Draft Minutes
MATHERN COMMUNITY COUNCIL
Minutes of the Council meeting held on Monday 14th June 2021
Present: Cllrs David Harris, (Chairman) ,Carolyn Ovenden (vice Chair) James Anderson, Gareth Page. Sylvia Stephens, Dave Merrett. Jayne Harris Christine Morton County Councillor L Brown
Also in attendance: Matt Sidwell Via Teams
Clerk – Mrs J Kelley
Members of the public–None
Police representatives – None
11/21 PROCEDURAL ITEMS
(i) Public Comment
None.
ii)Report from Community Police.
None received Clerk to chase.
Clerk to contact police again regarding the no right turn from St Pierre onto the A48 checking that they are aware of the new road layout. Clerk has written to MCC but received no response. Clerk to Chase.
Clerk to write to St Pierre requesting that they highlight the road change to members and guests before a serious accident occurs.
iii) Apologies
None
(v) Declarations of Personal or Pecuniary Interest:
None
vi) Minutes of the previous meeting
RESOLVED to approve the minutes of the Mathern Community Council meeting held on Monday 14th May 2021 as a true and accurate record.
12/2021 Finance – April– May
Monthly Bank Reconciliation authorisation by Cllr J Harris –
Payments (£) May – June 2021Stock It via SO 56.40 06 05 2021 Via S O
Merlin Waste dog bins 43.33 06 05 2021 Via SO
Smart Pensions 123.93 12 05 2021 DD
Viking Stationary 15.48 20 05 2021 invoice no 10/21
Paye 185.80 28052021Bacs
invoice no 11/21
Salary 625.42 28 05 2021 Bacs invoice no 12/21
BT 56.41 14 06 2021 Bacs invoice no 13/21
Stock It (certificate website) 54.00 14 06 2021 Bacs invoice no 14/21
Receipts May – June 2021
Vat Refund 2020 2021 332.09 11 05 2021
Notification of Direct Debit for ICO (Information Commissioners Office) – £40.00 25 06 21
Matt Sidwell joined the meeting via Teams.
13/21 PROGRESS REPORT ON ACTIONS FROM LAST MEETING
Responses to queries raised at previous meetings
a) Response from Welsh Water re. sewerage issues – Pwllmeyric /Mounton
Update from Virtual meeting 21st May.
County Councillor L Brown, Cllrs D Harris, G Page and C Ovenden attended this virtual meeting with Welsh Water and Environmental Health.
Cllrs were encouraged by the work which Welsh Water had done on this section of the pipe and that a problem area north of Mounton has now been identified. A full risk assessment has been completed and an action plan produced. Work to be carried out during this summer of 2021.
Another Virtual meeting was agreed for November
b) Maintenance drain clearance all 3 villages.
The majority of Mathern has now been completed leaving Bailey’s Hay, Mounton and Pwllmeyric still to do. Clerk to chase Highways on this.
Cllr M Sidwell to obtain a quote for us to employ a drain clearing machine for Mounton, Baileys Hay and Pwllmeyric. Cllrs however were not happy to use this option as they feel that the precept should be used equally to ensure that all three village drains are cleared by the County Council. Another cost to C C should not be incurred this year as we have set aside £1000.00 for drain clearance already.
c) Representative on Dell School. Board of Govenors
St Arvans is currently representing relevant Community Councils on the Board of Governors. Mathern CCs turn on the rota begins on 13th July 2022.
Clerk to write to St Arvans asking for any updates to be sent to us.
14/21Highways/Footpaths
• Oak Tree Chapel Lane –
MCC have written to land owner requesting that any branches lower than 16 feet above ground level to be cut back.
• Update re. untidy land, rear of Birdwood Gardens and corner of Barn Lane.
MCC have advised that Contractors will start clearance work shortly. County Councillor Brown to try and get a time scale on this.
• Cllr D Harris to send an email to M Hand (Head of Placemaking, Highways and Flooding, MCC) re the increased traffic congestion at Larkfield roundabout. This frequently causes long tail-backs on Pwllmeyric Hill. The problem appears to be related to the opening of Greggs and Subway at the top of Hardwick Hill, where a right turn into the car park blocks traffic flow.
• Clerk to report overgrown footpaths within the community.
15/21 COUNCILLOR’S REPORTS/CLERKS REPORT
a) OVW. – Next meeting1st July 7pm remotely
Cllr D Harris to attend
b) Defibrillator monthly checking
Clerk checked Mounton Brook Lodge – all working
Cllr C Morton checked Millers Arms – all working.
Clerk requested to produce a new checking form to be placed in the boxes so that Cllrs can sign and date when they check the apparatus.
c) County Councillors Report
COUNTYCOUNCILLORREPORT – JUNE 2021
County Councillor Brown advised:
Change in Leadership of Monmouthshire County Council (MCC)
Cllr Richard John has been appointed in place of Cllr Peter Fox as Leader of the County Council. Cllr Peter Fox has been elected as the Senedd member for the Monmouth Constituency in the Welsh Parliament. Peter Fox MS is also the Shadow Minister for Finance. The Cabinet for MCC is now gender balanced.
Adult’s Select committee meeting on the 25th of May 2021
The Committee considered a report on Homeless Transition Plan- Progress Update, the report can be found at the following link:
https://democracy.monmouthshire.gov.uk/documents/s28815/210517%20Final%20-%20Report%20to%20Adults%2025.05.21%20-%20Homeless%20Transition%20Plan%20Update.pdf
There is a shortage of accommodation for the homeless and this means that unfortunately the council still needs to supplement its accommodation with Bed and Breakfast. There is also a shortage of private landlord accommodation albeit the council endeavours to encourage private landlords.
Cabinet 9th of June 2021
There are various reports to Cabinet on the 9th of June including the Levelling Up fund. It is disappointing to see nothing mentioned in it being considered as potential council projects for the Chepstow area, albeit there are tight deadlines, the reports can be seen at the following link:
https://democracy.monmouthshire.gov.uk/ieListDocuments.aspx?CId=144&MId=4666
Welsh Water
A Teams meeting took place in mid- May 2021 with Welsh Water representatives, the County Councillor, the EHO and a representative/s from both of the community councils in Shirenewton ward. The meeting was about the continuing concerns about the main sewerage pipe which serves the villages of Pwllmeyric, Mathern, Mounton and Shirenewton. The water board has spent 100k on pipe lining/ repairs and has a further sum to undertake more repairs to deal with the infiltration problem. A further meeting is proposed for November 2021.
Recycling- Red and Purple Bags
Monmouthshire County Council (MCC) is starting to roll out more reusable recycling bags to other parts of Monmouthshire. Parts of Shirenewton and Mynyddbach are now receiving the new reusable weighted canvas bags and so they will eventually be rolled out to the Mathern community council area.
Boundary Commission Review of Monmouthshire
The Commission has published its final recommendations for Monmouthshire on the 8th of June 2021 and all of the reports on this can be found at the following link:
https://ldbc.gov.wales/reviews/06-21/monmouthshire-final-recommendations
The link below provides the Summary of the Recommendations:
https://ldbc.gov.wales/sites/ldbc/files/review/Monmouthshire%20Summary%20of%20Recommendations%20Eng.pdf
There will be 46 rather than 45 County Councillors at the next election in May 2022. Shirenewton ward in 2020 has 1,782 on the electoral roll and is expected to increase to 1.816 by 2025. In Chepstow, Bulwark and Thornwell have 2 County Councillors and Chepstow Castle and Larkfield will also have 2 County Councillors. The idea is to have a ratio of approximately 1 County Councillor to 1,700 people on the electoral roll.
6/21 PLANNING MATTERS – To include any received after Agenda is circulated
a) New applications –
DM/2021/00748 Ladymill – Demolition of rear 2 storey extension. Proposed two storey rear extension and entrance porch.
Comments – As long as no further impact on drainage system.
DM/2021/00737 – 10 Baileys Hay, Mathern – proposed 2 storey side extension following demolition of the exiting single storey side out house.
Comments
Cllrs noted that current regulations require 2 doors between food prep area and a WC. Current ground floor plan shows WC off kitchen/diner with only one door between.
DM/2021/00940 – 2 Birdwood Gardens – proposed Front Porch
No Comments
DM/2021/00942 – Greenacres – single storey and rear extension.
No Comments
DM/2021/00732 – Barnetts Cottage – Extension to kitchen, new ensuite, and all associated works.
No Comments
DM/2021/00986 -Cliff House, – Carport with office attached
No Comments
b) Decisions and appeals – None
c) Enforcement- Nothing to report
17/21 CORRESPONDENCE AND FORTHCOMING MEETINGS
24/05 – Monmouthshire County Council Review of Community Boundaries.
03/06/ – OVW – Online Event – Regenerating Welsh Town and Communities – on line, 23 June 2021. 10.00 to 15.30
08 06 2021 Update – Review of county electoral arrangements
09 06 2021 Wales in Bloom request for verge cutting – week commencing 28th June. Clerk to contact J Reece to request this
09 06 2021 The Green, St Tewdrics Church not being cut by MCC – Clerk contacted MCC and they will add to the rota. However this is not to be included every fortnight. Clerk to enquire why the change and agenda for next meeting.
10 06 2021 Chepstow Town Mayor has written to ask for support in lobbying for the minor injuries unit to be reopened at the Chepstow Community Hospital. All Cllrs were in favour of the proposal and Cllr D Harris to write supporting it.
18/21 OTHER MATTERS FOR DISCUSSION
A To adopt the following new and updated policies:
General Data Protection Regulation
Freedom of Information - publications of documents Retention and Disposal of Documents Policy
Resolved to re adopt these for a further two years.
Unadopted
Welsh Language policy
Resolved to not adopt this due to the cost implications of translating documents
B Mathern Speed Watch
No further update.
19/21 PROJECTS AWAITING COMPLETION
Cllr J Anderson to deliver the box containing paper archives of Mathern Village School (given to CC for safekeeping by Mrs. Mary Pitt) to Cllr C Ovenden who will take them to Gwent Archive at Ebbw Vale for storage.
The archive records of the school to be input on CC website by Cllr Anderson. Quote of £35.00 from Stock It for this work was approved
Cllr J Anderson also to assist the Clerk with updating the website and to assess whether changes can be made to make it easier for users of mobile phones to use the site.
Cllr C Ovenden to check on Walks leaflet numbers remaining and advise Cllr C Morton who is keen to distribute these within the community area.
20/21 DATE OF NEXT MEETING
Next Meeting–Monday 12thJuly 2021 small room Village Hall.There being no further business to discuss, the meeting closed at 8.50 pm.
Signed …………………………….. CHAIRMAN Date……………….