Community Council minutes 7 December 2023

COLVEND AND SOUTHWICK COMMUNITY COUNCIL MEETING

Thursday 7 December 2023 at 7.00 pm in Colvend Public Hall

 

PRESENTChair – Roddy Morriss (RM), Secretary – Gordon Webster (GW), Treasurer – John Rowland (JR); Elected CCs: John Coates (JC), Kenneth Coltart (KC), Kristine Filer (KF), Matthew Pumphrey (MP), Local Cllr - David Stitt (DS); Minute Secretary – Gwen Coates (GC)

MEMBERS OF THE PUBLICLinda Birdsall (LB), Kay Harriman (KH), Carole Naylor (CN), Tom Nichol (TN), Mike Riding (MR), Clive Sinclair (CS), Julian Stanning (JS)

APOLOGIESVice Chair – Simon Pain (SWP); Elected CC: Tracy Roan (TR); Local Cllr - Ian Blake (IB), Save Sandyhills Group (SSG)

APPROVAL OF THE MINUTES OF THE PREVIOUS MEETINGS

Adoption of the Minutes from 2 November 2023

The minutes, which were proposed by RM and seconded by JR, were accepted by members with no amendments or objections. 

 

MATTERS ARISING FROM THE MINUTES

  1. Replacement CSCC website manager – update. JR told members that Stephen Kilpatrick has completed the setup of the new site. He suggested that members now need to decide how Stephen will be informed of updates needed and who might be the person(s) to keep him informed about relevant updates. It was agreed that this should be decided in time for the next meeting. To consider at the next meeting. (RM/JR) 
  2. Openreach Community Partnership Full Fibre for Rockliffe residents – update. Stephen Chambers from Openreach said that he is willing to give a presentation to local residents on this issue in the new year if sufficient people are interested. GW sent out information on this to local WhatsApp groups. Only one person responded, suggesting insufficient interest. Members decided that this issue should be kept on the agenda to accommodate new developments taking place in the new year. To consider at the next meeting. (GW)
  3. PSTN 2025 switch off – update. As above (see point 2). To consider at the next meeting. (GW)
  4. Rural Post Office service update. The service is working again. However, GW is trying to get the contact details of the Area Manager because local residents are not informed when the service is not running. To consider at the next meeting. (GW)

 

POLICE REPORT

The police report was sent to members prior to the meeting. There was nothing to report. 

 

TREASURER'S REPORT

The treasurer’s report was forwarded to members prior to the meeting. The bank balance was £20,365.01. JR sought approval for three payments that would be made in December 2023 or January 2024, i.e., before the next CSCC meeting (in February 2024). These included secretarial expenses, zoom meeting fees and outstanding war memorial fees. These were approved by members.

 

Trx Date

Transaction Description

Debit

Credit

Balance

31/10/2023

D & G PAYMENTS DG COUNCIL

 

490.60

19,859.60

02/11/2023

SIMON W PAIN CYCLE REPAIR KIT REPLENISH

  7.00

 

19,852.60

02/11/2023

S D KING CSCC WEB SOLUTIONS 

43.06

 

19,809.54

29/11/2023

COLVEND SOUTHWICK COLVEND CHURCH

 

645.47

20,455.01

30/11/2023

SIGNRIGHT GRAPHIX

90.00

 

20,365.01

Payments for approval - expected to be paid before February meeting

Secretarial Expenses £175

Project expenditure if approved in the meeting (Zoom fees ~£30, plastic beading £20)

War memorial £1,290.93 (£440 awaited, £645.47 from the kirk; net £205.46)

 

COMMUNITY RESILIENCE PLAN (CRP)

Discussion took place about the CRP in relation to new Dumfries and Galloway Council (DGC) guidelines. JSexplained the purpose of the resilience plan for those members of the public present but not familiar with it. He then went on to explain important changes resulting from the new guidelines, including the following:

  1. Activation of the Resilience group can now be instigated by the CSCC not just DGC. Insurance for resilience activities is covered by the CSCC insurance and hence there needs to be an agreed process whereby the CSCC authorises any activity done by volunteers. 
  2. Risk assessment needs to be completed for all activities that are authorised by CSCC. Members suggested that, given SWP’s expertise in this area, he would be the most appropriate person to take on this responsibility.

There needs to be a formal review of what changes we need to make to our current plan to ensure we operate within the guidelines now provided by the DGC. As neither the current co-ordinator or deputy are members of the CSCC, it was suggested that a meeting should be convened by and include members of the CSCC in addition to other current members of the Resilience Team. JS would forward suggestions to GW who would convene the meeting.

JS also explained that up to £15,000 grant funding is to be available to purchase items to support the CRP. This might include items such as a large generator for the village hall, smaller portable generators, ‘hi viz’ jackets, grit. It would be likely that such items would need to be stored in the village hall. There would need to be discussion about what could be purchased and how and where it would be stored. There was also discussion about whether Kippford should have similar facilities and whether separate grant funding for Kippford should be applied for.  JS suggested that, in order to meet the deadline for applying for grant funding, these issues need to be discussed and decided before the next CSCC meeting (in February 2024). He agreed to take these points forward. (JS)   

 

PROJECTS

Prior to the meeting, SWP submitted a report online detailing progress on a number of the projects and the community involvement initiatives mentioned below. This document is available on the CSCC website. The following is a summary of additional issues discussed at the meeting. 

  1. Barnbarroch Core Path 20 sign refurbishment. It was agreed that SWP should seek funds of £100 to cover the cost of this project. (SWP) This project is on-going
  2. Kippford Nature Reserve Memorial Shelter – outcome of £15,000 grant application due January 2024. (SWP) This project is on-going.
  3. War Memorial renovation update. Work has been completed and invoice received. (RM/SWP) This project is closed.
  4. Rockcliffe Bus Shelter - ongoing. JC said the date has slipped and construction of the shelter has not yet begun. He assured members that the project will go ahead but he is not sure when. (JC/SWP) This project is on-going.
  5. Portling Defibrillator. No additional issues discussed. (SWP) This project is on-going.
  6. Information Centre. It was agreed that SWP should purchase the required plastic beading for the displays at a cost of £20. (SWP) This project is on-going.

 

COMMUNITY INVOLVEMENT

1.Colvend Indoor Sports Club - Members of the club and anyone in the community with an interest in the future of the Indoor Sports Club were invited to attend tonight’s meeting to discuss the viability of the club. Unfortunately, the invitation was not accepted and the discussion was left to the members of the CC. It was agreed that, as long as there were a sufficient number of people attending the club and that these people are willing to manage the club themselves, then it should continue. The CC have now relinquished any further involvement in the club.  (GW) This is now closed. 

 

PLANNING APPLICATIONS

  1. 22/0197/SCO Scoping Opinion – paused awaiting applicant response.
  2. 23/1426/FUL Sandyhills proposed car park development – rolling agenda item.
  3. 23/1711/CLE Certificate of Lawfulness. 
  4. 23/2027/SCR Screening Request related to 23/1426/FUL.  Members of the Save Sandyhills Group (SSG) were unable to attend tonight’s meeting but had sent information on recent developments to GW prior to the meeting. The developer involved in the Sandyhills planning application has submitted a variation to the 23/1426/FUL planning application requiring further newspaper advertising and consultation with statutory consultees. The variation has some minor changes to the proposed development following well over 400 hundred objections. GW agreed to draft a note in relation to this and send it around for agreement by members. He will then collate responses and submit a final response to the planning department by the due date, which is likely to be 27 December 2023. RM reminded those present of the SSG’s fundraising efforts (detailed on their website) to cover the payment of fees for the legal advice they are receiving.
  5. .23/2199/FUL Kippford Treatment Works – installation of control kiosk and landscaping.
  6. 23/2534/FUL Kippford Treatment Works – multiple new installations and landscaping.  Residents from Kippford (KH, CN, MR) explained that the new water treatment works were needed to overcome sewage leaks and subsequent sea water pollution that have been occurring in the area. The residents present at the meeting had concerns about the site chosen by Scottish Water and suggested that there had been little consultation about the selected site. MR asked if it might be appropriate for CSCC to object to the planning application. CSCC doesn’t usually get involved in planning applications but GW said it might be possible to call a community consultation meeting to ascertain whether there is an overwhelming concern from local people, in which case CSCC might then be able to support their concerns (rather like the community consultation arranged in relation to the Sandyhills development). MR agreed to discuss this suggestion with the Kippford Association, of which he is a member. He also agreed to email GW with the main issues/concerns that have been identified by Kippford residents in relation to this development.   
  7. Local Place Plan update. Details are provided in the project report available on the CSCC website. Members gave approval for the Zoom costs to be covered. (SWP)

 

AOCB

  1. JC noted that a local resident has expressed an interest in joining CSCC and he will invite her to attend the next meeting (1 February 2024). 
  2. JC asked if members would like him to organise a Christmas dinner, as he did last year. Members agreed and asked him to contact them with the details.
  3. DS noted that 12 new Community Police Officers were to be employed in the Dumfries & Galloway area.
  4. There was some discussion among members of the fact that road signs need to be cleaned and some tree branches removed so that signs can be seen. No further action decided.
  5. Given the recent snowy weather, RM asked about access to grit bins in the local area. JS asked if it would be possible to review where current grit bins are and where they are actually needed. DS said that he would explore this with DGC and report back.

 

OUR NEXT MEETING IS ON THURSDAY 1 FEBRUARY 2024 at 7:00PM IN COLVEND PUBLIC HALL

We encourage people who live in the area to attend these interesting meetings!  Find out what is going on in your community.  www.colvendcommunity.co.uk

We also have a Facebook page & WhatsApp groups!

If further copies of these minutes are required please email secretary@colvendcommunity.co.uk