Bishampton & Throckmorton Parish Council Minutes 5th March 2007

BISHAMPTON AND THROCKMORTON PARISH COUNCIL

Minutes of the Meeting of the Council held on Monday 5th March 2007 at the Villages Hall, Bishampton.

Members and Officers present: Mr D Cheetham (chairman), Mrs B Lammas, Mr E Carter, Mr M Argyle Mr E Chadwick, Mr J Morrison Mrs T Gilligan (from 7.40pm) and Mrs C Morris (Clerk).

The meeting opened at 7.35pm.

A group of residents, including members of the Bishampton Against the Mast group attended the meeting to put questions to the council. See attached notes for details.

The meeting started at 8.05pm.

07.02.01 To receive apologies for absence:
Apologies were received and accepted from Cllr Tucker who had to attend another meeting and Cllr Beever who had work commitments.

07.02.02 To record : a) Declarations of Interest (personal & prejudicial) and b) any changes to be notified to the Register of Interests and Gifts and Hospitality:
Cllr Carter recorded a personal and prejudicial interest in item 5 and Cllrs Carter, Argyle and Lammas recorded a personal interest in Item 6.

07.02.03 To approve the minutes of the meeting held on Feb 5th 2007:
The minutes were approved and signed by the chairman.

07.02.04 Finance

07.02.04.01 To note any receipts:
The council had earned £82.44 interest on its 30-day account.

07.02.04.02 To approve the Statement of Cash Reconciliation for Jan 07:
The statement of cash reconciliation for February was approved. It showed that in the current account, there was no income but outgoings amounted to £651.00, leaving £1,7704.33 in the account at the statement date of February 20. The 30-day savings account earned interest of £82.44, bringing its total to £34,027.01. This brought the council’s total cash assets at February 20th to £35,731.34.

07.02.04.03 To approve outstanding invoices for payment.
The following invoices were approved for payment:

Throckmorton Village Charity Xmas Lights Insurance £8.36

CPRE Membership Renewal £27.00

Limebridge Rural Services Footpath Repairs £123.38

Total £158.74

07.02.04.04 To approve expenses for February:
Clerk’s expenses of £29.11 were approved.

07.02.05 Planning

07.02.05.01 To note the response by the planning committee to applications received between meetings:
None

07.02.05.02 To make comment on current planning applications:

W/07/00245/PN New two-storey house and detached garage plus alterations to the vehicular access. Kepton and Kasvin, Broad Lane, Bishampton.
These are an amended version of plans which were originally refused. The council decided its original objections on scale, impact and looks still remained. Clerk to pass on comments. Action Clerk
(06.13.05.03)

W/07/00006/PP Amended plans (reduction in floor space and flat roof instead of pitched roof), 10 Moat Farm Lane, Bishampton.
NO OBJECTION

W/07/00020/PP First Floor Extension, single storey front extension and erection of new detached garage. 11 Tilesford Park, Throckmorton.
NO OBJECTION. Action Clerk

07.02.05.03 To receive reports on Wychavon planning decisions:

Approval notices had been received for the three applications for the fishery at the Vale Golf Club, as reported at the last meeting.
Conditions were as follows:

W/06/01957/PN Ancillary facilities, maintenance store, WCs and generator shed:
Must use materials shown on plans/ No external lighting can be erected without planning approval/ a drainage system must be carried out within three months/ generator to be enclosed in sound-insulating material within three months/ generator not to be used between dusk and dawn.

W/06/01979/CU – Temporary mobile home for managers office, rest and refreshment.
Permission only for two years for planners to monitor the effects and prevent it becoming permanent residential accommodation/ Shall not be for overnight residential use/ drainage must be carried out/ exterior to be painted a dark colour within one month/ trees, hedges to be preserved.

W/06//01994/PN – Night Fishing permission.
Permission for two years only to monitor effects on the environment/ landscaping to be preserved/ planting scheme to be submitted/ No more than 40 people at the site at any time because of lack of parking/ no more structures to be erected/ no lighting on or around the lake/ access to be gated at all times to prevent unauthorised access/ no fishing anywhere other than at designated pegs/ only to be used as a fishing lake.

W/06/02190/PP – Rose Cottage . Alterations and extension.
APPROVED

07.02.05.04 Enforcement Matters:
Fishing lake at the Vale Golf and Country Club.
Nothing to report.

07.02.06 Play Areas:

07.02.06.01 To hear an update from the BATVH play area committee.
Cllr Carter reported that Pershore Town Partnership was prepared to offer a grant for £1,500 on receipt of an invoice, and that further grants had been applied for. The clerk reported that about 90 letters had been sent out to local businesses in the hope some may be able to offer grants.

07.02.06.02 To consider any action necessary to continue work on the junior play area.
Councillors will continue to liaise with David Baldwin and the Junior Play Area Committee.

07.02.06.03 To consider any other matters relating to the play areas.
There were no further play area matters to be considered.

07.02.07 Footpaths - To consider any footpath issues:
Cllr Chadwick reported on the grants he was hoping to gather for footpath maintenance and improvement for the coming year. He was asked to look at the possibility of opening up an overgrown footpath in Throckmorton and to look at the replacement of some stiles along a path across the airfield. Cllr Chadwick to complete the forms and clerk to send off. Action Cllr Chadwick/clerk

07.02.08 Litter bins - To hear an update on the replacement of litter bins:
The council agreed to buy two litter bins for Bishampton under Wychavon’s discount scheme – one for outside the Dolphin and one for the corner of Abberton Road and Church Lane, by the post box. Members agreed to buy a separate wooden bin for Throckmorton Parish Room, as requested. Clerk to arrange and to liaise with Cllr Tucker regarding the fitting costs of the wooden one. Action Clerk

07.02.09 To consider a response to concerns over a mobile phone mast in Bishampton:
The council debated the issues raised by the proposed mast siting and by members of BAM who had attended. The council noted and discussed the clerk’s report on its actions to date and the chairman’s report on his meeting with the head of Wychavon District Council’s planning department (attached).
Members accepted that, regardless of latest scientific studies, there was still concern felt by many residents for their well-being. They noted the campaigners’ main view - that they felt it would be better to have no phone mast than to find out later that safety assurances reflecting current research may be proved wrong in the light of further research.
Members agreed that they did not have grounds nor the right, as a council, to make objection to a parishioner who was acting within the law. However, they expressed their unhappiness with the laws which had allowed such a situation to arise in the village - noting MP Peter Luff’s involvement in trying to get the law changed and all masts to require planning permission.
Members decided to propose a meeting of councillors, T-Mobile, the landowner, and representatives from the action group, at a venue acceptable to all, where all parties could be given the opportunity to communicate and examine all options, in the hope of a solution to the dispute.
It was agreed that the clerk should write to all three parties and write to Mr Luff to ask him to help in arranging the talks.
Councillors were assured that all information has been shared with parishioners this would continue to be so. Clerk to make statement within 48 hours and prepare letters for council agreement. Action Clerk

07.02.10 To hear any issues regarding the sewer/roadworks in Bishampton:
Councillors expressed some concern about the state of the roads around the roadworks and were keen to see the village left in a tidy state. They heard that the contractors had apparently encountered more difficult terrain for digging than anticipated which, coupled with the snow and torrential rain, was set to delay the finishing date by another four weeks.

07.02.11 To hear an update on the Throckmorton Airfield planning consultation:
The parish council had learned that, as a late alteration, a northern entrance to the airfield was proposed as part of the document coming before Wychavon’s development control policy committee. A letter from the parish council was delivered by the clerk for each of the members of the committee and Cllr Argyle and Cllr Liz Tucker attended the meeting and lobbied for its removal. They reported afterwards that Option A was removed from the link road options and the committee agreed to omit all the recommendations regarding Marshalls and Drummonds having vehicle access to the site. Cllrs Argyle and Tucker warned that this issue could still be raised again and promised to keep watch on the situation. The council congratulated them on their hard work on behalf of the parish.

07.02.12 To consider approval for the funding of a clerk’s training course:
The council agreed to spend £25 on a CALC ‘Accounts to Audit’ course to be attended by the clerk on March 7th.

07.02.13 To hear progress about the affordable housing survery suggested by Wychavon District Council’s Housing Development Officer (06.11.20).
The Housing Development Officer had sent through samples of covering letters which the council could send out with the housing survey, as well as a sample survey. It was agreed that the clerk would draft a letter which could be approved via email and then be sent to the officer in an effort to move the project forward. Action Clerk

Cllr Gilligan left at 9.30pm, after items 22 and 24 were brought forward to allow her to report.

07.02.14 To consider a response to the Regional Spatial Strategy planning scheme.
The council had permission to send in a late response to this plan which could see 20,000 new homes built in Wychavon over the next 20 years. Clerk to prepare a draft version and send off after email consultation. Action Clerk

07.02.15 To consider insurance/storage of the new Christmas lights:
Throckmorton Village Charity had agreed to store the parish council’s Christmas lights at the Parish Rooms and include them on its insurance as the council decided last meeting, in return for a portion of the remaining grant money towards any added insurance costs. (see finance) Clerk had written to the village hall committee in Bishampton with a similar suggestion but Cllr Argyle offered to keep the Christmas tree set at his home, covered by his own household insurance and it was agreed this was a better plan. Clerk to organise. Action Clerk

07.02.16 To approve a mowing schedule for tender:
Councillors made the following resolution: ‘In view of the confidential nature of the business about to be transacted, it is advisable in the public interest that the public and press be temporarily excluded, pursuant to the Public Bodies (Admission to Meetings) Act 1960. The reason being to consider tenders for the new mowing contract.’
They decided to accept a quote from GBD Ltd for the mowing contract and a quote from Limebridge Rural Services for the footpath clearance and maintenance work. Clerk to liaise with companies. Action Clerk

07.02.17 To approve a quote to level part of the verge in Broad Lane:
Limebridge Rural Services had supplied a quote of £185 for the levelling of the verge in Broad Lane, in order to make a tidier job when it is mown. Daffodils appear to be planted there, however, so the council decided to defer the matter for the time being.

07.02.18 To consider a response to a new Code of Conduct for councillors:
Due to a long meeting, it was agreed that the clerk should circulate details of the planned changes via email and she could then collate councillors’ responses. Action Clerk/all cllrs

07.02.19 To hear progress on the Pershore High School consultation (07.01.23):
No progress.

07.02.20 To hear progress on a parishioner’s request for an allotment:
The clerk was pleased to say that after all allotment avenues came to a dead end, a note in the parish magazine had led to two offers of garden land available. Clerk had given their names to the person concerned, who passed on their thanks to the council for its efforts.

07.02.21 To consider the maintenance of the Bishampton War Memorial.
No progress.

07.02.22 To hear any progress on the planned Memorial for Canadian Airmen.
Cllr Gilligan said she would try to arrange a meeting with those involved in the project and report back at the next meeting. Action Cllr Gilligan

07.02.23 To review the status of the council’s risk management schedule.
Cllr Carter agreed to look again at a rota system for playground inspection. Action Cllr Carter

07.02.24 To consider the latest stage in the adoption of the parish plan:
Wychavon District Council had adopted the Bishampton & Throckmorton Parish Plan, which means it has agreed to take its views in consideration when setting its own policies.

07.02.25 To consider reports from councillors and items for future agendas:

REPORTS:
Cllr Tucker left information that the formal opening of the new Parish Hall in Throckmorton was pencilled in for May 18th at 2.30pm.

AGENDA:

Clerk’s appraisal and pay rise (appraisal to be arranged by Cllr Lammas before next meeting) Action Cllr Lammas/Clerk

The state of the grass area by the war memorial

Daffodil bulb planting

Plans to close rural Post Offices

07.02.26 To consider any further items of correspondence:

ELECTIONS: Nomination papers were handed out. Council decided not to request parish polling cards.
Throckmorton Village Charity reported that parish hall charges for PC use will be reviewed at its next meeting.
Wychavon’s standards committee – request for a parish representative.
More bus timetable changes. Posters on noticeboards.
Society of Local Council Clerks –Agenda next time.
Village Facilities survey – clerk to complete.
Calor Village of the Year Competition notification.
Parish Council Coat of Arms available - only £4,800. Noted.

Circulation:
St George’s Day Magazine, Highway Maintenance report.

07.02.27 To affirm the dates of the next meeting of the Parish Council.
The date of the next meeting was agreed as Monday, April 2nd, at 7.30pm at Throckmorton Parish Room.

The meeting closed at 10.20pm.

………………………………. …………………………………..

Chairman Date

Clerk to the Council Mrs C. Morris

Notes from the public session of the meeting:

More than a dozen people attended the meeting, most, or all, members of the Bishampton Against the Mast action group.
They had tabled questions for the council which representatives put to members.

Their points were:

It would help to understand why the PC did nothing, after notification of the T Mobile Plan.
It would also help to understand why the PC has so far declined to write to the landowner, as in the Pinvin example.
When will this be done?
A strong letter of objection needs to be sent to T Mobile. When can this be done?
Why were we not advised that a T Mobile representative was planning to visit the village?
Is there any other information in the PC possession which is not being shared with us?
What other actions might the PC be able to help us with?

The chairman replied that the parish council, when it first learned of the plans, found it had no means of objection as the decision had already been made and the district council had been notified that it was going ahead. He assured villagers it was taken seriously at the last council meeting but he felt if the council had raised alarm, it could have been accused of scaremongering. He agreed that with hindsight, the affair could have been handled differently, but stressed the council reacted swiftly after concerns were brought to members’ attention.

He said it was for the council to decide during the meeting whether to write to the landowner or anyone else, but it would be in words of the council’s own choosing, and it was for the parish council as a whole to decide on any course of action, not himself or any single member. An extraordinary meeting of the parish council was not called because some members were away on holiday, because there has to be a certain period of notification for any meeting and because he believed there needed to be some basis upon which to be able to act.

It was pointed out that the council had written to T Mobile and to Wychavon District Council within days of learning of villagers’ concerns and that a number of members had been involved in dialogue between all parties. These letters, and their replies, had all been copied to the action group.

He said it was for the council to decide at the meeting whether to write to T Mobile again and confirmed that it was correct that a representative did plan to come to the council meeting. However, just hours after it was agreed, they rang to cancel, fearing hostility, after apparently being contacted by the press with details of the campaign against the company.

Campaigners were also assured that all information in the council’s possession was being shared with them.

Councillors heard the group members’ concerns and took on board a suggestion to set up another meeting with T Mobile to try to find a constructive solution.

The campaigners also raised the point that they were concerned that other mobile phone companies may add antennae to the mast. C Cllr Liz Tucker said she had spoken to the landowner, who told her that a clause in the contract to automatically allow other users of the station had been removed. The action group also reported that MP Peter Luff had been in touch with TMobile on their behalf and it was hoped that he could continue lobbying Parliament to bring the law in relation to mobile phone masts and antennae into line with that already adopted in Wales and Scotland.

The chairman thanked the residents for attending and all expressed a hope for better communication in future. The chairman promised a statement from the parish council within 48 hours.

A report on the action/reaction to the mast issue by the council before this meeting:

The council in late January received the papers informing members a mobile phone base station was to be erected. It was raised within the planning section in the February meeting. Disappointment was expressed at the meeting (5/2) that there was no avenue for objection and the report was noted.
The clerk was contacted by Mr A Waghorn three days after the meeting (8/2) about the plans and he was sent over the main details immediately. Then that weekend (10/2), following a notice in the shop expressing objection to the plan, the Clerk took all council information on the subject to Cllr Morrison, in Bishampton, to allow easy access to anyone who wanted to find out more. Mr Waghorn and Mr Osborne at the shop were informed where the information was to be found.
In consultation with Cllr Carter, who had been approached by some residents, the clerk faxed an urgent letter to T Mobile (12/2) pointing out the feeling in the village, with a copy of a letter from Mr Holden as an example, and asking for an alternative site to be considered. Clerk also sent a letter to Wychavon, pointing out a lack of local consultation before a site had already been found and asking about procedure/ lines of objection, as well as passing on local opinion. Clerk supplied any residents who asked, with details on where to find out more information and who to contact to lodge objection.
Mr Waghorn telephoned the clerk and the vice chairman (17/2) to say residents were angry with the parish council for a lack of action and failing to notify neighbours of the scheme and that a residents’ meeting was being arranged in the village hall.
Wychavon informed the clerk it had received no mast notification but following discussions between the clerk, TMobile and Wychavon, the application was tracked down. Correspondence and replies to parish council letters were copied to Mr Waghorn.
A Wychavon officer then also wrote to T Mobile to point out local feeling.
Cllr Argyle contacted the landowner to discuss the matter and Cllr Carter spoke to T-Mobile in an effort to ascertain technical details on the power of the mast.
Mr Waghorn asked the PC to write a specifically-worded letter to the landowner.
Councillors attended the public meeting called by objectors (21/2) and the power flux density predictions from T-Mobile were passed to the campaign leaders.
All available councillors were consulted on the sending of the letter to the landowner and there was unanimous agreement that any such letter could only be sent with agreement of the full council. No special meeting was called so it was put on the agenda for the meeting on March 5th.
An Email from Mr Waghorn was distributed to all councillors complaining that they: Failed to understand the gravity of the situation / Had failed to act urgently / May have information, eg about the installation date, that they had failed to share with campaigners / Failed to inform residents about the plans immediately / Failed to serve and represent the interests of the village.
Chairman returned from holiday (24/3) and visited Mr Waghorn and the landowner and contacted T-Mobile personally several times. A T-Mobile representative was invited to the PC meeting but cancelled after correspondence concerning the action group.
Notices were displayed in the shop criticising the parish council for failing to back the campaign.
Cllr Cheetham met with Wychavon’s Head of Planning, to investigate any possible course of action and reported to councillors (as attached).
Action Group sent its questions to the council in readiness for the meeting.

The chairman’s report after his meeting with Wychavon District Council head of planning Gill Collin:

He reported (on Friday, March 2nd):

“Yesterday I went to see Gill Collin, head of planning to get confirmation that the action the parish council had taken was appropriate and see if there was any other action the council could take, if it decided to do so at Monday’s meeting.

She said there are three types of what are collectively labelled ‘phone masts’.

the larger masts which require planning permission
masts which don’t require planning permission
antennae which fix on buildings, which don’t require planning permission.

She said the Bishampton installation was the latter of the three.

This meant there was no requirement for the company to inform either Wychavon District Council or the parish council of its intentions. There are no lines of redress or appeal within the planning process.

She gave an example of a mast at Droitwich, which had the highest proliferation of antennae of any in the area. The Government carried out an investigation into it, because of its close proximity to housing, and found it still was well within national standards.

I asked about how far away the type of mast which needed planning permission had to be sited from housing and she showed an example in Evesham where that type of mast(a) was in place within 40metres of homes.

Therefore, there appears little we can do to legitimately object to this antenna and our cautious approach was in my view appropriate because the council could have been accused of scaremongering. While not necessarily against the views of the objectors, I believe the council has acted appropriately within its protocol.”