DRAFT MINUTES OF THE PARISH COUNCIL MEETING HELD IN ST ANDREWS ROOM AT THE OLD SCHOOL ROOMS AT 7.30 PM ON MONDAY 11 th APRIL 2005 .

PRESENT: Cllrs M Short (Chairman), G Bailey (Vice-Chairman), M R Smith, C Knott, K Hill, B Hogarth, G Morgan, M Leimdorfer, M Dury, J Edwards, N Forrest, R Bates and E A Sparey.

IN ATTENDANCE: PC Tacchi (Avon & Somerset Constabulary), Cllr T Leimdorfer ( North Somerset Council), Ms J Barron (Parish Liaison Officer), Ms M Simpson ( North Somerset Council – Care Contact), Mr K Richardson (Clerk) and Mrs K Paul (Clerical Officer).

APOLOGIES: There were no apologies received apart from the previously approved leave of absence for Cllr D. Van Der Watt.

The Chairman welcomed Jackie Barron the new North Somerset Council Liaison Officer and Maggie Simpson from North Somerset Council’s Care Connect.

DECLARATIONS OF INTEREST: The Chairman reminded members it was their responsibility to declare any interests they had in agenda items.

The Chairman proposed that Members write any interests and the type of interest in a register provided at each meeting. There was no comment or decision taken.

Cllr M Leimdorfer declared a personal interest for item 7, relating to the Millennium Green and read from her written statement (see Appendix A).

Cllr Hogarth declared an interest for item 10, relating to the Glebelands Project. He asked for advice as to what type of interest he had. On earlier written advice received from Malcolm Nicholson, District Monitoring Officer (Reference: letter dated 2 nd December 2004 ) - Cllr Hogarth declared a prejudicial interest as a member of the PCC.

Cllr Bailey declared a prejudicial interest as a member of the PCC in the Glebelands Project.

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 Sweeting and Ms Thyer.

The meeting was adjourned for public participation

Maggie Simpson gave a brief summary of the services provided by North Somerset Council’s Care Connect. Care Connect is a telephone helpline to provide assistance for older people with social care issues. Publicity material outlining the service provisions offered by Care Connect was left at the meeting. Cllr Tom Leimdorfer praised the service. There were no questions from members.

Maggie Simpson left the meeting.

Mr Brook of the Millennium Green Trustees summarised his presentation to the previous Parish Council meeting, which led to the decision by the Council to take over as trustees provided the legalities are resolved and that the additional maintenance and administration can be dealt with.

Mr Brook stated that the Millennium Green Trustees wish to relinquish their responsibilities and pass the Trust onto the Parish Council as soon as possible.

Mr Brook noted that approximately 90 volunteer hours per year are spent on the Millennium Green (ie litter picking)

POLICE REPORT : A report had not been received prior to the commencement of the meeting.

NORTH SOMERSET COUNCIL : Cllr Leimdorfer supplied a written report to the Clerk, which he summarised for the benefit of Members (see Appendix B).  

The meeting was reconvened

The Chairman reported the death of Mr Bill Phippen – a former Member of the Parish Council. As was customary a one minute silence was held.

182/05
MINUTES OF THE MEETING HELD ON MONDAY 14 MARCH 2005:

One amendment was made under 169/05 – Cllr Sparey’s name was to be added to ‘The Closed Churchyard’ Working Party

After the above amendments were made the members approved the minutes of the meeting held on Monday 14 th March 2005 as a true record of the meeting, which were then signed by the Chairman.

183/05
REPORTS RECEIVED:

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

It was noted that the Planning Application 05/P/0397/F was duplicated in the minutes, the duplication was deleted.

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

Cllr Hogarth confirmed the work to the floors of the Jubilee Hall and St. Andrew’s Room had been executed during the Easter holiday period..

Cllr M Leimdorfer left the room.

184/05
REVIEW THE REQUEST FROM MILLENNIUM GREEN TRUSTEES TO TRANSFER THE MANAGEMENT OF THE MILLENNIUM GREEN TO CONGRESBURY PARISH COUNCIL  

Members agreed further clarification was required of the maintenance costs involved and exactly what Clause 28 of the Trust Deed entailed.  

Members unanimously agreed that a sub-committee be formed from within the Parish Council to meet with the current Trustees to fully clarify what the transfer will involve. The Working Party will assemble an information pack from its findings and aim to report back to the Parish Council in May.

Cllrs Morgan, Knott, Dury, Hill and Forrest volunteered to be members of the Working Party.  

Cllr M Leimdorfer returned.  

185/05
REVIEW THE FUNCTIONAL RESPONSIBILITIES PROPOSAL AND ANY FURTHER COMMENTS RECEIVED

Cllr Bates will take on the functional responsibility for Highways matters.

186/05
REPORT ON AND DETERMINATION ON FURTHER ACTION FOR REFURBISHMENT OF THE TOILET FACILITIES AT THE OLD SCHOOL ROOMS.  

Cllr Morgan informed the Council that the next stage is to go out to tender to determine costs. It was agreed unanimously that the current architect will be retained.

It was resolved unanimously that tenders for the proposed refurbishment be obtained.

187/05
DETERMINATION OF PARISH COUNCIL ITEMS FOR INCLUSION ON THE AGENDA OF THE PARISH MEETING ON 23 RD MAY 2005 :

188/05
CORRESPONDENCE

The items above were noted and documents are available from the Parish Council office.

189/05
CLERK’S REPORT

The report was not addressed.

190/05
TO APPROVE CURRENT PAYMENTS:

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

Members unanimously approved the payments of the accounts listed above.

Cllr Tom Leimdorfer and Jackie Barron left the meeting at this point.

192/05
EXEMPT ITEMS

Discussion took place with regard to the allegations of non-compliance with the Council’s Code of Conduct.
During the discussion it was properly proposed and seconded that all grants approved by the Council at their meeting on 10 th January 2005 be frozen until the investigation by the Standards Board for England has been completed. An amendment to the proposition to freeze the grant, which is the subject of the allegation was properly made. Both the amendment and the substantive proposals were lost by a majority vote of the Members present.

There being no further business the Chairman thanked members for attending and declared the meeting closed at 10.35 pm .