Minutes July 2016

Minutes of the Meeting of Ewyas Harold Group Parish Council held on Tuesday 12th July 2016 at Rowlestone Hall, Rowlestone at 6.30pm

Present: Cllr P Jinman (EH) – Chairman, Cllr S Eynon (EH), Cllr S Probert (EH), Cllr M Wrigglesworth (EH), Cllr J Wilson-Thomas (EH), Cllr M Watkins (R), Cllr R Evans (D) and Cllr L Overstall (D).
In attendance: Ward Cllr G Powell, the Clerk and seven members of the public.

1 To elect a Vice-Chairman
Resolved to defer this to the next meeting.

2 To accept Apologies for Absence
Cllr R Baker.

3 To receive Declarations of Interest & Dispensation Applications
Cllr Jinman declared a pecuniary interest in item 7.2.

4 To consider Minutes of the Previous Meeting
The Minutes of the Meeting held on 14th June 2016, copies of which had been previously circulated to Members, were confirmed as a true record and signed by the Chairman.

5 Open Forum
5.1 There was no report from the Local Policing Team.
5.2 Cllr Powell gave a report which included information on libraries, passenger transport services and West Midlands combined authority. The meeting at Pontrilas Sawmills had taken place and action agreed. The residents who had raised concerns had been sent a copy of the letter detailing proposed action, with a review period of 3-4 months. The clerk had been contacted by one of the residents to say they thought that the situation wouldn’t improve. It was agreed for any further issues be reported to the clerk and a log would be kept. It would be put on the October agenda for review. Storage of the flood signage had been agreed and BBLP would replace the signage that had been damaged. Further to the last meeting Cllr Powell and Cllr Jinman had met with the school and discussed action that could be taken regarding parking. Due to budgetary constraints significant works would not be possible. However, action agreed with the school included setting up an incentive scheme for children to walk to school, either from home or a drop-off point away from the school, the lay-by outside the school would be a drop-off zone only (allowing parents to take children in if required). Cars would parallel park rather than herringbone park as is currently the case to ensure cars are off the road. Cllr Powell would request white lining to mark the lay-by. The school would be getting this in place from September and were aiming to work with parents. It was suggested whether the school minibus could be used to transport children from the Memorial Hall and Cllr Probert offered to speak to the school about this.
5.3 The report had been received from the footpath officer and was noted. A query regarding part of EH3 being obstructed had been raised and the clerk had requested information from BBLP on the current status of this path. Linzy Outtrim had provided copies of documentation sent to residents of the relevant properties in October 2015 stating that the current position is that the path is still a highway, albeit obstructed, with no further action being taken at this time, although they reserve the right to do so in future. It is confirmed that EH2 and EH3 are still on the definitive map and therefore need to be preserved. The clerk was asked to inform the PPO that no further action was required at this time. The enquiry regarding footpaths around Hill Farm, Rowlestone had been looked into. A member of the public had queried responsibility for clearance of the footpath between Hill Farm and Ewyas Harold village. The reference used was U74419, which was a minor highway, not a PROW. This had been looked at by the locality steward, lengthsman and PPO. BBLP had confirmed that no further work would be undertaken on the U74419 as significant resources had been used on this highway up to Hill Farm, which only serves one property and further resources on the highway beyond Hill Farm, which doesn’t serve any properties, couldn’t be justified. In relation to footpaths in this location, it was requested the locality steward look at EH24 and EH27. Linzy Outtrim had not looked at EH27 yet and hoped to this week, but EH24 is listed as a path with a long term obstruction. These are paths where, typically, buildings have been constructed which permanently block the path. In the majority of these cases, Herefordshire Council as the Highway Authority are not currently planning any enforcement action, but reserve the right to in the future. It was requested the clerk update the member of the public. A member of the public had reported a damaged gate on EH8. The footpath officer had inspected this and the lengthsman had now replaced with a new gate and posts. An issue was raised with EH32 where there was a stile without a step. It was requested that this either be replaced with a self-closing gate or repaired. The clerk would ask the PPO to take a look and speak to the landowner.
5.4 Comments received from local residents: The road markings by Pontrilas Merchants had faded. Cllr Powell would report this. There had been reports of a pungent smell from muck spreading between Thursday and Sunday of the previous week between the wood and the back of Callowside. Contact details for Environmental Health were requested. Cllr Powell would send a link with reporting details. Overgrown hedges opposite Trappe House and on Pontrilas Road were raised. This was the responsibility of the landowner. It was agreed for Cllr Probert to speak to the tenant of the relevant property opposite Trappe House and Cllr Jinman to speak to the landowner of the relevant property on Pontrilas Road. A member of the public had made an enquiry regarding protracted building works taking place at Priorsfield. Cllr Powell had investigated this with a planning officer and it was requested that the clerk respond to inform the member of the public that the work didn’t require planning permission and it had been confirmed that while work had been ongoing for some time, it was due to finish in the near future.

6 To receive Clerk Update and to note Correspondence List
The clerk’s update and correspondence list was noted. An update was given on defects reported to BBLP including defects at Dulas. The hole in the carriageway at Dulas had now been fixed. Western Power had fitted protective covering to the metal stays on the pole at the Kemble Centre. Cllr Baker had reported that the bench donated by Pontrilas WI was in need of maintenance. It was agreed to ask Nick Cooper-Tomkins for a quote. A letter had been received from Abbeydore & Bacton Group Parish Council requesting they be kept informed of matters affecting Ewyas Harold Common. It was thought there would be a meeting around October time and the clerk would respond to say they were welcome to send a representative and details would be sent nearer the time. The centre refuge project was awaiting information from Simon Hobbs. Flytipping that had been reported by the A465 junction had been partially cleared. The clerk would report this again. Enquiries regarding the relationship between the parish council and the Memorial and Rowlestone Halls were ongoing. Information received regarding the Strategic Housing and Land Availability Assessment would be forwarded to Graham to ascertain if parishes undertaking Neighbourhood Plans need to take any action.

7 Planning
7.1 Planning application 161154, Westwood House, Ewyas Harold – Extensions to property was considered.
Resolved that the parish council supports this application.
7.2 Cllr Jinman left the room. It was agreed for Cllr Overstall to chair this item. Planning application 161674, Land to the rear of the Laurels Veterninary Practice, Pontrilas Road, Ewyas Harold – Construction of three dwellings and alterations to the existing access was considered. Members of the public present made representations to members on the application. They raised concerns relating to flood risk/drainage, overlooking/loss of privacy, sewerage system capacity and proposed access changes. Cllr Probert declared a non-pecuniary interest in the application.
Resolved that the clerk request an extension to the deadline for comments and a site visit be arranged at the earliest convenience. An extra parish council meeting would then be scheduled to consider comments on the application.
Cllr Powell left the meeting. Cllr Jinman rejoined the meeting.

8 To consider approval of the Neighbourhood Development Plan Regulation 16 Draft for Submission to Herefordshire Council
This had been received and circulated but there was some further work required before submission. As the outstanding work mostly related to Ewyas Harold, it was suggested that a working group meeting of EHGPC be arranged to undertake the work. A letter regarding possible development of Island Field was received.
Resolved that a working group meeting be arranged with all councillors invited to attend.
Resolved to refer the enquiry re. Island Field to the Neighbourhood Plan Regulation 16 consultation which should be published within the next few weeks.

A resolution was passed that Standing Orders be suspended to allow completion of the agenda

9 Lengthsman Scheme (incorporating the P3 scheme)
An additional worksheet and invoice had been received and these were considered. Occasional checks on work carried out by the lengthsman were suggested.
Resolved to pay additional invoice received for the P3 scheme, TGC1722 for £382.80 including VAT.
Resolved that occasional spot checks would be undertaken by Cllr Wrigglesworth/Michael Pritchard as part of the parish council’s management of the scheme.

10 Finance
10.1 Resolved that the finance report was approved and the bank reconciliation was verified. Balances held at 24th June 2016 were £30,033.15 current account and £264.04 savings account, which included grant money for the Kemble Centre feasibility/planning and other budgeted costs.
10.2 The report from the Finance Working Group was received and noted. Advice from HALC was awaited before consideration could be given to action required.
10.3 Overtime worked by the clerk during June was 7 hours, including 1 hour of Lengthsman administration.
Resolved to authorise payment of 7 hours clerk overtime.
10.4 Resolved that payments detailed in the schedule below were approved.

11 Kemble Centre
11.1 The weekly inspection reports had been received and most of the rubbish had now been removed. It was agreed for Cllr Wrigglesworth to undertake the weekly inspections ongoing and he would clear the remaining rubbish. Cllr Jinman had still not heard from Gabbs about the boundary query and would chase this up.
11.2 The report from the Kemble Centre Working Group was received and noted. Actions proposed in the report were considered.
Resolved that the working group could progress the PCTF bid provided parish council approval is sought before any significant or final decisions are made. The parish council would be kept informed of developments.
11.3 The draft feasibility study and an executive summary had been received from Clever Elephant and circulated.
Resolved to adopt the feasibility study and executive summary.
11.4 The draft business development plan had been received from Clever Elephant and circulated.
Resolved to adopt the business development plan.
Resolved that the feasibility study, executive summary and business development plan would all be published on the website, copies put in the community library and the executive summary displayed on notice boards.
11.5 A proposal to implement the business development plan was circulated. This was to carry out independent facilitation over a period of a year and for consultation events, admin costs and promotional materials. The budgetary requirement would be £17,400.
Resolved for the working group to seek funding for these costs. This would not be funded by the existing parish council budget or precept, but would need to be secured from external funding sources.

12 Recreation Ground
12.1 The recreation ground checklist was received and the maintenance issues would be passed to the recreation ground working group. Cllr Overstall would carry out the checks this month.
12.2 The report from the working group was received and noted.
12.3 EHUFC had received funding for installation of a DDA compliant ramp into the Pavilion. The proposal was deferred to the next meeting.
12.4 The annual playground inspection had been received and circulated and would be considered by the working group.
12.5 Resolved that the Wildplay contract was approved.

13 To receive school competition posters for speeding and dog fouling campaign and agree action
Cllr Probert and the clerk had shortlisted the entries and one winner for each was considered.
Resolved that the winning entries would be announced in September, with Cllr Probert to arrange to attend an assembly. The clerk was asked to purchase two £10.00 book tokens as prizes.
Resolved for the clerk to obtain quotes for corex boards, stickers, banners etc. to use in a campaign.

14 To review the Contract of Employment and Salary for the Parish Clerk
This was deferred due to awaiting advice from HALC. The clerk would draft the policies required for consideration. New pay scales had been published.
Resolved that the new pay scales for 2016/17 be implemented and backdated to 1st April 2016.

15 Matters for Next Agenda (no discussion)
Election of Vice-Chairman.

The meeting closed at 10.10pm

Next Meeting: Extra meeting for planning to be arranged and Tuesday 9th August 2016 at 6.30pm.

Payee Item Total (inc. VAT) Total (exc. VAT) Budget
Mrs C Boyles Clerk’s salary for June 2016 – as per regular payment schedule and contract of employment To include:

PAYE £76.00

NI EE £52.41

NI ER £59.72

To include:

PAYE £76.00

NI EE £52.41

NI ER £59.72

 

7

7

7

WCC Pension Fund Pension Employee £60.98

Employer £271.65

Employee £60.98

Employer £271.65

7
Mrs C Boyles Postage/travel

Office expenses

£47.76

£34.33

£47.76

£34.33

5

6

SSE (Direct Debit) Kemble Centre electricity £20.96 £17.47 12
Mrs C Boyles Reimburse toilet tissue for pavilion

Reimburse recreation ground sign

£8.00

 

£13.53

£8.00

 

£13.53

9

 

9

Herefordshire Council (Direct Debit) Trade waste collections, quarterly in advance £57.85 £57.85 10
Terry Griffiths Lengthsman work (TGC1712) £452.40 £377.00 18
CT Groundcare Recreation ground grass cutting and toilet cleaning

Litter bin emptying

Kemble Centre grass cutting

£355.00

 

£60.00

£40.00

£355.00

 

£60.00

£40.00

9

 

10

13