MINUTES OF THE MEETING OF PORTSKEWETT COMMUNITY COUNCIL HELD IN THE RECREATION HALL TUESDAY 19 th SEPTEMBER 2006

The Chairman welcomed members back after the summer break and asked the first member of the public to speak. Mr Alun Beedon of 27, The Close addressed Councillor Turner in his capacity of judge for the Best Kept Garden 2006. He stated that he had been disappointed that his garden had not been shortlisted and, in his opinion, was better than some of those that had been. Councillor Turner informed Mr Beedon that himself and his wife had fairly judged the competition. It was agreed that the Best Kept Garden competition would be discussed in greater detail at the October meeting.

The Chairman then stated that he had received a telephone call from ATT Benfield who operated from the industrial estate, opposite the Woodstock Waste facility. He had met with Professor Benfield, Mr Cairncross from RES Ltd. and Mr Gerrard from Severn Machine Tools. They were extremely unhappy that the Community Council had had no objections to a planning application submitted by Woodstock Waste for a change of use to maintenance and repair of vehicles and to increase their storage capacity. Councillor Watts stated that only three Councillors had seen the plans as they had been submitted during the August break. In accordance with Standing Orders [1991 71(a)], the plans had been passed to the Chairman and two other Councillors. Professor Benfield had informed the Chairman that it was possible legal action was going to be taken against the County Council and that he, as Chairman of the Community Council, could be held legally responsible for maladministration. The Chairman had advised Professor Benfield to attend the next meeting of the Community Council. The Community Council had not been aware of any difficulties with Woodstock Waste. The Chairman informed members that he did not feel comfortable taking part in the discussion and would absent himself from the room. Councillor Evans, as Vice-Chairman took the chair.

Mr Cairncross informed members that Woodstock Waste constantly created problems for its immediate neighbours, with large amounts of waste being stored, in excess of what they had permission for. The area was infested with rats. Vehicles and skips were also parked outside of the site. Environmental Health, the planning department and the Chief Executive of MCC had all been aware of the problems but were unable to help. The understanding was that notices of planning applications were placed in the immediate vicinity of the area concerned. These notices had not been posted. The Clerk advised the gentlemen to instigate the complaints process with MCC and handed a copy of the procedure to Mr Cairncross. Mr Cairncross handed out copies of photographs etc. detailing the problems they were encountering. Members agreed that the area was disgraceful and resembled a rubbish tip rather than a transfer station.

Councillor Nurcombe stated that he felt disappointed that the Chairman had felt threatened with legal action in Professor Benfield's statement. Professor Benfield repeated again that action against the County Council was being considered and that it could ‘spill over' to the Community Council. He asked for the ‘no objections' recommendation be retracted from planning application. Councillor Watkins stated that the Community Council would support the companies in their objection and complaints regarding the mess created by Woodstock Waste and that it would have been more beneficial if Councillors had been made aware of the problems earlier. Councillor Nurcombe advised the gentlemen to contact Councillor Peter Fox, as their County Councillor. The Clerk would contact the Planning Department and inform them that objections had been raised and that the companies concerned felt they had not been notified in the correct manner. She would also contact Environmental Health. She would inform the gentlemen of any outcome.

All members of the public left the meeting and the Chairman returned to the room.

The Chairman repeated the statement that he made at the July meeting that, in recent months, meetings were becoming a little confused, with several people talking at the same time. This made it difficult to hear and for the Clerk to minute. He suggested that members return to ‘one voice at a time'. All Councillors agreed that this would help to facilitate a more orderly meeting with issues dealt with in a timely manner.

1. SIGN THE ATTENDANCE BOOK

The Attendance Book was duly signed.

•  APOLOGIES FOR ABSENCE

Apologies had been received and accepted from Councillors Griffiths and Fox.

3. MINUTES OF THE LAST MEETING

It was proposed by Councillor Parker and seconded by Councillor Richards and agreed that the minutes of the last meeting were accepted as a true record with the following amendment:
Page 4, item 6, should read ….'some of the minor issues'…. The Clerk apologised for the error.

4 MATTERS ARISING

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

•  The Lease on The Quest
Awaiting new lease.

•  Recreation Hall Lease
A meeting had been held on July 25 th . It appeared that there was conflicting information regarding the relationships between the Management Committee and the Community Council and MCC. Councillors would call a meeting and ask MCC Legal Department and a representative from Charities Commission to attend. The Clerk had received a copy of the inspection report from MCC in which it stated that the slide and roundabout were unusable and should be removed. The equipment had since been dismantled. The report also estimated that to update the play area would cost in the region of £25,000. The report was placed in the circulation file for Councillors to read.
A short discussion was held regarding the continued confusion regarding the relationship between the Management Committee and the Community Council. The Chairman advised that he would distribute copies of the old and new leases for members to read and understand. It was felt that over the years, the understanding regarding relationships had migrated and it was important to confirm the realities. A meeting would be called at a later date between the MCC Legal Department, the Charities Commission and anyone concerned.

•  Car Parking at Church Hall/outside School
A meeting was held at ARW school on Wednesday 13 th September. Councillors Standing, Griffiths and Evans attended. It was agreed that the school car park would be available for use of Church Hall users. The Community Council would pay for cutting keys and locks which would amount to between approximately £30 to £40. It was proposed by Councillor Watts and seconded by Councillor Parker that the payment be authorised.

•  Dog Fouling Signs in Harold's Park
Councillor Parker would install these at his earliest convenience.

•  Designation of Bridleway
The Clerk had received a letter from a resident of Post Office Row, Sudbrook who stated that the removal of the gate and barrier on the corner of the mill to allow access to horses (and motorcycles) would be strongly opposed. He had spoken to a number of residents who agreed and would sign a petition to this effect. Councillor Parker declared an interest and stated that horse riding could be considered a part of village leisure time and that it would be sensible to have a bridleway in the area.

•  Claim Against Council Insurance
No progress to report.

•  Closure of The Paper Mill
No progress to report.

•  Broken Fence on Harold's Park Side of Sudbrook Bridge
Clerk had written to Network Rail who had replied that the work would be carried out as soon as possible.

•  Laburnam Terrace Streetname
This had been installed. No further comments.

•  Broken Fence and Overgrowth on Sudbrook Line
The fence had been replaced. The overgrowth, although untidy, was not considered high priority to Network Rail as priority was given to jobs on live tracks. The work would be carried out when resources were available.

•  Replacement Bins on Manor Way and Outside Sudbrook Post Office
These had now been installed. No further comments.

•  Main Road Streetname
Awaiting for new one to be installed.

•  Weeds in Orchard Gardens
The weeds on the highways were scheduled to be sprayed twice a year, May and September.

•  State of Sudbrook Road
Clerk had reported to MCC Highways who had added the site to the patching contract for this year.

•  Removal of Hedge on Crick Road
Clerk had been informed that a white line would be painted on the road to define the edge of the carriageway. She had received a letter from Highways asking if the Community Council were able to identify who had carried out the removal of the hedge as the carriageway is now deteriorating due to these works. The Clerk replied that, to the Community Council's knowledge, the land was owned by County Farms and rented by Howard Rees.

•  Brow of Hill on Crick Road
Clerk had reported to Highways who had added the site to this year's schedule of road markings.

•  Council Accounts 2005/06
The internal had been carried out. The Clerk had placed notices advertising the accounts being ready for inspection in the noticeboards. Councillor Evans, as Vice Chair signed the Statement of Assurance. This could now be returned to the Audit Office for completion. The Clerk informed members that she would find internet banking useful and had received an application form. The Chairman and 3 other councillors signed the authorisation form.

•  Best Kept Garden Competition
The competition had been won by Mr Lewis of Laburnam Grove (Portskewett) and Mr and Mrs Williams of 6 Old Row (Sudbrook) Councillor Griffiths had been advised by residents of 27, The Close that they were disappointed that their garden had not been shortlisted. Councillor Turner had had the trophy engraved at a cost of £11.95.

•  Best Kept Village Competition
The Clerk had received the reports from GAVO and had placed them in the circulation file. The Church had won best Churchyard in over 1000 population category. The Clerk had forwarded the certificate and cheque to the Secretary of the Church. No further comments.

•  Car Dealers at Parkwall
A planning application had been submitted for the former nursery site. The Enforcement Officer was still awaiting plans from the owner of the restaurant car park.

•  Fancy Dress Hire and Cropthorne Farm
There had been no breach of planning control at Cropthorne Farm. The occupiers of 42 Leechpool had been informed that they must submit a planning application for change of use.

•  Welsh Water Vans Parking on Sudbrook Bend
The Clerk had been informed by Welsh Water that, in order to follow up the complaint, the vans must be identified by the name of the contractor. She had informed Counillor Watkins of this. The vans had not been seen in the area for some time. No further comments

•  Youth Club in the Village
Councillor Watts advised that a youth club for ages 9+ would commence for a trial period on Thursday 5 th October at Sudbrook Club. Councillor Watkins congratulated Councillor Watts on her success in getting the youth club started. Councillor Turner advised Councillor Watts to write to John Lewis store to request play equipment.

•  Warning Signs at Black Rock
Clerk had emailed Jerry Lewis twice to request this and had not received a response. She would continue to chase up.

•  30mph Road Sign at Leechpool.
The light had been attended to. No further comments.

•  REPORT FROM LOCAL POLICE REPRESENTATIVES

PC Turner had informed the Clerk that he was unable to attend the meeting due to ill health.

•  PROPOSED SECTION 106 MONEY/UPGRADE OF PLAY AREA
The Chairman advised councillors that a plan was needed to be submitted as soon as any S106 money from the development behind The Spar became available. A substantial amount (approximately £90k) was likely to be generated from the sale of the houses. The proposed youth club could possibly benefit, play equipment could also be purchased. A possible burial ground could benefit from some of the money. The Chairman suggested that Councillors think of outline ideas for the next meeting.

•  REPORTS FROM REPRESENTATIVES ON SCHOOL GOVERNING BODIES

a) Governing Body for Ysgol Y Ffin
Councillor Nurcombe informed members that he had been re-elected as Vice-Chair. He could remain as such after the school had moved. The move to Sandy Lane would take place in 2008. A new teacher had joined the staff in September.

b) Governing Body for ARW Primary School
There had been no meeting apart from the one regarding parking at the Church Hall.

8. REPORT FROM RECREATION HALL REPRESENTATIVE

No meeting had been held recently. Councillor Evans reported that a new roof was currently being installed. Some users of the hall were encountering trouble with youths and children. The Police were aware of the problem.

9. DISCUSSION WITH COUNTY COUNCILLOR

Councillor Fox had sent his apologies.

10. NEW CORRESPONDENCE

•  MCC Planning applications received. Circulation

•  MCC Planning Committee Agenda. Circulation

•  MCC Community Safety Strategy Report 2005 – 2008. Circulation.

•  MCC Road Safety Strategy Report. Circulation.

•  Recreation Hall Committee Minutes of Meeting May 2 nd . Circulation.

•  Mr Wogan 1 Post Office Row Sudbrook. Letter with concerns regarding the footpath behind the mill. Discussed. The Clerk had forwarded a copy to Ruth Rourke of MCC Rights of Way. Mr Wogan had complained that maintenance of the footpath is inadequate. He also had concerns regarding the use of the footpath as a bridleway and stated that he had spoken to a number of residents who were also opposed to the idea. His final concern was with the horses and motorcycles that were riding onto the Camp and asked if a sign prohibiting them from using the area could be erected.

•  Recreation Hall Committee Letter advising that future requests regarding the bonfire event should be made in writing and would be dealt with by the Hall Management Committee.

•  MCC Name of barn conversion adjacent of Severn Farm – Severn Farm Barn, Portskewett. Circulation.

•  WAG Citizen-Centred Local Services in Wales. Circulation.

•  Airfields of Britain Charity Press release. Circulation.

•  Adjudication Panel for Wales. Report. Circulation.

•  MCC Vacancy on MCC Admission Forum. Discussed. No Councillor was interested in applying.

•  Monmouthshire Greenweb . Newsletter. Circulation.

•  MCC Vehicle Actuated sign will be placed on the Chepstow approach to Portskewett Village (Leechpool).

•  One Voice Wales National Training Strategy. Circulation.

•  Monmouthshire Disablement Association AGM Glan-Yr-Avon Hotel on October 3 rd , 2pm. Discussed. No one available to attend.

•  Local Health Board Annual report. Circulation.

•  WAG Local Government Partnership Scheme. Circulation.

•  Health Challenge Wales Newsletter. Circulation.

Planning Applications Received
00590 Change of Use and extension to house patients with learning difficulties.13 Leechpool No objections. Councillor Griffiths had been approached by a resident of Leechpool who was concerned that local people had not been consulted.
00249 Offices, crèche and associated works. Castlegate Business Park. No objections.
00515 Replacement single storey building. Mount Ballan Manor. No objections.
00079 Change of use to repair of vehicles and removal of height restriction on storage. Woodstock Waste, Severnbride Estate. No objections but after discussions with neighbouring companies, objections were raised.
00803 Amend house type designs on previously approved plans. Land to North of Main Road. No objections.
00625 Change of Use of part of building from office to gymnasium. Castlegate Business Park. No objections.
00745 Replacement of barn with semi detached dwellings (amendment) The Old Smithy. Concerns regarding height of building. Clerk to ask for clarification.
00694 Relocation of Existing pole sign. Corus Service Centre. Severnbridge Ind. Est. No objections.

Planning Applications Approved
00460 26 Hill Barn View. Retention of low post and rail fence to side & front of property.
MM12554Castlegate Business Park Signage and marketing board (Illuminated)
MM12102 9 the Villas, Sudbrook. Amendment to existing vehicular access.
00652 Crownhill Nursery. Polythene tunnel and greenhouse.
00243 Castlegate Business Park. Car park extension.
MM12448 St. Regis Paper Co. Replacement powder handling system.
MM12405. The Barn Main Road (The Old Dairy) Change of Use to single residential unit with single storey extension to rear.

Planning Applications Refused
None this month.

11. ANY OTHER BUSINESS

•  Councillor Parker reported the lights on the Sudbrook road did not work. Clerk to report to One Stop Shop.

•  Councillor Turner reported that the builders from both developments in the village were parking on the village green. Councillors discussed this and agreed that, although not ideal, it was preferable to the road being congested. Once the developments had finished the problem would cease.

•  Councillor Nurcombe reported that the hedge at number 2 Laburnam Terrace was overhanging the pathway and needed to be cut back. Clerk to write to occupiers.

•  Councillor Nurcombe informed members that he had been on the board of governors at Caldicot Comprehensive for seven years and had been elected to Chairman. Councillors offered their congratulations.

•  Councillor Watkins reported that large lights had been placed on the paper mill site and needed to be re-sited as they were dazzling people as they drive into the village. Clerk to contact Mark Smith to arrange a meeting with Councillor Watkins.

•  The map case containing the historical map in Sudbrook had been vandalised again and it would need to be moved to a different site.

•  Brambles were growing over the entrance to the phone box in Leechpool. Councillor Standing will inspect.

•  Councillor Watkins informed members that Mr. John Maskell had recently suffered a stroke.

•  Councillor Watts stated that she was not happy with the planning process whereby all Councillors did not have the opportunity to view and comment on applications that were received between meetings.

•  Thompson and Thompson were parking cars for sale on the verge outside their showroom again. Clerk to report to Highways.

•  Packsafe have placed an advertising sign on one of the containers. They have submitted a planning application for several signs. The Community Council have objected.

•  The slide at The Quest has overgrown nettles on. Clerk to ask Mr. Spooner to remove them.

•  Children have been sighted playing on the building site at the Bellway Homes development. Clerk to write requesting warning signs be erected.

•  The Chairman informed members that the Clerk had been unable to totally refrain from working during her holiday period during August. She had received planning applications which create an amount of administration. She had also had to attend to emails regarding the Recreation Hall. The Clerk stated that there were certain duties that she could not ‘just leave' until September as they required an immediate response.

12. FINANCE

For the month of August:

The Clerk had received a Worksheet from the Caretaker, Mr Spooner for 4 weeks £202.00

It was proposed by Councillor Nurcombe and seconded by Councillor Standing that the following payments be authorised:

The following cheques were signed between meetings as no meeting was held during August:

For the month of September:

The Clerk had received a Worksheet from the Caretaker, Mr Spooner for 5 weeks, £267.15

The Clerk had received the following: Councillor Turner had paid £11.95 to have the Best Kept Garden trophy (Portskewett village) engraved.

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

The following cheques were then presented for signature:

13. 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 October 2006 at 7.00 p.m. in the Recreation Hall. The meeting was then declared closed at 9.40pm.