Minutes of the Ordinary Meeting of

Ewyas Harold Group Parish Council

held on Tuesday 4th October 2011

in the Village Hall, Rowlestone at 7.15 p.m.

Present

Councillor R Baker (Rowlstone) in the chair

Councillor R Weaver

Councillor P Baker

Councillor M Wrigglesworth

Councillor A Burgoyne

Councillor P Jinman

Councillor I McNeil

Councillor Stephen Clayton (Rowlstone)

Councillor Mrs E Overstall (Dulas)

In attendance:

The Clerk,

County Councillor Graham Powell

P C Chris Lea (until item 5)

6 members of the public

Apologies for Absence

Councillor Mrs J Webb

Declaration of Interests

None received

Minutes

The minutes of the ordinary meeting of the Council held on Tuesday 6th September 2011 were approved without amendment.

Public Forum (moved by Chair with agreement of Councillors)

Mr John Hook queried whether the GPC had been approached over the set of moveable goal posts that were now in place on the Recreation Ground. When not being used for training they are chained to one of the overhead lighting poles, and are then regularly used by all and sundry. This has resulted in footballs coming into Priorsfield, and the existing holes in the hedge being enlarged by people retrieving the balls. Cllr R Baker will raise these concerns with the FC if they attend the youth meeting on Oct 5th.

Mr Hook also reported that the footpath stile at the far end of Priorsfield was in a poor state of repair.

Mrs Margaret Williams raised concerns over the speed of traffic using the A465 at the Rowlestone junction. It was noted that the current speed limit was 60mph and would be subject to the county wide survey of speed limits on A and B roads.

Mrs Mary Williams requested that suitable road markings should be in place at the entrance to the new Pontrilas Timber development at the Rowlestone junction. (see County Councillor’s report)

Local Security Matters (moved by Chair with agreement of Councillors)

PC Chris Lea reported that the only recently reported crime item for the Ewyas Harold area was the criminal damage to the children swings.
However, there has been a crime wave in surrounding areas, and, recognising the problem of rural crime, especially during later hours, he is organising ongoing night time patrols at varying times and on differing nights. It is planned to target recognised areas of concern, therefore any information on possible incidents would be helpful.
Non emergency reporting on 101 is now expected to be available to the public from 8th Nov 2011.
PC Lea will publicise the rights of citizens when faced with ordering unwelcome visitors off of their land.

Matters for Report

6.1

Custodial Trustees

Councillors are already in receipt of paperwork identifying the role/responsibilities of custodial trustees. Copies of the Charity Commission scheme for the Memorial Hall were made available at the meeting.

6.2

Sand Bags

The store at St Michael’s Hall car park has been tidied and split bags removed. The current stock stands at 17 (not including those held by individuals whose properties are most at risk from flooding), and thirty more have been ordered.

Community Library

Meeting with Jon Chedgzoy (Libraries Manager) on 29th September

Main Points

Withdrawal of mobile library scheme will affect all but the 10% of users classified as house bound (a separate service will continue for them).

3 replacement schemes are currently in use

Provision around existing services at village hall with monthly quota of books being supplied from main library
Very limited numbers of users are catered for with a transport rota to nearest library.
Book exchange/swop in local Pub

Whatever approach is adopted at Ewyas Harold, support will be available from Herefordshire Library through initial book supply and advice.

Costs of providing facilities (room hire, power, insurance etc) will need to be found locally. Advice will be given on possible grant funds, and matched funding could be related to time involvement of Herefordshire Library staff. Tying library service in with other community use, such as drop-in centres or surgeries, might allow application from extra funding sources.

E-books might be an option before the end of this financial year

CRB checks will not be necessary as long as there are 2 volunteers on duty at any one time

Actions

Identify possible venues (Memorial Hall have already submitted a proposal)
Advertise proposal to community
Jon will make mobile library users aware of the interest being shown by Ewyas Harold
Jon to provide details of breakdown of attendance rates at various sites of mobile library within Ewyas Harold, plus likely value of initial book supply.
Schedule follow-up meeting locally (set for 7pm on 27th Oct in the pavilion)
Herefordshire Libraries will hold an information session in Hereford in late October or early November

Reports from Committees and Representatives

Clerks and Chairs meeting on 28/9/11

Budget Engagement 2012/13

£10.3m reductions delivered in 2011/12 with at least £7m of savings being required in 2012/13
Working towards a participatory budget process
Details will be available by November 2011 and PCs will have to set their precepts by the end of January 2012

EHGPC signed up to “people testing” its budget in July2011, but the time restraints will mean that this cannot realistically be achieved until 2013/14.

Amey road maintenance on-line reporting system (PC-IRIS)

This system will enable all maintenance issues to be linked to a map based database.
Reports from all sources will be logged to the parish map.
All reports will be logged as category 4 (lowest priority) until assessed by inspector. Indication of perceived risk can be given as a comment at time of reporting.
Map only shows unresolved faults, but a spreadsheet list is available which can show archived data.
Emergencies should be reported immediately on 01432 845900
System can only be accessed by Parish Clerks
Aim is to improve accuracy and hence achieve speedier resolution of problems, as well as improve communication between PCs and Amey.

County Councillor’s Report

Pontrilas Timber development – will pursue complaint over lack of suitable road markings. Suggests that he (with GPC input) draw up list of any outstanding non-compliances and pass these on to Bruce Evans (Herefordshire Council)
Superfast Broadband – survey forms will be with households this month. Graham will be encouraging people to register their interest.
Local Development Framework (LDF) – Briefing for PCs, businesses and the public will be held in Memorial Hall, Ewyas Harold on 24th October at 7pm.
Dulas Road (C1213) - rectifying the major faults should be identified in the 2012/13 capital plan.
Village Warden Scheme – Have spoken to Mike Crowe (British Red Cross). Funding is currently jointly provided by Herefordshire Council and PCT. Loss of this funding will affect 10 such schemes throughout the county. Suggest that an impact profile is produced showing how the service works, benefits, numbers involved etc. ACTION GP + LO
Community Library – supportive of the local scheme.
Golden Valley Community Centre, Peterchurch. – This is being discussed as a possible recipient of lottery funding.

Joint Meeting of local PCs – Would like to hold meeting to discuss a joint approach for shared issues within Golden Valley South ward.

Herefordshire Housing - Local Liaison Officer (Collette Cutter) will be visiting Ewyas Harold on Oct 21st for an informal walkabout.
Walkway Resurfacing B4347 – Unscheduled resurfacing, which has led to numerous complaints over the workmanship, is being investigated.

Co-option of Councillors

The new format for the application process, identified in the September 2011 minutes, was discussed.

Resolved

That this be trialled for a six month period

Carried by 5 votes to 4

Recreation Ground

11.1

Monthly Audit

EHFC (the following was bagged and removed)

Dog faeces
Litter
Drink cans +bottles

Damage to swings.

The apparently vandalised upright support has been reported to the police as criminal damage.

The Clerk has obtained the following costings:

Replacement £423 + vat (HAGs Play)
Labour: £200 + materials + vat (local contractor)

Resolved

That this work could be done competently and more cost effectively by using the expertise available within the GPC

ACTION MW + PB

Veranda Rail

Quotation for work £119

Resolved

That the GPC will investigate whether this work could be undertaken by the GPC in-house

ACTION MW + PB

11.2

Pavilion Improvements and Usage

11.2.1

Youth Football Development

EHFC reported that an initial assessment involving 14 year olds took place on October 2nd. The FC will be keeping the GPC informed of any progress, and are also looking to forge links with the School, to start up junior boys and girls coaching.

11.2.2

Pavilion Developments

Councillors were in receipt of several emails relating to a potential Sport England bid by EHFC. As stated at previous meetings the GPC is happy to support the FC in such bids, but if the Council is required to be the applicant this can only be after the proposed joint meeting to agree the scope of the application.

Resolved

That the Clerk confirms this position in writing to the FC.

ACTION CLERK

11.3

Recreation Ground Fencing

Estimates have been received of £4.10/metre (tantalised posts) and £5.85/metre (chestnut posts) for stock fencing with plain top wire.

Resolved

That length of perimeter fencing is measured so that final costings are available for Clerk to present at November meeting.

ACTION MW + PB

Correspondence

	Herefordshire Council
12.1	Graham Powell (Cllr) –update on status of C1213 and required repairs See C Cllr’s Report
12.2	Graham Powell (Cllr) – confirmation of LDF briefing on 24th October at 7pm in Ewyas Harold Memorial Hall. See C Cllr’s Report
12.3	Graham Powell (Cllr) –update on work to Dulas Brook walls See agenda item 16.2
12.4	Graham Powell (Cllr) – Village Warden update See C Cllr’s Report
12.5	Graham Powell (Cllr) – Link to results of Community Transport Review www.herefordshire.gov.uk/docs/Results_of_the_Community_Transport _Consultation_V1.0(1).pdf
12.6	Graham Powell (Cllr) – Suggestion for meeting week commencing 7th Nov, to discuss topics that may impact on GPCs in Golden Valley South ward. See C Cllr’s Report
12.7	Amey Herefordshire – Winter Maintenance Self Help Scheme Parish Councils are being asked to express an interest in the scheme where up to 10 tonnes of road salt could be stored locally. The Lengthsman has already indicated that he would be prepared to be involved with such a scheme, and local storage depots have been identified. Resolved That the Clerk submits an application form That the Clerk requests delivery of the pre-ordered salt bins and confirms locations with Councillors ACTIONS CLERK
12.8	Communities Directorate – Local Development Framework Core Strategy – Revised Preferred Option This was noted
	Local Council Associations/SLCC
12.9	HALC – Notice of amendment to Legal Topic Note (LTN) 6 to confirm that parish meetings must be open to the public.
12.10	Rachel Watkins – Annual Fireworks Display 4th November 2011 (request for permission) Resolved That Clerk sends letter of support to confirm earlier email ACTION CLERK
12.11	SLCC – Branch minutes for 29th June 2011
12.12	HALC - Notice of update to briefing note LO8-11 regarding Future of Standards of Conduct of Members.
12.13	HALC – Minutes of Southern Area Meeting held on 25th July 2011
12.14	HALC – Golden Valley Locality Information
12.15	SLCC – Notice of meeting on 26th September
12.16	HALC – Reminder of October Training events
12.17	HALC – Notice that latest locality information is available on HALC website
12.18	NALC/CPRE How to respond to planning applications – downloadable pdf available at www.planninghelp.org. An e-learning course will shortly be available as www.ntselearning.co.uk
12.19	Notice of Herefordshire Partnership Autumn Event – Oct 17th at Bodenham Village Hall
12.20	Handouts from Clerks and Chairs event on 28/9/11 (electronic attachments re participatory budgets)
12.21	HALC – Paperwork for AGM on 22nd October 2011
12.22	HALC – Notice of new code on data transparency (NOT for councils with expenditure/income below £200k)
12.23	SLCC – Branch Newsletter and minutes for 26/9/11
	Other
12.24	Herefordshire Wildlife Trusts – Notice of WildPlay film premier on 17th September 2011
12.25	EHFC – weekly check list – see agenda item 11.1
12.26	Margaret Seymour – Notice of application to divert footpath EH18 Resolved That the GPC did not have any objections to this diversion Carried unanimously ACTION CLERK
12.27	Mike Crowe (British Red Cross) – Information on future funding for Village Warden scheme See C Cllr’s Report
12.28	CSO Fiona Witcher – Police Briefing 13/9/11
12.29	Festival Housing – Strategic Plan Progress Report 2011
12.30	Simon Hall (EHFC) – Sport England application see agenda item 11.2.2
12.31	Simon Hall (EHFC) – Follow-up to earlier email re Sport England application see agenda item 11.2.2
12.32	EHFC – weekly check list - see agenda item 11.1
12.33	Simon Hall (EHFC) – Follow-up (2) to earlier email re Sport England application. see agenda item 11.2.2
12.34	Martin Roper – Report of damage to junior swings - see agenda item 11.1
12.35	CSO Fiona Witcher – Police Briefing 24/9/11
12.36	EHFC – weekly check list - see agenda item 11.1
12.37	EHFC – query re status of field drainage permission
12.38	Boundary Commission for England – 2013 Review of Parliamentary constituencies - Ewyas Harold is proposed to be included in the new Leominster and Ludlow constituency (consultations will continue until 5th December 2011) http://consultation.boundarycommissionforengland.independent.gov.uk/whats-proposed/westmidlands/ provides details and allows individuals to make comments. A public hearing will be taking place in Ludlow on 7th Nov 2011
12.39	Tim Howells – quotation to replace broken rail on veranda - see agenda item 11.1.
12.40	Memorial Hall – final draft lease with Air Cadets plus letter for signing by GPC Resolved That the GPC sign letter granting a lease of land according to the terms of the final draft lease. Carried unanimously
12.41	Parish Plan + Youth questionnaires reports Parish Plan meeting scheduled for 11am Tues 11th October in the Memorial Hall. The main report is over 90 pages long, and the aim of the meeting will be to identify how best to circulate information.
12.42	HAGS - Quotation for replacement support leg for playground swings - see agenda item 11.1
12.43	CSO Fiona Witcher – Police briefing 3rd Oct 2011
12.44	EHFC – weekly check list (+ notice of assessment for junior scheme 2/10/11) - see agenda items 11.1 and 11.2.1
12.45	Response from Lambe Corner solicitors following questions raised by GPC against lease with Air Cadets see agenda item 12.40

Lengthsman Scheme

13.1

Lengthsman work undertaken in September.

Date	Work	Hours

15/9	Verge cutting Gilberts Wood, Priorsfield	30/60
22/9	Verge cutting around Church	30/60
24/9	Clearing debris by the river bridge verge Ewyas Harold	270/60
28/9	Sorting out the sand bag reserve	90/60
29/9	Verge cutting Gilberts Wood, Priorsfield	30/60

	TOTAL	450/60

Resolved

That this is noted and approved

Financial Report

14.1

Payments for approval

Clerk salary	£	559.71
Stationery/Office Expenses	£	0.00
Clerk postage	£	0.00
Clerk travel	£	19.23
HM Inland Revenue (PAYE £0.00 NI £0.00 employee £0.00 employer)	£	0.00
Tim Howells - Repainting pavilion windows + doors	£	320.00
Joyce Stephens – Recreation Ground Gate Locking July to September	£	100.00
Martin Roper – Lengthsman work in September	£	151.20
Martin Roper – Waste collection in September	£	81.68
Martin Roper – Grass cutting in September	£	240.72

14.2

Balances as at 4th October 2011

NatWest Current account

2,769.19

Unpresented cheques

nil

Cheques/cash to be credited

nil

NatWest Business Reserve

21,282.20

Santander (A + L) Current account

332.63

Santander (A + L) Deposit account

42.88

Total cash assets

Consisting of:

24,426.90

Precept funds

20,071.49

Lengthsman Scheme

Outstanding payment	£	636.75
Balance available but not yet claimed	£	1,910.25
Administration charge outstanding	£	148.55
Available funds for remainder of financial year (annual allocation £2,547.00)	£	2,251.38

-147.07

Parish Path Funds

2,019.90

Parish Plan Funds

2,482.58

14.3

Payments Received

Final precept payment	£	9,927.00
	£

Resolved

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

Carried unanimously

Planning

15.1

Planning Application DMS/112195/F

Site:	Valley View, Ewyas Harold, Herefordshire. HR2 0JD
Description:	Proposed first floor extension over garage to provide office.
Applicant:	Golden Valley Construction, Valley View, Ewyas Harold, Herefordshire. HR2 0JD

Resolved

That the GPC has no objections to this application

15.2

Planning Application DMS/112149/F

Site:	Ewyas Harold Memorial Hall, Pontrilas Road, Ewyas Harold, Herefordshire. HR2 0HU
Description:	Proposed new entrance lobby to lounge area, proposed storage container and ancillary works.
Applicant:	Ewyas Harold Memorial Hall, Pontrilas Road, Ewyas Harold, Herefordshire. HR2 0HU

Resolved

That the GPC has no objections to this application

15.3

Planning Application DMS/112285/A

Site:	Pontrilas Merchants (Former Garden Centre), Rowlestone Lane, Pontrilas HR2 0DJ
Description:	2 x External signs (identical)
Applicant:	Pontrilas Merchants , Pontrilas HR2 0DJ

Resolved

That the GPC has no objections to this application

15.4

Planning Application DMS/111783/FH

Notice of Planning Approval

Site:	Little Cwm, Dulas, Herefordshire. HR2 0HL
Description:	Proposed addition of porch and disabled access ramp to door on north east elevation.

15.5

Planning Application DMS/111559/FH + 111695/L

Notice of Planning Approval + Listed Building Consent

Site:	Pontrilas Court, Pontrilas, Herefordshire. HR2 0EH
Description:	Removal of existing pool house and provision of new building, retaining existing equipment and plant.

15.6

Planning Application DMS/111803/F

Notice of Planning Approval

Site:	Pen y lan, Pontrilas, Herefordshire. HR2 0DL
Description:	Conversion, refurbishment and extension to form 3 dwellings, associated access and ancillary development including demolition of modern farm structures.

Road Maintenance and Related Matters

16.1	Road Sweep
	Next scheduled sweep will take place on Oct 6th.
16.2	B4347 Brook Wall
	The costs for this work have been identified as £51,000 and include total reconstruction of 8.5m of wall, reinstatement of bridge coping stones and 50m of wall re-pointed. It was noted by Councillors that the re-pointing work is still outstanding.
16.3	Gulley Sucker
	Gulley sucker visit – attended as part of routine schedule on 12/9/11. It was reported that gullies at Trappe House Pitch and in Dulas did not appear to have been visited. Resolved That Clerk requests that this work is completed. ACTION CLERK
	Standing Orders were suspended to allow completion of agenda items
16.4	B4347 (Smith’s Garage)
	This area of road is still flooding during and after heavy rain. Resolved That the Clerk reports this to Amey ACTION CLERK
16.5	Dark Lane
	Further discussions have taken place over the possibility of a voluntary one way system during school drop-off and collection times, and this needs to be discussed this with all the residents of Dark Lane.

17.

Footpaths Officer’s Report

No report this month

Newsletter

The draft 4 page format for October was approved.

Parish Website

No report this month.

Matters for Future Discussion

Precept

The Meeting closed at 9.20pm

Chairman

Date

NEXT MEETING Nov 1st 2011 at Ewyas Harold Pavilion .

Future Meetings : Dec 6th, Jan 3rd, Feb 7th