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Present |
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Councillor P Sheen (Rowlstone) in the chair
Councillor Mrs J Addis
Councillor D Harries
Councillor Mrs M Bradley
Councillor R Mailes
Councillor Mrs M Williams (Rowlstone)
Councillor W Preece (Dulas)
In attendance:
The Clerk
5 members of the public
|
1 |
Apologies for Absence
Councillors J Middle, Mrs E Overstall, P Jinman, R Weaver
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2 |
Declaration of Interest
None were declared
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3 |
Minutes
The minutes of the ordinary meeting of the council held on Tuesday 4th March 2008 were approved without amendment
Carried unanimously
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4.1 |
Flicks in the Sticks
Councillors were reminded that the next film to be shown at the Memorial Hall will be at 7.30pm on Friday April 11th. The film is “The Lives of Others” and forms part of the Borderlines Film Festival.
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4.2 |
Notice board (Village Centre)
The glass has become insecure in the runners and for safety has been removed to be held by Councillor R Mailes. Still waiting for Mr Denis Elkerton to look at problem and report back.
Resolved
That Councillor Mrs M Williams would remind Mr Elkerton.
That the Clerk would seek an alternative solution if the work was still outstanding at the end of the month.
ACTION MW and CLERK
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4.3 |
First Responders
The 8 volunteers are now undergoing their two 8 hour shifts with ambulance staff (professional observership). When these sessions are completed the service can go live, thus replacing that which is currently being run single-handed by Richard Baker.
Resolved
That this is noted
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4.4 |
Standing Orders
Final discussion of draft standing orders
- Point 31 was covered as it was felt that this was covered under point 48 (now renumbered 47) and the adopted financial regulations.
- Point 46 (previously 47). Part 2 has been re-written to read:
“The Clerk shall refer every planning application received to the Council normally within 48 hours of receipt, unless intended as an agenda item at the next council meeting.”
- Point 48 (previously 49) Draft code of conduct for complaints will be distributed with current minutes.
Resolved
That the final draft together with the complaints procedure will be placed as an agenda item for approval at the May meeting.
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4.5 |
Quality Council Status
There was a discussion on the actions necessary for EHGPC to attain quality council status. The Clerk presented the various elements necessary and the following issues were identified as requiring further work:
- The production of an annual report
- Some minor amendments to the Newsletter
The benefits of attaining quality status were identified as being:
- Benefits community through more efficient council.
- Greater involvement in consultations with Unitary Council
- Improving the possibility of future funding opportunities
Resolved
That the Clerk should (with advice from HALC) provide advice on nature of annual report.
That the Clerk should further clarify the benefits of becoming a quality council
That the Clerk should continue to produce a portfolio of evidence for quality status
ACTIONS CLERK
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5 |
Recreation Ground
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5.1 |
Monthly Audit
- Double gates on play area still not closing properly. A permanent solution needs to be found for this ongoing problem. ACTION CLERK + DH
- Some evidence of driving on football pitch
- Pavilion glass needs cleaning to remove muddy imprints of footballs.
ACTION CLERK
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5.2 |
Play Area
5.2.1 |
RoSPA Inspection
Annual Inspection 14th April (am). They will phone to confirm time on the day so that any play area development issues can be discussed on site..
Resolved
That this is noted |
5.2.2 |
HAGS Report
No issues identified other than gate not properly closing
Resolved
That this was noted under item 5.1
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5.2.3 |
Youth Facilities
This is likely to be an ongoing agenda item until several issues are resolved:
- Future of the Football Club pitch
- Advice from RoSPA on possibilities within the Recreation Ground.
- Adequate involvement of youth groups in any decisions
Resolved
That this is noted.
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|
6 |
Local Security Matters
There was a reported assault on a resident which is currently being investigated by the police.
Resolved
That the Clerk (through the CSO) should check on the progress of this case.
ACTION CLERK
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7 |
Correspondence
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Sender |
Content |
7.1 |
Associated Surfaces |
Safety Surface repair flyer |
7.2 |
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Clerks + Councils Direct – March 2008 |
7.3 |
Kidney Research UK |
Request to advertise London Bridges Walk 2008
Resolved
That the poster should be placed on notice board
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7.4 |
SLCC |
Clerk’s CiLCA certificate
Resolved
That this is noted
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7.5 |
Information Commissioner |
Confirmation of Renewal – Data Protection Register until 21 March 2009
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7.6 |
Big Lottery Fund |
Confirmation of closure of grant file re Playground Users Project |
7.7 |
Standards Board |
Town and Parish Standard Newsletter – March 2008 |
7.8 |
Wicksteed |
Fitness equipment catalogue |
7.9 |
Parish Talk |
Confirmation of grant award (£300) for “Dreamweaver” training
Resolved
That this is noted
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7.10 |
HC Adult + Community |
March funding opportunities |
7.11 |
HC Adult + Community |
Landlords’ Forum – April 2 2008 |
7.12 |
HC Adult + Community |
Village Artmarkers booklet |
7.13 |
HC Adult + Community |
Cultural Services notice of availability of CD-Rom titled “the Art of Engagement” |
7.14 |
HC Adult + Community |
Consultation document “Modernisation of Day Opportunities”
Resolved
That this is noted
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7.15 |
Audit Commission |
Confirmation of appointment of Mazars LLP as external auditor |
7.16 |
Dulas PCC |
Request for 2008 churchyard donation [email]
Resolved
That this should be paid
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7.17 |
Rowlstone PCC |
Request for 2008 churchyard donation (including that for Llancillo) [email]
Resolved
That this should be paid
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7.18 |
EH Memorial Hall |
Request for annual hall donation [email]
Resolved
That this should be paid
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7.19 |
Martin Woods |
Quarterly play equipment inspection report [email]
Resolved
That this was noted in item 5.2.2
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7.20 |
Liz Overstall |
Feedback on possible youth play equipment plus copy of questionnaire [email]
Resolved
That this was noted in item 5.2.3
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7.21 |
James Bailey |
Offer to take on Parish Newsletter printing [email] |
7.22 |
Peter Gunn-Wilkinson |
Report on recent Green Supper organised by Golden Valley Environment Group [email]
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7.23 |
Richard Baker |
Copy of complaint re potholes on road leading to the Vroe and Park Lodge [email]
Resolved
That this was noted in item 11.1
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7.24 |
HC Environment |
July 2007 Flood Data (added to Pitt Review for review + comments by Herefordshire Council)
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7.25 |
Allianz |
Local council insurance renewal - £2,954.70 (due 1st June 2008) £2,937.62 set at precept
Resolved
That this is noted
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7.26 |
Peter Overstall |
PFO Report for April (email)
Resolved
That this was noted in item 12.1
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7.27 |
Rowlstone Village Hall |
Request for annual hall donation
Resolved
That this should be paid
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7.28 |
EH Cricket Club |
Fixtures 2008
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8 |
Lengthsman Scheme |
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8.1 |
Lengthsman work undertaken in March.
Date |
Work |
Hours |
6/3/08 |
Clear and shred debris from wind damage |
30/60 |
11/3/08 |
Check and clear as required – drains, gullies, debris etc. |
360/60 |
12/3/08 |
Clear debris. Trim storm damaged overhanging branches. Check drains etc. |
150/60 |
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Resolved
That this is noted and approved
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8.2 |
Lengthsman rates 2008/09
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The hourly rates will be increased in April by 4% to £17.20 inc VAT
Resolved
That this is noted.
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9 |
Financial Report |
9.1 |
Payments for approval
Clerk salary |
£ |
490.88 |
Stationery/Office Expenses |
£ |
49.78 |
Clerk postage |
£ |
10.00 |
Clerk travel |
£ |
26.78 |
HM Inland Revenue (PAYE £7.00 NI £7.77 employee £9.04 employer) |
£ |
23.81 |
Parish Council election costs 2007 |
£ |
50.32 |
Brian Ball – Footpaths work under P3 Scheme |
£ |
371.00 |
Amey Wye Valley – February road sweep |
£ |
70.50 |
Churchyard upkeep – 2008 payment to Rowlstone |
£ |
50.00 |
Churchyard upkeep – 2008 payment to Dulas |
£ |
50.00 |
Churchyard upkeep – 2008 payment to Llancillo |
£ |
50.00 |
Memorial Hall – 2008 hall grant |
£ |
100.00 |
Rowlstone Village Hall – 2008 hall grant |
£ |
50.00 |
EHPCC – Contribution to churchyard gate from P3 Scheme |
£ |
74.00 |
Blackhill Computing – website development
(170.01 covered by Parish Talk grant + 49.99 misc. expenditure) |
£ |
220.00 |
Martin Roper – Lengthsman work March 2008 |
£ |
148.47 |
Martin Roper – waste collection March 2008 |
£ |
80.00 |
Dore Community Transport - donation |
£ |
50.00 |
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9.2 |
Balances as at 31st March 2008
NatWest Current account |
£ |
1,207.81 |
Unpresented cheques |
£ |
nil |
Cheques/cash to be credited |
£ |
300.00 |
NatWest Business Reserve |
£ |
2,468.15 |
Alliance + Leicester Current account |
£ |
2,277.99 |
Alliance + Leicester Deposit account |
£ |
6,659.70 |
Total cash assets
Consisting of: |
£ |
12,913.65 |
Precept funds |
£ |
11,414.21 |
Lengthsman Scheme
Balance available but not yet claimed |
£ |
nil |
Administration charge outstanding |
£ |
nil |
Available funds for remainder of financial year
(annual allocation £2,229.95) |
£ |
201.29 |
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|
|
|
£ |
201.29 |
Parish Path Funds |
£ |
445.40 |
Parish Plan Funds |
£ |
852.75 |
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9.3 |
Payments Received |
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Parish Talk Grant – Website improvements 2008 |
£ |
300.00 |
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|
|
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9.4 |
Budget Adjustments
Source of transfer |
Sum to transfer |
Budget code receiving payment |
28 – Capital projects |
30.00 |
6 – Office/stationery
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28 – Capital projects |
60.57 |
21 – Parish Freighter/Litter
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9.5 |
Budget 2007/2008 |
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Review of 2007/8 spending in relation to budget proposals – Appendix 1
Resolved
That Community/Youth Groups budget from 2006/7 and 2008/9 (£100) should be added to previously agreed sum of £2,780.21. The total of £2,880.21 would then be held in reserve for future schemes.
Resolved
That the expected under spend in budgets for play area maintenance and contingency/signs should be considered for local ongoing community schemes.
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Resolved
That the financial statement is accepted and that payments and transfers should be made.
Carried unanimously.
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10
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Planning
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10.1 |
Application number DCSW2007/2407/F
Notification of Planning Permission |
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Site:
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Land adjacent to Westwood Industrial Estate, Pontrilas, Herefordshire. HR2 0EL |
Description |
Change of use of land for storage of construction materials, planrt equipment and vehicle parking. |
|
|
Resolved
That this is noted.
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10.2 |
Application number DCSW2007/3704/F
Withdrawn Application |
|
Site: |
Former garden centre, Pontrilas, Hereford. HR2 0DJ |
Description |
Demolish existing buildings, build new warehouse and store/shop/office.
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|
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Resolved
That this is noted. |
10.3 |
Application number DCSW2008/0599/F
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Site: |
The Furlong, Ewyas Harold, Hereford. HR2 0EL |
Description: |
Proposed conservatory to rear of existing dwelling |
Application Type: |
Full |
Applicant: |
Mr + Mrs T Jones, The Furlong, Ewyas Harold, Hereford. HR2 0EL
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|
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Resolved
That EHGPC has no objections to this application (plans viewed prior to meeting)
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10.4 |
Application number DCSW2008/0646/F
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|
Site: |
Bridge Farm Lodge, Ewyas Harold, Hereford. HR2 0JD |
Description |
Removal of agriculture occupancy tenancy condition |
Application Type: |
Full |
Applicant:
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Trustees of F B Gwillim (deceased)
c/o Valley View, Ewyas Harold, Herefordshire. HR2 0JD
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|
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Resolved
That EHGPC has no objections to this application
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11 |
Road Maintenance and Related Matters
11.1 |
Potholes Vroe
Clerk highlighted copy email from Richard Baker re potholes on road leading to Vroe and Park Lodge
Resolved
That this is noted
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11.2 |
B4347
Centre of road leading from Pontrilas is breaking up and forming ruts, and 2 children on bikes have fallen off when riding over this surface. This was repaired 3 years ago with an asphalt veneer as a temporary measure.
Resolved
That the Clerk should report this to HC.
ACTION CLERK
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11.3 |
Amey Wye Contract (Road Sweep)
The contract was again discussed.
Resolved
That this should be an agenda item for May’s meeting.
Resolved
That the Clerk should clarify the position with regards to annual road sweeps in areas such as Rowlstone.
ACTION CLERK |
11.4 |
Outstanding Maintenance
Councillors were reminded to look at the maintenance items on the previously reported list and inform the Clerk of any still outstanding.
11.4.1 |
School Lane
The junction with Dark Lane has long been a problem with flooding due to the camber of the road preventing surface water from reaching the drains.
Resolved
That the Clerk should re-report this to HC
ACTION CLERK |
11.4.2 |
Potholes in Pudding Street
These were repaired but have now reformed.
Resolved
That the Clerk should report this to HC
ACTION CLERK |
|
11.5 |
Catholic Church
It was noted that the church was no longer being used for services.
Resolved
That the Clerk should contact Belmont Abbey to see if part of the grounds could be considered as a future car park.
ACTION CLERK |
11.6 |
School Road Parking
It was noted that at certain times of the day access was a problem due to school pick-ups.
Resolved
That the Clerk should make HC aware of this situation.
ACTION CLERK |
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12 |
Footpaths
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|
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12.1 |
Footpaths Officer’s Report
EH 15. The field-gate by the road has been locked with a chain and padlock. I have contacted the landowner who has refused to reopen it. I have discussed this with Jonathan Rogers and in the first instance he will write to the landowner explaining the legal requirement to keep open public rights of way. One option would be to install a two-in-one gate (a field gate that can be locked next to a self closing pedestrian gate) however, the landowner would have to pay for this.
EH31A. The official line where the footpath crosses the boundary of Paradise cottage has been clarified and is to the west of the current field- gate. Hereford will supply a Marlow self-closing gate and the landowner has agreed to install it.
DU8. A handrail has now been installed to protect walkers from the open culvert by the stile.
EH18. Two self-closing gates have now been installed: one by the Dulas road and the other up the hill at the top of the first field.
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12.2 |
Parish Paths Work 2007/2008
- 2 signposts installed/repaired
- 6 gates installed
- 450 metres of vegetation cleared
- 1 handrail installed
- Financial contribution made to notice board
- Financial contribution made to church gate
Total spend £1,030.60
Resolved
That this is noted
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12.3 |
EH 18
It was noted that a gate to be improve access had been installed where the path crosses Dulas Road leading to a steep hill, whereas the gentler route in the opposite direction had been left as stile access.
Resolved
That the Clerk should bring this to the FPO’s attention
ACTION CLERK |
12.4 |
Gate Signs
It was noted that certain farm gates still required the “Please Close” notices.
Resolved
That the Clerk should clarify the availability with the FPO.
ACTION CLERK |
13 |
Parish Newsletter
No items were raised
|
14 |
Parish Website
Both the Clerk and Councillor Mrs E Overstall have received their training in Adobe Contribute and software has been incorporated onto the website. Improvements to the website are ongoing, and so far this has enabled improved access to archived minutes
Resolved
That this is noted
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15 |
Items for Future Discussion |
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15.1 |
CAR PARK BARRIER |
15.2 |
LOCAL EMERGENCY PLAN |
15.3 |
ROAD SWEEP CONTRACT |
15.4 |
FUNDING FOR COMMUNITY ISSUES |
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The Meeting closed at 9.00pm |
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Chairman
Date
|
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NEXT MEETING May 6th 2008 (Annual Meeting)
Future Meetings June 3rd, July 1st, August 5th , September 2nd
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Appendix 1 |
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|
|
2007-2008 |
|
|
SPEND |
BUDGET |
Fees/Subscriptions |
1 |
776.98 |
776.98 |
Insurance |
2 |
2,797.73 |
2,797.73 |
Newsletter |
3 |
120.00 |
250.00 |
Training |
4 |
55.00 |
120.00 |
Postage + Travel |
5 |
538.23 |
550.00 |
Stationery/Office Equipment |
6 |
230.00 |
200.00 |
Office Equipment Reserve |
7 |
- |
250.00 |
Salaries |
8 |
6,176.31 |
6,327.31 |
Members Expenses |
9 |
- |
30.00 |
Hire of Premises |
10 |
236.00 |
240.00 |
Recreation Ground Grass Cutting |
11 |
927.36 |
955.00 |
Hedge Laying/Trimming |
12 |
201.00 |
201.00 |
Water |
13 |
89.19 |
120.00 |
Electricity |
14 |
381.15 |
381.15 |
Play Area Maintenance |
15 |
186.47 |
950.00 |
Repairs |
16 |
59.51 |
100.00 |
Cleaning |
17 |
- |
- |
Maintenance of Flower Beds |
18 |
25.00 |
50.00 |
Contingency/Signs |
19 |
59.00 |
750.00 |
Lengthsman |
20 |
1,805.67 |
2,006.96 |
Parish Freighter/Litter Control |
21 |
1,397.74 |
1,405.25 |
Village Halls |
22 |
150.00 |
150.00 |
Burial Grounds |
23 |
550.00 |
550.00 |
Community/Youth Groups |
24 |
- |
50.00 |
Charities |
25 |
50.00 |
50.00 |
Elections |
26 |
50.32 |
1,500.00 |
Hire of Equipment |
27 |
- |
|
Capital Projects |
28 |
- |
130.00 |
Miscellaneous Expenditure |
29 |
713.77 |
817.22 |
Parish Plan |
30 |
- |
771.75 |
Parish Footpaths Scheme |
31 |
1,030.60 |
1,031.00 |
Parish Talk |
|
600.00 |
600.00 |
Play Area Awards |
|
59,925.42 |
61,400.00 |
Artmarkers award |
|
1,000.00 |
1,000.00 |
|
|
|
|
|
|
Comments |
|
|
|
|
|
3 |
Reduced no of issues published |
7 |
No requirements for replacement equipment |
15 |
New play area meant reduced maintenance costs |
19 |
Greatly reduced repair and maintenance issues |
24 |
Expenditure not identified (still £50 from 06/07 unspent) |
26 |
Low election costs 2007 but reserve needed to cover cost of future possible postal ballot |
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