St. Briavels Parish Council

         Minutes of the Parish Council Meeting held on 8th October, 2018 in the Assembly Rooms, St. Briavels at 7:00 p.m.

 

PRESENT

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

 

IN ATTENDANCE

Clerk and 2 members of the public.

 

  1. APOLOGIES

   It was resolved to accept apologies from Cllrs. Joyce, Clarke and District Councillor Hale.

 

  1. DECLARATIONS OF INTEREST

Item 120.2 – Accounts for payment.

Cllr. Hurley – payment to SBAR; Cllr. Chivers – reimbursement for carnival stand payment; Cllr. Walker – reimbursement for payment for study tour; Cllr. McFarling – reimbursement for Apple Day expenses.

Item 127 – Cllrs. Chivers and Plummer

 

  1. DISPENSATIONS

None received.

 

  1. MINUTES OF PREVIOUS MEETING

It was resolved to adopt, as a true record, the minutes of the Parish Council meeting held on

10th September, 2018.

 

  1. PUBLIC QUESTIONS

None.

                       

  1. PLANNING

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

                       

  LPA Ref / applicant Location Proposal
116.1 P1331/18/FUL and

P1332/18/LBC

Mr. & Mrs. Eveleigh

 

 

Ashfield House, High Street, St. Briavels.

Erection of a block render and stone paint wall in the rear garden including the repositioning of aerial and boiler flue. (Retrospective).  Erection of gates to the rear of the property.

Following discussion, Cllr. McFarling’s proposal to support the Conservation Officer’s report (seconded by Cllr. Chivers) was supported by the majority of Cllrs; therefore, the decision was made to object to this application.
116.2 P1397/18/FUL

Mrs. M. Gillingham

Valley View, The Fence,

St. Briavels

Erection of holiday let with associated works.

Cllrs. voted on a proposal by Cllr. Rees and seconded by Cllr. Hurley to object to this application on the grounds of visual impact and accessibility. The majority voted against this proposal and as such the application was supported.
116.3 P1488/18/FUL

Mr. V. Parker

1, Cross Keys, St. Briavels Erection of a front porch extension.

No objection.

116.4 P1245/18/FUL

Mr. A. Laws

Swallows Chase, Hudnalls Loop Road, St. Briavels Variation of condition 02 (approved plans) to allow for alterations to boundary treatments, access onto highway and erection of a timber pergola of planning permission P1504/15/FUL.

The proposal to object to this variation because it is not in character was supported by the majority of Cllrs.

 

  1. ONGOING ACTIONS

         To receive reports on the following ongoing actions:

 

Minute & Date: Delegated to Details: Status:
96.5 Sept 2017 Cllr. Hurley Three Posts Lane – No feedback/ awaiting a response from Jeff Wheeler. Ongoing
131 Oct 2017 Cllrs. Walker & Lounds Christmas lights – The George’s landlady was confirmed as having no objections. Ongoing – See item 120.8
213.3 Feb 2018 Cllr. Chivers

Clerk

Funding for Village Handyman – Funding received for three years; thank you letter to be sent. Complete
231.1 March ‘18 Cllr. Clarke Draft outline strategic plan. Ongoing
10 May 2018 Cllrs. Hurley & Plummer Grievance Policy, Health & Safety Policy and Community Engagement to be reviewed/overhauled. Ongoing – Clerk to forward the latest on the Ledbury Case.
71.1 July ‘18 Clerk St. Briavels Cricket Club – a report of Summer activities requested Ongoing – Clerk to chase.
76 July ‘18 Cllr. Plummer Memorial Bench – incorrect bench received; awaiting replacement. Ongoing – to be delivered w/c 15/10/18.
97.4 Sept ‘18 Clerk Order self-adhesive numbers for the grit bins. Complete
98 Sept ‘18 Clerk

 

 

Cllrs. Walker and McFarling

Whittington Close/Play area – obtain additional quotes for legal work.  Article placed in Village News and draft flyer produced – open afternoon at the Pavilion on 26th October, 1.30-4.30 p.m. Ongoing – awaiting draft terms of the Guinness Partnership lease.
99 Sept ‘18 Cllr. Rees Article for Village News regarding Parish Council Elections 2019. New Action  – See item 122
101 Sept ‘18 Clerk Update three quotes received to include cost of installing a gateway in the wall. Closed
120.6 Oct ‘18 Cllr. Chivers Works to playing field boundary wall – produce a specification of works. New Action
122 Oct ‘18 Cllr. Hurley Village News article for December issue. New Action
125 Oct ‘18 Clerk Community Orchard – write to Playing Fields Committee. New Action
126 Oct ‘18 Cllr. McFarling

Clerk

Grass Cutting Contract – papers to November meeting. New Action

 

  1. REPORT FROM COUNTY COUNCILLOR

Not present.

 

  1. REPORTS FROM DISTRICT COUNCILLORS

          Cllr. McFarling’s verbal report was noted.

 

  1. FINANCE

 

           120.1 The following accounts paid as approved at the last meeting, were noted:

 

Inv

ref

Chq

no

Payee Purpose Auth Amount VAT Total incl.VAT
18/40 BACS St. Briavels Assembly Rooms (SBAR) Room Hire x 1 LGA 1972s.111 £33.00    
18/41 BACS St. Briavels Assembly Rooms (SBAR) Storage of Parish Council Documents LGA 1972s. 111 £100.00    
18/42 BACS N.T. Sargent

(CompLandscape Gdns)

Grass cutting LGA 1972s.214 £456.00    
18/43 S/O

 

BACS

Ursula Deighton

 

(Mrs U J Deighton)

Clerk (August) Salary

 

Travel (July & August)

LGA 1972s.112(2)

 

LG(FP)A1963s.5

£515.05

 

£26.82

   

 

 

18/44 BACS Richard Chuter

(R. Chuter)

Village Handyman (August) LGA 1972s.137 £186.28    
18/46 BACS Central Source Ltd. Self-Adhesive numbers for grit bins. LGA 1972s. 111 £75.66 £15.14 £90.80
        TOTAL (inc VAT) £1,407.95    

 

  1. Invoice 18/45 for the memorial bench will be paid once the correct bench has been delivered.

        

         120.2    It was resolved to approve the following accounts for payment.  N.B. Cllr. Rees chaired this part of the meeting and Cllrs. Hurley, Chivers, Walker and McFarling abstained from voting for the invoices they had declared an interest in.  It was also resolved that in the absence of the Village Handyman’s invoice for September, an amount up to £200 could be paid.

 

Inv

ref

Chq

no

Payee Purpose Auth Amount VAT Total
18/47 BACS St. Briavels Assembly Rooms (SBAR) Room Hire x 1 LGA 1972s.111 £33.00    
18/48 BACS N.T. Sargent

(CompLandscape Gdns)

Grass cutting LGA 1972s.214 £388.00    
18/49 S/O

BACS

Ursula Deighton

(Mrs U J Deighton)

Clerk (September) Salary

Travel (September)

Office Allowance

Telephone/IT

LGA 1972s.112(2)

LG(FP)A1963s.5

LG(FP)A1963s.5

LG(FP)A1963s.5

£515.05

£17.46

£104.00

£60.00

   

)

)

) £181.46

18/50 BACS Richard Chuter

(R. Chuter)

Village Handyman (September – 18.5 hrs)

Petrol

LGA 1972s.137 £185.00

 

£10.70

   

 

£195.70

18/51 BACS Cllr. Chivers Reimbursement of payment for Carnival stand. LGA 1972s.137 £15.00    
18/52 BACS Cllr. Walker Reimbursement of payment for Study Tour. LG(FP)A 1963 s.5 £15.00    
18/53 BACS PFK Littlejohn Review of Annual Governance & Accountability Return LGA 1972s.111 £200.00 £40.00 £240.00
18/54 BACS Cllr. McFarling Apple Day Expenses – hire of press and mill, mileage and bridge tolls LGA 1972s.137 £120.00

£93.60

£11.20

   

 

£224.80

        TOTAL (inc VAT) £1,808.01    

 

120.3    Financial Checks

Cllrs. McFarling and Lounds confirmed that all is in order following the financial checks carried out before the meeting.

 

120.4    Financial Position – End of 2nd Quarter

                     The Parish Council’s financial position as at the end of the second quarter was noted; in particular that the Council’s spending six months into the financial year was underspent and that only £400 of the £8,500 allocated for grants had been awarded.

 

120.5    Project Bus Shelter No. 1 – Deferred from last meeting

                     It was resolved to approve funding of up to £200 for various items to create an information point/library in the bus shelter on The Square.  Cllr. Lounds to check the use of the bus shelter in the mornings and to look into providing an internal notice board for information about local services.

 

120.6    Works to Boundary Wall – Playing Fields

Cllr. Chivers to write a specification for consideration at the November meeting to ensure that each company will be quoting for the same work/guarantees.

 

120.7    Audit for Year Ended 31st March 2018

                     It was noted that external auditors, PFK Littlejohn, had completed the audit process.

 

120.8    Christmas Lights – Cllr. Walker

It was resolved to approve funds, up to £200, for the installation of an external socket at The George to be used for the Christmas lights; The George to pay for the electricity. The lights would be on from the 1st December with the official ‘switch-on’ taking place on 14th December, 2018.

                    

  1. WHITTINGTON CLOSE/PLAY AREA

A ‘drop-in discussion session’ regarding possible uses for this area was due to take place on Friday, 26th   October from 1.30 p.m. until 4.30 p.m.  Details had been published in Village News and posters and flyers were about to be produced to advertise the event.  To be discussed further at the November meeting.

        

  1. VILLAGE NEWS ARTICLES

Cllr. Rees had circulated the first article in the lead up to the 2019 elections as discussed at the last meeting. A few minor changes were suggested and Cllr. Hurley volunteered to produce the article for the December  Village News to be reviewed at the November meeting.

 

  1. REMEMBRANCE SUNDAY – CENTENARY CELEBRATIONS

Arrangements for this special event were progressing well; an update was noted including:

  • procurement of a replacement bench,
  • a number of artefacts received concerning WW1 to be displayed on the day,
  • catering arrangements,
  • local groups to sing appropriate songs during the event at the Assembly Rooms.

 

  1. FOREST of DEAN YOUTH SERVICE INITIATIVE

          The Council considered the proposal “that this Council resolves to grant 5% of its precept to restore and   sustain the development and support infrastructure to Voluntary Youth Services in the Forest of Dean” and resolved that a representative from the Forest Voluntary Action Forum should be invited to attend the November meeting and clarification be sought regarding the following:

124.1    How would this proposal specifically benefit St. Briavels?

124.2    What type of employment contracts do staff have?

124.3    The proposed budget which appeared not to make provision for Statutory Sick Pay.

124.4    Accountability?

124.5    What happens if not enough Councils sign up to this project?

 

  1. COMMUNITY ORCHARD

It was resolved to grant permission to the Playing Fields Committee, in conjunction with the Parish Grasslands Project (PGP) to plant a number (to be confirmed) of fruit trees which will utilise a small area at the bottom right hand corner of the playing field.  The PGP would be responsible for clearing the area, planting and maintaining it and the Playing Fields Committee would be responsible for insurance.  Clerk to contact Tessa Charley.

 

  1. GRASS CUTTING CONTRACT

The suggested timetable for seeking quotations for this contract for 2019 – 2022 which will commence in March, 2019 was noted.  Any questions regarding the paperwork which was circulated, to be addressed to

Cllr. McFarling, copy to the Clerk.

 

  1. ACTION4OURCARE

Members received an update regarding this campaign which is nearing the end.

 

  1. FEEDBACK ON STUDY TOUR

          The Council noted the report from Cllr. Walker regarding her attendance on the AONB Partnership Annual Study Tour on 21st September, 2018.

 

  1. LEAD COUNCILLOR REPORTS (where not covered elsewhere on the agenda)

129.1    Finance – Cllr. McFarling – date set for an informal meeting to draft the 2019/2020 budget – provisionally 20th November at 7.00 p.m. at the Chairman’s home. PMN – changed to 21st November.

`         129.2    Governance & Staffing – Cllr. Rees – no report.

129.3    Footpaths – Cllr. Hurley updated the meeting on work in progress and that completed, regarding several footpaths in the Parish.

129.4    Highways – the Council was disappointed to hear Cllr. Lounds’ report that the planned road safety projects may be put back to 2019/2020.  He said that he would check whether the County Councillor’s match funding allocation would be carried forward.

129.5    Planning – Cllr. McFarling reported that the District Planning Committee was due to meet the following day to consider several retrospective planning applications relating to Clearwell Farm.

 

         

          EXTENSION OF MEETING

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

 

129.6    Emergency Planning/Snow Warden – Cllr. Walker

a)         Draft Emergency Plan – circulated prior to the meeting.  Members were asked to pass any comments back to Cllr. Walker regarding the plan which was meant to be a ‘living’ document and evolve.

b) Upgrading of grit bins – this is an ongoing process and in time, each Councillor will be provided with a map and allocated a number of bins to monitor.

 

129.7    Cemeteries – Cllr. Rees raised a number of issues as follows:

a) Members were asked to consider, for the next meeting, whether to add a third row for the interment of cremated remains or to identify a new area for this purpose.

b) The cost of removing the ramp, and thereby creating around 10 more plots, would be considered at the next meeting.

c) A request from Mr. Blatchly to install one flat stone to cover two cremated remains plots was approved.

d) McFarling received approval to proceed with an application for works to be carried out to the Indian Bean Tree.

129.8    Assets & Maintenance – Cllr. Chivers updated the meeting regarding work carried out by Richard Chuter on the Tump.  It was noted that Japanese Knotweed has been sighted near the telephone box on Lower Meend.

 

  1. COUNCIL REPRESENTATIVES’ REPORTS

130.1    Playing Fields Association – Cllr. Walker – no report.

130.2    Charles Lord Denton Almshouses Trust – Cllr. Rees – no report.

130.3    Child Safety Working Group – Cllr. Plummer reported that  PCSO Jayne had been contacted                              concerning courses for internet safety.

130.4    Farmers’ Market – it was agreed that it was good to maintain a presence at this event each month.                       Cllr. Walker volunteered to attend the November market.

 

  1. CORRESPONDENCE REQUIRING ACTION

         131.1    Councillors noted the receipt of the update regarding Stowe Hill Quarry planning applications.

 

  1. MINOR MATTERS INCLUDING INFORMATION RECEIVED BY THE CLERK (No action required)

         132.1    Cllr. Rees reported that vandalism to the children’s play equipment may have taken place.

132.2    Cllr. Hurley mentioned that the Council could have use of the Assembly Rooms for the Dementia Awareness Sessions.

132.3    Cllr. Walker agreed to talk to the Playing Fields Committee regarding the overflowing litter bins by the play area and the pile of accumulating rubbish in the left hand corner of the playing field.

 

  1. PUBLIC COMMENT – A member of the public commented that the Parish Council should ‘keep up the good work’.

 

  1. ITEMS FOR FUTURE MEETINGS – none received.

 

  1. DATES OF FUTURE MEETINGS

 

Dates

2018

Time Meeting Venue Agenda items &

Dispensation requests by:

12th November 18.30 Parish Council Meeting Assembly Rooms 2nd November
December   No Meeting   n/a

NB: 18.30 for viewing of planning applications and talk to parishioners; 19.00 meeting commences.

 

  1. 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 14th January 2019

 

 

  1. CONFIDENTIAL MATTERS – Exclusion of the Press and the Public – it was resolved that, for the remaining business of a confidential nature, the press and the public should be excluded from the meeting in accordance with Standing Order 1.3.

 

137.1    Request from the Clerk

The Council had been circulated with a letter from the Clerk, under the terms of her contract, requesting that she be allowed to work for Awre Parish Council.  Following discussion, it was  resolved to support this request.

137.2    Parish Council Membership – with the close proximity of elections taking place in May 2019, it was confirmed that presently all members of the Parish Council would remain in place until the elections.

 

 

         Meeting closed at 10.00 p.m.