MINUTES OF STOW ON THE WOLD COUNCIL MEETING HELD ON THURSDAY30TH MARCH 2017, AT THE YOUTH CLUB CENTRE, FOSSEWAY, STOW ON THE WOLD,
GLOUCESTERSHIRE GL54 1DW AT 7.15 PM
PRESENT: Councillors: C Smalley (Chairman), A White, M Moseley, J Scarsbrook, S Clarke, B Eddolls,
S Green, V Davies, P Day, J Davies Mrs H Sipthorp, Clerk/RFO and 8 members of the public
Also in attendance: Ward County Cllr N Moor & 4 representatives of Toffs & Totties Charity Bike Ride
PUBLIC PARTICIPATION: Members of the Public present were given an opportunity to speak during the course of the Meeting at the Chairman’s discretion.
- APOLOGIES FOR ABSENCE: Cllr M Curtis &Ward District Cllr D Neill
- CODE OF CONDUCT & DECLARATION OF INTERESTS ON ITEMS ON THE AGENDA
Members were reminded to declare any interests that may arise during the course of the meeting.
- MINUTES OF MEETING HELD ON 23RD FEBRUARY 2017
RESOLVED –Proposed Cllr Eddolls, seconded Cllr Day that the Chairman should sign the minutes as a true and accurate record.RECORD OF VOTING– 8 in favour, 2 abstentions.Motion carried.
- CHAIRMAN’S ANNOUNCEMENTS
No formal announcements exceptthe chairman proposed that item 13 on the agenda be pulled forward to item 6.
- CLERK’S REPORT & MATTERS ARISING FROM MINUTES OF MEETING HELD ON 23RD FEBRUARY 2017
Stow Times – Clerk had met with Editor and she agreed that the copy supplied by council had been altered and would speak with the graphic designer to ensure that this did not happen again. Sadly the same thing occurred with the April issue just published.
Deed of Transfer for land at Stow Cemetery by Maugersbury & Donnington parishes – Clerk reported that Maugersbury Parish Council have deferred this item until their May meeting. They want more time to consider. Donnington Parish have been informed of the delay.
She ended her report saying that a TV production company would be filming on the QEII playing field on Monday. She had informed the Chairman of Parks & Square Committee. CDC & GCC Highways had both been contacted too.
- TO DISCUSS THE FOLLOWING CORRESPONDENCE RECEIVED BY COUNCIL
i)Toffs & Totties charity bike ride on 1st July 2017
The representatives of this group were present and said that they want to come back to Stow for this year’s charity bike ride. The chosen charity for this yearisScoo-b-doo who provide beds for the parents of premature babies within the NHS. It was agreed that the council would do their best to cordon off the area in front of the Stocks Green ahead of their arrival at 1.00 pm. They would be in town for 20/30 minutes maximum. It is thought that there would be 70+ riders.
ii)Email from owner of business in the square reference Fun Fair in June 2017
Business owner was present and was given the opportunity to voice her objections to the fair being located in the square. She said it had severely affected her business and others last year. Council had received another email and also a phone call to the office from two other businesses located in the square. Both were objecting to the fun fair being located in the square. RESOLVED - Proposed Cllr Eddolls, seconded Cllr White that the clerk is to contact the CDC to ascertain if they would be prepared to let the fair use either of the two car parks under their management in the town. Clerk is also to speak to the operator to ask if it would be possible to locate the fair to either King George’s or the QEII playing field. This item will be placed on the agenda for the next meeting. RECORD OF VOTING – All in favour. Motion carried.
iii)CDC’s “The great get together” on 17/18th June 2017 - do council wish to get involved?
Council unanimously support this event which is countrywide but will not be organising a special event due to other commitments throughout the summer.
- POLICE REPORT & TO DISCUSS JOINT CRIME AWARENESS EVENT IN THE SQUARE ON SATURDAY 8TH APRIL 2017 AT 10.00 AM – 4.00 PM
Clerk reported that Mr Bob Hardie who is on the front desk at Stow Police station is currently off sick as he sadly suffered a heart attack. Clerk to write to give council’s best wishes for a speedy recovery. As a result no figures are currently available in terms of number of incidents over the past 3 months for the town.
Clerk then went on to confirm that the joint campaign with the Police is confirmed for Saturday 8thApril 2017 from 10.00 am to 4.00 pm. It was agreed the van would be parked up between Lucy’s Tearooms and the entrance to Stow Lodge Hotel. Clerk is to compile a rota to ensure that at least one councillor is present throughout the event.
- REPORT FROM COTSWOLD DISTRICT CLLR D NEILL
No report given as Cllr Neill is still on sick leave. Clerk gave an update on Cllr Neill’s progress.
- REPORT FROM GLOUCESTERSHIRE COUNTY CLLR NIGEL MOOR
Cllr Moor began his report by saying that the Traffic Regulation Order (TRO) for the 20 mph zone in the town centre is progressing well and nearly at the formal consultation stage. He also spoke about the Monarch’s Way footpath extension which has been constructed. He also talked about the development on the land adjacent to Bretton House in that he and Mr Skillern, GCC Highways, had met with the developers. They had discussed the S106 agreement in relation to highways, which had been approved with the outline planning consent. He said that developers were committed to extend the Monarch’s Way footpath with another small section. Hehad also asked if it would be possible to further extend this right along to the BP Garage but the latter request is at the discretion of the developer and is not part of the approved S106 agreement. He then went onto speak about GCC budget for the new financial year. He said it is always difficult setting the budget in a county as diverse as Gloucestershire and said it protects the vulnerable but also the infrastructures too. The Police and Crime Commissioner has withdrawn funding from the Gloucestershire Road Safety Partnership but as GCC values this service it decided to allocate additional funding of £390K to ensure that this work continues. Money has also been allocated to improve the TRO process for an amount of £100K. An additional £10K for every county councillor for highways local schemes. With extra investment in highways amounting to £9M means GCC can continue their programme of resurfacing rather than just filling pot holes. The Lengthsman Scheme will continue with an additional £500K in the budget and finally, with phase two of the Fastershireproject it will mean that the scheme can be further extend to another 35K premises amounting to £12.7M.
Cllr Moor said he would not be present at the next council meeting due to the local elections. Cllr White then spoke and proposed that the council give a formal vote of thanks to Cllr Moor for his help, support and hardwork, on behalf of the town and the community, over the past four years. Seconded by Cllr Day and all unanimously in favour.
- TO RECEIVE REPORTS FROM THE CHAIRMAN OF THE FOLLOWING COMMITTEES:-
a)Burial Board
Cllr Smalley gave an overview of the minutes of meeting held on 2nd March 2017
i)To adopt and approve revised burial fees effective 1st April 2017
RESOLVED – Proposed Cllr Smalley, seconded Cllr V Davies that the council adopt after one adjustment in the definition of a resident in that it currently reads “5” years and should be changed to “25” years. RECORD OF VOTING – All in favour. Motion carried.
ii)To discuss draft & adopt new Cemetery Rules & Regulations (March 2017) booklet
RESOLVED – Proposed Cllr Scarsbrook, seconded Cllr Smalley that the council adopt without change. RECORD OF VOTING – All in favour. Motion carried.
Cllr Eddolls passed on thanks from a resident in relation to the recently erected fence in the cemetery. He went on to say that the same person had also asked if something could be done about the surface of the car park adjacent to the container. He ended saying it would also be nice if the bier could be put on public display at some stage.
b)Finance & General Purposes Committee
i)To approve expenditure and bank reconciliation to 28th February 2017 & approve expenditure for March 2017
RESOLVED – Proposed Cllr Moseley, seconded Cllr Green that expenditure is approved for February & March 2017 but bank reconciliation is deferred for approval until the April 2017 meeting pending clarification of figures presented. RECORD OF VOTING – All in favour. Motion carried. See Appendix 1 on pages 55/56.
ii)To discuss and approve annual incremental increases for Clerk/Deputy Clerk effective 1st April 2017 (in private session)
Deferred until after Any Other Business item 15 as will be taken in private session.
iii)To approve membership renewal for Fields in Trust at a cost of £50
RESOLVED – Proposed Cllr Moseley, seconded Cllr Eddolls that renewal of membership be approved. RECORD OF VOTING – All in favour. Motion carried.
iv)To approve membership renewal for GPFA at a cost of £50
RESOLVED – Proposed Cllr Moseley, seconded Cllr Day that renewal of membership be approved. RECORD OF VOTING – All in favour. Motion carried.
v)To approve grant application for Centre 67 – Stow Youth Club for £5K (next year’s budget)
Cllrs White & Smalley declared an interest in this item as Trustees.
RESOLVED – Proposed Cllr Moseley, seconded Cllr Day that grant is approved. RECORD OF VOTING – 8 in favour, 2 abstentions. Motion carried.
vi)To approve grant application for St Edward’s Church Christmas Tree Festival for £500 (next year’s budget)
RESOLVED – Proposed Cllr Moseley, seconded by Cllr Eddolls that grant is approved. RECORD OF VOTING – All in favour. Motion carried.
vii)To approve grant application for Cotswold Festival for £2,000 (next year’s budget)
RESOLVED – Proposed CllrMoseley , seconded by Cllr Eddolls that grant is approved. RECORD OF VOTING – All in favour. Motion carried.
viii)To discuss committee’s recommendation that council should stop advertising in Stow Times and give 6 months’ notice of intent and that council should use the money to produce a quarterly newsletter
RESOLVED – Proposed Cllr White, seconded by Cllr Moseley that decision to stop advertising in Stow Times is deferred until Clerk can investigate logistics of the council producing a parish newsletter. RECORD OF VOTING – All in favour. Motion carried.
c)Parks & Square Committee
Cllr Green gave an overview of the minutes of meeting held on 21st March 2017. She ended her report saying that FIT are organising a nationwide “Have a field day” event and that this would be on the agenda for the next meeting to decide if the council should participate. This will take place on 8th July 2017. Clerk to ascertain if there are any other fetes/events taking place on that day in Longborough, Bledington, Slaughters & Broadwell.
Clerk then presented a hard copy of the new Stow on the Wold leaflet for tourists/visitors. She asked that everyone take a look and advise of any errors within the next week.
d)Neighbourhood Development Plan Group
Cllr Eddolls said that the final draft should be available shortly. Cllr White requested that when it is available that this go to the Planning Committee for comment ahead of being placed on the council agenda for final adoption. All in favour.
e)Planning, Traffic & Parking Committee
Minutes of the meeting held on 14th March 2017 had been circulated. He said he had nothing further to add except that having attended the public consultation organised by McCarthy & Stone on the revised plans for the land north of Tesco it was his opinion that these did not differ greatly from those refused by CDC.
- REPORT BY ANY MEMBERS WHO HAVE HAD A MEETING OR ATTENDED ANY EVENT ON BEHALF OF COUNCIL
Cllr Moseley said he had attendeda meeting of the Trustees of St Edward’s Hall. He said Stow’s badminton club had been given notice on hiring the hall. Discussions had also taken place in relation to the car parking space currently used by Library/VIC staff free of charge and that they had been advised that if they wished to continue to park there they would be charged £1K per annum. He also said that the outside structure of the hall had been discussed and that the Trustees had commissioned a survey at their cost. Cllr Moor said he would like to see a copy of this survey when completed.
Cllr Clarke said that he and the Clerk had met with Mr Cassie to discuss the possible redesign of the council’s website to make it more user friendly and easier to navigate.
Cllr J Davies said she had attended a “Being a Better Councillor” training session and said she enjoyed it.
- UNSTABLE WALL OUTSIDE COUNCIL OFFICE ENTRANCE
Clerk had reported this to Trustees of Youth Club as over the past few months large cracks had appeared. She is concerned it could fall down and in view of close proximity to public footpath felt some action should be taken as soon as possible. As a result Centre 67 had written to the owner but a reply had not yet been received. PROPOSED – Cllr Smalley, seconded Cllr Eddolls that if no action has been taken by the next meeting that the council should write to the owner directly as the tenant of the building. RECORD OF VOTING – All in favour. Motion carried. Cllr Moor said that he would be happy to take this matter up with GCC’s PROW officer. Latter offer was also deferred pending a reply by next meeting.
- TO SET A DATE FOR THE ANNUAL PARISH MEETING
Date set as Tuesday 9th May 2017 at 7.00 pm and subject to availability the meeting will take place at Stow Social Club. Refreshments will be served.
- ANY OTHER BUSINESS - ITEMS TO BE DISCUSSED AT THE NEXT MEETING
A member of public present said as a former business owner in the square and still a resident she was in favour of having the fun fair in that location.
- TO DISCUSS ANNUAL INCREMENTAL INCREASES FOR CLERK/DEPUTY CLERK EFFECTIVE 1ST APRIL 2017 (IN PRIVATE SESSION)
Members of the public left the meeting so that the council could go into private session to discuss deferred item 10 (b) (ii)
RESOLVED – Council approve one incremental increase for both Clerk & Deputy Clerk effective 1st April 2017. RECORD OF VOTING – All in favour. Motion carried.
- MEETING CLOSED:9.25 pm.
- NEXT MEETING: Thursday 27th April 20172017 at 7.15 pm.
APPENDIX 1
February 2017 - PaymentsCheques/Direct Debits
Cheque number / Name / Description / Net / VAT
2806 / Cancelled / 0.00
2807 / T20 media / VIC website / 50.00
2808 / CGS / Fence & cemetery work / 2760.00 / 552.00
2809 / Eastabrook Architects / NHP Plan design code / 600.00 / 120.00
2810 / Eastwood Pest Control / Moles / 280.00 / 56.00
2811 / Richard Coglan Ltd / Replacing lost cheque (photocopying) / 50.15 / 10.03
2812 / Stow Skips / Hire of skip cemetery / 340.00 / 68.00
2813 / Cancelled / 0.00
2814 / Richard Coglan Ltd / Photocopying / 39.85 / 7.97
2815 / Gazeboshop / Gazebos & weights / 618.43 / 123.69
2818 / GCC / Monarch's Way footpath contribution / 12000.00
2819 / Stow Times / Advertisement / 287.50 / 57.50
2820 / RBL Social club / Mayor's Reception (room hire/drinks) / 335.00
2821 / Groundwork UK / Refund balance outstanding for NHP grant / 3860.00
2822 / RBL Social club / Replacement for Cheque no 2750 / 3000.00
DD412017 / BT / Office telephones / 63.23 / 12.64
DD422017 / Charge Card / Hire of cherry picker for xmas lights / 240.90 / 47.45
DD432017 / Grundon / Waste collection office / 50.89 / 10.18
DD432017 / Grundon / Waste collection cemetery / 38.42 / 7.68
2815 / Staff costs / 2772.85
2816
27387.22 / 1073.14
March 2017 - Payments
Cheques/Direct Debits
Cheque number / Name / Description / Net / VAT
2823 / GAPTC / Training Cllr J Davies / 95.00
2824 / Viking / Stationery / 34.95 / 6.99
2825 / E Sajewicz / Admin for office & NHP Group / 443.14
2826 / GAPTC / Membership / 522.55
2827 / H Sipthorp / Payback Team and Office / 44.75
2828 / Jo Davies / Mileage training / 27.00
2829 / T20 Media / VIC Website / 50.00
2830 / J Wise / 2 x parks litter pick / 70.00
2831 / Lucy's Tea Rooms / Christmas lights power supply / 74.00
2832 / Viking / Stationery / 34.95 / 6.99
2835 / CGS / Cemetery fence / 1563.75 / 312.75
2836 / CGS / Maintenance cemetery / 200.00 / 40.00
2837 / D Taylor / Christmas lights power supply / 74.00
2838 / C Stammburger / Christmas lights power supply / 74.00
2839 / J L Vance / Christmas lights power supply / 74.00
2840 / Lambswold / Christmas lights power supply / 74.00
2841 / The Old Stocks / Christmas lights power supply / 74.00
2842 / G James / Christmas lights power supply / 74.00
2843 / Prince of Wales Lodge / Christmas lights power supply / 74.00
2844 / Christopher Clarke Antiques / Christmas lights power supply / 74.00
2845 / Petty Cash / Mileage, Parks & Office misc / 53.88
2846 / ACPC / IT Support / 80.00
2847 / Eastwood Pest Control Ltd / Mole control / 130.00 / 26.00
2848 / Richard Coglan Ltd / Photocopying / 59.71 / 11.94
2849 / Transferred to new financial year 17/18 / 00.00
2850 / H Sipthorp / Mileage / 57.60
2851 / Flying Colours / Flags & bunting / 1500.00 / 300.00
2852 / CGS / Mowing, benches, maintenance / 1832.00 / 366.40
2853 / GPFA / Membership / 50.00
2854 / Fields in Trust / Membership / 50.00
2833 / Staff costs / 4358.01
2834
11923.29 / 1071.07
Signed: ______Chairman
Dated: ______
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