ST BRIAVELS PARISH COUNCIL

MINUTES OF COUNCIL MEETING HELD IN ST BRIAVELS ASSEMBLY ROOMS

ON 12 MAY 2014 AT 1900

[These minutes remain in draft form until approved at a subsequent meeting of the Council]

PRESENT

Cllrs A Carss (Chairman), P Chivers, M Bird, C McFarling, G Walker, A Joyce & A Thomas.

FODDC Cllr T Hale.

95         ELECTION OF CHAIRMAN

            Cllr Carss was nominated, seconded and elected unopposed.

 

96         ELECTION OF VICE-CHAIRMAN

            Cllr Chivers was nominated, seconded and elected unopposed.

 

97         APOLOGIES

Cllr D Rees

Cllr P Molyneux

 

98         DECLARATION OF INTERESTS

None

 

99         DISPENSATION REQUESTS    

None

 

100       MINUTES OF MEETING HELD 14 APRIL 2014

It was resolved that the minutes be approved and they were signed by the Chairman.

 

101       MATTERS ARISING NOT COVERED ELSEWHERE ON THIS AGENDA

101.1    Re:14/1.17.3 (Highways) Brian Watkins has agreed to attend the June meeting

 

101.2    Re: 14/2.27.3 (Cockshoot Hill trees) the clerk reported that a copy the Commons Registration entry had been provided to Mr Nuttall.

 

101.3    Re: 14/4.8 (memorial gates) it was agreed that the grant application would need to be progressed asap if the gates are to be refurbished prior to the centenary events in the parish.

 

102       APPOINTMENT OF COUNCIL REPRESENTATIVES

            It was resolved that Councillors be appointed to organisations as follows:

Playing Fields Association – Cllr Bird

Charles Lord-Denton Almshouses Trust – Cllr Rees

Consortium of Wye Valley Councils – Cllr Chivers

Gloucestershire Charter – Cllr McFarling

William Whittington Charity – Cllrs McFarling, Walker, Bird and Joyce

United Charities – Cllrs McFarling, Walker, Bird and Joyce

 

103       APPOINTMENT OF LEAD COUNCILLORS

            It was resolved that all lead councillors be re-appointed thus:

Finance – Cllr McFarling

Governance – Cllr Rees

Staffing – Cllr Chivers

Footpaths – Cllrs Chivers

Highways – Cllr Carss

Planning – Cllr McFarling

Cemeteries – Cllr Rees

Amenities & Maintenance – Cllr Bird

Parish Plan – Cllr Joyce

Village Shop Working Group – Cllr Carss

 

104       PUBLIC QUESTIONS

None

 

105       REPORT FROM COUNTY COUNCILLOR 

Not present

 

106       REPORT FROM DISTRICT COUNCILLORS

106.1    Cllr Thomas asked whether the Parish Council was still a member of the Coleford Area Partnership and it was confirmed that Cllr McFarling attends these meetings and that the clerk emails the minutes to all councillors.

 

106.2    Cllr Hale reported on:

  • The number of claims for Discretionary Housing Payment and the periods for which this can be paid for;
  • Gloucestershire County Council no longer fund emergency pull cords for tenants of Two Rivers Housing.  FODDC is therefore working with those tenants and is promoting its own Linkline Service.  Further details can be found on the FODDC website at http://www.fdean.gov.uk/nqcontent.cfm?a_id=7943&tt=graphic or by telephone 01594 812505 or email forestlinkline@fdean.gov.uk

 

107       FINANCE

107.1    ACCOUNTS FOR PAYMENT:  it was resolved that the following accounts be paid:

Inv

Ref

Chq

No

Payee

Purpose

Auth

Amount

VAT

Cheque value

14/7 001363 L J Weaver CiLCA registration fee

Stationery (incl ink cartridges)

May salary

Travel

Allowances

LGA 1972 s.111

LGA 1972 s.111

 

LGA 1972 s.112(2)

LG(FP)A 1963 s.5 LG(FP)A 1963 s.5

150.00

34.98

424.15

60.30

26.00

7.00

702.43

14/8 001364 C McFarling Poppy seeds LGA 1972 s.15(5)

 

21.67

4.33

26.00

14/9 001365 N T Sargent Grass cutting – April LGA 1972 s.214(6)

450.00

450.00

14/10 001366 St Briavels Assembly Rooms Room hire – 12 May LGA 1972 s.134(4)

22.50

22.50

14/11 001367 M Highton Internal audit LGA 1972 s.111

43.75

43.75

14/12 001368 St Briavels Assembly Rooms Grant as per minute 37.2 LGA 1972 s.133

3,000.00

3,000.00

14/13 001369 HMRC Deductions LGA 1972 s.112(2)

106.00

106.00

TOTALS

£4,339.35

11.33

£4,350.68

 

107.2    The clerk was unable to present the monthly report as bank statements for April 2014 had not been received. The report will be emailed to councillors as soon as possible.

Action 14/5.107.2 – New

Clerk

 

107.3    Cllr McFarling reported that he had carried out the internal finance check and had inspected cheque stubs, invoices and minutes approving payments and found all to be in order.

 

108       PLANNING

            FODDC applications received:

 

LPA Ref / applicant

Location

Proposal

Response

108.1 P0500/14/FUL

Mr D James

St Briavels: Rodmore Farm, Rodmore Lane Erection of a steel frame agricultural building, to hay and fodder storage and dry housing of cattle

 

No objection
108.2 P0049/14/DISCON St Briavels: Hudnalls Farm, Hudnalls Loop Road Discharge of conditions (04) – details of surface materials, (05) – hard and soft landscaping details, (06) – external lighting details and (12) – a repair schedule attached to planning permission P1157/11/FUL No comment
108.3 P07422/14/FUL

Mr D Redwood

Bigsweir:  The Florence, Lower Wye Valley Alterations and extension to the cottage No objection

 

109       AUDIT 2013/14

109.1    Cllr Carss read the Internal Auditor’s report.  It was noted that there is a discrepancy in the figures noted on the asset register and the insurance schedule.  The clerk confirmed that all insurance renewal quotes were based on the current asset register and that this would be rectified as from 1 June 204.

 

109.2    It was resolved to approve the Annual Governance Statement

109.3    It was resolved that the Chairman and Clerk sign the Accounting Statement.

109.4    It was resolved to submit the annual return to the External Auditor.

Action 14/5.109.4 – New

Clerk

 

110       QUOTES

110.1    Councillors considered quotes for insurance obtained from Came & Company, AON and Zurich Municipal and it was resolved to enter into a 3 year Long Term Agreement with Came & Company at a cost of £394.28  for the period 1 June 2014 to 31 May 2015.

 

Inv

Ref

Chq

No

Payee Purpose Auth

Amount

VAT

Cheque value
14/14 001371 Broker Network Ltd Insurance 01.06.14 to 31.05.14 LGA 1972 s.111

 

£394.28

£394.28

Action 14/5.110.1 – New

Clerk

 

110.2    It was noted that the clerk had obtained 5 quotes for printing of the Annual Report and had instructed Perpetua Press to print 600 colour copies at a cost of £89.00, this being the cheapest quote.

 

110.3    It was resolved to accept the quote of £130 from Mr D R Teague for the replacement of 4 posts on the Tump.  Clerk to enquire as to whether these works can be completed before the carnival on 14 June.

Action 14/5.110.3 – New

Clerk

 

111       SKATEPARK

111.1    Cllr Carss explained that a petition had been received requesting a skatepark for the parish.  It was acknowledged that whilst the children responsible for the petition were keen to raise funds for this themselves they would need some guidance as to how this can be achieved.  It was resolved that Cllr Walker would establish a Working Group, liaising with the Playing Fields Association committee and report back to the Parish Council.  Cllr McFarling offered to assist.  Cllrs commended the work done by the children in co-ordinating the petition.

Action 14/5.111.1 – New

Cllr Walker

 

111.2    Cllr Bird agreed to liaise with the Playing Fields Association to confirm their proposals for the new equipment playing fields, whether they have public liability insurance to cover use of the playing fields and the arrangements for safety inspections of the play equipment. A plan drawing of the proposed equipment and confirmation on any planning permission requirements are required by the Parish Council.

Action 14/5.111.2 – New

Cllr Bird

           

112       TRAINING

Cllr McFarling and clerk to attend training on the recent legislative amendments allowing for electronic payment methods and the safeguards required.

Cllr Walker to attend the New Councillor training run by GAPTC, it being noted that this has been booked and cancelled twice due to an insufficient number of delegates.

 

It was resolved that the clerk to attend the ‘More Knowledge’ course being run by GAPTC on 16 June 2014 at a cost of £85.00

Inv Ref Chq No Payee Purpose Auth

Amount

VAT

Cheque value

14/15 001370 GAPTC Training – staff LGA 1972 s.111

 

£85.00

£85.00

 

113       PARISH RESILIENCE WORKING GROUP

This matter was raised at the Annual Parish Meeting, it was resolved that Cllr McFarling would contact Mr R Garbett in order to establish the aims for a working group and to report back to a later meeting.

Action 14/5.113 – New

Cllr McFarling

 

114       GRANTS POLICY AND APPLICATION PROCESS

It was resolved the adopt the Parish Grant Scheme –Terms of Reference as annexed hereto subject to the following amendments:

Paragraph 2 – delete the words ‘Projects with a total cost of £5,000 or less will be eligible to apply for funding’ and insert ‘Applications up to £5,000 may be applied for.’

Paragraph 5 – at the end of the paragraph insert ‘In certain instances applications may be carried forward to the next round within the same financial year.’

Paragraph 9 – delete the words ‘prior to awarding a grant’ and at the end of the paragraph insert ‘In cases where the project is unsuccessful the grant may be recalled by the Parish Council’.

Date the policy 12 May 2014 where indicated and insert ‘to be reviewed annually’.

On the Application Form – delete the final sentence in the table titles supporting information checklist ‘Twelve month forward plan…’

 

115       LEAD COUNCILLOR REPORTS

115.1 Finance Cllr McFarling reported that he had reviewed the actual spend to date against budget and all was in order.
115.2 Governance Not present
115.3 Staffing Cllr Chivers reported that National Employers have offered a 1% pay increase but this has been rejected by Unison.  Once this issue is resolved the pay increase will need to be backdated to April 2014.  Pensions auto enrolment has commenced and by June 2015 the Parish Council will have to offer staff an opt-in pension plan.  This will need to be budgeted for.
115.4 Footpaths Cllr Chivers has inspected footpaths FSB/72 and FSB/73 and is endeavouring to identify who is responsible for clearing footpaths.
115.5 Highways None.
115.6 Planning Clerk has contacted English Heritage to chase progress regarding action being taken to restore damage done to Offas Dyke in connection with works at Wye Valley Barn and a response is awaited.
115.7 Cemeteries Not present
115.8 Amenities None
115.9 Parish Plan None
115.10 Village Shop It was reported that the survey deadline has been extended for those distributed with the Annual Report.  Some surveys have already been handed out at the school and the monthly Food Market.

116       CORRESPONDENCE REQUIRING ACTION

            The clerk read out an email from Rev Robert Simpson inviting a conversation with the Parish Council to discuss plans to mark the centenary of WW1.  Cllr McFarling offered to speak with the school about their plans and it was resolved that Cllr Walker would contact Rev Simpson, co-ordinate plans and report back to a later meeting.

Action 14/5.116 – New

Cllr Walker

117       MINOR MATTERS

Cllr Thomas stated that flag flying on the Tump used to be done by a number of young men in the parish on official flag-flying days and thought this would be a good means of ensuring that flags are flown in future. It was agreed that Cllr Thomas would establish whether there are any volunteers to take on this responsibility.

Action 14/5.117 – New

Cllr Thomas

 

Cllr McFarling agreed to forward a list of official flag flying days to Cllr Thomas.

 

Action 14/5.118 – New

Cllr McFarling

 

118       PUBLIC COMMENT

None

 

119       ITEMS FOR FUTURE MEETINGS

June

Skatepark

Highways

 

July

Review of asset register

 

120       INTERNAL FINANCIAL CHECKS

           

Date Who
14 July Cllr Thomas
8 September Cllr Walker
10 November Cllr Joyce

 

121       DATES OF FUTURE MEETINGS

 

Date

Time

Meeting

Venue

Final date for:

 

 

 

 

Agenda

Items

Dispensation requests

9 June

19:00 Monthly Parish Meeting Assembly Rooms 30 May 6 June

14 July

19:00 Monthly Parish Meeting Assembly Rooms 4 July 11 July

8 Sept

19:00 Monthly Parish Meeting Assembly Rooms 29 August 5 September

 

The meeting closed at 2125

 


AGREED ACTIONS MAY 2014

 

Reference Delegated to Details

Status

14/1.17.3 Clerk To invite Gloucestershire Highways to the next Parish Council meeting

Complete

 
14/2.26.4 Cllr Carss To contact with Cllr Vernon Smith at Gloucestershire County Council about the response and with Richard Crighton about the possibility of monitoring traffic speeds.

 

Ongoing

 
14/2.27.3 Clerk To pursue SIM search to identify owner of the land and to make enquiries of the Commons Registration Officer at the County Council

 

Ongoing

 
14/2.35.3 Cllr Rees Report back on comments raised re registration of the playing fields as a village green.

 

Ongoing

 
14/2.37.2/3 Clerk To pay a grant of £3,000 to SBAR to enable work to commence on the roof.

 

Complete

 
14/4.86 Cllr Bensted Cllr Bird To submit application for funding to the War Memorial Trust re refurbishment of the memorial gates.

 

Ongoing

 
14/3.49.7 Cllr McFarling To investigate the need for parking in the parish and report back to a later meeting.

 

Ongoing

 
14/3.54.2 Cllr Rees To ask the Church to pay for the second garden waste licence.

 

Ongoing

 
14/3.61 Cllr Chivers To investigate the matters referred to in minute 61 and report back to a later meeting.

Ongoing

 
14/4.79 Clerk To contact 2RH regarding the grass cutting contract

Ongoing

 
14/4.80 Clerk To contact D R Teague for a quote to replace the broken posts on the Tump

Complete

 
14/4.87.2 Clerk To get quotes for printing the Annual Report

Complete

 
14/4.90.2 Clerk To write to the bus service operator regarding the poor service to Monmouth

Ongoing

 
14/4.90.3 Clerk To write to BT to request that they re-turf around the cabinets on Coleford Road

Ongoing

 
14/4.90.4 Cllr Chivers To contact landowners regarding clearance of FSB/72

Ongoing

 
14/5.107.2 Clerk To email the monthly finance report to all councillors

New

 
14/5.109.4 Clerk To submit the Annual Return to the external auditor

New

 
14/5.110.1 Clerk To agree a 3 year Long Term Agreement with Came & Company for insurance.

New

 
14/5.110.3 Clerk To ask Mr Teague if the 4 x posts on the Tump can be replaced before the carnival on 14 June.

New

 
14/5.111.1 Cllr Walker To establish a Working Group to explore a skatepark for the parish

New

 
14/5.111.2 Cllr Bird To contact the Playing Fields Association and confirm plans for the new play equipment and arrangements for insurance and safety inspections

New

 
14/5.113 Cllr McFarling To contact Mr R Garbett and report back on plans for the Resilience Working Group

New

 
14/5.116 Cllr Walker To co-ordinate plans to mark the centenary of WW1 and report back to a later meeting

New

 
14/5.117 Cllr Thomas

To establish whether there are any volunteers to fly the flag on official flag-flying days

New

 
14/5.118 Cllr McFarling To forward a list of official flag flying days to Cllr Thomas

New