Minutes July 2024

 

Minutes of a Parish Council meeting held on Monday 29th July 2024 in the Committee Room at the Memorial Hall commencing at 7.30pm.

Present – Cllrs. H. Tierney, R. Barnes, G. Kirk and S. Loveridge.   Also in attendance were two new Footpath Officers Judith Hammill and Diana Harrison and the Clerk.

Apologies for inability to attend were received from Cllr. J. Jones and County Councillor E. Harvey.

Agenda item 2 – The Minutes of the Annual Meeting of the Parish Council held on 20th May 2024 were taken as read, approved and signed by the Chairman.

Agenda item 3 – Declarations of Interest in items on the Agenda/Requests for dispensation – none received.

Agenda item 4 – Open Session – No questions raised.

Agenda item 5 – Update Reports on outstanding matters

  • Road Safety – Cllr. Loveridge advised the survey had been distributed following the last meeting of the Group. Copies of the survey were also placed in the Farmers Arms and various other venues in the Parish.  Cllrs to urge all members of the public to respond to the survey.  He advised the meeting with County Councillor members had gone well, but nothing further had taken place.  The costs of various road safety measures was reported as follows
    • White Gates – £470.00 per gate – six to eight in village, four in Staplow.
    • Unsuitable for HGV signs – £83.00 per sign – maximum of six signs.

All items would be subject to VAT which would be reclaimed by the Parish Council.   Installation of the various items will be done by the Lengthsman and costs reclaimed from Hereford Council under Lengthsman scheme. It is also hoped that Bosbury Parish Council will contribute towards the Staplow signs.  Cllr Loveridge make contact with new officer at Herefordshire Council (Joseph Grish) and also with Simon Hobbs about the placement of HGV signs.   Once returns analysed Councillors will be advised of outcome for discussion at next Parish Council meeting.

  • Lengthsman – Cllr Barnes advised a small drain had been installed at Ochre Hill which had proved to be insufficient during a heavy rain storm. Permission was sought, and obtained for installation of a larger drain although this extra work would involve closing the steps off during work in progress, but provide additional steps to which no objections were raised.  Recent e-mail from Hereford Council about Lengthsman drainage work and grants which are becoming available. Cllr Barnes will send out details to everyone in September.  The existing Grant application has already been lodged which, if obtained will pay for all work at Ochre Hill.  There had been no meeting regarding the Church Road verge. Rubbish on Jacks Lane has been reported to Cllr Barnes but he had been assured by the occupiers that this will be checked weekly.  It was agreed We were to ask the Lengthsman to cut back a tree which is blocking the footpath to The Frith.

 

  • Planning – Cllr kirk had submitted his usual report to all Cllrs. Cllrs updated on various meetings and discussions which had taken place regarding the proposed footpath which formed part of the planning permission for development at Becks Orchard and which would connect up with The Common and Ledbury Road.  The land for the footpath would be donated to the Parish Council but the cost of Solicitors fees for conveying the land to the Council was a considerable expense.  The Parish Council Solicitors R & CB Masefield were not able to act for the Council on this occasion, as they were already acting for the land owner, Andrew Sumner.  Quotations had been obtained from another Solicitor in Ledbury.   A figure of about £2,000 legal fees for the Parish Council was the outcome. This was generally considered excessive for the amount of work involved and Cllr Kirk was of the opinion that the Parish Council could carry out their own legal work.

Matter discussed at length and finally agreed that Cllr Kirk would check the wording of the planning permission with regard to the proposed footpath and report back that the Parish Council do not want the land until the footpath has been constructed in accordance with the planning permission requirements which had been agreed with the Developer.

  • Councillor Vacancy and Newsletter Editor vacancy – No interest had been shown to date in either of these vacancies.
  • Overpayment of £80. to Lengthsman – This matter has been resolved. The Invoice for £80 had mistakenly been forwarded to Herefordshire Council, rather than to the Clerk, but the Clerk had been asked for payment including the sum involved.  Documents had now been handed to our Auditors “Greendawn Accounting”, and they had confirmed, in writing, that they were happy with the matter which would be reported as resolved in the internal audit at the end of the current financial year in March 2025.  The £80 will be shown as an expense in that year.

Agenda item 6 – Management for green spaces –

(1) Cllr Kirk had submitted his idea for green space management within the Parish with most of the work already being carried out by volunteers but queried whether grants were available for this type of work. He was of the opinion that hedges were the priority but wire in some of the hedges presented a problem for cutting back.  Cllr Barnes will ask the Lengthsman about hedge cutting and enquire if grants are available for this type of work. All Cllrs in favour of this being carried out by the Parish Council and thanked Cllr Kirk for his proposals.  Following some clearance work, flowers had bloomed in Little Pleck and it was hoped the new  Bench would soon be installed.  Cllr Kirk  also agreed to look into grants for The Plecks and the Chairman was to send him some information she holds about sources of grants.

(2) Code of Conduct adoption regarding “ respect”. All Cllrs had received a copy of NALC proposal for this following some conduct which had been reported had taken place at other Parish Councils.  It was unanimously agreed to adopt these proposals although it was appreciated that our Parish Council did not have this problem.  The proposal was unanimously adopted and signed by the Chairman.

(3) Financial Regulations adoption – All Councillors had received a copy of the Financial Regulations and also the Chairman’s suggestion for slight amendments and adjustments making them more appropriate to our small Parish Council.   These were agreed by all Councillors.

 

(4) Oak tree – D. Darwood had reported on signs of deterioration in the oak tree   He advised he had met with Adrian Hope whose Quotation is awaited, although it was reported that there was no imminent danger to the tree itself.

(5) In house training – Cllrs in favour of a 2hr bespoke training session – Chairman to discuss matter with HALC.

Agenda item 7 – Financial matters –

To approve payment of June 2024 accounts when no meeting had taken place.

Clerk, salary June 2024                                                £333.47.

HMRC – PAYE to 5th July 2024                                    £83.20.

Data Protection                                                             £40.00.

Inv. No 67           Lengthsman                                                                    £970.00.  Chq No. 1416.

 

To approve payment of the following July 2024 Accounts –

Clerk, Salary July 2024                                                 £333.26.

HMRC PAYE to 5th August 2024                                 £83.40.

Inv. No. 72          Lengthsman                                                                   £410.00.  Chq No. 1422

Gizmo Press – Newsletter printing                           £267.00.

Gizmo Press – Road safety printing                          £45.00.

Clerk – allowances and expenses                              £116.46.

 

On a proposal by S. Loveridge, seconded by G. Kirk all the above payments were approved and cheques signed.   Invoices for all the above payments were available for inspection at the meeting and were produced when cheques were signed.  Cheque numbers for Lengthsman  payments are now shown in the Minutes.

Agenda item 8 – Reports

  • Memorial Hall – Cllr Barnes advised AGM had taken place, all members remained on Committee with Cllr Barnes representative for the Parish Council. Committee looking to re-vamp the Committee room and improve the Hall website. A craft fayre to take place on 9th November, 100th Anniversary event on 7th December and Newcomers event on 2nd
  • The Clerk and Cllr Jones had not yet met with PC Solicitors to discuss both the land boundary of the Hall and also to inspect the documents which the Solicitors advise they hold on behalf of the Council. It was agreed that the Clerk would give the Solicitor the go ahead for registering the land the village hall stands on as agreed at the May meeting.   The inspection of the deeds the Solicitors hold could take place at a later date if necessary – the top priority was registration of the land documents.
  • The Plecks – discussed under Item 6.
  • Pool Piece – Cllr Kirk advised nothing to report.

 

Agenda item 9 –

  • The Clerk reported on Bank balances and additional funds received including VAT refund, advertising charges and first half of the precept.
  • Letter of thanks from AONB for Parish Council donation.
  • Letter from Welsh Water thanking the Parish Council for guidance on suitability of parish roads during events at Eastnor.
  • Letter from Bank that PC business would not be covered if the Financial Firm (FSCS) fails. Clerk to request update from HALC.

There being no further business, the Chairman declared the meeting closed at approximately 9.30pm.   Next meeting to take place on 30th September 2024.

 

 

H. Tierney                                                                   30th September 2024.

Signed………………………………………………………………………  Dated………………………………

Chairman