Minutes of the Ordinary Meeting of Ewyas Harold Group Parish Council

held on Tuesday 5th February 2008

In the Memorial Hall at 7.30 p.m.

Present

Councillor P Sheen (Rowlstone) in the chair

Councillor Mrs J Addis

Councillor J Middle

Councillor Mrs M Bradley

Councillor R Mailes

Councillor D Harries

Councillor P Jinman

Councillor Mrs E Overstall (Dulas)

Councillor W Preece (Dulas)

In attendance:

The Clerk

Councillor J B Williams (Herefordshire Council)

4 members of the public

Public Forum

Community Access Point

Carey Goodwin made a brief presentation on the available facilities, (which opened on 15th January 2008 with an Open Day on 5th February), and highlighted the possibilities of training for councillors and clerk. This centre will need to be self-funding within two years and any financial help that could be provided through EHGPC will help ensure the long term viability of this free public service.

Apologies for Absence

Councillors Mrs M Williams, R Weaver

Declaration of Interest

Councillor R Mailes declared an interest in item 5.4

Minutes

The minutes of the ordinary meeting of the council held on Tuesday 8th January 2008 were approved without amendment

Carried unanimously

4.1

Bus Shelter

There was a further site meeting on 24th January and no problems were identified with the village centre location. The Clerk is waiting on formal notification of the work schedule and identified costs to EHGPC (including maintenance cost responsibilities).

Resolved

That this is noted

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.

Resolved

That the Clerk should arrange for replacement deeper top runners to be installed.

ACTION CLERK

4.3

First Responders

Training is to commence next weekend and it is expected that the volunteers will be ready to attend with the Ambulance Service within a month with a view to the service being active within 2 months.

Resolved

That this is noted

4.4

Village Warden Scheme

Re-emphasised the facts recorded in January minutes 4.1 ensuring that EHGPC identify this as a future funding pressure.

Resolved

That this is noted

4.5

Flooding Problems in Ewyas Harold

4.5.1

Pontrilas Road (B4347)

Feedback by Herefordshire Council to the report prepared by Mark Ponting in October 2007 remains sketchy.

It has been agreed that the gully catchpots situated in the footway along the Pontrilas Road (B4347) will be emptied twice a year.
A new large gully and tarmacadum deflector in the driveway entrance to Weir Farm and to a new 225mm diameter gully connection from Caemain towards the Weir pipe situated in the west side footway is on HC’s priority list. The Clerk is still trying to clarify the time scale.
Additional gullies and cross gully connections should be made from Brookfield/Rossllwyn towards Mulberry/Ashdown. The Clerk is trying to see if this work will eventually be added to a priority list.

Resolved

That the Clerk should continue to pursue this with HC.

ACTION CLERK

4.5.2

Flood Risk Insurance

Councillor P Jinman reported that his surgery insurance had now inserted a clause excluding cover for flood damage. This is despite the findings of the Atkins flood survey of this area and is outside of government guidelines forinsurance risk assessment.

Resolved

That Councillor Jinman would produce a more complete report when he had further information.

ACTION PJ

That a recommendation that individuals check their own insurance policies was included in the current Newsletter.

ACTION CLERK

Recreation Ground

5.1

Monthly Audit

Broken glass around slide and on safety surface in play area

5.2

Play Area

5.2.1

People’s Millions

Big Lottery Fund is to make a two visits to the new play area

February 26th 2008 to carry out an audit check and will liaise with the Clerk.

Post meeting note. Meeting now set for 7th March am

Publicity visit – date to be agreed – and will liaise with Councillor D Harries.

Post meeting note. Meeting now arranged for 1-30pm Friday 22nd February

Resolved

That this is noted

5.3

Main Gate

This is being locked at night by the Football Club from approximately 5pm to 9am approximately. Notices with regards to key holders will be posted on notice boards and in the Newsletter.

Resolved

That this is noted

5.4

Grass Cutting

The Football Club are considering purchasing equipment suitable to cut the grass in the Recreation Ground as currently contracted to R Daniels. If available the club would be able to offer this service to EHGPC for approximately £300 (a saving of over £500). The Club are still to finalise details but will contact the Clerk within the next few days to confirm whether the equipment will be in place for 2008.

Resolved

That would be happy to offer the contract to EHFC provided the club took responsibility for providing this service even if their own equipment was out of service. Failure to confirm details in February would mean that the contract with Daniels was renewed.

ACTION CLERK + RM

Post meeting note. EHFC are unable to confirm details for 8 weeks therefore the Clerk has instructed R Daniels to undertake the grass cutting for 2008.

5.5

FC Ground Criteria

Details have been distributed to all councillors and Herefordshire FA have agreed to hold discussions if necessary.

Resolved

That this item should be moved to the supplementary list

Local Security Matters

No items were raised under this section.

Correspondence

Date received	Sender	Content
7.1	West Mercia Constabulary	Golden Valley News Beat – January 2008 Copies to Councillors
7.2	Ray Harris	Internal Audit report *Resolved* This is noted in item 9.5
7.3	Glasdon	Product catalogue
7.4	John Armson	Response to EHGPC’s decision re proposed nature reserve
7.5	HC Adult + Community	Herefordshire Community Development Strategy
7.6	HC Adult + Community	Review of School Provision in Herefordshire Resolved This is noted in item 7.19
7.7	HC Adult + Community	Community Forums Dates to notice board
7.8	HC Adult + Community	Herefordshire Transport Asset Management Plan Paperwork to Councillor J Middle for response on behalf of EHGPC.
7.9	HC Adult + Community	Funding Directory – 20th edition , December 2007
7.10	HC Adult + Community	Royal Agricultural Benevolent Institute Gateway Project
7.11	HC Adult + Community	Heritage Lottery Funds – Advice Sessions, 20th February 2008 Resolved That this is noted.
7.12	Local Works	Sustainable Communities Bill This has now become law and is an Act of Parliament Resolved That this is noted
7.13	HC Environment	Consultation on the Validation of Planning Applications Paperwork to Councillor Mrs E Overstall
7.14	HC Children + Young People	Review of School Provision in Herefordshire Resolved This is noted in item 7.19
7.15	HC	Bus and Train Timetable Update – Hereford and Bromyard No 3
7.16	HC Corporate + Customer	Parish Council Election Costs – 3rd May 2007 Resolved That this is noted in item 9.1
7.17	Malcolm Watkins EHEC	Letter and donation re Bonfire Night 2007 Resolved That this is noted in item 9.3
7.18	HC Corporate + Customer	Casual vacancy forms Forms for Llancillo vacancy have been posted – assuming no request for election council should be able to co-opt after 15th February Still waiting on instructions for co-option re Ewyas Harold vacancy Resolved That notices of vacancies should be issued through the Newsletter to identify lack of representation to residents in Llancillo
7.19	Herefordshire Council	Review of School Provision - Notice of suspension of consultation process More detailed research required before proposals are re-drafted for final consideration in September Resolved That this is noted
7.20	HALC	Postponement of Southern Area Meeting – 28/1/08
7.21	HVA	Herefordshire Voluntary Action – Newsletter February 2008
7.22	Wicksteed	Livewire pamphlet
7.23	Communities + Local Government	Consultation paper on Part 10 of Local Government and Public Involvement in Health ACT 2007 Covers: New standard committee powers to make initial assessments of misconduct allegations Standards Board new monitoring functions Extend range of sanctions available to Adjudication Panel Issuing of dispensations – where political balance of local authority would be changed. Resolved That this is noted.
7.24	HC Adult + Community	Parish Plan Implementation Grants Grants available of up to £2,000 for implementation of projects identified in Parish Plan Paperwork to Councillor Mrs E Overstall
7.25	npower	Direct debit paperwork Need to consider method of payment and possibly change of supplier (2% surcharge for non-direct debit) Since April 2007 Standing charge up from 12p to 33p per day Unit charge up from 8.75p to 14.5p Annual savings of up to £100 possible but would require 3 year contract. Resolved That Clerk should review situation in 3 months after all suppliers had fixed their prices That the Clerk should find about green energy possibilities ACTION CLERK
7.26	Audit Commission	Appointment of external auditor Audit Commission have appointed Mazars LLP to replace UHY Hacker Young Costs for 2007/8 will be £400 (grant money for play area has inflated our normal budget to over £50,000) Should fall to £135 at current costs for 2008/9 if able to hold total budget to below £25,000 else will be £285. Resolved That this is noted.
7.27	R E Daniel	Recreation Ground grass cutting 2008 6% increase to £44 per cut Based on average year £880 total Martin’s extra cutting costs likely to add further £200 Resolved That this was noted in item 5.4
7.28	HALC	Confirmation of Parish Talk application for website improvements.
7.29	West Mercia Constabulary	Golden Valley News Beat – February 2008 Copies to Councillors
7.30	Electoral Registration	Monthly additions for Parish of Ewyas Harold (email)
7.31	Community First	News Line - February 2008
7.32	Parish Paths Scheme	Annual Return request for 2007/8
7.33	Peter Overstall	Footpath Officer’s Report – February 2008 Resolved This was noted in item 12.1
7.34	Chris Bray	Offer of basic computer use training course at CAP See item 7.35
7.35	Chris Bray	Request for CAP funding support Resolved That funding would initially be attempted through Parish Talk applications for relevant training courses ACTION EO
7.36	Robert Owen Society	Herefordshire Council School Closure Plan Public meeting 7pm 28th February 2008 at RNCB Hereford Paperwork to notice board
7.37	HVA	Local Network Fund Presentation evening 19th March 2008

Lengthsman Scheme

8.1

Lengthsman work undertaken in January.

Date	Work	Hours
11/1/08	Check and clear drains and debris	360/60
14/1/08	Check and clear drains of Abbey Dore road	30/60
15/1/08	Check and clear drains and debris	410/60
17/1/08	Check and clear drains and debris	300/60
25/1/08	Check drains and remove flood signs by camp	20/60
	TOTAL	1120/60

Resolved

That this is noted and approved

Financial Report

9.1

Payments for approval

Clerk salary	£	490.98
Stationery/Office Expenses	£	8.97
Clerk postage	£	14.57
Clerk travel	£	26.78
HM Inland Revenue (PAYE £6.90 NI £7.77 employee £9.04 employer)	£	23.71
Clerk – CiLCA portfolio submission	£	55.00
npower – pavilion electricity to 7th January 2008	£	154.22
Amey Wye Valley – January road sweep Second incomplete sweep took place on January 30th Resolved That the Clerk should clarify the situation. ACTION CLERK	£	70.50
Memorial Hall - PC Meetings (x10)	£	200.00
Memorial Hall – Parish Freighter (x6)	£	210.00
HC - Election costs May 2007	£	50.32
Martin Roper – Lengthsman January 2008	£	307.94
Martin Roper – Waste collection January 2008	£	80.00

9.2

Balances as at 29th January 2008

NatWest Current account

1,207.81

Unpresented cheques

nil

Cheques/cash to be credited

170.00

NatWest Business Reserve

1,910.66

Alliance + Leicester Current account

211.64

Alliance + Leicester Deposit account

10,869.62

Total cash assets

Consisting of:

14,369.73

Precept funds

12,936.22

Lengthsman Scheme

Balance available but not yet claimed	£	557.49
Administration charge outstanding	£	37.19
Available funds for remainder of financial year (annual allocation £2,229.95)	£	655.66

135.36

Parish Path Funds

445.40

Parish Plan Funds

852.75

9.3

Payments Received

Kentchurch PC – Parish Freighter contribution for 2008

120.00

EH Events Committee – Donation for use of pavilion 3/11/07

Resolved

That letter of thanks should be sent

ACTION CLERK

50.00

9.4

Budget Adjustments

Source of transfer

Sum to transfer

Budget code receiving payment

Sale of Electricity

£31.15

Electricity (14)

Capital Projects (28)

£150.00

Litter (21)

9.5

Internal Auditor’s Report

Half yearly inspection

Audit programme pro-forma used and no problems were identified

Resolved

That this is noted.

9.6

In Year Budget Report

Presentation of accounts

See appendix 1

There are still funds held over from grants and play equipment sale totalling £2,780 that has been previously identified as being available for older children

Resolved

That consideration is given of a contribution to climbing wall or other suitable piece of equipment. Ideas requested

ACTION ALL

Resolved

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

Carried unanimously.

Planning

10.1

Application number DCSW2007/3583/F

Site:

Pontrilas Army Training Camp, Ewyas Harold, Herefordshire.

HR2 0JA

Description:

Set up of pre-fabricated modular laboratory

Feedback on comments raised by EHGPC with regards to this approved application.

How will water courses be protected?

No water course would be affected as none in area around laboratory

What is the method of trapping chemicals re drainage etc.?

Existing secure drainage would be used

Are air filters in place?

How is waste collected/retained on site?

No information released on nature of laboratory work as security protected
All waste will be handled subject to zero exposure disposal guidelines of health and safety

Resolved

That this is noted.

10.2

Application number DCSW2007/3563/F

Notification of Planning Permission

Site:

Golden Grove, Rowlestone, Herefordshire. HR2 0EF

Description:

Proposed timber frame extension to house.

Resolved

That this is noted

10.3

Application number DCSW2007/3771/F

Notification of Planning Permission

Site:

Millcroft, Ewyas Harold, Herefordshire. HR2 0EL

Description:

Proposed first floor extension to front of existing dwelling house to extend existing bedroom.

Resolved

That this is noted

Road Maintenance and Related Matters

11.1	Rowlstone Church to Walterstone Road Ditch has been damaged by a vehicle and the Lengthsman has attended to this issue. Resolved That this is noted
11.2	Van in Village Centre The police are aware of the large white van that has been in the village centre for several weeks and have been informed by the owner that the vehicle is broken down and will be moved when repaired. It is also believed that VOSA in Hereford have been informed. Quite a few people have complained about the difficulty of crossing the road because vehicles passing through are unable to see waiting pedestrians. Resolved That the Clerk write to the owner of the people to request that the vehicle is moved as soon as possible. ACTION CLERK
11.3	Prill Orchard Two potential trip hazards on the footway into Prill Orchard at Ewyas Harold Hole at least 3" in diameter has formed adjacent to the BT box as you enter the estate. Further into Prill Orchard the water meter is at a lower level than the footway. These have been reported to Herefordshire Council Resolved That this is noted
11.4	Potholes on B4347 to Abbey Dore There are a series of potholes on the road from Ewyas Harold to Abbey Dore. Resolved That the Clerk report this to HC ACTION CLERK That the Clerk check the policy on repairs to potholes ACTION CLERK
11.5	Footways The Clerk requires information on the state of walkways throughout Ewyas Harold so that a report can be sent to Herefordshire Council. The only area so far identified is Prill Lane but it is hoped that an article in the Newsletter will generate more feedback.. Resolved That this is noted.

Footpaths

12.1

Footpaths Officer’s Report

EH14/18. I have discussed with Jonathan Roger the problem of mud where these two paths cross. It would be very difficult to keep cattle out of this area and the solution is to put down a stone surface. He is arranging for 20 tons of 3inch stone to be delivered to the landowner in June when the ground is harder and more accessible.

EH16 The kissing gate on the north side of the playing field has been replaced with a wooden gate that allows access to pushchairs and wheelchairs. The metal gate in the churchyard has also been replaced.

Peter Overstall

12.2

EH14/18 It was questioned whether the quantity of stone ordered would be sufficient for the area in question.

Resolved

That this question would be put to the PFO

ACTION CLERK

12.3

EH16. Where this path passes through the Churchyard the bank is being eroded by the brook.

Resolved

That this reported to the PFO

ACTION CLERK

Parish Newsletter

13.1

Approve draft of February issue

The following amendments/insertions were agreed:

Skip dates required page 2 - Clerk
Councillor list on page 2 (Graham Amey has now resigned and therefore Llancillo has a vacancy) - Clerk
Include a line below the councillors list asking for expressions of interest in filling either of the vacant posts – Clerk
Main gate to Recreation Ground is now locked at night and a notice will be placed on the notice boards Reduced version of this to be inserted to the Newsletter. - Clerk
Article on house insurance and flooding for a later issue. It was thought that it would be helpful if a line or two could be included in this edition telling people to check their insurance policies to see if their company had altered the flood risk cover. - Clerk
Include a piece highlighting the state of footways in the village - EO
Borderline Film festival runs until 11th April - DH

Extra items might push the Newsletter to over 4 sides.

Resolved

That if this is required the Council is prepared to pay the extra cost as money is available in the Newsletter budget.

13.2

Future of Newsletter

There was a discussion on the future of the Newsletter given the impending resignation of the current editor and the duplication through the publication of the CAP Newsletter. The possibility of merging the newsletters was considered but concerns over loss of editorial power and jeopardizing quality parish status were raised.

Resolved

First action should be to advertise for a replacement editor in the forthcoming Newsletter.

ACTION EDITOR

That should send a letter of appreciation to Isabelle on behalf of EHGPC

ACTION CLERK

Parish Website

Grant application has been made through Parish Talk and if successful this money will be used to improve editing facilities on the website.

Resolved

That this is noted

Items for Future Discussion

15.1

STANDING ORDERS

15.2

LOCAL EMERGENCY PLAN

The Meeting closed at 9.30pm

Chairman

Date

NEXT MEETING March 4th 2008

Future Meetings April 1st (Rowlstone), May 6th (Annual Meeting), June 3rd

Appendix 1

Analysis of Expenditure 2007-2008 (April to December 2007)

Budget

Code

Spend (£)

Original Budget (£)

Transfers (£)

Remainder (£)

Predicted Spend (£)

% Variation

Fees

741.98

575.00

166.98

741.98

29.04%

Insurance

2,797.73

3,115.96

- 318.23

2,797.73

-10.21%

Newsletter

120.00

250.00

130.00

180.00

-28.00%

Training

120.00

55.00

-54.17%

Postage + Travel

422.34

500.00

77.66

500.00

0.00%

Stationery

163.00

200.00

37.00

200.00

0.00%

Office Equipment

250.00

not applicable

Salaries

4,478.22

5,703.76

400.56

1,626.10

6,022.29

5.58%

Members Expenses

30.00

0.00

not applicable

Hire of Premises

36.00

240.00

204.00

236.00

-1.67%

Grass Cutting

927.36

955.00

27.64

927.36

-2.89%

Hedge Trimming

201.00

200.00

1.00

201.00

0.50%

Water

40.41

120.00

79.59

120.00

0.00%

Electricity

226.93

200.00

150.00

123.07

381.15

90.58%

Play Area Maintenance

144.35

1,200.00

- 250.00

805.65

250.00

-79.17%

Repairs

59.51

100.00

40.49

100.00

0.00%

Flower Beds

25.00

50.00

25.00

50.00

0.00%

Contingency

59.00

750.00

691.00

250.00

-66.67%

Litter Control

1,051.58

920.00

335.25

203.67

1,400.00

52.17%

Village Halls

150.00

0.00%

Burial Grounds

400.00

550.00

150.00

550.00

0.00%

Community Groups

50.00

0.00%

Charities

50.00

0.00%

Elections

650.00

50.00

not applicable

Capital Projects

550.00

- 185.00

365.00

165.00

not applicable

Miscellaneous

663.78

567.22

250.00

153.44

750.00

32.22%

12,558.19

£18,047

5,488.75

16,177.51

-10.36%

Comments on significant variations

Increased fees to auditors

Overestimate from insurers for new play area

Fewer issues published

No requests for training

Income from sales not included in original budget - increased electricity charges

New play area/equipment has reduced maintenance costs

Fewer problems experienced

Two PF booking fees in same financial year, increased costs associated with MH bookings, increased waste collection (£475 to £748)

Artmarkers and play area opening costs