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Notes on the Community Council Meeting for 2nd November 2004 The meeting started with Councillors Neads and Griffiths querying the recorded minute that outlined that councillors were to compile a suggested format to record the time spent on council work by the clerk and bring it to the next meeting for discussion. Councillor Calver did not agree with the recollection of Councillors Griffiths and Neads that this minute was incorrect. The reason for requesting this information of the councillors was due to the constant queries of some councillors regarding the clerk's time. He recalled that at the previous meeting the clerk had asked for a format to schedule her duties and time. The clerk had stated that she was quite prepared to follow this format however, it was for councillors to provide her with the format. Councillor Calver suggested that if councillors were unhappy with the existing arrangements they should provide the clerk with guidance. Councillor Neads agreed that he would carry out this task for the council by the next meeting. Councillor Neads questions the time spent by the clerk attending on member of the community inspecting council minutes The clerk had claimed 2.5 hours in attendance with a member of the parish who wished to check past minutes of the council. Councillor Neads stated that if the person wished to see the council minutes they were on deposit and available for inspection at the local post office once a year. Councillor Calver pointed out that any member of the parish had the right to view parish minutes through arranging an appointment with the clerk. Councillor Cooper informed the meeting that only councillors have the right to view minutes. Councillor Calver asked why he thought only councillors could view the minutes. Councillor Cooper stated that the last Chairman had informed him of this fact before the recent election when he had requested to view the minutes. Councillor Calver felt that this matter should be investigated as the past chairman had denied a member of the public his rights. Community Council Chairman Wales felt that there was no reason to investigate Councillor Cooper's claim and maintained this view despite Councillor Calver's assertion that the past chairman had given Mr Cooper, who was at the material time a member of the public, misleading information. Manorbier Village Christmas Tree. The clerk had received two quotations for a Christmas tree for the village. At the previous meeting Councillor Neads felt that the council should obtain a competitive quote from the National Trust who also supplied Christmas trees. The quote from Hean Castle was £114 whilst the cost of a tree supplied by the National Trust was £600 plus collection from Brecon Minutes regarding Jameston Play area. Councillor Neads was concerned that the paragraphs regarding this item were in the wrong order. The first paragraph contained information that Councillor Calver had supplied to the community council regarding the petition from the children of Jameston requesting football posts and that he was prepared to provide the posts by one means or another. The second paragraph contained Councillor Davies' proposal that was seconded by Councillor Neads that the council agrees that the posts be erected. The third paragraph contained the statement that as long as Councillor Calver approaches Pembrokeshire County Council regarding their permission they would not have an objection. Councillor Calver wished the minute to be corrected to include his statement at the meeting that he was prepared to pay for the goalposts himself and install them but he was hoping that an outside organisation would provide some of the funding for the project. Matter arising regarding Jameston Play area Councillor Calver informed the meeting that he had erected the posts in the play area. This caused consternation with Councillors Neads, Thompson and Griffiths who protested that Councillor Calver should not have erected the posts, as the Community Council had not given their permission. Councillor Calver pointed out that the previous twenty minutes had been spent trying to rearrange the order of the paragraphs when agreeing minutes from the previous meeting on this issue. It had been stated within those paragraphs that as long as he had the agreement of the County Council he could erect the goalposts At which stage Councillor Neads agreed saying it was too late now trying to alter the minutes as he could now see they had agreed what Councillor Calver said was in the minutes. Councillor Thompson became agitated stating that she required that information personally from County Hall. Councillor Neads was concerned that the Community Council insurance policy for the play area should be checked to see if it covered the new posts that Councillor Calver had erected. Councillor Calver pointed out to Councillor Neads that the community council does not insure the play area, Pembrokeshire County Council insures the play area, and the only reason he needed to contact the community council was because they owned the play area. County Councillor Calver felt that both Councillors Thompson and Griffiths were making too much of the issue, that he could not comprehend why this was necessary and the council should move on. Council decides not to deal with matters arising out of meetings held on 10th August 2004. 24th August 2004 and 7th September 2004 Councillor Calver felt that the reason the council had fallen into its current state was because of its failure to keep its house in order. He felt that it was impossible for the clerk to deal with matters correctly if as a council the members do not ensure the correct procedures are not carried out. No correspondence was dealt with at this meeting. Confidential Item. At this stage Councillor Wales unilaterally decided that he wished the confidential item to be discussed. Councillor Calver asked that the first part of the meeting, which was discussed at the previous council meeting in open session, should be recorded as such and discussed in open session. He felt that the decision by Councillor Wales to try and hide this element was disgraceful and it should be discussed in open session, which would therefore enable it to be recorded in the minutes. (See item from previous meeting). Councillor Wales was not prepared for it to be recorded in this manner. At this stage members of the public were asked to leave this section of the meeting and therefore the recorded minutes would not be a true record of the previous meeting. Letter from Mr Morgan, Chairman of the Manorbier & District Community Association. Councillor Calver queried the eligibility of members of the association to speak on this matter as he felt they had a conflict of interest as a result they should not take part in the discussion and should leave the meeting. Councillors Neads, Griffiths, Thompson and Wales all declared an interest in the association as members or trustees but as in previous meetings said that they were not prepared to leave the meeting as the wished to take part in discussions about their chairman's letter. Councillor Calver reiterated that the information given to him by Mr Hugh James, the monitoring officer from Pembrokeshire County Council, was that they should declare an interest and not take part in any discussions in relation to that body. Councillor Neads informed Councillor Calver that he had been given contrary advice on the subject but when questioned by Councillor Calver declined to disclose the source of his advice. Eventually he revealed that the advice had only been provided to him verbally and that he would not disclose the source of his advice. Councillor Wales stated that although he was a member of the association he would continue to take part and if anyone wished to report him for breaching the code of conduct they should do so. After the clerk had read out the letter it was proposed by Councillor Thompson and seconded by Councillor Neads that there should be a special meeting to discuss the letter. Councillor Calver pointed out to the two of them that not only were they now discussing the letter but also proposing and seconding further actions on the letter. At this stage Mr Neads asked Councillor Coleman if he would second it on his behalf. The meeting was arranged for the 11th November at 8pm in the Skrinkle Centre. Proposed Night firing at Manorbier Army Range 2005 This item to be discussed at the meeting on 11th November 2005 at the Skrinkle Centre at 8pm.