Minutes 13th December 2016

Minutes of the Meeting of Ewyas Harold Group Parish Council held on Tuesday 13th December 2016 at St Michaels Hall, Ewyas Harold at 6.30pm


Present:  Cllr P Jinman (EH) – Chairman, Cllr S Eynon (EH), Cllr M Wrigglesworth (EH), Cllr S Probert (EH), Cllr J Wilson-Thomas (EH), Cllr A Loudon (EH), Cllr M Watkins (R), Cllr L Overstall (D) Cllr R Evans (D) and Cllr C Pogson (L).

In attendance:  Terry Griffiths (Lengthsman), Carla Boyles (Clerk) and seven members of the public.


  1. To accept Apologies for Absence

Cllr S Clayton and Ward Cllr G Powell.


  1. To receive Declarations of Interest & Dispensation Applications

None received.

A resolution was passed to exclude the public and press from discussions on the following item due to its confidential nature

  1. To receive report from the Finance Working Group and consider appointment to the parish clerk vacancy

A verbal report from the Finance Working Group was received.

Resolved to offer the parish clerk job to Claire Griffiths as per the attached confidential file note.  Claire Griffiths was present and accepted the job offer.


  1. To consider applications to co-opt to the Casual Vacancy

No applications had been received.  Richard Baker had resigned from the parish council and the elections department had been notified and the relevant notice displayed.  There were now two vacancies on the parish council.


  1. To consider Minutes of the Previous Meeting

The Minutes of the Meeting held on 8th November 2016, copies of which had been previously circulated to Members, were confirmed as a true record and signed by the Chairman.


  1. Open Forum

6.1       There was no report from the Police.

6.2         Cllr Powell had provided a report that included information on the Sustainability and Transformation Plan, the Capital Programme 2017/18, Ewyas Harold flooding and Pontrilas Sawmills.  Following the flooding the Locality Steward had logged four gullies on Pontrilas Road for jetting.  The possibility of the parish council being authorised to include the B road within the lengthsman scheme would be raised with Cllr Powell as well as whether there is a statutory timescale for getting planning comments onto the Herefordshire Council website.                                                      Action:  Clerk

6.3       The parish paths officer had reported that there were works required on EH13, EH3, EH31 and EH32.  These were discussed with the lengthsman.

6.4          Views and comments from local residents:  Comments regarding the recent flooding were received and it was noted the action already discussed.  Cllr Probert would speak to the school regarding use of the minibus during flooding and possible text alerts.                                            Action:  SP


  1. To receive Clerk Update and to note Correspondence List

The clerk’s update and correspondence list was noted.  The clerk had requested an update on the collapsed pipe at Westwood Trading Estate and the locality steward had responded to say she had got no further with this.   Information on The Marches Freight Strategy had been circulated and it was agreed to put this on the January agenda for comment.  A report from Cllr Evans regarding poor repairs following the recent roadworks on Pontrilas Road had been logged by the Locality Steward for inspection and the clerk would chase this up.                                                                                                  Action: Clerk


  1. Neighbourhood Plan

8.1  The latest draft of the Regulation 16 Neighbourhood Plan had been circulated and was considered.

Resolved that the content was approved, but it be requested that Kirkwells carry out a proofread for typos.                                          Action: Clerk

8.2  Toby Murcott, chair of the Neighbourhood Plan working group had proposed next steps to submission of the plan and also applying for top-up funding of £2,500 from Locality due to the additional work required.

Resolved that the proposed actions and applying for additional funding were approved.                                                                          Action: Clerk


  1. Planning (to be determined by Herefordshire Council)

9.1       Planning application 163438, The Coach House, Dark Lane, Ewyas Harold – Proposed erection of a detached dwelling was considered.  Representations were made by members of the public.

Resolved that the parish council objects to this application. Access is a concern with regard to visibility and therefore risk. Road drainage is also a concern due to there already being issues with this on Dark Lane.                                                                                                                                   Action:  Clerk


  1. Lengthsman Scheme (incorporating the P3 scheme)

10.1     There were no worksheets or invoices.  The budget remaining for 2016/17 was discussed.

Resolved for the lengthsman to carry out a maintenance day in January and a specific task day to clean out the grit bins and replace the grit.

Resolved for Cllr Wrigglesworth to liaise with the lengthsman and parish paths officer regarding the work required and for the works outlined in the parish paths report to be undertaken within the P3 scheme.                                                                                                                           Action:  MW

10.2     Participation in the lengthsman scheme for 2017/18 was discussed.

Resolved to continue participating in the Lengthsman and P3 Scheme and for the clerk to complete the expression of interest.  It would be requested that the parish council be authorised to work on the B road under the scheme.                                                                                                            Action:  Clerk


  1. Finance

11.1      Resolved that the finance report was approved.  Balances held at 24th November 2016 were £8,766.83 current account and £18,106.60 savings account.

  • The precept and budget for 2017/18 was considered. The proposals by the Finance Working Group had been published for public consultation since October and no comments had been received.

Resolved that the proposals be adopted and the precept request for £35,683.00 for 2017/18, the same as 2016/17, be submitted and the budget, Appendix 1, was approved.                                                                                                                                                                                        Action:  Clerk

11.3     A grant application from Dore Community Transport towards running costs was considered.

Resolved that a grant of £100.00 for 2017/18 be approved.                                                                                                                                    Action:  Clerk

11.4     Resolved that the payments detailed in the schedule below were approved.  In addition it was approved to pay £34.00 to Diane Malley for administration of payroll services for 2016/17 second half year, £17.00 to St Michaels Hall for hall hire and £57.85 to Herefordshire Council for quarterly trade waste collections (Direct Debit) as these had been agreed previously.


  1. Kemble Centre

12.1        The weekly inspections had been carried out by Cllr Wrigglesworth and he confirmed that no action was required at this time.

12.2     The report from the Kemble Centre Working Group was received and noted.

Resolved that the December update was approved for publication, that it was approved to approach housing associations to discuss need and that a request from Ewyas Harold Festival of Arts to use the grass area outside the Kemble Centre form Llamas during the festival in May 2017 was approved, subject to receipt of satisfactory proof of insurance and risk assessment.                                                                                                                  Action:  Clerk/JWT


  1. Recreation Ground

13.1     The weekly inspections were received from Cllr Wrigglesworth.  There were no urgent issues found.  A clean of the pavilion would be done on 19th December and Nick Cooper-Tomkins had carried out the fence repairs.  Other issues raised would be looked at by the Recreation Ground Working Group.

13.2     The repair to the tile/cement filling on the pavilion and to repair a section of gutter at the Pavilion would be looked at by the Recreation Ground Working Group.


  1. To receive update on the A465 Centre Refuge Project

Cllr Jinman had spoken to Simon Hobbs re. the separation of the two parts of the refuge and he confirmed he deemed this necessary.  Kentchurch Parish Council had confirmed they were still happy to proceed on this basis and therefore Rediweld had been instructed to proceed.  The clerk would contact Rediweld to enquire when the work would be programmed in.                                                                                                                     Action:  Clerk


  1. To receive update on Pontrilas Sawmills and issues raised

Cllr Powell and Cllr Jinman had met with Pontrilas Sawmills who had detailed the work they had undertaken and planned to undertake

Resolved to continue to monitor the situation.  Cllr Jinman would go back to them to raise the issue with traffic.                                    Action: PJ

  1. To receive update from Cllr Probert on school parking

Cllr Probert had spoken to the school regarding parking and would continue to liaise with a governor regarding possible improvements.  She would keep the parish council updated.


  1. To receive update on information gathering regarding the Memorial and Rowlestone Halls

The clerk had circulated a document containing the information that had been gathered regarding the relationship between the parish council and the two halls.  The information was noted and any action required would be considered at a later date.


  1. Appeal for Newsletter Editor – Volunteer required

A volunteer would continue to be sought.


  1. Matters for Next Agenda (no discussion)

Review of working groups membership and The Marches Freight Strategy.  Thanks were expressed to the Events Committee for a donation of £200 from the fireworks, to be used on the recreation ground.  They were also thanked for the Christmas lights and for the track installed at the recreation ground.


The meeting closed at 8.50pm.


Next meeting, Tuesday 10th January 2017 at St Michaels Hall, Ewyas Harold


Payee Item Total (inc. VAT) Total (exc. VAT) Budget
Mrs C Boyles Clerk’s salary for November 2016 – as per regular payment schedule and contract of employment To include:

PAYE £14.40

NI EE £13.28

NI ER £14.72

To include:

PAYE £14.40

NI EE £13.28

NI ER £14.72





WCC Pension Fund Pension Employee £43.05

Employer £191.75

Employee £43.05

Employer £191.75

Mrs C Boyles Postage/travel £36.90 £36.90 5
Grant Thornton UK LLP Audit of the 2016 Annual Return £720.00 £600.00 1
SSE The Pavilion electricity (12/8/16-16/11/16) £138.62 (DD) £132.02 12
SSE Kemble Centre electricity standing charge (12/8/16-21/11/16) £20.96 (DD) £17.47 12
CT Groundcare Rec ground bin emptying

Leaf clearance/toilet cleaning

Rec ground fence repairs












Action Who
Clerk to handover to Claire Griffiths Clerk
Contact Cllr Powell re. matters raised Clerk
Speak to the school re. flooding Cllr Probert
Chase up Linzy Outtrim re. quality of repairs following roadworks Clerk
Update Toby Murcott re. GPC decisions Clerk
Liaise with PPO and Lengthsman re. P3 works required Cllr Wrigglesworth
Submit Lengthsman Scheme expression of interest Clerk
Precept request to be submitted Clerk
Respond to Dore Community Transport grant application Clerk
Publish Kemble Centre Update Clerk
Approach housing associations re. Kemble Centre Cllr Wilson-Thomas
Contact Rediweld re. timescale for centre refuge installation Clerk
Contact Pontrilas Sawmills re. traffic issues Cllr Jinman
Liaise with school re. parking issues Cllr Probert
Weekly recreation ground checks for December Cllr Probert






Appendix 1


No Actual Budgeted Expenditure Projected Proposed Budgeted  Proposed
Expenditure Precept Income Budget To Date Expenditure Precept Income  Budget
Item 15/16 16/17 16/17 16/17 16/17 16/17 17/18 17/18  17/18
1 Fees/Subscriptions £1,174.47 £2,228.00 £0.00 £2,228.00 £1,217.56 £2,228.00 £1,325.00 £0.00 £1,325.00
2 Insurance £1,993.30 £2,000.00 £0.00 £2,000.00 £1,956.61 £1,956.61 £2,054.00 £0.00 £2,054.00
3 Newsletter £107.00 £200.00 £0.00 £200.00 £0.00 £200.00 £200.00 £0.00 £200.00
4 Training £97.50 £150.00 £0.00 £150.00 £0.00 £150.00 £300.00 £0.00 £300.00
5 Postage and Travel £1,115.35 £1,150.00 £0.00 £1,150.00 £524.55 £1,150.00 £1,150.00 £0.00 £1,150.00
6 Stationery and Office costs £538.77 £650.00 £0.00 £650.00 £310.80 £650.00 £650.00 £0.00 £650.00
7 Salaries £15,093.62 £14,000.00 £0.00 £14,000.00 £8,803.47 £14,000.00 £14,000.00 £0.00 £14,000.00
8 Hire of Premises £299.50 £300.00 £0.00 £300.00 £162.00 £300.00 £300.00 £0.00 £300.00
Sub total = £20,419.51 £20,678.00 £0.00 £20,678.00 £12,974.99 £20,634.61 £19,979.00 £0.00 £19,979.00
9 Recreation Ground £147,723.51 £3,920.00 £1,808.00 £8,254.31 £2,811.95 £8,254.31 £3,920.00 £700.00 £4,520.00
10 Litter Control £912.81 £1,213.98 £0.00 £1,213.98 £593.55 £1,213.98 £1,213.68 £0.00 £1,213.68
11 Water £100.29 £350.00 £0.00 £350.00 £94.90 £350.00 £350.00 £0.00 £350.00
12 Electricity £643.95 £650.00 £0.00 £650.00 £276.00 £650.00 £650.00 £0.00 £650.00
13 Kemble Centre £5,680.16 £3,946.00 £0.00 £12,196.00 £8,951.00 £12,196.00 £3,893.20 £0.00 £3,893.20
Sub total = £155,060.72 £10,079.98 £1,808.00 £22,664.29 £12,727.40 £22,664.29 £10,026.88 £700.00 £10,626.88


14 Local groups/projects £1,425.00 £1,000.00 £0.00 £1,000.00 £650.00 £1,000.00 £1,000.00 £0.00 £1,000.00
Sub total = £1,425.00 £1,000.00 £0.00 £1,000.00 £650.00 £1,000.00 £1,000.00 £0.00 £1,000.00
15 Elections £180.20 £0.00 £0.00 £1,282.80 £0.00 £0.00 £0.00 £0.00 £1,282.80
16 Capital Projects £0.00 £2,057.00 £0.00 £2,057.00 £0.00 £2,057.00 £0.00 £0.00 £0.00
17 Misc Expenditure £0.00 £0.00 £0.00 £100.00 £33.13 £100.00 £100.00 £0.00 £100.00
Sub total = £180.20 £2,057.00 £0.00 £3,439.80 £33.13 £2,157.00 £100.00 £0.00 £1,382.80
GRANT FUNDED PROJECTS                  
18 Lengthsman Scheme £2,848.22 £0.00 £3,832.00 £4,044.99 £3,105.00 £4,044.99 £2,394.00 £798.00 £3,192.00
19 P3 Scheme £837.75 £0.00 £4,895.00 £6,391.89 £4,106.75 £6,391.89 £771.00 £2,570.00 £3,341.00
20 Neighbourhood Plan £8,494.20 £0.00 £798.94 £798.94 £0.00 £798.94 £0.00 £0.00 £0.00
Sub total = £12,180.17 £0.00 £9,525.94 £11,235.82 £7,211.75 £11,235.82 £3,165.00 £3,368.00 £6,533.00
General Reserve £1,868.02 £1,200.00 £0.00 £1,412.12
TOTALS £189,265.60 £35,683.00 £12,533.94 £59,017.91 £33,597.27 £57,691.72 £35,683.00 £4,068.00 £39,521.68
Restricted for a specific purpose
Number of Band D Equivalent Properties in 2014/2015 (Precept £20,000) 424.20 Council Tax per Band D Equivalent property in 2014/2015 £44.37
Number of Band D Equivalent Properties in 2015/2016 (Precept £28,500) 427.66 Council Tax per Band D Equivalent property in 2015/2016 £63.92
Number of Band D Equivalent Properties in 2016/2017 (Precept £35,683) 434.40 Council Tax per Band D Equivalent property in 2016/2017 £82.14
1 Estimated SLCC subscription of £80, Information Commissioner fee of £35, PAYE administration of £60, internal audit honorarium of £50, HALC subscription of estimated £570, audit fee of approx £400, website support of £100, website hosting of approx £20 and domain name £10.
4 Training for clerk and members.
8 Includes community library rent of £100.
9 Covers all recreation ground costs except litter, water and electricity which are under their own budget headings.  Also includes £540.00 for three Wildplay sessions and £520.00 budgeted for cleaning for 16/17 and 17/18.  Recreation ground working group currently looking at maintenance requirements for consideration.
10 Trade waste collections currently £8.34 per collection, emptying of litter bins £15.00 per time.  Budget allows for weekly collections of both if necessary, but this would be monitored and less frequent collections arranged where necessary.
13 Budget 17/18 allows for PWLB repayments of £3493.20 and £400 for grass cutting (16 cuts at £25.00 per time).
14 All grant applications to be made via the grant application form and to be considered on their merit within the budget available.


To remain in the lengthsman scheme 17/18 changes to scheme mean HC funding reduced to £30 per km and mandatory contribution from PC of £60 per km.  17/18 precept figure would mean that the budget for the lengthsman scheme would remain at the same level as 16/17.
19 To remain in the P3 Scheme 17/18 changes to the scheme mean HC funding remains at £50 per km for 17/18 but a mandatory contribution from the PC of £15 per km must be made.
20 £798.94 is the remaining Front Runner grant, held by Herefordshire Council to be claimed when needed.