Present

Councillor Mrs E Overstall (Dulas) in the chair

Councillor Revd L Rickards     

Councillor P Jinman     

Councillor G Sprackling

Councillor Mrs M Williams (Rowlstone)

Councillor Mrs J Addis

Councillor Mrs M Tovey

Councillor P Sheen (Rowlstone)

Councillor D Harries

The Clerk

In attendance:

1 member of the public

1

Apologies for Absence

Councillors J Middle, W Preece, W Lloyd, R Weaver

2

Declaration of Interest

Councillor P Jinman declared an interest in item 4.2 as he is the Chairman of the Commoners.

Councillors G Sprackling + Revd L Rickards declared an interest in item 6.15 as they are members of the EHMH Committee.

3

Minutes

The minutes of the ordinary meeting of the council held on Tuesday 1st February 2005 were approved without amendment.

4

Matters for report (Not covered by separate agenda items)

4.1

Herefordshire Unitary Development Plan

The Clerk has written to Mr Ponting confirming the Council’s support and offering that EHGPC would, if needed, be willing to assist him at the Inquiry in June 2005.

Following the amendments reported in the minutes of February 2005 re Inquiry on 24th March 2005, the Clerk has written to Herefordshire Council to withdraw the objections raised to the housing land allocations and settlement boundaries.

Resolved

That this is noted.

4.2

Access to Ewyas Harold Common

There has still been no response with regard to calling a meeting of the Commoners Association. Councillor Mrs E Overstall stated that it has been over a year since the last meeting and villagers continually express dissatisfaction at Parish Plan Meetings and directly to Councillors. Councillor Jinman replied in response to questions from the Chair that matters were in hand to organise a meeting but difficulties had been encountered arranging dates convenient for all Committee members. This has been compounded by the fact that the post of Secretary is vacant. However, it has now been decided that the Assistant Secretary, Mrs Jill Scarrott, will proceed to set a date, although this will be an ordinary meeting rather than an AGM and access to the Common will not be an agenda item. Councillor Jinman acknowledged the time slippage and was aware of the representations that had been made to Councillors. He pointed out that both he and the Lord of the Manor had spent a considerable amount of time over the months since the last meeting in consultation with various parties trying to resolve matters related to access.

Resolved

That this is noted

4.3

Parish Plan

The questionnaire has been distributed to all households and the response was fairly good with 230 out of 500 completed. Herefordshire Council are processing the data and this will be ready for discussion at the next meeting of the Parish Plan Committee on 9th March 2005. To help ensure the smooth running of this meeting there will be a pre-meeting gathering at Councillor Mrs E Overstall’s house at 2.15pm on March 8th.

Resolved

That this is noted

4. 4

Dog Fouling

4.5

Llancillo Signs

A letter has been received from Mr Stephen Oates confirming that Herefordshire Council have decided that, owing to Llancillo not having a defined community, they will not supply the signs. The letter also pointed out that, if it was intended to pursue this matter, Monmouthshire County Council would have to be approached with regards to signing from the A465.

Given this response the Council is querying whether these signs could be purchased through the Lengthsman scheme but has as yet not received a reply.

Resolved

That the Clerk should write to Herefordshire Council highlighting the following points:

• Llancillo is not alone in South Herefordshire as being a village without a defined community.
• The Council will contact Monmouthshire CC re signage
• Disease Control in Livestock is based upon Parish identification and it is important that in outbreak situations such as Foot and Mouth vets drafted into areas are aware of the Parish they are in.

ACTION CLERK

Resolved

That as part of the Parish Plan residents should be approached over their views on signage

ACTION LO

4.6

Flooding at Dulas Brook

The Environment Agency has now supplied a copy the study undertaken by W Atkins in 2001 to look at possible improvements to the flow of the Brook. The paperwork has now been passed on to Mark Ponting.

Resolved 

That this item is deleted..                                                    

4.7

Village Artmarkers

The contract for this project has now signed.

The Council have been applying for grants that may be able to help with the setup costs of this project (£400). Unfortunately funds held by the Elmley Grants for Community Arts are not available for Local Authorities and therefore EHGPC will continue to look for other sources. The Clerk will liaise with Councillor D Harries over possible future bids.

Resolved

That this is noted.

4.8

Obstructions outside Dog Inn

Following receipt of a copy of the report requested by HC’s Legal Services, there have been as yet no further developments.

Resolved

That this is noted

4.9

Rowlestone Village Centre

The road surface needing repair has been reported to HC, but this work is still outstanding. The Lengthsman has still to tidy up the verges, ditches on the main road need clearing and the roads need sweeping.  

Resolved

That the Clerk should report the work required to the appropriate authorities.

4.10

Churchyard upkeep

The Clerk has been informed by HALC that the Church PCC could ask the Parish Council (PC) to take on the management of closed churchyards. It is reasonable, however, for the PC to insist that the churchyard is handed over in a safe condition. This work could in turn be passed onto the County Council but they may make a charge to the PC.

Resolved

That this is noted

4.11

Freedom of Information Act

The Clerk provided feedback on the course he attended on Freedom of Information and Data Protection. He pointed out that it was important for the Council’s publication list to be up to date and complete as this should be the main source of available information. It was also noted that the Council was required by law to be registered under the Data Protection Act.

Resolved

That this is noted and that the Clerk should apply for Data Protection registration.

Proposed: Councillor P Jinman

Seconded: Councillor Mrs E Overstall

Councillor P Jinman requested that information was required on the limit of liability of individual Councillors.

Resolved

That the Clerk should obtain this information from HALC

ACTION CLERK

5

Local Security Matters

5.1

Vandalism in Recreation Ground

Councillor P Jinman reported that the seats next to the play area and within the play area had been vandalised. Mrs Audrey Haines had also previously reported this damage to the Clerk. Councillor G Sprackling confirmed that the seat outside the play area was beyond repair, and that the damage had been reported.

It was agreed that Councillor Sprackling would be the contact point for members of the Council for reporting matters of vandalism to the police. It was also agreed that the Clerk should be informed of damage resulting from vandalism for insurance purposes.

5.2

Anti-Social Behaviour

Mrs J Wright has informed the Council that she has been troubled by youths throwing rubbish into her garden and damaging hedges by throwing themselves into them.

Resolved

That this is noted

It was agreed that the local Beat Officer should be given an open invitation to future Council meetings so that security issues could be discussed at the beginning of the meeting.

Resolved

That the Clerk should contact the local Beat Officer

ACTION CLERK

It was also agreed that a contact telephone for reporting security issues should be made available and published in the various Council bulletins, as well as possibly on notices within the village.

Resolved

That the Clerk should contact the police to ask their permission to use such a number.

ACTION CLERK

6

Correspondence (Not covered by separate agenda items)

7

Lengthsman Scheme

7.1

Lengthsman work undertaken in December - January.

Resolved

That this is noted

7.2

Other work identified for Lengthsman Scheme

• Quote still to be received for footway sweep in Ewyas Harold.
• Road sweep to be ordered for Rowlestone village centre.
• Power-clean pavements at Gilberts Wood.
• Possibility of removal of rubbish from Dulas Brook in Ewyas Harold centre
• Tidy up verges in Rowlestone village centre.

Resolved

That the Clerk should order the road sweep from Jarvis Services and pursue their quote for the footway sweep.

ACTION CLERK

That the Clerk should place an order with the Lengthsman for the other items.

ACTION CLERK

Councillors were reminded that all monies in the 2004/2005 scheme were required to be spent by the end of March 2005, and that any other Lengthsman work identified should be forwarded to the Clerk without delay so that he can raise an order.

7.3

Hill Lane

Councillor P Sheen reported that more work may need to be carried out by the Lengthsman to alleviate the erosion problem in Hill Lane.

Resolved

That a site visit is carried out by Councillors P Sheen and J Middle to access the situation and instruct the Clerk to raise an order for any extra work identified.

ACTION PS + JM

7.4

Lengthsman costs

From 1st April 2005 the hourly rate will increase from £13.50 to £15.00 inc VAT

Resolved

That the Clerk would refer to original contract to see how labour charges were to be managed within the scheme.

ACTION CLERK

8

Financial Report

8.1

Payments for approval

8.2

Balances as at 18th February 2005

8.3

Lengthsman Scheme

8.4

Payments received

Resolved

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

Carried unanimously

8.5

Financial Regulations

The draft regulations were discussed and were amended with the addition of the  section below:

“CHARITIES

Where the Council is sole trustee of a Charitable body the Clerk and RFO shall ensure that separate accounts are kept of the funds held on charitable trusts and separate financial reports made in such form as shall be appropriate, in accordance with Charity Law and legislation, or as determined by the Charity Commission. The Clerk and RFO shall ensure that any Audit or Independent Examination as may be required by the Charity Law or any Governing Document is undertaken.”

Resolved

That the amended draft regulations are adopted as the final financial regulations for Ewyas Harold Group Parish Council.

Carried unanimously

8.6

Appointment of Internal Auditor

The Clerk reported that Ray Rose had agreed to act as the Internal Auditor for 2004/2005 and that this would incur a charge of £50.

Resolved

That this is agreed and that the Clerk should confirm this with Ray Rose.

Proposed: Councillor P Jinman

Seconded: Councillor Mrs J Addis

ACTION CLERK

9

Planning

9.1

Application number DCSW2004/4123/F

Notification of Refusal of Planning Permission

Resolved

That this noted

9.2

Application number DCSW2005/0462/F

Resolved

That the Group Parish Council have no objections to this application

9.3

Application number DCSW2005/0639/L

Resolved

That the Group Parish Council have no objections to this application

9.4

Application number DCSW2005/0132/F

Notification of planning permission

Resolved

That this is noted

10

Road Maintenance and Related Matters

10.1

Bridge over Dulas Brook at B4347/C1213 Junction

The Lengthsman has inspected the tree stump growing in the bridge wall and has found that this is causing damage to the stonework. The Clerk has reported this to Herefordshire Council.

Resolved

That this is noted

10.2

Potholes

Resolved

That the Clerk would report these to Herefordshire Council

10.3

Streetlight

Mrs Ponting has informed the Council that she fell on the pavement outside Bridgeview on the B4347. She felt that the area was poorly lit because of a tree growing across the streetlight.

Resolved

That Councillor Sprackling would investigate this and report back to the Council.

ACTION GS

10.4

Rubbish on A465

Councillor Mrs M Tovey reported an excess of rubbish building up along the A465 through Pontrilas.

Resolved

That the Clerk would report this to Herefordshire Council

ACTION CLERK

10.5

Collapsed Fencing at Rosedean

The fence boarding at Rosedean has collapsed and needs replacing. It is not clear whether this is the responsibility of Herefordshire Council or Mr Price, the owner of the property.

Resolved

That the Clerk would write to Mr Price to clarify the situation.

ACTION CLERK

10.6

Overhanging Trees

Councillor P Sheen reported dangerously overhanging trees in Pudding Street.

Resolved

That Councillors Mrs M Williams and P Sheen find out who owns these trees so that appropriate action can be taken.

ACTION MW + PS

11

Footpaths

11.1

Parish Plan Partnership

It was agreed that the Council should attempt to become involved in this scheme

Resolved

That the Clerk should write to HC to register EHGPC’s interest

ACTION CLERK

12

Recreation Ground

12.1

Monthly Audit

• Rubbish continues to be a problem.
• A child’s red jacket has been retrieved by Councillor Jinman.
• Footballers’ tape has been discarded across the area.

Resolved

That the Clerk would write to EHFC asking them to take responsibility for ensuring this is disposed of tidily.

ACTION CLERK

• Moles are active across the cricket area of the ground.

Resolved

That the Clerk requests a list of licensed mole catchers from HC

ACTION CLERK

• The latch on the gate nearest the swings has now fallen off and Councillor P Jinman has removed it for safe-keeping.
• Seat within the play area needs a replacement slat
• The area around the bonfire site needs reseeding and the route taken to bring items to the site is badly rutted.

Councillor Revd L Rickards reported that ATVs will be used in the future as this has been found to greatly reduce the damage. He also agreed to look into reseeding the bonfire site.

ACTION LR

• It would be nice to budget for a new coat of paint on everything
  this spring as it is all starting to look a bit shabby.

Resolved

That the Recreation Ground Committee identifies exactly what is required and reports back to the next Parish Meeting.

ACTION RGC

12.2

Charges for Users of Facilities

Following an approach by EHFC the Council reviewed the appropriate costs associated with the use of the Recreation Ground.

Resolved

That the Recreation Ground Committee would assess the allocation of charges and report back to the next Parish Meeting.

ACTION RGC

13

Parish Newsletter

13.1

Items for inclusion:

• Water Leaks Insurance.
• Parish Plan questionnaire
• Memorial Hall events
• Vandalism
• Found red jacket
• Village Artmarkers

13.2

Newsletter and Website

The Clerk reported that the pictures in the Newsletter were now making it too large for successful downloading from the website.  Councillor Mrs E Overstall agreed to arrange for the pictures to be optimised for website use.

ACTION LO

14

Parish Website

14.1

Draft Minutes

HALC have now confirmed that the release of unapproved Minutes to the website would be acceptable if, they were marked as “draft awaiting agreement,” and their upload was delayed by a few days so that Councillors would have been given the opportunity to identify any errors.

Resolved

That this is noted

14.2

Additional Web Pages

See item 6.22

15

Matters for Further Discussion

15.1

Barns in Woodland

It had been noted that a large wooden barn had been erected in Priors Wood by Dulas Road, and it was questioned whether this was subject to the same planning guidelines as other agricultural buildings.

Resolved

That the Clerk would clarify the situation with the Planning Officer.

ACTION CLERK

15.2

Venue for the April Parish Meeting

The Memorial Hall is unavailable in April because of its 50th celebrations therefore the April meeting will take place in Rowlestone Village Hall

Resolved

That the Clerk would confirm this booking

ACTION CLERK

The Meeting closed at 10.25pm

Chairman

Date