Minutes

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……………….

June 2016

MATHERN COMMUNITY COUNCIL        

 

Minutes of the Council meeting held on Monday 13TH June 2016

at 7.00 pm

at Mathern Village Hall.

Present:

          Councillors:           D Harris  (ViceChair)        C Oakes         C Morton

F Sainsbury                           N Bailey         D Merrett

 

 

Also in attendance:

Clerk – Mrs J Kelley

1 member of the public

County Councillor Down

 

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

 

 

11/16 PROCEDURAL ITEMS

(i) Public Comment

 

A resident reported that at the site of Border Waste top soil was being graded and sold and being replaced with clay with a layer of top soil on top to disguise.  As this land is adjacent to the Motorway this was very dangerous

As this could cause a landslip onto the Motorway.  Both the environment and the public are being put in danger by the unauthorized work being carried out.

 

The Community Council has been informed by MCC that the enforcement notice has been hand delivered to the owner of Border Waste and that he has until 19th June 2016 to appeal again the enforcement.   If no appeal is lodged he legally cannot remove any material from the site.

 

(ii) Police Report

 

There were 2 separate shoplifting incidents at Chepstow Garden Centre, involving the same male.

There was a report of a lorry being stuck in Haysgate Lane.

A drive off was reported from the Murco garage at Pwllmeyric.

 

No police presence.  We have requested that an officer attends the next meeting.

 

Representation was made by residents of  the Crescent re a vehicle continuing to park on the pavement causing an obstruction.

Clerk to write to the resident advising this and confirming that this isn’t a CC issue \and if residents wanted to report this directly to the police on 101 they should do so.

 

 

 

(iii)  Apologies for absence

Apologies were received and accepted from Councillor C Ovenden , Jayne Harris and Martin McHugh.

 

(iv)  Declarations of Personal or Pecuniary Interest. There were none.

 

Councillors Harris and Merrett MMVB Councillor Sainsbury Trustee of a field entering the village.

 

 (v)  Minutes of previous meetings

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

There were no matters arising.

 

 

12/16   COUNTY COUNCILLOR’S REPORT

 

Standards committee guidance for Community Councils has been drafted and is due to be approved shortly.

 

The M4 relief road Welsh Government are supporting the Black route proposal.

 

Following elections is May the local government want reform however the previously proposed 24 councils reducing to 8 has been declined.  Local Government have been asked to come up with proposals.

 

Istadford is in Abergavenny at the End of July. Work is being conducted at the site in Castlemeadows which currently remains open however over the weeks when construction nears completion the area will be closed to public until  the event.

 

Lower Wye Valley Committee meet on Wednesday 15th at 10 am. Local organizations are invited to apply for grants.

 

Following the retirement of the MCC solicitor back in June last year a replacement has now been found.  Also a New Head of Finance has been approved

 

13/16 PROGRESS REPORT ON ACTIONS FROM LAST MEETING

 

(i)   CPR training

Training booked for Monday 27th June at 6.30. Take up is very slow so far only 3 people have booked places.  This to be review on the 20th June if no more than 8 have shown an interest event to be cancelled.

  •  Community Speed Watch progress

 

 

County Councillor Down reported that a change of responsibility in the police has meant that he has been unable to organize a meeting with local volunteers.

Inspector Bull now takes responsibility for this and a meeting is hoped to be organized as soon as possible.

 

 

 

 

iii)      Bus shelter repairs

Side glass now replaced with UPVC. Invoice has been paid £550.00

 

  1. War Memorial Garden –

Work to commence within the next few weeks.

 

 

  • Work to telephone box.

 

.

Councillor Merrett to arrange. All paint etc has been purchased.

 

  • Tree planting for Queens 90th Birthday – Mathern Brownies

 

 

A Copper Beech to be purchased.  Councillor Merrett to contact Garden Centre re this purchase and a local contractor to lift the root on the Crescent and leave a hole for the tree to be planted by the local Brownies.

 

  1. Circulation of walks leaflets and agreed distribution between Councillors.

PPL have collected walks leaflets. They will distribute on our behalf Invoice of £175.50 to be paid.

 

    1. “Whats On” LeafletCounty Councillor Down hopes that this will be published by the end of the Month.  It is hoped to produce the leaflet ever quarter.
  • Possible siting in village of an environmental air quality machine.

 

This was considered in great depth.  A resident had suggested this as the Village of Mathern is being used as a rat run and he worries about the environmental impact this is having.   Councillors felt that

Due to the size of the Monitoring machine that the unsightly appearance would be of detrimental impact on the village.

It was also noted that if Barn Lane was to become one way this could make some drivers use the lane at speed causing more accidents than at present.

It was noted that although the road in unrestricted the Law says that you must drive safely for the conditions of the road.

 

  • Broken Fence at Old Moynes Court Lane

 

Councillors noted that this fence had been removed.

 

  • Clearing away Willow branches Brook Mathern

 

    1. Councillors to investigate hiring a contractor to remove the branches which are in the Brook, as long as the cost was less than £500.  Authorization was agreed for this work to be carried out.
  • Price for Road Sweeper Mathern in BloomThe three villages are cleaned once a year by MCC.  Councillors asked the Clerk to obtain further quote from other Companies as they would like to have the Villages cleaned more that the once.  

 

  1.  
  2.  
  3. Agenda for Next Meeting.
  4. MCC have confirmed that to hire their sweeper it is £340 plus vat for the large sweeper for one day.  The small sweeper it is £41. Per hour.

 

14/16 HIGHWAYS

 

  • The matter of dropped kerbs was discussed following a lady falling by the Sluice on Saturday.  County Councillor Down to enquire re dropped kerbs at the Sluice/Step a Side/Barn Lane
  • Use of Edging Machine by the sluice to ensure that pavement edge is clearly defined

 

15/16 COUNCILLOR’S REPORTS/CLERKS REPORT

  1. One Voice Wales –   No items to discuss.
  2. Gwent Association of Voluntary Services (GAVO) Best Kept Village   The Community Council Best Garden Competition as seen fromn the road way to be judged on Monday 11th July. Councillors Bailey and Morton to undertake this.
  3. Competition – Judging will take place during June.
  4. Governors meeting – Dell School

.     Councillor Oakes told the Meeting that the school was suffering from a finance issue with funding being cut, as a minimum amount of children were eligible for free meals,(this being the indicator used by local government)

  1. Risk Assessments

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

 

During this year a detailed Asset Log to be produced.

 

16/16  PLANNING APPLICATIONS

  1. a) New submissions

DC/2016/00288 – Greystones Pwllmeyric – construction of a single story orangery type conservatory – No Objections

 

  1. b) Decisions and appeals – none

 

Windturbine Palace Farm still at appeal stage. It was noted that Mathern CC had not received any letter regarding this appeal.  County  Councillor Down to chase this.

 

  • Enforcement  –

 

 

Update on Border Waste Management (see Public Participation).

 

Councillors fully agreed with the local residents that this site was causing a great danger to the Motorway.  Councillor Harris to check with MCC after 19th June if an appeal has been lodged with them.

17/16  FINANCIAL MATTERS

 

Council resolved to make all payments as listed plus

 

101611 35.00 I C O
101612 20.70 Travel Training
101613 550.00 Doorways windows (bus shelter)
101614 43.05 J Kelley Back Pay
101615 15.19 Paye
101616 542.01 Salary
101617 136.59 Paye
101618 175.50 PPL
101619 36.00 Stock It Ltd (IT Cost)
101620   Merlin Waste (Dog Waste Collection)
101621 29.99 Memory stick
101622 40.49 Internet/Telephone
101623 100.00 MCC – Donation Library summer reading
101624 100.00 Chepstow Pastors
101626 100.00 Citizens Advice
101627 100.00 Mathern Brownies

 

Clerk has prepared the annual accounts. These are now with the internal auditor before sending on to external auditor with relevant details which the external auditor now require.   These need to be with external auditor by 30th June 2016.

 

Council resolved to adopt the following statement – We acknowledge as members of the Council our responsibility for ensuring that there is a sound system of internal control, including the preparation of the accounting statement for the year ended March 2016.

 

Details of salary increase have been received by the clerk from Society of Local Clerks the relevant increase will be made from April 2016 – Clerk now on Spinal 27.

 

Possible Grants for 2016/2017 – Budget £1406.00 plus any earmarked reserves can be used of Councillors agree for a transfer to Grants.

 

  • Mathern Brownies                         £100.00
  • Chepstow Street Pastors          £100.00
  • Citizens Advice                               £100.00
  • MCC Summer Reading                £100.00
  • Clerk to book one road sweep as donation to MMMVB and then remaining up to £500.00 to be given in a cheque.
  • County Councillor Down to investigate if a grant can be given to the Dell School PTA Amount to be finalised.

 

 

Clerk has reported Councillors allowances for 2015/16 only two items to appear both travel expenses of 13.50 to Councillors Ovenden and Morton for training carried out at Usk .

 

18/16CORREPONDENCE AND FORTHCOMING MEETINGS

 

Report from the Clerk re Pensions Training with Pensions Regulator in Cwmbran.

 

All Councillors were given an Are you Ready Auto Enrolment booklet which was handed out at the training in Cwmbran.

The Clerk is investigating if she can join the Greater Gwent Pension Scheme before a decision is made to pay for Auto Enrolment to assist us with setting up a pension scheme.   Agenda for next meeting.

 

 

 

Update from Councillor Oakes re A466 meeting held in Chepstow.

 

 Councillor Oakes confirmed that that Welsh Office is well aware that there is a major problem with this road.  They promised to temporarily close on side of the laybys to see what difference with created.  This had so far not been carried out.  Also visual aids showing car accidents were to be erected at the side of the road.

 

19/16  OTHER MATTERS FOR DISCUSSION

 

Diary Dates Village Fete 3rd September 2016

 

 

 

Elections Thursday 23th June EU Referendum

 

 

 

Attached Meeting dates for 2016/2017

 

A Councillors asked who had rotivated the land near the entrance to Mathern Sign, and what would be planted there.    He advised that this verge was not owned by the Council and the Trustees of the land had not been asked if the ground could be rotivated – by doing this it is hard for the land owners to cut their hedges.

Advised that wild seeds were to be sown.  Representatives to advise MMMVB that this was not MCC land and that no future work to be undertaken without the land owner’s authority.

 

Councillors personal and pecuniary interest was noted.

 

 

A Councillor also advised MMMVB that an Elm tree was growing in the very at the entrance to Barn Lane and this should be removed.

 

A Councillor advised the committee to look at a website Plant life for further details of wild seed planting.

 

20/16  DATE OF NEXT MEETING

The next meeting will be held on Monday 11th July 2016 at 7pm at Mathern Village Hall.

 

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

 

 

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

May Minutes 2016

MATHERN COMMUNITY COUNCIL     

 

Minutes of the Council meeting held on Monday 9th May 2016

at 7.00 pm

at Mathern Village Hall.

Present:

            Councillors:             C Ovenden (Chair)     C Oakes          C Morton

F Sainsbury                 J Harris           N Bailey

M McHugh                  D Harris

 

Also in attendance:

Clerk – Mrs J Kelley

2 member of the public

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

 

Election of Officers 2016/2017

  1. A) Chairman  – Nominated –  Carolyn Ovenden. Position Accepted.
  2. B) Vice Chairman – Nominated – David Harris. Position Accepted.
  1. To fix the dates and times of ordinary meetings of the council for the ensuing year.   –  All agreed to continue with the second Monday of the month at 7 pm.

 

 

01/16   PROCEDURAL ITEMS

(i) Public Comment

 

A member of the public felt very strongly that the speed of traffic through Mathern village was causing environmental problems and he requested that an environmental monitor be placed in the centre of the village.  He also felt that the Community Council should lobby for a 20 mph speed limited here and that Barn Lane be made one way, with traffic only being able to travel down the lane from Bulwark.

 

A member of the public wanted to report that a large amount of clay material has again been tipped very close to the M48 motorway by Border Waste at Crick.  He is extremely concerned that slippage here is an accident waiting to happen.  As yet,

M C C has not issued another Enforcement notice as they have experienced problems in producing a Welsh language version.    The site has no Planning Permission to remove stone and the owner should be reinstating the land back to its original state by 31.03.2016. There is no sign of this being done.

 

Mathern C C to draft a letter to Chief executive of M C C asking for a review of the handling of this case. 

Clerk to also ask County Councillor Down for an update of the agreed high level meeting he was to arrange in February.

 

 

 

(ii) Police Report

 

10/04 – report of fly tipping in the lane opposite The New Inn, Pwllmeyric. There was a white transit van seen in the area, but the caller did not see them actually leave the rubbish. MCC have been informed.

09/05 – report from the Garden Centre, that on the 1st May, candles were stolen, but it was reported today as the suspect returned to the location

 

 

The matter of traffic speeding through the village and drivers ignoring the signage through the traffic calming to be reported to the police once again. Clerk to ask that a representative from the Police attend our next meeting.

Councillors also wish to be updated re. vehicles attending the day nursery. This follows a previous complaint that parents’ cars were being driven dangerously through the village.

 

Clerk to also contact County Councillor Down to find out the date of the Volunteer Speed Watch meeting as it is apparent that speeding traffic through both Pwllmeyric and Mathern is a very real problem.

 

(iii)  Apologies for absence

Apologies were received and accepted from Councillor D Merrett.

 

(iv)  Declarations of Personal or Pecuniary Interest. There were none.

 

 (v)  Minutes of previous meetings

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

There were no matters arising.

 

 

02/16 COUNTY COUNCILLOR’S REPORT

 

In the absence of County Councillor Down, no report available

 

Clerk to email him for a report.

 

 

03/16 PROGRESS REPORT ON ACTIONS FROM LAST MEETING

 

(i)      CPR training

Suggested date (via trainer) is Monday 27th June at 6.30. This was agreed and Clerk to advertise the event.

A maximum of 12 people can be accommodated.

 

  • Community Speed Watch progress

 

Clerk to Email County Councillor Down re progress with this.  Councillors hope that a suitable date has been agreed so that the scheme can get up and running.

 

iii)      Bus shelter repairs

Clerk to contact Caldicot Glazing and Doorways Glazing of Caldicot to arrange for a quote to replace the sides of Mathern bus shelter with UPVC.

One quote received from Doorways windows for £450.00

It was agreed that the Clerk should check that the material used is toughened and, if so, to accept the quote from Doorways and arrange for work to start.

 

  1. War Memorial Garden –  quote for work.

Quote has been agreed at £170.00. Work to start imminently

 

 

  • Work to telephone box.

 

.

Councillor Merrett to arrange. All paint etc has been purchased.

 

  • Tree planting for Queens 90th Birthday – Mathern Brownies

 

Clerk to check with Cllr. Merrett re discussion with John Wood on type of tree to be purchased.

 

  1. Circulation of walks leaflets and agreed distribution between Councillors.

Walks leaflets were circulated to all Councillors for distribution locally.

Clerk to contact PPL to ask them to distribute more leaflets within the wider area.

 

  1. “Whats On” Leaflet

Clerk to contact County Coucillor G Down to ask when the next edition is due and to ask if we can help with any material needed for the magazine.

 

  1.  Response from MCC re land behind Mr. Mike Edward’s House.

This is not a CC matter. Clerk to ask County Councillor Down to respond to Mr. Edwards

 

04/16 HIGHWAYS

Drains – Pwllmeyric and Mathern (lower end) need clearing.

 

 

 

05/16 COUNCILLOR’S REPORTS/CLERKS REPORT

  1. One Voice Wales –   Clerk and Councillor Ovenden to attend training on new Pension regulations.
  2. Gwent Association of Voluntary Services (GAVO) Best Kept Village   She will ask for The Dene, Mounton not to be judged as it is currently being renovated.
  3. Competition – Clerk has submitted our applications for this competition to GAVO.
  4.  Governors meeting – Dell School

.           No meetings have been held.  Next one on 11th May 2016

  1. Clerk received completed Risk Assessment forms for 2016 from Councillors Ovenden and McHugh.  Awaiting forms from Councillor Harris.

 

06/16  PLANNING APPLICATIONS

  1. a) New submissions

 

DC/2016/00381 – Planning permission: The Barnets, Mounton –

Refurbishments – new double garage and rear single story extension. – No Objections

 

DC/2016/00452 – Discharge of condition 3 (arboricultural survey)

and 4 (levels and sections) of planning permission DC/2016/00458 – No Objections

 

 

  1. b) Decisions and appeals – none

 

  • Enforcement  –

 

 

Update on Border Waste Management (see Public Participation).

 

07/16  FINANCIAL MATTERS

Council resolved to make all payments as listed.

 

April/May

 

101600 20.70 M J Trading
101601 329.41 Zurich Insurance
101602 40.49 Telephone/internet
101603 100.00 MCC (Dog Fouling Bin)
101604 14.28 Postage
101605 514.88 Salary
101606 128.80 Paye
101607 31.70 M J Trading
101608 30.00 O VW
101609 23.40 Travel C Ovenden Training
101610 40.49 Internet/Telephone

 

 

 

 

Clerk has prepared the annual accounts. These to be sent to internal auditor before sending on to external auditor.

 

Renewal of Insurance, Zurich Municipal – £329.41. – Due 31.5.2016 – Agreed to be paid.

 

Possible Grants for 2016/2017 – This to be agenda-ed for the next meeting.

 

Possible purchase of items for Wales in Bloom – matter resolved by member of MMPVB Committee.

 

Outstanding:

Emptying of dog waste bins – still no invoice received.

Supply of a community defibrillator.

Possible new bench for Mounton village

Contingency monies for routine work on hedges/gullies and verges areas which MCC may require the Community Council to fund.

 

 

08/16CORRESPONDENCE AND FORTHCOMING MEETINGS

 

Course – 18th May– Getting to grips with New Pensions Legislation and Responsibility placed on Local Councils – Cwmbran. Councillor C Ovenden and Jane Kelley to attend. 

 

A466 Wye Valley Link Road Safety meeting 11th May at the Gatehouse, Chepstow. Councillor C Oakes to attend.

 

Raising Awareness Day (dog fouling) – 19th May

 

 

9/16  OTHER MATTERS FOR DISCUSSION

 

Litter around the three villages

Public comments re. poor state of fence, rear of Mathern Village Hall. This is not a CC matter and should be reported directly to the land owner by the public.

 

Date for Diary      –    Village Fete 3rd September 2016. Noted.

 

Clerk was asked to contact MCC Highways to ask how much a road sweep through the three villages would cost prior to Britain in Bloom judging.

 

Brook at entrance to Mathern – Clerk to contact National Resources for Wales re debris in the brook which needs to clearing.

 

Land at old entrance to Moynes Court – it was noted that the fence here is broken.  Not CC property so land owners should be informed.

 

Clerk to chase MCC re the willow tree branches which have not been cleared away from beside the main road into Mathern.

 

107/15  DATE OF NEXT MEETING

The next meeting will be held on Monday 13th June 16 at 7pm at Mathern Village Hall.

 

There being no further business to discuss, the meeting closed at 9.15

 

 

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