Present: Cllr. E J Derrick (Chairman)

Before the formal part of the meeting the Chairman invited the two representatives from the Holcombe Majorettes to give an account of their prize-winning trip to Prague in the autumn. They described an eventful coach journey through several countries, which culminated in success for the girls in competition. Many Europeans were met from seven other countries and bonds of friendship were made and gifts exchanged. The delegation again thanked the Council for the grant and reported that, next year, the competition will be held in Britain. The Majorettes will be holding a concert shortly at Somervale School on a Tuesday evening when their new routines and costumes will be displayed. Chairman thanked the ladies and wished them the best of luck in their endeavours. Photographs of the trip were passed around the members as the Chairman opened the formal meeting.

1. Minutes of the Council meeting held on 25^th November 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 25^th November 2002

a). Freedom of Information Act 2000. Members were asked to note that the Chairman and Clerk have now registered this Council's information with the Information Commissioner, having decided after advice from ALCA to register "Core Classes Only". The necessary notice required by the Act has been posted on the Notice Boards and Web Site and will be published in next month's Newsletter

b). Members were asked to note that the Clerk has received the new Training Manual, commonly known as "The Knowledge"

3. Correspondence

a). Letter of resignation

Cllr. Mrs. M Thomas has written to the Chairman regretting that, as she now lives in Ross on Wye, she is not able to carry on her duties as Councillor with effect from 31^st December 2002. Members paid tribute to the work done by Mrs. Thomas in the short time on the Council - her enthusiasm will be missed. It was agreed to inform the Returning Officer of the resignation and inform him that this Council will not be filling the vacancy by co-option as we are now within six months of an ordinary election.

b). Local Council Review

Agreed to subscribe for another year at a cost of £63.54 for six copies.

c). Open Spaces Society

It was agreed that the Council should join for another year, especially as the Council now owns and runs a new open space. Their advice could be useful during the next year as the new POS takes shape. The cost will be £11.

d). Society of Local Council Clerks

Agreed to pay the Clerk's subscription of £72 for 2003.

e). Mr. R F G Pearce

Garth, the Cemetery Caretaker has now retired and the Clerk has written to him thanking him for his seven and a half-year's service to the Council. Chairman of the Burial Committee had agreed with the Chairman of Personnel that a leaving bonus should be paid and a figure of £200 was agreed to be suitable. Garth has written to the Council with surprised thanks for the bonus.

f). B&NES Provision of Grit/Salt Bins

This Council had originally received a letter from Peter Brook of B&NES asking this Council for help in suggesting sites for bins. The Environment Committee dealt with the matter and listed present sites that needed maintaining and proposing new sites for the bins. The second letter from George Bottin seemed to have a different tone about it, as it suggested that we were out of order to make suggestions for sites. Clerk has now phoned Mr. Bottin to ask why our work on the proposed sites was not appreciated and it seems that he had not seen the first letter. Meanwhile while on the phone to Mr. Bottin the Clerk had reported several bins that were either empty of full of rubbish. He promised to check the complaints.

g). Avon Industrial Buildings Trust

Introductory letter explaining that a photographic study will be undertaken on the Somersetshire Coal Canal. Funding had been applied for and they would be looking for volunteer photographers in March when that funding was confirmed. Noted.

h). SWAN Advice Network

A letter of explanation and posters were received appealing for more volunteer drivers. Clerk reported that the posters were in the notice boards.

i). L&F Jones Holdings

Another change of licensee at 13 Bath Road. Clerk has acknowledged. Noted.

j). B&NES Local Partnership Manager

Letter explaining that two workshops will be convened in February and March to compose a way forward for the Market Towns Initiative and other regeneration schemes presently running in the area. Cllr. Jovcic-Sas agreed to attend.

4. Accounts

The following accounts were tabled and agreed for payment: -

Fosseway Press Ltd. £352.42; Trophies of Radstock 22.97; M J Whittock (Salary and expenses) 1939.99 & 1332.07; Inland Revenue 762.54 & 754.39; The Landscape Company (SW) Ltd. 173.76; Premier Plumbing 6.15; R F Pearce 227.56; R Mannings 91.80; C Champion 660.96; Rev R Farrant 2; Peter Davies 356 & 151.70; SWEB 791.84 & 19.64; SEC Connect 818.05; Glasdon 435.14; Avon Door and Lock 2.58; J Barker 144; Rev H Bonsey 2; J Beck 28; Triton Engineering 2467.50 and Peasedown St John Cricket Club 300.

The Chairman, after consultation with the Chairman of Finance, agreed to change the agenda order and take the Minutes of the last Finance Committee meeting and the proposals for the precept for 2003/2004 at this juncture.

5. To receive the minutes of a Finance Committee meeting held on 20^th January 2003

Cllr. Mrs. Butt presented these minutes. She drew attention to several matters, which had worried the committee. They were concerned again with the fact that it looked likely that monies precepted by some committees would not be spent and asked that committees look carefully at their budgets for next year to check that jobs could be done and not just thought to be nice to do.

She praised the work done recently by the Internal Auditor and members joined with her to thank Mr. Provest.

Cllr. Mrs. Butt asked members to look closely at the recommendation contained in Item 6. She proposed that, as the Council made the original pledge, the recommendation be now put as a motion for the Council to consider.

Cllr. Mrs. Butt proposed "that the Council rescind the promise of £20,000 it made to the Football Club for co-finding a new Football Pavilion and that the promise is not considered again until this Council has written proof that the Football Club has guaranteed funding for the project"

The motion was seconded and put to the vote. All members voted in agreement with one abstention.

Cllr. Mrs. Butt then asked members to comment on Item 7, which contained a recommendation that next year's precept be capped at £65,000. She asked that the recommendation be accepted - all agreed unanimously.

Cllr. Mrs. Butt then asked members to note the recommendation in Item 9, which will be mentioned in the next item on the agenda.

All other decisions were accepted and endorsed.

6. To consider the Precept for 2003/2004

Cllr. Mrs. Butt introduced the item by reminding members of the decisions made under the last item.

She proposed "that B&NES should be asked to collect a precept of £65,000 for the year 2003/2004"

The proposal was seconded and carried unanimously.

Cllr. Mrs. Butt asked that, as spending committees had precepted for £66,609, Chairmen should consider joint savings of £1,609 to be put to the Finance Committee before 1^st April 2003. All agreed.

7. To receive the minutes of Planning Committee meetings held on 16^th December 2002 and 20^th January 2003

Cllr. Derrick presented these minutes. Cllr. McInnes asked to report on the progress at the new POS. He said that he, Cllrs. Butt and Bolwell together with the Clerk had met the agent for the contractor and sub-contractors on site on 23^rd January. The agent had been previously sent the Council's list of complaints and most were accepted. The agent was very certain that all the work would be complete by the end of February. The agent would double-check the gradients on the paths to ensure that they would be only 1 in 12.

The Clerk added that the agent had told him that he had found a contractor who would be able to build steel kissing gates on site. This was good news as wooden gates had been mentioned in the past.

All other decisions were endorsed.

8. To receive the minutes of an Environment committee meeting held on 16^th December 2002

Cllr. Butt presented these minutes. He drew attention to his Committee's efforts to spend committee balances, which had built up through projects not being completed because of insurmountable problems, on feasible projects that would afford savings next year.

Clerk reported that the seat on the Wellow Lane roundabout had been moved and the dog's waste bins had arrived.

Cllr. Butt mentioned the meeting held with the Parish Wardens Co-ordinator and promised further debate would be held although it is not certain if funding will be forthcoming for any new schemes. He apologised to members for the fact that B&NES had sent an officer to discuss footpath signage that did not have the full facts and had wasted his and the committee's time. Clerk reported that money from B&NES for footpath signs was again waiting for decisions from the two local B&NES members and the Chairman of this Council, as they have been given the task of allotting the £10,000 extra money for the village. The Clerk has now received an e-mail, which has proposed that this Council should come up with sites for footpath signs. The Clerk suggested that, as the sum involved is still not known, two lists should be formulated pointing out essential sites and desirable sites. Cllr. Mrs Thomas promised to compose the lists.

All other decisions were endorsed.

9. To receive the minutes of a Magazine Committee meeting held on 20^th January 2003

Cllr. Mrs. Thomas presented these minutes. All decisions were endorsed.

10. To receive the minutes of a Lighting Committee meeting held on 2^nd December 2002

Cllr. Gregory presented these minutes. It was pointed out that the two new lights in the footpath beside the Church had not been finished. Clerk to investigate. All other decisions were endorsed.

11. To receive the minutes of a meeting of the Burial Committee held on 2^nd December 2002

Cllr. Derrick presented these minutes. All decisions were endorsed.

12. To receive the minutes of a meeting of the Recreation Field Committee held on 2^nd December 2002

Cllr. Derrick presented these minutes. All decisions were endorsed.

13. Youth Parish Council

Chairman reported on the meeting held with the Youth Leader and members of this Council. It had been agreed at that meeting to write to all schools in the area to see if Headteachers would speak with their pupils who live in the village to encourage them to take an interest in the project. The Clerk said that he had now received full support from two more schools who wished to be associated and would certainly encourage their pupils to support the idea.

The Clerk has now arranged a Public Meeting for all 12 to 17 year-olds to meet with Councillors to see if there is sufficient support to progress further.

The meeting will be in the Youth Centre on 17^th February 2003 at 7 p.m. Members agreed to attend and the Clerk will now advertise the meeting by using the Newsletter and posters. Noted.

14. Dedication of Seat in honour of Fred Sellars

Clerk has now been able to arrange a date for the unveiling to suit the family, football club and Chairman of Council. It will take place just before kick-off on 22^nd February 2003. Cllr. Gregory was asked to find out the kick-off time and rally the footballers for a group photograph, which will be taken by Andrew Dix for the Press.

15. To consider filling the seats on committees vacated by Cllr. Mrs. M Thomas

It was agreed that the following members would serve on the mentioned committees until the election.

Cllr. Jovcic-Sas to serve on the Planning Committee, Cllr. Mrs. K Thomas to serve on the Finance Committee and Cllr. Butt to serve on the Magazine Committee.

16. Reports

a). ALCA

Cllr. McInnes reported a very busy period since October when he attended the Somerset Local Council Forum on the 18^th. He reported that the AGM of ALCA on 2^nd November was well attended and that he had followed that meeting with attendance at the NALC AGM on 14^th November.

He reported on a meeting held in Truro where he had observed their new Rural Net communications and information system. He was very impressed and has now proposed that ALCA look at a similar system, which could link Somerset and Gloucester with Cornwall.

He reported that the new ALCA Secretary was now in post - she has a vast experience of local council matters, as she was deputy to the Wiltshire Local Councils Secretary.

b). Police Liaison Meetings

Cllr. Bolwell reported that he was unable to attend the last meeting but has recently received the crime records for the village during December - the figures show a drop in crime.

He reported that he had heard that the community policeman allotted to this village is now responsible for Radstock as well! Members felt that community policing seemed to be attracting less and less personnel and wondered if the Inspector was spreading his staff a bit too thinly on the ground. The Clerk was asked to write to Inspector Edwards asking him to comment on our fears.

c). RDA Market and Coastal Towns Initiative

Cllr. Jovcic-Sas reported that he had attended the meeting that had decided to hold the workshops referred to in the correspondence taken under Item 3(j). He hoped that the workshops would concentrate on the re-appraisal of what's gone on so far leading to a re-grouping of interested parties leading on to a masterplan for action. He felt that the Initiative was not a total loss yet although the whole scheme had become a lame duck since the summer. He would report again after he had attended the workshops.

d). Peasedown St John Safety Action Group

Cllr. Mrs. Button said that a meeting was to be held the day after and therefore she had nothing new to report.

e). Cotswold AONB Meeting, Twerton, 9^th December 2002

Cllr. Mrs. Thomas had agreed to attend the meeting on behalf of the Council. She reported that this meeting was one of seven to be held across the Area. She thought the attendance at Twerton was poor with only delegates from the Badger Trust, British Horse Society, West Wilts District Council, Mangotsfield PC and the CPRE. The meeting took the form of a consultation exercise before a management plan is published. A draft will be sent to this Council. Members asked why this Council was so important to their plans as it is well outside the Area. She said that they were now consulting over a larger area that ever before to get feed back from their neighbours.

17. Any other business, being a preview of correspondence received since the closing of this agenda for noting or inclusion on future agenda

Local Bus Surgery

Clerk has received notice of a local bus surgery to be held in the Youth Centre on Wednesday 5^th February 2003. The "walk-in" surgery would be attended by officers from B&NES and First. The posters would be displayed in the notice boards. Noted.

Meeting closed at 8.30 p.m.