ST BRIAVELS PARISH COUNCIL

MINUTES OF COUNCIL MEETING HELD IN ST BRIAVELS ASSEMBLY ROOMS

ON 14 JULY 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 Bensted, D Rees, A Joyce & A Thomas.

District Councillor Terry Hale and 5 members of the public

147       APOLOGIES

Cllr P Molyneux

 

148       DECLARATION OF INTERESTS

Cllr Carss wished to record that in respect of item 15 that he lives opposite the Playing Fields.

Cllr Bird declared a Pecuniary interest in item 9.1.1 and an Other interest in respect of item 15 as she is a member of the Playing Fields Committee.

 

149       DISPENSATION REQUESTS    

None

 

150       MINUTES OF MEETING HELD 9 JUNE 2014

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

 

151       MATTERS ARISING NOT COVERED ELSEWHERE ON THE AGENDA

151.1    Re:14/4.90.3 the Clerk reported that BT had confirmed that grass seed had been sown on the areas around the cabinets.

 

151.2    Re: 14/5.113 Cllr McFarling reported that this will be an agenda item for the September meeting.

 

151.3    Re: 14/6.135 the Clerk confirmed that the application had now been completed by the Playing Fields Committee and would be submitted to Fields in Trust.

 

151.4    Re: 14/6.141.2 the draft response to the consultation was circulated to all councillors prior to the meeting.  The draft response was agreed subject to the following amendments (i) the reference to enforcement action being taken by the District Council but subsequently being over-ruled by the Planning Inspectorate on appeal and (ii) the reference to within parish boundaries being changed to include below parish boundaries.

 

152       PUBLIC QUESTIONS

152.1    Jill Skidmore asked if any progress had been made with the proposed Dog Control Order for the playing fields.  Cllr Carss confirmed that this would be re-visited at the September meeting as the relevent legislation had not yet been introduced.

 

152.2    Pam Plummer read the statement attached to these minutes on behalf of Action 4 Our Care.  It was resolved that the Parish Council would support Action 4 Our Care and would write to the Select Committee.  Cllrs expressed their thanks to Action 4 Our Care for the work they have done to date in keeping these issues on the agenda and for the progress made.

Action 14/7.152.2 – New

Clerk

153       REPORT FROM COUNTY COUNCILLOR 

Not in attendance

 

154       REPORT FROM DISTRICT COUNCILLORS

None

 

155       PLANNING

            FODDC applications received:

 

 

LPA Ref / applicant

Location

Proposal

Response

155.1 P0924/14/FUL St Briavels: The Cottage, Lower Road Erection of a two storey extension.  Erection of a single storey front porch (Demolition of existing conservatory)

 

No objection but the Parish Council has concerns about the character and in-keeping of the extension
155.2 P01024/14/FUL St Briavels: Oakley House, The Bearse Alterations and erection of a two storey rear extension

 

No objection
155.3 P0973/14/FUL St Briavels: 26 Smithville Close Formation of a vehicle access and hardstanding,  erection of wooden driveway gates Object – there is a tree near the driveway but it is not shown detailed in the application.  The proposed driveway will be within inches of the trunk of the tree and will certainly kill it.
155.4 P1106/14/FUL St Briavels: 1 Cross Keys Porch alterations and extension No objection

 

156       FINANCE

 

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

 

Inv

Ref

Chq

No

Payee

Purpose

Auth

Amount

VAT

Cheque value

14/23 001379 L J Weaver July salary

Travel

Allowances (July)

Postage

LGA 1972 s.112(2)

LG(FP)A 1963 s.5

LG(FP)A 1963 s.5

LGA 1972 s.111

424.15

34.20

26.00

8.39

492.74

14/24 001380 HMRC Deductions (July) LGA 1972 s.112(2)

 

106.00

106.00

14/25 001381 N T Sargent Grass cutting LGA 1972 s.214(6)

450.00

450.00

14/26 001382 GAPTC Training (LW 07.07.14)

(GW 24.06.14)

LGA 1972 s.111

285.00

285.00

14/27 001383 St John Ambulance Grant (see minute 83) LGA 1972 s.137

60.00

60.00

14/28 001384 C McFarling Costs re: treasure hunt (Wye River Festival) LGA 1972 s.137

56.42

3.00

59.42

14/29 001385 L J Weaver Aug salary

Allowances (Aug)

Travel

* Post-dated cheque

LGA 1972 s.112(2)

LG(FP)A 1963 s.5

LG(FP)A 1963 s.5

424.15

26.00

34.20

484.35

14/30 001386 HMRC Deductions (Aug)

* Post-dated cheque

LGA 1972 s.112(2)

106.00

106.00

14/31 001387 D R Teague Replacing posts on the Tump LGA 1892 s.8(1)(i)

130.00

130.00

14/32 001388 St Briavels Assembly Rooms Hire of hall – 14.07.14 LGA 1972 s.134(4)

22.50

22.50

TOTALS

£2,193.01

3.00

£2,196.01

 

156.2    The clerk presented the first quarter report as attached to these minutes.

 

156.3    Cllr Thomas reported that he had carried out a finance check, had reviewed the bank statements and reconciliations, looked at the cheque book and checked the corresponding authorisations in the minutes and that all was in order.

 

156.4    Cllr McFarling reminded everyone that notwithstanding the diary for schedule checks, all Cllrs are entitled to view the accounts at any time.  Cllrs discussed the process for in-house financial checks and confirmed that they adequate.

 

156.5    The clerk reported that the report from the external auditor was received, everything was in order and that the statutory notice could now be displayed with the accounts being available for inspection for a period of 14 days.

 

157       ARMED FORCES DAY FLAG

It was resolved that the Parish Council should purchase the correct flag to fly on Armed Forces Day.

Action 14/7.157 – New

Cllr Carss

158       DIARY OF MEETINGS FOR 2015

The schedule of meetings for 2015 was agreed and it was resolved that the Assembly Rooms should be booked for all meetings in 2015.

 

159       ANNUAL REVIEW OF COUNCIL POLICIES

It was agreed that all policies should be reviewed over the next few weeks and all Cllrs should report back to the September meeting with any recommendations, as follows:

Cllr Carss                      Standing Orders

Cllr Chivers                    Sub-Committees

Cllr Rees                       Code of Conduct

Cllr McFarling                Financial Regulations

Cllr Bird             Complaints

Cllr Bensted                  Powers and Duties of Parish Council

Cllr Joyce                      Risk Assessment

Cllr Thomas                   Freedom of Information

Clerk                             Data Protection

Cllr Chivers                    Disciplinary

Cllr Rees                       Grievance

Cllr Walker                     Community Engagement

Cllr McFarling                Training

 

160       CAR PARKING

Following a lengthy discussion it was resolved that the Parish Council’s position on parking was not to create any further car parking facilities at this time but that it will continue to investigate the options.

 

161       PLAYING FIELDS – NEW PLAY EQUIPMENT AND PATIO AREA

161.1    It was resolved to grant to Playing Fields Committee permission to install new play equipment on the playing field and a new patio at the Pavilion.

 

161.2    It was resolved to authorise the Playing Fields Committee to exercise to Parish Council’s permitted development rights and to install the new play equipment as per the plans provided and subject to the maximum cubic capacity and height of equipment as set out in the Town and Country Planning (General Permitted Development) Order 1995.  Cllr Carss raised concerns about the potential for noise being created by people using the equipment late at night and disturbing residents.  Confirmation was sought that the Playing Fields Committee would take positive action should noise become an issue.  Jill Skidmore confirmed that the zip wire will be locked overnight to prevent its use and if required, so will the basket swing.

 

162       STAFFING MATTERS

162.1    It was resolved to authorise the clerk to take annual leave for the period 21 July to 10 August inclusive and for Cllrs Carss and Chivers to monitor the Parish Council email account and Cllr Rees to deal with any cemetery matters during this period.

 

162.2    Cllrs acknowledged the Parish Council’s commitment to supporting the clerk in undertaking CiLCA, as set out in the GAPTC CiLCA Learning Agreement.

 

162.3    It was resolved to authorise the clerk to take overtime of up to 4 hours per month to complete the portfolio of evidence required for CiLCA and to attend all relevant GAPTC seminars up to the final date for submission of 30 April 2015.  The clerk agreed to notify the Chairman if overtime was required in any one month.

 

163       CLEARWELL AND STOWE HILL QUARRY EXTENSION PROPOSAL

163.1    Cllr Carss explained that the Minerals Local Plan (MLP) was currently out for public consultation and it is expected that a formal planning application to extend Clearwell and Stowe Hill Quarry will be submitted shortly.  It was resolved that the Parish Council is against the proposals for the extension of Hewelsfield and Clearwell and Stowe Hill Quarries as set out in the Minerals Local Plan.  Cllr Thomas declared an interest in this item as he is a member of the Forest of Dean District Council Planning Committee.

 

163.2    It was also resolved that Cllr Carss and McFarling should represent the Parish Council on the Joint Committee with Newland Parish Council and report back.

 

163.3    Cllr Carss suggested that a newsletter be printed and distributed to every household in the parish informing people of the extent of the proposals and the potential impact on the parish.  It was resolved that 650 copies of the report should be printed and distributed by councillors.  Cllr Rees agreed to arrange for the printing through the Village News.

Action 14/7.163.3 – New

Cllr Rees

164       PARISH HANDYMAN

There was some discussion of the various options regarding an employee, contractor or agency staff and it was agreed that Cllr Chivers would report back to the September meeting with a recommendation.

 

165       FODDC – SINGLE EQUALITY SCHEME OBJECTIVES

Cllrs considered that the objectives were very widely drafted however, as it is stated that they will benchmark at the start, monitor and then report on progress it was agreed that the objectives are appropriate.

 

166       GRCCVILLAGE OF THE YEAR

Cllr Carss explained that an application had been submitted as the deadline was 5pm on 14 July.  If the application is successful at stage 1 then the next stage is a visit from judges during August.  If this happens it is proposed to get all community organisations together to explain the work which they do and to support the application.  Each community organisation will be requested to submit a one page brief explaining what they do within the community.

 

167       CEMETERY MATTERS

167.1    Cllr Rees explained that an email had been received with a complaint about headstones which had been moved due to their being unstable.  The complainant considered that the ivy growing around the Copper Beech tree may be the cause of this and it was resolved that Cllr Rees would remove the ivy.

 

167.2    It was resolved to allow a headstone with no internment in the burials section of the cemetery and that the fee should be that which applies to a headstone, with the fee trebled if the deceased resided outside of the parish at the date of death.

 

168       WILD BOAR

It was resolved that the Parish Council write to the Forestry Commission as follows ‘St Briavels Parish Council supports the Forestry Commission in its endeavours to reduce the feral wild boar population to a level by which threats to road safety, public safety, damage to amenity grassland and other forest habitats within the Forest of Dean are at acceptable levels.  This Council further supports the Forestry Commission in its endeavours to continue scientific research to underpin sustainable management of the feral wild boar population and thereby provide effective disease containment, enhance Forest biodiversity and increase public awareness and education of the introduction and management of feral wild boar in our local landscape.’

 

169       OWNERSHIP OF LAND AT COCKSHOOT HILL

169.1    Cllr Thomas proposed that the Parish Council should apply to Land Registry to be registered as the owner of the land for the benefit of all residents of the parish.  Cllr Carss expressed his concern that taking ownership of the land, which already has commoners rights, will bring no additional benefit to parishioners and leave the parish council liable for significant maintenance costs in future. After a lengthy debate during which Cllrs discussed the benefits and liabilities relating to the land at Cockshoot Hill it was resolved that the Parish Council should apply to Land Registry to be registered as the owner of the land for the benefit of all residents of the parish.  Voting 5 FOR (Cllrs Thomas, Bensted, Joyce, Rees and McFarling) 2 AGAINST (Cllrs Carss and Bird) and 1 ABSTAIN (Cllr Chivers)

 

169.2    It was agreed that Cllr Thomas would prepare the statement of truth/sworn statement needed to support the application to Land Registry.

Action 14/7.169.2 – New

Cllr Thomas

170       LEAD COUNCILLORS REPORTS

 

170.1 Finance Cllr McFarling advised that the Financial Regulations would need updating and that advice from GAPTC on this matter is due shortly.
170.2 Governance None
170.3 Staffing None
170.4 Footpaths Cllr Chivers reported that he had been in contact with Amey however they were unable to clear footpaths at the present time.
170.5 Highways Cllr Carss provided an update from Brian Watkins, Local Highways Manager, in respect of the matters discussed at the June meeting.
 

170.6    At 2130 it was resolved to extend the time for the meeting by 30 minutes

 

170.7 Planning Cllr McFarling read extracts from a letter which English Heritage had sent to Mr Tate in respect of works relating to Wye Valley Barn.  It was agreed that the Parish Council would continue to correspond with English Heritage and that this matter should be an agenda item for the September meeting.

 

Regarding planning applications received over July and August it was resolved that the clerk should email the applications to all Cllrs with a deadline of 10 days for responses and, provided that a majority of Cllrs were in agreement and the application was not contentious, the comments should be submitted to the district Council and approved retrospectively at the September meeting.

170.8 Cemeteries None
170.9 Amenities None
170.10 Parish Plan Cllr Joyce asked if copies of the parish plan questionnaires were available for review.  The clerk agreed to locate the questionnaires.
170.11 Village Shop Cllr Carss reported on the feedback obtained from the village shop questionnaires and advised that further research was necessary before this could be progressed further.  Volunteers are needed and an article will be placed in the next edition of the Village News.

171       CORRESPONDENCE REQUIRING ACTION

171.1    The clerk explained that the District Council would be considering the draft Forest of Dean Allocations Plan on 17 July and following that there would be a consultation period of 8 weeks.  Cllrs agreed to review the document in order that a consultation response may be agreed at the next meeting.

171.2    Newland Parish Council have requested that someone from the Parish Council meet with representatives from Newland on Sunday 27 July 2014 at St Margaret’s well to consider the scope of the works required to restore the well/clear overgrowth.

172       MINOR MATTERS

Register of Interests forms were handed out and all Cllrs were asked to complete and return these to the clerk.

 

173       PUBLIC COMMENT

Jill Skidmore asked why the grass on the verge outside the Pavilion had not been cut.  Cllr McFarling explained that it was due to be cut during July.

 

174       ITEMS FOR FUTURE MEETINGS

Sept

Asset register                Cllr Carss / Bird

Review of Policies         Cllr Carss

Handyman                    Cllr Chivers

WyeValley Barn            Cllr McFarling

Emergency Planning      Cllr McFarling

View from the Tump      Cllr Chivers

 

175       INTERNAL FINANCE CHECKS

 

8 September Cllr Walker
10 November Cllr Joyce
12 January Cllr Bird

 

 

176       DATES OF FUTURE MEETINGS

 

Date

Time

Meeting

Venue

Final date for:

 

 

 

 

Agenda

Items

Dispensation requests

8 Sept

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

13 Oct

19:00 Monthly Parish Meeting Assembly Rooms 3 October 10 October

10 Nov

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

 

The meeting closed at 2200

 


AGREED ACTIONS JULY 2014

 

Reference Delegated to Details

Status

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.

Complete

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

Ongoing

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

Complete

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

Complete

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

Ongoing

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

Ongoing

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

Ongoing

 
14/6.138 Cllr Walker To arrange a meeting with the Playing Fields Association

Ongoing

 
14/6.139.2 Cllr Rees To obtain quotes for edging stones

Ongoing

 
14/6.141.2 Cllr McFarling To lead on the Parish Council’s response to the consultation

Complete

 
14/6.141.4 Cllr Chivers To put a link to the Community Activities Grant funding on the website.

Complete

 
14/6.141.4 Cllr Joyce To provide details of the Community Activities Grant funding to the luncheon club

Complete

 
14/6.1414.5 Cllr McFarling To write an article for the Village News seeking a volunteer to assist with identifying sources of grant funding

Complete

 
14/7.152.2 Clerk To write to Action 4 Our Care

New

 
14/7.157 Cllr Carss To purchase an Armed Forces Day flag

New

 
14/7.163.3 Cllr Rees To arrange for 650 copies of the quarry newsletter to be printed

New

 
14/7.169.2 Cllr Thomas To prepare the statement needed to support the application to Land Registry

New