Monday 14 th vember 2016 at 6.30pm held in Upper Slaughter Village Hall Councillors Present: Caroline Cleaver (Chairman), Peter Von Holzing (Vice Chair), Kris Lee, Freddie Keeling and Kevan Windridge In attendance: Ruth Waller (Clerk) and 6 members of the public Prior to the commencement of the meeting, the clerk indicated to those present that there was a discrepancy with the numbering on the agenda. This would be rectified in the minutes. 1. Apologies there were none. 2. Declarations of Interest relating to Matters on the Agenda (Localism Act 2011) - no declarations were received. 3. Points from the Floor 1 member of the public wished to comment on Agenda Item 7 and another member of the public wished to comment on Agenda item 6. A third member of the public informed the council that Mr. Crawley was waiting for a response to his letter. The clerk informed him that this matter was on the Agenda (5b). 4. Approval of the Previous Meeting Minutes - The minutes from the parish council meeting held on 12 th September 2016 were approved and duly signed by the chairman as a true record of accounts. It was noted that the draft minutes from the Finance meeting held on 11 th October also required approval at the next council meeting. 5. Matters Arising From the Minutes for Information: a) Approval of Complaints Policy: Two versions of the proposed policy had been circulated to councillors prior to the meeting. These were discussed and some amendments suggested. The use of a separate email account for the chairman was discussed and agreed by council. Action: the chairman to set up a separate email account Action: the clerk to draft a final version of the complaints policy, to include the actual procedure should a complaint be made and circulate to councillors via email. b) To consider response to letter received from Mr. Crawley: Councillors reconsidered the letter received from Mr Crawley on the 15 th October. The letter was then read out to the public and discussed at length. It was noted that the enforcement officer had been notified following a request from a member of public, at the council meeting held in September. This request was due to the length of time taken to re-instate the railings. This action was then authorised by the council. The parish council acknowledged that it had failed to instruct the clerk to inform Mr Crawley of its intentions to contact the enforcement officer. Council agreed for the clerk to draft an email in response, quoting the minutes of the Parish Council meeting held on 12th September. This would be circulated to councillors for their approval (by email) before it was sent to Mr Crawley. 6. To consider and note planning applications and agree responses: a) 16/04140/LBC: Listed Building Consent for Single storey extension, increase in height of boundary wall and relocation of gate at Manor Cottage, Upper Slaughter GL54 2JD and b) 16/04139/FUL: Full Application for Single storey extension, increase in height of boundary wall and relocation of gate at Manor Cottage Upper Slaughter GL5 2JD The owner of the property provided councillors with an update regarding some particulars. The chairman queried the necessity for such a large metal structure around the glass and whether it could be painted in a lighter colour to be more in keeping with the colour of the stone of the house and less visible. The response from the applicant was that a strong metal frame was needed because the 1
design incorporated a sedum roof which is very heavy.the owner was unable to confirm where the oil tank was to be re-positioned. Council agreed there was no objection to either of these applications. c) To note planning guidelines and process relating to tree works: Several applications for minor tree works had been recently been approved by CDC without the parish council having any opportunity to respond. The tree officer had been contacted and he wished to comply with any feedback from the parish council on these matters. Council resolved that it wished to be notified and given opportunity to respond to ALL tree works in the parish in future. Action: The clerk to contact Ben Holden (Tree Officer, Cotswold District Council) to inform him of this decision. 7. Highways: A member of the public requested clarification to this agenda item. The clerk and chairman confirmed that the council were going to vote (with a show of hands) on decisions made FROM the Highways meeting held on 27 th September. a) To minute decisions made at the Highways Meeting held on 27 th September: The following decisions were agreed by a show of hands from councillors: Outstanding Work Response/Action Approval by Council To Reduce Speed on entering village: Upper Slaughter. Please drive carefully through our village 4 signs agreed (on order) Kerbing outside the Dingle In progress High kerb agreed Missing white lines throughout the village and Junction signs (see below) Keep Clear tice to be written on the Tarmac outside Tythe Barn. Agreed. Please see list held by Cllr Windridge for more details. Further investigation required Patching not completed Bob will follow this up N/A Possible match-funding to create Island in the Square Ford sign current wording not effective in reducing volume of traffic This will be discussed at vember PC meeting This will be changed to Deep Ford, Access Only 2 larger signs will be ordered This will now be discussed at a future date, once more information is available Possible closure of the Ford was discussed Broken sign at Buckle Street junction with lane down to US To be replaced BS advised that a Traffic Road Order would be required and this will take 12-18 months Council voted to a closure of the Ford 2
Outstanding Work Response/Action Approval by Council Yellow lines BS stated that this would require a traffic order costing between 10-12,000 White H-lines re-instated across driveways and at nos 1,4 and 5 The Square Clearing of Overhanging trees by Manor farm Solar panel slow down sign Possible white parking lines in the square These are advisory markings BS to investigate this further Match funding will be required To consider at a future date Action: The clerk to request a map from Bob Skillern showing where the above works have been agreed in the parish, in particular the position of the white lines. b) Other Highways matters: One member of the public made council aware that trees around the village in general required tidying up. The clerk was to follow this up with Bob Skillern and request the speed awareness toolkit. Action: The clerk to request speed awareness toolkit from Bob Skillern. Action: To bring the matter of the overhanging trees to the attention of Highways Department. Cllr Keeling left the meeting at this point. 8. To consider response to the following Public Consultations: a) Removal of telephone boxes: Council resolved not to comment on this consultation. b) Community Infrastructure levy draft charging schedule: Council resolved not to comment on this consultation c) Draft Instalments Policy: Council resolved not to comment on this consultation d) Draft Minerals Local Plan: Council resolved to comment on section MW06 Oil & Gas (p.54) opposing the idea of fracking in Gloucestershire, using Stroud Town Council s response as guidance. Action: The clerk to draft response from council and submit onto this consultation. d) Fracking in Gloucestershire: Letter from Stroud Town Council: Council agreed to support Stroud Town Council s letter by commenting on and objecting to the Draft Minerals Local Plan (see 8d) e) Proposed Gloucestershire on-street Parking Order 2016: Deadline for comments on this consultation had expired. f) GCC Schools Admission Policy: Council resolved not to comment on this consultation 9. Defibrillator: a) Change of Radius: Council had received notification that a change of radius affected some defibrillators. Action: The clerk to check with Liz Gibson if Upper Slaughter s defibrillator is included in these changes. b) Information received from Mr Witts: Mr Witts had forwarded the chairman a press article regarding some defective defibrillators: Lifepak CR Plus and Lifepak Express. The article stated that device users had been alerted to what action to take should their defibrillator be defective. The clerk was asked to check if Upper Slaughter s defibrillator was one of those affected. 3
Action: The clerk to contact Liz Gibson to confirm if she has received notification of this malfunction. c) To establish responsibility in line with the Assets register: This was discussed and council agreed that permission must be sought from Liz Gibson before these details could be included on the register. Action: The clerk to confirm with Liz Gibson that she is still willing to continue to have responsibility for the defibrillator. 10. Assets Register and Risk Assessments a) To consider Mr Witts proposal relating to Council notice board: Mr Witts had written to the council suggesting a rental agreement for the nominal fee of 1 a year for a licence to keep the notice board on his wall at Rose Row. Council agreed Mr Witt s proposal and resolved to pay 1 a year for rent for this notice board. Action: The clerk to reply to Mr Witts confirming the Council s agreement with his proposal. b) Completion of Register: the contents of the assets register were discussed. It was noted that this may take some time to complete as more information was required. The following actions were required: Action: The clerk to further investigate ownership of benches and cast iron pipes. Action: The clerk to confirm with Liz Gibson that she is still willing to continue to have responsibility for the defibrillator (See agenda item 9c) c) Discussion of risk assessments: this was deferred to a future meeting. 11. Publications Scheme: this was deferred to the next council meeting 12. Finances 12.1. To receive the current state of accounts: Cllr Lee reported the balance to be 7,494.14 12.2. To approve payments: the following payments were agreed: Cheque Payee Purpose Authority Cheque Value VAT to be reclaimed 288 R.Waller Reimbursement for Arnold LG(FP)A 1963 s.5 92.00 none Baker textbook 289 GAPTC Clerk s Training LGA 1972. s.133 35.00 none 12.3. Clerk s Training + Laptop: the clerk provided an update to council on this and reported that she had commenced the ILCA on-line training (which had been funded by another council) 12.4. Budget 2017/18 for consideration: The budget had been circulated to councillors prior to the meeting. Upper Slaughter Parish Council approved the budget for 2017/18. (see Appendix 1) Council also resolved that the precept for 2017/18 be set at 5,250. Action: The clerk to submit the necessary paperwork to CDC. 13. To consider possible donation to St. Peters Church for repair/replacement of the bell mechanism: Following brief discussion, councillors agreed that necessity repair/replacement to the mechanism would be of benefit to the local community. Council agreed a donation of 200 to St. Peter s Church and to review the matter at the next meeting 14. Correspondence (the following was for information only) a) Change in waste collection days over Christmas period b) Business Matters Newsletter c) Change in contact phone number for Stow-on-the-Wold Police Station Reception d) Launch of Road Safety Community Hub 4
e) Mobile phone and driving safety campaign by Gloucestershire Road Safety Partnership The correspondence folder was then put into circulation. 15. To agree dates for forthcoming council meetings: Council resolved to keep meetings to a Monday evening. Action: the clerk to provide some possible dates and circulate to councillors for their agreement. The chairman thanked everyone for attending, apologised for the length of the meeting and closed the meeting at 9.20pm 5
Minutes of Upper Slaughter Parish Council Meeting Signed Page 6 of 6 Date
Budget year ending 31 March 2018 2017-18 Budget Outgoing Payments Insurance 300.00 Clerk's salary (incl. holiday pay) 2721.00 Clerk's use of home allowance 208.00 Travel 150.00 Payroll bureau costs 75.00 Clerk and officer training 500.00 Hire of village hall 80.00 Subscriptions (GAPTC/CPRE/ICO) 125.00 Audit fees 120.00 Stationery, postage, printing 250.00 Reference books 100.00 Defibrillator (batteries and pads) 200.00 Contingencies & S.137 500.00 Total 5329.00 Projected surplus/-deficit - 5329.00 Comprised: General fund -5129.00 Defibrillator fund -200.00 Precept to be requested 5250.00