Draft AMPNEY CRUCIS PARISH COUNCIL
MINUTES OF THE PARISH COUNCIL HELD ON 12 MARCH 2007 IN THE VILLAGE HALL, AMPNEY CRUCIS.
Present: Councillors David Vessey, Gerald Gaden, Roger Hayes, Adrian Grazebrook, and Peter Kelly
District Councillor Edward Horsfall
Presiding: Councillor David Vessey
Clerk: Mrs H Tonks
The meeting commenced at 7.15pm. There was 1 member of the public present.
The agenda was rescheduled to allow items 1, 2, 3, 4, 7 and 12 to be discussed first. Councillor Horsfall made his apologies and left after item 12 at 8.15pm. The meeting resumed with item 5. The minutes appear in the order of the agenda.
1. Apologies for absence
Councillors Tim Tremellen and Barry Dent
2. Minutes of the meeting held on 8 January 2007
The minutes were amended on page 672 to show Councillor Hayes as having sent his apologies.
Resolution 10/07 The Chairman proposed and the Council resolved that the minutes, as amended, of the meeting held on 8 January 2007 be signed and adopted.
3. Matters arising from the meeting held on 8 January 2007
3.1 Village directory
Elisabeth Gerver had forwarded details of the expenses incurred by herself (£57.04) and Terry Bloxham (£10.97) to the Clerk.
Resolution 10/07 The Chairman proposed and the Council resolved that expenses for the Village Directory, totalling £68.01 be paid.
There was a discrepancy between the money banked and the amount that should have been banked. The Clerk explained that Lander Designs still owes £20 for an advertisement in the Directory. The Clerk will ask Mr Lander again for the money to be paid before the year end.
Following resolution 2/07 £32.99 will be placed in a Village Directory reserve. When the £20.00 from Lander Designs is received it will be placed in the reserve.
3.2 Stonelea
Mike Grace found Mr. Daniels on site at Stonelea on 6 February 2007. Mr. Daniels explained that he intends doing the work to implement the planning permission this year and the mobile home will be removed when the work is finished. He was in fact working on the site at the time. As part of the works for the access he will be removing some trees, but this work does not require permission and is necessary to comply with Highway Authority requirements.
3.3 Highway matters
The land bordering Akeman Street has been cleared, and the gully at the bottom of Riding Lane cleared.
Following discussion, a number of items were raised:
· There appears to be a burst water pipe at the junction with Akeman Street and Riding Lane
· The road leading to the Church appears not to have been swept during the autumn/winter
· The sides of the road leading to the Church have been driven over throughout the winter and are exceptionally muddy
· The setts on the triangle of land at the top of School Lane have been pushed down by vehicles persistently driving over them
· At the Ampney St Mary junction on Riding Lane flooding has damaged the road surface, leaving it in a poor condition
· Lorries using Calves Hill have eroded the sides of the road at the junction with Butchers Arms Lane.
· The north side of the Pound has been eroded by vehicles driving over the setts.
3.4 Church Path
The Clerk had had replies from both residents both of whom said that the problem was a lot better than it had ever been. It was agreed that Councillor Kelly would take a photograph of the rubbish and the Clerk would forward the photograph to both residents.
4. Reports from County/District Councillors
Councillor Horsfall gave the following report:
· Village agents are now in place across the Cotswolds. These agents are employed by Gloucestershire Rural Community Council, and funded by the Department for Work and Pensions. Their role is to provide a service for the elderly, offering advice and help. The Agent for Ampney Crucis is Rosie Callaghan.
· The CDC sports sessions held during the school holidays are popular with children. It was suggested that the Council write to the organiser, Scott Bury, to ask whether anything could be held in Ampney Crucis.
· There is a possibility that facilities for collecting recyclable plastic containers may be provided in the village. The Clerk will liaise with CDC.
· Some green waste is now being composted at Sunhill.
5. Questions from the Public
The damaged road surface at Riding Lane was reported.
6. Financial position
6.1 Current financial position
The playground gate was damaged and repaired earlier in the year. It was discussed at the meetings in May and July (pages 623 and 657 of the minutes), and the invoice dated 12 July was paid on 29 July, but there was no resolution to do so. The playground committee also refunded the amount of the invoice on 1 August.
Resolution 11/07 The Chairman proposed and the Council retrospectively resolved that the invoice of 12 July 2007 from Richard Minnett, totalling £240.00 + VAT be paid.
It was resolved at the last meeting to pay for the Remembrance Day wreath and Newsletter and Directory distribution costs. It was not agreed where the money should come from.
Resolution 12/07 The Chairman proposed and the Council retrospectively resolved that the payment to John Ducker for the Remembrance Day wreath and Newsletter and Directory distribution costs (resolution 04/07) be taken from the following parts of the budget: £19.00 from the Village Directory budget; £18.00 (wreath) from the general contingencies reserve; and £19.00 from The Ampney Times reserve.
Following resolution 06/07 to increase the Clerk’s salary, a letter to Lloyds TSB to amend the standing order was signed. The new salary will be £293.11 per month.
A resolution is not required, as resolution 06/07 covers the change.
When setting the precept for 2007/08 the Council agreed not to allocate any funding to the Ampney Times on the assumption that the full amount of the current year’s budget was still available. The distribution costs, printing costs and buying paper has meant that £27.33 of this year’s budget has been spent. The Chairman explained that £25.00 advertising income will be received before the end of the financial year, therefore no action will be taken.
6.2 Agreement of payments
Clerk’s expenses: £21.79
Resolution 13/07 The Chairman proposed and the Council resolved that the above expenses claim, totalling £21.79, be paid.
6.3 Amendments to insurance, risk assessment and assets register
As requested by Neil Holt at the last internal audit, the Council need to ensure that the assets register, insurance and risk assessment reflect the same information. Following discussions between the Chairman and Clerk therefore the following action was suggested:
· The insurance is changed as follows:
Remove: 5 benches (Scheme A) £1,708.95
Bench (Scheme A) £255.00
Bench at Burial Ground (Scheme A) £255.00
Notice board (Scheme A) £153.00
Notice board (Scheme A) £214.20
Add: 8 benches (Scheme A) at a cost of £260 per bench, totalling £2080.00
3 notice boards (Scheme A) at a cost of £220.00 per board, totalling £660
Wooden playground gates (impact only), replacement cost of £1017.60
Playground sign (Scheme A), replacement cost of £88.50
The Clerk will ask Cornhill to quote for these changes at the next renewal.
· Councillors were given a draft version of the assets register which has been changed to reflect these changes. Other changes to the assets register are: the inclusion of the burial ground wall; playground fencing and gate (metal); the fencing and wooden gate; and the playground sign.
Councillors will be invited to adopt this assets register at the meeting in May.
· The Risk Assessment is similarly amended to reflect these changes. Councillors discussed and agreed with the details in the draft version that had been circulated, with the addition of insuring, on an impact only basis, the metal gates and fencing in the playground. In addition to this the risk in the burial ground has been clarified to show that the burial ground as an entity is not a risk, but the gravestones and trees within it are a risk.
Councillors will be invited to adopt this risk assessment at the meeting in May.
6.4 Action arising from the amendments to insurance, risk assessment and assets register
The following action is needed or has been done:
Annual safety inspections required in 2007 on:
Resolution 14/07 The Chairman proposed and the Council resolved that Dike and Son be instructed to carry out a survey of the Burial Ground gravestones at a cost (to the burial ground maintenance reserve) not to exceed £100.00.
The Clerk has carried out inspections on the following:
No action to be taken at this stage.
Valuations due on:
Centreline Architectural carried out the recent repairs to South Cerney war memorial. They will be working in South Cerney probably before our meeting. Following discussions with the Chairman the Clerk contacted Centreline to ask them to carry out a survey on the Burial Ground cross, war memorial and Praying Cross whilst he is carrying out his work in South Cerney. This will reduce the costs of the inspection, as it will reduce his journey time, normally from Painswick.
Resolution 15/07 The Chairman proposed and the Council retrospectively resolved that Centreline Architectural be instructed to carry out a survey of the Burial Ground cross, war memorial and Praying Cross at a cost (to the general contingencies reserve) not to exceed £50.00.
Investigate costs of new gates to Burial Ground (2007)
The gates are still in reasonable condition, but are showing signs of age. It was agreed that a notice would be placed in The Ampney Times, asking if anyone wished to sponsor new gates for the Burial Ground. If this was possible, costings would be obtained.
6.5 Appointment of internal auditor
Resolution 16/07 The Chairman proposed and the Council resolved that the Neil Holt be appointed the Council’s Internal Auditor.
6.6 Confirmation of external auditor
The Clerk has received a letter from the Audit Commission. Moore Stephens were appointed to act as the Council’s external auditors until 2005/06. They propose to extend the appointment until 2006/07 pending a further competition in which tenders will be invited for appointment as auditors, on a county wide basis.
Noted.
6.7 Terms and Conditions for Clerk
These have been delayed until new regulations are received. The Working Party will meet to discuss the changes and a revised draft will be presented for discussion at the May meeting.
7. Planning matters
7.1 Decisions
383 CT 2905/1/A Park Close Objection
392 CT 3203/F The Old Orchard No objections
395 CT 3387/J The Ridge (LBC) Consent
396 CT 3387/K The Ridge Permits
399 CT 0320/H Ford Farm House Permits
7.2 Outstanding applications
354 05/0071/CWFUL/CAPS Sunhill Objection
398 CT 7339/D Ampney Sheephouse Cottage No objections
7.3 Amendments
None
7.4 Tree works
400 Contr 2251 Ampney Park No objections
401 TPO 1/8 The Coach House Objection
402 Contr 2267 Ampney Park No objection
A tree preservation order has been placed on 4 trees in the Old Orchard. Councillor Horsfall suggested that this was probably caused by the recent planning application.
There was some discussion on how tree works applications are commented on. It was agreed that the tree warden be asked for opinion, and that the Clerk replies on behalf of the Council after discussion with Councillors.
7.5 Park Close
The Chairman explained that a meeting had been held with Michael Grace and the District Councillor to discuss the possible timetable should the owners of Park Close decide to appeal against the refusal of the CLEUD (Certificate of Lawful Existing Use or Development). The owners of Park Close have up to 6 months from the decision date (15 January 2007) in which to appeal. Should an appeal be lodged, the Chairman suggested that as the appeal would be based on legal argument, then the Parish Council should make representations in writing, rather than appear in person.
If the owners indicate that they do not intend to appeal, CDC will allow them around 28 days in which to lodge a planning application to cover the multiple use of the site otherwise enforcement action will follow. Given the combination of possible appeals and planning permission, the whole issue surrounding the use of the Builder’s Yard could take up to 2½ years to be resolved.
A short article explaining the current position will be placed in The Ampney Times.
8. Burial ground matters
None
9. Village update
9.1 Playground
Rosanna Armitage has responded on behalf of the Friends of the School, explaining that the Friends are keeping up the weekly inspections and will arrange the annual inspection. They will also close the playground twice a year for maintenance.
The Council were concerned about the other matters raised in their letter to the Friends as what Councillors were expecting was a basis for an agreed Memorandum of Understanding to be jointly signed by the Parish Council and the Friends. The Clerk agreed to contact them again.
9.2 Talland
There has been some concern about the gradual increase in equestrian vehicles using Butchers Arms Lane. It was agreed that this traffic may not all be travelling to the Talland Riding School. The Clerk will write to the riding school asking if they could remind their customers not to use the village roads.
9.3 Sunhill
The Chairman read out details from the minutes of the latest Sunhill Action Group minutes. According to SAG, there appeared to be some uncertainty as to whether the application for the processing of Mixed Organic Waste was to be re-submitted.
10. May elections
Following the notice in The Ampney Times, Frank Skinner has contacted the Clerk to say that he would like to stand as a Councillor in the May elections. An election will only take place if more than 7 residents stand for election.
The Chairman explained that he would not be standing as Chairman again.
The Chairman will contact Councillors Tim Tremellen and Barry Dent to see if they would be standing.
11. Correspondence received
11.1 St George’s Day information pack
Noted.
11.2 Home-Start Cotswolds and Citizens Advice Bureau
The Council have received a request for funding from Home-Start and the Citizens Advice Bureau (CAB).
The Council discussed both applications and agreed that Home-Start would not be offered a grant. The very nature of their work means that at most only one or two families in the area would benefit from the scheme, and it was felt that this was not enough to offer a grant.
It was agreed that a grant would be made to the CAB as they offer a wider service available to a large number of groups.
Resolution 17/07 The Chairman proposed and the Council resolved that the following items of expenditure be authorised as a S137 payment under the Local Government Act 1972, it being the opinion of the Council that the expenditure will be in the interests of all or part of the community: a donation of £50 to the Citizens Advice Bureau
11.3 Gloucestershire Playing Fields Association.
This will be forwarded to the Friends of the School.
11.4 2nd edition of the Gloucestershire Charter
Noted
11.5 Changes to the 861 bus service
No comments
11.6 CDC spring clean
Notices will be placed on the notice boards inviting residents to collect bags and gloves from Councillor Gaden.
11.7 Cotswold Freight Management Study
A study of HGV movements will be undertaken in a sample area of the County, including this area. Atkins, the contractor organising the scheme for GCC is inviting one or two representatives of the parish to a workshop session in order to gather the views of local parishioners and identify any local issues associated with HGV movements within the parish. The aim is for GCC to introduce a number of ‘lorry management zones’. Key routes will be identified both for through and local journeys and access for loading and unloading.
Although Councillors were unable to attend the event in Chedworth on 3rd April, the Chairman agreed to draft a letter outlining the problems in the village, with the request that HGVs avoid using the village roads.
12. Matters outstanding
The Ampney Crucis Association are proposing to launch a scheme for:
• A single house opposite the Butchers Arms
• Nine houses designed in traditional Cotswold style to emulate a farm house and cluster of adjoining buildings on 2½ acres off the old London Road.
• Ownership by a village trust of the remaining 50 plus acres currently in Cripps ownership to protect it from future development.
• The creation of a new recreation field ready for use opposite the school playground.
• Extensive hedging and other works to reinstate traditional field patterns and create an improved environment for local wildlife and for educational purposes useful particularly for the village school
• The provision of a new building adjacent to the Pleydells available for use as a village shop (or some other appropriate community benefit if a shop proves not to be commercially viable).
• A substantial endowment of at least £100,000 intended to secure effective management of the land without public subsidy which may facilitate other opportunities for community benefit directly or with, for example, National Lottery assistance.
The Chairman announced that following discussions with the District Council he was declaring an interest in this item. The District Council had advised the Chairman that he would be unable to take part in any discussion about this scheme or to vote on any aspect of the scheme though he would be able to give planning guidance provided it was purely on a factual basis and was not intended to persuade Councillors on the merits or demerits of particular features of the scheme.
The Chairman then explained that, based on a Briefing Note issued by Cotswold District Council, Policy 19 of the Local Plan, as currently drafted, effectively prohibited any new houses for sale on the open market being built within Ampney Crucis unless they were to meet social and economic needs (as distinct from wants or demands). Policy 19 had to comply with both the County Structure plan and regional planning guidance, and could not be reviewed until February 2009 at the very earliest.
The Council discussed whether to issue a statement explaining Policy 19 to local residents and the Ampney Crucis Association. Councillor Horsfall explained that he intended talking to representatives from the Ampney Crucis Association during the coming week, explaining the implications of Policy 19, and that the proposed scheme would not be approved under current local plan policy. Councillor Horsfall will confirm the conversation in writing to the Association.
It was agreed that should the Ampney Crucis Association, after receiving this information, still wish to proceed with the proposals, then the Council would issue a notice explaining the problems of Policy 19 to all residents.
13. Date, time and place of next meeting.
Monday 14 May 2007, immediately following the Annual Parish Meeting at 7.30pm in the Village Hall.