Minutes 30th June 2015

A Meeting of Llangarron Parish Council was held on Tuesday, 30th June, 2015 at Llancloudy Chapel at 8.00 p.m. with Mr. P.J. Bailey in the Chair.

Present at the Meeting were Councillors Bailey, Cooper, Fisher, Hayward, Hitchen, Jones, Joseph and Morehead. Also present were Herefordshire Ward Councillor for Llangarron, Ms. E. Swinglehurst and Balfour Beatty Locality Steward, Mr. D. Atkinson. There were 3 members of the public present.

Apologies of absence were received from Councillor Rosser.

Co Option of Councillors

At the proposal of Mr. Bailey and seconded by Miss Cooper, Mr. Andrew Bainbridge was co-opted to serve as a Parish Councillor. He agreed to sign all necessary paperwork and return to Clerk for onward transmission to Hfds. Council. There remains one vacancy to be filled.

 

PUBLIC PARTICIPATION

No items raised.

Declaration of Interest

P.J. Bailey – Discussion re Clerks Salary.
J. Joseph – Discussion re payment to Julie Joseph and letter received from Richard Joseph.

Minutes of the last Meeting

The Minutes of the Meetings held on 19th May, 2015 and 10th June, 2015 having been previously circulated, were taken as read, confirmed and signed as a true and correct record by the Chairman.

Matters Arising

Planning Decisions:

P150333 – Detached garage, workshop and garden store building with ancillary accommodation over (retrospective) at Trewitta, Llangarron, Ross on Wye, Hfds. for Mr. N. Wyatt. Approved with conditions.
P150954 – Proposal to erect two dormer style dwellings with detached garage and associated ground works at Bryn Elm, Llangrove, Ross on Wye, Hfds. for Mr. D. Shapland. Permission Refused.
P151215 – Demolition of existing boiler house and construct new boiler house/utility room at Acacia Cottage, Llangrove, Ross on Wye, Hfds. for Mr. and Mrs. D. Mace. Permission Granted.
Shelter at Land at The Butts, Llangarron – Copy letter received from Mr. R. Joseph which had been submitted to Hfds. Council objecting to proposed Shelter. Agreed Parish Council comment had already been returned and matter now left for Planning Officer to resolve.

Other Matters:
Code of Conduct – Councillors Bainbridge, Jones, Joseph and Morehead all signed Code of Conduct.
Pension Regulator – Clerk confirmed that she had completed the necessary online registration to ensure Parish Council complied with regulations.

Highways  Old Matters: Up Dates – Drainage in Llangarron at Bridge – still awaiting works on this site, Lay By at A466, Llancloudy – Clerk reported that still awaiting contact from Mr. Edward Tonks of Balfour Beatty. She would chase up prior to next meeting, Verge Damage at Llancloudy – Mr. Atkinson advised that Balfour Beatty had now employed Mr. Shane Hancock as Enforcement Officer who would be investigating such matters, Speed Gun in Llancloudy – on waiting list and to be placed on next agenda, Speed Reduction in Llangrove – Agreed to leave this in abeyance to await outcome of Hazelnut Cottage application. Noted that Ward Councillor, E. Swinglehurst, had raised the matter of Speed Limits through the Village and yellow lines outside School with Mr. P. Rone, Cabinet Member for Highways at Hfds. Council, C1248 Thorne Crossroads to Llangarron – Noted that this road to be inspected shortly and marked up for repair, Verge Cutting – David Atkinson advised that there had been Contract problems, but hopefully now resolved and work to be undertaken shortly. He also confirmed that there would still be two cuts as planned.
Parish Lengthsman – The Clerk advised that Mr. Griffiths had completed two more circuits in May and June and invoice received for £660.00 At proposal of Mrs. Hayward and seconded by Mrs. Fisher agreed to pay same. The Chairman and Mr. Griffiths had met and surveyed what needed doing at Tre Esey Crossroads to solve drainage issues in this area. An Estimate had been received in sum of £2,310 and discussion followed on whether to proceed. It was proposed by Mr. Morehead and seconded by Mr. Jones that instructions are given to do the necessary works which would be the last major issue to resolve and in an effort to recoup some of the expense both July and September monthly circuits would be stopped. Monthly work would be done in August split over both circuits to rectify any hot spots and then recontinue monthly from October. The proviso to this being that if severe weather was encountered the visits may need to be reinstated. There was also discussion over the fact that some money could be saved on this job if the grass verges were cut prior to commencement. This would result in £125 saving. Agreed Clerk and Chairman to liaise over when the work started. Broken Drain adjacent to Pipers Gate – Clerk had received request from local resident for Parish Council to carry out repairs to this broken drain. David Atkinson had inspected with Parish Lengsthman and it was agreed that neither Hfds. Council or Parish Council had a duty to resolve, as the water was being directed off highway into drain and the fact that somewhere back in time the original ditch had been discontinued and piped instead meant that future maintenance was the responsibility of adjacent landowners. It was noted that residents had highlighted the fact that Hfds. Council had done repairs in the past, but it was acknowledged that budgets restraints were much more prevalent now. Mr. Griffiths estimated that repairs would cost no more than £200. Agreed Clerk should write to resident and advise of the position and suggest that although Parish Council could not pay for works, they were prepared to co-ordinate work. The residents to provide £200 up front and Mr. Griffiths would return any unspent money.

Highways New Matters

No items raised.

Footpaths

Dogs on Footpaths – Noted that further incident of Dogs causing nuisance had occurred on LG27/LG33. The matter had been reported to Police as one of the dogs involved had suffered injury. Agreed that the Parish Council should leave this matter for Police to deal with.
Big Pathwatch – Mrs. Fisher gave details of the Big Pathwatch and how local residents could be involved.
Designated e mail – Clerk advised that it was hoped to have a designated e mail for Footpaths added to Web Site, so that local residents could go straight to Footpath Officer.
Vegetation on Footpaths – it was hoped that Mrs. Fisher could organise EnviroAbility to visit shortly to clear vegetation from styles, gates, etc. as there was sufficient funds in hand. David Atkinson agreed to forward Mrs. Fisher with up to date guidance leaflets for styles and footpaths.

Planning Applications

No Applications received.

General Permitted Development The Clerk reported that she had spoken with Planning Officer for clarification on what development needed permission, etc. following the recent application for Livestock Shelter. He had suggested that Parish Councillors referred to General Permitted Development Orders. He had also added if there was any doubt the Parish Council should report to Enforcement Officer who would investigate any concerns and advise.
Following on from this it was agreed that the matter of the Mobile Home at The Mount, Llangrove should be reported as this was put in site whilst alterations to Bungalow carried out, but now no longer appeared to be occupied.

Neighbourhood Plan

The Clerk advised that she with much appreciated help from Julie Joseph had submitted grant and had now heard application successful and that £4,630 would be forwarded in due course. This would mean work could recommence on the Neighbourhood Plan. Within this sum the Clerk had suggested to Julie Joseph that a sum be included as a Consultation Fee to her, as she was being asked to undertake a lot of extra work. Julie Joseph had submitted Quote for £800 but would still do the work even if the Parish Council did not agree to pay sum. Following discussion it was proposed by Mr. Jones and seconded by Mrs. Fisher that Julie Joseph should be paid.

Finance

Receipts – Noted that VAT refund received in the sum of £1,174.00.
Payments – At proposal of Miss Cooper and seconded by Mrs. Hayward agreed to pay Clerks Salary for the period 1st April to 30th June, 2015 in the sum of £500 less £24.40 to PAYE, giving Clerk net sum of £475.60.
At the proposal of Miss Cooper and seconded by Chairman, agreed to pay Llancloudy Chapel a donation of £20 for use of room.

Audit

The Clerk reported that she had held meeting with Mr. C. Briggs who had conducted thorough Internal Audit. All had been found in order apart from one small addition error which did not affect final results. This had been amended. Mr. Briggs had signed off Internal Audit and had again agreed to make no charge. The Councillors then perused the Annual Governance Statement and were able to give yes answer to all questions. This was duly signed off by Chairman. On completion of the Minutes the Clerk would submit Annual Return to External Auditors.

Bus Shelter

Clerk was awaiting details of paint to purchase which would cover graffiti. The work would have to wait until nesting birds had vacated shelter.

New Councillors Course

Mrs. Fisher and Mrs. Hayward gave details of the recent course they had attended.

Correspondence Received

No items received.

Any Other Business

Next Meeting – it was noted that as the next meeting fell within School Holidays, the Village Hall at Llangrove would be free and it was agreed to move July meeting from School to Hall.

There being no further business, the Meeting was closed by the Chairman at 9.35 p.m.

The date of the next Meeting to be Tuesday, 28th July, 2015 at 8.00 p.m. at Llangrove Village Hall.