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SHAFLEET PARISH COUNCIL
MINUTES OF A MEETING OF SHALFLEET PARISH COUNCIL HELD AT THE PARISH OFFICE, NEWBRIDGE ON WEDNESDAY, 8TH OCTOBER 2014 AT 10 AM
Present: Cllrs P Broadhead (Chair), H Hewston, B Baxandall
County Cllr S Hutchinson
There were 3 members of the public present for all the meeting and 4 for part.
The Chairman apologised that there had not been a meeting before now. This was due to circumstances beyond her control, with the Parish Council not having been quorate.
066/14-15 APOLOGIES FOR ABSENCE:None.
067/14-15 DECLARATIONS OF INTERESTS REGARDING AGENDA ITEMS: None.
068/14-15 TO ACCEPT ANY DISPENSATIONS FOR AGENDA ITEMS:None.
069/14-15 TO CONFIRM AND APPROVE THE MINUTES OF THE PREVIOUS MEETINGS:
9TH JULY 2014 – Proposed: Cllr Hewston Seconded: Cllr BaxandallResolved.
6TH AUGUST 2014 – Proposed: Cllr Hewston Seconded: Cllr BaxandallResolved.
13TH AUGUST 2014 – Proposed: Cllr Hewston Seconded: Cllr BaxandallResolved.
The above Minutes having been agreed, were signed by the Chairman as a true record.
070/14-15 POLICE REPORT:
September report noted. Cllr Hutchinson said he had met with Sergeant Lyth recently and learnt there were to be substantial changes in the structure of Police in the West Wight. Sergeant Lyth had been asked to also cover Cowes as well – he will therefore be responsible for 14 staff altogether which will dilute his presence in this area. Noted the number of Inspectors would be reducing from 8 to 4.
Cllr Baxandall commented that the Parish Council could look at Country Watch and how that could help the area.
071/14-15 CLERKS REPORT:
a)Finance: To approve list of payments (circulated to Cllrs): Clerk confirmed the previous Clerk had informed her that half the monies for the Recycling Yard resurfacing was to come from last year’s budget and half from this. The Chairman commented that the area looked good.
It was noted the account from Brighstone Landscaping was for a tree at Withyfields.
Cheques & payments for payment 8th October 2014Chq No. / To / Amount (£)
1635 / HM Revenue / Tax and NI for April, May, June 2014 / 115.40
1636 / IW County Press / Clerk Advert / 105.00
1637 / Mrs S Jennings / July Salary / 761.36
1638 / David Brockwell / Computer Repairs and Updates / 120.00
1639 / Island Copier Co Ltd / Copier Contract / 42.00
1640 / Williams Associates / Surfacing of Recycling Yard / 7296.00
1641 / Sally Woods / Reimburse for Parish Office items / 54.66
1642 / WBS / Stationery / 142.53
1643 / Royal British Legion / Wreath and Donation – amount agrd at meeting / 50.00
1644 / David Brockwell / Computer Updates / 90.00
1645 + 1646 / Cancelled
1647 / Mrs S Jennings / August/Final Salary / 682.90
1648 / Sally Woods / August + September Salary / 978.00
1649 / Sally Woods / Mileage - Election Notices/Agenda/Meeting / 27.00
1650 / Brighstone Landscaping / Cut down fallen Conifer and woodchip / 744.00
1651 / Mark Churcher / Move and Re-fix goal posts/dispose of old sign / 20.00
1652 / Jamies Cramp / 3 Months Grass cutting Churchyard/play area / 606.00
1653 / HM Revenue / Tax and NI for July, Aug and Sept 2014 / 118.59
1654 / Newbridge Com Assoc / Room Hire for July PC Meeting / 30.00
Direct debit / BT / Direct Debit 2.10.14 / 108.12
TOTAL / 12,091.56
Cllr Hewston proposed the accounts be agreed, seconded Cllr Baxandall – resolved.
b)Clerks Report previously circulated to Cllrs and was also available at the meeting.
Recycling Centre – Clerk was pleased to report that after her chasing, work to form a road way with asphalt, (as per quotation received from Williams Associates, dated January 2014 and previously agreed by the Parish Council, at a cost of £6,080 plus VAT), had now been completed. See accounts.
Clerk had reported leaning ‘Recycling’ sign to IWC/Island Roads.
Bouldnor Field Football Posts –Clerk arranged for these to be re-fixed as one had been moved to a different position. Clerk would be grateful if the Cllrs could agree to her arranging for minor works to be undertaken to repair the play equipment and access gates as picked up in the RoSPA safety inspection and weekly inspections.
Elections – These are to be held on 9th October 2014. Checked with SLCC and by-elections have no effect on meeting dates, so the next meeting of the Parish Council still stands at 12th November 2014. Shalfleet School have confirmed this is booked in.
Meetings: Clerk confirmed with SLCC that meetings can be held in the Community Centre at Newbridge (licensed) the rule is that they may not be held in premises which at the time of the meetingmay be used for the supply of alcohol.
Newbridge Meetings – Clerk had been communicating with Mrs Whillier and she wishes to inform the PC of an increase in room rentals –‘Pool room’ from £25 to £30 and the main function room £30 - £35 – can Cllrs please agree to these increases – resolved.
Clerk to arrange a meeting with Parish Cllrs and Trustees to discuss the Lease and Licence for the Parish Office/Computer area and agree who attends. Action: Clerk
Bank Signatories – made this an Agenda item – to agree Clerk become a signatory. Clerk had contacted Lloyds to take off Parish Councillors who had left the Council. Cllrs need to think if they want new Councillors to also become signatories?
Highways –Cllr Hewston had asked Clerk to make an enquiry about the Community Highway Fund. Clerk had spoken to Giles at IWC Highways, who had been very helpful. He explained that no actual application form is required just a list of items that are not on the PFI contract, can be sent to these are then looked at and assessed and if agreed, go on the Network Integrity Register. There are over 700 on this already and it will take 3 – 6 months for an assessment to be made before decided whether items should go on this register. This is an ongoing matter with no deadline dates. (Mr Tony Toynton is another contact for this.)
Annual Audit –Followingcorrespondence from BDO the External Financial Auditor, as mentioned at the last meeting by the Clerk under her report, Clerk contacted them. They explained that the issue they raised was due to the fact that; of the precept received from the IWC, £2,533 of this (£25,316 rest of amount) was the Council Tax Support Grant and therefore it should have been shown in the box 3 ‘Total other Receipts’ rather than being included in the precept figure.
They ask that this be shown separately in future and said it may be a factor if the IWC ever decides to cap Parish and Town Council precepts.
Notice of completed Audit had been advertised on the PC noticeboard and Mr Walter and Mrs McQuirk came to view accounts.
Petty Cash – the Parish Council agreed to look at starting a Petty Cash fund of £100 for postage and miscellaneous items and this go on a future Agenda. Action: Clerk
Planning –Clerk had been informed the application for Bouldnor Mead had been withdrawn. Clerk had noticed, and had been contacted, over the fact the land had been cleared but believed, and had it confirmed, that planning is not required for this.
Bouldnor Viewpoint –The Clerk had contacted Island Roads and thanked them for the work they have undertaken. She had also been in communication from a local resident on this work.
IWALC –Gill, the Secretary kindly brought some up to date booklets to the office. Good to meet her.
VAT – previous Clerk submitted claim for over £1,500.(Clerk to chase).Action: Clerk
Playground signage - Clerk confirmed this would be a future Agenda item.
Meeting dates – these were noted and confirmed as:
12th November 2014 7.15 pm Shalfleet School,
3rd December 2013 10am Shalfleet Hall (NB: earlier in month, as previously agreed by PC).
14th January 2014 10 am at Shalfleet School with Junior Leadership Team children attending.
The Clerk agreed to look at meeting dates for 2015 and to spread them round the Parish as much as possible.
Clerk confirmed she had attended the IWC Contracts and Tenders meeting, as had Cllr Hewston.
072/14-15 CORRESPONDENCE:The correspondence file was circulated. Items requiring comment:
Letter from Mr Russell (also sent to Southern Vectis, IWC and Island Roads) regards the location of the lower request bus stop in Main Road, Newbridge. He stated it is dangerous being in a narrow part of Main Road with no pavement or even an adequate grass verge. Proposed it be relocated on the uphill side of the bridge, opposite the bus stop for the service in the Newport direction.
After discussion the Parish Council agreed to write and ask Southern Vectis to review the position of the bus stop and feedback comments to the PC. Action: Clerk
Letter and information from Mr John Metcalfe, Head of Economy, IWC – regarding possible introduction of Passenger Charges for Cowes Floating Bridge.
Discussion on this matter. Chairman had a fear that if a charge was introduced it could then be increased.
Cllr Hutchinson kindly gave information on the background and said originally this had started due to the need to replace the existing boat, which had been in service the longest of any. Difficulty had been it was constantly out of service due to repairs. He informed the meeting that there was now a grant available for a replacement boat(the IWC had been going to borrow to cover charges,) andthat the Floating Bridge pretty well covers its costs at present.
He had recently spoken to Chief Executive and suggested money be put aside each year to set up a fund, in a separate account (similar to IWC pension fund), to cover cost of a new boat in the future.
It was noted there were no Banks in East Cowes.
After further discussion Cllr Hewston proposed Parish Council be against introducing a charge as it was not helping Islanders who need it, seconded Cllr Baxandall – resolved. Clerk to inform. Action: Clerk
The Big Tree Plant – Details had been received. Chairman said she had initially thought of Bouldnor Field but even a Scots Pine, that she had planted there, had not survived. After discussion it was agreed not to plant any but if anyone had any ideas where trees could go to contact the Clerk.
Notification of Temporary Event Notice for Newbridge Social Club for 18th October 2014 between 1900 and 0100 hrs.
073/14-15 TO AGREE 2 PARISH COUNCIL REPRESENTATIVES ON WELLOW MILLENIUM GREEN TRUST:
Letter dated 2nd June 2014 received from Lydia White outgoing Secretary of the Wellow Millennium Green Trust explaining the Trustees had changed and as two of the Trustees have to be approved by the Parish Council, she was submitting the names for Councillors to agree who they would like as their representatives.
The Clerk confirmed that Mr I Lacey (who had been on the list) had written to the Clerk and explained he had moved to the Mainland and therefore stepping down as a Trustee. Clerk had replied thanking him for being the PC representative and wishing him well.
Mr M Carr (also on the list) – Clerk had spoken to Mr Carr and he was happy to continue.
It was noted that Mrs E Gable from the Old Post House, Wellow (opposite the Green) was the new secretary/treasurer and her husband Mr M Gable was on the list of Trustees. Cllrs agreed they had a vested interest to look after the Green as look out over it.
Also Mrs Jill Cowley hadorganised fund raising events for the Green, lives in the area and gave one of her fields for parking for a recent event. She had seen the Green was in trouble and got to work to help.
Cllr Baxandall proposed Mr Gable from the Old Post Office and Mrs Cowley be the Parish Council representatives, seconded Cllr Hewston – resolved.Clerk will inform. Action: Clerk
074/14-15 TO AGREE FOR CLERK TO SOURCE 3 QUOTATIONS TO REFURBISH PARISH COUNICL SEATS IN THE PARISH – TO RUB DOWN AND COAT WITH SADOLIN:
The Chairman gave permission for Mr Walter to speak.
He said for the Clerk to obtain three quotations takes time – he suggested the Parish Council should agree the maximum amount to be spent and give the Clerk permission to get the work done.
The Clerk explained the position regarding Standing Orders and Best Value and how this covered both herself as well as the Parish Council. She also needed to marry up the Island Roads seat list against the one she had in the office to double check which seats were to be done.
It was resolved that the Clerk obtain quotations from the Parish Council handyman (believed to be Ivor Smith), Mark Churcher (Freshwater PC handyman) and one other – details to be provided by Mr Walter, after confirming with the Chairman and through Best Value (not necessarily the cheapest) arrange for work to be done. Action: Clerk
075/14-15 TO AGREE TO APPOINT VAL GWYNNE AS THE PARISH COUNCIL REPRESENTATIVE ON YARMOUTH COASTAL DEFENCE WORKING GROUP:
Clerk reported that Mrs Sylvia Mence had brought copies of the Yarmouth Coastal Defence Report which will be circulated for Cllrs to comment on at the November PC meeting.
The Chairman reported she had been to the last meeting at which Val Gwynne had also been present. She explained Val lives in Shalfleet, is keen and been to all the meetings on this matter. She had agreed she would report back to the PC (if became PC representative). The Chairman suggested she take over as the PC representative.
Cllr Baxandall proposed Val Gwynne be the PC representative, seconded Cllr Hewston – resolved.
The Chairman had informed Val Gwynne that unless she heard otherwise she is PC representative.
Short discussion held on the proposed Marine Conservation Zones.
076/14-15 TO RATIFY CHAIRMAN’S DECISION TO TAKE THE PREVIOUS THREE CLLRS FROM THE BANK MANDATE AND ADD THE NEW PARISH CLERK, AS SIGNATORIES:
Cllr Baxandall proposed this be agreed, seconded Cllr Hewston – resolved. Action: Clerk
077/14-15 TO AGREE TO BUY WREATH WITH BADGE, FOR CHAIRMAN TO LAY AT SHALFLEET CHURCH REMEMBRANCE SERVICES, AT COST OF £18.50 AND A DONATION TO THE ROYAL BRITISH LEGION – LETTER RECEIVED:
Cllr Hewston proposed £30, to include cost of wreath and donation. Cllr Baxandall proposed £50 , seconded Cllr Hewston – resolved.
078/14-15 TO DISCUSS REQUEST TO GIVE A DONATION TOWARDS THE ISLE OF WIGHT DANCE & DRAMA FESTIVAL:
Cllr Hewston proposed £50, seconded Cllr Baxandall – resolved.
079/14-15 TO DISCUSS PARISH COUNCIL BEING A MEMBER OF CPRE (CAMPAIGN TO PROTECT RURAL ENGLAND) AT COST OF £36 FOR THE YEAR:
Cllr Hewston gave some background information and said she was willing to continue to attend meetings as the PC representative on this group.
Cllr Baxandall proposed the PC do not pay the membership fee, seconded Cllr Broadhead – resolved.
080/14-15 TOWN & COUNTRY PLANNING: UPDATES AND TO AGREE COMMENTS ON APPLICATIONS:
P/01136/14 Horse & Groom, Main Road, Ningwood: Proposal: Installation of three bicycle stands:
The Parish Council had no objections.
P/01137/14New Inn, Main Road, Shalfleet: Proposal: Installation of three bicycle stands:
The Parish Council had no objections.
P/01138/14New Inn, Main Road, Shalfleet: LBC for installation of three bicycle stands:
The Parish Council had no objections.
P/01191/14 Stables Farm, Warlands Lane, Shalfleet: Proposal: Variation of condition no. 3 on P/00353/12 - TCP/30944 to allow retention of ancillary security system:
It was noted that some solar panels had been stolen.
Cllr Hutchinson informed the meeting of the number and size of Solar Farms in the area – the biggest in one area on The Island and supplying half of the IWC’s renewal energy target from the one Ward.
It was noted that the panels do not work at night, were not thought to be visible from the ground, animals can hear the noise but given other sites have been approved there was a likelihood these will go ahead. Question raised of how many more fields would be covered and it was felt they were changing the countryside.
The Parish Council had no objections.
081/14-15 COUNCILLORS REPORTS INCLUDING THE WARD COUNCILLOR:
Cllr Hutchinson: Confirmed the housing development application at Bouldnor Mead had been withdrawn temporarily. Planning want a smaller size development and difference layout for the site.
IWC were having significant problems with resources – Senior Officers were leaving – lost Director of Social Services . They were trying to plug the hole temporarily whilst the Chief Executive tried to restructure and fill gaps in budget. IWC never one of the best in the country – with a population of around 40,000 – not enough. Now working on budgets for 2015/16.
28 million pound saving to be made out of a budget of 350 million. One example – bus passes cost IWC around 4 million a year – these a statutory service which the Government says has to be delivered, so no choice but to provide. This is why IWC were talking to Town and Parish Councils as they are not capped. There would be more Road Shows going out to make people aware of the problems.
One chink of light was the new Asda site, which Planning had agreed.