Present

Councillor P Sheen in the chair (Rowlstone)

Councillor J Middle

Councillor R Weaver

Councillor R Mailes

Councillor Mrs J Addis

Councillor W Preece (Dulas)

Councillor Mrs M Williams (Rowlstone)

Councillor G Amey

Councillor P Jinman

The Clerk

In attendance:

2 members of the public and Margaret Woodward (Village Warden)

1

Apologies for Absence

Councillor Mrs E Overstall, D Harries

2

Declaration of Interest

Councillor R Mailes declared an interest in item 7.18

3

Minutes

The minutes of the Group Parish Assembly held on Tuesday 15th May 2007 were approved without any amendments.

The minutes of the annual meeting of the Council held on Tuesday 15th May 2007 were approved without any amendments.

The minutes of the ordinary meeting of the council held on Tuesday 15th May 2007 were approved without any amendments.

Carried unanimously

4.1

Village Warden Scheme

Margaret Woodward explained the scheme and updated Councillors on the current situation. Councillors offered to help promote the scheme through the website and Newsletter. Margaret agreed to write an article and send it to the editor.

Resolved

That the Clerk should ask Graham Sprackling to include comment in Hereford Times report.

ACTION CLERK

4.2

Co-option of Councillors

Using the rights identified through Herefordshire Council, Graham Amey was invited to stand as a councillor for Llancillo. The invitation was accepted and Graham Amey was duly co-opted to the council and immediately signed the acceptance of office.

Councillor W Preece proposed that Mrs Madelaine Bradley be co-opted as a councillor for Ewyas Harold, and this was discussed by council.

Resolved

That Mrs Bradley is invited to stand as a councillor for Ewyas Harold.

5

Recreation Ground

6

Local Security Matters

There have been several incidences of vandalism around the new play area. The police have been made aware and are making regular visits

Resolved

That this is noted

7

Correspondence

8

Lengthsman Scheme

8.1

Lengthsman work undertaken in May

Resolved

That this is noted and approved

8.2

Extra Work

• Elmdale and Callowside to be inspected this week

• Still weeds to remove from around village centre

Resolved

That this is noted

9

Financial Report

9.1

Payments for approval

9.2

Balances as at  5th June 2007

9.3

Payments received

Resolved

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

Carried unanimously

9.4

Internal Audit Review

10

Planning

10.1

Application number DCSW2007/1539/F

Resolved

That EHGPC has no objections to this application

10.2

Application number  DCSW2007/1612/F

Resolved

That EHGPC has no objections to this application

10.3

Application number  DCSW2007/0567/F

Notification of Planning Permission

Resolved

That this is noted.

10.4

Application number  DCSW2007/0950/F

Notification of Planning Permission

Resolved

That this is noted.

11

Road Maintenance and Related Matters

12

Footpaths

13

Parish Newsletter

14

Parish Website

Nothing to report

15

Items for Future Discussion

The Meeting closed at 9.20pm

Chairman

Date

Ewyas Harold Group Parish Council – Risk Assessment

Service Area

Risk

Recommendation

Insurance

Public Liability (statutory)

Continue existing cover (£5m)

Employers Liability (statutory)

Continue existing cover (£5m)

Money (statutory)

Continue existing cover (£250K)

Fidelity Guarantee (statutory)

Continue existing cover (£10K)

Property

Continue with existing cover

including excess of £125

Play Area

Review cover after new equipment/safety surface has been installed

Legal expenses (statutory)

Continue with existing cover

Loss of revenue.

Not covered.

Officials Indemnity.

Continue with existing cover (£250K)

Libel & Slander

Continue with existing cover (£250K)

Personal Accident.

Continue with existing cover

Administration

Loss of data on PC due to system fault.

Continue to back up data on weekly basis. Continue to maintain up-to-date  software

Loss of data on PC due to loss of services of Clerk

All records stored within folder Ewyas Harold which is not password protected

Loss of services of Clerk.

Immediately advertise any vacancy (if permanent loss) and request help from HALC to cover temporary loss.

Payment arrangements

Continue with requirement to report all payments to Council for approval.

Continue with requirement for signatories to initial cheque stubs.

Loss of signatories

Continue with system of ensuring at least 4 members are registered as signatories

Reconciliation

Continue with bank reconciliation to be carried out on the receipt of each statement.

Agency advice

Continue with memberships of HALC and SLCC.

Data protection

Ensure annual registration with Information Commissioner

Allotments

Not applicable

Cemetery

Adequate upkeep

Continue with current level of donations towards churchyard upkeep

Memorial Safety

Not applicable

Precept

Annual precept not the result of proper detailed consideration.

Continue to present budget to full council for detailed consideration.

Inadequate monitoring of performance.

Continue to regularly consider budget monitoring report (six monthly).

Accounting

Non-standard and/or non-compliant records kept.

Continue to require adequate, complete and statutory financial records and accounts

Non-compliance with statutory deadlines for the completion/approval/submission of accounts and other financial returns.

Continue to ensure that all accounts and returns are completed and submitted by the deadlines.

Non-compliance with internal audit requirements.

Appoint internal auditor

Contracts

Ensure continued value for money coupled with continuity of work.

Approve the practice of seeking tenders for grounds maintenance every three years by advertising in local press and issuing specifications and tender documents to contractors expressing an interest.

Tenders to be opened by the Chairman and Clerk and reported to next available Council meeting.

Safety

Ensure safety of users of  Play Area and Recreation Ground

Continue with annual RoSPA inspection.

Continue with weekly Recreation Ground inspection

INTERNAL AUDIT SERVICE FOR EWYAS HAROLD GROUP PARISH COUNCIL

AUDIT PROGRAMME – 2007/08

I certify that I have carried out the tests detailed below in accordance with the suggested approach contained in the 2003 edition of “Governance and Accountability in Local Councils in England and Wales – A Practitioners Guide”. Where an entry has been made in column 4 the supporting Working Papers are attached.

Signed………………………………………………………………..Date……………………………

1

Internal Control

2

Tests

3

Initial

if Yes

4

Reference

5

Comments

Previous Internal Audit Report

Do the minutes record that Council has considered the Internal Audit Report for the previous year and the matters arising addressed?

Proper bookkeeping

Is the cashbook maintained and up to date?

Is the cashbook arithmetically correct?

Is the cashbook regularly balanced?

Standing Orders and

Financial Regulations

Has the Council formally adopted Standing Orders and Financial Regulations?

Has a Responsible Financial Officer been appointed?

Have items or services above a de minimis amount been competitively purchased?

Are payments in the cashbook supported by invoices and have they been authorised and minuted?

Has VAT on payments been identified, recorded and reclaimed?

Is Section 137 expenditure separately recorded and within statutory limits?

Risk Management Arrangements

Does a scan of the minutes identify any unusual activity?

Risk Management Arrangements (contd)

Do the minutes record the Council carrying out an annual risk assessment?

Is insurance cover appropriate and adequate?

Are internal financial controls documented and regularly reviewed?

Budgetary Controls

Has the Council prepared an annual budget in support of its precept?

Is actual expenditure against the budget regularly reported to Council?

Are there any significant unexplained variances from budget?

Income Controls

Is income properly recorded and promptly banked?

Does the precept recorded in the cashbook agree to the District Council’s notification?

Are security controls over cash adequate and effective?

Petty Cash Procedures

Is all petty cash spent recorded and supported by VAT invoices/receipts?

Is petty cash expenditure reported to Council?

Is petty cash reimbursement carried out regularly?

Payroll Controls

Do salaries paid agree with those approved by Council?

Are other payments to the Clerk reasonable and approved by Council?

Footpaths Officer’s Report

                                EWYAS HAROLD GPC

                       FOOTPATH OFFICER’S REPORT

                                                May 31st 2007

1.EH 16. Replacement of kissing gate in the churchyard. I am waiting to hear from Hereford as to whether they will help with funding.

2. A laminated footpath map has been placed in the notice board in the centre of the village and I have a second one ready for when the notice board on the recreation ground is completed.

3. DU6, EH8 and EH30. Hereford Council has asked us to take over the maintenance (twice yearly strimming in June and September) of these footpaths under our P3 scheme.

4.EH 26. The stile at the point where the path leaves the track by The Graig heading along Birches Wood is broken. This needs repairing. The landowner does not wish to have it replaced by a gate.

5.EH1. There has been a request from the co-ordinator of Walking for Health that we replace the stiles at both ends of the path (Elmdale junction and the sewage works) with gates. I am contacting the landowners to see if they are agreeable.

6.EH31.The legal line of this path runs from the B4347 (opposite and just to the south of Morgan’s garage) up the drive to Sunny Bank bungalow, through the field gate and up the green lane on the north side of the hedge. Some years ago the old Herefordshire and Worcester CC put the path in the wrong place with a stile on the left (as you walk up the drive) and the footpath continuing up the hill on the south side of the hedge. There is spoil from drainage works at Sunny Bank blocking the path that needs to be removed. The green lane is overgrown and we will have to clear this and change the waymarks. The landowner will close the old stile.

7.EH17. The Dept. for Culture, Media and Sport, after consultation with English Heritage, has given permission for us to replace the stile with a gate at the Dulas road end. I have given EH the required one month’s notice so that they can inspect if they wish.

Current ‘to do list’

Additions to strimming programme.

Replace gates on: EH16 by recreation ground; EH17&18(Brian Ball now has these gates)

Replace kissing gate in churchyard.

Repair stile on EH26

Tidy up EH31

PW Overstall