Port Eynon Community Council

 

Minutes of monthly Council meeting held on 26th February 2018 at Knelston Primary School.

 

Present                Councillors Robert Fisher, Sheila Fisher, Gareth Evans, Gareth Jones, Steven Young and

 

Apologies            Cllr. Martin Cox

 

In attendance    Mr.Barry Stubbings – Clerk; Mr. Peter Williams VHMC; Mrs. Marjorie Stubbings

 

Chair                      Councillor Robert Fisher took the Chair. He apologised for the meeting having to be deferred by one week on account of the school half term holiday period. The Chair enquired of those present whether they wished to address the Council on any particular issue(s)

 

Mrs. Marjorie stubbings replied that she wished to make the views of herself and others known to the Council on the proposal for a war Memorial.

Mr. Peter Williams replied that he wished to know if aletter addressed to the Council by Mrs. Juliette Powell had been responded to.

Chair advised that both matters would be addressed during the course of the meeting.

 

Minutes               Clerk confirmed that the minutes of the last meeting held on 15th January 2018 had been circulated to all Councillors, displayed on the Council notice boards and posted on the web site.

Some typographical errors were corrected.

It was proposed by Councillor Gareth Evans, and seconded by Councillor Sheila Fisher that the minutes be accepted as agreed by all.

 

Declarations of Interest – There were none stated.

 

Matters Arising

VILLAGE GREENS: Clerk advised that he had received quotations from the City Council for three sections of work. Counil agreed to proceed with installation of timber posts to the edge of the greens at both Port Eynon and Scurlage, for which the quotations were within the approved budgets but to defer the construction of a new footpath at Scurlage pending clarification as the cost was considered higher than expectations.

 

Clerk advised that he was in receipt of three items of communication concerning plans to create a memorial garden at Scurlage green; and that he had removed from the public notice boards at Overton and Port Eynon anonymous notices purporting to be made by the Community Council in respect of the memorial garden.

 

Council expressed grave concern over this misuse of the Notice Boards and enquired of the Clerk as to who had keys to the boards, to which Clerk replied that to the best of his knowledge only himself and the Port Eynon Village Hall Committee. Council agreed that additional locks should be placed on the boards.

Mr. Peter Williams, from the public, interjected to say that the board at Port Eynon was part owned by the Village Hall Committee as they had contributed to half of the cost thereof. Clerk responded that this was not the case, he added that a key to both the Port Eynon and Overton Boards had been provided to Mrs. Jean Higgins when she was chair of the Village Hall Social Committee. Chair requested Clerk to verify that no contribution had been made for this or any other notice boards. (POST MEETING NOTE: clerk reaffirmed that no such contributions have been made.)

 

Chair then invited Mrs Stubbings to address the meeting concerning the proposals for a Memorial garden.

 

Mrs Stubbings explained that she had been brought up in Scurlage, was a past member of Knelston Provident Chapel and was in contact with the known family members of those who had been commemorated by plaques in that Chapel, which was now closed. Mrs Stubbings helpfully advised the Council that those listed on the memorials were from families predominantly resident, at the time of the two world wars, in Scurlage and Knelston. Whilst those plaques had been passed to the trustees of St David’s Church in Llanddewi, all of the family members were dismayed that with the permanent closure of the Chapel, and the closure to the public of St David’s Church except at times of services, these memorials were no longer available to the public. Further, the future of St. David’s Church would seem to be, at best, unclear. Mrs Stubbings concluded that her consultations with the families and with many other residents indicated wholehearted support for a permanent public memorial to be created. On behalf of the Council the Chair thanked Mrs. Stubbings for taking the trouble to communicate this to the Council.

 

STORM WATER DRAINAGE: Cllr. Gareth Evans advised that there had been no action taken by City Council to alleviate the flow of storm water down Port Eynon hill; and that he would continue to press the Council to act on this.

 

Finance                Clerk advised that he was in receipt of the third instalment of the Council’s precept. Payments had been made to wales Audit Office, BHIB Insurance and AW Graphics for the web site hosting.

 

Committed expenditure was presently:

Port Eynon Village Green works- £2,000

Scurlage Village Green works – £8,000

 

Council again considered the request received from Gower First Responders. Clerk advised that he had investigated further the ability of Community Councils to contribute to an appeal of this nature. He was advised by One Voice Wales and the Society of Local Council Clerks that, if Council were firmly of the opinion that such an appeal was to the ‘Well Being of the Community’ then it was empowered by recent provisions of Section 137 of the Local Government Act to make a contribution, which was limited to a proportion of the local rate.. Further that any contribution should not be made as a ‘donation’ but as a ‘Grant for a specific purpose’. Council thanked the Clerk for his diligent work and unanimously agreed to make a Grant of £1,000 towards this Appeal, specifically towards the purchase of a vehicle, noting that if said purchase did not proceed within five years the Grant was to be returned.

 

Planning               Clerk provided a resume of applications recently considered.

 

 

2017/2288 ‘Murmur Y Llanw’, Overton – Addition of first floor to bungalow.

Application refused on 8th December 2017 by virtue of its excessive scale and over complicated nature.

 

 

2017/2392 ‘Dinglebank’, Knelston – Detached Dwelling house and garage.

Council noted that this application supercedes a previous application at the same site for three detached dwellings and garages, which was refused. Council were of the opinion that demolition of the existing sheds and replacement with a single dwelling house sited as per this application was appropriate to the location. Concern was expressed that the detached house and detached garage were excessive for the small plot and that an integrated garage would be preferable.

Application was still pending.

 

2017/2408 ‘The Green’, Overton. Demolition and replacement of rear extension.

Council noted that the plans as presented were limited and did not make clear that this was a semi detached house. Council were of the opinion that the scale and siting of the extension would be overbearing on the neighbouring properties and that the application should not be supported.

Permission granted on 12th January 2018.

 

2017/2448 Field 7000, Burry – New detached dwelling house.

Council noted that the application was for a relatively large house set in open fields and remote from the adjacent highway. The proposed property would be served by Trumpet Lane which was at present a rural bridleway/footpath. Council considered the planning statement and noted that the house was described as an ‘Essential Agricultural Workers Dwelling’ required to support a relatively new farm holding. Whilst sympathetic to the establishment of a new agricultural business Council were of the opinion that the size of the dwelling was not in keeping with the area and that the location represented unnecessary intrusion into the countryside.

Decision pending.

 

NEW APPLICATIONS

 

2017/2653 ‘Oddington’ Overton Lane. – Provision of a gravelled driveway.

Council noted that this was a retrospective application, and that there had been no adverse public comment. Council were of the general opinion that the application should be supported.

 

2018/0121 South Gower Sports Club – erection of a marquee (May to September) and provision of five pitches for touring caravans (April to October) for 2018, 2019 and 2020.

Council noted that the marquee was of a similar size and location and the caravan pitches were at a similar location as in previous applications. Council agreed that they had no objections to this application.

 

2018/0219 ‘Lilac House’ Overton – Increase in eaves height, roof lights and revised fenestration.

Council noted that the proposed works did not material alter the appearance and character of the existing property and were generally in support of the application.

 

2018/0153 ‘Moor Corner Farm’ Port Eynon – Proviison of five touring caravan pitches April to October in 2018 and 2019.

Council noted that this application was similar to previously granted applications and saw no reason not to support it.

 

Highways and Footpaths

 

Cllr. Robert Fisher advised that there had still been no action by City council to rectify the road surface of Monksland Road and that the extent of potholes now rendered the road dangerous to both pedestrians and motorists.

 

Cllr. Robert Fisher drew attention to the state of the car park area adjoining Port eynon Village green. Clerk confirmed that this area was in the ownership of the City Council. Cllr. Fisher requested the City Council be pressed to regrade and resurface the area. Also to the fact that some of the street lights serving the access road to the village hall were not working.

 

Cllr. Sheila Fisher drew attention to the state of the road surface at the lay by and entrance of Knelston School. Also to a recent road traffic accident outside of the school. Apparently, the school had approached City Council, both to resurface the above areas and to introduce traffic speed restrictions, but not speed bumps. There appeared to be indecision between the Education dept and the Highways Dept as to responsibility for the lay by and entrance areas. Clerk would follow up.

 

Correspondence

Clerk advised that he had received a number of communications as follows;

  • 18th December – letter from a Juliet Powel of Croft Cottage port Eynon objecting to Council’s failure to contribute to Gower First Responder appeal (previously advised at January council Meeting).
  • 21st January – e’mail from Mr. Tom Roderick, Scurlage Castle, urging Council to contribute to Gower first Responder Appeal.
  • 24th January – letter from Adrian Hughes offering to address Council on the First responder appeal.
  • 3rd February – e’mail from Susan and Leigh Barker, Port Eynon, objecting to expenditure on a war Memorial.
  • 22nd February letter from Mr Peter Williams, Scurlage, objecting to expenditure on a war memorial.

Clerk was requested to respond to all in accordance to decisions now taken.

 

  • Request from TENOVUS for a donation. – Council declined.
  • Request from KIDNEY WALES for a donation. – Coucnil declined.
  • Letter from Rt. Hon John Bercow MP drawing Council’s attention to celebrate democracy with ‘EqualiTeas’. – Noted.
  • E’mail from Bridgend Coalition of Disabled Persons requesting support for a petition. – Noted.
  • E’mail from Wildlife Trust advising of planned works to footpath serving Overton Mere. – Noted.
  • Newsletter from Gower Landscape Partnership.

 

Communications

Clerk had nothing to add to his previous comments concerning the Notice Boards.

 

Village Halls

Cllr. Robert Fisher advised that he had attended the February meeting of the Port Eynon Village Hall Committee. Council were advised that the VHMC had met with City Councillor Richard Lewis and there had been discussions over the possibility of including a new Village Hall within the draft master plan being drawn up for tourism in Gower.

 

Clerk/Chair advised that there had been no further communications with the Llanddewi Village Hall Trustees/

 

Knelston Burial Ground.

Clerk advised that the burial ground was being maintained in a most satisfactory state, however, the adjacent chapel and buildings remain in a state of disuse and were accumulating rubbish and a general unsatisfactory state. Council agreed to keep the matter in view.

 

Any Other Business

 

Cllr. Evans advised Council that he had received a suggestion that there should be a drinking water fountain be installed at the toilet block in Port Eynon. Also, that the toilets had been recently repainted in a most unattractive colour scheme. Clerk to request installation of an external percussion tap for drinking water.

 

Cllr. Evans informed that there had been an incident in Overton lane necessitating attendance by paramedics. He enquired about previous considerations for a defibrillator in Overton. Clerk advised that we had been unable to find a suitable location for a unit.

 

Further to last month, Cllr. S. Fisher advised that the school head would appreciate assistance in providing some bench seats around trees in the play areas. Clerk to provide details and costs of MMT bench seats.

 

 

Next meeting – 19th March 2018 at 7 pm.

 

There being no further business to discuss the meeting adjourned at 8: 30 pm.

 

 

 

————————————–                                                                                      ——————————————

Barry Stubbings (Clerk)                                                                                                  Robert Fisher (Chair)

 

Accounts for year ending 31st March 2017

30 May 2017

 

Receipts and Payments Account for year ended 31st March 2017

 

RECEIPTS £
Precept 5,500.00
Wayleaves 69.14
Bank interest 1.95
Grants etc. 0.00
Burial fees 0.00
Others 0.00
 

TOTAL RECEIPTS

 

5,571.76

PAYMENTS £
Clerk’s salary 1,800.00
Clerk’s expenses
Insurance 221.07
Commemorative seat at Overton 690.00
Audit fees          0.00
Port Eynon Hall Hire 220.00
Web site hosting 50.00
One Voice Wales 113.00
Church yard maintenance costs 0.00
Knelston Burial Ground, maintenance 200.00
Commemorative coins for school 300.34
Bramble clearance at Port Eynon 120.00
Joint Councils press announcement 59.09
Land Registry enquiry 7.00
 

TOTAL PAYMENTS

 

£   3,780.50

SUMMARY £
Opening Balance

 

Add Income

14,775.21

 

5,571.76

Deduct expenditure   (3,780.50)
Total 16,556.47
Represented by:         £
Current account 10,372.09
Savings Account 5,259.38
Burial Ground Account 935.00
Creditors / Debtors 0.00
Total  16556.47

Bank Reconciliation

 

Financial year ended 31st March 2017

 

Prepared by      Barry J. Stubbings  (Clerk and Treasurer)                                   Date:    10th May 2017

 

Balance per bank statements as at 31st March 2017: £ £
Current account 10,372.09
Savings Account 5,259.38

 

No. 2 (Burial ground) Account 935.00
16,566.47
Less: any un-presented cheques at 31st March 2017:
Add: un-banked cash at 31st March 2016: 0.00 0.00
Net balance at 31st March 2016: 16,566.47

 

 

The net balances reconcile to the cash book (receipts and payments account) for the year, as follows:

 

CASH BOOK

 

Opening Balance 1st April 2016: 14,775.21
Add: Receipts in the year 5,571.76
Less: Payments in the year (3,780.50)
Closing balance per cash book as at 31st March 2016 16.566.47

Explanation of variances – pro forma                                                             Attachment 1.2

 

The OVW/SLCC ‘Practitioners’ Guide 2011’ provides guidance on explaining significant variances (This is not just a matter for the audit, as it is good practice for the RFO to provide the Council with explanations for differences between one year’s actual expenditure/income and the next, and between budgeted and actual expenditure/income in a year, as part of the normal budgetary control arrangements and when setting the precept.)

 

Please explain any variances of more than 15% between the totals for individual boxes. We do not require an explanation for variances of less than £200; however in some cases there may be compensating variances which leave the total for a box relatively unchanged – e.g. where there was a major one-off project in 2010/11 (e.g. contribution to a village hall extension of £30,000), but a totally different expense of a similar size in 2011/12 (e.g. purchase of playground equipment of £28,000). In such cases it would be helpful to provide an explanation of movements within each box. We also ask you to explain any change where there is a movement to or from zero.

 

Section 1 2015/16

£

2016/17

£

Variance

(+/-) £

Detailed explanation of variance

(with amounts £)

Box 2

Annual precept

 

 

5,500

 

5,500

 

0

 
Box 3

Total other receipts

 

 

3

 

71

 

68

Wayleave of £69 (2016/17)

Bank interest £2

Box 4

Staff costs

 

 

1600

 

1.800

 

0

 

Increase in Clerk’s of £200 pa

 

Box 5

Loan interest/capital payments

 

0

 

0

 

0

 
Box 6

Total other payments

 

 

10,293

 

3,780

 

6,313

 

One off Expenditures in 2015/16 of £8,440

 

Box 7

Balances carried forward

 

14,775

 

16,566

 

1,791

 

 

Box 8

Debtors and stock balances

 

0

 

0

 

0

 
Box 9

Total cash and investments

 

14,775

 

16,566

 

1,791

 
Box 10

Creditors

 

 

0

 

0

 

0

 
Box 12

Total fixed assets and long term assets

 

4,831

 

5,191

 

0

 

Seat purchased

Box 13

Total borrowing           

 

 

0

 

0

 

0

 

 

Asset Register

 

The Community Council holds the following assets:

 

  1. A Burial Ground in the Parish of Knelston formerly attached to the Providence Baptist Chapel and for which the Council levies appropriate charges for internments, etc.

[asset value – £1].

 

  1. Public Notice Boards & seats at the following locations:

 

  • Scurlage Village Green,signboard erected in 2009/2010 @ cost of          £680
  • Port Eynon, signboard near church yard erected in 2010/2011 @ cost of £920
  • Knelston Burial Ground signboard erected in 2010/2011 @ cost of £740
  • Knelston village signboard erected in 2014 @ cost of £956
  • Bench Seats purchased in June 2014 @ cost of £1071.36
  • Bus shelter seats purchased in July 2014 @ cost of £463.1
  • Commemorative seat at Overton Green 2016 £360

 

TOTAL @ COST         £5,191

Notice of appointment of date for the exercise of elector’s rights

Accounts for the year ended 31st March 2017

 

Public Audit (Wales) Act 2004 and the Accounts and Audit (Wales) Regulations 2014 (SI 2014/337)

 

  1. This notice will be displayed from 22 May 2017 to 4 June 2017

 

  1. Each year the Council’s Annual Return is audited by an auditor on behalf of the Auditor General for Wales, and any person interested has the opportunity to inspect and make copies of the Annual Return and all books, deeds, contracts, bills, vouchers and receipts relating to them.

 

  1. These documents will be available on reasonable notice on application to:

 

Mr. Barry Stubbings (Clerk to Council)

Burry Court

Burry Green

Gower

SA3 1HR

 

between the hours of 10:00 a.m. to 1:00 p.m. and 2:00 p.m. to 5:00 p.m. on Monday to Friday.

 

commencing on:           5th June 2017

 

and ending on :             30th June 2017

 

  1. Local electors and their representatives also have:

 

  • The opportunity to question the Auditor General about the accounts; and

 

  • The right to attend before the Auditor General and make objections to the accounts or any item in them. Written notice of an objection must first be given to the Auditor General and a copy sent to the Community Council.

 

The auditor on behalf of the Auditor General can be contacted at the address below for this purpose from the  3rd  July 2017  until the audit has been completed.

 

  1. The Council’s audit is being conducted under the provisions of the Public Audit (Wales) Act 2004, the Accounts and Audit (Wales) Regulations 2014 and the Auditor General for Wales Code of Audit. The audit of Port Eynon Community Council is being carried out by:

 

BDO LLP

Arcadia House, Maritime Walk

Ocean Village

Southampton

SO14 3TL

029 2034 2777

 

 

Accounts for year ending 31st March 2016

Image

Receipts and Payments Account for year ended 31st March 2016

 

RECEIPTS £
Precept 5,500.00
Wayleaves 133.86
Bank interest 2.43
Grants etc. 5,000.00
Burial fees 0
Others 0
 

TOTAL RECEIPTS

 

11,196.29

PAYMENTS £
Clerk’s salary 1,600.00
Clerk’s salary from 2014-15
Clerk’s expenses 138.19
Clerk’s expenses from 2014-15
Insurance 220.06
Defibrillators Project 8,444.00
Audit fees        240.00
Port Eynon Hall Hire 200.00
Web site  (grant received in 2013/14) 70.00
One Voice Wales 107.00
Church yard maintenance costs 400.00
Knelston Burial Ground, maintenance 400.00
Scurlage green flower beds 64.15
 

TOTAL PAYMENTS

  £   11,893.40
SUMMARY £
Opening Balance

Add Income

15,472.10

11,196.29

Deduct expenditure   (11,893.40)
Total 14,775.21
Represented by:         £
Current account 10,931.64
Savings Account 5,256.76
Burial Ground Account 935.00
Creditors / Debtors (2348.19)
Total  14,775.21

Bank Reconciliation

 

Financial year ended 31st March 2016

 

Prepared by      Barry J. Stubbings  (Clerk and Treasurer)                                   Date:    10th May 2016

 

Balance per bank statements as at 31st March 2016: £ £
Current account 10,931.64
Savings Account 5,256.76

 

No. 2 (Burial ground) Account 935.00
17,123.40
Less: any un-presented cheques at 31st March 2015:
Cheque number 000331 (Burial Ground maintenance) 200.00
Cheque number 000336 (Clerk’s salary 2015-16) 1,748.19
Cheque number 000337 (St David’s Churchyard) 200.00
Cheque number 000338 (St cayywg’s Churchyard) 200.00
2348.19
Add: un-banked cash at 31st March 2016: 0.00 0.00
Net balance at 31st March 2016: 14,775.21

 

 

The net balances reconcile to the cash book (receipts and payments account) for the year, as follows:

 

CASH BOOK

 

Opening Balance 1st April 2015: 15,4722.32
Add: Receipts in the year 11,196.29
Less: Payments in the year (11,893.40)
Closing balance per cash book as at 31st March 2016 14,775.21

Explanation of variances – pro forma                                                             Attachment 1.2

 

The OVW/SLCC ‘Practitioners’ Guide 2011’ provides guidance on explaining significant variances (This is not just a matter for the audit, as it is good practice for the RFO to provide the Council with explanations for differences between one year’s actual expenditure/income and the next, and between budgeted and actual expenditure/income in a year, as part of the normal budgetary control arrangements and when setting the precept.)

 

Please explain any variances of more than 15% between the totals for individual boxes. We do not require an explanation for variances of less than £200; however in some cases there may be compensating variances which leave the total for a box relatively unchanged – e.g. where there was a major one-off project in 2010/11 (e.g. contribution to a village hall extension of £30,000), but a totally different expense of a similar size in 2011/12 (e.g. purchase of playground equipment of £28,000). In such cases it would be helpful to provide an explanation of movements within each box. We also ask you to explain any change where there is a movement to or from zero.

 

Section 1 2014/15

£

2015/16

£

Variance

(+/-) £

Detailed explanation of variance

(with amounts £)

Box 2

Annual precept

 

 

5,500

 

5,500

 

0

 
Box 3

Total other receipts

 

 

3

 

5,696

 

5,494

Welsh Assembly grant of £5000   

Burial fees of £360, Grant of £200

Wayleave of £134 (2014/15 & 2015/16)

Box 4

Staff costs

 

 

1600

 

1.600

 

0

Clerk’s expenses of £148 to other payments

 

Box 5

Loan interest/capital payments

 

0

 

0

 

0

 
Box 6

Total other payments

 

 

4,475

 

10,293

 

5,818

Defibrillator cost and installation £8,444 – nett £1849

One off Expenditures in 2014/15 of £3,030- nett £1475

Other minor variances total £374

Box 7

Balances carried forward

 

16,045

 

14,775

 

573

 

 

Box 8

Debtors and stock balances

 

0

 

0

 

0

 
Box 9

Total cash and investments

 

15,472

 

14,775

 

(697)

 
Box 10

Creditors

 

 

0

 

0

 

0

 
Box 12

Total fixed assets and long term assets

 

4,831

 

4,831

 

0

 

Notice Boards, etc.

Box 13

Total borrowing           

 

 

0

 

0

 

0

 

 

Asset Register

 

The Community Council holds the following assets:

 

  1. A Burial Ground in the Parish of Knelston formerly attached to the Providence Baptist Chapel and for which the Council levies appropriate charges for internments, etc.

[asset value – £1].

 

  1. Public Notice Boards & seats at the following locations: [Asset Value £3,296]

 

  • Scurlage Village Green (erected in 2009/2010 @ cost of £680)
  • Port Eynon, near to church yard (erected in 2010/2011 @ cost of £920)
  • Knelston Burial Ground (erected in 2010/2011 @ cost of £740)
  • Knelston village (erected in 2014 @ cost of £956)
  • Bench Seats (purchased in June 2014 @ cost of £1071.36)
  • Bus shelter seats (purchased in July 2014 @ cost of £463.1)

Notice of appointment of date for the exercise of elector’s rights

Accounts for the year ended 31st March 2016

 

Public Audit (Wales) Act 2004 and the Accounts and Audit (Wales) Regulations 2014 (SI 2014/337)

 

  1. This notice will be displayed from 23 May 2016 to 5 June 2016

 

  1. Each year the Council’s Annual Return is audited by an auditor on behalf of the Auditor General for Wales, and any person interested has the opportunity to inspect and make copies of the Annual Return and all books, deeds, contracts, bills, vouchers and receipts relating to them.

 

  1. These documents will be available on reasonable notice on application to:

 

Mr. Barry Stubbings (Clerk to Council)

Burry Court

Burry Green

Gower

SA3 1HR

 

between the hours of 10:00 a.m. to 1:00 p.m. and 2:00 p.m. to 5:00 p.m. on Monday to Friday.

 

commencing on:           6th June 2016

 

and ending on :             1st July 2016

 

  1. Local electors and their representatives also have:

 

  • The opportunity to question the Auditor General about the accounts; and

 

  • The right to attend before the Auditor General and make objections to the accounts or any item in them. Written notice of an objection must first be given to the Auditor General and a copy sent to the Community Council.

 

The auditor on behalf of the Auditor General can be contacted at the address below for this purpose from the  4th July 2016  until the audit has been completed.

 

  1. The Council’s audit is being conducted under the provisions of the Public Audit (Wales) Act 2004, the Accounts and Audit (Wales) Regulations 2014 and the Auditor General for Wales Code of Audit. The audit of Port Eynon Community Council is being carried out by:

 

BDO LLP

Arcadia House, Maritime Walk

Ocean Village

Southampton

SO14 3TL

029 2034 2777

 

 

 

 

 

 

Agenda Notice for meeting on 20th March 2017

Monthly Meeting – Monday 20th March 2017.

To be held at Port Eynon Village Hall at 7:30 p.m.

 

AGENDA

 

  1. Apologies for Absence
  2. Declarations of Interest
  3. Approval of Minutes of Last Meeting (20th February 2017)
  4. Matters Arising from Minutes
  5. Financial Report & Expenditure
  6. Planning – Applications & Outcomes
  7. Highways, Environment & Footpaths
  8. Correspondence
  9. Communication – Notice Boards, web site, etc.
  10. Port Eynon & Llandewi Village Halls
  11. Any Other Business

 

Correspondence received to date:

 

Correspondence from: Agenda item:
C&CS – Weekly Lists of Planning Applications 6
One Voice Wales – Notice of courses, etc. 10
One Voice Wales – consultation on Consituency Boundaries 9
Western Power Dist – payment of wayleave 5
C&CS – Precept payment dates 5
   
   

 

Planning Applications for consideration (Agenda item 6):

 

Ref. No. Address Brief Description
2016/1492 Milestone Court, Scurlage Rectification of non approved works- pending
2017/0130 South Gower Sports Club Camping events in 2017 – pending
2017/0151 Bank Farm, Scurlage License for 5 touring caravans – pending
2017/0183 10 Monksland Road Scurlage Use of premises to board dogs – pending
     
2017/0350 Orchard Green Knelston New detached dwelling & garage
     
   

Draft minutes of meeting held on 16th January 2017

 PORT EYNON COMMUNITY COUNCIL

 

DRAFT – UNCONFIRMED

 

Minutes of Monthly Council Meeting held on

 Monday 17th  January 2017 at the Village Hall, Port Eynon.

 

The meeting commenced at 7:30 pm.

 

Present:                                   Cllr. G. Evans, Cllr. R. Fisher, Cllr. Mrs. S. Fisher, Cllr. G. Jones,

 

 

Apologies for Absence:            Cllr. Mrs. Lynda Newland, Cllr Mrs. Ann Scott and Cllr A. Milligan

 

In attendance:                         Mr. B. Stubbings (clerk),

 

Chair person:                          Cllr. R. Fisher took the Chair.

 

Declarations of Interest:         None

 

 

001/17 Minutes of Last Meeting (December 2016):

 

The minutes, as corrected, were proposed to be accepted as a true record by Cllr. G. Jones, the proposal was seconded by Cllr. Mrs. S. Fisher and agreed by all.  The minutes were signed by the chairperson.

 

002/17.  Matters Arising from previous Meeting:

 

Village Greens –pending receipt of quoatations.

 

War Memorial – pending source of suitable stone.

 

Llanddewi Corner – Clerk to follow up with City Council on grid placed over drainage channel.

 

Donations to Churches – Clerk to clarify reported changes to Finance Act which may prevent community Councils making donations to local churches.

 

003/17.  Finance:

 

Clerk advised that there had been no income or expenditure in the past month. The bank balances were presently as follows:

 

Current Account           £9,460

Savings Account           £5,255

Knelston Burial Ground Account           £675

 

Clerk advised that he had received notification for renewal of Council’s insurance policy and quotation from existing insurers AON in the amount of £….. Cllr G Evans proposed to renew with AON and with no change to present policy. Seconded by Cllr G Jones and agreed by all.

 

The following funding commitments have been made and are carried forward:

 

Scurlage Green Improvements – £2,000

Port Eynon Village Green improvements – £2,000.

 

 

 

 

004/17.  Planning:

 

From Previous applications

 

 

2016/1384 St David’s Church, LLanddewi – Removal of deteriorated interior plaster and cement; and replacement with lime based plaster. Council unanimously agreed to support the proposal. Under consideration.

 

2016/3184 Frogmoor Cottages, Frogmoor – Removal of planning condition and extension for further five years. Council unanimously agreed they had no objections. Application granted on 13th December 2016.

 

New applications :

 

2016/3587 Foxwood, Overton Lane – conversion of outbuilding into two bedroom cottage. Council unanimously agreed to support the application. Proposed by Cllr Evans and seconded by Cllr S Fisher.

 

005/17 Highways & Footpaths.

 

Nothing to report.

 

006/17 Correspondence:

 

Clerk advised on various items of correspondence as follows

 

Swansea Area Committee -notice of meeting (clerk to advise apologies)

 

C&CS Parks Dept – Advice re planting of flower beds at Scurlage Green (confirmed to proceed)

 

007/17 Knelston Burial Ground.  Nothing to report.

 

008/17 Village Halls

 

Port Eynon – Cllr Fisher advised that the VHMC had met with MP Byron Davies in January, but he received notification after the event.

 

Llandewi Hall – Meeting with Trustees to be arranged by Clerk.

 

009/17  Knelston Primary School – nothing to consider.

 

010/17 Newsletter –  Cllr S Fisher advised that she would explore and alternative to Mr Tony Wright of AW Graphics.

 

011/17 Any Other Business:

Cllr. G Evans sought agreement to repeat the bramble clearance at the dune areas in Port Eynon. Agreed by all.

 

Date of Next Meeting: Monday 20th February 2017 at 7:30 pm  in the  Port Eynon Village Hall.

 

Meeting closed at 8:30 pm.                                                        Chairman

 

 

  1. J. Stubbings, (Clerk) R. Fisher

Agenda notice for meeting on 20th February 2017

Monthly Meeting – Monday 20th February 2017.

To be held at Port Eynon Village Hall at 7:30 p.m.

 

AGENDA

 

  1. Apologies for Absence
  2. Declarations of Interest
  3. Approval of Minutes of Last Meeting (16th January 2017)
  4. Matters Arising from Minutes
  5. Financial Report & Expenditure
  6. Planning – Applications & Outcomes
  7. Highways, Environment & Footpaths
  8. Correspondence
  9. Communication – Notice Boards, web site, etc.
  10. Port Eynon & Llandewi Village Halls
  11. Any Other Business

 

Correspondence received to date:

 

Correspondence from: Agenda item:
C&CS – Weekly Lists of Planning Applications 6
One Voice Wales – Notice of courses, etc. 10
One Voice Wales – renewal of membership 5
P Tucker – printing of parish magazines 9
C&CS Parks Dept – advice of new group leader 8
C&CS Enforcement – advice re problems at Monksland Road, Scurlage 6
C&CS Cultural Services – advice of new Destination Manager 8

 

Planning Applications for consideration (Agenda item 6):

 

Ref. No. Address Brief Description
2016/3587 Foxwood, Overton lane Conversion of store into 2 bed cottage – pending
2016/1492 Milestone Court, Scurlage Rectification of non approved works- new
2017/0130 South Gower Sports Club Camping events in 2017 – new
2017/0151 Bank Farm, Scurlage License for 5 touring caravans – new

 

Minutes of Council Meeting held on 21st November 2016

 PORT EYNON COMMUNITY COUNCIL

 

DRAFT – UNCONFIRMED

 

Minutes of Monthly Council Meeting held on

 Monday 21st  November 2016 at Port Eynon Village Hall.

 

The meeting commenced at 7:30 pm.

 

Present:                                   Cllr. G.Evans, Cllr. R. Fisher, Cllr. Mrs. S. Fisher, Cllr. G. Jones.

 

 

Apologies for Absence:            Cllr. Mrs Lynda Newland, Cllr. Mrs. Ann Scott and Cllr a. Milligan

 

In attendance:                         Mr. B. Stubbings (clerk),

Ms. Julie Harris, Ms Teresa Ashmole.

 

Chair person:                          Cllr. R. Fisher took the Chair.

 

Declarations of Interest:         None

 

 

073/16 Minutes of Last Meeting (October 2016):

 

The minutes were proposed to be accepted as a true record by Cllr. G. Evans, the proposal was seconded by Cllr. Mrs. G. Jones and agreed by all.  The minutes were signed by the chairperson.

 

074/16.  Matters Arising from previous Meeting:

 

Village Greens – It was reconfirmed that Council should proceed with posts around edge of Port Eynon Green. Council, however noted that at Scurlage the presence of the flower bed had served to reduce the occurrence of vehicles crossing the green. It was decided to defer the installation of timber posts and monitor the situation. A question was raised from the public as to the responsibility of the Council to provide childrens’ play areas. Clerk agreed to research any statutory requirements.

 

War Memorial – Chair advised that he was continuing to search for a suitable large stone on to which a memorial plaque could be sited.

 

Local Development Plan – Clerk reported advice received from Planning Office that plan indicated on public notices was necessarily to small scale and should not be considered as definitive. Registered plans could be consulted at the Planning Office.

 

075/16.  Finance:

 

Clerk advised that there had been no income or expenditure in the past month. The bank balances were presently as follows:

 

Current Account           £9,460

Savings Account           £5,255

Knelston Burial Ground Account           £675

 

 

The following funding commitments have been made and are carried forward:

 

Scurlage Green Improvements – £2,000

Port Eynon Village Green improvements – £2,000.

 

Clerk advised that he was in receipt of the annual request for Council to set their Precept for 2017/18. Cllr Evans enquired as to the current precept and how long it was since it was last adjusted. Clerk replied that current precept was £5,500 and it had been held at that level for at least three years. Cllr Evans proposed that precept request should be raised to £6,000, proposal was seconded by Cllr S Fisher and agreed by all present.

 

076/16.  Planning:

From Previous applications

 

 

 

2016/1384 St david’s Church, LLanddewi – Removal of deteriorated interior plaster and cement; and replacement with lime based plaster. Council unanimously agreed to support the proposal. Under consideration.

 

2016/1598 Carreglwydd Camp Site – To vary planning permission granted in November 2011 to permit construction beyond the nominated 5 year period. (Cllr Newland had declared an interest). Council considered the application and noted that the Council had no significant objection to the original application in 2011. It was unanimously agreed that the application could be accepted. Approved 21 Sept 2016.

 

2016/1687 The Pharmacy, Scurlage – To erect one additional externally illuminated advertising boards. After discussion in which reservations were expressed over the extent of advertising hoardings in the area of Scurlage it was agreed unanimously that the proposal should be recommended for approval. Approved 26 October 2016.

.

New applications :

 

2106/3047 Bay View Farm, Overton – Renewal of temporary permission for siting of five touring caravans from 1st April to 31st October 2016 to 2021. Council unanimously agreed they had no objections. Approved 30 November 2016

 

2016/3184 Frogmoor Cottages, Frogmoor – Removal of planning condition and extension for further five years. Council unanimously agreed they had no objections. Decision pending

 

077/16 Highways & Footpaths.

 

Problems with construction traffic continued in Scurlage. Cllr Fisher requested the Clerk to make enquiries of City Council as to whether any order had been made to facilitate the closure of ‘Muddy Gap’ lane at Scurlage, and diversion of the footpath.

 

078/16 Correspondence:

 

Clerk advised on various items of correspondence. None of which required action.

 

079/16 Knelston Burial Ground.  Nothing to report.

 

080/16 Village Halls & Knelston School

 

Port Eynon – Clerk advised that he was waiting for pegging of the boundary to be completed.

 

Cllr R Fisher advised that there had been a meeting of the Management Committee last week, but there were no issues of note.

 

Llandewi Hall – Cllr Jones advised that the Trustees were considering a proposal for demolition of the hall and sale of the land. Chair requested that  a meeting be arranged with the Trustees.

 

081/16  Knelston Prinmary School – Cllr S Fisher advised that there was nothing of note to report.

.

 

082/16 Newsletter –  Cllr R Fisher would continue to liaise with Mr Tony Wright of AW Graphics concerning a newsletter.

 

083/16 Any Other Business:

 

Cllr Evans commented that water pressure in Overton had been very erratic in past weeks.

 

Cllr Fisher commented that despite measures undertaken on drainage works there was again substantial flooding at Llanddewi Corner for a period of three days.

 

Date of Next Meeting: Monday 19th December 2016 at 7:30 pm  in the  Port Eynon Village Hall.

 

Meeting closed at 9:15 pm.                                                        Chairman

 

 

  1. J. Stubbings, (Clerk) R. Fisher

Agenda & Notice for meeting on Monday 19th December 2016

Monthly Meeting – Monday 19th December 2016.

To be held at ‘The Old Pharmacy’ Monksland Road, Scurlage at 7:30 p.m.

 

AGENDA

 

  1. Apologies for Absence
  2. Declarations of Interest
  3. Approval of Minutes of Last Meeting (November 2016)
  4. Matters Arising from Minutes
  5. Financial Report & Expenditure
  6. Planning – Applications & Outcomes
  7. Highways, Environment & Footpaths
  8. Port Eynon & Llandewi Village Halls
  9. Knelston School
  10. Correspondence
  11. Communication – Notice Boards, web site, etc.
  12. Any Other Business

 

Correspondence received to date:

 

Correspondence from: Agenda item:
C&CS – Weekly Lists of Planning Applications 6
One Voice Wales – Notice of courses, etc. 10
Mid and West Wales Fire Rescue Service update on stakeholders 10

 

Planning Applications for consideration (Agenda item 6):

 

Ref. No. Address Brief Description
Previous:
2016/1384 St Davids Church, Llanddewi Reapirs to interior stonework
2016/3047 Bayview Farm Horton Renewal of License for 5 caravans to 2021
2016/3184 Frogmoor Cottages, Frogmoor Extesion of permission for further 5 years
 
New:
 
 
 

 

Minutes of Council Meeting in July 2016

DRAFT – UNCONFIRMED

 

Minutes of Monthly Council Meeting held on

 Monday 18th July 2016 at Port Eynon Village Hall.

 

The meeting commenced at 7:30 pm.

 

Present:                                   Cllr. G.Evans, Cllr. R. Fisher, Cllr. Mrs. S. Fisher, Cllr. A. Milligan,and  Cllr. Mrs. L. Newland,

 

 

Apologies for Absence:            Cllr. Mrs. Ann Scott

 

In attendance:                         Mr. B. Stubbings (clerk),

 

Chair person:                          Cllr. R. Fisher took the Chair.

 

Declarations of Interest:                     Cllr. Mrs. L. Newland re Gower Holiday Village

 

 

063/16 Minutes of Last Meeting (June 2016):

 

The minutes were proposed to be accepted as a true record by Cllr. G. Evans, the proposal was seconded by Cllr. Mrs. S. Fisher and agreed by all.  The minutes were signed by the chairperson.

 

064/16.  Matters Arising from previous Meeting:

 

Verges – Cllr Mrs. Newland advised that she had been in contact with Mr. Tom. Roderick and that he could undertake machine cutting of the verges at a rate of £30 per hour. Cllr R. fisher commented that it should not be necessary for the community council to spend money to make good the deficiencies of the City Council. After discussion it was agreed that the Community Council could take action to arrange cutting in localised areas where verges had become hazardous to pedestrians.

 

South Gower Sports Club – Cllr. Milligan advised that there had again been problems with noise and disturbance from the sports Club. During the event on 3rd July Cllr. Mrs Stott had found it necessary to visit the club at 12:30 am to complain about the noise. The event organisers acknowledged that the music volume should be reduced after 11 pm and should cease at midnight, but no action had been taken. Further it had not proven possible to contact the Environmental Health officers or obtain a visit from local police. Cllr. Milligan strongly commented that the frequent hosting of music festivals was not in accordance with the principles of Gower being an area of outstanding natural beauty, and would lead to a decline in tourism.

{subsequent to the meeting another complaint was received from a resident concerning disturbance from vehicles parked close to the boundary fence in the early hours of the morning}

 

065/16.  Finance:

 

Clerk tabled an updated Cash Book status. He advised that there had been no income or expenditure in the past month. The bank balances were presently as follows:

 

Current Account           £9,460

Savings Account           £5,255

Knelston Burial Ground Account           £675

 

Clerk advised that the Welsh Assembly auditor for local councils now required the cash book to be formally approved by the Council on a quarterly basis. Cllr G Evans proposed that the statement be approved, Cllr Mrs L Newland seconded the proposal and all were in agreement.

 

The following funding commitments have been made and are carried forward:

 

Scurlage Green Improvements – £2,000

Port Eynon Village Green improvements – £2,000.

 

 

066/16.  Planning:

From Previous applications

 

2015/1657 The Monksland Scurlage – Appeal for Permit for 64 units of Touring Caravans for three months. Council considered the grounds given for appeal and noted that the claims for a permit on the grounds of providing an overspill facility were not supported by local caravan site owners who had not experienced full occupancy in the past three years. Council also questioned the claims that the site would generate more than 20 full time jobs for the three months of operation, or that the continued viability of ‘The Monksland’ was dependent on this application being granted. Clerk was directed to respond to the Appeal document accordingly. Appeal dismissed on 28th June 2016 on basis that use of land for caravans and camping was contrary to the provisions of the Gower Area of Outstanding Beauty..

 

2016/0680 Adjacent to Hawthorn Cottage, Scurlage. – Outline planning permission for a single dwelling house. Council noted that there had been a previous application for outline permission over ten years ago which had been granted but had since lapsed. After discussion it was agreed that a number of changes had occurred in the vicinity of this site since the previous application. In particular Council considered that the proposed access would result in conflict with the bus lay by and was not to be recommended given the volume and speed of traffic using the A4118 at this location. It was considered that access should be taken from Monksland Road, as was required of the adjoining development. Concern should also again be raised of the unsatisfactory state of mains drainage serving this area and of flooding of this area. Outline planning permission granted on 14th July 2016.

 

2016/1088 Berry Farm, Scurlage. – New agricultural barn. Council noted location and size of the new barn (approx. 18m by 12m.) and queried the height to eaves of only 3.7m. noting that whilst this rendered the barn more sympathetic to the surrounding buildings it would be of restricted use for access and storage. Council unanimously recommended approval. Notification received on 4th July that planning permission is not required.

 

New applications :

 

2016/1303 Gower Holiday village – Temporary use of field to erect marquee and 10 tents on 16th and 17th September. Council repeated their concerns over the ad-hoc use of this field and noted the views of the planning inspector with regard to the recent appeal on application 2015/1657. Council reiterated their view that use of the field should be conditional on provision of adequate facilities to create a licensed and approved camp/caravan site. The proposal in this application to rely on skips, three ‘portaloos’ and a few fire extinguishers was considered inadequate.

 

067/16 Highways & Footpaths.

 

Councillors noted that there the void in the road surface between near to the entrance to Mr. John Mumby’s field was still present and required levelling. Clerk to action.

 

Cllr Newland advised that she was in receipt of further complaints from residents regarding the overgrown verges in the Port Eynon area. Also the white lining and cats-eyes required attention as on a recent foggy night they had proved to be deficient.

After discussion it was again agreed to raise with the City Council permission for the Community Council to carry out verge trimming subject to a cross funding arrangement.

 

Cllr. Jones advised that he had received a complaint from a resident concerning the overgrown hedges at the junction of Trumpet Lane in Knelston which obscured vision for traffic leaving Trumpet Lane. Referred to trustees for the Knelston Burial Ground.

 

068/16 Correspondence:

 

Clerk advised that he had not been in receipt of any correspondence.

 

069/16 Knelston Burial Ground.  Nothing to report.

 

070/16 Village Halls

Port Eynon – Clerk advised that he was waiting for pegging of the boundary to be completed.

Cllr. L. Newland advised that the VHMC at their last meeting had expressed dissatisfaction with PECC in regard to the ownership and custody of the property deeds. Also that they had written to the Charity commission to say that the PECC had ‘lost’ the deeds and failed to fulfil their duties as Custodian Trustee, as such the PECC should relinquish this role and the VHMC should claim ownership of the property. They were in receipt of legal advice to this effect. Cllr. Newland was requested to obtain a copy of any correspondence between VHMC and the Charity Commission.

Cllr Newland further advised that she had requested a response from VHMC with regard to the encroachment by a neighbour onto the village hall land.

Cllr R Fisher suggested that PECC should write to the VHMC to request a meeting, in an effort to resolve these apparent difficulties.

 

Port Eynon Green – Council discussed measures to control parking on the green and agreed that a suitable solution would be to install timber posts similar to those at Scurlage Green. It was noted that access would need to be maintained to the electricity sub-station. It was agreed to proceed with drawing up an outline plan and obtaining quotations.

 

Llandewi Hall – nothing to report.

.

071/16 Communications –  Cllr R Fisher would continue to liaise with Mr Tony Wright of AW Graphics concerning a newsletter.

 

072/16 Any Other Business:

 

Clerk advised that he had obtained an indication of price for a war memorial from local monumental masons. Cllr R Fisher advised that he may be able to arrange for supply of a large boulder from the Monksland Road housing site, and to wait until this could be further explored.

 

Cllr R Fisher advised that the ‘Muddy gap’ passage from Monksland road to the A4118 had been closed by contractors and this was contrary to the approved construction plans. Also that site works had damaged the trees and hedgerows bordering the construction site.

 

Cllr S Fisher commented that the flower beds had been prepared along Scurlage Green but to date there was little development of the promised wild flowers.

 

Finally, Cllr Newland advised that she had received a text message to complain about the notice board near St Cattwg’s church which had a broken hinge for some weeks and which the Clerk had failed to take any action despite having been advised of the problem. Clerk reported that he had recently replaced both hinges, and then offered to withdraw whilst Council considered what was a formal complaint. Chair directed him to remain. Council concluded that the Clerk had acted to the best of his abilities and that the complaint was unjustified.

 

Date of Next Meeting: Monday 19th September 2016 at 7:30 pm  in the  Port Eynon Village Hall.

 

Meeting closed at 9:30 pm.                                                                    Chairman

 

 

  1. J. Stubbings, (Clerk) R. Fisher