St. Briavels Parish Council
Minutes of the Parish Council Meeting held on 13th November, 2017
in the Assembly Rooms, St. Briavels at 7:00 p.m.

PRESENT
Cllrs. Chivers (Chairman), Clarke, Hurley, Joyce, Lounds, McFarling, Plummer, Rees and Walker.

IN ATTENDANCE
District Cllr. Hale, Clerk, 2 members of the public and Mrs. Pippa English-Penfold (Citizens Advice Forest of Dean – for item 150.6.)

141. APOLOGIES
None received.

142. DECLARATIONS OF INTEREST
Cllr. Plummer – item 163.3 – Action4OurCare correspondence.
Regarding the discussion about white poppies at the last meeting Cllr. Plummer felt that Cllr. McFarling should have declared his membership of Conscience. Cllr. McFarling apologised and confirmed that his membership has lapsed; he would update his Register of Interests as soon as he rejoins.

143. DISPENSATIONS
No requests received.

144. MINUTES OF PREVIOUS MEETING
It was resolved to adopt, as a true record, the minutes of the last meeting held on 9th October, 2017.

145. PUBLIC QUESTIONS
145.1 Cllr. Rees said that he would look into the comment that deep ruts had been left by the use of 4 x 4 vehicles whilst cutting the grass in the cemetery.
145.2 Parish poppy garden? Cllr. McFarling confirmed that poppy seeds had been sown on the wild flower zones hoping they would flower for the Centenary, but most had failed. Several Cllrs. mentioned that they had seen poppies in a number of areas.

150.6 Grant Application – Citizens Advice Forest of Dean
Mrs. English-Penfold outlined the service provided for St. Briavels’ parishioners and explained that Citizens Advice Forest of Dean was an independent charity and received no funding from Central Citizens Advice and as such had to seek their own funding. She confirmed that any grant made by the Parish Council would be used specifically for St. Briavels. It was resolved to support Cllr. Chivers proposal that a sum of £1,000 be granted. Seconded by Cllr. Rees and supported unanimously.

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

LPA Ref / applicant Location Proposal
146.1 P1603/17/FUL
Mr. G. Moore 2, The Langetts, Bream Road, Whitepool, St. Briavels
Erection of detached car port, gym and general storage building. Object on the grounds of access, proximity to existing hedge and size in relation to the house. Also noted that this is not a car port.
146.2 P1523/17/FUL
Mrs. Healy Greenfields, The Common, Brockweir, Chepstow Erection of two storey rear extension to form new stair enclosure.
No Objection.
146.3 P0092/17/DISCON
Mr. & Mrs. Worgan Bearse Farm, The Bearse, St. Briavels Discharge of conditions 04, 06, 09 of planning permission P0472/16/FUL.
No Objection.
146.4 P1751/17/TCA
English Heritage The Castle, Church Street,
St. Briavels Works to x 2 Sycamore trees at St. Briavels Castle in accordance with the submitted details. No Objection.

146.5 Tree Preservation Order (DFTPO 201) – Smithville Close
Members received a map and photographs of a Thorn tree which is subject to a Tree Preservation Order (TPO) served in July 2014 and confirmed by FoDCC on 9th September, 2014, situated to the rear of 26 and 28 Smithville Close. Following discussion, it was resolved to write to FoDDC to inform them that this tree has died and needs to be removed and replaced before the end of December, 2017. Two Rivers to be copied into this letter. Proposed: Cllr. Lounds and seconded: Cllr. Clarke; supported unanimously.

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

Minute & Date: Delegated to Details: Status:
160 Jan 2017 Clerk
Cllr. Clarke Grit Bags – Feedback had been circulated to Cllrs. following a conversation with Highways Manager for Somerset County Council. Following discussion, it was resolved to use some of the budget allocated for Winter Resilience to purchase 5 static grit bins with lids at a cost of £62 + VAT. Ongoing – to be reviewed in January. Cllr. Clarke volunteered to liaise with others to place and fill these new bins.
185 Feb 2016 Cllr Chivers Cllr. Chivers proposed that a sum of around £40 be allocated to buy postcrete for this task. It was estimated that 8 bags would be required. Seconded by Cllr. Hurley; all in favour therefore it was resolved to approve this expenditure. Ongoing – 4 posts have been installed and one left to go.
195.1 Feb 2017 Clerk Look into alternatives re. investing PC reserves. Advice sought from GAPTC and outlined for the meeting. It was agreed to Close this item.
248.7 April 2017 Cllr. Rees
Cllr. McFarling Cemetery – draft tree management plan. Ongoing – report to January 2018 meeting.
48b June 2017 Clerk Revise Asset Register Ongoing – report to January, 2018 meeting.

96.5 Sept 2017 Cllr. Chivers Three Posts Lane – obtain 2 additional quotes for the work quoted for by TCV. Ongoing – 2 quotes had been sought; awaiting responses.

148. REPORT FROM COUNTY COUNCILLOR
Not present.

149. REPORT FROM DISTRICT COUNCILLORS
Cllr. Hale reported:
• that fly tipping had increased.
• that another letter was to be sent out to re-emphasise the importance of and encourage recycling.
• that 91% of planning applications had been dealt with within 13 weeks.
Cllr. Hale was thanked for all his hard work in bringing the road safety campaign to fruition and it was noted that the “We Walk Here” signs on Park Lane had received positive comments.

Cllr. McFarling informed members that:
• the planning application relating to the turkey farm at Clearwell, would be considered at the Planning Committee meeting and it was likely that the application would be refused as it was felt that any conditions applied could be breached.
• a new planning application has been received from Breedons to vary the conditions of the permission relating to the restoration of Clearwell Quarry and to construct a 2m high bund topped by a 1.8m high fence to help “reduce noise at Stowe Green from the primary crusher”. It was agreed to support Newland Parish Council and respond following their meeting on 28th November, 2017.
• the budget would be considered at the Cabinet meeting; agenda pack available on the FoDDC website.
• the programme for controlling the wild boar seemed to be having some effect as it was estimated that numbers had decreased from 1,500 to 1,200.

150. FINANCE

150.1 The accounts paid, as approved at the last meeting, were noted.

Inv
ref Chq
no Payee Purpose Auth Amount VAT
17/42 BACS Assembly Rooms Room Hire x 1 LGA 1972s.111 £33.00
17/43 BACS Ursula Deighton Clerk (September) Salary
Travel
Office Allowance
Telephone/IT LGA 1972s.112(2)
LG(FP)A1963s.5
LG(FP)A1963s.5
LG(FP)A1963s.5 £487.15
£17.46
£104.00
£60.00

17/44 BACS N. T. Sargent Grass Cutting LGA 1972s. 214 £456.00
17/45 BACS Richard Chuter Village Handyman
18 hrs (September) LGA 1972s. 137 £180.00
TOTAL (inc VAT) £1,337.61

150.2 Accounts for payment
Cllr. McFarling declared an interest in the first account for payment ref. 17/46. With reference to this item, Apple Day expenses, Cllr. Chivers suggested that in future, arrangements should be made to pay for the apple press either by BACS or cheque as it was a large sum of money to be paid out by an individual Councillor. It was resolved to authorise the following accounts for payment.

Inv
ref Chq
no Payee Purpose Auth Amount VAT
17/46 BACS Cllr. McFarling Apple Day Expenses:
Hire of Press
Collection/return press
Bridge Toll x 2
LGA 1972s.111
LGA 1972s.174
LGA 1972s.174
£120.00
£84.80
£11.16

£2.24
17/47 BACS Assembly Rooms Room Hire x 1 LGA 1972s.111 £33.00
17/48 BACS Assembly Rooms Storage of PC documents:
01/12/15 – 30/11/16 and
01/12/16 – 30/11/17 LGA 1972s.111 £200.00
17/49 BACS Grant Thornton External Audit – 2016/2017 Annual Return LGA 1972s.111 £200 £40.00
17/50 BACS GAPTC Course fee – Planning – Empowering parish and town councils 31/10/17. LGA 1972s.111 £50.00
17/51 BACS Parish Online Subscription renewal LGA 1972s. 143 £28.00 £5.60
17/52 BACS Wilson Associates Water sampling, laboratory testing, analysis & report. LGA 1972s. 214(6) £3170.00 £634.00
17/53 S/O
BACS Ursula Deighton Clerk (October) Salary
Travel LGA 1972s.112(2)
LG(FP)A 1963s.5 £487.15
£26.82

17/54 300209 The Pavilion Donation re. Apple Day LGA 1972s. 137 £50.00
17/55 300210 Royal British Legion Donation to RBL for two poppy wreaths. LGA 1972s. 137 £80.00
17/56 BACS Richard Chuter Village Handyman (Oct) LGA 1972s. 137 £35.00
17/57 BACS N. T. Sargent Grass Cutting (Oct/Nov) LGA 1972s. 214 £636.00
TOTAL (inc VAT) £5,893.77

150.3 Audit for Year Ended 31st March 2017
It was noted that external auditors, Grant Thornton, have completed the audit process and had commented on the items below as highlighted by the internal auditor.
150.3.1 Risk Management – to identify, assess and record risks and ensure that appropriate measures are in place to mitigate and manage risk.
150.3.2 Fixed Asset Register – maintain and regularly update a formal schedule of assets.
Work had either been completed or was in progress to address these two matters.

150.4 Standing Order – Clerk’s Salary
For information – it was noted that a Standing Order would be set up for the Clerk’s salary. (Background information – an S/O was set up last year but stopped at the end of the financial year and since then it has taken a few months to settle to be the same amount each month as indicated above – £487.15. Travel and other expenses to be approved and paid by BACS as at present.)

150.5 Training Requirements
To note that GAPTC are running another Being a Better Councillor course on 15th February, 2018 at Brockworth Community Centre. Cllr. Hurley has been booked on to this course as the one approved at the last meeting was fully booked. It was resolved to fund attendance on this course for Cllrs. Plummer and Clarke.

150.6 Grant Application – Citizens Advice Forest of Dean
Considered earlier in the meeting.

151. DRAFT BUDGET 2018/19
Following consideration of the draft budget for 2018/19, it was resolved to place it on the Parish Council website for comment by parishioners, with a view to approving it at the January meeting so that the precept request may be submitted by the end of January. To be publicised in Village News.

152. PARISH COUNCIL STAND AT FARMERS MARKET
Cllr. Hurley proposed that the Parish Council have a stand at the Farmers Market held on the first Saturday of each month (10.00 a.m. – 12.30 p.m.) manned by a Lead Councillor focussing on their area of interest. This would be an opportunity to talk to parishioners and to evaluate any feedback received or issues raised. There would be no cost for the stand at the Market.

There would be an initial cost to buy a three-panel table top display board which could be used to display standard information on one panel and feature a different theme each month on the other two panels. The possibility of having I.D. badges would also be considered. It was resolved to mandate Cllr. Hurley and the Clerk to spend up to £150.00 on this project and to report back to the January meeting with a view to starting in February.

153. CRICKET NETS – CERTIFICATE OF LAWFUL DEVELOPMENT
Members had been circulated with information regarding the need for planning permission for the placement of cricket nets and matting on the playing fields. The response received from a Planning Assistant at FoDDC confirmed that as the cricket nets were to be erected on land owned by the Parish Council and as long as they did not exceed a height of 4m, the proposal can be undertaken as permitted development. If the Parish Council wished to obtain formal confirmation of this then a Certificate of Lawful Development should be applied for. It was resolved to allow this project to proceed as it was legal to do so and release the funds to the Cricket Club.

154. NEW BENCH FOR COLD HARBOUR
It was resolved to purchase a new bench to replace the existing one at Cold Harbour at a cost of £183.33 including VAT plus the cost of the metal brackets. Richard Chuter was happy to install the bench and Cllr. McFarling volunteered to remove the existing one within the next few days. Proposed: Cllr. Chivers, seconded: Cllr. Clarke; all in favour.

155. EMERGENCY PLAN
Cllr. Walker reported that she was still collecting information and was due to add the names of the local doctors to the plan; only available to the Parish Council. She shared some information about online training for emergency first aid which could be organised in groups of say 10 people around a computer. After the training, a certificate could be printed off at a cost of £30 and so this seemed a cost-effective way of providing training for as many people as possible. It was suggested that this would be a good subject for the Farmers Market in February. Cllr. Plummer said that she would mention it to W.I.

156. JAPANESE KNOTWEED (JK) ERADICATION PLAN
Members considered the paper submitted by Cllr. McFarling regarding a strategy for the eradication of JK, firstly on Parish Council land and then liaising with the District Council and Highways to ensure that this notifiable plant is dealt with as efficiently as possible across the Parish. It was agreed that, in the New Year, it would be helpful to advertise what JK looks like and ask parishioners to notify the Council if they see any.
Proposed: Cllr. McFarling; seconded: Cllr. Walker – all in favour.

157. HIGHWAYS/ROAD SAFETY ISSUES
Members had been circulated with the minutes of a meeting with Brian Watkins and it was suggested that once everyone had had a chance to read these, they should forward comments to Cllrs. Lounds and Hurley. It was noted that £5,000 had been set aside to contribute towards the cost of providing traffic calming measures on the B4228 and that a proposal should be brought to the January meeting. It was suggested that an application be made to County Cllr. Molyneux to request support towards highways improvements.

Cllrs. Plummer, McFarling and Clarke said they would ask parishioners who lived on The Common whether they would like some of the new signs and also find out whether additional posts are needed.

158. SAFETY CAMERAS
158.1 Cllr. Clarke tabled a paper detailing his initial observations regarding the positioning of the safety cameras and was asked to e-mail the document to the Clerk for circulation to members. He reported that the County Council would not permit third party equipment to placed at the school and so another ‘home’ would need to be found for the hard drive; possibly The Pavilion.
158.2 Cllr. Rees referred to the draft CCTV Policy Statement which he had circulated prior to the meeting. This was a more detailed policy which would be better suited to the Parish Council’s needs. He informed members that a Privacy Impact Assessment would need to be carried out before the January meeting; Cllr. Chivers offered to help with this.
158.3 Councillors had been circulated with a letter from Mr. Tridgell and Cllr. Chivers summarised the content. Cllr. Chivers and the Clerk to respond and e-mail this response to members.

159. ADDITIONAL SAFETY MEASURES
Cllr. Walker informed the meeting that having spoken to the Health & Safety Officer for Wyedean School, personal safety alarms would not be allowed as providing these may scare the children.

160. CHRISTMAS LIGHTS
Cllrs. Walker and Lounds to plan to provide Christmas lights in 2018.

EXTENSION OF MEETING
At 21.30 it was resolved to extend the meeting by no more than 30 minutes.

161. LEAD COUNCILLOR REPORTS (where not covered elsewhere on the agenda)
161.1 Finance – Cllr. McFarling – no further report.
` 161.2 Governance & Staffing – Cllr. Rees – no report.
161.3 Footpaths – Cllr. Hurley reported that the inaugural meeting for volunteers was well attended by eleven people. He was continuing to meet with landowners and making steady progress.
161.4 Highways – Cllr. Lounds – no further report.
161.5 Planning – Cllr. McFarling – no report.
161.6 Emergency Planning/Snow Warden – Cllr. Walker – nothing further to report.
161.7 Cemeteries – Cllr. Rees – the final report regarding the water sampling had been circulated to members and would be forwarded to the Envionment Agency.
161.8 Assets & Maintenance – Cllr. Chivers – no report.

162. COUNCIL REPRESENTATIVES’ REPORTS
134.1 Playing Fields Association – Cllr. Walker reported that consideration was being given to creating a Dementia Garden at the top of the field and would bear in mind that the playing fields were part of the Centenary Fields in Trust.
134.2 Charles Lord Denton Almshouses Trust – Cllr. Rees – no report.

163. CORRESPONDENCE REQUIRING ACTION (circulated with the agenda)
163.1 Your Community Alerts – a new community messaging facility. Clerk to subscribe and monitor alerts; Councillors to sign up personally if they wish.
163.2 Councillor Disqualification – Briefing document regarding the consultation which proposes to update the criteria disqualifying individuals from standing for, or holding office for a number of reasons. The proposed changes would apply to Parish Councillors. Feedback to be provided to the Clerk by 30th November.
163.3 To note the response from Cllr. Plummer, in her capacity as Chair of Action4OurCare, to Cllr. Tim Gwillian regarding cross border care. It was agreed that Cllr. Plummer should represent the Parish Council as well.

164. MINOR MATTERS INCLUDING INFORMATION RECEIVED BY THE CLERK
164.1 Cllrs. Walker and Chivers attended the Parish & Town Council Liaison meeting on 26th October, 2017 and reported that it was good to meet face-to-face and was a useful networking event.
164.2 Cllr. Chivers reported that the legal form had been signed to allow filming for the Location, Location, Location programme to take place; to be screened early next year.
164.3 Cllr. Chivers thanked everyone for their work in making the Remembrance Sunday event a success. He said that he would write to thank Mr. Watkins, the bugler and Mr. Neale and Cllr. Rees would write to the School.
164.4 Cllr. Plummer raised the subject of e-mail etiquette and that she felt uncomfortable receiving an e-mail from a fellow Councillor that was signed ‘xx’ and felt that this was inappropriate. Also, the use of capital letters in an e-mail is regarded as a written form of shouting. Clerk to circulate GAPTC information sheet regarding sending e-mails.
164.5 Clerk to circulate the invitation to Community Carols by Candlelight on 17th December 2017.
164.6 Cllr. McFarling suggested that any planning applications received during December, should be handled in the usual manner, i.e., by using e-mail unless a controversial application is received.

165. PUBLIC COMMENT – None received.

166. ITEMS FOR FUTURE MEETINGS – ‘What we want to achieve in the next calendar year’, Broadband speed, Neighbourhood Plan.

167. DATES OF FUTURE MEETINGS

Date Time Meeting Venue Agenda items &
Dispensation requests by:
Dec 17 No Meeting
8th Jan 2018 18.30 Parish Council Meeting Assembly Rooms 29th December
12th Feb ‘18 18.30 Parish Council Meeting Assembly Rooms 2nd February
12th Mar ‘18 18.30 Parish Council Meeting Assembly Rooms 2nd March
9th Apr ‘2018 18.30 Parish Council Meeting Assembly Rooms 30th March
14th May ‘18 18.30 Annual PC Meeting followed by PC Meeting Assembly Rooms 4th May
NB: 18.30 for viewing of planning applications and talk to parishioners; 19.00 meeting commences.

168. 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
Chivers, Hurley 8th January 2018
Rees, Clarke 9th April 2018

Meeting closed at 9.55 p.m.