Draft Minutes

Serving Ewyas Harold, Rowlestone, Dulas and Llancillo

Minutes for the Parish Meeting on
Tuesday 13th August 2019 at 7pm in the Pavilion

Present: Councillors: Peter Jinman (Chairman), Sarah Eynon, Liz Overstall, Malcolm Watkins, Michael Wrigglesworth and one member of the public.

In attendance: Claire Owen (clerk)

1. To accept apologies for absence. – Apologies accepted from Clive Stainton, Sally Probert and Stephen Clayton

2. To receive declarations of interest & written requests for dispensation. – None

3. To consider minutes of the previous meeting … 9.7.19.
It was RESOLVED to adopt the minutes as a true record, and they were signed by the Chairman

4. Open Forum
4.1. Ward Councillor Peter Jinman gave a brief report, including:
4.1.1. The Water Board have assured P Jinman that the closure for works for Dark Lane should be around 2 days not the 180days on the notice. P Jinman has requested it be rescheduled outside of school term.
4.1.2. The resurfacing of Dark lane has been submitted to the Locality Steward again, with a request that it be made a priority because there is no pavement and the worn surface and potholes are a health and safety issue for pedestrians, pushchairs and mobility scooters.
4.1.3. The current administration is reviewing the Western Bypass and Southern Link road plans but other travel and transport measures are to be implemented.
4.1.4. The Council have agreed a Suicide Prevention Strategy for Herefordshire 2019-2023.
4.1.5. P Jinman has requested that a location in the Golden Valley be included in the schedule for public meetings on the Council’s strategic plan.
4.1.6. P Jinman is due to visit the EnviRecover plant operated by Severn Waste Services.
4.2. To receive a brief report from the local police team. Apologies were accepted from the local police team
4.3. To receive a brief report from the Parish Paths Officer … Graham Robinson. The report from the Parish Paths Officer was reviewed and noted. It was RESOLVED to agree the repair to footpath EH11 as detailed in the report. ACTION: CLERK to inform lengthsman
4.4. To receive views of local residents on parish matters.
Liz Overstall reported that some of the waste plastic had been removed from the roadside by the Dulas Brook but it was not possible to see if the brook itself have been cleared because of the depth of the banks at that location.

5. Council Vacancies
Amendments to the proposed poster were noted. Councillors suggested possible groups/publications/websites to publicise the vacancies. ACTION: CLERK

6. Finance
6.1. To consider outstanding invoices in line with budget. Members considered and RESOLVED to pay CT Groundcare £503, PGM & Son £70, Lesley Chance £88.87
6.2. To authorise the list of regular payments. It was RESOLVED to agree the list of regular payments.
6.3. To review the 2019/20 budget and expenditure to date. The 2019/20 budget and expenditure to date was reviewed and noted.
6.4. To agree meeting schedule for Finance Committee. It was RESOLVED that the Finance Meeting would meet in private for 30 minutes at 6.30pm before each Parish Meeting.

7. Planning
7.1. It was RESOLVED to comment favourably on applications to be determined by Herefordshire Council:
7.1.1. Application 192568 – Court Farm, Pontrilas, Hereford, Herefordshire HR2 0EH. Proposed erection of two agricultural buildings. Building 1 – covered cattle feeding area forming an extension of existing cattle shed. Building 2 – a new steel portal frame building, open ended with concrete panel walls, to hold and store manure.
7.1.2. Application 192634 – Battlelands At Middle Cefn, Dulas, Hereford, Herefordshire HR2 0JH. Proposed amenity building and associated parking and drainage to serve ‘Battlelands’ business.
7.2. The applications determined by Herefordshire Council were noted:
7.2.1. Application 191895 – Park Lodge, Pontrilas, HR2 0HE. Proposed conversion of adjacent barn to form extension to existing house with single storey link

8. Recreation ground/pavilion
8.1. Recreation ground inspection. The items reported by Mike Wrigglesworth were discussed.
8.1.1. Repair of seating bench at top end of cricket pitch. ACTION: REC COMMITTEE
8.1.2. Improvement to outside toilets. This was identified as a longer-term project to consider providing a facility with disabled access and baby changing. ACTION: REC COMMITTEE
It was RESOLVED to take short term action to repair the jammed door. ACTION: CLERK.
To contact Dave Tristam Herefordshire Council Funding and Enterprise Officer to identify
funding options. . ACTION: P JINMAN
8.1.3. Timber Rail at the side of the football pitch to be removed and replaced. ACTION: M WATKINS
8.2. To consider progress on maintenance & repairs:
8.2.1. Roof – It was RESOLVED to accept the estimate provided by Stewart Bytheway.
8.2.2. Window – The clerk reported that the quote from SB Glass and Glazing had been accepted and work would commence in late August.
8.2.3. Play surface and playground fencing – The clerk reported that the quotes from HAGS had been accepted and they had been informed that the old fencing had been removed. A work date was expected soon.
8.2.4. Hedge and tree cutting. It was RESOLVED to ask CT Groundcare to cut the hedge of the recreation ground by the playground as this was now more accessible with the old playground fencing removed. ACTION: CLERK
It was RESOLVED to cut the hedge on the boundary with Brook House and ask a Tree Surgeon to inspect the tree in the corner by the container. ACTION: CLERK
8.2.5. H&S matters: PAT testing, Fire alarm, Fire extinguisher, Wasp nests. It was noted that these were now complete.
8.3. Review actions regarding Cricket Pavilion. It was RESOLVED to change the padlocks on the door, take an inventory of contents and assess the building and its potential. ACTION: REC COMMITTEE
The old football practise nets leaning against the building are to be removed. ACTION: M WATKINS
8.4. To agree meeting schedule for Recreation Ground Committee. The Chairman asked the REC COMMITTEE to propose a meeting schedule. ACTION: REC COMMITTEE

9. Lengthsman
9.1. To receive an update and consider work required around the parish. It was noted that the lengthsman was currently on holiday. Work had been completed on footpaths EH17 and the path by the ford on Mill Lane, Dulas.

10. Notice Boards …. …. It was noted that repair to the noticeboard by the bus stop had been completed with thanks to Steve Clayton.

11. Kemble Centre
11.1. Maintenance – It was RESOLVED to accept the estimate provided by Stewart Bytheway for the replacement of the ply panels. Mike Wrigglesworth advised that exterior ply was sufficient and an upgrade to marine ply was not necessary. The additional maintenance issues were also noted. It was RESOLVED to clear the roof of moss and obtain an assessment of the flat roof. ACTION: CLERK
11.2. Arts Co-operative update. The future possible uses of the Kemble Centre were discussed. The Chairman summarised the current position of the Kemble Centre as having been purchased with a public works loan, with an initial feasibility study and consultation exercise favouring the provision of a health and wellbeing centre. However, the funding had not been available to achieve this. The Chairman invited a representative of the Arts Co-operative to discuss progress of their project. Four grant applications had been submitted to support the provision of Art in the community which were based on leasing the Kemble Centre for 12 years with an option to extend for a further 12 years. Three applications required more detail on the lease agreement including Heads of Terms before they could progress to the next stage.
It was RESOLVED to check the terms of the public works loan and seek advice on the implications on the proposed change of use of the building. ACTION: CLERK
The Arts Co-operative were invited to submit/present their project vision and business plan including their requirements for the building.

12. Road Safety… The clerk reported that the Traffic Management Advisor at The Safer Roads Partnership was currently on annual leave.

13. Climate Emergency … It was RESOLVED to ask the Woodland Trust for their advice on the trees to plant on the Recreation Ground. ACTION: L OVERSTALL

14. To review:
14.1. After review, acceptance of the Standing Orders was nominated by Malcolm Watkins, seconded by Mike Wrigglesworth and ACCEPTED by all.
14.2. After review, acceptance of the Financial Regulations was nominated by Malcolm Watkins, seconded by Mike Wrigglesworth and ACCEPTED by all
15. BT Telephone Box Consultation – it was RESOLVED to adopt the telephone box in Ewyas Harold. ACTION: CLERK

16. To raise matters for the next agenda … no discussion. – none

17. To note the date of the next scheduled meeting … 17.9.19.

A resolution will be passed to exclude members of the public from the following confidential item
18. Employment matters re Clerk/RFO
18.1. Members considered and RESOLVED to pay Clerk’s salary as per separate schedule
18.2. Members considered and RESOLVED to pay Clerk expenses.
18.3. The Chairman reported that the Clerk had tendered her resignation and would be leaving at the end of December. HALC had been notified of the vacancy and it was agreed to appoint HALC to recruit a replacement Clerk/RFO.

The Chairman closed the meeting at 21:00