A MEETING OF THE PARISH COUNCIL

was held Thursday 19th June 2008, 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 (Vice-Chair), 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 M Williamson.

 

Ward Councillors:                                Mrs A Harley, Mr T Marter

Police:                                                          PC Church

Guest Speakers:                               Mr A Mallender, NSC Strawberry Line Heritage Trail Officer

Clerk:                                                            Mrs. L Rampton

Finance Assistant:                             Mrs N Flint

Press Representatives:                     Mr G Jones – freelance reporter

Members of the public:                     two

 

Apologies for absence:                        Mr. J Westlake

 

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

 

28.        APPROVAL OF MINUTES OF THE PARISH COUNCIL MEETING HELD 15TH MAY 2008 (Agenda item 4)

The minutes to the meeting held 15th May 2008 were approved & signed as a correct record.

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

 

29.        MINUTE UPDATE FROM THE MAY MINUTES & JUNE CLERKS REPORTS– Annex 1  (Agenda item 5)

Clerks Report – The increased costs for additional photocopying was noted.

 

30.               CRIME REPORT 15TH MAY – 21ST JUNE 2008– PC Church Annex 2 (Agenda item 6)

Direct office no 01934 638123.  The criminal case for the assault on owners of a local takeaway restaurant in October 2007 is due to be heard in Court August 2008.

 

31.       PUBLIC PARTICIPATION (Agenda item 7) – a member of the public voiced concerns about (1.) the lack of seating along the Strawberry Line between Sandford & Winscombe and (2.) cyclists without bells on their bikes.

 

32.       STRAWBERRY LINE WALK – UPDATE ON WORKS PROGRESS IN THIS PARISH

Mr A Mallender, NSC Strawberry Line Heritage Trail Officer (Agenda item 8)

Works to improve the walk between Winscombe & Sandford have included drainage upgrades & culverts being excavated then re-instated near Ilex Lane. Works between Station Road and Nye Road are now complete although barriers are still in place whilst works to clear and open up the pathway are carried out. In order to open up the route as soon as possible, consideration is being given to removing the barriers and signage being displayed explaining this is currently a ‘no through route’.

Works to reinstate the walk surface between the Millennium Green and the A38 are in progress with repair works to landslips also being carried out. Access control to the entire length of the line is being investigated with a number of additional motorbike barriers being installed in place of less secure barriers.

A group of volunteers to be known as ‘Friends of Sandford Station’ is being compiled to take forward the project of setting up and manning the museum at the former Sandford Station site. Any volunteers for this may contact Mr Mallendar via the Clerk. Mr Mallendar outlined plans for the £25,000 s106 agreement funds towards ‘open spaces’ from the Sandford Care Village development.

Remnants of the Woodborough Green, currently in NSC ownership are being considered for clearance works in the Autumn with consideration being given to planting a native orchard on this site. The continued works of the ‘Winscombe & Sandford Community Working partnership’ are proving very beneficial to the parish. The newly donated storage/work container sited at the WMRG will provide space to work during wet weather on the construction of new seats and gates for the Line.

 

33.        WARD COUNCILLOR UPDATE & NSC PARISH LIAISON OFFICER UPDATE (Agenda item 9)

A list of works to highways in the area that have been, and will be carried out over the coming month has been supplied to Ward Councillors. Following a recent meeting of the Parish Council Planning Committee, Mr Marter confirmed that tree preservation orders are placed on trees reported to NSC where there is considered to be a significant risk to these. In one instance in this Parish recently an entire site has been made subject to an Order so should this be purchased for development, NSC is able to negotiate a method of control. It was confirmed that the planning application for acoustic screening to a refrigeration unit made by the Co-op has been refused by NSC South Area Committee and feedback was requested on the recent D & E workshop from those Councillors that attended. It was reported that an experimental 7.5t weight restriction through Burrington Coombe will be implemented on 7th July 2008

 

34.        TO AUTHORISE BILLS FOR PAYMENT – The Clerk Annex 3 (Agenda item 10)

Cheques 102429 – 102464 and direct debits payments detailed were authorised for payment

Proposed:        Mrs P Cram                  Seconded:       Mr A Forbes               All in favour.

 

35.        TO NOMINATE TOWN/PARISH COUNCIL REPRESENTATIVE FOR NSC STANDARDS COMMITTEE (Agenda item 11) Mr Bridges was nominated by Mr Williamson, seconded by Mrs McGann, all members in favour.

 

36.        BT PROPOSAL TO REMOVE TELEPHONE BOX AT PARSONS WAY, WINSCOMBE (Agenda item 12)

            This ‘card-only’ telephone box is covered in undergrowth and thought to be rarely used.

            The Council has no objection to the removal of the telephone box on Parsons Way by BT.

            Proposed:         Mrs A Brading  Seconded:        Mr M Williamson         12 in favour, 1 abstention

A request should be made to BT that this box be moved to the museum at the former Sandford Station Railway site after seeking approval from St Monica Trust.

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

Should BT agree to the box being kept within the Parish, the Chairman & Vice-Chairmen should make a final decision on the siting of the phone box if St Monica Trust is not receptive to the idea of this being located at the museum.

           

37.        AFFORDABLE HOUSING UPDATE & VILLAGE HOUSING SURVEY 2008 RESULTS - Mr S Bridges

Annex 4 (Agenda item 13)

Results of the village housing survey had been circulated to Councillors along with agenda papers to the meeting. The key findings to the survey are detailed within this document and clearly show a need for the provision of Affordable Housing within the Parish. The Affordable Housing working party had recently met with Louise Davidson of English Rural Housing and considered areas of land outside the settlement boundary of Winscombe that could be deemed suitable and meet the required planning policy requirements. Details of this are to be submitted to NSC for consideration who may then suggest alternative areas.

Affordable housing developed inside a settlement boundary of a village with a population in excess of 3,000 using public subsidy is not guaranteed to be available as affordable housing in perpetuity. Land outside the settlement boundary is exempt and where affordable housing is developed, this can be retained in perpetuity.

 

38.        PRIMARY CARE TRUST UPDATE – Miss B Roper (Agenda item 14)

Miss Roper advised that she had today attended a PCT meeting & will forward a full written report of this to the Clerk for circulation to Councillors. The public meeting held on 22nd May was considered an big success by the number of public present and it was reported that polyclinics were only intended for city areas, not rural practices. Local doctors were overwhelmed by support of patients and a further meeting is scheduled for August 2008.

 

39.        PARISH COUNCIL OFFICES – TO CONSIDER RENTAL OF ADDITIONAL OFFICE SPACE (Agenda item 15)

A discussion took place regarding the inadequate amount of office space currently rented at the Community Centre and Councillors advised of planned works by the Winscombe Community Association (WCA) to rectify problems with dampness in the current storeroom. In order to provide additional office space, consideration was given to (1) seeking alternative premises or (2) with the consent of WCA, the possibility of knocking through the existing wall so the current office and store room form one larger office and then renting an additional room that will be used for storage/quiet reading purposes. This option would afford a little more privacy to both Councillors and the public visiting the office

.           Resolved: the Parish Council, in association with WCA should seek estimates for works to make the two rooms currently rented into one and then proceed with these works with the Parish Council contributing up to £2,000. A request for the rental of an additional room (opposite the current store room) for storage purposes should be made with reasonable increased rental costs to be agreed with WCA.

            A letter confirming this request should be sent to WCA with the Finance Committee to consider budget implications.

 

40.        PROPOSAL TO AMEND JULY PARISH COUNCIL MEETING DATE AND TO CONSIDER PARISH OFFICE COUNCILLOR COVER (Agenda item 16)

            In order that no meetings of the Parish Council are held during staff annual leave, it was agreed that the date of the July 2008 Parish Council meeting be amended.

            It was proposed that Parish Council Standing Order 1 a. be revoked and that the meeting to be held on 17th July 2008 be rescheduled to 14th August 2008.

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

            A rota will be circulated by the Clerk for Councillors to specify when they will cover Parish Office opening duties Thursday 10th July – Tuesday 22nd July inclusive.

 

41.       TO APPROVE THE RECOMMENDATIONS OF THE FINANCE COMMITTEE & ANNUAL RETURN

Mr C Sampson  Annex 5  (Agenda item 17)

The minutes of the Finance Committee meeting dated 12th June 2008 were approved and signed as a correct record.             Proposed:         Mrs A Brading              Seconded:        Ms D Powell

All Committee members present were in favour

 

(i)                     To Approve the Accounts for the period 1st April 2007 to 31st March 2008

            The Accounts for the 2007/08 financial year were approval by the Parish Council

Proposed:          Mr G Luckett                 Seconded:         Mr G Lloyd                     All in favour

(ii)                    To Approve the Statement of Accounts for the period 1st April 2007 to 31st March 2008

The Statement of Accounts was approved by the Council & signed by the Chairman

Proposed:          Mrs P Cram                   Seconded:         Mrs A Brading                All in favour

(iii)       To Complete & Sign Annual Governance Statement to 31st March 2008

Box 1 - 8 of the Annual Governance Statement was completed by the Parish Council as ‘yes’ and with box 9 completed as N/A. The statement was signed by the Chairman

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

 

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

Proposed:         Mr M Williamson         Seconded:        Mr A Forbes                 All in favour

 

42.        WAR MEMORIAL RECREATION GROUND - Mr M Williamson (Agenda item 18)

(i)         To authorise Payment for Upgrade to Changing Rooms

            Works to upgrade one changing room currently used by Winscombe football club with shower & toilet facilities are now complete (see PC min 37 Jun 07 & PC min 172 (ii) Mar 08) and invoice for payment received. Lease payments received from the sporting clubs are a taxable supply with VAT being charged and declared as output tax on VAT returns to enable VAT to be recovered on refurbishment works (conf by HM Customs and Excise VAT Office, Taunton by letter 17/4/00). Winscombe AFC is to make a contribution towards increased maintenance/refurbishment works in changing rooms used by their club.

            Cheque 102437 was authorised for payment by the council

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

 

(ii)        Necessary Repair Works to Changing Room Showers & Proposed Timescale

            Quotations for repair works to the main shower walls & tiling have been requested. It is intended that a waterproof ply be used beneath new tiles to replace existing plaster at a cost anticipated in the region of £1,500 – £2,000. Costs for works are partially to be met from within the WMRG Committee budget with the remainder being contributed by the three sporting clubs that use the shower facilities. The WMRG Committee will obtain the consent of the three sporting clubs prior to works being instructed.

            It was proposed by Mr Lloyd, seconded by Mrs McGann, all members in favour that works and expenditure as detailed in PC min 42 (ii) above be authorised.

 

43.        EMPLOYMENT & POLICIES COMMITTEE REPORT - Mr R Jones  Annex 6  (Agenda item 19)

            Works to reconsider Parish Council adopted Standing Orders & associated documents are now well advanced. In response to a question, Fidelity Insurance cover was explained to the Council.

The minutes for the Employment & Policies Committee from the 19th May 2008 meeting were approved and signed as a correct record.       Proposed:         Mr S Bridges    Seconded:        Mr M Williamson

All Committee members present were in favour

 

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

Proposed:         Mr M Williamson                     Seconded:        Mr R Jones                   All in favour

 

44.        PLAY AREA & SKATE PARK COMMITTEE REPORT – Mrs A Brading  Annex 7  (Agenda item 20)

Consideration is being given to the replacement of the gravel drain at the skate park with either wet-pore or concrete/tarmac. Graffiti problems have been suffered at the Winnowing End play area and the ‘annual risk assessment’ forms reconsidered.

The minutes for the Play Area & Skate Park Committee from the 9th June 2008 meeting were approved and signed as a correct record.      Proposed:         Mr A Forbes     Seconded:        Mrs V McGann

All Committee members present were in favour

 

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

Proposed:         Mr A Forbes                 Seconded:        Mrs V McGann             All in favour

 

45.       ENVIRONMENT COMMITTEE REPORT – Mr G Lloyd  Annex 8  (Agenda item 21)

The minutes for the Environment Committee from the meeting dated 3rd June 2008 were approved and signed as a correct record.           Proposed:         Mr G Lloyd                   Seconded:        Mrs V McGann

All Committee members present were in favour

Min 14 – Healthy Walks Publication. The document is now with printers at a cost £20 higher than originally approved by the committee. Grant applications have been made that if successful; will enable the Parish Council along with NSC to support Winscombe Strollers in their request to replace some stiles with gates that allow easier access on public rights of way.

Min 18 – a review of speed limits on the A371 Banwell Road takes place every four years and consideration could then be given to speed limit signage being moved.

Min 20 c. – the raised manhole cover in front of the library has been restored to a level flush with the ground surface and Mrs McGann gave credit to the Committee Chairman for this action.

 

A pupil at Sandford Primary School, after reading the Parish Council notice-board spotted a kite (bird) in Sandford during a school break-time. The pupil then telephoned the Committee Chairman to advise him of this.

A letter should be sent to the head teacher of the primary school commending the actions of this child and passing on the thanks of the Parish Council.

Proposed by Mr M Williamson, seconded Mrs V McGann. All members were in favour

 

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

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

 

(i)         Bridleway Application – Winterhead. Recommendation to be made to NSC PROW sub-committee

In 2004 the Parish Council agreed not to support the conversion of this footpath to a bridleway. It was considered that the route has not been used by horses and a section of the footpath has had a cattle grid in place for the past 30 years. Somerset County Council are recommending refusal of this upgrade.

It was proposed that the Parish Council oppose, and recommend refusal of this upgrade of two footpaths to a bridleway at Winterhead.

Proposed:        Mr A Forbes                 Seconded:       Mrs P Cram                  All in favour

 

The Parish Council would request that North Somerset Council actively oppose the order at Winterhead rather than taking a neutral stance.

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

 

(ii)        s106 Agreement Funding for this Parish. To formulate suggestions for allocation of this to NSC

            This agenda item request was withdrawn by Mr Lloyd.

 

46.       AWARD LAND COMMITTEE REPORT -  Annex 9 (Agenda item 22)

            Under the Protection of Badgers Act 1992, a licence has been issued by ‘Natural England’ to excavate and re-instate a footpath on PROW AX29/67 between 1st July and 31st October 2008.

 

47.       CEMETERY & ALLOTMENT COMMITTEE REPORT & ST MONICA TRUST s106 AGREEMENT UPDATE

Mr M Williamson Annex 10 (Agenda item 23)

The minutes for the Cemetery & Allotment Committee from the meeting dated 23rd May 2008 were approved and signed as a correct record.

            Proposed:         Mrs V McGann             Seconded:        Ms D Powell

All Committee members present were in favour

Min 9e – the grass in the cemetery field has now been cut.

Min 9f – saplings from old oak trees are to be planted from October 2008. Additional native trees from within the parish were offered by a Councillor.

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

Proposed:         Mr M Williamson                     Seconded:        Mr G Lloyd                   All in favour

 

            An extract from the s106 agreement with St Monica Trust had been circulated to Councillors in advance of the meeting advising that works to extend the cemetery will be carried out prior to the occupation of any development on the former Sandford Railway Station site.

            The Committee Chairman and Vice-Chairman along with the Clerk had met on site with representatives of St Monica Trust and specialists in Cemetery design. St Monica Trust will be commissioning experts from within this field directly and submitting proposed plans to the Parish Council for approval prior to any planning applications being made. Trenches are to be dug in the Cemetery field to enable soil samples to be taken and the NSC Archaeologist will be invited to attend. A number of other works to the existing cemetery could be carried out whilst the new design is implemented as recommended by the committee and consideration given to extending the current allotment area into the new field.

 

48.               MATTERS FOR INFORMATION  (Agenda item 24)

Banwell & Winscombe Children’s Centre Update – Mr Luckett reported that the Parish Council Chairmen of Banwell and Winscombe & Sandford may be invited to open the new centre with some services commencing in September 2008. Names for the centre are still being considered.

 

Sandford Village Hall – Miss Roper advised that the village hall has recently been awarded ‘Hall Mark 3’, the first hall in the NSC area to be awarded this by Community Action. The Winscombe & Sandford Working Partnership team will be requested to carry out future works to further improve this community facility.

 

Parish Plan Steering Group – Mr Luckett informed the Parish Council that following the resignation of the Group Chairman, he has now been replaced by Mr Rob Voce. A future agenda item will be requested of the Parish Council when there is progress to be reported on.

 

 

 

 

 

 

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.