Minutes of the Ordinary Meeting of Ewyas Harold Group Parish Council

held on Tuesday 4th September 2007

In the Memorial Hall at 7.30 p.m.

Present

Councillor P Sheen (Rowlstone) in the chair

Councillor P Jinman

Councillor R Mailes

Councillor Mrs J Addis

Councillor W Preece (Dulas)

Councillor Mrs E Overstall (Dulas)

Councillor G Amey (Llancillo)

Councillor Mrs M Williams (Rowlstone)

Councillor D Harries

The Clerk

In attendance:

1 member of the public

Apologies for Absence

Councillors Mrs M Bradley, J Middle

Declaration of Interest

None declared

Minutes

The minutes of the ordinary meeting of the council held on Tuesday 7th August 2007 were approved without any amendments.

Carried unanimously

4.1

Parish Plan

Pauline Striplin of Community First informed Councillors that throughout Herefordshire 41 (1/3) of parishes have now completed their plans with 17 more in progress. She congratulated EHGPC on being among the first group to complete their plan and presented a certificate to mark the event. She also offered help through Community First to push forward goals identified in the plan

Resolved

The original certificate will be held by the Clerk but colour photocopies would be placed on the notice boards for the next month directing people to the latest version of the plan on the website.

ACTION CLERK

Resolved

That a meeting should be arranged to review the Parish Plan.

ACTION LO

4.2

Flooding Problems in Ewyas Harold

Herefordshire Council have agreed to attend a site meeting with the Clerk and Mr Mark Ponting but the date is still to be confirmed.

Resolved

That this is noted

4.3

First Responder Scheme

The first meeting was held on August 30th 2007 and Mike Belcher from West Midlands Ambulance Service (WMAS) attended.

There are now 9 volunteers but ideally more are needed for the Longtown area.
Only one responder kit is provided per unit and to purchase more would cost £2,000 each.
The initial pack and extra kits purchased will be maintained by WMAS.
Application for monies will be made to the Nexus Fund and if successful this could raise up to £5,000.
The support of EHGPC in helping with fund raising was requested and given.

In an email from Richard Baker the following points were highlighted:

Personal accidental injuries while attending as a First Responder will not be covered through WMAS insurance scheme
Existing car insurance will be sufficient but consideration should be given to damage incurred if attending emergencies over rough tracks.
Costs for the existing unit run by Richard have amounted to £8,000 over the past 7 years.

Resolved

That this is noted.

4.4

Code of Conduct/Standing Orders

There was a discussion on whether to adopt the revised Code of Conduct unamended or with the addition of paragraph 12(2). The addition of 12(2) gives Councillors with a prejudicial interest the same rights as members of the public to speak to a meeting on the issue and then leave before the main discussion and vote.

It was proposed by Councillor P Jinman and seconded by Councillor G Amey that the Code should be adopted with the addition of 12(2)

The proposal was carried by 5 votes to 4

Resolved

That the Clerk should inform the Standards Board of this adoption. ACTION CLERK

Resolved

That, following advice from the Standards Board, the Clerk should draft Standing Orders to set out clearly the circumstances whereby members of the public can attend Council meetings for the purpose of making representations, giving evidence or answering questions.

ACTION CLERK

4.5

Insurance Fidelity Guarantee

The Clerk has to provide bank details so that the insurers can select the correct level of fidelity guarantee.

Resolved

That this is noted

ACTION CLERK

4.6

Rowlstone Notice Board

The suitability of the location of this notice board will be discussed at the next meeting after Councillor G Amey has assessed the situation.

Resolved

That this is noted.

ACTION GA

Recreation Ground

5.1

Monthly Audit

Middle balcony rail on pavilion needs fixing at base
Show me how wheel on games panel is sticking.
Gates do not close automatically.
Graffiti on picnic tables

Resolved

That the Clerk would arrange for any corrective work to be undertaken.

ACTION CLERK

5.2

Seating

It was suggested that the old seat from the play area should be installed at the far end of the cricket pitch.

Resolved

That should be carried out after the replacement tree to be provided by EHFC had been planted in this area.

5.3

Car Park

Quotations are still outstanding for resurfacing the car park.

Resolved

That this is noted..

5.4

Football Club – Railings

The agreed work has commenced and a rail has now been installed along one touchline. Councillors are encouraged to direct their comments to EHFC.

Resolved

That this is noted

5.5

Notice Board

The new notice board has now been installed but the post appears to be unstable. Resolved

That the Clerk would arrange for this installation to be inspected.

ACTION CLERK

5.6

Dog Fouling

It was noted that this was becoming a serious problem on the Recreation Ground. The Football Club are having to clear their pitch before games can take place and at a recent fixture the referee suspended play when dog faeces was found on the field of play.

Resolved

That the Clerk should arrange for replacement dog fouling notices to be fitted

ACTION CLERK.

That the Clerk should contact the Dog Warden and request a visit with the view of prosecuting any persons guilty of not cleaning up after their dog.

ACTION CLERK

That the Clerk should place notices on the village boards identifying the consequences of ignoring dog fouling directives.

ACTION CLERK

That an article should be included in the next Newsletter

5.8

Play Area

5.8.1	New Equipment Feedback The Clerk read out a letter from Alun and Jo-Jo Rickards which expressed their disappointment with the new play area and their belief that it would be as well as the old play equipment (which they enjoyed very much). Resolved That the Clerk should respond on behalf Council. ACTION CLERK It was also confirmed that the letter to the Youth Group, updating them of the Council’s position over facilities for older children, had been sent in August Resolved That this is noted.
5.8.2	Fencing The Clerk has received an informal quotation of £5,000 to replace the picket fencing with metal hoped fencing. Councillor G Amey will report back to the Council at the October meeting with his findings on possible repair of the existing fencing. Councillor J Middle, through the Clerk, reported that he had rescued a metal gate that may be suitable as a replacement for the double gate now that access is not required for bark surfacing. Resolved That this is noted. ACTION GA
5.8.3	Hags Quarterly Maintenance Check Quarterly inspection by Hags revealed: Missing grommet on Games Panel (now replaced) Concerns over fencing Potential trip hazards on new path edging requiring infill with soil Resolved That the Clerk should arrange for soil infill at the identified trip hazards. ACTION CLERK
5.8.4	Embankment Slide The extra technics matting has now been received Resolved That the Clerk should arrange for this to be installed at the top of the slide. ACTION CLERK
5.8.5	Gazebo Shelter The replacement slat for the damaged seat has now been received. Resolved That the Clerk should arrange for this repair to be undertaken. ACTION CLERK
5.8.6	Signage The new board has now been installed but the post appears to be unstable. Resolved That the Clerk would arrange for this installation to be inspected. ACTION CLERK

Local Security Matters

There have been a number of robberies from garden sheds/properties within the Golden Valley area.
Strangers were seen on the driveway of Mr B Parry’s property and made off when being confronted.

Correspondence

Date received	Sender	Content
7.1	Herefordshire Voluntary Action	HVA News – July 2007
7.2	Community First	Newsline – August 2007
7.3	Martin Wood	Informal quotation for replacement play area fencing Resolved That this was noted in item 5.8.2
7.4	Chris Gooding	Parish Plan questionnaire (paperwork to Councillor Mrs E Overstall)
7.5	Martin Wood	Routine quarterly inspection of play area Resolved That this was noted in item 5.8.3
7.6	Father Nicholas	Response re Artmarkers proposal (email) Father Nicholas is to take the suggestion of creating a community herb garden at the Artmarkers site to the Trustees of St John Kemple in early September. Resolved That this is noted
7.7	Alun + Jo-Jo Rickards	Comments on new play area (email) Resolved That this was noted in item 5.8.1
7.8	Robert Hayward	Acknowledgement of 2008/9 contribution towards replacement Churchyard gate.
7.9	HC Corporate + Customer	Community Forums – Golden Valley Community Centre 13/9/07 at 7pm
7.10	Peterchurch PC	Minutes from “Reclaiming the Golden Valley Identity”
7.11	HC Environment	Polytunnels Planning Document – Initial Consultation Resolved That this is noted
7.12	NALC	Conference 5th-7th October 2007
7.13	HC Register of Electors	Parish of Ewyas Harold – Notice of Alteration (email)
7.14	Christine Griffiths	Portable speed sign demonstration at Peterchurch Fire Station 3pm 18th September 2007 (email)
7.15	Lieutenancy Office	Voluntary Service Awards Resolved That this is noted
7.16	HC Adult + Community	Village Retailer magazine – August 2007
7.17	HC Adult + Community	September Funding updates
7.18	HC Adult + Community	Older People’s Small Grant Scheme Resolved That this is noted
7.19	HC Adult + Community	Herefordshire Funding Fair – 24th October 2007
7.20	HC Adult + Community	Herefordshire Council speed indicator devices
7.21	HC Adult + Community	Damson hedges survey report
7.22	HC Adult + Community	Adult learning opportunities
7.23	HC Adult + Community	Climate change articles
7.24	HC Adult + Community	Flood Recovery Grant – The Clerk has provided details of the residents affected during the recent rains. Resolved That this is noted
7.25	Richard Baker	First Responder financial update (email) Resolved That this was noted in item 4.3
7.26	Andrew Middlecote	Available dates for meeting re flooding in Ewyas Harold (email) Resolved That this was noted in item 4.2

Lengthsman Scheme

8.1

Lengthsman work undertaken in August

Date	Work	Hours
4/8	Verge cutting Upper House and MH to A465	110/60
9/8	Verge cutting Gilberts Wood and Priorsfield	30/60
15/8	Grass cutting Prill and Kiosk area
	Verge cutting Elmbridge, Elmdale, Forge Garage
	Clear overhanging branches at Elmbridge	320/60
18/8	Verge cutting MH to A465	80/60
23/8	Verge cutting Gilberts Wood and Priorsfield	30/60
30/8	Spraying roundabout to village centre - 15 litres
	Total	570/60

Resolved

That this is noted and approved

Financial Report

9.1

Payments for approval

Clerk salary	£	481.62
Stationery/Office Expenses	£	nil
Clerk postage	£	13.68
Clerk travel	£	25.30
HM Inland Revenue (PAYE £5.80 NI £6.48 employee £7.54 employer)	£	19.82
Herefordshire Jarvis Services – August road sweep	£	70.50
Ewyas Harold Primary School – Balloon Race Prizes	£	60.00
Martin Roper – Lengthsman August 2007	£	168.80
Martin Roper – Waste collection August 2007	£	100.00
Martin Roper – Grass cutting around play area	£	52.24
Brian Ball – Footpaths Work Strimming LY1, EH11, EH8, EH9, DU6 Erection of metal gate and wooden gate on EH1 Erection of finger posts on EH4 + EH32	£	340.60

9.2

Balances as at 28th August 2007

NatWest Current account

688.32

Unpresented cheques

500.00

Cheques/cash to be credited

nil

NatWest Business Reserve

340.86

Alliance + Leicester Current account

514.34

Alliance + Leicester Deposit account

7127.11

Total cash assets

Consisting of:

10,116.40

Precept funds

6,224.86

Lengthsman Scheme

Balance available but not yet claimed

1,114.98

Administration charge outstanding

130.08

Available funds for remainder of financial year

(annual allocation £2,229.95)

1,341.92

357.02

Parish Path Funds

736.00

Parish Plan Funds

852.75

9.3

Payments Received

	£	nil

Resolved

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

Carried unanimously.

Planning

10.1

Planning Template

There was a discussion on the suitability of the template for agricultural buildings. It was noted that it was likely that site visits would be more likely for such developments.

Resolved

That an extra tick box should be inserted next to “outside the settlement boundary”

ACTION CLERK

10.2

Application number DCSW2007/2033/F

Notification of Planning Permission

Site:

Ewyas Harold Primary School, Ewyas Harold, Herefordshire.

HR2 0EY

Description:

Single storey extension to provide additional teaching space.

Resolved

That this is noted

10.3

Application number DCSW2007/2624/H

Site:	Glen Alva, Ewyas Harold, Herefordshire. HR2 0JB
Description:	To remove 50m of hedgerow as marked on map and replace with fencing as it is severely restricting vision.
Type:	Hedgerow Removal
Applicant:	Emlin + Donna Thomas, 12 Oakbrook Close, Ewyas Harold, Herefordshire. HR2 0JB.

Resolved

That a site meeting should be called for 4.30pm on Wednesday September 5th 2007.

N.B. POST COUNCIL MEETING

EHGPC object to this application

OBSERVATIONS MADE BY THE PLANNING SUB-COMMITTEE

1. The map provided with the application did not clearly mark exactly which hedge or hedges were to be removed. It appears to mark all three of the hedges near the entrance to Glen Alva. In fact only one hedge interferes with visibility - the hedge running from Glen Alva gate towards Ewyas Harold. The other two do not present any hazard.

2. We agree that the road is hazardous at the entrance to Glen Alva however we do not believe removing the hedge is the best course of action. Removing 50m of hedge would give less than 50m of improved visibility on the road to Ewyas Harold because of a slight bend in the road.

3. Instead of removing a valuable hedge, we recommend that a mirror on a post should be erected in the hedge opposite the entrance to Glen Alva. This would provide approximately 70m of visibility down the road. It would be much cheaper, more effective – and no damage would be done to the environment.

3. Should the planning committee wish to ignore our advice and give approval for the removal of this hedge, we suggest that it should not be permanently replaced by a fence, but replanted approx. 3m back from the road. This would provide improved visibility and maintain the quality of the environment.

Road Maintenance and Related Matters

11.1	Gilberts Wood A quotation to cut back the overgrown hedge at the north side of Gilberts Wood has been sent to the land owner. Resolved That this is noted
11.2	Trees and High Hedges Herefordshire Council have confirmed that landowners have the responsibility to clear back high vegetation to a height of 16 feet where it overhangs footways and highways. Resolved That the Clerk should include this information in the next Newsletter. ACTION CLERK
11.3	Rowlstone/A465 Triangle The planted triangle is now overgrown and is causing a visibility problem when traffic enters the A465 from Rowlstone. Resolved That the Clerk reports this to HC/Lengthsman ACTION CLERK
11.4	Cwm Dulas Lane Road surfacing repairs have been added to the HC’s road maintenance list Resolved That this is noted
11.5	C1213 Near Dulas Court The previously reported blocked drains 100yards on the Ewyas Harold side of Dulas Court have still to be cleared. There has now been a serious vehicle accident in this area. Resolved That the Clerk should re-report this problem and make HC aware of the accident. ACTION CLERK
11.6	Elmdale The road at the entrance to Elmdale has subsided and a deep pothole has formed. Resolved That the Clerk should report this to Herefordshire Council ACTION CLERK
11.7	Fire Station There is a water leak again from the manhole opposite the Fire Station. Resolved That the Clerk should re-report this to BT ACTION CLERK
11.8	Sewerage Sub-station Each time there is a power failure the sub-station overflows and the contents run past the Fire Station. The Fire Service have written to Welsh Water who have agreed to undertake the necessary work to resolve this problem. (Copy letter from Welsh Water held by Clerk) Resolved That this is noted

Footpaths

12.1	Footpaths Officer’s Report DU6 has been added to the strimming programme from September 2007 EH1 - Stiles have now been replaced by gates

Parish Newsletter

Items for inclusion in Autumn issue:

Dog Fouling
Parish Plan update
First Responder
High hedges/trees
Planned HR2 Newsletter
Seasonal Security Issues

Parish Website

News area requires updating
The Clerk reported on problems with sending emails now that BT (and possibly other providers) require authentication to reduce spam. This may lead to a cost of approximately £20 for EHGPC to purchase the software necessary for the website email to continue to function.

Resolved

That this is noted

The Clerk reported the problems associated with a possible electronic Worm (as yet not detected/identified) on his computer.

Resolved

That the Clerk would provide a report on the effects of this corruption, and the possible actions to recover from and help prevent future problems

ACTION CLERK

Items for Future Discussion

15.1	Standing Orders

The Meeting closed at 9.30pm

Chairman

Date

NEXT MEETING October 2nd 2007 at Rowlstone

Future Meetings

Nov 6th

Dec 4th

Jan 8th Date to be confirmed