St. Briavels Parish Council
Minutes of the Parish Council Meeting held on 9th October, 2017
in the Assembly Rooms, St. Briavels at 7:00 p.m.

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

IN ATTENDANCE
District Cllr. Hale, Clerk, 3 members of the public.

115. APOLOGIES
None received.

116. DECLARATIONS OF INTEREST
Cllrs. Joyce and Rees declared an interest in item 125 (SBAR/AH mediation offer).

117. DISPENSATIONS
No requests received.

118. MINUTES OF PREVIOUS MEETING
It was resolved to adopt, as a true record, the minutes of the last meeting held on 11th September, 2017, subject to the following minor amendments:
i. Change County Cllr. Hale to District Cllr. Hale (already changed in minute book copy of minutes).
ii. Item 107.3 – “The PROW officer had been in touch with a local farmer …… “.

119. PUBLIC QUESTIONS
None received.

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

LPA Ref / applicant Location Proposal
120.1 P1627/17/TCA
Mr. J. Woodward Green Meadows, High Street,
St. Briavels. Removal of x 1 Hazel tree to be replaced. No objection but recommend that re-planting takes place during the next planting season.
120.2 P1560/17/FUL
Mr. D. Nunn Offas Mead, Stowe Road,
The Fence, St. Briavels. Single storey oak framed annexe extension to side. No objection. Comment was made that the visibility of the extension had been incorrectly reflected on the application form.

121. ONGOING ACTIONS
To receive reports on the following ongoing actions:

Minute & Date: Delegated to Details: Status:
160 Jan 2017 Cllr. McFarling/ Cllr. Lounds Grit Bags – waiting to hear from Brian Watkins. No response from Somerset County Council. Ongoing
185 Feb 2016 Cllr Chivers Cllr. Chivers proposed that a sum of around £40 be allocated to buy postcrete for this task. It was estimated that 8 bags would be required. Seconded by Cllr. Hurley; all in favour therefore it was resolved to approve this expenditure. Ongoing – date agreed for installation, Sunday, 15th October.
160 Jan 2016 Cllr. McFarling

Confirmed that the carriageway and footway are dedicated Highway. The grass/tarmac strip between carriageway and footway is the responsibility of Two Rivers Housing. Residents wishing to install a dropped kerb will need to obtain permission from both organisations. Complete – Copy of the contract between PC/Two Rivers and also a map of their holdings now with the Clerk.
195.1 Feb 2017 Clerk Look into alternatives re. investing PC reserves. Advice sought from GAPTC and outlined for the meeting. Ongoing – Clerk to circulate briefing paper. Cllr. McFarling to speak to the FoDDC Finance Officer bearing in mind the importance of ensuring that it is appropriate for the FO to provide advice on this matter.
248.7 April 2017 Cllr. Rees
Cllr. McFarling Cemetery – draft tree management plan. Ongoing – report to January 2018 meeting.
48b June 2017 Clerk Revise Asset Register Ongoing

96.5 Sept 2017 Cllr. Chivers Three Posts Lane – obtain 2 additional quotes for the work quoted for by TCV. Ongoing – description of work to be undertaken had been written and a local contractor approached. Cllrs. to get in touch if they know of another local contractor that could be approached.
101 Sept 2017 Cllr. McFarling Strategy for dealing with Japanese Knotweed in the Parish. Closed – to be placed on the November agenda.

122. REPORT FROM COUNTY COUNCILLOR
None received.

123. REPORT FROM DISTRICT COUNCILLORS
Cllr. Hale reported:
• that Gloucestershire County Council and NHS Gloucestershire Clinical Commissioning Group have been working together, with community partners, to integrate the Village and Community Agent service with the Social Prescribing service. The new service went live on 1st October 2017 and aims to improve wellbeing.
• that posters had been produced to inform the public not to disturb the wild boar; to be placed on local notice boards.
• that the Road Safety Campaign had been launched and he showed members the various poster designs that were available to order.

Cllr. McFarling informed members that the District Council Cabinet meeting due to be held on 12th October was open to the public in order to improve transparency. Everyone had been circulated with information regarding PUBLICA, which will be launched on 1st November, 2017 and will deliver shared services across four Councils. He also mentioned that a smaller application for Clearwell Farm (turkey production) would be considered at the forth-coming Planning Committee. It was noted that the recommendation was that this application be granted permission with conditions applied.

124. FINANCE

124.1 The accounts paid, as approved at the last meeting, were noted.

Inv
ref Chq
no Payee Purpose Auth Amount VAT
17/35 BACS Assembly Rooms Room Hire x 1 LGA 1972s.111 £33.00
17/36 BACS Chris Haine Mediation Services LGA 1972s. 137 £150.00
17/37 BACS Ursula Deighton Clerk (August) Salary
Travel LGA 1972s.112(2)
LG(FP)A1963s.5 £487.15
£9.36

17/38 BACS Richard Chuter Village Handyman
(July – 8hrs & August 7hrs) LGA 1972s. 137 £150.00
17/39 BACS N. T. Sargent Grass Cutting LGA 1972s. 214 £456.00
17/40 BACS Calendar Lady Printing village leaflets LGA 1972s. 144 £120.00
17/41 BACS A. Martin, NCS Eradication of Japanese Knotweed LGA 1972s.111 £60.00 £12.00
TOTAL (inc VAT) £1,477.51

124.2 Accounts for payment – it was resolved to authorise the following accounts for payment.

Inv
ref Chq
no Payee Purpose Auth Amount VAT
17/42 BACS Assembly Rooms Room Hire x 1 LGA 1972s.111 £33.00
17/43 BACS Ursula Deighton Clerk (September) Salary
Travel
Office Allowance
Telephone/IT LGA 1972s.112(2)
LG(FP)A1963s.5
LG(FP)A1963s.5
LG(FP)A1963s.5 £487.15
£17.46
£104.00
£60.00

17/44 BACS N. T. Sargent Grass Cutting LGA 1972s. 214 £456.00
17/45 BACS Richard Chuter Village Handyman
18 hrs (September) LGA 1972s. 137 £180.00
TOTAL (inc VAT) £1,337.61

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

124.4 Financial Position – End of 2nd Quarter
Details of the Parish Council’s financial position as at the end of the second quarter were received. It was noted that, to date, expenditure was less than had been budgeted for and seemed to be a general trend. This year’s informal budgeting meeting would be held at the Chairman’s home at 7.00 p.m. on Thursday, 2nd November and would be an opportunity to consider this trend together with on-going and potential future projects requiring funding. The draft budget will be considered at the November meeting and placed on the Parish Council website. The final budget will be adopted at the January, 2018 meeting.

124.5 Unity Trust Bank – Change of Signatories
Clerk to chase the Bank regarding progress with this matter.

124.6 Cricket Club Grant Request
Cllr. McFarling reported that he was waiting to hear whether planning permission is required for the installation of cricket nets and artificial wicket. It is hoped that this would come under ‘permitted development’ and that the funds could be released before the next meeting.

124.7 Training Requirements
It was resolved to fund the following attendance at GAPTC provided training courses as follows:
i) For the Clerk to attend, “Data Protection – the new regulations and how they will affect you” on the 30th November (£40 pp – 2.00 – 4.00 p.m. Highnam Community Centre). This course will cover the latest developments and will be dedicated to this subject alone; which will affect all parish and town councils.
ii) Cllr. Rees to attend “Planning applications from the perspective of town & parish councils” on 31st October (£50 pp 2 – 5.00 p.m. Brockworth).
iii) Cllr. Hurley to attend “Being a Better Councillor” on 2nd November (£95 pp – 9.30 – 4.30 p.m. Highnam).
Proposed by Cllr. Chivers, seconded by Cllr. Lounds and all in favour.

125. SBAR/AH MEDIATION OFFER
Cllrs. Rees and Joyce withdrew from the meeting. The process for the proposed mediation was outlined and noted.

126. EMERGENCY PLAN
Cllr. Walker reported that the emergency plan was progressing well and that she had visited the Doctors’ Surgery and it had been suggested that ‘emergency first aid’ training should be offered to as many people as possible and this would be explored further. It was noted that the Surgery would be acquiring a new white board and would be happy for the Parish Council to display posters regarding the Emergency Plan. Cllr. Walker had also visited the School who were very supportive. The Plan would be populated with relevant contact details.

127. DOG CONTROL ORDER
Cllr. McFarling confirmed that in the event of a PSPO being issued a contribution, of approximately £500 per annum would be required from Parish Council, towards the cost of the Street Warden’s visits. He also confirmed that the Parish Council would be responsible for emptying any additional dog waste bins should they wish to buy extra ones.

Cllr. Chivers reported that following a conversation with Mrs. Skidmore, it was not felt to be a massive problem and the solution may be to place three additional signs at the memorial gates, the sports field and play areas and to monitor the situation. Cllr. Chivers to obtain quotes for three signs and bring the information to the next meeting.

128. HIGHWAYS/ROAD SAFETY ISSUES
Cllr. Lounds provided an update regarding site meetings/actions that had taken place since the last meeting as follows:
i) School road safety measures – traffic cones. This was proving difficult as it had not been possible to get anyone to put them out and collect them in twice a day. It is hoped that Brian Watkins will provide a quote for painting zigzags on the road outside the School together with other projects the Parish Council had enquired about.
ii) Following discussion regarding the issue of speeding along Park Lane, it was agreed that the best approach would be to walk along to the factory and talk to them about the problem. It was also suggested that some 20’s Plenty signs and the Road Safety Campaign signs could be used along the road side as well as asking Brian Watkins for a formal ‘pedestrian’ warning sign.
iii) Smithville Close – still in progress.

It was resolved to purchase 2 x packs of 12 “20 is Plenty Speed Reduction Wheelie Bin” stickers at a cost of £15.99/pack. Which bins to place them onto would be agreed once received. Proposed by Cllr. Lounds and seconded by Cllr. Chivers – all in favour.

129. SAFETY CAMERAS
Due consideration was given to Cllr. Rees’ strategy for clarifying/re-thinking several areas relating to this project. The following was agreed:
i) Review the siting of the cameras and find a suitable “home” for the information storage equipment. Cllr. Clarke to action.
ii) Review our proposed policy to double check that it meets our needs and satisfies current legislation.
Cllr. Rees to action.
Progress reports on both these areas to be brought to the November meeting. It was agreed that it would be important to keep parishioners informed as the review progressed.

130. ADDITIONAL SAFETY MEASURES
Cllr. Walker reported that she had been in touch with the Wyedean School Safety Officer and was waiting to hear whether the School would allow children from St. Briavels to have personal safety alarms. It was recognised that other schools would need to be contacted regarding this proposal. Cllrs. Walker and Lounds agreed to come back to the November meeting with the number of alarms that would be needed and the cost implications.

131. CHRISTMAS LIGHTS
Cllr. Walker had spoken to many people about their views regarding the siting of Christmas lights. She proposed, for this year, to purchase a string of lights to decorate a tree in the Moat and invite people to bring a bauble to hang on the tree. Costings for siting a tree on the Tump for 2018 would be explored next year.
It was resolved to approve expenditure of approximately £50 to purchase these lights. Proposed by Cllr. Walker and seconded by Cllr. Lounds – all voted in favour.

132. COMMUNICATIONS
Cllr. Chivers wished to clarify that items to be communicated by the Parish Council should, unless otherwise agreed, come from the Clerk and that responses, similarly should be handled by the Clerk. Letters received would be responded to as appropriate. Any letters received before the meeting would either be summarised by the Chairman, but not read out or if received in time would be scanned and e-mailed to members.

133. LEAD COUNCILLOR REPORTS (where not covered elsewhere on the agenda)
133.1 Finance – Cllr. McFarling – no further report.
` 133.2 Governance & Staffing – Cllr. Rees – no report.
133.3 Footpaths – Cllr. Hurley updated the meeting regarding progress, including a planned meeting with volunteers; receipt of an on-line map from Jeff Wheeler (PROW) showing footpath numbers and the Parish boundary. He also mentioned a recent success after having spoken personally to a homeowner regarding clearing a footpath.
133.4 Highways – Cllr. Lounds commented on the need to contact Brian Watkins regarding a ‘Pedestrians on the Road’ sign.
133.5 Planning – Cllr. McFarling – no report.
133.6 Emergency Planning/Snow Warden – Cllr. Walker – nothing further to report.
133.7 Cemeteries – Cllr. Rees – noted that the report regarding the results of the water sampling was about to be prepared.
133.8 Assets & Maintenance – Cllr. Chivers – it was noted that the bench at Cold Harbour needed to be removed and repaired.

134. COUNCIL REPRESENTATIVES’ REPORTS
134.1 Playing Fields Association – Cllr. Walker – noted that a message had been sent regarding the rubbish bins.
134.2 Charles Lord Denton Almshouses Trust – Cllr. Rees – no report.

135. CORRESPONDENCE REQUIRING ACTION
135.1 Redbrook Together – Cllr. McFarling outlined the approach that was being proposed in Redbrook to install a water dispenser and recycling bins so that visitors could refill their water bottles and hopefully minimise/eliminate pollution by plastic bottles. An image of one of these dispensers was circulated. Following discussion, the Chairman summarised that there was no support for installing a modern version, but that there was interest in investigating whether the two old water fountains in the village could be resurrected. Cllrs. McFarling and Chivers to look into this and Cllr. Lounds said that he would source possible sites for a recycling bin.

136. MINOR MATTERS INCLUDING INFORMATION RECEIVED BY THE CLERK
136.1 Wind Turbine Fund – It was noted that the Wind Turbine Fund Committee, that decides where funds are allocated, would like some more members. Anyone interested should get in touch with Sue Clarke.
136.2 Remembrance Sunday – White Poppy Wreath – at the last meeting Cllr. Rees’ proposal that the Parish Council place a wreath of white poppies, to symbolise peace, was passed. Since that time, he had undertaken some research and circulated a briefing note to members having also spoken to several parishioners. Based on the new information, the inability to obtain a wreath of white poppies and general uncertainty amongst the Councillors regarding this sensitive issue, it was resolved to accept Cllrs. Rees’ proposal to provide a box of white poppies, at his expense, for people to choose whether to wear a white poppy as well as/instead of a red one. Proposed by Cllr. Chivers and seconded by Cllr. Clarke – 8 votes for and 1 against.
136.3 Apple Day – Cllr. McFarling reported that the Apple Day had been a great success with around 40 people attending and around 1,000L of juice being produced. The challenge would be to review how to keep this tradition alive without being deemed ‘commercial’. Cllr. McFarling proposed a donation of £50 to be given to The Pavilion which was seconded by Cllr. Chivers and supported unanimously. Cllr. McFarling was thanked for all his hard work in organising the event.

137. PUBLIC COMMENT
Mrs. Skidmore informed the meeting that the Playing Fields Association were happy to pay half the cost of the new signs. She also reported that there are four cameras around the outside of the Pavilion; one facing the children’s play area, one towards the main road, one looking out across the field and one overlooking the car park. Images are stored behind the bar and checked weekly and then deleted. In addition, she mentioned that the Pavilion would be happy to host the safety cameras storage device for the Parish Council.

138. ITEMS FOR FUTURE MEETINGS
Cllr. Walker – creation of a dementia garden; funding available from the Fire Service.
Cllr. McFarling – Policy for dealing with Japanese Knotweed.

139. DATES OF FUTURE MEETINGS

Date Time Meeting Venue Agenda items &
Dispensation requests by:
13th Nov 17 18.30 Parish Council Meeting Assembly Rooms 3rd November
Dec 17 No Meeting
8th Jan 2018 18.30 Parish Council Meeting Assembly Rooms 29th December
12th Feb ‘18 18.30 Parish Council Meeting Assembly Rooms 2nd February
12th Mar ‘18 18.30 Parish Council Meeting Assembly Rooms 2nd March
9th Apr ‘2018 18.30 Parish Council Meeting Assembly Rooms 30th March
14th May ‘18 18.30 Annual PC Meeting followed by PC Meeting Assembly Rooms 4th May
NB: 18.30 for viewing of planning applications and talk to parishioners; 19.00 meeting commences.

140. 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 8th January 2018
Rees, Clarke 9th April 2018

Meeting closed at 9.29 p.m.