ROGIET COMMUNITY COUNCIL

11 Cwrt Morgan, Caerwent, Caldicot, Mons. NP26 5QZ. Tel: 01291 422089

Minutes of the Meeting of the Community Council held on Wednesday 22nd May 2013 which commenced at approximately 7.40pm.in the Village Sports Hall.

Public Forum

Chairman opened the meeting and invited members of the public to participate in the public forum. It was agreed by Councillors to allow each person 5 minutes (usually 15 in total) to speak.

1 Countryside Par Mrs Jane Stallard stated that 3 years ago there had been issues involving the Countryside Park and a proposed Travellers Site. She asked Local Member what actions she would take if the matter should arise again, as she had been made aware that Travellers were once more looking at the site. Local Member stated MCC had not defined a legal site and that a formal process would be followed.

2 Allotmnt Issues

Mrs Heather Gauler asked about an earlier email she had sent regarding allotment issues. Matter to be investigated. Chairman requested she send a copy of her previous email. She also posed a question about an election to cover vacancies – informed if only 5 nominations were received, an election would not be held. Mrs Gauler also felt residents had been failed by past Chairman.

3 Mrs Jane Tyrrell raised the issue of the swift removal of the water troughs and Community Council notice boards, and the fact that allotment holders were not notified in advance of the action, and asked who had carried out the work. Informed it was in the Allotment Committee’s April report of the intention to do so. Contractor not known as the Allotment Committee had made the arrangements, but it was thought that Mr T Higgins may have been asked for a quote.

4 Mrs Janet Trow again raised the issue which she had first brought to the Community Council on 27th January under the Freedom of Information and to which she had still not received an answer, and considered she had not been dealt with in a respectful manner. The matter had deeply upset her whole family and reminded Members that a retraction had been promised in the Windmill Post. The Chairman agreed that this was the case, but due to recent events there had been an over long delay in producing the next Windmill Post, and promised the matter would be rectified in the next issue.

5 Confidentiality Issues Mr Bob Cypher request copies of the letters of resignation. Concern raised at the prospect of them appearing on a social media site. Clerk to check and follow legal requirements. In view of what was said, he voiced his concern over actions from a previous councillor with regard to leaking council business and felt that another ex-councillor’s use of a social media site could make him libel and suggested the person concerned be made aware of the fact. He also offered his services to set up a website on behalf of the Community Council but stressed he had no wish to re-join the Council.

6 Other issues raised Mr Mike Bradley referred to the 5 resignation letters and considered them to be unfair and biased. He felt that the past Chairman’s programme had fallen down on delivery and sought an undertaking from RCC to rectify concerns. Member stated she was very sad that the administration of the allotments had been handed back to MCC.

7 Playing Fields Car Park/Footpath Mr Mark Hudson stated he had asked people about footpath and apologised for his previous comments. He had however set-up a petition to have the footpath reopened and asked that it be considered. Petition received – copy to be made and returned to him.

02/2428 Present

Chairman - Cllr Mrs H Bennett

Vice Chairman - Cllr Mrs L Guppy

Community Councillors - Mrs K Mills, Mrs S Oliver, D Snell & R Stallard

Clerk - Mrs M Williams

Gwent Police

Members of the public also attended

02/2429 Apologies

None – all present

02/2430 Declaration of Interest

Cllr Mrs H Bennett - Rogiet Primary School/ Windmill Post

Cllr Mrs L Guppy - Rogiet School/I’m Bored Club

Cllr S Oliver - I’m Bored Club

02/2431 Minutes

It was resolved that the Chairman be authorised to sign the minutes of the monthly meeting held on 8th April 2013 as true and correct record of the meeting.

Action Report and Matters Arising was then received

1  Litter & Doggy Bins – on-going.

2  Code of Conduct – to be arranged in September when it was hoped a full council would in place.

3  Best Kept Village Competition – entry had been sent in.

4  Ombudsman Office – Clerk had completed and sent off all necessary paper work in respect of the complaints.

5  Bumble Bee Conservation Trust - Cllr S Oliver volunteered to join the committee. Offer accepted, all in favour.

02/2432 Financial Matters and Schedule of Accounts

The Schedule of Accounts and Financial Matters dated 22nd May 2013, having been read before were approved and signed by the Chairman, as a true and correct record.

Due to resignation of several councillors new signatories were required. Proposed and seconded that Cllrs L Guppy, K Mills and R Stallard be appointed. All in favour.

Clerk informed Members arrangements in hand to complete the Annual Return.

Review of Insurance Cover. Clerk had informed Members of adjustments to be made to insurance cover. All in favour, Clerk to inform Aon Insurance accordingly and arrange cover.

Quotes received on the maintenance work required on the MUGA. Matter under consideration.

02/2433 Chairman’s Report

Not available this time – information given during the meeting and listings by new Chairperson

02/2434 To receive up-date on Flooding on the Allotments and Playing Fields

Chairman stated she had attended a recent meeting with the drainage board and associated agencies and had received valuable and useful information. Issues discussed in addition to the flooding problem on the allotments, was the flooding of the football pitch. It appeared flooding was occurring due to various sources of water access. It was also noted that One Voice Wales was able to offer support, and suggested a written request be sent. Chairman had also spoken to Matt. the senior engineer.

The Local Member reported that the flooding was in hand with Bovis and MCC senior officers were dealing with the matter. The more people on board would help strengthen a positive position.

There was also a suggestion of shutting the footpath.

02/2435 To receive Reports from Committees/Councillors’/Clerk and other Representatives

Activity Committee Report - received, comments noted.

Councillors/Clerk’s Reports

1 Member reported on his communication with Roger Hoggins regarding the proposed temporary car park on the Countryside Park. Local Member agreed to liaise with him on the proposed starting dates, which was much appreciated, especially in view of the amount work he had done on the matter. Member also reported on his attendance at a recent meeting of the GLFD – report to be circulated.

2 He also referred to the recent Litter Pick and suggested it be publicised in the Windmill Post. Future Litter Picking and the Presentation arrangements to be discussed.

3 He also requested that dog fouling be an agenda item for the next meeting.

4 Following public disapproval of the article in the last Windmill Post it was proposed and seconded that all future publications of the WP would not be printed and circulated until it had been approved by full council. Draft copy to be sent electronically to all members for approval, any objections/amendments could then be addressed. All in favour. Publication to be bi-monthly.

5 Member agreed to move water troughs to a more suitable place within VSH area.

6 Litter Picker - need for nomination of new litter drop-off points (Members’ houses) following the resignation of councillors.

7 Concern over possibility of double yellow lines outside the Rogiet Hotel, road would be partly restricted, need to be amended. Clerk to liaise with Member, suggested letter be sent.

8 Ombudsman Publication available, Chairman to find source and include information in WP

9 It was noted Councillors attend extra meetings on a voluntary basis.

Need for CC meetings to be redefined and more efficient. Items cannot be discussed unless they appear on the agenda. Proposed Members and Local Member send their reports to clerk in order that they may be sent out with the agenda seven days before the meeting, thus giving everyone an opportunity to read the reports in preparation for any discussion. Proposed and seconded, 5 Votes in favour, 1 abstention.

Rogiet School Governor’s Report No issues with community suite. Little Tigers doing well. Link Governors were elected. Planning meeting held to look at programme for September curriculum.

Village & Sports Hall Management Committee Report - Members had received an email report

Local Member’s Report –

Local Member was asked for an up-date on the Community Council’s car park planning application. Members informed still waiting for it come before planning. Local Member and Clerk to chase it up.

Member requested details of the current Playing Fields Car Park. Clerk explained the history, comment made that the situation had not been handled correctly.

Temporary car park, still awaiting verbal go ahead either this or next week. Waiting on MCC obtaining correct permission.

Reported that Mr Steve Greenslade, a MCC Senior Officer had died. Letter of sympathy and an acknowledgement of his long service to MCC to be sent to Paul Matthews CEO.

In future written report will be provided in time to go out with the agenda and minutes.

Police Report – received before Public Forum)

No official report available, crime figures down by 5%.

Period had been quite quiet, issues reported anti-social behaviour - loud music, domestic assault vehicle failed to stop, vehicle damage, damage to property, assault by primary school pupil.

Sheep on road, off road bikes a problem. Complaints must be reported by calling 101 or 999. Members suggested information should be put in WP.

02/2436 Correspondence

Mrs H Counsell - Letter of complaint Windmill Mill

Article & Cllr M Smith response

MCC - Emergency Contacts Directory

Agenda – Severnside Meeting

24 April

OVW - “The Voice” Spring 2013 Edition &

Newsletter

Training Programme – via email

GAVO - Reminder - Gwent Best Kept

Village Competition

Ombudsman Office - Acknowledge of information received

Mazars - Apology in the event of additional

postal costs

Various emails as circulated - Allotments/election/requests for information

Additional Correspondence -

A Thomas - Complaint – article in Windmill Post & Cllr M Smith response

J Pearson - Election – new vacancy

R Stallard - various issues

H Gauler - allotments

M Bradley - Concern over issues relating to RCC handover of

administration to MCC

OVW - Complaint JP against LG

P Egan OVW - Advice

nours

02/2437 Planning Applications/Permission

Chairman had attended a Planning Training meeting provided by MCC on 19 June 2013, copies circulated of the hand-outs and Councillors were requested to read the information.

Planning App No DC/2012/01108

Planning Permission: Retention of Garage Conversion

Location: 9 Woodpecker Close, Rogiet

Recommend - Approval

02/2438 Confirm Date of next Meeting

It was confirmed that the next monthly meeting of the Community Council would take place on Monday 10th June commencing at 6.45pm. Meeting closed at 10.47.p.m.

Signed: ______

Dated: ______

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