Minutes of the Annual General Meeting of Olveston Parish Council, held at the Queen Alexandra Memorial Pavilion (QAMP), Old Down, on Tuesday 22nd May 2018, starting at 19:30

Present: Mr J Hughes, Mr A Baxter, Mrs C Offer, Mrs P Savage, Mrs N Lewis-Leaver, Mr M Riddle Until 21:35 - Mr A Williams, Mr R Harris

Min 45/18 Visitors – Mrs D Buckley, Mrs S Batts, Mrs L Powell, Mr R Williams, Mr K Lazell, Mr C Northover, Mrs R Boere, Mr R Knight, Mr R Offer

Mrs Powell began the open session of the Parish Council meeting by presenting each Councillor with a list of 7 questions that she and like minded residents wanted answering. The Chairman noted that it was a slip of the tongue calling the Annual Parish Assembly and AGM and accepted his mistake. The Clerk noted that the monthly meeting minutes of Parish Council Meetings can’t be published until approved by the Parish Council, in the case of the April meeting minutes they were due for consideration at this meeting by the Parish Council, the Clerk admitted that due to his own work load the March minutes had not yet been presented to the Parish Council, and that the February minutes had been queried at a previous meeting, and only that evening were they due to be represented to the Parish Council for consideration. The Clerk also noted that the minutes for the 2017 APA had been prepared by him prior to the 2018 APA and paper copies were available at the meeting, the minutes were published on the website for consideration by parishioners as it is for them to call for the minutes and approve them – the mistake that the Clerk made was not to label the minutes as draft. The general practice for the Clerk is to publish all Agenda’s on the Thursday evening about 23:00 on his return from work (Saturdays can be included within the three clear days) but remembered on his way to work Friday morning that he had not published the Agenda on the website and corrected this mistake before the start of the ‘working’ day).

Mr Northover, reminded the Parish Council that its obligations were to the parishioners and parishioners alone, and not outside interests. That the Parish Council was obliged to obey the law in respect of Village Greens and any requirements of the original deeds that transferred ownership to the Parish Council. Mr Northover noted that it was in the Parish Councils interest to make sure that it is met with support in particular with relation to the Village Green. The Parish Council has obligations in respect to the Parish only and not other areas such as Bradley Stoke – when challenged Mr Northover suggested that the Football club was entering into an agreement for a Junior team to become part of Olveston United, however the meeting was informed by Mr Williams that 80% of all players live in or come from the Parish.

Mr Williams then spoke on behalf of a group which would urge the council to oppose any further development by the football club of the village green. Mr Williams began by apologising for Mr P Floyd’s

absence and asked that Councillors review his email (reproduced below) that captured the essence of the groups concerns regarding the visual amenity of the Recreation Ground, and then made his own statement (Copy included below), concluding that he hated to think that it would reach a point where parishioners would call for an extraordinary meeting and hope that common goals could be achieved. Mr Williams also noted that it was a bad situation that minutes had not been approved for 3 months.

Mr Lazell then addressed the meeting – he hadn’t realised that there was such a fuss about the advertising boards, and was a Councillor when the original agreement allowing advertising during matches (providing the boards were erected the night before the match and taken down the next day). Mr Lazell expressed concerns that the boards were now up for the whole season, noting that the Cricket Club didn’t have any sponsorship boards and the Bowls Club only have one sponsor. Mr Lazell suggested that a Parish Meeting be held at which proposals could be presented, and concluded that some local Cricket and Football clubs already have ‘dugouts’ that can be quite visually acceptable.

Mr Hughes apologised for the wheels having come off in the last 6 weeks with respect to the publishing of minutes, and anticipated proposing an individual Councillor who would be looking into the issues of the ‘Village Green’ and how to communicate the findings with parishioners. Mr Hughes also noted whether it was right for minutes to take a month for approval and would welcome any comments on how best to communicate with parishioners.

Mrs Buckley then asked for an update from the Parish Council on the Old Telephone Box, beginning with some photographs of the Box before it was destroyed and then handing over a 96 signature petition (7 of whom attended the 2018 APA but live outside Old Down) in support of replacing the Telephone Box. The Clerk noted that the final costs were £3,900 + vat if the box was replaced & £1,000 + vat if the box was not replaced and the Verge returned to its original state. The Insurance company have been asked to investigate whether they can recover costs from the car owner, and a response is awaited. The Clerk noted that all electrical supplies had been disconnected, and if the Box was replaced then it would not include internal lighting – this was acceptable to Mrs Buckley.

The Clerk then asked the views of the parishioners on the Old Down play area, and all were strongly in support of continuing to have access for their children and grandchildren {despite it also being a development on the Village Green}.

Having confirmed that there were no other issues, Mr Hughes promised that the Council would review the questions, comments and views raised and asked that the Council could produce a measured response that would be published on the Parish Council website. Mr Hughes then thanked Parishioners for their concerns and invited them to stay as observers for the remainder of the meeting. Mr Offer, Mrs Buckley, Mrs Powell & Mr Northover remained for the rest of the meeting.

Min 46/17 Annual Elections

Mr Hughes asked for nominations for the 2018/19 Chairman, Mr Williams proposed that Mr Hughes stay on as chairman for a further year, seconded by Mr Harris. Mr Hughes accepted the nomination and invited a vote on this motion - all Councillors present voted in favour (no abstentions or votes against).

Mr Hughes then asked that this year the Parish Council accept 2 Vice Chairmen and proposed Mr Panes (Mr Hughes understood that Mr Panes was happy to be elected in this capacity if accepted by other Councillors), Mr Williams seconded the proposal and all Councillors present were in favour. Mr Baxter then 2 of 15 proposed Mr Harris, seconded by Mr Williams, and after Mr Harris accepted the nomination all present voted in favour (no abstentions or votes against).

The meeting then reviewed and agreed the other posts within the Parish Council (See Appendix 2)

Min 47/18 Declarations of interests Mr Hughes – Allotments Mr Baxter – Intelligent Solutions, Mike’s Maintenance Services, Mr Williams - Treasurer of Olveston United Football Club Mr Gibson - Church Warden of St Mary’s Church Mr Panes – GSH Architects Mr Harris – Committee Member & Bar Manager for the Olveston & District Bowls Club, and a member of the twinning association.

Min 48/18 Apologies for absence – Mr M Gibson, Mr R Panes

Min 49/18 Minutes of the last meeting

24th April 2018 Meeting Minutes – presented to the Parish Council, Mr Harris proposed that they were a fair reflection, seconded by Mrs Lewis-Leaver and accepted by a majority of Councillors present (Mrs Offer abstained).

27th February 2018 Meeting Minutes – the revised minutes were again presented to the Parish Council, Mr Baxter proposed that they were a fair reflection, seconded by Mr Williams and agreed by all present.

Both sets of minutes can now be published on the Website

27th March 2018 Meeting Minutes, Mr Hughes asked that they be published to Councillors by midnight on 26th May – this was accepted by the Clerk.

Minutes for 22nd May meeting – the Clerk agreed to publish minutes for tonight’s meeting to Councillors by 17th June 2018.

Min 50/18 Matters arising from the minutes

Village Green Status – Mr Baxter gave a summary of the work done on the Village Green, and recognised that more work needs to be done to accommodate rumours. A specific query was raised some years ago about parking on a Village Green when the overflow car park was being considered, this was addressed following an extensive meeting with Andrew Griffiths the South Glos Solicitor where the benefit could be demonstrated, and the parking area designed to minimise any impact. Recent members of the Parish Council have never looked at the Village Greens as a ‘whole’ (especially as Village Green status was granted 50 years ago) and specifically where does it stand with the original development of the Play Area, the new Scout Hut and the proposed developments of the QAMP, Play Area and the needs of the Football Club. When the Football Club applied for planning permission to extend the QAMP for the changing rooms no mention was made of the Village Green from any quarter (including South Glos Council) and the Parish Council was not aware that it had to consider the implications. Further meetings have been held with Andrew Griffiths, who has now advised that the Parish Council seek professional legal advice, and the Parish

3 of 15 Council now need to clarify what advice is being sought. The Parish Council then needs to talk to interested parties to get a balanced view.

Mrs Offer again suggested that as the Parish Council is a member of both the Open Spaces Society and the CPRE, free advice is available. Mr Williams again reiterated that NALC have already been involved with Village Green issues and published a number of Legal Notes (available on the Google drive). Mrs Offer then asked that her concerns as to why the Village Green status has not been previously mentioned to Councillors.

The Chairman then asked Mr Northover as to what he was worried about and not worried about with respect to the Village Green, Mr Northover replied ‘No Boards, No Dugouts, No Extension – as a public body the Parish Council need to keep within the law and the laws of Village Greens.

Mr Riddle reminded the meeting that the SGC Solicitor is in a difficult position as in time he may have to judge between two parties; whether it is changing the use and outlook of the Village Green and the ambience of the Village.

Old Down Telephone Box – The meeting noted that it if the Parish Council can claim the costs back from the 3rd party, then the decision is reduced to balancing the argument whether to replace the box or not. Mr Baxter suggested that the parishioners should decide whether the telephone box is replaced or not, is the Parish Council prepared to spend the money, and then go down the uninsured driver route if required (even if it only relates to personal injury claims). Mr Williams then proposed that the box be replaced, as it was a historical feature within the parish, drew a comparison with the current commitment to replace all of the historical signage around the parish, and indicated that it would be a double standard if it wasn’t. The Council briefly discussed whether to go out to the community for a decision, whether to use any Insurance payments for something else for the Parish or if there was a shortfall whether local residents would help with the funding before Mr Baxter seconded the proposal. The subsequent vote was tied with Mr Baxter, Mr Harris & Mr Williams voting for replacement. Mrs Offer, Mrs Lewis-Leaver and Mrs Savage voting against, and as chairman, Mr Hughes abstained. The meeting agreed to progress the Insurance claim, to ascertain the level of recovery expected before discussing further.

2018 Annual Parish Assembly review - Need to answer queries raised by parishioners, including Eric Garrett, Tim Pearce & Louise Powell. 2017 APA Minutes not approved at the meeting. Mr Hughes informed the meeting that Anna Perry has invited three parishioners to visit the Great Western Air Ambulance Service’s new headquarters.

GDPR – need to confirm whether parishioners are happy for the Parish Council to hold their details. Clerk to modify ‘consent proforma’ to an email and distribute to those parishioner for which the Council has details for but who have not as yet signed consent forms circulated at the APA. The Parish Council also need to confirm whether Contractors happy for the Parish Council to hold details. Action 50/18/01 Clerk to refine contact lists and send out GDPR forms

Technically the Parish Council need to be compliant with GDPR by Saturday, but advice from ALCA and other bodies is not to proceed until better information is available from the ICO (Information Commissioners Office), as current regulations would require employment of a Data Protection Officer at £200/hr. Mr Riddle was asked to find out who is the SGC’s DPO. In the meantime the Parish Council needs to understand how GDPR works with facebook. Action 50/18/02 Clerk to redact signatures on the accounts & audits published on the website

4 of 15

Min 51/18 Meetings with Other Local Bodies – SGC Consultations

Winter Maintenance Changes 2018 (closing date 18th June) - South Gloucestershire Council is holding a consultation on proposed changes to the precautionary salting routes in South Gloucestershire which would take effect from winter 2018/19.

Alveston - Strode Common, Proposed changes to speed limits (closing date 15th June) - Concerns have been raised by the Local Councillor about the appropriateness of the speed limits on Strode Common between Strode Gardens and Pump Lane. At Pump Lane the speed limit is 40mph. This changes to derestricted (60mph) east of Pump Lane to West of Lime Grove, then changes back to 40mph on the edge of Alveston village before dropping to 30mph east of Strode Gardens. There are currently 3 changes of speed limit on this road in less than two thirds of a mile. The local member has requested that the derestricted section be reduced to 40mph, matching the speed limit in Old Down and the buffer zone speed limit be reduced to 30mph, matching the speed limit in the village. Speed monitoring recorded average speeds of 41mph on the derestricted section of Strode Common, which supports the introduction of a 40mph speed limit.

The purpose of the scheme is to introduce a realistic speed limit for the road and encourage those travelling at above the current average speed to reduce their speed. It should also reduce the frequent changes in speed limit which can cause confusion and has resulted in excess signage. Reduced speeds should also make the route more attractive for walking cycling and horse riding. The scheme is not being promoted as a road safety scheme, in the last 5 years there have been no recorded injury accidents here.

A38 Alveston - Better Bus Area 2 - Proposed Bus Stop Improvements (closing date 25th May) - Funding has been secured through the Better Bus Area 2 Fund to deliver improvements for bus infrastructure. The A38 between Aztec West and Thornbury has been identified as one of the key areas to be upgraded. The aim of the scheme is to upgrade the A38 to the standard of other Greater Bristol Bus Network “Showcase” routes.

The purpose of Scheme is to improve the quality of bus stops on the A38 in Alveston and Rudgeway. The bus stops subject to proposed improvements are listed below. Funding is not available to carry out all of the proposed works, therefore responses received at consultation will be used to decide which bus stops are prioritised. The locations are - 1, Mason Arms Northbound (Raised bus boarder kerbs, widened footway and bus stop road markings); 2, Alveston Church Northbound (Raised bus boarder kerbs); 3, Washingpool Hill Northbound (Raised bus boarder kerbs and widened footway); 4, Washingpool Hill Southbound (Raised bus boarder kerbs); 5, Rudgeway Park Northbound (Raised bus boarder kerbs and new hardstanding); 6, Church Road Southbound, Alveston (Raised bus boarder kerbs, footway modifications and bus stop road markings)

Changes to Healthwatch for 2019 (closing date 23rd July)- Healthwatch South Gloucestershire acts as a consumer champion for the patients and the public of South Gloucestershire. The service hears the views of the local population and promotes the views to the relevant decision makers. Healthwatch was created by Part 5 of the Health and Social Care Act 2012. There is a national body, Healthwatch England, and a local organisation for each local council in England with social care responsibilities, which is local Healthwatch, or in our area Healthwatch South Gloucestershire. You can find out more about Healthwatch by viewing their reports at: https://healthwatchsouthglos.co.uk/about-us/meetings-and-reports/

Due to increasing demands on Council budgets, from April 2019 the Council is proposing to reduce Healthwatch South Gloucestershire funding by approximately 50% and jointly commission the service in partnership with Bristol City Council, and potentially North Somerset Council. This proposal is being

5 of 15 considered as there is potential to prevent funding reductions to other services where a greater negative impact on individuals may be experienced.

Mrs Offer commented that this was an eminently sensible decision for considerable cost savings, and whole heartedly supported the proposals.

Submission of the West of England Joint Spatial Plan - The four West of England Councils - Bath and North East Somerset, Bristol City, North Somerset, and South Gloucestershire have prepared a West of England Joint Spatial Plan. The Plan sets out the policies and principles for determining the most appropriate and sustainable locations for future development to meet its housing, employment and transport needs for the next 20 years, to 2036. This plan will sit above and guide each council’s own Local Plan. The West of England Joint Spatial Plan (JSP) was submitted to the Secretary of State on the 13th April 2018.

The JSP will now be examined for its compliance with statutory requirements and on its soundness. Inspector Mr Malcolm Rivett BA (Hons) MSc MRTPI has been appointed to conduct the examination and determine whether the JSP is sound and legally compliant. He will be assisted by Mr Steven Lee BA (Hons) MA MRTPI. The two Inspectors will have particular regard to the representations made on the JSP Publication Plan. Alongside the Plan, a number of evidence base documents were also submitted for Examination including: Sustainability Appraisal report; Proposed changes to the Policies Map; Engagement and consultation main issues report; A copy of the representations made in respect of the proposed submission of the JSP Plan.

Mr Riddle noted that the next stage of the JSP has started, and that it is likely to be taking evidence in October.

Min 52/18 Committee reports 1. Recreation & Leisure - Date of Meeting – Monday 9th May 2018

Double Gate, Tockington Play Area - Serena has provided a quotation of £360 to replace the existing gate with fencing and a single gate, Mr Panes proposed that the work be instigated, seconded by Mr Baxter and agreed by all.

Mr Lazell has requested that an existing stile be replaced by a kissing gate. Action 52/18/01 Mr Panes to ascertain details and contact Lindsey Saunders

Tennis Club – Mr Panes has received the 2017/18 Tennis Club rent of £10 and will forward to Clerk for Banking. The land to the left of the new Club house is still in a bad state, and the Parish Council need to contact the Secretary (Alison Gould) explaining that works need to be done, that they should communicate better with the Parish Council, and what they are planning to do. It was suggested that the current Tennis Club Lease should be quoted as a reminder.

Remarking of Parish Hall Car Park –The work has been agreed with Glamorgan White Lining to remark the car park and mark out parking bays at Old Down + Cross Hatch sleeping policemen, and is to be arranged over the Whitsun week.

Tree canopies – Mr Panes has now met with the owner of the Elms for a preliminary discussion, but further contact is required to arrange further maintenance of trees within the curtilage of the Elms. Mr Panes suggested that the overgrown hedge closest to the Bramley Close triangle should be raised with Matthew Riddle. 6 of 15 Mr Williams noted several residents would like to express their thanks to Mr Riddle for his help with this issue.

Olveston School Land Maintenance – The Biodiversity team are planting a tree in the School grounds (involving pupils) and have suggested areas for biodiversity development that may reduce the Schools maintenance costs. After further discussion, the meeting felt that this issue should be discussed by the full Parish Council meeting.

Old Down Telephone Box – Following review of the costs to replace the Telephone Box or associated costs to make good the Verge, Mr Panes recommended that the Parish Council poll Old Down residents (one vote per household) whether they wish the Box to be replaced. Mr Baxter noted that the Parish Council would have to be able to demonstrate suitable validation of the votes cast, but agreed in principle

Annual Play Area Safety Reports – Clerk presented 7 quotations, varying in price from £800 to £165. After discussion it was agreed to RoSPA Playsafety for a further period. Whilst not the cheapest price, the Committee knew what to expect provided the 2017 Inspector was not used. Clerk to contact RoSPA

Vicarage Lane Play Equipment – The Basketball net has now been removed, and the Committee noted comments from a parishioner about removal of the ‘football goal’. The Committee agreed that the Junior Swing seats need replacement, but after reviewing the quotation and noting their limited life asked the Clerk to consider harder wearing seats if available, Webwood to be asked to fit. Mr Panes also noted that the Rope Ladder on the Multiplay equipment is frayed and asked for the parts to be replaced.

Grass Cutting Contract – The new Specification for the grass cutting contract needs to identify potential areas to support biodiversity. A revised cutting regime will be necessary for these areas and local residents informed. The meeting agreed to invite the Biodiversity team to the next meeting and suggested holding the meeting at Vicarage Lane play area followed by a walk around the Parish.

2. Planning & the Environment

Mr Riddle has called in the planning application for No 1 & 2 Moorlane for discussion at the Developments Control meeting as it is likely to be refused as it is in the Green belt, but replaces existing buildings and he would welcome support from the Parish Council.

Planning Applications Approved/ passed/ Decisions Discharged by SGC since last meeting: PT18/1124/F Longmead Tockington Green Tockington Bristol South Gloucestershire {Demolition of existing conservatory, erection of single storey rear extension including new pitched roof and glazing on existing rear extension, insertion of two windows on south elevation} PT18/1253/F Bloomfield Church Hill Olveston Bristol South Gloucestershire BS35 4BZ {Erection of second storey front extension to form additional living accommodation} PT18/1266/RVC Hardy Cottage Hardy Lane Tockington Bristol South Gloucestershire {Variation of condition 5 to planning application PT17/3890/F (added by non material amendment PT18/0561/NMA) to substitute approved plans, with plans receievd by the council on 22nd March 2018

7 of 15 Planning Applications Refused by SGC (or withdrawn) since last meeting:

PT18/1326/PNH Mill Cottage Hardy Lane Tockington Bristol South Gloucestershire BS32 4LN {Erection of single storey rear extension, which would extend beyond the rear wall of the original house by 7.7 metres, for which the maximum height would be 3.6 metres and for which the height of the eaves would be 2.3 metres}

Planning Applications Pending Decision by SGC since last meeting :

PT18/1466/F 1 And 2 Moor Lane Tockington Bristol South Gloucestershire BS32 4LT {Demolition of existing semi-detached dwellings and outbuilding. Erection of 2 no. detached dwellings and detached garage, alterations to existing access and associated works (Resubmission of PT18/0267/F)} PT18/1509/CLP Olveston Football Club Alveston Road Tockington BS32 4PF {Certificate of lawfulness for the proposed erection of 2no. metal framed 'dugouts' with perspex canopies}

New planning applications received:

PT18/1712/LB The Nook The Green Olveston Bristol South Gloucestershire BS35 4EJ {Internal and external alterations to include replacement of 4 no. 'like for like' sash windows to front elevation. Replace existing render with identical matching render} PT18/1715/F The Nook The Green Olveston Bristol South Gloucestershire BS35 4EJ {Internal and external alterations to include replacement of 4 no. 'like for like' sash windows to front elevation. Replace existing render with identical matching render} PT18/1930/PNGR Metal Barn Home Farm 4 Gloucester Road Rudgeway Bristol South Gloucestershire BS35 3RZ {Prior notification of a change of use from Agricultural Building to 2no residential dwellings (Class C3) as defined in the Town and Country Planning (Use Classes) Order 1990 (as amended) with operational development (Re Submission of PT18/0562/PNGR)} PT18/1943/F Manor Farm House Awkley Lane Tockington South Gloucestershire BS32 4LP {Erection of single storey side extension to form additional living accommodation. Installation of side balcony (Retrospective)} PT18/2158/TCA Losimar Ley Lane Olveston Bristol South Gloucestershire BS35 4DG {Works to 1no. Cut Leaf Beech tree to reduce crown to leave a finished height of 8 metres and radial spread of 3 metres. Tree situated within the Olveston Conservation Area}

3. Projects (full referencing available from the Clerk) - Date of Meeting – Monday 9th May 2018

Project 11 – Sign Renovation (Mr Panes)

Mr Panes has chased Mike Taylor this week to start the renovation work on the School sign, the meeting agreed that the project should be limited to two signs per year.

Project 12 – QAMP Renovation & OUAFC developments (Mr Panes)

The Football Club are considering a further planning application to renovate QAMP. Mr Baxter reiterated his concern about the existing Security proposals and whether they meet the new GDPR obligations, and consequently his opposition to any contribution from the Parish Council. A meeting is to be arranged with Russell Knight.

8 of 15 Project 13 – Biodiversity (Mrs Offer) Biodiversity Committee Update 17/05/18

Volunteers – several parishioners have volunteered to support a number of projects including caring for the Tree Charter tree and the Aust Road verge; undertaking plant identification, water vole monitoring and bird related projects. Training is available from ‘A Forgotten Landscape’ (AFL) and Mrs Offer will pursue this.

Orchard – To take this forward, Mrs Offer is trying to ascertain lease requirements and is searching for similar arrangements, Mr Riddle has also been asked if SGC have a agreement with Sustainable Thornbury.

Tree Planting - All current planned planting now completed. Estimates to erect protective fencing is awaited from three contractors, likely to be around £250. Commemorative plaques are to be obtained for both school trees, but text for the plaques need approval from the School. The Schools Eco Council need to be advised how to care for the trees.

Mrs Offer has since received a quotation to fence around the trees for the cost of materials only, and proposed that this be undertaken, Mr Hughes seconded the proposal and all present agreed.

The Biodiversity Committee are also looking for future tree planting sites and have received suggestions for Awkley, along the Alveston Road, and at the top of Orchard Rise. These suggestions are to be developed ahead of the Winter 2018/19 planting season, and funding to be agreed with the Parish Council.

Bug Hunt Day - Confirmed for 22/9/18, suggested between 12 noon to 4pm. Need to discuss support and help on the day plus possible Catering [BBQ] with FOOS. Profits could benefit the School with possible donation towards Mike Dilger’s costs if well supported. Advertising required ASAP.

Digital Mapping - Need to start ‘mapping’ with Parish OnLine. At present the Parish Council has one ‘adminstrator’ account to use the Parish Online software, Mr Baxter informed the Council that there was a ‘User Manager Module’ costing an extra £25/year which would allow a number of user levels from administrator, ‘editors’ and ‘viewers’ so that both the Biodiversity group and Recreation & Leisure Committee could create their own information layers and other Councillors to view. Mrs Offer proposed this expenditure, seconded by Mr Baxter and agreed by all Councillors present. Action 50/18/02 Clerk to arrange purchase of the ‘User Manager Module

Wild Flower Planting 2019 – The area at side of Old Down Hill near footpath into the ‘park’ is being considered as it is a reasonable size and currently not very fertile and lacking interest.

Project 15 – Old Down Play Area – (Mrs Lewis-Leaver)

So far four companies have been approached about installing new equipment at the Old Down. The project team have considered moving the gates into the area so that the existing Ash tree stump could be made into a biodiversity feature.

The project team are organising an open event at the Play Area, to publicise their proposals. Concerns were raised by the Parish Council concerning the timing of the event and the publicity timescales, so a provisional date of the 1st September has been set – more details are to be published.

9 of 15 4. Finance

Parish Accounts for 2017/18 – Accounts have been independently audited by Mr Iain Selkirk on the 11th May 2018, and no discrepancies found. Subject to approval by the Parish Council, we are now in a position to forward our Annual return to PKF Littlejohn LLP and publish printed copies of the signed Annual Governance Statement and the Accounting Statement on the Parish Council Website. For the ‘Notice of Appointment of Date for the Exercise of Elector’s Rights – Accounts for the Year Ended 31st March 2018’, the Announcement will be published on 25th May 2018 on the parish notice boards and the Parish Council Website, and electors will have the right to inspect our financial documents for a period commencing on the 11th June 2018 until 20th July 2018. During this time electors have the right to undertake the inspection at a reasonable time – it may therefore be necessary to ask other Councillors to attend if the Clerk is unavailable. Mrs Savage proposed approval of the Accounts, seconded by Mr Hughes, and all were in Favour.

Min 53/18 Correspondence

Changes to Bus Schedules

EDF price changes, most importantly the increase in the daily charge from 50p to 80p before VAT.

Min 54/18 Financial report and Accounts for payment

Direct Debit Payments on 9th May, £40.70 to PlusNet, BroadBand @ QAMP (PNET2472604-1).

VAT126 return submitted this month, claiming a refund of £3,948.14. £300 payment received for damage to the Tockington MUGA.

Cheque Payments 0 Internet Payments 0 Horders Inv 11944, printing 60.00 Five Valley Signs & Labels Inv 34441, Councillor Badges 5.22 Great Western Air Ambulance Presentation & Donation 80.00 Charity Inv C0715 - Strim, Cut & Remove Grass from Tockington 1680.00 T Roper & Partners Green Iain Selkirk Independent Internal Audit 100.00 Information Commissioner’s Annual renewal 40.00 Office HMRC HMRC Period 2 184.97 R J Rogers Salary May - HMRC 2, Mileage, Stationery 689.46 Zurich Municipal Annual Premium Renewal 1973.83 RGS April Invoice, Inv 4437 1115.00 Mrs P M Savage Annual Parish Assembly Expenses & Cards 44.95 Serene Green Q2, replace gate at Tockington 360.00 Wicksteed replacement Junior Swing Seats 109.80 Mrs C Offer Biodiversity trees 116.30 Total £ 6559.53

10 of 15 Mr Baxter proposed payment of the above, seconded by Mr Hughes, all present agreed Current account £22,596.42 cr Reserve account £41,092.68 cr

Min 55/18 Communications / Update on the New Website/ Meeting Point Article

Meeting Point Article – for May, to be written by Mrs Savage – Bug Hunt Day & Save-a-life day

Website – Mrs Lewis-Leaver to keep updated

Facebook Page – Mrs Lewis-Leaver to keep the facebook page updated

Min 56/18 Date of next Parish Council meeting Planning (if required) Monday 11th June 2018 at QAMP 7.30 p.m. Rec & Leisure Tuesday 12th June 2018 at QAMP 8.00 p.m. Finance Thursday Next meeting to be agreed Planning Tuesday 26th June 2018 at QAMP 7.00 p.m. Parish Council Tuesday 26th June 2018 at QAMP 7.30 p.m. Planning (if required) Monday 9th July 2018 at QAMP 7.30 p.m. Rec & Leisure Tuesday 10th July 2018 at QAMP 8.00 p.m. Planning Tuesday 26th July 2018 at QAMP 7.00 p.m. Parish Council Tuesday 26th July 2018 at QAMP 7.30 p.m. APA Tuesday 30th April 2019 at Parish Hall 7.30 p.m.

The Meeting closed at 21:55

Appendix 1 – Correspondence

Old Down Parishioner My apologies for my absence from the Parish AGM this evening. Should the future of the football pitch be on the agenda I hope my view below will be recorded.

Old Down Plain is not only a valuable parish sports pitch, but also an unusual landscape in this parish. Open to the road, it is given grand scale by the mighty scotch pines which dominate both traffic and sport, making it always impressive and peaceful.

As a long time resident of Old Down I love both this scene and its use for colourful football. I don’t object to the addition of advertising and other facilities, so long as this very important landscape is returned to its peaceful normality after each match. But it is Olveston parish football pitch. If further development is needed it should be on a pitch elsewhere more suited to growth.

With many thanks to the Parish Council for all its work over the year.

11 of 15 Rod Williams statement to the AGM

Tockington Car Damage at Recreation Ground Parishioner My elderly father recently parked his car in one of the spaces provided for public use in order to attend a bowls match at Olveston Bowls Club, and whilst he was bowling his car windscreen was smashed by a football from the game being played by Olveston Football Club. He spoke to the club chairman afterwards, who did not deny that they had caused the damage (and as there was a large football shaped imprint in the glass it would have been difficult to deny) but the club have ignored my fathers communications since then and refuse to reply. My father has had to pay an insurance excess to have the windscreen replaced and was also without a car for 8 days, which has been very difficult as my mother has multiple health issues including a fractured vertebra in her back so cannot walk well.

The football club initially told my father that cars are parked at the football club site at the owners risk and that they do not have insurance to cover such damage. However there are no signs stating this that I could find so it is my belief that either the football club or the council are liable if damage to cars occurs, either because they have caused the damage themselves or because they have leased the land to the organisation that has done it, and also provided parking spaces for public use. Could you please clarify for me where the responsibility lies so that we can take the appropriate action to recover my fathers loss.

I can provide photographs of the damage so you can see that the car has been undriveable following the incident. I look forward to your reply.

Suppliers by Letter & Requests to update contact details in light of GDPR email Seafarers UK Fly the Red Design for Merchant Navy Day 3rd September 2018 – request for support

12 of 15 Appendix 2 – Parish Council posts.

Activity Responsible Parish Supporting Parish Councillor Supporting Parishioner/ Councillor Liaison with Organisations

Recreation & Leisure Committee Richard Panes WebWood, RGS, Mikes (1) (Chair) Maintenance, Ropers & similar Contractors Recreation & Leisure Committee Martin Gibson (2) Recreation & Leisure Committee Nina Lewis-Leaver (3) Recreation & Leisure Committee Vacant (4) Planning Committee (1) Tony Williams Richard Lloyd (Chair) SGC Planning Department SGC Enforcement Office Planning Committee (2) Martin Gibson Planning Inspectorate Planning Committee (3) Robert Harris

Planning Committee (4) Vacant

Finance Pat Savage

Communications - Noticeboards Nina Lewis-Leaver Pat Savage prepared to help Communications - Meeting Pat Savage Meeting Point Editor Point Communications - Website Nina Lewis-Leaver Pat Savage prepared to Olveston Website Manager help Communications - Facebook Nina Lewis-Leaver Pat Savage prepared to help Communities Pat Savage Loneliness, Defibrillator Guardians - Catherine Offer, Iain MacDonald Telephone Box Guardians - Diane Buckley, Sally Worster Bus Shelter Guardians - Virginia Ward, Anne Trott, Keith Lazell Tockington Ring - Keith Lazell

Project 04 – Burial Ground Martin Gibson St Mary's Church

Project 05 – Traffic Calming & Catherine Offer Pat Hinton & Associated Parking Group, Washingpool Hill Residents

Project 06 – TERRIER John Hughes Rod Offer

13 of 15 Activity Responsible Parish Supporting Parish Councillor Supporting Parishioner/ Councillor Liaison with Organisations

Project 09 – Grant Applications Vacant

Project 10 – 5 Year Strategy John Hughes Richard Panes & Robert Harris Project 11 – Sign Renovation Richard Panes Mike Taylor

Project 12 – QAMP Renovation Richard Panes Rec & Leisure Committee OUAFC & OUAFC development Village Green Group Old Down Cricket Club

Project 13 – Biodiversity Catherine Offer Biodiversity Group Richard Lloyd Mel Evans A Forgotten Landscape Open Spaces CPRE

Project 14 – 25 Year Leases John Hughes OUAFC Scout Group Tennis Club (amendment)

Project 15 – Old Down Play Area Nina Lewis-Leaver Louise Powell & Associated Old Down Play Area Group

Project 16 – Housing, JSP from Robert Harris Richard Lloyd, Charles West of England Authority + SGC Paterson & Associated Housing Group

Project 17 – Health & Wellbeing Catherine Offer

Reviewing SGC Consultations Tony Williams Julie Grindal Richard Lloyd Liaison with Parish Hall Pat Savage OPHMC Management Committee Liaison with Pre-School Nina Lewis-Leaver Olveston Pre School

Liaison with Olveston & District Robert Harris Bowls Club Liaison with local Schools Nina Lewis-Leaver Olveston CEVC Tocking Manor Marlwood

Liaison with Religious Groups Martin Gibson St Mary's Olveston & Tockington Methodists Society of Friends, etc

Liaison with Footpath Warden Richard Panes Rec & Leisure Committee Rod Williams

14 of 15 Activity Responsible Parish Supporting Parish Councillor Supporting Parishioner/ Councillor Liaison with Organisations

Liaison with Tennis Club Richard Panes Rec & Leisure Committee OTTC

Liaison with Olveston United Robert Harris OUAFC AFC Liaison with Old Down Cricket Richard Panes ODCC Club Liaison with Scout & Guides Nina Lewis-Leaver Olveston Scout Group Endeavour Explorers The Guides The Brownies Woodhouse Park

Liaison with the Elderly Pat Savage Daldry Gardens Windmill House & individuals

Liaison with Allotments John Hughes OPAGA

Local Businesses Tony Williams Local Farmers & Associated Land Vacant Owners Computer Clinic Adrian Baxter

Speed Watch Adrian Baxter

Village Green Status & Adrian Baxter Ramifications Clubs & Societies Vacant

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