MINUTES OF THE MEETING OF PORTSKEWETT COMMUNITY COUNCIL HELD IN ARCHBISHOP ROWAN WILLIAMS SCHOOL TUESDAY 19 th JUNE 2007

In the absence of the Chairman and Vice, Councillor Griffiths chaired the meeting. (Proposed by Councillor Standing and seconded by Councillor Turner.)

1. SIGN THE ATTENDANCE BOOK

The Attendance Book was duly signed.

•  APOLOGIES FOR ABSENCE

Apologies had been received and accepted from Councillors Nurcombe and Evans.

3. MINUTES OF THE LAST MEETING

It was proposed by Councillor Richards and seconded by Councillor Griffiths and agreed that the minutes of the last meeting were accepted as a true record with the following amendment: Page 5, item 11.With reference to the planning application for 1 Main Road, Councillor Richards stated that points were made at the Planning Committee by Councillor Evans, that had been ignored.

4. MATTERS ARISING

•  Traffic Calming and Warning Signs for School
No progress to report.

•  The Lease on The Quest
Awaiting new lease.

e) Designation of Bridleway
No progress.

•  Claim Against Council Insurance
No progress to report.

•  Broken Fence on Harold's Park Side of Sudbrook Bridge
Still awaiting repair by Network Rail. MCC Highways are awaiting a response regarding target dates for repair.

•  Brow of Hill on Crick Road
No progress to report.

•  Warning Signs at Black Rock
Awaiting signs to be installed.

•  Proposed Section 106 Money
County Councillor Fox informed members that he had checked on the process. S106 agreements are set up at the beginning of developments and it can be specified at this point for schemes around the area. The S106 money from the Bellway Development can be used in Portskewett, Sudbrook and Leechpool. An amount of £3,316 per dwelling will be released after the completion of the sale of the first 10 houses. A Planning Monitoring Officer will oversee the money is paid when it should be. A portion of the money is held back for ongoing maintenance of any scheme that comes from the whole amount. This money is held by RER department at MCC.

The majority of S106 monies are used for recreational purposes, with a large portion going towards play areas. It can also be used for adult recreation – changing rooms, toilets etc. Councillor Fox was not sure if the Church Hall Committee would be able to apply for any of the money. Mike Moran at MCC would administer the money, which initially would be held by LLL. He would liaise with Councillor Fox to seek his views and the views of the Community Council. A case for applying would then be put together. All groups eligible to apply would need to be identified.

•  Map Case in Sudbrook
Maps had been delivered.

•  New Play Area Committee/Community Sports Day
Fun Run, with a Fireman Sam theme will be held on 21 st July in Harold's Park to raise money, with a starting time of 11.am. Marshalls are required for the event. The recreation hall will be made available with the committee room being used to display the artist's impression of the new play area. This will be an opportunity for the public to view and to have a say. The Fire Service will be in attendance.

A competition will be held in the schools to design a logo for the new play area. Grants are being applied for.

•  Interpretation Boards Following Time Team Visit to Harold's Park
The Clerk had received two boards from Denis Manning. Dr. Kate Smith had contacted Time Team to ask for the interim report which would enable the content to be written.

•  Laburnam Terrace Streetname
Awaiting new sign to be installed.

•  Resurface of Access Lane to Laburnam Terrace
No progress to report.

•  Damaged Fence and Gate in Sudbrook Play Area
Clerk had received a telephone call from Kevin Rees-Davis of MCC who had quoted a price of £95 plus VAT to repair the gate and provide a 519 lock. The Clerk consulted with the Chairman who authorised the cost. Councillor Watkins had spoken to Mr Rees-Davis who had agreed to a revised price of £50 plus VAT. The gate had now been repaired. The Clerk had thanked Mr Rees-Davis for the work. No further comments.

•  Pavements in Camp Road and Post Office Row
No progress.

•  Branches Overhanging Highway on Crick Road
MCC Highways had contacted the owner of the hedge and requested it to be cut. This appeared to have been done. Councillor Griffiths had asked the caretaker to inform the Clerk if he identified any overhanging hedges etc. No further comments.

•  State of Road on Sudbrook Bridge .
The Clerk had reported to Highways again.

•  Blocked Drain Outside Numbers 3 and 5 Main Road
The Clerk had reported this to MCC Highways. It would be added to programme of works.

•  Lave Net Fishermen Sign
Mr Pritchard had kindly cut the shrub obscuring the sign. No further comments.

•  Sudbrook Heritage Trail Leaflets
The leaflets had been printed and delivered. No further comments.

•  Presentation of 2006/07 Accounts
The Clerk had received the Annual Return and had passed the books to the Internal Auditor.

•  Surface of Manor Way
Clerk had reported to MCC Highways who had advised that the area would be added to the resurfacing programme.

•  Traffic Calming Features in Sudbrook
Clerk had reported to MCC Highways, asking for the humps to be checked as they were becoming loose. She had received assurance that the ramps appeared to be safe at present but the Inspector would continue to monitor and action if required. No further comments.

•  Potholes in Seaview
Clerk had reported to MCC Highways. The potholes had been repaired and the condition of the carriageway had already been brought to the area engineer's attention. No further comments.

bb) Overgrown Footpath Behind The Mill
The footpath had been cut back. No further comments.

cc) Best Kept Village
Clerk had advertised the competition in the noticeboards and around the villages.

dd) Best Kept Garden Competition
The Clerk had advertised the competition in the noticeboards and had written to last year's winners, asking if they would judge this year's competition.

ee) Lids for Recycling Boxes
Lids had now been delivered. No further comments.

ff) Recycling Service in Leechpool
Clerk had emailed the Waste Strategy Officer and had received a reply that an improvement was required. He was under the impression that a green waste service was already being operated in the area.

•  REPORT FROM LOCAL POLICE REPRESENTATIVES

No representatives from the Police were in attendance. Councillor Fox reported that cars in Leechpool had been broken into and car radios stolen. Councillor Turner reported that youths behaving antisocially had been challenged by a resident of Treetops and had found his car window smashed the next morning.

After the meeting the Clerk had received an email from PC Turner, apologising for not attending the meeting. He gave the following report of crime patterns in the area which included :
Attempt of theft of dog by a female Traveller in Wedgwood Drive.
Advice given to noisy youths in Sudbrook play area.
Officers had attended a fight at Mount Ballan showground. One male had sustained an injury but did not make any complaint.
Report of youths interfering with a skip near Sudbrook Club. No offences.
Attempt break into a vehicle in Station Road. No entry gained and nothing stolen.
Fire damage to Sudbrook football pitch by persons lighting a bonfire.
Deliberate damage to a car in Treetops.
Pushbike stolen from Mount Ballan showground.
Report of theft of quad bike from industrial estate. Suspect named.
Stereo stolen from an insecure vehicle in Leechpool.
Disturbance outside Portskewett Inn following a party. Police attended and two people arrested for public order offences. Investigations continuing.

•  REPORTS FROM REPRESENTATIVES ON SCHOOL GOVERNING BODIES

a) Governing Body for Ysgol Y Ffin
No meeting had been held in the past month.

b) Governing Body for ARW Primary School
No meeting had been held in the past month.

•  REPORT FROM REPRESENTATIVE ON OTHER COMMITTEES

Councillor Watts reported from:
a) Area Forum
the Landmark Wales project had chosen the artwork that would be placed by the Second Severn Crossing, in Rogiet. The ‘Red Cloud' was chosen. Farmer's market would be held once a month at Caldicot Rugby Club between 3 – 7 pm. Dates to be confirmed. The Severnside Heritage Trail would have a representative in each area. The Grass Routes bus was a success with over 1,300 members. The ‘Churches Together' event had been held in Caldicot Castle and had been charged £900 for the use of the grass area.

b) Portskewett and Sudbrook Youth Club
Councillor Watts showed members the Highly commended certificate that had been awarded for ‘Invaluable Contribution to Communities in Monmouthshire'

8. DISCUSSION WITH COUNTY COUNCILLOR

Councillor Fox gave an update on the Barratts development. Officers are waiting for a formal response from the Highways department. The developer wanted ‘controlled access' to the site, which would involve the traffic lights being resited to include the access into and out of the site. MCC Highways are not happy with this proposal. Capita (Independent advisors on highways issues) are currently studying the latest amendments. Christian Lowe from MCC Highways would formulate the response. The future of the mill site is unknown but has to be kept in mind with regard to the flow of traffic on the road. Highways are not happy with the access point on Main Road. The developers have implied that they could purchase a piece of land to increase the access. It was hoped that the Highways department would put a strong case against it. A letter had been received from the body that oversees emergency services that implied emergency access to Sudbrook would not be affected by the development. If a new road were created into the village it would encourage more development in the area. Councillor Turner stated that all residents in Sudbrook would be inconvenienced by the access in to the development. Councillor Fox had also raised this. There was a potential safety issue for pedestrians, as the pavement would be removed to create the access and there is no pavement on the other side of the road.

Waiting for recommendations from the planning department. If the recommendation is to approve the development, a public meeting could be held. It is possible to get the press and the MEP involved.

If the application is refused Barratts will appeal directly to the Welsh Office. From a Planning Department point of view the application is not considered to be overdeveloped. Although the UDP recommended 10 units, it is only a guide and does not have to be adhered to.

Councillor Fox also clarified the position on the planning application for 1 Main Road. He said that he was not aware of the 252-name petition that had been submitted to the Planning Department. He had not been contacted by any member of the public. The petition only referred to the demolishing of the building, not to the development. Councillor Standing stated that if the petition had been channelled through the Community Council, it could have supported it. A site meeting had been held and members of the Planning Committee minded to refuse the development. Officers wanted to approve. At the planning meeting, Councillor Fox said he was not against the development if it was stone faced, complied with Highways conditions and had sufficient parking spaces. The application had conflicting amounts of parking spaces. Councillor Watts asked if amended plans would be submitted if only 5 dwellings were decided upon. This was not known.

9. NEW CORRESPONDENCE

•  MCC Planning Committee Agenda. Circulation

•  MCC Citizen Centred Conference. Discussed. The conference would be held on 5 th July. No councillors would attend..

•  Rectorial Benefice of Caldicot . Request for financial assistance towards Church Hall refurbishment. Discussed. It was decided to put on the agenda for July. Councillor Griffiths would inform Rev. Richards.

•  Local Health Board. Public Consultation – Draft Gender Equality Scheme. Circulation.

•  Fireworks International. Annual brochure. Discussed. It was agreed to purchase the ‘Scorpio' set at a cost of £375.

•  SARA Request for funding. Discussed. It was agreed that this was an extremely important service in the area. Councillor Watts proposed £100 be donated and this was seconded by Councillor Turner

•  MCC Landscape Department . Discussed. Free grass cutting service in play areas will discontinue. The cost will be £3,010 per annum plus VAT. County Councillor Fox would investigate this at County Hall.

•  Area Manager, Severnside & Lower Wye. Consultation on draft document ‘Connecting the Spheres. Discussed/circulation.

•  Magor with Undy CC. Tidal Strategy Environment Agency – Joint meeting with Community Councils. Discussed. A liaison group comprising of local community councils and other organisations was being formed to discuss the strategy . A representative for this group was asked for. Councillor Griffiths agreed to attend.

•  MCC Outline Edition – Regional Transport Plan. Circulation.

•  MCC Adopted Monmouthshire UDP – Final Publication. Circulation.

•  Portskewett Recreation Hall Request to be reimbursed for cost of insurance amounting to £1,219.29. Discussed. It was agreed to request a legitimate business plan with full justification for the amount. Also three quotes from insurance companies. The Community Council's insurance now includes Sudbrook Play Area, as this was removed from the Recreation Hall's policy in March. This has added over £200 to the premium. The responsibility for Sudbrook play area lies with the Recreation Hall Committee. (This is confirmed in a letter from 1985). The Community Council has to be consistent in its approach to all requests for financial assistance. The Clerk would write to the Treasurer of the Recreation Hall Committee and would place the item on the agenda for July.

Planning Applications Received
00590 Replacement of roof and front extension to create 1 st floor. 56a Main Road. No objections
00608 2 storey extension for bedrooms, kitchen & dining room. Croft Farm, Crick. No objections
00561 Garden Centre & retail units. Land off Lodge Way, Severnbride Ind Est. No objections as long as MCC Highways have agreed that all access roads are adequate for the increase in traffic. Also noted that plans do not show provision for female toilets.
00509 Variation of access to retail development on plans approved 1 Nov 2005. Land off Lodge Way, Severnbridge Est. No objections.
00667 Alterations & extensions to provide new kitchen and toilet facilities. Church Hall Crick Rd . No objections.
00197 Barn conversion. The Barn, Blackrock Farm Portskewett. No objections.

Planning Applications Approved
58 Treetops Portskewett. First floor extension over existing garage.

Planning Applications Refused
None this month.

10. ANY OTHER BUSINESS

•  Councillor Richards reported that the hedge at the back of Oaklands Park was overgrown. Clerk to write requesting it be cut back.

•  Councillor Turner apologised for not attending the last meeting. His wife had been taken ill but was well again now.

•  Councillor Turner reported that large amounts of weeds were growing in the pavements and roads in the village. Clerk to report.

•  Councillor Turner also reported that he was concerned about the large metal structure that was being built at Farthing Hill. Councillor Standing advised that a planning application had been approved last year. Councillor Fox advised that the site is an agricultural holding and buildings for agricultural use can be erected.

•  Councillor Standing asked if the caretaker reported overhanging trees and hedges to the Clerk in between meetings. Councillor Griffiths would speak to Mr. Spooner.

•  Councillor Standing asked if the Clerk would agenda Village Christmas Trees for the July meeting.

•  Councillor Watts reported that youths were leaving rubbish on the green, where they gathered at night.

•  The seats in Harold's Field were unable to be used as brambles and nettles were growing through. The caretaker had been unable to remove them as he was waiting for the strimmer to be fixed by Councillor Parker.

•  Councillor Fox reported that youths had set fire to the bin by the bench on Manor Way. The fire brigade had been called but the fire had already extinguished by Mr Colin Mitcheson.

•  Councillor Fox advised members that he was aware that the nettles around the stiles on his land needed to be cut back. He would do this as soon as possible.

•  Youths had been camping in Harold's Field and the Police had moved them on.

11. FINANCE

The Clerk had received a Worksheet from the Caretaker, Mr Spooner for 5 weeks plus 3 hours overtime, £283.55

It was proposed by Councillor Griffiths and seconded by Councillor Turner that the above-mentioned payments as well as the following payments be authorised:

The following cheques were then presented for signature:

12. DATE AND TIME OF NEXT MEETING

The Chairman thanked everyone for attending and gave the date and time of the next meeting as Tuesday 17 th July 2007 at 7 p.m. at Ysgol-Y-Ffin school, Sudbrook. The meeting was then declared closed at 9.25 pm.