Present: Cllr. Amanda Reade (Chairman), Cllr. John Barker, Cllr. Martyn Davy, Cllr. Vivien Ferguson, Cllr. Molly Boughton, Cllr. Sheila Fowler and Cllr. Graham Price,
In attendance: Mrs Margaret Highton (Clerk), District Councillor Roger Yeates and 8 parishioners.
Apologies for absence: There were none.
Declaration of Interest: None.
The meeting was then opened to the Public for a discussion concerning the land in Sterrys Lane. On June 26th District Councillor Roger Yeates and Cllr. Molly Boughton were advised that work had commenced in a field in Sterrys Lane, which had recently been purchased. An Enforcement Officer from Forest of Dean District Council had visited the site and the Parish Council had been advised that there did not appear to have been a breach of planning. The Parish Council was also told by the Planning Department, that the landowner had spoken to Forest of Dean District Council in January about whether he needed planning permission for his intended works. District Councillor Roger Yeates had been given a telephone number, so he can contact Forest of Dean District Council out of hours if it appears a stop notice may need to be issued. A stop notice cannot be enforced by the police. If a landowner breaches a stop notice, he can be taken to court and fined.
The meeting was then closed to the public and District Councillor Roger Yeates and six members of the public left the meeting.
Travellers Sites: After a discussion, it was agreed that the Parish Council should write to Forest of Dean District Council about the Parish Council’s concern about the under provision of authorised gypsy and traveller sites and to suggest a formal procedure should be put in place to deal with emergency breaches of planning regulation. Action: Cllr. Amanda Reade to draft letter.
Minutes of the meeting on 7th May had been circulated. It was agreed unanimously that the Chairman should sign the minutes as a true and correct record.
Report from the Clerk on actions requested in the Minutes dated 7th May not covered elsewhere in the agenda: Newent Area Freight Quality Partnership: There has been no further progress with this initiative as unfortunately no other Parish Council or Haulage contractors have shown any interest at present.
Work on Kilcot Green: Mr Duffield has agreed to place a pipe in the suggested trench at the original quoted price. Mr Duffield has been asked to do the work.
Financial Matters:
Ratification of payments made in the last two months:
It was proposed by Cllr. Amanda Reade and seconded by Cllr. John Barker and agreed unanimously that the following payments should be ratified:
- GAPTC - Training: £35.00
- GAPTC - Training: £30.00
- Newent Association for the Disabled: £50.00
- Forest of Dean District Council – Street Warden Service: £100.00
- Community First – Insurance: £286.00
- SLCC - CiCLA Update: £15.00
- David Slater – Photographs for Notice board on Kilcot Green: £276.00
- Meadow Designs – Notice board on Kilcot Green: £640.00
Accounts for Payment in accordance with the Budget:
It was proposed by Cllr. Amanda Reade and seconded by Cllr. John Barker and agreed unanimously that the following payments be made in accordance with the budget:
- Clerk’s Expenses: £52.19
- Cllr. Viv Ferguson – Mileage to PWB Meeting: £11.20
- Annual Parish Meeting Expenses: £26.98
- Staples – Paper: £16.62
Purchase of Local Council Administration 8th Edition: Cllr. Viv Ferguson proposed and Cllr. Amanda Reade seconded that the Parish Council should purchase a copy of the 8th Edition of Local Council Administration at the cost of £ 59.05.
Payment of Chairman’s Allowance: Cllr. Martyn Davy had consulted with Kim Bedford, Chief Officer, GAPTC who said that the Chairman’s allowance is reasonable reimbursement for expenses actually incurred and there is no legal requirement for a record of actual expenses and no tax implications. It was decided that the fixed sum of £100 would continue either being paid as a lump sum or a claim of estimated expenses with a ceiling of £100. If the Chairman so decides he or she may use part of the allowance for social or other activities that benefit parishioners including Footpath Clearing Expenses. The Chairman may decide to donate all or part of the allowance to charity.
Contribution towards Kissing Gate at North Farm: The Parish Council has been asked to contribute to a Kissing Gate at North Farm, which is on a footpath with Kissing Gates at either end. These Kissing gates were originally provided by the Parish Council using grant money. On this occasion, the Parish Council did not feel able to provide a contribution out of Parish funds as it could set a precedent. The Parish Council suggested Roger Cox’s services to install the gate.
Internal auditor for 2009/2010: Cllr. Sheila Fowler proposed and Cllr. Viv Ferguson seconded that Alan Cryer should be invited to be Internal Auditor and it was agreed unanimously. Action: Clerk to write to Alan Cryer.
Accounts up to 30/06/09 and Lead Member for Finance’s Report: Accounts had been sent to all councillors and no Councillors had any comments. The Lead member for Finance reported that he had checked the Bank Reconciliation and accounts and had found no problems.
h) Membership of CPRE: Cllr. Amanda Reade asked for this to be placed on the next agenda.
B4221 and Related Matters:
Progress on lorry maps and signage on M50: An email reply had been received from Mike Obst and sent to all councillors but it was felt that little progress had been made. The Clerk was asked to write to Mike Obst in August as he said that progress would be made within 2 months. Action: Clerk to write to Mike Obst in August
Progress on Vehicle Activated Sign and other safety measures: A very good meeting had been held between Chris Townley and Cllr. Amanda Reade and the Clerk and a summary of all considered actions from that meeting had been circulated to all Councillors. Although Chris Townley felt that three Vehicle Activated Signs (VAS) within a short distance was “overkill” and could be ignored by drivers , he was willing to do a VAS assessment in July. He also suggested new signage and road markings to help the situation. Clerk was asked to write to Chris Townley at the beginning of August. Action: Clerk to write to Chris Townley
Response to letter sent to Highway Agency re Countdown Markers: Highways Agency have replied confirming that Countdown Markers at M50 Junction 3 Eastbound, are not at the correct distances and they would be reinstated at the correct distances in the near future. Clerk: To check before September meeting whether countdown markers have been moved.
Parish Social Event: Invitations have been distributed. It was decided to cater for around 40 people. Cllr. John Barker and Cllr. Molly Boughton would provide Gazebos. Cllr. Amanda Reade and Cllr. John Barker agreed to buy the wine, beer and cider. Cllr. Amanda Reade would provide the soft drinks. Everybody would try to be there by 3.30pm to set up.
Kilcot Green Information Board: A vote of thanks was given to the working party of Cllr. Viv Ferguson, Cllr. Molly Boughton, Jim Ferguson and the Clerk for all their work on the notice board that had entailed 5 meetings plus a meeting with Craig Walker attended by Cllr. Viv Ferguson and the Clerk. It was decided that the notice board should be placed near to the picnic tables and benches. Cllr. Viv Ferguson and Jim Ferguson would decide the actual position. Davi Krzeptowski would put the notice board up and the Parish Council decided a maximum of £50 to be spent on erection costs. Action: Cllr. Viv Ferguson to contact Davi Krzeptowski.
Community Emergency Plan: It was decided to have a working party consisting of Cllr. Amanda Reade, Cllr. John Barker, Cllr. Viv Ferguson and the Clerk to draft the Community Emergency Plan. Clerk to obtain a copy of the Linton Community Emergency Plan. Martyn Vick and Malcolm Jennings have volunteered as 4x4 drivers. A Snow Warden is needed and the Clerk needs to check whether the Snow Plough Operator is willing to continue. Councillors were asked to check the salt bins in their area to see if they need filling up and their condition and to consider whether further salt bins are required.. Action: Working Party needs to organise a meeting. Clerk to obtain a copy of the Linton Community Emergency Plan. Councillors to check salt bins in their area.
Planning Decision: The planning application at Box Bush Barn, Oxenhall Lane re holiday unit with ancillary facilities, amended access and associated hedgerow planning has been approved.
Risk Assessment: The Clerk had circulated a Financial Risk Assessment, Financial Diary and Asset Register to all councillors and it was agreed that any comments or amendments should be sent to the Clerk by 14th August so that these documents can be approved at the next Parish Council meeting. A working party of Cllr. John Barker, Cllr. Martyn Davy and the Clerk will meet to discuss the Risk Assessment for common land and footpath clearing. It was felt that no footpath clearing walks could be held until the Parish Council had approved the Risk Assessment.
Planning Training Seminar: Cllr. Sheila Fowler had circulated notes from the seminar to all Councillors. Cllr. Sheila Fowler was thanked for attending the seminar and proving the notes.
Power of Wellbeing: Cllr. Viv Ferguson was thanked for attending the seminar and for the notes that had been circulated to all Councillors. It was decided that this council did not need to exercise the power of wellbeing at present but this would be kept under review.
Letter to Central Government about Regional Spatial Strategy: A sample letter had been received from CPRE and circulated to all councillors. Cllr. Viv Ferguson proposed and Cllr. Martyn Davy seconded that the Parish Council should send the letter and this was agreed unanimously. Action: Cllr. Amanda Reade to draft letter.
Items for the next meeting’s agenda:
Quality Council
Event/Publicity for Notice board and work on Kilcot Green.
Councillors’ and Clerk’s submissions – for information only: Cllr. Graham Price agreed to attend a planning seminar on 30th July. Cllr. Viv Ferguson agreed to attend the insurance training on 14th July. There had been problems reported in Briery Hill Lane in a landowner concreting his entrance and barbed wire being cut between the lane and Kilcot Wood. The Clerk will investigate.
As there was no further business, the meeting was closed.
