Minutes of the Ordinary Meeting of Ewyas Harold Group Parish Council

held on Tuesday 3rd

June 2008

In the Memorial Hall at 7.30 p.m.

Present

Councillor P Sheen (Rowlstone) in the chair

Councillor Mrs J Addis

Councillor D Harries

Councillor P Jinman

Councillor R Weaver

Councillor Mrs M Bradley

Councillor R Mailes

Councillor Mrs E Overstall (Dulas)

Councillor W Preece (Dulas)

In attendance:

The Clerk

CSO Rosina Cathcart (item 6 only)

Housing Needs Survey

Mrs Crane from Strategic Housing (Herefordshire Council) explained the importance of the planned housing survey for the Ewyas Harold area. Every household will receive a questionnaire which can be returned post free and anonymously. If particular housing needs are identified then a consultation process will be initiated.

It is hoped to undertake the survey from the end of June to early July 2008 and evaluation results should be available within a month of this period.

To promote the campaign Mrs Crane has agreed to pay for a page in the forthcoming Parish Newsletter.

Apologies for Absence

Councillors J Middle, Mrs M Williams

Declaration of Interest

None were declared

Minutes

The minutes of the annual meeting of the council held on Tuesday 6th May 2008 were approved without amendment

Carried unanimously

NB The chairman allowed item 6 to be discussed at this point

4.1

Bus Shelter

This work has been scheduled for 2008/9 but date of installation is still to be confirmed

Resolved

That this is noted

4.2

St Kemble’s Catholic Church

Work has commenced on bank stabilisation and this should take about 4-6 weeks. This work is being undertaken by Alun Griffiths Ltd and they have confirmed that the work will not affect the Artmarker sculpture.

Resolved

That this is noted

4.3

Flicks in the Sticks

The following dates have been set for the coming season and the films will be announced later:

Friday 12th September, Friday 10th October

Saturday 8th November, Saturday 6th December.

4.4

Memorial Hall

Current representative for EHGPC is Councillor R Weaver but he has indicated that he will be standing down.

Resolved

That a replacement should be sought at next month’s council meeting.

4.5

Election of Vice Chairman

Councillor R Weaver proposed Councillor D Harries and this was seconded by Councillor Mrs J Addis. Councillor Harries agreed to allow his name to be put forward on the understanding that this would be his third and final year in the post.

There being no other proposals Councillor Harries was duly elected as the Vice Chairman.

4.6

Parish Council Emergency Plan

Herefordshire Council require that resources and contacts are identified.

Resolved

That the Clerk should liaise with Margaret Woodward (Village Warden) to tie this in with the similar Red Cross initiative.

ACTION CLERK

4.7

Risk Assessment

The annual risk assessment identified the following extra recommendations:

Play Area (Insurance)	Ensure that any changes are added to the inventory and the insurers kept informed.

Protection of data on PC	Back up data on daily basis Continue to maintain up-to-date software including appropriate internet and PC security
Recreation Ground	Continue with weekly inspections by Councillors

Recreation Ground

5.1

Monthly Audit

Gates on play area still not closing properly. (see item 5.9.1)
Pavilion windows – glass still to be repaired (see item 5.3)
Picnic bench damage (see item 5.5)
Gazebo – slight burn damage and seat fixings nearest pavilion need tightening.

Resolved

Clerk to arrange for maintenance

ACTION CLERK

Flower borders – need tidying/weeding

Resolved

Clerk to place order for this work

ACTION CLERK

5.2

Toilets

The unlocked toilet has been cleaned and the broken handle replaced

Resolved

That this is noted

5.3

Pavilion windows

Order has been placed for the 2 broken windows to be repaired

Resolved

That this is noted

5.4

Pavilion Paintwork

Order has been placed for the completion of the pavilion redecoration based on the 2007 estimate of £550.

Resolved

That this is noted

5.5

Picnic Bench

There was a discussion on a possible suitable repair.

Resolved

That the Clerk should arrange for the existing planks to be reversed.

ACTION CLERK

5.6

Tree in Brook

Have confirmed with local Environment Agency (EA) that this has been added to work list but still unable to have date confirmed. In view of the damage occurring to the bank it was requested and agreed that EHGPC arrange for a local contractor to carry out the removal work. It was pointed out that both banks had been identified by the Land Registry as belonging to Bernard Parry.

Resolved

That Councillor R Mailes asks Mr Parry if he would agree to EHGPC adopting the bank bordering the Recreation Ground so that they are then liable to meet the costs for the tree removal.

ACTION RM

That, assuming EHGPC take responsibility, Councillor R Mailes asks Nick Eynon to remove the tree and stump.

ACTION RM

5.7

Field Drainage

Work has started on improving the drainage but it has been identified that the storm drain from Priorsfield behind the pavilion stops well short of brook. This is a possible explanation to the collapse of the stone retaining bank.

It was also noted that the outflow from the storm drain manhole is 6-8” whereas inflow is 12” plus 2 x 4”.

Resolved

That no action is taken until the Clerk has sought confirmation from the EA that it would be appropriate to continue the drain to the brook.

ACTION CLERK

That Councillor R Mailes asks Nick Eynon for a cost estimate if this work is approved by the EA

ACTION RM

5.8

Grass Cutting

Problems have been identified with level of grass cutting during early part of season when most growth occurs (May/June). Existing contract allows for flexible number of cuts depending upon need. Has until recently not presented a problem but the recent wetter springs mean that sometimes cut is delayed resulting in problems for cricket club. Martin Roper is able to offer a local mowing service but as this would obviously incur an extra cost.

Resolved

That any extra costs for cutting the cricket pitch would have to be invoiced to the Cricket Club

That the Clerk should request that Daniels set their mower for a lower cut.

ACTION CLERK

That Martin Roper is offered the chance to tender for the 2009 contract.

5.9

Play Area

5.9.1

RoSPA Report

Work is required on gates to play area

Entrapment risk (medium)
Cut bolts flush on gate post (low risk)
Unsuitable self-closure

Second estimate obtained for metal self –closing gates (£640 each plus VAT)

Replacement fencing from same company (£4,000)

Both items would need to be installed locally.

Local quote for making and installing wooden replacement gates has been requested.

Resolved

That until replacement gates can be installed the old gates should be removed (following advice from Fran White of HC).

That Councillor R Mailes asks Nick Eynon to remove and store the gates

ACTION RM

Local Security Matters

Recent incidents in area:

27th May – bright yellow Vauxhall Brava pick-up N521WJB stolen from St Owens Cross – keys were left in vehicle
Between 26th and 28th May - Ifor Williams 8x4 trailer stolen from Wormbridge
29th May – heating oil theft reported from Kingsthorne
28th/29th May – ignition keys stolen from mini excavator at Kingstone
30th May – Quickchip wood chipper single axle trailer stolen from Dinedor
2nd June – two thirteen year old youths disturbed trying to steal chicken house from Dinedor

CSO Rosina Cathcart reported that there had been a reduction of fuel thefts in Golden Valley but village halls are increasingly becoming a target. Drive off thefts from filling stations are also on the increase.

She reminded people to be especially aware of opportunistic thieves when having BBQs and garden parties and not to leave unattended property unlocked.

She highlighted the value of Smart Water protection as a means of improving the chances of recovering stolen property (These packs are available from Rosina for £20).

Resolved

That EHGPC would purchase 6 signs to identify the Ewyas Harold area as being a smart water zone

That a notice would be placed in the forthcoming Parish Newsletter.

Correspondence

Date received	Sender	Content
7.1	Herefordshire LAF	Discovery of Lost Ways – project has now ended
7.2	MGC	Mono Hinge gate details
7.3	EH Memorial Hall	AGM Agenda – Tuesday 27th May at 7.30pm
7.4	HC Environment	Parish Paths – Annual Agreement form
7.5	HC Adult + Community	Parish Plan Actions – possible sources of funding. Plus update form Paperwork to Councillor Mrs E Overstall
7.6	West Mercia Police	Policing Matters – Public Meeting in South Herefordshire – Thursday 26th June Ross on Wye (poster placed on notice board)
7.7	SLCC	The Clerk – May 2008
7.8	Herefordshire Council	Agreement forms for release of Parish Initiative maps
7.9	HC Environment	Parish Initiative maps
7.10	HC Regeneration	Developing Options Consultation
7.11	RVH	Acknowledgement of £50 donation to Rowlstone Village Hall
7.12	Herefordshire VA	Funding Lunch – Vowchurch Memorial Hall 10th June 2008 12pm
7.13	Kim Clay	Launch of Herefordshire Gateway internet hub – Hedley Lodge 2nd June at 11am
7.14	HC Environment	Acknowledgement of reported access problems for Prill Road Resolved That this was noted under item 11.1
7.15	HC Regeneration Directorate	Notice of planning appeal - Pwyll-y-Hunt DCSW2007/2050/F Resolved That this is noted
7.16	HC Children	Primary Strategy for Change – proposals for Primary School needs – Views sought by 20th June 2008 Paperwork to Councillor P Sheen
7.17	Jean Addis	Request from EHPCC for agreed contribution to new gate and 2008/9 churchyard award. Agreed under item 9.1
7.18	SLCC	Summer Seminars – 9th to 10th July 2008
7.19	Glasdon	Product catalogue
7.20	RoSPA	Play Ground Inspection 2008 Resolved This was noted under item 5.9.1
7.21	CSO Rosina Cathcart	Incident report for Ewyas Harold 1/6/08 Resolved This was noted under item 6

Lengthsman Scheme

8.1

Lengthsman work undertaken in May.

Date	Work	Hours
1/5/08	Cutting verges Gilberts Wood + Priors Field	30/60
3/5/08	Cutting verges Lower House	25/60
10/5/08	Cutting verges Memorial Hall to A465	135/60
12/5/08	Grass cutting Rabbit Lane to Prill visibility fence	35/60
15/5/08	Cutting verges Gilberts Wood + Priors Field	30/60
17/5/08	Cutting verges Pontrilas entrance from A465	55/60
22/5/08	Cutting grass on Telephone kiosk bank	25/60
29/5/08	Cutting verges Gilberts Wood + Priors Field and trying to clear drain by Coach House	70/60
31/5/08	Cutting verges School to Coach House and to Church Cutting verges Trappe House and Elm Bridge	210/60
	TOTAL	615/60

Resolved

That this is noted and approved

Financial Report

9.1

Payments for approval

Clerk salary	£	511.38
Stationery/Office Expenses	£	69.23
Clerk postage	£	15.48
Clerk travel	£	17.86
HM Inland Revenue (PAYE £16.80 NI £9.29 employee £10.81 employer)	£	36.90
Community First – 2008 subscription	£	38.00
Transfer of funds from NatWest to A+L	£	8,000.00
Martin Roper – Lengthsman work May 2008	£	176.32
Martin Roper – waste collection May 2008	£	100.00
Martin Roper – Recreation Ground grass cutting May 2008	£	103.22
EHPCC – Agreed contribution to replacement gate	£	300.00
EHPCC – Churchyard maintenance 2008	£	450.00
Community Access Point (Ewyas Harold) – provision of Dreamweaver training facilities	£	300.00
West Mercia Police – Security signs	£	45.00

9.2

Balances as at 27th May 2008

NatWest Current account

1,207.81

Unpresented cheques

50.00

Cheques/cash to be credited

nil

NatWest Business Reserve

11,893.52

Alliance + Leicester Current account

681.54

Alliance + Leicester Deposit account

4524.45

Total cash assets

Consisting of:

18,207.32

Precept funds

16,160.24

Lengthsman Scheme

Balance available but not yet claimed

2229.65

Administration charge outstanding

185.83

Available funds for remainder of financial year

(annual allocation £2,229.95)

2118.95

74.93

Parish Path Funds

1200.40

Parish Plan Funds

771.75

9.3

Payments Received

Vat reclaim (Period 1/8/07 to 31/3/08)	£	511.90
Parish Talk Award – Councillor IT training	£	300.00

Resolved

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

Carried unanimously.

Planning

10.1

Application number DCSW2008/1287/F

Site Adjoining Parish

Site:	The Conifers, Pontrilas, Herefordshire. HR2 0EH
Description:	Extension on the current building to increase the size of the kitchen and improve the porch roof
Application Type:	Full
Applicant:	Glyn Baker, The Conifers, Pontrilas, Herefordshire. HR2 0EH

Resolved

That EHGPC have no objections to this application

10.2

Application number DCSW2008/0272/F

Notification of Planning Permission

Site:

Upper Cefn, Ewyas Harold, Herefordshire. HR2 0JJ

Description:

Proposed new livestock housing/fodder storage building. Alterations to existing access and proposed roadway across to building.

Resolved

That this is noted.

10.3

Application number DCSW2008/0878/F

Notification of Planning Permission

Site:

Doyre Cottage, Abbey Dore, Herefordshire. HR2 0AA

Description:

Proposed demolition of single storey lean to extension and erection of new 2 storey extension plus erection of new entrance porch/lobby.

Resolved

That this is noted.

10.4

Application number DCSW2008/0946/F

Notification of Planning Permission

Site:

Ewyas Harold Memorial Hall, Pontrilas Road, Ewyas Harold, Herefordshire. HR2 0EL

Description:

Extension to car park for improved disabled access and accompanying landscape works.

Resolved

That this is noted.

Road Maintenance and Related Matters

11.1	Prill Road Surface State of road and lack of footway has been reported to HC and this has been referred to Mrs M Lane Construction Manager HC. Clerk has discussed situation with Village Warden to identify if any other actions are appropriate. Clerk will keep family informed of developments. Resolved That this is noted ACTION CLERK
11.2	Parish Initiative Outstanding work has been forwarded to HC and work team is expected to start on this work in June. Resolved That this is noted.
11.3	Cedars – Dark Lane Problem with high trees in Dark Lane was resolved by occupiers following verbal request from EHGPC in September 2007. Owners say they would like request confirmed in writing and acknowledgement recorded of work being completed. Resolved That the Clerk should confirm request and work undertaken in writing. ACTION CLERK
11.4	Coach House Drain Flooding is occurring due to silting up of drain. Lengthsman has attended but Clerk will clarify whether this requires HC to be involved. Resolved That this is noted ACTION CLERK
11.5	B4347 Ditching Contents of ditches were being thrown onto maintained verges. Highways were made aware and gang instructed to remove spoil. Occurred because work would normally be carried out in winter when verges would grow through spoil in spring. Resolved That this is noted
11.6	Potholes C1221 Opposite the Fire Station 1/3 mile beyond the gates to the army camp. Resolved That these should be reported to HC ACTION CLERK
11.7	B4347 to Abbey Dore The surface edge of the road has crumbled way in the area near to Glen Alva and the resulting drop at the verge constitutes a traffic hazard Resolved That this should be reported to HC ACTION CLERK
11.8	C1213 The railings on the bridge near to The Trout on the side road leading to the U74213 have been damaged in a traffic accident. Resolved That this should be reported to HC ACTION CLERK
11.9	U74209 This road surface has become severely rutted and potholed Resolved That this should be reported to HC ACTION CLERK
11.10	Dulas Road (C1213) The road drain situated near to the footpath crossing (EH18) is above the road surface and as such is not effective in removing surface water Resolved That this should be reported to HC ACTION CLERK
11.11	Belpa Road/Little Walk Mill Farm Collapsed culvert has been replaced with smaller bore pipe and concerns were raised over effectiveness of water flow. Resolved That this should be reported to HC ACTION CLERK
11.13	Amey Wye Contract Review of contract in place for monthly road sweep. This item was moved to next month’s agenda.

Councillor P Sheen proposed that the standing orders be suspended so that the meeting could continue beyond 9.30pm and so deal with remaining essential business.

This was carried unanimously

Footpaths

No matters were raised and there was no FPO’S report

Parish Newsletter

Advertisement has been placed for a new editor and the latest issue is being produced under the temporary editorship of Councillor Mrs E Overstall.

Draft was approved with the following additions:

Herefordshire Council will pay for an extra page to promote their housing needs campaign.

Role of a councillor – PS

Item on Smart Water – West Mercia Police

Seasonal security issues

It was noted that this month’s issue would run a major feature on supporting the local Post Office. Further to this it was agreed to contribute £15 towards a supporting banner.

Parish Website

Nothing to report

Items for Future Discussion

15.1	Amey Wye Contract
15.2	Representative on Memorial Hall Committee
15.3	Local Emergency Plan

The Meeting closed at 9.40pm

Chairman

Date

NEXT MEETING July 1st 2008

Future Meetings August 5th , September 2nd , October 7th