ST BRIAVELS PARISH COUNCIL

 

MINUTES OF PARISH COUNCIL MEETING HELD IN

THE ASSEMBLY ROOMS, ST BRIAVELS ON 14th OCTOBER 2019 AT 1900

 

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

 

PRESENT

 

            Cllrs Chivers (Chairman), Burley, Hurley, Lounds, McFarling, Plummer, Thomas & Walker

The Clerk and 10 members of the public

 

114 APOLOGIES  None

 

115 DECLARATIONS OF INTEREST   

 

Cllr Minute Reason Interest
Plummer 126.1 re 75.1(i)

126.1 re 75.1(ii)

127

139.1.1

139.1.4

}

}Parish Council nominated representative on the }Almhouses Trust

}

}

Other

Other

Other

Other

Other

McFarling 126 re 245

129

133

}Member of Forest of Dean District Council which }has an interest in the land

School governor

Other

Other

Other

Chivers 128.1 Beneficiary of a payment Other

 

 

116 DISPENSATION REQUESTS    

            Cllr Plummer submitted a written dispensation request to speak to the agenda items listed above.  The Clerk, under delegated authority, declined the request; that declination being valid until the end of the current Council in May 2023. At the request of Cllr Plummer she was to be sent a copy of the adjudication.

 

117 MINUTES OF PREVIOUS MEETING HELD 9 SEPTEMBER 2019

 

It was resolved to accept the minutes as a true record, subject to numerous amendments, as follows: they were then signed by the Chairman:

 

83 – In both cases substitute “Personal” with “Other”

88 – re 61.2, penultimate line insert “appointed by” after “rep”

88 – re 75.1(i), para (a), 3rd line delete “2018” and insert ”2019”, delete “PCI” and insert “PC”

89.3 – Line 1, delete “Assembly Rooms” and insert “Almshouses Trust”

89.3 – Delete all, insert “A parishioner said he was happy to answer questions about the

Almshouses and the Chairman was asked to circulate an email received from the Chairman of

the Almshouses, which said that the trustees had received legal advice which they had to

follow.

93 – re 75.1(ii) delete in full the sentence starting “Clerk no longer..”

93 – re 200, status, delete all before hyphen and insert and “Job description and advertisement

for litter pick has been approved –  2 hours / week, national minimum wage”.  Add final

sentences “The advertisement is to be placed in the Village News and the 4 Council notice

boards.  The Clerk to forward a copy of the Council’s insurance policy small print to Cllr

Hurley”.

93 – re 25.1 add “Cllr McFarling was not present to report on the current situation”.

93 – re 180.7, 47.2, 50, 66.4, 67, 68, 69, 71.  All omitted; to be replaced in these minutes

99 – these sentence following 99.4 should finish after the word “consultation”.

99 – add “99.5 ELECTRICITY SUPPLY ON THE TUMP Cost awaited, the County Council will

only facilitate the installation not provide the actual supply – this would be an additional cost

100 – add to Ongoing Actions as “ongoing”

101 – final line insert “school” BEFORE “playing”

106.4 – delete all after the heading and insert “There was nothing to report other than the

Council nominee had still not been appointed due to confusion”.

107 – after “Village news” add “and on the Parish Council notice boards”

 

It was commented that to spend 45 minutes of the meeting on these amendments was not desirable and members were asked to submit any proposed amendments (other than minor wording) to the Clerk in time to be despatched with the agenda for the following meeting.  It was also suggested that by recording the meeting such lengthy amendments might be avoided.

 

118 CLERK’S REPORTS

 

            118.1 The Clerk explained the legal requirement to hold an Annual Parish Meeting between 1 March and 1 June, which does not appear to have been held as such in recent years – rather it has been styled the “Get-together” meeting and not minuted.

 

118.2 The Clerk advised that the Council’s insurance policy covered the handyman and litter picker for public liability and injury

 

119 MATTERS ARISING NOT ELSEWHERE ON THE AGENDA

 

            Re minute 105.4 – it was reported that the parishioner was “not happy” with the proposal to meet the Chairman to walk the village. (To be an agenda item for the next meeting)

 

120 CASUAL VACANCY

 

            It was reported that Mr Roger Stuart and Ms Jessica Worgan had put their names forward for co-option and both had submitted a written statement.  Ms Worgan had offered her apologies for not attending the meeting due to a family illness.

 

It was resolved, following a secret ballot, to co-opt Ms Worgan.  The Clerk would liaise with her regarding the completion of the required papers; Mr Stuart was thanked for his interest.

 

121 REPORT BY COUNTY COUNCILLOR PATRICK MOLYNEUX   No report

 

122 REPORT BY DISTRICT COUNCILLOR CHRIS MCFARLING

 

            Cllr McFarling reported on:

  • The Local Plan Issues and Options consultation. (See minute 125.4)
  • £1.2M funding shortfall
  • Full Council meeting on 17 October
  • Re Whittington Close, confirmation that the District Council was willing to lease the land to the Parish Council for a peppercorn rent and that they were content for the Parish Council to improve the land so long as it remained amenity land. (See minute 129)

 

123 REPORTS FROM PARISH COUNCILLORS & COUNCIL REPRESENTATIVES

 

            123.1 Playing Fields Association – ongoing consideration of turning tennis court into multi sport

area.

123.2 Farmers Market – outsiders surprised at presence of Parish Council at the event; labels

on two green recycling bins missing – Cllr Burley to speak to church personnel; rota required

for future attendance; Cllr Chivers to attend in November.

 

124 PUBLIC QUESTIONS

 

            124.1 A parishioner expressed the view that details of how members voted in the secret ballot

for the filling of the casual vacancy should be made available.

            124.2 A representative of the Almshouses Trust said that the relationship between the trust and

the Parish Council was always appreciated; that legal action against the Assembly Rooms had

been launched.  He cautioned that a new appointee to the trust would be joined in the legal

action with financial implications if costs were awarded against the trust.

124.3 A question was asked about reports from the Council nominated representative; the Clerk

advised that the representative was acting in his personal capacity as a trustee but that it was

usual for them to make a report back to the Parish Council following meetings of the trustees.

124.4 A parishioner said that recording the meeting may help with the review of the minutes.

 

125 PLANNING

 

125.1 FOREST OF DEAN DISTRICT COUNCIL – APPLICATIONS RECEIVED: the Council’s response to the following consultations was as follows:

 

  Location / Ref Proposal Response
125.1.1 St Briavels: Yew Tree House, East Street

P1464/19/LBC

Listed Building Consent for internal alterations and addition of toilet and sink on ground floor. No objection subject to the agreement of the Conservation Officer
125.1.2 St Briavels: Mork Farm, Stowe Road, Mork

P0097/19/DISCON

Discharge of Condition 07 (roof slate samples) and 08 (window details) of planning permission P0502/19/FUL and Conditions 04 (roof slate samples) and 05 (window details) of Listed Building Consent P0510/19/LBC No objection
125.1.3 St Briavels, Rodmar, Hudnalls Loop Road Change of use of parcel of land to residential curtilage and associated landscaping No objection
125.1.4 St Briavels, Orchard Cottage, Lower Meend Erection of a two storey extension, single storey extension and patio area with associated works. No objection

 

125.2 FOREST OF DEAN DISTRICT COUNCIL – DECISIONS NOTIFIED: to note the following decisions.

 

  Location Proposal Decision
125.2.1 St Briavels: Park Farm, Park Lane Change of use of residential dwelling into residential / meditation centre and change of use of 2 x holiday lets to residential accommodation which is to be used in association with Park Farm and the Meditation Centre Permitted 17/9/19 – 4 conditions
125.2.2 St Briavels: Balligan Cottage, The Hudnalls Erection of a single storey rear extension with associated works. Demolition of utility room and conservatory. Permitted 10/10/19 – 3 conditions
125.2.3 Brockweir: Landfall, The Common Erection of a double garage with associated works. Demolition of existing garage. (Revised scheme) Permitted 11/1/19 – 4 conditions

 

125.3 CONSULTATION BY DHCLG ON 5G MOBILE TELEPHONE MASTS

 

It was resolved to object to the two suggestions to amend permitted development rights and thus bypass local scrutiny, to allow (a) increased width and (b) increased height to existing telephone masts to provide 5G service

 

            125.4 CONSULTATION BY FODDC ON THE LOCAL PLAN 2021-2041

 

It was agreed that it would be extremely difficult to form a consensus response from the Parish Council due to differing views and it was left to individual members, and the public, to make personal responses.  The consultation closes on 31/10/2019.  The Clerk was asked to make representations to the District Council that, despite a 6 week period of consultation being the norm, that timescale was considered insufficient.

 

126 ONGOING ACTIONS

 

            126.1 Reports were received and the schedule updated thus (changes in bold):

 

Date Minute Delegated to Details: Status:
Sept 2017 96.5 Cllr. Hurley Three Posts Lane – details will be provided when the work has been scheduled for this path and two others. Ongoing – work is scheduled for the current financial year. Details of scheme and total cost to be established; suggestion that Parish Council pays anything in excess of £1000
May 2018   Cllr. Hurley Grievance and Health & Safety Policies in progress and a revised version of  Community Engagement to be circulated to all. Ongoing. Newland Parish Council to email all their governance policies to Cllr Hurley.
Jan 2019 178.2 Cllrs. Lounds/ Hurley Streetlighting – meeting held with Glos Highways.  Two unused wooden telegraph posts in Smithville Close to be added to the list. See minute 129
Jan 2019 180.7 Cllr. Rees/

Cllr. McFarling

Cemeteries – following a meeting of available Councillors, Cllr. McFarling had circulated a paper detailing work to be carried out; much of which could be undertaken by the Village Handyman. Ongoing

With regards to grass cutting, Cllr. McFarling to speak to Complete Landscape Gardeners about collecting the grass after mowing.

Feb 2019 200 Cllr. Hurley/

Cllr. Plummer

 

Litter Picker – proposal to be submitted to the September meeting.  Also, review the Village Handyman position. Ongoing.  Cllr Hurley to send job description to Clerk to accompany the application form.

Clerk to advise handyman of PL & PA insurance cover afforded by Council’s comprehensive policy.

 

Feb 2019 204.8 Cllrs. Walker & Lounds Screening of Castle Bins – to be followed up. Ongoing
Mar 2019 229 Clerk First Aid Course – a new schedule of courses is being planned for the Autumn.  The organiser is looking for venues for these free courses. Ongoing – Clerk awaiting contact from organiser re venue
Apr 2019 245 Cllr Chivers Whittington Close/Play Area – detailed review to be undertaken at the September meeting prior to signing the contracts. See minute 128
May 2019 25.1 Cllr. McFarling

Clerk

Clearwell and Stowe Hill Quarries – liaise with Newland PC and respond. Ongoing – application may be brought to November GCC meeting
Jun 2019 44 Cllr. Plummer Working group to review content of Village News. Ongoing – Cllr. Plummer to report in due course.
Jun 2019 47.2 Clerk Circulate Cllr. contact details to all. Action completed
Jun 2019 49.2 Clerk Parish familiarisation briefing to be arranged. Offer by Clerk to utilise Newland Parish Council’s ‘New Councillor’ session
Jun 2019 50 Clerk Write to English Heritage regarding responsibility for maintenance of the Castle and Moat walls. Ongoing – awaiting a response.
Jul 2019 66.4 Clerk Financial position – circulate corrected information.

Transfer £20,000 to Deposit a/c.

Complete
Jul 2019 67 Cllrs. Walker & McFarling Meet & Share Project – report back to September meeting. Complete
Jul 2019 68 Cllr. Lounds Parishioner concerns – e-mail response to parishioner. Complete
Jul 2019 69 Clerk Annual Report & Newsletter – send to print. Complete
Jul 2019 71 Clerk Letter to MP re. ATM’s – send to Mark Harper. Complete
Jul 2019 75.1(i)

 

 

75.1(ii)

Cllr. Plummer

 

Clerk

Almshouses Trustees – draft letter for circulation/approval by fellow Cllrs.

Seek advice from Monitoring Officer (Clerk) and Charity Commission (Cllr. Plummer to draft letter).

Letter drafted, not sent. Clerk issued alternative letter.

Action complete. See minute 125.2 below

 

126.2 DECISIONS TAKEN AFFECTING ONGOING MATTERS

 

It was resolved not to proceed with the action proposed under 75.1(ii) above.

Voting: For (4) – Cllrs McFarling, Walker, Lounds & Chivers, against (3) – Cllrs Burley, Hurley & Thomas

 

127 CHARLES LORD DENTON ALMHOUSES CHARITY

 

            [Cllr Plummer left the meeting during this item]

 

It was reported that the nomination of Cllr Plummer in May 2019 must have been to the old trust as, at that time, the Parish Council was unaware of the creation of the new (CIO) trust.  There was no vacancy on the old trust thus the nomination was null and void.  It was resolved not to nominate anyone else as the Council’s representative.

 

In respect of the new trust, the Council is invited to appoint a representative who the trust must approve before they are appointed.  It was resolved to maintain the right to appoint a representative to the new trust. Voting: For (4) – Cllrs Hurley, McFarling, Walker & Burley, against (1) Cllr Chivers, abstain (2) – Cllrs Thomas & Lounds.

 

It was further resolved to defer any nomination until confirmation is received that the court proceedings are complete. Voting: For (4) Cllrs McFarling, Walker, Lounds & Chivers, against (2) Cllrs Hurley & Burley, Abstain (1) Cllr Thomas

 

128 FINANCE

 

[Cllr Chivers left the meeting for item 128.1, Cllr Plummer assumed the Chair]

 

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

 

Ref Payee Purpose Authority Amount VAT Cheque value
19/40 Forest of Dean Age Concern Revenue grant s.137 2000.00   2000.00
19/41 PKF Littlejohn LLP External audit fee s.111 200.00 40.00 240.00
19/42 R S Crighton Locum work September

Travel

s.112(2) 411.83

12.60

   

424.43

19/43 St Briavels Assembly Rooms Room hire 14/10/19 s.111 33.00   33.00
19/44 P Chivers Reimbursement – carnival stand s.137 15.00   15.00
19/45 N T Sargent Grass cutting – Sept s.214 468.00   468.00
19/46 Forest of Dean DC Election costs RPA 1983 s.36(5) 1794.99   1794.99
19/47 P J Adams & Son Wall repairs – final payment LGA 1894 s.8(1)(i) 5099.00   5099.00
19/48

19/49

Tindle Newspapers

Tindle Newspapers

Adverts – Clerk vacancy s.111

 

s.111

72.00

 

123.60

14.40

 

24.72

 

 

 

234.72

19/50 R Chuter Handyman s.137 36.75   36.75
      TOTAL 10254.17 79.12 10333.29

 

Transactions to be set up by Cllr McFarling and authorised by Cllrs Chivers & Plummer

 

128.2 INCOME RECEIVED

 

The receipt of the second tranche of precept was noted, total income received this year to date: £26688.33

 

128.3 FINANCIAL REPORT

The financial position as at 7/10/19 was noted

 

128.4 BUDGET 2020/21

It was agreed to call an informal meeting to discuss the financial implications of any major projects.  Clerk to co-ordinate dates.  Suggestions to date: village gateway, repairs to cemetery gates.

 

128.5 IN-HOUSE FINANCIAL CHECKS:

Cllr Chivers reported undertaking the checks and found all to be in order.

 

128.6 EXTERNAL AUDIT OF 2018/19 ACCOUNTS

 

The External Audit report was noted.

 

129 WHITTINGTON CLOSE COMMUNITY / PLAY AREA

 

            Other than the following, it was resolved to delay any action, to prepare and arrange for a proper public meeting.  Working Group led by Cllr Plummer to be formed to co-ordinate. It was resolved to contact the District Council and ask what they are doing about maintaining the land and about any discussions about leasing the land

 

[The time being 21:30 it was resolved, in accordance with Standing Order 1.1.27 to extend the meeting by 30 minutes]

 

130 STREET LIGHTING

 

[Cllr McFarling was unable to leave the meeting, but took no part in the discussion on item 130.1]

 

            130.1 OUTSIDE THE SCHOOL

 

It was resolved to accept the quotation from ARH Electricals in the sum of £607, subject to clarification on some details. Cllr Lounds to clarify.

 

130.2 SMITHVILLE CLOSE

130.3 OPPOSITE THE TUMP

130.4 OPPOSITE PYSTOL LANE

130.5 ELECTRICITY SUPPL Y ON THE TUMP

 

Discussion on these locations was deferred.

 

131 BT TELEPHONE BOXES

 

            It was agreed there would be no change to the request already submitted regarding the adoption of some of the boxes in the parish.  The Clerk confirmed that land on which the box is situated is not transferred to the Council.

 

132 ANNUAL REPORT AND PARISH NEWSLETTER

 

            Discussion deferred

 

133 TREE WORKS

 

            The cost of pollarding etc of the Polar tree in the school field was £300; it was suggested the cost should be borne by the school although they were welcome to apply to the Parish Council for a grant.

 

134 APPOINTMENT OF CLERK

 

            It was reported that of the 8 application packs applied for, 4 had been returned.  The names and addresses of the 4 applicants would be circulated to the panel and if there was any conflict of interest, Cllr Hurley was the reserve member of the interview panel.  Cllr Chivers to book the school for the interviews, Clerk to circulate possible dates during the week of 21 October.

 

135 REMEMBRANCE SUNDAY

 

            Discussion deferred.

 

136 PROVISION OF HOLIDAY ACTIVITIES FOR CHILDREN

 

            Discussion deferred.

 

137 ANNUAL PARISH MEETING 2019

 

            Discussion deferred

 

138 LEAD COUNCILLORS’ REPORTS

 

            All reports deferred.

 

139 CORRESPONDENCE FOR INFORMATION ONLY

 

            All discussions deferred

 

            139.1.1 Charity Commission: acknowledgement that Parish Council is not associated with the

report  submitted to them by Cllr Plummer regarding the Almshouse Trust.

139.1.2 Mark Harper MP: response to letter regarding bank closures (attached)

139.1.3 FODDC: free Neighbourhood Planning Service

139.1.4 Richard Owen: email re David Rees and co-option, with Parish Council’s reply

139.1.5 Andrew Clarke: email re wild boar

139.1.6 Andrew Clarke: email re Clerk’s hours

139.1.7 Bill Badham: email re highways and other issues

139.1.8 Assembly Rooms Trustee: confirming that the hiring of the room for Parish Council meetings will not be subject to ‘overrun’ charges and that those attending have free use of the cafe

 

140 PUBLIC COMMENTS

            140.1 A member of the public questioned the accuracy of comments made by Cllr McFarling and Mr Owen regarding court proceedings.

140.2 A member of the public asked if there had been any breach of the Code of Conduct by Cllr McFarling

140.3 A member of the public queried the sum of £15000 in the current year’s budget under the heading of Whittington Close

140.4 A member of the public requested details of the secret ballot taken earlier to select the co-optee

140.5 A member of the public asked if the decision on the co-option was in order with the successful volunteer not being present at the meeting.

 

141 MINOR MATTERS

 

            Bill Badham provided a dossier for each Councillor for their consideration.

 

142 ITEMS FOR FUTURE MEETINGS

 

            Nov      – first draft budget

Jan       – finalise budget and issue precept.

 

143 DATES OF FUTURE MEEETINGS

 

Date Meeting at 19:00 Venue
11 November 2019 Monthly Parish Council meeting Assembly Rooms
13 January 2020 Monthly Parish Council meeting tba
10 February 2020 Monthly Parish Council meeting tba
9 March 2020 Monthly Parish Council meeting tba
15 April 2020 Monthly Parish Council meeting tba
11 May 2020 Annual Parish Council meeting tba
(May)  tba Annual Parish Meeting tba
**8 June 2020 Monthly Parish Council meeting tba
**13 July 2020 Monthly Parish Council meeting Tba
**14 September 2020 Monthly Parish Council meeting Tba
**12 October 2020 Monthly Parish Council meeting Tba
**9 November 2020 Monthly Parish Council meeting Tba

 

NB Last date for submission of agenda items, written reports – 10 days before meeting (previous Friday week), for and written dispensation requests 3 days before (previous Friday)

 

** Subject to confirmation by the new Council at the May 2020 meeting

 

143 FINANCIAL CHECKS

 

            To note to following Councillors are to undertake the in-house checks at 1830 prior to the meeting date shown and report to that meeting.

 

Cllrs Due date
McFarling & Worgan 13 January
Burley & Hurley 15 April
Thomas & Plummer 13 July

 

The meeting closed at 2210.