Minutes of the Meeting of Olveston Parish Council, held at the Queen Alexandra Memorial Pavilion (QAMP), , on Tuesday 24th April 2018, starting at 19:30

Present: Mr J Hughes, Mr R Panes, Mr A Baxter, Mrs C Offer, Mrs P Savage, Mrs N Lewis-Leaver Mr A Williams, Mr R Harris, Mr M Gibson

Min 34/18 Visitors – Mrs D Buckley & Mrs S Batts

Mrs Buckley understood that the Parish Council had recent a petition from some households against replacement of the Old Down Telephone Box, and informed the meeting that she now had a list of 102 people in favour of the Telephone Box being replaced, and would provide a formal petition if requested by the Parish Council.

Mrs Buckley asked for an update on what the Parish Council had done to date. The Clerk informed the meeting that an Insurance Claim form had been submitted in the previous week, along with a number of queries and were awaiting a response; that a revised quotation including installation had been received for £4,200 +VAT, but this included a number of unwanted options and unnecessary electrical connection – a revised price has been requested reflecting the proposed requirements; as an alternative the Clerk was also requested to get quotations for removing the concrete plinth and making good the Verge – to date two potential contractors had declined to quote because of the close proximity to remaining BT services. The Clerk was awaiting a review with South Glos Council as to their requirements.

Mrs Buckley also offered details of websites to pursue the recovery of the costs from the Car owner.

The visitors then left the meeting.

Min 35/18 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 36/18 Apologies for absence – Mr M Riddle

Min 37/18 Minutes of the last meeting

The Clerk apologised to the meeting that the minutes from the Tuesday 27th March 2018, were not available for circulation. The meeting expressed grave concern at lateness of the March minutes, and Mr Hughes & Mr Panes agreed to discuss the issues with the Clerk following the Annual Parish Assembly. The minutes of the Tuesday 27th February 2018 meeting were again presented to the meeting, but Mr Williams registered concerns were that they were still not a correct record of the meeting and were again deferred to the May meeting. The Clerk was asked to put a note on the website.

The Clerk noted the size of the minutes and asked whether the Council would prefer to maintain a separate file of outstanding actions rather than include with minutes. Mrs Offer suggested that the Council should meet to discuss what sort of minutes are actually required.

Mr Panes asked for the Parish Council to hold an extraordinary meeting on Tuesday 15th May, to discuss the structure of the Parish Council looking towards the future, prior to the AGM - this was accepted by all.

Min 38/18 Matters arising from the minutes

Mr Hughes noted that due to the importance of the Annual Parish Assembly, that the meeting should focus on the preparation and remaining work rather than review the Action list. However the following was discussed:

Olveston CEVC School – Mrs Lewis-Leavers updated the Council that the School continues to have concerns on the low numbers entering the Reception Class, and being retained further up the School compared to the average class size of 30 that the School has costed around. It was noted that the creation of new Biodiversity areas was partially reducing maintenance costs, but there was a long way to go. It was suggested that the School may have to consider classes of mixed age groups until such times as the intake increases. Councillors are to be supplied with the latest projected intake figures, are to identify what steps are necessary to improve the already ‘Good’ status of the Ofsted report to ‘Outstanding’ to attract more pupils. The Clerk was asked to add as Agenda item at the May meeting.

Monthly Surgeries – Held on the 21st April, parishioners attended to ask for an update on the Old Down telephone box, and also about signage around Green Court because of postage issues Action 38/18/01 Clerk to update both Mrs Buckley & Mr Harrop with the latest position

2018 Annual Parish Assembly, following discussions the meeting agreed the following:

Hall Preparation – Clerk to obtain the key codes for both the building and the Projector cabinet and to open up the Parish Hall from 18:00 to allow Councillors to set up the building. 80 seats are to be laid out for the audience, and separate seating is required for the Councillors, and Clerk. Agendas are to be put on every seat (Clerk & Mr Baxter auctioned to obtain 100 copies from Horders). The meeting noted that GDPR statements, volunteering, and an article on Biodiversity were also required. Mrs Offer to supply the Biodiversity article, and the documents to be printed double sided

Photo Loop - Mr Hughes apologised to the meeting that he had not organised a new photo loop and asked Mr Baxter to reuse the 2017 loop. Mr Baxter & Clerk to set up laptops and audio systems. All presenters are to use the microphones.

2 of 7 Name Badges – All Councillors & Clerk are to wear their name badges (Mr Hughes submitted an Invoice for some new badges and ascertained the remaining Councillors that needed badges).

Mr Gibson & Mrs Lewis-Leaver to greet parishioners as they arrive, and record their names (Sheets to be supplied by Mr Baxter); at the end of the meeting, Mr Gibson & Mrs Lewis-Leaver to usher out parishioners, collecting completed GDPR forms as they leave.

Biodiversity Competition – Mrs Offer to create a display at the back of the Hall for parishioners to review. Mrs Offer also to prepare the Tree Charter for unveiling by one of the Guests.

Keynote Speaker – Great Western Air Ambulance Service, presenter Richard Lewis, accompanied by Anna Perry. Mrs Savage to organise flowers and a bottle to thank the Guests.

APA Agenda – reviewed by the meeting along with each presentations. Mr Hughes to provide his bullet points to Mrs Baxter by Sunday; the Clerk presented the Financial report in full and was asked to make a few changes (simplifying to 3 years of financial figures, to reorganise into a single format and to delete some comments in the financial statement; Mr Panes was asked to include the agreement by South Glos Council to protect the status of the Vicarage Lane Play Area; and the plans to Negotiate New Leases; Mrs Savage to include Loneliness in her Community Slide. Clerk to chase Mr Lloyd for his presentation and write to Mrs Hinton to ask whether instead of presenting an update on ‘traffic & parking’ that she would be available to answer any questions raised by parishioners. The 2018/19 objectives should continue to enhance the Parish and to complete a SWOT analysis of both the Parish & the Parish Council. Action 38/18/02 Clerk to book the Parish Hall for the 2019 APA Action 38/18/03 Clerk to forward Agenda for Facebook & Printing

Advertising – A2 & A4 posters have been ordered from Horders and will be published as soon as they are ready. Mr Harris has completed an invitation list, and electronically distributed A5 posters as invitations. Mr Harris identified a few email addresses that needed updating.

Min 39/18 Meetings with Other Local Bodies – SGC Consultations

Winter Maintenance Changes 2018 - Council is holding a consultation on proposed changes to the precautionary salting routes in South Gloucestershire which would take effect from winter 2018/19. The key points of the new proposal are to make savings in financial terms (£100,000) by reducing the number gritters in the fleet by two, and to reduce the amount time spent by drivers treating the highway network by removing approximately 30km of roads from the precautionary salted network. The consultation is open until end of day Monday 18th June

Min 40/18 Committee reports 1. Recreation & Leisure - Date of Meeting – Monday 9th April 2018

Tockington – the planned fencing work around the Tennis Courts, and repairs to the MUGA have been completed, and a donation is being sought from the driver responsible. Remarking of the Parish Hall Car Park has been authorised but is outstanding and a quote is being obtained to replace the wooden gate at the side of the Play Area. The Recreation & Leisure Committee have decided to arrange for the molehills to be raked over, rather than employ mole catcher which would go against Biodiversity activity

3 of 7 Vicarage Lane Play Area – all the planned works to repair the equipment and replace the play surfaces have now been completed and positive feedback has been received about the new surfaces. A quote has been obtained for replacement swing seats.

Vicarage Lane pond – No change, the plan is to ask Rod Williams team of litter pickers to tidy up when level recedes.

Play Area Safety Reports – Following dissatisfaction that the inspections were not completed in early April 2017 as promised, and the reports had inconsistencies – alternative Inspection Companies to be considered. Clerk has obtained quotations and awaiting consideration/ approval by the Committee

All Play Areas - A lot of moss has grown over the winter around most of the benches RGS to be asked on best course of action.

Tree canopies around the Elms – Works have been completed, but further pruning of trees required within the Elms cartilage and a meeting is to be organised. Additionally the hedge closest to the Bramley Close triangle is also overgrown.

Olveston School Land Maintenance – After further discussion, the recreation & Leisure Committee felt that the issue should be discussed at a full Parish Council meeting, as it is likely to divide opinion. In the meantime Mrs Lewis-Leaver is to meet with Mrs Luke to get more information.

Air ambulance – No Change, would a donation be more appropriate than a clothing bank as facilities readily available in Thornbury, to be discussed at full meeting

Old Down Telephone Box - Proving to be emotive issue, one Old Down parishioner has come up with the idea of an attractive welcome to Old Down sign. Still waiting on news re insurance situation.

2. Planning & the Environment

PT18/1509/CLP Olveston Football Club Road BS32 4PF {Certificate of lawfulness for the proposed erection of 2no. metal framed 'dugouts' with perspex canopies}

Mr Williams declared an interest and left the room while this planning application was reviewed and discussed by the whole Council. The meeting noted that the incorrect address had been posted for the Parish Council, and needs to be amended. The Council also noted that a letter dated from the 3rd October 2017 had been included in the planning application by the Football Club. It was felt that this was inappropriate and needs to be redacted from the planning application and the contents of the letter rescinded. Action 40/18/01 Mr Panes & Clerk to draft letter to OUAFC and lodge with the Planning Application

Planning Applications Approved/ passed/ Decisions Discharged by SGC since last meeting: PT17/4635/F Paddock To The West Of Sweet Briar Hazel Lane Tockington Bristol South Gloucestershire BS32 4PL {Demolition of existing shelter and erection of 2no detached dwellings with access and associated work} PT17/5916/F The Knoll Lower Tockington Road Tockington Bristol South Gloucestershire BS32 4LF

4 of 7 {Erection of two storey side extension and first floor rear extension to form additional living accommodation.} PT18/0711/F Lamda Haw Lane Olveston Bristol South Gloucestershire BS35 4EG {Erection of a two storey rear and side extension to form additional living accommodation DOC18/0074 Tockington Park Farm Tockington Park Lane Bristol South Gloucestershire BS32 4JE {Discharge of condition 2 (submission of samples) and condition 3 (approval of details) attached to planning permission PT15/4157/PNGR. Prior notification of a change of use from agricultural building to single residential dwelling (Class C3) as defined in} PT18/0884/TCA Greystones Ley Lane Olveston Bristol South Gloucestershire BS35 4DG {Works to crown reduce 1no Garrya Elliptica to leave a finished height of approx 2metres} PT18/1249/TCA Ty Nant The Green Olveston Bristol South Gloucestershire BS35 4EJ {Works to trees as per the applicants proposed description of works submitted to South Glos. Council on 19 March 2018. Trees situated in Olveston Conservation Area.}

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

PT18/0881/F Tockington House Upper Tockington Road Tockington Bristol South Gloucestershire BS32 4LQ {Demoltion of existing outbuildings. Erection of 1 no. detached dwelling with deatched garage and associated works}

Planning Applications Pending Decision by SGC since last meeting - none

New planning applications received:

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)} DOC18/0150 The Laurels Church Hill Olveston Bristol South Gloucestershire BS35 4BZ {Discharge of condition 3 (Access) attached to planning permission PT17/2698/F. Erection of front porch and single storey rear extension to an existing annexe in order to provide additional living accommodation. Alterations to existing garden wall and ace} 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}

3. Projects (full referencing available from the Clerk) – not updated this month

4. Finance

The Annual Governance Statement 2017/18 - The purpose of the annual governance statement is for Olveston Parish Council to report publicly on its arrangements for ensuring that its business is conducted in accordance with the law, regulations (The Accounts and Audit Regulations 2015) and proper practices and that public money is safeguarded and properly accounted for. As a smaller authority Olveston Parish Council prepares its annual governance statement by completing Section 1 of the annual return, in the form of a number of assertions. Full details can be found in the ‘Governance and Accountability for Smaller Authorities in England - A Practitioners’ Guide to Proper Practices to be applied in the preparation of

5 of 7 statutory annual accounts and governance statements, March 2018’. The meeting was taken through section 1 of Annual Return 2018 to demonstrate that Olveston Parish Council has continued to use effective financial management during the year. The 2018/19 budget was prepared in December 2017, prior to agreeing the precept for the forthcoming year. At each full Parish Council meeting, the RFO presents all Invoices for payment clarifying any points of discussion, minor expenses are submitted via the Clerk’s monthly return, before everything is submitted to formal approval by the Parish Council. The majority of Invoices are paid by electronic bank transfer, although 4 cheques having been presented for payment during the last financial year. The RFO reconciles the Bank Accounts with the receipts & payments on a monthly basis, and every second month an independent reconciliation against the Bank Accounts is undertaken by Mrs Savage, which is in line with the agreed standing orders. All cheques require a minimum of two signatures (excluding the RFO) by Councillors, copies of whose signatures are approved by and stored with Nat West Bank, as do any new Direct Debit Mandates. All VAT receipts are suitably recorded and VAT returns are submitted at the end of each financial year. All Invoices are submitted against an agreed budget for which suitable resources are available. Three quotations have to be obtained for larger pieces of work against a common specification, and the lead Parish Councillor has to provide a justification for the selection of successful Contractor. Mr Williams proposed the Annual Governance Statement 2017/18 as being correct, seconded by Mr Baxter, and approved by all.

Min 41/18 Correspondence

Changes to Bus Schedules

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

Min 42/18 Financial report and Accounts for payment

Direct Debit Payments on 6th April, £29.20 to PlusNet, BroadBand @ QAMP (PNET2472604-1).

Accounting Statements for 2017/18 - Following a presentation of the receipts and payments, the Clerk (as RFO) certified that for the year ended 31st March 2018 the accounting statements in the annual return fairly represent the financial position of the Council and its income and expenditure. Mrs Savage proposed that the Accounting Statement for 2017/18 was acceptable, seconded by Mr Hughes, and approved by all Councillors.

Cheque Payments 0

Internet Payments 0 AED Locator (EU) Ltd Inv02190, two replacement PadPaks 225.71 R J Rogers Salary April- HMRC 525.20 HMRC Period 01 126.60 RGS Inv 4406, March 1,115.00 Horders Inv 11934 printing for APA 2018 30.00 Five Valley Signs & Labels Inv 34285, Councillor Badges 10.42 Total £ 2,032.93

Mr Hughes proposed payment of the above, seconded by Mr Panes, all present agreed Current account £5,334.63 cr Reserve account £40,089.25 cr 6 of 7 Min 43/18 Communications / Update on the New Website/ Meeting Point Article

Meeting Point Article – for May, to be written by Mrs Savage – Précis of Annual Parish Assembly Website – Clerk to keep updated Facebook Page – Mrs Lewis-Leaver & Mr Baxter to liaise to get the facebook page updated

Min 44/18 Date of next Parish Council meeting APA Tuesday 1st May 2018 at Parish Hall 7.30 p.m. Planning (if required) Monday 14th May 2018 at QAMP 7.30 p.m. Rec & Leisure Tuesday 8th May 2018 at QAMP 8.00 p.m. Planning Tuesday 22nd May 2018 at QAMP 7.00 p.m. Parish Council Tuesday 22nd May 2018 at QAMP 7.30 p.m. 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.

The Meeting closed at 22:10

Appendix 1 – Correspondence

South Glos Council Summary of forthcoming bus service changes in South Gloucestershire, all the services changing are First Bus routes including the MetroBus M3 route from to Bristol Centre. There are a number of significant changes for 27th May, X48 and UWE services are to be replaced by the M3 Metrobus route; Service 5 will now serve Bromley Heath replacing the section of the X48 route that is not covered by the M3 route; Services X49 and 82 will now serve as well as . Services T1 and T2 are replacing the 78/79 with the T1 serving Way and the Transport link using the Metrobus stops. Service 78 – First Bus (Thornbury – Almondsbury – – – Bristol Centre) and Service 79 – First Bus (Thornbury – Almondsbury – Filton – Bristol Centre) will be replaced by Services T1 and T2 from 27 May 2018. Service 82 – First Bus (Chipping Sodbury – Yate – Winterbourne – Bristol Parkway – Cribbs Causeway – Southmead Hospital) Monday to Saturday journeys will extend from Yate Shopping Centre to Chipping Sodbury via Station Road and Bowling Hill. Sundays and Public Holidays will remain Yate to Southmead Hospital. The frequency of Service 82 will be improved to operate a more clockface hourly pattern of departures Monday to Saturday every 60 minutes while Sundays and Public Holidays will be every 120 minutes. Service T1 – First Bus (Thornbury – Bradley Stoke – Bristol Centre) will operate every 30 minutes Monday to Saturday daytime and every 60 minutes Sunday / Public Holiday daytime. The route from Bristol will go via the M32, A4174, Stoke Gifford Transport Link and Bradley Stoke Way to Aztec West, then follow the current Service 78/79 route to Thornbury Town Centre. Within Thornbury, Service T1 will operate a one way loop, serving more of Moreton Way and will return directly to Thornbury Town Centre via Gloucester Road Service T1 will start and terminate at Colston Street in Bristol City Centre and will not stop in Bristol Bus Station. Service T2 – First Bus (Thornbury – Almondsbury - Cribbs Causeway – Filton – Bristol Centre) New service T2 will operate every 60 minutes Monday to Sunday and Bank Holidays. Service T2 will effectively operate the current Service 78 route, however, will additionally serve Hortham Village. Service X48 – First Bus (Lyde Green – Emersons Green – Bromley Heath – Bristol

The changes should be on the Council website and the timetables can be found on either the first bus website or Traveline South West

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