ST BRIAVELS PARISH COUNCIL

MINUTES OF COUNCIL MEETING HELD IN ST BRIAVELS ASSEMBLY ROOMS

ON 14 APRIL 2014 AT 1900

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

 

PRESENT

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

FODDC Cllr T Hale, FODDC and GCC Cllr P Molyneux 1 member of the public.

69         APOLOGIES

Cllr A Carss and Cllr D Rees

Cllr P Molyneux – late arrival

 

70         DECLARATION OF INTERESTS

None

 

71         DISPENSATION REQUESTS    

None

 

72         MINUTES OF MEETING HELD 10 MARCH 2014

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

 

73         MATTERS ARISING NOT COVERED ELSEWHERE ON THIS AGENDA

73.1      Re:14/1.17.3 Brian Watkins (Highways) to be invited to attend the June meeting

 

73.2      Re: 14/2.31.2 the clerk to email the plan of land in the parish owned by Gloucestershire County Council to all Councillors.

 

73.3      Re: 14/3.49.1 Cllr Hale reported the information obtained from FODDC regarding the proposed siting of recycling banks at the Pavilions.  Cllr Bird confirmed that at a recent meeting the Pavilions had decided that they did not want the recycling banks there.  Cllr McFarling will speak with the Manager at the Castle about the possibility of siting recycling banks there.

 

73.4      Re: 14/3.49.7 Cllr McFarling reported that he had put an article in the Village News and set up an online survey in order to further explore the need for additional parking provision in the parish.

 

73.5      Re: 14/3.60.1 Cllr Joyce confirmed that he had met with the representative from GRCC but they are unable to provide any advice until a final decision has been made.

 

74         PUBLIC QUESTIONS

None

 

75         REPORT FROM COUNTY COUNCILLOR 

Cllr Molyneux reported on:

  • County Council has now set its budget for the 2014/15 financial year.
  • Each County Councillor will be given £40,000 each for a two year period to fund health related activities.  The project is called Active Together and community groups will be able to bid for funding.  More information is expected in the near future and Cllr Molyneux will provide the relevant details.
  • Highways have now started to repair potholes now that the weather has improved.
  • Amey is the new Highways contractor as from 1 April 2014.
  • County Council has a programme of works whereby they identify where potholes can be repaired by patching or where full resurfacing is required.

 

 

76         REPORT FROM DISTRICT COUNCILLORS

76.1      Cllr Hale reported on:

  • The transfer of FODDC owned land at Smithville Place to Guinness Hermitage has been approved by Cabinet.
  • 14,000 green waste licences have been issued to date.  16,000 licences are required to make the scheme cost neutral.
  • Street wardens have visited St Briavels School to work on ways of tackling the dog fouling problem in the parish and the school children also attended a question and answer session at FODDC.
  • Biffa will collect small electrical items on a pilot basis.
  • Community grants are now available and details can be found on the FODDC website (www.fdean.gov.uk )
  • Cllr Hale and Cllr Carss attended the Clearwell Quarry Liaison Meeting.  It is proposed to keep the Clearwell Quarry site and to extend up to Breams Avenue.  This is only at pre-application stage and full impact assessments are required regarding the dust generated from the site.  More detail will be known when the full planning application is submitted.

 

76.2      Cllr Thomas reported on:

  • A planning application for the proposed development of the land at Smithville Place will be submitted to FODDC once the transfer of land has taken place.

 

77         FINANCE

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

Inv

Ref

Chq

No

Payee

Purpose

Auth

Amount

VAT

Cheque value

14/1 001357 L J Weaver April salary

Travel

Allowances (Apr)

LGA 1972 s.112(2)

LG(FP)A 1963 s.5

LG(FP)A 1963 s.5

424.15

29.70

26.00

479.85

14/2 001358 HMRC Deductions LGA 1972 s.112(2)

 

106.00

106.00

14/3 001359 St Briavels Assembly Rooms Room hire – 23 April 2014 LGA 1972 s.134(4)

13.50

13.50

14/4 001360 N T Sargent Grass cutting – March LGA 1972 s.214(6)

284.00

284.00

14/5 001361 St Briavels with Hewelsfield Parish News Printing 600 copies of shop questionnaire LGA 1972 s.111

50.00

50.00

14/6 01362 Diane Malley Payroll Services 2014/15 LGA 1972 s.111

58.00

58.00

TOTALS

£991.35

 

£991.35

 

77.2      The clerk presented the year end bank reconciliation as per the attached.

 

78         AUDIT ARRANGEMENTS 2013/14

The clerk reported that audit notices would be placed on the notice boards this week detailing that the accounts for the 2013/14 financial year would be available for inspection between 1 and 30 May.  A summary of the accounts will also be available at the Annual Parish Meeting on 23 April.  Margaret Highton will carry out the internal audit on 15 April 2014 and the Annual Return will be brought to the next meeting for approval by Councillors.

 

79        GRASS CUTTING CONTRACT

The clerk reported that in March 2009 the Parish Council had entered into a contract with Two Rivers Housing whereby the Parish Council cuts grassed areas in and around Smithville Close and in return Two Rivers Housing do not charge their tenants for grass cutting.  This contract expired in March 2014.  It was resolved that the Parish Council approach Two Rivers Housing to enquire about a new contract on the same terms.

Action 14/4.79 – New

Clerk

 

 

 

80        QUOTE FOR REPAIR WORKS

The clerk confirmed that Mr Teague had quoted £150-£160 to replace 4 posts on the Tump and to repair the puddlestone outside the church.  It was noted that the puddlestone is not owned by the Parish Council and the clerk will therefore ask Mr Teague to quote to replace the broken posts only.

Action 14/4.80 – New

Clerk

 

81         GAPTC ANNUAL GENERAL MEETING – CALL FOR RESOLUTIONS

It was resolved that the Parish Council submit the following resolution to GAPTC for debate at its AGM – that greater sanctions are required for breaches of the Code of Conduct and for gross misconduct, up to and including suspension of councillors.

 

82         GRANTS POLICY AND APPLICATION PROCESS

Cllr McFarling reported that the current Donations Policy needs to be tightened up and simplified.  The Parish Council needs to have appropriate safeguards in place to ensure probity in the spending of public money.  A revised policy will be put forward at the May meeting.

 

83         GRANT APPLICATION – ST JOHN AMBULANCE

Councillors debated the grant application and acknowledged that this is a charity which parishioners can benefit from when attending events outside the parish.  It was resolved that the Parish Council pay a grant of £60.00 to St John Ambulance.

 

84        ENTITLEMENT OF PATIENTS OF THE WYE VALLEY PRACTICE TO REGISTER WITH NHS (ENGLAND)

It was resolved that the Parish Council write to the Wye Valley Practice asking that patients of that practice be given the choice to either register with NHS England or NHS Wales.

 

85         MEMBERSHIP OF THE SOCIETY OF LOCAL COUNCILS AND CLERKS

The clerk outlined the benefits of membership and reported that the annual subscription is £116.  Cllr McFarling commented that the Parish Council had always paid this subscription in the past and that the support and advice offered to clerks is valuable.  It was resolved that the clerk become a member of SLCC and the Parish Council will pay the subscription fee of £116 per annum to be reviewed in April 2015.

 

86         WAR MEMORIAL TRUST GRANT APPLICATION

It being noted that the clerk had been unable to progress this application to date, Cllr Bensted volunteered to complete the application and send to the clerk for submission.

Action 14/4.86 – New

Cllr Bensted

 

87         ANNUAL REPORT 2013/14

87.1      The clerk advised that the income figure needed to be updated now that the bank statements for March have been received.  Cllr Bensted’s telephone number to be provided.  It was agreed to change the logo and instead use the one which Mariana Robinson designed for the Parish Council.  It was resolved to adopt the Annual Report subject to the afore-mentioned amendments.

 

87.2      Councillors agreed that the Annual Report should be hand delivered around the parish and arrangements for co-ordinating this will be made outside of the meeting.  The clerk to obtain quotes for printing the Annual Report.

Action 14/4.87.2 – New

Clerk

 

88         LEAD COUNCILLOR REPORTS

88.1 Finance Cllr McFarling reported that 2013/14 had seen a greatly increased income from the cemetery and spend on office costs and admin had been reduced.  The Parish Council had budgeted for an increase in reserves for cemetery drainage.  This year’s precept had been reduced by 4%.

It was noted that a change in legislation meant that Parish Councils could now use electronic payment methods, subject to ensuring that there are safeguards in place to protect public money.  Training will be required to fully understand the implications of these changes.  Amendments to Standing Orders and Financial Regulations will also be needed and Cllr McFarling will report on this at the next meeting.

88.2 Governance None
88.3 Staffing None
88.4 Footpaths Noting that Highways now have a new contract with Amey Cllr Chivers will contact them regarding footpaths in the parish.
88.5 Highways It was reported that Cllr Carss is awaiting a response from Highways regarding signage at the Trow Green junction.
88.6 Planning Cllr McFarling asked Cllr Molyneux that the Parish Council be consulted on the quarry application when submitted.
88.7 Cemeteries It was resolved to refuse a request for a sloping desk tablet in the cremated remains section of the cemetery as this is outside of the agreed policy.

 

It was resolved to amend the Cemetery Policy relating to Memorials to insert the words ‘if desired the headstone can rest on a concrete plinth measuring 3 feet by 2 feet and set flush to the ground’ after ‘Maximum overall size being 2’10” x 2’6” wide and 4” thickness’.

88.8 Amenities None
88.9 Parish Plan None
88.10 Village Shop It was reported that the survey has now been printed and can be distributed together with the Annual Report.  An electronic version of the survey is also available on the Parish Council website.

89         CORRESPONDENCE

89.1      Cllrs McFarling and Rees had both volunteered to answer questionnaires prepared by the Rural Sounding Board on matters such as fuel poverty, rural transport and rural broadband.

89.2      The clerk reported that Newland Parish Council wish to research the history, clear the area around St Anne’s well and, subject to consent from the County Archaeologist, to undertake some renovations and generally tidy the area.  The well itself is within St Briavels parish and it appears from OS maps that the wall is the boundary between the parishes of St Briavels and Newland.  Councillors agreed that they were supportive of this proposal and will work with Newland Parish Council, noting that there is no financial commitment at this stage.

 

90         MINOR MATTERS

90.1      Cllr McFarling reported that children had been climbing the wall at the Castle and shouting abuse, causing disturbance at private events.  Advice should be sought from the police and Cllr Molyneux advised that the FODDC street wardens may also be able to provide some practical advice to the Manager at the Castle.

 

90.2      Cllr Joyce commented that the bus service from St Briavels to Monmouth is very poor and it was agreed that the clerk would write to the operator about service and seek advice from FODDC’s Community Transport Adviser.

Action 14/4.90.2 – New

Clerk

 

90.3      It was agreed that the clerk would write to BT asking them to re-turf the areas around the cabinets in Coleford Road which have recently been installed as part of the faster broadband project.

Action 14/4.90.3 – New

Clerk

90.4      Cllr McFarling had received a complaint regarding footpath FSB/72.  It was noted that the footpaths are generally becoming overgrown and that it is the responsibility of landowners to keep the footpaths clear.  Cllr Chivers agreed to contact the landowners adjoining FSB/72 and ask that they clear the footpath.

Action 14/4.90.4 – New

Cllr Chivers

90.5      Cllr McFarling reported that the Wye Valley River Festival will be celebrated in St Briavels on 11 May with a family treasure hunt in the morning following by a walk down to the Wye in the afternoon.  There are also activities planned at the Castle that day.

 

91         PUBLIC COMMENT

None

 

92         CONFIDENTIAL BUSINESS

 

93         ITEMS FOR FUTURE MEETINGS

May

Clearwell Quarry

 

94         DATES OF FUTURE MEETINGS

 

Date

Time

Meeting

Venue

Final date for:

 

 

 

 

Agenda

Items

Dispensation requests

23 April

19:00 Annual Parish Meeting Assembly Rooms    

12 May

19:00 Monthly Parish Meeting Assembly Rooms 2 May 8 May

9 June

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

 

The meeting closed at 2055