Present

Councillor P Sheen (Rowlstone) in the chair

Councillor B Krige

Councillor Mrs J Webb

Councillor P Jinman

Councillor D Harries

Councillor Mrs M Bradley

Councillor Mrs E Overstall (Dulas)

Councillor W Preece (Dulas)

In attendance:

Councillor J B Williams (Pontrilas ward)

The Clerk

1 member of the public

1

Apologies for Absence

Councillors R Weaver, R Baker, G James and Mrs M Williams

2

Declaration of Interests

None declared

3

Minutes

The minutes of the ordinary meeting of the council held on Tuesday 2th June 2009 were approved with the following amendment:

Item 1 Councillor Mrs J Webb should be added to apologies for absence

4.1

Quality Council Status

Apologies have been received from HALC and a new signed certificate will be printed and sent out this week.

Resolved

That this is noted

4.2

Power of Well Being (See appendix 1)

This part of the 2000 Local Government Act enables parish councils to cut out red tape and undertake projects for the local community which previously had to go through Unitary Councils or Central Government

To enable EHGPC to be eligible it is necessary for:

• At least 80% of Councillors to have received training. This can be done within the Parish by booking a 2 hour presentation from HALC (Normal cost £100 but this has been waived as a compensation for the problems with issuing quality certificate)
• EHGPC to produce a Statement of Intent to Communicate (HALC have model statement which can be modified)
• Clerk to complete extra module on CiLCA (Information for portfolio will be provided at same presentation as for Councillors.
• Other conditions have already been met through attaining QC status

Resolved

That the Clerk should draw up a list of suitable dates so that EHGPC Councillors and Clerk can undertake necessary training.

ACTION CLERK

4.3

Twinning with Segonzac -update

• Meeting with Helen Jones (Anglo French Community)

• Provisional arrangement for return weekend visit in November 2009 by up to 4 couples from Segonzac.
• Segonzac Newsletters (6) for distribution
• Gift of wine (could be used for future public meeting)

• Peterchurch feedback

• Parish Council have identified their Clerk as the point of contact
• Two expressions of interest so far

• Schools

• EH Primary hopefully will set up link
• No positive feedback so far from Kingstone High School

Resolved

That Councillor Mrs J Webb should liaise with school

ACTION JW

Resolved

That public meeting should be arranged (provisionally set for September 14th at 7pm)

That involved members of the Council should arrange a meeting in August to discuss aims of September meeting and the way forward.

4.4

Freedom of Information Act

The initial policy for document retention was presented. (See appendix 2)

Resolved

That this policy should be adopted.

4.5

Risk Assessment

The following modifications were made to the annual risk assessment (see appendix 3):

• Public Liability (statutory) Increase cover to £10m
• Employers Liability (statutory) Increase cover to £10m
• Fidelity Guarantee (statutory) Increase cover to £100k

• Property Continue with existing cover  increasing excess to £250

• Hirer’s Indemnity Obtain cover of £2m
• Loss of data on PC due to system fault, fire or theft. Auto back up data on-line

Resolved

That the assessment is approved.

4.6

Sustainability Communities Act

There was a discussion on possible legislation that could be enacted under this Act. There was support for the suggestion of protection for volunteer workers, and examples of how this might affect conditions of service were provided by Councillor R Baker (see appendix 4).

Resolved

That the following legislation to be included: “The same rights should be afforded to volunteers as to employees of Public Sector employers”

That this statement together with examples of possible benefits should be sent to HC.

ACTION CLERK

4.7

Pavilion Booking

The current system for booking the pavilion which gives priority to the Cricket and Football Clubs, can lead to problems with other bookings if the Clerk is not provided with fixture lists in advance.

Resolved

That Clubs should be made aware that they have a responsibility to ensure that they keep the Clerk informed of their booking requirements.

ACTION CLERK

Payments for use of facilities

• EHFC - Clerk passes on electricity and water costs
• EHCC - Send payment of £6 per home match but at end of season to allow for cancellations. Appears that no payment has been made since 2006 (£78)
• Private users - £15 per booking
• Local school and playgroups (mainly sports days)  - free of charge

Resolved

That the Clerk should inform the Cricket Club of the arrears in their payments.

ACTION CLERK

That charging rates are reviewed at the next Council Meeting.

4.8

EH Village Notice Board

Concrete posts 42” apart and 24” high in situ therefore does not appear to be a problem with installation of replacement.

Likely costs

Metrosigns (Delivery £35)

• 60h x 90w (approx A1) £575 (inc posts)
• 90h x 120w (approx A0) £695 (inc posts)

(Signs of the Times (Delivery £40-£45)

• 60h x 90w £570 + del
• 90h x 120w £725 + del
• Posts £92.61 (mild steel) £108.00 (stainless steel)

Resolved

That Clerk should obtain quotes for sign only part lockable to allow use by the community as well as EHGPC.

ACTION CLERK

5

Recreation Ground

6

Local Security Matters

• Newsbeat – Copies of June and July issues to Councillors

• Firearms - Three individuals were found to be discharging high velocity air rifles on the Common after dark.

Resolved

That this is noted

7

Correspondence

8

Lengthsman Scheme

8.1

Lengthsman work undertaken in June

Resolved

That this is noted and approved.

9

Financial Report

9.1

Payments for approval

9.2

Balances as at  7th July 2009

9.3

Payments received

Resolved

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

10

Planning

10.1

Application number DCSW2009/1018/F

Resolved

That EHGPC has no objections to this application

10.2

Application number DCSW2009/1049/F

Resolved

That EHGPC has no objections to this application

10.3

Application number DCSW2009/1092/F

Resolved

That EHGPC has no objections to this application

10.4

Application number DCSW2009/1098/F

Resolved

That EHGPC has no objections to this application

10.5

Application number DCSW2009/1215/F

Resolved

That EHGPC has no objections to this application

Comments.

It is noted that the development is outside the settlement boundary.

It is noted that the development is on the skyline and overlooking the Black Mountains.

10.6

Application number DCSW2009/1259/F

Resolved

That EHGPC has no objections to this application

Comments.

It is important to ensure that the type of brick used in the construction is in keeping with the centre of a historic village.

To tie the property into the centre of the village, it would be a good idea to get the developer to build a boundary wall in stone. This would connect with the existing stone wall of Hazelwood and on the other side with the stone of the Temple.

10.7

Application number DCSW2009/1018/F

Notification of Planning Permission

Resolved

That this is noted.

10.8

Application number DCSW2009/1813/E

Notification under Electricity Act 1989 – Herefordshire Council make no objections

Resolved

That this is noted.

11

Road Maintenance and Related Matters

Suspension of Standing Orders

It was moved by the Chairman that Standing Orders should be suspended to allow all agenda items to be discussed.

Carried unanimously

12

Footpaths

12.1

Footpaths Officer’s Report                                

DU 10. The finger post has now been replaced.

EH18.  The gate opposite Golden Grove has been cleared and a new two-way finger post installed.

EH 33. The stile is broken where the path crosses the track leading to Paradise cottage. The landlord has agreed for this to be replaced by a metal gate.

Peter Overstall – July 2009

12.2

Bridleway through Great Walk Mill

There is an electric cable across this bridleway which people using this route have to step over.

Resolved

That the Clerk reports this to the FPO.

ACTION CLERK

12.3

Church Lane

It was reported that the gate at the end of this lane (installed within the last few weeks) was greatly appreciated.

Resolved

That this noted

13

Parish Newsletter

• The next Newsletter is due for publication in September and Councillors were reminded that consideration should be given to suitable articles for inclusion.

Suggestions

• Current School Exhibition
• Flicks in the Sticks launch as an independent promoter from 6th November 2009.

• To maintain future publications in colour it would be necessary to obtain extra revenue through advertisements and it would be helpful to the volunteer editor if EHGPC would consider taking on someone with this express role.

Resolved

That this is noted

14

Parish Website

• Notice Board has been established in the right hand column of the home page.
• Freedom of Information page continues to be populated

Resolved

That this is noted

15

Items for Future Discussion

• Review of Financial Regulations
• Discuss the possible future invitation of Local or Euro MP
• Youth Facilities
• Pavilion Bookings

The Meeting closed at 9.40pm

Chairman

Date

NEXT MEETING                                       August 4th 2009

Future Meetings

September 1st

October 6th (Rowlstone)

November 3rd

December 1st

Appendix 1

The Well Being Power was introduced in 2000 to increase local authorities' capability to act on behalf of their areas. It allows principal local authorities in England and Wales to do anything they consider likely to promote the economic, social and environmental well-being of their area unless explicitly prohibited elsewhere in legislation.

The Local Government and Public Involvement in Health Act 2007 will provide a number of new powers to town and parish councils, the most significant of which is the power of wellbeing. The power of wellbeing will provide town and parish councils with a general power to spend on any activity which adds to the wellbeing of its community. There will be new criteria which each council will have to meet if they wish to exercise the power.

The extension of the power of well being to the first tier of local governmentis a significant achievement, allowing councils to operate for the benefit of their communities outside previous legislative restraints.

With the use of this power EHGPC may be able to address local issues which have so far met with inaction at unitary level due to funding/staffing shortfalls.

Appendix 2

Appendix 3

Appendix 4

Protection of Voluntary Workers

1. Persons who provide a service in the voluntary sector should not be disadvantaged in any way financially for undertaking the role. There should be agreed mileage and subsistence rates that provide the volunteer with a realistic return on their investment of time and effort. This financial support should extend to accidental damage to vehicles, equipment or clothing whilst undertaking their role as volunteers for the organisation.

2. Volunteers should be provided with accident insurance that will provide a reasonable sum to cover loss of earnings should the volunteer become incapacitated due to an accident occurring in the line of duty. This insurance should also provide a death in service for the volunteer’s next of kin or spouse.

3. Volunteers should be provided with the appropriate personal protective equipment that would enable them to carry out their role in safety. Volunteers with regard to Health and Safety legislation should treated as employees as far as providing a safe working environment.

4. All volunteers should have free and unrestricted access to occupational health services as appropriate. There should not be a differential between employed persons and volunteers for health support in the line of duty.

5. Volunteers although not employees of an organisation should be treated fairly and no discrimination should be allowed between persons undertaking similar roles or undertaking tasks set by the organisation.

Appendix 5

Community First Responder Report

Hereford and Worcester Ambulance Service was taken over by West Midland Ambulance Service in 2007 around the time Ewyas Harold GPC got involved. At that time there was a good Community Response Manager at Hereford. At that time there was a good Policy and Procedures Agreement that detailed the relationship between the Ambulance Service and the CFRs, clearly laying out what the Ambulance Service would provide (insurance, occupational health cover, support, equipment and protective clothing) and what they expected from the CFRs from the point of view of behaviour, training, uniform, equipment, fund-raising.

Since 2007 we have seen the steady removal of material support for CFRs from WMAS. Although they protest they are 100% behind us, they:

• no longer provide any uniform, not even high visability jackets which are an important safety item.
• no longer provide occupational health care in spite of the fact that Hep B injections are required for the job we do,
• only pay mileage at 20p per mile which is half what HM Revenue and Customs allows. The Ewyas Harold Group covers a wide geographical area. We are often called out to 16 – 20 mile round trips.
• expect CFRs to continue to provide over £2,000 for the purchase of each medical equipment bag, but in addition they expect CFRs to fundraise for the items they are ceasing to provide AND IN ADDITION anything else that WMAS may deem necessary in the future.

We have been asked to sign an Agreement (copy attached) which has not been consulted. This agreement seeks to replace the former agreement with Hereford and Worcester Ambulance Service, but its own text states that it is not a legal document.

We have been told that if we do not sign it, we shall have to resign. We have been told that “it protects us” but it does not seem to do any such thing. We are currently negotiating with WMAS regarding this document and we need the support of the GPC.