CHEPSTOW TOWN COUNCIL

Transcription

1 Present: CHEPSTOW TOWN COUNCIL Draft Minutes of the Ordinary Meeting of Chepstow Town Council held in The Gatehouse, High Street, Chepstow on Wednesday 28 th January 2015 at 7.00pm Chairman: Councillors: Apologies: In Attendance: Cllr N Heywood MBE (Town Mayor) Ms H Beach, D Dovey, Mrs S Dovey, P Farley, Mrs Y Havard, P Pavia, Mrs J Robbins, D Rook, G Rowe, A Watts Cllr P Hobson, Cllr P Rutter, Cllr B Smith Ms S Bushell, (Town Clerk), Mrs L Allen (Administrative Officer) Prior to the commencement of the business of the meeting Members were addressed by Police Sargent Jamie Jones of Hedlu Gwent Police and Mr Ian Saunders of Monmouthshire County Council. Police Sargent Jamie Jones briefly outlined the new local policing arrangements. A police report for the period 1 st December 2014 to 27 th January 2015 was tabled for Members information. Mr Ian Saunders advised the meeting that Monmouthshire County Council was undertaking a review of cultural services, including Museum and Tourist Information Services, and were looking at options for delivering services in the future, rather than cutting the services. Mr Saunders gave an undertaking that the Town Council would be consulted as part of the review. Mr Saunders explained that it was anticipated that the review would take twelve to eighteen months to implement. It was recognized that different solutions might be required for Abergavenny, Caldicot and Chepstow. Members recommended that adjacent local authorities serving the Wye Valley and Forest of Dean areas be considered within the review of tourism services as businesses in these areas benefitted from Monmouthshire based tourist information services. With regard to the Museum Service, Mr Saunders advised that Chepstow would not lose its Curator. He explained that if the Museum were to lose its Curator it would also lose its accreditation, which would have serious implications. Mr Saunders also advised that Monmouthshire Council Council had no funding for exhibitions at Chepstow Museum and thus without Town Council support future exhibitions would not be possible DECLARATIONS OF INTEREST IN ITEMS ON THE AGENDA Councillor N Heywood MBE declared an interest under the Code of Conduct in Items 139 (e) Proposed Exhibitions at Chepstow Museum and, 139 (f) Community Grant Funding Requests, in respect of the grant funding application from Chepstow Arts and Community Festival. Cllr Heywood vacated the chair and took no part in the discussion or voting on these items. 57

2 123. MAYORAL ANNOUNCEMENTS The Town Mayor reported attendance at the following events:- Thursday 4 th December St David s Foundation Light Up A Life Service Monday 8 th December Meeting with new Police Inspector for Chepstow Monday 22 nd December Duke of Edinburgh Awards presentation evening Friday 16 th January Wye Valley & Forest of Dean Tourism Event Wednesday 21 st January 1 Rifles Bugle Breakfast Monday 26 th January - Kumon Presentation evening The Deputy Town Mayor had attended:- Sunday 14 th December Chepstow Choral Society Christmas Concert 124. MINUTES The minutes of the ordinary meeting of Council held on 26 th November 2014 were confirmed and signed as a true record MATTERS ARISING Item 118. Correspondence. The Clerk advised that she had heard further from Dr Glyn Jones regarding the proposed parade and fair on 23 rd May Dr Jones had advised that the event would now take the form of a fair in the grounds of Chepstow Castle. Dr Jones had also asked that Members be advised of the fundraising event for the Royal Welsh Show which was to take place at Chepstow Racecourse on 6 th April COMMITTEES (a) Town Amenities Committee The minutes of the Town Amenities Committee meeting held on 12 th November To receive the minutes of the Town Amenities Committee meeting held on 12 th November Planning and Administration Committee The minutes of the Planning and Administration Committee meeting held on 26 th November 2014, 10 th December and 14 th January To receive the minutes of the Planning and Administration Committee meeting held on 26 th November 2014, 10 th December and 14 th January Personnel Committee The minutes of the Personnel Committee meeting held on 10 th December To receive the minutes of the Personnel Committee meeting held on 10 th December MONMOUTHSHIRE COUNTY COUNCIL REQUEST FOR THE ELECTORAL REGISTER The meeting noted receipt of the appropriate forms for Members to request copies of the Electoral Register in respect of their ward. 58

3 128. MONMOUTHSHIRE COUNTY COUNCIL DRAFT LICENSING POLICY CONSULTATION/MANDATORY CHANGES TO LICENCE CONDITIONS The meeting noted that Monmouthshire County was undertaking consultation on its Draft Licensing Policy/Mandatory Changes to Licence Conditions and considered how the Town Council should respond. To delegate authority to the Clerk, in consultation with the Chair of the Consultative Committee, to respond to Monmouthshire County Council s consultation on Draft Licensing Policy/Mandatory Changes to Licence Conditions for which a response was required by 27 th March MONMOUTHSHIRE COUNTY COUNCIL - GIVE DOG FOULING THE RED CARD. The meeting considered proposals for Monmouthshire County Council s Give Dog Fouling the Red Card campaign. Members noted that the Town Council had been pro active in seeking to address the problems of dog fouling and had provided some 26 special waste collection bins plus publicity posters and notices advising of the dangers of the Toxocara Canis Roundworm. Concerns were expressed with regard to the proposed Yellow Card role of the Town Council. It was suggested that front line staff might be put at risk by being required to provide the much needed local peer pressure element by writing to dog owners to advise that concerns had been raised and reminding them of their responsibilities to pick up, where residents reported offences but declined to provide witness statements. Not to participate in Monmouthshire County Council s Give Dog Fouling the Red Card campaign in view of concerns raised with regard to the proposed role of the Town Council and potential risk to front line staff GOVERNING BODY ST MARY S ROMAN CATHOLIC PRIMARY SCHOOL The meeting noted that there was a vacancy for a Town Council representative on the Governing Body of St Mary s Roman Catholic Primary School and considered nominations. To nominate Cllr P Pavia as the Town Council representative on the Governing Body of St Mary s Roman Catholic Primary School POLICING MATTERS (a) Management of Policing in Chepstow The meeting noted the Clerk s letter to the Police and Crime Commissioner for Gwent regarding the management of policing in Chepstow and considered the Commissioner s response, the response of the Chief Constable and, the response of the Chief Inspector which was tabled at the meeting. Members were disappointed to learn that there had been a further change in staffing at Chepstow Police Station and noted that Inspector David Morgan had now been replaced by Inspector Lysha Thompson. Meeting with Police Inspector for South Monmouthshire, David Morgan. Members noted the Police Inspector s summary of the meeting held with community and town council representatives on 8 th December

4 Funding for Police Community Support Officers The meeting noted that the Town Council s contract to fund two Police Community Support Officers for Chepstow had been for three years with effect from 1 st April 2011 and thus had expired on 31 st March Members were advised that there was a budgetary provision of 22,524 in the current year 2014/2015 and next financial year 2015/2016 of 22,524 for which there was therefore no commitment NATIONAL DIVING & ACTIVITY CENTRE LTD TAKE THE PLUNGE 29 th TO 31 st AUGUST 2015 PROPOSAL Members noted the outline proposal from the National Diving and Activity Centre in respect of the August Bank Holiday, 29 th to 31 st August The Clerk advised that a meeting had been held earlier in the day with Gwent Police and Monmouthshire County Council Highways Officers at which it had been anticipated that a representative from the National Diving and Activity Centre Ltd would also attend in order to provide full details of the proposed event including a risk assessment and traffic management plans, however, the representative had, at late notice, been unable to attend the meeting. Members welcomed the proposed event and noted that it might be an excellent attraction, bringing many visitors into the town. However, concerns were raised with regard to security, safety traffic management and costs and it was noted that further and more detailed information addressing these issues was required. The Clerk to request detailed information addressing the issues of security, safety, traffic management, and costs, prior to Council determining whether to support the National Diving and Activity Centre s proposed Take the Plunge event THOMAS STREET The Clerk advised that the works to 11 Thomas Street were now progressing and that the problems of damp in the store room appeared to have been resolved. The main contractor anticipated handover of the premises by the end of January. Installation of the CCTV camera by the Town Council s security contractors was in hand. The meeting room area appeared somewhat smaller that initially envisaged, but would nevertheless be a valuable informal meeting space for small groups once furnished and equipped CHEPSTOW WHAT S ON GUIDE The meeting considered the Clerk s Report recommending that the Town Council take over responsibility for editing the Chepstow What s On Guide with effect from 1 st April The Town Council to take over responsibility for editing the Chepstow What s On Guide with effect from 1 st April SOCIETY OF LOCAL COUNCIL CLERKS AND ONE VOICE WALES JOINT CONFERENCE The meeting noted hat the third annual joint Society of Local Council Clerks and One 60

5 Voice Wales Joint Conference would take place in Llandrindod Wells on 14 th May Members considered delegates attendance at a cost of 69 per delegate. The Clerk and the two Administrative Officers to attend the third annual joint Society of Local Council Clerks and One Voice Wales Joint Conference in Llandrindod Wells on 14 th May The Council s Administrative office to be closed for the day. (Local Government Act 1972 s111) 136. ANNUAL REMEMBRANCE DAY PARADE AND SERVICE The meeting noted the concerns raised by a member of the public in respect of the 2014 Remembrance Day Parade and Service, and considered arrangements for the forthcoming year. Members observed that the general public expected to observe the two minutes silence at 11.00am on Remembrance Day at the War Memorial, in line with the tradition observed at the Cenotaph in Whitehall and throughout much of the UK and Commonwealth. There was a strong feeling that the practice in Chepstow wereby the silence was observed in St Mary s Priory Church at 11.00am was not acceptable and that the Town Council should address the issue. It was noted that a previous meeting held with the Royal British Legion Chepstow Branch and Reverend Chris Blanchard had failed to secure a change in the timing and location of the Act of Remembrance and thus the compromise of broadcasting the proceedings in the Church at the War Memorial had been introduced in The broadcasting arrangement had been frustrated in 2014 as a as a consequence of shortcomings in the arrangements made by the sound engineers engaged. The Clerk to arrange a further meeting with representatives from the Royal British Legion Chepstow Branch, Reverend Chris Blanchard and Town Councillors with a view to changing the timing and location of the Act of Remembrance for th ANNIVERSARY OF ANZAC DAY SATURDAY 25 th APRIL The meeting noted it had been proposed to mark the 100 th Anniversary of Anzac Day on 25 th April 2015 with a parade, Civic Reception, and potentially an appropriate musical event. Arrangements for the event had been commenced NEWPORT ROAD/HARDWICK HILLL The meeting considered correspondence received from a local resident requesting the Town Council s support in resolving noise issues and concerns with regard to the structural integrity of their property owing to the conditions on Newport Road. Members noted that the local resident was in contact with the appropriate officers at the Welsh Government and Monmouthshire County Council FINANCE (a) Council Tax Base Members were advised that the Council Tax Base notified for Chepstow would be 5,367.76, an increase of on the Council Tax Base of 5, for 2014/

6 The effect of the Council Tax Base on the Budget of 389,500 agreed by Council on 26 th November 2014 would be a charge of per Band D property. Bank Reconciliation The reconciliation of the Council s Bank Accounts at 30 th November and 31 st December 2014 was confirmed. Accounts Adoption was agreed for the monthly accounts for November and December November December Total Payments 34, , Total Receipts 1, , (d) Income and Expenditure Accounts The meeting received the Income and Expenditure Accounts for the months of November and December Cllr D Rooke, Deputy Town Mayor, took the Chair (e) Proposed Exhibitions at Chepstow Museum The meeting considered financial support for the following proposed exhibitions at Chepstow Museum which were at the planning stage:- (i) Gallipoli and the 2 nd Battle of Ypres (including the very significant Battle at Frezenburg Ridge on 8 th May 1915 at which the Monmouthshire Regiment sustained enormous losses, including 7 of those named on Chepstow s War Memorial) :and, (ii) Exhibition of the drawings and paintings by the late Linda and Mercedes Waters and publication of commemorative programme. The meeting was advised that a match funding contribution of between 4,000 to 5,000 per exhibition and commemorative catalogue was sought. The Deputy Town Mayor expressed concern that the Council had not supported any projects to commemorate WWI, Gallipoli and the 2 nd Battle of Ypres including very significant the Battle at Frezenburg Ridge. Not to provide funding for the proposed exhibitions at Chepstow Museum which were at the planning stage:- (i) Gallipoli and the 2 nd Battle of Ypres (including the Battle at Frezenburg Ridge on 8 th May 1915) :and, (ii) Exhibition of the drawings and paintings by the late Linda and Mercedes Waters and publication of commemorative programme. (f) Community Grant Funding Requests The meeting considered the Clerk s report in respect of community grant funding requests received from Chepstow Arts and Community Festival and the Severn Area Rescue Association (SARA) 62

7 (i) Not to provide a funding contribution to SARA in respect of the installation of solar panels on Beachley (Chepstow) Lifeboat and Rescue Station on the grounds that the premises did not fall within the local government administrative boundary of Chepstow, but to welcome future funding applications in respect of life saving services. (ii) To refer the community grant funding request in respect of Chepstow Arts and Community Festival to the next meeting of the Financial Policy and Audit Committee, together with a copy of the organisation s completed grant application form. The Town Mayor, Cllr N Heywood MBE, resumed the Chair REPORTS OF REPRESENTATIVES ON OUTSIDE BODIES The meeting received and noted the following:- (a) (d) One Voice Wales Monmouthshire/Newport Area Committee Minutes of the One Voice Wales Monmouthshire/Newport Area Committee meeting held on 27 th November One Voice Wales Larger Local Council Committee Minutes of the One Voice Wales Larger Local Council Committee held on 15 th October Chepstow Marketing Committee Minutes of Chepstow Marketing Committee meeting held on 13 th November and 16 th December Chepstow Senior Citizens Welfare Trust The meeting was advised that at the recent meeting of the Trust Cllr D Dovey had been appointed Vice Chairman and that following enquires with the County Council, a copy of the current premise lease had been obtained. Cllr G Rowe left the meeting 141. MATTERS FOR INFORMATION The following items were reported for Members information:- (a) A48 Speed Reduction Request Ministerial Update Ministerial update in respect of the petition for a reduction in the speed limit on the A48 Bridge to 30mile per hour presented to the Welsh Government on 24 th April 2013 which had been circulated with the agenda. Cllr Mrs Y Havard left the meeting. Cllr A Watts left the meeting Devolution of Tax Raising Powers A public meeting had been arranged for at 7.00pm on Thursday, 12 th February 2015 in the Drill Hall, Chepstow at which Nick Ramsey AM would address the Town Council and members of the public in respect of the devolution of tax raising powers. 63

8 Monmouthshire County Council Section 14 Road Traffic Regulation Act. Upper Church Street, Chepstow Temporary Traffic Order Request for a temporary road closure for Upper Church Street, Chepstow to facilitate essential highway resurfacing with effect from Monday 16th February for a period of 6 weeks. (d) Fairtrade Fortnight 23 rd February to 8 th March 2015 There would be a Fairtrade reception at 6.30pm in the Council Chamber on Wednesday, 25 th February 2015, prior to the next ordinary meeting of Council. There would also be a Fairtrade Tea Party from 2.30pm to 4.00pm at Chepstow Methodist Church on Thursday 26 th February 2015 for which a charge of 2.00 per head would be made. (e) The Wye Litter Pick 2015 Correspondence outlining proposals for litter picking the Wye which sought voluntary community support. (f) (g) 2016 National Eisteddfod Details of community meetings to outline the community project and roles for volunteers. Home-Start Monmouthshire Invitation to Home-Start Monmouthshire Friends Group launch on 11 th February at Bridges Community Centre, Monmouth and Friends Group application form. (h) WW1 Themed Dance 25 th April 2015 Notification that Chepstow Conservative Club proposed to hold a WW1 themed dance with appropriate music and period dress to commemorate the 100 th anniversary of Anzac Day on 25 th April 2015 and invitation to Members to become involved in the event MATTERS RELATING TO THE PUBLIC AND URGENT INFORMATION EXCHANGE (a) The meeting was advised that there were problems with fly tipping along the Wales Coastal Path. Members were reminded that the film What we did on holiday would be shown at Bulwark Community Centre on Saturday 31 st January. The Clerk advised that there would be a Royal British Legion Pop In session at the Gatehouse on Friday 13 th February and if successful similar sessions would be held on the second Friday of each month thereafter. (d) The Clerk reminded Members that unless she received written confirmation to the contrary there was a statutory duty that each Member be paid the 100 members allowance for the year ending 31 st March The Clerk advised that the payments would be made during the first week March. (e) The Clerk advised that as a consequence of scheduled staff training events and her own personal commitments it would be necessary to close the office for the morning of Thursday 5 th February. An appropriate telephone answer machine message would be left and signs displayed. 64

9 143. CORRESPONDENCE Members received and considered correspondence set out in the schedule circulated with the agenda. With the consent of the Chairman the Clerk reported the following late item of correspondence. Proposal from local pianist and teacher to hold fund raising concerts to contribute towards the cost of a piano for community use and requesting the support of the Town Council for the initiative. Members indicated that they were happy to support the fundraising initiative ITEMS FOR NEXT MEETING Presentation in respect of Charitable Trusts and the responsibilities of Charitable Trustees DATE OF NEXT MEETING The next ordinary meeting of Chepstow Town Council will take place on Wednesday 28 5h February 2015 at 7.00pm in the Council Chamber, The Gatehouse, High Street, Chepstow. CLOSE: This completed the business of the meeting at 10.20pm Signed: CHAIRMAN Date. 65