Minutes of the Ordinary Meeting of Ewyas Harold Group Parish Council

held on Tuesday 7th April 2009

In Rowlstone Villagel Hall at 7.15 p.m.

Present

Councillor P Sheen (Rowlstone) in the chair

Councillor B Preece (Dulas)

Councillor D Harries

Councillor Mrs J Webb

Councillor P Jinman

Councillor R Baker (Llancillo)

Councillor Glyn James

Councillor Mrs E Overstall (Dulas)

Councillor Mrs M Williams (Rowlstone)

In attendance:

2 members of the public

The Clerk

Public Forum

No items were raised under this section.

Apologies for Absence

Councillors Mrs M Bradley, B Krige

Declaration of Interest

None declared

Minutes

The minutes of the ordinary meeting of the Council held on Tuesday 3rd March 2009 were approved without amendment.

Carried unanimously

4.1

Election of Officers

Chair: Councillor P Sheen is prepared to put his name forward for one more year.

Deputy Chair : No candidates at this moment

Resolved

That this is noted.

4.2

Quality Council

Portfolio: Will be held by NALC until the end of April 2009. The cost of the return to EHGPC will be £5-£10.

Resolved

That the Clerk should arrange for the return of the portfolio.

ACTION CLERK

Certificate: Has been returned to HALC for signing.

Resolved

That this is noted

Quality Logo: This is available for the inclusion on website, letter heading etc. The Clerk no longer has access to a colour printer and it was suggested that this could be purchased from the equipment reserve budget.

Resolved

That the Clerk should present costings for a suitable replacement at the next meeting.

ACTION CLERK

4.3

Segonzac Twinning Update

Information Market (12 signatures of support – 3 prepared to be involved as committee members)
Two other residents have also indicated their willingness to be practically involved.
Primary schools link proposed and details of local Segonzac schools have been sent to EH Primary School.
Govilon twinning with Missilac – requested information on process in regard to small communities.
Kingstone High School has expressed an interest in becoming involved. Councillor Mrs J Webb will pass on contact details to Clerk.

ACTION JW

Peterchurch PC was approached by Councillor P Jinman with the idea of a Golden Valley involvement. It was thought that a presentation would be helpful.

Resolved

That the Clerk should organise this through the Peterchurch PC Clerk.

ACTION CLERK

The intention is to hold an inclusive meeting during the Summer to assess interest and look at how to move the project forward. This might require a small outlay (£35) to purchase a banner as a way of helping publicise future events.

Resolved

That this is noted.

4.4

Freedom of Information Act

New model publication scheme was presented to Councillors.

Resolved

This should be approved without modification.

Existing publication list needs to be amended to fit in with the new scheme and so that charges can be clearly identified. It is recommended that where possible the items on the publication list are made freely available through the website. This would entail the purchase of extra pages (£30 per webpage).

Resolved

That the Clerk should prepare a modified publication list for approval at the next meeting.

ACTION CLERK

4.5

Parish Council Insurance

An alternative quotation was obtained from Came + Co and the policy contents were discussed.

Resolved

That this should be compared with the quotation from Allianz when this is available.

Recreation Ground

5.1

Monthly Audit

Notice is missing from locked gate leading to brook.

Resolved

That this should be replaced with a sign reading:

“No access allowed beyond this point”

ACTION CLERK

Top rail of pavilion verandah (north end) is rotting and needs replacing.

ACTION CLERK

Replacement tree planted by seat at far end of cricket pitch has already been snapped off.

Resolved

That this is noted

5.2

Play Area

HAGS quarterly report did not identify any problems with the play equipment.

Resolved

That this is noted

5.3

Car Park Barrier

There was a discussion on the possible barrier options identified in the distributed pack (post + rail, railway sleepers, telegraph poles etc). Other suggestions were also put forward at the meeting

Establishment of a grass bund (embankment)
Installation of boulders. Councillor P Jinman to obtain more information.

ACTION PJ

There is a barrier system at Fownhope which may be worth considering.
Woodland Trust may be able to provide suggestions. Councillor Mrs J Webb to obtain details

ACTION JW

Resolved

That information would be gathered with a view to reaching a decision and taking action within the next two months.

5.4

Wild Play

Herefordshire Nature Trust will be holding a Children’s wild play event on Wednesday April 15th between 10.30 and 12.30. The Trust has produced notices and will be advertising the event.

Resolved

That this is noted and approved.

Local Security Matters

Crime Mapper - see item 7.15

Drug Warrant – see item 7.19

Golden Valley Newsbeat – see item 7.28

Increase in local burglaries from sheds etc.

Resolved

That this is noted

Correspondence

	Sender	Content
7.1	SLCC	The Clerk – March 2009
7.2		Clerks + Councils Direct – March 2009
7.3	Dogs Trust	Canine Care Card (poster)
7.4	HC Regeneration	Herefordshire matters – Feb 09 to April 09
7.5	HC Regeneration	Bus and Train Timetable – Hereford + Bromyard 22nd February to 5th September.
7.6	Roger Willott	Notice of availability of fairground organ for hire (cost – out of pocket expenses)
7.7	HC Children + Young People	No Wrong Door Workshops (extra date set for 26th March at Three Counties Hotel in Hereford)
7.8	Rural Services Community	Weekly Digest – 6/03/09 (email)
7.9	Hereford Voluntary Action	HVA News – March 2009
7.10	HVA	Sustainable Communities Act
7.11	Hereford Museum	Tooth & Claw 21st March to 17th May (poster)
7.12	Community First	Community Planning Champions – request to find volunteers to help others with Parish Plans
7.13	Information Commissioner	Confirmation of Renewal – Data Protection Register until 21 March 2010
7.14	HALC	Information Corner – 16.3.09 Copies to Councillors
7.15	HALC	CrimeMapper (available though www.westmercia.police.uk) – advice and information on crime in your area
7.16	Came + Co	Parish Council Insurance Resolved That this was noted in item 4.5
7.17	NALC	QC Portfolio – Return of Original Portfolios (email) Resolved That this was noted in item 4.2
7.18	Hilary Crane	Ewyas Harold Housing Consultation. Some land has been identified in the Pontrilas area as a possibility for affordable housing, and EHGPC will be kept informed of the date of the planning visit. Resolved That this is noted.
7.19	PC Christine Griffiths	Drug warrant in Michaelchurch Escley area. One person was arrested for the cultivation of cannabis and is currently on police bail. Resolved That this is noted
7.20	John Wride	Ramblers’ Association report on local footpath faults (copy to FPO) Resolved That this was noted in item 12.4
7.21	Rural Services Community	Weekly Digest – 20/03/09 (email)
7.22	Mazars	Notice of Audit of Accounts 2008/9
7.23	Kentchurch PC	Parish Freighter payment and service request. The request to ask other Parish Councils to contribute towards the cost of running this service was not seen as practicable seeing that there was no way of easily identifying other users of the service. It might well be that other parishes would then request payments from EHGPC for the use of their Parish Freighter days. There are just two visits remaining for 2009 (25th April and 16th May). Herefordshire Council still have no information regarding the service beyond June 2009. The Clerk continues to phone each month. Resolved That this is noted
7.24	Steve Lindon	Golden Valley Community Website (email) Resolved That is noted
7.25	Memorial Hall	VAT + Planning query (email) It was noted that EHGPC are not able to help with VAT or planning costs associated with the Memorial Hall. Councillor D Harries will, as the GPC’s representative, give a report on the MH at the next council meeting. Resolved That this is noted.
7.26	Rural Services Community	Weekly Digest – 31/03/09 (email)
7.27	Jo Dainty	Confirmation of Wild Play day at Recreation Ground Resolved That this was noted in item 5.4
7.28	PC Chris Griffiths	Golden Valley Newsbeat – April 2009 Copies to Councillors
7.29	Martin Wood	Play Area report (HAGS) Resolved That this was noted in item 5.2
7.30	HC Resources	Commons Act 2006 This communication highlighted the need to ensure that registered use of Ewyas Harold Common was checked and corrected if necessary before the cut-off date later this year. This notice will therefore be passed on to the Lord of the Manor and the Commoners. Resolved That this is noted ACTION PJ
7.31	Bob Davies	EH Cricket Club officials 2009
7.32	Kim Clay	Herefordshire Gateway – recruitment of voluntary organisations for on-line referral system
7.33	Information Commissioner	Freedom of Information DVD
7.34	Electoral Office	April updates for Ewyas Harold
7.35	Rural Services Community	Weekly Digest – 7/04/09 (email)
7.36	Peter Overstall	Footpath Officer’s report April 2009 Resolved That this was noted in item 12.4
7.37	M Gwilliam-Gardiner	Ewyas Harold Common – Complaint re horse and vehicle use of this area. Resolved That this complaint should be acknowledged and the letter passed on to the Lord of The Manor. ACTION CLERK

Lengthsman Scheme

8.1

Lengthsman work undertaken in March.

None undertaken

Resolved

That this is noted

8.2

Lengthsman rates 2009/2010

Notice has been received of an increase in hourly rates by 3% from £14.97 to £15.42 plus VAT

Resolved

That this is noted

Financial Report

9.1

Payments for approval

Clerk salary	£	530.10
Stationery/Office Expenses	£	3.58
Clerk postage	£	18.44
Clerk travel	£	37.57
QC award expenses (Clerk)	£	16.80
HM Inland Revenue (PAYE £9.40 NI £10.69 employee £12.44 employer)	£	32.53
GP Signs – Parish Paths Notice board	£	102.35
Brian Ball – Parish Paths work (2 x finger posts and 6 x gates)	£	600.00
Mrs Jenni Chapple – Internal Auditor fee	£	50.00
Martin Roper – waste collection March 2009	£	80.00
Rowlstone Village Hall – Annual donation	£	50.00
Rowlstone + Llancillo PCCs – churchyard upkeep	£	100.00
Dulas PCC – churchyard upkeep (Now under EH PCC)	£	50.00
Dore Community Transport - donation	£	50.00

9.2

Balances as at 31st March 2009

NatWest Current account

1,880.28

Unpresented cheques

414.00

Cheques/cash to be credited

100.00

NatWest Business Reserve

2,442.86

Alliance + Leicester Current account

819.57

Alliance + Leicester Deposit account

8,663.90

Total cash assets

Consisting of:

13,493.02

Precept funds

11,141.49

Lengthsman Scheme

Balance available but not yet claimed

nil

Administration charge outstanding

nil

Available funds for remainder of financial year

(annual allocation £2,229.95)

570.38

570.38

Parish Path Funds

1,009.40

Parish Plan Funds

771.75

9.3

Income received

Parish Freighter payment 2008/9 (Kentchurch PC)	£	100.00

9.4

Budget Adjustment

Source of transfer	Sum to transfer	Budget code receiving payment
Unspent funds in other budget codes	£13.07	26 - Miscellaneous
Unspent funds in other budget codes	£150.05	19 – Parish Freighter/Litter
Reason for overspend Purchase of litter bin and installation
Unspent funds in other budget codes	£434.85	8 - Salaries
Bank reserve	£61.73	8 - Salaries
Reason for overspend Various elements – increase in NI payments, CiLCA salary enhancement, slightly higher pay rise than anticipated, delayed inducement payment by HMRC for on-line finance submissions.
Fuller explanations of all budget expenditure will be given when annual report is presented in May.

Resolved

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

Carried unanimously.

Planning

No applications or decisions received

Resolved

That this is noted

Road Maintenance and Related Matters

11.1	General complaint It was noted that several maintenance issues reported over the past year or so are still outstanding and that re-reporting these does not appear to have any effect. HC Highways Feedback Maintenance System Parish Initiative – Team of 10 men and any minor work that they undertake is fully funded and will be completed within scheduled PI 3 monthly visit. All reports to PI are inspected and priority set. Potholes are likewise prioritised High (within 24 hours) Medium (next PI visit so up to 3 months) Low (as and when). Work beyond PI scope is moved to programmed works which then has to be identified as cost pressure at budget setting hence time delay. All roads are subject to regular inspections A+B monthly C 3 monthly U 6 monthly Have agreed that if Clerk can identify all long term problems then it will be possible to get better feedback on situation and possibly arrange site visit to discuss issues. Resolved That this is noted and that Clerk should prepare and report list of outstanding work. ACTION CLERK That the Clerk should write to Councillor J B Williams highlighting the concerns over the state of the roads and the apparent lack of resources available to keep on top of this work. ACTION CLERK
11.2	A465 – Rowlstone Junction (Grid Ref 395276) On the opposite side of the road (before the Pontrilas junction) there is a large bush which requires cutting back as it is obscuring oncoming traffic from vehicles leaving the Rowlstone junction. This has been reported to HC Highways from a number of sources and Kentchurch Clerk has been made aware of the complaint. It has been given a defect number of 01/35927 but as yet no action has been taken. Resolved That this is noted
11.3	Dulas Court (C1213) The ongoing flooding across the road (200yards from DC on the Ewyas Harold side) has been identified as being caused by a collapsed drain. The new gulley installation has therefore been moved to programmed works. Resolved That this is noted
11.4	B4347 – Glen Alva HR2 0JB A severe rut has re-formed at the edge of the road where the hedge was removed. This was reported in June 2008 (defect number 01/27352) and repaired but the lack of a kerb has meant that the area has become rutted again. Resolved That the Clerk should identify this in his outstanding work report. ACTION CLERK

Footpaths

12.1

Footpaths Officer’s Report

EH18 The section from the Dulas road to where it joins EH14 has been closed because the bridge over the Dulas brook has been inspected and found to be unsafe. It is likely to be closed for at least six months awaiting repairs. Walkers can make a diversion via the EH 19 bridleway and EH14.

EH14/18 The Wye Usk foundation has started work on coppicing and fencing along this section of the Dulas brook. The stoning of the muddy area on EH14 should be done at the same time as the repairs to the concrete ford on EH19.

EH13 The stile at the end of School road is unstable. The landowner has given permission for us to replace this with a self-closing wooden gate and Hereford will supply it.

DU10 The signpost on the Dulas road is broken. Another one has been ordered.

LY11 I have heard from Hereford that they will be installing the footbridge on this permissive path north of the railway line early in the new financial year.

Peter Overstall

Resolved

That this noted

12.2

Parish Paths Work 2008/2009

Review of work undertaken within the year.

2 signposts installed
7 stiles replaced or being replaced with gates
450 metres of paths strimmed.
Extra notice board installed

Resolved

That this is noted

12.3

EH17

Metal gate reported 3/3/09 does not need replacing as it is not on the official line of the path.

Resolved

That this is noted

12.4

Ramblers Association

Report dated 18th March identifying defects on footpaths EH4, EH11 and EH13 has been sent to PFO.

Resolved

That this is noted.

Parish Newsletter

13.1

Items for Inclusion

The next issue is due to be printed in May and Councillors were reminded to think about suitable articles and send these to the editor before the next meeting.

ACTION ALL

Councillor P Jinman offered to arrange for an article to be submitted on the work and activities planned for EH Common.

ACTION PJ

Resolved

That this is noted.

13.2

Letters Page

Consideration should be given to the idea of incorporating a Letters page in future issues.

Resolved

That this is noted

Parish Website

It was noted that this still required updating with regards to current news items.

ACTION CLERK + LO.

The Meeting closed at 9.10pm

NEXT MEETING May 5th 2009 in Memorial Hall (Annual Meeting)

Future Meetings June 2nd, 7th July, 4th August