Olveston Parish Council

Minutes of the Olveston Parish Council Meeting, held at the Queen Alexandra Memorial Pavilion (QAMP), Old Down, on Tuesday 28th January 2014.

Present: Mrs J Lyons, Mrs I Reid, Mr A Baxter, Mr J Hughes Mrs S Hunter Mr J Mayes Mr R Panes

Min 1/14 Apologies for absence - Mr M Riddle

Min 2/14 Declarations of interests

Mrs Lyons - Ingst Wind Farm Mr Baxter – Allotments, Intelligent Solutions Mr Hughes – Allotments

Min 3/14 Minutes of the last meeting

The minutes of the meeting held on Tuesday 10th December 2013 were circulated, and Mr Hughes proposed that the minutes were a fair record of the meeting, Mrs Hunter seconded the proposal, and agreed by all Councillors present.

Min 4/14 Matters arising from the minutes

Councillor Co-option – SGC have now confirmed that they have not received any requests to hold an election in the Parish for the new Councillors, so the Council is in a position to Co-opt. Following discussion, it was accepted that the positions should be advertised for two weeks on the Parish notice boards and website, with a view to meeting prospective Councillors from 7pm on Monday 17th February.

Action 4/14/1 Mr Baxter to provide a copy of the previous advert for updating and publishing Action 4/14/2 Clerk to publish adverts & organise Meeting room Action 4/14/3 Clerk to contact Mr G Anderson & Mr G Chappell about the opportunity Action 4/14/4 All Councillors to continue contacting other parishioners they think might be interested

Defibrillators – The Clerk confirmed that final positioning has been agreed with Olveston Garage and should be installed in the next few weeks. Wording for the Tockington unit has been agreed, the Methodist Church are happy with the proposed position adjacent to the Vestry door, and the supplier has confirmed a three to four week delivery. The supplier is loathe to offer a reduced price for the third unit at the QAMP, and Mr Hughes has offered to confirm the price for an alternative unit once a tangible unit has been received for comparison.

Action 4/14/5 Mr Hughes to obtain written quotation

Tockington Telephone Box – is being well used as a food collection point for a food bank, and for a book library.

1 of 7 Daldry Gardens –Mr Riddle and Mr Hughes are to meet Merlin representatives on 3rd February to review the improvements at Daldry Gardens, and to insist that various areas of rubbish are tidied up.

The March Cycle Race – The 2014 race has now been moved to Malmesbury. The Police have confirmed that they would rather the race was held on side roads away from Main Roads, and have accepted routes accordingly.

Min 5/14 Financial report and Accounts for payment

Iain Selkirk has offered his services as an independent expert to complete our internal audit function for 2013/2014 at a cost of £90. The audit will be undertaken May 9th to May 13th 2014 at Wotton-under-Edge. Mr Hughes proposed that the Council accept Mr Selkirks offer, seconded by Mrs Reid and agreed by all present.

The Clerk has completed and returned the Precept request application form to SGC for £36,000 as agreed at the November meeting. It was noted that if the Parish Council hadn’t responded by 19th February then SGC would have set a 2014/15 precept of £37,152.

Books on Local Government – the 9th edition of Arnold Baker (reference used when clarifying responsibilities for the Cemetery) that includes the Localism Act is now available at a cost of £60. Alternatively the Clerks Manual, 2013 (still A5 format) which would replace the 1995 copy held by the parish. Unbound, this book costs £52.50 or with binder £67.50 – there are no plans for a digital copy.

Action 5/14/1 Clerk to obtain a copy from the Library and assess its suitability

The Clerk informed the Council that the government is proposing legislative reform to remove the requirement to have at least two signatures on each cheque however ‘councils will still be responsible to devise and operate a sound and comprehensive system of internal control’

Mr R Rogers January Salary (£533.68) + £10 Mobile Phone Voucher + Ink Cartridges (£17.09 including VAT) - PAYE Tax Period 10 (January) - £106.80 - PAYE Tax Period 11 (February) - - PAYE Tax Period 12 (March) – £453.97 Post Office EDF Electricity 1st March 2013 – 30th December 2013 £115.06 Post Office SGC Inv 3802681605 Dog Bins to w/e 29.12.2013 £99.14 Bristol & Avon Transport & Balance on Account for Scalpings at Aust Verge. Recycling Ltd £172.95 Total £841.12

Mrs Reid suggested that the Parish Council thank Mrs Tutin for continuing to refresh the plants in the water pump trough in Church Hill, and meet the associated planting costs of £5.98.

Action 5/14/2 Clerk to arrange payment from Petty Cash and obtain receipt.

Since the December meeting, the Parish Council has received £2,000 from SGC on behalf of the Parish Vision Committee, which is included in the Current Account figures below. Some of this grant has already been spent on printing the questionnaire, and the Council is due to receive further invoices next month.

2 of 7 The Parish Council does not need to transfer funds from reserve to cover the invoices above, Mrs Lyons proposed that this was acceptable and that the cheques be signed, Mrs Reid seconded the proposal and agreed by all Councillors.

Present balances after the above income and charges have been taken into account Current account £1,863.87 cr Reserve account £35,022.38 cr

Min 6/14 Meetings with Other Local Bodies

Olveston School Travel Plan –Mr Hughes has talked to Mrs Luke about arranging a meeting about using the Aust Road Verge. Once the School has notified the parents about the parking standards, the Police can then act on illegally parked cars. To date the Police have not heard anything from the School about enforcing safe parking.

Parish Vision – The questionnaires have been submitted for ‘tick box’ processing, before the written responses are collated. The aim is complete the work by the end of March to begin the assessment.

Ingst Wind Farm – The Parish Council have organised a meeting with PSB & Aust Councils on Friday 14th February to discuss negotiating with REG as a consolidated group (without prejudicing the planning application).

Annual Parish Assembly – Given the changes to the Policing Services with a new beat Officer, changes to the beat, the move into the SGC offices, and similar changes to the Fire Brigade Services, the near completion of the new Hospital at South Mead, the changes in responsibility for the Streetcare services, the One stop shop now in the Library etc, it was suggested that the Key Note Speech should concern Local Services.

Action 6/14/1 Clerk to liaise with Mr Riddle and Jacqui Ward of SGC to arrange agenda and invite relevant parties.

Safer Stronger Group – Grants Meeting 24th April at 7:30pm

Min 7/14 Committee reports

1. Recreation & Leisure

Aust Road Verge & Hedge trimming – The Clerk has met with Jim Hallett to clarify the work he normally does for the Parish. Additional hedge trimming needs to be clarified with RGS and quotes obtained to trim the remaining hedge, for discussion at the next Rec & Leisure Meeting. Mr Hughes also suggested the possibility of planting trees along the back of the Conversation Area, and suggested contacting SGC about this and potential grants.

Action 7/14/1 Clerk to document information, contact SGC & obtain quotations

Old Down Recreational Area – The Clubs and Societies that use the Sports Ground have agreed to meet again at the end of February, hosted by Mr Panes. The Football Club is considering plans to extend the QAMP to upgrade the changing rooms etc, and need to involve the Cricket Club, and the other Clubs, to ensure that their needs are still met, and parking is maintained.

3 of 7 Tennis Club – have confirmed to the Parish Council that they would like to build a proper pavilion in place of their shed. The shed is on Parish Land, so extended permission is required, and a 25 year lease would help to secure funding. However a lease of this length incurs additional cost and the Parish Council needs to confirm the types of Lease available before involving the OPHMC.

Grant Applications – Jacqui Ward and John Hesketh (SGC) are to be invited to the next Rec & Leisure meeting to clarify what grants are available and what the application process is. Further information is still required from Matthew Riddle.

Parish Hall Lease – Is now with Land Registry to be registered. At the last OPHMC meeting it was suggested that the status of the PreSchool has now been changed to a Public Limited Company.

Action 7/14/2 Mr Hughes to clarify position and confirm that this is still in line with the agreed Lease

Dog/ Litter Bins – Discussions with South Glos to confirm what amendments are needed to the siting of dog & litter bins and the associated costs are currently ongoing.

War Memorial – Needs cleaning before the end of July.

2. Footpaths and the Environment

Vicarage Lane Hedge & Ditch – The ditch at the top of Vicarage Lane play area particularly along the footpath behind the houses is very overgrown and needs attention. The holding pond is very full, and needs to be checked to ensure that the water is running down the drain. In parts the pond is approximately 2½’ deep, and parents with young children need to take care.

Action 7/14/3 Clerk to write to the land owner Action 7/14/4 Mr Baxter to check state of the Pond

Road Surfaces – Mrs Lyons noted the poor road surface, especially outside the Stores, and hoped that SGC would ensure that the road is fully repaired once the building work has been completed.

3. Planning

The Villa – Following initial concerns over the standard of the stonework on the refurbished wall, Mrs Lyons commented that the final effect looks pretty good, and sympathetic to the range of pointing styles that already make up the wall.

Old Bus Depot – Mr Mayes offered to meet with Mr Riddle, to clarify what the owner is planning to do on site.

Paperless Planning System – SGC is intending to fully incorporate a paperless planning system by May 2014. The planning Committee have begun to assess plans electronically, and whilst some applications can be assessed electronically, significant issues with complex drawings remain. Mrs Reid felt that the applicant should still provide paper copies of drawings.

Planning Applications Approved/ passed by SGC since last meeting:

PT12/3642/F Pear Tree Farm Pilning Street Pilning Bristol South Gloucestershire BS35 4HL {Erection of single storey side extension to facilitate conversion of agricultural barn to residential annexe ancillary to main dwelling}

4 of 7 PT13/3660/F Little Brobury Farm Lower Tockington Road Tockington Bristol South Gloucestershire BS32 4LE {Installation of 25m natural swimming pond} PT13/4126/F Losimar Ley Lane Olveston Bristol South Gloucestershire BS35 4DG {Conversion of existing detached garage to form residential annexe} PT13/4290/CLP 6 Green Court Olveston Bristol South Gloucestershire BS35 4DL {Application for certificate of lawfulness for the proposed installation of 16no. solar panels to south west facing roof slope} PT13/4348/F Port Farm Hardy Lane Tockington Bristol South Gloucestershire BS32 4LN {Demolition of existing outbuilding and erection of detached building to form garage, workshop/store and stables} PT13/4376/F Woodbine Cottage Church Hill Olveston Bristol South Gloucestershire BS35 4BZ {Erection of single storey side extension to form additional living accommodation}

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

PT13/4231/F 6 Green Court Olveston Bristol South Gloucestershire BS35 4DL {Demolition of existing rear extension and conservatory to facilitate erection of single storey side and rear extension to form additional living accommodation} PT13/4351/CLP The Old Post Office Vicarage Lane Olveston Bristol South Gloucestershire BS35 4BT {Application for Certificate of Lawfulness Proposed to change use from Post Office to dwelling house (Class C3) - Acme Technical Services Ltd}

Planning Applications Pending Decision by SGC since last meeting - None

New planning applications received:

PT13/4662/TCA The Graveyard The Street Olveston Bristol South Gloucestershire BS35 4DA {Works to crown reduce by 25% and re-balance 1no. Atlas Cedar tree in the Olveston Conservation Area} PT13/4703/F Land To The West Of Hawkfield Haw Lane Olveston Bristol South Gloucestershire BS35 4EG {Removal of 4m length of hedgerow, creation of new vehicular access from Haw Lane and erection of 1.22m maximum high fence and gates. (Retrospective)} PT13/4631/F The Old Bakery The Street Olveston Bristol South Gloucestershire BS35 4DR {Demolition of existing lean to. Erection of single storey rear extension to form additional livingf accommodation. Replacement of all windows and doors.Installation of rear balcony} PT14/0099/TCA Long Leaze Haw Lane Olveston Bristol South Gloucestershire BS35 4EG {Works to reduce the height of Lawsons Cypress hedge situated within Olveston Conservation Area by 3 metres}

Projects

Village Internet (02) – The internet café has been running for approximately 3 weeks, and 10 people have attended, some returning regularly.

Action 7/14/5 Mr Baxter to propose a series of dates for the next Project Meetings

5 of 7 Min 8/14 Correspondence

Endeavours offer to undertake Conservation projects - With receipt of several bags of bulbs in the autumn, help will be needed with the planting. Similarly tree species need to be selected, along with their planting and management around the Aust Verge Conservation area could be considered. In the short term, the ditch at the top of Vicarage Lane play area needs attention.

Russian Exchange – Need to put an article in the Meeting Point, but apart from talking to local schools, the Scouts, Guides and particularly Endeavour Scouts may be interested – need to pass the information on.

Min 9/14 Meeting Point Article

Promote the Annual Parish Assembly, the defibrillators, and mention that the Cycle Race will not now be held around Olveston this year.

Min 10/14 Date of next Parish Council meeting

The Clerk presented the proposed dates for 2014/15 meetings of the Parish Council, which were met with general agreement.

Planning 1 Monday 10th February 2014 at Sue Hunter’s 7.30 p.m. Rec & Leisure Wednesday 12th February 2014 at QAMP 7.30 p.m. Project Meeting Wednesday 12th February 2014 at QAMP 8.15 p.m Planning 2 Tuesday 25th February 2014 at QAMP 7.00 p.m. Parish Council Tuesday 25th February 2014 at QAMP 7.30 p.m. Planning 1 Monday 10th March 2014 at Sue Hunter’s 7.30 p.m. Rec & Leisure Wednesday 12th March 2014 at QAMP 7.30 p.m. Project Meeting Wednesday 12th March 2014 at QAMP 8.15 p.m Planning 2 Tuesday 25th March 2014 at QAMP 7.00 p.m. Parish Council Tuesday 25th March 2014 at QAMP 7.30 p.m. AP Assembly Tuesday 29th April 2014 at Olveston Parish Hall 7.30 p.m.

The Meeting closed at 22:20

6 of 7 Appendix 1 – Correspondence

SSE Seabank3 Consultation News, Issue 2 January 2014 Clerks & Councils Direct Legal Comments from Paul Clayden: Allotment law, a summary Rights of way and rights of access, what local councils need to know South Gloucestershire Over Winter Newsletter 2013/14 Fifties Forum Parishioner Made a request for copies of the Parish Design Statement, and the Parish Conservation Area Boundaries. The Parish Design Statement is available from the Olveston website (http://www.olveston.com/villagedesign/ ), and the Parish Conservation Boundaries from http://www.southglos.gov.uk/Pages/Article%20Pages/Planning%20Transport%20- %20Strategic%20Environment/Planning%20-%20Environment/Olveston-Conservation- Area-11134.aspx#.UuWc9NLFKt9. I was not able to provide paper copies of these items, but copied Richard Lloyd who offered to help. Teenage Cancer Trust Introductory letter from this Trust, indicating their aims in the South West to raise £2.5m for a dedicated unit at the Bristol Haemaology & Oncology Centre fro 16-24 year olds. Would be happy to come and talk in more detail to help spread the word or make a donation. South Glos Council Advertisements for ‘Run South Gloucestershire’ to promote recreational running Endeavour Explorers I was wondering if there are any up & coming or ongoing environmental/conservational projects that the parish council are involved with in the area that some of my Explorers who are working towards their Queens Scout Award would be able to help with.

Olveston Parish Hall User Seeking permission to use the 3rd Tennis Court for overflow parking – have not previously had this type of request. Parishioners letter I'm emailing you in the hope of getting some advice on, and perhaps drumming up some support for, a very exciting new project that my (Russian) boss and I are hoping to launch this summer....let me give you some background:

I've recently relocated home to Olveston after 12 years' living and working in Russia. For the last 8 of those years, I worked as a Senior Teacher in 2 language schools, then as Director of Studies for young learners. My last Moscow-based job has now essentially followed me here to Olveston! I am still working as the director for children and teenagers' English-language programmes/courses but with a slightly different goal - starting a residential "camp" programme here in our lovely area. This is very loosely based on the (still-popular) Soviet pioneer camp system! Our basic idea is to provide 15 to 30 children, aged 10 to 15 years old, with several hours of English language tuition, 5 days a week, but also show them the very best of English life here in the West Country. Tockington Manor has already said that it is probably able to let us rent classrooms from them, so now we need to find accommodation for the children.

We are currently looking at provisional dates from Monday 28th July - Friday 15th August (3 weeks). Ideally, we would love the children to live with local families, as this would provide them with the best sense of English life and mentality. I should add that outside the classroom the children would be looked after by Russian group leaders. Families would of course be compensated handsomely and most probably only asked to provide children with 2 meals a day. We teachers and group leaders would take the children on excursions most evenings and at weekends.

My question is: do you think this might be possible/popular and how could I go about advertising this project? Or perhaps you might have some other ideas as to how to accommodate the children (and adults involved!)? I know how keen local families are when it comes to our French friends from Brehan, so I'm really hoping that my project may prove exciting and interesting for them!

I would be so very grateful for any advice at all that you may be able to give!

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