrounding the incident of 17th June are known.
The decisions of the Committee were recommended for action by the Parish Council.
Proposed: Mr M Williamson Seconded: Mr G Lloyd All in favour.
A meeting of the Chairman’s Committee will be convened within the next week and a decision made regarding the removal of two oak trees at the Ilex Lane Cemetery. These works have been requested by Western Power Distribution to comply with new regulations (chapter 29, schedule 4 of the Electricity Act of 1989 with the proposed works to achieve standards compliant with the 2006 amendment to the Electricity Safety, Quality and Continuity Regulations) governing the ‘fall distance’ of trees within close proximity to major power lines.
41. ENVIRONMENT COMMITTEE REPORT – Annex 8 (Agenda item 18)
The minutes for the Environment Committee from the meeting dated 2nd June 2009 were approved and signed as a correct record.
Proposed: Mr G Lloyd Seconded: Mrs V McGann
All Committee members present were in favour
Min 5 i) Mrs McGann addressed the meeting on this matter and advised that the installation of parking restrictions along-side the bus stop area could involve a traffic regulation order (TRO), considerable expense to NSC and a delay of around two years to have this implemented. After investigation by the Clerk, it has been ascertained that the bus stop road marked area could be increased at little cost to NSC and without any need for a TRO. Along with the proposed highlighting of the raised bus stop kerbs in this vicinity, this could be considered as an interim measure and should these measures not alleviate the current problems for both pedestrians and road users, consideration should be given to the re-location of the British Legion bus stop to an alternative location, possibly outside the Community Centre.
It was proposed that the bus stop road marked area on Sandford Road outside the British Legion Club is increased in size to allow buses easier access to the kerb area and it be requested that NSC paint the raised kerbs to both sides of the roads in yellow paint to highlight the raised bus stop kerbs in this vicinity.
Proposed: Mrs V McGann Seconded: Mrs A Richmond All in favour
Min 7) Signage will be considered at the next meeting.
Min 8) Footpath Clearance – due to budget restrictions within NSC, limited footpath clearance is taking place with reports being received of a number of paths now being very difficult to pass. To assist in future cutting of footpaths, consideration could be given to using the payback team to cut paths in the Parish at the request of the Parish Council with these works being carried out in addition to the footpaths that NSC clear on an annual basis. Enquiries will be made with Avon & Somerset Probation Service by Mr Williamson to ascertain if this type of work is suitable for the team prior to a decision being made on this course of action. Some Councillors objected to paying the Community Service Team to carry out works they considered to be the responsibility of NSC.
The decisions of the Committee were recommended for action by the Parish Council.
Proposed: Mr G Lloyd Seconded: Mrs A Brading All in favour.
42. MATTERS FOR INFORMATION (Agenda item 19)
· NS Avon Local Councils Association Group Meeting held 11th June 2009 at Winscombe Community Centre. Mrs Cram gave a report of the meeting and expressed dismay at the continued poor attendance of the ALCA group meetings. Mr Jones advised that the ALCA Executive Committee has undertaken a study of the role of the area groups and this matter is being addressed. The Chairman thanked those Councillors that had attended the meeting and Mr Sampson, Ms Powell and the Clerk for providing refreshments.
· Strawberry Line Route through Sandford. Barriers closing the route on Station Road have now been removed with the opening of this path taking some cyclists off this busy road. A letter should be sent to Thatcher’s thanking them for their contribution to this.
· Winscombe, Sandford & District Senior Citizens Forum. Miss Roper has been asked to convey the thanks of this group to the Parish Council for the grant assistance provided.
· Sandford Village Hall. The blue plaque is now in situ advising of the history of the hall.
With no further business, the meeting concluded at 9.50 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.