PORT EYNON COMMUNITY COUNCIL

DRAFT SUBJECT TO CONFIRMATION

Minutes of Annual General Meeting held on

 Wednesday 18^th May 2015 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, and Cllr. P. Pritchard

In attendance:            Mr. B. Stubbings (Clerk)

Apologies for Absence:,   Cllr. T. Roderick.,

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

1. Minutes of Last Annual General Meeting:

The minutes of the AGM held on 16^th May 2014 had been circulated prior to the meeting and no comments had been received. Cllr. G. Evans proposed that the minutes of be accepted as a true record, the proposal was seconded by Cllr. L. Newland 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. Newland. There being no other proposals the meeting elected Cllr. R. Fisher by unanimity.

3. Election of Vice Chairperson.

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

4. Resignations

Council noted receipt from Cllr. P. Pritchard of her resignation due to relocation, with effect from the end of this meeting. She wished the new Council well for the forthcoming year. Her resignation was accepted with regret and the Chair requested the Clerk to thank her for her valuable services as a Councillor.

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 opinion that their was a need to raise the profile of the Council within the community and that consideration should be given to regular leaflets to households or to a small magazine.
• Cllr. Fisher expressed his thanks for the support and assistance that he had received in the campaign to object to the Atlantic Array Wind Farm.
• He noted the substantial completion of the Green seas Project to construct a new boat slip and to provide enhancement to the ‘visitor experience’ in Port Eynon. He noted that it would now be necessary to monitor the use of the boat slip and the management issues associated therewith. He noted however that there appeared to still be some visitor noticeboards to be provided and erected.
• Looking forward he hoped that it would be possible to identify one 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         £10,943

Savings Account         £5,254

Knelston Burial Ground Account       £575

The Clerk provided a brief review of expenditure throughout the year and presented a budget for the forthcoming year together with a proposal that the precept be maintained at £5,500. The Clerk recommended that consideration be given to providing either additional support or to separate fundraising in order to maintain the Burial Ground at Knelston.

Cllr. Pritchard proposed that the budget for 2014-2015 be accepted. The proposal was seconded by Cllr. Newland and passed unanimously.

6. Standing Orders

• The clerk distributed a further copy of the current Standing orders to all present.

• Cllr. Fisher advised that he had been in contact with the head at Knelston School but that she was not receptive to the Council using the premises for monthly meetings. 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 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 16^th May 2016 and venue as Port Eynon Village Hall.

The meeting closed at 8:00 pm.

B. J. Stubbings, (Clerk)

PORT EYNON COMMUNITY COUNCIL

CONFIRMED

Minutes of Monthly Council Meeting held on

 Monday 18^th April 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, , Cllr. Mrs. L. Newland,

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

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

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

032/16.  Declarations of Interest:     None

033/16 Minutes of Last Meeting (March 2016):

Cllr Mrs S Fisher noted that the discussion concerning purchase of commemorative coins for school children at Knelston school had been omitted. Clerk apologised for the oversight and advised that the official record would be amended. The minutes were then proposed to be accepted, including the above amendment, as a true record by Cllr. Mrs. S. Fisher, the proposal was seconded by Cllr, G. Evans and agreed by all.  The minutes were signed by the chairperson.

034/16.  Matters Arising from previous Meeting:

Bench seat at Overton – Clerk advised that the bench seat was awaiting installation (Cllr. G. Evans).

Scurlage Green – Cllr. S. fisher advised that the preparation works for the flower beds had taken place. The installation of timber posts was awaiting a quotation for the works.

Port Eynon Bramble Clearance –Cllr. G. Evans advised that the work had been carried out and he had requested the contractor to forward his invoice to the Clerk.

Commemorative Coins – Cllr. S. Fisher confirmed that the coins had been ordered and she had received assurance from the supplier that they would be delivered before the Queen’s birthday.

035/16.  Finance:

Clerk tabled an updated Cash Book status. He advised that there had been no income in the pst month and expenditure of £67 for the proposed flower bed at Scurlage Green. 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:

Wooden bench seat (1 no) at Overton – £500

Scurlage Green Improvements – £2,000

Port Eynon village green improvements – £2,000.

036/16.  Planning:

From Previous applications

No 1, Milestone Court, Scurlage. Addition of attached single storey garage extension. Council noted that the house was at present without garage facilities, the planned extension was sympathetic to its location and theer was unanimous agreement that permission should be granted. Application has been withdrawn.

New applications :

2016/0514 Scurlage farm – 4 new dwellings. Council noted that this was a revised application which superceded the previous. Council also noted that the changes were of a minimal nature, in that the width of the two ‘barn’ buildings was reduced and the windows had been limited to skylights; both in response to the proximity of the development to the neighbouring houses. It was noted that the application included a drainage report, however the report appeared to only substantiate the plan to dispose of surface water by soakaways and ground infiltration. Council noted that during most of the year the present usage of the site could not cope with such a drainage solution and that this was contributing to the flooding of Corner Cottage. The increase in built and paved area will most likely make the situation worse. Council noted that there had been no attempt to address the adequacy of the road junction of Berry Lane and Port Eynon Road.

2016/0524 Monksland Road Scurlage. Clerk advised that although this application had appeared on the weekly list of applications no papers had been received by the Council. He therefore could not advise on the details of the application. Cllr. R. Fisher advised that he understood that work was likely to commence within the next month. Access to the site would be via the lane adjacent to Ash Croft. He was of the opinion that problems still existed concerning drainage of the development which would rely on soakaways, even though rock existed within two metres of the surface. Also that inadequate parking was proposed.

037/16 Highways & Footpaths.

The Clerk advised that there was nothing to report..

038/16 Correspondence:

Clerk provided a resume of correspondence received which had included:

City & County of Swansea – Request for Community Councils to fund Sunday bus services to Gower. Council agreed in principle to support but on a pro rata basis to the Community Council rate.

039/16 Knelston Burial Ground.  Nothing to report.

040/16 Village Halls –

Clerk advised that he was awaiting for pegging of the boundary to be completed.

.

041/16 Communications –  Cllr R Fisher had contacted Mr Tony Wright of AW Graphics and he was agreeable to proceed with the newsletter.

042/16 Any Other Business:

Port Eynon – Cllr Evans advised that he was still looking into the ownership of the footpath passing by Tyr Gwynt and Vine Cottage.

Knelston – Cllr. S. Fisher was requested to again raise with the Knelston School Governors the possible use of the school for Council Meetings.

Date of Next Meeting: Monday 16^th May 2016 at 8:00 pm. (following the annual General Meeting)  at Port Eynon Village Hall.

Meeting closed at 9:30 pm.                                                                 Chairman

B. J. Stubbings, (Clerk)

PORT EYNON COMMUNITY COUNCIL

Minutes of Monthly Council Meeting held on

 Monday 18^th April 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, , Cllr. Mrs. L. Newland,

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

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

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

032/16.  Declarations of Interest:     None

033/16 Minutes of Last Meeting (March 2016):

Cllr Mrs S Fisher noted that the discussion concerning purchase of commemorative coins for school children at Knelston school had been omitted. Clerk apologised for the oversight and advised that the official record would be amended. The minutes were then proposed to be accepted, including the above amendment, as a true record by Cllr. Mrs. S. Fisher, the proposal was seconded by Cllr, G. Evans and agreed by all.  The minutes were signed by the chairperson.

034/16.  Matters Arising from previous Meeting:

Bench seat at Overton – Clerk advised that the bench seat was awaiting installation (Cllr. G. Evans).

Scurlage Green – Cllr. S. fisher advised that the preparation works for the flower beds had taken place. The installation of timber posts was awaiting a quotation for the works.

Port Eynon Bramble Clearance –Cllr. G. Evans advised that the work had been carried out and he had requested the contractor to forward his invoice to the Clerk.

Commemorative Coins – Cllr. S. Fisher confirmed that the coins had been ordered and she had received assurance from the supplier that they would be delivered before the Queen’s birthday.

035/16.  Finance:

Clerk tabled an updated Cash Book status. He advised that there had been no income in the pst month and expenditure of £67 for the proposed flower bed at Scurlage Green. 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:

Wooden bench seat (1 no) at Overton – £500

Scurlage Green Improvements – £2,000

Port Eynon village green improvements – £2,000.

036/16.  Planning:

From Previous applications

No 1, Milestone Court, Scurlage. Addition of attached single storey garage extension. Council noted that the house was at present without garage facilities, the planned extension was sympathetic to its location and theer was unanimous agreement that permission should be granted. Application has been withdrawn.

New applications :

2016/0514 Scurlage farm – 4 new dwellings. Council noted that this was a revised application which superceded the previous. Council also noted that the changes were of a minimal nature, in that the width of the two ‘barn’ buildings was reduced and the windows had been limited to skylights; both in response to the proximity of the development to the neighbouring houses. It was noted that the application included a drainage report, however the report appeared to only substantiate the plan to dispose of surface water by soakaways and ground infiltration. Council noted that during most of the year the present usage of the site could not cope with such a drainage solution and that this was contributing to the flooding of Corner Cottage. The increase in built and paved area will most likely make the situation worse. Council noted that there had been no attempt to address the adequacy of the road junction of Berry Lane and Port Eynon Road.

2016/0524 Monksland Road Scurlage. Clerk advised that although this application had appeared on the weekly list of applications no papers had been received by the Council. He therefore could not advise on the details of the application. Cllr. R. Fisher advised that he understood that work was likely to commence within the next month. Access to the site would be via the lane adjacent to Ash Croft. He was of the opinion that problems still existed concerning drainage of the development which would rely on soakaways, even though rock existed within two metres of the surface. Also that inadequate parking was proposed.

037/16 Highways & Footpaths.

The Clerk advised that there was nothing to report..

038/16 Correspondence:

Clerk provided a resume of correspondence received which had included:

City & County of Swansea – Request for Community Councils to fund Sunday bus services to Gower. Council agreed in principle to support but on a pro rata basis to the Community Council rate.

039/16 Knelston Burial Ground.  Nothing to report.

040/16 Village Halls –

Clerk advised that he was awaiting for pegging of the boundary to be completed.

.

041/16 Communications –  Cllr R Fisher had contacted Mr Tony Wright of AW Graphics and he was agreeable to proceed with the newsletter.

042/16 Any Other Business: (none).

Port Eynon – Cllr Evans advised that he was still looking into the ownership of the footpath passing by Tyr Gwynt and Vine Cottage.

Knelston – Cllr. S. Fisher was requested to again raise with the Knelston School Governors the possible use of the school for Council Meetings.

Date of Next Meeting: Monday 16^th May 2016 at 8:00 pm. (following the annual General Meeting)  at Port Eynon Village Hall.

Meeting closed at 9:30 pm.                                                                 Chairman

B. J. Stubbings, (Clerk)