Minutes June 2016

Minutes of the Meeting of Ewyas Harold Group Parish Council held on Tuesday 14th June 2016 at The Barn, Dulas Court, Dulas at 6.30pm

Present: Cllr P Jinman (EH) – Chairman, Cllr S Eynon (EH), Cllr S Probert (EH), Cllr M Wrigglesworth (EH), Cllr M Watkins (R) and Cllr L Overstall (D).
In attendance: Ward Cllr G Powell, CSO Witcher, the Clerk and one member of the public.
1 To accept Apologies for Absence
Cllr R Baker, Cllr R Evans, Cllr J Wilson-Thomas and Linzy Outtrim (Locality Steward).
It was noted that since the last meeting Chris Pogson and Amanda Loudon had resigned from the parish council and the elections department notified.

2 To receive Declarations of Interest & Dispensation Applications
None.

3 To consider Minutes of the Previous Meeting
The Minutes of the Meeting held on 10th May 2016, copies of which had been previously circulated to Members, were confirmed as a true record and signed by the Chairman.

4 Open Forum
4.1 CSO Witcher gave an update on the police briefings. Speeding continued to be monitored on the Pontrilas Road to determine if further action was required.
4.2 Cllr Powell gave a report which included information on a meeting with Openreach in Longtown, the Hereford Bypass, Hereford City Link Road, the Herefordshire Council revenue budget, Ewyas Harold street lighting, the recent BBLP members briefing and the Help to Live at Home Consultation. As BBLP would no longer be supplying sandbags and there was no statutory requirement to do so, with it being the responsibility of the property owner, it was requested the clerk publicise this on the website and notice boards. Cllr Powell would investigate who cut the verges on Pontrilas Road. The latest update on the Priors Wood planning application was given. Further to the three letters received at the last meeting re. Pontrilas Sawmill planning conditions, Cllr Powell and Cllr Jinman would be meeting with the Sawmills MD next week to discuss. It was requested that the clerk acknowledge the letters. Further to the meeting recently held between Linzy Outtrim, Cllr Watkins and the clerk, Cllr Powell was asked if Herefordshire Council would consider prosecuting landowners unwilling to take action in relation to their riparian ownership duties. Cllr Powell would speak to the legal team at Herefordshire Council about this.
4.3 The report had been received by the footpath officer and was noted. The locality steward had provided him with maps and a supply of way markers. There had been a further letter from BBLP regarding the supply of P3 materials and this was noted. Michael Pritchard had agreed to act as Tree Warden as well as PPO. When the clerk had informed the relevant contact of this, he had responded to say that there was a minimum subscription of £25 and provided details of the support this subscription allowed access to. It was agreed that a £25 subscription would be paid for the year and it would be monitored to see if there was any benefit. A query regarding a PROW near Hill Farm, Rowlestone was being looked into by the PPO and Lengthsman.
4.4 Comments received from local residents: None.
PCSO Witcher left the meeting.

5 To receive Clerk Update and to note Correspondence List
The clerk’s update and correspondence list was noted. The clerk had received reports of overnight parking at The Kemble Centre and this would be monitored. The white lining and vegetation clearance works on the A465 had now been completed and therefore the centre refuge project could be progressed. Details of outstanding defects raised and updates on these following a meeting with the locality steward, Linzy Outtrim, had been circulated. Linzy Outtrim had met with the landowners of Home Farm regarding the water on the carriageway at Dulas and the work required to address this within their riparian ownership duties. They had told her they were not prepared to carry out the work. Linzy Outtrim had confirmed via email that should the flood/slow boards for the B4347 by Westwood Industrial Estate be kept locally and erected when required, liability would remain with Herefordshire Council/Balfour Beatty. Therefore Cllr Powell offered to speak to a local resident to ask if he would take on storage/erection of the signs. The clerk would inform Linzy Outtrim that whoever had cut the Pontrilas Road verge had destroyed one of the flood signs. Cllr Watkins had arranged a meeting with Linzy Outtrim on Tuesday 21st June to look at pothole & drainage issues in Rowlestone. He would also show her the Hill Farm PROW issue. Meetings with the locality steward ongoing were discussed. It was agreed that these should alternate between the BBLP offices and within the parishes, depending on need. The clerk would send an email to councillors requesting any issues be forwarded by the end of the week. Sue Probert had agreed to act as internal auditor again for 2016/17 and a letter of engagement had been issued. The clerk requested information on the legal relationship of the Memorial Hall and Rowlestone Hall with the parish council. It was agreed for the clerk to make enquiries with hall representatives for information. Two planning applications received since the agenda had been published would be considered at the July meeting.

6 To receive update re. parking proposals for Ewyas Harold School and agree any action required
The school had indicated they would agree to apply for planning permission for the proposals, but had asked how the work would be funded as they did not have the funds to carry this out.
Resolved for Cllr Powell to arrange a meeting with the school.

7 Planning
7.1 Planning application 161216, Battlelands at Middle Cefn, Dulas – Proposed office extension to barn to support existing business was considered.
Resolved that the parish council supports this application.
7.2 Planning application 161277, 22 Gilberts Wood, Ewyas Harold – Proposed erection of a single storey rear extension and single storey side extension was considered.
Resolved that the parish council supports this application.
7.3 Planning application 161263, Mortimer Cottage, Ewyas Harold – Proposed single storey rear extension and replace conservatory glass roof with a tiled one was considered.
Resolved that the parish council supports this application.
Cllr Powell left the meeting.

8 To consider approval of the Neighbourhood Development Plan Regulation 16 Draft for Submission to Herefordshire Council
This had not been received yet and would be considered at the next meeting.

9 Lengthsman Scheme (incorporating the P3 scheme)
The lengthsman worksheet was noted. As discussed under the parish path officer’s report, the lengthsman and PPO would look at the PROW around Hill Farm Rowlestone.

10 Finance
10.1 Resolved that the finance report was approved. Balances held at 24th May 2016 were £31,390.30 current account and £263.51 savings account, which included grant money for the Kemble Centre feasibility/planning and other budgeted costs. Following the resignation of Chris Pogson, it was agreed for Cllr Overstall to join the Finance Working Group.
10.2 Overtime worked by the clerk during April and May was 28 hours, including 6 hours of Lengthsman administration.
Resolved to authorise payment of 28 hours clerk overtime.
10.3 A grant application from Ewyas Harold and Dulas PCC towards upkeep of St Michael’s and Dulas Churchyards and light over the public footpath at St Michaels was considered.
Resolved that a grant of £550 was approved for 2016/17.
10.4 Resolved that payments detailed in the schedule below were approved.

11 To consider quotes for new parish council website
Based on the specification agreed, quotes had been received from Toolkit Websites for £795 exc VAT for website set up with a subscription of £20 exc VAT per month after the first six months. Eyelid Productions – Website Wonder WordPress for £500 for the site, £20 per year hosting fee and £100 per year support. Orphans Press for £1,500-£1,750 exc. VAT to develop the site and £150 per annum to host the site. B Online for £499 exc. VAT for the design and set up and £14.95 per month or £149 per year for hosting or support. The quotes were discussed.
Resolved to accept the quote from Eyelid Productions, Website Wonder WordPress.

12 Kemble Centre
12.1 The weekly inspection reports had been received and there was some rubbish and the broken bench requiring removal (there was no dedication found on the bench). Nick Cooper-Tomkins would be asked to remove the rubbish and bench and also to cut the grass when required. It was requested the clerk contact Western Power regarding provision of some wire stay covers. Cllr Jinman had still not heard from Gabbs about the boundary query and would chase this up.
12.2 The report from the Kemble Centre Working Group was received and noted. The working group had asked how the parish council felt the annual meeting information session went? Members thought that on the whole it had been a worthwhile exercise in keeping the public informed.
Resolved that as there were now only two councillors on the working group following Amanda Loudon’s resignation, it was agreed for Cllr Wrigglesworth to join the working group.
12.3 Awards for All had not been contacted about the grant yet as the outcome of the current stage of the PCTF bid was still not known. A revised proposal to send to Awards for All for use of the £3,000 was circulated and considered.
Resolved that the clerk send the revised proposal to Awards for All requesting permission to vary the work detailed in the grant application. Subject to this approval, Clever Elephant would be asked to continue their work to include that detailed in the proposal for £3,000.

13 Recreation Ground
13.1 The recreation ground checklist was not received as it had been Chris Pogson’s checks this month. The play area gates required repair and Cllr Wrigglesworth offered to do this. The fence repairs discussed at the last meeting were being done by Nick Cooper-Tomkins who had quoted £70.00. Cllr Jinman would carry out the checks this month.
Resolved for Cllr Wrigglesworth to undertake the repairs to the play area gates.

14 To review Parish Council Policies: Child Protection Policy, Communications Policy, Complaints Procedure, Data Protection Policy, Disciplinary Procedure, Document Retention Policy, Equal Opportunities Policy, Freedom of Information Policy and Publication Scheme, Grants Policy and Application Form, Grievance Procedure, Parish Council Meeting Protocol, Planning Protocol and Training Policy
Resolved that the policies detailed above were reviewed and adopted.

15 To review:
15.1 Standing Orders
Resolved that the Standing Orders were reviewed and adopted.
15.2 Financial Regulations
Resolved that the Financial Regulations were reviewed and adopted, including the latest amendments to the model.
15.3 Code of Conduct
Resolved that the Code of Conduct was reviewed and adopted.

16 To consider the Parish Council Action Plan for 2016/17
Resolved that the draft action plan, Appendix 1 below, was adopted.

17 Matters for Next Agenda (no discussion)
Election of Vice-Chairman. It was noted that Kathleen Watkins had been awarded a British Empire Medal for services to the community in Rowlestone and the clerk was asked to send a letter of congratulations.

The meeting closed at 8.55pm

Next Meeting Tuesday 12th July 2016 at 6.30pm.

Payee Item Total (inc. VAT) Total (exc. VAT) Budget
Ewyas Harold Group Parish Council Transfer of funds from reserve to current account £23,500.00 £23,500.00 N/A
Mrs C Boyles Clerk’s salary for May 2016 – as per contract of employment PAYE £13.00

NI EE £12.35

NI ER £13.65

PAYE £13.00

NI EE £12.35

NI ER £13.65

7

7

7

WCC Pension Fund Pension Employee £42.62

Employer £189.86

Employee £42.62

Employer £189.86

7
Mrs C Boyles Postage/travel

Office expenses

£87.81

£6.55

£87.81

£6.55

5

6

Jewson Ltd Pavilion accessories £288.96 £240.80 9
Mrs C Boyles Refreshments for annual meeting £7.38 £7.13 17
CT Groundcare Rec ground grass cutting

Litter bin emptying

Toilet cleaning

£210.00

£60.00

£45.00

£210.00

£60.00

£45.00

9

10

9

SSE (Direct Debit) Pavilion electricity £133.52 £127.17 12
Terry Griffiths Lengthsman work £452.40 £377.00 18