Minutes

October 2016

MATHERN COMMUNITY COUNCIL  

 

Minutes of the Council meeting held on Monday 10th October 2016

at 7.00 pm

at Mathern Village Hall.

Present:

            Councillors:             C Ovenden (Chairman)           J Harris                        M McHugh

C Oakes                                   D Merrett        D Harris

F Sainsbury                              N Bailey           C Morton

 

Also in attendance:

Clerk – Mrs J Kelley

County Councillor Down

2 Members of the public

 

 

 

The Chairperson welcomed all to the meeting and thanked them for their attendance.

 

 

49/16  PROCEDURAL ITEMS

(i) Public Comment

 

 

 

Members of the public came to make representations regarding the speed of traffic on the A48 at Pwllmeyric Hill.  They have contacted MCC Highways and no response has been received.  They felt that, as the A48 at Caerwent had been reduced to 30 mph, why couldn’t this stretch of the A48 have the speed limit reduced similarly?  It was felt by the public that MCC only undertook the works at Caerwent as the developer of the new housing project there had met their cost.

County Councillor Down advised that he was awaiting revised drawings from MCC which will give an illusion of the lanes being narrowed by using hatchings and road markings.  Once the drawings have been received, County Councillor Down will contact all home owners on the Hill so that they are consulted about any changes made to reduce the speed there.

The police now state that, if this change of road markings is carried out, they will support a reduction in speed limit from 40mph to 30 mph.

 

 

(iii)  Apologies for absence

 

None

 

(iv)  Declarations of Personal or Pecuniary Interest

 

Councillor M McHugh – Planning application DC/2016/009536

 

(v)  Minutes of previous meetings

Minutes of the ordinary meeting held on 5th September  2016 were read and agreed as true records.

There were no matters arising.

 

 

50/16   COUNTY COUNCILLOR’S REPORT

 

County Councillor reported that MCC have advised that , within the three villages,  only 6 street lights are faulty and have now been fixed.  All Councillors to contact Clerk with any faulty light numbers so that County Councillor Down can complete a full Audit.

 

Congratulations to villages on the great results for Wales in Bloom and Gavo Best Kept Village.

 

An officer from the police has now been named to help get the community speed watch project off the ground. Although volunteers cannot prosecute, details will be passed to the police. They will contact all speeding drivers with a letter of warning.

 

Awaiting details from County Cllr Down re MCC financial loss.

 

51/16 PROGRESS REPORT ON ACTIONS FROM LAST MEETING

 

  • Community Speed Watch progress meeting

 

As per County Councillor Report

 

 

  1. ii) Purchase Plaque – Mathern Crescent

Clerk to order this with wording as agreed.

 

  1. Mathern Athletic Club Signage

M C C have promised that this will be completed very shortly. County Councillor Down to chase on our behalf.

 

 

  • Community Benefit from Rhewl  Farm – Solar Farm Development

 

 

All agreed that the Deed should be signed by the Clerk and the cash benefit claimed.   Villagers attending the October Coffee Morning to be asked how they would like the money to be spent.

Clerk updated the meeting, informing them that Shirenewton CC had approached the site’s owners, asking them to increase the cash benefit and terms of the scheme. Mathern C C had decided to await the developers’ response to Shirenewton’s decision.

Shirenewton have now confirmed that the offer has been increased to the lifetime of the scheme, namely 25 years. £2000 p.a. will now be paid to the Community Councils, to be split between them.

 

  1. v) Donation from Half Marathon organizers and placement of plaque.

 

A cheque for £250 from the organizers has been received and banked. Councillors to ask public members at the upcoming Coffee Morning how they would like this to be spent.

Recommendations from Councillors: St David’s Foundation or split between Athletic Club and Village Hall funds.

Plaque to be displayed in the Millers Arms if landlord agreeable,

 

  • Tree Surgeons work to trees,  Mathern Crescent.

 

 

Work completed. Invoice paid by Councillor Merrett who has been reimbursed the £450.00.

 

 

  • Possible defibrillator purchase for Mathern  by Chepstow Lions  

 

          

Following the last meeting, the Clerk applied for a defibrillator from the British Heart Foundation but learnt that their funding had been withdrawn for this year. More should be available for next financial year and the matter to be re-investigated again then.

Public to be updated at the Coffee Morning.

 

 

  • Progress re speed limit on A48

 

 

See Public comments and County Councillor’s Report.

 

 

  • Merlin Waste – Dog  bin waste.

 

 

Invoices now being received regularly. Remove from Agenda.

 

 

  • Ownership of footpath gate near Village Hall.

 

On checking, this is not a public footpath. Therefore MCC has no ownership of the gateway.

 

52/16 HIGHWAYS

 

Pot holes – Chapel Lane, Orchid Meadow

Pot holes –  Barn Lane

Overgrown ivy hedges – stretch of Barn Lane

 

County Councillor Down to contact MCC re their recent hedge trimming work from Buftons to Baileys Hay. In Councillors’ opinions, this work was of a very low standard and needs to be carried out again.

 

 

53/16 COUNCILLOR’S REPORTS/CLERKS REPORT

  1. One Voice Wales –   No Report
  2. Gwent Association of Voluntary Services (GAVO) Best Kept Village   – At the Presentation Night, Mathern was awarded Best Kept Village, War Memorial and Public House in the category for 400 -1000 residents. A brilliant achievement and all thanked for their input into this.The Best Kept Garden (as seen from the road) shield was discussed. It was decided that it should be awarded to the winners for another three years then only the Vaughan Hughes Cup. In future, a replica cup will be purchased for winners to keep.
  3. A letter of thanks was read out to Councillors from this years’ winners, Mr and Mrs M Edwards.
  4. Governors meeting – Dell School  – At a recent meeting, a Teaching  Assistant  has been elected to be a Childrens Councillor. The Sunshine room is being used well.
  5. Risk Assessments – Mathern  – Bench in Mathern Park to be included then all completed.
  6. Brief resume of South-East Monmouthshire Cluster Meeting,  4/09/2016:

The main focus was Wellbeing of Future Generations Act. Notes from the      meeting can be found on the website.

Next Meeting to be arranged.

 

  1. Councillors’ Interest forms recirculated –  Councillors were asked to please complete and hand to the Clerk at the next meeting.Clerk received 3 forms.

 

 

54/16  PLANNING APPLICATIONS

  1. a) New submissions

 

Councillor McHugh left the room when planning applications were discussed.

 

DC/2016/009536 – Outline planning for housing development – 17 Houses

Hill Farm, Pwllmeyric. ‘It is acknowledged that this site is identified in the Draft Development Plan as a site for development but it does indicate 15 dwellings as against the 17 units proposed. The view of this Council is that the number of dwellings if approved should be no more than the 15 specified. The principle concern of this council would be traffic generation and access / egress on and off the site from what is a very busy and fast moving section of a trunk road. This Council is continually requesting speed reduction measures to be applied to this dangerous section of road which have not to date been implemented. This development would only add to the current problem. Recommendation refuse.’
DC/2016/01003 – Planning permission – Alterations and extension, Innisfree

Chapel Lane, Pwllmeyric.  – NO OBJECTIONS

DC/2016/01064 – Planning permission, Wyelands Estate – Amended conversion of the stable block to form ancillary accommodation to the main building.  NO OBJECTIONS

DC/2016/01065 – Listed Building Consent amended, Wyelands Estate – Conversion of the stable block to form ancillary accommodation to the main building. NO OBJECTIONS

DC/2016/01067 – Listed Building Consent, Wyelands Estate – Restoring and conversion of potting shed/bothy to annex accommodation at Wyelands Estate. NO OBJECTIONS

DC/2016/01066 – Planning permission, Wyelands estate – Restoration and conversion of potting shed/bothy to annex accommodation. NO OBJECTIONS.

 

 

  1. b) Decisions and appeals –

 

 

c)Enforcement  –

 

Update on Border Waste Management.

 

Letter (see web-site) was sent to MCC’s Chief Executive asking for a review of the handling of this case and information on where the enforcement currently put in place by MCC Planning Dept. now stands.

Response received. Councillor Harris to respond as details in the letter are not correct and it is evident that work to put the site back to original condition is still not taking place.

 

 

55/16  FINANCIAL MATTERS

 

Council resolved to make all payments as listed plus

 

101648            PAYE                            119.00

101649            Excel Book                   13.50

101650            C Morton                     14.89

101651            Trees Crescent                        450.00

101652            RBL Poppy Appeal       30.00

101653           Merlin Waste              40.48

101654            Telephone/internet     48.99

101655            Spoilt Cheque

101656            Annual Cutting Mounton 100.00

101657            M J Trading                 27.72

101658            Mathern Village Hall       125.00

101659            Mathern Athletic Club     125.00

101660            Brunel Engraving             144.60

The Council approved and adopted the 2015/2016 Annual Return received from external auditors.  Action plan (below)  approved as per external auditor’s findings.

 

Minute reference and date not entered in Section 2. Noted

Internal controls  – Action Now all invoices double signed and counter foils of cheques.

Quarterly reconciliations signed by another Councillor.

Minuting approval of annual return. – Noted

 

It was noted that external Auditor is still to issue an invoice for payment.

 

Clerk has asked that next year’s preferred date for audit is 03.07.2017.

 

Councillors had all been circulated with a budget to spending sheet and agreed that a further review would take place in three months.

 

Councillors agreed a grant of £30.00 for the RBL Poppy Appeal. This includes the cost of the wreath £17.00.

 

Clerks Pension Staging Date 01.10.2016 . After investigation, it was found that Auto-Enrolment Support Ltd. is not regulated by the financial authorities,so  the Nest scheme is now being investigated.   Clerk was requested to contact her current pension provider to see if Mathern CC could make AVC payments into that scheme.

Councillors agreed to seek advise from an independent financial advisor to ensure that we do not go over the staging date and 3 months allowance which they permit.

 

 

The monthly bank reconciliation was checked and signed by Councillor

Martin McHugh

 

 

56/16 CORREPONDENCE AND FORTHCOMING MEETINGS

 

Coffee Morning Saturday 15th October 2016 at 10.30 Mathern Village Hall

Topics for discussion – Congratulations of winning Gavo Best Kept Village

and Wales in Bloom.

How donation of £250, should be used from ½ Marathon.

Ideas for community benefit monies to be spend £1000. Per year for 25 years.

Defibulator if needed where should it be sited.

How often public would like the coffee mornings.

Open Forum

 

 

Service of Remembrance Mathern War Memorial Sunday 13th November at 10.15.

 

Service of Remembrance St Tewdrics Church, Mathern, Sunday 13th November

at 6pm. Chairman and Members of Mathern Community Council and their partners

formally invited.  The Chepstow Branch of the Royal British Legion will be present

together with Chepstow Town Band and Army Cadet Force will parade the standards

and there will be refreshments after the service.

 

 

 

 

57//16  OTHER MATTERS FOR DISCUSSION

 

 

The matter of faulty street lighting within Mathern and Pwllmeyric was discussed.

See County Councillor Report.

 

It was agreed that the annual Finance meeting would take place on Monday 12th December at 7 in the small room of the village hall.

 

A date was set for the Community Council Christmas Lunch: 11th December 2016. Clerk to check with Millers Arms that they can accommodate us on that date.

After a lengthy discussion, it was decided that, as so many individuals are now involved with Wales in Bloom, this year we would not invite any guests to our Christmas Lunch.

 

58/16  DATE OF NEXT MEETING

The next meeting will be held on Monday 14th November  2016 at 7pm at Mathern Village Hall.

 

There being no further business to discuss, the meeting closed at

9.00 pm

 

Signed …………………………….. CHAIRMAN               Date……………….

Minutes September 2016

MATHERN COMMUNITY COUNCIL        

 

Minutes of the Council meeting held on Monday 5th September 2016

at 7.00 pm

at Mathern Village Hall.

Present:

          Councillors:           C Ovenden (Chairman)       J Harris         M McHugh joined at 8 pm

C Oakes                                 D Merrett

F Sainsbury                           N Bailey

 

Also in attendance:

Clerk – Mrs J Kelley

 

One speaker from Chepstow Lions Club

 

 

The Chairperson welcomed all to the meeting and thanked them for their attendance.

 

 

39/16 PROCEDURAL ITEMS

(i) Public Comment

 

 None

 

Speaker from Chepstow Lions

 

Chepstow Lions are willing to purchase a defibrillator for Mathern CC. It was agreed that we would like to apply for the funding via British Heart Foundation and the Clerk will complete the online application form.

Chepstow Lions will pay the £400.00 cost and the machine will then belong to Mathern CC.  The defibrillator to be sited in the old telephone box with full public access.

Once the application has been accepted, training in the use of CPR ( cardio-pulmonary resuscitation) and the defibrillator will be organised by the British Heart Foundation.

 

Clerk to check with insurance the cost of including this on our policy.

(Result: at a value of £1500.00, no change in premium for this year and a £13.00 increase for next year.)

 

Other surrounding Councils who have taken up this scheme are

Undy, Portskewett, Itton, St Arvans and Caerwent.

 

(ii) Police Report

 

Ward Report Sheet
Ward Mathern Month July/August
Crimes
13/07 – theft of plastic road side signs advertising Caldicot market on the A48, Pwllmeyric – third time in six weeks)

13/07 – theft from a van whilst parked in St Pierre Hotel car park – at about 1.30pm – captured on CCTV – further enquiries in hand – will give update next month.

02/08 – sheep attacked in field in Mounton Village – no witnesses.

16/08 – sheep attacked in field in Mounton Village – again no witnesses. Signs have been put up by owner, but people are ignoring them, possibly, and letting their dogs run around off the lead in the field.

23/08 – garage break on Pwllmeyric Hill at about 10.30am – caller found the suspect inside the garage holding a strimmer, which he dropped when he saw the caller, and ran off, getting into a brownish/gold older vehicle, being driven by a large bearded man. Nothing was stolen and the lock on the garage was already broken.

26/08 – attempted burglary in Chapel Lane, Mathern between 12.30-5.30pm – caller returned home to find damage to the door lock, but entry was no gained.

ASB
Report received on 07/08 about some people being verbally aggressive to a local farm owner when asked to move their vehicles from the field entrance. Registration numbers obtained and further enquiries in hand.
Other matters of note
There appear to have been no further calls about the youths in the field in Mounton Village. Contact was made with the land owner, so that they can take positive action and responsibility for their field.
Actions from Last month

 

 

 

 

 

 

(iii)  Apologies for absence

Apologies were received and accepted from Councillors D Harris & C Morton

 

(iv)  Declarations of Personal or Pecuniary Interest

 

None

 

(v)  Minutes of previous meetings

Minutes of the ordinary meeting held on 15th August  2016 were read and agreed as true records.

There were no matters arising.

 

 

40/16   COUNTY COUNCILLOR’S REPORT

 

County Councillor Down not present.

 

 

41/16 PROGRESS REPORT ON ACTIONS FROM LAST MEETING

 

(i)   Community Speed Watch progress

 

County Councillor Down arranging this. Clerk to email for an update.

 

  1. ii) Blocked Brook – National Resources Wales (N R W)

 

N R W have cleared the large debris.

Remove from the Agenda.

 

  1. Purchase of plaque – New  tree, Mathern Crescent  

Clerk to order the wording as below:

 

“Tree planted in commemoration of Queen Elizabeth’s 90th Birthday.”

 

 

  1.  Mathern Athletic Club Signage

M C C have promised that this will be completed very shortly

 

 

  • Any feedback re half Marathon, 28th August 2016

 

Feedback good about this event.  Village left nice and clean. A Plaque has been given by the organisers and a donation to Mathern Community Council for £ 250.00

Use of donation to be agenda-ed for next meeting.

 

  • Community Benefit from Rhewll Farm – Solar Farm Development

 

 

All agreed that the Deed should be signed by the Clerk and the cash benefit claimed.   Villagers attending the October Coffee Morning to be asked how they would like the money to be spent.

 

Vii)      Follow up re. speed limit,  A48 Pwllmeyric

 

Awaiting details from County Councillor Down

 

 

  • Unauthorised Camping, Mounton Brook

 

 

Problem seems to have settled down. It is hoped that the farmer erects signs on the gateways into the fields to advise no camping

 

  • Dog Bin emptying

 

 

Clerk has now spoken to Merlin Waste who will send an invoice forthwith.

 

 

40/16 HIGHWAYS

  • Road signs need cleaning all three villages.

 

  •  

 

41/16 COUNCILLOR’S REPORTS/CLERKS REPORT

  1. One Voice Wales –   AGM –
  2. Gwent Association of Voluntary Services (GAVO) Best Kept Village   – Presentation Night is 7th October. Invitations not received yet. – suggested attendees: Martin McHugh and Greg Howell, Jayne Harris and Robin Lewis, Christine Morton and a guest.
  3. Governors meeting – Dell School –No meeting arranged as yet.
  4. Risk AssessmentsThe bench in Mounton has now been rubbed down and painted. It’s condition is poor and it will need replacing next year.
  5. All received now. Clerk to check through and agenda any recommendations.

 

 

44/16  PLANNING APPLICATIONS

  1. a) New submissions

 

 

DC/2016/00974

Listed Building consent – 2, Mounton House Cottages

The removal of a section of internal wall and fire surround.

 

No objection

 

DC/2016/00860

Planning Permission – Little Innage Barn

Extension to provide utility room with associated works

 

No objection

 

DC/2016/00857

Planning Permission – Mabey Bridge Ltd

Renovation of the existing factory and office facility. New façade to existing offices.

3 storey extension to include showroom. Re configuration of staff and visitor car park

Soft landscape enhancement

No Objection as long as previous conditions placed on this site for Mabey Bridge regarding noise and light pollution etc are applied to this application too. Also regarding the upkeep and planting of the bund.

 

 

 

  1. b) Decisions and appeals –

 

The following appeal was noted.

 

APP/E6840/A/15/3139390

Palace Farm, St Tewdric Church Lane, Mathern.

Proposed Wind Turbine impact on heritage assets in the area including listed buildings, Mathern Conservation Area and Registered parks and Gardens.

The Welsh Minister had transferred the authority to decide this appeal to an Inspector appointment by the Welsh Minister.

Appeal Decision – Dismissed

 

 

c)Enforcement  –

 

Update on Border Waste Management.

 

Letter sent to the Chief Inspector MCC asking for a review of the handling of this case and information on where the enforcement now stands.

 

 

45/16  FINANCIAL MATTERS

 

Council resolved to make all payments as listed plus

 

 

101642 482.28 Mrs J Kelley
101643 120.56 PAYE
101644 76.60 SLCC
101645 183.06 Merlin Waste
101646 44.19 Internet and phone

 

Clerks Pension Staging Date 01.10.2016

 

It was unanimously agreed that Auto Enrolment Support Ltd. option be taken and not the Greater Gwent Local Government Pension Scheme.

Councillors felt that the 20% employer’s contribution which rises to 23% in 3 years was too high in the Greater Gwent Scheme.

 

Chairperson to contact Auto Enrolment Support Ltd. to ask them to contact the Clerk to arrange for the necessary letters to be issued to her and that a suitable pension scheme should be arranged and managed by them.

 

The Clerk’s Contract of Employment will need to be amended to remove the Local Government Scheme option from her current contract.

 

The monthly bank reconciliation was checked and signed by Councillor M McHugh.

 

 

46/16  CORREPONDENCE AND FORTHCOMING MEETINGS

 

 

14th September – Cluster Meeting –  Community Hub, 6.30 – 8pm. Councillor Oakes and Clerk to attend. Agenda items have been sent .

 

 

Consultation of fees rates 2017/2018 Welsh Audit Office

This consultation invites views and comments on the Wales Audit Office’s proposals for:

fee rates (hourly rates) chargeable in the financial year 2017-18 for all audit work;

fee scales for the audit of 2016-17 accounts of unitary authorities, fire and rescue authorities,national park authorities, police and crime commissioners and chief constables, pension funds, and town and community councils;

fee scales for 2017-18 improvement audits, assessments and special inspections under the

Local Government (Wales) Measure 2009;

fee scales for the National Fraud Initiative 2017-18 (data matching); and

fee rates for the audit of other types of local government body, for work which goes beyond the general duties of the Auditor General (under section 17 of the Public Audit (Wales) Act 2004), And for grant certification work.

Following consultation, the Wales Audit Office will submit a Fee Scheme 2017-18

 

This was noted and no comment was available.

 

 

Reminder – Coffee Morning, Saturday 15th October

Topics for discussion at the coffee morning are Community Benefit ( Rhewll Farm), Defibrillator, future half Marathons.

 

 

47//16  OTHER MATTERS FOR DISCUSSION

 

Councillor Ovenden updated the  Meeting following her attendance at the Give Dog Fouling the Red Card meeting. The area scheme seems to be having a very positive affect.  Clerk has a supply of dog waste bags if  Councillors require some for distribution.

The next meeting is   26th January 2017 2.30 at County Hall

 

A proposal to hold a Community Council meeting in August rather than in September in 2017 (due to councillors’ holidays) was discussed.  It was unanimously decided to schedule 12 meetings next year. To include August and December.

 

List of One Voice Wales Training courses distributed to all Councillors.   Councillors to notify Clerk if they wish to attend any of these.

 

 

Notification of training available for any public member interested in becoming a Community Councillor was circulated. Details have been placed on the CC Website and village noticeboards.

A Workshop will be held on Thursday 22nd September 5.30 – 7pm at the Welsh Government Offices QED Centre, Treforest Industrial Estate Pontypridd CF37 5YR – Attendees need to register before event to obtain a place.

 

 

Village Hall Committee have asked if the gate by the bus stop in Mathern is owned by the CC.  Also the seat in the playground.

The gate does not belong to the Community Council, so Clerk to check footpaths map: if the gate is over a footpath, then it would be owned by Monmouthshire C C.  Clerk to notify the Village Hall once confirmation has been received.   The seat on the playground is owned by the Community Council and will be included in this years risk assessments.

 

Clerk has ordered a new Local Council Administration Book; edition 10, as ours is out of date. The cost is £73.60  Invoice paid.

 

The trees on the Crescent in Mathern are to be pollarded and one removed due to disease. Mathern CC have obtained permission to carry out the work from Monmouthshire Housing. The cost is £450.00.

 

 

48/16  DATE OF NEXT MEETING

The next meeting will be held on Monday 10th October 2016 at 7pm at Mathern Village Hall.

 

There being no further business to discuss, the meeting closed at

9.00 pm

 

Signed …………………………….. CHAIRMAN               Date……………….

August Minutes

MATHERN COMMUNITY COUNCIL        

 

Extraordinary Meeting of the Council meeting held on Monday 15th August  2016

at 7.00 pm

at Mathern Village Hall.

Present:

          Councillors:           C Ovenden (Chairman)       D Merrett

C Oakes                                 C Morton       F Sainsbury

 

Also in attendance:

Clerk – Mrs J Kelley

2 Members of the Public

1 Speaker

 

The Chairperson welcomed all to the meeting and thanked them for their attendance at this Extraordinary Meeting, called due to pressure of business.

 

Our guest speaker was the organiser of the half marathon which had belatedly been arranged for Sunday 27th August. He outlined which roads in our area would be closed, these being Barn Lane and the small lane at the side of New Inn. 

 

A public member asked the speaker questions and outlined her concerns as to the number of runners (2500) and the ratio of marshall’s (40). He apologised that we had not been informed of this event prior to letter drops being made through the village.

Funds from the run are for Winstons Wish and St Davids Charities.

 

 

The speaker was thanked for coming to the meeting and it was then suggested that he should visit a choir rehearsal taking place in the next door room to update its members on the event. Some of them had shown an interest in being marshalls for it

 

After the speaker left, the Clerk was asked to update our website with details as above.  Councillors noted that the run had been redirected only a week ago and that the organiser had been unable to give us more notice.    

 

 

 

31/16 Procedural Items

 

(iii)  Apologies for absence

Apologies were received and accepted from County Councillor G Down

Councillors D Harris, M McHugh and N Bailey.

 

(iv)  Declarations of Personal or Pecuniary Interest

There were none

 

 (v)  Minutes of previous meetings

Minutes of the ordinary meeting held on 11th July  2016 were read and agreed as true records.

There were no matters arising.

 

 

32/16   PROGRESS REPORT ON ACTIONS FROM LAST MEETING

Responses to queries raised at previous meetings

 

 

  •  Community Speed Watch progress

 

 

County Councillor Down arranging this. Awaiting a date from Police.

 

  1. ii) Brook Clearing – National Resources Wales (NRW)

 

Clerk to check with Councillor Sainsbury who may know if this has been done.

 

 

iii)      Himalayan Balsam – response, MCC and NRW

 

M C C advise that there is nothing to enforce. It is an offence under section 14 of the Wildlife and Countryside Act 181, to plant or otherwise cause to grow in the countryside Himalayan Balsam (amongst a long list of non native species)

 

Information from Defra’s web-site states that there is no legal duty to remove Himalayan Balsam when established.  However, it must not be planted or brought on to a site in contaminated soil. 

 

  1. Purchase of plaque to be displayed near new tree on the Crescent, Mathern.   Wording to be agreed.

 

Councillors to email suggestions to Clerk who will then liaise with Crescent residents.

 

 

  • Meeting with MCC Highways Officers, Aug. 1st 2016,  re traffic calming on Pwllmeyric Hill.

 

 

In summary, the following was agreed:

  1. A survey/ straw poll will be carried out with residents on Pwllmeyric Hill on the proposed central hatching of the A48 – GD (County Councillor Down)
  2. List of near misses to be forwarded on to MCC in order that they may be recorded and assist in better accessing the dangers and potential solutions along with priority of further action – Mathern CC (Carolyn) COMPLETED

III. Consideration to be given by MCC/ Gwent Police to the extent of any new proposed 30mph limit – GK (Graham Kinsella MCC Highways)

  1. Mathern CC to consider position with funding fixed camera on A48 before PK making further enquiries with GoSafe – Mathern CC/ PK (Paul Keeble, MCC Highways)

 

Councillors feel that the cost of installing a fixed speed camera would be too high (in the region of £65.000) and  that this should not be a cost that the C C should have to make from limited precept.

 

MCC Highways also confirmed that a” left only” turning when exiting from the New Inn car park would not be feasible. Councillors also asked if the entrance to St. Pierre from the A48 could be made safer. They were told that this was not possible.

 

Athletic Club Signage

 

County Coucillor Down is chasing this.

Clerk to ring MCC to see if the Community Council can pay to have the sign installed as soon as possible as the matter has been outstanding for over 18 months.

Response from MCC  – sign will be erected shortly.

 

  •   Risk assessments

 

 

Councillor Harris is completing the Mathern form.

Clerk to introduce new forms as supplied by One Voice Wales (OVW) for items other than material assets

 

 

33/16 HIGHWAYS

 

Pot holes – Mounton

 

 

34/16

PLANNING APPLICATIONS

 

  1. a) New submissions

 

DC/2016/00857 Renovation of the existing factory and office facility, New House Farm Industrial Estate – Plans not received. Clerk to chase

 

DC/2016/00885. St. Tewdric’s House, Mathern Road. Listed building consent – New staircase to be added within envelope with new opening formed within floor, to create new two storey bedroom within vacant tower.  – No Objection

 

 

  1. b) Decisions and appeals – none

 

  • Enforcement  –

 

 

Update on Border Waste Management, Crick.

 

Mark Hand has advised that :

 

A new Planning application has been submitted for this site. So far no details have been received by Mathern Community Council from MCC

 

Councillors and residents feel completely let down by the way the Planning Department’s has dealt with this enforcement case and will now request a full review from the County Council of its handling of the matter. This should include details of when the land will be brought back to its original state.

 

Clerk to work with Councillor Harris to write to the County Council requesting this review.

 

Update –  Bridge House, Pwllmeyric – following various calls from residents regarding works being carried out.

 

Response from NRW.

We have undertaken a site visit with the landowner and received, via landowner compliance, documents to detail the works that have been undertaken at this location.

Based on this information, we have deemed it that if a permit application had been sought prior to the commencement of works, NRW would have been minded to grant the permit with suitable conditions attached. The conditions are placed upon such permits to limit the damage to the environment during the construction works and to ensure that flood risk does not increase to third parties post construction works.

The issue of the flood risk relating to the flood berm construction was reviewed during a planning application for the site, in which a hydraulic model was undertaken to demonstrate that the works would have no impact on third parties. During our site visit during the construction works and investigations after, we note that no pollution incidents were recorded or reported.

The works at the site will remain unpermitted, and all details will be kept on file but NRW have concluded that no enforcement action will be taken on this occasion. This decision was communicated with the landowner and the LPA today.

The landowner ensures us that not applying for a Flood Risk Activity Permit was an oversight and that they are now fully aware of the requirements under Environmental Permitting Regulations. We will continue to monitor the site for future developments ,and should any enforcement on the site be required in the future this case will also be used as evidence.

I would thank you for letting us know about the works at this area and giving us the opportunity to engage with the landowner to resolve the matter and promote the EPR requirements.

 

 

 

35/16  FINANCIAL MATTERS

 

Council resolved to make all payments as listed plus

 

 

101633 101.25 Rent Village Hall
101634 541.69 Salary
101635 135.80 PAYE
101636 34.19 Telephone/internet
101637 250.00 C M Maintenance (telephone box)
101638 60.00 Wyedean School (Excel Course for Clerk)
101639 500.00 MMPVB (Grant)
101640 300.00 The Dell PTA
101641 150.00 J Kelley

 

Clerk has prepared the annual accounts. These are now with the external  auditor.

 

Chairperson and Clerk signed the bank reconciliation.

 

Budget to spending Review – spread sheets attached

Councillors accepted spending- to -budget figures (year to date) and 2 further grants were agreed: £500 to Mathern, Mounton and Pwllmeyric Villages in Bloom (MMPVB) and £300.00 to The Dell School Parent Teachers Association for equipment needed.

 

It was resolved to transfer £230.00 from the Community Council’s EMR fund to budget code 4069.

 

 

The Clerk reported that her contracted 9 hours per week are not sufficient for her to complete her work. As a result, she is being paid over time regularly.

It was resolved for the Clerks hours to be increased to 12 per week.

Clerk contract of employment to be amended.

 

  1. ii) Clerk’s pension

 

Councillors felt that the employer’s contribution side (23% of earnings) of the pension with Greater Gwent was too high.

 

Councillor Merrett to discuss with an Independent Financial Advisor (IFA) and report to the Chairman as soon as possible as our auto enrolment date is fast approaching (01.10.2016.)

 

The IFA to whom Councillors intended to speak to has now retired.

 

Matter ongoing and Councillors aware of the timeframe to have this in place.

 

 

 

iii) The Clerk reported that Merlin Waste have still not invoiced us for the emptying of dog waste bins.

 

 

36/16CORREPONDENCE AND FORTHCOMING MEETINGS

 

 

New Financial Regulations  – Model for consideration by Council.            Values have now been set by the Council as permitted. (The EU Procurement Thresholds shown in Section 11 must remain unchanged.)           

 The new document was circulated and it was resolved that it should be adopted as our new working Financial Regulations. This will replace the previous version immediately

 

 

 

Community Benefit Agreement in relation to land near Rhewl Farm, Shirenewton.          –

This ongoing benefit should be £2000 per annum and we await clarification that it will be paid.   It was noted that the Covenant states that the benefit can be taken as cash or one public building can have solar lights fitted.  So far Councillors have elected to take the money to be used as a benefit to the villages.

 

Gwent Police Commissioner –  his “Vision for Policing and Community Safety”

Survey completed.

 

 

37/16  OTHER MATTERS FOR DISCUSSION

 

Councillor M McHugh joined the meeting

 

  • Diary Dates:  Mathern Village Fete 3rd September 2016

Autumn Coffee Morning 15th October 2016, 10.30 am

 

The problem of unauthorised camping on Mounton Meadow was discussed as it was causing a great problem for Pwllmeyric and Mounton residents.  Residents are advised to ring 101 as soon as any sign of camping takes place.

The land owner has been advised by the police to erect signage to say “ No Camping. Private land”. So far this has not been done.

 

A resident of Baileys Hay has been sending undesirable emails totalling up to 34 a day.  Local police are aware and Social services have been informed.

 

Dog Fouling bin – New Inn, which was demolished following a motor vehicle crash on the A48 in April, is to be replaced nearer the bus shelter but still on the New Inn side of the road.

 

 

38/16  DATE OF NEXT MEETING

 

The next meeting will be held on Monday 5th September 2016 at 7pm at Mathern Village Hall. PLEASE NOTE – FIRST MONDAY OF THE MONTH, NOT SECOND.

 

There being no further business to discuss, the meeting closed at

9.30 pm

 

Signed …………………………….. CHAIRMAN               Date……………….

July Minutes

MATHERN COMMUNITY COUNCIL        

 

Minutes of the Council meeting held on Monday 11th July 2016

at 7.00 pm

at Mathern Village Hall.

Present:

          Councillors:           C Ovenden (Chairman)       J Harris         M McHugh

D Harris  (ViceChair)          C Oakes         C Morton

F Sainsbury                           N Bailey

 

Also in attendance:

Clerk – Mrs J Kelley

2 member of the public

County Councillor Down

 

The Chairperson welcomed all to the meeting and thanked them for their attendance.

 

 

21/16 PROCEDURAL ITEMS

(i) Public Comment

 

 A member of the public gave feedback on a recent pedestrian accident in the centre of the village (The Crescent area). This was due to a non- reflective street sign being placed on the pavement near a vehicle which was also parked on the pavement.  The sign had blown over and caused him to fall, leaving him with physical injuries. He feels strongly that Welsh Water and Monmouthshire County Council (MCC) have treated him very badly.  He also feels that the fact that the street lights weren’t working at the time also impacted on the situation. After he threatened legal action, the lights were repaired and are currently in full working order.

 

The resident felt the Community Council Website is very informative and had found it to be very useful.  He did however find the official memorial for the year 2000 at the bottom of Moynes Court Lane completely unsuitable.

 

The resident also reported that a large amount of Himalayan Balsam is growing along the brook bank within our community. This, he felt, should be reported so that the relevant land owners can take action in spraying this invasive plant.

 

The resident also stated that a number of bicyclists had complained to him re. cars not giving way to them through the traffic calming section in Mathern.

 

Clerk to ask Highways to trim the large trees through this area to ensure that the signage is visible.

 

NB.As lighting is not in the Community Council’s remit, residents are encouraged to report faulty street lighting to MCC via the One Stop Shop (Library Hub).

Councillors also noted that, since the installation of the traffic calming scheme, no complaints about lighting had been received from members of the public at any of their Coffee Mornings or the Annual Community Meetings.

 

 

 

 

 

 

A resident attended the meeting to find out when the road signage for Mathern Athletic Club would be installed.

 

County Councillor Down is chasing this and it is hoped that it will be installed within 6 – 8 weeks

 

(ii) Police Report

Ward Report Sheet
Ward Mathern Month July
Crimes
06/07 – report of theft of golf clubs from Orchid Meadow, Pwllmeyric.
ASB
21/06 – report of a group of youths swearing and being rowdy in Mounton Village, during the late evening.

Councillor Ovenden has been in contact with us and contact has been made with the landowner of the fields in question where the youths congregate. Suggestions have been made for them to put up clear signs stating that camping is not allowed, collect rubbish etc. as it is private land with a right of access pathway across it. There has been an increase in patrols and, via the Councillor, residents are encouraged to report any similar incidents by calling 101, at the time.

Other matters of note
15/06 – suspicious male seen by the houses in the area of Chapel Close, Pwllmeyric, during the late evening. No crime reported.

02/07 – male seen in Chepstow Garden Centre, Pwllmeyric, thought to be responsible for previous thefts and watched by staff. Nothing stolen at that time.

 

Actions from Last month
From previous report (09/05/13/06) – theft of candles from Chepstow Garden Centre, Pwllmeyric, a male was arrested and dealt with and due to appear in court this month.

 

 

(iii)  Apologies for absence

Apologies were received and accepted from Councillor D Merrett.

 

(iv)  Declarations of Personal or Pecuniary Interest

Cllr Martin McHugh: MMPVB and land interest, Pwllmeyric.

 

 (v)  Minutes of previous meetings

Minutes of the ordinary meeting held on 9th June 2016 were read and agreed as true records.

There were no matters arising.

 

 

22/16   COUNTY COUNCILLOR’S REPORT

 

County Councillor Down advised that he had been busy reviewing MCC accounts and asking questions to auditors. He was working on 2 planning appeals, Wellbeing Act, signage matters and Himalayan Balsam problems.

 

He confirmed that the next Local Government Election will be the first Thursday in May, 2017.

 

He also reported that the Gwent (Torfaen) Pension scheme was running at a £180 million deficit and that no provision was being made to rectify this. He felt that the Pensions Regulator was being lenient with Councils. The Welsh Audit Office is happy with how the scheme is being run.

 

The Wellbeing and Future Generation Act will impact on the work of the Community Council: it will need to take into account issues such as equality and use of the Welsh language.

 

It was confirmed that the signage for Mathern Athletic Club had been chased and that Graham Kinsella was hoping to have this installed shortly.

 

23/16 PROGRESS REPORT ON ACTIONS FROM LAST MEETING

 

(i)   CPR training

The training was cancelled as residents had not shown enough interest to attend the course.   Councillors noted that it will not be possible for them to install a defibrillator in Mathern until there are some properly trained individuals living locally. They will try to organise another Course in the Autumn and hope for a better public response.

Item to be removed from Agenda   

 

 

  •  Community Speed Watch progress

 

 

County Councillor Down is arranging this. There is currently ongoing police reorganisation and he is awaiting contact from the new Officer.

Councillors are keen that this matter is pursued as it could greatly help reduce traffic speed through all three villages.

 

 

iii)      War Memorial Garden –

                   Work to commence in the Autumn

          Item to be removed from the Agenda

 

  • Work to telephone box.

 

 

Work has now been completed. Awaiting the invoice for payment.

 

  • Tree planting for Queens 90th Birthday – Mathern Brownies

 

 

A Copper Beech has been planted by The Mathern Brownies. A plaque now to be purchased and erected on the Crescent to mark the occasion of the Queens 90th Birthday.

Clerk has obtained a quote for a plaque for £248.28 inclusive of VAT

Unanimously decided to purchase this. Wording to be agreed at next meeting.

 

  1.  “Whats On” LeafletTo be produced this week.  Community Council to pay for the printing of this document.

Item to be removed from the Agenda

 

  • Brook clearing –  National Resources for WalesClerk had spoken to N R W who will inspect the areas of concern:Clerk also to ask them to inspect the Himalayan Balsam problem at the entrance to Mathern.   

 

    1. The Clerk also advised that any work carried out near the brook needs a NRW license before any work is started.
    2. Mounton brook, Mathern (by sluice), willow tree and opposite side culvert blocked.
    3.  
  • Clearing away willow branches – brook , MathernThe broken branch of the willow tree in the brook has been removed. 

 

    1. Matter now closed 
  • Price for Road Sweeper, Mathern in BloomThe three villages are cleaned once a year at no cost by MCC. 

 

  1. MCC have confirmed that the cost of hiring their large sweeper is £340 plus VAT per day. The small sweeper costs £41 per hour.
  1. Landers from the Forest charge £35.00 an hour for a large machine. Minimum 4 hours.

MMMVB arranged sweeping directly with MCC and no charge was made.

 

 

24/16 HIGHWAYS

 

  • Road signs Mathern/Pwllmeyric need cleaning
  • Line marking through the villages need replacing as very worn

(Councillors to take photographs and email to the clerk who will then send all to MCC Highways)

  • Entrance to St Pierre very poorly lit
  • County Councillor Down has requested dropped kerbs at
  • Step a Side, Barn Lane Junction, Texaco Garage.

 

 

25/16 COUNCILLOR’S REPORTS/CLERKS REPORT

  1. One Voice Wales –   Apologies sent for 7th July 2016
  2. Gwent Association of Voluntary Services (GAVO) Best Kept Village Competition – Judging took place during June. Results awaited.

 

c)The Community Council Best Garden Competition as seen from         the road way was judged today, Monday 11th July. Councillors Bailey and Morton accompanied the judge.

The winners are Mr and Mrs Edwards, Mrs M Hughes and Mr and Mrs A Lovett.

The competition has been running since 1988.

The winners to be awarded the Vaughan Hughes Cup and a small cup to be given to them to keep.

 

d)Governors meeting – Dell School – Meeting 12th July.  Councillors would like to make a donation towards new outdoor play equipment, Councillor Oakes to ask PTA if they would accept a donation.

 

e)Risk Assessments

Councillor Harris to let the Clerk have these as a matter of urgency.

 

f)Footpaths problems – Footpath 57 reported as blocked.

 

 

26/16  PLANNING APPLICATIONS

  1. a) New submissions

 

DC/2016/00659 Mill House Mounton – Alterations to existing house and rear extension.  – No Objections

 

  1. b) Decisions and appeals – none

DC/2016/00517 Greenacre, Mathern – Demolition of existing garage and outbuildings construction of a wider double garage including drying room and hobbies room. Removal of chimney stack. Additional of velux windows on the first floor on sloping roof. These plans were not received by the Clerk. MCC decision already made as permitted.

 

Clerk to advise Planners that Councillors were disappointed that this application had not been presented to them before the 8 weeks deadline. No comment made as plans not received.

 

  • Enforcement  –

 

 

Update on Border Waste Management, Crick.

 

M C C have advised that Border Waste have not appealed to the Enforcement notice which was issued.  NRW have removed the license which allowed material to be brought on to the site.  Councillor D Harris is working closely with M C C Head of Planning, Mr M Hand, and hopes to receive copies of relevant correspondence. This will enable the Community Council to be aware of action taken to return the land to its original state by using suitable, safe materials.

 

 

 

27/16  FINANCIAL MATTERS

 

Council resolved to make all payments as listed plus

 

101628 320.00 Internal Audit – A Fry and Co
101629 28.73 Postage
101630 533.61 J Kelley
101631 133.20 PAYE
101632 45.49 Internet/Telephone

 

Clerk has prepared the annual accounts. These are now with the external  auditor.

 

Internal Auditors Report was circulated with the Agenda

Matter carried forward to an extraordinary meeting 15th August 2015

 

 

 

 

One week’s pay was not paid to the Clerk on time. It was instead paid with herJuly salary @ spinal rate 26.

This was noted and agreed. 

 

 

Budget to spending review was circulated with the Agenda

Matter carried forward to an extraordinary meeting 15th August 2015

 

 

 

The Monthly bank reconciliation was also signed.

 

 

 

It was resolved to transfer £230.00 from EMR to budget code 4069

Matter carried forward to an extraordinary meeting 15th August 2015

 

 

The Clerk reported that her contracted 9 hours per week are not sufficient for her to complete her work. As a result, she is being paid over time regularly.

Matter carried forward to an extraordinary meeting 15th August 2015

 

 

 

 

The Clerk reported that Merlin Waste have still not invoiced us for the emptying of dog waste bins.

Matter carried forward to an extraordinary meeting 15th August 2015

 

 

 

28/16CORREPONDENCE AND FORTHCOMING MEETINGS

 

 

28/16  A Resolution that  the Clerk should join the L G P S Pension Contribution Scheme as an eligible employee was not passed.

Further details are to be obtained.

Under the scheme’s regulations, as a Local Government Pension Scheme employer, Mathern CC would need to publish policies on their decision- making powers. These would be forwarded to us once the Clerk was contractually-enrolled into the scheme.

Councillor D Harris to obtain advice on this, as Councillors were concerned (further to County Councillor Down’s comments – see 22/16) that the CC could become liable for any pension shortfall.

 

28/16/b New Financial Model Regulations for consideration by Council.  Values are to be set by the Council when adopting these (other than the EU Procurement thresholds shown on Regulation 11.)

 

Matter carried forward to an extraordinary meeting 15th August 2015

 

 

 

 

26/16/c  Street Lighting in Mathern

 

This was coved in Public Comment. All lighting now working.

A reminder that any lights out or remaining on – please report to One Stop Shop (Library Hub)

 

26/16/d  Clerk reported that the Clerk from St Arvans was retiring and thus a vacancy was being advertised.

 

 

Councillors noted this.

 

 

 

26/16/e The Community Benefit Agreement in Relation to the solar farm now built near Rhewl Farm (Planning application DC/2016/00276) was discussed.  An offer of £20,000 was made to both Shirenewton CC and Mathern CC by the developers on 4th August 2014.

 

 

Clerk to email Clerk of Shirnewton CC who will write to the agents jointly to discuss any Community Benefit available.

 

 

26/16/f Gwent PCC Outlines his vision for policing and community safety.

Matter carried forward to an extraordinary meeting 15th August 2015

 

 

 

26/16/g Issue of parties being held in Pwllmeyric Meadow – Rubbish being left and noise nuisance.

 

 

This matter was discussed with the Police representative.  The police have asked the land owner to product notices to be placed on stiles as you enter the field

The matter of the CC supplying these signs was rejected, as this might set a precedent for the CC to supply signage to many more landowners.

 

Police had contacted the land owner who had not given permission for a camping party on his land.  Also Chepstow School liason officer had been contacted by the Police as it was understood that the party was made up of 6th formers celebrating after their School Prom.

However, Chepstow School staff were unaware of the event.

 

Over 6 bags of rubbish had been removed from the site – mainly broken cans and bottles. Also a tent. 4 fires had been lit.

 

Councillors reminded residents that if they see any groups of people heading towards this area, they should report it straight away to police on 101 who will arrange for officers to attend the site.

 

 

29/16  OTHER MATTERS FOR DISCUSSION

 

 

An email had been received from a resident with copy emails from Paul Keeble( MCC Highways) regarding the possible installation of road hatchings painted on to the A48 on Pwllmeyric Hill .These would give the illusion of smaller lanes and  hopefully reduce traffic speed.

At the Community Council meeting in June 2014, this idea was not supported because Councillors expressed the opinion that most problems with the road occurred at night, when no enforcement action was being taken by the police. They noted that rumble strips would be noisy for local residents and urbanise the area. A letter was sent to Mr Keeble stating this and asking him to come back to us with clarification of the above suggestions. No reply was received.

In this recent email, he stated that Mathern Community Council had not supported the proposed hatching scheme and, had it done so, the police would have considered reducing the speed limit to 30 mph.

Mathern C C were unaware of this because of the lack of response to their letter. (See Minutes June 2014 (12/14)

Clerk to write to P Keeble at M C C and ask him to clarify the latest position of M C C with regard to reducing the speed limit to 30 mph on Pwllmeyric Hill.  

 

 

 

  • Diary Dates Village Fete 3rd September 2016

 

 

  • Suggested Dates available for the Autumn Coffee Morning are

Date agreed was 15th October 2015 10.30

 

Regarding public comments Memorial 2000 Councillors noted comment however this was installed by previous Community Councillors.

 

30/16  DATE OF NEXT MEETING

The next meeting will be held on Monday 15th August 2016 at 7pm at Mathern Village Hall. This is an extraordinary meeting as matters on the Agenda in July were not discussed.

 

There being no further business to discuss, the meeting closed at

9.30 pm

 

Signed …………………………….. CHAIRMAN               Date……………….