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Boat of Garten and Vicinity Community Council

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Boat of Garten and Vicinity Community Council BOAT OF GARTEN AND VICINITY COMMUNITY COUNCIL MINUTES OF THE INAUGURAL MEETING held in the Community Hall at 7.00pm on Monday 30th November 2015 Present: Chairperson (Highland Council Ward Manager): Liz Cowie CC members: Ian Bashford, Alison Fielding, Kate Johnson, Liz Johnstone, Julie Mossman, Brian Tolson and Peter Wright Ex officio: Cllr. Dave Fallows (part of meeting) Residents: Anna Barton, Malcolm Clark (part of meeting) and Anne Goodall (part of meeting) Apologies were received from: Alison Greggans 1. Welcome Liz Cowie, Highland Council Ward Manager, welcomed the new council members to the meeting. She reported that the previous council had been dissolved on 17th November, and the new council would only be operational following the appointment of new office bearers. 2. Scheme of Establishment for Community Councils The Scheme of Community Councils was distributed to the meeting and key points expanded upon. The Chairperson explained that its scope covered: Framework through which councils were created and the arrangements under which they operated. The Scheme had been revised in March 2011 and would be reviewed in 2016. Role of the Community Council, acting as a voice for the local area Key roles in the areas of planning and liquor licencing, including compliance with all equality legislation. Membership provision – 7 members for Boat of Garten and Vicinity Community Council, all of whom had to be voters, over 16 years old and resident in the area covered by the council. Rules and regulations on appointing co-opted members and associate members were explained in some detail, including; a definition of what constituted Ex-officio members. It was noted that the Scheme made no provision for representation from public bodies such as the National Park. Frequency of meetings – minimum of 6 ordinary meetings pa, plus an AGM which had to be held by the end of June. Quorum for meetings was 4 voting members. Draft minutes issued within 14 days of the meeting, with a copy sent to the Ward Manager. Draft minutes were only to be sent to Council members and Highland Council Ward Manager, unless agreed otherwise by all members of the Council. Liz Cowie would seek clarification on whether or not Ex-officio members should receive draft minutes ( LC) Agendas issued 7 days prior to the meeting Financial Year 1st April – 31st March. Accounts to be examined independently prior to submission; there was a specified format for maintenance of the accounts. A grant was provided by Highland Council to cover administrative costs. Insurance was required to cover all Council assets (held in trust by Council members) and actions – available via Highland Council and, if subscribed to, costs would be deducted at source from the grant. ( Insurance for 2015-6 is already in place) Cllr Dave Fallows joined the meeting Constitution for Community Councils Model planning orders Code of Conduct for Community Council members, in particular the need to reveal any conflicts of interest (e.g. in planning issues) and how to deal with them Requirement to send Highland Council a schedule of meetings dates, plus agendas, minutes and accounts as detailed above, together with details of any special meetings. Liz Cowie handed the Chair to Cllr Dave Fallows. 1 3. Appointment of Office Bearers The following appointments were made: Chair Alison Fielding Proposed by Kate Johnson, Seconded by Liz Johnstone Vice Chair Brian Tolson Proposed by Ian Bashford, Seconded by Peter Wright Secretary Julie Mossman Proposed by Alison Fielding, Seconded by Ian Bashford Treasurer Ian Bashford Proposed by Alison Fielding, Seconded by Liz Johnstone Liz Cowie left the meeting. 4. Handover to Duly Elected Chair Dave Fallows handed the Chair to Alison Fielding. 5. Date and Time of next Meeting It was agreed that the next Ordinary Meeting would be held on 18th January, in the Community Hall at 7.00pm. Prior to that, there would be an informal training session for Council Members only on 11th January, in the Community Hall at 7.00pm. 6. Minutes of Ordinary Meeting 6.1 Membership and attendance at the following Ordinary Meeting remained the same as for the Inaugural Meeting, except for the departure of Liz Cowie. In her capacity of appointed Chairperson, Alison Fielding welcomed the new Community Council and thanked them for standing for election. She expressed thanks to Willie Cruickshank for his long service on the Council and reported receipt from him of a thank you card for his present. Thanks were also expressed to Jackie Wilson, who was standing down as Editor of the BOG Standard and a presentation was made to her. 6.2 Minutes of the meeting held on 5th October 2015 were approved, proposed by Ian Bashford and seconded by Alison Fielding 6.3 Financial Report The following Financial Report was presented by Ian Bashford: Treasurer’s Account-00146446 Balance at 27.11.15 £6621.92 Balance at 25.08.15 £6134.60 Credits this period £1130.00 BOG Standard advertising revenue Debits this period £642.68 Chair Expenses and BOGS Printing Milton Loch Account-0015716 Balance at 27.11.15.15 £542.01 Balance at 25.08.15 £588.01 Credits in this period 0.00 Debits in this period £45.94 Building Materials Environmental Account-00105724 Balance at 27.11.15 £3568.31 Balance at 25.08.15 £3568.31 No debits or credits this period It was noted that application had been made for the HC grant of £900, but this had to be re- submitted in electronic format before it could be paid. The Treasurer explained that the HC Grant was intended to cover community councillors’ expenses, and as such people should ensure that they claimed for any significant travel and administrative costs inter alia. (All) He explained that the Environmental Account ring-fenced grants received specifically in respect of environmental work. He would look into combining the Environmental and the Milton Loch accounts. (IB) It was agreed that Brian Tolson would be added as a signatory for the bank account. (IB/BT) 2 It was agreed to appoint and approve Finlay MacEachern as independent examiner for the Council’s accounts, subject to his consent. – Ian Bashford would follow up on this. (IB) Items for consideration identified by the Chair 6.4 Waste Water Treatment Works Ian Bashford issued a comprehensive draft report to the meeting following an invitation by Scottish Water for the CC Planning Sub-committee to meet with SW and HC on 18th October. He summarised the outcome under the following topics: (i) Odour. A report issued following an independent survey on 9-10 September had stated that the odours fell within agreed thresholds, albeit they were relatively high. More detailed examination of the report identified 4 specific sources of odour, the main one being during de-sludging on the SAF plant. Scottish Water had agreed that there was a problem, and had identified that during de-sludging the correct operational procedure had not been followed. They had agreed a number of monitoring measures, adherence to correct operational procedures and fabrication of improved carbon filters for the de- sludging pumps. In addition, they had been asked to explain the findings within the odour survey which described the ‘nature of the sewage being particularly odorous’. (ii) Noise. It had been recognised that the de-sludging process was intrusive and noisy for 6-7 hours one day per month. Consideration was being given to carrying out the process every 3 weeks instead of every 4 weeks, in order to reduce the duration of each individual process. In addition, 1 holding tank in 4 had been taken off line, in order to establish whether that provided adequate capacity, in which case the de-sludging duration could be decreased. Noise insulation on the SAF units was planned. (iii) Overspill. It had been stated that overspill into the River Spey was operating within both SEPA and the Planning Authority limits, although in the Community Council’s opinion these limit definitions were vague and they believed the overspill was too high. It had been explained that the overspill was made up of screened, but untreated, sewage. SEPA had agreed to carry out routine and non-routine testing to establish the level of contaminants. Scottish Water had admitted that the automatic detection device on the CSO outflow, which recorded overspill, had been faulty – this had now been rectified. Scottish Water would report to the Community Council incidences of overspill, and the Council would correlate this data with public notifications and complaints. SEPA had accepted that there was a potential problem with the CSO overspills. (iv) Sewage and Drainage. A diagram of the village sewage and drainage had been obtained; which showed some properties with septic tanks and some rainwater drains feeding into the sewage drains, some of which had become damaged. Following a CCTV survey, 125 metres of the main sewer had been upgraded and some defects made good, particularly around the Post Office and Strathspey Park.. There was a separate ground water drainage system and a CCTV scan of this was planned, but no date had been given. HC had agreed to raise the pavement kerbs in front of the Post Office. The Community Council had raised questions about why the recent sewer replacement work had only extended to the top of Drumuillie Road, and not at least to the area of known problems around the Post Office. It was believed this was due to cost issues. The CC had asked both Scottish Water and Highland Council to consider replacement of the complete system and to look at how this work could be prioritised. (v) Landscaping and Pathway. It had been agreed that the terms of the Planning Application Landscaping Plan had not been implemented and a revised plan was awaited.
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