St. Briavels Parish Council
Minutes of the Parish Council Meeting held on 10th July, 2017
in the Assembly Rooms, St. Briavels at 7:00 p.m.

PRESENT
Cllrs. Chivers (Chairman), Clarke, Joyce, McFarling, Lounds, Rees and Walker. Mr. Hurley joined the Council after his co-option.

IN ATTENDANCE
County Cllr. Hale (8.00 p.m.) Clerk and 2 members of the public.

64. APOLOGIES
The Chairman informed members that sadly Cllr. Roger Stuart had resigned due to personal circumstances. His contributions to meetings and experience will be missed and his fellow Councillors expressed their thanks to him and wished him good health and good luck in the future.

65. DECLARATIONS OF INTEREST
Cllr. Chivers declared an interest in item 75.2 – accounts to be paid.

66. DISPENSATIONS
None received.

67. CO-OPTION TO THE COUNCIL
Standing Order 1.18 (which requires a show hands when voting on any question) was suspended to allow an anonymous ballot for this item.

Councillors considered applications from the following persons who had put their names forward for co-option (to replace Mr. Carss) – Miss Dorothy Burley, Mr. John Hurley, Mrs. Pamela Plummer. Following a ballot, it was resolved to co-opt Mr. John Hurley to the Parish Council.

With regards to replacing Mr. Stuart, the Clerk will notify FoDDC of the casual vacancy and follow the normal procedure. A note will be placed in the August edition of Village News regarding a possible vacancy to be filled by co-option. Once permission is given to enable the position to be filled by co-option, notices will be placed on PC notice boards.

68. FOR INFORMATION
Following a request from a member of the public for clarification to be provided to members regarding Declarations of Interest, Dispensations and Pre-determination (“closed mind”) matters, Cllr. Chivers proceeded to outline key points from the Council’s Standing Orders and Code of Conduct.

It was noted that the PC website needed to be updated and this would be done as soon as time allowed.

69. MINUTES OF PREVIOUS MEETING
It was resolved (6 voted in favour, 1 against and 1 abstention) to adopt, as true record of the meeting, the minutes of the Parish Council meeting held on 12th June, 2017.

There followed lengthy discussion regarding a number of points summarised as follows;
69.1 The Chairman clarified that in relation to item 51 – Installation of Safety Cameras – interests had been declared appropriately and had been checked with the FoD Monitoring Officer and GAPTC.
69.2 The accusation of predetermination in relation to this matter was unfounded.
69.3 Notes of the public meetings had not been published on the website. There is no requirement for this to be done as neither meeting was an official Parish Council meeting. However, notes of the January meeting had been provided to Councillors and a summary of the second meeting had been provided in the Clerk’s report to the June meeting.
69.4 It was noted that Mr. Tridgell had contacted Cllr. Chivers and was upset that his letter had not been mentioned at the last meeting. Cllr. Chivers has spoken to him and apologised for this oversight.
69.5 The issue of perceived harassment/legal action by people living near the proposed camera sites was brought up and it was explained that the cameras would be focussed on the road and would not be aimed at private property and that images could be redacted if necessary following a request for access.

70. PUBLIC QUESTIONS
A member of the public stated that he felt that interests should have been declared regarding item 51 and as such voting was illegal. Requests for votes at the public meetings had been ignored. Cllr. Chivers assured the member of the public that his comments would be looked into.

PMN: advice has been sought from GAPTC and it has been confirmed that interests were declared appropriately; that as neither public meeting was an official Parish Council meeting, requests for a vote on the matter were not appropriate and finally, there is no official requirement for minutes/notes to be produced and published. However, if the Parish Council feel they would like to publish some record of the meetings they may do so.

71. PLANNING
FOREST OF DEAN DISTRICT COUNCIL – to the following application was considered:

LPA Ref / applicant Location Proposal
71.1 P0056/17/DISCON
Mr N & R Johnson
Land at Bearse Farm, Bearse Common, St. Briavels Discharge of condition 06 (foul and surface water drainage) of planning permission P1278/15/FUL.
No objection

71.2 It was confirmed that during the remainder of July and August any planning applications received would be circulated by e-mail for response and provided there were no contentious issues the Clerk would take the majority view and respond accordingly. Decisions taken would be reported to the September meeting.

72. ONGOING ACTIONS
To receive reports on the following ongoing actions:

Minute & Date: Delegated to Details: Status:
52.5 July 2015 Cllr. Walker

Cllr. McFarling/ Cllr. Lounds Emergency Plan to be drafted.

Grit Bags – Cllr. Walker mentioned the use of fabric bags that she had seen in Somerset and said she would find out contact details if possible. Ongoing – Report back to September meeting.
Ongoing – Contact Highways to discuss the use of these bags which should prove more cost effective.
185 Feb 2016 Cllr Chivers A meeting had taken place with Mr. Johnson and his brother. The position of the way marker posts had been agreed. Ongoing – e-mail dates for the working party to install posts.
160 Jan 2016 Cllr. McFarling

Confirmed that the carriageway and footway are dedicated Highway. The grass/tarmac strip between carriageway and footway is the responsibility of Two Rivers Housing. Ongoing – obtain a copy of the contract between PC/Two Rivers and also a map of their holdings.
99 Sept 2016 Cllr. Walker To look into the options/costings of having Christmas lights in the village for 2017 – lights in the Castle Moat was a popular suggestion from the Get-together. New Action
190 Feb 2017 Cllr. Lounds PL written to parents/governors re. actions regarding placement of cones. Ongoing – Cllr. Lounds to feed back to the next meeting.
192 Feb 2017 Cllr. Rees
Clerk Find out whether it is possible to re-issue exclusive rights of burial where missing. Ongoing – clerical errors from several years ago are making this task difficult.
195.1 Feb 2017 Clerk Look into alternatives re. investing PC reserves. Ongoing – Clerk to speak to GAPTC when time allows.
196.3 Feb 2017 Clerk Dog fouling on the Playing Fields. The PC can apply for a PSPO. Ongoing – Clerk to contact FoDDC legal team.
217 March 2017 Cllr. Lounds Car Parking – put together a proposal following the site meeting. Ongoing
248.7 April 2017 Cllr. Rees
Cllr. McFarling Cemetery – draft tree management plan. Ongoing – noted that the trees were assessed 2 years ago.
23.3 May 2017 Cllr. McFarling Liaise with NCS re. treatment of the Japanese Knotweed on the Tump. Ongoing
48a June 2017 Cllr. McFarling/
Clerk Risk Management Review by September meeting. Ongoing
48b June 2017 Clerk Revise Asset Register by September meeting. Ongoing

48b June 2017 Cllrs. Chivers & Lounds Undertake a risk assessment of assets as soon as possible. Ongoing – CMcF to pass photos to PC & PL.
48c June 2017 Clerk Obtain prices for fire proof box – July meeting. Closed – see item 76.

49 June 2017 Clerk SBAR/AH Mediation – contact both Chairs and mediator. Closed

51 June 2017 Clerk Safety Cameras – write to SBAR to request permission to house the safety camera computer in the Assembly Rms. Ongoing
52 June 2017 Cllrs. Walker & Lounds Additional Safety Measures – personal safety alarms to be costed; explore whether lighting needs to be improved in and around bus shelters and encourage dog walkers to be a presence on the street at certain times of the day. Ongoing
53 June 2017 Clerk Village leaflet – cost for printing 1,000. Complete – see item 77.
55 June 2017 Clerk Co-option to Parish Council – contact interested persons. Complete
58.1 June 2017 Clerk Letter re. riparian landowners – reply to FoDDC. Complete
58.2 June 2017 Clerk Flood Warden – contact BW to ask for a role description. Complete
58.3 June 2017 Cllr. Chivers Conservation volunteers – find out what costs are involved. Ongoing

58.4 June 2017 Cllr. Walker Talk to Playing Fields Association re. the suggestion to install a tennis wall. Closed

73. REPORT FROM COUNTY COUNCILLOR
Cllr. Molyneux not present.

74. REPORTS FROM DISTRICT COUNCILLORS
Cllr. Hale reported that 31 applications had been received for funding for youth activity projects. It was noted that the Parish defibrillators needed to be re-registered which Cllr. Chivers said that he would action. He also mentioned that funding was available through the Community Safety Partnership to improve lighting for example.

Cllr. McFarling informed members that as the District Council had failed to reach an agreement regarding boundary changes, the decision would be left to the Boundary Commission. Cllr. Rees said that he would write to the Leader of the District Council, on a personal basis, to express his concern that a decision had not been reached locally.

75. FINANCE
75.1 Accounts paid were noted.

Inv
ref Chq
no Payee Purpose Auth Amount VAT
17/16 BACS Assembly Rooms Room Hire x 1 LGA 1972s.111 £33.00
17/17 BACS Communicorp Clerks & Councils Direct
Subscription LGA 1972S.143 £12.00
17/18
BACS
Ursula Deighton Clerk (May) Salary
Travel
Pens and Post-it Notes
Annual Subscription to Office 365 LGA 1972s.112(2)
LG(FP)A1963s.5
LGA 1972s.111
LGA 1972S.143 £469.50
£52.38
£4.50
£49.99

£10.00
17/19 BACS GAPTC Independent Auditor Scheme LGA 1972s.111 £174.30
17/20 BACS Richard Chuter Village Handyman
(May – 21 hours) LGA 1972s. 137 £215.00
17/21 BACS N. T. Sargent Grass Cutting LGA 1972s. 214 £456.00
17/22 300207 Forest of Dean Morris Men Part of £250 grant to support St. B. Celebration. LGA 1972s. 137 £120.00
17/23 BACS Came & Company Parish Council Insurance LGA 1972s.111 £371.57
TOTAL (inc VAT) £1,968.24

75.2 Accounts to be paid – Cllr. Rees chaired this item as Cllr. Chivers had declared an interest with reference to invoice 17/27 and therefore did not vote.

It was resolved to authorise the following accounts for payment. (Proposed Cllr. McFarling : Seconded Cllr. Walker : all in favour.)

Inv
ref Chq
no Payee Purpose Auth Amount VAT
17/24 BACS Assembly Rooms Room Hire x 1 LGA 1972s.111 £33.00
17/25 BACS FoD Road Safety Campaign Minute 144, 14/11/2016 refers LGA 1972s. 137 £50.00
17/26 BACS Ursula Deighton Clerk (June) Salary
Travel LGA 1972s.112(2)
LG(FP)A1963s.5 £469.50
£26.82

17/27 BACS Cllr. Chivers St. Briavels Carnival – stand fee. LGA 1972s.111 £15.00
17/28 BACS Richard Chuter Village Handyman
(June – 12 hours) LGA 1972s. 137 £120.00
17/29 BACS N. T. Sargent Grass Cutting LGA 1972s. 214 £456.00
17/30 300208 Djabot Drumming Group Part of £250 grant to support St. B. Celebration. See 74.5 below. LGA 1972s. 137 £50.00
TOTAL (inc VAT) £1,220.32

75.3 Financial Checks – Cllrs. Walker and Joyce confirmed that they had carried out the quarterly financial checks and all was in order.

75.4 Financial Position – the balances for the end of the first quarter, as at 30th June, 2017 were noted.

75.5 St. Briavels Celebration Grant – the total expenditure for this grant was noted as follows:
Printing – £58.00
FoD Morris Men – £120.00
Drumming Group – £50.00
Total – £228.00

75.6 Payments due in August – the process for making payments in August to Richard Chuter,
N.T. Sargent for grass cutting and the Clerk was agreed. The Clerk will enter the payments for authorisation as normal and report back to the September meeting regarding these payments.
(Proposed Cllr. Chivers : Seconded Cllr. Rees : all in favour.)

76. FIRE-PROOF DOCUMENT BOX
It was resolved to approve the Clerk’s recommendation for the purchase of a fire proof/waterproof safe for the storage of key documents and other items such as back-up media, spare keys, etc. at a cost of £49.99 + £3.95 delivery

77. VILLAGE LEAFLETS
Three quotations had been sourced by the Clerk to print 1,000 copies of the Village leaflet. It was resolved to accept the lowest quotation of £120 as this was from the company that has provided a quality service in the past.

78. LEAD COUNCILLOR REPORTS (where not covered elsewhere on the agenda)
78.1 Finance – Cllr. McFarling – nothing additional to report.
78.2 Governance & Staffing – Cllr. Rees recommended that following a review, on 8th June, 2017 of the Clerk’s role and performance to date, the Clerk should move to the next point on the pay scale. It was resolved to accept this recommendation which was proposed by Cllr. McFarling and seconded by Cllr. Lounds with all in favour. A note of thanks to the Clerk on behalf of all the Councillors was recorded.
78.3 Footpaths – Cllr. Chivers – nothing additional to report.
78.4 Highways – Cllr. Lounds to bring a proposal to the next meeting for a 20 m.p.h. zone along East Street to the School on the High Street.
78.5 Planning – Cllr. McFarling – nothing additional to report.
78.6 Emergency Planning/Snow Warden – Cllr. Walker – nothing additional to report.
78.7 Cemetery – Cllr. Rees circulated the results of the water sampling tests to date for information. A report would be produced after the 4th and final set of results have been analysed and this would be sent to the Environment Agency.
78.8 Amenities & Maintenance – Cllr. Chivers – nothing to report.

79. COUNCIL REPRESENTATIVES’ REPORTS
79.1 Playing Fields Association – Cllr. Walker }
79.2 Charles Lord Denton Almshouses Trust – Cllr. Rees } Nothing to report.
79.3 William Whittington Charity – Cllrs. McFarling and Joyce }
79.4 United Charities – Cllrs. McFarling and Joyce }

80. CORRESPONDENCE REQUIRING ACTION
80.1 Highways Customer Satisfaction Survey – Councillors to respond individually.
80.2 GAPTC AGM – Saturday, 15th July, 2017 at 10.00 a.m. Highnam Community Centre. Clerk to send apologies as no-one was free to attend.

81. MINOR MATTERS INCLUDING INFORMATION RECEIVED BY THE CLERK
81.1 A report of dogs yapping continuously should be reported to the Environmental Health Officer by the complainant.
81.2 A large number of nitrous oxide canisters had been collected from the area around the Castle. It was suggested that more anti-litter signs may be needed and also perhaps an anti-littering campaign could be carried out with School.

82. PUBLIC COMMENT – none received.

83. ITEMS FOR FUTURE MEETINGS – Clerk to organise replacement ‘authorisers’ for BACS payments.

84. DATES OF FUTURE MEETINGS

Date Time Meeting Venue Agenda items &
Dispensation requests by:
August 17 No Meeting
11th Sept 17 18.30 Parish Council Meeting Assembly Rooms 1st September
9th Oct 17 18.30 Parish Council Meeting Assembly Rooms 29th September
13th Nov 17 18.30 Parish Council Meeting Assembly Rooms 3rd November
December 17 No Meeting
NB: 18.30 for viewing of planning applications and talk to parishioners; 19.00 meeting commences.

85. FINANCIAL CHECKS
The following Councillors are required to conduct a financial check by the meeting date shown and report at the following meeting their findings.

Cllrs. Due date
McFarling, Lounds 9th October 2017
Chivers, Stuart 8th January 2018
Rees, Clarke 9th April 2018

Meeting closed at 9.10 p.m.