Minutes of the Meeting of Freshford Parish Council

held on Monday May 18th 2009

Present; Hugh Delap, Chairman

Stuart Campbell, Rowena Wood, Nick Stevens, Claudia Towner, John Adler, Guy Ritchie and Stephanie Jenkins, Clerk.

1. Election of Chairman and Vice-Chairman. Co-option of new Councillor

The Clerk took over the chair and Hugh Delap was unanimously re-elected as Chairman for a further year. Stuart Campbell having announced his resignation as Vice-Chairman, Nick Stevens was nominated for the office and was elected, unanimously. The Chairman then welcomed John Adler, co-opted to fill the Councillor vacancy left by Ray Benfield’s resignation.

Councillors’ Duties; the Chairman had prepared a new list of Councillors’ duties which was distributed and is filed with these minutes The Clerk was asked to put the new list onto the notice boards.Councillors’ Register of Interests; the Clerk asked Councillors if there were any additions to these and noted that a number of Councillors had made donations to the Galleries Shop project. She was asked to check with Electoral Services whether this would mean completing new forms.

2. Apologies for Absence; received from Mary Stanhope, Mandy Knowles and Neil Butters

3. Declarations of Interest; SC as member of Shop Committee (item 9c). 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 8)

4. Minutes ; the minutes of the meeting of April 6th 2009 were agreed to be an accurate record and were signed by the Chairman.

5. Annual Review of Standing Orders, Risk Assessment and PC Aims and Objectives.Financial Standing Orders; these were reviewed and agreed and the Clerk’s position as Responsible Financial Officer reaffirmed.

Risk Assessment Statement; Councillors reviewed this document and it was agreed that the photographing of the burial book, to provide an additional record, should be done in the near future. It was also agreed to add the War Memorial to the statement. The Chairman and Clerk had inspected the safety aspects of the cemetery as required.

Parish Council Aims and Objectives; NS had provided Councillors, in advance of the meeting, with an overview of PC activities, grouped under five key headings. These were discussed and adjustments suggested. NS to circulate the revised document to Councillors with the aim of adopting the Aims and Objectives at the June meeting. 6 Finance

Retrospective Payments approved

SEC, Supply and Installation of column lantern, £703.92

SEC, connection charges for column lantern, £453.09

Payments needing to be made in MAY approved

Ian Croker, Street Cleaning, £203.78, also June payment, due before next meeting, likely to be slightly higher to include annual cost of living increase.

Countrywide Grounds Maintenance (April and May), £316.25

Stephanie Jenkins, Annual Parish Meeting expenses, £38.13.

Candy Harrison, display boards for Annual Parish Meeting, £10

Receipts

English Heritage (received late March), grant for War Memorial repairs, £720

B&NES, Street Cleaning Funding for May, £313.59,

HSBC, payment of Insurance claim re demolished street light, £988.40

Friends of Freshford, donation for railing renovation, £1000

Bridget Baker, further sum raised for railing renovation, £488.50

James Long Masons, memorial stone, £120

Street Lighting

Photocells; The Clerk reported that SEC had given her a price for these of £65.20 per unit, which included fitting. She had asked them to proceed with putting the 13 lamps agreed last year onto the part-night burn system.
Demolished Light; SEC had agreed to install the replacement lamp on May 18^th.

Annual Insurance

The Clerk had received three quotations for the Annual Insurance premium;

Allianz at £1336 ,Zurich £872 and Came & Co £737. After reviewing the relative levels of cover, it was agreed unanimously to accept the lowest figure.

Grass Cutting

The Clerk reported that the work done so far by Countrywide Grounds Maintenance had not been up to the standard expected. She and the Chairman intended to meet with the Regional Manager, Stuart Jones, to discuss the problem areas. Until these had been resolved, she was not proposing to send him the cheque raised for the first two months of the contract.

7. Correspondence

B&NES Electoral Services; permission to co-opt to fill the current vacancy on the Parish Council.

Bath Preservation Trust; Newsletter

Open Spaces Society; request for funding.

English Heritage; notification of an application to assess the War Memorial for “listing”.

Clerks and Councils Direct; Newsletter.

ALCA; Newsletter, legal briefings, notice of AGM and of the NALC AGM, Minutes of previous meeting.

B&NES Leisure; invitation to take part in Bath in Bloom.

David Thurlow, complaint about the manner in which the planning application for a new dwelling in the garden of Rosemary House was dealt with at the Parish Council’s April meeting. This had been replied to and the reply copied to B&NES Planners who had placed it on the planning website.

8. Planning Matters

Decisions

Rosemary House, Church Lane (09/00898/FUL) erection of dwelling and garage to land adjoining, following demolition of existing pavilion; REFUSED under delegated powers. SC pointed out that, under planning rules, if the Parish Council and the Planning Officer disagree over an application, the application would go to committee. He warned Councillors that making a “comment only” response to an application could weaken this process. It was agreed that SC and RW would prepare a simple planning guide for Councillors, clarifying background and system.2 Jubilee Cottages, Ashe’s Lane (09/00767/FUL) provision of vehicle hardstanding;

PERMITTED under delegated powers.

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

New Applications

No new applications

On-going Items

Freshford Mill ( 09/00772/VAR) variation of condition 13 from application 05/02563/ FUL; decision pending.

Fairlawn, Park Corner (09/01056/FUL) erection of single storey porch to replace existing; decision pending.

Walnut Grove (09/ 00625/FUL) erection of single storey side extension, detached two storey double garage/office and extension to first floor front balcony; decision pending.

Parking at The Inn/ internal alterations/car park; action by B&NES enforcement team still ongoing.

General Items

B&NES Scheme of Delegation; SC reported that the decision had been made, by B&NES Planning Committee, to remain with the status quo.

SSSI Sites; SC still to investigate.

War Memorial; RW reported that Williams, contractors for the repairs and restoration, had re-repaired the frost-damaged stone. The War Memorials Trust had applied to English Heritage for the memorial to be listed.

9. Updatesa. Freshford Mill

Ongoing Matters; RW reported that, after an incident of fly-tipping of asbestos waste at the site entrance, YRD were liaising with B&NES for its removal.

b. Affordable Housing; NS stated that, before the public meeting to be held on June 3^rd, Freshford Councillors involved (HD/NS) would meet their Limpley Stoke counterparts (Simon Combe and Margaret Field) to finalise the programme.

c.Community Shop; SC reported that the manager had been appointed and that FLiSCA had invited the two Parish Councils to provide trustees for the board. It was agreed that HD and NS should investigate the liabilities and benefits of such a move and consult the Limpley Stoke Chairman.d. Footpaths, Walls and Trees; MS reported on a number of on-going matters. The broken handrail opposite the war memorial had been replaced with a much sturdier version, but by B&NES and not the Cotswold Wardens who had been lined up for the job. To avoid any hard feelings, SC agreed to ask if the Wardens might consider replacing/ adding some revetment boards to the left-hand Tyning footpath. The missing traffic signs on Ashe’s lane and Church Lane are to be replaced. The Fingerpost renovation programme had begun, with the post at the junction of Iford Lane and Staples Hill, but there are still six remaining. MS to continue to monitor the situation.

Street Cleaning and Dog Matters;

The Pound; MK had reported that she had been able to begin clearing the site so that it would be possible to get a clearer idea of its potential. She hoped to sketch ideas out and bring them to the next meeting. Councillors expressed thanks for all her efforts.

Groundsman’s Equipment; MK’s report stated that, whilst the strimmer was repaired, Ian Croker had been dealing with weed removal and drain clearance on the main access routes. Leigh Park Machinery had stated that the strimmer would not last much longer and Councillors agreed that she should investigate a replacement model.

Dog fouling; arrangements for the provision of two bins by B&NES were underway and MK would be meeting a member of the Waste Team to finalise matters.

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.

Gordon Edwards is to provide copies of the new timetable for distribution.

Andy Strong of B&NES had informed RW that he would be discussing funding for an extension to the car park with First Group. He also stated that B&NES Capital Funding Programme had recommended a new shelter on the Bath platform. The current shelter leaks and is too small.

g. Highways; Ray Benfield had provided Councillors with a summary of the aims and activities of the Highways Group, set up to pursue concerns which emerged from the Parish Plan, (Ray Benfield, Claudia Towner, Philip Challinor, Graham Jenkinson, Phil Affleck and Hugh Delap). Their project, “Freshford; Safe Integration of People and Vehicles” involves close co-operation with the school and B&NES Highways Department as well as with interested residents.

SC reported on the particular problems experienced by Rosemary Lane residents, likely to worsen dramatically with the completion of the Freshford Mill project. Councillors agreed that, whilst the Parish Council needed to view the village’s traffic problems holistically, the Rosemary Lane issue should be kept at the forefront of the PC’s agenda with B&NES’ Highways Department. A traffic survey, using wires across the road was suggested as a preliminary step. Using the Highways Group findings, NS is to compile a list of the problems to present to B&NES with a request for action

SC reported that he had asked the school and the shop to try to ensure that deliveries were made outside the key school traffic times.

HD reported on developments in the HGV/ Satnav situation. Freshford’s problems had gained widespread publicity when resident of Ashe’s Lane, Alan Cunningham, MP, Don Foster and Ward Councillor, Neil Butters, appeared on local TV news. HD thanked Neil Butters for his work in tracking down signs used by local authorities in other parts of the country to indicate to drivers of heavy vehicles that the road ahead is not suitable. Highways suggested one-way system for Ashe’s Lane was discussed and was not felt to provide a solution. HD to respond.

HD reported that the worst of the potholes, complained about at the Annual Parish Meeting, had been repaired, but that many, smaller, holes still remained.

10. Parish Plan Implementationsa. Shared Space; see comments under 9g, relevant to the Highways Group..b. Railing Renovation; HD reported that additional funds had been received from both Bridget Baker and the Friends of Freshford. This would make it possible to complete the planned works, including a new stretch opposite The Inn. Councillors expressed their gratitude to both donors. c. Getting About; RW reported that an unannounced inspection audit on the 95 route had found 9 passengers on the bus. Wiltshire had agreed to keep the service running for another year. The timing might change in July.

She had yet to follow up the matter of low-level-entry buses on the 94 route.

d. Communications;

Notice boards; NS reported that progress had been slower than anticipated and that, because each board would need to be a different size, the costs might exceed the original estimate. He would shortly be meeting the maker, Richard Smith, to finalise arrangements. The work would have to be finished by September to qualify for the grant from the Quartet Foundation. SC reported that he had obtained permission from the owner of the wall, for the re-siting of the Sharpstone board, clear of the parked cars.

Bulletin Funding; GR reported that future issues, with an increased print run of 350 copies, would cost about £175 (50p per copy). The PC’s intention was to distribute a copy, free, to every household within the parish and to those just outside who had expressed interest in receiving one. He had approached a number of local businesses with a view to obtaining sponsorship through advertising; £195 for a full page, £100 for a half page and £55 for a quarter. A sponsor taking a whole page advertisement would be named as “Edition Sponsor”. The advertisements would also feature on the website.

e.Police and Neighbourhood Watch; there has still been no contact from the four people who are said to appear on the Police data base as Neighbourhood Watch co-ordinators. Councillors felt that the police claim that these names could not be revealed because of confidentiality was unreasonable and MK was asked to contact Trevor Wilmot to pass on this view and request identification of the individuals concerned.f. Children and Youth

Pre-School Plans; CT brought Councillors up to date with developments, which are all proceeding very satisfactorily. The Open Evening had been well-attended and the successful visit by the Ofsted Inspector meant that the registration certificate had been issued. Formal applications for places are being received.

Plans for a work party from the Probation Service to repaint the toilets and play equipment at the Hall are underway.

Use of Brown’s Field; discussion, at the Annual Parish Meeting, of the possibility of bidding for grant money to build new facilities had indicated that the general feeling was not strongly enough in favour of the idea to generate the momentum needed to put together a bid for funding from Sport England by the end of June. The two points made against the idea were; the need to take on the running costs of the facilities once built and the possibility of funding being diverted from the facilities at the Memorial Hall, a proven valuable village amenity, itself in need of refurbishment and improvement. It was agreed not to proceed further with a bid, but to consider ways in which the existing Scout Hut at Brown’s Field might be upgraded to provide better facilities for Youth Groups.

g. Natural Environment

Village Ramble; GR and Candy Harrison had been involved in planning, with the help of Alan Dodge, a walk that would start on a Sunday morning at about 11.30am, would last for a maximum of 90 minutes, taking in views, features of the local and natural environment and would end with a picnic at the Village Hall (Candy to investigate possible use of the Hall for the picnic in case of rain). Alan Dodge would lead the walk and there would be a “Scavenger Hunt” (find an oak leaf etc) for children.Beating the Bounds; GR and Candy Harrison had also investigated the traditional ceremony, held at the end of Rogation tide (usually falling in early May) with a view to reviving it in Freshford in 2010. Councillors agreed that it could provide the focus for an enjoyable community event and GR was asked to investigate further. 11. A.O.B.Summer Fete; this is to take place on June 13^th and it was agreed that the Parish Council should run its usual stall with competitions and sweet prizes. A number of Councillors indicated that they would not be available on that date. HD is to organise a timetable of volunteers to man the stall.Bulletin; HD told Councillors that the deadline for Bulletin contributions would be June 24^th, with the aim of circulating the publication at the end of June. 12.Date of next meeting; MONDAY JUNE 22ND

Freshford Village Website (PC Minutes 18th May 2009)