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Minutes 9th November 2009
 

Date: 9th November 2009

Time: 7.15pm

Present: Cllr Henderson (in Chair)

Cllr C Bryant

Cllr Y Edwards

Cllr T Haycock

Cllr J Kennett

Cllr C Pike

Cllr S Mogford

Cllr C Manship (Arrived 1945)

Cllr M Sanders

Cllr S Lane (Arrived 2043)

In attendance: Cllr D Atwell (NCC)

Apologies: Cllr K Jeffs

 

1. Declarations of Interest

No declarations of interest were made.

 

2. Previous Minutes

The minutes of the meeting held on the 12th October were accepted as a true record and subsequently signed by the chair, as required in law.

 

3. Freedom of Information Act 2000 –Model Publication Scheme

The Chair gave an overview of the Act and confirmed that everybody had looked at the Model Publication Scheme and the draft policies on Recruitment, Complaints, Request for Information and Equality and Diversity that had been circulated previously by the Clerk via e-mail. Following a discussion it was agreed that the Council should adopt the scheme and the associated draft policies as listed, subject to some minor changes, pending further work being done by the Clerk to ensure the Council were able to provide all the information and policies required under the Act. It was agreed that a flat charge of £10 should be levied per request for information requested that is not covered under the scheme to cover administration costs in addition to a charge of 10p per A4 page photocopied.

 

Resolved: That this Council

• adopt the Model Publication Scheme as required by the Freedom of Information Act 2000 along with the policies on Recruitment; Complaints; Request for Information and Equality & Diversity as of today’s date.
• all requests for information covered by the Model Publication Scheme will be charged at 10p per A4 sheet photocopied
• any requests for information not covered by the Scheme will be subject to a flat rate fee of £10 to cover administration costs along with a charge of 10p per A4 sheet photocopied

 

A further discussion then took place on the need to make the LCC Website more user friendly to enable the Clerk to put as much information as possible under the scheme onto the website. It was agreed that the Clerk should make enquiries to establish what other Community Councils were using and the associated costs.

4. Matters Arising From Previous Meeting

(1) Park Bench on Chepstow Road

The Clerk informed the meeting that NCC had approved the bench being sited at the junction of Catsash Road and the A48 as long as it did not obstruct the view of drivers coming out of Catsash Road and had supplied a list of approved contractors, 3 of which had been requested to give quotes for the supply and fitting the bench.

Action SH

(2) Model Charter – The Chair informed the meeting that there had been no further developments to date.

(3) Invitation from BT to adopt red Telephone Box – Llandevaud

The Clerk informed the meeting that the matter could not be progressed until BT had completed its public consultation.

(4) Bus Shelter – Llandevaud

Cllr Atwell informed the meeting that he had managed to source a second hand bus shelter that was being moved from elsewhere and as such the cost would be less than previously thought even though work would need to complete on the site to provide a level setting for the shelter due to the slope. He confirmed that the shelter was to be sited on the triangle not the common and it was agreed that a site meeting would be arranged between himself, Cllr Bryant and Tracey McAdam NCC to confirm arrangements.

5. Planning

(a) Planning Applications

(i) CONEX09/1034 Erection of new fascia / roof signs and various freestanding signs – McDonalds, Chepstow Road – No Objections

 

(ii) CONEX/09/1038 Extension and alterations / refurbishment of existing buildings, creation of a new patio area and provision of customer order display unit – McDonalds, Chepstow Road - No Objections

 

(iii) CONEX09/1072 Erection of two storey side extension 6 Stockwood View Langstone – No Objection as long as they maintain adequate off road parking

 

(iv)CLLR/09/1075 Retention and alterations to boundary fencing and erection of new boundary wall, The Glen Chepstow Road Langstone – Object on the grounds that the visual impact has not been improved since the previous application. It has the appearance of an urban development in a rural setting, and visually it looks like a stockade and as such is not in keeping with the surrounding area,

 

(v) CONEX/09/1093 Conversion of attached garage into living accommodation and erection of conservatory Holly Corner, Lower Road Llandevaud – No Objection

 

(b) Coed y Caerau Common

Cllr Mogford informed the meeting that the adjudicator to the Land Registry had thrown out Mark Roberts’s application to register a caution against 1st registration, although he had been given a right to appeal. Due to the legal wording of the letter she had received it was unclear as to who had been given what rights and therefore further clarification was being sort, but basically it looked like the common was safe.

(c) Hurran’s Garden Centre

There was a lengthy discussion regarding the fact that planning permission of some description was likely to be granted by NCC or if it goes to appeal the Welsh Assembly Government at some point and that the LCC efforts would be best used to secure a more rurally attractive development. It was confirmed that Cllrs Henderson and Lane would attend the planning meeting in December to oppose the application, it was further noted that whilst Cllr Henderson would be limited to 5 minutes in which to voice his objections, Cllr Lane in his position as City Councillor would have unlimited time to represent the views of the people of Langstone.

6. Correspondence

Local Government Boundary Commission for Wales - Review of the Electoral arrangements for the City of Newport – Draft Proposals

The proposed changes as summarised in the report were discussed, in essence these were that Langstone electoral division consisting of the communities of Langstone, Llanvaches and Penhow which are currently represented by 2 councillors be combined with the adjoining Llanwern electoral division consisting of the communities of Bishton, Goldcliff, Llanwern and Redwick and additionally the community of Nash and be renamed Langstone and Llanwern which would be represented by 3 Councillors. Following a discussion the Council agreed that the draft proposal would have no detrimental impact on the Langstone ward and instructed the Clerk to write stating that the Council had no objections to the proposals.

 

One Voice Wales

Copies of the submissions on the proposed Local Government LCO made by One Voice Wales to the Welsh Affairs Select Committee and the National Assembly’s Legislation Committee – circulated 14th October 2009 requesting Cllrs write or e-mail MP were discussed and it was agreed that Cllrs should write individually in support in addition to the Clerk writing in support on behalf of LCC.

 

Information on Swine Flu for Community Councils

The Council discussed the request for Community Councils to include Swine Flu as an item for discussion at their regular meetings along with ways they might assist to inform ‘hard to reach groups’ within the community and concluded that they had neither the staff or resources to carry out this function and it was more appropriate to NCC. However it was agreed that the information posters should be displayed on the LCC Notice Boards.

 

Letter from Cllr G P Robbins MBE re: Severn Tidal Feasibility Study – Circulated 21.10.09

 

Plunkett Foundation – Survey of Parish Councils in England and Wales

Survey to find out what the level of awareness is within rural communities of community-ownership approaches to rural challenges – passed to Chair for completion as requested in survey notes – Chair informed the meeting that he had responded and sent a completed copy of the survey to the clerk for her records.

 

Notification of ‘The Councillor’ Course being run by One Voice Wales on December 3rd 2009 – noted

 

Recommendations made by One Voice Wales on the ‘Are You Being Served?’ report – circulated 28/10/2009 via e-mail for consideration.

This report was discussed at some length along with the responses provided by NCC. It was agreed that the clerk should write to One Voice Wales providing a similar response to NCC.

Langstone Village Hall

Letter of Thanks for donation made by LCC - noted

 

7. Finance

(1)The Chair informed the meeting that the Clerk’s Contract of employment was still in draft and needed to formalise. A discussion then took place in regard to hours of work; Use of House Allowance; National Pay Award 2009/10 and the following resolutions agreed:

 

Resolved: that this Council

· pay the Clerk 12 hours per week back dated to date of employment

· pay a Use of House of Allowance of £10 per week to take into account the use of space, lighting, heating and electricity in the Clerk’s home, back dated to date of employment

· approve the National Pay Award for 2009/10 setting out the hourly rate of pay, Car Allowance and Annual Leave for Part-Time Clerks effective from 1st April 2009

It was further agreed that a new Standing Order would need to be raised to take account of the Clerks new rate of pay.

The Chair requested that the Clerk’s draft contract be checked before being give to her for signing. Cllrs Lane and Manship agreed to do this.

(2) Bank Charges £11.54

S/O Mrs S Hancock – Salary £379.03

(3) Receipts:

£159.25 LVH Administration Services September 2009

 

(4) Returned Cheque

Cheque No 000695 £150.00

Made payable to One Voice Wales – returned as amount payable now incorrect following introduction of Bursary for Cllr Training. Courses will be invoiced on completion of courses.

 

(5) Payments requiring approval for payment:

 

Resolved: that this Council authorises the following payments

 

(i) Grants from Concurrent Allocation:

Cheque No 000709 £250.00 Langstone Church

Cheque No 000710 £500.00 Llanmartin Church

Cheque No 000711 £250.00 Llandevaud Church

Cheque No 000712 £250.00 Langstone Village Hall

Cheque No 000713 £250.00 Llandevaud Parish Hall

Cheque No 000714 £250.00 Langstone Methodist Church

Cheque No 000715 £350.00 Old Hamlet of Llanmartin Residents Association

 

(ii) Grants – Under S137 Local Government Act:

Cheque No 000716 £100.00 Wales Air Ambulance

Cheque No 000718 £100.00 Salvation Army

Cheque No 000719 £100.00 St David’s Hospice

Cheque No 000720 £100.00 Samaritans

 

(iii) Other Grants;

Cheque No 000717 £500.00 1st Wentwood Scout Group

 

(iv) Invoices and other payments

Cheque No 000721 £22.00 SLCC Practitioners Guide

Cheque No 000722 £74.73 K Roderick

- Planting bulbs (£40.00)

- Fitting Notice Boards (£34.73)

Cheque No 000723 £40.04 Transfer to Petty Cash

Cheque No 000724 £425.80 S Hancock – Expenses

- Clerk Mileage Mar-Sept £ 70.92

- Room Allowance 09/03/09 – 08/11/09 £350.00

(£420.92 – tax = £337.80)

- Hotel Booking 12 & 23 Nov 09 (£88.00)

Total £337.80 + £88 = £425.80

Cheque No 000725 £16.50 RBL Poppy Appeal (Wreath)

Cheque No 000726 £299.00 WM Garden services (Fence Bramley Close)

Cheque No 000727 £400.00 Cash – To cover miscellaneous payments for Christmas Concert

Cheque No 000728 £12,000.00 Langstone Village Hall (Refurbishment)

(v) Half yearly Accounts

The Clerk provided all present with a copy of the Half Yearly Bank reconciliation and Accounts, which after being considered were accepted.

 

Resolved: that this Council accept and approves the half yearly bank reconciliation and accounts as prepared by the Clerk.

8. Vacancies for Community Councillors

The Chair confirmed everybody had received a copy of the CV’s provided by the two members of the community that were seeking to be Co-opted to the Council after which a discussion took place regarding which individual to select. Councillor Sanders informed the meeting that she had written to the Chair informing him of her intention to resign as from December 15th 2009 as she would be moving home and suggested that perhaps one of the candidates could be Co-opted then. The Clerk advised that this would not be lawful as all casual vacancies had to be advertised and registered with the Electoral Officer. As discussions were at an impasse it was agreed that a secret ballet be held, the result of which was that Mr Gerard Hancock received the most votes and was therefore elected to the Council. The Clerk was requested to write to both parties and inform them of the result.

 

Resolved: that this Council confirms Mr G Hancock election as a Co-opted member for Llanmartin Ward.

9. Park End Play Area

(i) Park Lease

The Chair informed the meeting that there had been no further progress.

(ii) Access Gate – Bramley Close

The Clerk confirmed that the work to the fence along the board with Bramley Close had been completed.

(ii) Routine Maintenance Contract

The Clerk informed the meeting that W.M. Gardening services had complete the first routine maintenance check and she had received a copy of the report detailing checks made and action taken.

(iii) Residents Complaint Regarding Dogs Being Exercised in Park:

The Clerk informed the meeting that NCC had advised her that there were no byelaws covering the park, and that to put one in place would require Welsh Assembly Government approval, which would not only take a long time but would be very costly. She further advised that the Dog Warden had informed her that NCC were looking to introduce Control Orders which if approved would give them powers to enforce various restrictions on Dogs within park areas and that they would update the Council as soon as these had been agreed. In the meantime if Dogs were being allowed to foul in the area they could issue a fine and requested any complaints be directed to them.

(iv) Anti-social Behaviour

The Clerk updated the meeting on the recent reports of anti-social behaviour in and around the Park including the setting of fires, which it was believed had been carried out by local youths, who had taken to frequenting the park after dark. The resulting damage had been report to Police who had taken a crime report. The Ward Officer and PCSO had been requested to make more frequent visits of the area to establish who was in the park in the evenings and what they were up to. In addition the Community Safety Officers (NCC), had agreed to carry out patrols of the park when they were in the area, although there remit didn’t general cover this.

 

The Clerk further informed the meeting that she had requested the PCSO to have a visible presence at the bus stop in Catsash Road as some of the reports concerned the activities of children getting off the Caerleon School Bus; Cllr Atwell also said that he would raise the matter with the school and request a letter be sent to parents regarding pupils behaviour and the insurance issues surrounding children reportedly not getting off at their designated bus stops.

 

The Clerk informed the meeting that the Ward Inspector Geraint Evans had accepted an invitation to attend the December meeting to discuss how the new Policing arrangements were impacting on Langstone.

 

10. Christmas Concert

Cllr Sanders gave an update and schedule of performers which provoked a discussion on maximum capacity for the Hall, which whilst being 150 would include performers as well as the audience. It was agreed that Cllr Haycock would liaise with the Fire Service to see if a temporary increase could be agreed and in the meantime the number of tickets would be limited to 100.

Cllr Sanders raised the issue of payment for performers and other expenses incurred, following a discussion it was agreed that £400.00 cash be made available to the Clerk to make payments against receipts to cover these costs.

Resolved: that this Council gives delegated authority to the Clerk in relation to the payment of expenses against receipt up to £400 which will be provided as a cash float.Action MS/EY/CP/CB/SH/TH

11. Remembrance Day Service

The Chair informed the meeting that the service had been well attended and extended his thanks to Pastor Owen of the Wellspring Christian Fellowship who had conducted the service which had been well received by all present.

12. Neighbourhood Watch

Cllr Pike informed the meeting that there had been a disappointing response to the circulars regarding the Neighbourhood Watch scheme. However it was agreed that the LCC would continue in its efforts and that a meeting would be arranged early in the New Year to progress it further.

 

13. Reports

Cllr Kennett informed the meeting that he had attended the recent One Voice Wales meeting on 15th October and the main topic of conversation had been the Model Charter, which was progressing within Monmouthshire, but not it seemed within NCC which was disappointing.

 

Cllr Kennett informed the meeting that he had been unable to attend the GAVO AGM on 30th October.

 

14 LCC Meetings

A further discussion took place regarding how meetings could be streamlined and the setting up of a Planning sub-committee with delegated powers to deal with planning matters was considered, but it was agreed that before this could happen all Cllrs needed to have the requisite training.

The inclusion of a Clerk’s report giving an update on any action between meetings was also discussed.

.

15. Any Other Matters of Interest

It was noted that there will be a presentation on the Ryder Cup arrangements at 7pm St. Johns Hall Penhow on Thursday 10th December 2009.

 

16. Update on Ombudsman Investigation

The Chair informed the meeting that the Ombudsman had informed him that the complainant had stated that they had not received her draft response and as a result she had forwarded a further copy by recorded delivery giving a new date of the 18th November 2009 for the complainant to respond.

 

At 2215pm there being no further matters for discussion the meeting closed

The date of the next meeting is Monday 14th December 2009

 

Signed:

Chair LCC

 

 

 

 

 

Previous Planning Applications – Decisions by NCC Planning Department

 

No: 09/0786 Ward: Langstone

Type: Discharge of Conditions

Expiry Date: 23/09/2009

Applicant: AXION CONSULTANTS LTD. ARCHITECTS

Site: ORCHARD BUNGALOW LOWER ROAD LLANDEVAUD NEWPORT SOUTH WALES NP18 2AE

Proposal: PARTIAL DISCHARGE OF CONDITIONS 1 (MATERIALS), 6 (MEANS OF ENCLOSURE), 8 (CONSTRUCTION MANAGEMENT PLAN) AND 11 (FINISHED FLOOR LEVELS) OF PLANNING PERMISSION 08/1476 FOR ERECTION OF REPLACEMENT DWELLING

DECISION

APPROVED

 

No: 09/0916 Ward: Langstone

Type: Discharge of Conditions

Expiry Date: 30/10/2009

Applicant: AXION CONSULTANTS LTD

Site: ORCHARD BUNGALOW LOWER ROAD LLANDEVAUD NEWPORT SOUTH WALES NP18 2AE

Proposal: PARTIAL DISCHARGE OF CONDITION 02 (SURFACE WATER DRAINAGE) OF PLANNING PERMISSION 08/1476 FOR ERECTION OF REPLACEMENT DWELLING AND GARAGE

DECISION

APPROVED

 

No: 09/0918 Ward: Langstone

Type: Discharge of Conditions

Expiry Date: 28/10/2009

Applicant: AFA ARCHITECTS

Site: LAND ADJACENT TO AND EAST OF 50 BLOSSOM CLOSE LANGSTONE NEWPORT SOUTH WALES

Proposal: PARTIAL DISCHARGE OF CONDITION 01 (ROOF MATERIALS) OF PLANNING PERMISSION 05/1192 FOR THE ERECTION OF A DETACHED DWELLING

DECISION

APPROVED

No: 09/0919 Ward: Langstone

Type: Discharge of Conditions

Expiry Date: 28/10/2009

Applicant: AFA ARCHITECTS

Site: LAND ADJACENT TO AND EAST OF 50 BLOSSOM CLOSE LANGSTONE NEWPORT SOUTH WALES

Proposal: PARTIAL DISCHARGE OF CONDITION 01 (MATERIALS) OF PLANNING PERMISSION 05/1193 FOR THE ERECTION OF 4NO. DWELLINGS

DECISION

APPROVED

 

No: 07/1180 Ward: LANGSTONE

Type: DISCHARGE OF CONDITIONS

Expiry Date: 16/11/2007

Applicant: MR K STENT

Site: PLOT 1 LAND AND PROPERTY FORMERLY KNOW AS GREEN ACRES TREGARN ROAD LANGSTONE NEWPORT SOUTH WALES

Proposal: PARTIAL DISCHARGE OF CONDITION 05 (MEANS OF ENCLOSURE) ATTACHED TO APPEAL DECISION APP/96935/A/07/1201232 RELATING TO THE ERECTION OF A REPLACEMENT DWELLING

DECISION

APPROVED

 

 

 

 

No: 07/1182 Ward: Langstone

Type: Discharge of Conditions

Expiry Date: 16/11/2007

Applicant: MR K STENT

Site: PLOT 1 LAND AND PROPERTY FORMERLY KNOWN AS GREEN ACRES TREGARN ROAD LANGSTONE NEWPORT SOUTH WALES

Proposal: PARTIAL DISCHARGE OF CONDITION 08 (LANDSCAPING) ATTACHED TO APPEAL DECISION APP/96935/A/07/1201232 RELATING TO THE ERECTION OF A REPLACEMENT DWELLING

DECISION

APPROVED

 

No: 07/1183 Ward: LANGSTONE

Type: DISCHARGE OF CONDITIONS

Expiry Date: 16/11/2007

Applicant: LADSA HOMES LTD

Site: PLOT 2 LAND AND PROPERTY FORMERLY KNOWN AS GREEN ACRES TREGARN ROAD LANGSTONE NEWPORT SOUTH WALES

Proposal: PARTIAL DISCHARGE OF CONDITION 04 (MEANS OF ENCLOSURE) ATTACHED TO APPEAL DECISION APP/96935/A/07/1201231 RELATING TO THE ERECTION OF 1NO. DETACHED DWELLING

DECISION

APPROVED

 

No: 09/0958 Ward: Langstone

Type: Full

Expiry Date: 10/11/2009

Applicant: MR NIGEL JENKINS

Site: MULBERRY 2 TREGARN CLOSE LANGSTONE NEWPORT SOUTH WALES NP18 2JL

Proposal: RELOCATION OF VEHICULAR ACCESS

DECISION

GRANTED

 

No: 09/1005 Ward: Langstone

Type: Discharge of Conditions

Expiry Date: 04/11/2009

Applicant: AFA ARCHITECTS

Site: LAND ADJACENT TO AND EAST OF 50 BLOSSOM CLOSE LANGSTONE NEWPORT SOUTH WALES

Proposal: PARTIAL DISCHARGE OF CONDITION 02 (LANDSCAPING) OF PLANNING PERMISSION 05/1192 FOR ERECTION OF DWELLING

DECISION

APPROVED

 

No: 09/1034 Ward: Langstone

Type: Advertisement Consent

Expiry Date: 01/12/2009

Applicant: MCDONALDS RESTAURANTS LTD

Site: MCDONALDS CHEPSTOW ROAD NEWPORT SOUTH WALES NP18 2NX

Proposal: ERECTION OF NEW FASCIA / ROOF SIGNS AND VARIOUS FREESTANDING SIGNS

DECISION

GRANTED

 

No: 09/1038 Ward: Langstone

Type: Full

Expiry Date: 01/12/2009

Applicant: MCDONALDS RESTAURANTS LTD

Site: MCDONALDS CHEPSTOW ROAD NEWPORT SOUTH WALES NP18 2NX

Proposal: EXTENSION AND ALTERATIONS / REFURBISHMENT OF EXISTING BUILDING, CREATION OF NEW PATIO AREA AND PROVISION OF CUSTOMER ORDER DISPLAY UNIT

DECISION

GRANTED

 

No: 09/1002 Ward: Langstone

Type: Full

Expiry Date: 23/11/2009

Applicant: MR DAVID REYNISH

Site: 11 THE GLEN LANGSTONE NEWPORT SOUTH WALES NP18 2NR

Proposal: CONVERSION OF EXISTING SINGLE STOREY GARAGE INTO FAMILY ROOM AND PROVISION OF ADDITIONAL OFF STREET PARKING

DECISION

GRANTED WITH CONDITIONS