ST BRIAVELS PARISH COUNCIL

 

MINUTES OF PARISH COUNCIL MEETING HELD IN

THE ASSEMBLY ROOMS, ST BRIAVELS ON 13th JANUARY 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 & Worgan (Cllr Worgan      joined at 7.10pm)

The Clerk and 8 members of the public

 

175 APOLOGIES 

 

Apologies received from Cllr Thomas

 

176 DECLARATIONS OF INTEREST

 

Cllr Minute Type Reason
McFarling 188.1 Payment Payment reference  is to be paid to Cllr McFarling in respect of reimbursement of expenses.
Lounds 194 Job applicants Cllr Lounds reported that he was an acquaintance of one of the applicants, for the position of Litter Picker.

 

177 DISPENSATION REQUESTS     None  

 

178 MINUTES OF PREVIOUS MEETING HELD 11 NOVEMBER 2019

 

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

 

Add new minute 158.5 “The Chair explained that the agenda item 14.5 was no longer required because the payment to Cllr Plummer had been overtaken by events.

 

Reinstate in 166 Ongoing actions:

Apr 2019 245 Cllr Chivers Whittington Close/Play Area – detailed review to be undertaken at the September meeting prior to signing the contracts. Complete with separate agenda item
Feb 2019 200 Cllr. Hurley /

Cllr. Plummer

 

Litter Picker – proposal to be submitted to the September meeting.  Also, review the Village Handyman position. Complete with separate agenda item

 

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

179 CLERK’S REPORTS

 

            No report

           

180 APPOINTMENT OF CLERK AND RESPONSIBLE FINANCIAL OFFICER

 

            181.1 To note the appointment of Ms Kirstie Watkins to the position of Clerk and Responsible Financial Officer.  It was resolved to appoint her as a submitter of payments with Unity Bank.

 

181 CASUAL VACANCY

 

            It was reported that the by-election to fill the vacancy would be held on 23rd January 2020.   It was resolved to pay the course fee of £95.00 (£85.00 for two or more) for any Councillor who wished to attend the GAPTC course “Being a better Councillor”.  This to include the new Councillor.  Councillors who wish to attend the course in March or April should liaise with the Clerk to book their place on the course.

 

182 REPORT BY COUNTY COUNCILLOR PATRICK MOLYNEUX  

 

            No report

 

183 REPORT BY DISTRICT COUNCILLOR CHRIS MCFARLING  

 

            Councillor McFarling reported on:

  • Transport options for loneliness
  • Budget meeting 20th Feb with a proposed increase to Council Tax of £5 (Band D)
  • Local Plan development is ongoing
  • Climate Emergency Portfolio is being developed

 

184 REPORTS FROM PARISH COUNCILLORS & COUNCIL REPRESENTATIVES

 

            155.1  Cllr Burley reported that she attended the December Farmer’s market, and that one parishioner was concerned about vehicles speeding down Barrowell Lane.

155.2  Cllr Plummer reported that she did not attend the January meeting, and volunteered to instead attend the February market.

 

185 PUBLIC QUESTIONS

 

            185.1 Alison Crawshaw spoke about a new initiative which she is helping to set up, as part of the Parish Grassland Project.  It was noted that this was to be added to the agenda of                       a future meeting for further discussion.

185.2 A parishioner expressed concerns about the perceived lack of progress in respect of  the cemetery and graveyard.

185.3 A parishioner raised a concern about the condition of the Assembly Rooms notice board.  It was noted that the noticeboard is the responsibility of the Assembly Rooms to                                    maintain this.

 

186 PLANNING

 

186.1 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 P1732/19/FUL Birch Cottage,

The Common, Brockweir, Chepstow, NP16 7NU

 

Conversion of outbuilding to annexe/holiday let.

 

Council’s response : We have concerns with this application, with regards to excessive development, as we feel that this application will contribute to an increase in traffic, and we are also concerned that there may be a further application in future for a greater development at this location.

 

We therefore object to this application. 

 

12.1.2 P1807/19/FUL Valleyside, Lower Road,

St. Briavels, GL15 6SA

 

Variation of condition 02 (approved plans) of planning permission P0263/10/FUL to allow for amendments to external appearance and internal second floor layout.

 

Council’s response : We are concerned at the variation in window style proposed, as it is different to the application which was previously approved in 2010.  We feel that the variation is inappropriate, and this will have an impact on the Wye Valley as it includes significantly larger windows facing the valley.

We therefore object to this application. 

 

12.1.3 P00003/20/FUL Ridgemont,

Lower Road,

St. Briavels,

GL15 6SA

 

Proposed single storey front extension and external material alterations.

 

No objections.

12.1.4 P00004/20/FUL Martlets,

Pystol Lane,

St. Briavels,

GL15 6TE

Erection of a single storey extension and an open-sided car port to the front elevation.  Conversion of the attic to provide additional living accommodation and replacement doors and windows to all elevations with associated works.  Demolition of existing conservatory.

 

No objections.

 

 

 

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

 

  LPA Reference Location Proposal Decision
12.2.1 P1807/19/FUL Valleyside,

Lower Road,

St. Briavels,

GL15 6SA

 

Variation of condition 02 (approved plans) of planning permission P0263/10/FUL to allow for amendments to external appearance and internal second floor layout. Consent – Granted permission

 

 

187 FINANCE

 

187.1 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
1960   Woolaston Scout Group Grant LGA 1972s.137 £1,000.00    
1961   GeoXphere Ltd Parish on-line annual fee LGA 1972s.111 £35.00 £7.00 £42.00
1963   Newland Parish Council 50% car share – Road Safety event LGA 1972s.111 £24.75    
1957   Cllr. C. McFarling Apple Day : reimbursement Travel LGA 1972s.137

LGA 1972s.111

£120.00

£45.00

   

£165.00

1964   R. S. Crighton Locum Clerk – November LGA 1972s.112(2) £662.05    
1966   Royal British Legion Donation for wreaths LGA 1972s.137 £98.50    
1967   Kirstie Watkins Clerk (December) Salary

Travel (31.1 miles)

LGA 1972s.112(2)

LG(FP)A1963s.5

£406.40

£20.22

   

£426.62

1968   Richard Chuter Parish Handyman (November – 28.5 hours) LGA 1972s.137 £299.25    
1969   Richard Chuter Parish Handyman (December – 11.5 hours) LGA 1972s.137 £120.75    
1970   ARH Electrical School lights – electrical installation of lights LGA 1972s.137 £105.00    
        TOTAL (inc VAT) £2,936.92 £7.00 £2,943.92

 

Payments to be set up by Cllr McFarling.

 

187.2 BUDGET 2020/21

 

178.3.1 The draft budget was discussed with the figures indicating a precept of £24,000 – £28,000.  The precept was agreed to be in the sum of £24,000.

 

187.3.2 It was agreed to authorise the Clerk to issue the precept request to the Forest of Dean District Council in the sum of £24,000.

 

187.3.3 Cllr Plummer proposed that the voting for the Precept should be recorded. The councillors voted as follows:

 

In Favour: 5 (Cllrs. Worgan, Lounds, Plummer, McFarling, and Chivers)

Abstentions: 2 (Cllrs. Burley, and Hurley)

Against: 0

 

188 PARISH COUNCIL WEBSITE

 

            A progress report was received from the Clerk in respect of the registration of the domain.  It was reported that 2Commune had been appointed for the re-registration, and that the re-registration process had commenced.

A progress report was received from Cllr Worgan in respect of the website hosting.  Cllr Worgan reported that she and the Clerk had met to review potential website providers, and as a result of this, their recommendation was to use Parish Council Websites.  It was resolved to appoint Parish Council Websites at an initial cost of £649.00 to set the website up, with further costs of £15.00 ongoing on a monthly basis to maintain the website.  Cllr Plummer offered to email details about Easington Parish Council, who are a Gold standard council, re their recommended content to Cllr Worgan, and Cllrs Worgan and Chivers would collate ideas from members on what they wished the site to provide.

 

189 PURCHASE OF BT TELEPHONE BOXES

 

            It was resolved that the two agreements for the purchase of the three BT telephone boxes would be signed by Cllr Chivers, to initiate the purchase of these.  Cllr McFarling suggested keeping the traditional red paintwork.  Cllr Plummer proposed that for the February meeting ideas for potential use, such as community engagements, and ideas for maintenance should be sought.

 

190 WHITTINGTON CLOSE COMMUNITY / PLAY AREA WORKING GROUP

 

            It was reported by Cllr Plummer that she had met with Cllr Thomas to discuss the potential arrangements for a public meeting and provided copies of the minutes of this meeting.  The public meeting had been proposed for 8th February however it was agreed that this date did not allow sufficient time to plan the public meeting fully, and that the Cllrs should feedback to Cllr Plummer re the minutes which she had provided.

 

191 STREET LIGHTING

 

            It was reported that the remaining projects are ongoing. Considerations are continuing to include the public’s views on these schemes at the Whittington Close public consultation meeting.  The street lighting item should include “Electricity to the Tump”.  It was resolved to hold a separate consultation for street lighting on the basis that the Whittington Close situation required a Public Meeting in order to allow a minuted discussion of ideas, whereas the street lighting project required only a Public Consultation, where there is no discussion, merely a ‘yes’ or ‘no’ from individuals.  The mention of street lighting will be removed from Cllr. Plummer’s draft Whittington Close poster.

 

192 CHRISTMAS TREE

 

            It was agreed that this should be added to the agenda of the September meeting, in order to allow sufficient time to make provision of a Christmas tree within the village.

 

193 APPOINTMENT OF A LITTER PICKER

 

            Cllr Lounds reported that 2 applications for the Litter Picker contract had been received, and that both applications were good.  After some discussion, it was resolved to appoint Candidate A as the Litter Picker contractor as Candidate B had subsequently withdrawn their application.

 

194 CEMETERY WORKS

 

            Cllr Burley provided a quote of £250.00 for the removal of one tree limb that is obscuring some graves.

 

Cllr Worgan referred to a Tree Surveyor who had provided a quote of £200.00 to undertake a survey.  The surveyor had provided a good initial meeting and was considerably cheaper than other quotes.  It was resolved to appoint the Tree Surveyor to undertake a tree survey concerning the management of trees at the cemetery and graveyard.

 

         195 EXTRA EXPENSES IN RESPECT OF REMEDYING THE LIGHTS AT THE SCHOOL

 

         Cllr Chivers indicated that correspondence had been received concerning the brightness of the lights at the school and the time that they stay on for.  Cllr Lounds explained that the lights had been replaced with lower wattage ones.  It was resolved to pay ARH £105.00 for the work.  The replaced lights are Parish Council property and will be returned by ARH once it is established that the new lighting is to the satisfaction of both the Parish Council and the householder who complained about the original brightness.

 

196 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. Offer by Locum Clerk (Oct 2019) to utilise Newland Parish Council’s ‘New Councillor’ session.  To proceed if no cost, Clerk to liaise with Newland PC’s clerk.
Jun 2019 44 Cllr. Plummer Working group to review content of Village News. Ongoing – Cllr. Plummer to send out a survey to Cllrs for review.
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
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 – Western Power is to remove the unused telegraph posts in Smithville Close.
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 – Health & Safety policy has been approved, Grievance and Disciplinary policies need to be reviewed and approved at the next 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.
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 that the budget for this year has been withdrawn.  To be added as a future agenda item for SBPC to consider taking over the work, and approach local contractors re quotes for the work.

 

197 LEAD COUNCILLORS’ REPORTS

 

            197.1 FINANCE (Cllr McFarling) –  no report

197.2 GOVERNANCE & STAFFING (Cllr Plummer) – Training and support plan is in place for the Clerk,  Health & Safety policy has been finalised, Grievance policy to be brought to the February meeting

197.3 FOOTPATHS (Cllr Hurley) – Bridleway near the river has collapsed and is being repaired. A path was found with fencing marked ‘Private’ to deter public use – this would be               removed and rectified to reinforce this as a public footpath.  A bridleway is being considered for downgrading to a restricted bridleway or footpath.

197.4 HIGHWAYS (Cllr Lounds) – no report

197.5 PLANNING (Cllr McFarling) – no report

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

197.7 CEMETERY (Cllr Burley) – no report

197.8 ASSETS & MAINTENANCE (Cllr Chivers) – The bench on The Tump has a missing slat which needs replacing.  Along Stowe Road, there are coping stones along the Horse                 Trough which require re-setting and re-mortaring.

 

198 CORRESPONDENCE

 

            198.1 FOR INFORMATION ONLY

 

None received

 

198.2 REQUIRING ACTION

 

198.2.1 A parishioner, Syd Wheeler, had spoken with the Clerk to raise the matter of a defibrillator which he had taken possession of when the Lindors Hotel changed ownership.  This is presently located outside his property, and he wished to enquire as to whether the Council would be able to adopt this.  It was agreed that this would be added to the agenda of the February meeting for further consideration.

 

198.2.2 It was agreed that Mr Hurley, in his role as member of St Briavels Wayfarers, would contact a parishioner Mrs Clarke about recent footpath clearances.

           

199 PUBLIC COMMENT

 

            199.1 A member of the public pointed out that the grit bins are poorly maintained, and suggested that these should be numbered, and a list of bins held.

 

199.2 A member of the public remarked that they felt the grass cutting in the cemetery was not being done correctly, and as frequently as required as per the contract.

 

199.3 A member of the public commented that BT provided paint packs for the maintenance  of their telephone boxes after the sale.

 

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

 

200 MINOR MATTERS   None

 

201 ITEMS FOR FUTURE MEETINGS

 

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

Feb – consider installation of a power supply to The Tump

Feb – consider the Grievance policy

Feb – consider adopting the defibrillator presently located outside Syd Wheeler’s property

Feb – consider reviewing the emergency plan for snow

Feb – 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

Sep – consider arrangements for the provision of a Christmas tree

 

202 DATES OF FUTURE MEETINGS     

 

Date Meeting at 19:00 Venue
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)

 

203 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 10 February

 

The meeting closed at 22:05