Minutes of the Ordinary Meeting of Ewyas Harold Group Parish Council

held on Tuesday 7th February 2006

In the Memorial Hall at 7.30 p.m.

Present

Councillor Mrs E Overstall (Dulas) in the chair

Councillor J Middle

Councillor G Sprackling

Councillor P Jinman

Councillor Mrs J Addis

Councillor Mrs M Tovey

Councillor D Harries

Councillor W Lloyd

Councillor W Preece

Councillor Mrs M Williams (Rowlstone)

The Clerk

In attendance:

Councillor J B Williams (Herefordshire Council) and 4 members of the public

Apologies for Absence

Councillor P Sheen

Declaration of Interest

Councillor P Jinman declared an interest in item 4.3

Minutes

The minutes of the ordinary meeting of the council held on Tuesday 3rd January 2006 were approved with the following amendment:

Item 4.3 line 2 should read earth bunds and not earth buns.

Carried unanimously

It was noted that the item 10.6 should actually have appeared as an addendum as the decision was reached after the parish meeting. It was agreed that in future all site meetings for planning issues should be minuted separately to the parish minutes.

NB Footpaths Items 12.1, 12.2 and 12.3 were discussed at the beginning of the meeting

4.1

Recycling Facilities at Ewyas Harold

Herefordshire Council have reported that a recycling site is to be opened at Pontrilas Garden Centre (PGC). The site was expected to be in operation by the first week of February 2006.

Resolved

That Councillor D Harries should check whether the site is operational and ascertain whether PGC had any specific instructions they like to give to users of the facility. This information should then be passed on to the Clerk.

ACTION DH

That the Clerk should clarify with HC whether all liabilities were covered by existing insurance policies.

ACTION CLERK

That the Clerk should produce an information sheet for attachment to the noticeboards of Ewyas Harold and Rowlestone.

ACTION CLERK

That a letter of thanks should be sent to Mr Will Bowen for allowing HC to set up a recycling facility on his property.

ACTION CLERK

4.2

Rowlstone Village Hall and Land

The sworn affidavits have been received together with a plan of the site. The Clerk is now able to approach the Land Registry to officially register the land for the community.

Resolved

That this is noted.

ACTION CLERK

4.3

Access to Ewyas Harold Common

Nothing to report other than that the various meetings are proceeding and the proposals for the car park are still with the Planning Authority.

Resolved

That this is noted

Recreation Ground

5.1

Monthly Audit (January)

Excess litter in the flower beds and behind pavilion

Resolved

That the Clerk would request that the Lengthsman remove this litter

ACTION CLERK

There has been a report of hyperdermic needles being discarded on the picnic tables.

Resolved

That the Clerk reports this to the police

That the Clerk informs the Lengthsman of the situation

That the Clerk clarifies the actions recommended by Herefordshire Council

That the Clerk requests details of training available for dealing with this issue.

ACTIONS CLERK

5.2

Play Area

5.2.1

Supply of Bark

The order placed with Mr Phil Webb is still outstanding.

Resolved

That the Clerk checks whether this order will be completed during February. If this is not the case then the work should be given to the Lengthsman to complete..

ACTION CLERK

5.2.2

User Group

No interest has yet been shown in forming such a group. There is potential money available in “Grants for All” but applications need to be in before the end of March 2006.

Resolved

That Councillor Mrs E Overstall would approach Grants for All on the understanding that a user group will be formed.

ACTION LO

5.2.3

Management of Play Area

Herefordshire Council will only take over management of sites which they own. Councillors are asked to consider whether they want to pursue this option. Resolved

That this is noted.

5.3

Litter Bins

A request has been received to install extra bins next to the picnic tables.

Resolved

That the Clerk would find out how well the existing ones are used and what the cost implication would be for the extra collections.

ACTION CLERK

5.4

Pavilion

The equipment used during the fire work display in November has been left in the pavilion and this will prevent lettings from being undertaken.

Resolved

That Councillor P Jinman would discuss this with the committee involved.

ACTION PJ

5.5

Toilets

The work to clean up this area is still outstanding.

Resolved

That Councillor G Sprackling would remind Martin Roper of the earlier request.

ACTION GS

Local Security Matters

There were no issues raised under this section other than to report that the bulbs from the Xmas lights had been stolen.

Resolved

That this is noted

Correspondence

	Sender	Content
7.1	ODPM	Standards of Conduct in English Local Government – discussion paper
7.2	HC Adult & Community Services	Herefordshire Youth Council Elections 2006 – Update Paperwork to Councillor G Sprackling
7.3		Clerks & Councils Direct – January 2006 Issue 43
7.4	Herefordshire College	Courses at Herefordshire College of Art & Design – Spring + Summer 2006
7.5	Wicksteed	Playground equipment catalogue
7.6	SLCC	Acknowledgement of enrolment for CiLCA registration
7.7	HALC	Information Corner – 16.1.06 (copies sent with Agenda)
7.8	HALC	Booking Form – Roles + Responsibilities (HINTS) – 21/1/06
7.9	HALC	Booking Form – Grassroots – 25/1/06 This was cancelled and will be rearranged later in the year. The booking fee is with HALC but has yet to be cashed. Resolved That this is noted
7.10	HALC	Booking Form – Year in the Life of an Efficient Council – 13/2/06
7.11	HALC	Booking Form – Procedures and Finance (HINTS) – 18/2/06
7.12	HALC	Booking Form – Bermuda Triangle – 28/2/06
7.13	HALC	Booking Form – Planning and Community Action (HINTS) – 11/3/06
7.14	HALC	Booking Form – Footsteps – 13/3/06 The Parish Footpaths Officer has been booked onto this course. Resolved That this is noted
7.15	HALC	Booking Form – Back to Basics – 15/3/06
7.16	HALC	Booking Form – Planning Principles – 22/3/06 The Clerk has been booked onto this course as part of his training for CiLCA. Resolved That this is noted.
7.17	HALC	Leaflet identifying roles of HALC, Monitoring Officer, Parish Liaison Officer
7.18	HALC	West Midlands Regional Assembly –Speaking Out Issue 10 Winter 2005
7.19	HALC	RoSPA inspection dates 2006
7.20	HALC	Clerk salary scales 1/4/06
7.21	Glasdon	Local Councils Newssheet = Winter 2005/2006
7.22	Hereford Museum	Poster for “Every Object Tells a Story” 21st January – 4th March 2006 Paperwork to Councillor G Sprackling
7.23	West Mercia Constabulary	Golden Valley Newsbeat – January 2006 (copies sent with Agenda)
7.24	Paul Ratcliffe	Response re Slurry on footpath Resolved That this was noted in item 12.2
7.25	SLCC	The Clerk – Vol 36 No 1 January 2006
7.26	Lo-Co Motion	Local Council Support Services. This a company that can provide cover for local councils in various situations including Clerk cover and internal audit. Resolved That this is noted
7.27	HALC	Minutes + agenda for meeting 30/01/06
7.28	HALC	Amberwatch Initiative. Information on electronic advertisement signs. Resolved That this is noted
7.29	HALC	Police Community Consultative Group – Public Meeting 7/2/06
7.30	HC	Confirmation of payment dates for 2006/2007 precept
7.31	HC Environment	Acknowledgement of concerns re Temple Terrace pavement Resolved That this was noted in item 11.3
7.32	HC	Draft Statement of Community Involvement in the Planning Process Paperwork to Councillor Mrs E Overstall
7.33	Claire Buckland	Art Markers Planning Meeting – suggested dates (email) Resolved That the Clerk would arrange a date and venue in March. ACTION CLERK
7.34	Community First	Newsline – Issue 62 February 2006
7.35	CPRE	Campaigns update (email)
7.36	HC Register of Electors	Notice of alteration for Llancillo Parish (email)
7.37	HC Register of Electors	Notice of alteration for Ewyas Harold Parish (email)
7.38	HC Register of Electors	Notice of alteration for Dulas Parish (email)
7.39	HC Environment	Community Involvement Consultation – Workshop details 23/2/06 Paperwork to Councillor Mrs E Overstall
7.40	Peter Overstall	Report on footpath EH37 (email) Resolved That this was noted in item 12.1
7.41	Peter Overstall	Report on footpath DU8 (email) Resolved That this was noted in item 12.2
7.42	Mr Bernard Parry	Letter re footpaths issues Resolved That this was noted under items 12.1, 12.2 and 12.3
7.43	Mr John Armson	Sworn affidavits for use of land occupied by Rowlestone Hall. Resolved That this was noted under item 4.2
7.44	Mr John Armson	Draft application form for registration of a charity.

Lengthsman Scheme

8.1

Lengthsman work undertaken in January

No work undertaken

Resolved

That this is noted

Financial Report

9.1

Payments for approval

Clerk postage	£	15.50
Clerk travel	£	16.86
Clerk stationery/office costs	£	5.37
Clerk salary (573.33 minus NI £18.19)	£	555.14
Herefordshire Jarvis Services – January road sweep	£	70.50
Inland Revenue - N I contributions January 2006 (Employer £21.16 Employee £18.19)	£	39.35
HALC – Training course “Grassroots”	£	20.00
Collins Services – Refurbishment of roundabout (September)	£	35.25
Collins Services – Supply of locks and bolts (August)	£	14.71
Mansell Powell Supplies – Items for fireworks night	£	68.73
Mansell Powell Supplies – Cable ties for Xmas lights	£	17.27
Mansell Powell Supplies – Extension cable	£	41.13






Install electrical outlets for Xmas lights	£	425.47
This purchase was made by EH Events Committee and such a sum would normally require competitive quotes for Council funding. It was noted that the electrician made no charge for labour and thus it was deemed that such a quote would satisfy best value practice for EHGPC. Resolved That the Clerk would try to obtain a bill made out EHGPC so that VAT could be reclaimed ACTION CLERK


Brian Ball – Hedge trimming at Recreation Ground	£	156.00
Brian Ball – Fix signs to entrance gate of Recreation Ground	£	15.00
Welsh Water – Water bill 29/7/05 to 2/2/06	£	136.22
W Lloyd – Electricity for Xmas Lights	£	90.50
HALC – Training course “Footsteps”	£	20.00
HALC – Training course “Planning Principles”	£	20.00

9.2

Balances as at 30th January 2006

NatWest Current account	£	194.22
Unpresented cheques	£	444.96
Cheques/cash to be credited	£	nil
NatWest Business Reserve	£	79.00
Alliance + Leicester Current account	£	1352.33
Alliance + Leicester Deposit account	£	7517.77

Total cash assets Consisting of:	£	8,698.36
Precept funds	£	6644.61
Parish Path funds	£	1200.00
Parish Plan funds	£	853.75

9.3

Lengthsman Scheme

Balance (30/1/06 )	£	458.46
Unpresented cheques	£	nil
Balance available (unclaimed)	£	543.89
Administration charge	£	217.55
Available funds to cover Lengthsman work Jan 06 - Mar 06 (annual allocation £2,175.56)	£	784.80

9.4

Payments received

	£	nil

9.5

Analysis of Expenditure 2005-2006

See Appendix 1

Resolved

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

Proposed: Councillor Mrs E Overstall

Seconded: Councillor Mrs J Addis

Carried unanimously

Planning

10.1

Application number DCSW2005/3779/F

Notification of planning permission

Site:

4 Temple Terrace, Ewyas Harold, Herefordshire. HR2 0EU

Description:

Single storey extension to rear.

Resolved

That this is noted.

10.2

Application number DCSW2005/3853/F

Notification of planning permission

Site:

Penna Park, Pontrilas, Herefordshire. HR2 0ES

Description:

Two storey rear extensions and alterations together with conservatory and detached garage.

Resolved

That this is noted.

10.3

Application number DCSW2006/0339/F

Site:	Doyle House, Pontrilas, Herefordshire. HR2 0EH
Description:	Conversion of mixed residential/retail use building to four residential units
Application Type:	Full
Applicant	Kentchurch Childrens’ Trust, c/o Berringtons, The Estate Office, The Vallets, Wormbridge, Herefordshire. HR2 9BA

Resolved

That EHGPC have no objections to this application

Proposed: Councillor Mrs E Overstall

Seconded: Councillor J Middle

Carried unanimously

Road Maintenance and Related Matters

11.1	Street lighting in Gilbert’s Wood Despite two letters and a follow-up phone call this work is still outstanding Resolved That the Clerk should continue to pursue this item. ACTION CLERK
11.2	Rowlstone Village Centre Give-way road markings have been repainted as part of the necessary work identified in September 2005. Resolved That this is noted and that the other items requiring attention will be monitored.
11.3	Temple Terrace Pavement Herefordshire Council have agreed to inspect the uneven pavement outside Temple Terrace. Resolved That this is noted
11.4	Litter on A465 and at Elmdale Excessive amounts of litter are building up in these locations. Resolved That the Clerk should report this to Herefordshire Council ACTION CLERK
11.5	Salt Containers in Cwm Dulas Lane Several salt containers have appeared in the passing places in this lane. Besides creating traffic flow problems there is also a concern of run-off pollution into the brook. This has been reported to HC and Mr Tim Ellis is due to make a site inspection. Resolved That this is noted.
11.6	Heavy Goods Vehicles in Cwm Dulas Lane Residents are still concerned with the number of HGVs using this lane. Resolved That the Clerk should request a “Road Not Suitable for Heavy Traffic” or weight restriction sign from Herefordshire Council. ACTION CLERK
11.7	Drains at Old Shoppe Lands The road drain has now been cleared by Hereford Council. Resolved That this is noted

Footpaths

12.1	Prince’s Place to Springfield (EH37) It was reported that an established hedge had been removed and that substantial damage is being caused by cattle entering onto this footpath. This has since been identified as coppicing and a letter from Mr Parry explained that completion was delayed due to high voltage cables requiring npower to cut this area. See also PFO’s report. Resolved That this is noted.
12.2	Slurry Contamination (DU8) In the letter mentioned in 12.1 Mr Parry identified this as a heap of farmyard manure 60 metres from the water course. The Environment Agency has not detected any contamination in their water samples but they have been invited by Mr Parry to have a farm meeting to discuss environmental matters. See also PFO’s report. Resolved That this is noted.
12.3	Access from Recreation Ground There was a discussion on liabilities associated with access to Dulas Brook and Mr Parry’s Land from the Recreation Ground. Resolved That the Clerk would seek advice from HALC, Playing Fields Association and the Council’s insurers. ACTION CLERK
12.4	Parish Footpaths Officer (PFO) This report was not presented to the meeting. The report was sent as a email attachment which was not noticed by the Clerk See Appendix 2

Parish Newsletter

13.1

Items for Inclusion

Recycling
Children’s Play Area
Footpaths Officer’s report.

Resolved

That this is noted

13.2

Future Issues

The next issue will be printed by Mr James Bailey in April

Resolved

That the Clerk inform the editor of the new arrangements

ACTION CLERK

Parish Website

14.1

Archaeology Group

It was reported that the Ewyas Harold Archaeology Group have been awarded a £25k grant to carry out research into the Castle. It was suggested that a page should be made available for them on the parish website.

Resolved

That Councillor Mrs E Overstall would discuss this with the website manager.

ACTION LO

14.2

Memorial Hall

Memorial Hall Webpage

It was agreed that it would be a good idea to offer a web page to the Memorial Hall.

Resolved

That Councillor J Middle would discuss this with Mrs Carol Jenkins.

ACTION JM

15.1

Parish Meeting Venues

It was agreed that the meetings scheduled for April 4th 2006 and September 5th 2006 should be held at Rowlstone Village Hall.

Resolved

That the Clerk should make these bookings and inform the Memorial Hall Bookings Officer of these changes.

ACTION CLERK

The Meeting closed at 9.50pm

Chairman

Date

NEXT MEETING March 7th 2006

Future Meetings

April 4th

May 2nd

June 6th

July 4th

Aug 8th

Sept 5th

	Appendix 1
	ANALYSIS OF EXPENDITURE 2005-2006
	Spend	Budget	Remainder	Predicted	% Variation

	10 months			End of Year

Fees/Subscriptions	471.00	440.00	-31.00	-91.00	-20.68%	1
Insurance	2,106.56	2,097.72	-8.84	-8.84	-0.42%
Newsletter	0.00	250.00	250.00	250.00	100.00%	2
Training	180.00	110.00	-70.00	-130.00	-118.18%	3
Postage + Travel	404.93	400.00	-4.93	-85.92	-21.48%	4
Stationery/Office Equipment	198.62	350.00	151.38	81.38	23.25%	5
Salaries	3,171.28	3,541.28	370.00	-818.98	-23.13%	6
Members Expenses	0.00	30.00	30.00	0.00	0.00%
Hire of Premises	199.00	180.00	-19.00	-19.00	-10.56%	7
Recreation Ground Grass Cutting	899.76	1,250.00	350.24	350.24	28.02%	8
Hedge Laying/Trimming	156.00	200.00	44.00	44.00	22.00%	9
Water	183.25	120.00	-63.25	-63.25	-52.71%	10
Electricity	124.41	200.00	75.59	-4.41	-2.21%
Play Area Maintenance	1,071.57	1,200.00	128.43	-85.88	-7.16%
Repairs	206.02	100.00	-106.02	-106.02	-106.02%	11
Cleaning	0.00	100.00	100.00	0.00	0.00%
Maintenance of Flower Beds	0.00	50.00	50.00	0.00	0.00%
Contingency/Signs	339.69	300.00	-39.69	-107.63	-35.88%	12
Parish Freighter/Litter Control	746.93	600.00	-146.93	-236.93	-39.49%	13
Village Halls	0.00	150.00	150.00	0.00	0.00%
Burial Grounds	450.00	550.00	100.00	0.00	0.00%
Community/Youth Groups	200.00	50.00	-150.00	-150.00	-300.00%	14
Charities	0.00	50.00	50.00	0.00	0.00%
Elections	0.00	250.00	250.00	250.00	100.00%	15
Hire of Equipment	0.00	0.00	0.00	0.00	0.00%
Capital Projects	1,216.00	1,950.00	734.00	534.00	27.38%	16
Miscellaneous Expenditure	625.66	250.00	-375.66	-479.94	-191.97%	17
Parish Plan	87.25	940.00	852.75	0.00	0.00%
Totals	£13,037.93	£15,709.00	£2,671.07	-£878.17	-5.59%	18

	Comments (Only necessary if spend differs from budget by 10%)

1	Increased fees to auditors, HALC and Community First
2	No developments in 2005/06. Carried over to next year's budget
3	Training costs for Clerk so that Quality Council can be achieved (Cost of registration for CiLCA (£70) and part of training will be covered by grant)

4	Last year's spend £512. Hoped for savings have been somewhat eroded by increased postal charges and change in travel allowance payments.

5	Better sourcing of supplies
6	Extra costs due to new contract for Clerk and NI payments
7	Small increase in hire charges
8	Fewer cuts required
9	Less trimming/laying required
10	Increased water usage during autumn and winter months
11	Repair to vandalised toilet and window following break-in led to overspend
12	Replacement urn required for pavilion
13	PF recharge means predicted overspend = £120. Extra collections and increased hourly rates contribute to overspend.
14	Cricket club grant not allowed for in precept
15	Phased payment for possible 2007 election costs. Carried over to next year's budget
	Embankment slide has cost £1216 (£450 over budget). Deferred work on safety surface around roundabout therefore carry over excess to next year.
16
17	Overspend due to installation of electrical outlets for Xmas lights
18	Repayment of £1,060 from Parish Plan will cover predicted overspend; together with income from lettings, adverts, interest, + sports club fees

Finance Regulations 3.2 states:

No expenditure can be incurred that will exceed the budget for that class of expenditure. [Auditors identify this as in excess of 10%]. During the budget year and with approval of Council unspent and available amounts may be moved to other budgets.

Actions necessary:

£60 from Grass Cutting to Fees/Subscriptions

£130 from Grass Cutting to Training

£100 from Grass Cutting to Postage + Travel

£900 from Parish Plan repayment to Salaries

£20 from Grass Cutting to Hire of Premises

£60 from Parish Plan repayment to Water

£100 from Parish Plan repayment to Repairs

£100 from Bank Reserves to Contigency/signs

£200 from Bank Reserves to Parish Freighter/Litter

£150 from Bank Reserves to Community/Youth Groups

£450 from Bank Reserves to Miscellaneous

Amended Budget
Budget Item	Budget	End of Year Prediction	% Variance

Fees/Subscriptions	£500.00	-£6.00	-1.20%
Training	£240.00	£0.00	0.00%
Postage + Travel	£500.00	£14.08	2.82%
Salaries	£4441.28	£81.02	1.82%
Hire of Premises	£200.00	£1.00	0.50%
Recreation Ground Grass Cutting	£940.00	£40.24	4.48%
Water	£180.00	-£3.25	-1.81%
Repairs	£200.00	-£6.02	-3.01%
Contingency/Signs	£400.00	-£7.63	-1.91%
Parish Freighter/Litter Control	£800.00	-£36.93	-4.62%
Community/Youth Groups	£200	£0.00	0.00%
Miscellaneous Expenditure	£700.00	-£50.79	-7.26%

EFFECT ON BANK RESERVES

Reserves 1/4/05	£1,318.00
Income 2005/2006	£677.00
VAT reclaimed 2005/2006	£547.00
Parish Plan Repayment	£1,060.00

Transfer from Reserves 2005/2006		£900.00
Transfer from Reserves 2006/2007	Election costs	£600.00
Transfer from Parish Plan Payment		£1,060.00

Predicted reserves for 2006/2007	£1,042.00

However income from Parish Freighter, Sale of Electricity + Water, and Training costs reclaim for Clerk will make up this shortfall.

Appendix 2

PARISH FOOTPATH OFFICER REPORT

To Ewyas Harold GPC February 2006 Cc Mr Jonathan Roger

EH 37A	The contractor has correctly positioned the waymark post near Springfield. The complaint about this to the GPC is now resolved after I visited and spoke to Mrs Hayward.
EH 37	The contractor has fitted the fence posts to straighten the stile. The hedge along the south side of this path has been so severely coppiced that it no longer forms an effective barrier and cattle have wandered onto the path damaging the surface and reducing it to a quagmire. The farmer responsible, Bernard Parry, has assured me that he will fence the path. Jonathan Roger confirms that Mr Parry is required to keep his cattle off the footpath.
DU 8	There continue to be complaints about the large spill of manure across this footpath. Bernard Parry points out that old maps show that the present course of the footpath is wrong and that it should cross the field to join EH14 near the railway hut. In fact the map of 1920 shows two paths: the present one running into Great Walkmill and an extension going to the far corner as Bernard describes. However both footpaths are still blocked by the manure. This is an ongoing problem that is being dealt with by Paul Ratcliffe.
EH16	The contractor has still to place the double-headed signpost outside the playing field (a statutory requirement where a footpath leaves a metalled road). I have spoken to him and this will be done soon.