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MINUTES OF THE HIGHWAYS COMMITTEE MEETING
HELD ON 22ND MARCH 2011
Present: Cllr Boulton Cllr Winney Cllr Cusack
Cllr Hinton Cllr Jones
Apologies for absence: Cllr Mumford
In attendance: Cllr Harwood (part), Rev Atkinson (part), Penny Ibbotson
H98 Declarations of Interest
Cllr Cusack declared a prejudicial interest in item H108
H99 To confirm the Minutes of Previous Meeting held on 25th January 2011
The minutes of the meeting held on 25th January 2011 (123-125 10/11) were signed as a true and accurate record of the proceedings.
The Clerk confirmed that the Market Place was designated as Public Highway and therefore the disabled bays could be ‘legalised’ by a Traffic Regulation Order. This would happen when the parking arrangement for High Street/Market Place is agreed.
H100 Review of Matters Arising from previous minutes:
• Ramp at Broadboards bridge: There has been no progress to date.
• Market Place bus shelter roof: Fairford Roof Tiles has offered to supply the roof tiles free of charge. It was RESOLVED to arrange fixing of the tiles up to a total cost of up to £60.
ACTION: Cllr Hinton to ask for quotes to fix the tiles.
• Metal mobility gate: There is a large metal mobility gate available that allows mobility scooters to pass through but not motorbikes. PROW is going to supply one near to the Football Club, but is waiting for other items to be needed to gain saving on a bulk delivery. The Football Club is aware of the situation.
ACTION: The Clerk to ask PROW if it would be possible to have a large mobility gate fixed along the River Walk also – near the end of Snake Lane, to prevent motorbikes accessing the footpaths from this direction.
• Path to Dilly’s Bridge: This has not been progressed by PROW. It was agreed that this is an essential path that needs adequate surfacing and it was RESOLVED to ask Finance if £500 left over from grass cutting in 2010 could be allocated to carry out the work.
ACTION: The Clerk to contact the Finance committee and obtain a quote for the materials.
H101 To receive income and expenditure for Highways committee
There has been little change in the income and expenditure over the last 2 months. It was RESOLVED to purchase two wheelbarrows up to a total cost of £80 to allow easier maintenance of the Churchyard and Burial Ground.
ACTION: The Clerk to order two wheelbarrows.
CHURCHYARD/BURIAL GROUND
H102 To discuss recent Risk Assessment of Churchyard & Burial Ground
Rev Atkinson had been invited to the meeting to raise concerns about the recent Risk Assessment:
• The lack of consultation – the PCC had not been informed that the risk assessment was to take place.
• Responsibility – Although the Town Council is responsible for the maintenance of the Original Churchyard, it is still consecrated ground and belongs to the Church.
• Working Methods – were thought by PCC to be over zealous.
Rev Atkinson circulated photos of some of the headstones that had been laid down. The headstone of greatest concern is a small historic stone, Anne Rose 1811, which being a small headstone, would not have caused great risk. This headstone needs specialist repair.
Rev Atkinson requested that when the next risk assessment is due, please could the Town Council inform him. Either he or a member of the PCC will join the assessor/s. If a stone is thought to be unsafe, it should be marked/noted rather than laid down and he will organise for it to be put right immediately. FTC and PCC need to work together more closely in the future.
On behalf of the Town Council, Cllr Cusack apologised to Rev Atkinson and members of the PCC for the distress caused by the recent risk assessment. The assessment was carried out by a professionally trained health and safety officer, who has been trained not to walk away if an item is found to be unsafe and there can be immediate action to make safer. Cllr Cusack agreed that FTC and PCC need to work together in the future.
It needs to be established what the actual maintenance responsibilities are for Fairford Town Council. Rev Atkinson agreed that this matter needs to be clarified and further discussion should take place. In the meantime, it was agreed that FTC would contact Rev Atkinson first if there are plans to do anything other than grass cutting in the Original section of the Churchyard.
ACTION: FTC and PCC are to work together to clarify roles/responsibilities and put this in writing.
It was noted that the Regulations for the New Burial Ground state that if a memorial is found to be unsafe, FTC reserves the right to lay the headstone down. Confusion may have arisen as these Regulations only cover the Burial Ground and not the Churchyard. Clear guidelines are needed before any further risk assessments are carried out.
If an unsafe headstone had fallen, someone could have been killed. Neither FTC nor Rev Atkinson were clear on who would have been liable.
ACTION: Liability on headstones needs to be clarified.
FTC will organise the repair of the headstones that have been laid down. The majority can be re-erected by Albert Alder and Sid Flatman. FTC needs to obtain a cost of repair for the Anne Rose headstone before committing to fully funding the work.
Some Churchyards use temporary fixings to stabilise memorials before arranging for their repair.
It was agreed it would be useful to talk to the United Church and Catholic Church in Fairford to find out how they carry out management of their burial grounds.
ACTIONS: The Clerk to send a written apology to Rev Atkinson regarding the above.
Cllr Hinton to contact the Catholic Church and Cllr Boulton to contact the United Church to discuss their management policies and report back.
H103 To agree repairs to the Church Wall along Mill Lane at junction of New Burial Ground and Garden section of Churchyard – quote £495
It was RESOLVED to accept the quote of £495 to carry out repairs to the wall along Mill Lane. The PCC will be funding the repair of the section of wall in the Garden area at a cost of £350.
(Post Meeting Note: this work is to be carried out in May 2011)
ACTION: The Clerk to check if the repair can be claimed on insurance.
H104 To discuss concern raised by resident about trees in cremation area of Churchyard
This matter is to be passed onto the PCC to resolve.
ACTION: The Clerk to contact the PCC.
HIGHWAYS
H105 To receive update regarding Fairford to Lechlade multi-use path
A report had been circulated. The Ernest Cook Trust has given permission for the extent of railway track across their land ownership to be a permitted footpath. There is much clearance work to be carried out, which cannot start until after the nesting season (August). This gives time to plan the work; there are three options for clearance – professional labour, volunteers, community payback.
The first option is likely to be too expensive. The Clerk is waiting to hear back from Community Payback on whether they would be able to provide labour.
There are also ongoing discussions with the redirection of a north-south path, which, if successful would link in to form a circular route.
ACTION: The Clerk to contact PROW to find out progress with north-south route.
Through Horizon 2016, a ‘Walkers are Welcome Group’ is forming. This group would help look after the footpaths and attract people to use them. The first meeting is on Friday 25th March.
The Cotswold Water park grant application has been submitted. The multi use path from Fairford to Lechlade is high on the list of priorities partly thanks to the large number of letters of support written.
H106 To discuss the way forward with improving the surface of the Town Car Park
This item was deferred to the next meeting to hear feedback from Cllr Mumford.
H107 To receive feedback from Parking Strategy Meeting on 1st February 2011
Minutes from the meeting had been circulated.
H108 To agree procedure for parking trial in High Street and Market Place
It was agreed to run the trial period from 1st May to 31st October 2011.
There are no guidelines for carrying out the survey but the CDC Parking Manager has suggested carrying out surveys of cars at 9am, 11am, 1pm, 3pm and 5pm every day for a week and then repeat the process a couple of weeks later. Surveys would not be needed on Sundays or Bank Holidays as the current restrictions are not in force then anyway.
A local resident was suggested as possibly being willing to carry out the survey on behalf of FTC. ACTION: Cllr Hinton to contact resident and report back.
It was agreed just to cover the existing signs rather than put new signs up during the trial period.
ACTION: The Clerk to cover signs at the start of the trial period.
H109 To discuss parking issues at Jeffries Close
It was agreed that there was nothing else the Town Council can do to ease the parking situation at Jeffries Close.
ACTION: The Clerk to advise residents.
H110 To discuss complaint regarding Keble Alley
A request has been made for FTC to replace the fencing along Keble Alley. As this is not FTC responsibility, there is little the Town Council can do.
A request has also been made to have clarification on areas of responsibility for maintenance in Beaumoor Place.
ACTION: Cllr Boulton to liaise with the Clerk about which areas are being referred to, and the information is to be relayed back to the resident.
MAINTENANCE
H111 To discuss winter pavement clearance in more detail
It was agreed that it is often safer to walk on the snow, as ice can form on cleared pavements. There is to be no further action on this at the moment.
H112 To discuss offers from two community groups to tidy and replant the planting beds next to the Welcome to Fairford signs on Cirencester approach
Following a request from the Preservation Trust, Coln House School has quoted £135.27 to supply plants to improve the appearance of the Welcome to Fairford planting beds. The planting and upkeep of the plants would be free of charge. The U3A Gardening Club has offered to replant the beds free of charge using plants from their own garden.
It was agreed to thank Coln House for their offer but accept the offer from U3A.
ACTION: The Clerk to contact the two organisations.
(Post meeting Note: The U3A Gardening Club has since withdrawn their offer.)
Coln House School also needs to be approached regarding the summer bedding for the flower tubs and some tubs may need to be replaced.
ACTION: The Clerk to contact Coln House School and also find out how many tubs need replacing.
H113 Items the Chair considers urgent:
• The resident next to the Council Yard has offered to cut back the hedge overhanging the pavement if the Town Council will remove the clippings. It was agreed that this would be arranged.
• There have been regular problems with the drain in the alley by Londis and New Peking House becoming blocked with fat. Thames Water has been out several times to clear the blockage and spoken to the takeaway. It was agreed that FTC should also write to New Peking House to ask not to tip any fat down the drains.
ACTION: The Clerk to write to New Peking House
• The grass cutting contractors have been asked to cut the verges and Walnut Tree Field (due to be done Tuesday 29th March) and the New Burial Ground (cut 23rd March). It was agreed that the Original section of the Churchyard could wait for the time being.
• Copies of the Burial Regulations for the New Burial Ground were circulated for review.
ACTION: Cllrs to send any comments/amendments to the Clerk.
• The draft report for the Annual Town Meeting has been circulated for comment.
ACTION: Cllrs to send any comments/amendments to the Clerk.
• The concrete bollards around the green in front of Coln House School keep being tipped over. It would be preferable if they could be cemented in place.
ACTION: The Clerk to ask County Highways for permission to cement the bollards and if forthcoming, ask for quotes to carry out the work.
• It has been reported that the grass verges along the pavements in Hatherop Road and The Croft need cutting back to re-expose the pavement.
ACTION: The Clerk to pass request to County Highways.
• There are still problems with using the pavement from Cinder Lane into the town – being blocked with cars, the Town Council has looked at this before and it is difficult to find a solution.
• It had been queried whether mobility scooters needed to be insured and taxed as vehicles. Cllr Winney advised that there is not a requirement to have an MOT, tax or insurance. There are 2 types of scooter, Class A is for pavement use and Class B can be used on roads.
H114 Date of next meeting – Tuesday 24th May 2011
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