Minutes of the Meeting of Freshford Parish Council

held on Monday March 2nd 2009

Present; Hugh Delap, Chairman

Stuart Campbell, Rowena Wood, Nick Stevens, Mary Stanhope, Mandy Knowles, Claudia Towner, Ray Benfield, Guy Ritchie and Stephanie Jenkins, Clerk.

Neil Butters, District Councillor, joined the meeting later in the evening.

1. Apologies for Absence; there were none.

2. Declarations of Interest; SC as member of Shop Committee (item 7c). It was noted that various other Councillors had made or promised donations to the shop project. NS as a neighbour of the planning applicant for a house in the grounds of Greenacre (item 6)

3. Minutes ; the minutes of the meeting of February 2^nd 2009 were agreed to be an accurate record and were signed by the Chairman.

4. Finance

Payments approved for MARCH

Ian Croker, Street Cleaning, £203.78

Stephanie Jenkins, Clerk’s final quarter salary, £747.50

Memorial Hall Committee, Room Hire, £160

Memorial Hall Committee, donation towards running costs, £1040

Hetreed Ross, Photocopying, £22.20 (this amends and overrides the payment authorised at the January meeting)

Ray Benfield, expenses incurred, £8.62

Clarkson Forge, work on the railings, £2038.37 (inc VAT), subject to an inspection of the works by the Chairman and Clerk.

Receipts

James Long, Masons, added inscription fee, £120

From Reserves, for Shop Project, £5K

B&NES, Street Cleaning Funding, £292.91

The Clerk noted that no money had yet been received from English Heritage as their agreed contribution to the sum spent on the War Memorial, despite RW’s best efforts.

Street Lighting

Photocells; Awaiting quotation.
Demolished Light; the Clerk reported that this matter was still slowly progressing.

Standing Orders (Financial)

Draft copies had been circulated to Councillors in advance of the meeting and the Clerk explained that the new Internal Auditor had asked her to formalise the Parish Council’s financial routines so that they could be made available for public scrutiny.

It was agreed to increase the sum over which the PC would put work out to tender from the suggested £100 to £500. Apart from that change, Councillors agreed unanimously to adopt the Financial Regulations as presented and NS was authorised to publish them on the village website, PC section, Freedom of Information.

Asset Values/ Insurance

The Clerk stated that this was another area in which the new Internal Auditor had suggested a review. The Asset Register needed updating and that would have implications with the Council’s insurance cover due for renewal in June. She and the Chairman had begun by listing Parish Council assets and attempting to place a value on each. Some items, such as the Parish Pump, the Cemetery gates and the War Memorial were particularly difficult to estimate, given the fact that the higher the value placed, the greater the premium increase would be.

After considerable discussion the Clerk was asked to investigate how other local parishes approach this problem and what level of premium they pay. RW is to contact Williams to obtain a valuation for the War Memorial ( she was also asked to make them aware of the crumbling condition of some of the stone used in their recent work on the Memorial and ask for some action on this).

Once a decision is reached about asset values and the level of coverage required, the Clerk would obtain quotations from three insurance companies. The current policy will expire in June.

Expenses

The Clerk reminded Councillors that the end of the financial year was approaching and that anyone who had incurred expenses (backed by invoices) was able to make a claim for repayment. The Chairman stated that he would wish to continue the recently-established practice of claiming a portion of his phone/internet connection as payment for his expenses and Councillors agreed unanimously on a figure of £15 per month. The Clerk to issue a cheque for £165, payment from May 08-March 09.

Precept from B&NES

Notification that the PC’s request had been received and agreed to.

5. Correspondence

Heart of Wessex Rail Partnership, ID cards for “Station Friends”

Email from a resident, unhappy that her name appeared on the internet, via PC Minutes, as having complained about lorries from the Mill site travelling through the centre of the village.This generated considerable discussion, with Councillors generally agreeing that it was necessary to be able to name people making complaints/comments/suggestions to the Parish Council. One view was that perhaps someone contacting the Parish Council could ask not to be named in the Minutes. The Chairman agreed to write a piece on this subject for the Bulletin.

6. Planning MattersDecisions; Freshford Mill -variation on Condition 32 (Provision of Bat house) 08/01778/VAR; Permission Granted.New Applications;

The Old House (09/00202/FUL) change of dormer window to become French window providing access to roof terrace; this had been considered at the February meeting and the following response had been sent.” Comments Only; Freshford Parish Council has considered this application and has consulted with the owners of neighbouring properties. The Parish Council raises no objection to the application but would ask that officers take into account the concerns of the owners of neighbouring properties that their properties will be overlooked from this new roof terrace”.

Greenacre, Warminster Road – erection of dwelling and garage – 09/00397/FUL

RW reported that she had contacted the four surrounding neighbours, the applicant and her agent. None of these wished to address the meeting. As the proposed property would be outside the housing development boundary for the parish and would breach Green Belt guidelines, it was agreed that the Parish Council’s response should be one of objection in principle.

Pre-Planning Notification from Orange; a communications mast on the water tower

RW to reply stating that this has been noted and that the PC will respond formally once a planning application has been lodged.

On-going Items

Parking at The Inn/ internal alterations/outdoor marquee; still under investigation by the Enforcement team.
Tennis Club Lighting; RW had informed officers that ducts had been laid under the courts and this had been part of the application for the lighting, but had still received no response to this comment.
Ranikhet Pond; the Chairman is to contact Cotswold AONB over their lack of involvement in the decision to grant approval. Ongoing.

General Items

Gas Pipe/ Dark Lane; still no reply from Ian Lund.
Signage; see item 10

7. Updatesa. Freshford Mill

Ongoing Matters; RW reported that Nick Jeanes had stated that Tasos Papaloucas or David Horne would contact the PC to arrange a meeting to discuss traffic issues in the area once the properties had been built.

SC had received a report on bats at the Mill, which will appear in the next edition of the Bulletin.

RW stated that she had left a phone message for YRD asking if the mud, a result of the recent snow and rain, could be cleared from Crabtree Lane.

b. Affordable Housing; NS stated that Limpley Stoke Parish Council had approved a proposal to examine the feasibility of a joint scheme with Freshford. Councillor Margaret Field had been nominated to lead for LSPC on the matter and he had been in contact with her. Louise Davidson of ERHA would be setting up a meeting with all interested parties, including officers from B&NES and West Wiltshire.

The Affordable Housing page on the website had been updated to reflect these developments.

c.Community Shop; SC reported that the project is going well, both in terms of build and organisational planning. A new Management Committee, chaired by Peter King, had been set up to take day to day control, alongside FLiSCA, who as the holding company would be concerned with policy matters. SC stated that he felt that there was no longer a need for a direct Parish Council presence on either committee and Councillors agreed that perhaps both Limpley Stoke and Freshford Parish Councils could request to be copied in on Minutes and Agendas. HD to approach Simon Coombe for his views on this.

It was also agreed that MK’s suggestion of an increased level of communication with residents over the progress and development of the shop would be beneficial. HD is to relay this view to the Shop Committee, suggesting the provision of a “Phase Board” detailing the landmarks and expected dates, with possibly an architect’s view of the finished shop.

The suggestion of including a “high tech” printer, capable of producing documents like the Bulletin, on the shop floor had not met with an enthusiastic response, partly because of concerns about available space. GR was asked to contact Peter King with details of what such a machine would be capable of and to suggest including a question about potential usage in the forthcoming survey of residents.

d. Footpaths, Walls and Trees; MS updated Councillors on the various “ongoing” matters; the further repair of Axford’s wall, the proposed felling of a conifer in Sharpstone, the Cotswold Wardens offer to repair the handrail on the steps by the War Memorial and the Midford Lane residents’ request for a change of route for the footpath beside Hayes Cottage. This last resulted from incidents between dog walkers and the landowner’s employee in which the police were involved and the request has gone direct to B&NES.

e. Street Cleaning and Dog Matters; MK reported on her meeting with Kim McGarva, B&NES’ Dog Warden. They had agreed that a fresh approach to the dog fouling hotspots is needed. Kim had suggested contacting Freshford’s PCSOs to notify them of the problem and to ask for their help. They would visit the sites at key times to observe and tackle irresponsible owners and have powers to take things further in terms of fines. They liaise closely with the Dog Warden Team who work unsociable hours and could come out to show a “presence”. Councillors agreed that this might prove effective, but it was felt that a warning in the Bulletin should come before any action.

MK stated that it would also help the situation if more Dog Waste Bins could be installed. B&NES now have funding to provide general-purpose bins, which can be used for dog waste, and are prepared to empty them. Councillors were asked to consider possible locations; Stanley Hill and the Memorial Hall car park were suggested. The Clerk felt it would be a good idea to replace the dog waste bin on the Tyning so that Sonia Followes, who has emptied the bin so reliably for so many years, could be released from this duty. MK was asked to follow this up.RB is to examine options for repairing the waste bin at the top of The Hill.

f. Railways; RW reported that she had not yet received a response to her two requests to First Great Western for their reaction to Network Rail’s favourable view of the possibility of gaining extra car parking space at the station. The Station Manager is currently investigating the best position for four additional cycle stands.

The working parties are keeping the station garden in a tidy state.

RW stated that Wessex Water will be starting work at the Sewage Treatment Plant in mid-March. She had requested detailed information about likely restrictions on parking and traffic movements and will write an article for the Bulletin, alerting residents.

g. Highways; RB reported that the Park Corner improvements have been scheduled by B&NES Highways for the “near future”. SC stated that the repairs to the Mill Bridge railings had been completed, but he was informed that there has since been further damage caused by a lorry trying to negotiate the bend. SC is to follow this up with Highways.RW stated that she had come across highway signs stating that, whatever Satnav instructions had been received, a particular route could not be followed by a large vehicle and RB was asked to pursue the idea of installing these with B&NES’ Tasos Papaloucas. 8. Parish Plan Implementationa.Shared Space; RB reported that B&NES had provided the promised drawing, clarifying their possible sites for the school bus to stop (In the lay-by, or where the post box is ) and a linking footpath to the school. The meeting with residents involved in the Parish Plan “Getting About” section had received positive feedback on the steps so far taken and the PC Highways Group continues to meet regularly. The group is also continuing to monitor the Bradford on Avon “Taming the Traffic” initiative. RB felt that it would also be useful to conduct a review of all road signs and markings in the village so that steps could be taken to reduce clutter. It was suggested that a group like the guides might be interested in taking this project on. CT agreed to enquire.

b.Railing Renovation; HD reported that the first stage of the restoration and repair had been almost completed. He and the Clerk would be inspecting the work before paying the invoice for £2038.37 inc VAT.

c.Getting About; RW had approached the Practice Manager about the possibility of installing bike stands at the Freshford Surgery, but the response had been negative on Health and Safety grounds. Bikes would have to be carried down the steps and that could prove dangerous.

Gordon Edwards had complained to the Parish Council about the overrun time on the gas repair work on Freshford Lane. The estimated three-week closure period had become nearly six weeks, depriving residents in that section of the village of easy access to the 94 bus service. HD is to follow up the matter with ALCA.

RW reported that she has yet to approach B&NES/West Wilts about the introduction of low-level-entry buses on the 94 route.

d..Communications;

HD reminded Councillors that he would need copy for the next edition of the Bulletin by March 6^th for publication on March 11th. The matter of financing the newsletter was discussed at some length; it was felt that including advertisements in the body of the text would not be aesthetically desirable and also might detract from the Parish Magazine’s advertising. Looking for sponsorship for each edition was seen as a possibility, as was including a separate flier sheet of advertising. It was agreed that the Communications Group would investigate the options further.e. Neighbourhood Watch; RB reported that the Police Co-ordinator had agreed to attend the Annual Parish Meeting and give a twenty-minute talk, followed by questions from the floor. Police records indicate that there are apparently four Neighbourhood Watch contacts in Freshford prepared to continue their duties, but it was not possible to release their namesf. Children and Youth Pre-School Plans; Councillors congratulated CT on the award of £3653 from Lottery Funding. With a successful Ofsted inspection and the appointment of a very promising Leader the Pre-School plans are going well! CT reported that they were in the process of registering as a charity with the Charity Commission.

Playground Improvements; installation of the equipment is going to plan, although, at the last moment, it transpired that B&NES had insufficient funds to install everything that had been agreed. Councillors felt that it would be good to have an official opening, perhaps in the Easter holidays.

Use of Brown’s Field; CT reported that she is awaiting feedback from the Youth Club as to what new uses the Scout Hut could be put to. It would also be necessary to try and canvas the views of the older, 15-18 age group. HD stated that restoration of the hut might be more expensive than it had first appeared. GR had provided details of Sport England’s funding strategy for 2009; the first themed round “sporting opportunities for rural communities” had a £10 million pot (min grants of £10K, max £500K). An application would need to be ready by April. NS suggested that all the different sporting groups who use the site might join together to apply for funding which could include the restoration and upgrading of the Scout Hut. The Chairman is to write an article for the Bulletin.g. Natural Environment; GR and HD had met with Candy Harrison to discuss ways of implementing recommendations from the Parish Plan. A Village Ramble was proposed as an initial step. This would be suitable for all ages and would take in areas of interest and also sites which could benefit from community action or support. As well as discovering something about their local environment, residents would become aware of projects to become involved in. GR and HD will further investigate, in conjunction with CH, MS, SC(Village Walks Booklet) and Alan Dodge.

Candy Harrison is also to discuss the revised planting-scheme by the Village Shop with Gitte Dawson.

9. Agenda for the Annual Parish Meeting (Tuesday April 28^th)

This was touched on briefly because of lack of time. HD stated that the evening would start at 8pm with a talk about Neighbourhood Watch by a police representative, in the hopes of reinvigorating the system within the village. After a break, with refreshments, there would be the usual reports from the Clerk (Finance), the Chairman (General PC activities) and some individual Councillors (Freedom of Information Act, Facilities for Children and Young People, Shared Space). Further details will be decided at the April meeting.

10. A.O.B.

Land Registry; it was unanimously agreed that it would be a useful exercise to register the Parish Council-owned cemetery land at the Land Registry for a fee of £30.This would give greater security of title and establish definitive proof of ownership. The Chairman was authorised to collect the deeds from Taunton (taking with him a copy of the Minutes).

Core Waste Strategy Document; Councillors agreed that HD, SC and NS would respond to the consultation document. No immediate issues impinge on Freshford, but a number of long-term decisions need to be monitored.

Parish Cluster Meeting Agenda; items suggested for inclusion on the Agenda were a) Parish Councils’ approaches to Insurance, b) the benefits of 20mph speed restrictions within villages and c) the question of anonymity within documents to be published on the internet.

Signage for Downside Nursery; SC brought to the meeting a copy of a letter written by the proprietors of Downside Nursery to B&NES Highways Department, asking for a (brown) tourist attraction sign advertising the nursery to be placed at the junction with the A36. SC was asked to contact Tasos Papaloucas, pointing out that the letter contained some inaccuracies. The Parish Council had not offered to write, supporting this request, to B&NES Highways (indeed the PC had not committed to unqualified support for the idea). Freshford Parish Council would like to be informed whenever a formal application for a sign is made so that the matter can be discussed at a PC meeting, as happens with all planning applications.

11. Date of next meetings; Monday April 6^th 2009 (ordinary meeting) andTuesday April 28^th at 8pm (Annual Parish Meeting)

Freshford Village Website (PC Minutes 2nd March 2009)