ST BRIAVELS PARISH COUNCIL

 

MINUTES OF PARISH COUNCIL MEETING HELD IN

THE ASSEMBLY ROOMS, ST BRIAVELS ON 9th SEPTEMBER 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, Plummer, Thomas & Walker

County Cllr Molyneux, 7 members of the public

 

81 CHAIRMAN’S ANNOUNCEMENTS   

 

            81.1 LOCUM CLERK

It was reported that Mr Crighton was willing to act as locum Clerk and Responsible Financial Officer. It was resolved  to appoint him on the terms of the draft contract and the Chairman was authorised to sign the contract on behalf of the Parish Council.

 

81.2 RESIGNATIONS

It was reported that Mrs Deighton had resigned her position as Clerk wef 31/8/2019 and that Cllr Rees had resigned as a member during the summer.  The Chairman was asked to write to both thanking them for their service.

 

82 APOLOGIES

 

            Cllr McFarling

 

83 DECLARATIONS OF INTEREST    

 

Cllr Minute Interest
Thomas 98 Personal
Plummer 106.4 Personal

 

 

84 DISPENSATION REQUESTS     None

 

85 ELECTION OF VICE CHAIRMAN 

            Cllr Plummer was elected Vice Chairman unopposed; she signed her Declaration of Acceptance of Office.

 

86 LEAD COUNCILLORS

            86.1  It was resolved to appoint Cllr Plummer as lead Councillor for governance and staffing

86.2  It was resolved to appoint Cllr Burley as lead Councillor for cemeteries

 

87 GRANT APPLICATION – AGE CONCERN

 

It was resolved to award a grant of £2000 to the organisation – to be paid in October once beneficiary bank details were supplied.

 

88 MINUTES OF PREVIOUS MEETING HELD 8 JULY 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:

 

61.2 delete in full and substitute: “Charles Lord Denton Almshouses Trust (“the Trust”)– concern was expressed regarding the secrecy surrounding the creation of a Charitable Incorporated Organisation (CIO) by the Almshouses trustees (“the trustees”) and the role played by the then Parish Council (”PC”) representative (“rep”). In particular the question was raised as to why the rep had misled the PC  on a matter directly affecting it, by not reporting the fact that the date of the appointment of the rep  to the Trust had been allegedly revised to start from the commencement of the CIO (13 February 2019), which meant that the rep the PC in May 2019 could not take up their position until February 2023”

 

72 delete the final sentence and replace with: “ It was agreed:

  1. To determine the popular activities from this year’s event, and
  2. To set up a working group to consider the way forward for 2020”

 

75.1 (i)  delete in full and replace with:

 

“(i) the PC would write to the trustees to request a full explanation of the points listed below, for which no explanation could be given by the previous PC rep, Cllr Rees.  Cllr Plummer to draft this letter and circulate to all Councillors for approval, the Clerk assisting with the final draft.

 

  • Why no report had been made to the PC about setting up the new CIO, which had been under discussion since August 2018 and finalised (signed) by the trustees on the same day as the PC meeting in February 2018. The PCl was not aware of the new CIO until advised by Cllr Plummer at the June 2019 meeting.
  • Why an unsigned constitution had been forwarded to the PC by solicitor’s letter dated 28 June 2019, when the appointed PC rep had received from the Charity Commission, a month earlier, a copy of the same constitution which had been signed by all trustees on 11 February 2019.
  • Why it was felt prudent for Cllr Rees to participate in Cllr Plummer’s election at the Annual Meeting in May 2019, given the content of the above correspondence.
  • Why the trustees had, without any reference whatsoever to the PC, extended Cllr Rev Rees’ tenure as a PC rep by a further 4 years (almost) to February 2023 when they did not have the authority to do so and when there had been a democratic right to elect a representative of the PC since 1889.
  • Why no information about these changes had been given to parishioners.”

 

75.1 (ii) delete and replace with:  “the advice of the Monitoring Officer and Charity Commission would be sought regarding the legality of altering the tenure of the PC rep to be out of synchronisation with the PC term of office.”

 

75.1 add a new clause (iv): “the advice of the Monitoring Officer and Charity Commission would also be sought regarding the legality of the trustees refusing to accept the representative nominated by the PC according to laid-down procedures of the PC.

 

89 PUBLIC QUESTIONS

 

            It was resolved to suspend Standing Orders during this item.

 

89.1 A parishioner expressed concern over the state of the cemetery.

89.2 A parishioner urged the Parish Council to be prudent with its cash management and not to reduce

the precept.

89.3 A parishioner said he was happy to answer questions about the Assembly Rooms and added that

the trustees had received legal advice which they are obliged to follow.

 

90 GRANT APPLICATION – ST BRIAVELS WAR MEMORIAL & PLAYING FIELDS ASSOCIATION

            It was resolved to award a grant of £5000 to the organisation towards new play equipment – to be paid on confirmation that all other funding was in place.

 

91 REPORT FROM COUNTY COUNCILLOR

 

            Cllr Molyneux reported:

  • County Council settlement agreed by HM Government
  • Further OFSTED inspection of Children’s’ Services expected
  • Both Children’s’ Services and Special Education Needs under pressure but deficits should be covered
  • Brexit Officer appointed
  • Funds available in the “Growing the Community” fund – details on the GCC website

 

92 PLANNING

 

92.1 FOREST OF DEAN DISTRICT COUNCIL – APPLICATION RECEIVED:

 

LPA Ref Location Proposal Response
92.1.1 P1221/19/FUL St Briavels: Gideon Chapel, The Common Change of use of a redundant chapel to a dwelling, erection of a replacement single storey rear extension and all associated site works. No objection but note that vehicular access is along a Restricted Byway
92.1.2 P1291/19/FUL St Briavels: Balligan Cottage, The Hudnalls Erection of a single storey rear extension with associated works.  Demolition of utility room and conservatory. No objection
92.1.3 P1320/19/FUL Brockweir; Landfall, The Common Erection of a double garage with associated works.  Demolition of existing garage. (Revised scheme). No objection
92.1.4 P1006/19/FUL St Briavels, Park Farm, Park Lane Amended description.  Change of use of residential dwelling to residential / mediation 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. No objection

 

93 ONGOING ACTIONS

 

            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 – noted that the work is scheduled for the current financial year 2019/2020.
May 2018 Cllr. Hurley Grievance and Health & Safety Policies in progress and a revised version of  Community Engagement to be circulated to all. Ongoing. Policies available from Newland Parish Council
Jan 2019 178.2 Cllrs. Lounds/ Hurley Streetlighting – noted that a meeting had been arranged with the streetlighting team for Wednesday, 17th July, 2019.  Two unused wooden telegraph posts in Smithville Close to be added to the list. See item 99
Feb 2019 200 Cllrs Hurley, Plummer Litter picker – proposal to be submitted to the September meeting.  Also review the Village Handyman position Job description for litter picker to be circulated – 2 hours / week, national minimum wage (to be reviewed on appointment)

Handyman has PL insurance at own expense – consider reimbursement.

Feb 2019 204.8 Cllrs. Walker & Lounds Screening of Castle Bins – to be followed up. Ongoing. YHA & EH to meet, possible land registry search.
Feb 2019 207.3 Cllr. Hurley/Cllr. Lounds Speak to Brian Watkins regarding the possibility of limiting parking to cars only when the three new spaces are created on implementation of the B4228 safety measures. BW confirmed this is not possible. Ongoing – Meeting with BW imminent
March 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 – awaiting contact from the course organiser as to which venue he will use.
April 2019 245 Clerk Whittington Close/Play Area – detailed review to be undertaken at the September meeting prior to signing the contracts. See item 98
April 2019 253.3 Cllr. Walker Centenary Field Day – it was confirmed that the Playing Fields Committee did not wish to hold an event. Ongoing – Cllrs. Walker and Plummer to discuss this item further.
May 2019 25.1 Cllr. McFarling

Clerk

Clearwell and Stowe Hill Quarries – liaise with Newland PC and respond. Ongoing – Cllr. McFarling detailed the current situation.
May 2019 25.2 Cllr. Hurley SBAR/AH correspondence – additional information to be circulated.  Cllr. Hurley explained that attempts were being made to extract this information. Ongoing
June 2019 44 Cllr. Plummer Working group to review content of Village News. Ongoing – Cllr. Plummer to report to the October meeting.
June 2019 49.2 Clerk Parish familiarisation briefing to be arranged. Await co-option
July 2019

 

July 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).

Ongoing – see amended minutes above

Clerk no longer instructed to contact MO as overtaken by events

 

94 REPORT FROM DISTRICT COUNCILLOR CHRIS MCFARLING 

Cllr McFarling provided a written report on:

  • The Local Plan (see minute 105.2 )
  • The District Council awaiting Homes England to sell the Five Acres site

 

 

95 FINANCE

 

95.1 ACCOUNTS FOR PAYMENT:  it was resolved that the following accounts be paid (those marked ** were paid in August and were approved retrospectively.)

 

Ref Payee Purpose Auth Amount VAT Total
19/30

**

Complete Landscape Gardeners Grass cutting – July LGA 1972 s.214 656.00 656.00
19/31

**

PJ Adams & Sons Payment Plan – 2nd instalment for repair of playing fields wall. LGA 1892 s.8(1)(i) 5099.00 5099.00
19/32

**

Ursula Deighton Salary (July)

Travel (59.6 miles)

LGA 1972 s.112(2)

LG(PF)A 1963 s.5

 

561.00

26.82

587.82
19/33

**

Richard Chuter Village Handyman (July) 16 hours + petrol & oil LGA 1972 s.137 168.00

 

 

19.50

 

 

 

187.50

19/34

**

Giles Davis Repairs to bus shelter ceiling LG(MP)A 1953 s.4 /

PCA 1957 s.1

285.00 285.00
 

TOTAL PAID IN AUGUST

 

6815.32

   

6815.32

Ref Payee Purpose Auth Amount VAT Total
19/35

 

St Briavels Assembly Rooms Room hire LGA 1972 s.111 33.00 33.00
19/36

 

Complete Landscape Gardeners Grass cutting – August LGA 1972 s.214 528.00 528.00
19/37

 

Richard Chuter Village Handyman (August) LGA 1972 s.137 141.50

 

 

141.50
19/38 Ursula Deighton Salary (August)

Annual leave 29.82 hrs

Travel (59.6 miles)

Office allowance

Telephone / IT

LGA 1972 s.112(2)

LGA 1972 s.112(2)

LG(FP)A 1963 s.5

LG(FP)A 1963 s.5

LG(FP)A 1963 s.5

561.00

334.58

26.82

88.00

50.00

 

 

 

 

1060.40

19/39 Rev Rees Travel – GAPTC AGM (46 miles) LGA 1972 s.174 20.70 20.70
TOTAL 1783.60   1783.60

 

It was noted that the £300 paid in July to Cllr Walker for the Meet & Share project was not required and had been returned.

 

95.2 UNITY TRUST BANK ACCOUNTS

It was resolved to remove all access to the bank accounts by Rev Rees and Mrs Deighton, following their respective resignations from the Council.  The appropriate forms would be completed for transmission to the bank.

 

95.3 EXTERNAL AUDIT

It was reported that the External Auditors report had not yet been received.

 

96 BT PAYPHONES

            It was resolved to adopt 3 BT telephone boxes at Hilgay, St Briavels Common and Lower Meend and request BT to retain a service in the boxes at The Fence & High Street

 

97 PROVISON OF HOLIDAY ACTIVITIES

 

            97.1 GROWING HEALTHY COMMUNITIES – WORLD JUNGLE

It was reported that 150+ children attended the event which was described as an “amazing afternoon.”

 

97.2 MEET & SHARE PROJECT

It was reported that there was a continuous stream of people attending to use the toilets and not requiring the food.  It was felt desirable for there to be outside toilets at the pavilion.  Cllr Walker to draft a letter of thanks to the pavilion committee.

 

98 WHITTINGTON CLOSE COMMUNITY / PLAY AREA

            It was reported that there are two parcels of land at the site, one owned by the District Council, the other by the Guinness Trust.  With regard to the idea of acquiring leases over the land it was agreed that a great deal more research is required, including firm costings (both initial and on-going) to assess the viability of any scheme and then for there to be a comprehensive consultation of parishioners.

 

99 STREET LIGHTING

 

            99.1 OUTSIDE THE SCHOOL

It was suggested that this should be pursued at a cost of £590 with the school taking responsibility for on-going costs.  Members wanted a detailed estimate before making a decision; to be reconsidered at the October meeting.

 

99.2 SMITHVILLE CLOSE

99.3 OPPOSITE THE TUMP

99.4 OPPOSITE PYSTOL LANE

It was proposed that there be a full public consultation on these three locations, through the village newsletter.

 

100 ANNUAL REPORT AND PARISH NEWSLETTER

 

            The method of distribution was still to be decided.  Cllr Plummer took an action to provide details on distributing the newsletter using Royal Mail.

 

101 TREE WORKS

 

            There had been no progress with the removal of the Ash tree in Barrowell Lane or the Poplar tree in the playing field.

 

102 REMEMBRANCE SUNDAY

 

            It was agreed that the normal remembrance service would be arranged with refreshments afterwards in the Pavilion (Cllr Walker to book the site).

 

103 CODE OF CONDUCT TRAINING

 

            Members signed to say they understood the Code.

 

104 LEAD COUNCILLORS’ REPORTS

 

            104.1 FINANCE – no report

104.2 GOVERNANCE & STAFFING – no report

104.3 FOOTPATHS – reports of blocked footpaths were being received and passed to GCC Rights of Way Officer.

 

104.4 HIGHWAYS – meeting with Brian Watkins in 10 days time – minute to be circulated

104.5 PLANNING – no report

104.6 EMERGENCY PLANNING / SNOW WARDEN – all bins believed to be full

104.7 CEMETERIES – fallen tree, temporary clear up effected

104.8 ASSETS & MAINTENANCE – 2 wooden posts on The Tump damaged, stones loose at the trough at the Fence, Cllr Lounds wishes to start work on the second bus shelter.

 

105 CORRESPONDENCE REQUIRING ACTION

 

            105.1 Able Community Care: resolved not to proceed with door notices

105.2 FODDC: Local Plan 2021-41 Issues & Options consultation: consultation opens 17/9/19

105.3 A parishioner: re budget, precept, expenditure etc.  The gentleman was present and accepted

the responses from members, written confirmation to be sent

105.4 A parishioner: various issues.  Chairman to visit offering for members to meet him and walk the

village to discuss.

 

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

 

106 REPORTS FROM COUNCIL REPRESENTATIVES

 

            106.1 PLAYING FIELDS ASSOCIATION – possibility of turning tennis court into multi-sport area

106.2 CHILD SAFETY WORKING GROUP – the school had arranged a course, Parish Council not required, group closed down.

106.3 FARMERS’ MARKET – Christmas lights to be discussed at October meeting and thanks in the comments book for the Council’s involvement in the drugs issue

106.4 CHARLES LORD DENTON ALMSHOUSES TRUST – confusion over the appointment of a trustee – to be discussed at the October meeting (as separate agenda item)

 

107 CASUAL VACANCY

 

            It was reported that there had been no call for an election and that the Parish Council may now fill the vacancy by co-option.  Applications to be advertised in the village news, application to be sent to the Clerk.

 

108 MINOR MATTERS INCLUDING INFORMATION RECEIVED BY THE CLERK

 

            Members whose Register of Members Interest had been completed incorrectly were asked to supply a new form by the October meeting.

 

109 PUBLIC COMMENT

 

            There were no comments

 

110 ITEMS FOR FUTURE MEETINGS

 

                        Financial Regulations

Data Protection

Provision of holiday activities for children

Get-together 2019 report

Oct       – consider specific project with financial implications for subsequent years

Nov      – first draft budget

Jan       – finalise budget and issue precept.

 

111 DATES OF FUTURE MEEETINGS

 

Date Meeting at 19:00 Venue
14 October 2019 Monthly Parish Council meeting Assembly Rooms
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

 

112 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
Lounds & Chivers 14 October
Walker & McFarling 13 January
Burley & Hurley 15 April
Thomas & Plummer 13 July

 

 

113 CONFIDENTIAL BUSINESS

 

            It was resolved that pursuant to section 1(2) of the Public Bodies (Admission to meetings) Act 1960, because of the confidential nature of the business to be transacted the public and press leave the meeting during consideration of this item.

 

It was agreed to advertise the post for a Clerk on the GAPTC website and in The Forester, The Review and Monmouthshire Beacon with a view to interviewing in late October; wording of advertisement to be finalised.  The terms of the position were agreed.  The interview panel would comprise Cllrs Chivers, Plummer, Walker and the locum Clerk.

 

The meeting closed at 2210.