MINUTES OF THE MEETING OF THE PARISH COUNCIL
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| The Chairman Cllr Stuart opened the meeting at 7.30 pm. APOLOGIES Apologies had been received from Cllr Caunce, Cllr Harris, Cllr Nicholas, Cllr Baines (CDC) and Cllr Parsons (GCC). MINUTES OF THE MEETING HELD ON 9 JULY 2003 Page 1: YOUTH DEPUTATION last line delete ... boys ... insert "young men" It was proposed by Cllr Mrs Pollard and seconded by Cllr Mrs Chubb that the Minutes as amended were a true and accurate record. The Parish Council was all in favour and the Minutes were signed by the Chairman Cllr Stuart. MATTERS ARISING Jubilee Gardens Due to work load Cllr Nicholas would arrange a meeting with Martin Hutchings, Development Officer at CDC when he returned from his vacation. Upper Up Ramp Whitton Associates had presented an estimate to redesign the ramp access which if a planning application and tender process were included would cost approximately £2,300. After a meeting Cllr Squire and the Clerk had with Paula Postlethwaite and Malcolm Hope from GCC Highways a verbal quotation to create a footway from the ramp base opposite the Langet entrance to the car park including a cross over with drop kerbs some 25 metres along from the ramp would cost £4,729.30. The Finance and Playing Fields and Village Maintenance Committees had discussed the GCC Highways quotation at a joint meeting held on Monday evening and agreed to recommend that the Parish Council accept, subject to a written proposal, the scheme on offer from GCC Highways. This scheme was then formally proposed by Cllr Jay and seconded by Cllr Webb and the Parish Council was all in favour. Flower Tubs John C. Whittaker, Cotswold Area Traffic Manager at GCC Highways had no objection if the Parish Council placed flower urns at the village entrances so long as they did not form a hazard to traffic although he advised that details should be discussed with Divisional Manager, Martyn Summerell. PLANNING Cllr Mrs Chapman reported on the recommendations of the Planning Committee which had met on 11 August. Matters Arising CT.7318/D Mill Cottage, Cerney Wick Cllr Mrs Chapman was still concerned that the alterations which had been made still did not adhere to the granted application and asked that the Clerk report her disquiet to the Enforcement Officer. Jet Ski Lake at Ashton Keynes Cllr Mrs Clark (CDC) that there was no further news but was certain that North Wiltshire District Council would consult with the Parish Council if there were any additional developments. Planning applications received by Cotswold District Council CT.1454/3/Y Building bund to divide lake into two (2) at Wildmoor Waters, Wildmoorway Lane, South Cerney (R) NO OBJECTION (RATIFIED) CT.2090/S Replacement fascia and pole mounted signs at the Old George Inn, Bridge Road, South Cerney NO OBJECTION CT.2090/T Replacement fascia and pole mounted signs at the Old George Inn, Bridge Road, South Cerney NO OBJECTION CT.2380/2/W Change of use of E-field from touring caravans to static holiday caravans at Cotswold Hoburne, Broadway Lane, South Cerney NO OBJECTION CT.3887/2/W Minor amendment to re-arrangement of windows and doors and the insertion of larger windows on the front elevation at 58 The Lennards, South Cerney, Cirencester (R) NO COMMENT submitted CT.4233/H Additional information only Demolition of changing rooms and erection of new changing facility at Playing Fields, Upper Up, South Cerney CT.4498/V Minor amendment to re-arrangement of fenestration and rooflights at Lake 6, Cotswold Water Park Society Ltd, South Cerney (R) NO OBJECTION (RATIFIED) CT.4762/D Erection of rear conservatory to existing dwelling at Lane End, Latton Close, Station Road, South Cerney (R) NO OBJECTION (RATIFIED) CT.8113/A Erection of conservatory to rear of dwelling at Tiburnia, Church Lane, Cerney Wick NO OBJECTION CT.8163/E Erection of single dwelling (revision to previously approved scheme under planning reference CT.8163/C) on land at Orchard House, Upper Up, South Cerney (R) The Clerk reported that he had been reliably informed that this application had been refused although notification was awaited. Cllr Mrs Clark (CDC) concurred. (R)=Ratification It was proposed by Cllr Jay and seconded by Cllr Mrs Chubb that the Parish Council agrees to accept the above deliberations and to ratify the decisions of the Planning Committee on those applications which it determined. The Parish Council was all in favour. Planning applications received by Cotswold District Council CT.4233/H Demolition of changing rooms and erection of new changing facility at Upper Up playing fields, South Cerney CT.4498/V Minor amendment approval for re-arrangement of fenestration and rooflights at Lake 6, Cotswold Water Park, South Cerney CT.4762/D Erection of rear conservatory to existing dwelling at Lane End, Latton Close, Station Road, South Cerney Correspondence A. R. Jones Head of Planning at CDC had written to explain a decision which conflicted with that of the Parish Council on CT.0776/Q regarding the erection of a detached dwelling on land adjacent to Walnut Tree Farmhouse, Upper Up, South Cerney. The CDC Committee considered the concerns expressed regarding the introduction of a new access onto the village street. This had been a requirement of the County Highways Authority. The Committee agreed with those concerns and granted permission subject to the submission of an amended plan to show the development accessed from the existing lane to the east of the site. It was proposed by Cllr Jay and seconded by Cllr Mrs Chubb that the Parish Council would consider a meeting with Brian Murtagh Chairman of Four Pillars Hotels when it had sight of a complete plan with firm details of the materials to be used in construction. The Parish Council was all in favour. FINANCE Cllr Jay reported on the deliberations of the Finance Committee which had met on 11 August. Matters Arising Court Action The Clerk reported that judgment for the claimant had been made and the Parish Council could now ask that enforcement proceedings be taken against the defendant by requesting a bailiff be appointed to recover goods to the value of the debt or an attachment to the defendant's earnings be made. It was proposed by Cllr Jay and seconded by Cllr Webb that an attachment of earnings be made on the defendant. The Parish Council was all in favour. Receipts CDC Community Projects Fund (Upper Up ramp) £4,507.50 South Cerney Cricket Club Proportional charge for water supply £5.80 South Cerney Football Club Proportional charge for water supply £8.70 £4,522.00 Outstanding Mr R. Hewer Noticeboard repair £325.00 Payments Out Petty Cash Bus Shelter Cleansing (July) £40.00 M. McKee Clerk's Travel (July) £56.96 M. McKee Postage (GAPTC for Good Councillors Guide) £4.58 M. Stuart Travel expenses for Councillor Training £20.62 GAPTC PC "Next Meeting Posters" £6.00 James Harris Contracting Ground Maintenance at Robert Franklin Way (July) £50.00 Macventure Play Co Play equipment storage (8 weeks) £112.80 R. O. W. Berry Hedge & Goal Post work at RFW £110.00 R. W. Gardiner Ground Maintenance Cerney Wick (July) £102.15 Busy Fingers Photocopying £29.30 Audit Commission Revised account 2000-01 £412.43 David Chubb Ground Maintenance Play areas (July) £230.00 RoSPA Play areas inspection £326.06 £1,500.90 Cllr Jay inspected and agreed the Clerk's travel expenses for July. It was proposed by Cllr Jay and seconded by Cllr Webb that the Parish Council agrees to make the above payments. The Parish Council was all in favour. Cllr Stuart had reported his dismay on Monday evening on the quality of the service provided by Jeremy Simmons Landscapes and recommended that half the payment be withheld. After the Clerk reported that he had been informed on Tuesday that Jeremy Simmons Ltd had ceased trading on Monday the Parish Council further agreed that an outstanding account due to Alex Lawrie Factors for £753.11 for ground maintenance by Jeremy Simmons Ltd be withheld in total. Parish Council's Funds The Committee inspected and agreed the current accounts for the Upper Up Park and Village Hall Funds. The Clerk explained how Parish Council contingency and reserve funds were managed. The Committee was shown a budget analysis of Parish Council expenditure for the first four months of this financial year and agreed that so far outgoings were in line with the budget. Maintenance Quotations Of the two quotations received to rehang the chains at the War Memorial (£42.50) and to replace the damaged guttering at the Bus Shelter (£125) R. O. W. Berry presented the more competitive costing. It was proposed by Cllr Jay and seconded by Cllr Webb that R.O.W. Berry be awarded the work. The Parish Council was all in favour. Footpath at Upper Up GCC Highways had verbally informed the Clerk that it would arrange the administration and supervision of a new footpath, as discussed with Cllr Squire and the Clerk, between the Upper Up ramp and the car park if the Parish Council was prepared to pay £4,729.30 towards its cost. If acceptable GCC Highways would insist that the contract for the work was agreed before February 2004 for completion in the current financial year. Cllr Jay said that funding would come from the Capital Fund set aside for road improvements. It was proposed by Cllr Jay and seconded by Cllr Webb that the Parish Council ratifies the decision of the Finance Committee which had agreed to the Capital spend. The Parish Council was all in favour. Members' Allowances Under new regulations Parish Councils may pay certain allowances to their Members. In response to a summary of the regulations it was proposed by Cllr Jay and seconded by Cllr Webb that the Parish Council notify CDC in principle that it intends to pay these allowances with effect from April 2004. The Parish Council was all in favour. Cllr Stuart advised that an amount should be budgeted for these payments in the next precept. Parish Councillors agreed unanimously to take up the offer from CDC to set allowances and to publish all payments made to members. South Cerney Playgroup It was proposed by Cllr Jay and seconded by Cllr Mrs Pollard that the Parish Council agrees to a suggestion from South Cerney Playgroup to allow it to apply for planning permission in the name of South Cerney Parish Council. The Parish Council was all in favour. PLAYING FIELDS & VILLAGE MAINTENANCE Cllr Squire reported on the deliberations of the Playing Fields and Village Maintenance Committee which had met on 11 August. Jeremy Simmons Landscapes Ltd A representative of Jeremy Simmons Landscapes Ltd failed to turn up at the meeting as arranged. The Clerk reported that he had been informed that Jeremy Simmons Landscapes Ltd had gone into liquidation on Monday 11 August. Cllr Stuart recommended that J. V. Strong & Co Ltd who had a grass cutting contract at the Duke of Gloucester barracks be contacted. Cllr Jay suggested that Cirencester Town Council be approached. Cllr Squire proposed that the local golf club be asked if it was interested in completing the contract until the end of the season. The Parish Council agreed with Cllr Squire who volunteered to contact Mr Franklin with the proposal. Flower Tubs John C. Whittaker, Cotswold Area Traffic Manager at GCC Highways had no objection if the Parish Council placed flower urns at the village entrances so long as they did not form a hazard to traffic although he advised that details should be discussed with Divisional Manager, Martyn Summerell. Litter Picker The Committee agreed to invite Mr E. Curtis to its next meeting to discuss litter picking throughout the village. INSPECTION REPORTS Cerney Wick Cllr Mrs Chapman reported that the safety surfaces needed sweeping of dead grass. The litter bin had not been emptied and litter had blown about. Cllrs Mrs Chapman praised Cllr Caunce on the good job he had done trimming shrubs around the inside of the playing field although the hedge at the roadside needed to be cut back. Upper Up Cllr Stuart stated that the grass at the Junior Swing was not adequately cut on the side near to the fence. The seats were showing signs of wear and the safety tiles were moving apart in several places. The tiles on the Senior Swing were not so bad. On the Slide cut grass and stones were spread over the base. Vandals had cut into the rail of the Activity Area in several places. The Basketball net must be renewed. Generally there was too much litter spread about, grassed area around the play area desperately needed to be cut and weeds against the road fence and under the car park fence required spraying. Robert Franklin Way Cllr Harris reported that nettle roots at the Swing had been pulled out on 7 August but extra play bark was needed to make the equipment safe. The surrounding timbers enclosing the bark need to be replaced.The goal post at the football area had been moved but no attempt made by contractor to fill and seed worn out goal mouth. The sides of the pyracantha hedge had been cut but not the top. The nettles were sprayed on 15 July and then trimmed back. Grass is too long for kicking a ball about and needs cutting. CLERK'S REPORT After a request by Cllr Mrs Chapman I contacted Michael Grace, CDC Enforcement Officer regarding building work at Mill Cottage, Cerney Wick. Consequently work was ordered to be halted and the builder instructed to abide by the granted application plans or to submit a new application. I enquired if there was any access restriction to Lake 11 (Jet Ski) from opposite the Education Lake on the Spine Road and to date I have not had a reply. Mr Grace would check with Ray Brassington, CDC Environmental Health, to find out what were the permitted operating times on Lake 11. I contacted Andrew Houldey GCC PROW and asked for a progress report on BSC15. He stated that as there had been two objectors namely Mr Slator and Mr Hayward the file had been passed to the Secretary of State for determination. On 1 August I met with Mr Simon King and together we made an application for a grant to CDC Community Fund to help finance play equipment refurbishment at Robert Franklin Way. I also contacted the Countryside Agency with further information in the hope that that organisation may be persuaded to also allocate funding. On Tuesday 5 August Cllr Squire and myself met with Paula Postlethwaite GCC Highways and discussed the plans for traffic management in High Street and Station Road. On Friday 8 August I visited Natasha McKenna to discuss the application which had been made. She pointed out various inconsistencies and asked for up to date quotations from suppliers. I informed Mr King of her comments but it is obvious that if the Parish Council is serious in refurbishing RFW play area a more active part must be played by Parish Councillors in its planning. As agreed I kept a record of time spent on Parish Council duties. Of the 21 working days in March I logged 78 hours which I averages 3 hours 40 minutes per day. In April of the 20 working days available I logged 66.5 hours which I averages 3 hours 20 minutes per day. Due to my cardiac event in May I was on sick leave until the beginning of July and no time sheet record was kept during this period. In July I worked 83.25 hours which averages 3 hours 37 minutes per available working day. Although the extra time spent on Parish Council duties seems insignificant on a daily basis cumulatively it represents between 2.5 and 3.3 hours a week more than my original contract of 15 hours per week. In the 5 years since I became Clerk the work load has gradually increased and shows no sign of getting any less rather the opposite in fact. I therefore ask the Parish Council to consider increasing my contract by 3 hours per week and back date the increase to March 2003. The Parish Council agreed that the Personnel Committee including Cllrs Jay, Nicholas, and Webb meet with the Chairman and Vice Chairman at Rose Cottage at 7pm on Tuesday 26 August to discuss the Clerk's proposal. IMPACT SCHEME The Clerk was asked to express the concern of the Parish Council regarding the Impact Scheme planned for High Street and Station Road to GCC Highways especially the installation of a zebra crossing. The principal objective of the Parish Council was to have Station Road and High Street resurfaced throughout. The Clerk was asked to copy the letter to Cllr S. Parsons (GCC), Cllr Baines (CDC), Cllr Bennett (CDC) and Cllr Mrs Clark (CDC). CORRESPONDENCE 1. CDC CT.0776/Q invitation to attend Planning (Regulatory) Committee (e-mailed to Planning Committee) 2. GRCC Introducing Laura Oakley South Cotswolds Rural Adviser 3. CDC Community Projects Fund Application Access Ramp 4. Moore Stephens (Auditor) Demand that Annual Return be made 5. GCC Review of the Youth Service in Gloucestershire (e-mailed to PC, copy to Cllr Squire) Cllr Jay made a reply critical of youth service provision and facilities in South Cerney which was supported of by the Parish Council 6. CDC Invitation to attend South Cotswold Rural Access Forum 1 October, Trinity Road, Cirencester at 7pm; Rural Transport Conference 15 October, Westwoods Centre, Northleach 7. GCC CT.2475 (S.106) 8. Swindon County Court Judgment for South Cerney Parish Council (in default) 9. ODPM Consultation paper on indemnities for relevant authority members and officers (on circulation) 10. CDC Best Value Performance Plan 2003-2004 (on circulation) 11. GCC Gloucestershire Structure Plan 3rd Alteration Pre-Examination in Public Changes (on circulation) 12. CPRE Rural Matters Issue 28 July 2003; Planning Update Issue 3/03 July 2003 (on circulation) 13. SLCC Acknowledgement of Conference Fee 14. CDC Dates and times of forthcoming meetings of Standards Committee 15. Davey Son & Jones Land Certificate copy of title to land at CAMAS 16. Glos Constabulary Police Newsletter June 2003 (on circulation) 17. GCC Parish snow warden details 18. The Waterways Trust Help restore the Cotswold Canals leaflet 19. GCC Invitation to attend 2nd Annual Highway Maintenance and Traffic Management Seminar (e-mailed to PC, copy to Cllr Squire) 20. R. O. W. Berry Quotations (1) Rehang chains at War Memorial (2) Replace guttering at Bus shelter 21. CDC Application for consent to undertake felling of horse chestnut tree on land at Clarks Hay adjacent to the Village Stores The Parish Council was unanimous in its objection to this application 22. N. P. McEwen, Thrift Cottage Proposed zebra crossing in High Street 23. GCC Introducing Marian Bennun, new co-ordinator for Publicity and Promotions in the Integrated Transport Unit 24. Pesticides Safety Directorate Consultations on plans for greater access to information about crop spraying and on proposals for buffer zones between spraying areas and residential properties in England and Wales. Parish Councillors to contact (www.pesticides.gov.uk) copy to Cllr Squire 25. Dawn Malpas (Nitrojet) Anti social behaviour at Lake 11 Letter copied to Cllr Bennett (CDC) 26. CDC Parish Council Information update (information emailed) 27. DEFRA Rural services standard 2003 (emailed to Parish Councillors; copy to Cllr Squire) 28. GCC Highways Proposed zebra crossing in High Street 29. Audit Commission CDC Best Value Performance Plan: Inspection (emailed to Parish Councillors; copy to Cllr Squire) 30. Four Pillars Hotel Meeting request (emailed to Parish Councillors; copy to Cllr Squire) Parish Councillors agreed to consider a meeting at a later stage 31. Gloucestershire Chest Fund Donation request (to list) 32. CDC Refuse & Recycling Collection Arrangements August Bank Holiday (to noticeboards) 33. GPFA Newsletter The Playing Field (on circulation to VM Committee) 34. GAPTC Elections to the county committee of the GAPTC 36. NALC Legal Topic Note 24 Councillors Allowances 37. NALC Legal Topic Note 56 Code of Practice for local councils in handling complaints 38. GAPTC Update for Member Councils (emailed to Parish Councillors; copy to Cllr Squire) 39. CDC Local Authorities (Members' Allowances) (England) Regulations 2003 (emailed to Parish Councillors; copy to Cllr Squire) 40. CDC Minutes of Standards Committee meeting held 12 August 41. GCC Mobile library service timetable (to noticeboard) 42. CDC No objection to undertake tree work at Well Cottage 43. Glos Constabulary Chief Constable's Annual Report (on circulation) 44. Glos Constabulary Police Authority Annual Report (on circulation) 45. CDC CT.0776/Q Decision feedback 46. CDC Invitation to attend seminar on Waste Management at Trinity Road, 23.30pm 21 August. RSVP Julie Underhill 623354 47. Cotswold AONB Draft Management Plan. Invitation to attend Workshops 6.309pm on 26 August light supper included 48. GCC Highways Copy letter sent to Watermark Club regarding unauthorised obstructions at junction of Station Road/Spine Road 49. Glos Constabulary Police Newsletter July 2003 (on circulation) 50. Lloyds/TSB Changes to Treasurers' Account 51. GCC Highways Impact Scheme & Traffic Calming 52. GCC Highways Notification of temporary road closure of Lower Mill Lane, Somerford Keynes 53. South Cerney Playgroup New Building Project planning application The Parish Council had no objection to the Playgroup applying for planning permission in its name 54. CDC Chairman Invitation to 2 members of Parish Council to attend Chairman's Reception on 12 September at 6pm Chavenage House, Tetbury 55. RoSPA Play Area Safety Inspection Report (on circulation to all Councillors) September agenda item 56. GCC Consultation on planning application for sand and gravel extraction at Dryleaze Farm as an extension to Shorncote Quarry 57. GRHA Invitation to attend AGM on 2 September at 7.30pm at The Wildfowl & Wetlands Trust, Slimbridge 58. Glos Constabulary Report on Police & Community Consultative Meeting held on 4 June; invitation to attend a further meeting on 3 September at Poole Keynes at 7.30pm Cllr Smith volunteered to attend 59. GRCC Roadshow event at CDC on 29 September at 5.15pm 60. Simon Curtis Quotations (1) Rehang chains at War Memorial (2) Replace guttering at Bus shelter 61. Moore Stephens Audit Return query 62. Whitton Associates Fee quotation to redesign ramp access at Upper Up COUNCILLORS' REPORTS Cllr Harris had written expressing his concern at the time it is taking to organise the new play equipment at Robert Franklin Way play area. The Clerk explained that two attempts to obtain grant funding for the project were in progress. Unfortunately since the new Parish Council was formed the sub-committee of the previous Council had collapsed and there was no representative from the Parish Council to direct the scheme. Mr Simon King who was a former Parish Councillor and the Clerk had made an application to the Community Fund at CDC but quotations and plans did not match and the grants co-ordinator Natasha McKenna has asked for clarification and new up to date quotations. Cllr Squire volunteered to progress the application and would liaise with Mr King. Cllr Mrs Chubb and the Clerk would support Cllr Squire in his efforts. Cllr Harris reported that the planting of both trees and shrubs and the pond margins at Upper Up Park needed to be organised so that work can begin this winter. Whitton Associates' design for tree planting will need adjusting and there is no specification for the wetland planting or any planting in the water. These are important to give an attractive site. It was proposed by Cllr Jay and seconded by Cllr Smith that Whitton Associates be instructed to prepare a specification for the planting and put it out to tender to appropriate contractors. The Parish Council was all in favour. Cllr Harris wrote that he was concerned that youths had gained access to the high rope course on Lake 16 having broken through the surrounding fence. The Clerk had reported the problem to the Health and Safety section at CDC. Cllr Squire reported that an inspection chamber in Church Lane outside The Manor was loose and the Clerk had informed GCC Highways. Cllr Mrs Chubb reported that the trees on the northern side of Station Road which were overgrowing and blocking visibility when accessing the highway had now been cut back. Cllr Squire informed the Parish Council that the PCC had spent £1,167 to date on the registration of title and other costs for the extension to the graveyard and requested that the Parish Council consider making this payment as part of its agreed grant. Cllr Jay remarked that the Parish Council had agreed to await a grant application for the whole project. Cllr Stuart asked that the Parish Council extend its grateful thanks to Mrs Stuart for standing in for the Clerk during his recent illness. Cllr Jay proposed and Cllr Webb seconded that a formal vote of thanks be made to Mrs Stuart. The Parish Council was all in favour although Cllr Stuart abstained. There being no further business Cllr Stuart closed the meeting at 10.10pm. |