Minutes of Council Meeting January 2021

Port Eynon Community Council

Minutes of monthly Council meeting held on Monday 25th January 2021 via a virtual platform

Present                  Councillors: Martin Cox, Robert Fisher, Sheila Fisher, Gareth Evans

Apologies:             Councillors Gareth Jones, Dave Lewis

In attendance       Mr.Barry Stubbings – Clerk;

  1. Minutes                 Clerk confirmed that the draft minutes of the last meeting held on 21st December 2020 had been circulated to all Councillors. It was proposed by Councillor Martin Cox, and seconded by Councillor Sheila Fisher that the minutes be accepted and this proposal was agreed by all.
  • Declarations of Interest      None were declared.
  • Matters Arising

Clerk advised that there were none other than would be considered via the Agenda

  • Finance 

Clerk advised of current resources available. Invoices had been received from BHB Insurance for the annual policy renewal at £225 and from Ms. Jan Harris for gardening work at Knelston Burial Ground and Scuralge war memorial at £262 and £58;50 respectively. Payments had been made for both. All agreed to retrospectively approve the payments..

 Clerk advised that he was in receipt of invoice from Greenbarnes Ltd for £2,462 for the notice board at Scurlage, noting that it had been recently delivered. MC proposed, GE seconded and all agreed to payment of above three invoices..

Clerk confirmed that reserves together with final payment of 2020 Precept were adequate to meet all envisaged commitments.                      

  • Planning  

Clerk confirmed that he had circulated notice of applications recent applications and decisions.

APPLICATIONS PREVIOUSLY CONSIDERED.

2020/1398 FUL    The Bays Farm, Overton – Conversion of existing detached studio building to provide for a self-contained holiday property.

                        Application was not supported but is now approved as follows:-

‘In conclusion it is considered that the proposal, as well as affording economic and social benefits to the wider community, respects the proportions, design, character and appearance of the existing former agricultural building which in turn respects the wider countryside and AONB whilst also offering modern, flexible holiday accommodation. The proposal is of high quality design and subject to conditions controlling traditional materials the renovation will respect the visual amenities of the area. Therefore, it is considered that the development complies with the principles of Policies PS2, CV2, CV4, ER4, TR1 and TR5 of the LDP and Supplementary Planning Guidance documents ‘Gower Design Guide’ and the ‘Conversion of Rural Buildings’. Regard has been given to the duty to improve the economic, social, environmental and cultural well-being of Wales, in accordance with the sustainable development principle, under Part 2, Section 3 of the Well-Being of Future Generations (Wales) Act 2015 (“the WBFG Act”). In reaching this recommendation, the Local Planning Authority has taken account of the ways of working set out at Part 2, Section 5 of the WBFG Act and consider that this recommendation is in accordance with the sustainable development principle through its contribution towards one or more of the public bodies’ well-being objectives set out as required by Part 2, Section 9 of the WBFG Act. Approval is recommended.’

2020/2119 Well Cottage, Port Eynon – Single storey rear extension with addition of 7 rooflights and alterations to fenestrations.

Application was not supported and has been REFUSED for the following reasons

‘The proposed development, by reason of the excessive number of rooflights being proposed, in conjunction with their sporadic siting within the rear roof slope, would represent a discordant and contrived form of development, that would fail to respect the appearance and character of the host dwelling, to the detriment of the character of the Port Eynon Conservation Area and the wider Gower AONB, contrary to Policies PS2, ER4, HC1 and HC2 of the Swansea Local Development Plan (2019) and the Council’s Design Guide for Householder Development and Gower AONB Design Guide.’

2020/2269 FUL The Old Pharmacy, Monksland road, Scurlage – Addition of first floor and conversion from office to a dormer bungalow.

Application was supported but has been refused for the following reasons –

1 The proposed dwelling is served by an inadequate level of private amenity space, to the detriment of the living conditions of the future occupiers of the dwelling, contrary to Policy PS2 of the Swansea Local Development Plan (2019) and the Council’s Infill and Backland Design Guide and the Gower AONB Design Guide.

2 The proposed resultant building, by reason of its excessive height and close proximity to the common boundary with The Old Surgery (to the south), would have an overbearing impact on the occupiers of this neighbouring property, to the detriment of the standard of living conditions they could reasonably expect to enjoy, contrary to Policy PS2 of the Swansea Local Development Plan (2019) and the Council’s Infill and Backland Design Guide and the Gower AONB Design Guide.

NEW APPLICATIONS

2020/2439 PRE    2 Salt Cottage, Port Eynon – Reduction in ground levels and new dwelling to provide additional family accommodation.

Application is not supported for the following reasons –

  • The proposed new dwelling of approximately 1200 sq. m. floor area with two double bedrooms is considered excessive as an addition to the existing property and far in excess of what can be described as a ‘granny flat’.
  • The indicated largely glazed elevations are not sympathetic to and in keeping with the historic location of The Salt House and neighbouring row of traditional cottages.
  • This new dwelling does not benefit from any means of access or provision of parking. Sole access is via an ‘unmade’ lane and the only provision for parking is some distance away in the public car park serving Port Eynon beach.
  • Considerable excavation of the site is proposed, this site is subject to frequent south-westerly gales and serious concern is raised over the stability of ground of adjoining properties unless substantial retaining structures are provided which would themselves form an unsightly change in the landscape of this sensitive area. Substantial sea walls were recently provided to secure the seaward edge of this site.

2020/2371/S73   Knelston Farm, Knelston                   Amendments to planning conditions imposed by 2017/0470/FUL

Application was supported with no comments.

2020/2589/FUL  Dinglebank, Knelston – Two storey side extension, revisions to fenestration and timber cladding at first floor.

Application was supported, noting the following –

  • The proposed extensions involve demolition of an existing single storey extension and replacement with a substantial two storey extension which will more than double the size of the original house.
  • It was noted that the present house is located within a substantial plot on the edge of the village boundaries.
  • It was noted that the new extensions are effectively at the ‘rear’ of the existing house and would not detract from, or interfere with neighbouring properties.
  • It was further noted that the village of Knelston is characterised by a number of large dwellings of relatively recent construction and in the area of this property a number of recent infill developments.
  •  Whilst the extended property will not dominate views from the road and the village, it will be dominant in the landscape when viewed from Llanddewi to the west.
  • The proposed timber cladding will provide an ‘unusual’ elevational treatment in the context of a rural Gower village, but it was acknowledged that it would be a unifying element between the original property and the extensions.

2020/2653/ELD      Scurlage Farm, Scurlage – Siting of a residential caravan

Application was supported, noting the following –

  • It was noted that the address for this application is incorrect/misleading and should be ‘Scurlage Farm, Scurlage’
  • It was further noted that a static caravan had been present at this site for some considerable time, and this had not given rise to any complaints or objections.
  • In principle the Council is of the opinion that every opportunity should be taken to limit and remove the presence of isolated and individual static caravans in the Gower landscape an exception could be made in this instance as it was in an urbanised location and provided accommodation in support of local employment.
  • Highways, Footpaths and Environment

Clerk advised that there were no new issues.

Chair requested that efforts were again made to engage with City Council for a site meeting to review traffic safety in Scurlage. Clerk agreed to write to City council with copy to Cllr.Richard Lewis and for Chair to follow up with Mr. Lewis.

  • Correspondence

Clerk advised that the only correspondence had received was in respect of continued support for the Gower Dark Skies Initiative. All agreed that Council should so support.

  • Communications, Notice Boards, Etc

Chair confirmed that new board for Scurlage had been received and that he would arrange for it to be erected, hopefully on the existing posts. If successful then the two posts purchased with the board could be used to re-establish the board at St Cattwg’s church in Port Eynon. GE confirmed that he had spoken with DL who had the tools and facilities to prepare the foundations for the new posts.

SF enquired whether it was still the intention to re-locate the existing seat on the Scurlage Green to the vicinity of the bus stop. All agreed that it was better for the present seat to remain at its location and for a new seat to be purchased and sited at the bus stop.

  • Village Halls

Port Eynon –  Chair advised that he continued to attend VHMC meetings but there were no new substantive issues. Following a site inspection he had identified the need to fell or significantly prune two large ash trees which were suffering from ‘Ash Die Back’. All agreed that quotations be obtained from a tree arborist for any necessary work.

Llanddewi – Chair/SF advised that they would again endeavour to contact Mr. Walters.

  1. Knelston Burial Ground.

Clerk advised, on behalf of the Trustees, that there was nothing to report.

  1. Port Eynon Sea-Front Improvements

Chair advised that he had participated in discussion with the appointed architects, held jointly with Cllr. Richard Lewis, and where the focus had been on the potential for a multi use building to be constructed in the car park. Further discussions were planned for the forthcoming week, when he hoped that more details would be forthcoming so that informed discussion could take place both in the Community Council and the community at large. Ge advised that he had been receiving negative feedback from local residents.

  1. Any Other Business            

Clerk advised that he had received a call from Ms Caroline Davies of the special events Section of City Council with regard to a request to hold a wedding reception on Port Eynon Village Green on 6th August for approximately 150 guests. Clerk had requested further details.

Next meeting – Monday 15th February 2021, 7 pm, using zoom meeting facility. Clerk to arrange.

There being no further business to discuss the Chair thanked all in attendance and the meeting adjourned at 8: 30 pm.

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Barry Stubbings (Clerk)                                                                                                       Robert Fisher (Chair)

26th January 2021

Council meeting 16th November 2020

Port Eynon Community Council

Minutes of monthly Council meeting held on Monday 16th November 2020 at The Old Pharmacy, Scurlage.

Present                  Councillors: Martin Cox, Robert Fisher, Sheila Fisher, David Lewis, and Gareth Jones

Apologies:             Gareth Evans

In attendance       Mr.Barry Stubbings – Clerk;

  1. Minutes                 Clerk confirmed that the notes of a ‘virtual’  meeting held via ZOOM technology on 19th October had been circulated to all Councillors.
  • Declarations of Interest      None were declared.
  • Matters Arising

None considered at this meeting.

  • Finance 

Clerk advised of current resources available and that two of the three precept payments had been received and final payment was due in December.  

Further to the last meeting Clerk confirmed that he had taken out an upgrade subscription for ZOOM meetings at a cost of £144 to facilitate further meetings using this technology. Agreed to reimburse the Clerk.

Clerk advised that he was experiencing difficulty in communications with CARIAD for provision of further defibrillators and all agreed that this likely reflected the Covid pandemic situation.

Timber posts around edge of Overton Green – Penrice Estate had objected and the present stones would be retained.

Xmas trees had been purchased from ‘Gower Fresh Xmas Trees’ for Scurlage and Port Eynon together with solar power lights. Budget of £750. Warden of St Cattwg’s church had kindly agreed for a tree to be ercetec in the churchyard near to the RNLI monument. Councillor Gareth Jones kindly offered to prepare sunken tubes

at each location.

Bench seat at Scurlage bus stop would be facilitated by relocation of the present seat at the Salisbury/Monksland road junction.

War Memorial bench seat had been ordered from David Ogilvie Engineering. Budget £1,260.

A further bench seat had been purchased for the green area near nos 20/22 Monksland Road. Budget £700.

New Notice Board had been ordered for Scurlage Green to be located nearby the bus stop. Budget £2,000. Board would provide for community notices in separate section to Council notices.

Repairs to Notice Boards at Port Eynon, and Knelston. Budget £200.

Wildfower planting at Sculage and Port Eynon village greens, and bramble clearance at Port Eynon. Budget £150

Traffic calming measures at Scurlage. Budget £3,000.

Clerk confirmed that reserves together with 2020 Precept were adequate to meet these commitments.                      

  • Planning  

Clerk provided a resume of applications recently considered and now approved or refused

NEW APPLICATIONS

2020/2269 FUL – The Old Pharmacy, Scurlage

Conversion of office premises to living accommodation including addition of first floor and porch.

The community Council have considered this application for full planning approval and have the following comments.

Council supports the conversion to living accommodation of this small property presenting providing office premises. In so doing Council notes that the present flat roof structure is deteriorating and requires substantial renovation works.

Council considers that the addition of a pitched roof and front porch will result in elevations which are more consistent with the residential street scene of Monksland Road. Council notes that parking is presently provided for the office premises by means of a lay-by fronting the property and that this will continue to be the case.

For the above reasons, Council by majority were of the opinion that this planning application is supported.

2020/2119 FUL Well Cottage, Port Eynon

Single storey Rear Extension (Amendment to application 2012/2543)

The community Council have considered this application for full planning approval to amend application 2019/2543 and have the following comments.

The amendment incorporates substantial changes to the rear elevation including 15 roof lights. No supporting floor plans have been provided to illustrate how the amended elevation is integrated with the floor plans. Whilst the amendment would appear to result in a ‘cleaner’ rear elevation the provision of such a large number of roof lights detracts from the overall appearance of the rear elevation.

Council notes that although the cottage is unchanged from the present arrangement of three bedrooms no indication is given as to how provision will be made for parking. Residents and Council are concerned that the lack of parking provision for Well cottage and neighbouring properties is leading to considerable congestion in nearby Orchard  Close which leads to difficulty in access for emergency and refuse vehicles to the properties in this area.

For the above reasons, Council by majority were of the opinion that this amendment to the previous planning application could not be supported.

  • Highways, Footpaths and Environment

No matters considered.

  • Correspondence

Clerk advised that he had received no correspondence of note.

  • Communications, Notice Boards, Etc

See above.

  • Village Halls

Chair advised that he had received notice that an architect was to be appointed to produce an outline scheme for shops, toilets and community centre at the car park in Port Eynon.

  1. Knelston Burial Ground.

Clerk advised, on behalf of the Trustees, that there was nothing to report.

  1. Any Other Business            

There was no further business.

Next meeting – Monday 21st December 2020, 7 pm. At The Old Pharmacy, Scurlage as pandemic restrictions precluded a return to meetings at Knelston School.

There being no further business to discuss the Chair thanked all in attendance and the meeting adjourned at 9: 00 pm.

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Barry Stubbings (Clerk)                                                                                                       Robert Fisher (Chair)

10th March 2020

Notes of Meeting 16 October 2020

PORT EYNON COMMUNITY COUNCIL

NOTES OF A ZOOM MEETING HELD ON 19th OCTOBER 2020

Participating: Robert Fisher, Gareth Evans, Sheila Fisher, Martin Cox, Barry stubbings                                 

Apologies:           Dave Lewis, Gareth Jones

Purpose: To discuss key issues and progress planned expenditure.

Agreed immediate expenditure:

  1. To purchase a new notice board for Scurlage Green, to be sited close to bus stop. (£2,000)
  2. To relocate existing bench from opposite Salisbury Close to above new Notice Board.
  3. To purchase a memorial seat for war memorial garden area. (£1,000)
  4. To purchase new bench seat to be placed on green area at end of Monksland Road in Scurlage. (£1,000)
  5. To obtain from City Council, or purchase, new dog bins for Scurlage, Overton and Port Eynon
  6. To purchase Xmas trees for Scurlage and Port Eynon. (£500)
  7. To secure contractor to restore notice boards at Port Eynon and Knelston, erect new board at Scurlage, resite seat and clear old posts. (£500).

Further expenditure:

Knelston School – assistance with a blindfold/sensory trail in woodland area near to Knelston Garage.

Further projects:

  1. Liaise with City Council on speed restriction along A4118.
  2. Liaise with City Council on new and additional rubbish bins for Port Eynon.
  3. Liaise with City Council on possible long term lease of village green area at rear of Borfa House.
  4. Liaise with City Council/Gower AONB on lowering of sand dunes fronting shops in Port Eynon.
  5. Liaise with Sketty Housing on replanting of trees at Scurlage Green.

General Points

  1. Port Eynon Car park to be open on 24/7 basis, also key evening businesses now have a key to assist customers.
  2. Wire fence between car park and Sky & Sea Park is to be reinstated to original boundary.
  3. Posts along lane to Hostel and salt House to be cleared of encroaching undergrowth.

Notice of meeting

THE COMMUNITY COUNCIL WILL MEET ON MONDAY 22nd February USING ZOOM MEETING FACILITIES

IF ANY MEMBER OF THE COMMUNITY WISHES TO JOIN THE MEETING PLEASE CONTACT THE CLERK AND PROVIDE AN E-MAIL ADDRESS. THE MEETING CONNECTION DETAILS WILL THEN BE PROVIDED

Notice of audit

Notice of date appointed for the exercise of electors’ rights under the Public Audit (Wales) Act 2004

Port Eynon Community Council

Financial year ended 31 March 2020

  1. Date of announcement 23rd July 2020
  • Each year the annual accounts are audited by the Auditor General for Wales. Prior to this date, any interested person has the opportunity to inspect and make copies of the accounts and all books, deeds, contracts, bills, vouchers and receipts etc. relating to them for 20 working days on reasonable notice.  For the year ended 31 March 2020, these documents will be available on reasonable notice on application to:

B. Stubbings

Burry Cottage

Burry Green

SA3 1HR

  • between the hours of 10 am and 4 pm on Monday to Friday

commencing on                  1st September 2020

and ending on                    28th September 2020

  • From 29th September 2020 until the audit has been completed, Local Government Electors and their representatives also have:
  • the right to question the Auditor General about the accounts.  The Auditor General can be contacted via BDO; 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 via BDO. A copy of the written notice must also be given to the council.
  • BDO can be contacted at: BDO LLP, Arcadia House, Maritime Walk, Ocean Village, Southampton, SO14 3TL
  • The 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 Practice.

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.

 

 

 

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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