Minutes

September 2017

MATHERN COMMUNITY COUNCIL

Minutes of the Council meeting held on Monday 11th September 2017
at Mathern Village Hall.

Present: Councillors:

Councillors C Ovenden (Chair), D Harris (Vice Chair), N Bailey, J Harris,
M McHugh, F Sainsbury, G Down
County Councillor L Brown

Also in attendance:

Clerk – Mrs J Kelley
4 Member of the Public
No Police representative
2 MCC Officers

The Chairperson welcomed all to the meeting and thanked them for their attendance.
Cllr. Harris took the Chair to start the meeting. Cllr. Ovenden arrived at 7.05pm and took over.

41/17 PROCEDURAL ITEMS
(i) Public Comment

A representative from Severnside Together Opposes Pollution, (“STOP”), circulated details of planning application DC/2017/00700. This is for the erection of two incinerator stacks and the siting of waste storage containers at Unit 4, Symondscliff Way, Caldicot.
He would like our community to help promote the group’s campaign to prevent this by lobbying Monmouthshire County Council (MCC) to try to prevent planning permission from being given for this change of use on a B2 planning application.
Clerk to display posters when received – on noticeboards and on website.

Residents from Shirenewton came to the meeting to give further information on planning application DC/2017/00905 (Parking area, Wellhead Wood). Since Mathern C C commented on this at their August meeting, MCC Planning Dept. have updated their web-site so it now shows numerous objections to this application. Following the additional information received, the matter will be reviewed later in this meeting under item 46/17 b)

A resident of Crick advised that large amounts of material are being taken off the Border Waste site there, whilst tonnes of unsuitable material are still being delivered to it. The soil that was cut through 12 months ago is still holding moisture and this summer has been fairly dry. The danger of subsidence to the motorists using the M48 is a disgrace and MCC and NRW need to take action before a fatal accident happens here.

All members of the public were thanked for attending.

ii) Visit by Community Police

No Police presence

20/7/17 – Report of damage caused to a conifer hedge by unknown persons at a property on Chapel Lane in Pwllmeyric . A large section of the hedge was cut away for no apparent reason .
7/8/17 – Report of a 2 vehicle non injury RTC inside the car park at Pwllmeyric Garden Centre .
17/8/17 – Report of a drive-off without paying for fuel from Pwllmeyric garage .
22/8/17 – Report of a non-injury RTC between a car and a motorbike on the A48 on Pwllmeyric Hill. The car was stationary, waiting to turn into Badgers Meadow and a motorbike drove into the back of it. All documentation was exchanged at the scene with no injuries thankfully.
28/8/17 – Report of a drive-off without paying for fuel from Pwllmeyric garage .
1/9/17 – Report of a water feature stolen from Chepstow Garden centre . The offender has been identified and enquiries are ongoing .
2/9/17 – Report of a car stopped on Pwllmeyric Hill in the early hours of the morning . The driver was arrested at the scene for drug driving .
2/9/17 – Report of a drive-off without paying for fuel from Pwllmeyric garage .
3/9/17 – Report of a shed break sometime overnight at a property in The Crescent , Mathern village . Three high value customised bikes were taken from inside .
3/9/17 – Report of two sheds broken into at a property overnight near the flyover bridge in Mathern Village . Padlocks were broken off to gain entry and a chainsaw and disc cutter were among items taken. Also a car had a window smashed and a wallet and rucksack taken from inside .
“Police have a limited supply of small shed alarms at the station if anyone knows of any vulnerable residents that may benefit from one . If you let me know, I will arrange to get them delivered.”
3/9/17 – Report of another vehicle having its rear window smashed and a socket set taken from inside at another property overnight near the flyover bridge in Mathern .
Please remain vigilant and report any suspicious activity/crime at the time via either
101 or 999 if you deem it an emergency

Clerk to contact police re their thoughts of installing CCTV under the motorway bridge in Mathern.

iii) Apologies
Councillors D Merrett, C Morton

(iv) Declarations of Personal or Pecuniary Interest:
None

(v) Minutes of the previous meeting
Minutes of the meeting held on 14th August 2017 were read and agreed as true records.
There were no matters arising.

Minutes to be displayed on the website.

42/17 COUNTY COUNCILLOR’S REPORT

County Councillor Louise Brown reported that she had attended the new Caldicot Secondary School which has just opened as part of the 21st century building programme for schools. The next phase of the building programme in Monmouthshire is expected to be Abergavenny Secondary School. Chepstow Secondary School is expected to be at a later date when the impact of the removing of the Severn Tolls can be assessed. A report is going to the Children and Young People’s committee on the 14th of September 2017.
Two Officers from MCC came to give a talk on Waste removal and the education of residents regarding this.
Councillors asked when the Severn Bridge toll was to be reduced/removed. Advised that ownership changes 31.12.2018. No toll from 01.01.2019

43/17 PROGRESS REPORT ON ACTIONS FROM LAST MEETING
i)Speedwatch volunteers – Update from County Councillor Brown.
County Councillor Brown had canvassed for volunteers at the village Fete.
A meeting of the volunteers will now be organised for October.

ii) Progress re new road markings on A48 – Update, County Councillor Brown
The speed limit on the A48 in the current 40 mph zone will be reduced from 40mph to 30 mph in the autumn. Due to this reduction, MCC will now not be carrying out the traffic calming measures previously proposed.
County Councillor Brown to check with MCC re. problems with the kerb outside the Texaco garage which MCC have previously said they would correct at the same time as carrying out traffic calming measures.

iii) What’s On” Leaflet – including advert re community benefit requests.

The Chairman had withdrawn the leaflet produced by Councillor Down, now entitled “Tewdric’s Community News” from distribution as she had received adverse comments from residents who had received it and linked it to the Community Council. Some of its contents were of a quasi-political nature and therefore not within our remit. The leaflet gave no indication as to its publisher and the only name appearing in it was her own as author of the Community Council’s 2017 Annual Report. Whilst this report is freely available on our website, she objected to her apparent link to a document with political overtones.
Councillor Down stated he had paid for its printing and distribution therefore it was his property and the Chairman had no right to withdraw it – this could only be done with a Court Order.
Councillors voted 6 – 1 that they did not wish distribution to proceed as they were uncomfortable with the content of the apparently anonymous leaflet.
The remaining leaflets will be returned to Councillor Down in the hope that he will not distribute them until they are amended to show his name as publisher.
Clerk to update Website with Local Club details and contact numbers. Containing details like the old What’s on Leaflet.
iv) Signage, Barn Lane/Buses turning, Moynes Court
Progress re. traffic warning signage, Barn Lane. This seems unlikely to go
ahead.
Buses no longer appear to be damaging the verges at Moynes Court.
Remove from Agenda

v) Progress with defibrillator – delivery, cabinet costings, CPR training.

Councillor Harris to get a quote for the installation of both cabinet and defibrillator.
Clerk to email R Nash to arrange training for volunteers from the community.

vi)Baileys Hay – Rubbish Collections
There is no definitive evidence of where excess waste bags are coming from. Matter to be reviewed by MCC who will try to ensure all bags are collected every 2 weeks.

vii) Purchase of Laptop
A quote from Stock It was circulated – £977.20 to be paid by internet transfer laptop to be purchased.
Councillor Harris to discuss storage system 365 before final acceptance is made.

viii) Response from NRW re. their actions following non-compliance of record keeping by Border Waste
National Resources Wales (NRW) has advised that Border Waste have until 15th September to report all materials entering and leaving the site. After this time, if no information is received from the company, further action will be taken by NRW

ix) Hamalayan Balsam at St Pierre
Relevant officers are dealing with this.
Clerk to advise that large areas of the community are affected by the growth of this environmentally destructive plant.

Councillor Mc Hugh left the meeting for 15 minutes

44/17 HIGHWAYS

• Signage at Larkfield cannot be read as hedge too high.
• 30 mph sign turned around the wrong way at top of Pwllmeyric Hill.
• Clerk to ask for a schedule of work throughout the community i.e. hedge cutting, verge-trimming, road sweeping.

45/17 COUNCILLOR’S REPORTS/CLERKS REPORT
a) One Voice Wales : next meeting – October 2017
b) Governors meeting – Dell School: no report available.
c) GAVO Best Kept Village competition
GAVO have advised that the presentation of prizes will be in October.

d) Update – Three year forecast
This was reviewed and updated: a general discussion on requirements for this year took place. It was decided to proceed as follows:
Clerk to contact Blatchley’s for a quote to re-gild the St Tewdrics Well information sign. The possibility of erecting an information plaque here to be investigated.
Ask MCC for a cost of extra verge and hedges trims, road sweeping and road signage cleaning which the Community Council would consider paying for.
Mounton village to receive further hedge cutting to ensure that the hedges do not encroach onto the lanes.
Railings to be re painted around the War Memorial.

46/17 PLANNING APPLICATIONS
a) New submissions:
DC/2017/00559. Wyelands.
Planning permission. Extension to house to provide new carport, store and turning area.
No view after consideration as this is a Grade II listing building which will be inspected by Conservation Officers.
Conservation Officers to ensure that suitable materials and sympathetic design detailing are incorporated into the works.

DC/2017/00560. Wyelands.
Listed building consent Extension to house to provide new carport store and turning area .
No view after consideration (see above)
Conservation Officers to ensure that suitable materials and sympathetic design detailing are incorporated into the works.

b) Decisions and appeals –
Clerk to write to MCC re application DC/2017/00905 (Parking area, Wellhead Wood) after late posting of residents’ consultation and objections on MCC Planning web site.
Mathern Community Council has reconsidered its previous comments and would amend them as follows:
As the original plans were unclear and following further representation/consultation, we feel that this entrance is dangerous and would recommend refusal of the application on this dangerous stretch of road. We also understand that there was no original long length of hard standing in this location as stated in the planning application, although one is now in place.

c) Enforcement –

• Border Waste Crick.
Possible meeting dates were discussed between Councillor Harris and County Councillor Brown. Their meeting is intended to be with Mark Hand (MCC Planning) , Guy Delamere (MCC Planning) and Caroline Drayton (NRW).

Councillors were very disappointed that Paul Matthews, Chief Executive MCC, has not responded personally to our letter of March 2017. They are concerned that MCC officers are not performing as efficiently as would be expected on this enforcement case.

47/17 FINANCIAL MATTERS

101755 PAYE / NI 198.11
101756 W Bentley-spraying/weeding 100.00
101757 Mathern Village Hall (Rent) 93.75
101758 Merlin Waste 27.12
101759 Phone/Internet 44.82
101760 Travel – fix Computer 11.70
101761 Stock it Ltd – fix computer 18.00
101762 Stationery 5.50

D D Pension For August – £128.37
Online Payment Salary for August- £668.94
Online Payment Stock It Ltd £977.20 15.9.2017
Monthly bank reconciliations reconciled by Councillor G Down for September.

Clarification of general reserves – Ear-marked Reserves (EMR)
The Society of Local Council Clerks (SLCC) has told us that it is advisable to keep from 3 to 12 months precept as a reserve for a Council of our size.
Once the three year plan is updated, we could place monies in EMR which is different to General Reserves. e.g. set aside £13,000 for grass cutting, should MCC stop this service.
Presently we have £16344.28 in our general account and £10,000 in savings.
Ideally SLCC think we should hold £10,000.00 in General Reserves, with any further funds being held in EMR for projects we have agreed to undertake.

Update – Standing Orders:
Councillors agreed that the pending updated version of this should be forwarded to them electronically. Cllr Sainsbury will receive a paper copy.

Social Media Policy:
All to re-read this with a view to considering its adoption at the next meeting.

Spending to Budget March – to date:
This was discussed as well as items from the 3 year forecast discussion (45/17 (d)) to be actioned.

Other
• Consideration to be given to a flashing speed sign which could be installed at Pwllmeyric once speed limit is reduced.

• The feasibility of renting a marquee for the village fete next year to be investigated.

• Councillors to speak to local organisations re. possible Grant applications. So far none have been received.

48/17 CORREPONDENCE AND FORTHCOMING MEETINGS

• The next Chepstow Area Town and Community Council Cluster meeting to be held at Chepstow Hub at 6.30pm on Wednesday 20th September. A Councillor to be nominated to attend as Carole Oakes was the previous representative. – Councillor Down happy to attend.

• Welsh Government Cluster – Notice received re. funding to support the initial setting up of joint arrangements – This was circulated.

• SLCC – Training for Clerks: “Ensure your Council is Compliant in 2017 and Beyond.” 22.11.2017 – Bristol Holiday Inn. Cost – £69 plus VAT.
Clerk to attend if time can be booked from work.

• Quote for Walks leaflets:
It was agreed that 10000 leaflets would be purchased later in the year. Cost (£3347.28) to be covered by this year’s precept.

• Contact from a Shirenewton resident re Wellhead Wood Planning application:
See item 46/17 b

• British Heart Foundation – Defibrillator signage
This to be displayed once defibrillator is fitted.

• Letter from HMRC re late payment of PAYE/NI – Cheques are taking them 17 days to process
HMRC are requesting that we pay them by internet banking at the end of each month. They should receive payments by the 5th of the following month but as we are authorizing the payments on the 11th (approx), cheques are late arriving. This means a letter for a late payment is being issued.
It was agreed unanimously that the Clerk should pay PAYE and NI via internet banking. This to start from September 2017.

49/17 OTHER MATTERS FOR DISCUSSION

Previously broken stiles within Community now fixed.

Clerk to report stile behind The Crescent in centre of the field – foot post broken.

Clerk to ask Andrea Fry, our internal auditor, to attend the November meeting instead of the October one – due to councillors’ holidays.

50/17 DATE OF NEXT MEETING

The next meeting will be held on Monday 9th October 17 at 7pm at Mathern Village Hall.

There being no further business to discuss, the meeting closed at 9.30 pm.

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

August 2017

MATHERN COMMUNITY COUNCIL

Minutes of the Council meeting held on Monday 14th August 2017
at Mathern Village Hall.
Present:
Councillors:

Councillors C Ovenden (Chair), F Sainsbury, C Morton, J Harris and
M McHugh ( arrived at 7.10 pm).

Also in attendance:

Clerk – Mrs J Kelley
1 Member of the Public
No Police representative

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

31/17 PROCEDURAL ITEMS
(i) Public Comment

The chairman advised that public comment could only be for 15 minutes due to the meetings over running in previous months.

Public member wished it to be minuted that A48 and M48 road users are being put at risk with poor material being deposited and corners being cut in work carried out on the land at Border Waste, Crick . Lorry drivers entering and leaving the site are not cleaning their wheels and the road is made very dangerous with mud. No warning signs are being used. The height of the ground restoration levels which MCC have agreed without any public consultation are very dangerous in terms of slippage to the M48 border.
Over 35 lorries have been entering and leaving the site in the last few days bringing in poor-quality material for use as site restoration. NRW (National Resources Wales)have been informed of this on several occasions and advised they will get back to the residents but have not done so.

ii) Visit by Community Police

No Police presence
No Report

iii) Apologies
Councillors D Merrett, D Harris, N Bailey and G Down – County Councillor Brown

(iv) Declarations of Personal or Pecuniary Interest:

None

(v) Minutes of the previous meeting
Minutes of the meeting held on 3rd July 2017 were read and agreed as true records.
There were no matters arising.

Minutes to be displayed on the website.

32/17 COUNTY COUNCILLOR’S REPORT

COUNTY COUNCILLORS REPORT (by e-mail – see Apologies)
There have been further accidents on the A48. One occurred on the 28th of June when a vehicle collided with another coming out of the Mathern Village junction. I have been told by residents of another minor collision on the 3rd of August, near the Chapel Lane junction with the A48.
In view of these continuing accidents, I am pleased to report that, following a meeting I had with the Council Highways Officers, Gwent Police and the Cabinet Member for Highways, that Monmouthshire County Council have agreed to recommend a revised speed limit along the A48 within the village of Pwllmeyric, in the current 40mph zone. Further details can be found in the Monmouthshire County Council Press Release:
http://www.monmouthshire.gov.uk/2017/07/28/argymell-terfyn-cyflymder-ar-yr-a48-ar-gyfer-pwllmeurig
I would be grateful if those residents interested in becoming community speed watch volunteers would contact me direct on louisebrown@monmouthshire.gov.uk. At the moment, I am in the process of collecting names of interested residents with a view to arranging a meeting at Chepstow police station in September/October time.

33/17 PROGRESS REPORT ON ACTIONS FROM LAST MEETING

(i) Speedwatch volunteers – Response from PCSO A. Jones re. volunteer details
Forwarded via Councillor Down
As above. County Councillor Brown will now be collecting the names for the speedwatch volunteers.

ii) Progress re new road markings on A48

Nothing to report.
Councillors wondered if these would now not be completed in view of MCC Highways and Police agreeing to a speed reduction.

iii) What’s On” Leaflet – including advert re community benefit requests.

Councillor Down advised that this leaflet has now been delivered to him. He
hopes it will be distributed shortly.
The distributor is currently on holiday.

iv) New bench, Mounton Village

Bench has now been delivered and will be shortly installed by a Mounton resident.

The old bench will be disposed of and Clerk to update the asset register.

v) Signage, Barn Lane/Buses turning, Moynes Court

Relevant officers informed – awaiting response.
Nothing to report

Vi) Progress with defibrillator – delivery, cabinet costings, CPR training.

The defibrillator cabinet has now been delivered and we are awaiting installation.
Once installed, a training session will be arranged.

Clerk to arrange for a notice to be displayed at the Village Fete asking for interested parties to volunteer for training and to register their contact details.

vii)Baileys Hay – Rubbish Collections
Resident put out 18 bags – Council only collected 2. Resident says she is able to place 5 out per fortnight. A day later, all the remaining bags were collected.
Residents feel this is a waste of tax payers’ money and all should be treated the same regarding collections.
viii) Purchase of Laptop
Clerk and Councillor Harris to visit John Lewis to make the purchase before the next meeting. It was agreed that a sum of up to £1500.00 could be spent on the purchase. Laptop to have wireless screen.
ix) Grant Applications – criteria and date for consideration.
Grant allocations to be considered quarterly.
The new Community Council Grant Application form was distributed for Councillors approval, which was unanimous. Clerk to send a copy of the form to Church Magazine for publication.
.

34/17 HIGHWAYS

• Collapsed branches on side of the road at entrance to Mathern village to be removed
• All road markings in the villages are generally disappearing and need attention.
• In April, white road markings appeared from Buftons to St Pierre. What are these for?

35/17 COUNCILLOR’S REPORTS/CLERKS REPORT
a) One Voice Wales : next meeting – October
b) Governors meeting – Dell School –
No report available.

c) Best Kept Garden Competition –
Winners are Mr and Mrs Trott from Pwllmeyric – Garden Centre Vouchers to be given and they will hold the Vaughan Hughes Cup for 1 year.

Councillor Morton was thanked for her hard work in organising
this competition. Also Cllr. Bailey for assistance given on the day.

36/17 PLANNING APPLICATIONS
a) New submissions

DC/2017/00634 – Planning Application, Wyelands House,
Proposed timber framed garden machine store

Noted: Application already Approved online. Fast Tracked.

DC/2017/00602 – Planning 3 Mounton House Cottages
Alteration of a rear window to provide French doors at the rear of the property. Retrospective approval sought for the installation of a chimney flu liner and cowls and the replacement of the rear door joinery.

No objections.

DC/2017/00816 – Planning permission – Red Roses, Mathern
Construction of a new dwelling on the existing site at Red Roses, minor modifications to existing dwelling, demolition of existing garage, outbuilding, glass house and replacement garage.

Councillors noted that the proposed new dwelling was to be in the Mathern Conservation Area. They felt that the new house, with its apparently high gable roof, could be overbearing on the existing architecturally-varied surrounding properties, but this was largely mitigated by surrounding trees which should be conserved wherever possible.
No Objections

DC/2017/00905 – Planning permission – Access at Wellhead Wood.
Repair and improvement of an existing hard standing access to the woodland. The current hard standing was overgrown and comprised compacted stone and earth (which was slippery when wet). It was only adequate for a single car, parked close to the road and required reversing onto the road to exit. Proposed development is to upgrade the ground to a hardcore base and surface, and extend the length to allow 2 cars/1 car with trailer to exit the road at a safe speed. The depth will be increased to allow cars to parallel park away from the edge to allow doors to open onto the road in a safe manner and without the need to reverse. Undergrowth to be cleared either side of the hard standing to provide visibility in both directions. The hard standing will only be used on occasional basis by a limited number of cars.

Subject to it just being for two cars only as this will make it safer

DC/2017/00693 – Planning permission – Milo, Mathern
Single storey rear extension and new dormer with pitched roof. Change existing dormers from flat to pitched roof

No Objections.

b) Decisions and appeals –
None

c) Enforcement –

• Application DC/2017/00302 – Rhewl Farm
Response from MCC Enforcement (26.6.17) to say that hedges surrounding the solar park must be maintained at a height of 3 metres but it was thought that the contractor doing the cutting may not have been aware of this.
The landowner has been reminded of this requirement.
• Border Waste Crick.
See Public Comment 31/17(i)

37/17 FINANCIAL MATTERS

101746 Stock it Ltd 24.00
101747 M J Trading (ink for printer) 170.92
101748 Merlin Waste (Dog Waste) 27.12
101749 B T – internet and phone 45.49
101750 Employers NI contribution 2016/17 177.25
101751 HMRC – Employers NU 2017 76.17
101752 Merlin Waste (Dog Waste) 40.68
101753 Wales Audit Office 193.05
101754 J Kelley 150.00

D D Pension For July – £118.69 11.07.2017
Online Payment Salary for July – £558.26 28.07.2017
Online Payment Bench Mounton – £445.86 18.07.2017
Online Payment Cabinet £474.00 20.07.2017

Monthly bank reconciliations reconciled by Councillor Jayne Harris for both July and August.

The Annual Return was presented to the Council and was approved and accepted. The two minor issues highlighted by the External Auditor (rounding up a payment by £1 and failure to date application form twice) were noted by Councillors.
Clerk to double check the form before submission next year.

The Annual Return and notice of conclusion of audit has been displayed in the Noticeboards for 14 days from 7th August 2017.

The Clerk and Chairman have been updating the Community Council Standing Orders as per recommendations by our internal auditor. These will be amended and circulated
For discussion at the next meeting.

Councillor M McHugh asked the Clerk to obtain clarification of recommended Reserves which Community Councils should hold.

38/17 CORREPONDENCE AND FORTHCOMING MEETINGS

• A response has been received from NRW re waste returns from Border Waste stating that no details have been registered with them.
NRW say they will now consider further action.
– Councillors are horrified at the lack of action by NRW as this is a legal
obligation.

• New Development Management Services – M C C. This document was circulated. Councillors noted that a new fast track Planning Application service for minor residential alterations is being introduced. MCC state that the time frame of the planning process will not change.

Citizens Advice have written to us requesting financial assistance.
Clerk was asked to send them a Grant Application form for consideration by the Community Council in October.

39/17 OTHER MATTERS FOR DISCUSSION

• Document BS 5709 Gaps Gates & Stiles now open to public comment. – Councillors noted this.

• The next Chepstow Area and Town and Community Council Cluster Meeting to be held in Chepstow Hub 6.30pm on Wednesday 20th September. A Councillor to be nominated to attend as Carole Oakes was the previous representative. – Councillor Down happy to attend. This was approved.

• A Thank You card has been received from Mrs D Harris thanking C C for her 80th Birthday card and Garden Centre vouchers.

• Councillors were asked to think about the 3 year forecast which we would review at the next meeting.

• Clerk to obtain a quote for our “Walks” leaflets to be redesigned from A5 to a smaller format. For discussion and placement into the 3 year forecast.

• Clerk was asked to contact MCC re Himalayan Balsam growing on land owned by Marriott St Pierre.

• Clerk to contact MCC Footpaths officers re 3 broken stiles – MCC job number 10866

40/17 DATE OF NEXT MEETING

The next meeting will be held on Monday 11th September 2017 at 7pm at Mathern Village Hall.

There being no further business to discuss, the meeting closed at 8.45 pm.

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

July Minutes

MATHERN COMMUNITY COUNCIL

Minutes of the Council meeting held on Monday 3rd July 2017
at Mathern Village Hall.
Present:
Councillors:

Councillors D Harris, F Sainsbury, D Merrett , C Morton, G Down and
M McHugh ( arrived at 7.35pm).

Also in attendance:

Clerk – Mrs J Kelley
1 Member of the Public
County Councillor Louise Brown
No Police representative

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

21/17 PROCEDURAL ITEMS
(i) Public Comment

A member of the public came once again to update Councillors since our last meeting on the work taking place at Border Waste, Crick: it is getting worse and reinstatement of the site is not being carried out. In the member’s opinion, the land can now never be brought back into agricultural use and ground levels are far too high and dangerous for animals to graze on. Large amounts of soil are being brought to the site and screened. It is thought that this will be sold, though it is currently still on site. The main concern is the safety of the M48 motorway users and, bearing in mind the recent tragic fire in London, the responsible legislative bodies need to take immediate action before a terrible accident happens here.
The member of the public advised that in 1960’s, when the motorway was built, the Welsh Office Highways contractors, it is assumed, used large amounts of boulders to ensure that the land next to the motorway was safe. All these have now been removed and sold by the owners, meaning that the restraining structure alongside the motorway now very unsafe.
As this site has had an Enforcement notice served on it, Councillors do not understand why a “ Stop” notice is being ignored and an injunction is not taken out again to compel the business to immediately halt the work and reinstate the land to original levels, as previously specified by the County Council.

Councillors noted that public comment lasted for 45minutes, rather than the 15 minutes stated in Standing Orders. They agreed that this should not be allowed to take place in future. Time is being currently being wasted by repeatedly covering the same ground and the meeting should complete the agenda by 9pm which is proving impossible Perhaps a smaller sub-committee needs to be formed or meetings started earlier to ensure they do not run past 9 pm.

ii) Visit by Community Police

No Police presence
19/6/17 – Report of a drive off without paying for fuel from Pwllmeyric petrol station .
20/6/17 – Report of a two vehicle RTC near to the New Inn pub. A vehicle waiting to exit from the main Mathern junction pulled out and hit another vehicle coming from the Garden centre direction. All parties were unhurt except for a young passenger who was taken to hospital with a bumped head as a precaution.
28/6/17 – Report of approx. 200 youths meeting up and congregating in the long field between Mounton and Pwllmeyric . This was an end of school gathering. Officers attended and eventually moved persons on. The farmer was updated with what had happened as there was an amount of litter left behind.
Please remain vigilant and report any suspicious activity/crime at the time via either 101 or 999 if you deem it an emergency
(iii) Apologies for absence

Councillors Ovenden, Jayne Harris and N Bailey

(iv) Declarations of Personal or Pecuniary Interest:

None

(v) Minutes of previous meetings
Minutes of the meeting held on 12th June 2017 were read and agreed as true records.
There were no matters arising.

Minutes to be displayed on the website.

22/17 COUNTY COUNCILLOR’S REPORT

County Councillor Louise Brown reported that she had been on further training – Corporate Parenting. The training covered County Councillors’ responsibilities towards children looked after by the Council. Louise was told at the training that the Council wanted to directly recruit more Monmouthshire Foster Carers and hoped that anyone interested would contact Monmouthshire County Council (MCC) about it.
The Lower Wye Area Committee has a meeting on the 20 September 2017 at 10am at St Arvans Village Hall. The Head of Operations for the Health Board is expected to attend, with the focus of discussion being on health facilities in Chepstow and surrounding area. Members of the public are very welcome to attend.

23/17 PROGRESS REPORT ON ACTIONS FROM LAST MEETING

(i) Speed volunteer – Response from PCSO A. Jones re. volunteer details
Forwarded via Councillor Down

Reminder sent to PCSO Jones. Programme to be started from scratch as list of volunteers is now out of date.
Clerk to place advert on noticeboards and on our Website.

ii) Progress re new road markings on A48

Councillor Down has contact Paul Keeble (MCC Highways) re. start date for commencement of work. Awaiting response.

iii) What’s On” Leaflet – including advert re community benefit requests.

Councillor Down advised that this leaflet has now been delivered to him and he hopes it will be distributed shortly.

iv) New Bench Mounton Village

Awaiting confirmation of size of bench to be ordered.
Councillor Ovenden and Councillor McHugh to liaise.

v) Signage, Barn Lane/Buses Turning, Moynes Court

Relevant officers informed – awaiting response.
Councillor Down to chase.

vi) Work to Benches – Park and Churchyard, Mathern

Clive Jones has agreed to carry out the relevant work on these benches.
Matter closed.

vii) Grass cutting – Mathern Crescent

M C C advised that they cut this at least 12 times a year from March to September.
Councillors thought that this is sufficient.

Viii) Progress with defibrillator – delivery, cabinet costings, CPR and training in use of the apparatus.

The defibrillator has now been delivered together with the CPR training kit.
It was agreed to purchase the lockable cabinet at a cost of £395.00 Clerk to order this.
Councillor D Harris to obtain a quote for an electrician to fit this once received.

ix) Receipt of footpaths maps from M C C
These were distributed to Councillors who had requested them.
Clerk to hold remaining.

x) Baileys Hay – Rubbish Collections
In relation to concerns about the amount of waste being left at a house in Baileys Hay, County Cllr Brown has been told that education officers are expected to attend the address. She is waiting to hear from Michael Richardson, Educational Health Officer from the County Council, who has agreed to co-ordinate concerns.

xi) Reply – Mathern Day Nursery
Mrs Gore replied to our letter stating that she would insert a paragraph in her next parent newsletter asking for care to be given by parents when driving and parking in Mathern.

24/17 HIGHWAYS

Overhanging ivy in Barn Lane has been reported, reference – MCC 025180
Blocked drains in Pwllmeyric reported – MCC 025161

Drains in Mathern below motorway bridge need to clearing.

25/17 COUNCILLOR’S REPORTS/CLERKS REPORT
a) One Voice Wales : next meeting – July.
Councillor Sainsbury to attend. 13th July 7pm sessions House Usk
b) Governors meeting – Dell School –
No report available.
c) Best Kept Garden Competition – Entry GAVO Best Kept Village
Councillors Morton and Bailey to liaise with the judge to arrange a suitable date in July for judging the competition.

GAVO judging can take place any time in June. Results in October.

26/17 PLANNING APPLICATIONS
a) New submissions

DC/2017/00603 – 3 Mounton House Cottages – LBC
Alteration of a rear window to provide French doors at the rear of the property. Retrospective approval sought for the installation of a chimney flu liner and cowls and the replacement of the rear door joinery. No Objection

DC/2017/00605 – 1 Mounton House Cottages – LBC
Alteration of a window to incorporate French doors to rear of property, installation of a shower room with WC at first floor level with the addition of a roof light above. Alternation of internal stud walls at ground floor and retrospective approval for the installation of a chimney flu liner, pot and cowl for wood burning stove. No Objection.

b) Decisions and appeals –

Regarding the application for New Inn DC/2017/00302, delegated panel met on Friday 30th June. No decision has been made as yet.

c) Enforcement – Border Waste site, Crick

County Cllr. Brown reported that MCC’s Chief Executive has emailed both the Welsh Government Minister for Highways and the Chief Executive of National Resources Wales (NRW), asking for a meeting with a nominated senior official in relation to the above.

27/17 FINANCIAL MATTERS

101738 Andrea Fry and Co 350.00
101739 PAYE 144.54
101740 K C Jones – Benches 228.41
101741 Postage/Stamps 8.36
101742 Merlin Waste 27.12
101743 Chepstow Garden Centre 25.00

DD Smart Pension £118.69
Online Salary June 2017 £550.66

Monthly bank reconciliations not available. This to be completed at the August meeting.

Clerk circulated the internal auditors report and the implementation of all recommendations made in it were unanimously approved.

Points arising from report:

Regarding the overpayment of Clerks salary of £ 87.93, this was noted and all agreed that it should not be repaid.

Regarding Item B – Clerk and Chairman to review the Community Council’s Standing Orders and report back to the August meeting with updated copies, time permitting. Alternatively, September meeting.

Due to Clerks salary now being paid at the end of each month and meetings held on the 2nd Monday each month, it was resolved that a pink paper would be submitted for previous month salary. This to be placed with the Minutes of the appropriate meeting. Also that the online Banking transaction page would be initialled and checked at the subsequent meeting.

The Clerk confirmed that the annual accounts have now been sent to the External Auditor.

Review of possible grant payments 2017/2018 –
A letter has been received from Cruse Bereavement Care requesting a donation.
After a lengthy discussion, it was unanimously agreed that an advert be placed in the Church magazine and on our website site inviting applications for grants for 2017/2018. Councillors do not wish to continue giving ad hoc grants without receiving applications. This will need to be written into our Standing Orders for future use. The criterion for a successful grant application would be that local residents would benefit either locally around the villages or in a South-East Wales-based context.

Laptop still to be purchased.

28/17 CORREPONDENCE AND FORTHCOMING MEETINGS

List of forthcoming training sessions run by O V W were circulated:
Financial Training, Module 21, Bridgend 15th November 2017

Andrea Fry, our internal auditor, to attend a meeting to help Councillors with next year’s Budgets etc. Clerk to invite her to our November meeting.

The MCC Lower Wye Valley Area meeting update attached for Councillors Information.

29/17 OTHER MATTERS FOR DISCUSSION

A letter has been received from MCC Planning re the planting at Rhewl Farm Solar Farm, Shirenewton. The Landscape Implementation condition requires the planting is completed in the first planting season following completion of the development.
Enforcements are checking that this condition has been adhered to.

The Clerk had received an email re. road closure for Mathern village fete – Clerk to respond and advise that the organisers must apply to MCC for a road closure themselves. Also a request to use the Crescent on Fete day for Band and fete parade – Clerk to advise that the Community Council does not have any authority over the use of the Crescent.

Coffee morning to be booked for 28th October – however the Clerk will be unable to attend due to prior commitments.

Clerk was asked to purchase an 80th Birthday card and £25.00 Garden centre voucher for Mrs Dorothy Harris. This is in recognition for her help with catering at coffee mornings.

30/17 DATE OF NEXT MEETING

The next meeting will be held on Monday 14th August 2017 at 7pm at Mathern
Village Hall.
There being no further business to discuss, the meeting closed at 10.00 pm.

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

June 2017

MATHERN COMMUNITY COUNCIL

Minutes of the Council meeting held on Monday 12th June 2017
at Mathern Village Hall.
Present:
Councillors:

C Ovenden Chairman
Councillors D Harris, F Sainsbury, D Merrett ,J Harris, N Bailey, C Morton,
M McHugh, and G Down.

Also in attendance:

Clerk – Mrs J Kelley
3 Member of the Public
County Councillor Louise Brown
No Police representative

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

11/17 PROCEDURAL ITEMS
(i) Public Comment

A local resident came to advise that, since our last meeting, Border Waste at Crick are actively bringing soil onto the land and screening it ready to be moved off site. Large boulders are being used as a retaining wall. The member is very concerned about the safety of road users on the M48 motorway as material which is being used is not suitable and a land slide on to the carriageway with fatal results could so easily happen.

“County Councillor Brown was told that Welsh Government highways officials had only expressed concern about the fence/barrier but thought that the response needed looking into further. Cllr Brown explained how she had been working on this issue as a County Councillor in the short time since being elected. Cllr Brown had seen the Leader of the Council who had agreed that a meeting with the Chief Executive and representatives of NRW and Welsh Government Representatives should be pursued.”

A second local resident came to introduce herself as the new joint owner of The New Inn. She explained the planning application – on which we had submitted objections last month, May 2017.
In addition to the plans already submitted, the owners are considering re-siting the vehicle entrance to the car park and also erecting mirrors on the A48 to make visibility better for cars leaving the car park to join the A48. She advised that maximum event size would be 150 people with parking spaces for 35 vehicles.

ii) Visit by Community Police

No Police presence
Report Below

Ward Report Sheet
Ward Mathern Community Council
14/5/17 to 12/6/17 Month May 2017 to June 2017
Crimes

16/5/17 – Report of a break in at outbuildings on a farm in Mounton. A Honda quad bike, welding equipment and power tools were amongst the items taken.
21/5/17 – Report of a break in at the farm shop at Chepstow Garden Centre. Access was gained via the roof and walls were broken through to get to the safe. A large amount of cash was then taken from inside.
25/5/17 – Several reports of a red car on fire near the New Inn on the A48. An electrical fault had caused this.
10/6/17 – Report of a 1 vehicle non injury RTC near to Pwllmeyric Garage. The vehicle had driven through water , skidded and ended up in a field .

(iii) Apologies for absence

There were none

(iv) Declarations of Personal or Pecuniary Interest:

County Councillor Brown (Planning)

(v) Minutes of previous meetings
Minutes of the meeting held on 8th May 2017 were read and agreed as true records.
There were no matters arising.

Minutes to be displayed on the website.

12/17 COUNTY COUNCILLOR’S REPORT

County Councillor Brown reported that she had been appointed to County Council Committees as follows: Planning, Children and Young People Select Committee and Adult Select Committee as well as an MCC authority representative for the South Wales Fire and Rescue Service Authority which itself has a number of committees. Louise will also be attending Lower Wye Area Committee meetings.
As a new County Councillor, she has attended training for planning, as well as the scrutiny committees. New County Councillors have also been told about alternative service delivery vehicles being looked at by the Council including wholly owned Council companies and charitable trusts.
In view of the concerns about speeding/speed limit on the A48, Cllr Brown has had a meeting in the local area with Paul Keeble from MCC Highways. This highlighted local concerns which were again reinforced to Mr Keeble by Cllr Brown following an email from yet another concerned resident.
13/17 PROGRESS REPORT ON ACTIONS FROM LAST MEETING

(i) Speed volunteer – Progress meeting

Councillor Down has passed volunteers’ details to PCSO Andy Jones –
The list may now be out of date as the matter has been ongoing for some time. This is due to the police latterly taking authority over the project.

ii) To discuss progress on Community Benefit Agreement from Rhewl Farm – Solar Farm Development

£1000.00 Payment received re Rhewl Solar Farm 16th May 2017. (see 13/17 (xi) )

iii) Progress re speed limit A48

Councillor Down has contact Paul Keeble (MCC Highways) re. start date for commencement of work. Awaiting response.

iv) What’s On” Leaflet

Councillor Down advised that this document has now been delivered and he hopes it will be distributed shortly.

v) Progress re. Application for defibrillator via Chepstow Lions.

Funding has been agreed and a cheque for £600, which is a donation to us from Chepstow Lions Club, has been sent to the British Heart Foundation.
Clerk to write to Chepstow Lions to thank them for this donation.

Once the defibrillator is received, Councillors to liaise with Millers Arms re. its erection. A cabinet needs to be purchased and fixed to the outside wall of the Millers. Clerk to obtain quotes for this.

Training to be arranged for villagers. For this, 10 inflatable manikins and other training kit are due to be delivered shortly. Chepstow Lions will liaise with a First Responder to arrange the training.

vi) Replacement stiles/kissing gates – response from MCC and landowners.

M C C Countryside officers have reported that they have spoken to landowners and are planning to replace the relevant gates with metal ones.
(N.B. Community Councillors noted that, in several cases, it was the support posts rather than the kissing gates which needed replacing.)
Community Council to monitor that this work is completed.

vii) New Bench – Mounton Village

A “Classic” bench in brown was chosen and a delivery site in Mounton agreed.
Clerk will order when it is decided if any other new benches are required within the community.
Cost of the bench is £369.12 excl. VAT.

viii) Signage, Barn Lane/Buses Turning Moynes Court

Relevant officers informed – awaiting response.

ix) Social Media policy

It was decided that we would not adopt this policy. We do not wish to use Social Media for Community Council business.
Review this in two years.

x) Consideration of New Benches Park and Churchyard Mathern

Both benches need to be rubbed down and painted.
Clerk to contact C Jones to see if he can undertake this work.

xi) Community Benefit funding – £1000.00 received re. Rhewl Solar Farm

It was agreed that an advert should be placed in the new What’s On leaflet to advise that the benefit has now been received and that it is payable annually for 20 years. Suitable schemes for the Community Council to consider should be made to the Clerk for discussion at the next meeting.

xii) Response from Footpaths Officers re update of Maps.

Maps have now been received – Clerk to request two more – and also a supply of smaller ones.

xiii) Response from Portskewett CC re any community benefit from MCC solar farm at Crick/Caldicot

No benefit was put in place with Portskewett C C by MCC before this project was approved.

14/17 HIGHWAYS

Drains are fully blocked with silt/mud at Pwllmeyric.
The “Give Way” road markings through Pwllmeyric, especially at the junction of Brynderwen Lane (Mounton House) and the A48 are non-existent adding to the potential for accidents on the junction. Road markings from Badgers Meadow are also very faded.

The pavement beside the A48 between the top end of Pwllmeyric and Chepstow is becoming difficult to navigate in places due to overhanging trees.
The speed restriction sign at the top of Pwllmeyric Hill just beyond the veterinary surgery has been turned and is not visible. The similar sign in the lane at Trellenny is faded and cannot be read.

15/17 COUNCILLOR’S REPORTS/CLERKS REPORT
a) One Voice Wales : next meeting – July.
Councillor Down to attend.
b) Governors meeting – Dell School –
The Chair of the Governors has confirmed that Mathern’s formal seat on the Board started in January 2015, to last for 4 years. Mathern C C could now deal with the resignation of ex-Community Councillor Carole Oakes by electing another Mathern Councillor for the remaining time, if they wished, or rotate the seat back to St Arvans.
However, Councillors resolved that Carole Oakes would remain as governor until end of the 4 year term as she had offered to do. She will report back to the Community Council after each Governor’s meeting. In 2019, our seat will pass on to St Arvans CC.

c) Best Kept Garden Competition – Entry GAVO Best Kept Village
Councillors Morton and Bailey to liaise with the judge to arrange a suitable date in July for judging the competition.

GAVO judging can take place any time in June. Results in October.

16/17 PLANNING APPLICATIONS
a) New submissions

None

b) Decisions and appeals –

E mailed received from MCC – I refer to your council’s objection dated the 15th May, can you please ask your members of the community council if anyone would like to speak against the proposal in full planning committee on the 4th July? If there is no one who wants to speak, rather than the application going to committee it will go to a delegation panel site meeting instead – time to be confirmed, which is more informal and your members are also invited to attend this and can speak against the proposal to the members of the delegated panel on site.

After a vote, it was decided that a delegated panel site meeting would be preferred. Clerk to contact David Wong to advise this. Date to be confirmed. Councillor Harris to attend this meeting if on a convenient date.

c) Enforcement – Border Waste site, Crick

Letters issued 26th May 2017. So far no replies from MCC other than to say they are awaiting NRW response.

• A meeting with Paul Matthews, Chief Executive MCC, Chief Executive of NRW, Head of Council – P Fox and Head of Planning, Mark Hands to be arranged. Also a Welsh Assembly representative to be invited. Councillor Harris to represent both the Community Council and the residents of Crick.

17/17 FINANCIAL MATTERS

101730 Information Commissioner 35.00
101731 M J Trading 21.06
101732 Merlin Waste 27.12
101733 Postage / Stationery 18.42
101734 Telephone / internet 43.49
101735 Work War Memorial – replace boards 172.58
101736 W Bentley – Tree Cutting 325.00
101737 W Bentley – Hedges and Verges 300.00

Monthly bank reconciliations signed and agreed by Councillor Martin McHugh.

Review possible grant payments 2017/2018 – Carried forward to next meeting.

Review of budget to spending, March 2017 – June 2017:
Budgets reviewed and spending to budget accepted by Councillors.

Grant allocations to be agreed at the next meeting.

Pending costs:
Defibrillator – cabinet to be purchased. Installation costs.
Laptop for Clerk. This may cost more than the £600.00 available in the Reserves.

NB.The purchase of a new laptop and subsequent cost of an increased financial package to run two computer systems will incur an additional cost of £25.00 for this part-year, with this sum increasing for next year.

Clerk to circulate dates for financial/ budgeting training for all Community Councillors, as recommended by internal auditor.

18/17 CORREPONDENCE AND FORTHCOMING MEETINGS

Give Dog Fouling the Red Card meeting, 25/5/17.
Minutes were distributed. Councillors noted that they were happy with reduced dog fouling throughout our community since bins have been installed. Any enforcement issues would be sent to MCC for them to deal with. The Community Council would not be issuing warning letters to individuals who allow their dogs to foul. Councillors agreed that this was the responsibility of the County Council.

Mathern Day nursery has replied to our letter in April.
Clerk to respond noting Mrs Gore’s comments and reiterating that the Community Council were passing on comments made to it at its April coffee morning.

Black Bags – Baileys Hay Mathern
A resident in Bailey’s Hay is leaving out 6 bags per week for collection. MCC have been collecting these as a “one off” favour. County Councillor Brown to liaise with MCC Educational Officer to try and work with the resident so that she cooperates with the “2 bags each fortnight” rule.
MCC to collect on a temporary basis until issue resolved.

19/17 OTHER MATTERS FOR DISCUSSION

Grass cutting, the Crescent, Mathern
A map has been received from MCC outlining the areas which they currently mow 12/14 times a year weather permitting. The map is incorrect as it shows they mow Baileys’s Hay – St Tewdrics Place. Clerk to ask for correct details and discuss at next meeting.

Councillors Morton and Bailey to collect Walks leaflets from Councillor Ovenden for local distribution.

Matters to be added to the 3 year forecast:
Walks leaflet reprint 2018
Painting the railings –War Memorial
Benches to be restained: Mathern village – War Memorial – The Crescent.

20/17 DATE OF NEXT MEETING

PLEASE NOTE CHANGE OF DATE FOR JULY MEETING. 1ST MONDAY.
The next meeting will be held on Monday 3rd July 2017 at 7pm at Mathern Village Hall.
There being no further business to discuss, the meeting closed at 10.00 pm.

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