|
Minutes of the Annual Meeting of Ewyas Harold Group Parish Council
held on Tuesday 4th May 2010
At the Memorial Hall at 8.00 p.m.
|
|
Present |
|
Councillor P Sheen (Rowlestone) in the chair for agenda items 1 and 2
Councillor B Krige in the chair after item 2
Councillor Mrs M Williams (Rowlestone)
Councillor R Weaver
Councillor G James
Councillor Mrs M Bradley
Councillor Mrs E Overstall (Dulas)
In attendance:
The Clerk,
2 members of the public |
1 |
Election of Chair
Councillor Mrs E Overstall proposed Councillor R Baker and this was seconded by Councillor B Krige. In his absence the Clerk confirmed that Cllr Baker had indicated his willingness for his name to be put forward. There were no other nominations.
Councillor R Baker was unanimously elected as Chairman for the ensuing year. |
2 |
Election of Vice Chair
Councillor Mrs E Overstall proposed Councillor B Krige and this was seconded by Councillor P Sheen. Councillor Krige agreed to have his name put forward. There were no other nominations.
Councillor B Krige was unanimously elected as Vice Chairman for the ensuing year. |
|
In Councillor Baker’s absence Councillor Krige took the Chair. On behalf of the GPC he thanked Cllr P Sheen for all his hard work and commitment over the past 3 years as Chair. |
3 |
Apologies for Absence
Cllr Mrs J Webb, R Baker, P Jinman.
It was noted that after 6 years in post, Councillor Derek Harries had decided to stand down as a member of the GPC.
Resolved
That the Clerk should write a letter of thanks on behalf of the GPC. |
4 |
Declaration of Interests
Cllr G James declared an interest in item 6.5
|
5 |
Minutes
- The minutes of the ordinary meeting of the Council held on Tuesday 6th April 2010 were approved without amendment.
|
6.1 |
PAT Testing |
|
Work was completed on 22nd April 2010 |
6.2 |
Parish Freighter |
|
- Next Visit June 5th 2010 2pm to 4pm - Date of next visit has had to be changed from May 22nd owing to a clash with a wedding reception.
- Clerk has written to Kentchurch PC to keep them informed of the funding situation, and also to make them aware of the ongoing audit.
|
6.3 |
Maintenance Contract |
|
Contractor has been sent list of outstanding work for which quotes are required. |
6.4 |
Segonzac Twinning |
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Hosting. The final arrangements still need to be settled. At the moment Cllr P Sheen will provide accommodation for Meike and Eric Forget and the Clerk will host Patrick Bretagne. Cllr Mrs M Bradley will confirm the remaining placements so that the Clerk can inform Segonzac.
ACTION MB
Itinerary. There was a discussion around the draft schedule produced by Cllr Mrs M Bradley. A meeting was set for Wednesday May 12th to look into agreeing a final diary of events. (Meet at 7pm in MH car park)
Funding It was agreed that a reserve needed to be made available for costs directly associated with our visitors.
Proposed: Cllr R Weaver
Seconded: Cllr G James
That up to £250 should be made available from GPC funds.
Carried unanimously
|
6.5 |
Housing Strategies |
|
- Two walkabouts were conducted by Cllrs as a means of gathering information on possible sites.
Resolved
That these reports should be used to update the Parish Plan and then filed as future reference material.
- It was agreed that Cllrs reply individually as members of the public to the questionnaire identified under item 9.5
- It was noted that there was an article in the Hereford Times identifying that another parish had also not received information on the Shaping our Place Consultation.
|
7 |
Recreation Ground |
|
7.1 |
Monthly Audit.
- Stock fence is shoddy and sheep are getting on to the Recreation Ground.
- Double gate on play area is now dragging on the ground
(The awarding of the maintenance contract should enable these to be completed. See item 6.3)
- Toilet was not clean.
- Barrier along football field had a loose section (this has been repaired)
- Repair required to play area safety surface. (Cllr B Krige to resend photograph to Clerk as it was not received).
ACTION BK
|
7.2 |
Play Area
No items to report other than in monthly audit. |
7.3 |
Grass Cutting |
|
At the Annual Parish Meeting there was a request from the Cricket Club to increase the number of cuts. It was argued that this would help with the development of junior cricket in the area. The possibility of funding from the members of EHCC was apparently not an option.
Resolved
That the Clerk should write to Denis Elkerton and explain that all the money identified at budget setting had been allocated to the routine contract, therefore unfortunately the extra cuts requested could not be approved.
ACTION CLERK |
|
8 |
Local Security Matters |
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- Tractor stolen from Rowlestone Court Farm - Police have been informed
|
9 |
Correspondence |
|
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Herefordshire Council |
9.1 |
Affordable Housing – Updated guide for Parish Councils (www.herefordshire.gov.uk/housing and follow link)
|
9.2 |
Kevin Singleton – Response re Shaping Our Place
|
9.3 |
Anthony Bush – Notice of Pride of Herefordshire Photographic Competition (closes on 4th May 2010)
|
9.4 |
Kelly Millichap (Amey) – Response re structured plan for Highways
|
9.5 |
Anthony Bush – Housing Strategy consultation document and questionnaire (respond by 28th May 2010)
Resolved
That this was noted in item 6.5 |
9.6 |
Anthony Bush – Emergency Co-ordinators paperwork including request for confirmation of nominated person.
The Clerk confirmed that Councillor R Baker will complete his registration. |
|
|
|
Local Council Associations/SLCC |
9.7 |
HALC – Survey of Councillor vacancies |
9.8 |
HALC – Agenda for Southern Area Meeting 26/4/10 |
|
|
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Other |
9.9 |
Memorial Hall – Launch party for the photovoltaic panels installation – 23/4/10 from 7.30pm
Copies sent to Councillors
|
9.10 |
PC Chris Griffiths – Policing West Mercia – April 2010
Copies to Councillors |
9.11 |
Carey Godwin – Copy of RIBA article on Labour’s rural homes initiative |
9.12 |
Supt. Kevin Purcell – Policing Herefordshire and contact details
Copies to Councillors |
9.13 |
Cllr Derek Harries – Letter of resignation
Resolved
That this was noted in item 3
|
9.14 |
Cllr P Jinman – Report on village fact finding walkabout re possible future development proposals.
Resolved
That this was noted in item 6.5 |
9.15 |
West Mercia Police – Campaign to recruit Special Constables |
9.16 |
Bob Curtis – Expression of interest in Councillor vacancy
Following a discussion it was proposed that Mr Curtis be invited to become a co-opted Councillor for Ewyas Harold.
Carried unanimously
ACTION CLERK |
9.17 |
Came + Co – Renewal invitation for Group Parish Council insurance
Resolved
That this should be renewed as part of the 3 year agreement signed in 2009. |
9.18 |
Cllr M Bradley – Proposed itinerary for twinning visit by Segonzac.
Resolved
That this was noted in item 6.4 |
9.19 |
Mieke Forget – Confirmation of flights, numbers and arrangements for twinning visit
Resolved
That this was noted in item 6.4 |
9.20 |
Clerks & Councils Direct – May 2010 |
|
|
|
10 |
Lengthsman Scheme |
10.1 |
Lengthsman work undertaken in April. |
|
Date |
Work |
Hours |
14/4/10 |
Straighten sign on Abbey Dore road |
15/60 |
15/4/10 |
Verge cutting at Gilberts Wood/Priorsfield |
30/60 |
24/4/10 |
Verge cutting at Forge Garage roundabout and A465 entrance |
90/60 |
24/4/10 |
Verge cutting at Gilberts Wood/Priorsfield/Lower House |
60/60 |
|
|
|
|
TOTAL |
195/60 |
|
|
Resolved
That this is noted and approved |
11 |
Financial Report |
|
|
11.1 |
Annual Financial Report |
|
|
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11.1.1 |
Analysis of Annual Expenditure
The Clerk presented the report attached as Appendix 1.
|
11.1.2 |
Internal Audit Report
The Internal Auditor’s verbal report from the inspection on 29/4/10 did not identify any areas of concern. This will be confirmed in writing within the next week.
Resolved
That this is noted |
11.1.3 |
Statement of Accounts
The Clerk presented the report attached as Appendix 2.
|
11.1.4 |
Bank Reconciliation
The Clerk presented the report attached as Appendix 3.
|
11.1.5 |
Annual Governance Statement
No governance items were identified by the external auditor in their previous audit report.
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Resolved
That the annual financial report is accepted and that the annual governance statement is approved.
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11.2 |
Payments for approval |
|
|
Clerk salary |
£ |
546.70 |
Stationery/Office Expenses |
£ |
nil |
Clerk postage |
£ |
nil |
Clerk travel |
£ |
28.85 |
HM Inland Revenue (PAYE £3.80 NI £9.21 employee £10.71 employer) |
£ |
23.72 |
R Lloyd – plumbing repair to pavilion toilets (09/10) |
£ |
107.50 |
Herefordshire Council – digital map (amended total 09/10) |
£ |
126.90 |
Amey Wye Valley – April road sweep |
£ |
70.50 |
npower - pavilion electricity to 19/4/10 |
£ |
119.96 |
Rowlestone Village Hall – Booking April 6th 2010 |
£ |
25.00 |
Payment to Internal Auditor (09/10 budget) |
£ |
50.00 |
Came + Co – Parish Council Insurance 10/11 |
£ |
2,334.62 |
Golden Valley Insurance – Newsletter printing |
£ |
80.00 |
Community First – membership renewal 2010/11 |
£ |
40.00 |
Martin Roper – Lengthsman work in April |
£ |
60.65 |
Martin Roper – Grass cutting at Recreation Ground |
£ |
183.92 |
Martin Roper – Waste collection in April |
£ |
80.00 |
Transfer Nat West to Alliance + Leicester |
£ |
6,000.00 |
|
11.3 |
Balances as at 4th May 2010 |
|
NatWest Current account |
£ |
4,917.28 |
Unpresented cheques |
£ |
668.90 |
Cheques/cash to be credited |
£ |
899.00 |
NatWest Business Reserve |
£ |
15,387.11 |
Alliance + Leicester Current account |
£ |
1,308.37 |
Alliance + Leicester Deposit account |
£ |
1,275.46 |
Total cash assets
Consisting of: |
£ |
23,118.32 |
Precept funds |
£ |
21,689.29 |
Lengthsman Scheme
Balance available but not yet claimed |
£ |
2,547.00 |
Administration charge outstanding |
£ |
254.70 |
Available funds for remainder of financial year
(annual allocation £2,547.00) |
£ |
3,072.53 |
|
£ |
780.23 |
Parish Path Funds |
£ |
595.40 |
Parish Plan Funds |
£ |
453.40 |
|
|
|
|
11.4 |
Payments Received |
|
Herefordshire Council – Precept 2010/11 (first payment) |
£ |
9,095.00 |
Herefordshire Council – Lengthsman 2009/10 (final payment) |
£ |
1,273.50 |
Mrs Alison Palmer – Pavilion booking |
£ |
15.00 |
Monnow Valley Arts – Newsletter Advert |
£ |
20.00 |
Vera Noriega – Newsletter Advert |
£ |
7.00 |
Kentchurch PC – Parish Freighter 2009/10 |
£ |
120.00 |
Herefordshire Council – Parish Paths Scheme |
£ |
712.00 |
|
|
Resolved
That the monthly financial statement is accepted and that payments should be made.
Carried unanimously
|
12 |
Planning |
12.1 |
Application Number DMSW/100616/F |
|
Site: |
Old King Street Farm, Ewyas Harold, Herefordshire, HR2 0HB |
Description: |
Proposed new livestock and fodder storage building |
Application Type: |
Planning Permission |
Applicant: |
Mr Robert Dewar, Old King Street Farm,
Ewyas Harold, Herefordshire, HR2 0HB |
|
|
Resolved
That the GPC has no objections to this application (plans viewed prior to the meeting)
|
12.2 |
Application Number DMSW/100325/F
Notification of Planning Permission |
|
Site: |
Land adjacent to Oldfield House, Ewyas Harold, Herefordshire. HR2 0ES |
Description: |
Proposed new dwelling. |
|
|
|
12.3 |
Application Number DMSW/100757/F |
|
Site: |
The Vroe Farm, Rowlestone, Herefordshire, HR2 0HF |
Description: |
Proposed new cattle storage building incorporating a
covered feed passage.
|
Application Type: |
Planning Permission |
Applicant: |
Mr Ling, The Vroe Farm, Rowlestone, Herefordshire, HR2 0HF
|
|
|
That the GPC has no objections to this application |
12.4 |
Application Number DMSW/092513/F
Follow-up to Planning Permission Refusal |
|
Site: |
Site at Weavers Cottage, Ewyas Harold, Herefordshire. HR2 0JE |
Description: |
Change of use of land to include temporary agricultural dwelling.
|
|
|
The initial understanding that the refusal of this retrospective planning application would result in the issuing of an enforcement notice, is now being denied by the Herefordshire Council Planning Dept. The applicant has been refused permission for change of use and will not be appealing as the only consequence is that they cannot live on site. The Planning Office also confirmed that the “Log cabin” does not have to be removed.
Resolved
That the Clerk should send a letter of complaint over the fact that the GPC had been misled over the terms of the refusal decision. That the Clerk should also ask what constitutes living on site.
ACTION CLERK |
|
|
13 |
Road Maintenance and Related Matters
|
13.1 |
General Maintenance |
|
Following a request to receive information on the structured highways plan for Herefordshire, the following information was received from Amey Wye:
- An extra £11.7m has been identified for highways in Herefordshire.
- Herefordshire is divided into 3 areas and each one of these Amey is following a 3 year rolling plan
Year 1 Patching and drainage (Ewyas Harold area is at this stage)
Year 2 Surface dressing
Year 3 Resurfacing
- This scheme will include A + B roads but because of lack of funding U + C roads will not be included.
- It was accepted that the current method of pothole repair is not effective but it has to be done to ensure compliance under safety guidelines.
As in previous months the ongoing problems with potholes and surfaces were discussed. |
13.2 |
Footbridge C1213/Lower Cefn junction |
|
It was noted that the safety report on this bridge was still outstanding.
Resolved
That the Clerk should re-request a copy of the paperwork |
14.1 |
Footpaths Officer’s Report |
|
No report this month
|
15 |
Newsletter
|
|
Items for the next Newsletter
- Need for a new Flicks in the Sticks Editor?
- Road Maintenance
Items can be emailed or left in the Councillor Overstall’s newsletter box at the local shop. |
16 |
Parish Website
Digital footpaths map is now in place |
|
Matters for Future Discussion |
|
- Notice board for Rowlestone
|
|
The Meeting closed at 9.30pm |
|
Chairman
Date
NEXT MEETING June 1st 2010 at the Memorial Hall
Future Meetings :
July 6th
Aug 3rd
|
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Appendix 1 |
|
ANALYSIS OF EXPENDITURE |
|
|
|
|
|
|
|
2009-2010 |
2008-2009 |
|
|
Spend |
Budget |
Significant Variances |
Spend |
Fees/Subscriptions |
1 |
£ 736.27 |
£ 800.00 |
-£ 288.46 |
£ 1,024.73 |
Insurance |
2 |
£ 2,385.92 |
£ 2,722.59 |
-£ 568.78 |
£ 2,954.70 |
Newsletter |
3 |
£ 240.00 |
£ 480.00 |
-£ 145.00 |
£ 385.00 |
Training |
4 |
£ 22.00 |
£ 120.00 |
-£ 278.00 |
£ 300.00 |
Postage + Travel |
5 |
£ 411.97 |
£ 525.00 |
|
£ 510.96 |
Stationery/Office Equipment |
6 |
£ 252.96 |
£ 252.96 |
|
£ 184.63 |
Office Equipment Reserve |
7 |
£ 51.46 |
£ 500.00 |
£ 51.46 |
£ - |
Salaries (inc Lengthsman fee) |
8 |
£ 6,768.00 |
£ 6,822.84 |
|
£ 6,527.58 |
Members Expenses |
9 |
£ - |
£ 30.00 |
|
£ - |
Hire of Premises |
10 |
£ 332.00 |
£ 332.00 |
£ 106.00 |
£ 226.00 |
Recreation Ground Grass Cutting |
11 |
£ 1,284.27 |
£ 1,284.27 |
£ 285.73 |
£ 998.54 |
Hedge Laying/Trimming |
12 |
£ 220.00 |
£ 220.00 |
|
£ 210.00 |
Water |
13 |
£ 188.49 |
£ 188.49 |
£ 83.06 |
£ 105.43 |
Electricity |
14 |
£ 381.80 |
£ 400.00 |
|
£ 390.68 |
Play Area Maintenance |
15 |
£ 59.64 |
£ 500.00 |
-£ 351.66 |
£ 411.30 |
Repairs |
16 |
£ 412.64 |
£ 620.00 |
-£ 579.55 |
£ 992.19 |
Maintenance of Flower Beds |
17 |
£ 81.98 |
£ 81.98 |
|
£ 80.00 |
Contingency/Signs |
18 |
£ - |
£ 300.00 |
|
£ 175.00 |
Parish Freighter/Litter Control |
19 |
£ 1,417.87 |
£ 1,417.87 |
|
£ 1,267.07 |
Village Halls |
20 |
£ 150.00 |
£ 150.00 |
|
£ 150.00 |
Burial Grounds |
21 |
£ 600.00 |
£ 600.00 |
|
£ 600.00 |
Community/Youth Groups |
22 |
£ - |
£ 3,093.21 |
-£ 1,015.00 |
£ 1,015.00 |
Charities |
23 |
£ 50.00 |
£ 50.00 |
£ - |
£ 50.00 |
Elections |
24 |
£ - |
£ 1,449.68 |
£ - |
£ - |
Capital Projects |
25 |
£ - |
£ 948.96 |
-£ 1,051.04 |
£ 1,051.04 |
Miscellaneous Expenditure |
26 |
£ 180.00 |
£ 500.00 |
-£ 369.39 |
£ 549.39 |
Lengthsman |
27 |
£ 2,082.45 |
£ 2,862.68 |
£ 571.21 |
£ 1,511.24 |
Parish Footpaths Scheme |
28 |
£ 715.00 |
£ 1,310.40 |
|
£ 880.00 |
Parish Plan |
29 |
£ 318.00 |
£ 771.75 |
£ 318.00 |
£ - |
|
|
|
|
|
|
|
|
|
|
Comments |
|
|
Budget 1 |
Reduction in external auditor fees |
Budget 2 |
Improved insurance quote through competitive tendering |
Budget 3 |
Reduction due to colour issue being funded through Parish Plan |
Budget 4 |
Parish Talk grant in 08/09 for Dreamweaver training facilities in MH |
Budget 7 |
Purchase of colour printer |
Budget 10 |
Extra meetings held in 09/10 |
Budget 11 |
Extra cuts due to mild wet autumn |
Budget 13 |
Extra consumption but no explanation |
Budget 15 |
Still benefitting from new play equipment |
Budget 16 |
Outstanding repairs while waiting for maintenance contract award |
Budget 22 |
No community awards made. Money being carried over for potential community project |
Budget 25 |
No capital expenditure but carrying funds forward. |
Budget 26 |
Limited call on 137 monies |
Budget 27 |
Extra call on Lengthsman given severe winter |
Budget 29 |
Funding of colour issue of Newsletter |
|
|
|
|
Appendix 2 |
|
Explanation of Significant Variances |
|
|
2008/09 |
2009/10 |
Variance (+/-) |
Explanation of variance |
|
£ |
£ |
£ |
|
Precept |
18,804 |
16,843 |
(-1,961) |
No capital expenditure costed in precept 2009/10 (-2,000) |
Other Income |
5,796 |
5,270 |
(-526) |
Reduced bank interest (-300)
Reduction in VAT reclaim (-280) |
Staff Costs |
-6,750 |
-6,768 |
18 |
|
Other Payments |
-17,018 |
-13,377 |
(-3,641) |
Main reductions
Renegotiated insurance policy (-600)
Playing field and play area maintenance (-1,200)
Capital project (-1,000)
Community Group Scheme (-1,000)
Fees and training (-570)
Main increases
Grass cutting 300
Lengthsman 570 |
Balances carried forward |
11,785 |
13,753 |
1,968 |
Office equipment reserve 450
Community Group Scheme 3,500
Election costs reserve 1,450
Lengthsman + Footpaths 1,375
Parish Plan 453
Car Park Barrier 1,239
Bank reserve 5,286 |
Fixed assets |
136,610 |
149,923 |
13,313 |
Increase reflects value increase identified by insurer |
|
|
|
|
Appendix 3 |
|
|
|
|
|
Bank Reconciliation |
|
|
|
|
|
|
|
|
|
|
|
|
Financial year ending 31 March 2010 |
|
|
|
|
|
|
|
Prepared by A P Shipp, Clerk + RFO |
|
Date |
4th May 2010 |
|
|
|
|
|
|
|
|
Balance per bank statement as at 31 March 2010 |
|
|
|
|
|
£ |
£ |
Current account (NatWest) |
|
3643.78 |
|
Current account (Alliance & Leicester) |
|
1028.10 |
|
Reserve account (NatWest) |
|
6292.11 |
|
Instant Reserve account (Alliance & Leicester) |
|
3275.18 |
|
|
|
|
14,239.17 |
|
|
|
|
|
Cheque no |
Amount |
|
Less unpresented cheques |
700413 |
(-70.50) |
|
(Current Accounts) |
bacs tx |
(-19.21) |
|
|
bacs tx |
(-19,41) |
|
|
700421 |
(-540.30) |
|
|
700422 |
(-50.96) |
|
|
700423 |
(-279.00) |
|
|
700426 |
(-25.00) |
|
|
700427 |
(-52.00) |
|
|
700428 |
(-35.00) |
|
|
700429 |
(-50.00) |
|
|
700430 |
(-335.19) |
|
|
700431 |
(-80.00) |
|
|
700432 |
(-50.00) |
|
|
700433 |
(-126.90) |
|
|
700434 |
(-107.50) |
|
|
700435 |
(-50.00) |
|
|
|
|
|
|
|
|
(-1890.97) |
Income to bank |
|
|
|
Freighter payment received after 31/3/10 |
|
|
120.00 |
Bank interest paid after 31/3/10 |
|
|
0.28 |
Lengthsman Scheme payment received after 31/3/10 |
|
|
1,273.50 |
|
|
|
|
Net bank balances as at 31 March 2010 |
|
|
12,348.20 |
|
|
|
|
Value of stock (stamps etc.) |
|
|
12.00 |
|
|
|
|
Total cash and Stock 31 March 2010 |
|
|
13,753.98 |
|
|
|
|
|
|
|
|
Cash Book |
|
|
|
|
|
|
|
Opening Balance 1st April 2010 |
|
|
11,784.84 |
Receipts in the year |
|
|
22,114.21 |
Payments in the year |
|
|
(-20,145.07) |
|
|
|
|
Closing Balance per cash book 31st March 2010 |
|
13,753.98 |
|
|
|
|
|
