A MEETING OF THE PARISH COUNCIL
was held Thursday 20th November 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. G Lloyd, Mr. G Luckett, Mrs V McGann, Ms. D Powell (Vice-Chair), Mrs A Richmond, Miss B Roper,
Mr. C Sampson (Chairman), Mr J Westlake, Mr M Williamson.
Police: PCSO Wright
Clerk: Mrs. L Rampton
Press Representatives: Mr G Jones – freelance reporter
Members of the public: one
Apologies for absence: Mr. R Jones (Vice-Chair), Mr J Foster (NSC Liaison Officer), Ward Cllr Harley, Ward Cllr Marter
112. DECLARATIONS OF INTEREST (Agenda item 3) Mrs V McGann declared a personal interest in Agenda item 16, Environment Committee Report 7 (c).
113. APPROVAL OF MINUTES OF THE PARISH COUNCIL MEETING HELD 16TH OCT 2008 (Agenda item 4)
The minutes to the meeting were approved & signed as a correct record.
Proposed: Mr A Forbes Seconded: Mrs A Brading All in favour
114. MINUTE UPDATE FROM THE OCT MINUTES & NOV CLERKS REPORTS– Annex 1 (Agenda item 5)
Clerks Report Street Café/Outdoor Seating Licensing Consultation – disapproval over the revised fee structure was expressed.
115. CRIME REPORT 16TH OCTOBER – 20TH NOVEMBER 2008– Annex 2 (Agenda item 6)
Direct office no 01934 638123. Weekly Beat Surgery Tuesday 10 am – 1 pm
The report for this meeting encompasses a five week period and is slightly increased from figures for the same period last year. Overall figures are still lower than last year. The wording of Local Police priority (3)’To be a visible presence in the villages and thereby increase public confidence’ was discussed. It was explained that Government targets for all crime were a priority but should the Parish Council wish to include an item such as vandalism within our three priorities, this could be incorporated.
It was proposed by Mrs A Brading, seconded by Mr A Forbes that item (4) ‘to deter anti-social behaviour’ be added to the Police Priority list for this Parish. All members were in favour.
In response to a question it was confirmed that those charged with offences in relation to the attack at the Indian takeaway in Oct 2007 would go to trial on 19th January 2009.
116. PUBLIC PARTICIPATION (Agenda item 7) There was none.
117. WARD COUNCILLOR UPDATE & NSC PARISH LIAISON OFFICER UPDATE (Agenda item 8)
No Ward Councillors or NSC Liaison Officer were present at the meeting.
118. TO AUTHORISE BILLS FOR PAYMENT – The Clerk Annex 3 (Agenda item 9)
Cheques 102569 - 102598 and direct debits payments detailed were authorised for payment
Proposed: Mrs P Cram Seconded: Mr J Westlake All in favour.
119. CODE OF CONDUCT FOR LOCAL AUTHORITY MEMBERS & EMPLOYEES – A CONSULTATION Annex 4
(Agenda item 10)
The paper circulated in advance of the meeting along with Agenda summon papers detailed a proposed revision of the Local Authorities (Model Code of Conduct) Order 2007 (SI.2007/1159) which was effective from 3rd May 2007. The Government is proposing that the 2007 Model Code is revoked and replaced by a new Model Code which is clearer and easier to interpret. The driving force behind this proposal is to clarify when the Code of Conduct will apply to members’ conduct in a non-official capacity. The Government proposes to divide the new Model Code into two sections: the first dealing with members’ conduct when acting in an official capacity which reflects what is in the current Code, the second dealing with members’ conduct in their non-official capacity. With the new members’ Code, the Government wishes to make clear which provisions of the Code will apply to members in an (i) official capacity and (ii) an unofficial capacity.
The proposed introduction of a code of conduct for local government employees in England, pursuant to section 82(7) of the 2000 Act, the code for employees would become part of such employees’ terms and conditions of employment. NALC was supportive of a code for employees of local government because it would contribute to public confidence in local authorities but felt there should be a separate code for employees of parish councils. As the current Consultation stands, there are no proposals for a separate code of conduct for employees of parish councils. The Consultation does however seek views on whether the proposed Code for employees should be extended to parish councils.
With regard to paragraph 3.13 of the paper, the Consultation provides that the employees’ code will not apply to part time employees. There seems to be no rationale to exempting this category of employees and it is an important question to seek clarification of and to give views on.
Resolved: The Parish Council Chairman & Vice-Chairmen along with the Clerk should prepare and send a response to the consultation (closing 24th December 2008) on behalf of the Parish Council.
120. PUBLICATION OF AN OCCASIONAL PARISH COUNCIL NEWSLETTER Annex 5 - Mr G Lloyd (Agenda item 11)
Previous attempts of the Parish Council to produce a regular newsletter have failed due to delivery methods and costs to be incurred. Combined newsletters between local organisations have also been discussed but never materialised.
It is now considered that the Parish Council should produce an occasional news-sheet on a small scale highlighting the works and achievements of the Parish Council. This newssheet could be displayed on the Parish Council notice-boards and possibly on the web-site. Mr Lloyd volunteered to collate information from Councillors into this document with approval being gained from the Parish Council Vice-Chairmen and then the Clerk prior to publication.
A discussion ensued regarding distribution methods and whilst it was considered preferable to keep the publication distribution small scale initially, Parish Councillors could be able to provide a copy to other organisations of which they are members.
It was proposed by Mr J Westlake, seconded by Mr M Williamson that the Parish Council proceed with publication of an Occasional news-sheet. All members were in favour.
121. CONSIDERATION OF SUPPORT FOR A VILLAGE FESTIVAL 2009 - Mr C Sampson (Agenda item 12)
Mr Sampson reported that a large number of organisations were represented at a meeting held on 18th November to gauge initial support for a festival to include the entire Parish. It was concluded that time will not permit organisation of an event on this scale to coincide with the 30th anniversary of the Community Association in 2009 but the festival should be considered for 2010. Sandford representatives confirmed their interest in this project and advised that due to special celebrations already scheduled in 2009 by All Saints Church and Sandford Village Hall, 2010 would also be preferable for the introduction of a Parish Festival. The frequency of the festival is yet to be determined, although an annual event was not favoured.
A Festival Committee is to be formed who will co-ordinate dates and venues for events at the festival. A small number of events may be organised for 2009 to include a Harvest Home event by the Parish Churches and a race to Crooks Peak by the sports clubs.
It was proposed by Mr G Luckett, seconded by Mrs A Brading that the Parish Council support the introduction of a Parish Festival. All members were in favour.
122. CIVIC SERVICE 14TH JUNE 2009 - Mr C Sampson (Agenda item 13)
The Parish Council Chairman has been approached requesting support of the Parish Council for an ecumenical service to be organised by representatives of, and held at St James Church, Winscombe. It is anticipated that the service will encompass all bodies within the Parish and celebrate the community in which we live including celebration of the Winscombe Community Association 30th anniversary.
It was proposed by Mr M Williamson, seconded by Mrs A Brading that the Parish Council support a Civic service to be held on 14th June 2009. 13 members were in favour, 1 abstention.
Mr Sampson will advise St James Church representatives of the Parish Council decision.
123. USE OF PARISH COUNCIL STORE ROOM (Agenda item 14)
A request has been made by two members of the Winscombe Community Association (WCA) Committee that the Parish Council considers a proposal for the Community Police weekly surgery, the NSC Area Officer bimonthly surgery and occasional use by NS Housing take place from the Parish Council store room. This would allow the WCA to use the room connecting the old Headmasters House to the main building for storage purposes and to alleviate potential problems that may be encountered with an activated alarm system in both buildings.
In debate the Parish Council considered the security aspect of information held (Data Protection Act 1998) unacceptable due to use by outside organisations and the public. The store room is accessed and used on a frequent basis by office staff during a working day and as the Parish Council rents the rooms from WCA this area should remain secure and under the sole control of the Parish Council.
It was proposed by Mr Williamson, seconded by Mr G Lloyd that the WCA request for use of the Parish Council store room by others be rejected. All members were in favour.
124. PCT MEETING UPDATE – Annex 6 Miss B Roper (Agenda item 15)
A report of the meeting held 19th November was presented to the Council by Miss Roper. Items reported on include the frequent change of staff and that poly-clinics are no longer being considered. The structure of the group is to be formalised and a Sister in charge of district nurses in the Winscombe practice has been appointed after a 2 year gap.
125. ENVIRONMENT COMMITTEE REPORT – Annex 7 Mr G Lloyd (Agenda item 16)
With one amendment, the minutes for the Environment Committee from the meeting dated 4th November 2008 were approved and signed as a correct record.
Proposed: Mrs P Cram Seconded: Mrs A Brading
All Committee members present were in favour
Min 2 (7) (i) - Gullies & ditches along with jetting and digging was explained for the benefit of the Council
Min 13 – directional white line markings in the Woodborough Road car park have now been repainted.
The decisions of the Committee were recommended for action by the Parish Council.
Proposed: Mrs P Cram Seconded: Mr A Forbes All in favour
126. EMPLOYMENT & POLICIES COMMITTEE REPORT Annex 8 – Ms D Powell (Agenda item 17)
With amendments to min 6 and 7 the minutes for the Employment & Policies Committee from the meeting dated 3rd November 2008 were approved and signed as a correct record.
Proposed: Mr S Bridges Seconded: Mr M Williamson
All Committee members present were in favour
Min 5 a, b & c.) Freedom of Information Act Publication Scheme was considered and accepted by the Parish Council.
Min 6 – MW & CS have been charged with the task to report on activities carried out at the Parish Office with a view to reducing overtime hours actually worked by the Clerk. Findings are to be reported back to this committee. Details in recompense of hours worked have been considered and agreed by the committee and recommended to the Parish Council for payment in the current financial year.
Min 7 – Contract of Employment. On review of the recommended and approved current contract of employment by NALC & SLCC, it was confirmed that in place of a commitment to join the Local Government Pension Scheme (LGPS) committing the Parish Council to (current) annual costs of 14% of the Clerk’s salary, an annual retirement gratuity for the Clerk would be retained by the Parish Council at 3% of annual salary from first employment in May 2003. Annual cost of living pay increases as advised by NALC should be implemented immediately and back dated to the date of the award.
In accordance with Parish Council Standing Order 24 & 39, the following resolution was passed by the Council; “That the press, public and officers not required by the Members to remain during this exempt session be excluded from the meeting during consideration of the Clerk’s conditions of service and salary payment on the grounds that its consideration will involve the disclosure of exempt information.”
Proposed: Mr M Williamson Seconded: Miss B Roper All members were in favour
Members of the press, public and the Clerk left the meeting at 8.50pm. Minutes supplied by DP
After a lengthy discussion, it was considered that the Clerk’s contract of employment should be reconsidered again by the Employment & Policies Committee.
It was proposed that the agreed payment for additional hours worked should be made in 4 instalments
Proposed: JW Seconded: AB 6 in favour, 8 against. Motion not carried.
It was proposed that the agreed payment for additional hours worked should be paid as one lump sum.
Proposed: MW Seconded: GLl 12 in favour, 2 abstentions Motion carried
After consideration, it was proposed that minute 6 of the Employment & Policies meeting held 3rd November 2008 be accepted.
Proposed: SB Seconded: DP 4 in favour, 7 against, 3 abstentions. Motion not carried.
The Chairman of the Employment & Policies Committee should reconvene a meeting of the committee to again consider possible methods of approaching minute 6, starting with discussions with the Clerk & Assistant Clerk.
Proposed: VMc Seconded: AB 9 in favour, 4 against, 1 abstention Motion carried
Members of the press, public and the Clerk returned to the meeting at 9.45pm.
For the benefit of those excluded, the resolutions passed were read to the meeting by DP.
The decisions of the Committee were recommended for action by the Parish Council with the exception of minute 6. Proposed: Mr S Bridges Seconded: Miss B Roper All in favour
127. FINANCE COMMITTEE REPORT Annex 9 – Mr C Sampson (Agenda item 18)
Mr Sampson gave a report of the meeting for the benefit of the Council.
Min 7 (3) – the WMRG Committee have already exceeded their initial budget, along with funds vied from alternative budget headings.
Min 8 – it was confirmed that Mr Lloyd had asked for detailed costs for proposed car park extension works to be submitted to the Finance Committee.
The minutes for the Finance Committee from the meeting dated 27th October 2008 were approved and signed as a correct record.
Proposed: Mr M Williamson Seconded: Mrs A Brading
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: Mr G Lloyd All in favour
128. CHAIRMAN’S COMMITTEE REPORT Annex 10 – Mr C Sampson (Agenda item 19)
A meeting of the Chairman’s Committee had been convened due to technical specifications for the road surface at the new Cemetery extension area being amended in light of soil conditions in the field. This matter had previously been discussed and agreed by the Cemetery & Allotment Committee.
The minutes for the Chairman’s Committee from the meeting dated 24th October 2008 were approved and signed as a correct record.
Proposed: Mrs A Brading Seconded: Mr A Forbes
All Committee members present were in favour
129. CEMETERY & ALLOTMENT COMMITTEE REPORT Annex 11 – Mr M Williamson (Agenda item 20)
The minutes for the Cemetery & Allotment Committee from the meeting dated 24th October 2008 were approved and signed as a correct record.
Proposed: Mr C Sampson Seconded: Mr G Luckett
All Committee members present were in favour
Min 9 (5) – the water provision to the field trough was not disconnected by Bristol Water when billing for water meters at the cemetery was amended. The old meter connection will enable a water supply to be made to a new compression tap for use at the far end of the new cemetery.
Min 10 – it is now considered that the reported vandalism to a rose bush may have been caused by deer.
The Council was advised that a number of cows appear to have gained access to the cemetery and allotments one evening and left a number of hoof marks. This damage is being rectified by the cemetery orderly.
Mrs McGann advised that her agenda papers to the meeting held 24th October had not been received in the post. No other Councillor experienced difficulties in this regard.
The decisions of the Committee were recommended for action by the Parish Council.
Proposed: Mr M Williamson Seconded: Mrs A Brading All in favour
130. PLAY AREA & SKATE PARK COMMITTEE REPORT – Annex 12 Mrs A Brading (Agenda item 21)
Little response has been received from relevant organisations within the parish in favour of fitness equipment for the over 60’s. Comments from the Parish Plan Questionnaire will be welcomed regarding this.
Agreement of the Finance Committee will be sought in respect of the viement of funds from the play area maintenance budget to enable works to install the new footpath connection within this financial year.
Works to fill the French drain in the skate park are to proceed immediately.
Reconsideration of the current committee structure was discussed and it concluded that all personnel matters should be discussed in an official capacity to avoid confusion within the Parish Council.
The minutes for the Play Area & Skate Park Committee from the meeting dated 17th November 2008 were approved and signed as a correct record.
Proposed: Mrs P Cram 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 P Cram All in favour
131. WAR MEMORIAL RECREATION GROUND COMMITTEE REPORT Annex 13 – Mr S Bridges (Agenda item 22)
The decisions of the Committee were recommended for action by the Parish Council and include a recommendation to add a container to the Parish Council Insurance schedule.
Proposed: Mr A Forbes Seconded: Mrs P Cram All in favour
Initial costs for extension works to the car park have been explored with three alternative surfaces being recommended for consideration. For the benefit of the Council, an indication of potential financial implications was explained.
Committee Terms of Reference and duplication within the WMRG Constitution are to be investigated.
It was reported that grass is being cut in damp conditions with possible damage being sustained to mowing equipment. This matter should be discussed by the Committee.
132. AWARD LAND CHAIRMAN’S REPORT Annex 14 – Mr J Westlake (Agenda item 23)
Repairs to the forge are planned for the next financial year and voluntary registration of land will be pursued when correct mapping of the area has taken place. Volunteers were requested for the annual boundary post inspection and it was advised the Parish Community Partnership team are to clear the footpaths.
Ms Powell gave her apologies and left the meeting at 10.05pm.
133. MATTERS FOR INFORMATION (Agenda item 24)
· Land at the end of The Chestnuts – pre-planning application plans will be available for Councillors and the public to view in the office week commencing 24th November 2008.
· Parish Plan – Mr Luckett reported on a change of officers and advised that Parish Plan information is now available to view on the Parish Council website. Funding difficulties were advised of.
· EDF Stakeholder Workshop – consultation of site at Hinkley Point – details of this were relayed to the meeting with interest to be expressed to the Clerk.
With no further business, the meeting concluded at 10.10pm
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.