Minutes of the Ordinary Meeting of Ewyas Harold Group Parish Council

held on Tuesday 4th January 2005

In the Memorial Hall at 7.30 p.m.

Present

Councillor Mrs E Overstall (Dulas) in the chair

Councillor P Jinman

Councillor G Sprackling

Councillor W Lloyd (Llancillo)

Councillor J Middle

Councillor Mrs M Williams (Rowlstone)

Councillor Mrs J Addis

Councillor R Weaver

Councillor W Preece (Dulas)

Councillor Mrs M Tovey

The Clerk

In attendance:

Councillor J B Williams (Herefordshire Council)

Mr Mark Ponting (Ewyas Harold’s agent on UDP)

Apologies for Absence

Councillors P Sheen, D Harries, Revd L Rickards

Declaration of Interest

None declared

Minutes

The minutes of the ordinary meeting of the council held on Tuesday 7th December 2004 were approved with the following amendments:

Item 14.3 Should indicate that it was agreed that the website could be made live.

Matters for report (Not covered by separate agenda items)

4.1

Herefordshire Unitary Development Plan

Mr Mark Ponting gave a report on his work to correct the maps identifying the areas of Ewyas Harold within the flood zone. The original map placed many properties within this zone when in fact they were above it and, although subsequent maps are more accurate, improvements are still needed. In his report to Herefordshire Council he has made the following recommendations to lessen the risk of flooding:

Improve river flow at bridge No 3.
Renew existing culvert to Pontrilas.
Renew foul sewer
Increase number of road drains

Copies of Mr Ponting’s report and engineering survey map have been given to Councillor Mrs E Overstall. An electronic copy will then be passed to the Clerk so that he can distribute it to all Councillors.

ACTION EO + CLERK

Councillor Mrs E Overstall congratulated Mr Ponting on his work on behalf of the Council and the Community. It was agreed that EHGPC would, if needed, be willing to assist Mr Ponting at the Inquiry in June 2005.

4.2

Access to Ewyas Harold Common

A meeting of the Common Society is still to be arranged. No further communications have been received.

Resolved

That this is noted

4.3

Level of Expenditure (Community Charge) within Herefordshire Council

There were no further developments to report.

Resolved

That this item be deleted

4.4

Trappe House Pitch – slow road marking

The Clerk has written to Mr Andrew Jenkins of Herefordshire Council, requesting a timetable for the various work agreed at the site meeting in September. No response has been received.

Resolved

That this is noted

4.5

Parish Plan

Councillor Mrs E Overstall gave the following update:

The questionnaire, prepared in conjunction with Herefordshire Council, is now ready to be distributed.
There is a further meeting scheduled for 5th January.
Businesses will be contacted during January and it is hoped that they will be included in the Parish Plan

Resolved

That this is noted

4.6

Hill Lane

Improvements to improve walkers’ access to this lane will be undertaken this winter under the Lengthsman Scheme. Councillor Mrs E Overstall re-confirmed that, despite this work, the responsibility for this lane remained with Herefordshire Council.

Resolved

That this is noted

4.7

Footpath to Spring Field Cottages

The steel reinforcing on the bridge over Dulas Brook is rusting and in need of repair. Mr Jonathan Roger, Public Rights of Way Warden HC, has confirmed that the bridge will be inspected and any necessary work undertaken

Resolved

That this is noted

4. 8

Dog Fouling

4.8.1

Dog Fouling Notices.

These have been ordered from Herefordshire Council and have yet to be delivered.

Resolved

That this is noted

4.8.2

Designation of Land.

The Council has decided to apply for designation of the Recreation Ground and Memorial Ground under the Dogs (Fouling of Land) Act 1996. This would then make it an offence not to clear up after your dog. This application has now been acknowledged

Resolved

That this noted.

4.9

Llancillo Signs

Despite being on order for almost a year, the outstanding signs were not delivered as promised in November. The Clerk has now been was assured by HC that the signs will arrive in January.

Resolved

That the Clerk writes to Mr Graham Dunhill, Director of Environment HC, to express the Council’s dismay over the level of service.

ACTION CLERK

4.10

Flooding at Dulas Brook

The Environment Agency has now identified the study undertaken by W Atkins in 2001 to look at possible improvements to the flow of the Brook. Despite numerous promises from the EA a copy of the study is still outstanding

Resolved

That the Clerk continues to press for a copy of this report from the Environment Agency. ACTION CLERK

4.11

Powercuts

The Clerk read out an email from Central Networks, identifying the work they had undertaken following the reported problems highlighted by Bob + Angela Curtis at the Post Office. This entailed replacing two faulty insulators at the sub-stations and trimming of trees which were interfering with power lines.

Resolved

That this is noted

4.12

Village Artmarkers

An application for funding towards the setup costs has been made to the small funds grant. Councillor Mrs E Overstall will provide the Clerk with details of another possible source of funding.

Resolved

That this is noted

ACTION CLERK + EO

4.13

Obstructions outside Dog Inn

Herefordshire Council have confirmed that they will be taking action through their legal department to remove the obstacles on the public highway. They have not reported any further developments to EHGPC.

Resolved

That this is noted

4.14

Rowlestone Village Centre

The sweeper has visited Rowlestone to clean the roads and the Lengthsman has been instructed to tidy up the verges.

The Clerk read out the response from Herefordshire Council with regards to mud on roads. It was identified that HC considered that mud on the carriageway is the responsibility of the person who deposited it and that as such the person has a duty to remove it.

Councillor Mrs M Williams reported that the road service needed repairing for a 100 metre stretch from the village sign as you entered from Pontrilas.

Resolved

That the Clerk would report the worn road surface to HC.

ACTION CLERK

4.15

Ditch Cleaning Dulas Lane

The reported problem of flooding caused by a blocked ditch on the rise beyond Dulas Church has been acknowledged by Herefordshire Council, but as yet no action has been taken.

Resolved

That this is noted

4.16

Stile on Footpath EH19

The broken stile between Springfield cottages and the bridge needing repair over Dulas Brook has been reported and Mr Jonathan Roger, Public Rights of Way Warden HC, has confirmed that the stile will be inspected and any necessary work undertaken

Resolved

That this is noted

4.17

Manhole Cover in road – U74428.

Welsh Water have indicated that the necessary work has now been completed. Councillor J Middle will confirm whether the work is satisfactory.

That the Clerk would send a final letter to Welsh Water stating that would be liable for any injuries resulting from their failure to carry out this work in reasonable time.

Resolved

That this is noted

ACTION JM

Local Security Matters

There were no issues raised under this section

Correspondence (Not covered by separate agenda items)


6.1	Mrs Diana George	Email request for grant towards upkeep of Llancillo Churchyard Resolved That the Clerk would look into who was responsible for the upkeep of closed Churchyards ACTION CLERK
6.2	SLLC	Membership Renewal for 2005 Resolved That this will be renewed
6.3	SLLC	The Clerk- Vol34 No 5 December 2004
6.4	HC Environment	Notice of correction to telephone number for enquiries re Herefordshire UDP
6.5	Central Networks	Email confirmation of work undertaken on line supply to Ewyas Harold Resolved That this was noted in item 4.11
6.6	HC Rights of Way	Email response to outstanding footpath repairs Resolved That this was noted in items 4.7 + 4.16
6.7	CPRE	Membership Renewal for 2005 Resolved That this will not be renewed
6.8	Robert Owen Society	Poster on talk by Prof Ian Macpherson on 22nd December 2004
6.9	HALC	Information Corner 15.12.04
6.10	NALC	ODPM Consultation draft revised circular on Planning Obligations (respond by 18/1/05 to NALC) Resolved That this is noted
6.11	HALC	Guidance on commenting effectively on Planning Applications. Copies were given to all Councillors. Resolved That this is noted
6.12	HC County Treasurer	Herefordshire Community Foundation Resolved That this is noted
6.13	NALC	Draft Financial regulations for Town/Parish Councils Resolved That the Clerk should send copies to all Councillors for their consideration ACTION CLERK
6.14	NALC	Legal Update – Freedom of Information Act Copies to Councillors Mrs E Overstall + P Jinman Resolved That this is noted That a written policy is required
6.15	HALC	Training update – New arrangements for Certificate in Local Council Administration
6.16	HC Environment	Acknowledgement of application for designation of land under the Dog Act Resolved That this was noted in item 4.8.2
6.17	Jane Phillips	Schedule for Herefordshire UDP Public Inquiry – 8th February 2005
6.18	Jane Phillips	Request to review objections to Herefordshire UDP Paperwork was given to Mr Mark Ponting. Resolved That the Clerk would inform Jane Philips of this action. ACTION CLERK
6.19	Herefordshire CPRE	Notice of Night Blight Conference – 20th January 2004
6.20	HC Environment	Acknowledgement of request to clear ditch in Dulas Lane Resolved That this was noted in item 4.15
6.21	HC Environment	Response to mud on road and associated byelaws Resolved That this was noted in item 4.14
6.22	Welsh Water	Notice of completion of work to manholes in Dark Lane Resolved That this was noted in item 4.17
6.23	PlayQuest	Quotation for wet-pour surface around rotarider

Lengthsman Scheme

7.1

Lengthsman work undertaken in September - October.

Date	Work	Hours
2/9/04	Playing Field	30/60
3/9/04	Clean Signposts and remove graffiti	165/60
16/9/04	Playing Field	125/60
17/9/04	Verges	390/60
24/9/04	Playing Field	50/60
1/10/04	Chapel Bank + Trappe House Pitch	180/60
14/10/04	Playing Field	70/60
25/10/04	Clearing gulleys + debris etc after storm.	180/60

Resolved

That this is noted

That the Clerk would clarify what work was undertaken on the playing field

ACTION CLERK

7.2

Other work identified for Lengthsman Scheme

The passing place half way up PenLan on the Rowlestone Road requires a clean up
The excessive mud at Castle Pitch on the Dulas Road needs to be removed as it blocking up the road drains

Resolved

That the Clerk would place an order for this work with Martin Roper.

ACTION CLERK

Financial Report

8.1

Payments for approval

Brian Ball – Work at Recreation Ground (May-September 2004)	£	103.50
Martin Roper – Rubbish collection (Sept-Nov 2004) + bin repair	£	146.50
Martin Roper - Lengthsman work September 2004	£	187.84
Martin Roper – Lengthsman work October 2004	£	96.76
Clerk stationery/office supplies	£	13.23
Clerk postage	£	23.92
Clerk travel	£	16.16
Black Hill Computer Software - EHGPC Website construction (extra domains)	£	28.71
Clerk administration of Lengthsman Scheme	£	424.50
SLLC – Subscription for 2005	£	82.00
CPRE – Subscription for 2005	£	25.00

8.2

Balances as at 22nd November 2004

NatWest Current account	£	191.30
Unpresented cheques	£	60.00
Cheques to be credited	£	50.00
NatWest Business Reserve	£	803.21
Alliance + Leicester Current account	£	55.00
Alliance + Leicester Deposit account	£	4213.10
Total cash assets	£	5252.61

8.3

Lengthsman Scheme

Balance (27th December 2004)	£	1422.90
Unpresented cheques	£	nil
Balance available but not yet claimed	£	1,061.25
Administration charge payable	£	424.50
Total still available in current year (allocation £4,245.00) It was noted that the following should be taken into account to give a true reflection on the available funds remaining for 2004/2005. However as can be seen when allowing for VAT the figure above is a fair reflection.	£	2059.65
Estimated outstanding and future road sweep costs	£	-350.00
Lengthsman costs Sept-Oct	£	-284.60
VAT reclaim	£	636.00
Likely available funds to cover Lengthsman work Nov - March		2061.05

8.4

Payments received

Philippa Morrell – 12 months advertising in Newsletter	£	25.00
Liz Overstall – 12 months advertising in Newsletter	£	25.00

8.5

2005/2006 Precept

Copies of the agreed budget were issued to Councillors (see appendix 1)

Resolved

That the financial statement is accepted and payments should be made accept for the that to CPRE

Carried unanimously

Planning

9.1

Application number DCSW2004/3702/F

Notification of planning permission

Site:	4 Temple Terrace, Ewyas Harold. HR2 0EU
Description:	Construction of detached garage

Resolved

That this is noted

Road Maintenance and Related Matters

10.1

Drains at Castle Pitch

The road drains need cleaning

Resolved

That the Clerk would report this to Herefordshire Council

ACTION CLERK

Footpaths

11.1

Rights of Way Course

Councillor Mrs E Overstall presented a report on the above course which she recently attended. She highlighted the Parish Paths Partnership as one which may be appropriate for EHGPC to undertake.

Resolved

That the Clerk should obtain more details of this scheme

ACTION CLERK

Recreation Ground

12.1

Monthly Audit

Councillor Mrs J Addis reported the problem of rubbish accumulating between the fence and the river. Councillor P Jinman agreed to look at this on his inspection in January

Parish Newsletter

Items for inclusion:

Artmarker project funding
Website

Parish Website

Councillor Mrs E Overstall reminded Councillors that the site was live and encouraged them to visit it.

14.1

Draft Minutes

There was a discussion on whether minutes should appear on the website before being approved by EHGPC

Resolved

That the Clerk would obtain advice on this.

ACTION CLERK

Matters for Further Discussion

There were no issues raised under this section

The Meeting closed at 9.50pm

Chairman

Date

NEXT MEETING Tuesday February 1st 2005

Meetings for remainder of 2005

March 1st 2005

April 5th 2005

May 10th 2005 (not first Tuesday)

June 7th 2005

July 5th 2005

August 9th (not first Tuesday)

September 6th

October 4th

November 1st

December 6th

Appendix 1 Spending Proposals 2005/2006
	Item		No	Item
	ADMINISTRATION			COMMUNITY TIDYING
1	Fees/Subscriptions	£ 440.00	20	Verge Strimming	£ -
2	Insurance	£ 2,097.72	21	Litter Control/ Street Cleaning/ Parish Freighter	£ 600.00
	Copying	£ -		Sub total =	£ 600.00
	Typing	£ -
3	Newsletter	£ 250.00		GRANTS/DONATIONS
4	Training	£ 110.00	22	Village Halls	£ 150.00
5	Postage + Travel	£ 400.00	23	Burial Grounds	£ 550.00
6	Stationary/Office Equipment	£ 350.00	24	Community Groups	£ 50.00
7	Salaries	£ 3,541.28	25	Charities	£ 50.00
8	Members Expenses	£ 30.00		Sub total =	£ 800.00
9	Hire of Premises	£ 180.00
	Sub total =	£ 7,399.00		SPECIAL CONTINGENCIES
			26	Elections	£ 250.00
	RECREATION GROUND		27	Hire of Equipment	£ -
10	Grass Cutting	£ 1,250.00	28	Capital Projects	£ 1,950.00
11	Hedge Laying/Trimming	£ 200.00	29	Miscellaneous Expenditure	£ 250.00
12	Strimming	£ -		Sub total =	£ 2,450.00
13	Water	£ 120.00
14	Electricity	£ 200.00		TOTAL	£14,769.00
15	Play Area Maintenance	£ 1,200.00
16	Repairs	£ 100.00
17	Cleaning	£ 100.00
18	Maintenance of Flower Beds	£ 50.00
19	Contingency/Signs	£ 300.00
	Sub total =	£ 3,520.00