Dear Councillor_ by jizhen1947

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									        Minutes of the Ordinary Meeting of Ewyas Harold Group Parish Council
                            held on Tuesday 7th August 2007
                           In the Memorial Hall at 7.30 p.m.


    Present
    Councillor D Harries in the chair
    Councillor P Jinman
    Councillor R Weaver
    Councillor R Mailes
    Councillor Mrs J Addis
    Councillor W Preece (Dulas)
    Councillor Mrs M Bradley
    Councillor G Amey
    Councillor J Middle
    The Clerk
    In attendance:
    1 member of the public


1   Apologies for Absence
    Councillors Mrs E Overstall, P Sheen


2   Declaration of Interest
    Councillor R Mailes declared an interest in items 7.47
    Councillor Mrs J Addis declared an interest in item 7.30


3   Minutes

    The minutes of the ordinary meeting of the council held on Tuesday 3rd July 2007 were approved

                                        Page   1
      without any amendments.
      Carried unanimously



4.1   First Responder Scheme
      Several people have expressed an interest in becoming volunteers and their details are being held
      by Liz and Peter Overstall.
      Grant aid may be available through Rural Regeneration Zone Nexus Fund and Councillor Mrs E
      Overstall is making an application.



      It is believed that insurance cover for volunteers should not incur extra costs as the Scheme is
      covered by their ordinary car insurance and the local Ambulance Brigade insurance covers
      against any legal actions resulting from being a First Responder. These facts and costs associated
      with the scheme are being clarified with Michelle Brotherton of West Midlands Ambulance.
      Resolved
      That this is noted.


4.2   Flooding Problems in Ewyas Harold
       4.2.1   Drainage along B4347 from Pontrilas
               Herefordshire Council have agreed to attend a site meeting with the Clerk and
               Mark Ponting but the date is still to be arranged.
               Resolved
               That this is noted.


       4.2.2   Flood Recovery Grant It was identified that, during the recent rains, 2
               properties within the Ewyas Harold area were subject to flooding within the
               house itself.
               Resolved
               That the Clerk should pass on these findings to Anthony Bush of HC
                                                                            ACTION CLERK


4.3   Bus Shelter
      Following a site meeting with Councillor J Middle, Paul Williamson of HC was able to provide
      details of a suggested design and location of a bus shelter within the village centre. The
      maximum cost to EHGPC would be £1500 but the final figure may be less.
      Resolved
      That this item be considered as capital expenditure for 2008/2009.


4.4   Clerk’s Contract

                                        Page     2
      Notice required for termination of employment after the probationary period was amended to 3
      months in writing.
      Resolved
      That amended contract was approved and will be signed off at the September meeting.


4.5   Rowlstone Notice Board
      The suitability of the location of this notice board was discussed.
      Resolved
      That Councillor G Amey would assess the situation and report back at the September meeting.
                                                                                         ACTION GA


4.6   Community Access Point
      The necessary BT connection has been made at the Memorial Hall and the new equipment will
      be delivered within the next week or two.
      Resolved
      That this is noted


4.7   Flicks in the Sticks
      The next season of films have now been arranged:
      14th September – Amazing Grace
      12th October – Wah Wah
      9th November – Jindabyne
      7th December – Painted Veil
      Resolved
      That this is noted


5     Recreation Ground
       5.1     Monthly Audit
                  Litter still a problem
                  Mole hills around the picnic benches
                  Stray dog has been seen around the Recreation Ground
                 Items still to resolve from earlier inspection
                  Play area fence in poor order and gates do not close automatically.
                  Dog fouling sign removed.
                  Sign on locked gate needs replacing
                   Resolved
                    That the Clerk would arrange for any corrective work to be undertaken.
                                                                                  ACTION CLERK


       5.2     Car Park

                                         Page     3
      The cost for resurfacing the car park with stone is likely to cost £1,000
      Resolved
      That this item be considered as capital expenditure for 2008/2009. That the Clerk find
      out the likely cost of either replacing the surface with smaller stone or tarmac.
                                                                               ACTION CLERK


5.3   Pavilion
      The locks on the pavilion and toilets are becoming difficult to operate and the Clerk has
      asked K Franklin locksmiths to repair/replace the mechanisms
      Resolved
      That this is noted


5.4   Electricity/Water Charges
      EH Football Club has informed the Council that they will be carrying out their own
      readings to ensure fair charging for the use of the pavilion facilities. They have also
      requested that invoices are presented quarterly rather than annually as a present.
      Resolved
      That this is noted.


5.5   Vehicle Access
      Costings are still required for suitable barriers to prevent unwanted vehicular access to
      the Recreation Ground
      Resolved
      That costings can be obtained when the Football Club look into purchasing the touchline
      barriers.


5.6   Football Club – Drainage Improvements
          The agreed work has commenced but has not been completed because of
            the wet weather. Some minor work will be carried out this summer but the
            main drain will not be installed until spring/summer 2008.
      Resolved
      That this is noted


5.7   Notice Board
      The Clerk has placed an order for the new notice board to be installed
      Resolved
      That this is noted


5.8   Play Area
       5.8.1   New Equipment


                                Page     4
        The Clerk read out a letter from a number of older children which highlighted
        their concerns over the lack of suitable play equipment for their age group. They
        were also unhappy that their views were not reflected in the final choices made.
        Councillors noted that recent grant applications for this age group had been
        unsuccessful but were keen to reassure the children that they took their concerns
        seriously and would continue to look for funding from other sources.
        Resolved
        That the Clerk, after consulting Councillor Mrs E Overstall, would write to the
        youth group to update them on the situation.
                                                                     ACTION CLERK



5.8.2   Fencing
        The Clerk has received one quotation of £11,400 to replace the picket fencing
        with metal hoped fencing with a verbal quote from another source of
        approximately £6,000. The available funds only total £2,780
        Resolved
        That the existing fence should be repaired with the identified funds being held
        to put towards other play equipment, possibly that discussed in item 5.8.1
        That Councillor G Amey would inspect the current fencing and undertake any
        immediate repairs necessary but report back to Council if the work proved
        extensive.
                                                                           ACTION GA
        It was noted by Councillor J Middle that wiring in the upright slats would make
        the overall structure more secure.


5.8.3   Balloon Race
        It was noted that two of the balloons had reached Belgium and agreed that
        prizes of £30 should be made to both sender and finder of the furthest travelling
        balloon.
        Resolved
        That the Clerk would liaise with EH Primary School to agree the best way to
        issue these prizes
                                                                     ACTION CLERK
5.8.4   Play Equipment Maintenance Checks
        The Clerk reported back on his recent on-site training session with Hags Play
        and Councillors were given a checklist for future inspections. Hags Play have
        agreed to make their own inspections on a 3-monthly basis for the next year,
        and a written report will be sent to EHGPC
        Resolved

                         Page    5
                      That this is noted


              5.8.5   Safety Inspection Report
                      The independent report identified several areas that required action:
                          Identification labels required on swings
                          Wet pour surface was high in places
                          Matting at base of slide required lowering
                          Roundabout clearance needed increasing


                                                        These have all now been corrected by Hags
                      Resolved
                      That this is noted
              5.8.6   Signing- off New Play Installation

                      The Clerk advised the Council that the installation had now been completed as
                      per contract.
                      Resolved
                      That the Clerk should complete project completion reports and arrange for
                      release of funds to cover associated costs
                                                                                    ACTION CLERK

                      The Clerk informed the Council that Hags recognised that the final stages of the
                      installation had not gone smoothly and besides agreeing to pay the costs
                      associated with removing the contractor‟s site debris they had made the
                      following contributions in way of recompense:
                           £67.22 towards the cost of the balloon race.
                           Replacement slat for that damaged by vandalism
                           Replacement grommet for games panel
                            Extra safety matting for embankment slide
                      Resolved
                      That this is noted


              5.8.7   Signage
                      The Clerk has placed an order for the new play area signage to be installed
                      Resolved
                      That this is noted


6   Local Security Matters

              No issues were raised under this item

                                       Page    6
7   Correspondence

    Date       Sender             Content
    received
    7.1        Jack Bruten etal   Comments re new play area

                                  Resolved
                                  That this was noted in item 5.8.1

    7.2                           Clerks and Councils Direct – July 2007
    7.3        Register of        Amendment for Parish of Ewyas Harold (email)
               Electors
    7.4        Alliance +         Confirmation of change of signatories
               Leicester
    7.5        SLCC               The Clerk – July 2007
    7.6        Madley Parish      Opportunity to part purchase a Portable Speed Sign
               Council
                                  Resolved
                                  That the Clerk should write and decline the offer
                                                                          ACTION CLERK

    7.7        HC                 Core Strategy Development Plan
               Environment
                                  Resolved
                                  That this is noted

    7.8        Sutcliffe Play     Contact details
    7.9        Rekk Limited       Contact details
    7.10       Awards for All     Confirmation of grant completion
    7.11       West Mercia        Golden Valley News Beat – July 2007
               Constabulary
                                  Copies sent to Councillors

    7.12       NALC               Training Day for Model Code of Conduct 19th July 2007
    7.13       Mr Edwards         National Vine Collection – Open Weekend 1st + 2nd
                                  September 2007

    7.14       Glasdon            Local Councils News-Sheet
    7.15       Peterchurch PC     Golden Valley campaign – Meeting 11th August 2007 at
                                  7.30pm

    7.16       HC Adult +         Funding Directory – June 2007
               Community



                                   Page     7
7.17   HC Adult +       Community Aggregates Grant. Unfortunately Ewyas
       Community        Harold is not eligible for this award.

                        Resolved
                        That this is noted

7.18   HC Adult +       Herefordshire Funding Fair – Hereford 13/9/07
       Community
7.19   HC Adult +       Take Action on Climate Change - Energy and water saving
       Community        advice for householders
7.20   Steelway         Play Area Fencing Brochure
       Fensecure
7.21   Paul Keetch MP   Annual Report
7.22   Cwmbran          Quotation for replacement play area fencing
       Fencing
                        Resolved
                        That this was noted in item 5.8.2

7.23   John Armson      Request to consider re-siting Rowlstone Notice Board

                        Resolved
                        That this was noted in item 4.5

7.24   EHFC             Request for copies of utility bills 2005/2006
7.25   UHY Hacker       Audited Annual Return 2006/2007
       Young
                        Resolved
                        That this was noted in item 9.4

7.26   Marches          Annual Report 2007
       Housing
7.27   Kinder           Playground matting brochure
7.28   Worcestershire   Leaflets covering re-use organisations in Herefordshire and
       CC               Worcestershire
7.29   HC               Speed Indicator Devices
       Environment
                        Resolved
                        That the Clerk should write to inform HC that EHGPC had
                        now decided not to proceed with their earlier request.
                                                                ACTION CLERK

7.30   Jean Addis       Copy of quotation from Downey Engineering to EHPCC to
                        replace Churchyard gate. ? funding request
                        Resolved
                        That EHPCC should be informed that EHGPC would agree
                        to identify £300 towards this cost from the 2008/2009
                        budget.
                                                                 ACTION CLERK



                         Page     8
7.31   HC                 The request to extend the 40mph speed limit along Abbey
       Environment        Dore Road has been turned down.
                          Resolved
                          That this is noted


7.32   Peterchurch PC     Amended date – 14th August – for Golden Valley campaign
7.33   HC                 Response to request for site meeting re flooding problems
       Environment
                          Resolved
                          That this was noted in item 4.2.1

7.34   HALC               Information Corner – 25.7.07

                          Copies to Councillors

7.35   HALC               Herefordshire Rural Police/Community – Open Meeting
                          31st July 2007

7.36   HALC               Member Survey
7.37   HALC               Parish Talk Grant
7.38   HALC               Herefordshire County Training Programme 2007/8
7.39   HALC               Southern Area Meeting – 30th July 2007
7.40   Leominster         Request for funding
       Shopmobility
7.41   HC Register of     Parish of Dulas – Notice of Alteration
       Electors
7.42   HC Register of     Parish of Rowlstone – Notice of Alteration
       Electors
7.43   Mrs E Overstall    Artmarkers‟ site (email)

                          Councillor Mrs E Overstall has suggested the creation of a
                          quiet meditational area which would include a Community
                          Herb Garden. She also noted that signage was required so
                          that people were aware of the significance of the heritage
                          artwork.
                          Resolved
                          That the Clerk would raise these suggestions with Father
                          Nicholas.
                                                                  ACTION CLERK

7.44   Commission for     Volunteers sought to join PPI Forums
       Patient + Public
       Involvement in     Resolved
       Health             That this is noted

7.45   Local Works        Update on Sustainable Communities Bill and Citizen‟s
                          Convention Bill

                           Page     9
                                        Resolved
                                        That this is noted

       7.46           IOG Saltex        Recreation and Play Equipment Exhibition – Windsor
                                        September 4th-6th 2007

       7.47           EH Football       Letter re charges for use of water and electricity
                      Club
                                        Resolved
                                        That this was noted in item 5.4
       7.48           HC Adult and      Flood Recovery Grant Scheme
                      Community
                                        Resolved
                                        That this was noted in item 4.2.2

       7.49           Wicksteed         Flyer for new play equipment catalogue




       7.50           HC                Copy of adopted Herefordshire Unitary Development Plan
                      Environment
                                        Resolved
                                        That this noted and that the Clerk should write to HC
                                        highlighting the concern over the volume of printing/costs
                                        associated with this plan.
                                                                                 ACTION CLERK



8     Lengthsman Scheme


8.1   Lengthsman work undertaken in July
       Date    Work                                                                             Hours
       4/7     Check drain by Dicks Pitch and verge cutting on Dulas ford road                   40/60
       7/7     Verge cutting Upper House and MH to A465                                         105/60
       9/7     Grass cutting by telephone kiosk                                                  30/60
       12/7    Verge cutting Gilberts Wood and Priorsfield
               Clear drains by bridge on B4347 road and spray
               Spraying at Elmdale – 15 litres spray                                              75/60
       16/7    Verge cutting Gilberts Wood and Priorsfield                                        30/60

      Resolved
      That this is noted and approved
9     Financial Report
9.1   Payments for approval


       Clerk salary                                                                £         481.62

                                         Page     1
                                                  0
       Stationery/Office Expenses                                         £         nil
       Clerk postage                                                      £       27.40
       Clerk travel                                                       £       33.73
       HM Inland Revenue (PAYE £5.80 NI £6.48 employee £7.54              £       19.82
       employer)
       UHY Hacker Young – External Auditor fee                            £     334.88
       npower – pavilion electricity 16/4/07 to 18/7/07                   £     105.41
       Welsh Water – Water charge for pavilion to 1/8/07                  £      21.50
       Martin Roper – Lengthsman July 2007                                £       89.07
       Martin Roper – Waste collection July 2007                          £       80.00
       Martin Roper – Grass cutting around play area                      £       12.37
       Hags Play UK – Payment towards new play area installation (Grant   £   21,400.00
       funding held)




9.2   Balances as at 31st July 2007
       NatWest Current account                                            £     130.83
       Unpresented cheques                                                £      38.00
       Cheques/cash to be credited                                        £    1,024.10
       NatWest Business Reserve                                           £     340.86
       Alliance + Leicester Current account                               £     620.14
       Alliance + Leicester Deposit account                               £   29,055.75
       Total cash assets                                                  £   31,133.60
       Consisting of:
       Precept funds                                                      £    7712.11
       Lengthsman Scheme                                                  £     432.82
        Balance available but not yet claimed              £   1,114.98
        Administration charge outstanding                  £    148.67
        Available funds for remainder of financial year    £   1,399.12
        (annual allocation £2,229.95)
       Parish Path Funds                                                  £     736.00
       Parish Plan Funds                                                  £     852.75
       Awards for All Grant                                               £    5000.00
       Network Fund                                                       £    5575.00
       People’s Millions                                                  £   10,000.00
       Small Projects Fund                                                      825.00


                                        Page    1
                                                1
9.3    Payments Received
        Hags – Donation towards cost of play area opening event                   £      67.22
        Mrs Fenner – pavilion booking 15/7/07                                     £      15.00
        EHFC – Water + Electricity charges for 2006/2007                          £     451.61
        Mrs Whistance – pavilion booking 30/7/07                                  £      15.00
        HC – Lengthsman Scheme July-September 2007                                £     557.49



       Resolved
       That the financial statement is accepted and that payments should be made.
       Carried unanimously




9.4
       Audited Annual Return 2006/2007
        The accounts have been signed off but the following comments were made by the external
       auditors:
           Regular internal auditor reports required


             Fidelity guarantee needs to be increased to maximum cash balance held. The Clerk will
              discuss this with the insurers.
                                                                                      ACTION CLERK
             Recording of assets needs to include play equipment/pavilion etc.


       Resolved
       That this is noted

9.5
       Appointment of Internal Auditor
       There was a discussion on the re-appointment of Mr Ray Harris as the internal auditor.
       Resolved
       That Mr Ray Harris is asked to continue as internal auditor.
       Proposed: Councillor P Jinman
       Seconded: Councillor Mrs J Addis
       Carried unanimously

10     Planning


10.1   Application number DCSW2007/1539/F
                                         Page    1
                                                 2
       Notification of Planning Permission
        Site:                Hafod, Ewyas Harold, Herefordshire. HR2 0JB
        Description:         Removal of conservatory to be replaced with two storey extension




       Resolved
       That this is noted

10.2   Application number DCSW2007/1612/F
       Refusal of Planning Permission
        Site:                Barn1 Penywyrlod Farm, Rowlstone, Herefordshire. HR2 0DS
        Description:         Relocation of access and demolition of steel barn. Change of use of
                             redundant outbuilding to garage and games room.



       Resolved
       That this is noted


10.3
       Application number DCSW2007/1755/F
       Withdrawn application
       Site:           Upper Cefn Farm, Bacton, Hereford. HR2 OJJ
       Description:    Proposed new livestock housing/fodder storage building including
                       alterations


       Resolved
       That this is noted.


10.4
       Application number DCSW2007/2407/F



        Site:                Land adjacent to Westwood Industrial Estate, Pontrilas, Hereford.
                             HR2 OEL
        Description:         Storage of construction materials, plant equipment and vehicle
                             parking
        Application Type:    Full
        Applicant            PH + HH Collins, Unit 5 Westwood Industrial Estate, Pontrilas,
                             Herefordshire. HR2 0EL




                                           Page     1
                                                    3
       Resolved
       That EHGPC has no objections to this amended application
       Comments
       The identified footpath crossing the development is not shown on the plans therefore it is not
       possible to comment on its possible impact
10.5
       Application number DCSW2007/2388/F

        Site:                 Barn One, Penworlord Farm, Rowlstone, Herefordshire. HR2 ODS
        Description:          Relocation of access and demolition of steel barn. Conversion of
                              redundant outbuilding to garage and games room.
        Application Type:     Full
        Applicant             Mr + Mrs C Jones, Barn One, Penworlord Farm, Rowlstone,
                              Herefordshire. HR2 ODS


       Resolved
       That EHGPC has no objections to this application.




11     Road Maintenance and Related Matters


        11.1       Hill Lane
                   A collapsed drain chamber in Hill Lane has been reported but as yet no action
                   has been taken
                   Resolved
                   That the Clerk re-reports this to HC.
                                                                               ACTION CLERK


        11.2       Trees in Brook Retaining Walls
                   Several trees are now growing in the brook retaining walls within the centre of
                   Ewyas Harold and are undermining the stability of these walls. This was
                   reported in July but no action has been taken
                   Resolved
                   That the Clerk re-reports this to HC
                                                                               ACTION CLERK


        11.3       Road sweep
                   Councillor J Middle reported that the sweep through the village took place on
                   Thursday 2nd August but that the sweeper was not able to gain access to the

                                               Page        1
                                                           4
                 village centre.
                 Resolved
                 That this is noted.


      11.4       B4347 to Pontrilas
                 There are several dead trees on the side of the brook opposite Weir End and
                 these are in danger of falling across the road.
                 Resolved
                 That the Clerk should report this to HC
                                                                            ACTION CLERK


      11.5       Footways
                 The footways outside Lion Terrace and opposite the Catholic Church are in
                 poor repair.
                 Resolved
                 That the Clerk should report this to HC
                                                                            ACTION CLERK




12   Footpaths


      12.1    Gilberts Wood
              The overgrown hedge at the north side of Gilberts Wood – Owner has
              agreed to carry out the necessary work and Martin Roper will provide
              a quote.
              Resolved
              That this is noted


      12.2    Footpaths Officer’s Report

                                               No report received
13   Parish Newsletter

     Items for inclusion in Autumn issue:
          CAP
            Artmarkers


14   Parish Website


                                        Page     1
                                                 5
                                        No issues were raised under this item


15   Items for Future Discussion
      15.1     New Code of Conduct


      15.2     Standing Orders


      15.3     Planning Template


     The Meeting closed at 9.25pm


     Chairman


     Date
                   NEXT MEETING                  Sept 4th 2007

                      Future Meetings
                                                 Oct 2nd Rowlstone
                                                 Nov 6th
                                                 Dec 4th




         Minutes of the Ordinary Meeting of Ewyas Harold Group Parish Council
                           held on Tuesday 4th September 2007
                            In the Memorial Hall at 7.30 p.m.


     Present
     Councillor P Sheen (Rowlstone) in the chair
     Councillor P Jinman
     Councillor R Mailes
     Councillor Mrs J Addis
     Councillor W Preece (Dulas)
     Councillor Mrs E Overstall (Dulas)
     Councillor G Amey (Llancillo)
     Councillor Mrs M Williams (Rowlstone)
     Councillor D Harries
     The Clerk
     In attendance:
     1 member of the public

                                          Page    1
                                                  6
1     Apologies for Absence
      Councillors Mrs M Bradley, J Middle


2     Declaration of Interest
      None declared



3     Minutes
      The minutes of the ordinary meeting of the council held on Tuesday 7th August 2007 were
      approved without any amendments.
      Carried unanimously


4.1   Parish Plan
      Pauline Striplin of Community First informed Councillors that throughout Herefordshire 41 (1/3)
      of parishes have now completed their plans with 17 more in progress. She congratulated EHGPC
      on being among the first group to complete their plan and presented a certificate to mark the
      event. She also offered help through Community First to push forward goals identified in the
      plan
      Resolved
      The original certificate will be held by the Clerk but colour photocopies would be placed on the
      notice boards for the next month directing people to the latest version of the plan on the website.
                                                                                     ACTION CLERK
      Resolved
      That a meeting should be arranged to review the Parish Plan.
                                                                                           ACTION LO


4.2   Flooding Problems in Ewyas Harold
      Herefordshire Council have agreed to attend a site meeting with the Clerk and Mr Mark Ponting
      but the date is still to be confirmed.
      Resolved
      That this is noted


4.3   First Responder Scheme
      The first meeting was held on August 30th 2007 and Mike Belcher from West Midlands
      Ambulance Service (WMAS) attended.
          There are now 9 volunteers but ideally more are needed for the Longtown area.
          Only one responder kit is provided per unit and to purchase more would cost £2,000
             each.
            The initial pack and extra kits purchased will be maintained by WMAS.

                                         Page     1
                                                  7
            Application for monies will be made to the Nexus Fund and if successful this could raise
             up to £5,000.
            The support of EHGPC in helping with fund raising was requested and given.


      In an email from Richard Baker the following points were highlighted:
           Personal accidental injuries while attending as a First Responder will not be covered
             through WMAS insurance scheme
           Existing car insurance will be sufficient but consideration should be given to damage
             incurred if attending emergencies over rough tracks.
           Costs for the existing unit run by Richard have amounted to £8,000 over the past 7 years.
      Resolved
      That this is noted.


4.4   Code of Conduct/Standing Orders
      There was a discussion on whether to adopt the revised Code of Conduct unamended or with the
      addition of paragraph 12(2). The addition of 12(2) gives Councillors with a prejudicial interest
      the same rights as members of the public to speak to a meeting on the issue and then leave before
      the main discussion and vote.
      It was proposed by Councillor P Jinman and seconded by Councillor G Amey that the Code
      should be adopted with the addition of 12(2)
      The proposal was carried by 5 votes to 4
      Resolved
      That the Clerk should inform the Standards Board of this adoption.               ACTION CLERK
      Resolved
      That, following advice from the Standards Board, the Clerk should draft Standing Orders to set
      out clearly the circumstances whereby members of the public can attend Council meetings for
      the purpose of making representations, giving evidence or answering questions.
                                                                                       ACTION CLERK


4.5   Insurance Fidelity Guarantee
      The Clerk has to provide bank details so that the insurers can select the correct level of fidelity
      guarantee.
      Resolved
      That this is noted
                                                                                       ACTION CLERK


4.6   Rowlstone Notice Board
      The suitability of the location of this notice board will be discussed at the next meeting after
      Councillor G Amey has assessed the situation.
      Resolved

                                          Page     1
                                                   8
    That this is noted.
                                                                                          ACTION GA


5   Recreation Ground
     5.1     Monthly Audit
                Middle balcony rail on pavilion needs fixing at base
                Show me how wheel on games panel is sticking.
                Gates do not close automatically.
                Graffiti on picnic tables
                 Resolved
                  That the Clerk would arrange for any corrective work to be undertaken.
                                                                                     ACTION CLERK


     5.2     Seating
             It was suggested that the old seat from the play area should be installed at the far end of
             the cricket pitch.
             Resolved
             That should be carried out after the replacement tree to be provided by EHFC had been
             planted in this area.




     5.3     Car Park
             Quotations are still outstanding for resurfacing the car park.
             Resolved
             That this is noted..


     5.4     Football Club – Railings
                 The agreed work has commenced and a rail has now been installed along
                     one touchline. Councillors are encouraged to direct their comments to
                     EHFC.
             Resolved
             That this is noted


     5.5     Notice Board
             The new notice board has now been installed but the post appears to be unstable.
             Resolved
             That the Clerk would arrange for this installation to be inspected.
                                                                                     ACTION CLERK


                                       Page     1
                                                9
5.6   Dog Fouling
      It was noted that this was becoming a serious problem on the Recreation Ground. The
      Football Club are having to clear their pitch before games can take place and at a recent
      fixture the referee suspended play when dog faeces was found on the field of play.
      Resolved
      That the Clerk should arrange for replacement dog fouling notices to be fitted
                                                                          ACTION CLERK.
      That the Clerk should contact the Dog Warden and request a visit with the view of
      prosecuting any persons guilty of not cleaning up after their dog.
                                                                             ACTION CLERK
      That the Clerk should place notices on the village boards identifying the consequences of
      ignoring dog fouling directives.
                                                                            ACTION CLERK
      That an article should be included in the next Newsletter


5.8   Play Area
       5.8.1   New Equipment Feedback
               The Clerk read out a letter from Alun and Jo-Jo Rickards which expressed their
               disappointment with the new play area and their belief that it would be as well
               as the old play equipment (which they enjoyed very much).
               Resolved
               That the Clerk should respond on behalf Council.
                                                                              ACTION CLERK
               It was also confirmed that the letter to the Youth Group, updating them of the
               Council‟s position over facilities for older children, had been sent in August
               Resolved
               That this is noted.


       5.8.2   Fencing
               The Clerk has received an informal quotation of £5,000 to replace the picket
               fencing with metal hoped fencing.
               Councillor G Amey will report back to the Council at the October meeting with
               his findings on possible repair of the existing fencing.
               Councillor J Middle, through the Clerk, reported that he had rescued a metal
               gate that may be suitable as a replacement for the double gate now that access is
               not required for bark surfacing.


               Resolved
               That this is noted.
                                                                                ACTION GA

                                Page    2
                                        0
              5.8.3    Hags Quarterly Maintenance Check
                       Quarterly inspection by Hags revealed:
                                   Missing grommet on Games Panel (now replaced)
                                   Concerns over fencing
                                   Potential trip hazards on new path edging requiring infill with
                                      soil
                       Resolved
                       That the Clerk should arrange for soil infill at the identified trip hazards.
                                                                                       ACTION CLERK


              5.8.4    Embankment Slide
                       The extra technics matting has now been received
                       Resolved
                       That the Clerk should arrange for this to be installed at the top of the slide.
                                                                                       ACTION CLERK


              5.8.5    Gazebo Shelter
                       The replacement slat for the damaged seat has now been received.
                       Resolved
                       That the Clerk should arrange for this repair to be undertaken.
                                                                                       ACTION CLERK


              5.8.6    Signage
                       The new board has now been installed but the post appears to be unstable.
                       Resolved
                       That the Clerk would arrange for this installation to be inspected.
                                                                                       ACTION CLERK


6   Local Security Matters

                There have been a number of robberies from garden sheds/properties within the
                 Golden Valley area.
                Strangers were seen on the driveway of Mr B Parry‟s property and made off when
                 being confronted.


7   Correspondence

      Date         Sender           Content
      received

                                        Page     2
                                                 1
7.1    Herefordshire   HVA News – July 2007
       Voluntary
       Action
7.2    Community       Newsline – August 2007
       First

7.3    Martin Wood     Informal quotation for replacement play area fencing

                       Resolved
                       That this was noted in item 5.8.2

7.4    Chris           Parish Plan questionnaire (paperwork to Councillor Mrs E
       Gooding         Overstall)

7.5    Martin Wood     Routine quarterly inspection of play area

                       Resolved
                       That this was noted in item 5.8.3

7.6    Father          Response re Artmarkers proposal (email)
       Nicholas
                       Father Nicholas is to take the suggestion of creating a
                       community herb garden at the Artmarkers site to the
                       Trustees of St John Kemple in early September.
                       Resolved
                       That this is noted

7.7    Alun + Jo-Jo    Comments on new play area (email)
       Rickards
                       Resolved
                       That this was noted in item 5.8.1
7.8    Robert          Acknowledgement of 2008/9 contribution towards
       Hayward         replacement Churchyard gate.

7.9    HC Corporate    Community Forums – Golden Valley Community Centre
       + Customer      13/9/07 at 7pm

7.10   Peterchurch     Minutes from “Reclaiming the Golden Valley Identity”
       PC
7.11   HC              Polytunnels Planning Document – Initial Consultation
       Environment
                       Resolved
                       That this is noted

7.12   NALC            Conference 5th-7th October 2007
7.13   HC Register     Parish of Ewyas Harold – Notice of Alteration (email)
       of Electors
7.14   Christine       Portable speed sign demonstration at Peterchurch Fire
       Griffiths       Station 3pm 18th September 2007 (email)



                           Page     2
                                    2
       7.15      Lieutenancy   Voluntary Service Awards
                 Office
                               Resolved
                               That this is noted

       7.16      HC Adult +    Village Retailer magazine – August 2007
                 Community
       7.17      HC Adult +    September Funding updates
                 Community
       7.18      HC Adult +    Older People‟s Small Grant Scheme
                 Community
                               Resolved
                               That this is noted

       7.19      HC Adult +    Herefordshire Funding Fair – 24th October 2007
                 Community
       7.20      HC Adult +    Herefordshire Council speed indicator devices
                 Community
       7.21      HC Adult +    Damson hedges survey report
                 Community
       7.22      HC Adult +    Adult learning opportunities
                 Community
       7.23      HC Adult +    Climate change articles
                 Community
       7.24      HC Adult +    Flood Recovery Grant – The Clerk has provided details of
                 Community     the residents affected during the recent rains.

                               Resolved
                               That this is noted



       7.25      Richard       First Responder financial update (email)
                 Baker
                               Resolved
                               That this was noted in item 4.3

       7.26      Andrew        Available dates for meeting re flooding in Ewyas Harold
                 Middlecote    (email)

                               Resolved
                               That this was noted in item 4.2




8     Lengthsman Scheme


8.1   Lengthsman work undertaken in August

      Date     Work

                                   Page     2
                                            3
       4/8         Verge cutting Upper House and MH to A465
       9/8         Verge cutting Gilberts Wood and Priorsfield
       15/8        Grass cutting Prill and Kiosk area
                   Verge cutting Elmbridge, Elmdale, Forge Garage
                   Clear overhanging branches at Elmbridge
       18/8        Verge cutting MH to A465
       23/8        Verge cutting Gilberts Wood and Priorsfield
       30/8        Spraying roundabout to village centre - 15 litres


      Resolved
      That this is noted and approved


9     Financial Report
9.1   Payments for approval


       Clerk salary                                                      £     481.62
       Stationery/Office Expenses                                        £         nil
       Clerk postage                                                     £      13.68
       Clerk travel                                                      £      25.30
       HM Inland Revenue (PAYE £5.80 NI £6.48 employee £7.54             £      19.82
       employer)
       Herefordshire Jarvis Services – August road sweep                 £      70.50
       Ewyas Harold Primary School – Balloon Race Prizes                 £      60.00
       Martin Roper – Lengthsman August 2007                             £     168.80
       Martin Roper – Waste collection August 2007                       £     100.00
       Martin Roper – Grass cutting around play area                     £      52.24

       Brian Ball – Footpaths Work                                       £     340.60
                         Strimming LY1, EH11, EH8, EH9, DU6
                         Erection of metal gate and wooden gate on EH1
                         Erection of finger posts on EH4 + EH32


9.2   Balances as at 28th August 2007
       NatWest Current account                                           £     688.32
       Unpresented cheques                                               £     500.00
       Cheques/cash to be credited                                       £         nil
       NatWest Business Reserve                                          £     340.86
       Alliance + Leicester Current account                              £     514.34
       Alliance + Leicester Deposit account                              £    7127.11
       Total cash assets                                                 £   10,116.40
       Consisting of:
       Precept funds                                                     £    6,224.86

                                         Page     2
                                                  4
        Lengthsman Scheme                                                     £          357.02
         Balance available but not yet claimed                 £    1,114.9
                                                                          8
         Administration charge outstanding                     £     130.08
         Available funds for remainder of financial year       £    1,341.9
         (annual allocation £2,229.95)                                    2
        Parish Path Funds                                                     £          736.00
        Parish Plan Funds                                                     £          852.75


9.3    Payments Received
                                                                                    £             nil

       Resolved
       That the financial statement is accepted and that payments should be made.
       Carried unanimously.


10     Planning


10.1   Planning Template
       There was a discussion on the suitability of the template for agricultural buildings. It was noted
       that it was likely that site visits would be more likely for such developments.
       Resolved
       That an extra tick box should be inserted next to “outside the settlement boundary”
                                                                                         ACTION CLERK




10.2   Application number DCSW2007/2033/F
       Notification of Planning Permission
        Site:               Ewyas Harold Primary School, Ewyas Harold, Herefordshire.
                            HR2 0EY


        Description:        Single storey extension to provide additional teaching space.



       Resolved
       That this is noted

10.3   Application number DCSW2007/2624/H



                                           Page    2
                                                   5
      Site:                 Glen Alva, Ewyas Harold, Herefordshire. HR2 0JB


      Description:          To remove 50m of hedgerow as marked on map and replace with
                            fencing as it is severely restricting vision.


      Type:                 Hedgerow Removal
      Applicant:            Emlin + Donna Thomas, 12 Oakbrook Close, Ewyas Harold,
                            Herefordshire. HR2 0JB.


     Resolved
     That a site meeting should be called for 4.30pm on Wednesday September 5th 2007.


     N.B. POST COUNCIL MEETING


     EHGPC object to this application

     OBSERVATIONS MADE BY THE PLANNING SUB-COMMITTEE
     1. The map provided with the application did not clearly mark exactly which hedge or hedges were to be removed.
     It appears to mark all three of the hedges near the entrance to Glen Alva. In fact only one hedge interferes with
     visibility - the hedge running from Glen Alva gate towards Ewyas Harold. The other two do not present any hazard.

     2. We agree that the road is hazardous at the entrance to Glen Alva however we do not believe removing the hedge
     is the best course of action. Removing 50m of hedge would give less than 50m of improved visibility on the road to
     Ewyas Harold because of a slight bend in the road.

     3. Instead of removing a valuable hedge, we recommend that a mirror on a post should be erected in the hedge
     opposite the entrance to Glen Alva. This would provide approximately 70m of visibility down the road. It would be
     much cheaper, more effective – and no damage would be done to the environment.

     3. Should the planning committee wish to ignore our advice and give approval for the removal of this hedge, we
     suggest that it should not be permanently replaced by a fence, but replanted approx. 3m back from the road. This
     would provide improved visibility and maintain the quality of the environment.


11   Road Maintenance and Related Matters


      11.1       Gilberts Wood
                 A quotation to cut back the overgrown hedge at the north side of Gilberts
                 Wood has been sent to the land owner.
                 Resolved
                 That this is noted


      11.2       Trees and High Hedges
                 Herefordshire Council have confirmed that landowners have the responsibility
                 to clear back high vegetation to a height of 16 feet where it overhangs footways
                 and highways.

                                              Page      2
                                                        6
       Resolved
       That the Clerk should include this information in the next Newsletter.
                                                                    ACTION CLERK


11.3   Rowlstone/A465 Triangle
       The planted triangle is now overgrown and is causing a visibility problem
       when traffic enters the A465 from Rowlstone.
       Resolved
       That the Clerk reports this to HC/Lengthsman
                                                                    ACTION CLERK


11.4   Cwm Dulas Lane
       Road surfacing repairs have been added to the HC‟s road maintenance list
       Resolved
       That this is noted


11.5   C1213 Near Dulas Court
       The previously reported blocked drains 100yards on the Ewyas Harold side of
       Dulas Court have still to be cleared. There has now been a serious vehicle
       accident in this area.
       Resolved
       That the Clerk should re-report this problem and make HC aware of the
       accident.
                                                                    ACTION CLERK




11.6   Elmdale
       The road at the entrance to Elmdale has subsided and a deep pothole has
       formed.
       Resolved
       That the Clerk should report this to Herefordshire Council
                                                                    ACTION CLERK


11.7   Fire Station
       There is a water leak again from the manhole opposite the Fire Station.
       Resolved
       That the Clerk should re-report this to BT
                                                                    ACTION CLERK

                                Page   2
                                       7
      11.8       Sewerage Sub-station
                 Each time there is a power failure the sub-station overflows and the contents
                 run past the Fire Station. The Fire Service have written to Welsh Water who
                 have agreed to undertake the necessary work to resolve this problem. (Copy
                 letter from Welsh Water held by Clerk)
                 Resolved
                 That this is noted


12   Footpaths


      12.1    Footpaths Officer’s Report

                       DU6 has been added to the strimming programme from
                        September 2007
                       EH1 - Stiles have now been replaced by gates




13   Parish Newsletter

     Items for inclusion in Autumn issue:
          Dog Fouling
          Parish Plan update
          First Responder
          High hedges/trees
          Planned HR2 Newsletter
          Seasonal Security Issues


14   Parish Website

            News area requires updating
            The Clerk reported on problems with sending emails now that BT (and possibly other
             providers) require authentication to reduce spam. This may lead to a cost of
             approximately £20 for EHGPC to purchase the software necessary for the website email
             to continue to function.
         Resolved
         That this is noted
     The Clerk reported the problems associated with a possible electronic Worm (as yet not
     detected/identified) on his computer.

                                        Page     2
                                                 8
     Resolved
     That the Clerk would provide a report on the effects of this corruption, and the possible actions
     to recover from and help prevent future problems
                                                                                    ACTION CLERK




15   Items for Future Discussion
      15.1     Standing Orders


     The Meeting closed at 9.30pm


     Chairman



     Date


                    NEXT MEETING                October 2nd 2007 at Rowlstone
                       Future Meetings
                                                Nov 6th
                                                Dec 4th
                                                Jan 8th Date to be confirmed




         Minutes of the Ordinary Meeting of Ewyas Harold Group Parish Council
                            held on Tuesday 2nd October 2007
                        In the Rowlstone Village Hall at 7.30 p.m.


     Present
     Councillor D Harries in the chair (items 1 to 5)
     Councillor P Sheen (Rowlstone) in the chair (item 6 onwards)
     Councillor P Jinman
     Councillor Mrs J Addis
     Councillor R Weaver
     Councillor J Middle
     Councillor Mrs E Overstall (Dulas)
     Councillor Mrs M Bradley
     Councillor Mrs M Williams (Rowlstone)
     The Clerk

                                         Page    2
                                                 9
      In attendance:
      Councillor J B Williams (Herefordshire Council)
      3 members of the public


1     Apologies for Absence
      Councillor R Mailes


2     Declaration of Interest
      None declared



3     Minutes
      The minutes of the ordinary meeting of the council held on Tuesday 4th September 2007 were
      approved without any amendments.
      Carried unanimously


4.1   First Responder
      There are now 9 volunteers who will be undergoing police checks and interviews before going
      on to the training course. Councillor Mrs E Overstall reported that 3 grant applications for
      funding were in place but that obviously there was no guarantee of success.
      Resolved
      That this is noted




4.2   Parish Plan Group Meeting
      Councillor Mrs E Overstall presented a report from the meeting held on Thursday 27th
      September 2007 (see appendix 1).
      It was noted that recycling facilities, identified as an important requirement in the Parish Plan,
      were no longer provided in the area, following the closure of the garden centre.
      Resolved
      That the Clerk should write to the Memorial Committee to request that they consider establishing
      a recycling site.
                                                                                        ACTION CLERK
      Resolved
      That an item identifying the need for a site should be placed in the Newsletter


4.3   Flooding Problems in Ewyas Harold
      Due to restructuring the site visit has now been referred to Andrew Culley‟s department and has
      now been scheduled for October 11th at 2pm

                                          Page    3
                                                  0
      Resolved
      That this is noted


4.4   Code of Conduct/Standing Orders
      EHGPC, having adopted the revised Code of Conduct with the addition of paragraph 12(2), were
      advised by the Standards Board to set out clearly the circumstances whereby members of the
      public can attend Council meetings for the purpose of making representations, giving evidence
      or answering questions. The following Standing Order(SO) was therefore agreed at this meeting:

             If a member has a personal interest as defined by the Code of Conduct
             adopted by the Council on 4th September 2007 then they shall declare
             such interest as soon as it becomes apparent, disclosing the existence
             and nature of that interest as required.

             If a member who has declared a personal interest is judged to have a
             prejudicial interest, he/she may attend the stage of the meeting during
             consideration of the item to which the interest relates but only for the
             purpose of making representations, answering questions or giving
             evidence relating to the business. After all representations have been
             made the member must withdraw from the room while the final
             deliberation and decision making takes place. Where such an issue
             arises, members of the public will, through the Chair, be given the same
             right of representation.
      Resolved
      That the Clerk should obtain advice as to whether this SO satisfies the requirement of the
      Standards Board.
                                                                                    ACTION CLERK


4.5   Rowlstone Notice Board
      It was noted that Rowlstone Village Hall Committee had decided that they were happy with the
      current location of this notice board.
      Resolved
      That this is noted.


5     Recreation Ground
       5.1     Monthly Audit
                  Gates do not close automatically. (Action to be resolved through sub-committee)
                  Graffiti on picnic tables
                  Lengthsman reported broken rail on football fence
                   Resolved
                   That the Clerk would check that EHGPC were aware of fence damage

                                          Page   3
                                                 1
                                                                            ACTION CLERK


5.2   Litter Bins
      Inner containers need replacing on two of the bins. The cost for replacements will be
      £59.00
      Resolved
      That the Clerk orders replacements
                                                                            ACTION CLERK




5.3   Car Park
      The following quotations have been received:
                o Resurface with smaller stone £1,000
                o Resurface with tarmac £5,691
                o Resurface roadway with tarmac £1,854


      Resolved
      That the Clerk should request further information on surfacing from Fran White (HC)
                                                                          ACTION CLERK
      That Councillor P Jinman would obtain informal confirmation of the average cost of
      tarmacing such an area.
                                                                                  ACTION PJ




5.4   Play Area
       5.4.1   Fencing
               Following an inspection by Councillors D Harries and G Amey, it was
               suggested that while the fence was in good repair the gate posts needed to be
               replaced. The gates themselves would also need some attention and Councillor J
               Middle reminded the Council that he had a galvanised gate which could be used
               as a replacement.


               Resolved
               That a sub-committee consisting of Councillors D Harries, G Amey and J
               Middle would advise EHGPC on the best course of action.
                                                                       ACTION GA,DH,JM


       5.4.2   Embankment Slide

                               Page     3
                                        2
                     The extra technics matting has now been installed
                     Resolved
                     That this is noted.


             5.4.3   Gazebo Shelter
                     The replacement slat for the damaged seat has now been fitted.
                     Resolved
                     That this is noted.


6   Local Security Matters
     6.1   Ewyas Harold Common Signage
           Councillor P Jinman reported that the police had requested that to resolve
           misunderstandings over access related to the CROW Act explanatory signs
           should be placed at the 4 entrances to the Common. The details were to be given
           to the Lord of The Manor for his consideration.
           Resolved
           That this is noted


     6.2   Neighbourhood Watch
           CSO Rosina Cathcart is keen that the profile of Neighbourhood Watch is raised
           in the village
           Resolved
           That the Clerk should arrange for CSO Cathcart to make a presentation to
           EHGPC
                                                                      ACTION CLERK




7   Correspondence

            Sender              Content
     7.1    SLCC                The Clerk – September 2007
     7.2                        Clerks + Councils Direct – September 2007
     7.3    Herefordshire       Growing Older in Herefordshire – Strategy for Older People
            Partnership         (August 2007)

     7.4    HC                  Speed Indicator Device (SID) costs
            Environment
     7.5    HC Corporate        Future Election Costs
            + Customer
                                   Provisional costs have been identified but require further
                                   clarification.

                                       Page    3
                                               3
                          Resolved
                          That this is noted

7.6    HC Corporate    Revised Code of Conduct – reminder of deadline for acceptance
       + Customer
7.7    HC              Flooding information for July 2007
       Environment
                       Resolved
                       That the Clerk should report that the area of Ewyas Harold was
                       not subject to extensive flooding.
                                                                     ACTION CLERK

7.8    Lewis + Logan   Quotation for resurfacing car park

                       Resolved
                       That this was noted in item 5.3

7.9    HC              Bus and Train timetable – Hereford and Bromyard 09/07 to
                       02/08
7.10   Community       AGM – 16th October 2007
       First
7.11   Community       Parish Plan Newsletter
       First
7.12   HC              Local Development Framework (LDF) Roadshow - Various
       Environment     venues throughout October 2007
7.13   Glasdon         Equipment catalogue
7.14   CPRE            Fieldwork – September 2007 and request to consider
                       membership
7.15   Allianz         Revised insurance schedule following increase in fidelity limit.
7.16   Mrs C Harley    Traffic speed in Elm Green Road

                       Resolved
                       That this was noted in item 11.1

7.17   Red Cross       Village Warden Event – 31st October 2007 10.30 – 15.00 at
                       How Caple Grange

7.18   SLCC            Notice of AGM – October 27th 2007
7.19   Welsh Water     Notice of intention to replace water meter – date to be
                       confirmed
7.20   PC Christine    Details of mobile speed indicator device (email)
       Griffiths
7.21   HALC            HALC Conference – Saturday 13th October 2007
7.22   HALC            New Code of Conduct (briefing session) – Thursday 25th
                       October 2007 at 7pm
7.23   DCM             Company re-launch flier
7.24   Standards       Town and Parish Standard – September 2007
       Board

                              Page     3
                                       4
       7.25    HC Corporate     Review of Polling Districts and Polling Stations
               + Customer
                                No changes have been identified for the Ewyas Harold Group
                                area.
                                Resolved
                                That this is noted

       7.26    HMRC             Employer Bulletin Issue 27
       7.27    Herefordshire    Notice of Precept setting – Return by 4th January 2008
               Council
                                Resolved
                                That the precept needed to be set by December as the first PC
                                Meeting in the New Year would not take place until January 8th.

       7.28    PC Christine     Golden Valley News Beat – October 2007
               Griffiths
                                Copies to Councillors

       7.29    CSO Rosina       Neighbourhood Watch paperwork
               Cathcart
                                Resolved
                                That this was noted in item 6.2




8     Lengthsman Scheme
8.1   Lengthsman work undertaken in September
       Date    Work                                                                      Hours
       06/09   Cut verges Gilberts Wood + Priorsfield                                     30/60
       20/09   Cut verges Gilberts Wood + Priorsfield                                     30/60
       22/09   Cut verges Pontrilas entrance of A465                                      30/60
       25/09   Clear triangle on Rowlstone turn off from A465                             80/60
       29/09   Cut verges MH to A465 (removed Temple Bar sign at A465                     85/60
               junction – blocking visibility)

                                                                               Total     255/60

      Resolved
      That this is noted and approved
                                        Page    3
                                                5
9     Financial Report
9.1   Payments for approval


       Clerk salary                                                      £     481.62
       Stationery/Office Expenses                                        £      27.97
       Clerk postage                                                     £      13.68
       Clerk travel                                                      £      33.73
       HM Inland Revenue (PAYE £5.80 NI £6.48 employee £7.54 employer)   £      19.82
       Allianz - extra premium for revised fidelity guarantee            £      45.73
       Martin Roper – Lengthsman September 2007                          £      70.11
       Martin Roper – Waste collection September 2007                    £      80.00
       Martin Roper – Grass cutting around play area                     £      68.75
       Martin Roper – Seat repair and safety mat fitting                 £      54.99
       EHGPCC – Churchyard Footpath Electricity                          £      50.00




9.2   Balances as at 2nd October 2007


       NatWest Current account                                           £     650.32
       Unpresented cheques                                               £     130.50
       Cheques/cash to be credited                                       £      50.00
       NatWest Business Reserve                                          £    8,820.72
       Alliance + Leicester Current account                              £     812.28
       Alliance + Leicester Deposit account                              £   14,564.40
       Total cash assets                                                 £   15,874.54
       Consisting of:


                                        Page     3
                                                 6
        Precept funds                                                               £   23,315.71
        Lengthsman Scheme                                                           £     153.36
         Balance available but not yet claimed              £     1,114.98
         Administration charge outstanding                  £       111.51
         Available funds for remainder of financial year    £     1,156.83
         (annual allocation £2,229.95)
        Parish Path Funds                                                           £     445.40
        Parish Plan Funds                                                           £     852.75


9.3    Payments Received
        Half yearly precept payment                                                 £    8,479.86
        C Finnie – Newsletter advertisement                                         £      25.00
        Golden Valley Construction – Newsletter advertisement                       £      25.00
        VAT repayment – 1/5/07 to 31/7/07                                           £    8,892.68

       Resolved
       That the financial statement is accepted and that payments should be made.
       Carried unanimously.


10     Planning


10.1   Application number DCSW2007/2886/F
       Site Adjoining Parish


        Site:             Pontrilas Court, Pontrilas, Herefordshire. HR2 0EH
        Description:      New swimming pool pavilion
        Type:             Full
        Applicant:        Mr + Mrs Martin, Pontrilas Court, Pontrilas, Herefordshire. HR2 0EH
       Resolved
       That EHGPC has no objections to this application
       (Plans viewed before meeting)
10.2   Application number DCSW2007/2944/F


        Site:             Llancillo Hall Farm, Llancillo Hall, Pandy, Herefordshire. NP7 8HH


        Description:      Proposed wind turbine


        Type:             Full
        Applicant:        Mr R Bailey, Llancillo Hall Farm, Llancillo Hall, Pandy,
                          Herefordshire. NP7 8HH

                                         Page     3
                                                  7
       Resolved
       That EHGPC has no objections to this application


10.3   Application number DCSW2007/2388/F
       Notification of Planning Permission
        Site:               Barn One, Penyworlod Farm, Rowlstone, Herefordshire. HR2 0DS


        Description:        Relocation of access and demolition of steel barn. Conversion of
                            redundant outbuilding to garage and games room
       Resolved
       That this is noted

11     Road Maintenance and Related Matters


        11.1      Traffic speed in Elm Green Road
                  The Clerk read out a letter from Mrs C Harley highlighting the speed of traffic
                  travelling down Elm Green Lane. Recently her son was knocked off his bike
                  outside his house and she has taken up her concerns with Herefordshire
                  Council.
                  Resolved
                  That the Clerk should write to HC to ask for advice over the possibility of
                  traffic calming in this area and of appropriate signage.
                                                                                ACTION CLERK
                  That the Clerk should out of courtesy inform the Army Camp‟s Commanding
                  Officer of the proposal to look at traffic flow in this area.
                                                                              ACTION CLERK
                  That the Clerk should write to Mrs Harley to keep her informed of EHGPC‟s
                  actions and to check whether her son‟s accident has been logged with the
                  police.
                                                                               ACTION CLERK


        11.2      Unresolved Maintenance Issues
                  Councillor D Harries queried why so many reported problems appeared to
                  remain outstanding.
                  Resolved
                  That the Clerk would ask Herefordshire Council for a breakdown of where
                  items were on their to do list.
                                                                               ACTION CLERK



                                          Page     3
                                                   8
     11.3        Road Sweep
                 Councillor J Middle requested to know who would be carrying out the road
                 sweep now that HJS had been taken over by Amey Mouchel
                 Resolved
                 That the Clerk contacts the contractors and clarifies the situation and also
                 confirms whether the existing contract will be honoured.
                                                                               ACTION CLERK


     11.4        Fire Station
                 The water leak reported coming from the BT manhole outside the Fire Station
                 appears now to be also flowing from a gate further down the road.
                 Resolved
                 That the Clerk should continue to try and find a solution to this problem
                                                                               ACTION CLERK


12   Footpaths


     12.1   Footpaths Officer’s Report

            EH16 I have now heard back from Paul Ratcliffe about the new gate
            in the churchyard. Because access is improved there were initial
            encouraging comments regarding help with meeting the cost but
            Hereford now say that they are unable to provide any additional
            funding. This may reflect the Council‟s wider financial problems.

            EH17 A self-closing gate has now been installed at the entrance to the
            castle bailey.


     12.2   Bridleways on EH Common
            Councillor P Jinman will confirm the fact that bridleways do not exist
            on the Common
            Resolved
            That this is noted
                                                                           ACTION PJ
     12.3   Farm Gate Signs
            Councillor Mrs M Williams queried who was responsible for the
             “ Please Shut The Gate” signs on farm gates that are used to access
            public rights of way
            Resolved
            That the Clerk would raise this query with the FPO
                                                                     ACTION CLERK


                                         Page     3
                                                  9
13   Parish Newsletter

     Autumn issue was approved with the following inclusions/amendments:
     Items for inclusion in Autumn issue:
          Skip article to include details of permissible electrical goods and future dates ( HC
            bookings allowing)
          Car sharing – advertise for volunteer to help with setting up scheme
          Cycle paths – advertise for volunteers to become involved in this campaign
          Recycling site – Require suggestions for possible suitable location.
          Contact details for hall bookings to be amended


14   Parish Website

            News area to be updated
            Parish Plan will be edited to reflect recent meeting.
        Resolved
        That this is noted
                                                                                                    ACTION LO
15   Items for Future Discussion
      15.1    Precept Setting


     The Meeting closed at 9.40pm


     Chairman



     Date


                     NEXT MEETING                   November 6th 2007
                        Future Meetings Dec 4th, Jan 8th




                                                       Appendix 1
                          Revised Report from the Parish Plan Group
                                                         03/10/2007
     A Parish Plan meeting was held at Dulas Court Barn on Thursday 27 th September.
     All councillors were invited. Apologies were received from Paul Sheen, Mary Williams, Bill Preece, Pam Hayward
     and Derek Harries. Present were Liz Overstall, Isabelle Devereaux, Graham Sprackling, Madeleine Bradley, Anne
     Bradley, Helen Waites.

     The presentation “Is your Parish Plan Dead?” was shown and the questionnaire from Chris Gooding of Parish Plan
     Officer of the Herefordshire Partnership.was discussed.


                                            Page      4
                                                      0
We concluded that some action had been taken on all the points raised by local people in the Parish Plan. Actions
that could be taken immediately by the Group Parish Council had been satisfactorily completed, although there is
always an ongoing need for more road repairs and footway improvement.

The Newsletter and the Website www.ewyasharoldgpc.org were both initiated by the Parish Plan and have been a
great success. They are useful tools, successfully promoting the ideas of the Parish Plan and the activities of the
Group Parish Council. The Website has enabled us to publish the Parish Plan to the world, and enables us to make
adjustments in line with changing needs. The free Newsletter is particularly popular in the village.

The Parish Plan has succeeded in alerting the Memorial Hall committee to the need for modernisation. A public
meeting had been held and the Memorial Hall committee intends to seek grant aid for this project. We suggest that
the GPC should support the Memorial Hall committee with this work.

The demand for improved facilities for Youth activities has not been met. Two grant applications supported by the
GPC for equipment for the Recreation Ground have been made, but both were turned down. Clearly the GPC
should continue to try to improve play facilities for older children. but more is required. The GPC needs improved
liaison with existing youth groups in the village and with youth workers at county level to find out how to improve
matters. Contact should be made with the Herefordshire Youth Council. It is clear the GPC cannot improve Youth
facilities unaided. Keen parents are needed to organise activities. We cannot succeed without them.

Footways. The original Parish Plan called for improvements to footways to ensure that the elderly and disabled
could use them safely. The School now has a Walking Bus from the Memorial Hall and it is particularly important
that the footways should be safe for the children going to school this way. The PP group will check the footways
and report back to the GPC.

Education and adult classes A great deal of effort has been made to improve adult classes but we have been
frustrated by low numbers of people wishing to attend. Although people wanted a wide variety of classes, it was
difficult to get enough people to sign up for any one of them. We had enough recruits for Pilates, but then found
that the teacher had moved away. A Yoga class has started this autumn at the school. Hereford Council Lifelong
Learning has been unable to support Adult Education in Ewyas Harold as it is not a “priority” area.

Long distance cycling track. We suggest that GPC should seek information from SUSTRANS and HC about the
possibility of a track to run through Ewyas Harold.

Car sharing: Hereford has it's own lift-sharing scheme, http://www.twoshare.co.uk/
Launched in June 2004, the scheme matches drivers and passengers who wish to share journeys. It saves money
on fuel and parking and reduces congestion and pollution. We suggest that this information is included in the
Newsletter and Website.

Leisure activities (Swimming pool) Some demands were clearly impossible for a small community to finance.
We sympathise with people who want improved facilities and in particular, a swimming pool. The only way
forward is to join forces with other villages in South Herefordshire (who may have completed Parish Plans) to
lobby for a leisure centre in the area. Some residents asked for tennis courts, but they have declined to form a
tennis club to run it. Specific leisure activities must have local support to be viable. This applies to youth groups
as well as sports. We need keen organisers as well as facilities.
There is now a good doorstep Recycling service in Ewyas Harold village, but the parishes have no provision at all.
    Almost every respondent to the Parish Plan asked for a proper recycling facilities. Most of them named the
  Memorial Hall as the most appropriate site. We suggest that the Memorial Hall committee be approached again
       regarding this issue, as it is obviously important to residents who are almost unanimous on this issue.




    Minutes of the Ordinary Meeting of Ewyas Harold Group Parish Council
                      held on Tuesday 6th November 2007
                       In the Memorial Hall at 7.30 p.m.


Present
Councillor D Harries in the chair

                                          Page      4
                                                    1
    Councillor P Jinman
    Councillor Mrs J Addis
    Councillor R Weaver
    Councillor J Middle
    Councillor Mrs E Overstall (Dulas)
    Councillor Mrs M Bradley
    Councillor Mrs M Williams (Rowlstone)
    Councillor W Preece (Dulas)
    Councillor G Amey
    Councillor R Mailes
    The Clerk
    In attendance:
    4 members of the public
    CPO Rosina Cathcart


    Public Forum
    Neighbourhood Watch(NW)
    CPO Rosina Cathcart reported on the relaunch of the Neighbourhood Watch Scheme and
    Community Safety Evening held on 2nd November 2007 (disappointing attendance)
           Looking to recruit co-ordinators whose role is disseminate information from police
            through the community but could also work the other way.
        Hoping to promote community spirit
        Forms left with Parish Council encouraging members of the public to enrole as members
            of the NW
        Malcolm Walker spoke briefly on his role as area co-ordinator and left contact forms for
            those prepared to be involved via his email nhwcm@aol.com
    Extra information will be included in the next Parish Newsletter
    Vandalism
    John Boileau relayed his concerns over the latest round of vandalism that he has experienced.
    This involved his car being “egged” and an attempt being made to burn his front door by setting
    fire to some material that had been attached to the outside.
    Need to promote a community spirit that resists such mindless behaviour. Local police are
    stretched throughout the area but people need to keep reporting these mindless acts and ensure
    that best routes of communication are kept open with police.
1   Apologies for Absence
    Councillor P Sheen


2   Declaration of Interest
    Councillor P Jinman declared an interest in item 4.7


                                      Page     4
                                               2
3     Minutes
      The minutes of the ordinary meeting of the council held on Tuesday 2nd October 2007 were
      approved with the following amendment:
      Item 4.1 3 “grant applications for funding were under consideration”
      Carried unanimously


4.1   Recycling
      The Clerk read out a letter from the Memorial Hall Committee in which they acknowledged the
      need for a recycling site within the area but explaining why the Memorial Hall car park was not
      suitable.
      In the discussion that followed these points were noted:
           A future site would need to be supervised
           Herefordshire Council needed to more proactive and it was believed that announcements
              on improving facilities were imminent.
           When the sale of the old garden centre has been completed any planning applications
              could be considered in conjunction with recycling facilities under planning gain.


4.2   Herefordshire Cycle Routes
      The Clerk has received a list of people who have signed a petition for cycle paths within
      Herefordshire.
      Resolved
      That the Clerk would ask whether anyone on this list would be prepared to liaise with
      Herefordshire Council.
                                                                                    ACTION CLERK


4.3   First Responders
      Councillor Mrs E Overstall requested that EHGPC consider acting as trustees for the First
      Responders so that funding applications and banking facilities could be formally identified.
      Resolved
      That EHGPC were prepared to act as trustees provided this did not entail operational
      responsibilities.
      That the Clerk requests advice on the appropriateness of the Council EHGPC acting in this
      capacity.                                                                    ACTION CLERK
4.4   Code of Conduct/Standing Orders
      The agreed Standing Order written with respect to the adoption of paragraph 12.2 in the revised
      Code of Conduct has been sent to the Standards Board for comment.
      Resolved
      That this is noted


                                        Page     4
                                                 3
4.5   Flooding Problems in Ewyas Harold
      The Clerk read out minutes provided by Mark Ponting of the site meeting held on Thursday 11th
      October 2007. The purpose of the meeting was to explain the pattern of highway flooding in
      Ewyas Harold, particularly along the Pontrilas Road.
      Resolved
      That the Clerk should liaise with Mark Ponting and Herefordshire Council and report back on
      identified prioritization.
                                                                                     ACTION CLERK


4.6   Precept 2008/2009
      Figures have been discussed and the agreed draft will be sent to Councillors with their minutes


      Items for consideration as capital expenditure in order of preference:
          1. Bus shelter £1,500
          2. Car Park Barrier £936
          3. Car Park resurfacing £1,000
      Proposed by: Councillor P Jinman
      Seconded by: Councillor J Middle
      Carried unanimously


      It was noted that EHPCC was requesting an increase in their annual donation from the Council
      Resolved
      That Councillor J Addis will present the case for the increase at the next Council meeting
                                                                                           ACTION JA

      Resolved
      That the precept including capital expenditure will be ratified at the December meeting.


4.7   EH Common Signage
      It was believed that 4 signs had now been installed identifying the restrictions in place when
      accessing the Common. A copy of the wording was with Councillor Mrs E Overstall and the
      Clerk had requested a copy from the police.
      Resolved
      That this is noted
5     Recreation Ground
       5.1     Monthly Audit
                  Dog fouling is still an issue
                   Resolved
                   That the Clerk would remind the Dog Warden of his agreed patrols
                                                                                      ACTION CLERK

                                         Page    4
                                                 4
5.2   Bonfire
      It was noted that Bonfire Night on November 3rd was a great success and that the
      organisers should be congratulated on this and the tidiness of the site after the event.
      Resolved
      That the Clerk should write to the organisers expressing these views.
                                                                              ACTION CLERK




5.3   Vandalism
      Two incidents have been reported to the police:
      Incident number 175-S-111007
      Play Area Sign removed – now retrieved and awaiting repair and re-installation
      Play Area Fence badly damaged – now repaired
      Football fencing broken – now repaired
      Incident number 0132-S-171007
      Damage to Gazebo
      Broken timber recovered and Clerk will order replacements from Advanced Joinery
                                                                              ACTION CLERK

      It was noted that the Football Club are in discussion with the police to enquire about
      increased surveillance for the Recreation Ground.


5.4   Replacement Tree
      Councillor R Mailes acknowledged that the Football Club would be planting the
      replacement tree this Autumn at the far side of the cricket pitch. This would then enable
      the installation of the bench recovered from the play area.
      Resolved
      That this is noted




5.5   Play Area
       5.4.1   Fencing
               The gate posts have been concreted in and the gates re-hung. The double gates
               are OK but the post on the single gate needs replacing.
               Resolved
               That the Clerk asks Nick Eynon to carry out this work.

                                Page     4
                                         5
                                                                                 ACTION CLERK


6   Local Security Matters

    Items had been discussed elsewhere during the meeting:
           Neighbourhood Watch – Public forum
           Vandalism/arson – Public forum
           Vandalism in Recreation Ground – 5.3


7   Correspondence

                 Sender            Content
     7.1         HC                Southern Area Planning Sub-Committee Meeting – 10th
                 Environment       October 2007

     7.2         HALC              Information Corner – 4.10.07

                                   Copies to Councillors

     7.3         HALC              HALC Conference + AGM 13/10/07
     7.4         HALC              Speaking Out – September 2007
     7.5         HALC              Getting Greens Registered – Open Spaces Society
     7.6         Amey Wye          Notice confirming purchase of HJS
                 Valley
     7.7         Herefordshire     HVA News – October 2007
                 Voluntary
                 Action
     7.8         HC Adult +        October Funding opportunities inc Funding Fair 24th
                 Community         October
     7.9         HC                Highways + Transportation – Senior Management Role
                 Environment       Changes
     7.10        DC Gardening      Ground maintenance contract enquiry
     7.11        Big Lottery       Notification of final payment re People‟s Millions
                 Fund
     7.12        EH Memorial       Local recycling facilities
                 Hall
                                   Resolved
                                   That this was noted in item 4.1
     7.13        HC Corporate      Parish Council election costs 2007 (delayed until end of
                 + Customer        November)

     7.14        Fran White        Response on car park surfacing contractors (email)

                                   Resolved
                                   That this was noted in item 4.6

                                     Page     4
                                              6
       7.15           Anu van           List of people who have signed petition for cycle paths
                      Warmelo           (email)
                                        Resolved
                                        That this was noted in item 4.2

       7.16           A Middlecote      Acknowledging request for information on outstanding road
                      HC                maintenance (email)

                                        Resolved
                                        That this was noted in item 11.2

       7.17           Hereford          Hatton‟s Home County – poster for exhibition 10th
                      Museum            November to 9th January 2008
       7.18           Herefordshire     Feedback on consultation for enhanced working
                      PCT               partnerships

                                        Resolved
                                        That this is noted

       7.19           Nick Eynon        Quotation for Car Park barrier

                                        Resolved
                                        That this was noted in item 4.6

       7.20           Mark Ponting      Minutes of meeting with HC re surface water flooding
                                        problems within Ewyas Harold

                                        Resolved
                                        That this was noted in item 4.5



8     Lengthsman Scheme
8.1   Lengthsman work undertaken in October
       Date    Work                                                                               Hours
       4/10    Grass cutting verges Priors/field/Gilberts Wood                                     30/60
       13/10   Grass cutting verges Pontrilas entrance B4347                                       35/60
       18/10   Grass cutting verges Priors/field/Gilberts Wood                                     30/60
       20/10   Grass cutting verges Forge Garage, Chapel Bank, Trappe House,                      330/60
               Church surround
                                                                         TOTAL                    425/60


      Resolved
      That this is noted and approved
9     Financial Report
9.1   Payments for approval


       Clerk salary                                                                    £          481.62


                                          Page     4
                                                   7
       Stationery/Office Expenses                                                £      42.10
       Clerk postage                                                             £      10.48
       Clerk travel                                                              £      16.86
       HM Inland Revenue (PAYE £5.80 NI £6.48 employee £7.54 employer)           £      19.82
       npower – pavilion electricity 18/7/07 to 5/10/07                          £      30.40
       HAGS – outstanding balance for new play area                              £   46,771.81
       Full outstanding payment of payment to £46,884.15 was reduced to cover
       unpaid bill for clean up after contractors left.


       Amey Wye Valley – Road sweep October 2007                                 £      70.50
       Ongoing problems with sweep from centre of village to Prill Orchard and
       above.
       Resolved
       That Clerk should withhold payment and write to Amey Wye to make
       them aware of existing contract.
                                                             ACTION CLERK
       Rowlstone Hall Booking 2/10/07                                            £      20.00
       Martin Roper – Lengthsman October 2007                                    £     116.85
       Martin Roper – Waste collection October 2007                              £      80.00
       Martin Roper – Grass cutting around play area                             £      16.50
       Welsh Water- Interim bill following reading at meter replacement on       £      18.91
       24/10/07
       Glasdon- replacement liners for litter bins                               £      69.32




9.2   Balances as at 6th November 2007


       NatWest Current account                                                   £   40,650.32
       Unpresented cheques                                                       £         nil
       Cheques/cash to be credited                                               £      30.00
       NatWest Business Reserve                                                  £    8,836.74
       Alliance + Leicester Current account                                      £     204.98
       Alliance + Leicester Deposit account                                      £   14,144.55
       Total cash assets                                                         £   63,866.59
       Consisting of:
       Precept funds                                                             £   22,668.40
                                          rd
       Lengthsman Scheme (waiting 3 quarter payment)                             £     -114.96

                                         Page        4
                                                     8
         Balance available but not yet claimed                     £    1,114.98
         Administration charge outstanding                         £       74.35
         Available funds for remainder of financial year           £      925.67
         (annual allocation £2,229.95)
        Parish Path Funds                                                             £           445.40
        Parish Plan Funds                                                             £           852.75
        People’s Millions                                                             £    40,000.00


9.3    Payments Received
        Sarah Rees – pavilion booking                                                 £            15.00
        People‟s Millions                                                             £    40,000.00
        Sue Nevard – Pavilion booking                                                 £            15.00



9.4    Budget Adjustments
       Budget code 14 Electricity
       Transfer £150 from sale of electricity into this code to prevent overspend

       Resolved
       That the financial statement is accepted and that payments and transfers should be made.
       Carried unanimously.


10     Planning


10.1   Application number DCSW2006/2992/O
       Notification of Outline Planning Permission
        Site:               Field No 9825 opposite Lower House, Pontrilas Road, Ewyas Harold
                            Herefordshire. HR2 0ES
        Description:        Residential development


       Resolved
       That this is noted




10.2   Application number EWGS 16006
       Notification of English Woodland Grant Scheme

                                          Page    4
                                                  9
        Site:               Doyre Cottage, Bacton, Herefordshire. HR2 0AA


        Applicant :         Mr Ben Hall


       Resolved
       That this is noted


10.3   Application number DCSW2007/2886/F
       Notification of Planning Permission
        Site:               Pontrilas Court, Pontrilas, Herefordshire. HR2 0EH


        Description :       New swimming pool pavilion


       Resolved
       That this is noted

11     Road Maintenance and Related Matters


        11.1      Traffic speed in Elm Green Road
                  Still waiting for response from HC re traffic speed in Elm Green Lane
                  Resolved
                  That this is noted


        11.2      Unresolved Maintenance Issues
                  List of unresolved work has been sent to HC and they have promised to
                  provide an update.
                  Resolved
                  That this is noted


        11.3      Fire Station
                  The water leak has been reported to BT and Welsh Water.
                  Resolved
                  That this is noted




        11.4      White Lining

                                          Page    5
                                                  0
                 This requires repainting at various sites in the village:
                       Prill Lane and School Lane at junction with C1213 – Particularly the
                        shadow island.
                       Footway lining on B4347 – From Collins towards the village and again
                        opposite the Memorial Hall
                 Resolved
                 That the Clerk reports this to HC
                                                                               ACTION CLERK
      11.5       Water Leak
                 There has been a long standing water leak at Prill Orchard.
                 Resolved
                 That the Clerk reports this to Welsh Water
                                                                               ACTION CLERK
12   Footpaths


      12.1   Footpaths Officer’s Report
             Green Lane. Posts and handrails to be fitted to keep people away from
             area of minor subsidence. Replacement gate to be fitted when time and
             money allow


      12.2   Funding for Church Gate
             Footpaths Officer (HC) agrees that money can be withdrawn from P3
             Scheme if this leaves sufficient to cover P3 contract. With £445 left in
             budget it is unlikely that much if any will be available
             Resolved
             That this is noted


13   Parish Newsletter

     Ideas for Winter issue:
          Bridleways - GA
          First Responders – LO
          Neighbourhood Watch
          Vandalism – Police or victim
          Dog Fouling – Dog Warden
          Flicks in the Sticks




14   Parish Website
                                          Page     5
                                                   1
            Need to consider funding for improvements
        Resolved
        That this is noted


15   Items for Future Discussion
      15.1     Margaret Woodward - Village Warden Scheme


      15.2     Website funding


     The Meeting closed at 10.15pm


     Chairman



     Date


                    NEXT MEETING                  December 4th 2007
                      Future Meetings Jan 8th, Feb 5th, Mar 4th




        Minutes of the Ordinary Meeting of Ewyas Harold Group Parish Council
                          held on Tuesday 4th December 2007
                           In the Memorial Hall at 7.30 p.m.


     Present
     Councillor G Amey in the chair
     Councillor Mrs J Addis
     Councillor J Middle
     Councillor Mrs M Bradley
     Councillor Mrs M Williams (Rowlstone)
     The Clerk
     In attendance:
     1 member of the public
     CPO Rosina Cathcart


     Public Forum

                                         Page      5
                                                   2
      Police Report
      CPO Rosina Cathcart provided feedback on security issues for this month.
      It was noted that there had been marked reduction in vandalism issues.
      The latest copy of the NewsBeat carries details of how members of the public should contact the
      police.


      Appointment of Chairman

      In the absence of Councillors P Sheen and D Harries it was necessary to appoint a chairman for
      the meeting.
      Councillor J Middle proposed Councillor G Amey
      Seconded by Councillor Mrs J Addis
      Carried unanimously


1     Apologies for Absence

      Councillors P Sheen, P Jinman, Mrs E Overstall, R Mailes, R Weaver, W Preece, D Harries


2     Declaration of Interest

      Councillor Mrs J Addis declared an interest in item 4.1 – member of Ewyas Harold PCC
      Councillor Mrs J Addis declared an interest in item 10.5 – relative farms adjoining land



3     Minutes
      The minutes of the ordinary meeting of the council held on Tuesday 6th November 2007 were
      approved without amendment
      Carried unanimously


      Councillor G Amey in his role as Chairman moved that items 4.3 and 9.1 to 9.4 would be
      discussed first as the meeting would become inquorate when Councillor Mrs M Williams was
      due to leave at 8pm


4.1   Village Warden Scheme


4.2   Flooding Problems in Ewyas Harold


4.3   Precept 2008/2009

      The following items were discussed:

                                        Page    5
                                                3
      Hire of Premises. This should remain at £240
      Play Area Maintenance. This should be set at £500
      Litter Control/Parish Freighter. This should be set at £1,000
      Burial Grounds. Councillor Mrs J Addis presented the following breakdown of EHPCC costs
      for 2007:
      Grass cutting - £768.35
      Wall repairs - £3,800.00
      It was agreed that payment to EHPCC should be increased from £400 to £450 meaning a budget
      setting of £600.
      Elections. The Clerk reported that no costs had been fixed for 2007 and in view of this the
      Council decided not to identify a budget over and above the £1500 held in reserve.


      Items agreed for capital expenditure:
          Bus shelter £1,500
          Car Park Barrier £500 This reduced price as compared to estimate of £936 was after
          consideration of length necessary to fit in with football touchline barriers. It was also agreed
          that this proposal needed to be reviewed in line with the main gate being locked.


      Proposed – Councillor J Middle
      Seconded – Councillor Mrs M Bradley
      Carried unanimously


      See appendix 1 for details of Precept request


5     Recreation Ground


5.1   Monthly Audit


5.2   Play Area


6     Local Security Matters


7     Correspondence


8     Lengthsman Scheme


9     Financial Report
9.1   Payments for approval
       Clerk salary                                                                      £        481.62
       Stationery/Office Expenses                                                        £           5.97
                                          Page    5
                                                  4
       Clerk postage                                                             £         20.96
       Clerk travel                                                              £         40.67
       HM Inland Revenue (PAYE £5.80 NI £6.48 employee £7.54 employer)           £         19.82
       K Franklin – pavilion lock repair                                         £         16.00
       Herefordshire Council - Parish Freighter bookings 2008                    £        232.68
       R E Daniel – Recreation Ground Grass Cutting 2007                         £        828.96
       Golden Valley Insurance – Printing costs for Newsletter (Summer +         £        120.00
       Autumn issues)
       Amey Wye Valley Ltd – November Road Sweep                                 £         70.50

       Comments re contract
       Martin Roper – Waste collection November 2007                             £        100.00
       SLCC – 2008 subscription                                                  £         91.00




9.2   Balances as at 27th November 2007


       NatWest Current account                                                   £       1,207.81
       Unpresented cheques                                                       £         70.50
       Cheques/cash to be credited                                               £        540.04
       NatWest Business Reserve                                                  £       8,836.74
       Alliance + Leicester Current account                                      £        540.71
       Alliance + Leicester Deposit account                                      £       6,231.68
       Total cash assets                                                         £      17,286.48
       Consisting of:
       Precept funds                                                             £      15,645.25
       Lengthsman Scheme                                                         £        343.08
        Balance available but not yet claimed             £     557.49
        Administration charge outstanding                 £      74.35
        Available funds for remainder of financial year   £     826.22
        (annual allocation £2,229.95)
       Parish Path Funds                                                         £        445.40
       Parish Plan Funds                                                         £        852.75


9.3   Payments Received
       H M Inland Revenue – Incentive payment for online filing 2006/7     £   150.00
                               rd
       Lengthsman Scheme – 3 quarter payment                               £   557.49
       HM Inland Revenue – Incentive payment for online filing 2005/6      £   250.56

                                           Page   5
                                                  5
        EH Football Club – Electricity and water payment                     £     139.48
        HALC – Parish Talk Award                                             £     300.00


9.4    Budget Adjustments


       Transfer payments of £150 and £250.56 from Inland Revenue into Budget Code 8 (salaries)


       Transfer £235.25 from budget code 2 (Insurance) to budget code 21 (Parish Freighter/Litter)


       Transfer £82.98 from budget code 2 (Insurance) to budget code 1 (Fees/subscriptions)


       Transfer £250 from budget code 15 (Play Area maintenance) to budget code 29 (Miscellaneous)

       Resolved
       That the financial statement is accepted and that payments and transfers should be made.
       Carried unanimously.


10     Planning


10.1   Application number DCSW2007/2944/F
       Notification Planning Permission
        Site:             Llancillo Hall Farm, Llancillo Hall, Pandy. Herefordshire. NP7 8HH


        Description:      Proposed wind turbine




10.2   Application number DCSW2007/2050/F
       Refusal of Planning Permission
        Site:             Shop Barn, Pwll-y-Hunt, Pontrilas, Herefordshire, HR2 0HF


        Description:      Construction of garage/workshop building to accompany shop barn




10.3   Application number DCSW2007/2029/L
       Invalid Application – Listed building consent not required
        Site:             Shop Barn, Pwll-y-Hunt, Pontrilas, Herefordshire, HR2 0HF



                                         Page     5
                                                  6
        Description:     Construction of garage/workshop building to accompany shop barn



10.4   Application number DCSW2007/3563/F


        Site:            Golden Grove, Rowlestone, Herefordshire. HR2 0EF


        Description:     Timber frame extension to house


        Application      Full
        type:
        Applicant        Mr + Mrs Seymour, Golden Grove, Rowlestone, Herefordshire.
                         HR2 0EF


       Resolved
       That EHGPC has no objections to this application
       (Plans viewed before meeting)




10.5   Application number DCSW2007/3583/F


        Site:            Pontrilas Army Training Area, Ewyas Harold, Herefordshire.
                         HR2 0JA
        Description:     The set-up of a prefabricated modular laboratory to be rendered to
                         match surrounding buildings with double glazed uPVC windows.
                         Footings and services to be completed pre arrival of modular
                         construction.


        Application      Full
        type:
        Applicant        MOD, Pontrilas Army Training Area, Ewyas Harold, Herefordshire.


                                        Page    5
                                                7
                         HR2 0JA




     Resolved
     That EHGPC has no objections to this application
     (Plans viewed before meeting)
     Comments
     What is the method of trapping chemicals re drainage etc.?
     How is waste collected/retained on site?
     How will water courses be protected?
     Are air filters in place?



11   Road Maintenance and Related Matters



12   Footpaths


      12.1   Footpaths Officer’s Report




13   Parish Newsletter



14   Parish Website



15   Items for Future Discussion


     The Meeting closed at 8.05pm
     Councillor Mrs M Williams excused herself from the meeting and the meeting therefore became
     inquorate. All items remaining to be discussed will be carried forward to the next meeting.


     Chairman



     Date


                                       Page    5
                                               8
              NEXT MEETING               January 8th 2008
               Future Meetings Feb 5th, Mar 4th




                                           Appendix 1

        EWYAS HAROLD GROUP PARISH COUNCIL
              SPENDING PROPOSALS 2008/2009

                                                  Budget         Budget
               Item                                07/08         08/09
       ADMINISTRATION
1 Fees/Subscriptions                       £      575.00    £   700.00
2 Insurance                                £ 3,115.96       £ 2,937.62


                                  Page     5
                                           9
 3 Newsletter                         £   250.00    £   250.00
 4 Training                           £   120.00    £   120.00
 5 Postage + Travel                   £   500.00    £   525.00
 6 Stationery                         £   200.00    £   200.00
 7 Office equipment reserve           £   250.00    £   250.00
 8 Salaries                           £ 5,703.76    £ 6,031.00
 9 Members Expenses                   £    30.00    £    30.00
10 Hire of Premises                   £   240.00    £   240.00
                        Sub total =   £ 10,984.72   £ 11,283.62


      RECREATION GROUND
11 Grass Cutting                      £   955.00    £ 1,100.00
12 Hedge Laying/Trimming              £   200.00    £   200.00
13 Water                              £   120.00    £   120.00
14 Electricity                        £   200.00    £   200.00
15 Play Area Maintenance              £ 1,200.00    £   500.00
   Recreation Ground
16 Maintenance                        £   100.00    £ 1,000.00
17 Maintenance of Flower Beds         £    50.00    £    50.00
18 Contingency                        £   750.00    £   300.00
                        Sub total =   £ 3,575.00    £ 3,470.00


       COMMUNITY TIDYING

19 Litter Control/ Parish Freighter   £   800.00    £ 1,000.00
                        Sub total =   £   800.00    £ 1,000.00


       GRANTS/DONATIONS
20 Village Halls                      £   150.00    £   150.00
21 Burial Grounds                     £   550.00    £   600.00

                               Page   6
                                      0
22 Community Groups                         £     50.00     £     100.00
23 Charities                                £     50.00     £      50.00
                            Sub total =     £    800.00     £     900.00

    SPECIAL CONTINGENCIES
24 Elections                                £    650.00     £           -
25 Capital Projects                         £    550.00     £ 2,000.00
26 Miscellaneous Expenditure                £    500.00     £     850.00
                            Sub total =     £ 1,700.00      £ 2,850.00


              TOTALS                        £ 17,859.72     £ 19,503.62
     After income deduction of
               £900                         £ 16,959.72

    Likely Income from
    2008/2009
    Newsletter advertising                                  £     200.00
    Pavilion hire                                           £     100.00
    Pavilion fees                                           £     100.00
    Interest                                                £     300.00
    TOTAL                                                   £     700.00

             Requested precept for 2008/2009                £ 18,803.62

    Other Income allowed for in budget setting
    Kentchurch Parish Freighter                                             £120.00
    Sale of Electricity/Water                                               £300.00




       Minutes of the Ordinary Meeting of Ewyas Harold Group Parish Council
                          held on Tuesday 8th January 2008
                          In the Memorial Hall at 7.30 p.m.


   Present
   Councillor P Sheen (Rowlstone) in the chair
   Councillor Mrs J Addis

                                    Page    6
                                            1
      Councillor J Middle
      Councillor Mrs M Bradley
      Councillor Mrs M Williams (Rowlstone)
      Councillor R Weaver
      Councillor R Mailes
      Councillor D Harries
      Councillor P Jinman
      Councillor Mrs E Overstall (Dulas)
      Councillor W Preece (Dulas)
      In attendance:
      The Clerk
      1 member of the public


1     Apologies for Absence

      None received


2     Declaration of Interest

      None declared



3     Minutes
      The minutes of the ordinary meeting of the council held on Tuesday 4th December 2007 were
      approved without amendment
      Carried unanimously




4.1   Village Warden Scheme
      Communications have been received through HALC and Esther Grisenthwaite. These have
      identified feedback from users, breakdown of activities for the past year and contact details.
      Majority of users throughout Herefordshire stated that the scheme had made a lot of difference to
      their quality of life and individuals were now more confident of remaining independent in their
      own home.


                                         Page     6
                                                  2
      Important that scheme remains viable after initial funding and organisations such as parish
      councils are requested to give both moral and financial support.
      Resolved
      That this is noted


4.2   Bus Shelter
      The request for this facility has been logged by Herefordshire Council and a further site meeting
      requested.
      Resolved
      That the Clerk would arrange for a meeting between Councillor J Middle and HC later in
      January.
                                                                                    ACTION CLERK


4.3   First Responders
      Following HALC‟s advice that it is not appropriate for EHGPC to act as trustees/bankers,
      Councillor Mrs E Overstall has arranged for the Ambulance Brigade Charity to hold future
      funds.
      Training is expected to start later in January following the appointment of a new organiser.
      Resolved
      That this is noted


4.4   Flooding Problems in Ewyas Harold
      The report prepared by Mark Ponting has been referred to Herefordshire Council for constructive
      comments, but as yet no reply has been received.
      Resolved
      That the Clerk should pursue this with HC.
                                                                                    ACTION CLERK


4.5   Flicks in the Sticks
      Next film night 11th January – “Unfinished Life”



4.6   Community Access Point
         Facility is opening from 15th January 2008
         Open Day 5th February 2008
      Resolved
      That this is noted


5     Recreation Ground

                                         Page      6
                                                   3
5.1   Monthly Audit
         Toilets need cleaning
         Gazebo roof still awaiting repair (see 5.2.4)
         New gate has been erected on footpath to Priorsfield
         Tree and bank collapsed into brook (see 5.7)


5.2   Play Area
       5.2.1   Leaves
               Parts of the safety surface have a considerable covering of fallen leaves.
               Resolved
               That the Clerk should ask Martin Roper to clear this area.
                                                                                    ACTION CLERK
       5.2.2   Play Area Sign
               This has been repaired and re-installed
               Resolved
               That this is noted


       5.2.3   Gate
               Single gate to play area has now been re-hung and is closing properly
               Resolved
               That this is noted


       5.2.4   Gazebo
               The replacement roofing slat is now available for re-fitting. The timber for this was
               provided free of charge by Advanced Joinery.
               Resolved
               That this is noted




5.3   Moles
      These continue to be a problem within the Recreation Ground and mounds of earth are now
      appearing alongside the new path and embankment slide, and some of this has been transferred
      to the slide itself.
      Resolved
      That the Clerk should ask Martin Roper to brush out the mounds and clean the slide.
                                                                                     ACTION CLERK

                                         Page    6
                                                 4
      It was acknowledged that private contractors would only consider the use of poison to remove
      the mole problem and this was unacceptable given the public access to this area.
      The Cricket Club have requested that they use traps to protect their playing ground.
      Resolved
      That the Clerk writes to EHCC and gives them permission to use traps.
                                                                                      ACTION CLERK
5.4   Dog Fouling
      The Dog Warden has confirmed that he is aware of the problem and has added the Recreation
      Ground to his round.
      Resolved
      That this is noted


5.5   Football Coaching
      EH Primary School held a football coaching session on the 13th December 2007
      Resolved
      That this is noted


5.6   Pavilion
      Loose railing on pavilion has been repaired but the wood is rotting and some more permanent
      repair will be necessary later in the year.
      Resolved
      That this is noted.


5.7   Dulas Brook
      Part of the bank has collapsed resulting in a tree falling into the brook. This has been reported to
      Environment Agency Incident Team.
      Resolved
      That this is noted

      Post Meeting Note
      The EA have visited the site and have confirmed that the necessary work will be undertaken
      within the next few weeks subject to weather conditions.
5.8   Main Gate
      This is being locked at night by the Football Club from approximately 5pm to 9am
      approximately. The chain has recently been cut with bolt croppers and so has now been replaced
      with a more robust system. The Football Club will be providing the Clerk with spare keys so that
      key holders can be identified within the village.
      Resolved
      That this is noted

                                         Page     6
                                                  5
5.9    Surveillance
       The Football Club is hoping to have a discussion with Charles Naylor (Crime Prevention Officer
       for West Mercia Police) and they will report back to EHGPC following this meeting.
       Resolved
       That this is noted


5.10   Pavilion Charges
       EHFC is to approach EHCC(Saturday Team) and the Bonfire Committee to request a donation
       towards the extra costs associated with the use of showers and floodlights respectively. The
       Football Club would also like to request that EHGPC consider a donation from the fees paid by
       the Sunday Cricket side for the use of the pavilion.
       Resolved
       That this was noted




 6     Local Security Matters

       No items were raised under this section.


       It was noted that the new system of Neighbourhood Watch reporting through emails was very
       helpful in disseminating information through the local community.


 7     Correspondence

        Date     Sender            Content
        received
        7.1      NatWest           Notification of changes to on-line banking procedures

        7.2        Herefordshire   Local Involvement Network (LINk) – Bishop‟s Palace ,
                   Council         Hereford, 9am-12.30pm 3rd December 2007

        7.3                        Clerks & Councils Direct – November 2007, Issue 54

        7.4        HC Adult +      Herefordshire Partnership Newsletter (Autumn 2007) and
                   Community       Annual Report (2006/7)

        7.5        HC Adult +      November Funding Opportunities
                   Community

        7.6        HC Adult +      Winter Gritting Routes 2007/8
                   Community


                                         Page     6
                                                  6
7.7    HC Adult +     Bus and Train Timetable update (Area 1 from 28th October
       Community      2007)

7.8    SLCC           The Clerk – November 2007

7.9    West Mercia    Copy of wording from new signs on EH Common
       Constabulary

7.10   Greenfields    Ground maintenance brochure

7.11   REKK           Youth Shelter flyer

7.12   HC             Review of Licensing Policy – Consultation period closes
       Environment    7/12/07

                      Resolved
                      That this is noted (see 7.17)


7.13   HC             Alteration to routes for services to south of Hereford
       Environment

7.14   SLCC           2008 Conference Programme

7.15   Jean Addis     2007 costs incurred by EHPCC for churchyard

                      Resolved
                      That this was noted in 4.6 of the December 2007 minutes

7.16   HALC           Payment of Parish Talk award
7.17   HC             Extension of consultation period re Licensing policy until
       Environment    16th January 2008

                      Resolved
                      That this was noted

7.18   Community      News Line – Issue 72, December 07
       First




7.19   Artmarkers     Notification of booklet release (email)

                      When these are available from the printers they will be sent
                      to the Clerk for distribution.
                      Resolved
                      That this was noted




                           Page     6
                                    7
7.20   West Mercia   Golden Valley News Beat – December 2007 (email)
       Police

                     Copies to Councillors in December 2007

7.21   Glasdon       Equipment brochure

7.22   EHFC          Herefordshire Football Association Ground Criteria

                     Resolved
                     That the Clerk should copy the main details of this report to
                     all Councillors
                                                               ACTION CLERK
                     Resolved
                     That Councillor R Mailes should request that a spokesman
                     from the FA gave a presentation to EHGPC so that
                     consideration could be given as to how EHFC could be best
                     supported with satisfying essential ground criteria.
                                                                     ACTION RM

                     Post meeting note
                     Herefordshire FA was willing to make a presentation but this
                     was likely to take an hour and therefore would be better to
                     consider hearing this as a committee rather than at a full
                     council meeting.

7.23   Kentchurch    Kentchurch PC requested a review of the proportional
       Parish        payments for the Parish Freighter service. It was noted that
       Council       there seemed to be a misunderstanding with regard to the
                     total costs for this service.
                     Resolved
                     That the Clerk would write to KPC and identify shared costs.
                                                                ACTION CLERK
7.24   SLCC                                              th
                     2008 Practitioners‟ Conference – 29 Feb and 1st March 2008

7.25   HM Revenue    Employer Talk events 2008
       + Customs
7.26   HALC          Information Corner 6.12.07

                     Copies to Councillors
7.27   HALC          New salary scales

                     Resolved
                     That this was noted

7.28   HALC          Training Booking forms


7.29   HALC          Hereford Hospitals NHS Trust – application form to become
                     a member
                     There was a discussion re the importance of becoming
                     involved.

                          Page    6
                                  8
                       Resolved
                       That an article should included in the forthcoming Newsletter

7.30   HALC            Red Cross Warden Scheme

                       Resolved
                       That this was noted in item 4.1

7.31   HALC            West Midlands Regional Spatial Strategy – Phase Three
                       Revision

7.32   HALC            Parish Talk application form

                       Paperwork given to Councillor Mrs E Overstall for
                       consideration of website application.


7.33   HALC            NALC – L11-07 Public Participation at Parish Council
                       Meetings

                       New recommendations for standing orders following
                       paragraph 12 (2) of new model code of conduct.
                       Clerk has prepared draft standing orders and these two items
                       need to be considered together.
                       Resolved
                       That this is tabled as a future agenda item.

7.34   Esther          Updates/information on Red Cross Village Warden
       Grisenthwaite   Scheme(email)
                       Village Warden contacts
                       Feedback from users of scheme

                       Resolved
                       That this was noted in item 4.1

7.35   Graham          Resignation as Councillor (email)
       Amey
                       Resolved
                       That this is noted and that the Clerk should make
                       arrangements to advertise this and the outstanding vacancy
                                                                   ACTION CLERK

7.36   HC Corporate Register of Electors 2008 (application form)
       + Customer

7.37   Community       Newsline – December 2007, Issue 72
       First

7.38   HC Adult +      River Tales – DVD produced for Age Concern
       Community
                       Passed on to Councillor R Weaver


                            Page     6
                                     9
       HC Adult +      Bus and Train Timetable Update – Area 1 Hereford +
       Community       Bromyard (from 9th December 2007)


7.40   HC Adult +      December funding opportunities update
       Community

7.41   HC Corporate Major Emergency Plan template (electronic version for local
       + Customer   amendments)

                       Herefordshire Council is requesting that local councils amend
                       the 15 page template to suit and when complete send a copy
                       to them for their files.

                       Resolved
                       That this is tabled as a future agenda item.

7.42   HC Corporate Herefordshire County Flood Plan – Amendment No 8
       + Customer
7.43   HC           Acknowledgement of bus shelter request and notice of further
       Environment required site meeting

7.44   Community       Parish Plan Newsletter
       First
7.45   Marie Curie     Daffodil Appeal 2008

                       Paperwork given to Councillor Mrs J Addis
7.46   Herefordshire   Annual Report 2006/7 and 2008 funding appeal
       CAB

7.47   Electoral       Electoral register 2008 (email)
       Registration
7.48   Electoral       Monthly additions for Parish of Dulas parish (email)
       Registration
7.49   Electoral       Monthly additions for Parish of Ewyas Harold (email)
       Registration
7.50   West Mercia     Draft priorities for 2008 consultation – Hindlip Hall,
       Police          Worcester 7pm 15th January 2008

                       Feedback requested

                       Resolved
                       That this is noted
7.51   Hereford        Wagging Tongues 19th January to 5th March 2008 (poster)
       Museum
7.52                   Clerks & Councils Direct – January 2008
7.53   SLCC            The Clerk – January 2008

7.54   John Armson     The Clerk read out a letter requesting support for establishing
                       a nature reserve.
                       In the discussion the following points were raised:

                            Page     7
                                     0
                                          Help might be obtained through placing an advert in a
                                           publication such as the Newsletter
                                         Defra should be approached re the project‟s feasibility
                                    Resolved
                                    That EHGPC was supportive in principle but at the moment
                                    was not prepared to offer practical support, but would
                                    reconsider after a Nature Trust had been established.

                                                                             ACTION CLERK


8     Lengthsman Scheme


8.1   Lengthsman work undertaken in November/December.

       Date      Work                                                                    Hours
       9/12      Check drains and clear as necessary                                     195/60
       28/12     Check drains and clear as necessary                                     180/60
                                                                        TOTAL            375/60
      Resolved
      That this is noted and approved


9     Financial Report
9.1   Payments for approval
       Clerk salary                                                             £        565.04
       Stationery/Office Expenses                                               £          4.92
       Clerk postage                                                            £         12.56
       Clerk travel                                                             £         17.86
       HM Inland Revenue (PAYE £16.50 NI £18.11 employee £21.07                 £         55.68
       employer)
       Black Hill Computer Software – web hosting 2008                          £         84.00
       Brian Ball – Play Area maintenance                                       £         55.00
       Brian Ball – Hedge cutting                                               £        201.00
       Amey Wye Valley – December road sweep                                    £         70.50
       Transfer from NatWest to A+L                                             £      7,000.00
       Martin Roper – Lengthsman December 2007                                  £        103.11
       Martin Roper – Waste collection December 2007                            £         80.00
       Martin Roper – Repairs (play area sign and pavilion railing)             £         60.00
       Martin Roper – Sand bag collection and storage                           £         16.50




9.2   Balances as at 31st December 2007


                                            Page   7
                                                   1
        NatWest Current account                                                  £        1207.81
        Unpresented cheques                                                      £          232.68
        Cheques/cash to be credited                                              £             nil
        NatWest Business Reserve                                                 £        8910.04
        Alliance + Leicester Current account                                     £          674.71
        Alliance + Leicester Deposit account                                     £        5099.97
        Total cash assets                                                        £       15,659.85
        Consisting of:
        Precept funds                                                            £       14,152.97
        Lengthsman Scheme                                                        £          208.73
         Balance available but not yet claimed               £     557.49
         Administration charge outstanding                   £      55.77
         Available funds for remainder of financial year     £     710.45
         (annual allocation £2,229.95)
        Parish Path Funds                                                        £          445.40
        Parish Plan Funds                                                        £          852.75


9.3    Payments Received
                                                                                               nil


9.4    Budget Adjustments
        Source of transfer                     Sum to transfer     Budget code receiving
                                                                   payment
        Budget code 28 Capital Projects        £84                 Fees/subscriptions (1)
        Budget code 28 Capital Projects        £1                  Hedge-laying/trimming (12)


        Budget code 28 Capital Projects        £100                Litter control (21)

       Resolved
       That the financial statement is accepted and that payments and transfers should be made.
       Carried unanimously.




10     Planning


10.1   Application number DCSW2007/3704/F

                                          Page       7
                                                     2
        Site:             Former Garden Centre, Pontrilas, Herefordshire. HR2 0DJ


        Description:      Demolish existing buildings and build new warehouse and
                          store/shop/office


        Application       Full
        type:
        Applicant         Pontrilas Timber + Builders‟ Merchants, Pontrilas, Herefordshire.
                          HR2 0BE


       Resolved
       That EHGPC has no objections to this application (plans viewed prior to meeting)
       Comments:
       Concern over increased vehicle access and would like to see inclusion of give way sign and/or
       visibility mirror.


10.2   Application number DCSW2007/3771/F


        Site:             Millcroft, Pontrilas, Herefordshire. HR2 0EL


        Description:      Proposed first floor extension to front of existing dwelling house to
                          extend existing bedroom


        Application       Full
        type:
        Applicant         Millcroft, Pontrilas, Herefordshire. HR2 0EL



       Resolved
       That EHGPC has no objections to this application (plans viewed prior to meeting)




10.3   Application number DCSW2007/3583/F
       Notification of Planning Permission


                                         Page    7
                                                 3
      Site:             Pontrilas Army Training Camp, Ewyas Harold, Herefordshire.
                        HR2 0JA
      Description:      Set-up of pre-fabricated modular laboratory


     It was noted that the concerns over drainage and waste raised by EHGPC did not provoke
     comments from HC
     Resolved
     That the Clerk should find out if these issues had been considered.
                                                                                   ACTION CLERK
11   Road Maintenance and Related Matters


      11.1    Prill Lane
              An elderly resident fell and sustained injuries and concerns were raised
              that the state of road surface may have been a contributory factor.
              Resolved
              That councillors review the state of footways and roads and report back
              at the February meeting.
                                                                       ACTION ALL


      11.2    B4347 Footway
              A pothole has formed in the pavement outside Smith‟s garage
              Resolved
              That the Clerk report this to HC
                                                                  ACTION CLERK
      11.3    C1213 Near Dulas Court
              The previously reported blocked drains 200yards on the Dulas side of
              the lodge have still to be cleared.
              Resolved
              That the Clerk will remind HC of this outstanding work
                                                                  ACTION CLERK


      11.4    C1213 Little Walkmill
              Storm water is still running through the entrance gate to Little
              Walkmill and washing away the road surface. This has been reported to
              HC but as yet no action has been taken.
              Resolved
              That the Clerk will remind HC of this outstanding work
                                                                  ACTION CLERK
      11.5    U74419
              Several dead branches are overhanging this roadway

                                        Page     7
                                                 4
            Resolved
            That the Clerk report this to HC
                                                                  ACTION CLERK
     11.6   Pudding Street
            A tree is growing dangerously close to power lines by Lower Mill
            House.
            Resolved
            That the Clerk will report this to Central Networks
                                                                  ACTION CLERK
     11.7   Cwm Dulas Lane
            The drain at the bottom of this lane is blocked again and requires
            clearing.
            Resolved
            That the Clerk would report this to HC/Lengthsman
                                                                  ACTION CLERK


12   Footpaths


     12.1   Footpaths Officer’s Report

            EH14 It was reported that a gate along this path had been padlocked.
            The padlock has now been removed.

            EH14/18 The area where these two paths cross just north of the Dulas
            brook has been turned into a quagmire by cattle. We had a similar
            problem with the same landowner‟s cattle on EH37 two years ago. The
            landowner has to prevent his cattle accessing the path and damaging it.
            I will discuss this with Jonathan Roger when he returns from leave.

            EH 31A The path through Cae Newydd wood has become very
            overgrown and is also obstructed at the south end by piles of earth and
            hard core. I have spoken to the landowner and he has agreed to clear
            the path using a digger. He plans to do this fairly soon whilst extracting
            timber from the wood. Once the path is cleared we may need to add it
            to our annual strimming programme.
            At the south end of EH31A where it passes through the garden of
            Paradise the gate is tied up to prevent sheep getting in. It would
            improve access if there was a stile next to the gate. The landowner has
            offered to erect the stile and I will ask Hereford to provide a stile kit.


            Peter Overstall




                                      Page     7
                                               5
13   Parish Newsletter

     Items for February Issue


            Artmarkers booklet launch - Clerk
            Neighbourhood Watch
            Footpaths/roads re disabled access
            Flicks in the Sticks – DH
            Field maintenance equipment sharing
            Hereford Hospitals NHS Trust – PJ


14   Parish Website


        Updates
           News pages will be updated with items from Newsletter – EO
           Parish Talk grant application – EO + Clerk


15   Items for Future Discussion
      15.1    STANDING ORDERS



      15.2    LOCAL EMERGENCY PLAN


     The Meeting closed at 9.10pm



     Chairman



     Date


                   NEXT MEETING                  February 5th 2008
                   Future Meetings Mar 4th, April 1st (Rowlstone), May 6th (Annual Meeting)




                                         Page      7
                                                   6
        Minutes of the Ordinary Meeting of Ewyas Harold Group Parish Council
                              held on Tuesday 5th February 2008
                               In the Memorial Hall at 7.30 p.m.


    Present
    Councillor P Sheen (Rowlstone) in the chair
    Councillor Mrs J Addis
    Councillor J Middle
    Councillor Mrs M Bradley
    Councillor R Mailes
    Councillor D Harries
    Councillor P Jinman
    Councillor Mrs E Overstall (Dulas)
    Councillor W Preece (Dulas)
    In attendance:
    The Clerk
    Councillor J B Williams (Herefordshire Council)
    4 members of the public


    Public Forum
    Community Access Point
    Carey Goodwin made a brief presentation on the available facilities, (which opened on 15th
    January 2008 with an Open Day on 5th February), and highlighted the possibilities of training for
    councillors and clerk. This centre will need to be self-funding within two years and any financial
    help that could be provided through EHGPC will help ensure the long term viability of this free
    public service.


1   Apologies for Absence

    Councillors Mrs M Williams, R Weaver


2   Declaration of Interest

    Councillor R Mailes declared an interest in item 5.4


3   Minutes
    The minutes of the ordinary meeting of the council held on Tuesday 8th January 2008 were
    approved without amendment
    Carried unanimously


                                       Page    7
                                               7
4.1   Bus Shelter
      There was a further site meeting on 24th January and no problems were identified with the village
      centre location. The Clerk is waiting on formal notification of the work schedule and identified
      costs to EHGPC (including maintenance cost responsibilities).
      Resolved
      That this is noted


4.2   Notice board (Village Centre)
      The glass has become insecure in the runners and for safety has been removed to be held by
      Councillor R Mailes.
      Resolved
      That the Clerk should arrange for replacement deeper top runners to be installed.
                                                                                    ACTION CLERK
4.3   First Responders
      Training is to commence next weekend and it is expected that the volunteers will be ready to
      attend with the Ambulance Service within a month with a view to the service being active within
      2 months.
      Resolved
      That this is noted


4.4   Village Warden Scheme
      Re-emphasised the facts recorded in January minutes 4.1 ensuring that EHGPC identify this as a
      future funding pressure.
      Resolved
      That this is noted


4.5   Flooding Problems in Ewyas Harold
       4.5.1   Pontrilas Road (B4347)
               Feedback by Herefordshire Council to the report prepared by Mark Ponting in October
               2007 remains sketchy.

                   1. It has been agreed that the gully catchpots situated in the footway along the
                      Pontrilas Road (B4347) will be emptied twice a year.
                   2. A new large gully and tarmacadum deflector in the driveway entrance to Weir
                      Farm and to a new 225mm diameter gully connection from Caemain towards
                      the Weir pipe situated in the west side footway is on HC‟s priority list. The
                      Clerk is still trying to clarify the time scale.
                   3. Additional gullies and cross gully connections should be made from
                      Brookfield/Rossllwyn towards Mulberry/Ashdown. The Clerk is trying to see
                      if this work will eventually be added to a priority list.
               Resolved
               That the Clerk should continue to pursue this with HC.

                                        Page     7
                                                 8
                                                                                    ACTION CLERK
       4.5.2   Flood Risk Insurance
               Councillor P Jinman reported that his surgery insurance had now inserted a clause
               excluding cover for flood damage. This is despite the findings of the Atkins flood
               survey of this area and is outside of government guidelines for insurance risk
               assessment.
               Resolved
               That Councillor Jinman would produce a more complete report when he had further
               information.
                                                                                          ACTION PJ

               That a recommendation that individuals check their own insurance policies was
               included in the current Newsletter.
                                                                                ACTION CLERK



5     Recreation Ground


5.1   Monthly Audit
         Broken glass around slide and on safety surface in play area


5.2   Play Area
       5.2.1   People’s Millions
               Big Lottery Fund is to make a two visits to the new play area
                   1. February 26th 2008 to carry out an audit check and will liaise with the Clerk.
                    Post meeting note. Meeting now set for 7th March am
                    2. Publicity visit – date to be agreed – and will liaise with Councillor D Harries.
                   Post meeting note. Meeting now arranged for 1-30pm Friday 22nd February
               Resolved
               That this is noted


5.3   Main Gate
      This is being locked at night by the Football Club from approximately 5pm to 9am
      approximately. Notices with regards to key holders will be posted on notice boards and in the
      Newsletter.
      Resolved
      That this is noted




                                         Page    7
                                                 9
5.4   Grass Cutting
      The Football Club are considering purchasing equipment suitable to cut the grass in the
      Recreation Ground as currently contracted to R Daniels. If available the club would be able to
      offer this service to EHGPC for approximately £300 (a saving of over £500). The Club are still
      to finalise details but will contact the Clerk within the next few days to confirm whether the
      equipment will be in place for 2008.
      Resolved
      That would be happy to offer the contract to EHFC provided the club took responsibility for
      providing this service even if their own equipment was out of service. Failure to confirm details
      in February would mean that the contract with Daniels was renewed.
                                                                             ACTION CLERK + RM


      Post meeting note. EHFC are unable to confirm details for 8 weeks therefore the Clerk has
      instructed R Daniels to undertake the grass cutting for 2008.


5.5   FC Ground Criteria
      Details have been distributed to all councillors and Herefordshire FA have agreed to hold
      discussions if necessary.
      Resolved
      That this item should be moved to the supplementary list


6     Local Security Matters

      No items were raised under this section.


7     Correspondence

       Date     Sender              Content
       received
       7.1      West Mercia         Golden Valley News Beat – January 2008
                Constabulary
                                    Copies to Councillors

       7.2        Ray Harris        Internal Audit report

                                    Resolved
                                    This is noted in item 9.5

       7.3        Glasdon           Product catalogue
       7.4        John Armson       Response to EHGPC‟s decision re proposed nature reserve

                                        Page     8
                                                 0
7.5    HC Adult +      Herefordshire Community Development Strategy
       Community
7.6    HC Adult +      Review of School Provision in Herefordshire
       Community
                       Resolved
                       This is noted in item 7.19


7.7    HC Adult +      Community Forums
       Community
                       Dates to notice board

7.8    HC Adult +      Herefordshire Transport Asset Management Plan
       Community
                       Paperwork to Councillor J Middle for response on behalf of
                       EHGPC.

7.9    HC Adult +      Funding Directory – 20th edition , December 2007
       Community
7.10   HC Adult +      Royal Agricultural Benevolent Institute Gateway Project
       Community
7.11   HC Adult +      Heritage Lottery Funds – Advice Sessions, 20th February
       Community       2008

                       Resolved
                       That this is noted.

7.12   Local Works     Sustainable Communities Bill
                       This has now become law and is an Act of Parliament

                       Resolved
                       That this is noted

7.13   HC              Consultation on the Validation of Planning Applications
       Environment

                       Paperwork to Councillor Mrs E Overstall

7.14   HC Children +   Review of School Provision in Herefordshire
       Young People

                       Resolved
                       This is noted in item 7.19

7.15   HC              Bus and Train Timetable Update – Hereford and Bromyard
                       No 3


7.16   HC Corporate    Parish Council Election Costs – 3rd May 2007
       + Customer

                            Page     8
                                     1
                       Resolved
                       That this is noted in item 9.1


7.17   Malcolm         Letter and donation re Bonfire Night 2007
       Watkins
       EHEC
                       Resolved
                       That this is noted in item 9.3

7.18   HC Corporate    Casual vacancy forms
       + Customer

                             Forms for Llancillo vacancy have been posted –
                              assuming no request for election council should be
                              able to co-opt after 15th February
                             Still waiting on instructions for co-option re Ewyas
                              Harold vacancy

                          Resolved
                          That notices of vacancies should be issued through the
                          Newsletter to identify lack of representation to residents
                          in Llancillo

7.19   Herefordshire   Review of School Provision - Notice of suspension of
       Council         consultation process

                       More detailed research required before proposals are re-
                       drafted for final consideration in September

                       Resolved
                       That this is noted
7.20   HALC            Postponement of Southern Area Meeting – 28/1/08

7.21   HVA             Herefordshire Voluntary Action – Newsletter February 2008

7.22   Wicksteed       Livewire pamphlet

7.23   Communities     Consultation paper on Part 10 of Local Government and
       + Local         Public Involvement in Health ACT 2007
       Government
                       Covers:
                           New standard committee powers to make initial
                              assessments of misconduct allegations
                           Standards Board new monitoring functions
                           Extend range of sanctions available to Adjudication
                              Panel
                           Issuing of dispensations – where political balance of
                              local authority would be changed.

                          Resolved
                          That this is noted.
                           Page     8
                                    2
7.24   HC Adult +   Parish Plan Implementation Grants
       Community
                    Grants available of up to £2,000 for implementation of
                    projects identified in Parish Plan

                    Paperwork to Councillor Mrs E Overstall

7.25   npower       Direct debit paperwork

                    Need to consider method of payment and possibly change of
                    supplier (2% surcharge for non-direct debit)

                    Since April 2007
                    Standing charge up from 12p to 33p per day
                    Unit charge up from 8.75p to 14.5p

                    Annual savings of up to £100 possible but would require 3
                    year contract.

                    Resolved
                    That Clerk should review situation in 3 months after all
                    suppliers had fixed their prices
                    That the Clerk should find about green energy possibilities
                                                             ACTION CLERK

7.26   Audit        Appointment of external auditor
       Commission
                          Audit Commission have appointed Mazars LLP to
                           replace UHY Hacker Young
                          Costs for 2007/8 will be £400 (grant money for play
                           area has inflated our normal budget to over £50,000)
                          Should fall to £135 at current costs for 2008/9 if able
                           to hold total budget to below £25,000 else will be
                           £285.

                       Resolved
                       That this is noted.
7.27   R E Daniel   Recreation Ground grass cutting 2008

                    6% increase to £44 per cut
                    Based on average year £880 total
                    Martin‟s extra cutting costs likely to add further £200

                    Resolved
                    That this was noted in item 5.4

7.28   HALC         Confirmation of Parish Talk application for website
                    improvements.

                        Page     8
                                 3
       7.29       West Mercia       Golden Valley News Beat – February 2008
                  Constabulary
                                    Copies to Councillors

       7.30       Electoral         Monthly additions for Parish of Ewyas Harold (email)
                  Registration
       7.31       Community         News Line - February 2008
                  First
       7.32       Parish Paths      Annual Return request for 2007/8
                  Scheme
       7.33       Peter Overstall   Footpath Officer‟s Report – February 2008

                                    Resolved
                                    This was noted in item 12.1

       7.34       Chris Bray        Offer of basic computer use training course at CAP

                                    See item 7.35

       7.35       Chris Bray        Request for CAP funding support

                                    Resolved
                                    That funding would initially be attempted through Parish
                                    Talk applications for relevant training courses
                                                                                    ACTION EO

       7.36       Robert Owen       Herefordshire Council School Closure Plan
                  Society           Public meeting 7pm 28th February 2008 at RNCB Hereford

                                    Paperwork to notice board

       7.37       HVA               Local Network Fund
                                    Presentation evening 19th March 2008

8     Lengthsman Scheme


8.1   Lengthsman work undertaken in January.

       Date      Work
       11/1/08   Check and clear drains and debris
       14/1/08   Check and clear drains of Abbey Dore road
       15/1/08   Check and clear drains and debris
       17/1/08   Check and clear drains and debris
       25/1/08   Check drains and remove flood signs by camp

      Resolved
      That this is noted and approved


                                        Page    8
                                                4
9     Financial Report
9.1   Payments for approval
       Clerk salary                                                  £     490.98
       Stationery/Office Expenses                                    £       8.97
       Clerk postage                                                 £      14.57
       Clerk travel                                                  £      26.78
       HM Inland Revenue (PAYE £6.90 NI £7.77 employee £9.04         £      23.71
       employer)
       Clerk – CiLCA portfolio submission                            £      55.00
                                         th
       npower – pavilion electricity to 7 January 2008               £     154.22
       Amey Wye Valley – January road sweep                          £      70.50


       Second incomplete sweep took place on January 30th
       Resolved
       That the Clerk should clarify the situation.
                                                      ACTION CLERK
       Memorial Hall - PC Meetings (x10)                             £     200.00
       Memorial Hall – Parish Freighter (x6)                         £     210.00
       HC - Election costs May 2007                                  £      50.32
       Martin Roper – Lengthsman January 2008                        £     307.94
       Martin Roper – Waste collection January 2008                  £      80.00



9.2   Balances as at 29th January 2008


       NatWest Current account                                       £    1,207.81
       Unpresented cheques                                           £         nil
       Cheques/cash to be credited                                   £     170.00
       NatWest Business Reserve                                      £    1,910.66
       Alliance + Leicester Current account                          £     211.64
       Alliance + Leicester Deposit account                          £   10,869.62
       Total cash assets                                             £   14,369.73
       Consisting of:
       Precept funds                                                 £   12,936.22

                                         Page     8
                                                  5
       Lengthsman Scheme                                                     £         135.36
        Balance available but not yet claimed                £    557.49
        Administration charge outstanding                    £      37.19
        Available funds for remainder of financial year      £    655.66
        (annual allocation £2,229.95)


       Parish Path Funds                                                     £         445.40
       Parish Plan Funds                                                     £         852.75
9.3   Payments Received
       Kentchurch PC – Parish Freighter contribution for 2008                 £        120.00
       EH Events Committee – Donation for use of pavilion 3/11/07             £         50.00
       Resolved
       That letter of thanks should be sent
                                                        ACTION CLERK


9.4   Budget Adjustments
       Source of transfer                     Sum to transfer       Budget code receiving
                                                                    payment
       Sale of Electricity                    £31.15                Electricity (14)
       Capital Projects (28)                  £150.00               Litter (21)


9.5   Internal Auditor’s Report
      Half yearly inspection
      Audit programme pro-forma used and no problems were identified


      Resolved
      That this is noted.


9.6   In Year Budget Report
      Presentation of accounts


      See appendix 1

      There are still funds held over from grants and play equipment sale totalling £2,780 that has been
      previously identified as being available for older children
      Resolved
      That consideration is given of a contribution to climbing wall or other suitable piece of
      equipment. Ideas requested
                                                                                          ACTION ALL

                                         Page     8
                                                  6
       Resolved
       That the financial statement is accepted and that payments and transfers should be made.
       Carried unanimously.




10     Planning


10.1   Application number DCSW2007/3583/F


        Site:                Pontrilas Army Training Camp, Ewyas Harold, Herefordshire.
                             HR2 0JA
        Description:         Set up of pre-fabricated modular laboratory


       Feedback on comments raised by EHGPC with regards to this approved application.


       How will water courses be protected?
          No water course would be affected as none in area around laboratory
       What is the method of trapping chemicals re drainage etc.?
          Existing secure drainage would be used


       Are air filters in place?
       How is waste collected/retained on site?
           No information released on nature of laboratory work as security protected
           All waste will be handled subject to zero exposure disposal guidelines of health and
              safety


       Resolved
       That this is noted.
10.2   Application number DCSW2007/3563/F
       Notification of Planning Permission
        Site:                Golden Grove, Rowlestone, Herefordshire. HR2 0EF


        Description:         Proposed timber frame extension to house.
       Resolved
       That this is noted


10.3   Application number DCSW2007/3771/F

                                           Page     8
                                                    7
     Notification of Planning Permission
      Site:               Millcroft, Ewyas Harold, Herefordshire. HR2 0EL


      Description:        Proposed first floor extension to front of existing dwelling house to
                          extend existing bedroom.


     Resolved
     That this is noted
11   Road Maintenance and Related Matters


      11.1    Rowlstone Church to Walterstone Road
              Ditch has been damaged by a vehicle and the Lengthsman has attended
              to this issue.
              Resolved
              That this is noted


      11.2    Van in Village Centre
              The police are aware of the large white van that has been in the village
              centre for several weeks and have been informed by the owner that the
              vehicle is broken down and will be moved when repaired. It is also
              believed that VOSA in Hereford have been informed.
              Quite a few people have complained about the difficulty of crossing
              the road because vehicles passing through are unable to see waiting
              pedestrians.
              Resolved
              That the Clerk write to the owner of the people to request that the
              vehicle is moved as soon as possible.
                                                                    ACTION CLERK

      11.3    Prill Orchard
              Two potential trip hazards on the footway into Prill Orchard at Ewyas
              Harold
                     Hole at least 3" in diameter has formed adjacent to the BT box
                      as you enter the estate.
                     Further into Prill Orchard the water meter is at a lower level
                      than the footway.
              These have been reported to Herefordshire Council
              Resolved
              That this is noted



                                         Page    8
                                                 8
     11.4   Potholes on B4347 to Abbey Dore
            There are a series of potholes on the road from Ewyas Harold to Abbey
            Dore.
            Resolved
            That the Clerk report this to HC
                                                                 ACTION CLERK
            That the Clerk check the policy on repairs to potholes
                                                                ACTION CLERK


     11.5   Footways
            The Clerk requires information on the state of walkways throughout
            Ewyas Harold so that a report can be sent to Herefordshire Council.
            The only area so far identified is Prill Lane but it is hoped that an
            article in the Newsletter will generate more feedback..
            Resolved
            That this is noted.


12   Footpaths


     12.1   Footpaths Officer’s Report

            EH14/18. I have discussed with Jonathan Roger the problem of mud
            where these two paths cross. It would be very difficult to keep cattle
            out of this area and the solution is to put down a stone surface. He is
            arranging for 20 tons of 3inch stone to be delivered to the landowner in
            June when the ground is harder and more accessible.

            EH16 The kissing gate on the north side of the playing field has been
            replaced with a wooden gate that allows access to pushchairs and
            wheelchairs. The metal gate in the churchyard has also been replaced.


            Peter Overstall



     12.2   EH14/18 It was questioned whether the quantity of stone ordered
            would be sufficient for the area in question.
            Resolved
            That this question would be put to the PFO
                                                                ACTION CLERK
     12.3   EH16. Where this path passes through the Churchyard the bank is
            being eroded by the brook.


                                      Page     8
                                               9
             Resolved
             That this reported to the PFO
                                                                   ACTION CLERK




13   Parish Newsletter
      13.1   Approve draft of February issue

             The following amendments/insertions were agreed:

                   Skip dates required page 2 - Clerk
                   Councillor list on page 2 (Graham Amey has now resigned and
                    therefore Llancillo has a vacancy) - Clerk
                   Include a line below the councillors list asking for expressions
                    of interest in filling either of the vacant posts – Clerk
                   Main gate to Recreation Ground is now locked at night and a
                    notice will be placed on the notice boards Reduced version of
                    this to be inserted to the Newsletter. - Clerk
                   Article on house insurance and flooding for a later issue. It was
                    thought that it would be helpful if a line or two could be
                    included in this edition telling people to check their insurance
                    policies to see if their company had altered the flood risk cover.
                    - Clerk
                   Include a piece highlighting the state of footways in the village
                    - EO
                   Borderline Film festival runs until 11th April - DH

             Extra items might push the Newsletter to over 4 sides.
             Resolved
             That if this is required the Council is prepared to pay the extra cost as
             money is available in the Newsletter budget.



      13.2   Future of Newsletter

             There was a discussion on the future of the Newsletter given the
             impending resignation of the current editor and the duplication through

                                        Page    9
                                                0
              the publication of the CAP Newsletter. The possibility of merging the
              newsletters was considered but concerns over loss of editorial power
              and jeopardizing quality parish status were raised.
              Resolved
              First action should be to advertise for a replacement editor in the
              forthcoming Newsletter.
                                                                  ACTION EDITOR

              That should send a letter of appreciation to Isabelle on behalf of
              EHGPC
                                                                         ACTION CLERK



14   Parish Website

     Grant application has been made through Parish Talk and if successful this money will be used
     to improve editing facilities on the website.


     Resolved
     That this is noted


15   Items for Future Discussion
      15.1    STANDING ORDERS



      15.2    LOCAL EMERGENCY PLAN


     The Meeting closed at 9.30pm



     Chairman



     Date


                    NEXT MEETING                  March 4th 2008
                    Future Meetings April 1st (Rowlstone), May 6th (Annual Meeting), June 3rd




                                          Page      9
                                                    1
                                                 Appendix 1
                       Analysis of Expenditure 2007-2008 (April to December 2007)
   Budget       Code       Spend (£)      Original       Transfers      Remainder   Predicted       %
                                         Budget (£)           (£)          (£)      Spend (£)   Variation
  Fees           1           741.98        575.00            166.98         -        741.98         29.04%
Insurance        2          2,797.73      3,115.96       -     318.23       -        2,797.73      -10.21%
Newsletter       3           120.00        250.00                         130.00     180.00        -28.00%
Training         4             -           120.00                         120.00      55.00        -54.17%
Postage +
Travel           5           422.34        500.00                         77.66      500.00          0.00%
Stationery       6           163.00        200.00                         37.00      200.00          0.00%
Office
                                                                                                not
Equipment        7             -           250.00                         250.00                applicable
Salaries         8          4,478.22      5,703.76           400.56      1,626.10    6,022.29        5.58%
Members
                                                                                                not
Expenses         9             -           30.00                          30.00        0.00     applicable
Hire of
Premises         10          36.00         240.00                         204.00     236.00          -1.67%
Grass Cutting    10          927.36        955.00                         27.64      927.36          -2.89%
Hedge
Trimming         11          201.00        200.00             1.00          -        201.00          0.50%
Water            13          40.41         120.00                         79.59      120.00          0.00%
Electricity      14          226.93        200.00            150.00       123.07     381.15         90.58%
Play Area
Maintenance      15          144.35       1,200.00       -     250.00     805.65     250.00        -79.17%
Repairs          16          59.51         100.00                         40.49      100.00          0.00%
Flower Beds      18          25.00         50.00                          25.00       50.00          0.00%


                                          Page       9
                                                     2
Contingency         19        59.00            750.00                      691.00      250.00        -66.67%
Litter Control      21       1,051.58          920.00           335.25     203.67     1,400.00        52.17%
Village Halls       22          -              150.00                      150.00      150.00          0.00%
Burial
Grounds             23        400.00           550.00                      150.00      550.00          0.00%
Community
Groups              24          -              50.00                        50.00      50.00           0.00%
Charities           25          -              50.00                        50.00      50.00            0.00%
                                                                                                  not
Elections           26          -              650.00                      650.00      50.00      applicable
Capital
                                                                                                  not
Projects            28          -              550.00       -     185.00   365.00      165.00     applicable
Miscellaneous       29        663.78           567.22           250.00     153.44      750.00         32.22%
                           12,558.19          £18,047                      5,488.75   16,177.51      -10.36%




                 Comments on significant variations

1                Increased fees to auditors
2                Overestimate from insurers for new play area
3                Fewer issues published
4                No requests for training
14               Income from sales not included in original budget - increased electricity
                 charges
15               New play area/equipment has reduced maintenance costs
19               Fewer problems experienced
21               Two PF booking fees in same financial year, increased costs associated with
                 MH bookings, increased waste collection (£475 to £748)
29
                 Artmarkers and play area opening costs




              Minutes of the Ordinary Meeting of Ewyas Harold Group Parish Council
                                  held on Tuesday 4th March 2008
                                 In the Memorial Hall at 7.30 p.m.


          Present
          Councillor D Harries in the chair
          Councillor Mrs J Addis


                                              Page      9
                                                        3
      Councillor R Weaver
      Councillor Mrs M Bradley
      Councillor R Mailes
      Councillor Mrs M Williams (Rowlstone)
      Councillor Mrs E Overstall (Dulas)
      In attendance:
      The Clerk
      Councillor J B Williams (Herefordshire Council)
      1 member of the public


      Public Forum
      Margaret Woodward gave a brief presentation on her year as Village Warden and the proposed
      Community Action Team
      Village Warden
           Identified areas of activity
           Funding from Primary Care Trust was for one year until March 2008
           Red Cross has made bid for extra funding but at moment only have money to continue
             until June 2008.
      Community Action Team
         Village Warden seen as lead role in setting up response team for local emergencies
         Red Cross offering free training to volunteers
         Details left with Clerk who will distribute these to all Councillors


1     Apologies for Absence
      Councillors J Middle, P Sheen, P Jinman, W Preece


2     Declaration of Interest
      None were declared


3     Minutes
      The minutes of the ordinary meeting of the council held on Tuesday 5th February 2008 were
      approved without amendment
      Carried unanimously
4.1   Notice board (Village Centre)
      The glass has become insecure in the runners and for safety has been removed to be held by
      Councillor R Mailes. Mr Denis Elkerton is to look at problem and report back.
      Resolved
      That this is noted.


4.2   Transport Plan – Ewyas Harold Primary School

                                       Page     9
                                                4
      Councillor D Harries presented the plan for approval and highlighted its aims to encourage
      walking, improve safety and reduce car trips. Councillors congratulated the School on producing
      such a detailed document. Copies of the plan are held at the school and with Councillor Harries.
      Resolved
      That EHGPC supported the plan and Councillor D Harries signed on behalf of the Council.


4.3   First Responders
      All 8 volunteers have now taken and passed the required exam. The service will go live once the
      West Midlands Ambulance Service have arranged for the volunteers to undertake two 8 hour
      shifts with ambulance staff.
      Resolved
      That this is noted


4.4   Standing Orders
      The first 30 paragraphs of the draft were discussed and agreed.
      Resolved
      That the discussion be continued at the next Parish meeting


5     Recreation Ground


5.1   Monthly Audit

              Necessary to undertake a certain amount of rubbish removal and mole hill destruction.
              Noted various people exercising dogs!
              Pavilion looks as if a coat of paint wouldn‟t go amiss especially on the windows and the
               front where the impact of footballs seems to make it look shabby. (This has been
               identified at 2008/9 precept setting)


5.2   Play Area
       5.2.1    RoSPA Inspection
                The 2009 inspection will be undertaken week commencing April 14th or 21st at a cost
                of £44.22.
                Resolved
                That this is noted
       5.2.2    People’s Millions
                Big Lottery Fund‟s two visits to the new play area
                    3. February 22nd 2008. This was a photo shoot involving some of the local
                        primary school children and will be used for PM‟S website and other
                        promotions.
                     2. March 7th to carry out an audit check.
                Resolved

                                          Page    9
                                                  5
             That this is noted


     5.2.3   Youth Facilities
             There was a discussion on the best use of funds left in this budget.
             Resolved
             That the Clerk would contact Fran White for information relating to self-build
             equipment.
                                                                                    ACTION CLERK
             That youth groups should be approached for ideas
                                                                                       ACTION EO.


6   Local Security Matters

    No items were raised under this section.


7   Correspondence

             Sender               Content
     7.1                          Local Councils Update Issue99/100 (complimentary copy)
     7.2     SLCC                 Introduction to new SLCC Branch Secretary
             Herefordshire
     7.3     HALC                 Notification of Parish Talk award for further £300
     7.4     HALC                 Acknowledgement of third Parish Talk application
     7.5     Herefordshire        Notice of Review of Polling Stations – no change for Ewyas
             Council              Harold
     7.6     Halsall Lloyd        Architects – Housing portfolio re affordable housing in rural
                                  areas
     7.7     Mr Paul              Request (under Freedom of Information Act) for copies of
             Burniston            letters re access to Ewyas Harold Common.
                                  Resolved
                                  That this is noted

     7.8     Herefordshire        Permission to co-opt councillors for Parish of Llancillo(in
             Council              writing) and Parish of Ewyas Harold (telephone confirmation).
                                  Resolved
                                  That this is noted
     7.9     Enjoy England        Celebrate St George‟s Day booklet
     7.10    Big Lottery          Grant monitoring visit 7th March 2008
             Fund
                                  Resolved
                                  That this was noted in item 5.2.2



                                        Page     9
                                                 6
7.11   HALC           Information Corner – 20.2.08 (plus enclosures)

                      Copies to councillors

7.12   HALC           Travellers + Gypsies in Herefordshire (TRAINING COURSE)
7.13   HALC           CiLCA fees 2008
7.14   HALC           New Challenges and Innovation for Local Government –
                      Seminar 12 March 2008
7.15   HALC           Final call for applications under Parish Talk
7.16   HALC           West Midlands Regional Assemble – Speaking Out Issue 17

7.17   HALC           Commission for Rural Communities – Inquiry Report

                      Resolved
                      That this is noted

7.18   HALC           Youth Shelters – MonsterPlay UK

                      Resolved
                      That this is noted

7.19   HALC           Local Channel services

7.20   HALC           Welfare Benefits (Age Concern) notice

7.21   HALC           Legal briefing on Parish Polls

7.22   HALC           Community Sustainable Energy Programme
                      (50% Funding available)

                      Resolved
                      That this is noted

7.23   Greenearth     Response regarding renewable energy sources. Likely cost
       Energy         would be £11,000
                      Resolved
                      Even allowing for 50% funding no interest was expressed in
                      pursuing this venture.

7.24   HM Revenue +   Employer pack 2008
       Customs
7.25   HC Adult +     February funding update
       Community
7.26   HC Adult +     British Red Cross – Great Spring Garden Event at Homme
       Community      House 30 April 2008

7.27   HC Adult +     Banking on Biodiversity – 12th March 2008 at The Courtyard
       Community

                             Page     9
                                      7
    7.28   HC Adult +        Bus and Train Timetable – Area 1 Hereford and Bromyard
           Community         (24/2/08 to 30/08/08)

    7.29   Herefordshire     Artmarkers pamphlets
           Council
                             Copies will be distributed via local shops etc.

    7.30   Electoral         Monthly additions for Parish of Ewyas Harold (email)
           Registration
    7.31   Black Hill        Pro-forma invoice for website development
           Computer

    7.32   SLCC              Acknowledgement of Clerk‟s CiLCA submission

    7.33   Hereford          Oxford Printmakers exhibition poster– 15 March to 7 May 2008
           Museum
    7.34   Glasdon           Products brochure

    7.35   HALC              Southern Area Meeting Agenda – 3rd March 2008

    7.36   West Mercia       Golden Valley News Beat – March 2008
           Police
                             Copies to councillors

    7.37   Information       Data Protection Act – Interactive training DVD
           Commissioner
    7.38   Golden Valley     Invitation to Green Supper March 20th 2008
           EG
                             Resolved
                             That this is noted

    7.39   SLCC              The Clerk – March 2008

    7.40   Peter Overstall   PFO Report for March (email)

                             Resolved
                             That was noted in item 12.1
    7.41   Museum on the     Climate Change. Will be visiting Dulas Court on 15th May and
           Move              EH Primary School on June 17th.
                             Resolved
                             That this was thought sufficient to satisfy local interest.

    7.42   Herefordshire     County Football News – March 2008 (Spotlight on EHFC)
           FA
                             Copies to councillors
8   Lengthsman Scheme



                                    Page     9
                                             8
8.1   Lengthsman work undertaken in February.

       Date     Work                                                               Hours
       1/2/08   Check and clear drains, ditches and debris                         150/60

                                                                                   150/60
      Resolved
      That this is noted and approved


9     Financial Report
9.1   Payments for approval
       Clerk salary                                                   £   490.88
       Stationery/Office Expenses                                     £     8.25
       Clerk postage                                                  £    10.98
       Clerk travel                                                   £    26.78
       HM Inland Revenue (PAYE £7.00 NI £7.77 employee £9.04          £    23.81
       employer)
       Welsh Water – Water bill 26/10/07 to 7/2/08                    £    48.78
       Information Commissioner – Data Protection registration        £    35.00
       Adobe contribute software (website improvements)               £   129.99
       Resolved
       That it was noted that this was a repayment to the Clerk for
       software purchased for the planned upgrade to the website.


       Martin Roper – Lengthsman February 2008                        £    41.24
       Martin Roper – Waste collection February 2008                  £    80.00
       Martin Roper – Play Area maintenance February 2008             £    49.49




9.2   Balances as at 26th February 2008

                                        Page     9
                                                 9
       NatWest Current account                                              £   1,207.81
       Unpresented cheques                                                  £     410.00
       Cheques/cash to be credited                                          £      25.00
       NatWest Business Reserve                                             £   2,468.15
       Alliance + Leicester Current account                                 £     584.41
       Alliance + Leicester Deposit account                                 £   9,601.45
       Total cash assets                                                    £   13,476.82
       Consisting of:
       Precept funds                                                        £   11,924.67
       Lengthsman Scheme                                                    £     254.00
        Balance available but not yet claimed               £         nil
        Administration charge outstanding                   £      18.61
        Available funds for remainder of financial year     £     236.39
        (annual allocation £2,229.95)
       Parish Path Funds                                                    £     445.40


       Outstanding invoices have been requested and are expected to
       total £300-£400.


       Parish Plan Funds                                                    £     852.75


9.3   Payments Received
       Lengthsman Scheme – 4th quarter payment                              £     557.49
       Newsletter payment – PO Stores                                       £      25.00
       Newsletter payment – Philippa Morrell                                £      25.00
       Newsletter payment – Natural Health                                  £      14.00


9.4   Budget Adjustments
       Source of transfer                     Sum to transfer     Budget code receiving
                                                                  payment
       28 - Capital projects                  35.00               1 - Fees/subscriptions
       28 – Capital projects                  50.00               5 – Postage/travel

      Resolved
      That the financial statement is accepted and that payments and transfers should be made.
      Carried unanimously.




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10     Planning


10.1   Application number DCSW2008/0272/F


        Site:                Upper Cefn, Ewyas Harold, Herefordshire. HR20JJ
        Description          Proposed new livestock housing/fodder storage building. Alterations
                             to existing access and proposed roadway across to building
        Application type     Full
        Applicant            Helen Bufton, Upper House, Stoke Lacy, Herefordshire.
                             HR2 4RA


       Site Meeting called because building was outside settlement boundary
       22nd February 2008 at 10.00am
       Present:
       Councillors Mrs M Bradley, Mrs E Overstall, Mrs Jean Addis and D Harries
       Decision
       Planning committee objects to proposed development on the following grounds:

       1. Unitary Development Plan. (UDP)
       The foothills of the Black Mountains are listed (UDP 9.4.8) as a nationally acclaimed landscape.
       The agricultural area around the Black Mountains has been identified as “fragile” and is
       vulnerable to inappropriate development.
       The proposed barn will be visible from the other side of the valley and the Black Mountain,
       which is an important tourist area.
       The construction of a modern barn on this site is contrary to UDP 9.4.4
            Protect the countryside from unsympathetic and unsustainable development.
            Safeguard landscape character and particular landscapes.
       2. Damage to fragile environment
       The proposed agricultural barn is sited on a remote rural hilltop, on a slight rise, at a
       considerable distance from other buildings. Whilst the site has neither water for cattle, nor
       drainage; it does enjoy superb views to the Black Mountains. It is our view that this is quite the
       wrong place for a modern agricultural unit, or indeed any building at all.
       3. Sustainability
       Whilst the proposed barn is large enough at approximately 22m x 22m to be intrusive in a
       landscape of outstanding natural beauty, we are informed that this barn is in fact too small to
       service an economically viable cattle unit, as it will only hold 18 head of cattle. This barn
       development does not appear to offer any economic benefit either to the applicant or the
       community.
       4. Skyline intrusion
           The large roof will intrude on the skyline and be clearly visible for up to 10 miles.
       Resolved
       That this is noted.

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10.2   Application number DCSW2008/0378/O
        Site:              39 Elmdale, Ewyas Harold, Herefordshire. HR2 0HZ


        Description        Proposed erection of single dwelling.
        Application        Outline
        type
        Applicant          Mr + Mrs Smith, Granary Cottage, Thruxton, Herefordshire.
                           HR2 9AX



       Resolved
       That EHGPC has no objections to this application


11     Road Maintenance and Related Matters


        11.1    Litter A465
                Litter picking will commence on A465 at beginning of March 2008
                Resolved
                That this is noted


        11.2    Potholes
                Potholes size criteria: Apparently it's more than size that matters, road
                usage and grade is also taken into account and they really need to be
                seen by an inspector to make that call. However all reported potholes
                are inspected and if necessary repaired.
                Resolved
                That this is noted

        11.3    Road Sweep
                The contract was discussed
                Resolved
                That this should be an agenda item for April‟s meeting.


        11.4    Outstanding Maintenance
                It was noted that several maintenance issues reported to HC were still
                to be completed
                Resolved
                That the Clerk should distribute a list of recently reported work to all
                councillors so that they could identify those still outstanding

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                                                                  ACTION CLERK


12   Footpaths


      12.1   Footpaths Officer’s Report
             EH14/18. The GPC‟s plan to divert EH14 has been agreed by the
             landowner. This is a temporary permissive path and is a sensible
             solution to the mud problem. The diversion passes through the gate on
             EH18, runs west along the north side of the hedge and ends at a gate
             close to the stile on EH14A. Unfortunately this gate is tied up and
             cannot be opened. The landowner may agree to open it; alternatively
             there are several gaps in the hedge running alongside EH14A. Hereford
             will deliver the stone to the landowner in the summer as arranged and
             this can be used to reinforce the route of EH18 from the bridge to the
             gate opposite.

             EH 16. The eroded bank is not a footpath issue. It is the responsibility
             of the church and the PCC has been advised and put in touch with the
             Hereford Council drainage engineer.

             EH 37. Our contractor has fixed a handrail between the edge of the
             path and the eroded section to protect unwary walkers.


13   Parish Newsletter
                                              No items were raised


14   Parish Website
     Planned website improvements through software purchase and training should enable a more
     flexible and user friendly appearance
     Resolved
     That the Clerk and Councillor Mrs E Overstall should keep the council informed of
     developments.
                                                                             ACTION EO + CLERK


15   Items for Future Discussion
      15.1   STANDING ORDERS
      15.2   LOCAL EMERGENCY PLAN
                                                                        The Meeting closed at 9.25pm
     Chairman


     Date
                     NEXT MEETING              April 1st 2008 (Rowlstone)


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                                                3
                     Future Meetings May 6th (Annual Meeting), June 3rd, July 1st, August 5th



          Minutes of the Ordinary Meeting of Ewyas Harold Group Parish Council
                               held on Tuesday 1st April 2008
                           In Rowlstone Village Hall at 7.30 p.m.


      Present
      Councillor P Sheen (Rowlstone) in the chair
      Councillor Mrs J Addis
      Councillor D Harries
      Councillor Mrs M Bradley
      Councillor R Mailes
      Councillor Mrs M Williams (Rowlstone)
      Councillor W Preece (Dulas)
      In attendance:
      The Clerk
      5 members of the public


1     Apologies for Absence
      Councillors J Middle, Mrs E Overstall, P Jinman, R Weaver


2     Declaration of Interest
      None were declared


3     Minutes
      The minutes of the ordinary meeting of the council held on Tuesday 4th March 2008 were
      approved without amendment
      Carried unanimously


4.1   Flicks in the Sticks
      Councillors were reminded that the next film to be shown at the Memorial Hall will be at 7.30pm
      on Friday April 11th. The film is “The Lives of Others” and forms part of the Borderlines Film
      Festival.


4.2   Notice board (Village Centre)
      The glass has become insecure in the runners and for safety has been removed to be held by
      Councillor R Mailes. Still waiting for Mr Denis Elkerton to look at problem and report back.
      Resolved
      That Councillor Mrs M Williams would remind Mr Elkerton.
      That the Clerk would seek an alternative solution if the work was still outstanding at the end of

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                                                      4
      the month.
                                                                           ACTION MW and CLERK


4.3   First Responders
      The 8 volunteers are now undergoing their two 8 hour shifts with ambulance staff (professional
      observership). When these sessions are completed the service can go live, thus replacing that
      which is currently being run single-handed by Richard Baker.
      Resolved
      That this is noted


4.4   Standing Orders
      Final discussion of draft standing orders
          Point 31 was covered as it was felt that this was covered under point 48 (now
              renumbered 47) and the adopted financial regulations.
          Point 46 (previously 47). Part 2 has been re-written to read:
         “The Clerk shall refer every planning application received to the Council normally within 48
         hours of receipt, unless intended as an agenda item at the next council meeting.”
          Point 48 (previously 49) Draft code of conduct for complaints will be distributed with
               current minutes.
      Resolved
      That the final draft together with the complaints procedure will be placed as an agenda item for
      approval at the May meeting.


4.5   Quality Council Status
      There was a discussion on the actions necessary for EHGPC to attain quality council status. The
      Clerk presented the various elements necessary and the following issues were identified as
      requiring further work:
               The production of an annual report
                  Some minor amendments to the Newsletter


      The benefits of attaining quality status were identified as being:
          Benefits community through more efficient council.
          Greater involvement in consultations with Unitary Council
          Improving the possibility of future funding opportunities


      Resolved
      That the Clerk should (with advice from HALC) provide advice on nature of annual report.
      That the Clerk should further clarify the benefits of becoming a quality council
      That the Clerk should continue to produce a portfolio of evidence for quality status
                                                                                   ACTIONS CLERK

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                                                 5
5     Recreation Ground


5.1   Monthly Audit

              Double gates on play area still not closing properly. A permanent solution needs to be
               found for this ongoing problem.                              ACTION CLERK + DH
              Some evidence of driving on football pitch
              Pavilion glass needs cleaning to remove muddy imprints of footballs.
                                                                                     ACTION CLERK


5.2   Play Area
       5.2.1    RoSPA Inspection
                Annual Inspection 14th April (am). They will phone to confirm time on the day so that
                any play area development issues can be discussed on site..
                Resolved
                That this is noted
       5.2.2    HAGS Report
                No issues identified other than gate not properly closing
                Resolved
                That this was noted under item 5.1



       5.2.3    Youth Facilities
                This is likely to be an ongoing agenda item until several issues are resolved:
                    Future of the Football Club pitch
                    Advice from RoSPA on possibilities within the Recreation Ground.
                    Adequate involvement of youth groups in any decisions
                Resolved
                That this is noted.


6     Local Security Matters

      There was a reported assault on a resident which is currently being investigated by the police.
      Resolved
      That the Clerk (through the CSO) should check on the progress of this case.
                                                                                      ACTION CLERK




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                                                  6
7   Correspondence

           Sender         Content
    7.1    Associated     Safety Surface repair flyer
           Surfaces
    7.2                   Clerks + Councils Direct – March 2008
    7.3    Kidney         Request to advertise London Bridges Walk 2008
           Research UK
                          Resolved
                          That the poster should be placed on notice board

    7.4    SLCC           Clerk‟s CiLCA certificate

                          Resolved
                          That this is noted

    7.5    Information    Confirmation of Renewal – Data Protection Register until 21
           Commissioner   March 2009

    7.6    Big Lottery    Confirmation of closure of grant file re Playground Users Project
           Fund
    7.7    Standards      Town and Parish Standard Newsletter – March 2008
           Board
    7.8    Wicksteed      Fitness equipment catalogue

    7.9    Parish Talk    Confirmation of grant award (£300) for “Dreamweaver” training

                          Resolved
                          That this is noted

    7.10   HC Adult +     March funding opportunities
           Community
    7.11   HC Adult +     Landlords‟ Forum – April 2 2008
           Community
    7.12   HC Adult +     Village Artmarkers booklet
           Community
    7.13   HC Adult +     Cultural Services notice of availability of CD-Rom titled “the Art
           Community      of Engagement”
    7.14   HC Adult +     Consultation document “Modernisation of Day Opportunities”
           Community
                          Resolved
                          That this is noted

    7.15   Audit          Confirmation of appointment of Mazars LLP as external auditor
           Commission


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                                               7
7.16   Dulas PCC       Request for 2008 churchyard donation [email]
                       Resolved
                       That this should be paid

7.17   Rowlstone       Request for 2008 churchyard donation (including that for
       PCC             Llancillo) [email]
                       Resolved
                       That this should be paid

7.18   EH Memorial     Request for annual hall donation [email]
       Hall            Resolved
                       That this should be paid

7.19   Martin Woods    Quarterly play equipment inspection report [email]
                       Resolved
                       That this was noted in item 5.2.2

7.20   Liz Overstall   Feedback on possible youth play equipment plus copy of
                       questionnaire [email]
                       Resolved
                       That this was noted in item 5.2.3

7.21   James Bailey    Offer to take on Parish Newsletter printing [email]

7.22   Peter Gunn-     Report on recent Green Supper organised by Golden Valley
       Wilkinson       Environment Group [email]

7.23   Richard Baker   Copy of complaint re potholes on road leading to the Vroe and
                       Park Lodge [email]
                       Resolved
                       That this was noted in item 11.1

7.24   HC              July 2007 Flood Data (added to Pitt Review for review +
       Environment     comments by Herefordshire Council)

7.25   Allianz         Local council insurance renewal - £2,954.70 (due 1st June 2008)
                       £2,937.62 set at precept
                       Resolved
                       That this is noted

7.26   Peter Overstall PFO Report for April (email)
                       Resolved
                       That this was noted in item 12.1

7.27   Rowlstone       Request for annual hall donation
       Village Hall    Resolved
                       That this should be paid

7.28   EH Cricket      Fixtures 2008
       Club



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                                        8
8     Lengthsman Scheme


8.1   Lengthsman work undertaken in March.

       Date        Work
       6/3/08      Clear and shred debris from wind damage
       11/3/08     Check and clear as required – drains, gullies, debris etc.
       12/3/08     Clear debris. Trim storm damaged overhanging branches. Check drains etc.
      Resolved
      That this is noted and approved


8.2   Lengthsman rates 2008/09


      The hourly rates will be increased in April by 4% to £17.20 inc VAT
      Resolved
      That this is noted.



9     Financial Report
9.1   Payments for approval


       Clerk salary                                                         £         490.88
       Stationery/Office Expenses                                           £          49.78
       Clerk postage                                                        £          10.00
       Clerk travel                                                         £          26.78
       HM Inland Revenue (PAYE £7.00 NI £7.77 employee £9.04                £          23.81
       employer)
       Parish Council election costs 2007                                   £          50.32
       Brian Ball – Footpaths work under P3 Scheme                          £         371.00
       Amey Wye Valley – February road sweep                                £          70.50
       Churchyard upkeep – 2008 payment to Rowlstone                        £          50.00
       Churchyard upkeep – 2008 payment to Dulas                            £          50.00
       Churchyard upkeep – 2008 payment to Llancillo                        £          50.00
       Memorial Hall – 2008 hall grant                                      £         100.00
       Rowlstone Village Hall – 2008 hall grant                             £          50.00
       EHPCC – Contribution to churchyard gate from P3 Scheme               £          74.00
       Blackhill Computing – website development                            £         220.00

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                                                  9
       (170.01 covered by Parish Talk grant + 49.99 misc. expenditure)
       Martin Roper – Lengthsman work March 2008                            £            148.47
       Martin Roper – waste collection March 2008                           £             80.00
       Dore Community Transport - donation                                  £             50.00
                        st
9.2   Balances as at 31 March 2008


       NatWest Current account                                                  £    1,207.81
       Unpresented cheques                                                      £           nil
       Cheques/cash to be credited                                              £        300.00
       NatWest Business Reserve                                                 £    2,468.15
       Alliance + Leicester Current account                                     £    2,277.99
       Alliance + Leicester Deposit account                                     £    6,659.70
       Total cash assets                                                        £   12,913.65
       Consisting of:
       Precept funds                                                            £   11,414.21
       Lengthsman Scheme                                                        £        201.29
        Balance available but not yet claimed               £       nil
        Administration charge outstanding                   £       nil
        Available funds for remainder of financial year     £   201.29
        (annual allocation £2,229.95)


       Parish Path Funds                                                        £        445.40
       Parish Plan Funds                                                        £        852.75
9.3   Payments Received
       Parish Talk Grant – Website improvements 2008                        £            300.00


9.4   Budget Adjustments
       Source of transfer                     Sum to transfer    Budget code receiving
                                                                 payment
       28 – Capital projects                  30.00              6 – Office/stationery


       28 – Capital projects                  60.57              21 – Parish Freighter/Litter


9.5
      Budget 2007/2008
      Review of 2007/8 spending in relation to budget proposals – Appendix 1
      Resolved
      That Community/Youth Groups budget from 2006/7 and 2008/9 (£100) should be added to
      previously agreed sum of £2,780.21. The total of £2,880.21 would then be held in reserve for
      future schemes.

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       Resolved
       That the expected under spend in budgets for play area maintenance and contingency/signs
       should be considered for local ongoing community schemes.

       Resolved
       That the financial statement is accepted and that payments and transfers should be made.
       Carried unanimously.


10     Planning


10.1   Application number DCSW2007/2407/F
       Notification of Planning Permission
        Site:                Land adjacent to Westwood Industrial Estate, Pontrilas, Herefordshire.
                             HR2 0EL
        Description          Change of use of land for storage of construction materials, planrt
                             equipment and vehicle parking.
       Resolved
       That this is noted.


10.2   Application number DCSW2007/3704/F
       Withdrawn Application
        Site:                Former garden centre, Pontrilas, Hereford. HR2 0DJ
        Description          Demolish existing buildings, build new warehouse and
                             store/shop/office.


       Resolved
       That this is noted.
10.3   Application number DCSW2008/0599/F


        Site:                The Furlong, Ewyas Harold, Hereford. HR2 0EL
        Description:         Proposed conservatory to rear of existing dwelling
        Application Type:    Full
        Applicant:           Mr + Mrs T Jones, The Furlong, Ewyas Harold, Hereford. HR2 0EL


       Resolved
       That EHGPC has no objections to this application (plans viewed prior to meeting)


10.4   Application number DCSW2008/0646/F


        Site:                Bridge Farm Lodge, Ewyas Harold, Hereford. HR2 0JD

                                            Page    1
                                                    1
                                                    1
      Description         Removal of agriculture occupancy tenancy condition
      Application Type:   Full
      Applicant:          Trustees of F B Gwillim (deceased)
                          c/o Valley View, Ewyas Harold, Herefordshire. HR2 0JD


     Resolved
     That EHGPC has no objections to this application


11   Road Maintenance and Related Matters


      11.1    Potholes Vroe
              Clerk highlighted copy email from Richard Baker re potholes on road
              leading to Vroe and Park Lodge
              Resolved
              That this is noted


      11.2    B4347
              Centre of road leading from Pontrilas is breaking up and forming ruts,
              and 2 children on bikes have fallen off when riding over this surface.
              This was repaired 3 years ago with an asphalt veneer as a temporary
              measure.
              Resolved
              That the Clerk should report this to HC.
                                                                   ACTION CLERK

      11.3    Amey Wye Contract (Road Sweep)
              The contract was again discussed.
              Resolved
              That this should be an agenda item for May‟s meeting.
              Resolved
              That the Clerk should clarify the position with regards to annual road
              sweeps in areas such as Rowlstone.
                                                                   ACTION CLERK
      11.4    Outstanding Maintenance
              Councillors were reminded to look at the maintenance items on the
              previously reported list and inform the Clerk of any still outstanding.
               11.4.1     School Lane
                          The junction with Dark Lane has long been a problem with
                          flooding due to the camber of the road preventing surface
                          water from reaching the drains.

                                        Page     1
                                                 1
                                                 2
                        Resolved
                        That the Clerk should re-report this to HC
                                                                  ACTION CLERK
             11.4.2     Potholes in Pudding Street
                        These were repaired but have now reformed.
                        Resolved
                        That the Clerk should report this to HC
                                                                       ACTION CLERK
     11.5   Catholic Church
            It was noted that the church was no longer being used for services.
            Resolved
            That the Clerk should contact Belmont Abbey to see if part of the
            grounds could be considered as a future car park.
                                                                        ACTION CLERK
     11.6   School Road Parking
            It was noted that at certain times of the day access was a problem due
            to school pick-ups.
            Resolved
            That the Clerk should make HC aware of this situation.
                                                                        ACTION CLERK
12   Footpaths


     12.1   Footpaths Officer’s Report
            EH 15. The field-gate by the road has been locked with a chain and
            padlock. I have contacted the landowner who has refused to reopen it. I
            have discussed this with Jonathan Rogers and in the first instance he
            will write to the landowner explaining the legal requirement to keep
            open public rights of way. One option would be to install a two-in-one
            gate (a field gate that can be locked next to a self closing pedestrian
            gate) however, the landowner would have to pay for this.

            EH31A. The official line where the footpath crosses the boundary of
            Paradise cottage has been clarified and is to the west of the current
            field- gate. Hereford will supply a Marlow self-closing gate and the
            landowner has agreed to install it.


            DU8. A handrail has now been installed to protect walkers from the
            open culvert by the stile.


            EH18. Two self-closing gates have now been installed: one by the Dulas road and the

                                          Page     1
                                                   1
                                                   3
                other up the hill at the top of the first field.




12.2   Parish Paths Work 2007/2008

             2 signposts installed/repaired
             6 gates installed
             450 metres of vegetation cleared
             1 handrail installed
             Financial contribution made to notice board
             Financial contribution made to church gate


       Total spend £1,030.60


       Resolved
       That this is noted


12.3   EH 18
       It was noted that a gate to be improve access had been installed where the path crosses Dulas
       Road leading to a steep hill, whereas the gentler route in the opposite direction had been left as
       stile access.
       Resolved
       That the Clerk should bring this to the FPO‟s attention
                                                                                         ACTION CLERK
12.4   Gate Signs
       It was noted that certain farm gates still required the “Please Close” notices.
       Resolved
       That the Clerk should clarify the availability with the FPO.
                                                                                         ACTION CLERK
13     Parish Newsletter
                                                          No items were raised


14     Parish Website
       Both the Clerk and Councillor Mrs E Overstall have received their training in Adobe Contribute
       and software has been incorporated onto the website. Improvements to the website are ongoing,

                                                  Page        1
                                                              1
                                                              4
     and so far this has enabled improved access to archived minutes
     Resolved
     That this is noted




15   Items for Future Discussion
      15.1    CAR PARK BARRIER
      15.2    LOCAL EMERGENCY PLAN
      15.3    ROAD SWEEP CONTRACT
      15.4    FUNDING FOR COMMUNITY ISSUES
                                                                                     The Meeting closed at 9.00pm
     Chairman



     Date




                    NEXT MEETING                    May 6th 2008 (Annual Meeting)
                    Future Meetings June 3rd, July 1st, August 5th , September 2nd




                                                      Appendix 1
                                                                            2007-2008
                                                             SPEND                      BUDGET

                          Fees/Subscriptions          1      776.98                     776.98

                                   Insurance          2      2,797.73                   2,797.73

                                  Newsletter          3      120.00                     250.00

                                    Training          4      55.00                      120.00

                           Postage + Travel           5      538.23                     550.00

             Stationery/Office Equipment              6      230.00                     200.00


                                            Page      1
                                                      1
                                                      5
           Office Equipment Reserve    7                    -   250.00

                           Salaries    8    6,176.31            6,327.31

                 Members Expenses      9                -       30.00

               Hire of Premises        10   236.00              240.00
       Recreation Ground Grass
                        Cutting        11   927.36              955.00

       Hedge Laying/Trimming           12   201.00              201.00

                            Water      13   89.19               120.00

                        Electricity    14     381.15            381.15

           Play Area Maintenance       15   186.47              950.00

                           Repairs     16   59.51               100.00

                          Cleaning     17               -       -

   Maintenance of Flower Beds          18   25.00               50.00

                Contingency/Signs      19   59.00               750.00

                      Lengthsman       20   1,805.67            2,006.96

 Parish Freighter/Litter Control       21   1,397.74            1,405.25

                     Village Halls     22   150.00              150.00

                   Burial Grounds      23   550.00              550.00

     Community/Youth Groups            24               -       50.00

                          Charities    25   50.00               50.00

                         Elections     26   50.32               1,500.00
                Hire of Equipment      27                   -

                   Capital Projects    28                   -   130.00

    Miscellaneous Expenditure          29   713.77              817.22

                       Parish Plan     30                   -   771.75

       Parish Footpaths Scheme         31   1,030.60            1,031.00

                       Parish Talk          600.00              600.00

                Play Area Awards            59,925.42           61,400.00

                Artmarkers award            1,000.00            1,000.00


Comments




                                Page   1
                                       1
                                       6
              3   Reduced no of issues published
              7   No requirements for replacement equipment
          15      New play area meant reduced maintenance costs
          19      Greatly reduced repair and maintenance issues
          24      Expenditure not identified (still £50 from 06/07 unspent)
                  Low election costs 2007 but reserve needed to cover cost of future possible postal
          26      ballot



       Minutes of the Annual Meeting of Ewyas Harold Group Parish Council
                           held on Tuesday 6th May 2008
                         In the Memorial Hall at 7.50 p.m.


    Present
    Councillor P Sheen in the chair (Rowlstone)
    Councillor R Weaver
    Councillor R Mailes
    Councillor Mrs J Addis
    Councillor Mrs E Overstall (Dulas)
    Councillor W Preece (Dulas)
    Councillor Mrs M Williams (Rowlstone)
    In attendance:
    The Clerk
    3 members of the public


1   Election of Chairman

    Councillor R Weaver proposed Councillor P Sheen and this was seconded by Councillor Mrs
    M Williams. There were no other nominations.

    Councillor P Sheen was unanimously elected as Chairman for the ensuing year.

    N.B. The chairman allowed agenda point 8 to be discussed at this point to allow CSO Rosina
    4xcCathcart to leave the meeting after this item.

2   Apologies for Absence

    Councillors Mrs M Bradley, J Middle, P Jinman and D Harries

3   Declaration of Interests

    None declared

4   Minutes
    The minutes of the ordinary meeting of the council held on Tuesday 1st April 2008 were


                                              Page       1
                                                         1
                                                         7
         approved with the following amendment:


         Item 4.4 line 2 should read “Point 31 was deleted ….”

5        Election of Vice Chairman

         There were no nominations for vice chairman and as Councillor D Harries was not present to
         confirm whether he was willing to continue in this post the item was deferred until the meeting
         in June.

6.1      Notice board
         This has been repaired and the glass re-fitted.
         Resolved
         That this is noted

6.2      Bus Shelter
         Herefordshire Council will be contacted to confirm date of installation.
                                                                                     ACTION CLERK

6.3      Catholic Church (St Kemble’s) – Have still to receive response re future use


         Resolved
         That this is noted


6.4      Grievance Procedure
         Draft guidelines were distributed to all Councillors.
         Resolved
         That these should be adopted without amendment.


6.5      Standing Orders
         Councillors were reminded of the amendments made to the draft standing orders.
         Resolved
         That the amended standing orders should be adopted.
         That the Clerk should send copies to all Councillors
                                                                                     ACTION CLERK


    7   Recreation Ground
        7.1    Monthly Audit
               Report will be distributed when available.
               Resolved
               That this is noted


        7.2    Play Area


                                          Page     1
                                                   1
                                                   8
            7.2.1   RoSPA Inspection (Written report still to be received)
                    No issues were identified which required action but the following should be
                    taken into account when improvements are undertaken:
                         Single gate closes too quickly and has a finger pinch trap when opened
                            fully.
                         Double gate broken – not strictly needed but recommended replaced so
                            overcoming potential bullying problem at single entrance



                       Recommended replacement gates are expensive Monohinge (*self-closing
                       and suitable for disabled access £702.97 plus £90.64 delivery for two gates
                       – not including fitting.)
                       Advice was offered for potential future developments
                        Climbing wall maximum 3m height would not present safety or
                           insurance issue. RoSPA would prefer it to be installed within the area
                           designated for play (near to slide). Would need fall zone 2.5m wide on
                           either side (pit with recycled wooden crumb deemed suitable) Example
                           in Hereford.
                        Zip wire low level is feasible. Found to create reasonable interest as long
                           as fall generates enough speed. Higher wires would present
                           safety/insurance problems. Example at Credenhill


                    Resolved
                    That this is noted.


            7.2.2   Car Park Barrier
                    Funds identified in precept.
                    Resolved
                    That this item is held over as future agenda item.


8   Local Security Matters

          CSO Rosina Cathcart presented the police report for Ewyas Harold 2007/8 (see appendix1)
          She also reported that the Neighbourhood Watch Scheme is being expanded into the
           Longtown area.
          Councillors were reminded of the PACT meeting taking place at Peterchurch on the 15th
           May and examples of the PACT issue/concern reporting cards were left at the meeting.
          The recent assault in Ewyas Harold has resulted in the offender being identified and
           interviewed by the police.


                                        Page   1
                                               1
                                               9
    Resolved
    That this is noted


9   Correspondence

            Sender          Content
     9.1    PC Christine    Golden Valley Newsbeat – April 2008 (email)
            Griffiths
                            Copies sent to Councillors with April‟s minutes

     9.2    Electoral       Monthly additions for Parish of Dulas (email)
            Register

     9.3    Electoral       Monthly additions for Parish of Ewyas Harold (email)
            Register

     9.4    HC              Details of Lengthsman Scheme 2008/2009
            Environment
                            Resolved
                            This was noted in item 10.2

     9.5    CSO Rosina      West Mercia Police report re fuel thefts (email)
            Cathcart

     9.6    CSO Rosina      Crime update 4/4/08 (email)
            Cathcart

     9.7    HC Adult +      University of the Great Outdoors 2008 – Eastnor Castle 4-5th May
            Community
     9.8    Carol Jenkins   Acknowledgement of donation to Memorial Hall (email)

     9.9    Peter           Footpaths update re EH18 and gate notices (email)
            Overstall
                            Resolved
                            This was noted in item 14.2

     9.10 Helen             Road surface in Prill Road
          Hammond
                            Resolved
                            This was noted in item 13.1


     9.11 Jackie Wood       The Local Channel – April 2008 (email link)

     9.12 CSO Rosina        Report of suspicious vehicle (email)
          Cathcart

     9.13 Dore              Acknowledgement of donation
          Community

                                      Page    1
                                              2
                                              0
     Transport

9.14 Cathy          Elm Green Road waste bin (email)
     Berkeley
     (HC)           Resolved
                    This was noted in item 13.3

9.15 Festival       Festival News (Housing) – April 2008
     Housing
     Group
9.16 CSO Rosina     Reminder of cash point scams (email)
     Cathcart
9.17 Community      News Line – April 2008
     First
9.18 HC             Notice of dates for PACT Meetings (Community Forums)
     Corporate +
     Customer       Paperwork to Graham Sprackling

9.19 Vincent      Notice of payment award for P3 Scheme
     Playdon (HC)
                  Resolved
                  This was noted in item 14.3

9.20 NALC           Notice of Annual Conference - 20-22 May 2008

9.21 Glasdon        Catalogue –Spring 2008

9.22 CSO Rosina     Report on recent assault in Ewyas Harold (email)
     Cathcart
                    Resolved
                    This was noted in item 8

9.23 CSO Rosina     Crime update 15/4/08 (email)
     Cathcart
9.24 CSO Rosina     PACT poster (email)
     Cathcart
9.25 Proludic Ltd   Innovation in Play Seminars

9.26 Golden         Notice of next meeting - Thursday May 15th at 7.30pm in Clifford
     Valley         Village Hall (email)
     Environment
     Group
9.27 CSO Rosina     Crime update 23/4/08 (email)
     Cathcart
9.28 PC Christine   PACT poster (email)
     Griffiths
9.29 HC             Notice of next meeting of Southern Area Planning Sub-Committee –
     Environment    30/4/08



                             Page    1
                                     2
                                     1
9.30 HC Adult &      Housing Needs Survey
     Community
                     A brief presentation will be made at the June Parish Meeting.
                     Resolved
                     That this is noted

9.31 HM Revenue Employer Bulletin – April 08
     & Customs
9.32 Herefordshire HVA News – April 2008
     Voluntary
     Action




9.33 Liz Overstall   First Responders Update/Funding Request/Training Shift Log (email)

                     Councillor Mrs E Overstall reported that most volunteers had completed
                     their ambulance training and related that some of the monitoring included
                     quite serious incidents.
                     All volunteers have generously equipped themselves with satellite
                     navigation but funding remains a concern.
                     Resolved
                     That this is noted

9.34 HALC            Highways – Parish Initiative

                     Resolved
                     This was noted in item 13.2

9.35 HALC            Information Corner – 24.4.08

                     Copies distributed at meeting

                     It was noted that a community in France would like to twin with a rural
                     parish in Herefordshire.
                     Resolved
                     That the Clerk should register an interest on behalf of EHGPC.
                                                                             ACTION CLERK

9.36 HALC            Training Booking forms

9.37 HALC            Speaking Out – March 2008 (West Midlands Regional Assembly)

9.38 HALC            West Midlands Rural Affairs Forum – Annual Report 2007/8

9.39 HALC            Rights of Way – Local Walks

                     Paperwork given to “Walking for Health”


                              Page     1
                                       2
                                       2
     9.40 HC             Acknowledgement of identified maintenance issues for April (email)
          Highways
     9.41 Derek          Community Access Point Newsletter – Spring 2008
          Harries
     9.42 HC Adult       April Funding Opportunities
          +Community
     9.43 HC Adult       Herefordshire Youth Opportunties Fund – members wanted
          +Community
                         Resolved
                         That poster should be placed on notice board

     9.44 HC Adult       Herefordshire Country Fair – conservation challenge (poster)
          +Community
                         Paperwork to Graham Sprackling

     9.45 HC Adult       Herefordshire Samaritans (volunteers required)– Open Day 14th June
          +Community     2008 (poster)
                         Paperwork to Graham Sprackling

     9.46 HC Adult       Breast Cancer Haven (poster)
          +Community
                         Paperwork to Graham Sprackling

     9.47 HC Adult       Herefordshire Partnership – Pride of Herefordshire Awards 2008 (poster)
          +Community     Paperwork to Graham Sprackling

     9.48 HC Adult       Reports on pupil analysis for Herefordshire schools available on HC‟s
          +Community     website.
     9.49 HC             Provision of sandbags 2008/2009
          Environment
          + Culture      Resolved
                         That Clerk should organise this after discussion with Graham Sprackling
                                                                                ACTION CLERK

     9.50 HC             Volunteering for the Samaritans (poster)
          Regeneration
     9.51 HC             Funding for Renewable Energy Projects (up to 50%)
          Regeneration
     9.52 Electoral      Monthly additions for Parish of Ewyas Harold (email)
          Register
     9.53 Electoral      Monthly additions for Parish of Llancillo (email)
          Register
     9.54 Electoral      Monthly additions for Parish of Rowlstone (email)
          Register
     9.55 PC Christine   Golden Valley Newsbeat – May 2008 (email)
          Griffiths
                         Copies distributed at meeting


10   Lengthsman Scheme

                                  Page     1
                                           2
                                           3
10.1   Lengthsman work undertaken in April

        Date        Work                                                                            Hours
        3/4/08      Cutting verges Gilberts Wood + Priors Field                                      30/60
        17/4/08     Cutting verges Gilberts Wood + Priors Field                                      30/60
        22/4/08     Repairing sign at Prill Orchard                                                  40/60
        26/4/08     Cutting verges Forge Garage to roundabout, Pontrilas entrance from A465         120/60


       Resolved
       That this is noted and approved




10.2   2008/2009 Funding

                Funding remains unchanged at £2,229.95


          Resolved
          That this is noted



11     Financial Report


11.1   Annual Financial Report
        11.1.1    Annual Return
                  The Clerk presented the report attached as Appendix 2. Go through explanation of
                  variances explanations.
                  Resolved
                  That EHGPC agrees with the reasons for identified variances.
                  That EHGPC will carry over £1,200 to cover possible funding requests from local
                  services such as First Responder and Village Warden.


        11.1.2        Bank Reconciliation
                      See appendix 3.
                      Resolved
                      That this is noted


        11.1.3        Internal Auditor Report
                      The Internal Auditor‟s report dated 21/4/08 did not identify any areas of concern.
                      Resolved
                      That this is noted



                                          Page    1
                                                  2
                                                  4
          11.1.4         Annual Governance Statement
                         The governance items identified by the external auditor were discussed and
                         approved.

                         Resolved
                         That the annual financial report is accepted and that the annual governance
                         statement is approved.




11.2     Monthly Financial Statement
11.2.1   Payments for approval


          Clerk salary                                                            £    511.38
          Stationery/Office Expenses                                              £         nil
          Clerk postage                                                           £      21.12
          Clerk travel                                                            £      26.78
          HM Inland Revenue (PAYE £16.80 NI £9.29 employee £ 10.81                £      36.90
          employer)
          npower – pavilion electricity                                           £      96.88
          HALC 2008/2009 subscription                                             £    245.24
          Allianz- Cornhill Annual Insurance                                      £   2,954.70
          Amey Wye Valley– April road sweep                                       £      70.50
          Golden Valley Insurance – Spring Newsletter printing costs              £      60.00
          (2007/2008 delayed invoice)
          Martin Roper – Lengthsman work April 2008                               £      63.07
          Martin Roper – waste collection April 2008                              £      80.00
          Martin Roper – Recreation Ground grass cutting April 2008               £      14.34


11.2.3   Balances as at 30th April 2008


          NatWest Current account                                                 £    1,207.81
          Unpresented cheques                                                     £     250.00
          Cheques/cash to be credited                                             £          nil
          NatWest Business Reserve                                                £ 11,893.52
          Alliance + Leicester Current account                                    £     562.45

                                             Page    1
                                                     2
                                                     5
          Alliance + Leicester Deposit account                                      £   6,989.03
          Total cash assets                                                         £ 20,402.81
          Consisting of:
          Precept funds                                                             £ 19,555.73
          Lengthsman Scheme                                                         £      74.93
           Balance available but not yet claimed                 £   2,229.95
           Administration charge outstanding                     £     204.41
           Available funds for remainder of financial year       £   2,100.47
           (annual allocation £2,229.95)



          Parish Path Funds                                                         £       0.40
          Parish Plan Funds                                                         £     771.75


11.2.4   Payments received


          Herefordshire Council (Half yearly precept payment)                       £   9,401.81
          Herefordshire Council – Parish Footpaths Scheme 2008/2009                 £   1,200.00


11.2.5
         Budget Adjustment
          Source of transfer               Sum to transfer              Budget code
                                                                        receiving payment
          Bank reserve                     £17.08                       Insurance (2)




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


 12      Planning
12.1     Application number DCSW2007/0599/F
         Notification of Planning Permission


          Site:                The Furlong, Ewyas Harold, Hereford. HR2 0EL


          Description          Proposed conservatory to rear of existing dwelling
         Resolved
         That this is noted.

12.2     Application number DCSW2008/0378/O

                                            Page     1
                                                     2
                                                     6
       Refusal of Planning Permission


        Site:                39 Elmdale, Ewyas Harold, Hereford. HR2 0HZ
        Description          Proposed erection of single dwelling.


       Resolved
       That this is noted.




12.3   Application number DCSW2008/0878/F


        Site:                Doyre Cottage, Abbeydore, Herefordshire. HR2 0AA
        Description:         Proposed demolition of single storey lean-to extension and erection of
                             new 2 storey extension plus entrance porch/lobby.
        Application Type:    Full
        Applicant:           Dr B Hall, Doyre Cottage, Abbeydore, Herefordshire. HR2 0AA


       Resolved
       That EHGPC has no objections to this application (plans viewed prior to meeting)


12.4   Application number DCSW2008/0922/F


        Site:                Orchard Cottage, Ewyas Harold, Hereford. HR2 0ES
        Description          Side extension and conversion of ground floor to accommodation.
        Application Type:    Full
        Applicant:           Mr + Mrs G Haines,
                             Orchard Cottage, Ewyas Harold, Hereford. HR2 0ES


       Resolved
       That EHGPC has no objections to this application (plans viewed prior to meeting)


12.5   Application number DCSW2008/0945/L and DCSW2008/0950/F



                                           Page    1
                                                   2
                                                   7
        Site:                Upper House Farm, Walterstone, Hereford. HR2 0DT
        Description          Change of use of redundant agricultural building to residential use.
        Application Type:    Listed Building Consent and Full
        Applicant:           Mr Brierley, Upper House Farm, Walterstone, Hereford. HR2 0DT


       Resolved
       That EHGPC has no objections to this application (plans viewed prior to meeting)
       Comments
       EHGPC noted that:
          The development is outside the settlement boundary
               Changes to the listed building may have a negative effect on the building and its
                surroundings




12.6   Application number DCSW2008/0946/F

        Site:                Ewyas Harold Memorial Hall, Pontrilas Road, Hereford. HR2 0EL
        Description          Extension to car park and accompanying landscape works.
        Application Type:    Full
        Applicant:           Ewyas Harold Memorial Hall Committee, Pontrilas Road, Hereford.
                             HR2 0EL
       Resolved
       That EHGPC has no objections to this application (plans viewed prior to meeting)


12.7   Application number DCSW2008/0646/F
       Notification of Planning Permission

        Site:                Bridge Farm Lodge, Ewyas Harold, Hereford. HR2 0JD


        Description          Removal of agricultural occupancy condition.


       Resolved
       That this is noted.

13     Road Maintenance and Related Matters


        13.1       Prill Road
                   The Clerk read out a letter from Helen Hammond which highlighted the

                                           Page    1
                                                   2
                                                   8
       problems experienced by her parents owing to the poor surface of Prill Road
       and the lack of a pavement. The Council were sympathetic to the request for
       help and fully supported the need for elderly people to maintain their
       independence.
       Resolved
       That the Clerk reports this to HC Highways including a copy of Mrs
       Hammond‟s letter.
                                                                   ACTION CLERK
       That the Clerk attempts to see if another department within HC would take up
       the issue of mobility for the less able.
                                                                 ACTION CLERK
       That the Clerk writes to Mrs Hammond to inform of the actions proposed by
       EHGPC.
                                                                    ACTION CLERK




13.2   Parish Initiative
       Quarterly visits by a highways team are planned for parishes throughout
       Herefordshire. These visits are intended to deal with reported minor highway
       defects and it is hoped that this approach will clear the backlog of work to be
       done. The first visit for the Ewyas Harold area is due in June 2008.
       Resolved
       That the Clerk should ensure that all items outstanding are re-reported through
       this system together with issues identified in these minutes.
                                                                    ACTION CLERK


13.3   Elm Green Road Waste Bin
       HC Highways have reported that this bin is in very poor condition and requires
       replacing. They have requested that EHGPC consider funding a replacement.
       Resolved
       That the bin should be inspected to confirm the findings
                                                                        ACTION JA
       That EHGPC do not consider that they are responsible for this cost and that the
       Clerk should inform HC of these views.
                                                                    ACTION CLERK


13.4   Dulas Road
       It was noted that this road is used by a considerable number of riders from local
       horse stables.

                              Page    1
                                      2
                                      9
                 Resolved
                 That the Clerk should enquire about the possibility of erecting suitable traffic
                 warning signs.
                                                                               ACTION CLERK
     13.5        Cefn Lane – Dulas
                 The road surface is being washed away from both verges.
                 Resolved
                 That the Clerk reports this to HC Highways
                                                                               ACTION CLERK
     13.6        Dulas Court
                 The water flowing across the road near to Dulas Court is still a problem
                 despite two previous reports.
                 Resolved
                 That the Clerk identifies this through the Parish Initiative.
                                                                               ACTION CLERK



     13.7        Rowlstone Road Sweep
                 Still waiting clarification from HC Highways on situation regarding annual
                 sweep.
                 Resolved
                 That this is noted


14   Footpaths


     14.1   Footpaths Officer’s Report

            There has been a request from „Walking for Health‟ that we replace
            nine stiles with gates in the Ewyas Harold area. This is part of a
            national initiative to improve access for disabled walkers. Walking for
            Health will pay for the gates but we will have to pay for the installation
            using our contractor. Landowner‟s consent is needed (this may not
            always be forthcoming) and the work can be spread out over the year.
            Could the Council please advise whether there are sufficient funds to
            cover this in addition to our routine footpath maintenance.

            EH 33. A new pedestrian gate is needed where the path crosses the
            field behind Collins engineering and joins the track leading to Paradise
            Cottage. Hereford will supply and we will install. Further along the
            footpath leaves this track and crosses into a field. The stile here is
            broken and will be replaced by another stile (or gate if the landowner is
            agreeable). Jonathan Roger is dealing with this.

            LY 11. This new path is now official. It connects LY8 and LY9 along

                                        Page     1
                                                 3
                                                 0
             the north side of the railway line. A bridge over the stream will be
             installed this summer.

             LY9A.This path has been inaccessible ever since the railway crossings
             were closed by British Rail. Hereford has re-opened negotiations with
             Network Rail for a pedestrian crossing at the east end of the path
             allowing access from LY 6.

             Peter Overstall

             Resolved
             That the Clerk should report back at the next meeting on the likelihood
             of available funds for the “Walking For Health” initiative.
                                                                  ACTION CLERK




      14.2   EH18 (explanation of query raised under item 12.3 of April minutes
             It was noted that a gate to be improve access had been installed where
             the path crosses Dulas Road leading to a steep hill, whereas the
             gentler route in the opposite direction had been left as stile access.
             The gates were put on the uphill side because the second stile up from
             the road was broken and rather than repair the policy is to try and
             replace with a gate. The idea is for the less able to go up EH17 below
             the castle and then down EH18 to the Dulas road. The stile on the
             downhill side will be replaced when the landowner gives permission.
             Resolved
             That this is noted


      14.3   Parish Paths Funding 2008/2009
             EHGPC have been awarded the maximum grant of £1,200 for the
             coming year.
             Resolved
             That this is noted


15   Parish Newsletter


      15.1   Editor
             It was noted that a new editor needs to be found for future editions.

                                      Page     1
                                               3
                                               1
              Resolved
              That Councillor Mrs E Overstall would discuss this issue with Isabelle
              Devereux.
                                                                        ACTION LO
              That the Clerk should place an advert in local shops and on the
              noticeboards.
                                                                  ACTION CLERK


      15.2    Items for Inclusion
              Councillors were reminded that articles were required for the next
              issue.
              Resolved
              That this is noted




16   Parish Website
     Improvements to the website are ongoing; and it is hoped that the next developments will be to
     improve the picture content and create a footpaths section.
     Resolved
     That this is noted



17   Items for Future Discussion
      17.1    Emergency Plan


      17.2    Road Sweep Contract


      17.3    Annual Review of Risk Assessment


      17.4    Election of Vice-Chairman


     The Meeting closed at 9.20pm


     Chairman



     Date
                                      Page     1
                                               3
                                               2
           NEXT MEETING        June 3rd 2008

             Future Meetings
                               July 1st
                               Aug 5th
                               Sept 2nd
                               Oct 7th




                                      Appendix 1
        POLICE REPORT – EWYAS HAROLD 2007 - 2008

There have been forty-two crimes reported in the past year.

There have been eight reports of theft, including the theft of a convex
mirror in August, solar garden lights in September and two pedal cycles,
one stolen in June which was found three days later in a hedge and one
stolen in December. A mobile phone and money was stolen through the
open window of a vehicle in August and a tax disc stolen from a car in
November.
You will be aware that there has been an increase nationally of thefts of
fuel and metal and this area is no different. In September petrol was
syphoned from a vehicle parked outside the victim's home and in January
2500 litres of domestic fuel were stolen from an industrial unit.

One non-dwelling burglary was reported. In February a unit on an
industrial estate was broken into but nothing stolen, however power tools
were stolen from a vehicle parked nearby. There have been no dwelling
burglaries reported.


                               Page       1
                                          3
                                          3
In September a juvenile received a Final Warning for the theft of two
cheques.

There were 23 reports of criminal damage. In May 2007 kerbstones at the
new children's play area were damaged. In June two vehicles were
scratched and a windows at the school and the church hall were damaged.
Also in June, the fence and outside lights of a house were damaged and a
vehicle had its tyres slashed. In July a male received a fixed penalty notice
for smashing the window of his ex-girlfriend's house. In August a male
was charged with criminal damage after scratching a vehicle. He was
given a conditional discharge and ordered to pay compensation. In
September the security lights and notice board at the school were
damaged. A storage shed at the church hall was also damaged. In October,
a wooden door at the memorial hall was damaged and more incidents of
damage at the recreation area were reported. At Halloween, a door was
damaged when an item was tied to it and set alight and a male received a
reprimand after throwing a bottle at a house and breaking the window. In
November, missiles (stones and a pumpkin) were thrown at two houses
breaking a window in each and fencing broken at another house. In
January a female smashed the window of a house after an argument. In
February a brick was thrown through a vehicle's window at an industrial
estate and in April a storage shed at the church hall was again damaged
and the contents strewn around.

There were three assaults reported, one of which a domestic assault. One
male received a caution in February and one other assault has a court case
pending. There were three domestic incidents where no one was injured.

One male was reported for summons in December for racially aggravated
harassment. The court case is pending.

There were two incidents of disorderly behaviour reported. In August a
male received a Conditional Discharge in court for disorderly conduct.
Another male was reported for summons for disorderly conduct and the
case is pending.

In June 2007, CSO Rosina Cathcart joined us on the Golden Valley Local
Policing Team. CSO Dan Pilkington left to become a Police Officer and is
now based at Ross-on-Wye. CSO Dave Rowley joined the team in April.

                               Page   1
                                      3
                                      4
In total there are five police officers and four CSOs working from
Peterchurch police station, although PC Andrew Bundy and CSOs Fiona
Witcher and Kevin Powell cover the Wards of Hollington, Valletts and
Pontrilas.




                                                     Appendix 2

              Annual Return for the year ended 31st March 2008
                   2006/7   2007/8   Variance
Section 1                                                         Detailed explanation of variance
                     £        £       (+/-) £
Box 1
                                                      Increase due to payment for new play area not falling
Balances
                   5,740    26,257   (+)20,517        due until 2007/2008. Therefore carry over of grant
brought
                                                      money (£20,575)
forward
                                                      Increased salary cost to comply with national contract
Box 2                                                 guidelines (£579)
                   15,528   16,960   (+)1,432
Precept                                               Increased insurance costs incurred following plare
                                                      development (£589)

                                                      Final payments of play area awards of £40,825 (as
Box 3                                                 compared to £20,575 in 06/07 = extra £20,240)
Other              26,585   59,671   (+)33,086        Reclaimed VAT on play area project (£10,455)
income                                                Other grant awards of (£1,600)                   Sale
                                                      of old play equipment (£1,306)

Box 4
                   5,597    6,176     (+)579          To comply with national contract guidelines
Staff costs

Box 5
Loan
                     nil      nil       nil
interest/capital
repayments
Box 6
                   15,999   85,759   (+)69,760
Other

                                              Page       1
                                                         3
                                                         5
payments                                               New play ground costs (£70,088)




                                                       Reduction
Box 7                                                  Carry over spent on new play area (£20,575)
Balances                                               Planned carry over:
                   26,257   10,953    (-)15,304
carried                                                Planned youth expenditure (£2,880)
forward                                                Support for un-funded First Responder and Village
                                                       Warden Schemes (£1,200)
                                                       Office equipment replacement fund (£250)
                                                       Election costs reserve (£1,450)
                                                       Parish Plan funding (£771)
                                                       Bank reserve (£4,402) (15% of budget for 2008/9)
Box 8
Total
                   26,257   10,953    (-)15,304        See explanation for Box 7
cash and
investments
Box 9
Fixed assets                                           5% inflation increase in buildings value (£4,926)
                   86,013   129,939   (+)43,926
& long term                                            New play area has added value of (£39,000)
assets


Box 10               nil      nil        nil
Total borrowings



                                                      Appendix 3
                                      BANK RECONCILIATION

Financial year ending 31 March 2008

Prepared by A P Shipp, RFO                                                   Date            20/04/2008

Balance per bank statement as at 31 March 2008

Current account (NatWest)                                                      1,207.81
Current account (Alliance & Leicester)                                         2,277.99
Reserve account (NatWest)                                                      2,491.71
Instant Reserve account (Alliance & Leicester)                                 6,659.70
                                                                                              12,637.21
                                                              Cheque no       Amount
Less unpresented cheques                                           700207           -50.32
              (Current Accounts)                                   700215       -490.88
                                                                   700216        -86.56
                                                                   bacs tx       -23.81
                                                                   700217        -70.50
                                                                   700218       -371.00
                                                                   700220       -100.00
                                                                   700221        -50.00
                                                                   700222        -74.00
                                                                   700223       -100.00

                                               Page       1
                                                          3
                                                          6
                                                     700224    -50.00
                                                     700225   -220.00
                                                     700226    -50.00
                                                     700227   -148.47
                                                     700228    -80.00
                                                     700235    -60.00

                                                                         -2,025.54
Income to bank
     Parish Talk Award (website development)                  300.00       300.00
                 Interest A+ L Instant Reserve                 29.33         29.33


Net bank balances as at 31 March 2008                                    10941.00


Value of stock (stationery)                                                  12.00


Total cash and stock 31 March 2008                                      £10,953.00
CASH BOOK

Opening Balance 1 April 2007                                             26,257.05
Receipts in the year                                                     76,631.12
Payments in the year                                                    -91,935.17

Closing balance as per cash book 31 March 2008                          £10,953.00


          Minutes of the Ordinary Meeting of Ewyas Harold Group Parish Council
                                    held on Tuesday 3rd
                                         June 2008
                             In the Memorial Hall at 7.30 p.m.


     Present
     Councillor P Sheen (Rowlstone) in the chair
     Councillor Mrs J Addis
     Councillor D Harries
     Councillor P Jinman
     Councillor R Weaver
     Councillor Mrs M Bradley
     Councillor R Mailes
     Councillor Mrs E Overstall (Dulas)
     Councillor W Preece (Dulas)
     In attendance:
     The Clerk
     CSO Rosina Cathcart (item 6 only)




                                        Page     1
                                                 3
                                                 7
      Housing Needs Survey
      Mrs Crane from Strategic Housing (Herefordshire Council) explained the importance of the
      planned housing survey for the Ewyas Harold area. Every household will receive a questionnaire
      which can be returned post free and anonymously. If particular housing needs are identified then
      a consultation process will be initiated.
      It is hoped to undertake the survey from the end of June to early July 2008 and evaluation results
      should be available within a month of this period.
      To promote the campaign Mrs Crane has agreed to pay for a page in the forthcoming Parish
      Newsletter.


1     Apologies for Absence
      Councillors J Middle, Mrs M Williams


2     Declaration of Interest
      None were declared


3     Minutes
      The minutes of the annual meeting of the council held on Tuesday 6th May 2008 were approved
      without amendment
      Carried unanimously
      NB The chairman allowed item 6 to be discussed at this point


4.1   Bus Shelter
      This work has been scheduled for 2008/9 but date of installation is still to be confirmed
      Resolved
      That this is noted


4.2   St Kemble’s Catholic Church
      Work has commenced on bank stabilisation and this should take about 4-6 weeks. This work is
      being undertaken by Alun Griffiths Ltd and they have confirmed that the work will not affect the
      Artmarker sculpture.
      Resolved
      That this is noted


4.3   Flicks in the Sticks
      The following dates have been set for the coming season and the films will be announced later:


      Friday 12th September, Friday 10th October
      Saturday 8th November, Saturday 6th December.

                                         Page    1
                                                 3
                                                 8
4.4   Memorial Hall
      Current representative for EHGPC is Councillor R Weaver but he has indicated that he will be
      standing down.
      Resolved
      That a replacement should be sought at next month‟s council meeting.


4.5   Election of Vice Chairman
      Councillor R Weaver proposed Councillor D Harries and this was seconded by Councillor Mrs J
      Addis. Councillor Harries agreed to allow his name to be put forward on the understanding that
      this would be his third and final year in the post.
      There being no other proposals Councillor Harries was duly elected as the Vice Chairman.


4.6   Parish Council Emergency Plan
      Herefordshire Council require that resources and contacts are identified.
      Resolved
      That the Clerk should liaise with Margaret Woodward (Village Warden) to tie this in with the
      similar Red Cross initiative.
                                                                                   ACTION CLERK



4.7   Risk Assessment
      The annual risk assessment identified the following extra recommendations:


       Play Area               Ensure that any changes are added to the inventory and the
       (Insurance)             insurers kept informed.


       Protection of data      Back up data on daily basis
       on PC                   Continue to maintain up-to-date software including appropriate
                               internet and PC security
       Recreation Ground       Continue with weekly inspections by Councillors


5     Recreation Ground


5.1   Monthly Audit

          Gates on play area still not closing properly. (see item 5.9.1)
          Pavilion windows – glass still to be repaired (see item 5.3)
          Picnic bench damage (see item 5.5)
          Gazebo – slight burn damage and seat fixings nearest pavilion need tightening.
         Resolved
                                         Page    1
                                                 3
                                                 9
         Clerk to arrange for maintenance
                                                                                     ACTION CLERK
          Flower borders – need tidying/weeding
         Resolved
         Clerk to place order for this work
                                                                                     ACTION CLERK


5.2   Toilets
      The unlocked toilet has been cleaned and the broken handle replaced
      Resolved
      That this is noted


5.3   Pavilion windows
      Order has been placed for the 2 broken windows to be repaired
      Resolved
      That this is noted


5.4   Pavilion Paintwork
      Order has been placed for the completion of the pavilion redecoration based on the 2007
      estimate of £550.
      Resolved
      That this is noted


5.5   Picnic Bench
      There was a discussion on a possible suitable repair.
      Resolved
      That the Clerk should arrange for the existing planks to be reversed.
                                                                                     ACTION CLERK


5.6   Tree in Brook
      Have confirmed with local Environment Agency (EA) that this has been added to work list but
      still unable to have date confirmed. In view of the damage occurring to the bank it was requested
      and agreed that EHGPC arrange for a local contractor to carry out the removal work. It was
      pointed out that both banks had been identified by the Land Registry as belonging to Bernard
      Parry.
      Resolved
      That Councillor R Mailes asks Mr Parry if he would agree to EHGPC adopting the bank
      bordering the Recreation Ground so that they are then liable to meet the costs for the tree
      removal.
                                                                                    ACTION RM
      That, assuming EHGPC take responsibility, Councillor R Mailes asks Nick Eynon to remove the

                                         Page     1
                                                  4
                                                  0
      tree and stump.
                                                                                         ACTION RM


5.7   Field Drainage
      Work has started on improving the drainage but it has been identified that the storm drain from
      Priorsfield behind the pavilion stops well short of brook. This is a possible explanation to the
      collapse of the stone retaining bank.
      It was also noted that the outflow from the storm drain manhole is 6-8” whereas inflow is 12”
      plus 2 x 4”.
      Resolved
      That no action is taken until the Clerk has sought confirmation from the EA that it would be
      appropriate to continue the drain to the brook.
                                                                                    ACTION CLERK
      That Councillor R Mailes asks Nick Eynon for a cost estimate if this work is approved by the EA
                                                                                         ACTION RM




5.8   Grass Cutting
      Problems have been identified with level of grass cutting during early part of season when most
      growth occurs (May/June). Existing contract allows for flexible number of cuts depending upon
      need. Has until recently not presented a problem but the recent wetter springs mean that
      sometimes cut is delayed resulting in problems for cricket club. Martin Roper is able to offer a
      local mowing service but as this would obviously incur an extra cost.
      Resolved
      That any extra costs for cutting the cricket pitch would have to be invoiced to the Cricket Club
      That the Clerk should request that Daniels set their mower for a lower cut.
                                                                                     ACTION CLERK
      That Martin Roper is offered the chance to tender for the 2009 contract.


5.9   Play Area
       5.9.1   RoSPA Report
               Work is required on gates to play area
                   Entrapment risk (medium)
                       Cut bolts flush on gate post (low risk)
                       Unsuitable self-closure

                                          Page     1
                                                   4
                                                   1
             Second estimate obtained for metal self –closing gates (£640 each plus VAT)
             Replacement fencing from same company (£4,000)
             Both items would need to be installed locally.


             Local quote for making and installing wooden replacement gates has been requested.


             Resolved
             That until replacement gates can be installed the old gates should be removed
             (following advice from Fran White of HC).
             That Councillor R Mailes asks Nick Eynon to remove and store the gates
                                                                                        ACTION RM




6   Local Security Matters

    Recent incidents in area:
        27th May – bright yellow Vauxhall Brava pick-up N521WJB stolen from St Owens Cross
           – keys were left in vehicle
        Between 26th and 28th May - Ifor Williams 8x4 trailer stolen from Wormbridge
          29th May – heating oil theft reported from Kingsthorne
          28th/29th May – ignition keys stolen from mini excavator at Kingstone
          30th May – Quickchip wood chipper single axle trailer stolen from Dinedor
          2nd June – two thirteen year old youths disturbed trying to steal chicken house from
           Dinedor


    CSO Rosina Cathcart reported that there had been a reduction of fuel thefts in Golden Valley but
    village halls are increasingly becoming a target. Drive off thefts from filling stations are also on
    the increase.
    She reminded people to be especially aware of opportunistic thieves when having BBQs and
    garden parties and not to leave unattended property unlocked.
    She highlighted the value of Smart Water protection as a means of improving the chances of

                                       Page     1
                                                4
                                                2
    recovering stolen property (These packs are available from Rosina for £20).
    Resolved
    That EHGPC would purchase 6 signs to identify the Ewyas Harold area as being a smart water
    zone
    That a notice would be placed in the forthcoming Parish Newsletter.



7   Correspondence

     Date        Sender            Content
     received
     7.1         Herefordshire     Discovery of Lost Ways – project has now ended
                 LAF
     7.2         MGC               Mono Hinge gate details
     7.3         EH Memorial       AGM Agenda – Tuesday 27th May at 7.30pm
                 Hall
     7.4         HC                Parish Paths – Annual Agreement form
                 Environment
     7.5         HC Adult +        Parish Plan Actions – possible sources of funding. Plus
                 Community         update form
                                   Paperwork to Councillor Mrs E Overstall

     7.6         West Mercia       Policing Matters – Public Meeting in South Herefordshire –
                 Police            Thursday 26th June Ross on Wye
                                   (poster placed on notice board)

     7.7         SLCC              The Clerk – May 2008
     7.8         Herefordshire     Agreement forms for release of Parish Initiative maps
                 Council
     7.9         HC                Parish Initiative maps
                 Environment
     7.10        HC                Developing Options Consultation
                 Regeneration
     7.11        RVH               Acknowledgement of £50 donation to Rowlstone Village
                                   Hall

     7.12        Herefordshire     Funding Lunch – Vowchurch Memorial Hall 10th June 2008
                 VA                12pm

     7.13        Kim Clay          Launch of Herefordshire Gateway internet hub – Hedley
                                   Lodge 2nd June at 11am

     7.14        HC                Acknowledgement of reported access problems for Prill
                 Environment       Road
                                   Resolved
                                   That this was noted under item 11.1


                                      Page    1
                                              4
                                              3
       7.15        HC                   Notice of planning appeal - Pwyll-y-Hunt
                   Regeneration         DCSW2007/2050/F
                   Directorate
                                        Resolved
                                        That this is noted

       7.16        HC Children          Primary Strategy for Change – proposals for Primary
                                        School needs – Views sought by 20th June 2008

                                        Paperwork to Councillor P Sheen

       7.17        Jean Addis           Request from EHPCC for agreed contribution to new gate
                                        and 2008/9 churchyard award.

                                        Agreed under item 9.1

       7.18        SLCC                 Summer Seminars – 9th to 10th July 2008

       7.19        Glasdon              Product catalogue

       7.20        RoSPA                Play Ground Inspection 2008

                                        Resolved
                                        This was noted under item 5.9.1

       7.21        CSO Rosina           Incident report for Ewyas Harold 1/6/08
                   Cathcart
                                        Resolved
                                        This was noted under item 6
8     Lengthsman Scheme


8.1   Lengthsman work undertaken in May.

       Date      Work
       1/5/08    Cutting verges Gilberts Wood + Priors Field
       3/5/08    Cutting verges Lower House
       10/5/08   Cutting verges Memorial Hall to A465
       12/5/08   Grass cutting Rabbit Lane to Prill visibility fence
       15/5/08   Cutting verges Gilberts Wood + Priors Field
       17/5/08   Cutting verges Pontrilas entrance from A465
       22/5/08   Cutting grass on Telephone kiosk bank
       29/5/08   Cutting verges Gilberts Wood + Priors Field and trying to clear drain by Coach House
       31/5/08   Cutting verges School to Coach House and to Church
                 Cutting verges Trappe House and Elm Bridge



      Resolved
      That this is noted and approved

                                          Page     1
                                                   4
                                                   4
9     Financial Report
9.1   Payments for approval


       Clerk salary                                              £    511.38
       Stationery/Office Expenses                                £     69.23
       Clerk postage                                             £     15.48
       Clerk travel                                              £     17.86
       HM Inland Revenue (PAYE £16.80 NI £9.29 employee £10.81   £     36.90
       employer)
       Community First – 2008 subscription                       £     38.00
       Transfer of funds from NatWest to A+L                     £ 8,000.00
       Martin Roper – Lengthsman work May 2008                   £    176.32
       Martin Roper – waste collection May 2008                  £    100.00
       Martin Roper – Recreation Ground grass cutting May 2008   £    103.22
       EHPCC – Agreed contribution to replacement gate           £    300.00
       EHPCC – Churchyard maintenance 2008                       £    450.00
       Community Access Point (Ewyas Harold) – provision of      £    300.00
       Dreamweaver training facilities
       West Mercia Police – Security signs                       £     45.00




9.2   Balances as at 27th May 2008


       NatWest Current account                                   £   1,207.81
       Unpresented cheques                                       £     50.00
       Cheques/cash to be credited                               £        nil
       NatWest Business Reserve                                  £   11,893.5
                                                                            2
       Alliance + Leicester Current account                      £    681.54
       Alliance + Leicester Deposit account                      £   4524.45
       Total cash assets                                         £   18,207.3
       Consisting of:                                                       2
       Precept funds                                             £   16,160.2
                                                                           4
       Lengthsman Scheme                                         £     74.93


                                       Page    1
                                               4
                                               5
         Balance available but not yet claimed                  £    2229.65
         Administration charge outstanding                      £     185.83
         Available funds for remainder of financial year        £    2118.95
         (annual allocation £2,229.95)
        Parish Path Funds                                                        £    1200.40
        Parish Plan Funds                                                        £     771.75
9.3    Payments Received
        Vat reclaim (Period 1/8/07 to 31/3/08)                                   £     511.90
        Parish Talk Award – Councillor IT training                               £     300.00

       Resolved
       That the financial statement is accepted and that payments should be made.
       Carried unanimously.


10     Planning


10.1   Application number DCSW2008/1287/F
       Site Adjoining Parish
        Site:                The Conifers, Pontrilas, Herefordshire. HR2 0EH
        Description:         Extension on the current building to increase the size of the kitchen
                             and improve the porch roof
        Application Type:    Full
        Applicant:           Glyn Baker, The Conifers, Pontrilas, Herefordshire. HR2 0EH



       Resolved
       That EHGPC have no objections to this application
10.2   Application number DCSW2008/0272/F
       Notification of Planning Permission
        Site:                Upper Cefn, Ewyas Harold, Herefordshire. HR2 0JJ
        Description:         Proposed new livestock housing/fodder storage building. Alterations
                             to existing access and proposed roadway across to building.


       Resolved
       That this is noted.


10.3   Application number DCSW2008/0878/F
       Notification of Planning Permission
        Site:                Doyre Cottage, Abbey Dore, Herefordshire. HR2 0AA
        Description:         Proposed demolition of single storey lean to extension and erection of

                                            Page    1
                                                    4
                                                    6
                             new 2 storey extension plus erection of new entrance porch/lobby.


       Resolved
       That this is noted.


10.4   Application number DCSW2008/0946/F
       Notification of Planning Permission
        Site:                Ewyas Harold Memorial Hall, Pontrilas Road, Ewyas Harold,
                             Herefordshire. HR2 0EL
        Description:         Extension to car park for improved disabled access and accompanying
                             landscape works.


       Resolved
       That this is noted.


11     Road Maintenance and Related Matters


        11.1    Prill Road Surface
                State of road and lack of footway has been reported to HC and this
                has been referred to Mrs M Lane Construction Manager HC.
                Clerk has discussed situation with Village Warden to identify if any
                other actions are appropriate.
                Clerk will keep family informed of developments.


                Resolved
                That this is noted
                                                                     ACTION CLERK
        11.2    Parish Initiative
                Outstanding work has been forwarded to HC and work team is
                expected to start on this work in June.
                Resolved
                That this is noted.


        11.3    Cedars – Dark Lane
                Problem with high trees in Dark Lane was resolved by occupiers
                following verbal request from EHGPC in September 2007. Owners
                say they would like request confirmed in writing and
                acknowledgement recorded of work being completed.
                Resolved
                That the Clerk should confirm request and work undertaken in writing.
                                           Page    1
                                                   4
                                                   7
                                                           ACTION CLERK


11.4   Coach House Drain
       Flooding is occurring due to silting up of drain. Lengthsman has
       attended but Clerk will clarify whether this requires HC to be
       involved.
       Resolved
       That this is noted
                                                           ACTION CLERK


11.5   B4347 Ditching
       Contents of ditches were being thrown onto maintained verges.
       Highways were made aware and gang instructed to remove spoil.
       Occurred because work would normally be carried out in winter when
       verges would grow through spoil in spring.
       Resolved
       That this is noted


11.6   Potholes C1221
           Opposite the Fire Station
           1/3 mile beyond the gates to the army camp.
       Resolved
       That these should be reported to HC
                                                           ACTION CLERK




11.7   B4347 to Abbey Dore
       The surface edge of the road has crumbled way in the area near to
       Glen Alva and the resulting drop at the verge constitutes a traffic
       hazard
       Resolved
       That this should be reported to HC
                                                           ACTION CLERK
11.8   C1213
       The railings on the bridge near to The Trout on the side road leading to
       the U74213 have been damaged in a traffic accident.
       Resolved
       That this should be reported to HC
                                                           ACTION CLERK

                                Page     1
                                         4
                                         8
      11.9    U74209
              This road surface has become severely rutted and potholed
              Resolved
              That this should be reported to HC
                                                                 ACTION CLERK


      11.10 Dulas Road (C1213)
            The road drain situated near to the footpath crossing (EH18) is above
            the road surface and as such is not effective in removing surface water
              Resolved
              That this should be reported to HC
                                                                 ACTION CLERK


      11.11 Belpa Road/Little Walk Mill Farm
            Collapsed culvert has been replaced with smaller bore pipe and
            concerns were raised over effectiveness of water flow.
              Resolved
              That this should be reported to HC
                                                                 ACTION CLERK



      11.13 Amey Wye Contract
            Review of contract in place for monthly road sweep. This item was
            moved to next month‟s agenda.



     Councillor P Sheen proposed that the standing orders be suspended so that the meeting could
     continue beyond 9.30pm and so deal with remaining essential business.
     This was carried unanimously


12   Footpaths

       No matters were raised and there was no FPO‟S report


13   Parish Newsletter

     Advertisement has been placed for a new editor and the latest issue is being produced under the
     temporary editorship of Councillor Mrs E Overstall.
     Draft was approved with the following additions:

                                       Page    1
                                               4
                                               9
     Herefordshire Council will pay for an extra page to promote their housing needs campaign.
     Role of a councillor – PS
     Item on Smart Water – West Mercia Police
     Seasonal security issues


     It was noted that this month‟s issue would run a major feature on supporting the local Post
     Office. Further to this it was agreed to contribute £15 towards a supporting banner.


14   Parish Website
     Nothing to report


15   Items for Future Discussion
      15.1     Amey Wye Contract
      15.2     Representative on Memorial Hall Committee
      15.3     Local Emergency Plan
                                                                               The Meeting closed at 9.40pm
     Chairman



     Date


                    NEXT MEETING                   July 1st 2008
                    Future Meetings August 5th , September 2nd , October 7th




         Minutes of the Ordinary Meeting of Ewyas Harold Group Parish Council
                                  held on Tuesday 1st July 2008
                                In the Memorial Hall at 7.30 p.m.


     Present
     Councillor P Sheen (Rowlstone) in the chair
     Councillor D Harries
     Councillor Mrs M Bradley
     Councillor Mrs E Overstall (Dulas)
     Councillor W Preece (Dulas)
     Councillor Mrs M Williams (Rowlstone)
     In attendance:
     The Clerk

                                           Page      1
                                                     5
                                                     0
1     Apologies for Absence
      Councillors J Middle, P Jinman, R Weaver, R Mailes


2     Declaration of Interest
      None were declared


3     Minutes
      The minutes of the ordinary meeting of the council held on Tuesday 3rd June 2008 were
      approved without amendment
      Carried unanimously
4.1    4.1.1    Co-option of Councillor
                The application from Mr Richard Baker was discussed and it was decided to invite Mr
                Baker to become the co-opted Councillor for Llancillo.
                Proposed: Councillor D Harries
                Seconded: Councillor Mrs E Overstall
                Carried unanimously
                Resolved
                That the Clerk should arrange for the necessary paperwork to be completed.
                                                                                     ACTION CLERK


       4.1.2    Councillor applications
                A standard form was agreed for future expressions of interest.
                See appendix 1



5     Recreation Ground


5.1   Monthly Audit

              Main gate is not being locked due to the lighter evenings
              Motorbikes are being taken onto the ground.
              Picnic table – further damage means that planks will need replacing
         Resolved
         That the Clerk should arrange for two replacements to be fitted.
                                                                                     ACTION CLERK
              One gate to the play area has been removed and this has been left leaning against the
               fence. The remaining two need to be removed and all 3 stored safely until replacements
               can be fitted. Quotation for replacement wooden gates is outstanding.

                                         Page     1
                                                  5
                                                  1
         Resolved
         That the Clerk should pursue a second local quote.
                                                                                      ACTION CLERK
              Evidence of BBQ in gazebo and floor surface requires cleaning.
              Moles active again – paths need sweeping
              Unsupervised dogs seen on field
              Dog fouling is still a problem
         Resolved
         That Clerk should investigate what actions (other than informing the Dog Warden) are
         available to EHGPC to control these last two problems
                                                                                  ACTION CLERK

         Positives
          It was noted on one inspection date that 4 members of the public were removing litter
             from the field.
          Installation of old seat at far end of field has been well received.

5.3   Pavilion
       5.3.1     Bookings
                 Pre-School Sports Day – July 17th
                 Resolved
                 That this is noted.


       5.3.2     Windows
                 Broken panes have been replaced
                 Resolved
                 That this is noted



       5.3.3     Break-in
                 Some footballs were stolen and the door to the football changing rooms was broken to
                 gain access. The police have been informed and EH Football Club have replaced the
                 door.
                 Resolved
                 That this is noted


       5.3.4     Changing Rooms
                 EHFC are decorating their changing facilities within the pavilion
                 Resolved
                 That this is noted
                 That other uses for this area may need to be considered at future precept settings once


                                          Page     1
                                                   5
                                                   2
               the long term plans for the Club had been resolved


5.4   Field Drainage
      It has been identified that the storm drain from Priorsfield behind the pavilion stops short of
      brook.
           Environment Agency have confirmed that they need to give permission before pipe work
              can be continued to brook. They have requested that EHGPC investigate why original
              work ended in field.
           Welsh Water have no record of this drain and therefore were unable to advise.
           Herefordshire Council have no record of this drain but have indicated that they may be
             willing to send a representative on an advisory site visit.
         Resolved
         That the Clerk should request dates from HC for a possible site visit
                                                                                    ACTION CLERK
5.5   Bank Erosion
      After a site meeting and taking advice from several sources the following points were noted:
          Tree is still in brook. Environment Agency is still promising to remove it.
          Mr Bernard Parry is unwilling to agree to adoption of bank by EHGPC
          Adoption of bank would still not allow access to brook
            RoSPA advise keeping gate locked where access to the brook is possible from the
             playing field, or ideally replacing with fence
            Work on banks is the reponsibility of landowner/EA.
            EHGPC undertaking work other than to protect edge of field to prevent accidents could
             lead to possible litigation issues in the future.
            Signage should be considered to warn of the presence of flowing water bordering the
             playing field. Clerk to seek advice from RoSPA Birmingham



            Insurers are happy with current situation but have agreed to send a standard letter
             regarding access to water.


      Resolved
      That the Clerk arranges a site meeting with the Environment Agency so that possible actions to
      prevent further erosion can be considered.
                                                                                    ACTION CLERK


6     Local Security Matters

            Smart Water – signs have been received but are still to installed around the area. More
             Smart water packs are now available from CSO Rosina Cathcart.

                                         Page     1
                                                  5
                                                  3
          Scrap metal and diesel thefts continue to be reported in the area
          There have been several reports of people photographing horses and there has been one
           case of a horse going missing from a field


    Resolved
    That this is noted.


7   Correspondence

            Sender           Content
     7.1    Electoral        Monthly update for Parish of Dulas
            Register
     7.2    Electoral        Monthly update for Parish of Ewyas Harold
            Register
     7.3    Mencap           Request for donation
            Herefordshire
     7.4    Ellen Pawley     CAPs and Parish Council Newsletters – possibility of combining
                             (email)
                             This was not discussed at the meeting and will be carried
                             forward to August‟s meeting.

     7.5    British Red      Breakdown of costs associated with Village Warden Scheme and
            Cross            request for donation
                             Resolved
                             That EHGPC agree to a one-off donation of £500

     7.6    HALC             Information Corner 6.6.08
                             Paperwork to Councillors

     7.7    HALC             Booking forms for training courses
     7.8    HALC             Democracy First – poster for notice board encouraging people to
                             become involved as a local councillor
                             Copy to notice board
     7.9    HALC             Vitalise – provider of holidays for the disabled. Information and
                             request for donation.

     7.10 Herefordshire      HCVYS – Parish Planning and Youth Initiatives
          Partnership
                             Paperwork to Councillor D Harries
     7.11 Community          Community Planning Newsletter – Spring 2008
          First
     7.12 CPRE               Herefordshire Branch CPRE AGM – 21st June 2008

     7.13 Community          Newsline – June 08
          First
     7.14 William Pye        Request for annual return
          Charity

                                       Page    1
                                               5
                                               4
                     Completed by Clerk online

7.15 CSO Rosina      Golden Valley LPT update
     Cathcart
7.16 Ray Harris      Expression of interest in councillor vacancy (email)

                     Resolved
                     That this was noted under item 4.1.1

7.17 HC              Core Strategy – Developing Options Consultation
     Regeneration    Part of the Local Development Framework for growth and
                     change in the county over the next 20 years. This will eventually
                     replace the adopted UDP
                     Consultation period runs till 8th August 2008 (paper and
                     questionnaire supplied)
                     Road show at Memorial Hall Wednesday 16th July 10am to 1pm

                     Paperwork to Councillor P Sheen

7.18 HC              Draft Archaeology and Developmental Supplementary Planning
     Regeneration    Document (can be viewed on HC‟s website
                     www.herefordshire.gov.uk/ldf). Comments welcomed by 25th
                     July 2008.

                     Resolved
                     That this is noted

7.19 Herefordshire   Parish Planning and Road Safety – Speed Indicator Device.
     Partnership
                     Resolved
                     That EHGPC would not pursue this initiative because of cost.

7.20 Frances Gray    Acknowledgement of donations for Churchyard upkeep and
     EHPCC           footpath gate replacement.

7.21 CSO Rosina      Police briefing 13/6/08 (email)
     Cathcart
7.22 HC              Notice confirming standing Parish Councillors for EHGPC.

7.23 Bob Davies      Remaining home fixture list for EHCC Taverners

7.24 Kinder          Safety surfaces flyer

7.25 Kentchurch      Letter raising concerns over recent article in EHGPC Newsletter
     PC              re potential Post Office closures
                     Resolved
                     That this was noted under item 13.1

7.26 PC Christine    Local Policing News – June 2008 (email)
     Griffiths

                              Page        1
                                          5
                                          5
                     Paperwork to Councillors

7.27 John Armson     Response to PO closures item in Newsletter (email)

                     Resolved
                     That this was noted under item 13.1

7.28 Richard Baker   Expression of interest in councillor vacancy (email)

                     Resolved
                     That this was noted under item 4.1.1

7.29 Local Works     Guide to Sustainable Communities Act

7.30 HC              Planned removal of telephone boxes in Herefordshire by BT
     Regeneration
                     Based on feedback from Councillors, the Clerk has already
                     responded re the planned closure of Rowlstone‟s telephone box.
                     The importance of phone boxes in rural areas for First
                     Responders was highlighted by Councillor Mrs E Overstall.
                     Resolved
                     That the Clerk should pass on this extra objection to Anthony
                     Bush (HC)
                                                                    ACTION CLERK
7.31 CSO Rosina      Police briefing 20/6/08 (email)
     Cathcart
7.32 Richard Baker   Supporting evidence for councillor application (email)

                     Resolved
                     That this was noted under item 4.1.1
7.33 CSO Rosina      Police briefing 24/6/08 (email)
     Cathcart
7.34 Glasdon         Equipment brochure

7.35 HC              Project Development Funding Advice – Thursday 17th July 2pm-
     Regeneration    5pm
7.36 HC              Proposed de-trunking of the A465 Hereford to Welsh Border
     Environment
                     Resolved
                     That this is noted and supported

7.37 Ray Harris      Withdrawal of application for parish councillor (email)

                     Resolved
                     That this was noted under item 4.1.1

7.38 CSO Rosina      Golden Valley LPT briefing (email)
     Cathcart
7.39 CSO Rosina      Police briefing 26/6/08 (email)
     Cathcart

                              Page    1
                                      5
                                      6
    7.40 HC               Polytunnel Supplementary Planning Document – can be viewed
         Regeneration     at www.herefordshire.gov.uk/ldf

    7.41 HC               Herefordshire planning application county-wide information
         Regeneration
                          This was not discussed at the meeting and will be carried
                          forward to August‟s meeting.

    7.42 HC               Bus and Train timetable – Hereford + Bromyard
         Regeneration
    7.43 HC               Herefordshire Funding Directory – June 2008 (21st edition)
         Regeneration
    7.44 HC               Herefordshire Council Standards Committee – Annual Report
         Regeneration
    7.45 HC               Herefordshire Handyperson Scheme pamphlet
         Regeneration
    7.46 HC               Herefordshire Affordable Warmth Strategy pamphlet
         Regeneration
    7.47 HC               Herefordshire VA – Flooding information sharing seminar -26th
         Regeneration     July 2008 10am Courtyard Theatre

    7.48 HC               Herefordshire Rough Sleepers Evaluation
         Regeneration
                          Resolved
                          That no individuals were identified in this category within the
                          Group Parish.

    7.49 HC               Laying up of Colours 3rd Battalion The Light Infantry +
         Regeneration     Freedom of Entry to The Rifles
                          From 2.15pm 19th July 2008 (poster)
    7.50 SLCC             Regional One Day Conference – Llandrindod Wells 8th
                          September 2008
    7.51 SLCC             The Clerk – July 2008

    7.52 Mazars           Request from external auditor for more information on new play
                          area.


    7.53 Peter Overstall Ewyas Harold History + Archaeology Group – feasibility of
                         local history museum (email)
                         Resolved
                         That EHGPC support the proposal

    7.54 SLCC             National Conference 17/10/08 to 19/10/08




8   Lengthsman Scheme


                                   Page     1
                                            5
                                            7
8.1   Lengthsman work undertaken in June.

       Date      Work                                                                  Hours
       5/6/08    Cutting verges Gilberts Wood + Priors Field                            30/60
       7/6/08    Cutting verges Forge Garage + Island + Chapel Bank                    150/60
       19/6/08   Cutting verges Gilberts Wood + Priors Field                            30/60
       20/6/08   Cutting verges Memorial Hall to A465                                  135/60
       21/6/08   Cutting verges Upper House                                             25/60
       21/6/08   Clean and rod gully on Dulas Road                                      60/60
       23/6/08   Grass cutting Rowlstone turn off and Rabbit Lane centre                60/60
                                                                           TOTAL       490/60

      Resolved
      That this is noted and approved


9     Financial Report
9.1   Payments for approval


       Clerk salary                                                         £       511.38
       Stationery/Office Expenses                                           £        15.81
       Clerk postage                                                        £        11.90
       Clerk travel                                                         £        17.86
       HM Inland Revenue (PAYE £16.80 NI £9.29 employee £10.81              £        36.90
       employer)
       Nick Piech – Pavilion toilet repair                                  £        59.75
       Golden Valley Insurance – Newsletter printing                        £       120.00
       Road sweep May 2008                                                  £        70.50
       S B Glass – replacement of 2 broken windows in pavilion              £        70.50
       Herefordshire Council – 2008 RoSPA Annual Inspection fee             £        51.96
       Martin Roper – Lengthsman work June 2008                             £       140.48
       Martin Roper – waste collection June 2008                            £        80.00
       Martin Roper – Recreation Ground grass cutting June 2008             £        68.81


9.2   Balances as at 1st July 2008


       NatWest Current account                                              £   1,765.30
       Unpresented cheques                                                  £      133.00
       Cheques/cash to be credited                                          £         nil
       NatWest Business Reserve                                             £   3,893.52
       Alliance + Leicester Current account                                 £   1,601.15
       Alliance + Leicester Deposit account                                 £   9,538.77

                                         Page   1
                                                5
                                                8
        Total cash assets                                                           £    16,665.7
        Consisting of:                                                                          4
        Precept funds                                                               £    14,384.9
                                                                                                1
        Lengthsman Scheme                                                           £      309.68
         Balance available but not yet claimed                  £      1,672.16


         Administration charge outstanding                      £        167.25
         Available funds for remainder of financial year        £      1,814.59
         (annual allocation £2,229.95)
        Parish Path Funds                                                           £     1200.40
        Parish Plan Funds                                                           £      771.75
9.3    Payments Received
        Lengthsman payment for first quarter 08/09                                  £      557.49
                                                                                    £
       Resolved
       That the financial statement is accepted and that payments should be made.
       Carried unanimously.


10     Planning


10.1   Application number DCSW2008/0950/F
       Withdrawn Application
        Site:                Upper House Farm, Walterstone, Herefordshire. HR2 0DT
        Description:         Change of use of redundant agricultural barn to residential use.
       Resolved
       That this is noted.
10.2   Application number DCSW2008/0945/L
       Withdrawn Application
        Site:                Upper House Farm, Walterstone, Herefordshire. HR2 0DT
        Description:         Change of use of redundant agricultural barn to residential use.
       Resolved
       That this is noted.
10.3   Application number DCSW2008/0922/F
       Notification of Planning Permission
        Site:                Orchard Bungalow, Ewyas Harold, Herefordshire. HR2 0ES
        Description:         Side extension and conversion of ground floor to accommodation.


       Resolved
       That this is noted.

                                            Page    1
                                                    5
                                                    9
10.4   Application number DCSW2008/1557/F


        Site:                Upper Sunnybank, Pontrilas, Herefordshire. HR2 0HF
        Description:         Fodder/implement store
        Application Type:    Full
        Applicant:           Mr N Prosser, Upper Sunnybank, Pontrilas, Herefordshire. HR2 0HF



       Resolved
       That EHGPC have no objections to this application
10.5   Application number DCSW2008/1287/F
       Notification of Planning Permission
        Site:                The Conifers, Pontrilas, Herefordshire. HR2 0EH
        Description:         Extension on the current building to increase the size of the kitchen
                             and improve the roof on the porch.


       Resolved
       That this is noted.


11     Road Maintenance and Related Matters


        11.1     Belpa Road/Little Walk Mill Farm
                 Collapsed culvert has been replaced with smaller bore pipe and
                 concerns were raised over effectiveness of water flow. This was
                 reported but was not found on Herefordshire Council‟s work schedule.
                 Resolved
                 That this should be re-reported to HC with grid ref 3630
                                                                       ACTION CLERK




        11.2     A465/Rowlstone Junction
                 The visibility at this junction is being restricted by overgrown
                 vegetation on the Pontrilas side of this area.
                 Resolved
                 That the Clerk request that Amey Mouchel arrange for this overgrowth
                 to be cut back..


                                            Page    1
                                                    6
                                                    0
                                                                 ACTION CLERK
      11.3   Fire Hydrant School Lane
             The hydrant at the junction of Dark Lane and School Lane (under the
             stile) is leaking.
             Resolved
             That the Clerk should report this to Welsh Water
                                                                 ACTION CLERK


      11.4   Potholes C1210/U74419/8
             A pothole has formed on the U74419 just up from the junction with
             C1210 (grid ref 3727)
             Resolved
             That this should be reported to HC
                                                                 ACTION CLERK




      11.5   Amey Wye Contract
             Review of contract in place for monthly road sweep.
             Resolved
             That Clerk should inform Amey Wye of the Council‟s decision to
             renegotiate this contract.
                                                                 ACTION CLERK



12   Footpaths

       No matters were raised and there was no FPO‟S report




13   Parish Newsletter
      13.1   Post Office Closures
             The Clerk read out a letter from Kentchurch PC raising their concern
             over the wording of the article on Post Office closures. EHGPC noted
             the points raised but did not accept that it had acted in any way other
             than to support the Post Office within its parish. It recognised the

                                      Page     1
                                               6
                                               1
               importance of other rural POs and encouraged other people to likewise
               support their local services.
               Resolved
               That the Clerk should write to KPC to explain the views of EHGPC.
                                                                   ACTION CLERK
               Councillor P Sheen read out an email from a resident of Rowlstone
               which raised several concerns over the same article.
               Resolved
               That Councillor Sheen would discuss these matters with the resident.
                                                                          ACTION PS




14   Parish Website
     The Newsletter is not able to be uploaded in its current Microsoft Publisher format. Councillor
     Mrs M Bradley will pass on details of the software required.
     Resolved
     That this is noted.
                                                                                          ACTION MB
15   Items for Future Discussion
      15.1     Amey Wye Contract
      15.2     Representative on Memorial Hall Committee
      15.3     Local Emergency Plan
      15.4     Councillor Co-option
                                                                          The Meeting closed at 9.15pm
     Chairman


     Date

                           NEXT MEETING                            August 5th 2008

                      Future Meetings          September 2nd, October 7th, November 4th


         Minutes of the Ordinary Meeting of Ewyas Harold Group Parish Council
                            held on Tuesday 5th August 2008
                            In the Memorial Hall at 7.40 p.m.


     Present


                                         Page       1
                                                    6
                                                    2
      Councillor D Harries in the chair
      Councillor R Weaver
      Councillor R Mailes
      Councillor Mrs E Overstall (Dulas)
      Councillor W Preece (Dulas)
      Councillor P Jinman
      In attendance:
      The Clerk
      Councillor J B Williams (Pontrilas Ward Councillor)
      1 member of the public


1     Apologies for Absence
      Councillors J Middle (resigning), Mrs J Addis (resigning), Mrs M Bradley, Mrs M Williams,
      P Sheen


2     Declaration of Interest
      Councillor Mrs E Overstall declared an interest in item 7.44 (member of First Responders
      Scheme)


3     Minutes
      The minutes of the ordinary meeting of the council held on Tuesday 1st July 2008 were
      approved without amendment
      Carried unanimously


4.1   Core Strategy Developing Options Paper (Strategy until 2026)
      The questionnaire was completed based on responses from Councillor P Sheen and input from
      Councillors present.
      Resolved
      That the Clerk should submit the responses on-line
                                                                                    ACTION CLERK




4.2   Herefordshire Council for Voluntary Youth Services (HCVYS)
      Councillor D Harries reported that Chris Cobourne of HCVYS was prepared to meet with the
      Parish Council and other interested parties to help devise a strategy for involving young people
      of the area in their own development. It was suggested that a meeting could be arranged for late
      September.

                                          Page   1
                                                 6
                                                 3
      Resolved
      That Councillor D Harries should organize the meeting and try to involve other parishes in the
      area.
                                                                                        ACTION DH
4.3   Bus Shelter
      The shelter has now been installed and comments have so far been positive.
      Resolved
      That this is noted.


4.4   Co-option of Councillors
       4.4.1   Co-option for Llancillo
               Richard Baker has accepted offer of co-option as Councillor for Llancillo and will be
               available to take up post at the meeting in September.
               Resolved
               That this is noted


       4.4.2   Co-option for Ewyas Harold
               The application from Mr Bennie Krige was discussed and it was decided to invite Mr
               Krige to become the co-opted Councillor for Ewyas Harold.
               Carried unanimously
               Resolved
               That the Clerk should arrange for the necessary paperwork to be completed.
                                                                                   ACTION CLERK


       4.4.3   Future Co-options
               Following the resignations of Councillors Mrs J Addis and J Middle, the Clerk has
               applied to the Electoral Registrar for permission to co-opt to these vacancies.
               The paperwork is expected to be completed during August for co-option to be
               considered at the September meeting.
               There has already been one expression of interest from Mr Glynn James.
               Resolved
               That the Clerk should keep Mr James informed of the situation.
                                                                                   ACTION CLERK



4.5   Memorial Hall Representative
      Councillor D Harries indicated that if no other volunteer came forward he was willing to stand as
      the representative until April 2009.
      Resolved
      That Councillor Harries be elected.

                                         Page   1
                                                6
                                                4
      Carried unanimously


4.6   Quality Parish
      There was a discussion of the areas that might need improving before EHGPC could apply for
      quality status.
      Resolved
      That a public forum should be identified at 7.15pm before each monthly parish meeting.
      Resolved
      That the Clerk should complete the portfolio for submission at the earliest opportunity.
                                                                                    ACTION CLERK


4.7   Post Office Closures
      Feedback from recent meeting in Hereford
          Post Office losing £31/2 m per week
          Government subsidy currently £150m per year
          2500 closures will equate to 17 in Herefordshire
          Outreach services will replace closed POs (500 for 2500)
          3 main types of Outreach
                 o Mobile (visiting for set number of hours)
                 o Hosted (mobile kit in areas such as village halls)
                 o Partner (through another retail outlet)


              Timetable
                 POs selected for closure announced 27/8/08
                 Consultation period until 7/10/08
                 Based on findings from other parts of the country appeals are rarely successful but
                    those that are effective usually involve factual arguments around demographics,
                    accessibility, future developments and impact on local businesses.
                    Final decisions by end of October unless successful appeal and then another 6
                     week consultation period
                    All closures within 3 months of final decision


      Resolved
      That this is noted


4.8   Twinning with Segonzac
      The proposal was discussed and it was agreed that further information (possibly from on-line
      searches) was necessary before reaching a final decision.
      Resolved
      That the Clerk should carry on a dialogue with Segonzac and copy any correspondence to those

                                         Page    1
                                                 6
                                                 5
      Councillors with email.
                                                                                    ACTION CLERK
5     Recreation Ground


5.1   Monthly Audit

            Rubbish around gazebo area – 2 bags filled
            Gates to play area still not repaired/replaced
             Second quote has been sought by Clerk)
            Moles still a problem
            Pavilion has been repainted
            Dog fouling still a problem (see item 5.2)
            Adult using children‟s play equipment. (Asked to leave and did so)
            Evidence of golf being played on the playing field.
         .

5.2   Dog Fouling
      New Dog Warden has been appointed (Carl Phillipson). He has been made aware of problem on
      the Recreation Ground. He advises that designation of land for exercising dogs will be difficult
      and it would involve the legal department. He will look into the possibilities and keep us
      informed.
      Resolved
      That article should be placed in next Newsletter and in the report to the Hereford Times
                                                                             ACTION EO + CLERK




5.3   Picnic Table
      Complete replacement of all slats is necessary and the work will be undertaken by Advance
      Joinery.
      Resolved
      That this is noted



5.4   Field Drainage
      Brian Lee (Herefordshire Council) is not available until the week commencing 18th August, but
      after this date will meet with EHGPC at a date of their choosing.
      Resolved

                                         Page     1
                                                  6
                                                  6
    That date should be set at the next Parish Council meeting as Councillors were not available
    during late August.


6   Local Security Matters

          Smart Water – all signs have been installed apart from those at the Army Camp/Elmdale
           Road entrance and Rowlstone.
          White van seen recently on local farm in the early morning and occupants drove off when
           approached


    Resolved
    That this is noted.


7   Correspondence

     Date     Sender             Content
     received
     7.1      Paul Keetch        Notice of extension of consultation period re planned
              (MP)               removal of BT telephone boxes to 18th July 2008

     7.2         HC              Notice of seminar re Post Office Closures – 2pm July 16th
                 Regeneration    2008 at Brockington
                                 Resolved
                                 That this was noted in item 4.7

     7.3         HC              Confirmation of consultation period re planned removal of
                 Regeneration    BT telephone boxes to 18th July 2008

     7.4                         Clerks & Councils Direct
     7.5         Mr Barend       Expression of interest in Councillor vacancy
                 Krige
                                 Resolved
                                 That this was noted in item 4.4.2

     7.6         Electoral       Monthly update for Parish of Dulas (email)
                 Register
     7.7         Electoral       Monthly update for Parish of Ewyas Harold (email)
                 Register
     7.8         CSO Rosina      Police briefing (email)
                 Cathcart




                                      Page     1
                                               6
                                               7
7.9    Jean Addis      Letter of Resignation as Parish Councillor

                       Resolved
                       That this was noted in item 4.4.3

7.10   npower          Electricity Supply Agreement. Clerk has extended period of
                       fixed charges with npower for another 12 months.
                       Resolved
                       That this is noted


7.11   HC              Paperwork for co-option of councillors
7.12   CSO Rosina      Golden Valley LPT update (email)
       Cathcart
7.13   Mr Ron Cole     Details of potential French twinning

                       Resolved
                       That this was noted in item 4.8

7.14   Derek Harries   Herefordshire Core Strategy (duplicate papers from road
                       show at Memorial Hall)
                       Resolved
                       That this was noted in item 4.1

7.15   Derek Harries   CAPS Newsletter Summer 2008 – copies to Councillors

7.16   Post Office     Outreach Services pamphlets (collected from HC Post Office
       Ltd             meeting)
                       Resolved
                       That this was noted in item 4.7

7.17   Rural Shops     Promotional flyer (collected from HC Post Office meeting)
       Alliance        Resolved
                       That this was noted in item 4.7


7.18   Festival        Strategic Plan 2008-2013
       Housing
       Group
7.19   Furnitubes      Product brochure
7.20   Glasdon         Product brochure
7.21   Herefordshire   Herefordshire Compact
       Voluntary
       Action
7.22   EHFC            Acknowledgement of delay in paying pavilion electricity +
                       water charges

7.23   CSO Rosina      Police briefing (email)
       Cathcart


                            Page     1
                                     6
                                     8
7.24   HALC            Notice of Southern Area Meeting 28th July 2008
7.25   HC              Update on telephone kiosk and Post Office closure
       Regeneration    programmes. Consultation period on kiosks now extended
                       until 26th September 2008.
                       Resolved
                       That this is noted

7.26   HC              July Funding Opportunities update
       Regeneration


7.27   HC              Scrutiny Review of the HC Planning Service (respond by 16th
       Regeneration    September 2008). Questionnaire completed at meeting.
                       Resolved
                       That Clerk should return EHGPC‟s responses to HC
                                                               ACTION CLERK


7.28   HC              HC Energy Efficiency Scheme
       Regeneration
7.29   HC              The Orchard Art Competition (poster)
       Regeneration
7.30   HC              Reminder of Grant Funding/Advice for Parish Plan Actions
       Regeneration    Paperwork to Councillor Mrs E Overstall

7.31   PC Christine    Golden Valley Newsletter – feedback request
       Griffiths
7.32   Allianz         Notice of satisfaction with EHGPC‟s risk management of
                       Dulas Brook in Recreation Ground
                       Resolved
                       That this is noted

7.33   CSO Rosina      Notice of Community Safety Evenings at Madley (21/8/08),
       Cathcart        Dorstone (27/8/08) and Wyeside (29/8/08) (email)

7.34   HC              Reminder of scheduled PACT meetings
       Hazelle
       Lavelle
7.35   Alison Hatton   Acknowledgement of intended donation to Village Warden
       – Red Cross     Scheme (email)

7.36   CSO Rosina      Notice of Clifford Community Evening 28th August 2008
       Cathcart        (email)



7.37   HC              Prill Road - Temporary road closure order for BT duct laying
       Environment     (work to commence 11th August 2008)
                       Resolved
                       That this is noted


                            Page    1
                                    6
                                    9
 7.38     Lisa Howell     Change in contact details for Lengthsman Scheme
          (HC)
 7.39     Kim Clay        Promoting Herefordshire Gateway
                          (www.herefordshiregateway.org)

 7.40     CSO Rosina      Police briefing
          Cathcart
 7.41     CSO Rosina      August Newsbeat - Copies to Councillors
          Cathcart
 7.42     Andrew          Response re damaged bin at Elmdale (email)
          Middlecote
          (HC)            Resolved
                          That this was noted in item 11.3
 7.43     Peter           PFO‟s report for August (email)
          Overstall
                          Resolved
                          That this was noted in item 12.1

 7.44     Liz Overstall   Request for funding to support local First Responder service
                          (email)
                          Resolved
                          That one-off payment of £500 should be made
                          Proposed: Councillor R Weaver
                          Seconded: Councillor W Preece
                          Carried unanimously

 7.45     Mr G James      Expression of interest in role of Parish Councillor
                          Resolved
                          That this was noted in item 4.4.3



9.30pm Standing Orders suspended in order to complete business




                               Page     1
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                                        0
8     Lengthsman Scheme


8.1   Lengthsman work undertaken in July.

       Date        Work                                                              Hours
       3/7/08      Clear gullies Abbey Dore Road + Gilberts Wood                      40/60
       3/7/08      Cutting verges Gilberts Wood + Priors Field                        30/60
       14/7/08     Grass cutting island (U74218)                                      30/60
       17/7/08     Cutting verges Gilberts Wood + Priors Field                        30/60
       19/7/08     Cutting verges MH to A465, Upper House, Prill Road and Elm        260/60
                   Bridge
       26/7/08     Cutting verges Forge Garage + roundabout                           60/60
       31/7/08     Cutting verges Gilberts Wood + Priors Field                        30/60

                                                                           TOTAL     480/60

       24/7/08     Applying weed killer in village centre

      Resolved
      That this is noted and approved


9     Financial Report
9.1   Payments for approval


       Red Cross – Village Warden Scheme (agreed June minutes)                  £    500.00
       Clerk salary                                                             £    511.38
       Stationery/Office Expenses                                               £       9.36
       Clerk postage                                                            £     17.37
       Clerk travel                                                             £     31.25
       HM Inland Revenue (PAYE £16.80 NI £9.29 employee £10.81                  £     36.90
       employer)
       Pavilion electricity (9/4/08 to 9/7/08)- npower                          £     96.01
       Road sweep June 2008                                                     £     70.50
       Completion of pavilion redecoration – Tim Howells                        £    550.00
       Martin Roper – Lengthsman work July 2008                                 £    142.61
       Martin Roper – waste collection July 2008                                £    100.00
       Martin Roper – Recreation Ground grass cutting July 2008                 £     60.20
       Martin Roper – Cleaning Trappe House bin                                 £     11.75
       Transfer from NatWest to Alliance + Leicester deposit account            £   4,000.00
       First Responder Scheme                                                   £    500.00


                                         Page     1
                                                  7
                                                  1
9.2    Balances as at 5th August 2008


        NatWest Current account                                                      £     1,765.30
        Unpresented cheques                                                          £         50.00
        Cheques/cash to be credited                                                  £       370.62
        NatWest Business Reserve                                                     £     3,944.81
        Alliance + Leicester Current account                                         £       666.29
        Alliance + Leicester Deposit account                                         £     9,064.30
        Total cash assets                                                            £    15,761.42
        Consisting of:
        Precept funds                                                                £    13,734.46
        Lengthsman Scheme                                                            £         54.75
         Balance available but not yet claimed                 £     1,672.24
         Administration charge outstanding                     £       148.67
         Available funds for remainder of financial year       £     1,578.32
         (annual allocation £2,229.95)
        Parish Path Funds                                                            £     1,200.40
        Parish Plan Funds                                                            £       771.75
9.3    Payments Received
        Pavilion booking 4/8/08 (Becca Fraser)                                       £         15.00
        EHFC – Water and electricity charges                                         £       355.62

       Resolved
       That the financial statement is accepted and that payments should be made.
       Carried unanimously.


10     Planning


10.1   Application number DCSW2008/1745/F


        Site:               Vroe Farm, Rowlstone, Pontrilas, Herefordshire. HR2 0HF
        Description:        First floor extension to farmhouse to provide private office for farm
                            records
        Application Type:   Full
        Applicant:          Mr A Ling, Vroe Farm, Rowlstone, Pontrilas, Herefordshire.
                            HR2 0HF


                                           Page    1
                                                   7
                                                   2
     Resolved
     That EHGPC have no objections to this application (plans viewed prior to meeting)


11   Road Maintenance and Related Matters


      11.1    A465/Rowlstone Junction
              Amey Mouchel has been informed through HC of need to cutback
              overgrown vegetation.
              Resolved
              That this is noted.


      11.2    Fire Hydrant School Lane
              Leak has been reported to Welsh Water (ref 17744309) and work is
              believed to have been carried out
              Resolved
              That this is noted


      11.3    Litter Bin Elmdale Road
              The bin has been emptied by Martin Roper as the contractors are
              refusing to collect rubbish until the bin has been repaired. The Clerk
              has been informed by Herefordshire Council that EHGPC are
              responsible for the cost of replacement (£300 with HC to install). The
              cost of purchasing direct from the manufacturer with local installation
              is being pursued.
              Resolved
              That this is noted
                                                                  ACTION CLERK
              POST MEETING NOTE:
              Replacement bin ordered from Swintex for £143.85


      11.4    Seat at Elmdale Junction
              Request received to consider replacing wooden slats – (Martin to
              advise on work required)
              Resolved
              That this is noted


      11.5    A465 (between rail and river bridges)
              Pothole has formed where a cats eye has been lost from the central
              markings

                                       Page     1
                                                7
                                                3
                Resolved
                That the Clerk report this to Highways
                                                                       ACTION CLERK


        11.6    B4347 (Pontrilas End)
                The surfacing is breaking up along the centre of the roadway. This was
                reported to HC on 16th April 2008 (ref 01/26161) and the remedial
                work is still outstanding.
                Resolved
                That the Clerk should raise this issue with HC
                                                                       ACTION CLERK
        11.7    Ragwort
                There are extensive patches of Ragwort along the Army Camp road
                Resolved
                That the Clerk reports this to the army commandant and HC
                                                                       ACTION CLERK


12     Footpaths


12.1   Footpaths Officer’s Report

       I have identified four stiles (all that our P3 budget can cover for this year) that the Walking for
       Health scheme would like to replace with gates and where the landowner is agreeable to the
       change. These are:
       EH4. Stile immediately north of the footbridge over the brook (near the intersection with EH2).
       EH32. Third stile along from the Pontrilas road end.
       EH26. Second stile up from the Prill road.
       EH14A. Stile at south end where it leaves EH14
       Hereford will be sending us the gates and we will install.
       EH31A. There are continuing complaints about this path being impassable where it passes
       through Cae-newydd wood. As previously reported I spoke to the landowner who was going to
       clear the path when felling trees as part of the woodland management this summer. This work is
       now in progress but the complaint now is of dangerous machinery criss-crossing the path.
       Hereford know of the problem and have had several discussions with the landowner. The area
       rights of way officer anticipates that it will be resolved soon and the path cleared.
       EH33. The stile close to the road leading to Paradise cottage is damaged and will be repaired by
       the landowner this summer.
       EH31.There has been a complaint that the official line of this path leading from the Pontrilas
       road has been blocked by a resident‟s car. There is a misunderstanding by some of the residents
       that the official line of the path crosses into the next field. This is not the case and I have asked

                                           Page     1
                                                    7
                                                    4
     Hereford to confirm the official line with the local residents.
     DU7&8.This route from the Common down to the Dulas road remains difficult to access. I have
     again asked Hereford to provide a stile or gate across the fence on DU7 and a new footbridge
     over the brook on DU 8. They acknowledge that this is a longstanding need but plead lack of
     funds in the current financial year and hope that it will move to the top of the queue for next
     year.


13   Parish Newsletter
      13.1    Amalgamation with CAP Newsletter
              It was agreed that this could be considered but noted that to maintain
              quality status EHGPC would have to retain editorial control over any
              such future publication.
              Resolved
              That the Clerk should pass this information to CAPS in Ewyas Harold.
                                                                       ACTION CLERK
      13.2    Items for Next Issue

                     First Responders
                     Flicks in the Sticks
                     Dog Fouling
                     Annual Report
                     Thanks for PO support


14   Parish Website
     Annual report page has now been added
     Resolved
     That this is noted.


15   Items for Future Discussion
      15.1    Amey Wye Contract
      15.2    Local Emergency Plan
      15.3    Councillor Co-option
                                                                          The Meeting closed at 9.50pm
     Chairman


     Date

                      NEXT MEETING                              September 2nd 2008

                      Future Meetings        October 7th, November 4th, December 2nd


                                         Page     1
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                                                  5
          Minutes of the Ordinary Meeting of Ewyas Harold Group Parish Council
                           held on Tuesday 2nd September 2008
                             In the Memorial Hall at 7.15 p.m.


      Present
      Councillor P Sheen in the chair (Rowlstone)
      Councillor R Weaver
      Councillor R Baker (Llancillo)
      Councillor Mrs M Bradley
      Councillor W Preece (Dulas)
      Councillor B Krige
      In attendance:
      The Clerk


      Public Forum
      No items were raised under this section.


1     Apologies for Absence
      Councillors Mrs E Overstall, Mrs M Williams, D Harries, P Jinman


2     Declaration of Interest
      Councillor B Krige declared an interest in item 4.3


3     Minutes
      The minutes of the ordinary meeting of the council held on Tuesday 5th August 2008 were
      approved without amendment
      Carried unanimously


4.1   Co-option of Councillors
       4.1.1    Councillor resignation
                The Clerk read out a letter of resignation from Richard Mailes. This means that even
                with tonight‟s two co-options there are currently 3 vacancies on the Council.


                                         Page    1
                                                 7
                                                 6
                Resolved
                That this is noted


       4.1.2    Co-option for Llancillo
                Richard Baker completed the Declaration of Office and was duly welcomed to the
                post of Councillor for Llancillo.
                Resolved
                That this is noted


       4.1.3    Co-option for Ewyas Harold
                Bennie Krige completed the Declaration of Office and was duly welcomed to the post
                of Councillor for Ewyas Harold.
                Resolved
                That this is noted


       4.1.4    Future Co-options
                The application of Mr Glynn James was discussed.
                Resolved
                That Mr James should be co-opted as a Councillor for Ewyas Harold at the Parish
                Meeting in October.
                Proposed: Councillor P Sheen
                Seconded: Councillor R Weaver
                Carried unanimously



4.2   Quality Parish
      Application update


              Public Forum now included and identified on Agenda notice
              Contact with HC established on website
              Annual Report on latest Newsletter


      Resolved
      That, after taken advice from HALC, the Clerk should proceed with the application.
                                                                                   ACTION CLERK


4.3   Post Office Closures
      On August 27th the names of the Post Offices in Herefordshire identified for closure were
      released. Fortunately Ewyas Harold, Pontrilas and Longtown were not on this list.
      For those POs affected Herefordshire Council is holding a seminar on September 3rd.

                                        Page    1
                                                7
                                                7
      Resolved
      That this is noted


4.4   Twinning with Segonzac
      The Council have been informed that Segonzac are considering whether they would like to
      arrange a visit to discuss the possibilities..
      Resolved
      That this is noted


5     Recreation Ground


5.1   Monthly Audit

          Graffiti on play equipment
         Ask Martin Roper to remove marks
                                                                                    ACTION CLERK
          Gates to play area still not repaired/replaced
         Still waiting for quotes
          Picnic bench still to be repaired
         See item 5.3

5.2   Dog Fouling
          Problem was identified in EHGPC‟s Hereford Times report
          High profile report to appear in latest Newsletter
          Other areas of village are now becoming affected.
      Resolved
      That this is noted



5.3   Picnic Table
      Order has been placed with Advance Joinery for slats to be replaced.
      Resolved
      That this is noted


5.4   Field Drainage
      Brian Lee (Herefordshire Council) is available to discuss the issues. Council was unable to offer
      suitable dates for a meeting..
      Resolved
      That Clerk should get Brian Lee to set a date and time and then inform Councillors.
                                                                                    ACTION CLERK

                                        Page     1
                                                 7
                                                 8
5.5   Play Area

      The quarterly inspection by HAGS Ltd did not identify any faults with the play equipment.


      Resolved
      That this is noted



6     Local Security Matters

            Smart Water – Police provided feedback on effectiveness of this procedure and strongly
             advise residents to protect their property in this way.
            Recreation Ground Vandals. Police are aware of the people taking vehicles onto the
             playing fields and to help them curtail this activity they are requesting that the main gates
             are closed at night.
         Resolved
         That EHFC are asked to resume this practice (Councillor R Weaver to speak to Richard
         Mailes).
                                                                                          ACTION RW

            Thefts – Two minor opportunistic thefts reported in the area
            Sheep Attacks. There have two incidents in the local area with both attacks thought to
             have been undertaken by a Staffordshire bull terrier.



7     Correspondence

                  Sender           Content
       7.1        Electoral        Paperwork to advertise vacancies on Parish Council
                  Registration

       7.2        HC               Mobile Library consultation - 29th September Ewyas Harold
                  Environment      Memorial Hall 7pm to 9pm
                                   Resolved
                                   That this is noted

       7.3        Rita Cornish     Acknowledgement for use of pavilion for EH Pre-school sports
                                   day

       7.4        Red Cross        Acknowledgement of donation to Village Warden Scheme



                                         Page    1
                                                 7
                                                 9
7.5    HALC           Information Corner 8/8/08
                      Copies to Councillors

7.6    HALC           Training Courses/seminars: Affordable Housing (25th
                      September), New Code of Conduct (1st October), Cross Border
                      Event 15th October)

7.7    HALC           2008/09 pay negotiations




7.8    HALC           NALC Policy Briefing – Empowerment White Paper

                      Key Points:
                          Encourage creation of more town/parish councils
                          Encourage attainment of quality status
                          Extend powers to create bye-laws
                          Tighten rules governing parish polls

                      Resolved
                      That this is noted


7.9    HALC           Democracy First poster
7.10   Big Lottery    Small Grants Evaluation questionnaire – Clerk has responded
       Fund
                      Resolved
                      That this is noted

7.11   Electoral      Monthly update for Parish of Ewyas Harold (email)
       Register
7.12   HM Revenue     Employer bulletin and CD
       + Customs
7.13   HC             Meeting to discuss Post Office closures (for those parishes
       Regeneration   affected) – 3rd September 2008 Brockington at 9.30am

                      Resolved
                      That this was noted in item 4.3

7.14   HC             Seminar on Affordable Housing – September 25th 10.00 to
       Regeneration   15.00 at Left Bank in Hereford

                      Resolved
                      That this is noted

7.15   HC             HVA‟s courses on roles in community groups (Chair, Secretary
       Regeneration   14th October – Treasurer 21st October)



                           Page     1
                                    8
                                    0
7.16   HC              Waste management – improvement of recycling service
       Environment
                       From Autumn 2009 kerbside recycling will be extended to
                       cover most properties. This will be a fortnightly service with all
                       recycling material being collected in a wheeled bin provided
                       free of charge. (Some exceptions will be allowed where bin
                       collection is impracticable)
                       Resolved
                       That this is noted

7.17   Rhys            Visit to National Archives in Kew – 18th September (flyer)
       Griffiths
7.18   Herefordshire   Newsletter – Summer 2008
       Partnership
7.19   Brian + Annie   Open Weekend at National Vine Collection Ewyas Harold – 6th
       Edwards         + 7th September 2008 10am to 5pm

7.20   Richard         Written notice of decision to resign as councillor.
       Mailes
                       Resolved
                       That this was noted in item 4.1

7.21   Ron Cole        Response re proposed twinning (email)

                       Resolved
                       That this was noted in item 4.4

7.22   Glasdon         Equipment catalogue
7.23   HAGS Play       Quarterly play area report (email)

                       Resolved
                       That this was noted in item 5.5

7.24   Mazars          Completion of Annual Audit
                          Accounts have been passed without comment of any
                             concerns
                          Extra requirement to publicise Audit on notice boards

                       Resolved
                       That this is noted

7.25   Peter           PFO‟s Report September 2008 (email)
       Overstall
                       Resolved
                       That this was noted in item 12.1

7.26   A L Mailing     Clerks & Councils Direct – September 2008

7.27   Herefordshire   News Release August 27 – list of POs earmarked for closure.
       Council         (email)
                       Resolved

                            Page     1
                                     8
                                     1
                                    That this was noted in item 4.3

       7.28       Herefordshire     HVA News – August 2008
                  Voluntary
                  Action




8     Lengthsman Scheme


8.1   Lengthsman work undertaken in August.

       Date      Work                                                              Hours
       14/8/08   Cutting verges Gilberts Wood + Priors Field                        30/60
       28/8/08   Cutting verges Gilberts Wood + Priors Field + around Church        75/60
                 perimeter

                                                                         TOTAL     105/60

      Resolved
      That this is noted and approved


9     Financial Report
9.1   Payments for approval


       Clerk salary                                                            £   511.38
       Stationery/Office Expenses                                              £     1.99
       Clerk postage                                                           £    22.48
       Clerk travel                                                            £    17.86
       HM Inland Revenue (PAYE £16.80 NI £9.29 employee £10.81                 £    36.90
       employer)
       Pavilion water (7/2/08 to 19/8/08)- Welsh Water                         £    49.40
       Road sweep July 2008 (Amey Wye)                                         £    70.50
       Brian Ball – Recreation Ground flower beds                              £    80.00
       Brian Ball – Parish Paths annual strimming                              £    96.00
       Martin Roper – Lengthsman work Aug 2008                                 £    30.10
       Martin Roper – waste collection Aug 2008                                £    80.00

                                         Page     1
                                                  8
                                                  2
       Martin Roper – Recreation Ground grass cutting Aug 2008                 £         68.80
       Mazars – External auditor fees 2007/2008                                £        470.00
       Swintex – Replacement litter bin                                        £        169.02
       NALC – Quality Council application fees                                 £         58.75


       Road sweep August 2008 (Amey Aye)                                       £         70.50




9.2   Balances as at 2nd September 2008


       NatWest Current account                                                 £        265.30
       Unpresented cheques                                                     £         50.00
       Cheques/cash to be credited                                             £         16.00
       NatWest Business Reserve                                                £      2,002.30
       Alliance + Leicester Current account                                    £        287.37
       Alliance + Leicester Deposit account                                    £     11,266.06
       Total cash assets                                                       £     13,787.03
       Consisting of:
       Precept funds                                                           £     11,342.82
       Lengthsman Scheme                                                       £        472.06
        Balance available but not yet claimed               £      1,114.98
        Administration charge outstanding                   £       130.09
        Available funds for remainder of financial year     £      1,456.95
        (annual allocation £2,229.95)
       Parish Path Funds                                                       £      1,200.40
       Parish Plan Funds                                                       £        771.75
9.3   Payments Received


       Mr B Krige - payment towards Post Office banner                         £       16.00
       Herefordshire Council – Lengthsman Scheme quarterly payment             £      557.49



9.4   Budget Adjustments
       Source of transfer                 Sum to transfer       Budget code receiving payment

                                          Page   1
                                                 8
                                                 3
        Recreation Ground                        £30.00           Flower Bed Maintenance (17)
        Maintenance (16)


        Miscellaneous (26)                       £50.00              Fees/Subscriptions (1)


9.5    Bank Signatories
       Resignations mean that only 2 Councillors are on the list with Alliance and Leicester.
       Resolved
       That the Clerk arranges for a new mandate with the bank.
                                                                                     ACTION CLERK

       Resolved
       That the financial statement is accepted and that payments and transfers should be made.
       Carried unanimously.


10     Planning


10.1   Application number DCSW2008/1557/F
       Notification of Planning Permission
        Site:               Upper Sunnybank, Pontrilas, Herefordshire. HR2 0HF
        Description:        Fodder/Implement Store


       Resolved
       That this is noted


10.2   Application number DCSW2007/2050/F
       Notification of successful appeal to Secretary of State
        Site:               Shop Barn, Pwll-y-Hunt, Pontrilas, Herefordshire. HR2 0HF
        Description:        Construction of garage/workshop building to accompany shop barn
        Application Type:   Full
        Applicant:          Mr D Elkerton, Pwll-y-Hunt, Pontrilas, Herefordshire.
                            HR2 0HF



       Resolved
       That this is noted


10.3   Application number DCSW2008/1745/F
       Notification of Planning Permission
        Site:               Vroe Farm, Rowlstone, Pontrilas, Herefordshire. HR2 0HF

                                          Page     1
                                                   8
                                                   4
      Description:        First floor extension to farmhouse to provide private office for farm
                          records


     Resolved
     That this is noted


11   Road Maintenance and Related Matters


      11.1    A465/Rowlstone Junction
              Amey Mouchel have cleared back overgrown vegetation but not
              sufficiently.
              Resolved
              That the Clerk should make Highways aware.



      11.2    Litter Bin Elmdale Road
              Replacement bin now delivered and Lengthsman will fit it this month.
              Clerk will inform HC to ensure collections of rubbish are re-
              established.
              Resolved
              That this noted
                                                                    ACTION CLERK


      11.3    B4347 (Pontrilas End)
              The surfacing is breaking up along the centre of the roadway. This was
              reported to HC on 16th April 2008 (ref 01/26161) and the remedial
              work is still outstanding. The work was too involved for Parish
              Initiative and has been passed on to Highways for scheduling
              Resolved
              That this is noted


      11.4    Seat at Elmdale Junction
              Quotation has been requested for replacement slats
              Resolved
              That this is noted


      11.5    B4347 Tall Trees
              There are several dead trees on the river bank opposite Weir End
              which could pose a problem to traffic and pedestrians. These were
              reported to HC in August 2007 but no action has been taken.

                                         Page    1
                                                 8
                                                 5
                Resolved
                That the Clerk writes to the landowner to request that these trees are
                made safe.
                                                                      ACTION CLERK


        11.6    Trees in Retaining Walls
                Several trees are growing in the brook retaining walls from Weir End
                to the village centre. Some work was undertaken in the village centre
                in 2007 but it has not resolved the problem.
                Resolved
                That the Clerk reports these concerns to HC and the EA
                                                                      ACTION CLERK




        11.7    C1213 Blocked Drain (Dulas Court)
                Water is still flowing across the road 200 yards from Dulas Court on
                the Ewyas Harold side. This was first reported in 2007 and then again
                in January and May 2008.
                Resolved
                That the Clerk should point out this lack of response to HC
                                                                      ACTION CLERK


        11.8    Pudding Street (U74420)
                The road surface just before the bridge (grid ref 3729) has completely
                broken up because of the use by heavy goods vehicles
                Resolved
                That the Clerk should report this to HC Highways
                                                                      ACTION CLERK


12     Footpaths


12.1   Footpaths Officer’s Report

       EH31. Jonathan Roger has confirmed with the landowner and other interested parties that the
       definitive line of this path goes up the track from the Pontrilas road and through the metal field
       gate at the top. He will shortly be sending us the necessary materials so that our contractor can
       remove the field gate and replace it with a self-closing pedestrian gate. The stile on the left-hand
       side will be removed and a way-mark will be placed at the top of the field to direct walkers
       approaching from the other direction.

       EH14. The landowner has padlocked the gate by the road. This is a recurring problem and
                                          Page     1
                                                   8
                                                   6
       Jonathan Roger has been informed.

       Resolved
       That this is noted

12.2   Finger Post
       The finger post sign on Belpha Lane is broken and a replacement is required
       Resolved
       That the Clerk reports this to the PFO
                                                                                         ACTION CLERK




13     Parish Newsletter
        13.1    Amalgamation with CAP Newsletter
                Item has been moved to later in year when current editor of EHGPC
                will be present.
                Resolved
                That Councillor E Overstall is asked to discuss the possibilities with
                CAP and report back to the Council.
                                                                          ACTION EO
        13.2    Current Issue
                Content was reviewed.
                Resolved
                That content was accepted but should be restricted to 4 sides unless
                funding for extra pages can be raised through advertising or other
                sources.
        13.3    Future Issues
                The possibility of funding future issues was discussed
                Resolved
                That as with the current issue it was acceptable for extra funding to be
                raised through advertising etc.


14     Parish Website
       Links have been established with Herefordshire Council and Herefordshire Public Transport
       websites.
       Resolved
       That this is noted and that a link with DirectGov should be created.

                                          Page    1
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                                                  7
                                                                              ACTION CLERK


15   Items for Future Discussion
      15.1     Local Emergency Plan
      15.2     Preservation of Phone Box in Ewyas Harold


                                                                    The Meeting closed at 8.50pm


     Chairman


     Date

      NEXT MEETING               October 7th 2008 at ROWLSTONE VILLAGE HALL
               Future Meetings     November 4th, December 2nd, January 6th, February 3rd



         Minutes of the Ordinary Meeting of Ewyas Harold Group Parish Council
                            held on Tuesday 7th October 2008
                          In Rowlstone Village Hall at 7.15 p.m.


     Present
     Councillor P Sheen in the chair (Rowlstone)
     Councillor R Weaver
     Councillor R Baker (Llancillo)
     Councillor Mrs M Bradley
     Councillor B Krige
     Councillor Mrs M Williams (Rowlstone)
     Councillor D Harries
     Councillor P Jinman
     Councillor Mrs E Overstall (Dulas)
     In attendance:
     The Clerk
     1 member of the public


     Public Forum
     No items were raised under this section.


1    Apologies for Absence
     Councillor W Preece


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                                                8
                                                8
2     Declaration of Interest - None declared


3     Minutes
      The minutes of the ordinary meeting of the Council held on Tuesday 2nd September 2008 were
      approved without amendment.
      The minutes of the extraordinary meeting of the Council held on Tuesday 23rd September 2008
      were approved without amendment.
      Carried unanimously


4.1   Quality Parish
      Items still outstanding for portfolio:


              Need press cuttings from Hereford Times to prove use of local press
              Need winter edition of Newsletter to complete 4 issues for the year.
      Resolved
      That this is noted
4.2   Rowlstone Telephone Box
      Still waiting on decision re possible removal. Anthony Bush (HC) has informed that deadline for
      adoption has been moved back to November 1st after announcement of closures.
      Councillor P Jinman requested clarification of the procedures at the extraordinary meeting on
      September 23rd and the Clerk confirmed that:
          Views of Councillors unable to attend the meeting were made known to the Chairman
          Only those Councillors present at the meeting were entitled to vote on the options.
          Councillors gave consideration to likely costs (insurance and future upkeep) that may be
            incurred by EHGPC if the proposed adoption of the telephone box became necessary.
      Resolved
      That this is noted


4.3   Co-option of Councillors
       4.3.1    Co-option for Ewyas Harold
                Mr Glynn James has confirmed that he will be available for co-option at the Parish
                Meeting in October.
                Resolved
                That this is noted


       4.3.2    Vacancies
                There are currently two other vacancies on the Council which can be co-opted but
                although there have been two verbal enquiries no expression of interest forms have
                been received.
                Resolved

                                          Page    1
                                                  8
                                                  9
               That this is noted


4.4   Flicks in the Sticks
      Autumn Season
      10th October - Love in the Time of Cholera
      8th November - Kite Runner
      11th November – Film Matinee - Looking at 1958
      6th December - The Baker
      Resolved
      That this was noted




5     Recreation Ground


5.1   Monthly Audit
         Nettles on river fence require treating
         Play area gates still to be fixed
      Resolved
      That Councillor R Weaver would check whether Advance Joinery was still prepared to quote for
      this work.
                                                                                          ACTION RW
            Hedges require cutting – this will be part of Brian Ball‟s autumn work
      Resolved
      That this is noted
            Excess litter around changing rooms
            Tree still to be planted
      Resolved
      That the Clerk should write to EHFC about the above two items
                                                                                      ACTION CLERK
            Broken bottles in play area


5.2   Dog Fouling

            Councillor D Harries stated that it had been brought to his attention that there was a
             problem near to the surgery.
      Resolved

                                           Page   1
                                                  9
                                                  0
      That a sign should be placed on the gate to the Artmarkers stonework.
                                                                                         ACTION DW

              Extra signs have been requested and are now at the Veterinary Surgery.
      Resolved
      That this noted and they will be collected by Councillors R Weaver and D Harries.
                                                                                   ACTION RW + DH

              The Clerk read out a letter from Lynne and Gordon Tonge highlighting the problems as
               seen by responsible dog owners. They requested consideration for siting dog fouling bins
               in the village.
      Resolved
      That the Council felt that responsibility for disposal of waste should stay with the dog owners
      and that they foresaw problems with emptying and agreeing location of such bins.
      That the Clerk should write to L + G Tonge explaining the Council‟s decision.
                                                                                     ACTION CLERK
5.3   Picnic Table
      Order has been placed with Advance Joinery for slats to be replaced but this work is still
      outstanding.
      Resolved
      That Councillor Ron Weaver would make enquiries about the likely installation date.
                                                                                         ACTION RW


5.4   Field Drainage
      Brian Lee (Herefordshire Council) will be visiting the Recreation Ground at 10am on Thursday
      October 9th to discuss the issues.
      Resolved
      That this is noted


5.5   Youth Amenities
       5.5.1    Skate boarding
                The Clerk informed the Council of a request from Andy Robertson for support to set
                up facilities within Ewyas Harold.
                Resolved
                That the Clerk should invite Andy Robertson to give a brief presentation at the
                November meeting
                                                                                   ACTION CLERK



       5.5.2    HCVYS – 7.30pm on Wednesday 15 October at Memorial Hall

                                         Page     1
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                                                  1
             Councillor D Harries informed Councillors of an exploratory meeting to agree an
             effective method of communicating with teenagers in Ewyas Harold




6   Local Security Matters
        Sheep Attacks. The dog responsible for the attacks has been identified and is being kept
           under restraint by the owners. The police have been made aware of the situation.
    Resolved
    That this is noted.




7   Correspondence

            Sender         Content
     7.1    HC             Garden bonfire advice leaflets
            Environment
     7.2    Community      Notice of AGM – October 1st 2008 plus nomination form
            First
     7.3    Community      Newsline – September 2008
            First
     7.4    SLCC           Notice of AGM – October 18th 2008
     7.5    HC             Update on de-trunking of A465
            Environment
                           Resolved
                           That this was noted in item 11.1

     7.6    Electoral      Co-option paperwork for 2 councillor vacancies in Parish of
            Registration   Ewyas Harold

     7.7    Electoral      Acknowledgement of latest vacancy in Parish of Ewyas Harold
            Registration

     7.8    HC             Reminder for Seminar on Affordable Housing – 10.00 on 25th
            Regeneration   September 2008 at Left Bank Hereford

     7.9    HC             Reminder for responses to Scrutiny Review of Planning Services
            Regeneration

     7.10 HC               Bus and Train timetable – Hereford + Bromyard (31st August
          Regeneration     2008 to 21st Feb 2009)

                                     Page    1
                                             9
                                             2
7.11 HC              September funding update
     Regeneration
7.12 HC              BT‟s Adopt a Telephone Kiosk
     Regeneration
                     Resolved
                     That this was noted in item 4.2

7.13 HC              Community Consultation on crime and disorder, and drug abuse.
     Regeneration
                     Resolved
                     That this is noted

7.14 HC              Feedback request on recent flooding in Ewyas Harold
     Environment
                     Clerk has made return following consultation.

                     Resolved
                     That this is noted

7.15 Peter           Copy letter to Brian Ball re work on footpath EH 31 (email)
     Overstall
7.16 West Mercia     Combined Equality Scheme - Questionnaire (also available on-
     Police          line www.westmerciapoliceauthority.gov.uk)

7.17 West Mercia     Green Paper – From the Neighbourhood to the National
     Police          (summary of chapter 1)

7.18 Liz Overstall   Parish Plan update and Action Form.
                     The action plan report has been sent to Herefordshire Council.
                     Resolved
                     That the following items should be followed up locally:
                          Regular report is required from the representative of the
                            GPC on the School Committee (Mrs Ponting)
                                                                    ACTION CLERK
                          Regular report required from Memorial Hall Committee.
                                                                         ACTION DH
                          Organise the education side of the PP.
                                                                ACTION PP GROUP
                          Future of Dulas Church
                         (now redundant and will eventually pass to EHPCC)
                          Future of Catholic Church in EH
                                                                    ACTION CLERK

7.19 Andy            Request for consideration of skate board facilities (email)
     Robertson
                     Resolved
                     That this was noted in item 5.5.1

7.20 HC              Notice of Temporary Closure of School Lane (BT duct laying) -
     Environment     In force from 6th October 2008

                               Page       1
                                          9
                                          3
                      Resolved
                      That this is noted

7.21 HC               Parish Freighter bookings notice for 2009. Bookings only being
     Environment      accepted for first half of year at the moment.
                      Resolved
                      That this is noted

7.22 HC               Lengthsman – Customer Satisfaction Questionnaire. Clerk has
     Environment      completed this return.
                      Resolved
                      That this is noted

7.23 Peter Gunn-      Golden Valley cycle track project – Meeting on Transport 9/10/08
     Wilkinson        in Peterchurch Fire Station at 7.30pm (email)
                      Resolved
                      That EHGPC supports the establishment of long distance cycle
                      paths in principle.

7.24 HALC             HALC Conference + AGM –11th October 2008 from 9.30am at
                      Brockington


7.25 Communities      Consultation paper – The making and enforcement of byelaws
     + Local
     Government       Paperwork to Councillor P Jinman

7.26 Sabrina          Expression of interest in placing advert into Newsletter –
     Wheeler          (Galanthus Gallery & Café) [email]
                      Paperwork to Councillor Mrs E Overstall

7.27 Herefordshire    Notice of Precept setting for 2009/10 – Respond by Friday 2nd
     Council          January 2009

7.28 Marches          Annual Report 2008
     Housing
7.29 PC Christine     Newsbeat October 2008 (email)
     Griffiths        Copies to Councillors

7.30 Peter Gunn-      CHANGE OF VENUE
     Wilkinson        Golden Valley cycle track project – Meeting on Transport 9/10/08
                      in Peterchurch Community Hall at 7.30pm (email)
                      Resolved
                      That this is noted

7.31 Jenni Chapple Expression of interest in acting as Internal Auditor [email]
                   Resolved
                   That this was noted in item 9.4

7.32 Jean Addis       Request for £50 from EHPCC to help with electricity costs in
                      churchyard. [email]
                      Resolved

                                Page       1
                                           9
                                           4
                              That this payment should be made

       7.33 Herefordshire     Permission for co-option to fill Councillor vacancy for Ewyas
            Council           Harold Parish. Post previously held by Richard Mailes.

       7.34 CSO Rosina        Golden Valley Local Policing Update (plus Halloween leaflet –
            Cathcart          Microsoft Powerpoint) – [email]
                              Copies to Councillors plus electronic version of leaflet to
                              Councillor B Krige

       7.35 SLCC              Bookshop catalogue
       7.36 HC                Lengthsman Scheme – Traffic Management Training
            Environment       (Lengthsman and Clerk have registered for this compulsory
                              course)
                              Resolved
                              That this is noted

       7.37 Lynne +           Dog fouling
            Gordon
            Tongue
                              Resolved
                              That this was noted in item 5.2


8     Lengthsman Scheme


8.1   Lengthsman work undertaken in September.

       Date      Work                                                                  Hours
       5/9       Clearing ditch - Rowlstone                                            676/60
       6/9       Verge cutting – A465 entrance                                          56/60
       11/9      Verge cutting – Gilberts Wood and Priorsfield                          30/60
       12/9      Application of 15 litres spray – Bridge to Village Centre
       15/9      Grass cutting – Rabbit Lane                                            24/60
       20/9      Verge cutting – MH to A465, Prill Road to Forge Garage                138/60
       25/9      Verge cutting – Gilberts Wood and Priorsfield                          30/60
       26/9      Verge cutting – Elmbridge area                                         60/60
       28/9      Application of 15 litres spray – Rabbit Lane

                                                                         TOTAL        1014/60
      Resolved
      That this is noted and approved


9     Financial Report
9.1   Payments for approval


       Clerk salary                                                            £       547.28


                                        Page    1
                                                9
                                                5
       Stationery/Office Expenses                                            £         nil
       Clerk postage                                                         £        2.76
       Clerk travel                                                          £      32.36
       HM Inland Revenue (PAYE £-43.20 NI £9.29 employee £10.81              £        0.00
       employer). Claim of £23.10 made against HM R&C
       Golden Valley Insurance – September Newsletter printing               £     120.00
       Herefordshire Council – contribution to new bus shelter               £    1,234.97
       Transfer from NatWest to A+L                                          £    8,500.00
       Herefordshire Council – Parish Freighter (Feb to May 2009)            £     116.34
       EHPCC – Donation to churchyard electricity                            £      50.00


       Martin Roper – Lengthsman Work September                              £     320.68
       Martin Roper – Waste collection September                             £      80.00
       Martin Roper – Play area grass cutting                                £      77.41
       Martin Roper – Application of weedkiller in Recreation Ground +       £      27.88
       graffiti removal


       Memorial Hall – Booking fee for HCVYS Meeting                         £      15.00


9.2   Balances as at 7th October 2008
       NatWest Current account                                               £     265.30
       Unpresented cheques                                                   £      58.75
       Cheques/cash to be credited                                           £      65.00
       NatWest Business Reserve                                              £   11,404.11
       Alliance + Leicester Current account                                  £     262.44
       Alliance + Leicester Deposit account                                  £    9,555.75
       Total cash assets                                                     £   21,435.10
       Consisting of:
       Precept funds                                                         £   19,251.09
       Lengthsman Scheme                                                     £     307.86
        Balance available but not yet claimed              £     1,114.98
        Administration charge outstanding                  £        111.51
        Available funds for remainder of financial year    £     1,311.33
        (annual allocation £2,229.95)
       Parish Path Funds                                                     £    1,104.40
       Parish Plan Funds                                                     £     771.75



9.3   Payments Received

                                        Page    1
                                                9
                                                6
        Mrs Michelle Williams – pavilion hire                                      £         15.00
        Herefordshire Council – Precept six monthly payment                        £     9,401.81
        Lock‟s Garage – Newsletter advert                                          £         25.00
        Mrs A Lloyd – pavilion hire                                                £         15.00
        HM R&C – direct payment to Clerk to cover tax rebate                       £         23.10
        Denis Elkerton (Falcon Woodwork) – Newsletter advert                       £         25.00
        Rowlestone Farmhouse Ice Cream – Newsletter advert                         £         25.00


9.4    Internal Auditor
       The Council considered the possibility of Jenni Chapple acting as the Internal Auditor
       Resolved
       That given her financial background in book keeping she would be suitably competent.
       That (if she was still willing) the Clerk should set up the contract.
                                                                                       ACTION CLERK
       Resolved
       That the financial statement is accepted and that payments should be made.
       Carried unanimously.




10     Planning


10.1   Application number DCSW2008/2276/L and DCSW2008/2274/F


        Site:               The Stone Barn, Walterstone, Herefordshire. HR2 0DT
        Description:        Conversion of redundant agricultural stone barn to residential
                            dwelling.
        Application Type:   Listed Building Consent and Full
        Applicant:          Mr Brierley, Upper House Farm, Walterstone, Herefordshire.
                            HR2 0DT



       Resolved
       That EHGPC have no objections to this application.


11     Road Maintenance and Related Matters


        11.1     A465 De-trunking (Hereford to Llangua)
                 This will come into force at Midnight on 29th October 2008 when

                                           Page    1
                                                   9
                                                   7
       Herefordshire Council will take responsibility for this road. There was
       a discussion of the likely consequences and the future of road
       management throughout Herefordshire.
       Resolved
       That the Clerk should request that Councillor J B Williams explains
       HC‟s road maintenance policy.
                                                            ACTION CLERK


11.2   A465/Rowlstone Junction
       Herefordshire Council have inspected this junction and are happy with
       visibility.
       Resolved
       That EHGPC still felt that visibility was not satisfactory


11.3   Trees in Retaining Walls
       Several trees are growing in the brook retaining walls from Weir End
       to the village centre. This has been reported to HC but the work is still
       to be undertaken.
       Resolved
       That this is noted.


11.4   Seat at Elmdale Junction
       The cost of the replacement slats will be in the order of £40.
       Resolved
       That the Clerk should arrange for this repair to be undertaken.
                                                            ACTION CLERK


11.5   C1213 Blocked Drain (Dulas Court)
       Water is still flowing across the road 200 yards from Dulas Court on
       the Ewyas Harold side. This was first reported in 2007 and then again
       in January and May 2008. This has now been re-reported
       Resolved
       That this is noted.


11.6   Pudding Street (U74420)
       The road surface just before the bridge (grid ref 3729) has completely
       broken up because of the use by heavy goods vehicles. This has been
       reported but the work is still outstanding.
       Resolved
       That this is noted.

                                 Page     1
                                          9
                                          8
        11.7    Rowlstone C1210 (Grid ref 3727)
                Lengthsman has repaired ditching and request has been made to HC
                for replacement gritting bin.
                Resolved
                That this is noted
        11.8    Dulas Road C1213
                Drains from Castle Pitch to village centre have been jetted following
                floods.
                Resolved
                That this is noted


        11.9    B4347 (Pontrilas End)
                The surfacing is breaking up along the centre of the roadway. This was
                reported to HC on 16th April 2008 (ref 01/26161) and the remedial
                work is still outstanding. The work was too involved for Parish
                Initiative and has been passed on to Highways for scheduling.
                Resolved
                That the Clerk should contact HC again as the surface is becoming
                dangerous.
                                                                   ACTION CLERK


12     Footpaths


12.1   Footpaths Officer’s Report

       Nothing to report.


13     Parish Newsletter


        13.1    Winter Issue
                Items for inclusion:
                     Acknowledgement of public involvement with litter clearing.
                     Follow-up on dog fouling article.
                Other suggestions welcome
                Resolved
                That this is noted.


        13.2    Future Issues


                                         Page    1
                                                 9
                                                 9
               Councillors were reminded of the need to look for extra advertising
               revenue.
               Current charges:
               £25 for 4 inserts (1 year)
               £7 for one-off insert
               Resolved
               That this is noted.


14   Parish Website
     Link has been established with DirectGov.
     Resolved
     That this is noted.


                                                                        The Meeting closed at 9.20pm


     Chairman


     Date

               NEXT MEETING                  November 4th 2008 at MEMORIAL HALL
                      Future Meetings         December 2nd, January 6th, February 3rd


         Minutes of the Ordinary Meeting of Ewyas Harold Group Parish Council
                           held on Tuesday 4th November 2008
                            In the Memorial Hall at 7.15 p.m.


     Present
     Councillor P Sheen in the chair (Rowlstone)
     Councillor R Weaver
     Councillor R Baker (Llancillo)
     Councillor Mrs M Bradley
     Councillor B Krige
     Councillor Mrs M Williams (Rowlstone)
     Councillor W Preece (Dulas)
     Councillor P Jinman
     Councillor Mrs E Overstall (Dulas)
     Councillor Glyn James
     In attendance:
     The Clerk
     Councillor J B Williams (Pontrilas Ward Councillor)

                                            Page   2
                                                   0
                                                   0
      1 member of the public


      Public Forum
      Ewyas Harold Football Club gave a brief presentation of their future ground proposals on land
      adjoining Elm Green Lane (C1221). Details of this will also be featured in the forthcoming
      Parish Council Newsletter.


      Andy Robertson will be making a presentation of skate boarding possibilities in Ewyas Harold at
      the December meeting


1     Apologies for Absence
      Councillor D Harries


2     Declaration of Interest - None declared


3     Minutes
      The minutes of the ordinary meeting of the Council held on Tuesday 7th October 2008 were
      approved without amendment.
      Carried unanimously




4.1   Co-option of Councillors
      Glyn James completed the Declaration of Office and was duly welcomed to the post of
      Councillor for Ewyas Harold
      Resolved
      That this is noted


4.2   Parish Plan
          Report requested from representative of the GPC on the School Committee (Mrs Helen
             Waites)


            Future of Catholic Church (St John Kemble) – No plans under discussion but Father
             Nicholas will keep EHGPC informed of developments.


      Resolved
      That this is noted


4.3   Rowlstone Telephone Box
      BT have still to make announcement on their planned closures in Herefordshire but meanwhile

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      Clerk has written to them to indicate that if they remove the service at Rowlstone then EHGPC
      would like to apply to adopt the box (without the service)
      Resolved
      That this is noted


      It was reported that over the past week the telephone box has been vandalised and that the police
      and BT have been informed.
      Resolved
      That this is noted


4.4   Twinning with Segonzac
      The Council have been approached by Segonzac in France with a view to arranging a visit to
      discuss the possibilities. The date offered in December was not convenient and it was thought
      setting a later date would give the Council time for further consideration.
      Resolved
      That the Clerk should ask whether a visit date could be set for early in 2009
                                                                                  ACTION CLERK
      That a committee should be formed to look into the values and advantages of twinning.
      (Committee members – Councillors Paul Sheen, Peter Jinman and Mrs Maddy Bradley)
      First committee meeting Tuesday November 11th at 7.30pm
                                                                                ACTION PS, PJ + MB


4.5   Ewyas Harold Common
      As part of the Community Commons Project [ EH Common is one of the 12 chosen to take part
      in Herefordshire] the use of ponies as a means of environmental management of grazing is
      currently being investigated and subject to approval by the graziers committee will be instigated.
      Resolved
      That this is noted


5     Recreation Ground


5.1   Monthly Audit

            Play Area gates still defective – Clerk has been informed by Advance Joinery that they
             are not able to undertake this work
         Resolved
         That Pontrilas Timber be approached to see if they can supply suitable gates
                                                                                      ACTION CLERK

            Rubbish was cleared from corner of play area.

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                                                 2
            Cricket pavilion window broken – EHCC informed
            Picnic table still to be repaired – Advance Joinery have been reminded
            Moles are active again
            Wire mesh along stream has been damaged in two places
         Resolved
         That the Clerk should report this to EHCC
                                                                                     ACTION CLERK

            Bird droppings on play equipment as result of birds perching on towers of climbing
             frame.
         Resolved
         That the Clerk should make enquiries into the possibility of fitting anti-bird netting
                                                                                ACTION CLERK
            Barbed wire attached to boundary fence of Recreation Ground – Has been restrung so
             that it is out of the reach of playing field users.
            Evidence of golfers using field
            Waste pipe broken on football changing rooms
         Resolved
         That the Clerk should report this to EHFC
                                                                                     ACTION CLERK




5.2   Field Drainage
      Following a meeting with Brian Lee (HC) the following conclusions were reached:
           Field drain extends from manhole at Priorsfield to Dulas Brook
           French drains installed earlier in year run into this field drain
           Manhole also has 12” pipe running into it which has now been traced back to corner of
             field at far end of Priorsfield. Appears that this contributes to problem of playing field
             flooding in area of manhole as pipe to brook is only 8” and cannot cope with water
             volume in heavy rains. Water builds up in manhole chamber and flows through chamber
             wall as mortar is blown. Manhole sits higher than field therefore water escapes through
             bank onto field.
      Resolved
           That the Clerk should request that Martin Roper checks for the free flowing of the 8” drain.
                                                                                     ACTION CLERK


5.3   Electrical Equipment in Pavilion
          Faulty kettle has been replaced.
          Plug burnt out on water urn and has been replaced.

                                        Page     2
                                                 0
                                                 3
      Resolved
      That the Clerk should arrange for PAT checks to be undertaken
                                                                                 ACTION CLERK


5.4   HCVYS
      Meeting was held on Wednesday 15th October to agree an effective method of communicating
      with teenagers in Ewyas Harold. The Clerk read out minutes taken by Councillor D Harries
      which identified that Hereford Youth Services would be undertaken a survey and reporting back
      in January 2009.
      Resolved
      That this is noted


6     Local Security Matters

      Vandalism to Rowlstone telephone box reported under item 4.3


      Two attempted burglaries in area
         Isolated property in Pencoyd – intruders disturbed by alarm and left empty handed
         Another isolated property near Garway – again intruders appear to have left empty
             handed


      Fuel make-offs still occurring


      Four distraction burglaries (Hereford, Bromyard and two in Orleton)


      Newly installed wooden entrance fencing stolen from farm in Dulas


      Some of the Smart Water signs have been stolen/broken


      Resolved
      That this is noted.




7     Correspondence

       Date     Sender             Content
       received

                                       Page     2
                                                0
                                                4
7.1    HC               Affordable Housing – Guide for Parish Councils
       Regeneration
7.2    Wicksteed        Play equipment catalogue
7.3    Richard Baker    Monthly inspection update (email)
7.4    Herefordshire    Herefordshire VSA Newsletter (email attachment)
       VSA
7.5    Andy             Confirmation of intention to attend public forum 4th
       Robertson        November (email)
7.6    Mrs Ponting      Ewyas Harold Primary School Governor – contact update
7.7    Mrs Curtis       Request for inspection and quotation if repairs necessary to
                        donated bench (Pontrilas & District WI) in village centre.
                        Resolved
                        That Clerk should obtain the necessary quotation.
                                                                  ACTION CLERK

7.8    Herefordshire    Notice concerning Schedule 3 to the Commons Act 2006
       Council
                        Paperwork to Councillor P Jinman

7.9    Richard Baker    Monthly inspection update (email)

7.10   Rosina           Police briefing 17/10/08 (email)
       Cathcart
7.11   Cllr D Harries   Flicks in The Sticks flyer for The Kite Runner – Sat 8th
                        November 2008 at 7.30pm in Memorial Hall

7.12   Cllr D Harries   Notice of Film matinee at EH Memorial Hall (50 years Ago)
                        – Tuesday 11th November 2008 at 2.30pm

7.13   Cllr D Harries   Minutes of Special Exploratory Meeting 15th October 2008
                        (effective means of communication with local teenagers)
                        Resolved
                        That this was noted in item 5.4

7.14   Cllr D Harries   Request to find out more about Playbuilder/Pathfinder
                        Scheme

7.15   Richard Baker    Response to plans DCSW2008/2506/F (email)
7.16   HALC             Notice of Southern Area Meeting 27/10/08 (email)
7.17   Rosina           Police briefing 25/10/08 (email)
       Cathcart
7.18   Richard Baker    Monthly inspection update (email)
7.19   John Middle      Written confirmation of resignation as councillor
7.20   SLCC             Newsletter (email)
7.21   Fran White       Feedback re Playbuilder/Pathfinder Scheme (email)
                        Herefordshire Council have sent in an expression of interest

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                                     5
                       for funding to improve up to 30 playgrounds. If successful it
                       is unlikely the EH would be considered for this list.
                       Resolved
                       That this is noted.

7.22   Hereford        Exhibition by Herefordshire Art & Craft Society - 18th
       Museum          October to 19th November (Poster)

7.23   Hereford        From Court to Countryside – workshops 5th November +
       Museum          13th November (poster)

7.24   Paul Freeland   Notification of domain name renewal costs due on 24/11/08
                       (£28.49 for next two years)
                       Clerk has confirmed intention to renew
                       Resolved
                       That this is noted

7.25   HC              Traffic Management Training for Clerk – 15th December
       Environment     2008

7.26   Peter Gunn-     Cycle Tracks in the Golden Valley (email attachment)
       Wilkinson
                       Resolved
                       That this is noted

7.27   Father          Response to request for information on future use of St John
       Nicholas        Kemble Chapel (email)
                       Resolved
                       That this was noted in item 4.2

7.28   SLCC            Notice of permission to download copy of Essential Clerk
                       from the SLCC website (email)

7.29   SLCC            Application form for distance learning course Working With
                       Your Council
                       Resolved
                       That this is noted

7.30   Memorial Hall   Request for written support of their application for
       Committee       improvements under the COMMA scheme (Aggregates
                       Levy Sustainability Fund) [email]
                       Resolved
                       That the Clerk should send a letter of support from EHGPC
                                                                  ACTION CLERK

7.31   Herefordshire   PACT Meeting – Community Centre, Peterchurch at 7pm
       Council         November 27th (Poster)

7.32   Alliance +      Paperwork re change of signatories
       Leicester
                       Resolved
                       That this is noted

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                                    6
8     Lengthsman Scheme


8.1   Lengthsman work undertaken in October.

       Date       Work
       9/10       Verge cutting – Gilberts Wood and Priorsfield
       11/10      Grass cutting Chapel Bank
       13/10      Application of 15 litres spray – Chapel Bank to Trappe House
       13/10      Grass cutting – Island at Rowlstone turning
       23/10      Verge cutting – Gilberts Wood and Priorsfield




      Resolved
      That this is noted and approved


8.2   Lengthsman Training
      The Traffic Management Course on 15th December will entail all day attendance with no
      provision being made for recompense to the self-employed. The Clerk has spoken to HC who
      have agreed that they will not insist that the Lengthsman attends as he:
          Has attended the course in the past
          Is experienced in his job
          Only works for one PC
      Resolved
      That this is noted


9     Financial Report
9.1   Payments for approval


       Clerk salary                                                              £   521.18
       Stationery/Office Expenses                                                £     5.11
       Clerk postage                                                             £     8.69
       Clerk travel                                                              £    26.78
       HM Inland Revenue (PAYE £7.00 NI £9.29 employee £10.81                    £    27.10
       employer).
       Replacement kettle for pavilion (reimbursement to Clerk)                  £    24.99
       npower – pavilion electricity 9/7/08 to 8/10/08                           £    35.30
       Rowlstone Village Hall – booking fees 23/9 + 7/10                         £    26.00
       Martin Roper – Lengthsman Work October                                    £    75.19

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                                                 7
       Martin Roper – Waste collection October                                 £       100.00
       Martin Roper – Play area grass cutting                                  £        21.50


9.2   Balances as at 4th November 2008
       NatWest Current account                                                 £       765.30
       Unpresented cheques                                                     £       116.34
       Cheques/cash to be credited                                             £           nil
       NatWest Business Reserve                                                £     2,429.83
       Alliance + Leicester Current account                                    £       254.10
       Alliance + Leicester Deposit account                                    £   16,089.34
       Total cash assets                                                       £   19,422.23
       Consisting of:
       Precept funds                                                           £   17,529.72
       Lengthsman Scheme                                                       £        16.36
        Balance available but not yet claimed                £     1,114.98
        Administration charge outstanding                    £        92.93
        Available funds for remainder of financial year      £     1,038.41
        (annual allocation £2,229.95)
       Parish Path Funds                                                       £     1,104.40
       Parish Plan Funds                                                       £       771.75
9.3   Payments Received


       Herefordshire Council – Newsletter advertisement                        £        60.00
       HM Customs & Excise – VAT reclaim April to Sept 2008                    £       377.26

      Resolved
      That the financial statement is accepted and that payments should be made.
      Carried unanimously.


9.4   Internal Auditor
      Jenni Chapple has agreed to undertake the role on a trial basis and will meet with the Clerk in
      November to produce a half yearly report.
      Resolved
      That this is noted


9.5   Precept 2009/2010
      The final precept will be set at the Parish Council meeting in December but draft proposals are
      attached as appendix 1.


10    Planning

                                         Page    2
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                                                 8
10.1   Application number DCSW2008/2506/F


        Site:                Former garden centre, Pontrilas, Herefordshire. HR2 0DJ
        Description:         Demolish existing building, build new warehouse store and retail
                             builders merchants, retain hardened yard as open storage space.
        Application Type:    Listed Building Consent and Full
        Applicant:           Pontrilas Timber + Builders Merchants, Sawmills, Pontrilas,
                             Herefordshire. HR2 0BE

       Resolved
       That the Group Parish Council approves of the plans in principle but would raise concerns if
       sufficient thought was not given to improving access/visibility from this site. It is believed that
       the likely increase in traffic use warrants a redesign of the mouth of the junction with appropriate
       road markings and warning signs.


10.2   Application number DCSW2008/2276/L and DCSW2008/2274/F


        Site:                The Stone Barn, Walterstone, Herefordshire. HR2 0DT
        Description:         Conversion of redundant agricultural stone barn to residential
                             dwelling.


       Resolved
       That this is noted.




11     Road Maintenance and Related Matters


        11.1     A465 De-trunking (Hereford to Llangua)
                 This came into force at Midnight on 29th October 2008 when
                 Herefordshire Council took responsibility for this road.
                 Councillor J B Williams assured Councillors that he believed
                 sufficient funding was in place for maintaining this highway. He was
                 still waiting confirmation of this from HC.
                 He stated that he believed the installation of speed limits along this
                 stretch of the A465 should be easier to agree.
                 He also stated that he was not aware of any plans to slim down the

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                                                    9
       Highways department.
       Resolved
       That this is noted.


11.2   B4347 (Pontrilas End)
       The surfacing is breaking up along the centre of the roadway. This was
       first reported to HC on 16th April 2008 and the work was then passed
       on to Highways for scheduling. The Clerk was informed that this road
       would be identified as needing resurfacing and would therefore be on a
       future work list after funding considerations were made. It now
       appears that some patch repair work has been undertaken.
       Resolved
       That the Clerk should clarify the situation with HC.
                                                              ACTION CLERK


11.3   Seat at Elmdale Junction
       Replacement planks have been ordered and Martin Roper has agreed
       to fit these.
       Resolved
       That this is noted


11.4   Rowlstone Lane (C1210)
          A large deep pothole has formed just past the village sign (Grid
             Ref 3727)
          A culvert just past the print works requires clearing (Grid Ref
             3727)
       Resolved
       That the Clerk should report these problems to HC
                                                              ACTION CLERK
11.5   C1213 Blocked Drain (Dulas Court)
       Water is still flowing across the road 200 yards from Dulas Court on
       the Ewyas Harold side. There was a recent failed attempt to solve this
       problem and the conclusion was that a new drain was required.
       Resolved
       That the Clerk should check with HC whether this requirement has
       been logged.
                                                          ACTION CLERK.


11.6   Recent Flooding
       It was reported that one contributing factor to the September floods

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                  within Ewyas Harold village centre may have been a large fallen tree
                  acting as a dam at Cwm Dulas. When the weight of water became too
                  great the dam broke and a large surge of water flowed down the brook.
                  This highlights the need for regular maintenance by the Environment
                  Agency on the river system.
                  Resolved
                  That this is noted


12     Footpaths


12.1   Footpaths Officer’s Report

       EH31A The section of the path through Cae newedd wood has been cleared and it is now
       passable.
       EH 14 The padlock on the gate at the Ewyas Harold end of the path has been removed.

       Resolved
       That this noted


13     Parish Newsletter


        13.1      Winter Issue
                  Items for inclusion:
                       Twinning – PS + CLERK
                       Precept – CLERK
                       Football Club plans
                       Cycle Way – report to EO (ACTION CLERK)




        13.2      Winter Issue Approval
                  Councillors will be sent either electronic or hard copies for approval as
                  this issue will be printed before the next PC meeting.
                  Resolved
                  That this is noted.


14     Parish Website
       It was noted that the news pages need updating. Volunteers are always welcome to become
       involved
       Resolved
       That this is noted.
                                            Page    2
                                                    1
                                                    1
                                                                The Meeting closed at 9.10pm


  Chairman


  Date

         NEXT MEETING               December 2nd 2008 at MEMORIAL HALL
                 Future Meetings     January 6th, February 3rd, March 3rd 2009




                                      Appendix 1
                                                                Projected        Proposed
                                   Precept        Budget         spend            budget
               Item                 08/09         08/09           08/09            08/09
                                      £              £              £               £
1 Fees/Subscriptions                 700.00          750.00         960.00          800.00
2 Insurance                        2,937.62        2,954.70       2,954.70        3,120.16
3 Newsletter                         250.00          250.00         480.00          480.00
4 Training                           120.00          420.00         300.00              0.00
5 Postage + Travel                   525.00          525.00         525.00          525.00
6 Stationery                         200.00          200.00         200.00          200.00

                                   Page   2
                                          1
                                          2
 7 Office equipment reserve        250.00     500.00         0.00        0.00
 8 Salaries                      6,031.00    6,253.96    6,256.34    6,568.14
 9 Members Expenses                 30.00      30.00         0.00        0.00
10 Hire of Premises                240.00     240.00      300.00      300.00
                   Sub total = 11,283.62    12,123.66   11,976.04   11,993.30



    RECREATION GROUND
11 Grass Cutting                 1,100.00    1,100.00    1,100.00    1,100.00
12 Hedge Laying/Trimming           200.00     200.00      200.00      200.00
13 Water                           120.00     120.00      100.00      120.00
14 Electricity                     200.00     400.00      400.00      400.00
15 Play Area Maintenance           500.00     500.00      500.00      500.00
   Recreation Ground
16 Maintenance                   1,000.00     970.00      900.00      620.00
   Maintenance of Flower
17 Beds                             50.00      80.00       80.00       80.00
18 Contingency                     300.00     300.00      300.00      300.00
                   Sub total =   3,470.00    3,670.00    3,580.00    3,320.00




    COMMUNITY TIDYING
   Litter Control/ Parish
19 Freighter                     1,000.00    1,120.00    1,425.42    1,400.00
                   Sub total =   1,000.00    1,120.00    1,425.42    1,400.00



     GRANTS/DONATIONS
20 Village Halls                   150.00     150.00      150.00      150.00
21 Burial Grounds                  600.00     600.00      600.00      600.00
22 Community Groups                100.00    4,008.21    4,000.00     100.00
23 Charities                        50.00      50.00       50.00       50.00


                                 Page   2
                                        1
                                        3
                     Sub total =       900.00       4,808.21     4,800.00        900.00


          SPECIAL
       CONTINGENCIES
24 Elections                                0.00    1,449.68         0.00            0.00
25 Capital Projects                  2,000.00       2,000.00
   Miscellaneous
26 Expenditure                         850.00         800.00       500.00        500.00
                     Sub total =     2,850.00       4,249.68       500.00        500.00



              TOTALS                 19,503.62      25,971.55    22,281.46    18,113.30


                                    ** allowed for at budget
    Likely Income                   setting in 08/09
    Newsletter advertising              200.00                                   350.00
    Pavilion hire                       100.00                                   100.00
    Pavilion fees                       100.00                                   100.00
    Interest                            300.00                                   300.00
    Kentchurch Parish
    Freighter**                        120.00                                    120.00
    Sale of
    Electricity/Water**                300.00                                    300.00
    Income TOTAL                       700.00                                  1,270.00

       Proposed precept             18,803.62                                16,843.30

              Minutes of the Ordinary Meeting of Ewyas Harold Group Parish Council
                            held on Tuesday 2nd December 2008
                             In the Memorial Hall at 7.15 p.m.


    Present
    Councillor P Sheen in the chair (Rowlstone)
    Councillor R Weaver
    Councillor B Krige
    Councillor W Preece (Dulas)
    Councillor D Harries
    Councillor Glyn James
    In attendance:
    The Clerk
                                     Page     2
                                              1
                                              4
      1 member of the public


      Public Forum
      Andy Robertson gave a brief presentation of possible skate boarding facilities that could be
      installed within Ewyas Harold. There are various completed sites around the area for people to
      view, with the nearest being at Ross-on-Wye. This will be discussed further at the February
      meeting following the January meeting of HCVYS.


1     Apologies for Absence
      Councillors Mrs E Overstall, P Jinman, R Baker, Mrs M Williams


2     Declaration of Interest - None declared


3     Minutes
      The minutes of the ordinary meeting of the Council held on Tuesday 4th November 2008 were
      approved without amendment.
      Carried unanimously




4.1   Alliance & Leicester Signatories
      Paperwork was completed for the application to increase the number of signatories to 4
      Councillors.
      Resolved
      That this is noted.



4.2   Xmas Lights
      The Events Committee have reported that the Xmas lights will be switched on over the weekend
      of the 5th December. Allianz Insurance have confirmed that the lights will be covered under
      EHGPC‟s current public liability insurance
      Resolved
      That this is noted.


4.3   Parish Plan
      The Clerk has been unable to identify the representative of the GPC on the School Committee
      and will clarify the situation with the School Secretary.
                                                                                   ACTION CLERK




                                        Page    2
                                                1
                                                5
4.4   Twinning with Segonzac
      Twinning Committee has recommended that the Council agree to discuss the possibilities with
      Segonzac at a date to be arranged in the New Year. (see report in Appendix 1)
      Resolved
      That the Committee should organise and attend this preliminary meeting.


      The Clerk read out a letter from Mrs R Richardson which pointed out earlier connections with
      this region in France.
      Resolved
      That this is noted


4.5   Precept 2009/2010
      Twinning budget
      It was raised whether funds should be identified for costs associated with this possible venture.
      Resolved
      That it was not appropriate to agree to any extra funding through the Precept


      Capital Projects
      There was a discussion on the following suggestions:
      Car Park resurfacing - 2007 quote: £1,000
      Path continuation - 2008 estimate: £1,500 to £2,000 depending upon final length
      It was proposed that £1,000 should be identified towards the cost of either of these projects.
      Resolved
      That this should be put to a vote. (Result - 3 in favour of the proposal and 3 against.)
      The Chair used his casting vote against the proposal.


      The agreed Precept for 2009/10 will therefore total £16,843.30 (see appendix 2)
4.6   Quality Parish
      The portfolio has now been completed apart from the inclusion of cuttings from the Hereford
      Times.
      Resolved
      That Councillor D Harries would try to obtain cuttings directly from the Hereford Times
                                                                                            ACTION DH
      Resolved
      That the Clerk should proceed with the application once the cuttings have been obtained
                                                                                       ACTION CLERK
4.7   Rowlstone Telephone Box
      After communications with Ofcom, BT and Herefordshire Council, it has now been agreed that
      the box and line will not be removed as there is no other service within 400 metres. BT reserves
      the right to appeal against this ruling, but accepts that it will be a lengthy process before they

                                          Page    2
                                                  1
                                                  6
      even decide whether to appeal. Meanwhile they have repaired the vandalised box.
      Resolved
      That this is noted


4.8   Village Bus Service
      It was reported that this has now been reduced to a 2 hourly service. The timetable at the village
      bus shelter does give the new times.
      Resolved
      That this is noted.


5     Recreation Ground


5.1   Monthly Audit

            Play Area gates still defective – Clerk has not been able to find a firm who can undertake
             this work but is having a site meeting with a local joiner on Thursday 4th December at
             5pm.
         Resolved
         That this is noted.


            Picnic table has been repaired.




5.2   Field Drainage
      The drain across the field has been tested by Martin Roper and he has found that it is not free
      flowing.
      Resolved
      That this is noted
          [POST MEETING NOTE: Martin has confirmed that there is an obstruction that begins
              17 metres from the manhole. Although water eventually flows through it does not appear
              to reach the brook]


5.3   Grass Cutting Contract
      Ewyas Harold Cricket Club would like to address the Council when this comes up for renewal
      Resolved
      That this is agreed

                                         Page    2
                                                 1
                                                 7
5.4   Main Gate Lock-up
      Richard Mailes is unable to continue locking the gate in the evening and has requested that
      EHGPC look for other volunteers. He is prepared to be responsible for unlocking the gate in the
      morning.
      Councillors B Krige and D Harries agreed to hold keys and arrange a rota for locking the gate. It
      is not possible with such few numbers to guarantee that someone will be available every evening
      so more volunteers are required.
      Councillors were reminded that there was still £500 in this year‟s budget identified to put
      towards some form of barrier between the car park and the field.
      Resolved
      That this is noted.


5.5   Perimeter Fencing
      The Clerk requested that the Cricket Club arrange to repair the holes recently identified in the
      mesh attached to the fence adjacent to the brook. They have agreed to look at this problem but
      raised the question as to who should be responsible for future maintenance.
      Resolved
      That EHGPC believed that this mesh had been installed by EHCC to prevent cricket balls getting
      into the brook.


6     Local Security Matters

      No items were raised under this section




7     Correspondence

              Sender          Content
       7.1    Community       Newsline – November 2008
              First
       7.2                    Clerk & Councils Direct – November 2008
       7.3    Festival        Annual Report 2007/2008
              Housing
       7.4    SLCC            The Clerk – November 2008
       7.5    Peter           Copy letter to Brian Ball re 3 replacement footpath gates (Parish
              Overstall       Paths Scheme)
       7.6    Upper Bridge    Flyer advertising Your-community website development
              Enterprises


                                         Page    2
                                                 1
                                                 8
7.7   HALC           Information Corner – 6/11/08
                     Copies to Councillors

7.8   HALC           Booking forms various (see Info Corner for details
7.9   HALC           Welcome sheet for PC meetings
                     Resolved
                     That the Clerk should prepare a modified version for
                     consideration at the January meeting.
                                                                   ACTION CLERK

7.10 HALC            Communication sheet for notice boards
                     Resolved
                     That the Clerk should prepare a modified version for
                     consideration at the January meeting.
                                                                   ACTION CLERK

7.11 HALC            Rural Housing Seminar
7.12 HALC            Code of Conduct re planning
7.13 HALC            Legal Briefing – Good Practice for Co-opted Councillors
7.14 HALC            Health + Social Care leaflet
7.15 HC              Draft for Consultation – Guidance notes on Signs, Advertising
     Regeneration    boards and displays of goods on Herefordshire‟s highways
                     (comments by 9th January 2009)
                     Resolved
                     That this is noted

7.16 HC              November funding opportunities update
     Regeneration
7.17 Liz Overstall   Suggestions for capital projects to be considered at precept setting
                     Resolved
                     That was noted in item 4.5


7.18 Michele         Acknowledgement of road maintenance works identified for
     Morgan (HC)     November (email)

7.19 PC Chris        West Mercia Police November Newsbeat (unable to download –
     Griffiths       reported)

7.20 Malcolm         Copy email re future of Parish Freighter service (Clerk has
     Walker          contacted HC)
                     Resolved
                     That this noted

7.21 PC Chris        Police report of vehicle thefts in Greater Manchester – warning of
     Griffiths       possible trend in taking vehicles left unattended briefly with
                     engine running.



                               Page     2
                                        1
                                        9
7.22 Sukhpreet       Response from Ofcom to complaint sent by Clerk re BT
     Walia           phonebox in Rowlstone.
                     Resolved
                     That was noted in item 4.7

7.23 Charlie Davis   Link to latest edition of The Local Channel
7.24 HALC            Information Corner 6.11.08 (electronic version)
7.25 DC              Ground maintenance works service
     Gardening
7.26 M+E Forget      Acknowledgement of request to change date of meeting to discuss
                     possible twinning with Segonzac (email)
                     Resolved
                     That was noted in item 4.4

7.27 Anthony         Update on communications between HC and BT re phonebox
     Bush (HC)       closures.
                     Resolved
                     That was noted in item 4.7

7.28 Ron Cole        Updated twinning request form re Segonzac (email)
                     Resolved
                     That was noted in item 4.4

7.29 Ruth            Historical connections with Segonzac
     Richardson      Resolved
                     That was noted in item 4.4

7.30 Cllr John       Response re Parish Freighter
     Jarvis          Councillor James confirmed that HC were looking into the future
                     of the Parish Freighter and that after gathering information they
                     would consult with those parishes who wanted to continue a
                     service.
                     Resolved
                     That this is noted.
7.31 Electoral       Paperwork to request Register of Electors (Clerk has responded)
     Office
7.32 HC              Reminder of paperwork required for claims
     Environment
7.33 Community       Information re community development support
     First
7.34 Glasdon         Equipment catalogue
7.35 PC Chris        West Mercia Constabulary Local Policing News + Golden Valley
     Griffiths       Newsbeat December 2008
                     Copies to Councillors

7.36 Peter           Footpaths Report for December
     Overstall       Resolved
                     That was noted in item 12.1

                               Page    2
                                       2
                                       0
       7.37 David Butler     Harmonica Workshop – Temple Bar Ewyas Harold – Sunday 7th
                             December 1pm

8     Lengthsman Scheme


8.1   Lengthsman work undertaken in November.
      To be advised




9     Financial Report
9.1   Payments for approval


       Clerk salary                                                    £      521.38
       Stationery/Office Expenses                                      £       28.05
       Clerk postage                                                   £        9.78
       Clerk travel                                                    £       35.71
       HM Inland Revenue (PAYE £6.80 NI £9.29 employee £10.81          £       26.90
       employer).
       Advance joinery – timber + repair to picnic bench               £      321.63
       Advance joinery – timber for Elm Green Lane bench               £       51.70
       SLCC – membership renewal 2008/2009                             £       94.00
       Black Hill Computer Software – Website hosting 2008/2009        £       84.00
       Black Hill Computer Software – Website domain name renewal      £       28.49
       2008 to 2010




9.2   Balances as at 25th November 2008
       NatWest Current account                                         £    1,322.79
       Unpresented cheques                                             £       58.75
       Cheques/cash to be credited                                     £       50.00
       NatWest Business Reserve                                        £    2,429.83
       Alliance + Leicester Current account                            £      265.92
       Alliance + Leicester Deposit account                            £   15,125.01
       Total cash assets                                               £   19,134.80
       Consisting of:


                                       Page     2
                                                2
                                                1
       Precept funds                                                          £   16,634.59
       Lengthsman Scheme                                                      £      624.06
        Balance available but not yet claimed               £       557.49
        Administration charge outstanding                   £        74.35
        Available funds for remainder of financial year     £     1,107.20
        (annual allocation £2,229.95)
       Parish Path Funds                                                      £    1,104.40
       Parish Plan Funds                                                      £      771.75
9.3   Income received
       Herefordshire Council – Lengthsman Scheme                              £     557.49
       Golden Valley Construction – Newsletter advert                         £      25.00
       C J Finnie – Newsletter advert                                         £      25.00
9.4   Budget Adjustment
       Source of transfer                   Sum to transfer       Budget code receiving
                                                                  payment
       26 – Miscellaneous                   125.00                16 – Rec. Ground Maint.


       26 – Miscellaneous                   275.00                1 – Fees/subscriptions.

      Resolved
      That the financial statement is accepted and that payments and transfers should be made.
      Carried unanimously.




9.5   Internal Auditor
      The half-yearly report did not identify any problems in the accounts or control measures. Audit
      program report has been filed.
      Resolved
      That this is noted.
      The Clerk will make his half-yearly budget report at the next Parish Council Meeting.
      Resolved
      That this is noted

                                        Page    2
                                                2
                                                2
10     Planning


10.1   Application number DCSW2008/2506/F
       Additional plans
        Site:               Former garden centre, Pontrilas, Herefordshire. HR2 0DJ
        Description:        Demolish existing building, build new warehouse store and retail
                            builders merchants, retain hardened yard as open storage space.
        Application Type:   Listed Building Consent and Full
        Applicant:          Pontrilas Timber + Builders Merchants, Sawmills, Pontrilas,
                            Herefordshire. HR2 0BE

       Resolved
       That EHGPC have no additional comments to add to those posted in November (plans viewed
       prior to the meeting).


10.2   Application number DCSW2008/2793/L


        Site:               Journeys End (Cwm Barn), Ewyas Harold, Herefordshire. HR2 0EE
        Description:        Internal upgrade alteration of existing staircase, removal of kitchen
                            partition wall. Introduction of additional west facing window to living
                            room.
        Application Type:   Listed Building Consent
        Applicant:          Mr R Stow, Nant-y-Felin, Llanvihangel Crucorney, Monmouthshire.
                            NP7 8DB



       Resolved
       That EHGPC have no objections to this application.




10.3   Application number DCSW2008/2822/L


        Site:               Old Rectory, Abbey Dore, Herefordshire. HR2 0AA
        Description:        Dressing room to be made into an en-suite bathroom
        Application Type:   Listed Building Consent
        Applicant:          Mr E Howes, Old Rectory, Abbey Dore, Herefordshire. HR2 0AA



                                           Page     2
                                                    2
                                                    3
       Resolved
       That EHGPC have no objections to this application.


10.4   Application number DCSW2008/2528/S
       Agricultural + Forestry Buildings and Operations – Prior Approval Not Required


        Site:               New House Farm, Rowlstone, Herefordshire. HR2 0DR
        Description:        Covered yard and livestock handling area.
       Resolved
       That this is noted


11     Road Maintenance and Related Matters


        11.1    B4347 (Pontrilas End)
                The surfacing is breaking up along the centre of the roadway. This was
                first reported to HC on 16th April 2008 and recently some repair work
                has been undertaken. The Clerk has been informed that this road is still
                identified as needing resurfacing and will therefore be on a future
                work list after funding considerations have been made.
                Resolved
                That this is noted.


        11.2    Prill Road
                The Clerk confirmed that the state of this road had been reported to
                HC.
                Resolved
                That this is noted




        11.3    Rowlstone Lane (C1210)
                A recently repaired deep pothole between Court House and the
                telephone box appears to be reforming owing to the patch compacting.
                 (GRID REF 3727)
                Resolved
                That the Clerk should report this problem to HC
                                                                    ACTION CLERK
                                          Page    2
                                                  2
                                                  4
        11.4    Pudding Street (U74420)
                Several potholes have formed on this road. (GRID REF 3726).
                Resolved
                That the Clerk should report these problems to HC.
                                                                   ACTION CLERK.


        11.5    Vroe Lane (U74421)
                Several potholes have formed on this road. (GRID REF 3726)
                Resolved
                That the Clerk should report these problems to HC.
                                                                   ACTION CLERK.


12     Footpaths


12.1   Footpaths Officer’s Report

       EH35B There has been some erosion of the Monnow bank alongside the footpath. The path is
       still usable but repairs will be undertaken by Hereford.

       EH19 The bank has eroded by the causeway over the Dulas brook. Hereford has put this into
       their major work programme.

       EH14/18 The mud continues to be a problem where the two paths cross. The plan was for stone
       to be delivered to the landowner during the summer and he would spread it over the affected
       area. Hereford has decided instead to give the job to its contractors, Amey Wye Valley Ltd, who
       will do it at the same time as they are repairing the bank by the EH19 causeway.

       Resolved
       That this noted


13     Parish Newsletter

       Councillors reminded to consider items for inclusion in the next issue (February)




14     Parish Website
       It was noted that the news pages need updating. The Clerk will work with Councillor E Overstall
       to change some of the content. Volunteers are always welcome to become involved
       Resolved
       That this is noted.



                                         Page     2
                                                  2
                                                  5
                                                               The Meeting closed at 9.00pm


Chairman


Date

         NEXT MEETING               January 6th 2009 at MEMORIAL HALL
                    Future Meetings        February 3rd, March 3rd 2009




                                         Appendix 1


 Minutes of the Twinning Committee Meeting of Ewyas Harold Group Parish Council
                       held on Tuesday 11th November 2008


       Present
       Councillor P Sheen
       Councillor Mrs M Bradley
       Councillor P Jinman
       The Clerk


                                  Page    2
                                          2
                                          6
   1   Response to Twinning
       Agreed that this could offer various opportunities to the local
       community/organisations therefore would advise GPC to enter into discussion with
       counterparts in Segonzac.


   2   Response to Invitation
       Keen to discuss this further but the dates of offered in December were not
       convenient. Would try to re-arrange date of visit to Seronzac for sometime in the
       New Year with a party of up to 4 people.
       Would need to check whether the party should include a member who was a fluent
       French speaker.


   3   Actions prior to Visit
       Prepare ideas for what to discuss on the visit.
       Find out what Segonzac hope to get from the twinning.
       Involve local people/organisations (including businesses) and get their views.




                                           Appendix 2

                                         2009/10 Precept
                                                                     Proposed
                    Item                        Precept 08/09       budget 09/10
                                                        £                   £
1 Fees/Subscriptions                                    700.00                  800.00
2 Insurance                                          2,937.62               3,120.16
3 Newsletter                                            250.00                  480.00
4 Training                                              120.00                    0.00
5 Postage + Travel                                      525.00                  525.00
                                  Page      2
                                            2
                                            7
 6 Stationery                                200.00      200.00
 7 Office equipment reserve                  250.00         0.00
 8 Salaries                                 6,031.00    6,568.14
 9 Members Expenses                           30.00         0.00
10 Hire of Premises                          240.00      300.00
                             Sub total =   11,283.62   11,993.30



         RECREATION GROUND
11 Grass Cutting                            1,100.00    1,100.00
12 Hedge Laying/Trimming                     200.00      200.00
13 Water                                     120.00      120.00
14 Electricity                               200.00      400.00
15 Play Area Maintenance                     500.00      500.00
16 Recreation Ground Maintenance            1,000.00     620.00
17 Maintenance of Flower Beds                 50.00       80.00
18 Contingency                               300.00      300.00
                             Sub total =    3,470.00    3,320.00




          COMMUNITY TIDYING

19 Litter Control/ Parish Freighter         1,000.00    1,400.00
                             Sub total =    1,000.00    1,400.00



           GRANTS/DONATIONS
20 Village Halls                             150.00      150.00
21 Burial Grounds                            600.00      600.00
22 Community Groups                          100.00      100.00
23 Charities                                  50.00       50.00

                               Page   2
                                      2
                                      8
                                    Sub total =         900.00             900.00



           SPECIAL CONTINGENCIES
    24 Elections                                           0.00              0.00
    25 Capital Projects                                2,000.00
    26 Miscellaneous Expenditure                        850.00             500.00
                                    Sub total =        2,850.00            500.00



                        TOTALS                        19,503.62         18,113.30




        Income TOTAL                                    700.00           1,270.00

                    Final precept                   18,803.62           16,843.30

                Minutes of the Ordinary Meeting of Ewyas Harold Group Parish Council
                              held on Tuesday 6th January 2009
                              In the Memorial Hall at 7.15 p.m.


      Present
      Councillor P Sheen in the chair (Rowlstone)
      Councillor R Weaver
      Councillor B Krige
      Councillor R Baker (Llancillo)
      Councillor Mrs M Williams (Rowlstone)
      Councillor P Jinman
      Councillor Mrs M Bradley
      Councillor Glyn James
      Councillor Mrs E Overstall (Dulas)
      In attendance:
      The Clerk


      Public Forum
      No items raised


1     Apologies for Absence

                                       Page    2
                                               2
                                               9
      Councillors D Harries, W Preece


2     Declaration of Interest - None declared


3     Minutes
      The minutes of the ordinary meeting of the Council held on Tuesday 2nd December 2008 were
      approved without amendment.
      Carried unanimously


4.1   School Governor
      The School Secretary has confirmed that there is no EHGPC representative on the Board of
      Governors, but that she would be prepared to provide a report to the Council. This general report
      should include such facts as class sizes, numbers of teachers/pupils, future projections etc.
      Resolved
      That the Clerk should clarify the governor situation.
      That the Clerk should request a report.
                                                                                      ACTION CLERK



4.2   Village Centre Bench
      The bench in the village centre requires some repairs, and these are likely to cost in the order of
      £60. The W I (who donated the seat) are prepared to reimburse the Council for this work.
      Resolved
      That the Clerk should arrange for the work to be undertaken.
                                                                                      ACTION CLERK


4.3   Twinning with Segonzac
      The twinning committee have been invited to attend the annual meeting of the Comite in
      Segonzac which will take place on the 24th January 2009. It is therefore proposed that a visit
      would be arranged around this weekend. A committee meeting will be held after the Parish
      Meeting to discuss the practicalities of the trip.
      Resolved
      That this is noted


4.4   Quality Parish

            The application was sent on 19/12/08 and as yet there has been no feedback.


            The drafts of the Welcome sheet and Notice Board sheet were discussed and some
             alterations were requested. The amended sheets will be brought to the next Parish

                                         Page     2
                                                  3
                                                  0
             Meeting for approval.


      Resolved
      That this is noted


4.5   Memorial Bench (Mr Martin Norton)
      There has been a request to install bench in the village centre adjacent to the fish + chip shop.


      The following requirements for any installation on the public highway were noted:
          Permission needed from HC Highways
            Site visit by Highways necessary before and after installation (Account taken of
             pedestrian access and parking issues)
            Services in vicinity need to be mapped by HC
            Bench must be securely fixed


      Resolved
      That the EHGPC are happy to agree to the installation.
      That the Clerk should contact HC to arrange for the necessary inspections
                                                                                      ACTION CLERK
4.6   Xmas Lights
      It was noted that the lights had yet to be taken down.
      Resolved
      That Councillor P Jinman would raise this with members of the Events Committee
                                                                                             ACTION PJ


4.7   Temple Bar Inn
      Concerns were expressed at the news that this public house had closed with no news as to its
      likely re-opening.


5     Recreation Ground


5.1   Monthly Audit

            Play Area gates still defective – see item 5.5
            Mesh still to be repaired in boundary fence between cricket pitch and brook
            Leaves need clearing from play area – Clerk will ask Martin Roper
                                                                                      ACTION CLERK


5.2   Pavilion bookings
      The Clerk reported that despite reminders there was still an outstanding payment for pavilion

                                         Page     2
                                                  3
                                                  1
      hire in 2008.
      Resolved
      That future bookings would not be confirmed until payment had been received.


5.3   Field Drainage
      As reported in December, the drain across the field is not free flowing and the obstruction begins
      17 metres from the manhole. There is a slight dip in the playing field at this point which could
      indicate a collapsed drain. If the problem is more extensive than this it may require a new pipe
      run to be installed across the field with an expected cost of approximately £700.
      Resolved
      That this is noted




5.4   Grass Cutting Contract
      Budget (for contract and occasional mowing) has been set at £1,100 but unfortunately it now
      looks that it would have been more realistic to increase this to £1,200 (this will be available from
      contingency budget).


      It was possible to obtain two tenders for this contract.


      Martin Roper £44.70 per cut with a recommendation to undertake 30 cuts per year


      R E Daniels £46.20 per cut (historically they normally undertake up to 20 cuts)


      Points taken into consideration:
                  Cricket Club have complained that;
                         o Current number of cuts is insufficient.
                         o Contract not flexible enough to allow for cuts to be fitted in around home
                             game timetable.
                         o Quality of some cuts are poor
                  Cricket Club may be prepared to contribute to cost of extra cuts
                  Savings if same contractor undertook contract mowing and occasional mowing –
                      possibly as much as £150.
                     Advantage of using local contractor

                                          Page     2
                                                   3
                                                   2
                    Contract mowing was undertaken to provide usable recreation facilities for the
                     community rather than specifically for individual sports clubs.


      Resolved
      That the contract would be awarded to Martin Roper with the following provisions:
         o Maximum cuts would normally be restricted to 20 per year
         o Any savings on occasional mowing will be held in reserve by the Council for extra cuts
             which they request.
         o Any extra cuts not raised through the Clerk/Council should be billed directly to the
             requesting club/individual.

                                                                                       ACTION CLERK


5.5   Play Area Gates
      Mr Paul Homer has quoted £525 to construct and fit replacement wooden gates.
      It was noted that despite several attempts over the past 18 months this is the only quote that has
      been received. Given the ongoing safety problems associated with the old gates it was proposed
      that the work should be authorised without continuing to seek further quotes.
      Resolved
      That the Clerk should place the order with Mr Homer
      In favour : 7 Against : 2                                                        ACTION CLERK
6     Local Security Matters

      Two break-ins to outbuildings in the area – Police have been informed.
      Resolved
      That this is noted


7     Correspondence

       Date     Sender             Content
       received
       7.1      R E Daniel         Grass Cutting – contract for 2009
                                   Resolved
                                   That this was noted in item 5.4

       7.2        Hereford         Matisse “Drawing with Scissors” + Local Artists “Paper
                  Museum           Work” – Posters for exhibitions running until 3rd January
                                   2009
       7.3        Herefordshire    HVA News – November/December
                  Voluntary
                  Action
       7.4        Martin Roper     Report of drainage across Recreation Ground (email)
                                   Resolved
                                   That this was noted in item 5.3


                                         Page     2
                                                  3
                                                  3
7.5    HC             Flooding Data Request – No property flooding was reported
       Environment    during the heavy rains of early November

                      Resolved
                      That this is noted.

7.6    Lappset UK     Play equipment flyer
7.7    SLCC           Practitioners‟ Conference – 27th + 28th February 2009

7.8    HC             Bus and Train Timetable Update No 2 (from 14th December
       Regeneration   2008) – Area 1 Hereford + Bromyard

7.9    HC             Herefordshire Partnership PACT meetings – request for
       Regeneration   website link with EHGPC.
                      Resolved
                          That the Clerk should arrange for the creation of the link.
                                                                ACTION CLERK

7.10   HC             Rural Services Network – an organisation which argues on
       Regeneration   behalf of local services especially over inadequate financial
                      provision. The Council has been invited (at no charge) to
                      become a member and so be kept informed of relevant
                      information.
                      Resolved
                      That the Clerk should set up the membership
                                                                  ACTION CLERK
7.11   HC             Biodiversity Action – September 2008
       Regeneration   Copies distributed to interested Councillors
                      Resolved
                      That this is noted.

7.12   HC             Clean Neighbourhoods and Environment Act 2005 – Dog
       Regeneration   Control Orders
                      Paperwork to Councillor P Sheen

7.13   HC             Planning advice – www.planningportal.gov.uk
       Regeneration
7.14   Electoral      Register of Electors for EH Group
       Register
7.15   Meike Forget   Re-arranged dates for twinning visit to Segonzac - 23rd to
                      26th January 2009 (email)
                      Resolved
                      That this was noted in item 4.3

7.16   Mrs Angela     Agreement to undertake repair of WI bench in Ewyas Harold
       Curtis         village centre (email)
                      Resolved
                      That this was noted in item 4.2

7.17   Communities    Code of recommended practice on local authority publicity
       + Local        (Consultation) – respond by 12th March 2009

                            Page    2
                                    3
                                    4
                  Government
                                  Resolved
                                  That this is noted

       7.18       Meike Forget    Confirmation of twinning visit (email)
                                  Resolved
                                  That this was noted in item 4.3

       7.19       Paul Homer      Quotation for replacement play area gates
                                  Resolved
                                  That this was noted in item 5.5

       7.20       Martin Roper    Quotation for Recreation Ground grass cutting 2009 (email)
                                  Resolved
                                  That this was noted in item 5.4

       7.21       Peter           Parish Footpath Report January 2009
                  Overstall       Resolved
                                  That this was noted in item 12.1

       7.22       Robert Denny Monnow Fisheries Assoc‟n – Financial help with Dulas
                               Brook footpath access etc. The Clerk has passed on this
                               information to the Footpaths Officer to see if this would fall
                               under the Parish Paths Scheme.
                               Resolved
                               That this is noted


8     Lengthsman Scheme


8.1   Lengthsman work undertaken in November/December.

       Date      Work                                                                  Hours
       1/12      Jet drain from Priorsfield into Recreation Ground and try to          240/60
                 trace outlet
       3/12      Straighten signpost on Abbey Dore road                                330/60
                 Check and clear gullies as necessary
       15/12     Cut back and clear bushes on Chapel Bank as obstructing               150/60
                 footpath
                                                                       TOTAL           720/60

      Resolved
      That this is noted and approved


9     Financial Report


9.1   Payments for approval



                                        Page    2
                                                3
                                                5
       Clerk salary                                                     £     521.38
       Stationery/Office Expenses                                       £      28.86
       Clerk postage                                                    £      16.30
       Clerk travel                                                     £      26.78
       HM Inland Revenue (PAYE £6.80 NI £9.29 employee £10.81           £      26.90
       employer).
       Martin Roper – Waste collection for November 2008                £      80.00
       Martin Roper – Waste collection for December 2008                £      58.71
       Martin Roper – Lengthsman work November/December 2008            £     202.03
       Martin Roper – Bench repair at Elmdale junction                  £      61.75




9.2   Balances as at 30th December 2008
       NatWest Current account                                          £    1,322.79
       Unpresented cheques                                              £      58.75
       Cheques/cash to be credited                                      £         nil
       NatWest Business Reserve                                         £    2429.83
       Alliance + Leicester Current account                             £     764.28
       Alliance + Leicester Deposit account                             £   13,503.14
       Total cash assets                                                £   17,961.29
       Consisting of:
       Precept funds                                                    £   15,668.21
       Lengthsman Scheme                                                £     416.93
        Balance available but not yet claimed              £   557.49
        Administration charge outstanding                  £    55.77
        Available funds for remainder of financial year    £   918.65
        (annual allocation £2,229.95)
       Parish Path Funds                                                £    1,104.40
       Parish Plan Funds                                                £     771.75

                                        Page    2
                                                3
                                                6
9.3    Income received
                                                                                  £          nil
                                                                                  £
9.4    Budget Adjustment
        Source of transfer         Sum to transfer             Budget code receiving
                                                               payment
        Reserves                   100.00                      26 – Miscellaneous


9.5    Half yearly Budget Report

       The Clerk presented the current statement of accounts – see Appendix 1

       Resolved
       That the financial statement is accepted and that payments and transfers should be made.
       Carried unanimously.




10     Planning


10.1   Application number DCSW2008/2534/CD


        Site:               Ewyas Harold Primary School, Herefordshire. HR2 0EY
        Description:        Siting of new double mobile classroom and demolition and removal of
                            existing mobile classroom. Provision of 5 new parking spaces
        Application Type:   County Development
        Applicant:          Children + Young People‟s Directorate, Herefordshire County
                            Council. HR1 1SH

       Resolved
       That EHGPC have no objections to this application. (plans viewed prior to meeting)


11     Road Maintenance and Related Matters



                                          Page    2
                                                  3
                                                  7
11.1   A465
       The surfacing is deteriorating and some of the road markings have
       been lost.
       Resolved
       That the Clerk reports this to Herefordshire Highways.


11.2   Advertisement Signs (B4347)
       Some are beginning to become permanent fixtures on the triangle
       leading into the village centre.
       Resolved
       That the Clerk would ask the Lengthsman to remove those signs that
       were not current.
                                                             ACTION CLERK
11.3   Rowlstone Lane (C1210)
       Previously reported potholes on this section have not been repaired
       and are deteriorating. (GRID REF 3727)
       Resolved
       That the Clerk should re-report these problems to HC
                                                             ACTION CLERK
11.4   Dulas Brook Bridge (B4347)
       The bridge wall is in need of repair and the loss of mortar may be
       making the wall unstable. (GRID REF 3828).
       Resolved
       That the Clerk should report this problem to HC.
                                                            ACTION CLERK.
11.5   Dulas Court (C1213)
       Problem of flooding at this point has been reported on numerous
       occasions, and work was undertaken in October 2008 which identified
       the need for a new drain. This problem has still not been resolved and
       the recent cold snap has resulted in a sheet of ice across this section of
       the road. (GRID REF 3729)
       Resolved
       That the Clerk should re-report this problem to HC.
                                                            ACTION CLERK.


11.6   Cefn Lane (U74213)
       Erosion to verges at top of hill has resulted in ruts of up to 12” in
       depth. This has been previously reported but is still outstanding and
       getting worse. (GRID REF 3630)
       Resolved

                                 Page     2
                                          3
                                          8
                That the Clerk should re-report this problem to HC.
                                                                     ACTION CLERK.



12     Footpaths


12.1   Footpaths Officer’s Report

       EH31 The planned improvements near the Pontrilas road have been made: the stile has been
       removed and a pedestrian gate installed next to Sunnybank. The landowner may decide to
       change this to a two-in-one gate.
       Where this footpath enters Cae Newydd wood there are two stiles about two metres apart. The
       first one is difficult to climb over. The landowner does not want a gate to replace the stile but has
       agreed to install two cross steps. Once this is done I will ask the owner of the wood if we can
       remove the second stile.

       EH4 The first stile from the Abbey Dore road is broken. The landowner has agreed to repair it.

       DU10 This path passes very close to the cowshed at Plash farm and the muck can make it
       impassable during the summer. At the moment it is frozen solid and can be crossed but the
       farmer has agreed to clean it up and keep the path open.

       Resolved
       That this noted




13     Parish Newsletter

             Items are required for inclusion in the next issue (February). Councillor Mrs E Overstall
              will distribute draft copies to Councillors before the next meeting.
          Resolved
          That this is noted



             Advertisements – there are several outstanding payments for advertisements already
              published.
          Resolved
          That adverts should not be placed until the Clerk confirms payment


14     Parish Website
       It was noted that the news pages still need updating.

                                          Page     2
                                                   3
                                                   9
ACTION CLERK + LO
.


                                                                   The Meeting closed at 8.45pm


Chairman


Date

         NEXT MEETING              February 3rd 2009 at MEMORIAL HALL
                    Future Meetings        March 3rd, April 7th (Rowlstone)


Items for future Discussion

Youth Projects - This will be discussed further at the February meeting following the January
meeting of HCVYS.




                                           Appendix 1

                                                                                       2007-
                                                    2008-2009                          2008
                                                Budget    Projected
                                 Spend (£)       (£)         (£)       Significant   Spend (£)
                                                                       Variances
                                                                           (£)

       Fees/Subscriptions   1   939.73         1,025.00   1,025.00                   776.98

               Insurance    2   2,954.70       2,954.70   2,954.70                   2,797.73

              Newsletter    3   240.00         250.00     480.00       230.00        120.00

                Training    4   300.00         420.00     300.00                     55.00

        Postage + Travel    5   359.12         525.00     478.83                     538.23
        Stationery/Office
              Equipment     6   153.30         200.00     204.40                     230.00

                                  Page     2
                                           4
                                           0
    Office Equipment
             Reserve       7    -              500.00       -                          -

              Salaries     8    4,566.30       6,031.00     6,088.40                   5,953.32

  Members Expenses         9    -              30.00        -                          -

     Hire of Premises     10    26.00          240.00       240.00                     236.00
   Recreation Ground
        Grass Cutting     11    352.58         1,100.00     1,200.00     100.00        927.36
               Hedge
    Laying/Trimming       12    -              200.00       200.00                     201.00

                Water     13    49.40          120.00       120.00                     89.19

          Electricity     14    267.33         400.00       400.00                     381.15
           Play Area
         Maintenance      15    44.22          500.00       650.00       150.00        186.47

             Repairs      16    1,028.49       1,095.00     1,095.00                   59.51
      Maintenance of
        Flower Beds       17    80.00          80.00        80.00                      25.00

   Contingency/Signs      18    -              300.00       150.00                     59.00
Parish Freighter/Litter
              Control     19    918.07         1,120.00     1,120.00                   1,465.82

         Village Halls    20    -              150.00       150.00                     150.00
     Burial Grounds       21    450.00         600.00       600.00                     550.00
   Community/Youth
             Groups       22    1015.00        4,008.21     1015.00      -2,993.21
             Charities    23    50.00          50.00        50.00                      50.00
             Elections    24                   1,449.68                                50.32
      Capital Projects    25    1051.04        2,000.00     1051.04      -948.96
        Miscellaneous     26    437.27         400.00       500.00       100.00        713.77


        COMMENTS
                          Extra costs associated with extra pages but these have mostly been
             Budget 3 covered by increased advertising revenue of £160
                          Areas not covered by contract have increased due to new installations
            Budget 11 e.g. football barrier, swings etc.
                          Assuming replacement gates purchased - this overspend will be found
            Budget 15 from contingency budget
            Budget 22 Still have money unspent for youth project
            Budget 25 Funds still available for car park barrier
                          Money removed from budget to cover increase in fees and subscriptions
            Budget 26 therefore not overspend




                                    Page   2
                                           4
                                           1
              Minutes of the Ordinary Meeting of Ewyas Harold Group Parish Council
                           held on Tuesday 3rd February 2009
                            In the Memorial Hall at 7.15 p.m.


    Present
    Councillor D Harries in the chair
    Councillor R Weaver
    Councillor B Krige
    Councillor R Baker (Llancillo)
    Councillor Mrs J Webb
    Councillor P Jinman
    Councillor Mrs M Bradley
    Councillor Glyn James
    Councillor Mrs E Overstall (Dulas)
    In attendance:
    The Clerk



    Public Forum
    No items raised



1   Apologies for Absence
    Councillors Mrs M Williams, P Sheen


2   Declaration of Interest - None declared



3   Minutes
    The minutes of the ordinary meeting of the Council held on Tuesday 6th January 2009 were
                                        Page   2
                                               4
                                               2
      approved without amendment.
      Carried unanimously




4.1   Public Notices
      Amendments made following discussion at January‟s meeting


         Notice Board –
         “Members of the public ….” made more prominent.


         Meeting –
         Removed “If an item on which you have previously spoken…..”


         Statement relating to tier of government now reads – “ Remember your Parish Council is the
         first point of contact for elected government and is there to represent You”


      Resolved
      That the Clerk should publish the notices with these amendments.
                                                                                  ACTION CLERK



4.2   Memorial Bench (Mr Martin Norton)
      HC Highways have approved the chosen site and paperwork identifying services in area has
      passed on to contractor. It is now confirmed that the bench was installed on 27/1/09.
      Resolved
      That this is noted


4.3   Quality Parish
      EHGPC has now been designated a Quality Parish and the official presentation has been set for
      the next Parish Meeting on 3rd March 2009. This will begin at 6.30pm so that normal council
      business can begin at the usual time of 7.15pm
      Resolved
      That a press release should be made.
                                                                                       ACTION LO

                                        Page    2
                                                4
                                                3
      That an open invitation should appear in the Newsletter
                                                                                           ACTION LO
      That invitations should be sent to people specifically involved in the process over the years.
                                                                            ACTION CLERK + LO




4.4   Councillor co-option
      Councillors discussed the expression of interest received from Mrs Judith Webb.
      Resolved
      That Mrs Webb should be invited to be co-opted as a councillor for EHGPC
      Proposed by Councillor P Jinman
      Seconded by Councillor Mrs M Bradley
      Carried unanimously


      Mrs Webb accepted the invitation and after signing the Declaration of Office took her place on
      the Council.


4.5   Election of Officers
      Councillors were reminded that the posts of Chair and Vice Chair would be up for re-election in
      May.
      Councillor P Sheen has indicated that, if required, he would be happy to continue as Chairman
      for another year. However, Councillor D Harries confirmed that after 3 years in post he would be
      standing down as Vice Chairman.
      Resolved
      That this is noted


4.6   Helicopter Flight
      A request has been made to use the Recreation Ground for a helicopter flight on July 25th 2009
      as part of the celebrations of a local wedding.
      The following points were noted as being necessary for such a flight:
           Permission from EHGPC
           Notices to public
           Police to be informed
           PATA - possible permission for use of air space
            Sports Clubs – fixture list
            Adequate Insurance (Helicopter company)

                                        Page    2
                                                4
                                                4
            Risk assessment (Helicopter company)
            Protected area for take-off and landing.
            Access maintained to play area + other parts of Recreation Ground
            Agreement to make good any damage
            Adequate parking arrangements
      Resolved
      That, providing the above points can be agreed with the organisers, EHGPC is happy to give
      permission for this activity.
      That the Clerk should attempt to clarify the need for permission to be sought from PATA
                                                                                    ACTION CLERK
4.7   Ewyas Harold Village Notice Board
      The back of the notice board is rotting and future funding will need to be considered for
      repair/replacement within the next year.
      Resolved
      That this noted


4.8   Segonzac Twinning
      The twinning committee visited Segonzac in France on 23rd – 25th January and highlighted the
      following points:


            Very positive feedback from France with regards to the possibility of twinning.
            They had 20 years experience of twinning and were aware of the difficulties that Ewyas
             Harold would face, and accepted that even if successful it could take some time to
             formalise the twinning.
            Jumelage (Twinning) committee have provided information on their funding applications
            Segonzac had many more facilities with regards to schools, sports and public buildings.
             They even had a small university (20 students) dedicated to the study of spirits (alcohol).
            Population was about 2,000
            Any future twinning committee should be mostly independent from EHGPC and would
             need to involve the whole community.
            Members of the current committee were currently trying to gather information with
             regards to procedures and possible sources of funding.


      There will be a meeting of the Twinning Committee after this Parish Meeting
      Resolved
      That this is noted


5     Recreation Ground


5.1   Monthly Audit

                                         Page    2
                                                 4
                                                 5
            Moles are active and soil needs removing from footpath - Clerk will ask Martin Roper.
            Broken bottle was removed – highlighted need for method to deal with broken glass.
            Roller stored between pavilions had been used resulting in damage to ground in this area.
            Window frames on toilet block will require repair/repainting
            Suggested fitting of self-closer on unlocked toilet door to prevent frozen pipes
                                                                                   ACTION CLERK




5.2   Play Area

      Replacement gates should be fitted within the next week after receipt of new hinges.
      Resolved
      That this is noted


5.3   Youth Facilities
      Still waiting on report from HCVYS
      Resolved
      That this is noted



6     Local Security Matters


      Not in Herefordshire
      Campaign aimed at reducing the disproportionate fear of crime across the County.
      Resolved
      That this is noted


      Smartwater signs – Extra signs are now available
      Resolved
      That the Clerk should place an order for 3 signs at the cost of £30
                                                                                   ACTION CLERK

      Ringmaster – Community Messaging system which will provide security information and crime
      prevention advice – The Clerk has registered with this service
      Resolved
      That this is noted


7     Correspondence

                                         Page     2
                                                  4
                                                  6
Date       Sender            Content
received
7.1        John Wride        Ramblers Association – report on footpath DU8
                             Resolved
                             That this was noted in item 12.1

7.2        Herefordshire     Economic Downturn survey (email)
           VA
7.3        Registration      Electoral register update (email)
           Office
7.4        Peter Overstall   Response to request from MFA and footpaths EH14/18
                             (email)
7.5        West Mercia       Not in Herefordshire campaign
           Police            Resolved
                             That this was noted in item 6

7.6        SLCC              The Clerk – January 2009
7.7        Judith Webb       Expression of interest in councillor vacancy (email)
                             Resolved
                             That this was noted in item 4.4

7.8        PC Chris          RingMaster – Community messaging service (email)
           Griffiths         Resolved
                             That this was noted in item 6

7.9                          Clerks + Councils Direct – January 2009
7.10       HALC              Information Corner – 5.1.09
7.11       HALC              NALC Briefing - Interim Salary Award of 2.45% for Local
                             Council Clerks
                             Resolved
                             That this is noted

7.12       HALC              Managing Affordable Housing – Sept 2008 seminar handout
7.13       HALC              Role of Rural Housing Enabler - Sept 2008 seminar handout
7.14       HALC              Good Design and Sustainability - Sept 2008 seminar
                             handout
7.15       HALC              Rural Housing - Sept 2008 seminar handout
7.16       PC Chris          Newsbeat – January 2009 (email)
           Griffiths         Copies to Councillors

7.17       PC Chris          SmartWater signs (email)
           Griffiths         Resolved
                             That this was noted in item 6

7.18       HALC              Request for allotment information (email) – Clerk has
                             responded

                                 Page    2
                                         4
                                         7
7.19   Electoral       Councillor co-option papers
       Office
7.20   Grosmont CC     A465 road safety
                       Resolved
                       That a committee (Councillors R Baker, B Krige and Mrs E
                       Overstall) should be formed so that a meeting with
                       Grosmont CC could be arranged.
                       That the Clerk should liaise with committee and GCC to
                       find suitable dates.
                                                               ACTION CLERK

7.21   GVEG            Cycle path networks

7.22   HALC            Southern Area Meeting – 26.1.09

7.23   Herefordshire   Information Market (community + volunteering) – Ewyas
       VA              Harold 14th March 2009
                       Resolved
                       That this is noted

7.24   Vincent         Parish Paths Scheme – Request for 08/09 returns and 09/10
       Playdon (HC)    application

7.25   HC              Parish Council Services Questionnaire
       Regeneration    Resolved
                       That this is noted


7.26   HC              Biodiversity Action – January 2009. Clerk has requested
       Regeneration    electronic copies of latest newsletter
                       (www.herefordbap.org.uk)
                       Resolved
                       That this is noted

7.27   HC              Adapting your home for independent living (pamphlet)
       Regeneration
7.28   HC              January Funding Opportunities Update
       Regeneration
7.29   Hereford Art    Auktion392 – Reclaiming the Galerie Stern Dusseldorf -
       Gallery         17th January to 7th March 2009 (poster)

7.30   Herefordshire   Golden Valley PACT Meeting – 26th February 2009 (poster)
       Partnership
7.31   HC Resources    Confirmation of Precept Payment dates 2009/10

7.32   Hayley Crane    Copy of email correspondence re Housing Need Study.
                       Meeting to be arranged by Hayley Crane in March 2009.
                       Resolved
                       That this is noted


                          Page     2
                                   4
                                   8
8     Lengthsman Scheme


8.1   Lengthsman work undertaken in January.
       Date    Work
       24/1    Check drains, gullies etc. Clear + maintain as required.




      Resolved
      That this is noted and approved



9     Financial Report


9.1   Payments for approval
       Clerk salary                                                        £     521.18
       Stationery/Office Expenses                                          £        9.46
       Clerk postage                                                       £      14.57
       Clerk travel                                                        £      26.78
       HM Inland Revenue (PAYE £7.00 NI £9.29 employee £10.81 employer).   £      27.10
       Brian Ball – Parish Footpath Scheme (EH31 Stile replacement)        £      95.00
       Brian Ball – Hedge trimming                                         £     210.00
       R E Daniel – Grass cutting 2008                                     £     759.00
       Martin Roper – Lengthsman work for January 2009                     £      92.60
       Martin Roper – Waste collection January 2009                        £      92.75
       Martin Roper – Clear leaves from play area                          £        8.42
       Pavilion electricity -npower                                        £     129.52
       Liz Overstall – Newsletter expenses 2008                            £      25.00


9.2   Balances as at 3rd February 2009
       NatWest Current account                                             £    1,322.79
       Unpresented cheques                                                 £     461.24
       Cheques/cash to be credited                                         £      90.00
       NatWest Business Reserve                                            £    2,442.86
       Alliance + Leicester Current account                                £     644.06
       Alliance + Leicester Deposit account                                £   13,016.24
       Total cash assets                                                   £   17,113.46
       Consisting of:
       Precept funds                                                       £   14,958.87

                                         Page     2
                                                  4
                                                  9
        Lengthsman Scheme                                                             £         278.44
         Balance available but not yet claimed                     £    557.49
         Administration charge outstanding                         £     37.19
         Available funds for remainder of financial year           £    798.74
         (annual allocation £2,229.95)
        Parish Path Funds                                                             £        1,104.40
        Parish Plan Funds                                                             £         771.75
9.3    Income received
        Katrina (Reflexology) – Newsletter advert                                     £         25.00
        Natalie Collins – Newsletter advert                                           £         50.00
        Mrs S Jones – Pavilion hire Oct 2008                                          £         15.00



9.4    Budget Adjustment
        Source of transfer         Sum to transfer              Budget code receiving
                                                                payment
        Reserves                   10.00                        12 – Hedge cutting

       Resolved
       That the financial statement is accepted and that payments and transfers should be made.
       Carried unanimously.


10     Planning


10.1   Application number DCSW2008/2506/F
       Refusal of Planning Application
        Site:               Former garden centre, Pontrilas, Herefordshire. HR2 0DJ
        Description:        Demolish existing building; build new warehouse store and retail
                            builders‟ merchants.

       Resolved
       That this is noted


10.2   Application number DCSW2008/3080/S
       Agricultural Building – Prior Approval Not Required
        Site:               (Lloyd), King Street Farm, Ewyas Harold, Herefordshire. HR2 0HB
        Description:        Proposed implement and fodder store.

       Resolved
       That this is noted


                                           Page    2
                                                   5
                                                   0
10.3   Application number DCSW2008/2793/L
       Listed Building Consent
        Site:               Journeys End, Ewyas Harold, Herefordshire. HR2 0EE
        Description:        Internal upgrade alteration of exiting staircase, removal of kitchen
                            partition wall.



       Resolved
       That this is noted




11     Road Maintenance and Related Matters


        11.1    Wigga road drain – U74418 (Grid Ref 336700 227900)
                Lengthsman has been unable to free this drain
                Resolved
                That the Clerk should report this to HC Highways
                                                                      ACTION CLERK


        11.2    Pen-y-lan road drain – C1219 (Grid Ref 33900 226900)
                Lengthsman has been unable to free this drain
                Resolved
                That the Clerk should report this to HC Highways
                                                                      ACTION CLERK


        11.3    Arcadia ditching – U74413 (Grid Ref 335500 225900)
                This 200m run constantly fills with leaves which are then washed
                down the drain with the resulting blockage causing water to flow
                across the road
                Resolved
                That the Clerk should ask HC Highways to consider the installation of
                a length of pipe to solve this ongoing problem.
                                                                      ACTION CLERK


        11.4    The Trout – C1213 (Grid Ref 336200 230200) Junction with lane
                leading to Lower Cefn


                                           Page     2
                                                    5
                                                    1
                Footbridge across brook which forms part of the highway requires a
                safety check as this crosses deep water and is the only means of
                pedestrians crossing.
                Resolved
                That the Clerk should request that HC Highways carry out a safety
                check
                                                                       ACTION CHECK


        11.5    Dog Fouling Signs
                More signs are required for Ewyas Harold village
                Resolved
                That the Clerk should request these from the Dog Warden.
                                                                       ACTION CLERK



12     Footpaths


12.1   Footpaths Officer’s Report

       EH14/18 Tim Thompson the Area Rights of Way warden advises that he has been in discussion
       with the Monnow Fisheries Authority and the Wye Usk Foundation regarding the stock damage
       to the area on the north bank of the Dulas brook where these two paths cross. The mud run-off
       affects fish spawning and the proposal is that new fencing and gates will be installed to control
       stock access and the footpath dug out and filled with stone this summer. There have been
       concerns about the structural integrity of the concrete bridge at this site and it is to be inspected
       by HC. Response to MFA letter discussed in January

       DU8 The finger post on the road is missing, the first stile is broken, the next stile leading to the
       brook is too high and has barbed wire running across it and the stile on the far side of the brook
       also has barbed wire crossing it. The landowner has agreed to repair the stiles and HC will send
       us a new finger post. The lack of a bridge to cross the brook at this point is a longstanding
       concern. When water levels are low it is possible to walk across but not after prolonged rain
       (such as most of last summer!). A bridge has been promised by HC but no date set. – response
       to Ramblers Association

       EH31A The path through Cae Newydd wood is passable but needs cutting back. This will be
       done initially by HC and thereafter could be added to our P3 routine annual work programme.

       Resolved
       That this noted

12.2   Footpath EH13
       Post (with finger sign attached) by the stile leading on to this short path is rotten. Apparently it is
       used to pull on when mounting the stile and if it breaks someone could have a nasty accident.
       Resolved

                                           Page     2
                                                    5
                                                    2
     That the Clerk should report this to the FPO
                                                                               ACTION CLERK
13   Parish Newsletter

        Draft was issued to Councillors and feedback requested.
        Resolved
        That this is noted




14   Parish Website
     Requests from CAPS for pages on EHGPC website or a link with their own website.
     Resolved
     That as CAPS wanted to set up a booking system for the Memorial Hall it was thought more
     appropriate to set up links between the two websites.
     .


                                                                     The Meeting closed at 9.00pm


     Chairman

     Date

                NEXT MEETING              March 3rd 2009 at MEMORIAL HALL
                Future Meetings        April 7th (Rowlstone), May 5th (Annual Meeting)




                                       Page     2
                                                5
                                                3
              Minutes of the Ordinary Meeting of Ewyas Harold Group Parish Council
                              held on Tuesday 3rd March 2009
                              In the Memorial Hall at 7.15 p.m.


    Present
    Councillor Mrs M Bradley in the chair
    Councillor B Preece (Dulas)
    Councillor B Krige
    Councillor R Baker (Llancillo)
    Councillor Glyn James
    Councillor Mrs E Overstall (Dulas)
    Councillor Mrs M Williams (Rowlstone)
    In attendance:
    Councillor J B Williams (Pontrilas Ward)
    1 member of the public
    The Clerk



    Public Forum
    No items were raised, but prior to this there was a presentation to the Council of Quality Council
    status and several members of the public attended.


1   Election of Chair
    Councillor Mrs M Bradley was nominated as the Chair given that both Councillor P Sheen and D
    Harries were absent from the meeting.
    Proposed: Councillor Mrs E Overstall
    Seconded: Councillor R Baker
    Carried unanimously


2   Apologies for Absence
    Councillors Mrs J Webb, P Sheen, P Jinman, D Harries, R Weaver


3   Declaration of Interest
    Councillor B Krige declared a prejudicial interest in item 10.2


4   Minutes
    The minutes of the ordinary meeting of the Council held on Tuesday 3rd February 2009 were
    approved without amendment.
    Carried unanimously


                                       Page    2
                                               5
                                               4
4.1   Parish Council Services Questionnaire
      This was completed after being carried over from last month.


      Resolved
      That the Clerk should send the information to HC.
                                                                                   ACTION CLERK


4.2   Dog Fouling Notices
      These have been requested from Herefordshire Council but at the moment there are none in
      stock. The Dog Warden will notify the Clerk when funding allows more to be ordered.
      Resolved
      That this is noted


4.3   Helicopter Flight (July 25th 2009)

      PATA have given permission to the flight company to use the airspace. A letter from EHGPC
      has been sent giving permission for the flight to go ahead provided that the flight company and
      organisers can satisfy the points identified in the February minutes.
      Resolved
      That this is noted.


4.4   Segonzac Twinning Update

            Information pack of the area has been sent to Segonzac.
            Several individuals outside the PC have expressed an interest in becoming involved with
             a twinning scheme.


      The Committee made the following recommendations:
            One possible approach would be for the twinning charter to be set up with Ewyas Harold
             but to broaden out the area to encompass the Golden Valley. This idea will be discussed
             by Peterchurch PC
            Consideration should be given to forming a Twinning committee independent from the
             PC but with Councillors as members of such a committee.
            The community needs to be approached to see if there is sufficient interest /support to
             move forward with such a scheme.




                                        Page     2
                                                 5
                                                 5
      Resolved
      That a table should be hired at the Spring Information Market (Memorial Hall 14th March) so
      that the PC could answer questions on council work (including twinning) and gather feedback on
      levels of interest with this scheme.
                                                                                      ACTION MB
      That a rota should be drawn up from interested Council members to ensure attendance at the
      table throughout the day.
                                                                                               ACTION MB
5     Recreation Ground


5.1   Monthly Audit

              Builders rubbish behind pavilion.
              Burnt rubbish behind cricket pavilion.
              Unlocked toilet requires cleaning. (Still to look into possibility of fitting self-closer).
                                                                                          ACTION CLERK


5.2   Play Area


       5.2.1    Safety Inspection
                RoSPA £44.22 plus VAT – provisionally set for the weeks
                immediately after Easter. (commencing 14th April)
                John Hicks £57
                Resolved
                That the Clerk should confirm the RoSPA inspection.
                                                                        ACTION CLERK


       5.2.2    Play Area Gates
                The new gates were initially not installed satisfactorily but have now
                been modified and refitted to an acceptable standard.
                Resolved
                That this is noted.




                                            Page     2
                                                     5
                                                     6
5.3   Car Park Barrier
      There was a discussion on the need to look for a long term solution to the problem of
      unauthorised vehicles gaining access to the playing fields. It was noted that in the 2008/9 precept
      money was identified to fund some sort of permanent barrier.
      Resolved
      That advice would be sought re suitable barriers
                                                                               ACTION RB + CLERK
      That quotes would be obtained
                                                                                     ACTION CLERK


5.4   Youth Facilities
      Update from HCVYS. – Nothing to report except Children + Young people survey has been sent
      out to parishes in the Golden Valley.
      Resolved
      That this is noted



6     Local Security Matters


      Smartwater signs
      Replacement signs given to Councillors (1 each for Rowlstone, Dulas and Ewyas Harold)



      Newsbeat – March 2009
      Copies to Councillors


      No other items were raised under this section


      Resolved
      That this is noted


7     Correspondence

       Date     Sender             Content
       received
       7.1      Rural              Weekly News Digest – 3/2/09
                Services
       7.2      Community          Newsline - Feb 2009
                First
       7.3      St Michael‟s       Flower Festival 17th – 19th July (poster)
                Hospice


                                         Page    2
                                                 5
                                                 7
7.4    Herefordshire   PACT meeting in Golden Valley – 26th Feb 2009 (poster)
       Partnership
7.5    Nicky Davies    Biodiversity Newsletter – not available as download website
                       needs an overhaul before this facility will be available.
                       Resolved
                       That this is noted

7.6    Rural           Weekly News Digest – 11/2/09
       Services
7.7    PC Chris        Media Release – Police Arrest 4 for Distraction Burglaries
       Griffiths
                       Resolved
                       That this is noted

7.8    Chris           Children + Young People Survey
       Gooding
                       Resolved
                       That this was noted in item 5.4

7.9    Rural           Weekly News Digest – 18/2/09
       Services
7.10   Clive Hall      A465 meetings
       (HC)
                       Resolved
                       That this was noted in item 11.1

7.11   Lambe           Request to receive original deeds to Memorial Hall land on
       Corner          loan. This is to ensure latest land gift is recorded correctly.
                       Resolved
                       That this is noted

7.12   HC              U74417 (Prill Farm to Brooklands) – Rural Footway request
       Environment
                       Resolved
                       That this was noted in item 11.10

7.13   HC              Briefing on Sustainable Communities Act
       Regeneration
                       Request for proposals should have been sent to all
                       households in February but appears to be outstanding.

                       Resolved
                       That this is noted

7.14   HC              No Wrong Door – Developing Locality Teams for Children +
       Regeneration    Young People (Discussion paper)

                       Resolved
                       That this is noted

7.15   HC              Funding Directory – 22nd Edition
       Regeneration

                            Page     2
                                     5
                                     8
7.16   HC             February Funding Opportunities Update
       Regeneration

7.17   HC             Stop the Drop – CPRE campaign to reduce litter and fly-
       Regeneration   tipping

                      Resolved
                      That this is noted

7.18   HC             Waste Management Strategy – Consultation period 16th Feb
       Regeneration   to 15th May 2009
                      Clerk has registered Council‟s interest in Parish Freighter as
                      this has been identified as being potentially non-viable.
                      Resolved
                      That this is noted

7.19   HC             Baywatch campaign to protect disabled parking bays (poster)
       Regeneration
7.20   HM Rev &       Employer pack 2009
       Customs
7.21   Fran White     RoSPA Inspection dates
                      Resolved
                      That this was noted in item 5.2.1

7.22   Catherine      Letter offering support for twinning effort
       Baxter
                      Resolved
                      That this was noted in item 4.4

7.23   Unknown        Footpath problems EH18 (gate closure) and EH14 (stile
                      accessibility)
                      Resolved
                      That this was noted in items 12.1 and 12.2

7.24   HC             Lengthsman Scheme details for 2009/2010
       Environment
                      Funding up from £2,229 to £2,547

                      Resolved
                      That this is noted

7.25   Rural          Weekly News Digest – 26/2/09
       Services
7.26   Richard        Local Affordable Housing Needs Survey for Ewyas Harold
       Wilding (HC)
                      Resolved
                      That this is noted (copies of survey to Councillors)

7.27   John Hicks     Independent playground inspection services

                      Resolved
                      That this was noted in item 5.2.1

                           Page     2
                                    5
                                    9
       7.28       Ray Harris      Request for Memorial Hall annual funding of £100 (email)

                                  Resolved
                                  That the request is approved
                                  Carried unanimously

       7.29       Peter           Copy of letter to Brian Ball (P3 contractor)
                  Overstall
       7.30       Peter           Footpath Officer‟s report for March
                  Overstall
                                  Resolved
                                  That this was noted in item 12.1

       7.31       CPRE            Rural Public Transport Survey

                                  Resolved
                                  That this is noted



8     Lengthsman Scheme


8.1   Lengthsman work undertaken in February.
       Date    Work                                                                      Hours
       10/2/09 Checking drains, gullies and clearing as required                         360/60

                                                                                 TOTAL   360/60
      Resolved
      That this is noted and approved




                                        Page    2
                                                6
                                                0
9     Financial Report


9.1   Payments for approval
       Clerk salary                                                      £     617.91
       Stationery/Office Expenses                                        £      13.18
       Clerk postage                                                     £      12.33
       Clerk travel                                                      £      42.15
       HM Inland Revenue (PAYE £34.80 NI £24.68 employee £28.72          £      88.20
       employer).
       West Mercia Police – Smartwater signs                             £      30.00
       Amey Wye valley – Road sweep February 2009                        £      69.00
       Information Commissioner – Data Protection Registration           £      35.00
       Advance Joinery – WI seat replacement slats                       £      33.95
       Welsh Water – Pavilion water supply                               £      56.03
       EH Memorial Hall – Bookings for Parish Freighter 2009             £     114.00
       EH Memorial Hall – Bookings for PC Meetings 2008/9                £     200.00
       Golden Valley Insurance – Newsletter photocopying                 £     120.00
       Paul Homer – Replacement gates for Play Area                      £     525.00
       EH Memorial Hall – Annual grant                                   £     100.00
       Martin Roper – Lengthsman work for February 2009                  £     101.02
       Martin Roper – Waste collection February 2009                     £      92.38
       Martin Roper – Clear soil from Recreation Ground paths            £      11.22


9.2   Balances as at 3rd March 2009
       NatWest Current account                                           £    1,880.28
       Unpresented cheques                                               £      25.00
       Cheques/cash to be credited                                       £      25.00
       NatWest Business Reserve                                          £    2,442.86
       Alliance + Leicester Current account                              £     691.34
       Alliance + Leicester Deposit account                              £   10,638.08
       Total cash assets                                                 £   15,652.56
       Consisting of:
       Precept funds                                                     £   13,153.19
       Lengthsman Scheme                                                 £     718.22
        Balance available but not yet claimed              £       nil
        Administration charge outstanding                  £     18.61

                                       Page     2
                                                6
                                                1
         Available funds for remainder of financial year       £     699.61
         (annual allocation £2,229.95)
        Parish Path Funds                                                           £         1,009.40
        Parish Plan Funds                                                           £           771.75
9.3    Income received
        Newsletter advert (Post Office)                                             £             25.00
        Newsletter advert (Morrell)                                                 £             25.00
        Lengthsman scheme – Final payment 08/09                                     £           557.49

       Resolved
       That the financial statement is accepted and that payments should be made.
       Carried unanimously.


10     Planning


10.1   Application number DCSW2008/2534/CD (Amended)
       Notification of Planning Permission
        Site:               Ewyas Harold Primary School, Herefordshire. HR2 0EY
        Description:        Siting of new double mobile classroom and demolition and removal of
                            existing mobile classroom.


       PLEASE NOTE A further application will have to be made for the proposed provision of 5 new
       car parking spaces on the original plans.

       Resolved
       That this is noted


10.2   Application number DCSW2009/0313/F

        Site:               Ewyas Harold Village Store, Ewyas Harold, Herefordshire. HR2 0EX
        Description:        Proposed ground floor extension and internal alterations to residential
                            accommodation.


        Application         FULL
        Type:
        Applicant           Mr Bennie Krige, Church House, Ewyas Harold. HR2 0EX



       Resolved
       That EHGPC have no objections to this application


                                           Page    2
                                                   6
                                                   2
11   Road Maintenance and Related Matters


     11.1   A465 Site Meeting
            Grosmont CC met with Clive Hall (HC) to discuss their concerns over
            road safety on the approach to Llangua Bridge. Grosmont are waiting
            for a written response from Mr Hall and a copy of this letter will be
            sent to EHGPC. Herefordshire Council have been made aware that the
            GPC Councillors are bemused as to why a meeting was held in their
            parish without any approach being made to them by HC. Herefordshire
            Council have also been informed that it is the intention of EHGPC to
            move for A465 improvements through a joint consultative committee
            of local councils. As yet no date has been reset for the postponed
            meeting between EHGPC and Grosmont CC.
            Resolved
            That this is noted


     11.2   Road Markings - A465 (Grid Ref 396265)
            Approaching the traffic lights some black and white edge markers are
            damaged.
            Resolved
            That the Clerk should report this to HC Highways
                                                               ACTION CLERK


     11.3   Traffic Accident in EH Centre (Grid Ref 386287)
            At the end of Lower Prill (U74419) a vehicle turning off main road
            drove into car at the T junction. Although not thought to have
            contributed to accident, it was noted that the road markings were very
            faint in this area. Re-lining was requested in November 2007 and
            again in May 2008 but the work is still outstanding.
            Resolved
            That the Clerk should re-report this to HC Highways
                                                               ACTION CLERK


     11.4   Dulas Road – C1213 (Grid Ref 383289)
            Drain under road blocked, possibly with hydraulic hose which the

                                     Page    2
                                             6
                                             3
       Lengthsman is unable to remove.
       Resolved
       That the Clerk should report this to HC Highways
                                                            ACTION CLERK


11.5   Road surface – B4347 (Grid Ref 392278 to 395275)
       Road service is breaking up and in many places white lines are non-
       existent. This maintenance work has been reported in April 2008 and
       again in November 2008 following temporary repairs. Herefordshire
       Council have identified this road for resurfacing in 2009 subject to
       budget restraints.
       Resolved
       That the Clerk should keep HC informed of the urgent need for
       repairs.
                                                            ACTION CLERK


11.6   Vroe Road U74421 (Grid Ref 380267)
       Several large potholes have formed on this stretch of road.
       Resolved
       That the Clerk should report this to HC Highways
                                                            ACTION CLERK


11.7   Rowlstone road drain – C1219 (Grid Ref 386270)
       Blocked drain is causing flooding near to Whistance‟s Farm
       Resolved
       That the Clerk should report this to HC Highways
                                                            ACTION CLERK


11.8   C1221 – Potholes (Grid Ref 395285)
       Several potholes have formed near to the Fire Station
       Resolved
       That the Clerk should report this to HC Highways
                                                            ACTION CLERK


11.9   A465 – Rowlstone Junction (Grid Ref 395276)
       On the opposite side of the road (before the Pontrilas junction) there is
       a large bush which requires cutting back as it is obscuring oncoming
       traffic from vehicles leaving the Rowlstone junction.
       Resolved
       That the Clerk should report this to HC Highways

                                 Page    2
                                         6
                                         4
                                                                  ACTION CLERK
                That the Clerk should inform the Kentchurch Clerk as the bush is
                within the Kentchurch parish.
                                                                    ACTION CLERK


        11.10 Prill Farm – U74419 Footway Request
              The request for a footway in this lane between Prill Farm and
              Brooklands was ranked 32nd out of 53 proposed schemes and HC
              informed EHGPC that it is unlikely therefore that funding would be
              available for this footway.
                Resolved
                That this is noted
        11.11 General complaint
              It was noted that several maintenance issues reported over the past
              year or so are still outstanding and that re-reporting these does not
              appear to have any effect.
                Resolved
                That the Clerk should relay these concerns to HC and identify the long
                standing problems with a view to arranging a site meeting to discuss
                why they remain undone and to highlight the safety issues.
                                                                    ACTION CLERK


12     Footpaths


12.1   Footpaths Officer’s Report

       DU 8 The defects previously reported on this path have been repaired by the landowner.

       EH 17 and 18. The two self-closing gates that we installed on these paths have slipped slightly
       and are not fastening properly. I have asked Brian Ball if he would kindly fix them.

       Jonathan Roger told me recently that there is now only one two-man team (part-time), contracted
       from Amey, available to carry out repairs and installations for the whole of Herefordshire. This
       may explain why there is a delay in getting some of the defects on our footpaths seen to.
       Furthermore the entire Rights of Way team is about to be privatised (Amey).

       Peter Overstall


       Resolved
       That this noted

12.2   EH14 Stile

                                         Page     2
                                                  6
                                                  5
       The accessibility issue identified in item 7.23 is not able to be resolved as the Landowner has not
       given permission for the stile to be replaced
       Resolved
       That this is noted



12.3   Footpath Maps
       These have been ordered from the Footpaths Officer and will be available from The Post
       Office/Shop.
       Resolved
       That this is noted


12.4   Footpath EH17
       The iron gate has been removed to allow hedge cutting and not replaced following a request to
       improve access.
       Resolved
       That the Clerk should pass on this information to the Footpaths Officer.
                                                                                      ACTION CLERK


13     Parish Newsletter


        13.1    The February issue attracted a complaint over the wording in the
                footpath report which referred to “the notorious footpath E14/E18”
                Resolved
                That this is noted


        13.2    The next issue is due to be printed in May and Councillors were
                reminded to think about suitable articles.
                Resolved
                That this is noted.




14     Parish Website
       It was noted that information was required on Segonzac and twinning.


                                                                           The Meeting closed at 9.00pm




                                          Page     2
                                                   6
                                                   6
    Chairman


    Date

               NEXT MEETING              April 7th 2009 in Rowlstone Village Hall
                      Future Meetings          May 5th (Annual Meeting), June 2nd


               Minutes of the Ordinary Meeting of Ewyas Harold Group Parish Council
                              held on Tuesday 7th April 2009
                           In Rowlstone Village Hall at 7.15 p.m.


    Present
    Councillor P Sheen (Rowlstone) in the chair
    Councillor B Preece (Dulas)
    Councillor D Harries
    Councillor Mrs J Webb
    Councillor P Jinman
    Councillor R Baker (Llancillo)
    Councillor Glyn James
    Councillor Mrs E Overstall (Dulas)
    Councillor Mrs M Williams (Rowlstone)
    In attendance:
    2 members of the public
    The Clerk



    Public Forum
    No items were raised under this section.


1   Apologies for Absence
    Councillors Mrs M Bradley, B Krige


3   Declaration of Interest
    None declared


4   Minutes
    The minutes of the ordinary meeting of the Council held on Tuesday 3rd March 2009 were
    approved without amendment.
    Carried unanimously

                                      Page      2
                                                6
                                                7
4.1   Election of Officers
      Chair: Councillor P Sheen is prepared to put his name forward for one more year.
      Deputy Chair : No candidates at this moment
      Resolved
      That this is noted.



4.2   Quality Council
         Portfolio: Will be held by NALC until the end of April 2009. The cost of the return to
             EHGPC will be £5-£10.
         Resolved
         That the Clerk should arrange for the return of the portfolio.
                                                                                    ACTION CLERK
            Certificate: Has been returned to HALC for signing.
         Resolved
         That this is noted


            Quality Logo: This is available for the inclusion on website, letter heading etc. The
             Clerk no longer has access to a colour printer and it was suggested that this could be
             purchased from the equipment reserve budget.
         Resolved
         That the Clerk should present costings for a suitable replacement at the next meeting.
                                                                                    ACTION CLERK


4.3   Segonzac Twinning Update

            Information Market (12 signatures of support – 3 prepared to be involved as committee
             members)
            Two other residents have also indicated their willingness to be practically involved.
            Primary schools link proposed and details of local Segonzac schools have been sent to
             EH Primary School.
            Govilon twinning with Missilac – requested information on process in regard to small
             communities.
            Kingstone High School has expressed an interest in becoming involved. Councillor Mrs J
             Webb will pass on contact details to Clerk.
                                                                                     ACTION JW
            Peterchurch PC was approached by Councillor P Jinman with the idea of a Golden Valley
             involvement. It was thought that a presentation would be helpful.
         Resolved

                                        Page     2
                                                 6
                                                 8
         That the Clerk should organise this through the Peterchurch PC Clerk.
                                                                                    ACTION CLERK
         .
      The intention is to hold an inclusive meeting during the Summer to assess interest and look at
      how to move the project forward. This might require a small outlay (£35) to purchase a banner as
      a way of helping publicise future events.
      Resolved
      That this is noted.
4.4   Freedom of Information Act
      New model publication scheme was presented to Councillors.
      Resolved
      This should be approved without modification.


      Existing publication list needs to be amended to fit in with the new scheme and so that charges
      can be clearly identified. It is recommended that where possible the items on the publication list
      are made freely available through the website. This would entail the purchase of extra pages (£30
      per webpage).
      Resolved
      That the Clerk should prepare a modified publication list for approval at the next meeting.
                                                                                    ACTION CLERK


4.5   Parish Council Insurance
      An alternative quotation was obtained from Came + Co and the policy contents were discussed.
      Resolved
      That this should be compared with the quotation from Allianz when this is available.



5     Recreation Ground


5.1   Monthly Audit

            Notice is missing from locked gate leading to brook.
         Resolved
         That this should be replaced with a sign reading:
         “No access allowed beyond this point”
                                                                                    ACTION CLERK
            Top rail of pavilion verandah (north end) is rotting and needs replacing.
                                                                                    ACTION CLERK

            Replacement tree planted by seat at far end of cricket pitch has already been snapped off.

                                        Page     2
                                                 6
                                                 9
         Resolved
         That this is noted


5.2   Play Area

      HAGS quarterly report did not identify any problems with the play equipment.
      Resolved
      That this is noted
5.3   Car Park Barrier
      There was a discussion on the possible barrier options identified in the distributed pack (post +
      rail, railway sleepers, telegraph poles etc). Other suggestions were also put forward at the
      meeting
            Establishment of a grass bund (embankment)
            Installation of boulders. Councillor P Jinman to obtain more information.
                                                                                            ACTION PJ
            There is a barrier system at Fownhope which may be worth considering.
            Woodland Trust may be able to provide suggestions. Councillor Mrs J Webb to obtain
             details
                                                                                           ACTION JW


      Resolved
      That information would be gathered with a view to reaching a decision and taking action within
      the next two months.


5.4   Wild Play
      Herefordshire Nature Trust will be holding a Children‟s wild play event on Wednesday April
      15th between 10.30 and 12.30. The Trust has produced notices and will be advertising the event.
      Resolved
      That this is noted and approved.


6     Local Security Matters

            Crime Mapper - see item 7.15


            Drug Warrant – see item 7.19


            Golden Valley Newsbeat – see item 7.28


            Increase in local burglaries from sheds etc.


                                         Page     2
                                                  7
                                                  0
    Resolved
    That this is noted




7   Correspondence

                 Sender           Content
     7.1         SLCC             The Clerk – March 2009
     7.2                          Clerks + Councils Direct – March 2009
     7.3         Dogs Trust       Canine Care Card (poster)
     7.4         HC               Herefordshire matters – Feb 09 to April 09
                 Regeneration
     7.5         HC               Bus and Train Timetable – Hereford + Bromyard 22nd
                 Regeneration     February to 5th September.

     7.6         Roger Willott    Notice of availability of fairground organ for hire (cost – out
                                  of pocket expenses)

     7.7         HC Children +    No Wrong Door Workshops (extra date set for 26th March at
                 Young People     Three Counties Hotel in Hereford)

     7.8         Rural Services   Weekly Digest – 6/03/09 (email)
                 Community
     7.9         Hereford         HVA News – March 2009
                 Voluntary
                 Action
     7.10        HVA              Sustainable Communities Act

     7.11        Hereford         Tooth & Claw 21st March to 17th May (poster)
                 Museum
     7.12        Community        Community Planning Champions – request to find
                 First            volunteers to help others with Parish Plans

     7.13        Information      Confirmation of Renewal – Data Protection Register until 21
                 Commissioner     March 2010

     7.14        HALC             Information Corner – 16.3.09

                                  Copies to Councillors

     7.15        HALC             CrimeMapper (available though
                                  www.westmercia.police.uk) – advice and information on

                                      Page     2
                                               7
                                               1
                        crime in your area

7.16   Came + Co        Parish Council Insurance

                        Resolved
                        That this was noted in item 4.5

7.17   NALC             QC Portfolio – Return of Original Portfolios (email)

                        Resolved
                        That this was noted in item 4.2

7.18   Hilary Crane     Ewyas Harold Housing Consultation. Some land has been
                        identified in the Pontrilas area as a possibility for affordable
                        housing, and EHGPC will be kept informed of the date of
                        the planning visit.
                        Resolved
                        That this is noted.

7.19   PC Christine     Drug warrant in Michaelchurch Escley area. One person was
       Griffiths        arrested for the cultivation of cannabis and is currently on
                        police bail.
                        Resolved
                        That this is noted

7.20   John Wride       Ramblers‟ Association report on local footpath faults (copy
                        to FPO)
                        Resolved
                        That this was noted in item 12.4

7.21   Rural Services   Weekly Digest – 20/03/09 (email)
       Community
7.22   Mazars           Notice of Audit of Accounts 2008/9

7.23   Kentchurch       Parish Freighter payment and service request.
       PC
                        The request to ask other Parish Councils to contribute
                        towards the cost of running this service was not seen as
                        practicable seeing that there was no way of easily identifying
                        other users of the service. It might well be that other parishes
                        would then request payments from EHGPC for the use of
                        their Parish Freighter days.

                        There are just two visits remaining for 2009 (25th April and
                        16th May). Herefordshire Council still have no information
                        regarding the service beyond June 2009. The Clerk
                        continues to phone each month.
                        Resolved
                        That this is noted




                            Page     2
                                     7
                                     2
7.24   Steve Lindon     Golden Valley Community Website (email)

                        Resolved
                        That is noted

7.25   Memorial Hall    VAT + Planning query (email)
                        It was noted that EHGPC are not able to help with VAT or
                        planning costs associated with the Memorial Hall.
                        Councillor D Harries will, as the GPC‟s representative, give
                        a report on the MH at the next council meeting.
                        Resolved
                        That this is noted.

7.26   Rural Services   Weekly Digest – 31/03/09 (email)
       Community
7.27   Jo Dainty        Confirmation of Wild Play day at Recreation Ground

                        Resolved
                        That this was noted in item 5.4

7.28   PC Chris         Golden Valley Newsbeat – April 2009
       Griffiths
                        Copies to Councillors

7.29   Martin Wood      Play Area report (HAGS)

                        Resolved
                        That this was noted in item 5.2

7.30   HC Resources     Commons Act 2006
                        This communication highlighted the need to ensure that
                        registered use of Ewyas Harold Common was checked and
                        corrected if necessary before the cut-off date later this year.
                        This notice will therefore be passed on to the Lord of the
                        Manor and the Commoners.
                        Resolved
                        That this is noted
                                                                          ACTION PJ

7.31   Bob Davies       EH Cricket Club officials 2009

7.32   Kim Clay         Herefordshire Gateway – recruitment of voluntary
                        organisations for on-line referral system

7.33   Information      Freedom of Information DVD
       Commissioner
7.34   Electoral        April updates for Ewyas Harold
       Office
7.35   Rural Services   Weekly Digest – 7/04/09 (email)
       Community


                            Page     2
                                     7
                                     3
       7.36        Peter Overstall   Footpath Officer‟s report April 2009

                                     Resolved
                                     That this was noted in item 12.4

       7.37        M Gwilliam-       Ewyas Harold Common – Complaint re horse and vehicle
                   Gardiner          use of this area.

                                     Resolved
                                     That this complaint should be acknowledged and the letter
                                     passed on to the Lord of The Manor.
                                                                            ACTION CLERK




8     Lengthsman Scheme


8.1   Lengthsman work undertaken in March.
      None undertaken


      Resolved
      That this is noted



8.2   Lengthsman rates 2009/2010

      Notice has been received of an increase in hourly rates by 3% from £14.97 to £15.42 plus VAT


      Resolved
      That this is noted


9     Financial Report


9.1   Payments for approval
       Clerk salary                                                             £       530.10
       Stationery/Office Expenses                                               £           3.58
       Clerk postage                                                            £        18.44
       Clerk travel                                                             £        37.57
       QC award expenses (Clerk)                                                £        16.80
       HM Inland Revenue (PAYE £9.40 NI £10.69 employee £12.44                  £        32.53
       employer)
       GP Signs – Parish Paths Notice board                                     £       102.35
       Brian Ball – Parish Paths work (2 x finger posts and 6 x gates)          £       600.00


                                         Page    2
                                                 7
                                                 4
       Mrs Jenni Chapple – Internal Auditor fee                                      £       50.00
       Martin Roper – waste collection March 2009                                    £       80.00
       Rowlstone Village Hall – Annual donation                                      £       50.00
       Rowlstone + Llancillo PCCs – churchyard upkeep                                £      100.00
       Dulas PCC – churchyard upkeep (Now under EH PCC)                              £       50.00
       Dore Community Transport - donation                                           £       50.00




9.2   Balances as at 31st March 2009
       NatWest Current account                                                       £     1,880.28
       Unpresented cheques                                                           £      414.00
       Cheques/cash to be credited                                                   £      100.00
       NatWest Business Reserve                                                      £     2,442.86
       Alliance + Leicester Current account                                          £      819.57
       Alliance + Leicester Deposit account                                          £     8,663.90
       Total cash assets                                                             £   13,493.02
       Consisting of:
       Precept funds                                                                 £   11,141.49
       Lengthsman Scheme                                                             £      570.38
        Balance available but not yet claimed               £         nil
        Administration charge outstanding                   £         nil
        Available funds for remainder of financial year     £    570.38
        (annual allocation £2,229.95)



       Parish Path Funds                                                             £     1,009.40
       Parish Plan Funds                                                             £      771.75


9.3   Income received
       Parish Freighter payment 2008/9 (Kentchurch PC)                           £            100.00


9.4   Budget Adjustment
       Source of transfer                     Sum to transfer         Budget code receiving
                                                                      payment
       Unspent funds in other budget          £13.07                  26 - Miscellaneous
       codes
       Unspent funds in other budget          £150.05                 19 – Parish
       codes                                                          Freighter/Litter
       Reason for overspend Purchase of litter bin and installation
                                        Page      2
                                                  7
                                                  5
      Unspent funds in other budget          £434.85                  8 - Salaries
      codes
      Bank reserve                           £61.73                   8 - Salaries
      Reason for overspend Various elements – increase in NI payments, CiLCA salary
      enhancement, slightly higher pay rise than anticipated, delayed inducement payment by
      HMRC for on-line finance submissions.


      Fuller explanations of all budget expenditure will be given when annual report is
      presented in May.

     Resolved
     That the financial statement is accepted and that payments and transfers should be made.
     Carried unanimously.



10   Planning

     No applications or decisions received
     Resolved
     That this is noted


11   Road Maintenance and Related Matters


      11.1    General complaint
              It was noted that several maintenance issues reported over the past
              year or so are still outstanding and that re-reporting these does not
              appear to have any effect.
              HC Highways Feedback
              Maintenance System
              Parish Initiative – Team of 10 men and any minor work that they
              undertake is fully funded and will be completed within scheduled PI 3
              monthly visit.
              All reports to PI are inspected and priority set. Potholes are likewise
              prioritised High (within 24 hours) Medium (next PI visit so up to 3
              months) Low (as and when).
              Work beyond PI scope is moved to programmed works which then has
              to be identified as cost pressure at budget setting hence time delay.
              All roads are subject to regular inspections
              A+B monthly
              C 3 monthly
              U 6 monthly
                                        Page     2
                                                 7
                                                 6
       Have agreed that if Clerk can identify all long term problems then it
       will be possible to get better feedback on situation and possibly
       arrange site visit to discuss issues.
       Resolved
       That this is noted and that Clerk should prepare and report list of
       outstanding work.
                                                            ACTION CLERK

       That the Clerk should write to Councillor J B Williams highlighting
       the concerns over the state of the roads and the apparent lack of
       resources available to keep on top of this work.
                                                            ACTION CLERK


11.2   A465 – Rowlstone Junction (Grid Ref 395276)
       On the opposite side of the road (before the Pontrilas junction) there is
       a large bush which requires cutting back as it is obscuring oncoming
       traffic from vehicles leaving the Rowlstone junction.
       This has been reported to HC Highways from a number of sources and
       Kentchurch Clerk has been made aware of the complaint. It has been
       given a defect number of 01/35927 but as yet no action has been taken.
       Resolved
       That this is noted


11.3   Dulas Court (C1213)
       The ongoing flooding across the road (200yards from DC on the
       Ewyas Harold side) has been identified as being caused by a collapsed
       drain. The new gulley installation has therefore been moved to
       programmed works.
       Resolved
       That this is noted


11.4   B4347 – Glen Alva HR2 0JB
       A severe rut has re-formed at the edge of the road where the hedge
       was removed. This was reported in June 2008 (defect number
       01/27352) and repaired but the lack of a kerb has meant that the area
       has become rutted again.
       Resolved
       That the Clerk should identify this in his outstanding work report.
                                                            ACTION CLERK

                                  Page   2
                                         7
                                         7
12     Footpaths


12.1   Footpaths Officer’s Report

       EH18 The section from the Dulas road to where it joins EH14 has been closed because the
       bridge over the Dulas brook has been inspected and found to be unsafe. It is likely to be closed
       for at least six months awaiting repairs. Walkers can make a diversion via the EH 19 bridleway
       and EH14.

       EH14/18 The Wye Usk foundation has started work on coppicing and fencing along this section
       of the Dulas brook. The stoning of the muddy area on EH14 should be done at the same time as
       the repairs to the concrete ford on EH19.

       EH13 The stile at the end of School road is unstable. The landowner has given permission for
       us to replace this with a self-closing wooden gate and Hereford will supply it.

       DU10 The signpost on the Dulas road is broken. Another one has been ordered.

       LY11 I have heard from Hereford that they will be installing the footbridge on this permissive
       path north of the railway line early in the new financial year.

       Peter Overstall


       Resolved
       That this noted




12.2   Parish Paths Work 2008/2009
       Review of work undertaken within the year.


                                         Page     2
                                                  7
                                                  8
              2 signposts installed
              7 stiles replaced or being replaced with gates
              450 metres of paths strimmed.
              Extra notice board installed


       Resolved
       That this is noted



12.3   EH17
       Metal gate reported 3/3/09 does not need replacing as it is not on the official line of the path.
       Resolved
       That this is noted


12.4   Ramblers Association
       Report dated 18th March identifying defects on footpaths EH4, EH11 and EH13 has been sent to
       PFO.
       Resolved
       That this is noted.


13     Parish Newsletter



        13.1    Items for Inclusion
                The next issue is due to be printed in May and Councillors were
                reminded to think about suitable articles and send these to the editor
                before the next meeting.
                                                                          ACTION ALL

                Councillor P Jinman offered to arrange for an article to be submitted
                on the work and activities planned for EH Common.
                                                                             ACTION PJ
                Resolved
                That this is noted.


        13.2    Letters Page
                Consideration should be given to the idea of incorporating a Letters
                page in future issues.
                Resolved

                                           Page     2
                                                    7
                                                    9
                                                                       That this is noted
14   Parish Website
     It was noted that this still required updating with regards to current news items.
                                                                               ACTION CLERK + LO.


                                                                          The Meeting closed at 9.10pm


     Chairman


     Date

         NEXT MEETING                May 5th 2009 in Memorial Hall (Annual Meeting)
                           Future Meetings           June 2nd, 7th July, 4th August


            Minutes of the Annual Meeting of Ewyas Harold Group Parish Council
                                held on Tuesday 5th May 2009
                              In the Memorial Hall at 7.45 p.m.


       Present
       Councillor P Sheen in the chair (Rowlstone)
       Councillor R Weaver
       Councillor R Baker (Llancillo)
       Councillor D Harries
       Councillor B Krige
       Councillor G James
       Councillor Mrs J Webb
       Councillor Mrs M Bradley
       Councillor Mrs E Overstall (Dulas)
       Councillor W Preece (Dulas)
       Councillor Mrs M Williams (Rowlstone)
       In attendance:
       The Clerk
       1 member of the public


1      Election of Chairman

       Councillor D Harries proposed Councillor P Sheen and this was seconded by Councillor Mrs J
       Webb. There were no other nominations.

       Councillor P Sheen was unanimously elected as Chairman for the ensuing year.


                                        Page     2
                                                 8
                                                 0
2     Apologies for Absence

      Councillor P Jinman

3     Declaration of Interests

      None declared

4     Minutes
      The minutes of the ordinary meeting of the council held on Tuesday 7th April 2009 were
      approved without amendment.

5     Election of Vice Chairman

      Councillor Mrs J Webb proposed Councillor B Krige and this was seconded by Councillor Mrs
      M Williams. There were no other nominations.

      Councillor B Krige was unanimously elected as Vice Chairman for the ensuing year.
6.1   Memorial Hall Report
      Councillor D Harries attended the last Memorial Hall Committee meeting held on 28 April 09
      and gave the following report:
      “There are 12 people on the committee and seven of these attended on 28 April including Chris
      Bray (Acting Chairman) Gill Lewis (Secretary) and Ray Harris (Treasurer)
      There was a printed agenda of 9 items and various relevant papers were circulated.
      The meeting has a quorum of four members and meetings take place throughout the year on the
      last Tuesday of each month. Minutes are circulated between each meeting which record the
      specific tasks which members have undertaken to progress and report back on.
      I was impressed by the conduct of the meeting and the active interest and involvement of all
      present.”
      Resolved
      That this is noted

      Councillor D Harries also passed on a request for financial support of £300 for the upcoming
      photograph exhibition in the Memorial Hall.
      Resolved
      That this would unfortunately not be possible as funding for such events had not been
      identified at budget setting.

6.2   Quality Council
         The Certificate is currently with HALC awaiting signature.
          Resolved
          That once returned the original should be displayed in the Village Store/Post Office.
          That copies should be made for other sites around the Group Parish.
                                                                                  ACTION CLERK
            The Clerk has written to NALC to request the return of the portfolio.
         Resolved
         That this is noted


                                      Page    2
                                              8
                                              1
6.3   Segonzac Twinning
          Govilon will be holding a twinning committee meeting in May and it is hoped to get
            some information from them on twinning and the smaller community.
          A meeting has been set up with Peterchurch PC on Tuesday 19th May at 7pm in the
            Golden Valley Community Centre, Peterchurch. The purpose of the meeting is to
            present the twinning idea and to discuss the possibility of a Golden Valley twinning.
      Resolved
      That this is noted




6.4   Freedom of Information Act (FoIA)
      The information available under the model publication was reviewed and the following
      resolutions made:
           That details of the Footpaths Officer should be added to the Who‟s who list
           That email addresses of Councillors should be published
            That further discussion was required to agree process for publishing presented reports
             and responses to consultation papers.
            That terms of reference for committees need to be better recorded.
            That there was a need to review policies for - handling requests for information,
             information security and records management.
            That there was a need to consider a disclosure log.
            That there was a need to formally record services provided.
            That an article explaining the FoIA and methods of obtaining information should be
             included in the Newsletter.
                                                                                       ACTION JW
             That an extra page should be purchased for the FoIA on the website
                                                                                ACTION CLERK
            That, when available, this webpage should be populated with extra information not
             already on the website and required under the FoIA.
                                                                                   ACTION CLERK




6.5   Sustainability Communities Act
      Herefordshire Council have requested suggestions for new legislation to be enacted under this

                                      Page    2
                                              8
                                              2
      Act. Suggestions have to be with central Government by 31st July 2009.
      Councillor Mrs E Overstall put forward two suggestions:
         1. Re-opening of rural train stations
         2. Protection of volunteers from exploitation by Public Sector organisations.
      Resolved
      That other suggestions are sought before deciding upon the Council‟s response at the June
      meeting.




6.6   Parish Council Insurance 2009/10
      The Council discussed the quotes received and compared both relative costs against cover
      offered. It was noted that both policies were underwritten by established insurance companies
      and as such could be considered as safe use of public money.


      It was noted that the policy offered through Came + Company offered improved cover at a
      reduced cost and also had the added benefit of a no claims bonus of 5% (up to a maximum of
      20%). Furthermore an extra 5% could be saved if a binding 3 year agreement was signed. (Post
      Meeting Note It has been confirmed that if the rates applied at the beginning of the agreement
      are changed this will allow the Council the freedom to seek alternative insurance)


      The comparisons of the two quotes are set out in Appendix 1


      Resolved
      That the quotation from Came + Company should be accepted as a 3 year agreement running
      from June 1st 2009.
                                                                                 ACTION CLERK


6.7   Colour Printer Replacement
      Based on a recent Which report, there was a discussion on the appropriate low cost colour
      printer to purchase.
      Resolved
      That the most cost effective option would be to purchase a Canon Ip4500 or Ip3500 depending
      upon availability and current offers.
                                                                                 ACTION CLERK

                                       Page   2
                                              8
                                              3
7     Recreation Ground
       7.1   Monthly Audit
                Cattle have been on field.
                Bottom fitting on seat swing slack (this was tightened).
                Sign by Brook has now been replaced.
                Pavilion top rail of the fence type arrangement of the new pavilion on the left
                  hand side facing it is beginning to rot away significantly at the one end.
                  It could be filled but the proper job would be to replace at some stage.
                  It looks as if it is only nailed down onto the rest of the assembly.
                  The dimensions :- Three Lengths, 2 x 11 feet, 1 x 12 feet 6 inches, 3 1/4
                     inches wide by 1 1/2 inches high with the top 1/2 inch sloped to a central
                     apex.
             Resolved
             That the Clerk should obtain a quote for a replacement section.
                                                                                      ACTION CLERK
       7.2   Play Area
                          No items were raised under this section



       7.3   Car Park Barrier
             Following a discussion it was decided that further information was required on various
             options so that a decision could be made at the next meeting.
             Resolved
             That the Clerk should contact Councillor P Jinman to see if he has been able to obtain
             costings for suitable boulders
                                                                                   ACTION CLERK
             That the Clerk should contact Fownhope PC to obtain details of their barrier system
                                                                                      ACTION CLERK
             That systems available from the Woodland Trust should be pursued.
                                                                                           ACTION JW



8     Local Security Matters

         No items were raised under this section


9     Correspondence


9.1   Ewyas Harold Notice Board
      The Clerk reported that it was becoming very difficult to find space on the village notice board for
                                        Page    2
                                                8
                                                4
Council business and also to ensure that information was not removed.
Resolved
That a notice should be attached indicating that one side was for Council use only and that all other
notices would be removed.
                                                                               ACTION CLERK
That costings should be obtained for a lockable notice board, which could then be considered at
2010/11 budget setting
                                                                                 ACTION CLERK

 Date     Sender            Content
 received
 9.2      Community         Newsline – April 09
          First
 9.3      Allianz           Parish Council Insurance 2009/10 – Invitation to renew

                            Resolved
                            That this was noted in item 6.6

 9.4        Herefordshire Postal voting (poster) plus preliminary notice of European Elections
            Council
 9.5        Rural         Weekly Digest – 14/4/09 (email)
            Services
            Community
 9.6        John Rogers Response re report of damage to Ewyas Harold Common

                            Resolved
                            That this is noted

 9.7        HALC            Information Corner – 14.4.09
                            Copies to Councillors

                            Awards for Bridging Communities – despite what it says the
                            website states that unfortunately only available for established or
                            completed projects.
                            Emergency Co-ordinators. Herefordshire Council would like to
                            identify a co-ordinator within in each parish.
                            Resolved
                            That this is noted
                            (Post Meeting Note Councillor R Baker has indicated that he would
                            be prepared to act in this capacity)


 9.8        HALC            Southern Area Meeting 20th April 2009 – Agenda + Minutes
                            (26/1/09)
 9.9        Rowlstone       Acknowledgement of £50 donation
            Village Hall
 9.10       Dore            Acknowledgement of £50 donation
            Community
            Transport

                                  Page    2
                                          8
                                          5
9.11   Liz Overstall   Suggestions for consideration under Sustainable Communities Act
                       (email)
                       Resolved
                       That this was noted in item 6.5

9.12   Anthony         Waste management (wheeled bins) (email)
       Bush
                       It was noted that the introduction of wheelie bins is being planned for
                       later this year. The public can request a smaller bin or assisted
                       collection through www.herefordshire.gov.uk or by calling 01432
                       260051. The period for requesting alternative arrangements is due to
                       close in mid- May 2009 but it appears that this information has not
                       been sent to local residents.
                       Resolved
                       That the Council disseminates this information through Newsletter,
                       website, notice boards and these minutes.
                                                                           ACTION CLERK
9.13   Anthony         PACT Meetings (email)
       Bush
9.14   Anthony         April funding update (email)
       Bush
9.15   Anthony         Walking for Health Scheme (email)
       Bush
9.16   Anthony         Biodiversity Action – April 09 (email)
       Bush
9.17   Anthony         Seminar - Hereford June 11th 2-5pm – Future of Pubs in the
       Bush            Community – Brockington (bookings being taken)
                       01432 260611 abush@herefordshire.gov.uk
                       Resolved
                       That this is noted

9.18   Local Works     Early Day Motions for Local Spending Reports and Green Energy
                       Bill
                       Resolved
                       That the Clerk should ask the local MP to sign these EDMs
                                                                         ACTION CLERK

9.19   West Mercia     Policing Matters - South Herefordshire 11th June 2009 (poster)
       Police
9.20   HC              Grant enquiry follow-up (twinning initiative) – Clerk has responded
       Regeneration
9.21   Herefordshire   European Elections – Thursday 4th June 2009 (posters)
       Council
9.22   Peterchurch     Twinning presentation 7pm 19th May 2009 (email)
       PC
                       Resolved
                       That this was noted in item 6.3

9.23   Caroline        Exercise classes – possible Newsletter insert.
       Price
9.24   Anthony         Parish Freighter Service 2009/10 (email)
       Bush

                            Page     2
                                     8
                                     6
                                 Following requests from users, this service is to continue for another
                                 year but as yet bookings are not being taking beyond June 2009.
                                 Resolved
                                 That this is noted

       9.25      Anthony         Information re grant applications under “Awards For All” and
                 Bush            “Grassroots”

       9.26      NALC            National Conference “Putting People First” – 4th + 5th September
                                 2009 (email)
       9.27      Hilary Crane    Village walkabout Friday May 1st 10am - Councillors informed
                 (Housing        through email
                 Needs)
       9.28      Anthony         Disability in Herefordshire – On-line questionnaire (email)
                 Bush
                                 Information needs to be posted on notice board
                                 Resolved
                                 That this is noted

       9.29      Anthony         Swine Flu Update – Dr Akeem Ali, Director of Public Health in
                 Bush            Herefordshire (email)
       9.30      Marie Curie     Notice and registration form for “Blooming Great Tea Party” -
                                 June12th to July 12th 2009
       9.31      Komplay         Play equipment catalogue
       9.32      Peter           Footpaths Officer‟s Report May 2009 (email)
                 Overstall
                                 Resolved
                                 That this was noted in item 14.1

       9.33                      Clerks & Councils Direct – May 2009

       9.34      Jesse           Save Our Small Shops
                 Norman
                                 Resolved
                                 That this is noted


10     Lengthsman Scheme


10.1   Lengthsman work undertaken in April

       Date      Work                                                                            Hours
       2/4/09    Cutting verges Gilberts Wood and Priorsfield                                     30/60
       11/4/09   Cutting verges Forge Garage and Roundabout                                       45/60
       16/4/09   Cutting verges Gilberts Wood and Priorsfield                                     30/60
       25/4/09   Cutting verges at A465 junction                                                  60/60
       25/4/09   Grass cutting around Church                                                      40/60
       30/4/09   Cutting verges Gilberts Wood and Priorsfield                                     30/60
                                                                                   TOTAL         235/60


                                      Page     2
                                               8
                                               7
         Resolved
         That this is noted and approved



 11      Financial Report


11.1     Annual Financial Report
          11.1.1      Analysis of Annual Expenditure
                      The Clerk presented the report attached as Appendix 2.

          11.1.2      Internal Audit Report
                      The Internal Auditor‟s report dated 18/4/09 did not identify any areas of concern.
                      Resolved
                      That this is noted
          11.1.3      Statement of Accounts
                      The Clerk presented the report attached as Appendix 3.

          11.1.4      Bank Reconciliation
                      The Clerk presented the report attached as Appendix 4.


          11.1.5      Annual Governance Statement
                      The governance items identified by the external auditor were discussed and
                      approved including a review of internal audit procedures as identified below:
                                Two page audit programme drawn up in agreement with Governance
                                 and Accountability in Local Councils is followed by Internal Auditor
                                Six monthly audits are carried out by Internal Auditor + annual return
                                 statement
                                Regular reports are made to Council
                                All payments are approved through full Council
                                Auditor is approved through Council as competent and independent
                                Arrangements are in place to allow for inspection of books and
                                 accounts

                      Resolved
                      That the annual financial report is accepted and that the annual governance
                      statement is approved.



11.2     Monthly Financial Statement
11.2.1   Payments for approval


                                           Page   2
                                                  8
                                                  8
          Clerk salary                                                            £     535.78
          Stationery/Office Expenses                                              £      42.70
          Clerk postage                                                           £      12.18
          Clerk travel                                                            £      18.78
          HM Inland Revenue (PAYE £8.60 NI £8.45 employee £9.83 employer)         £      26.88
          HALC – 2009/10 subscription                                             £     244.27
          Amey Wye – Road sweep April 2009                                        £      69.00
          Rowlstone Village Hall – Booking fee April 2009                         £      18.00
          Martin Roper – Lengthsman Scheme April 09                               £      69.46
          Martin Roper – Grass cutting April 2009                                 £     232.24
          Martin Roper – Waste collection April 2009                              £      97.85
          Martin Roper – Application of weed killer around Rec. Ground paths      £      15.11
          Came + Company – Parish Council Insurance                               £    2,385.92
          Paul Freeland – Extra webpage                                           £      30.00



11.2.2   Balances as at 5th May 2009


          NatWest Current account                                                 £    2,870.28
          Unpresented cheques                                                     £     700.00
          Cheques/cash to be credited                                             £      58.28
          NatWest Business Reserve                                                £   10,865.37
          Alliance + Leicester Current account                                    £    2,286.43
          Alliance + Leicester Deposit account                                    £    5,764.64
          Total cash assets                                                       £   21,145.00
          Consisting of:
          Precept funds                                                           £   18,482.47
          Lengthsman Scheme                                                       £     570.38
           Balance available but not yet claimed                  £    2,547.00
           Administration charge outstanding                      £     254.70
           Available funds for remainder of financial year        £    2,862.68
           (annual allocation £2,547.00)
          Parish Path Funds                                                       £    1,320.40
          Parish Plan Funds                                                       £     771.75




11.2.3   Payments received


                                          Page     2
                                                   8
                                                   9
          Parish Paths payment 2009/10                                                    £          990.00
                     st
          Precept 1 payment 2009/10                                                       £         8,421.65
          Pontrilas + District WI – Seat repair in Ewyas Harold Village                   £           58.28


11.2.4
         Budget Adjustment (2008/2009)
          Source of transfer                      Sum to transfer          Budget code receiving
                                                                           payment
          Reserves                                £17.02                   19 PF/Litter Control
          16 Recreation Ground Maintenance        £36.30                   26 Miscellaneous

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




 12      Planning
12.1     Application number DCSW2009/0813/E


          Site:              Land east of Elm Green Farm, Ewyas Harold, Herefordshire. HR2 0JA
          Description:       Installation of new additional Tee pole and repositioning of the
                             existing 11kv line with a tolerance of 30m either side of the route.
          Application        Electricity consultation
          Type:
          Applicant:         Central Networks West, Pegasus Business Park, East Midlands
                             Airport. Castle Donington. DE74 2TU


         Resolved
         That EHGPC has no objections to this application


 13      Road Maintenance and Related Matters


          13.1       Black Poplar
                     Branches from this tree are growing back into the roof of the Fish and Chip
                     shop and the owner has asked permission to trim these branches.
                     Resolved
                     That permission should be granted
                                                                                 ACTION CLERK


                                           Page     2
                                                    9
                                                    0
        13.2       King Street – (U74416) Grid Ref 3378 2287
                   Ditch alongside the road near to Golden Grove has become sheer and is quite
                   deep. Lengthsman suggests piping to where the ditch is not so deep and further
                   from the road (10 to 12 feet).
                   Resolved
                   That the Clerk should report this to HC
                                                                                 ACTION CLERK


        13.3       Potholes and Surfaces
                   It was confirmed that the state of the roads, as discussed in the Parish Meeting,
                   had deteriorated considerably. This was seen as being a common problem
                   throughout the country owing to lack of funding, manpower and the increase
                   use by heavy vehicles.
                   The Clerk reported that he had conveyed these concerns to Councillor J B
                   Williams.
                   Resolved
                   That this is noted
        13.4       A465 – Rowlstone Junction (Grid Ref 395276)
                   On the opposite side of the road (before the Pontrilas junction) there is a large
                   bush which requires cutting back as it is obscuring oncoming traffic from
                   vehicles leaving the Rowlstone junction. Councillor Mrs M Williams has
                   pursued this long outstanding issue and the work has now been completed.
                   Resolved
                   That this is noted


14     Footpaths


14.1
       Footpaths Officer’s Report

       EH 14/18 The Wye-Usk foundation has completed the fencing work around the Dulas brook and
       Hereford council has provided two new gates on EH 14 and one on the bridge. In theory this
       means that livestock can now be kept out of the area and the damage to the paths minimised. We
       are still expecting the path crossing to be stoned this summer.

       EH14A A new metal gate has been installed at the south end.

       EH4 A new metal gate has been installed on the east side of the bridge where it crosses EH2.

       EH 32 A new metal gate has been installed to replace the third stile along from the Pontrilas road.



14.2   EH13 Church Road


                                          Page     2
                                                   9
                                                   1
     It was noted that, as reported by the FPO in April, the rotten stile on this path at the end of Church
     Road will be replaced with a gate. This work will be completed as soon as the gate is delivered by
     Herefordshire Council.


15   Parish Newsletter


      15.1    Items for Inclusion
              Flicks in the Sticks
              Parish Freighter
              Potholes
              Twinning Meeting
              Freedom of Information
              Wheelie Bins


              Articles to Councillor Mrs E Overstall as soon as possible.
              Resolved
              That this is noted.


16   Parish Website
     New page on Freedom of Information will be added over the next month.
     Resolved
     That this is noted



17   Items for Future Discussion


            Review of Financial Regulations
            Re-appointment of Internal Auditor
            Risk Assessments
            Sustainability Communities Act


     The Meeting closed at 9.30pm


     Chairman



     Date



             NEXT MEETING               June 2nd 2009

                                        Page     2
                                                 9
                                                 2
                Future Meetings
                                      July 7th
                                      Aug 4th
                                      Sept 1st
                                      Oct 6th




                                     Appendix 1
                       COMPARISION OF QUOTATIONS RECEIVED

                          Insurance Quotations for EHGPC 2009/2010

Company                                              Allianz         Came&Company

Premium                                              £3,242.93       £2,511.50

Public Liability                                     £5m             £10m
Employers Liability                                  £10m            £10m
Hirers' Indemnity                                    not covered     £2m
Officials Indemnity                                  £250k           £250k
Libel & Slander                                      £250k           £250k
Money
                    non-negotiable                   £250k           £250k
                    negotiable                       £1000*          £1,000
                    neg in transit                   £2,500          £1,000
Fidelity Guarantee                                   £50k            £100k
Legal Protection                                     £50k            £50k
Office Equipment                                     not covered     £5,000
Personal Accident                                    £50k            £50k
Loss of earnings/week                                £100            £200
Property Damage                                      £125,261        £123,893
Play Surface                                         £19,346         £21,664

Policy Excess                                        £125            £250


                                      Page       2
                                                 9
                                                 3
* variable depending upon circumstances £350 to £1,000

Came + Company underwritten by Norwich Union (AVIVA)
More details available on website www.parishinsurance.co.uk




                                             Appendix 2



                       ANALYSIS OF EXPENDITURE
                                   2008-2009         2007-2008
                                Spend    Significant   Spend
                                                                 Variances
                                                                 since 07/08
                                                    £                 £            £

                Fees/Subscriptions    1              1,024.73             247.75        776.98

                         Insurance    2              2,954.70             156.97       2,797.73

                        Newsletter    3                 385.00            205.00        180.00

                          Training    4                 300.00            245.00         55.00

                 Postage + Travel     5                 510.96                          538.23
                 Stationery/Office
                       Equipment      6                 184.63                          230.00

        Office Equipment Reserve      7                      -                 -              -

                           Salaries   8              6,527.58             574.26       5,953.32

               Members Expenses       9                      -                 -              -


                                      Page      2
                                                9
                                                4
                  Hire of Premises 10                             226.00                                 236.00
                Recreation Ground
                     Grass Cutting 11                             998.54                                 927.36
                            Hedge
                 Laying/Trimming 12                               210.00                                 201.00

                                     Water 13                     105.43                                  89.19

                             Electricity 14                       390.68                                 381.15

          Play Area Maintenance 15                                411.30            224.83               186.47

                         Repairs 16                               992.19            932.68                59.51
           Maintenance of Flower
                            Beds 17                                80.00             55.00                25.00

               Contingency/Signs 18                               175.00            116.00                59.00
            Parish Freighter/Litter
                          Control 19                             1,267.07          (198.75)             1,465.82

                         Village Halls 20                         150.00                  -              150.00

                   Burial Grounds 21                              600.00                                 550.00
                 Community/Youth
                           Groups 22                             1,015.00          1,015.00                    -

                               Charities 23                        50.00                  -               50.00

                              Elections 24                              -                                 50.32

                     Capital Projects 25                         1,051.04          1,051.04                    -
                      Miscellaneous
                        Expenditure 26                            549.37           (164.40)              713.77

              Lengthsman Scheme 27                               1,734.20          (420.82)             2,155.02

                    Parish Footpaths 28                           880.00           (150.60)             1,030.60

                           Parish Plan 29                               -                 -                    -


         Comments
Budget
  1      Increase in HALC SUB (£50) Ext Auditor (£115) QC application (£50) Domain name renewal (£28)
  2      Increased insurance premium
  3      Extra printing costs (covered by increase in revenue)
  4      CAPS training facility (covered by £300 Parish Talk grant)
  8      Budgetted annual increment £183, pay rise £142 (not fully anticipated),
 15      New gates for play area
 16      Finish Pavilion redecoration and new picnic table top
 17      Bark cost for flower beds

                                               Page      2
                                                         9
                                                         5
  18      Part funding of new gates for play area
  19      Reduction through fewer PF being available
  22      Budgetted one-off support for Village Warden + First Responders
  25      No capital project in 2007 because of Lottery funded new play area
  26      Extra costs in 2007 - Artmarkers (£100), Play Area opening (£167)
  27      Reduced road sweep costs




                                                       Appendix 3
              Annual Return for the year ended 31st March 2009

                   2007/8      2008/9     Variance
Section 1                                                           Detailed explanation of variance
                     £           £         (+/-) £
Box 1
                                                        Reduction following completion of playground
Balances
                   26,257      10,953     (-)15,304     development with payments of (£70,400)
brought
forward

                                                        No capital expenditure planned in precept 2007/8
Box 2
                   16,960      18,804      (+)1,844     Planned capital expenditure in 2008/9 – Bus shelter
Precept
                                                        contribution (£1,050) and Car park barrier (£950)


Box 3
                                                        Extra income in 2007/08 due to Play Area grant
Other              59,671       5,796     (-)53,875
                                                        awards and associated VAT reclaims (£54,000)
income


Box 4
                    6,176       6,750       (+)574
Staff costs

Box 5
Loan
                      nil        nil          nil
interest/capital
repayments
Box 6              85,759      17,018     (-)68,741


                                                Page      2
                                                          9
                                                          6
Other
payments                                             Reduction in 2008/09 due to one-off payments in
                                                     2007/08 for Play Area development (£70,400)




                                                     Planned carry over:
                                                     Planned youth expenditure (£2,880)
Box 7                                                Office equipment replacement fund (£500)
Balances                                             Election costs reserve (£1,450)
                      10,953   11,785    (+)832
carried                                              Minor Highways and Footpaths (£890)
forward                                              Car Park Barrier (£890)
                                                     Parish Plan funding (£772)
                                                     Bank reserve (£4,343)



Box 8
Total
                      10.953   11,785    (+)832      See explanation for Box 7
cash and
investments
Box 9
Fixed assets
                     129,939   136,610   (+)6,671
& long term
assets


Box 10                  nil      nil       nil
Total borrowings



                                                    Appendix 4
                   BANK RECONCILIATION for Financial year ending 31 March 2009

Prepared by A P Shipp, Clerk + RFO                                                 Date         5th May 2009


Balance per bank statement as at 31 March 2009
                                                                                      £              £
Current account (NatWest)                                                          1,880.28
Current account (Alliance & Leicester)                                               819.57
Reserve account (NatWest)                                                          2,443.72
Instant Reserve account (Alliance & Leicester)                                     8,663.90
                                                                                                  13,807.47

                                                                    Cheque no      Amount
Less unpresented cheques                                                 700319    (-314.00)
                   (Current Accounts)                                    700322    (-100.00)
                                                                         700324    (-530.10)
                                                                         bacs tx     (-32.53)
                                                                         700325      (-76.39)
                                                                         700326    (-600.00)
                                                                         700327      (-50.00)
                                                                         700328    (-102.35)
                                                                         700329      (-80.00)
                                                                         700330      (-50.00)

                                             Page      2
                                                       9
                                                       7
                                                                 700331   (-100.00)
                                                                 700332     (-50.00)
                                                                 700333    (-50.00)

                                                                                        (-2,135.37)
Income to bank
Freighter payment received after 31/3/09                                                     100.00
Bank interest paid after 31/3/09                                                               0.74


Net bank balances as at 31 March 2009                                                    11,772.84


Value of stock (stamps etc.)                                                                  12.00


Total cash and Stock 31 March 2009                                                       11,784.84

Cash Book

Opening Balance 1st April 2008                                                           10,953.00
Receipts in the year                                                                     24,600.09
Payments in the year                                                                   (-23,768.25)

Closing Balance per cash book 31st March 2009                                            11,784.84




         Minutes of the Ordinary Meeting of Ewyas Harold Group Parish Council
                             held on Tuesday 2nd June 2009
                            In the Memorial Hall at 7.15 p.m.


       Present
       Councillor B Krige in the chair
       Councillor R Weaver
       Councillor R Baker (Llancillo)
       Councillor P Jinman
       Councillor G James
       Councillor Mrs M Bradley
       Councillor Mrs E Overstall (Dulas) (Left at 19.50 after items 13 and 5.1 discussed)
       Councillor W Preece (Dulas)
       In attendance:
       The Clerk
       1 member of the public


1      Apologies for Absence


                                         Page   2
                                                9
                                                8
      Councillors D Harries and P Sheen

2     Declaration of Interests

      Councillor B Krige declared an interest in 10.1

3     Minutes
      The minutes of the annual meeting of the council held on Tuesday 5th May 2009 were
      approved without amendment.

      N.B The Chairman directed that items 13 and 5.1 would be discussed at this stage to
      allow Councillor Mrs E Overstall to leave the meeting early.




4.1   Ewyas Harold Notice board


       4.1.1    A section of the notice board has been designated as being for EHGPC use only. All
                other notices placed in this section will be removed.
                Resolved.
                That this is noted.


       4.1.2    Prices have been obtained for a replacement notice board in the 2010 financial year
                and an example of the cheapest option was presented to Councillors.
                A1 size without steel back
                     Graphic Pavement Signs £89.00 plus delivery
                A1 size with steel back without supporting posts
                     Whitehill Direct £195 inc delivery
                     Graphic Pavement Signs £165 + delivery
                A1 size with steel back and supporting posts
                    Whitehill Direct £330 inc delivery
                    Graphic Pavement Signs £291 + delivery
                Quality as per Recreation Ground Notice board
                    Metrosigns 600 x 900 (approx A1) £575 + del
                    Metrosigns 900 x 1200 (approx A0) £695 + del


                Resolved
                That given the condition of the existing board and the savings made on insurance
                this year (£734), the Clerk should obtain quotes for an A0 size board (as per
                Metrosigns) and investigate the issues surrounding installation.

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                                                                                 ACTION CLERK


4.2   Colour Printer
      The selected Canon printer is currently out of stock in the UK but deliveries are expected
      during June 2009.
      Resolved
      That this is noted.


4.3   Quality Council
      The Certificate is still with HALC awaiting signature.
      Resolved
      That this is noted



4.4   Annual Returns
      These have been completed and returned to the auditors.
      Resolved
      That this is noted




4.5   Segonzac Twinning
      A presentation was made to Peterchurch PC at their annual meeting, and information on
      Segonzac together with expression of interest forms left with their Clerk. General response was
      very positive and they were prepared to discuss the idea within their Parish.
      The aim is now to hold a summer community meeting to gauge whether there is enough
      support within Golden Valley to move the project forward.
      Resolved
      That this is noted and approved.
      That the Clerk should establish a contact within Peterchurch PC
                                                                                  ACTION CLERK

      It was noted that Ewyas Harold Primary School were still expressing an interest in setting up a
      link within Segonzac.
      Resolved
      That the Clerk would clarify whether initial contacts had been made following an exchange of
      information in March 2009.
                                                                                  ACTION CLERK


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4.6   Freedom of Information Act (FOI)
      FOI webpage has been added and approximately 2/3 of the publication scheme is now
      available through the website. Councillors‟ email contact details have been added to website.
      Councillors are encouraged to view the information and provide the Clerk with feedback.
      Resolved
      That this is noted


4.7   Annual Risk Assessment
      There was a discussion on the risk management in place.
      Resolved
      That a second method for data storage should be included which was independent of the
      Clerk‟s property.
      That the Clerk should bring the amended assessment to the next meeting for approval.
                                                                                  ACTION CLERK




4.8   Sustainability Communities Act
      There was a discussion on possible legislation which could be requested for enactment under
      this Act. Suggestions have to be with central Government by 31st July 2009 therefore any
      response is necessary by the July meeting.
      Resolved
      That there was support for the suggestion that same rights should be afforded to volunteers as
      to employees of Public Sector organisations.
      That Councillor R Baker would provide more information on this subject at the July meeting.
                                                                                       ACTION RB




5     Recreation Ground
       5.1 Monthly Audit
              Play Area Gates - Single gate has dropped because hinge fitting is inadequate
                   Unlocked toilet is dirty and pedestal is cracked
                   Football rail is broken

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                 Builders sack behind pavilion is full of rubbish and requires removing.
              [If unable to contact those responsible Councillor B Krige is prepared, with help, to
              take this to the MH when the next Freighter is due.]
               Litter bins are full and smelling.
                                                                               ACTIONS CLERK
     5.2 Pavilion
         Electrical work requested in 2008 is still outstanding. Mr Ron Cooper has been
         approached by the Clerk and will be meeting him on 3rd June at 5pm to assess the
         necessary work.
          Resolved
          That this is noted


     5.3 Play Area
         RoSPA Inspection took place in April and no major problems were identified, but the
         report has yet to be received.
          Resolved
          That this is noted




     5.4 Car Park Barrier
         There was a brief discussion on the systems already presented.
             Post and rail, telegraph poles, tree trunks etc.
             Grass bund
             Boulders – (costings still outstanding)
             Fownhope system - FPC were contacted and they confirmed that railings were
                  part of a £20,000 refurbishment therefore not sure of specific costs.
                 Woodland Trust suggestions (still to be received)


          Resolved
          That Councillor Mrs M Bradley will measure area required and obtain material quotes
          for boulders and poles.
                                                                                     ACTION MB


6   Local Security Matters

    Local Sergeant’s Plan – identifies several initiatives
        Driver improvement awareness

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          Local foot or cycle patrols prior to police attended meetings
          Debriefing monthly meetings


    Newsbeat – copies to Councillors


    Community Engagement Strategy – attendance at community events (to notice board)
                                                                           ACTION CLERK


7   Correspondence

           Sender          Content
     7.1   Rural        Rural News Focus – 6th May 2009 (email)
           Services
           Community
     7.2   Hayley Crane Feedback on “EH Walkabout” by Herefordshire Housing (email)
                        Two fields identified either side of Callowside for possible
                        development. Land owners (Kentchurch Estate) will be contacted to
                        see if land is available. EHGPC will be kept informed of any
                        progress.
                        Resolved
                        That this is noted

     7.3   Bob Davies      EHCC Saturday fixtures 2009 (email)
     7.4   SLCC            The Clerk – May 2009
     7.5   PSgt            Local Sergeant‟s Plan (email)
           Timothy
           Dugmore         Resolved
                           That this was noted under item 6

     7.6   Fran White      Confirmation of RoSPA inspection for 2009 (email)
                           Resolved
                           That this was noted under item 5.3

     7.7   Herefordshire European Election notices
           Council
     7.8   Paul Keetch   Confirmation of support for EDM 1064 (Local Spending Reports) and
           MP            EDM 1010 (Green Energy Bill)

     7.9   CSO David       Newsbeat – May 2009 (email)
           Rowley
                           Resolved
                           That this was noted under item 6

     7.10 Herefordshire Provision of sandbags
          Council
                        Resolved
                        That standard order would be placed after Clerk has checked stocks.

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                                                                        ACTION CLERK

7.11 Rural           Sustainable Rural Communities Seminar – 26th June 2009 Braintree
     Services        (email)
     Community
7.12 HC              Acknowledgement of road maintenance report for May (email)
     Highways
7.13 Herefordshire   Pride of Herefordshire Awards (closing date for nominations 24th
     Partnership     July 2009)

7.14 Mr Ian Hart     Copy of letter sent to HC Planning querying erection of summer
                     house on land adjacent to EH Common.
                     Resolved
                     That this is noted and that Clerk should request that Planning Officer
                     copies his response to EHGPC.
                                                                         ACTION CLERK

7.15 Peter           Copy letter to Brian Ball re Parish Paths work (email)
     Overstall
7.16 Came &          Parish Council insurance schedule for 2009 and policy documents
     Company
7.17 Anthony         Details of Parish Freighter booking procedure (email)
     Bush
                     Bookings will only be taken by telephone for three months at a time,
                     and only from first working day of the previous month. Clerk has
                     provisionally secured bookings for July and September 2009 but dates
                     and times are still to be confirmed by HC.
                     Resolved
                     That this is noted
7.18 The             Once upon a time- Hereford Photography Festival 14th May to 21st
     Courtyard       June 2009

7.19 Maddy           Diesel spill (email)
     Bradley
                     Car owner drained fuel into road drain which ran into Dulas Brook.
                     Fire Brigade flushed out drains and informed the police of the culprit.
                     Resolved
                     That this is noted

7.20 SLCC            Clerk‟s Bursary Scheme (email)
                     Training for Clerk (50% funding through this scheme) and
                     Councillors would enable EHGPC to make use of Power of Well
                     Being – LGA 2000. Since 2008 this has enabled suitably qualified
                     councils to enter into contracts that benefit the local community,
                     which was before the domain of Central and Unitary Councils. Clerk
                     will keep Councillors informed of the possibilities.
                     Resolved
                     That this is noted.

7.21 CSO Dave        Community engagement strategy (email)
     Rowley
                     Resolved

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                                      4
                              That this was noted under item 6

       7.22 Deaf Direct       Talks on hearing loss and services for hard of hearing (free of charge)
                              Resolved
                              That this is noted and should be placed on notice board

       7.23 HALC              Notice of office move to Berrows Business Centre Hereford
       7.24 Peter             PFO report for June 2009
            Overstall         Resolved
                              That this was noted under item 12.1

       7.25 Andy Shipp        Notice of appointment as part-time Clerk for Llanelly Hill CC
                              Resolved
                              That this is noted
8     Lengthsman Scheme


8.1   Lengthsman work undertaken in May
       Date    Work                                                                           Hours
       2/5/09  Cutting verges M Hall to A465                                                  190/60
       9/5/09  Cutting verges Forge Garage to Trappe House inc Chapel Bank                    170/60
       14/5/09 Cutting verges Gilberts Wood and Priorsfield                                    30/60
       17/5/09 Clear branches from Rowlstone road and clear visibility fences.                 95/60
       21/5/09 Cutting verges Upper House                                                      25/60
       28/5/09 Cutting verges Gilberts Wood and Priorsfield                                    30/60
       30/5/09 Cutting verges Pontrilas entrance, Elmdale to Elmbridge                        210/60
                                                                             TOTAL            750/60
9     Financial Report
9.1   Payments for approval
       Clerk salary                                                          £     535.58
       Stationery/Office Expenses                                            £      23.60
       Clerk postage                                                         £      10.62
       Clerk travel                                                          £      18.78
       HM Inland Revenue (PAYE £8.80 NI £8.45 employee £9.83                 £      27.08
       employer)
       Amey Wye Valley – Road sweep May                                      £      69.00
       Community First Membership 2009-2010                                  £      38.00
       Brian Ball – Parish Paths work (installation of 3 gates - 0809        £     252.00
       budget)
       Herefordshire Council – Parish Freighter bookings July +              £      80.00
       September 2009
       Martin Roper – Lengthsman Scheme May 2009                             £     221.66
       Martin Roper – Grass cutting May 2009                                 £     235.20
       Martin Roper – Waste collection May 2009                              £      78.28


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9.2    Balances as at 2nd June 2009
        NatWest Current account                                             £   2,870.28
        Unpresented cheques                                                 £       618.00
        Cheques/cash to be credited                                         £          nil
        NatWest Business Reserve                                            £ 10,865.37
        Alliance + Leicester Current account                                £   1,406.26
        Alliance + Leicester Deposit account                                £   3,432.31
        Total cash assets                                                   £ 17,956.22
        Consisting of:
        Precept funds                                                       £ 15,414.09
        Lengthsman Scheme                                                   £       449.98
         Balance available but not yet claimed             £    2,547.00
         Administration charge outstanding                 £      254.70
         Available funds for remainder of financial year   £    2,742.28
         (annual allocation £2,547.00)
        Parish Path Funds                                                   £   1,320.40
        Parish Plan Funds                                                   £       771.75




9.3    Payments received


        Vat reclaim for period 1/10/08 to 31/3/09                               £            608.82



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


9.4    Appointment of Internal Auditor
       EHGPC discussed the requirements for this appointment.
       Resolved
       That Mrs Jenni Chapple should be asked to continue as Internal Auditor for 2009/10
                                                                                    ACTION CLERK


10     Planning
10.1   Application number DCSW2009/0313/F
       Notification of Planning Permission


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                                                 6
        Site:               Ewyas Harold Village Store, Ewyas Harold, Herefordshire. HR2 0EX
        Description:        Proposed ground floor extension and internal alterations to residential
                            accommodation.


       Resolved
       That this is noted
10.2   Planning Application DCSW2009/1006/F
        Site:               Bridge Farm Lodge, Ewyas Harold, Herefordshire. HR2 0JB
        Description:        Proposed livestock housing building
        Application         Full
        Type:
        Applicant:          Tom + Jo Morgan-Rolfe, Bridge Farm Lodge, Ewyas Harold,
                            Herefordshire. HR2 0JB
       Resolved
       That EHGPC has no objections to this application


11     Road Maintenance and Related Matters


        11.1       Abbey Dore Road –B4347 (Grid Ref 3392 2294)
                   Gulley is eroding back under road surface opposite to footpath EH7.
                   Resolved
                   That the Clerk should report this to HC
                                                                                ACTION CLERK
12     Footpaths


12.1   Footpaths Officer’s Report June 2009

       EH 18. The gate leading off the King Street pitch opposite golden Grove is overgrown and the
       fingerpost is missing. Brian Ball will clear the undergrowth and fix the new two-way post we
       have received from Hereford.

       EH 13. The stile at the end of School road has now been replaced by a wooden gate.

       EH 4. The stile at the Abbey Dore road end has now been fixed by the landowner.

       Peter Overstall


13     Parish Newsletter
       Draft Newsletter was presented for approval. It was noted that to reproduce this Newsletter,
       featuring pictures of the Butterfly Conservation Meadow, in colour could cost up to £260 or
       twice the normal figure.
       Resolved

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     That content was approved
     That as a one-off expense this edition should be funded from the outstanding funds in the
     Parish Plan budget.
     That an article should be included to point out the need for extra advertising revenue if future
     issues were to be published in colour.


14   Parish Website

           Freedom of Information page now included
         Resolved
         That this is noted


           Improvements to website were discussed.
         Resolved
        That an information Notice Board should be established in the right hand column of the
        home page.
                                                                                ACTION CLERK
        That costings should be obtained for the incorporation of the Quality Council logo onto the
        web pages.
                                                                                   ACTION CLERK




15   Items for Future Discussion
           Review of Financial Regulations
           Discuss the possible future invitation of Local or Euro MP


     The Meeting closed at 9.00pm


     Chairman



     Date




            NEXT MEETING              July 7th 2009

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                Future Meetings
                                          Aug 4th
                                          Sept 1st
                                          Oct 6th (Rowlstone)




        Minutes of the Ordinary Meeting of Ewyas Harold Group Parish Council
                                    held on Tuesday 7th July 2009
                                  In the Memorial Hall at 7.30 p.m.


      Present
      Councillor P Sheen (Rowlstone) in the chair
      Councillor B Krige
      Councillor Mrs J Webb
      Councillor P Jinman
      Councillor D Harries
      Councillor Mrs M Bradley
      Councillor Mrs E Overstall (Dulas)
      Councillor W Preece (Dulas)
      In attendance:
      Councillor J B Williams (Pontrilas ward)
      The Clerk
      1 member of the public


1     Apologies for Absence

      Councillors R Weaver, R Baker, G James and Mrs M Williams

2     Declaration of Interests

      None declared

3     Minutes
      The minutes of the ordinary meeting of the council held on Tuesday 2th June 2009 were
      approved with the following amendment:


      Item 1 Councillor Mrs J Webb should be added to apologies for absence

4.1   Quality Council Status
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      Apologies have been received from HALC and a new signed certificate will be printed and sent
      out this week.
      Resolved
      That this is noted




4.2   Power of Well Being (See appendix 1)
      This part of the 2000 Local Government Act enables parish councils to cut out red tape and
      undertake projects for the local community which previously had to go through Unitary
      Councils or Central Government


      To enable EHGPC to be eligible it is necessary for:
          At least 80% of Councillors to have received training. This can be done within the
             Parish by booking a 2 hour presentation from HALC (Normal cost £100 but this has
             been waived as a compensation for the problems with issuing quality certificate)
          EHGPC to produce a Statement of Intent to Communicate (HALC have model
             statement which can be modified)
            Clerk to complete extra module on CiLCA (Information for portfolio will be provided
             at same presentation as for Councillors.
            Other conditions have already been met through attaining QC status


      Resolved
      That the Clerk should draw up a list of suitable dates so that EHGPC Councillors and Clerk can
      undertake necessary training.
                                                                                 ACTION CLERK


4.3   Twinning with Segonzac -update
         Meeting with Helen Jones (Anglo French Community)
               o Provisional arrangement for return weekend visit in November 2009 by up to 4
                   couples from Segonzac.
               o Segonzac Newsletters (6) for distribution
               o Gift of wine (could be used for future public meeting)
         Peterchurch feedback
               o Parish Council have identified their Clerk as the point of contact
               o Two expressions of interest so far
            Schools
                o EH Primary hopefully will set up link

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                 o No positive feedback so far from Kingstone High School
      Resolved
      That Councillor Mrs J Webb should liaise with school
                                                                                       ACTION JW


      Resolved
      That public meeting should be arranged (provisionally set for September 14th at 7pm)
      That involved members of the Council should arrange a meeting in August to discuss aims of
      September meeting and the way forward.
4.4   Freedom of Information Act
      The initial policy for document retention was presented. (See appendix 2)


      Resolved
      That this policy should be adopted.


4.5   Risk Assessment
      The following modifications were made to the annual risk assessment (see appendix 3):
          Public Liability (statutory) Increase cover to £10m
          Employers Liability (statutory) Increase cover to £10m
            Fidelity Guarantee (statutory) Increase cover to £100k
            Property Continue with existing cover increasing excess to £250
            Hirer‟s Indemnity Obtain cover of £2m
            Loss of data on PC due to system fault, fire or theft. Auto back up data on-line


      Resolved
      That the assessment is approved.


4.6   Sustainability Communities Act
      There was a discussion on possible legislation that could be enacted under this Act. There was
      support for the suggestion of protection for volunteer workers, and examples of how this might
      affect conditions of service were provided by Councillor R Baker (see appendix 4).


      Resolved
      That the following legislation to be included: “The same rights should be afforded to
      volunteers as to employees of Public Sector employers”
      That this statement together with examples of possible benefits should be sent to HC.
                                                                                  ACTION CLERK




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4.7   Pavilion Booking
      The current system for booking the pavilion which gives priority to the Cricket and Football
      Clubs, can lead to problems with other bookings if the Clerk is not provided with fixture lists
      in advance.
      Resolved
      That Clubs should be made aware that they have a responsibility to ensure that they keep the
      Clerk informed of their booking requirements.
                                                                                   ACTION CLERK
      Payments for use of facilities
          EHFC - Clerk passes on electricity and water costs
          EHCC - Send payment of £6 per home match but at end of season to allow for
           cancellations. Appears that no payment has been made since 2006 (£78)
          Private users - £15 per booking
          Local school and playgroups (mainly sports days) - free of charge


      Resolved
      That the Clerk should inform the Cricket Club of the arrears in their payments.
                                                                                   ACTION CLERK
      That charging rates are reviewed at the next Council Meeting.



4.8   EH Village Notice Board

      Concrete posts 42” apart and 24” high in situ therefore does not appear to be a problem with
      installation of replacement.
      Likely costs
      Metrosigns (Delivery £35)
            60h x 90w (approx A1) £575 (inc posts)
            90h x 120w (approx A0) £695 (inc posts)


      (Signs of the Times (Delivery £40-£45)
           60h x 90w £570 + del
           90h x 120w £725 + del
           Posts £92.61 (mild steel) £108.00 (stainless steel)
      Resolved
      That Clerk should obtain quotes for sign only part lockable to allow use by the community as
      well as EHGPC.
                                                                                   ACTION CLERK


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5   Recreation Ground
    5.1 Monthly Audit
           Toilet: Cleaned and brush left. Need to consider replacing pan + lid (prices on-
             line for a heavy duty replacement seem to range from £200(ceramic)-
             £300(stainless steel).
            Resolved
            That Councillors Mrs E Overstall and B Krige would supply Clerk with alternative
            sources as these prices were considered too high.
                                                                               ACTION EO + BK

                 Bin clearing. Possibility of emptying bins more frequently than every 7 days in
                  hot weather was considered. This raised two other concerns
                      o Increase in cost
                      o Need to find area to store bags until collection on Thursdays
            Resolved
            That the Clerk should check with HC what the possibilities were of including a
            wheelie bin system or similar and what would be the associated costs
                                                                               ACTION CLERK
                 Moles are active again
                 3 dogs running around field without any control
            Resolved
            That Clerk should look into controls that may be available beyond those which are
            already in place.
                                                                            ACTION CLERK
            That the Clerk establishes ownership details of Recreation Ground and obtains
            details of land registration possibilities
                                                                               ACTION CLERK
                 Considerable rubbish on field


    5.2 Pavilion
          5.2.1    Electric Circuits
                   Electrical work has been completed but PAT testing is still required.
                   Resolved
                   That Clerk should obtain details of suitable contractors.
                                                                               ACTION CLERK
          5.2.2    Pavilion Rail
                   A replacement for the rotting rail would cost approximately £40 from
                   Advance Joinery and then there would be fitting costs.
                   Resolved
                   That this is noted.

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5.3 Play Area
    RoSPA Inspection took place in April and no items were identified above low risk
    (usually indicates monitor only)
    However, locally it was felt that some of the low risk areas did require remedial work.
     Play Area Gates
         Ensure 12mm gap to remove finger entrapment risk
            Single gate closes too quickly and grounds.


     In-house findings - Hinges need re-setting. Hanging posts still have movement despite
     concreting in some time ago – may need digging out and replacing as have possibly
     rotted/snapped off.
     There has been a request by some children using the gates to consider attaching
     push/pull signs.


     Roundabout
         Unit appears loose – check and reset

     Maintenance doesn‟t allow for adjustments therefore need to contact HAGS


     Swings
     Bird fouling, swings need cleaning


     Resolved
     That the Clerk should arrange for this maintenance to be undertaken.
                                                                         ACTION CLERK



5.4 Car Park Barrier
    Councillor Mrs M Bradley presented several costed options.
     Resolved
     That a post and kick rail system covering an 80 metre run should be considered both

                               Page    3
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                                       4
           with and without the kick rail. Councillor Mrs M Bradley to obtain 3 quotes.


                                                                                    ACTION MB




6   Local Security Matters



          Newsbeat – Copies of June and July issues to Councillors


          Firearms - Three individuals were found to be discharging high velocity air rifles on
           the Common after dark.


       Resolved
       That this is noted


7   Correspondence

            Sender            Content
     7.1    Jeremy Harris     Confirmation of EH Primary Schools interest in Segonzac link
                              (email)
                              Resolved
                              That this was noted in item 4.3

     7.2    CSO Dave          Newsbeat – June 2009 (email)
            Rowley
                              Copies to Councillors

     7.3    Community         E-Bulletin 5/6/09
            First
     7.4    Rural Services    Rural News – 9th June 2009 (email)
            Community
     7.5    Mr P Gray         Sale of Oldfield House and adjoining land. The Planning Officer has
                              confirmed that all previous applications have lapsed on this site and
                              that any future building development on this site would require a
                              new planning application.
                              Resolved
                              That this is noted

     7.6    HC                RoSPA Annual Inspection

                                    Page     3
                                             1
                                             5
       Environment
                        Resolved
                        That this was noted in item 5.3

7.7    NALC             Annual Conference – 4th + 5th September 2009 (email)
7.8    Rural Services   Rural News – 15th June 2009 (email)
       Community
7.9    Dave Gladwin     Parish Freighter query + Play Area request (email)

                        Resolved
                        That this was noted in item 5.3

7.10   Anthony Bush     Invitation to Regional Spatial Strategy Event July 7th 2009 (email)

7.11   HC               Copy of response to Mr Hart re alleged unauthorised structure on
       Regeneration     EH Common.
                        Planning contravention notice has been served by the Planning
                        Officer.

                        Resolved
                        That this is noted

7.12   Community        E-Bulletin 19/6/09
       First
7.13   SMP              Flyer re play equipment under Playbuilder project.
7.14   Glasdon          Product Catalogues
7.15   Rural Services   Request to extend distribution (email)
       Community
                        Resolved
                        That this is noted
7.16   Amanda           Expression of interest in attending EHGPC meetings (email)
       Peters
7.17   Bob Davies       Taverners cricket team fixture list + update of officers (email)
7.18   Andy             Youth scheme and proposed skate facility.
       Robertson
                        It was noted that consideration for this facility under a local youth
                        scheme had been put on hold since December while Herefordshire
                        Youth Services carried out a survey of needs within the wider
                        catchment area. This information is still outstanding with no set date
                        for its delivery.
                        Resolved
                        That EHGPC would bring back youth facilities as an agenda item
                        for next month and discuss this as a local issue.

7.19   John Sandwell    Expression of interest in Golden Valley twinning (email)

                        Resolved
                        That this was noted in item 4.3


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                                       6
7.20   Frances           Expression of interest in Golden Valley twinning (email)
       Harvey
                         Resolved
                         That this was noted in item 4.3

7.21   CommuniCorp Clerks & Councils Direct – July 2009
7.22   SLCC              National Conference 2009 – 23/10/09 to 25/10/09
7.23   NALC              Chief Executive Report (email)
7.24   Rural Services    Impact of recession on rural housing – request for feedback
       Network

7.25   Herefordshire     HVA News – June/July 2009
       Voluntary
       Action
7.26   Rural Services    Weekly Rural Focus -30 June 2009 (email)
       Community
7.27   Hereford          Made in Herefordshire Exhibition – 18th July to 2nd September 2009
       Museum            (poster)
7.28   npower            Confirmation of continuation of electricity supply contract
7.29   Liz Overstall     Community First Responder(CFR) Report (see appendix 5)

                         Resolved
                         That the Clerk should write to Anthony Marsh (Chief Executive of
                         West Midland Ambulance Service) deploring the erosion of support
                         for CFRs in Herefordshire.
                                                                        ACTION CLERK


7.30   SLCC              The Clerk – July 2009
7.31   Andy              Youth facilities. A letter highlighting the failure of this scheme to be
       Robertson         moved forward and requesting that EHGPC put this back on their
                         agenda.

                         Resolved
                         That this is noted


7.32   Rural Services    Weekly Rural Focus -6 July 2009 (email)
       Community
7.33   Rural Services    Parish News – July 2009 (email)
       Network
7.34   NALC              Networking lunch – Hereford 25th September 2009 (email)
7.35   Peter Overstall   PFO Report for July (email)

                         Resolved
                         That this was noted in item 12.1
7.36   Dave Gladwin      Suggestions for future publication of Newsletter.


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                                        1
                                        7
                               Paperwork given to Councillor Mrs E Overstall

       7.37   Richard Baker    Information for discussion on Sustainability Communities Act
                               (email)

                               Resolved
                               That this was noted in item 4.6
       7.38   CSO Kate         Golden Valley News Beat – July 2009 (email)
              Middleton
                               Copies to Councillors
       7.39   CSO Kate         Reminder of on-line crime mapper system (email)
              Middleton

       7.40   Anthony Bush     Latest Swine Flu information (email)
              (HC)
       7.41   NALC             2009 NALC Leadership Academy – 15th to 18th September 2009
                               (email)
       7.42   Rural Services   Public Service Delivery – one-day course 22nd September 2009
              Network          (email)


8     Lengthsman Scheme


8.1   Lengthsman work undertaken in June
       Date    Work                                                                       Hours
       11/6/09 Cutting verges Gilberts Wood and Priorsfield                                30/60
       20/6/09 Cutting verges Forge Garage and roundabout                                  50/60
       25/6/09 Cutting verges Gilberts Wood and Priorsfield                                30/60
       25/6/09 Cutting verges Prill Road                                                   40/60
               15 litres of spray
                                                                               TOTAL     150/60


      Resolved
      That this is noted and approved.


9     Financial Report
9.1   Payments for approval
       Clerk salary                                                            £        535.58
       Stationery/Office Expenses                                              £          25.41
       Clerk postage                                                           £          31.94
       Clerk travel                                                            £          37.57
       HM Inland Revenue (PAYE £8.80 NI £8.45 employee £9.83                   £          27.08
       employer)
       Amey Wye Valley – Road sweep June                                       £          69.00
       R D Cooper – Pavilion electrical works                                  £        247.00

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                                                1
                                                8
       Martin Roper – Lengthsman Scheme June 2009                              £             59.44
       Martin Roper – Grass cutting June 2009                                  £            226.33
       Martin Roper – Waste collection June 2009                               £             80.00
       Dover + Co Printers – Newsletter printing                               £            318.00




9.2   Balances as at 7th July 2009
       NatWest Current account                                                 £           2870.28
       Unpresented cheques                                                     £            428.00
       Cheques/cash to be credited                                             £             38.00
       NatWest Business Reserve                                                £       10,865.37
       Alliance + Leicester Current account                                    £            378.46
       Alliance + Leicester Deposit account                                    £           3266.58
       Total cash assets                                                       £       16,990.69
       Consisting of:
       Precept funds                                                           £       14,711.31
       Lengthsman Scheme                                                       £            197.23
        Balance available but not yet claimed              £      2547.00
        Administration charge outstanding                  £       254.70
        Available funds for remainder of financial year    £     2,489.53
        (annual allocation £2,547.00)
       Parish Path Funds                                                       £           1,310.40
       Parish Plan Funds                                                       £            771.75




9.3   Payments received


       Mrs Theresa Isaacs – Pavilion Booking 26/6/09                           £             15.00
       Mrs Jo MacDonald – Pavilion Booking 19/6/09                             £             15.00
       Mrs Sue Miles – Pavilion Booking (Toddlers) 16/6/09                      £             8.00
      Resolved
      That the monthly financial statement is accepted and that payments should be made.



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                                                9
10     Planning
10.1   Application number DCSW2009/1018/F


        Site:               7 Lion Terrace, Ewyas Harold, Herefordshire. HR2 0ER
        Description:        Single storey extension to the front of the property.
        Application Type:   Full
        Applicant:          Miss Laura Prowse, 7 Lion Terrace, Ewyas Harold, Herefordshire.
                            HR2 0ER
       Resolved
       That EHGPC has no objections to this application


10.2   Application number DCSW2009/1049/F


        Site:               Dineterwood, Ewyas Harold, Herefordshire. HR2 0EL
        Description:        Proposed extension to existing dwelling to form single storey sunroom
        Application Type:   Full
        Applicant:          Mr Herbert Collins, Dineterwood, Ewyas Harold, Herefordshire.
                            HR2 0EL
       Resolved
       That EHGPC has no objections to this application


10.3   Application number DCSW2009/1092/F


        Site:               Cedars Cottage, Ewyas Harold, Herefordshire. HR2 0EZ
        Description:        Proposed front porch, garden room and kitchen extension. Replace
                            kitchen flat roof with pitched roof
        Application Type:   Full
        Applicant:          Mr + Mrs Cooper-Tomkins C/O The Agent Mr Andrew Powell,Yew
                            Tree Cottage, Brockhampton. HR1 4SJ


       Resolved
       That EHGPC has no objections to this application


10.4   Application number DCSW2009/1098/F


        Site:               Memorial Hall, Ewyas Harold, Herefordshire. HR2 0EL
        Description:        Installation of Photovoltaic (PV) panels on the SE facing roof
        Application Type:   Full
        Applicant:          EHMH Committee, Memorial Hall, Ewyas Harold, Herefordshire.
                            HR2 0EL
                                        Page     3
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                                                 0
       Resolved
       That EHGPC has no objections to this application




10.5   Application number DCSW2009/1215/F


        Site:               Middle Cefn Farm, Dulas, Herefordshire. HR2 0JH
        Description:        Conversion of existing barns to form two dwellings.
        Application Type:   Full
        Applicant:          Mr + Mrs Briggs, Middle Cefn Farm, Dulas, Herefordshire. HR2 0JH


       Resolved
       That EHGPC has no objections to this application
       Comments.
       It is noted that the development is outside the settlement boundary.
       It is noted that the development is on the skyline and overlooking the Black Mountains.


10.6   Application number DCSW2009/1259/F


        Site:               Land adjacent to Hazelwood, Ewyas Harold, Herefordshire. HR2 0EU
        Description:        Construction of one pair of semi-detached four-bedroomed houses,
                            with integral garages and associated parking.
        Application Type:   Full
        Applicant:          Mr Castle, Hazelwood, Ewyas Harold, Herefordshire. HR2 0EU



       Resolved
       That EHGPC has no objections to this application
       Comments.
       It is important to ensure that the type of brick used in the construction is in keeping with the
       centre of a historic village.
       To tie the property into the centre of the village, it would be a good idea to get the developer to
       build a boundary wall in stone. This would connect with the existing stone wall of Hazelwood

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       and on the other side with the stone of the Temple.


10.7   Application number DCSW2009/1018/F
       Notification of Planning Permission
        Site:                7 Lion Terrace, Ewyas Harold, Herefordshire. HR2 0ER
        Description:         Single storey extension to the front of the property.



       Resolved
       That this is noted.


10.8   Application number DCSW2009/1813/E
       Notification under Electricity Act 1989 – Herefordshire Council make no objections
        Site:                Land east of Elm Green Farm, Ewyas Harold, Herefordshire. HR2 0JA
        Description:         Installation of new additional Tee pole and repositioning the existing
                             11kv line.



       Resolved
       That this is noted.


11     Road Maintenance and Related Matters


        11.1      A465 (Pontrilas junction)
                  The Highways Department have been informed that advertising hoardings are
                  being erected at this dangerous junction.
                  Resolved
                  That this is noted.


        11.2      Abbey Dore Road –B4347 (Grid Ref 3392 2294)
                  Gulley is eroding back under road surface opposite to footpath EH7.
                  This was reported in June but it appears that no action has been taken despite
                  the possibility of the road edge collapsing.
                  Resolved
                  That the Clerk should raise this concern with HC
                                                                               ACTION CLERK


       Suspension of Standing Orders
       It was moved by the Chairman that Standing Orders should be suspended to allow all agenda
       items to be discussed.
                                          Page   3
                                                 2
                                                 2
       Carried unanimously




12     Footpaths


12.1   Footpaths Officer’s Report


       DU 10. The finger post has now been replaced.

       EH18. The gate opposite Golden Grove has been cleared and a new two-way finger post
       installed.

       EH 33. The stile is broken where the path crosses the track leading to Paradise cottage. The
       landlord has agreed for this to be replaced by a metal gate.


       Peter Overstall – July 2009



12.2   Bridleway through Great Walk Mill
       There is an electric cable across this bridleway which people using this route have to step over.
       Resolved
       That the Clerk reports this to the FPO.
                                                                                      ACTION CLERK


12.3   Church Lane
       It was reported that the gate at the end of this lane (installed within the last few weeks) was
       greatly appreciated.
       Resolved
       That this noted


13     Parish Newsletter
           The next Newsletter is due for publication in September and Councillors were
              reminded that consideration should be given to suitable articles for inclusion.
                                        Page     3
                                                 2
                                                 3
         Suggestions
           o Current School Exhibition
           o Flicks in the Sticks launch as an independent promoter from 6th November 2009.


          To maintain future publications in colour it would be necessary to obtain extra revenue
           through advertisements and it would be helpful to the volunteer editor if EHGPC would
           consider taking on someone with this express role.
     Resolved
     That this is noted



14   Parish Website

           Notice Board has been established in the right hand column of the home page.
           Freedom of Information page continues to be populated


            Resolved
            That this is noted


15   Items for Future Discussion


           Review of Financial Regulations
           Discuss the possible future invitation of Local or Euro MP
           Youth Facilities
           Pavilion Bookings


     The Meeting closed at 9.40pm


     Chairman



     Date



                          NEXT MEETING                          August 4th 2009

     Future Meetings
     September 1st
     October 6th (Rowlstone)
     November 3rd

                                    Page    3
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December 1st




                                         Appendix 1

The Well Being Power was introduced in 2000 to increase local authorities' capability to act
on behalf of their areas. It allows principal local authorities in England and Wales to do
anything they consider likely to promote the economic, social and environmental well-being of
their area unless explicitly prohibited elsewhere in legislation.

The Local Government and Public Involvement in Health Act 2007 will provide a number of
new powers to town and parish councils, the most significant of which is the power of
wellbeing. The power of wellbeing will provide town and parish councils with a general power
to spend on any activity which adds to the wellbeing of its community. There will be new
criteria which each council will have to meet if they wish to exercise the power.

The extension of the power of well being to the first tier of local government is a significant
achievement, allowing councils to operate for the benefit of their communities outside previous
legislative restraints.
With the use of this power EHGPC may be able to address local issues which have so far met
with inaction at unitary level due to funding/staffing shortfalls.


                                         Appendix 2

                       Retention of Documents and Records
             (Based on NALC Legal Topic Note (LTN) 40 – November 2007)

 This policy details the minimum retention time required for council
 documents before disposal in order for the council to comply with the
 Freedom of Information Act 2000 Publication Scheme. Where variable times
 are indicated the Council will review storage after the minimum period has
 elapsed.

                  Document                          Minimum                Reason
                                                     Period
 MINUTES

 Approved minutes                                   Indefinite            Archive
 Draft/rough/notes of minutes                     Until minutes         Management
 taken at meetings                                are approved

                                Page    3
                                        2
                                        5
FINANCE

Receipt and Payment Accounts                  Indefinite           Archive
Paid invoices                                  6 years              VAT

VAT records                                    6 years               VAT
Bank Statements                            Last completed            Audit
                                             audit year
Paying in books                            Last completed            Audit
                                             audit year
Cheque stubs                               Last completed            Audit
                                             audit year
Scales of fees and charges                     5 years         Management

Members allowances register                6 years          Tax, Statute of
                                                            Limitations

PLANNING

Permissions                                    6 years         Compliance
Permissions - on appeal                       Indefinite        Precedent
Permissions - commercial or                   Indefinite    Future compliance
development
Refusals                                        2 years           Appeals

INSURANCE

Insurance policies                              2 years        Management
Certificates of Employers’ Liability           40 years      Limitation period
Insurance


OTHER


Quotations and tenders                     12 years         Statute of
                                           /indefinite      Limitations
Title deeds, leases, agreements,           Indefinite       Audit,
contracts                                                   Management


Routine correspondence, papers,            Retain as long
notes & emails                             as useful




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                                   Appendix 3
                 Ewyas Harold Group Parish Council – Risk Assessment 2009

  Service Area                       Risk                          Recommendation
Insurance          Public Liability (statutory)             Increase cover to £10m
                   Employers Liability (statutory)          Increase cover to £10m
                   Money (statutory)                        Continue existing cover (£250K)
                   Fidelity Guarantee (statutory)           Increase cover to £100k
                   Property                                 Continue with existing cover
                                                            increasing excess to £250
                   Hirer‟s Indemnity                        Obtain cover of £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, Back up data on daily basis
                   fire or theft.
                                                           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 All records stored within folder
                   services of Clerk                       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

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                                       7
                                                         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.

                    Data protection                      Ensure annual registration with
                                                         Information Commissioner




                                      Appendix 4
                           Protection of Voluntary Workers
1.    Persons who provide a service in the voluntary sector should not be
disadvantaged in any way financially for undertaking the role. There should be agreed
mileage and subsistence rates that provide the volunteer with a realistic return on their
investment of time and effort. This financial support should extend to accidental
damage to vehicles, equipment or clothing whilst undertaking their role as volunteers
for the organisation.
2.   Volunteers should be provided with accident insurance that will provide a
reasonable sum to cover loss of earnings should the volunteer become incapacitated
due to an accident occurring in the line of duty. This insurance should also provide a
death in service for the volunteer’s next of kin or spouse.
3.    Volunteers should be provided with the appropriate personal protective
equipment that would enable them to carry out their role in safety. Volunteers with
regard to Health and Safety legislation should treated as employees as far as
providing a safe working environment.
4.    All volunteers should have free and unrestricted access to occupational health
services as appropriate. There should not be a differential between employed persons
and volunteers for health support in the line of duty.
5.   Volunteers although not employees of an organisation should be treated fairly
and no discrimination should be allowed between persons undertaking similar roles or
undertaking tasks set by the organisation.




                               Page   3
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                                      8
                                          Appendix 5

                            Community First Responder Report

Hereford and Worcester Ambulance Service was taken over by West Midland Ambulance
Service in 2007 around the time Ewyas Harold GPC got involved. At that time there was a
good Community Response Manager at Hereford. At that time there was a good Policy and
Procedures Agreement that detailed the relationship between the Ambulance Service and the
CFRs, clearly laying out what the Ambulance Service would provide (insurance, occupational
health cover, support, equipment and protective clothing) and what they expected from the
CFRs from the point of view of behaviour, training, uniform, equipment, fund-raising.

Since 2007 we have seen the steady removal of material support for CFRs from WMAS.
Although they protest they are 100% behind us, they:

    no longer provide any uniform, not even high visability jackets which are an important
      safety item.
    no longer provide occupational health care in spite of the fact that Hep B injections are
      required for the job we do,
    only pay mileage at 20p per mile which is half what HM Revenue and Customs allows.
      The Ewyas Harold Group covers a wide geographical area. We are often called out to
      16 – 20 mile round trips.
    expect CFRs to continue to provide over £2,000 for the purchase of each medical
      equipment bag, but in addition they expect CFRs to fundraise for the items they are
      ceasing to provide AND IN ADDITION anything else that WMAS may deem
      necessary in the future.

We have been asked to sign an Agreement (copy attached) which has not been consulted. This
agreement seeks to replace the former agreement with Hereford and Worcester Ambulance
Service, but its own text states that it is not a legal document.

We have been told that if we do not sign it, we shall have to resign. We have been told that “it
protects us” but it does not seem to do any such thing. We are currently negotiating with
WMAS regarding this document and we need the support of the GPC.




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