Minutes of Annual General Meeting held on

 Wednesday 18^th May 2016 at Port Eynon Village Hall.

The meeting commenced at 7:00 pm.

Present:                                  Cllr. G. Evans Cllr. R. Fisher, Cllr. S. Fisher; Cllr. G. Jones; Cllr. L. Newland, Cllr. A. Stott and Cllr. A Milligan

In attendance:                        Mr. B. Stubbings (Clerk)

Apologies for Absence:,        none

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

1. Minutes of Last Annual General Meeting:

The minutes of the AGM held on 18^th May 2015 had been circulated prior to the meeting and no comments had been received. Cllr. G. Evans proposed that the minutes be accepted as a true record, the proposal was seconded by Cllr. S. Fisher and agreed by all. The minutes were signed by the chairman.

2. Election of Chairperson.

Cllr. G. Evans proposed that Cllr. Robert Fisher be re-elected as Chairperson for the forthcoming year. The proposal was seconded by Cllr. S. Fisher. There being no other proposals the meeting elected Cllr. R. Fisher by unanimity.

3. Election of Vice Chairperson.

Cllr. L. Newland proposed that Cllr. G. Evans be re-elected as Vice-Chairperson for the forthcoming year. The proposal was seconded by Cllr. S. Fisher. There being no other proposals the meeting elected Cllr. Evans by unanimity.

5. Chairman’s Report

Cllr. R. Fisher presented a brief report of activities during the past year:

• Following the public election of Councillors in 2012 vacancies still remained on the Council and despite advertising on the Notice Boards and Village Hall website these had remained unfilled throughout the year. The vacancies were for one Councillor each in the Port Eynon and Knelston wards. Cllr. Fisher expressed his continued disappointment at the apparent lack of interest from the community, or appreciation of the contribution that the Community Council makes to the local environment. He expressed his disappointment that the Council had been unable to achieve a newsletter for distribution to households.
• He complemented the Council on their initiative to purchase and distribute commemorative coins to children at Knelston School for the Queen’s birthday.
• Also for the creation of the wild flower beds at Scurlage village green and the timber bench at Overton green.
• Another initiative brought to completion was the provision of 6 defibrillators throughout the council area.
• Looking forward he hoped that it would be possible to identify a Councillor to lead on particular issues
• Finally, Cllr. Fisher expressed his thanks for the support and assistance of all the elected Councillors and also to the Clerk for his support and service to the Council.

6. Financial Report:

Clerk advised that the year-end bank balances were as follows:

Current Account                     £10,932

Savings Account                     £5,257

Knelston Burial Ground Account           £935

The Clerk provided a brief review of expenditure throughout the year and presented a budget for the forthcoming year.

Cllr. Newland proposed that the clerk’s remuneration be increased to £1,800 per annum.

Cllr Evans proposed that the budget for 2016-2017 be accepted, except that the precept be raised to £6,000.

Both proposals were seconded by Cllr. Jones and approved unanimously.

6. Standing Orders

• The clerk advised that there were no proposed changes to the current Standing Orders.
• Council noted that if proposals to redevelop the Talbot Hall should progress then identification of a suitable alternative venue was essential. Cllr. Fisher said that he would make yet a further approach to the school. He also advised that his office in Scurlage could be used.
• It was confirmed that meetings should continue to be held at the Port Eynon Village Hall.
• It was confirmed that the regular monthly meetings of the Council continue to be held on the third Monday of each month commencing at 7:30 p.m..

7. Committees

• It was unanimously agreed, in the absence of any counter proposals, that Cllr. Newland should continue to represent the Council at the Port Eynon Village Hall Management Committee.
• It was unanimously agreed, in the absence of any counter proposals, that Cllr. S. Fisher should continue to represent the Council at the Port Eynon Village Hall Management Committee.
• It was unanimously agreed that Cllr. Fisher should represent the Council on the Management Trust for Knelston Chapel Burial Ground, noting that the Clerk also was in attendance to this Trust.
• Councillors noted that the Council was not represented on the Port Eynon Boat Club Committee and thought that an approach should be made to seek such a presence. Clerk advised that historically the Boat Club was a participating member of the Village Hall Management Committee at which the Council was represented.

8. Date of Next Meeting – was provisionally set as Monday 15^th May 2017 and venue as Port Eynon Village Hall.

The meeting closed at 8:00 pm.

1. J. Stubbings, (Clerk) Chairperson

DRAFT – UNCONFIRMED

Minutes of Monthly Council Meeting held on

 Monday 25^th April 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, Cllr. Mrs. Lynda Newland, Cllr. S Young

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

In attendance:                       Mr B Stubbings (Clerk);

Mrs Pauline McMurray, Mrs Claire Wales, Mrs Carol Jones, and Mr. Peter Williams (Chair, Village Hall Management Committee)

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

Declarations of Interest:         None

029/17 Minutes of Last Meeting (January 2017):

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

030/17.  Matters Arising from previous Meeting:

Village Greens – Port Eynon. Council agreed to proceed with quotation provided by Eaton Fencing in the amount of £1200.

War Memorial – pending source of suitable stone.

Muddy Gap Lane off Monksland Road – Clerk advised that he was in receipt of further letter from Mr Robert Latham of C&CS advising that there is no public right of way or record of easements for access in relation to ‘Muddy Gap’. C&CS also consider that they are the Registered Title landowner. Further, the planning permission 2014/0417, as amended, indicates the proposed road layout, and that ‘Muddy Gap’ will form part of the made up road where it adjoins the A4118.

Monksland Road – In above referred letter from Mr. Robert Latham he advises that he has made several recent site visits and considers that adequate measures are being exercised by the contractor, Hales, to prevent site access via Monksland Road. Where damage has occurred to kerb lines and verge areas an approach should be made to highways Dept who have a record of the area prior to the start of construction, and if damage has occurred the contractor will be required to make the necessary reinstatement.

Parking in Salisbury Close – Again in the above referred letter Mr. latham suggests that PECC approach Highways Department to explore the possibility of implementing Residents Parking Zones.

Hedge Rows, Monksland Road – The contracted works in relation to planning permission 2016/0417 include for post development replanting of the hedgerows under the supervision of the C&CS Planning Ecologist.

Foul Water Drainage, Monksland Road – Again Mr Latham suggests that this issue be raised with C&CS Drainage Dept and/or Dwr Cymru.

Bus Bay, Scurlage – Clerk advised acknowledgement from NAT Group (busses) who have requested the Swansea Depot Manager to investigate and monitor the situation.

Wildflower Planting, Scurlage – Ground has been prepared by spraying with weed killer.

Casual Signs at A4118 Junction, Scurlage – PECC complaint has been passed the Highways maintenance Contrcator (RMS) for action.

014/17.  Finance:

Clerk tabled updated Cash Book Summary and advised that there had been no significant transactions in the past month.

1. Cash reserve approx.. £10,400. Savings reserve approx.. £5,300.

The following funding commitments are carried forward:

Bench seat at Orchard Close – £500

Scurlage Green Improvements – £2,000

Port Eynon Village Green improvements – £2,000.

015/17 Planning

Clerk provided an update on pending applications as follows

Pending Applications

2017/0183 No. 10  Monksland Road. Application for certificate of lawfulness to Home Board up to 3 pet dogs. Council agreed that the proposal be reccommended for approval. Approved 30^th March 2017

2016/1492 Milestone Court Scurlage. Retention and completion of 8 dwellings and associated outbuildings and garages. Regularisation of variations from approved plans. The Council expressed concern with the application as presented and questioned possible boundary encroachment and compliance with Land Registry details. Approved on 15^th March 2017

2017/0130 South Gower Sports Club. Application to use the complete lower football field for camping on the following dates.:-

30th June-1st July Charity Walk— 80 units

7th July-8th July    Music Festival—80 units

20th July- 24th July Chilli Festival—100 units

25th Aug-26th Aug Club Day—-80 units

Council expressed concern over lack of consultation with local community and lack of detail with regard to parking, toilet provision, tent layout and fire precautions. The Council were unhappy to support the application as submitted. Approved on 15^th March 2017

2017/0151 Bank Farm Scurlage. Renewal of temporary planning permission for the siting of 5 touring caravans for a period of 5 years.

It was agreed that the proposal be accepted for approval. Approved on 15^th March 2017

2017/0350 Orchard Green, Knelston – Demolition of existing bungalow and erection of new detached dwelling house and garage. Council noted that the present bungalow was thought to be of precast construction dating back to post war period. It was agreed that the proposal should be recommended for approval. Decision pending.

New Applications

2017/0470 The Tors, Knelston – Erection of new detached dwelling house and garage. Council noted that the proposed house was within the curtilage of the existing gardens to ‘The Tors’ and would share the access to ‘The Tors’ and Knelston Hall Farm. Scale of development was appropriate and consistent with adjacent existing properties. Council unanimously recommended application be approved. (Proposed by Cllr G. Jones and seconded by Cllr S. Fisher.)

2017/0485 Bank Farm, Knelston – Erection of Marquee and maximum of 125 units of tents for period 9^th June 2017 to 11^th June 2017. Council note that this was an annual event and that no complaints or negative comments had been generated in previous years. Council unanimously recommended application be approved. (Proposed by Cllr G. Evans and seconded by Cllr S. Fisher.)

2017/0725 Gower Holiday Village, Scurlage – temporary use of field adjoining ‘The Monksland’ for use to site up to 64 touring caravans for the period 1^st June to 5^th September 2017. Council noted that this was a further application essentially the same as 2015/1657 which was refused on 2^nd October 2015. That decision was appealed and confirmed on 25^th July 2016. Council noted that this further application only differed from that made previously in that the layout of the pitches was restricted to approximately half of the field furthest from the road. Also, that reference is no longer made to this being an ‘Overspill Facility’. Council noted that although outline discussions had taken place with the applicant following the previous refusals, no communication had been received with respect to this new application. Council considered that the previous grounds made for recommending refusal still held, in that all necessary facilities and requirements of a self contained semi permanent caravan site must be met, and that no indications were given in this application. Council also noted the findings of the Planning Inspector in July 2016, and that these had not been addressed in this application. Council recommended by majority that the application be refused.

016/17 Highways & Footpaths.

Cllr. Mrs. Newland requested Clerk to write to Footpaths Section of C&CS to tahnk them for their excellent recent work on the footpath from Newpark to Bank Farm, Horton.

Cllr R. Fisher requested Clerk to write to C&CS to ensure that on completion of the new housing development in Scurlage the footpath near houses 20 and 21 be properly reinstated.

017/17 Correspondence:

Clerk reported receipt of a number of communications concerning the election of councillors on May 7^th.

Clerk reported receipt of the annual financial audit papers, which would be actioned as required.

009/17 Communication- Notice Boards etc.

Clerk advised that he had provided an article to the Village Hall newsletter. There was nothing else to report.

018/17 Village Halls –

Port Eynon – Clerk advised receipt of letter from village hall management committee advising that they had requested the Charity Commission to change the Custodian Trustee from that defined in the Hall Trust Deed as the Port Eynon Community Council..

Mr Peter Williams outlined the reasons for this action.

Cllr Fisher on behalf of the council expressed his disappointment that contrary to the understandings that he believed had been reached towards the end of 2016, the VHMC had embarked on such a course of action without any discussions or notifications or indeed any attempt to involve PECC.

A heated discussion took place following which Cllr R Fisher stressed yet again that the parties involved should be working together to achieve the best outcome for the community and that this could only happen if there was openness and communication.

Llandewi Hall – Clerk reported that he had written to trustees requesting a meeting/discussions, but had received no response to date.

019/17 Any Other Business:

Mr. S Young informed the Council of the severe environmental nuisance which had occurred in Scurlage over several days during the Easter period. The smell emanating from the spreading of manure had been so severe that residents could not venture outside of their houses. A tourist visiting the shop had been physically sick. Washing hung outside had to be taken in and rewashed. He read out a lengthy letter of complaint from one resident detailing attempts that had been made to contact the Environmental Health Dept. but with little success as it was the Easter holiday period. Clerk was directed to write a strong letter to Environmental Health Department.

Cllr Gareth Evans and Cllr Jones advised that further bramble clearance on the dunes had been carried out.

Mrs Wales and Mrs MacMurray repeated their concerns over abuse of Orchard Close area by residents, particularly with regard to control of dog fouling.

They also advised of fly-tipping of garden waste apparently being moved from a local site by a quad bike and trailer. Enquiry was made as to whether the Gower Ranger was still operating.

Date of Next Meeting:

Monday 15th May 2017 at 8:00 pm, following the Annual General Meeting,  in the  Port Eynon Village Hall.

Meeting closed at 9.40pm.                                                         Chairman

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