Apologies were received from Councillors: T. Bond, D. Parker, Mrs A. Bailey, N. Ireland.

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1 ROGERSTONE COMMUNITY COUNCIL MINUTES OF THE MEETING OF THE COUNCIL AT: TYDU COMMUNITY HALL, WELFARE GROUNDS, ROGERSTONE, NEWPORT, ON WEDNESDAY THE 7 TH OCTOBER 2015 Members present:- Chairperson: Councillor S. Bowen Councillors: M. Hoidn, Y. Forsey, S. Mlewa, Mrs J. Toleman, Mrs P. Ambrose, Mrs V. Dudley, C. Evans Mrs A. Gunn, S. Jones Apologies were received from Councillors: T. Bond, D. Parker, Mrs A. Bailey, N. Ireland. It was agreed to take item 10.4 Citizens Panel Chartist Memorial Proposals, followed by item 10.2 Remembrance Sunday and 10.1 Active Travel Plan. The new co-opted Councillor, Chris Lacey was welcomed to the meeting and introductions were made. 1. DECLARATIONS OF INTEREST Councillor Y. Forsey advised that she has been appointed as a trustee to Blossom Africa and also that one of the applicants for a position on the Citizens Panel is known to her Citizens Panel Chartist Memorial Proposals Representatives from Scott Brownrigg were welcomed to the meeting and invited to give a presentation on their ideas for a Chartism Memorial at the former public toilets site located on Cefn Road at the bottom of Ruskin Avenue. Six concepts for a memorial were presented, which have not been costed as materials and artwork for all the designs will be interchangeable. A consensus on two or three concepts is sought, whereupon further options for the designs can be presented to members as well as indicative costs. (Councillors S. Mlewa and C. Evans arrived during the presentation). Following the presentation members discussed:- Their personal preferred designs. The 3 choices favoured by the Citizens Panel. Difficulties choosing a design without known costs. Materials to be used. Possible acquisition of the land by community asset transfer from Newport City Council. Planning permission. Concerns with: - Glare from the mirrored memorials. - Maintenance. - Vandalism. - Public perception. It was agreed:- That the presentation booklet will be forwarded to members with . Members will consider the 6 projects and advise the Clerk within the next 7 days of their preferred option, to enable Scott Brownrigg to work up further details and indicative costs for up to 3 projects. 1

2 10.2 Remembrance Sunday Russell Newton was welcomed to the meeting and invited to give an update on the Remembrance Sunday arrangements. The arrangements will be as last year (agreed at the last meeting), a copy of the details are on the Clerks Report. Mr Newton will arrange for the Scout Band to play during the parade; Rogerstone Band will play in the church. A copy of the parade details will be forwarded to the appropriate department of Gwent Police so that traffic issues can be addressed. Mr Newton has suggested changing the time of the parade next year and revamping the service, as well as changing the hymns to a more up beat variety. The vicar has offered the use of the church hall next year for refreshments. Members questioned the changes suggested and discussed Mr Newton s reasons for wanting to make changes. Mr Newton suggested holding a meeting with the vicar early next year to discuss the proposed changes Active Travel Plan Matthew Lea from Newport City Council was welcomed to the meeting and invited to give a presentation on the Active Travel Plan. Following the presentation and a question and answer session, it was agreed that:- Matthew Lea and Councillor Y. Forsey will correspond via and possibly meet to discuss the Active Travel Plan and proposals for additional routes can be considered. Forms to request that the steps from Thornhill Gardens to Afon Village (previously discussed) are recognised as a formal public right of way, will be completed by any members who have used the area regularly, and in particular for over 20 years. (Newport City Council are responsible for maintaining public right of ways). 2. PUBLIC QUESTION & ANSWER SESSION There were no questions submitted. 3. MINUTES The minutes of the following meetings were approved:- Council Meeting 2 nd September 2015 Environment Committee Meeting 23 rd September MATTERS ARISING FROM THE MINUTES 4.1 No Cold Caller Zones The Clerk advised that PCSO Chris Evans will be delivering no cold caller leaflets and stickers when available. 4.2 Serennu Centre Members wishing to attend the Serennu Centre before the next Council meeting (5pm) will need to Tracey or leave a message on , so that numbers can be advised to the organisation. 2

3 The Chairman and Councillors, Mrs Gunn, Mrs Toleman, S. Jones, Mrs Dudley confirmed their attendance. 4.3 Newport City Council Liaison Meeting Members discussed the recent liaison meeting with community councils and advised that the decision regarding precept funding is now in the hands of the Councillor Gail Giles and Merion Rushworth (Head of Finance). The Chairman thanked all members who attended the meeting and members thanked Councillor T. Bond and the Chairman for putting the Council s position forward to the meeting. 4.4 Tennis Court Resurfacing 4.5 Van Members discussed various surfaces and fence types for the tennis courts, and the Clerk advised that a synthetic surface option will be obtained for consideration as well as the tarmac overlay. Members questioned the reason for the tennis courts at Pontymister not being used as frequently as last season and suggested there may be a problem with the surfacing. Councillor Mrs V. Dudley requested that the goal posts are no longer stored against the fence. The Clerk advised that one sealed bid was received for the purchase of the Council s van, which was opened in front of members. Following discussion regarding the mileage and condition of the van and a vote, the bid for was accepted by the majority. 4.6 Allotments Members discussed:- The Councils allotments and the recommendations made at previous Environment (approved by full Council) The management of allotments in other areas. The Council s tenancy agreement and annual renewal form, which clearly states what is expected from tenants. Long term tenants continually ignoring requests to comply with the tenancy agreement. Plots that are clearly non-compliant and working with those who are partially non-compliant to bring the plots up to the expected standard. The implications of not renewing tenancies. Working with plot holders. The procedure for making new allotments, and the location and number proposed. Using public open space for allotments. Following a vote, the majority agreed:- To extend the allotments (if acceptable to the Fields in Trust) as outlined by Councillor Y. Forsey. That the Clerk will complete the necessary forms in due course. 5. POLICE MATTERS PCSO Chris Evans submitted a police report prior to the meeting (see Clerks Report). 3

4 6. CLERKS REPORT Christmas Fayre Following discussion regarding the organisation of this year s Christmas Fayre, it was agreed that:- Teri Bagnall of Terri B Crafts is encouraged to complete a section 137 form to cover the cost of hall hire (approximately 155). Discussions regarding the 2016 fayre will be discussed early in the New Year. 7. CORRESPONDENCE Correspondence not in the Clerks Report Mazars (External Auditor) Annual Return Members were pleased to receive a satisfactory report from Mazars for the 2014/15 audit. Welsh Government Advising that a new external auditor has been appointed for 2015/16 Robertsons Solicitors Advising that the Land Registry has now completed the registration of the transfer dated 7/7/2015 in favour of Rogerstone Community Council. The Clerk advised that Western Power will now be able to release the easement fee for the cable laid as discussed previously. RWCC The Clerk advised that Rogerstone A. F. C. have asked if they may use the cricket pavilion to run a bar after matches (strictly within the pavilion curtilage), no later than 7.30pm or the close of the grounds, whichever is earliest. It was agreed to permit this on a trial basis for 6 months and review, and then review annually. A change in the cricket club s lease may be required. The Local History Society The Clerk advised that the Local History Society has dissolved the organisation and that funds have been distributed to local non-profit making groups. A request for the Community Council to accept the physical assets, such as projector and laptop etc. (to be stored in Derek Pickens home), was approved. 8. ACCOUNTS Members approved the accounts on the Clerks Report 9. PLANNING APPLICATIONS The Chairman of the Interim Planning Committee has been forwarded the plans, and as previously agreed, only contentious issues will be discussed at Council meetings. Details of planning schedules and plans are available to everyone via the Newport City Council website. Those on the Interim Planning Committee are ed the links from Newport City Council; any other member wishing to be copied in on these s should contact Tracey. 4

5 10. OTHER MATTERS 10.1 Active Travel Plan Discussed earlier 10.2 Remembrance Sunday Discussed earlier Councils Logo/Branding Following discussion it was agreed to keep the existing logo and ask a company to make it of higher resolution Citizens Panel Chartist Memorial Proposals The memorial proposals were discussed earlier. The Clerk advised that the following projects were recommended by the Citizens Panel for approval:- Barbecues Welfare Grounds 2 dual aspect barbecue masonry constructions and subject to usage, seating, tables and bins can be added at a later date. Changing Room Refurbishment The changing room refurbishment project was discussed by the Panel and the revised (lower cost) specification was recommended for approval. The Panel also suggested that the Community Council should consider increasing charges for the improved facilities. Community Orchard The Panel discussed the community orchard proposal, possibly at the site of the waterlogged ground adjacent to Bethesda Allotments (taking up approximately 3-4 allotments). Clarification was requested on: - The size of the orchard. - Preferred location. - What trees to plant. Members approved the above recommendations. Other projects received and considered by the Panel:- Conservatory Café The Panel declined the conservatory café extension to Tydu Community Hall as it was felt it was a commercial undertaking; a café (community) already exists at 14 Locks and there was some reservation on committing more funding at the Welfare Grounds. Christmas Tree The request for funding of a Christmas tree and lights at the Rivermead Centre was deferred by the Panel pending further information: - Has approval been sought from Newport City Council for use of property, services and possibly storage? 5

6 - Could a tree be planted adjacent to the Centre, which could be decorated year after year rather than erect a new tree each year? Members of the Community Council asked if the Panel could look at the café project again. Citizens Panel Vacancy One candidate has been interviewed for the position on the Citizens Panel, the other was unable to attend. A late application has been received, and the Citizens Panel has asked if the new vicar will apply. Therefore it was agreed that the 3 other candidates are interviewed by the Chairman of the Citizens Panel and the Chairman of the Community Council when it can be arranged. 11. MATTERS CONSIDERED URGENT BY THE CHAIRPERSON Carol Service This year s carol service is Thursday 10 th December at 7.00pm. Junction 28 Improvements. Members discussed the information received. Newport in Bloom It was agreed that a letter should be sent thanking the organisers of Newport in Bloom. Winter Bedding Members approved the purchase of winter bedding plants (in line with budget). Pitch Opening Members discussed a celebrity opening the pitch, and other possibilities. It was agreed to discuss this in June. 12. DATE OF THE NEXT MEETINGS OF THE COUNCIL The next meeting will be:- Full Council Meeting 4 th November 2015 at 6.45pm 6