Minutes of the Meeting of Freshford Parish Council
held on Monday September 7th 2009Present; Hugh Delap, Chairman
Stuart Campbell, Rowena Wood, Nick Stevens, Claudia Towner, John Adler, Guy Ritchie, Mary Stanhope, Mandy Knowles and Stephanie Jenkins, Clerk.1. Apologies for Absence; none received
2. Declarations of Interest; no new declarations were made.
3. Minutes ; the minutes of the meeting of June 20th 2009 were agreed to be an accurate record and were signed by the Chairman. After a query from Alan Cunningham as to why the minutes from the July meeting were not yet available on the website (the absence of an August meeting meant that they had not been ratified by Councillors and so had not been posted by the Clerk), there was discussion about the possibility of regularly publishing minutes before the following meeting. Although she felt that the delay, particularly over the August period, was an anomaly, the Clerk was unhappy at the idea of publishing unratified minutes. However, The Local Government Act 1972 states that ratification can only take place at a full meeting. Eventually it was decided that the minutes, having been viewed and accepted or amended by Councillors, might be placed on the website between meetings, but with a clear caveat stating that they had not yet been officially ratified by signature.
4 Finance
Retrospective payment approved
Ian Croker, Street Cleaning (missed listing one back in early July), £210.97
Payments needing to be made in SEPTEMBER approved
Ian Croker, Street Cleaning, £210.97
Hugh Delap, expenses from the joint parishes Affordable Housing Public Meeting, £28.96
Stephanie Jenkins, Clerk’s second quarter salary, £750.
Andy Pickard, deposit for new notice boards, £100 (details will be discussed under Agenda item 8)
Receipts
B&NES Street Cleaning Funding (Aug)£303.49 VAT repaid, £1029.08Guy Ritchie, profits from Parish Walk, £25.04Currently awaiting £158.20 from Bath Stone Mines and £8 from L Stoke PCStreet Lighting; the Clerk reported that she had met with Steve Paye and Ian Tidbury from SEC and looked at the possibility of lighting the cemetery/ rear of Glebe footpath with bollard lights. They confirmed that there would be no obvious difficulties in wiring up the system, but that they would need to get permission from Somer Housing as landowners. They could also supply the bollards from stock which would be a cheaper option than buying similar from DW Windsor. A quote for the job is awaited.
Grass Cutting; the Clerk reported that James Lock had taken over the contract from August 11th. He had agreed to the figure of £750, to cover seven grass cuts and the Autumn prune/tidy up in the cemetery, which would bring him to the end of the cutting season. Councillors agreed that the Tyning and the Cemetery were almost back to the “Dewing Standard” after only two visits by James and the Clerk had already had favourable comments from residents.
Bank Reconciliation, April-June; the Clerk and Chairman had completed this and it was circulated for Councillors to view.
Audit Correction; the Clerk reported that the Auditor had contacted her to request a correction to the Statement of Accounts. The transfer of £5000 between the reserve and the current account should not have been shown. The Chairman and Clerk had altered the necessary figure, signed the document and returned it to Mazars. The Clerk felt that this accounting error should have been corrected by the Internal Auditor, prior to Audit.
5. Correspondence
Wiltshire Council, Core Strategy Development Plan Document advice.
Somer Housing, Newsletter .
West of England Partnership, Progress report on Joint Local Transport Plan.
Cotswold Conservation Board, Annual Review, nominations for Parish Member and ballot papers.
B&NES Revenue & Benefits, details of help with Business Rates Bills (the PC is already part of their “Small Business Rates Relief” scheme and have had its bill reduced as of about eight years ago so this does not provide further benefit.
Barclays Bank, details of changes to the terms of our Community Account to line up with new EU and UK payment services regulations
Community First, copy of the report of the findings and recommendations of the recent Limpley Stoke and Freshford Parish Housing Needs Survey.
B&NES Electoral Services, monthly update of Electoral Register.
First Great Western, invitations to Hugh Delap and Rowena Wood to attend a Community Rail Conference in Dorchester.
CPRE, Fieldwork Newsletter
Post Office, formal notification that service can be re-located up to the Galleries Shop as from September 8th.
Glasdon (providers of street furniture) Newsletter and mini-catalogue.
Email from Mike Mapstone; Somerset Automobile Club signs at Freshford.
Clerks and Councils Direct; newsletter.
ALCA, Newsletter, legal briefings, training events, Minutes, “rules” for the B&NES Group.
Quality Bus Shelters, catalogue.
6. Planning MattersDecisions
Ranikhet Farm (09/02302/FUL), two-storey extension; PERMITTED with conditions. In response to a Parish Council query, the Planning Officer stated that the base line for the increase in volume has been set from when a new residence is occupied after change of use has been granted.
New Applications
Shop Signage, Freshford Lane (09/02518/AR); the Parish Council had supported this application and it was noted that the sign was already in place, although the decision was officially “still pending”.
Sharpstone House, (09/02697/CA and 09/02630/FUL); change of use of existing store/summerhouse into ancillary accommodation and alterations to damaged boundary wall. RW told Councillors that, following site visits and consultations with neighbours, the planning sub-committee’s response to both sections of the application had been “Objection in principle”. However, the applicant had advised her that he had prepared a new set of drawings with a revised proposal and layout for the boundary area and she is to check with the Planning Officers that these details will be submitted to the Parish Council for comment. Councillors were concerned that, with permission having previously been granted for the existing garage to become ancillary accommodation for the house, a further permission for the summerhouse/store to have a similar change of use could mean that two outbuildings within the curtilege might be used as ancillary accommodation. RW was asked to check with Planning Officers whether the first permission could legally be cancelled, if the second was granted. A further concern was voiced by JA; new proposals coming into effect from October 1st would allow lapsed planning consents to be re-activated. RW to ask for clarification of this point, also. SC felt that it was important that the Parish Council establish, via the Land Registry, boundaries and ownership of the land alongside the Village Green. He is to liaise with the Clerk over this.
On-going Items
Bristol Airport expansion scheme (09/02339/CONSLT); the application to be considered by the Development Control Committee on September 9th at the Guildhall, 2pm.
Greenacre, Warminster Road (09/00060/RF) appeal; ongoing.
Parking at The Inn/ internal alterations/car park; John Dando, of B&NES enforcement team had stated that the Planning Contravention notice regarding the car park would be served shortly. The enforcement report on the internal alterations was still with the Historic and Environment Team leader.
General Items
Solar Panels; Philip Challinor had approached the Parish Council with the suggestion that there should be a village policy for the installation of panels, so that visual intrusion into the roofscapes of Freshford could be minimised, whilst encouraging the use of green energy. It was decided that the first step in implementing such an idea was to ascertain the latest planning rules, which are in the process of changing. SC to contact B&NES Planning Department to obtain the rules as they apply to listed buildings, buildings within the conservation area and buildings with neither of those constraints. HD is to check the Bath Preservation Trust’s approach to the issue. NS to contact Philip Challinor to ask if he would provide some basic guidelines, possibly in the form of an article, which could be published in the forthcoming Bulletin.Guide to Councillors on background and system for Planning Applications; SC reported that he was preparing an article on Planning Policy for the Bulletin which could form the basis for a more comprehensive guide.
War Memorial; RW reported that she was still awaiting formal notification of listing.
The Planning Obligations Supplementary Planning Document ; RW reported that this had been adopted by B&NES in July and would come into effect for all applications registered on or after July 9th.
7. Updatesa. Freshford MillOngoing Matters; RW reported on a number of ongoing matters; problems with large vehicles, even fire engines, unsuccessfully attempting to access the site via Rosemary Lane had been reported to YRD and dealt with by the site manager, Peter Hitchman, speedily and efficiently; Phil Desmond had offered to explore the possible provision of a clothes drying area on site; a complaint about weekend working had been explained by the fact that the crane, when not in use, is left in “slewing mode” and moves with the wind. YRD is planning a site visit for Councillors, in advance of the open day for the village in October. Councillors agreed that YRD had been very responsive to all complaints and suggestions, large or small.
b. Affordable Housing; Councillors had received copies of Community First’s report on the findings of the Housing Needs Survey, but the report had not yet been made available to the general public. NS stated that representatives of the two parishes (Simon Coombe, Margaret Field, Hugh Delap and Nick Stevens) had met, informally, to discuss the findings and to examine the next stages. They felt that, despite a low number of returned forms, there was a proven need for a small number of homes to be built within the parishes and general public support for the concept.
They agreed on a response to Community First, accepting the findings of the Report, followed by a meeting ( mid-September) at which Parish Council representatives and all interested parties could discuss the Report and agree on the next steps. After that, the Report (probably in summary form) and the consequent proposed actions would be made public to parishioners. Councillors were in agreement with this.
c. Community Shop; HD stated that the Galleries Shop had got off to a flying start and had been trading well above expectations for its first month. The Post Office “consultation” had been completed satisfactorily and the limited service (two mornings per week) would be moved to the Galleries once the post-mistress had returned from leave on September 18th. Councillors wondered whether it might be possible to train local residents for the job, so that the service could be truly regular. At least one resident had already expressed an interest. HD to take the matter to the Shop Committee. NS stated that FLiSCA was considering what broader charitable projects it could undertake which would serve the two communities and he asked Councillors to let him have any suggestions. Already on the list for consideration; a bus shelter and a gate between the Hall Car Park and the play area.
d. Footpaths, Walls and Trees; the perennial problem of hedges and their undergrowth reducing the width of pavements, particularly obvious on the route from the school right up to Park Corner, was discussed. It was agreed that Ian Croker could be employed (MK) on the key Freshford Lane routes to the Galleries Shop, to do what land-owners must recognise would be a “one-off” Autumn clearance, taking what have become really intrusive levels of vegetation right back beyond pavement edges. Landowners would then be asked to keep their hedges in line with this. Another ongoing matter, the major encroachment of tree roots and hedging onto the section of pavement opposite the school, was felt to need the intervention of B&NES Highways Department and possibly the removal of said trees in the interest of public safety. HD and MS to discuss the appropriate level of administration to approach on this. MS reported that the refurbishment of the fingerpost signs was still underway and she agreed to pursue the matter of the two historic Somerset Automobile Club signs with Highways, to see if they would be prepared to add them to the refurbishment programme.
e. Street Cleaning and Dog Matters
The Pound; MK told Councillors that she had placed a suggestion form on the notice board in the Galleries shop asking for ideas on how the Pound can be improved/maintained for the future. These to be submitted in time for discussion at the October meeting.
Dog Matters; sites and types of bin for waste collection are still being negotiated with B&NES. With increased use of the play area and the opening of the Pre-School at the Memorial Hall it was felt to be important to insist that dogs are kept on a lead within the playing field. A sign at both entrances into the field (Dogs to be kept on leads whilst in this playing field) and, ideally a gate from the car park into the field are needed. MS agreed to approach B&NES Footpath Officer to see whether they would provide and install a gate. MK is investigating signage. Suggestions about supplying plastic bags and a dispenser on site are also to be pursued.
f. Railways; RW reported on a meeting with First Great Western, B&NES and Neil Butters exploring the options for additional parking at the station.. RW thanked Neil Butters for all his help in moving this project along. B&NES will be funding a new shelter on the Bath platform and will liaise with FGW over design and position. The missing Freshford information board has been discovered, hidden under a FGW poster. Thanks to RW for pursuing this matter so doggedly since January!
g. Highways; NS told Councillors that the SIPV Group’s paper, “The Safe Integration of People and Vehicles in Freshford”, is to be put before the PC Highways Group on September 14th, for final comment before being sent to B&NES Highways Department. NS also reported on an interim version of his own document submitted to B&NES Highways in the wake of the incidences of heavy vehicles causing damage and danger on Rosemary Lane in early August, welcoming the provision of new road signs, but stating that the Parish Council believe that longer-term solutions are still necessary. RW has contacted the Fire Service to ask for a meeting to clarify their future response to emergencies in the restricted-width areas of the village and at the Mill development. After the major lorry incident on Rosemary Lane, the Parish Council had delivered a leaflet to all affected residents setting out the PC response and the actions taken to attempt to resolve the matter 8. Parish Plan Implementationsa. Shared Space; see activity reported on in item 7g under Highways. HD reported that the main focus, at present, is the area around the crossroads by the school, school bus parking and the footpath from the school to the village hall and shop.b. Railing Renovation; HD reported that the Clerk was arranging a date for a lunchtime meeting with a celebratory drink to thank Bridget Baker and Richard Blamey (representing Friends of Freshford). Councillors will be notified of the date and will be welcome to attend.c. Communications and Funding; GR told Councillors that a meeting of the Communications Group had been scheduled; topics for discussion would include a review of the Bulletin, the web site, notice board content and sponsorship/advertising. NS reported that the three new notice boards had been made and Friends of Freshford had made a payment of £1500 to the joiners in order to satisfy the time conditions for the grant for the same amount from the Quartet Foundation. The lettering on the boards is to be hand carved at an extra cost of £400, £250 of which is to be paid by Friends of Freshford. Councillors expressed their thanks for this further generous donation and agreed that any balance would be paid by the Parish Council. It is hoped to have the boards in place by the end of the month. HD reminded Councillors that the deadline for Bulletin items would be September 25th. Topics to be included; update on large vehicles use of narrow lanes, acknowledgement of financial help with railing renovation, rubbish collection and actions if no collection takes place, possible removal of water supply to the cemetery, village shop position after six weeks trading, Brownies’ need for adult helpers, extended parking at the station, brief guide to regulations on solar panels, news of refurbishment of fingerposts/signs, possibility of lighting the Glebe/Cemetery footpath. SC stated that his booklet on footpaths was still underway, but not likely to be ready for publication until early in the new year.
Funding; GR told Councillors that an application for Community Cashback funding for the scheme to light the Glebe footpath had been unsuccessful. He had requested an application form for the Communitybuilders Fund, opening shortly, with £70 million of grants and loans for sustainable community projects. It would be a suitable fund for the redevelopment of the village hall into a community hub, providing services such as a surgery, pre-school, post office, meeting rooms and maybe even affordable housing at first floor level if there was the community enthusiasm to tackle such a project. Any application for funding would have to come from an organisation outside the Parish Council. There was agreement amongst Councillors that this would be worth pursuing, perhaps approaching FLiSCA and involving Limpley Stoke.
e. Police and Neighbourhood Watch ; MK reported that she had been in touch with Sgt. Geoff Cannon who liaises with parishes over home security. She was asked to put him in touch with Sally Cavaliero over the use of an Old Bakery lunch to alert the elderly to possible “digital turn-on” scams. It was decided that the best way to discover the nature of the powers of PCSOs would be to invite them to speak to Councillors at a future meeting. MK was asked to arrange this. On the Neighbourhood Watch front, HD reported that Graham Jenkinson was prepared to be involved with the scheme. MK to establish contact with new police organiser.
f. Children and Youth; CT reported on the opening of the Pre-School, which is now full from January 2010 and is already booking up for the following school year. Councillors were invited to attend the Open Morning on Tuesday September 22nd at 12 noon, to see the Pre-School in operation and to join the children for refreshments.
Funding to provide and install a gate between the car park and the playing field was being sought (see agenda item 7e).g. Natural Environment; GR told Councillors that he would be meeting Candy Harrison later in the month to discuss “ Beating the Bounds”.
9. A.O.B.CPRE Parish Committee Member; it was agreed to support the more local of the two candidates, Mark Dunningham of Southstoke.
10.Date of next meeting; MONDAY OCTOBER 12TH