Minutes of the Ordinary Meeting of

Ewyas Harold Group Parish Council

held on Tuesday 7th June 2011

in the Recreation Ground Pavilion, Ewyas Harold at 7.15 p.m.

Present

Councillor Mrs J Webb (Dulas) in the chair

Councillor R Weaver

Councillor M Wrigglesworth

Councillor S Clayton (Rowlstone)

Councillor A Burgoyne

In attendance:

The Clerk,

2 members of the public

County Councillor Graham Powell

Apologies for Absence

Cllrs P Jinman, R Baker and P Baker.

Declaration of Interests

None declared

Minutes

The minutes of the annual meeting of the Council held on Thursday 12th May 2011 were approved without amendment.

4.1

Parish Plan

Questionnaire release delayed - not likely until July

Depending upon the level of response it has been identified that the final cost could be higher than that identified and approved on 28th May 2011. It is possible that the contingency could cover the extra cost but the GPC are aware that extra funds may need to be found.

Resolved

That given the importance associated with the Plan the GPC will use reserves if necessary to meet any extra cost.

Proposed: Cllr A Burgoyne

Seconded: Cllr S Clayton

Carried unanimously

4.2

Superfast Broadband

Standing Orders were suspended to allow C Cllr Powell to make a brief presentation.

Tender process is in progress with a pre-qualification questionnaire out with potential bidders. This should be concluded by mid July 2011.

The current tender will cover the period up to 2018
First phase will cover South Herefordshire and Gloucestershire
Entire contract for the two counties will have a value in the order of £50m with the bulk of this coming from the service provider.
First intention is to cover areas where there is currently no broadband coverage.

Timetable:

100% access of 2Mbps in the Phase one area through 2013
100% access to 2Mbps in the Phase two area through 2015
100% access to Superfast Broadband in the Phase one area through 2015
100% access to Superfast Broadband in the Phase two area through 2018

Meeting on June 6th was for the 17 PCs in the Phase 1 area. It is important that the need for the service is demonstrated. To this end local surveys will be run by each PC (Cllr P Baker will provide details)

4.3

Memorial Hall – Air Cadets Development

Update

GPC will be identified as the Custodial Trustees (as for Hall)
M Hall Management Trustees will be identified as point of contact
Lease is now in hands of solicitors

4.4

Bank Signatories

Form completed and will be sent off once all identification paperwork has been received.

4.5

Capital Projects

Path extension and heating/lighting for pavilion

Tender notices have been placed on notice boards and will appear in Hereford Times next week. Details will be sent out to any suitable contractors expressing an interest.

Cllr R Weaver raised the possibility of a simpler specification for the footpath extension.

Resolved

That this is reviewed as an agenda item in July

4.6

Public Audit Consultation

Councillors were given briefing details of the consultation paper on the need to provide safeguards on public expenditure following the abolition of the Audit Commission.

Resolved

That, if the GPC wanted to give a response to questions 42-50, these should be with the Clerk by 23rd June 2011.

ACTION ALL

Public Forum

Notice Boards

Old notice board is in a very dilapidated condition and there is no control over the notices that appear. It was questioned whether the GPC were still taking responsibility.

Road Sweep

It appeared that the bi-monthly road sweep did not take place at the beginning of June. Besides the GPC clarifying the situation it was suggested that a signed chitty be requested.

Longtown GPC

Alan Lavers (Chair) introduced himself to the meeting and raised the possibility of a joint approach on the state of local roads. (Conversations have already taken place between Chairs and Clerks – see agenda item 16.2)

County Councillor

C Cllr Graham Powell used this section to make the GPC aware of his first month in office and his immediate intentions (agenda item will be included at future meetings)

New cabinet and Leader now in place.
Has spoken to Amey re lack of feedback. They are releasing a new map based logging system to hopefully improve matters.
Would like each PC to identify their 3 most pressing problems so that a more pro-active approach can be made.
Wants to ensure that a reliable system is in place for the supply of road salt next winter. There is a planned pilot self help scheme and Cllr Powell has asked that Golden Valley South is included.
Another meeting with Amey to take place on 7th July
Locality Working – has informed Anthony Bush that this is not clear or well phrased
Meeting with Jane Thomas to discuss Affordable Housing in the area
Seminar on 24th June on Living Villages (sustainability)
Major decisions to be made by cabinet during next month
Future of Schools Music Service
Future of Mobile Libraries (likely to be lost and replaced by delivery service for vulnerable people only).

Local Security Matters

Local incidents identified through Golden Valley Bulletin:

16th May – Theft of overhead power cables in Kentchurch.

17th May – Blue flat truck with 3 male occupants entered farmyard in Kentchurch and made off when challenged.

19th May – Failed attempt to steal diesel from a lorry in Pontrilas (3 males in green vehicle with registration similar to S337***).

24th May – Earthing cable stolen from garden centre site in Pontrilas.

Footpath hand rail on bridge over brook (EH32) has been vandalised – see agenda item 17.3

Councillor Co-option

There have been no expressions of interest with regards to co-options for the 5 vacancies resulting from the May elections.

Meeting Dates

Given the difficulty of ensuring that the GPC was quorate, the possibility changing meetings from Tuesday evenings was discussed. However, it was agreed that for the immediate future there should be no change to scheduled meetings, but that this would be reviewed if necessary.

Risk Assessment

Annual risk assessment was discussed and approved (see appendix 1)

Sub-Committees

Councillors were in receipt of Cllr R Baker’s suggestions for areas that could be considered as benefitting from the establishment of committees.

Resolved

That this item be carried forward to the July meeting when it is hoped that more members will be present.

Recreation Ground

11.1	Monthly Audit. Discarded cricket mat needs to be removed. Roller has been left so that it is interfering with grass cutting. Bleach containers still present by pavilion. (These contained water but have now been removed) Previously reported bearing on roundabout, although noisy, appears to be sound and no action is required. More fencing posts on the boundary with the brook have rotted off. (see item 11.4) ACTIONS CLERK
11.2	Pavilion Improvements and Shared Use
	Cllr R Baker has contacted EHFC with regards to their earlier interest in pavilion improvements, and requested outline notes on their proposals. This subject will be raised as an agenda item in July.
11.3	Mole Trapping Second quote for trapping has not been obtained.
11.4	Fence Repair
	Cllr P Baker has advised that it would be more cost effective to replace the fence in its entirety rather than repair the gaps. Cllr S Clayton will provide the Clerk with specifications for the boundary fence replacement so that prices can be obtained. ACTION SC

Correspondence

	Herefordshire Council
12.1	Planning – Response re Dineter Wood application See agenda item 15.2
12.2	Anthony Bush – Flyer on Wye Valley NHS Trust road show
12.3	Amey Herefordshire – update on speed limit review See agenda item 16.5
12.4	Anthony Bush – Broadband update See agenda item 4.2
12.5	Anthony Bush – Briefing notes and cabinet papers on Locality working Briefing paper given to Cllrs Cabinet papers on subject (approximately 10 pages each available if required) Responses by July 31st See C Cllr Powell’s comments under Public Forum section.
12.6	Anthony Bush – Briefing note on Herefordshire/Gloucestershire Broadband project See agenda item 4.2
12.7	Register of Electors – Monthly update

	Local Council Associations/SLCC
12.8	SLCC – The Clerk – May 2011
12.9	HALC – Booking forms for training courses in May/June 2011 Cllrs were made aware of current courses available.
12.10	SLCC - Publications flyer
12.11	HALC - New Councillor Packs Clerk will collect packs when available
12.12	NALC – Councillors’ Notification under Data Protection Act 1998 – Legal Briefing L04-11 Mostly covered through GPC’s registration but important that Cllrs who process personal data (retaining or carrying out any operation on the data), clarify whether they need to register as individuals under the Act.
12.13	HALC – Charter between Parish/Town Councils and Herefordshire Council Draft has been produced for consideration (comments by Aug 26th) Protocol outlining procedures for requesting devolved services to be circulated in the near future. Resolved That this item be carried forward to the July meeting when all information will be in place.
	Other
12.14	Community First – E-Bulletin 13/5/11
12.15	Community First – Membership pack
12.16	Brian + Marion Jones – Speed restriction extension request for B4347 See agenda item 16.5
12.17	EHPCC – Acknowledgement of donation to river wall repair
12.18	Ringmaster – South Herefordshire and Golden Valley Bulletin 18/5/11 See agenda item 6
12.19	Bank of Ireland – Details of parish council account facilities
12.20	Cllr Graham Powell – Reminder of broadband meeting on 6th June 2011
12.21	Ringmaster – South Herefordshire and Golden Valley Bulletin 24/5/11 See agenda item 6
12.22	Community First – E-Bulletin 26/5/11
12.23	Hereford Times – Quote for tendering advert
12.24	Cllr Graham Powell – Broadband update See agenda item 4.2
12.25	Ringmaster – South Herefordshire and Golden Valley Bulletin 1/6/11 See agenda item 6
12.26	Hereford Museum John Piper – Creative Partnerships – poster for exhibition 25 June to 31 August 2011
12.27	Hereford Cider Museum Thomas Andrew Knight – His life and work – poster for exhibition 2 June to 31 October 2011

Lengthsman Scheme

13.1

Lengthsman work undertaken in May.

Date	Work	Hours
5/5	Spray verges in village centre	15 litre
12/5	Verge cutting Gilberts Wood and Priorsfield	30/60
14/5	Verge cutting M Hall to A465
	Verge cutting Pontrilas and Rowlestone entrances	100/60
20/5	Clear visibility fences in Rowlestone	70/60
26/5	Verge cutting Gilberts Wood and Priorsfield
	Verge cutting Lower House and around Church	90/60
30/5	Clear visibility fences in Rowlestone	30/60
		320/60

Resolved

That this is noted and approved

Financial Report

14.1

Payments for approval

Clerk salary	£	559.51
Stationery/Office Expenses	£	18.62
Clerk postage	£	16.11
Clerk travel	£	19.23
HM Inland Revenue (PAYE £0.20 NI £0.00 employee £0.00 employer)	£	0.20
Amey Wye – Road sweep April 2011	£	147.18
Hereford Times (advert for tenders - £56 + vat) [repayment to Clerk]	£	67.20
Martin Roper – Lengthsman work in May	£	125.52
Martin Roper – Waste collection in May	£	61.26
Martin Roper – Grass cutting in May	£	259.20

14.2

Balances as at 7th June 2011

NatWest Current account

3,539.23

Unpresented cheques

360.00

Cheques/cash to be credited

25.00

NatWest Business Reserve

13,716.07

Santander (A + L) Current account

5,394.85

Santander (A + L) Deposit account

42.84

Total cash assets

Consisting of:

22,357.99

Precept funds

17,223.98

Lengthsman Scheme

Balance available but not yet claimed	£	2,547.00
Claimed payment outstanding	£	635.50
Administration charge outstanding	£	233.48
Available funds for remainder of financial year (annual allocation £2,547.00)	£	2,614.55

-334.47

Parish Path Funds

2,935.90

Parish Plan Funds

2,532.58

14.3

Payments Received

Parish Paths Payment 2011/12	£	2,300.00
VAT Reclaim	£	948.62

Resolved

That the monthly financial statement is accepted and that payments are made

Carried unanimously

Planning

15.1

Planning Procedures

It was decided that the review of the current process for evaluating applications should be moved to the July meeting.

15.2

Dineter Wood application (Agricultural Building)

It was noted that no application had been made, but that in line with previous communications the planning authority did not intend to pursue enforcement action. This was on the grounds that the application would have been approved. It was suggested at the meeting that the only recourse would be if problems arose in the future that could be directly attributed to this development.

Road Maintenance and Related Matters

16.1	Priorsfield Parking
	It was reported that, during football matches, spectators/footballers are parking on both sides of the road and as such are impeding emergency access Resolved That Clerk reports this to EHFC ACTION CLERK
16.2	Dulas Road (C1213)
	There has been a request from Longtown GPC re a joint approach to improving the state of this road surface. This will be discussed in details at the July meeting
16.3	B4347 Bridge Damage Several coping stones have been dislodged on the bridge by the surgery, probably after being struck by a vehicle. Resolved That the Clerk reports this to Highways. ACTION CLERK
16.4	Overhanging Hedges The previously reported overgrown hedge at Elmbridge has still to be cut back. Resolved That the Clerk should inform Amey ACTION CLERK
16.5	Speed Limit (B4347) The county-wide review was due to be completed at the end of May 2011 and submitted to Herefordshire Council. As yet no further communications have come to the Clerk. A request has been received (agenda item 12.16) asking the GPC to consider requesting extending the speed limit zone towards Abbey Dore as far as the summit of the hill and the junction to EH Common. It was noted that such alterations have proved difficult to achieve. Resolved That the Clerk should respond and note Mr + Mrs Jones’ concerns, and pass on a copy of their letter to Andrew Lee Jones (HC) ACTION CLERK
16.6	B4347 Brook Wall
	It was reported that there has been as build-up of soil along the base of the wall from the temporary repair to the bridge and that this is impeding drainage. It was also noted that the wall in this area is in need of repointing. It was suggested that this work could be undertaken at the same time as the permanent wall repair. Resolved That the Clerk reports these faults to Highways. ACTION CLERK
16.7	Rowlstone Bins
	Cllrs were made aware of the overflow around the waste bins on the Rowlstone Road. Resolved That the situation should be monitored and reported back to the GPC ACTION ALL
16.8	Road Sweep
	There have been concerns that, following the change to the bi-monthly sweep, some side roads are no longer being swept. Cllrs are aware of that this will be the case as these do not form part of the contract, but will discuss these concerns at the six monthly review.

17.1

Footpaths Officer’s Report

No report this month

17.2

Gatepost EH2

This has rotted way and the gate is now unusable. Defect has been reported to the Footpaths Officer.

17.3

Handrail EH32

Cllr Wrigglesworth has agreed with the Footpaths Officer that, as a contribution to the community, he will replace this in metal at no cost.

Newsletter

Cllrs were reminded to provide contributions to the current editor (Cllr R Baker) by June 20th.

Parish Website

No report this month

Matters for Future Discussion

Sub-committees
Planning process
C Cllr slot
Dog Fouling Signs
Footpath extension specifications
Pavilion Improvements/Usage
Notice Boards

The Meeting closed at 9.20pm

Chairman

Date

NEXT MEETING July 5th 2011 at Ewyas Harold Pavilion.

Future Meetings : Aug 2nd Sept 6th

Appendix 1

Ewyas Harold Group Parish Council – Risk Assessment 2011
Service Area	Risk	Recommendation
Insurance	Public Liability (statutory)	Continue with existing cover (£10m)
	Employers Liability (statutory)	Continue with existing cover (£10m)
	Money (statutory)	Continue existing cover (£250K)
	Fidelity Guarantee (statutory)	Continue with existing cover (£100k)
	Property	Continue with existing cover and excess of £250
	Hirer’s Indemnity	Continue with existing cover (£2m)
	Play Area	Continue with existing cover.
	Legal expenses (statutory)	Continue with existing cover
	Loss of revenue.	Not covered.
	Officials Indemnity.	Continue with existing cover (£250K)
	Libel & Slander	Continue with existing cover (£250K)
	Personal Accident.	Continue with existing cover
Administration	Loss of data on PC due to system fault, fire or theft.	Back up data on daily basis Auto back up data on-line Continue to maintain up-to-date software including appropriate internet and PC security
	Loss of data on PC due to loss of services of Clerk	All records stored within folder Ewyas Harold which is not password protected
	Loss of services of Clerk.	Immediately advertise any vacancy (if permanent loss) and request help from HALC to cover temporary loss.
	Payment arrangements	Continue with requirement to report all payments to Council for approval. Continue with requirement for signatories to initial cheque stubs.
	Loss of signatories	Continue with system of ensuring at least 4 members are registered as signatories
	Reconciliation	Continue with bank reconciliation to be carried out on the receipt of each statement.
	Agency advice	Continue with memberships of HALC and SLCC.

Administration	Data protection	Ensure annual registration with Information Commissioner
Allotments		Not applicable
Cemetery	Adequate upkeep	Continue with current level of donations towards churchyard upkeep
	Memorial Safety	Carry out annual safety testing on artwork at St John Kemble Chapel.
Precept	Annual precept not the result of proper detailed consideration.	Continue to present budget to full council for detailed consideration.
	Inadequate monitoring of performance.	Continue to regularly consider budget monitoring report (six monthly).
Accounting	Non-standard and/or non-compliant records kept.	Continue to require adequate, complete and statutory financial records and accounts
	Non-compliance with statutory deadlines for the completion/approval/submission of accounts and other financial returns.	Continue to ensure that all accounts and returns are completed and submitted by the deadlines.
	Non-compliance with internal audit requirements.	Appoint internal auditor
Contracts	Ensure continued value for money coupled with continuity of work.	Approve the practice of seeking tenders for grounds maintenance every three years by advertising in local press and issuing specifications and tender documents to contractors expressing an interest. Tenders to be opened by the Chairman and Clerk and reported to next available Council meeting.
Safety	Ensure safety of users of Play Area and Recreation Ground	Continue with annual RoSPA inspection Continue with weekly inspections by Councillors
	Ensure fire safety of buildings used and owned by GPC	Carry out fire risk assessments as per regulations