MINUTES OF THE MEETING OF THE PARISH COUNCIL
HELD IN THE VILLAGE HALL, SOUTH CERNEY
ON WEDNESDAY 9th JULY 2008.

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

Joe Lodge, Chairman of the Youth Parish Council and a member of the public were in attendance.

APOLOGIES

Cllr Bennett (CDC) apologised for his absence as he was on holiday. Cllr Messenger (CDC) apologised for his absence. Cllr Parsons (GCC) apologised for his absence as he was attending another meeting.

MINUTES OF THE MEETING HELD ON 11th JUNE 2008

Page 2410 – List of those attending: Cllr Clarke pointed that his name was spelt with an “e”. The Clerk apologised for this typing error.

It was proposed by Cllr Walker 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 Cllr Stuart signed the minutes.

YOUTH PARISH COUNCIL REPORT

Joe Lodge presented a mock up of YPC publicity material which will promote the Youth Parish Council and its members. A decision would be taken shortly on the final design. Members of the YPC were working on a project Here By Right which was an accredited award towards a low level GCSE. Certificates will be awarded at a ceremony to be held at Cotswold District Council offices at Trinity Road on July 11th. Cllr Nicholas, Cllr Stuart, Cllr Walker and the Clerk volunteered to support the members of the YPC by attending the event which was also the official launch of Play Matters in the Cotswolds, a CDC Play Strategy. Cllr Walker reported that Dame Kelly Holmes had declined the invitation although the agents concerned suggested other names. Cllr Stuart reported that ground work contractors would start on the MUGA this week, slightly earlier than expected. Park Leisure would start their installation of the kick wall on Monday 21st July. The project was expected to be in operation by August. The Finance Committee had agreed to a recommendation from the Responsible Finance Officer that the balance of the YPC account be increased to £2,000 to make up for its contribution to the Community First grant. The Parish Council was in favour. Joe Lodge then left the meeting.

MATTERS ARISING

Cllr Stuart referred to his complaint last month about the lack of communication with the police on community matters. He had a meeting this afternoon, 9th July, with PC Jon Palfrey and PCSO Daniel Sinclair and was more optimistic with the promised cooperation of the constabulary after a recent internal reorganisation of the Cirencester station. PCSO Sinclair will be organising a SARA meeting in the Village Hall in the near future. Speeding motorists and motorcyclists and anti social behaviour were top priorities which needed action. Cllr Stuart encouraged all members to attend to show their support for the initiative. PCSO Mike Owen was currently on sick leave.

Cllr Nicholas referred to a letter he would draft to Geoffrey Clifton-Brown MP on the subject of flooding raised at a seminar held at CDC to discuss how communities might react to emergencies. It would be premature to write until the Pitt report and another from the Environment Agency which included a section on the Churn Catchment Strategy was published.

Cllr Nicholas had drafted a letter to Bruton Knowles, allotment agents, enquiring who to contact regarding the land at the end of School Lane, between the two current allotment sites (directly opposite the last but one house in School Lane) that is currently used as a hay meadow. The Parish Council very much supports the provision of further allotments in the village, and would like to know whether the land in question could be brought back in to use as allotments.

Cllr Harris enquired if the Finance Committee had discussed the implementation of a method to check if contracts awarded had been completed satisfactorily before payment. Cllr Jay explained that the validity of all payments were checked. In the case of some contracts it could be prohibitively expensive to ask for a professional judgement and the limited expertise of Parish Councillors would have to suffice. The system had worked well in the past and the recent incidents of the notice board and the ground maintenance contract illustrated its efficiency. Where considered necessary the Parish Council will not hesitate to engage a professional to approve payment.

CLERK’S REPORT

I took part of my annual leave from 16th June until 30th. During this time I did not log time spent relaying emails about planning matters or other business.

During June of the 10 available working days I averaged 5 hours and 30 minutes per day which is approximately 2 hours more per day than my contract. The major part of my time is spent recording and actioning minutes which predominantly occupies the first two weeks of any month. Consequently, as I was on holiday during the last two weeks there was no time left to offset the busy period.

REPORT OF THE PLAYING FIELDS AND VILLAGE MAINTENANCE COMMITTEE HELD ON MONDAY 7th JULY

As Cllr Caunce the Chairman of this Committee did not attend the meeting, Cllr Stuart accepted his invitation to make the report. Cllr Mrs Chubb, Cllr Harris, Cllr Nicholas, Cllr Stuart and Cllr Walker attended the meeting. Cllr Stuart opened the meeting at 7.07pm.

Apologies
Cllr Caunce had sent an apology for his absence as he was occupied with his business commitments. Cllr Mrs Tunbridge had sent an apology for her absence as she was on a school trip.

Matters Arising from previous Minutes

Unconfirmed Minutes
Page 2411 insert Brown after Michael in line 1 of Youth Parish Council Report
Page 2413 delete Daryl and insert Steve Hanson in line 3 of Graffiti
Page 2415 delete Lenards and insert Lennards in 2nd paragraph line 3 of Councillors’ Reports The Committee agreed that the above changes are made.

Public Rights of Way Issues
Cllr Stuart had met with Mike Barton to discuss outstanding issues. Work would start at Wildmoorway Lane in September; it had been agreed that the Pay Back in the Community team would provide the labour and GCC would pay for the materials for the work on the steps in Bow Wow; work on the permissive path bridge (Shorncote Link) would start in September although a new price of £1,500 had yet to be confirmed; discussions between Mike Barton and Mr Ducker agent of the owner Mr Dave Telling on the marking of a footpath alongside Titcombe Garage in Clarks Hay were continuing; the overgrowing path on Lake 16 will be attended to in due course.

Bledisloe Cup
Cllr Stuart reported that the village had progressed to the second round of judging which would take place between the 13th and 27th July.

Permissive Path A meeting with Mr Westell had been arranged for Wednesday 27th August at 10am in Huxley Court. Cllr Stuart and Cllr Jay in his capacity as Chairman of South Cerney Trust will attend.

Upper Up Car Park Refurbishment
The refurbishment of the Upper Up car park had been carried out. The Committee agreed with Cllr Stuart who stated that a long term solution to upgrade the surface was necessary. Plans and specifications should be sought so that a budget for the work could be presented at the next precept meeting in January. The project is to be added to the Task List.

Ground Maintenance at Upper Up
Cllr Stuart had met with Mr Dave Buckley, Glebe Contractors and pointed out areas on the playing fields which had not been properly maintained. The Clerk was asked to provide Cllr Stuart with all invoices from Glebe Contractors for analysis of work charged. Cllr Stuart wished to express his gratitude to Cllr Harris for work carried out, at no charge, with his brush cutter and topper at Upper Up.

MUGA Developments
Cllr Stuart confirmed that Hartell Construction would start work on the MUGA base, weather permitting, on 14th July. Cllr Stuart had updated the Parish Council stating that work would start on 11th. Park Leisure would build the goal end wall and youth shelter starting on 21st July. John Kimberley has involved a section of village youth to dig out the base of the shelter as part of their Prince’s Trust project.

Damage to Safety Surface at Upper Up
As there had been no reply the Clerk was asked to contact George Taylor again to arrange for the repair of the safety surface and the provision of 10 bags of special sand to spread on the surface. Contact with Mr Taylor had been successful and he had asked for photographs of the damage which Cllr Stuart will forward.

Composting Scheme
Cllr Nicholas reported that a gratifying number of residents had responded positively to the questionnaire so far. Replies had been encouraged to be returned by the end of July.

Bus Shelter at the Lennards
Cllr Caunce and Cllr Mrs Chubb were still researching types and prices of bus shelters. When satisfied Cllr Mrs Chubb agreed that a proposal would be made to the Parish Council for consideration. Cllr Caunce expected that the cost of a shelter could be in the region of £4,500 and a figure would be presented for consideration to the Precept Committee when it met in January 2009.

INSPECTION REPORTS

Cerney Wick
Cllr Caunce had briefed Cllr Stuart who delivered a report on the playing field on his behalf. The pyracanthas bush on the northern boundary had been pruned although the resulting harvest had been left on the playing field and would have to be removed. The over growing brambles at the entrance to the play area, which were a scratch hazard, needed to be cut back from the entrance to the far side of the ditch. As the Cerney Wick Village Hall Committee had not cooperated in reducing the brambles the Clerk was to arrange for quotations to carry out the work and also to remove the pyracanthas cuttings.

Upper Up
Cllr Stuart reported that the safety surface was still awaiting repair. The cycle mounds are getting well used since their alterations. The newly laid turf on the access road has taken well and the grass is growing. The site for the MUGA has been cleared. Over the past weekend the Football Club held a two day six-a-side competition which was very successful. Cars used the far side of the pitch for parking. There is some sign of wear but this should grow over in the next few days. The grass cutting generally seems much better than last time. The surface of the car park will need a more expensive surface very soon. Cllr Stuart thanked Cllr Nicholas for tightening the nuts on the picnic tables and Cllr Harris for replacing Mike Oakeshott’s plaque.

Robert Franklin Way
Cllr Harris reported that all equipment was in order. There was an overhanging branch on the north side near the river Churn. There were two ash trees on the boundary with Lakeside which had shed brittle branches (now cleared) and one hung up in the tree.

MAINTENANCE OF LAND IN PUBLIC OWNERSHIP

Cllr Harris proposed that maintenance of publicly owned land in the village required a more extensive program than that provided through the current grass cutting contract. He suggested that a specification detailing jobs, which were necessary, be drawn up for the five sites: Upper Up playing fields, Pocket Park, The Piece, Robert Franklin Way and Cerney Wick playing fields. The Committee agreed that a maintenance schedule should be designed to manage the areas.

DOG WALKING AREAS ON UPPER UP PLAYING FIELDS

Cllr Nicholas had a quotation from Chris Graham to provide a 1:1500 map of the area for £40. The Committee decided not to take any action until Kate Bishop had published CDC plans for the control of dogs in the District.

TREE SURVEY REPORT

Cllr Harris had provided a specification for the tree work highlighted in the recent Tree Survey Report by Tree Maintenance Ltd. The Clerk will ask for quotations from competent operatives.

COUNCILLORS’ REPORTS

Cllr Stuart reported that otters were once again a feature of wildlife in South Cerney.

There being no further business Cllr Stuart had closed the meeting at 8:30pm.

REPORT OF THE FINANCE COMMITTEE HELD ON MONDAY 7th JULY

Cllr Jay, Cllr Mrs Land, Cllr Nicholas, Cllr Stuart and Cllr Webb attended the meeting. Cllr Jay opened the meeting at 8.30pm.

St James’s Place Foundation
Cllr Nicholas and Cllr Jay were in communication with Ms Julie Nicholls and developments were expected. Cllr Jay was in the process of applying for a grant of nearly £2,000 from the CDC to enhance specific youth activities in the village but was concerned about the confidentiality of the substance of the quotation. Cllr Clarke (CDC) would keep a watching brief on developments and try to ensure that the exact purpose of the bid would remain secret. Cllr Jay was also in contact with Mary Mychaleckyj, Gloucestershire Youth Worker with a plan to set up a working group to promote other youth activities in the village.

Rent of School Facilities
Cllr Walker informed Parish Councillors that the School would charge £20 per session rent for space at the school for youth activity.

Safer Routes to School
Cllr Jay had a productive meeting with Stephen Richardson, Head Teacher at Ann Edwards School on how to encourage safer routes to school. Two schemes were to be promoted: 1. WoW which stood for Walk on Wednesdays and 2. Park and Stride. Awards would be made to the school class which scored highest in its commitment although individual prizes would also be awarded to those pupils participating most successfully. The Committee had recommended the Parish Council agrees that Cllr Jay is permitted to offer an incentive to those who participate in the scheme. A grant to cover the cost of an educational trip was suggested. It was proposed by Cllr Nicholas and seconded by Cllr Mrs Land that the Parish Council supports this initiative and approves the action of Cllr Jay. The Parish Council was all in favour.

Spread sheet analysis
Cllr Jay noted that analysis of the spread sheet indicated a possible overspend on the Clerk’s travel expenses.

Glebe Contractors
Cllr Stuart will analyse invoices from over the past year to ascertain if charges are being properly applied as per the contract.

Clarks Hay Notice Board
The Clerk had contacted Betec who accepted that the covering material on the noticeboard needed to be reaffixed and the area enclosed on the right required a new surface.

REPORT OF THE PLANNING COMMITTEE HELD ON MONDAY 7th JULY

Cllr Mrs Chapman, Cllr Mrs Land, Cllr Nicholas, Cllr Stuart and Cllr Webb attended the meeting. Cllr Nicholas opened the meeting at 9.10pm.

Planning Applications received by CDC

Mr Tony Squire attended the meeting to canvass support for his objection to item 07/02826/FUL CT.7528/D.

07/02826/FUL CT.7528/D
Applicants: Mr & Mrs M. Gill, Ham Cottage, Ham Lane, South Cerney
Revised schemes for proposed house and formation of hammerhead at land adjoining Ham Cottage, 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
Mr O’Connor (CDC) had confirmed that previous objections in November and June had been added to the file although the one for May did not appear. Nevertheless the Planning Regulatory Committee would be made aware of the objection from the Parish Council. There had been an email from a resident after inspecting the documents stating there was only one reference to the Parish Council objecting.
Cllr Nicholas thanked Cllr Messenger (CDC) and Cllr Bennett (CDC) who had been very supportive about the concerns of neighbours. Cllr Messenger had attended the site meeting and had insisted that the decision on the application should not be taken through delegated powers.

Mr Squire left the meeting.

08/01584/FUL
Applicant: Mr A Bursey, Langet End, Upper Up, South Cerney GL7 5US
Erection of single storey side extension at Langet End, Upper Up, South Cerney GL7 5US
NO OBJECTION

08/01597/AGFO
Applicant: Mrs J. Hancox, Butts Farm, Cricklade Road, South Cerney GL7 5QE
Agricultural or Forestry Notification – steel framed agricultural building at Butts Farm, Cricklade Road, South Cerney GL7 5QE (R)
NO OBJECTION
The system would not accept the response as the application was listed as “WITHDRAWN”

08/01758/FUL
Applicants: Mr & Mrs Stepp, 52 Boxbush Road, South Cerney GL7 5XJ
Two storey side extension at 52 Boxbush Road, South Cerney GL7 5XJ
NO OBJECTION subject to Parish Council approval

It was proposed by Cllr Walker and seconded by Cllr Mrs Land that the Parish Council accepts the deliberations of the Planning Committee. The Parish Council was in agreement.

Cllr Mrs Chapman and Cllr Jay declared prejudicial interests in the following application as they were friends of the applicant and her family and left the room.

08/01461/FUL
Applicant: Ms Christine Parsloe, 141A Abbotsbury Road, Morden, Surrey SM4 5JX
New house and detached garage on land adjacent to Hampton Villa, Cerney Wick GL7 5QJ (R)
NO OBJECTION

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

Cllr Mrs Chapman and Cllr Jay returned to the room.

Correspondence

Two items of correspondence from CDC dated 16th June inviting members of the Parish Council to make a statement to the Planning Regulatory Committee on 25th June had been received. Unfortunately the mail arrived some days after the Clerk departed on his two week holiday and Parish Councillors were therefore unaware of the opportunity provided.

 There being no further business Cllr Nicholas had closed the meeting at 9:35pm.

CORRESPONDENCE

TASK LIST

Tasks on the list were updated and others added. Outstanding highway matters including flooding at the Barn and Manor House corner in Cerney Wick; Pipes over the ditch in Station Road; the Missing Link footpath in Silver Street, Signs to School; Street Lighting and the Upper Up Car Park scheme would all be added.

COUNCILLORS' REPORTS

Cllr Mrs Chubb reported that the hedge bordering the carriageway at Cross Roads Farm was obscuring the visibility of the road towards Ashton Keynes.

Cllr Mrs Chapman reported that every time there is a heavy downpour of rain the corner in Cerney Wick near to the Barn and Manor House floods. The Clerk will inform Chris Franklin when he meets with him on 10th July.

Cllr Mrs Chapman reported complaints she had received about ground maintenance in the vicinity of Jubilee Gardens. Cllr Stuart informed her that the responsibility was more than likely that of the housing association involved and not that of the Parish Council.

Cllr Mrs Chapman asked the Clerk to inform the Parish Clerk at Latton about a fly tipping incident on the lane leading from Cerney Wick to the old A419.

Cllr Jay complained that operatives working for the household waste disposal company SITA were making statements not compliant with published information regarding the dumping of rubbish. According to Cllr Jay misleading advice stating that rubbish destined for recycling was going direct into landfill were being made.

Cllr Webb stated that he had attended a meeting of the Cotswold Water Park Society Ltd.

Cllr Harris was currently reading a recent government publication about flooding last year. Cllr Harris will liaise with local riparian owners over blocked ditches.

Cllr Stuart encouraged members of the Parish Council to make themselves available for a joint photo session for inclusion in the proposed Village Calendar, probably in the first week of September. Cllr Caunce was not in favour of such a plan.

The Clerk asked for instructions on how to manage the free digital camera which had been received as an incentive award when purchasing the projector. It was proposed by Cllr Mrs Land and seconded by Cllr Walker that Cllr Jay should offer the camera as a prize to Ann Edwards school to encourage the walk to school scheme.

There being no further business Cllr Stuart closed the meeting at 9:37pm.