Minutes of the Ordinary Meeting of Ewyas Harold Group Parish Council

held on Tuesday 2nd March 2010

In the Memorial Hall at 7.15 p.m.

Present

Councillor P Sheen (Rowlestone) in the chair

Councillor Mrs M Williams (Rowlestone)

Councillor G James

Councillor Mrs J Webb

Councillor D Harries

Councillor P Jinman

Councillor B Krige

Councillor Mrs M Bradley

Councillor Mrs E Overstall (Dulas)

In attendance:

The Clerk, Cllr J B Williams (from item 7.4)

3 members of the public

Public Forum

Concerns were raised over the lack of information about “Shaping our Future 2026”. Both in notice of the recent road show at the Memorial Hall (24th February 2010) and of methods for recording responses once information was obtained. The deadline of 12th March meant that many people felt that they would be unable to get informed views heard. What did the GPC know of the consultation process and how were they intending to proceed? See item 7.4

Apologies for Absence

Cllrs R Weaver, R Baker

Declaration of Interests

Cllr P Jinman in item 7.31

Minutes

The minutes of the ordinary meeting of the council held on Tuesday 2nd February 2010 were approved without amendment.

4.1

Segonzac Twinning

Clerk has contacted Segonzac to try and resolve possible dates for the return visit but as yet has not received a reply.

“Take your Partners” (handbook on international partnerships) has been obtained which contains useful advice and contacts.
There was a suggestion that further attempts should be made to get a response from the Hereford Twinning Association.

4.2

PAT Testing

This is still outstanding as no local electrician has come forward to undertake this work.

Resolved

That the Clerk should make one more attempt and if unable to find a local electrician this week should contact the original company in Hereford.

ACTION CLERK

4.3

Contractor Advert

Only one response has been received but given the time allowed (3 months) and the catalogue of outstanding work it was decided that a decision was required this evening.

Resolved

That Mr Tim Howells be offered the 12 month contract (subject to satisfying the terms and conditions).

Carried unanimously.

ACTION CLERK

4.4

Dog Fouling Signage

The Dog’s Trust is to be contacted re signage.

Resolved

That this is noted

ACTION PJ

4.5

Parish Freighter

The options raised under item 4.5 of minutes dated 2nd February 2010 were again discussed. Notice was taken of Standing Orders and minutes 9.5 dated December 1st 2009, together with the need to ensure that value for money was being obtained. The letter from Mr John Hook was read out, which identified concerns over the potential loss of this service and how the £15 collection scheme offered by Herefordshire Council would not cover all the services offered through the Parish Freighter (PF).

The following points came up during the discussion:

Waste collected by the PF was only partially segregated into white goods and the rest. It is believed that the majority is therefore disposed of through landfill sites.
The £15 collection service for up to 3 bulky items is not well publicised and hence known.
Green waste will be collected by HC if contained in the green bags (available from Hereford or the local shop/PO in Ewyas Harold for £1 each).
Possible that provision of PF service through EHGPC’s precept is being used by people from outside the community.

Resolved

That a reduced service of 4 collections will be maintained for 2010/11 but that this will be reviewed throughout the year.

That the Clerk should look into setting up these collections as a joint service with adjoining parishes.

That an attempt should be made to log users of this service. Initially ask the contractor and failing this use Councillor volunteers. (Provisionally Cllrs James, Jinman, Krige and Overstall expressed a willingness)

ACTIONS CLERK

That the Council looked at alternative methods with a regard for a greener and more cost efficient system.

ACTION ALL

Recreation Ground

5.1	Monthly Audit. Outstanding maintenance issues as identified in previous reports. (The awarding of the maintenance contract should enable these to be completed within the next few weeks) Double gate to play area has dropped further on its hinges. Pavilion windows need cleaning. Paths require edging and possible weed killer application. (Lengthsman will be asked to undertake this work.) Internal lock for toilet is broken (see item 5.3) Play Area Sign should be replaced. ACTIONS CLERK
5.2	Play Area No items were raised other than in monthly report
5.3	Toilets
	Work on the tiling in the toilet will be carried out in conjunction with the plumber fitting a new stainless steel bowl. The quote for fitting the bowl is still outstanding but is in hand. Prices have been obtained for suitable safety internal locks but the Clerk has now been informed that the doors are rotting and frames damaged. He will get an assessment carried out to see if this will affect the fitting of the locks. Resolved That this is noted ACTION CLERK

Local Security Matters

6.1

Peterchurch Police Station

Following concerns over the possibility that staffing at the police station would cease, it has now been announced by Sgt Tim Dugmore that the station will remain open for the same number of hours but, after completing consultation with the community, the day may change to a Saturday morning.

Resolved

That this is noted.

6.2

Herefordshire Ringmaster

It was noted that only the Clerk seemed to be receiving these alerts.

Resolved

The Clerk should contact PC Chris Griffiths and request for details on how Councillors could register for this service.

ACTION CLERK

Correspondence

	Herefordshire Council
7.1	Register of Electors – Monthly update 1st Feb 2010
7.2	Amey – extension of closing date for customer satisfaction survey to 26th Feb 2010
7.3	Letter from Deputy Chief Executive requesting feedback on impact of winter weather.
7.4	Cllr Beris Williams – Response to email from Clerk re “Shaping our Place” meetings. There have been concerns raised, via phone calls, emails and the Public Forum item, over the lack of information regarding the Shaping our Future consultation process. Cllr J B Williams was invited to join the discussions on what had or had not happened and what actions should be now taken by the GPC. It would appear that information was made available through publications such as the Hereford Times and Herefordshire Matters but no direct contact was made to the GPC or the community. Ward Councillors were aware of the road show on the 24th February but not that this information had not been widely disseminated. It was accepted that the Parish Plan should be the point of reference for the GPC but it was important that individual views from the community were fed into documents resulting from the consultations.
	Resolved That the Clerk should send a letter of complaint re lack of appropriate communication. The letter should also ask for an extension to the deadline so that a public meeting could held in Ewyas Harold with a representative from the Future Planning department of HC attending. That the Clerk should consult with Councillors and book an additional public meeting at the Memorial Hall before the deadline of 12th March 2010. The aim of this would be to ensure that responses were recorded in case an extension was not granted. ACTIONS CLERK That notices/banners should be produced (or obtained from MCC) to ensure adequate promotion for the public meeting(s). Cllr Beris Williams was asked if he would contact Mr Peter Yates of Forward Planning to support the requests and complaints of the GPC.
7.5	Anthony Bush – Emergency Co-ordinators’ Evening, 22nd March Councillor R Baker has already registered as EHGPC’s co-ordinator. Resolved That this is noted
7.6	Funding Directory – 23rd Edition
7.7	Parish Paths Partnership – Returns and 2010/11 application form (return by 31st March 2010) Resolved That the Clerk will complete these with the FPO ACTION CLERK

	Local Council Associations/SLCC
7.8	SLCC Practitioners’ Conference, 26th-27th Feb 2010
7.9	SLCC Herefordshire Branch AGM, 16TH Feb 2010
7.10	SLCC Playground Safety (CPD course), 20th April 2010 Resolved That Clerk should identify this on the training bursary list. ACTION CLERK
7.11	NALC – Standing Orders for Local Councils 2010 Resolved That Clerk should purchase latest version for approval at later meeting. ACTION CLERK
7.12	HALC Accounts 2008/2009 plus explanations of perceived anomalies
7.13	NALC – Development Strategy and Business Plan 2010-2015 – Consultation paper
7.14	SLCC – Cemetery Management (CPD course), 24th March 2010
7.15	HALC – Info Corner 26.2.10 Copies given to Councillors
	Other
7.16	NSPCC – Helpline poster
7.17	PC Chris Griffiths – Golden Valley Newsbeat, Feb 2010 Copies given to Councillors
7.18	Ringmaster – January crime trends for Golden Valley
7.19	Bob Davies – Link to new Channel 4 series on village life/city life (inputs requested)
7.20	PC Chris Griffiths – Suspicious vehicle in Madley area
7.21	Information Commissioner – Reminder to renew registration under Data Protection
7.22	Rural Services Network – offer of free membership
7.23	Spring Workshops at Hereford Museum Resource + Learning Centre (poster)
7.24	PC Chris Griffiths – Red Nissan Pick-up
7.25	Sian Murcott – Poster request for Spring Sale in aid of Haiti
7.26	Chris Bray – Request for Memorial Hall annual grant.
7.27	Malcolm Walker – Shaping Our Place(planning options for Hereford 2026) – 7.30pm 24th Feb, Black Swan, Much Dewchurch Resolved That this was noted under item 7.4
7.28	Ringmaster – website for faqs www.askthe.police.uk
7.29	Ringmaster – Graffiti - Not in Herefordshire campaign
7.30	John Hook – Concern over consideration to end Parish Freighter service. Resolved That this was noted under item 4.5
7.31	Correspondence between Clerk and Mr Ian Hart re refused retrospective planning for structure near Weavers Cottage. It was noted that an enforcement notice was due to be issued in February and that the applicant had from 28 days to 8 weeks in which to appeal (this corresponds to date that notice takes effect and is determined by HC Planning). Resolved That the Clerk should clarify what the enforcement notice required of the applicants. ACTION CLERK
7.32	Tim Howells – Expression of interest in role of maintenance contract Resolved That this was noted under item 4.3
7.33	Local Government International Bureau – “Take your Partners” (handbook on international partnerships) Resolved That this was noted under item 4.1
7.34	Ann Bradley – Offer of booking dates if required for “Shaping our Place” public meeting. Resolved That this was noted under item 7.4
7.35	Copy email string from Sergeant Tim Dugmore re Peterchurch Police Station Resolved That this was noted under item 6
7.36	Copy email from Bob & Angela Curtis re “Shaping Our Place” Resolved That this was noted under item 7.4
7.37	Spinal Injuries Association – Request to display poster re “The Great British Fish & Chips Supper”
7.38	Martin Roper – Rates for this year’s grass cutting and Lengthsman contracts. Resolved That this is noted

Lengthsman Scheme

8.1

Lengthsman work undertaken in February.

Date	Work	Hours
18/2	Check drains, gulleys and slips – clear as required	280/60
19/2	Repair Rowlestone sign and check drains on U74400/Abbey Dore Road	180/60
26/2	Clear out ditches on C1219 and U74418 in Rowlestone	596/60

	TOTAL	1056/60

Resolved

That this is noted and approved

Financial Report

9.1

Payments for approval

Clerk salary	£	540.50
Stationery/Office Expenses	£	18.45
Clerk postage	£	3.13
Clerk travel	£	9.62
HM Inland Revenue (PAYE £10.00 NI £9.21 employee £10.71 employer) Credit of £71.53 therefore employer NI not paid	£	19.21
Amey Wye - Road sweep Feb 10	£	70.50
Golden Valley Insurance – Newsletter printing	£	80.00
Welsh Water – water usage to 10/2/2010	£	77.83
Ewyas Harold Memorial Hall – booking charges 2009/2010	£	220.00
Ewyas Harold Memorial Hall – parish freighter charges 2009/2010 (Sept, Nov, Feb + Mar)	£	140.00
Ewyas Harold Memorial Hall – Annual donation	£	100.00
Information Commissioner – Data Protection registration	£	35.00
Martin Roper – Lengthsman work February	£	318.88
Martin Roper - Waste collection February	£	80.00

9.2

Balances as at 2nd March 2010

NatWest Current account

3,643.78

Unpresented cheques

nil

Cheques/cash to be credited

50.00

NatWest Business Reserve

6,291.33

Alliance + Leicester Current account

601.51

Alliance + Leicester Deposit account

5,274.77

Total cash assets

Consisting of:

15,861.39

Precept funds

14,593.68

Lengthsman Scheme

Balance available but not yet claimed

1,273.50

Administration charge outstanding

21.17

Available funds for remainder of financial year

(annual allocation £2,547.00)

1,396.89

144.56

Parish Path Funds

669.40

Parish Plan Funds

453.75

9.3

Payments Received

Village Shop/PO – Newsletter advertisement	£	25.00

9.4

Budget Adjustment

Transfer £68.49 from budget code 2 (Insurance) to budget code 13 (Water)

Resolved

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

Carried unanimously

Planning

10.1

DMSW/093115/F

Notice of Planning Permission

Site:

Lincoln House, Walterstone, Herefordshire. HR2 0DT

Description:

Erection of steel frame agricultural building to be used as a dry muck store

Resolved

That this is noted

10.2

DMSW093293/F

Notice of Planning Permission

Site:

Rowlestone Court Farm, Pontrilas, Herefordshire. HR2 0DW

Description:

To cover existing silage pit and use as a covered manure store

Resolved

That this is noted

10.3

Planning Application DMSW/100325/F

Site:	Land adjacent to Oldfield House, Ewyas Harold, Herefordshire. HR2 0ES
Description:	Proposed new dwelling
Application Type:	Planning Permission
Applicant:	Mr N Lloyd, Oldfield House, Ewyas Harold, Herefordshire. HR2 0ES

Resolved

That the GPC has no objections to this application

Road Maintenance and Related Matters

11.1

General Maintenance

It was noted that the problems with road surfaces had probably reached such a state that the maintenance teams could not cope.

Resolved

That the Clerk should write to Highways and ask what structured plan was in place for the County and how the reporting system is working when it is inundated with requests?

That the Clerk should highlight concerns that precious resources were being wasted because the poor quality of repairs to the roads meant that they required re-reporting as a new fault within less than a month.

ACTION CLERK

11.2

Footbridge Lower Cefn Lane (Grid Ref 3362-2302)

Footbridge across brook which forms part of the highway has been reported as having cracks. Was identified as requiring a safety check as it crosses deep water and is the only means of pedestrians crossing.

Resolved

That Clerk should ask for a copy of the safety report

ACTION CLERK

12.1

Footpaths Officer’s Report

Nothing to report this month

12.2

Footpaths Map

Still waiting for news on availability of new digital map

Newsletter

Articles identified for next issue

Ewyas Harold School
Parish Freighter
Peterchurch Police Station
Shaping Our Place
Condition of Roads
Information Signs on EH Common (Community Commons)

Parish Website

Nothing to report

The Meeting closed at 9.15pm

Chairman

Date

NEXT MEETING April 6th 2010 at Rowlestone Village Hall

Future Meetings :

May 4th – Annual Meetings

June 1st