Draft Minutes

Serving Ewyas Harold, Rowlestone, Dulas and Llancillo

Tuesday 14th December 2021,
Finance Committee meeting: 6.45pm
Held outside at Ewyas Harold Memorial Hall

Present: Councillors Peter Jinman (PJ) (in the chair), Sally Probert (SP)

Finance sheet had been circulated to all cllrs. Meeting started 6.45pm

1. To accept apologies for absence: Sarah Eynon (SE);
2. To receive declarations of interest & written requests for dispensation.
SP declared an interest in J Probert’s invoice for the bins.

3. Consider minutes of previous meeting – November 2021
All were happy that the minutes were a true representation of the meeting.

4. Finance
Nat West Business Current account: 01.12.21 £ 49,161.33
Nat West Business Reserve account: 01.11.21 £ 68,586.29
4.1. To consider outstanding invoices
CT Groundcare (November) £ 110.00
Mrs Chance (cleaning loos) £ tbc
JM Probert (emptying bins) £ 125.00
JP Price (mole catcher) £ 207.50
SLCC subscription £ 223.00
DM Payroll services £ 177.50
Ewyas Harold Memorial Hall £ 64.00
Bespoke Visual Solution £ 25.00
Herefordshire Fire Protection £ 92.14
The Village Carpenter £ 398.00
JP Mole Control £ 207.50
Rolwestone Village Hall (meeting room) £ 20.00

Proposed: PJ Seconded: SP

Recommend Payment all in agreement

4.2. To approve regular payments schedule : Clerks salary and expenses; and Direct Debits:- Kemble Centre Electrics: £76.35

Recommend the spending above.

Proposed: PJ Seconded: SP

It was resolved to agree to all of these payments.

Proposed: PJ Seconded: SP All were in agreement.
Each item was looked at as a separate expenditure.

Action: Clerk to action these agreed payments.

4.3. To acknowledge receipts. None

5. To consider the Precept for 2022 to 23
SP and the clerk got together following the November PC meeting to look at the historical data on the budget sheet to make a more accurate to budget for next year. SP and PJ will talk in early January to discuss the precept and then make a final proposal to the PC at the January PC meeting.
There are a few new houses in Ewyas Harold, with more coming, this will hopefully actually reduce the per household precept payment.
Action: SP and PJ to look at Precept prior to January meeting. Clerk: precept work sheet to be circulated to all councillors.

6. To raise matters for the next agenda: Precept.

7. To note the date of the next scheduled meeting : 11th January 2021

The committee agreed with the cheques that were being submitted to the PC for authorisation.

Meeting closed at 7pm

Ewyas Harold Group Parish Council meeting:
7.00pm At Ewyas Harold Memorial Hall

Draft Minutes

Meeting started: 7.00 pm
Present: Councillors: Peter Jinman (PJ) (in the chair): Sally Probert (SP); Stephen Clayton (SC); Malcolm Watkins (MW); Alex Culpin (AC); Will Lloyd (WL); Sarah Eynon (SE) from 7.05pm;
Also: Sophie Glover (Clerk), 1 member of the public was here for a planning application.

1. To accept apologies for absence. Liz Overstall (LO); Connor Price (CP); Terry Talbot – Footpaths officer (TT);

The Chair explained what delegated powers were and asked those present to support the addition to the Standing Orders that the clerk will have designated powers. All were in agreement. Clerk to research accurate wording for this.

2. To receive declarations of interest & written requests for dispensation.

– SP for her husbands invoice for emptying the bins.
– MW, at Item 11, informed the meeting that his relatives were currently providing the cleaning services and locking up the toilets on the rec.

All cllrs were happy with this position.

3. 3.1. To consider minutes of the previous meeting – November 2021. All were in agreement that the minutes were an accurate record of the meeting. The Chair duly agreed to sign the minutes. Proposed SP seconded: SC
Action: Chair to sign the minutes.

A concern had been raised by a local resident about the voluntary one way system that is used by the school parents. The resident was concerned that their house is inaccessible unless they come in from one direction. The meeting clarified that that this was just information for school parents who were trying to be helpful. It was not intended to be implemented as ‘law’ for all people all of the time.

4. Co-option of Councillors

Michael Fenton from Dulas has expressed an interest in becoming a Parish Councillor. He had submitted a paragraph about himself that had been circulated to all cllrs prior to the meeting. He was invited to the January meeting.

5. Matters arising from the minutes: either addressed, on the agenda or actions list:
Water level measure at Dulas. The Chair has endeavoured to get it understood that there has been one there for years, we just want it to be replaced.

6. Open forum for public comment:
No comments put forward.

7. To receive a brief report from :
7.1 the Ward Councillor/PC Chair.
PJ left his report until January – apart from his request for all to take Covid very seriously.
7.2 To receive a report from PCSO – Nothing this month.
7.3 To receive report from footpath officer – Terry Talbot had nothing to report for this meeting. The meeting heard that the railings at the Welsh Water access bridge have been made safe and it now looks very smart.
7.4 Tree Warden: LO was not present. The meeting heard that a parishioner was making a donation to the PC for a tree in memory of Dore Community Transport – their kind donation had arrived this morning and the Cllrs thanked them for their generosity.

8. Action List for Councillors –will be updated and circulated after this meeting.

9. Kemble Centre – update : The KC solicitors had used an old ‘heads of terms’ agreement, not those that had been discussed by all. These have been sent back for the correct papers to be utilised in the final lease.

Also, LO is sorting out the boards on the roof to make the building look smarter and to improve its waterproof capacity.

Action: LO to look for available carpenter/workman to do this job.

10. Planning
10.1 To consider comments on applications to be determined by Herefordshire Council:
213802 : Land East of Hill Farm Cottage, Rowlestone,– Proposed change of use of land to accommodate the siting of two holiday lodges, native woodland planting and associated development. This application had come in between the agenda being posted and the November meeting, as it was not on the agenda, it should not have been discussed at the last meeting.
To restate the situation, the Chair had been invited up to see the site, so he was happy to take questions as to the fact eg siting of the field, but would not express an opinion or vote on the application. The Chair has talked about this with the ‘standards officers’ at Herefordshire Council, seeking their advice, he has been informed that can still look at the application as a ward cllr, but he will not vote this evening.
Councillors observations: there is a good tarmac drive down to the property, but there is a lack of passing places on the way down there. Signage will be important, but the applicant will be looking further into this. The area is not over saturated with Holiday lets, and the PC were inclined to support some thing that would bring in additional business to the area.
Suggested Comment: PC supports the application, they would only ask that consideration is give to the removal of additional rubbish generated from the site, with no additional bins to be left at the top of the lane. All were in favour.

214181: Approval of details reserved by conditions 3,4,6, and 11 attached to planning permission 203333 for land at Poplars Meadow, Ewyas Harold.
Suggested Comment: EHGPC has no comment on this application.

It was proposed to amend future agenda to add ‘and any planning applications received that are on the Herefordshire Council Website prior to the meeting’ at the end of the list of planning applications to be considered. In this way we can still address last minute planning applications that come in after the agenda has been posted.

All councillors were in favour of this motion.

10.2 To note the applications determined by Herefordshire Council:- None

10.3 Discussion on S106 requirements in the future. Moved to the January agenda.
10.4 Herefordshire Local Plan Consultation: Moved to January agenda.

11. Recreation ground/pavilion:
Update on the rec, pavilion and play area. Including zip wire. Playground surface deterioration. Car park expansion.
The meeting was told that the wire had been cut on the periphery of the rec ground – it does look like this was deliberate to make a passing place for people to cross the rec, although it could easily be resecured.
MW informed the meeting that HAGs had been approached about the deterioration of the matting, they want £60 for an inspector to come out and look at it, but this could be reclaimed against any work that we tasked them to do. He was told to go ahead an book the inspector.
On the 10th January Sovereign are coming out to look at possible sites for both outdoor gym equipment and the MUGA and to quote for these. They will look at both the rec and the Memorial Hall as potential sites. SP will ask the school if they would use these facilities should they be made available.
A sign on the playground has been broken, its replacement was approved by all.
The car park extension had been costed as being at least £5,000 for the floor treatment alone, fencing or gates would be at additional cost. MW and SE were asked to proceed in getting 3 full quotes for this work – it will also be added to the precept considerations for the January meeting.
SE has been advised that the toilet block would cost approximately £5,000 to be renovated. Further quotes to be sought.
HAGs have told us that we can use any external varnish on the gazebo. SE to look for a carpenter/odd job man to undertake the rubbing down and revarnishing work.
Actions:- MW to book the visit from HAGS inspector; SP to ask the school about using the MUGA in the future; MW/SG to get 3 quotes for the car park expansion.
SE to secure some one to rub down and revarnish the gazebo. Also to get further quotes for the revamp of the toilet block.

Comments had been made to a Parish Councillor about the cost of their upkeep of the toilets over the last months. In respect of the points raised, MW, who had declared an interest in this item clarified that the payment is for toilet cleaning and for locking the toilets up at night and opening them up each morning which takes approximately 1.5 hours in total each day, seven days a week. He suggested that it would be prudent for this task to be put out to tender at some point in the near future for complete transparency. The PC agreed to do this towards the end of the financial year, reminding all that we continue to disinfect the toilets daily in order to protect our parishoners. This is how the PC choses to utilise the Covid Grant that they have received from Herefordshire Council, it is not paid out of the precept monies.

In regard to the comment about the payments to Ray Pritchard: The first payment was £2,671.37 as agreed at the September meeting related to the fencing work Raymond carried out alongside the river bank.

In respect of the invoice for Raymond Pritchard of £447.12 which was presented at the November GPC Meeting. (This is defined in the November minutes as Rec fencing and other jobs) to elaborate, this included the hedge cutting at the recreation ground and along Dark Lane as specified by EHGPC. In addition it also includes the extra work Raymond undertook installing replacement sleepers around the recreation ground car park in terms of labour and some materials. This also included the need for him to purchase some extra sleepers as the sleepers that Mike Wriggleswoth had in supply were not enough to replace all of the damaged sleepers.

All Councillors welcomed these questions as it helps to explain further how certain decisions were reached, and as a public body, the Councillors were encouraged that people wanted to know more about their expenditure.

12. Lengthsman
To receive an update and consider vital work required around the parish.
The clerk has not received any update on work completed by the lengthsman, it is not thought that any ‘maintenance days’ have been completed in any of the parishes in the last month.

Action: clerk to add ‘retendering for the lengthsman role’ to the January agenda.

13. Finance
13.1 Balance as in the Finance Committee minutes.
13.2 To authorise payments to be made (as in the finance committee minutes.)
13.3 To authorise regular payments (as listed in the finance committee minutes)
13.4 To confirm monies received: As listed in finance committee minutes.
13.5 Grant requests for consideration: Dore Community Transport (£1,000 given last year)
Whilst a grant request from Dore Community Transport had been received for £750, the EHGPC resolved to make a grant to them for £1,000 this year in recognition of their marvellous work over the last years, but particularly through the pandemic when they continued to ensure that people were able to make it to hospital appointments etc

Proposed to make these payments: all in agreement.
Action: Clerk to make these payments.

13.6 Discussion on precept for 2022-23
The final decision was deferred until to January meeting.

All cllrs to consider any projects that they want to be considered to undertake next year, fully costed and forward these to the Chair or clerk so that they can be added to the precept decision. These would include the car park expansion, updating the toilet block, putting more roundels onto the road.
Chair reminded the meeting that the clerk was due a pay rise and that this should be built into the precept consideration.
Action: Cllrs to submit any projects.
Rates at the library: it has come to light that there may be an outstanding sum to pay for business rates on the library premises. It is thought that we have an agreement with Herefordshire Council that we don’t need to pay rates on the Pavilion, the library, or the Kemble Centre, but this still has to be confirmed. It was all agreed back in 2014, so is taking a little time to work through.

14. Garden at Dore Abbey; Move to January agenda and clerk to re circulate the e mail.

15. Community Resilience Plan / Covid 19; Move to January agenda.

16. Roads including: Road safety improvements, discussion about putting more roundels onto the roads.

17. Informing parishoners of the work of the GPC including social media.
AC will put the following on facebook: Please take Covid seriously and look after yourselves and your families. Happy Christmas.

18. To raise matters for the next agenda : Items moved from this agenda . Clerks appraisal and salary discussion.

19. To note the date of the next scheduled meeting : 11th January 2022 at the Memorial Hall, Ewyas Harold.

Meeting closed at 20.05

Signed:_________________________________ Date: ________________

Future parish council meeting dates for 2022 – Covid guidance willing:

Dates for 2022 Tuesday 11th January 7pm Memorial Hall
Tuesday 8th February 7pm Memorial Hall
Tuesday 8th March 7pm Memorial Hall
Tuesday 12th April 7pm The Pavilion
Tuesday 10th May 7pm The Pavilion
Tuesday 14th June 7pm The Pavilion
Tuesday 12th July 7pm The Pavilion
Tuesday 9th August (TBC) 7pm The Pavilion
Tuesday 13th September 7pm TBC
Tuesday 11th October 7pm TBC
Tuesday 8th November 7pm TBC
Tuesday 13th December 7pm TBC