Minutes 14th October 2019

Serving Ewyas Harold, Rowlestone, Dulas and Llancillo

Minutes for the Parish Meeting on
Monday 14th October 2019 at 7pm in the Pavilion

Present: Councillors: Peter Jinman (Chairman), Sarah Eynon, Liz Overstall, Malcolm Watkins, Michael Wrigglesworth, Clive Stainton, Stephen Clayton and one member of the public.

In attendance: Claire Owen (clerk)

1. To accept apologies for absence – None
2. To receive declarations of interest & written requests for dispensation – P Jinman declared an interest in agenda item 7.1.1
3. To consider minutes of the previous meeting … 13.8.19.
It was RESOLVED to adopt the minutes as a true record, and they were signed by the Chairman.

4. Open Forum
4.1. Ward Councillor Peter Jinman gave a brief report, including:
4.1.1. Interest in the new railway station is increasing with interested parties from Grosmont, Monmouthshire Council and Herefordshire Council due to meet.
4.1.2. The leader of Herefordshire Council will commence issuing a monthly bulletin in the near future which will provide updates on the Council’s work.
4.1.3. The review of the Western Bypass and Southern Link road plans is ongoing.
4.1.4. Discussions on the location of the new University are in progress.
4.1.5. The Council have reviewed their Child Protection policies which are available to see on their website.
4.1.6. Monmouthshire have closed their rubbish and recycling facilities to residents outside of the county. Discussions are ongoing to try to resolve this.
4.1.7. The Hereford Times now has greater coverage of the affairs of the Council as their news desk has a Local Democracy reporter.
4.1.8. P Jinman visited the EnviRecover plant operated by Severn Waste Services.
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 RESOLVED to retrospectively agree the repair to footpath EH16 as detailed in the August report.
4.3.2. The removal of the padlock at the start of RW1 was noted and that the footpath officer would check the reported damage to signage on the route once weather permitted.
4.3.3. It was noted with thanks that Graham had renewed his Footpath certification with Balfour Beatty for another two years.
4.4. To receive views of local residents on parish matters. A number of queries have been received by the Councillors:
4.4.1. A request for a small supply of salt to be stored at the Catholic Church for emergency purposes during the winter months, especially for use in the more rural areas of the parishes. It was AGREED to investigate the cost of a salt bin. ACTION: Clerk
4.4.2. The trees on either side of the U74416 from the Balls Cross junction of the U74417 to the junction with the U74418 have become overgrown to such an extent that it is now difficult for agricultural machinery and agricultural delivers/collections to be made on that route. ACTION: CLERK to raise with the locality steward.
4.4.3. The road surface of the U74416 from Balls Cross junction of the U74417 to the junction with the C1219 has deteriorated severely. ACTION: CLERK to ask the Lengthsman to attend to ensure the grips in the ditches are clear and report to the locality steward.
4.4.4. Options for the removal of the water from the Wigga road U74418 as the water is not travelling successfully through the drain under the road. ACTION: CLERK to report to the Locality Steward.
4.4.5. Prill Road. A number of large vehicles had become stuck on the lane. ACTION: CLERK to request signage from the Locality Steward.
4.4.6. Mill Lane Dulas. There is a large pot hole in the concrete surface in the ford. ACTION: CLERK to report to the Locality Steward.

5. Council Vacancies
The Chairman requested that Councillors continued to take the opportunity to ask local people to become Parish Councillors. It was noted that one person had expressed an interest and had been invited to submit a CV.
6. Finance
To consider outstanding invoices in line with budget. Members considered and RESOLVED to pay CT Groundcare £324, D Roden £1573.66, JP Mole Control £180, Stewart Bytheway £580, Fran White £58.60, Halc £66. The DDs of PWLB £1687.20 and Welsh Water £70.18 were noted.
6.1. To review the 2019/20 budget and expenditure to date. The 2019/20 budget and expenditure to date was reviewed and noted.
6.2. To note regular payments and payments authorised by the chairman and clerk since the meeting on August 13th. Members considered and agreed payments made to DM Payroll £42, Herefordshire Alarm Services £159, Came & Co £1909.50, PKF Littlejohn £360, CT Groundcare £602.
6.3. To authorise regular payments. It was RESOLVED to agree the list of regular payments.
6.4. To review 2018/19 Audit conclusion. The 2018/19 Audit Conclusion was reviewed and accepted.
6.5. To appoint a fourth member to the Finance Committee. It was RESOLVED to appoint Councillor Malcolm Watkins to the Finance Committee.
6.6. To sign bank authorisation letter. It was RESOLVED to postpone the authorisation letter until the new Clerk joined.
6.7. To note insurance renewal. The renewal of the insurance £1909.50 was noted.
7. Planning
7.1. It was RESOLVED to comment favourably on applications to be determined by Herefordshire Council.
7.1.1. Application P193156/RM – Land to the rear of the Laurels Veterinary Practice, application for approval of reserved matters following outline approval 161674/O – Construction of three dwellings.
7.2. The applications determined by Herefordshire Council were noted:
7.2.1. Application 190366 – Home Farm Dulas Hereford Herefordshire, Proposed change of use of a redundant agricultural building to assembly and leisure use, as a barn to hold functions., Determination Made. Approved with Conditions.
7.2.2. Application 192402 – Land at the Workshop at Caeflwyn The Common Ewyas Harold Herefordshire, Application for approval of details reserved by conditions 4 5 7 & 8 attached to planning permission 181182, Determination Made. Approved with Conditions
7.2.3. Application 191831 – Elm Green Ewyas Harold Hereford Herefordshire HR2 0JA, Proposed building to form a covered feeding yard for cattle and covered handling area., Determination Made. . Approved with Conditions
7.2.4. Application 192634 – Battlelands at Middle Cefn, Dulas – Proposed amenity building and associated parking and drainage to serve ‘Battlelands’ business. Approved with Conditions.
8. Recreation ground/pavilion
8.1. Recreation ground inspection. The issues raised were noted. ACTION: REC COMMITTEE
8.2. To consider progress on maintenance & repairs:
8.2.1. Roof. The work is complete.
8.2.2. Window. Installation scheduled for the end of October
8.2.3. Play surface and playground fencing. It was noted that the new fencing and play surface had been completed to a high standard looking both durable and attractive. Thanks, were given to all those involved. It was noted that the contractor is due to return to complete the painting on the surface. A comment was that the self-closing gates were slow to close and may need adjusting. ACTION: CLERK to raise with contractor.
8.2.4. Playground inspection actions. There were a number of actions to be considered together with a new site for the re-installation of the waste bin. ACTION: REC COMMITTEE
The erosion under the slide continues to be an issue. ACTION: CLERK to contact playground inspector for advice on possible solutions.
8.2.5. Hedge and tree cutting. The quote from Paul Powell was accepted for the cutting of the trees behind Brook House. It was RESOLVED that the shrub beds by the picnic tables be tidied removing saplings and briers and the shrubs pruned. ACTION: CLERK
8.2.6. More anti dog fouling signs are required. ACTION: CLERK
8.3. 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. It was noted that the repair to EH16 had been completed.
9.2. To review 2019/20 Annual Maintenance Plan. The maintenance plan was reviewed and agreed for submission to the Locality Steward. ACTION: CLERK
10. Kemble Centre
10.1. Maintenance. It was noted that the work on the ply panels, moss removal and flashing had been completed.
10.2. Arts Co-operative update. Peter Jinman reported that matters were progressing on the use of the Kemble Centre as a multi-purpose site including both health and arts projects. Herefordshire Council was undertaking a short survey on its potential. The site has been visited by a planning officer and their comments are awaited. Contact details for the relevant people at Herefordshire Council had been passed to the Arts Co-operative for them to be directly involved as the project progresses.
10.3. Defibrillator at doctor’s surgery. It was RESOLVED to fund the maintenance of the defibrillator and ask the practise if they could monitor its status. ACTION: CLERK
11. Road Safety… A meeting is scheduled with the Safer Roads Team Traffic Management Advisor on 29/10/19
12. Climate Emergency …
12.1. Tree planting – Liz Overstall’s proposal for tree planting was considered and it was agreed that a single row of trees be planted to the north of the cricket field, a group around the seating area on the NW corner of the field and 2 black poplars by the stream. At the Kemble centre a specimen tree on the grass and a row of trees along the boundary with the GP surgery were proposed. The Chairman asked for the tree pack options from the Woodland Trust be circulated and tree quantities be calculated. ACTION: L OVERSTALL
13. VE Day Commemoration – local activity and interest in this to be reviewed in the New Year
14. NDP Review – training. Liz Overstall will attend the training on November 6th 2019
15. Firework Event 2nd November 2019 – It was RESOLVED to give permission for the Firework Event. ACTION: CLERK
16. To raise matters for the next agenda … no discussion.
Update on new station
Councillor Training
Adoption of BT phone box – possible uses
Draft precept 2020/21

17. To note the date of the next scheduled meeting … 12.11.19.

A resolution was passed to exclude members of the public from the following confidential item
18. Employment matters re Clerk/RFO
18.1. Members considered and RESOLVED to pay Clerk’s salary as per separate schedule
18.2. Members considered and RESOLVED to pay Clerk expenses £18.54
18.3. Progress on recruitment of new clerk – The Chairman reported that HALC had received applications for the position and interviews would be scheduled later in the month.

The Chairman closed the meeting at 21:00