Minutes 13th November 2018

Minutes of a Parish Council meeting held on Tuesday 13th November at 6.30 pm in the Pavilion

Councillors: Stephen Clayton, Sarah Eynon, Peter Jinman (from 7.15pm), Liz Overstall, Clive Stainton (from 7.02 pm), Malcolm Watkins, Michael Wrigglesworth.
In attendance: Lynda Wilcox (HALC) … Meeting cover.

In the absence of the Chairman and Vice Chairman, it was RESOLVED that
Liz Overstall would chair the first part of the meeting.
Peter Jinman then took the chair from Item 7.2 onwards.

1. Apologies for absence
1.1 Apologies for absence were received from:
1.1.1 Rachel Evans
1.1.2 Chris Pogson

2. Declarations of interest & written requests for dispensation
2.1 Councillor Watkins declared a Non DPI (Disclosable Pecuniary Interest) in item 8.2.
2.2 Councillor Wrigglesworth declared a Non DPI in item 8.2.

3. To consider the minutes of the previous meeting … 9th October 2018.
3.1 It was RESOLVED to adopt the minutes of the previous meeting subject to the following amendment:
3.1.1 Item 4.4.4 Conclude the sentence at … re the pavilion.’ Delete wording from ‘it was noted’ to ‘Monday’.

4. Open Forum
4.1 The Ward Councillor’s gave a brief verbal report on Herefordshire Council matters when he joined the meeting, which included:
4.1.1 Sewage improvements … Welsh Water were stating that the current capacity is sufficient but local residents had reported sewage coming out of the roads.
4.1.2 It was noted that some of the drainage system did not appear to be on the Welsh Water maps.
4.1.3 Local residents were urged to send in known problems to Herefordshire Council and Welsh Water.
4.1.4 Balfour Beatty had undertaken repairs to the culvert from Ewyas Harold before the sharp corner of the Trout yet flooding off the field was still causing a problem.
4.1.5 In his capacity as Ward Councillor, Peter Jinman would endeavour to arrange a site meeting to discuss outstanding matters.
4.2 The Parish Paths Officer was not present to give his report.
4.3 Views of local residents on parish matters … There were no residents present.

5. Planning … Applications for determination by Herefordshire Council:
5.1 App P183733/AM … Home Farm, Dulas … Proposed non-material amendment to planning permission ref 161253 (Barn conversion to house) – Alteration in floor plan size (reduction), windows style and flue position.
5.1.1 It was noted that the above application had received planning permission.

5.2 App P183788/F … Holling Grange, Tremorithic Road, Ewyas Harold … Proposed conversion of restaurant to house.
5.2.1 Parish Councillors had no objection to the application.

5.3 P183995/XA2 … Land at Home Farm Dulas … Application for approval of details reserved by condition.
5.3.1 It was noted that the above application had received planning permission.

6. Neighbourhood Development Plan (NDP) … No update was available.

7. Finance
7.1 Members considered payments within budget and RESOLVED to pay:
7.1.1 CT Ground Care’s invoice for £522 dated 3rd November 2018. It was noted that grass-cutting had now finished for the year and the contractor would only be undertaking fortnightly emptying of bins until April 2019.
7.1.2 Newsletter photocopying – £45.
7.2 It was RESOLVED to consider quotes for the refurbishment of the Rowlestone phone box and its future use, at the next meeting.
7.3 It was RESOLVED to consider quotes for the refurbishment of Eywas Harold noticeboard at the next meeting.
7.4 Financial support to CARE Herefordshire … It was RESOLVED that the applicant be requested to complete a grant application form and submit a set of accounts.
7.5 Grant application from the church … It was RESOLVED to discuss the matter at the next meeting.

8. Recreation ground/pavilion
8.1 Felling of tree alongside car park to enable siting of new storage container … It was RESOLVED that the Councillors Clayton and Wrigglesworth would oversee the safe felling of the tree.
8.2 It was RESOLVED that the Chairman would thank local resident Charlie Hales for filling in holes in the car park.
8.3 It was RESOLVED to seek further UPVC quotations for a replacement window in pavilion, to enable discussion at the next meeting.
8.4 Members discussed the installation of the defibrillator in an external wall cabinet to be fitted to the pavilion.
8.4.1 Local electrician, Shane Evans had offered to install the equipment free of charge for which the parish council gave a vote of thanks.
8.4.2 It was noted that the defibrillator had been donated by the Hereford & Worcester Responder Team and it would need a new battery (£200-£300) in about three years’ time. Weekly checks would be required and training on the use of the defibrillator was being arranged at the Memorial Hall.
8.4.3 It was RESOLVED to sign the Memorandum of Understanding and forward it to the West Midlands Ambulance Service.
8.5 Update and action on pavilion stewardship agreement … It was RESOLVED to revisit the matter in the New Year.
8.6 Members were waiting for a formal application to use the pavilion by the Scouts Group.
8.7 It was RESOLVED to agree to a request for use of the pavilion between 10.00 and 12.00 on Sunday 25th November for Xmas wreath making. The fee would be £16 including VAT.
8.7.1 It was further RESOLVED that from 1st January 2019, hire fees for the pavilion would be shown as £8 per hour + VAT.

9. Rowlestone Village Hall … to consider update on purchase of land by Hall.

10. Website management
10.1 Councillor Evans had liaised with the website administrator, Mark Millmore, and it was RESOLVED to accept his offer to publish notices, agendas and minutes etc. on the website as well as sending out newsletters for the sum of £30 per month.

11. Matters raised for the next agenda

A resolution was passed to exclude the public from the following confidential item
12. Employment matters
12.1 Members discussed aspects of the clerk’s employment.
12.2 It was noted that the telephone number displayed on the parish council website for use during the clerk’s maternity leave was not functional and it was therefore RESOLVED that Councillor Eynon would visit Red Line to activate the parish council’s mobile telephone number which ended in 509.