Minutes November 2021

Serving Ewyas Harold, Rowlestone, Dulas and Llancillo

Tuesday 9th November 2021,
Finance Committee meeting: 6.30pm
At The Pavilion, Ewyas Harold Rec.

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: None all were present and the Chair welcomed SP to the Finance Committee.
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 – October 2021
All were happy that the minutes were a true representation of the meeting.

4. Finance
Nat West Business Current account: 01.11.21 £ 53,923.45
Nat West Business Reserve account: 01.11.21 £ 68,585.69
4.1. To consider outstanding invoices
CT Groundcare (October) £ 462.00
Mrs Chance (cleaning loos) £ 474.30
JM Probert (emptying bins) £ 100.00
JP Price (mole catcher) £ 177.50
Fran White (playground inspector) £ 63.40
Raymond Pritchard (Rec fencing and Jobs) £ 447.12

Proposed: PJ Seconded: SE

Recommend Payment all in agreement

4.2. To approve regular payments schedule : Clerks salary and expenses; and Direct Debits:- None this month.

Recommend the spending above.

Proposed: PJ Seconded: SE

It was resolved to agree to all of these payments.

Proposed: PJ Seconded: SE 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 will get together before the December meeting to look at the historical data to make a more accurate budget for next year. They will make a final proposal to the PC at their December meeting.
Clerk to join SLCC going forward.
Action: Clerk and SP to look at Precept
                Clerk to become a member of SLCC

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

7. To note the date of the next scheduled meeting : 14th December 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:
7.05pm At The Pavilion, Ewyas Harold Rec.

Minutes

Meeting started: 7.00 pm
Present: Councillors: Peter Jinman (PJ) (in the chair): Sarah Eynon (SE); Liz Overstall (LO); Connor Price (CP) Sally Probert (SP) Stephen Clayton (SC)
Also: Sophie Glover (Clerk), Terry Talbot – Footpaths officer (TT); 5 members of the public. PCSO, David Roden (Lengthsman)

1. To accept apologies for absence. Malcolm Watkins (MW); Alex Culpin (AC);

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

– SP for her husbands invoice for emptying the bins.

All cllrs were happy with this position.

– The Chair declared an interest in the item at 12.5 He said that he would take any questions on the matter, but would not vote on any decisions that the PC made.

3. 3.1. To consider minutes of the previous meeting – Oct 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.

4. Co-option of Councillors

Michael Fenton from Dulas has expressed an interest in becoming a Parish Councillor. As had Will Lloyd from Ewyas Harold. Both had submitted paragraphs about themselves that had been circulated to all cllrs prior to the meeting.

Michael Fenton: Was not present so deferred voting until next month – clerk to verify that he was still interested in becoming a cllr and other potential candidates will be approached over the next month.

Will Lloyd: His Co-option as a Cllr for Ewyas Harold was Proposed:SP     Seconded: SC      All were in Favour.

Action: Clerk to complete paperwork with WF and submit the relevant forms to the electoral offices.

WL came up to join the other cllrs around the meeting tables.

5. Matters arising from the minutes: either addressed, on the agenda or actions list

6. Standing orders:
All were in favour of accepting the standing orders, the Clerk will note on the SO’s that this is now agreed.

7. Adoption of new code of conduct.
All were in favour that they should be accepted, clerk will note that all Cllrs have agreed to work under this Code.

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

9. To receive a brief report from :
9.1 the Ward Councillor/PC Chair.
PJ had met with the FO and went for a walk with him. They had a good discussion about a number of footpath problems and decided on the best way forward to action them.
He also had been out to check on the lengthsmans jobs, he was very impressed with the quality of the work that had been done thus far.
Tennis courts: one more person had said that they were interested in taking up the tennis idea going forward. Further suggestions were put forward if the donor was prepared to accommodate other thoughts, such as a ‘sunshine gym’. It was also suggested that the youths of the village were even more interested in MUGA.
It was suggested that putting some thing in the school newsletter might get some more feedback.
Action: SP to write a piece for the school newsletter.

Pollution: PJ has been having discussions with higher powers about the pollution in our local rivers. He has been questioning the checks on the sewage plant in Pontrilas. The sewage unit is due to be updated in December 2024, so he has asked what happens in the meantime. He has also found that there is no limitation on the phosphates that Welsh Water put into the rivers.
Flooding: more information should be coming out by the next meeting. The chair asked about policing parking on double yellow lines – by the primary school is a particular problem. The fire brigade are particularly worried that they wont be able to get a fire engine past the parents cars.
Put on face book the self imposed one-way system past the school. LO asked if the PC would put in a post to show the water depth. She costed them online (£90) but PJ / clerk will ask Hereford Council to see if they will replace it.
Action: Clerk to e mail Bruce Evans, Engineer at HC.

Station: still progressing, Jessie Norman is chasing up his opposite number in Wales, all seems to be fairly positive.
PROW scheme is going to be taken back in house by Herefordshire Council.
Broadband: The problems with Gigaclear not coming out to deliver broadband to much of the Golden Valley has now hit the news.
Drs Surgery: The surgery is finding that they do not have enough space, they may want to adjust the capacity that they have at the moment.

9.2 To receive a report from PCSO – Their Commissioner is coming to Hereford on Monday to meet with Herefordshire Council.
No crimes reported this month, over 10,000 have signed up with the police messaging service which is a very positive number.
Lighten up campaign – leaving some lights on in the evenings is recommended to make your home look occupied.
He was asked how many police officers were patrolling the south Herefordshire roads? Speed enforcement is down to the 2 PCSO’s to enforce.

9.3 To receive report from footpath officer – Terry Talbot had circulated his report prior to the meeting.
EH4 is still an issue – it is part of the Herefordshire Trail, going from the Abbeydore Rd and then along the Dulas Brook to the A465 at Pontrilas. 2 key problem areas are 1. The footbridge – this has been damaged by flooding last year, it has severely affected the safety of the bridge. TT and the chair agreed that the landowner was responsible for taking on the majority of this work.
2. there has been a bank collapse, this has taken away the footpath completely for about 10 meters, leaving a dangerous slope. He will report this to BB as it is a real danger. TT feels that the path will be temporarily closed for safety reasons, unless the land owner will agree for the path to be moved further into his field. It was felt that this was a very important footpath and one that we should certainly push to maintain.
Action: clerk to report this as a matter of urgency through Herefordshire Parishes.

Tree Warden: LO has been in contact with various nurseries she wants to purchase tree guards – she was authorised to get these with a limit to spend up to £200 on them.

10. Action List for Councillors – had been circulated and the clerk will update after this meeting.

11. Kemble Centre – update : all the information is with the solicitor. The tenancy agreement has been circulated to all cllrs for their comments.

Action: cllrs to make any comments asap.

12. Planning
12.1 To consider comments on applications to be determined by Herefordshire Council:
213929: Land south of Trappe Cottage– Proposed development of 10 dwellings, garages and associated road and drainage infrastructure, hedgerow and tree planting.
A number of letters of concern have been passed into the Council.
Comment: The Parish Council does not support this application. Because of water, access, traffic, sewage, village infrastructure.
Parish Council feel that the infrastructure of the village can not take any additional houses. The Dr’s surgery is already stretched to a maximum.
The planning application has not submitted a number of papers that they have been asked for, one being how they will deal with runoff, surplus water that will be directed to Dulas Brook.
Access is a concern, although the PC acknowledges that the Highways Agency will be looking at this. Cllrs were worried by an additional 20 cars making this junction even more busy than it already is.
Action: PJ to prepare a paragraph for the clerk to submit in response.
               Clerk to look for the old PC planning check list.

213815 : Kingsfield, Ewyas Harold – Proposed extension over garage and single storey rear extension.
Comment: PC supports the application. All were in favour.

Letter of complaint from a resident about the ‘shed in front Woodview Cottage’ .
Action: PJ has already approached planning, clerk to approach enforcement.

It was noted by a Councillor that there was one other planning application which the clerk had circulated but was not on the agenda although it was on the planning portal and on the Parish Website under planning application in the parishes. The PC discussed this application but will wait for a publicised meeting before submitting their comment:
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.
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.
Suggested Comment: PC supports the application. All were in favour at this time.

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

12.3 Discussion on S106 requirements in the future.
It was resolved that Councillors will go away and consider possible ways to spend the s106 monies. Possibly a road calming scheme at Trappe House.

12.4 Herefordshire Local Plan Consultation:
Findings to be submitted by January 2022.
Action: Clerk to send round again to all cllrs.

13. Recreation ground/pavilion:
Update on the rec, pavilion and play area. Including zip wire. Playground surface deterioration. Car park expansion. Election of 3rd cllr to join this committee.
WL was asked to join the Rec Ground Committee, he agreed to join them.
The Pergola, the Pavilion balustrade and a drainage pipe are all down to be fixed.
Action:– Clerk to ask Hags what varnish to put on the pergola.
                – Denis Elkerton chair of Cricket club – clerk to contact to ask if he will move his equipment. LO to pass on his number or to ask him to contact the clerk.

14. Lengthsman
To receive an update and consider vital work required around the parish.
David Roden has done all of the drainage work that he was tasked with at King St and Balls Cross. He submitted a brief report to show what work had been done over the last month.

Chair asked if the cllrs were happy to continue the meeting after 2hrs and they all agreed.

15. Finance
15.1 Balance as in the Finance Committee minutes.
15.2 To authorise payments to be made as in the finance committee minutes.
15.3 To authorise regular payments (as listed in the finance committee minutes)
15.4 To confirm monies received: As listed in finance committee minutes.
15.5 Grant requests for consideration: Cattle grid. Ewyas Harold Common Trust: It was resolved to approve payment of a grant for £265.71 for this.
15.6 Discussion on precept for 2022-23 It was resolved that the Clerk and SP would meet to go through the figures and bring a precept recomendation back to the December meeting.

Proposed to make these payments: all in agreement.

All cllrs to consider any projects that they want to be considered to undertake next year, fully costed so that they can be added to the precept discussion.

Action: Clerk to make these payments. Cllrs to submit any projects  for consideration in 2022/23.

16. Community Resilience Plan / Covid 19
CP had circulated a draft of the plan to all councillors.  They thanked him for the work that he had done so far.

Action: clerk to add the plan to the agenda .

17. Roads
Road safety and improvements. Discussion about putting in more roundels on the roads. Recruit a local cllr to overs the SID data/messages. Will Lloyd agreed to be this person.
Bollard at the A465 needs cleaning – clerk to tell BB.
Action: Clerk to hand over to WL the relevant SID information.
                PJ to talk to Pontrilas builders merchant about their flood lights.
                Flood signs need to be co-ordinated so that they can be put out when floods happen.

18. Informing parishoners of the work of the GPC including social media.
AC will put the following on facebook: Self imposed one way system around the school to assist in the movement of traffic at peak drop off and pick up times. The PCSO talked about the ‘Lighten up campaign’ – suggesting that leaving some lights on in the evenings is recommended to make your home look occupied.

19. To raise matters for the next agenda : As per this agenda . Clerks appraisal and salary discussion.

20. To note the date of the next scheduled meeting : 14th December 2021 at the Memorial Hall, Ewyas Harold.

Meeting closed at 21.32

Signed:_________________________________ Date: ________________

Future parish council meeting dates for 2021/22:

Date Time Venue
Tuesday 14th December 7pm Memorial Hall
Dates for 2022 Tuesday 11th January 7pm Memorial Hall
Tuesday 8th February 7pm Memorial Hall
Tuesday 8th March 7pm TBC

Appendix:

Ewyas Harold Group Parish Community
Resilience Plan

A Local Information File

IF YOU ARE IN IMMEDIATE DANGER CALL 999

DOCUMENT SECURITY: CONFIDENTIAL
This is Confidential as it contains personal contact details.
This document is intended for the recipient only.
It should be labelled, numbered and accounted for.
It should never be copied without the originators permission.
Please keep it secure and shred when replaced.

An initiative developed by: Herefordshire Council’s Resilience Team

CONTENTS

SECTION 1 INTRODUCTION
1. Background 3
2. Plan Ownership 3
3. Distribution List 3
4. Local Risk Assessment 3
5. Local skills and resources available 4
6. Actions agreed with emergency responders in the event of an evacuation 4
7. Places of safety identified with Herefordshire Council 4
8. Community Resilience Contact List 5
9. Communications – Local Warning and Informing 5

SECTION 2 ACTIVATION OF THE PLAN
10. Activation Triggers 6
11. Contacting the Emergency Services 6
12. Key initial actions 6
13. Community Resilience Working Group First Meeting Agenda 7
14. Situation Reporting 8
15. Recording Actions 9
16. Parish Map 9
17. Group or Individuals Requiring Assistance 9

SECTION 3 KEYS ROLES IN THE COMMUNITY
18. The Town/Parish Council’s Role 10
19. Town/Parish Council Community Resilience Coordinator 10

APPENDICES

Appendix 1 Key Contacts In An Emergency 11
Appendix 2 Community Resilience Plan Action Card 12
Appendix 3 Log Sheet 13
Appendix 4 Flood Warning Action Plan 14
Appendix 5 Parish Maps 15
SECTION 1 – PLANNING STAGE

1. Background

Our communities face many types of emergency. Each could have a significant effect on the individuals and infrastructure within it. Typical examples of such emergencies include:
• Flooding;
• Extreme weather events such as wind, snow, extreme cold or heat;
• Fires or chemical spills in neighbouring factories or domestic buildings;
• Utilities failure, and;
• Pandemic Influenza.

Major incidents will be dealt with by the Emergency Services (Police, Fire & Rescue and Ambulance); depending on the nature and scale of the incident this may include Herefordshire Council, the Environment Agency (EA), the National Health Service (NHS) and voluntary agencies in a combined ‘multi-agency response’.

2. Plan Ownership

This plan is owned by the ‘Ewyas Harold Group Parish Community Resilience Working Group’ who shall be responsible for its development, publication and distribution.

3. Distribution List

Resilience Coordinator:

Name Role Contact Number Email Address
EPO Herefordshire Council
Emergency Planning Officer 01432 260223
List who else you think it would be copied to

4. Local Risk Assessment [use the space below to identify risks, impacts and community response]

Risks Impact on Community What can the Community Resilience Group to do prepare?
COVID-19

Parish Residents Both physical and mental health is at risk due to the virus. Encourage people and organisations to adhere to National guidelines
Social Risks

Vulnerable Residents Identify those who may
need extra support from
the community Recognise that this group of
vulnerable residents requires
the highest priority attention
in a relevant emergency.
Mental Health
Given the rurality of the parish and the proportion of elderly people, social isolation is a problem that our citizens experience especially in the current pandemic crisis
Environmental Risks

Flooding List of known flood risk areas Encourage residents to check their home flood defences:-
Encourage riparian owners to maintain watercourses.
Work with local emergency responders to see if they can help with distribution of flood warnings and any evacuation and rest centre establishment required.
Prolonged Extreme Cold, Snow, Ice  Vulnerable residents unable to obtain supplies, or with no transport Identify vulnerable residents without access to heating, cooking essentials or transport
List voluntary agencies and individuals with access to 4×4 vehicles to deliver essential services.
Suppliers of meals – suitable containers for providing hot water/soup.
Prolonged Excessive Heat Housebound or vulnerable residents unable to cope Identify households with very young or the elderly whose systems cannot cope with Content Verified extreme heat.
List suppliers of electrical fans.
List voluntary agencies and individuals to support vulnerable residents.
High Winds, Power lines and disruption of electrical supply.
Structural damage to buildings and residential properties.
Potential homelessness.
Need to make homes secure and safe.
Disruption to transport Access to Emergency power contact numbers.
Locate designated places for immediate shelter.
Locate designated Rest centre for evacuated families, list of B&B’s.
Prepare list of building contractors.

Cancellation of Public Transport Access to shops for those without personal transport Identify those residents without personal transport.
Infrastructure Risks

Major Road traffic incident affecting at least one of: –
… Loss of general access, Traffic congestion, Proximity to residential properties. Have flexible mobilization plan available.

Loss of major public utilities
service Loss of availability of eg gas, electricity, water. Identify several community buildings where at least one is likely to have the interrupted service available.
5. Local skills and resources available

Our communities have a wealth of skills and resources that could be deployed to assist the work of the professional responders. [use the space below to record who you can call upon locally]

Skill/Resource Who? Contact details Location When might be unavailable?
Trained First Aider F Bloggs 01234 545xxxx 1 The Street Can usually leave work within one hour
4×4 owner/driver Garages to rear of High Street Tuesday mornings (already volunteers)
Chainsaw owner
(tree surgeon) Bert’s Landscaping
4 Terrace Yard Will need to travel from work site
Water/food supplies Village Shop 2 High Street Shop closed on Wednesday afternoon, but can call xxx (Owner)
Builders

6. Community Resilience Contact list

Name:
Role: Community Resilience Coordinator
24hr contact number: 07xxx xxxxxx
Email:
Address:

Name:
Role: Deputy Community Resilience Coordinator
24hr contact number: 07xxx xxxxxx
Email:
Address:

For key contacts in an Emergency, please see Appendix 1.

9. Communications – Local Warning and Informing

The Community Resilience Coordinator (or their Deputy) shall ensure the community is informed both during and after an incident via a ‘Telephone Tree’.

The above people will start to pass the warnings/information around the Parish using the following Telephone Tree:

Name To Notify The Following 4 People Contact Details
Community Resilience Coordinator (or Deputy) :

Community Resilience Action Plan

Reference Action Completed by
1. Approach individuals within the community – including but not limited to;

• Representative from The Temple Bar Inn
• Representative from Ewyas Harold Primary School
• Representative from Ewyas Harold Village Store and Post Office
• Representative from the Fire and Rescue Service (Ewyas Harold Station)

(EHPC to suggest additional membership) Friday 19th November
1.1. Schedule meeting to discuss Community Resilience Plan review
Wednesday 1st December
1.2. Complete draft plan of Community Resilience Plan for ratification by EHPC
Tuesday 11th January
2. Develop Communications plan for socialising to Parish Group
Monday 31st January
3. Communications plan approved by EHCP
– Allowing 2 weeks for Community feedback Tuesday 8th February
4. Implement as published document
Monday 28th February