At the start of the June meeting of Manorbier Community Council, the chairman, Clr. Ray Hughes, welcomed Clr. Hine back to MCC following his co-option as councillor.

Clr. Hughes then informed members that a letter of resignation had been received from Clr. Chris Haynes, vice-chair of the council

Clr. Terry Williams proposed that a letter of thanks be sent to Chris Haynes for all his work on behalf of MCC and the local community. All were in favour.

The clerk was then asked to initiate the casual vacancy process for this councillor position in the Jameston and Lydstep ward.

Matters arising from the Minutes

The clerk had asked the South Ridgeway Community Association (SRCA) to provide details of lost revenue following the recent closure of Skrinkle Community Centre due to weather damage. Once received, the clerk would pass details to the YHA, along with MCC's own costs incurred during the closure.

Pembrokeshire County Council (PCC) had confirmed that they had passed details of those street lights staying on in Skrinkle to their maintenance team, for action. Councillors understood that the problem had now been rectified.

Pembrokeshire Coast National Park Authority (PCNPA) had responded to MCC about issues raised during last month's public participation session about PCNPA contact details for the ranger and illegal camping on Skrinkle headland.

Haydn Garlick, ranger, was content for his contact telephone number to be given out at full council. His home telephone number is 01646 661205.

Tim Jones, PCNPA warden manager, south, had now confirmed that a 'No camping' emblem was sited at the cattle grid and a bye law legend was sited at the entrance to the Youth Hostel. Mr Jones had confirmed that PCNPA would not be erecting any more signs and that the PCNPA did not have any enforcement powers other than an injunction process. He confirmed that PCNPA did use that power if illegal camping was prolonged. Bank holiday camping was dealt with directly by the ranger.

In addition, PCC was processing a block Car Parking Order for problem sites, including for a large part of Skrinkle headland and that once this had been ratified, PCNPA would have the option of issuing fixed penalty fines.

Mr. Jones offered to attend a future MCC meeting, nearer to the time of ratification.

Clr. Parker asked if car parking charges were going to be introduced as part of this process. The clerk confirmed that MCC had not received anything from PCNPA on this point.

Correspondence

Freedom of Information request: A Freedom of Information and Data Protection Act request wa received by email from Howard Lloyd, chair, SRCA.

Clr. Hughes read out the request which asked for copies of MCC's audited accounts for 2010-11 and 2011-12; contact details of MCC's internal and external auditors; auditor's reports for those years and copies of spreadsheets used by Clr Hughes at full council meetings when the precept was discussed and set for the years 2010-11, 2011-12 and 2012-13.

SRCA noted that their trustees as a whole wished to examine this information, especially the chair and treasurer/accountant whom, SRCA wished to point out to MCC, was highly experienced and more than qualified to do so.

SRCA also set out in their email that these requests were made under Sections 29, 30 and 31 of the Public Audit (Wales) Act 2004. SRCA also said that their requests would apply to MCC's audited accounts for 2012-13 once these had been completed.

SRCA also wished to see the required public notices in relation to MCC's accounts, which they hoped would be more than adequately advertised in prominent places throughout the electoral area, especially in Skrinkle, in order that interested registered electors were aware and could examine them.

Clr. Long asked if SRCA would be invoiced for the cost of this information.

Clr. Hughes noted that the clerk would need to devote some substantial time in collating this information and would need to respond within 20 working days.

Clr. Peter Kidney agreed and proposed that the clerk be paid for any additional work, over and above his contracted hours.

Clr. Terry Williams agreed, providing that specific costs were minuted. Clr. Parker seconded this proposal, providing that payments could be made in this way by council. All were in favour.

The clerk was asked to check with the monitoring officer if costs of clerk's time could be added to any invoice sent to SRCA in meeting their request.

In respect of SRCAs comments about the displaying of public notices around the MCC area, Clr. Hughes confirmed that the clerk always ensured that these, as well as other notices such as agendas and casual vacancies, were displayed in the four public noticeboards in the area and within timescale.

Clr. Hughes wished to state that the clerk had his full support on this matter.

It was noted that there was no public noticeboard in Skrinkle at present. This was subject to other MCC ongoing work.

Clr. Long wished to propose a vote of confidence in the work of MCC's clerk in this area. All were in favour.

Monitoring officer: An email was received from the monitoring officer, PCC, saying that a recent vote by MCC in respect of a planning application had been brought to his attention. Approved minutes had stated that as the vote had not reached quorum, MCC could not reach a decision. Eight members had been present at that meeting and so a quorum had been present, even though three had voted to object and five had abstained.

Members were reminded about the correct procedure.

Clr. Parker said that it may be best to defer decisions on applications where further information might be requested, including site visits, in order for informed decisions to be made.

The monitoring officer had also referred to a charitable donation decision taken under 'correspondence' and not included on the agenda. Councillors were reminded to make decisions on items included on the published agenda.

Overnight parking: A letter was received from Mr. Chas Cochrane about overnight car parking on Skrinkle headland and possible future car parking charges. Mr. Cochrane had written to PCNPA about this problem and in response had been told about the pending car parking order being prepared by PCC which should enable PCNPA to have the option of issuing a fixed penalty fine in the future. PCNPA had stated that they had raised this matter at MCC's meeting in April 2013.

Mr. Cochrane had now asked MCC if it felt it would be wrong to introduce car parking charges on Skrinkle headland and, if so, to write to PCC and PCNPA objecting to this approach.

Councillors did not recall this issue being discussed at the MCC meeting on April 8 when PCNPA were present.

It was agreed that this matter and the questions raised by Mr Cochrane be discussed at the July meeting of MCC.

PLANNING

Clr. Hughes noted that no planning applications had been received this month.

Four planning notices were noted by councillors.

OTHER MATTERS

Trust Deed: A request was received from the South Ridgeway Community Association (SRCA) for legal clarification of wording in the Trust Deed between MCC and SRCA, in respect of the sports fields in Manorbier.

At this point, Clr. Peter Kidney and Clr. Terry Williams declared a personal interest in this item.

Clr. Hughes read out the email request which included a request for a copy of the Trust Deed and a request for legal clarification on the wording, phraseology and actual content, together with its intention, that the actual monies paid by MCC is, in fact, a retrospective payment based on an increase of the previous May's RPI for SRCA's previous year's management and maintenance of the sports fields.

Further clarification of other wording in the Trust Deed was also requested.

The clerk confirmed that he had sent a copy of the Trust Deed to SRCA.

Clr. Hughes read out the salient parts of the Trust Deed to councillors.

Councillors considered that it was for SRCA to take legal advice on the clarification of the wording in the Trust Deed and to then get back to MCC on any queries they may subsequently have.

Full council considered that, in its opinion, final payment had now been made (in 2013).

It was agreed that the clerk respond to SRCA accordingly, while Clr. Hughes confirmed that MCC would look at grass cutting policy as an agenda item at a future meeting.

Skrinkle notice board: The clerk reported that PCNPA had now responded to its pre-application for the erection of a new notice board alongside the bus stop in Skrinkle. PCNPA had confirmed that a full planning application would be required for this proposal. After careful consideration, including of any potential associated agent costs and planning application fees, councillors suggested that the existing notice board in Skrinkle be refurbished and that this pre-application for a new notice board be withdrawn. Clr. Hine proposed this approach and all were in favour.

Update on MCC's 'match-funding' request to PCC for Jameston Play Area. The clerk reported that PCC were still awaiting feedback on MCC's Expression of Interest for match funding and would get back to them when this had been received.

COUNTY COUNCILLOR'S REPORT

County Councillor Phillip Kidney reported on the following issues:

Tenby MIU: Still awaiting a decision from Health Minister Mark Drayford. Hywel Dda Health Board were looking at developing a community health hub in Tenby.

Dog fouling: Recent meeting with PCSO in Jameston Village Hall included further complaints about dog fouling. PCC's new reporting systems would be ready in about four weeks. Local schools were to produce posters for an awareness campaign.

Additional bus shelter in Jameston: PCC's highways department were looking into the matter. There was some dispute on ownership of land where the proposed shelter was to be sited.

Approval was being sought to cut back vegetation alongside the pavement near to Manorbier School

County Clr. Kidney was again thanked for his helpful update.