Draft Minutes

Draft Minutes of the Meeting of the Group Parish Council that was held on Tuesday 9th January 2018 at 6.30pm at The Pavilion

 

Present: Cllr P. Jinman (EH), Chairman, Cllr C Pogson (L), Cllr L Overstall (D),  Cllr S Eynon (EH), Cllr M Wrigglesworth (EH), Cllr M Watkins (R), Cllr S Probert (EH)

In attendance:  a member of the public and Claire Griffiths (Clerk)

1 To accept Apologies for Absence
Cllr S Clayton (R),  Cllr R Evans (D), Cllr C Stainton (EH)

 

2 Guest Speaker – Paul Crumpton re Crime Prevention Advice
 

 

 

 

 

 

 

 

 

 

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4

 

 

 

 

5

Please find attached a document relating to a scheme we call ‘We Don’t Buy Crime ‘ which is all about protecting people from theft. (Appendix A)

Mr Crumpton spoke briefly about the value of Watch schemes and with the explosion of social media how much more dynamic, less bureaucratic and effective they can be.

Mr Crumpton spoke very briefly about Cyber Security and some things we can all do to better protect ourselves from the online crook.

Mr Crumpton would welcome the opportunity to deliver a presentation (90 minutes) to cover a range of subjects including the above, on crime reduction and what we can all do to help protect ourselves from harm.

 

To receive Declarations of Interest & Dispensation Applications

Cllr P Jinman declared non-pecuniary interest in 14.1

Cllr M Watkins declared non-pecuniary interest in 14.2

 

To consider Minutes of the Previous Meeting – Tuesday 12th December 2017

The Minutes of the Meeting held on 10th October 2017, copies of which had been previously circulated to Members, were confirmed as a true record with a change required Appendix i row 9, should have been £6713 AP18-01 Clerk to contact Herefordshire Council to amend.

Open Forum
5.1  There was no report from the Local Policing Team
5.2  Cllr Jinman has approached Kentchurch Parish Council and has written to MP Jesse Norman.  There would need to be a key reason to re-open Pontrilas Railway station.

Cllr Jinman has written twice in the last month to Balfour Beaty.  He was assured that the collapsed culvert by Collins Design and Build would be completed in the next 12 months.

5.3  Report received and circulated.  Ewyas Harold GPC wishes the PPO a speedy recovery from his operation.
5.4  views and comments from local residents:

An event is being proposed to be held on Kentchurch Estate “The Rave”.  Local Parish Councils are being asked to convey the news that should anyone be interested in opposing the proposal could they contact Mark Willimont, Regulator Authority, Hereford Council, Plough Lane, Hereford.

Concern was again raised over the serious deterioration of Mill Lane in Dulas. Dulas Road is about to be closed for a couple of days for roadworks to be carried out, and that it is felt that it is inevitable that traffic will try to use Mill Road instead. It is felt that Mill Road is in such a poor state that accidents are inevitable. If funding could not be found for repairs it was asked if residents would like the road “deregistered” and for them to fund its maintenance. This was rejected.

6 To receive Clerk Update and to note Correspondence List
Action Points carried over from Dec 17 included.

AP1 To request info on £6m rebate Hereford Council received and planned usage PJ
AP7 contact Peter Overstall re Footpaths Map

Emailed 22/11/17, Peter has provided contact details for Andrew Patterson who has been emailed, Andrew has emailed back a pdf of the map that we want and recommended that it is professionally printed, also recommended PIP Printing, they have been emailed asking for a quote A0 size.  NB Size to be printed 82cm x 117cm.  Clerk to order.

Clerk
AP8 find out who landowner for footpath EH5 PJ
AP10 Glebe field style follow up with BB PJ
AP12 write to local businesses asking them to speak to their deliveries re speed

list of all businesses in the area has been compiled

Clerk & PJ
AP13 contact BB to investigate road surface Pontrilas Road Paul reply email attached    Emailed 22/11/17

to follow up

Clerk
AP14 Chase BB re collapsed drain, Paul reply email attached   Emailed 22/11/17 Clerk
AP16 pursue and report on noise from sawmills PJ
AP17 Dog signs to be sent to Chris LO
AP31 write a piece on the history of the playground for newsletter LO
AP32 write a piece on The Common for newsletter PJ
AP36 VAT return

Filed 29/11/017

Clerk
AP37 Collate comments on Herefordshire Council’s Constitution PJ
AP38 Clerk to send list of works to lengthsman and request quotes – footpaths Clerk
AP39 Clerk to ask PFO which are the three most important problems that need fixing Clerk
AP40 Clerk to ask lengthsman to top up the bins from supply at the Recreation Ground. Clerk
AP41 Clerk to contact CT Groundcare and check they are happy to proceed in 2018 Clerk
AP42 Coucillor Pogson to draft Data Policy CP
AP43 Councillor Pogson to draft Risk Management Policy CP
AP44 Clerk to update website – work in progress Clerk
AP45 Clerk to request worksheets and intention of work for next quarter from Lengthsman Clerk
AP46 Councillor Pogson to circulate documents he had. CP
AP47 Councillor Jinman to request further details for “On the Verge” PJ
AP48 Clerk to double check that Council is getting the full services from HALC Clerk
AP49 Councillor Wrigglesworth to buy and install replacement light. MWr
AP50 Bank statements to be signed off against reconciliation. Clerk
AP51 FGP to investigate bank accounts PJ, CP, MW, Clerk
AP52 Clerk to Notify Hereford Planning Department on views of Planning application 173988 Clerk
AP53 Clerk to notify insurers re Rowlestone Telephone box Clerk
AP54 Clerk to send contract re Rowlestone Telephone box Clerk
AP55 items to be written: Telephone Box, Welcome new Councillor, Implementation plan for NDP, Investigating a 5 year strategy, Precept Explanation Unallocated
AP56 Councillor Jinman to follow up with Balfour Beaty regarding Drain near Collins Design and Build PJ
AP57 Councillor Jinman to follow up Pontrilas Railway Station and have talks with Pontrilas Timber to see if this would be of use to them. PJ
AP58 Councillor Jinman to write a letter in support of Abbeydore Visitors Centre, PJ
AP59 The lights inside of the Island on A465 are not working.  Clerk to report to Balfour Beaty. Clerk

Clerk requested that she may buy a mouse for the laptop.  Unanimously agreed. AP18-02

Fire Extinguishers’ checking is due Unanimously agreed for Clerk to arrange. AP18-03

VAT return for Q1 has been submitted and we are expecting a rebate of £891.45  VAT return for Q2 has been submitted and we are expecting a rebate of £202  Clerk is waiting for bank statement before Q3 can be completed.  AP18-04. Parish Precept with explanation to be displayed on Kemble Centre noticeboard AP18-20

 

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8

To receive Recreation Ground Working Group update

No meeting due to time of year.  Monthly check sheet was received. It was noted that the cheque for the replacement jeep seat had not be presented.  AP18-05 Clerk to contact and see if it had been received.

 

NDP

The referendum is likely to occur in March. Everyone will receive a polling card.  To be advertised in News letter, posters and South Wye Community Times and social media. AP18-06 Cllr Overstall to advertise.  AP18-07 Cllr Pogson to print and laminate posters.

 

9 Footpaths

Council discussed the reports and quotations for work provided.  It was unanimously agreed that Lengthsman Terry Griffiths would be requested to do the work on footpaths EH5, EH37 and EH8 as quoted for and requested that Mr Griffiths spoke to the landowners of the steps to the castle. AP18-08 Clerk to notify Mr Griffiths  It was requested that Mr G Robinson Parish Footpaths Officer prioritise the compiled list. AP18-09 Clerk to contact and arrange.

 

10 Lengthsman Scheme (incorporating the P3 scheme)

11.1 Receive worksheets, invoices and agree work required.  Cllr Wrigglesworth has cleared the culvert. Main road bollard is broken and needs to be repaired.  AP18-10 Clerk to chase. Items previously sent to Cllr Wrigglesworth to be sent to Lengthsman. AP18-11 Clerk to send.

 

 

 

 

 

 

 

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11.2 Advertisement for legthsman scheme.  Advert was distributed and agreed to be advertised in Hereford Times, parish section, website, social media.  AP18-12 Cllr Pogson to see if there is a specific website for advertising lengthsmen. AP18-13 Clerk to notify Paul Norris.  AP18-14 Clerk to circulate Advert on email to be finally agreed. AP18-15 Cllr Pogson to investigate Lengthsman contract specification. AP18-16 Clerk to write to Mr Griffiths and notify him that EHGPC are inviting tenders. AP18-17 Clerk to advertise invitations of tender.

 

Finance

11.1  Resolved: Finance Report was considered and approved.  Cllr Watkins stepped down from the FGP working group and suggested Cllr Stainton might like to opt in. Cllr Watkins was thanked for all his help with the FGP.

11.2  Resolved: Payments for approval – as per schedule below were all unanimously agreed with the addition of Cllr Wrigglesworth’s payment for procuring and installing the light on the Recreation Field path as per December 2017 minutes.

 

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Data Policy Resolved and unanimously agreed and adopted. Many thanks to Cllr Pogson.

 

 

Risk Management Policy Resolved and unanimously agreed and adopted.  Many thanks to Cllr Pogson.

14

 

Planning Applications

14.1  P174738/PA6: Ewyas Harold GPC support the application but have raised concerns over traffic management and noise.  It is felt if these issues were addressed the site would be beneficial to the community. AP18-18 Clerk to notify

14.2  174609: Ewyas Harold GPC support this application. AP18-19 Clerk to notify

 

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Items for Newsletter

As previously discussed. It was noted that font size on the next newsletter will need to be increased.

 

Matters for Next Agenda (no discussion)

Kemble Centre monthly checks

Parish Plan

 

Miss C Griffiths Clerk’s salary for December 2017 – as per regular payment schedule and contract of employment Total (inc. VAT)

PAYE £0

NI EE £0

NI ER £0

Total (exc. VAT)

PAYE £0

NI EE £0

NI ER £0

Budget

18

18

Miss C Griffiths Travel

Postage

Home as Office

 

£22.95

£2.01

£18

 

£22.95

£2.01

£18

Nick Cooper Tompkins CT Groundcare £140 £140
British Telecommunications PLC Rowelstone Phone Box £1 £1
Terry Griffiths Lengthsman and P3 £458.40 £382
Action Points including carried over from previous meetings.

 

AP1 To request info on £6m rebate Hereford Council received and planned usage PJ
AP7 contact Peter Overstall re Footpaths Map

Emailed 22/11/17, Peter has provided contact details for Andrew Patterson who has been emailed, Andrew has emailed back a pdf of the map that we want and recommended that it is professionally printed, also recommended PIP Printing, they have been emailed asking for a quote quote A0 size.  NB Size to be printed 82cm x 117cm.  Clerk to order.

Clerk
AP8 find out who landowner for footpath EH5 PJ
AP10 Glebe field style follow up with BB PJ
AP12 write to local businesses asking them to speak to their deliveries re speed

list of all businesses in the area has been compiled

Clerk & PJ
AP31 write a piece on the history of the playground for newsletter LO
AP32 write a piece on The Common for newsletter PJ
AP37 Collate comments on Herefordshire Council’s Constitution PJ
AP44 Clerk to update website – work in progress Clerk
AP53 Clerk to notify insurers re Rowlestone Telephone box Clerk
AP54 Clerk to send contract re Rowlestone Telephone box Clerk
AP55 items to be written: Telephone Box, Welcome new Councillor, Investigating a 5 year strategy, Precept Explanation Clerk
AP56 Councillor Jinman to follow up with Balfour Beaty regarding Drain near Collins Design and Build PJ
AP59 The lights inside of the Island on A465 are not working.  Clerk to report to Balfour Beaty. Clerk
AP18-01 Clerk to contact Herefordshire Council to amend precept figure Clerk
AP18-02 Clerk requested that she may buy a mouse for the laptop. Clerk
AP18-03 Fire Extinguishers’ checking is due, Clerk to arrange Clerk
AP18-04 Q3 VAT return Clerk
AP18-05 Clerk to contact and see if cheque has been received for new jeep seat Clerk
AP18-06 To advertise referendum LO
AP18-07 To print and laminate posters CP
AP18-08 work on footpaths EH5, EH37 and EH8 as quoted to be done, clerk to notify Mr Griffiths Clerk
AP18-09 Parish Footpaths Officer prioritise the compiled list. Clerk to email Clerk
AP18-10 Main road bollard is broken and needs to be repaired.  Clerk to report  Clerk
AP18-11 Clerk to send list of jobs to lengthsman Clerk
AP18-12 Cllr Pogson to see if there is a specific website for advertising lengthsmen. CP
AP18-13 Clerk to notify Paul Norris. Clerk
AP18-14 Clerk to circulate Advert on email to be finally agreed. Clerk
AP18-15 Cllr Pogson to investigate Lengthsman contract specification. CP
AP18-16 Clerk to write to Mr Griffiths and notify him that EHGPC are inviting tenders. Clerk
AP18-17 Clerk to advertise invitations of tender. Clerk
AP18-18 Clerk to notify Herefordshire Council Planning Clerk
AP18-19 Clerk to notify Herefordshire Council Planning Clerk
AP18-20 Clerk to display precept with explanation on Kemble Centre noticeboard Clerk