A MEETING OF THE PARISH COUNCIL
was held Thursday 20th March 2008, Winscombe Community Centre at 7.30 p.m.
Present: Mrs. A Brading, Mr. S Bridges, Mrs P Bushnell, Mrs. P Cram (Vice-Chair), Mr. A Forbes,
Mr. R Jones, Mr. G Lloyd, Mr. G Luckett, Ms. D Powell (Vice-Chair), Mrs A Richmond, Miss B Roper,
Mr. C Sampson (Chairman), Mr. J Westlake, Mr M Williamson.
Ward Councillors: Mrs A Harley
NSC Parish Liaison Officer: Mr J Foster
Police: PC Church
Clerk: Mrs. L Rampton
Committee Clerk: Mrs N Flint
Press Representatives: none
Members of the public: two
Apologies for absence: Mrs V McGann, Ward Councillor Mr T Marter
157. DECLARATIONS OF INTEREST (Agenda item 3) – John Westlake declared a personal interest in Parish Council Agenda item 22, Cemetery & Allotment Committee minute 12 as he has ancestors buried in Sandford Church Yard.
158. APPROVAL OF MINUTES OF THE PARISH COUNCIL MEETING HELD 21ST FEBRUARY 2008.
(Agenda item 4)
The minutes to the meeting held 21st February 2008 were approved as a correct record.
Proposed: Mrs A Brading Seconded: Mrs P Cram
12 in favour, 1 abstention as not present at the meeting.
159. MATTERS ARISING FROM THE MINUTES & CLERKS REPORTS– Annex 1 (Agenda item 5)
There were no matters arising.
160. CRIME REPORT 20TH JANUARY – 20TH MARCH 2008– PC Church Annex 2
(Agenda item 6) Direct office no 01934 638123
Figures for the month period were detailed by PC Church. Reports of a ‘cold caller’ within the Parish has not to date resulted in any offence being reported to Police. Stickers advising against ‘cold-calling’ are available at the weekly Police Surgery on Tuesday mornings. A brief update on persons charged with offences in relation to the assault at the Indian Take-Away last October was given, the matter will now be heard in court, further comment was not provided as this would be ‘sub-judicy’. Regular meetings of the ‘Police & Community Together’ committee are now being held to enable a number of organisations to share & discuss problems. Due to the sensitive material content discussed, these meetings are not open to members of the public.
161. PUBLIC PARTICIPATION (Agenda item 7) – there was none.
162. WARD COUNCILLOR UPDATE & NSC PARISH LIAISON OFFICER UPDATE (Agenda item 8)
Ward Councillor Harley spoke in favour of the almost unanimous decision of the NSC South Area Committee to pass planning applications 07/P/3232/F & 07/P/3233/LB, St Monica Trust proposals for a retirement village on the former Sandford Railway Station Site. It was considered that the applicants had responded positively to previous concerns from the community in the revised planning applications and Ward & Parish members looked forward to welcoming the trust to our Parish.
NSC Officers were commended for the manner in which budget restrictions have been dealt with. Much praise was given by those Councillors present at the recent meeting of the Senior Citizens Forum to Mr Pete Slocombe, NSC Officer for the excellent presentation on this matter in layman’s terms. Parish Liaison Officer, Mr Foster advised that the 1.9% increase in council tax levied by North Somerset Council for the 2008/09 financial year is the third lowest increase nationally and knowledge of the three year settlement, whilst not being the required figure, is constructive for future planning.
It was proposed by Mr G Lloyd, seconded by Mr A Forbes, all Councillors in favour that Mr Slocombe be invited to speak at a public meeting in this Parish, ideally with the next 31 days.
The event should be well publicized by way of press inclusion and notices. This should not form part of the Annual Parish Assembly to be held on 10th April.
163. TO AUTHORISE BILLS FOR PAYMENT – The Clerk Annex 3 (Agenda item 9)
Cheques 102348 - 102370 and direct debits payments detailed were authorised for payment
Proposed: Mrs P Cram Seconded: Mr J Westlake All in favour.
164. INTERNAL AUDIT FOR THE 2007/08 FINANCIAL YEAR (Agenda item 10)
Due to the sudden illness of Parish Council internal auditor Mr P Reynolds of Fair Account, it would appear unlikely that the required internal audit for this financial year will be completed to comply with Audit Commission regulations and time restrictions by Fair Account. Mr Lund, Parishioner and retired District Auditor has kindly agreed to complete the internal audit inspection for the January – March 2008 period.
Mr Lund should be appointed as temporary Internal Auditor to the Parish Council in the absence of Mr Reynolds to complete internal audit inspection for the 2007/08 financial year.
Proposed: Miss B Roper Seconded: Mr M Williamson All in favour.
165. SANDFORD PRIMARY SCHOOL REPORT (Agenda item 11)
Following a very good OFSTED report, the head-teacher is now to move onto a larger school in Shirehampton. The process for advertising the vacant position is well progressed with interviews to be carried out in the next couple of months. The clock, thought to have been installed during refurbishment works for the millennium on the school building has stopped. Any information regarding the installation of this would be welcome by the school.
166. MAY FAIR ON THE GREEN, SATURDAY 10TH MAY 2008 (Agenda item 12)
It was proposed by John Westlake, seconded by Gerald Lloyd that the Parish Council once again has a stall on the Millennium Green at the annual fair. Attendance is requested of as many Councillors as possible to man the stall that will display promotional leaflets.
167. PARISH PLAN & AFFORDABLE HOUSING UPDATE (Agenda item 13) Mr S Bridges
A meeting of steering group volunteers has taken place with 16 Parishioners in attendance, all of whom will form the Steering Committee for the Parish Plan. The position of Chairman has been filled by Mr Roy Breddy, Mr Rod Cope will be vice-chair and Mr Neville Benchley will act as Treasurer. A secretary to the committee has yet to be found. Parish Council representatives to the committee are Mrs Pat Bushnell & Mr Geoff Luckett. The first meeting of the group will take place on 31st March with Jacqui Ward from Community Action in attendance. Grant aid of £2,550 from Quartet has been approved and conditions require a 10% contribution from the Parish Council.
Over 500 responses were received from the Parish to the Affordable Housing Questionnaire that are currently being analysed by English Rural Housing Association.
A vote of thanks was offered to Steve Bridges by the Chairman for his organisational skills in the recent leaflet distribution. Mr Bridges stood down from further involvement with this group.
168. PRIMARY CARE TRUST & PATIENT/PRACTICE GROUP UPDATE – Miss B Roper
(Agenda item 14) Annex 4
A very productive meeting of the PCT Cluster Group has taken place with good working relationships being reported on. Further consideration was given to the introduction of polyclinics and it was advised that both our local surgeries already offer out-of-hours appointments. A public meeting is to be held on a Thursday, hopefully late April with Chris Born, Chief Executive of the PCT and John Penrose MP – Councillors were encouraged to attend. Arrangements are being made to remove the large deficit currently borne by the local Health Authority.
169. LOCAL COUNCIL INSURANCE POLICY (Agenda item 15) Annex 5
A proposal comparison between our current insurer, Zurich Municipal and Allianz Insurance plc through AON Ltd had been provided to Councillors in advance of the meeting. Long term agreements were discussed along with ‘cover headings’ and levels of cover. Business Interruption Insurance was not considered essential in a Council of this size and the considerable difference in premium charges was noted. Councillors were advised of the personal accident levels and policy excess under the AON policy. Members’ attention was drawn to the age restrictions for personal accident cover on both policies.
The Parish Council should accept the Allianz Insurance plc proposal through AON Limited Parish Councils scheme under a three year long term agreement. Annual premium for the period 01 April 2008 – 01 April 2009 of £3,603.59 to include insurance premium tax @ 5% and administration charge.
Proposed: Mr G Lloyd Seconded: Mr R Jones All in favour
170. NORTH SOMERSET COUNCIL BOROUGH STATUS - CONSULTATION (Agenda item 16)
The Parish Council considered the proposal from North Somerset Council to apply for Borough Status due to confusion over the roles of Chairman and Leader of the Council. It was suggested that should the Civic Head of North Somerset Council (currently Chairman of the Council) by styled “The Mayor”, this would lead to further confusion as Weston Town Council already has a Mayor in situ. It was not considered that a Mayor of “The Borough of North Somerset” would enhance the image of the Council or lead to financial gain. It was thought that there was an element of self aggrandisement in the proposal.
The Parish Council do not support the proposal of North Somerset Council to apply for Borough Status and the Chairman of the Council being styled “The Mayor”.
Proposed: Mr S Bridges Seconded: Mr A Forbes 12 in favour, 1 abstention
171. TO APPROVE THE MINUTES OF THE CHAIRMANS COMMITTEE (Agenda item 17) Annex 6
The minutes to the Chairman’s Committee meeting held 18th February 2008 were approved as a correct record.
Proposed: Ms D Powell Seconded: Mrs A Brading
All Committee members present were in favour
172. WAR MEMORIAL RECREATION GROUND COMMITTEE REPORT (Agenda item 18)
(i) Repairs required to triple mower – the annual service to the mower has resulted in the discovery of urgent repair works being required totalling £1,204.59 plus vat. Of these costs only £119 is a labour charge, the remainder of costs being for new parts. Should repair works to the mower not be instructed, an outside contractor would need to be employed to cut grass.
Due to the urgent nature of the repair works, it was proposed by Mr Williamson, seconded by Mr Bridges, unanimously agreed by council that instruction be given for the repair works to proceed immediately. Funds to be deducted from the WMRG Committee budget.
(ii) Upgrade of football changing rooms – the Chairman advised the Council that works to the changing room that will enable Winscombe AFC to gain promotion to a higher league were now in progress. These works are considerably less than plans agreed by the Council at a meeting held June 2007. The central corridor is to be maintained and a small number of showers and a toilet are being installed in one changing room.
Minutes to the meeting held 23rd January 2008 were discussed by the Council.
It was proposed by Mr Williamson, seconded by Mr Forbes, unanimously agreed by the Parish Council that the Youth Offending Team currently painting the inside of the changing rooms be granted permission to paint the outside of the building. Materials to be supplied by the Parish Council and deducted from the WMRG 2008/09 budget.
The WMRG Committee should further consider facilities provided by the Parish Council to the sporting clubs, especially by way of equipment that is expensive to maintain.
The decisions of the Committee were recommended for action by the Parish Council.
Proposed: Mr M Williamson Seconded: Mr A Forbes All in favour
173. PLAY AREA & SKATE PARK COMMITTEE REPORT - Mrs A Brading Annex 7 (Agenda item 19)
The annual inspection report carried out by Zurich Municipal Engineers was considered in detail by the committee and a response is to be sent. Future annual inspections may be arranged either through AON Ltd or by an independent company. The small roundabout at the WMRG play area is still very stiff and it was accepted that this was not a defect of the product but more likely a design problem. Manufacturers are to be advised of the Councils’ dissatisfaction with the roundabout.
The minutes for the Play Area & Skate Park Committee from the meeting dated 3rd March 2008 were approved and signed as a correct record.
Proposed: Mr A Forbes Seconded: Mr C Sampson
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: Miss B Roper All in favour
A number of favourable comments have been received by Councillors about the Community Shelter on the Community Centre playing field.
174. ENVIRONMENT COMMITTEE REPORT – Mr G Lloyd Annex 8 (Agenda item 20)
The minutes for the Environment Committee from the meeting dated 4th March 2008 were approved and signed as a correct record.
Proposed: Miss B Roper Seconded: Mrs A Brading
All Committee members present were in favour
Min 8 The wooden post has been replaced by WPD with another telegraph pole although a light bracket is not yet present or electricity supply made. Any costs to replace the light are to be considered by the committee at a future date.
Min 10 the remnants of the ‘village green’ are at Woodborough Green, next to the field known as Gilly Witches. Mr A Mallendar, NSC Strawberry Line Heritage Trail Officer is keen to support this project.
The decisions of the Committee were recommended for action by the Parish Council.
Proposed: Mr G Lloyd Seconded: Mr A Forbes All in favour
175. AWARD LAND COMMITTEE REPORT - Mr J Westlake Annex 9 (Agenda item 21)
Site meetings will be held for committee members over the summer period to view works being carried out by Goblin Coombe volunteers in accordance with the woodland management plan.
The minutes for the Award Land Committee from the meeting dated 3rd March 2008 were approved and signed as a correct record.
Proposed: Mr R Jones Seconded: Mr A Forbes
All Committee members present were in favour
It was noted that Mrs Bushnell had left a telephone message at the Parish Office after the start of the meeting offering her apologies for not attending the committee meeting due to the inclement weather conditions. A licence from DEFRA to carry out works to badger setts has been applied for.
The decisions of the Committee were recommended for action by the Parish Council.
Proposed: Mr G Lloyd Seconded: Mrs A Brading All in favour
176. CEMETERY & ALLOTMENT COMMITTEE REPORT – Mr M Williamson Annex 10
(Agenda item 22)
The minutes for the Cemetery & Allotment Committee from the meeting dated 29th February 2008 were approved and signed as a correct record.
Proposed: Mrs A Brading Seconded: Mr G Luckett
All Committee members present were in favour
Min 9 Review of Cemetery & Allotment Fee Structure for the period 1st April 2008 – 31st March 2011. A lengthy discussion took place regarding the fee structure. The Clerk advised that both the undertaker and monumental mason responsible for the majority of interments and headstone installations at Ilex Lane Cemetery have very strong views against the introduction of an administration fee. Fees have already been increased by a large percentage and an additional admin charge made at a family’s greatest time of distress was considered harsh. Consideration was given to further increasing the proposed charge for interment of cremated remains in the burial area.
It was proposed by Mrs Brading, seconded by Mr Luckett that Part 2, item 6 of the proposed fee structure be increased from £75 to £100. No Councillors were in favour and therefore motion was not carried.
It was proposed by Mrs Brading, seconded by Mr Forbes that the proposed fee structure for the period 1st April 2008 – 31st March 2011 including the administration fee be adopted by the Parish Council.
An amendment to this proposal was made by Mr G Lloyd, seconded by Mr Westlake that the fee structure be accepted but without the administration charge of £10 for each application.
6 in favour, 6 against. The Parish Council Chairman used his casting vote and voted against this amendment. Amendment not carried.
It was proposed by Mrs Brading, seconded by Mr Forbes that the proposed fee structure for the period 1st April 2008 – 31st March 2011 including the administration fee be adopted by the Parish Council.
8 in favour, 4 against, 2 abstained.
Min 10 A meeting is to be arranged with Trust representatives to discuss plans for the extension to the cemetery and allotments.
Min 11 Bristol Water had yet to attend the cemetery and dig trial pits to establish the exact route of the water main although further supporting documentation has been found at the Parish Office suggesting the pipeline runs parallel with the field hedge.
Min 12 The subject of headstones laid flat after testing by NSC with a ‘topple testing’ device should be considered by the Parish Council at a future meeting. The amount of force applied by the testing device along with the considerable financial sum to re-instate headstones to comply with current standards are matters of concern. NSC is to appeal to the ‘Court of Arches’ regarding use of the topple testing device in closed Church Yards and the situation monitored for future progress and discussion by the Parish Council.
The decisions of the Committee were recommended for action by the Parish Council.
Proposed: Mr G Lloyd Seconded: Mrs A Brading 11 in favour, 2 abstained
156. ANY OTHER BUSINESS (Agenda item 21)
Winscombe Community Centre Michaelmas Fair Saturday 13th September 2008 – Mr Westlake requested assistance from Councillors for the Parish Council stall at the fair. A suggested theme for the stand this year could include old station documents and artefacts in relation to the former Sandford Railway Station.
With no further business, the meeting concluded at 9.40 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.