Author: James Anderson

I hereby give notice that the next meeting of the Community Council will be held in Mathern Village Hall on 11th July 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: – 4th July 2022

Mrs JANE KELLEY,
3 PARKLANDS,
MATHERN,
CHEPSTOW,
MONMOUTHSHIRE.
NP16 6JL
Telephone 01291 621031

AGENDA

21/22 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

22/22 Finance -:

a) To consider approval of payments as per below
b) Monthly Bank Reconciliation authorisation April 2022
c) Initial Internal Audit. Awaiting External correspondence on where papers need to be delivered to
d) Amendment to Financial Regulations re issue of Cheques review following internal audit (internal audit attached)
e) Clerks’ evaluation of Contract review following internal audit (documents attached)
f) Application – One from MMPVB at time of agenda going out.

Receipts: June / July: – None

Date Description Payment

Payments

Date Description Payment
13 06 2022 J Kelley Internet Telephone £60.65
14 06 2022 Mathern Village Hall Rent £15.00
21 06 2022 Bank Charges £ 5.00
22 06 2022 War Memorial Garden £ 163.80
30 06 2022 J Kelley £ 561.30
30 06 2022 Inland Revenue Only £ 142.14
03 07 2022 Stock It – annual license £ 54.00
03 07 2022 Mathern Athletic Club. Grant Agreed benches 50% maximum £500.00 £ 500.00
11 07 2022 A Fry Internal Audit £ 450.00
11 07 2022 J Kelley Internet /phone £

23/22 PROGRESS REPORT ON ACTIONS FROM LAST MEETING: –

Responses to queries raised at previous meetings

a) Update Speed Watch – Mathern Village – pending 20 mph speed reduction update.
b) Update Walks Leaflets
c) Response MCC re-sign clearance in Community.
d) Any update MCC re Palace Farm activities
e) Response The Dell re Governors post re advertising in Village.
f) Response MCC re rota of grass cutting /verges/ vegetation in highway.

24/221 HIGHWAYS/FOOTPATHS

1) Footpaths project – C Wheeler
2) Drains Mathern Lane (Barn Lane)

25/22 COUNCILLORS’ REPORTS/CLERKS REPORT

a) O V W. Rota Next Meeting 7 7 2022 7pm via zoom
b) Defibrillator – Monthly Checking’s –
c) Best Kept Garden competition as seen from the road. Cllrs S Stevens and Cllr J Harris
d) County Cllrs Report
e) Risk assessments

26/22 PLANNING APPLICATIONS – Plus any applications received after Agenda is is-sued.
a. New applications: –
DM/2022/00791 – Church Cottage Mounton CAC – A replacement dwelling is proposed at Church Cottage to prevent the future risk of flooding of the dwelling. The scheme will in-volve demolition of the existing dwelling
b. Decisions and Appeals –
c. Enforcement –
Palace Farm Track DM/2020/01724 – Noncompliant construction

27/22 CORRESPONDENCE AND FORTHCOMING MEETINGS

E-Mails: –

13 06 2022 Invoice rent Village Hall Paid £15.00
15 06 2022 OVW The Finance and Governance toolkit
15 06 2022 MCC confirmation verge cutting, sweeper for Wales in Bloom judging
15 06 2022 OVW Meeting Agenda 07 07 22
16 06 2022 Welsh Government re High Beech roundabout update
16 06 2022 MCC Receipt of Highways issues
16 06 2022 MCC Planning DM/2022/00791 Church Cottage Mounton
17 06 2022 Reply Audit Office re invoice and drop off for last years accounts
21 06 2022 MCC reply re vegetation in highways
22 06 2022 Invoice re War Memorial Work £163.80 Paid
23 06 2022 MCC Boardwalks work completed
23 06 2022 Invoice Merlin Waste £84.50
23 06 2022 MCC response grass cutting cycle
29 06 2022 Clerk enquire to OVW re electors’ rights whilst accounts with external auditor
29 06 2022 Receipt Mathern Athletic Club re benches Grant Paid 03072022 £500.00
29 06 2022 Enquiry Eddie Parry Plaque
30 06 2022 Invoice stock it £54.00 renewal of license paid 03 07 2022
30 06 2022 MCC closure of enforcement re Mathern Fisheries
01 07 2022 Invoice Stock it Monthly £56.40 paid via S/O
07 07 2022 Internal Audit papers and invoice £450.00 to be paid 11 07 2022
01 07 2022 New and Closed Enforcement list MCC
02 07 2022 invoice Merlin Waste collection of bins monthly £84.50 Paid via S/O

28/22 OTHER MATTERS FOR DISCUSSION
a. Community Resilience – Climate Emergency
b. Items for Website – Cllr J Anderson
c. Exercise of electors rights 4th July 2022
d. Dell School Governors advert closing date 11 07 2022

29/22 PROJECTS AWAITING COMPLETION
a. Archive to Ebbw Vale. – Old School Records

30/22 DATE OF NEXT MEETING: –

No Meeting in August – Next Meeting 12th September 2022 Mathern Village Hall – 7pm

MATHERN COMMUNITY COUNCIL

I hereby give notice that the Annual Community meeting will be held in Mathern Village Hall on Monday, 9^th May 2022 at 7pm.

28^th April 2022

Clerk Jane Kelley

3 Parklands , Mathern, Nr Chepstow, Monmouthshire NP16 6JL

Tele: – 012910621031

Clerk: – Mrs Jane Kelley

AGENDA

1   ELECTION OF CHAIRMAN AND VICE CHAIRMAN

   FIX DATES FOR THE DATES AND TIMES OF ORDINARY MEETINGS     OF THE COUNCIL FOR THE ENDURING YEAR

2   APOLOGIES

3   TO RECEIVE THE ANNUAL REPORT FROM THE CHAIRMAN OF THE    COMMMUNITY COUNCIL

4   CO OPTION COUNCILLORS, ONE MATHERN, ONE PWLLMEYRIC

5   ANY MATTERS ARISING.

I hereby give notice that the next meeting of the Community Council will be held in Mathern Village Hall on 9th May 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.

MATHERN COMMUNITY COUNCIL

Clerk: – 4th April 2022
Mrs JANE KELLEY,
3 PARKLANDS,
MATHERN,
CHEPSTOW,
MONMOUTHSHIRE.
NP16 6JL
Telephone 01291 621031

AGENDA

1/22 Procedural Items:-

a) Public Comment
b) To receive monthly police report
c) Apologies
d) Declarations of Personal or Pecuniary interest
e) Office of Acceptance forms to be signed by all Councillors
f) Minutes of previous meeting

2/22 Finance -:

a) to consider approval of payments as per below
b) to approve appointment of Internal Auditor for 2022/2023 accounts
c) to approve advertising of grant availability from 2022/2023 budget. Consider Grants
d) Adopt Annual Governance Statement Part 1 and 2
e) Monthly Bank Reconciliation authorisation April

Receipts: April / May

Date Description Payment Method
Rhewl 1 Solar Farm community benefit £ 1155.45

Payments

Date Description Payment Method
12 04 2022 Smart Pension £ 133.42 BACS
21 04 2022 Charges £ 5.40 BACS
29 04 2022 Salary £ 649.86 BACS
29 04 2022 Paye – NI £ 199.05 BACS

3/22 PROGRESS REPORT ON ACTIONS FROM LAST MEETING:-

Responses to queries raised at previous meetings

a) Update Speed Watch – Mathern Village – pending 20 mph speed reduction update.
b) Update Walks Leaflets
c) Response MCC re-sign clearance in Community.
d) Response MCC re Palace Farm activities –
e) Response The Dell, re: Governors Post.

4/22 HIGHWAYS/FOOTPATHS
a) Footpaths project – C Wheeler
b) Any update potholes Mounton Village
c) Any update hedges near Box Tree Cottage obstructing pavement

5/22 COUNCILLORS’ REPORTS/CLERKS REPORT

a. O V W. Rota Next Meeting
b. Defibrillator – Monthly Checking’s
c. County Cllrs Report
d. Discussion on the future direction of Best Kept Garden as seen from the roadside, including the nomination of a Councillor responsible for overseeing any future competition.
e. Risk assessments
f. Reminder Dell Governors position will become available in July.

6/22 PLANNING APPLICATIONS – Plus any applications received after Agenda is issued.
A. New applications :–

1. DM/2022/00498 – Listed building consent– Mathern Palace – LBC – Currently the property lies within the curtilage of existing listed building and is used as a store we propose to convert into 2 holiday homes.
2. DM/2022/00496 – Listed Building Consent – Mathern Palace – LBC – 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.
   B. Decisions and Appeals :– None
   C. Enforcement :–
   i. Palace Farm Track DM/2020/01724 – Non compliant construction

7/22 CORRESPONDENCE AND FORTHCOMING MEETINGS
-1- Cancellation of Meeting with Welsh Water and no pending meeting date agreed – Re sewerage issues Mounton/Pwllmeyric
E-Mails:-

12 04 22 Agenda OVW Meeting 21 04 22
12 04 22 Planning DM/2022?00496 and 00498
13 04 22 OVW Training Dates
13 04 22 Viking Invoice
13 04 22 Traffic Order 209(amendment order No 2) 2022
18 04 22 Circulated Comments Church Cottage Mounton
19 04 22 OVW – Request for a relief Clerk for Rogiet C C
19 04 22 Details for Storage of Archive for old school Mathern
19 04 22 Viking change of bank details
21 04 22 Grant Application Mathern Athletic Club

8/22 OTHER MATTERS FOR DISCUSSION

1. Community Resilience – Climate Emergency
2. Items for Website – Cllr J Anderson
3. Jubilee celebrations update – Cllr M Sidwell
4. Appointment of Representatives on going
5. Charity of Charles Pratt Mathern Cllr Jayne Harris
6. To re- adopt the following policies.
    Grants Policy
    Health and Safety policy
    Equality and Diversity Policy
    General Data protection Regulation
    Freedom of information publications of documents
    Risk assessment and management procedure
    Retention and disposal of document policy
    Social media policy
7. Un-adopted
   Welsh Language policy
8. Future Coffee Morning – Community engagement.

9/22 PROJECTS AWAITING COMPLETION
a. Archive to Ebbw Vale. – Old School Records

10/22 DATE OF NEXT MEETING:-

Next meeting A C M 13th June if uncontested election – 16th If contested – Village Hall

I hereby give notice that the next meeting of the Community Council will be held in Mathern Village Hall on 11th April 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 7pm and 7.15 pm. Please contact the Clerk if you wish to attend remotely.

Clerk:- 4th April 2022
Mrs JANE KELLEY,
3 PARKLANDS,
MATHERN,
CHEPSTOW,
MONMOUTHSHIRE.
NP16 6JL
Telephone 01291 621031

AGENDA

91/21 Procedural Items:-

(i) Public Comment – Many complaints re:-large Lorries entering and leaving the village to Palace Farm.
(ii) To receive monthly police report
(iii) Apologies
(iv) Declarations of Personal or Pecuniary interest
(v) Minutes of previous meeting

92/21 Finance -:

(i) Monthly Bank Reconciliation authorisation March
(ii) Invoice issued for Solar Farm Community Benefit £1155.45
(iii) Welsh Audit Invoice not received therefore budget carried forward for payment in 2022/2023

Receipts: February / March :- None

Date Description Payment Method

Payments

Date      Description                                                                Payment  Method
25 03 2022 Jayne Harris – Ink Cartridge What’s on Leaflet  £ 40.00      BACS
31 03 2022 Viking stationery                                                      £ 95.16      BACS
31 03 2022 J Kelly                                                                          £ 679.75    BACS
31 03 2022 Paye – NI                                                                     £ 217.34    BACS
06 04 2022 OVW Membership                                                    £ 157.00   BACS
06 04 2022 Stock IT Ltd                                                                £   56.41   SO
12 04 2022 St Tewdrics Church                                                  £ 400.00   Q102082
12 04 2022 Mounton Church                                                      £ 200.00   Q102083
12 04 2022 St Pierre Church                                                       £ 150.00   Q102084
12 04 2022 Internet and Telephone                                          £   56.41   BACS
12 04 2022 J Kelly – Working from Home Fee                        £ 200.00   BAC

93/21 PROGRESS REPORT ON ACTIONS FROM LAST MEETING:-

Responses to queries raised at previous meetings

a. Update Speed Watch – Mathern Village – pending 20 mph speed reduction
b. Update Walks Leaflets
c. Response MCC re-sign clearance in Community.

94/21 HIGHWAYS/FOOTPATHS

a. Footpaths project – C Wheeler
b. Any update damaged road/hedges Mounton Village – Traphill Road.
c. Any update potholes Mounton Village
d. Any update hedges near Box Tree Cottage obstructing pavement
e. Any update brown sign for Millers Arms Mathern

95/21 COUNCILLORS’ REPORTS/CLERKS REPORT

a. O V W. Rota Next Meeting
b. Defibrillator – Monthly Checking’s –
c. County Cllrs Report
d. Discussion on the future direction of Best Kept Garden as seen from the roadside, including the nomination of a Councillor responsible for overseeing any future competition.
e. Risk assessments
f. Reminder Dell Governors position will become available in July.

96/21 PLANNING APPLICATIONS :–

Plus any applications received after. Agenda is issued.

New applications :–
a. DM/2022/00393 Planning permission The Newlands – Balcony to front of house

Decisions and Appeals :– None

Enforcement :–

a. Palace Farm Track DM/2020/01724 – Non compliant construction

97/21 CORRESPONDENCE AND FORTHCOMING MEETINGS

-1- Election Papers to be received by MCC 4th April 2022
-2- DCWW 14th April 2022 Cllr D Harris, G Page and C Ovenden
-3- Elections Thursday 5th May

E-Mails:-

14 03 22 Confirmation DCWW meeting 14th April 2022
15 03 22 MCC Planning Consultation DM/2022/00393
15 03 22 Invoice MVH Rent
15 03 22 MCC confirmation from MCC planning letters not sent to neighbors now issued.
15 03 22 OVW Vacancy Clerk Chepstow Town Council
15 03 22 MCC J Pearson – online elections nomination process
16 03 22 MCC confirmation breach of condition notice issued to Palace Farm Track
17 03 22 MCCC Receipt highways Issues March
17 03 22 Welsh Audit Office – audit details 2021 2022
17 03 22 OVW Training details
17 03 22 OVW Update Training
18 03 22 SLCC quarterly meeting details
21 03 22 MCC response notification to neighbors
21 03 22 OVW Training details
22 03 22 Job vacancy Magor with Undy Clerk
22 03 22 Cllr D Harris confirmation salary back pay Clerk
23 03 22 MCC Response – sign clearance
23 03 22 OVW – Innovation of strategy for Wales
25 03 22 Vacancy Caldicot Town Clerk
25 03 22 Viking Invoice
27 03 22 Merlin Waste Invoice
28 03 22 Receipt of order more dog pooh bags
29 03 22 Receipt of Risk assessments Pwllmeyric
30 03 22 M Hand MCC advise 20 PPH speed reduction delay
30 03 22 Stock It invoice
01 04 22 MCC enforcement list

98/21 OTHER MATTERS FOR DISCUSSION

1. Community Resilience – Climate Emergency
2. Items for Website – Cllr J Anderson
3. Jubilee celebrations update – Cllr M Sidwell

99/21 PROJECTS AWAITING COMPLETION

a. Archive to Ebbw Vale. – Old School Records

100/21 DATE OF NEXT MEETING:-

Next meeting A C M 9th May if uncontested election – 16th If contested – Village Hall