AVENING PARISH COUNCIL

MINUTES OF MEETING OF AVENING PARISH COUNCIL HELD ON

THURSDAY 20th SEPTEMBER, 2012 AT 7.30 PM

 

The following Councillors were in attendance: Cllr Williamson (Chair), Cllr Reid, Cllr Conway, Cllr J Parsons, Cllr G Parsons.

 

Also in attendance: Julie Wickham, Clerk to the Parish Council, Nanette Godfrey, Rosie Fitzcharles, Cllr Tony Hicks, Chris and Caroline Shepherd, Mr Hardiman.

 

The meeting opened at 7.30pm

 

66/12

PUBLIC QUESTION TIME

 

 

Telephone Boxes and Use of them

 

·         Nanette Godfrey of Nags Head and Rosie Fitzcharles from Avening both came to the meeting and offered to do the work necessary to convert the two phone boxes into book exchanges.  Shelving would be fixed to the back of the phone box, and so would not interfere with the box itself.  The cost would be a maximum of £40 each and it is likely that these costs would reduce (with sponsorship).  Both offered to keep the boxes clean and tidy and control the input of books, asking for books to go to them in the first instance.  Councillors thanked them both for attending the meeting.

 

·         Chris and Caroline Shepherd attended the meeting to speak about the Brandhouse Farm development.  Caroline Shepherd read from a letter that had been prepared.  The existing house was unsound and a replacement needed to be built.  It was smaller than the existing house plus extension.  The applicant would carry out the work in a sympathetic manner and the development would be of good quality.  The applicant had planted many trees and restored many kilometres of Cotswold Stone Walls.  An opinion was expressed by a Councillor that it would have been preferable if the applicant had spoken to APC before the application had gone in.  The applicant was not aware that this facility was available.  It was suggested that whilst the view down the valley had been considered, the view up the valley had not been considered.  Council thanked Mr and Mrs Shepherd for attending.

 

·         Cllr Tony Hicks attended the meeting.  Progress on the Avening footway refuge was discussed.  The last correspondence about the issue was that the scheme would cost more than at first anticipated.  APC were waiting to hear what the additional cost would be and to be party to a discussion about how it would be met.  ACTION Cllr J Parsons and Cllr Hicks agreed to speak together about the issue following this information.

 

·         The footway between Avening and Nailsworth was discussed.  It continues to be very well used.  It is frequently used by the Home Farm Trust (one person plus a carer).  It is in need of resurfacing.

 

·         The incinerator in Stonehouse was discussed.  Cllr Tony Hicks said that the scheme would save costs to landfill, that gases in new incinerators were not a problem; the incinerator has the potential to generate electricity although this isn’t part of the current contract because the infrastructure is not there to get the electricity to the National grid.  The plant can also generate heat although at present there are no businesses there to make use of the heat, but in future it was hoped there would be.  Ash from the incinerator would be used go to the building industry.

 

·         There is a consultation underway at present which will leave some schools facing a reduction in funding of 1.5%.  Schools with under 100 pupils may face difficulties.  They may be required to share staff with another school. 

 

67/12

TO RECEIVE A REPORT ABOUT CRIME AND ANTI SOCIAL BEHAVIOUR

 

 

Council received a police report from the Police Team. 

68/12

APOLOGIES AND REASONS FOR ABSENCE

 

 

Apologies and reasons for absence were received from Councillors Slater and Catterall.

 

69/12

TO RECEIVE DECLARATIONS OF INTEREST

 

 

Declarations of interest were received from Cllr J Parsons re: Planning.

 

70/12

MATTERS ARISING FROM THE MINUTES

 

 

There were no matters arising.

 

 

71/12

TO APPROVE AND SIGN THE MINUTES OF THE MEETING OF THE PARISH COUNCIL 19th July, 2012.

 

 

It was RESOLVED to accept and sign the minutes of 19th July 2012. 

 

72/12

ACTION POINTS FOR REVIEW

 

 

Action points from July were all covered by the September Agenda.

57/12 e) The Clerk has instructed the work on the Avening sign to begin.

50/12 land at the back of Sunground is on the agenda

57/12 f) photos of assets still to be completed. 

ACTION Councillors asked for a copy of the assets list.

 

73/12

TO RECEIVE PROGRESS REPORTS FOR INFORMATION

 

 

a)       Clerk’s  Report 

The Clerk had been packing up the office and putting things in good order for the permanent Clerk. An important item was being asked if we want to do a neighbourhood plan and the work that arose as a result of that.  The report should be added to the agenda for the next meeting in order to agree next steps.  The phone and email has been busy (September, everyone coming back off holiday).  After a break of 4 days (finishing work on a Thursday and coming back on a Tuesday) came back to 46 emails.

 

74/12

COMMUNITY PROJECTS

 

Traffic and Highways

a)       To note receipt of quotes from contractors for maintenance of Avening’s bus shelters and to resolve to award the work to one contractor.

Only one quote had been received.   Council had previously agreed that the specification was for the Hampton Hill bus shelter and the Mays lane bus shelter in the first instance.

b)       To note progress with additional work for grass cutting at Hampton Hill bus shelter up to the 30mph limit sign, additional bramble clearance at Mays lane bus shelter, additional cutting at Old Hill.

This work had been recently completed.

 

Community Projects

8.10 pm Helen Wilson, a member of the public, joined the meeting.

a)       To hear  further from two members of the public who are interested in using the public phone boxes as book deposits; to explore the costs involved and the Planning implications; to resolve whether or not to support this project and if so to note the next steps.

This item was discussed under public questions in addition to here.  Councillors RESOLVED that the project could go ahead, spending a maximum of £40 per phone box; that a letter of agreement would be written to the volunteers.  Council thanked the volunteers for coming forward.

b)       To discuss and resolve upon action to be taken with regards to land at the back of Sunground, in particular, establishing ownership, waste removal by the land owner and exploration of the suitability of the area as an area for children to play.

New information was received from a member of the public about this piece of land to the effect that it had been gifted to one of the Councils.  More information will be sought and brought to the meeting.

c)       To discuss and resolve upon further matters with regards to dog fouling at the recreation ground and the action to be taken, in particular  with regards to the erection of four signs and notification of the costs involved; a leaflet drop; a Parish meeting.

Cotswold District Council had written to the Council saying that they would provide four signs about dog fouling and penalties.  They will need a Councillor to show them where the signs should go up.  They had also offered to work with the school to raise the profile of this issue.  Council thanked CDC for their help in this matter.  Cllr Beardsell offered to show them where the signs should go.

d)       To discuss and resolve upon whether or not action is to be taken with regards the third bus shelter in Avening (opposite the school).

Council discussed this shelter with the view expressed that the third bus shelter should be included in the maintenance programme but no resolution was made at this time.

e)       To note that the PCC have to meet costs for clock face repair.

Council noted the above.

f)         To resolve to accept the postponement of the Queen Matildas Celebrations and the necessary delay in spending some of the recent grant monies by the PCC.

Council RESOLVED that the PCC could postpone spending the Queen Matildas grant funding until next year, given that the event had been postponed due to unforeseen circumstances.

g)       To note the amended total for the Jubilee Celebrations. To note the additional bill for £149.90 (inc Vat) for Jubilee celebration items and to resolve with regards this item.

This bill took the Council over what it had agreed to spend on the Jubilee.  Council RESOLVED to pay £149.90 for this item but following discussion with the PCC, would ask that the PCC reimburse Council for this expenditure.

9pm Helen Wilson left the meeting.

75/12

FINANCE

 

a)       Balance at Bank

There was £8922.25 in the current account and £17,377 in the High Interest Account and the Business 30 day notice account.  The second instalment of the precept was expected.

b)       It was RESOLVED to approve the following bills for payment as below and instruct the signatories to sign the cheques. 

·         Clerks’ Salary less income tax NI plus expenses  for September £846.60

·         G Brookes, Avendale Garden Services for August £630

·         Running Imp £149.90 expenditure for Jubilee Grant

·         HMRC 6.73

·         James and Owen Stationery and closure of account £57.43

 

·         To approve the following cheques written since the last meeting

·         Peter Savage for repairs to two bus shelters and work following vandalism £712.20 inc vat

·         Media Maintenance Company  for Jubilee Entertainment  £816 inc vat

·         PCC £2,000 Annual Grant for Queen Matildas, churchyard improvements and safety

·         PCC £300 Community Grant for Flagpole

·         GAPTC for CILCA Training £150

·         GAPTC for Parish Councillors Guide £15.95

·         Clerks’ Salary less income tax NI plus expenses £220.12 for August

·         G Brookes, Avendale Garden Services grass cutting for July £630

·         James and Owen replacement cheque  £81.76

·         Clerks Salary in lieu of Standing Order for September 370.12

 

c)       To consider a request for funding from Sue Ryder Leckhampton Court Hospice, Cheltenham.

Council felt unable to support this application because the hospice was outside the village and they had spent their grant allocation for this year.

 

76/12

PROCEDURE/UPDATES

 

a)       To adopt a new code of conduct; to reflect changes following the Localism Act, 2011.

Council adopted the Cotswold District Council Code of Conduct.

b)      For  Councillors to fill in new declarations of acceptance of office and disclosure of pecuniary interests forms.

Councillors J Parsons, G Parsons, C Mitchell, and J Catterall still needed to fill in these forms.  Cllr Conway needed to sign the declaration of acceptance of office and give to the Clerk.

c)       To note the clear audit as returned from Moore Stephens.

Council was pleased to receive a clear audit from Moore Stephens.

d)      To note the advice from Moore Stephens following the sample check on engaging an internal auditor.

The Council should ensure that it obtains a letter of engagement from the Internal Auditor in the future.  This letter should state his or her independence and outline the tasks that he/she will undertake.  The internal auditor should not be requested to undertake tasks that may compromise his/her independence.

e)       To receive, note and sign the 5th edition of the Gloucestershire Charter between Gloucestershire County Council and the parish and town councils of Gloucestershire.

Council received, noted and signed the Gloucestershire Charter.

77/12

PLANNING

12/03481/FUL

It was noted that Planning Application 12/03481 should have appeared on the agenda and had been left off in error but all present continued with the discussion.  There was much discussion about this application. Discussion focussed on the style of the house, which was felt was rather imposing and not in keeping with Cotswold character, that the dwelling ‘appeared’ larger than what is there, that the view from up the valley should have been considered by the architect.  As the permission for the previous extension had been granted the objections raised were not material considerations under planning law.

Council had no objections to Planning Application 12/03481/FUL

 

Council noted the decisions below.

 

12/01553/FUL
Ward: Avening
Date: 16 August 2012
Location: Vale Farm, West End, Avening, TETBURY, Gloucestershire, GL8 8NE
Proposal: Conversion of barns to residential use (revised scheme) and reinstatement of horse engine house

Case officer: Helen Donnelly

 

Application: 12/01553/FUL
Ward: Avening
Date decided: 16 August 2012
Decision: Application Permit
Location: Vale Farm, West End, Avening, TETBURY, Gloucestershire, GL8 8NE
Proposal: Conversion of barns to residential use (revised scheme) and reinstatement of horse engine house

Application: 12/01655/COMPLY
Ward: Avening
Date decided: 16 August 2012
Decision: Application Withdrawn
Location: Vale Farm, West End, Avening, TETBURY, Gloucestershire, GL8 8NE
Proposal: Conversion of barns to residential use - compliance with conditions 4, 5, 6, 7, 9, 14 & 15

78/12

TO AGREE/NOTE A RESPONSE TO THE CORRESPONDENCE LISTED WITH THE AGENDA PLUS ANY OTHER URGENT CORRESPONDENCE RECEIVED SINCE THE PUBLICATION OF THE AGENDA

Correspondence was received from:-

Hilary Beach re: Dog Fouling, signs, work with Junior school

GAPTC Getting to grips with community engagement, Being a Good Councillor, The Development of Chairmanship Skills

 

The Next  Meeting of Avening Parish Council will be on Thursday, 18th October  2012 in Avening Memorial Hall at 7.30 p.m.  All welcome.