WESTBURY-ON-SEVERN PARISH COUNCIL

WESTBURY-ON-SEVERN PARISH COUNCIL Minutes of the meeting held on Monday 17 December 2012 in Westbury Parish Hall. PRESENT: Councillors - P Brooke P Ensor M Green C Evers Chairman D Landon S Phelps Vice Chairman N Stephens (partial attendance) M Townsend Mrs F Wallbank Clerk County Councillor McMillan (partial attendance) District Councillor Edwards (partial attendance) Members of the Public: 3 (partial attendance) 1 APOLOGIES: Councillor Radley. Councillor Stephens would be late. 2 MINUTES OF MEETING: Minutes of the meeting held on Monday, 17 November 2012 were agreed and signed after a few amendments were made. 3 DECLARATION OF INTEREST: None 4 SIMON CULLEN, EA Review of the Severn Estuary Strategy: The Clerk confirmed that Simon s Draft paper on the probability of flooding/remaining life of defences had been circulated to Councillors prior to the meeting. Simon confirmed that there had been no real changes to what was proposed last year in the Review of the Severn Estuary Strategy. The EA proposed to maintain the length of the flood defences as they are currently. The EA s proposals are based on the tidal flood risk not the fluvial risks. Re Westbury Court Gardens he understands that the National Trust is currently buying some additional land to prepare for higher sea levels. The rising sea levels will have an impact on where the water goes and this will be across land. The EA propose to manage the defence wall but probably won t need much management for the next 100 years. Councillors raised the following points: Whilst the review is about tidal flows the Parish Council are concerned about the impact of further development in Mitcheldean and Longhope as this will make the flooding situation in Westbury much worse. Simon Cullen said that if the Parish Council is concerned they need to raise this with the FODDC and the EA. Strand Lane, Rodley always floods with river water which makes the road impassable and whilst properties do not flood they are cut off. Simon Cullen said that anything done to prevent this from happening would need to benefit a number of homes that have been flooded. Erosion of the bank at The Dinney a lot more work appears to be being done to the defences on the other side of the river. Simon said that this was not the case as building up one side would jeopardise the other. Will the Severn Barrage ever be built? If so the strategy will have to be completely revised. Simon said that this had been talked for many years now and nothing had progressed. Diana Edwards said that there was going to be alteration to funding for flood risk management and a consultation document would be published late January for formal online consultation. The Chairman thanked Simon Cullen for attending the meeting. 5 PUBLIC COMMENT: None 6 PLANNING MATTERS a) Applications: 1

P1659/12/LD1 Cider House, Stable Cottage, Old Dairy Pond View, Marwents Farm, Grange Court Road, Adsett: Application under Section 191 for a Lawful Development Certificate for an existing use of the four barns as residential dwellings. Decision by 19.12.12 Comments to the Forest of Dean District Council: The Parish Council supports this application P1676/12/TCA Westbury Court Gardens, WOS: Removal of one stem closest to wall with 2 Court Gardens, from a multi-stemmed Maple. The Parish Council supports this application. P1473/12/FUL Madden Cottage, Upper Rodley Road, Bollow: Revised plans noted. b) Decisions & Appeals: Decisions: P1160/12/FUL The Lodge, Stantway Lane, WOS: Change of use of land from agriculture to equestrian and erection of a manege Granted P1290/12/FUL Hopedene, Rock and Fountain Lane, Chaxhill: Alterations and extension to dwelling including the erection of a single storey extension for a disabled person, replacement porch and car port Granted P1293/12/FUL Land Adjacent to Walmore Hill Cottage Walmore Hill Minsterworth: Conversion of existing redundant agricultural building to create a holiday let Granted P1210/12/FUL Briardene, Wintles Hill, WOS: Erection of a triple detached garage with hobbies room/home office over Home use). Use of existing vehicular - Granted Appeal Decision: None c) Site Inspections: None Appeal: Severn & Wye Valley Smokery: The Clerk confirmed that the Chairman has been invited to attend the site visit scheduled to take place on Monday, 14 January at 2pm. Any Other Planning Matters: CCTV at The Smokery: The Clerk reported that she had received an enquiry about the CCTV that is erected on a pole at The Smokery as it appears to be travelling through a circumference of 360 degrees and looking into a neighbour s kitchen. Clerk spoken with Nick Bainton at FODDC and the CCTV is subject to one of the appeals that will be heard in January. The Cottage, Hartlands Hill, Minsterworth -Garage It would appear that the pitch of the roof is at a 45 degree instead of what is shown on the plans which is 22.5 degrees also there is a full height window and a door with a handle on currently leading to nowhere instead of one small window over the garage doors. Councillors agreed that this should be brought to the attention of the Enforcement Department at the FODDC. 7 FINANCIAL MATTERS: a) Internal Audit Councillor Townsend agreed to carry out the internal audit. b) Accounts for payment and receipts The Councillors agreed the following payments: Mrs F J Wallbank: Salary 1-31 December 2012 646.17 Less NIC 1.46 644.71 Cheque No: 001494 Inland Revenue NI for PC 3.06 NI for FJW 1.46 4.52 Cheque No: 001495 Westbury-on-Severn Parish Hall hire of Hall for meetings during 2012 214.60 Cheque No: 001496 Lydcare donation towards use of their services 100.00 Cheque No: 001497 Accounts for Payment 963.83 Receipts 2

Mike Matthews rental of field 150.00 Total Receipts 150.00 Councillor Townsend asked why the PC paid Lydcare 100. Councillor Landon explained that it was a community based transport service scheme and Lydcare managed the telephone calls and enquiries. She said she would get some up to date figures on how often people are using this service. Councillor Stephens and County Councillor McMillan entered c) Renewal of Lease at School: The Clerk reported that she had sent a draft lease and was awaiting for their comments/reply reminder had been sent. d) Interim Audit Report for half year ending 30 September: The Clerk confirmed that Mr Gardner had carried out this half yearly check and his report with the Clerk s comments to questions raised had been circulated to all Councillors. The Councillors confirmed that they were happy with the Clerk s response to the questions raised and agreed to note the contents of Mr Gardner s report. d) Budget for 2013/14 plus seven month review: The Chairman brought forward agenda item 9(g) as this needed to be discussed in connection with the Budget for 2013/14. He and Councillor Radley had met with Henry Gardner to discuss the way forward in relation to the grass cutting contract and the extra grass in the Burial Ground and Closed Churchyard that required cutting. It transpired that Mr Gardner was not able to complete the ninth and tenth cut so grass cutting for 2012 is 900 or so underspent. For the additional grass to be quoted he had initially quoted 150 per cut but the Chairman and Councillor Radley had explained that this was not possible and asked him to look at his quotation again. His revised quote was 80 per cut. Mr Gardner had also been asked to quote for cutting the grass in Colchester Close and his quotation was 22.50 for the noncollection of the grass or 32.50 for collecting the grass. It was agreed that the Parish Council continues with the grass cutting contract with Countryside Maintenance and accepts Mr Gardener s quotations of 80 per cut for the extra grass and 32.50 per cut for Colchester Close. The Clerk circulated a spread sheet on burial fees of neighbouring parishes. Councillors all agreed that the PC needed to revise the figures and a discussion took place. As no headway was being made it was agreed that the Clerk should liaise with the Chairman regarding revised figures and present at the next PC meeting. Before departing District Councillor Edwards reported that there was a Community Safety Partnership meeting the next day and a grove of Redwood trees will be planted in the Forest of Dean to commemorate the Queen s Diamond Jubilee in the district. The FODDC is working with the Forestry Commission to celebrate the landmark anniversary with the tree planting which will take place in the autumn. The Redwoods will be planted in a grove which can be seen from the main road at Beechenhurst and is opposite Cannop Ponds. 8 GAPTC/NALC MATTERS: The Chairman reported that the main topic was the impact of Localism and budgetary arrangements and the knock on effect to Parish/Town Councils. Also a new training schedule for 2013 had been released and he asked the Clerk to circulate this to all Councillors. 9 MATTERS ARISING: a) Play Area: The following items were reported: The paint was peeling off the yellow frame of the multi-play equipment. Councillor Green said that he had some paint and would look at what needed painting. The leaves needed clearing off the grass - Councillors to do this when carrying out their weekly inspections. Sign that was blocking the hole in the hedge had been flung into the play area. Councillor Townsend to raise this matter again at the next Parish Hall Committee Meeting. Some Councillors had great difficulty in emptying the bin as the key does not seem to work. It was agreed that a new bin should be purchased. b) Highway Matters: 3

Jordans Hill Bridge/Railway: Email received from Brian Watkins stating that he was having a meeting with Network Rail regarding a different issue but would raise this issue with them at the meeting. Clerk to seek an update. Drainage Problems Northwood Green: Glos Highways have carried out work but has moved the ponding problem to the corner now. Ponding A48: Brian Watkins reported that extensive checks on the drainage along the A48 including the section past Chaxhill garage have been carried and he is hopeful that they have now resolved the problems. A48 by Poppyfields and Broadway Lane: This has been patched again but is sinking again. Clerk to raise with Brian Watkins. Grit Bin Westbury Court Gardens: This has still not been filled with grit. The Clerk said that Mr Sterry had grit and would be able to organise this. Councillor Townsend said he would speak with Mr Sterry. Signpost: Clerk reported this to Glos Highways. Pothole Church Lane: Brian Watkins reported that the Lane has been inspected and repaired as necessary. However the general condition is very poor and he has put it forward for resurfacing. Potholes: On the road from St John s Point to Birdwood by Mrs Smart s property. Flooding: Bad flooding outside Cleeve Farm hedge cuttings have ended up in the ditch outside the property. The Chairman said that it is down to the riparian owner to keep the ditch cleared. Bad flooding on the road to Mitcheldean water has been there for a long time now. Understand Glos Highways have the matter in hand. Members 10k Allocation for Highway Matters: The question of match funding was raised and the Clerk highlighted an email received from Brian Watkins. Match funding is taken from the capital budget and cannot therefore be spend on revenue works such as routine maintenance of verges, weed control, etc. The 10K allocation can be used for all types of works, revenue or capital or the Parish Council can purchase additional routine maintenance services directly under the community offer. Councillors did not have any idea on what to spend the Parishes allocation of 1,111 for 2012 and decided to roll it over to next year which would then given the Parish 2,222 c) Closed Churchyard/Burial Ground: The Clerk reported that she had received an enquiry from a local resident about renting the shed at the Burial Ground. He is happy to rent all or part of it and would be happy to maintain the shed. The Councillors noted his enquiry with interest and agreed to look at the condition of the shed and what was currently stored in it prior to the next meeting when this matter would be discussed further. In the past there had been discussion to demolish the shed to create a further parking space. Trees: The Chairman reported that he had contacted the FODDC about the dead trees and Alistair Chapman confirmed that permission was not required as the trees were dead however the Parish Council would have to plant two trees in their place. The Clerk reported that she had received a quote from Russell Hayward to remove the trees for the sum of 180 and Countryside Maintenance quoted 150. It was agreed to accept the quotation from Countryside Maintenance so long as the quote included the removal of all wood from the site. d) Affordable Housing: Nothing further to report. e) Footpaths: Councillor Townsend reported: Emailed Peter Maunder re Adsett and Chaxhill but no reply received. Ley Park trees down spoke with Till Hill. Not much work can be done as very wet. f) Emergency Planning: Following last month s meeting Councillor Brooke provisionally booked Monday, 28 January 2013 for a Community Emergency Plan session from 6-8pm she had consulted with Councillors and all were in agreement that this would be convenient. She had therefore booked the hall. The purpose of the meeting is to establish a list of volunteers, and seek views on how proposed emergencies can be tackled. This meeting has been advertised in the WOSP. The Clerk reported that she had received an enquiry from a parishioner in Rodley who was enquiring if there was a vacancy for a Councillor as there was not she had said to the gentleman that perhaps he might be interested in helping develop the Emergency Plan and he said that he was happy to assist. Clerk passed on these details to Councillor Brooke. g) Grass Cutting Contract 2013: This was discussed along with agenda item 6(d). 4

h) Car park by the river at the end of Strand Lane (Garden Cliff) Defer to January meeting. i) Dates for 2013: These had been circulated to Councillors. Dates have been put on website. j) Doctors Surgery: Clerk had email the Community Partner but had not received a reply. Councillors wondered if the Drs had signed the lease now. k) Risk Assessment: Fence Severn Bore Car Park: The Chairman and Councillors Radley and Green have looked at the site and reported that the fence has been deliberately driven into probably by the Case digger that was used to dig out the culvert. It was agreed that the Clerk needs to take this up with the EA again. Noticeboard The Village: Councillor Green reported that he door is too heavy for the gas struts and what it needs is an iron stay. Also the Perspex is very scratched cleaning did not improve. He agreed that he would have another look at the noticeboard and report back. Village Seat: Councillor Radley had said that he felt that there was no rush to rebuild this. l) Disposal of surplus GCC land at Colchester Close: Following the Clerk s email enquiring about the PC Village Green application the clerk had received an email from Lucy Williams, GCC Legal Services stating that GCC are undertaking a full review of all the Town and Village Green Applications which are currently pending. This is with a view to setting a revised priority system for deciding cases. The Clerk had responded to Lucy stating that GCC knew from the outset of the PC purchasing this piece of land that it would be made into a Village Green. It was agreed that the PC should enlist the help of County Councillor McMillan. 10 CORRESPONDENCE: Any Other Correspondence: November Floods: GCC has pledged 50k to support people affected by floods. Anyone affected can apply. Telephone Boxes to be Decommissioned: Email received from the FODDC informing the Parish that the telephone boxes at Broadoak and Walmore Hill will be decommissioned unless adopted by the Parish. It was agreed to put a note up in the kiosks stating that they would be de-commissioned shortly and if anyone wished to adopt them then to contact the Clerk Borders Broadband: The Clerk reported she had received an email from Christopher Cowcher from GRCC stating that they are campaigning for a focus group to be developed to raise awareness of the new network and how it can be used to improve and better people s lives as they will be signing a contract with BT next week. The meetings to be held next Monday (17) and Tuesday (18). 11 MATTERS RAISED FOR NOTIFICATION: GCC Budget Consultation: Councillor Brooke confirmed that she had sent a response to this consultation as per the draft that she had circulated to Councillors. 12 DATE OF NEXT MEETING: Monday, 21 January 2013. The Chairman wished everyone a Very Happy Christmas and closed the meeting at 9.35pm. 5