Minutes December 2017

 

Minutes of the Meeting of the Group Parish Council that was held on Tuesday 19th December 2017 at 6.30pm at St Micheal’s Hall

 

Present: Cllr P. Jinman (EH), Chairman, Cllr C Pogson (L), 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 L Overstall (D),  Cllr R Evans (D)

 

2 Guest Speaker – Paul Crumpton re Crime Prevention Advice
  Due to the inclement weather Paul agreed to rearrange to January.

 

3

 

 

 

 

 

 

4

 

 

5

Co-option of Councillor

Casual Vacancies in the parish have been advertised, there has been no request for an election to fill the vacancies and therefore the GPC may now co-opt member/s to serve.

Resolved: It was proposed by Councillor C Pogson and seconded by Councillor S Eynon that Dr Clive Stainton is co-opted to the Parish Council for Ewyas Harold, this was agreed with 1 abstention.

 

To receive Declarations of Interest & Dispensation Applications

Cllr Pogson declared an interest in Planning Application 173988

 

To consider Minutes of the Previous Meeting – Tuesday 14th November 2017

  The Minutes of the Meeting held on Tuesday 14th November 2017, copies of which had been previously circulated to Members, were confirmed as a true record and signed by the Chairman.

 

6 Open Forum
  6.1  There was no report from the Local Policing Team, however Council noted the recent bulletins that had been reserved from the policing team and urged all residents to lock all outbuildings.
  6.2  Report from the Ward Councillor: Councillor Jinman had been in touch with Pontrilas Saw Mills and residents regarding the noise.  Working hours are 6am – 10pm and it was noted that when noise can be heard this stops at 10pm.  Complaints have also been received of lorries exiting the saw mils and leaving insufficient space for oncoming vehicles. AP16 Councillor Jinman to continue liasing with Pontrilas Saw Mills.

Herefordshire Council is completely reviewing it’s Constitution please pass any comments on the Constitution to Councillor Jinman.  AP37 Councillor Jinman to collate comments.

Councillor Jinman thanked everyone who had helped with and put up the Christmas lights.

Concerns were raised with Ward Councillor Jinman regarding Balfour Beaty’s and the damaged drain near Collins Design and Build. Balfour Beaty had said earlier in the year that this was now a priority item to be fixed and would be completed this year. Recent communication indicated that Balfour Beaty did not know when this work would be completed.  AP56 Councillor Jinman to follow up.

The lights inside of the Island on A465 are not working.  Clerk to report to Balfour Beaty. AP59

  6.3  Report from Parish Paths Officer received, The Group Parish Council would like to wish Graham a speedy recovery from his knee operation, and that the Council share Graham’s frustrations.  Balfour Beatys Locality Steward was contacted requesting clarification on how P3 money could be spent.  AP38 Clerk to send list of works to lengthsman and request quotes. AP39 Clerk to ask PFO which are the three most important problems that need fixing.

Councillor Wrigglesworth supplied quotes from 2 companies for self closing gates.

It was noted that if anyone completes any work without Council’s prior approval then they will not be covered by Council insurance.

  6.4  Views and comments from local residents:

Pontrilas Saw Mills could consider laurel hedge around perimeter to deaden noise.

Complaints have been received about people riding horses on the Common.  It was confirmed that there is no right to ride horses on the common. 4 Exmoor ponies are currently there to try and keep the vegetation at a low level.

Complaints have been received regarding the lack of salt and grit in the grit bins.  AP40 Clerk to ask lengthsman to top up the bins from supply at the Recreation Ground.

   
7 To receive Clerk Update and to note Correspondence List

The Clerks update and correspondence list was noted.

AP1 To request info on £6m rebate Hereford Council received and planned usage PJ
AP2 contact PPO and ask if he has a supply of small green keep dog on lead signs, Graham has some small signs that he can put up saying keep dogs on lead and keep dogs under control.  Signs put up 24/11/17 Clerk
AP3 to install signs at Recreation Ground MW
AP4 Create and manage list of jobs from PPO

22/11/17 compiled

Clerk
AP5 Request quotes from lengthsman to clear branch in PPO report

Emailed 22/11/17, and again 7/12

Clerk
AP6 Clarification with Balfour Beaty regarding P3

Emailed 22/11/17

Clerk
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 Need to check the size that needs to be printed.

Clerk
AP8 find out who landowner for footpath EH5 PJ
AP9 investigate galvanised gates MWr
AP10 Glebe field style follow up with BB PJ
AP11 to investigate speed limit measures

2 reports found, attached, and 3 companies have been contacted asking for quotes. VASSIGNS.co.uk; www.swarco.com; messagemaker.co.uk, quotes were clirculated.

To be explored next year.

Clerk
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 Clerk
AP14 Chase BB re collapsed drain, Paul reply email attached   Emailed 22/11/17 Clerk
AP15 Arrange Carol singing date & notify RE
AP16 pursue and report on noise from sawmills PJ
AP17 Dog signs to be sent to Chris LO
AP18 Contact Estate re Hedges by Fire Station

17/11/17 Email sent to the Estate thanking them for cutting and mentioning clean up afterwards.

Clerk
AP19 Grant monitoring return for pavilion

Email received 6/12/11:

Dear Sir / Madam

Unique Reference Number (URN): 2012015221
Awarded Project Title: Changing Room Modernisation

This email is to thank you for submitting online your recent Measurement & Evaluation (M&E) form; these figures have now been approved by Sport England. Your approved form is the following:

• 30 Month Report

You will be contacted again by email when it is time for you to provide your next M&E form. If you have any questions regarding how the M&E process relates to your project, please contact your Case Manager, David Kenne

MW
AP20 RGWG to arrange meeting SE
AP21 Send out updated inspection list  Sent 22/11/17 Clerk
AP22 Councillors to send jobs for lengthsman to clerk by 21st Nov All
AP23 Compile lengthsman jobs Compiled and sent to Cllr Wrigglesworth 22/11/17 Clerk
AP24 Prioritise lengthsman jobs MWr
AP25 Request copy of bill from Dulas PCC

21/11/17 Spoke to Dulas PPC – There is no work that has been invoiced on the grant application. The electricity is for lighting the path from the shop to the church. The reason for the increase in application amount is that there hasn’t been an increase for 15 years, and inflation.

Clerk
AP26 Request comparative figures from Dore Transport

21/11/17 left answerphone message asking for comparative figures and explaining about cheque book

Clerk
AP27 Email to outstanding invoices explaining

15/11/17 Done

Clerk
AP28 Investigate ongoing maintenance of play equipment MW
AP29 investigate the legal situation of hypothecation of monies

phoned Lynda 29/11 6/12 7/12.(twice 10.35am, 1.21pm) 8/12  Phoned NALC 6/12 told me I would have to ask Lynda. Done 14/12

Read localism Act 2011, Googled and searched, joined SLCC Forum and searched

Clerk
AP30 notify Insurers of Christmas Lights

called and notified 29/11/17

Clerk
AP31 write a piece on the history of the playground for newsletter LO
AP32 write a piece on The Common for newsletter PJ
AP33 Rowlestone Telephone Box

Emails with Rik Thompson at BT to confirm details, contract has been sent over from BT, attached.

Clerk
AP34 Meeting in Dulas

Liz has been trying to arrange, emailed on 5/12/17:

Haven’t been able to get Dulas Court to agree for EHGPC to use coffee shop which is closed. Still talking to them as it’s the only possible place in the parish.
Liz

To be arranged for the summer as no heating

LO
AP35 request an extension Planning Application 173988

Done 17/11/17 extended to 13th December

Clerk
AP36 VAT return

Filed 29/11/017

Clerk

 

 

   
8

 

 

 

 

9

Recreation Ground Working Group update

Report was received.  CT Groundcare contract is not due to expire until March 2019.  AP41 Clerk to contact and check they are happy to proceed in 2018 Football games during December were called off due to the weather.

 

Standing Orders

Standing Orders were reviewed and proposed for formal adoption by Councillor Stainton, seconded by Councillor Pogson and unanimously agreed.  AP42 Coucillor Pogson to draft Data Policy.  AP43 Councillor Pogson to draft Risk Management Policy  AP44 Clerk to update website

 

10 NDP

This has now been reviewed by the independent examiner and agreed.  The next step is for a referendum and then formal adoption.  Many thanks to Councillor Overstall for the work gone into this.

 

11 Lengthsman Scheme (incorporating the P3 scheme)

11.1  Invoice received, however no accompanying worksheet.  AP45 Clerk to request worksheet and intention for work next quarter.  Payment held.

 

 

 

 

 

 

12

11.2 Tender and advertising documents were circulated for review. AP46 Councillor Pogson to circulate documents he had.

HALC are offering a scheme entitled “On the Verge” for the next financial year.  AP47 Councillor Jinman to request details.  AP48 Clerk to double check that Council is getting the full services from HALC

 

Parish Precept & FGP Update

Parish Precept was discussed and finalised. It was felt that the amount spent on hiring of premises was unnecessarily high, and that Council should use the Pavilion more.  This was unanimously agreed.  AP49 Councillor Wrigglesworth to buy and install replacement light. Full breakdown of the precept is attached on Appendix A.

 

 

13 Finance

13.1  Resolved that the finance report was approved.  AP50 Bank statements to be signed off against reconciliation.

13.2  Resolved Payments for approval – as per schedule below, Pending on payment to Terry Griffiths awaiting Worksheets. AP51 FGP to investigate bank accounts

   
14

 

Planning Applications

173988 Land at Pwll-Y-Hunt, Pudding street, Pontrilas

Councillor Pogson left the room as declared a pecuniary interest.

The proposal is one that the GPC supports, subject to agreements about the access.  It is appreciated that this has had many years use, but in becoming a permanent residence the access needs clarifying.  AP52 Clerk to Notify Hereford Planning Department

 

15

 

 

 

16

 

 

 

17

 

 

 

 

18

 

 

 

 

19

 

 

 

20

 

 

21

 

Rowlestone Telephone Box

It was unanimously agreed that Council would adopt Rowlestone Telephone box.  The contract was signed by Councillor Jinman.  AP53 Clerk to notify insurers. AP54 Clerk to send paperwork.

 

 Meeting in Dulas

Councillor Overstall has been trying to arrange, with thanks from the Council.  It has been agreed to hold the meeting at Dulas Court during the summer months.

 

Items for Newsletter

AP55 items to be written: Telephone Box, Welcome new Councillor, Implementation plan for NDP, Investigating a 5 year strategy, Precept Explanation from Nov meeting: AP31 Cllr Overstall to write a piece history of the playground. AP32 Cllr Jinman to write a piece on The Common

 

Reopening of railway station at Pontrilas

Council appreciates that a huge amount of work was completed in an attempt to reopen the railway station at Pontilas years ago, it is felt that this should be investigated.  AP57 Councillor Jinman to follow up and have talks with Pontrilas Timber to see if this would be of use to them.

 

Abbeydore Visitors Centre

Unanimously agreed for Councillor Jinman to write a letter in support of Abbeydore Visitors Centre, which will house an explanation of what is going on, the history of the Abbey and future plans. AP58

 

Matters for Next Agenda (no discussion)

Data Policy  GDP

 

Employment

Clerk provided certificates showing level 2 ILCA had been completed. Contract and Terms of Employment were supplied.

   
   
                                                                                                                                    
Payee                       Item
Miss C Griffiths Clerk’s salary for November 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

£38.25

£4.02

£18

£38.25

£4.02

£18

 
St Micheal’s Hall St Micheal’s Hall hire £17 £17  
Terry Griffiths Lengthsman and P3 £458.40 £382  
Diane Malley Payroll Services £42 £42  

 

Action Points including those carried over from Dec 17

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 Need to check the size that needs to be printed.

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

To follow up

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 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

 

 

Appendix A:

Spend to Nov 17 Expected Spend Budget Variances Spend Spend Proposal Notes
2017-18 end of       17 -18 2017-18 2016-17 2016-17 2015-16 18 – 19
Fees/Subscriptions 1 150 150 1325 -1175 2576.82 1174.47 1325 NB: HALC Subscription was paid twice in 16/17.
Insurance 2 2032.03 2032.03 2054 -21.97 1956.61 1993.3 2200
Newsletter 3 62 124 200 -138 0 107 400 1 newsletter done, another to be completed by February
Training 4 199 499 300 -101 160 97.5 300 if remaining CILCA modules are done this financial year
Postage & Travel 5 279.61 800 1150 -870.39 615.51 1115.35 1000 New clerk lives closer than previous clerk
Stationery & Office Costs 6 129.99 491.99 650 -520.01 399.8 538.77 650 No allowance for mobile phone April – Oct. To include the purchase of Microsoft Office
Salaries 7 7113.04 9710.16 14000 -6886.96 13499.72 15093.62 14000 New clerk on lower pay spine
Hire of Premises 8 187.5 255.5 300 -112.5 196 299.5 330
Recreation Ground 9 3170.46 3850.46 4520 -1349.54 3376.95 147723.5 6713 Assuming cuts in Feb & March
Litter Control 10 1023.3 1423.3 1213.68 -190.38 814.25 912.81 1300 Assuming litter is controlled during the winter the same as during the summer
Water 11 39.93 79.86 350 -310.07 81.34 100.29 350
Electricity 12 244.05 518.1 650 -405.95 531.35 643.95 650
Kemble Centre 13 2073.2 2073.2 3893.2 -1820 11981 5680.16 4000 Assuming no more cuts this financial year, to include public works loan repayment
Local groups/projects 14 766 900 1000 -234 770 1275 2000 Local services will be feeling increasing pressure to provide services as funding from Herefordshire Council reduces
Elections 15 0 1282.8 -1282.8 0 180.2 1200
Capital Projects 16 0 0 0 6928.39 0 1500 To consider car park & hard standing at Kemble Centre
Miscellaneous Expenditure 17 0 100 -100 117.13 0 100
Lengthsman Scheme 18 764.5 3192 3192 -2427.5 3940 2848.22 4500 Lengthsman funding reduced to nothing from Herefordshire Council for 2018/19
P3 Scheme 19 80 3341 3341 -3261 4106.75 837.75 3341 To remain in P3 scheme at the same level with reduced funding from Herefordshire Council
Neighbourhood Plan 20 945 798.94 146.06 0 8494.2 0 There is another bill to come but don’t know how much for. £798.94 is the remaining Front Runner grant, held by Herefordshire Council to be claimed when needed.
General Reserve 21 0 0 0 0 0 1000
19259.61 40320.62 -21061 52051.62 189115.6 44646

 

Draft Minutes of the Meeting of the Group Parish Council that was held on Tuesday 19th December 2017 at 6.30pm at St Micheal’s Hall

 

Present: Cllr P. Jinman (EH), Chairman, Cllr C Pogson (L), 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 L Overstall (D),  Cllr R Evans (D)

 

2 Guest Speaker – Paul Crumpton re Crime Prevention Advice
  Due to the inclement weather Paul agreed to rearrange to January.

 

3

 

 

 

 

 

 

4

 

 

5

Co-option of Councillor

Casual Vacancies in the parish have been advertised, there has been no request for an election to fill the vacancies and therefore the GPC may now co-opt member/s to serve.

Resolved: It was proposed by Councillor C Pogson and seconded by Councillor S Eynon that Dr Clive Stainton is co-opted to the Parish Council for Ewyas Harold, this was agreed with 1 abstention.

 

To receive Declarations of Interest & Dispensation Applications

Cllr Pogson declared an interest in Planning Application 173988

 

To consider Minutes of the Previous Meeting – Tuesday 14th November 2017

  The Minutes of the Meeting held on Tuesday 14th November 2017, copies of which had been previously circulated to Members, were confirmed as a true record and signed by the Chairman.

 

6 Open Forum
  6.1  There was no report from the Local Policing Team, however Council noted the recent bulletins that had been reserved from the policing team and urged all residents to lock all outbuildings.
  6.2  Report from the Ward Councillor: Councillor Jinman had been in touch with Pontrilas Saw Mills and residents regarding the noise.  Working hours are 6am – 10pm and it was noted that when noise can be heard this stops at 10pm.  Complaints have also been received of lorries exiting the saw mils and leaving insufficient space for oncoming vehicles. AP16 Councillor Jinman to continue liasing with Pontrilas Saw Mills.

Herefordshire Council is completely reviewing it’s Constitution please pass any comments on the Constitution to Councillor Jinman.  AP37 Councillor Jinman to collate comments.

Councillor Jinman thanked everyone who had helped with and put up the Christmas lights.

Concerns were raised with Ward Councillor Jinman regarding Balfour Beaty’s and the damaged drain near Collins Design and Build. Balfour Beaty had said earlier in the year that this was now a priority item to be fixed and would be completed this year. Recent communication indicated that Balfour Beaty did not know when this work would be completed.  AP56 Councillor Jinman to follow up.

The lights inside of the Island on A465 are not working.  Clerk to report to Balfour Beaty. AP59

  6.3  Report from Parish Paths Officer received, The Group Parish Council would like to wish Graham a speedy recovery from his knee operation, and that the Council share Graham’s frustrations.  Balfour Beatys Locality Steward was contacted requesting clarification on how P3 money could be spent.  AP38 Clerk to send list of works to lengthsman and request quotes. AP39 Clerk to ask PFO which are the three most important problems that need fixing.

Councillor Wrigglesworth supplied quotes from 2 companies for self closing gates.

It was noted that if anyone completes any work without Council’s prior approval then they will not be covered by Council insurance.

  6.4  Views and comments from local residents:

Pontrilas Saw Mills could consider laurel hedge around perimeter to deaden noise.

Complaints have been received about people riding horses on the Common.  It was confirmed that there is no right to ride horses on the common. 4 Exmoor ponies are currently there to try and keep the vegetation at a low level.

Complaints have been received regarding the lack of salt and grit in the grit bins.  AP40 Clerk to ask lengthsman to top up the bins from supply at the Recreation Ground.

   
7 To receive Clerk Update and to note Correspondence List

The Clerks update and correspondence list was noted.

AP1 To request info on £6m rebate Hereford Council received and planned usage PJ
AP2 contact PPO and ask if he has a supply of small green keep dog on lead signs, Graham has some small signs that he can put up saying keep dogs on lead and keep dogs under control.  Signs put up 24/11/17 Clerk
AP3 to install signs at Recreation Ground MW
AP4 Create and manage list of jobs from PPO

22/11/17 compiled

Clerk
AP5 Request quotes from lengthsman to clear branch in PPO report

Emailed 22/11/17, and again 7/12

Clerk
AP6 Clarification with Balfour Beaty regarding P3

Emailed 22/11/17

Clerk
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 Need to check the size that needs to be printed.

Clerk
AP8 find out who landowner for footpath EH5 PJ
AP9 investigate galvanised gates MWr
AP10 Glebe field style follow up with BB PJ
AP11 to investigate speed limit measures

2 reports found, attached, and 3 companies have been contacted asking for quotes. VASSIGNS.co.uk; www.swarco.com; messagemaker.co.uk, quotes were clirculated.

To be explored next year.

Clerk
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 Clerk
AP14 Chase BB re collapsed drain, Paul reply email attached   Emailed 22/11/17 Clerk
AP15 Arrange Carol singing date & notify RE
AP16 pursue and report on noise from sawmills PJ
AP17 Dog signs to be sent to Chris LO
AP18 Contact Estate re Hedges by Fire Station

17/11/17 Email sent to the Estate thanking them for cutting and mentioning clean up afterwards.

Clerk
AP19 Grant monitoring return for pavilion

Email received 6/12/11:

Dear Sir / Madam

Unique Reference Number (URN): 2012015221
Awarded Project Title: Changing Room Modernisation

This email is to thank you for submitting online your recent Measurement & Evaluation (M&E) form; these figures have now been approved by Sport England. Your approved form is the following:

• 30 Month Report

You will be contacted again by email when it is time for you to provide your next M&E form. If you have any questions regarding how the M&E process relates to your project, please contact your Case Manager, David Kenne

MW
AP20 RGWG to arrange meeting SE
AP21 Send out updated inspection list  Sent 22/11/17 Clerk
AP22 Councillors to send jobs for lengthsman to clerk by 21st Nov All
AP23 Compile lengthsman jobs Compiled and sent to Cllr Wrigglesworth 22/11/17 Clerk
AP24 Prioritise lengthsman jobs MWr
AP25 Request copy of bill from Dulas PCC

21/11/17 Spoke to Dulas PPC – There is no work that has been invoiced on the grant application. The electricity is for lighting the path from the shop to the church. The reason for the increase in application amount is that there hasn’t been an increase for 15 years, and inflation.

Clerk
AP26 Request comparative figures from Dore Transport

21/11/17 left answerphone message asking for comparative figures and explaining about cheque book

Clerk
AP27 Email to outstanding invoices explaining

15/11/17 Done

Clerk
AP28 Investigate ongoing maintenance of play equipment MW
AP29 investigate the legal situation of hypothecation of monies

phoned Lynda 29/11 6/12 7/12.(twice 10.35am, 1.21pm) 8/12  Phoned NALC 6/12 told me I would have to ask Lynda. Done 14/12

Read localism Act 2011, Googled and searched, joined SLCC Forum and searched

Clerk
AP30 notify Insurers of Christmas Lights

called and notified 29/11/17

Clerk
AP31 write a piece on the history of the playground for newsletter LO
AP32 write a piece on The Common for newsletter PJ
AP33 Rowlestone Telephone Box

Emails with Rik Thompson at BT to confirm details, contract has been sent over from BT, attached.

Clerk
AP34 Meeting in Dulas

Liz has been trying to arrange, emailed on 5/12/17:

Haven’t been able to get Dulas Court to agree for EHGPC to use coffee shop which is closed. Still talking to them as it’s the only possible place in the parish.
Liz

To be arranged for the summer as no heating

LO
AP35 request an extension Planning Application 173988

Done 17/11/17 extended to 13th December

Clerk
AP36 VAT return

Filed 29/11/017

Clerk

 

 

   
8

 

 

 

 

9

Recreation Ground Working Group update

Report was received.  CT Groundcare contract is not due to expire until March 2019.  AP41 Clerk to contact and check they are happy to proceed in 2018 Football games during December were called off due to the weather.

 

Standing Orders

Standing Orders were reviewed and proposed for formal adoption by Councillor Stainton, seconded by Councillor Pogson and unanimously agreed.  AP42 Coucillor Pogson to draft Data Policy.  AP43 Councillor Pogson to draft Risk Management Policy  AP44 Clerk to update website

 

10 NDP

This has now been reviewed by the independent examiner and agreed.  The next step is for a referendum and then formal adoption.  Many thanks to Councillor Overstall for the work gone into this.

 

11 Lengthsman Scheme (incorporating the P3 scheme)

11.1  Invoice received, however no accompanying worksheet.  AP45 Clerk to request worksheet and intention for work next quarter.  Payment held.

 

 

 

 

 

 

12

11.2 Tender and advertising documents were circulated for review. AP46 Councillor Pogson to circulate documents he had.

HALC are offering a scheme entitled “On the Verge” for the next financial year.  AP47 Councillor Jinman to request details.  AP48 Clerk to double check that Council is getting the full services from HALC

 

Parish Precept & FGP Update

Parish Precept was discussed and finalised. It was felt that the amount spent on hiring of premises was unnecessarily high, and that Council should use the Pavilion more.  This was unanimously agreed.  AP49 Councillor Wrigglesworth to buy and install replacement light. Full breakdown of the precept is attached on Appendix A.

 

 

13 Finance

13.1  Resolved that the finance report was approved.  AP50 Bank statements to be signed off against reconciliation.

13.2  Resolved Payments for approval – as per schedule below, Pending on payment to Terry Griffiths awaiting Worksheets. AP51 FGP to investigate bank accounts

   
14

 

Planning Applications

173988 Land at Pwll-Y-Hunt, Pudding street, Pontrilas

Councillor Pogson left the room as declared a pecuniary interest.

The proposal is one that the GPC supports, subject to agreements about the access.  It is appreciated that this has had many years use, but in becoming a permanent residence the access needs clarifying.  AP52 Clerk to Notify Hereford Planning Department

 

15

 

 

 

16

 

 

 

17

 

 

 

 

18

 

 

 

 

19

 

 

 

20

 

 

21

 

Rowlestone Telephone Box

It was unanimously agreed that Council would adopt Rowlestone Telephone box.  The contract was signed by Councillor Jinman.  AP53 Clerk to notify insurers. AP54 Clerk to send paperwork.

 

 Meeting in Dulas

Councillor Overstall has been trying to arrange, with thanks from the Council.  It has been agreed to hold the meeting at Dulas Court during the summer months.

 

Items for Newsletter

AP55 items to be written: Telephone Box, Welcome new Councillor, Implementation plan for NDP, Investigating a 5 year strategy, Precept Explanation from Nov meeting: AP31 Cllr Overstall to write a piece history of the playground. AP32 Cllr Jinman to write a piece on The Common

 

Reopening of railway station at Pontrilas

Council appreciates that a huge amount of work was completed in an attempt to reopen the railway station at Pontilas years ago, it is felt that this should be investigated.  AP57 Councillor Jinman to follow up and have talks with Pontrilas Timber to see if this would be of use to them.

 

Abbeydore Visitors Centre

Unanimously agreed for Councillor Jinman to write a letter in support of Abbeydore Visitors Centre, which will house an explanation of what is going on, the history of the Abbey and future plans. AP58

 

Matters for Next Agenda (no discussion)

Data Policy  GDP

 

Employment

Clerk provided certificates showing level 2 ILCA had been completed. Contract and Terms of Employment were supplied.

   
   
                                                                                                                                    
Payee                       Item
Miss C Griffiths Clerk’s salary for November 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

£38.25

£4.02

£18

£38.25

£4.02

£18

 
St Micheal’s Hall St Micheal’s Hall hire £17 £17  
Terry Griffiths Lengthsman and P3 £458.40 £382  
Diane Malley Payroll Services £42 £42  

 

Action Points including those carried over from Dec 17

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 Need to check the size that needs to be printed.

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

To follow up

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 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

 

 

Appendix A:

Spend to Nov 17 Expected Spend Budget Variances Spend Spend Proposal Notes
2017-18 end of       17 -18 2017-18 2016-17 2016-17 2015-16 18 – 19
Fees/Subscriptions 1 150 150 1325 -1175 2576.82 1174.47 1325 NB: HALC Subscription was paid twice in 16/17.
Insurance 2 2032.03 2032.03 2054 -21.97 1956.61 1993.3 2200
Newsletter 3 62 124 200 -138 0 107 400 1 newsletter done, another to be completed by February
Training 4 199 499 300 -101 160 97.5 300 if remaining CILCA modules are done this financial year
Postage & Travel 5 279.61 800 1150 -870.39 615.51 1115.35 1000 New clerk lives closer than previous clerk
Stationery & Office Costs 6 129.99 491.99 650 -520.01 399.8 538.77 650 No allowance for mobile phone April – Oct. To include the purchase of Microsoft Office
Salaries 7 7113.04 9710.16 14000 -6886.96 13499.72 15093.62 14000 New clerk on lower pay spine
Hire of Premises 8 187.5 255.5 300 -112.5 196 299.5 330
Recreation Ground 9 3170.46 3850.46 4520 -1349.54 3376.95 147723.5 6713 Assuming cuts in Feb & March
Litter Control 10 1023.3 1423.3 1213.68 -190.38 814.25 912.81 1300 Assuming litter is controlled during the winter the same as during the summer
Water 11 39.93 79.86 350 -310.07 81.34 100.29 350
Electricity 12 244.05 518.1 650 -405.95 531.35 643.95 650
Kemble Centre 13 2073.2 2073.2 3893.2 -1820 11981 5680.16 4000 Assuming no more cuts this financial year, to include public works loan repayment
Local groups/projects 14 766 900 1000 -234 770 1275 2000 Local services will be feeling increasing pressure to provide services as funding from Herefordshire Council reduces
Elections 15 0 1282.8 -1282.8 0 180.2 1200
Capital Projects 16 0 0 0 6928.39 0 1500 To consider car park & hard standing at Kemble Centre
Miscellaneous Expenditure 17 0 100 -100 117.13 0 100
Lengthsman Scheme 18 764.5 3192 3192 -2427.5 3940 2848.22 4500 Lengthsman funding reduced to nothing from Herefordshire Council for 2018/19
P3 Scheme 19 80 3341 3341 -3261 4106.75 837.75 3341 To remain in P3 scheme at the same level with reduced funding from Herefordshire Council
Neighbourhood Plan 20 945 798.94 146.06 0 8494.2 0 There is another bill to come but don’t know how much for. £798.94 is the remaining Front Runner grant, held by Herefordshire Council to be claimed when needed.
General Reserve 21 0 0 0 0 0 1000
19259.61 40320.62 -21061 52051.62 189115.6 44646