Agenda and minutes

Venue: Chew Valley Secondary School - Chew Magna. View directions

Contact: Mark Hayward 01225 396975  Email: mark_hayward@bathnes.gov.uk

Items
No. Item

1.

Welcome and introductions

Minutes:

 

1.1  In the absence of the Vice Chair, Councillor Warren asked whether the Forum were happy for him to Chair the meeting until a new Chair is appointed.  All agreed.

2.

Updates from the Police and other public sector bodies

Minutes:

 

2.1 PC Stuart Peard (SP) circulated a paper update (attached to the notes) and gave a verbal overview.  Non-dwelling break-ins are comparatively high but the Police have an idea who is behind them.  He also reminded home-owners to leave lights on now that the evenings are getting darker earlier. He also advised the meeting of rogue traders operating in Wellow and Saltford offering gardening services, with the elderly particularly vulnerable.  He asked the information in his report be circulated as widely as possible.

 

2.2 Chris Head (CH) asked whether metal theft is still prevalent.  SP said the price of scrap metal has fallen, so it is less of an issue.  However, they are seeing more abandoned cars as a result of this.

 

Note:  It is possible to keep up to date with local policing via their website https://www.avonandsomerset.police.uk/your-area/

 

 

3.

Question and Answer sessions

Minutes:

 

3.1 Sara Dixon (SD) said that the lack of information about highway maintenance works had been raised at all the recent Connecting Communities workshops.  She introduced the website (www.roadworks.org) which gives details of highway maintenance works taking place across the UK and the organisation responsible.  She said the Council also produces a weekly e-mail list of roadworks in the B&NES area linked to this website.  All Parish Councils should now be receiving this and if anyone else would like to be added to the mailing list, to let us know.  It is also possible to set alerts on the ‘roadworks’ website for a particular area.  Parishes were encouraged to promote the information via their own websites and newsletters.

 

3.2 CH said this issue has been discussed for almost a year.  North Somerset use roadworks too, which is helpful for those living and working in the Chew Valley area.  It’s less useful for emergencies so ways in which to help address this would be welcome.  A recent road works emergency closure in West Harptree led to hospital and dental appointments being missed.

 

3.3 SD said that Curo were unable to attend this evening’s meeting.  They are going through a review of how they manage their neighbourhood services – moving towards specialisms and away from a locality focus.  This is an internal re-organisation so there should be little external change.  It is also a pilot so will be reviewed.  SD asked the Forum if they would like to hear more about this from Curo at a future meeting.  Cllr Vic Pritchard (VP) said it would be useful.

 

3.4 CH said the Children’s Centre is running a skeleton service and he is the representative on a B&NES wide advisory board.  Their first meeting is in November in Keynsham and he would welcome information on anything that will impact on children, especially the very young, that he could take to this.

 

3.5 Richard Ireland (RI) said the B&NES Planning Surgeries were very useful but it’s difficult for Councillors that work to get to them in the day.  It would be better to hold them between 7pm and 9pm, not 2pm – 5pm.  VP said some Clerks did attend the sessions but found they were Bath-centric, focussing a lot on heritage.  RI suggested separate rural and urban sessions.  RN said it would also be useful to receive examples of how feedback should be given (ie a good example and a bad one).  Tony Hooper (TH) said he had been to the first session and was disappointed.  He would prefer something on how to deal with developers.  AP said the session on 5th November would be around enforcement.  RN said it would be helpful to have planners that deal specifically with this area.  SD to feed back to Planning.

 

Annual General Meeting

4.

Notes of the inaugural meeting 24th July 2014 and matters arising pdf icon PDF 86 KB

Minutes:

 

4.1 These were agreed as a true record.

 

5.

Annual review including update and report back from July workshop pdf icon PDF 581 KB

Minutes:

5.1 SD gave the annual review.

 

6.

Election of the Chair and Vice Chair positions pdf icon PDF 52 KB

Minutes:

6.1 TW asked if there were any further nominations.  There was none.  One nomination had been received for Chris Head as Chair.  He was voted in unanimously.  One nomination had been received for Tony Heaford as Vice Chair.  He was voted in unanimously.

 

6.2 TW handed over to CH.  CH thanked everyone for electing him Chair.  He said he had worked closely with Cllr Richard Curry and Louise Fradd (B&NES Strategic Director – Place) to help set up the Forum.  He commented that the Forum needs to have a strategic role and link with the Parish Councils in the area.  The setting up of separate Forums for Chew Valley and Keynsham had been welcome and there is now an opportunity to take forward one or two cross cutting themes that really matter to the Chew Valley.  This is an opportunity to set our own Agenda and decide what it is we want to do.

 

6.3 CH said another aim was to reduce the number of meetings held, so it is important to use Forum meetings to best effect.  Our aim will be to have better attendance from public services.  The commitment of the Police is appreciated as is the support from the Leader of the Council.  TW thanked CH and said he was pleased to see him as Chair as he has the interests of the Chew Valley at heart.

 

6.4 CH said he intends to have regular meetings with officers to help plan the agendas and would also like to speak with each Parish individually to find out what they hope to gain from the Forum.

 

7.

Partnership meetings - nominated representatives from each Forum required

Minutes:

7.1 SD said that all the Forums have been asked to put forward representatives to sit on two groups.  The first is a Natural Environment Partnership being set up to cover the Chew Valley; Somer Valley and Keynsham Area to add to an existing group covering Bath and Bathavon.  CH said Cllr Liz Richardson sits on the AONB.  AP said it may also be of interest to Chris Craig (CC) at Compton Martin PC.  CC agreed to represent the CV Forum. 

 

7.2 The second is the CCG’s ‘your health, your voice’ meetings which take place every two months.  CH said he would be interested but would like a deputy.  VP said he would be happy to do this.  All in agreement.

 

7.3 CH said a quick report back to the Forum from representatives at such meetings would be appreciated – an update and how it can assist.  It is important to remember that anyone representing the Forum on outside bodies is not alone and has

8.

Review and amend, if required, Terms of Reference pdf icon PDF 73 KB

(incl working arrangements, membership and frequency of meetings)

 

Minutes:

 

8.1 SD said that two amendments are proposed:-

 

·  7.3 which relates to the quorum.  It was agreed to remove this completely.

·  10.1 to be amended to say ‘the Forum will hold an AGM each year’

 

8.2 TW queried 7.1 which states the Forum will meet four times a year.  At the workshop, they requested fewer meetings.  AP said they also requested shorter meetings at the workshop – 3 hours is too long.

 

8.3 CH said remove 7.1 completely.  The penultimate line also needs to be amended to change Louise Fradd to Ashley Ayre.

 

8.4 CH said the meetings need to be more friendly, particularly if we want to attract more members of the public.  There does not need to be reference to them only speaking with the Chair’s permission.  SD acknowledged that things had moved on since the initial Forum meetings and would change the Terms of Reference accordingly and agree these amendments with the Chair

9.

Adopt Action plan and agree future priority discussions pdf icon PDF 599 KB

Minutes:

 

9.1 SD said that following the July workshops, draft action plans had been prepared around the priorities raised and circulated.

 

9.2 CH said that progress on these will be monitored and reported back.  Further items will be added as they arise.  It will be fluid but there does need to be a structure that is mirrored by the other Forums.  The Chairs of all the Forums meet regularly to ensure they are informed of priorities across the district.

 

9.3 CH said another important role for the Forum is to participate in consultations – real opportunities to ensure Chew Valley’s voice is fed in.

 

9.4 SD said in terms of forthcoming meetings, all the Forums have been asked to host the Budget Fairs this year.  A provisional date for the Chew Valley is 23rd November.  While we do not wish to add an additional meeting unnecessarily, this will the first time there has been a budget consultation in Chew Valley.  Also on the Agenda at this meeting will be an update on the Joint Spatial Plan and Green Spaces Strategy.

 

9.5 CH asked if the Forum was happy with this proposal.  CH added that it would be a good opportunity to get more residents involved.  MH confirmed that the school had been booked as the venue for this meeting.

 

9.6 In addition to the Budget Fair, there was an opportunity for the consultation on the WofE Joint Spatial Plan.  CH said this was relevant to the Chew Valley.  He urged Parish Councils to engage with it.

 

9.7 It was agreed that this meeting would take place and both items would be included on the agenda.

Ordinary Meeting

10.

Notes of the previous meeting 12th February 2015 and matters arising pdf icon PDF 80 KB

Minutes:

10.1 These were agreed as a true record.  There were no matters arising.

 

11.

Placemaking and Declaration of interests (7.15pm - 7.45pm)

Minutes:

11.1 CH said he had hoped someone from Planning Policy would attend to present on Placemaking but unfortunately they were unable to attend.  He said that there were undertaking workshops with parish councils.  A briefing note was available to those present at the meeting also attached to these notes.

 

11.2 AP asked SD to let Planning know that the Forum is unhappy with this.  It is important that they come to the Forums.  CH said this would be fed back.

 

11.3 CH welcomed Maria Lucas (ML).  ML said she is Head of Legal and Democratic Services at the Council; City Solicitor and a Divisional Director.  As part of her role, she has certain responsibilities in relation to Parish Councils.

 

11.4 ML said the Localism Act 2011 includes a requirement for local government members to register pecuniary and other interests and the creation of a new criminal offence of failing to register relevant interests.  Most Parish Councillors live in their communities and therefore could be deemed to have interests in it, particularly in relation to Neighbourhood Plans.  However, the Clerk can give dispensation in writing and the problem is solved.

 

11.5 CC asked whether Clerks are aware of this.  ML said that she had written to all the Parish Clerks and Parish Council Chairs on the matter.  She is also happy to speak with them directly regarding any queries.

 

11.6 CC said they had been informed that a Councillor only had a Disclosable Pecuniary Interest if they owned the land.  ML said in the case of Neighbourhood Plans, everyone living in a community will have an interest.  If a complaint is made that the correct procedures have not been followed, Councillors will have to be referred to the Police.

 

11.7 CC said that this should have been made clear at the start of the Neighbourhood Planning process.  He asked whether the planners are aware.  ML said they may not be.  CH said Stowey Sutton Parish Council have now adopted their Neighbourhood Plan.  There is also a group of seven parishes in the Chew Valley working together on a joint Neighbourhood Plan so presumably statements would be needed for each Parish Council.

 

11.8 SD agreed to re-send the briefing note to Parish Councils following the meeting.  There was also a request for Deborah White of ALCA to receive the information.

 

11.9 ML said she has only been in post for four months but does intend to visit all the Parish Councils in due course.  In the meantime, she is happy to answer any questions they may have directly.

12.

Consultation items

7.45pm – 8.15pm – Introduction to the Chew Valley Transport Strategy

 

The Council commissioned Transport Strategies for Bath and Keynsham and has committed to completing its review of transport in the District with this commission for new Transport Strategies for the Somer Valley and the Chew Valley and other rural areas.  The presentation will provide an introduction to this work and seek the views of the Forum about engaging the public. 

 

8.15pm – 9.00pm –CCG Your care, Your Way consultation, Phase 2 - workshop

 

The CCG are now in a period of formal consultation on their draft proposals for how community services could be organised in the future.  The CCG will be presenting the options and seeking the views of those present at the meeting.  This part of the meeting will take form of a workshop.  For more information about your care, your way visit http://www.yourcareyourway.org/

 

Minutes:

Introduction to the Chew Valley Transport Strategy – Peter Dawson Group Manager, Planning Policy & Transport

 

12.1 CH informed the meeting that Louise Fradd had made a commitment that the Forum would have influence on this Transport Strategy – Transport being a key topic.  He introduced Peter Dawson (PD) to present.

 

12.2 PD said that the Keynsham Strategy has now been taken to Cabinet and a further Strategy for Chew Valley and Somer Valley has been commissioned.  He is attending this meeting to explain the Terms of Reference for this commission.  These will be circulated following the meeting.

 

12.3 The Council has appointed Mott McDonald to undertake the Strategy.  This will include a review of HGV routes; airport traffic; home to school transport; walking and cycling routes; speed limits and traffic management on the A37, A39 and A367.

 

12.4 PD showed an image of commuting patterns in the Chew Valley area from 2011 Census data.  The majority are commuting to Bristol.  The technology is also available to look at overlaps relating to existing community transport to see whether there are more efficient ways of working.

 

12.5 CH asked if there were any questions.  Simon Chamberlain (SC) asked why the strategy is being undertaken.  PD said there is a challenging financial situation.  A review of buses in rural areas is required to see whether need is being met.  There is also a need to look at road traffic accidents in the area.  The aim is to ensure that, when funding is available, it is spent where it is needed.  Local strategies are required as there are different needs in different areas.  CH said this review will take advantage of central government funding.

 

12.6 VP said the evidence would give credence to the Council’s Manifesto on public transport deficit.

 

12.7 PD said there is also significant housing growth, which will bring transport challenges and there needs to be strategies in place to deal with this.

 

12.8 Rosemary Naish (RN) asked whether B&NES is working with Bristol and linking to the West of England Spatial Strategy.  PD confirmed and said the Council is represented on this.

 

12.9 Sarah Williams (SW) said in terms of community transport, this is referredd to as ‘non-car’.  However, some community transport is delivery by car such as volunteer drivers for doctor and hospital appointments.

 

12.10 Denise Perrin (DP) asked what the objectives of the Total Transport Fund are.  PD said there is information on this in the Terms of Reference.  £60k is available from the Department for Transport for the Strategy.  The local knowledge that the Forum members have will be really helpful in taking it forward.

 

12.11 CH asked how long the process will take.  PD said about 6 months but the quality of the information is more important than the time-frame.

 

12.12 CH asked whether Forum members should give feedback on the brief directly to PD.  He said yes.  His e-mail is peter_dawson@bathnes.gov.uk.  SD asked whether there was a deadline for this.  PD said by 13th  ...  view the full minutes text for item 12.

13.

Any Other Business and Dates of Next Meeting

Minutes:

 

13.1 CH asked for some initial feedback on what worked well at this meeting and what didn’t, which will be useful for future Agenda Planning.  RN said she preferred the School venue – it is more accessible than West Harptree, especially in Winter.

 

13.2 SB said the next meeting will be a special meeting about the Council’s Budget Proposals 2016-2020 and the WofE Joint Spatial Plan (see Section 9 of the minutes for further information).  The meeting will take place at Chew Valley School Library on Monday 23rd November, 6pm.