ST BRIAVELS PARISH COUNCIL

MINUTES OF COUNCIL MEETING HELD IN ST BRIAVELS ASSEMBLY ROOMS

ON 13 OCTOBER 2014 AT 1900

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

PRESENT

Cllrs Carss (Chairman), Chivers, Bird, McFarling, Walker, Joyce & Thomas

District Councillor Terry Hale and 3 members of the public

202       APOLOGIES

Apologies were received from Cllr Bensted and accepted by the meeting

 

203       DECLARATION OF INTERESTS

Cllrs Rees and McFarling both declared an Other interest in respect of item 16

 

204       DISPENSATIONS         

None

 

205       MINUTES OF MEETING HELD 8 SEPTEMBER 2014

It was resolved that the minutes be approved subject to the following amendments and they were signed by the Chairman:

Minute 185.4 – replace ‘evasive’ with ‘invasive’

Minute 187.63 – amend to note that Cllr McFarling presented the Training Policy

 

206       MATTERS ARISING NOT COVERED ELSEWHERE ON THE AGENDA

206.1    Re: 14/5.111.1 and 14/16.138 Cllr Walker reported that she is awaiting an invite to attend a meeting of the Playing Fields Committee

 

202.2    Re: 14/6.139.2 Cllr Rees to get prices for edging stones and report to the November meeting

 

202.3    Re: 14/9.187.1 clerk to bring a report to the November meeting

 

202.4    Re: 14/9.187.6 clerk to collate all policies following approval of an amended Grievance Policy to be presented to the November meeting

 

204.5    Re: 14/9.197.1 Anglea Lewis from Fields in Trust will be carrying out a site visit on 20 October

 

204.6    Re:14/9.193 Councillors to submit items for a newsletter to the clerk by 19 October

 

205       PUBLIC QUESTIONS

Gill Skidmore asked if Councillors had agreed to a Dog Exclusion Order for the playing fields.  The Playing Fields Committee wished to see a total ban on dogs entering the playing fields and did not support the idea of some posts being provided to enable dog to be tied up, however Councillors thought that this placed families with dogs at a disadvantage as they would not be able to use the facilities and suggested that an area of the playing fields between the memorial gates and Cross Keys Cottage could be fenced off for dogs rather than a complete exclusion.  This will be put to the Playing Fields Committee and their comments reported back.

 

206       REPORT FROM COUNTY COUNCILLOR 

Not in attendance

 

207       REPORT FROM DISTRICT COUNCILLORS

Cllr Thomas – None

 

Cllr Hale reported on the following matters:

  • Community Engagement Team update to be emailed to the clerk to forward to all councillors
  • 51 grant applications had been received and 29 of these were successful.  There remains £4,500 to be allocated
  • Street wardens had won the RSPCA Gold Award for their work in managing stray dogs and animal welfare issues
  • Community Resilience Workshop run by the District Council was well attended
  • Community Transport bus will be in Coleford during October and representatives from the parish are encouraged to attend

 

208       PLANNING

            FODDC applications received:

 

LPA Ref

Location

Proposal

Response

208.1 P0104/14/DISCON St Briavels: Hudnalls Farm, Hudnalls Loop Road Discharge of condition (13) details of boundary treatments attached to planning permission P1157/11/FUL

 

No objection
208.2 P1436/14/TCA St Briavels: Yew Tree House, East Street Crown reduce 1 x Yew tree by 30% and fell 1 x Acer at Yew Tree House

 

No objection
208.3 P1556/14/AG St Briavels: Great Dunkilns, Bream Road

 

Erection of an agricultural building for the storage of hay/straw and implements No objection
208.4 P1354/14/FUL St Briavels: Polish Scouts House, The Hudnalls External alterations to form two new roof lights and window openings in rear elevation, together with replacing an existing door with a small window a new balcony on the front elevation, and use of outbuilding as caretakers accommodation with current use of the site as a Scouting accommodation centre

 

No objection but District Council should ensure that the use is secured as caretaker’s accommodation only as the constraints on access mean that the property is not suitable for use as holiday accommodation
208.5 P1635/14/TCA St Briavels: Wellstone Lodge, Barrowell Lane

 

Fell 1 x Sycamore tree at Wellstone Lodge No objection
208.6 P1572/14/FUL St Briavels: Greenfields, Bream Road Installation of a ground mounted solar PV system Clerk to request an extension for comments

 

209       FINANCE

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

Inv

Ref

Chq

No

Payee

Purpose

Auth

Amount

VAT

Cheque value

14/41 300008 L J Weaver Salary

Travel

Allowances (Oct)

Expenses

LGA 1972 s.112(2)

LG(FP)A 1963 s.5

LG(FP)A 1963 s.5

LGA 1972 s.111

424.15

18.90

26.00

36.73

7.35

513.13

14/42 300009 HMRC Deductions (Oct) LGA 1972 s.112(2)

 

106.00

106.00

14/43 300010 CommuniCorp Clerks & Councils Direct subscription LGA 1972 s.143

12.00

12.00

14/44 300011 N T Sargent Grass Cutting (Sept) LGA 1972 s.214(6)

498.00

498.00

14/45 300012 GAPTC Training (CM – 27.11.14) LGA 1972 s.111

45.00

45.00

14/46 300013 SBAR Hall hire (13.10.14) LGA 1972 s.134(4)

22.50

22.50

14/47 300014 SBAR Hall hire (10.11.14) LGA 1972 s.134(4)

22.50

22.50

TOTALS

1,211.78

7.35

1,219.13

 

209.2    The clerk presented the second quarter report as attached

210       EMERGENCY PLANNING

210.1    Cllr Carss reported that he had attended the Community Resilience Workshop run by the District Council and has made contact with a councillor from Hewelsfield and Brockweir Parish Council who is willing to assist in providing a map of the parish referencing all postcodes accurate to within a few metres for use by emergency services and to update the Emergency Plan.

 

210.2    Cllr McFarling presented the Emergency Plan newsletter and it was resolved to fund the printing of 650 copies.  Cllr Rees was requested to inquire as to the cost of the Village News printing the news letter.

 

211       EMERGENCY SERVICES VEHICLES ACCESS

211.1    Cllr Carss reported that two emails had been received from residents raising concern that emergency services vehicles weren’t able to access certain areas in the parish without suitable vehicles such as 4x4s.  Standard ambulances and fire engines are too large for the narrow lanes which has resulted in 4 recent incidents where emergency vehicles have not been able to access incidents or have had to be recovered after becoming stuck.

 

212.2    It was resolved that the clerk would write to the Fire Service, South West Ambulance Service and their Welsh counterparts to raise these concerns and ask how access issues could be resolved.  These services will also be invited to a future meeting.

Action 14/10.212.2– New

Clerk

213       ASSET REGISTER

Cllrs Carss and Bird had inspected all items on the asset register and noted the current condition of all assets.  It was noted that the Parish Council insures some items which are owned by the Church.  Cllr Rees to establish whether these items are already covered by insurance held by the Church.

Action 14/10.213 – New

Cllr Rees

214       REGISTRATION OF LAND AT COCKSHOOT HILL

After consideration of the advice note prepared by the clerk as attached to these minutes it was resolved to revoke the decision to apply for registration of the land at Cockshoot Hill (minute169.1 refers).  Voting – For:  Cllrs Carss, Chivers, McFarling, Walker, Bird and Rees

Against: Cllr Thomas

Abstain: Cllr Joyce

 

215       REMEMBRANCE DAY ARRANGEMENTS

The road closure for East Street on 9 November has been arranged and the bugler has been booked.  It was resolved that 50 copies of the Order of Service be printed and that the Assembly Rooms be booked for refreshments.

Action 14/10.215 New

Clerk

216       GRANT REQUEST

Councillors considered a request for a grant of £500 from St Briavels Parish Church and it was resolved to make a one off grant of £500.  Voting – For: 5, Against: 1, Abstain 2

 

217       VC MEMORIAL STONE

Councillors considered a request for a VC Memorial Stone for Admiral Carpenter to be funded and placed in the parish. This stone would be in addition to the official one which will be placed in his place of birth.  It was resolved that the clerk write to ask how much the family would be willing to contribute to the cost, to clarify whether the cost of setting the stone is included in the price of £500 and to ask where they would like the stone to be laid.

Action 14/10.217 New

Clerk

218       LIABILITY FOR MAINTENANCE OF CLOSED CHURCHYARDS

218.1    Councillors considered the advice note prepared by the clerk as attached to these minutes and Cllr Rees confirmed that the Parish Council had elected to accept liability for maintenance of the closed churchyard rather than pass this liability on to the District Council.

 

218.2    Cllr Carss raised concerns that as the Parish Council is liable for the maintenance it will place a significant financial burden on the Parish Council.

 

218.3    It was noted that there are a number of listed graves/monuments in the churchyard which are in a state of disrepair.  It was resolved that Cllr McFarling would compile a list of the listed graves and Cllr Walker will investigate possible sources of funding to carry out essential repairs where required.

Action 14/10.218.2 New

Cllrs McFarling and Walker

219       GRASS CUTTING CONTRACT

After some discussion it was resolved that Cllr Carss would amend the tender instructions and circulate these to all councillors for comment.  Clerk to draft the proposed award criteria, prepare an advert and proposed timetable for the tender process.

Action 14/10.219 New

Cllr Carss and Clerk

220       CONSORTIUM OF WYE VALLEY COUNCILS

It was resolved that the Parish Council would host the next meeting of the Consortium of Wye Valley Councils at the school at a cost of £24.60

 

221       LEAD COUNCILLOR REPORTS

221.1 Finance None
221.2 Governance None
221.3 Staffing None
221.4 Footpaths None
221.5 Highways Local Highways Manager Brian Watkins to be invited back to a future meeting to provide an update
221.6 Planning None
221.7 Cemeteries None
221.8 Amenities None
221.9 Parish Plan None
221.10 Village Shop The Working Group now has 15 volunteers and is moving forward with their plans. Update to be provided at the November meeting

222       CORRESPONDENCE REQUIRING ACTION

222.1    The Playing Fields Committee have asked the Parish Council if it could purchase play equipment on their behalf in the sum of £5,000 as per the grant approval.  The clerk confirmed that advice has been sought from HMRC regarding the VAT position and a written response is awaited.

222.2    The Welsh Affairs Committee will be holding a meeting in Hereford on 24 November 2014 between 2:30 and 4:30pm to hear about the experiences of people who travel across the border to access health care services.  Cllr Rees will endeavour to attend.

223       MINOR MATTERS

223.1    Clerk to circulate plan of all land in the parish owned by Gloucestershire County Council to all Councillors

Action 14/10.223.1 New

Clerk

223.2    Cllr Walker reported that there had been problems with sewerage in the Smithville Close/Bream Road recently. This has been reported to Guinness Housing Trust.

 

223.3    Cllr Joyce to investigate the cost and possible location of a Parish Council notice board near the surgery.

Action 14/10.223.3 New

Cllr Joyce

223.4    A member of the public raised the issue of overhanging bushes on the corner of Coleford Road / East Street and that someone had been hurt by the bushes.  Clerk to write to the owner of Cross Keys Cottage with a reminder of their duty to cut overhanging braches which are causing an obstruction to pedestrians.

Action 14/10.223.4 New

Clerk

223.5    Cllr Carss gave a summary of the Quarry liaison meeting and expressed his concerns at the apparent  lack of ability and will by FODDC and GCC to take enforcement action against Breedons for the various health issues raised by nearby residents despite the evidence presented to them.

 

224       PUBLIC COMMENT

None

 

225       ITEMS FOR FUTURE MEETINGS

Nov

Annual Review of Burial Charges

Village Shop Update

Report on Openness of Local Government Regulations

Quarry Update

 

226       INTERNAL FINANCE CHECKS

12 January Cllr Joyce
9 March Cllr Bird

 

227       DATES OF FUTURE MEETINGS

Date

Time

Meeting

Venue

Final date for:

 

 

 

 

Agenda

Items

Dispensation requests

10 Nov

19:00 Monthly Parish Meeting Assembly Rooms 31 October 7 November

12 Jan

19:00 Monthly Parish Meeting Assembly Rooms 2 January 9 January

9 Feb

19:00 Monthly Parish Council Assembly Rooms 30 January 6 February

 

The meeting closed at 21:20