Bishop's Castle Town Council Meetings & Agendas

Minutes 15th October 2002

MINUTES OF THE MEETING OF BISHOP'S CASTLE TOWN COUNCIL, HELD IN THE TOWN HALL ON TUESDAY 15TH OCTOBER 2002 AT 8.00PM

PRESENT: Councillor B.P. Jones, Mayor, in the Chair.
Councillors: S.J.S. Bedell, J.L.V. Blundell, J.M. Carroll, C.T.E. Kinmond, W.J. Morris, G.N. St J. Penney, J.A.J. Whittall and R.D. Wright.

1. APOLOGIES FOR ABSENCE:

Apologies received from Cllrs Lawrence and Magill. Letter from Cllr Lawrence was read thanking Councillors for their kind wishes.

2. DECLARATIONS OF INTEREST:

Cllr Dr Penney declared a personal interest on items 6.c and 6.d
Cllr Wright declared a prejudicial interest on item 6.a
Cllr Bedell declared a personal interest on item 6.c
Cllr Blundell, Carroll and Whittall declared a personal interest on item 11.

3. MINUTES OF COUNCIL MEETING HELD ON 17TH SEPTEMBER 2002:

Minutes of the Council meeting held on Tuesday 17th September 2002, having been circulated were proposed as a true record by Cllr Blundell, seconded by Cllr Dr Penney, approved and signed by The Mayor.

4. MATTERS ARISING:

Item 4: Pat Cadman, Manager for Coverage Care has written that it was difficult tending and watering the planters at Stone House and there would be no objection if the Council wished to have them moved to the High Street. It was proposed that they are removed and emptied before Winter sets in and they will be ready for re-positioning and planting up next Spring.
CLLRS BEDELL & MORRIS TO ORGANISE

Item 19.j: Cllr Blundell reported that during two events held at the Church Barn last week-end vehicles were parked in such a way that the road was obstructed and should there have been a fire call-out there would be been problems getting the engine out. Although the white lines on Church Lane have recently been re-painted, the hatching requested in our letter to Mr Drummond has not yet been carried out. Clerk to write another letter. ACTION TOWN CLERK

Item 19.c: The Annual Town Meeting is the annual opportunity for the public to raise for discussion issues which concern them and the meeting should not be completely taken up with speakers.

5. MEMBERS OF THE PUBLIC WISHING TO SPEAK: None.

6. TOWN & COUNTRY PLANNING ACT:

a) 1/02/13803/F and 1/02/13804/LB Planning Permission (full) and Listed Building Consent for erection of extension, conversion of store to provide toilet facilities, erection of a porch and extension to conservatory. Removal of balcony. Conversion of 2 units of holiday accommodation to a dwelling and change of use of 2 units of accommodation to dwellings (committee matter). Three Tuns Inn, Salop Street, Bishop's Castle. Cllr Wright left the room whilst this was considered. Letter of objection read from Mr J. Greig. Reservations were expressed about the Building Regulations and Fire Regulations and whether the Environmental Health Department would be satisfied with the location of the W.C.s., although it was agreed these matters would be dealt with by S.S.D.C. It was felt that permanent dwellings in this position will cause problems with lack of parking for customers and staff. Cllr Blundell proposed the Council objects to the application as these dwellings could be sold and become under different ownership to the Public House, seconded by Cllr Morris and approved.

b) 1/02/13768/F Planning Permission (full) for erection of a balcony (delegated matter). The Old Clinic, Union Street, Bishop's Castle. Mrs W. Jones. Cllr Dr Penney proposed No Objection, seconded by Cllr Whittall and approved.

c) 1/02/13791/F Planning Permission (full) for erection of an office building (revised scheme) (delegated matter) Barn to rear of 5 - 7 Castle Green, Bishop's Castle. The Living Village Trust. Cllr Bedell left the room whilst this was considered, Cllr Dr Penney did not take part in the discussion or vote. Cllr Blundell proposed the Council objects to this application on the grounds that it is mis-described, as it is very large for office accommodation, seconded by Cllr Carroll and approved.

d) 1/02/13825/F Planning Permission (full) for erection of an annexe to existing building. High Trees, Bull Lane, Bishop's Castle. Mr and Mrs R. Hicks, 23 Welsh Street, Bishop's Castle. Cllr Dr Penney did not take part in the discussion or vote. A letter of objection was read from Bishop's Castle Civic Society. Cllr Wright proposed the Council objects to this application for two reasons. The first that the building is extremely large for the site and being so near the road would spoil the appearance of Bull Lane. Secondly that the only access to the premises onto Bull Lane, is unsatisfactory, dangerous, narrow and a very busy road and the development is bound to generate more traffic. Seconded by Cllr Carroll and approved.

e) 1/02/13806/VA Variation of Agreement. S106 Agreement dated 12.11.96 to permit the disposal of 0.2 Hectar of Land (delegated matter). Lower Woodbatch, Bishop's Castle. Mr C. Jones. Cllr Dr Penney proposed no comment is made regarding this application as there appears to be insufficient information provided about the application, seconded by Cllr Wright and approved.

f) No other Planning Applications received.

Since the last meeting one application has been received which was seen by The Mayor, Deputy and Mrs Daniel, Tree Warden, who proposed No Objection. Ref: 1/02/13771/TC Tree works (Conservation Area) Felling of a Wych Elm tree and works to an Ash tree (delegated matter) Rear garden of 7 Copall Paddock, Bishop's Castle. Treeline.

g) The following Planning Reports have been received since the last meeting:

i) 1/02/13697/F Planning Permission granted for change of use retail A1 to (additional) residential accommodation C3. Mrs T.G. Bengry, 1 Corporation Street, Bishop's Castle.

ii) 1/02/13703/LB Listed Building Consent granted, alterations to dwelling (amended scheme) 58 Church Street, Bishop's Castle. Mr J. Greig.

iii) 1/02/13655/O Refusal of outline Planning Permission: Erection of a dwelling for use as holiday accommodation. Hollenbough, Church Lane, Bishop's Castle. Mr and Mrs B.L. Jones.

iv) 1/02/13536/F Planning Permission granted for erection of a dwelling. Plot to the rear of the Old Brick Guest House, Church Street, Bishop's Castle. Mr P. Hutton.

v) 1/02/13722/LB Listed Building Consent. Internal alterations to flats 1 and 2. Old Porch House, High Street, Bishop's Castle. Mr J. Lucas.

vi) 1/02/13771/TC Permission for Works to Trees. Felling of a Wych Elm tree and works to an Ash tree. Rear Garden of 7 Copall Paddock, Bishop's Castle. Treeline.

Notification has been received that applications for The Wintles and 9 Pound Close are to be considered at the meeting of the meeting of the S.S.D.C. Development Control Committee tomorrow, 16th October.

7. HOUSING ON CLUN ROAD:

S.C.C. has now purchased the land next to the Community College where it is proposed to build the Sports & Arts Centre. It is understood that the plans may include houses on the site, however Councillors agreed that this could not be properly considered until further details are available as to numbers and location. It was proposed that as the second draft of the South Shropshire Local Plan is due in the near future further discussion should be delayed until it has been received.

Cllr Carroll advised that if the Town Council identifies a need for Affordable Housing in the Town and some suitable land can be identified SSDC would be prepared to consider a scheme.

8. OAK MEADOW - USE OF PRIMARY SCHOOL FIELD:

Cllr Wright advised that this was discussed at the recent meeting of Governors and although it is thought the original objections still stand it was agreed to go back to S.C.C. for advice. In the meantime if the Town Council has proposals for a scheme this could be considered. It was suggested that the lower part of the school field could be fenced off with a 'Licence' or Agreement being drawn up between S.C.C. and the Town Council for use in the evenings, week-ends and school holidays, within set times, after which the gate would be locked. The Town Council should be prepared to meet the cost of fencing and drainage if required and share insurance costs. Responsibility for regular safety inspections would need to be considered and A. Wallace could be asked about checking and removing rubbish. Dogs would need to be banned from the area. It was felt that owners of adjacent properties need to be considered as one of the Governors concerns was the possible increase in noise. Cllr Dr Penney proposed these suggestions form the basis of a scheme to be put to the Governors, seconded by Cllr Carroll and approved.

9. PROPOSAL TO REQUIRE PUBLIC WISHING TO SPEAK TO GIVE AT LEAST 24 HOURS NOTICE:

At present members of the public can come along to a meeting and ask The Mayor or Clerk for permission to speak prior to the commencement of the meeting. It was suggested that it may be preferable if people are required to give at least 24 hours notice of their intention to speak. Cllr Wright felt that the Council should be encouraging people to speak and proposed it is left as it is at present, seconded by Cllr Carroll and approved.

10. SOUTH SHROPSHIRE YOUTH FORUM:

It has been reported in the local press recently that the South Shropshire Youth Forum, based in Ludlow and incorporating this area has had it's grant application to the National Lottery turned down. This would mean a closure very soon, however, S.S.D.C. have stepped in and offered temporary financial assistance. Cllr Carroll felt the Forum is doing a very good job and proposed a letter of support is sent, seconded by Cllr Dr Penney and approved. ACTION TOWN CLERK

11. OBJECTIONS TO ROAD CLOSURES:

Cllrs Blundell, Carroll and Whittall declared a personal interest. Three letters have been received from owners of shops in Church Street, who complain that the extended Road Closures over the Michealmas Fair week-end had a detrimental effect on their business. It is requested that extended closures are not permitted during normal trading hours, and that the Christmas Lights Festival should not be closing off streets to traffic on the Saturday afternoon. Cllr Dr Penney felt that social events can be very good for the Town, but is concerned that some businesses are reporting a loss of trade because of road closures. A sub-committee of the Chamber of Trade organises the Christmas Lights Festival. Cllr Carroll reported that the Chamber of Trade has agreed to carry out a survey of its members about road closures and proposed that this is extended to all traders in Church Street and High Street, seconded by Cllr Wright and approved. ACTION TOWN CLERK

12. SKIPS ON STREETS:

A letter from the Manager of Stars Newsagents has asked about the regulations of skips on the streets, one of which has had a detrimental affect on the shop business and resulted in damage to the premises. The Clerk has contacted S.C.C. Highways Department and been advised that people who are hiring a skip which has to be placed on the public highway needs to apply for a Permit from S.C.C. Contractors should check that a permit has been granted before leaving the skip. Any complaints should be directed to S.C.C.

13. PLAYING FIELD:

(a) Sign for entrances: A draft sign was circulated and Councillors felt the only amendment should be to advise the nearest Accident Department. It was proposed a laminated sign is put at each entrance, but Councillors felt these should be temporary whilst the cost of more permanent signs is investigated.

14. RESURFACING OF FOOTPATH and 13,(b) Tenders to tarmac inside gate:

Tenders for resurfacing the footpath from Station Street to Church Bank and the area inside the Playing Field gate had been sought from three companies, but only two have replied. J. Bebb has quoted a total of £3,454 for both and K. Watkins £3,340. Cllr Dr Penney proposed that K. Watkins is asked to carry out the work as soon as possible, seconded by Cllr Carroll and approved. The grass has grown over the tarmac footpath in the Playing Field between Kerry Lane and Union Street and Cllr Dr Penney proposed that Mr Watkins is asked to spray 1' each side of the path when the work is carried out, seconded by Cllr Carroll and approved. ACTION TOWN CLERK

15. LITTER BINS:

Cllr Whittall proposed that four new litter bins should be purchased, seconded by Cllr Blundell and approved. One free standing black 'Copperfield' similar to others in Town will cost £121.40. to be sited by the bench in Church Street. Two wall/post mounted black bins to be bought for Market Square and one for Salop Street, each costing £45.34.

16. TOWN HALL:

Photographs and plans for the Town Hall prepared by Mr Wheatley have been on display in The Library, the entrance to Enterprise House and the Town Hall during the recent Coffee Morning. During this time some very interesting comments and suggestions have been received, which Cllr Carroll will be collating and drawing up a report. The plans will be left at Enterprise House until 9th November when they will be taken to the Church. Anne-Marie Jackson has advised that after the 4th November the next round of applications will be open to Advantage West Midlands when we will be able to obtain an application form from E.S.W.S. It was proposed the Clerk should contact Mr Wheatley to bring him up to date.
Coffee Morning: The Mayor reported that £107 had been raised at the recent Coffee Morning in aid of the Town Hall roof and The Mayor thanked Councillors for their contribution and draw prizes.
Handrail: It was proposed that a temporary handrail should be put at the entrance as soon as possible.
Curtains: Cllr Whittall proposed that the cream curtains are not put back on the venetian window until the leak has been repaired otherwise it is likely that the curtains will be stained, seconded by Cllr Dr Penney and approved.
Blinds: One blind is missing from the Council Chamber as the bracket is broken and needs a new part. The Mayor and Cllr Dr Penney have tried unsuccessfully to buy a new piece.
Correspondence from Christmas Lights Festival Committee: Request for use of the Town Hall for the afternoon and evening of Saturday 30th November for the Christmas Lights Festival. The ground floor to be used for stalls and upstairs for Father Christmas' Grotto. Cllr Dr Penney proposed this request is approved, with no charge being made, seconded by The Mayor and approved. A request was made for a contribution towards the cost of lighting the town for Christmas. The lights were improved last year and the Committee need to raised money every year if improvements are to continue. Cllr Dr Penney proposed a contribution of £200 towards the Christmas Lights, seconded by Cllr Kinmond and approved. Ali Fox is proposing to organise a junior disco for Halloween on 31st October in aid of the Christmas Lights Festival and Cllr Dr Penney proposed free use of the Town Hall for this is approved, seconded by Cllr Kinmond and approved.

17. SEVERN TRENT WATER - PROGRESS REPORT OF DRAINAGE INVESTIGATIONS:

Nothing further to report.

18. ACCOUNTS:

In addition to the accounts listed on the Agenda invoice had been received from:
Viking Direct - Inkjet and stationery - £39.14
The Sign Workshop - Changes to Market Banner and 2 A boards - £50.00
Cllr Wright proposed these accounts be paid, seconded by Cllr Dr Penney and approved.

S.S.D.C. is currently preparing its Revenue Estimates for 2003/2004 prior to the calculation of the Council Tax which is to be levied next April. The Council would like to know the Council's precept requirement before 17th January 2003. When calculating the precept sufficient budget should be included to cover election costs. It was proposed this is dealt with at the January meeting of the Council.

19. INTERNAL AUDIT REPORT:

It was reported the Sykes & Co have completed the internal Audit and the signed Annual Return has been completed, signed and sent to the External Auditors, Winross Hacker. All matters on The Annual Return have a positive response except one, as the Council has not carried out a Risk Assessment and this needs to be addressed. The Internal Audit report included the following matters for the Council's attention. (1) Minor adjustments have been made to the Balance Sheet. (2) It was noted that a Risk Assessment has not been carried out. (3) Information relating to The Annual Budget should be formally reconciled and minuted as having been adopted. (4) It is more satisfactory from an accounting point of view to prepare the Annual Return using the Income and Expenditure basis rather than the Receipts and Payments basis. (5) It is noted that the Town Clerk has miscalculated her net salary and accordingly has been underpaid. It was proposed by Cllr Wright that the Clerk seeks advice from S.A.L.C. about what information is required for a Risk Assessment in order for this to be considered at the next meeting, seconded by Cllr Whittall and approved. ACTION TOWN CLERK
Cllr Blundell proposed that the Mayor, Deputy and Clerk should investigate the salary underpayment which should be paid, if this is found to be correct, seconded by Cllr Carroll and approved. ACTION MAYOR, DEPUTY & CLERK

20. REPORT OF RECENT MEETINGS ATTENDED BY COUNCIL REPRESENTATIVES:

The Mayor reported there had been a meeting last night about the Market Towns Initiative, Cllrs Carroll and Whittall and the Town Clerk had also attended. Bishop's Castle is a high priority for the next round of this initiative, but it is unlikely that a decision will be made until the Spring. The District Council would be the lead authority and Sam Hine and C.Cllr Phillips outlined the initiative and what it would mean for Bishop's Castle and its rural hinterland if the bid is successful. Names were put forward for a Steering Committee and it is proposed this Committee meets on 2nd December in the Methodist Hall. Cllr Carroll agreed to represent the Council as it will connect in with the Vital Villages Parish Plan which is currently being prepared.

21. CORRESPONDENCE:

a) Cllr Lawrence: Letter of thanks for the Council's card and kind wishes.

b) S.S.D.C.: A request has been made for a Street Closure Order for Sunday 10th November to accommodate the Remembrance Sunday Parade, for High Street and Church Street from 10.40 am to 10.55 am and 12 noon to 12.15 pm Cllr Carroll proposed No Objection, seconded by Cllr Dr Penney and approved.

c) S.S.D.C.: Street Name Signs - The Novers. A request has been received for the provision of a suitable street name sign. The D.C. maintains signs and replaces them if damaged, but it is normally the developers responsibility to erect a sign initially. As the developer has emigrated it is asked if the Council will consider providing the appropriate sign. AGENDA NEXT MEETING

d) Mr M.E. Pullen, Hon Treasurer, S.A.F.E.R., Bishop's Castle: A scheme has been introduced in Shropshire to provide prompter treatment in areas which cannot be reached quickly by ambulance, by employing trained local volunteers. The Bishop's Castle group has a team of three fully qualified volunteers, trained by the Shropshire Ambulance Service. The volunteer team attends 999 emergency calls to administer life support techniques until an ambulance arrives. The group urgently needs funds to purchase a wider range of equipment and any financial help would be appreciated. It was proposed this is considered at the next meeting when donations are being discussed. AGENDA NEXT MEETING

e) S.S. Housing Association: Open Evening - Putting Communities First. Invitation for 6th November at 6.45 pm at the Harley Centre, Ludlow College. Invitation to be passed to Cllr Kinmond.

f) Bishop's Castle & District Community Forum. Minutes of Steering Group meeting on 11th September 2002. CIRCULATE

g) Temporary Planning Provisions: Report from recent SALC correspondence advised there will be no changes in the temporary uses planning provisions which means that events such as clay pigeon shooting, car boot sales and farmers markets' continue to be free from planning red tape where the event occur infrequently.

h) The Wasteless Society: Newsletter. CIRCULATE

i) Community Council of Shropshire: Protecting our future - the impact of change in the West Midlands on the voluntary sector in Shropshire and how to influence it - Annual Conference at Minsterley Village Hall on Tuesday 5th November 2002. Any-one who would like to attend contact the Clerk for Further details.

j) Shropshire Partnership: Objective 2 Financial Record Keeping & Monitoring & Output Definitions. Workshop to focus on the financial aspects of record keeping and monitoring of Objective 2 projects to be held on 28th October at The Shirehall. Any-one wishing to attend contact the Clerk for booking details.

k) Powys County Council: Appeal by Black Country Reclamation Ltd. The public inquiry scheduled for 15th October has been cancelled.

l) West Mercia Police Authority: Appointment of Independent Members: Applications are being sought from the general public, closing date for applications is 31st October 2002.

m) S.S.D.C.: Prioritising for the Future: The Council is undertaking a review of how it performs in five key areas and a questionnaire is enclosed for completion. It was resolved that The Mayor, Deputy and Clerk complete the form.
ACTION MAYOR, DEPUTY AND CLERK

n) Bishop's Castle Public Hall Committee: Accounts for year ending 31st March 2002. It was proposed these are on the Agenda for approval at the next meeting and in the meantime Councillors have the opportunity to read them.

The Mayor declared the meeting closed at 10.05 p.m.