Minutes February 2022

Serving Ewyas Harold, Rowlestone, Dulas and Llancillo

Tuesday 8th February 2022,
Finance Committee meeting: 6.45pm
At The Ewyas Harold Memorial Hall.

Present: Councillors Peter Jinman (PJ) (in the chair), Sarah Eynon (SE); Sally Probert (SP);

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

1. To accept apologies for absence.
2. To receive declarations of interest & written requests for dispensation.
None received.
3. Consider minutes of previous meeting – January 2022
All were happy that the minutes were a true representation of the meeting.

4. Finance
4.1 Nat West Business Current account: 01.02.22 £ 44,184.86
Nat West Business Reserve account: 01.02.22 £ 68,587.45
4.2 To consider outstanding invoices
CT Groundcare (January)                             £ 110.00
Mrs Chance (cleaning loos January)          £ 477.00
JM Probert (emptying bins Dec and Jan) £ 200.00
Liz Overstall (tree guards)                           £     55.71
HALC Subs April 2022 to May 2023        £ 782.58
HFAS (fire alarm checks)                           £ 120.00
J Gallagher (insurance adjustment for
Zip wire)                                                        £ 206.96
To agree Proposed expenditure:
Proposed: SP Seconded: PJ

Recommend Payment all in agreement

4.3 To approve regular payments schedule : Clerks salary and expenses; and Direct Debits:-
Information commissioners office, (data protection) £35.00
Recommend the spending above.

Proposed: SP Seconded: PJ All were in agreement.

It was resolved to agree to all of these payments.

Each item was looked at as a separate expenditure.

Action: Clerk to action these agreed payments.

4.4 To acknowledge receipts.
EHUFC £60: interest on Business acct £0.58
4.5 To consider grant applications: none to the PC to date. But the PC has applied for a grant of £549.60 to purchase some bicycle racks

5 To raise matters for the next agenda: None at present.

6 To note the date of the next scheduled meeting : 8th March 2022

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

Meeting closed at 6.55pm

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

Draft Minutes

Meeting started: 7.00 pm
Present: Councillors: Peter Jinman (PJ) (in the chair): Sarah Eynon (SE); Alex Culpin (AC); Liz Overstall (LO); Stephen Clayton (SC), Malcolm Watkins (MW); Will Lloyd (WL);
Sally Probert (SP) 1 member of the public
Also: Sophie Glover (Clerk),

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

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

– MW for his parents in law undertaking the disinfecting of the Rec loos.
– SP for her husband emptying the bins for the Parish Council.
– PJ for the planning application 214321 – as a member of the EH Common Trust whose land abuts this proposed location.

All cllrs were happy with this position.

3. To consider minutes of the previous meeting – January 2022. All were in agreement that the minutes were an accurate record of the meeting. The Chair duly agreed to sign the minutes. Proposed MW seconded: WL
Action: Chair to sign the minutes.

4. Matters arising from the minutes: either addressed, on the agenda or actions list apart from the appointment of a new councillor: The prospective Cllr who was voted onto the PC at the last meeting had told the clerk that he wished to speak with the Chair prior to signing any papers, this conversation has yet to happen. Clerks appraisal: did not need to proceed as the clerk had submitted her resignation this week. Proposed from the chair that HALC start the process of engaging a new clerk with immediate effect. Seconded SP all were in favour, starting with offering 10 hours per week.

Action: PJ to approach HALC 

5. Open forum for public comment:
Nothing bought up.

6. To receive a brief report from :
6.1 the Ward Councillor/PC Chair.
PJ told the meeting that this was budget week for Herefordshire Council. There will be an increase in Council Tax to cover social care etc. There will be cuts in some areas and the Council wont be able to undertake some projects. The ‘Levelling up‘ fund has Local matters: the issue of the zip wire, with its original location causing great consternation to the neighbours. It’s new location is also generating some comments, but on the whole people are happy that the PC listened to the public’s concerns. PJ asked the residents local to the rec what they wanted there, and the response was an all weather path around the edge of the whole field. He has passes this thought on to the rec committee.
One person was injured going along Longtown Road in a riding accident this month– the chair was asked to consider putting up signs warning of riders being present.
The chair was asked if there should be some one from the PC on the Common Committee? The answer was that any one from the PC could become a member of the ‘Common Trust’ and at that point, they could have access to more information. PJ is a trustee on the committee and feeds back to the PC as necessary.
He will ask the Trust what their view is on this.

Action: The Chair will report back on the final point under his Chairs comments on the next agenda.

6.2 To receive a report from PCSO – none present.

6.3 To receive report from footpath officer – Terry Talbot had not submitted a report this month. Clerk to produce 2 laminated signs saying that the path EH1, is dangerous and pass on to SP to put up.

6.4 To receive report from the Tree Warden.
She had been asked to check the trees on the Kemble Centre site. She asked an expert to do this, and the result was that an ash tree needed to be cut down, approximate cost would be £650.

7. Action List for Councillors – clerk to update

8. Kemble Centre – update and lease discussion.

The Chair has been in regular contact with our solicitors. We do have a lease, is being sent to ACCC for their consideration.
Parking and planning are still outstanding issues. A pre lease contract has been discussed by our solicitor to address this, stipulating exactly the number of car parking spaces that the PC wishes to maintain, and which ACCC are expected to offer as part of their development, the provision of adequate parking is a key element of this development. ACCC will now be approached with the idea of a pre lease agreement, and they have yet to comment on the idea.
ACCC are currently starting in the Church Hall, offering training sessions etc to get some track record of work behind them.
The solicitor for the council has suggested that to meet members concerns as to the financial risk the prelease contract will seek the right for the Parish council to seek full disclosure as to financial position of ACCC before any building commences. The point was raised whether or not the PC should be progressing with this development at all, or would a car park on that location be more appropriate?
The solicitor has said that she would work for a set fee, which was very moderate, she has significantly exceeded this. She has asked that the final drawing up of the contract will be on top of her initial fee.
News on the soffits: the workman is waiting for the materials to arrive and then he will undertake the renewal of them.

9. Planning
9.1 To consider comments on applications to be determined by Herefordshire Council as listed below or on the Herefordshire Council Planning website prior to the meeting.
214321: Land North of Gilberts Wood, Ewyas Harold: Proposed development of up to 25 houses.
Neighbours to the site have passed on comments to the PC to the effect that: there is no footpath to the village, and this would need to be addressed. The speed limit will need to be extended further out of the village along the Abbydore Road.
From the councillors: The proposed development sits outside the village Settlement Boundary (village envelope). See https://www.herefordshire.gov.uk/downloads/file/11688/ewyas_harold_village_policies_map
Sewage: disposal has not been identified clearly enough, where will it go and will the existing sewage works be able to deal with 25 more properties.
Water: will the water supply be sufficient to supply these homes.
Re INFRASTRUCTURE: Refer to Abbeydore and Bacton, Ewyas Harold and Kentchurch Neighbourhood Development Plan which incorporates Ewyas Harold Parish Plan 2012 In the latter document, see item 2. INFRASTRUCTURE FOR NEW DEVELOPMENTS para 5: “No planning permission should be granted without proof of adequate infrastructure.”
So for consideration are the following points:-
School: is this big enough to take this number of additional children?
Access to the site was considered to be very poor.

S106 funds should this application be successful: the Chair had logged the PC’s interest in any S106 funds that should be drawn to this application.
Decision: That the PC support this application, as long as the following concerns are addressed: as above. Proposed: PJ Seconded:
Action: clerk to write a paragraph in opposition to this application and circulate to cllrs prior to submission

214118: Woodview Cottage, Ewyas Harold: To keep existing storage container in front garden.
It was felt that it sets a precedent in the village and takes away a parking space in an area that is critically short of parking. This container/shed could have been put in the back of the property, but instead they opted to put it in the front.
Decision: The PC objects to this application. The EHGPC feels that removing a parking space in the heart of the village, is unnecessary, the container/shed may be over height and anyway the PC feels that it is inappropriate at that position and would set an unacceptable precedent for all the houses along that road. There is no reason why it should not be placed in the rear garden.

Proposed: Chair   Seconded: SP  All were in favour.

220274: Methodist Chapel, Ewyas Harold: Conversion of Chapel to form annexe to The Rydings.
Clerk to ask for an extension for comments on this application.

Action: Clerk to submit comments

9.2 To note the applications determined by Herefordshire Council:-
214181: Land at Poplars Meadow, Ewyas Harold: Withdrawn.

9.3 Discussion on S106 requirements in the future.  Mentioned above.

9.4 Herefordshire Local Plan Consultation: Second phase – Spatial awareness.

10. Recreation ground/pavilion:
Update on the rec, pavilion and play area. Including zip wire. Playground surface deterioration. Car park expansion. Agreement on the tender for the grass cutting.
Zip wire: the location caused some local upset. It has now been relocated and will be signed off next week as fully completed. Taking from the process, we need better consultation with the people affected. But, throughout the pandemic we have carried out the PC business, but in this we did err in our consultation with the public. Perhaps rejuvenating the newsletter, or just a simple information sheet to update people with what the PC are doing. Our having to move the apparatus did incur a cost, for making good the ground that had been disturbed.
We are now considering putting benches down near the zip wire, and considering other items for residents to utilise.
Toilets: MW is meeting a contractor on site this week to get their input on what they could do to improve the toilets on the rec. Equally a decorator is going to quote to improve the look of the toilets and the pavilion for this summer.
Development of the rec: we have talked about a tennis court, we are looking at benches there will be a public information push at the time.
The extension of the car park should lead into the development of the path around the field.
SP thanked MW for his amazingly hard work to get the zip wire in place.
Grass cutting at the rec: tender document to circulated MW to forward a couple of leads to add to the circulation.
Action:- MW to meet with contractor.
Clerk to add general discussion on the rec to the annual meeting agenda.

Chair asked to go on after 9pm Proposed AC Seconded: LO

11. Lengthsman
To receive an update and consider vital work required around the parish. Discussion on retendering for the lengthsman role, it was identified that David Roden was best placed to do the significant work with the drainage grant, but we might need a second lengthsman to do all of the other works.  The point was raised that over the last months no work had been done on clearing the Parishes grips and gullies as used to happen with ‘maintenance days’, the need for these to be reinstated was raised as a key issue.
Pavement from Trapp house corner to Dark Lane has a lot of leaves to be cleared, down past the old Methodist church.
Action : Clerk to apply for the drainage grant.  Add reinstatement of ‘maintenance days’ to next agenda.

12. Finance
12.1 Balance as in the Finance Committee minutes.
12.2 To authorise payments to be made as in the finance committee minutes.
12.3 To authorise regular payments (as listed in the finance committee minutes)
12.4 To confirm monies received: As listed in finance committee minutes.
12.5 Grant requests for consideration: None.
12.6 Outstanding business rates for the library: still pending.

Proposed to make these payments: AC Seconded: MW all in agreement.

Action: Clerk to make these payments.

13 Garden at Dore Abbey:
To consider the request to assist with this.  LO looking into this further.

14. Placement of bike racks in the village.
Must not be used at the Kemble Centre as bike racks will be compulsary should they get planning permission on the site, so we have 2 that need positioning in the village, although they can be put on our car park area by the Kemble. One also to go on the rec. The are not needed at the Memorial Hall.

15. Community Resilience Plan / Covid 19
CP had circulated a draft of the plan to all councillors. CP wasn’t present so nothing further on this from him. SP told the meeting of the cost implication of fuel and heating that will affect our parishes. She felt that this should be included in the resilience plan.

16. Roads
Road safety and improvements. Discussion about putting in more roundels on the roads.
Builders merchant: light pollution is significant from them 24/7. The Chair will take it up with them again (he has already done so a couple of times). Next step will be to take it to enforcement.
Bollards on the main road: are completely filthy and can not be seen, one has now been hit and is broken. Ewyas Harold sign is also filthy and cant be read. White marks on the A465 turning to Pontrilas is so faint that you cant see it.
Action: clerk to book date with Ian Connolly. Also pass on to locality steward the bollard problem, the dirty road sign and road markings.

17. Informing parishoners of the work of the GPC including social media.
AC will put the following on the site: Grass cutting at the rec; clerks position; zip line;

18. To raise matters for the next agenda : As per this agenda .

19. To note the date of the next scheduled meeting : 8th March 2022

Meeting closed at 21.33

Signed:_________________________________ Date: ________________

Future parish council meeting dates for 2022:

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
Tuesday 11th October 7pm
Tuesday 8th November 7pm
Tuesday 13th December 7pm