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	Minutes of Meetings

Minutes of First Parish Council Meeting

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Minutes of the Finance Committee STOKE GIFFORD PARISH COUNCIL
 

STOKE GIFFORD PARISH COUNCIL


DRAFT Minutes of the Parish Council on July 8th, 2008


Present: Cllrs T Jones (Chairman), A Melvin, R Bryan, D Skeet, D Bradshaw, B Allinson, L Brown, L Monono and 5 members of the public

PUBLIC SESSION

L Drinkwater reported the drains at the garages off Gypsy Patch were blocked; Surridge Dawson newspaper delivery lorries mounting the pavement (Cllr Allinson suggested a letter to Street Care and copy to him); parking on the verge at the feeder road on Gypsy Patch due to residents of 38; irregular rubbish collection at Cloverleaze (Clerk to write and copy Cllr Allinson); youths in Little Stoke Park play area, and wondered when the new waiting restrictions at Kingsway/Lawford would be implemented.
M Whatley referred to the potholes in the Trust Hall car park, and the need for a toilet in the Poplar Rooms when the Trust Hall is closed
D Ford pointed to the dangers on Church Road due to parking and the lack of visibility

1.0: Apologies: B Hewitt, K Cranney, F Middleton and J Howells


1.1 There were no notices of any member’s personal or prejudicial interests


2.0 MINUTES of the Council held on June 10th, 2008 were amended to include that at 7.3, D Bradshaw had said that the new path is so low that it will flood when the park floods. With that the minutes were approved as a correct record on a proposal from A Melvin and D Skeet


3.0: MATTERS ARISING

TJ reported that an arithmetic error had had to be corrected in the Annual Accounts – (5.5)
RB suggested that Action Points be recorded in the right hand column of the minutes – the Clerk to try


4.0: MATTERS FROM SOUTH GLOUCESTERSHIRE (or Central Government)

• Noted the Hall will be used as a polling station for the European Elections on June 4th 2009
• Sustainable Communities Act - noted
• Board Member sought from Vol/ Community Sector for Frenchay Community Hospital Project – D Bradshaw’s name to be put forward
• Cultural Activity meeting at WISE on July 10th at 7.30 pm

5.0: FINANCE & GENERAL PURPOSES COMMITTEE

In view of the meeting on June 24th being inquorate, the following items :

1. To examine any proposed amendments to the Health & Safety Policy (Chair has not had time to consider)
2. To consider a request for a grant from the Alzheimer’s Society : a grant of £200 was agreed on a proposal from L Brown and R Bryan (T Jones declared an interest)

3. To consider a request for a grant from Little Stoke Football Club: £200 was agreed on a proposal from R Bryan and B Allinson
4. To consider a request for a grant from Little Stoke Women’s Group: this was deferred for more information
5. Publishing of Council Pension Policies – ‘ [the Pension Fund suggests the following alteration to the Regulation 12 discretion to remove the suggestion that it be used as a recruitment tool:
The Council may increase (i.e. augment) total membership of an employee who is currently paying contributions to the scheme, for example, to enhance the package for staff with scarce and/or key skills. The member’s increase in membership under this regulation (including additional membership in respect of different employments) must not exceed 10 years.
The above was agreed noting Cllr Hewitt had been consulted and approved.

6. The Avon Pension Fund’s Actuarial valuation report has been received in the office

7. To consider spending £2586 plus £80 pa (from the following year) on creating a new web site : this was approved on a proposal from R Bryan and A Melvin, with B Allinson and L Brown abstaining.

8 Thanks from Victim Support for the grant



6.0: PLANNING TRANSPORTATION & FOOTPATHS COMMITTEE

6.1: The recommendations of the Committee on 24th June, 2008 were approved following a proposal from T Jones and D Skeet

6.2 Matters Arising :


6.3: PLANNING APPLICATIONS

PT08/1691/F 10 The Green, North Road, Stoke Gifford
Erection of single storey side extension to form additional living accommodation

PT08/1699/F 2 Gatcombe Drive, Stoke Gifford
Erection of first floor extension over existing garage to form 1 no. dwelling. (re-submission of PT08/1037/F)

PT08/1692/F J Sainsbury plc, Fox Den Road, Stoke Gifford
Erection of extension to south elevation of existing store. Installation of mezzanine floor and travelator. Reconfiguration of existing car park including provision of new parking deck. Construction of bus lane.

PT08/1739/F UWE, Coldharbour Lane, Stoke Gifford
Enclosure of undercrofts in E and B blocks
NO COMMENT TO THE ABOVE FOUR


PT08/1754/F 9 Touchstone Avenue, Stoke Gifford
Erection of a detached workshop
OBJECT ON THE GROUNDS OF INAPPROPRIATE ACTIVITY IN A DENSE RESIDENTIAL AREA

PT08/1749/PN1 Land at Coldharbour Lane, Stoke Gifford
Prior notification of intent to erect a 15m monopole with three (3) antennas, one transmission dish and 4 equipment cabinets and associated works
OBJECT ON THE GROUNDS THAT THE OPERATOR HAS NOT GIVEN GOOD GROUNDS FOR NOT SHARING MASTS WITH ANOTHER OPERATOR

PT08/0934/RVC Filton College permitted to extend the use of the floodlighting
6.4 Formal Consultation – Parkway Park and Ride: no comment



7.0: RECREATION ENVIRONMENT & LEISURE COMMITTEE

The recommendations of the Recreation & Leisure Committee of July 1st, 2008 were approved following the amendment to Minute 42, namely that Cllr Skeet had requested the item be on the agenda so that consideration be given to making changes to the roundabout, on a proposal from D Skeet and R Bryan

Matters Arising

Gifford Crescent Roundabout: B Allinson’s suggestion that something be sought to represent the area received assent. It was proposed that there be a consultation to obtain views of what might be there.
Play Areas: the Clerk reported two incidents of damage – at North Road, the tractor unit steering wheel had been broken off and has now been made safe. At Little Stoke Park, the Special Needs slide had had 4 half posts on the rap removed, but the wooden base of the ramp is rotten and contractors have been requested to fix it. There is not a safety issue at present. Clerk asked to report to the police.


8.0: NORTH FRINGE FORUM

Meeting : July 3rd Clerk had nothing to report


9.0: ALLOTMENTS

Nothing to report


10.0: REPORTS FROM REPRESENTATIVES

D Bradshaw had been unable to go to the 4TT meeting.

11.0: a) THE COUNCIL’S STRATEGIC PLAN

i. Twinning - Cllr Skeet going to a Patchway meeting
ii. Community & Youth Work : Cllrs Skeet and Brown had had a satisfactory review meeting with the Community Worker the day before, and the dates of Friends Meetings are circulated.

b) THE GREEN SPACE STRATEGY

This is being pursued through the development of Friend of the Parks Groups


12.0: YOUTH AFFAIRS

The Clerk reported that there would be a Freespace supported week at Little Stoke Youth Centre



13.0 CORRESPONDENCE

None

14.0: SCHOOLS

No report

15.0: TRUST COMMITTEE

L Brown asked for a discussion as a confidential item

16.0: COUNCILLORS POINTS

RB: Footpath from Beaufort Crescent to Fabian Drive is overgrown
Footpath under Parkway bridge wet
LB: Oxbarton underpass lights not working properly
Sign on Hatchett/Winterbourne Road down
Pavement in Mead Road needs resurfacing
TJ: Curtis Lane continues to be a problem. Thought Council letter to enforcement needed

17.0: CONFIDENTIAL ITEMS

To resolve, by the nature of the sensitivity of the following item, to exclude the press and public (Public Bodies (Admissions to Meetings)) Act 1960
**

18.0: FINANCE : The following expenditure was approved on a proposal from R Bran and D Skeet.
Cllr Bryan asked if a quarterly report of expenditure against budget could be presented. The Clerk can do:

STOKE  GIFFORD PARISH COUNCIL

 Minutes of the Parish Council held on June 10^th 2008

Present:          Cllrs T Jones (Chairman), Ms A Melvin, J Howells, D Skeet, R Bryan, B Hewitt, D Bradshaw, L Monono, K Cranney, Ms L Brown, F Middleton and 6 members of the public

PUBLIC SESSION

Mr G Lewis reported that track works near Patchway Station had occurred during the night at the weekend – 0145 hours and 0430 hours

M Whatley reported danger of children on bikes, ordinary cyclists and cars colliding on the top end of Harry Stoke Road.  He thought it would be helpful if the hedge at the turning point could be reduced.  He also reported large potholes in the car park at the Poplar Rooms.

D Shore reported issues of cyclists and taxis speeding on lower Harry Stoke Road, now that the double yellow lines have cleared car parking.  He also reported a loose manhole on a storm drain  o/s 163 Bakers Ground, and thought the ditch in Harry Stoke Road should be re-visited.  He also complained about the asphalt at Foxes Hollow

1.0:   Apologies: B Allinson

1.1              There was no notice of any member’s personal or prejudicial interests

2.0       MINUTES of the Council held on May 13^th, 2008 were approved on a proposal from Cllrs B Hewitt and D Bradshaw with Cllr Cranney abstaining

3.0:      MATTERS ARISING

3.1       Cllr Bryan proposed that in future, the Airfield Consultative Committee representative should report back to the Council

            Cllr Hewitt proposed that the Council seek clarification in writing from the Airfield Committee.  This was agreed with Cllr Middleton abstaining

3.2  Notice had been received, signed by 6 members of the Council, for a further discussion of the Council’s decision in March, that tap dance classes could only restart if special boards are provided by the dance class.

3.3  It was resolved on a proposal from K Cranney and J Howells, with two against, that tap dancing be allowed to continue, and the repair to the floor cancelled.  It was also agreed that hall fees should be reviewed upwards to take account of the need to undertake remedial works.

3.4  Cllr Cranney reported that there are two people interested in doing the school crossing duties at Little Stoke Primary School

4.0: MATTERS FROM SOUTH GLOUCESTERSHIRE  (or Central Government)

Notice has been received of new arrangements for the investigation of complaints against councillors – to the Monitoring Officer not the Standards Board

Bristol CC Statement of Community Involvement – informal hearing on July 22.  Further material can be submitted by June 24 – noted

5.0: FINANCE & GENERAL PURPOSES COMMITTEE

5.1              Amendments were proposed to the Emergency Plan, including bringing ‘calling the Fire Service’ sooner, and ensuring that the Plan is consistent with the Health and Safety Policy.                                            

5.2              The Clerk to send an electronic version of the Council’s Health, Safety and Welfare Policy to the Chair and Deputy and amendments would be considered in July 

5.3              The amended Risk Assessments including the car park barrier, were noted.  Cllr Cranney to seek advice from S Glos Environmental Health.  Deferment was proposed by Cllrs Hewitt and Ms Melvin.                                           

5.4              The Internal Audit report was received and approved on a proposal from Cllrs T Jones and B Hewitt                    

5.5              The Annual Accounts for 2006/2007  were also approved on a proposal from T Jones and B Hewitt                                 

5.6              It was resolved to renew the Guaranteed Investment Deposit Account for 3 months at 5.09% interest.  Proposed by R Bryan and B Hewitt

5.7              It was resolved to renew membership of Avon Wildlife Trust (£42) on a proposal from R Bryan and J Howells

5.8              It was resolved to make a grant to Victim Support of £520 on a proposal from B Hewitt and T Jones

5.9              Report on proposed purchase of Pick-up – an offer to Tileys had been made.  No reply had been received.  It was agreed on a proposal from R Bryan, that Cllr Hewitt and the Clerk be delegated authority to conclude the purchase.

5.10          It was noted that the Clerk is now the First Aid Appointed Person

6.0: PLANNING TRANSPORTATION & FOOTPATHS COMMITTEE

6.1:      The recommendations of the Planning Committee on May 27^th  were approved on a proposal from Cllrs D Bradshaw and B Hewitt, with an amendment to 1790 c) to read B & Q not B & W

6.2     Matters Arising : Alterations to the Braydon Avenue- Brook Way Junction.  Members      viewed the proposal and noted it

6.3:      PLANNING APPLICATIONS

PT08/1405/TRE          Land surrounding the Dower House, Stoke Gifford

Works to various trees (reduce and rebalance crown of one – beech bark disease) and monitor 4 others

PT08/1401/F   Marian Cottage, Harry Stoke Road, Stoke Gifford

Erection of single storey side extension to provide additional living accommodation

PT08/1419/F   9 Simmonds View, Stoke Gifford, South Gloucestershire, BS34 8HQ
Erection of rear extension to form garden room.

 

PT08/1141/F   The Lawns, Old Colstonians, New Road, Stoke Gifford

                        Substitution of house type for 11 no. dwellings (Amendment to previously approved scheme PT07/0493/F)

PT08/1488/F     3 The Orchard, Stoke Gifford, South Gloucestershire, BS34 8YT
Installation of dormer window and 4 no. Velux windows to facilitate loft conversion

 

PT08/1506/F  142 Bush Avenue, Little Stoke, South Gloucestershire, BS34 8NF
Erection of single storey side extension to provide additional living accommodation

PT08/1515/F   148 Rock Lane, Stoke Gifford, South Gloucestershire, BS34 8PQ
Erection of rear extension to garage

 

NO COMMENT TO THE ABOVE SIX (6)

An appeal against enforcement has been lodged with the Planning Inspectorate re the smoking shelter at the Beaufort Arms – the existence of amended plans was noted

PT08/0934 – Lighting at WISE – Sites Inspection at 11.50 on Friday June 13

6.4       Parkway Office development – ideas for 50 lifetime car club memberships invited

It was agreed to put this in the next Parish Council Newsletter

6.5                  Bristol Parkway Station Approach Road – Modification to Traffic Island:               Consultation

As this had been instigated by Cllr Hewitt, the proposal was welcomed

7.0: RECREATION ENVIRONMENT & LEISURE COMMITTEE

7.1       Friends Groups and Community Work   - the imminent meetings were noted

7.3      Meade Park : 

The footpath has been installed.  Cllr Bradshaw pointed out that there are holes on the outside of the edging, which have not been re-instated.

The seesaw had been dismantled by the Council’s contractor as it had been unsafe.

 7.4    Little Stoke Park & Mike Gallivan Memorial Fields

It was noted that the height restrictor is now locked open Monday to Friday

            Changing rooms – it was noted that the Building Surveyor had recommended that the asbestos roof be painted.  A quote will be obtained.

7.5     40 Acres

·         Bridges report received – in view of the poor state of one bridge, it was resolved to write to S Glos, asking it to put the bridge in order before the Parish Council took the lease and responsibility.  It was also agreed to have a private report undertaken on the bridge.  Proposed by R Bryan and D Skeet

·         In view of the above,  the quotation for installing chicanes at the entrances to Royal Park was to be left on the table, but a letter of consultation to adjacent residents should proceed.

·         Invitation to apply to membership of the Joint Local Access Forum – application pack to be requested

7.6    Recreation Ground, North Road

Anti-projectile repairs  :  To consider the quotation of £4141

The proposal from Cllr Hewitt and Jones to have the repair work done, was lost on a vote.  They and the Clerk expressed concern on Health and Safety grounds.

7.6       Hall

            Fees -  taken as a Confidential Item         

7.7              Mission Statement update

Twinning – nothing to report

Event – Kate O’Brien, the Community Worker is planning to have an event with young people putting together proposal for the park(s)

Web Site Cllr Monono described the work the Sub-committee had undertaken, and made a recommendation that a company named Blue Skies be hired at a cost of £2586 and then £80 a year for hosting.  This was agreed nem con on a proposal from Cllrs R Bryan and Ms A Melvin.  Special mention was made of the great contribution by the creator of the existing web site – Mr A Kerton.

8.0   4 TOWNS  FORUM

            Next Meeting – July 3rd

9.0:      ALLOTMENTS

            There is still  a waiting list

            It was agreed that Cllr Middleton would report from the Garden Society to the Council

            It was noted that there should be an agenda item for Councillors, as representatives, to report back

10.0: COMMUNITY SAFETY GROUP     

            Next meeting :   June 16 at 7pm

11.0 : LOCAL COUNCILS ASSOCIATION

Feedback from Cllrs Hewitt and Bradshaw – will be circulated

Training : Tues Sept 2^nd 10 – 12.30 : Almondsbury Sports Club

                        New Quality Council criteria; the Power of Well Being

                 Sat Sept 6^th 9.30 – 3.00 Planning –  Brook Way Activity Centre

How much do you know?  Speakers from Planning Aid & S Glos Council

Noted

12.0: CORRESPONDENCE

      Notice of overnight closure of Patchway railway bridge

     Mr & Mrs Crane reporting increased car parking by students at Stoke Park due to double yellow lines in Harry Stoke Road, and concern that with the new bus route, the current gate locking will cease, making the top end of Stoke Park more vulnerable to student parking.  Question to be raised with South Glos by Clerk/Chairman

13.0: YOUTH AFFAIRS

            Play Programme was tabled.

            Summer / Freespace activities will fund activities at Youth Centre

            Report of meeting with Head of Youth Service (Cllrs Ms A Melvin & B Hewitt)

Cllr Hewitt reported that the Youth Service had wanted money, and they had been told there was none at the present timeas they had applied after the Council’s budget had been set.

14.0: SCHOOLS      

            Nothing to report

15.0:  TRUST COMMITTEE

Cllr Ms Brown to obtain a file from Cllr Hewitt

16.0: COUNCILLORS POINTS

            FM: reported that there are a lot of clients at the Little Stoke surgery cancelling

            RB: Noted that the extension at 72 Ratcliffe Drive is not using matching bricks

            LB: Pleased with new shrubs, requested footpath surface in Mead Road

BH: Had circulated the proposed response to the DCLG on Participatory Budgeting, put together by Cllr Monono and himself, and received the Council’s endorsement of it.

17.0: CONFIDENTIAL ITEMS

Resolved, by the nature of the sensitivity of the following item, to exclude the press and public (Public Bodies (Admissions to Meetings)) Act 1960 

Staffing

Fees

See Confidential Minute 424

18.0: FINANCE  :   The following expenditure was approved on a proposal from Cllrs T Jones and B Hewitt: