ST BRIAVELS PARISH COUNCIL

 

MINUTES OF PARISH COUNCIL MEETING HELD IN

THE ASSEMBLY ROOMS, ST BRIAVELS ON 10th FEBRUARY 2020 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, Smith & Worgan

The Clerk and 8 members of the public

 

CHAIRMAN’S REPORT

 

It was noted that the Clerk has resigned her position and that it would be inappropriate to discuss during the meeting.  Recruitment of a new clerk would be brought to a future meeting.

 

204 APOLOGIES 

Cllr Lounds apologised that he would be leaving the meeting at 9.20pm

 

205 DECLARATIONS OF INTEREST

 

Cllr Worgan 215.1 Beneficiary of a payment Other

                                                                                                                                

206 DISPENSATION REQUESTS    

 

            None  

 

207 MINUTES OF PREVIOUS MEETING HELD 13 JANUARY 2020

 

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

 

191 Cllr Hurley asked that the 2nd sentence of this paragraph should be removed, as it     contradicts the remainder of the            paragraph.

 

198.1 Cllr Hurley pointed out that correspondence had been received re Extinction Rebellion and confidential minutes.  It was noted that supporters of Extinction Rebellion should declare their interest in this, should a matter arise within a meeting that involves discussion of Extinction Rebellion.

 

 

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. Complete as organiser not replied

 

208 CLERK’S REPORTS

 

            No report

           

209 CASUAL VACANCY

 

            It was reported that following the by-election held on 23rd January 2020, that Cllr Mike Smith had been elected to join St Briavels Parish Council.

 

210 REPORT BY COUNTY COUNCILLOR PATRICK MOLYNEUX  

 

            No report

 

211 REPORT BY DISTRICT COUNCILLOR CHRIS MCFARLING  

 

            Councillor McFarling reported that:

  • The District Council’s budget would be agreed at Full Council on Thursday 20th February 2020

 

212 REPORTS FROM PARISH COUNCILLORS & COUNCIL REPRESENTATIVES

 

212.1 Cllr Plummer reported that she attended the Farmer’s market in February, and that parishioners had reported that they were pleased with the work carried out by the newly-appointed Litter Picker, but that they were concerned about the parking issues outside the school.

212.2 Cllr Smith volunteered to attend the Farmer’s Market in March.

 

213 PUBLIC QUESTIONS

 

            213.1 A parishioner congratulated Cllr Smith upon his election to the role of Councillor.

213.2 A parishioner commented that the overgrown edges of verges are becoming dangerous around The Common as traffic needs to pull out into the road.  Cllr Lounds reported  that Gloucestershire Highways can speak to the landowner and ask them to cut back the edges and may enforce legal action to do so if required, however the Parish  Council do not have any powers to enforce this.

 

214 PLANNING

 

214.1 FOREST OF DEAN DISTRICT COUNCIL – APPLICATIONS RECEIVED: the Council’s responses to the following consultations were as follows:

 

  LPA Reference Location Proposal
12.1.1 P0087/20/FUL 13 Barrowell Lane,

St. Briavels, Lydney

 

Erection of a first floor extension with associated works.

 

Council’s response : No objection. 

 

12.1.2 P1807/19/FUL Oak Cottage,

The Common,

St. Briavels,

Lydney

 

Change of Use of land to provide tourism business site comprising of existing cabin, caravan, shepherd hut and a bell tent/yurt including the provision of on-site activities whilst retaining current agricultural and equestrian use of the site. (Retrospective) (Resubmission)

Council’s response : No objection. 

 

 

 

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

 

  LPA Reference Location Proposal Decision
11.2.1        

 

 

215 FINANCE

 

215.1 ACCOUNTS FOR PAYMENT:  it was resolved that the following accounts be paid.       (Authority is LGA 1972 unless otherwise stated).

 

Ref Chq

no

Payee Purpose Authority Amount VAT Total
1970   St. Briavels Assembly Rooms Hire of Assembly Rooms – January 2020 LGA 1972s.137 33.00    
1971   Cllr. J. Worgan Collection / purchase of Christmas tree and decorative scalpings / stones LGA 1972s.111 30.00    
1972   2 Commune Website domain registration renewal and management LGA 1972s.111 150.00 30.00 180.00
1973   Kirstie Watkins Clerk (January) Salary

Travel (31.8 miles)

Allowable Expenses (Dec 2019 / Jan 2020)

LGA 1972s.112(2)

LG(FP)A1963s.5

LG(FP)A1963s.5

406.40

20.67

54.66

  481.73

 

1974   Kirstie Watkins Expenses – Cartridge People printer ink cartridges LGA 1972s.111 50.42 10.08 60.50
1975   Kirstie Watkins Expenses – Postage stamps LGA 1972s.111 8.40    
1976   Richard Chuter Parish Handyman (January – 4.5 hours + £38.58 materials) LGA 1972s.137 47.25

38.58

  85.83
1978   Terra Cultura SGS Tree survey – Cemetery LGA 1972s.111 200.00    
1979   Parish Council Websites Parish Council website – deposit to design & build the website LGA 1972s.111 194.70    
1980   HMRC PAYE re K. Watkins wages (December 2019) LGA 1972s.112(2)

 

101.60    
        TOTAL (inc VAT) £    

 

Payments to be set up by Cllr McFarling.

 

216 CEMETERY

Cllr Worgan reported on the survey which was provided by the Tree Surveyor which detailed the works needed and referenced each tree by number.  The quote which Cllr Burley had provided previously covered the branches overhanging the graves, which were deemed to be urgent works, and it was resolved to proceed with this quote, subject to obtaining the relevant planning permission.  Cllr McFarling commented that it was possible to fast-track planning permissions for urgent works, and that he would commence submitting the planning applications within the next few days.  Cllr Worgan further reported that 2 other trees are pushing the boundary walls out of alignment, and that these should therefore also be considered as urgent works.

 

217 WILD BOAR 

It was considered to be prudent for the Council to recognise the implications of wild boar within the Parish, especially to secure sensitive areas such as the Cemetery and Graveyard from damage.  It was ascertained that the graveyard gate pillar also required trimming back, and Cllr Chivers said that he would ask the Handyman, Richard Chuter, to see if this could be rectified with an angle grinder in order to secure the gate against wild boar.

Cllr Hurley reported that there were various persons who hold the relevant licence for the removal of wild boar.  However, it was ascertained that members of the public are not necessarily aware that this is the case, so these should be published within the Village News, and displayed upon the notice boards to increase public awareness.

 

218 WHITTINGTON CLOSE COMMUNITY / PLAY AREA WORKING GROUP 

Cllr Plummer proposed that work be delayed until a new Clerk is appointed, at which time the workload should be considered and distributed appropriately.

 

219 FREE TREES FOR SCHOOLS AND COMMUNITIES PROJECT 

Cllr McFarling reported that the Woodland Trust was giving away free trees to be planted in November.  Cllr Chivers commented that the size of land required needs to be the size of a tennis court.  Cllr McFarling commented that the line of trees at the back of the Playing Fields could do with some more trees, but that this area alone would not be big enough.  Cllr Lounds asked if any leftover trees could be distributed singly to parishioners.  Clerk to liaise with Woodland Trust to ascertain whether this is possible.

 

220 ANNUAL PARISH MEETING 

Cllr Chivers recommended that the same format as last year be followed but the PC needed to consider how to get more people involved.

It was agreed that these arrangements were too much for one person to undertake and it was agreed that a Working Party would be set up to assist the Chairman.  Cllr Chivers is to liaise with The Pavilion as to available dates.

 

221 DEFIBRILLATORS

Cllr Chivers reported that the group which installed the defibrillators is no longer active, and therefore it should be considered whether the Council should take on responsibility.  Furthermore, it was clarified by Cllr Chivers that whilst there is no legal responsibility to ensure that the defibrillators are kept in working order, that it would be for the benefit of the wider community if these are properly maintained.  The Council resolved to take on the defibrillators in principle, and to look at the options at a future meeting.

 

222 PARISH COUNCIL WEBSITE

Cllr Worgan provided an update as to the progress and reported that the new website should be set up within a few weeks, with the content from the old website being transferred to the new one.  Cllr Worgan also commented that the was in the process of obtaining photographs of the Parish which could be used for the new website and requested that if anyone had any suitable ones could they forward these to her.

 

223 PURCHASE OF BT TELEPHONE BOXES

It was reported by Cllr Chivers, that he had signed the three agreements to initiate the purchase of the telephone boxes.  These had been sent to BT, for preparation of the appropriate documentation to complete the purchase.

 

224 APPOINTMENT OF A LITTER PICKER

It was reported that Tim Powell-Tuck had been appointed as Litter Picker.  Initial reports about his work within the Smithville Close and school areas were favourable, and Cllr Chivers is liaising with Tim in respect of his plan of works to be carried out.

 

         225 APPOINTMENT OF REPRESENTATIVES

It was reported that Cllr Lounds had stood down as Lead Cllr for Emergency Planning/Snow Warden due to work commitments.

The following representatives were appointed:

 

  • The Pavilion and Playing Fields Committee – Cllr Hurley
  • Lead Cllr for Emergency Planning/Snow Warden – Cllr Smith

 

226 ONGOING ACTIONS

 

(Items in bold are changed from previous report)

 

           

Date: Minute: Delegated to Details: Status:
Nov 2019 164 Cllrs. McFarling & Burley Cemetery – to consider options Ongoing – to review contract for grass cutting & collection. Quote from contractor of £300 extra per cut for collecting cuttings.  Cllr Burley to make a note of dates when the grass is cut.
Jun 2019 50 Clerk Write to English Heritage regarding responsibility for maintenance of the Castle and Moat walls. Ongoing – awaiting a response.  Clerk to chase English Heritage.
Jun 2019 49.2 Clerk Parish familiarisation briefing to be arranged. The offer was not taken up and the action is closed.

CLOSED

Jun 2019 44 Cllr. Plummer Working group to review content of Village News. The item is to be added to the April agenda and this action is thus closed.

CLOSED

May 2019 25.1 Cllr. McFarling,

Clerk

Clearwell and Stowe Hill Quarries – liaise with Newland PC and respond. Ongoing – application will be heard in March 2020 by the County Council Planning Committee.
Feb 2019 204.8 Cllrs. Lounds & Worgan Screening of Castle Bins – to be followed up. Ongoing – Cllr Lounds is to liaise with Linda Harrison (manager of YHA St Briavels) to ascertain who owns the land upon which the bins are sited, and therefore to decide who is responsible for the screening of the bins.
Jan

2019

180.7 Cllr.  McFarling Cemeteries – there are concerns that the grass may not be being cut in accordance with the contract. This action is now being continued as “Nov 2019, minute 164” above.

CLOSED

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. The poles have been removed.

CLOSED

May 2018   Cllrs. Hurley & Plummer Grievance, Disciplinary and Health & Safety Policies in progress and a revised version of  Community Engagement to be circulated to all. Ongoing – Health & Safety policy has been approved, Grievance and Disciplinary policies need to be reviewed and approved at a future Parish Council meeting, due to the ruling of the Ledbury case.  Cllr Plummer proposed that the Parish Council approves the standard policies written by NALC.  Full review of all  policies by May 2020. A Staffing Committee is to be set up.
Sept 2017 96.5 Cllr. Hurley & Lounds Three Posts Lane – details will be provided when the work has been scheduled for this path and two others. Ongoing – Cllr Hurley advised that Jeff Wheeler had notified him as to when this work may be carried out.  As a result of this, an agenda item is to be added for SBPC to consider taking over the work, and approach local contractors re quotes for the work.

CLOSED

 

227 LEAD COUNCILLORS’ REPORTS

 

227.1 FINANCE (Cllr McFarling) – no report

227.2 GOVERNANCE & STAFFING (Cllr Plummer) – The Health and Safety Home Checklist has been completed and sent to Cllr Chivers for comment; the notes of the Supervision undertaken on 13 December 2019 have been written up & sent to Cllr Chivers; the next supervision is overdue as it should have been held on 13 January 2020; reported that in light of the Clerk’s resignation that the Clerk’s final pay is to be calculated in respect of February 2020.

227.3 FOOTPATHS (Cllr Hurley) – reported that he proposed that FSB36 should remain open, and that this should not close due to a lack of funds, but rather that it should remain open with a plan of works.  Cllr Hurley also reported that the bollard at FSB74 should remain to prevent unauthorised use by motor vehicles.

227.4 HIGHWAYS (Cllr Lounds) – reported that he met with Brian last Wednesday to discuss Highways matters.  During the meeting, it was ascertained that the B4228 traffic calming plans are to be reviewed in May 2020, and that the double-pink line markings           outside the school are scheduled to be done in around 12 months’ time.  He has asked Brian whether the 20mph zone can be extended into the Smithville Place area.  The Highways meeting is to be reconvened as it failed to cover all the relevant points required.

227.5 PLANNING (Cllr McFarling) – no report

227.6 EMERGENCY PLANNING / SNOW WARDEN (Cllr Smith) – no report

227.7 CEMETERY (Cllr Burley) – no report

227.8 ASSETS & MAINTENANCE (Cllr Chivers) – The 2 lights which have been removed following the alteration of the street lighting outside the school are the property of SBPC and should be added to the Asset Register.

 

** Cllr Lounds left the meeting at 9.20pm following his report.

 

228 CORRESPONDENCE

 

            198.1 FOR INFORMATION ONLY

 

None received

 

198.2 REQUIRING ACTION

 

None

           

229 PUBLIC COMMENT

 

229.1 A parishioner remarked that the Council has a poor reputation and it should be addressing the behaviour of some of the Councillors.

 

229.2 A parishioner remarked that he felt that the canvassing for the by-election was subject to bias based on wider political views of the candidates.

 

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

 

230 MINOR MATTERS

230.1 Cllr Hurley reported that it was hoped to organise a further ‘Dementia Awareness’ session to which all relevant organisations within the village would be invited. The session would also be open to members of the public.

230.2 Cllr Chivers undertook to check with the householder complaining about the bright lights on the school wall that they were satisfied with the replacement lights. The original lights can then be retrieved from the electrician.

 

231 ITEMS FOR FUTURE MEETINGS

 

          Mar – to consider adopting the works required at Three Posts Lane

          Mar – consider setting up a New Councillors induction plan, as per standing order requirement

Mar – consider options for the usage and maintenance of the BT telephone boxes

Mar – consider installation of a power supply to The Tump

Mar – consider the Grievance and Disciplinary policies

Mar – consider adopting the defibrillators in the Parish

Mar – appoint Internal Auditor and arrange date for audit

Mar – consider arrangements for Annual Parish Meeting

May – complete review of all governance policies

Sep – consider arrangements for the provision of a Christmas tree

 

232 DATES OF FUTURE MEETINGS     

 

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

 

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)

 

233 FINANCIAL CHECKS

 

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

 

Cllrs Due date
McFarling & Worgan 9th March

 

The meeting closed at 21:40