STOKE GIFFORD PARISH COUNCIL MINUTES OF THE PARISH COUNCIL

STOKE GIFFORD PARISH COUNCIL MINUTES OF THE PARISH COUNCIL HELD ON Tuesday, 13 th October 2015 at 7pm at the Little Stoke Social Club, Braydon Avenue, Little Stoke. Ref:10/15 EMERGENCY PROCEDURE In the event of a fire all those present should leave the building calmly, breaking a fire alarm panel on the way out, and assemble on the far side of the car park at the assembly point. Attendees are reminded to either switch off or make silent their mobile phones. PRESENT: Cllrs E Brown [EB] [Chair], K Cranney [KC], T Jones [TJ], S Scott [SS], A Maxwell [AM], C Wright [CW], B Allinson [BA], P Coleman [PC], D Slade [DS] and S Shield []. Ref Description Action 172. APOLOGIES FOR ABSENCE Apologies were received from Cllrs Anne Addison, David Pembury and Mike Brown. 173. PUBLIC SESSION [up to 5 minutes per person with a maximum of 15 minutes per session]. EB advised members of the public that they would be given an opportunity to discuss issues relating to Parkrun and Planning Applications during the appropriate item on the agenda. 174. 175. APPLICATIONS FOR DISPENSATIONS BY COUNCILLORS None. TO RECEIVE THE COMPLETED ANNUAL RETURN FOR THE FINANCIAL YEAR ENDED 31 MARCH 2015 The tabled copies of the completed Annual Return for Year Ended 31 March 2015. Grant Thornton External Auditor had noted that on the basis of their review of the Annual Return, in their opinion the information within the return is in accordance with proper practices and no matters have come to their attention giving cause for concern that relevant legislation and regulatory requirements have not been met. It was noted that the figure shown on the fixed assets register included the Stokes Youth & Community Centre which is leased from South Gloucestershire Council. The sum of 856,968 will be removed from the register with the overall figure amended to 1,385,998. BA relayed thanks on behalf of the Council to all of the Parish Staff who have contributed towards a number of successful audits over recent years as well as highlighted the improvements in the detail of information provided to Council on a monthly basis. 176. COUNCIL TO APPROVE EXPENDITURE FOR SEPTEMBER 2015 The tabled financial correspondence for September 2015 which included payments totalling 66,750.29 for the Co-operative general account with a cash 1

book balance of 29,318.39. Expenditure for the Stokes Youth Centre was 2,969.84 with a cash book balance of 28,620.98. The reported that the Lloyds Bank account amounted to 347,940.94 as at 30 th September 2015. Council noted the bank balances and the accounts were approved by the Council proposed by TJ and seconded by BA and agreed unanimously. Youth Provision - EB felt that a consultation needed to be undertaken regarding the future of youth provision within the Parish prior to budget discussions for the next financial year. Action to produce consultation paper to be displayed locally on the website and on noticeboards for a period of 6 weeks. Budget 2016/17 - EB also requested that a working group be set up for the beginning of November to include Parish Chairman, and the Chair of the Finance & General Purposes Committee and the in order to hold preliminary discussions on the budget for 2017/18. Action 177. 178. TO RECEIVE THE SIX MONTHLY INCOME AND EXPENDITURE BUDGETS FOR THE PARISH COUNCIL The tabled copies of the income and expenditure budgets for the period April to September 2015 which were duly noted by Council. MINUTES OF THE LAST COUNCIL MEETING DATED TUESDAY, 14 TH JULY 2015 Accuracy The minutes of the last Full Council meeting dated Tuesday, 14 th July 2015 were agreed as an accurate record proposed by TJ and seconded by BA and agreed unanimously. Updates from July Full Council and September Finance & General Purposes Committee StreetCare Issues fed into SGC StreetCare and Environmental Action Day. Park equipment/repairs undertaken during summer 2015. New play equipment installed at Little Stoke Park including repairs to existing zip wires. Clay Lane Waiting Orders (Agenda item). Section 106 Updates (Agenda item). Fake Festival Date Agreed Saturday 14 th May 2016. Christmas Lights Work in progress. Meade Park Lighting Works nearing completion with new connection forms completed with British Gas. Forty Acres Hedge Car removed and damages currently being investigated. Letter sent to resident regarding land around Village Green with response received. Further letter being sent highlighting conditions 2

from South Gloucestershire Council that permission to be sought from land owners before works are carried out. Further response waited from resident. Parkrun (Agenda item) WW2 Bench Donation cheque passed to Julian Trust with publicity to follow. Authorised Signatories Forms to be completed by Councillors for payment authorisation to include new nationwide banking forms. Little to Nowhere In progress and to be completed by end of November 2015. Volunteer Centre allocated 500 as approved by Council. Licensing Policy No comments received. Letter sent to Coroner s Office regarding the Stoke Gifford Trust Recreation Ground. Parish Council representation at recent Area Transport Forum. SLCC National Conference Thursday 15 th to Saturday 17 th October 2015. 179. TO CONSIDER EXPENDITURE RELATING TO THE LITTLE STOKE COMMUNITY HALL TO INCLUDE IMPROVEMENTS TO THE FLOORING IN THE COMMUNITY HALL The tabled three quotations relating to the refurbishment of the Community Hall floor for consideration. The quotation from Total Floor Care was approved by Council amounting to 2,325.00+VAT proposed by BA and seconded by KC and agreed unanimously. The quote consists of the following works:- To sand back to bare wood using a Hummel with the following abrasive grits; 40 grit, 60 grit, 80 grit and 120 grit abrasive. An edge sander is used to do the circumference and a Fein Detail Sander for the corners of the room using 40 & 80 abrasive grits. A Trio three disc sanding machine will be used as a final finish; this is used to close the grain to accept the primes using the following abrasive grits; 80, 100 and 120. Finally go round the perimeter with a Rotax to blend in any rotary marks using 150 grit. The floor is then thoroughly vacuumed. The next stage is to apply one coat of Waterbourne Prelack as a prime. 1 Coat. Apply one coat of Silk Matt Waterbourne Heavy Duty Junckers HP SPORT with a two part component. 2 COAT. De-nib the floor as this will reduce any grain rising. Apply a further coat of Silk Matt Waterbourne Heavy Duty Junckers HP SPORT with a two part component. 3 COATS. Finally apply a further coat of Silk Matt Waterbourne Heavy. Duty Junckers HP SPORT with a two part component. 4 COATS. Junckers HP Commercial meets BS, CEN & DIN standard and is ideal for High Traffic Areas and this will be dry for use the next day. All protection is included in this price, dust sheets, hazard warning 3

sings, ear defenders for client to use to assess the floor whilst works being undertaken. As a Junckers approved contractor there will be a warranty on the floor for 1 Year and the floor will automatically be inspected after the initial 12 month period. Works will at the same time be undertaken in the main corridor areas by applying Sylva Maintenance Lacquer 5 Litre and exceed built up of polish around the edges. 180. 181. 182. The advised that it was likely the agreed work would take place prior to the Christmas period and that service users accessing the facility at this time had already been notified of any potential disruption. Action TO RECEIVE A PROPOSAL FROM A LOCAL COACH COMPANY TO LOCATE A COACH FOR 2-3 HOURS PER DAY UP TO 3 DAYS PER WEEK AT LITTLE STOKE PARK CAR PARK The tabled a proposal from a local resident regarding the siting of a coach at Little Stoke Park for consideration. In principal the Council were supportive of the proposal and the was requested to progress the enquiry by obtaining the relevant insurance/license documentation and agree a charge. Action TO CONSIDER THE MAINTENANCE CHARGE FOR THE STOKE GIFFORD TRUST COMMITTEE FOR THE PERIOD NOVEMBER 2015 TO NOVEMBER 2018 The current maintenance charge relating to the Stoke Gifford Trust Committee was discussed and it agreed by Council that the 2,000 charge per year would be maintained from November 2015 to November 2018 with no further increases applied during this time. Action to write to the Stoke Gifford Trust Committee TO DISCUSS THE FUTURE OF PARKRUN AT LITTLE STOKE PARK At a recent meeting of the Finance & General Purposes Committee, the Council unanimously agreed to implement an annual maintenance charge relating to the Adult Saturday Parkrun at Little Stoke Park effective from Saturday 7 th November 2015, and it was proposed that a 1 charge per adult per week should be collected by Parkrun. A meeting between representatives of both the Council and Parkrun took place shortly afterwards to discuss the proposed maintenance charge and the day to day operational issues being experienced on site. The following points/issues were discussed during the meeting:- Parish Council responsible for all paths other than the cycle/pedestrian path at the back of the park. Significant parking issues with alternative sites not being used Runners have access to toilet provision and storage General disruption to other users of the site 4

General maintenance of the park Background and Ethos of Parkrun Benefits of Parkrun to the local community Possibility of submitting a grant request to the Area Wide Forum Public Liability Parish Council to discuss Parkrun at October and November meetings EB advised that a letter had been received Chrissie Wellington, Head of Participation for Parkrun HQ, which outlined a number of key points about the successes and statistics associated with the Little Stoke Parkrun. 183. 184. The Parish Council have been supportive of the Little Stoke Parkrun for the past three years, but there are some concerns over the financial viability of the park as a whole. The meeting was attended by the Little Stoke Parkrun core team and Brian Gardner, the Active Lifestyles Team Leader at South Gloucestershire Council, who originally involved in setting up the Little Stoke Parkrun. At the meeting it was noted that Parkrun is always free to participants, generates no revenue at local level and does not pay for the use of parks and open spaces. However that parkrun s added value, through the range of positive personal and community impacts, presents a considerable benefit to local people, communities and the council, and even provides cost savings across a range of areas. Parkrun are committed to improving the operational issues on weekends that have been highlighted which include the provision of parking in the locality during runs. Council agreed to defer this item for 6 months in order to find solutions to moving forward discussions in relation to this matter. TO RECEIVE UPDATES REGARDING THE CHARLTON HAYES SECTION 106 FUNDING The confirmed that the Council had been successful in obtaining 579,500 following a funding submission to South Gloucestershire Council relating to Section 106 Funding from the nearby Charlton Hayes development. Funding will be allocated to projects based at Little Stoke Park and the Stoke Gifford Trust Recreation Ground and will include improvements to tennis provision, new cricket netting, new changing facilities and pitch enhancements and equipment. Some of the funding is ready for allocation and the Council have been invited to meet with representatives of South Gloucestershire Council open spaces team to discuss the funding in more details and to start the design and planning of the various projects. Action to progress TO DISCUSS THE STOKE GIFFORD REMEMBRANCE DAY PARADE ON SUNDAY 8 TH NOVEMBER 2015 EB advised Councillors that the Remembrance Day Parade would be taking 5

place on Sunday 8 th November 2015 and any Councillors attending should be on site no later 10.15am prior to the start of the Parade. A reef will be obtained with a donation of 100 made payable to the Royal British Legion and laid by the Parish Chairman. A request for a road closure will be submitted to South Gloucestershire Council for consideration. 185. TO COMMENT ON THE FOLLOWING PLANNING APPLICATIONS :- a. PT15/4045/F - 18 Lutyens Close Stoke Gifford Bristol South Gloucestershire BS16 1WL - Conversion and extension of existing garage to create two storey detached annex ancillary to main dwelling Residents were in attendance for and against this potential development and a statement from a local resident was also read out during the meeting - Local Member to call to sites b. PT15/4049/O - Land At Station Road Little Stoke South Gloucestershire BS34 6HW - Erection of 6 no. flats and 18 no. three storey dwellings (Outline) with access, appearance, layout and scale to be determined. All other matters reserved No Objection Concerns expressed about the condition of Station Road with urgent repairs now required. Issues about the width and weight limit of the road would also need to be explored in light of any potential development at this location. c. PT15/4117/F - 3 Oak Close Little Stoke Bristol South Gloucestershire BS34 6RA - Variation of condition 2 attached to planning permission PT12/3948/F to allow to keep the existing garage No Objection d. PT15/4117/F - 3 Oak Close Little Stoke Bristol South Gloucestershire BS34 6RA - Erection of front porch No Objection e. PT15/4149/RVC - 21 Rossall Avenue Little Stoke Bristol South Gloucestershire BS34 6JU - Variation of condition 2 attached to planning permission PT12/3948/F to allow to keep the existing garage No Objection (Concerns raised about no drop kerbs currently in place to parts of the site and potential parking issues associated with this site. A lamp post at this location is not shown on any of the associated drawings and needs to be investigated. 186. COUNCILLOR POINTS Overgrown Vegetation DS reported that there was overgrown vegetation on the roundabout off the Stean Bridge. Action to report to SGC StreetCare Residents Parking Permits EB relayed that a small number of permits had been issued to a small number of properties on North Road, Stoke Gifford and that other residents were now enquiring about permits. Action BA to investigate Blocked Drain EB advised of a blocked drain on Mead Road in Stoke Gifford to be reported to SGC StreetCare. DS mentioned a number of other drains to 6

be assessed by the StreetCare Team, some of which located on Gypsy Patch Lane, Little Stoke. Staff Retirement EB informed the Council that Ken Davey (Groundsperson) would be retiring after 15 years service on Friday 20 th November 2015 and advised that a presentation would be made during the lunchtime on that date. It was noted by Council that a leaving dinner had been arranged for Friday 30 th October 2015 up to the value of an agreed 500. 187. 188. NEXT MEETING 7pm Tuesday, 10 th November 2015 at the Little Stoke Social Club, Braydon Avenue, Little Stoke. CONFIDENTIAL ITEMS To resolve, by the nature of the sensitivity of items to exclude the press and public Public Bodies Admissions to Meeting]. Signed Dated E Brown (Chair) On behalf of Stoke Gifford Parish Council 7