MITCHEL TROY UNITED COMMUNITY COUNCIL

Minutesof a Meeting at

DingestowVillage Hall, on Tuesday 10May2016 at 7.30pm

Present:Cllrs:H Bosanquet, C Chamberlain, B Grove, V Long, P Penny,G Phillips(Chair), W Powell, S Wall, P Yeomans

Clerk:A Davison

16072CHAIR FOR 2016/17

Cllr George Phillips was elected unanimously as chair for 2016/17. Cllr Peter Penny was thanked for his service over the previous year.

16073VICE CHAIR FOR 2016/17

Cllr Val Long was elected unanimously as vice chair for 2016/17.

16074APOLOGIES FOR ABSENCE: Cllr A Morgan,Cty Cllr Burrows

16075FRIENDS OF DINGESTOW: No representative present at the meeting

16076DECLARATION OF INTERESTS:None

16077APPOINTMENT OF NEW CLERK

Councillors Penny and Long reported that they had interviewed both candidates for the post, and had chosen to appoint Lynne Parker, who had direct experience of being a council clerk, and was already known to the council through acting as a locum for several months in each of the past two years. Satisfactory references had been received, and she would start in the post from 1st June 2016. The current clerk will work until 31 May. Since Lynne is already familiar with the council and its filing system there was no need for a formal handover period. A contract of employment based on the model provided by SLCC will be drawn up. It was noted that the council will cover the cost of any training that the new clerk undertakes, but that this will take place in her own time.

16078REPRESENTATION ON OTHER BODIES

The following posts were agreed:

CAB representative:no longer needed in the new Monmouthshire County Bureau

One Voice Wales rep:vacant

Mitchel Troy village hall:V Long

Rural Forum:C Chamberlain

Press Officer:V Long

Lead members on planning applications:

Cwmcavan ward:P Penny

Dingestow ward:H Bosanquet

Mitchel Troy ward:V Long

Tregare ward:D B Grove

Wonastow ward:P Yeomans

MCC Planning rep:Local lead member to represent council on contentious issues

16079ASSETS REGISTER

The updated assets register to a total value of £4, 478 was received and noted.

A query was raised over who owns milestones (the community council having painted them around the time of the Millennium). The ownership of Wonastow war memorial was also questioned.

16080RISK ASSESSMENT

The risk assessment was reviewed and judged fit for purpose. It was duly signed by the chair and clerk.

16081INSURANCE

Came & Co had provided three alternative quotations for the council insurance policy, and a further discount if a three-year long-term agreement is entered into. The current long-term agreement expires on 31 May 2016.

Councillors were satisfied that all three quotations would provide adequate cover, as required by the risk assessment. It was resolved to take out a 3 year agreement with Ecclesiastical at £276.49.

Clerk

16082ACCOUNTS, ANNUAL RETURN AND ANNUAL GOVERNANCE STATEMENT FOR 2015/16

The accounts for 2015/16 were received and scrutinised, together with the internal auditor's report.

The comparison between budget and out-turn for the year was noted. All items were at, or within, the budget with one exception - replacement notice boards. This was because it had proved impossible to repair the notice board at Tregare, as allowed for in the budget (see minute 15116); consequently it had been resolved to purchase a replacement board (minute 15152), causing an overspend of £532 on this budget item. £230 of this overspend was vired from the general repairs and maintenance budget and £302 from general reserves.

It was noted from the internal auditor's report that a comparison of budget and expenditure should ideally be carried out more than twice a year, and that the council's Financial Regulations should specify the frequency. It was resolved to review budget and expenditure four times a year. It was further noted that the Financial Regulations and Standing Orders were last reviewed by the council in November 2014, and should be reviewed again as soon as possible. One Voice Wales had however just recalled the latest model Financial Regulations, so a review should wait until a definitive version was issued.

Reserves stand at £7470, less than one year's precept, but adequate for unforeseen circumstances since the council has minimal financial risks.

The council considered in detail the extended Annual Governance Statement and agreed with all the statements - albeit with a commitment to more frequent comparison of budget and expenditure. The chair duly signed the Annual Return. Copies of the various documents required by the external auditor were also certified.

The notice of appointment of date for the exercise of electors' rights was distributed to councillors for display on notice boards.

This minute was read out and approved at the meeting, in order that a copy signed by the chairman could be forwarded to the auditor with the Annual Return.

Clerk

16083COUNCIL MEETINGS 2016/17

The new clerk has a pre-arranged holiday booked for the normal meeting date of the second Tuesday in July. It was resolved that the meeting in July should be held on Tuesday, 26 July. Since there is no meeting in August, this minimises the gap between any two meetings.

Dates and venues will therefore be:

Mitchel Troy: 14 June, 11 October, 10 January, 14 March, 9 May

Dingestow: 13 September, 8 November, 14 February, 11 April

Tregare: 26 July

Village halls will be booked accordingly by the clerk.

Clerk

16084MINUTES OF THE MEETINGon 12 April2016– were approved and signed as a true record

16085MATTERS ARISING FROM THE MINUTES of 12 April

Item 16067: Additional dog waste bin for Dingestow. It was noted that through the MCC scheme "Give Dog Fouling the Red Card" the community council can access one free bin, plus discounts on further bins and supplies. It was agreed that no application for a grant should therefore be made to the Area Committee. This item will be on the agenda for the next meeting.

Clerk

Repairs to notice boards. A member of the public had requested that the discoloured perspex on the board at Jingle St be replaced. This item should be on the next agenda. In the meantime the clerk should alert Steve Jones.

Clerk

16086COUNTY COUNCILLOR'S REPORT: No report

16087PLANNING APPLICATIONS

00395, Mitchel Troy, Newton Brook Cottage, Village Road, rear extension over existing single storey annexe & single storey side extension. Recommend approval
00354, Dingestow, 2 Park View, non-material amendment to 2015/00290 (use of stone cladding instead of render) Acceptable
00266, Wonastow, Talocher School, removal of sports hall & maintenance building to front of site & garage building to rear, erection of new single storey buildings to provide sports hall, classrooms & ancillary facilities. No comment, other than to note that not on mains sewerage, as stated in application.

Clerk

16088PLANNING APPLICATIONS RECEIVED SINCE PREPARATION OF AGENDA: None

16089PLANNING DECISIONS BY MCC

00216, Lydart Farm, upgrade existing access to provide vehicular access & stoned drive to barn conversion. Refused

16090PLANNING DECISIONS RECEIVED SINCE PREPARATION OF AGENDA: None

16091ACCOUNTS FOR PAYMENT

Current bank balance (less uncashed cheques): £7,249.38

The followingcheques were approved and signed:

Chq no / Payee / Amount
300101 / G Boulton, internal audit / £55
300102 / Came & Co, insurance / £276.49

Clerk

16092CORRESPONDENCE

The following correspondence was received and noted:

MCC, H Clatworthy, resources on Wellbeing of Future Generations Act

MCC, Highways, update on reported potholes

MCC, L James, Community and Church halls in community council area

MCC, H Owen, Give Dog Fouling the Red Card

Alderton, N, (research student) FOI information request on funding allocated for Queen's Birthday Celebrations

Aneurin Bevan University Health Board, update on minor injuries units

Came & Co, insurance renewal invitation

Castling, J, request to speak about Friends of Dingestow at council meeting

Colls, H, request that perspex in Jingle St notice board be replaced

Long, V, defibrillator installation

One Voice Wales, update to model Financial Regulations- withdrawn on 9 May

One Voice Wales/SLCC, joint conference, Swansea, 22 June, £69/79 each.

One Voice Wales, invitation to propose (by 1st July) up to 2 motions for debate at AGM, 1st October

One Voice Wales, new development officer for South Wales appointed

One Voice Wales, the Ombudsman's Casebook, issue 24

One Voice Wales, opportunity for Local Consumer Advocate on Consumer Council for Water Wales

Planning Aid Wales, training session, 16 May, Newport

Savage, E, Mitchel Troy Village Hall AGM, 4th May, 8 pm

Squires, H, revised terms and conditions of hire for Mitchel Troy village hall

Welsh Consumer Council for Water, opportunity to be a local consumer advocate

  • It was noted that the new clerk will attend the joint One Voice Wales/SLCC conference on 22 June. The council will cover the cost, as a training event. No councillor wished to attend the conference.

16093HIGHWAYS MATTERS

No new reports

16094URGENT ITEMS AT CHAIR’S DISCRETION

  • Following the meeting of the MCC Planning Committee at which 2015/01303 and 01322 were considered, Cllr Penny reported that he had written to Roger Hoggins, head of the Highways Department. He had queried how MCC Highways logs and records highways complaints, prompted by the absence in their planning comments of any mention by the Highways Department of the numerous issues with safety on Common Road that the community council has raised over many years. As yet he had received no reply.
  • Personnel documents. It was agreed that such documents should be stored by the clerk in a sealed envelope marked "Confidential".
  • Email address. In order to avoid using a personal account, an email address linked to the website should be used. This can then be linked to whatever account the current clerk chooses.

Clerk

16095DATE OF THE NEXT MEETINGconfirmed as Tuesday, 14June2016at 7.30pm at Mitchel TroyVillage Hall

Meeting Closedat21.03

MTUCC meeting 10May 2016Chairman…….………………...... 14/06/161