The Annual Meeting of the Parish Council was held
Thursday 20th May 2010, 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. G Lloyd, Mr G Luckett, Mrs V McGann, Ms. D Powell, Mrs A Richmond, Dr G Rider, Miss B Roper, Mr. C Sampson,
Mr. J Westlake, Mr M Williamson.
Ward Councillors: Mr A Lake
NSC Parish Liaison Officer: Mr J Foster
Clerk: Mrs. L Rampton
Assistant Clerk: Mrs N Flint
Press Representatives: Ms P Chambers, Weston Mercury
Members of the public: seven
1. TO ELECT A CHAIRMAN (Agenda item 1)
Nominee Mr. A Forbes (1 nomination received for Mr. Forbes)
Mr. A Forbes was unanimously elected Chairman.
The Declaration of Acceptance of Office was duly signed and received by the Clerk.
The Chairman advised that it was his privilege to accept the role of Chairman for the forthcoming municipal year.
2. TO ELECT TWO VICE-CHAIRMEN (Agenda item 2)
Nominees’ 1 nomination each received for Mr Sampson & Ms Powell
Mr C Sampson and Ms. D Powell were unanimously elected Vice-Chairmen.
The Declarations of Acceptance of Office were duly signed and received by the Clerk.
The Chairman thanked the Vice-Chairmen for their support over the past 12 months and looked forward to working with them again in the coming year.
3. TO APPOINT PARISH COUNCIL REPRESENTATIVES TO OUTSIDE BODIES Annex 1 (Agenda item 3)
The representatives to Outside Bodies named in Annex 1 were duly elected en-masse.
Proposed: Mr S Bridges Seconded: Mr M Williamson All in favour
Vacancies remain for representatives to ALCA and The Strawberry Line Heritage Trail. Councillors interested in these vacancies, or interested in attending ALCA meetings should contact the Clerk.
Due to changes to the composition of the Mendip Hills AONB Partnership Committee, only three Parish Council member representatives will be appointed to the committee and they will hold post until parish council elections in 2015. Nominations are invited for these positions by 26th May with ballot papers then being issued for return by 17th June.
It was proposed that Mr Luckett be nominated as Parish Council member to the Mendip Hills AONB Partnership. Power was delegated to the Clerk, in consultation with the Chairman to complete the voting process by the return of the ballot paper
Proposed: Mrs A Brading Seconded: Mrs A Richmond All in favour
4. TO APPOINT MEMBERS TO COMMITTEES Annex 2 (Agenda item 4)
Nominations were received, with the consent of those Councillors for Parish Council Committees and Working Party. The Chairman’s Committee should consist of Committee Chairmen elected by their relevant Committee.
The Parish Council Committee nominees for 2010/11 named in Annex 2 were duly elected en-masse.
Proposed: Mrs A Richmond Seconded: Mrs V McGann All in favour
Councillors were reminded that nominations are now required for committee chairmen as detailed in a letter sent to all councillors on 13th May 2010.
5. APOLOGIES FOR ABSENCE (Agenda item 5) were received from PC Church & PCSO Wright.
6. DECLARATIONS OF INTEREST (Agenda item 8)
A personal & prejudicial interest was declared by Mr Forbes in agenda item 16 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 McGann declared a personal & prejudicial interest in agenda item 17, Provision of Affordable Housing Update due to a family member being employed by Summerfield Developments. This same interest was also declared for agenda items 7, 8, 10 & 11 should any matters relating to this interest arise from the previous Council meeting minutes or public participation.
Mrs A Brading declared a personal and prejudicial interest in agenda item 22 as Chairman of the Cheddar Valley Railway Walk Society.
7. APPROVAL OF MINUTES OF THE PARISH COUNCIL MEETING HELD 15TH APRIL 2010.
(Agenda item 7)
The minutes to the meeting held 15th April 2010 were approved as a correct record.
Proposed: Mr S Bridges Seconded: Mrs A Brading
All members present at the last meeting were in favour.
8. MINUTE UPDATE FROM THE PREVIOUS PARISH COUNCIL MINUTES & CLERKS REPORTS– Annex 3 (Agenda item 8)
Min 189 – It was considered that should the meeting be suspended to allow ‘public participation’ and Councillors with a personal and prejudicial interest being afforded the same right as a member of the public to speak at this time., there should be no need for those Councillors to leave the meeting.
Whilst accepting comments made, at least one councillor still chose to distance themselves from any involvement in such matters and confirmed their intention to continue the practice of leaving the meeting.
9. CRIME REPORT 15th April–19th May 2010 – Mr S Bridges Annex 4 (Agenda item 9) Office no 01934 638123
It would be helpful if an approximate time of day could be given for reported incidents at the cemetery. The current Local Police Priorities (LPP) were detailed to all those present at the meeting & members of the public were advised that Agenda item 10 (Public Participation) is their opportunity to be involved in the setting of the LPP targets for the forthcoming month.
10. RESPONSE TO MATTERS RAISED DURING PUBLIC PARTICIPATION AT THE PREVIOUS MEETING OF THE PARISH COUNCIL (Agenda item 10) – there was none.
11. PUBLIC PARTICIPATION (Agenda item 11)
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 spoke of her concerns for ditch proposals at the War memorial Recreation Ground.
The Chairman reconvened the meeting.
12. TO SET COMMUNITY POLICING PRIORITIES FOR THE PERIOD TO 17TH JUNE 2010 (Agenda item 12).
Local Police Priorities for the period to the next scheduled Parish Council meeting were considered by members present and it was clarified that priorities are not listed in order of importance:
1. Speeding traffic with particular attention to Station Road, Greenhill Road and Sandford Road
2. Parking issues especially on Woodborough Road and Sandford Road
3. Visible patrol in the Parish
4. Anti-social youth behaviour at the recreation ground and on the Strawberry Line during the evenings and week-ends along with anti-social behaviour at the parish cemetery
5. Parking of vehicles on footways with particular attention to Sandford.
Proposed: Mr M Williamson Seconded: Miss B Roper All in favour.
13. WARD COUNCILLOR UPDATE & NSC PARISH LIAISON OFFICER UPDATE (Agenda item 13)
Mr Foster confirmed that there are no plans to close Winscombe Library but aspirations to improve services. NSC is currently discussing possible options with Parish Council representatives.
Ward Councillor Lake supported Mr Foster’s comments and advised that the future enhanced library service has the backing of executive members. Cllr Lake will be taking part in the Police Bike Ride on 28th May which is raising funds for worthy causes including Winscombe Youth Club.
Concern was raised over the lack of leaflet distribution in the parish prior to changes taking place in the waste and recycling collection service. Cllr Lake explained of problems with the sub-contractor appointed to deliver the leaflets and would report back to the next meeting of the parish council of legal implications should the new wheeled bins end up in the centre of roads on collection days. It was confirmed that whilst NS residents are encouraged to compost, there is no restriction on the number of green garden waste sacks that can be left out for collection.
14. TO AUTHORISE BILLS FOR PAYMENT – Annex 5 (Agenda item 14)
Cheques 103009– 103044 and direct debits payments detailed were authorised for payment
Proposed: Mrs P Cram Seconded: Mr G Lloyd All in favour.
15. PARISH PLAN – TO CONSIDER A REQUEST TO MEET WITH REPRESENTATIVES AND DECIDE ON PRESENTATION OF FINAL DOCUMENT (Agenda item 15)
Communication has previously been sent to all Councillors requesting guidance for the final format and presentation of the plan with clarification that discussions will not to influence the content of the final plan. It was agreed that three Parish Council representatives without prior involvement in the works of the Steering Group should meet with a small number of steering group members to finalise the final presentation and format of the plan before publication of the document. Councillors Bridges, Rider and Williamson volunteered for this task.
16. NATIONAL GRID HINKLEY C CONNECTION UPDATE – Cllrs Sampson Luckett (Agenda item 16 )
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.
A meeting for Parish Councils, arranged by National Grid was held at the Webbington Hotel on 12th May 2010 to explain on what basis a decision will be made on how to connect the proposed new nuclear power station at Hinkley Point. It was reported that three key-points will effect the decision are 1.) Technical suitability, 2.) Cost and 3.) The environment.
It was reported that the existing network in Melksham requires upgrading to cope with the additional power and necessary security and if damage occurs to the system, the network has to be flexible enough to cope with almost instantaneous reverse current flow. It will also be necessary to build a new connection between the sub-stations of Bridgewater and Seabank, Avonmouth.
Restraints for the ‘under water connection’ were explained to the meeting as this method would be slow in accommodating reverse current flow which could cause problems when dealing with network damage. Initial environmental studies undertaken indicate two over-land potential route corridors. It was determined from the sense of the National Grid meeting that overhead cabling is unacceptable in an AONB.
A public meeting is to be held in the parish to raise awareness of National Grid proposals for the area with leaflets advising of this being delivered to each household in the parish. It is hoped that local MP John Penrose will attend the meeting along with Ward and Parish Councillors.
Members at the meeting did question why an additional power station should be built in the South West to transmit additional power around the country.
Mr Forbes returned to the meeting and resumed the Chair.
17. UPDATE ON THE PROVISION OF AFFORDABLE HOUSING FOR THE PARISH (Agenda item 17 )
Due to a previously declared personal and prejudicial interest in this agenda item, Mrs McGann left the room
The Chairman and Clerk have visited the ERHA Wrington site of affordable homes currently under construction with the entire development of 17 bungalows being allocated to people with a local connection to that parish. It was reported that a ‘site finder’ has been engaged by ERHA to update the draft site search report for this parish with further efforts being made to contact owners of potential sites. The independent report commissioned at the request of the TSA is to be considered by the board of ERHA in the next two weeks. Mrs McGann returned to the meeting
18. TO APPROVE THE RECOMMENDATIONS OF THE FINANCE COMMITTEE Annex 6 (Agenda item 18)
The minutes for the Finance Committee from the meeting dated 26th April 2010 were approved and signed as a correct record.
Proposed: Mr G Lloyd Seconded: Mrs A Brading
All Committee members present were in favour
(i) To Approve the Accounts for the period 1st April 200 to 31st March 2010
The Accounts for the 2009/10 financial year were approval by the Parish Council
Proposed: Mr A Forbes Seconded: Mrs A Brading 14 in favour, 1 abstention
(ii) To Approve the Statement of Accounts for the period 1st April 2009 to 31st March 2010
The Statement of Accounts was approved by the Council & signed by the Chairman
Proposed: Mrs P Cram Seconded: Mrs A Brading n 14 in favour, 1 abstention
(iii) To Complete & Sign Annual Governance Statement to 31st March 2010
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 S Bridges Seconded: Mr M Williamson 14 in favour, 1 abstention
The decisions of the Committee were recommended for action by the Parish Council.
Proposed: Mrs P Cram Seconded: Mr M Williamson All in favour
19. AWARD LAND COMMITTEE REPORT - Mr J Westlake Annex 7 (Agenda item 19)
The committee chairman informed the meeting that there are in excess of 100 evergreen oaks visible on Mike’s path with only ten of these being cut down over the previous three years – this matter was reported at the committee meeting and should be inserted into the meeting minutes. Further clearance of the land has stopped and brash cleared away. The Chairman would appreciate the services of the Community Service team to keep brambles and other vegetation in check over the summer season.
Min 5 – the merits of retaining the railway carriage on site was discussed with those in favour of retaining this reasoning that it is of industrial interest and the Parish Council would incur unnecessary expenditure in removing the structure. Other members raised concerns of safety if the carriage has recently been vandalised.
It was proposed by Mr Lloyd, seconded by Mr Williamson that the carriage is removed from site.
Following further debate, an amendment to the proposal was made
It was proposed by Mr Lloyd, seconded by Mr Williamson that the carriage is removed from site should an inspection of this prove unsafe.13 in favour, 1 against, 1 abstention. Amendment to the proposal carried.
Following further discussion, the original proposal was withdrawn by Mr Lloyd with Councillors requested to inspect the carriage before the next Parish Council meeting.
Min 6 – Whilst the Parish Council has no intention of deer culling at this time, before reference to deer culling is removed from the woodland management plan, advice is to be obtained and this matter considered further when a review of the plan takes place. Ilex trees should in future be referred to as either the ilex oak or holly oak.
With it being noted at minute 6 the number of trees visible from Mike’s path and the number of these felled over the past three years, the minutes for the Award Land Committee from the meeting dated 17th May 2010 were approved and signed as a correct record.
Proposed: Mr J Westlake Seconded: Mrs A Brading
6 Committee members present were in favour, 1 abstention
With the exception of minute 5 and the second resolution passed in minute 6 (reference to deer culling), the decisions of the Committee were recommended for action by the Parish Council.
Proposed: Mrs V McGann Seconded: Mrs A Brading 13 in favour, 2 abstentions
20. ENVIRONMENT COMMITTEE REPORT – Mr G Lloyd Annex 8 (Agenda item 20)
The minutes for the Environment Committee from the meeting dated 4th May 2010 were approved and signed as a correct record.
Proposed: Mrs V McGann Seconded: Mrs A Richmond
All Committee members present were in favour
Min 13 (c) – the temporary toilets at the recreation ground have now been removed.
Min 11 – Cllr Richmond and the Clerk are to liaise regarding further attempts to obtain confirmation of future ownership of the proposed hand rail outside the post office.
Min 10 – it was noted that we are still awaiting contact from NSC to arrange a meeting to discuss safety at the road junction of Hillyfields Way with Woodborough Road and Sandford Road.
The decisions of the Committee were recommended for action by the Parish Council.
Proposed: Mr G Lloyd Seconded: Mrs V McGann All in favour
21. PLAY AREA COMMITTEE REPORT – Mrs A Brading Annex 9 (Agenda item 21)
The minutes for the Play Area and Skate Park Committee from the meeting dated 17th May 2010 were approved and signed as a correct record.
Proposed: Mrs V McGann Seconded: Mrs P Cram
All Committee members present were in favour
Attention was drawn to snagging issues and it was reported that a post-installation inspection of the new equipment is to be carried out.
The decisions of the Committee were recommended for action by the Parish Council.
Proposed: Mr M Williamson Seconded: Mr G Lloyd All in favour
22. WAR MEMORIAL RECREATION GROUND COMMITTEE REPORT – Mr S Bridges
Annex 10 (Agenda item 22)
Due to a previously declared personal and prejudicial interest, Mrs Brading left the meeting.
Min 9 (c) – the area between the containers has now been cleared.
Min 11 (g) – attempts are being made to clear drains installed in 1975 across the playing field and a request made to NSC for permission to re-instate a small temporary ditch into which the water will discharge. A report has been made to NSC of the fence at the recreation ground being moved towards the Strawberry Line and those present at the meeting were asked for any knowledge of this to be reported directly to the Clerk. Councillors present considered that the fence had been in situ in the current location prior to purchase of the land in 1922.
Mrs Brading returned to the meeting.
The decisions of the Committee were recommended for action by the Parish Council.
Proposed: Mr M Williamson Seconded: Mr J Westlake 14 in favour, 1 abstention
(i) To consider and decide on grant application from sports clubs for an additional boiler at WMRG changing rooms.
Due to growth of the sports clubs using the changing room facilities there is now an inadequate supply of hot water for all players to shower. As detailed in minute 10b of the committee meeting minutes quotations have been obtained to install an additional boiler to rectify this situation along with replacement of the old boiler nearing the end of its useful life. A grant application of £1,250 has been made to the Parish Council with the remaining balance of funds to be taken from within the current committee budget.
It was proposed that the grant application of £1,250 to allow improvements to the changing rooms is agreed (Local Government (Miscellaneous Provisions) Act 1976 Section 19 (f)) to allow works to commence prior to the start of the new football and rugby seasons in August 2010.
Proposed: Mr J Westlake Seconded: Mrs A Richmond All in favour
24. MATTERS FOR INFORMATION (Agenda item 25)
· Community Action – a decision has been made at a board meeting to wind up the affairs of the charity and operations ceased on 30th April 2010.
· Sandford Station Care Village – Councillors were reminded that the June Parish Council meeting is to be held at the new care village in Sandford.
With no further business, the meeting concluded at 9.35 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.