St. Briavels Parish Council
Minutes of the Parish Council Meeting held on 10th June, 2019
in the Assembly Rooms, St. Briavels at 7:00 p.m.

PRESENT
Cllrs. Chivers (Chairman), Burley, Hurley, McFarling, Plummer, Rees, Thomas and Walker.

IN ATTENDANCE
Clerk and five members of the public.

Before starting the meeting, the Chairman thanked the Councillors involved with the Get-together and the Carnival. He also suggested that the Clerk write to Mr. Joyce, Mr. Clarke and Mr. Hale to thank them for their contributions to the Council as Councillors and District Councillor, respectively.

32. APOLOGIES
It was resolved to accept apologies from Cllr. Lounds.

33. DECLARATIONS OF INTEREST
None.

34. DISPENSATIONS
No requests received.

35. MINUTES OF PREVIOUS MEETING
It was resolved to adopt, as a true record, the minutes of the following meetings:
35.1 Annual Parish Council meeting held on 13th May, 2019.
35.2 Parish Council meeting held on 13th May, 2019.

36. PUBLIC CONSULTATION
It was noted that the Parish Council had received two letters of objection regarding P0650/19/FUL (Oak Cottage) and two members of the public raised their concerns including the view that the proposal would bring little or no benefit to the local community and may well bring harm to a special area that is The Common. Concern was also expressed regarding the amount of traffic and refuse to be produced by the site as well as the possibility of inappropriate parking. The applicant provided information to try to allay these concerns; such as, detailed instructions on how to find the location and limiting attendance at the workshops to four couples only. It was noted that all the activities were quiet ones. The Parish Council was invited to visit the site if they wished to do so.

37. PLANNING
FOREST OF DEAN DISTRICT COUNCIL – the following applications were considered.

LPA Ref / applicant Location Proposal
37.1 P0748/19/FUL
Mr. M. Pond Harpfield, Pettymarsh Lane,
St. Briavels Erection of a replacement garage/workshop with associated works.
No objections.
37.2 P0689/19/FUL
Mr. P. Davies Land adjacent Cidermill, Brockweir Erection of a barn for storage of agricultural machinery.
No objections.
37.3 P0650/19/FUL
Ms. A. Bedford Oak Cottage, The Common,
St. Briavels Change of use of land to provide tourism business site comprising of existing cabin, caravan, shepherd huts and a bell tent including the provision of on-site activities whilst retaining current agricultural and equestrian use of the site. Following consideration, it was agreed to request a condition be applied that no more than 4 couples be allowed on site at a time.
37.4 P1782/18/FUL
Mrs. C. Blackwell Field off Lower Road,
St. Briavels
Construction of new vehicular and gate access onto field. An appeal has been lodged and will be conducted via exchange of written representation. Deadline 27th June, 2019.
In the light of new information received, the majority of Councillors supported the appeal.
37.5 P0856/06/FUL Background information circulated by e-mail. To consider whether the PC should make representations to the FoDDC to review this PA. It was noted that this PA is subject to a complaints procedure regarding the process followed at the time. Clerk to write to FoDDC to request that the matter be looked into with some urgency.

38. ONGOING ACTIONS
Reports were received on the following ongoing actions:

Minute & Date: Delegated to Details: Status:
96.5 Sept 2017 Cllr. Hurley Three Posts Lane – details will be provided when the work has been scheduled for this path and two others. Ongoing – noted that the work is scheduled for the current financial year 2019/2020.
10 May 2018 Cllr. Hurley Grievance and Health & Safety Policies in progress and a revised version of Community Engagement to be circulated to all. Ongoing
178.2 Jan ‘19 Cllrs. Lounds/ Hurley Streetlighting – noted that because of a change in contractors, there had been no follow-up. At a meeting with BW contact details had been provided for the correct department to deal with this. BW felt that lighting was necessary at the school and wondered whether the PC would put some external lights in the wall. Ongoing – the lighting in front of the bungalows on Smithville Close was also flagged up as an area of concern.
180.7 Jan’19 Cllr. Rees Cemeteries – following a meeting of available Councillors, Cllr. McFarling had circulated a paper detailing work to be carried out; much of which could be undertaken by the Village Handyman. Ongoing – Cllr. Rees was asked to look into a report that a gravestone had been painted black.
200 Feb ‘19 Cllr. Hurley
Litter Picker – bring more information a future meeting, including a proposal to change the title to Village Warden. Ongoing
204.8 Feb ‘19 Clerk Letter to Castle Manager + photos re. bins. Response read out. Follow up in a positive way and find out what the Council can do to help. Ongoing – Clerk e-mailed a grant application form to the Castle Manager; awaiting response.
207.3 Feb ‘19 Cllr. Hurley Speak to Brian Watkins regarding the possibility of limiting parking to cars only when the three new spaces are created on implementation of the B4228 safety measures – to do. Noted that the road safety scheme is scheduled for the current financial year and is in the County Council capital programme. Ongoing – a meeting with Brian Watkins had taken place today (10/06/19); next meeting scheduled for September.
229 March ‘19 Clerk Respond to items of correspondence as agreed. Ongoing re. first aid courses.
245 April ‘19 Clerk Whittington Close/Play Area – it was confirmed that there were no notes of the open afternoon held to canvas the views of parishioners regarding this project as it was not a formal PC meeting. Ongoing – draft leases being prepared in readiness to pass to Council’s solicitor.
248 April ‘19 Cllr. Chivers
Cllr. Walker
Clerk Get-together – spreadsheet to Cllrs.
Contact JS re. catering for the event.
Posters placed on notice boards and letters to organisations about to be sent. Complete
249 April ‘19 Clerk Annual Report/Newsletter – all reports received; some information required regarding Highways. Ongoing
253.3 April ‘19 Cllr. Walker Centenary Field Day – it was confirmed that the Playing Fields Committee did not wish to hold an event. Ongoing – Cllrs. Walker and Plummer to discuss this item further.
253.4 April ‘19 Clerk Growing Healthy Communities – find out more information. Ongoing – a response/ telephone message had been received on 5th June; to be followed up.
256 April ‘19 Cllr. Chivers/ Cllr. Walker Carnival – Cllr. Chivers to book a stand and Cllr. Walker to come up with some ideas. Complete
17 May 2019 Clerk Whittington Close Play Area – circulate information to new Cllrs. Complete
25.1 May 2019 Cllr. McFarling
Clerk Clearwell and Stowe Hill Quarries – liaise with Newland PC and respond. Ongoing
25.2 May 2019 Clerk SBAR/AH correspondence – additional information to be circulated. Ongoing
25.3 May 2019 Cllr. Lounds Investigation of speed cameras etc. from West Dean PC – Cllr. Lounds to complete questionnaires on behalf of PC. Ongoing
31.1 May 2019 &
41.4 June 2019 Cllr. Rees Order 9 copies of ‘The Parish Councillor’s Guide’. New Action
41.3 June 2019 Clerk Annual External Audit 2018/2019 – submit papers to auditors. New Action
44 June 2019 Cllr. Plummer Working group to review content of Village News. New Action
46 June 2019 Cllrs. Walker and McFarling Summer Holiday Meet & Share Club – present proposal to July meeting. New Action
47.2 June 2019 Clerk Circulate Cllr. contact details to all. New Action
48 June 2019 Cllr. Walker Waste bin by play area – talk to Playing Fields Committee, New Action
49 June 2019 Clerk Code of Conduct – confirmation that these have been read and understood to be placed on next agenda. New Action
50 June 2019 Clerk Write to English Heritage regarding responsibility for maintenance of the Castle and Moat walls. New Action

39. REPORT FROM COUNTY COUNCILLOR
Not present.

40. REPORT FROM DISTRICT COUNCILLOR
Cllr. McFarling informed the meeting that at the full District Council meeting in May Councillors were elected/appointed to fill the positions available at the start of the new Council’s term of office.

41. FINANCE
41.1 The accounts paid as approved at the last meeting were noted:

Inv
ref Chq
no Payee Purpose Auth Amount VAT Total
19/07 BACS St. Briavels Assembly Rooms Room Hire x 1
LGA 1972s.111 £33.00

19/08 BACS Ursula Deighton
Clerk (April) Salary
Travel (59.6 miles) LGA 1972s.112(2)
LG(FP)A1963s.5 £515.05
£26.82
19/09 BACS Richard Chuter Village Handyman (Apr)
22hrs @ £10.50 LGA 1972s.137 £231.00
19/10 BACS Calendar Lady Promotions Printing – Village Leaflets LGA 1972s.144 £120.00

19/11 BACS Complete Landscape Gardeners Grass cutting for April LGA 1972s. 214 £456.00
19/12 DD ICO (Information Commissioner’s Office) Data Protection Fee – renewal to be collected on or around 28/05/2019. LG(FPA) 1963(5) £35.00
TOTAL (inc VAT) £1,416.87

41.2 It was resolved to approve the following accounts for payment:

Inv
ref Chq
no Payee Purpose Auth Amount VAT Total
19/13 BACS Came & Company Annual Insurance LGA 1972s.111 £390.37
19/14 BACS St. Briavels Assembly Rooms Room Hire x 1
LGA 1972s.111 £33.00

19/15 BACS Ursula Deighton
Clerk (May) Salary
Backdated Pay 01/04/19
Travel (88.8 miles) LGA 1972s.112(2)

LG(FP)A1963s.5 £561.00
£45.95
£39.96

£646.91
19/16 BACS Richard Chuter Village Handyman (May)
24.5 hours
Petrol LGA 1972s.137 £257.25

£10.00

£267.25
19/17 BACS Ursula Deighton Office 365 Subscription LGA 1972s. 143 £49.99 £10.00 £59.99
19/18 BACS Complete Landscape Gardeners Grass cutting for May LGA 1972s. 214 £456.00
19/19 BACS GAPTC Internal Audit Fee LGA 1972s.111 £190.00
19/20 BACS CommuniCorp Clerks & Councils Direct subscription £12.00
TOTAL (inc VAT) £2,055.52

In response to a question from Cllr. Plummer, it was confirmed that the method of authorising the Clerk’s mileage claims has always been for the Clerk to detail travel on a spreadsheet attached to the payslip. This is then checked and initialled by two Councillors following authorisation by full Council in the same way that other invoices are dealt with.

41.3 Annual Audit 2018/2019
41.3.1 It was resolved to approve the Annual Internal Audit Report. Proposed: Cllr. Chivers; seconded: Cllr. McFarling and supported unanimously.
41.3.2 It was resolved to approve the Annual Governance Statement (Section 1) and that the Chairman and Clerk sign this document. Proposed: Cllr. Chivers; seconded: Cllr. Walker and supported unanimously.
41.3.3 It was resolved that the Chairman sign the Accounting Statements (Section 2).
Proposed: Cllr. Chivers; seconded: Cllr. McFarling and supported unanimously.
41.3.4 It was resolved to submit the Annual Return 2018/2019 to the External Auditor.
Proposed: Cllr. Chivers; seconded: Cllr. Walker and supported unanimously.
41.3.5 As recommended by the Internal Auditor, the Council confirmed that Unity Trust Bank remains sound and is suitable for the Council’s needs. Proposed: Cllr. Chivers; seconded: Cllr. Rees and supported unanimously.

41.4 The Parish Councillor’s Guide
Following discussion, it was resolved to purchase nine copies of this specialist publication at a cost of £31.00 each, total £279.00. Proposed: Cllr. McFarling; seconded: Cllr. Plummer and supported unanimously. Cllr. Rees to purchase and be refunded by the Council.

42. APPOINTMENT OF LEAD COUNCILLORS
Lead Councillors were appointed as follows:
42.1 Footpaths – Cllr. Hurley
42.2 Emergency Planning/Snow Warden – Cllr. Walker – each Councillor will be allocated an area
to look after.
42.3 Assets & Maintenance – Cllr. Chivers. Cllr. Hurley volunteered to job share.

43. KEY PARISH COUNCIL DOCUMENTS
It was resolved to accept the Key Parish Council Documents, as circulated prior to the meeting, subject to several minor amendments highlighted at the meeting. It was noted that the ‘Community Engagement’, Grievance and Health & Safety policies are under review. Proposed by Cllr. Chivers, seconded by Cllr. McFarling and supported unanimously.

44. CONTENT OF VILLAGE NEWS
Cllr. Plummer proposed that a working group be created to review the content of the articles produced by the Clerk each month, and checked by the Chairman, for Village News. She felt that they needed to be ‘punchy’ and could be better and include such subjects as who was present at the meeting, payments authorised and details about planning applications, similar to the articles produced for Hewelsfield and Brockweir Parish Council. During discussion, support was expressed for the current content and format, however, it was resolved to set up a working group consisting of Cllr. Plummer only and two members of the public to review the content of Village News. Proposed: Cllr. Plummer; seconded: Cllr. Hurley and supported by the majority of Councillors.

45. REVIEW OF ASSETS – Cllr. Chivers
It was resolved to approve the updated Register of Assets. Proposed by Cllr. Chivers, seconded by Cllr. Hurley and supported unanimously.

46. DISCUSSION ITEM – Summer Holiday Meet and Share Club
Following discussion regarding the provision of a Summer Holiday Meet and Share Club, it was agreed that Cllrs. Walker and McFarling bring a proposal to the July meeting of the Council.

47. PARISH COUNCIL E-MAIL ADDRESSES/CONTACT DETAILS
47.1 The recommendation by GAPTC that every Councillor has an e-mail address solely for Parish Council business was noted. Cllr. Chivers said that he was looking into a domain for the Parish Council which will have cost implications.
47.2 A list of contact details to be circulated to all Councillors by the Clerk.

48. PLAYING FIELD LITTER BIN
Following discussion on how to resolve the issue of a constantly overflowing litter bin by the children’s play area it was agreed that Cllr. Walker would speak to the Playing Fields Committee to suggest placing a sign near the picnic table to indicate the location of the litter bins on site and to suggest removing the bin that is causing the problems.

49. CODE OF CONDUCT TRAINING
The following proposals made by Cllr. Plummer were considered:
49.1 That a plan is put in place so that all Councillors receive adequate training about the Code of Conduct Policy to comply with section 1.7.2 of the Key Documents dated August, 2018. Councillors would be asked to confirm that they have read and understood the Code of Conduct document. Time will be set aside during the next meeting to do this.
49.2 That all new Councillors attend a short Parish familiarisation briefing in their first month of office with the Clerk and the Chair in accordance with 10.3.1 and 10.3.2 of the Key Documents as above. It was agreed that this would be done as soon as was practical after appointment. Councillors were reminded of the ‘Being a Better Councillor’ course run by GAPTC which should be attended by all new Councillors or used as a refresher for existing Councillors.

EXTENSION OF THE MEETING
At 9.30 p.m. it was resolved to extend the meeting by no more than 30 minutes.

50. SAFETY OF CASTLE AND MOAT WALLS
Cllr. Walker reported concerns regarding the safety of the stone walls located at the Moat and Castle following a recent incident where a falling stone narrowly missed a child. There seemed to be some confusion regarding where responsibility lay for health and safety issues. Following discussion, it was agreed that the Clerk should write to English Heritage with a copy to the YHA at the Castle and the Moat Society.

51. CORRESPONDENCE REQUIRING ACTION
51.1 GAPTC – invite to AGM 20th July 2019 – Cllr. Rees said that he would attend.
51.2 GAPTC – Vacancies on Executive Committee – no nominations.
51.3 Almshouses – Parish Council Appointee – receipt of an e-mail from the Chairman of the Almshouses, requesting that the handover to the Parish Council appointee be delayed, was noted. Cllr. Chivers (Chairman) emphasised that Cllr. Plummer had been appointed as a Trustee by the Council at its meeting in May. Cllr. Plummer to draft an e-mail to confirm that she wishes to attend meetings and is looking forward to working with the Trustees.

52. MINOR MATTERS INCLUDING INFORMATION RECEIVED BY THE CLERK (No action required)
None.

53. PUBLIC COMMENT
No public present.

54. ITEMS FOR FUTURE MEETINGS
Summer Holiday Meet and Share Club
Letter to M.P. re. A.T.M.’s
Moat Pond

55. DATES OF FUTURE MEETINGS

Dates
2019
Time Meeting Venue Agenda items &
Dispensation requests by:
8th July 18.30 Parish Council Meeting Assembly Rooms 28th June
August No Meeting
9th September 18.30 Parish Council Meeting Assembly Rooms 30th August
14th October 18.30 Parish Council Meeting Assembly Rooms 4th October
11th November 18.30 Parish Council Meeting Assembly Rooms 1st November
December No Meeting

NB: 6.30 p.m. for viewing of planning applications and talk to parishioners; 7.00 p.m. meeting commences

56. 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 – to be confirmed at the June meeting.

Cllrs. Due date
Thomas and Plummer 8th July 2019
Lounds and Chivers 14th October 2019
Walker and Rees 13th January 2019
McFarling and Burley 15th April 2020
Hurley and Thomas 13th July 2020

Meeting closed at 9.55 p.m.