Present

Councillor P Sheen in the chair (Rowlstone)

Councillor R Weaver

Councillor B Krige

Councillor R Baker (Llancillo)

Councillor Mrs M Williams (Rowlstone)

Councillor P Jinman

Councillor Mrs M Bradley

Councillor Glyn James

Councillor Mrs E Overstall (Dulas)

In attendance:

The Clerk

Public Forum

No items raised

1

Apologies for Absence

Councillors D Harries, W Preece

2

Declaration of Interest  - None declared

3

Minutes

The minutes of the ordinary meeting of the Council held on Tuesday 2nd December 2008 were approved without amendment.

Carried unanimously

4.1

School Governor

The School Secretary has confirmed that there is no EHGPC representative on the Board of Governors, but that she would be prepared to provide a report to the Council. This general report should include such facts as class sizes, numbers of teachers/pupils, future projections etc. Resolved

That the Clerk should clarify the governor situation.

That the Clerk should request a report.

ACTION CLERK

4.2

Village Centre Bench

The bench in the village centre requires some repairs, and these are likely to cost in the order of £60. The W I (who donated the seat) are prepared to reimburse the Council for this work.

Resolved

That the Clerk should arrange for the work to be undertaken.

ACTION CLERK

4.3

Twinning with Segonzac

The twinning committee have been invited to attend the annual meeting of the Comite in Segonzac which will take place on the 24th January 2009. It is therefore proposed that a visit would be arranged around this weekend. A committee meeting will be held after the Parish Meeting to discuss the practicalities of the trip.

Resolved

That this is noted

4.4

Quality Parish

• The application was sent on 19/12/08 and as yet there has been no feedback.

• The drafts of the Welcome sheet and Notice Board sheet were discussed and some alterations were requested. The amended sheets will be brought to the next Parish Meeting for approval.

Resolved

That this is noted

4.5

Memorial Bench (Mr Martin Norton)

There has been a request to install bench in the village centre adjacent to the fish + chip shop.

The following requirements for any installation on the public highway were noted:

• Permission needed from HC Highways
• Site visit by Highways necessary before and after installation (Account taken of pedestrian access and parking issues)
• Services in vicinity need to be mapped by HC
• Bench must be securely fixed

Resolved

That the EHGPC are happy to agree to the installation.

That the Clerk should contact HC to arrange for the necessary inspections

ACTION CLERK

4.6

Xmas Lights

It was noted that the lights had yet to be taken down.

Resolved

That Councillor P Jinman would raise this with members of the Events Committee

ACTION PJ

4.7

Temple Bar Inn

Concerns were expressed at the news that this public house had closed with no news as to its likely re-opening.

5

Recreation Ground

5.1

Monthly Audit

• Play Area gates still defective – see item 5.5
• Mesh still to be repaired in boundary fence between cricket pitch and brook
• Leaves need clearing from play area – Clerk will ask Martin Roper

ACTION CLERK

5.2

Pavilion bookings

The Clerk reported that despite reminders there was still an outstanding payment for pavilion hire in 2008.

Resolved

That future bookings would not be confirmed until payment had been received.

5.3

Field Drainage

As reported in December, the drain across the field is not free flowing and the obstruction begins 17 metres from the manhole. There is a slight dip in the playing field at this point which could indicate a collapsed drain. If the problem is more extensive than this it may require a new pipe run to be installed across the field with an expected cost of approximately £700.

Resolved

That this is noted

5.4

Grass Cutting Contract

Budget (for contract and occasional mowing) has been set at £1,100 but unfortunately it now looks that it would have been more realistic to increase this to £1,200 (this will be available from contingency budget).

It was possible to obtain two tenders for this contract.

Martin Roper £44.70 per cut with a recommendation to undertake 30 cuts per year

R E Daniels £46.20 per cut (historically they normally undertake up to 20 cuts)

Points taken into consideration:

• Cricket Club have complained that;
• Current number of cuts is insufficient.
• Contract not flexible enough to allow for cuts to be fitted in around home game timetable.
• Quality of some cuts are poor
• Cricket Club may be prepared to contribute to cost of extra cuts
• Savings if same contractor undertook contract mowing and occasional mowing – possibly as much as £150.
• Advantage of using local contractor
• Contract mowing was undertaken to provide usable recreation facilities for the community rather than specifically for individual sports clubs.

Resolved

That the contract would be awarded to Martin Roper with the following provisions:

• Maximum cuts would normally be restricted to 20 per year
• Any savings on occasional mowing will be held in reserve by the Council for extra cuts which they request.
• Any extra cuts not raised through the Clerk/Council should be billed directly to the requesting club/individual.

ACTION CLERK

5.5

Play Area Gates

Mr Paul Homer has quoted £525 to construct and fit replacement wooden gates.

It was noted that despite several attempts over the past 18 months this is the only quote that has been received. Given the ongoing safety problems associated with the old gates it was proposed that the work should be authorised without continuing to seek further quotes.

Resolved

That the Clerk should place the order with Mr Homer

In favour : 7    Against : 2                                                                                   ACTION CLERK

6

Local Security Matters

Two break-ins to outbuildings in the area – Police have been informed.

Resolved

That this is noted

7

Correspondence

8

Lengthsman Scheme

8.1

Lengthsman work undertaken in November/December.

Resolved

That this is noted and approved

9

Financial Report

9.1

Payments for approval

9.2

Balances as at  30th December 2008

9.3

Income received

9.4

Budget Adjustment

9.5

Half yearly Budget Report

The Clerk presented the current statement of accounts – see Appendix 1

Resolved

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

Carried unanimously.

10

Planning

10.1

Application number DCSW2008/2534/CD

Resolved

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

11

Road Maintenance and Related Matters

12

Footpaths

12.1

Footpaths Officer’s Report

EH31 The planned improvements near the Pontrilas road have been made: the stile has been removed and a pedestrian gate installed next to Sunnybank. The landowner may decide to change this to a two-in-one gate.

Where this footpath enters Cae Newydd wood there are two stiles about two metres apart. The first one is difficult to climb over. The landowner does not want a gate to replace the stile but has agreed to install two cross steps. Once this is done I will ask the owner of the wood if we can remove the second stile.

EH4 The first stile from the Abbey Dore road is broken. The landowner has agreed to repair it.

DU10 This path passes very close to the cowshed at Plash farm and the muck can make it impassable during the summer. At the moment it is frozen solid and can be crossed but the farmer has agreed to clean it up and keep the path open.

Resolved

That this noted

13

Parish Newsletter

• Items are required for inclusion in the next issue (February). Councillor Mrs E Overstall will distribute draft copies to Councillors before the next meeting.

Resolved

That this is noted

• Advertisements – there are several outstanding payments for advertisements already published.

Resolved

That adverts should not be placed until the Clerk confirms payment

14

Parish Website

It was noted that the news pages still need updating.

ACTION CLERK + LO

.  

The Meeting closed at 8.45pm

Chairman

Date

NEXT MEETING      February 3rd 2009 at MEMORIAL HALL

Future Meetings       March 3rd,  April 7th (Rowlstone)

Items for future Discussion

Youth Projects - This will be discussed further at the February meeting following the January meeting of HCVYS.