Meeting on 11th May 2009

MINUTES

ANNUAL GENERAL MEETING

LANGSTONE COMMUNITY COUNCIL

Date: 11th May 2009

Time: 7.15pm

Present: Cllr Henderson (in Chair)

Cllr J Kennett

Cllr C Bryant

Cllr Y Edwards

Cllr T Haycock

Cllr C Pike

Cllr S Mogford

Cllr M Sanders

Cllr C Manship

Cllr W Woods (7.40 – 8.35 pm)

Also in attendance: Cllr S Lane (NCC)

No apologises for absence were received

1. Election of Chair/Vice Chair of Council; members of sub-committees and LCC representatives on outside bodies

The current chair expressed his willingness to continue in the role for a further year, whilst the Vice Chair - Cllr Mogford stated she wished to stand down.

Resolved:

That Cllr Henderson is appointed as Chair and Cllr Manship is appointed as Vice Chair Cllr Henderson to complete Declaration of Acceptance of Office

Action AH/SH

Planning sub-committee – to remain unchanged

Representative – One Voice Wales / GAVO/ and NCC Community Council Liaison Meetings - Cllr Kennett to continue as Council’s representative.

2. Declarations of Interest

No declarations of interest were made.

3. Previous Minutes

Cllr Lane requested an amendment to item 10(2); this led into a more in depth discussion regarding the fact that the resolution had been passed when so few members of the Council had been present and it was highlighted that of those present some had a declared interest as they were on the village hall committee, the chair suggested that a further vote be held to validate the earlier resolution.

Resolved

That this Council endorse the resolution made at Minute 10(2) of Meeting held on 17th April 2009.

The minutes of the meeting held on the 17th April 2009 were accepted as a true record after an amendment to item 10(2), and signed by the chair, as required in law.

Cllr Woods joined the meeting at 1940 hrs

4. Matters Arising From Previous Meeting

(1) Park Bench on Chepstow Road - Ongoing

Action SL

(2) Advertising Boards on A48 – Ongoing

Cllr Lane informed the council that the Highways Department had still not replied to his earlier letter. Cllr Edwards asked if copies of the letters he had sent could be copied to the Community Council, after some discussion Cllr Lane agreed to copy letters to the Clerk, where they concerned action he had agreed to undertake on behalf of the Council.

Action SL

(3) PACT Meeting 10th March - Cllr Henderson said that he had still not received a reply to his letter to Mr Ed Townsend, Gwent Police Authority raising the Council’s concerns about the decision not to replace the PCSO, Cllr Pike also stated that she had received no reply to her letter either, but that she had seen a PCSO walking in the area recently. Cllr Lane said that he was not aware of the decision having been changed, but that he would write to the Police Authority regarding the fact that neither letter had been replied to.

Action SL

(4) Parking around Langstone School – Additional Car Park - Ongoing - Cllr Lane informed the Council that he still had to make contact with both the Highways Department and the local Landowner to seek their initial views.

Action SL

(5) Cllr Haycock informed the Council that he had submitted the relevant paperwork regarding the proposed use of land owned by the Welsh assembly for future development as a Community Centre.

(6) Sewage/ Flooding Rosewood – Cllr Henderson informed the Council that he had tried to make contact with Mr Noakes by phone to no avail so he would now send a letter.

Action AH

5. Planning Applications

(1) CONEX/09/0350 – Retention of Summer House – 28 Tregarn Close - No Objection

(2) CONEX/09/0441 – Replacement Farm Building – South West of Roker Lodge Upper Road Llandevaud – No Objection

(3) CONEX /09/0434 – Erection of Single Storey Side Extension – 47 Park End - Objection

The Council objected to this application on the grounds that they had objected to other similar planning applications of this nature in the same area; the proposed development would have a negative impact on the street scene and the proposed development would mean that there would be no off street parking available at the property.

Action SH

(2) Coed y Caerau Common – Cllr Mogford informed the Council that the meeting had hi- lighted a potential problem affecting two of the properties and that this was currently being addressed by residents signing affidavits to the fact that they had 20 years unchallenged access to the land. The planning permission on the Slate mine had expired and as such was unlikely to re-open as planning consent would not be given, and that further research had cast more doubt as to who could lay claim to the land, but CADW were unwilling to discuss the matter further at this time as it was being dealt with by Land Registry. The Council acknowledged the work being done and offered its continuing support, asking to be kept informed.

Action SM

(3) Hurran’s Garden Centre – Cllr Mogford informed the Council that Chepstow Garden Centre were no longer going to lease the property and there was no clear information as to who had brought the land. It was agreed the situation should continue to be monitored, particularly given its location and potential to become unsightly. Cllr Lane said that he would make contact with Mr Hurran to see what he could find out.

Action SL

The Chair informed the Council that following a request by a number of Cllrs for some form of training on Planning he had spoken with Mark Hand of NCC Planning Department who had agreed to look at running some further training for Community Councils.

6. Correspondence

NCC – Notification of Local Development Plan Strategy Consultation 28th April 2009 – Details circulated by e-mail/post prior to meeting

One Voice Wales – Invitation to Community Action for Climate Change Network meeting 2oth May 2009 Cardiff – details previously circulated

Really Welsh – Suppliers of real Welsh daffodils – Meeting agreed that it would be a good idea to order a sack and plant them along verge for next spring.

Action SH

One voice Wales – Monmouthshire – Newport Area Committee - copy of Model ‘Charter’ between Unitary Authorities and Community and Town Councils for consideration and written response by end of May along with invitation to Meeting on June 11th to discuss same.

Action AH/JK

Welsh Assembly Government – Managing the safety of Burial Ground Memorials details of internet link – providing practical guidance - passed to Cllr Woods

Queensbury Shelters –Advertising leaflet - noted

NCC – Guided walks leaflet – passed to Cllr Edwards

Gwent Wildlife Trust – Events Leaflet – Put on notice board

Society Local Council Clerks – Invitation to Annual policy and technical update conference 7th July – noted

Welsh Office – Advertising leaflet – signs, notice boards, benches etc – passed to Cllr Henderson

Royal Mail – Update address details for Opinion Former List – Reply sent

NCC – County Farms – 1st April 2009 County Farms Office Mike Grace has retired MCC will no longer be managing Council’s County Farms portfolio – NCC have still to decide what will happen with estate management.

Wales Council for Voluntary Action – May newsletter and Events leaflets - noted

Careers Wales – What’s on guide -noted

Public Services Ombudsman Wales - Notification that a complaint has been received by the Ombudsman and that it will be the subject of an investigation. The chair briefed the Council on the details of the complaint and stated that he had spoken with One Voice Wales who were going to assist with the reply. The chair asked for two Cllrs to assist with the drafting of a reply that had not been part of the original selection team. Cllrs Kennett and Sanders agreed to assist.

NCC – Agenda for Meeting NCC on 12th May 2009 - noted

Komplay – Brochure for children’s play equipment - noted

Clerks & Councils Direct magazine – May – Clerk

One Voice Wales – invitation to AGM Saturday 10th October 2009 – No Cllr attending

Rev Peter Hayler – Invitation to Inauguration Service at Magor Church Tuesday 2nd June 2009 – passed to Cllr

Woods

Veolia - confirming receipt of Application for Funding for Langstone Village Hall – Repairs

Veolia - confirming application had been forwarded to the regional panel for consideration and reviewed by the Board on 22nd July 2009.

The Chair asked that the Council formally record our thanks to Cllr Mogford.

Action SH

Cllr Woods left early due to feeling unwell at 2035 pm

7. Finance

(1) End of Year Accounts.

The Clerk, as Responsible Financial Officer (RFO), presented the end of year accounts to the meeting, which were duly examined and accepted by the Council and signed by the Chair and RFO.

Resolved

That this Council receives and approves the end of year Accounts for the Financial Year ended 31st March 2009 as presented by the RFO

(2) Donation to Village Hall

The Chair raised the fact that during the period October to March he had performed the Clerks duties without payment; hence the Council had made a saving of some £1800 on its wage bill during that period. He went onto suggest that he would like the Council to consider making a donation of £1500 to Charity, his favoured charity being the Langstone Village Hall by way of recognition of this fact. Following a short discussion, during which Cllrs Mogford, and Haycock took no part, having declared an Interest in that they were both members of the Langstone Village Hall Committee, this was agreed.

Resolved

That this Council will make a donation of £1500 to the Langstone Village Hall in recognition of the work undertaken by Cllr Henderson during the period Oct 2008 and March 2009 when he covered the Langstone Community Council Clerk’s duties.

(3) Services of LCC Clerk as Langstone Village Hall Booking Clerk

The Chair suggested that in order to save on administration and duplication the Council consider providing the services of the LCC Clerk to Langstone Village Hall as their Booking Clerk, at a monthly agreed rate to cover wages and sundry expenses rather than both organisations employing her separately. Following a discussion this was agreed along with the need to set up a Direct Debit for the payment of the Clerk’s wages once this agreement had been formalised.

Resolved

That this Council would agree a monthly rate payable by Langstone Village Hall to Langstone Community Council for the provision of the services of the Langstone Community Council Clerk as Booking Clerk for Langstone Village Hall.

Action AH/TH

(4) Authorisation of Payments

Resolved: That this Council authorises the following payments:

Chq No 000677 £140 SLCC Annual Membership/Clerks Training Pack – Working with your Council

Chq No 000678 £63.08 Mrs Hancock - Expenses - Stationary/office equipment

Chq No 000679 £18.00 Langstone Village Hall – Council Meeting Room – Jan/March

Chq No 000680 £6.68 Cllr Mogford – reimbursement for stamps

Chq No 000681 £100 H R Marshall – Internal Audit

Chq No 000682 £193.37 Clerk – Salary (with adjustment for tax, now on PAYE)

Action SH(5) Receipts

£228.75 received from Langstone Village Hall – repayment of Cleaner’s pay

Action SH

(6) VAT

The Clerks informed the Council that a claim had been submitted to HM Customs and Excise for the re-payment of £118.19 VAT

(7) Petty Cash

The Chair suggested that a system of Petty Cash be set up to facilitate the payment of small amounts and the purchase of sundries such as stamps etc. After a short discussion it was agreed that a sum of £50 be allocated to the Clerk for use as Petty Cash.

Resolved

That the Clerk be issued £50 to use as Petty Cash against receipt of small value purchases and payments.

Action SH

8. Vacancies for Community Councillors

The Clerk informed the Council that a valid request for an election to be held to fill the two vacancies for Langstone Ward had been received by the Electoral Registration Manager and that the Council would be notified as to what date the Bi-Election, if contested, will be held on in due course.

9. Annual Accounts

The RFO presented the Internal Auditors Report and The Annual return for the Year ended 31st March 2009 to the Council, both of which were examined and approved by the Council with Section 1, The Statement of Accounts and Section 2, Annual Governance Statement being signed by the Chair and RFO

Resolved:

That this Council receives and approves the Internal Auditors Report and The Annual return for the Year Ending March 31st 2009 as presented by the RFO.

10. Park End Play Area

(1) Park Maintenance – Ongoing meeting between Chair, Cllr Lane and NCC still to be arranged

Action SL/AH

(2) The meeting was informed of a number of minor nuisance incidents in the park and surrounding areas, and whilst Police could not take specific action, they had been informed and the incidents had been recorded.

(3) Insurance Claim – The Clerk updated the Council regarding information requested by the insurers.

11. Any Other Business

(1) Village Action Plan

Cllr Haycock informed the Council that he had taken the Village Action Plan as far as he could on his own and it was now time to have a meeting to discuss which Cllrs would take responsibility for moving individual actions forward. The Chair thanked Cllr Haycock for the work he had done so far and it was agreed that a meeting should be arranged before the next Community Council meeting and all Cllrs were requested to notify the clerk of dates they were not available to attend.

Action SH/All Cllrs

(2) Coed y Caerau Common

Cllr Mogford informed the Council that she was in talks with Gwent Wildlife Trust about adopting the common as this would provide access to funding which would be used to maintain the area properly.

Cllr Mogford invited members of the Council on a Bunker Walk that was being arranged for Thursday 4th June 2009, meeting at 7pm in the New Inn Car Park.

(3) Cllr Manship asked that the proposed Village Fete be put as an Agenda Item for the next meeting as Cllr Woods had wanted to raise the issue at tonight’s meeting, but had to leave before he was able to do so. Cllr Sanders supported this saying that if we were to go ahead with a Village Fete this year things needed to be put in place soon.

There being no other business the meeting was closed at 21.40 pm

The date of the next meeting is Monday 8th June 2009

Additional Information - not forming part of the Officail Minutes:

Previous Planning Applications – Decisions By NCC Planning Department

APPLICATION DETAILS

No: 09/0054 Ward: Langstone

Type: Full

Expiry Date: 02/06/2009

Applicant: MR HUGH SPENCE

Site: THE CAYO BARNS CHEPSTOW ROAD NEWPORT SOUTH WALES NP26 3AY

Proposal: SUB-DIVISION OF RESIDENTIAL BARN CONVERSION FROM ONE TO TWO RESIDENTIAL UNITS

DECISION

GRANTED WITH CONDITIONS

01 Prior to the first beneficial use of the property as two self contained units, the privacy screen between the two units shall be provided in accordance with full details which shall have been previously submitted to and approved in writing by the Local Planning Authority. The privacy screen shall be permanently maintained thereafter.

Reason: In the interests of residential amenity and to ensure the open character of the farmyard is preserved.

APPLICATION DETAILS

No: 09/0231 Ward: Langstone

Type: Discharge of Conditions

Expiry Date: 27/04/2009

Applicant: MONMOUTH ARCHAEOLOGY

Site: KEMEYS FARM BARNS KEMEYS MANOR HOUSE USK ROAD KEMEYS INFERIOR NEWPORT SOUTH WALES NP18 1JS

Proposal: PARTIAL DISCHARGE OF CONDITION 15 (ARCHAEOLOGY) ATTACHED TO PLANNING PERMISSION 02/0425 FOR THE CONVERSION OF EXISTING BARNS TO 3NO. DWELINGS

DECISION

APPROVED

APPLICATION DETAILS

No: 09/0339 Ward: Langstone

Type: Discharge of Conditions

Expiry Date: 28/05/2009

Applicant: MR S. LITTLE

Site: GLYN Y COED 6 WENTWOOD DRIVE LLANVACHES CALDICOT SOUTH WALES NP26 3BR

Proposal: PARTIAL DISCHARGE OF CONDITION 01 (MATERIALS) ATTACHED TO PLANNING PERMISSION 08/0921 FOR THE ERECTION OF EXTENSIONS AND DORMER WINDOWS.

DECISION

APPROVED

APPLICATION DETAILS

No: 09/0251 Ward: Langstone

Type: Full

Expiry Date: 06/05/2009

Applicant: MRS SANDRA FRIVET

Site: 24 PRIORY WAY LANGSTONE NEWPORT SOUTH WALES NP18 2JE

Proposal: CONVERSION OF GARAGE INTO LIVING ACCOMMODATION

DECISION

GRANTED WITH CONDITIONS

01 The external surfaces of the extension hereby permitted shall only be of materials to match those of the existing building.

Reason: To ensure the development is completed in a manner compatible with its surroundings.

02 Prior to the first beneficial use of the development hereby approved, the parking spaces shall be completed in accordance with the approved plans and shall be retained in that state thereafter.

Reason: To ensure adequate parking provision is retained in the interest of highway safety and residential amenity.