Minutes 24th June 2014

A Meeting of Llangarron Parish Council was held on Tuesday, 24th June 2014 at Llancloudy Chapel at 8.00 p.m. with Mr. P.J. Bailey in the Chair.

Present at the Meeting were Councillors Bailey, Chamberlain, Cooper, Fisher, F.J. Lane, G.E. Lane and Phillips. There were 2 members of the public present.

Apologies of absence were received from Hfds. Ward Councillor for Llangarron Mrs. J. Hyde and Councillors Brewer, Hayward, Jones and Morehead.

PUBLIC PARTICIPATION No items raised.

Declaration of Interest

P.J. Bailey – Discussion re Clerks Salary and Planning Application P140207/F – Little Trewen.

Minutes of the last Meeting

The Minutes of the Meeting held on Tuesday, 27th May, 2014 having been previously circulated, were taken as read, confirmed and signed as a true and correct record by the Chairman.

Matters Arising

Planning Decisions:
P141/119/F – Proposed replacement of roof cladding at Llangrove Village Hall, Llangrove, Ross on Wye, Hfds. for Mr. C. Harris, Chairman of Llangrove Village Hall Management Committee. Planning Permission Granted.

Other Matters:
Code of Conduct – This Seminar had been cancelled owing to family bereavement for the Guest Speaker. It was noted that this was to be rearranged in due course.
Bank Signatories – Clerk confirmed that Mr. Jones had completed application and that this was now going through.

Highways  Old Matters:

Up Dates – Locality Steward – The Clerk had responded to Balfour Beatty as instructed at last meeting and response received that a Locality Steward had commenced work on Ross on Wye area as of 16th June and he would be in contact with Parish Council at an early date. Agreed if nothing heard prior to next meeting that Clerk should chase up.
Parking Restrictions at Llangrove Academy – Letter received stating that the matter had now gone out to public consultation. Agreed no further comment to add and Clerk to instruct Balfour Beatty to go ahead as soon as possible.
Parish Lengthsman – Clerk reported that she had now received signed contract and copy of insurance from Mr. Griffiths which she had in turn forwarded on to Balfour Beatty. An invoice had been received in the sum of £924 which was for works quoted for and agreed with Mr. Lane, Lengthsman Administrator. At the proposal of Miss Cooper and seconded by Mr. Chamberlain agreed to pay same. Mr. Lane thanked Mr. Griffiths for the work done at Tre Essey crossroads which had been done well and resolved problem. He also suggested that no further money should be spent on the drain system adjacent to Little Bernithan where tree roots were growing into drains and blocking, as this should be referred to landowner in future. Mr. Griffiths commented that he felt this was the correct route to follow also. Turning to future works Mr. Lane as Administrator had instructed Mr. Griffiths to quote for further works and a quote had been received and studied by Mr. Lane. It was agreed to instruct Mr. Griffiths to proceed with quote in the sum of £787 plus VAT

Highways New Matters

Overgrown Hedge adjacent to A466 – The Clerk reported that a householder in Llancloudy had registered a complaint that the hedgerow at Brooklands, Llancloudy was growing out into the road and was impairing visibility in the area. At proposal of Miss Cooper and seconded by Mr. G.E. Lane it was agreed to write a letter to the offending landowner and request that in the interest of road safety that they trimmed the hedge back – this was dealt with in the same manner as with previous complaints received from residents in respect of overgrown hedgerows.
Verge cutting – it was noted that some junctions and bad spots had been trimmed. Clerk confirmed that she had telephoned Balfour Beatty and they had confirmed that no more verge trimming would take place in other areas – it would only been visibility spots.

Footpaths

P3 Scheme – Clerk reported that Grant of £1260 had been received and the new Contract had now been signed off by Mrs. Fisher and returned to Balfour Beatty.
Footpath Officer Report – Mrs. Fisher reported that Can Do Crew were due to carry out repairs to Bridge on LG36 at Tower Hill in near future and she was organising vegetation clearance. She also reported that a complaint had been received regarding Franks Lane, but as this was outside remit of P3 scheme no work could be carried out by Parish Council. The Clerk would reply to complainant suggesting they contact Hfds. council who were responsible for the maintenance on this lane.

Planning Applications

P140207/F – Change of Use of the annexe (known as The Mews) and the adjacent single unit for holiday let accommodation at Outbuildings at The Mews, Little Trewen Farm, Whitchurch, Ross on Wye, Hfds. for Professor E. Wright. The Parish Council have no objections to this Planning Application.

P141555/FH – Proposed double car port and proposed detached two storey, 2 no. Bedroom accommodation for elderly relatives with storage facilities and gymnasium at Tre-Evan House, Llangarron, Ross on Wye, Hfds. for Mr. T. Bird. The Clerk advised that following report from local resident that a Barn at this property previously approved for parents accommodation had been noted for sale, she had researched original decision notice which stipulated barn should neither be let or sold separate to main dwelling. She had reported to both Planning Enforcement and Planning Officer dealing with new application, but no response received. Following discussion on this item and non compliance with previous applications it was agreed to respond as follows. The Parish Council have no objections to the physical buildings of this planning application but are concerned over the owners non compliance with conditions laid down in any decision, given that previously they have not complied and for this reason we are therefore concerned that they will not comply on this occasion. We would add that we have previously reported to you non compliance with DCSE2003/3083/F in e mail dated 16th June, 2014.

Other concerns: Going on from this Clerk reported that whilst researching above non compliance she had noted that Barn Conversion at Lower Woodfields was advertised to let and again here planning decision stipulated that Barn was not to be sold or let separate from main dwelling. Agreed Clerk to report to Planning Enforcement. Mr. F.J. Lane commented that there was a possible breach of a planning decision at Trewitta, Llangarron and agreed Clerk to research decision prior to next meeting.

Neighbourhood Plan

The Clerk reported that a Quote had now been received from Mrs. J. Joseph in the sum of £3000 which acknowledged that the work would be complete on final draft statement by October 2014 and that she would be employed solely by Parish Council and answerable to them. All present were in agreement and extended their full backing to Mrs. Joseph. Clerk to report back and submit application for grant.

Finance

Payments:
Clerk reported that Parish Council printer had cost £133.97 which included cartridges and was much quicker and efficient than previously.
At proposal of Mrs. Fisher and seconded by Miss Cooper agreed to pay Clerks Salary from 1st April to 30th June, 2014 in the sum of £500. PAYE of £24.40 to be paid to HMRC and £475.60 to be paid to Mrs. J.A. Bailey.
At the proposal of Mr. F.J. Lane and seconded by Mr. Phillips agreed to pay Llancloudy Chapel £15 for use of Chapel.
At the proposal of Miss Cooper and seconded by Mrs. Fisher agreed to pay Hfds. Council £391.40 for Parish Freighter visit on 27th September, 2014 for 2 hours at Llangrove Village Hall.

Audit

The Clerk reported that she had attended meeting with Mr. Briggs following his completion of Internal Audit. Points that had arisen as follows: (1) Minutes of meeting 25th March, 2014 on page 721 reported £300 being paid as Chairman’s allowance whereas this should have read £100 as paid. With permission of meeting, the Chairman amended previous minutes. (2) On the accounts prepared for Councillors the figure of £5,000 was used as precept figure which when reported on Audit Form had to be split between Precept £4844 and Grant £156. (3) Again on accounts prepared for Councillors the Clerks Salary total of £2000 was correct but this was made up of £1967.80 Salary and £32.20 PAYE not as originally put on Accounts sheet. Both of these typing errors had been rectified and would be posted out to Councillors and on notice Boards. The Clerk reported that Mr. Briggs had estimated approx 5 hours work had been expended by himself on Audit for no Fee. The Parish Council were extremely grateful for his contribution and Clerk to write and thank him on their behalf.
Turning to Audit Form for External Audit, all Councillors had received copy of the Annual Governance Statement and were unanimous in agreeing that Chairman and Clerk could sign off Yes in agreement to all questions raised. The Clerk to complete Minutes of this meeting and Audit Form to be posted to reach Auditors by 30th June, 2014.

Standing Orders/Finance Regs.

Clerk hoped to commence the redrafting shortly.

Local Housing Survey

Noted that no report received. Clerk to chase up.

Hfds. Council Local Plan

It was noted that the Core Strategy 2011/31 now out for a second consultation. Councillors had studied this together with original responses from Parish Council and report sent by Julie Joseph which she was submitting personally following second consultation. It was agreed that original comments still stood and that Parish Council should point out that they were undergoing preparation of Neighbourhood Plan and that the Parish would like to reference to this in future and that this should guide where future planning went. Clerk to attend to response.

Correspondence Received

Ross on Wye Police – Crime Prevention Evening.
HALC – Newsletters and Rural Housing Review.
Hfds. Council Budget Consultation.
Balfour Beatty.

With regard to Crime Prevention evening it was noted that this was a joint meeting being held at Whitchurch Village Hall on 29th July, 2014 for residents of both Whitchurch PC and Llangarron PC areas. It was pointed out that this was a Parish Council Meeting night and if possible Councillors should attend. Agreed to delay start of Parish Council Meeting until 8.30 pm to allow members to attend at Whitchurch.

The Rural Housing Survey was a follow up to ascertain at what stage if any a Parish Council had gone to look into affordable housing in the past. Agreed Clerk to submit report from Parish Council records.

Any Other Business

The Clerk gave a Memory Documents to Mr. Lane, which detailed Councillors and Clerks he had worked alongside over his time as Chairman and Councillor. It also confirmed that over 38 years, Mr. Lane had worked alongside 43 Councillors and 5 Clerks and had only missed to attend 15 meetings which was a fantastic achievement.

There being no further business, the Meeting was closed by the Chairman at 8.50 p.m.

The date of the next Meeting to be Tuesday, 29th July, 2014 at 8.00 p.m. at Llangarron Village Hall.

 

Minutes of Llangarron Parish Council

24th June, 2014 A Meeting of Llangarron Parish Council was held on Tuesday, 24th May, 2014 at Llancloudy Chapel at 8.00 p.m. with Mr. P.J. Bailey in the Chair.

Present Present at the Meeting were Councillors Bailey, Chamberlain, Cooper, Fisher, F.J. Lane, G.E. Lane and Phillips. There were 2 members of the public present.

Apologies of Absence Apologies of absence were received from Hfds. Ward Councillor for Llangarron Mrs. J. Hyde and Councillors Brewer, Hayward, Jones and Morehead.

PUBLIC PARTICIPATION No items raised.

Declaration of Interest P.J. Bailey – Discussion re Clerks Salary and Planning Application P140207/F – Little Trewen.

Minutes of the last Meeting The Minutes of the Meeting held on Tuesday, 27th May, 2014 having been previously circulated, were taken as read, confirmed and signed as a true and correct record by the Chairman.

Matters Arising Planning Decisions:
P141/119/F – Proposed replacement of roof cladding at Llangrove Village Hall, Llangrove, Ross on Wye, Hfds. for Mr. C. Harris, Chairman of Llangrove Village Hall Management Committee. Planning Permission Granted.
Other Matters:
Code of Conduct – This Seminar had been cancelled owing to family bereavement for the Guest Speaker. It was noted that this was to be rearranged in due course.
Bank Signatories – Clerk confirmed that Mr. Jones had completed application and that this was now going through.
Highways  Old Matters: Up Dates – Locality Steward – The Clerk had responded to Balfour Beatty as instructed at last meeting and response received that a Locality Steward had commenced work on Ross on Wye area as of 16th June and he would be in contact with Parish Council at an early date. Agreed if nothing heard prior to next meeting that Clerk should chase up.
Parking Restrictions at Llangrove Academy – Letter received stating that the matter had now gone out to public consultation. Agreed no further comment to add and Clerk to instruct Balfour Beatty to go ahead as soon as possible.
Parish Lengthsman – Clerk reported that she had now received signed contract and copy of insurance from Mr. Griffiths which she had in turn forwarded on to Balfour Beatty. An invoice had been received in the sum of £924 which was for works quoted for and agreed with Mr. Lane, Lengthsman Administrator. At the proposal of Miss Cooper and seconded by Mr. Chamberlain agreed to pay same. Mr. Lane thanked Mr. Griffiths for the work done at Tre Essey crossroads which had been done well and resolved problem. He also suggested that no further money should be spent on the drain system adjacent to Little Bernithan where tree roots were growing into drains and blocking, as this should be referred to landowner in future. Mr. Griffiths commented that he felt this was the correct route to follow also. Turning to future works Mr. Lane as Administrator had instructed Mr. Griffiths to quote for further works and a quote had been received and studied by Mr. Lane. It was agreed to instruct Mr. Griffiths to proceed with quote in the sum of £787 plus VAT

Highways New Matters Overgrown Hedge adjacent to A466 – The Clerk reported that a householder in Llancloudy had registered a complaint that the hedgerow at Brooklands, Llancloudy was growing out into the road and was impairing visibility in the area. At proposal of Miss Cooper and seconded by Mr. G.E. Lane it was agreed to write a letter to the offending landowner and request that in the interest of road safety that they trimmed the hedge back – this was dealt with in the same manner as with previous complaints received from residents in respect of overgrown hedgerows.
Verge cutting – it was noted that some junctions and bad spots had been trimmed. Clerk confirmed that she had telephoned Balfour Beatty and they had confirmed that no more verge trimming would take place in other areas – it would only been visibility spots.

Footpaths P3 Scheme – Clerk reported that Grant of £1260 had been received and the new Contract had now been signed off by Mrs. Fisher and returned to Balfour Beatty.
Footpath Officer Report – Mrs. Fisher reported that Can Do Crew were due to carry out repairs to Bridge on LG36 at Tower Hill in near future and she was organising vegetation clearance. She also reported that a complaint had been received regarding Franks Lane, but as this was outside remit of P3 scheme no work could be carried out by Parish Council. The Clerk would reply to complainant suggesting they contact Hfds. council who were responsible for the maintenance on this lane.

Planning Applications P140207/F – Change of Use of the annexe (known as The Mews) and the adjacent single unit for holiday let accommodation at Outbuildings at The Mews, Little Trewen Farm, Whitchurch, Ross on Wye, Hfds. for Professor E. Wright. The Parish Council have no objections to this Planning Application.
P141555/FH – Proposed double car port and proposed detached two storey, 2 no. Bedroom accommodation for elderly relatives with storage facilities and gymnasium at Tre-Evan House, Llangarron, Ross on Wye, Hfds. for Mr. T. Bird. The Clerk advised that following report from local resident that a Barn at this property previously approved for parents accommodation had been noted for sale, she had researched original decision notice which stipulated barn should neither be let or sold separate to main dwelling. She had reported to both Planning Enforcement and Planning Officer dealing with new application, but no response received. Following discussion on this item and non compliance with previous applications it was agreed to respond as follows. The Parish Council have no objections to the physical buildings of this planning application but are concerned over the owners non compliance with conditions laid down in any decision, given that previously they have not complied and for this reason we are therefore concerned that they will not comply on this occasion. We would add that we have previously reported to you non compliance with DCSE2003/3083/F in e mail dated 16th June, 2014.
Other concerns: Going on from this Clerk reported that whilst researching above non compliance she had noted that Barn Conversion at Lower Woodfields was advertised to let and again here planning decision stipulated that Barn was not to be sold or let separate from main dwelling. Agreed Clerk to report to Planning Enforcement. Mr. F.J. Lane commented that there was a possible breach of a planning decision at Trewitta, Llangarron and agreed Clerk to research decision prior to next meeting.

Neighbourhood Plan The Clerk reported that a Quote had now been received from Mrs. J. Joseph in the sum of £3000 which acknowledged that the work would be complete on final draft statement by October 2014 and that she would be employed solely by Parish Council and answerable to them. All present were in agreement and extended their full backing to Mrs. Joseph. Clerk to report back and submit application for grant.

Finance Payments:
Clerk reported that Parish Council printer had cost £133.97 which included cartridges and was much quicker and efficient than previously.
At proposal of Mrs. Fisher and seconded by Miss Cooper agreed to pay Clerks Salary from 1st April to 30th June, 2014 in the sum of £500. PAYE of £24.40 to be paid to HMRC and £475.60 to be paid to Mrs. J.A. Bailey.
At the proposal of Mr. F.J. Lane and seconded by Mr. Phillips agreed to pay Llancloudy Chapel £15 for use of Chapel.
At the proposal of Miss Cooper and seconded by Mrs. Fisher agreed to pay Hfds. Council £391.40 for Parish Freighter visit on 27th September, 2014 for 2 hours at Llangrove Village Hall.

Audit The Clerk reported that she had attended meeting with Mr. Briggs following his completion of Internal Audit. Points that had arisen as follows: (1) Minutes of meeting 25th March, 2014 on page 721 reported £300 being paid as Chairman’s allowance whereas this should have read £100 as paid. With permission of meeting, the Chairman amended previous minutes. (2) On the accounts prepared for Councillors the figure of £5,000 was used as precept figure which when reported on Audit Form had to be split between Precept £4844 and Grant £156. (3) Again on accounts prepared for Councillors the Clerks Salary total of £2000 was correct but this was made up of £1967.80 Salary and £32.20 PAYE not as originally put on Accounts sheet. Both of these typing errors had been rectified and would be posted out to Councillors and on notice Boards. The Clerk reported that Mr. Briggs had estimated approx 5 hours work had been expended by himself on Audit for no Fee. The Parish Council were extremely grateful for his contribution and Clerk to write and thank him on their behalf.
Turning to Audit Form for External Audit, all Councillors had received copy of the Annual Governance Statement and were unanimous in agreeing that Chairman and Clerk could sign off Yes in agreement to all questions raised. The Clerk to complete Minutes of this meeting and Audit Form to be posted to reach Auditors by 30th June, 2014.

Standing Orders/Finance Regs. Clerk hoped to commence the redrafting shortly.

Local Housing Survey Noted that no report received. Clerk to chase up.

Hfds. Council Local Plan It was noted that the Core Strategy 2011/31 now out for a second consultation. Councillors had studied this together with original responses from Parish Council and report sent by Julie Joseph which she was submitting personally following second consultation. It was agreed that original comments still stood and that Parish Council should point out that they were undergoing preparation of Neighbourhood Plan and that the Parish would like to reference to this in future and that this should guide where future planning went. Clerk to attend to response.

Correspondence Received Ross on Wye Police – Crime Prevention Evening.
HALC – Newsletters and Rural Housing Review.
Hfds. Council Budget Consultation.
Balfour Beatty.

With regard to Crime Prevention evening it was noted that this was a joint meeting being held at Whitchurch Village Hall on 29th July, 2014 for residents of both Whitchurch PC and Llangarron PC areas. It was pointed out that this was a Parish Council Meeting night and if possible Councillors should attend. Agreed to delay start of Parish Council Meeting until 8.30 pm to allow members to attend at Whitchurch.

The Rural Housing Survey was a follow up to ascertain at what stage if any a Parish Council had gone to look into affordable housing in the past. Agreed Clerk to submit report from Parish Council records.

Any Other Business The Clerk gave a Memory Documents to Mr. Lane, which detailed Councillors and Clerks he had worked alongside over his time as Chairman and Councillor. It also confirmed that over 38 years, Mr. Lane had worked alongside 43 Councillors and 5 Clerks and had only missed to attend 15 meetings which was a fantastic achievement.

There being no further business, the Meeting was closed by the Chairman at 8.50 p.m.

The date of the next Meeting to be Tuesday, 29th July, 2014 at 8.00 p.m. at Llangarron Village Hall.