Minutes of the Ordinary Meeting of Ewyas Harold Group Parish Council

held on Tuesday 3rd November 2009

In the Memorial Hall at 7.15 p.m.

Present

Councillor B Krige in the chair

Councillor Mrs M Williams (Rowlstone)

Councillor D Harries

Councillor G James

Councillor Mrs J Webb

Councillor R Weaver

Councillor P Jinman

Councillor R Baker

Councillor Mrs M Bradley

Councillor Mrs E Overstall (Dulas)

In attendance:

The Clerk , Councillor J B Williams, 2 members of the public

Public Forum

No items raised

Apologies for Absence

Councillor P Sheen

It was noted that Cllr. Bill Preece had decided to retire from the Council after serving for 30 years.

Resolved

That the Clerk should send a letter acknowledging Bill’s long service to the community.

That the Clerk should contact HALC to see if there was a procedure for officially recognising this contribution.

ACTION CLERK

Declaration of Interests

Cllr P Jinman item 5.2

Cllr Mrs M Bradley item 10.2

Minutes

The minutes of the ordinary meeting of the council held on Tuesday 6th October 2009 were approved without amendment.

4.1

Ewyas Harold Railings

Having taken advice, the Clerk advised that 3 years seems to be normal lifespan for paintwork in areas subject to wear from handling and seating. Undercoat might improve life but only by less than a season. Generally better to arrange for touch up repairs annually with a complete repaint every 3 to 4 years.

Resolved

That the work should be delayed until Spring 2010.

4.2

Power of Well Being

An insufficient number of Councillors were able to attend any of the dates for November.

Resolved

That the Clerk should try to set up two possible dates for the first half of January 2010.

ACTION CLERK

4.3

EH Village Notice Board

The new board has been delivered and it is hoped that it will be installed outside the Village Store/Post Office this week.

Resolved

That this is noted.

4.4

Letter Heading

Final design was approved but type of font was debated.

Resolved

That the Old English lettering should be replaced with a modern font.

Carried 5 to 4 with 1 abstention.

4.5

Parish Newsletter

Councillor R Baker agreed to undertake the role of editor for the December issue on the understanding that the suggestion of a rotating responsibility was carried forward as a future agenda item. Councillors were reminded that items for consideration should be with the editor by 24th November so that a draft Newsletter could be presented for approval at the December meeting.

Resolved

That this is noted

Items for inclusion

Bonfire night risk assessment – RB

Contract for handyman/tradesperson – CLERK

Recreation Ground

5.1	Monthly Audit. Perimeter fence – split top rail by large alder tree at the brook meander still needs permanent repair. There are also other areas that require some repair Litter by pavilion continues to be a problem. Pavilion veranda rail – still waiting installation Leaves – these require sweeping up from play area. Play Area Sign – this has become tatty and may need replacing. Holes – 2 small square holes have been dug in the playing field. Litter bin – New top is required for bin by play area. Leaking drain valve – on outside tap of pavilion Gates – single play area gate is showing signs of wear Willy Jeep – consideration should be given for a cleanup next year. ACTIONS CLERK
5.2	Bonfire and Fireworks Councillor R Baker reported that all risk assessments were now in place apart from one from the GPC. This was essential because as the owner of the ground the Council was responsible for ensuring that all reasonable safety precautions were in place for the night. . He agreed to complete this himself and also to visit the event to ensure that everything was in place on the night. ACTION RB
5.3	Play Area Roundabout The excess movement in the bearings appears to have been corrected. Resolved That the Clerk should clarify with Hags whether remedial work has been completed. ACTION CLERK
5.4	Dog Control A report of the Public Meeting held 19th October 2009 is attached as appendix 1. The main suggestions for tackling identified problems, both at the meeting and in emails received after the meeting were: Better signage/education Initial costings for suitable signs were £95 excluding installation but further research was required. Investigate installation of dog bins. Cost of bins is normally £200-250 plus installation costs but Herefordshire Council were providing a fully inclusive cost of £150 per bin. It was not clear however whether this offer was still available. Collections through Amey and they are currently charging £35 per visit. *Post Meeting Note*. It has been confirmed that such collections have to be carried out by a licensed operator. Designated dog walking areas Enforce existing powers Only 2 wardens for Herefordshire who are struggling to cope with workload and paperwork overload. Not helped by the fact that currently only one van is available. Chief Constable/HC have been asked to consider allowing Community Support Officers to be issued with tickets to prosecute offenders. Still waiting a decision. Newly formed Community Protection Team has been set up to deal with issues such as fly tipping, abandoned vehicles and dog fouling. Contact details are 01432 260506 or csandman@herefordshire.gov.uk Investigate measures taken by other organisations Peterchurch PC have installed dog bins but are still reporting problems and are therefore reviewing the situation. They removed the no dogs sign from their recreation ground because it had been erected without the necessary orders. Herefordshire Council are looking at Dog Orders to see what may be effective county-wide. Resolved That the Clerk should continue to gather information on signs, bins and collections. ACTION CLERK
5.5	Toilet Still waiting on quote for replacement pan to be fitted to the unlocked toilet. This highlighted the ongoing problem of effectively dealing with small maintenance jobs that are a necessary part of providing community facilities. Resolved That an advertisement should be placed for a company/individual suitably qualified to be awarded a maintenance contract. ACTION CLERK Has been request to have locked toilet made available for weekend sports fixtures. Resolved That a key holder should be sought who would be responsible for opening and closing the toilet for such events. The situation would be monitored so that the GPC could review the effectiveness of this system. ACTION CLERK

Local Security Matters

No items raised

Correspondence

Herefordshire Council
7.1	Commons Act 2006 – extension of transitional application period until 30th September 2010.
7.2	Anthony Bush - Copy of information from Bill Bloxsome (HC) on works to trees with TPO or in conservation area (email).
7.3	Twoshare.co.uk – flyer marking 5th anniversary of lift sharing scheme.
7.4	Parish Council Precept 2010/11 Resolved That this was noted in item 9.5
7.5	Lisa Hughes (HC) - Copy email re Summer House on EH Common. Resolved That this was noted in item 10.4
Local Council Associations/SLCC
7.6	HALC Information Corner – 6.10.09 Copies to Councillors
7.7	HALC Training booking forms (various)
7.8	HALC AGM – Agenda 10th October 2009
7.9	HALC Southern Area Meeting – Agenda 26th October 2009
7.10	HALC EGM - Agenda 9th November 2009
7.11	HALC Training Programme 2009/10
7.12	Herefordshire Community Pride Grant Scheme Resolved That this is noted
7.13	Community Projects Grant Resolved That this is noted
Group Parish Council
7.14	Hywel Davies - Complaint over questions during ATC presentation (email)
7.15	Malcolm Watkins - Copy of insurance policy for bonfire night on November 6th 2009 (email) Resolved That this was noted in item 5.2
7.16	Malcolm Watkins - Copy of risk assessment (firework company) for bonfire night on November 6th 2009 (email) Resolved That this was noted in item 5.2
7.17	Judith Webb - Copy email from Paul Maslin re concern of pitch stone erosion on Ewyas Harold/Rowlestone track [SO377282] (email) Resolved That this was noted in item 11.1
7.18	Liz Overstall - Dog Orders Meeting (email) Resolved That this was noted in item 5.4
7.19	Peter Jinman - Dog Orders Meeting (email) Resolved That this was noted in item 5.4
7.20	Richard Baker - Copy of organiser’s risk assessment for bonfire night on 6th November in Recreation Ground Resolved That this was noted in item 5.2
7.21	Peter Overstall - PFO Report November 2009 Resolved That this was noted in item 12.1
Other
7.22	Jenny Juckes - Dog Orders Meeting (email) Resolved That this was noted in item 5.4
7.23	Hywel Davies - Request for copy of Code of Conduct (email)
7.24	West Mercia Police - Acknowledgement of request re CSOs holding tickets for dog offences. Resolved That this was noted in item 5.4
7.25	Jenny Juckes - Query with regard to space on tourism notice board (email)
7.26	Nikky Eyles - Notice of vacancy for Clerk at Breinton (email)
7.27	Festival Housing - Annual Report 2008/9
7.28	Record RSS - Playground inspection and maintenance service
7.29	HM Revenue + Customs - Employer Bulletin Sept/Oct 2009
7.30	Herefordshire Wildlife Trust - Common Heritage – No 7, Autumn 2009 Resolved That this is noted.
7.31	Christine Griffiths - Phone Scam
7.32	Christine Griffiths - Bogus Caller/Distraction Burglaries (email message recalled 28th October)
7.33	Herefordshire Crime Prevention - Ringmaster Suspicious cars notice
7.34	Dave Gladwin - Complaint re direction post in Ewyas Harold Village Centre. Resolved That this was noted in item 11.5
7.35	Christine Griffiths - Suspicious vehicle
7.36	Christine Griffiths - November Newsbeat. Copies to Councillors

It was agreed that new format for presenting correspondence should include date received on paperwork for meetings.

Lengthsman Scheme

8.1

Lengthsman work undertaken in October.

Date	Work	Hours
1/10	Cutting verges Gilberts Wood and Priorsfield	30/60
15/10	Cutting verges Gilberts Wood and Priorsfield	30/60
29/10	Cutting verges Gilberts Wood and Priorsfield	30/60
31/10	Cutting verges Forge Garage and Roundabout	50/60

	TOTAL	140/60

Resolved

That this is noted and approved

Financial Report

9.1

Payments for approval

Clerk salary	£	535.58
Stationery/Office Expenses	£	4.72
Clerk postage	£	15.52
Clerk travel	£	18.78
HM Inland Revenue (PAYE £8.80 NI £8.45 employee £9.83 employer)	£	27.08
Transfer from NatWest to Alliance + Leicester	£	7,000.00
Rowlestone Village Hall booking for 6th October 2009	£	20.00
Amey Wye - Road sweep Oct 09	£	69.00
npower - Pavilion electricity 18/10/09	£	78.16
Martin Roper – Lengthsman work October	£	41.38
Martin Roper - Waste collection October	£	97.85
Martin Roper – Grass cutting October	£	171.96

9.2

Balances as at 3rd November 2009

NatWest Current account

10,007.03

Unpresented cheques

110.00

Cheques/cash to be credited

423.00

NatWest Business Reserve

6,289.70

Alliance + Leicester Current account

1,488.36

Alliance + Leicester Deposit account

2,022.80

Total cash assets

Consisting of:

20,120.89

Precept funds

18,497.74

Lengthsman Scheme

Balance available but not yet claimed

1,910.25

Administration charge outstanding

84.86

Available funds for remainder of financial year

(annual allocation £2,547.00)

2,112.39

287.00

Parish Path Funds

882.40

Parish Plan Funds

453.75

9.3

Payments Received

Ewyas Harold Cricket Club – Pavilion fees (2007-2009)

250.00

9.4

Budget Adjustment

Transfer £184.27 from budget code 2 (Insurance) to budget code 11 (Grass cutting)

Resolved

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

Carried unanimously

9.5

Precept 2010/11

Councillors reviewed the identified budget needs for next year.

Resolved

That finalised figures would be set in December

That suggestions for capital expenditure should be with the Clerk in time to be sent out with the December agenda.

Planning

10.1

Application number DCSW2009/1608//F

Notice of Planning Permission

Site:

Bramble Tye, 4 Glebe Close, Ewyas Harold, Herefordshire. HR2 0EG

Description:

To create two additional bedrooms and bathroom facilities in the unused loft space. To extend ground floor to create an extended kitchen dining area.

Resolved

That this is noted

10.2

Application number DCSW2009/1832/S

Agricultural Operations – Prior Approval Not Required

Site:

Home Farm, Dulas, Herefordshire, HR2 0HJ

Description:

Proposed portal framed extension for agricultural use

Resolved

That this is noted

10.3

Application number DCSW2009/1502//F

Notice of Planning Permission

Site:

Beech House, Ewyas Harold, Herefordshire, HR2 0EY

Description:

Proposed 2 storey extension to form kitchen and utility room, bedrooms and bathroom.

Resolved

That this is noted

10.4

Planning Contravention Notice – July 2009

HC Planning have confirmed that they have received an application for the alleged unauthorised structure on EH Common. The application was incomplete and has been returned to the applicant. Once validated a consultation process will begin and it is hoped that paperwork will be with the GPC in time for the December meeting.

Resolved

That this is noted

Road Maintenance and Related Matters

11.1

Ewyas Harold/Rowlestone track [SO377282] (Hill Lane)

It has been noted that the pitch stones on this lane are being eroded due to inadequate drainage. It is believed that the original work was undertaken in the 1930s and that this is now a rare surviving example of this method of road surfacing. Over recent years investigations have concluded that resurfacing without significant improvements to drainage would only be a temporary measure and with drainage solutions would be prohibitively expensive. The suggestion has been made that measures are taken to stabilise the pitch stones and so prevent further erosion of this 100 metre stretch.

Resolved

That the Clerk should raise this issue with HC Highways.

ACTION CLERK

11.2

Elmdale

It was noted that wheelchair users had to use the road as there were no dropped kerbs to allow them to easily mount and dismount the pavements.

Resolved

That the Clerk should report these concerns to HC Highways with reference to their Pedestrian Access Scheme.

ACTION CLERK

11.3

Vehicle Incident

It was reported that a vehicle allegedly travelling from Neville Arms crashed into the hedge of resident from Abbey Dore.

Resolved

That the GPC saw this as a matter for the police and Councillors are aware that this is being investigated.

11.4

Dulas Footbridge C1213 (Grid Ref 3362-2302)

It has been noted that the footbridge across the brook has cracks and corrosion damage. This is believed to be a part of the highway and requires a safety check as it crosses deep water and is the only means of pedestrians crossing.

It was initially reported under the Parish Initiative in February 2009 but unaware if any conclusion/inspection has been made.

Resolved

That the Clerk should check whether action has been taken.

ACTION CLERK

11.5

Direction Post opposite Temple Bar

The lettering on the three way post is becoming worn and indistinct.

Resolved

That the Clerk should clarify responsibility for the sign and report the condition to the identified authority.

ACTION CLERK

Footpaths

12.1

Footpaths Officer’s Report

EH14/18 - I have heard from Hereford that the repair of the footbridge and the stoning of the area on the north side of the Dulas brook has been scheduled for January.

DU8 - The stile leading from the Dulas road has been cleared and a fingerpost installed.

EH33 - The gate between the field behind Collins engineering and the track leading to Paradise cottage has been converted into a ‘kissing gate’. A new gate has been installed further down this track to replace the broken stile on the path leading to Paradise wood.

EH30A - The second stile up from Prill road has been replaced by a gate.

Parish Website

Community diary has been set up and entries are welcomed from local groups and organisers

Resolved

That this is noted.

Matters for Future Discussion

Newsletter Editor

The Meeting closed at 9.10pm

Chairman

Date

NEXT MEETING December 1st 2009

Future Meetings :

January 5th 2010

February 2nd 2010

March 2nd 2010

Appendix 1

Report of the Public Meeting held on Monday 19th October 2009

At the Memorial Hall at 7.30p.m.

Present	Councillor P Sheen (Rowlstone) in the Chair Cllrs B Krige, Mrs M Williams (Rowlstone) Cllrs G James, P Jinman Cllrs R Baker, Mrs J Webb Councillor Mrs E Overstall (Dulas) In attendance: The Clerk , 14 members of the public
	Apologies for Absence Councillors Mrs M Bradley, Derek Harries
	Background The GPC has tried to raise awareness of the problems associated with dog fouling over the past years through: Notices on lampposts Information on notice boards Articles in Newsletter Involvement of Dog Warden Based on Councillor inspections, public feedback and letters to the GPC, it still appears that a small minority of dog owners are not behaving responsibly
	Current Situation Pressure is on Council to take further actions and one possible route may be through the Dog Orders Act. This Act allows councils to set up restrictions to control dogs within areas of open space. The first step in the process is to undertake consultation and the purpose of this meeting is to seek the views of residents. After completing its consultations and discussing the situation with Herefordshire Council, the GPC will draw up its proposals and publish these to allow another period of consultation.
	Level and Nature of problem (views expressed) Council have received 3 written complaints in the past year and all these related to incidents outside the Recreation Ground. However it was reported that there had been two occasions of dog fouling outside the play area where dogs had been tied up while owners had been using play area with their children. Football Club have not directly raised any complaints with the Council in the past year but representative questioned control given that dogs had entered club house. Had only been one incident of referee halting a match because of dog faeces on the pitch and this was not within past year. Survey over 3 day period by dog walker did not bear out complaints of contamination. (report supplied) Claims that majority of faeces on field was not dog but from cattle or badgers Parent was distressed by dogs running up to her young children. Councillors carry out regular inspections and had noted dogs running freely on Recreation Ground and have witnessed dog faeces on field. There have been reports of dog fouling in areas along roads in village One incident of parent taking dog into play area with children. Dog faeces considered less of a risk than loose dogs Infection risk seen as very slight but should still be taken seriously. Disagreement over figures in relation to number of infections arising from dog faeces Nuisance value of faecal contamination to wheelchairs and pushchairs very important Concern that dog faeces problem was being used as an excuse to ban dogs Use of Recreation Ground by dog owners helps to police area.
	Suggested Approaches Notices/education Better Dog notices required and higher profile in areas where people park Example of private notice deterring offender from using verge outside individual’s home but dog owner merely allowed dog to foul in gutter. Importance of peer pressure was noted. Education important. Bins Dog bins for faeces collection should be provided. Initial cost will be high but this may be a price worth paying. Problem with emptying them regularly enough especially in warm weather. Bins outside school suggested as an initial approach. Identified Areas Peterchurch have removed dog ban and their approach should be investigated. Possibility of designated areas for exercising Hereford – area behind Welsh Club appears to have been designated a dog garden. Extra information required. Enforce laws that are in place rather than look to impose more on responsible dog owners.
	The Meeting closed at 8.30pm