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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
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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
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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
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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
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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
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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
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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
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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
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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.
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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
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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
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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
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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
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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)
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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
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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
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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
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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.
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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
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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.
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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
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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
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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
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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
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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.
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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
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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
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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:
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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
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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
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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
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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.
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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
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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
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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
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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
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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.
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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
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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
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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
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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
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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
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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
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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
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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:
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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
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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
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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
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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.
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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
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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
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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
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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
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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.
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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
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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
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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
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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
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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
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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.
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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:
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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
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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
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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
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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
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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
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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)
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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
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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.
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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
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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
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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
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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.
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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.
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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
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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
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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
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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
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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
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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.
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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
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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
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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%
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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
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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
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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
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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
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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
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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
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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
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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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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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(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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0
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
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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.
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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
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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,
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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
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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
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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
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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
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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.
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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
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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
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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”
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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
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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
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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
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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
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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
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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
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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.
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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
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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.
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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
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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.
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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.
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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
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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
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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)
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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.
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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
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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
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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
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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
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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
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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
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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
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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
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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.
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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
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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:
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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
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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.
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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
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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.
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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
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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
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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
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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
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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
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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.
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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..
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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
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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
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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.
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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.
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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
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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
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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
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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
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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
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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
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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
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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
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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
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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
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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
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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.
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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.
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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
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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
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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)
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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
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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
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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
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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
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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.
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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
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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.
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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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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
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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
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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
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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)
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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
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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
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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
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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
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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
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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.
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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
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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)
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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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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.
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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
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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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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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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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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
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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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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.
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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
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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
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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
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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
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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
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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
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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
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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.
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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
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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:
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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
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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
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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
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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.
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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
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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
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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
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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
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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
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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
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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
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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
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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
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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
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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
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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
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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
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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.
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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
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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
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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
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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
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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)
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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
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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
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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
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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
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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
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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
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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
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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
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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)
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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
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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.
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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.
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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
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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
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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
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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
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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
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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
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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
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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
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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
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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
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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
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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
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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.
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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.
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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
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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
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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
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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
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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
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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
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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
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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.
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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
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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.
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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
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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
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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
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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
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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
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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
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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
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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
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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
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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
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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
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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
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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
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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 - - -
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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
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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
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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)
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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
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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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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
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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
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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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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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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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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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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
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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.
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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.
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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
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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
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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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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.
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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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