Councillors present: Mr G.W. Parker
Mr B.J. Richards
Mrs. P. Watts
Mr. P.A. Fox
Mr. R. P. Evans
Mr. P.R. Nurcombe
Mr. I.H. Standing
Mr. A.H. Griffiths
Mr. G. Turner

Councillor Richards informed the Clerk that he would have to leave the meeting early as his wife was in hospital. All members asked Councillor Richards to give his wife their very best wishes. Mrs Richards regularly helps out with the bonfire and fun day celebrations.

The Secretary of the Recreation Hall Committee apologised to Councillor Evans for mistakenly putting the letter informing him of the recent meeting through the wrong door. His apology was accepted. Mr Edwards went on to say that the Committee had received a letter from the Insurers stating a risk assessment for the bonfire night event would be needed. The Chairman advised him that a standard risk assessment was in place. The Claims Investigator had attended the site of the accident that had happened at last year’s bonfire night event he said there was a difference between the insurance report and the initial report at the time of the accident. The Chairman stated that the Council were unable to comment. Mr Edwards asked about the removal of the step and was advised that it was hoped to be removed before 5th November but if it had not, lights would be placed in the area and the step would be fenced off.

1. SIGN THE ATTENDANCE BOOK

The Attendance Book was duly signed.

APOLOGIES FOR ABSENCE

All Councillors were in attendance.

3. MINUTES OF THE LAST MEETING

It was proposed by Councillor Griffiths and seconded by Councillor Richards and agreed that the minutes of the last meeting were accepted as a true record with the following amendments:

Page 6 item s) ‘Sale’ to be removed.
Page 7 item d) ‘Laburnam Terrace’ should have been specified.

4. MATTERS ARISING

Traffic Calming and Warning Signs for School
Clerk had contacted Dave Harris who said that he would chase progress with the Diocese.

Safe Access for Horses
A new cross-country circuit had been approved at Lower Leechpool farm. No further comments.

The Old Smithy
Clerk had contacted Mr Richardson asking for the end building to be cleared of rubbish. Mr Richardson had informed the clerk that the building work would commence within the next month. The approved plans had conditions attached that included the implementation of a programme of archaeological works. The development cannot commence without these works. Clerk to contact Mr Richardson asking if he would consider placing owl boxes on the buildings.

The Lease on The Quest
No progress. If the 95% grant is not successful the Council may ask MCC to take the lease back .

Storage Building for Lave Net Fishermen
The building renovation is progressing well.

Bin by Sudbrook Post Office.
Clerk contacted Dave Jones of MCC asking when the bin would be replaced and would chase again.

Bus Stops in Leechpool.
No further comments.

Transfer of Recreation Hall Lease
Clerk wrote to Mr Taylor informing him of this and the issue of the play area would be discussed at a later date. The insurance should be paid by the Community Council which should then be reimbursed by the Recreation Hall, their financial situation prohibits this. The lease stated’ …a rent to be agreed…’ implying that the rent cannot just be raised. The committee held a public meeting on 11th October where it was agreed that a clause in the constitution would be changed from listing specific groups who use the hall having a representative on the committee to allowing any group who use the hall to having a representative on the committee. The Clerk reported that Mr Taylor had handed the ROSPA report back to her. As the Council had not officially decided to take responsibility for the play area, the Recreation Hall Committee would have to attend to the issues. Councillor Fox had spoken to Asset Management who had stated that the 95% grant would probably be given to whoever are the lease holders.

Stowball Common
Clerk to contact Alfie Matthews to ask if he would cut the path.

Use of Land Owned by St. Regis for Overflow Car Park
A site meeting was held on 14th October and was attended by the Chairman, Councillors Nurcombe and Watkins, an engineer from MCC and representatives from the Mill. The area required would be approximately half of the area that The Mill were prepared to lease to the Council. This would be suitable for approximately 50 to 75 cars. The Mill could not use the trees that would be removed when clearing the area and their machinery would be unsuitable but they could give us contact details of companies that could possibly clear the area. The boundary fence would have to be reinstated. If a CCTV camera were purchased it could be linked into the security system at the Mill’s gatehouse.

The engineer, Mr Steve Baldwin, would be able to give an indication of cost, he would investigate the legalities and any Highway or Planning issues. The most suitable surface would be air bricks and gravel.

Consultation with residents would have to be carried out to gauge their feelings, to understand if the car park would be used. It would probably be an overflow car park, with residents possibly having permits for one vehicle to be parked outside their house and any additional vehicles using the car park.

All these issues, as well as cost, would have to be considered before a decision to go ahead was made.

Overgrown Railway Line in Sudbrook
Clerk had written to Network Rail requesting they remove the debris left behind when the vegetation was cut and would write asking if the line would be decommissioned in the near future.

Removal of Step Outside Recreation Hall
It was hoped that the work would be carried out (weather permitting) before bonfire night, if it was not possible, lights would be placed in the area and the step fenced off for this year’s event.

Re-seeding Piece of Land on The Green
Apparently had not been done. Clerk to report again.

Investigate Cutting of Footpaths
The booklet had been placed in the circulation file.

Streetlight behind number 3 Hill Barn View.
Clerk had asked Tim Bradfield who is responsible for open spaces in the community to cut back the tree that is obscuring the light. He had replied that there were insufficient funds in this year’s budget to attend to it and the Tree Officer had inspected the area and thought it unnecessary. No further comments.

Caldicot Road Streetname sign
This has now been replaced. No further comments.

Number 9 The Close
The brambles had now been cut back. No further comments.

Field Behind The Close
Clerk contacted Mike Grace of County Farms who informed her that Neville Bartlett had been unable to get into the field because he could not get his machine past the fence. The Clerk also asked Mr Grace if the field could be leased to the Community Council and had been informed that Asset Management were looking at the amount they would charge for this.

Weeds in Orchard Gardens
Clerk had reported to MCC. No further comments.

Clerk’s Terms and Conditions of Employment
Councillor Standing and the Chairman had discussed the payment of working through the annual leave and it was proposed by Councillor Standing and seconded by Councillor Parker that the Clerk be paid £404.29. (22 (days entitlement) x 2.3 (hours per day worked) X £7.99). No further comments.

Grants for OAP Day Trips
Clerk had asked Scott James if this would be possible. He advised that the Group should write to him directly. No further comments.

Rats Behind 3 Manor Way
Clerk wrote to Mr Thomas informing him that the rats could be coming from the field, not the undergrowth. Councillors agreed to take away some of the fallen trees to put on the bonfire, in an effort to help clear the area. No further comments.

Litter on Perimeter of The Camp
Clerk had asked Mr Jones to clear the area. This had been done. No further comments.

Dip in Road by Traffic Lights
Clerk reported to Highways.

Broken Perspex in Map by Sudbrook Play Area
Clerk had written to Dr Benfield of ATT asking for details of where the Perspex could be purchased and had received a reply saying that the company who provided it was Cwmbran Plastics. Clerk had received a quote of £59.42 (+VAT) for 4mm clear shatterproof polycarbonate and £89.10 (+ VAT) for 6mm shatterproof. Councillor Watkins would inform the Clerk which thickness to order.

Replacement Caretaker
This would be placed on November’s agenda.

Trees at Back of Post Office Row
Clerk had written to Barry Harvey asking if the trees could be lopped, she had not received a reply and would write to Mike Henderson.

5. REPORT FROM LOCAL POLICE REPRESENTATIVES

No police representatives attended the meeting.

6. MEETING DATES (2006) FOR APPROVAL

The Clerk had distributed a sheet with dates for 2006 on. Meetings would continue to be held on the third Tuesday of each month with the exception on December when it would be held on the second Tuesday, due to the close proximity to Christmas. It was proposed by Councillor Watts and seconded by Councillor Griffiths that these dates be approved.

7. REMEMBRANCE DAY SERVICE

This year’s Remembrance Day Service would be held on 2.30 pm on Sunday 13th November. The Clerk would order the wreath from the British Legion in Chepstow and Councillor Griffiths would collect it, along with the Brownies wreath. The bugler had agreed to attend the service. Councillors Richards will read the Role of Honour, the Chairman and Councillor Fox will read the lessons.

8. REPORTS FROM REPRESENTATIVES ON SCHOOL GOVERNING BODIES

a) Governing Body for Ysgol Y Ffin
There had been no meeting in the last month. Councillor Fox reported that he had met with Mrs Ebo who said the school would like to use the Camp for sports activities etc and wanted to know who to contact. The Council have no objections to this. Councillor Nurcombe would relay this to Mrs Ebo.

b) Governing Body for ARW Primary School
The AGM had been held where the vicar had been appointed as Chair and Mrs Moira Ayres, Deputy Chair. Councillor Standing had attended ‘TLR’ which had been more relevant to comprehensive schools. Councillor Standing had asked if governor’s training could be brought locally rather than in Cwmbran. School elections had taken place, which had been very interesting. Councillor Griffiths had asked about the second set of gates and had been advised that anyone hiring the Church Hall could request the key to the gates but must lock up when they had finished.

During the summer holidays some vandalism had occurred, with roof tiles being smashed. The alarms had been activated but the police had said they did not attend to alarms, which was very disappointing.

Councillor Fox reported that the Bluebelle Nursery had been contacted about moving to premises in the school which would be an ‘approved setting’. Bluebelle Nursery would progress with the governors and the school.

An After School Club is to be opened in the school which will be run by a separate organisation.

9. REPORT FROM RECREATION HALL REPRESENTATIVE

Councillor Evans had not attended a meeting in the last month.

10. DISCUSSION WITH COUNTY COUNCILLOR

Councillor Fox reported that Tabernacle Estates had completed on the purchase of the site behind the Spar and they now own the site. The Judicial Review Process is almost at the end of its 12 week period. Highways still have to give approval on some drainage issues and visual splays. It was not clear what Section 106 money would be used for.

Some surveying had taken place on the Canterbury Way site, which is not owned by Newport Council but the Past Gwent County Council. Before any development were to be approved it was hoped that a new road into Sudbrook would be built.

A County Hall Project Board had been set up as MCC would be leaving the present site by 2010.

The Good Companions are looking for donations and would be sending a letter to the Community Council.

11. NEW CORRESPONDENCE

MCC Planning applications received. Circulation

MCC Planning Committee Agenda. Circulation

MCC Cabinet Agenda. Circulation.

MCC Severnside Area Committee agenda and minutes.

SMP Playgrounds Seminar Play and Leisure . Discussed. No one would be able to attend.

Macmillan Cancer Relief. Request for donation. Discussed. No donation would be awarded as it would set a precedent.

Gwent Wildlife Trust Training courses for local groups. Discussed/circulation.

MCC Invitation to Civic Service. Discussed and passed to Chairman.

MCC LLL Monmouthshire Farm Endowment Trust Fund. Circulation.

Monmouthshire Community Safety Action Partnership. Minutes of Meeting. Circulation.

SEWTA (South East Wales Transport Alliance) Business Plan 2005/6. Circulation.

Gwent Police Authority Consultation on Local Policing Plan. Discussed/circulation.

Planning Applications Received
M12102 Amendment to existing vehicular access. 9, The Villas, Sudbrook
M12114 Conservatory at side of property. 2, Laburnam Terrace, Portskewett

Planning Applications Approved
Convert old school building to family home, old school, Portskewett
Single storey rear extension, 31, Hill Barn View, Portskewett
Front porch/internal alterations/front garden parking, 16, Stone Cottages, Sudbrook
Replace barn with new dwelling, Unit 1, Old Smithy, Portskewett
Convert barn into dwelling, Unit 2, Old Smithy, Portskewett
Conversion of agricultural outbuilding to dwelling, Severn Farm, Leechpool
Construction of 30 dwellings, Land to North of Main Road, Portskewett
2.1km Cross Country horse riding circuit, Lower Leechpool Farm

Planning Applications Refused
M11783 Siting of containers, land to west of Packsafe, Severnbridge Est.

12. ANY OTHER BUSINESS
Councillor Griffiths said he had spoken to an archaeologist who would investigate a survey of Harold’s Park. A quote would be obtained before any works commenced. Brambles on the site would have to be removed prior to this. The archaeologist is in consultation with CADW.

A talk will be held in the Church Hall on 28th October – on historical finds in the Church.

Hedge on 2 Main Road is overgrown. Clerk to write asking for it to be cut back.

Councillor Watkins reported the 20mph sign in Sudbrook is protruding into the road and has been clipped by several vehicles. Clerk to report to Highways.

Residents of Sudbrook are concerned that some vehicles are ignoring the speed limit in the village. Clerk to write to MCC and Police.

Vehicles are entering Old Row as they are unaware that it is a dead end. Clerk to request ‘No Through Road’ sign be placed there.

Councillor Standing reported that he had had complaints regarding the storage containers at Packsafe. They are being stored on top of one another. Clerk to ask Planning Department if this is permissible.

The top bus stop in Portskewett is often untidy with rubbish. Clerk to ask Mr Jones to check.

The grit container by the bus stop at top of village has been damaged. Clerk to report to Highways.

Councillor Watts asked if the results of Best Kept Gardens could be displayed in the noticeboards as soon as possible after the Clerk had been notified. This would give people the opportunity to look at the winning gardens.

Councillor Watts had received one request for the mobile cinema to visit the village. It had not been successful when it visited last year.

A lady from Caldicot had received a report that HIV needles are being placed on cinema seats and wanted people to be aware of this practice.

The Clerk reported that she had received a complaint about children on petrol quad bikes racing around the perimeter of the green behind Hill Barn View. Clerk to report to Police.

13. FINANCE

the Clerk had received the Worksheet from the Caretaker, Mr Jones, detailing the number of weeks, overtime worked and expenses totalling £274.20

The Clerk’s salary and expenses totalled £541.10
Monthly Salary
8 hours overtime
Office Allowance
Telephone Expenses and Line Rental
Expenses (e.g. stamps, petrol allowance, stationery
£398.16
£63.92
£43.33
£27.00
£8.69

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

Trinity Presbyterian Church, donation towards refurbishment of memorial plaques, £50.00.
Mr A.H. Griffiths, reimbursement of cost of frames etc for Heritage Trail Launch.
Mr A. H. Griffiths, reimbursement of cost of glowsticks for bonfire night event.
The following cheques were then presented for signature:

14. DATE AND TIME OF NEXT MEETING

The Chairman thanked everyone for attending and gave the date and time of the next meeting as Tuesday 15th November 2005 at 7.00 p.m. in the Recreation Hall. The meeting was then declared closed at 9 pm.