Click for Index

DRAFT AMPNEY CRUCIS PARISH COUNCIL

MINUTES OF THE PARISH COUNCIL HELD ON MONDAY 12 NOVEMBER, 2007 IN THE VILLAGE HALL, AMPNEY CRUCIS.

Present: Councillors Barry Dent, Gerald Gaden, Elisabeth Gerver, Adrian Grazebrook, Frank Skinner, and Peter Kelly.

District Councillor Edward Horsfall

Presiding: Councillor Barry Dent

Clerk: Mrs H Tonks

Members of the public: Simon Holt, Roland Hunt, Janet Campbell and Alan Lewis.

The meeting commenced at 7.15pm.

1. Apologies for Absence

Councillor David Vessey. County Councillor Mavis Dunrossil.

2. Daniel Sinclair, Police and Community Safety Officer.

PCSO Daniel Sinclair was unfortunately unable to come to the meeting as hoped, and sent his apologies.

3. Minutes of the meeting held on 10 September 2007

The minutes were amended to have the following sentence inserted at the end of the first paragraph of section 8.7:

Those who voted against the proposals totalled 105.

Resolution 49/07 The Chairman proposed and the Council resolved that the minutes, as amended, of the meeting held on 10 September 2007 be signed and adopted.

4. Matters arising from the meeting held on 10 September 2007

4.1 Highway matters

· The verge along the A417 has now been cut.

· The bus stop outside the Old Post Office has been reported twice to GCC. As there appears to have been no repairs to the bus stop, the Clerk will contact GCC again.

4.2 Village name place sign

GCC have confirmed that they will replace the Village name place sign, subject to there being no enhancements on the sign other than twinning details or a comment similar to ‘Please drive safely through the Village’. It was agreed that the Clerk would ask for a sign replicating the old sign (showing distances to Cirencester and Lechlade) to be erected.

4.3 A417 safety measures

A417 Road Safety Campaign

It was reported that following the Road Safety Liaison group's meeting it was agreed that there will be a Road Safety Campaign which will focus on the A417 - due mainly to the 3 fatal collisions that recently happened close together. Within the District as a whole however the number of fatal casualties so far this year is 14, compared to 5 for 2006, therefore the message will be spread throughout the District whenever possible.

The campaign was launched by Councillor Theodoulou on Monday 5th November on the A417. Gloucestershire County Council's Road Safety Team Leader is keen to see a partnership approach involving Cotswold District Council (CDC) , Gloucestershire Police, and the Road Safety Liaison Group Member.

Temporary signs have been erected on the roadside, and these were initially supported by two large variable message signs. Highway Authorities are often criticised for using too many signs to inform motorists but the County Council had explained that these campaign signs had been temporarily erected as part of a short-term campaign aimed at raising awareness of driver behaviour. They had been placed at locations that were least likely to distract but nevertheless visible to the motorists.

Councillors were concerned that the road signs were distracting from the real problem which was the inadequate white line painting on the road.

A417 Road works Schemes

The Council has been informed that there are proposals for road repairs and resurfacing between Ampney Crucis and Lechlade. Locations of resurfacing and patching will need to be matched to known flood damage sites and the majority of the funding secured for this work will be at locations starting east of Ampney Crucis and Poulton/ Fairford and on to Lechlade. These proposals are ongoing and the programme is showing works dates likely in the early months of 2008.

Councillors were concerned that these repairs seem to miss the stretch of road west of the village, near Ampney Park. The Clerk will pass these concerns on to the County Council.

A417 Lining

Jenny Watkins from GCC highways has asked for the centre carriageway white lines between Norcote and Ampney St Peter to be reassessed by Gloucestershire Highways Accident Reduction team. She will contact the Parish Council following the review. The Clerk will contact Mrs Watkins and explain that Councillors feel the present painting to be inadequate.

4.4 Church Lane

The Clerk explained that the area has been measured up by GCC as being 25 linear metres @ 1.5m wide. This area is between the end of the existing widened area (with granite setts around) as far as the telegraph pole. The estimate to dig out and install suitable sub-base stone material, finish with grasscrete between edge of carriageway to within 0.5m width strip of the Cotswold stone boundary wall amounts to £3,000.

GCC has asked that contributions were needed from other sources, i.e.: the Parochial Church Council (PCC) and Parish Council. The PCC have agreed to contribute £500. It was suggested that £300 may be an appropriate contribution from the Parish Council. The Clerk agreed to contact the County Council to discover whether this total contribution of £800 would be satisfactory.

It was agreed that any contribution from the Parish Council should be included in budget for the precept request for 2008/09. There will be further discussion at the January meeting.

4.5 Footpaths

Councillor Grazebrook had circulated details of footpaths around the village that require attention:

BAC2	Stile at east end in poor condition and overgrown, metal field gate off its hinges and heavy to move.
BAC21	Gate between the two fields is broken down and needs replacing. When the crop is sprayed off for the footpath it would be useful if the headland at the eastern end was sprayed off as well, for use by walkers, to avoid their straying onto the crop.
BAC16	At the north western end, into the Pleydells, the footbridge is largely overgrown with brambles and branches and itself partly broken and without a handrail. This is perhaps the most serious problem within the network.
BAC13, 14, 15, 23, 24 and eastern end of 11	It would have been preferable to spray off the crop (rape in 2007), rather than cutting a swathe halfway through its growth which made it much more difficult to walk.
BAC12	Not cut or sprayed last season at all. Good stile at eastern end but needs to be kept clear of undergrowth.
BAC10	Rather overgrown ground stile/gate at each end.
BAC8 and 9	Fencing work in progress. The two new stiles on the northern side of the driveway very high off the ground; recommend second, lower, diagonal cross member to enable shorter people to climb over.
BAC2	In the woodland section the bridge at the south eastern corner is in good condition, as is the stile to the north west, but the path between is overgrown and difficult to follow. Suggest occasional clearing of nettles and perhaps arrows, or marks on trees, to guide the walkers away from the obvious track through the wood, which is the incorrect route. At the northern end of the path, the two stone stiles are overgrown and therefore do not strictly comply but this is not an issue since there are open routes immediately adjoining.
BAC3	Path through wood not very clear, fallen tree across the path otherwise fine.
BAC5	The angled route across the large field is not clear, but no doubt it will become so when the crop is up and is sprayed off.
BAC6	South end stile a little overgrown
BAC7	North end stile a little overgrown. Strip at south end not cut or sprayed during the summer (although it now is); difficult to negotiate through knee-high brassica etc.

There were 3 structural items that need attention: the gate on BAC 21, the footbridge on BAC 16 and the high stiles on BAC 8 and 9. It was agreed that the Clerk would check whether landowners were responsible for stiles, and footbridges. Following the receipt of this information it was agreed that the Clerk and Councillor Grazebrook would contact all the landowners responsible for the footpaths shown above, thanking them for their co-operation to date, and asking if they would resolve the identified problems.

On a separate issue, the Clerk also agreed to check who would be responsible for cutting back roadside hedges.

A resident had asked if the Clerk could contact Crucis Park Farm as the field at the back of Durncourt Cottages hadn’t been cut for several years – the result being that the Cottages are being invaded with weeds. This has been done.

4.6 CDC draft licensing consultation

A letter was sent to CDC reflecting the concerns of the Council that neither Parish Councillors nor Ward members were statutory consultees.

4.7 Talland Equitation.

The Clerk had received a letter from Gloucestershire Tourism explaining that a brown tourism sign could not be erected. Following this, the Clerk was informed that a normal directional sign also could not be erected.

5. Standing orders and Register of interests

The adoption of the Code of Conduct, specifically paragraph 10.2 of the code adopted by this Council, means that the Council needs to change the Standing Orders to show Councillors and members of the Public are allowed to speak on matters in which they may have a prejudicial interest.

Resolution 50/07 The Chairman proposed and the Council resolved that paragraph 9 of the Standing orders is changed to read:

INTERESTS

The Clerk shall maintain a register of interests for all councillors. Should any Councillor declare an interest in a contract, proposed contract or any other matter under discussion by the Council this matter will be recorded in the minutes of that meeting. Where a Councillor has a prejudicial interest in any business of the authority, the Councillor may attend a meeting but only for the purpose of making representations, answering questions or giving evidence relating to the business. Members of the public are permitted to attend the meeting for the same purpose.

The maximum amount of time available to make representations or give evidence shall be limited to 3 minutes. Further time will be allowed for answering questions.

The amended Standing Orders are attached to these minutes at pages 750 - 752.

Following the adoption of the code of conduct in September, all Councillors should have signed a new Register of Interests form. The Clerk has spoken to the legal team at CDC and the forms have not yet been issued by CDC. The Clerk will forward them on to all Councillors when they have been received.

6. Reports from County/District Councillors

District Councillor Edward Horsfall gave the following report:

Christmas waste collections

All households will receive information on waste collections during the Christmas period. The information will also be publicised in the local press.

District Council budget for 2008/09.

The District Council are facing budgetary problems for 2008/09. It is anticipated that the central government Rate Support Grant will be reduced this year, meaning that the CDC are faced with resolving the shortfall by either increasing efficiency, possibly by closer working with Tewkesbury District Council and/or increasing income from other sources.

Waste service redesign

Central Government are levying penalties on Councils who send more waste to landfill than allowed. Space in landfill sites is rapidly running out.

In response to these pressures, CDC have redesigned the waster service with the following:

· The introduction of a weekly food waste collection for recycling, in a small caddy or the green wheeled bin used for garden waste. Food waste can be wrapped in newspaper or in bio-degradable bags.

· The introduction of a fortnightly collection of cardboard for recycling

· Continuing fortnight kerbside collection of cans, bottles and paper

· Fortnightly collection of non-recyclable waste in wheeled bins

· The introduction of a weekly collection of green waste, with a £30 charge.

A number of issues were discussed including:

· Green wheeled bins may be collected from households that do not require the garden waste collection

· Households who have sanitary waste must be encouraged not to flush these items. It is hoped that smells can be minimised by wrapping these items in plastic bags, and using the lidded wheeled bins. CDC is encouraging parents to use re-usable nappies.

· The black wheeled bins for non-recyclable waste are already in use in Cobberley and Cowley

· There were concerns that households are being charged for the recycling of just one type of waste, and that the Council Tax in the area is already very high. It was reported that at best, the garden waste service will pay for itself, and this charge will not be used to subsidise other users of the waste service.

· The Clerk agreed to contact CDC asking that a plastics recycling point be placed in the village. The Clerk will also urge the District Council to accept other plastic products, including yoghurt pots and meat and trays.

· There are concerns that the £30 charge will lead to increased bonfires and fly tipping. Reports from councils already using a similar system suggest that this does not happen. Councillor Horsfall reassured the Council that fly tipping would be rigorously enforced and monitored.

· It was queried whether existing or future by-laws could be used to restrict bonfires; Councillor Horsfall will check. It is hoped that the weekly collection will minimise the need for bonfires.

· There were concerns that these proposals contravened the United Nations recommendations on human waste. Councillor Horsfall will investigate this.

· There were health and safety concerns that once the wheeled bins are emptied, the wrapped bags of sanitary waste will be split.

· It was asked whether there would be any provision for the collection of batteries. Councillor Horsfall will investigate.

· There are concerns that the increase vehicle movements would offset the benefits of increased recycling.

· There is no prospect of the Sunhill composting plant being used as in vessel composter (IVC)

· It was asked whether supermarkets could provide information on recycling points

Civil parking enforcement

Wardens would be issuing warnings initially, following which fines of up to £60 would be payable for parking illegally.

8 wardens will now patrol the district. The £1 million cost of launching this enforcement is a county wide cost. The District cost is in the region of £200,000.

July floods

One of the key issues highlighted by the floods was the responsibility for the various drains in the area. The numbers of staff for drainage issues will be increased. Riparian owners will be reminded of their duties to keep ditches clear of obstructions.

The District Council will be contacting the Parish Council to discuss flood mitigation measures.

Park Close

The appeal will be held on 13 November.

Ampney Downs Farm

A licence application is anticipated for an event at Ampney Downs Farm.

The Chairman thanked Councillor Horsfall for his input into the meeting.

During the discussion, Councillor Gaden left the meeting, as pre-arranged with the Chairman.

7. Questions from the Public

None.

8. Financial matters

8.1 Current financial position

Resolution 51/07 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 24 October 2007.

The Clerk requested a transfer of £400 to the imprest account.

Resolution 52/07 The Chairman proposed and the Council resolved that £400 be transferred to the imprest account.

The Clerk explained that the grass cutting tender would be advertised shortly, for agreement in January 2008. It was discussed whether the number of cuts in the contract should be increased, but it was agreed that it would remain at 15 cuts per year, with the option of authorising an additional cut if necessary.

The budget currently allows for two more grass cuts as part of the grass cutting contract, and these two cuts have been carried out. It was agreed that further cuts prior to 31 March 2008 will be authorised at the January meeting if necessary.

The Clerk explained that the NALC recommended salary scales with effect from April 2007 had now been released.

8.2 Agreement of payments

Resolution 52/07 The Chairman proposed and the Council resolved that the Council meets the cost of £19.00 for the wreath for the Remembrance Day service.

It was discussed whether it would be appropriate for new Councillors to take part in a Training Course aimed at new Councillors. It was agreed that this would be appropriate. The Clerk agreed to arrange for Councillor Frank Skinner and Councillor Elisabeth Gerver to attend the ‘Nuts and Bolts’ course on 30 January.

Resolution 53/07 The Chairman proposed and the Council resolved that Councillors Skinner and Gerver attend the ‘Nuts and Bolts’ training course. The total combined cost of the course for both Councillors, not to exceed £90.00, will be taken from the general contingencies reserve.

8.3 Budget and precept request 2008/09

The Clerk circulated the figures below as the basis for discussion for the budget for 2008/09.

Staff costs: salary £3660 See note 1

expenses £ 100 No change

Grass cutting: £1260 Increase 5%

Burial Ground maintenance £ 0 No change

Ampney Times £ 142 See note 2

Admin: GAPTC £ 110 Increase 5%

village hall hire £ 80 No change

insurance £ 697 Increase 10% on payment for 07/08

misc. and postage £ 120 No change

Playground: sinking fund £ 986 Increase £151 see note 3

replacement £ 300 No change

insurance £ 394 Increase 10% on payment for 07/08

Others: donations/grants £ 0 No change

audit £ 150 No change

TOTAL: £7999 increase of £499

Note 1 At the time of drafting the figures shown above, NALC, Unison and the other public sector employers were still negotiating the 2007/08 cost-of living pay rise for all public sector employees. The figure above therefore allows a suggested figure of 2% for 2007/08, and a further 2% for 2008/09 on top of the Clerk’s current annual salary of £3517.32. Since drafting these figures, the NALC suggested cost of living salary increase has been set at 2.475%

Note 2 Elisabeth Gerver explained that the editorial team for the Ampney Times had hoped to set up principles by which the Ampney Times would operate:

The Council accounts should include an income and expenditure section specifically for The Ampney Times.
All three parishes (Ampney Crucis, Ampney St Peter and Ampney St Mary) should pay their proportionate share of the costs of paper, printing and staples for the number of copies which they receive. Six times a year Ampney Crucis receives 311, Ampney St Peter 59 and Ampney St Mary 50 copies: annual total 2520 copies.
All other direct costs should be paid by Ampney Crucis Parish Council: mailing to outlying households in Ampney Crucis, telephone calls, and travel to and from Fairford for printing.
The Council should request the production team to seek a limited amount of appropriate local advertising both to provide residents with information about local services and to generate a small amount of income. Personal adverts, however, should continue to be free.
Any advertising income in excess of that required by the budget should be placed in the Council’s reserves to be used for future development of the newsletter.
The production co-ordinators should continue to use Fairford Parish Office for printing because it provides excellent value for money.

The Parish Council agreed that these principles provided a sound base for the future of The Ampney Times. There was some discussion about whether Ampney St Mary and Ampney St Peter should pay a proportion of the expenses that may be incurred by the volunteer editors. As the costs were likely to be in the region of £3 - £4 per parish, it was agreed that it would not be appropriate to ask the parishes of Ampney St Peter and Ampney St Mary to pay these expenses.

An indicative budget for 2008/9 for the Ampney Times was suggested as below:

Income £

Ampney St Peter/Ampney St Mary 50

AC precept 142

Advertising 46

TOTAL 238

Expenditure £

Paper 91

Printing 101

Mailing 20

Staples 2

Travel/telephone 24

TOTAL 238

Indicative precept request for 2008/9: £142

A draft figure of £142 for the newsletter was therefore appropriate for the Parish Council precept.

Note 3 This figure would mean that the sinking fund reserve would hold £5000.67. As a condition of the lease, the Parish Council needs to allow £5000.00 to pay for removal of the playground if necessary.

Amendments to this proposed budget need to be made, and the budget resolved, at the January meeting. It was agreed that if the precept were not to increase by a substantial amount it is possible that the playground sinking fund could be made lower. Full and correct figures for the grass cutting contract and the Clerk’s salary would be available in January. No allowance is shown above for a possible contribution towards the work on Church Lane.

During the discussion about the Ampney Times, Councillor Gerver explained that at present, the production co-ordinators collate and staple 2520 copies a year, each usually consisting of four sheets. To help to ease this burden, the production team at their meeting on 11 September agreed to request the Council to invest a total of £40.00 in a Rexel Solar 20 electric stapler.

Resolution 54/07 The Chairman proposed and the Council resolved that the Parish Council purchase a Rexel Solar 20 electric stapler at a cost not to exceed £40.00.

The stapler will remain the property of the Parish Council and the assets register will need amending accordingly.

Councillor Horsfall left the meeting during the financial discussions.

9. Planning matters

9.1 Decisions

413 Contr 2396 The Old Post Office No objection

414 CT0607/K Firs Farmhouse Permits

415 CT 4942/S Holbrook Permits

9.2 Outstanding applications

354 05/0071/CWFUL/CAPS Sunhill Objection

416 CT 4783/E Ampney House No objection

8.3 Amendments

417 CT 4783/E Ampney House No objection

9.4 Tree works

9.5 Stonelea

Although it was agreed that no further action be taken on the correspondence between CDC and the Parish Council, the Council agreed that the precedent set by the decision at Stonelea was too important to ignore. A draft letter had been circulated around all Councillors and it was agreed that a copy of the letter be sent to the District Council. The Director of Development and Heritage had been made redundant recently, therefore the Clerk will check with Councillor Horsfall to whom the letter should be addressed.

9.6 Park Close

Councillor Vessey had forwarded a summary of the situation surrounding Park Close to all councillors. It was confirmed that the Parish Council would not be sending an official representative, although many residents would be present in a private capacity.

9.7 Cripps proposals

It is understood that a full planning application would be made to the District Council.

9.8 Changes to planning consultations.

The Clerk has had a letter from the District Council explaining that planning applications would shortly no longer be produced in a paper copy, unless of a very complex nature. Councillors were concerned that as the Council could not produce or copy A1 size drawings it would be very difficult to make an informed comment on some applications. It was agreed that the Clerk would write to the District Council expressing this concern, and asking that working drawings be provided if requested.

10. Burial ground matters

The Clerk has had a telephone call from Mrs Elwes, who asked whether it would be appropriate to remove the damaged surround from the grave, leaving the upright in situ. The Clerk agreed that this would be satisfactory, subject to the ground being made good.

11. Playground

The minutes of a playground committee meeting had been circulated around all Councillors.

There were concerns that remedial work identified in the last report had not been carried out, although the playground was clean and tidy. It was suggested within the minutes that more equipment could be purchased for the playground. It was agreed that Councillor Skinner would explain to the playground committee that it would be appreciated if the Council could be kept informed of their proposals, as there are significant on costs, e.g., insurance, maintenance and the provision of a sinking fund for possible future removal, which would need agreement. It should be confirmed to the playground committee that they are responsible for maintenance of the playground.

12. Village Update

12.1 The Ampney Times

The future finance of the Ampney Times was discussed in paragraph 8.3.

It was also agreed that the Clerk would write to David Vessey, who was stepping down after many years establishing and co-ordinating the Ampney Times. The Council wished to that Councillor Vessey for his help throughout the years.

12.2 Ampney Downs Farm party

The Clerk agreed to contact CDC to confirm the details of the licence application due to be submitted. It is probable that the licence application consultation period will expire before the Council’s next meeting.

Resolution 55/07 The Chairman proposed and the Council resolved that following discussion with all Councillors the Chairman and Vice Chairman should comment on the application on behalf of the Parish Council.

12.3 Spring clear up day.

The Spring Clear up day will be held on Saturday 19^th April. This date will be placed in the newsletter.

12.4 Supporting wall at the Praying Cross.

John Ducker had reported to Councillor Vessey that the supporting wall at the Praying Cross needs repair. The Clerk and local contractor, Mike Harris, identified the part of wall that required most repair. Mike Harris estimated that the work would cost £180 to repair. Councillor Grazebrook agreed to find out who owned the plot of land on which the Praying Cross stands.

13. Councillors’ contact details

It was agreed that a list of Councillors’ contact details would be circulated to all Councillors.

These details should be used to keep Councillors up to date on progress if necessary, but should not be used to conduct Council business outside Parish Council meetings.

14. Correspondence received

The following items were noted:

· GAPTC – nominations to the County Committee

· Cotswolds AONB management plan workshops

· CDC waste roadshows

· CDC Chairman’s Civic Service

· Airfield Liaison meeting

Gloucestershire Charter

This has been placed in the Circulation folder for discussion at the January meeting

Citizens’ Advice Bureau (CAB) request for funding

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 56/07 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

Energy saving light bulbs

A local resident donated two energy saving light bulbs to the village hall. The Chairman will pass them on to the Village Hall Committee.

15. Matters outstanding

None

16. Date, time and place of next meeting.

The next meeting will be held at 7.15pm on Monday 14 January 2008 in the Village Hall.

The meeting closed at 10.25pm.

ACTION

ALL