Minutes 14th September 2009
 

1. Declarations of Interest

No declarations of interest were made.

2. Previous Minutes

After some minor typographical errors were amended the minutes of the meeting held on the 10th August 2009 were

accepted as a true record and signed by the chair, as required in law.

3. Matters Arising From Previous Meeting

(1) Park Bench on Chepstow Road – Following a brief discussion it was agreed that the Council would purchase the Glasdon, Phoenix seat with environment slats in black. The Clerk was requested to obtain a quote for the positioning of the bench.

Action SH

(2) Model Charter – Cllr Henderson informed the meeting that he and the Clerk had attended the launch of a charter for Torfaen County Council and the six community Councils within its boundary, which had been both informative and well attended; although he expressed his disappointment at the fact that nobody from NCC had been present. It was agreed that LCC should look towards pushing for a Model Charter to be agreed between itself and NCC. The Clerk was requested to find out what the other neighbouring community councils were doing with a view getting it added to the next NCC Liaison Meeting with Community Councils Agenda for discussion.

Action SH

(3) Consultation on Proposed Legislative Competence Order (LCO)

The Chair briefed the meeting on the LCO which is proposed by the Welsh Assembly Government and is seeking to move more legislative powers away from Whitehall to the National Assembly allowing the Assembly to legislate to strengthen the community and Town Councils in Wales. A circular on the Sustainable Communities Act was also distributed. .

(4) Defra – on-line survey concerning Biodiversity

Cllr Henderson confirmed that he had completed the on-line Survey.

(5) Candidate Site at Oak Court

The Clerk informed the meeting that she had received a letter from NCC stating that the Councils objections to the Local Development Plan Candidate Sites had been noted and that they (NCC) would be sure to consider them upon the relevant assessment of sites.

4. Planning

(i) Planning Applications

(a) Connex/09/0809 - Erection of Stables affecting Public Right of way No. 394/69 – land adjacent and North of Fairfield Upper Road Llandevaud – Objection on the grounds that the Council had already objected to the building of the stables, and did not believe the right of way would need to be moved if the previous application was rejected.

Action SH

(b) Conex/09/0874 – Proposed Residential Development Consisting of 60 units and associated Highways and Drainage

– Site of Hurran’s Garden Centre Catsash Road. It was agreed that due to the nature of this application and the adverse impact it would have on the community a full and detailed objection should be submitted.

Action AH/TH/SL

(Cllr Manship joined the meeting at 19.50pm)

Cllr Lane informed the meeting that NCC had issued a Notice of Compliance to the developer requiring them to tidy the site, and they had 28 days within which to respond.

(c) Conex/09/0889 – Propose Extension to existing garage – Swallow Chase Tregarn Road Langstone - No Objection

Action SH

(d) CONEX09/0934 – Proposed new residential access to the former Hurran’s Garden Centre - It was agreed that due to the nature of this application and the adverse impact it would have on the community a full and detailed objection should be submitted along with 4(i)(b) above.

Action AH/TH/SL

(e) Proposed Removal of BT Telephone Kiosk – Llandevaud – No Objection

Action SH

At the suggestion of the Chair Agenda Item 15 - Invitation from BT to adopt Red telephone Box – Llandevaud was brought forward and following a brief discussion it was agreed that the Council should adopt the phone box and utilise it and an information point.

Resolved: That this Council adopt the BT Telephone Kiosk in Llandevaud at a cost of £1.00

Action SH

(ii) Coed y Caerau Common

Cllr Mogford informed the meeting that there had been no further progress as the matter was still with the adjudicator.

Action SM

5. Correspondence

One Voice Wales

Details of Bursary available for Councillor Training – Clerk requested to complete necessary paperwork.

Action SH

NCC

Invitation to attend ‘Standards Conference Wales’ @ £50 – No Cllr available to attend

Mr G Hancock – Resident

Mr Hancock wrote raising concerns about Dogs being exercised in Langstone Play Park where children played. Following a discussion it was agreed that the Council understood that there was a byelaw prohibiting Dogs from the Park, and that signs had been erected within the park, but conceded that the signs at the park entrance we confusing. The Clerk was requested to make inquiries with NCC to establish what the position was with regard to there being a byelaw and the role of the Dog Warden/Rangers in enforcing any contravention of byelaws.

Keep Wales Tidy

Advert for ‘Tidy Wales Week’, (21st to 27th September 2009). It was agreed it was too late to organise any specific event this year, although litter picking equipment was available should anybody wish to take part.

GAVO

Invitation to Presentation evening – Gwent Best Kept Village Competition 18th Sept 2009 – No Cllr available to attend

Notification of date of AGM, (30th Oct 2009) and an invitation to nominate representatives to Local and Executive committees – No Cllr available to attend, no nomination put forward.

NCC

Estates Questionnaire Form for completion – Agreed as Lease for Play Park still with NCC Legal Department Council could not complete questionnaire.

Local Government Boundary Commission for Wales

Invitation to attend Annual report and Workshops 2009-09-07 – No Cllr available to attend

One Voice Wales

Details of Motion for debate at AGM 10th October 2009 – circulated

Leaflet on Legislative Competence Order (LCO) – circulated

GAVO

Notification that date of next meeting changed to 24th September – No Cllr available to attend

NCC

Notification of Liaison Meeting with Community Councils Thursday 24th September 2009 – passed to Cllr Kennett

Steve Shaw of Unlock Democracy.org.uk

Requesting that Cllrs write to local MP asking them to sign Early Day Motion No.1545 in support of the Sustainable Communities Act Amendment Bill – copied to all Cllrs

Welsh Assembly - Copy of public notice in connection with The M4 Motorway Order 200, (detailing variable closures between Jct. 23A Magor and Jct. 28 Tredegar Park from 6th Sept 2009 – 27th August 2010) – available from Clerk

ResponseABLEassistance –

Request to display poster for fund raising event – Clerk to display on notice board

Environment Agency Wales

Director’s Bulletin – available from Clerk

One Voice Wales

Update from Welsh Assembly Government on Welsh Language and Policy – circulated

Vacancy for Appointment to Advisory Council – Museums Archives and Libraries Wales – Details available from Clerk

Torfaen County Borough Council

Invitation to attend the launch of a Charter between Torfaen County Borough Council and Town and Community Councils in Torfaen. Circulated 20th August, (Chair and Clerk attended).

Welsh Assembly Government

Local Government Partnership Scheme Annual Report 2008-9 – available from Clerk

Glasdon

Product Brochure – available from Clerk

Timberline

Product Brochure – available from Clerk

6. Finance

(1) Interest Charges – 1 -28 August 2009 £10.89

(2) Standing Order – Clerk Salary £379.03

(3) Receipts

£159.25 Langstone Village Hall – Administrative Services August 2009

(4) Authorisation of payments

Resolved: That this Council authorises the following payments:

Cheque No 000698 £100.00 Growing Spaces Deposit for work (retrospective)

Cheque No 000699 £ 59.05 Lexis Nexis, Local Council Admin (retrospective)

Cheque No 000700 £25.50 Langstone Village Hall – Hire of Hut April – July 2009

Cheque No 000701 £20.00 Kevin Roderick – Removal of LCC Notice boards

Cheque No 000702 £232.70 NCC Play Park Safety Inspections

Cheque No 000703 £5,000.00 Langstone Village Hall (covered at 10 below)

Action SH

The Clerk informed the meeting that she was still trying to resolve the various issues regarding the Bank Mandate, and that currently only Cllrs Henderson and Mogford were shown as authorised signatories to the Current Account and Cllr Kennett was the only authorised signature for the Reserve Account.

Action SH

7. Vacancies for Community Councillors

Cllr Henderson informed the meeting that he had been unable to Co-Opt anybody from the Llanmartin Ward, and therefore felt the vacancy should now be opened up to the wider community. Following a brief discussion it was agreed that the Clerk should contact the two members of the community that had expressed an interest, requesting them to submit a mini CV outlining their background and what they felt they would bring to the Community Council.

Action SH

8. Park End Play Area

(i) Park Lease – ongoing

Still with NCC Legal Department

Action SL

(ii) Access Gate – Bramley Close

The Clerk informed the Council that following a site meeting with Jennie Judd (NCC) regarding the proposal to plant security shrubs along the Park fence in Bramley Close she had been advised that there was insufficient soil to make this a viable option and that it had been suggested that an alterative would be to remove the self-seeding shrubs and replace with shiplap fencing so it forms a smooth surface making it more difficult to climb. W.M Garden services had been approached and had advised this would cost £260. Following a discussion it was agreed that in the first instance, the Clerk should write to the residents of Bramley Close to update them and to see if they had any objections to this new proposal. Action SH

(iii) Routine Maintenance Contract

The Clerk informed the meeting that W. M. Gardening services had provided a quotation of £180 per annum to complete general maintenance checks on the Park equipment. This would include 3 visits per year during which the equipment would be checked, tightened, oiled or greased as required. Any parts found to be faulty and in need of repair or replacement would be the subject of an additional charge. It was agreed that this was reasonable and would backup the monthly safety checks completed by NCC on the Councils behalf.

Resolved that this Council accept the quotation as outlined above and instructs the Clerk to write to W.M. Gardening Services to inform them.

Action SH

(iv) Daffodil bulbs

The Clerk informed the meeting that the Daffodil bulbs had been delivered, it was agreed that these needed to be planted over the next few weeks and that Mr Roderick the Odd Job man should be asked to carry out the work.

Resolved that this Council instructs the Clerk to arrange with Mr Roderick for the planting of the daffodil bulbs

Action SH

9. Bus Shelter – Llandevaude Common

Cllr Atwell informed the meeting that he had not got back to Cllr Bryant earlier as he had been trying to see if the £2500 required for a Bus Shelter in Llandevaud could be funded from within NCC. However as there were no such funds available he suggested that the £1,000 he had already given to LCC towards the proposed Country Park to be re-allocated for this purpose and that his wife who had previously allocated £900 from her neighbourhood fund when she had been a Cllr had also agree to that money being re-allocated, thus leaving a shortfall of approximately £600 to be directed funded by LCC. The Chair thanked Cllr Atwell for his suggestion and following a brief discussion it was agreed that LCC would meet the shortfall in funding of approx £600. The Chair then asked the Clerk to write and thank Cllr Atwell, and former Cllr Mrs Atwell for there generosity.

Resolved that this Council reallocates the £1900 already donated by Cllr Atwell and former Cllr Mrs Atwell for the proposed Country Park to provide a Bus Shelter in Llandevaud with the shortfall in funding of approximately £600 being met by LCC

Action CB/DA/SH

10. Village Hall

The chair welcomed Mr Bartlett chair of Langstone Village Hall Trustees to the meeting. Langstone Village Hall management committee then made a request for further funding of £15,000 explaining that the overall costs were now higher than originally envisaged due to higher than estimated quotes for work, further deterioration of the building and changes in building regulations. (Cllr Atwell left the meeting at 9.30pm) Following an in-depth discussion during which funding from other sources, the conditions on of the grant being provided by Veolia and the need for more detail were discussed it was agreed that LCC would make a donation of £5,000 to cover essential works and thereby prevent any further deterioration pending a further application from LVH next month after they had held their Trustees meeting to discuss an offer of funding from one of the User Groups and discussed the proposal with Veolia, at which time a ceiling will be put on the funds LCC were prepared to allocate to the project. (Cllr Pike left the meeting at 10pm)

Cllr Henderson, Haycock and Mogford did not vote due to there declared interest as members of the LVH management committee

Resolved that this Council donate £5,000 to the Langstone Village Hall to cover the cost of essential works as outlined on the tabled schedule

Action SH

11. Christmas Carol Concert

Cllr Sanders informed the meeting that the date of the Concert would need to be moved to accommodate all those that the working party wanted to be involved, and that she would liaise with the LVH booking clerk to agree an alternative date. A general discussion took place on what was planned and it was agreed that an initial budget of £600 should be allocated to the project.

Resolved that this Council allocate a budget of £600 to cover the cost of the LCC Christmas Carol Concert

Action YE, CP, CB

12 LCC Meetings

It was agreed that this Agenda item should be moved to the October meeting.

Action SH

13. Remembrance Day Service

It was agreed that this would be discussed outside the meeting by Chair and Clerk and put on Agenda for October meeting.

Action AH/SH

14. Any Other Matters

The Clerk informed the meeting that she had now had time to consider what training she required and outlined two courses, one on the Code of Conduct and the other on Managing Paper, (both were run through the Society of Local Council Clerks), which she would seek financial approval for at the October meeting. It was agreed that these courses were relevant and approval should be given favourable consideration at the next meeting.

Action SH

15. Private and Confidential Agenda Item (Ombudsman Investigation)

The Chair informed the meeting that the matters to be discussed under this Agenda Item were of a confidential nature and disclosure, at this stage could be prejudicial to the outcome of the Ombudsman’s Investigation and he therefore proposed that under the provisions of section 1 of the Public Bodies Admission to Meetings Act 1960, as amended by section 100 of the Local Government Act 1972 that the public to be excluded. (Seconded: Cllr Mogford)

Resolved that this Council exclude members of the public as proposed above whilst this Agenda item is discussed

The Chair then requested the Clerk to absent herself from the meeting as she had an interest in the matters to be discussed. (Clerk left at 2230hrs)

Cllr Jeffs subsequent absented herself from the meeting having declared an interest.

Notes on the matters discussed were recorded by the chair.

At 2330hrs there being no further matters for discussion the meeting closed

The date of the next meeting is Monday 12th October 2009

Signed: Alan Henderson

Date: 10th October 2009

Previous Planning Applications – Decisions by NCC Planning Department

APPLICATION DETAILS

No: 09/0749 Ward: Langstone

Type: Discharge of Conditions

Expiry Date: 11/09/2009

Applicant: JONATHAN ROBERTS

Site: BRAESIDE CHEPSTOW ROAD NEWPORT SOUTH WALES NP18 2JN

Proposal: DISCHARGE OF CONTION 06 (BOUNDARY TREATMENT) OF PLANNING PERMISSION 07/0968 FOR THE ERECTION OF TWO STOREY SIDE AND REAR EXTENSION AND SINGLE STOREY REAR EXTENSION WITH BALCONY ABOVE

DECISION: APPROVED

APPLICATION DETAILS

No: 09/0669 Ward: Langstone

Type: Discharge of Conditions

Expiry Date: 27/08/2009

Applicant: JOHN WOOTON ARCHITECTS

Site: ROCK & FOUNTAIN INN CHEPSTOW ROAD NEWPORT SOUTH WALES NP26 3AD

Proposal: PARTIAL DISCHARGE OF CONDITION 01 (MATERIALS) OF PLANNING PERMISSION 06/1521 AND LISTED BUILDING CONSENT 06/1551 FOR REFURBISHMENT AND CONVERSION OF EXISTING BARN AND ERECTION OF NEW TWO STOREY BUILDING FOR USE AS MOTEL ACCOMMODATION

DECISION APPROVED

APPLICATION DETAILS

No: 09/0772 Ward: Langstone

Type: Full

Expiry Date: 18/09/2009

Applicant: MR KYLE BURROWS

Site: SOUTHBANK PEN-Y-WORLOD ROAD CALDICOT SOUTH WALES NP26 3AJ

Proposal: RETENTION OF ALTERED VEHICULAR ACCESS, RETENTION OF WALL TO INCLUDE PROPOSED RENDERED FINISH TO ALL EXPOSED BRICKWORK AND ERECTION OF 300MM HIGH STONE WALL TO CREATE LANDSCAPED BED IN FRONT OF RETAINED WALL

DECISION GRANTED WITH CONDITIONS

APPLICATION DETAILS

No: 09/0783 Ward: Langstone

Type: Discharge of Conditions

Expiry Date: 22/09/2009

Applicant: JOHN WOOTON ARCHITECTS

Site: ROCK & FOUNTAIN INN CHEPSTOW ROAD NEWPORT SOUTH WALES NP26 3AD

Proposal: PARTIAL DISCHARGE OF CONDITION 06 (DUST MITIGATION) OF PLANNING APPLICATION 06/1521 FOR THE REFURBISHMENT AND CONVERSION OF EXISTING BARN AND ERECTION OF NEW TWO STOREY BUILDING FOR USE AS MOTEL ACCOMMODATION

DECISION APPROVED

APPLICATION DETAILS

No: 09/0441 Ward: Langstone

Type: Full

Expiry Date: 26/06/2009

Applicant: MR M SMITH

Site: LAND AND BUILDINGS SOUTH WEST OF ROKER LODGE UPPER ROAD LLANDEVAUD NEWPORT SOUTH WALES

Proposal: RETENTION OF REPLACEMENT FARM BUILDING (STORAGE OF AGRICULTURAL MACHINERY)

DECISION REFUSED

APPLICATION DETAILS

No: 09/0777 Ward: Langstone

Type: Discharge of Conditions

Expiry Date: 21/09/2009

Applicant: THE MUSKER SUMNER PARTNERSHIP

Site: LAND ADJACENT TO FAIRFIELD UPPER ROAD LLANDEVAUD NEWPORT SOUTH WALES

Proposal: PARTIAL DISCHARGE OF CONDITION 05 (MEANS OF ENCLOSUR RELATING TO PLANNING PERMISSION 08/1343 FOR THE ERECTION OF 1NO. DETACHED DWELLING

DECISION APPROVED

APPLICATION DETAILS

No: 09/0784 Ward: Langstone

Type: Discharge of Conditions

Expiry Date: 22/09/2009

Applicant: THE MUSKER SUMNER PARTNERSHIP

Site: LAND ADJACENT TO FAIRFIELD UPPER ROAD LLANDEVAUD NEWPORT SOUTH WALES

Proposal: PARTIAL DISCHARGE OF CONDITION 01 (PART(I)) (SUSTAINABILITY) RELATING TO PLANNING PERMISSION 08/1343 FOR THE ERECTION OF 1NO. DETACHED DWELLING

DECISION REFUSED