CHEPSTOW TOWN COUNCIL

The Gatehouse, High Street, Chepstow

Tel 01291 626370 Email

19th April 2011

Dear Councillor

You are hereby summoned to attend a meeting of Chepstow Town Council to be held in the Gatehouse, High Street, Chepstow on Wednesday 27th April 2011 at 7.00pm for the purpose of transacting the following business.

Members are reminded that they attend this meeting under the provisions of the Town Council’s Code of Conduct

Members of the public are invited to address the Town Council for 15 minutes

commencing at approximately 7.00 pm.

To receive a presentation from representatives of the newly formed Garden City Community Group

Yours faithfully

Sandra Bushell

TOWN CLERK

190. / DECLARATIONS OF INTEREST IN ITEMS ON THE AGENDA
191. / MAYORAL ANNOUNCEMENTS
192. / MINUTES
To approve the minutes of the Ordinary Meeting of Council held on 23rd March 2011. (Attached)
193. / MATTERS ARISING
To report matters arising from the minutes of the Ordinary Meeting of Council held on 23rd March 2011, not on the agenda, for information only.
194. / COMMITTEES
(a) / Planning and Administration Committee
To receive the minutes of the Planning and Administration Committee meeting held on 23rd March 2011 and 13th April 2011. (Attached)
(b) / Personnel Committee
To receive the minutes of the Personnel Committee meeting held on 6th April 2011. (Attached)
(a) / Financial Policy and Audit Committee
To receive the minutes of the Financial Policy and Audit Committee meeting held on 23rd February 2011 and draft minutes of the meeting held on 9th March 2011. (Attached)
195. / STANDING ORDERS
To adopt the revised Standing Orders recommended by the Financial Policy and Audit Committee on 6th April 2011. (Attached)
196. / FINANCIAL REGULATIONS
To adopt the Financial Regulations recommended by the Financial Policy and Audit Committee on 2nd February 2011. (Attached)
197. / DRAFT CIVIC PROTOCOL
To agree the revised draft Civic Protocol recommended by the Financial Policy and Resources Committee on 6th April 2011. (Attached)
198. / COUNCIL MEETINGS – PUBLIC PARTICIPATION DRAFT GUIDANCE
To agree the attached draft guidance produced in respect of public participation at meetings of the Council.
199. / ALLOTMENT SPACES
(a) / To consider the future potential for additional allotment spaces in Chepstow. (Cllr Hobson oral report)
(b) / To consider the request received from Chepstow Community Hospital (Mental Health Department) for an area of land or allotment which the hospital might adopt and maintain. (Oral report)
200. / SOCIAL HOUSING RENTS
To discuss the formula applied to Social Housing Rents. (Cllr A Watts oral report)
201. / COMMUNITY FACILITIES
(a) / Notice Board
To consider the request for a community notice board to serve the Garden City area, to be located on the “green triangle” at the top of Green Street/Caird Street. Members are advised that there is budgetary provision of £1,500 in the current financial year for the provision of community notice boards and that it is the agreed policy of Council “to investigate the provision of a community notice board for each ward, possibly starting with a trial in one ward.” The following new community notice boards have been erected: 2009/2010 - St Christopher’s Ward; 2010/2011 – St Kingsmark Ward.
(Local Government Act 1972 s142)
(b) / Dog Waste Disposal Bins
To consider the request for one lockable dog waste disposal bin to be located at Bulwark Community Centre, next to the waste bin adjacent to Cromwell Road and for a one further dog waste disposal bin to be located on the green area adjacent to the Portwall in Cormeilles Square. Members are advised that there is no budgetary provision for the installation and emptying of additional dog waste disposal bins in the current financial year and thus the cost of any additional bins will need to be found from savings on other budget heads or from reserves.
(Litter Act 1983 ss6)
(c) / Roadside Seats
To consider the request to install a seat in the Camp public open space. Members are advised that there is a budgetary provision of £1,000 for the provision and maintenance of roadside seats in the current financial year.
(Parish Councils Act 1957 s1)
(d) / Power Supply – Beaufort Square
To note that the external power supply, installed as part of the Town Centre Regeneration Scheme and used to provide power for the Town Christmas tree, Switch On and other community events has been damaged. The estimated cost of repairing the supply is £5,000. To date funding for the repair has not been identified and a recommendation has been received that the power supply be removed. Members are asked to consider whether to fund the repair of the power supply or to identify an alternative power source for the Town Christmas tree. (Oral report)
(e) / CCTV Camera 127 High Street
To note that the estimated cost of relocating CCTV Camera 127 in the High Street has risen from £3,000 to £7,913 plus vat and if appropriate, to agree additional funding. Members are advised that the Lower Wye Area Committee and the Town Council (meetings 23rd February 2011) agreed match funding of £1,500 each towards the cost of relocating CCTV camera 127 in order to improve visibility of key areas. Members are further advised that there is no budgetary provision for this relocation in the current financial year and thus funding would have to be found from savings on other budget heads or from reserves.
(Local Government and Rating Act 1997 s31)
202. / ONE VOICE WALES – CONFERENCE
To note that the 7th Conference and Annual General Meeting of One Voice Wales will take place on Saturday 8th October 2011 at the Bont Pavillion, Pontrhydfendigaid, Ceredigion and to agree:-
(a) / Representation at Conference a cost of £65 per delegate, if booked by 28th July 2011.
(b) / Representation at the Annual General Meeting (one delegate only)
(c) / Motions for debate at the Annual General Meeting (no more than two motions will be considered for debate and must be received by 27th May 2011)
203. / MONMOUTHSHIRE COUNTY COUNCIL – ROAD TRAFFIC REGULATION ACT 1984 – OLD BULWARK ROAD
To consider the proposed road traffic order on Old Bulwark Road which will allow vehicles to travel in a South Westerly direction only from its junction with Bulwark Road, thereby eliminating potential conflict between opposing traffic flows outside the school. Comments are invited by 9th May 2011.
204. / FINANCE
(a) / Bank Reconciliation
To confirm the reconciliation of the Council’s Bank Accounts at 28th February 2011 (attached) and 31st March 2011. (To be tabled))
(b) / Accounts
To receive and adopt the monthly accounts for February 2011 (attached) and March 2011. (To be tabled)
(c) / Local Councils Update
To consider renewal of the Town Council’s annual subscription to Local Councils Update at a cost of £70. (Local Government Act 1972 s143)
(d) / CAFY Support
To agree the balance of funding (£1,000) for 2010/2011 in respect of Central Kaff, in light of the recent update received. (Copy attached)
(Local Government (Miscellaneous Provisions) Act 1976 s19)
(e) / Old Library Building Floor
To note that a further area of the Old Library Building floor requires repair/replacement and to consider the estimate of £1,000 obtained for these works. Members are advised that there is budgetary provision of £1,000 for the Old Library Building in the current financial year.
(Local Government (Miscellaneous Provisions) Act 1976 s19)
(d) / CAFY Support
To agree the balance of funding (£1,000) for 2010/2011 in respect of Central Kaff, in light of the recent update received. (Copy attached)
(Local Government (Miscellaneous Provisions) Act 1976 s19)
205. / MATTERS FOR INFORMATION
(a) / Monmouthshire County Council – Walk Leader Training.
To note the availability of walk leader training. (Correspondence attached)
(b) / “Have a Wild Weekend in Wales: 20th – 22nd May 2011”
To note details of the “Have a Wild Weekend in Wales: 20th – 22nd May 2011” scheme. (Details attached).
(c) / Chepstow Marketing Committee Meeting 8th March 2011
To note the minutes of the general meeting held on 8th March 2011. (Attached)
(d) / Lower Wye Area Committee Meeting 23rd February 2011
To note the minutes of the Lower Wye Area Committee Meeting held on Wednesday, 23rd February 2011. (Attached)
206. / REPORTS OF REPRESENTATIVES ON OUTSIDE BODIES
(a) / Oldbury and Berkley Power Stations Community Liaison Council
To note recent correspondence issued by Magnox in response to the Fukushima crisis. (Attached)
207. / CORRESPONDENCE
To receive and consider correspondence set out in the attached schedule.
208. / MATTERS RELATING TO THE PUBLIC AND URGENT INFORMATION EXCHANGE.
209. / NOMINATIONS FOR TOWN MAYOR
To receive nominations for the role of Town Mayor for 2011/2012. (Members are advised that the election of Town Mayor must be the first item of business at the Annual Meeting of Council)
210. / ITEMS FOR NEXT MEETING
Consultation on proposed changes to Car Parking Charges.
211. / DATE OF NEXT MEETING
To o confirm that the Annual Meeting of Council will take place on Wednesday, 11th May 2011 at 7.00pm in the Council Chamber, The Gatehouse, High Street, Chepstow and, that the next ordinary meeting of the Town Council will take place on Wednesday, 25th May 2011 at 7.00pm in the Council Chamber, The Gatehouse, High Street, Chepstow.