SHIPTON GORGE PARISH COUNCIL
MINUTES OF THE MEETING HELD AT THE VILLAGE HALL ON
WEDNESDAY 11th November 2009
Present: Cllr David Smith (Chairman) (DS) Cllr Richard Cunningham (Vice- Chairman) (RC) Cllr Jean Ayers (JA) Cllr Robert White (RW) Cllr Heather Cowland (HC) Cllr Robert Langran (RL) Cllr Peter Varney (PC).
In attendance: Parish Clerk Ernie Thomas (ET) County Councillor Ron Coatsworth (RC) District Councillor Mark Parsons. (MP) Prospective Parish Clerk Tom Grace (TG)
Members of Public: Simon Cleveland, Colin Green, Robert Cornish, and Peter Gates.
Public Forum:
Robert Cornish raised concerns about the state of the hedgerow abutting the highway at Innsacre. PV offered to write to the owners.
Apologies for Absence:
Cllr Amy Steele reported she was unable to attend due to illness and the Council approved her absence unanimously.
Declarations of Interest:
The Chairman reminded councillors of their ongoing responsibilities. There were none.
Item 624 Minutes of Meeting on 23rd September 2009.
No changes required.
Accepted as a true record on proposal of PV and seconded by RL. Signed by DS.
Item 625 Clerk’s Report:
Dog fouling signs affixed with assistance from the Dog Warden in previously determined locations.
Cllr Charles Errington had resigned by letter dated 8th November and the Chairman had offered his thanks by letter in response.
The resignation of HC had been accepted by the Chairman who thanked her for her support, such resignation to be effective from the end of the meeting.
ET reported Scottish Widows had ceased to pay interest on the Council’s account. The Chairman and the Clerk were to investigate.
ET had chased Townsend Engineering for the completion of its added security measures on the Playing Field shed. It is hoped that will be completed by the next meeting.
The outbreak of Knotweed reported at the last meeting was to be handled by WDDC who had accepted its responsibilities for this matter.
The Clerk’s salary was not to be varied this year. Proposal put by DS and seconded by JA and carried unanimously.
Item 626 Reimbursement of Overpaid DAPTC
JA reported at the recent DAPTC meeeting the matter had been discussed and she regretted to report any repayment was thought unlikely. The Council had to assume if nothing more was heard this subject would be closed.
Item 627 Retirement of Clerk
Ernie Thomas retired and DS offered his thanks for ER’s service for over four years. A small present from the Council was given.
Item 628 Appointment of new clerk:
DS proposed and RC seconded a proposal to appoint Tom Grace (TG) as Clerk. Vote by council was unanimous with one abstention. TG took the Clerk’s chair.
Item 629 The Future of the Council’s web site.
Despite his resignation ET reported to the Council about a meeting that took place on 23rd September with Damon Allen. Present were DS, RC, PV and ET.
What was made apparent and accepted by all parties in attendance was there was no chance the Council’s web site could continue very long in its current operating system which was obsolete and becoming increasingly costly to service. Radical change was necessary. Damon’s suggested preference was a system called “the Joomla Content Management System”. It was used by a number of other organisations and Damon was confident once installed it would reduce the ongoing work and thus the charges to the Council. ET had indicated his willingness to continue his involvement as web master at no cost to the Council. There would be a one off charge of £1200 to set up the site, transfer data over and train users. The ongoing annual fee would be £200 (negotiated down from £250). As a sweetener there would be a six- month free hosting once the installation had been completed. DS, who commended the system to the Council. Suggested the installation cost should be funded from 3 years precept payments of £400 each year, so spreading the capital costs of purchase over three years.
Discussion took place with a number of councillors concerned about the cost including including RW. With the size of the village precept (income) such a large sum spent on the web site might not be justified. PV had indicated at the meeting on 23rd September he was aware DAPTC had discussed an alternative system but in view of the lack of reaction he had yet to investigate this further.
ET indicated there was a villager who would support him in his absence and who he would wish to be trained on the new system.
A proposal was put by RC, seconded by DS and passed with a majority vote to proceed with acquisition of the system.
Item 630: Village Green:
TG indicated his enquiries with HM Land Registry and confirmed this did not require any further action. The Council resolved to start work on the site with a local working party in order to start using the land. RL expressed his concern the land might become a parking lot. The consensus was that the area should be opened and to keep watch on parking.
Proposal that DS should write a letter to Mr Mitchell to advise and then organise a work party.
Proposer DS
Seconder RW.
Unanimous vote.
Item 631 Precept for Financial year 2009/10
A suggested precept proposal was prepared by RC, DS, ET (with TG in attendance) and was presented to the Council.
PV asked if that was normal. JA was asked to justify the membership fee for DAPTC. She supported such expenditure since it enabled the Council to enjoy a “bigger picture”.
The new precept was £4700 an increase of 7.5%
Proposal put to adopt suggested precept:
Put RC
Seconded RW
Unanimous vote.
Item 632 Council Risk assessment
This had been substantially amended last year and reviewed by DS and RC this year. PV asked if there was any residual financial liability for the Village Hall and was advised not as far as any members were aware.
Proposed no change
Put DS
Seconded RW
Unanimous vote.
Item 633 Annual Return of King George Playing fieldsTG explained this was an annual return for the Charity Commissioners and nothing had changed save for the Clerk’s details. DS signed return and TG took it to post.
Item 634 Reports from Councillors:
Planning:
Two applications: Dairy Cottage extension and RC’s own at The Old Manor Court Farm. RW to chair Planning Sub Committee in view of potential conflict.
General Finance:
Those cheques sent by the Clerk:
533 Nildram £26.12
534 ES Thomas Salary £131.53
535 Graham Rosamond Playing field fees £237.46
Were ratified by resolution.
Put by HC
Seconded JA
Vote Unanimous.
Playing Fields:
By RW in AS absence
Risk assessment done for this next year.
Maintenance day end of October to clear an area by gates. To be used for planting of a tree.
Plan to erect a shelter/gazebo three sided and open at front. A “ball park” estimate of £5600 has been given. An alternative idea is to use a village work force.
The Committee will proceed to next stage getting drawings and firm estimates for the next meeting.
Suggested additional expenditure once gazebo/shelter erected might be a picnic table circa £200 and a climbing frame.
TG to investigate need for planning. Once drawings available then TG to seek permission of landlords and National Playing Fields.
DAPTC:
JA was unable to attend the last meeting.
PACT:
At last meeting RC confirmed there was nought relevant to Shipton Gorge. RC has offered police the facility to hold village meetings in his front room and would wish any members of the public to attend to discuss any policing matter at all.
Rights of way:
RL has asked for two signs to be erected on FP5 between Smacombe and Shipton Hill.
Village Hall:
JA confirmed all was well and she had nothing to report.
Highways:PV expressed there were areas of unfinished work at market Lane, Rockway and Bonscombe Lane. He was pressing for such work to
be done. He intends to attend WATAG (Western Area Transport Group).
PV would also like to form a Highways sub committee, which he felt would assist to help press for highway action in the village.
[DS reported at this stage on the replies he had to correspondence about the intended Road closure of Peas Hill during the summer. The letter he received from Miles Butler at DCC confirmed county council shortfalls in advising SGPC and that DCC would formulate standard procedures to advise affected councils. DS expressed the view the Highways Department had been frank in their failings and now the future might possibly lead to a change. [RC voiced the view in his experience this was not happening.]
Parish Plan:
Both Simon Cleveland and Peter Gates attended to report on progress. Questionnaires had been sent to 210 households in August with 86 replies. Whilst more work was necessary it was hoped to hold an open meeting for villagers in January 2010 and then a draft Parish Plan would follow.
Correspondence Register:Letter 175 about Ambulance Service. DS to consider report and attend a meeting of the Service, which will discuss the advantages of joining the new Trust. He needs to report by December.
Letter 179 to RC for information.
Letter 184 PV to complete.
Letter 186 DS to report.
Meeting closed at 9.20pm.
