CYNGOR CYMUNED YR YSTOG CHURCHSTOKE COMMUNITY COUNCIL 2 Rowes Terrace, Plough Bank, Montgomery, Powys

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 October 2018, 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 D L Powell (Chairman), Cllr G Jameson, Cllr G Frost, Cllr M J Jones, Cllr J Jones, Cllr R K McLintock, Cllr A Richards, Cllr B L Smith (Vice- Chairman), Cllr C P Smith, D N Yapp.

The Chairman welcomed Mr E Evans representing the Churchstoke Football Club to the meeting.

Apologies for absence approved by Council: None.

Other apologies for absence reported to meeting: 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 Planning 6.5 M J Jones a member of Powys CC Planning Applications Committee

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. None.

3.0 Guest Churchstoke Football Club (CFC): to welcome representatives of the CFC to describe its ambitions and fundraising objectives to meet the

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requirements of the Football Association of Wales for playing and spectator facilities. The Chairman welcomed Mr E Evans as representative of the CFC to describe the club’s ambitions and fundraising objectives to meet the requirements of the Football Association of Wales (FAW) for playing and spectator facilities. Items highlighted included: • Basic information about the club playing in Tier 3 and Tier 6 of the Football Association of Wales leagues • Running costs per season • Progress in recent years with 1st team moving from Tier 6 to Tier 3 between 2014-15 and 2018-19 • FAW strategy for the status of football in Wales, the change to the leagues structure, and the exiting and proposed league structures and what it means for CFC’s options and those which would need CCC’s support • Challenge facing CFC if it aims to continue Tier 3 status • Possible sources of funding • The desire of the CFC Committee to explore opportunities of Tier 3 and areas of development that would be required • The start of a feasibility study for the remainder of this calendar year • The benefits to the community that would be a consequence of development work.

The Chairman thanked Mr Evans for the clear information sharing presentation.

4.0 Minutes of Meetings 4.1 To approve & sign the minutes the minutes as a correct record of Full Council Ordinary Business Meeting 25th September 2018 at Hyssington Village Hall (paper 4.1 previously circulated). The minutes of the Full Council Ordinary Business Meeting 25th September 2018 at Hyssington Village Hall were reviewed.

RESOLVED: The minutes of the Full Council Ordinary Business 25th September 2018 at Hyssington Village Hall are approved and signed as a correct record, with typographical errors corrected.

4.2 Matters Arising from Minutes for Information: to report matters arising for information from the minutes of Full Council Ordinary Business Meeting 25th September 2018 at Hyssington Village Hall. 4.2.1 (8.1) Potter Notice Board The Chairman reported that the new notice board at the pottery car park has been installed.

4.2.2 (12.1a) Land Registration at Hyssington The Clerk reported that further documents for land registration at Hyssington Village Green have been retrieved from the council’s solicitor and passed to Cllr R K McLintock for transfer to the Friends of the Green and Horsewell (FOTGAH).

5.0 Governance

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5.1 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 Chairman reminded Members of the two remaining vacancies 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

5.2 Dates of Meetings: to amend date of meeting from 29th Jan’19 to 22nd Jan’19, to enable the council to meet the precept request deadline of the billing authority on 25th Jan’19. The Clerk reported that the deadline for submitting the precept request to the billing authority is 25th Jan’19 and recommended that Council moves the date of its meeting from 29th Jan to 22nd Jan in order to meet the deadline.

RESOLVED: Council amends the date of meeting in January from 29th Jan’19 to 22nd Jan’19 to meet the precept request deadline. Action – Clerk to process

6.0 Planning Matters 6.1 Planning Specific Correspondence: to receive, and resolve if desired, planning specific correspondence: 6.1.1 Powys CC: Powys Local Development Plan (LDP) Supplementary Planning Guidance (SPG): to receive for information notice of adoption of Powys LDP SPG Oct’18 on Planning Obligations, Biodiversity & Geodiversity, and Affordable Housing (paper 6.1.1 previously circulated). Council received notice of adoption of Powys LDP SPG October 2018 on Planning Obligations, Biodiversity & Geodiversity, and Affordable Housing. Noted.

6.1.2 Planning Aid Wales: to receive information on training opportunities (papers 6.1.2a-b previously circulated). Council received and noted information on training opportunities as follows: a) Planning Aid Wales: Introduction to Planning Enforcement, Wed 17th Oct, at Brynmawr b) Planning Aid Wales: Understanding Community Infrastructure Levy & S106 Contributions, Thu 18th Oct at Caerphilly c) Planning Aid Wales: Introduction to Planning, Wed 8th Nov at Llandrindod Wells d) Planning Aid Wales: Planning4Communioties newsletter Oct’19 bulletin.

6.1.3 Other Planning Specific Correspondence: to receive for information (if any). None.

6.2 Powys CC Planning Determinations: to report from Powys CC notifying the community council of planning decisions in the community council area if any. Ref. Site Powys CC Decision

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P/2018/0538 Land adj Lynwood, Churchstoke Approved 18/0349/FUL Satipanya, White Grit Approved 18/0352/CLP Development at Hyssington Farm Approved 18/0381/HH Coot Meadow, Churchstoke Approved 18/0399/FUL The Firs, Churchstoke Approved 18/0441/HH Camlad View, Old Churchstoke Approved

6.3 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.

6.4 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.

6.5 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 declared a personal and prejudicial interest and left the meeting for this item.

RESOLVED: CCC responds to planning application consultations as follows: Ref. Applicant Site Description rec. 18/0529/HH Mr & Mrs New House, Erection of replacement S Richardson, New White Grit conservatory/ garden House, White Grit room 18/0556/OUT Miss Delves, The The Firs, A489 Outline: Erection of 2 S Firs, Churchstoke from junction with detached dwellings and C2193 by Todleth garages, together with House to Castle the formation of new Road, vehicular access' and Churchstoke associated works 18/0711/FUL Mr A Jones, The The Broads, A489 New agricultural building S Broads, Churchstoke from Junction with over base of old C2147 by Ivy buildings House Lodge to junction with C2193 by Todleth, Churchstoke Action – Clerk to process

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6.6 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.

6.7 Planning Enforcement: 6.7.1 From Powys CC to CCC: to report for information, planning enforcement matters within the community (paper 6.7.1 previously circulated). Council received and expressed dissatisfaction at the Powys CC response to CCC’s enquiries regarding outstanding planning enforcement matters as follows: Ref./ Site Description M2003/1168: Land Installation of a static caravan on the development site. adjacent to Hyssington Village Green Powys CC replies: The Development Management is currently in the process of investigating the above. The case officer has confirmed that a site visit will be undertaken within the next 14 days and an update provided to the Community Council thereafter.

ADVE/2018/0009 Proliferation of advertising which may require planning permission 4 – A489 adj Co- and may also compromise highways safety on the approach to the Op & pedestrian crossing. Montgomeryshire Natural Spring Water Co Powys CC replies: Having visited the site and on reviewing Google Imagery, it was noted that the freestanding structure/signage located at the entrance to the site has been in existence since May 2009 although it is acknowledged that the signage has been updated to reflect the current premises on site (site formerly Tuffins, now Co-Op). On the basis of the historic signage and site observations, it was not considered expedient to pursue any further action in this respect and therefore the case was closed by Officers.

BOC/2017/00025 Erection of steel frame protruding from the site towards the river which – P/2012/0265: appears to be contrary to planning permission. Land to the rear of Court House Installation of a gate at the unauthorised entrance to Wernddu Hotel and Lane. Erection of a separate garage which is not included in unauthorised planning permission at plot 1. access onto Wern Ddu Lane Powys CC replies: It is understood that discussions between the case officer and Natural Resources Wales (NRW) have been ongoing since receipt of the initial complaint. I have been advised that a flood modelling assessment has Minutes Ordinary Business Meeting 301018 Approved by Council.docx Page 5 of 13

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been undertaken by NRW to assess the impact of the works undertaken on flood risk at this location. Having now received comments from NRW, the case officer will make contact with the landowner with the view to arranging a meeting, hopefully within the next 28 days to discuss potential resolution of the outstanding matters. The case officer will be asked to provide an update to the Community Council following the meeting.

OPDE/2017/0024 A new entrance onto the highway from the field 6 – Land at Glebe, Old Churchstoke Powys CC replies: Having visited the site, Officers note the works undertaken at this location. The case officer is currently in the process of establishing when the works were undertaken which will thereafter inform appropriate action. The case officer will be asked to inform the Community Council of further progress made.

USE/2016/00019 Enquiry on progress on enforcement action following refusal of – Pleasant View, planning permission for change of use Pentre Powys CC replies: A Planning Contravention Notice was issued by Development Management on 7th April 2017 and the completed notice returned by the landowner on 22nd April 2017. The completed notice confirmed that the land was not been used for the purpose of commercial kennels/dog grooming facility. Subsequent to the above, further complaints have been received from local residents alleging the operation of unauthorised activities. 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. The case officer will be asked that CCC is kept updated with further progress made.

6.7.2 From CCC to Powys CC: to report for information, planning enforcement matters within the community. The Chairman invited Members to bring forward planning enforcement matters as follows: Ref./ Site Description None

7.0 One Voice Wales/ Society of Local Council Clerks, Guidance Notes: to receive reports of AGM/ conference/ area meetings/ guidance notes/ training/ correspondence. 7.1 OVW: OVW Annual Conference & AGM 29th Sep’18:to receive a verbal report on attendance and highlights of the event (Cllr M J Jones). Cllr M J Jones reported on attendance at the Annual Conference and AGM highlighting: • The Cabinet Secretary unable to attend • Community & Town Council Review Panel presentation

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• AGM motions and debate.

7.2 SLCC: SLCC National Annual Conference 9-10th Oct’18: to receive a verbal report from the Clerk on attendance and highlights of the event. The Clerk reported on attendance at the National Annual Conference, funded by another council, highlighting: • National Awards • Guest conference speaker • Welsh Clerks round table session • HR Session • Guest speaker from Frome Town Council • The Ledbury Case – Standards in Public Life Implications for the Sector • The Clerks’ Chat Show • Concluding motivational speaker.

7.3 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 1. Action – Clerk to circulate documents post-meeting

8.0 Recreation 8.1 Grounds Maintenance 8.1.1 Contractor: to receive and resolve a letter of explanation, apology and offer of recompense from the contractor. In the interests of efficient and effective use of resources, the Clerk recommends acceptance (paper 8.1.1 previously circulated). Council received correspondence from the grounds maintenance contractor regarding missed cutting schedule at Hyssington and an explanation, apology and offer of recompense. The Clerk recommended acceptance.

RESOLVED CCC notes and accepts the explanation, apology and offer of recompense from the grounds maintenance contractor. Action – Clerk to process

8.1.2 Member of the Public: to receive correspondence, for information, from a member of the public and to endorse the Clerk’s reply (papers 8.1.2a-c previously circulated). Council received correspondence from a member of public regarding cutting of roadside verges and ways of encouraging flora and fauna on verges.

RESOLVED: CCC notes the correspondence from a member of the public and endorses the Clerks reply.

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9.0 Cemetery 9.1 Child Burial Fees: to receive information from Powys CC that it has now agreed to the terms of the Welsh Government Memorandum of Understanding to abolish child burial fees and to receive details of consequent funding available to CCC under the scheme (papers 9a-b previously circulated). Council received information from Powys CC that it has agreed to abolish child burial fees and abide by the terms of the Memorandum of Understanding between Welsh Government and local authorities and has agreed to pay burial authorities £500 for every child burial and £300 for every cremation. The Clerk reminded Council that CCC has also agreed (Apr’18) to abide by the Memorandum in order to access the payments and advised that CCC now resolves on the matter.

RESOLVED CCC abolishes child burial fees and abides by the Memorandum of Understanding between Welsh Government and local authorities on the basis that it will receive payment of £500 for every child burial and £300 for every child cremation. Action – Clerk to process

10.0 Consultations 10.1 Consultation by the Independent Remuneration Panel for Wales: Draft Allowances 2019-20 (closing 27th Nov’18): to receive the consultation and to resolve a response if desired at the November meeting. Members are referred especially to Section 13 which relates specifically to Community and Town Councils (https://gov.wales/irpwsub/home/publication-reports/draft- annual-report-2019-20/?lang=en and papers 10.1a-d previously circulated). The Chairman referred Members to the consultation papers. The Clerk highlighted changes from previous years as they directly affect community and town councils. Members agreed to consider the consultation at the November meeting.

RESOLVED: CCC does not wish to respond to the consultation on the IPRPW Draft Report 2019-20.

11.0 Finance: 11.1 Finance Specific Correspondence: to receive finance specific correspondence for information (if any). None.

11.2 Financial Year 2019-20: to consider and resolve if desired, the planned capital expenditure to feed into budget panel’s work on a draft budget for 2019-20. The Clerk reminded Council that the budget panel’s 1st draft budget for 2019- 20 will be due in November and asked that Members bring forward items for planned capital expenditure to so that they can be incorporated into the draft.

RESOLVED: CCC asks the budget panel to include capital items as follows: • Fencing at the Churchstoke recreation field

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• Defibrillator at Hyssington • Renovation of the finger post at Belle Vue junction • Boundary Posts & Chains at Hyssington Village Green • Village Gates on highways. Action – for budget panel

11.3 Items Received Since Last Meeting: to report. The Clerk reported items received since the last meetings as follows: Payer Description £ Western Power Distribution Wayleaves 64.29 NatWest Bank Gross Interest Sep’18 1.46 Total 65.75

11.4 Items for Payment: 11.4.1 Direct Debit: to authorise direct debit payment of the annual Data Protection Registration fee due every 28th Nov and to obtain £5 saving. The Clerk reminded Council of the annual fee to the Information Commissioner and recommended payment by Direct Debit with an associated £5 saving.

RESOLVED: CCC authorises payment of Information Commissioner data registration fee by direct debit until further notice. Action – Clerk to process

11.4.2 To resolve to approve items for payment as follows:

RESOLVED: CCC authorises payments as follows: Chq Payee Description £ex vat £vat £total Training Introduction to Planning Aid 1158 Planning 28th Nov’18 35.00 0.00 35.00 Wales Cllr G Frost Royal British Poppy appeal 2018 1159 70.00 0.00 70.00 Legion donation (S137) Admin expenses Q2 1160 E J Humphreys 176.15 12.94 189.09 Jul-Sep’18 Fees & disbursements for application for Gilbert Davies & 1161 possessory title at 519.00 102.00 621.00 Partners Ltd Village Green & Gorsty Lane, Hyssington Delegate fee Annual 1162 One Voice Wales Conf & AGM 29th 85.00 0.00 85.00 Sep’18 Cllr M J Jones Local Council SLCC Enterprises 1163 Administration 11th 103.00 0.00 103.00 Ltd edition (inv 126574) Information Data Protection Fee DD 35.00 0.00 35.00 Commissioner renewal due 28th Nov

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Sub-total for payment this meeting 1,023.15 114.94 1,138.09 1164 E J Humphreys Clerk net salary Oct’18 Confidential employment sum Action – Clerk to process

11.5 Financial Balances: to report consolidated balances to date after sweep, receipts & payments. The Clerk reported on the M&G quarterly statement for 1st Jul-30th Sep’18: Fund Number of shares Share Price (p) Value at 30/09/2018 (£) Charibond 100 122.25 122.25

The Clerk reported on gross, ring-fenced funds & net available bank balances as follows: Item Current acc. £ Reserve acc. £ Gross balances 1,000.00 36,763.39 Less consolidated ring-fenced funds 0.00 10,284.99 Net balances available 1,000.00 26,478.40

12.0 Highways & Rights of Way 12.1 From Powys CC/ Shropshire Council to CCC: to report for information general maintenance matters. None.

12.2 From CCC to Powys CC/ Shropshire Council: to report and resolve if desired, general maintenance matters. The Chairman invited Members to bring forward general maintenance matters to bring to the attention of the highways and rights of way authorities.

RESOLVED CCC report highways matters as follows: a) A489 near Broadway House: deteriorating surface, rising and pitted b) C2193 between Against All Odds and the old Methodist Chapel: overgrown hedge on the highway adjacent to a junction obstructive visibility causing vehicles to steer into path of oncoming traffic c) A489 Churchstoke, adj Churchstoke Hall: overhanging hedge and vegetation onto the pedestrian pavement, obstructing pedestrian especially when in leaf. Action – Clerk to process

13.0 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 reported: nothing to report. b) Shropshire Council: nothing to report.

14.0 Correspondence 14.1 Other 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 2. Minutes Ordinary Business Meeting 301018 Approved by Council.docx Page 10 of 13 [email protected] www.churchstoke.org

Action – Clerk to circulate documents post-meeting

15.0 Chairman’s Announcements, Items for Future Agenda & Date of Next Meeting 15.1 Chairman’s Announcements: to receive announcements from Chairman and Members for information. a) Chairman: reminded Members that the Community Remembrance Service commemorating the 100 years anniversary of the 1918 Armistice is taking place on Sunday 11th Nov’18. Cllr J Jones agreed to represent the council and lay the poppy wreath on behalf of the community. Action – Cllr J Jones

b) Chairman: reminded Members that the County Remembrance Service, and the lighting of a beacon, commemorating the 100 years anniversary of the 1918 Armistice is taking place on Sunday 11th Nov’18, at 6.45pm on Montgomery Town Hill.

15.2 Items for Future Agenda: to bring forward items for consideration for future agenda. None.

15.3 Next meeting: Full Council Ordinary Business Meeting Tues 27th Nov 2018, 7.30pm at Churchstoke. The Chairman thanked Vice-Chairman Cllr B L Smith in advance for chairing the meeting.

16.0 Confidential Session Exclusion of Public and Press 16.1 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.

16.2 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 – 9:19pm.

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Appendix 1: One Voice Wales/SLCC other correspondence circulated post meeting

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Appendix 2: Other general correspondence received circulated post meeting

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