CHEPSTOW TOWN COUNCIL
Draft Minutes of the meeting of Chepstow Town Council held in the Council Chamber, The Gatehouse, High Street, Chepstow
on Wednesday 25th March 2009 at 7.00pm
Present:
Chairman: Cllr D Dovey
Councillors: H Ashby, Ms H Beach, M Brady, Mrs S Dovey,
Mrs Y Havard, P Hobson, H Hodges,
Ms M Lewis, P Rutter, S Sullivan, A Watts
Apologies: Cllr N Heywood, Cllr Mrs J Robbins,
In Attendance: Ms S Bushell, (Town Clerk),
Mrs L Allen (Administrative Officer)
177. / DECLARATIONS OF INTEREST IN ITEMS ON THE AGENDANone.
178. / MAYORAL ANNOUNCEMENTS
The Town Mayor reported attendance at the following events:-
Saturday 28th February 2009 – District and Area Founders Day Awards Evening
Tuesday 3rd March 2009 – Repatriation of Corporal Tom Gaden, Lance Corporal Paul Upton and Rifleman Jamie Gun.
6th, 7th 8th March 2009 – Gwent Music Support Service National Festival
Friday 13th March 2009 – Monmouthshire County Council Charity Fashion Show
Wednesday 18th March 2009 – Funeral of Rifleman Jamie Gun
Wednesday 18th March 2009 – Monmouthshire County Council Schools Music Showcase
Thursday 19th March 2009 – Rural Community Action Celebration
179. / MINUTES
The minutes of the meetings of Council held on 25th February 2009 were confirmed and signed as a true record.
180. / MATTERS ARISING
None.
181. / COMMITTEES
(a) / Planning and Administration Committee
Minutes of the Planning and Administration Committee meetings held on 25th February 2009 and 11th March 2009.
RESOLVED:
To receive the minutes of the Planning and Administration Committee meetings held on 25th February 2009 and 11th March 2009.
182. / REFURBISHED TOWN ARCH AND GATEHOUSE
The meeting considered whether to hold a reception to mark the completion of repair and refurbishment works to the Town Arch and Gatehouse.
RESOLVED:
To hold an “Open Day” on Saturday 16th May 2009 from 10.00am to 4.00pm. The Clerk to prepare a rota of Members to staff the event and to advise Chepstow Citizens Advice Bureau of the event in order that they might consider whether they wished to participate.
183. / TOWN AWARDS
The meeting noted that the Town Awards Working Group had considered nominations received and had resolved to make awards to the following residents in respect of their considerable contributions to the local community: Mrs L Corbin; Mrs K Massie; Mrs M Winstone; and, Mr & Mrs D Thomas.
Members considered how the Council might appropriately mark the presentation of these awards.
RESOLVED:
To hold a small reception after the Annual Meeting of Council the award recipients and their nominators. (Local Government 1972 s137)
184. / PUBLIC CONVEINIENCE – ALTERNATIVE SOLUTIONS/LOCATIONS
The Town Mayor read a press release detailing the delays with the public convenience and seeking public support for a campaign to the land owner/lease holder, which had been jointly agreed and issued by the County Council and Town Council earlier that day.
The meeting expressed concern at the delays that were being encountered. It was suggested that Monmouthshire County Council might investigate the use of compulsory purchase powers to try resolve the matter.
RESOLVED:
To note the contents of the press release and to further review progress once the issue of land ownership had been clarified.
185. / ADDITIONAL LITTER BINS
Members considered the purchase of additional litter bins to service Thornwell shopping area, subject to consultation with Monmouthshire County Council.
RESOLVED:
Subject to consultation with Monmouthshire County Council to purchase two additional covered litter bins to service the Thornwell shopping area. (Litter Act 1983 ss5, 6)
186. / ARRANGEMENTS FOR ARMED FORCES DAY (FORMERLY VETERANS DAY)
The Clerk outlined the arrangements notified in respect of Armed Forces Day on 20th June 2009 advising Members that they were invited to march from Welsh Street Car Park to the Priory Church at 11.00am in a similar manner to Remembrance Day.
Following the Church Service there would be a number of events at the Castle for which the Town Council had been asked to provide “pop-up shelters.”
Concerns were raised with regard to the integrity of a parade of the Town Council, if political representatives who were not Town Councillors joined the Town Council grouping without the consent of the Town Council as had occurred at the last Remembrance Day Parade.
The Clerk reported concerns raised by the Royal British Legion Chepstow Branch with regard to the Remembrance Day Parade and the requirement for participants in the parade to march rather than stroll.
RESOLVED:
To note the arrangements for Armed Forces Day on 20th June 2009 and to provide “pop-up” shelters for use on the day at no charge.
187. / WALES IN BLOOM
Members noted the new requirements for the 2009 Wales in Bloom Competition and considered whether to enter the Small Town Category.
RESOLVED:
To enter the Small Town Category of the 2009 Wales in Bloom Competition.
188. / INVITATION TO VISIT THE NATIONAL ASSEMBLY SENEDD BUILDING
The meeting noted the invitation from the National Assembly to visit the National Assembly Senedd Building.
189. / PROVISION OF PUBLIC PASSENGER TRANSPORT SERVICES – REVIEW
The meeting noted that Monmouthshire County Council was currently undertaking a comprehensive review of all financially supported local bus service contracts and that comments were invited on these services and/or requests for new services by 4th April 2009.
RESOLVED:
To make the following observations in respect of the Public Passenger Transport Services review by Monmouthshire County Council:-
“Chepstow Town Council fully supports the C1 to C5 Hail and Ride Services and would wish these services to be continued. The Town Council also supports Route 69 and 74 and again would wish these services to be continued.
The Town Council also recommends that where ever possible local bus time tables should be integrated with train time tables to provide a cohesive public transport system facilitating easier commuting.
The Town Council is concerned at the quality of a number of vehicles used on longer routes and notes that emissions from these vehicles undoubtedly contributes to the air pollution problems in the town. The Town Council would like to see the standards of the hail and ride C1 – C5 vehicles applied across the board.”
190. / CONSORTIUM OF WYE VALLEY COUNCILS
The meeting considered the formal invitation to join the recently formed Consortium of Wye Valley Councils.
RESOLVED:
Not to join the recently formed Consortium of Wye Valley Councils at the present time.
191. / RESIDENTS SUGGESTIONS – HIGH STREET AND BULWARK SHOPS
Members considered correspondence received from a local resident outlining suggestions for High Street and Bulwark Road shops. It was noted that negotiations were in progress with regard to the former Woolworths Store and that Bulwark Shops were under active consideration by Cllr Beach.
192. / FINANCE
(a) / Bank Reconciliation
The reconciliation of the Council’s Bank Accounts at 28th February 2009 was confirmed.
(b) / Accounts
The monthly accounts for February 2009 were adopted:-
Total Receipts £ 2,965.44
Total Payments £10.203.06
(c) / One Voice Wales - Membership
The meeting considered renewal of the Council’s subscription to One Voice Wales at an annual cost of £1,255.
RESOLVED:
To renew the Council’s subscription to One Voice Wales at an annual cost of £1,255. (Local Government Act 1972 s143)
(d) / eTrading for Community and Town Councils
Members considered correspondence received from One Voice Wales outlining a pilot collaborative procurement initiative and considered whether the Town Council should take part in the pilot.
RESOLVED:
Not to participate in the eTrading pilot for Community and Town Councils.
(e) / Internal Audit Report 2008 – 2009 (Interim)
The meeting noted the 2008 – 2009 interim Internal Audit Report and considered the Internal Auditors recommendations in detail:-
Assessment and Management of Risk.
R1. Recording of cost centre and expenditure code detail should be reintroduced on every invoice processed in order to provide a complete and clear audit trail.
The Clerk advised that she had reminded the Finance Officer of the need to record in full the details specified on the cheque and invoice authorisation stickers.
Salaries and Wages
R2. The apparent underpayment to the Clerk in respect of arrears of salary associated with the national pay award for 2008-2009 should be reimbursed with the next salary payment.
The Clerk advised that there appeared to have been an arithmetical error on the part of the Council’s payroll service provider and that this would be rectified in April.
R3. The payroll service provider should be asked to recheck their software and to correct the anomaly that appears to exist with regard to employers’ NI contributions for four of the Council’s staff resulting in an annual overpayment to HMRC of £28 per employee.
The Clerk advised that the Auditor’s recommendation had been referred to the Council’s payroll service provider.
Investments and Loans
R4. Interest earned on the two “Investec” deposits should be credited to the Council’s accounts as and when it is notified during the course of the financial year in order to ensure the accurate reporting on investment earned during the year.
The Clerk advised that this had not been done previously as it would have implications for the Council’s monthly bank reconciliation. However, the Auditor’s recommendation would be implemented in the new financial year.
R5. The previously recommended journal adjustment should be made in the current year’s financial ledger correcting the minor overstatement of interest earned on the Investec account in 2007-2008.
The Clerk advised that a journal adjustment would be made at the year end.
(f) / CCTV Contribution
Members considered payment of the Council’s contribution of £2,946.75 for the period January to March 2009 towards the cost of CCTV.
RESOLVED:
To authorise payment of the Council’s contribution of £2,946.75 for the period January to March 2009 towards the cost of CCTV. (Local Government and Rating Act 1997 s 31)
(g) / Garden City Football Club
Members considered the request for funding received from Garden City Football Club in respect of building works to the pavilion and annual grass cutting costs.
RESOLVED:
To fund the building works at the pavilion from the current year’s budgetary provision as these works were required urgently and to give further consideration to funding annual grass cutting costs in the new financial year.
(Local Government (Miscellaneous Provisions) Act 1976 s19).
(h) / Royal British Legion Chepstow Branch – Remembrance Day Contribution
The meeting considered the request received from the Royal British Legion Chepstow Branch for a further £200 to meet the full cost of the Remembrance Day Parade 2009.
RESOLVED:
To make no further financial contribution to the Royal British Legion Chepstow Branch in respect of the 2009 Remembrance Day Parade and reception.
EXCLUSION OF PRESS AND PUBLIC
RESOLVED:
To exclude the press and public in order to have a full and detailed discussion of the following Item 192 (i) 2008/2009 Final Pay Award and 2009/2010 Staff Annual Increments
(i) / 2008/2009 Final Pay Award and 2009/2010 Staff Annual Increments
Members considered the Clerks report in respect of the 2008/2009 final pay award in respect of all Town Council employees and the payment of one additional increment to the Administrative Officer and Finance Officer in line with their contracts of employment.
RESOLVED:
To implement the 2008/2009 final pay award in respect of all Town Council employees and agree the payment of one additional increment to the Administrative Officer and Finance Officer in line with their contracts of employment, raising their pay in line with the confidential report appended to the minutes.
193. / REPORTS OF REPRESENTATIVES ON OUTSIDE BODIES
Senior Citizens Welfare Trust – The Council’s representative reported that the Trust would be applying for grant funding in order to carry out essential repairs to kitchen facilities and asked that the Town Council provide a letter in support of their application.
Thornwell School Governing Body – The Council’s representative advised that the school was seeking to develop an outside classroom and nature reserve.
CSAT – The Council’s representative commented on reports of anti-social behaviour at The Back and the destruction of flowers planted in Garden City. The CSAT group had also expressed the view that they were disappointed that the Town Council had not supported the proposal to erect a gate between The Dell and Welsh Street Car Park.
Pembroke Primary School Governing Body – The Council’s representative advised that the School was preparing for an inspection in June.
Bulwark Community Centre Management Committee – The Council’s representative reported that the Committee was hoping to show films and that the Drill Hall had donated their old screen to the Centre. It was proposed that the films would appeal to a younger audience than that currently being served by the Drill Hall.
194. / MATTERS FOR INFORMATION
The meeting noted the following items reported for information:-
(a) / Monmouthshire County Council – Môr Hafren Committee
The minutes of Monmouthshire County Council’s Môr Hafren Committee meeting held on 11th February 2009.
(b) / Chepstow Chamber of Commerce
The minutes of Chepstow Chamber of Commerce meeting held on 5th February 2009.
(c) / Monmouthshire County Council – Memorandum of Understanding to deal with Spontaneous Events (Raves)
The memorandum of understanding and detailed working procedures to deal with spontaneous events (raves).
(d) / Monmouthshire Local Service Board – “Tackling Climate Change Conference”
Notification that Monmouthshire Local Service Board would be holding a “Tackling Climate Change Together” conference at Main Hall, Coleg Gwent, Usk Campus on Thursday 9am – 1.00pm and that reservations might be made via the Sustainable Development Team on 01633 644108.
(e) / E.ON / UK
Correspondence received from E.ON UK regarding the nomination of land adjacent to Oldbury Nuclear Power Station into the Government’s Strategic Siting Assessment process for identifying possible future sites for nuclear power generation.
195. / CORRESPONDENCE
Members received and considered correspondence as per the schedule circulated with the agenda. The meeting noted the request received from a local student undertaking research for a dissertation who wished to meet with Members in order to discuss litter problems within Chepstow. The Deputy Mayor advised that he had arranged to meet the Student.
196. / MATTERS RELATING TO THE PUBLIC AND URGENT INFORMATION EXCHANGE.
The meeting was advised that the newly opened Simpsons Fish and Chip Shop had applied for an alcohol licence.
197. / ITEMS FOR NEXT MEETING
To note the final design prepared for the Riverbank Project.
To reconsider the matter of a gate between Welsh Street Car Park and The Dell.
The Motions notified by Members:-
“That at the start of every Council meeting the Code of Conduct will be read out by Members and officers.”
“That at all future meetings of the Council Members and Officers will stand when the Town Mayor enters the room.”
Following Item 197, a Member was challenged for tape recording the meeting without the consent of those present.
The Member was reminded that this was contrary to Standing Orders and to a previous decision of Council on 23rd July 2008 when the matter had been clarified for the Member.
The Member was asked to delete or surrender the tape recording.
The Member declined to delete or surrender the tape recording.
CLOSE:- The meeting terminated at 9.30pm