Page 171 16th July 2009
MINUTES OF THE MEETING OF THE CLAPTON IN GORDANO PARISH
COUNCIL HELD ON 16TH JULY 2009
Present: Cllr Roberts (Chairman)
Apologies were received from NS Councillor Ashton
The Chairman welcomed Beat Officer Jenny Clark and PCSO Julie Lewis
2. Minutes of the AGM held on 21st May 2009
The Minutes of the AGM held on 21st May 2009 and the Extra-Ordinary Meeting held
on 25th June 2009 were read, approved and signed.
3. Chairman/Clerk’s Report
The Chairman commenced by stating that the village website was up and running
(www.claptoningordano.co.uk) and that the name, which had already been registered,
had been transferred to the site which was hosted by ZyWeb There were initial costs,
being £30.44 for the transfer of the name and £49.94 subscription for the first year.
This expenditure was approved. The website could be edited by himself and the
Clerk. Cllr James stated that the website looked very professional and thanked the
Chairman for his efforts. In respect of the Parish Plan, Mike Fletcher was still keen to
take this forward. Copies of the finished Wraxall and Failand Parish Plan and
Portbury Parish Plan introduction had been circulated to Councillors. It was resolved
to contact Mike Fletcher to establish what progress had been made.
The Chairman continued by stating that there were three items that had been received
too late for the Agenda. The first item related to a planning application for Bristol
Airport , details of which had been received from North Somerset. Should the Parish
Council wish make comments on the application this had to be done within 42 days
from the date of the letter (8th July). It was agreed that the Clerk would provide
Councillors with a copy of the letter and subsequently seek views on whether
comments should be made. The second item related to a letter from George Thom of
Pheasants Mead, Wood Lane, in which Mr Thom was requesting help from the Parish
Council to resolve problems that he was experiencing in gaining access to his house
due to the amount of traffic and inconsiderate parking by visitors using Glenny Wood
Scout Camp. A short discussion ensued during which ownership of the shared access
to the Scout Camp was discussed and it was suggested that the Commissioner for the
Scouts should be contacted. As Beat Officer Jenny Clark was in attendance, the
Chairman requested that she visit Mr Thom in the first instance to establish whether
the matter was one for the police to deal with. It was further resolved to write to the
Commissioner for the Scouts, on behalf of Mr Thom, in an effort to resolve the
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The third item related to an invitation from InterRoute, who were to be giving a
Highways Agency Projects Presentation on 21st July and to which a member of the
Parish Council had been invited to attend. The presentation would identify works
within the south west. It was resolved not to attend the presentation but to request
any future information as it became available. The Chairman concluded by stating
that work continued to find a venue for parish events.
The Clerk commenced by stating that the current account had been reconciled to 30th
June 2009 and the bank reconciliation had been circulated to Councillors. The balance
in the current account at 30th June 2009 was £1,189.55, all outstanding cheques
having been presented and the orderly money of £100 having been credited. The
balance included £181.20 Speedwatch monies. The reserve account showed a balance
at 30th June 2009 of £390.55. There were two cheques to be raised being £56.95 for
the purchase of the eighth edition of Local Council Administration and a cheque for
£30.44 for the transfer of the website name by ZyWeb. The two cheques were signed
accordingly. The additional paperwork required by the external auditors had nearly
all been collated and the notice of inspection of the accounts had been placed on the
notice board. In respect of the tree and hedge replacement at the repaired bridge,
Clapton Lane, North Somerset had confirmed that the contractors would be carrying
out the work in the autumn. North Somerset were working closely with the
government planning portal, which gave out information in respect of planning
matters and a link to the portal was on the Clapton website. In respect of the
telephone kiosk it was understood, after checking with the North Somerset
Conservation Officer, that English Heritage had a policy of not listing any more
kiosks. The latest information regarding the planning conditions for the dwelling at
Dunraven was that the relevant fee had been received by North Somerset for the
discharge of conditions and therefore this could now be processed. The Clerk
continued by stating that she had received the Agenda for the Gordano Councils
Transport Group Meeting which was being held that evening and enquired whether
any Councillor would be attending any future meetings of the Group. Cllr Irvine
agreed to attend any meetings that did not clash with Parish Council meetings . The
Clerk concluded by confirming that she had received information that the
Government’s Regional Spatial Strategy had been delayed indefinitely.
4. Partners and Communities Together – Beat officer Jenny Clark
The Chairman stated that this item would be open for public participation.
Jenny Clark introduced herself as the new Beat Officer for the Gordano Valley and
Julie Lewis as the Police Community Support Officer. In respect of the speeding
problems on Clapton Lane, she confirmed that she was trained to use the police speed
gun and that she had been using the gun on Clapton Lane. Further, she had contacted
John Painter, Safety Officer, North Somerset to establish whether there were any
suitable sites for the Safety Camera Partnership camera. Beat Officer Clark enquired
whether Speedwatch could be resurrected to which Cllr James replied that
Speedwatch had been well supported initially by volunteers but this had fallen off as
there had been no police presence as encouragement.. Beat officer Clark undertook to
spend more time on Clapton Lane with the speed gun. PCSO Lewis stated that she
was endeavouring to get funds together for the latest Speedwatch gun as the original
guns could not be repaired and had now been withdrawn. The cost was £800 and the
gun would be shared amongst the Gordano Valley parishes.
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In respect of the incident at Wood Lane when land had been cleared and wildlife
destroyed, Beat Officer Clark stated that it was unlikely that a prosecution would be
possible as there was a need to prove that a ‘crime of intention’ had been committed.
She had however taken statements and the matter would be referred to her Inspector
who would reply officially to the Parish Council.
Referring back to the Chairman’s report and the problem with visitors using the Scout
Camp, Mrs Evans, parishioner, stated that it was her opinion that there was no respect
at all for residents by visitors using the Scout Camp. Beat Officer Clark stated that
there was a facility on the Police Website (www.police.co.uk) where incidents could
be reported directly to the police. Mrs Evans further enquired whether there was any
information that Naish Hill was to be closed for repairs. The Clerk undertook to
contact North Somerset to establish whether there were any plans to close Naish Hill.
The Chairman thanked Beat Officer Clark and PCSO Lewis who then left the
5. Standing Orders
The Chairman stated that, together with the Clerk, he had formulated some draft
Standing Orders. This draft had been circulated and he sought the approval of
Councillors. The draft Standing Orders were unanimously approved without
alteration and would be appended to the minutes of the meeting (Appendix 1.). The
Clerk would hold the formal copy which would be available for inspection upon
6. Highway Matters
The Chairman reported that a response had been received from John Painter, Safety
Officer, North Somerset, stating that as all accidents on the bend near the entrance to
Cadbury Camp Lane appeared to be due to driver error, there was no intention to lay
an anti-skid surface in the near future. Cllr Goodman, added that he had mentioned
the matter to John Painter when he had met with him and explained that the spray and
chip surface on the bend had been eroded and that the wearing course of fine asphalt
was like glass when wet. This combined with the adverse camber made the corner
very dangerous. John Painter had agreed to re-visit the site. Clerk to follow up if no
reply from Mr Painter within a couple of weeks.
The Chairman confirmed that Cllr Goodman had met with John Painter on 13th July
2009 to discuss the possibility of extending the footpath outside the property known
as White Gables, Clapton Lane. Notes of the meeting had been circulated to
Councillors. The meeting had been positive and Mr Painter had agreed that the corner
was dangerous and that the project may not be as costly as originally thought as there
appeared to be no need for a retaining wall. Mr Painter would report back to Frank
Cox, New Works Officer, North Somerset who in turn would report back to the Parish
Council. In respect of the additional traffic concerns in Clevedon Lane following
planning consent for change of use at Court Farm, North Somerset had handled the
letter sent by the Parish Council, in line with its complaints procedure and a response
had been received that there would be no additional work to Clevedon Lane but it
would be maintained under normal highway maintenance. Works to install drainage
in Clevedon Lane to eradicate the problems of water emanating from the site at
Dunraven were currently underway and appeared to be going according to schedule.
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Cllr Irvine expressed concern that the works had started short of the actual waterflow
onto Clevedon Lane. Mandy Bishop, Parish Liaison Officer, who was in attendance
stated that this was due to the presence of a foul water drain that ran under the road
and undertook to get the site engineer, Alan Ingersent, to contact Cllr Irvine the
Cllr Goodman informed Councillors that a letter had been received from InterRoute
(on behalf of the Highways Agency) by the residents of the upper part of Wood Lane.
The letter stated that it was intended to clear scrub and prune trees on the motorway
embankment in January 2010. He continued by stating that this work was previously
carried out about 8 years ago and that the contractors had unnecessarily cut down
trees etc. which were screening the motorway resulting in a loss of screening and
increased noise. There had been complaints throughout the village and it was
important that the same was not allowed to happen again. Clerk to write to InterRoute
expressing the Parish Council concerns and requesting consultation with the
Landscape Manager of InterRoute.
7. Town and Parish Charter Working Group
The Chairman made reference to the recently formed North Somerset Town and
Parish Charter Working Group, minutes of which were being forwarded to the Parish
Council. It appeared that the working group was seeking to create a charter between
Town, Parish and District Councils although there had been no invitation to join only
to attend as observers. Cllr James stated that the Parish Council had already signed up
to a charter in 2005 when he was Chairman. Mandy Bishop, Parish Liaison Officer
undertook to make more enquiries as to the detail of the working group.
8. Severn Estuary Partnership
The Chairman referred to the Severn Estuary Partnership brochures which had been
circulated to Councillors and sought views on whether the Parish Council should
formally join. The Clerk confirmed that the membership cost was £40 per year. It
was resolved not to join but to inform the Partnership that the Parish Council would
be pleased to receive any future information.
9. Renewal of Subscription for Local Council Review
The renewal of the subscription for Local Council Review was approved and a cheque
was signed for the renewal cost being £17.
10. Public Participation Session
Valerie Pearce requested an update in respect of the dwelling being erected at
Dunraven. The Clerk confirmed that certain conditions had to be discharged before
building could recommence and that as mentioned earlier, North Somerset had only
recently received the required fee for the paperwork to be dealt with.
David Hounsell stated that there was to be a church service the following Sunday and
it was hoped that access would be available via Clevedon Lane. The church would
also be open on 12th and 13th September in conjunction with Bristol Open Doors Day
2009. Mr Hounsell further confirmed that the village history walk would be held on 2
days not one as stated in the Parish Council minutes of 21st May, the dates being 8th
and 9th August.
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11. Items from Members for Action
There were no items from Members for Action
There being no further business the meeting was closed
Next meeting 17th September 2009
16th July 2009 …………………………
Appendix 1 – Minutes of the Clapton in Gordano Parish Council 16th July 2009
Standing Orders for Clapton-in-Gordano Parish Council as Approved and Updated at the
meeting held on 16th July 2009
Meetings of the Council shall take place at 7.30 pm on the 3rd Thursday of January, March,
May, July, September and November and there will be an Annual Assembly on the 3rd Thursday
of April. The Chair and Vice-chair shall be elected at the AGM of the Council which is the May
meeting. Any request for a change of meeting date shall be given well in advance to allow
The Council shall respect all statutory policies relating to the workings of local Parish Councils
Meetings shall be conducted under the following policies:-
1. The agenda shall be available to councillors at least 3 days prior to a meeting
2. A financial statement will be included in the agenda of all meetings.
3. Minutes of the previous meeting shall be read out verbatim by the clerk only if:
a. Any councillor requests it
b. There is no paper copy for public perusal at the meeting
c. The unconfirmed minutes have not been published on the parish website for a
minimum of 5 days
4. The chair has the responsibility for the orderly conduct of the meeting.
5. Council shall be considered non-quorate for the purpose of voting on matters of
substance if less than 3 councillors are present. Meetings may continue under these
circumstances but substantial matters requiring a vote shall be revisited at the subsequent
6. Any councillor may call any matter to the vote. The chair has the casting vote in the
event of its being needed.
7. District councillor and parish liaison officer, if present, may participate fully in the
discussion but will have no vote.
8. Numbers of votes on proposals shall be recorded in the minutes.
9. Members of the public may only contribute statements during the public participation
item of the agenda.
10. Normally discussion during the public participation part of the agenda will be directed
through the chair.
11. Standing orders may however be suspended during the agenda by the chair when deemed
appropriate in order to hear contributions from the public. Such contributions will be
invited by the chair and directed to the chair.
12. Angry exchanges are unacceptable and will be ruled out of order.
13. Items to be raised by individual councillors for consideration and decision should be
notified to the clerk in advance and included on the Agenda. All items for expenditure
must be listed as an agenda item and quotations for work presented to the full parish
council. Any Councillors expenses to be approved before incurrence.
14. All cheques for council expenditure and authority for transfers between bank accounts
shall be signed by 3 councillors. All cheques issued should be minuted.
15. Councillors should “declare an interest” when appropriate and should leave the meeting
room during the discussion and vote.
16th July 2009 …………………………
16. The council shall develop policy in considering requests from organisations for financial
help but in principle donations will only be made where benefit to the local community is
likely to accrue.
17. Date for the next meeting to be confirmed at the end of each meeting
18. Councillors should apologise in advance for absence where possible and state their
reason, which should be minuted. Absence from more than 50% of meetings during any
12 month period will prompt a review of the councillor’s position on the council.
Conduct of business between council meetings:
1. Councillors who attend meetings as a parish council representative should provide a
written report or set of notes to the clerk
2. Planning applications and other matters requiring urgent attention may be dealt with by a
minimum of 3 councillors. Every effort should be made to publicise and receive
consultation from members of the public before decisions are made and actioned.
1. Members of the public may raise matters of concern either in writing or electronically via
the parish website or email with either the clerk or the chair.
2. One of the following actions will result:
a. The clerk and chair in consultation may consider that an immediate written or
emailed answer is all that is required.
b. Consultation with the other members of council may be sought before a response
c. The matter will be acknowledged in writing or email and notice given that it will
be brought to the full council meeting and discussed in public. Following
discussion in council a response will be made.
3. Parishioners raising substantial matters of concern will receive a considered response
within 3 months.
16th July 2009 …………………………