MITCHELDEAN PARISH COUNCIL
Minutes of the meeting held on Monday 11th July 2016 at 7pm in Mitcheldean Town Hall
Present: Parish Councillors: Sara Gates (Chair), Sue Henchley, Adrian James, Bill Waddell, Kay Wozencroft, Andre Edwards, Deborah Blackmore, Janet Keene (from 9.30pm) Also present: District Councillor Doug Scott (from 7.00pm until 9.00pm) Mrs A Seabrook (Clerk) 1 member of the public
Lena Maller a Community Engagement Officer from Forest of Dean District Council gave a talk about Dementia Action. She is hoping to form a Dementia alliance and will email Council further information.
1. To note Apologies for absence Cllrs Fraser, Parker and County Councillor Robinson.
2. Members of the Public Issues (15 minutes Standing Orders suspended) None
3. Declarations of Interest Cllrs Waddell & Henchley declared an interest in the FFS grant application so will leave the room when this item is discussed.
4. To approve the Minutes of the Meeting held on 13 th June 2016 It was resolved to accept the Minutes of the meeting held on 13th June 2016 as an accurate record of the meetings and were signed by the Chairman.
5. Planning matters a) Application P0770/16/FUL – Meadow End, May Meadow Lane – single storey extension. No objection b) Application P0598/16/FUL – Pit House, Wigpool Common – extension and refurbishment of dwelling and erection of a detached garage and wood store. No objection c) Application P0868/16/FUL – Leaways, Plump Hill – Erection of raised decking area. No objection
6. Items and Discussion and Approval
a) It was noted that the meeting date for the anti-vandalism meeting is Wednesday 27th July at 7pm. b) The Council received a summary of the Legionella Risk Assessment and quote for the remedial works to be carried out and instructed the Clerk seek a second quote. After further discussion it was decided to ask the Playing Field Groundsman if he could carry out the monthly checks Action: Clerk c) The Council received an update regarding the flooding of the Town Hall and it was noted that the building was underinsured.
1 d) The Council considered implementation of flood defence measures but noted that permanent defences could not be carried out to the Town Hall as it is a Grade II listed building. e) The Council could not receive an update on weedkiller training courses and alternative treatments as Cllr Fraser was absent and therefore this will be discussed at the August meeting. Action: Clerk to add to August agenda. f) The Council discussed the Skate Park re-painting proposals from Artspace. It was agreed that option 1 should be adopted as this would involve local children and young people attending a workshop to produce a design for the side panels. Action: Clerk to liaise with Artspace. g) The Council agreed to the cost of repairing the Christmas Lights but not to purchase any further new lights at this time. Action: Clerk h) As Cllr Parker was not present at the meeting an update on the play inspection report will take place at the August meeting. Action: Clerk to add to August agenda. i) The Council agreed to give a £200 donation to Forest Sensory Services. j) The Council considered the cost of printing copies of the emergency booklet “Are You Ready” for all households and agreed to have 50 copies printed which would be placed in prominent places around the village as well as a link to the website put on social media and in the Goat. Action: Clerk k) Cllr Keene was delayed; an update regarding the War Memorial therefore this will take place at the August meeting. Action: Clerk to add to August agenda l) It was agreed that the Clerk would purchase a replacement office computer and Microsoft software. Action: Clerk m) The Council received an update of the Staff Management Training; it was agreed that a new Staffing Committee consisting of Cllr Gates, Blackmore, Fraser and Henchley would meet quarterly.
7. County and District Councillors Reports Cllr Scott informed the Council that he had received several complaints about the grass not being cut in several areas of the village including the Churchyard. The houses in Silver Street had been badly affected by the recent flood and that several of the drains needed cleaning. He has received a lot to complaints about trying to get appointments at the GP surgery. The young people who attend the youth club from Forest Gate Church were seen recently goading cows and trying to make them stampede. Action: Chair/Clerk to speak to PCSO and write a letter to the youth club.
Cllr Scott left the meeting
8. Clerk’s report The Council received the Clerk’s report circulated prior to the meeting. It was noted that a new recycle bin had been ordered and that CCTV was in the process of being fitted on the playing field.
9. Accounts and Finance a) The payment schedule totalling £5884.70 was approved as follows:
Payee Details Amount Budget Salaries June 2016 Payroll for 4 staff £1184.71 Salary/Wages HMRC PAYE & NI for June 2016 £85.80 Salary/Wages J.Shirley Locum Clerk Services – June £1003.28 Salary/Wages Mowtech Sports field maintenance £1440.00 Playing Fields PATA (UK) April & June 2016 payroll services plus £52.50 General Admin replacement cheque Getters Printing Parish Magazine £510.00 General Admin Hale & Co Stockfence £72.64 Playing Field Trade UK Paint & brushes £31.34 Playing Field Water Environment Legionella Risk Assessment £379.20 Playing Field Treatment Ltd FODDC Linkline outstanding payment 2012 £18.98 General Admin Royal Agricultural Brush Cutters & Strimmers course £300.00 Playing Field University Office Star Stationery £48.62 General Admin Magenta Technology Ltd Photocopier usage £35.84 General Admin Leap Training Solutions Staff Management Training £369.10 General Admin Severn Trent Water Water supply, used water and surface £119.73 Playing Fields water drainage services at recreation ground CNG Utilities – gas @ Town Hall £62.86 General Admin nPower Utilities – electric @ Town Hall £82.00 General Admin Opus Utilities – electric @ Pavilion £40.02 Playing Fields
XLN Broadband & telephone £48.08 General Admin
£5884.70
b) The Council received the bank reconciliation for June 2016. c) The Council received the budget versus spend up to 30th June 2016.
10. Councillor Information Sharing
Cllr Edwards reported that a resident had approached him regarding wanting to pay for a bench outside the Community Centre, he was informed that a Council Policy was being drawn up and would be discussed at the August meeting.
Cllr Wozencroft reported that a resident was prepared to pay for a De-Fib at Plump Hill and that the overgrowth at Plump Hill had been cut back.
Cllr Gates informed the Council that there had been a medical emergency at the Co-op and that the process to release the De-Fib had worked well although luckily it was not needed. She also informed the Council that the pot hole in the pavement at the Bullring had now been filled.
Cllr Edwards reported that the Football Club were complaining about the length of the grass on the sports field. Cllr Gates informed him that there had been a lot of complaints about the grass cutting and maybe it was time to consider terminating Centigen’s Contract. It was agreed that this would be monitored for a few weeks before making a decision.
11. Cllr Henchley gave an update on the Fete informing the Council that the printing of the Flyers cost £51.40. Also that she is still trying to find a tannoy. Cllr Edwards will ask the Sports Club for volunteers to help out on the day.
3. 12) SEPARATE BUSINESS Pursuant to 1(2) of the Public Bodies (Admission to Meetings) Act 1960 it is resolved that, because of the confidential nature of the business to be transacted, the public and press leave the meeting during the consideration of:
3 1. The Council discussed the grass cutting at the churchyard and agreed to accept the quote from S Adams. There was a discussion regarding the Street Cleaner’s hours and it was agreed to retain the authorisation for a maximum of 5 hours overtime per week for seasonal tasks. Majority agreed, motion carried. Action: Clerk 2. The Council discussed whether to retain the Locum Clerk for a maximum of 5 hours per week for mentoring/handover/projects, to be reviewed in 3 months. All in favour. 3. The Council received an update on the Cleaner vacancy. A new cleaner has been appointed and started on Monday 4th July 2016
There being no further business, the meeting closed at 21.35.
SIGNED:
DATE: