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CYNGOR CYMUNED YR YSTOG CHURCHSTOKE COMMUNITY COUNCIL 2 Rowes Terrace, Plough Bank, Montgomery, Powys. SY15 6QD

Clerc i’r Cyngor | Clerk to the Council: E J Humphreys MA Oxf, CiLCA, FSLCC

MINUTES of FULL COUNCIL ORDINARY BUSINESS MEETING on Tuesday 30th April 2019, 7.30pm at Churchstoke Community Hall.

1.0 Attendance, Apologies for Absence, Dispensations, and Declarations of Members’ Interests: to record attendance, to receive and resolve if desired on apologies for absence, to receive declarations of interest from Members in accordance with Part III of the Local Government Act 2000, which established the Local Government Code of Conduct for Members, and to note Members’ dispensations (papers 1a-b previously circulated).

Attendance: Cllr G Frost, Cllr J Jones, Cllr M J Jones, Cllr R K McLintock, Cllr A Richards, Cllr B L Smith (Vice-Chairman), Cllr C P Smith, Cllr D N Yapp.

In the absence of the Chairman, the Vice-Chairman took the Chair.

The Vice-Chairman welcomed members of the public.

Apologies for absence approved by Council: None.

Other apologies for absence reported to the meeting: Cllr G Jameson, Cllr D L Powell (Chairman), Cllr J N Wakelam.

Other Members not present: None.

In attendance: E J Humphreys (Clerk to the Council).

Declarations of Members’ interests: Members declared personal / prejudicial interests at the start/ during the meeting as follows: Agenda Item Councillor Nature of Declaration Number Personal and prejudicial interest as a Public 2.1 M J Jones member of Powys CC Planning Participation Committee Personal and prejudicial interest in Public planning application 19/0398/FUL 2.1 D N Yapp Participation with family member being a neighbour of the applicant Personal and prejudicial interest as a Planning 5.5 M J Jones member of Powys CC Planning Applications Committee Planning Personal and prejudicial interest in 5.5 D N Yapp Applications planning application 19/0398/FUL

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with family member being neighbour of applicant Personal and prejudicial interest in Planning planning application 19/0301/FUL 5.5 G Frost Applications being a personal friend of the applicant

2.0 Public Participation: to receive members of the public who wish to address the council in respect of any item of business included in the agenda. Any member of the public wishing to speak must notify the Clerk to the Council no later than 15 minutes prior to the start of the meeting.

2.1 Agenda Item 5.5 Planning Application 19/0398/FUL:

Declarations of Members’ Interests: • Cllr M J Jones declared a personal and prejudicial interest and left the meeting for this item. • Cllr D N Yapp declared a personal and prejudicial interest and left the meeting for this item.

A member of the public addressed Council concerning the planning application, highlighting her reasons for objection including: • Being similar to an application in Oct’2017 which was refused by the planning authority • The development is in close proximity to a private dwelling and being an overbearing development on to a dwelling • Loss of light and visual amenity for the dwelling • Other options for the business activity might be available to the applicant further away from the dwelling.

The Vice-Chairman reminded Council that CCC is a consultee but not the decision maker – planning decisions being a function of Powys CC – and thanked the member of the public for addressing the Council.

3.0 Minutes of Meetings 3.1 To approve & sign as a correct record the minutes of the Full Council Ordinary Business Meeting 26th March 2019 at Hyssington Village Hall (paper 3.1 previously circulated). The minutes of the Full Council Ordinary Business Meeting 26th March 2019 at Hyssington Village Hall were reviewed.

RESOLVED: The minutes of the Full Council Ordinary Business 26th March 2019 at Hyssington Village Hall are approved and signed as a correct record.

3.2 Matters Arising from Minutes for Information: to report matters arising for information from the minutes of the Full Council Ordinary Business Meeting 26th March 2019 at Hyssington Village Hall. 3.2.1 (3.0) Guest: Dyfed Powys Police

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The Clerk reminded Members that the details of the Go Safe website to enable members of the public to upload dashcam and other evidence to the police (https://gosafesnap.wales/) have been circulated.

RESOLVED CCC will make the Go Safe link available on the community council website. Action – Clerk to process

3.2.2 (4.2.1) Recreation Field Aeration The Clerk reported that Powys CC has confirmed that for 2019-20 the aeration will be deeper, and notice will be given in advance.

3.2.3 (8.1) Commemorative Benches Cllr G Frost and Cllr R K McLintock reported that the bench will be installed at Hyssington by the coming weekend. The Clerk reported that it has not been yet possible to resolve the location in Churchstoke with Powys CC Highways.

4.0 Governance: 4.1 Electoral Matters: Hyssington Ward: further to the elections 4th May 2017 and the Declaration of Intent to Co-Opt dated 8th May’17, to receive nominations and to co-opt to fill the 1 remaining vacancy on the council for Hyssington Ward. The Vice-Chairman reminded Members of the remaining vacancy in Hyssington Ward following elections on 4th May 2017, and of publication of intent to co-opt. The Clerk reported no expressions of interest have been received. Action – Members to seek

4.2 Dates of Meetings: to receive and resolve a request by the Clerk to reschedule the May meetings from 29th to 22nd May 2019 to facilitate attendance by the Clerk at Buckingham Palace upon invitation by The Lord Chamberlain for Her Majesty. The Clerk reported that he has been nominated by the Welsh Government and invited by the Lord Chamberlain acting on the commend of Her Majesty, to attend at Buckingham Palace on 29th May.

RESOLVED CCC congratulates the Clerk on the nomination and invitation to attend Buckingham Palace Garden Party on 29th May 2019 and moves the date of the May meetings to 22nd May’19 to facilitate attendance. Action – Clerk to process

5.0 Planning Matters 5.1 Planning Specific Correspondence: 5.1.1 Powys CC Cabinet Member for Economy & Planning: to receive for information the second reply regarding ‘Publishing 3rd Party Correspondence’ (paper 5.1.1 previously circulated). Council received a reply from Powys CC Cabinet Portfolio Holder Cllr Martin Weale to CCC’s second protest indicating that whilst CCC’s concerns are noted he does not consider it necessary to review the decision. Noted.

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5.1.2 Other Planning Specific Correspondence: to receive and circulate for information other planning specific correspondence as will be brought to the attention of the council by the Clerk. The Clerk reported other correspondence, highlighting certain items, which will be circulated electronically post meeting where electronic copies are available, and set out in appendix 1. a) Planning Aid Wales: Planning4Communities Newsletter Mar’19 b) Planning Aid Wales: Training dates and details • Planning Your Places, at Pontypridd & at Carmarthen • Responding to Planning Applications & Maximising your Community Influence at Llangynidr. Action – Clerk to circulate documents post meeting

5.2 Powys CC Planning Determinations: to report from Powys CC notifying the community council of planning decisions in the community council area (paper 5.2 previously circulated). Council received notice of Powys CC planning determinations as follows: Ref. Site Powys CC Decision 19/0150/HH Bridge Cottage, Pentre Approve 19/0191/AGR Land adj Stapeley Cottage, White Grit Approve

5.3 Planning Inspectorate Appeals: Notice(s) of Appeal: to receive & resolve responses to Notices of Planning Appeal including but not limited to those listed below. Later Notices will be considered at the discretion of the Chair. Ref. Appellant Site Description None.

5.4 Pre-application Consultations by Developers: to receive & resolve responses to pre-application consultations by developers including but not limited to those listed below. Later applications will be considered at the discretion of the Chair. Ref. Applicant Site Description rec. None.

5.5 Planning Applications: to receive & resolve responses to consultations; full application(s) detail(s) at http://pa.powys.gov.uk/online-applications/?lang=EN including but not limited to those listed below. Later applications will be considered at the discretion of the Chair.

Declarations of Members’ Interests: • Cllr M J Jones: all applications: declared a personal and prejudicial interest in all applications and left the meeting for these items. • Cllr G Frost: 19/0301/FUL: declared a personal and prejudicial interest in the application and left the meeting for this item. • Cllr D N Yapp: 19/0398/FUL: declared a personal and prejudicial interest in the application and left the meeting for this item.

Council considered planning application consultations as below.

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Council responds to consultations on planning applications by Powys CC as follows: Ref. Applicant Site Description rec. 19/0301/FUL Mr Simon Beadman, Rhiastyn House, Change of use of Rhiastyn House, Hyssington annex to holiday let S Hyssington 19/0318/FUL Mr Lewis, Meadow Meadow Place, Change of use of land Place, Weston Weston Road. for the siting of 2no S* Road. White Grttt White Grttt glamping pods and associated works 19/0398/FUL Mr G Griffiths, Tyddyn, Green Erection of an Tyddyn (Ashcroft), Lane, Churchstoke extension to existing O* Green Lane, agricultural shed Churchstoke 19/0410/FUL Mrs Victoria Hunns, The Knapps, Erection of a garage/ The Knapps, Hyssington workshop and all S Hyssington associated works

*19/0318/FUL: CCC supports the application in principle with reservations regarding drainage through the existing systems. CCC would like to see the applicant prove sufficient capacity of the existing systems.

*19/0398/FUL: CCC objects strongly to the application, which it perceives to a blight on the adjacent domestic dwelling, for the following reasons: a) Unacceptable proximity of the proposed business premises to the adjacent domestic dwelling b) Loss of visual and lighting amenity for the adjacent domestic dwelling c) Alternative sites exist nearby for such a proposed business premises, which will have less adverse impact on the adjacent domestic dwelling. Action – Clerk to process

5.6 Applications for Works to Trees Subject to Tree Preservation Order or in a Conservation Area – to receive & resolve responses to consultations including but not limited to those listed below. Later applications will be considered at the discretion of the Chair. Ref. Applicant Site Description rec. None.

5.7 Planning Enforcement: 5.7.1 From Powys CC to CCC: to report for information, planning enforcement matters within the community (inc. paper 5.8.1 previously circulated). Ref./ Site Description None.

5.7.2 From CCC to Powys CC: to report for information, planning enforcement matters within the community. The Vice-Chairman invited Members to bring forward planning enforcement matters.

CCC considered and resolved to report planning enforcement matters to the planning authority as follows: Minutes Ordinary Business Meeting 300419 Approved by Council.docx Page 5 of 13

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Ref./ Site Description P/2012/0265 Plot to rear of Court House Hotel Churchstoke: Erection of 2. no detached dwellings together with formation of a new vehicular access BOC/2017/00 9th May’18: Community Council reported the matter of a steel frame 025 protruding from the site towards the river which appears to be contrary to planning permission and asks once again that measures are taken to ensure that planning permission is properly adhered to.

19th Oct’18: Planning Office confirmed that case officer will be making contact with the landowner with the view to arranging a meeting, hopefully within 28 days to discuss potential resolution of the outstanding matters, and the case officer will be asked to provide an update to the Community Council following the meeting.

CCC noted there appears to have been no response to date.

RESOLVED CCC reports a second protruding steel frame deck has now been erected at the second property situated nearer to North Walk and the bridge, which also which appears to be contrary to planning permission. CCC asks that measures are taken to ensure that planning permission is properly adhered to. Action – Clerk to process

M/2003/1168 Land adj Hyssington Village Green 9th May’18: Community Council reported the installation of a static caravan on the development site asked the planning office to ascertain whether it is consistent with planning permission.

19th Oct’18: Planning Office confirmed that a site visit will be undertaken within the 14 days and an update provided to the Community Council.

CCC noted there appears to have been no response to date.

RESOLVED CCC reports that the situation appears to have worsened. The static caravan appears to be connected to a septic tank with outflow directly into the watercourse. CCC requests immediate attention and action by the Planning Authority, and if appropriate by the Environmental Health office and the relevant Water Authority.

CCC wishes to add that it reported this site for enforcement many months ago and is of the view that the situation should never have reached this worsening state if action had been taken earlier. Action – Clerk to process

P/2016/0389 Pleasant View, Pentre: Extend curtilage and change of use; erection of wooden buildings containing dog grooming parlour plus food storage.

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USE/2016/00 5th Mar’16: Community Council requested that planners ensure that 019 planning conditions have been met and later enquired on progress on enforcement action following refusal of planning permission for change of use.

19th Oct’19: Planning Office confirmed that whilst there is no clear evidence available to officers at the present time to suggest that a business is being operated from the site, the case officer is continuing to monitor potential activity at the site, and the case officer will be asked to update the Community Council is updated with further progress made.

CCC noted there appears to have been no further update.

RESOLVED CCC reports that there appears to be an active and advertised business for dog grooming and kennels on the premises without planning permission and asks again that planning officers ensure planning requirements and conditions are met. Action – Clerk to process

6.0 One Voice Wales/ Society of Local Council Clerks, Guidance Notes: to receive reports of AGM/ conference/ area meetings/ guidance notes/ training/ correspondence. 6.1 One Voice Wales: Joint OVW SLCC Conference: to receive details of the annual joint conference and to authorise councillors to attend as approved duty with staff (paper 6.1a-b previously circulated). Council received details of the Joint OVW SLCC Conference on 15th May at Swansea, at which the Minister for Local Government will be guest speaker. The Clerk recommended attendance and invited Members who wished to attend as approved duties (training) to put forward names as soon as possible. Noted.

6.2 Other OVW/SLCC Correspondence: to receive and circulate for information other correspondence received from/via OVW/SLCC as will be brought to the attention of the council by the Clerk. The Clerk reported other correspondence, highlighting certain items, which will be circulated electronically post meeting where electronic copies are available, and set out in appendix 2. Action – Clerk to circulate documents post-meeting

7.0 Recreation 7.1 Churchstoke Bowling Club: to receive further information from the club regarding size, quantity, location and orientation of proposed advertising signs, and to resolve on the matter of a licence and fee for such signs (paper 7.1 previously circulated) The Vice-Chairman reminded Members of the request by the Churchstoke Bowling Club for permission to erect advertising signs at the bowling green and of CCC earlier resolution (26th March’19). Council received details from the Bowling Club in response to CCC’s request for size, quantity, location and

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orientation of proposed advertising signs and the Clerk invited CCC to resolve on the matter.

RESOLVED CCC notes the detail from the Churchstoke Bowling Club regarding advertising signs and agrees to permit erection of advertising signs as detailed, through a licence agreement at £50pa. Action – Clerk to process

7.2 Recreation Field: to consider the poor condition of the sward on the recreation field and to resolve if desired on the matter of re-seeding for the summer months (cost quotations pending). The Clerk reported the poor condition of the sward on the recreation field and invited Council to resolve if desired on the matter of re-seeding during the summer months. Council received 2 quotations for work for sports rye grass seed and direct drilling.

RESOLVED CCC agrees to direct drill re-seed the recreation field and accepts the quotation of Mr Jamie Jones, Argae Hall, Garthmyl at cost of £723.20, funding the work from reserves. Action – Clerk to process

8.0 Finance 8.1 Financial Year Audit 2018-19 8.1.1 Grant Thornton UK LLP: to report for information the Notice of Audit and audit timetable for year ended 31st Mar’19 (paper 8.1.1 previously circulated). Council received Notice of Audit and audit timetable for year ended 31st Mar’19 as follows: • Mon 29th Jul: Audit day from which electors can exercise their rights under the Public Audit (Wales) Act 2004 • Mon 1st Jul – Fri 26th Jul: Annual Return and accounting records available for Public Inspection (20 working days) • Mon 1st Jul: dispatch Annual Return and supporting documents to External Auditor • Sun 30th Jun: deadline for RFO and Council approval of Annual Return • Wed 26th Jun: proposed date of meeting for RFO and Council approval of Annual Return • Sun 16th Jun – Mon 1st Jul: period of public notice (14 days) of availability of Annual Return and accounting records for inspection • Early/ Mid-Jun: Internal Audit. Noted.

8.1.2 Terms of Reference of Committees: with reference to the Annual Governance Statements, to receive and resolve Terms of Reference for Committees (papers 8.1.2a-b previously circulated). The Clerk reminded Council that Terms of Reference for Committees is one of the themes for audit for 2018-19 accounts. The Vice-Chairman

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referred Members to the draft Terms of Reference for CCC’s two committees.

RESOLVED CCC adopts the draft Terms of Reference for Green Grants Committee and for Planning Committee. Action – Clerk to process

8.1.3 Internal Audit: to note the expiry of the current 3-year arrangements for internal audit and to resolve to extend the arrangements for 3 years (paper 8.1.3 previously circulated). The Vice-Chairman referred Members to the Clerk’s report.

RESOLVED CCC accepts the Clerk’s recommendation and appoints LRS Auditing as Internal Auditor on current terms for a period of 3 years. Action – Clerk to process

8.2 Finance Specific Correspondence: to receive finance specific correspondence for information None.

8.3 Financial Year 2019-20: Annual Investment Strategy: to receive the Clerk’s report & to resolve the strategy (paper 8.3 previously circulated). The Vice-Chairman referred Members to the Clerk’s draft Annual Investment Strategy for 2019-20.

RESOLVED CCC accepts and adopts the Annual Investment Strategy 2019-2020 as presented.

8.4 Financial Year 2019-20: Appeals for Financial Assistance: to receive the Clerk’s report & to resolve appeals/ donations for (paper 8.4previously circulated). The Clerk reported on financial appeals for 2019-20 and referred Members to the briefing memo.

RESOLVED: CCC notes provision in the 2019-20 budget for donations totalling £140, and authorises payment of appeals as follows: Name of Organisation 2019-20 Budget approved Royal British Legion 70 Wales Air Ambulance 70 Total 140 Action – Clerk to process

8.5 Items Received Since Last Meeting: to report. The Clerk reported items received since the last meetings as follows:

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Payer Description £ E J Francis Funeral Services Burial fee (plot 469) 190.00 AL & RA Powell Field allotments rents (plots 3 & 4) 220.00 NatWest Bank Gross interest Mar’19 5.77 H Arden Garden allotment rent 30.00 Total 445.77

8.6 Items for Payment: To resolve to approve items for payment as follows: The Clerk referred Members to the items listed for payment.

RESOLVED: CCC authorises payments as follows: Chq Payee Description £ex vat £vat £total Greenfingers Grounds maintenance 1193 337.50 67.50 405.00 Landscapes Ltd Mar’19 (inv 37957) Allotments water Churchstoke 1194 recharge 23 Aug’18 - 8 16.57 0.00 16.57 Bowling Club Mar’19 (197 days) Admin exp Q4 Jan- 1195 E J Humphreys 310.25 19.40 329.65 Mar’19 Churchstoke Community Hall 1196 3,034.31 0.00 3,034.31 Recreation Assoc support grant 2018-19 Hyssington Village Village Hall support 1197 1,092.17 0.00 1,092.17 Institute grant 2018-19 Allowance Sep’18- 1198 G Frost 88.36 0.00 88.36 Mar’19 Allowance Jul’18- 1199 R K McLintock 22.92 0.00 22.92 Mar’19 1200 Cancelled cheque n/a 0.00 0.00 0.00 1201 Cancelled cheque n/a 0.00 0.00 0.00 1202 One Voice Wales Membership 2019-20 233.00 0.00 233.00 Playground inspection 1203 Powys CC 60.00 12.00 72.00 2019 1204 BHIB Ltd Insurance 2019-20 252.17 0.00 252.17 Cemetery Rates 2019- n/a Powys CC 0.00 0.00 0.00 20 Sub-total for payment this meeting 5,447.25 98.90 5,546.15 1205 E J Humphreys Clerk net salary Apr’19 As employment contract Action – Clerk to process

8.7 Financial Balances: 8.7.1 PWLB: to report, for information, the statement of CCC’s borrowing to 31st Mar’19 (paper 8.7.1 previously circulated). The Clerk reported on the loans balance outstanding at 31st Mar’19 as follows: Creditor Loan Balance £ Public Works Loan Board Playground loan ref 38305– fixed 19,569.15

8.7.2 Consolidated Bank Balances: to report consolidated balances to date after sweep, receipts & payments. Minutes Ordinary Business Meeting 300419 Approved by Council.docx Page 10 of 13

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The Clerk reported on gross, ring-fenced funds & net available bank balances as follows: Item Current acc. £ Reserve acc. £ Gross balances 1,295.36 28,824.84 Less consolidated ring-fenced funds 0.00 8,548.51 Net balances available 1,295.36 20,276.33

9.0 Highways & Rights of Way 9.1 From Powys CC/ Shropshire Council to CCC: to report for information general maintenance matters. The Clerk reported correspondence from Powys CC/ Shropshire Council as follows: None.

9.2 From CCC to Powys CC/ Shropshire Council: to report, and resolve if desired, general maintenance matters. The Vice-Chairman invited Members to bring forward general maintenance matters to bring to the attention of the highways and rights of way authorities. a) B4386 Chirbury to Marton between Wayside and Woodmoor Farm: sunken drain cover b) Heblands Bank between A489 & B4385 from Snead towards Bishops Castle: badly potholed. Action – Clerk to process

10.0 County Councillor & County Council Report: to receive a report, for information, from the county councillor & to discuss general Powys CC/ Shropshire Council matters. a) Powys CC: Cllr M J Jones stated there is nothing further to report at present.

b) Shropshire Council: no report.

11.0 Correspondence 11.1 General Correspondence: to receive and circulate for information general correspondence as will be brought be brought to the attention of the council by the Clerk. The Clerk reported general correspondence, highlighting certain items, which will be circulated electronically post meeting where electronic copies are available, and set out in appendix 3. Action – Clerk to circulate documents post-meeting

12.0 Chairman’s Announcements, Items for Future Agenda & Date of Next Meeting 12.1 Chairman’s Announcements: to receive announcements from Chairman and Members for information. a) Vice-Chairman: Green Grants applications to the council will continue to be welcomed by the closing date 31st May’19.

12.2 Items for Future Agenda: to bring forward items for consideration for future agenda. Minutes Ordinary Business Meeting 300419 Approved by Council.docx Page 11 of 13 [email protected] www.churchstoke.org

a) None requested.

12.3 Next meeting: a) Annual Meeting Wed 22nd May’19, 7.30pm at Churchstoke b) Full Council Ordinary Business Meeting Wed 22nd May’19, 7.30pm at Churchstoke, to commence upon the rising of the Annual Meeting.

13.0 Confidential Session Exclusion of Public and Press 13.1 Resolution to Exclude the Public and Press. Under the Public Bodies (Admission to Meetings) Act 1960 (2) to resolve that members of the public and press be requested to leave the meeting by reason of the [specified] confidential nature of the business about to be transacted.

RESOLVED: In accordance with the Public Bodies (Admission to Meetings) Act 1960 (2) the Council resolves that members of the public and press be requested to leave the meeting by reason of the [specified] confidential nature of the business about to be transacted.

13.2 Confidential Correspondence [confidential reason: data protection of individuals]: to receive, and resolve if desired, such other business or correspondence of a confidential nature as will be brought to the attention of the council by the Clerk. None.

Meeting ended – 9:16.

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Appendix 1: Planning Correspondence circulated post meeting

Appendix 2: One Voice Wales/SLCC correspondence circulated post meeting

Appendix 3: Other general correspondence received circulated post meeting

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