Minutes Dec 06

Minutes of the Ordinary Meeting of Ewyas Harold Group Parish Council

held on Tuesday 5th December 2006

In Memorial Hall at 7.30 p.m.

Present

Councillor Revd L Rickards in the chair

Councillor W Preece (Dulas)

Councillor Mrs E Overstall (Dulas)

Councillor Mrs M Tovey

Councillor D Harries

Councillor R Weaver

Councillor G Sprackling

The Clerk

In attendance:

3 members of the public

Sgt Robin Davies (West Mercia Constabulary)

Apologies for Absence

Councillors J Middle, P Jinman, P Sheen, Mrs M Williams, Mrs J Addis

Item 7.14 p61 in Charles Arnold Baker states: “ it is very desirable to record briefly the grounds upon which apologies for absence are tendered in case they have to be approved to prevent a casual vacancy arising”

Resolved

That as this was not a directive EHGPC would continue to merely record the names of those members not present.

Declaration of Interest

None declared

Minutes

The minutes of the ordinary meeting of the council held on Tuesday 7th November 2006 were approved without amendment.

N.B

Items 4.8.3.2 and 6 were discussed before other items in the presence of Sgt R Davies

4.1

Bill Lloyd

The Council sent its condolences to the family of Bill Lloyd and Councillor Mrs Margaret Tovey represented EHGPC at funeral.

4.2

Memorial Hall

The Hall Committee will be consulting user groups, residents and holding open days on the 12th and 13th January 2007 with a view to applying for a Community Buildings Grant to develop facilities at the hall.

Resolved

That this is noted

4.3

Artmarkers

Completion date for the installation of the artwork should be around mid-January.

A grant may be available to cover the costs of installing access path and gate but for this to be awarded the work will have to be completed in the very near future. There have been difficulties in finding a contractor but the Clerk has now been provided with several possible options.

Resolved

That the Clerk try to place an order with one of the contractors identified.

ACTION CLERK

4.4

Central Networks Christmas Lights

The application for funding to improve the lights was unsuccessful

Resolved

That this is noted

4.5

Rowlstone Hall Lease

A standard agreement has been provided by Community First with the recommendations that the lease length is set at 999 years and an annual rent of £1 is charged.

Resolved

That the Clerk should draw up the lease on these terms for signing by both parties.

ACTION CLERK

4.6

Planning Procedures (EHGPC)

The amended draft planning checklist based on feedback from Andrew Prior of the Planning Department was discussed. (Copies to Councillors)

Resolved

That the amended draft is accepted and the identified procedures should be adopted immediately.

4.7

Precept 2007/2008

The following proposals were included in the costings:

Insurance budget was increased by £800 over normal annual increase to cover possible changes in value of equipment in play area.

Budget of £250 was included for the eventual replacement of gestetner printer and other office hardware.
Finish painting the pavilion was the only item identified as a capital project for next year’s precept.

Resolved

That the final figure for the precept was agreed as per appendix 1 and that the Clerk should submit this to Herefordshire Council.

ACTION CLERK

4.8

4.8.1

Lottery/Playground Developments

There was a discussion on the possible developments for this area and concerns of the members of the public present were taken into account together with a letter from Mr John Hook:

Suitability of a graffiti wall.
Safety issues with bike track/park
Site issues – balancing needs of all people using or living near area.

Resolved

That this is noted

4.8.2

Funding Issues

4.8.2.1	People’s Millions VAT Resolved Clerk to get written clarification from Lottery Fund as to how VAT can be spent and reclaimed. ACTION CLERK
4.8.2.2	Small Projects Fund This money will be withheld until the project has been completed. The committee have given EHGPC a 6 month extension and the new deadline for making claims is the 17th March 2007 Resolved That this is noted
4.8.2.3	Network Fund It seems likely that this funding will remain available until the next financial year. Resolved That the Clerk will clarify the situation ACTION CLERK
4.8.2.4	Awards for All The agreed terms and conditions were that the grant money had to be spent within 12months (April 7th 2007) Resolved That the Clerk would query whether an extension was possible ACTION CLERK

4.8.3

User Group

There was a discussion as to whether the play ground user group could be ratified as a sub-committee of the Council to work on the redevelopment of the play area following the various grant awards.

Resolved

That the group was recognised as a sub-committee with authority to draw up specifications and make recommendations to EHGPC. All final decisions will be made at a full council meeting.

4.8.3

Future Youth Schemes

4.8.3.1

Climbing Wall

A youth group is considering applying for a grant to install a climbing wall within the Recreation Ground.

Resolved

That the council while supporting the application was not prepared to guarantee permission for this installation. There were several issues to consider before agreeing the structure:

Was planning permission necessary?

ACTION CLERK

Would the existing insurance cover such a venture?

ACTION CLERK

Would supervision be required?

ACTION CLERK

4.8.3.2

Youth Shelter

The installation of a shelter somewhere in the village was discussed in the presence of Sgt R Davies.

Resolved

That, with advice from the police together with other villages’ experiences, this might be something for discussion in the future.

Recreation Ground

To receive reports and take necessary action on all matters relating to the management of the recreation ground

Rubbish bins had been emptied without replacing the liners which meant that the contents had to be removed by hand.

Resolved

That this is noted

The area around the bonfire will need repairing and re-seeding

Resolved

That Councillor Revd L Rickards will discuss this with the people concerned

ACTION LR

5.1

Monthly Audit

Extra bark is required in play area
Sign on locked gate needs re-writing
Two side panels missing from log platform
Picnic tables need cleaning/sanding (later in 2007)

ACTION CLERK

Local Security Matters

The following issues were raised with Sgt Davies

Police patrols in Ewyas Harold

These are conducted as and when Officers are available.

Alleged substance abuse

Sgt Davies will report back on the incident reported earlier in the year

Recreation Ground Assault Nov 4th 2006

Sgt Davies will update the Council on any developments

Community Support Officer

Replacement should be appointed in January

Reporting Crimes/incidents

999 in real emergency

Use mobile numbers if happy to speak to police – 07855 785080 or 07855 385844

Crime Stoppers 0800 555 111 if unhappy to speak to police and give your details. This may delay response time

Correspondence

	Sender	Content
7.1	Community First	Evaluation of Parish Plans in Herefordshire
7.2	HC Environment	Winter Gritting 2006/07
7.3	10 Priorsfield	Comments on suggested developments for play facilities at Recreation Ground Resolved This was noted in item 4.8.1
7.4	HALC	Application form for the “Parish Talk” grant scheme Paperwork to Councillor Mrs E Overstall
7.5	Pauline James	Dore Community Transport – request for continued support Clerk has responded
7.6	Community First	Parish Plans and transport needs Paperwork to Councillor Mrs E Overstall
7.7	Central Networks	Outcome of application for Christmas lights funding Resolved This was noted in item 4.4
7.8	HC Adult + Community	Requested update on safety surface improvements Clerk has responded
7.9	West Midlands Ambulance	Community First Responder Scheme Resolved That Clerk should report that this scheme was already in operation. ACTION CLERK
7.10	rekk	Youth shelter catalogue
7.11	Glasdon	Local Councils News Sheet Winter 2006/7
7.12	HC Adult + Community	Confirmation of extension of SPF grant until 16/3/07 Resolved That this was noted in item 4.8.2.2
7.13	SLCC	2007 Subscription reminder
7.14	SLCC	The Clerk – Vol 26 No 6 November 2006
7.15	Komplan	Play Equipment Catalogue 2006
7.16	HAGS	Play Equipment Catalogue 2006
7.17	Community First	NewsLine Issue 67, December 2006
7.18	SLCC	Agenda for Gwent Branch 8/12/06
7.19	Big Lottery Fund	People’s Millions – Grant offer pack Resolved That this was noted in item 4.8.2.1
7.20	HM Revenue	Online accounts update
7.21	Big Lottery Fund	People’s Millions - Grant offer letter (terms and conditions) Resolved That this was noted in item 4.8.2.1
7.22	Robert + Diana George	Request for £50 for Llancillo churchyard Resolved That this payment should be made
7.23	West Mercia Constabulary	Golden Valley News Beat - November 2006 Copies to Councillors

Lengthsman Scheme

8.1

Lengthsman work undertaken in November

Date	Work	Hours
2/11/06	Verge cutting Gilberts Wood and Priorsfield	30/60
8/11/06	Verge cutting Chapel Bank, Forge verge, Upper House and MH to A465	450/60
9/11/06	Check drains in Dark Lane. Verge cutting from school to Vicarage Close	70/60
24/11/06	Check drains and clear as necessary	345/60
25/11/06	Re-check drains and clear debris	360/60
28/11/06	Check drains and clear debris	240/60
30/11/06	Check drains as requested	90/60

	Total	1585/60

Resolved

That this is noted and approved

8.2

Lengthsman work identified

8.2.1

Junction near to The Wigga

Ditching required (Lengthsman January)

8.2.2

Top of King Street

Ditching required (Lengthsman January)

8.2.3

Belpha

Gravel washing away from drive surface onto road

Financial Report

9.1

Payments for approval

Clerk salary	£	456.43
Clerk stationery/office supplies	£	21.39
Clerk postage	£	23.87
Clerk travel	£	33.72
HM Inland Revenue (PAYE £4.60, NI £5.07 employee £5.90 employer)	£	15.57
James Bailey – Newsletter printing	£	51.00
Dulas Court bookings 2005-2006 (14 meetings)	£	56.00
SLCC – 2007 subscription	£	85.00
C Stanley Jones (Cleaning Banner)	£	29.38
Memorial Hall Bookings 2006/7	£	200.00
Parish Freighter (Memorial Hall)	£	150.00
Councillor Mrs E Overstall – People’s Millions printing expenses [s137]	£	105.75
Herefordshire Jarvis Services – November road sweep	£	70.50
Brian Ball – Fix footpath sign	£	9.00
Brian Ball – Hedge trimming	£	174.90
Martin Roper – Waste collection November	£	60.00
Martin Roper – Lengthsman work for November	£	419.04

9.2

Balances as at 28/11/06

NatWest Current account

230.68

Unpresented cheques

450.00

Cheques/cash to be credited

25.00

NatWest Business Reserve

661.33

Alliance + Leicester Current account

1067.17

Alliance + Leicester Deposit account

18,232.54

Total cash assets

Consisting of:

Precept funds

7081.61

Lengthsman Scheme

Balance available but not yet claimed

1114.98

Administration charge outstanding

74.35

Available funds for remainder of financial year

(annual allocation £2,229.95)

1186.99

146.36

Parish Path Funds

1,111.00

Parish Plan Funds

852.75

Awards for All Grant

5,000.00

Network Fund

5,575.00

9.3

Payments received

Newsletter advertisement – Dog Inn	£	25.00
	£

9.4

Amended Budget Statement

Based on 8 months expenditure the 2006/2007 budget has been amended to ensure there is no overspend at year end.

See appendix 2

Resolved

That the financial statement is accepted and that payments and budget transfers should be made.

ACTION CLERK

Planning

10.1

Application number DCSW2006/3531/F

Site:

King Street Farm, Ewyas Harold, Herefordshire. HR2 0HB

Description:

Garage and store

Application type:

Full

Applicant:

Mr J Lloyd, King Street Farm, Ewyas Harold, Herefordshire.

HR2 0HB

Resolved

That EHGPC has no objections to this application. (plans viewed prior to meeting)

10.2

Application number DCSW2006/3110/F

Notification of Planning Permission

Site:

Millcroft, Ewyas Harold, Herefordshire HR2 0EL

Description:

Single storey extension to rear

Resolved

That this is noted

10.3

Application number DCSW2006/3693/N

Site:	Pontrilas Timber Builders Merchants Ltd, Pontrilas, Herefordshire. HR2 0BE
Description:	Clean renewable energy biomass power generation plant
Application type:	Waste
Applicant:	Pontrilas Renewable Energy Ltd, 39-49 Commercial Road, Southampton, Hampshire. SO15 1GA

Resolved

That Councillors will review the responses and reports received and inform the Clerk by the 14th December 2006 if they have any objections.

Road Maintenance and Related Matters

11.1	Signs at Triangle It has been noted that a number of permanent advertising signs have been appearing on the triangle at the entrance to the village centre. Resolved That the Clerk would write and request that these signs are removed. ACTION CLERK
11.2	Manhole at King Street Pumping Station The water is not flowing away and the Clerk has reported this to HC. Resolved That this is noted
11.3	Manhole outside Catholic Church The manhole nearest to 1 Temple Terrace appears to be subject to flooding and the Clerk has reported this to HC. Resolved That this is noted
11.4	The Wigga The gully at this site is not running and the Clerk has reported this to HC. Resolved That this is noted
11.5	Smith’s Garage The blocked gully outside the garage has been reported to the Lengthsman but there also appears to be a problem with standing water reaching this gully. Resolved That the Clerk should report this to HC ACTION CLERK
11.6	B4347 at Pontrilas End The blocked gully has been reported to the Lengthsman. Resolved That this is noted.
11.7	Little Walk Mill The water off the main road from Longtown to Ewyas Harold is not being properly drained, resulting in the scalpings being washed away from the private roadway. Resolved That the Clerk should report this to HC ACTION CLERK
11.8	Dark Lane There is standing water at the junction next to the School on the Priorsfield side. Resolved That Clerk should report this to HC ACTION CLERK

Footpaths

12.1

Parish Footpaths Officer (PFO)

No report received this month

12.2

Parish Footpaths Map

Amendments have been submitted to the publisher.

Resolved

That this is noted.

Parish Website

Update on People’s Millions should be added to the website.
Appears to be browser problems.
The article on the role of Councillors needs updating.

ACTION EO

Items for Future Discussion

14.1

Newsletter

Timetable for future issues to ensure the editor and publisher are given sufficient notice.

The Meeting closed at 9.30pm

Chairman

Date

NEXT MEETING Jan 2nd at the Memorial Hall

Future Meetings

Feb 6th

Mar 6th

Apr 3rd (Rowlstone)

Appendix 1

EWYAS HAROLD GROUP PARISH COUNCIL

SPENDING PROPOSALS 2007/2008

No		Actual		Expenditure	Projected	Proposed
		Expenditure	Budget	To Date	Expenditure	Budget
	Item	05/06	06/07	06/07	06/07	07/08
	ADMINISTRATION	M	N	O	P	Q
1	Fees/Subscriptions	£ 506.00	£550.00	£ 520.36	£ 554.36	£575.00
2	Insurance	£ 2,106.56	£2,279.36	£ 2,208.78	£ 2,208.78	£3,115.96
3	Newsletter	£ -	£514.00	£ 143.00	£ 230.00	£250.00
4	Training	£ 180.00	£120.00	£ -	£ 120.00	£120.00
5	Postage + Travel	£ 488.53	£500.00	£ 354.52	£ 491.88	£500.00
6	Stationery	£ 212.53	£176.00	£ 199.43	£ 208.04	£200.00
7	Office equipment reserve	£ -	£ -	£ -	£ -	£250.00
8	Salaries	£ 4,160.96	£5,149.46	£ 3,731.44	£ 5,224.65	£5,703.76
9	Members Expenses	£ -	£ 30.00	£ -	£ -	£ 30.00
10	Hire of Premises	£ 199.00	£200.00	£ 240.00	£ 200.00	£240.00
	Sub total =	£ 7,853.58	£9,518.82	£ 7,397.53	£ 9,237.71	£10,984.72

	RECREATION GROUND
11	Grass Cutting	£ 899.76	£1,000.00	£ 765.70	£ 765.70	£955.00
12	Hedge Laying/Trimming	£ 156.00	£200.00	£ 174.90	£ 200.00	£200.00
13	Water	£ 183.25	£120.00	£ 98.08	£ 234.08	£120.00
14	Electricity	£ 214.91	£200.00	£ 221.91	£ 386.91	£200.00
15	Play Area Maintenance	£ 1,071.57	£ 1,200.00	£ 561.97	£ 936.38	£1,200.00
16	Repairs	£ 206.02	£100.00	£ 47.50	£ 81.43	£100.00
18	Maintenance of Flower Beds	£ -	£ 50.00	£ 50.00	£ 50.00	£ 50.00
19	Contingency	£ 339.69	£900.00	£ 982.40	£ 1,058.15	£750.00
	Sub total =	£ 3,071.20	£3,770.00	£ 2,902.46	£ 3,712.65	£3,575.00

	COMMUNITY TIDYING
21	Litter Control/ Parish Freighter	£ 836.32	£800.00	£ 942.45	£ 911.14	£800.00
	Sub total =	£ 836.32	£800.00	£ 942.45	£ 911.14	£800.00

	GRANTS/DONATIONS
22	Village Halls	£ 150.00	£150.00	£ -	£ 150.00	£150.00
23	Burial Grounds	£ 450.00	£550.00	£ 400.00	£ 550.00	£550.00
24	Community Groups	£ 200.00	£ 50.00	£ -	£ 200.00	£ 50.00
25	Charities	£ 50.00	£ 50.00	£ -	£ 50.00	£ 50.00
	Sub total =	£ 850.00	£800.00	£ 400.00	£ 950.00	£800.00

	SPECIAL CONTINGENCIES
26	Elections	£ -	£850.00	£ -	£ -	£ £650.00
27	Hire of Equipment	£ -	£ -	£ -		£ -
28	Capital Projects	£ 1,216.00	£2,734.00	£ 2,543.00	£ 2,734.00	£550.00
29	Miscellaneous Expenditure	£ 655.66	£321.58	£ 391.84	£ 490.44	£500.00
	Sub total =	£ 1,871.66	£3,905.58	£ 2,934.84	£ 3,224.44	£1,700.00

	TOTALS	£14,482.76	£18,794.40	£14,577.28	£18,035.94	£17,859.72

	Likely Income from 2007/2008					£900.00

	Proposed precept for 2007/2008					£16,959.72

	Comments
1	To allow for annual 5% increase

2	Same percentage increase as previous year plus £800 for increased play equipment value

8	Subject to annual appraisal (£5,523.17 if unsatisfactory appraisal)

11	Based on cuts in 2005 plus average annual increase

26	With carry over will provide £1,500 to cover potential postal ballot costs in 2007

29	Repainting of pavilion		£550.00

Appendix 2

AMENDED ACCOUNTS 2006/2007

Budget Name	Code	Budget	Budget Name	Code	Budget
Fees/Subscriptions	1	£556.00	Charities	25	£50.00
Insurance	2	£2,208.78	Elections	26	£850.00
Newsletter	3	£264.00	Hire of Equipment	27
Training	4	£120.00	Capital Projects	28	£2,734.00
Postage + Travel	5	£500.00	Miscellaneous Expenditure	29	£500.00
Stationery/Office Equipment	6	£220.00	Parish Plan	30	£852.75
Salaries	7	£5,375.01	Parish Footpaths Scheme	31	£1,200.00
Members Expenses	8	£30.00
Hire of Premises	9	£240.00
Recreation Ground Grass Cutting	10	£765.70	Totals		£23,895.38
Hedge Laying/Trimming	11	£174.90
Strimming	12		Excluding
Water	13	£120.00	Lengthsman, Parish Paths, Elections, Parish Plan		£18,428.39
Electricity	14	£350.00
Play Area Maintenance	15	£1,200.00
Repairs	16	£100.00	Funding Sources
Cleaning	17	-	Precept		£15,528.82
Maintenance of Flower Beds	18	£50.00	Carry over		£985.00
Contingency/Signs	19	£1,100.00	Predicted income		£1,414.57
Lengthsman Scheme	20	£2,564.24	Bank reserves		£500.00
Parish Freighter/Litter Control	21	£1,020.00
Village Halls	22	£150.00			£18,428.39
Burial Grounds	23	£550.00
Community/Youth Groups	24	£50.00