Draft Minutes

Minutes of a Parish Council meeting held on Tuesday 9th October 2018 at 6.30 pm in the Pavilion

Present
Councillors: Chris Pogson (In the Chair), Stephen Clayton, Rachel Evans, Sarah Eynon, Liz Overstall, Clive Stainton, Malcolm Watkins, Michael Wrigglesworth.

In attendance: Lynda Wilcox … HALC Clerk Cover. Four local residents.

1. Apologies for absence were accepted from Peter Jinman (Chairman) and Sally Probert.

2. Declarations of Interest & written requests for dispensation … There were none.

3. Minutes of the previous meeting … 11th September 2018
3.1 It was RESOLVED to adopt the minutes as a true record and they were signed by the Chairman.

4. Open Forum
4.1 No representatives were in attendance from the Local Policing Team. Members present were concerned that the Police were not supportive of the parish council’s request for a reduction in the speed limit to 40mph, particularly as this had been achieved on roads in neighbouring parishes.
4.2 Ward Councillor report … The Chairman read out a written report from the Ward Councillor.
4.3 The Parish Paths Officer (PPO) reported:
4.3.1 A new finger post and sign were to be fitted where the original finger post had become embedded in a Leylandii bush.
4.3.2 The PPO had reported an obstructed footpath in the wood to both Herefordshire Council and the owner of the land. The latter had not attended to the problem due to being away, coupled with the breakdown of suitable equipment.
4.4 Local residents raised the following matters:
4.4.1 The agenda and draft minutes were not on the website. In the absence of the clerk due to maternity leave, it was suggested that, at their next meeting, councillors consider paying a monthly fee for the website provider to keep the website updated.
4.4.2 It would be helpful to have the Ward Councillor’s report on the website.
4.4.3 The inadequacy of the local sewage system, particularly in relation to future development. It was suggested that Herefordshire Council be informed of the local concerns.
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4.4.4 It was noted that the local Scouts group would be interested in becoming involved with the pavilion and also renting it between 6-8pm on a Monday.
4.4.5 It was suggested that a tree alongside the current Scout storage container on the recreation ground car park might be taken down so as to enable a new storage container to be sited.

5. Clerk’s Update & Correspondence List
5.1 The Clerk’s update and correspondence sent to the parish council included:
5.1.1 Information on Fuel Poverty.
5.1.2 Parish recharge costs for 2019 elections.
5.1.3 Training to become an interpreter.
5.1.4 Remembrance Sunday programme of commemorative events across the county.
5.1.5 Fastershire/Herefordshire Council offer of free digital support and internet advice for parish/town councils.
5.1.6 Herefordshire Walking Festival 2019.
5.1.7 Forthcoming Summit Meeting invitation from the Leader of Herefordshire Council to the Chairmen of parish councils across Herefordshire, for the evening of Wednesday 17th October in the Shire Hall, Hereford.
5.1.8 Details of World War I Remembrance Events were being advertised on the website.
5.1.9 Balfour Beatty Locality Briefings.

6. Recreation Ground Working Group
6.1 The final grass-cut was scheduled to take place next week, although more might be required.
6.2 Repairs may be required to the flooring of the play area.
6.3 The play jeep had been repaired.
6.4 Funding had been found to purchase a defibrillator and a heated/locked cabinet (code required) which would be fixed to the pavilion. The parish council would be responsible for the installation, electrical supply and replacing the battery in three years’ time. Weekly checks would be required.
6.5 Heartstart would provide training for parish councillors

7. Neighbourhood Development Plan (NDP)
7.1 An inaugural meeting had been held with Network Rail and Peter Jinman was holding discussions with Arriva Trains. It was noted that rail journeys had increased over the last 20 years and the criteria might now be met for a new station.
7.2 Ewyas Harold would be working with adjoining parishes on road and rail links – Kilpeck was also preparing an NDP.

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7.3 Herefordshire Council and the LEP were discussing future rail possibilities and, to date, no objections had been received against enhanced rail facilities.

8. Kemble Centre
8.1 Nothing had changed since the last inspection.
8.2 Arts Festival 2019 … A temporary event licence would be sought for the event in May 2019. Electricity would be re-connected by a suitably qualified person. Eletrical cost of around £50 would be borne by the parish council.

9. Planning
9.1 Application P183310/F … Timber and Builders Merchant – Pontrilas. Demolition of part existing timber processing shed and construction of new Biomass Boiler Building (B2) on existing concrete slab.
It was RESOLVED to support the application subject to noise and traffic levels meeting the Herefordshire Council’s requirements and care being taken for the safety of traffic when large vehicles were waiting to enter the site.
9.2 Application 183072/F … Pen-y-Lan Farm, Pontrilas. Proposed two lodges for holiday accommodation. It was RESOLVED to support the application.

10. Lengthsman Scheme (incorporating P3 scheme)
10.1 Worksheet, invoices and work to be undertaken:
10.1.1 It was noted that the signs had not yet been cleaned but they could be cleaned when the salt boxes were filled.
10.1.2 It was thought that the Environment Agency would be cleaning out the ditch adjacent to Pontrilas Builders’ Merchants.
10.1.3 Balfour Beatty had been working on the ditch by The Trout.
10.1.4 A drain near The Trout which had recently been worked on by Balfour Beatty had since flooded again.
10.2 The parish council RESOLVED to support the organisation of parish walks promoted by the Herefordshire 2019 Walking Festival and would send relevant information to the Footpaths Officer.

11. Finance
11.1 The following payments were approved:
11.1.1 CT Groundcare … £442.00.
11.1.2 Clerk’s salary in accordance with contract.
11.1.3 Clerk’s travel expenses of £22.95.
11.1.4 Clerk’s use of home as parish council office £18.00.
11.2 Further information was required on a grant application request from the church to enable discussion to take place at the next meeting.

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12. Rowlestone Village Hall
12.1 There had been an email exchange between the Chairman and the Hall on the latter’s proposal to purchase some land adjacent to the Hall to extend the car park. As the parish council was the Custodian Trustee of the Village Hall Charity, the Charity was obliged to notify the parish council. It was RESOLVED that the parish council was supportive of the proposed purchase.

13. Items for the newsletter … In the absence of the Clerk, items for the newsletter would be submitted to Liz Overstall who had already written several items for publication and would collate all submissions for the next newsletter and send it out.

14. Rowlestone Phone Box
14.1 Three quotes would be obtained for refurbishing the box to enable discussion at the next meeting.
14.2 Thoughts on the possible future use of the box would also be discussed at the next meeting.

15. Cricket Pavilion
15.1 Matters pertaining to the current stewardship agreement were discussed and it was noted that there had been no response to a formal letter sent to the Cricket Club a few weeks’ ago. It was RESOLVED to put the matter on the next agenda.

16. Ewyas Harold Noticeboard
16.1 It was RESOLVED to seek three quotes for a robust refurbishment of the noticeboard which would then be the subject of routine annual maintenance work.

17. Matters raised for the next agenda
17.1 Website Management.
17.2 Refurbishment quotes and future use of Rowlestone Phone Box.
17.3 Cricket pavilion: Stewardship agreement & use by Scout Group.
17.4 Recreation Ground: Felling of tree to enable siting of new storage container.
17.5 Finance:
17.5.1 Payment of invoices in accordance with budget.
17.5.2 Consideration of written grant application from church.
17.5.3 Quotes for Ewyas Harold noticeboard.