Minutes October 2016

Minutes of the Meeting of Ewyas Harold Group Parish Council held on Tuesday 11th October 2016 at The Pavilion, Ewyas Harold Recreation Ground at 6.30pm

Present: Cllr P Jinman (EH) – Chairman, Cllr S Eynon (EH), Cllr M Wrigglesworth (EH), Cllr M Watkins (R), Cllr L Overstall (D), Cllr R Evans (D) and Cllr C Pogson (L).
In attendance: Ward Cllr G Powell, Carla Boyles (Clerk) and one member of the public.

1. To accept Apologies for Absence
Cllr R Baker, Cllr J Wilson-Thomas, Cllr S Clayton and the local policing team.

2. To receive Declarations of Interest & Dispensation Applications
None.

3. To consider applications for Co-option to the Casual Vacancies
Amanda Loudon and Sally Probert had expressed an interest. There were currently three vacancies, with two vacancies able to be co-opted.
Resolved to co-opt Amanda Loudon and Sally Probert. Amanda Loudon signed a declaration of acceptance of office and it was agreed for Sally Probert to sign a declaration of acceptance of office at the next meeting as she was not present.

4. To consider Minutes of the Previous Meeting
The Minutes of the Meeting held on 13th September 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 Police.
5.2 Cllr Powell gave a report which included information on libraries and customer service, the four year funding settlement and an update on refugees and asylum seekers. BBLP had committed to keeping the vegetation on the A465 by the Rowlestone junction clear ongoing.
5.3 There was no report from the Parish Paths Officer, but the locality steward had confirmed that she had been to see EH27 and it was unpassable. She would let the PROW team know, but it was unlikely to be cleared in the near future. She had also raised a job to have a new fingerpost installed at EH32. There is a gate next to the stile and the legal line of the path is through the gateway, therefore BBLP will not be repairing the stile. It was thought that the landowner for EH32 was the Kentchurch Estate and the clerk would pass the email from Linzy Outtrim to them to inform them of this and the poor condition of the stile. For future reference, Cllr Wrigglesworth had obtained a quote of £100 for a metal self-closing gate from Wynnstay. It was also requested that the clerk ask the PPO to send photos of issues as part of the PPO report for clarity. Cllr Wrigglesworth had installed the footpath map and Perspex in the bus shelter. Materials for the frame had cost £65.00.
Resolved to contact Kentchurch Estate and to reimburse Cllr Wrigglesworth £65.00. Action: Clerk
5.4 Views and comments from local residents: A courtesy letter regarding the intention to submit a planning application to develop the meadow known as Poplars Meadow between Merton Lodge and Trappe Cottage on the B4347 for a three-bedroom house plus disabled annexe was noted.

6. To receive Clerk Update and to note Correspondence List
The clerk’s update and correspondence list was noted. The clerk had met with the locality steward to look at the School Road junction, which was deemed as not being in poor enough condition to consider for resurfacing but has been logged for the white lines to be re-done on this junction and the Prill Road junction. She had arranged for the road sweeping to take place, which had now been done. It was also requested that BBLP speaks to the landowner re. trimming back of the hedge at the A465 junction, by Westwood Industrial Estate again. It was requested the clerk also chase up the locality steward re. the collapsed pipe by Westwood Industrial Estate. Cllr Wilson-Thomas was no longer a school governor as the school had felt it was not necessary to have a parish council representative at this time. The Valuations Office had emailed regarding a review of business rates. The clerk had checked the draft rateable values and while the Pavilion remained the same, a significant increase was proposed for the Community Library. This was discussed and as the deadline was 30th November, the clerk would forward the link and it would be discussed further at the next meeting. Action: Clerk

7. To receive an update on the Neighbourhood Development Plan
There had been discussion over housing numbers and Cllr Powell would discuss with Toby Murcott to see if this had been resolved. The landowners of Island Field had written to the parish council asking if and what Island Field has been designated as in the Neighbourhood Plan and justification for this.
Resolved that the clerk respond to the landowners to say that the designation of Island Field as open space in the UDP had been supported by residents, which was evidenced by the comments received during parish plan consultations. It was agreed to include a link to the parish plan website and questionnaire report as well as the information provided for the Regulation 16 consultation on Island Field. They would be informed that the Regulation 16 consultation would be their opportunity to comment on the proposals. Action: Clerk
8. Planning (to be determined by Herefordshire Council)
8.1 Planning application 162236, 2 Lion Terrace, Ewyas Harold – Application to drop kerb onto B4347 Pontrilas Road to allow access to property over pavement was considered.
Resolved that this application was supported. Action: Clerk

9. Lengthsman Scheme (incorporating the P3 scheme)
There were no worksheets or invoices. The lengthsman had provided a report which had been circulated and was noted.

10. Finance
10.1 Resolved that the finance report was approved and the bank reconciliation was verified. Balances held at 23rd September 2016 were £15,338.94 current account and £18,105.57 savings account, which included grant money for the Kemble Centre feasibility/planning and other budgeted costs.
10.2 Overtime worked by the clerk during September was 11 hours, inc. 1 hour of Lengthsman administration.
Resolved to authorise payment of 11 hours clerk overtime.
10.3 The report from the Finance Working Group was received and approved.
Resolved that membership of the Finance Working Group be amended to Cllr Jinman, Cllr Pogson, Cllr Watkins and Cllr Wilson-Thomas.
10.4 The draft precept/budget proposals for 2017/18 from the Finance Working Group were considered.
Resolved that the draft proposals were approved for public consultation, with comments to be received by 30th November. Comments received and the budget/precept for 2017/18 would then be considered at the December meeting. Action: Clerk
10.5 The report from the external auditor was read out and noted. The audit for 2015/16 was now concluded and the conclusion of audit notices had been displayed.
10.6 The clerk had tendered her resignation on 23rd September and was currently working the three month notice period. The job description and person specification had been circulated. HALC could advertise the vacancy on their website for no extra charge. Hoople had provided details of their recruitment packages and the Finance Working Group proposed the standard package, which included an advert placed on Reed, Indeed, LinkedIn, Universal Jobmatch, Hoople website and Herefordshire Council website.
Resolved that the job description and person specification was approved. The vacancy, for 15 hours per week, would be advertised via HALC and the Hoople standard package at a cost of £100 would be used, with a three week deadline for applications. Action: Clerk
10.7 Two invoices had been received from a previous contractor used by the parish council, who had written to the parish council terminating all contracts in September 2013. Advice had been obtained from the parish council insurers legal advice line and Lynda Wilcox at HALC had agreed with the advice given.
Resolved that a letter be sent to the former contractor, the content of which was agreed. Action: Clerk
10.8 The parish council risk assessments were considered.
Resolved that the risk asessments be adopted.
10.9 Bank account signatories were reviewed and it was agreed changes were no longer necessary due to Chris Pogson and Sally Probert re-joining the parish council.
10.10 Resolved that payments detailed in the schedule below and an invoice from Cllr Wrigglesworth for £40.00 for fuel to remove and repair the jeep play equipment item, in addition to the payment agreed in item 5.3, were approved.

11. Kemble Centre
11.1 The weekly inspections had been carried out by Cllr Wrigglesworth and he confirmed that no action was required at this time.
11.2 The report from the working group was received and noted. The proposal to approach possible funders was discussed.
Resolved that the actions proposed were approved. It was agreed that a preliminary approach to possible funders could be made but that a script was required for the initial contact, to be drafted and agreed.
11.3 The draft Kemble Centre update had been circulated.
Resolved that the update was approved for publication and distribution.

12. Recreation Ground
12.1 The weekly inspections were received from Cllr Evans. There was some rubbish in the roof of the gazebo, which would be mentioned to Nick Cooper-Tomkins. A broken dog sign would be removed and the springers in the play area required cleaning. The roundabout was worn around the edges and Cllr Wrigglesworth would look to see if it could be easily repaired. Thanks were expressed to Nick Cooper-Tomkins for helping Cllr Wrigglesworth with repairs. Action: MW
12.2 The report from the working group was received and noted. The plan for the cricket nets and accompanying paperwork had still not been received from the cricket club and they had not attended the working group meeting. Collins had still not completed the snagging list or provided the health and safety file and this would continue to be chased up. The grass cutting specification had been discussed and it was agreed as adequate.
Resolved that the clerk write to the cricket club to advise that no further action would be taken on the cricket nets until the documentation had been received from them. Action: Clerk
Resolved to continue to contact Collins re. outstanding tasks for the Pavilion project.
Action: Clerk/MW
12.3 The quote for the repair to a tile/cement filling and repair to section of gutter on the pavilion had not been received yet. Joyce Stephens was happy to carry out cleaning of the pavilion on an informal as and when basis for £30.00 per time. She did not hold public liability insurance but a response to an enquiry made to the parish council insurers confirmed she would be covered by the parish council’s insurance.
Resolved that if the quote for the repairs to the pavilion is under £100.00 it be accepted and the work done. Action: Clerk
Resolved that Joyce Stephens be asked to clean the pavilion and also the springers on the play area. Cllr Watkins would meet with her to show her what was required and pavilion access arranged through Cllr Eynon. Action: MW/SE

13. To receive update on the speeding and dog fouling campaign
Laminated copies of the winning posters had now been made and arrangements for attendance at a school assembly to announce the winners and award the prizes were discussed.
Resolved for Cllr Jinman to attend assembly and present the prizes. Cllr Evans would display the laminated posters. Action: RE/PJ

14. To receive update on the A465 Centre Refuge project
The vegetation clearance had now taken place but while Simon Hobbs was happy for the project to proceed, he was still awaiting clearance from management. Cllr Powell had offered to make enquiries to get this progressed. It had been suggested by Simon Hobbs that residents of the properties accessed from the A465 by the proposed location of the refuge should be contacted and informed.
Resolved for Cllr Jinman to contact the residents to inform them. Action: PJ

15. To review matters raised previously regarding Pontrilas Sawmills
Complaints had been received recently from residents.
Resolved for Cllr Jinman to refer back to the letter detailing the actions the sawmills had agreed to take and contact them to discuss and request a progress update. Action: PJ

16. To consider comments on initial proposals for New Parliamentary Constituency Boundaries in the West Midlands
Resolved that no comments would be made.

17. To consider comments on the BT Payphone consultation
Resolved for the clerk to put the consultation on the parish council website and Cllr Overstall to put a notice on the Rowlestone phone box. This would be put on the next agenda for comments.
Action: Clerk/LO
18. Matters for Next Agenda (no discussion)
Newsletter editor – volunteer required.

The meeting closed at 9.00pm.

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

PAYE £34.80

NI EE £26.29

NI ER £29.68

To include:

PAYE £34.80

NI EE £26.29

NI ER £29.68

 

7

7

7

WCC Pension Fund Pension Employee £49.01

Employer £218.31

Employee £49.01

Employer £218.31

7
Mrs C Boyles Postage/travel £60.30 £60.30 5
Welsh Water Pavilion water £47.45 (DD) £47.45 11
Herefordshire Wildlife Trust Ltd Wildplay sessions x 3 £540.00 £540.00 9
Herefordshire Council Quarterly trade waste payment

 

£57.85 (DD)

 

£57.85

 

10

 

CT Groundcare Rec ground bin emptying

Rec grass cutting/toilet cleaning

Kemble Centre grass cutting

£60.00

£250.00

£30.00

£60.00

£250.00

£30.00

10

9

13

Public Works Loan Board Kemble Centre half yearly payment £1,766.40 (DD) £1,766.40 13