Minutes

Minutes January 2017

MATHERN COMMUNITY COUNCIL  

 

Minutes of the Council meeting held on Monday 9th January 2017

at 7.00 pm

at Mathern Village Hall.

Present:

            Councillors:             C Ovenden (Chairman)           D Harris

D Merrett        F Sainsbury      J Harris

N Bailey           C Morton         C Oakes

 

Also in attendance:

Clerk – Mrs J Kelley

 

One Member of the public

 

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

 

 

69/16  PROCEDURAL ITEMS

(i) Public Comment

 

A member of the public came to the meeting as he had received a letter from National Resources Wale (NRW) regarding the Border Waste site at Crick. The letter advised that NRW has withdrawn the license to bring in waste material but had previously issued a permit for waste management.  The letter advised that, should any material be brought onto the site, then the owners would be breaking the law.  The public member was asked to advise NRW if any materials were delivered to the site.  The member has done this and still no action is being taken.

 

It was noted that a large wall made from boulders has been constructed with no attempt to bring the field back to its original profile, as directed by the County Council so we understand. Photographic evidence is available of the contour of the land before works commenced.

 

Public member and Councillors are very concerned at the material still being brought back onto the site and the safety of work recently carried out so close to the M48 motorway border.

 

 

(ii) Visit by Community Police

Police Report

 

03/01/17 Workshop broken into near Shirenewton. Power tools taken – enquiries ongoing

This property is between Mounton Village and Shirenewton. We have recently had a few rural shed breaks in in the last month. Please be vigilant and make sure your sheds are secure.

 

Clerk to ask Police for update on drink drivers known to be caught in Mathern during Christmas period.

 

 

(iii)  Apologies for absence

 

Councillors N Bailey, M McHugh and County Councillor Down

 

(iv)  Declarations of Personal or Pecuniary Interest

 

None

 

(v)  Minutes of previous meetings

Minutes of the ordinary meeting held on 10th November 2016 were read and agreed as true records. Minutes of the Finance Meeting held on 14th December 2016 were agreed as a true record.

 

There were no matters arising.

 

Minutes to be displayed on the website.

 

 

 

70/16   COUNTY COUNCILLOR’S REPORT

 

No Report available

 

71/16 PROGRESS REPORT ON ACTIONS FROM LAST MEETING

 

  • Community Speed Watch progress meeting

 

Still no response from Police Inspector regarding setting up a meeting to get this started.

Clerk to email County Councillor Down to ask for a time scale for arranging this.      

 

  1. ii)      Purchase Plaque – Mathern Crescent

In progress. Due to be completed very soon.

 

  • Progress on Community Benefit from Rhewl  Farm – Solar Farm Development

 

All signed documents now received. Awaiting response from Developer as to when benefit will commence.

 

  1. iv) Progress re speed limit on A48

 

            Clerk to email County Councillor Down to chase this.

 

  1. Hedge Cutting Barn Lane/ Ivy on Walls

Response from MCC Highways  – Inspected ivy on private walls. Not affecting highway and providing good biodiversity habitat. So no further action.

Hedges cut. Awaiting invoice for payment.

 

72/16 HIGHWAYS

 

Cleaning of road signage – A48 approach to Parkwall Roundabout and Larkfield roundabout. Also end of Mathern Road onto A48.

 

Request a road sweeper for Mounton village.

 

73/16 COUNCILLOR’S REPORTS/CLERKS REPORT

  1. One Voice Wales –   Next Meeting Thursday 26th January at 7pm. Clerk and Councillor Sainsbury to attend.
  2. Governors meeting – Dell School  –
  3. The Dell has now achieved a Green rating.  Welsh Government is looking to reduce Governor numbers and Council elected members will be the first to be removed from the board. Councillors expressed their dismay at this decision which will result in a loss of experienced individuals who are currently Governors.

 

 

74/16  PLANNING APPLICATIONS

  1. a) New submissions

 

None

 

  1. b) Decisions and appeals –

 

None

 

c)Enforcement  –

 

Update on Border Waste Management.

 

Councillor Harris to write to Mark Hands (Head of MCC Planning)and Guy Delamere Enforcement Officer)re public comments, with a copy of the letter from National Resources Wales.  Also it was noted that no response has been received from Mark Hands since the 26th October 2016 when we were advised that owners were now complying with MCC requests to put the land back to its original profile.

 

Councillor Merrett to telephone Nick Ramsay (Welsh Assembly member) and National Resources Wales to ask for assistance with this matter; it has been ongoing now for well over 3 years, enabling the owners to carry on seemingly unlicensed work without any action being taken.

 

Councillor Sainsbury to bring the matter up with OVW at the next meeting – documents to be sent to OVW before the meeting so that they are aware of the actions we have taken and the present situation.

 

75/16  FINANCIAL MATTERS

 

Council resolved to make all payments as listed plus

 

Cheque Number                  Details                                                           Amount

101680                                   Mounton House School                                100.00

101681                                   Stock It Ltd                                                     24.00

101682                                   Merlin Waste                                                             27.12

101683                                   PAYE                                                               140.74

101684                                   Salary                                                                         512.77

101685                                   Stock it Ltd                                                     36.00

101686                                   Telephone/Internet                                      45.24

101687                                   Rialtus Business solutions Ltd(accounts)  135.60

 

 

Direct Debit Payments for Pension £68.38 Employee – £37.99 Employer. Due 6.2.2017

 

Monthly bank reconciliations signed and agreed by Councillor David Harris.

 

It was noted that the External Auditor is still to issue an invoice for payment

As they are awaiting guide lines from Welsh Audit Office. Thus, invoice is still outstanding.

 

Clerk’s Pension. Staging Date 01.10.2016 .

The Clerk’s pension started on the 1st January 2017 – Clerk was assisted by Albert Goodman Ltd. to process the first payment due .This has a contribution of 5% from the employer and 9% from the employee.   As we use the Real Time system for our PAYE and run this ourselves, Smart Pension cannot deal with the dates which we currently use  eg. Payment on the second Monday of each month.  We are therefore having to report that pay dates are monthly.  An email has been received from the Company explaining this, so that internal and external auditors are aware of the way in which we pay salary.  They have advised me that this should not cause a problem with HMRC as we do make 12 payments within a tax period.

 

It was agreed that, as from 31st March 2017, the Clerk will be paid calendar monthly as at the 1st of the month. This will then bring us in line for Smart Pension reporting.

 

76/16 CORREPONDENCE AND FORTHCOMING MEETINGS

 

Councillor’s Pre-election training – County Hall Usk – 6pm January 26th or 31st 2017 – (Local Election Day 4th May 2017.)   Councillor Sainsbury to attend 31st January.

 

The Independent Remuneration Panel Wales have invited us to a round table discussion event on its remuneration framework for community and town councils – South Wales – 15th February

10.30 – 12.30 St Michaels Centre, Abergavenny – two representatives can attend.

Councillors will check availability for this and advise the Clerk accordingly

 

Give Dog Fouling the Red Card – Next meeting Thursday 26th January 2017 at 2.30 in County Hall Usk. – Clerk’s and Councillor Ovenden’s apologies sent as unable to attend.

 

M C C Cluster Meeting, Tuesday 24th January 2017 at Chepstow Hub 6 pm – Clerk’s apologies sent as Elections training clashes with this date and time.

Councillor C Oakes to attend if available.

 

Letter of Confirmation received from MCC re Precept payments for 2017/2018 £16080.00

 

77/16  OTHER MATTERS FOR DISCUSSION

 

 

All Councillors present intend to stand for a further office at the Elections May 2017

 

Date for Easter Meal –  Sunday 9th April .

 

Date for August Meeting – 14th August 2017

 

Setting date for next Coffee Morning – date agreed as 25th March 2017 at 10.30 am, if Village Hall available.

 

Broken stiles reported – behind Village School, and by War Memorial.

 

Councillor Morton reported that the OAP lunch last Saturday had been well attended and that the Village Hall and Male Voice Choir had facilitated a lovely meal and afternoon of entertainment.

 

 

78/16  DATE OF NEXT MEETING

 

The next meeting will be on Monday 13th February 2017 at 7pm at Mathern Village Hall.

 

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

9.00 pm

 

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

Finance Meeting December 2016

MINUTES of MATHERN COMMUNITY COUNCIL FINANCE MEETING

 

MONDAY 14th December 2016

 Documents Used when setting the precept – Budget Analysis Alpha Program

 

Clerk’s Excel Spread Sheet for Budget spent to date 2016/17

 

Present:  Councillors – C Ovenden, D Harris, J Harris, D Merrett, C Oakes, C Morton

 

Apologies: Councillors N Bailey, F Sainsbury, M McHugh

 

  1. Review of current Budget – 2016/17. Discussion on surplus funds not yet allocated:On reviewing the current budget, councillors agreed that surplus funds would be used before the end of the financial year or figures would be carried forward.
  • Clerk to purchase a Laptop for secretarial duties.
  • Councillor Merrett to obtain a quote for hedge cutting in Barn Lane to ensure that the lane is kept in a manageable and clear way.
  • Clerk to ask County Councillor Down to arrange for a representative from MCC to attend a meeting early next year to give advice on Grants available. When date of this agreed, Clerk to notify both Mathern Village Hall and Mathern Athletic Club committee members to the meeting. Also any other local groups who may be interested. Councillors to advise

relevant individuals.

 

Any remaining reserves will be used for future village projects prioritising a Village Newsletter which is 6 months overdue. Councillors expressed regret about this and hope that the matter will be rectified early next year.

Also:

  • Maintenance of the War Memorial
  • Maintenance of St Tewdrics Well – To include a new information plaque and possible installation of weather proof leaflet box, for walks leaflets to be distributed from.
  • Reprint of walks leaflets.
  1. Budget Setting 2017/18Councillors unanimously agreed that the Budget for 2017/18 should be set at £16080.00, thus remaining the same for a fifth year running. This means that the precept remains the same as last year. (Comparison figures were obtained from the “Budget Detail by Centre” section of the Community Councils financial computer programme.).The carried forward amounts were deducted to ensure that monies were not requested twice.
  2. It was agreed that Grants would be awarded to:
  3.  It was also agreed that some funds should be carried forward in case planned works are not completed in this financial year.
  1. Mounton House School towards purchasing new football kit for the pupils. A letter requesting assistance had been received. – Donation of £100.00 agreed.

 

  1. Churchyard Maintenance would remain unchanged: Mathern £400.00 Mounton £200.00 St Pierre £200.00.

 

Clerks Expenses were increased by £100 to £500.00 for home office fees.

A pension provision of £500.00 for the Clerk was also agreed.

  1. General Discussion re Defibrillator EMR £1500.00It was unanimously decided that the £1500 placed in the EMR (reserve fund category) and would not be used to purchase a defibrillator as it was hoped that, in the new financial year, we can receive a free one with the help of Chepstow Lions Club. EMR fund also to be used for the setting up of the Clerk’s pension.  This pension is compulsory under new legislation.
  2. To start on the production of the 3 year Forecast – To include any ideas on village projects for community benefit. Councillors and Clerk devised a chart outlining ideas for this. It is intended that this will evolve as worthy projects become apparent within the three villages 5)Planning Applications DC/2016/01416   Planning permission – The Grange, Mounton Road – Extensions and alterations to existing dwelling and erection of detached garage and home office.   – No Objection   Next OVW meeting: Thursday 26th January 2017 at 7pm at Sessions House, Usk         7)Any other Business The Community Council Christmas meal on 15th January will be postponed due to Councillors unable to attend.  To be arranged in March or April.

 

101669

101671                       Monitor                                  183.38

101673                       Merlin Waste (Dog Bins)      27.12

101675                       Internet telephone (Nov)     45.24

101677                       PAYE/Ni Con                         175.93

101679                       OVW (Training)                     35.00

101678                       Internet telephone (Dec)     45.24

101676                       Salary                                                 693.85

101674                       Albert Goodman Financial   360.00

101672                       A Fry (Clerk Training)          40.00

101670                       Stamps/Travel                      28.00

  1. Clerk to request a list of future meeting dates so that a rota of Councillors to attend can be devised. It was suggested that meetings could be at changing venues as the drive to Usk for a 7pm meeting makes attending difficult, especially in winter6) Representative to be elected to attend 3 monthly One Voice Wales meetings
  2. DC/2016/01253 Planning Permission – 2 Mounton House Cottages – Installation of a roof light and French doors to rear elevation, replacement of rear external door and internal amendments   – No Objection

Next full Community Council meeting 9TH  January  2017. 7pm. Village Hall

Minutes November 2016

MATHERN COMMUNITY COUNCIL  

 

Minutes of the Council meeting held on Monday 14th November 2016

at 7.00 pm

at Mathern Village Hall.

Present:

            Councillors:             C Ovenden (Chairman)

D Merrett        M McHugh

N Bailey           C Morton

 

Also in attendance:

Clerk – Mrs J Kelley

County Councillor Down

Members of the public: none

1 Guest speaker from Monmouthshire County Council (MCC)

 

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

 

 

59/16  PROCEDURAL ITEMS

(i) Public Comment

 

None

 

(ii) Visit by Community Police

 

Ward Report Sheet
Ward Mathern C/C Police Report 9/10/16 to 14/11/16 Month October to November 2016
Crimes
 

15/10/16 – Report of a sheep attack at land near Mounton. The dog and the owner were identified. The dog will have restrictions put on it and the owner will pay all costs.

ASB
No ASB to report
Other matters of note
 

 

 

 

 

 

 

Actions from Last month

 

 

(iii)  Apologies for absence

 

Councillors J Harris, D Harris, F Sainsbury and C Oakes.

 

(iv)  Declarations of Personal or Pecuniary Interest

 

None

 

(v)  Minutes of previous meetings

Minutes of the ordinary meeting held on 10th October 2016 were read and agreed as true records.

There were no matters arising.

 

 

Guest speaker: Mrs Maria Bartlett, Enterprise Directorate, MCC, who explained that the County Council were endeavouring to find ways to reduce their costs without service cuts or charges yet creating sustainability and growth.

 

 

 

60/16   COUNTY COUNCILLOR’S REPORT

 

 

REPORT TO MATHERN COMMUNITY COUNCIL

14 NOVEMBER 2016

 

Community interest company

At the last meeting I informed the Community Council that we had identified that a payment of £140K had been made by the County Council to underwrite losses incurred by an arm’s length company. Members had previously been advised that the maximum potential exposure which the County Council could have would be limited to a guarantee which the Council had given to the company’s bankers to support the company’s overdraft facilities.

I have raised questions over why it was felt necessary to bail out the company in the first place, why the Council’s nominee director failed to declare a prejudicial interest when the bail-out was authorised at the Cabinet meeting in July 2015, and why the issue was dealt with at an extraordinary Cabinet meeting held at the height of the holiday season.

I have also raised questions about the treatment of the bail-out the company’s published accounts and a number of other transactions. My investigations are continuing.

My Monmouthshire app

The Council has developed an “app” which can be downloaded to Smartphones or tablets which provides useful information about services, facilitates payments to the Council and provides a platform for reporting problems. The app is reasonably easy to use, and I have personally used it to report, for example:

  • Faulty streetlights
  • The damaged balustrade over Mounton Brook at The Sluice
  • Potholes
  • The obstructed pavement outside Box Cottage, Pwllmeyric
  • Flytipping

Athletic Club signage

I have been assured that the Athletic Club directional sign will be fitted “this week”(!!)

County Council’s budget 2017/18

We now have the details of the provisional allocation of funding for Monmouthshire by the Welsh Government (WG). In round figures, the Welsh Government’s total revenue budget for the next financial year is increased by 3.5%, but the WG’s allocation to local government is just 0.1%. Monmouthshire’s allocation is in line with that figure, and the County remains at the bottom of the table in terms of funding per head.

Assuming a council tax increase of 3.95%, zero non-pay inflation and schools budgets remaining at standstill in cash terms, the Council has a shortfall of some £2.5m, which includes the costs of auto-enrolment, increased contract costs (and population growth) for waste disposal and the introduction of the apprenticeship levy.

The draft budget will be agreed by Cabinet on 16 December, which will be followed by a consultation process running until early February.

 

G L Down

14 November 2016

 

 

61/16 PROGRESS REPORT ON ACTIONS FROM LAST MEETING

 

  • Community Speed Watch progress meeting

 

Still no response from Police Inspector regarding setting up a meeting to get this started.

 

  1. ii) Purchase Plaque – Mathern Crescent

Plaque ordered and ready for installation on the Crescent.

Matter to be removed from agenda.

 

iii)  Mathern Athletic Club Signage

Sign now installed. Councillors thanked County Councillor Down for his assistance in getting this actioned.

Matter removed from agenda

 

  • Community Benefit from Rhewl  Farm – Solar Farm Development

 

All agreed that the Deed should be signed by the Clerk and the cash benefit claimed.   Villagers attending the October Coffee Morning advised that they would like the cash benefit to be used within the three villages. Groups to write to the C C with requests for funding.

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

 

  1. v) Progress re speed limit on A48

County Councillor Down still awaiting details plans from MCC regarding this.

 

It was noted that, sadly, a fatality had occurred on the A48 at Caerwent where traffic calming has already been installed.

 

 

  • Any actions items discussed at Coffee Morning.

 

  1. Members of the public unanimously agreed that the cheque for £250.00 received from organisers of the recent half marathon should be split equally between Mathern and District Club and Mathern Athletic Club.  Clerk has actioned this.
  2. Re possible defibrillator purchase: those present definitely think that Mathern Village should go ahead with this. However, regarding siting, this was undecided. Telephone box/Millers Arms/ Village Hall and Athletic Club were all discussed as potential suitable locations. It was suggested that, if any other grants were available, two defibrillators might purchased. Community Council to investigate.
  3. Those present would like the current regime of two coffee mornings a year, in March and October, to continue.
  4. Open Forum

(i) a better speaker system in the village hall could be purchased as it was difficult to hear.

(ii) village hall needed more tables for day to day use.

(iii)County Councillor Down advised of Welsh Church Fund grant scheme and Welsh Government monies available for local groups – Clerk to advise Mathern and District Club and Mathern Athletic Club of these grants.

(iv)Wales in Bloom committee member advised that Judges of Britain in Bloom would like to see more permanent flower beds through the village, not just troughs.  Committee would like feed- back on this re. ideas where this could implemented.

 

62/16 HIGHWAYS

 

Nothing to report.

 

63/16 COUNCILLOR’S REPORTS/CLERKS REPORT

  1. One Voice Wales –   A letter has been received from OVW asking if weMatter to be placed on agenda for next meeting when a nomination for a representative will requested.
  2. can send a regular representative to the meetings next year.  Clerk to try to attend the 27th January meeting.
  1. Governors meeting – Dell School  –

No Report.

  1. Councillors’ Interest forms recirculated –  Councillors were asked to please complete and hand to the Clerk at the next meeting.
  2. Clerk to email a new form to Councillors who have still not completed one.

 

 

64/16  PLANNING APPLICATIONS

  1. a) New submissions

 

DC/2016/00891 – Planning Permission, 14 Mounton House Park

Proposed addition of 2 dormer windows/1 conservation roof, removal of 2 internal walls – No Objections

 

DC/2016/01152 – Planning permission, Rhewl Farm – Agricultural stock bedding shed – No Objections

 

  1. b) Decisions and appeals –

Nothing to report

 

c)Enforcement  –

 

Update on Border Waste Management.

Clerk to ask Councillor Harris if any update has been received.

 

65/16  FINANCIAL MATTERS

 

Council resolved to make all payments as listed plus

 

Cheque Number                  Details                       Amount

101661                                   Coffee Morning         11.90

101662                                   Stock it Ltd                 126.00

101663                                   PAYE                           178.86

101664                                   Salary/Overtime        700.37

101665                                   Merlin Waste                         27.12

101666                                   S L C C                        118.00

101667                                   Telephone/internet 55.10

101668                                   Training Travel         28.80

101669                                   OVW – Training         45.00

101670                                   Postage /Stamps       28.51

 

 

Receipt – refund of VAT: £547.80 – 4th October 2016 (2015/2016)

 

Monthly bank reconciliation signed by Councillor D Merrett.

 

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

as the Company is awaiting guidelines from Welsh Audit Office.

 

 

Clerks Pension (Staging Date put back to 01.10.2016)

The Company helping us to set this up is Smart Pension Ltd. A pension contribution of 5% will be paid by the Community Council.  The cost to set the scheme up is approximately £900.00, with a yearly ongoing fee of £247.00. This will ensure that the Pensions Regulator is satisfied that Mathern CC is complying with all new legislation.

The Pensions Regulator has been informed of our scheme and the Clerk is to receive help from the adviser re calculations of pensions and Real Time PAYE workings. The scheme is to commence on the 1st January 2017

 

Although the Clerk’s main employer would allow her to pay an AVC, funded by the Community Council, into her current workplace pension, Auto Enrolment does not permit this.  Therefore the new scheme has been offered and accepted by the Clerk.

 

66/16 CORREPONDENCE AND FORTHCOMING MEETINGS

 

  • Request from MCC for financial support for Chepstow Tourist Information Centre

Clerk to respond saying that, due to MCC’s ongoing engagement programme as informed by our guest speaker today, we are unable to make a donation until the outcome of the review has been completed.

 

  • Clerk attended training on 7th November. Topic: Wellbeing and Future Generations Act 2015.

For councils with a precept of over £200,000.00 this Act must be used for all events organised.  The basis of the Act is to be used when setting our 3 year plan.

 

67/16  OTHER MATTERS FOR DISCUSSION

 

 

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

A new app, My Monmouthshire can be downloaded onto smart phones and used to register any faulty street lighting. (See County Councillor’s report)

 

The Clerk asked Councillors if they required a copy of the electoral register, due to be reprinted in December 2016.  No Councillors required this.

Clerk to attend a talk on Elections for 2017 on Tuesday 24th January 2017 at County Hall in Usk.

 

The Chepstow Hub is holding a concert on 13th December 2016. Any Councillor interested in attending please contact the Clerk.

 

There was a discussion concerning our three year forecast of revenue, capital receipts and payments and how the Community Council should approach this new statutory requirement.   All agreed that a draft should be completed with the precept workings for discussion at the next annual finance meeting on the 12th December 2016.

 

Clerk to attend a meeting with the Internal Auditor on the 22nd November to ensure that figures are prepared in advance of the above meeting.

 

68/16  DATE OF NEXT MEETING

The next meeting will be the annual Finance meeting and will be held on Monday 12th December 2016 at 7pm at Mathern Village Hall.

 

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

9.00 pm

 

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

October 2016

MATHERN COMMUNITY COUNCIL  

 

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

at 7.00 pm

at Mathern Village Hall.

Present:

            Councillors:             C Ovenden (Chairman)           J Harris                        M McHugh

C Oakes                                   D Merrett        D Harris

F Sainsbury                              N Bailey           C Morton

 

Also in attendance:

Clerk – Mrs J Kelley

County Councillor Down

2 Members of the public

 

 

 

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

 

 

49/16  PROCEDURAL ITEMS

(i) Public Comment

 

 

 

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

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

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

 

 

(iii)  Apologies for absence

 

None

 

(iv)  Declarations of Personal or Pecuniary Interest

 

Councillor M McHugh – Planning application DC/2016/009536

 

(v)  Minutes of previous meetings

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

There were no matters arising.

 

 

50/16   COUNTY COUNCILLOR’S REPORT

 

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

 

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

 

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

 

Awaiting details from County Cllr Down re MCC financial loss.

 

51/16 PROGRESS REPORT ON ACTIONS FROM LAST MEETING

 

  • Community Speed Watch progress meeting

 

As per County Councillor Report

 

 

  1. ii) Purchase Plaque – Mathern Crescent

Clerk to order this with wording as agreed.

 

  1. Mathern Athletic Club Signage

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

 

 

  • Community Benefit from Rhewl  Farm – Solar Farm Development

 

 

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

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

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

 

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

 

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

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

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

 

  • Tree Surgeons work to trees,  Mathern Crescent.

 

 

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

 

 

  • Possible defibrillator purchase for Mathern  by Chepstow Lions  

 

          

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

Public to be updated at the Coffee Morning.

 

 

  • Progress re speed limit on A48

 

 

See Public comments and County Councillor’s Report.

 

 

  • Merlin Waste – Dog  bin waste.

 

 

Invoices now being received regularly. Remove from Agenda.

 

 

  • Ownership of footpath gate near Village Hall.

 

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

 

52/16 HIGHWAYS

 

Pot holes – Chapel Lane, Orchid Meadow

Pot holes –  Barn Lane

Overgrown ivy hedges – stretch of Barn Lane

 

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

 

 

53/16 COUNCILLOR’S REPORTS/CLERKS REPORT

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

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

Next Meeting to be arranged.

 

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

 

 

54/16  PLANNING APPLICATIONS

  1. a) New submissions

 

Councillor McHugh left the room when planning applications were discussed.

 

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

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

Chapel Lane, Pwllmeyric.  – NO OBJECTIONS

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

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

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

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

 

 

  1. b) Decisions and appeals –

 

 

c)Enforcement  –

 

Update on Border Waste Management.

 

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

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

 

 

55/16  FINANCIAL MATTERS

 

Council resolved to make all payments as listed plus

 

101648            PAYE                            119.00

101649            Excel Book                   13.50

101650            C Morton                     14.89

101651            Trees Crescent                        450.00

101652            RBL Poppy Appeal       30.00

101653           Merlin Waste              40.48

101654            Telephone/internet     48.99

101655            Spoilt Cheque

101656            Annual Cutting Mounton 100.00

101657            M J Trading                 27.72

101658            Mathern Village Hall       125.00

101659            Mathern Athletic Club     125.00

101660            Brunel Engraving             144.60

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

 

Minute reference and date not entered in Section 2. Noted

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

Quarterly reconciliations signed by another Councillor.

Minuting approval of annual return. – Noted

 

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

 

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

 

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

 

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

 

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

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

 

 

The monthly bank reconciliation was checked and signed by Councillor

Martin McHugh

 

 

56/16 CORREPONDENCE AND FORTHCOMING MEETINGS

 

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

Topics for discussion – Congratulations of winning Gavo Best Kept Village

and Wales in Bloom.

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

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

Defibulator if needed where should it be sited.

How often public would like the coffee mornings.

Open Forum

 

 

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

 

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

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

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

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

and there will be refreshments after the service.

 

 

 

 

57//16  OTHER MATTERS FOR DISCUSSION

 

 

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

See County Councillor Report.

 

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

 

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

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

 

58/16  DATE OF NEXT MEETING

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

 

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

9.00 pm

 

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