WESTBURY-ON-SEVERN PARISH COUNCIL

Transcription

1 WESTBURY-ON-SEVERN PARISH COUNCIL Minutes of the Annual General Meeting held on Monday, 21 May 2007, in Westbury Parish Hall. PRESENT: Councillors - N Donlon (partial attendance) P Ensor C Evers A Hyett D Landon N Stephens Chairman C Sweet Mrs Fiona Wallbank - Clerk Parishioners: 2 The Chairman opened the meeting 1 APOLOGIES: County Councillor McMillan. Councillor Donlon would be late 2 ELECTION OF OFFICERS AND DECLARATION OF ACCEPTANCE Chairman The Chairman asked for nominations for Chairman. Councillor Hyett proposed that Councillor Stephens continued as Chairman. Councillor Landon seconded the proposal and it was agreed. Councillor Stephens accepted the position and signed the Declaration of Acceptance form. Vice-Chairman Councillor Landon proposed that Councillor Hyett continue as Vice and Councillor Ensor seconded the proposal and it was agreed. The chairman said that he would like to welcome Di Landon to the Parish Council. It was agreed to send Councillors Hewlett, Radley and Tempest a thank-you card together with a copy of the Chairman s Annual Report in which he thanked them for all their hard work. 3 APPOINTMENT OF WARDENS: It was agreed that the representatives would be as follows: Snow Warden Clerk to ask Richard Hewlett Flood Warden Clerk to ask Richard Hewlett Tree Warden Councillor Evers Transport Representative Defer Parish Hall Representative Councillor Donlon Parish Forum Representative Councillor Sweet would attend the North group A48 Meeting Defer GAPTC Representative Councillor Evers 4 MINUTES OF MEETING The minutes of the meeting held on the Monday, 16 April 2007, having been circulated with the agenda were agreed and signed. 5 DECLARATION OF INTEREST: None 6 PLANNING MATTERS The following applications were discussed at the meeting: 1

2 DF4283/K P0699/07/COU Mr & Mrs Hambrey, Bell House, Bell Lane, WOS: Erection of a private car garage conversion of outbuilding to residential annexe accommodation for dependents and ancillary works/with reversion to private letting. Decision by It was decided to have a site meeting the next day to discuss this application and the comment was agreed as follows: The Parish has no objections to this application subject to the usual conservation restraints. Councillor Donlon entered. DF1093/F P0712/07/FUL Mrs Pavey, Mayfield, Wintles Hill, WOS: Continued use of garage for workshop use in association with bridal wear business (Renewal of Consent) Decision by The Parish Council fully supports this application and feels that the applicant should be able to have permission for the life of the business. Councillor Donlon declared an interested in this application and left the room DF13696 P0574/07/FUL Mr R Cook, Hunthill House, Hunthill Road, WOS: Alterations and extensions to dwelling including the provision of a dependant relatives annexe. Decision by The Parish Council has no objections to this application PO599/07/AG Mr B Stephens, Brook Farm, Brook Lane, Adsett: Erection of a fodder store. Decision by The Parish Council has no objections to this application. b) Decisions: DF11879/P P0324/07/FUL Mr & Mrs D Bennett, Grange Court, Grange Court Road, Adsett, WOS: Erection of a retaining wall to main drive Granted DF10940/C/AP P0190/07/APP Messrs Greenwood Partners, Boseley Mill Farm, Blaisdon Road, WOS: Approval of Reserved Matters for the erection of an agricultural workers dwelling. (Revised plans) Granted DF3924/A P0362/07/FUL Mrs J Johnson, Beacon View, Northwood Green: Alterations and extensions to form new porch, additional living space and exercise pool Granted DF9749/C P0384/07/COU Mr A Lanciano, Severn Mill, Strand Lane, WOS: Change of use from annexe to holiday cottage Granted DF10940/G P0398/07/FUL Messrs Greenwood Partner, Boseley Mill Farm, Blaisdon Road, WOS: Erection of a fodder and machinery storage building Granted DF13369/B P0257/07/FUL Mr & Mrs M Curtis, Stansfield Cottage, Rock and Fountain Lane, Rodley, WOS Erection of boundary fencing. Alterations to vehicular access Granted DF6293/P P1595/05/OUT Mr & Mrs Strerry: Land adjoining Church View, WOS: Outline application for the erection of 9 dwellings with ancillary works (Resubmission) Outline permission granted Appeals: None Inspections: None c) Cart Shed It was agreed to accept the statement from David Priddis regarding the bat survey. Any Other Planning Matters: 2

3 Stansfield Cottage, Rock and Fountain Lane, Rodley The Chairman reported that the ditch outside the property had been filled in, dug out and now recently filled in again. Look at next site meeting. Fence Complaints had been received regarding the fence surrounding Mr Williams property at The Paddocks, Goose Lane, WOS. Look at next site meeting. 7 FINANCIAL MATTERS: a) Internal Audit The Chairman agreed to carry out the internal audit. b) Accounts for payment and receipts Mrs F J Wallbank: Salary 1-31 May Less Tax Less NIC Cheque No: Westbury Council to Inland Revenue Tax FJW NIC FJW NIC deducted for Parish Council: Cheque No: Allianz Cornhill Renewal of insurance Premium due 1 June Cheque No: Westbury Wood: Grass cutting third &fourth cut Burial Ground 45/cut x 3 & Painting inside of bus shelter at Stantway Lane as per verbal quote Cheque No: A48 Meeting - Subscription 8.00 Cheque No: Mrs F Wallbank: Half years room rental 1 September- 31 March Quarters telephone rental Expenses for travelling, photocopying, Petty cash restoration, telephone calls Cheque No: Monmouthshire County Council: Play Area inspection/risk assessment VAT Cheque No: Accounts for Payment Receipts FODDC Precept for the first half year HM Customs & Excise VAT refund for Period F J Cambridge memorial for the late Frank Dean Total Receipts The Clerk reported that she had ask two other insurance companies to quote for the PCs insurance. One firm was via GAPTC and was Community First and quoted with 3

4 an additional premium for the annual bonfire event. The other firm was Zurich Muncipal but despite given them enough notice they failed to quote in time for the meeting. It was agreed to continue with Allianz Cornhill. c) Rental of Severn Bore Carpark The Clerk reported that despite several reminders she had still not received a signed contract together with any payment from Enterprise Inns. The Clerk reported that she had received an from Catherine Sutton on the 8 May requesting a longer lease. It was agreed that the lease would remain as a renewable yearly lease. It was agreed that the Clerk would Catherine and state that they had 14 days from receipt of the to return the lease signed together with the first payment. (currently she had a draft lease waiting for her to approve it) otherwise they would go out to tender. It was also agreed that the Clerk would draft a tender and get a quote to advertise the tender in the paper. d) Audit of Accounts for the year ended 31 March 2007 The Clerk confirmed that Mr Gardner had carried out the Internal Audit and he reported as follows: 1) The minutes of the PC meeting 20th November 2006 requested the Clerk to investigate the possibility of better interest rates on the capital account. Has this exercise been undertaken? Clerk reported that she had an appointment at the bank on Thursday 24 May 2) The PC response to the first half-year audit confirmed in the minutes of the meeting of 15th January 2007 that verbal instructions to contractors would be confirmed by a numbered order etc. This does not appear to have been applied to Westbury Woods quotation for jet washing the churchyard path. The Clerk reported that she had a copy of a letter dated the 26 February instructing Westbury Wood a copy of which should have been attached to the invoice. 3) It is noted that the cost of work to the Northwood Green fencing was approximately 1540 (including the wire supplied by R.Hewlett.) This still left a balance of 960 for identified projects (play area up grade, youth club and footpath map.) This saving has gone into balances. I note that for the current financial year 2500 has been earmarked for the same three projects. To ensure that this finance is actually spent in the year allocated it is recommended that an estimated cost is allocated to each of the projects and that a separate record is kept of each project in time for the half-year audit. It was agreed that the finance sheet and precept would show more detail in future. 4) Whilst not part of this audit it is noted that the PC approved a stand still precept for 2007/2008. The actual Council Tax Bills sent to homeowners shows a decrease of 0.7%. Has the FODDC explained this to the PC? The Clerk reported that there was an increase in the numbers on the electoral role currently 1478 as opposed to Overall the finances of the Westbury on Severn Parish Council are well presented and controlled. e) Grazing Licence between Mr Matthews and WoSPC The Chairman signed both copies of the agreement. Clerk to arrange for Mr Matthews to sign them. 8 GAPTC MATTERS: The May Newsletter together with training programme had arrived that morning and the Clerk said that she would circulated the paperwork. 9 MATTERS ARISING: a) Play Area The Clerk reported that she had received the report from Tim O Donovan following the inspection. He had quoted for the necessary work which was to rub down the slide, treat for rust and paint 320; replace chains on cradle swing unit 90 and Flat swing unit 156. Councillors felt confident that the problems highlighted with the slide and swings were not an immediate risks to users. Clerk to obtain a quote from Wickstead to replace the chains. Councillor Donlon reported that: 4

5 Parish Hall Management Committee had asked if the Parish Council would donate the gravel when it was removed from the Play Area. Councillors were quite happy for this. A form had been completed and posted for the lottery fund application and another form would be sent off the following week. All the firms to date seem to quote for the work to the play area on a different basis. Monmouthshire County Council was submitting a quote this week. Regarding time scale of works there is a lead in time and then about 4 weeks to do the work. Spoken with Lena Maller, FODDC to see whether it was possible to obtain an extension on when the funds from the Acorn Fund could be spent, as it was more likely to be the autumn. Once the Play Area had been refurbished the PC would need to do some PR and Publicity. Suggestions welcomed website, invite user groups to a launch and get press involved. The Chairman said that he had spoken with Richard Hewlett who would like to still help with this project. All Councillors were very happy for Richard to continue helping. b) The Strand Seat The Clerk reported that she had forwarded a copy of Councillor Evers to other Councillors. A discussion took place regarding this matter. It would seem that the PC could not promote the use of the footpath, village green etc by the way of a sign. Councillor Donlon suggested that the whole area could be promoted on the footpath map when that was put into progress. It was agreed that the PC were still committed to the seat then an alternative location should be found for the seat, perhaps Blue Boys. Clerk to speak to Richard Hewlett. It was decided to leave this matter off next month s agenda. c) Bus Shelter Stantway Lane The Clerk reported that she had attended the Police and Community Consultative meeting held at Newent Library. It was a pity that no residents from Stantway had been there also. The Chairman reported that he had met up at Stantway Lane with a few residents and a reporter from The Citizen. The Bus Shelter had now been painted black but apparently people were already using chalk for graffiti. It was agreed to leave the bus shelter as it is for another month. Bus Shelters Councillor Donlon said that she thought the PC had purchased two litterbins, which had been installed in the bus shelters at the top and bottom of the hill (Cheptsow direction). There was no litterbin in the shelter at the top of the hill or any sign of one. Clerk to speak to Mark. Bus Shelter at bottom of Wintles Hill tree down. Clerk to report. d) Highway Matters: Walmore Hill School Parking Clerk to chase the meeting that had been promised for June. Coffee Cart parked outside Drs Surgery The Chairman reported that he had received a number of complaints about this cart causing an obstruction and taking up valuable parking spaces at school time and for people visiting the Drs and dentist. The Chairman had been in touch with the PCSO Rob Gee, the Street Wardens, Police and Highways. Highways believed that because it was not attached to a vehicle it was illegally parked however the police said it was not illegally parked or causing an obstruction. Councillor Sweet said that his wife had been in touch with the FODDC Environmental Health about this matter and was informed that the licensee would be having his licence revoked. Culvert Replacement works near Frowens Farm: GCC are proposing to undertake works to replace the deteriorated culvert on the road by Frowens Farm. Proposed works to start on the 2 July and should last for aprox 3 weeks. Slow Down Illuminated Sign (bottom of Wintles Hill) still not repaired. Entrance to Parish Hall No work has been carried out. 5

6 Blaisdon Road This matter was raised at the Annual Parish Meeting. There is a problem with HGVs getting to the low bridge, as there are no warning signs when approaching from the junction off the Blaisdon Road heading towards Northwood Green. It would help if there was a sign on the A48 by Blaisdon Road warning of a low bridge. e) Rainbow Events 2007 The Clerk reported that she had not received a reply to her letter dated the 1 May 2007 to Sid Rawle and had received an from Heather Lucas at the FODDC stating that she had also not received a reply and had requested the landowner s details which the Clerk had supplied. It was agreed that the Clerk should send a reminder letter enclosing a copy of the original letter and this should be send by recorded delivery. f) Appointment of New Councillors The Clerk reported that she had placed notices regarding the two vacancies for Councillors and the deadline for replies had expired at 12 noon that day. She had received one application from Mr Simon Phelps. Councillor Ensor proposed that they co-opt Mr Phelps and Councillor Evers seconded the proposal. All Councillors voted in favour. The Chairman welcomed Mr Phelps to Westbury-on-Severn Parish Council and the Clerk said that she would send him a declaration of acceptance form and a register of members interest form. Regarding the other vacancy it was agreed to approach Peter Radley as he had said he would be willing to be co-opted back onto the Council. 10 CORRESPONDENCE: a) The Standards Board for England Revised Code It was agreed to defer this matter until next month when hopefully all members would be present. b) Sustainable Community Plan for FOD Circulated via for information. Councillor Evers said that all PCs should have been consulted on the draft but have not and it states that the over 7,000 people have been consulted. The Clerk confirmed that she had no record of any consultation on this document until now. It was agreed that the Clerk should point this out to the FODDC. Regarding the consultation event on Monday, 25 June 2007 Councillor Sweet agreed to attend. c) FOD Postage for Members of the Armed Forces It was agreed that the Parish Council would write to the Secretary of State for Defence in support of the Forest of Dean District Council s motion asking the Government to re-instate the free posting of parcels to British Forces. d) FODDC Street Warden Event Monday 18 June pm at the Forest Hills Golf Club. The aim of the event is to show how street wardens achieve their objectives of reducing the fear of crime, deterring anti-social behaviour and improving the physical appearance of the local environment. The Chairman and Councillor Hyett may attend. 11 MATTERS RAISED FOR NOTIFICATION ONLY Dogs Councillor Evers reported a problem with dogs in the Walmore Common area having bitten people. It was suggested he contacts the Street Warden. The meeting closed at 9.35pm. 6