held on Monday October 6th 2008
Present, Hugh Delap, Chairman, Rowena Wood, Mary Stanhope, Nick Stevens, Ray Benfield, Claudia Towner and Stephanie Jenkins, Clerk. Neil Butters was present for the final part of the evening. 1 Apologies for absence ; Stuart Campbell and Mandy Knowles.2 Declarations of Interest; Claudia Towner/ Agenda Item 9, Pre-School set up.
3 Minutes
The Minutes of the meeting of September 1st were agreed to be an accurate record and were signed by the Chairman.
4 Finance
Payments to be made in October
Ian Croker, Street Cleaning, £203.78
SEC, Routine Lighting Maint., July-Sept., £181.35
Open Spaces Society, Annual Sub., £30
Clerk’s salary, July-Sept, £747.50
Clerk’s expenses, April-Sept., £111.86
Southern Electric, supply, July-Sept, £306.40
Receipts
B&NES, Street Cleaning funding, £292.91
B&NES, Half-precept, £6160
Maintenance work on Cemetery Wall
As Alan Duck has stated that he cannot undertake this work, it was agreed to look for other firms to tender.
NS to ask the school about work done on their retaining wall some years ago.Clerk’s expenses’ breakdown
Internet, £54; Photocopying, £15; Postage, £8.70; Phone calls, £7.50
Stationery,( inc. printer ink and lock for hall cupboard) £26.66.
Grass Cutting/Maint. Contract
The Clerk reported that she had sent the job specification for this to Alan Duck and Garden Affairs for tender and had just received an email from a land maintenance operator, Greg Tucker, and would send him details too. It should be possible to reach a decision by late November, when all three parties have visited the village to see exactly what is involved.
It was agreed to invite Mr Dewings to attend the early part of the December meeting to receive the parish’s thanks and a small retirement gift after his long years of service. The Clerk was asked to invite Mr Dewings and obtain a photograph of a Tyning view from Bridget Baker and also a frame. .
PC Funding for new Pre-School
It was agreed to discuss and minute this matter under Agenda item 9
5 Correspondence
Cotswold Conservation Board, Agenda and Minutes
B&NES, Electoral Services, to confirm that we may go ahead and co-opt to fill our vacancy.
The Standards Board for England, newsletter.
B&NES, TAWM, Newsletter.
B&NES, Customer Services, holding reply to Ray’s letter about Shared Space proposals.
CPRE Avonside, information warning about plans for additional housing in the area.
Avon and Somerset Constabulary, Chief Superintendent’s Newsletter. (The Clerk since asked that these be sent electronically and we have received October’s in this format)
Radstock Police Sector, Agenda for Parish Forum Meeting, October 15th (similar request made as above).
B&NES’ Sports Development, Playing Pitch Strategy Consultation Document.
ALCA, Annual Report and Accounts, Newsletter and Legal briefing notes.
B&NES, Heritage Open Week publicity
6 Planning Matters
B&NES DecisionsLimpley Crest, Midford Lane, Erection of garage and meeting room extension to existing house/ 08/02257/FUL; PERMISSION granted with no conditions. RW had written, asking why no conditions had been set regarding hours of working or reinstatement of the track, but had received no reply. RW to pursue with Planning Officer.3, The Orchard, The Hill, 08/02805/FUL, extensions and alterations to existing two-storey dwelling to front, side and rear; REFUSED, “a disproportionate addition to the original dwelling house and therefore harmful to the openness of the Green Belt.”
Cornerstone, Freshford Lane/ 07/03798/FUL (resubmission); PERMISSION granted with a Unilateral Undertaking to preclude implementation of the extant permission.Recommendations sent in since last meetingHobbs Cottage, Sharpstone, 08/03150/FUL, replacement of porch canopy with enclosed porch; PC comments were that “the increase in porch size is considerable. Its corner siting, against a tall wall, provides some mitigation. The PC note the considerate and appropriate choice of materials and and will defer to the views of the Conservation Officer, as the property is within the Conservation Area.” The PC also requested that any comment from the resident of number 5 Lower Mount Pleasant, facing the proposed development, be taken into consideration.
New Applications;Timbrels, Pipehouse Lane, 08/03045/FUL, installation of two dormer windows, extension of roof over garage and construction of timber balcony; RW reported that neighbours on both sides raised no objections beyond a request that the large yew tree on the boundary with “Silver Birches” is protected during the works. Councillors agreed to a response of “no objections” and a note alerting planners to the situation with the tree.
On-going Items
Galleries Shop, 08/02993/RES, reserved matters relating to external appearance and landscaping; following the two week consultation with residents, the PC had responded with comments relating to the external appearance; a lower roof height had been suggested and concern expressed about the need to select a colour for the rendered area with great care. The PC would wish to have any proposed changes referred back for consultation. In terms of the landscaping proposed, Councillors felt strongly that this should use native field species rather than the suburban mix featured on the plans.
RW reported that the Conservation Officer’s response, highlighting a number of issues, seem to be based on the erroneous belief that the Shop is sited within the Conservation area. SC had asked, on behalf of the Shop Committee, that the Parish Council write to the Planning Officer, pointing this out and requesting that the officer decision is taken as soon as possible so as not to delay the already tight time limitations on the project. RW to action.Freshford Mill, 08/01778/VAR, Variation on Condition 32 (Provision of Bat House); A decision on this has yet to be reached. The Planning officer had asked the PC to provide any evidence of the commencement of work; RW to liaise with YRD over this.Tennis Club Lighting; reply still awaited from planning officer regarding planting proposals.
Parking at The Inn and internal alterations; B&NES’ Enforcement Team have stated that they are actively pursuing the matter. Notice has been served on The Inn stating that retrospective permission must be sought within 28 days.
Ranikhet Farm; construction of conservation pond (Resubmission) 08/00823/FUL; as noted at last month’s meeting, permission has been granted, but SC is to contact the AONB officer over the fact that they were not consulted about the decision.Springs Cottage, 08/02666/LBA, alterations, internal and external, to accommodate a new boiler; RW reported that Ian Lund, Planning Officer concerned, had apologised for the lack of consultation with the Parish Council, which should certainly have taken place. However it became clear that neighbours are not automatically notified of Listed Building Applications, so communication with a Parish Council becomes even more important. Development Control Department should have sent out notification, but were under-staffed at the time. The Clerk was asked to check the weekly list sent out, to make sure that no applications slip through the net in future. General ItemsGas Pipe/Dark Lane; no report yet from Ian Lund.
Grove Cottage; work reported as ongoing here, on the outbuilding, had previously been referred to the planning department who had stated that permission would not be needed.
New Planning Guidelines; RW reported that new planning rules had come into effect from the beginning of October, relaxing restrictions on domestic plans for extensions up to a certain size, even if the property concerned is within Green Belt or AONB. Certain constraints apply to Conservation areas. Councillors agreed that RW should seek a meeting with B&NES’ Planning Department to discuss the implications of these new guidelines.7 Freshford Mill
Lighting; ongoing.
Signage for Contractors’ Vehicles; YRD have said that they are in contact with B&NES over signage.
Drawings and Plans; RW to decide which should be copied and pass these to Ann Ross.
Access and Verge Cutting; no development yet on either issue. RW to contact Nick Jeanes about access via Rosemary Lane.B&NES’ Ecology Officer; no response as yet. SC to pursue.Complaints about waste disposal; in response to complaints made to the Parish Council about the possibility of rubber waste uncovered on the site being reburied there, YRD had stated that it would be removed to Avonmouth to a specialist recycling plant. YRD also informed the PC that the asbestos identified on the site had been removed by a licensed contractor under controlled conditions. Health and Safety had been notified and Clean Air Tests obtained following the removal.
8. War Memorial
RW reported that work was underway; stone had been cleaned and new stone bedded in. The finial had been cleaned and the slate with engraved names was yet to be done.
Donations amounting to £235 had been received and it was agreed to include a note in the next Bulletin edition, to see if more could be raised.
Williams had quoted £150+VATfor the additional work on the finial, £350+VAT for re-setting and painting the railings and £400+VAT for a new slate plaque to record the work and the donors (plus £2 per inscription letter).
Councillors thanked RB for his prompt and excellent work dealing with the matter of restoring the railings and it was agreed that spending more on the plaque to record donors than the amount received as donations was not an option. NS is to ask Richard Smith if he might undertake the work at a more reasonable rate. If not, the work must go unrecorded.
Grants and donations stand at £1455. Currently, the Parish Council liability for the balance is £496.60
9. Parish Plan Implementation
- Shared Space; RB reported that a further meeting of the working group had been held, together with a traffic-monitoring session at the crucial school-start time. Information on other “Shared Space” projects was being amassed and informal contact made with experts in the field. The feeling is that, whilst progress looks to be possible, it will only happen relatively slowly and the next stage, a meeting with B&NES, will be crucial. So far there has only been a holding response to the PC’s letter requesting this. The letter a has been passed to Mr Trigwell, as Peter Rowntree is away from the office for some weeks. RB was asked to set up a meeting with Mr Trigwell. HD to speak to the Murrays about the exact position of their boundary on the corner of Freshford Lane.
- Wrought Iron Railings; MS reported that a meeting with the Macdonalds, the PC represented by HD, NS and MS, had led to John Macdonald suggesting that a letter, stating clearly the Parish Council’s proposals, rather than a legal document, might be an appropriate next step. NS and HD are to draft a letter. They were asked to make clear the PC’s unwillingness to take responsibility for stock-proofing the field in the event of the railings being damaged or removed for repair . It was agreed that Bridget Baker be kept informed of all developments. HD to email documents to her.
- Communications;
Neighbourhood Watch; ongoing
Website; NS reported on the increasing popularity of the site, which is currently receiving a monthly average of 6000 hits.
Bulletin; HD stated that the next edition would be distributed at the end of November.
- “Getting About” Recommendations; RW reported that use of the bus service to Bradford had reached crisis point. Gordon Edwards had informed her that unless the bus-use averages six passengers over the coming month, the service will cease at the end of the six-month trial period. The Clerk was asked to contact Limpley Stoke Clerk to pass on this news. RW to put a notice on village boards and to have an announcement made at the Old Bakery Lunch Club. NS will ask the WI Chairman to inform members.
- Children and Youth
Pre-school Project; CT had provided Councillors with another detailed report on the impressive progress made by the Pre-School Committee. She asked the PC to consider whether it could make a financial contribution to enable the Committee to take advantage of the opportunity to purchase the equipment and toys offered by the owner of a local nursery, which has closed down. Councillors unanimously agreed to support a grant of £300 towards the cost of £600 and noted that she had approached Limpley Stoke and Hinton Parish Councils to see if they might be prepared to fund the difference.
Grant for Children’s Play Area; CT reported on an initial meeting with Andy Chard (B&NES Parks and Green Spaces Manager), Martin Walker and the designer who will be working on the Freshford play area as part of the Play Pathfinder Initiative. Pensford and Clutton Parish Councils, who also are receiving funding, were present. The schedule is a very tight one, allowing only four weeks for design, with installation needing to be completed by the end of March 2009. CT felt that the designer’s initial ideas seemed exciting, including use of the spring at the side to form a water feature and creating a semi-wild area with extra planting.
A further on-site meeting with the designer had just been held (HD, Charlie Murray, representing the School, and Catherine Roberts, who with CT’s guidance was leading this project, had also been present)
and CT was able to provide Councillors with a sketch impression of the Designer’s ideas. Councillors discussed these at some length and their conclusions are to be summarised by HD for presentation to the Village Hall Committee which meets on October 13th: basically that the project and funding is very welcome, but that retaining enough central space to accommodate events like the School Sports and the Village Fete is most important. Councillors agreed that, subject to approval by the Hall Committee, there would then need to be some sort of village consultation, which would need to be done rapidly. It was suggested that Catherine Roberts be asked consult with schoolchildren, through the school, over the possible choices of equipment from the basic list.
10. Grant ApplicationsHD reviewed the success of a number of bids made by the Parish Council for funding over the past few months. He thanked RW for her part in the successful efforts to obtain £40K for the renovation of the Playground (see item 9). On the other side of the scales was the failed bid for £400 for a new notice board from the Friends of the Cotswold AONB. The PC is awaiting a decision on the bid for a share of the Ward Members’ Initiative Budget.
HD suggested that, with the significant sums of money available, it might be advisable to have a designated “fund seeker” within the parish.
11. Village ShopSC reported that he had attended two meetings of the Shop Committee. He urged Councillors to attend the presentation to be held on October 15th. All residents of Freshford and Limpley Stoke would be receiving an invitation and detailed newsletter. He felt that the most valuable support that the Parish Council could give would be in terms of approaching the Planning Department (see item 6) and using their contacts to keep things moving.
12. School Governor
HD reported that Nick Stevens had been adopted by Freshford Primary School as one of two Community representatives on its Committee of Governors. The school had made the point that Parish Councils no longer have an automatic right to appoint a Governor. HD felt that it was important for the Parish Council to have an official link with the school even though the rules had changed.
13. Affordable Housing
NS reported that Louise Davidson of EHRA had been invited to attend the November meeting of the Parish Council to discuss Affordable Housing. She had suggested including the chairmen of Hinton and Limpley Stoke in the invitation. Councillors agreed to this and HD was asked to extend the invitation to them. The item would appear early on the Agenda and be given a thirty minute time slot.
14. Footpaths, Walls and Trees
Axford’s Wall; MS reported that there was still a need for “topping” stones if anyone had knowledge of available stones.
Open Spaces; MS reported that the approaches made by John Ives about matched funding for kissing gates to replace stiles would not be useful currently. She felt that landowners would not be prepared to pay and that the parish had always managed very well using a combination of services from B&NES and the Cotswold Wardens.
Councillors agreed.
15. Street Cleaning
Dog Matters; MK’s report stated that she had been using the white “polo” spray paint, making three weekly visits to the areas most frequently causing problems. She would also be receiving more anti-dog-fouling signs to fix on gates and fences. The Dog Warden would shortly be meeting her to advise on associated matters.
NB stated that he had been contacted about a persistent problem with a barking dog. The owners had not responded to complaints from neighbours or to several letters from the Dog Warden and he asked whether Councillors would agree that he should pass the details on to Environmental Health. Councillors agreed to this.
The Pound; ongoing. 16. HighwaysFingerpost Renovations; this will be ongoing by B&NES as funding is available. There is no complete list of the fingerposts within the Parish and Councillors were asked to email details/locations of posts near their homes to the Clerk so that she can create a database.Park Corner ; RB reported that B&NES Highways are hoping to start the work at Park Corner by November. He had re-stated to Highways that the Parish Council and Friends of Freshford would meet 50% of the costs up to £400.Signage/” slippery road” which had appeared in Ashe’s Lane without consultation. RB reported that these are installed by the Highways Agency when a road is resurfaced (ie the A36) and should be removed by them when no longer necessary. Dark Lane; the PC had received a request from Gordon Edwards that the lane should be closed to through traffic; the narrow width causes problems with larger vehicles. Alternatively he felt it could become a one-way route. Councillors re-iterated the view reached the last time this subject was raised; it would not be feasible or fair to close off one of the few routes through the village.Taming the Traffic; HD had brought copies of this document for Councillors, a consultation leaflet put out by Bradford on Avon Town Council in advance of the Kingston Mills development. He felt that, although Freshford did not appear on the official list of consultees, the development would impact on Freshford just as much as the other Wiltshire villages included. HD to contact members of the “Shared Space” Group to establish their views and then report back to Councillors. 17. RailwaysNetwork Rail; RW still pursuing the matters of lighting at the station and the use of First Group’s land to provide extra parking. However, as Wessex Water have advised that their work at the sewage station has been postponed until summer 2009, the matter is not quite as urgent. RW continues to pursue.Station Garden; RW informed Councillors that a work schedule for garden maintenance had been organised.