Present: Mr K Brown (Acting Chairman); Mrs J Burton; Mr S Hale; Mr K Larkin; Mr D Palmer, Mr L Smitherman

District Councillors: Mr K. Tucker

County Councillor: Dr J Cordwell.

The New Clerk: Mrs E Oakley

There were no members of the public present.

The Chairman opened the Parish Council Meeting.

  1. The Chairman invited apologies. Apologies were received and accepted from Councillor D. Purnell.

  2. Declaration of Interests. The Chairman invited members to declare any Interests relating to this Meeting. There were none.

  3. The Council approved and signed the Minutes of the Ordinary Council Meeting held on 4 July 2016, as a true record. The Minutes of the July Ordinary Meeting of the Council had previously been distributed to all members and displayed on the public notice boards and the website. All members agreed the Minutes should be signed, as a true and accurate record. The Minutes were duly signed by the Chairman.

  1. The Council noted matters arising from the Minutes not covered by agenda items. The Clerk referred to her Update Note which she spoke to at the Meeting. She advised:

  1. To consider and comment upon Planning Applications

S.16/1454/CPL Certificate Proposed Lawful, Use/Dev, 30.06.2016, PP-05269377, 2 Weavers, Millend Lane, North Nibley, Dursley, Gloucestershire, GL11 6ED, Grid. Ref: E:375049N:196501: Demolish polycarbonate canopy between two extensions and replace with glass roof, French doors and windows. Development to include open plan to existing kitchen door.

Councillors noted that this was a request for information from the Planning Authority and not a formal planning application. Councillors noted that no specific information as requested was available to be supplied.

  1. The Council noted that the following Planning Applications have been approved by Stroud DC Planning.

The council noted that this was for a change from a natural red clay pantile to a rustic red pantile and this change was compatible with neighbouring buildings.

  1. Meeting for Public Discussion and Questions. There were no members of the public in attendance.

The Chairman re-opened the Meeting without further discussion.

  1. (1)The Council received a written report from District Councillor K. Tucker on behalf of the ward’s District Councillors. The Chairman thanked Cllr Tucker for his report. (See Report aside). Councillor K Tucker stated he was due to attend a meeting the following evening on the new refuse collection scheme. One key issue was where the bins should be kept. He also highlighted that, whilst District Councillors had agreed a rotating schedule of attendance at Parish Council meetings, in some cases they would double up. District Councillors were also looking at different ways of writing the newsletter. Whilst extra items would be informative, it was not intended to overwhelm readers.

  2. The Council received a written County Council Report from County Councillor Dr J Cordwell. (See report aside). The Chairman thanked Councillor Cordwell for his report. Cllr Cordwell noted that the Death Registration service had subsequently improved.

  1. The Chairman invited Parish Councillors to report back on meetings they had attended.

  1. Finances.

(1)The Council approved the following Invoices and drew up cheques for items submitted on the enclosed Payments Schedule.

The Council agreed that the Clerk would request the final meter reading from the new owner of the Breakheart Hill land for comparison with Severn Trent’s figures with respect to the final water bill:


(2)The Council noted from the Clerk that the External Audit report had been received. This had been signed and approved subject to an adjusted revision of figures in next year’s audit submission to include the value of the defibrillator.

(3)Two councillor signatories signed the non-signatory delegated access bank form. This would enable The Clerk for on-line, but view-only, access to Council bank records.

(4)Cllrs noted the first interval for the incoming Clerk’s provision of Statements of Finances would be the September council meeting.

  1. (1)The Council received and approved a verbal Report on the Cemetery from the Clerk. (Report aside). The Clerk especially noted she and the retiring Clerk had received parishioner correspondence concerning the growth of grass around family plaques in the memorial garden. Cllrs noted that volunteers had previously worked to maintain this area, but the council now needed to enlist additional help. Additionally future costings for the cemetery and memorial garden maintenance would need to build in this work into costings. The Clerk undertook to thank the volunteers for their help to date in the memorial garden. However, the recent mole diggings especially required specialised treatment with scissor style traps and a letter of authority to the contractor drafted by the Clerk on behalf of the council. This letter would specify that traps be accompanied by public notices to inform visitors to the area. The Clerk undertook to secure quotes to treat the mole diggings and for the grass cutting work around family plaques. Cllrs agreed the right hand side over the wall of the memorial garden needed treatment especially a strim of the nettle area. The Clerk undertook to secure appropriate quotes for this work. Cllrs also noted the condition of the main cemetery gate. The Clerk undertook to secure a quote for work to clean off and repaint the existing gate. A longer term plan to review overall maintenance issues, including revisiting the Five Year Plan for the cemetery and memorial garden was a council project to be scheduled for the autumn this year.

(2).The Council received and decided upon a written report on St Martin’s Churchyard Closed. (Report aside). Cllrs acknowledged and thanked Cllr Palmer for his work to strim the extensive verge areas below and around St Martin’s church wall.

  1. To note options for archiving North Nibley Parish Council documents. The Clerk informed councillors that she had inherited extensive files and registers from both the immediate past and now retired Clerk and additionally from the previous Clerk. These amounted to an estimated 80 hard copy items. The Clerk had contacted Gloucestershire County Archives and received information on copyright issues and criteria for deposit of items long term. Issues included whether items would be donated and/or whether they could be returned, and/or the extent of public access once donated. The Clerk had also received a Legal Topic Guidance note from GAPTC to state the legal framework for retaining non donated items at the Parish Council rather than the County Archives. For example financial records and Burial Ground records were governed by some strict criteria for the retention of data. The Clerk undertook to present an initial listing of all estimated 80 items for Councillors to gain an overall measure of the project, and to enable further decisions to be made as to the items to be retained at Parish Council level and items that could be passed on in due course to County Archives.

  1. The Council received for information details of Correspondence & Messages received. Following discussion of the report Councillors noted:

(1)The Clerk informed councillors she had received extensive correspondence, especially by email, during the month despite a holiday season, and sought advice on the correspondence the councillors would like forwarded. The Clerk agreed to forward all significant items of correspondence received by email to councillors.

(2) The Clerk informed councillors she had received information on pension registration for small employers. This registration is a legal requirement by November 2016, albeit that the Clerk’s earnings may in practice fall below the threshold for pension contributions. Cllr Smitherman noted he has received information on pensions for small employers and that deferment maybe an option.

  1. There being no further business the Chairman declared the meeting closed at 8.50 pm.

The Chairman announced the next Meeting of the Parish Council will be held in the Village Hall on Monday 5th September 2016 at 7.30 pm.