Minutes of the Ordinary Meeting of

Ewyas Harold Group Parish Council

held on Tuesday 6th September 2011

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

Present

Councillor R Baker (Rowlstone) in the chair

Councillor Mrs J Webb (Dulas)

Councillor R Weaver

Councillor P Baker

Councillor M Wrigglesworth

Councillor P Jinman

Councillor I McNeil

Councillor Mrs E Overstall (Dulas)

In attendance:

The Clerk,

County Councillor Graham Powell (until item 6)

Apologies for Absence

Cllr A Burgoyne

Declaration of Interests

None received

Minutes

The minutes of the ordinary meeting of the Council held on Tuesday 16th August 2011 were approved without amendment.

Community Library

Jonathan Chedgzoy (Libraries Manager) was unable to attend owing to illness; therefore an extra meeting will be arranged later in September.

ACTION CLERK + GP

Public Forum

No items were raised.

County Councillor’s Report (moved to allow C Cllr to attend other meeting)

Enterprise status has been awarded at Rotherwas site in Hereford. Will be a centre of excellence for security and defence, hopefully leading to an increase in availability of higher tech posts.
Superfast Broadband – survey forms should be available next week.
Old Hereford Market Site – Demolition to begin next week with construction set for January 2012.
Blackfriars building – Negotiations underway for Herefordshire College of Art to take over and develop facility.
Local Development Framework (LDF) – Briefing for PCs, businesses and the public will be held in Memorial Hall, Ewyas Harold. Date still to be set but should be between September 19th and middle of October.
Planning Vanguard - £20k available to develop Local Development Order for Golden Valley. 9 months to complete this project, and an explanation will be provided at end of LDF briefing meeting.
Meeting with Amey on September 9th when the Dulas Road (C1213) will be on the agenda.
The Wigga – road maintenance reported in August minutes was completed today.
Will be presenting a motion on rural isolation to the County Council with the hope of getting a pilot study re the creation of village agents.

Matters for Report

7.1	Parish Plan There was a discussion on the response to a complaint over the Parish Plan questionnaire (see August 2011 minutes item 11.26). The Clerk explained the method of obtaining the information required and the process of responding to the complaint.

Reports from Committees and Representatives

8.1

Memorial Hall

Website will go live this month and links will be set up with the GPC site
Application submitted for disabled access and toilets, bicycle shed and storage area.

The role of the GPC as documented by the Charity Commission was discussed

Resolved

That these details are made available to Councillors.

ACTION CLERK

8.2

Roads

8.2.1

School Lane Meeting (23/8/11)

This was to discuss the school plan for onsite parking, as well as parking issues for arrival and pick-up. Representatives from the School, GPC, Amey, Herefordshire Council (HC) and the Police were in attendance.

Various suggestions were made as to how to resolve the problems, including the introduction of a voluntary one-way system. The GPC will seek guidance from the School on the level of support required.
HC will investigate the possibility of increasing the off road parking for staff, as well as considering some changes that would improve the width and turning area.
Everybody involved would like people to try and park away from the school and walk if possible.

8.2.2

Dog Inn Meeting (5/9/11)

Various possibilities for traffic calming were discussed
Traffic survey will be undertaken by the Highways Dept.

Local Security Matters

Police Briefings – no incidents reported in the immediate areas

People are reminded to be alert to the continuing number of telephone scams that are in operation.

Co-option of Councillors

The application process was reviewed to ensure that enough information was available to both applicant and the GPC ahead of any co-option.

It was noted that details currently sent to applicants seemed to be sufficient

It was suggested that any applicant should seek a proposer and seconder as for the election; and that more information could be sought through the expression of interest form.

Resolved

That the Clerk will make suitable changes to the current forms (with advice from HALC), and present these to Councillors for the October meeting.

ACTION CLERK

Recreation Ground

11.1

Monthly Audit

Dog faeces
Litter
Vehicle being driven by apparently unlicensed driver who appeared to have been associated with Cricket Club.

Resolved

That Clerk sends letter to EHCC

ACTION CLERK

11.2

Pavilion Improvements and Usage

11.2.1

Youth Development

The Clerk read out a letter from EHFC, which followed on from a meeting between the Football Club, Cllrs Baker, Wrigglesworth, McNeil and the Clerk on 30th August 2011. The letter outlined the intention of the Club to establish a youth training scheme for under 9 and under 14 year old boys. This will run on Wednesday evenings from September through to May 2012, and will only involve the use of the playing area.

Resolved

That the GPC is fully supportive of this initiative, on the understanding that this should lead to involvement of both sexes as soon as possible.

Councillor R Baker made the GPC aware that a youth opportunities meeting is to be held in the pavilion at 7pm on 5th October 2011. This will be an inclusive gathering where like minded people will be looking at possibilities for developing youth facilities.

11.2.2

Pavilion Developments

At the meeting with the Football Club on August 30th there were discussions on improvements that could be made to facilities, both in conjunction with the FC, and on behalf of the community as a whole. These could include improvements to toilets, storage, changing facilities, access etc. It was suggested that a working party should be formed to look into possible improvements and funding possibilities (including grants, participatory budgets and income generation).

The makeup of such a committee should include membership from outside the GPC and EHFC.

Resolved

That the GPC is supportive of this project

11.2.3

Broadband – There is the opportunity for BT to install a free wifi service, but applications need to be in by 15th Sept 2011.

Resolved

That Cllr R Baker submits the application.

ACTION RB

11.3

Recreation Ground Fencing

Still waiting on costings for this work.

11.4

Footpath extension

Still waiting on tenders for this work.

Correspondence

	Herefordshire Council
12.1	Anthony Bush – Joint Housing Strategy with Shropshire – feedback by 30th September 2011 Documentation available on http://consult.herefordshire.gov.uk/consult.ti/HfdsandShropsHousingstrategy/consultationHome
12.2	Graham Powell – reminder of Ewyas Harold and Kington’s involvement in Radio 4’s productions to be broadcast at 2.15pm on September 7th and 8th.
12.3	Emergency Planning Meetings – Councillor R Baker to attend
12.4	Museum on the Move – Autumn Tour This was noted.
12.5	Graham Powell – Septic Tank Registration update. Domestic tanks in England (unless in Source Protection Zones as designated by Environment Agency) do not need to register.
12.6	Jenny Corfield – update on maintenance works to Dulas Brook retaining wall – see agenda item 16.1
12.7	Graham Powell – LDF consultation (See C Cllr’s Report)
12.8	Graham Powell - Update on planning issues associated with former Pontrilas Garden Centre site – see agenda item 15.2
12.9	Anthony Bush – Sandbags request form Clerk will arrange for stock at St Michael’s Hall to be maintained. ACTION CLERK
12.10	Notice of election costs for May 2011 (£70.80 – invoice to follow)
12.11	Register of Electors monthly update

	Local Council Associations/SLCC
12.12	NALC consultations available on HALC website Local Government Resource Review National Planning Policy Framework Local Planning Regulations
12.13	HALC – Notice of invitations for applicants from Herefordshire to appear on “Come Dine with Me”
12.14	NALC – Leadership Academy 1st to 4th Nov 2011
12.15	HALC – Information Corner Aug 2011 (Copies to Cllrs)
12.16	HALC Conference and AGM 22nd October
12.17	HALC Booking Forms An Update on Locality Working 20th September On the Ball – Key Briefings for Clerks and Chairs 28th September 2011. Cllr R Baker and Clerk will attend LDF (Core Strategy) - Nomination Form ( See C Cllr’s Report)
12.18	Training Brochure inc HINTS courses
12.19	NALC – Legal Topic Note on 2010 Bribery Act
12.20	HALC – LDF consultation amendment ( See C Cllr’s Report)
12.21	SLCC - Notice of AGM on Sat October 15th 2011
12.22	SLCC – The Clerk September 2011

	Other
12.23	Toby Murcott – update on Herefordshire Superfast Broadband
12.24	Clerks & Councils Direct – Sept 2011
12.25	CSO Fiona Witcher – Emergency Services Open Day 17th Sept 11am – 3pm Hereford Fire Station + Hereford Police Station
12.26	CSO Fiona Witcher – Police Briefing 25th Aug
12.27	Andy Smith (EHFC) – Copy of FC’s weekly check list
12.28	Confirmation of electricity contract extension until 21/10/12 (npower)
12.29	Malcolm Watkins (EHFC) – Follow-up from meeting with GPC Cllrs on 30/8/11 – see agenda items 11.2.1 and 11.2.2
12.30	Copy of letter from Bernard Parry to EHFC re permission for access required to lay drainage pipes from Recreation Ground to Dulas Brook in 2012.
12.31	Andy Smith (EHFC) – Copy of FC’s weekly check list 3.9.11
12.32	Ringmaster – South Herefordshire + Golden Valley Briefing – 5/9/11

Lengthsman Scheme

13.1

Lengthsman work undertaken in August.

Application of weed killer to footways in Ewyas Harold village centre.

Resolved

That this is noted and approved

Financial Report

14.1

Payments for approval

Clerk salary	£	559.51
Stationery/Office Expenses	£	16.92
Clerk postage	£	15.36
Clerk travel	£	9.62
HM Inland Revenue (PAYE £0.20 NI £0.00 employee £0.00 employer)	£	0.20
Monnow Electrical Services – Pavilion electrics and heating installation	£	2,508.24
Parish Plan Questionnaire Draw	£	50.00
Martin Roper – Lengthsman work in August	£	36.00
Martin Roper – Waste collection in August	£	81.68
Martin Roper – Grass cutting in August	£	247.44

14.2

Balances as at 6th September 2011

NatWest Current account

2,369.19

Unpresented cheques

906.06

Cheques/cash to be credited

nil

NatWest Business Reserve

14,355.20

Santander (A + L) Current account

2,163.66

Santander (A + L) Deposit account

42.88

Total cash assets

Consisting of:

18,024.87

Precept funds

13,589.46

Lengthsman Scheme

Balance available but not yet claimed

2547.00

Administration charge outstanding

148.55

Available funds for remainder of financial year

(annual allocation £2,547.00)

2,281.38

-117.07

Parish Path Funds

2,019.90

Parish Plan Funds

2,532.58

14.3

Payments Received

nil

Resolved

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

Carried unanimously

Planning

15.1

Planning Procedures

The process for evaluating applications was reviewed

A committee made up of Cllrs R Baker, I McNeil, Mrs L Overstall and Mrs J Webb will be responsible for informing the GPC of any updating required as the new systems come into place.
The current system of application details being sent to all Councillors upon receipt by the Clerk, will continue.
All Councillors are identified as members of the planning decision making process, and as such can attend site meetings depending upon availability.
Where decisions are called for between meetings, the Clerk will contact Herefordshire Planning to request an extension to the deadline.

15.2

Former Pontrilas Garden Centre

The Enforcement Officer has confirmed that the visual splay will be formed prior to the opening of the facility. It was also noted that issues relating to pedestrian access and drainage had been raised at the recent site meeting.

Road Maintenance and Related Matters

16.1	B4347 Brook Wall
	High priority works have been completed and the wall is considered structurally sound. The re-pointing will be considered in next year’s budget against other priorities. The wall will be inspected on a two yearly cycle, as a minimum, and maintenance carried out accordingly. Resolved That C Cllr Powell should be asked if the costs for the work carried out are available. ACTION CLERK
16.2	The Wigga, Rowlestone
	Work now completed to repair road edge (see C Cllr’s Report)
16.3	Road Sweep
	Despite a request in May 2011, the sweeper is still not including the area where the footway is identified through white line marking on the B4347. Resolved That the Clerk re-reports this to Amey Herefordshire ACTION CLERK
16.4	Overgrown Hedge Councillor M Wrigglesworth reported a problem with a hedge overgrowing a footway, and will provide details to the Clerk so that the standard letter can be sent. ACTION MW + CLERK

17.

Footpaths Officer’s Report

No report this month

Newsletter

The draft 2 page format for September was approved.

Parish Website

Modifications have been made to the home page and Councillors were encouraged to pass comment.

Matters for Future Discussion

Co-option Process
Community Library
Custodial Trustees

The Meeting closed at 8.55pm

Chairman

Date

NEXT MEETING Oct 4th 2011 at Rowlestone Village Hall.

Future Meetings : Nov 1st, Dec 6th