CHEPSTOW TOWN COUNCIL

Draft Minutes of the Ordinary Meeting of Chepstow Town Council

held in The Gatehouse, High Street, Chepstow

on Wednesday 24th April 2013 at 7.00pm

Present:

Chairman: Cllr P Rutter (Town Mayor)

Councillors: Ms H Beach, Mrs S Dovey, P Farley, R Garner,

Mrs Y Havard, N Heywood, P Hobson, T Kirton,

Mrs J Robins, D Rooke, G Rowe, B Smith, A Watts

Apologies: Cllr D Dovey

In Attendance: Ms S Bushell (Town Clerk)

189 / DECLARATIONS OF INTEREST IN ITEMS ON THE AGENDA
Cllr P Hobson declared an interest under the Code of Conduct in Item 199. Proposed Sale of Land at Thornwell School and left the meeting for the discussion of this item.
190. / MAYORAL ANNOUNCEMENTS
The Town Mayor reported attendance at the following events:-
Thursday 11th May 2013 – Attendance at Chepstow School in order to develop closer link with the school.
Monday 15th May 2013 – Parkinson’s Awareness Week event launch at Chepstow Riverbank.
191. / MINUTES
The minutes of the Ordinary Meeting of Council held on 27th March 2013 were confirmed and signed as a true record.
192. / MATTERS ARISING
Item 181. Petition for the Reduction of Speed Limit on A48 Bridge. The meeting was advised that Cllrs Mr and Mrs Dovey, Cllr Heywood, Cllr Rooke and the Clerk, together with young people from Wyedean School had attended the Assembly Government Building earlier in the day and had meet with key members of the Petitions Committee and local Assembly Member Nick Ramsey to formally hand over the students petition.
Item 182 (e) Bulwark Playscheme Admission Charges. Members asked whether Bulwark Community Centre had been advised of the County Council’s decision to reuse the Centre for the 2013 Playscheme. The Clerk undertook to update the Community Centre.
Item 184 (f) Drill Hall Essential Roofing Repairs. The Town Mayor advised that since the meeting with Monmouthshire County Council’s Estates Officer on 20th March, the County Council had provided a further funding proposal, however, the Town Council’s Surveyor had identified several discrepancies in the figures and methodology adopted by the County Council in formulating their proposal. A further meeting had therefore been scheduled for Wednesday 1st May and it was hoped that, following that meeting the matters would be clarified such that a full report be put to Council for decision.
193. / COMMITTEES
(a) / Planning and Administration Committee
The minutes of the Planning and Administration Committee meetings held on 27th March 2013 and 10th April 2013.
RESOLVED:
To receive the minutes of the Planning and Administration Committee meetings held on 27th March 2013 and 10th April 2013.
194. / REVIEW OF COMMITTEE STRUCTURE
The meeting reviewed the Council Committee structure and in particular proposed changes to the Personnel Committee, which would require the Personnel Committee to meet four times per year and to review staff performance on a quarterly basis.
The Clerk advised Members that her job description made her responsible for the management and supervision of all staff and that she considered the requirement for Members to undertake a quarterly review of staff performance to be excessive and potentially in conflict with her managerial and supervisory responsibilities. The Clerk further advised that not even the Financial Policy and Audit Committee met four times a year, business simply did not warrant such frequency of meetings.
Members of the Personnel Committee stressed that it was not the intention to undertake staff appraisals on a quarterly basis.
RESOLVED:
To amend the Council Committee Structure in respect of the Personnel Committee to include two additional meetings per year for which no scheduled business would be identified, in order to provide the opportunity for staff and Members to agenda items of concern. (A copy of the amended Council Committee Structure to be reported to the Annual Meeting of Council)
195. / BULWARK SENIOR CITIZENS CLUB
Members noted that it would be the 30th anniversary of the Bulwark Senior Citizens Club on Tuesday 23rd April 2013 and that the Club planned to hold an Open Day on Thursday 2nd May.
The Town Mayor indicated that he would be happy to attend the Open Day and to make a contribution to the Club of £100 from within the Mayoral Allowance.
RESOLVED:
The Clerk to send a letter of congratulations to Bulwark Senior Citizens Club on the occasion of their 30th anniversary.
196. / USE OF TOWN COUNCIL CREST
The meeting considered the request received from Tindle Newspapers’ “Monmouthshire Beacon” to use Chepstow Town Crest on their new publication. Members were advised that the group had previously used both the Chepstow and Caldicot Town Crests on the previous publication The “Chepstow and Caldicot News”
RESOLVED:
To authorise Tindle Newspapers’ “Monmouthshire Beacon” use of the Chepstow Town Crest on their new publication “Chepstow & Caldicot News & Beacon.”
197. / CALDICOT AND WENTLOOGE LEVELS INTERNAL DRAINAGE BOARD
Members noted the invitation for the Clerk and Chairman to attend a meeting of the Caldicot and Wentloodge Levels Internal Drainage Board at Pye Corner, Broadstreet Common, Nash, Newport in mid May in order to hear presentations from the Environment Agency and Welsh Government on future plans including those for a sea wall.
198. / GOVERNING BODY OF YSGOL GYMRAEG Y FFIN,CALDICOT
Members considered the invitation to submit a nomination for a community governor to the Governing Body of Ysgol Gymraeg Y Ffin, Caldicot.
RESOLVED:
To submit no nominations for a community governor to the Governing Body of Ysgol Gymraeg Y Ffin, Caldicot.
199. / PROPOSED SALE OF LAND AT THORNWELL SCHOOL
The meeting noted local concerns in respect of the proposed sale of land at Thornwell School. It was noted that the proposed sale would result in the loss of the School’s community garden, and that if residential dwellings were to be built on the site the driveways to the properties would impinge on the safe route for pupils walking to the school. Members expressed concern, at Monmouthshire County Council proposed sale of a further community asset.
200. / FINANCE
(a) / Bank Reconciliation
The reconciliation of the Council’s Bank Accounts at 31st March 2013 was confirmed.
(b) / Accounts
Adoption was agreed for the monthly accounts for March 2013.
Total Payments £20,015.41
Total Receipts £25,541.55
(c) / Independent Remuneration Panel For Wales – Determination in respect of Remuneration of Community and Town Councillors.
The meeting noted the determination of the Independent Remuneration Panel For Wales in respect of remuneration of Community and Town Councillors and considered whether to implement the following:-
Determination (7) Payment to members of a maximum of £100 per year for costs incurred in respect of telephone useage, information technology, consumables etc;
Determination (8) Payment to members in respect of travel costs for attending approved duties outside the area of the council at either actual costs of travel by public transport or the HMRC milage allowance; and,
Determination (9) Reimbursement of subsistence expenses for members attending
approved duties outside the area of the council at the maximum rates identified on the basis of receipted claims.
RESOLVED:
(i) To make payments to Members in respect of travel and subsistence in line with the determinations of the recommendations of the Independent Remuneration Panel For Wales with immediate effect.
(ii) To implement “Determination (7)” Payment to members of a maximum of £100 per year for costs incurred in respect of telephone useage, information technology, consumables etc. with effect from 1st April 2014. (Local Government (Wales) Measure 2011)
(d) / Contribution from Thursday AA Group
Members expressed their appreciation for the generous contribution of £100 made by the Thursday AA Group towards the flower planters within the town.
(e) / Community Grant Applications
The meeting considered the Clerks report detailing Community Grant Funding requests for £500 received in respect of Chepstow Agricultural Society and £1,357 received in respect of Transition Chepstow Transport Group.
RESOLVED:
To agree the following Community Grants:-
Chepstow Agricultural Show £500
(Local Government (Miscellaneous Provisions) Act 1976 s19
Transition Chepstow Transport Group £1,357
Local Government and Rating Act 1997 s29.
Funding for Transition Chepstow Group to be subject to recognition of the Town Council’s funding contribution and use of the Town Council’s Crest on the publication
201. / REPORTS OF REPRESENTATIVES ON OUTSIDE BODIES
(a) / Chepstow Citizens Advice Bureau.
The Council’s observer representative advised that the merger of the four Monmouthshire Bureaus was progressing, but that the merger process was stressful for staff. It had been confirmed that the Town Council would be permitted representation on the new merged body.
(b) / Bulwark Community Centre.
The Council’s representative reported details of forthcoming films to be shown and of the Asda Community Event on 10th May.
(c) / Drill Hall
The Council’s representative gave details of the satellite broadcasts planned and advised that now the link had been established, there was an opportunity for a whole variety of broadcasts to be arranged.
(d) / Fairtrade Forum
The Clerk gave a brief account of the meeting of Chepstow Fairtrade Forum
which had taken place at The Gatehouse on 16th April. The Fairtade Forum had been pleased with the reception by Council at the start of Fairtrade Fortnight and it was hoped that this could become an annual event. Plans were in progress for a lunch time reception for supporters on 19th June which would take place in the Council Chamber and the Town Mayor had kindly donated fairtrade wine for the occasion. The Fairtrade Forum would also be taking part in the ComBaT Fun Day.
Finally, the Forum, had reviewed its list of Fairtrade outlets and it appeared that Bulwark Community Centre, the Palmer Centre and the Tourist Information Centre did not support Fairtrade. The Clerk therefore sought Members support, through representation on these organisations, to encouraging sale of Fairtrade produce.
202. / MATTERS FOR INFORMATION
Members noted the following items reported for information:-
(a) / Chepstow Marketing Committee
Minutes of the meeting held on Tuesday 13th March 2013.
(b) / Monmouthshire Youth E Newsletter
Edition 3 of Monmouthshire Youth E Newsletter.
(c) / Monmouthshire Eco Open Doors 2013
Invitation to Monmouthshire Eco Open Doors on 27th and 28th April 2013.
(d) / Western Power Distribution Newsletter
Newsletter in respect of power cuts and improving the electricity network.
(e) / Chepstow Walkers Are Welcome
Members commended “Chepstow Walkers Are Welcome” on winning the bid to host the national Walkers Are Welcome Conference in 2014.
(f) / Aneurin Bevan Community Health Council News Bulletin
April 2013 Edition of “The Patients Voice”.
203. / CORRESPONDENCE
Members received and considered correspondence set out in the schedule circulated with the agenda.
With the consent of the Chair the Clerk reported the following urgent items of correspondence received too late to be included on the agenda, for members information:-
(a)  Invitation to Monmouthshire Business Awards Event on 25th April 2013 at the Shire Hall, Monmouth.
(b)  Monmouthshire County Council – Temporary Road Closure, High Beech Lane
204. / MATTERS RELATING TO THE PUBLIC AND URGENT INFORMATION EXCHANGE.
The meeting was reminded that the annual Anzac day Commemorative Service would take place at 11.00am on Thursday 25th April at the War Memorial Gun.
Members were advised that the joint Town Council and ComBaT Community Fun Day would take place on Sunday 5th May and that the Town Council would be staffing a stand at the event.
A Member expressed concern at cars parking on pavements in Welsh Street and this was referred to the County Councillor for action.
The meeting was advised that Thornwell Football Club would be holding a Fun Day on 25th May.
205. / ITEMS FOR NEXT MEETING
The local Police to be invited to the next ordinary meeting of the Town Council.
206. / NOMINATIONS FOR TOWN MAYOR
Nominations for the role of Town Mayor for 2013/2014 were sought.
The following nominations were received:-
Cllr Mrs S Dovey, Cllr Mrs Y Havard, Cllr N Heywood.
Members were advised that there would be a further opportunity for nominations at the Annual Meeting, where the first item of business would be the election of Town Mayor for 2013/2014.
207. / DATE OF NEXT MEETING
The Annual Meeting of Chepstow Town Council will take place on Wednesday 22nd May 2013 at 7.00pm in the Council Chamber, The Gatehouse, High Street, Chepstow.

CLOSE: This completed the business of the meeting at 8.30pm

Signed ………………………….. Date ………………………..

CHAIRMAN

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