Minutes of the Annual Meeting of Ewyas Harold Group Parish Council

held on Tuesday 6th May 2008

In the Memorial Hall at 7.50 p.m.

Present

Councillor P Sheen in the chair (Rowlstone)

Councillor R Weaver

Councillor R Mailes

Councillor Mrs J Addis

Councillor Mrs E Overstall (Dulas)

Councillor W Preece (Dulas)

Councillor Mrs M Williams (Rowlstone)

In attendance:

The Clerk

3 members of the public

Election of Chairman

Councillor R Weaver proposed Councillor P Sheen and this was seconded by Councillor Mrs M Williams. There were no other nominations.

Councillor P Sheen was unanimously elected as Chairman for the ensuing year.

N.B. The chairman allowed agenda point 8 to be discussed at this point to allow CSO Rosina 4xcCathcart to leave the meeting after this item.

Apologies for Absence

Councillors Mrs M Bradley, J Middle, P Jinman and D Harries

Declaration of Interests

None declared

Minutes

The minutes of the ordinary meeting of the council held on Tuesday 1st April 2008 were approved with the following amendment:

Item 4.4 line 2 should read “Point 31 was deleted ….”

Election of Vice Chairman

There were no nominations for vice chairman and as Councillor D Harries was not present to confirm whether he was willing to continue in this post the item was deferred until the meeting in June.

6.1

Notice board

This has been repaired and the glass re-fitted.

Resolved

That this is noted

6.2

Bus Shelter

Herefordshire Council will be contacted to confirm date of installation.

ACTION CLERK

6.3

Catholic Church (St Kemble’s) – Have still to receive response re future use

Resolved

That this is noted

6.4

Grievance Procedure

Draft guidelines were distributed to all Councillors.

Resolved

That these should be adopted without amendment.

6.5

Standing Orders

Councillors were reminded of the amendments made to the draft standing orders.

Resolved

That the amended standing orders should be adopted.

That the Clerk should send copies to all Councillors

ACTION CLERK

Recreation Ground

7.1

Monthly Audit

Report will be distributed when available.

Resolved

That this is noted

7.2

Play Area

7.2.1

RoSPA Inspection (Written report still to be received)

No issues were identified which required action but the following should be taken into account when improvements are undertaken:

Single gate closes too quickly and has a finger pinch trap when opened fully.
Double gate broken – not strictly needed but recommended replaced so overcoming potential bullying problem at single entrance

Recommended replacement gates are expensive Monohinge (*self-closing and suitable for disabled access £702.97 plus £90.64 delivery for two gates – not including fitting.)

Advice was offered for potential future developments

Climbing wall maximum 3m height would not present safety or insurance issue. RoSPA would prefer it to be installed within the area designated for play (near to slide). Would need fall zone 2.5m wide on either side (pit with recycled wooden crumb deemed suitable) Example in Hereford.
Zip wire low level is feasible. Found to create reasonable interest as long as fall generates enough speed. Higher wires would present safety/insurance problems. Example at Credenhill

Resolved

That this is noted.

7.2.2

Car Park Barrier

Funds identified in precept.

Resolved

That this item is held over as future agenda item.

Local Security Matters

CSO Rosina Cathcart presented the police report for Ewyas Harold 2007/8 (see appendix1)
She also reported that the Neighbourhood Watch Scheme is being expanded into the Longtown area.
Councillors were reminded of the PACT meeting taking place at Peterchurch on the 15th May and examples of the PACT issue/concern reporting cards were left at the meeting.
The recent assault in Ewyas Harold has resulted in the offender being identified and interviewed by the police.

Resolved

That this is noted

Correspondence

	Sender	Content
9.1	PC Christine Griffiths	Golden Valley Newsbeat – April 2008 (email) Copies sent to Councillors with April’s minutes
9.2	Electoral Register	Monthly additions for Parish of Dulas (email)
9.3	Electoral Register	Monthly additions for Parish of Ewyas Harold (email)
9.4	HC Environment	Details of Lengthsman Scheme 2008/2009 Resolved This was noted in item 10.2
9.5	CSO Rosina Cathcart	West Mercia Police report re fuel thefts (email)
9.6	CSO Rosina Cathcart	Crime update 4/4/08 (email)
9.7	HC Adult + Community	University of the Great Outdoors 2008 – Eastnor Castle 4-5th May
9.8	Carol Jenkins	Acknowledgement of donation to Memorial Hall (email)
9.9	Peter Overstall	Footpaths update re EH18 and gate notices (email) Resolved This was noted in item 14.2
9.10	Helen Hammond	Road surface in Prill Road Resolved This was noted in item 13.1
9.11	Jackie Wood	The Local Channel – April 2008 (email link)
9.12	CSO Rosina Cathcart	Report of suspicious vehicle (email)
9.13	Dore Community Transport	Acknowledgement of donation
9.14	Cathy Berkeley (HC)	Elm Green Road waste bin (email) Resolved This was noted in item 13.3
9.15	Festival Housing Group	Festival News (Housing) – April 2008
9.16	CSO Rosina Cathcart	Reminder of cash point scams (email)
9.17	Community First	News Line – April 2008
9.18	HC Corporate + Customer	Notice of dates for PACT Meetings (Community Forums) Paperwork to Graham Sprackling
9.19	Vincent Playdon (HC)	Notice of payment award for P3 Scheme Resolved This was noted in item 14.3
9.20	NALC	Notice of Annual Conference - 20-22 May 2008
9.21	Glasdon	Catalogue –Spring 2008
9.22	CSO Rosina Cathcart	Report on recent assault in Ewyas Harold (email) Resolved This was noted in item 8
9.23	CSO Rosina Cathcart	Crime update 15/4/08 (email)
9.24	CSO Rosina Cathcart	PACT poster (email)
9.25	Proludic Ltd	Innovation in Play Seminars
9.26	Golden Valley Environment Group	Notice of next meeting - Thursday May 15th at 7.30pm in Clifford Village Hall (email)
9.27	CSO Rosina Cathcart	Crime update 23/4/08 (email)
9.28	PC Christine Griffiths	PACT poster (email)
9.29	HC Environment	Notice of next meeting of Southern Area Planning Sub-Committee – 30/4/08
9.30	HC Adult & Community	Housing Needs Survey A brief presentation will be made at the June Parish Meeting. Resolved That this is noted
9.31	HM Revenue & Customs	Employer Bulletin – April 08
9.32	Herefordshire Voluntary Action	HVA News – April 2008
9.33	Liz Overstall	First Responders Update/Funding Request/Training Shift Log (email) Councillor Mrs E Overstall reported that most volunteers had completed their ambulance training and related that some of the monitoring included quite serious incidents. All volunteers have generously equipped themselves with satellite navigation but funding remains a concern. Resolved That this is noted
9.34	HALC	Highways – Parish Initiative Resolved This was noted in item 13.2
9.35	HALC	Information Corner – 24.4.08 Copies distributed at meeting It was noted that a community in France would like to twin with a rural parish in Herefordshire. Resolved That the Clerk should register an interest on behalf of EHGPC. ACTION CLERK
9.36	HALC	Training Booking forms
9.37	HALC	Speaking Out – March 2008 (West Midlands Regional Assembly)
9.38	HALC	West Midlands Rural Affairs Forum – Annual Report 2007/8
9.39	HALC	Rights of Way – Local Walks Paperwork given to “Walking for Health”
9.40	HC Highways	Acknowledgement of identified maintenance issues for April (email)
9.41	Derek Harries	Community Access Point Newsletter – Spring 2008
9.42	HC Adult +Community	April Funding Opportunities
9.43	HC Adult +Community	Herefordshire Youth Opportunties Fund – members wanted Resolved That poster should be placed on notice board
9.44	HC Adult +Community	Herefordshire Country Fair – conservation challenge (poster) Paperwork to Graham Sprackling
9.45	HC Adult +Community	Herefordshire Samaritans (volunteers required)– Open Day 14th June 2008 (poster) Paperwork to Graham Sprackling
9.46	HC Adult +Community	Breast Cancer Haven (poster) Paperwork to Graham Sprackling
9.47	HC Adult +Community	Herefordshire Partnership – Pride of Herefordshire Awards 2008 (poster) Paperwork to Graham Sprackling
9.48	HC Adult +Community	Reports on pupil analysis for Herefordshire schools available on HC’s website.
9.49	HC Environment + Culture	Provision of sandbags 2008/2009 Resolved That Clerk should organise this after discussion with Graham Sprackling ACTION CLERK
9.50	HC Regeneration	Volunteering for the Samaritans (poster)
9.51	HC Regeneration	Funding for Renewable Energy Projects (up to 50%)
9.52	Electoral Register	Monthly additions for Parish of Ewyas Harold (email)
9.53	Electoral Register	Monthly additions for Parish of Llancillo (email)
9.54	Electoral Register	Monthly additions for Parish of Rowlstone (email)
9.55	PC Christine Griffiths	Golden Valley Newsbeat – May 2008 (email) Copies distributed at meeting

Lengthsman Scheme

10.1

Lengthsman work undertaken in April

Date	Work	Hours
3/4/08	Cutting verges Gilberts Wood + Priors Field	30/60
17/4/08	Cutting verges Gilberts Wood + Priors Field	30/60
22/4/08	Repairing sign at Prill Orchard	40/60
26/4/08	Cutting verges Forge Garage to roundabout, Pontrilas entrance from A465	120/60

Resolved

That this is noted and approved

10.2

2008/2009 Funding

Funding remains unchanged at £2,229.95

Resolved

That this is noted

Financial Report

11.1

Annual Financial Report

11.1.1	Annual Return The Clerk presented the report attached as Appendix 2. Go through explanation of variances explanations. Resolved That EHGPC agrees with the reasons for identified variances. That EHGPC will carry over £1,200 to cover possible funding requests from local services such as First Responder and Village Warden.
11.1.2	Bank Reconciliation See appendix 3. Resolved That this is noted
11.1.3	Internal Auditor Report The Internal Auditor’s report dated 21/4/08 did not identify any areas of concern. Resolved That this is noted
11.1.4	Annual Governance Statement The governance items identified by the external auditor were discussed and approved.
	Resolved That the annual financial report is accepted and that the annual governance statement is approved.

11.2

Monthly Financial Statement

11.2.1

Payments for approval

Clerk salary	£	511.38
Stationery/Office Expenses	£	nil
Clerk postage	£	21.12
Clerk travel	£	26.78
HM Inland Revenue (PAYE £16.80 NI £9.29 employee £ 10.81 employer)	£	36.90
npower – pavilion electricity	£	96.88
HALC 2008/2009 subscription	£	245.24
Allianz- Cornhill Annual Insurance	£	2,954.70
Amey Wye Valley– April road sweep	£	70.50
Golden Valley Insurance – Spring Newsletter printing costs (2007/2008 delayed invoice)	£	60.00
Martin Roper – Lengthsman work April 2008	£	63.07
Martin Roper – waste collection April 2008	£	80.00
Martin Roper – Recreation Ground grass cutting April 2008	£	14.34

11.2.3

Balances as at 30th April 2008

NatWest Current account

1,207.81

Unpresented cheques

250.00

Cheques/cash to be credited

nil

NatWest Business Reserve

11,893.52

Alliance + Leicester Current account

562.45

Alliance + Leicester Deposit account

6,989.03

Total cash assets

Consisting of:

20,402.81

Precept funds

19,555.73

Lengthsman Scheme

Balance available but not yet claimed

2,229.95

Administration charge outstanding

204.41

Available funds for remainder of financial year

(annual allocation £2,229.95)

2,100.47

74.93

Parish Path Funds

0.40

Parish Plan Funds

771.75

11.2.4

Payments received

Herefordshire Council (Half yearly precept payment)	£	9,401.81
Herefordshire Council – Parish Footpaths Scheme 2008/2009	£	1,200.00

11.2.5

Budget Adjustment

Source of transfer

Sum to transfer

Budget code receiving payment

Bank reserve

£17.08

Insurance (2)

Resolved

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

Planning

12.1

Application number DCSW2007/0599/F

Notification of Planning Permission

Site:

The Furlong, Ewyas Harold, Hereford. HR2 0EL

Description

Proposed conservatory to rear of existing dwelling

Resolved

That this is noted.

12.2

Application number DCSW2008/0378/O

Refusal of Planning Permission

Site:

39 Elmdale, Ewyas Harold, Hereford. HR2 0HZ

Description

Proposed erection of single dwelling.

Resolved

That this is noted.

12.3

Application number DCSW2008/0878/F

Site:	Doyre Cottage, Abbeydore, Herefordshire. HR2 0AA
Description:	Proposed demolition of single storey lean-to extension and erection of new 2 storey extension plus entrance porch/lobby.
Application Type:	Full
Applicant:	Dr B Hall, Doyre Cottage, Abbeydore, Herefordshire. HR2 0AA

Resolved

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

12.4

Application number DCSW2008/0922/F

Site:	Orchard Cottage, Ewyas Harold, Hereford. HR2 0ES
Description	Side extension and conversion of ground floor to accommodation.
Application Type:	Full
Applicant:	Mr + Mrs G Haines, Orchard Cottage, Ewyas Harold, Hereford. HR2 0ES

Resolved

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

12.5

Application number DCSW2008/0945/L and DCSW2008/0950/F

Site:	Upper House Farm, Walterstone, Hereford. HR2 0DT
Description	Change of use of redundant agricultural building to residential use.
Application Type:	Listed Building Consent and Full
Applicant:	Mr Brierley, Upper House Farm, Walterstone, Hereford. HR2 0DT

Resolved

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

Comments

EHGPC noted that:

The development is outside the settlement boundary
Changes to the listed building may have a negative effect on the building and its surroundings

12.6

Application number DCSW2008/0946/F

Site:	Ewyas Harold Memorial Hall, Pontrilas Road, Hereford. HR2 0EL
Description	Extension to car park and accompanying landscape works.
Application Type:	Full
Applicant:	Ewyas Harold Memorial Hall Committee, Pontrilas Road, Hereford. HR2 0EL

Resolved

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

12.7

Application number DCSW2008/0646/F

Notification of Planning Permission

Site:

Bridge Farm Lodge, Ewyas Harold, Hereford. HR2 0JD

Description

Removal of agricultural occupancy condition.

Resolved

That this is noted.

Road Maintenance and Related Matters

13.1	Prill Road The Clerk read out a letter from Helen Hammond which highlighted the problems experienced by her parents owing to the poor surface of Prill Road and the lack of a pavement. The Council were sympathetic to the request for help and fully supported the need for elderly people to maintain their independence. Resolved That the Clerk reports this to HC Highways including a copy of Mrs Hammond’s letter. ACTION CLERK That the Clerk attempts to see if another department within HC would take up the issue of mobility for the less able. ACTION CLERK That the Clerk writes to Mrs Hammond to inform of the actions proposed by EHGPC. ACTION CLERK
13.2	Parish Initiative Quarterly visits by a highways team are planned for parishes throughout Herefordshire. These visits are intended to deal with reported minor highway defects and it is hoped that this approach will clear the backlog of work to be done. The first visit for the Ewyas Harold area is due in June 2008. Resolved That the Clerk should ensure that all items outstanding are re-reported through this system together with issues identified in these minutes. ACTION CLERK
13.3	Elm Green Road Waste Bin HC Highways have reported that this bin is in very poor condition and requires replacing. They have requested that EHGPC consider funding a replacement. Resolved That the bin should be inspected to confirm the findings ACTION JA That EHGPC do not consider that they are responsible for this cost and that the Clerk should inform HC of these views. ACTION CLERK
13.4	Dulas Road It was noted that this road is used by a considerable number of riders from local horse stables. Resolved That the Clerk should enquire about the possibility of erecting suitable traffic warning signs. ACTION CLERK
13.5	Cefn Lane – Dulas The road surface is being washed away from both verges. Resolved That the Clerk reports this to HC Highways ACTION CLERK
13.6	Dulas Court The water flowing across the road near to Dulas Court is still a problem despite two previous reports. Resolved That the Clerk identifies this through the Parish Initiative. ACTION CLERK
13.7	Rowlstone Road Sweep Still waiting clarification from HC Highways on situation regarding annual sweep. Resolved That this is noted

Footpaths

14.1

Footpaths Officer’s Report

There has been a request from ‘Walking for Health’ that we replace nine stiles with gates in the Ewyas Harold area. This is part of a national initiative to improve access for disabled walkers. Walking for Health will pay for the gates but we will have to pay for the installation using our contractor. Landowner’s consent is needed (this may not always be forthcoming) and the work can be spread out over the year. Could the Council please advise whether there are sufficient funds to cover this in addition to our routine footpath maintenance.

EH 33. A new pedestrian gate is needed where the path crosses the field behind Collins engineering and joins the track leading to Paradise Cottage. Hereford will supply and we will install. Further along the footpath leaves this track and crosses into a field. The stile here is broken and will be replaced by another stile (or gate if the landowner is agreeable). Jonathan Roger is dealing with this.

LY 11. This new path is now official. It connects LY8 and LY9 along the north side of the railway line. A bridge over the stream will be installed this summer.

LY9A.This path has been inaccessible ever since the railway crossings were closed by British Rail. Hereford has re-opened negotiations with Network Rail for a pedestrian crossing at the east end of the path allowing access from LY 6.

Peter Overstall

Resolved

That the Clerk should report back at the next meeting on the likelihood of available funds for the “Walking For Health” initiative.

ACTION CLERK

14.2

EH18 (explanation of query raised under item 12.3 of April minutes

It was noted that a gate to be improve access had been installed where the path crosses Dulas Road leading to a steep hill, whereas the gentler route in the opposite direction had been left as stile access.

The gates were put on the uphill side because the second stile up from the road was broken and rather than repair the policy is to try and replace with a gate. The idea is for the less able to go up EH17 below the castle and then down EH18 to the Dulas road. The stile on the downhill side will be replaced when the landowner gives permission.

Resolved

That this is noted

14.3

Parish Paths Funding 2008/2009

EHGPC have been awarded the maximum grant of £1,200 for the coming year.

Resolved

That this is noted

Parish Newsletter

15.1

Editor

It was noted that a new editor needs to be found for future editions.

Resolved

That Councillor Mrs E Overstall would discuss this issue with Isabelle Devereux.

ACTION LO

That the Clerk should place an advert in local shops and on the noticeboards.

ACTION CLERK

15.2

Items for Inclusion

Councillors were reminded that articles were required for the next issue.

Resolved

That this is noted

Parish Website

Improvements to the website are ongoing; and it is hoped that the next developments will be to improve the picture content and create a footpaths section.

Resolved

That this is noted

Items for Future Discussion

17.1	Emergency Plan
17.2	Road Sweep Contract
17.3	Annual Review of Risk Assessment
17.4	Election of Vice-Chairman

The Meeting closed at 9.20pm

Chairman

Date

NEXT MEETING June 3rd 2008

Future Meetings

July 1st

Aug 5th

Sept 2nd

Oct 7th

Appendix 1

POLICE REPORT – EWYAS HAROLD 2007 - 2008

There have been forty-two crimes reported in the past year.

There have been eight reports of theft, including the theft of a convex mirror in August, solar garden lights in September and two pedal cycles, one stolen in June which was found three days later in a hedge and one stolen in December. A mobile phone and money was stolen through the open window of a vehicle in August and a tax disc stolen from a car in November.

You will be aware that there has been an increase nationally of thefts of fuel and metal and this area is no different. In September petrol was syphoned from a vehicle parked outside the victim's home and in January 2500 litres of domestic fuel were stolen from an industrial unit.

One non-dwelling burglary was reported. In February a unit on an industrial estate was broken into but nothing stolen, however power tools were stolen from a vehicle parked nearby. There have been no dwelling burglaries reported.

In September a juvenile received a Final Warning for the theft of two cheques.

There were 23 reports of criminal damage. In May 2007 kerbstones at the new children's play area were damaged. In June two vehicles were scratched and a windows at the school and the church hall were damaged. Also in June, the fence and outside lights of a house were damaged and a vehicle had its tyres slashed. In July a male received a fixed penalty notice for smashing the window of his ex-girlfriend's house. In August a male was charged with criminal damage after scratching a vehicle. He was given a conditional discharge and ordered to pay compensation. In September the security lights and notice board at the school were damaged. A storage shed at the church hall was also damaged. In October, a wooden door at the memorial hall was damaged and more incidents of damage at the recreation area were reported. At Halloween, a door was damaged when an item was tied to it and set alight and a male received a reprimand after throwing a bottle at a house and breaking the window. In November, missiles (stones and a pumpkin) were thrown at two houses breaking a window in each and fencing broken at another house. In January a female smashed the window of a house after an argument. In February a brick was thrown through a vehicle's window at an industrial estate and in April a storage shed at the church hall was again damaged and the contents strewn around.

There were three assaults reported, one of which a domestic assault. One male received a caution in February and one other assault has a court case pending. There were three domestic incidents where no one was injured.

One male was reported for summons in December for racially aggravated harassment. The court case is pending.

There were two incidents of disorderly behaviour reported. In August a male received a Conditional Discharge in court for disorderly conduct. Another male was reported for summons for disorderly conduct and the case is pending.

In June 2007, CSO Rosina Cathcart joined us on the Golden Valley Local Policing Team. CSO Dan Pilkington left to become a Police Officer and is now based at Ross-on-Wye. CSO Dave Rowley joined the team in April. In total there are five police officers and four CSOs working from Peterchurch police station, although PC Andrew Bundy and CSOs Fiona Witcher and Kevin Powell cover the Wards of Hollington, Valletts and Pontrilas.

Appendix 2

Annual Return for the year ended 31st March 2008

Section 1	2006/7 £	2007/8 £	Variance (+/-) £	Detailed explanation of variance

Box 1 Balances brought forward	5,740	26,257	(+)20,517	Increase due to payment for new play area not falling due until 2007/2008. Therefore carry over of grant money (£20,575)



Box 2 Precept	15,528	16,960	(+)1,432	Increased salary cost to comply with national contract guidelines (£579) Increased insurance costs incurred following plare development (£589)



Box 3 Other income	26,585	59,671	(+)33,086	Final payments of play area awards of £40,825 (as compared to £20,575 in 06/07 = extra £20,240) Reclaimed VAT on play area project (£10,455) Other grant awards of (£1,600) Sale of old play equipment (£1,306)




Box 4 Staff costs	5,597	6,176	(+)579	To comply with national contract guidelines



Box 5 Loan interest/capital repayments	nil	nil	nil



Box 6 Other payments	15,999	85,759	(+)69,760	New play ground costs (£70,088)



Box 7 Balances carried forward	26,257	10,953	(-)15,304	Reduction Carry over spent on new play area (£20,575) Planned carry over: Planned youth expenditure (£2,880) Support for un-funded First Responder and Village Warden Schemes (£1,200) Office equipment replacement fund (£250) Election costs reserve (£1,450) Parish Plan funding (£771) Bank reserve (£4,402) (15% of budget for 2008/9)









Box 8 Total cash and investments	26,257	10,953	(-)15,304	See explanation for Box 7



Box 9 Fixed assets & long term assets	86,013	129,939	(+)43,926	5% inflation increase in buildings value (£4,926) New play area has added value of (£39,000)



Box 10 Total borrowings	nil	nil	nil

Appendix 3

BANK RECONCILIATION

Financial year ending 31 March 2008

Prepared by A P Shipp, RFO		Date	20/04/2008

Balance per bank statement as at 31 March 2008

Current account (NatWest)		1,207.81
Current account (Alliance & Leicester)		2,277.99
Reserve account (NatWest)		2,491.71
Instant Reserve account (Alliance & Leicester)		6,659.70
			12,637.21
	Cheque no	Amount
Less unpresented cheques	700207	-50.32
(Current Accounts)	700215	-490.88
	700216	-86.56
	bacs tx	-23.81
	700217	-70.50
	700218	-371.00
	700220	-100.00
	700221	-50.00
	700222	-74.00
	700223	-100.00
	700224	-50.00
	700225	-220.00
	700226	-50.00
	700227	-148.47
	700228	-80.00
	700235	-60.00

			-2,025.54
Income to bank
Parish Talk Award (website development)		300.00	300.00
Interest A+ L Instant Reserve		29.33	29.33

Net bank balances as at 31 March 2008			10941.00

Value of stock (stationery)			12.00

Total cash and stock 31 March 2008			£10,953.00
CASH BOOK

Opening Balance 1 April 2007			26,257.05
Receipts in the year			76,631.12
Payments in the year			-91,935.17

Closing balance as per cash book 31 March 2008			£10,953.00