MINUTES OF THE MEETING OF THE PARISH COUNCIL Vice Chairman Cllr Stuart welcomed Lt. Col. Séan English Commanding Officer 29 Regt Royal Logistics Corps based at Duke of Gloucester Barracks, South Cerney to this private meeting of Parish Councillors. Three members of the public awaiting to attend the Parish Council meeting were also invited to remain. Lt. Col. English gave a brief synopsis of his career to date and his role now as Commanding Officer of his Regiment. Currently there were 317 serving members of which 17 were officers and the remaining non-commissioned soldiers were mostly above the rank of Private. Forty-five per cent of his personnel were deployed around the world and this added to his welfare duties in dealing with members' families. Morale was extremely high which was evidenced in the disciplinary record of less than one case in three months. Lt. Col. English actively encourages members of his regiment to interact with local residents and offered to help with village activities. The Duke of Gloucester Barracks is home to the Silver Stars free fall parachute display team, the Parascending Club, and activities from model car racing to amateur dramatics take place on the base. Since his arrival he has carried out a full review of all military air activity and stressed that no flying activity would take place on sensitive weekends if avoidable and it would be restricted to three weekends per month when appropriate. He agreed to publish a list of potential flying days on the airfield in the Cerney News. He hoped to invite representatives of the community to partake in social events at the Barracks twice a year. Cllr Stuart and Cllr Dunn asked that Capt. Ian Cheeseman be congratulated for the efforts he made in helping to organise the recent Jubilee celebrations held in the village. Parish Councillors were in agreement that the Remembrance Day parade by members of the Regiment was a credit to the Army. Cllr Mrs Spriggs remarked that although she was the nearest resident to the base on the Parish Council she had no problem with activity on the airfield. Cllr Nicholas said that it was much appreciated that Lt. Col. English was willing to be co-opted as a School Governor of Ann Edwards School. In conclusion Lt. Col. English thanked Parish Councillors for the invitation to attend the meeting and the opportunity to discuss the relevant issues. Lt. Col. English then left the meeting at 7.30pm.
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| There were three members of the public present. The Vice Chairman Cllr Stuart opened the meeting at 7.30pm. APOLOGIES Apologies had been received from Cllr Mrs Gardiner, Cllr Gardiner, Cllr Mrs Clark (CDC) and Cllr Jones (CDC). MINUTES OF THE MEETING HELD ON 9 OCTOBER 2002 It was proposed by Cllr Nicholas and seconded by Cllr Dunn that the Minutes were a true and accurate record. The Parish Council was all in favour and the Minutes were signed by the Vice Chairman Cllr Stuart. CLERK'S REPORT Matters arising would be debated at Committee stage and be discussed when the Chairmen of the Committees made their reports. The Clerk then reported on his actions over the previous month. I contacted Barry Greenaway for an update on street lighting work. Twin street lights had been erected at the start of Bow Wow overhanging the brook. At the Station Road/High Street Junction, near the Limes, developers must complete their work and until they do so he is unable to do much. In Station Road lanterns but not the brackets had been replaced to redirect the lighting to the highway. He was trying to get the contractor to complete the other outstanding work. I wrote to thank Mr G. Watson (CDC Enforcement Officer) for his reply concerning queries at Orchard House and urged him to prosecute those responsible if the lime tree should die. Response forms were faxed to CDC Planning. A submission was sent to the Appeal Inspector supporting CDC's refusal to grant planning permission to Westbury Homes. As it had not been possible to agree the text for the Parish Councilıs report on the appeal refusal in the Cerney News before the deadline it is on this month's agenda for deliberation. All payments to suppliers were dispatched. South Cerney Football Club had paid £10.94 for their use of water on the playing field. They had a credit of £1.41 from a previous payment deducted from the £12.35 demanded. A risk assessment should include provision of adequate insurance cover, play area safety inspections, banking procedures, transfers from deposit to current account, Clerk's sickness or unavailability, Parish Council records and anything else which might disrupt the work of the Parish Council. T.D. Construction had verbally agreed to halve his quote to adjust the guard rails on the access ramp at Upper Up. An interim payment of £8,225 had been made. Kevin Richings, Thames Tree Services was instructed to cut down the dead cherry tree in Clarks Hay to below ground level but he should liaise with Cllr Gardiner for specific instructions. A quotation for £469 (ex VAT) and specification for a 2m x 1m scramble type net had been received from Lappset. Hammond & Taylor Superlift quoted £239.70 (inc VAT). A response from Tayplay (Perth) Scotland was awaited. Jeremy Simmons had been asked to strim the ditch in Station Road, attend to the nettles at Robert Franklin Way play area and to cut the area beyond the football and cricket pitches at Upper Up to a lower level. Mr Bull had been advised of missing and damaged street signs. I contacted Jason Bell Managing Director for the contractors responsible for the sub station at the Limes and he promised to secure the structure until the work was completed. John Offer design engineer at Westbury Homes had supplied the contact and would also talk to the contractors. Lt. Col English 29 Regt accepted an invitation to meet the Parish Council before the November meeting. I wrote to the residents at Lakeside apropos rubbish dumping at the railway arches. One reply had been received. Mr Jenkins of Watermark had replied concerning traffic speed in Wildmoorway Lane. A list of the Parish Council's information schedule had been forwarded to the Information Commissioner. I attended the annual conference of the SLCC in Harrogate on the 19/20/21 October. On 6 November I accompanied Cllr Nicholas to Whitton Associates to witness the opening of tenders for the Upper Up park development. CLERK'S ANNUAL ASSESSMENT The Clerk and members of the public were asked to leave the meeting while Parish Councillors discussed the deliberations of the Personnel Committee. The Clerk was asked to rejoin the meeting where he was informed that it had been agreed to promote him to Grade 20. PLANNING Cllr Nicholas reported on the deliberations of the Planning Committee which had met on 11 November. Matters Arising CT.8163/D Cllr Gardiner, Cllr Nicholas and Cllr Stuart were concerned with the composition of the sample walling at Orchard House. Cllr Nicholas quoted from the Decision Notice permitting development and referred particularly to the following: Item 2 stated that the proposed wall shall be built of natural Cotswold rubble walling stone; Item 3 said that the development shall not start until a sample panel of walling at least one metre square showing the proposed coursing and finish has been erected on the site and subsequently approved in writing by the Local Planning Authority and the walls shall be constructed only in the same way as the approved panel. The panel shall be retained on site until the completion of the walling; Item 5 reiterated that the development shall not start until samples of the proposed walling materials have been approved in writing by the Local Planning Authority and only the approved materials shall be used. Item 6 compounded that before work starts, the design and details of the walling shall be approved in writing by the Local Planning Authority. The design details shall be accompanied by drawings to a minimum scale of 1:5 with cross section profiles, elevations and sections. The works shall only be carried out in accordance with the approved details. The Clerk was asked to write to the case officer Mr Drake (CDC) that current samples of the wall on display were not in accordance with the granted Conditions. Local Plan The Parish Council discussed what action should be taken in respect of the forthcoming draft Local Plan which was anticipated would be published towards the end of November. When published there would be a period of six weeks for receipt of representations. The time allowed for consultation would inevitably fall over the festive season which could restrict residents' input. It was decided to invite members of the community to an open meeting to be held in the Village Hall at 7.30pm on Thursday 2 January 2003. Their views would then be considered at the Parish Council Meeting the following Wednesday when the Parish Council would formulate its response. Planning Applications received by Cotswold District Council CT.0144/4/N Two storey side extension; front and rear porches at 6 Robert Franklin Way, South Cerney (to be ratified) NO OBJECTION (RATIFIED) CT.4204/A Replacement of culvert with a navigable underbridge to include a pedestrian and cycle underpass on Thames & Severn Canal Crossing SU073 972, Western Spine Road 2086 Cotswold Water Park, South Cerney NO OBJECTION CT.4630/N Single storey rear extension at Boxwood Cottage, School Lane, South Cerney NO OBJECTION CT.5790/K Amendment to erection of a two storey extension at 2 Hambledon Close, South Cerney (to be ratified) NO OBJECTION Applications Granted refers CT.5888/B Erection of open-fronted field shelter at Innisfree, Cerney Wick, Cirencester (to be ratified) NO OBJECTION (RATIFIED) CT.8270 Detached double garage at Ham House, Ham Lane, South Cerney NO OBJECTION It was proposed by Cllr Stuart and seconded by Cllr Dunn that the Parish Council agrees to accept the deliberations of the Planning Committee and to ratify its decisions. The Parish Council was all in favour. Planning Applications granted by Cotswold District Council CT.2041/J Application for full planning permission for erection of 7 (seven) units and associated works at land at Jubilee Gardens, South Cerney, Glos Cllr Nicholas asked the Clerk to query why this application which had been made in 1998 had only been granted in October 2002 when the building work was nearing completion. CT.4065/K Demolition of existing buildings and erection of new rare breed and farm information centre. Relocation of farm shop at Butts Farm, Cricklade Road, South Cerney, Cirencester, Glos. GL7 5QE CT.5790/K Two storey extension at 2 Hambledon Close, South Cerney, Glos. GL7 6JA Planning Applications Withdrawn CT.0144/4/M Two storey side extension; front and rear porch at 8 Robert Franklin Way, South Cerney CT.1454/3/L Installation of a wood burning stove and flue at Lakes 4 & 5, Spine Road, South Cerney Correspondence 34. CT.0006/3/H: Future of CAMAS site A series of emails originating with Paul Fong (Hunter Page) trying to cultivate a meeting between CDC, the Parish Council and the developers to discuss the future of the site had been received. M. Kitchen (CDC) was not amenable to the idea. The Parish Council agreed with the Planning Committee that it was premature to meet with the developers. Cllr Nicholas suggested that an open meeting, to encourage as wide a debate as possible on the future of the site, should include input from interested organisations within the community. After a short debate it was agreed that the site be included for discussion at the open meeting planned for 2 January 49. CDC Use Classes re CAMAS site In reply to a query as to what Use Classes were permitted for the CAMAS site M. Kitchen (CDC) referred to paragraph 7 of the Inspectorıs Report to the First Secretary of State as being sufficient to allow an informed debate about the future of the site. PARISH COUNCIL REPORT IN CERNEY NEWS The Parish Council agreed that the Clerk compose an article for publication in the Cerney News outlining the reasons which the Secretary of State gave for dismissing the appeal by Westbury Homes for the larger development on the CAMAS site and the Parish Council's submission, to another appeal, in support of the Cotswold District Councilıs refusal to grant permission to the smaller development of 30 houses on the same site. Residents would also be invited to attend a public meeting in the Village Hall on Thursday 2 January at 7.30 to discuss the implications of the draft Local Plan which is due for publication shortly. Cllr Harris asked that the Free Phone number 0800 542 1890 for reporting public lighting problems also be published. FINANCE Due to the absence of Cllr Mrs Gardiner, Cllr Nicholas reported on the deliberations of the Finance Committee which had met on 11 November. Matters Arising Upper Up Park Tenders Cllr Nicholas and the Clerk had attended a meeting held at Whitton Associates to open received tenders for the reduced scheme planned for the Upper Up park. Of the five tenders received James Harris Contracting was the most competitive. Cllr King had analysed the tenders, especially those from James Harris Contracting and Phoenix, for their viability as they were the most competitively priced. He determined that the Parish Council would attain more value from James Harris Contracting besides it being the lowest tender. Cllr Dunn expressed his reservations about using a member of the Parish Council for the contract and was concerned that residents might construe this choice as "jobs for the boys". Cllr Mrs Spriggs was also concerned as to how the public might react to his appointment. Cllr Mrs Chubb argued that as the tendering process had been independent and properly researched it was right and proper to accept the lowest quote regardless of public opinion. Cllr Stuart added that, no matter how transparent the procedure was, people will criticise the decision. Cllr Harris who had been unavoidably delayed entered the Committee Room and was asked to wait outside until the debate finished. After further discussions it was proposed by Cllr Nicholas and seconded by Cllr Mrs Pearse to accept the tender from James Harris Contracting. The Parish Council voted five (5) in favour, one (1) against and two (2) abstentions. The motion was therefore carried. Cllr Harris was then asked to rejoin the meeting. The Clerk was asked to inform Whitton Associates of the decision of the Parish Council and to ask them for (a) precise definition of the contingency; (b) whether the contractor had Public Liability insurance; (c) if there was a clause to determine the timing; (d) if there was an overrun penalty; (e) a latest start date and (f) the certainty that the development, when completed, could be insured. Response from Audit Commission The Clerk reported that no reply had been received. Payments Received South Cerney Football Club Water services 19 June to 15 September £10.94 Payments GAPTC Parish Council Meeting Notices £6.00 Petty Cash Stamps & Bus Shelter Cleansing (November) £70.00 M. McKee Clerk's Travel (including Training October) £117.29 James Harris Contracting Hire of line painting machine £13.22 Rodney Gardiner Ground Maintenance Cerney Wick (October) £63.60 Busy Fingers Photocopying £23.65 James Harris Contracting Repair to Upper Up playing field gate £68.25 Jeremy Simmons Ground Maintenance (October) £1,023.12 James Harris Contracting Chain, padlock & 5 keys for Upper Up gate £24.48 £1,409.61 Cllr Mrs Gardiner had inspected and agreed the Clerk's travel expenses for October. It was proposed by Cllr King and seconded by Cllr Mrs Chapman that the Parish Council agrees to make the above payments. The Parish Council was all in favour. Remembrance Day Chairperson Cllr Mrs Gardiner had agreed to use £50 of her Chairperson's Allowance as a donation to the Royal British Legion. External Auditor Before a qualified audit certificate is issued the External Auditor requires to know what steps the Parish Council is taking to carry out a risk assessment. The Clerk would liaise with Cllr King to provide a risk assessment plan. Correspondence 10. NALC Policy Update: Consultation on the Accounts and Audit Regs 2003 11. Parochial Fees Order 2002; Insurance Premium Tax recovery 33. Hammond & Taylor Superlift Scramble net quote 35. Moore Stephens External Auditors: Risk Assessment 39. R. O. W. Berry Quotation to lay concrete base for seat The Committee did not make any recommendation as only one quote had yet been received 51. Lloyds/TSB Change to Banking arrangements The Clerk was asked to try and negotiate with the bank to retain the current arrangements. If the bank did not agree an alternative supplier should be sought. 52. RBS Auditing Solutions Ltd Internal Audit Service Provider PLAYING FIELDS & VILLAGE MAINTENANCE COMMITTEE Cllr Harris reported on the deliberations of the Playing Fields and Village Maintenance Committee which had met on 11 November. Street Lighting Cllr Harris asked that the Clerk enquire from Mr Greenaway if it was intended to erect a further light near the footbridge down Bow Wow. Upper Up Tower Slide Scramble Net Quotations had been received from Wicksteed Leisure, Lappset and Hammond Taylor. Of the suppliers contacted all proved unwilling to rectify another suppliers' apparatus. The Clerk was asked to contact GPFA to recommend a suitable contractor who would be willing to attach the net to the slide at Upper Up. Ramp at Upper Up The Clerk was asked to enquire from TD Construction when he intended to complete the project. Willow Trees It was agreed that as Cllr Harris had informed Mr G. Watson (CDC) no further action was necessary at this time. Members of the Committee would carry out an inventory of trees for which the Parish Council was responsible over the winter period. Station Road Ditch Cllr Mrs Chubb had complained that the contractors had not made a very good job of strimming the ditch in Station Road. Cllr Harris had investigated and explained, in his opinion, that as the ditch was a natural habitat the sides had been trimmed adequately. Trees on the Piece Only one quote had been received for this project. Cllr King had been in contact with Tim Bendle who had refused to give a quotation as he considered that the specification was fallacious. Cllr Harris, who had originated the specification, explained how time consuming he found the procedure and countered that if Mr Bendle had contacted him he would have clarified any query concerning the quote. It was agreed that the Committee produce a more detailed specification at their meeting next month. Upper Up Car Park The Clerk was to ask Phoenix to complete top dressing of the Upper Up car park and to ask the contractor to quote for the installation of a "sleeping policeman" at the entrance. Cllr Harris would furnish the Clerk with a drawing and measurements for a dividing fence to facilitate parking although it was decided to monitor car parking over the coming months to see if a fence was necessary. INSPECTION REPORT Cllr Harris reported that the car park surface at Upper Up was showing signs of wear and the holes needed to be filled. At the Robert Franklin Way play area he described the swing as "extremely sad" with nettles growing up through the safety surface. At Cerney Wick the fence had finally been repaired and dead elms in the hedge on Church Lane removed. He was concerned that the safety tiles were very slippery beneath the climbing frame and asked the Clerk to research a good treatment for removing the algae slime on the tiles. The rubbish bin in the play area had not been emptied for some time. Cllr Gardiner would carry out the next round of inspections. TRAFFIC SPEED THROUGH THE VILLAGE Cllr Nicholas remarked that there was money in the budget to provide for road safety. Cllr King was critical of traffic speed especially in Broadway Lane. At every entrance road to the village larger weight limit signs were needed. Cllr Mrs Spriggs remarked that she had occasionally to redirect lost drivers of heavy goods vehicles who had entered the village. In a written submission the Chairperson Cllr Mrs Gardiner suggested that pinch points throughout the village, especially on its four entrances, should be considered. The Clerk was asked to invite a representative from Glos County Highways, the Cotswold District Council and the Police to attend a meeting with the Parish Council. CORRESPONDENCE 1. CDC Local Plan review 20012011: Information Sheet 2. Glos Mini-Bus Scheme (GMS) 3. Thames Path National Trail Companion 2003 Questionnaire (replied 10 October) 4. Cotswold Water Joint Committee Agenda for meeting to be held on 18 October at 2pm in the Council Chamber, Trinity Road; Minutes of meeting held on 15 July 5. GCC Consultation on Local Access Forum (LAF) 6. GCC Pedestrian Refuges in Station Road and High Street 7. Whitton Associates Tender documents 8. Lappset Scramble net quotation 9. GAPTC Vacancy on GAPTC County Committee (Cotswold Area) 10. NALC Policy Update: Consultation on the Accounts and Audit Regs 2003 11. Parochial Fees Order 2002; Insurance Premium Tax recovery 12. GRCC Summary of the Youth Justice Plan 2002-2005 (on circulation) 13. GRCC Invitation to attend a Funding Seminar at the Westwoods Centre, Northleach on Friday 22 November 10am3pm. Fee £1 per person to include buffet lunch and refreshments 14. Davey Son & Jones Form TP1 re CAMAS Site Phase 1 15. Davey Son & Jones Borehole lease amendments 16. Queen's Golden Jubilee Award Nomination acknowledgement 17. CDC Town and Parish Newsletter; Glos Waste Campaign (on circulation) 18. GRCC Invitation to attend a Rural Transport Partnership meeting on Friday 8 November 10.30am4pm at the Guildhall, Eastgate Street, Gloucester 19. Watermark Traffic Speed in Wildmoorway Lane 20. Glos Constabulary Newsletter September 2002 (on circulation) 21. GCC Periodic Electoral Review 22. CDC Fly posting 23. A. Woodhouse Rubbish dumping at railway arches 24. S. Cooksley Use of South Cerney airfield 25. CPRE Newsletter October 2002 (on circulation) 26. Matta Products Playground Safety Surfacing 27. CPRE Countryside Voice Autumn 2002 (on circulation) 28. Cornhill Insurance Policy endorsement 29. Cirencester Town Council Market Towns Healthcheck: Invitation to attend a meeting on Thursday 14 November at Stratton House Hotel, Cirencester at 6.30pm The Clerk would attend 30. NALC Freedom of Information Act Publication Schemes; Invitation to attend a conference which will focus on Freedom of Information Act, Race Relations Act; Disability Discrimination Act, Data Protection Act, Crime & Disorder and Human Rights on Wednesday 20 November at the Town Hall, Malmesbury. Fee £30 31. Davey Son & Jones Land transfer engrossment (to be signed by Chairperson and Vice Chairman) It was proposed by Cllr Nicholas and seconded by Cllr Dunn that the transfer document be signed. The Parish Council was all in favour 32. Today: The Newsletter of Vision 21 in Gloucestershire (on circulation) 33. Hammond & Taylor Superlift Scramble net quote 34. CT.0006/3/H Future of CAMAS site (5 e-mails) 35. Moore Stephens External Auditors: Risk Assessment 36. CDC CT.CONTR 1335: Tree work at Cordal Lodge, School Lane The Parish Council did not object 37. CDC Notice of Standards Committee meeting 38. CDC Copy of a letter to Mrs R. Merson regarding Station Road surface 39. R. O. W. Berry Quotation to lay concrete base for seat 40. Clerks & Councils: November 2002 Issue 24 (on circulation) 41. Glos Playing Fields Association Annual Report 20012002 (on circulation) 42. Countryside Agency Vital Villages Update Autumn 2002 (on circulation) 43. Countryside Agency Guide to Parish Transport Grant (on circulation) 44. GRCC Introducing In Touch Advisor Barbara Piranty 45. CDC CT.CONTR 1316: Tree work at Lower Mill The Parish Council did not object 46. Local Council Review November 2002 (on circulation) 47. Whitton Associates Tender Report 48. Cirencester Town Council Hubs & Spokes 49. CDC Use Classes re CAMAS site 50. CDC Register of Electors 2003 51. Lloyds/TSB Change to Banking arrangements 52. RBS Auditing Solutions Ltd Internal Audit Service Provider 53. Wicksteed Leisure Inspection Report on skateboard/BMX area at Upper Up The report concluded that the safety of the area could not be guaranteed. The Parish Council agreed that Phoenix should be instructed to level the site within a budget of £250 to prevent its use. 54. BDOR Ltd Invitation to attend a Cotswold AONB Management Plan Consultation Meeting on 3 December at Northleach or 4 December at Duntisbourne Abbotts or at Stroud on 5 December all venues 6.30pm. 55. Information Commissioner Freedom of Information Act 2000 Publication Schemes 56. Ms Mary Jones Station Road bollards (web email) 57. Davey Son & Jones Return of the executed Transfer (31 refers) COUNCILLOR'S REPORTS Cllrs Dunn, Cllr Harris, Cllr King and Cllr Stuart will meet with Cllr Gardiner on 23 November at 10.30am to plant the remaining four bags of daffodil bulbs. Cllr Stuart reported that a car was occasionally being parked on the public open space in front of the Limes and asked the Clerk to notify the owner to desist. Cllr Stuart had had complaints that cars were parking on the verge of the corner of Clarks Hay and Station Road and asked the Clerk to notify the owners to desist. Cllr Stuart had asked car owners not to park at the entrance to the Langet opposite the new disabled ramp to Upper Up playing fields. At first they complied but have now reverted to their old habits. The Clerk reported the miscreants to PC G. Lager who had replied that he would do his best. He explained that "'a likely offence would be causing an unnecessary obstruction' which sounds easy but the legislators have moved the goal posts which makes it more difficult for the Police to proceed because each offence needs a complainant i.e. the name of someone who has been inconvenienced." Cllr Mrs Pearse asked that the residents of Huxley Court be asked not to dump rubbish in its vicinity. The Clerk will notify the occupants of the four properties concerned. Cllr Mrs Chapman reported that the hedges on the western side of the lane near the disused railway bridge in Cerney Wick were overgrown. Cllr Harris informed the Parish Council that the hedges were the responsibility of the Cotswold Water Park Society. Cllr Mrs Chapman reported that the drain which runs from Green Acres to Oklahoma in Cerney Wick needed to be cleared. The Clerk would inform Mr S. Taffinder landowner of the majority of the adjacent property that he was responsible for its clearance. There being no further business Cllr Stuart closed the meeting at 10.50pm. |