A MEETING OF THE PARISH COUNCIL
was held Monday 28th November 2011, Sandford Village Hall at 7.30 p.m.
Present: Mrs M Ballard, Mr M Boddy, Mrs. A Brading, Mr S Bridges, Ms J Corry, Mrs P Cram, Mr. A Forbes (Chairman), Mrs S Kent, Mr G Lloyd, Mr G Luckett, Dr G Rider, Mr. C Sampson (Vice-Chair), Mr J Westlake, Mr M Williamson.
Ward Councillors: Mr A Lake & Mr T Marter
NSC Parish Liaison Officer: Mr J Foster
Clerk: Mrs. L Rampton
Members of the public: Six
104. TO RECEIVE APOLOGIES FOR ABSENCE. (Agenda item 1)
Apologies were received from Ward Councillor Harley.
105. DECLARATIONS OF INTEREST (Agenda item 2)
A personal & prejudicial interest was declared by Cllrs Forbes & Ballard in agenda item 12, Hinkley Point C Connection project as separate land owners on the chosen route for new power lines. A personal & prejudicial interest was declared by Cllr Brading in agenda item 15 as a Director of the Sandford Station Heritage Trust Group. During the meeting but prior to voting, a personal interest was declared by Cllr Brading in agenda item 21 as a former relative of the contractor chosen to carry out works on the Award Land.
106. TO APPROVE THE MINUTES AS A CORRECT RECORD FOR THE PARISH COUNCIL MEETING HELD 24TH OCTOBER 2011 (Agenda item 3)
The minutes to the meeting were approved & signed as a correct record.
Proposed: Cllr Sampson Seconded: Cllr Brading
All members present at the last meeting were in favour
107. MINUTE UPDATE FROM THE OCTOBER PARISH COUNCIL MEETING AND NOVEMBER CLERK’S REPORT (Agenda item 4) Annex 1
Min 94 (ii) Banwell, Winscombe & Sandford Children’s Centre – it was noted that measures are being implemented for all centres, not just the Banwell, Winscombe & Sandford centre.
Min 94 (iii) ALCA - The County Secretary has now resigned.
108. CRIME REPORT (Agenda item 5) Annex 2
Non-urgent crimes no. 101, direct office no 01934 638123. Weekly Beat Surgery Wednesday 10 am – 1 pm
Both calls received from the Parish and crimes recorded in the report are down from the same period last year. Numerous checks have been made of the recreation ground and cemetery waiting area to deter anti-social behaviour and a visit made to Sandford Primary School so that pupils could see the ‘speed gun’ in action. HGV’s stopped on Nye Road have been lawful and vehicle registration numbers may be passed to the police for checking should parishioners still have concerns over illegal use of the road.
109. RESPONSE TO MATTERS RAISED DURING PUBLIC PARTICIPATION AT THE PREVIOUS PARISH COUNCIL MEETING (Agenda item 6)
Mr Foster has responded directly to those parishioners raising concerns over the condition of the road and gullies on Nye Road. The Environment Committee has made a request that will be forwarded to NSC for a relocation of speed limits at the Nye Road Sandmead Road junction.
110. PUBLIC PARTICIPATION (Agenda Item 7)
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.
Cllr Brading, having declared both a personal & prejudicial interest in agenda item 15 exercised her right to speak on this topic during the part of the meeting set aside for public participation. It was explained that a number of railway artefacts found on the Award Land are currently stored in the cemetery shed. The Heritage Group are compiling a display of artefacts relating to the private line that ran from the Quarry to Sandford Station and would like to borrow these items on a loan basis for display purposes. Items will be sandblasted and preserved.
With no other members of public wishing to speak, the Chairman reconvened the meeting.
111. TO SET COMMUNITY POLICING PRIORITIES FOR THE PERIOD TO 23RD JAN 2012 (Agenda Item 8)
Local Police Priorities for the period to 23rd January 2012 were considered by members present and should be set as:
1) Visible presence and regular checks of the Cemetery, Strawberry Line and Recreation Ground to deter anti-social behaviour and vandalism.
2) Visible patrol in the Parish which in turn will deter illegal parking issues.
3) Speeding traffic with particular attention to Nye Road, Station Road, Greenhill Road and Sandford Road.
112. WARD COUNCILLOR UPDATE & NSC PARISH LIAISON OFFICER UPDATE (Agenda item 9)
With no items of note, Ward Councillors invited questions from members. It was again reported that snagging works for the Playbuilder equipment installed by NSC has yet to take place nearly two years after installation. Mr Foster will chase this matter again. It was reported that retained fire-fighter Dave Hares has recently been presented with a lifetime achievement award after 47 years of service and a letter of congratulations should be sent on behalf of the Parish Council.
113. TO AUTHORISE BILLS FOR PAYMENT (Agenda item 10) Annex 3
Cheques 103467 – 103500 and direct debits payments as detailed were authorised for payment
Proposed: Cllr. Lloyd Seconded: Cllr. Westlake All in favour.
114. PARISH COUNCILLOR VACANCY – TO CONSIDER APPLICATIONS & TO FILL THE VACANCY BY CO-OPTION (Agenda item 11)
Three applications have been received for the one Parish Councillor vacancy and letters provided by those candidates had been circulated to Councillors in advance of the meeting.
It was proposed that voting on this agenda item should take place by secret ballot.
Proposed: Cllr. Brading Seconded: Cllr. Corry All in favour
In the first round of voting, no candidate secured the majority number of votes of those present and voting and therefore Ms Boase as the applicant receiving the fewest votes was eliminated from the next round of voting.
In the second round of voting, Mr Chris Ballard secured the majority number of votes from those present and was duly co-opted onto the Parish Council.
115. HINKLEY POINT C CONNECTION PROJECT UPDATE – Cllr Williamson (Agenda item 12)
Due to a previously declared personal and prejudicial interest in this agenda item, Cllrs Forbes & Ballard left the room. Vice-Chairman Cllr Sampson took the Chair.
A report from the Community Forum meeting held on 1st November was given and it advised that further meetings will be held on 13th December 2011 and 24th January 2012 to which the Parish Council is allowed to send one representative. Members were advised that a new substation connected to the transmission network will be required in this area to ‘power down’ the new 400kV line to a usable 132kV. The National Grid website shows detailed plans for the route of the new connection and it was reported that land assessments will commence March 2012. National Grid will be holding further public consultations over the coming 12 – 18 month period.
Cllr Forbes & Ballard returned to the meeting and the Chairman resumed the Chair.
116. REPORT ON MEETINGS OR UPDATES FOR THE FOLLOWING GROUP (Agenda item 13):
(i) Woodborough Hall Trustees– Cllr Brading
A burst pipe in January 2011 resulted in damage to both the ceiling and wooden floor of the hall. An inspection of the repair works has shown that the floor must be removed again and a further period of drying required. The Scouts are currently meeting at The Lynch Chapel and it is anticipated that this arrangement will continue for a further 6 month period.
117. TO APPROVE PARISH COUNCIL CALENDAR FOR 2012 (Agenda item 14) Annex 4
A date has been set for the Annual Parish Assembly and suggestions for a possible venue should be submitted to the Clerk.
The meeting schedule for the Parish Council and Committees in 2012 was accepted by the Council.
Proposed: Cllr. Westlake Seconded: Cllr. Brading All in favour
118. REQUEST FOR LOAN OF RAILWAY ARTEFACTS TO THE SANDFORD STATION HERITAGE TRUST GROUP (Agenda item 15)
Due to a previously declared personal and prejudicial interest in this agenda item, Cllrs Brading left the room.
The railway artefacts found on the Award Land and held at the cemetery store should be loaned to the Sandford Station Heritage Trust Group for display purposes.
Proposed: Cllr. Bridges Seconded: Cllr. Williamson All in favour
The railway artefacts have on occasion been displayed at the Michaelmas Fair and Cllr Westlake would like to be in attendance when the Heritage Trust Group select items they would like to display at the Station museum. Cllr Brading returned to the meeting
119. REPORT ON THE REDUCTION OF WORK IN THIS PARISH CARRIED OUT BY THE COMMUNITY SERVICE TEAM Cllr Williamson (Agenda item 16)
The Community Service Team have been visiting this parish at least one day a week and carried out invaluable works for the community for over four years. Verbal notification of two weeks has been received that this regular service will cease to allow the teams to concentrate on special projects in other areas. Our parish will be considered for a placement if a team becomes available for an occasional day. Councillors expressed dismay that after recently investing in a new store area for the team’s equipment, this service is to be withdrawn with little notice and considered it difficult to schedule works for the team if it is not known when they will next visit. The Clerk should send details to Ward Cllr Marter who offered to take this matter up with the probation service on behalf of the Parish Council.
120. TO APPROVE ACTIONS OF THE FINANCE COMMITTEE MEETING HELD 10TH OCTOBER 2011 Cllr Sampson (Agenda item 17)
The recommendations of the Committee were approved for action by the Parish Council.
Proposed: Cllr Williamson Seconded: Cllr Brading All in favour
121. REPORT ON AND APPROVE ACTIONS OF THE WAR MEMORIAL RECREATION GROUND COMMITTEE MEETING HELD 31ST OCTOBER 2011 & TO APPROVE REPAIRS BY INSTALLING A NEW WATER PIPE Cllr Forbes (Agenda item 18) Annex 5
Min 8 e) Water leak – The water pipe from the meter on Fullers Lane to the changing rooms is in excess of 300m with it being ascertained that the leak(s) is at some point between the meter and where this enters the recreation ground by the cricket nets. A quotation has been obtained outlining two possible options to rectify this issue:
1. To lay a new pipe along the exiting route from the Fullers Lane meter to the changing rooms at a cost of £1,865 plus vat.
2. To lay a new water pipe from the cricket clubhouse to the changing room at a cost of £1,210 plus vat. This would be in addition to any Bristol Water charges for installing a new meter.
It was agreed that the matter be referred to the Chairman’s Committee for decision following a meeting with Bristol Water representatives to consider option 2.
Proposed: Cllr Williamson Seconded: Cllr Rider All in favour
The recommendations of the Committee were agreed for action by the Parish Council.
Proposed: Cllr Boddy Seconded: Cllr Sampson All in favour
Cllr Bridges thanked Cllrs Forbes and Williamson for overseeing the recreation ground in his absence.
122. REPORT FROM THE ASSET & SERVICE TRANSFER WORKING GROUP MEETING HELD 3RD NOVEMBER 2011 Cllr Forbes (Agenda item 19)
Whilst no commitment or decision has been made on behalf of the Parish Council, the working group had met with Mr Foster to compile a list of services and assets for further investigation. This includes the possibility of transferring all parish owned street lighting to NSC in exchange for the Parish Council taking on other services currently provided by NSC. We now await financial details, and/or interest from NSC for each of the nine items included on the list. Cllr Luckett has agreed to be the lead contact for the parish with ‘Community Connect’.
123. TO REPORT ON AND APPROVE ACTIONS OF THE ENVIRONMENT COMMITTEE MEETING HELD 14TH NOVEMBER Cllr G Lloyd (Agenda item 20) Annex 6
The minutes for the Environment Committee meeting dated 14th November 2011 were approved and signed as a correct record
Proposed: Cllr Lloyd Seconded: Cllr Brading
All Committee members present were in favour.
Min 13 Useful Telephone numbers pamphlet – Copies of the leaflet were circulated to members and it was requested that further suggestions be directed to Cllr Lloyd for inclusion. An issue date for the insert to the Parish Guide will be added.
Min 3 (17) A38 bus shelter – it was confirmed that this is owned and maintained by the Parish Council.
Min 6 (ii) fly-tipping. The location of the rubbish is to be investigated and reported to NSC accordingly.
Min 8 Jubilee Celebrations. Cllr Williamson considered that the Parish Council should be more proactive in organising a celebration event.
The suggestions of the Committee as detailed in the approved minutes were recommended for action by the Parish Council.
Proposed: Cllr Lloyd Seconded: Cllr Brading 13 in favour, 1 abstention.
Footpath AX29/18 south of The Lynch has been the subject of recent correspondence to NSC due to difficult access through a stile and gate. It is considered that a new metal kissing gate at a cost of around £275 would be the best option to control stock in the field but allow easier access for walkers and NSC has agreed to pay half of this if the Parish Council were able to meet the other half cost. Should the Parish Council agree to this, NSC will contact the landowner about him installing the gate.
It was proposed that the Parish Council contribute half the cost of the kissing gate for footpath AX29/18 with funds in the region of £140 being deducted from the Environment Committee budget.
Proposed: Cllr Lloyd Seconded: Cllr Williamson All in favour
124. REPORT FROM THE AWARD LAND WORKING PARTY MEETING HELD 19TH NOBEMBER 2011– Cllr J Westlake (Agenda item 21) Annex 7
Cllr Brading declared a personal interest at this point as a former relative of the contractor to be appointed to carry out tree works on the Award Land.
Cllr Westlake reported on recent fly tipping at the end of Quarry Road and asked that should anyone see motorbikes on the land, that the registration numbers for these are passed to the police.
The recommendations of the working party were approved for action by the Parish Council.
Proposed: Cllr Westlake Seconded: Cllr Kent All in favour
125. TO REPORT ON AND APPROVE ACTIONS OF THE EMPLOYMENT & POLICIES COMMITTEE MEETING HELD 21ST NOVEMBER Cllr Bridges (Agenda item 22) Annex 8
The minutes for the Employment & Policies Committee meeting dated 21st November 2011 were approved and signed as a correct record
Proposed: Cllr Williamson Seconded: Cllr Bridges
All Committee members present were in favour.
Min 8 a) Hours of Work – Whilst hours in excess of the contracted 37 hours per week for the Clerk are still considered excessive, data shows that a steady reduction in these is being achieved, possibly due to the restructuring of meetings and the working week. Workloads in the office are being prioritised.
Min 8 b) Terms of employment for the finance assistant – members were unable to agree terms at this time and the matter has been deferred to the next meeting of the committee.
Min 9 Committee precept request – it was noted that for the third year running, no provision has been made for pay increases for employed staff and the Council has chosen not to contribute towards a pension scheme for the Clerk.
The suggestions of the Committee as detailed in the approved minutes were recommended for action by the Parish Council.
Proposed: Cllr Bridges Seconded: Cllr Sampson All in favour
126. REPORT FROM THE PARISH PLAN IMPLEMENTATION WORKING GROUP MEETING HELD 22ND NOVEMBER 2011– Cllr Rider (Agenda item 23) Annex 9
It was proposed that the Parish Plan Progress Chart as circulated in advance of the meeting is uploaded onto the Parish Council website.
Proposed: Cllr Williamson Seconded: Cllr Bridges All in favour
127. MATTERS FOR INFORMATION (Agenda item 24)
· ‘Useful information’ leaflet – a suggested leaflet has been compiled giving advice where information can be obtained from in the event of winter weather disruption, regarding litter picking and to ‘improve communication’ that will be distributed to local businesses. Comments on this document should be sent to either Cllr Kent or the Clerk by 2nd December so that these amendments may be included before the leaflet is distributed.
· AX29/4 & AX29/7 Winterhead public inquiry – paperwork will be sent to working group members before the end of the week.
With no further business, the meeting concluded at 9.15 pm
Signed................................................................... (Chairman)
Date.......................................................................
Winscombe and Sandford Parish Council acknowledges the general duty placed upon it by the Equality Act 2010. 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.