Minutes of the Meeting of Freshford Parish Council

held on Monday March 3rd 2008

Present; Stuart Campbell, Chairman, Betty Harris, Hugh Delap, Rowena Wood, Ray Benfield, Ann Ross, Richard Blamey, Mandy Knowles and Stephanie Jenkins, Clerk. Also present were Neil Butters, District Councillor and Nick Stephens.

1 Apologies for absence ; Mary Stanhope

2.Minutes

The Minutes of the meeting of February 4th were agreed to be an accurate record and were signed by the Chairman.

3. Planning Matters

Decisions;2 The High Street/ single-storey rear extension/ resubmission 07/03819FUL; permitted with condition. All external walling and roofing materials to be used shall match those of the existing building in respect of type, size, colour, pointing, coursing, jointing, profile and texture.

The Yard, High Street/ erection of extension and front porch after removal of existing utility room/store 07/03587/FUL; permitted.

New Applications;

Sharpstone House; 08/00356/FU; only received today. To be discussed at April meeting. Clerk to inform Case Officer of date of response.

Walton House; erection of rear detached conservatory/08/00356/FUL; the paperwork for this was very late being sent to the Parish Council and relevant neighbours did not receive notification. Drawings submitted were inaccurate and new ones are awaited.

After consulting the planning sub-committee, RW recommended to the full PC that, once the correct information had been received and seen to be satisfactory, the Parish Council would raise no objection, but would request that the base walling on the glazed elevations is in natural stone to match with existing properties and walls around and not in “reconstructed stonework of random coursing colour and texture blended with existing” as indicated on the design and access statement. Councillors also asked that the render be self-colour and that a softer colour than white be chosen for the woodwork. The PC voted unanimously for this recommendation to be sent to B&NES as their response to this application.

Summerhouses and Tree Houses; a number of queries over the need for planning permission for these structures in private gardens had surfaced over the past month. RW stated that, having consulted with B&NES Planners, it had become clear that permission would be necessary if the garden was within the curtilege of a listed building and the summerhouse was larger than 10 cubic feet in volume. If the Conservatory or summerhouse was attached to any wall of the property, Listed Building Consent would be required as well as Planning Consent; if it was not attached, only Planning Consent would be required. Following queries from residents, RW is to find out what are the exact planning guidelines for tree houses and platforms.

Checking on Planning Consents; the PC agreed that if a resident raises a matter regarding planning consent of any existing building/structure in the parish, the PC should refer this matter to the Planning Department for guidance.

On-going Items

Cornerstone, Freshford Lane/ erection of a two-storey extension, detached garage, replacement of existing garage doors with glazed doors and construction of stone garden wall/ resubmission/ 07/03798/FUL; still awaiting decision. The Parish Council is awaiting a copy of the address made by Penny Murray at the February meeting so that a formal response can be made to the issues raised.

The Gatehouse, Iford Manor; change of use of Ground Floor/ 07/03680/FUL, retrospective; still awaiting decision.

Community Shop; erection of new timber building/ 07/03529 alongside the village hall in Galleries field; prior to the meeting of the DCC all committee members had been sent a booklet giving in-depth planning reasons as to why the application should be supported. All members had also been emailed and telephoned individually. At the meeting the Committee decided to make a site visit before discussing the application.

Strong presentations in support were made by SC, HD (substituting for Simon Coombe, Limpley Stoke PC)), NB and Gitte Dawson. SC, HD and the Clerk are to meet Case officer for the application, Mark Reynolds to amplify and explain the Parish Council view. Further consideration and determination of the application will now take place on March 19th

Tennis Club Lighting; reply still awaited from planning officer regarding planting proposals

Parking at The Inn and internal alterations; John Trenoweth, B&NES Planning, had advised that plans would shortly be submitted by the owner’s architects.

General Items

Gas Pipe/Dark Lane; in view of the news of Jessica Hunnisett’s departure from B&NES, RW agreed to follow up the matter with her successor.

Review of the Parish Council’s decision-making processes in respect of planning applications;`in the interests of the Parish Council being seen to be totally open in its workings, RW had circulated a new method of dealing with Planning Applications for Councillors to consider. Whilst residents should have the option of making representations to the Parish Council, time frames, set by B&NES, have meant that applications arriving shortly after a monthly meeting have to be responded to within 21 days of the date that the letter was sent and, therefore, before the date of the next PC meeting. This had been addressed by setting up a planning sub-committee to consider applications and then make a recommendation, which has been circulated, by email, for general approval before being returned to the Planning Department. This also had the benefit of reducing the time taken at parish Council meetings. In future it is proposed

To circulate details by email to all Councillors of any new application received by the Clerk. Planning Reference numbers to be given so that Councillors can look at paperwork and drawings on the B&NES Public Access site.
If the time allowed for response would be up before the next PC meeting, the Clerk will contact the Case Officer to state the date that a response will be made and ask whether that date will be acceptable.
Any application made by a PC member will not be dealt with by the Planning subcommittee, but will be considered and discussed at the next meeting by all PC members (except the individual involved). A response would not be made in advance of the meeting.
An application of major village importance (Freshford Mill/the School) would mean that the subcommittee would make immediate arrangements for the drawings etc to be on public display.
For ordinary applications the Clerk will put a notice on the main board giving brief details and stating that a response will be formalised at the next PC meeting. The subcommittee member looking after a particular application will liaise with neighbours as appropriate and then put forward a recommendation to other members of the subcommittee. Once they are all in agreement the recommendation will be circulated to all PC members. If the application seems likely to be contentious all PC members will have the opportunity to discuss it fully at the next meeting. All members are expected to have familiarised themselves with the application in advance by looking on the PA site. At the PC meeting any representation by an applicant will be heard prior to discussion. A straightforward application, which generates no resident representation, can be dealt with relatively quickly by formally agreeing to the subcommittee’s recommendation. Less straightforward cases will need discussion before a formal recommendation can be arrived at after a decision taken by the full PC.

RW warned that, if the Planning Department could not allow the extra time for a response, it would be necessary to call a formal meeting of the subcommittee, with an announcement to that effect on the noticeboard.

She also stated that the PC should be aware that all emails circulated in response to any application should be available for public viewing, if required. In future these should be copied to the Clerk who should set up a dedicated email folder for this purpose.

SC agreed to compose a notice advising residents that the PC is only a consultee in the planning process and has no powers of decision-making. This would be posted on the noticeboard and also in the next Bulletin.

4.Freshford Mill

RW reported that a new planning officer, Mark Reynolds, has been allocated to the development. The Chairman is to contact him to arrange an initial meeting for the Parish Council to brief him on the background.

6. Parish Plan

HD reported that the presentation of the Parish Plan to the Parish will go ahead at 8pm on Wednesday March 19^th in the Memorial Hall. Presentation to the Parish Council will be on Wednesday March 12^th , 7.30pm at The Glen.

Both will be powerpoint presentations by Paddy Fitzgerald, Chairman of the Steering Committee, assisted by the other members of the committee. At the public presentation the leaders of the various working groups will also assist.

7. Village Shop

a)The proposed PO/shop; HD reported that the Outline Planning Application had gone before B&NES’ Council’s Development Control Committee (DCC) on February 20^th with a Planning officer’s recommendation to refuse. After presentations to the DCC by Freshford and Limpley Stoke PCs, Neil Butters and the applicants, further discussion and a decision by the DCC had been deferred until the next meeting, March 19^th, following a site visit by committee members on March 17^th.

HD stated that it had been clear from the Officer’s report to the DCC that he had not appreciated a number of important aspects of the scheme. The applicants and the Parish Council had written to DCC members prior to the meeting pointing these out and drawing attention to the reasons why the application should be granted permission. The meeting in the Guildhall had been attended by around 50 supporters and HD felt that their presence, along with the large number of letters written in support, had been factors in persuading the DCC to postpone their decision.

b) Government Threat to small Post Offices; HD reported that the six-week consultation stage of the Government’s proposal to reduce the numbers of Post offices nationwide had reached the local area. Whilst Hinton Charterhouse PO has been told that its service is not currently on the list for closure, the future is not assured. HD urged Councillors to follow the consultation process and encourage others to respond.

8. Affordable Housing

HD reported that discussions are still taking place with the owner of Site 9 on Ashe’s Lane.

9. Footpaths, Walls and Trees

Weeping Pear at cemetery; still awaiting cost details from Sheila Wyatt of HortSoc.

Footpath Sign/ Rhaniket Field; MS reported that the owners had asked for two further signs which will be provided by Stuart Ballard..

Cemetery Inspection; Clerk/ ongoing. Headstone re-setting; SC reported that the Historical Society did not feel able to fund any headstone replacements and proposed that the PC should investigate the cost of safely reinstating one headstone and build this cost into PC expenditure. RW requested that the Clerk prepare a spreadsheet for the next meeting giving income and expenditure at the Cemetery over the last five years before any decision was taken to reinstate a headstone.

War Memorial Grants and Quotes for repairs; ongoing (RJB).

Pound Clearance; the Clerk reported that Alan Duck had quoted a sum of £80 for an initial clearance of the Pound. He had suggested that, once the trees had been cut back and larger debris removed, there might well be usable compost/ leaf mould at the base. Councillors agreed to accept his quote against the B&NES Waste management quote of over £600.

Axford’s Wall, Station Road; it was suggested that MS should phone Stephen Axford to find out if he intends to rebuild the wall and clear the verge. 10. Highways, Street Cleaning and RailwaysHighways Strategy Document; HD presented Councillors with the draft of a paper to be sent to David Trigwell, Assistant Director, Planning and Transport Development detailing the concerns felt about communication between Highways and the Parish Council. After approving the contents, Councillors decided that the document should be sent primarily to Peter Rowntree, B&NES Director of Highways, with copies to David Trigwell and Matthew Smith as Assistant Directors. It was also agreed to copy the document to ALCA and to Peter Duppa Miller. SC and HD are to finalise the document.

Park Corner Pump Area; RJB reported that this project has been put onto the Traffic and Safety Task Register and should be completed by the end of the summer, subject to a 50% contribution (£400) from the Parish Council and the Friends of Freshford.

Fingerpost Renovation; RJB reported that this should be completed in late Spring/ early Summer.

Ashe’s Lane/ Unnecessary sign; RJB stated that Highways’ response had been that the sign was necessary to prevent more damage to the wall of Jubilee Cottage. Councillors were not convinced by the logic of this statement. Details of the road width are being passed to the Road Haulage Association and Satnav companies.

Overhanging hedge/ Freshford Lane; Steve Gees, Highways Parish Liaison Officer, had stated that B&NES Council could take no responsibility for cutting this back. The ground was private land and the residents were responsible for keeping the pavement clear.

A36 Closure; Councillors expressed concern that no further information on the arrangements for the closure had been received despite InterRoute’s assurance that the PC would be frequently updated. SC was asked to approach Stephen Osbourne Smith again for an explanation and the Clerk is to contact the Publicity officer Kelly Shear to find out the date for the promised mailout round the village.Bus to Bradford on Avon; RW stated that a notice would be put up in the temporary PO explaining that this popular project cannot go ahead at present because of budgetary constraints. The Parish Council will continue to press the case.Church Hill Flooding Problem; RJB reported that the utility pipes passing through the culvert would shortly be removed, leaving a clear culvert, three feet wide. It was agreed that, in order to register an interest in making a feature of the watercourse, SC should contact the Conservation officer and the engineer, David Boss.Parking outside The Forge; RJB felt that the onus now would be on the interested parties to approach Highways. The Clerk will contact Jean Hawker to inform her of this.Station Matters; Poster Funding; RW stated that she had asked Peter Jobson why the poster was not currently displayed on the Bradford platform and was still awaiting his reply.Station Garden Maintenance; RJB to produce rota later in the month. 11. Shared SpaceThe Chairman is to set up a meeting with the relevant officers at B&NES to discuss the prospects for implementing parts of the scheme.

12. Correspondence

B&NES Planning Services; Community Facilities Survey.

B&NES Environmental Services; details of new structure.

B&NES; Community Strategy Document.

CPRE Avonside Branch; Newsletter and campaign letter in respect of Planning Bill.

Highways Agency; notice of acquisition of land re A36 repairs.

ALCA; newsletter and legal briefings.

B&NES TAWM; newsletter.

Action for Pensioners; newsletter.

Enjoy England; St George’s Day Newsletter.

Open Space Society; newsletter.

Downside Nursery; Mrs Young, the owner, had written to the PC requesting their support for a sign to be erected at the junction of the A36 and Church Lane; the sign to be similar to that used in Wiltshire, which gives the name of the nursery in brown. The PC agreed that they would be willing to have a sign to Westwood at the junction, but would not want specific mention of the nursery by name as this could set a precedent for other local businesses to put up similar signs. SC to contact Mrs Young to explain the PC standpoint. 13. Finance

Payments needing to be made in MARCH

Ian Croker, Street Cleaning, £196.68.

Stephanie Jenkins, Clerk’s final quarter salary, £687.50.

Amounts to be finalised

Stephanie Jenkins, Clerk’s half-year expenses

Chairman’s expenses

Various final quarter bills; supply and maintenance for street lights

Income

B&NES; Street Cleaning, £282.71

James Long, Monumental Masons; £60

Precept Request 2008-09

Notification has been received that Freshford Parish Council will receive the requested amount, £12320.

Internal Auditor

The Clerk stated that she had been notified that Paul Reynolds, the Internal Auditor due to take over from Peter Davies, had undergone emergency major heart surgery. He was making good progress, but, as yet there is no indication of whether he will be fit enough to add us to his portfolio this financial year as anticipated. She had sent a goodwill message and asked for clarification when he is well enough to make a decision.

14. Pre-Advised AOB

Summer Fete; this will be held on Saturday June 14^th and the Parish Council had been asked to run its usual stall. RW to check whether the Treasure Hunt game could use a copy of Phil Affleck’s map of the parish. Councillors put the date in their diaries.

Dog Fouling on Freshford Lane; the Clerk had received a complaint from Limpley Stoke’s Clerk about the state of the verge and pavement on the stretch of lane between the Memorial Hall and the school, a particular nuisance for parents walking their children from the car park to school. Councillors agreed that, after a fairly trouble-free period, problems with dog-fouling were again on the increase. MK agreed to contact the Dog Warden for advice and some notices to put up in the worst areas. Items from Limpley Stoke Minutes; HD pointed out that Limpley Stoke were reviving their Neighbourhood Watch Scheme and suggested that Freshford should do likewise. At present only the Sharpstone area, run by Stuart Campbell, is functioning. It was agreed to put the matter on the agenda for the Annual Parish Meeting to see if organisers will come forward.

Limpley Stoke were also investigating the costs of purchasing a digital projector and HD wondered whether Freshford should offer to join in the purchase. Councillors felt that this expense would not really be justified; when a projector is needed it is possible to borrow one from the school.

Threat to Surgery; HD reported on a notice in the surgery stating that small surgeries are under threat because of the government preference for larger “polyclinics” and asking residents to write to the Prime Minister and the local MP, supporting the current arrangements. HD is to contact Don Foster on behalf of the PC and RW, as a resident of Hinton, to contact Dan Norris on behalf of the Parish Council. NB agreed to alert Hinton Charterhouse Parish Council to the problem and the Clerk will approach Limpley Stoke Clerk to ask that the matter is raised at their next meeting. 15. Date of Next MeetingMonday APRIL 7th

Freshford Village Website (PC Minutes 3rd March 2008)