Minutes of the Meeting of Freshford Parish Council

held on Monday July 21st 2008

Present, Hugh Delap, Chairman, Betty Harris, Rowena Wood, Stuart Campbell, Mary Stanhope, Ann Ross, Nick Stevens, Mandy Knowles, Ray Benfield, Claudia Towner and Stephanie Jenkins, Clerk. Neil Butters, District Councillor joined the meeting later in the evening.

1 Apologies for absence ; none

2 Declarations of Interest; HD as member of Shop Committee, RW as neighbour of Ranikhet Farm, SC as Chairman of Freshford Mill Association.

3 Co-option of new Councillor

Councillors expressed their gratitude to Ann Ross, present at her final Council meeting. She agreed to RW’s request that the PC could still rely on her expert advice in planning matters. B&NES Electoral Services had confirmed that they had received no requests for an election and so the PC was at liberty to co-opt. Councillors welcomed Claudia Towner to her first meeting as Councillor. She had agreed to take responsibility for “ Children and Youth” and to join the Roads/Traffic Committee with a special interest in shared space.

4 Minutes

The Minutes of the meeting of June 16th were agreed to be an accurate record and were signed by the Chairman.

5 Planning Matters

B&NES DecisionsFreshford House/ 08/01395/LBA; ApprovedRowan House, Conservatory/ 08/0113/FUL; Approved under delegated powers with the proviso that no windows be installed on the side facing number 2 West View Orchard.Recommendations sent in since last meeting

Friar’s Gate, Sharpstone, Greenhouse/08/01916/FUL; the Parish Council supported the application.

Freshford Mill, Variation on Condition 32 (Provision of Bat House); “Freshford Parish Council raises no objection to the variation of condition 32 but would not condone any increase in the number of residential units on the site as a result of this change of use to part of building H and would ask that this specific point is made in the officer recommendation”

New Applications;

Limpley Crest, Midford Lane, Erection of garage and meeting room extension to existing house/ 08/02257/FUL; an earlier application (2003) had received permission and one element had been built. The current application seeks to alter the application to include a basement room, with roof lights, beneath the garage. The PC response to the previous application had questioned the possibility of change of use and had raised the issue of disproportionate development within the green belt. It was agreed to respond, reiterating this view and questioning the added volume represented by a basement room; also requesting the Planning Officer to notify all the residents along the private road, as there would be considerable disruption when disposing of large quantities of spoil. The Clerk was asked to provide RW and NS with a list of neighbouring properties. RW stated that she had informed neighbouring Limpley Stoke Parish Council of this application.

On-going Items

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

Parking at The Inn and internal alterations; further update still awaited. RW to approach Andy Pegler again.

Cornerstone, Freshford Lane/ 07/03798/FUL (resubmission); decision still awaited.

Ranikhet Farm; construction of conservation pond (Resubmission) 08/00823/FUL; Approved with the following conditions; method statement to protect grassland to be submitted, planting and landscaping proposals to be submitted prior to work starting and pond not to be stocked with fish. A reply to the Parish Council’s letter to the Cotswold Wardens’ Mark Connolly appeared to suggest that, had they been contacted for advice by B&NES, they might not have approved the application. The protocol, set up to guide District Councils, seemed not to have been used. Councillors felt that this was an unsatisfactory outcome and SC was asked to make representation to the planners about this for future reference.

General Items

Gas Pipe/Dark Lane; no report yet from Ian Lund.

Notice to residents; SC to provide the Clerk with his note about changes to the visual environment of the village. This to be included in the next Bulletin edition and placed on notice boards.

6 .Freshford Mill

Meeting; RW and HD had met Mark Reynolds (Planning officer) on June 16^th and had discussed various conditions attached to the permission and also the proposed roof levels of buildings C and D. MR stated that YRD had kept the Planning Department informed of actions at the site. Demolition works had been carried out because buildings were structurally unsound and the conditions attached to the planning approval allowed for this. He also stated that he was in discussion with the Environment Agency regarding the flood alleviation scheme to be adopted, which could impact on the ground floor levels of Buildings C and D; but, when built, the buildings should conform to the approved drawings. It was pointed out to him that the very important view across the water meadows and up to Friary Woods should be preserved and not compromised by the roof levels of Buildings C and D. (Subsequently MR has said that the hydrological survey submitted with the application had showed that the levels on the two buildings might need to be raised and that the conditions allowed for this). The PC view that site working hours would need to be strictly in accordance with the conditions set was put to Mark Reynolds and he agreed to stress this to YRD.

Lighting; MR had suggested that the PC should liaise with B&NES Ken Williams on the question of the street lighting at the site, but KW’s response had been that this would only become a Local Authority matter if the road into the site were to be adopted. The PC to discuss with YRD.Contractors’ Vehicles; RW reported that two complaints about vehicles travelling through the village had been received from residents and passed to YRD with a request for temporary signage banning construction traffic to be displayed on the entries to the village from the A36. An article in the forthcoming Bulletin about the Mill would include telephone numbers for the contract managers at the site.Plans and Drawings; HD reported that Hinton Charterhouse had a full set of drawings and plans and it might be possible to borrow these to photocopy them. AR offered to photocopy them. HD was asked to organise this.

Access and Verge Cutting; MR had suggested contacting Ken Williams’, whose response to PC questions about the proposal to retain the original access to the site alongside the new one during construction and the position regarding the traffic situation on Rosemary Lane once the scheme is completed had been to ask the PC to liaise with his Highways colleague, Nick Jeanes. RW reported that she was awaiting a response from Mr Jeanes. MS reported that she was contacting Highways to discuss YRD’s request for the verges on approach roads to be cut back.

B&NES’ Ecology Officer; SC reported that he was still awaiting a reply to his letter about the bat situation on the site.

Email from Phil Desmond; this had pointed out that the PC May minutes had incorrectly named his colleague as Richard Chaplin; this should have been Mark Chaplin. He also commented on the PC perception of the Conditions attached to the demolition of buildings C and D, which differed from YRD’s view. His comment was noted.

Community Concerns; MK reported on concerns expressed to her by residents over issues such as the removal of asbestos from the site. AR stated that Health and Safety Executive guidelines were usually carefully followed by contractors. MS had been approached by Paul Cobham, a Sharpstone resident, with similar concerns. The Chairman stated that individuals with concerns should be encouraged to go direct to the developers’ site manager. Contact numbers would be available on the noticeboard and in the Bulletin.

7 War Memorial

RW reported that the grant sought by Richard Blamey from the War Memorial Commission had been set at £720 and that the quotation for the work from Williams of Bath meant that a further £954 would be needed (possibly even more as the specification for the work had since been altered by the Grant Commission). The Friends of Freshford would make a contribution to this, but the Parish Council would need to find between £500 and £700 without specific precept funding. It was suggested that individual contributions be sought via the Bulletin and through the British Legion. There could then be a plaque attached to the memorial, listing benefactors. This was agreed. SC to approach the British Legion representative.

MK asked whether the flame surmounting the memorial would be gilded. RW stated that she believed this formed part of the English Heritage specifications.

It was hoped that the renovations could be completed in time for November’s Remembrance Day.

8. Parish Plan Implementation

HD reported that various topics and recommendations featured in the plan had been taken up and were being worked on by Councillors and members of the public

Shared Space; RB stated that there would be a meeting on July 24^th of the group interested in progressing the scheme. Matters to be discussed would include an assessment of the most practical way to engage B&NES and members of the community and which elements of the scheme to prioritise. There was also the bid for £4K, which, if successful, could provide initial funding to improve the junction of the High Street, The Hill and Church Hill.
Wrought Iron Railings; MS stated that a letter from the Parish Council, concerning the proposal to take on responsibility for the railings, had been sent to the Macdonald family. A reply was awaited. RW reported that a similar set of railings in Combe Hay looked to be in an excellent state of repair and it was suggested that Peter Duppa Miller might be able to provide information about this.
Communications; HD had provided Councillors with a draft version of the next Bulletin for discussion and it was agreed that the finished version should feature on the website as well as being distributed. Noticeboards; RB agreed to replace the damaged pane of glass in the main board. NS reported that the Bath Stone Mine would be prepared to contribute to the costs of a new board to serve Midford Lane residents and it was agreed to apply for a grant from the Friends of the Cotswolds for the same project. The idea of combining the board with a bus shelter, sited at the junction of the A36 with Midford Lane was agreed to be a possibility and NS offered to investigate ownership of the roadside land. SC is to seek permission to move the Sharpstone board further along the lane so that the board is clear of parked cars. Neighbourhood Watch; SC is the only co-ordinator of the scheme still active and, as there have been requests for the scheme to be revived, RB was asked to investigate the necessary actions for this. Website; HD reported that a discussion with Dan Towner had been agreed for early August. This would review the current site and look at the possibility of setting up a cross-parish (Limpley Stoke and Freshford) events diary, with the facility to send emails to anyone signed up to this service.
“Getting About” Recommendations; RW reported that the bus service to Bradford had started on July 1^st with 8 passengers on the first journey and 9 on the second. Gordon Edwards had provided her with contact details within B&NES and Wilts to investigate the possibility of using low-level-entry buses on the 94 route. She and CT were following up the matter of cycle stands.

9. Village Shop

HD reported that the new shop committee had decided to form a limited company, The Freshford and Limpley Stoke Community Association (FLiSCA) with the intention of it becoming a registered charity. This would have the benefit of recovering income tax on donations and having exemption from corporate tax should the shop make a profit. FLiSCA has the declared aim of becoming involved in a range of community activities beyond the building and running of a shop (this would apparently increase its chances of becoming a registered charity)

HD and Simon Coombe (Chairman of Limpley Stoke PC) had discussed ways of using the “umbrella” of FLiSCA to bring the two parishes together on a range of projects identified in the Parish Plans of both villages. The eventual management of the company, currently entirely made up of members of the shop committee, would need to be reviewed as the range of projects expanded.

Drawings and specifications for the shop are currently under preparation. The building will cover a similar area, but be lower in height than the building approved under Outline Permission. The shop committee intend to hold a public meeting before making the application for detailed permission. Councillors felt strongly that the Parish Council, as with other major developments within the village, should hold an independent public consultation once the plans are available.

HD had announced his wish to leave the shop committee and SC agreed to become the Parish Council’s link with the committee without becoming a member of it.

Councillors were informed that the temporary Post Office is shortly to lose its postmaster. A replacement is being urgently sought.

10. Affordable Housing

NS reported that Louise Davidson (English Rural Housing Association) had made contact with West Wilts DC to discuss planning policy and exception site development rules. She was still awaiting information from her former colleague, Kathy Green, on these matters. HD had made contact with Hinton Charterhouse’s PC Chairman who provided the useful information that the Parish Council has the right to vet new tenants and shared owners. An article in the forthcoming Bulletin would make a direct appeal to landowners to consider selling land for the Freshford scheme.

MK suggested that, before the Bulletin article was published, it might be wise to investigate Tim Aldred’s stated view that the scheme in Hinton Charterhouse was not an unmitigated success. HD agreed to approach Mr Aldred.

11. Footpaths, Walls and Trees

Footpath Management; MS asked Councillors for guidance over the matter of employing Ian Croker to work on footpaths when these are often technically the responsibility of the landowner. It was agreed that strimming the ground area, as it is a B&NES responsibility and Ian is funded directly by B&NES, could be passed to Ian on an ad hoc basis. Overhanging vegetation would be referred to the landowner.

Land Ownership; MS reported that, having received the relevant Land Registry documents from Stuart Ballard of B&NES, it appeared that the small piece of land behind the Glebe, adjoining Tim Aldred’s field was not registered.

Axford’s Wall; MS reported that the Cotswold Wardens are prepared to start work in August in two stages. The first stage will involve ten wardens clearing the site over two Wednesdays. Then two or three wardens will rebuild the wall on Wednesdays over a period of several months. Parking has been offered by residents on Station Road. It is hoped that the work, since scheduled, down at the sewage works will not disrupt these plans

Crabtree Lane; the developers, YRD, have asked for a drastic cut-back of vegetation and MS reported that Steve Gees, Highways Liaison Officer, had stated that the PC would be kept informed of results of a meeting between Highways and the developers.

12 Street Cleaning

Dog Warden; MK reported that she was having difficulty in contacting the dog warden. The warden had requested a letter from the Parish Council confirming a willingness to take part in the “polo marking” scheme and nominating a PC contact for this. HD is to write requesting that Freshford be part of the scheme and nominating MK as the PC contact. 13. HighwaysChurch Hill Flooding Problem; SC reported that, finally, work had been almost completed and Highways had expressed the opinion that the new pipe should have the necessary capacity to cope with foreseeable spate waters. There is also manhole access to the pipe. SC had expressed concern about the state of the grid over the drain carrying surface water into the conduit. Highways have said that they will address this.Gully Cleaning; the Clerk was asked to find out when the gullies would next be cleared.Fingerpost Renovations; MS was asked to check the arrangements set up for this with Richard Blamey.Park Corner ; RB was asked to find out, from Highways, why the scheme for replacing the bollards, scheduled for the early summer had not been started.Signage; Concern was expressed that another new sign-“slippery road” – had appeared in Ashe’s Lane without consultation. RB to follow up with Highways. 14 RailwaysStation Garden; RW reported that the garden had been entered in Heart of Wessex’s Station Garden Competition, with photos of “ before and after”. A meeting with Melanie Everard and a group of residents to set up a maintenance programme has been scheduled for July 30^th.

Cycle Stand; First Group have confirmed that another cycle stand will be installed soon.

Wessex Water Access; work on the sewage plant starts in September through to 2009. As access through the car park will be needed, nothing can be parked on the left hand side, displacing the three or four vehicles currently parked there. RW reported that she had contacted First Group again about the possibility of temporary parking on Network Rail’s piece of land. HD suggested that Wessex be asked to route their heavy maintenance vehicles through Westwood as with the Mill development. RW to pass this on.

15. Correspondence

ALCA; Newsletter and notice of Councillors Workshops

Somer Housing; newsletter

Clerks and Councils Direct; newsletter

CPRE; Fieldwork/ newsletter, Voice/ magazine

Action for Pensioners; newsletter

Open Space Society; Annual Report and accounts, new constitution, newsletter

Cotswolds Conservation Board; Minutes and meeting Agenda

Transport Planning Group; local guide to sustainable travel

Radstock Police Sector; agenda for parish Forum, July 9^th

Mr Dewings, Garden Contractor; sadly announcing his retirement at end of year

First Great Western, Newsletter

Heart of Wessex, copies of “Best Station Garden”, featuring Freshford

NHS, Great Western Ambulance Service; Annual Review

Avon & Somerset Constabulary; notice of dates for visit to Communications Centre and introductory letter from new Police Commander for B&NES

B&NES Planning Policy; notice of Strategic Housing Land Availability Assessment

16. Finance

Payments needing to be made in JULY and AUGUST

Ian Croker, Street Cleaning, £203.78.

Southern Electric, Supply April-June, £262.05

Peter Davies, Internal Audit of accounts, £100

Graham Jenkinson, purchase of map for shared space group, £28.50

Receipts

Cemetery Fees, £340

B&NES, Street Cleaning funding,£282.71

Cemetery Fees

The Clerk provided information on a range of fees for the various elements of funeral costs charged by the Councils for Bath and Trowbridge. These were considerably higher than those currently charged by Freshford. After discussion about possible levels of increase, it was decided to review the matter and make a firm decision at the September meeting. The Clerk and Chairman will look again at the cemetery running costs and inform Councillors of what would seem a fair increase.

Changing Investment Account; Gordon Edwards had done some research and had suggested an HBOS Business Deposit Account, currently on 5.25% gross interest, guaranteed to be .25% above bank rate for the first 12 months. This would be an instant access account and could be set up at HBOS branch in town. However the Clerk felt that, with the current Scottish Widows 60 day account paying 5.29% gross there would be no real advantage in moving the reserves. The Clerk was asked to write, thanking Gordon for his efforts.

Street Lighting

It was decided to continue with the programme of fitting part-night photocells to existing lamps which would use up to £900 of the annual budget, fixed this year at £1300. The Clerk suggested keeping the remainder in reserve, so that it would be possible to replace one of the old column lamps, a more expensive option, next financial year. This was agreed.

Annual Audit

Councillors had received copies of the Audit documents in advance of the meeting and, once the Clerk had explained the figures on the Receipts and Payments sheet, were happy to answer the questions on the Annual Governance Statement in the affirmative. The accounts were approved by the Council and the Clerk was instructed to send all relevant documents to Mazars, the appointed auditors. In the meantime, a notice on the main parish board indicates that any parishioner wishing to inspect the accounts may do so by making an appointment with the Clerk.

Street Cleaning Contract

The Clerk reported that Mr Dewings had written stating his intention to retire at the end of the year after 34 years of cutting the grass and maintaining the cemetery at Freshford. She had written expressing the Parish Council’s regret at the news. He had suggested that Alan Duck might be willing to take on the contract. It was agreed to follow this up in the autumn.

VAT Repayment

The Clerk informed Councillors that the PC VAT claim had been accepted as satisfactory and that £1197 had been repaid.

Bids for Grant Money

Two separate bids had been made; one for £500 from the Friends of the Cotswolds AONB to create a Cotswold stone noticeboard, the other for £4K from Councillor Hannay’s Fund (routed via Cllr Neil Butters) towards work on the junction of the High Street, Church Hill and The Hill incorporating “shared space” principles.

17. Pre-Advised AOB

Bradford on Avon Community Partnership; HD reported that he had asked for the Parish Council to be put on the mailing list over the consultation on the wider impact of the development of Kingston Mill.

18. Date of Next Meeting; Monday September 1st

Freshford Village Website (PC Minutes 21st July 2008)