ST BRIAVELS PARISH COUNCIL

MINUTES OF COUNCIL MEETING HELD IN ST BRIAVELS ASSEMBLY ROOMS

ON 9 JUNE 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 Walker, G Bensted, D Rees, A Joyce & A Thomas.

Brian Watkins – Highways

122       APOLOGIES

Cllrs T Hale and P Molyneux

 

123       DECLARATION OF INTERESTS

None

Cllr Carss wished to record that in respect of item 16 (Playing Fields / New Play Equipment) that he lives opposite the Playing Fields.

 

124       DISPENSATION REQUESTS    

None

 

125       MINUTES OF MEETING HELD 12 MAY 2014

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

 

126       HIGHWAYS

126.1    Following a lengthy discussion covering a number of different issues affecting the parish Brian Watkins agreed the following actions:

–       To draw up some outline proposals for a zebra crossing in the village for consideration by the Parish Council;

–       To provide a copy of the Road Safety Partnership document which contains details of methods of slowing traffic;

–       To attend at the school to arrange for repainting of the no parking area;

–       To arrange for new signs to be installed at Trow Green diverting HGVs through Lydney rather than through the village;

–       To install a camera at the Trow Green junction to monitor the movements of HGVs in order to identify any problems with the junction/road layout;

–       To arrange for the hedges at the junctions from the Common onto the B4228 to be cut back to improve visibility;

–       To discuss with the police the possibility of extending the 30mph zone to cover the exits from the Common onto the B4228;

–       To arrange a meeting between Highways and the Police Road Department and to inform the clerk when this meeting is likely to take place in order that a representative from the Parish Council may also attend;

–       To find out if the village is a speed enforcement zone and, if so, if camera signs can be put up;

–       To arrange for repainting of road markings on the B4228 where necessary;

–       To arrange for T junction signs to be put up at the exits from the Common onto the B4228 if these are not already in place;

–       To report the blocked drain outside the Assembly Rooms and arrange for clearance;

–       To revisit the priority for resurfacing East Street in financial year 15/16.

–       In September (after the nesting season), to cut any trees overhanging Cockshoot Hill to allow a clearance range of 14’ 6”;

–       To arrange for the local area manager to look at the road subsidence on Cockshoot Hill.

–       To arrange for the local area manager to investigate the water which is running across the road at Coldharbour Lane

 

126.2    It was reported that the Traffic lights between Mork and the Quarry are there due to road subsidence            and Highways are planning to undertake the road repair after the summer season as the work will require the road to be closed for a number of weeks.

 

127       MATTERS ARISING NOT COVERED ELSEWHERE ON THIS AGENDA

127.1    Re:14/4.86 Cllr Bensted reported that she is aiming to submit the grant application by 31 August.

 

127.2    Re: 14/3.61 Cllr Chivers to report to the July meeting.

 

127.3    Re: 14/4.90.3 the clerk reported that BT had been in contact on 27 May and were going out to inspect the cabinets to assess the reinstatement needed.  BT’s response is awaited.

 

127.4    Re: 14.4.90.4 Cllr Chivers has contacted Amey to report the need for footpath FSB/72 to be cleared

 

127.5    Re: 14/5.113 Cllr McFarling has been in contact with Mr Garbett and will be arranging a meeting to explore ideas for emergency planning for the parish.

 

127.6    Re: 14/5.116 Cllr Walker had contacted the British Legion but there are no plans for any events to commemorate the WW1 centenary in the parish.

 

127.7    Re: 14/5.117 Cllr Thomas had been unable to find any volunteers but will write an article for the Village News to establish if there are any volunteers to fly the flag on official flag-flying days. Flag flying is currently being done by Cllr Mcfarling

Action 14/6.127.6 – New

Cllr Thomas

128       PUBLIC QUESTIONS

None

 

129       REPORT FROM COUNTY COUNCILLOR 

Not in attendance

 

130       REPORT FROM DISTRICT COUNCILLORS

Cllr Thomas confirmed that he would be contacting Cllr Molyneux to find out more detail about the money which has been allocated to each county councillor to spend on road repairs in their area.

 

131       PLANNING

            FODDC applications received:

 

 

LPA Ref / applicant

Location

Proposal

Response

131.1 P0062/14/DISCON St Briavels: Birchfield Bungalow, The Common Discharge of condition (04) of archaeology in relation to planning permission P1326/13/FUL

 

No objection
131.2 P0050/14/DISCON St Briavels: Bearse Farm, The Bearse Discharge of conditions of planning permission P1549/13/FUL (03) method statement excavations, (04) site management, (05) litehouse bollards, (06) brick and tile samples, (07&08) biodiversity, (10,19&20) landscaping, (12) energy assessment, (16) bike rack and (17) drainage

 

No objection

 

132       FINANCE

 

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

 

 

 

Inv

Ref

Chq

No

Payee

Purpose

Auth

Amount

VAT

Cheque value

14/16 001372 L J Weaver June salary and Apr overtime (5 hrs)

Travel

Allowances (June)

ICO renewal fee

Anti-virus (1 year)

LGA 1972 s.112(2)

 

LG(FP)A 1963 s.5

LG(FP)A 1963 s.5

LGA 1972 s.111

LGA 1972 s.111

466.57

18.90

30.00

35.00

24.99

5.00

£580.46

14/17 001373 HMRC Deductions LGA 1972 s.112(2)

 

116.60

116.60

14/18 001374 Perpetua Press Printing of annual report LGA 1972 s.142(1A)

89.00

89.00

14/19 001375 Abbey Tree & Hedge Services Tree surgery – Tump view point LA 2011 s.1(1)

1,675.00

1,675.00

14/20 001376 Society of Local Council Clerks Annual subscription LGA 1972 s.143

126.00

126.00

14/21 001377 St Briavels Parish Council Opening of account with Unity Bank Trust LA 2011 s.1(1)

8,000.00

8,000.00

14/22 01378 N T Sargent Grass cutting – May LGA 1972 s.214(6)

450.00

450.00

TOTALS

11,032.06

5.00

£11,037.06

 

132.2    The clerk was unable to present the monthly report as bank statements for May 2014 had not been received. The report will be emailed to councillors as soon as possible.

Action 14/6.132.2 – New

Clerk

 

133       GRASS CUTTING CONTRACT WITH TWO RIVERS HOUSING

It was resolved that the Chairman sign the contract with Two Rivers Housing for a further term of 5 years commencing on 16 March 2014.

 

134       DOG CONTROL ORDER

Due to legislative changes which are expected to come into effect in summer 2014 it was resolved that the Parish Council would not make a Dog Control Order at this time but would seek to progress the matter with the District Council under the new legislation.

 

135       CENTENARY FIELDS APPLICATION

135.1    Cllr Carss explained that he had met with the Playing Fields Association who are happy with this in principle but need to understand whether the restriction in the Deed of Dedication would restrict any future works to the Pavilion or tennis courts and whether this would affect their charitable status.  Clerk to contact Fields in Trust to seek clarification.

Action 14/6.135.1 – New

Clerk

135.2    It was noted that there are a number of nationwide events planned by the British Legion to mark the WW1 Centenary and it was agreed that Cllr Walker would continue to look at ways in which the parish could mark the centenary.  The first national event is LIGHTS OUT whereby people are invited to turn off their lights (leaving a single light or candle) from 10pm to 11pm on 4 August for a shared moment of reflection.  Further details can be found at www.1418NOW.org.uk

 

136       GRANT APPLICATIONS

It was resolved that the clerk would contact both applicants and ask that they complete an application form and provide supporting evidence in accordance with the Grants Policy which was adopted by the Parish Council on 12 May 2014.

Action 14/6.136 – New

Clerk

 

 

137       PLAYING FIELDS / NEW PLAY EQUIPMENT

Following a lengthy discussion Councillors agreed that the clerk should write to the Playing Fields Association to seek clarification on the following points before any equipment is installed on the playing fields:

–       Who insures the playing equipment and who is liable if there is an accident;

–       Is the contractor insured for liability

–       The location of the new equipment within the playing fields;

–       The need for the Parish Council to be consulted on the plans and consent to the proposals under the terms of the lease;

–       Have nearby residents been informed of the scope of the work and given an opportunity to respond with any concerns;

–       Is planning permission required;

–       Will the zip wire be locked and, if so during what hours;

–       What works are proposed to trees;

–       Is the play area to be fenced if trees are being removed;

–       When are works planned to commence

Action 14/6.137 – New

Clerk

 

138       SKATEPARK

Cllr Walker reported that she will be arranging a meeting with the Playing Fields Association so that the children could put their ideas forward and discuss costs and then a public meeting would need to be arranged before this is progressed further.

Action 14/6.138 – New

Cllr Walker

 

139       CEMETERY – SPACE FOR CREMATED REMAINS

139.1    It was resolved that a 3rd row be created for the internment of cremated remains.

 

139.2    Cllr Rees agreed to obtain some quotes for edging stones to mark the cremated remains section of the cemetery and to report back to a later meeting.

Action 14/6.139.2 – New

Cllr Rees

 

140       LEAD COUNCILLOR REPORTS

 

140.1 Finance None
140.2 Governance None
140.3 Staffing None
140.4 Footpaths None
140.5 Highways None
140.6 Planning None
140.7 Cemeteries None
140.8 Amenities None
140.9 Parish Plan None
140.10 Village Shop The village shop survey responses are due by 15th Jun, Cllr Carss will be meeting with the Working Group shortly to consider the results.

141       CORRESPONDENCE REQUIRING ACTION

141.1    Clerk reported that the Parish Council had received an email from the Consortium of Wye Valley Councils about a problem caused by 4×4 vehicles driving up and down the Burial Path in Newland.  They have asked if anyone is aware of a similar problem in the parish could details please be provided so that the extent of the problem can be considered.

141.2    Cllr Carss read a note circulated by NALC regarding consultation on Underground Drilling Access (oil, shale gas extraction and geothermal) which proposed a £20,000 payment to a community body for each well.  After some discussion it was agreed that the wrong questions were being asked as part of the consultation and it was resolved that Cllr McFarling would lead on the Parish Council’s response to the consultation.

Action 14/6.141.2 – New

Cllr McFarling

 

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

141.4    Details of GRCC Community Activities Grants scheme was provided to Cllr Chivers to provide a link on the Parish Council’s website and to Cllr Joyce to pass on to the luncheon club.

Action 14/6.141.4 – New

Cllrs Chivers & Joyce

141.5    There was some discussion about the number of grant funding sources and the need for someone to analyse these and assist local groups in obtaining grant funding.  It was agreed that Cllr McFarling will write an article for the Village News to see if there is a volunteer willing to do this.

Action 14/6.141.5 – New

Cllr McFarling

142       MINOR MATTERS

142.1    Cllr Carss reported that Linkline are planning to attend the Farmers Market in July.

 

143       PUBLIC COMMENT

None

 

144       ITEMS FOR FUTURE MEETINGS

July

Asset register

 

145       INTERNAL FINANCE CHECKS

 

14 July Cllr Thomas
8 September Cllr Walker
10 November Cllr Joyce

 

 

146       DATES OF FUTURE MEETINGS

 

Date

Time

Meeting

Venue

Final date for:

 

 

 

 

Agenda

Items

Dispensation requests

14 July

19:00 Monthly Parish Meeting Assembly Rooms 4 July 11 July

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

 

The meeting closed at 2140

 


AGREED ACTIONS JUNE 2014

 

Reference Delegated to Details

Status

14/2.26.4 Cllr Carss To contact with Cllr Vernon Smith at Gloucestershire County Council about the response received from Highways.

Ongoing

 
14/2.27.3 Clerk To pursue SIM search to identify owner of the land and to make enquiries of the Commons Registration Officer at the County Council.

Complete

 
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.

Ongoing

 
14/3.54.2 Cllr Rees To ask the Church to pay for the second garden waste licence.

Complete

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

Ongoing

 
14/4.79 Clerk To contact 2RH regarding the grass cutting contract

Complete

 
14/4.90.2 Clerk To write to the bus service operator regarding the poor service to Monmouth

Complete

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

Ongoing

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

Ongoing

 
14/5.107.2 Clerk To email the monthly finance report to all councillors

Complete

 
14/5.109.4 Clerk To submit the Annual Return to the external auditor

Complete

 
14/5.110.1 Clerk To agree a 3 year Long Term Agreement with Came & Company for insurance.

Complete

 
14/5.110.3 Clerk To ask Mr Teague if the 4 x posts on the Tump can be replaced before the carnival on 14 June.

Complete

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

Ongoing

 
14/5.111.2 Cllr Bird To contact the Playing Fields Association and confirm plans for the new play equipment and arrangements for insurance and safety inspections

Complete

 
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

 
14/5.117 Cllr Thomas

To establish whether there are any volunteers to fly the flag on official flag-flying days

Complete

 
14/5.118 Cllr McFarling To forward a list of official flag flying days to Cllr Thomas

Complete

 
14/6.127.6 Cllr Thomas To write an article for the Village News seeking volunteers to fly the flag on official flag-flying days

New

 
14/6.132.2 Clerk To email monthly report to all Councillors

New

 
14/6.135 Clerk To write to Fields in Trust

New

 
14/6.136 Clerk To ask applicants to complete an application form and supporting information in line with the Grants Policy

New

 
14/6.137 Clerk To write to the Playing Fields Association

New

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

New

 
14/6.139.2 Cllr Rees To obtain quotes for edging stones

New

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

New

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

New

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

New

 
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

New