Minutes of a meeting of the Environment Committee held on Monday 17^th March 2003 at 7 p.m. in the Cricket Clubhouse

Present: Cllr. R W G Butt (Chairman)

The meeting opened with a presentation by Sally Pattison, the Field Boundaries Project Officer of B&NES, who explained her role in organising a survey of hedges and dry stone walls in B&NES and South Gloucester. The work entails walking field boundaries, which have hedges and dry stone walls to list the types of trees, their size and condition. The volunteers could do just one field or the whole village - it was up to them. She is still looking for further volunteers to help the one already enrolled in this village. An open day is arranged for this Thursday at Dyrham Park when all interested parties would be welcome to attend and receive some preliminary training for the work. Cllr. Butt said that he had already arranged to go and he and Cllr. Mrs. Butt agreed to join the village team of surveyors.

Chairman thanked Sally for her presentation and assured her that this Parish was seriously supporting her work.

Two residents from the new houses overlooking the Bloor commercial land were present. They were not happy with the noise emitted by motor bikes using the Bloor site. They have written to Bloor and are pleased to see that the site has recently been made more secure. They also mentioned that Bloor, in their letter, stated that this Council was in favour of allowing scrambling on the site. Members of this committee were taken aback as no one could remember this Council taking that stance. The Clerk said that he had never written to Bloor on any subject - the only time the site was discussed with Bloor was when their agent attended a Planning Committee meeting years ago when the original commercial scheme was proposed. It was agreed that the Clerk should now write to Bloor to express this Council's surprise at their statement and to ask that the new locked gates and fencing are looked at as a footpath requires a stile.

1. Minutes of a meeting of the Environment Committee held on 16^th December 2002

These minutes, which had been previously circulated, were taken as read agreed a true record and signed by the Chairman.

2. Matters arising from the minutes of 16^th December 2002

a). Estimates for 2003/2004

Chairman asked members to note the decisions made at the meeting of the Spending Committee Chairmen, when he had volunteered this Committee to accept all the savings (£1,609) required by the Finance Committee. He asked members to note the new Action Plan circulated by the Clerk, which showed his suggested cuts in the Plan. Members agreed with the cuts.

b). Footpath Signing

The Chairman has now had a meeting with Steve Wheeler of B&NES and was pleased to report that about £2,500 was available for the footpath signs which could be put where this Council wishes - he would now take advice on their positions and content. Noted.

c). Flowerbeds etc

Clerk gave a brief report on the progress of the summer planting scheme. The two new beds at the Radstock end of the by-pass have been prepared ready for a final cleansing before planting. The hanging basket frames are nearly finished and Clerk will now meet with Roger Hobbs of B&NES and the Chairman to decide the positions of the six tall frames. The filing of the hanging baskets and beds has been arranged with the contractor. The housing of the water machine is still causing problems, as the Clerk requires a terminal for the machine during high summer when it could well be used twice or three times a week.

3. Correspondence

Mr. A Hastings has written again to ask when the extra trees will be planted on the new POS opposite Morgan Way. The Clerk was asked to assure him that the trees would be planted but the grassed area is still to be improved as part of the present contract therefore the trees would be best left until seeding has been done.

He also asked that something should be done to deter residents from tipping unwanted debris and garden refuse over the hedges onto the POS. Members agreed that the subject could form part of an article in the forthcoming Newsletter. Clerk to raise at the Magazine Committee meeting to be held later in the evening.

4. Allotments

Chairman explained the reasons behind the proposed new rent agreement and allotment rules. He said that the landlords, the Coles family wished to re-write and update the 50-year-old agreement, which was now well out of date. The Clerk had been asked to check with neighbouring parishes to ascertain their levels of rent paid for allotments. The Coles family has agreed that, based on figures obtained by the Clerk, it would be happy to see the rent set this year at £70 per annum and that it should be reviewed every five years. They would be happy for the Clerk to compose and submit to the family an agreement similar to the last one.

The Clerk felt that it was necessary that the allotment rules should be revised to cover some of the comments made by the Coles family and the fact that the allotment year has been changed to run from 1^st February each year.

The Clerk reported that 95% of the allotments were taken and rents received.

Cllr. Mrs. Thomas was not happy that, although the rent to the holders was raised last year, the income would still not cover the rent required from the landlord, therefore the allotments would have to be subsidised by the Council. She disagreed with the policy - the allotments should pay for themselves.

Members generally agreed with the two documents, with one vote against, and the Clerk will now send a copy to the Coles family for its perusal.

5. Progress on the new POS

Cllr. McInnes reported that the completion date of 28^th February has now long gone with still lots to do. He reported that the Clerk has been asked for another payment based on the percentages of jobs done. He recommended to the committee that no more payments be paid until the project had been inspected by the Clerks of Works and agreed that all was finished according to the specification and plan. Until that time it was agreed to withhold more payments. It was decided that the Clerk writes to the contractor asking him to name a date when the inspection could be made.

6. Action Plan

It was agreed to look at the Action Plan when the new financial year had started and the new Council elected.

7. Any other business, being an exchange of information for noting or placing on a future agenda

Cllr. McInnes reported that the height of the shrubs on the Wellow Lane/Orchard Way roundabout was causing visibility problems to pedestrians as they tried to cross the road. Clerk to check with B&NES.

Cllr. Mrs Butt mentioned an overgrown hedge outside 8, Heritage Way, which was causing problems for pedestrians. Clerk to further investigate the cause and solution.

Meeting closed at 8.10 p.m.