Minutes of the Ordinary Meeting of Ewyas Harold Group Parish Council

held on Tuesday 5th April 2005

In the Village Hall Rowlestone at 7.30 p.m.

Present

Councillor Mrs E Overstall (Dulas) in the chair

Councillor R Weaver

Councillor W Lloyd (Llancillo)

Councillor J Middle

Councillor Mrs M Williams (Rowlstone)

Councillor Mrs J Addis

Councillor Mrs M Tovey

Councillor P Sheen (Rowlstone)

Councillor D Harries

The Clerk

In attendance:

Councillor J B Williams (Herefordshire Council)

Apologies for Absence

Councillors G Sprackling, P Jinman

Declaration of Interest

Councillor D Harries declared an interest in items 4.9 (related to nominee) and the correspondence from Mr Jim Birley (personal friend)

Councillor Mrs E Overstall declared an interest in item 11.1 (related to nominee)

Minutes

The minutes of the ordinary meeting of the council held on Tuesday 1st March 2005 were approved without amendment.

Matters for report (Not covered by separate agenda items)

4.1

Herefordshire Unitary Development Plan

Herefordshire Council have acknowledged EHGPC’s withdrawal of their objections to housing land allocations and settlement boundaries following the amendments made to the UDP. A copy of these amendments has been received for filing.

Resolved

That this is noted.

4.2

Access to Ewyas Harold Common

A meeting of the Common Society has been arranged for 19th April 2005, and a Graziers meeting has been scheduled for 7th April 2005

Resolved

That this is noted

4.3

Parish Plan

Application has been made for the remaining £2,000 grant, and Councillor Mrs E Overstall reported that this money will be released by the Countryside Agency on receipt of the completed Parish Plan. Work is ongoing on the final version of this plan and this should be available shortly.

Resolved

That this is noted

4. 4

Dog Fouling

4.4.1

Designation of Land.

The Council have applied for designation of the Recreation Ground and Memorial Ground under the Dogs (Fouling of Land) Act 1996, and are still waiting for confirmation of this designation.

Resolved

That this is noted.

4.5

Llancillo Signs

Following the decision not to supply the village name signs, the Clerk has written to Herefordshire Council highlighting the following points:

Llancillo is not alone in South Herefordshire as being a village without a defined community.
The Council will contact Monmouthshire CC re signage from the A465.
Disease Control in Livestock is based upon Parish identification and it is important that in outbreak situations such as Foot and Mouth vets drafted into areas are aware of the Parish they are in.

The Clerk has also been informed that these signs cannot be obtained with Lengthsman money as such a purchase is not permitted under this scheme.

Resolved

That Councillor Berris Williams would take this issue up with Stephen Oates to ascertain whether HC has an obligation to provide these signs.

ACTION BW

4.6

Village Artmarkers

Still waiting further developments on this project.

Resolved

That this item be moved to the supplementary list.

4.7

Obstructions outside Dog Inn

Following receipt of a copy of the report requested by HC’s Legal Services, there have been as yet no further developments. It was noted that there was likely to be a change of ownership and that the problems should be brought to the attention of all those involved

Resolved

That the Clerk would find out from Councillor Revd L Rickards whether the property was to be sold or leased. ACTION CLERK

That the Clerk would write to the County Solicitor to ensure that she was aware of the problems being dealt with by HC’s Legal Services and copy this letter to the Licensing Officer. ACTION CLERK

That the Clerk would report the Council’s concern over the legality of the erected wooden fencing to the Divisional Surveyor. ACTION CLERK

That the Clerk would, following the supply of the post code by Councillor Mrs J Addis, carry out a registry search on the property. ACTION JA + CLERK

4.8

Rowlestone Village Centre

It was reported that the verges were still to be tidied, the road surface was still to be repaired, and that the passing place just beyond the village sign required clearing. The later would require a bobcat and lorry, and as such would need to carried out by HC rather than the Lengthsman.

Resolved

That the Clerk would write to the Divisional Surveyor to request the bobcat and lorry. (see item 10.1)

ACTION CLERK

4.9

Ewyas Harold Primary School Governor

The Council received a copy of the CV of Mrs Sue Harries. She was viewed as a very suitable candidate and there being no other nominations was accepted as EHGPC’s nominee for the above post.

Proposed: Councillor Mrs J Addis

Seconded: Councillor P Sheen

Carried unanimously.

Resolved

That the Clerk should inform Mrs J Mailes and Mrs S Harries of the Council’s decision.

ACTION CLERK

4.10

Clerk’s Contract

The Clerk explained the main points of the national agreement for the employment of local council clerks. Despite only being received on 18th March 2005 new contracts were expected to be in place by 1st April 2005. The Clerk has written to HALC to point out the financial problems that this would cause most councils, given that precepts were set in January, but no response has been received.

The main areas of change were:

Clerk must be an employee of the council
New salary scales must be adopted
Part-time hours are to be reviewed
Clerk expenses are to be reviewed
Annual appraisals are to be carried out

Resolved

That a new contract of employment needs to be prepared in time for the May Parish Meeting.

ACTION EO + LR + DH

That the Clerk needs to look into the full cost implications

ACTION CLERK

That, given the failure of HALC to respond, guidance needs to be sought from NALC.

ACTION CLERK

4.11

Bridge over Dulas Brook at B4347/C1213 Junction

Herefordshire Council have acknowledged the reported tree stump growing in the bridge wall and have promised to take action.

Resolved

That this item be moved to the supplementary list.

4.12

Potholes

4.12.1

Prill Farm.

The pothole on Prill Road outside Prill Farm has been reported to HC but as yet no action has been taken.

4.12.2

Dulas Mill

The pothole on the road between Dulas Mill and Upper Cefn has been reported to HC but as yet no action has been taken.

Resolved

That both items be moved to the supplementary list.

4.13

Streetlight outside Bridgeview on B4347

Councillor Sprackling has investigated the complaint that this area is poorly lit because of a tree growing across the streetlight and found that the tree is well clear of the light.

Resolved

That this item be deleted

4.14

Rubbish on A465

The Clerk has reported the excess of rubbish building up along the A465 through Pontrilas and HC have agreed to clear up this area.

Resolved

That this noted but that the Clerk should also contact AmeyMouchel to request that the channels on the A465 are swept.

ACTION CLERK

4.15

Collapsed Fencing at Rosedean

The Clerk was informed by the owner of Rosedean, Mr Price, that the collapsed fence boarding was not his responsibility and therefore has instructed the Clerk instructed the Lengthsman to remove this boarding. This work has now been completed.

Resolved

That this item be deleted

4.16

Overhanging Trees in Pudding Street

Councillor P Sheen is still to speak to, Mr Lyng, the owner of the property.

Resolved

That this is noted

4.17

Barn in Priors Wood

The Clerk has been informed that the building is subject to Agricultural Building Regulations and as such does not require prior planning permission.

Resolved

That this item be deleted.

4.18

Charges for Users of Recreation Ground Facilities

This procedure is under review and any changes, if deemed appropriate, will not be put in place until 2005/2006. Therefore all outstanding charges, including those for the Football Club, will be invoiced using the old system.

Resolved

That this is noted

Local Security Matters

The Parish Plan questionnaire has identified that better communication with the police was seen as an important issue and therefore to improve communication the local beat officers had been invited to attend future Parish Council Meetings.

The police had re-emphasised the need for them to be notified of local incidents and, to assist with this, contact telephone numbers for the police are being more widely distributed throughout the parish.

Resolved

That this is noted

Correspondence (Not covered by separate agenda items)

6.1	CPRE	CPRE Herefordshire News Update – March 2005
6.2	CPRE	Request for help in funding post within CPRE
6.3	CPRE	Countryside Clutter Challenge
6.4	Herefordshire Partnership	Quarterly Economic Report – February 2005
6.5	HC Environment	Information re Lengthsman Accounting and response to request re village signing through Lengthsman Scheme Resolved That was noted in items 4.5 and 8.3
6.6	Herefordshire Council	Herefordshire Unitary Development Plan – Public Enquiry 2005 Statement re: settlement boundary and housing land allocations Resolved That this was noted in item 4.1
6.7	Ray Rose	Internal Auditor Agreement
6.8	Clerks & Councils	March 2005 – Issue 38
6.9	CPRE	Countryside Voice – Spring 2005
6.10	CPRE	Fieldwork – March 2005
6.11	Mrs Diana George	Acknowledgement of £50 donation to Llancillo Churchyard (email). Also highlighting that the Friends of Friendless Churches had agreed to take the Church under its wing in due course. Resolved That this is noted
6.12	defra	Making sense of broadband – CD-ROM
6.13	CPRE	Reminder of overdue subscription
6.14	Robert George	Response to EHGPC’s planned application to P3 Scheme (email) Resolved That this was noted in item 11.1
6.15	Local Channel	Invitation to open Ewyas Harold page on The Local Channel
6.16	HC Environment	Acknowledgement of work requested on blocked gulley on C1221
6.17	Herefordshire Council	Application form for Parish Paths Partnership (P3) (application sent 24/3/05) Resolved That this was noted in item 11.2
6.18	Robert George	Resignation from post of Footpaths Officer for Ewyas Harold GPC (email) Resolved That this was noted in item 11.1
6.19	Welsh Water	Invitation to pay future bills by direct debit
6.20	Welsh Water	Notice of contractor changes for waste water services
6.21	HALC	Feedback form re Freedom of Information course
6.22	HALC	Information Corner 16.3.05 – Clerk’s Contract
6.23	NALC	Clerk’s Contract Resolved That this was noted in item 4.10
6.24	West Midlands Regional Assembly	Speaking Out – Issue 7 Winter 2004/5
6.25	HC Environment	Acknowledgement of report of rubbish on A465 Resolved That this was noted in item 4.14
6.26	Mr Bob Davies	Report of damage to cricket square (email) Resolved That this was noted in item 12.3
6.27	HC Secretary & Solicitors	Notice of transfer of polling station from Rowlstone Church Hall to MH Ewyas Harold Resolved That this was noted and copy of he notice placed on Rowlestone notice board.
6.28	Alliance + Leicester	Notice to withdraw from receiving marketing literature
6.29	Alliance + Leicester	Notice re transfer of money internationally
6.30	HC Policy + Community	Bus + Train timetables 27th February 2005 to 3rd September 2005
6.31	HC Policy + Community	Herefordshire Council Forward Plan 1st April 2005 to 31st July 2005
6.32	HC Policy + Community	Local Area Forum dates for June 2005
6.33	HC Policy + Community	Youth Involvement and Democracy Update (Notice of Meeting at The Courtyard - 6th April 2005)
6.34	HC Policy + Community	College of Art & Design - Short Course Summer Programme
6.35	HC Policy + Community	Burial Grounds Survey 2005 Paperwork to Councillor Mrs E Overstall
6.36	Defra	Quality Parishes/Parish Plans and funding Councillor Mrs E Overstall stated that the final step to achieving Quality status was ensuring that the Clerk was fully trained. Resolved That the Clerk would find out about available courses and check at what stage of the training process the Council could apply for quality status. ACTION CLERK
6.37	Community First	Newsline – Issue 57 April 2005
6.38	Mr Jim Birley	Footpath Access Resolved That this item was noted in item 11.3
6.39	Jane Phillips	Acknowledgement of response for UDP Inquiry 30/3/05 Resolved That this was noted in item 4.1
6.40	Memorial Hall	Expression of thanks for the grants of £100 and £50 Resolved That this was noted
6.41	Isabelle Devereux	Request for road sweeping of car park area at Elmdale. It was agreed that Jarvis Services should be asked to include this area if access was possible for the sweeper. Resolved That the Clerk should write to Jarvis Services That the Clerk should write to Isabelle Devereux to explain the situation with regard to road sweeping. ACTION CLERK

Lengthsman Scheme

7.1

Lengthsman work undertaken in March.

Still to be advised. The Clerk informed the Council that he believed that all the requested work had been completed, although it was reported that the painting of the railings was still outstanding.

Resolved

That this is noted

7.2

Other work identified for Lengthsman Scheme

Footway sweep ordered through Jarvis Services is scheduled to take place during the week commencing 18th April 2005.

Resolved

That this is noted.

7.3

Future Lengthsman Scheme Work

Councillor Middle highlighted the need to plan now for the Lengthsman work to be undertaken in 2005/2006. He made the following suggestions:

Turning area at top of Hill Lane
Footway extension outside Stonehouse

Other Councillors were encouraged to bring other ideas to the next Parish Meeting

Resolved

That this is noted

7.4

Lengthsman costs

From 1st April 2005 the hourly rate will increase from £13.50 to £15.00 inc VAT

This was agreed to be still a reasonable rate given the decreased labour charges due to the level of mechanisation.

Resolved

That the Council are happy to pay these rates for 2005..

Financial Report

8.1

Payments for approval

Clerk salary (Mar 2005)	£	273.43
Clerk stationery/office supplies	£	7.96
Clerk postage	£	25.89
Clerk travel	£	18.18
Information Commissioner (Data Protection Notification)	£	35.00
Herefordshire Council – Parish Plan Questionnaire	£	370.16
Ewyas Harold Memorial Hall	£	393.00
Downey Engineering – Repair of Railings (Lengthsman)	£	181.66
Herefordshire Jarvis Services (road sweep August-February) (Lengthsman)	£	211.50
Donation to prizes for play area equipment competition	£	10.00
Ewyas Harold Memorial Hall – Lettering on Banner	£	58.75
Councillor Mrs E Overstall – Parish Plan Expenses	£	421.16
Councillor Mrs M Williams – Parish Plan Expenses	£	23.62

The Clerk advised the Council that there were discrepancies with the invoice from Herefordshire Jarvis Services and as such he was unable to recommend its payment. He had informed HJS of these discrepancies and they were working to correct the invoice.

8.2

Balances as at 25th March 2005

NatWest Current account	£	36.48
Unpresented cheques	£	nil
Cheques/cash to be credited	£	185.00
NatWest Business Reserve	£	389.13
Alliance + Leicester Current account	£	618.48
Alliance + Leicester Deposit account	£	2292.14
Total cash assets	£	3521.23

8.3

Lengthsman Scheme

Balance (25th March 2005)	£	616.56
Unpresented cheques	£	nil
Balance available (claimed but not yet authorised)	£	1,061.25
Estimated cost of footways sweep	£	500.00
Railing repair (net of VAT)	£	154.60
Identified road sweep costs Aug-Feb (net of VAT)	£	180.00
Estimated outstanding road sweep costs for Mar	£	60.00
Likely available funds to cover Lengthsman work March (annual allocation £4,245.00)	£	783.21

8.4

Payments received

Old Stables – Advert in Newsletter	£	25.00
Kentchurch Parish Council (Parish Freighter 2004-2005)	£	120.00
Donation towards upgrading children’s play area	£	40.00

Resolved

That the financial statement is accepted and payments, except for that to Herefordshire Jarvis Services, should be made.

Carried unanimously

8.5

Internal Auditor

Copies of the preliminary Income and Expenditure Accounts are with the Internal Auditor

Resolved

That this is noted

8.6

Analysis of Expenditure 2004-2005

The Clerk presented the draft analysis (see appendix 1)

It was noted that there were overspends within several revenue headings and, under section 3.2 of the Finance regulations, the Clerk requested permission to move unspent and available amounts from other budget headings to address these shortfalls.

Proposed: Councillor Mrs M Tovey

Seconded : Councillor J Middle

Carried unanimously

Planning

9.1

Application number DCSW2005/0230/F

Notification of Withdrawn Application

Site:	Llancillo Tithe Barn, Llancillo Hall, Pandy. NP7 8HH
Description:	Conversion of redundant agricultural building to dwelling.

Resolved

That this noted

9.2

Application number DCSW2005/0896/F

Site:	Trappe Cottage, Ewyas Harold. HR2 0HU
Description:	Change of use to garage – to become display area for artwork “mini gallery”
Application Type:	Full
Applicant:	Mr Robert Ritchie, Trappe Cottage, Ewyas Harold. HR2 0HU

Resolved

That the Group Parish Council object to this application on the following grounds:

It may prejudice highway safety

Please note: EHGPC would not object if they could be assured of proper provision for safe access and exit.

9.3

Application number DCSW2004/0917/S

Agricultural and Forestry Buildings and Operations

Prior Approval Not Required. (copy of application dated 30/3/04)

Site:	Priors Wood, Dulas, Herefordshire
Description:	Building of secure storage for machinery, workshop and timber store

Resolved

That this is noted.

Road Maintenance and Related Matters

10.1

Road surface in Rowlestone

Councillor Berris Williams stated that the road to Rowlestone from the A465 was breaking up and required resurfacing.

Resolved

That Councillor B Williams provide the Clerk with a map of the area in question so that the Clerk can arrange a site meeting with the Divisional Surveyor.

ACTION JBW

That on receipt of the map the Clerk write to the Divisional Surveyor to arrange a site meeting and that this letter also includes the request for a bobcat and lorry as discussed in item 4.8

ACTION CLERK

Footpaths

11.1

Parish Footpaths Officer (PFO)

The Clerk reported that the PFO, Mr Bob George, had tendered his resignation with effect of the 31st March 2005. Bob felt that his other commitments meant that he was unable to devote enough time to this post, especially with EHGPC applying for the Parish Footpaths Partnership(P3). He offered, however, to help his replacement in any way that he could.

Councillor W Lloyd stated that a letter of appreciation should be sent to Bob and this was endorsed by all other Councillors.

Resolved

That the Clerk would write to express the thanks of the Council for all the work that Bob George had carried out in connection with this post.

ACTION CLERK

To enable the Council to apply for the P3 scheme (see 11.2) it was essential that there was a PFO in place for 2005/2006. Dr Peter Overstall kindly put his name forward and this has been accepted by the Council, on the understanding that if any other persons express an interest, (an advertisement has been posted), then a selection procedure would take place..

Proposed: Councillor Mrs J Addis

Seconded: Councillor W Lloyd

Carried unanimously

Resolved

That the Clerk would write to both HC and Peter Overstall to confirm this appointment.

ACTION CLERK

11.2

Parish Plan Partnership

EHGPC has now applied to become a member of this scheme and are waiting to hear if they have been successful. should attempt to become involved in this scheme

Resolved

That this is noted.

11.3

Access to footpath at Upper Cefn

The Clerk read out a letter from Mr Jim Birley concerning problems with access this footpath.

Resolved

That the Clerk should forward these complaints to the Footpaths Officer.

ACTION CLERK

11.4

Footpath EH5A at Worm Brook

Councillor Mrs J Addis reported a broken stile bar which requires a metal replacement to be welded into place.

Resolved

That the Clerk should report this to the Footpaths Officer.

ACTION CLERK

Recreation Ground

12.1

Monthly Audit

Blocked toilet

Resolved

That the Clerk should arrange for a plumber to fix the toilet.

ACTION CLERK

Pedestrian gate latch is broken.
Flower borders need tidying.
Notices on large gate are not visible when gate is open. Therefore suggest being placed on both sides.

Resolved

That these problems should be reported to Councillor G Sprackling so that he could arrange for the appropriate orders to be raised.

ACTION GS

12.2

Moles on Recreation Ground

The Clerk reported that HC were unable to supply a list of recommended mole catchers and that a local firm had declined to make a quote because of previous problems with stolen traps.

Resolved

That Yellow Pages should be used to find a suitable contractor if the advertisement in the next Newsletter proved fruitless.

12.3

Cricket Square damage

The Clerk reported that Mr Bob Davies (Chairman of EHCC) had reported damage to the square from what appeared to be the mower of the contractors. The Clerk has contacted Daniels but it appears that at that time they had not started this year’s cuts.

Resolved

That the Clerk should write to the Cricket Club to explain the situation.

12.4

Play Area

Councillor J Middle pointed out that work needed to be carried out on the proposed improvements to the rotorider safety surface as well as some thought being given to the replacement slide.

Resolved

That the Clerk should contact Wickstead to arrange a site visit with Councillor Middle.

ACTION CLERK

Councillor Mrs E Overstall highlighted the feedback from children on the possible design for a replacement slide.

Resolved

That this is noted

Parish Newsletter

13.1

Items for inclusion:

The draft for the April issue was approved. However, it was agreed that the Memorial Hall 50th Anniversary diary should be deleted as the events will have taken place before the Newsletter is distributed.

Parish Website

There were no issues raised under this section

Matters for Further Discussion

There were no issues raised under this section

The Meeting closed at 10.15pm

Chairman

Date

NEXT MEETING Tuesday May 10th 2005 (not the first Tuesday)

Meetings for remainder of 2005

June 7th 2005

July 5th 2005

August 9th (not first Tuesday)

September 6th

October 4th

November 1st

December 6th

Appendix 1

ANALYSIS OF EXPENDITURE


		Spend	Budget	Spend	Budget	Comments
Fees/Subscriptions	1	498.00	300.00	569.50	750.00	1
Insurance	2	1946.86	2000.00	1806.85	1500.00
Copying	3	-	180	232.83	150.00	2
Typing	4	-	-	-	-
Postage + Travel	5	512.16	150.00	281.21	150.00	3
Stationery/Office Equipment	6	380.06	350.00	616.00	70.00	4
Salaries	7	4047.23	3890.00	3660.20	3300.00	5
Members’ expenses	8	-	30	-	30.00
Hire of Premises	9	195.00	165.00	180.00	150.00
Recreation Ground Grass Cutting	10	1006.02	1250.00	756.00	1100.00
Hedge Laying/Trimming	11	-	200	138.30	50.00	6
~~Strimming~~	12	-	-	-	-
Water	13	336.44	120.00	296.05	120.00	7
Electricity	14	226.95	150.00	225.25	200.00	8
Play Area Maintenance	15	716.87	1000.00	913.36	200.00
Repairs	16	207.35	100.00	297.02	300.00	9
Cleaning	17	-	100.00	92.77	-
Maintenance of Flower Beds	18	30.00	100.00	-	130.00
Contingency/Signs	19	525.00	1000.00	55.00	2000.00
~~Verge Strimming~~	20	-	-	-	-
Parish Freighter/Litter Control	21	716.11	500.00	651.08	470.00	10
Village Halls	22	100.00	150.00	100.00	150.00
Burial Grounds	23	500.00	600.00	550.00	600.00
Community/Youth Groups	24	-	50.00	325.00	240.00
Charities	25	-	50.00	-	240.00
Elections	26	-	-	400.00	600.00
Hire of Equipment	27	-	-	-	-
Capital Projects	28	921.71	-	1638.50	500.00	11
Miscellaneous Expenditure	29	1046.10	-	-	-	12
Parish Plan	30	1077.45	-	1907.10	-	13
TOTALS		£14,989.31	£12,435.00

Looking at an approximate estimated overspend of £2,800 on the agreed budget. This can be attributed to four main areas:

a. Failure to identify budget for Parish Plan

b. Failure to identify budget for miscellaneous expenditure

c. Extra salary paid during handover period to new Clerk

d. Expenditure on website

Overspend can be offset against an income of approximately £1,000, together with the recovery of any expenditure against the Parish Plan.

Further income will also be generated when the Football Club charges are set for 2004/2005.

Comments
1	No new subscriptions taken up except for Data Protecton registration. Shortfall in funding appears to be due to unrealistic budget setting.
2	This undertaken by Clerk therefore incorporated in stationery expenses
3	Looking at 2003/2004 spend it appears that budget was set too low. Overspend above last year's expenses made up entirely of travel costs
4	Actual cost reduction as includes copying budget and also includes Newsletter and Parish Plan Questionnaire work
5	Overspend caused by extra salary paid to retiring Clerk for period March to May 2004
6	Yet to be billed for this work
7	Refund of duplicated bill for £212.42 meant that spend was within budget
8	Looking at 2003/2004 spend it appears that budget was set too low
9	£73.85 relates to 2003/2004 repairs that were billed late
10	Mostly accounted for with cost of hiring MH car park (£150). Remainder would seem due to budget setting below 2003/2004 spend
11	Website (Agreed in Minutes December 2004 p 97 that website would be funded from 04/05 budget)
12	Rowlestone Noticeboard (funding agreed in Minutes August 2003 p40. No provision made in 04/05 budget) Xmas Lights (£300 funding agreed in Minutes January 2004 p88. No provision made in 04/05 budget) [Actual spend £341.50] Dog signs - Callowside (funding agreed in Minutes December 2004 p100) MH Banner lettering
13	Budget should have included remaining sum of £2000 grant which has now been requested.

In agreement with Finance regulations adopted March 1st 2005

Budgetary Control 3.2

With the agreement of Council, unspent and available amounts may be moved to other budget headings to cover overspend in a revenue items.