Prior to the meeting members met with Kim Sparrey, John Walsh, Peter Heale, and Derek Picken from the Citizens Panel.

Transcription

1 ROGERSTONE COMMUNITY COUNCIL MINUTES OF THE MEETING OF THE COUNCIL HELD AT: TYDU COMMUNITY HALL, WELFARE GROUNDS, ROGERSTONE, NEWPORT, ON WEDNESDAY THE 7 TH JUNE 2018 Members present: - Chairperson: Councillor S. Mlewa Councillors: S. Bowen, Y. Forsey, C. Larcombe, M. Hoidn, S. Jones, Mrs A. Bailey, Mrs V. Dudley, N. Ireland, C. Evans, A Collingbourne. Apologies were received from: - Councillors: K. Hopkins, L. Hearn, Mrs J. Toleman Citizens Panel Prior to the meeting members met with Kim Sparrey, John Walsh, Peter Heale, and Derek Picken from the Citizens Panel. The following was discussed:- Kim Sparrey being re-elected as Chairperson of the Citizens Panel at their last meeting. The remit of the Panel. Projects that have been completed and projects that are ongoing. The lack of project suggestions over the past year or so, and the advert that is going in the Rogerstone Directory. The reason and rationale for forwarding projects to the Council and the reasons some projects are rejected and not forwarded to the Council. Youth Committee proposals for projects. (It was agreed these should be forwarded to the Panel in the usual way). Community support from the Panel in the form of an interest free loan. The age range of persons suggesting project proposals. The toilet block refurbishment and new disabled/baby changing facility. The work undertaken by the Panel, which the Council praised. The legacy left by the Community Council and Citizens Panel when the committee eventually winds down. Projects that were approved by the Panel to be forwarded to the Council at the last meeting. The following projects were endorsed by the Council:- Seating at High Cross Open Space and litter bins (to be emptied by the Councils staff). 40ftx12ft storage container for Welfare Grounds to accommodate storage for events etc. Trailer for the Councils van to enable larger equipment to be transported within the community for one off projects, for example, community clean ups, equipment loans etc. Scarifier to improve the facilities at the Welfare Grounds for local cricket and football teams. The Council thanked the Panel for attending and congratulated them on the work they have undertaken so far. 1

2 1. DECLARATIONS OF INTEREST There were no declarations of interest. 2. PUBLIC QUESTIONS & ANSWERS The following questions were submitted from a resident:- 1) When is your next meeting that residents of Cefn Road can attend to ask the questions below? This meeting, as at least 7 days notice is required. 2) When are the potholes in the car park surface going to be repaired? Following an inspection, Newport City Council has advised that the potholes are below the criteria they would repair, however, members agreed to get these repaired at a cost of ) When is the pea gravel going to be swept up on the car parks surface that is causing vehicles to skid? Although this isn t considered a major issue, the cause will be mitigated when Newport City Council repair the potholes 4) When is the grass going to be cut in the horses field? It is not going to be regularly cut, it is not a horse field it is a meadow. 5) When is the rubbish going to be collected out of the woods between the allotments and the horses field? The rubbish referred to was not seen during an inspection, therefore the resident will show the Head Groundsman where it is. 6) When are the dog poo bags going to be collected out of the horses field. Following a recent inspection, no dog excrement bags were found, however, the Head Groundsman will visit the resident to discuss this further. 7) When is the large amount of silt going to be cleared away from the car park kerb edges? In some places the silt has completely enveloped the kerb and grass is now growing over. This work has been undertaken, however a further visit is necessary because a vehicle was obstructing the area. 8) When is there going to be a litter picking regime for rubbish dumped mainly by allotment owners? The Council staff will not be undertaking a regular litter picking regime, the Head Groundsman has visited the site recently and picked up the small amount of litter in the vicinity; staff collect litter on an ad hoc basis when complaints are received. Members agreed to consider writing to allotment tenants and possibly householders. 9) When is the Japanese Knotweed going to be treated currently growing out of the footpath to the allotments less that a metre away from residents rear gardens? The Council has in place a knotweed eradication programme; however it was acknowledged there is a problem in the area and the Head Groundsman will ensure the most effective treatment is being used. 2

3 10) When is the existing footpath between the car park the allotments going to receive treatment from erosion as foundations from existing rear garden walls are being undermined. 50mm has eroded away in this last year alone. The Clerk advised that following inspection, he does not agree that 50mm has eroded in a year therefore no remedial works are planned. 11) When is the fence to the horses field going to be repaired? - there are nails sticking out plus planks can be used to break into cars etc. The fence has been repaired. 12) When is the tree so brutally hacked last year going to be given some tender loving care. Many of the branches look unsafe to stand under. Tree is directly to the rear of no. 53 Cefn Road. The Head Groundsman will ask Newport City Council s arborioculturist to look at the tree to assess its stability. 3. MINUTES The following minutes were approved: - Council Meeting 2 nd May 2018 (AGM) 4. MATTERS ARISING FROM THE MINUTES 4.1 Telephone Boxes Following discussion, members agreed to purchase a small notice board for the telephone box at Greenfield Road, for the pupils of Jubilee Park School. 4.2 Councillor C. Larcombe Disability Forum The Clerk will discuss hand rails and dropped kerbs with Councillor Larcombe after the meeting. 4.3 Bowls Club The lease has still not been signed. 4.4 Attendance At the request of a member it was agreed that the attendance sheet will be added as an appendix to the May minutes. (Members all had a copy at the last meeting). 4.5 War Memorial The Clerk advised that there is an issue with the progress of the war memorial project due to the the Diocese not yet approving the project. It was agreed that this was disappointing news, as this project has been ongoing for over two years, with the involvement of the church, therefore it has come as a surprise at this late stage that permission may be an issue. 3

4 4.6 RAFC Request for Dugouts The Clerk was pleased to report that the cost of then hardstanding for the temporary dugouts has been reduced following a tender process. 4.7 Advert Rogerstone Directory Members approved the Citizens Panel advert subject to changing Residents Panel to Citizens Panel Gwent Best Kept Village The Clerk confirmed that the population number in Rogerstone excludes the Council from entering the competition. 4.9 Rogerstone Welfare Cricket Club Following a request at the last meeting from the Cricket Club for the Council to pay 10 a week for staff to use the pavilion for breaks, members had agreed:- This was too high based on the number of staff using it (1 full time member of staff, and 3, 15 hour a week members of staff for a few months in the summer the wardens use the facilities in the hut) 5 a week should be offered. The Clerk reported on a further letter from Derek Picken (Chairman) and advised that the Club requested an even higher amount than 10 a week, which they based on the Councils hall hire fees. Members discussed this at length and agreed that they are not prepared to pay this and instructed the Clerk to advise the Club accordingly Tregwilym Road Car Park The Jubilee Park Residents Committee have advised that they discussed the disabled parking spaces and subject to sensible costs for advertising them as such the attendees had no objection. 5. POLICE REPORT Members were in receipt of the police report for April and May. 6. CLERKS REPORT Members noted the Clerks report. 7. CORRESPONDENCE There was no other correspondence other than that on the Clerks Report. 4

5 8. ACCOUNTS UTILITY WAREHOUSE Gas & electricity Tydu Hall and other buildings Gas & electricity Tydu Hall and other buildings SCREWFIX Grounds tools & supplies CHEMICAL CORP Diesel MARTYNS GARDENING SERVICES Strimming & mowing April JP Strimming & mowing May JP OCD Cleaning March NATHAN EVANS Payroll D P MOWERS Machinery service C. A. TREES Tree work Lyndon Way & Reservoir Close TALKTALK Broadband & telephone FUEL GENIE Fuel TESCO Toilet rolls (wardens) T CARTER Toilet rolls, cleaning supplies (wardens & garage) PAY PAL X2 CONNECT 2 telephone signs ADOBE Annual subscription export software PAYPAL Flashing beacon for truck NISBETS Bin bags & wiper rolls garage and wardens

6 BHIB Insurance Annual council policy buildings, contents, public liability etc PLANNING Members of the Planning Committee were in receipt of planning applications from Newport City Council. 10. OTHER MATTERS 10.1 Exclude the Press & Public The press and public were excluded from item 10.2 due to commercial sensitivity Ground Maintenance Tender Press and public excluded Disabled WC Facilities and Toilet Block Refurbishment The Clerk updated members on the progress of the above and advised the start date will be 18 th June 2018; the work will take ten weeks or more. There will be a need to make interim payments to the company Statement of Accounts/Annual Return Members were provided with the statement of accounts 2017/18 prior to the meeting (prepared by Nathan Evans Limited); (appendix 1). The Clerk went through the figures page by page and answered all queries raised; following consideration the accounts were unanimously approved Members discussed the Annual Return and unanimously approved the accounting statement, part 1 & 2 of the annual governance statement, variances and bank reconciliation; the Chairperson and Clerk signed the document. Members approved reappointing Lyn Llewellyn as Internal Auditor City Council feedback forum. (Ward Members) There were no issues raised. 11. URGENT MATTERS Members discussed:- Taking a stall on the 7 th July at High Cross School, cost 15; which members approved 12. MEETINGS The next meeting of Council was agreed as follows: - Council Meeting 4 th July 2018 at 7PM 6