Minutes 12th November 2019

Serving Ewyas Harold, Rowlestone, Dulas and Llancillo

Minutes for the Parish Meeting on
Tuesday 12th November 2019 at 7pm in the Pavilion


Present: Councillors: Peter Jinman (Chairman), Sarah Eynon, Sally Probert, Malcolm Watkins, Michael Wrigglesworth, Clive Stainton, Stephen Clayton and three members of the public.

In attendance: Claire Owen (Clerk)

1. To accept apologies for absence. – Apologies were accepted from Liz Overstall
2. To receive declarations of interest & written requests for dispensation. – None
3. To consider minutes of the previous meeting … 14.10.2019.
It was RESOLVED to adopt the minutes as a true record, and they were signed by the Chairman.

4. Open Forum
4.1. To receive a brief report from the Ward Councillor:
4.1.1. The Environment Agency have visited the village twice since the floods and are due to return again. A report of their recommendations is expected in due course.
4.1.2. The Councillor is lobbying for multi-agency involvement to improve flood defences.
4.1.3. Herefordshire Council is in the process of setting budgets.
4.1.4. A meeting is being held with Monmouthshire Councillors to progress the new station proposal.
4.2. To receive a brief report from the local police team. Apologies were accepted from the local police team.
4.3. To receive a brief report from the Parish Paths Officer … Graham Robinson. The report from the Parish Paths Officer was reviewed and noted.
4.3.1. It was noted with thanks that the signage on RW1 had been replaced by the PPO.
4.3.2. It was RESOLVED to agree the repair to footpath RW4. ACTION: Clerk
4.4. To receive views of local residents on parish matters.
A request has been received for a rubbish bin to be placed on the Pontrilas Road. The Clerk is to investigate responsibilities for placement, maintenance and emptying. ACTION: Clerk

5. Council Vacancies and Training
5.1. Councillors were made aware of the new training course schedule. Requests to attend courses to be forwarded to the Clerk.
5.2. A brief presentation was received from a member of the public at the meeting who had expressed an interest in becoming a Parish Councillor.

6. Finance
6.1. To consider outstanding invoices in line with budget. Members considered and RESOLVED to pay DM Payroll £42, CT Groundcare £394.
6.2. To review the 2019/20 budget and expenditure to date. The 2019/20 budget and expenditure to date was reviewed and noted.
6.3. To authorise regular payments. It was RESOLVED to agree the list of regular payments.
6.4. Approve Q2 Bank Reconciliation. The Q2 Bank Reconciliation was approved by Malcolm Watkins.
6.5. To review 2020/21 Draft Precept. The draft precept report was presented. Councillors were asked to email any questions to the Clerk prior to the next meeting. ACTION: ALL
6.6. A cheque for £170.66 has been received from Axa for the water escape insurance claim. Further monies are expected.

7. Planning
7.1. It was RESOLVED to comment favourably on applications to be determined by Herefordshire Council.
7.1.1. P193504/O – 4 Callowside Ewyas Harold Hereford HR2 0HX, Proposed detached two storey dwelling, new access and parking,
7.1.2. P193268/V – Castle Lands Farm Ewyas Harold Hereford Herefordshire HR2 0HH, Proposed Lawful Development Certificate for the installation of new 28kw log gasification boiler in back room of existing detached garage/workshop to provide house heating and domestic hot water. Boiler being installed by MCS approved installer. – No comments being accepted. The application was noted.
7.1.3. P193851/PA7 – The Brooms Walterstone Hereford Herefordshire HR2 0DT, Application for prior notification of a general purpose agricultural storage building. – No comments being accepted. The application was noted.
7.2. To note the applications determined by Herefordshire Council: None.

8. Recreation Ground/Pavilion
8.1. To consider progress on maintenance & repairs:
8.1.1. Window – it was noted that the window had not been replaced yet. ACTION: Clerk
8.1.2. Play surface and playground fencing. The clerk reported that the contractor needs a minimum of 3 days of dry weather to complete the painting on the playground so it maybe a while before it is done. HAGS also sent information on the gates from the manufacturer who recommended they be adjusted every couple of weeks while they are bedding in which Mike has kindly offered to do. ACTION: Mike Wrigglesworth
8.1.3. Playground inspection actions. The clerk is to draw up a schedule of repairs for the REC Committee to approve. ACTION: Clerk
8.1.4. Hedge and tree cutting. It was noted that the hedge/tree behind Brook House had not been cut yet. ACTION: Clerk
It was RESOLVED to ask Paul Powell to quote for work to the oak tree by the cricket pavilion overhanging a neighbouring garden. ACTION: Clerk
It was noted that It was noted that the scheduled hedge cut by Ray Pritchard had not been completed. ACTION: Clerk.
8.1.5. Malcolm reported that the old nets by the cricket pavilion would be scrapped once the weather improved. ACTION: Malcolm Watkins and Mike Wrigglesworth
8.1.6. Thanks were given to the Events Committee for organising the Firework Display, especially given the difficult weather conditions. It was noted that the location of the bonfire should be reviewed for next year’s event.
8.2. Recreation Committee Meeting date. To be agreed. ACTION: Rec Committee

9. Lengthsman
9.1. To receive an update and consider work required around the parish. The issues raised in the lengthsman’s report were discussed and concerns were raised about responsibility for ditch maintenance, drainage, and road surface damage particularly in the Wigga Road area. The clerk reported that the Locality Steward had been to look at the area following the issues raised at November’s meeting. It was RESOLVED to seek clarity from the Locality Steward on work responsibilities and how to progress issues. ACTION: Peter Jinman
9.2. It was RESOLVED to agree the Parish Paths Partnership and Parish Lengthsman Scheme Contract with Herefordshire Council for 2019/20 and it was signed by the Chairman and the Clerk.
9.3. It was RESOLVED to refer the tree and drainage issues in Dulas to the lengthsman.

10. Kemble Centre
10.1. Maintenance. – No work in progress at present.
10.2. Arts Co-operative update. Progress on the use of the Kemble Centre as a multi-purpose site including both health and arts projects is continuing. The clerk reported that the Planning Department had responded that planning consent would be required for change of use. The Chairman reported that a detailed response was due from Social Services which would inform a pre planning application.
10.3. Defibrillator at doctor’s surgery. – Information is due from the Surgery to allow the defibrillator to be registered with Circuit. ACTION: Clerk

11. Road Safety… To consider progress
11.1. The summary of the meeting with Ian Connolly, Road Traffic Advisor was noted and the Chairman commented that it had been and interesting and informative discussion, with Ian’s report expected in due course.
11.2. It was RESOLVED to purchase the 400ltr Grit Bin from Broxap subject to approval from the Locality Steward. ACTION: Clerk
11.3. It was RESOLVED not to take up the offer of a salt delivery from Balfour Beatty as the Parish Council already had a supply available.

12. Climate Emergency
12.1. Discussion on the tree planting was postponed to December’s meeting.

13. Train Station
Clive Stainton reported that he and Peter Jinman were attending a meeting with Councillors in Monmouthshire. In addition, Clive’s article on the proposal is in the recent edition of “The Place” published by the Hereford Civic Society.

14. Flood Prevention and Contingency Planning
14.1. The Chairman reported that the Environment Agency had visited the village twice during the week following the floods and were due to return again. A report of their recommendations is expected in due course.
14.2. It was discussed and RESOLVED that the Parish Council should purchase both filled sandbags and empty bags with separate bags of sand. ACTION: Peter Jinman to contact St Michaels Hall to ask to use their storage area and M Wrigglesworth to ascertain availability from Pontrilas Merchants.

15. NDP Review – The training was attended by Liz Overstall and Peter Jinman. Liz had kindly sent an email outlining the main points from the training. In summary it will be more of an in-depth review than originally proposed which may include some local consultation. There will be some funding available. First steps are to review the current NDP to identify changes. ACTION: ALL

16. Adoption of Phone Box – Councillors were asked to consider the list of possible uses for discussion at the December meeting. ACTION: ALL

17. Pre Xmas-Event. It was proposed that Parish Councillors be available at the Kemble Centre to speak to the public on Saturday 7th December. This is to coincide with the Support your Local Business Event being held that day. ACTION: Clerk to ascertain availability of Councillors and investigate provision of posters, and refreshments.

18. To raise matters for the next agenda … no discussion.
18.1. Maintenance of Over Height Lorry Sign
18.2. New sites for defibrillators
18.3. Security of Pavilion

19. To note the date of the next scheduled meeting … 10.12.19.

A resolution will be passed to exclude members of the public from the following confidential item

20. Employment matters re Clerk/RFO
20.1. Members considered and RESOLVED to pay Clerk’s salary as per separate schedule
20.2. Members considered and RESOLVED to pay Clerk expenses £40.69
20.3. Members received feedback from the Interview Panel and it was RESOLVED to concur with their unanimous recommendation to appoint Sophie Glover as the new Clerk/RFO on Scale Point 24 within LC2 Scale recommended by the National Joint Council for Local Government Services (NJC) from 1st April 2019, subject to references and a six-month probation period. Start date to be agreed to allow a two-week handover period with the existing Clerk.

The Chairman closed the meeting at 20.40