1.                   Apologies for absence

Councillor David Vessey, County Councillor Mavis Dunrossil and Mrs A M Wilkie.

2.                   Minutes of the Parish Council meeting held on 14 January 2008

The minutes were amended on page 762.  The 3^rd paragraph was amended to read (italics show changes) “… ever increasing numbers of houses, and it was possible that sustainable housing was not highlighted to be important in recent government documents.”

The paragraph below was amended to read “…the Council believe that there will be little opportunity for the ACA to benefit under the proposed SHLAA system’.

Resolution 14/08  The Chairman proposed and the Council resolved that the minutes, as amended, of the meeting held on 14 January 2008  be signed and adopted.

3.                   Matters arising from the meeting held on 14 January 2008

3.1           Highway matters

The Council have been informed that there will be some carriageway resurfacing on the A417 between Cherry Tree Lane and Lechlade from March to May 2008.

GCC has also replied to explain that the white lines painted on the A417, particularly outside Ampney Park were assessed.  The GCC Forward Programme Manager confirmed however that the existing lines are suitable and the length in question would not meet the criteria set for double white lines as detailed in Department for Transport guidelines. Councillors are concerned about this decision and still feel that this stretch of road is particularly dangerous.  The Clerk agreed to contact the County Councillor asking if this decision could be reassessed, looking at this individual stretch of road rather than relying on guidelines.

3.2           Church Lane

The Clerk has informed GCC that the Parish Council are willing to contribute £300 from April 2008.  GCC are also aware that the Parochial Church Council will contribute £500. GCC will start to plan and programme the work.

3.3           Footpaths

These letters have now been sent out.

4.                   Report from Mrs A M Wilkie, Ampney Crucis Primary School

Mrs Wilkie was caught in traffic and was unable to attend.  She hopes to be present at the next meeting of the Parish Council.

5.                   Reports from County and District Councillors

Gloucestershire’s Council Tax will rise by 3.8% with an additional 1.1% for flood prevention/repair.

District Councillor Edward Horsfall gave the following report:

·                     Officers and members at CDC are investigating whether partnership working could be set up with Tewkesbury District Council.  Further details should be available in May.

·                     All residents should shortly receive information relating to the new recycling scheme that will be starting in the north of the District later this month.  A series of road shows will be held where information will be available and to which residents can take their old plastic or metal bins for disposal.  Those who have paid the £30 fee will receive a licence to be displayed on their green wheeled bin.  A food caddy will be distributed to all households for the disposal of all food waste, which will be collected weekly, with all green waste.  A black wheeled bin for non food waste and a canvas sack for cardboard will be distributed, and these, with bottle, can and paper recycling will be collected on a fortnightly basis.  Biodegradable bin liners can be used with the food caddy.  Should the Parish Council wish for green waste to be collected from the Burial Ground they would have to apply, and pay for a licence.

·                     The appeal at Park Close has been dismissed.  The appellant can appeal against the decision within 28 days.  Enforcement action will be recommended.

6.                   Report from Police Community Support Officer (PCSO)

PCSO Daniel Sinclair gave the following report:

·         Detection rates in the area are very good.  Crime has also fallen in recent months.

·         The Fairford division are hoping to promote a ‘cold calling’ prevention scheme.  This scheme will increase awareness of distraction burglaries, and encourage residents to contact the Police if they have any concerns about cold callers.  The scheme is very much in the preliminary stages.  Further details will be sent to the Clerk, and the scheme will be discussed at a later meeting.

·         A Neighbourhood Panel meeting will be held on 20 March, 7pm at Farmor’s School, Fairford.  This meeting will decide the 3 main priorities for the Fairford Division to work with.  The meetings will be chaired by an independent Chairman and the 3 priorities will be decided by a vote of those present at the meeting.  Each policy will be re-evaluated after 3 months.  PCSOs and other officers will continue to work with other concerns that arise.  The meeting will be for all members of the public. Councillor Skinner has agreed to attend, as both an individual and representing the Council.

·         He is aware of the 3 day festival at Ampney Downs Farm in June 2008.  A meeting will be arranged nearer the time involving the Police, County, District and Parish councils to discuss the issues raised by the event, and to resolve how the event will be policed.  The Clerk agreed to send the letter written by the Parish Council to the CDC licensing committee to PCSO Sinclair.

·         The police can be contacted in an emergency on 999, non urgent queries can be made on 0845 090 1234. 

·         The trailer in the lay-by outside The Donkey Field is the responsibility of the County Council.  The Clerk agreed to pursue this.

7.                   Questions from the public

Mr Lewis asked whether there was a working Neighbourhood Watch scheme in the village.  Mr Lewis was made aware of the contact for the south side of the village, and agreed to make contact.

8.                   Financial matters

8.1           Current financial position

Resolution 15/08  The Chairman proposed and the Council resolved that the financial statements prepared by the Responsible Financial Officer should be adopted by the Council as an accurate reflection of the Council’s financial position on 27 February 2008. 

The Clerk explained that a number of transfers between budgets would be required.

Resolution 16/08 The Chairman proposed and the Council resolved that the following transfers within the budget take place:        

£23.95 from audit to miscellaneous 

£14.50 from insurance to miscellaneous

£45.00 from Clerk’s expenses to miscellaneous

Resolution 17/08  The Chairman proposed and the Council resolved that £150 be transferred to the imprest account.

8.2           Agreement of payments

Elisabeth Gerver, expenses to training course, 44 miles @ 40p per mile:  £17.60

Clerk’s expenses for Sept 2007 – Mar 2008:  £31.79

Resolution 18/08  The Chairman proposed and the Council resolved that the above amounts, totalling £49.39, be paid.

8.3           Grass cutting tender

The Clerk confirmed that that the owner of Just Gardening Sense had been asked to provide references for the company’s work.  Referees were supplied.  After circulating Councillors, it was agreed that the company could not be employed at this stage, as not enough information was available.

It was suggested that in the future, applicants who had not previously worked for the Council should supply references with their tender.  Other issues could be taken into account, including the dependability of the existing contractor and the ‘environmental footprint’ of any possible contractor.

As instructed at the January meeting, the Clerk therefore accepted Cottage Garden Services’ tender.  Tony Williams has since been in touch to confirm that the details are acceptable, and that insurance details will be copied and sent to the Council.

As discussed in January Cottage Garden Services will complete an extra grass cut before Easter.  There will be no charge for the extra War Memorial cut in November.

8.4           Review of the effectiveness of the internal audit

The Clerk had circulated a document which explained that the guidelines for the accountancy procedures followed by local Councils would be changing. 

These guidelines will refer to all local councils, including those with expenditure up to £1 million, although the most basic audit procedures apply to Councils with turnover of less than £200,000.  One of the major changes is to the internal audit.  Councillors were reminded that a review of the effectiveness of the internal audit was a part of the 2007 audit, although at that time, there was little indication of what this might mean.  The new guidelines now provide the information needed to carry out the review of the internal audit. 

The following 5 standards, which should be included within the internal auditor’s letter of appointment,  were agreed:

Scope of internal audit

The council agreed that the scope and coverage of the work to be carried out by internal audit will be in accordance with proper practices guidance.  Guidance suggests that the following items should be covered within the internal audit:

Independence

• The internal auditor should be allowed direct access to the Council, through the Chairman when thought necessary by the auditor.
• It was confirmed that the internal auditor has no other role within the Council. 
• The internal auditor’s report should be made in his/her own name and addressed to the Council.

Competence

• The Council is satisfied that the internal auditor is competent to carry out the work

Relationships

The responsibilities of the Clerk and the internal auditor should be defined in relation to risk management, internal control and fraud and corruption matters.  The Chairman should be contacted in the event of any query.

• Councillors are clear on their responsibilities of the ‘protection of the public purse’ and within the internal audit framework.
• The Council has a duty to draft and consider an annual internal audit plan

Audit planning and reporting

• There should be an annual audit plan.  The audit plan should refer to the processes the Council follows to ensure clear and accountable procedure. 
• The Council should approve the plan

Resolution 19/08  The Chairman proposed and the Council resolved that Neil Holt be appointed internal auditor.

Further details were discussed in relation to the audit plan, shown below.

Resolution 20/08  The Chairman proposed and the Council resolved that the audit plan, as shown above, be adopted.

Risk assessment

Resolution 21/08  The Chairman proposed and the Council resolved that the risk assessment, as shown on pages 773 – 780  of these minutes, dated 10 March 2008, be adopted.

The risk assessment suggested a number of issues:

·         An annual inspection is due for:  the burial ground, burial ground cross, burial ground wall, trees in burial ground, Lych Gate, Praying Cross, War Memorial, 7 benches (excluding the playground bench which is covered in the RoSPA inspection) and 3 notice boards. Councillor Gaden agreed to carry out the inspections before the May meeting for inclusion into the risk assessment for 2008/09.   

·         The valuation for the rebuilding of the burial ground wall should it be damaged was increased by 3%. 

·         It was agreed that the burial ground gates did not need replacement this year.

·         The Clerk agreed to remind Dike and Son that they were going to carry out an inspection of the Burial ground (contacted in March 2007). 

·         5 year valuations are due for the war memorial and burial ground cross.  It was agreed that Dike and Son should be asked whether they would be able to carry out a valuation, to a maximum cost of £100.

Resolution 22/08  The Chairman proposed and the Council resolved that Dike and Son be asked to complete a valuation of the war memorial and Burial Ground cross to a maximum of £100.00

Assets Register

The assets register has been completed with the knowledge available to the Council.

Resolution 23/08  The Chairman proposed and the Council resolved that the assets register, as shown on page 781  of these minutes, dated 10 March 2008, be adopted.

Burial Fees and Regulations

As it had been 3 years since the burial fees have been increased, the Parish Council agreed to increase the fees by 10%

Resolution 24/08  The Chairman proposed and the Council resolved that the burial fees and regulations, as shown on page 782 of these minutes, dated 10 March 2008, be adopted, with copies sent to all funeral directors and monumental masons.

The completion of the audit plan and the issues arising from it ensures that the review process has been completed.

Resolution 25/08  The Chairman proposed and the Council resolved to agree that  that all five standards of the review process have been completed.  By this process, the effectiveness of the internal audit has been reviewed.

The Chairman thought that the production of this first review had been time consuming for the Clerk, over and above the normal contracted hours required.   The Clerk agreed to give an estimate, at the next meeting, of the hours taken to undertake the review.

9.                   Planning matters

9.1           Decisions

354        05/0071/CWFUL/CAPS                         Sunhill                                                                    Refused

420          CT 2165/R                                              Birch Farm                                                             Permits

422          CT 8455/C                                              Wayside                                                                                Permits

425          CT 4783/F                                              Ampney House                                                    Permits

427          CT 2672/M                                            Narracott House                                                   Permits

383          CT 2905/1/A                                          Park Close appeal                                 Dismissed

9.2           Outstanding applications

423          07/0077/CWMAJW                             Sunhill                                                                    No comment

424          CT 2163/R                                              Fitzhamon House                                                 No objection

9.3           Amendments

9.4           Tree works

428          Contr 2497                                                             The Malthouse                                     No objection

429          08/00608/TRECON                                               The Bramleys                                        No objection

430          08/00510/FUL                                                        Half Acre                                               On circulation

Councillor Grazebrook left the meeting.

9.5           Stonelea

As discussed at the January meeting, the Chairman wrote to Mrs Brinknoff in January.  An acknowledgement has been received.

9.6           Electronic consultation on planning applications

Following on from comments at the last meeting that there is a difference between supporting a planning application, and not objecting to a planning application, the Clerk has spoken to officers at CDC who suggested that the Council use the comments box to make the Council’s position very clear. 

9.7           Strategic Housing Land Availability Assessment

The Chairman wrote to John Ducker confirming the Council’s discussion at the meeting on 14 January 2008.

10.                Burial ground matters

It was agreed that the burial ground would not be included in the Spring Clean, as it did not need work at this time.

Councillor Gaden explained that the dry stone wall at the bottom of the ground needs repairing.  He is aware of local contractors who may be able to complete the job, and will pass these details on to the Clerk, for discussion at a later meeting.

11.                Playground matters

The playground inspection had shown one bolt that needed replacing.  Councillor Skinner has completed this job.

The playground committee had sent a cheque to the Parish Council covering the costs of the playground inspection.  An invoice has been received, but the invoice is not on letter headed paper.  The Clerk will contact the Play Inspection Company to ask that they send another invoice, with all details attached, that the Clerk can then use for payment.

Resolution 26/08  The Chairman proposed and the Council that the  invoice from the Play Inspection Company, totalling £152.75, be paid.

12.                Village update

12.1         The Ampney Times

The Ampney Times is still, due to the constant efforts of the team of editors, very successful.  The Council wished to thank the production team for their efforts.

12.2         Spring clear up day

Councillors Gerver and Gaden presented the following schedule for the clear up day:

Date: 19 April 0930-1200

Meeting point: Village Hall, with refreshments (tea, coffee, cold drinks, biscuits) (Kitty Gaden)

Equipment:

• maps
• litter pickers
• gloves
• high visibility jackets
• plastic bags (Gerald Gaden and participants' own - on environmental grounds)

Scope of clean up and routes:

• map of parish boundaries to be used
• selection and allocation of routes

Exclusions:

• No collection from A417 (The Clerk has asked CDC to collect because of fast moving traffic)
• Fly tipping.  The Clerk to be notified of fly tipping.

Publicity:

• Posters to be printed and laminated and placed on village notice boards,  Pleydells and Cricket Ground entrance

Report to ACPC on outcome  at 12 May meeting

It was agreed that this plan was acceptable.  The Parish Council agreed to pay for the refreshments to a maximum of £15.00.  Some of this £15.00 would be used for mini Easter eggs to encourage families to take part.

Resolution 27/08  The Chairman proposed and the Council resolved that the Council pays for refreshments for the Clear up day, to a maximum of £15.00.

Should the weather be bad, the event will be cancelled, by placing notices on the Village hall door, and over the notices advertising the event.

12.3         War Memorial

The Council was informed that the Schroder Trust has been approached by two local residents with a view to the Trust paying for the cleaning and repainting of names on the War Memorial.  The British Legion will act as receptor for the award (should an award be made) and as banker.

13.                Correspondence received

13.1         Strategic Housing Land Availability Assessment Consultation

It was agreed that the following comments be circulated around all Councillors, and subject to no amendments, sent to the District Council.

The Ampney Crucis Parish Council considered the Consultation Document and expressed concern that the proposals appear to give little emphasis to aesthetic or wider environmental issues. Little account appears to be taken, either of the adverse visual impact of large amounts of new, dense housing in a beautiful, varied landscape or of the potential environmental damage caused by building dense housing, roads and amenities.

We therefore, welcome the following proposals:

·                     in 1.8 that SHLAA will inform plan-making but not in itself determine whether a site should be allocated for housing development. We would anticipate that the wider aesthetic and environmental issues would be taken into account in the final allocations.

·                     in 2.24, that land allocation in the Local Plan for Open Space and Employment is assumed to still be required.

·                     In 2.51 the anticipation that no broad locations will be identified outside settlements.

·                     Appendix I helpfully recognises the constraints of flood plains, Areas of Outstanding Beauty, Special Landscape Areas, and Sites of Special Scientific Interest: we assume that such constraints will be seen as absolute rather than obstacles to be overcome.

We remain concerned about the following issues:

·                     the extent to which green field sites will be included in the assessment and would hope for extreme caution about including any green field sites, especially in villages, where the impact of dense housing would be particularly severe.

·                     the general anticipated density of housing proposed. Even in the principal settlements of the Cotswolds, 30 dwellings per hectare does raise fears of site development with insufficient green space. In villages, which are amongst the sites to be assessed, such density of housing would, in our opinion, seriously distort the desired ratio of land to buildings.

13.2         Cirencester Town Centre Draft Supplementary planning document and Sustainability Appraisal

Noted

13.3         GCC Minerals and Waste Core Strategy preferred options

Noted.

13.4         Downing Street petition

Councillors were made aware of a petition on the Downing Street website that focussed on the ever increasing amount of bureaucracy and paperwork faced by volunteer Councils.  This reflected conversation earlier in the meeting (during discussions for the review of the internal audit).  Whilst it was agreed that the Clerk would not sign the petition on behalf of the Parish Council, Councillors could sign the petition as individuals if they wished.

14.                Matters outstanding

Councillors Gerver and Skinner reported that the Nuts and Bolts course was useful

15.                Date, time and place of next meeting.

Monday 12 May, 2008, immediately following the Annual Parish Meeting at 7.30pm in the Village Hall.

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