MANORBIER COMMUNITY COUNCIL

Meeting to be held on Monday 3th August 2009 at 7.30pm

at Skrinkle Community Centre

Public are invited to attend.

Public Participation session from 7.30pm to 7.45pm.

AGENDA

1)      To receive any apologies for absence

2)      To receive any declarations of interest.

3)      To approve draft minutes (pages 1 – 3) of July 6^th 2009 Meeting.

4)      To discuss affordable housing options in Manorbier with Mr Graham Holmes, from Pembrokeshire Housing Association.

5)      To receive and consider a report from Cllr R Hughes regarding the changes to charging at Manorbier Beach Car Park.

6)      To receive and consider a progress report from MDCA regarding future plans and developments.

7)      To review safety report for Jameston Play Area.

8)      To discuss and determine action to be taken regarding road surface between Manorbier Shop and Vicarage Fields, and parking provision for Hounsell Avenue.

9)      To review and update Standing Orders

10)  To nominate a representative to represent MCC at One Voice Wales quarterly Area Committee meetings.

11)  To receive and consider Financial Statement to 13^th July 2009

12)  To receive and consider any correspondence

13)  To receive and comment on the following planning applications:

a.       NP/09/293 – Extension to Existing Community Hall, Jameston Mission Hall, Jameston

b.      NP/09/316 – Replace windows & internal alterations, Norchard, The Ridgeway, Manorbier

c.       NP/09/315 – Application for signage, Buttyland Caravan Park, Manorbier

d.      NP/09/224 – Notification of approval of demolition of existing flat roof extension and construction of pitched roof single storey extension at The Briars, Pembroke Road, Manorbier

e.       Notification of emergency tree work at 2 Gable Cottages, Manorbier

14)  To approve draft minutes of July 6^th 2009 meeting, page 4, with public exclusion.

Mrs M. Hughes

Clerk & Proper Officer, Manorbier Community Council

MANORBIER COMMUNITY COUNCIL

Meeting held at Skrinkle Community Centre, Manorbier

Monday 15 June 2009

 MINUTES

Public Participation Session 7.30pm – 7.45pm

Present: Cllr R Hughes (Chairman), Cllr T Williams (Vice Chairman), Cllr R Hall, Cllr D Brown, Cllr C Haynes, Cllr Mrs A Gourlay, Cllr J Williams, Cllr D Baker

72/09)  Apologies: received from Cllr M Davies, Mrs M Hughes (Clerk)

Chairman announced that due to the absence of the Clerk, Cllr Mrs A Gourlay had offered to take the minutes.

73/09)  Declaration of Interest:            Cllr J Williams declared an interest in items 13 c) and d)

                                                            Cllr D Brown declared an interest in item 13 d)

74/09)  Approval of Minutes of Meeting held 11^th May 2009. Pages 1 to 5 approved for signature. Cllr D Brown proposed acceptance of the minutes and Cllr J Williams seconded. All in favour. It was proposed by Cllr D Brown, and seconded by Cllr J Williams that page 6 be signed in closed session at the end of the meeting. All in favour.

75/09)  To receive and consider the report from the Advisory Committee. Proposed by Cllr D Brown and seconded by Cllr J Williams that this item also be moved to the end of the meeting and discussed in closed session. All in favour.

76/09)  To confirm best practice for Councillors attending site meetings. Cllr R Hughes noted that during a site meeting held in Manorbier during May, one of the Councillors attending had brought his children with him, raising concerns from other Councillors present at the site meeting that this was inappropriate. With this in mind, Cllr Hughes wished to confirm with all members of the Council present that Councillors should refrain from bringing their children to site meetings, and this was noted by all present.

77/09)  To receive and consider a report from Cllr Hughes regarding bus stop provision in Jameston.Cllr Hughes stated that he had held a meeting towards the end of May with a Mr Woodward of Capita Symons, regarding the provision of a new bus shelter in Jameston, opposite Bush Terrace. He confirmed that a cantilever style bus shelter was due to be positioned there by the end of August 2009. Cllr Hughes went on to state that he was also contacting County Hall again regarding the bus shelters at the west end of Jameston village, with a view to improving the facilities there.

78/09)  To review and determine the future working arrangements between Manorbier Community Council and Manorbier & District Community Association. Prior to the meeting the Clerk had circulated a copy of the letter received from MDCA with their proposals for future working arrangements. Cllr Hughes read out the options once again for the benefit of the Councillors and public present, and after some discussion, it was felt that Option 2 was the most appropriate. Option 2 states “That the MDCA enters into a short term contract with the MCC to continue to manage Skrinkle i.e. Continue to be the key holders, take the bookings, to continue to actively encourage the use of the Hall and send out the invoices. The revenue from the Hall would be retained by the MDCA, and the it would be used for hte benefit of the Community. The MDCA officers will continue to work for the community in a volunteer capacity.” It was proposed by Cllr D Baker and seconded by Cllr C Haynes that Option 2 be adopted. Vote taken – all in favour.

79/09)  To review and consider future action regarding Corner House, Jameston. To date the Council have received no further information regarding the ownership or otherwise of the land at corner house. Mr Griffiths is wishing to replace the existing fence and would like to clarify the licence agreement on the land. Cllr Hughes felt that a decision needs to be made regarding the piece of land in question, whilst Cllr C Haynes felt that the matter should be handled carefully. He noted that if it was simply a case of replacing the fence with a like for like fence, he saw no problem with that. Cllr Hughes stated that there is a lease agreement in the offices of Lowless & Lowless awaiting signature, however to date no action has been taken on it as the solicitors had advised that it was not necessarily an appropriate agreement. It was suggested that for any further work to be done on the lease by the solicitors, it should be put to Mr Griffiths that he meet the costs the Council would incur. After further discussion it was suggested that the Clerk contact Lowless & Lowless to confirm what costs would be involved in finalising the agreement.

80/09)  To discuss action to be taken regarding fencing on the road side perimeter edge of the Football Field, Manorbier. Mr Cochrane seated in the public told the council that MDCA were in the process of collecting quotes to repair the fence, as they were in a position to obtain match funding to meet the cost. One of the quotes being prepared also included an allowance for chainlink fencing to reduce the likelihood of footballs going into the road. It was hoped that these quotes would be available for the next meeting of the Manorbier Community Council.

81/09)  To receive and consider Financial Statement to 13^th May 2009. The Clerk had circulated a copy of the financial statement to 13^th May 2009 prior to the meeting.

82/09)  To approve outstanding invoices for payment:

a)      Beachcroft Solicitors - £768.00. Cllr R Hall proposed payment, seconded by Cllr D Baker. All in favour

b)      YHA (England & Wales) Ltd - £47.76. Cllr R Hall proposed payment, seconded by Cllr D Baker. All in favour.

83/09)  To receive and consider correspondence. All correspondence was brought before the council, and read out where appropriate.

84/09)  To receive an comment on the following planning applications:

i)                    Letter received regarding planning application for erection of Wind Turbines at Spring Hill. This application is due to have an appeal heard by the Welsh Assembly.

ii)                   Application for signs to be erected at Buttyland Caravan Park. Letter notifying that this application has now been withdrawn.

iii)                 Application for a Certificate of Lawfulness for a Caravan at Buttyland Farm to be used as a holiday let. Cllr D Brown declared an interest in this item and left the meeting. Cllr D Baker proposed and Cllr R Hall seconded that there were no objections to this. All in favour. Cllr D Brown returned to the meeting.

iv)                 Application by Welsh Water to alter fencing and gates at Kiln House Lane. Notification received of refusal to grant extension of time.

a)      NP/09/208 – Conversion of stable block to kennels, Foxcombe House, Manobier. Cllr D Brown proposed, Cllr D Baker seconded that there were objections to this. All in favour.

b)      NP/09/224 – Demolition of existing flat roof extension and construction of pitched roof single storey extension, The Briars, Pembroke Road, Manorbier. Cllr R Hall proposed, Cllr T Williams seconded that there were no objections to this. All in favour.

c)      NP/09/221 – Extension to rear of shop, Jameston Village Stores, Jameston. Cllr J Williams had previously declared an interest and left the meeting. Cllr R Hall proposed and Cllr D Brown seconded that there were no objections to this. All in favour

d)      NP/09/222 – Restaurant in existing building adjacent to shop, Jameston Village Stores, Jameston. Cllr J Williams had previously declared an interest and had already left the meeting during the previous item. Cllr D Brown had also previously declared an interest in this item and also left the meeting. After some discussion it was proposed by Cllr Mrs A Gourlay and seconded by Cllr D Baker that there were no objections to this application. Vote taken – 2 abstentions, 4 in favour. 2 Councillors did not vote. Cllrs D Brown and J Williams returned to meeting.

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MANORBIER COMMUNITY COUNCIL

Annual Meeting held at Skrinkle Community Centre, Manorbier

Monday 11 May 2009

  MINUTES

Public Participation Session 7.30pm – 7.45pm

Present: Cllr R Hughes (Chairman), Cllr T Williams (Vice Chairman), Cllr Mrs A Gourlay, Cllr C Haynes, Cllr J Williams, Cllr D Brown, Cllr R Hall, Cllr M Calver, Cllr M Davies, Cllr D Morgan (arrived after start of meeting), Cllr D Baker

Meeting opened at 7.45pm by Cllr R Hughes

50/09) No apologies for absence received. As the Clerk had omitted to include an agenda item for Declarations of Interest, a request was made to include them at this point. Cllr D Brown declared an interest in agenda item 18a – Planning reference NP/09/170 – Erection of 2 Signs at Buttyland Caravan Park, and Cllr Calver declared an interest in agenda items 13 and 14, County Councillors Report and Bus Stop and Shelters in Jameston.   

51/09) Election of Chairman. Current Chairman Cllr R Hughes invited nominations for the post of Chairman, Cllr J Williams proposed Cllr R Hughes remain as Chairman, Cllr Mrs A Gourlay seconded. Vote taken – 7 in favour, Cllr Calver abstained. Cllr R Hughes agreed to continue as Chairman for the coming year.

52/09) Election of Vice Chairman. Newly re-elected Chairman, Cllr R Hughes, invited nominations for the post of Vice Chairman. Cllr Mrs A Gourlay proposed Cllr T Williams for Vice Chairman, Seconded by Cllr D Brown. Vote taken – 7 in favour, Cllr M Calver and Cllr D Morgan abstained, commenting that ideally successional movement of Vice Chairman to Chairman should take place. This was noted, however it appeared that at present the majority of the Councillors present were happy with the post holders remaining as they were.

53/09)             Appointment of representatives to Manorbier & District Community Association, Manorbier Community Association and the Board of Governors at Manorbier School. Cllr R Hall, Cllr T Williams and Cllr Mrs A Gourlay were proposed by Cllr J Williams, and seconded by Cllr C Haynes to remain as representatives of the Community Council to the MDCA. Vote taken – 5 in favour, Cllr Calver and the three nominees abstained.

            Cllr C Haynes was proposed by Cllr D Baker and seconded Cllr Mrs A Gourlay to remain as representative for the Community Council on the Manorbier Conservation Group. Vote taken – all in favour, Cllr Haynes abstained.

            Cllr T Williams was proposed by Cllr Mrs A Gourlay and seconded by Cllr D Brown to remain as representative for the Community Council on the Board of Governors for Manorbier School. Vote taken – 7 in favour, Cllr T Williams abstained, Cllr M Calver against.

            Comments were made that it would be preferable for the representatives on the various committees to change each year, however it was also noted that the majority of the current Community Councillors are new to the role and were still gaining experience.

54/09) Appointment of Staffing Committee. The question of whether the Staffing committee was still required was raised. The Clerk commented that it may still be necessary as her initial 6 month probationary period was due for review in a couple of months time. The Staffing Committee currently consists of Cllrs R Hughes, T Williams, D Baker, D Morgan and C Haynes. Cllr D Morgan proposed that he stand down from the committee after some discussion about the numbers on the committee. It was also noted that the Council should also have an Appeals Committee, consisting of totally different members to the Staffing Committee. It was felt unnecessary to form such a committee at this time, but it would be formed should it become necessary to do so. Cllr J Williams proposed that the Staffing Committee comprising Cllrs R Hughes , T Williams, D Baker and C Haynes continue with Cllr D Morgan stepping down. Seconded by Cllr Mrs A Gourlay, vote taken – all in favour.

55/09) Presentation of Millennium Shield including purchase of £15 Book Token for Manorbier School. Proposed by Cllr D Baker, seconded by Cllr T Williams. Vote taken – all in favour.

56/09) Approval of Annual Payments and Subscriptions:

a)     MDCA – Annual Grant – £2,400. Proposed by Cllr R Hall, seconded by Cllr D Baker, vote taken – all in favour. Cllr R Hall commented that the payment currently made barely covers the costs of grass cutting and maintenance at the Sports Field and Pavilion, and that perhaps in the future, once economic situations improve, it could be reviewed. It was noted that the agreement between MCC and MDCA is to be listed as an agenda item for the June meeting of Manorbier Community Council.

b)     One Voice Wales – Annual Membership fee £151. Proposed by Cllr A Gourlay, seconded by Cllr D Brown. Vote taken – 8 in favour, Cllr M Calver against due to the lack of follow up from One Voice Wales when they have been asked for advice in the past. Clerk to send letter requesting copies of all correspondence from and to One Voice Wales from October 2005 to present when submitting renewal payment.

c)     YHA 16% Insurance to premises at Skrinkle - £214.24. Proposed by Cllr D Baker, seconded by Cllr T Williams. Vote taken – all in favour.

d)     YHA Annual Lease of Premises at Skrinkle – currently £2,196 payable quarterly by instalments of £549. Cllr M Davies proposed, Cllr D Baker seconded, vote taken – all in favour. The outstanding balance of £47.76 due from the increase in rental in October last year will be listed as an agenda item for the June meeting.

e)     Allianz Insurance – annual premium of £561.71. Proposed by Cllr R Hall, seconded by Cllr D Baker. Vote taken – all in favour. Clerk to clarify who owns the War Memorial as this will need to be covered on the insurance policy.

f)       Clerks Wages – currently £350 per month paid as £280 to Clerk, £70 PAYE Liability to HM Revenue & Customs. Clerk was asked to clarify why there are no National Insurance contributions payable, and she explained that the wage paid did not meet the threshold for NI contributions, whilst the PAYE liability was as a result of her having more than one job in addition to being self employed. Cllr C Haynes proposed and Cllr Mrs A Gourlay seconded. Vote taken – all in favour.

57/09) Approval of Minutes of last Annual Meeting (not listed on Agenda) and Approval of minutes of meeting held on Monday 5^th April 2009. Following an amendment to page 3 of the minutes of the Annual Meeting held on 15^th May 2008 clarifying the position and role of Cllr M Calver at the meeting mentioned therein the minutes were signed. Minutes of the meeting held on Monday 5^th April were signed. Acceptance of both sets of minutes proposed by Cllr A Gourlay, seconded by Cllr C Haynes. Vote taken, all in favour.

58/09) Possible complaint to be made to Public Services Ombudsman and Audit Commission regarding former Councillors T Wales and D Neads. Cllr M Davies suggested that a committee should be formed to look into this further. Chairman stated he had spoken to BDO Stoy Hayward who directed him to One Voice Wales, who in turn said that it would be a very difficult case to prove. Cllr Davies that it may be possible to ask the Audit Commission to investigate the matter. Before the discussion continued further, Cllr Calver suggested that given the sensitive nature of the conversation this item, along with agenda items 10 and 15 should be moved to the end of the meeting when they could then be discussed in closed session. Cllr Calver proposed the motion, Cllr Brown seconded. Vote taken – all in favour.

59/09) Payment of Outstanding Bills:

a)     Perfect PCs – Ink Cartridges - £38.50. Cllr Calver proposed payment, Cllr Brown seconded. Vote taken – all in favour. Cllr Davies added during a brief pause later in the meeting that he understood it may be possible to use the photocopier as a printer, with the appropriate connector cable. Clerk to contact Express Copiers and investigate.

b)     Beachcroft Solicitors - £975.29. Bill breaks down as £620.64 VAT and £354.65 as 10% of the fees and disbursements charged on the invoice.  Cllr D Baker proposed payment, Cllr Mrs A Gourlay seconded. Vote taken – all in favour.

c)     Lowless & Lowless Solicitors - £4680.79. Cllr M Davies declared an interest and left the meeting for the duration of the discussion on this item. Cllr Baker proposed payment, Cllr Hall seconded. Vote taken – all in favour. It was requested that the Clerk provide a report detailing the total amount spent by Manorbier Community Council on legal fees in the last few years.

60/09)             Financial Statement to 13^th April 2009. Clerk had circulated financial statement with the agenda for the meeting. Chairman Cllr R Hughes confirmed with the Clerk that a submission was due to made at the end of the month to reclaim VAT paid out during the last 3 years. Although the figure was not as yet confirmed, it was likely to be in the region of £6,000. Cllr Davies commented that this sum was more than some of the precepts set by other community councils in the area.

61/09) County Councillors report. Cllr Calver had declared an interest in this item at the start of the meeting, and as such was unable to comment. Chairman Cllr R Hughes stated that he had requested this item on the agenda, as he was asking for an update from the area’s County Councillor as to what he was involved in at County Hall and what the impact of any of his activities were for the community of Manorbier. Chairman continued that he was also asking as it appeared from reports in the newspaper of other community councils in the area that the County Councillors who also had positions on these community councils were providing reports of their activities on a regular basis. Cllr Brown suggested that perhaps MCC could write to Cllr Calver and ask for such an update, commenting that it would be nice to have a good working relationship with the County Councillor. After some further discussion on the matter, Cllr C Haynes proposed a vote of no confidence in Cllr Calver, on the basis of his refusal to communicate with the Community Council on his activities as a paid representative of the community, paid partly by the ratepayers of the Manorbier Community. The motion was seconded by Cllr Mrs A Gourlay, and a vote taken, with four in favour, four absentions, three choosing not to vote. Chairman Cllr R Hughes used his casting vote and the motion was carried.

62/09) Bus Stop and Shelters in Jameston. Cllr M Calver expressed an interest and took no part in the discussion. Chairman explained that there had been some talk in the village of Jameston of there being a bus stop to be placed within the area. However as Cllr Calver was unable to comment on the issue, Cllr R Hughes asked Cllr J Williams to confirm whether or not he had been approached by Cllr Calver to enquire about placing a bus stop in the vicinity of the forecourt of his shop. Cllr Williams confirmed that Cllr Calver had approached him. Cllr Brown expressed his dismay that there appeared to be more bickering and long winded arguments going on, Cllr Mrs A Gourlay commenting that alot of time seemed to be spent going round in circles. Cllr Hall asked Cllr Calver why he was refusing to comment on the issue, to which he replied that he sits on the Community Council as a Community Councillor and that his role and work as a County Councillor was entirely separate to this. As the discussion was not progressing, Chairman requested that the topic of bus stops be relisted on the agenda for next month’s meeting.

63/09) Kerb Stones and Safety in St James’ Place, Jameston. Cllr Hall raised concerns that alot of the kerb stones in St James’ Place were loose and had been laid flat, rather than upright. Cllr Haynes added that the area has a lot of traffic going through it, much of it at some speed, and this was also a concern as the area is used by children playing. It was suggested that a letter be sent to County Hall to raise these concerns and enquire why the kerb stones had been laid as they had, as this appears to encourage traffic to drive on the pavement, which in turn raises issues concerning access for emergency vehicles. Further discussion took place on possible solutions, resulting in a suggestion that the Highways Department be contacted and a site visit requested to discuss the issues in more detail.

64/09) Correspondence:

a)     PCC Monitoring Officer – Letter received with enclosure detailing protocol for the Monitoring Officer. Copy circulated to all Councillors

b)     Email received from resident Mr C Cochrane following public meeting.

c)     Open Doors – European Heritage Days in Wales

d)     Really Welsh Company – offer of sacks of Daffodil Bulbs to plant. Was felt more appropriate to contact local suppliers and see how prices compared should MCC wish to plant any bulbs

e)     Calor Village of the Year Competition. Suggested that this be put on the agenda for next month to discuss whether we wished to consider entry next year.

f)       Western Power Distribution – notification of electricity pole replacements due to take place near the football field. Comments made about why was this being done during the summer months.

g)     Clerks and Councils Direct Magazine

h)     Audit Pack from BDO Stoy Hayward

i)        One Voice Wales notice of AGM

j)        Letter from Mrs M Tew read out – Chairman then explained that aside from the public participation sessions at the start of meetings, further involvement during meetings would have to be curtailed. Cllr Brown felt that Cllr Hughes has done his best to remain fair when involving the public during meetings. Cllr Calver suggested that the procedures laid out in the Standing Orders should be used.

k)      Cllr C Haynes brought forward a note he had received from the Conservation group, on which he sits as the representative of the Community Council. He did not read out the contents of the note, but explained that as part of it a member of the National Parks had been named in conjunction with responsibility for traffic management. Cllr Haynes expressed his concerns that the Conservation group was overstepping it’s remit. After further discussion, Cllr Calver proposed that Cllr C Haynes ask for clarification of what the Conservation Group is working on, motion seconded by Cllr Brown. No vote taken  but comments and proposal noted by Cllr C Haynes.

 65/09)            Planning:

a)     NP/09/170 – 2 Signs, Buttyland Caravan Park, Station Road, Manorbier.

Cllr D Brown expressed an interest in this and left the meeting for the duration of the discussion. Cllr R Hughes read out a letter received from Mrs L Parker, neighbour to Cllr Brown, a copy of which had also been sent to the National Park Authority. Following some discussion on the matter, Cllr Calver proposed that a site meeting be requested to allow the concerns raised to be discussed further, with a representative of the Highways department present. Cllr Hall seconded the proposal, vote taken – all in favour. Cllr Brown then returned to the meeting.

b)     NP/09/199 – Pay & Display Equipement & Signage, Manorbier Car Park.

No objections.