Minutes of the Ordinary Meeting of Ewyas Harold Group Parish Council

held on Tuesday 7th November 2006

In Memorial Hall at 7.30 p.m.

Present

Councillor Revd L Rickards in the chair

Councillor P Jinman

Councillor Mrs J Addis

Councillor Mrs E Overstall (Dulas)

Councillor Mrs M Tovey

Councillor Mrs M Williams (Rowlstone

Councillor P Sheen (Rowlstone)

Councillor J Middle

Councillor D Harries

Councillor G Sprackling

The Clerk

In attendance:

Councillor J B Williams (Herefordshire Council) and 2 members of the public

Apologies for Absence

Councillors R Weaver, W Preece

Declaration of Interest

Clerk - Personal interest in Item 4.3

Councillors G Sprackling and J Middle – personal interest in item 4.3

Councillor J Addis – personal interest in item 7.7

Minutes

The minutes of the ordinary meeting of the council held on Tuesday 3rd October 2006 were approved without amendment:

4.1

Artmarkers

Following a meeting with Mr Ian Collins of Herefordshire Housing it was agreed that the siting of the artwork would not compromise access to the brook by EA.
Still waiting for suitable quotations for work to install access gate, path and seat

Resolved

That this is noted.

4.2

HC Planning Protocol

Any apparent breach of planning control can be reported in confidence to the enforcement team who can advise and if required make an investigation.

Resolved

That this is noted

4.3

Planning Procedures (EHGPC)

The draft planning checklist has been sent to HC and Andrew Prior of the Planning Department has provided feedback on this list.

Resolved

That an amended draft should be prepared based on his comments.

ACTION EO

4.4

Precept 2007/2008

The following proposals were discussed:

Consideration should be given to increasing insurance budget to cover possible changes in value of equipment in play area.

Budget was required for the eventual replacement of gestetner printer and other office hardware.
Recreation ground contingency needed to be increased in line with possible additions to play area equipment.
Finish painting the pavilion as part of next year’s capital project
Playground surfacing funding (subject to result of People’s Millions application)

Resolved

That the Clerk should provide detailed costings for the next Parish Meeting.

ACTION CLERK

4.5

Proposed Memorial Hall Development

Draft proposals have been discussed for the improvement of the current facilities and the addition of others. If decided to go ahead this would involve ideas input from residents and hall users. Grant money would be sought from Community Buildings programme

Resolved

That this is noted

4.6

Rowlstone Village Hall

4.6.1

Lease

Draft lease agreement is still being edited

4.6.2

Parish Council Representative

Councillor Mrs M Williams agreed to continue in her role as PC representative on the Rowlstone Hall Committee.

Resolved

That this is noted

Recreation Ground

5.1

Monthly Audit

Extra bark is required in play area
Thistles are growing in play area
Balcony loose on pavilion (temporary fixings in place)
Car park sign still to be attached
Sign on locked gate needs re-writing
Two side panels missing from log platform

ACTION CLERK

5.2

Play Area

5.2.1

People’s Millions

Since the last PC Meeting Ewyas Harold has been shortlisted to compete on television for £50,000 to improve the play area. There will be a rehearsal on 8th November before the filming on the 10th at the play area and school. The programme will then be broadcast on 15th November on the Central TV early evening news.

The sub-committee involved have held two meetings at Dulas Court and it was agreed that a contribution of £8 should be made for the use of these facilities

Resolved

That this is noted

5.2.2

Safety Surface

The order for the safety surface has been put on hold until the result of the People’s Millions ballot is known but the contractor will hold the original quotations until after the result.

Resolved

That if the Peoples Millions bid is unsuccessful. the Clerk should place the original order immediately.

ACTION CLERK

5.2.3

Bike Track

The possibility of creating an area to use as a bike track was discussed.

Resolved

That the Clerk should obtain information on the safety aspects and other implications of creating such an area.

ACTION CLERK

Local Security Matters

Various incidents resulting in damage to property occurred in the village on Friday 4th November night but it was not reported to the police until the following morning. People need to be reminded of the importance of reporting incidents as soon as possible to the police.

Resolved

That this is noted

Correspondence

Date received	Sender	Content
7.1	Community First	Notice of AGM 30th October 2006
7.2	HALC	Notice of AGM 19th October 2006
7.3	HALC	Booking Forms for HALC Training Courses: Road Rage – Thursday 12th October Roles Responsibility & Law – Saturday 28th October Money, Money, Money – Wednesday 1st November Procedures + Finance – Saturday 11th November Leading Lights – Tuesday 21st November Planning + Community Action Saturday 2nd December
7.4	Community First	Newsline Issue 66, October 2006
7.5	SLLC	Feedback from Herefordshire Branch
7.6	Nick Eynon	Estimate for construction of path to improve play area access
7.7	Jean Addis	Request for annual donation to EHPCC of £400 for upkeep of churchyard and £50 for outside lighting electricity Resolved That these payments are approved.
7.8	DC Gardening Services	Ground Maintenance Works
7.9	HM Revenue & Customs	Employer Bulletin October 2006 Issue 24
7.10	Derek Harries	EH Playground User’s Group – Minutes 10th October 2006
7.11	Bob Davies	Pavilion hire fee for 2006 plus Contacts list for 2007
7.12	Central Networks	Grant application has been made for funding to improve Xmas lights and decorations Resolved That this is noted
7.13	Anthony Bush	Introduction letter from new Parish Liaison and Rural Services Officer Paperwork to Councillor P Jinman
7.14	Herefordshire Archive Service	Flyer for House History Research – Saturday 11th November 2006 Paperwork to Councillor G Sprackling
7.15	HC Adult + Community	Bus + Train Timetable Area 1 Hereford and Bromyard (3/9/06 to 24/2/07)
7.16	HC Adult + Community	HC Parish + Community Plan Grant
7.17	Herefordshire Voluntary Action	Network Fund 2006/2007 Paperwork to Councillor Mrs E Overstall
7.18	H Youth Council	HYC Meeting 21st October 2006
7.19	Herefordshire Council	Forum for Festival and Events Organisers (1st November 2006)
7.20	CPRE	Herefordshire Landscapes – Risk or Harmony Exhibition (11th-17th November 2006) Paperwork to Councillor G Sprackling
7.21	Liz Overstall	Copy of letter identifying playground project estimates to Big Lottery Fund
7.22	West Mercia Constabulary	Golden Valley News Beat October 2006 Copies to all Councillors
7.23	Big Lottery Fund	Copy of offer letter short listing EH Play area for People’s Millions
7.24	Local Works	Sustainable Communities Bill. Date for possible adoption is Thursday 23rd November 2006. Resolved That this is noted
7.25	HALC	Legal Briefing L08-06 – Freedom of Information Act
7.26	Liz Overstall	EH Playground User’s Group – Minutes 23rd October 2006
7.27	HC Adult + Community	Artmarkers grant follow-up questionnaire Clerk replied 4/11/06
7.28	DCM	Updated quotes for installing play area safety surface
7.29	Wicksteed	Toddler and Nursery play equipment catalogue
7.30	Marches Housing	New contact details
7.31		Clerks + Councils Direct – November 2006
7.32	Countryside Alliance	Keep Your Post Office campaign Resolved That this notice be placed on the notice board
7.32	Paul Keetch MP	Herefordshire UDP – EH Flood Plan map 17 This letter confirmed the agreement to remove certain properties in Ewyas Harold from risk of flooding as previously identified on the flood map Resolved That this is noted
7.33	HALC	Information Corner – 3.11.06 Copies to all Councillors
7.34	HALC	Booking Form for HALC Training Course Understanding the Code – Wednesday 29th November
7.35	HALC	Voluntary Sector Assembly News – September 2006
7.36	HALC	West Midlands Regional Assembly – Speaking Out Issue 12
7.37	HALC	NALC - Key Points on Local Government White Paper
7.38	HALC	Town and Parish Standards – November 2006
7.39	Margaret Tovey	The Clerk read out a letter of resignation from Councillor Mrs Margaret Tovey. She has indicated her willingness to remain in post until the re-elections in 2007. Resolved That this is noted

Lengthsman Scheme

8.1

Lengthsman work undertaken in October

Date	Work	Hours
2/10/06	Cut grass by telephone kiosk and clear gullies at Rowlstone	40/60
7/10/06	Pontrilas verge cutting	30/60
12/10/06	Verge cutting at Priors field and Gilberts Wood	30/60
16/10/06	Grass cutting from centre of Rabbit Lane Rowlstone	45/60
25/10/06	Check and clear gullies as required	300/60

	TOTAL	445/60

Resolved

That this is noted and approved

Financial Report

9.1

Payments for approval

Clerk salary	£	456.43
Clerk stationery/office supplies	£	10.00
Clerk postage	£	7.69
Clerk travel	£	33.72
HM Inland Revenue (PAYE £4.60, NI £5.07 employee £5.90 employer)	£	15.57
npower Pavilion electricity 27/6/06 to 6/10/06	£	14.49
Rowlstone Village Hall Hire 3/10/06	£	16.00
Herefordshire Jarvis Services – Road sweep October 2006	£	70.50
Daniel + Co – Recreation Ground grass gutting 2006	£	899.70
Martin Roper – October 2006 Lengthsman work	£	117.65
Martin Roper – Waste collection October 2006	£	40.00

9.2

Balances as at 31/10/06

NatWest Current account

697.94

Unpresented cheques

450.00

Cheques/cash to be credited

nil

NatWest Business Reserve

1,861.33

Alliance + Leicester Current account

517.17

Alliance + Leicester Deposit account

19,154.61

Total cash assets

Consisting of:

21,781.05

Precept funds

8,959.71

Lengthsman Scheme

Balance available but not yet claimed

1114.98

Administration charge outstanding

92.93

Available funds for remainder of financial year

(annual allocation £2,229.95)

1,304.64

282.59

Parish Path Funds

1,111.00

Parish Plan Funds

852.75

Awards for All Grant

5,000.00

Network Fund

5,575.00

9.3

Payments received

EHCC Pavilion fees 2006	£	78.00
Newsletter revenue	£	25.00
Newsletter revenue – Morrell (received after 31/10/06)	£	25.00

9.4

Six monthly Budget Statement

See appendix 1

Resolved

That transfers between budget codes should be made to ensure that none were in deficit at the year end.

ACTION CLERK

Resolved

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

ACTION CLERK

Planning

10.1

Application number DCSW2006/2839/F

Notification of Planning Permission

Site:

The Foxes, Ewyas Harold Common, Ewyas Harold, Herefordshire. HR2 0JD

Description:

Double car port and store with log store on rear

Resolved

That this is noted

10.2

Application number DCSW2006/2598/F

Withdrawn Application

Site:

Land adjacent to Westwood Industrial Estate, Pontrilas, Herefordshire. HR2 0EL

Description:

Change of use of land for storage of construction materials, plant, equipment and vehicle parking

Resolved

That this is noted

10.3

Application number DCSW2006/3266/L

Site:	Pontrilas Court, Pontrilas, Herefordshire, HR2 0EH
Description:	Internal and external alterations to include flat roof kitchen bay, pitched roof over coach house and demolition of gardeners’ lavatory
Application type:	Listed Building Consent
Applicant:	M Martin, Pontrilas Court, Pontrilas, Herefordshire, HR2 0EH

Resolved

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

10.4

Application number DCSW2006/3289/F

Site:	St John Kemble Chapel, OS Grid Ref: 3881/2858, Ewyas Harold, Herefordshire
Description:	Proposed public art: carved stone, four sided structure
Application type:	Full
Applicant:	Melanie Potter, Principal Arts Officer Cultural Services, Herefordshire Council. Plough Lane, Hereford HR4 0KH

Resolved

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

10.5

Application number DCSW2006/2995/F

Withdrawn application

Site:

Park Lodge, Rowlstone, Herefordshire. HR2 0HE

Description:

Barn conversion to dwelling place for family with addition of 2 storey extension and single storey porch.

Resolved

That this is noted

Road Maintenance and Related Matters

11.1	C1221 Road Flooding The flooding between Elmbridge and Army Camp has been reported to Herefordshire Council who have added this to there list of scheduled work. (as always subject to finances) Resolved That this is noted
11.2	C1221 BT Manhole flooding This has been reported to BT and an engineer has agreed to inspect the manhole near to the Fire Station. Resolved That this is noted
11.3	Olde Shoppe Lands The pavement resurfacing and resiting/instalation of dropped kerbs has been completed. Resolved That this is noted
11.4	Hill Lane (UC74419). Soil slippage onto the surfaced track at the Ewyas Harold end needs to be removed. Resolved That the Clerk should report this to HC ACTION CLERK
11.5	Dark Lane Gullies require cleaning Resolved That Clerk should place order with Lengthsman ACTION CLERK

Footpaths

12.1

Parish Footpaths Officer (PFO)

No report received this month

12.2

Parish Footpaths Map

A draft is now available.

Resolved

That the Clerk should distribute copies of the map to Councillors for comments to the Footpaths Officer.

ACTION CLERK

Parish Website

Information re People’s Millions should be added to the website.

The article on the role of Councillors needs updating.

ACTION EO

Newsletter

The draft for the November issue was approved with minor alterations plus the addition information on reporting faulty street lamps.

Resolved

That the Clerk should inform Isabelle of the changes required.

ACTION CLERK

The Meeting closed at 9.15pm

Chairman

Date

NEXT MEETING Dec 5th 2006 at the Memorial Hall

Future Meetings

Jan 2nd 2007

Feb 6th

Mar 6th

Appendix 1

HALF YEARLY ACCOUNTS 2006/2007

		2005/2006	2006/2007
				Current Situation		Predicted year-end
Budget Name	Code	Actual Spend	Budget	Spend	Remainder	Spend	Remainder
Fees/Subscriptions	1	£506.00	550.00	435.36	114.64	554.36	-£4.36
Insurance	2	£2,106.56	2,208.78	2,208.78	0.00	2,208.78	£0.00
Newsletter	3	£0.00	514.00	92.00	422.00	230.00	£284.00
Training	4	£180.00	120.00	0.00	120.00	120.00	£0.00
Postage + Travel	5	£488.53	500.00	286.93	213.07	491.88	£8.12
Stationery/Office Equipment	6	£212.53	176.00	178.04	-2.04	208.04	-£32.04
Salaries	7	£4,160.96	5,149.46	3,129.38	2,020.08	5,224.65	-£75.19
Members Expenses	8	£0.00	30.00	0.00	30.00	0.00	£30.00
Hire of Premises	9	£199.00	200.00	40.00	160.00	200.00	£0.00
Recreation Ground Grass Cutting	10	£899.76	1,000.00	765.70	234.30	765.70	£234.30
Hedge Laying/Trimming	11	£156.00	200.00	0.00	200.00	200.00	£0.00
Strimming	12			0.00	0.00	0.00
Water	13	£183.25	120.00	98.08	21.92	234.08	-£114.08
Electricity	14	£214.91	200.00	171.91	28.09	386.91	-£186.91
Play Area Maintenance	15	£1,071.57	1,200.00	561.97	638.03	963.38	£236.62
Repairs	16	£206.02	100.00	47.50	52.50	81.43	£18.57
Cleaning	17	£0.00	-	0.00	0.00	0.00
Maintenance of Flower Beds	18	£0.00	50.00	50.00	0.00	50.00	£0.00
Contingency/Signs	19	£339.69	900.00	973.40	-73.40	1,058.15	-£158.15
Lengthsman Scheme	20	£2,941.00	2,564.24	1,326.80	1,237.44	2,274.51	£289.73
Parish Freighter/Litter Control	21	£836.32	800.00	741.39	58.61	911.14	-£111.14
Village Halls	22	£150.00	150.00	0.00	150.00	150.00	£0.00
Burial Grounds	23	£450.00	550.00	0.00	550.00	550.00	£0.00
Community/Youth Groups	24	£200.00	50.00	0.00	50.00	50.00	£0.00
Charities	25	£50.00	50.00	0.00	50.00	50.00	£0.00
Elections	26	£0.00	850.00	0.00	850.00	0.00	£850.00
Hire of Equipment	27			0.00	0.00	0.00
Capital Projects	28	£1,216.00	2,734.00	2,543.00	191.00	2,734.00	£0.00
Miscellaneous Expenditure	29	£655.66	321.58	286.09	35.49	490.44	-£168.86
Parish Plan	30	£87.25	852.75	0.00	852.75	852.75	£0.00
Parish Footpaths Scheme	31	£510.00	1,200.00	89.00	1,111.00	152.57	£1,047.43

Totals			£23,340.81			£21,192.77

Excluding Lengthsman, Parish Paths, Elections, Parish Plan			£17,873.82			£17,912.93

Funding Sources
Precept			15,528.82			£15,528.82
Carry over			985.00			£985.00
Predicted income			860.00			£1,399.11
Bank reserves			500.00

	Totals		£17,873.82			£17,912.93


Comments

7	Employer's NI
13	Increase in water usage of 66% over last 2 years
14	Apparent very large usage between Dec 2005 and June 2006
15	Extra £30 in reserves from 2005 donation to upgrade children's play area
19	Budget includes £500 from reserves but still £200 to claim from EHFC for pavilion redecoration
21	Includes litter bin installation of £100. Will be offset by £120 freighter payment from Kentchurch
29	Mainly artmarkers expenses