MINUTES OF THE MEETING OF THE PARISH COUNCIL
HELD IN THE VILLAGE HALL, SOUTH CERNEY
ON WEDNESDAY 8th AUGUST 2007.

Two members of the public were in attendance.

The Chairman Cllr Stuart opened the meeting at 7.30pm.

APOLOGIES

MINUTES OF THE MEETING HELD ON 11th July 2007

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It was proposed by Cllr Jay and seconded by Cllr Nicholas that the Minutes, as amended, were a true and accurate record. The Parish Council was all in favour and Cllr Stuart signed the Minutes.

YOUTH PARISH COUNCIL REPORT

No member of the Youth Parish Council was present.

MATTERS ARISING

Cllr Stuart apologised for inadvertently misleading the Parish Council at last month’s meeting with his estimation of the cost of tarmacadam safety surface for the MUGA. He was in the progress of sourcing other quotations and applying for further grants.

Cllr Harris informed the Clerk that the replacement curfew restriction sign had not yet been received. The flags on the bus stops in Station Road and Broadway Lane had eventually been replaced.

Cllr Nicholas reported that the vehicle activated speed sign in Station Road was behaving erratically although the one in Silver Street had been repaired.

CLERK’S REPORT

After a telephone conversation with Dr Andrea Pellegram (CDC) it was agreed that a list of planning permissions, which in the view of the Parish Council had Conditions which were being ignored, would be drawn up. On Friday 27th July I accompanied Cllr Webb to the Village Hall to compile such a list. After analysis, Dr Pellegram suggested that representatives of the Parish Council come to CDC offices to discuss the alleged breaches of the Conditions at 11.30am on Tuesday 4th September. Cllr Nicholas and Cllr Webb would attend the meeting.

On Tuesday 31st July I attended a meeting with Stephen Woodd (Kompan), Cllr Stuart and Cllr Webb on the Upper Up play area to discuss his company’s quotation for a MUGA enclosure.

During July, of the 22 available working days, I averaged 4 hours per day which is about 25% more than my contract stipulates, but which I accept.

STATION ROAD DITCH

The Chairman invited Mr & Mrs Gardner to make a statement to the assembled Parish Councillors. Mr Gardner complained about the herbage in the open ditch outside his property in Station Road which in his opinion should be cut down. He also complained that the detritus left after the fracturing of the sewerage main had not been dredged. The Clerk explained that Thames Water Ltd insisted that contractors had cleaned the ditch but the Parish Council was not convinced. The Clerk would ask CDC if an analysis of the sludge could be carried out to determine if action was needed to remove it. Cllr Harris informed Mr Gardner that the wild growth on the banks of the ditch would be removed in the autumn and had been left purposely as a wildlife habitat. It would also be difficult to recruit a suitable contractor to dredge the ditch as new regulations required an operator to have a licence to remove contaminated waste and also the added expense of its disposal to a special site. Cllr Jay agreed with Mr Gardner in that he would like to see the herbage removed. Cllr Harris and Cllr Jay agreed to carry out a survey of the growth and report their conclusions to the Parish Council in September. The Clerk was requested to ask Purvey Groundworks to quote for the dredging and removal of the spoil from the ditch. Mr & Mrs Gardner then left the meeting.

REPORT OF THE PLAYING FIELDS AND VILLAGE MAINTENANCE COMMITTEE HELD ON MONDAY 6th AUGUST

Cllr Caunce, Cllr Mrs Chubb, Cllr Harris, Cllr Nicholas, Cllr Stuart and Cllr Mrs Tunbridge attended that meeting. Cllr Walker had joined the meeting at 8pm.

The Cllr Caunce had opened the meeting at 7pm.

MATTERS ARISING

 “Curfew” Restrictions
Cllr Stuart reported that he had been informed by residents in the vicinity of the Robert Franklin Way play area that excessive noise was causing disturbance despite the erection of the restricted use notice. He had suggested that concerned residents should use their Neighbourhood Watch scheme and contact their facilitator at Cirencester Police station. Diaries of disorder should be kept to form an evidential case for official action.

Damaged Manhole Cover
Enquiries made by Cllr Caunce ascertained that the broken manhole cover outside the Londis in Broadway Lane was the responsibility of the property owner. The Clerk was asked to write to the owner and request that the broken cover is replaced or repaired.

Fenplay Safety Surface
Cllr Stuart stated that since the meeting on Monday evening George Taylor had provided a quotation for the repair of the safety surface and the supply and distribution of sand. Cllr Stuart had reminded Mr Taylor that the Parish Council would make its own arrangements for distributing the sand and could he requote. Cllr Stuart had, however, spoken to Ian, a director of Glebe Contractors who admitted damaging the safety surface with his equipment. The Clerk was asked to write to Glebe Contractors thanking it for his candour informing him that reimbursement for the cost of the repair will be expected.

Public Seating Audit
A convenient time had not yet been arranged for members of the audit team to carry out its assessment. Cllr Harris asked that a map of the village be provided to make it easier to record the locations of the seats. The Clerk had provided such a map.

Notice Boards
The Clerk was asked to ascertain from R.O.W. Berry if his quotation to rebuild the notice board at the bus stop, near the Limes, included recovering it with self sealing pin board. If so, the Committee recommend that the Finance Committee accepts the quotation and approves the issuing of an order for the work.

Village Signs
Dave Flagg had emailed a quotation and style of sign for confirmation which was significantly different from the £60 price originally quoted. The new quote was for £95.24. The Committee agreed that the style of the sign was appropriate. Another sign had been removed in Cerney Wick which would be added to the order. The Clerk had reported both incidents as theft to Cirencester Police for investigation. The investigation number was 424:31:07:07 and the crime complaint number 29488/07.

River Churn Bank Reinstatement
Cllr Harris asked the Clerk to enquire from Mr Chris Franklin, Gloucestershire Highways, how the survey was progressing as the recent high water flow has exacerbated the situation.

Bow Wow Tree Trunks
Cllr Harris reported that some one, person or persons unknown, had removed the tree trunks which were allegedly causing an obstruction to vehicles using the carriageway.

360 degree Swing at Robert Franklin Way play area
Members of the Payback in the Community team had excavated the supports of the swing which exposed the problem identified by Cllr Harris. Repairs were carried out and the Committee was grateful for the diligence of Cllr Harris in his persistence that a problem did exist. The Clerk was asked to write to the team leader in Gloucester to express the gratitude of the Parish Council for the work carried out by the Payback in the Community team especially during the inclement weather conditions on Friday 13th July. Sam Josephs was also to be congratulated for his efforts which were very much appreciated.

Quotations for Ground Maintenance at Jubilee Gardens and the connecting pathway to High Street
A quotation from Glebe Contractors was analysed by the Committee which agreed that the spraying schedule be carried out on two occasions each year and the grass cut on three occasions. The Clerk was asked to recommend this decision to the Finance Committee for its approval.

INSPECTION REPORTS

Cerney Wick
Cllr Caunce reported that the rubbish bin on the playing field needed to be emptied..

Robert Franklin Way
Cllr Harris reported that one of the goal posts area had yet to be replanted. The grass cut had not been done inside the “No Dogs Area” and the Clerk was asked to inform the contractors. Overhanging branches on the bridlepath had been cleared.

Upper Up
Cllr Stuart reported that the Fireman’s Pole on the activity area had been broken off. The metal post had been removed and was currently stored nearby for safety. Its repair has been organised. The play surface is in urgent need of repair and Cllr Stuart will make further attempts to contact George Taylor (Fenplay Ltd) to carry them out. The cycle mounds had been cut and were proving a great asset for youngsters to enjoy. The Football Club continue to leave black plastic bags of rubbish in the car park for collection although requested to refrain from this practice. A suggestion by Cllr Harris that the dog bin be moved from the car park entrance to between the pedestrian entrance and the vehicle gate on the right hand side of the car park was agreed. Cllr Mrs Chubb volunteered to stand in for Cllr Harris and Cllr Stuart when they were away on their holidays during part of July and August.

REVIEW OF RECENT FLOODS
Overall, the Committee agreed that the Parish had escaped very lightly in comparison with other parts of the county during the floods of the 20th July. Of particular note: 1. the triangular inspection chamber outside the chip shop in Clarks Hay flooded the area with sewage; 2. access to the sluice gate at Fanshawe Weir was restricted as it was not possible to contact the key holder. The Clerk was asked to write to Lady Fanshawe, owner of the riparian rights, to see what action could be taken in the event of a future flood; 3. the Parish Council's thanks should be expressed to the Environment Agency for its work on the river bank up stream from the village which had undoubtedly contributed to stopping a repetition of the floods of 2000. The Clerk was asked to arrange a meeting with the Environment Agency to discuss how further concerns with the state of the bridges, culverts and water way can be addressed.

Cllr Bennett (CDC) reported that Gloucestershire Highways were well aware of the problem in Clarks Hay which had once again flooded in the vicinity of the Laurels and the entrance to Meadow Way and are investigating. Cllr Stuart had been informed that the culvert at the entrance to Meadow Way which connected to the open ditch had been partially blocked with a drop kerb.

CORRESPONDENCE

COUNCILLORS’ REPORTS

Cllr Walker repeated his complaint that fly tipping items had not been removed from land adjacent to Ann Edwards School. He was advised to report the incident to Roger Sollis at CDC.

Cllr Harris reported that during wet weather sewerage contractors’ vehicles leaving their site near Kingfisher Place were leaving mud on the carriageway. The Clerk will advise the Parish Council’s agent Chris Graham at Moore Allen & Innocent about the incident.

Cllr Harris reminded members that it had been agreed earlier in the year that he should accompany Mr Timbrell on a hedge cutting exercise at Upper Up. It was pointed out by Cllr Stuart that due to the erection of sewerage contractors’ fences, access to much of the hedge would be impossible. It was agreed to delay any work until the sewerage work was completed.

Cllr Harris had been approached by Mr Squire who had enquired what action, if any, had been taken on progressing the application to make Ham Lane a public right of way. Cllr Nicholas would liaise with Steve Coffey who had agreed to manage the application.

Cllr Mrs Chubb stated that she had reported an incident of fly tipping in Wick Water Lane to Roger Sollis at CDC.

Cllr Mrs Tunbridge complained that holes in the surface of the highway in the vicinity of Edwards College had not been denoted and therefore would probably be ignored by the repair team. The Clerk will inform Gillian Portlock at Gloucestershire Highways.

There being no further business Cllr Caunce closed the meeting at 8.47pm.

REPORT OF THE FINANCE COMMITTEE HELD ON MONDAY 6th AUGUST

Cllr Jay, Cllr Mrs Land, Cllr Nicholas, Cllr Stuart and Cllr Webb had attended the meeting. Cllr Jay had opened the meeting at 8.50pm.

MATTERS ARISING
Cllr Jay enquired as to the outcome of the quotations received to trim the tree limbs overhanging the bridle path at Robert Franklin Way play area. The Clerk reported that the contract had been awarded to James Harris Contracting who had supplied the cheapest quotation.

RECOMMENDATIONS OF THE PLAYING FIELDS AND VILLAGE MAINTENANCE COMMITTEE
The Playing Fields and Village Maintenance Committee had recommended that the Finance Committee ratify its decision to refurbish the notice board at the bus stop, near The Limes, if the quotation received from R.O.W. Berry included the mounting of a cover of self sealing pin board. The Finance Committee concurred and will propose that the Parish Council accepts its decision.

It was proposed by Cllr Harris and seconded by Cllr Mrs Chubb that if the Clerk ascertained that the quote included the pin board cover the Parish Council agrees to refurbish the notice board. The Parish Council was all in favour.

The Playing Fields and Village Maintenance Committee also recommended that the Finance Committee ratify its decision to accept the quotation from Glebe Contractors to carry out ground maintenance at the Pocket Park and the path way leading to the High Street. It was calculated that this extra work would cost £395. The Finance Committee agreed with the recommendation and will propose that the Parish Council accepts its decision. It was proposed by Cllr Stuart and seconded by Cllr Tunbridge that the Parish Council accepts the quotation from Glebe Contractors. The Parish Council was all in favour.

It was proposed by Cllr Webb and seconded by Cllr Walker that the Parish Council agrees to make the above payments to James Harris Contracting. The Parish Council was all in favour.

Cllr Harris returned to the room.

DELIBERATIONS OF THE INDEPENDENT REMUNERATION PANEL

Cllr Jay stated that Parish Councillors must write to the Clerk in order to relinquish any part or all of his/her entitlement to an allowance. Notices must be published for at least 14 days which specifies the recommended amounts of each allowance and to whom paid. Also a statement that, in reaching its decisions, the Parish Council has had regard to the panel’s recommendations. At the end of the financial year a notice must be published providing details of the allowances paid to each member. All sums claimed will be liable for tax and must be declared to the Inland Revenue.

The Finance Committee had agreed with Cllr Jay who recommended that the Parish Council adopts the report of the Independent Remuneration Panel

It was proposed by Cllr Caunce and seconded by Cllr Harris that the Parish Council adopts the report of the Independent Remuneration Panel. The Parish Council was all in favour.

SPREADSHEET ANALYSIS OF EXPENSES
Cllr Jay asked the Clerk to keep this item on the agenda for discussion every month. The Clerk had clarified an item under “Z” for £500 which referred to a grant to All Hallows Church towards the cost of repairing vandalised headstones in the churchyard.

CORRESPONDENCE

 There being no further business Cllr Jay had closed the meeting at 9.10pm. Cllr Jay commented that although his Committee had been 20 minutes late in starting due to the extra time that the previous Committee had needed to complete its business he had managed to reduce the overrun to only 10 minutes.

REPORT OF THE PLANNING COMMITTEE MEETING HELD ON 6th AUGUST

Cllr Mrs Chapman, Cllr Mrs Land, Cllr Nicholas, Cllr Stuart and Cllr Webb had attended the meeting.

Cllr Nicholas opened the meeting at 9.10pm.

MATTERS ARISING

Planning Conditions
The Clerk stated that he had been in contact with Dr A. Pellegram (CDC) who had requested that a list of Conditions and their relevant applications of concern to the Parish Council be compiled. Dr Pellegram suggested that a meeting be arranged for 11.30am on 4th September to discuss the concerns. Cllr Nicholas, Cllr Webb and the Clerk agreed to attend.

CT.8622
Cllr Webb asked the Clerk to enquire from CDC why planning permission was granted for the erection of dwelling at 22 Broadway Lane, South Cerney after the Parish Council had made an objection. The Clerk said that a reply was awaited.

PLANNING APPLICATIONS RECEIVED BY COTSWOLD DISTRICT COUNCIL

CT.0333/Q
Applicant: Tanya Cochrane, Ivy Barn House, Cerney Wick, Cirencester
Refurbishment and alterations to existing barn to form a unit of ancillary accommodation at Ivy Barn House, Cerney Wick
The Committee agreed that the external spiral staircase would be incongruous especially on a listed building.
OBJECTION

CT.2443/R
Applicants: Mr & Mrs Smith, 24 Winchcombe Gardens, South Cerney
Erection of conservatory to rear at 24 Winchcombe Gardens, South Cerney
Parish Councillors agreed to a suggestion from the committee which stated that the colour matches the colour of the window frames on this development.
NO OBJECTION

CT.5684/Q
Applicant: Marstons plc, Marstons House, Wolverhampton
Erect jumbrella free standing single stemmed canopy at the front of The Eliot Arms, Clarks Hay, South Cerney
The Committee considered that the canopy would be detrimental to the character of the listed building
OBJECTION

CT.5804/V
MoD, Duke of Gloucester Barracks
Minor amendment: 1. Change to form of Plant Room building to pitched roof; 2. Rotation of Plant Room building through 90 degrees (R)
NO OBJECTION

CT.8441/F
Applicants: Mr & Mrs E. A. Booth, Brook Cottage, Silver Street, South Cerney
Conversion of existing garage into hobbies room at Brook Cottage, Silver Street, South Cerney
NO OBJECTION

It was proposed by Cllr Caunce and seconded by Cllr Webb that the Parish Council accepts the deliberations of the Planning Committee. The Parish Council was all in favour.

Cllr Nicholas left the room after he declared a prejudicial interest in the next two applications as the first applicants were clients of his firm and the second friends. Cllr Webb took over to continue the report.

CT.0006/4/S (07/01947/FUL) (email)
Applicants: Mr & Mrs Blacker, 17 Kingfisher Place, South Cerney
Insertion of roof lights to rear and east elevation at 17 Kingfisher Place, South Cerney
NO OBJECTION

It was proposed by Cllr Jay and seconded by Cllr Walker that the Parish Council accepts the deliberations of the Planning Committee. The Parish Council was all in favour.

CT.1498/C
Applicant: Mr & Mrs B. Clifford, c/o Abberley Design Ltd, 4 Silver Street, Cirencester
Proposed new dwelling at The Ridges, Station Road, South Cerney (R)
NO OBJECTION

It was proposed by Cllr Mrs Land and seconded by Cllr Mrs Chapman that the Parish Council accepts the deliberations of the Planning Committee. Eight Parish Councillors voted in favour, one against and one abstained. The motion was therefore carried.

Cllr Nicholas returned to the room and resumed his report

Planning Applications granted by Cotswold District Council

CT.0649/2/Z
Ground floor extension to front and first floor extension to rear at 56 Meadow Way, South Cerney

CT.1350/F (Listed Building Consent)
Conversion of traditional barns to form dwelling and home office, demolition of barn at Berry Farm Barn, Silver Street, South Cerney

CT.1350/G
Conversion of traditional barns to form dwelling and home office at Berry Farm Barn, Silver Street, South Cerney

CT.2041/L
Retrospective application to extend height of fence to 1.8 metres at 23 Jubilee Gardens, South Cerney

CT.4086/H
Erection of detached stone store to the rear at 7 Edwards College, South Cerney

CT.5804/V
Minor amendment: 1. Change to form of Plant Room building to pitched roof; 2. Rotation of Plant Room building through 90 degrees

CT.5804/W
Demolition of existing service reservoir and construction of one replacement Braithwaite tank. Erection of one new steel water tank at Duke of Gloucester Barracks, South Cerney

CT.8163/M
Erection of external stair case on garage and conversion of first floor for ancillary accommodation at The Limes, Upper Up, South Cerney
Conditions of note: 4. The development shall only be used/occupied for purposes incidental to the residential use of the dwelling currently known as The Limes, Upper Up. Reason: An additional separate unit of accommodation would not be permitted in this location because it would require further consideration by the Local Planning Authority in accordance with Cotswold District Local Plan Policy 19.

PLANNING APPLICATIONS REFUSED

CT.1454/4/M
Erection of a porch at 49 Windrush Lake, Spine Road, South Cerney

PLANNING APPLICATIONS WITHDRAWN

CT.1470/1/D
Erection of four (4) holiday lodges at Lake 14, Spring Lake, Station Road, South Cerney

CT.4498/1/A
Installation of external decking area to existing restaurant at Gateway Visitor Centre, Spine Road, South Cerney

There being no further business Cllr Nicholas had closed the committee meeting at 9.40pm

FAECES ON UPPER UP

Cllr Stuart had accompanied Craig Sutherland on a thorough inspection for dog faeces. Three incidences were detected and only one on a football pitch. It was recommended that notices, with suitably composed text to remind pet owners to clear up any mess created, be positioned at the four entrances to the play area.

RISK ASSESSMENT

Cllr Nicholas reviewed the outline draft and explained the subtleties of the risk allocation. He would liaise with the Clerk and a further draft would be discussed by the Parish Council at its next meeting.

PROVISION OF SAND BAGS

Cllr Mrs Land had circulated her research and proposals prior to the debate. Cllr Mrs Land had contacted suppliers for quotations to supply either sand or bags or filled sand bags. Cllr Nicholas stated that it was the responsibility of individual home owners to provide for the emergency flood protection of their properties. Cllr Jay said he would object to any proposal that the Parish Council supplies sand bags although he found the idea admirable it was, in his view, impractical because of the numbers of bags that would be required. There were no facilities to fill, store, distribute or install sand bags on such a scale. It was the responsibility of residents to provide their own prevention plan. Cllr Bennett (CDC) endorsed the comments of Cllr Nicholas and Cllr Jay reiterating that there was no direct labour force available to implement the distribution.

It was proposed by Cllr Mrs Land and seconded by Cllr Mrs Chapman that this Parish Council makes provision for the storage, distribution and installation of sand bags for use in emergency situations. After a vote two parish councillors were in favour and 9 were against. The motion was therefore defeated. Cllr Jay asked that Flood Prevention be added as an item to the agenda for discussion at the September meeting. This was agreed.

CORRESPONDENCE

COUNCILLORS' REPORTS

Cllr Caunce had contacted the management at Waters Edge, Lake 10 and asked that the herbage on the public footpath from their site to the old railway line be cut. Sean Hodgson agreed to the request.

Cllr Webb noted that in periods of excessive rainfall the surface water enters the sewerage system in Broadway Lane. The system is incapable of handling the excess and consequently it overflows sewage into residents’ gardens. It is particularly noticeable in properties numbered 16 and 24.

Cllr Webb reported that he had attended the Annual General Meeting of the Cotswold Water Park Joint Committee on 27th July at CDC.

Cllr Jay reported that he, Cllr Stuart and two members of the Youth Parish Council had met with two ladies from the Youth Services and Youth Gloucester. These ladies were going to carry out an assessment of facilities in the village and planned to meet with some of the youths.

Cllr Harris reported that on the path from Robert Franklin Way to Box Bush near to the Hanks’ property garden rubbish had been dumped. Cllr Harris was advised to report this incidence of fly tipping to Roger Sollis at CDC.

Cllr Mrs Land made an apology for her absence at both of next month’s meetings. Cllr Mrs Land asked the Clerk to inform Gloucestershire Highways that the hedge to the right of the Hoburne at the junction of Broadway Lane and the Spine Road needed to be cut back.

Cllr Mrs Chubb also asked the Clerk to inform Gloucestershire Highways that the hedge at the cross roads near Berry Farm also needed to be cut back.

CERNEY NEWS

Items for inclusion in Cerney News included the new cardboard recycling facility to be installed by CDC at Upper Up car park; the closure of the South Cerney to Ewen road and the disturbance at Robert Franklin Way play area after curfew time at 10pm.

There being no further business Cllr Stuart closed the meeting at 10.12pm.