St. Briavels Parish Council

Minutes of the Parish Council Meeting held on 12th June, 2017

in the Assembly Rooms, St. Briavels at 7:00 p.m.

 

PRESENT

Cllrs. Chivers (Chairman), Clarke, Joyce, McFarling, Lounds (7.10 p.m.), Rees, and Walker.

 

IN ATTENDANCE

County Cllr. Molyneux, County Cllr. Hale (arrived later) Clerk and 4 members of the public.

 

  1. APOLOGIES

  It was resolved to accept apologies from Cllr. Stuart.

 

  1. DECLARATIONS OF INTEREST

Item 49 – Cllrs. Joyce (SBAR Trustee) and Rees (AH Trustee).

With regards to item 49 Cllr. McFarling clarified that he had spoken with the FoD Monitoring Officer who had confirmed that although he had undertaken work for the Almshouses in the past, there was no interest that needed to be declared.

 

  1. DISPENSATIONS

         None received.

 

  1. MINUTES OF PREVIOUS MEETINGS

41.1      It was resolved to adopt, as a true record, the minutes of the Annual Parish Council Meeting held on 8th May, 2017.

41.2      It was resolved to adopt, as a true record, the minutes of the Parish Council meeting also held on 8th May, 2017.

 

  1. PUBLIC QUESTIONS

A member of the public informed the Parish Council that with regards to the installation of cameras, a large number of residents were against the proposal and questioned what the cameras would stop and how visitors would react.  He reflected that the Parish Council had consulted well but questioned whether it had listened.

 

  1. PLANNING – FOREST OF DEAN DISTRICT COUNCIL – the following planning application was considered.

 

  LPA Ref / applicant Location Proposal
43.1 P0918/17/FUL

Mr. & Mrs. J. Woodward

Green Meadows, High Street,

St. Briavels

Variation of condition 02 (approved plans) to reduce the size of the extension granted under PA P0414/17/FUL

No objections.

 

  1. 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 – Cllr. Walker had asked Cllr. Clarke to pass on a template for the EmPlan; he said that he would see what he could find.

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 – posts to be installed.  Campsite to be contacted regarding the rules to be followed whilst walking the footpath.
160 Jan 2016 Cllr. McFarling

 

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.

Notes of the meeting between BW and CMcF  had been circulated to all.

Ongoing

 

 

 

 

Ongoing

88.8 Sept 2016 Cllr. McFarling a. Identify an alternative weed killer to Glyphosate.

b. Discuss with GCC Highways how to clear the curb side weeds without chemicals.

Closed – continue to hand weed for this season.

 

99 Sept 2016 Cllr. Stuart To look into the options/costings of having Christmas lights in the village for 2017. Ongoing – Cllr. Stuart to report back in July. Approx. £1,000 was agreed as a ball-park figure on which to base research.
123 Oct 2016 Cllr. Walker Smithville Playground – apply for grant for a new playground. Close and bring back when new development is complete.
190 Feb 2017 Cllr. Lounds Cones to be collected from Highways at Cannop to trial placing them to cordon off an area outside the school. 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 – Cllr. Rees hoped to be able to report to the next meeting.
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 is waiting to hear from the Clerk of Lydbrook PC regarding the total ban of dogs on the playing fields/park at Joys Green.
217 March 2017 Cllr. Chivers

 

 

 

 

Cllr. McFarling

Car Parking – it is not lawful to park on the verges, however, unless the Police see the offense taking place, nothing can be done.

 

Talk to FoDDC to clarify who owns the grass verges.

Ongoing – site meeting to be organised with PCSO Georgianna Jaynes.  Cllr. Chivers to discuss with Cllr. McFarling.

Close – dealt with at item 160 above.

221.5 March ‘17 Cllr. Walker Both Welsh Water Board and Severn Trent have been contacted and there is no record of any issues.  Letter sent and e-mailed.  To be monitored. Closed.  Cllr. Walker
248.2 April 2017 Cllr. Rees Review of Clerk’s role to date and moving forward. Closed – Cllr. Rees to communicate with the PC.
248.7 April 2017 Cllr. Rees

Cllr. McFarling

Cemetery – draft tree management plan. Ongoing
19.1 May 2017 Cllr. McFarling

Clerk

Changes to planning conditions – contact Peter Williams. Closed – Case officers do not have time to elaborate on amendments.
23.3 May 2017 Cllr. McFarling Liaise with NCS re. treatment of the Japanese Knotweed on the Tump. Ongoing
29 May 2017 All Cllrs

 

Provide a baby photo re. competition for the Carnival. Closed
30 May 2017 Clerk Publicise the PC vacancy once permission has been received. Closed
48a June 2017 Cllr. McFarling/

Clerk

Risk Assessment Review by September meeting. New Action
48b June 2017 Clerk Revise Asset Register by September meeting. New Action
48b June 2017 Cllrs. Chivers & Lounds Undertake a risk assessment of assets as soon as possible. New Action
48c June 2017 Clerk Obtain prices for fire proof box – July meeting. New Action

 

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

 

51 June 2017 Clerk Safety Cameras – obtain 3 quotes. New Action
52 June 2017 Cllrs. Walker & Lounds Additional Safety Measures – explore legal and cost implicaions. New Action
53 June 2017 Clerk Village leaflet – cost for printing 1,000. New Action
55 June 2017 Clerk Co-option to Parish Council – contact interested persons. New Action
58.1 June 2017 Clerk Letter re. riparian landowners – reply to FoDDC. New Action
58.2 June 2017 Clerk Flood Warden – contact BW to ask for a role description. New Action
58.3 June 2017 Cllr. Chivers Conservation volunteers – find out what costs are involved. New Action
58.4 June 2017 Cllr. Walker Talk to Playing Fields Association re. the suggestion to install a tennis wall. New Action

 

  1. REPORT FROM COUNTY COUNCILLOR

Cllr. Molyneux had nothing to report since no committees had started work yet.  However, he did mention a draft TRO package being put forward by Brian Watkins which would make the ‘school keep clears’ outside the school mandatory.  The Parish Council welcomed any funding support Cllr. Molyneux was able to provide.

 

  1. REPORTS FROM DISTRICT COUNCILLORS

The meeting was informed that Cllr. Hale was on his way as he had another meeting to attend first.  Cllr. McFarling reported that an extraordinary meeting was to be held to consider the Ward Boundary proposal.  He explained that the aim was to keep communities together with an average of 1,800 residents per District Councillor.  The process is ongoing and should be finalised in 2018 in preparation for the 2019 elections.

 

Cllr. Hale arrived later in the meeting; nothing to report.

 

  1. FINANCE

        47.1 Accounts paid were noted.

        

Inv

ref

Chq

no

Payee Purpose Auth Amount VAT
17/09 BACS Assembly Rooms Room Hire x 2 LGA 1972s.111 £66.00  
17/10 BACS Newland PC Hydrogeological Report 50% of £1250 LGA 1972s.111 £625.00  
17/11

 

BACS

 

Ursula Deighton Clerk (April) Salary

Travel

Postage for Get-Together

LGA 1972s.112(2)

LG(FP)A1963s.5

£469.50

£26.82

£20.16

 

 

17/12 300205 Information Commissioner Data Protection Registration LG(FPA) 1963(5) £35.00  
17/13 BACS Richard Chuter Village Handyman

(April – 10.5 hours + paint)

LGA 1972s. 137 £164.32 £11.85
17/14 BACS N. T. Sargent Grass Cutting LGA 1972s. 214 £456.00  
17/15 300206 Flying Colours Ross Ltd. Part of £250 grant to support St. B. Celebration LGA 1972s. 137 £58.00  
        TOTAL (inc.VAT) £1,932.65  

 

         47.2    Accounts to be paid.

 

         It was resolved to authorise the following accounts for payment.

 

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  
        TOTAL (inc VAT) £1,596.67  

        

         47.3      Parish Council Insurance

Following consideration of four insurance quotations, it was resolved to appoint Inspire (via AXA) as the Parish Council’s insurers for the period of 3 years commencing 1st June, 2017 at a cost of £371.57 for the first year.  Proposed Cllr. Rees; seconded Cllr. Walker and supported unanimously.

 

         47.4      Clerk’s Overtime

         It was resolved to approve a request from the Clerk for payment of an additional 6hrs 45mins worked from 13th April – 7th May, 2017 and 11hrs 30mins additional time worked from 8th May to 11th June, 2017 to be paid in July.  Proposed cllr. Chivers; seconded Cllr. Rees and supported by all.

 

  1. ANNUAL AUDIT 2016/2017

                     48.1      It was resolved to approve the Annual Internal Audit Report 2016/17.

The following action points were agreed:

  1. a) Review of Risk Assessment to be carried out by the September meeting.

(Cllr. McFarling/Clerk)

 

  1. b) Risk assessment/physical check of assets to be carried out as soon as possible and after that twice a year with a record kept of findings and action to be undertaken.

(Cllrs. Chivers and Lounds)

 

  1. c) Revise the value of assets recorded in the Register as recommended by the Internal Auditor. To be completed by September. (Clerk)

 

  1. d) To obtain prices for a fire-proof box to store PC deeds, spare keys etc. (Clerk)

 

48.2      It was resolved to approve the Annual Governance Statement with the exception of point 5 which related to risk assessment.  Clerk to explain the ‘No’ response when submitting the Annual Report to the external auditors.

 

48.3      It was resolved that the Chairman and Clerk sign the Accounting Statements.

 

48.4      It was resolved to submit the Annual Return 2016/2017 to the External Auditor.

 

  1. CHARLES LORD DENTON ALMSHOUSES (AH)/
  2. BRIAVELS ASSEMBLY ROOMS (SBAR) DISPUTE

         It was noted that the AH’s had agreed to take part in mediation and at the last moment the Clerk had received an e-mail from SBAR Trustees which was read out to the meeting.  It was also noted that an anonymous donation, of £500, has been received from ‘A Wellwisher’ towards the cost of the mediation.  (This letter was shared with the meeting.)

 

It was agreed that the Clerk should get in touch with both charities to ask for contact details to be passed on to the mediator, Chris Haines.

 

  1. ST. BRIAVELS GET-TOGETHER – 16th May, 2017

Cllr. Chivers thanked everyone who helped to make this event a success.  There had been a good informal atmosphere with 44 people attending, including Councillors.  Many reports had been given by organisations/businesses in the Parish which meant that the meeting finished late; however comments had   been received by some attendees that they didn’t realise how much was going on in the Village.  The food was delicious but there was too much of it!  The post-it notes worked well with comments regarding Christmas   lights, 20’s Plenty and the security cameras.  It was agreed that a similar format should be adopted for next year’s Get-together.      

  1. INSTALLATION OF SAFETY CAMERAS

Following lengthy consideration of this matter the Parish Council voted.  Proposed Cllr. McFarling and seconded Cllr. Rees – 4 for and 3 against.

 

Therefore, it was resolved to install two safety (CCTV) cameras; one in East Street and one in The Square.  The aim is that these safety cameras will act as a deterrent whilst providing evidence which may aid the police in their investigations should further attempts be made.  The cameras will complement a range of safety measures suggested by parishioners and local organisations.

 

  1. ADDITIONAL SAFETY MEASURES

         The meeting considered the suggestions that came out of the public meeting detailed above, namely:

  1. a) To appoint a safety officer for the Village.
  2. b) Establishment of safe houses/businesses.

 

Following discussion, it was agreed that Cllrs. Walker and Lounds would work together to research these ideas in relation to legal implications and costs etc.

 

  1. ST. BRIAVELS PROMOTIONAL LEAFLET DISTRIBUTION

         The Parish Council had been circulated with the latest version of the Village promotional leaflet and everyone was asked to check over it in case there are any typos to spot.  Cllr. Rees pointed out that the Chapel was not in the leaflet and agreed to forward information to the Clerk.

 

A quotation from a media distribution company had been e-mailed with the agenda papers.  Although the quote would need to be updated, Cllr. Chivers highlighted that it would cost in the region of £558.00 to distribute almost 9,000 leaflets to a total of 19 outlets.

 

Cllr. McFarling informed the meeting that St. Briavels may be targeted to receive support in 2018 via the Foresters’ Forest project to raise awareness of local heritage.  Cllr. Joyce expressed concern that an increase in visitor numbers would increase parking problems.  Following discussion, it was agreed 1,000 leaflets should be distributed locally.  Cllr. Chivers to come back to the next meeting with a proposal.

 

  1. ST. BRIAVELS CARNIVAL

Although the weather had not been good on the day of the carnival, held on 10th June, 2017, a few people had stopped by the stand and it was felt it would be a good idea to attend again in 2018.  Clerk to bring to the January meeting.

 

  1. PARISH COUNCIL VACANCY

         The Clerk outlined the proposed process for filling the PC vacancy by co-option as detailed in the Clerk’s Report circulated before the meeting.  It was resolved to accept the proposed process.

Proposed Cllr. Chivers and seconded Cllr. Clarke; all in favour.

 

  1. LEAD COUNCILLOR REPORTS (where not covered elsewhere on the agenda)

56.1      Finance – Cllr. McFarling – no report.

`         56.2      Governance & Staffing – Cllr. Rees – nothing further to report.

56.3      Footpaths – Cllr. Chivers – confirmed access to horses on the footpath on the other side of Brockweir                 Bridge is not supported by Tintern Community Council.

56.4      Highways – Cllr. Lounds – a meeting to be organised to hand over from Cllr. McFarling to Cllr. Lounds.  In the meantime it was reported that a scheme to slow traffic on the B4228 would cost in the region of £11,000 and the construction of a layby as discussed previously would cost approximately £6,000; a total of £17,000.  If the Parish Council was happy to contribute half of these costs, GCC would match fund the remainder as a priority.

56.5      Planning – Cllr. McFarling – nothing further to report.

56.6      Emergency Planning/Snow Warden – Cllr. Walker – discussed earlier.

56.7      Cemeteries – Cllr. Rees reported that it appeared that the Environment Agency would not interpret the results of the water samples.  He said he would look into this further and report back. Also,  there were concerns about some of the trees in the cemetery and therefore a survey would be needed as soon as possible.

56.8      Amenities & Maintenance – Cllr. Chivers – no report.

 

 

 

  1. COUNCIL REPRESENTATIVES’ REPORTS

57.1      Playing Fields Association – Cllr. Walker – nothing to report.

57.2      Charles Lord Denton Almshouses Trust – Cllr. Rees – nothing to report.

57.3      William Whittington Charity – Cllrs. McFarling and Joyce – Whittington Purse sermon went well.

57.4      United Charities – Cllrs. McFarling and Joyce – nothing to report.

 

  1. CORRESPONDENCE REQUIRING ACTION

         58.1      Letter from FoDDC regarding riparian owners of watercourses that are causing concern requesting that the Parish Council be the first point of contact with landowners.  Councillors did not wish to undertake this task.

58.2      E-mail received from Brian Watkins re. Flood Wardens and whether the Parish has one and if not, whether it would like to consider appointing one. Clerk to contact BW to request a job specification.

58.3      The Conservation Volunteers – Summer Work.  Cllr. Chivers to contact them regarding the costs involved in using these volunteers to undertake local projects.

58.4      A letter had been received asking for a “tennis wall” to be installed at the tennis court on the playing fields.  Cllr. Walker to take this up with the Playing Fields Association.

 

  1. MINOR MATTERS INCLUDING INFORMATION RECEIVED BY THE CLERK

Cllr. Rees informed members that one of the Parish Council’s former Chairman had died and that his funeral would be held on 19th June, 2017.

 

  1. PUBLIC COMMENT

         A member of the public commented that as School Governors, he felt that Cllrs. Rees and McFarling should have disclosed an interest under the security cameras item.  It was noted that Cllr. Lounds is also a School Governor.  Reassurance was given that being a School Governor is not a disclosable matter.

 

  1. ITEMS FOR FUTURE MEETINGS – speed indication cameras; painting of the bus shelters.

 

  1. DATES OF FUTURE MEETINGS

 

Date Time Meeting Venue Agenda items &

Dispensation requests by:

10th July 17 18.30 Parish Council Meeting Assembly Rooms 30th June
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.

 

  1. 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
Walker, Joyce 10th July 2017
McFarling, Lounds 9th October 2017
Chivers, Stuart 8th January 2018
Rees, Clarke 9th April 2018

 

Meeting closed at 9.30 p.m