ST BRIAVELS PARISH COUNCIL

 

MINUTES OF PARISH COUNCIL MEETING HELD IN

THE ASSEMBLY ROOMS, ST BRIAVELS ON 11th NOVEMBER 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 & Worgan

The Clerk and 12 members of the public

 

145 APOLOGIES  None

 

146 CHAIRMAN’S ANNOUNCEMENTS                                                 

 

            146.1  The Chairman announced the resignation of Glenys Walker from the Council.  It was

agreed a letter of thanks would be sent.

146.2  The Chairman announced that Mr Crighton had terminated the contract for Locum Clerk;

last day of work 27 November 2019

146.3  The Chairman reported that remembrance Sunday was “ a good event”, organised by

Mrs Walker.  A profit of £18.50 was made and it was resolved to add £80 to this for

the wreaths as a donation to the Royal British Legion.  Letters of thanks to be sent to

other groups involved.

146.4  The Chairman welcomed Cllr Jessica Worgan to her first meeting following her co-option

to the council.

 

147 DECLARATIONS OF INTEREST

 

Cllr Minute Type Reason
McFarling 157.1.3 Other Governor of applicant school
McFarling Cllr McFarling declared that as he was a Prospective Parliamentary Candidate in the forthcoming General Election all his comments during the meeting would be made within the purdah rules.

 

148 DISPENSATION REQUESTS     None  

 

149 MINUTES OF PREVIOUS MEETING HELD 14 OCTOBER 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:

 

124.2 Delete opening words “A representative of the Almshouses Trust said..” and replace with

“A member of the public said..”  (See minute 170.2)

 

128.1  After the sentence commencing “Transactions to be set up by…” add

“Cllr Hurley, an Assembly Rooms Trustee, explained the regular payment for use of

the hall (ref 19/43 above):

  1. The Assembly Rooms were bequeathed to the parishioners of St Briavels and

Hewelsfield, and so by making a payment from the precept, each parishioner is

thereby making a small contribution towards the upkeep of their property;

  1. the PC is charged the same rate as any regular user, but only got 3 hours hire until

9:30pm;

iii. in 2013 there was an agreement that the PC would pay for any extra use of the hall

after 9:30pm.  That agreement is now rescinded;

  1. The Trustees offer th use of the café during Parish Council meetings. Items i & ii

above relate to Key Document paragraph 1.1.1”

 

130.1   Delete “subject to clarification on some details. Cllr Lounds to clarify.” and insert “subject

to definition of the work.  Cllr Hurley to provide this for agreement with ARH Electricals”

139.1.8  Delete in full

 

140.2  Delete in full and replace with “A member of the public questioned the two reliable

sources that the Clerk had used to justify the refusal to grant Cllr Plummer a

dispensation.  The parishioner stated that as neither of the above sources constituted

a breach of the Parish Council Code of Conduct, he believed that the Clerk’s decision

to refuse the dispensation was flawed and should be revisited, and the Clerk replied “I

will have to get back to you””

 

140.4  Delete the words “details” and insert “totals”

 

144 (renumbered from 143) delete “at 1830”

 

Header delete “143” and insert “144”

 

150 CLERK’S REPORTS

 

            150.1 The Clerk confirmed that the papers handed out by Mr Badham at the end of the previous

meeting had been circulated to all members.

150.2  The Clerk advised that he was dealing with a Freedom of Information request for

information covering an 8 year period.

 

151 APPOINTMENT OF CLERK AND RESPONSIBLE FINANCIAL OFFICER (CONFIDENTIAL BUSINESS)

 

            It was reported that 4 applicants had been interviewed for the post and that the panel was unanimous in their preferred choice.  It was resolved that the post would be offered to the favoured candidate, subject to satisfactory references, completion of the details of the contract and discussion on pension rights.  Employment to commence on 1 December 2019.  In the event that the preferred candidate was not appointed, delegated authority was given to the interview panel to offer the post to the second choice, but not to either of the remaining two.  The policy documents referred to in the contract would be issued with the caveat that they were under review.

 

It was resolved to reimburse Mr Crighton up to 4 hours at £16.31 / hour to act as mentor in the early days of the new Clerk’s appointment.

 

152 CASUAL VACANCY

 

            It was reported that there had been a valid call for a bye-election to fill the vacancy and that it would be held on 23 January 2020.

 

153 REPORT BY COUNTY COUNCILLOR PATRICK MOLYNEUX   No report

 

154 REPORT BY DISTRICT COUNCILLOR CHRIS MCFARLING   No report – purdah

 

155 REPORTS FROM PARISH COUNCILLORS & COUNCIL REPRESENTATIVES

 

            155.1  Cllr Chivers reported attending the Farmers Market, that it was quiet but with a

suggestion made for the use of the Whittington Close recreational area.

155.2  Cllr Plummer volunteered to attend the  January market.

 

156 PUBLIC QUESTIONS

 

            156.1 A parishioner asked if the police could close the roads for the Remembrance Day event

and also commented on the noise from clay pigeon shooting taking place at the same

time.

156.2 A parishioner asked questions about Perryman’s Field and was advised that it was

intended to form a Community Interest Company to manage it.  Planning permission

would be required for car parking spaces and possibly also if there were to be a change

of use of the land.

156.3 A parishioner queried whether the refusal of the dispensation request by Cllr Plummer

was correct and could he be provided with a copy of the decision and supporting

evidence?

157 PLANNING

 

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

 

 

  Location / Ref Proposal Response
157.1.1 St Briavels: The Court, Pystol Lane

P1691/19/TCA

Crown lift 1 x Beech tree to 2.4m above ground level over the lawn and crown reduce 1 x Holly tree by 1.5m No objection
157.1.2 Mork: Mork Farm, Stowe Road

P1614/19/TE

Application for determination as to whether prior approval is required for further details: prior notification for the installation of a 15m telecommunications pole with 3 x antennas, 3 x transmission dishes, 4 x equipment cabinets and ancillary work (Application withdrawn)
157.1.3 St Briavels: Primary school, High Street

P1684/19/TCA

Pollard 1 x Poplar tree to 5m above ground level No comment
157.1.4 Brockweir: Two Springs, The Common

P1569/19/FUL

Variation of condition 02 (approved plans) of planning permission P1333/18/FUL to allow for amendments to windows and roofights and a revised rear porch design. level No objection

 

 

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

 

  Location Proposal Decision
157.2.1 St Briavels: Yew Tree Cottage, East Street Listed building Consent for internal alterations and addition of toilet and sink on ground floor Permitted 25/10/19

 

157.3 LICENCE APPLICATION – to consider the Council’s response to the following application:

 

  Location Proposal Response
157.3.1 St Briavels: The Pantry, High Street Licence for the retail of alcohol No objection

 

 

158 FINANCE

 

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

 

Ref Payee Purpose Authority Amount VAT Cheque value
19/51 St Briavels Assembly Rooms Room hire 11/11/19 s.134(4) 33.00   33.00
19/52 St Briavels Assembly Rooms Annual fee for document storage s.111 100.00   100.00
19/53 Calendar Lady Promotions Newsletter printing s.142(1A) 160.00   160.00
19/54 Complete Landscape Gardeners Grass cutting – October HA 1980 s.96 408.00   408.00
19/55 R S Crighton Locum work October

Travel

s.112(2)

LG(PF)A 1963 s.5

933.75

8.10

   

941.85

19/56 ARH Electrical Installation of lighting at school HA 1980 s.301 607.00   607.00
19/59 R Chuter Handyman s.137 162.25   162.25
19/58 St Briavels Playing Fields Apple Day donation LG(MP)A 1976 s.19(3) 50.00   50.00
TOTAL 2462.10   2462.10

 

The following item was deferred pending production of receipts

 

19/57 C McFarling Apple Day – press hire

Travel

s.137

s.137

120.00

45.00

   

165.00

 

Payments to be set up by Cllr McFarling and authorised by Cllrs Chivers & Lounds.

 

It was reported that 40-50 people attended Apple Day.

 

158.2 INCOME RECEIVED: to note total income received this year to date: £26688.33

 

158.3 BUDGET 2020/21

 

The first draft budget was discussed with the figures indicating a precept of £25000 – £28000. It was felt that, in respect of Cemetery Capital Works (budget £10000) more detailed estimates would be required.  NB Delete note A6 against Apple Day.  Budget to be firmed up and agreed at January meeting and precept issued.

 

158.4 GRANT REQUEST – 1ST ST BRIAVELS SCOUT GROUP

 

The group had supplied a “wish list” of items they required totalling £4687; however it was resolved to award a grant of £1000 to be spent as they wished, subject to provision of receipts.

 

159 WHITTINGTON CLOSE COMMUNITY / PLAY AREA WORKING GROUP

 

            No progress.  Cllr Plummer to set up working group and arrange public meeting.

 

160 STREET LIGHTING

 

            160.1 It was reported that the school had thanked the Parish Council for installing the lights there.

160.2 It was reported that at the Whittington Close meeting (see above) the public’s views would also be sought on the proposed lighting at Smithville Close, opposite The Tump, opposite Pystol Lane and a power supply to The Tump.

 

161 PARISH COUNCIL WEBSITE

 

            It was reported that the registration had expired in 2017 and that an initial stage would be to re-register with a new provider.  It was resolved to register with 2Commune at a maximum cost of £300, with a biannual fee of £150.  It was agreed that Cllrs Lounds & Hurley would collate ideas from members on what they wished the site to provide eg email addresses for Councillors; members were urged to look at other council sites for ideas.

 

The offer by Newland Parish Council to dedicate a page on its site in the interim was declined with thanks.

 

162 APPOINTMENT OF A LITTER PICKER / SECOND HANDYMAN

 

            It was reported that the job description had been finalised and an advert for the post would be placed in the Village News and on the notice boards.  It was established that as long as the post holder did not work exclusively for the Parish Council he could be classed as a contractor, rather than an employee.

 

163 EMERGNCY PLANNING / SNOW WARDEN

 

            It was resolved to appoint Cllr Lounds as the Snow Warden.  It was understood that the Emergency Plan named an individual as a lead contact – to be ascertained by January meeting.

 

164 CEMETERY WORKS

 

            It was reported that wheelchair access requires attention, that there needs to be a tree management plan for the churchyard and the cemetery and that brambles need cutting back.  The request from Sarah Dixon (see minute 169.1) had been noted and acknowledged and it was felt important that this matter be dealt with urgently.

 

The matter of the brambles would be added to Richard Chuter’s list of jobs; small working groups of residents could undertake other minor work.  Cllr McFarling’s tree management plan drawn up some time ago, along with specialist advice from tree surgeons could form the basis of the work to be done and for the necessary planning application for tree works in the Conservation Area (Cllrs Chivers and Burley).

 

165 REPORT OF MEETING

 

            The Chairman reported  a meeting with Mr Chuter around the village following Mr Badham’s report of work he suggested required needed to be undertaken.

 

166 ONGOING ACTIONS

 

(Items in bold are changed from previous report)

           

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.
Jun 2019 50 Clerk Write to English Heritage regarding responsibility for maintenance of the Castle and Moat walls. Ongoing – awaiting a response.
Jun 2019 49.2 Clerk Parish familiarisation briefing to be arranged. Offer by Locum Clerk (Oct 2019) to utilise Newland Parish Council’s ‘New Councillor’ session.
Jun 2019 44 Cllr. Plummer Working group to review content of Village News. Ongoing – no progress, Cllr. Plummer to report.
May 2019 25.1 Cllr. McFarling,

Clerk

Clearwell and Stowe Hill Quarries – liaise with Newland PC and respond. Ongoing – application will be brought to January GCC meeting
Feb 2019 204.8 Cllrs. Walker & Lounds Screening of Castle Bins – to be followed up. Ongoing – Cllrs Lounds & Worgan to get update
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. Ongoing. Resolved Nov 2019 to ask Western Power to remove posts
May 2018   Cllrs. Hurley  & Plummer Grievance and Health & Safety Policies in progress and a revised version of  Community Engagement to be circulated to all. Ongoing. Newland Parish Council policies to be incorporated where necessary. Full review of all  policies by May 2020
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 – work is scheduled for the current financial year. Details of scheme and total cost to be established (Cllr Lounds); suggestion that Parish Council pays anything in excess of £1000

 

167 LEAD COUNCILLORS’ REPORTS

 

            167.1 FINANCE (Cllr McFarling) –  no report

167.2 GOVERNANCE & STAFFING (Cllr Plummer) – no report

167.3 FOOTPATHS (Cllr Hurley) – path clearance continuing

167.4 HIGHWAYS (Cllr Lounds) – minutes of meetings with Highways Manager to be posted

on website for public comment.  Safety measure on B4228 will go ahead this financial

year.  Drainage on B4228 requires attention, ideally during imminent re-surfacing

works.

167.5 PLANNING (Cllr McFarling) – no report

167.6 EMERGENCY PLANNING / SNOW WARDEN (Cllr Lounds) – no report

167.7 CEMETERY (Cllr Burley) – the need to refer any proposed works in the churchyard and

cemetery to church officials

167.8 ASSETS & MAINTENANCE (Cllr Chivers) – 2 posts on The Tump require re-setting, Risk

Assessment to be undertaken for handyman’s role.

 

168 CORRESPONDENCE FOR INFORMATION ONLY

           

168.1 G Bensted: copy complaint to Monitoring Officer

168.2 K Cockfield: several emails re concern over Councillors’ registrable interests, parish

charities and Freedom Of Information requests

168.3 W Badham: concern over handling of the meeting on 15 October and in particular the

method of voting on the co-option

168.4 A & C Clarke: notification of wild boar

 

169 CORRESPONDENCE REQUIRING ACTION

 

169.1 Sarah Dixon: request for tree work in cemetery – see minute 164

169.2 FODDC: Rough Sleepers report – NIL return to be sent

 

170 PUBLIC COMMENT

 

            170.1 A member of the public pointed out that the grass behind the back row of gravestones

was not being cut.

170.2 Mr Owen confirmed that when he spoke at the October meeting (minute 124.2) it was

as a trustee of the Almshouses Trust (see minute 149 above)

170.3 Mr Owen advised of an oil leak at the Almshouses which had resulted in some ground

contamination; the insurers and loss adjusters have yet to agree on further action.

170.4 Mr Owen advised that, in respect of the legal action between the Almshouses and the

Assembly Rooms an extension to 6 December had been offered to enable the

defendant to prepare their case.

170.5 Mr Stuart raised the general question of car parking in the village – he was advised

that some provision is included in the safety scheme and that other sites were being

looked at.

 

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

 

170.6 Mrs Cockfield advised that answers had not been forthcoming from Cllr McFarling

regarding his interests.

170.7 Mrs Cockfield made a statement concerning declarations of interest by Cllr McFarling,

and the resignation of David Rees from the Parish Council.(The full text was

subsequently emailed to the Clerk)

 

171 MINOR MATTERS   None

 

172 ITEMS FOR FUTURE MEETINGS

 

            Jan – finalise budget, issue precept

Jan – monitoring of grass cutting

Jan – consider wild boar issues

Feb – appoint Internal Auditor and arrange date for audit

Feb – arrange Clerk’s interim assessment for March

Feb – allocate councillors to undertake inhouse checks for next council year

Mar – consider arrangements for Annual Parish Meeting

May – complete review of all governance policies

May – arrange Clerk’s end of probation assessment – June

 

173 DATES OF FUTURE MEETINGS     

 

Date Meeting at 19:00 Venue
13 January 2020 Monthly Parish Council meeting Assembly Rooms
10 February 2020 Monthly Parish Council meeting Assembly Rooms
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)

 

** Subject to confirmation at the May 2020 meeting

 

174 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 13 January

 

The meeting closed at 21:40