PEASEDOWN ST JOHN PARISH COUNCIL

Present: Cllr. E J Derrick (Chairman) Cllr. Mrs. E V Latchem (Vice-chairman)

Mr. McInnes reported that he had been re-elected as Vice-Chairman of the Executive of ALCA with responsibility for chairing the Quality Council committee and looking after training.

He reported that, nationally, 365 Clerks had registered for the AQA certificate and that Keynsham had now qualified as a Quality Council.

He mentioned the Haskins Report, which recommends that the Countryside Agency be downsized and merged with English Nature and the Rural Development Service. The new body will focus on sustainable land management issues and their public benefits.

The new NALC Service Delivery Agreement is likely to be implemented in April.

On a local note, he wondered if this Council would contact B&NES to establish the ownership of the mature hedges in the new estates as they are now getting out of control.

Mr. Porter from Wellow Mead asked if any progress had been made in the setting up of the Community Speed Watch Scheme, as speeding along Wellow Mead was now commonplace and regular. Clerk reported that the Newsletter publicity had brought forward only one volunteer.

Cllr. Mrs. Thomas said that the funding from the Council would be delayed until the six volunteers were in place. The Council had agreed that it must only lead the Scheme - not take it over.

Chairman said that volunteers must be willing to be identified as recriminations could be expected.

Mr Porter said that he would consult with his Neighbourhood Watch colleagues to see if he could raise more volunteers - he said that he would take part.

1. Minutes of a Council meeting held on 24th November 2003

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 24^th November 2003

a). Peasedown Opportunity Project

Letter from B&NES informing this Council that they had taken this Council's suggestion that monies could come from other sources to fund the POP room rent at the Youth Centre. The B&NES Primary Care Trust has agreed to fund until March. Noted with satisfaction.

b). Members' Travelling and Subsistence Rates

Clerk announced that the necessary legal notices had been posted and that the expenses are now available to members.

c). Casual Election

Clerk announced that the Returning Officer has received no request for a bye-election therefore the Council may co-opt a new member. He said that he has advertised the vacancy in the Newsletter and will post in the notice boards later. He has made arrangements for the Council to co-opt at the next full Council meeting on 29^th March 2004. Clerk's arrangements were endorsed.

3. Correspondence

a). CAB Silver Jubilee Appeal for financial assistance

Holding letter to be sent and agreed that the request for funds is placed in the Grants file for consideration at the proper time.

b). ALCA. Royal Garden Party

ALCA are looking for nominations for Chairmen or Town Mayors who have not been before. Chairman, although having never been said he did not want to go. Noted.

c). B&NES Solicitor

Letter explaining that he will be holding half hour training sessions for members on Standards procedures during the next round of cluster meetings. The letter also asked that the Council nominate a member to sit on the two Standards Committees. It was agreed to nominate Cllr. Butt for the position.

d). Avon Industrial Buildings Trust

A draft Conservation and Access Strategy for the Somersetshire Coal Canal was received for comments. The report is lengthy and there were no volunteers to read it and compose comments.

e). B&NES Environmental and Consumer Services

This Council received their Customer Charter for comments. Agreed to place on the next Environment Committee agenda.

f). B&NES Public Transport Officer. Supported Bus Services Consultation

The report included a mention of a service to serve Orchard Way - off peak - Monday to Friday. Members wondered why the service was only off peak as it was assumed that peak times were also required for school children to get to Bath and Radstock. The Clerk was asked to respond with the comment that the old C3 service seemed to fit the bill and people had got used to its route. The Clerk was also asked to mention the fact that some of the many buses, which pass through the village daily, should be re-routed around Orchard Way. That would give the residents there a chance to use it as a shuttle into the village centre or travel to Bath and Radstock.

4. Accounts

The following accounts were presented and agreed for payment: -

Fosseway Press Ltd. £335.50 & 100.43; R Mannings 131.85; C Champion 724.42; M J Whittock (Salary and Expenses) 1443.63 & 1397.68; Inland Revenue 552.71 & 778.63; C Chivers 76.47; Glasdon (UK) Ltd. 447.13; Southwood Waste Management 380.70; SLCC 97; Mazars 411.25; SEC 818.05; J Beck 14 & 45; SWEB 791.84; Fr D Ferguson 2; Rev H Bonsey 2 & 6; Bath Road Methodist Church 120; Rev B Sutton 2; 1^st Peasedown St John Scout Group 121.50 and Open Spaces Society 12.50.

5. Minutes of Planning Committee meetings held on 8^th December 2003 and 5^th January 2004

Cllr. Derrick presented these minutes and asked for questions or comments. Cllr. Butt questioned Item 2(g) of the minutes of 5^th January 2004 and asked if the Council had received any reply from the Enforcement Officer with reference to the alleged illegal trading at 25 Ashgrove.

Clerk informed the meeting that no reply had been received. Cllr. Butt continued by saying that he had checked personally with the Planning Office and nothing had changed - not even a retrospective planning application had been lodged.

Chairman suggested to Council that it was about time that this Council demanded that the case be put before the Planning Committee and that a stop order should be placed on the activity. He added that he felt that to keep sending the Enforcement Officer was getting nowhere. Clerk to write to Mr. Majer.

All other decisions were endorsed.

6. Minutes of Environment Committee meetings held on 8^th December 2003 and 5^th January 2004

Cllr. Butt presented these minutes. There were no questions and all decisions were endorsed.

7. Minutes of a Finance Committee meeting held on 5^th January 2004

Cllr. Mrs. Butt presented these minutes. She asked that her comments on the fixing of the Precept should be reserved for the debate on the motion later in the meeting. All other decisions were endorsed.

8. Minutes of a Personnel Committee meeting held on 8^th December 2003

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

9. Minutes of a Lighting Committee meeting held on 19^th January 2004

Cllr. Gregory presented these minutes and explained the reason for the hastily arranged meeting so close to the last one. He asked Council to note that, because the price of this year's capital scheme came in at £800 over budget, the planned programmes for this year and next had to be re-arranged to suit the money available. The committee would be still funding 4 new lights. All decisions were endorsed.

10. Minutes of a Magazine Committee meeting held on 19^th January 2004.

Cllr. Mrs. Thomas presented these minutes. She was asked to expand on the minute concerning the Web Site. Cllr. Mrs. Thomas said that the committee had eventually come to the conclusion that the only way forward would be to ask competent professional providers to re-design the Site (with price) for approval by this Council. Prices should then be sought for providing an updating service at an annual fee.

Chairman said that he had, for some time in his car, a specification from a provider living in the village - he would give it to Mrs. Thomas.

Chairman then asked if he could make a public apology for some of his statements made at the last Council meeting concerning the web site and Cllr. Mrs. Thomas. He had now realised that he had been wrong in some of his statements about Cllr. Mrs Thomas and her professional help, which had been given freely to this Council. He would like to thank her for the many hours she had spent on the existing web site, helping with the PC specification and her guidance to the Clerk. Cllr. Mrs. Thomas accepted his apology.

All other decisions were endorsed.

11. Reports

a). Peasedown St John Community Action Group

Cllr. Mrs. Button reported on a meeting held on 13^th January 2004 when a very well attended meeting discussed a local problem area where thefts from garages and sheds has been too frequent and it seemed that a lot of drug abuse was taking place. Very few complaints had been received by any agency through fear of reprisals.

The meeting heard of a new initiative called "Fear of Crime" where advisory meetings could be arranged and funded.

b). Parishes Liaison Meeting, Keynsham 1^st December 2003

Clerk and Mr. McInnes had tabled a paper and asked for questions. A short exchange of information took place concerning the web site, which Bathampton PC are trying to establish District wide. Mrs. Thomas was very interested to find out more although the Clerk had since heard that B&NES would not be helping in any way.

A lengthy discussion then took place on the problems confronting the School, as it was too small to accept all the pupils that had applied to attend this September. Many members had been involved with the problem over the past months as some were Governors - it seemed from the information coming from the floor that no stone had been left unturned looking for a solution. The Chairman reported that the Clerk had sent an e-mail to the LEA pointing out this Council's disappointment that they had always said that the school was big enough to take the village enlargement and urged them to bring forward building plans.

c). Best Value Planning Inspector's Meeting

The Chairman had been invited to attend to give the Parish Council's views on the B&NES planning procedures. He was a little disappointed that the Inspector did not want to discuss particular cases but was asking only for the PCs' view on the B&NES overall performance. He did however find that the whole District is unhappy about the Enforcement procedures, which was no surprise to this or any other PC.

12. Motions

a). Precept 2004/2005

Cllr. Mrs. Butt proposed:

"that this Council requests B&NES to collect a precept of £66,625 for the financial year 2004/2005"

Cllr. Butt seconded the motion.

Cllr. Mrs. Butt then clarified her Committee's decision to take monies from balances to allow the Council to keep the precept low and still improve its services. She congratulated her Committee on its careful and shrewd investments and also the "Best Value" ethos used by the spending Committee Chairmen, which had provided the balances.

The motion was put by the Chairman and agreed unanimously. Clerk will inform B&NES.

b). Code of Practice for Local Councils to Handle Complaints

Cllr. Butt proposed:

"that the attached draft regarding the Council's policy on dealing with complaints in regard to Administration and Procedure be adopted to form part of the Council's Standing Orders.

Furthermore it is proposed that the Council should set up a small Committee with the necessary delegated authority, consisting of three Parish Councillors plus the Parish Clerk, to deal with these complaints when they arise and to report their decision to the first full Council meeting thereafter"

Cllr. Mrs. Butt seconded the motion.

Cllr. Butt explained the reasons why this Code was necessary and referred members to his pre-amble to the motion and proposed draft policy, which had been previously circulated with the Agenda.

The Clerk explained that NALC had advised this course of action and a current policy, or draft, should be attached to his Portfolio for AQA qualification.

The motion was put and agreed unanimously.

Due to the fact that the Committee mentioned in the motion may have to meet at short notice, it was agreed to appoint three members and a reserve. The members appointed were Cllrs Derrick, Butt, Rich and Mrs. Lewis-Mason.

c). Clerk's Portfolio

Cllr. Mrs. Thomas proposed:

"that the Clerk is paid up to an extra 20 hours work to be done evenings and at the week-end to enable him to progress his Portfolio with an aim to complete it by the end of June 2004"

Cllr. Butt seconded the motion.

Cllr. Mrs. Thomas reported that she has down loaded the criteria and evidence required by the Accreditation Panel to progress to the Quality Council status. It runs to forty odd pages! She said that the Clerk's competence figured highly in the criteria and even after the Clerk gets his AQA Qualification, the portfolio of evidence for QC would still take many hours of work by the Clerk.

She knew that this Council was very keen to attain QC but felt that they were not helping the Clerk to do the job. He had done some of the work in his own time and during the Christmas break when Council business was a little slack. He had told her that with 20 hours of uninterrupted work his Portfolio could be completed.

Cllr. Mrs. Butt asked where the extra money would come from and the Council should not forget the on-costs - for instance NICs on the extra salary. She felt that the item should be handed over to the Personnel Committee for further investigation.

Chairman said that he would rather take the motion at full Council as it was a decision that should be taken by all members and due to the time factor needed to be taken fairly soon. Chairman said that he could see, from the tabled list of topics to be covered, that the work was much more involved than he had envisaged. He added that, if the Council had agreed to follow the alternative to the Portfolio and send the Clerk to Gloucester University, the travelling expenses alone would use more money than the proposed 20 hours pay. He suggested that the Clerk (and members who can) download the QC papers as he would like to discuss the requirements for qualification next meeting.

The motion was put and agreed unanimously.

13. Any other business, being a preview of correspondence received since the publication of this agenda, for noting or placing on a future agenda

The Clerk gave notice that he had received correspondence from: -

B&NES. Powers to ban alcohol in public places, consultation - to Environment Committee

SLCC Letter warning an expected delay in setting the Clerk's Salary for 2004/2005 - noted.

ROSPA Letter explaining that they are able to assess the Play Area for its compliance with the Disability Discrimination Act when they attend to give the safety checks in June - Clerk was asked to arrange the extra assessment.

14. Dates of next meetings

9^th and 23^rd February - committees as required.

8^th March - committees as required. 15^th March - Magazine and other committees as required.

29^th March - Annual Parish Meeting followed by full Council meeting.

Meeting closed at 9 p.m.