AMPNEY CRUCIS PARISH COUNCIL
MINUTES OF THE PARISH COUNCIL HELD ON 13 JANUARY, 2003, IN THE VILLAGE HALL, AMPNEY CRUCIS.
Present: Councillors Peter Kelly, Gerald Gaden, Adrian Grazebrook, Sally Hebbs and John Dear.
Presiding: Councillor Peter Kelly
Clerk: Mrs H Tonks
The meeting commenced at 7.15pm. There were 4 members of the public present.
1. Apologies for Absence
2. Minutes of the meeting held on 11 November, 2002
The Clerk reported that a brief discussion held at the end of the meeting was omitted, by error, from the minutes. The following paragraph was therefore entered into the minutes at paragraph 14.
A brief discussion was held, and a decision made to send a letter to residents living at the eastern end of the Village Street asking for comments on possible traffic calming measures in this area. Concerns had been raised regarding the increase in traffic speeds where the road widens.
Resolution 1/03 The Chairman proposed and the Council resolved that the minutes, as amended, of the meeting held on 11 November, 2002 be signed and adopted.
3. Matters arising from the meeting held on 11 November, 2002
4. Reports from County/District Councillors
County Councillor Raymond Theodoulou gave the following report:
§ John Franklin from Waterton Farm had written to the County Council asking for bollards or some other safety feature to be placed outside his house to minimise the risk when cars and lorries drive, at speed past his home. On a few occasions there had been accidents that had damaged his property, and he was concerned that there could be other more serious accidents. Councillor Theodoulou had discussed this with the County Surveyor, who explained that this would be a civil matter and one that should be discussed with Mr Franklin’s insurer. It was possible that plastic black and white barriers could be erected to alert drivers to the possible hazards. Double white lines have been proposed for this stretch of road, and this may help. No reduction in the speed limit is proposed, as the road is a trunk road, in a rural area. He will contact GCC highways to check how the proposal for the double white lines is progressing
§ The budget for GCC is now open for consultation. It is anticipated that there will be a rise of 10% in Council Tax.
§ Heavy rainfall in recent weeks has led to flooding in Poulton and neighbouring areas. Thames Water should be aware that the drainage infrastructure requires updating.
Questions for County Councillor Raymond Theodoulou:
§ The drains were heavily blocked with leaves and other debris. The roads had been swept, but later than normal. Residents are asked to monitor drains near their homes, and clear them if possible to prevent flooding.
§ The recent cold weather had left Hunt’s Hill very icy, with up to an inch of ice in places. The County Councillor confirmed that the budgets will be allocated this week, and he will campaign for this work to be done. The Clerk will write to GCC, with a copy to the County Councillor.
District Councillor Bruce Evans gave the following report:
§ The corporate review has been completed, leading to restructuring of staff. Some officers will be offered early retirement, but there should not be any compulsory redundancies.
§ The grant offered from Government has risen by 3.2%, one of the lowest rises in the country.
§ It is anticipated that the District Council proportion of Council Tax will rise by 5%, although there will be further discussions.
§ Parking in Church Lane is becoming a problem. Cars park on both sides of the Lane, restricting access for any emergency vehicles. The Vicar has suggested that cones be placed on one side of the Lane to discourage drivers from parking there. The County Council would have no problem with this. It is suggested that this information be placed in the Parish Newsletter.
§ £130 remains in the Ward Project Fund
§ Councillor Evans announced that he would not be standing for re-election in May.
Questions for District Councillor Evans:
§ Councillor Hebbs explained that the fence surrounding the area of land that will shortly have new houses built on was removed to allow trenches and pits to be dug. The contractors have left the site, but have not replaced the fence. Cars are now using it for parking, making the area dangerous. Councillor Evans agreed to check when the fence could be re-erected.
5. Questions from the Public
None.
6. Financial matters
6.1 Current Financial position
Resolution 02/03 The Chairman proposed and the Council resolved that the financial statements as provided by the Responsible Financial Officer were an accurate reflection of the Council’s financial position on 5 January, 2003.
6.2 Agreement of payments
It was agreed after a closed discussion of the councillors that the salary for the Clerk should be increased to reflect the salary scales provided by NALC.
Resolution 03/03 The Chairman proposed and the Council resolved that the Clerk’s salary should be increased to Scale 16 for the year 2002/03, and scale 17 for 2003/04
An invoice for £141.00, inclusive of VAT, had been received from Moore Stephens for the external audit. Backdated pay for the Clerk over her current salary to 31 March, 2002 amounts to £343.62.
Resolution 04/03 The Chairman proposed and the Council resolved that the above amounts, totalling £484.62, be paid.
6.3 External Audit
The external audit has been completed, with the only comment that a risk assessment will be undertaken for the end of this financial year. This was done at the last meeting. As required, a notice has been displayed on the notice boards.
Councillors were concerned that the annual costs of the Audit in the lighter touch era were now more than the original triennial audits. It was agreed that letters expressing this concern would be sent to Mr Clifton-Brown MP, NALC, GAPTC and CDC.
6.4 Risk Assessment
A draft contract of employment is now available. The Chairman will review the document and table a proposed TOR at the next meeting.
The fidelity guarantee has been increased to £5000. Councillors are covered for slander and libel up to a limit of £250,000.
6.5 Budget and precept request for 2003/04
It was agreed that the following budget be implemented for the year 2003/04.
Advertising: £ 75
Burial Ground: grass cutting: £ 960
maintenance: £ 250
GAPTC: £ 85
Hire of Village Hall: £ 80
Insurance: £ 540
Miscellaneous: £ 150
Clerk’s salary: £2750
Clerk’s expenses: £ 100
Donations/grants £ 100
Audit: £ 150
Book binding £ 60
Total: £5300
There had been no interest from the village in a resident carrying out a survey of the Council’s assets. The Chairman will investigate other sources.
Resolution 05/03 The Chairman proposed and the Council resolved that the budget for the year 2003/04 be as shown above, and that a precept request of £5300 is submitted to Cotswold District Council.
7 Planning matters
7.1 Decisions
232 CT 2706/D Malt Cottage No objection
234 CT 2706/E Malt Cottage No objection
233 Contr 1331 The Coach House No objection
235 Contr 1334 Penny Patch No objection
237 CT 2312/1/X Ampney Park Refuses
238 CT 5306/C Waterton Farm Refuses
7.2 Outstanding applications
190 CT 4170/D 1 Lake Cottages No objection
229 CT 2865/1/D Threeways Objection
230 CT 3296/F The Pleydells No objection
236 CT 0607/E Firs Farmhouse No objection
7.3 Minor amendments
None
7.4 Tree works
240 Contr 1361 The Old Mortar Mill No objection
8 Burial Ground matters
8.1 Grass cutting contract
The Clerk explained that two quotes had been received.
Resolution 6/03 The Chairman proposed and the Council resolved that the grass cutting contract for 1 April 2003 – 31 March 2004 is awarded to Cottage Garden Services subject to evidence of public liability insurance. If this insurance were not available, the contract would be offered to Jeremy Simmons Landscapes, subject to evidence of public liability insurance.
9. Village Update
9.1 Playground
The Clerk reported that she had spoken to three other Clerk’s regarding playground provision in their villages.
The Committee are in the process or ordering equipment. They added £7000 to their precept, of which £1000 was the costs of legal fees. The PC has taken on the role of insurance, public liability, and grass cutting (costs of which are presently unknown)
Quenington
They have recently done a lot of work at their old playground, and spent over £19,500 replacing equipment and safety surfacing. They have problems with children smoking there, and did have a graffiti problem until they used anti graffiti paint on the equipment.
Poulton
They have very old equipment, are dealing with a parent claiming compensation for an accident at the playground and say that they are overloaded with Health and Safety paperwork at present. Costs of replacing a swing recently were £1330. The clerk says that the majority of their £3000 precept was spent on the playground.
A number of other issues were also discussed:
§ Any funding raised would hopefully cover the initial purchase and installation of the equipment, but not ongoing maintenance. The playground committee suggested that there would be other fundraising activities for maintenance and other new equipment.
§ Equipment purchased would be of a high specification, minimising the need to replace equipment when it is worn out.
§ Public liability insurance would be included in the Council’s current insurance scheme, however insurance for damage or vandalism would cost approximately £100 for each £10,000 worth of equipment. The equipment could cost between £15,000 and £50,000, depending on what is installed.
§ Daily inspections would take place, as best practice. At present daily inspections are not required for insurance purposes.
§ It was suggested that the Council would have to make payments to the reserves each year, to provide a fund that could be used for replacement equipment or for the removal of equipment should the site have to be closed. It was suggested that £2,000 per year may have to be allocated to this fund. This would have an effect on the precept.
§ Could/should the site be locked at night?
§ The licence suggested by the County Council requires negotiation. The Clerk will contact GCC with particular reference to: use of the playground during school hours; proposal for a seven year agreement (Lottery funding for instance indicates that there should be a guaranteed 10 year availability); and the costs that would be incurred by the Parish Council.
It was agreed that this information about the lease and future costs would be available for the next meeting. It was suggested that the village should then be informed and asked for their comments.
9.2 Notice board
The Chairman will check progress.
9.3 Double white lines on A417
County Councillor Raymond Theodoulou will check progress.
9.4 Road safety on the Village Street.
As some residents in the eastern end of the Village Street expressed concerns about speeding cars where the road widens, a letter was sent to those living in the area, asking for comments on possible ways of reducing speeds. The majority of letters were against any form of physical traffic calming measures. Therefore no further action will be taken in relation to traffic calming. However it was agreed that the Council should carry out another check on the speeds of cars driving through the village. The Clerk will arrange to borrow the County Council’s radar gun.
10 Footpath matters
10.1 Wildmoor Construction
A letter will be sent to Wildmoor Construction with reference to the gate erected on Back Lane. A draft letter has been cleared with GCC Highway Records and this was circulated to all Councillors.
Councillor Grazebrook declared an interest in this matter as his firm (Wilmot and Co) is dealing with this matter on behalf of a villager, and it also has similarities to the once contentious BAC 27.
It was agreed that the letter, as discussed, would be sent to Wildmoor Construction.
10.2 Unmarked footpaths
It was agreed that the Clerk would write to Schroeder’s farm manager asking them to mark the footpaths on their land.
11 Correspondence received
11.1 Rural Access Forum
Councillors present were unable to attend, but the information will be forwarded to Councillor Vessey for his information.
11.2 Youth and Community Plan Consultation document.
Councillor Sally Hebbs will comment if appropriate.
11.3 Consultation on Public Rights of Way.
This document will be sent to Councillor Vessey for comment.
The Council has now received the draft Local Plan, 2001- 2011, first deposit. The Chairman reported that the format of the document had changed, and bore little resemblance to the last document. It was agreed that the Chairman, and Councillors Vessey and Grazebrook would discuss the document in detail. A draft letter would then be circulated to the other Councillors for their comments, and subsequent approval of the response.
13 Matters outstanding
§ Several villagers had reported that the residents of Cumberland Cottage park one of their cars each evening on the pavement outside their garage drive. As this is a danger to pedestrians, it was agreed that the Clerk would write to the tenants requesting that they park their car in a safer position.
§ The Chairman witnessed a lorry from Bence (Builder’s merchants) driving over The Pound on Monday 13 January, 2003, at around 3.15pm. This was not the first time that this has happened, therefore the Clerk was asked to write to the company asking them to make good the damage caused.
§ The small traffic island opposite the school is also being damaged by cars using it as a turning point when taking and collecting their children from school. The Clerk will write to the School requesting that parents be advised that they should not drive over the grass.
§ Ampney St Mary were interested in receiving the Ampney Crucis Times, with an insert for Ampney St Mary. The Council had no objections, subject to there being no excess cost to the Parish Council.
§ Parish Council elections will be held in May 2003. Councillors will be sent nomination forms as soon as possible. Villagers attention has been drawn to the forthcoming elections in the ACT.
Monday 10 March, 2003, 7.15pm in the Village Hall.