Minutes 4th September 2008
BACKWELL PARISH COUNCIL
MINUTES OF THE PARISH COUNCIL MEETING
HELD ON THURSDAY 4TH SEPTEMBER 2008
AT BACKWELL PARISH HALL
PRESENT: Cllrs C Pope (Chairman), G Boylan, B Bucknell, T Collinson, R Day,
R Drew, M Gibbons-Price, B Huggins, R Mason, S Ould, S Pope, D Sparks and R Taylor
IN ATTENDANCE: District Cllr K Barclay and J Stone - Clerk of the Council
MEMBERS OF THE PUBLIC: There were approximately 18 members of public present
The Chairman opened the meeting by welcoming everyone present and pointed out the location of the emergency exits and toilets
1. Apologies
412 Cllrs J Llewellyn and S Miller
2. Minutes
413 The Minutes of the Parish Council Meeting held on Thursday 7th August 2008 were unanimously confirmed as a correct record by those present at that meeting
3. Public Participation
Standing Orders were suspended for this item
Mrs Whitaker and Mrs Fickling raised concerns in respect of planning application
no. 08/P/1753/F - 27 Mariners Drive, Backwell.
Mr B Charnock, Chairman of Backwell Environment Trust, addressed the
meeting in relation to their grant from the Landfill Levy, which will enable them
to purchase Cheston Wood South, and the shortfall of £2,924.
Mr M Pratt read out a statement on behalf of a large number of concerned council
tax paying parishioners of Backwell concerning the number of enquires received
under the Freedom of Information Act since January 2008, and the considerable
amount of the Clerk's time spent dealing with these enquiries.
Standing Orders were reinstated
414 Agenda Item 22b - Planning Application 08/P/1753/F - 27 Mariners Drive,
Backwell, was discussed at this point, and is minuted in the appropriate Planning
Application Section
4. Declarations Of Interest
The Chairman referred to the Declaration of Interests Register and asked members of Council if there were any further items to be entered in the Register. The following entries were made by Members in the Declarations of Interest Register:-
415 Personal interest
Cllr T Collinson - District Cllr for North Somerset Council - abstains from
voting on planning matters
Cllr S Pope - Agenda Item 22h - Bristol International Airport - Council
Representative on BIA Consultative Committee
Cllr R Drew - Agenda Item 21e - Backwell Youth Club - Observer
Cllr R Mason - Agenda Item 21e - Backwell Youth Club - Observer
416 Prejudicial interest
Cllr S Pope - Agenda Item 10 - Backwell Environment Trust - Member of Trust
Cllr C Pope - Agenda Item 10 - Backwell Environment Trust - Member of Trust
Cllr R Drew - Agenda Item 10 - Backwell Environment Trust - Member of Trust
Cllr G Boylan - Agenda Item 10 - Backwell Environment Trust - Member of Trust
5. To receive such communications as the person presiding may wish to lay
before the Council
417 None
6. To answer questions from Councillors (Standing Order 26)
418 None
7. To receive and consider Reports and Minutes of Committees
To receive the draft minutes of the Planning Committee Meeting held on Thursday 21st August 2008
419 Noted
8. To Adopt Dignity at Work/Bullying and Harassment Policy
420 Resolved: Unanimously that Backwell Parish Council adopt the Dignity at
Work/Bullying and Harassment Policy forthwith. This policy to be
readopted every year.
9. Freedom of Information Act
a) Requests for Information
Members were informed that Backwell Parish Council had received 17 Freedom of Information requests since January 2008, which was totally
disproportionate to the number received by neighbouring Councils. Members
debated this issue. Concern was expressed that the Clerk was being harassed.
The Chairman advised the Council that, in addition to the number of hours spent
by the Clerk dealing with requests, approximately £1,000 has been spent on legal
fees due to the complexity of the Freedom of Information Act.
421 Resolved: By a majority vote that further legal advice will be sought in
relation to the above. Cllr T Collinson had proposed that Mrs Lloyd
should be invited to explain her reasons for such disproportionate requests
for information.
b) Publication Scheme
The following two amendments were proposed to Backwell Parish Council's
Publication Scheme
422 Resolved: Unanimously the following two changes to the Publication
Scheme. These changes to be sent to the Information Commissioner's Office
for approval.
1. Section 6 - Exclusions - Add the following as per the advice given
by our Solicitors in their letter dated 1st July 2008:-
"Professional legal advice received by the Parish Council irrespective
of the nature of that advice"
2. Section 8 - Photocopying Charges -
"Costs to be raised to 50p per copy"
10. To receive and consider letter from Backwell Environment Trust dated
14.8.08 requesting funding from Backwell Parish Council
Cllrs C Pope, S Pope, R Drew and G Boylan left the meeting whilst the
following was discussed
Cllr R Taylor explained the background to the request. Members debated this
and were in full agreement that financial support should be given to Backwell
Environment Trust
423 Resolved: Unanimously that Backwell Parish Council will underwrite the
sum of up to £2,924 to Backwell Environment Trust
Cllrs C Pope, S Pope, R Drew and G Boylan rejoined the meeting and were
advised of the above resolution
11. Community Governance Review (Parish Review) - Part 1 (Review of
civil parish boundaries and parish electoral arrangements)
The Working Party Report was noted by members and the following
resolution was passed in response to this consultation:-
424 Resolved: Unanimously that Backwell Parish Council recommend that
there be no changes to Parish Warding, the size of Backwell Parish
Council or name change. However the boundary when travelling
along Downside Road from the A370, beyond the Sewage Works the
properties on the right and left are split between Backwell and Wrington.
It is proposed that the boundary along this part of Downside Road be extended to the road, thus allowing planning matters to be easily resolved. It is also recommended that the boundary between Nailsea and Backwell be left, as it was felt that the lake creates a natural buffer between Nailsea and Backwell and the Council would strongly object to any changes.
12. Proposed Composter at Brockley Wood
The Chairman reported on the visit to Poole which he had attended with Cllr S
Pope to look at an existing Composter operation, and also the public meeting
held in Cleeve to discuss this issue
425 Noted.
13. Proposed upgrading and possible re-routing of public right of way in
between the Scout Hut and West Leigh County Infants School
Members debated the possible re-routing of the public right of way in
this area, and the problems which could occur with parking.
426 Resolved: Unanimously that Backwell Parish Council approve in
principle to this proposal, subject to the route being tarmacked. Parking
issues will need to be addressed by Backwell Playing Fields Charity.
14. Proposed traffic calming at Hyatts Wood Road (Downside Gateway)
Members debated the proposed traffic calming measures suggested for
Hyatts Wood Road. Some members felt that vehicle activated flashing
speed signs would be more effective than the suggested proposals.
427 Resolved: By a majority vote Backwell Parish Council would favour
vehicle activated flashing signs in preference to the proposals set out
by North Somerset Council. However, if it is not possible to install
the flashing signs, Backwell Parish Council would accept the proposals
as set out by North Somerset Council.
15. Nomination paper for honary officers to ALCA - For office of President/
Vice President/Treasurer/Auditor
428 No nominations were received
16. To receive and consider letter from Landlord dated 21.8.08 setting out
proposed terms for Lease renewal of Parish Office
The Chairman recommended acceptance of Mr Tingle's proposal, and the
following resolution was passed.
429 Resolved: Unanimously Backwell Parish Council accept Mr Tingle's
proposal of a new internally fully repairing 10 year Lease at an initial
rent of £6,500 per annum, with a rent review on the 3rd anniversary of
the start of the lease period. Johnson Controls rent to be increased at
the same pro-rata rate as Backwell Parish Council's.
17. To receive and consider letter from NSC dated 20.8.08 regarding local bus
review in North Somerset
Members discussed the letter received from NSC regarding evening journeys on Service Number 362 Clevedon to Bristol, and recommended that the service
remain unchanged.
430 Noted
18. To receive and consider reports from Working Parties of the Council and
Councillors:
431 a. The Community Plan Working Group's report was noted by members
432 b. Members noted the Village Enhancement Working Party report. Cllr
R Taylor requested that all members, where possible, help out at the Over 60's
Afternoon Tea party being held on Thursday 9th October 2008 in the Parish Hall.
The following recommendations were made:-
1. The Village Enhancement Working Party proposed that the existing Moor
Lane Notice Board is moved to the Recreation Ground, and to purchase 2 new
Notice Boards, one for Moor Lane and one for Fairfield Mead. Members debated
this issue, and a decision was reached to defer to new financial year
433 Noted
2. The VEWP requested that the Clerk contact NSC to see if they are able to
provide a new Backwell sign by the lake
434 Resolved: Unanimous the Clerk to write to NSC to request replacement
Backwell sign
3. The VEWP requested that the Clerk to send a letter to the child at
Downside who requested the Quarter Pipe, explaining the high costs involved,
and that it would be reviewed at a later date.
435 Noted
The VEWP to review the situation of the large football post at Oatfield in 2009
436 Noted
4. The VEWP recommend 18th December 2008 for Carols around the
Christmas tree. This, of course, is subject to the availability of the Churches.
It was suggested that a letter is sent to Rev Simon Hill advising him that it
will be on the same lines as last year, together with requests for carols also
to be sung afterwards in the Parish Hall.
437 Resolved: Unanimous the Clerk to write to Rev Simon Hill
c. Cllr S Pope informed members that Backwell Parish Council came third in the Calor Village of the Year competition. She read out the judges comments. She further informed members that the Village of the Year Award Ceremony was being held at Pucklechurch Village Hall on Saturday 8th November 2008 at 11am for an 11.30 am start and informed members that any Councillor was invited to attend.
438 Noted
d. Cllrs R Mason updated members on the planting of bulbs at the
roundabout at Church Lane & Dark Lane. Brockley Landscapes have quoted £50
to clear the area of weeds and to spread the topsoil
439 Resolved: Unanimous that Backwell Parish Council approve £50 for clearing
of site
e. Cllr R Drew - Youth Council
440 Noted: Deferred to October meeting
f. Cllr R Drew spoke regarding the new local bus route introduced in August, which was considered a valuable asset to the village, but there was a problem with the size and weight of the vehicles being used.
441 Resolved: Unanimous the Clerk to write to North Somerset Council (copies to be sent to North Somerset Coaches and Police for their information) to advise that the new bus service is welcomed, but Backwell Parish Council feel that in view of road safety issues, a smaller vehicle i.e. a minibus, should be used.
g. Cllr R Drew reported on Backwell School's win at Hickstead
442 Noted: A congratulatory letter to be sent to Backwell School
h. Cllr R Day informed members of various 2009 diaries available
443 Noted
i. Cllr R Taylor spoke regarding maintenance of grassed areas within village
444 Resolved: Unanimous this matter to be referred to Village Enhancement
Working Party for them to prepare a specification for consideration by
Backwell Parish Council for next year
j. Cllr R Taylor spoke regarding the running of the Moor Lane Play Area
and public open space
445 Resolved: Unanimous that this area to be allocated to a Working Party next year
k. Web Site Development
446 Noted: Deferred to October meeting
19. To receive and consider a report from the Clerk of the Council
447 (a) Report noted
448 (b) None
20. To receive and consider:- Relevant correspondence (all available at office
for viewing)
449 Correspondence noted.
21. (a) To receive and consider income and expenditure schedule for August
2008 (checked by Cllr R Mason prior to meeting)
450 Members noted the schedule previously circulated
(b) To authorise expenditure for the month of August 2008
451 Resolved: to unanimously authorise expenditure plus the 3 additional
cheques to Connaught for £9.40, Signet Signs £79.90 and Peninsula
Adroit for £58.75
(c) To vire £5,000 from the General Contingency Fund to the Moor Lane
Current Account
452 Resolved: Unanimously to vire £5,000 from the General Contingency Fund to
the Moor Lane Current Account until November 2008. The £5,000 to be
transferred back to the General Contingency Fund at that time.
(d) To authorise the sum of £4,043 to be paid to the Community Plan
Steering Group
453 Resolved: Unanimously that the sum of £4,043 be paid to the Community
Plan Steering Group, subject to them spending the money only in
connection with the Community Plan. The Steering Group to provide
an itemized expenditure budget to Backwell Parish Council every 3 months.
(e) To receive and consider request from Backwell Youth Club
Management Committee to insure all contents at Youth Club
Members discussed the request from Backwell Youth Club to insure
all of the contents (BPC currently insure contents which are actually owned by
the council)
454 Resolved: By a majority vote that Backwell Parish Council does not insure
property not belonging to Backwell Parish Council
(f) To consider insuring equipment at Moor Lane at a cost of £586.55
Members discussed insuring the equipment at Moor Lane.
455 Resolved: Unanimous that Backwell Parish Council do not insure the
equipment at present, but to review the situation in April 2009
22. To consider the following planning applications:
456 Cllr Collinson abstained from voting on Planning due to his role as District
Councillor for North Somerset Council
a. PLANNING APPLICATION NO. 08/P/1752/TPO - BERRY
COTTAGE, DOWNSIDE ROAD, BACKWELL - MR B GOLDSTONE,
Sycamore x 4 and Ash x 2 - Cut back/remove branches overhanging property
and sever ivy
457 Resolved: Unanimous no objection
b. PLANNING APPLICATION NO. 08/P/1753/F - 27 MARINERS
DRIVE, BACKWELL - HOMESTEAD PROPERTY - Erection of 4
no. dwellings with associated parking following demolition of existing dwelling
458 Resolved: Unanimous Backwell Parish Council object as it is overbearing
and has an adverse impact on the adjoining properties in Mariners Drive
and Station Road. The entrance is sub-standard for 4 properties and we
feel the plans submitted are not in proportion to the size of the plot. It
also does not comply with H/7 and GDP/3. It is conflict with Highways
Safety Policy T/10.
c. PLANNING APPLICATION NO. 08/P/1754/F - LAND ADJACENT
TO GRAHAMROSE, LONG LANE, BACKWELL - MR S DAVIS -
Erection of a 2.5m high security fence and gate (retrospective)
459 Resolved: Unanimous Backwell Parish Council object as we would not have
approved in the first place, especially as a previous change of use was
applied for (in green belt) for a car park (07/P/2713/F) dated 15.2.08.
d. PLANNING APPLICATION NO. 08/P/1766/F - 34 WESTFIELD
ROAD, BACKWELL - MRS ROBINSON - Renewal of planning consent
03/P/2626/F for the erection of a two storey & single storey side extension
incorporating a garage
460 Resolved: Unanimous no objection
e. PLANNING APPLICATION NO. 08/P/1785/F - 18 FARLEIGH
ROAD, BACKWELL - MR CANDY - Erection of a single storey rear
extension
461 Resolved: Unanimous no objection
f. PLANNING APPLICATION NO. 08/P/1786/F - 5 SLADES COURT,
BACKWELL - MR I COLIS-SMITH - Erection of a single storey rear
Extension
462 Resolved: Unanimous no objection
g. PLANNING APPLICATION NO. 08/P/1819/F - 6 BACKWELL
HILL ROAD, BACKWELL - MR A CARTER - Erection of a two storey
rear extension and 2 no. front porches
463 Resolved: Unanimous Backwell Parish Council object. It does not comply
with conservation rules, especially the car parking arrangements in this
picturesque part of the village.
h. PLANNING APPLICATION NO. 08/P/1813/PAI - BRISTOL
INTERNATIONAL AIRPORT, NORTH SIDE ROAD, WRINGTON -
North side car park extension to provide 87 additional car parking spaces. This
is not a planning application - consultation only
464 Resolved: Backwell Parish Council consider the present car parking facilities
adequate in view of the fact that there is a proposal in the Master Plan for a
two-storey car park to be built.
23. INVITATIONS
(a) Invitation to attend ALCA'S 35th Annual General Meeting to be held at Flax Bourton Village Hall on Saturday 4th October 2008 at 10 am - 2 councillors (response required by 10.9.2008)
465 Resolved: Unanimous that Cllrs R Drew and R Mason to attend
(b) Invitation to attend North Somerset PCT Annual Public Meeting on
Wednesday 17th September 2008 at 6 pm for 6.30 pm in the Clevedon Community Centre (main hall)
466 Resolved: Cllr R Mason to attend
CONFIDENTIAL ITEMS
Resolved: That pursuant to the Public Bodies (Admission to Meetings) Act 1960, the Public and Press be excluded from the meeting for the following items due to the confidential nature of the business to be transacted.
The following resolution was passed in the confidential session
468 Resolved: Unanimous that as from the 1st October 2008 the Clerk's contract
is changed, with her agreement, from 25 to 33 hours per week. No overtime
will be worked unless in an emergency, and with the authority of the
Chairman
There being no further items of business, the Chairman closed the meeting at
2220 hours
DATE OF NEXT MEETINGS:
Full Council - Thursday 2nd October 2008, 1930 hours at Backwell Parish Hall
Planning -Thursday 16th October 2008, 1900 hours at Backwell Parish Hall