AMPNEY CRUCIS PARISH COUNCIL
MINUTES OF THE PARISH COUNCIL HELD ON 8 SEPTEMBER 2003, IN THE VILLAGE HALL, AMPNEY CRUCIS.
Present: Councillors Peter Kelly, Gerald Gaden, Kim Hartshorne, Sally Hebbs and John Dear.
District Councillor Edward Horsfall
County Councillor Raymond Theodoulou
Presiding: Councillor Peter Kelly
Clerk: Mrs H Tonks
The meeting commenced at 7.15pm. There was one member of the public present.
1. Apologies for Absence
2. Minutes of the Parish Council meeting held on 14 July, 2003.
Resolution 31/03 The Chairman proposed and the Council resolved that the minutes of the meeting held on 14 July, 2003 be signed and adopted.
3. Matters arising from the Parish Council meeting held on 14 July, 2003.
3.1 Setts at junction of Allotment Lane
The setts are now in place. It was agreed that as GCC responded so quickly, the Clerk would write a note of thanks.
3.2 Foliage at The Lodge
The Clerk had written to the occupiers of The Lodge asking that the overhanging foliage be cut back. Some work had been carried out and the problem eased slightly.
3.3 Countryside Agency – Countryside and Right of Way Act Consultation
Councillor Vessey explained to the Clerk prior to the meeting that he had read this document after the last meeting, and the only area covered by the new legislation within the parish is a small area of land called ‘Smith’s Covert’ which lies on the northern side of the Welsh Way just before it meets with Sheephouse Lane. He had no further comments to make.
3.4 Providing indemnity to relevant officers and members consultation document.
Councillor Grazebrook had looked at this document and had no comments to make.
4. Questions from the Public
None
5. Reports from County/District Councillors
District Councillor Horsfall made the following report:
· He has been made vice chairman of the Community Group
· The Council is still reviewing spending on CTEP and the new Leisure Centre.
· The Community Fund has now been unfrozen and will continue.
· Flooding in neighbouring parishes still causes concern and Councillor Horsfall will attend a meeting on 12 September to discuss the problem.
· Planning applications will not be decided by delegated powers without consultation with the Clerk or Chairman. Should the Parish Council wish they can request that any application be discussed at committee.
· ‘The Local Channel’, a company specialising in websites for Parish Councils have sent details of their scheme to Councillor Horsfall. These details will be placed in the circulation folder for further discussion if required.
· He has sent a letter of support to the playground committee for use in funding applications.
· There is a possibility of a grant from ‘The Standard’ .
· A reception will be held at Coln St Aldwyn for some of the residents who carry out voluntary work in the local community.
County Councillor Theodoulou gave the following report:
· The Boundary Commission are carrying out a review of electoral boundaries throughout the County. It is anticipated that these will reflect the new district ward boundaries, and that the Commission will suggest that the boundaries will change to place Ampney Crucis in the water Park area. The Clerk had unsuccessfully tried to download the documents from the website, therefore Councillor Theodoulou will send a copy of the area affecting Ampney Crucis to the Clerk.
· Debate is beginning on the budget for 2004/05. There has been an underspend of £5 million from delayed projects, and an overspend of up to £600,000 on children’s transport to school.
· Any possible flooding problems will be taken into account when responding to planning applications.
· Funding for road repairs remains a problem, as there are substantial arrears within the Highway's budget.
· There are no indications as yet how Council Tax will be affected by the new budget.
6. Financial matters
6.1 Current financial position
It was noted that the accounts have not been reconciled with bank statements since 30 June, 2003. Following the request to change the Clerk’s address, Lloyds TSB changed the statement request to annually rather than monthly until the relevant forms had been received. It was reported that Lloyds TSB now have all relevant forms and will send statements as soon as possible.
Resolution 32/03 The Chairman proposed and the Council resolved that the financial statements, excluding up to date bank reconciliations, as provided by the Responsible Financial Officer were an accurate reflection of the Council’s financial position on 2 September, 2003
6.2 Agreement of payments
An invoice had been received from the Council’s External auditor, Moore Stephens for £120.00 + £21 VAT. It was also agreed to pay the Clerk’s expenses of £89.19.
Resolution 33/03 The Chairman proposed and the Council resolved that the above amounts, totalling £230.19, be paid.
6.3 Audit for the year ending 31 March, 2003
The Clerk reported that the external audit had been completed and a notice advertising closure of the audit had been posted on notice board.
7. Planning matters
7.1 Decisions
190 CT 4170/D 1 Lake Cottages No further action
236 CT 0607/E Firs Farmhouse Refused
263 CT 0906/F 8 Durncourt Cottages No objection
7.2 Outstanding applications
230 CT 3296/F The Pleydells No objection
256 CT 0111/C Ampney Knowle House No objection
257 CT 0111/B Ampney Knowle House No objection
258 CT 0607/G Firs Farmhouse No comment
259 CT 4170/E 1 Lake Cottages No objection
260 CT 7739/F Ampney Fields No objection
261 CT 7739/G Ampney Fields No objection
264 CT 3914/B Ampneyfield Farm On Circulation
265 CT 4942/N 3 Dudley Farm On circulation
At the beginning of the discussion about CT 0607/G Councillor Kelly declared an interest in the application and left the room.
In the absence of the Vice Chairman Councillor Hartshorne agreed that she would act as Chairman for this discussion.
Councillor Vessey knew that he would be absent for this meeting so he provided draft guidance notes that could be used to inform the discussion. These had been circulated around the Councillors. There was some discussion about whether the proposed site was ‘open land’. Councillor Hartshorne reported that she had talked to a planning officer at the District Council who did not think that this piece of land was ‘open land’. Two Councillors disagreed with the planning officer’s opinion. It was also suggested that as the applicants had reduced the size and position of the building this showed goodwill on the part of the applicant.
One Councillor felt that the draft guidance was too 'strong' with regard to a potential objection on planning grounds and the quality of the information received from the applicants. The Clerk explained that whenever the Council objects to planning applications it is done referring to CDC policy documents.
The four Councillors present were equally split on whether to object to or not object to the proposal. The acting Chairman was unwilling to use a casting vote and therefore it was agreed that the Clerk would explain to the District Council that the Parish Council was unwilling to make a definitive decision. However it would be mentioned in the letter that during the meeting there had been considerable discussion about siting of the garage within the conservation area, and the possible impact of this. It was also agreed that the suggestion that the applicants had shown goodwill in changing the site of the proposed garage should be included. It was also agreed that comments by two Councillors that the possibility of moving the garage to the rear of the building should be considered would be included in the letter. Finally, the District Council would be asked that this decision be taken by the full planning committee, and not by delegated powers.
7.3 Minor amendments
7.4 Tree works
255 Contr 1469 Sterries Mill No objection
262 Contr 1487 Berkeley Cottage No objection
8. Burial Ground matters
8.2 Burial Ground notice
Councillor Vessey had suggested that a notice be made for the burial ground asking relatives to put old wreaths, bouquets, etc, into the bins provided. It was agreed that a discreet notice be placed in the window of the Lych gate near the water butt.
9. Village Update
9.1 Village Notice board
No further action.
9.2 Double white lines
The Clerk had spoken to John Whittaker at GCC asking if he could ascertain why the lines had not yet been painted. Staff holidays have meant that he could not talk to the officer he needs to contact.
10. Playground in the village
10.1 Progress made by playground committee
Councillor Hartshorne reported that she had met with PC Mark Gossden, the Policeman in charge of Crime Reduction.
He visited the site and talked to some locals. He has said it would be unsuitable to have the small children’s area at the far end of the field, as it would be vandalised there because there is no residual surveillance. It would also be very dangerous and impractical to have the teenager’s area next to the small children’s area. The two cannot both be moved to the village end, because they should be separated and the skate area will be a nuisance to residents due to noise. The skate area is at less risk of vandalism because there will be not a lot there in the first place, and concrete is hard to damage. In its current form, he is unable to support the proposal.
He said he would refrain from putting this in writing until the playground committee has tried to separate the two areas again. The playground committee will contact the Headteacher.
10.2 Progress made by Parish Council.
A letter of intent has been received from GCC.
The Clerk has sent a letter to the play committee confirming the Parish Council’s decision to support the playground proposal to use with grant applications where necessary.
It was agreed that a separate account should be set up for receipts and expenditure for the playground. The Clerk will get the necessary forms from Lloyds TSB
Resolution 34/03 The Chairman proposed and the Council resolved that a separate bank account be set up to handle receipts and expenditure for the playground. Two signatories will be required as with the current account. All Councillors will be permitted to sign.
11. Correspondence received
11.1 CDC Consultation on proposed changes to the allocation of affordable housing
CDC are changing their way of allocating housing to those on the waiting list. A draft version is available for comment before 1 November 2003. This will be circulated around the Councillors for comment.
11.2 CDC Meetings of the Standards Committee
Meetings will be held on 11 November, 13 January, 2 March.
11.3 GCC Highway Maintenance and traffic management seminar
This will be held on 9 October. Councillor Kelly may attend.
11.4 Gloucestershire Chest Fund application for funding.
Refused
11.5 CDC Local authorities (members allowances) (England) Regulations 2003.
The above regulations allow for Parish Councils to make certain allowances to members – basic or travel or subsistence, set within certain limits by a remuneration panel. A paper is enclosed with the circulation folder for Councillors information. Should the Parish Council wish to pay allowances to its members, then CDC needs to be informed. Their remuneration panel will set the limits.
11.6 Temporary Road Closure
The whole of School Lane will be closed between 6 October and 3 November to allow works by E G Carter and Co.
11.7 GCC Ward Boundary changes.
See paragraph 5
11.8 GCC Structure Plan
This is now available for examination in public.
11.9 Nominations to GAPTC
The vacancy for a Parish Councillor on GAPTC was noted.
11.10 Withdrawal of the mobile library service.,
Although the Council were concerned to note that they had not been included in discussions to withdraw the service from Ampney Crucis it was accepted that as the service was very rarely used it could not continue.
12. Matters outstanding
It was reported that an article had appeared in Clerks and Councils Direct suggesting that new external auditors are finding items requiring ‘further investigation’ with the suspicion being voiced that this may be a subtle way for them to increase their income. The Council should be aware of these concerns.
13. Date, time and place of next meeting
Monday 10 November 2003, 7.15pm in the Village Hall.
It was agreed that meetings for 2004 will be held on the 2nd Monday of every other month: i.e.: 12 January, 8 March, 10 May, 12 July, 13 September, and 8 November 2004. The Clerk will book the Village Hall.