MINUTES OF THE FULL COUNCIL MEETING
HELD ON TUESDAY 13TH APRIL 2010Present: Cllr Cusack (Chair) Cllr Hing Cllr Winney
Cllr Bolton Cllr Fisher Cllr M Jones
Cllr Wardle Cllr S Jones Cllr Harwood
Cllr S Roberts In Attendance: Vanessa Lawrence (Clerk), Gemma Casey (Wilts & Glos Standard), 7 members of the public 376 09/10 Apologies for Absence
Apologies for absence were accepted from:
Cllr C Roberts
Cllr Mumford 377 09/10 Declarations of Interest on Items on the Agenda
Declarations of interest were received from:
Cllr Wardle - Item 396, 402 and 403 – Prejudicial
Item 406 & 410 – Personal
Cllr M Jones - Item 406 – Personal
Cllr Bolton - Item 394 – Personal
Cllr S Roberts – Item 410 – Personal
Cllr S Jones - Item 406 & 410 – Personal
Cllr Fisher – Item 407 – Personal
Cllr Cusack – Item 390 & 399 – Prejudicial
Item 402 & 403 – Personal Cllr Wardle proposed that Item 402 & 403 be brought forward on the agenda to allow members of the public the opportunity to hear the debate. Seconded Cllr Harwood – all in favour. It was agreed to take these items immediately after Item 381. Cllr Cusack proposed that Item 406 be held “In Camera”, due to the personal nature of the correspondence, seconded Cllr Hing – 8 in favour, 2 abstentions. 378 09/10 To approve Minutes of the Full Council meeting held on 9th March 2010 (pp154-160 09/10)
Due to an error in communication, the revised minutes had not been received by Councillors. It was agreed to defer this item to the May Full Council meeting. ACTION: Clerk to add this item to the agenda for May. Suggestions were made that any revised copy of documents should be highlighted, by a change in font and dated and that draft copies are marked accordingly. ACTION: Clerk to action suggestions. 379 09/10 To agree to adjourn the meeting for Public Question Time – there is a 10 minute time limit. Questions only.
It was RESOLVED to adjourn the meeting for Public Question Time. Proposed Cllr Harwood seconded Cllr S Jones – all in favour. Q: Mrs P Evans asked about the condition of footpaths across the bridge at the Broadboards and along the river behind the houses in Courtbrook and Moor Lane. A: Cllr Cusack asked Cllr Winney as Chair of Highways to reply. Cllr Winney explained that these paths had already been looked at and Cllr Hing also confirmed that the land by the Broadboards had been discussed with the Environment Agency recently. It was suggested that this be referred to the Highways Committee for consideration.
Mrs Evans was assured that we would look further into this and would contact her with any information. ACTION: Clerk to add to the Agenda for Highways Committee Q: Mrs C Dodwell wanted to know about the parking restrictions. A: She was advised that this item was on the Agenda for discussion. Q: Mrs J Kinnock wanted to know if the Annual Town Meeting was to be held in the same format as last year. A: She was advised that this item was on the Agenda for discussion. Q: Mr P Jones asked about recent roadworks in Horcott with particular reference to the quality of the workmanship. A: Mr P Jones was advised that Glos. Highways would be contacted and we would contact him accordingly. ACTION: Clerk to contact Glos. Highways. Q: Mr R Jeanes asked if the Council are considering a contribution towards the fund created recently as a result of the death of one of the town’s waste collectors. A: The Mayor advised that this would be looked at by the Finance Committee. ACTION: Clerk to add this item to the Agenda for the Finance Committee Meeting. 380 09/10 To agree to reconvene the meeting following Public Question Time. It was RESOLVED to reconvene the meeting following Public Question Time. Proposed Cllr Harwood seconded Cllr M Jones – all in favour. 381 09/10 Chairman’s announcements
1. Cllr Cusack asked for volunteers to help with putting the flags onto poles for the flag festival and to advise of dates of availability to undertake this job. ACTION: Clerk to send e-mail to Cllrs.
2. Cllr Cusack advised the members that Item 410 would not be discussed following receipt of information from the legal department at CDC, but that the Council were aware of the outcome of the Standards Board meeting. Cllr Wardle suggested the Decision Notice is sent to all members when it is available. ACTION: Clerk to send DN to members when available.
Cllr Hing was equally concerned to hear of the press coverage, relating to this matter and he felt as a long standing member of the Council, that it was unfair and unjustified of certain members of the Standards Committee to criticise the Council as a whole. 402 09/10 To agree recommendations from Highways Committee:
403 09/10 To discuss parking restrictions in High Street and Market Place
• to put a halt to the project to light the footpath between Horcott Notice Board and Dilly’s Bridge – Several objections to project, no consensus of approval. Cllr Hing felt that it was a retrograde step, not to proceed. Cllr M Jones proposed that the recommendation be accepted, seconded Cllr Bolton – 6 in favour, 2 against, 2 abstentions.
• That if a grasscutting contractor is on a one year contract with FTC and the Town Council is happy with the price and quality of work, the contract can be renewed for a further year without going out to tender – Cllr Wardle had reservations if this recommendation was to apply ad infinitum, but felt that if this was for a year only then this would be acceptable. Cllr S Jones said that she believed it had been agreed to do this for 1 year – so that in effect tendering for grasscutting contracts would occur every 2 years. Cllr Hing said that he was happy to go along with this for 1 year only. Cllr Hing proposed that the recommendation is accepted with a caveat for 1 year only after which it would go to tender, seconded Cllr S Jones – all in favour.
• To request that GCC put the proposed parking signage on hold whilst further information is gathered – Cllr Wardle read a letter relating to a recent residents meeting and had received numerous signatures of support for no parking restrictions as suggested by Glos. Highways. Cllr Cusack concurred with the findings of the meeting. Cllrs Cusack and Wardle left the room Cllr Harwood proposed that Cllr Hing should chair the meeting in the absence of the Chairman, seconded Cllr M Jones – all in favour.
Cllr Harwood suggested that any introduction of signage should be postponed for the foreseeable future. Cllr S Jones said that this should be put on hold until the outcome of the policy changes by County Council is known. Cllr M Jones suggested some restrictions. Cllr S Roberts suggested that residents should not be kept waiting as to the outcome and that a meeting should be called where representatives from Glos Highways could attend.
It was agreed to support the recommendation from the Highways Committee to put any parking restrictions on hold, pending consultation, seconded Cllr Hing – all in favour. ACTION: Clerk to contact Glos Highways. Cllrs Cusack & Cllr Wardle returned.
County Cllr Theodoulou left the meeting. Cllr Harwood said that the quantity of information received is great and that the Council should look at alternative ways reducing the amount of paperwork. ACTION: Clerk to contact Aura Digital for advice. 382 09/10 To consider invitations received
E-mail from Dawn Dowds – Towns Alive Market Seminar 13th May in Malton, N. Yorks
Ashtav – Re-using Rural Buildings of Character for Jobs & Homes – Conference – 21st April Kendal, Cumbria CDC – April’s Meetings.
SLCC - CPD Course – 22nd April Swindon –
GAPTC – Standing Orders – Course 27th May – Gloucester 383 09/10 To consider correspondence received – for information only.
Glos. Constabulary – Policing Plan
CDC – Tourism Newsletter
Rural Services Community – newsletter
netMAGmedia – John Newton Launches TITAN-PRO
netMAGmedia & KBB 2010 newsletter
E- Gloucestershire – magazine
Planning Portal – 11th March and 31st March
Energy Saving Trust – Cutting Carbon emissions from the domestic sector
Unlockdemocracy.org.uk – ACTION UPDATE – Saving the sustainable Communities Act
Action for market towns – e- newsletter
Cotswold Tree Warden Group –
Rural Services Network – Parish news from the RSN
GAPTC – New Standing Orders
Cotswold Water Park – Summary Report – Cotswold Water Park Water Vole Recovery Programme
Press Release – League of Friends of Fairford Hospital 384 09/10 To consider correspondence requiring a reply (e-mailed)
GRCC – Glos. Vibrant Village of the Year 2010 – It was agreed not to participate this year.
CDC – Temporary Road Closure request – Food & Drink Festival 6th June ¬– It was agreed to support this application. ACTION: Clerk to contact CDC.
Energy Saving Trust – Joining Group – It was agreed to join this group. ACTION: Clerk to complete application form. 385 09/10 To consider report from District Councillor
Recycling Bins
CDC has now relocated the plastic recycling bins outside the Fire Station in Hatherop Road.
Fly Tipping
The Waste Management team is currently working on different ways to reduce the number of fly tips within our District.
CDC has recently created a new page on the website, which is designed to educate the residents of the Cotswolds and explain the need to check for waste carriers’ licences for anyone carrying out work at their properties.
The link is
http://www.cotswold.gov.uk/nqcontent.cfm?a_id=12123&tt=cotswold. 386 09/10 To consider report from County Councillor
None received 387 09/10 To receive reports on meetings attended
Cllr Hing’s report on recent Council Surgery had been sent to Cllrs prior to the meeting. Cllr Hing spoke briefly about the positive outcome of the Surgery.
Cllr C Robert’s report on a recent meeting with Geoffrey Clifton Brown and the Environment Agency relating to flood alleviation had been e- mailed to Cllrs. prior to the meeting. A member commented on the work that was promised by the EA but which has not been done and Cllr Roberts will be asked to follow this up. It was also suggested that contact be made with the EA and a meeting arranged. ACTION: Clerk to contact Cllr Roberts and the EA. FINANCE
388 09/10 To receive payments/receipts report to year end.
The report was received. Cllr S Jones asked if there was any way that details could be added to the report. The Clerk advised that she would look at ways of using the software to improve the detail content. It was agreed that this item should be deferred to the Finance Committee meeting. ACTION: Clerk to add this to the agenda for the Finance Committee Meeting. 389 09/10 To approve retrospectively cheque payments for March 2010
It was RESOLVED to approve retrospectively the cheque payments for March 2010. Proposed Cllr Harwood, seconded Cllr M Jones – all in favour.
Cllr Cusack left the room 390 09/10 To consider grant to Fairford Youth Football Club.
The Finance Committee had looked at this matter and they had agreed that a sum should be allocated to support the club. The normal requirements would need to be met in order for a grant to be formally agreed. A letter would be sent to the club. All Cllrs were in favour of this action. ACTION: Clerk to contact the Youth Football Club. Cllr Cusack returned.
PLANNING
391 09/10 To receive minutes of Planning Committee Meetings held on 16th March 2010 (pp161-162 09/10)
The minutes of the meeting were received. 392 09/10 To receive recommendation from Planning Committee to remain independent from Sunhill Action Group.
It was agreed to accept recommendation from the Planning Committee to remain independent from the Sunhill Action Group. Proposed Cllr Harwood, seconded Cllr M Jones - 9 in favour, 1 abstention. FACILITIES
393 09/10 To receive Minutes of Facilities Committee Meeting held on 6th April 2010 (pp169 – 170 09/10)
The minutes of the meeting were received. 394 09/10 Update on Fairford Playground
The Clerk advised the members that the Lease had been received and it was agreed that this should be looked over by a solicitor. Cllr Wardle proposed that standing orders should be suspended in order that a decision could be agreed to appoint Davey Franklin Jones to act on the Council’s behalf, seconded Cllr Hing – all in favour. Cllr Wardle proposed that Davey Franklin Jones should be appointed to look over the lease, seconded Cllr S Jones – all in favour. ACTION: Clerk to contact Davey Franklin Jones. Cllr Cusack proposed that Standing Orders should be re-instated, seconded Cllr S Jones – all in favour.
Cllr S Jones advised the members that a new sign for the playground
and that a meeting has been arranged with a representative of the Gloucestershire Playing Fields Association at 7.30pm on Tuesday 4th May at the playground.
395 09/10 To approve copy for May’s copy Ripples magazine
It was RESOLVED to approve copy for May’s edition of Ripples, subject to a few amendments. ACTION: Clerk to amend copy and send to Ripples.
Cllrs Wardle and Cusack left the room.
396 09/10 Update on progress with CCTV project
Cllr S Jones reported on a recent meeting with two representatives from Redhand. The best possible sites were located for mounting the cameras and the wireless unit. Discussion took place about lighting. Cllrs were unsure about whether lighting was going to be an issue and it was agreed to contact Redhand for confirmation about the lighting requirements and whether the system would be fit for purpose. ACTION: Clerk to write to owners of properties for siting of cameras and to contact Redhand. Cllrs Wardle and Cusack returned 397 09/10 Update on allotments
Clerk advised the members that as yet no site had been found, but that she was trying to locate the owner of a possible site and would advise when she had any news. 398 09/10 To review draft copy of Horizon 2015(formerly known as the Healthcheck)
Cllr Harwood reported that he had hoped to present the completed copy but that this had not been possible as some reports were not yet complete. He had submitted a draft copy of the information that was complete and this had been e-mailed to members. It was agreed that the draft format could go to the Town Meeting in order to get some feedback from residents. Following that the final version could then be presented to Full Council for approval. Members agreed that “DRAFT” should be clearly marked on the copy for the Annual Town Meeting. Cllr Cusack thanked Cllr Harwood for his time and commitment to this task. Cllrs Wardle and Cusack left the room. 399 09/10 To agree recommendation from Facilities to request contribution from businesses, who have already expressed interest and other businesses who would benefit from the CCTV project, towards the cost of CCTV installation to cover market place, High Street and Junction of A417 and Market Place.
It was RESOLVED to contact other businesses who would benefit from CCTV coverage and request a contribution of £10 a month for 1 year to help towards the cost of providing this service. Proposed Cllr S Jones, seconded Cllr Harwood, all in favour. ACTION: Clerk to contact businesses. Cllrs Wardle and Cusack returned 400 09/10 To consider engraved FTC shield for presentation at Town Meeting.
Following discussion, Cllr S Jones proposed that either a plaque or certificate for presentation at the Town Meeting should be obtained, cost for this should not exceed £50, seconded Cllr Wardle, 8 in favour, 1 against, 1 abstention. HIGHWAYS
401 09/10 To receive Minutes of Highways Committee Meeting held on 23rd March 2010 (pp165-168 09/10)
The minutes of the Highways Committee meeting were received. The following two items were received earlier in the agenda. 402 09/10 To agree recommendations from Highways Committee:
• to put a halt to the project to light the footpath between Horcott Notice Board and Dilly’s Bridge.
• That if a grasscutting contractor is on a one year contract with FTC and the Town Council is happy with the price and quality of work, the contract can be renewed for a further year without going out to tender.
• To request that GCC put the proposed parking signage on hold whilst further information is gathered 403 09/10 To discuss parking restrictions in High Street and Market Place OTHER BUSINESS
404 09/10 To agree format of Annual Report for Annual Town Meeting.
It was RESOLVED to agree the format for the Annual Report. ACTION: Clerk to e-mail final copy, when all reports have been received. 405 09/10 To consider continuation of Councillor surgeries.
Cllr Hing reported that the Council Surgery held recently had been a success and members of the public were pleased to have the opportunity of talking about issues with a Councillor. It was agreed that this should continue for the next 6 months but that a timetable should be publicised. This would then be reviewed in 6 months time. The following schedule will be published on the notice boards and on the website and in the Ripples magazine. The surgery will be held on the 1st Wednesday of the month between 6-7pm, and the dates are as follows:-
5th May, 2nd June, 7th July 4th August, 1st September and 6th October. ACTION: Clerk to publish Council surgery schedule. 406 09/10 To agree reply to a complaint from a resident (draft copy e- mailed)
It was agreed at the beginning of the meeting to take this item “In Camera”
407 09/10 Update on 3 London Street
• To agree to appoint Davey Franklin Jones as solicitor for FTC – It was RESOLVED to appoint Davey Franklin Jones as solicitor for FTC to deal with
the sale of 3 London Street. Proposed Cllr Wardle, seconded Cllr Harwood – 9 in favour, 1 abstention. ACTION: Clerk to contact Davey Franklin Jones.
408 09/10 To clarify and agree on Committee responsibilities, delegated
powers and terms of reference (see note e-mailed)
Cllr Harwood said that he felt that the decision making process was taking too long with recommendations going backwards and forwards and wanted clarification as to the status of delegation within committees, to enable progress of any projects undertaken by the Council. He felt that once Full Council had agreed to undertake a project, then the Committees should be allowed to progress this further, without constantly having to refer back to Council unless they so choose or unless there is a likelihood of exceeding their allocated budget. It was agreed to form a Committee to look at improving the effectiveness of the Council, one person from each Committee would attend a meeting. The following members agreed to sit on this committee from:
Planning - Cllr Fisher
Facilities - Cllr S Roberts
Finance - Cllr Wardle and Harwood
Highways - Cllr S Jones
Ex-Officio - Cllr Cusack
Any other members who wished to contribute towards the discussion were asked to send in their statements. ACTION: Committee to advise on date of 1st meeting. 409 09/10 To consider nominations for Citizen of the Year and the Geoff Chick Award and to select a winner.
Nominations received:
Eric Graham
Albert Alder
Sue Jones
Alison Dugdale
Gillian Billbrough
Andrena Miles
Anne Nicholls
Alison Hobson
Only one nomination was received for the Geoff Chick Award for
Tom Butler & Robert Coggins. After considering all the nominations and the work that each nominee has done, the Council voted to choose Alison Hobson as the winner for the Citizen of the Year Award and to agree to award Tom Butler & Robert Coggins the Geoff Chick Award. ACTION: Clerk to organise the awards. 410 09/10 To consider outcome of Standards Board meeting held on Wednesday 31st March 2010 and article on Wilts & Glos Standard website published Wednesday 7th April 2010.
As mentioned in the Chairman’s Announcement, this matter will not be taken given the information received from Cotswold District Council. 411 09/10 Next meeting Annual Meeting of the Town Council Tuesday 11th May 2010
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