13

MITCHELDEAN PARISH COUNCIL

Minutes of the meeting held on Monday 12th August 2019 at 7pm in Mitcheldean Town Hall Present: Parish Councillors: Jackie Fraser (Chair), Bill Waddell, Janet Keene, Anne Maliphant, Lucy Smith,

Phil Didcote, Kay Wozencroft, Shaun Stammers & Andre Edwards Also present: Two members of the public Cllr Lucy Smith took the minutes 1. To note Apologies for Absence

District Councillors Thom Forrester and Andrew Gardiner, County Councillor Brian Robinson and April Seabrook Parish Clerk

2. Members of the public issues (15 minutes Standing Orders suspended Malcolm Britton and David Thomson each gave a short presentation regarding their application to fill the vacant Parish Councillor seat on the Council.

3. Declarations of Interests

Cllr Fraser sits on the Planning Committee at District Council so will remain in the room while planning is discussed but will not vote or give an opinion. Cllr Edwards declared an interest in the Sports Club. Cllrs Keene and Maliphant declared an interest in item 14 as they are both on the Fete Committee.

4. Requests for Dispensations None

5. Minutes of the Meeting held on 8th July 2019 It was resolved to accept the Minutes of the meeting held on 8th July 2019 as an accurate record of the meeting, and was signed by the Chair.

6. Planning matters

a) P0946/19/FUL – Rosehart Cottage, Jubilee Road, Mitcheldean – Erection of a first and

second floor extension to provide additional bedroom and attic space. Objections as there

were privacy issues as some of the windows would overlook neighbouring properties, it

didn’t follow the District Council’s Residential Design Guide for Alterations and Extensions

and there was a lack of Ecology Reports.

b) P1013/19/FUL – 31 Churchill Way, Mitcheldean – Erection of a front porch and a single

storey front/side extension with associated works. No objections

c) P1194/19/FUL – 40 Vicarage Drive, Mitcheldean – Conversion of existing garage to

additional living space with associated works. No objections

7. Review of Information Security Policy

Council agreed to defer this to September’s meeting. Action: Clerk

8. Quote for the lease of new photocopier

Council agreed the quote for the lease of a new photocopier. Action: Clerk

14

9. Quote to clear the brook and coppice the Hazel Trees at edge of Dirt Jump Field

Council agreed to the quote to clear the brook and coppice the Hazel trees at the edge of the

Dirt Jump Field. Action: Clerk

10. Design for new War Memorial

Council approved the design for the new War Memorial. Action: Clerk

11. Update regarding the Turning on of the Christmas Tree Lights Event

Cllr Keene gave Council an update regarding the Turning on the Christmas Tree Lights Event,

and agreed that this would take place on Friday 29th November 2019.

12. Review of Media Policy

Council agreed to defer this matter until September’s meeting. Action: Clerk

13. Planting wildflowers in grass verges

Council agreed to defer this matter until September’s meeting. Action: Clerk

14. Review of Fete and plans for next year’s Fete

Council agreed to defer this matter until September’s meeting. Action: Clerk

15. Review of Asset Register

Council agreed to defer this matter until September’s meeting. Action: Clerk

16. Review of Caloo’s Inspection Report of outdoor gym equipment

Council agreed to defer this matter until September’s meeting. Action: Clerk

17. Blues and Curry night to raise funds for new War Memorial

Council discussed holding a Blues and Curry night to help raise funds for the new War

Memorial, and agreed that this event should go ahead on Saturday 19th October at the

Community Centre. Action: Clerk

18. Holding an Eco Fayre next Spring

Council agreed to defer this matter until September’s meeting. Action: Clerk

19. Conclusion of Audit

Council noted that the Conclusion of Audit had been received from the External Auditors and

that our regulatory requirements had been met.

20. Removal of Telephone Boxes at Plump Hill and Eastern Avenue

Council discussed the removal of the telephone boxes at Plump Hill and Eastern Avenue and

agreed as the consultation period had been extended to 18th September that Councillors

would give this matter further consideration and a decision would be made at September’s

meeting. Action Clerk

15

21. County & District Councillor Reports

Council requested that it minuted that they were disappointed that only District Councillor

Jackie Fraser provided a report, and that no other District or County Councillor attended the

meeting or forwarded a report to be read out at the meeting, especially given the recent

road works that had been carried out on the A4136. It was also noted that the Church at

Abenhall was not notified of the road works which meant the closure of Abenhall Road.

District Councillor Jackie Fraser reported that she had attended a Forward Plan Meeting

where the Allocations Plan for 2026 to 2041 was discussed. The District Council have been

allocation 8000 new homes to be built during this time, which could be new estates in the

four larger towns, larger villages or a new town.

22. Clerk’s Report

The Clerk reported the following:

The Ground Staff have cleaned and re-oiled the George Read Memorial Bench.

All the Minute and Account books from 1895 to 2014 have been deposited with Gloucestershire Archives on long term loan.

The Ground Staff have replaced the broken lock in the Pavilion kitchen door.

The Ground Staff have cleared the footpath from Court Farm Lane to Brook Street.

23. Accounts/Finance

a) The payment schedule totalling £7,773.38 was approved as follows:

Payments Mitcheldean Parish Council 12th August 2019

Payee Details Method Amount Power Budget

PATA Payroll Services BACS £41.50 LGA 1972 s111 General Admin

Cat’s Eye Carving War Memorial Design BACS £600.00 LGA 1972 s111 War Memorial

Toolite Brushes, gloves etc BACS £191.93 LGA 1972 s111 Playing Field

Mowtech Maintenance of Football Pitches

BACS £741.00 LGA 1892 s8 (1)(i)

Playing Field

Forest Equipment Services

Cleaning bus shelters on Plump Hill

BACS £28.38 LG(MP)A 1953 s4/PCA 1957 s1

General Admin

NPower Electricity for Xmas Lights (amendment)

BACS £20.92 LGA 1972 s137 Christmas Lights

Magenta Photocopier usage BACS £24.49 LGA 1972 s111 General Admin

Lydney Music PA system for Fete BACS £105.00 LGA 1972 s137 Village Events

WET Legionella remedial works BACS £663.60 LGA 1892 s8 (1)(i)

Pavilion

Land Registry Index Map Search CHQ £4.00 LGA 1972 s111 General Admin

Caloo Inspection/maintenance of outdoor gym equipment

BACS £474.00 LGA 1892 s8 (1)(i)

Play Area Inspection/Maint.

OfficeStar Stationery BACS £44.35 LGA 1972 s111 General Admin

FOD Fasteners Pennywashers BACS £6.00 LGA 1972 s111 Playing Field

PKF Littlejohn External Audit BACS £480.00 LGA 1972 s111 General Admin

Hales Mortice Lock BACS £10.66 LGA 1972 s111 Pavilion

16

The Events Industry Forum

The Purple Guide subscription

BACS £30.00 LGA 1972 s111 General Admin

HMRC PAYE & NI for July 2019 BACS £539.26 LGA 1972 s112(2)

Staff Costs

Salaries July 2019 Payroll BACS £3,101.55 LGA 1972 s112(2)

Staff Costs

NEST Pension Pension Contributions DD (12/07/19)

£80.10 LGA 1972 s112(2)

Staff Costs

99 Web Monthly Web Maintenance

SO (07/08/19)

£50.00 LGA 1972 s111 Communications

Ecotricity Electric @ Pavilion DD (16/07/19)

£216.96 LGA 1972 s111 Pavilion

Ecotricity Gas @ Town Hall DD (25/07/19)

£55.80 LGA 1972 s111 General Admin

Ecotricity Electric @ Town Hall DD (23/07/19)

£88.12 LGA 1972 s111 General Admin

Waterplus Water @ Pavilion DD (01/07/19)

£107.43 LGA 1972 s111 Pavilion

XLN Broadband & telephone DD (24/07/19)

£68.33

LG(FP)A 1963 s5 General Admin

TOTAL £7,773.38

Receipts

08/07/19 Football Club invoice payment £55.32 08/07/19 Football Club invoice payment £203.44 09/07/19 Interest £0.80 09/07/19 Interest £1.23

b) Council approved the petty cash figures for July 2019

c) Council received the bank reconciliation for July 2019

d) Council received the budget versus spend report up to 31st July 2019

e) Cllr Fraser carried out the monthly financial checks of the Council’s accounts on 12th

August 2019.

24. Separate Business

Pursuant to 1(2) of the Public Bodies (Admission to Meetings) Act 1960 it is resolved that,

because of the confidential nature of the business to be transacted, the public and press

leave the meeting during the consideration of:

a) After much discussion Council voted to co-opt David Thomson on to the Council

There being no further business, the meeting closed at 8.30pm

SIGNED:

DATE: