CHEPSTOW TOWN COUNCIL
Minutes of the Ordinary Meeting of Chepstow Town Council
held in The Gatehouse, High Street, Chepstow
on Wednesday 25th September 2013 at 7.00pm
Present:
Chairman: Cllr Mrs S Dovey (Town Mayor)
Councillors: Ms H Beach, D Dovey, P Farley, Mrs Y Havard,
N Heywood, P Hobson, T Kirton, Mrs J Robbins,
D Rooke, G Rowe, B Smith, A Watts
Apologies: Cllr R Garner, P Rutter
In Attendance: Ms S Bushell (Town Clerk)
Mrs L Allen (Administrative Officer)
70. / DECLARATIONS OF INTEREST IN ITEMS ON THE AGENDANone.
71. / MAYORAL ANNOUNCEMENTS
The Town Mayor reported attendance at the following events:-
Friday 26th July – Award Presentation Reed Lifting, Newhouse Farm, Chepstow
Monday 5th August – “Support Our Soldiers” tandem bike ride from Land’s End to John O’Groats crossing Severn Bridge.
Wednesday 7th August – Bulwark and Chepstow Leisure Centre Playschemes.
Saturday – 10th August – Hosting Monmouthshire Town Mayors at Chepstow Agricultural Show
Saturday 31st August – Re-launch of Chepstow Farmers Market
Saturday 31st August – Hosting Monmouthshire Town Mayors at Max Boyce concert in Chepstow Castle
Sunday 1st September – Chepstow in Bloom Award Ceremony and Chepstow Gardening Club Show, together with the Chairman of the Town Amenities Committee, Cllr Mrs Y Havard.
Monday 24th September – “Policing and Community Engagement” event at The Session House, Usk
72. / MINUTES
The minutes of the meeting of Council held on 24th July 2013 were confirmed as correct and signed as a true record.
73. / MATTERS ARISING
None.
74. / COMMITTEES
(a) / Planning and Administration Committee
The minutes of the Planning and Administration Committee meetings held on 24th July and 11th September 2013.
RESOLVED:
To receive the minutes of the Planning and Administration Committee meetings held on 24th July and 11th September 2013.
(b) / Town Amenities Committee
The minutes of the Town Amenities Committee meeting held on 11th September 2013.
RESOLVED:
To receive the minutes of the Town Amenities Committee meeting held on 11th September 2013.
75. / ANNUAL GENERAL MEETING GAVO – WEDNESDAY 16TH OCTOBER 2013
The meeting considered the invitation to attend the Annual General Meeting of GAVO on Wednesday 16th October 2013 at the Christchurch Centre, Newport NP20 5PP and the opportunity to nominate representatives to the Local Area Committee and to the Executive Committee. Members were advised that representatives were appointed for a period of three years and were required to attend four meetings per year.
RESOLVED:
(a) The Town Mayor to attend the Annual General Meeting of GAVO on Wednesday 16th October 2013 at the Christchurch Centre, Newport, subject to other commitments.
(b) To make no nominations to the Local Area Committee and to the Executive Committee of GAVO.
76. / 2013 SEVERN ESTUARY FORUM
The meeting considered the invitation to attend the Severn Estuary Forum at Gloucester Guildhall, 23, Eastgate St, Gloucester GL1 1NS on Thursday 17th October 2013.
RESOLVED:
Cllr D Rooke to attend the Severn Estuary Forum at Gloucester Guildhall, 23, Eastgate St, Gloucester GL1 1NS on Thursday 17th October 2013.
77. / SOCIETY OF LOCAL COUNCIL CLERKS NATIONAL CONFERENCE
17th -19th OCTOBER 2013
The meeting considered the Clerk’s attendance at the Society of Local Council Clerk’s National Conference at Hinkley Island Hotel, Watling Street, Hinkley on the 17th -19th October at cost of £110 per day as a day delegate.
RESOLVED:
To authorise the Clerk’s attendance at the Society of Local Council Clerk’s National Conference at Hinkley Island Hotel, Watling Street, Hinkley on the 17th -19th October at cost of £110 per day as a day delegate. (Local Government Act 1972 s111)
78. / STAFF TRAINING – EMPLOYERS LOCAL GOVERNMENT 2014 PENSION SCHEME WORKSHOP
The meeting considered staff attendance at the Employers Local Government 2014 Scheme Workshop taking place in Newport on Wednesday 18th December which had been organised by Greater Gwent (Torfaen) Pension Fund at a cost per delegate of £210.
RESOLVED:
To authorise the attendance of the Clerk and Administrative Officer (LA) at the Employers Local Government 2014 Scheme Workshop taking place in Newport on Wednesday 18th December which had been organised by Greater Gwent (Torfaen) Pension Fund at a cost per delegate of £210. (Local Government Act 1972 s111)
Owing to the potential commercial and confidential nature of Item 79. Proposed IT Solution the meeting agreed to consider this item after confidential Item 92. 2013/2014 Salary Award.
80. / ROAD TRAFFIC REGULATION ACT
(a) / Bank Street, Chepstow
The meeting noted the proposed temporary road closure of Bank Street, Chepstow from 23rd September to 20th October to facilitate essential repair works to adjoining properties.
(b) / Thornwell – Introduction of 20mph speed limit
The meeting considered the proposed introduction of a 20mph in Thornwell on which comments were invited by 14th October 2013. Members expressed extreme concern at Monmouthshire County Council’s lack of engagement prior to commencing the statutory process. Members expressed the view that the proposed 20mph zone did not include key pedestrian routes to schools but did potentially include other roads which were heavily congested with parked vehicles, and were therefore possibly self limiting.
Members also expressed the view that there should be a strategic plan for 20mph zones within the Chepstow area, rather than a piecemeal approach in individual ward areas.
RESOLVED:
(a) To request that the proposed Road Traffic Order introducing a 20mph limit within designated roads in Thornwell be rescinded in order to allow for full engagement with local residents and the Town Council prior to the determination of a more appropriate 20mph zone.
(b) To request that a strategic plan for 20mph zones within the Chepstow area be prepared, rather than a piecemeal approach in individual ward areas.
81. / WELSH GOVERNMENT – CONSULTATION ON DESIGNATED PERSONS ORDER.
The meeting noted the consultation document “Designated Persons Order” which had been circulated with the agenda.
82. / DOG WASTE DISPOSAL SERVICE
The Clerk advised that the problem of dumping of domestically collected waste at Dog Waste Bins was continuing. The Town Council’s Contractor had advised that this was causing considerable difficulties for him in that he was in danger of exceeding his waste disposal limit and therefore potentially his licence. The situation could not be sustained long term.
Monmouthshire County Council had advised that they would undertake an extensive publicity campaign to advise residents that dog waste might be disposed of in the grey refuse sacks for collection once a fortnight or via any of the refuse transfer sites. However, the publicity campaign had still to be commenced.
83. / FINANCE
(a) / Bank Reconciliation
The reconciliation of the Council’s bank Accounts at 31st July and 31st August 2013 was confirmed.
(b) / Accounts
Adoption was agreed for the monthly accounts for July and August 2013.
July August
Total Payments £ 1,129.66 £38,272.00
Total Receipts £221,350.56 £ 7,807.21
(c) / External Audit and Annual Return for year ended 31st March 2013
(i) The meeting noted that the External Auditor had found no issues on which they proposed to qualify their audit opinion on the Annual Return for the year ended 31st March 2013 and, that there were no other matters which they wished to draw to the attention of the Council, and that they had not identified any misstatements in “Section2- Accounting Statements” that required to be corrected.
RESOLVED:
To approve Annual Return for the year ended 31st March 2013
The Town Mayor signed the Annual Return for the year ended 31st March 2013.
84. / REPORTS OF REPRESENTATIVES ON OUTSIDE BODIES
(a) / Drill Hall Major Works
The Clerk provided an update on the progress of the major works being undertaken at the Drill Hall.
During the Summer recess, the Clerk, in consultation with the Town Mayor and Chairman of the Financial Policy and Resources Committee, had agreed several changes to the Contract having taken account of advice received from the Contractor and the Council’s Quantity Surveyor. These changes concerned the removal of the old ceiling mounted heating system and its replacement with a new boiler and wall mounted radiators and the installation of an improved lighting system. The urgent decision had been taken in order to allow the works to progress and to avoid costly delays
Further changes to the Contract had been required in respect of the structural steel support proposed over the Drill Hall bar area. A change in specification had been agreed in order to avoid damage to the large wall mural in the main hall.
As a consequence of the changes the works to the Drill Hall had slipped, however, the Contractors were endeavoring to catch up and hoped to complete the scheme as close to the original completion date as possible.
(b) / CCTV User Group
The meeting noted the Minutes of the CCTV User Group Meeting held on Tuesday 10th September 2013.
(c) / CSAT
The Town Mayor had attended the last CSAT meeting and tabled copies of local crime statistics for Members information.
(d) / Bulwark Community Centre
The Council’s representative reported that the Centre was flourishing. The Youth Club had however, chosen to leave the Centre and were now meeting at Thornwall Football Club. The film programme had recommenced and the first film was to be shown on Saturday 28th September.
(e) / Pembroke Primary School Governing Body
The Council’s representative advised that following the resignation of the Chair of Governors a new Chairman had been elected.
(f) / Senior Citizens Welfare Trust
The Council’s representative advised that the Senior Citizens Welfare Trust had appointed a new secretary and undertook to notify the Clerk of her contact details.
85. / MATTERS FOR INFORMATION
Members noted the following items reported for information:-
(a) / Welsh Government – Community and Town Council Welsh Government News August 2013.
Copy of Welsh Government – Community and Town Council Welsh Government News August 2013.
(b) / Correspondence from Assistant Chief Constable
Correspondence from Lorraine Bottomley Asst Chief Constable regarding potential workshops to improve community engagement.
(c) / Chepstow Marketing Committee
Minutes of the meeting held on Tuesday 9th July 2013
(d) / Monmouthshire Youth Service
Monmouthshire Youth E- Newsletter – August 2013.
(e) / Chepstow Choral Society – WW1 Centenary Commemoration Concert
The Chepstow Choral Society were planning to stage a WW1 Centenary Commemoration Concert at St Mary’s Priory Church on the afternoon of Sunday 2nd November 2014.
86. / CORRESPONDENCE
Members received and considered correspondence set out in the schedule circulated with the agenda.
With the consent of the Chairman the Clerk reported the following late items of correspondence for Members information:-
One Voice Wales – Training opportunities in South East Wales during October.
Internal Drainage Board for Caldicot and Gwent Levels area – Invitation to meeting at their offices at Pye Corner, Newport on Tuesday 22nd October at 6.00pm. Members indicated that they were unable to attend the meeting and the Clerk would therefore represent the Council.
Chepstow and District Citizens Advice Bureau - Invitation to the formation of Monmouthshire County CAB at Usk on Monday, 30th September 2013 at 6.00pm
Welsh Government A48 – Notification of the Ministers response to the Petitions Committee in respect of the requested reduction of speed limit to 30mph on the A48 Bridge and, the opportunity for Town Council to submit comments on the Ministers response prior to the next meeting of the Petitions Committee on 8th October 2013.
87. / MATTERS RELATING TO THE PUBLIC AND URGENT INFORMATION EXCHANGE
A Member reported that the bollards on the central reservation outside Welsh Street School were still missing, causing a road safety hazard at night when the raised central reservation was not clearly visible to motorists.
A Member reported that Chepstow Tourist Information Centre had been closed on Saturday 21st September.
Members were advised that the bollards limiting vehicle access to St Mary’s Street were damaged.
The meeting was advised that fly tipping within the town was increasing and that refuse bags were being put out and left on the footway for long periods of time, denigrating the appearance of the town.
A Member advised that a town centre health practice had had to review its security arrangements following a recent incident with an intruder.
A Member reported that he had observed a number of cars illegally waiting on the High Street for short periods, causing traffic congestion and that there appeared to be no enforcement of parking restriction in the High Street.
The meeting was advised that the TV programme “Atlantis” which was filmed in Newhouse Farm was now being broadcast.
88. /
ITEMS FOR NEXT MEETING
89 / DATE OF NEXT MEETINGThe next meeting of Chepstow Town Council will be held on Wednesday 23rd October 2013 at 7.00pm in the Council Chamber, The Gatehouse, High Street, Chepstow.
90. / ACTION FOR MARKET TOWNS – TOWNS ALIVE SEMINAR
Members considered attendance at the Action for Market Town Seminar in Congleton on 6th and 7th November 2013 at a cost of £125 per delegate.
RESOLVED:
Cllr D Rooke and the Clerk to attend the Action for Market Town Seminar in Congleton on 6th and 7th November 2013 at a cost of £125 per delegate. (Local Government Act 1972 s144)
91. / EXCLUSION OF PRESS AND PUBLIC
RESOLVED:
To exclude the press and public in view of the confidential nature of Item 92. 2013/2014 Salary Award.
92. / 2013/2014 SALARY AWARD
Members considered the Clerks report outlining the 2013/2014 National Pay Award backdated to 1st April 2013 which had been circulated with the agenda.
RESOLVED:
To agree to implement the 2013/2014 National Pay Award backdated to 1st April 2013. A copy of the confidential report detailing the salaries of all personnel to be appended to the minutes.
79. / PROPOSED IT SOLUTION
The meeting considered the proposal by Microshade VSM for a comprehensive IT package.
RESOLVED:
The Clerk to make a further approach to Monmouthshire County Council’s “SRS” in order to secure an alternative quotation for a comparable comprehensive IT package.
CLOSE: This completed the business of the meeting at 9.20pm
Signed: …………………………… CHAIRMAN Date…………………….
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