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MINUTES OF THE MEETING OF THE PARISH COUNCIL
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Cllr Mrs Land had sent an apology for her absence as she was unwell. MINUTES OF THE MEETING HELD ON 13th JANUARY 2010 It was proposed by Cllr Jay and seconded by Cllr Chubb that the minutes were a true and accurate record. Members of the Parish Council were all in favour. YOUTH PARISH COUNCIL REPORT Joe Lodge reported that due to study and examinations intervening no meetings of the Youth Parish Council (YPC) had taken place since the last report although one was scheduled for tomorrow (11th February). Cllr Nicholas asked Joe if the YPC on the Parish Council’s website could be updated. Joe will investigate and act if necessary. MATTERS ARISING Four Pillars advertising framework CLERK’S REPORT On Tuesday 26th January I attended a meeting of the Charter group at the Fire Station, Barnwood. This meeting had been rearranged due the weather on the previous date and as a consequence was poorly attended with only about 20 representatives turning up. Nevertheless there was an interesting presentation by Karen Watson GCC Partnership Manager, Children and Young People’s Directorate on how disadvantaged children’s needs were being catered for in the county. Since the Children’s Act 2004 had come into force presaged by the Victoria Climbié incident, local authorities throughout the United Kingdom have been improving their services. Gloucestershire is now divided into 7 management areas called Locality Hubs. There are 120 personnel directly employed by the department in administering the service which is the first point of contact regarding child concerns. The hubs support multi agency groups and are pro-active with sustained and coordinated early intervention. Chris Rogan Head of Gloucestershire Highways gave a lengthy explanation of the problems currently being experienced by his department: lack of salt and whether to mix it with sand which can clog up the drains when the ice melts away and also create slippery conditions when the material dries up; the enormous increase in pot hole damage which must be addressed with an ever decreasing budget; rearranging contracts to cater for the repair of roads. Because of the method used to repair pot holes where the surface must be relaid the hole itself should be dry and clean before new material is introduced and weather conditions are mostly not suitable. Long term experiments are in place to help determine the most suitable type of repair but conclusive results are still some way off. On Friday 5th February I attended the inaugural meeting of potential allotment holders in the Village Hall. Twenty five residents attended plus Cllr Caunce, Cllr Nicholas and Cllr Stuart. The group was keen to form a club and Cllr Stuart assured them that they would have every practical support from the Parish Council in becoming established. A follow up meeting has been arranged for 12th February. Cllr Jay sent his apology for absence. During January of the 20 available working days I averaged 3 hours per day which is roughly 3 hours per week less than my contract. REPORT ON THE MEETING OF THE VILLAGE MAINTENANCE & PLAYING FIELDS COMMITTEE HELD ON MONDAY 8TH FEBRUARY 2010 Cllr Caunce, Cllr Mrs Chubb, Cllr Harris, Cllr Nicholas, Cllr Stuart and Cllr Mrs Tunbridge attended the meeting. Cllr Mrs Land came as an observer as the timing of the Planning Committee had been incorrectly published as starting at the same time as the Village Maintenance and Playing Fields Committee. Cllr Caunce had opened the meeting at 7pm. Apology Cllr Kimberley had made an apology for his absence as his wife was unwell. Matters Arising from previous Minutes Page 2632 – Public Rights of Way. Cllr Stuart quoted from an email received from Matthew Millett, Operations Director at the Cotswold Water Park Society on the various options available regarding work on replacing the stiles with kissing gates and installation of a boardwalk in Wildmoorway Lane. The three options were: Option 1 – The Parish Council decides to support both stiles removal and boardwalk (a cash contribution of £3,500 as match funding would be needed as Cotswold Water Park Society will provide the remaining £21,000); Option 2 – To support the stiles (CWP will need a cash contribution of £700 as match funding and will then provide the remaining £7,800); Option 3 – The Parish Council may only wish to support the boardwalk (CWP will need a cash contribution of £1,960 as match funding but will then provide the remaining £14,040). Cllr Caunce suggested that Options 2 and 3 provided the best value. Whether a boardwalk or a raised path was the better option was then discussed. Cllr Harris was in favour of a raised path. It was not considered that a boardwalk was the best option for users with wheelchairs or prams as due to its width, passing by in opposite directions could be problematic and the structure would not give a long term solution. Finally it was decided that Option 2 was best and the Clerk was asked to recommend the decision to the Finance Committee to provide £700 as match funding to support the replacement of 25 stiles with kissing gates by the Cotswold Water Park Society Ltd. Page 2632 – Eastern Canal Partnership. Cllr Stuart confirmed that he and Cllr Jay had attended a meeting of the Partnership on 21st January. Overall the meeting was very interesting. Page 2632 – Upper Up car park. Cllr Harris explained the challenging circumstances he found when along with Fred Timbrell they worked to regrade the surface of the Upper Up car park. Cllr Harris had determined after inspection with a mini digger that the lack of drainage is the major problem. Standing water was proving difficult to drain as an impermeable layer of aggregate had formed under sections of the car park. This phenomenon prevented water from draining and would need to be broken up to allow the top surface covering to dry out and harden. Standing water is more evident on the flat surface of the car park than on those parts which slope. There are further complications in identifying underground services which must be determined before the offending layer can be broken up. Cllr Harris left the room as the debate continued on whether to recommend payment to James Harris Contracting for his work on the car park. It was agreed that the work which was quoted for was carried out as the specification expected but unforeseen circumstances had contrived to create the current state of the car park and the contractor could not be held responsible. It was proposed by Cllr Stuart and seconded by Cllr Nicholas that payment should be recommended to the Finance Committee. The Committee was all in favour. Cllr Harris returned to the room as discussions continued on how best to resolve the problem. Cllr Harris suggested that it would need a further 16 tonnes of gravel to be applied. Note was taken but it was finally agreed that a professional should be contacted to provide a specification on how to remedy the problem. Cllr Harris will have further discussions with Fred Timbrell and Cllr Stuart will contact Paul Swift from Gloucestershire Highways to see if he could suggest a solution or recommend someone who might. Cllr Caunce asked that the item is on the committee’s agenda for next month. Cllr Stuart had since been in contact with Paul Swift from Gloucestershire Highways who told him that he had no experience in how to deal with the problem but that he would enquire from colleagues. He had been unable to contact Mr Grosscurth from James Slater & Co as he was on holiday but had left a message asking him to ring when he returned. Page 2632 – Keystoke hedge. Cllr Stuart had spoken to Mrs Sheila Dickson about the overgrowing hedge which was obscuring the street light. She was noncommittal and would discuss the item with her husband. The Clerk was to inform Barry Greenaway from Gloucestershire Street Lighting and ask him to write to Mr & Mrs Dickson about the matter. Page 2633 – Damage to Cherry tree. The Clerk had written to Miss Lodge asking for information on the alleged person responsible but had not received a reply. Joe Lodge had given the Clerk the name and address of the person and her insurance company of the person concerned. The Clerk will contact the insurance company and ask for compensation. Page 2633 – Damage to public seat at Preaching Cross. Cllr Nicholas will continue negotiations with Matthew King to resolve the problem. The Committee is minded that a compromise could be reached with Matthew whereby he might be persuaded to source and fit wheels to the recently acquired shredder/chipper. Cllr Caunce was of the opinion that the damaged seat could be sold either to a local reclamation company or auctioned on E-Bay. The Clerk was to enquire from CDC if it would move the “Clarks Hay” street sign to the opposite side of the road, alongside the wall by South Cerney Farmhouse. The Clerk had contacted Rob Bull at CDC who will resite the sign. Page 2634 – Allotments at Upper Up. An inaugural meeting of potential allotment holders had been held in the Village Hall on Friday 5th February. Cllr Caunce, Cllr Nicholas, Cllr Stuart and the Clerk had attended. A follow up meeting had been arranged for Friday 12th and the Parish Councillors will return to give their support and encouragement to the fledging group. Page 2639 – Thames Water at Upper Up. Cllr Stuart had contacted Chris Graham from Moore Allen and Innocent, our agents but he had nothing new to report although he expected to be able to update the Parish Council at the meeting on Wednesday. Cllr Stuart had nothing further to report at the Parish Council meeting. INSPECTION REPORTS CerneyWick Robert Franklin Way Upper Up RECOMMENDATIONS TO THE FINANCE COMMITTEE Three recommendations were proposed by the Committee: 1. £700 contribution to support Cotswold Water Park Society Ltd as match funding towards the replacement of stiles with kissing gates; 2. that James Harris Contracting is paid; 3. that Philip Dickenson is paid. The Clerk will notify the Finance Committee. COUNCILLORS’ REPORTS Cllr Nicholas reported that some of the tree supports on Jubilee Gardens communal area were broken. Cllr Harris did not think that they needed replacing as they trees were now established. Cllr Harris asked the Chairman of the Committee Cllr Caunce for instructions to carry out the annual tree inspection. Cllr Caunce complied. Cllr Harris asked the Clerk to inform CDC that the street sign for “Broadway Lane” needed to be replaced by the corner cottage at the War Memorial. Cllr Harris noted that two stones at the War Memorial had been displaced and needed to be reinstated. CORRESPONDENCE The Committee recommends that the Parish Council appoint John Hicks and Associates to carry out the annual safety checks of the Parish Council playing fields. The Parish Council was in agreement. P Note was taken of an advertisement received from Marshalls providers of Grassguard, a permeable grass grid suitable for parking areas. There being no further business Cllr Caunce had closed the meeting at 8.27pm. REPORT ON THE MEETING OF THE FINANCE COMMITTEE HELD ON MONDAY 8TH FEBRUARY 2010 Cllr Jay, Cllr Mrs Land, Cllr Nicholas, Cllr Stuart and Cllr Webb attended the meeting. Cllr Jay opened the meeting at 8.30pm. Matter Arising Spreadsheet Analysis Recommendations for acceptance from the Playing Fields
and Village Maintenance Committee
Cllr Harris returned to the room. At the Committee stage it had been proposed by Cllr Jay and seconded by Cllr Webb that the Parish Council was recommended to make the above payments. The Committee was all in favour. Cllr Webb had inspected the invoices and agreed the Clerk’s travel expenses for January. Committee Recommendation It was proposed by Cllr Caunce and seconded by Cllr Webb that the Parish Council is minded to make the above purchase. The Parish Council was in full agreement. Cllr Stuart will investigate prices and report back to the Parish Council. Correspondence REPORT ON THE MEETING OF THE PLANNING COMMITTEE HELD ON MONDAY 8TH FEBRUARY 2010 Cllr Mrs Land, Cllr Nicholas, Cllr Stuart and Cllr Webb attended the meeting. Cllr Nicholas had opened the meeting at 8.30pm. PLANNING APPLICATIONS RECEIVED BY COTSWOLD DISTRICT COUNCIL 09/04250/FUL (NEW DETAILS) 09/04226/FUL (NEW DETAILS) 09/04227/LBC (NEW DETAILS) 10/00042/FUL 10/00054/FUL 10/00095/FUL It was proposed by Cllr Webb and seconded by Cllr Caunce that the Parish Council accepts the recommendations of the Planning Committee. The Parish Council was all in favour. PLANNING APPLICATIONS APPROVED BY COTSWOLD DISTRICT COUNCIL 09/04001/FUL CT.1454/4/Z 09/04250/FUL CT.1470/1/G Cllr Nicholas noted that the item of correspondence from Tiina Emsley, Principal Planning Policy Officer at CDC regarding the return requested for the retail survey section of the Local Development Framework should have been processed by the Planning Committee and not the Finance Committee. There being no further business Cllr Nicholas had closed the meeting at 9.15pm. ALLOTMENTS AT UPPER UP Cllr Stuart had emailed members of the Parish Council a brief report on the meeting of potential allotment holders held in the Village Hall. A top class get together of people interested in having an allotment at Upper Up in South Cerney had their inaugural meeting on Friday 5th February. Some came as individuals but several as couples or in small groups wanting to share a plot; some were experienced gardeners whilst others were utter beginners. Ages ranged from fifteen to over seventy. Some members of the Parish Council (PC) which own the land, started the meeting. It was explained that as there appeared to be a demand for plots and as the owners of the old allotments at Hill Orchard were not prepared re-open them, it had been agreed that if we obtained actual proof of sufficient demand from people who were prepared to not only take plots but to get involved in a self managed scheme, the land at Upper Up could be released. Of course, there is the question of Planning Approval but we are already in discussion with the CDC regarding this and PC is optimistic that approval will be obtained. Application, if needed, could be made by the PC, assisted by the new members. It was explained that the new group would need to be involved in all aspects of setting up the project but that members of PC were prepared to assist and advise where required. For example, security fencing will be a must and will cost quite a lot of money. In next year’s financial budget (precept) the PC has set aside a sum towards such costs but the new group will need to look for much of the funding from other sources. The PC has contacts with several groups from which advice on funding can be obtained and also where such things as draft constitutions and tenancy documents can be sourced. Although the group will be responsible for final decisions, the PC has worked on the premise that some 21 plots, each of approx 70-80 sq metres, could be set out on the site. That is about a quarter size of the traditional 350 sq metre allotment but would still provide a useful garden area. Sheds were discussed, as was the access for deliveries of manure etc. Rents and other financial commitments were asked about and it was stated that the PC would treat the allotments in the same way as they do the Tennis, Cricket and Football clubs, namely no annual rent payable to the PC but it was recommended that an annual fee of perhaps £10 was paid by individual allotment holders to their own funds to run the group and to provide communal equipment etc. The workings of the Composting Club were explained and that members of the new group were the potential recipients of the compost produced but they would be expected to become involved in the working of the composting scheme. News about the gift of the “community rotavator” from Sri Lanka was also given. This brand new machine has been donated by a friend with whom the South Cerney Sri Lanka Community Support Fund works on many projects on the island. The 8-horse power machine will be available to all allotment holders and there is someone who is prepared to do the actual work but will need payment. After explaining what was available and what was required it was suggested that perhaps the assembled group should discuss amongst itself how it wanted to progress without PC members present. It was also agreed that all should meet again on Friday 12th February at 7.30pm in the Village Hall. PC members then left the room with Cllr Stuart returning some 30 minutes later to wind up the meeting and to answer any questions. It seems that it had been a good, productive discussion and everyone seemed to leave in a very optimistic mood. Cllr Stuart reported to the Parish Council that he had received an email from Graham Ross from GPFA that there was money available through application from the Lottery Fund. Cllr Nicholas had been in contact with Ben Bendall, CDC Planning Officer who stated that a planning application would be necessary to secure a change of use under CDC Policy 33. Cllr Nicholas volunteered to process the application. It was proposed by Cllr Jay and seconded by Cllr Harris that Cllr Nicholas be charged to make an application to CDC for the change of use of part of the Upper Up playing fields. The Parish Council was all in favour. QUESTIONS ON THE MANAGEMENT OF COTSWOLD WATER PARK Concern was raised that the employment of the excellent staff at the Cotswold Water Park Society Ltd should continue as their helpful interaction with the local communities was very much appreciated. Parish Councillors agreed with Cllr Nicholas who suggested that our representatives at Cotswold District and Gloucestershire County councils should be encouraged to attend the meeting on March 5th at Somerford Keynes Parish Hall which will consider if the Cotswold Water Park Society is fit for purpose. The Clerk was asked to write to District Councillors C. Bennett, E. Jenkins and P. Messenger, County Councillor S. Parsons and the Chief Executive Officer of Cotswold District Council Mr Neudegg to ask that they attend the meeting as the Parish Council, in the light of revelations from District Councillor Esmond Jenkins, considers the situation most serious. REVIEW OF VILLAGE PLAN The Clerk confirmed that Chris Cowcher, Rural Adviser at GRCC had agreed to help the Parish Council to review and refresh its Parish Plan. The plan currently being developed at GRCC is an 8 step process with templates that can be used throughout the process. The whole focus for doing such a piece of work is to celebrate the achievements of the previous plan and ensure that the community is given opportunity to input into a new one. Mr Cowcher will attend a meeting with Parish Councillors prior to the commencement of the April Parish Council meeting. PROMULGATION OF PARISH NOTICES Cllr Nicholas had volunteered to deputise for Cllr Stuart in his absence and post the relevant notices on the notice board in Clarks Hay. Cllr Mrs Chapman agreed to act similarly for Cllr Caunce when he was absent. Cllr Jay offered to copy the documents and make arrangements to deliver or for Cllr Mrs Chapman to collect them from the Post Office. CORRESPONDENCE
COUNCILLORS' REPORTS Cllr Webb informed Parish Councillors that Gareth Harris, Biodiversity Officer at Cotswold Water Park Society Ltd had determined that the wood to the rear of the vicarage was in fact an orchard. Cllr Mrs Chapman asked the Clerk to enquire from Gloucestershire Highways when it intended to complete the work in Cerney Wick. Cllr Caunce informed her that Paul Swift from Gloucestershire Highways had apologised to him for the delay in the final repairs as pot holes were taking precedence but that he would attend as soon as practical. Cllr Jay informed the Parish Council that he and Cllr Stuart had attended a Canal Partnership meeting on 21st January. It was very interesting. Also he and Cllr Stuart had met up with Mike Barton from Gloucestershire County Council PROW and Mike Watson from SCOEC who had given him a 16 point list of abuses of the public right of way through the centre. Mr Watson would like the Parish Council to consider a diversion of the footpath as a long term plan. Cllr Stuart reported that there had been 23 completed returns which supported the existence of public rights of way in and around Keynes Country Park. Cllr Stuart reminded Parish Councillors of the Police Neighbourhood Panel taking place in the Village Hall the following evening February 11th. CERNEY NEWS CONTRIBUTIONS Remind residents about the meeting at 7.30pm on March 5th at Somerford Keynes Parish Hall which will consider if the Cotswold Water Park Society is fit for purpose. The precept demand. Allotments. There being no further business Cllr Stuart closed the meeting at 9.21pm |
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