Minutes

Finance Minutes December 2015

MONDAY 7th December 2015
Documents Used when setting the precept – Budget analasys Alpha Program
Meeting at M C C Thursday 2nd December Notes
Clerks Spread Sheet for grants agreed 2015/16

Present: Councillors – Merrett, Ovenden,D Harris, McHugh, Oakes,Morton, J Harris
Clerk
Apologies: Councillors Bailey, Sainsbury

1) Review of current Budget – 2015/16. Discussion on surplus funds not yet allocated:

On reviewing the current budget, councillors agreed that surplus funds should be allocated to various causes within the villages, as follows: Under E M R

• Replace screen at village Bus shelter – Approx 500.00
• Stone Edging to War Memorial Garden – Approx £1300.00
• Purchase of two more Dog Bins for Pwllmeyric – £500.00
• Run a st Johns or British Red Cross Course – £1000.00
• Reserves if Defibulator to be purchased and erected – £100.00
_Grass Cutting/road sweeper/verges as notes from meeting 2nd December as
M C C may not be carrying this work out next year – £6200.00

• Any remaining reserves will be used for future village projects such as a village newsletter which it is hoped will be produced next year.

2) Budget Setting 2016/17

Councillors unanimously agreed that the Budget for 2015/16 should be set at £16080
Remaining the same for a third year.

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.). It was also agreed that some funds should be carried forward in case planned works are not completed in this financial year.
The carried forward amounts were deducted to ensure that monies were not requested twice.

It was agreed that Grants would be awarded to MMPVB, Mathern Brownies, Street Pastors, fete Committee next year leaving the remainder for suitable items as they become apparent.

Churchyard Maintainance would remain the same Mathern £400.00 Mounton £200.00
St Pierre £200.00.

Clerks Expenses were increased by £100.00 to £400.00 for home office fees.

Training was increased to run a CPR course for the Brownies and residents of Mathern.

Dog Bins now need to be emptied at a cost of £3.29 per unit collected fortnightly.

3)Planning Application

DC/2015/01234 –Planning consent – Conversion and extension of existing garage building within residential curtilage of listed building to form new dwelling. The Cedars Pwllmeyric – No Objections

DC/2015/01235 – Listed Building Consent – Conversion and extension of existing garage building within residential curtilage of listed building to form new dwelling. The Cedars Pwllmeyric – No Objections

DC/2015/01405 – Planning permission Extension of existing holiday lodge site to provide for 5 no additional lodges (use class C3) with car parking space and shed.
St Pierre Country Park – No Objections Noted In Portskewett Area.

4) Any other Business
A Email has been received from Guy Delamere as below
Just emailing to let you know that Mr Scandrett pleaded not guilty today. The full trial has been arranged for the 29th February at Cwmbran Magistrates Court I would have liked everything to have been done & dusted today but it wasnt to be. Apparently his Solicitor is trying to claim that he never received the notice which is something we will strongly reject.

Clerk was asked to ring Planning re the Windturbine application as if this is going to planning committee a representative of Mathern C C wishes to attend.

Meeting closed at 8.45

Minutes November 2015

Draft minutes of the meeting of Mathern Community Council Held on 9th November 2015

Present:- Cllr C Ovenden – Chairman
Cllr D Merrett
Cllr C Oakes
Cllr F Sainsbury
Cllr J Harris
Cllr C Morton
Cllr N Bailey
Cllr D Harris
Cllr M McHugh
County Councillor G Down
In Attendance:- Lucy Allen (Clerk in the absence of Mrs Jane Kelley)
Public Members:- 4

58/15 PRODEDURAL ITEMS
(i) Public Comment
Residents attended the meeting and raised concerns regarding the planning applications for St Tewdric House. As well as noise and access issues, upon further investigation change of use for the property had yet to be applied for. Residents further advised that the application is to convert the existing property into an exclusive wedding venue.

Representation was received from a resident regarding the Border Waste site and that there is a possibility the material being imported into the site is contaminated and, that there were still ongoing issues with soil mounds. The meeting was advised that the only permits issued were for the import of materials and not for extraction. A date has been set for the court case set for 4th December 2015

(ii) Visit by Community Police
20/10/15 – Report of two men with four dogs walking through fields just off Chapel Lane in the evening. The four dogs were chasing the sheep and two men were making no attempt to call them back. No other details known at this time

29/10/15 – Report of a group of youths causing damage to the 6th green at St Pierre Country Club. The youths had made off prior to officers arrival.

3/11/15 – Report of rubbish tipped in St Pierre Great Woods in Mounton. Natural Resources Wales and environmental health were informed. Receipts were amongst the rubbish and had been forwarded to Natural Resources Wales for investigation.

3/11/15 – Report of a female shoplifter in Chepstow Garden Centre. The female was arrested for drunk driving on officers arrival.

5/11/15 – Report of a lorry causing damage by hitting the roof of Texaco Petrol Station and then driving off. Enquiries are being made to track the vehicle as it carried a foreign number plate.

Several calls recently have been received regarding shed break ins in rural areas. Residents are asked to be vigilant and make sure all sheds and outbuildings are secure and to fit adequate lighting and an alarm if possible.

Any suspicious activity to be report to 101 at the time or 999 if you deem it an emergency.

(iii) Apologies
Apologies were received from Councillor Oakes.

(iv) Declarations of Interest
None.

(v) Minutes of previous meeting
The minutes of the meeting held on Monday 12th October 2015 were accepted and signed as a true record of the meeting.

(v) Minutes of previous meeting – Matters Arising
Item 56/15 Other Matters for Discussion i) Christmas Lunch Date and Venue
The meeting was advised that invitations had been sent out to village representatives to attend the Christmas Lunch and that in future years a review would be carried out of the process by which residents are invited.

59/51 COUNTY COUNCILLORS REPORT
County Councillor Down reported on the following issues:-
1) Street Lights – The decision of County Council to turn off the street lights between 12 midnight and 6am would be coming into force in the next month.
2) Education Service Special Measures – The County Council are anticipating an improvement in the education service when Estyn carry out their report in the near future.
3) Boundary Commission – The review of boundaries is expected in 2017 with 3 choices of i) leave the boundaries as they are, ii) merge with Caerwent or iii) merge with Portskewett.
4) Governance Arrangements – The County Council are looking at implementing their “Whole Place” plan where all groups and organisations (including the Community Council) will work together to create a vision with all parties providing funding. The “Whole Place” leader Debbie McCarthy will be talking to the Community Council in the near future.
5) Budget – A public meeting will take place on 26th November 2015 in the Community Hub in the Library – further details to be confirmed

60/15 PROGRESS REPORT ON ACTIONS FROM LAST MEETING
(i) Pollarding of willow tree at entrance to Mathern.
The County Councillor to take up the matter with the Tree Preservation Officer of Monmouthshire County Council.
(ii) Access to Yacht Club
No response to date
(iii) Pwllmeyric Bench and Noticeboard
The replacement bench has arrived and needs to be installed and the noticeboard will arrive shortly

iv) Feedback from the Coffee Morning, 17th October 2015
Website – The meeting noted that the website is out of date and were agreeable to the site being maintained by either the Clerk and a Councillor or by a resident. The locum Clerk advised that certain information was required to be published on the website to comply with current legislation.
Defibrillator – CPR training to be offered to residents and will be funded by way of donation to the British Red Cross. The training session entitled “Save a Life” is 2 hours for a maximum of 10 people. Date to be advised.
It was also suggested that when the invite is delivered to residents they are asked if they would provide an email contact address to enable the Community Council to have an electronic database of email addresses to enable easier circulation of village information.
v) Update – dog fouling bins
Members were advised that notice had been placed in the bus shelter of the proposal to site a dog bin next to the existing litter bin and that to date no objections had been received.
The Chapel Lane bin is due to be installed shortly.
The meeting was also advised that the cost to empty one dog bin is £3.39 and that a couple of Community Councils were going to get together to discuss the possibility of having this cost reduced with the contractor.
vi) Risk Assessment
Completed for 2015/2016.

61/15 HIGHWAYS
Members were advised that the pavements are very dangerous from Model Cottages down – Step a Side Down due to leaves. The Clerk to contact the County Council to request that street cleansing brush down the village once all the leaves have fallen from the trees.

62/15 COUNCILLORS REPORTS / CLERKS REPORT
a. OVW – none
b. GAVO Best Kept Village Results – circulated at Coffee Morning
c. Governors Meeting The Dell Primary School – Deferred to next meeting.

63/15 PLANNING APPLICATIONS
a. New submissions
DC/2015/01009 – St Tewdric House
Minor internal refurbishment to Listed Building
No Objections.

DC/2015/01260 – St Tewdrics House, demolition of garage within stable block and extension by roofing over and enclosing courtyard, alternation of stable and coach house building, creation of new link back into existing house

1. The application is a residential application to make alterations to a residential property. The proposals are however to convert the residential property to a commercial/hospitality facility. The supporting paperwork to the application (page 36 of the Design Access Statement) confirms that nobody will live at the property. The Planning Application form notes car parking facilities for 44 cars plus one coach, an increase from 6 car parking spaces. No hours of operation for the facility are stated in the Planning Application form. 24 part time staff will be employed. This is clearly a change of use proposal.
Before any consideration of the property design is considered, a change of use application should be made to enable its full consequences and impact on the local environment to be properly considered and determined by the Planning Authority with informed input from consultees.
2. Representation has been made to the Community Council by a significant number of local residents objecting to the proposals. The principle concerns are increased vehicle movements and noise pollution.
The proposal would considerably increase vehicle movements along a minor narrow lane and increase of traffic volumes through the village of Mathern. The proposal would attract a significant number of visitors unfamiliar with the narrow lane which has severe bends, blind spots and a 60 MPH speed limit. Possibly the worse blind spot is located between the existing entrance and the proposed exit gateway. There are straight sections of road either side of this point meaning that traffic approaches this point at speed. The traffic increase will not be restricted to the number of additional car parking spaces proposed on site but also significant numbers of taxis and large delivery vehicles. From the information presented the facility would appear to be marketed for seven days a week. Noise pollution is also a significant concern not just from noise break out from the venue but also as a result of late night traffic and visitors.
At a recent wedding party a coach attempted to approach the property from the village of Mathern and got stuck in the narrow lane, having to reverse back to the village and then approach the property from the Chepstow direction. This placed the lane for some time with obvious consequences to local residents.
Fireworks were also released on that occasion at 11pm causing considerable disturbance to local residents. Two complaints were made to the police relating to these fireworks but many other residents were extremely annoyed at the timing and scale of the fireworks which disturbed whole households including pets and livestock. Further complaints were not made by the residents at the time in relation to this matter on the basis of establishing neighbourly relationships. Now Planning is being sought to hold events on most weekends during the year, this prospect is completely unacceptable to local residents.
3. There is a local bat population which will be disturbed by these proposals. The mitigation proposed adjacent to a late night function area would not appear to be in any way appropriate. Again this matter should be assessed in light of a change of use application.
Regarding the Listed Building Application DC/2015/1009 (this covers internal alterations to the main house to form 2 additional en suite bathrooms and downstairs toilet area plus forming and interconnecting door between the dining and drawing rooms) we would not object but should make reference to our objection to the related Planning Application above

DC/2015/01032 – 4 Hayesgate Farm
Covered cattle holding / feeding area and silage clamp
OBSERVATIONS:- Mathern Community Council have no objections.
DC/2015/01260 – dated 10th November No plans received just a new header sheet and same number as previous application with no new plans or highways surveys ect.

The change of use, I have revisited my previous notes and attach the same with a recommendation to ‘Object’ to the proposal. The grounds for the objection are:
2. We note the application has been changed to a change of use from residential to a wedding venue. It is noted that the application form has not been fully completed and does not confirm the hours of operation for the facility. Similarly it does not record the loss of residential use.
3. Local residents have recently experienced a wedding at the property with significant impact being inflicted on their amenity due to fireworks being let off at 11pm. There was also significant noise breakout from the property.
On the same occasion a coach attempted to approach the property from the village of Mathern and got stuck in the narrow lane, having to reverse back to the village and then approach the property from the Chepstow direction. This closed the lane for some time with obvious consequences to local residents.
As noted above, fireworks were released on that occasion at 11pm causing considerable disturbance to local residents. Two complaints were made to the police relating to these fireworks but many other residents were extremely annoyed at the timing and scale of the fireworks which disturbed whole households including pets and livestock. Further complaints were not made by the residents at the time in relation to this matter on the basis of establishing neighbourly relationships. Now Planning is being sought to hold events on most weekends during the year, this prospect is completely unacceptable to local residents and an imposition on their amenity.
3. Representation has been made to the Community Council by a significant number of local residents objecting to the proposals. The principle concerns are increased vehicle movements and noise pollution.
The proposal would considerably increase vehicle movements along a minor narrow lane and increase of traffic volumes through the village of Mathern. The proposal would attract a significant number of visitors unfamiliar with the narrow walled lane which has severe bends, blind spots and a 60 MPH speed limit. Possibly the worse blind spot is located between the existing entrance and the proposed exit gateway. There are straight sections of road either side of this point meaning that traffic approaches this point at speed. The traffic increase will not be restricted to the number of additional car parking spaces proposed on site but also significant numbers of taxis dropping off and collecting visitors and large delivery vehicles. From the information presented the facility would appear to be marketed for seven days a week. Those familiar with the lane can foresee significant congestion at arrival and departure time for guests and the potential for a serious accident involving walkers, cyclists or motorists. A formal traffic impact assessment should be undertaken to consider the full implications of this proposal.
4. When planning permission was last granted for a large industrial unit at Newhouse Farm Industrial Estate (the current Mabey Bridge building), a condition of granting the permission was the formation of a significant acoustic bund to protect the surrounding residential dwellings from the inevitable noise that would be generated. This proposal, if granted, would cut straight through that precedent with the level of noise that would be generated at unsociable hours of the day.
5. There is a local bat population which will be disturbed by these proposals. The mitigation proposed adjacent to a late night function area would not appear to be in any way appropriate. Again this matter should be assessed in light of a change of use application.
6. The Community Council has been made aware of highway redesign work which is currently being undertaken with the objective of easing congestion at Larkfield Roundabout, Chepstow. One suggestion that has been voiced is that the slip road to High Beech Lane will be stopped up meaning that no traffic from High Beech Lane will be allowed to either enter or leave the roundabout by this junction. If this is a possibility the consequential knock on effects to this area of Chepstow, Bulwark, the Bulwark Corner junction and Mathern are far reaching and significant. This would obviously also have a significant impact of the way traffic would access and egress St Tewdrics House. Traffic would either have to travel through Mathern, via Bulwark corner or through Thornwell. Neither of these options will be acceptable to local residents but particularly if a change of use at St Tewdrics House exacerbates the impact of any redesign.

b. Decisions and appeals
None.

c. Enforcement
None.

Update any progress:-
Border Waste Management – Court case date set for 4th December 2015
Proposed Wind Turbine, Mathern Palace Farm – Nothing to date.
Mounton House Park (DC/2015/00308 & 00691) – No feedback received to date.

64/15 FINANCIAL MATTERS:- Payments / Receipts for October

Payee Reference Amount
Stock It 101542 £114.00
Coffee Morning 101543 £20.69
C Morton 10544 £17.00
L Allen 101545 £112.50
Ovenden C 101546 £7.00
Stamps 101547 £14.04
RBL (Wreath) 101548 £25.00
J Kelley 101549 £90.95
2 months internet 101550 £40.62
SLCC (Membership) 101552 £167.00
PAYE 101552 £85.80
Salary 101553 £332.00

65/15 CORRESPONDENCE AND FORTHCOMING MEETINGS
None.

66/15 OTHER MATTERS FOR DISCUSSION
i) Date for next Finance meeting.
RESOLVED:- The next finance meeting to be held on Monday 7th December 2015.

ii) Councillors Christmas Lunch, Millers Arms, Sunday 6th December 2015.
Members were advised that lunch had been booked for 1.pm for 1.15pm.

iii) Possible invitation to Nick Ramsay, Welsh Assembly Member, re. possible abolition / merger of County of Monmouthshire.
RESOLVED:- Not to invite Nick Ramsay, Welsh Assembly Member to a meeting of Mathern Community Council regarding the possible abolition / merger of County of Monmouthshire.

vi) St Tewdrics Well – The Clerk had notices that the well looks untidy and requires a clean once all the leaves have finished falling. Consideration is also to be made to the possibility on placing a lock of the access gate.
67/15 DATE OF NEXT MEETING
The next meeting of Mathern Community Council to be on Monday, 7th December 2015 at 7pm.

The meeting closed at 8.55pm.

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

October Minutes 2015

Members were reminded of the service.
iv) MCC consultation on suggested changes to Conservation area within Mathern.
Members were advised that maps had been received.

Items of correspondence received too late to be placed on the agenda, for Minutes of the meeting of Mathern Community Council Held on 12th October 2015

Present:- Cllr C Ovenden – Chairman
Cllr D Merrett
Cllr C Oakes
Cllr F Sainsbury
Cllr J Harris
Cllr C Morton
County Councillor G Down
In Attendance:- Lucy Allen (Clerk in the absence of Mrs Jane Kelley)
Public Members:- 1

48/15 PRODEDURAL ITEMS
(i) Public Comment
A resident raised further concerns regarding the Border Waste site and was advised of the response received from the Head of Monmouthshire County Council Planning Department that had been circulated to members prior to the meeting which advises as follows:-
• Head of Monmouthshire County Council Planning and relevant officers visited the site on Friday 2nd October together with a representative from Natural Resources Wales and representatives from the Welsh Government Highways Division. The owner was not present (apparently on holiday). There was no activity on site at that time (lots of inactive plant and machinery) but the person on site claimed not to be aware of the Enforcement Notice. The requirements were explained to him.
• MCC aim to determine the planning application within the next two weeks (as soon as possible within that period). There is a holding objection from the Welsh Government that prevents MCC from approving it until such a time as their concerns about the M48 are resolved, so even if all other matters were acceptable (which they are not) MCC could not approve it anyway.
• MCC are preparing the prosecution witness statement for non-compliance with the Enforcement Notice.
• MCC have sent a letter to the owner advising that if works have not ceased within 7 days we will be applying to the Courts for an injunction.
• Ashley from Natural Resources Wales has advised MCC that NRW has withdrawn licence exemption.
Members have requested that that a process report is kept and chased where necessary.

(ii) Visit by Community Police
There was no attendance from the Community Police however there has been no relevant crime in Mathern, Pwllmeyric or Mounton areas since the last meeting.

(iii) Apologies
Apologies were received from Councillors Bailey, Harris and McHugh

(iv) Declarations of Interest
Cllr C Oakes declared an interest under the Code of Conduct in item 53/15 Planning Applications – New Submissions DC/2015/01085 Tullyvin, 4 Pwllmeyric Close, Pwllmeyric and took no part in discussion of this item.
(v) Minutes of previous meeting
The minutes of the meeting held on Monday 14th September 2015 were accepted and signed as a true record of the meeting subject to the following amendment:-

Item 40/15 Progress report on items from last meeting (iv) Date for Coffee Morning October 2015
Amend Debbie Blackbury to read Debbie Blakeborough

(v) Minutes of previous meeting – Matters Arising
Item 40/15 Progress Report on Items from Last Meeting (iv) Date for Coffee Morning October 2015 – A Member questioned whether representatives from all political parties should be invited to the village coffee morning.
Item 40/15 Progress Report on Items from Last Meeting (vii) Response St Tewdrics Church re noticeboard – The meeting was advised that the noticeboard will be moved and refurbished.
Item 40/15 Progress Report on Items from Last Meeting (viii) Feedback from village – Local Planning issues raised at Mathern Fete – Members wished to express their thanks to David ??? for the work carried out in producing the reports for the wind turbine planning application.

49/51 COUNTY COUNCILLORS REPORT
County Councillor Down reported on the following issues:-
1) Monmouthshire County Council have received a Compliance Notice regarding the production of documentation bilingually and it is anticipated that Community Councils are likely to receive similar – this is under the Welsh Language (Wales) Measure 2011.
2) Monmouthshire County Council Draft Budget Proposals 2016/2017 – MCC projects an increase in Council Tax of 4.95 per cent, lowering the budget gap for 2016/17 from £6.3 million to £1.7 million with suggested rationalisation in the following areas:- tourism and leisure, business support teams, training, different ways of dealing with IT, community asset transfers of community buildings, more strategic ways of allocating S106 monies, imposing a charge for legal services to other bodies, restructuring of commercial waste disposal, increase in planning fees, senior management team restructure, grants to 3rd sector bodies, revenue generation from advertisements and car parks, wildflower planting rather than bedding plants, removal of Chepstow cemetery Sexton, reduction of highways budget, streamline working hours, business rate evaluation, office accommodation consideration, changes to additional learning needs provision, increase of non-statutory fees and charges by 10% and collaboration with Town and Community Councils to streamline specific services such as street sweeping and grass cutting.
3) Advertising – Various advertisement board are appearing within the County and it is an initiative by MCC to generate income for the ongoing maintenance of highways and verges. A member raised concerns regarding the placement and number of boards being erected as they are potentially dangerous due to the size of the writing. The meeting was advised that due to the number of complaints received that the scheme has been suspended until the issues are resolved and that at present there is no consultation with Community Councils as to where they will be located unless planning is required.

50/15 PROGRESS REPORT ON ACTIONS FROM LAST MEETING
(i) Pavement next to Texaco Garage – dangerous for pedestrians.
Members were advised that this is a budget issue and will be carried out when funds allow
(ii) Access to Yacht Club
No response to date
(iii) Work to War Memorial
Sixteen golden chrysanthemums have been planted and costs will follow for the replacement of the timber edging with decking boards. Next spring the timber fence will be painted and the railings sanded down and repainted.
(iv) Pwllmeyric Bench and Noticeboard
The replacement bench has arrived and needs to be installed and the noticeboard will arrive in the next 4-5 weeks.

51/15 HIGHWAYS
A member advised that the Willow Tree at the entrance to Mathern Village had been cut but debris was still there. A suggestion was made that the tree be pollarded and County Councillor Down agreed to take the matter forward with the County Council.

52/15 COUNCILLORS REPORTS / CLERKS REPORT
a. OVW – none
b. GAVO Best Kept Village Results – comment sheets had yet to be received but had been chased and the suggestion of an entry fee rather than a donation will be considered for the 2016 competition.
c. Risk Assessment findings / actions – no report available
d. Governors Meeting The Dell Primary School – AGM is on Tuesday, 13th October 2015 and will be reported to the next meeting of Mathern Community Council

53/15 PLANNING APPLICATIONS
a. New submissions
DC/2015/00308 – Mounton House Park
Proposed landscaping alterations. Additional to approved DC/2013/00112
Awaiting site visit

DC/2015/00691 – 12 Mounton House Park
Wooden panel fence / gates
Awaiting site visit

DC/2015/01085 – Tullyvin, 4 Pwllmeyric Close, Pwllmeyric
Proposed balcony to south elevation
OBSERVATIONS:- Mathern Community Council recommends approval

b. Decisions and appeals
None.

c. Enforcement
None

54/15 FINANCIAL MATTERS:- Payments / Receipts for September
The payments and receipts for the month of September 2015 was agreed.

Payee Reference Amount
J Kelley 101537 £343.32
PAYE 101538 £85.80
M Trading 101539 £50.14
C Wheeler 101540 £103.98
John Reece 101541 £192.00

55/15 CORRESPONDENCE AND FORTHCOMING MEETINGS
i) Coffee Morning Saturday 17th October 2015 – 10.15am start
Members were reminded that items for discussion are the proposed siting’s of dog waste bins and the possibility on a community defibrillator.
ii) Results of Wales in Bloom
Mathern, Mounton and Pwllmeyric received the Silver Gilt 1st in the “Class 7 – Villages” section of the Wales in Bloom competition 2015.
iii) Remembrance Day Service – November 8th at the War Memorial 10.15am
Members information:-
v) Remembrance Service – Members are invited to the Remembrance Services at 6pm on 8th |November at St Tewdic’s Church
vi) Correspondence from Nick Ramsay – item to be reported at the next meeting of the Community Council.

56/15 OTHER MATTERS FOR DISCUSSION
i) Christmas Lunch Date and Venue
RESOLVED:- To host the Christmas Lunch on Sunday 6th December 2015 at the Millers Arms
ii) The Chairman thanked Mrs Lucy Allen for clerking the meeting in the absence of Mrs Jane Kelley.

57/15 DATE OF NEXT MEETING
The next meeting of Mathern Community Council to be on Monday, 9th November 2015 at 7pm.

This completed the business of the meeting at 8.20pm

MINUTES OF MEETING APPEAR ONE MONTH AFTER AS THESE NEED TO BE APPROVED BEFORE THEY ARE POSTED