axbridge town council axbridge town council

AXBRIDGE TOWN COUNCIL Axbridge Town Council. Axbridge Youth Partnership – Minutes of the meeting held on 25th September 2007 7.00 pm The Youth Centre Present : Mike Taylor, Baz Hamblin, Dennis Bratt, Kate Browne & Gary Hancox (Somerset Youth Services). Apologies : Jennifer Trotman & Paul Passey. 1. Somerset Youth Service - The Somerset Youth service will be changing to

provide 4 centre across the county. The north of the county will have one centre covering Burnham/Cheddar area. The manager for this will be in position from the 1st April 2008. Resources will be targeted at 11-19 age range with priority focus on 13-19. The two schools which will be the focus for the services will be Kings of Wessex and King Alfreds. Gary Hancox agreed to provide a quarterly report to the Town Council on youth services. There was a discussion about the opportunity for a representative from the youth centre to be on the Axbridge Youth Partnership committee. Kate and Baz will arrange to visit the youth centre over the next month or so to try to drum up support for this. Gary also mentioned that the youth centre could become more readily accessible to the local population. It is currently only used on Wednesday and Thursday evenings. Other organisations might like to use the facility and if a caretaker could be organised it would be possible to rent out the space.

2. School visits – Bev, Ruth & Kate – If parents were interested in providing a

junior night at the youth club Gary would arrange training so that the parents could become ‘Childsafe’ trained and would also facilitate CRB checks.

3. Worshipful Company of Shipwrights – Kate is to provide more information on

the bursaries available to Gary so that the people at the youth centre can apply.

4. Games Wall (like the one in Mark)? – Baz and Kate to canvass opinion at their

visit to the youth centre. Current membership (wk2) is 25, there have been as many as 50 members previously.

5. Youth Shelter – The youth club members will write a letter of support for the

youth shelter on Wednesday evening. Gary suggested that once all funds are in place the AYP should visit the youth centre to go over the presentation that the young people did as part of the CRIS project and reinforce youth ownership of the shelter. This was agreed.

6. BMX Track – the BMX track is fine for some off road cyclists but not all age

groups. It might be a good idea to set up a youth survey to ask the young people of the town what facilities they would like to have. This suggestion will be discussed at the next meeting.

7. A.O.B. – Gary suggested that there was additional funding available for youth

initiated and driven projects. If young people would like additional facilities it

AXBRIDGE TOWN COUNCIL might be possible for them to apply for this pocket of funding. The youth service and the town council could provide additional support to help them deliver the project. Broadplaces – it might be possible to host the broadplaces suite at the youth centre – Baz suggested that he had some spare computer equipment which could be made available. Career Talks – Baz suggested that members of the Chamber of Commerce could come to the youth centre to give talks on job opportunities in the area. Churchyard – the gravestone inscriptions in the graveyard are being worn away. There is a national project to record gravestone inscriptions and it was suggested that the youth centre might like to make up a team of 4 – 6 people to record all the legible gravestones in the cemetery. This could be put together with stone masons and landscape gardeners to train the young people on how to repair the gravestones and improve the graveyard. Gary said that he would help to promote this opportunity – it was suggested that possibly the ‘Riddle Bequest’ funds could be used to buy in the expertise.

AXBRIDGE TOWN COUNCIL Axbridge Town Council Administration & Finance Advisory Committee – Minutes for meeting to be held Monday 8th October, 7.30pm – held at 2 Woodview Road, Cheddar. 1. Apologies - None 2. To consider the monthly report on the accounts – Awaiting bank reconciliation. 3. VAT – the next VAT return is due on the 31st October 2007. 4. Insurance – war memorial – A valuation request has been sent to Mr M Orchard

for replacement cost. 5. External audit –the annual return – There were two outstanding queries. The

first was if all members had signed up to the 2002 Code of Conduct – copies of the members forms were sent to the Auditor. The second was on the Public Works Loan board payments. The amount of loan outstanding had been queried and the annual return figure for total borrowings had subsequently been amended to take account of the last capital payment made

6. Annual report – The annual report should include the Mayor’s annual assembly

speech, a budget summary report and a short report by category or committee. Mike Taylor will pull this document together.

7. Grants to be awarded – The committee agreed grants from the grant funds to;

Vitalise £50, Victim Support £50, Citizens Advice Bureau £50 and Dorset & Somerset Air Ambulance £100. It is PROPOSED that these grants be awarded by the Council.

8. Budget for 2008/09 – the draft budget was discussed by the committee. Mike

Taylor will issue revised draft for Council approval. 9. Asset Register review – There will need to be a thorough review of the Asset

Register, in particular the current valuation of Assets. This will be an agenda item for the next committee meeting.

10. Changing Rooms accounts – Mike Taylor will discuss with Pauline Ham the

accounts management information. 11. Fire safe – it was agreed to purchase 1 x Phoenix Fire File at a cost of £519

+VAT. The clerk is to investigate methods of payment. 12. Income Tax – the clerk has written to the Inland Revenue requesting relevant

paperwork in order to issue the funds of £382.80, which is the outstanding income tax payable for Mr M Campbell.

AXBRIDGE TOWN COUNCIL 13. Parish Plan – after settling all outstanding costs the balance of the account

£467.95 has been transferred to the Youth Shelter project. 14. Issue of Standing Orders, Code of Conduct and Financial documents to

councillors – the committee reviewed the draft copy of the 2007 Standing Orders which had incorporated the revisions previously made by Council. The index should include 3 appendices; Code of Conduct, Remit and Financial Documents. These documents would be issued in stages to all councillors in hard copy.

15. On-line banking – The clerk is to investigate how selective on-line banking can

be. It will need to be possible to view on-line bank statements and transfer funds between accounts, but not to be able to make payments.

16. Purchase of premises for Town Council office/meeting room/store – a

Confidentiality Agreement has been signed. 17. Short term funding of recreational land purchase – borrowing approval needs to

be agreed by Council first. Funds can be released in a week. The agreement usually lasts no longer than 6 months and would therefore need to be renewed twice a year.

18. Childcare payments – an initial figure of £500 has been allocated in the budget.

It will be necessary to establish what level of childcare can be paid for by the Council eg; Babysitter or registered child carer.

19. Quality Council – the clerk is working towards being able to allocate one

morning a week to training and setting up all the necessary systems for Quality Council status.

AXBRIDGE TOWN COUNCIL Grant applications £350 in budget Organisation Donation

2006-07

Suggested for 2007-08

Dorset and Somerset Air Ambulance £100.00 £100.00 Vitalise (holidays for disabled people and carers)

£25.00 £50.00

Victim Support Somerset £25.00 £50.00 Sedgemoor Citizens Advice Bureau £25.00 £50.00 Relate £25.00 Age Concern £25.00 Farmers’ Market N/A - referred

to Chamber of Commerce

AXBRIDGE TOWN COUNCIL

Actual Budget To-end

Sep Estimate Budget

2006/200

7 2007/200

8 2007/200

8 2007/200

8 2008/09 General Account PAYMENTS Rev enue Expenditure Clerk's Salary & Tax 12351.17 13200.00 6910.67 14100.00 16000.00 Additonal Salary - Quality Status 600.00 0.00 600.00 0.00 Admin. Expenses 1339.57 1800.00 713.12 1800.00 1800.00 Insurance 1394.69 1470.00 1439.90 1470.00 1600.00 Changing Rooms loans repayments 7800.10 7800.10 3900.05 7800.10 7800.10 Promoting Axbridge 2262.06 1000.00 273.92 1000.00 1000.00 Education 265.00 200.00 20.00 200.00 200.00 Town Hall Charges 1000.00 1000.00 0.00 1000.00 1000.00 Allotments (rent & maintenance) 185.00 320.00 77.50 320.00 320.00 Auditors' Fees (Basic) 471.50 660.00 89.60 500.00 600.00 Adverts 0.00 100.00 0.00 100.00 100.00 Mayor's Allowance 1000.00 1000.00 1000.00 1000.00 1000.00 Town Crier's Honorarium 100.00 100.00 100.00 100.00 100.00 Child Care 500.00 Cemetery maintenance 1839.43 1850.00 786.16 1850.00 1900.00 Furlong grass & hedge cutting 3153.65 3600.00 1179.30 3600.00 3600.00 Maintenance Contract 3000.00 0.00 1200.00 3000.00 Changing Rooms Manager 1153.38 1650.00 123.20 1000.00 2000.00 Changing Rooms Build Fund 0.00 0.00 3702.69 0.00 Play area & Furlong repairs maint. 2150.24 2100.00 549.95 2100.00 2200.00 Play area & Furlong litter & bins 1198.08 1250.00 0.00 1250.00 1400.00 Play area inspection 92.00 80.00 70.00 80.00 Subscriptions 543.55 500.00 419.39 450.00 500.00 Elections 0.00 700.00 132.62 132.62 800.00 Grant from SCC to Town Hall 1667.00 Past Mayors Badges 350.00 Furlong lease 165.00 165.00 82.50 165.00 165.00 Sundry 0.00 100.00 0.00 100.00 100.00 Football Goal Post (from RTL2 fund) 900.00 900.00 Total: 40481.42 44245.10 18767.88 46520.41 47685.10 Capital expenditure Pitch remodelling 0.00 0.00 0.00 1600.00 Play area equipment fund 0.00 1000.00 0.00 1000.00 1000.00 Play area seats and bins 0.00 0.00 0.00 250.00 Play area safety surface 0.00 0.00 0.00 0.00 500.00 Play area fencing 8388.51 Play area "Baboon" equipment 10245.00 Play area Springy Toys 992.00 992.00 Street Lights 0.00 2500.00 0.00 5000.00 2500.00 Parish Plan 1161.51 0.00 93.45 467.95 Axbridge Design Statement 500.00 Footpath to cemetery 0.00 0.00 0.00 600.00 Benches (Grant aided by SCC) 0.00 0.00 853.35 1667.00 War Memorial Cleaning 263.00

AXBRIDGE TOWN COUNCIL Jubilee Hedge planting 472.50 160.00 0.00 160.00 Webcam for Square 700.00 0.00 0.00 Town Hall Notice Boards 500.00 0.00 500.00 200.00 Boundary Marker stones 1000.00 0.00 1000.00 1000.00 Storage cabinet - fireproof 1000.00 0.00 1000.00 Youth Shelter 700.00 0.00 1700.00 Cricket Nets 0.00 375.00 Kissing Gate 0.00 300.00 Regalia - improvements 500.00 Computer Equpiment Fund 500.00 Axbridge Chambers feasibil ity 1400.00 Total: 20530.52 7560.00 1938.80 16611.95 8100.00 Grants Town Trust planters 300.00 300.00 300.00 300.00 300.00 Town Hall grant 3640.00 3640.00 0.00 3640.00 3640.00 Town Hall paintings restoration 0.00 1000.00 0.00 1000.00 Xmas lights & trees 877.16 700.00 0.00 700.00 750.00 British Legion 75.00 75.00 0.00 75.00 75.00 Youth Fund 0.00 200.00 0.00 200.00 200.00 Various - Regular (Type A) 225.00 350.00 0.00 350.00 350.00 Varoius - Misc.(Type C) 0.00 200.00 0.00 200.00 200.00 Total: 5117.16 6465.00 300.00 6465.00 5515.00 VAT paid 4592.76 535.66 Total Payments: 70721.86 58270.10 21542.34 69597.36 61300.10 RECEIPTS Precept 37500.00 46000.00 46000.00 46000.00 Lloyds Bank Interest 476.23 300.00 246.76 400.00 350.00 Cemeteries 1092.00 300.00 710.00 710.00 400.00 Allotments rent 195.00 180.00 200.00 200.00 200.00 Amenities grant 2779.42 2400.00 1419.78 1419.78 1000.00 C. Rooms loan grant 7800.10 7800.10 3900.05 7800.10 7800.10 Donations to Newsletter (Oyez) 55.00 0.00 20.00 40.00 40.00 CAF Grant (Walks leaflet printing) 922.00 Play area grants 17633.51 0.00 0.00 0.00 RLT2 fund 900.49 Community Grant 2006/07(CC) 1667.00 1667.00 1667.00 Youth Shelter grant from Crimebeat 1000.00 Past Mayors Badges 100.00 10.00 10.00 Shortlands rent 60.00 60.00 60.00 60.00 60.00 Sundry 0.00 0.00 10.00 10.00 VAT refunds 5924.60 769.15 Total Receipts: 77204.86 57040.10 55903.23 58316.88 9860.10 Summary of General Account Opening Balance 13535.94 20018.94 20018.94

AXBRIDGE TOWN COUNCIL Total Receipts 77204.86 55903.23 58316.88 Total Payments 70721.86 21542.34 69597.36 Add transfer from Ch. Rooms Build Ac. 3702.69 3702.69 Closing Balance: 20018.94 0.00 58082.52 12441.15 PRECEPT (General Account) Estimated expenditure 61300.10 Less Estimated Opening Balance 12441.15 Less Estimated income 9860.10

Shortfall 38998.85 Plus Working capital 7000.00

Precept required 45998.85 Note: All other accounts are restricted or are planned to balance.

AXBRIDGE TOWN COUNCIL Axbridge Town Council Finance Report – October 2007 Bank Accounts Account Name £

Lloyds Business Account 49,511.5

7 Lloyds Current Account 8,153.45

Giro Deposit Account (Pageant Fund) 3,435.60

Reserves Account 5,018.23

Total: 66,118.8

5 Council Accounts Account £

General Account 58,353.9

4

Changing Rooms Operating Account -636.06

Showcase Account -286.66 Changing Rooms Build Account 0.00 Changing Rooms Maintenace Fund 5,018.23 Town Crier's Fund 233.80 Pageant Fund 3,435.60

Total: 66,118.8

5 Receipts since last meeting From For Value Sedgemoor District Council Precept (second 50% payment) 23000.00 Sedgemoor District Council Amenity Grant 1419.78 George Will iam Burial fees 142.00 Parochial Charities Donation - Changing Rooms 3900.05 Various (Showcase) Street Market income 200.00 Butcombe Brewery (Showcase) Sponsorship 100.00 Payments made since last meeting for ratification To For Value

David Jones (general account) 30% deposit for repairs to Church Clock 570.00

Payments for authorisation To For Value General Account: Mrs V Brice Clerks salary and exp (Sept) 814.67 Mr D Hogarth Furlong Manager (October) 123.20 Post Office NI and Tax (September) 151.94 Mr M Taylor Reimbursement - padlock 20.02 Somerset County Council Pension contribution (September) 195.50 Somer Direct Ltd Ink cartridges 27.54 G B Sport and Leisure Play area repairs 194.46 Sedgemoor District Council Underlease - Furlong Field 41.25 LTSB Commercial Finance Ltd Printing of OYEZ (Sept) 43.50 Somerset County Council Rent for allotments (March-Sept 07) 77.50 Mr R Hembrow Grass Cutting (Sept) 329.16 Vodafone Council's telephone (October) TBA Fairlands Middle School Photocopying (July/Aug/Sept) TBA (Showcase account) Ford Bros Road signs 94.00

AXBRIDGE TOWN COUNCIL (Changing rooms a/c) EDF Energy Electricity 36.00 ------------- Total: 2,148.74

AXBRIDGE TOWN COUNCIL Report of Highways Advisory Committee held FRIDAY 5TH. OCTOBER at 50 West

Street at 18.30

1. Present: Cllrs. Isaac, Passey, Hamblin, Scott, Gall 2. Apologies for absence Cllr. Taylor 3. Future Chairman It was agreed that Cllr. Isaac would chair future

meetings, with Cllr. Passey acting as “secretary” 4. Street lighting

• The Committee recommends that full Council RESOLVES to confirm the allocation of funding notified to the Sedgemoor Area Working Panel in respect of the project to light and improve safety on the Church steps

• Light pollution issues: a. A Policy has been requested from SCC b. In response to comments about overbright lighting in Mendip Way,

the Clerk will be advised on a suitable response by Cllr. Passey. • Repairs:

a. Houlgate Way work is presumed to be completed. b. Cheddar Road requirement for repair has been requested.

5. Meetings • A38 Joint Parishes meeting – notes of this meeting had been received.

There are no further major developments as more detailed data was still being collected.

• Two meetings called by SCC to discuss the A38 improvement project had been cancelled “due to lack of support”

• Members would be happy to attend a proposed meeting with AAG on 16th. October once details of time and venue were confirmed. This would be a next step in the proposed Traffic Management Consultation.

6. Footways/PROW issues • Old Butcher’s yard footway was still not complete, but Helen Vittery from

SCC would be attending the meeting on 16th. October and would be tackled again on this subject.

• SDC had been informed about the general poor state of the PROW from Jubilee Road to Marron Close

• Costain had been asked to temporarily re-instate Portmeade Drove at the Cheddar end.

• Nursing Home footpath – the committee recommends that Council RESOLVES to provide Axbridge Action Group with recent correspondence concerning the closure of the Nursing Home “through route” and to caution it about the tone of some of the letters. If still required a joint Highways Committee/AAG group could be arranged.

7. Signage issues • – David Parkin (Sustrans) has completed the Strawberry Line way-

marking through the town. Clerk will be asked to thank him. • A – survey of other signs in town is underway – with a view to possible

“de-cluttering”. 8. Street furniture issues

• West St. Bench a. The committee recommends that Clerk should write to Mr Ware

explaining that this project must now be completed. Clerk should also discover Ford Bros.’ timetable for this work.

AXBRIDGE TOWN COUNCIL • Town Markers update – Clerk will update at full Council meeting. It was

proposed to recommend to APAC that the unveiling ceremony be conducted by representatives of the two local sponsors of this work – Bardons and Yeo Valley Dairies.

9. Lengthsman update – the contractor schedule is being drawn up by Personnel to go to full Council for approval.

10. Street re-surfacing – SCC has been asked for detailed criteria for such works as the re-surfacing of Parkfield.

11. HGV pinch point consultation – action will only be taken on this if the SCC request applies to Axbridge roads or streets. Cllr. Passey to respond.

12. Car parking fees and charges – It was felt that no response to the present proposals would be effective. That change would only come about in the event of “decriminalisation” of parking. The cost of annual tickets should be publicised in “Oyez”.

13. Items for future discussion – There is a problem with horizontal cracks in the retaining wall at the north-west end of Horn’s Lane. Clerk to be asked to inform Highways (PP).

14. Date, venue, time of next meeting – To be agreed


Axbridge Community Allotment Proposal Prepared for: Axbridge Town Council August 2007 Prepared by: Mark Liebman and Sarah Laborde Flat 1, 5 West Street Axbridge Somerset BS 26 2AA T +44 (0) 1934 733 440 Mob +44 (0) 782 884 7298

EXECUTIVE SUMMARY This is a proposal put forward by 2 residents of Axbridge for the development of an Axbridge Community Allotment. The proposal is based in part on the Gordon Road Community Allotments in Easton, Bristol. The Easton Community Allotment has been a great success and has enabled many different groups who often have no contact with each other to form a relationship based on learning, growing organic vegetables and a desire to meet more of their basic needs from local resources thus reducing their food miles and eco-footprint. This proposal by 2 Axbridge residents seeks Council support for the creation of a community allotment. While Council has a programme for the provision of allotments to individuals there is l ittle opportunity for the Axbridge community to work together to produce some of their own food. Due to some demand for allotments the current wait for a Council allotment is l ikely to be more than 1 year. What is a Community Allotment? It is simply one large allotment that is managed by the community in a democratic manner. The community would participate and plan the allotment jointly and then manage it accordingly. Why a Community Allotment for Axbridge? Axbridge is an outstanding town which has a close knit and committed community. We think that the local residents already have an interest in producing some of their own food and supporting the idea of local produce viz the Farmers Markets. Axbridge is already a Fair Trade Town and is l ikely to want to support such a venture because it has the potential to strengthen the community and enhance the long term sustainabil ity of the Town. Why have a Community Allotment? It wil l let many of the members of our community work together and enable new friendships to form. It wil l enable many of the younger members of the community to benefit from the experience of many of the older residents of Axbridge. It wil l enable young and old to work alongside each other. It wil l enable those who want to contribute only a l ittle or within their physical abil ity to do so without having the burden of managing a whole allotment. Thus the community can share the work load – especially at holiday time.

AXBRIDGE TOWN COUNCIL It could form a base from which to foster a culture of learning. This could potentially grow to include school children and adults alike. It may enable permaculture courses or organic farming to be taught locally. It wil l enable a more diverse range of produce than could normally be grown by any individual allotment It wil l enable many old varieties of fruit and vegetables to be grown helping to preserve some of the biodiversity and richness of the local area. These species are not the ones to be found in any supermarkets but are most often the tastiest, healthiest and ugliest. Reducing our food miles is critical to the future well being of our planet. This project wil l enable Axbridge residents to meet more of their needs from local resources, reducing the need to import food and the water and energy inherent in that imported food. We are aware of the limits of what can be produced on limited land however feel that every food mile reduced is one step in the right direction. What do we want from Council? We need Council ’s help to obtain reasonable access (not ownership) to suitable land and as a vehicle through which the allotment can obtain seed funding. Alternately a charity or non-profit organisation could be established. What are the proponents will ing to do? We are willing to help get the project set up and to prepare relevant grant proposals. Mark Liebman is an experienced Water Engineer who has been successful in obtaining grant funding for community based water projects in Australia. Once the allotment is established it is envisaged that the community will actively manage it in a democratic manner.

AXBRIDGE TOWN COUNCIL Axbridge Town Council Personnel and Protocol Advisory Committee Report from the Committee for October 2007 Council meeting. The committee has not met officially since the last report but work on the following is continuing. Clerk’s contract of Employment. A revised version is to be circulated to committee

members for comment before the next committee meeting. Clerk’s hours. Committee members have been looking at the number hours

worked by the clerk. It has been necessary to pay additional hours on a regular basis and it was felt that the council should consider increasing the number of hours specified in the clerk’s contract to consolidate most of these additional hours into the contract. The additional hours paid would then be minimal.

The proposal is to pay for the clerk to work 68 hours per month (an increase

of 4 hours) and alter her contract to reflect this increase. There would be a slight increase in holiday pay and it is proposed that the new contract would be effective from 1st October. (Agenda item)

Furlong, Changing Rooms and Play Area Manager. The contracts have been

signed. General Maintenance Contract. Committee members have agreed a contract

which is to be circulated to councillors for consideration at the next council meeting. (Agenda item)

The council also needs to agree that the contract is advertised. (Agenda item)

Award for Service to the Town Council. It appears that “Alderman” and “Freeman”

have specific meanings and the terms perhaps should be avoided. The committee will consider the options.

Accessibility of rooms for Council Meetings. The committee is considering the

need to have an accessible room for meetings of the council and standing committees to comply with the Disabilities Act. The school and the main hall in the Town Hall are options.

The next committee meeting will be on Monday 22nd October at 5.00pm in the Council Chamber. MT(25/09/2007)

AXBRIDGE TOWN COUNCIL 3rd Draft


MAINTENANCE CONTRACT

[Name of Contractor]

CONTRACT : You are contracted by Axbridge Town Council. RESPONSIBLE TO : You will report directly to the nominated Councillor as set out in your letter of appointment or if he/she is unavailable, to the Town Clerk. REMUNERATION :- On submission of monthly invoices you will be paid £…………….per hour. DATE OF COMMENCEMENT: PLACE OF WORK: Within Axbridge Town Council’s Parish JOB SPECIFICATION: Your duties are as set out in the Schedule of Works to be carried out. The Council reserves the right to require you to undertake such further duties as of a similar nature it may reasonably require. HOURS OF WORK : You will be contracted to work 16 hours per month. A detailed worksheet should be attached to the relevant monthly invoice. and should be signed off by the nominated Councillor You may be asked to work such additional hours as are necessary to perform your duties effectively. These hours will be paid on receipt of your monthly invoice and submitted in the usual way.

AXBRIDGE TOWN COUNCIL You are also required to work in a flexible manner and to respond constructively to any proposed changes in your duties. HEALTH & SAFETY: It is a condition of your employment that you work in a safe manner at all times creating an environment that is free from injuries and accidents for all Council employees, contractors and members of the public. You will provide all personal protective equipment fit for the purpose of this contract. All tools/equipment will be supplied by you. Relevant certification in respect of the tools/equipment used must be supplied to the Council annually. The Council do not accept any liability for the loss or damage of personal equipment or tools/equipment. All relevant licences for works to be carried out must be held by the Contractor. INSURANCE : You must provide such insurance (including public liability up to £5 million) which indemnifies and keeps indemnified the Council against all claims in respect of loss of or damage to any property, land equipment or chattels, claims of injury to any person (including death) DURATION & TERMINATION: The Contract will be awarded for three years with an annual review of the work schedule and contract prices. Notice of terminating the contract will not be less than one month prior to the annual review date. Within the three year contract either party may terminate the contract with two months notice.



ACCEPTANCE OF CONTRACT FOR GENERAL MAINTENANCE Within the Parish of Axbridge

{Name of Contractor}

I accept the terms set out in the attached Contract and Schedule of Works to be carried out and will commence the contract with effect from …………….. Signed………………………………………………………………………… CONTRACTOR Dated:…………………………………………………………………………… Signed on behalf of Axbridge Town Council ……………………………………………………………………………………. Dated :……………………………………………………………………………

AXBRIDGE TOWN COUNCIL FINAL DRAFT

SCHEDULE OF WORKS TO BE CARRIED OUT

TYPE OF WORK:- General Maintenance SITE : Within the Parish of Axbridge, Somerset Ref No: Job Description

Time Scale Location/Comments

1. Mow , seed and tend grass

As and when required Areas within Parish which are not covered by Sedgemoor DC. Occasionally cut cricket Square on Furlong.

2.Clear footways, clear fallen debris from trees and overgrown hedgerows.

As and when required Enclosed pathways between houses Eg……………..

3.Rake up leaves Autumn months W here required 4.Strim around benches and other structures

As and when required Places within the Parish and not serviced by Sedgemoor DC.

5.Hedge cutting – sides and top

As and when required W ithin the Parish

6.Report damage to trees, benches, boundary fences and property of the Town Council

As and when necessary

W ithin the Parish

7.To assist with any painting/decoration/and preservation works on Town Council Property

As and when required Eg. Changing Rooms - benches

8.Sweep/clear Church Steps

As and when required Parish Church of St John the Baptist.

9.Maintain and clean area around W ar Memorial

Prior to Remembrance Sunday and

10.Keep weeded and watered flower planters and balcony boxes.

All Year Town Square and Town Hall balcony

11.Litter picking All Year W ithin the Parish 12.Graffitti removal As and when necessary W ithin the Parish


SOMERSET SHOWCASE COMMITTEE DRAFT MINUTES of the MEETING HELD ON WEDNESDAY 19TH SEPTEMBER AT

8.00 P.M. IN THE COUNCIL CHAMBERS, TOWN HALL, AXBRIDGE. Present: Councillors:- M Taylor (ex-officio), Mrs K Browne, B Hamblin, Mrs E.Channon, Linda Krause-Davies, Andy Matthews, Mrs J Trotman, Mrs L Scott, and D.Bratt. Also Mrs Carole Hamblin. MINUTES 1. There were no apologies 2. The minutes of the last meeting were agreed on and signed *******************************Public Participation************************************

Mrs Carole Hamblin gave a final update on the Street Market – which had 40 stalls and generated £200 of income to the Showcase, which the Chamber of Commerce was happy to donate to the Showcase. It was a a very popular and successful part of the day. *****************************************************************************************

3. Showcase 2007 • Outstanding Items: There remain some outstanding invoices to be paid –

namely: St John’s Ambulance, the Fireworks and Moneygivers for programme printing. Money not yet received in includes the sponsorship from Butcombe of £100.

• Debrief of Showcase 2007 • NEGATIVE

• Getting the fliers produced did NOT work this year and their value as a publicity aid was fairly limited. There ensued a discussion on format for future fliers etc with the suggestion from LKD being that they be DL format with less logos. This was discussed before and it had been agreed that they would be DL this year, however the change to A5 was instigated by the Sedgemoor art department due to the amount of information to be contained on them. Although the suggestion that the logos be limited to use on the programme there was some concern expressed that sponsors’ logos should be used as much as possible as this is one of the things that attracts them – and we did raise around £900 in sponsorship on that basis this year. We need to improve publicity next year, especially in the local area as the band ConnecTion commented that no-one in Mark or Wedmore seemed to know anything about it. We could better leaflet the area earlier.

AXBRIDGE TOWN COUNCIL • A complaint was received about the excessive number of jewellery stalls

from a stallholder. Should we impose a limit on jewellery stalls and Charity stalls? However we do have to sell our stalls so can’t afford to be too choosy – we could inform jewellery stalls if it was looking like there were going to be a lot of them.

• The Town Hall toilets were an intermittent problem – but it believed that they have now been repaired.

• It was nice that there was a choice of refreshments available. • At Compton House, although several events took place up there - there

didn’t seem to be any “pull” from there to help get people up and down there. It had been hoped that the cream teas for the Mayor would guarantee an audience for the Axbridge Singers, but as the Mayors were entertained inside, this was less successful than hoped, and it has been suggested that these be served on the terrace or lawn next year. Axbridge Singers would like to perform in the Square as well next year – due to lack of audience at Compton House

• There is still not enough for the Carnival Royalty to do. • The Farmers’ Market Stall Holders stayed all day better this year but

didn’t feel they sold as much in the afternoon as to make it worth their while – could it be better advertised that they are actually there all afternoon. Also the state of the Farmers’ Market canopies was commented on.

• Parking • Houlgate Way got congested. There No indication of where the

parking is from the West end of town and people were giving up and going home – losing us visitors. Would it be possible to get permission to use the field below Compton House next year?

• No “Free parking” today signs in Meadow Street Car Park. Since the Fun Day are allowed to advertise the fact on the day, could we ensure that next year we can too?

• Not enough Disabled Parking/Access. Could we extend the road close area eastwards next year and set aside one side of the street for Disabled Parking?.

• Apparently some people coming into Axbridge from Cheddar reached the barrier without actually realising that there was no through route until getting as far as the barrier and it was suggested that a further sign (ie road ahead closed" earlier on may assist.

• Evening Entertainment • There was a complaint about fumes from the waltzer blowing towards

the food market & butchers – which also caused the Pig Roast & BBQ to be moved over to the Town Hall in the evening. Had this been pointed out early in the day when the market was being set up it is possible that the generator could have been better sited. BBQ not worth while – Pig Roast was according to Sports & Social. However if they don’t do the BBQ, Moorland Farm have offered to. The Waltzer must have made a lot of money too, and it would be nice if he made a donation to the Showcase (EC to investigate).

• Various comments were made both at the time and since about the lack of seating – tables and chairs – in the evening. Could we maybe

AXBRIDGE TOWN COUNCIL hire some next year? Or at the very least make sure people know that they need to bring their own

• Minor problems with the Band Electrics and setting up led to a very quiet patch both when the disco is on when nothing seems to be happening outside, and also between the two bands.

• The Jazz Band, although very good, were not well received, and didn’t generate much by way of audience or atmosphere. Not everyone loved the rock band either – they seem to have been less popular with the younger audience. They did seem to have plenty of people dancing and enjoying themselves by the end of the evening, and played several encores, above and beyond what they’d been booked for.

• These items were discussed, and it was suggested that the Jazz Band is actually not necessary and maybe we would be better off if we could combine the budget for both bands, get a bigger band and have two sets. The Wurzels? We have to book a band much earlier on in proceedings next yet to guarantee getting someone decent too.

• Location of Fireworks – need to be higher, and Town Hall light needs to be turned off. Alternative venues are to be looked at. Also local residents by where the fireworks are to be set off would appreciate being informed, especially those with livestock.

• Too few people to clear up afterwards – which was done by JT and her husband, with some help from Claire Baptiste and another lady. An hour on hands and knees was not much fun.

• POSITIVE • The static engines made a nice change, and the people involved with

doing them would be more than happy to do that again in future years.

• People enjoyed visiting the Methodist Chapel • Getting the Showcase on Points West was fun, but also generated

publicity and did attract visitors – several people came just because of that.

• Axbridge in Bloom went down very well with the participants and winners, and several people have commented that they would like to get involved or enter if it happens again.

• The Town Hall was cleaned up very well after the Children’s Disco for the Harvest Home – thanks were given to JT and EC for this.

• The Beer Festival was very good • The Mayor’s lunch was very good and very well received, and was a

marked improvement on that of the previous year. It was good food at a good budget.

• The Street Magician (Dan Brazier) was very popular again this year • Comments have been received that this year’s was the best

Showcase ever. • Thanks were given to the Chairman for organising the event and

being very efficient. • Letters of thanks have already been sent to:

• The Guides • Peter Scott • The Police • A general one to the letters pages of the local papers

AXBRIDGE TOWN COUNCIL • Further letters to be sent to:

• The Almshouse • Sue Moore @ Broadway House • Compton House for the Mayor’s Cream Teas • Chamber of Commerce for the Street Market • Town Crier + a donation of £10

4. Showcase 2008 • The Chairman of the Committee announced her intention to stand down as

Chair, and it was felt the end of 2007 would be a good date for this, allowing the 2007 Showcase to be wrapped up properly. Mrs E.Channon also informed the committee that she would no longer be a member and would attend no further meetings having been involved ever since the Showcase began.

• The Committee were asked to give thought as to possible successors from within the ranks, or from the Town Council and this will be put on the agenda for the next meeting. If no-one volunteers then this matter can be taken to full Council at the next appropriate meeting.

5. Date of Next Meeting • The date of the next meeting was not set but will be done shortly.

AXBRIDGE TOWN COUNCIL Axbridge Town Council/Town Trust Joint Committee

Draft Notes from the meeting held Monday 24th September 2007

Present: Town Council. M. Taylor, Mrs P. Ham, Mrs K. Browne, Mrs E. Scott Town Trust. R. Parsons (chairman), J. Lukins, M. Anderson Town Hall Manager – Dennis Bratt Notice Boards The Council representatives proposed that we increase the area of notice boards on the town hall and replace with new, to be paid for by the Town Council.

• The existing notice boards on the front of the town hall are no longer big enough to reasonably display the notices posted on them.

• The conservation officer would be happy for 4 boards to be placed on the front of the building. The Town Council suggested these could be 2 open and 2 covered and lockable. These would need to be in keeping and not spoil the exterior of the town hall.

• An alternative position would be a free standing board by the phone box on the opposite side of the Square, in addition to the existing town hall boards. The conservation officer would be happy with this site.

• The Trust representatives at this meeting agreed to a meeting with Cllr Paul Passey to look at the various options. Cllr Passey has been investigating prices, suppliers and types of notice boards.

• In the long term the Council is hoping for two new bus stops at each end of town and these would incorporate additional notice boards.

• Axbridge has been awarded a Fair Trade certificate which we decided could be displayed in the foyer of the town hall until additional outside boards are available. Cllr Passey will discuss this at his meeting with Trust members.

War Memorial The Trust was happy to agree that the land belongs to the Trust but the war memorial is not its responsibility. The Council has, therefore, taken on responsibility for the care and maintenance and is looking to insure it. At the moment the area is being kept tidy by the person who tends the planters in the Square. If a lengths man is appointed by the Council this could be a task he might be asked to undertake. Church steps and railings The Trust agreed to the Town Council’s planned work to improve and make safe the church steps’ railings and to provide additional lighting at the church steps and on the path leading to the youth club. As part of these improvements the Trust agreed to the removal of the spikes from the railings on the east side of the memorial plot. This work is subject to planning permission. The Square


• The disabled bay is not yet legally enforceable but this will happen in the new year. Although the space is currently occasionally being used incorrectly it is encouraging to note it is also being well used by disabled drivers.

• Parking in the Square continues to be an issue. We agreed to remind the PCSO of the need to patrol.

• A ticket system for parking in the Square cannot be considered until parking in the Square is decriminalised. At such time Sedgemoor or Somerset could oversee it with the car parks.

Storage of Modern Archivist Materials The Town Council’s recently appointed modern archivist needs a filing cabinet to store items that are amassing rapidly. The Trust agreed, in principle, it would be possible to fit one more filing cabinet in the small room off the Council Chambers. They will put this suggestion to the full Town Trust committee. If the proposal is acceptable we agreed that details of our requirements and available space can be discussed between Cllr Passey and the Trust at the same time as the notice boards. Council Chamber

• Accessibility: The Town Council has a statutory responsibility to hold meetings in a room that is accessible to all. The Council Chamber does not offer this facility. The Town Trust will consider making the main Town Hall room available to the Council on Monday evenings. We all feel it is important that the Town Council continues to meet in the Town Hall.

• Lighting, ventilation and curtains: It is planned that two more chandeliers are going to be fitted in the Chambers, to match the one already in place. We discussed the possibility of opening the window to improve ventilation. The Trust will look at the possibility. The Trust does not feel curtains are necessary in the Chamber. If the Council is to hold meetings downstairs in future the need to prevent the draft is not relevant.

• Painting renovations: the Council is still holding £1000 in the budget for a grant towards the renovation costs. The Trust will discuss this at their next meeting. Most of the pictures have now been renovated with the exception of the picture on the wooden board by the door. Future renovation work will include the longcase clock, for which the Trust has received a quote of £750 , and the external clock workings. Also, long term the mace is going to need some expensive silverwork renovation.

Fire Safety The fire officer has visited the town hall and the Town Trust acknowledges the need to carry out fire risk assessment as a priority. The Town Council will be kept informed. Town Trust Business Plan

AXBRIDGE TOWN COUNCIL The three year business plan includes redecoration of the interior, a replacement kitchen hot cupboard and cooker hood, installation of acoustic panels, repair and electrification of the clock and redecoration of the façade. The total estimated cost for this is £11,550 (a very conservative estimate) and it doesn’t take into account the need for signage and improvements that will be required for the fire regulations. The Town Council representatives agreed to take forward a recommendation to the Council with reference to their grant to the Town Trust. Date of Next Meeting: Monday 28th January 2008.

AXBRIDGE TOWN COUNCIL Correspondence – October 2007

SDC = Sedgemoor District Council SCC = Somerset County Council Axbridge Promotions and Advisory Committee

� SCC – Town Marker agreements – signed copy received � Community Council for Somerset – free workshops on Information and

Communication Technology – 8th November – displayed on notice board

Administration and Finance

� Silencing of bells – general correspondence following Council’s decision � HM Revenue & Customs – Free Business Advice Open Day – 8th November � Product info – Staples and Somer � Somerset County Council – pension fund report

Leisure and Recreation (inc changing rooms)

� Clarke Willmott Solicitors – correspondence re licence – signed appointment contract and confirmed draft conditions re removal of Changing Rooms if required at end of lease and paying costs of other parties

� Axbridge Saxons Football Club – request to meet re changing rooms and recreational land

� Sedgemoor Somerset by the Sea – What’s on? October 2007 Highways and Footpaths

� Somerset Road Safety Partnership – postponement of A38 Road Safety Workshop

� SDC – applications for road closures can be downloaded www.sedgemoor.gov.uk (follow link - service areas, legal and democratic and democratic)

� A38 Cross junction meeting – notes and press release � Axbridge Action Group – Community Ventures project application – towards

Street and Parking Options Appraisal � Local resident – incident at Townsend junction – registered with Committee

Cemeteries, Allotments and Open Spaces

� Ramblers’ Association – Letter expressing concern re SCC’s consultation paper on footpaths (Town Council already completed) and enclosing a Paths for People leaflet

� SCC – Information and advice re foot and mouth disease – notice displayed � Mendip Hills – agenda papers for AONB Service Partnership Meeting – 17th

October 2007 and email update � SCC – Somerset Heritage Roadshow on 13th October – notice displayed � Thatch magazine

AXBRIDGE TOWN COUNCIL Green/Recycling Issues

� Somerset Waste Partnership – update on the Partnership’s progress, including new collection zones in the future and possible enhancements to kerbside recycling – trials of plastic bottle and cardboard collection in selected areas in April 2008

� DEFRA – Guidance for local Councils on Ways to Tackle Climate Change General Correspondence

� Letter from member re fire safety issues – Town Hall � SDC – Information on its No Cold Calling Scheme

Dated: 10th October 2007