MINUTES OF THE PARISH COUNCIL MEETING HELD IN ST ANDREWS ROOM AT THE OLD SCHOOL ROOMS AT 7.30 PM ON MONDAY 14th MARCH 2005

 

PRESENT: Cllrs M Short (Chairman), K Hill, B Hogarth, G Morgan, M Leimdorfer,

M Dury, J Edwards N. Forrest and R Bates.

 

IN ATTENDANCE: PC Tacchi (Avon & Somerset Constabulary), Cllr T Leimdorfer (North Somerset Council), Mr K Richardson (Clerk) and Mrs K Paul (Clerical Officer).

 

MEMBERS OF THE PUBLIC: The Chairman welcomed the following Members of the public and invited them to address the Committee before the commencement of formal Business: -

 

Mr Brook, Mr Palmer and Mrs M Johnson (Clevedon Mercury Reporter) all indicated that they did not wish to address the Council. However, Richard Brook was prepared to answer any questions Members wished to put to him in connection with the request for the transfer of the Millennium Green Trust to the Parish Council. The Chairman noted Mr Brook’s comments and advised that if it was found necessary when discussing this agenda item the meeting could agree to adjourn whilst questions are taken.

 

APOLOGIES: Cllrs C Knott (Business), G Bailey (Domestic commitment), R Retter (Illness), R Smith (Illness), E Sparey (Illness) and D Van Der Watt (Illness).

The Chairman read a letter from Cllr Van Der Watt requesting leave of absence from duties until June due to family and study commitments.  The Council unanimously agreed to Cllr Van Der Watt’s request.

The Councillors present accepted the apologies given.

 

DECLARATIONS OF INTEREST:  Cllr M Leimdorfer declared a personal interest being a Millennium Green Trustee.

 

The Chairman stated that she wished to use the public participation time to inform members that a further written complaint regarding possible breaches of the Code of Conduct had been received. The Chairman reminded the meeting of an anonymous letter which was considered by the Council at the meeting on 13th December 2004 (Minute Nos:134/04 and 136/04), alleging that some members of the Council had not complied with the Parish Council’s Code of Conduct regarding declaration of interests. The Chairman had consulted with the Clerk and taken his advice as follows:

 

  I would recommend that the Parish Council are advised of an allegation by a member of the public of non-compliance with the Code of Conduct relating to prejudicial interests of some Members at the Parish Council meeting on 10th January 2005. You are seeking clarification from the Standards Board of England of the term ‘public authority’.
Therefore, until a response is received from the Standards Board of England the matter will be held over before further action is determined.

 

The Chairman stated that the Parish Council treat all complaints very seriously.

 

The Chairman suggested Members should borrow a video produced by the Standards Board for England on the subject of Declaration of Interests, which is available from the office and reminded Members that it was their responsibility to declare their interests very clearly for record purposes.

All members were given a copy of the Standards Board for England ‘A Code for the Future’ Consultation document. 

 

POLICE REPORT: PC Tacchi gave a summary of the Crime Schedule, which was distributed with the meeting papers.  PC Tacchi suggested including a crime incident report form in the next Parish Council newsletter.  Cllr Short will discuss this with the editorial team.   

 

PC Kim Tacchi left the meeting at 7.47 pm.             

 

NORTH SOMERSET COUNCIL:  Cllr Leimdorfer gave a brief verbal report covering recent discussions regarding opening part of the Tropicana during the forthcoming summer; Puxton Farm Development planning application referred to the Planning & Regulatory Committee; South Area Committee Budget Bidding financial provision would not be available during the year 2005/2006 and the retention of Library services in Congresbury for the immediate future. 

Cllr Leimdorfer referred to the record of his report in the draft minutes of the last Parish Council meeting and requested that ‘to increase spending by £90,000 and’ be removed to avoid misunderstanding relating to the budget.  The new sentence should read ‘The proposal is for council tax to increase by 4.5%.’  Cllr T Leimdorfer agreed to the Chairman’s request of providing the Clerk with a written report before Parish Council meetings to ensure the accuracy of any statistics reported.

 

166/05                               

MINUTES OF THE MEETING HELD ON MONDAY 14 FEBRUARY 2005:

 

Following amendment of the draft minutes referred to in Minute No: 165/05 above, members approved the minutes of the meeting held on 14 February 2005 as a true record of the meeting.  

 

167/05

CONSIDERATION OF GRASS CUTTING TENDERS

 

The Clerk had invited four tenders and three had been submitted, which were opened in the presence of the Council.

 

  M J Winter - Declined to submit tender.
  Terry Richards - £550 : Burial Ground
      £700 : Sundry grass area
      £250 : Footpaths
      No quote for Churchyard.
  Rob Hembrow - £2,460: Burial Ground
      £2,542 : Churchyard – Living Churchyard specification
      £3,075 : Churchyard – total cut specification
      No quotes given for other areas.

 

Members unanimously resolved that Terry Richards tender in full and

Rob Hembrow’s tender for the Churchyard - Living Churchyard specification be accepted.

 

168/05

CONSIDERATION OF ITEMS BROUGHT FORWARD FROM LAST MEETING

 

Village of the Year competition including business participation:

The Chairman asked for any further suggestions to the draft letter submitted with the meeting papers.  No comments were made. The Council agreed that the letter should be issued once the competition dates are made available by the organising body.

 

Letter from Robert Emler, Mead Cottage, The Causeway:

The Chairman read the letter to the meeting regarding the proposed site of the Youth Shelter.  The Council were advised that the Clerk has replied to the letter stating that the King George V Playing Fields Trust is responsible for the management of the Kings George V Playing Fields and the proposed Youth Shelter was a scheme at this stage with a suitable site remaining to be identified and approvals obtained before any work is undertaken.

 

169/05

REPORTS RECEIVED:

 

PLANNING COMMITTEE: The minutes of the last meeting, circulated with meeting documents were noted by Members.

Cllr Morgan sought clarification from the Chairman regarding the recommendation of the Planning Committee for planning application No: 05/P/0294/F.

 

HIGHWAYS & PUBLIC SERVICES COMMITTEE: The minutes of the last meeting, circulated with meeting documents were noted by Members.

 

Cllr E Sparey’s name was included in the ‘The Closed Churchyard’ Working Party.

Cllr M. Leimdorfer gave a brief summary of the reply received from North Somerset Council to questions raised by former Cllr Giles in connection with outstanding and delayed works.

           

WAR MEMORIAL HALL MANAGEMENT COMMITTEE

The minutes of the last meeting, circulated with meeting documents were noted by Members. 

 

 

170/05

DATES FOR THE FOLLOWING EVENTS: -

 

  Remembrance Service 13th November 2005 
  Senior Citizens Tea Party 10th December 2005
  Carols at The Precinct/Broad Street 19th December 2005

 

171/05

CONSIDERATION OF  REQUEST FROM MILLENNIUM GREEN TRUSTEES TO TRANSFER MAINTENANCE OF THE MILLENNIUM GREEN TO THE PARISH COUNCIL

 

 Cllr Short gave a summary of the response from the Charity Commission. 

 

The meeting was adjourned at 8.50 pm.

 

Richard Brook reported that the Parish Council grant currently covers the cost of grass cutting and insurance.  He noted that there was a £20,000 sinking fund, which would be transferred.  He estimated that the volunteer labour could be valued at £500 - £600. 

 

The meeting was reconvened at 8.56 pm.

 

Discussion regarding taking on this responsibility continued and the Clerk pointed out there would be administration implications for the Parish Council as the administrative workload currently exceeds the present time allocation.

 

The Council voted in favour of taking over as trustees provided the legalities are resolved and that the additional maintenance and administration can be dealt with.

 

172/05

DETERMINATION OF FUNCTIONAL RESPONSIBILITIES

 

The Chairman reminded the meeting that all Councillors are responsible for the Parish Council’s financial affairs. Whilst the Responsible Financial Officer (RFO) executes the formal accounting procedures these must be checked by Members.

In response to a question from Cllr Morgan the Clerk advised that an audit trail should be carried out on a spot check basis from time to time for charges levied in connection with the Burial Ground, Allotments and Old School Rooms hiring services provided by the Council.

Discussion took place regarding the suggested areas of functional responsibilities, which were listed in the meeting papers.

The following members agreed to accept functional responsibilities as follows: -

 

(Financial)

  Old School Rooms (lettings, minor maintenance) Cllr Morgan
  Allotments Cllr Hogarth
  Burial Ground Cllr Morgan
  Office accounts Cllr Bailey

 

(General Appearance)

  Millennium Green, Riverside car park, ball court Cllr Dury
  Churchyard, Burial Ground Cllr Morgan
  Planted Areas (A370) Cllr Short
  Planted Areas (The Rec entrance) Cllr Edwards
  Planted Areas (The Causeway) Pending
Playarea Cllr Forrest & Cllr Short
  Broadstones Cllr Short
  Noticeboards (take old notices down & tidy) Cllr M Leimdorfer
  Toilets  at the Ship & Castle Public House Car Park Cllr Forrest

 

(Involving residents)

  Surgeries Cllr Hill proposed this be discussed at the Annual Parish Meeting.
  Village Fete Cllr Edwards is the co-ordinator and requires three assistants.
  Senior Citizens Christmas Party Cllr M Leimdorfer is the co-ordinator and is responsible for catering but will require assistance on the day.
  Christmas Party for children proposed by Cllr Forrest.
Cllr Short requested that further comments be submitted to her before the next meeting.

 

173/05

CONSIDERATION OF PROCEDURE FOR HANDLING RESPONSES TO PUBLIC CRITICISM

 

It was proposed that a leaflet be distributed at the Annual Parish Meeting explaining Parish Councillors work on a voluntary basis and publicise the Parish Council responsibilities more widely.

 

174/05

DETERMINATION OF PROCEDURE FOR RESPONSE TO BRISTOL INTERNATIONAL AIRPORT CONSULTATION DOCUMENTS RELATING TO PROPOSED AIRPORT EXPANSION

 

These documents are currently with Cllr Smith.  Cllr Dury suggested that Bristol International Airport (BIA) website address and the BIA Liaison Officer, Mike Littleton telephone number (01275 475478) be published in the next edition of the Parish Council Newsletter for residents information and a request for the local paper to include similar details. 

 

The Chairman requested that Standing Orders be suspended for 10 minutes.

 

175/05

CONSIDERATION OF THE FOLLOWING ISSUES RELATING TO THE BALL COURT: -

 

  A. ESTABLISHMENT OF BOOKING PROCEDURE
  B. USE FOR SKATEBOARDING RELATING TO FOLD-UP RAMP SYSTEM
  Both items will be referred to the Leisure Services Committee.
  C. INCREASE HEIGHT OF FENCE TO MILLENNIUM GREEN END.
  The Clerk will seek guidance on this issue.

     

176/05

NOMINATION OF ITEMS FOR CONSIDERATION FOR INCLUSION ON THE AGENDA OF THE PARISH MEETING ON 23RD MAY 2005

 

  It was proposed to launch a new logo competition for Congresbury Parish Council, asking the local primary schools and Churchill school for submissions.
  Parish Councillor Surgeries
  Parish Plan
  A Heart for Congresbury

Further submissions to Cllr Mrs M. Short by 2nd May 2005 at the latest.

 

177/05

CORRESPONDENCE: -

 

  North Somerset Council – Notice of Planning appeal ref: change of use from Agricultural to Gypsy Site for four pitches (Winter Gardens, 9th March)
  North Somerset Council –  Response to items raised by Cllr Giles
  North Somerset Council – Joint Local Transport Plan Consultation at Winter Gardens on 8th March 10.30 to 12.30
Cllr Morgan gave a brief report on this Consultation, noting that the Local Authorities from the  former Avon Area have worked together in preparing the Plan.
  North Somerset Council – Bristol Health Services Plan - Consultation Report January 2005
  Bristol International Airport – Master Plan Consultation selection of dates offered
  Environment Agency – Oil Storage Regulations seminar – Bristol, 21st March at 1.00pm
  Weston Hospital PPI Forum – 22nd March 2.00 to 3.00pm Milton Baptist Church
  North Somerset Patients’ Forum – 8th March 6.30 to 7.30pm Milton Baptist Church
  Charity Commission – Response to queries raised following informal confidential approach from the Millennium Green Trustees to the Parish Council to take over as Managing Trustees following the proposed resignation en bloc of the Trustees.
  Congresbury Millennium Green – Formal request to Parish Council to take over as Managing Trustees following the resignation en  bloc of the Trustees at a date to be agreed.
  ODPM – Citizen Engagement & Vibrant Local Leadership booklets for Consideration.
  DEFRA - Summary of Clean Neighbourhoods & Environment Bill
Councillors were asked to contact the Clerk if they wished to attend any of the above courses or required further information regarding the correspondence.

    

178/05

CLERK’S REPORT

 

The Chairman referred to the report that was circulated with the meeting papers, which was noted by Members. The new e-mail address for the office was included in the report as, clerk@congresburypc.eclipse.co.uk

 

179/05

TO APPROVE PAYMENTS SINCE LAST MEETING   

Chq.No.
3824 Mendip Computer Solutions Computer health check, following crash   60.00
3825 BT Quarterly telephone account   104.31
3826 Mendip Computer Solutions Supply and installation of new hardware and upgrading system all as quotation   781.53
3827 SALC Training workshop ref. employment    10.00

                                              

180/05

TO APPROVE CURRENT PAYMENTS

Chq.No.
3828 The Post Office Ltd PAYE & NIC   Cancelled
3829 Mendip Office & Art Ltd Stationery   71.78
3830 Clevedon Office Equipment Photocopier Maintenance (Feb) 29.30  
    Staples for photocopier 24.68 53.98
3831 Choice Cleaning Company Cleaning fee for February
The Old School Rooms		   229.13
3832 G. Malpass Window cleaning – OSR   26.00
3833 R. Hembrow Hedge cutting at Broadstone Playing Field and the Allotments as quotation   300.00
3834 Eclipse Internet Broadband set up as quotation and 3 months on-line service in advance   152.67
3835 Congresbury Village Fete Fee for stall   10.00
3836 ALCA Annual Subscription   669.18
3837 St Andrew’s PCC Hire of Refectory – Cyber Café - February meetings   36.00
3838 K. Paul Expenses   64.85
3839 K. Richardson Clerk’s expenses   59.00
3840/2 Salaries 3 staff   1745.94
3843 O.D.Cope & Co OSR Gate   312.55
3844 A & R Electrical Services OSR Faulty Fire Alarm   42.30
3845 T. Richards Additional Grass Cutting – Burial Ground        80.00
3846 Mendip Office Office Laminator   62.00
3847 The Post Office Ltd PAYE & NIC   192.68
3848 Gopak Tables – OSR   591.59

All invoices and cheques checked by Cllr Mrs Short prior to the meeting. Invoices are available for inspection at the Parish Office.

 

180/05

ITEMS FOR THE NEXT MEETING

 

None were submitted.             

 

181/05

EXEMPT ITEMS

 

The Chairman informed the Council that there were no exempt items of business. 

 

There being no further business the Chairman thanked members for attending and declared the meeting closed at 9.46 pm.