Minutes of a meeting of Newent Town Council held on Monday 11 November 2013 at the Market House Newent at 7.30 pm.

Transcription

1 88 NEWENT TOWN COUNCIL Minutes of a meeting of Newent Town Council held on Monday 11 November 2013 at the Market House Newent at 7.30 pm. Present: Cllr R Beard (Mayor), Cllr J Celino (Deputy Mayor), Cllr E Wood, Cllr B Wellington, Cllr R Pilkington, Cllr L Lawton, Cllr Mrs K Draper, Cllr Mrs J Davies, Cllr Mrs M Duncan, Cllr S Barker, Cllr D Blick, Cllr T Parsons Apologies: Cllr J Clissold, District Cllr Mrs J Gooch Approval of Minutes of Council meeting 14 October 2013 Approval of the minutes of the Council meeting of 14 October 2013 was proposed by the Mayor and agreed by 10 votes in favour, 2 abstentions after the following amendment:- Delete as being present: Cllr Lawton, Cllr Mrs Duncan 13.1 Matters Arising P.80 Quotations for Tier 1 Risk Assessment Cemetery Extension planning application The Clerk advised that the Company appointed to undertake the Tier 1 Risk Assessment had completed the work and it was their recommendation to the Environment Agency that this was sufficient and that a Tier 2 Risk Assessment was not required. However, the ultimate decision rested with the Environment Agency and this was awaited Approval of Minutes of Council meeting- 28 October 2013 Approval of the Minutes of the Council meeting of 28 October 2013 was proposed by the Mayor and agreed by 8 votes in favour, 4 abstentions Matters Arising P Newent Local History Society request for funding for upgrading Market House exhibition Cllr Beard referred to Mr Street s request for a promised 10% contribution of funding from the Council for upgrading the Market House exhibition, they having already been paid or promised Cost Cutter 1500, Glos Market Town Forum 1500 and Newent Initiative Trust Joe Meek Cllr Beard advised that the Newent Initiative Trust Joe Meek contribution of 1000 had not as yet been secured and the outcome of whether this funding would be made, would not be known until the next meeting of the Trust when the success of the latest Joe Meek event would be revealed. It was unanimously agreed to hold back the payment for the time being until the matter had been clarified. The Clerk referred to the Loop system for the hard of hearing which was requested to be considered for installing in the building at the same time and suggested this was not in the remit of the History Society. It was however, clarified that the Council would install and pay for this at the same time as the work was progressing.

2 89 P FoDDC funding or towns Revive and Thrive challenge Members were advised that the Revive and Thrive challenge centred around improving and sustaining businesses within town centres and was not about project funding. Cllr Beard advised that a meeting was taking place with himself and the new Chair of the Newent Business Club together with the Paul Burrows, Commercial Manager at the FoDDC later that week and this would be raised with her Finance & Sundry Payments Cllrs Beard, Wood and Mrs Draper declared interests in the Finance & Sundry Payments and left the room whilst the matter was under discussion. Cllr Wellington took the Chair. Members agreed to donate to the British Legion for the Poppy Wreath and agreed to consider increasing it to next year. The Clerk advised that the repair work to the barrier at the Recreation Ground related to impact with a vehicle and was for an emergency temporary repair. Further work was needed to the barrier and currently a claim was being made against the driver of the vehicle. Bearing in mind the comments within item 13.3 Finance & Sundry Payments were agreed and considered lawful to a figure of 18, Correspondence Clare Page Voice of Newent. Request consideration be given to supporting the planting of poppies in public areas to acknowledge the 100 th Anniversary of the start of World War 1 Ask if the Council would consider the planting of poppies to show gratitude to the fallen in the Great War and others since 28 July 2014 is the 100 th anniversary of the start of WW1? Advise they would like to see community groups and residents planting up in approved places as they feel it would be another great community initiative and would help bring further colour to the town areas. It is acknowledged that Newent in Bloom do a fantastic job in the town and the British Legion needs consideration too, but if the Council can perhaps push the idea they can get the momentum in town to get planting.. Members were in warm support of this initiative. Cllr Celino as Chair of the local British Legion advised however this was not a new idea and that the British Legion have plans of taking this forward throughout the country. Whilst he too, was very much in support, he expressed caution and control with regard to where such planting should take place. Cllr Blick proposed that Cllr Celino be appointed on behalf of the Council to take this forward which was seconded by Cllr Lawton and unanimously agreed Forest of Dean District Council pigeon nuisance Members were advised that following the Clerk having written further to the FoDDC regarding this matter, Mr Keith Leslie, Food, Safety and Pest Control Team Manager had replied advising that whilst there was legislation with specific regulations to control rats and mice there were no similar regulations that require premises owners to keep their premises free from pigeons. The Local Authority can cull pigeons under a general licence from Natural England in rare cases where other treatment/proofing methods have failed. This was the case in Newent. It remains the responsibility of the building owners and/or business owners to take steps to control/deter the pigeons. If the situation became substantial to the extent that the presence of pigeons created a Statutory Nuisance the local authority would need to

3 90 decide if service of a notice was appropriate and who should receive the notice. It may be the landlord/owner of the building, alternatively it may be the owner of the business affected. If food businesses are affected it would without doubt be the responsibility of the food business operator to take the necessary steps to ensure their food was kept safe. It appears that the people complaining about being affected by the problem may also be responsible, wholly or partly, for resolving the problem. From their experience it would be preferable for the building owners and businesses to work together to resolved the problem. Cllr Wood proposed that a copy of Mr Leslie s be sent to the property owners concerned. This was seconded by Cllr Blick and agreed by 11 votes in favour, 1 against Newent in Bloom request to site shed for Newent in Bloom on Allotment site Newent in Bloom requested Council s permission to site a shed of no more than 6 x 8 on the right hand side of the allotment entrance for use to store equipment. Members considered the request and concluded that if the Foreman could see no opposition based on location and sufficient room then permission should be granted. This was unanimously agreed Business Planning applications see attached Budget 2013/14 Cllr Beard reported that the wish list budget items had been received and would be incorporated into the draft budget. He invited Councillors to join him to look at the draft budget with a view to bringing the figures back to the next meeting, for finalising the Precept at the December meeting. Cllrs Wellington, Celino and Mrs Davies agreed to look at the draft budget as requested Cllr Beard requested that the Advisory Group meetings regarding the Lake and the Office accommodation be reversed to that shown on the Agenda and that the report regarding the Lake be taken first Report from Advisory Group Newent Lake (oxygenation and related matters) Cllr Beard reported that the Advisory Group had met and had discussed the Lake issues relating to reed beds, fish stock assessment and emergency revetments. Reed Beds By way of a plan of the Lake, Cllr Beard illustrated the areas at the Lake where the encroachment of reeds were sited. He stated that at the far end of the Lake the reeds had grown between 5 and 10 metres away from the bank. Cllr Beard proposed that a machine be brought in to drag out the reeds operated by the Council s staff, and that the reeds be disposed of on site where appropriate. The machine hire and labour had been costed at 500. It had been considered by the Group that the removal of the reeds would go some way to controlling the debris in the Lake and also to give a better visual aspect. Cllr Blick formally proposed that the work be undertaken which was seconded by Cllr Mrs Draper and was agreed by 10 votes in favour, 1 objection, 1 abstention

4 91 Revetments The Group had agreed that the best and most sensible cost effective solution was to utilise Gabions and place in the water using methodology previously used. It was suggested that two areas be targeted in the first instance as illustrated on a plan, which would utilise 10 metres of gabions at a cost including labour of Cllr Blick stated that previous gabion work undertaken at the Lake some five years ago still looked good and proposed that the work as described be undertaken which was seconded by Cllr Mrs Draper and agreed by 9 votes in favour, 3 against, 1 abstention. Fish Stock Assessment Cllr Beard advised that the Group had discussed offers made by fishery companies to assess level of fish stock and to obtain health check following the Environment Agency s recommendation to reduce the fish stock to improve the oxygenation levels of the Lake. Cllr Beard advised that they had favoured the cheapest quotation at 970 from A & E Fishery in Moreton in Marsh to undertake this work - the assessment would cover the whole area of the lake and cover all types of fish stock. A report on the findings would be reported to the Council. Cllr Blick proposed this course of action be approved which was seconded by Cllr Celino and agreed by 10 votes in favour 2 abstentions Report from Advisory Group Office/Store accommodation Cllr Beard reported that the Advisory Group meeting had consisted of Cllrs Celino, Clissold, Pilkington, Parsons and himself who were looking at Office and Store accommodation to possibly replace the Lodge and Chapel store. They had looked at six sites in all. The criteria considered was the site owned by Newent Town Council, could the site be for a combined use for Office and Store, were they any planning issues? Was the site on a green or brown field area? The locations considered were:- the existing site, the business park, land owned by the Council adjacent to Court Lane, the Library car park, the Paddock area and the old slaughterhouse site to the rear of A Creese Butcher. Cllr Beard advised that some of the sites considered were possibly more suitable than others, the existing one ie the Chapel he believed would be a compromise. He referred to the plans drawn up for its conversion by Martin Davidson on behalf of Glos Market Towns Forum and stated that the spiral staircase proposed was not conducive to health and safety regulations in an Office environment and that there was no room there to store the Council s equipment within the buildings. Cllr Pilkington advised of the sites that were examined, the best overall site appeared to be the Library car park. He advised it is a brown field site, adjacent to the Library which he believed if developed by the Council, could offer some security of tenure to the Library, or if the Library at some point in the future closed, there may be the opportunity to link into this building as well. It also has the advantage of being adjacent to the town s Youth provision. Cllr Pilkington went on to state that the only other favoured choice would be the Court Lane site, however this is a green field site and would be a shame to take up recreation space when a brown field site was available in the town. Cllr Pilkington advised that having assessed the various options open to the Council, the Advisory Group had concluded that the best way forward would be to:-

5 92 Immediately market the existing office - Cemetery Lodge Complete the change of use of the Cemetery chapel buildings and sell them and the Lodge, either as stand alone buildings or alternatively as a package Engage a local Architect to draw up plans for a new facility fairly close to the town. It would be expected that this would be a generic outline so that it could be planted on any of the chosen sites and an assessment could be made of what could be sited where. It would be expected that the cost of drawing up of such plans would cost in the region of Plan to seek a Public Works Loan of up to 200,000 which will be eventually repaid by the sale of the existing buildings Cllr Celino added that the Group had also considered the cost of maintaining the Cemetery Lodge where it was already known that there was a problem with the roof. Cllr Parsons stated that it was important that the Office and the Store were located together within one building. Cllr Mrs Duncan asked how these plans fitted into the building of a new Community Centre when it was previously suggested that new Town Council offices would be integrated within this project. Cllr Beard advised that property prices diminished the site at Ross Road was valued at 1.2m, now is valued at 400K, of which 50% was going to come to a new site. The value of the Chill Out Zone has also gone down. It was therefore unlikely that new Town Council Offices would go ahead as part of this plan. Cllr Lawton said that he suspected that the move from utilising the Chapel buildings for Council Offices as had already been agreed, to a location in the town was the main reason for acquiring the car park to the rear of the Library. As such, he said he did not support the proposal and as a District Councillor he stated he knew there would be an issue about this car park being removed from use and that the Town Council would be accused of removing the only free car park in the town. He went on to question the need for the Offices to be in the town given that the town was growing in all directions and used an example of a current development of thirty dwellings being planned for beyond the existing Offices in Watery Lane, and said that in the not too distant future, the Offices would by the nature of further development be considered to be central to the town. He questioned why when the Council had spent public money on pursuing the conversion of the Cemetery Chapel to Offices it was now going in a completely different direction? Cllr Blick countered Cllr Lawton s comment with regard to the only free car park in the town being located behind the Library and stated the Memorial Hall car park was free, as was the Church car park. Cllr Wood strongly opposed the proposal and criticised the Council for making a decision to renovate the Chapel building, funded from the sale of the Lodge and for spending public money on the strength of this decision and then changing its mind. He stated that the Council could not make a decision and stick to it if its life depended upon it! He added the Council s responsibilities for the administration of the Cemetery made the Chapel buildings an ideal location. Other Members argued that the chapel building was not fit for purpose and could not sufficiently accommodate the Council s offices and store. It was also going to cost more than first envisaged.

6 93 Cllr Lawton asked those who believed this to be the case to show him the numbers to substantiate this. He further criticised the Advisory Group for not putting their findings and recommendations in writing in advance of the meeting in order that proper consideration could be given to it. The Clerk asked Member what was the reason for the need for new/alternative offices to be in the town centre given that she had never received any comments/complaints from the public regarding the offices current location? The majority of visitors to the Offices were cemetery /allotment related, given that planning applications which were the bulk of enquiries were now inspected on-line. Cllr Blick stated that the main reason was the effects of the new Government power the Localism Act. Cllr Beard stated that he would like the Advisory Group to obtain some generic plans such that they could be utilised to establish the suitability or otherwise to any potential site that may be identified for new offices. Cllr Lawton asked given the current location of the Offices and associated cemetery administration, that the Advisory Group build into its plans the management of this should the new offices preferred siting be in the town centre. Cllr Parsons asked Cllr Lawton as a District Councillor how many other Councils had its offices within cemetery grounds and how did they manage? The Clerk advised Cllr Parsons the Cemeteries that fell under the jurisdiction of the Forest of Dean District Council had their own Sextons to manage them. Cllr Mrs Duncan asked if the building of a new Office would be funded entirely from the sale of the existing Office and Chapel? Cllr Beard advised that whilst it was hoped that this would be the case it was too early to say at this stage. Cllr Pilkington put forward a proposal that generic plans be drawn up to site an Office and Store on any of the potential areas identified at an anticipated cost of The Clerk asked for clarification as to the budget from where the funding would come from? Cllr Beard advised that it was an unknown cost and the funding source had not been identified. Cllr Pilkington was asked to put the proposition again. Cllr Pilkington put the proposition that generic plans be drawn up to site an Office and Store on any of the potential areas identified at an anticipated cost of 6000, the funding for which was yet to be identified. Cllr Wellington seconded the proposition. The Clerk advised that the proposition was inappropriate in that a vote was about to be taken to spend money when the source of funding could not be identified. Cllr Beard stated the funds may come from Reserves. A vote was called for resulting in 8 in favour, 2 against, 2 abstentions and was therefore carried Allocation Development Plan Cllr Celino

7 94 Cllr Celino referred to a Workshop he had attended at FODDC in Coleford in October regarding the Allocation Development Plan. He advised that whilst the completed submission of the Town Council in this regard had been accepted, it had been suggested that it would be helpful if the Council could produce evidence to support its views. In this regard a toolkit was to be issued, and Councils were to be asked to use them to add further information/evidence where appropriate. Cllr Celino proposed that an Advisory Group be formed to look at this matter further it was agreed that Cllr Beard, Cllr Wood, Cllr Mrs Duncan would do so. It was further agreed that Ms Ginny James from Newent Civic Society be asked to join them. Cllr Beard proposed the temporary suspension of standing orders relating to the business of the meeting being of no more than a 2 hour duration, in order for the remaining business on the agenda to be completed. This was unanimously agreed Newent Initiative Trust support from Gloucestershire County Council Cllr Blick Cllr Blick referred to the previous minutes relating to support given to Newent Initiative Trust by the Town Council to assist with the running of the Community Centre and the Chill- Out Zone. He expressed his disappointment that such support was not forthcoming from Gloucestershire County Council who were responsible for Youth provision. He further expressed this Body s lack of funding and assistance in contrast to the considerable support given by a large number of volunteers in the town who were doing all that they could to sustain the facility. The Clerk read an from the Chair of Newent Initiative Trust who confirmed that they had requested funding from Gloucestershire County Council on two occasions recently, especially since they found themselves seriously struggling for funds to run the Community Centre earlier in the year (following utility bills greatly in excess of budget figures given to them). It had been stressed to them that the Centre might have to close as they were completely out of funds, but they had still said they had no funds to assist. Addresses of a few sources of grant application/funding had been supplied, for which the Trust had applied but with no success. Cllr Blick proposed that a strongly worded letter be drafted and signed by the Mayor and Deputy Mayor (copy to MP Mark Harper)and sent to Gloucestershire County Council advising that the Town Council expects the County Council as principal authority to offer financial moral and civic support to the running of the Community Centre and Chill Out Zone in order to sustain the youth element in the community Representative Reports Representative Reports were received from The Clerk: Attendance at FODDC regarding the Localism Act s Right to Bid Cllr Lawton Judicial Review regarding Travellers at Southend Lane taken place today at Bristol Judge s decision will not be delivered for a while Any Other Business

8 95 There were no items of any other business. This concluded the business of the meeting and it was declared closed at 9.45 Planning applications received from Forest of Dean District Council for consideration by Newent Town Council at its meeting on Monday 11 November DF4172 P0163/13/LD1 Glebe Contractors Woodland View Farm, Cliffords Mesne Road, Boulsdon Application under Section 191 for a Lawful Development Certificate for an existing use as an agricultural and landscape contractors business and ancillary storage of materials Comment No Objection