Go Safe in your community
Author: James Anderson
Vision Statement
Vision Statement Adopted by our Community Council on the 13th March 2023
- To Act as the grass roots of local democracy in an open manner, accessible to all.
- To work with and liaise with other agencies for the benefit of the community.
- To work with and liaise with community groups in the area for the benefit of all.
- To be a voice of the local needs to Government units.
- To preserve, develop and enhance the identity and environment of the area.
- To be proactive n providing new services as well as reactive in resolving community concerns.
Complaints Procedure
Mathern Community Council
Complaints Procedure
Adopted on 13th March 2023
1. Mathern Community Council is committed to providing a quality service for the benefit of the people who live or work in its area or are visitors to the locality. If you are dissatisfied with the standard of service you have received from this council, or are unhappy about an action or lack of action by this council, this Complaints Procedure sets out how you may complain to the council and how we shall try to resolve your complaint.
2. This Complaints Procedure applies to complaints about council administration and procedures and may include complaints about how council employees have dealt with your concerns.
3. This Complaints Procedure does not apply to:
3.1. complaints by one council employee against another council employee, or between a council employee and the council as employer. These matters are dealt with under the council’s disciplinary and grievance procedures.
3.2. complaints against councillors. Complaints against councillors are covered by the Code of Conduct for Members adopted by the Council and, if a complaint against a councillor is received by the council, it will be referred to the Standards Committee of Monmouthshire County Council. Further information on the process of dealing with complaints against councillors may be obtained from the Monitoring Officer of Monmouthshire County Council.
4. The appropriate time for influencing Council decision-making is by raising your concerns before the Council debates and votes on a matter. You may do this by writing to the Council in advance of the meeting at which the item is to be discussed. There may also be the opportunity to raise your concerns in the public participation section of Council meetings. If you are unhappy with a Council decision, you may raise your concerns with the Council, but Standing Orders prevent the Council from re-opening issue for six months from the date of the decision, unless there are exceptional grounds to consider this necessary and the special process set out in the Standing Orders is followed.
5. You may make your complaint about the council’s procedures or administration to the Clerk. You may do this in person, by phone, or by writing to or emailing the Clerk. The addresses and numbers are set out below.
6. Wherever possible, the Clerk will try to resolve your complaint immediately. If this is not possible, the Clerk will normally try to acknowledge your complaint within five working days, but please be aware that this is a part time post…
7. If you do not wish to report your complaint to the Clerk, you may make your complaint directly to the Chairman of the Council who will report your complaint to the Council.
8. The Council will investigate each complaint, obtaining further information as necessary from you and/or from staff or members of the Council.
9. The Clerk or the Chairman of the Council will notify you within 20 working days of the outcome of your complaint and of what action (if any) the Council proposes to take as a result of your complaint. (In exceptional cases the twenty working days timescale may have to be extended. If it is, you will be kept informed.)
10. If you are dissatisfied with the response to your complaint, you may ask for your complaint to be referred to the full Council and (usually within eight weeks) you will be notified in writing of the outcome of the review of your original complaint.
Contacts
Clerk to Mathern Community Council: Mrs Jane Kelley
Address: 3 Parklands, Mathern, Chepstow, Monmouthshire, NP16 6JL
Telephone: 01291 621031
E-mail: info@matherncc.co.uk
The Chair of Mathern Community Council: Councillor David Harris
Address: Orchard House Mathern Chepstow Monmouthshire, NP16 6JA
E Mail davidharris@matherncc.co.uk
Agenda March 2023
I hereby give notice that the next meeting of the Community Council will be held in Mathern Village Hall on 13th March 2023 at 7 pm. The business to be transacted is as set out in the agenda below.
Members of the public are invited to address the council between 7 pm and 7.15 pm.
Please contact the Clerk if you wish to attend remotely.
Mrs Jane Kelley
Clerk to the Council
Telephone: 01291 621031
AGENDA – 13th March 2023
71/22 PROCEDURAL ITEMS
(i) Public Comment
(ii) To receive monthly police report
(iii) Apologies
(iv) Declarations of Personal or Pecuniary interest
(v) Minutes of previous meeting
72/22 Finance
a) To consider approval of payments as per below;
b) Monthly Bank Reconciliation authorisation – Febuary 2023
c) Any Response External Audit Re-External Audit 2021/22
Receipts January/February
Date Payee Amount
24 01 2023 Rialtus (account annual fee) £374.99
31 01 2022 J Kelley (salary) £713.04
31 01 2022 Inland Revenue £178.20
31 01 2022 NI £ 30.55
06 02 2022 Stock It Ltd £ 56.40
10 02 2022 Merlin Waste £ 84.50
73/22 PROGRESS REPORT ON ACTIONS FROM LAST MEETING
Responses to queries raised at previous meetings
a) Any update MCC re Palace Farm activities
b) Update Welsh Water Meeting re Mounton Meadows
c) Mathern Directory progress
d) Budget Meeting MCC 9th March 2023 – any future consultation
74/22 HIGHWAYS/FOOTPATHS
a) Footpaths project – C Wheeler
b) Any other issues to be reported to MCC
75/22 COUNCILLORS’ REPORTS/CLERKS REPORT
a. O.V W.
b. Defibrillator – Monthly Checking’s
c. County Cllrs Report
d. Update policies Draft Biodiversity Statement – IT Policy Stress Management
e. Finance and Governance toolkit for Community Draft Vision Statement
f. HR – Clerks DSE Risk assessment completed
76/22 PLANNING APPLICATIONS – Plus any applications received after Agenda is issued.
a) New applications –
i. DM/2023/00306 This Old Builders Yard – Conversion and extension of an uninsulated out-build to form ancillary accommodation to serve the main dwelling
b) Decisions and Appeals – None
c) Enforcement – None
I hereby give notice that the next meeting of the Community Council will be held in Mathern Village Hall on 13th March 2023 at 7 pm. The business to be transacted is as set out in the agenda below.
Members of the public are invited to address the council between 7 pm and 7.15 pm.
Please contact the Clerk if you wish to attend remotely.
Mrs Jane Kelley
Clerk to the Council
Telephone: 01291 621031
AGENDA – 13th March 2023
71/22 PROCEDURAL ITEMS
- Public Comment
- To receive monthly police report
- Apologies
- Declarations of Personal or Pecuniary interest
- Minutes of previous meeting
72/22 Finance
- To consider approval of payments as per below;
- Monthly Bank Reconciliation authorisation – Febuary 2023
- Any Response External Audit Re-External Audit 2021/22
Receipts January/February
Date Payee Amount
24 01 2023 Rialtus (account annual fee) £374.99
31 01 2022 J Kelley (salary) £713.04
31 01 2022 Inland Revenue £178.20
31 01 2022 NI £ 30.55
06 02 2022 Stock It Ltd £ 56.40
10 02 2022 Merlin Waste £ 84.50
73/22 PROGRESS REPORT ON ACTIONS FROM LAST MEETING
Responses to queries raised at previous meetings
- Any update MCC re Palace Farm activities
- Update Welsh Water Meeting re Mounton Meadows
- Mathern Directory progress
- Budget Meeting MCC 9th March 2023 – any future consultation
74/22 HIGHWAYS/FOOTPATHS
- Footpaths project – C Wheeler
- Any other issues to be reported to MCC
75/22 COUNCILLORS’ REPORTS/CLERKS REPORT
a. O.V W.
b. Defibrillator – Monthly Checking’s
c. County Cllrs Report
d. Update policies Draft Biodiversity Statement – IT Policy Stress Management
e. Finance and Governance toolkit for Community Draft Vision Statement
f. HR – Clerks DSE Risk assessment completed
76/22 PLANNING APPLICATIONS – Plus any applications received after Agenda is issued.
- New applications –
- DM/2023/00306 This Old Builders Yard – Conversion and extension of an uninsulated outbuild to form ancillary accommodation to serve the main dwelling
- Decisions and Appeals – None
- Enforcement – None
77/22 CORRESPONDENCE AND FORTHCOMING MEETINGS
14 02 2023 Draft Vision Statement Cllr M Sidwell
14 02 2023 Rhewll and 2 Request for update on grants given
14 02 2023 Request for old school records from a public member
15 02 2023 Details needed re budget meeting re school transport
16 02 2023 Copy of response villager re draft budget changes
16 02 2023 Planning Wales – Planning event – invitation 23 02 2023
16 02 2023 Ty Hyfon grant request
17 02 2023 MCC response to Clerk H Pearson re speaking at budget meetings 2nd and 9th Match
17 02 2023 Vacancy Clerk at Wentwood C C
19 02 2023 Response Governor Dell re Draft Budget cuts
20 02 2023 Section 6 Report update OVW
20 02 2023 OVW training list for March
21 02 2023 Open spaces protection order dog controls in Monmo9uthhsire
23 02 2023 Agreed Timesheet Cllr C Ovenden Clerk
- Coffee Morning 1st April 2023
- Topics to be agreed suggested Coronation Orchard
- Litter picking
- Community plan (speaker)
- Effect of budget changes and any future consultations.
78/22 OTHER MATTERS FOR DISCUSSION
- Development flooding and coastal erosion (TAN 15) consultation to be completed 17 04 2023
- Community Resilience – Climate Emergency
- Items for Website – Cllr J Anderson
- Return of Councillor Allowance forms
79/22 PROJECTS AWAITING COMPLETION
- Installation of new defibrillator at Village Hall.
- Installation of community litter picking equipment
80/22 DATE OF NEXT MEETING
Note April meeting 17th April due to Easter Monday on 10th April 2023.
14 02 2023 Draft Vision Statement Cllr M Sidwell
14 02 2023 Rhewll and 2 Request for update on grants given
14 02 2023 Request for old school records from a public member
15 02 2023 Details needed re budget meeting re school transport
16 02 2023 Copy of response villager re draft budget changes
16 02 2023 Planning Wales – Planning event – invitation 23 02 2023
16 02 2023 Ty Hyfon grant request
17 02 2023 MCC response to Clerk H Pearson re speaking at budget meetings 2nd and 9th Match
17 02 2023 Vacancy Clerk at Wentwood C C
19 02 2023 Response Governor Dell re Draft Budget cuts
20 02 2023 Section 6 Report update OVW
20 02 2023 OVW training list for March
21 02 2023 Open spaces protection order dog controls in monmo9uthhsire
23 02 2023 Agreed Timesheet Cllr C Ovenden Clerk
a) Coffee Morning 1st April 2023
b) Topics to be agreed suggested Coronation Orchard
c) Litter picking
d) Community plan (speaker)
e) Effect of budget changes and any future consultations.
78/22 OTHER MATTERS FOR DISCUSSION
- Development flooding and coastal erosion (TAN 15) consultation to be completed 17 04 2023
- Community Resilience – Climate Emergency
- Items for Website – Cllr J Anderson
- Return of Councillor Allowance forms
79/22 PROJECTS AWAITING COMPLETION
- Installation of new defibrillator at Village Hall.
- Installation of community litter picking equipment
80/22 DATE OF NEXT MEETING
Next Meeting 17th April 2023
Note April meeting 17th April due to Easter Monday on 10th April 2023.
Agenda Feb 2023
I hereby give notice that the next meeting of the Community Council will be held in Mathern Village Hall on 13th February 2023 at 7 pm. The business to be transacted is as set out in the agenda below.
Members of the public are invited to address the council between 7 pm and 7.15 pm.
Please contact the Clerk if you wish to attend remotely.
Mrs Jane Kelley
Clerk to the Council
Telephone: 01291 621031
AGENDA – February 2023
61/22 PROCEDURAL ITEMS
(i) Public Comment
(ii) To receive monthly police report
(iii) Apologies
(iv) Declarations of Personal or Pecuniary interest
(v) Minutes of previous meeting
62/22 Finance
a) To consider approval of payments as per below;
b) Monthly Bank Reconciliation authorisation – December 2022
c) Any Response External Audit Re-External Audit 2021/22
d) Grant Applications
e) Review spending to budget – analysis forms attached
Receipts January/February
£
24 01 2023 Rialtus (account annual fee) 374.99
31 01 2022 J Kelley (salary) 713.04
31 01 2022 Inland Revenue 178.20
31 01 2022 NI 30.55
06 02 2022 Stock It Ltd 56.40
10 02 2022 Merlin Waste 84.50
63/22 PROGRESS REPORT ON ACTIONS FROM LAST MEETING
Responses to queries raised at previous meetings
a) Response Merlin Waste re-signed new contract for dog waste collection tenders
b) Any update MCC re Palace Farm activities
c) Update Welsh Water Meeting re Mounton Meadows
d) Cost of Community Plan.
e) Mathern Directory progress
64/22 HIGHWAYS/FOOTPATHS
a) Footpaths project – C Wheeler
b) Dropped kerb at Step a Side
c) Correct new speed signage
d) Any other issues to be reported to MCC
65/22 COUNCILLORS’ REPORTS/CLERKS REPORT
a. O.V W.
b. Defibrillator – Monthly Checking’s
c. County Cllrs Report
d. Draft Biodiversity Statement
e. Finance and Governance toolkit for Community Councils
f. Forms for completion Cllrs allowances.
g. New Finance and Governance Toolkit for Community Councils
66/22 PLANNING APPLICATIONS
Plus any applications received after Agenda is issued.
a) New applications –
a. DM/2023/00056 St Tewdrics House – Additional accommodation for the existing wedding venue in the form of two new single storey timber chalet style buildings with associated park-ing.
b) Decisions and Appeals –
c) Enforcement –
67/22 CORRESPONDENCE AND FORTHCOMING MEETINGS
17 01 2023 Confirmation of signed contract from Merlin Waste
17 01 2023 OVW Historic Environment and climate change work in Wales.
18 01 2023 Invoice Rialtas Accounts £374.99
19 01 2023 Request for written support for application for social housing
19 01 2023 MCC response to RDLP from Mathern CC
19 01 2023 MCC update road closure A466 for tree work
20 01 2023 Report to MCC re sewage gates blockage
20 01 2023 MCC re consultation Events Budget – Updated on Website and community site
23 01 2023 OVW Training dates
26 01 2023 Confirmation MCC precept 23225.00
30 01 2023 Advise on tool kit OVW
30 01 2023 Police notification of increase theft on heating oil in area.
31 01 2023 OVW Consultation development flooding and coastal erosion by 17 04 2023
31 01 2023 Cancellation of Teams meeting by Welsh Water – new date to be confirmed.
01 02 2023 Stock It invoice £55.20
01 02 2023 Invoice D Hitchmough work to War Memorial – to be agreed for payment
01 02 2023 OVW Advise re Cllrs allowance for 2022/2023
02 02 2023 Enforcement list MCC
03 02 2023 SLCC Bulletin
03 02 2023 OVW Public update of defibrillation
03 02 2023 OVW Consultation on outdoor Education
03 02 2023 OVW Ministerial review of play report
Coffee Morning 1st April 2023
Welsh Water teams meeting date to be confirmed
68/22 OTHER MATTERS FOR DISCUSSION
- Community Resilience – Climate Emergency
- Coronation Celebrations
- Items for Website – Cllr J Anderson
69/22 PROJECTS AWAITING COMPLETION
- Installation of new defibrillator at Village Hall.
- Installation of community litter picking equipment
70/22 DATE OF NEXT MEETING
Next Meeting 13th March 2023
Note April meeting 17th April due to Easter Monday on 10th April 2023.
Road Closure A466
Just a quick update on the planned road closure of the A466 from Monday.
Due to a sinkhole appearing in Welsh Street Chepstow, we are delaying the start of the work until this can be properly investigated on Monday and we have a clear idea of any possible conflict of road works.
The Monmouthshire Council aim to start as soon as possible after Wednesday subject to the investigation of the sink hole.
Agenda Jan 2023
I hereby give notice that the next meeting of the Community Council will be held in Mathern Village Hall on 16th January 2023 at 7 pm. The business to be transacted is as set out in the agenda below.
Members of the public are invited to address the council between 7 pm and 7.15 pm.
Please contact the Clerk if you wish to attend remotely.
Mrs Jane Kelley
Clerk to the Council
Telephone: 01291 621031
AGENDA – January 2023
51/22 PROCEDURAL ITEMS
(i) Public Comment
(ii) To receive monthly police report
(iii) Apologies
(iv) Declarations of Personal or Pecuniary interest
(v) Minutes of previous meeting
52/22 Finance
a) To consider approval of payments as per below;
b) Monthly Bank Reconciliation authorisation – December 2022
c) Any Response External Audit
d) Set Precept 2023/2024 consideration for more road sweeping cost for three villages.
Receipts December/January
Precept Receipt MCC £7567.00 20 12 2
06 12 2022 Stock it Ltd £56.40
12 12 2022 Smart pensions £336.97
12 12 2022 Merlin Waste £84.50
21 12 2022 Bank Charges £5.40
30 12 2022 J Kelley (salary) £610.50
30 12 2022 PAYE £163.49
09 01 2023 J Kelley (Telephone) £55.99
09 01 2023 Mathern Village Hall £34.00
53/22 PROGRESS REPORT ON ACTIONS FROM LAST MEETING
Responses to queries raised at previous meetings
a) Response Merlin Waste re-signed new contract for dog waste collection tenders
b) Any update MCC re Palace Farm activities
c) Update Welsh Water Meeting re Mounton Meadows
d) Viability of individual vocational groups
e) Christmas tree donation for cherry picker
f) Cost of Community Plan.
g) Cost of Clerks interest/Telephone contract with BT.
h) Quote for replacement slab at War Memorial
54/22 HIGHWAYS/FOOTPATHS
a. Footpaths project – C Wheeler
b. Dropped kerb at Step a Side chased.
c. Blocked drain at Pwllmeryic notified by villager –
55/22 COUNCILLORS’ REPORTS/CLERKS REPORT
a. V W.
b. Defibrillator – Monthly Checking’s –
c. County Cllrs Report
d. Draft Biodiversity Statement
56/22 PLANNING APPLICATIONS – Plus any applications received after Agenda is issued.
a. New applications
b. Decisions and Appeals
c. Enforcement –
57/22 CORRESPONDENCE AND FORTHCOMING MEETINGS
13 11 2022 Police Report
13 11 2022 Dell Governor confirmation Sally Ashby Chepstow Town Council.
15 11 2022 MMVB confirmation we can loan the litter grabbers and rings
15 11 2022 OVW finance and governance toolkit information
16 11 2022 Welsh Government Section 137 limits 2023/24
17 11 2022 MCC Planning DM/2022/01627
17 11 2022 OVW council tax consultation
17 11 2022 MCC response M Phillips re training plan
23 11 2022 Confirmation pension regulator re-declaration completed
23 11 2022 Dog Waste draft new contact to be completed and sent to Merlin Waste Submitted – 14 12 2022
30 11 2022 Dropped kerb chased Step aside reference 14191781
30 11 2022 MCC Planning DM/2022/01670
01 12 2022 Stock-it invoice £56.40
01 12 2022 Merlin invoice £84.50
01 12 2022 MCC re replacement development plan 2018 – 2033
06 12 2022 Contract awarded 20-mile scheme
06 12 2022 MCC RLDP information
06 12 2022 MCC Planning DM/2022/01709
08 12 2022 MCC enforcement list
09 12 2022 MCC electoral role
15 12 2022 Mathern Village Hall information on table and chair stacking
16 12 2022 OVW Training
16 12 2022 Ash die back A466 closures
30 12 2022 Invoice Mathern Village Hall £34.50
30 12 2022 Stock-It Invoice £56.20
01 01 2023 G Page pictures sewerage Mounton Brook circulated
03 01 2023 Merlin Waste Invoice £84.50
03 01 2023 Welsh Water meeting cancelled 16 01 2023
Open reach response re fibre optic in Mathern should be available End 2023
58/22 OTHER MATTERS FOR DISCUSSION
a. Community Resilience – Climate Emergency
b. Items for Website – Cllr J Anderson
c. Date for Spring Coffee Morning
d. Litter picking equipment
59/22 PROJECTS AWAITING COMPLETION
Installation of new defibrillator at Village Hall.
60/22 DATE OF NEXT MEETING:
Next Meeting 13th February 2023
Agenda November 2022
I hereby give notice that the next meeting of the Community Council will be held in Mathern Village Hall on 14th November 2022 at 7 pm. The business to be transacted is as set out in the agenda below. Members of the public are invited to address the council between 7 pm and 7.15 pm. Please contact the Clerk if you wish to attend remotely.
Clerk: – 7th No-vember 2022
Mrs JANE KELLEY,
3 PARKLANDS,
MATHERN,
CHEPSTOW,
MONMOUTHSHIRE.
NP16 6JL
Telephone 01291 621031
AGENDA
41/22 Procedural Items: –
- Public Comment
- To receive monthly police report –
- Apologies
- Declarations of Personal or Pecuniary interest
- Minutes of previous meeting
42/22 Finance -:
a) To consider approval of payments as per below
b) Monthly Bank Reconciliation authorisation September 2022
c) Any Response External Audit. Response re Internal Auditor 2022/2023
d) Set three-year forecast.
e) In accordance with the Public Bodies (Admission to Meetings) Act 1960 it is proposed that in relation to the next item of business, the press and the public be excluded from the meeting by reason of the confidential nature of the business to be transacted
f) Update Clerks contract – HR issues re discussion with OVW Clerks’ evaluation of Contract review following internal audit (documents attached)
g) NALC National Salary Award
Receipts:: – None
Payments
Date Description Payment
14 10 2022 Mt T Bryant (Mounton Village Mowing £112.50
24 10 2022 R B L (British Legion Wreath) £35.00
30 10 2022 Inland Revenue only (PAYE & NI Clerk) £144.40
30 10 2022 Jane Kelly (Clerk Salary) £577.83
30 10 2022 Smart Pension (Smart Pension) £111.11
30 06 2022 Inland Revenue Only £142.14
05 11 2022 Mathern Village Hall Rent £15.00
07 11 2022 Stock IT (Hosting and Registration cost annual £90.00
43/22 PROGRESS REPORT ON ACTIONS FROM LAST MEETING: –
Responses to queries raised at previous meetings
a) Response MCC re: Dog waste collection tenders
b) Any update MCC re: Palace Farm activities
c) Update Welsh Water Meeting re: Mounton Meadows
44/22 HIGHWAYS/FOOTPATHS
1) Footpaths project – C Wheeler
2) Work War Memorial
45/22 COUNCILLORS’ REPORTS/CLERKS REPORT
a) O V W.
b) Defibrillator – Monthly Checking’s
c) County Cllrs Report Advise on revised LDP re Press release: Council proposes sites for pioneering housing development press release 4th November 2022.
d) Risk assessments
46/22 PLANNING APPLICATIONS – Plus any applications received after Agenda is issued.
- New applications: – DM/2022/01155 – Hybrid application comprising full planning for the erection of a roadside facility Land at Newhouse Farm Industrial Estate.
- Decisions and Appeals – None
- Enforcement – None
47/22 CORRESPONDENCE AND FORTHCOMING MEETINGS
E-Mails: –
04 10 2022 OVW Joint conference bookings 9 10 22 – Clerk unable to attend
05 10 2022 Transforming Chepstow plan consultation 12 10 2022
05 10 2022 M Hand MCC update 20 miles speed Mathern Tender given
06 10 2022 MCC Dog Fouling stickers – Bags £47.20 per box 1000
06 10 2022 Independent remuneration panel for Wales draft report
07 10 2022 MCC Enforcement list
07 10 2022 Planning Aid Wales – Training dates
07 10 2022 MCC Public space protection
11 10 2022 Rialtas Sale
11 10 2022 MCC Drainage CCTV survey results
11 10 2022 Re 14191781 Re dropped kerb Step aside – Clerk chasing officer to investigate and confirm outcome.
12 10 2022 MCC T Arnold re accessible footpaths
12 10 2022 Police report
12 10 2022 MCC advise 2 bids in re empty dog bins still no decision due to not enough details.
14 10 2022 OVW independent Renumeration Panel draft Report
14 10 2022 British red cross grant scheme for veterans and families
17 10 2022 Invoice Mounton Mowing £115.50 Paid Bacs
17 10 2022 MCC Copy of dog waste tender
18 10 2022 OVW Training list
18 10 2022 Service of remembrance acknowledgement guides
18 10 2022 MCC notes re give dog fouling the red card
19 10 2022 Reminder OVW/SLCC joint conference
19 10 2022 C Wheeler works required at war memorial
19 10 2022 D Davies Re petition Co until tax rise
19 10 2022 Albert goodman note annual service charges cancelled now annual governance report every 3 years
19 10 2022 Smart pension login confirmation clerk
20 10 2022 OVW Biodiversity conference 27 10 2022 10 till 4pm
21 10 2022 Smart pension reset password.
21 10 2022 MCC notification service request 15470792
24 10 2022 Welsh Water Update Meeting
24 10 2022 Pension Upload confirmation
24 10 2022 War Memorial issues groundwork
26 10 2022 Missing defib mouton House school
28 10 2022 MCC Notification service request 15532787
31 10 2022 O V W Welsh government fuel support
31 10 2022 O V W War memorial workshop
31 10 2022 Invoice Merlin Waste Aug/Sep/Octo
31 10 2022 MCC EIA Consultation
01 11 2022 Stock It invoices £90.00 annual hosting fee – paid 07 11 2022
01 11 2022 Stock It invoices monthly 56.40 licenses fees
01 11 2022 Impact citizens advise statement
02 11 2022 invoice village hall rent paid 05 11 2022
02 11 2022 OVW new salary scale NALC – backdated to 01 04 2022
03 11 2022 MCC enforcement list Meeting Via Zoom Welsh Water 16th January 2023 at 11pm
48/22 OTHER MATTERS FOR DISCUSSION
- Community Resilience – Climate Emergency
- Items for Website – Cllr J Anderson
- Service Reembrace Sunday 13th November 10:15
49/22 PROJECTS AWAITING COMPLETION
a) Response from application for a third defib to be sited at the village hall –
b) CC to purchase cabinet if the application is successful.
c) MCC to install and implement 20 MPH through villages
d) Update Walker Leaflets
50/22 DATE OF NEXT MEETING: –
Next Meeting Finance meeting date to be confirmed.
Agenda Oct 2022
I hereby give notice that the next meeting of the Community Council will be held in Mathern Village Hall on 10th October 2022 at 7 pm. The business to be transacted is as set out in the agenda below. Members of the public are invited to address the council between 7 pm and 7.15 pm. Please contact the Clerk if you wish to attend remotely.
Clerk: –
Mrs JANE KELLEY,
3 PARKLANDS,
MATHERN,
CHEPSTOW,
MONMOUTHSHIRE.
NP16 6JL
Telephone 01291 621031
31/22 Procedural Items
- Public Comment
- To receive monthly police report
- Apologies
- Declarations of Personal or Pecuniary interest
- Minutes of previous meeting
32/22 Finance
- To consider approval of payments as per below
- Monthly Bank Reconciliation Authorisation June/July and August 2022
- External Audit. Select Internal Audit 2022/2023
- Update Clerks contract – Pension regulator
- Budget spending – analysis attached
- Financial Regulations update as required
Receipts: August / September: – None
| Date | Description | Payment |
Payments: August / September
| Date | Description | Payment |
| 13 08 2022 | J Harris (engravement of cup best garden) | £ 36.50 |
| 15 08 2022 | J Kelly (Postage) | £ 7.65 |
| 15 08 2022 | Stock IT Ltd (Security on PC and Laptop) | £ 40.00 |
| 15 08 2022 | J Kelly (Milage to deliver audit papers) | £ 28.80 |
| 01 09 2022 | Merlin Waste (Dog Waste collection) | £ 84.50 |
| 01 09 2022 | Stock IT Ltd (Monthly License) | £ 56.40 |
| 05 09 2022 | Mathern Village Hall (Rent July 2022) | £ 15.00 |
| 13 09 2022 | J Kelly Telephone and Internet | £ 61.65 |
| 13 09 2022 | Mathern Village Hall rent for June/July 2022 | £ 30.00 |
| 13 09 2022 | J Kelly Postage | £ 11.40 |
| 13 09 2022 | Wales Audit Office Audit 2021/22 | £369.00 |
| 29 09 2022 | J Kelly Salary | £499.83 |
| 29 09 2022 | Inland Revenue | £124.80 |
| 03 10 2022 | Viking | £ 63.28 |
| 06 10 2022 | Stock It Ltd | £ 56.40 |
| 06 10 2022 | Merlins Waste | £ 84.50 |
| 10 10 2022 | J Kelly | £200.00 |
33/22 PROGRESS REPORT ON ACTIONS FROM LAST MEETING
Responses to queries raised at previous meetings
- Update Speed Watch – Mathern Village – signage pending 20 mph speed reduction update.
- Update Walks Leaflets
- Response MCC re-sign clearance in Community.
- Any update MCC re Palace Farm activities
- Response The Dell re Governors Post
34/22 HIGHWAYS/FOOTPATHS
- Footpaths project – C Wheeler
- Drains Mathern Lane (Barn Lane)
- Culvert Birdwood Gardens houses rear of Mathern Athletic Club ground
35/22 COUNCILLORS’ REPORTS/CLERKS REPORT
- O V W. Rota Next Meeting. Next Meeting 20th October 2022 19:00 – 22:00
- Defibrillator – Monthly Checks: – Battery changed at the Millers Arms August 2022
- Best kept garden competition as seen from the road. Cllrs S Stevens and Cllr J Harris
- County Cllrs Report
36/22 PLANNING APPLICATIONS – Plus any applications received after Agenda is issued.
New applications: –
- DM/2022/01327 – The Glyn – Relocation of previously approved standalone Bat House to the east of the dwelling/ No changes to previously approved extensions to the dwellinghouse via DM/2021/01877 and DM/2022/00986 – DM/2022/01280 – 14 Birdwood Gardens – Second Storey extension over garage
- DM/2022/01319 Barnette Cottage – Garage/farm office (including area for worker to sleep)
- DM/2022/01155 – Land at Newhouse Farm Industrial Estate – Erection of a roadside facility comprising PRS 2no drive thru unit and associated – Outline application for storage and distribution/logistics or industrial/manufacturing floor space and associated development B2/B8 use class.
- DM/2022/00495 – Mathern palace – Conversion of an existing three bed unit into two dwellings for the use of holiday lets. Demolish existing single storey extension and replace with new. Enlarge opening to one side elevation.
- DM/2022/01399 5 Hayesgate Lane – non material amendment to planning decision DC/2017/01073
Decisions and Appeals: – None
Enforcement: – None
37/22 CORRESPONDENCE AND FORTHCOMING MEETINGS
E-Mails: –
12 07 2022 Reply P Bradon – possible internal audit
13 07 2022 Welsh Government consultation a fairer council tax consultation
13 07 2022 OVW – Cadu Grants
15 07 2022 Welsh Government Survey forwarded by Louise
18 07 2022 OVW vacancy Clerk Pontypridd
18 07 2022 OVW Vacancy Clerk Ponthir CC
18 07 2022 OVW Vacancy Clerk Rogiet and Magor
19 07 2022 Planning delegated Panel – Pwllmeryic Petrol Station
19 07 2022 MCC Holding letter Re Palace Farm
20 07 2022 Innovative Practice conference notification 14 09 2022 Booking forms
22 07 2022 L Brown request for meeting date for Welsh water re Pwllmeyric
22 07 2022 Cllrs Harris/Stevens advise on winners of best garden completion
25 07 2022 Invoice Stock It Ltd £56.40 August
01 08 2022 Invoice Merlin Waste invoice August £84.50
03 08 2022 MCC Consultation traffic regulation 2019 order 5
03 08 2022 OVW Training August
03 08 2022 MCC Missing defibrillator when Mounton house school closed
05 08 2022 MCC enforcement lists open/closed
08 08 2022 Stock it advises to clerk re printer error
09 08 2022 Wales Audit advise on where papers to be posted to – Cardiff
10 08 2022 OVW Training update
12 08 2022 OVW the section of biodiversity and eco system resilience duty
12 08 2022 Wales Audit office advise on where full audit to be sent (Clerk delivered to Cardiff)
16 08 2022 Stock it invoices update Norton security on desktop and laptop £40.00
18 08 2022 Consultation on Welsh Audit fees
18 08 2022 MCC service requests updated 14866750 14866745
20 08 2022 Pension advise payment needed early due to holidays – submitted Monday 22. 08 2022
20 08 2022 Wales Audit Office Invoice 2021/22 £369.00 a high increase from last year I am investigating with OVW why such a high increase. I
23 08 2022 Completed Risk assessments Mathern
24 08 2022 OVW Spinal point information
25 08 2022 MCC Advise notification of planning applications MCC Planning
26 08 2022 MCC Update rear 9of Birdwood gardens highways/drainage
26 08 2022 MCC Highways completed proforma July
01 09 2022 Stock It Ltd Invoice £56.40
01 09 2022 Merlin Waste Invoice £84.50
01 09 2022 MCC enforcement list open /closed
02 09 2022 OVW Training list September
05 09 2022 National highways update
06 09 2022 Wales Audit request or Electoral numbers
06 09 2022 Aneurin Bevan – request for details of where Mounton House donated defib has gone
07 09 2022 Albert Goodman details re pending governance and annual charges re clerks’ pension
07 09 2022 MCC confirmation dog waste bin tender deadline 13 09 2022
07 09 2022 MCC temporary road closure Track along side St Tewdrics Church
07 09 2022 OVW update operation London Bridge
09 09 2022 OVW Advert vacancy Abergavenny Clerk
09 09 2022 MCC delegated panel – dean Animal sanctuary 14 09 2022
09 09 2022 Wales in Bloom Update – won gold in our class
12 09 2022 OVW Government guidelines with mourning
12 09 2022 C Wheeler request to purchase 6 shrubs for War Memorial – Cllrs Emailed agreed to a maximum of £180.00
12 09 2022 C Wheeler Request for an update re footpaths – none received from MCC
14 09 2022 Planning Applications DM/2022/01391DM/2022/1280 DM/2022/01155 DM/2022?01327
15 09 2022 MCC re arranged CCTV camera check drains re Birdwood Gardens
15 09 2022 Welsh Water confirmation meeting Monday 24th October 11 am
21 09 2022 Receipt Annual return of Councillors expenses – proforma MIL
21 09 2022 Update Training OVW
26 09 2022 Receipt Pension for September A Baker
27 09 2022 Invoice Viking stationery £63.28
27 09 2022 Welsh government funding for defib – application submitted for one more unit Village Hall – cabinet to be funded by Mathern C C
27 09 2022 PVW – Meeting clarified 20 10 2022 7pm zoom
30 09 2022 Clarity of time-of-service Remembrance Day – J White
30 09 2022 Clarity Guides will be attending the service 13 11 2022
30 09 2022 Villages in Bloom – notice planting day 09 10 2022
01 10 2022 Stock it Invoice – £56.40
02 10 2022 Merlin Waste Invoice £84.50
03 10 2022 Give Dog Fouling the red card – tender for dog waste – advised back to companies for Clarity
39/22 Other Matters FOR DISCUSSSION
- Community Resilience – Climate Emergency
- Items for Website – Cllr J Anderson
- Service of remembrance Sunday 13th November 10:15
39/22 PROJECTS AWAITING COMPLETION
Response from application for a third defib to be sited at the village hall – CC to purchase cabinet if the application is successful.
30/22 DATE OF NEXT MEETING
Next meeting Village Hall 14th November Mathern Village 2022
Agenda September 2022
The next meeting of the Mathern Community Council due to be held at the Mathern Village Hall on 12th September is cancelled, in show of respect to HM Queen Elizabeth II passing on Thursday 8th September 2022.
Clerk: – Mrs Jane Kelley