Minutes And Agenda From 2006

2006

January 31st Monthly Town Council Meeting
A G E N D A

6.30pm Planning Meeting

1. 7.30pm To receive and accept apologies for absence

2. To approve the minutes of the meetings held on Tuesday 29th November 2005 and of the special budget meeting held on Tuesday 13th December 2005, (having been previously circulated).

3. Declarations of Interest.

4. Special Agenda Items: -

4.1 To receive notification of agreed evaluation of Town Clerk grading from National Association of Local Councils and Society of Local Council Clerks
4.2 To receive and consider recommendation regarding appointment of replacement Town Clerk
4.3 To receive and consider recommendation regarding temporary cover prior to commencement of employment of Town Clerk
4.4 To receive and consider recommendation regarding mentoring of new Town Clerk when appointed
4.5 Funding for Street Wardens
4.6 To discuss and agree whether to produce and distribute a Town Events leaflet (this item has been budgeted for)
4.7 To agree method of disposal of old office computers
4.8 To arrange a meeting of Cemetery Committee to discuss required work re tree management and headstone maintenance
4.9 To agree membership of a working party to prepare recommendation for updated Standing Orders

5 Plans to receive the recommendations from the Planning Committee meetings on 10th January 2006 and 31st January 2006

5.1 Plans permission for development
5.2 Planning Applications

6. Correspondence

6.1 Rt Hon David Davies, House of Commons â€“ police restructuring
6.2 Gloucestershire County Council â€“ Environment â€“ adoption of Statement of Community Involvement for Minerals Waste Management
6.3 ODPM Standards of Conduct discussion paper
6.4 Gloucestershire County Council Unification of Gloucestershire Registration District to note response
6.5 Gloucestershire County Council Draft Cycling Strategy response to consultation
6.6 Gloucestershire County Council Draft Walking Strategy response to consultation
6.7 Gloucestershire County Council Provisional Local Transport Plan Strategic Environmental Assessment response to consultation

7. Members Reports

8. In Committee Reports

8.1 Finance/Sundry payments

Minutes
At the Monthly Meeting of the Coleford Town Council held at the Town House, Lords Hill Walk, Coleford on Tuesday 31st January 2006 there were present: -

Councillors Mrs J A Marrott, Mayor
M T Weston, Deputy Mayor
Mrs C Allaway-Martin
D J Atherley
Mrs J Baynham
C T Elsmore
C P Kay
A M Lacey
C Lusty
Mrs S Merrikin
N W Penny
R D Phelps
J A Shaw

District Councillor Mrs P Evans

APOLOGIES: There were no apologies.

The minutes of the meeting of the Council held on 29th November 2005, having been circulated, were taken as read and signed by the Mayor as correct.

Proposed: Councillor A M Lacey Seconded: Councillor C T Elsmore

The minutes of the special grants and budget meeting of the Council held on 13th December 2005, having been circulated, were taken as read and signed by the Mayor as correct.

Proposed: Councillor D J Atherley Seconded: Councillor A M Lacey

DECLARATIONS OF INTEREST

There were no declarations of interest at this stage of the meeting.

FORMAL THANKS

District Councillor Mrs P Evans expressed her thanks to the Clerk to the Council, Mrs Mitchell, for all her help and hard work and wished her well in her new job.

MATTERS ARISING FROM PREVIOUS MINUTES NOT SHOWN ON THE AGENDA

There were no matters arising.

172. NOTIFICATION OF FORMAL EVALUATION OF TOWN CLERK GRADING

Notification had been received from NALC and SLCC that formal evaluation had been carried out and that the correct scale range for the Town Clerk’s post was 30-34 on the spinal Column Point Scale applicable to the National Agreement. With effect from 1st April 2005 the post should have moved up from spine point 27 to 30. It was confirmed that the Town Clerk was entitled to back pay for the period concerned.

173. APPOINTMENT OF NEW TOWN CLERK

Councillor A M Lacey reported that of the short-listed candidates interviewed, Mrs Jane Lapington had emerged as the best candidate. Following discussion it was agreed that Mrs Lapington should be offered the post of Town Clerk, initially on salary spinal point 30.

Proposed: Councillor D J Atherley Seconded: Councillor C P Kay

174. TO CONSIDER TEMPORARY COVER PRIOR TO COMMENCEMENT OF EMPLOYMENT OF TOWN CLERK

The Mayor, Councillor Mrs J A Marrott introduced Mr Alan Clarke to the Council and it was agreed that he should take on the role of minute secretary on a temporary basis.

Proposed: Councillor N W Penny Seconded: Councillor R D Phelps

175. MENTORING OF NEW TOWN CLERK

Members discussed and agreed recommendations for temporary cover in the office by a qualified and experienced Clerk, who would also act as mentor to the new Town Clerk when in post. The monitoring will happen over a month and then be reviewed. Further formal training appropriate for the role is to be arranged.

Proposed: Councillor J A Shaw Seconded: Councillor Mrs J Baynham

176. FUNDING FOR STREET WARDENS

Deputy Mayor, Councillor M T Weston advised members that Town and Parish Councils were now asked to make a contribution towards the cost of Street Wardens due to lack of secured funding. A suggested scale had been drawn up and against this Coleford’s expected contribution would be between Â£850 and Â£1,000 with effect from 1 April 2007. The Town Clerk advised that this could add about 30p per household to the annual precept.

Before discussing making a payment, members agreed that the District Council should be asked to explain in detail the work that Street Wardens carry out in Coleford and what they propose to carry out in the future.

Proposed: Councillor A M Lacey Seconded: Councillor M T Weston

177. TOWN EVENTS LEAFLETS

The Mayor, Councillor Mrs J A Marrott reported that the cost of producing 15,000 town events leaflets would be Â£1,000. Members agreed that this was a reasonable sum and printing should go ahead.

Proposed: Councillor M T Weston Seconded: Councillor R D Phelps

178. DISPOSAL OF OLD OFFICE COMPUTERS

Members discussed options for disposal of old office computers and agreed that the preferred option would be to donate them to an appropriate charity.

Proposed: Councillor N W Penny Seconded: Councillor C Lusty

179. TO ARRANGE MEETING OF CEMETERY COMMITTEE

A meeting was required to discuss work regarding tree management and headstone maintenance at Coleford Cemetery. A site meeting for Committee Members was agreed for Saturday 4th February at 10:00am.

180. TO ARRANGE MEETING OF PUBLIC CONVENIENCE WORKING PARTY

A meeting of the Working Party was agreed for Friday 10th February at 3:30pm.

District Councillor Mrs P Evans left the meeting at 7:40pm.

181. TO ARRANGE MEETING OF STANDING ORDERS WORKING PARTY

It was agreed to start the process of revising the Town Council’s Standing Orders prior to forthcoming Planning Meetings. Advice will be sought from GAPTC as appropriate. Once the process has been completed the revised Standing Orders will be put before the full Council for approval.

182. PLANS

The recommendations of the Planning Sub Committee Meetings held on 10th January were accepted.

Proposed: Councillor A M Lacey Seconded: Councillor C Lusty

DF5497/N/LDC Rushmere Farm, Crossways, Coleford
(P1919/05/LD1)

DEVELOPMENT Application under Section 191 to establish the use of land camping and caravan site. (Up to 12 caravans and 30 tents)

OBSERVATIONS Support application

DF423/F Land at Crown Park Estate, Edenwall Road, Coalway,
(P1926/05/FUL) Coleford

DEVELOPMENT Erection of a detached dwelling and detached double private car garage

OBSERVATIONS No objection

DF13399 23 Coalway Road, Coleford
(P1931/05/FUL)

DEVELOPMENT Erection of a conservatory

OBSERVATIONS No objection

DF1601/D Opportunities Centre, St Johns School, Bowens Hill
(P1932/05/FUL) Road, Coleford

DEVELOPMENT Construction of a canopy to provide cover for outdoor play area

OBSERVATIONS Support application

DF1092/4/S Land at Lords Gate, Lords Hill, Coleford
(P1956/05/FUL)

DEVELOPMENT Variation of condition (g) of DF1092/3/F, to allow ownership of public car parking spaces by individuals and open space to be privately owned

OBSERVATIONS The Town Council wish to know if the entrance road to Lords Gate will be adopted. If not will the owners of the car parking spaces be required to contribute to its maintenance?

DF4825/E Broadwell Boys Club, Wynols Road, Broadwell, Coleford
(P1952/05/FUL)

DEVELOPMENT Amendment to previously approved scheme DF4825/D, to allow window alterations to Plot 7

OBSERVATIONS No objection

DF270/5/T 4 Greenfields Road, Coleford
(P1895/05/FUL)

DEVELOPMENT Removal of conditions (03 & 04) of DF270/5/N. (To allow an additional window and windows that open in the bathrooms)

OBSERVATIONS No objection

P0026/06/DEM Major Cottage, Station Road, Milkwall, Coleford

Application for Determination as to whether prior approval is required for further details. Demolition of Major Cottage

OBSERVATIONS The Town Council wishes to support this application

The recommendations of the Planning Sub Committee Meetings held on 31st January were accepted.

Proposed: Councillor A M Lacey Seconded: Councillor C Lusty

FOR INFORMATION ONLY

Appeal Decision
Appeal Ref: APP/P1615/A/05/1187138
Shangri La, 3 Grove Road, Berry Hill, Coleford, Glos. GL16 8QU

Â· The appeal is made under section 78 of the Town and Country Planning Act 1990 against a refusal to grant plant permission
Â· The appeal is made by Mr William Lewis against the decision of Forest of Dean District Council
Â· The application Ref. DF4525/C*, dated 18 May 2005, was refused by notice dated 27 July 2005
Â· The development proposed is lean-to shed

FOR INFORMATION ONLY

Town and Country Planning Act, 1990
Appeal By: Mount of Olives Church
Site: Engelhard Technologies Ltd, Mushet Industrial Park, Coleford, Glos
Development: Change of use from a light industrial unit to a place of assembly with associated facilities.
Planning Inspectorate Ref: APP/P1615/A/06/2006144
Room No: 3/18b Eagle Wing Starting Date: 12.01.06
Case Officer: Martin Hillier

FOR INFORMATION ONLY

DF13029/E Land at Kingsway, Broadwell
(P1807/05/FUL)

DEVELOPMENT Erection of two detached dwellings. Alterations to vehicular access. (Revised Scheme)

The above application has been withdrawn, and no further action will be taken on it

FOR INFORMATION ONLY

DF13029/D Barn, Kingsway, Broadwell
(P1808/05/COU)

DEVELOPMENT Change of use and extension to existing barn to create a dwelling. Alterations to vehicular access. (Revised Scheme)

The above application has been withdrawn, and no further action will be taken on it

DF10041/C Land at 71 Gloucester Road, Coleford
(P1864/05/OUT)

DEVELOPMENT Outline application for the erection of one dwelling. Alterations to vehicular access.

The above application has been withdrawn, and no further action will be taken on it

DF13233/A 2A/2B Campbell Road, Broadwell, Coleford
(P0033/06/FUL)

DEVELOPMENT Erection of a detached dwelling. Alterations to vehicular access.

OBSERVATIONS Objection on grounds of hydraulic overload and overcrowding of area.

DF11770/A Hazeldean, Gorsty Knoll, Coleford
(P0030/06/FUL)

DEVELOPMENT Alterations and erection of a two storey extension

OBSERVATIONS No objection

DF515/D Dial House, Lords Hill, Coleford
(P0041/06/FUL)

DEVELOPMENT Alterations, extension and conversion of existing buildings and coach house to create four, one bedroomed apartments with ancillary works. Alterations to vehicular access (Revised Scheme)

OBSERVATIONS No objection

DF4012/M Pingry Farm, Pingry Lane, Coleford
(P0052/06/COU)

DEVELOPMENT Change of use of part of an existing agricultural building to form Class B8 uses. (Revised Scheme)

OBSERVATIONS No objection

DF 12910/C 64 Gloucester Road, Coleford
(P1723/05/FUL)

DEVELOPMENT Erection of a detached dwelling with integral private car garage. (Revised Scheme)

OBSERVATIONS Objection hydraulic overload.

DF9260/A 12 Boxbush Road, Coleford
(P0063/06/FUL)

DEVELOPMENT Erection of a single storey rear extension.

OBSERVATIONS No objection

DF270/5/U 3 Orchard Road, Coleford
(P0081/06/FUL)

DEVELOPMENT Alterations and extensions to dwelling and rebuilding of detached garage.

OBSERVATIONS No objection

DF13411 15 Gloucester Road, Coleford
(P0099/06/FUL)

DEVELOPMENT Installation of replacement ground and first floor windows on front elevation

OBSERVATIONS No objection

CORRESPONDENCE

183. POLICE RESTRUCTURING

A reply had been received from the Rt. Hon. David Davies MP regarding the Home Secretary’s proposals in which he supported the Town Council’s views opposing proposals for police restructuring.

Councillor D J Atherley reported that he had also written to the Home Secretary and was awaiting a response from his Department.

184. STATEMENT OF COMMUNITY INVOLVEMENT FOR MINERALS â€“ WASTE MANAGEMENT

A letter had been received from the County Council saying that the plan had now been adopted and thanked those who had contributed to the consultation process.

185. ODPM – STANDARDS OF CONDUCT DISCUSSION PAPER

A discussion paper has been issued by the Office of the Deputy Prime Minister. Councillor Mrs S Merrikin agreed to look at the paper on behalf of the Town Council.

186. GLOUCESTERSHIRE COUNTY COUNCIL – UNIFICATION OF GLOUCESTERSHIRE REGISTRATION DISTRICT

Notification had been received from Gloucestershire County Council of proposals to unify registration services at a central office in Cheltenham. In view of the short period of consultation the Town Clerk had sent a letter objecting to the changes in line with comments made by several other local councils.

Following discussion Members agreed that further points of objection concerning cost of bus fares, time taken for journeying to Cheltenham and the effect particularly on those on social benefits should be conveyed to the County Council.

187. GLOUCESTERSHIRE COUNTY COUNCIL – DRAFT CYCLING STRATEGY

Due to the very short consultation period a response had been sent to the County Council regarding the draft Cycling Strategy. Copies will be circulated to members. The deadline for consultation has now been extended to 31st March 2006 and members were invited to add any additional comments to the County Council.

188. GLOUCESTERSHIRE COUNTY COUNCIL – DRAFT WALKING STRATEGY

Due to the very short consultation period a response had been sent to the County Council regarding the draft Walking Strategy. Copies will be circulated to members. The deadline for consultation has now been extended to 31st March 2006 and members were invited to add any additional comments to the County Council.

189. GLOUCESTERSHIRE COUNTY COUNCIL â€“ PROVISIONAL LOCAL TRANSPORT PLAN

A response had been sent to the Strategic Environment Assessment Environment Report on the to the County Council’s Provisional Local Transport Plan 2006-2011 and copies will be circulated to members.

Members expressed concern at the very short consultation periods attached to many of the documents issued by the County Council. After discussion it was proposed that the County Council should be asked to define what they mean by consultation and to explain how they deal with the comments they receive.

Proposed: Councillor A M Lacey Seconded: Councillor C P Kay

190. NEIGHBOURHOOD WATCH FIELD OFFICER

Members noted a request from the West Gloucestershire Neighbourhood Watch Field Officer to help identify groups or individuals willing to help set up new schemes.

191. CITIZEN NEWSPAPER Â£10,000 GOLDEN GIVEAWAY

Lakers School have launched an appeal for the collection of tokens issued in local newspapers between 2nd February and 2nd March 2006 as part of fund raising to provide activities in the Summer Holidays.

192. GLOUCESTERSHIRE COUNTY COUNCIL â€“ GREAT GLOUCESTERSHIRE DEBATE

Members noted the notification of an initiative covering the production and consumption of food within Gloucestershire. The consultation period lasts until 31st March 2006.

193. FOREST OF DEAN RADIO â€“ TRAINING COURSES

Members agreed the benefits of this initiative and several members expressed interest in being involved.

194. COMMUNITY CENTRE BEQUEST

The Mayor, Councillor Mrs J A Marrott informed members that a bequest of Â£5,000 to the new Community Centre had been made in the will of a local resident. It was agreed that the bequest should be held in the Town Council’s high interest account until the Social Enterprise Management Company was set up to administer the money.

195. MEMBER’S REPORTS

The Mayor, Councillor Mrs J A Marrott referred to the notes from the bi monthly meeting with the County Highways and reported that the Highways Department would be installing a painted â€œgatewayâ€ on the road surface at the start of the 40 mph zone at Berry Hill crossroads.

Councillor D J Atherley presented his report from the PCCM Meeting

Councillor Mrs J Baynham informed members that at the Forest Health Forum to be held at Bream Community Centre on 7th March there would be an opportunity to meet Jeff James who will be speaking on the future development of Mental Health. It was important that the public attend this meeting which commences at 7.00pm. Some of the proposed changes would reduce the number of governors in the Forest of Dean from 3 to 2.

A play is to be held at Highnam Village Hall on Friday 3rd March at 2:00pm focussing on the effects of diabetes.

Councillor Mrs J Baynham reported that a meeting regarding the reorganisation of the NHS is to be held in Gloucester on Wednesday 15th February 2006 at Oxstalls Tennis Centre between 3pm – 6pm.

Councillor R D Phelps highlighted a security concern relating to the door of the Clock Tower. He also voiced Health and Safety concerns regarding the positioning of a water pipe inside the door and with pigeon droppings. Members agreed that a meeting should be held with the contractors responsible for maintenance.

Councillor R D Phelps reported the danger of a broken manhole cover outside public toilets as well as evidence of drug taking at the toilets.

Councillor J A Shaw said he was not able to attend the AONB Seminar on Saturday 4th February. Councillor D J Atherley would still be attending. It was agreed that Mrs Atherley be asked to attend as 2nd representative

Councillor J A Shaw reported an article in the Clerk and Council magazine â€œDirectâ€ which contained useful information on the responsibilities of Councillors and Clerks. It was agreed to distribute copies to all members.

Councillor Mrs S Merrikin reported two recent incidents of players breaking legs during matches on the King George V Playing Field recently. There was no suggestion that these injuries were due to the condition of the pitch. Coleford AFC was holding a fundraising event for one of the players concerned.

Councillor N W Penny reported on an Event Organisers Conference held on 21st January 2006 relating to new licensing laws. He will produce a report for circulation to members.

He reported on the workshop at which young people from Cornwall had given a presentation on how to set up and run a film festival for young people. This had been well received with a great deal of positive feedback.

Councillor Mrs C Allaway-Martin presented a report on the West Gloucestershire Carboniferous Aggregates Project. Copies to be circulated to Members.

Deputy Mayor, Councillor M T Weston recommended that the District Council be approached with a view to increasing resources to deal with burials over the Christmas and New Year period in order to relieve the distress of relatives. Members agreed.

The Mayor, Councillor Mrs J A Marrott reported that following a MCTA Conference, she had invited Jim Knight, DEFRA Minister for Rural Affairs, Landscape and Biodiversity to visit the Forest of Dean. This will be dealt with through Gloucestershire Market Towns Forum.

196. ACCOUNTS

Monthly Payments

Cheques to the value of Â£12,692.47p had been written. Invoices had been checked and found to be in order by Councillor N W Penny who proposed payment. This was seconded by Councillor R D Phelps.
.
Quarterly Financial Statements

Copies of the Council’s Income and Expenditure for December 2005 were distributed to Members. Councillor J A Shaw asked if in future this information could be distributed in advance of the meeting so that Members could have time to analyse the contents.

PRESENTATION

To formally mark the end of her service as Town Clerk and in recognition of her hard work during her time in office, the Mayor, Councillor Mrs J A Marrott and Deputy Mayor, Councillor M T Weston presented Mrs Valerie Mitchell with a bouquet and a gift on behalf of the Town Council.

There being no other business, the meeting closed at 9:00pm.

February 28thÂ Monthly Town Council MeetingÂ Â
Agenda

1. Apologies
2. Declaration of Interests
3. Approval of Minutes of meeting held on Tuesday 31 January 2006

4. Matters arising
(a) Welcome to new Town Clerk
(b) Street Wardens Funding request for further information
(c) Computers have been removed
(d) Cemetery Meeting Report
(e) Tenders for hedge cutting
(f) Standing Orders Working Party Meeting
(g) Quotation for Clock Tower Door Repair

5. Special Agenda Items
(a) Tenders for Town Centre Flower Beds
(b) Donation to Royal Forest Day Centre

6. Members Reports
7. Planning
8. Correspondence
9. Confidential Business

Minutes

At the Monthly Meeting of the Coleford Town Council held at the Town House, Lords Hill Walk, Coleford on Tuesday 28th February 2006 there were present: -

Councillors Mrs J A Marrott, Mayor
M T Weston, Deputy Mayor
Mrs C Allaway-Martin
D J Atherley
Mrs J Baynham
C T Elsmore
A M Lacey
C Lusty
Mrs S Merrikin
N W Penny
R D Phelps

District Councillor Professor A Benstead
County Councillor P Chamberlain

Gloucestershire Police Inspector Matheson
PCSO Mansfield

APOLOGIES:
Apologies were received from Cllr Paul Kay and Cllr John Shaw.

The Mayor, Mrs J A Marrott, welcomed Inspector Matheson and PCSO Mansfield to the meeting and invited Inspector Matheson to address the Council.

Inspector Matheson began by apologising for the very limited police attendance at recent Council meetings and this was something he intended to change for the future. But he also said that, because of manpower restrictions, it was impossible to attend meetings of all Town and Parish Councils. However if he was notified of specific issues, he would do his utmost to attend.

In response to a number of questions about the potential effects of Home Office proposals to amalgamate Police Forces, Inspector Matheson replied that the overall effect of this was unlikely to impact on the way in which the Forest area is currently policed. Proposed amalgamations and boundary changes would still leave the Forest of Dean on the furthest edge of a new Force’s boundary.

Plans to increase the number of officers in Gloucestershire by up to 65 were currently on hold pending the outcome of the amalgamation changes. Inspector Matheson hoped that the Forest Division would eventually receive two extra officers once the changes had taken place.

He acknowledged the difficulties in policing an area like the Forest where incidents were likely to occur far apart and involved a lot of time spent travelling, unlike city areas. He also highlighted the need for different approaches between, for instance, the city of Gloucester and Coleford in dealing with offences such as illegal parking. There were now acute problems caused by increased car ownership in densely populated city areas and this had to be recognised when dealing with priorities.

Several Members commented on the good work being done by the police and passed on their thanks to Inspector Matheson for the way in which a number of issues had been tackled.

Asked if longer licensing hours had resulted in increased incidents in Coleford, Inspector Matheson said that although there had been no increase in crime as a result of longer drinking hours, there had been additional calls on his resources to patrol the centre of Gloucester.

Commenting on the problems caused by â€œboy racersâ€, Inspector Matheson said that recent operations had been successful in curbing these activities and more were planned.

Cllr Lusty and Cllr Phelps asked if it would be possible to accompany an officer on a shift. Inspector Matheson said he would be very happy to arrange this and for other Cllrs as well.

Inspector Matheson informed members that he could be contacted at any time on his direct line: 01452 335509.

The Mayor, Mrs J A Marrott, thanked Inspector Matheson for attending the meeting.

APPROVAL OF MINUTES HELD ON TIUESDAY 31 JANUARY 2006

The minutes of the meeting of the Council held on 31st January 2006, having been circulated, were taken as read and signed by the Mayor as correct.

Proposed: Cllr A M Lacey Seconded: Cllr C Lusty

DECLARATIONS OF INTEREST

There were no declarations of interest at this stage of the meeting.

MATTERS ARISING FROM PREVIOUS MINUTES

197 (a) WELCOME TO NEW TOWN CLERK

The Mayor, Mrs J A Marrott, formally welcomed the new Town Clerk,
Annie Lapington, to the meeting.

197 (b) POLICE RESTRUCTURING

Cllr D J Atherley reported that he had received a reply from the Home Secretary and a copy was on file.

197 (c) STREET WARDENS FUNDING

The Mayor, Mrs J A Marrott, reported that the District Council had offered to send an officer to the next Council meeting in order to discuss the recent request for funding towards the cost of service provided by the street wardens Members agreed that they would prefer a written response from the District Council in the first instance. The offer of an officer to attend a meeting may then be taken up in the light of the written response.

197 (d) OFFICE COMPUTERS

The Mayor, Mrs J A Marrott, reported that the old office computers had now been disposed of as agreed at the last meeting. And confirmed the hard disks had been completely cleared.

197 (e) CEMETERY MEETING REPORT

A meeting had been held at the Coleford cemetery on 4th February. A great deal of rubbish had been cleared up and some work on clearing overgrown headstones. Members agreed the need for this work to continue.

197 (f) TENDERS FOR HEDGE CUTTING

The Mayor, Mrs J A Marrott, reported that the council had bee unable to obtain any additional tenders for the hedge cutting work which needed to be done at the cemetery, so PJ & PD Adams quote was still the only one submitted. Members agreed that Mr Adams should be instructed to go ahead with the work.

197 (g) STANDING ORDERS WORKING PARTY MEETING

Only 6 Cllrs had attended the meeting on 14th February and it was decided by those who attended to reconvene the meeting on 14th March in the hope that more Cllrs would attend. Cllrs Elsmore, Lusty and Weston apologised in advance as they would be unable to attend on the new date. It was hoped that all other Cllrs would make every effort to attend.

It was proposed that decisions made by Cllrs at the meeting on 14th March should then be brought back to the full Council for ratification.

Proposed: Cllr A M Lacey Seconded: Cllr D J Atherley

197 (h) QUOTATION FOR CLOCK TOWER DOOR REPAIR

The Mayor, Mrs J A Marrott, reported that a quotation for repairs to the door of the clock tower had been accepted and the work had been carried out. At the same time repairs had been effected to a faulty tap. A further quote had been received for the installation of a second door to improve security for the upper levels of the tower. This work required Listed Building Consent and this would be applied for before the work commenced.

The Council agreed to proceed

SPECIAL AGENDA ITEMS

198 TENDERS FOR TOWN CENTRE FLOWER BEDS

Three tenders had been received for work to the town centre flowerbeds. In view of the disappointing work carried out by Oakdean Landscapes in 2005, members decided to accept the second lowest tender from Mike Etheridge. To offset the cost of the higher quote, members agreed to form a working party to strip out the flowerbeds prior to the commencement of construction works.

Proposed: Cllr A M Lacey Seconded: Cllr S Merrikin

199 DONATION TO ROYAL FOREST DAY CENTRE

The Mayor Cllr J A Marrott reported that she had discussed the work being carried out by clients of RFDC who receive no remuneration for their efforts. They are prepared to do leaf clearing but it is a very time consuming activity and the acquisition of a leaf blower would be most useful for their use through out the parish
Members agreed to make a donation subject to the cost of the item being established.

Proposed: Cllr A M Lacey Seconded: Cllr R Phelps

200 MEMBERS’ REPORTS

Cllr N W Penny gave an update on the Town Council website. Town Council agreed to incorporate the â€œWhat’s Onâ€ which has been produced by Chris Howell of the Coleford Area Partnership. It will be updated routinely with events and news. Members agreed that a letter should be sent to Chris Howell thanking him for producing the guide.

The Mayor, Cllr J A Marrott, reported that copies of leaflets relating to the implementation of the Natural Environment and Rural Communities (NERC) Bill. They describe in detail the ongoing work to reclassifying public rights of way.

Cllr Phelps commented on the continuing poor ambulance response times in rural areas in the Forest. Often ambulance crews had to be summoned from many miles away and were unfamiliar with the area. Members agreed that letters should be sent to all the healthcare agencies and authorities responsible for the Forest area.

Cllr Mrs J Baynham said that a number of healthcare related meetings were due to be held at locations within the Forest shortly. She will circulate details to members.

Cllr Merrikin reported that a growing number of residents in the Forest were finding it difficult to obtain dental treatment through the NHS. The last two remaining NHS practices in Chepstow would be going private from 1 April 2006. Members agreed that a letter should be sent to the Primary Care Trust asking why adequate provision was not being made for patients to receive NHS treatment.

Cllr Merrikin reported that she has been approached by a person wanting to set up a ladies football team who was interested in using the King George V playing field.

County Cllr P Chamberlain reported on the threat of the loss of the almshouses in Newland. If the current plans of the trustees go through, the almshouses will pass into private ownership by 2009. The Parish Council has had no success in dealing with the trustees and will shortly be highlighting the situation in the national press.

201 PLANNING

The recommendations of the Planning Sub Committee Meetings held on 14th February and 28th February 2006 were accepted.

Proposed: Cllr A M Lacey Seconded: Cllr R Phelps

County Cllr P Chamberlain highlighted plans for the creation of a new sports hall at Lakers School. He felt that inadequate provision was being made for energy conservation measures. There would be no natural light inside the hall which would require artificial lighting to be on at all times and no effort was being made to harness â€œgreenâ€ heating options such as the use of a heat exchange pump.

202 CORRESPONDENCE

a) A request had been received for the annual renewal of membership of GAPTC.

b) Correspondence relating to the Angus Buchannan VC Memorial would be held over as an agenda item for the next meeting.

c) A letter had been received relating to water charges payable to Welsh Water.

d) The Council had been notified of the intention to reinstate the farmer’s market in Coleford on the 2nd Wednesday of each month.

There being no other business, the meeting closed at 9:10pm.

March 28th Annual Parish AssemblyÂ Â
MAYOR’S REPORT TO THE ANNUAL ASSEMBLY OF
COLEFORD TOWN COUNCIL ON TUESDAY 28th MARCH 2006
(This report covers the Council year from April 2005 to March 2006)

In my report last year I recorded the fact that Town Councillors from Coleford do not claim any allowances for the work they carry out. This has continued to be the case in the past twelve months saving the Parishioners a great deal of money. Also, as I have said previously, the work of your Councillors extends far beyond twelve meetings a year. It has been a particular honour for me to have represented the people of Coleford on 44 occasions as your Mayor in addition to other meetings.

The interests of the Parish take Councillors to many different functions and, as far as possible, there has been representation on issues concerning Education, Health, Highways, Housing, Planning, Policing, Sewage, Social Care, and Transport to name some of these. New Legislation continues to involve Councillors and Risk Assessments and Standing Orders have been amongst topics of debate. In the coming year, the way in which we record finances will change yet again, meaning new systems for our staff. The Town Council’s annual accounts are always available for inspection once they have been completed.

Last year agreement was reached over burial charges in both the Coleford Cemetery and the District Council’s cemetery at Mile End towards which the Town Council, on your behalf has made contributions. Hopefully this burden will lessen soon and in future burial charges will increase in line with actual costs. Coleford Cemetery is a Town Council responsibility and over recent years a great deal of work has been done to ensure the safety of the older gravestones.

During the coming year, an inspection will be carried out of the newer sections of the Coleford Cemetery and, where stones are felt to be likely to cause a hazard in the near future, families will be contacted and advised as to how they can best deal with problems which may arise. The Town Council will not be covering stones with hazard warnings as we feel that these matters must be dealt with in a sensitive manner. A great deal of work has been carried out recently in this cemetery, taking expenditure well over budget. We hope that parishioners will appreciate this and assist us in keeping costs down in future by maintaining their family graves.

We are grateful to clients from the Royal Forest Centre for the work they have carried out clearing debris from under the hedgerows and trust that people will in future use the bins and skip provided to dispose of their litter. The Town Council would like to develop a volunteer group who would be prepared to give a little time to assist in keeping gravestones clear of ivy so that they can be protected and Coleford’s heritage preserved.

Our town centre events have continued in their popularity and it would be remiss of me not to express my personal thanks to all the volunteers who again have given many hours of their time to make Coleford special.
The Town Council, on your behalf has supported these events financially, but each organisation has had the massive task of raising large amounts to enable these festivals to happen. It would be nice if the Town Council could find a way of expressing its thanks in another manner, than just saying thank-you or writing letters.

During the last year we have celebrated the 60th Anniversary of the end of World War II. A great deal of time went into organising events and most of these were paid for by a grant from the Home Front Recall Lottery Fund.
We also recorded the 250th Anniversary of Trafalgar with the planting of a Nelson Oak in the Cemetery. This was carried out by Mrs Gwen Baker, our oldest resident, ably assisted by Megan, the youngest pupil at St. John’s C.of. E School.

In common with many communities, during the past year we have also lost some good friends. Cyril Elsmore, John Jones, Patrick Knight, to name a few.

May I once more thank our local District Councillors and our County Councillor for their support when we have called upon them. Co-operation between Councils is extremely important as we begin to move towards Unitary Authorities in place of District and County Councils.

May I also thank our local press and community radio station for helping to put across a balanced view of events in our Parish. I do hope that they will feel able to continue to support us in a positive manner.

Finally, I take this opportunity of thanking everyone involved in the life of our parish for their commitment and particularly my fellow Councillors, the Deputy Mayor, Mr Weston, the Past Mayor, Mr. Lacey and our new Town Clerk, Annie Lapington along with her assistant, Carolyn Dixon, for the support and encouragement I have personally received in carrying out my duties as your Mayor.

Janet Marrott
Mayor of Coleford

If you have any comments to make on this report or wish to speak to the Mayor regarding the content, please contact the Town Clerk at 2 The Town House, Lord’s Hill Walk, Coleford, Glos. GL 16 8BD. Telephone 832103.

April 25thÂ Monthly Town Council MeetingÂ Â

Agenda

Apologies
Declaration of Interests
Approval of Minutes of meeting held on Tuesday 28 March 2006

1. Matters arising

(a) Town Centre Notice Board
(b) Bus Shelter â€“ Sunny Bank
(c) Parish Benches
(d) Office â€“ Franking Machine/Photocopier

Agenda items

2. Standing Orders Working Party Meeting
3. Forest Emergency Care Practitioners Trial
4. Milestones Survey â€“ West Gloucestershire
5. DEFRA – Clean Neighbourhoods and Environment Act 2005
6. Cemetery Charges 2006/7
7. Gloucestershire County Council â€“ Section 106 Bus Shelters
8. NHS Dentistry
9. Clock Tower
10. Lorry Watch Scheme

11. Members Reports

(a) The Forest of Dean District Health Forum

12. Sub Committees

(a) Coleford in Bloom Working Party
(b) Planning Sub-committee

13. Correspondence
14. Payments

Minutes

Councillor Mrs J A Marrott (Mayor)
M T Weston (Deputy Mayor)
Mrs C Allaway-Martin
D J Atherley
C Elsmore
N Penny
C Lusty
Mrs S Merrikin
R D Phelps
J A Shaw

County Councillor P Chamberlain

APOLOGIES

Apologies were received from Cllrs Baynham, Lacy and Kay and from PC Dix (Gloucestershire Police).

APPROVAL OF MINUTES OF MEETING HELD ON TUESDAY
28TH March 2006

The minutes of the meeting of the Council held on 28th March 2006, having been circulated, were taken as read and signed by the Mayor as correct.

Proposed: Cllr Phelps Seconded: Cllr Lusty

DECLARATIONS OF INTEREST

There were no declarations of interest.

MATTERS ARISING FROM PREVIOUS MINUTES

1(a) TOWN COUNCIL NOTICE BOARDS

The Clerk reported that, due to the very specific size of the notice boards required to fit the stands, it had been impossible to find a cheaper option than the quote of Â£908 plus Â£300 which had been discussed at the last meeting. Work will now go ahead and the new boards will be in place next week.

1(b) SUNNY BANK BUS SHELTER

The Clerk reported that the person who cleaned this bus shelter had now resigned. The bus shelter was in a poor condition and members were invited to consider replacing it with a more vandal proof shelter.

It was proposed that if the bus shelter could double up as a youth shelter and that it might then attract funding from the Police and the County Council.

Proposed: Cllr Merrikin Seconded: Cllr Phelps
1(c) PARISH BENCHES

The Clerk reported that she had contacted the Community Payback Scheme about refurbishment of the parish benches. It was agreed that the benches should be removed to the King George V playing field while they undergo refurbishment.

1(d) OFFICE FRANKING MACHINE AND PHOTOCOPIER

The Clerk informed members that the use of a franking machine would do away with the need to hold cash in the office. The initial cost would be Â£70, but because of the commission on postage stamps, it would pay for itself over a two-year period and thereafter save money. The Clerk also confirmed that there had been a reduction in postage costs due to the increased use of email.

Not all members were convinced that this was necessary and a motion was proposed that the Council should continue with the existing system.

Proposed: Cllr Elsmore Seconded: Cllr Penny

On being put to the vote, there were 3 votes in favour and 5 against and the motion was lost.

On being put to the vote, there were 5 votes in favour and 3 against and the motion was carried. It was proposed that the Council should lease a franking machine.

The Clerk suggested that the Council should consider replacing the office photocopier with one that could be linked to the office PCs and so used as a printer. A newer model would also produce copies more quickly and a colour facility would also be an advantage on occasions.

It was proposed that the Council should lease a new photo copier

Proposed: Cllr Phelps Seconded: Cllr Atherley

2 STANDING ORDERS

The Clerk reported that, following circulation of the Standing Orders to members, there had been no substantial proposals for changes. However, preparation of the full and final copy of the Standing Orders was proving to be a bigger job than anticipated and the Clerk apologised that they would not now be ready for approval by the full Council until the next meeting.

3 EMERGENCY CARE PRACTITIONERS TRIAL

Following the end of the trial in the Forest area, members felt that it would be useful to invite a representative of the Ambulance Authority to a public meeting. It was decided that this meeting should take place after the June Planning Meeting.

4 MILESTONES SURVEY

Members received with interest a report from a member of the public who had carried out a survey of milestones in the area, some of which were apparently in need of attention. Members agreed that it was important to consider any offers of restoration with caution as it was likely that many of the milestones were listed.

5 CLEAN NEIGHBOURHOODS ACT 2005

The Clerk reported that she had received a letter from DEFRA regarding the Clean Neighbourhoods and Environment Act 2005. If any members wanted further information, the letter would be on file in the office.

6 CEMETERY CHARGES 2006/07

Members discussed the current level of charges for burials in the cemetery and the need for firm agreements with the District Council. There was also a need to clarify the policy for costs of childrens’ graves and headstones.

It was agreed that the Cemetery Group should meet to discuss these matters and report back to the full Council

7 GCC â€“ BUS SHELTERS

Gloucestershire County Council has offered additional bus shelters so long as the Town Council agrees to maintain them. It was agreed that the offer should be accepted so long as they were vandal proof. Among the possible locations for new shelters were near the Cost Cutters on New Road Coalway and outside Five Acres College.

8 NHS DENTISTRY

Councillor Merrikin reported on the response received by the Council from Stephen Golledge, Chief Executive of the West Gloucestershire Primary Healthcare Trust, which contained information about the availability of NHS dentistry in the area. Cllr Merrikin highlighted all the inaccuracies Members felt that the way in which the new dentistry contracts had been handled had been a disaster and had left many adults and children without access to an NHS dentist.

It was proposed that Stephen Golledge should be invited to a meeting with the Council.

Proposed: Cllr. Shaw Seconded: Cllr. Weston

9 CLOCK TOWER

The Mayor, Mrs J A Marrott, reported that following the recent breakdown of the town clock, a quote of Â£1,000 had been received for the manufacture of a cog which was necessary for the clock to be repaired.
An offer had been made by a local businessman to cover the cost of the repair. The Council recognised the generosity of this offer but agreed to decline the donation as Councillors felt the Council should meet its own responsibilities and pay for the clock. It was noted that a contingency fund existed for repairs to the clock and the tower . It was proposed and agreed that the offer should not be accepted.

It was also proposed that a structural survey should be undertaken on the tower and because of the age of the clock mechanism, the Council should in the think longer term of replacing it with an Electronic mechanism.

Proposed: Cllr. Penny Seconded: Cllr. Merrikin

10 LORRY WATCH SCHEME

The Clerk reported that the Council had been invited to join the Gloucestershire Lorry Watch Scheme in conjunction with the Trading Standards Department.

It was agreed that there were a number of problems with lorries using rat-runs in the Coleford area. There was also a particular problem in the Palmers Flats area where the pavement was far too narrow for safe public passage whilst large lorries were passing by. It was agreed that the Council should write to the County Council and inform the Freight transport Partnership about these problems.

11 MEMBERS’ REPORTS

POLICE

Councillor Phelps reported that he had spent an evening shift on duty with the police in the Forest of Dean. He said that the majority of the shift had been taken up in dealing with a single arrest incident. It had taken four hours and two officers just to deliver one prisoner to Gloucester. This seemed a ludicrous waste of manpower. Facilities for holding arrested prisoners should exist in the Forest or it should be possible for the police to use those available nearby in Chepstow. It was agreed that a letter should be sent to the Chief Constable.

KING GEORGE V RECREATION GROUND

Councillor Merrikin reported that arrangements were now well in hand for the start of a ladies’ football team at the start of the new season in August.

Councillor Weston reported that problems were being caused by youths throwing bottles from the Newland street Bridge. Members agreed to report the problem to the District Council who had responsibility for the Arch

Councillor Weston reported that a dangerous hole had appeared in the footpath opposite Whitecliffe Cottage. Members agreed to report the matter to the County Highways Department.
Councillor Phelps proposed and it was accepted that future elections for posts on the Council should be carried out by secret ballot rather than by a show of hands.

Proposed: Cllr. Phelps Seconded: Cllr. Merrikin

13 SUB COMMITTEES

COLEFORD IN BLOOM

The Coleford in Bloom Working Party had met on 3rd April. Councillor Atherley proposed a vote of thanks for Councillors Weston and Phelps for the work they had done planting the flowerbeds for planting. Councillor Weston said he was happy to continue to maintain the beds with the Council’s agreement

It was agreed that a notice should be put on the town notice board to keep local people informed of what was to happen to the John Hamel’s memorial plaque which had obscured by the new beds .

PLANNING

It was proposed that the minutes of the Planning Sub Committee meeting held on 11th April 2006 be accepted. A further four applications were considered on 25th April and no objections raised.

Proposed: Cllr. Phelps Seconded: Cllr. Merrikin

14 CORRESPONDENCE

A letter had been received asking permission to set up a stall for Christian Aid on 13th May. Members had no objections to this.

A letter had been received thanking the Council for putting up â€œNo ball gamesâ€ signs.

Councillor Merrikin expressed concern at the continuing lack of progress with the District Council over the refurbishment of the public toilets at Newland Street. A sum of Â£38,000 had been set aside by the District Council and it was unclear what had happened to the money.

A clear statement was needed from the District Council so that the Town Council could consider the options available. A letter will be sent to the District Council asking for information.

15 PAYMENTS

It was proposed that payments due for the month of April be agreed.

Proposed: Cllr. Lusty Seconded: Cllr. Merrikin

The meeting closed at 8.55 pm.

May 31st Wenesday – Monthly Town Council Meeting (Annual Council Assembly)Â Â Â Â Â Â
Agenda

Apologies
18. Election of Mayor for Year 2006 â€“ 2007
19. Election of Deputy Mayor for Year 2007 â€“ 2008
20. Allocation to Sub Committees & Council Representatives
Declaration of Interests
Approval of Minutes of meeting held on Tuesday 25 April 2006

21. Matters arising

a. Clock Tower
b. Bus Shelter â€“ Sunny Bank & Employees
c. Palmers Flat Traffic
d. Public Conveniences
e. Police Cell availability

22. Standing Orders Working Party Meeting

23. Mr Steven Gollege Chief Executive Primary Care Trust Visit. Tuesday 13 June 2006 Proposed changes to Forest of Dean Health Service

24. Mr Keith Scott Director of Operations Western Gloucestershire Ambulance Trust Public Meeting. Wednesday 21 June 2006

25. Copley Drive vandalism

26. Salaries annual increment
Town Clerk Point Scale 30
Assistant Clerk Point scale 10 pro rata
Back dated to April 2006

27. Electronic Register

28. ROSPA Play area report

29. Sub Committees

(a) Coleford in Bloom Working Party
(b) Burial & Cemeteries
(c) Planning Sub-committee

30. Correspondence
(a) Welsh Water Charges
(b) Angus Buchanan memorial Committee Request for meeting
(c) King George V Shutter contract
(d)

31. Payments
Invitations to meetings
Â· FVAF Voluntary Sector Forum Tuesday 4 July 2 pm
Â· FVAF Trustees Fair Monday 12 June 5.30 pm

Minutes

At the Monthly Meeting of the Coleford Town Council held at the Town House, Lords Hill Walk, Coleford on Thursday 1st June 2006 there were present: -

Councillor Mrs J A Marrott (Mayor)
M T Weston (Deputy Mayor)
Mrs C Allaway-Martin
D J Atherley
Mrs J Baynham
C Elsmore
N Penny
C Lusty
Mrs S Merrikin
J A Shaw

APOLOGIES

Apologies were received from Cllrs Lacey, Kay and Phelps and from PC Dix (Gloucestershire Police) and District Councillor Smallwood and County Councillor Chamberlain.

18. ELECTION OF MAYOR FOR YEAR 2006 – 2007

Two nominations were made for the position of Mayor. Councillor Elsmore was proposed by Councillor Atherley and seconded by Councillor Lusty. Councillor Merrikin was proposed by Councillor Penny and seconded by Councillor Weston.

A secret ballot was then held and was won by Councillor Elsmore with a count of 6 votes to 4.

Councillor Elsmore then signed a Declaration of Office and formally took up his position as Mayor. He thanked the outgoing Mayor, Councillor Marrott for her hard work and loyal service to the Council and presented her with a memento and bouquet of flowers on behalf of the members of the Council.

19. ELECTION OF DEPUTY MAYOR FOR YEAR
2006 â€“ 2007

Councillor Atherley was proposed for the position of Deputy Mayor by Councillor Baynham and seconded by Councillor Lusty. Being the only nomination, Councillor Atherley was duly appointed as Deputy Mayor.

20. ALLOCATION TO SUB COMMITTEES AND COUNCIL REPRESENTATIVES

Councillors were then allocated to positions on the various Council sub committees and as representatives to outside bodies. A full list of the allocations is attached to these minutes.

DECLARATIONS OF INTEREST

There were no declarations of interest.

APPROVAL OF MINUTES OF THE MEETING HELD ON
TUESDAY 25TH APRIL 2006

The minutes of the meeting of the Council held on 25th April 2006 were accepted as a true record and signed by the Mayor.

Proposed: Cllr Lusty Seconded: Cllr Penny

MATTERS ARISING FROM PREVIOUS MINUTES

21 (a) CLOCK TOWER

The Clerk reported that a survey had been undertaken of the Clock Tower. As well as repairs, the report recommended bringing the Tower back into public use. Members agreed to form a committee to look at the options, costs and any grants which might be available. As the Clock Tower represented a potential substantial liability for the Council, the committee should also look at forming a Trust for its future care.

21 (b) SUNNY BANK BUS SHELTER

The Clerk reported that the bus shelter had been repainted. However in the longer term it should be replaced by a vandal proof structure. The cost would be around Â£2,000 and a grant of Â£1,500 towards the cost was available from the County Council.
As the Police are happy with the suggestion that the bus shelter should double up as a youth shelter, the Clerk will see if the Police have funds which can contribute towards the cost.

The Council currently pay two people Â£30 each per quarter to maintain bus shelters. The Clerk recommended that the arrangements be reviewed and updated. It was agreed that the Clerk should pursue this.

Proposed: Cllr Penny Seconded: Cllr Atherley

21 (c) PALMERS FLATS TRAFFIC

The County Council are now looking at ways of improving safety for pedestrians in the Palmers Flats area.

21 (d) PUBLIC CONVENIENCES

Members again expressed their dismay at the lack of progress and information from the District Council regarding the Newland Street toilets. The Clerk will write to the District Council again to try to establish exactly what their plans are.

21 (e) POLICE CELL AVAILABILITY

Members noted that there was no change in the position regarding the future provision of police cells in Coleford.

22 STANDING ORDERS

The Council’s Standing Orders were now ready for adoption. Members agreed that this should take place at the next meeting.

23 MEETING WITH STEVEN GOLLEGE, CHIEF
EXECUTIVE, PRIMARY HEALTH CARE TRUST

The meeting will take place on 13th June. Members were requested to pass to the Clerk any items about which they were concerned regarding the Health Care Trust. Mr Gollege will then address these concerns at the meeting.

Councillor Atherley read out a letter he had sent to the Prime Minister’s Office in which he had expressed concerns about the future of health care in the Forest. He also read out a reply from the PM’s Office and had had a supportive response from a copy sent to Mark Harper MP.

24 MEETING WITH KEITH SCOTT, DIRECTOR WESTERN GLOUCESTERSHIRE AMBULANCE TRUST

The meeting will be held on 21st June. Members were requested to pass any questions for Mr Scott to the Clerk in advance.

25 COPLEY DRIVE VANDALISM

Members agreed that the Clerk should obtain quotations for the work to deal with the problems of vandalism.

26 SALARIES ANNUAL INCREMENT

It was agreed that that the Clerk’s salary should move to Point Scale 30 and the Assistant Clerk’s salary to Point Scale 10 (pro rata) on the National Scale rates, backdated to 1st April 2006.

Proposed: Cllr Merrikin Seconded: Cllr Penny

27 ELECTRONIC REGISTER

Members agreed that the Council should purchase a copy of the electronic Electoral Register from the District Council at a cost of Â£27.

Proposed: Cllr Penny Seconded Cllr Merrikin

28 ROSPA PLAY AREA REPORT

Following receipt of a report on the condition of the children’s play area, it was agreed that the Clerk should obtain quotations for the necessary repair work.

29 SUB COMMITTEES

29a COLEFORD IN BLOOM WORKING PARTY

The Clerk reported that hanging baskets and troughs had been ordered and would shortly be in place. Arrangements had also been made for watering. It was agreed to put up a notice explaining that all materials were recyclable and containers had been constructed to require minimum watering.

29b BURIAL & CEMETERIES

The Mayor reported that he had had a meeting with the District Council about burial arrangements and was awaiting their full response.

It was agreed that all burial and related charges for children (under 12 years old) would be waived.

Members expressed their concerns about the unsatisfactory maintenance at the cemetery. It was now very overgrown with grass and had attracted a number of complaints. The Clerk reported that the contractor would be cutting the grass on Friday.

Members agreed that all Council contracts should be kept under regular review. The Clerk will draw up a list of contracts for discussion at the next meeting.

29c PLANNING SUB COMMITTEE

It was proposed that the minutes of the Planning Sub Committee meeting held on 9th May 2006 be accepted along with decisions on the further applications considered on 1st June 2006.

Proposed: Cllr Lusty Seconded: Cllr Baynham

30 CORRESPONDENCE

30a WELSH WATER CHARGES

An unsatisfactory response had been received from Welsh Water concerning the confusion over double charging for sewerage. Welsh Water had indicated that it would take a long time to resolve the problems. Members agreed that the Clerk should respond asking for a swift resolution and that the Council would consider County Court action if delays continued.

30b ANGUS BUCHANAN MEMORIAL COMMITTEE

An invitation to attend a meeting had been received. It was agreed that Councillors Allaway-Martin, Merrikin and Penny should attend.

30c KING GEORGE V SHUTTERS – CONTRACT

Councillor Merrikin reported that the shutters were very satisfactory. Members agreed that it would be well worth taking out a maintenance contract for their upkeep.

31 PAYMENTS

It was proposed that payments due for the month of May be agreed.

32 MEMBERS REPORTS

Councillor Weston reported that a deep hole in the public highway near Westcliffe Villas still needed urgent repairs. The Clerk will again take this up with the District Council.

Members drew attention to a long-standing temporary repair with a metal plate near the Baptist Church. The Clerk will ask the District Council to check its safety.

Councillor Baynham reported an apparent scam involving the sale of Â£5 Trafalgar coins which were purported to be legal tender. It was suggested that this should be reported to the Trading Standards Department.

The meeting closed at 8.45 pm.

SUB COMMITTEE MEMBERS

PLANNING & TRANSPORT
Councillors Allaway-Martin, Atherley, Marrott, Merrikin, Penny & Weston

PUBLIC SAFETY
Councillors Allaway-Martin, Atherley, Merrikin, Penny & Phelps

BURIAL
Councillors Allaway-Martin, Elsmore, Marrott & Phelps

OFFICE
Councillors Allaway-Martin, Elsmore, Lacey, Lusty, Merrikin & Penny

AMENITIES
Councillors Penny, Phelps, Merrikin, Allaway-Martin & Lacey

EPRESENTATIVES ON OTHER COMMITTEES

Forest Health Forum Councillor Merrikin
FODDC Planning Site Committee Councillor Atherley
Councillor Marrott
Police Community & Consultative Committee Councillor Atherley
Gloucestershire Playing Fields Committee Councillor Merrikin
Joint Leisure Committee Councillor Kay
Gloucestershire Market Towns Forum Councillor Marrott
Gloucestershire Rural Transport Partnership Councillor Elsmore
FODDC Street Wardens Steering Group Councillor Phelps
Coalway Junior School Governors Councillor Baynham
St. John’s Junior School Governors Councillor Phelps

EPRESENTATIVES ON OTHER BODIES

The Halls Charity Cllrs Baynham, Elsmore,
Lusty & Merrikin

Buchanan Recreation Ground Councillor Lusty
Citizens Advice Bureau Councillor Baynham
Crime Reduction Group Councillor Atherley
Forestry Commission Advisory Committee Councillor Atherley
Quarry Liaison Committee Councillor Allaway-Martin
Coleford Area Partnership Committee Councillor Allaway Martin
Bells Foundation
Coleford Area Parish Forum
William Jones Charity Councillor Kay

June 27thÂ Monthly Town Council MeetingÂ Â
Agenda
Apologies
Declaration of Interests
Approval of Minutes of meeting held on Tuesday 25 April 2006

32. Matters Arising

a. Clock Tower
b. Bus Shelter
c. Public Conveniences
d. Angus Buchanan Memorial Ground
e. Council Sub Committees & Representatives
Amenities Committee 2 members
Burial Committee 1 member
Quarry Liaison 1 member
Bells Foundation 1 member
Coleford Area Parish Forum, 1 member
William Jones Charity 1 member
FOD Sea Cadets 1 member

33. Standing Orders Working Party Meeting

34. Accounts 2005 -6

35. Gloucestershire NHS Partnership Consultation

36. The Future of Health in Gloucestershire consultation

37. Donation requests
a. Coleford Tea Dance
b Royal Forest of Dean College Fun Day

38. Sub Committees
a. Coleford in Bloom Working Party
b. Burial & Cemeteries
c. Planning
d. Office

39. Correspondence
a. Mobile Library Review
b. Photographs of mayors

40. Payments

Invitations to meetings
FVAF Voluntary Sector Forum July 4 2-4 pm Belle Vue Centre
Age Concern AGM 19 July 3 pm Belle Vue Centre
At the Monthly Meeting of the Coleford Town Council held at the Town House, Lords Hill Walk, Coleford on Tuesday 27th June 2006 there were present: -

Councillor Mr C Elsmore (Mayor)
Mr D Atherley (Deputy Mayor)
Mrs C Allaway-Martin
Mrs J Baynham
Mr P Kay
Mr M Lacey
Mr C Lusty
Mrs J Marrott
Mrs S Merrikin
Mr N Penny
Mr M Weston

County Councillor Mr P Chamberlain

Prior to the commencement of the meeting, the Mayor, Councillor Elsmore, presented Councillor Marrott with a commemorative photograph to mark her two years of office as Mayor from 2004 to 2006.

APOLOGIES

Apologies were received from Cllrs Phelps and Shaw and from PC Dix (Gloucestershire Police).

MINUTES OF MEETING HELD ON THURSDAY 1ST JUNE 2006

The minutes of the meeting held on 1st June 2006 were accepted as a true record and signed by the Mayor.

Proposed: Cllr Lusty Seconded: Cllr Penny

33. MATTERS ARISING FROM PREVIOUS MINUTES

(a) Clock Tower

Following the interest expressed in refurbishing the clock tower, it was proposed and agreed that members of the public should be invited to join the Working Party.

Proposed: Cllr Penny Seconded: Cllr Merrikin

The Mayor reported that a contractor would be looking at the clock tower this week with a view to submitting a report with costings for installing an electric timing mechanism.

County Councillor Chamberlain said that the historic value of the existing mechanical mechanism needed to be recognised and hoped that after it was replaced it could be preserved in some way. Members agreed that suitable arrangements for this should be made.

The Clerk reported that alternative storage arrangements for the Christmas lights had been found and this had been passed on to the Christmas Lights Committee.

(b) Bus Shelter

The Clerk reported that she had established that no funding for bus shelters was available from the County Council. The police, although interested, felt it would be the wrong location for a youth shelter and so were not able to contribute towards the cost. However Â£1,500 was available through the District Council’s Acorn Fund and the Clerk will make an application to the scheme. The Council will still need to find around Â£500 to complete the project.

Members again voiced their frustrations at the continuing delays by the District Council regarding the replacement of the Newland Street toilets. Members reiterated their desire to have the toilets replaced. The Clerk will make further representations to the District Council and in the meantime will establish whether the Town Council is in breach of contract by withholding payments for toilet maintenance to the District Council.

(d) Angus Buchanan Memorial Ground

Cllrs Penny and Merrikin reported that they had attended a meeting with the management committee of the Memorial Ground. The meeting had been generally inconclusive with no proper resolution to issues such as grass cutting or to the provision of recreational use, particularly for teenagers. Members felt that the management committee members may not be meeting their full charitable obligations as trustees and it was resolved that further investigations should be made by the Amenities Committee.

Proposed: Cllr Lacey Seconded: Cllr Allaway-Martin

(e) Sub Committees and Representatives

In addition to the Members appointed at the last meeting, it was agreed that the following should be added:

Amenities Committee Cllrs Lacey & Allaway-Martin
Burial Committee No additions
Quarry Liaison Cllr Allaway-Martin
Bells Foundation Cllr Lacey
Coleford Area Parish Forum Cllr Elsmore
William Jones Charity Cllr Kay
Public Safety Cllr Kay
34. STANDING ORDERS WORKING PARTY MEETING

The Clerk reported that no further amendments had been put forward for the Standing Orders and Members resolved that they should be adopted.

Proposed: Cllr Lacey Seconded: Cllr Lusty

35. ACCOUNTS 2005-06

It was proposed that the Accounts for 2005-06 be accepted but that the Office Sub Committee should meet to examine the paperwork.

Proposed: Cllr Lacey Seconded: Cllr Penny

36. GLOUCESTERSHIRE NHS PARTNERSHIP CONSULTATION

The Clerk circulated a draft response to the consultation. It was agreed that Members should forward any amendments to the Clerk for collation and for reply.

37. FUTURE OF HEALTH IN GLOUCESTERSHIRE – CONSULTATION

The Clerk asked for comments on the consultation document to be submitted to her for discussion at the next Council Meeting. The Clerk will obtain clarification on the ambiguity in the Government’s White Paper on health, which states that community hospitals should not be closed for financial reasons. This appeared to conflict with the plans of the PCT to close facilities in the Forest.

38. DONATION REQUESTS

(a) Coleford Tea Dance

It was agreed that the Mayor should consider if this request should be met out of Mayoral funds.

(b) Royal Forest of Dean College Fun Day

As this was a retrospective request, it was agreed that the Clerk should ascertain if a profit was made before the Council takes a decision on the request for a donation.

39. SUB COMMITTEES

(a) Coleford in Bloom Working Party

The Clerk reported that the various containers and hanging baskets would be going up this week. Exact watering costs would be determined by the effectiveness of the water-retaining measures in each container.

(b) Burial and Cemeteries

There had been no meeting of this Committee and therefore nothing to report.

It was proposed and agreed that the decisions taken at the Planning Committee meetings held on 13th and 27th June 2006 should be accepted.

Proposed: Cllr Kay Seconded: Cllr Lacey

(d) Office

It was proposed and agreed to accept and act upon the recommendations in the report submitted by the Public Safety Sub Committee following a meeting held on 22nd June 2006.

Proposed: Cllr Lacey Seconded: Cllr Marrott

40. CORRESPONDENCE

(a) Coleford Festival

Councillor Penny declared an interest in this item.

The Music Festival Committee requested permission to site a container on the King George V Recreation ground to store their goods. Cllr Merrikin reported that there was a container on the ground being unused. It was agreed that a container should be offered to the Music Festival if they did the necessary repairs.

Proposed: Cllr Lacey Seconded: Cllr Marrott

(b) Photographs

The Clerk said that photographs were available of the Mayoral handover ceremonies held at the last meeting. Members should contact her if they wished to have copies.

The Clerk reported that a further letter had been received complaining about the upkeep of the cemetery. It was agreed that this issue should be referred to a meeting of the Burial and Cemeteries Sub Committee to be held at 7:15pm on Wednesday 28th June 2006.

(d) Land Purchase

The Mayor reported that an application had been received from a member of the public for the purchase of a small piece of land owned by the Council. It was agreed to discuss this at the next meeting.

41. MEMBERS’ REPORTS

Cllr Weston reported that although the hole in the public highway near Whitecliff Villa had been attended to, it had subsequently reopened. It was agreed that Cllr Weston should report the matter to the Highways Department for further action.

Cllr Baynham reminded Members of the forthcoming public Primary Care Trust consultation meetings to be held at Lydney and Mitcheldean.

Cllr Marrott reminded Members of the trip to lobby the Health Minister in London on 18th July. For those unable to go, there was also a rally to be held at Cheltenham on Saturday 22nd July.

Cllr Penny reported on a successful Driving Instructors Association presentation he had attended at the Royal Forest College. It had concentrated on issues such as speeding and drinking and driving and had been attended by 60-70 young people.

Cllr Lusty felt that the condition of the â€œtemporaryâ€ metal plate covering the damaged culvert near the Baptist Church should be checked. It was agreed that the Clerk should ask the District Council if a risk assessment had been carried out.

District Councillor Chamberlain invited Members to consider developing a policy on â€œgreenâ€ energy issues. He advised Members that, as well as small scale developments, even apparent National issues such as nuclear power or a Severn barrage project could have a significant and long lasting local impact on the environment and economy of the Forest.

42. PAYMENTS

Members agreed the list of payments to be made for the month of June 2006.

Proposed: Cllr Kay Seconded: Cllr Lusty

The meeting closed at 8.35 pm.

July 25thÂ Monthly Town Council MeetingÂ Â
Agenda
Apologies

Public Forum

Declaration of Interests

Approval of Minutes of meeting held on Tuesday 27 June 2006

41. Matters arising

(a) Newland Street Public Conveniences
(b) Welsh Water Sewerage Charges

42. Coleford Town Council Newsletter

43. Gloucestershire NHS Partnership Consultation

44. Future of Health in Gloucestershire Consultation

45. Royal Forest of Dean Angling Club Donation Request

46. Gloucestershire County Council Waste Management Consultation

47. Forest of Dean District Council Gambling Act 2205 Consultation

48. Accounts 2005-06

49. Members Reports

50. Sub Committees

a) Office Sub Committee
b) Amenities
c) Burial & Cemetery
d) Planning

51. Correspondence

52. Payments

MinutesAt the Monthly Meeting of the Coleford Town Council held at the Town House, Lords Hill Walk, Coleford on Tuesday 25th July 2006 there were present: -

Councillor Mr C Elsmore (Mayor)
Mr D Atherley (Deputy Mayor)
Mrs C Allaway-Martin
Mrs J Baynham
Mr M Lacey
Mr C Lusty
Mrs J Marrott
Mrs S Merrikin
Mr N Penny
Mr M Weston (arrived 7.03pm)

District Councillor Professor A Bensted

Gloucestershire Constabulary PSCO Mary Skinner (Coleford)
PSCO Scott Henderson (Lydney)

Member of the public Mr K Ball (arrived at 7.08pm)

APOLOGIES

Apologies were received from Councillors Kay and Phelps; County Councillor Mr P Chamberlain; P C Rob Dix and PSCO Neil Evans (Gloucestershire Constabulary).

MINUTES OF MEETING HELD ON THURSDAY 27 JUNE 2006

The minutes of the meeting held on 27 June 2006 were accepted as a true record and signed by the Mayor as correct with the following amendment

Minute no. 41 should read Whitecliff Cottage not Villa.

Proposed: Cllr Penny Seconded: Cllr Lacey

The Mayor informed Members of the notification of Councillor John Shaw’s resignation following his move to Devon. The Mayor instructed the Clerk to write to Mr Shaw to thank him and express best wish to him for the future.

The Mayor welcomed both PSCO Skinner and Henderson to the meeting and invited Members of the Town Council to discuss any policing matters with them.

Members were keen for any information the police had on Mosquito Alarms including the price and the success rate of the alarm.

PSCO Skinner reported that the alarm costs Â£600.00 + VAT, she was still waiting for information regarding funding and would bring the information into the office as soon as she received it. A recent alarm set up in Sedbury had been a complete success in deterring youths; the high pitch can be heard by 25yrs and under within approximately 30 metre range.

Councillor Baynham expressed concern over recent problems at Coalway Recreation Ground. PSCO Henderson informed Members that the police were aware and action had recently been taken.

Councillor Lusty asked if the police could monitor speeding in the town centre. Also Councillor Marrott pointed out drivers who park in the disabled parking area and on double yellow lines in the town. PSCO Skinner told Members she would inform the traffic police and ask for the area to be patrolled.

Councillor Merrikin asked if the CCTV was currently being manned. PSCO Skinner informed the Council that the cameras were running but were unmanned at present.

Councillor Weston asked how the police felt about Street Wardens being allowed to give on the spot fines in the near future. PSCO were in favour of Street Wardens issuing fines and both the police and Street Wardens worked together well.

Councillor Weston expressed concern over the ongoing problems with drugs and drug dealers in Coleford. PSCO Henderson explained last week the Hit Squad were in Coleford hitting drug dealers in the area, this is an ongoing, insolvable problem with limited resources but there is a lot going on behind the scene.

PSCO Skinner told Members that Coleford had more police presence than the other towns and were lucky to have a main Police Station in the town.

Public Forum

The Mayor welcomed Mr Ball to the meeting and asked if PSCO Skinner and Henderson would remain to listen to Mr Ball’s concerns.

Mr Ball has great concerns about the type and speed of traffic along Palmers Flat. He expressed his disappointment that the site meeting with Richard Waters GCC Area Traffic Manager FOD had not yet occurred. Mr Ball explained that the footpaths were too narrow and did not meet with the national guidelines which had just been introduced. This was a well used walk way for parents with push chairs and that he was unable to manoeuvre his disabled brother along this path safely. He asked the Town Council to use its influence to improve the situation.

He also raised his concern about the number of HGVs using the road. He believed that it was being used as a rat run to avoid the traffic lights in the town centre. He reported that on occasions lorry’s could not pass. He felt the road was not fit for purpose and that the weight of the vehicles was causing considerable damage to the road itself: too bad apparently for slow signs to be painted on the road. Mr Ball asked the Town Council to consider placing planning restrictions on future planning applications which could lead to an increase in the volume of traffic.

Mr Ball concluded that he had been campaigning about this issue for 18 months and was keen to find a solution.

Cllr Elsmore thanked Mr Ball and agreed to raise the site meeting with Mr Waters and that the Council would take into consideration the points he had raised.

DECLARATIONS OF INTEREST â€“ there were no declarations of interest at this point of the meeting.

43. MATTERS ARISING FROM PREVIOUS MINUTES

(a) Newland Street Public Conveniences

Cllr Elsmore reported that he had met with Mr Woosnam Property Services Officer FODDC and that he had been told that the Officers were recommending the closure of Newland Street toilets. District Cllr Bensted reported that it was the intention to improve the toilet facility in Railway Drive but he would be happy to take to District Council the views of the Town Council. Cllrs, Weston, Merrikin, Lacey, Marrott and Allaway – Martin expressed their disbelief and horror at this proposal. It was explained to Cllr Bensted that the FODDC had not consulted the Town Council on this proposal, the long history of this issue and the unanimous decision of the Town Council that the toilets should be refurbished and remain open.

Cllr Bensted agreed to represent the Town Councils view at the Executive Committee meeting on Thursday to which any own Councillor would be welcome to attend

Cllr Elsmore requested that the Clerk also write to Mr Woosnam expressing the view of the Town Council.

(b) Welsh Water Sewerage Charges

The Clerk informed Members of a recent letter she had received from Welsh Water confirming that they were in the process of identifying individual properties along the whole of their boundary with Severn Trent Water. A further meeting is scheduled to take place in August when it is expected that the results of the study of the entire Severn Trent boundary will be reviewed. Welsh Water will contact the Town Council again after their meeting to inform Members of the next steps regarding customers in the Coleford area.

44. COLEFORD TOWN COUNCIL NEWSLETTER

Councillor Penny proposed that a 2006 Newsletter be produced.

Proposed: Cllr Penny Seconded: Cllr Lacey

It was agreed a Newsletter sub-committee be set up. Councillors Allaway-Martin, Baynham and Penny volunteered to sit on this committee.

All Members were in agreement.

45. GLOUCESTERSHIRE NHS PARTNERSHIP CONSULTATION

The Clerk informed Members that the Town Councils response to the consultation was complete and thanked Cllr Allaway-Martin for her contribution. Cllr Baynham reported that she had a letter from Jeff James Chief Executive Glos NHS Partnership that wards had been shut due to staff shortages. Councillor Marrott told Members she had personally written to Gloucestershire Partnership NHS Trust regarding changes to Mental Health Services. Cllr Allaway martin stressed how important it was that mental health services were provided locally and that the Trust was closing wards and making changes prior to the consultation being agreed. This would cause much distress to many patients. She urged all councillors to write individually as it was only through weight of public opinion that these changes could be halted.

46. FUTURE OF HEALTH IN GLOUCESTERSHIRE CONSULTATION

The Clerk informed Members that she had received reports from Councillors Allaway-Martin and Atherley

Much discussion took place regarding the effect the closures would have on the health services in the Forest of Dean. Cllr Marrott reported that she and Cllr Allaway Martin had had a successful day taking the petition to the Houses of Parliament and that the event was well attended, as was the march through Cheltenham on Saturday 22 July 06. Cllr Baynham reported that she has had opportunity to question the Rt Hon Patricia Hewitt MP Secretary for State for Health but that the meeting was not productive as the time was too short. She felt however that the Minister was aware of the level of anger felt by the community about the proposals

Members were asked to produce their own feedback as soon as possible, the deadline is 4 September 2006 and to copy all correspondence to County Cllr Bill Evans.

47. ROYAL FOREST OF DEAN ANGLING CLUB DONATION REQUEST

Members requested the Clerk obtain more information from Mr Reed before making a decision on the request for a donation.

48. ACCOUNTS 2005-06 â€“ moved to agenda no.50

49. MEMBERS REPORTS

Councillor Weston reported he had meet Mr Smith Chair of the Christmas Lights Committee and informed him about the need to find alternative storage for the Christmas lights whilst repairs were being carried out to the Clock Tower

Councillor Atherley reported that both he and Councillor Elsmore had recently attended a First Responder event.

Councillor Lusty reported that he had attended a recent Lakers Government meeting which the committee expressed they were keen to work closer with the Town Council and would be writing to the Clerk after the summer holidays in September.

Councillor Merrikin gave a report on the recent improvements at the KGV Pavilion and requested the Clerk send a letter of thanks for all the works done free of charge.

50. SUB-COMMITTEES

(a) Office Sub-Committee

The Mayor gave Members a report on the Office Sub Committee meeting held on Saturday 22 July 2006. At this meeting Cllr Allaway Martin raised concern regarding the remit of Sub Committees in Standing Orders which was very vague. The Committee agreed and Cllr Elsmore requested that the Clerk produce proposals for full Council (attached report).

It was proposed that option 2 be adopted and that the Office Sub Committee be changed to Finance and Office Sub-Committee.

Proposed: Cllr Marrott Seconded: Cllr Baynham
As long as the safe guards were put in place.

Councillor Weston abstained.

Office Sub Committee
Cllr Elsmore suggested the report on accounts be taken with agenda item 50.

As part of the office review it had been identified that the Assistant Clerk was performing a larger role than had been previously recognised. A new job description had been produced. It was agreed that the Assistant Clerks job description be properly scored and that her salary raised accordingly and back dated to April 2006.

It was noted that the Clerks 6 month probationary period was now complete and that the Office Sub Committee would undertake a formal appraisal of her work.

Proposed Cllr Penny Seconded Cllr Merrikin

(b) Amenities

The report was accepted by the Council and the Clerk was requested to obtain a quote to level the floor of the main building in the KGV Pavilion.

(c). Burial & Cemetery

Cllr Elsmore reported that steps were being taken to improve the Cemetery. He had a meeting with the contractor about the grass cutting and believed the situation had improved. The Clerk reported that the compost bins had been ordered and the rubbish removed.

Cllr Elsmore said he would like to improve the entrance of the cemetery so that a better first impression was gained. He asked that during the August site meeting that the Council should discuss this and make formal proposals which would be put out for quotation.

ACCOUNTS 2005/06

The Mayor reported that the Office Sub Committee had looked at the accounts and that whilst the reserves were big some large sums were being held in reserve for specific reasons. He pointed out that whilst these monies should not have accumulated that this gave the Town Council opportunity to make some real improvements in the Town. It should also be noted that it is better that the reserves accrued rather than the money be wasted.

Cllr Elsmore requested that the recommendations of the Office Sub Committee be accepted. Cllr Elsmore said the Sub Committee would meet in the very near future. He assured Councillors that everyone would be kept fully informed and that all Councillors were welcome to attend Sub Committee meetings

Councillor Penny expressed a need to report figures to the press and to be transparent and inclusive.

Councillor Merrikin stressed the need to consult with the public about the use of the reserves and suggested that the Newsletter would be an ideal format.

Cllr Marrott asked that the Town Council ensure that a redundancy reserve was identified.

Cllr Elsmore also reported that a copy of a letter had been received from a member of the public Mr M Penny who had studied the accounts. The Clerk apologised for allowing this to occur as Mr Penny was not a parishioner and therefore not entitled to this right.

Cllr Penny asked why this gentleman had been given a copy of an audit report for 2004-2005 which had not been distributed to Councillors. The Clerk explained that she believed he was entitled to see the report as part of the accounts but explained that this report related to the work of the previous clerk. She had felt that with her appointment the Council had moved on and the problems highlighted were now resolved. She apologised if this had caused any embarrassment.

Councillor Marrott expressed her concern that the audit report identified the Town Council Fidelity insurance as being insufficient and requested that it be checked that this had been increased. The Mayor instructed the Clerk to do this.

The meeting was extended to 9.15pm.

(d) Planning

It was proposed and agreed that the decisions taken at the Planning Committee meetings held on 11 and 25 July 2006 should be accepted.

Proposed: Cllr Lacey Seconded: Cllr Baynham

51. CORRESPONDENCE

52. PAYMENTS

Members agreed the list of payments to be made for the month of July 2006 with the exception that the two cheques made payable to Oakdean Landscapes be held pending a review on their contract.

Proposed: Cllr Lacey Seconded: Cllr Weston

The meeting closed at 9.25 pm

August 30th Wednesday – Inspection of Coleford Cemetery and King George V Playing Field MEMBERS ONLY
Agenda

Apologies

Declaration of Interests

Approval of Minutes of meeting held on Tuesday 31 July 2006

53. Matters arising

54. Forest of Dean Local Development Framework
Development Control Policies 1 Issues & Options Paper

55. Larger Councils Committee Nominations

56. Gloucestershire County Council Level 1 Business plan

57. Members Reports

58. Sub Committees

a) Office Sub Committee
b) Newsletter Working Party
c) Planning

59. Planning

60. Correspondence

61. Payments

62. Site Visits

a. King George V Playing Field
b. Coleford Cemetery
Request for bench re Lucy Gwilliam

Member of the public Mr K Ball (arrived at 7.08pm)

APOLOGIES

Apologies were received from Councillors Kay and Phelps; County Councillor Mr P Chamberlain; P C Rob Dix and PSCO Neil Evans (Gloucestershire Constabulary).

MINUTES OF MEETING HELD ON THURSDAY 27 JUNE 2006

The minutes of the meeting held on 27 June 2006 were accepted as a true record and signed by the Mayor as correct with the following amendment

Minute no. 41 should read Whitecliff Cottage not Villa.

Proposed: Cllr Penny Seconded: Cllr Lacey

The Mayor welcomed both PSCO Skinner and Henderson to the meeting and invited Members of the Town Council to discuss any policing matters with them.

Members were keen for any information the police had on Mosquito Alarms including the price and the success rate of the alarm.

Councillor Baynham expressed concern over recent problems at Coalway Recreation Ground. PSCO Henderson informed Members that the police were aware and action had recently been taken.

Councillor Merrikin asked if the CCTV was currently being manned. PSCO Skinner informed the Council that the cameras were running but were unmanned at present.

PSCO Skinner told Members that Coleford had more police presence than the other towns and were lucky to have a main Police Station in the town.

Public Forum

The Mayor welcomed Mr Ball to the meeting and asked if PSCO Skinner and Henderson would remain to listen to Mr Ball’s concerns.

Mr Ball concluded that he had been campaigning about this issue for 18 months and was keen to find a solution.

Cllr Elsmore thanked Mr Ball and agreed to raise the site meeting with Mr Waters and that the Council would take into consideration the points he had raised.

DECLARATIONS OF INTEREST â€“ there were no declarations of interest at this point of the meeting.

43. MATTERS ARISING FROM PREVIOUS MINUTES

(a) Newland Street Public Conveniences

Cllr Bensted agreed to represent the Town Councils view at the Executive Committee meeting on Thursday to which any own Councillor would be welcome to attend

Cllr Elsmore requested that the Clerk also write to Mr Woosnam expressing the view of the Town Council.

(b) Welsh Water Sewerage Charges

44. COLEFORD TOWN COUNCIL NEWSLETTER

Councillor Penny proposed that a 2006 Newsletter be produced.

Proposed: Cllr Penny Seconded: Cllr Lacey

It was agreed a Newsletter sub-committee be set up. Councillors Allaway-Martin, Baynham and Penny volunteered to sit on this committee.

All Members were in agreement.

45. GLOUCESTERSHIRE NHS PARTNERSHIP CONSULTATION

46. FUTURE OF HEALTH IN GLOUCESTERSHIRE CONSULTATION

The Clerk informed Members that she had received reports from Councillors Allaway-Martin and Atherley

Members were asked to produce their own feedback as soon as possible, the deadline is 4 September 2006 and to copy all correspondence to County Cllr Bill Evans.

47. ROYAL FOREST OF DEAN ANGLING CLUB DONATION REQUEST

Members requested the Clerk obtain more information from Mr Reed before making a decision on the request for a donation.

48. ACCOUNTS 2005-06 â€“ moved to agenda no.50

49. MEMBERS REPORTS

Councillor Atherley reported that both he and Councillor Elsmore had recently attended a First Responder event.

Councillor Merrikin gave a report on the recent improvements at the KGV Pavilion and requested the Clerk send a letter of thanks for all the works done free of charge.

50. SUB-COMMITTEES

(a) Office Sub-Committee

It was proposed that option 2 be adopted and that the Office Sub Committee be changed to Finance and Office Sub-Committee.

Proposed: Cllr Marrott Seconded: Cllr Baynham
As long as the safe guards were put in place.

Councillor Weston abstained.

Office Sub Committee
Cllr Elsmore suggested the report on accounts be taken with agenda item 50.

It was noted that the Clerks 6 month probationary period was now complete and that the Office Sub Committee would undertake a formal appraisal of her work.

Proposed Cllr Penny Seconded Cllr Merrikin

(b) Amenities

The report was accepted by the Council and the Clerk was requested to obtain a quote to level the floor of the main building in the KGV Pavilion.

(c). Burial & Cemetery

ACCOUNTS 2005/06

Councillor Penny expressed a need to report figures to the press and to be transparent and inclusive.

Councillor Merrikin stressed the need to consult with the public about the use of the reserves and suggested that the Newsletter would be an ideal format.

Cllr Marrott asked that the Town Council ensure that a redundancy reserve was identified.

The meeting was extended to 9.15pm.

(d) Planning

It was proposed and agreed that the decisions taken at the Planning Committee meetings held on 11 and 25 July 2006 should be accepted.

Proposed: Cllr Lacey Seconded: Cllr Baynham

51. CORRESPONDENCE

52. PAYMENTS

Members agreed the list of payments to be made for the month of July 2006 with the exception that the two cheques made payable to Oakdean Landscapes be held pending a review on their contract.

Proposed: Cllr Lacey Seconded: Cllr Weston

The meeting closed at 9.25 pm

September 26th Monthly Town Council MeetingÂ Â
Apologies

Declaration of Interests

Public Forum Clive Hinton vandalism and litter problem in Coleford and lack of police presence

Approval of Minutes of meetings held on Wednesday 30 August 2006 and Tuesday 12 September 2006

63. Matters arising

Wednesday 30 August 2006
a Newsletter
b Cemetery

Tuesday 12 September 2006
a King George V Playing Field & Pavilion

64. Mrs Creeds request for a bench in the cemetery

65. Town Centre Flower Beds replanting

66. Newland Street Public Conveniences

67. Copley Drive Flower beds

68. Bells Foundation replacement representative

69. Music Festival Event 28 October 2006

70. Members Reports

71. Sub Committees

a. Planning

72. Correspondence

73. Payments

Minutes

At the Monthly Meeting of the Coleford Town Council held at the Town House, Lords Hill Walk, Coleford on Tuesday 26th September 2006, there were present: -

Councillor Mr C Elsmore (Mayor)
Mrs C Allaway-Martin
Mrs J Baynham
Mr M Lacey
Mr C Lusty
Mrs J Marrott
Mrs S Merrikin
Mr N Penny
Mr R Phelps
Mr M Weston

APOLOGIES

Apologies were received from Cllrs Atherley and Kay.

The Mayor, Councillor Elsmore invited Mrs Marilyn Cox of the Coleford Area Partnership to address the Council.

Mrs Cox informed members that there was very positive progress regarding the proposals for the new Coleford Community Centre. A range of facilities would be provided at the Centre including a library, adult day care and provision for young people.

Mrs Cox said that the planning stage for the Centre was now under way and she hoped to be able to bring initial details to the Council’s next planning meeting on 10th October.

PUBLIC FORUM

Mr Clive Hinton gave members a comprehensive presentation on the vandalism he and his workforce have had to deal with on an almost daily basis. This ranged from graffiti, broken windows, and damage to flower beds and hanging baskets, damage to a mechanical digger and to property maintained by the Council. There was a proliferation of damage in the Mushet Walk and Pyart Court areas.

The rowdiness associated with the vandalism is also source of distress to a great number of residents and the cost of repairing the damage has run to many thousands of pounds.

PC Dix said that since January only 35 cases of criminal damage in the Coleford area had been reported to the police and there had been only 7 cases since August. From the information read out by Mr Hinton, it was clear that very many cases were not being reported to the police. As the figures were used to help target police efforts against crime, it was very important that all cases of criminal damage should be reported. Now that he was aware of the scale of the problem he would look at applying additional resources in order to deal with it.

PC Dix addressed concerns that the police do not always respond immediately. He explained that if a member of the public does not get an immediate response it is invariably because an incident with a higher priority is being dealt with first.

Dealing with questions about CCTV cameras, PC Dix said that the system was now operational again. He said that although CCTV could be a useful tool, it was not a panacea. Results were often affected by poor lighting, overhanging vegetation or simply the subject being at the wrong focal length for clear imaging. He circulated photographs that illustrated the problems of low-level night time lighting.

PC Dix said that meetings had been held with licences in Coleford about concerns over the increasing level of drunkenness as this was recognised as a major factor in the levels of adult criminal behaviour.

Some members saw the problems of youth crime in a broader context and felt that a lack of role model respect and behaviour by adults was a large contributory factor to the way in which many young people themselves behave.

Members were concerned to hear reports that skips being used in the main car park during store refurbishments contained hazardous items such as fluorescent tubes and polystyrene, much of which had been strewn around the car park by young people. It was agreed that both the District Council and the shop owners should be contacted in order to make the skips more secure.

Members agreed that Inspector Burnside should be written to in order to convey the concerns of the Council. A meeting should also be arranged with Inspector Burnside.

The Mayor thanked Mr Hinton for bringing the problems to the Council’s attention and he also thanked PC Dix for representing the police at the meeting.

MINUTES OF MEETINGS HELD ON WEDNESDAY 31st AUGUST AND TUESDAY 12th SEPTEMBER 2006

It was noted that Item 53 of the minutes of the 31st August meeting should refer to the District Council and not the County Council.

Subject to that amendment, the minutes of both meetings were accepted as true records and signed by the Mayor.

Proposed: Cllr Phelps Seconded: Cllr Marrott

63. MATTERS ARISING FROM PREVIOUS MINUTES

a) NEWSLETTER

Cllr Penny said that the newsletter was now nearing its final copy version. It was agreed that any further items for the newsletter should be sent direct to Cllr Penny for final approval. It was also agreed that although the areas of interest of each councillor should be included in the newsletter, no personal contact details should be given.

Proposed: Cllr Lacey Seconded: Cllr Phelps

b) CEMETERY

It was agreed to refer discussion on this item to the Cemetery Committee and for a report to be produced for the next full Council meeting in October.

c) KING GEORGE V PLAYING FIELD

Members agreed to work for the gates at the playing field.

Proposed: Cllr Phelps Seconded: Cllr Marrott

64. REQUEST FOR BENCH IN THE CEMETERY

It was also agree to refer this matter to the Cemetery Committee to produce a report for the October Council meeting.

65. TOWN CENTRE FLOWER BED REPLANTING

Members agreed to allocate Â£300 for winter planting.

Proposed: Cllr Lacey Seconded: Cllr Marrott

66. NEWLAND STREET PUBLIC CONVENIENCES

Cllr Merrikin informed members that the Council had until 4th October to express their views to the District Council. It was agreed that papers already submitted to the District Council should also be copied to District Councillors Bensted, Hobman and Winship.

67. COPLEY DRIVE FLOWER BEDS

A quotation of Â£594 +VAT had been obtained for planting the flowerbeds, but there was discussion regarding in the loss of space used as a youth facility and it was agreed that nothing should occur until something was provided for the young in the area.

Proposed: Cllr Penny Seconded: Cllr Lacey

68. BELLS FOUNDATION REPRESENTATIVE

Cllr Marrott agreed to become the Council’s representative on the Bells Foundation Committee.

69. MUSIC FESTIVAL EVENT

Councillor Penny expressed an interest in this item. He explained that it was part of a national event being organised by the Switched on Community Arts Project. Permission was being sought to use the area around the clock tower as part of the event on 28th October 2006. The Council agreed the request. The Council was also invited to be represented at the event.

Proposed: Cllr Lacey Seconded: Cllr Phelps

Cllr Marrott proposed that the meeting be extended by 15 minutes. This was seconded by Councillor Elsmore.

70. MEMBERS REPORTS

Cllr Allaway-Martin reported that she had copies of the AGM of the Gloucestershire Partnership Trust. The reports set out proposals for the original intentions of transferring mental healthcare services to Cheltenham. It needs to be noted that when the PCT move they will only be providing their statutory duties. Social Services will have to fill the gaps and this will inevitably have a significant impact on council tax in order to pay for this.

Cllr Lusty reported that he had recently attended a meeting of the Angus Buchanan Playing Field Association. Members recognised the need to find a way through the difficulties in the working relationship with the Association.

Cllr Penny left the meeting at 9.15pm.

Cllr Phelps proposed that the meeting be extended by a further 15 minutes. This was seconded by Cllr Elsmore.

71. SUB COMMITTEES

a) PLANNING

It was agreed that the decisions of the Planning Sub-Committee taken at meetings held on 8th, 30th August 2006 and 26th September should be accepted.

Proposed Cllr Phelps Seconded Cllr Lacey

b) FINANCE AND OFFICE SUB COMMITTEE

Members were advised that members of the Finance and Office Sub- Committee would at times have access to information which, by its nature, would not be available to the full Council. Members were asked to give their approval to this.

Proposed Cllr Phelps Seconded Cllr Weston

Cllrs Lacey and Weston left the meeting at 9.20 pm

It was necessary to store certain confidential information in a locked
fireproof container. In general, documents will be no larger than A4 size. It was agreed that a quote for a container should be obtained for approval at the next meeting.

c) CEMETERY COMMITTEE

It was agreed that the Cemetery Sub-Committee should meet on Tuesday 3rd October 2006 at 12.00pm.

72. CORRESPONDENCE

Members noted the listed items of correspondence dealt with by the Council during September 2006.

73. PAYMENTS

Members approved the list of payments for the month of September 2006.

Proposed Cllr Phelps Seconded Cllr Marrott

It was agreed that a list of any monthly income to the Council should be provided for members along with the list of payments.

The meeting closed at 9.25pm

October 31stÂ Monthly Town Council MeetingÂ Â
Agenda
Apologies

Declaration of Interests

Public Forum Opportunity for Parishioners to give information

Approval of Minutes of meeting held on Tuesday 26 September 2006

74. Matters Arising

75. Coleford Town Councillor Vacancy

76. New Contractor for Coleford cemetery Sexton

77. Sale of Town Council Land

78. Newland Street Public Conveniences

79. Copley Drive Flower beds

80. Sylvan Drive Play Area

81. Bus Shelter at Sunny Bank

82. Container at King George V

83. Coleford Over Eighties Club request for Contribution to Christmas Lunch

84. Cemetery Landscaping Project

85. Replacement Tiles in Mushet Walk update

86. Repair of Community Benches

87. Members Reports

88. Sub Committees

a. Planning
b. Coleford in Bloom
c. Amenities
d. Office Sub Committee
e. Newsletter

89. Correspondence

a. GCC Consultation on proposals for Homes for Old People
b. GCC Consultation on mineral resources in Gloucestershire

Invitations

FVAF AGM Thursday 26 October 11.30 am
CAB AGM Thursday 26 October 5.00 pm
Forge AGM Wednesday 15 November 2.00 pm
Police Consultative Com Mtg Thursday 16 November 6.30pm

Remembrance Events
Sunday 5 Nov 10.20 am Opening of Remembrance Garden
Sunday 11 Nov 11 am 2 Minute Silence
Sunday 12 Nov 10 .30 Remembrance Parade

90. Payments

In Committee

91. Citizen Advice Bureau

At the Monthly Meeting of the Coleford Town Council held at the Town House, Lords Hill Walk, Coleford on Tuesday 31st October 2006, there were present:

Councillor Mr C Elsmore (Mayor)
Mr D Atherley (Deputy Mayor)
Mrs J Baynham
Mr P Kay
Mr M Lacey
Mr C Lusty
Mrs J Marrott
Mrs S Merrikin
Mr N Penny
Mr R Phelps

Also present: County Councillor P Chamberlain

APOLOGIES

Apologies were received from Cllrs Allaway-Martin and Weston, District Councillor Evans and Inspector Burnside and PC Dix.

DECLARATIONS OF INTEREST

There were no declarations of interest.

PUBLIC FORUM

There were no members of the public present at the start of the meeting.

APPROVAL OF MINUTES OF PREVIOUS MEETING

Item 67. Cllr Penny requested that the last part of the sentence should read â€œ.. but it was agreed that nothing should be done until an alternative provision was made for the youth of the area.â€

The amendment was agreed unanimously and the minutes approved.

74. MATTERS ARISING

There were no matters arising not already on the agenda.

75. COLEFORD TOWN COUNCILLOR VACANCY

The Mayor reported that the vacancy had been advertised but no applicants had come forward. He proposed that the vacancy be left open until the next elections but the situation could be continuously reviewed if necessary at each meeting.

This was agreed unanimously.
76. COLEFORD CEMETERY SEXTON

Only one application had been received for the contract as Coleford Cemetery Sexton, from Ernest Heal & Sons. It was recommended that the Council grant a new 5-year contract to Ernest Heal and Sons.

Proposed: Cllr Phelps Seconded: Cllr Marrott

77. SALE OF TOWN COUNCIL LAND

As this information received from the District Valuer was regarded as Exempt Information, this matter was adjourned to be dealt with in Committee at the close of the public meeting.

78. NEWLAND STREET PUBLIC CONVENIENCES

A survey form had been received from the District Council. Cllr. Merrikin agreed to complete and return the survey with additional information relating specifically to the public conveniences at Newland Street.

79. COPLEY DRIVE FLOWER BEDS

Members noted the recommendation that the flower beds be planted out but decided to defer a decision until a suitable play area for children can be found nearby. In the meantime residents should be written to with an explanation of the steps the Council is taking.

80. SYLVAN CLOSE PLAY AREA

Members noted the recommendation that the area should be made into a play area for children. After discussion it was proposed that residents should be invited to a discussion with the Amenities Committee and new quotations obtained for the proposed work.

Proposed: Cllr Marrott Seconded: Cllr Lacey

81. BUS SHELTER AT SUNNY BANK

Members noted the recommendation that a new bus shelter be installed at Sunny Bank. It was proposed that the new shelter should have a curved roof subject to the additional cost not exceeding Â£1,000.

Proposed: Cllr Penny Seconded: Cllr Lacey

82. CONTAINER AT KING GEORGE V

Members noted that Switched On (Coleford Music Festival) had declined the offer of the use of the container at the King George V playing field. Cllr Merrikin suggested that it might be useful to the football team and would make enquiries.
83. OVER EIGHTIES CHRISTMAS LUNCH

Members noted the request from the Over Eighties club for a donation towards the cost of their Christmas lunch. After discussion it was proposed that equal donations should be made to all the organisations providing for the elderly in Coleford. The total cost will be kept to the same level as last year.

Proposed: Cllr Marrott Seconded: Cllr Merrikin

84. CEMETERY LANDSCAPING PROJECT

Members noted that Hartpury College had declined to take on this project and Usk Horticultural College has now been approached. It was agreed that if they also decline, Paul Morgan should be approached and a professional quotation should be obtained.

85. REPLACEMENT TILES IN MUSHET WALK

Members noted that a new contractor had been found. The Clerk informed members that the tiles would be laid on 6th November.

86. REPAIR OF COMMUNITY BENCHES

Members noted the work plans for refurbishing community benches.

87. MEMBERS REPORTS

Cllr Penny asked members for comments on the final draft of the Council Newsletter which would be going to print on 2nd November. He asked members to note that Switched On (Coleford Music Festival) would be holding their AGM on 1st November.

Cllr Penny asked members to note comments received from parishioners:

John Hamel’s plaque. The Clerk said that this was due to be discussed when Mrs Hamel returned from holiday.

Flower beds. Work has now started to clear them out.

Charity abseil on Clock Tower. Members had no objections.

Public Liability Insurance. Members agreed to delegate this to the Amenities Committee.

The Mayor reported on a useful meeting he had attended on 30th October at which the new Highways organisation structure was explained. The Clerk has the details. Highways have a large backlog of road maintenance work and are making efforts to try to catch up but work will inevitably have to be spread over a number of years.

Cllr Marrott reported that an audit had been carried out to look at the feasibility of installing a pedestrian crossing near the library at the request of the Coleford hard of hearing group. Unfortunately it had been deemed too dangerous to install a crossing in the locality.

88. SUB COMMITTEES

a) Planning

Cllr Phelps declared an interest in the first two planning applications.

Members noted that all the applications had been passed by the Planning sub- Committee and accepted the recommendations.

Proposed: Cllr Kay Seconded: Cllr Lacey

b) Coleford in Bloom

Members felt that an excellent effort had been made in 2006 given the very short timescales that had occurred. It was anticipated that with the experience gained, 2007 would be better still.

c) Amenities

The Clerk reported that the new gates at King George V Playing Field were now fitted and that there was no longer a chain only a padlock. this was still opened by the existing keys . The nearby building work was also under way.

d) Office and Finance Sub-Committee

The next meeting of the Office & Finance Sub-Committee will be held on 14th November at 7.00pm and that the Clerks appraisal was being done on Thursday 2 November .

89. CORRESPONDENCE

Members noted the list of correspondence received during October.

Cllr Marrott said she had read the GCC Consultation on homes for old people and she had requested that GCC keep her informed of any changes to the document.

The Clerk reported that the GCC consultation on mineral resources was available should members wish to see it.

Members noted the invitations that had been extended to attend various meetings.
Members noted the dates and times of the various Remembrance Day events.

90. PAYMENTS

Members noted the list of payments for October and agreed their payment.

Proposed: Cllr Phelps Seconded: Cllr Marrott

The Mayor formally closed the public meeting of the Council and the Council then moved to Committee.

November 28th Monthly Town Council MeetingÂ Â

Apologies

Declaration of Interests

Public Forum Opportunity for Parishioners to give information

Approval of Minutes of meeting held on Tuesday 31 October 2006

92. Matters Arising

93. Action Sheet Report back

94. Coleford Town Councillor Vacancy

95. Newland Street Public Conveniences

96. Town Clerks Appraisal recommendations

97. Forest of Dean Local Strategic Partnership
Your Forest â€“ Your Future

98. Coleford Over Eighties Club request for Contribution to Christmas Lunch

99. Members Reports

100. Sub Committees

a. Planning
b. Amenities
c. Finance and Office Sub Committee

101. Correspondence

Gloucestershire Playing Fields Association

Membership Renewal/Newsletter -

Coleford Christmas Lights

Request for additional funding

Coleford Music Festival

Request for additional funding

Dancing through the Dean

Request for funding

GCC

Rights of Way and Countryside Access Improvement Plan

Invitations

Gloucestershire Playing Fields Association

AGM – 5-Nov-06

Young Gloucestershire

Annual Review & Showcase – Invitation

Gloucestershire Rural Partnership

Conference – 23.11.06

The Sports and Play Construction Association

Exhibition & Seminars

GCC

Extended Services Training Day

Gloucuestershire Market Towns Forum

Extraordinary General Meeting

Guide Dogs

Guide Dogs Treasure Hunt

Royal Forest Centre

Invitation – Mayor – Christmas Lunch

SLCC

South West Regional Conference – 8/12/06

GRCC

The Gloucestershire Rural Partnership Conference

102. Payments

In Committee

103. Sale of Council Land

At the Monthly Meeting of the Coleford Town Council held at the Town House, Lords Hill Walk, Coleford on Tuesday 28th November 2006, there were present:

Councillor Mr C Elsmore (Mayor)
Mr D Atherley (Deputy Mayor)
Mrs C Allaway-Martin
Mr C Lusty
Mrs J Marrott
Mrs S Merrikin
Mr N Penny
Mr R Phelps
Mr M Weston

Also present:

District Councillor Mrs P Evans

APOLOGIES

Apologies were received from Cllrs Baynham, Kay and Lacey, District Councillor Bensted, Inspector Burnside and PC Dix.

DECLARATIONS OF INTEREST

There were no declarations of interest.

PUBLIC FORUM

There were no members of the public present at the start of the meeting.

APPROVAL OF MINUTES OF PREVIOUS MEETING

Item 87. Members were concerned that the discussion at the last meeting of a proposal for a charity abseil down the clock tower should not imply approval of such an event. Members agreed that the matter should be referred to the Amenities Committee for further consideration.

Subject to this, the minutes were approved.

Proposed: Cllr Phelps Seconded: Cllr Atherley

92. MATTERS ARISING

Cllr Allaway-Martin said she had contacted Tarmac in connection with quarrying issues and would be attending a meeting on 5th December and would report back to the next Town Council meeting.

Cllr Merrikin said that it would not now be possible for the Brownies to deliver the Council newsletter door to door because of other pre-Christmas commitments and the fact that the evenings were now much darker. Councillors agreed to deliver newsletters in their own localities with the remainder being held over until the New Year.

93. ACTION SHEET REPORT BACK

All actions completed except
79 Cllr Marrott wished to discuss this in Committee re land availability
82 Cllr Merrikin had been unable to contact the football teams re container but would do this month
85 Cllr Phelps reported that he had met with the Payback Team re the refurbishment of council benches. However they had only come the once and the reason for this was being pursued.

94. COLEFORD TOWN COUNCILLOR VACANCY

Cllr Lusty declared an interest in this item and left the room.

An application for the Town Councillor Vacancy had been received from Mrs Heather Lusty and was read out by the Clerk. After discussion it was proposed and agreed that Mrs Lusty be co-opted to the Council until the next election in May 2007.

Proposed: Cllr Phelps Seconded: Cllr Atherley

95. NEWLAND STREET PUBLIC CONVENIENCES

Members discussed the proposal options put forward by the District Council for the Newland Street toilets. Members strongly agreed that the toilets should be refurbished and, if necessary, the Town Council should make a contribution towards the costs of construction, but not toward any further designs as sufficient work had already been done on this. First of all it needed to be established how much money the District Council was prepared to spend. The Clerk will write to the District Council to establish the budget figure.

Proposed: Cllr Merrikin Seconded: Cllr Penny

96. TOWN CLERKS APPRAISAL – RECOMMENDATIONS

Members noted the Town Council Vision Statement and project list arising from the Clerk’s appraisal. The Clerk informed members that this document could be used as a framework for setting the budget for 2007/08. Members were invited to consider which projects they wished to see receiving priority, for discussion at the next meeting. Members noted that the document should make it clear that it referred to the parish as a whole and not just the town of Coleford.

97. FOREST OF DEAN LOCAL STRATEGIC PARTNERSHIP

Members were requested to return their completed questionnaires to the Clerk as soon as possible.

98. LUNCHEON CLUBS CHRISTMAS DONATIONS

A total of 6 luncheon clubs for the elderly had been identified within the Parish area. After discussion it was agreed to allocate a donation of £50 to each club as a contribution towards their Christmas lunches.

Proposed: Cllr Marrott Seconded: Cllr Atherley

99. MEMBERS’ REPORTS

Cllr Weston expressed his surprise and concerns that so few Councillors had made the effort to attend the recent Remembrance Day Service. He felt that this had reflected badly on the Council. Cllr Phelps said that he had been unable to attend as he was involved on Council business elsewhere at the time.

Cllr Phelps commented on the state of the storage area in the clock tower which had again become heavily contaminated with pigeon droppings. Members agreed that more needed to be done to keep pigeons out. The Clerk said that the problem had already been reported to the Public Health Department.

Cllr Marrott said she had attended a meeting of the Bells Charity. The Charity’s finances had diminished and Cllr Marrott said that, if at any time the Charity made a request to the Council for a donation, the request should be considered very carefully.

District Councillor Evans left the meeting at 7.50pm

Cllr Lusty asked if any progress had been made with regard to health and safety inspections of the metal plate covering the hole outside the Baptist church. The Clerk will make inquiries with the District Council.

Cllr Atherley circulated information to members following a recent Police and Community meeting.

100. SUB-COMMITTEES

Planning

Members noted the recommendations made by the Planning sub- Committee on 14th November 2006 and 28th November 2006 it was proposed that they be accepted.

Proposed: Cllr Phelps Seconded: Cllr Lusty

Amenities

The Clerk updated members on the progress of work ongoing at the playing field.

Finance and Office

Members noted the report of the in house audit conducted on 23rd November 2006.

The Clerk asked members to note the documents on budgets and outturn performance for 2006/07 and recommended that these be used as working documents for the preparation of the 2007/08 budgets at the next meeting.

101. CORRESPONDENCE

Members noted a request by Churches Together to use the clock tower for a service on 16th December. The Clerk will liaise over the arrangements.

Cllr Phelps said he would attend the Annual Review of Young Gloucestershire on behalf of the Council.

Proposed: Cllr Phelps Seconded: Cllr Atherley

102. PAYMENTS

Members noted and agreed payments due during the month of November 2006.

Members noted and approved payment of £300 to Coopers Arboriculture for urgent work required to a tree at King George V Playing Field

Proposed: Cllr Phelps Seconded: Cllr Atherley

The Mayor closed the public meeting at 8.15pm and the Council moved into Committee.

December 12th Budget/Donations Meeting â€“ MEMBERS ONLYÂ Â
Agenda

Apologies

Declaration of Interests

Approval of Minutes of meeting held on Tuesday 28 November 2006

103. Matters arising

104. Action Sheet

105. Budget

106. Donations and Grants

107. Payroll Provider

108. Members Reports

109. Sub Committees

a. Planning
b. Burial
c. Amenities

110. Correspondence

111. Payments

Minutes

At the Monthly Meeting of the Coleford Town Council held at the Town House, Lords Hill Walk, Coleford on Tuesday 12th December 2006, there were present:

Councillor Mr C Elsmore (Mayor)
Mr D Atherley (Deputy Mayor)
Mrs C Allaway-Martin
Mrs J Baynham
Mr P Kay
Mr M Lacey
Mrs H Lusty
Mr C Lusty
Mrs J Marrott
Mrs S Merrikin
Mr N Penny

APOLOGIES

Apologies were received from Cllrs Phelps and Weston, District Councillor Evans and Sue Rushton (Press).

The Mayor formally welcomed Mrs Heather Lusty to her first meeting as a Councillor.

DECLARATIONS OF INTEREST

There were no declarations of interest.

PUBLIC FORUM

There were no members of the public present at the start of the meeting.

APPROVAL OF MINUTES OF PREVIOUS MEETING

Cllr Marrott proposed a number of amendments to the minutes of the meeting held on 28th November 2006, viz:

Item 92, 3rd para:

Reference should be made to Guides not Brownies.

Item 95 to read:

Members discussed the proposed options put forward by the District Council for the Newland Street toilets. It was agreed that the Clerk should write to the District Council to establish the budget figure available for refurbishment of these toilets. Subject to the response received, it was agreed that the toilets should be refurbished and, if necessary, the Town Council should make a contribution towards the construction costs but not towards any further design work.

Proposed: Cllr Marrott Seconded: Cllr Penny

Item 99, 3rd para to read:

Cllr Marrott said that she had attended a meeting of the Bells Charity. The Charity’s finances had diminished due to reduced interest rates and the Trustees are looking for ways to improve the amount invested. Cllr Marrott said that, if at any time the Charity made a request to the Council for a donation, the request should be considered very carefully, bearing in mind the constitution of the Charity. She also reported that the Coleford Area Partnership will work with the Charity to see if applications can be made to other suitable sources.

Item 102, 2nd para to read:

Members noted and approved payment under Section 137 of £300 to Coopers Arboriculture for urgent work to the tree in the Town Centre during erection of the Christmas lights. The tree is owned by the County Council.

Proposed: Cllr Marrott Seconded: Cllr Phelps

Subject to the changes above, it was proposed and agreed by those present that the minutes should be accepted as an accurate record of the meeting.

Proposed: Cllr Kay Seconded: Cllr Penny

103. MATTERS ARISING

Cllr Merrikin reported that the football team were interested in having the container on King George V playing field. Members agreed that it should be donated to the team.

104. ACTION SHEET

The Clerk reported that the following items had been actioned:

The District Council had been informed of the appointment of Cllr Mrs Lusty and she will be provided with a new councillor pack shortly.

A letter had been sent to the District Council asking how much money was available for the refurbishment of Newland Street toilets. So far a reply had not been received.

Christmas donations had been made to over 80s organisations.

Delivery of newsletters had been progressed as far as possible.

Arrangements for the service at the Clock Tower had been confirmed with Churches Together.

Mr Arnott had been informed of the Council’s decision agreeing to sell him a parcel of land subject to conditions. No reply had so far been received.

105. BUDGET

The Clerk presented figures showing the current expenditure and projected outturn for 2006/07 and the proposed budget for 2007/08 as calculated by the Finance sub-Committee.

Members noted the amounts identified for projects in 2007/08. It was probable that the amounts allocated would prove to be useful in helping to obtain match funding for the projects. Members agreed, to maintain public confidence, it was important to action the projects that had been identified.

Members noted that the budget recommendations would result in a rise of 1.9% in the Town Council precept which would represent a total payment of £42 on a Band D valuation. It was agreed that, given the projects identified, this represented good value for money and it was agreed unanimously that the budget for 2007/08 should be accepted.

Cllr Penny requested that a press release be prepared highlighting the new projects which the Town Council has planned for next year. He stressed the need to explain that the precept had been kept to a minimum but using the Councils reserves.

Proposed: Cllr Kay Seconded: Cllr Marrott

106. DONATIONS AND GRANTS

Members noted the 10 requests for donations received from various organisations active in and around the Coleford area. In addition the Clerk confirmed that a request had also been received from the Forest Health Forum. Cllr Baynham declared an interest in the request from the Forest Health Forum.

Members agreed that further information was required from Vitalise before a donation could be considered. Members wished to know how many people in the Coleford area received help and on what basis.

Members agreed that a donation of £140 should be made to each of the other 9 organisations plus a donation of £240 to the Forest Health Forum.

Proposed: Cllr Lacey Seconded: Cllr Penny

107. PAYROLL PROVIDER

The Clerk informed members that a new payroll provider, Cash Simply had been identified following I Love Pay Day being taken over by a national company and the local staff being made redundant. Members agreed that a contract should be awarded to Cash Simply.

Proposed: Cllr Penny Seconded: Cllr Lacey

108. MEMBERS’ REPORTS

Cllr Marrott informed members of a public art sponsorship arrangement which, if assisted by the Council, could be repaid by the eventual auctioning off of the display items. Members agreed that more information should be obtained and the item put on the agenda of the next meeting for discussion.

Cllr Marrott informed members of the opportunity to obtain publicity in 95,000 copies of the next edition of the tourist magazine “Explore the Forest of Dean and Wye Valley”. An urgent deadline had to be met in order to meet the print run and for which a fee of £1,000 plus VAT was required. In view of the urgency, members agreed the payment subject to the item appearing as an agenda item for the next meeting for formal approval.

Cllr Marrott informed the Council that the annual Town events leaflet was due for publication and recommended a reduction in the print run to 10,000 to give a saving on the budget

Cllr Marrott said that the subject of responsibility for trees had been discussed at a meeting of the Market Town Forum on 11 December. It appeared that there was a Health & Safety requirement for all trees in the Councils responsibility to be inspected by a qualified person. It was agreed that the Clerk should obtain further information to ascertain the Council’s responsibility and if necessary a maintenance programme be drawn up under the Councils Health and Safety policy document.

Cllr Baynham informed members that an NHS dentist in Cinderford had opened a list for new patients.

Cllr Baynham said that the government were considering the next stage of setting up Social Enterprise Trusts. Further news should be forthcoming in January 2007.

Members thanked Cllr Baynham for her continued input on health issues.

Cllr Kay said that members attending a recent District Council Development Control meeting had been very complimentary about the Christmas lights in the town.

Cllr Allaway-Martin said that she had attended a meeting between Tarmac Quarries and local residents at Staunton on 5th December. The main concerns raised by residents were blasting and vibration. Monitoring work was being carried out by a consultant and a report was due in February, but initial findings suggested that the problems were well within limits.

Cllr Allaway-Martin also said that concerns had been expressed about trees being removed by the Forestry Commission and thus exposing views of the quarry. Tarmac had agreed to produce 3D views of how the landscaping will look and this will be available online by March 2007.

Cllr Marrott asked if the subject of deer proof fencing had been raised. Cllr Allaway-Martin confirmed that damage to safety fencing had been discussed and said that she would raise this issue at the next meeting.

Cllr Penny requested that the subject of sub-Committees remits be put on the agenda for the next meeting.

Cllr C Lusty informed members that swings were being provided for children at the Angus Buchanan Recreation Ground by the committee at a cost of £4,500.

Cllr C Lusty reported that action had still not been taken to repair the hole under the metal plate outside the Baptist church. The Clerk said that an inspection had been carried out by the County Council and it had been agreed that there was a Health and Safety issue and that it was the responsibility of the District Council to rectify it. A strong letter had been sent to the District Council requesting that remedial work be programmed for 2007/08 but also for immediate action to be taken in order to deal with the Health and Safety issue. No response had been received as yet. Cllr Lusty expressed concerns about the District Council’s insurance responsibilities in the meantime.

109. SUB COMMITTEES

Planning sub-Committee

Members agreed the recommendations made at the Planning sub-Committee meeting held on 12 December 2006.

Proposed: Cllr Lacey Seconded: Cllr Allaway-Martin

Burial sub-Committee

Members noted the report produced following the meeting held on 5 December 2006 and also noted that a further meeting will be held on 13 December 2006 when a further report will be produced.

Amenities sub-Committee

Members noted that only two members of the public had attended the open meeting held on 5 December 2006 at which proposals for the Sylvan Close area were discussed. The Clerk reported that flyers had been circulated to residents and several people had called at the office to look at the plans and had taken away response forms.

110. CORRESPONDENCE

Members noted the items of correspondence received and dealt with since the last meeting.

111. PAYMENTS

Members noted and agreed the payments schedule for the month of December up to the date of the meeting.

Proposed: Cllr Kay Seconded: Cllr Lacey

112. DATE OF NEXT MEETING

The next meeting will be held on Tuesday 30th January 2007 at 7.00pm.

The meeting closed at 8.20pm

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