MINUTES OF THE MEETING OF THE PARISH COUNCIL
HELD IN THE VILLAGE HALL, SOUTH CERNEY
ON WEDNESDAY 11th JUNE 2008.

The Chairman, Cllr Stuart opened the meeting at 7.30pm.

APOLOGIES

Cllr Mrs Land apologised for her absence as she was on holiday. Cllr Bennett (CDC) and Cllr Parsons (GCC) apologised for their absence as they were attending a meeting at the Water Park of the Parishes Liaison Committee.

MINUTES OF THE MEETING HELD ON 14th MAY 2008

Page 2401 – MATTERS ARISING second paragraph first line after “Order” insert: relating to Walnut Tree Farm

Page 2402 – Permissive Path after word “Path” in the heading line insert: from Station Road to Huxley Court

Page 2402 – Brook House Parking first line: delete “extant” and insert: extent

Page 2409 – Fourth paragraph second line: delete “Berry” and insert: Crossroads

It was proposed by Cllr Webb and seconded by Cllr Walker 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

Joe Lodge and Michael Brown attended the meeting as YPC representatives. Joe Lodge, Chairman of the YPC apologised for not attending previous meetings. He explained a plan the YPC were studying of providing its members with stationery and personalised business cards which would help introduce them to others in the community. Currently there were only 6 members and it was imperative that more were recruited and the message spread. It was planned to meet the youth of the village at Ann Edwards school and create a web site to manage further communications. The design of the stationery and cards was estimated at £105 and printing would be extra. He had inspected the progress of the MUGA and was impressed now that the area had been dug out and the size of the area could be easily seen. Plans would have to be made for an opening event, to include a personality, as part of the conditions attached to the Landfill grant which had been achieved. Suggestions included an open day with the Football and Cricket clubs and maybe the use of the mobile skateboard facility could be arranged. A suggestion from Cllr Walker that he would ask Dame Kelly Holmes’ agent if she might agree to be the personality was gratefully accepted. Cllr Jay said that there was no deadline for an official opening as these events usually took place some time after the scheme was in operation. As Chairman of the Finance Committee, Cllr Jay was minded to propose at the next meeting of his committee that £2,000 be transferred to the YPC to help with its proposed plans. The Parish Council was in agreement. Revd David Bowers and Michael Brown then left the meeting although Joe Lodge remained as an observer for the continuance.

MATTERS ARISING

St James’s Place Foundation
Cllr Nicholas reported on an exchange of emails with Julie Nicholls, a representative from St. James’s Place Foundation, regarding funding of youth activity in the parish. It was a useful exercise as it cleared up a slight misunderstanding as to the purpose of the approach from the Parish Council. He and Cllr Jay will arrange a meeting with Ms Nicholls to advance the involvement of both parties in the provision of youth activities in South Cerney.

Canal Sign
Cllr Messenger (CDC) will liaise with the Cotswold Canals Communications Officer who organises the installation of the signs and enquire when the said signs might be erected.

Public Rights of Way Issues
Cllr Stuart reported that he will meet with Mike Barton (GCC PROW) on Monday 16th June to discuss outstanding rights of way issues within the parish.

GRCC and Village Plan
Cllr Stuart had attended a meeting on 20th May with GRCC to promote the idea of a Village Plan to other communities. Cllr Stuart commended GRCC which had composed an excellent report on how South Cerney had delivered its plan and the undoubted gains achieved through its implementation.

Bledisloe Inspection
Cllr Stuart reported on a meeting he had with Martin Harwood one of the Bledisloe Cup inspectors on 10th June.

Glebe Contractors
Cllr Stuart has arranged to meet with a representative of Glebe Contractors on Tuesday 19th June to discuss the disappointment of the Parish Council with the quality of grass cutting and strimming by that firm.

CLERK’S REPORT

On Thursday 15th May I accompanied Cllr Mrs Tunbridge to the RIAT briefing at Bader House, RAF Fairford. The Air Show will take place on the Saturday 12th and Sunday 13th July. The theme this year will be the 90th anniversary of the RAF. This year 356 aircraft will partake in the gala which is slightly more than last year’s event. The various traffic routes were comprehensively explained with the closest to South Cerney being the “Brown” route which will take traffic from the south and west after leaving M4 junction 17 to the B4696 Spine Road and merging with the “Green” route from the M5 to the A417/A419 to the “Green” car park area. One interesting piece of news was that the northern carriageway of the Blundson bypass would be opened to traffic on the weekend of the show.

On Wednesday 21st May I attended the Annual Parish Meeting of the Parish Council in the Village Hall.

On Wednesday 28th May I accompanied Cllrs Harris, Nicholas, Stuart, Mrs Tunbridge and Walker to a meeting at CDC which outlined the action which would follow a community emergency. During the two and a quarter hour session the responsibilities of the authorities were explained firstly from a CDC perspective by Claire Locke the district’s Emergency Planning Manager followed by Maddi Bali from GCC. With regard to flooding as a community emergency there was concern on the lack of action to control land drainage, supply and distribution of sand bags, contacting those vulnerable residents and exercising the overall plan. Ms Locke tried to diffuse the concentration on flooding stating that communities should plan for the bigger picture and not become too focused on specific emergencies.

On Monday 2nd June I attended a site meeting with Cllrs Stuart and Caunce, John Hunt (Chairman of SCCC), Richard Maggs (Thames Water), Spencer Coxon (Murphys), Peter Mitchell (Bruton Knowles) and Stuart Milsom (MAI) to discuss the final reinstatement of the Upper Up playing fields and the car park. See correspondence item 21 for clarification.

During May of the 20 available working days I averaged 4 hours per day which is approximately 30 minutes more per day than my contract and is verging on the unacceptable as the statistics now indicate that my work load is increasing. Exceptionally this period has covered the Annual Meeting of the Parish Council and coupled with the two other events explains the increase of the time engaged.

REPORT OF THE PLAYING FIELDS AND VILLAGE MAINTENANCE COMMITTEE HELD ON MONDAY 9th JUNE

Cllr Caunce, Cllr Mrs Chubb, Cllr Harris, Cllr Nicholas, Cllr Stuart and Cllr Mrs Tunbridge attended the meeting. Cllr Caunce had opened the meeting at 7.05pm.

Election of Chairman
It was proposed by Cllr Stuart and seconded by Cllr Harris that Cllr Caunce continues as Chairman of the Playing Fields and Village Maintenance Committee. Cllr Caunce accepted the nomination. The Committee voted all in favour.

Election of Vice Chairman
It was proposed by Cllr Caunce and seconded by Cllr Mrs Tunbridge that Cllr Stuart continues as Vice Chairman of the Playing Fields and Village Maintenance Committee. Cllr Stuart accepted the nomination. The Committee voted all in favour.

Apologies
Cllr Walker had sent an apology for his absence as he was on duty and unable to attend. Unfortunately it had not been despatched in time for the meeting.

Matters Arising from previous Minutes

Unconfirmed Minutes
Cllr Stuart asked that in the second line of the first item of Matters Arising after the word “throughout” – “his section of” is inserted. The Committee agreed that the above change is made.

Graffiti
Mary Mychaleckyj from the Gloucestershire Youth Service had informed Cllr Stuart that the work involved in removing the graffiti from the railway arches was beyond her capabilities. Cllr Stuart will contact Steve Hanson from Pay Back in the Community to see if his gang can be of help.

Permissive Path from Station Road to Huxley Court
The Committee agreed that a letter is sent to Mr Westell suggesting a practical meeting without demands with the possibility of working in partnership.

Upper Up Car Park Refurbishment
The refurbishment of the Upper Up car park in two stages had been agreed (see correspondence item 21) with Murphy contractors and Richard Maggs, Thames Water representative.

Bore Hole Lease
The Clerk reported that agreement with the Environment Agency regarding an increase of rent based on the conditions of the original lease had been reached.

MUGA Developments
Derek Higginson had kindly mowed and collected the cuttings from the area of turf to be removed for the base of the MUGA. The Clerk was asked to thank him. Murphy contractors were in the process of laying it to refurbish the area damaged by their pipe laying. Top soil was currently being removed to leave the area ready for the insertion of the hard core base. Hartell had informed Cllr Stuart that subject to weather conditions they would start work on the MUGA base in the second week of July and adjust their costings to take into account the work already carried out by the removal of the turf and top soil.

Damage to Safety Surface at Upper Up
As Glebe Contractors refused to accept responsibility for the damage caused to the safety surface at Upper Up the Clerk was asked to contact George Taylor at Fenplay and arrange for its repair. He was also asked to order 10 bags of special sand to spread on the surface.

INSPECTION REPORTS

Cerney Wick
Cllr Caunce reported that the over growing hedge at the entrance to the play area was a scratch hazard and needed to be cut back. The pyracanthas bush on the northern boundary was also in need of pruning. As there had been no reply from Mr Fairbrother to previous requests the Clerk had contacted Mrs Pat Smith and asked her to liaise with him.

Upper Up
Cllr Stuart reported that the safety surface was awaiting repair. The cycle mounds have been rebuilt by Thames Water contractors Murphy to the instructions and design of the users. It was agreed that the facilities are much better than before and more use has been noted. Murphy is returfing the service track from the car park to its working area which will be completed shortly. Dog mess was a continuing problem and Cllr Nicholas suggested maps denoting areas out of bounds to dogs off leads are strategically positioned to request dog walkers to keep their animals on a lead until they clear the areas of the swings, football and cricket pitches. The quality of the grass cutting contractors was not up to the expected standard. The entire section around the lake was not cut last week; there was no cut at all this season between the large oaks and silver birch clumps or around the furtherest picnic table; the area between the pavement and chain link fence had been poorly cut and the bottom section was not strimmed. Residents had complained of several other areas of grass cutting throughout the village which had been poorly executed. The Clerk will inform the contractors. Cllr Stuart was concerned with the condition of two memorial trees: (a) the hornbeam (next to the Wreford-Brown oak) was “very sick” and (b) the oak against the herras fence is looking weak which had been noted by the “owners” last autumn. Vandals had lifted Mike Oakeshott’s plaque and block. The nuts on both picnic tables need to be retightened as they are unstable. The new hedge needs careful trimming to allow the plants to thrive. There are two large willow limbs which have fallen from the river hedge and are too big for the Payback in the Community team to deal with. Cllr Nicholas volunteered to tighten the nuts on the picnic tables. Cllr Stuart volunteered to replace the plaque and block. The Clerk will ask suitable contractors to quote for (a) a maintenance and replacement programme at the western end of the Upper Up playing fields; (b) the removal of excess growth along the line of the new hedge and leaving the cut material to mulch; (c) cutting up and removal of the fallen willow limbs by Downs Farm.

Cllr Nicholas reported that he had tightened the nuts on the picnic table although one of the nuts was missing it was not a hazard. Cllr Harris had replaced the uplifted plaque.

Robert Franklin Way
Cllr Harris reported that the Train Units in the Toddlers Play Area are looking tired. The latch on the gate needs to be replaced. The step on the Adventure Unit had been repaired and the work was acceptable. The sign at the northern entrance to the play area was broken and needed to be replaced. Cllr Harris will email the Clerk with the appropriate wording.

TREE SURVEY REPORT

Tree Wardens to analyse report and make their recommendations to the Parish Council meeting in July.

PLAY AREAS AND ASSOCIATED EQUIPMENT SAFETY REPORT

Cllr Stuart noted that John Hicks had found some non-existent safety tiles at Upper Up play area. Presumably it was an editing oversight. The abandoned wheel barrow referred to on the humps and bumps was in fact a necessary piece of equipment to keep the jumps operational.

SEWERAGE PIPE REINSTATEMENT WORKS

Cllr Stuart, Cllr Caunce and the Clerk had attended a site meeting on 2nd June. See correspondence item 21 for report. All work was proceeding satisfactorily.

TASK LIST

Progress of items on the list was analysed and more added.

COUNCILLORS’ REPORTS

Cllr Stuart reported a conversation he had with Ms Kate Bishop (CDC) regarding Dog Orders. CDC was currently discussing the implications of the new orders. A consultation document is being prepared a part of which will propose that a blanket order covering all public spaces in the district is introduced. Enforcement is still an issue which has to be resolved.

Cllr Caunce reported that Gillian Portlock of Gloucestershire Highways had no objection to the installation of a bus shelter on the site of the current stop in Station Road near to the junction with Box Bush and The Lennards. She recommended that the sight line be maintained by aligning the edge of the shelter with the northern side of the open ditch. Cllr Caunce and Cllr Mrs Chubb will prepare an evaluation of cost and design and present it to the Parish Council for its comments.

There being no further business Cllr Caunce had closed the meeting at 8.37pm

REPORT OF THE FINANCE COMMITTEE HELD ON MONDAY 9th JUNE

Cllr Jay, Cllr Nicholas, Cllr Stuart and Cllr Webb attended the meeting. Cllr Jay had opened the meeting at 8.40pm.

Election of Chairman
It was proposed by Cllr Webb and seconded by Cllr Nichols that Cllr Jay continues as Chairman of the Finance Committee. Cllr Jay accepted the nomination. The Committee voted all in favour.

Election of Vice Chairman
It was proposed by Cllr Jay and seconded by Cllr Stuart that Cllr Webb continues as Vice Chairman of the Finance Committee. Cllr Webb accepted the nomination. The Committee voted all in favour.

Apology
Cllr Mrs Land had sent an apology for her absence as she was on holiday.

Spread sheet analysis
Cllr Jay noted that the spread sheet for the period was in order.

Ground Maintenance Payments to Glebe Contractors
Cllr Stuart stated that he was not happy with the quality of the grass cutting contractors. The entire section around the lake was not cut last week; there was no cut at all this season between the large oaks and silver birch clumps or around the furtherest picnic table; the area between the pavement and chain link fence had been poorly cut and the bottom section was not strimmed. Residents had complained of several other areas of grass cutting throughout the village which had been poorly executed. The Committee recommends that the Parish Council withhold temporarily one-third (£460) of the account for work in May and the contractors informed of the reasons. The Clerk will arrange a meeting to discuss the concerns with the contractors.

Clarks Hay Noticeboard
Cllr Jay was disappointed with the refurbishment of the noticeboard in Clarks Hay. The covering material was not adhering properly to the backing board. The Clerk will inform Betec of this concern.

Signing off completed work
Cllr Jay was perturbed that there was not procedure in place to pass the quality of completed work prior to payment. The quality of the grass cutting and the erection of the new noticeboard were examples of his concern.

Partial reallocation of deposit funds at Lloyds/TSB
The Committee recommends to the Parish Council that it agrees to invest £50,000 in a higher interest 90-day account under similar conditions as the regular deposit account. It was proposed by Cllr Jay and seconded by Cllr Walker that the Parish Council agrees to invest in the higher interest account. The Parish Council was all in favour.

Web Site Storage
It has been recommended by Raymond Fenton that the Parish Council agrees to pay a fee of £100 per annum which will provide for the extra storage space now required for the operation of the South Cerney Parish Council’s web site. The Finance Committee recommends to the Parish Council that it agrees to this expense.

It was proposed by Cllr Jay and seconded by Cllr Walker that the Parish Council agrees to this payment for extra web storage space. The Parish Council was all in favour.

Integrated Youth Offer
Cllr Jay spoke about the £13,500 worth of grants available from CDC for youth activities and estimated that South Cerney should be applying for £2,000 as a pro rata amount consistent with its youth population. One possible item worth considering applying for was the payment of the rent charged by the Ann Edwards school for the provision of its facilities to Gloucestershire Youth. Cllr Walker agreed to investigate the cost of renting out the school hall for youth activities and report back his findings to Cllr Jay who would then formulate a bid for grant funding. All bids for consideration must be in by the end of July.

There being no further business Cllr Jay had closed the meeting at 9.07pm.

REPORT OF THE PLANNING COMMITTEE HELD ON MONDAY 9th JUNE

Election of Chairman
It was proposed by Cllr Webb and seconded by Cllr Mrs Chapman that Cllr Nicholas continues as Chairman of the Planning Committee. Cllr Nicholas accepted the nomination.
The Committee voted all in favour.

Election of Vice Chairman
It was proposed by Cllr Nicholas and seconded by Cllr Stuart that Cllr Webb continues as Vice Chairman of the Planning Committee. Cllr Webb accepted the nomination.
The Committee voted all in favour.

Apology
Cllr Mrs Land had sent an apology for her absence as she was on holiday.

Planning Applications received by Cotswold District Council

08/01122/FUL
Applicant: Mr & Mrs Dickson, Saffron, Meadow Way, South Cerney GL7 6HY
Demolition of existing dwelling and the erection of 2 new houses and garages at Kewstoke, High Street, South Cerney GL7 5UR
NO OBJECTION

It was proposed by Cllr Caunce and seconded by Cllr Walker that the Parish Council agrees with the deliberation of the Planning Committee. The remainder of the Parish Council was in full agreement.

Cllr Harris, Cllr Jay and Cllr Stuart returned to the room. 

Cllr Nicholas declared a prejudicial interest in the next item as the applicant was a friend and remained out of the room.

08/01215/FUL
Applicant: Mr & Mrs B. Clifford, 4 Silver Street, Cirencester, Glos GL7 2BL
Proposed new house (amended scheme) at The Ridges, Station Road, South Cerney GL7 5UB
NO OBJECTION

It was proposed by Cllr Mrs Chapman and seconded by Cllr Stuart that the Parish Council supports the deliberations of the Planning Committee. After a vote 7 members voted in favour, 2 were against and 1 abstained. The motion was therefore carried.

Cllr Nicholas returned to the room.

Cllr Harris declared a prejudicial interest in the next item as the applicant was a customer and left the room.

08/01276/FUL
Applicant: Watermark Ltd, Isis Lakes, The Spine Road, South Cerney
Amendment to lodge design for plot 47 of previously approved holiday lodge development at Lake 16 Station Road, South Cerney
NO OBJECTION

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

Cllr Harris returned to the room.

07/02826/FUL
Applicant: Mr & Mrs M. Gill, Land Adjoining Ham Cottage, Ham Lane, South Cerney
Revised scheme for proposed house and formation of hammerhead at Land Parcel, Ham Lane, South Cerney GL7 5UF
The Parish Council objects to this application in the strongest possible terms, due to the very considerable loss of privacy that would be caused to the many adjoining properties. Moreover, the access down Ham Lane is not suitable for the heavy construction traffic that would be needed for the ground works required in connection with such a development. The plan accompanying the revised application is incorrect and misleading, since it refers to an ‘Existing Access’ which in fact is not currently in use, nor has it been for a considerable time.
OBJECTION

08/01030/FUL
Applicant: Ms Julia Kilminster, Berkeley House, School Lane, South Cerney
Replacement of dormer windows, with similar at Berkeley House, School Lane, South Cerney
NO OBJECTION

08/01175/FUL
Applicant: Mr & Mrs Fletcher, 58 Oak Way, South Cerney
Erection of a conservatory to the rear elevation at 58 Oak Way, South Cerney (R)
NO OBJECTION

08/01178/CPO
Applicant: Moreton C. Cullimore (Gravels) Ltd, c/o Agent Alliance Planning, 58 Davies Street, London W1K 5JF
Progressive extraction and processing of sand, gravel and stone with restoration using imported inert fill to mix of wetland, grassland and other areas for nature conservation and recreational use, together with replacement visitor parking and access for the Keynes Country Park at land off Spratsgate Lane, Somerford Keynes, Gloucestershire
NO OBJECTION if a Condition is attached to any granted permission providing for effective vehicle wheel washing facilities to be installed on site to prevent détritus from participating vehicles being left on local highways.
It was proposed by Cllr Caunce and seconded by Cllr Harris that the Parish Council accepts the deliberations of the Parish Council. The Parish Council was all in favour.

Planning Applications granted by Cotswold District Council

07/02321/FUL
Alterations to lodge design for plot 46 including provision of a boathouse at Plot 46, Lake 16 (Summer Lake), Cotswold Water Park, Broadway Lane, South Cerney

08/00883/FUL CT.0006/4/X
Proposed detached shelter ancillary to fishermen’s clubhouse at South Cerney Angling Club, The Fishermans Rest, Broadway Lane, South Cerney

08/01043/FUL
Erection of a detached garage at the Horse & Groom, Cricklade Road, South Cerney

08/01175/FUL CT.4067/2/Y
Erection of conservatory to rear elevation at 58 Oak Way, South Cerney

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

PROMOTION OF HEALTHIER ROUTES TO SCHOOL

Cllr Jay wished to implement item 3 of the Village Plan the object of which was the promotion of healthier routes to school and item 6 which was the improvement of road safety in the village, monitoring the condition of roads and pavements. He showed Parish Councillors a copy of the School Travel Plan part of which planned to lobby the Parish Council for support but more importantly suggested implementation of the overall plan by August 2007. Now, nearly one year later there was no tangible signs of progress. He stated that the Parish Council wants to work with the school and not to be lobbied by it. He suggested that there may be institutionalised thinking that the scheme is potentially dangerous. Cllr Nicholas proposed that a parent or a governor should be identified who would be prepared to make something happen. Perhaps an option may be to invite Stephen Richardson, Head Teacher at Ann Edwards to support the plan. It was agreed that Cllr Jay would liaise with Mr Richardson on how the plan might be encouraged.

COMMUNITY EMERGENCY AWARENESS

Cllr Stuart was scathing in his remarks about the quality of the presentation of a recent seminar held at CDC to discuss how communities might react to emergencies. Cllr Nicholas criticised the authorities for their lack of action against riparian owners who did not keep their ditches clear of débris. A more cohesive approach was necessary. It would be necessary to resolve the conflict between the Data Protection Act and an “At Risk” register. Cllr Nicholas will draft a letter to Geoffrey Clifton-Brown MP on behalf of the Parish Council.

TEMPORARY AMENDMENT TO STANDING ORDERS

Cllr Stuart proposed and Cllr Caunce seconded a motion that a temporary amendment to the dates of the January 2009 and February 2009 Parish Council committee and council meetings as laid down in Standing Orders are agreed. Committees will meet on Monday 5th January and Monday 2nd February with the full Parish Council meeting on the Wednesdays following, that is 7th January and 4th February. The normal times of the meetings will resume in March. The Parish Council was all in favour.

CORRESPONDENCE

Correspondence Item No.18
Cllr Stuart had responded critically pointing out the lack of communication with the community on staffing matters. Cllr Stuart will meet with the acting police Inspector tomorrow morning to try and resolve the problems with constabulary.

COUNCILLORS' REPORTS

Cllr Nicholas enthusiastically reported on how he intended to help promote the idea of a community composting scheme. A flyer and questionnaire will be inserted in Cerney News explaining the scheme and to gauge the level of interested users which would lead to the formation of a working group. Tony Squire, Simon King and Peter Stephenson were also involved with the initiative. Members of the Parish Council were keen to support the scheme and it was agreed that three reams of paper are supplied for the printing of the flyer.

Cllr Nicholas and other Parish Councillors had been approached to see if the Glebe could increase the number of allotments available in the village. Cllr Nicholas volunteered to lobby the Glebe.

Cllr Webb will draft a letter for the Clerk to forward to Thames Water about his concerns about sewage disposal in the Broadway Lane area of the village.

Cllr Walker enquired who was responsible for grass cutting at the back entrance to the camp. Cllr Stuart informed him that it was Gloucestershire Highways and Cllr Caunce reminded him to telephone 08000 514 514 on all matters regarding highways.

Cllr Jay reported on his attendance at the official opening of the refurbished Lakeside car park

CERNEY NEWS CONTRIBUTIONS

An item promoting the community compost scheme.

The refurbishment of the Upper Up car park.

Murphy contractors progress with the reinstatement of the Upper Up playing fields.

There being no further business Cllr Stuart closed the meeting at 10:02pm.