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Minutes of the Meeting of Freshford Parish Council

held on Monday April 4th 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.

Also present, Neil Butters, District Councillor and two members of the public

 

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 a planning applicant. CT as a planning applicant (both item 6)

 

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

 4. Finance

Retrospective Payments approved

SEC Contracting, Final quarter, Routine Maint., £177.49

Stephanie Jenkins, Clerk’s expenses, Sept-March, £80.20

Stuart Campbell, Expenses, £49.36

Hugh Delap, Bulletin printing costs, £134.81

Payments needing to be made in APRIL-approved

Ian Croker, Street Cleaning, £203.78

Ray Benfield, expenses £20.63

B&NES, Cemetery Rate, £72.15

ALCA, Annual Membership. £112.15

Wessex Water, Annual Rate, £116

Galleries Shop, grant of £5000 from reserves (previously approved 16/06/08)

Stuart Campbell, copy of PPS3 Housing from The Stationery Office, £18.75

S. Electric, supply Jan-March, £347.02

Receipts

James Long, Masons, additional inscription, £60

B&NES, Street Cleaning Funding for April, £292.91, also, retrospectively, minuting payments received for street cleaning in January £292.91 and March £292.91.

CS Bowyer, Interment of ashes, £270

CS Bowyer, Interment and purchase of plot, £315

B&NES, half precept, £6427.50

James Long, Masons, headstone fee, £120

Street Lighting

Installation of complex Photocells enabling a “part-night” lighting service; ongoingDemolished Light; the Clerk told Councillors that she was hopeful of obtaining a cheque from HSBC Car Insurance in the near future. She would then ask SEC to proceed with the installation of the replacement light. 

Asset Values/ Insurance

The Clerk was authorised to send out the revised asset valuations to three companies, asking for insurance quotations for June 09-10. Depending on the premiums quoted, it might then be necessary to readjust the valuations, or the level of cover required. Before this is done, RW to obtain a figure for the rebuild of the War Memorial.

Audit Arrangements

The Clerk told Councillors that Mazars had contacted her with details of the audit arrangements. As previously warned, the Annual Return must be approved by the PC and the Internal Auditor by June 30th (a month earlier than last year).

  5. Correspondence

Open Space Society, magazine and membership renewal notice.

Allotments Regeneration Initiative, newsletter.

Orange Communications, acknowledgement of receipt of PC’s letter concerning proposed transmitter on water tower.

B&NES, Council News.

CPRE, Countryside Voice magazine and Fieldwork newsletter.

Peter Duppa Miller, email, copies of the Combe Hay PC Planning Application Checklist and their Asset register.

Penny Murray, expressing concerns about parking on Fish and Chip nights.

Information Commissioner’s Office, instructional DVD on the Freedom of Information Act.

B&NES Environmental Services, advance notification of changes to the Waste Collection services starting in June.

B&NES Leisure Services, fliers promoting free swimming for the over sixties

B&NES Parks, posters for the Spring Flower Show.

ALCA, newsletter and current legal briefings.          

 6. Planning Matters

Decisions

The Old House (09/00202/FUL) change of dormer window to become French window providing access to roof terrace; LBA permission granted, but planning permission REFUSED on grounds of overlooking neighbouring property.

New Applications

Rosemary House, Church Lane (09/00898/FUL) erection of dwelling and garage to land adjoining, following demolition of existing pavilion; NS, member of the Planning Sub-Committee, left the meeting during the discussion of this application and had not been party to any email discussion prior to the meeting.

Nick Adams (applicant) and his architect, David Thurlow, had asked to address the meeting and were given three minutes to present the case for the development being a “special circumstance, which would not harm the green belt” and asking for the Parish Council’s support in bringing the application to the Planning Committee. Councillors then discussed the application against the background of the planning guidelines involved: the site is outside the Housing Development Boundary for the Parish and within the Green Belt. The footprint of the proposed building and its volume would be considerably larger than that of the existing garden pavilion, which it would replace. RW made the point that the pavilion was itself a replacement for a previous stable and that allowing the pavilion to become a house would set a precedent for other, future, applications. Nor did the application accord with the guidelines laid down in the Local Plan  (policies GB1, and HG 14 and 15 as they relate to GB1).

After considerable discussion, the Chairman put the three options available under the planning system to Councillors for a vote. There were no votes supporting the application, four wishing to comment on it and four objecting to it. The Chairman’s casting vote meant that a response to OBJECT to the application was the final  Council’s decision.2 Jubilee Cottages, Ashe’s Lane (09/00767/FUL) provision of vehicle hardstanding;

RW told Councillors that this application followed an identical application approved five years previously, which had not been implemented within the time frame. The adjoining neighbour had raised no objection. Councillors agreed to SUPPORT the application.

Freshford Mill ( 09/00772/VAR) variation of condition 13 from application 05/02563/FUL; RW explained that the change of condition would prevent delay to the project by allowing work to proceed in those parts of the site where decontamination and remediation had been completed, rather than the developers having to wait for all to be completed before beginning any building work. The application had been made following consultation between the developers, planning officers and the Environment Agency. Councillors agreed to SUPPORT the application.

Fairlawn, Park Corner (09/01056/FUL) erection of single storey porch to replace existing; as one of the named applicants, CT left the meeting whilst this application was discussed, having not been party to any email discussion on the application prior to the meeting. RW stated that there had not been time to consult with neighbours, but that she would do so before submitting any response. Councillors agreed, unanimously, to SUPPORT the application.

Walnut Grove (09/ 00625/FUL) erection of single storey side extension, detached two storey double garage/office and extension to first floor front balcony; the property is in Hinton Parish and, because the cut-off date for responses preceded this meeting, a “comments only” response had been circulated to Councillors and submitted. Its conclusion read; “Freshford Parish Council would defer to the planning officer’s judgement with regard to the volume calculations to determine whether the proposals are within planning guidelines. The proposed detached two storey garage and office building should be considered as new-build in the Green Belt.”

On-going Items

·        Greenacre, Warminster Road – erection of dwelling and garage – 09/00397/FUL; still under consideration

·        Pre-Planning Notification from Orange; a communications mast on the water tower; RW reported that Limpley Stoke PC had replied to Orange, objecting to the proposal.

General Items

This application for a porch extension and a small rear extension had been sent through for information. No comment was made.

   7. Updatesa. Freshford Mill

Ongoing Matters; RW reported that RB has taken the idea of a request for a meeting with Highways about Rosemary Lane traffic issues to the Shared Space group.

 YRD had cleared the mud from the lane outside the site and also cut back sight lines to the site entrance. They had also erected signage at the junctions of the A36 with lanes to the village, stating that there is no access to the Mill site for construction traffic. The lane outside the site will be closed sometime between April 20th and June 19th for the connection of the water main.

b. Affordable Housing; NS stated that a meeting between all interested parties had taken place, the PC having been represented by HD, MK and NS. Margaret Field represented Limpley Stoke PC. Louise Davidson (ERHA), Carol Southall of Community First, the Rural Housing Enabler in Wiltshire and officers from B&NES were also present. Two actions were decided on; to conduct a new Needs Survey with the form going to all households in the two parishes and to be distributed/made available to those who have a tangible interest in the parishes (This would include, for example, parents of children at Freshford School); to hold a public meeting, jointly hosted by Freshford and Limpley Stoke’s Parish Councils. This would be held in early June, addressed by Carol Southall  and would act as precursor to the survey. The meeting to be publicised at the Annual Parish Meeting, April 28th.

c.Community Shop; SC reported that FLiSCA’s application for charitable status had been successful. The building work continues on time and it is hoped to appoint a manager shortly.

d.Footpaths, Walls and Trees; MS updated Councillors on the various “ongoing” matters; the further repair of Axford’s wall, applications for work on trees and complaints about fly tipping on the land opposite the War Memorial. B&NES had circulated a Draft Public Path Order, dealing mainly with the legality of diversion orders. M S stated that, after making enquiries, both she and SC felt able to recommend Parish Council support for the new proposals. She had also asked for details of the proposed new disability access to Public Rights of Way. In future B&NES will replace any stile needing replacement with kissing gates or Bristol gates.

e. Street Cleaning and Dog Matters; MK stated that she intended to make an annual inventory of Ian Croker’s equipment with a view to replacing items where necessary. Councillors gave their permission for the purchase of a new strimmer if she felt that this was needed and recorded their thanks to Ian Croker for his work.

Councillors also thanked RB for his prompt and efficient repair to the waste bin on the High Street.

The Pound; Councillors recognised that decisions about the future of the Pound and its maintenance had slipped from the agenda. It was agreed that it should be an agenda item at the May meeting.

The problem of the nuisance caused by a barking dog in the centre of the village appears to have reached an impasse. Before any action can be taken, a log must be kept by the complainants and a formal complaint made. At the moment, the residents in question are not willing to do this.

Dog fouling; MK is waiting for feedback from B&NES about choice and siting of bins and arrangements for the emptying. She stated that the PC might be liable for the installation costs, but that the bins would be provided and emptied without charge.

The plan to request a PCSO presence at key times in badly affected areas is ongoing.

f. Railways; RW stated that she was still actively pursuing the matters of additional cycle stands, lighting timings and the disappearance of the Freshford information boards with Pete Jobson, Station manager.

Wessex Water had taken over part of the car park for access during their work on the sewage plant.

The Friends of Freshford had generously donated £200 for further planting at the station garden, which is being kept in good heart by the working parties.

First Group have stated that funding for an extension to the car park may be available if access issues are also addressed. With this in mind, NB is investigating the possibility of a contribution from B&NES and GR is looking at general funding opportunities for disability access.

g. Highways;

Problems with heavy vehicles; RB stated that this had been a high-profile issue, partly due to the work underway at both the Freshford Mill site and the Galleries Shop, necessitating deliveries of materials and plant. YRD had responded by placing temporary signs on the A36 advising drivers that their site should not be approached from this direction. Their suppliers and those of the shop project have also been warned of the difficulties of access through the smaller lanes in the village. The PC had received complaints and photographs of one such incident from a resident on Ashe’s Lane. NB proposed setting up a site-meeting on Ashe’s Lane with local MP, Don Foster, to generate publicity.  Councillors agreed to this. SC was asked to liase with the Shop Committee to ask that deliveries be made outside the key school-run times. The problem still remains of drivers relying on GPS instructions and this is a much wider issue. RB reported that he had been in contact with officers from B&NES, Somerset CC, the SW Regional Freight Forum and the DfT, all of whom are aware of the issue and who are struggling to reach some kind of solution through the GPS marketing companies. As yet there is no clear way forward.

Separately, the Shared Space Group have been investigating the possibilities of modifying the entrance to Rosemary Lane so that vehicles do not view it as a through route. This is ongoing.20mph limit through village; RB reported that the Shared Space Group had been examining the extent and effectiveness of the current limit, given the anomalies with the existing 30mph and derestricted areas. Councillors felt that the 20mph area should be extended from the cemetery up past the Memorial Hall, because of the expected increase in pedestrian use when the shop opens. GR stated that he felt this extension should be taken further, up to Park Corner. Currently, the approach to the village down Abbey Lane permits 60mph, clearly a dangerous situation, given the new “Walk to School” initiative. Councillors asked the Highways Committee to pursue these matters with B&NES Highways Department.Sharpstone Parking; Councillors agreed to the proposal that a small sign, similar to that already in place at the far end of Sharpstone, be positioned to prevent parking in front of The Hemitage entrance.Signage Survey; after an initial overview of signage in the village by the Highways Group, a full survey is to be taken by the Freshford Guides.8 Parish Plan Implementations

a.Shared Space; RB stated that the options for parking the school bus were still being negotiated. The school had expressed a preference for the lay-by, but the next step is to request detailed drawings of both options from B&NES so that the implications of changes to road width and pavement can be more fully understood.

The Highways Group had attended workshops set up by the Priority for People initiative (Bradford on Avon) so that the PC can be aware, in advance, of any proposals which might affect the parish.

RB stated that Phil Affleck had accepted an invitation to join the Highways Group.

The Chairman thanked Ray Benfield for this, his final, report and Councillors joined him in showing their appreciation for Ray’s quiet but very effective presence which has been instrumental in so many parish council activities. His retirement will leave a big gap to be filled.

As there had been no request for an election, Electoral Services had asked the Parish Council to co-opt a new councillor as soon as possible. Councillors asked the Chairman to contact John Adler, one of the candidates at the last election to see if he would be prepared to serve as a co-opted Councillor.

b.Getting About; RW reported that the 95 route was still running and that she had yet to follow up the matter of low-level-entry buses on the 94 route.

c..Communications;  NS reported that the grant for Notice boards awarded via the Friends of Freshford was in place and had to be spent within six months. He asked Councillors’ permission to get the boards made and installed. Councillors agreed to this and expressed a preference for strengthened glass over polycarbonate. SC to ask permission of the wall owner for the Sharpstone board to be re-sited.

Bulletin Funding; GR stated that the Communications group is looking to raise funds by asking larger businesses in the area to take on sole sponsorship of a single edition. He had met with the general manager of Homewood Park who had agreed to consider the matter.

Multi-Purpose Printer; despite the fact that the shop committee have said that there would be no space within the shop premises, GR and NS feel that the project is worth pursuing. They will be doing further research into the financial aspects and into possible sites other than the shop.d.Police and Neighbourhood Watch; RB stated that Trevor Wilmot had agreed to attend the Annual Parish Meeting and speak on the Neighbourhood Watch Scheme. He will also arrange for the local beat officer or the PCSOs to be in attendance. The Clerk was asked to contact him before the meeting to make sure that all times and arrangements are clear.

RB also stated that the police are interested in the Community Speedwatch if villages are concerned about the speed of passing traffic and are prepared to give time to the scheme for training and implementation.

e. Children and Youth

  Pre-School Plans; CT reported that a Deputy Leader had also been appointed and that an application for Charitable Status was still pending. An Open Evening would be held on April 29th.

Playground Improvements; CT reported that these were nearly complete and were proving popular with a great range of ages. Councillors recorded their thanks to her for all the hard work involved in seeing this project through to a conclusion. Some views, critical of the organisational skills and use of resources which became apparent as the project progressed, were expressed by Councillors. What was eventually provided was not what had been discussed at such length with B&NES and their designers and agreed with the Village Hall Committee and the PC representatives. CT and NS were asked to include mention of these concerns in a response of thanks to B&NES.

Use of Brown’s Field; GR reported renovation costs for the Scout Hut quoted at approx. £30K. He felt that, given a figure as high as that, it might be wise to consider constructing a new building of appropriate design/ environmentally sound materials, housing new changing rooms, showers, a dining room/games room, kitchen and storage for sports equipment. The Sports England Rural Communities Fund begins accepting applications shortly and Stage One applications must be in by June 30th. Funding guidelines state that they wish to support substantial schemes rather than small bids (maximum award around £500K). Freshford would need to demonstrate widespread enthusiasm across a wide cross-section of the community, with a specific sport focus. Councillors agreed that it would be a pity to miss out on this specific funding for rural communities. A first step would be to ascertain from Ken Birleson and Alan Gwynn if any covenants restricting such a development on the land are in place and then, if the plan seemed feasible, to generate ideas and enthusiasm from the community, starting at the Annual Parish Meeting.

g. Natural Environment; GR’s proposal of a Village Ramble later in the summer was accepted by Councillors as an event which could provide a focus for environmental projects within the community. He was asked to progress the matter through a meeting with interested representatives from the PC and the community. It was agreed that Candy Harrison, as author of the Village Plan Natural Environment section, be asked to plan a route.

 

9.  Annual Parish Meeting (Tuesday April 28th)

The Agenda order was agreed and the Clerk authorised to provide photocopied Minutes from 2008, Financial Statements and Agendas, also refreshments for the break. She was also asked to arrange with Candy Harrison to provide publicity boards. 10. A.O.B.

Response to the West of England Unitary Authorities’ consultation document on waste planning issues; Councillors thanked the Chairman for his response to this.

Public Realm and Movement: Strategy for Bath City Centre; the Chairman alerted Councillors to the fact that, whilst this document would appear to deal only with the city of Bath, two paragraphs indicated that the prospect of an A36/A46 link was still under consideration as a means of reducing traffic flows through Bath. He stated that the PC was in contact with the other PCs within the Limpley Stoke valley with a view to agreeing how to counter the possible re-emergence of a threat that appeared to have been removed at the time of the Public Enquiry prior to the building of the Batheaston by-pass.

Parking Problems caused by the Fish and Chip van; the Clerk told Councillors that a letter had been received from a resident on Freshford Lane raising the matter of inconsiderate parking (and also rudeness of drivers) by people wishing to use the recently established service. Councillors agreed that the site, whilst at the centre of the village, presented difficulties with parking. The Chairman agreed to take the matter up with Richard Blamey, suggesting that the Memorial Hall Car Park might be a more suitable site. 11.Date of next meeting;

Monday May 18th. NB this meeting is the Parish Council’s AGM.

 
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