Minutes September 2016

Minutes of the Meeting of Ewyas Harold Group Parish Council held on Tuesday 13th September 2016 at The Pavilion, Ewyas Harold Recreation Ground at 6.30pm

Present: Cllr R Baker (EH) – Acting chairman until item 8, Cllr P Jinman (EH) – Chairman from item 8, Cllr S Eynon (EH), Cllr M Wrigglesworth (EH), Cllr J Wilson-Thomas (EH), Cllr M Watkins (R), Cllr S Clayton (R) and Cllr R Evans (D).
In attendance: PCSO F Witcher, Ward Cllr G Powell, Carla Boyles (Clerk) and two members of the public.

1. To accept Apologies for Absence
Cllr L Overstall.

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

3. To consider applications for Co-option to the Casual Vacancies
It was agreed to defer this item until later on the agenda.

4. To elect a Vice-chairman
It was agreed to defer this item until later on the agenda.

5. To consider Minutes of the Previous Meeting
The Minutes of the Meeting held on 9th August 2016, 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 PCSO Witcher gave an update on recent activity in the parishes. PCSO Witcher left the meeting.
6.2 Cllr Powell gave a report which included information on the Herefordshire Council budget consultation, changes to the lengthsman scheme, the Boundary Commission review, the review of bus services and the consultation on traveller sites. Cllr Powell gave an update on the planning application at The Laurels and asked whether the parish council felt he should request it go to planning committee or be dealt with under delegated powers. After considering information received from the planning officer and the material planning considerations relating to the application, along with the fact that this is an outline application and that further consultation on the detail will take place when the reserved matters planning application is made, the parish council considered it acceptable to be dealt with under delegated powers.
6.3 The Parish Path Officer had looked at the issue with EH32 and the landowner was happy with a change to a kissing gate. He had also requested that a stile on EH32 opposite Pen-y-Lan Farm and a stile on EH13 be replaced as both were unsafe. The stile on EH32 had been reported to the locality steward in March as a high risk issue and this had been chased up with her. She had confirmed on 12th September that she would arrange an inspection as soon as possible. The lengthsman had stated that a kissing gate would be more expensive and wanted the parish council to confirm it was a kissing gate that was required. Issues with accessibility etc. were discussed. Linzy Outtrim had still not looked at EH27 yet and the clerk would continue to chase this up.
Resolved for the clerk to ask Terry Griffiths if there were alternative suppliers of gates etc. other than BBLP. He would be asked the cost of a stile with dog access, a self-closing gate and a kissing gate for comparison. Action: Clerk
6.4 Views and comments from local residents: Clearing of the kerb lines on Priorsfield was raised. It was confirmed that there was unlikely to be sufficient lengthsman funds to undertake this.

7 To receive Clerk Update and to note Correspondence List
The clerk’s update and correspondence list was noted. Sally Probert had resigned from the parish council and the elections office would be notified of the vacancy. A response to the letter to Environmental Health regarding Rowlestone Pitch had been circulated and the parish council was satisfied with the action taken. The clerk queried the location of the footpath map and Perspex purchased for use in the bus shelter. Cllr Wrigglesworth confirmed he had these and would be installing them shortly. The clerk had made enquiries with Lambe Corner solicitors regarding the original deeds for the Memorial Hall and they had found a copy of the conveyance from September 1952 which they could release if they received signed authority from the chairman of both the parish council and the memorial hall management committee. It was agreed for the clerk to arrange this and explain to the memorial hall that this is only being done to ensure the parish council meets any responsibilities it may have. Action: MW/Clerk

8 To approve the draft Neighbourhood Development Plan for submission for the Regulation 16 Consultation
Resolved that subject to typo/formatting amendments the draft plan be approved for submission to Herefordshire Council for the Regulation 16 consultation. It was requested that a final finished version be provided to members a week prior to submission for a final proofread. Action: Clerk

9 Planning (to be determined by Herefordshire Council)
9.1 Planning application 162401, Kingstreet Farm, Ewyas Harold – Agricultural building for the storage of Farm Yard Manure was considered.
Resolved that this application was supported. Action: Clerk
9.2 Planning application 162247, Old Keepers Cottage, Dulas – Proposed Shepherd’s hut for holiday accommodation was considered.
Resolved that this application was supported. Action: Clerk
9.3 Planning application 162381, 11 Bridge Farm, Ewyas Harold – Proposed single storey extension to existing dwelling was considered.
Resolved that this application was supported. Action: Clerk
9.4 Planning application 162342, Elmbridge, Ewyas Harold – Proposed demolition of the existing porch and garden shed and erection of an ancillary accommodation, sun room, and garden shed, plus other ancillary works was considered.
Resolved that this application was supported. Action: Clerk

10 Lengthsman Scheme (incorporating the P3 scheme)
The worksheets were noted. It was agreed that it would be useful to have advance notice of when the lengthsman would be working in the parishes and what work was planned so that members could be kept informed. The clerk informed members that after payment of the two invoices at this meeting, there would be £939 remaining for the roads part (P3 scheme separate) of the lengthsman scheme until April 2017.
Resolved to request the lengthsman contact the clerk the week prior to working in the parishes, with details of the work/roads/paths scheduled so that this could be passed to members. Cllr Wrigglesworth would look at the work done and then report back to the following meeting.
Action: Clerk/MW
11 Finance
11.1 Resolved that the finance report was approved. Balances held at 24th August 2016 were £19,768.21 current account and £264.06 savings account, which included grant money for the Kemble Centre feasibility/planning and other budgeted costs.
11.2 Overtime worked by the clerk during August was 9 hours, inc. 1 hour of Lengthsman administration.
Resolved to authorise payment of 9 hours clerk overtime.
11.3 Resolved that the updated Asset Register was reviewed and adopted.
11.4 Resolved that the insurance policy renewal was reviewed and approved for payment.
Action: Clerk
11.5 Further to the job evaluation process undertaken by the finance working group, advice from Herefordshire Association of Local Councils had now been received. They had confirmed that LC2, substantive range seems appropriate due to the fact that EHGPC is a medium sized very busy council with large projects being undertaken on a regular basis and managed by the clerk. With regards to the clerk contract review HALC had advised that a new model contract was due to be published in the Autumn and it was advised that the review take place when this is available.
Resolved that profile LC2, substantive was adopted for EHGPC. The contract review would be deferred until the new model contract was available.
11.6 Cllr Wrigglesworth declared an interest in this item. Resolved that payments detailed in the schedule below and an invoice from Cllr Wrigglesworth for £50.00 for parts to repair the urn at the pavilion and play area gates were approved.

12 Kemble Centre
12.1 The weekly inspections were received and noted. The metal remaining from the cross had been removed, hinges fitted to the electric cabinet to make it more secure and weatherproof and broken gates removed. No further action was required at this time.
12.2 The report from the working group was received and noted. The draft short and longer term work plans and communications plan were considered. The clerk had been notified of a Society of Local Council Clerks training course on Trading for Councils and it was agreed to find out further details. There was £150.00 in the training budget for 2016/17, which had not been used so far.
Resolved that the actions proposed were approved and the short and longer term work plans and communications plan were adopted.
12.3 The draft Awards for All end of grant form and a new Awards for All funding application for £10,000 were considered.
Resolved that both were approved for submission.
12.4 Interim use of the Kemble Centre was considered. The building was registered as unoccupied with the insurers and money would need to be spent to bring the building into use. The pavilion at the recreation ground was available to hire and this should be mentioned to those interested in using the Kemble Centre.
Resolved that there would be no interim use of the Kemble Centre.

3 To consider applications for Co-option to the Casual Vacancies
Chris Pogson was in attendance and applied for a vacancy. No other applications had been received.
Resolved to co-opt Chris Pogson. He was given the relevant paperwork and signed a declaration of acceptance of office.

4 To elect a Vice-chairman
Chris Pogson was proposed as vice-chairman.
Resolved unanimously that Chris Pogson be elected as vice-chairman.

13 Recreation Ground
13.1 The weekly inspections had been undertaken by Sally Probert who had confirmed all was fine. Cllr Wrigglesworth had repaired the gates and would undertake the jeep play equipment repair shortly. It was agreed for him to remove the jeep and repair at home with fuel etc. to be reimbursed at a cost of £40.00. The Beavers had requested use of the recreation ground and brook on 19th September. Use of the ground was agreed, but the clerk would advise them that they would need to contact Mr Parry to request access to the brook and undertake the relevant risk assessment etc. Action: Clerk/MW
13.2 The report from the working group was received and noted. Since the working group meeting the plan for the cricket nets and accompanying paperwork had not been received from the cricket club and cricket fixtures had taken place without notification to the clerk. It was also thought that the cricket club had obtained a mower. Collins had still not completed the snagging list or provided the health and safety file, despite chasing.
Resolved that the clerk contact the cricket club to advise that the nets could not be progressed until the required information had been received, the half yearly payment would be due in October, they were required to book fixtures with the clerk and that if they had obtained a mower they needed to provide insurance and risk assessment documentation along with proof that it is fit for purpose in a public place before it is used at the recreation ground. Action: Clerk
Resolved for Cllr Jinman to contact Collins re. outstanding tasks for the Pavilion project.
Action: PJ
13.3 Ray Pritchard had provided a quote for hedge cutting of between £60.00-£70.00.
Resolved to accept this quote. Action: Clerk
13.4 The proposal for installation of a disabled access ramp was deferred.
13.5 The events committee proposal for the bonfire/fireworks was the same as previous events.
Resolved that subject to the usual insurance and risk assessment documentation being provided, approval was given.
A resolution was passed that Standing Orders be suspended to allow completion of the agenda
14 To consider publicity materials for speeding and dog fouling campaign
Options and prices had been forwarded to Sally Probert, but due to her resignation, this had not progressed.
Resolved for Cllr Evans, Cllr Watkins and Cllr Baker to print and laminate copies of the poster. Cllr Evans would liaise with the school regarding presenting the winners with their prizes in assembly and for copies of the winning entries to go home in school book bags. Cllr Jinman would present the prizes.
Action: RE/MW/RB/PJ
15 To receive update on the A465 Centre Refuge project
Balfour Beatty had confirmed that the vegetation clearance should take place this week. Subject to this taking place the project could go ahead.
Resolved for Cllr Baker to inform the clerk if the visibility clearance has taken place.
Action: RB
Resolved for the clerk to ask Linzy Outtrim to contact landowner re. cutting back hedges at the A465 junction.
Action: Clerk
16 To consider comments on the Herefordshire Council Bus and Community Transport Consultation
The questionnaire was discussed and completed.
Resolved for the clerk to submit the completed questionnaire.
Action: Clerk
17 Matters for Next Agenda (no discussion)
Signatories.
The meeting closed at 9.25pm.

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

PAYE £64.60

NI EE £45.07

NI ER £51.28

To include:

PAYE £64.60

NI EE £45.07

NI ER £51.28

 

7

7

7

WCC Pension Fund Pension Employee £57.62

Employer £256.66

Employee £57.62

Employer £256.66

7
Mrs C Boyles Postage/travel

Office expenses

£74.79

£22.08

£74.79

£22.08

5

6

Mrs C Boyles Reimburse anti-slip plywood for play equipment repair £36.02 £36.02 9
Terry Griffiths Lengthsman work (TGC1766)

(TGC1809)

£452.40

£452.40

£377.00

£377.00

18

18

SSE Pavilion electricity

Kemble Centre electricity

£119.58 (DD)

£20.96 (DD)

£113.89

£17.47

12

12

Black Hill Web Design Ltd Fees relating to transfer of website £86.40

 

£72.00

 

1

 

CT Groundcare Rec ground bin emptying

Rec grass cutting/toilet cleaning

£60.00

£250.00

£60.00

£250.00

10

9