Current Minutes

 

PLEASE NOTE THESE ARE DRAFT AND SUBJECT TO APPROVAL

 

To obtain a pdf copy of the previous 24 months of minutes please click the download button in the side panel. Please note this file is large (1.1Mb) and may take some time to download.

 

To access specific months please select minutes archive in side panel

 

 

Minutes of the Ordinary Meeting of Ewyas Harold Group Parish Council

held on Tuesday 4th  November 2008

In the Memorial Hall at 7.15 p.m.

 

Present

Councillor P Sheen in the chair (Rowlstone)

Councillor R Weaver

Councillor R Baker (Llancillo)

Councillor Mrs M Bradley

Councillor B Krige

Councillor Mrs M Williams (Rowlstone)

Councillor W Preece (Dulas)

Councillor P Jinman

Councillor Mrs E Overstall (Dulas)

Councillor Glyn James

In attendance:

The Clerk

Councillor J B Williams (Pontrilas Ward Councillor)

1 member of the public

Public Forum

Ewyas Harold Football Club gave a brief presentation of their future ground proposals on land adjoining Elm Green Lane (C1221). Details of this will also be featured in the forthcoming Parish Council Newsletter.

Andy Robertson will be making a presentation of skate boarding possibilities in Ewyas Harold at the December meeting

1

Apologies for Absence

Councillor D Harries

2

Declaration of Interest  - None declared

3

Minutes

The minutes of the ordinary meeting of the Council held on Tuesday 7th October 2008 were approved without amendment.

Carried unanimously

4.1

Co-option of Councillors

Glyn James completed the Declaration of Office and was duly welcomed to the post of Councillor for Ewyas Harold

Resolved

That this is noted

4.2

Parish Plan

  • Report requested from representative of the GPC  on the School Committee (Mrs Helen Waites)

  • Future of Catholic Church (St John Kemble) – No plans under discussion but Father Nicholas will keep EHGPC informed of developments.

Resolved

That this is noted

4.3

Rowlstone Telephone Box

BT have still to make announcement on their planned closures in Herefordshire but meanwhile Clerk has written to them to indicate that if they remove the service at Rowlstone then EHGPC would like to apply to adopt the box (without the service)

Resolved

That this is noted

It was reported that over the past week the telephone box has been vandalised and that the police and BT have been informed.

Resolved

That this is noted

4.4

Twinning with Segonzac

The Council have been approached by Segonzac in France with a view to arranging a visit to discuss the possibilities. The date offered in December was not convenient and it was thought setting a later date would give the Council time for further consideration.

Resolved

That the Clerk should ask whether a visit date could be set for early in 2009

ACTION CLERK

That a committee should be formed to look into the values and advantages of twinning.

 (Committee members – Councillors Paul Sheen, Peter Jinman and Mrs Maddy Bradley)

First committee meeting Tuesday November 11th at 7.30pm

ACTION PS, PJ + MB

4.5

Ewyas Harold Common

As part of the Community Commons Project [ EH Common is one of the 12 chosen to take part in Herefordshire] the use of ponies as a means of environmental management of grazing is currently being investigated and subject to approval by the graziers committee will be instigated.

Resolved

That this is noted

5

Recreation Ground

5.1

Monthly Audit

  • Play Area gates still defective – Clerk has been informed by Advance Joinery that they are not able to undertake this work

Resolved

That Pontrilas Timber be approached to see if they can supply suitable gates

ACTION CLERK

  • Rubbish was cleared from corner of play area.
  • Cricket pavilion window broken – EHCC informed
  • Picnic table still to be repaired – Advance Joinery have been reminded
  • Moles are active again
  • Wire mesh along stream has been damaged in two places

Resolved

That the Clerk should report this to EHCC

ACTION CLERK

  • Bird droppings on play equipment as result of birds perching on towers of climbing frame.

Resolved

That the Clerk should make enquiries into the possibility of fitting anti-bird netting

ACTION CLERK

  • Barbed wire attached to boundary fence of Recreation Ground – Has been restrung so that it is out of the reach of playing field users.
  • Evidence of golfers using field
  • Waste pipe broken on football changing rooms

Resolved

That the Clerk should report this to EHFC

ACTION CLERK

5.2

Field Drainage

Following a meeting with Brian Lee (HC) the following conclusions were reached:

  • Field drain extends from manhole at Priorsfield to Dulas Brook
  • French drains installed earlier in year run into this field drain
  • Manhole also has 12” pipe running into it which has now been traced back to corner of field at far end of Priorsfield. Appears that this contributes to problem of playing field flooding in area of manhole as pipe to brook is only 8” and cannot cope with water volume in heavy rains. Water builds up in manhole chamber and flows through chamber wall as mortar is blown. Manhole sits higher than field therefore water escapes through bank onto field.

Resolved

That the Clerk should request that Martin Roper checks for the free flowing of the 8” drain. ACTION CLERK

5.3

Electrical Equipment in Pavilion

  • Faulty kettle has been replaced.
  • Plug burnt out on water urn and has been replaced.

Resolved

That the Clerk should arrange for PAT checks to be undertaken

ACTION CLERK

5.4

HCVYS

Meeting was held on Wednesday 15th October to agree an effective method of communicating with teenagers in Ewyas Harold. The Clerk read out minutes taken by Councillor D Harries which identified that Hereford Youth Services would be undertaken a survey and reporting back in January 2009.

Resolved

That this is noted

6

Local Security Matters

Vandalism to Rowlstone telephone box reported under item 4.3

Two attempted burglaries in area

  • Isolated property in Pencoyd – intruders disturbed by alarm and left empty handed
  • Another isolated property near Garway – again intruders appear to have left empty handed

Fuel make-offs still occurring

Four distraction burglaries (Hereford, Bromyard and two in Orleton)

Newly installed wooden entrance fencing stolen from  farm in Dulas

Some of the Smart Water signs have been stolen/broken

Resolved

That this is noted.

7

Correspondence

Date received

Sender           

Content          

7.1

HC Regeneration

Affordable Housing – Guide for Parish Councils

7.2

Wicksteed

Play equipment catalogue

7.3

Richard Baker

Monthly inspection update (email)

7.4

Herefordshire VSA

Herefordshire VSA Newsletter (email attachment)

7.5

Andy Robertson

Confirmation of intention to attend public forum 4th November (email)

7.6

Mrs Ponting

Ewyas Harold Primary School Governor – contact update

7.7

Mrs Curtis

Request for inspection and quotation if repairs necessary to donated bench (Pontrilas & District WI) in village centre.

Resolved

That Clerk should obtain the necessary quotation.

ACTION CLERK

7.8

Herefordshire Council

Notice concerning Schedule 3 to the Commons Act 2006

Paperwork to Councillor P Jinman

7.9

Richard Baker

Monthly inspection update (email)

7.10

Rosina Cathcart

Police briefing 17/10/08 (email)

7.11

Cllr D Harries

Flicks in The Sticks flyer for The Kite Runner – Sat 8th November 2008 at 7.30pm in Memorial Hall

7.12

Cllr D Harries

Notice of Film matinee at EH Memorial Hall (50 years Ago) – Tuesday 11th November 2008 at 2.30pm

7.13

Cllr D Harries

Minutes of Special Exploratory Meeting 15th October 2008 (effective means of communication with local teenagers)

Resolved

That this was noted in item 5.4

7.14

Cllr D Harries

Request to find out more about Playbuilder/Pathfinder Scheme

7.15

Richard Baker

Response to plans DCSW2008/2506/F (email)

7.16

HALC

Notice of Southern Area Meeting 27/10/08 (email)

7.17

Rosina Cathcart

Police briefing 25/10/08 (email)

7.18

Richard Baker

Monthly inspection update (email)

7.19

John Middle

Written confirmation of resignation as councillor

7.20

SLCC

Newsletter (email)

7.21

Fran White

Feedback re Playbuilder/Pathfinder Scheme (email)

Herefordshire Council have sent in an expression of interest for funding to improve up to 30 playgrounds. If successful it is unlikely the EH would be considered for this list.

Resolved

That this is noted.

7.22

Hereford Museum

Exhibition by Herefordshire Art & Craft Society - 18th October to 19th November (Poster)

7.23

Hereford Museum

From Court to Countryside – workshops 5th November + 13th November (poster)

7.24

Paul Freeland

Notification of domain name renewal costs due on  24/11/08 (£28.49 for next  two years)

Clerk has confirmed intention to renew

Resolved

That this is noted

7.25

HC Environment

Traffic Management Training for Clerk – 15th December 2008

7.26

Peter Gunn-Wilkinson

Cycle Tracks in the Golden Valley (email attachment)

Resolved

That this is noted

7.27

Father Nicholas

 Response to request for information on future use of St John Kemble  Chapel (email)

Resolved

That this was noted in item 4.2

7.28

SLCC

Notice of permission to download copy of Essential Clerk from the SLCC website (email)

7.29

SLCC

Application form for distance learning course Working With Your Council

Resolved

That this is noted

7.30

Memorial Hall Committee

Request for written support of their application for improvements under the COMMA scheme (Aggregates Levy Sustainability Fund) [email]

Resolved

That the Clerk should send a letter of support from EHGPC

ACTION CLERK

7.31

Herefordshire Council

PACT Meeting – Community Centre, Peterchurch at 7pm November 27th (Poster)

7.32

Alliance + Leicester

Paperwork re change of signatories

Resolved

That this is noted

8

Lengthsman Scheme

8.1

Lengthsman work undertaken in October.

Date

Work

Hours

9/10

Verge cutting – Gilberts Wood and Priorsfield

30/60

11/10

Grass cutting Chapel Bank

120/60

13/10

Application of 15 litres spray – Chapel Bank to Trappe House

13/10

Grass cutting – Island at Rowlstone turning

30/60

23/10

Verge cutting – Gilberts Wood and Priorsfield

30/60

TOTAL

210/60

Resolved

That this is noted and approved

8.2

Lengthsman Training

The Traffic Management Course on 15th December will entail all day attendance with no provision being made for recompense to the self-employed. The Clerk has spoken to HC who have agreed that they will not insist that the Lengthsman attends as he:

  • Has attended the course in the past
  •  Is experienced in his job
  • Only works for one PC

Resolved

That this is noted

9

Financial Report

9.1

Payments for approval

Clerk salary

£

521.18

Stationery/Office Expenses

£

5.11

Clerk postage

£

8.69

Clerk travel     

£

26.78

HM Inland Revenue (PAYE £7.00 NI £9.29 employee £10.81 employer).

£

27.10

Replacement kettle for pavilion (reimbursement to Clerk)

£

24.99

npower – pavilion electricity 9/7/08 to 8/10/08

£

35.30

Rowlstone Village Hall – booking fees 23/9 + 7/10

£

26.00

Martin Roper – Lengthsman Work October

£

75.19

Martin Roper – Waste collection October

£

100.00

Martin Roper – Play area grass cutting

£

21.50

9.2

Balances as at  4th November 2008

NatWest Current account        

£

765.30

Unpresented cheques

£

116.34

Cheques/cash to be credited

£

nil

NatWest Business Reserve

£

2,429.83

Alliance + Leicester Current account

£

254.10

Alliance + Leicester Deposit account    

£

16,089.34

Total cash assets

Consisting of:

£

19,422.23

Precept funds

£

17,529.72

Lengthsman Scheme

Balance available but not yet claimed

£

1,114.98

Administration charge outstanding

£

92.93

Available funds for remainder of financial year

(annual allocation £2,229.95)

£

1,038.41

£

16.36

Parish Path Funds

£

1,104.40

Parish Plan Funds

£

771.75

9.3

Payments Received

Herefordshire Council – Newsletter advertisement

£

60.00

HM Customs & Excise – VAT reclaim April to Sept 2008

£

377.26

Resolved

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

Carried unanimously.

9.4

Internal Auditor

Jenni Chapple has agreed to undertake the role on a trial basis and will meet with the Clerk in November to produce a half yearly report.

Resolved

That this is noted

9.5

Precept 2009/2010

The final precept will be set at the Parish Council meeting in December but draft proposals are attached as appendix 1.

10

Planning

10.1

Application number DCSW2008/2506/F

Site:

Former garden centre, Pontrilas, Herefordshire. HR2 0DJ

Description:

Demolish existing building, build new warehouse store and retail builders merchants, retain hardened yard as open storage space.

Application Type:

Listed Building Consent and Full

Applicant:

Pontrilas Timber + Builders Merchants, Sawmills, Pontrilas, Herefordshire.  HR2 0BE

Resolved

That the Group Parish Council approves of the plans in principle but would raise concerns if sufficient thought was not given to improving access/visibility from this site. It is believed that the likely increase in traffic use warrants a redesign of the mouth of the junction with appropriate road markings and warning signs.

10.2

Application number DCSW2008/2276/L and DCSW2008/2274/F

Site:

The Stone Barn, Walterstone, Herefordshire. HR2 0DT

Description:

Conversion of redundant agricultural stone barn to residential dwelling.

Resolved

That this is noted.

11

Road Maintenance and Related Matters

11.1

A465 De-trunking (Hereford to Llangua)

This came into force at Midnight on 29th October 2008 when Herefordshire Council took responsibility for this road.

Councillor J B Williams assured Councillors that he believed sufficient funding was in place for maintaining this highway. He was still waiting confirmation of this from HC.

He stated that he believed the installation of speed limits along this stretch of the A465 should be easier to agree. 

He also stated that he was not aware of any plans to slim down the Highways department.

Resolved

That this is noted.

11.2

B4347 (Pontrilas End)

The surfacing is breaking up along the centre of the roadway. This was first reported to HC on 16th April 2008 and the work was then passed on to Highways for scheduling. The Clerk was informed that this road would be identified as needing resurfacing and would therefore be on a future work list after funding considerations were made. It now appears that some patch repair work has been undertaken.

Resolved

That the Clerk should clarify the situation with HC.

ACTION CLERK

11.3

Seat at Elmdale Junction

Replacement planks have been ordered and Martin Roper has agreed to fit these.

Resolved

That this is noted

11.4

Rowlstone Lane (C1210)

  • A large deep pothole has formed just past the village sign (Grid Ref 3727)
  • A culvert just past the print works requires clearing (Grid Ref 3727)

Resolved

That the Clerk should report these problems  to HC

ACTION CLERK

11.5

C1213 Blocked Drain (Dulas Court)

Water is still flowing across the road 200 yards from Dulas Court on the Ewyas Harold side. There was a recent failed attempt to solve this problem and the conclusion was that a new drain was required.

Resolved

That the Clerk should check with HC whether this requirement has been logged.

ACTION CLERK.

11.6

Recent Flooding

It was reported that one contributing factor to the September floods within Ewyas Harold village centre may have been a large fallen tree acting as a dam at Cwm Dulas. When the weight of water became too great the dam broke and a large surge of water flowed down the brook. This highlights the need for regular maintenance by the Environment Agency on the river system.

Resolved

That this is noted

12

Footpaths

12.1

Footpaths Officer’s Report

EH31A   The section of the path through Cae newedd wood has been cleared and it is now passable.

EH 14     The padlock on the gate at the Ewyas Harold end of the path has been removed.

Resolved

That this noted

13

Parish Newsletter

13.1

Winter Issue

Items for inclusion:

  • Twinning – PS + CLERK
  • Precept – CLERK
  • Football Club plans
  • Cycle Way – report to EO (ACTION CLERK)

13.2

Winter Issue Approval

Councillors will be sent either electronic or hard copies for approval as this issue will be printed before the next PC meeting.

Resolved

That this is noted.

14

Parish Website

It was noted that the news pages need updating. Volunteers are always welcome to become involved

Resolved

That this is noted.  

The Meeting closed at 9.10pm

Chairman

Date

NEXT MEETING      December 2nd 2008 at MEMORIAL HALL

Future Meetings     January 6th, February 3rd, March 3rd 2009

Appendix 1

Item

Precept 08/09

Budget 08/09

Projected spend 08/09

Proposed budget 08/09

£

£

£

£

1

Fees/Subscriptions

700.00

750.00

960.00

800.00

2

Insurance

2,937.62

2,954.70

2,954.70

3,120.16

3

Newsletter

250.00

250.00

480.00

480.00

4

Training

120.00

420.00

300.00

0.00

5

Postage + Travel

525.00

525.00

525.00

525.00

6

Stationery

200.00

200.00

200.00

200.00

7

Office equipment reserve

250.00

500.00

0.00

0.00

8

Salaries

6,031.00

6,253.96

6,256.34

6,568.14

9

Members Expenses

30.00

30.00

0.00

0.00

10

Hire of Premises

240.00

240.00

300.00

300.00

Sub total =

11,283.62

12,123.66

11,976.04

11,993.30

RECREATION GROUND

11

Grass Cutting

1,100.00

1,100.00

1,100.00

1,100.00

12

Hedge Laying/Trimming

200.00

200.00

200.00

200.00

13

Water

120.00

120.00

100.00

120.00

14

Electricity

200.00

400.00

400.00

400.00

15

Play Area Maintenance

500.00

500.00

500.00

500.00

16

Recreation Ground Maintenance

1,000.00

970.00

900.00

620.00

17

Maintenance of Flower Beds

50.00

80.00

80.00

80.00

18

Contingency

300.00

300.00

300.00

300.00

Sub total =

3,470.00

3,670.00

3,580.00

3,320.00

COMMUNITY TIDYING

19

Litter Control/ Parish Freighter

1,000.00

1,120.00

1,425.42

1,400.00

Sub total =

1,000.00

1,120.00

1,425.42

1,400.00

GRANTS/DONATIONS

20

Village Halls

150.00

150.00

150.00

150.00

21

Burial Grounds

600.00

600.00

600.00

600.00

22

Community Groups

100.00

4,008.21

4,000.00

100.00

23

Charities

50.00

50.00

50.00

50.00

Sub total =

900.00

4,808.21

4,800.00

900.00

SPECIAL CONTINGENCIES

24

Elections

0.00

1,449.68

0.00

0.00

25

Capital Projects

2,000.00

2,000.00

26

Miscellaneous Expenditure

850.00

800.00

500.00

500.00

Sub total =

2,850.00

4,249.68

500.00

500.00

TOTALS

19,503.62

25,971.55

22,281.46

18,113.30

Likely Income

** allowed for at budget setting in 08/09

Newsletter advertising

200.00

350.00

Pavilion hire

100.00

100.00

Pavilion fees

100.00

100.00

Interest

300.00

300.00

Kentchurch Parish Freighter**

120.00

120.00

Sale of Electricity/Water**

300.00

300.00

Income TOTAL

700.00

1,270.00

Proposed precept

18,803.62

16,843.30