Annual Meeting of the Parish Council held on Monday 22nd May 2023 in the Memorial Hall commencing at 7.35pm.
Following the Election all Councillors signed their Declarations of Acceptance of Office in the presence of the Clerk and handed them to the Clerk.
Present – Cllrs. J. Jones, R. Barnes, H. Tierney and Gordon Kirk.
Also present – P. Constantine, D. Williams, S. Loveridge and the Clerk.
Election of Chairman – On a proposal by G. Kirk seconded by R. Barnes, Cllr. H. Tierney was appointed as Chairman for the year, signed the Declaration of Acceptance of Office in the presence of the Clerk and took the Chair.
Election of Vice Chairman – On a proposal by H. Tierney seconded by R. Barnes and carried,
Cllr J. Jones was appointed as Vice Chairman for the coming year.
Election of Chairman of the Planning Committee – It was unanimously agreed and carried that Cllr Kirk be re-appointed as Chairman of the Planning Committee for the coming year.
Internal Auditors – It was unanimously agreed and carried that Greendawn Accounting be re-appointed as Internal Auditors to the Parish Council.
Planning Committee – As previously all Councillors are appointed onto the Planning Committee.
Finance Committee – As previously all Councillors are appointed onto the Finance Committee.
Declarations of Interest in items on the Agenda – None received and declared.
Confirmation of Minutes of Council meeting held on 27th March 2023 – These were taken as read, confirmed and signed by the Chairman.
Open Session –
1) County Councillor Liz Harvey was not in attendance at the meeting.
2) Roger Allsop in attendance raised concerns and unhappiness about local residents failing to keep to the footpaths crossing his land and also letting dogs freely run out of control. He said on one occasion a local Parishioner had allowed four dogs to run freely over his land. Concerns about dog faeces, sheep and animal worrying, leaving gates open and not acting responsibly were raised. The matter was discussed at some length and it was suggested that a sign could be erected stating that it would be appreciated if dogs could be kept on a lead. Mr. Allsop was unhappy about anonymous complaints he has received, and it was suggested that some reference to the problems he had raised should be publicised locally and respectfully ask Parishioners to keep to the footpaths and to control their dogs. Cllr Barnes will speak to the footpaths officer about how best to take this forward.
3) Hedge Cutting – Brian Snell had complained about an overgrown hedge scratching his car and forcing motorists out into the road to avoid hedges hanging over the road. We were to ask which road in particular he was referring to and consider whether we considered it a nuisance. It might be that the occupant is in the hedge cutting scheme. Once enquiries have been made we can decide on what action, if any, is necessary.
Under normal circumstances owners/occupiers are responsible for the cutting of their own hedges.
Update Reports –
- Safety on Ledbury Road – Cllr. Jones said she had talked to Withers Farm about problems and was told that they have a safety officer and he is talking to the staff employed on site about how to behave on the local roads. Cllr Jones agreed to send her e-mail to all the Councillors for their information. As regards road signage on this road, Cllr Barnes agreed to talk to Neil James about renewing road markings and about the possibility of the road being marked with red tarmac similar to Knapp Lane in Ledbury.
- Pool Piece – Hamish Skinner is cutting the grass at the present time and it is hoped he will continue until John Tearle ‘s health has improved. It was confirmed that the Parish Council Insurance Co. had quoted that “unfortunately the Parish Council policy will not extend to cover a 14/15 year old for volunteer grass cutting at Pool Piece”.
- Ash Tree dieback – The tree is considered safe for the time being. Cllr Barnes agreed to advise the Harrison family that they can cut back overhanging branches if they wished to do so. It was considered the tree appears to be on Ridgehill land although we are not certain. However it is not the responsibility of the Parish Council and Herefordshire Council have said it is not their responsibility.
- Grit Bins – The Clerk reported on e-mail received from Balfour Beatty stating that “the jobs were raised and a team attended to action. However, when they arrived at the various sites they found the grit bins full and the damage reported was minimal compared to other sites. The team had spoken with Simon Robinson (Operations Manager South Hereford) to discuss the matter and he had advised them to replace only severely damaged bins as required and that these will continue to be monitored and if replaced, to carry out the work prior to the next winter season”. Remove from Minutes.
- Bench at top of The Common – This is now in place in what is considered to be a safer position to avoid passing traffic and traffic reversing in the area. Remove from Minutes.
Items for consideration
- Frequency of verge cutting in the Parish by Balfour Beatty – Discussed by Councillors and unanimously agreed to have two cut during the season.
- Annual Insurance – as requested previously the Clerk had obtained an additional Quotation from an alternative Insurance Company. The two Quotations were (1) our existing Company at £768. and (2) a second Quotation at £437 from Zurich Insurance. The cover provided by the two Companies appeared to be similar and adequate for the Parish Council. Discussion took place and it was unanimously agreed to take up the lower Quotation from Zurich Municipal. Renewal date being 1st June 2023. Action
- Consider appointment of a second Lengthsman – previous Cllr John Tearle had indicated he was happy to act if there is too much work for our new Lengthsman Dave Cooke, but it was considered that there is not sufficient work for two people on a permanent basis. The question of Insurance which is essential for the Lengthsman was discussed. Cllr Barnes agreed to discuss the matter with John Tearle and enquire whether it is going to be difficult for him to carry out some of the work. Action Cllr. Barnes.
- Two vacancies on Council – Following the election, two vacancies for a Parish Councillor had occurred. Attending the meeting was Stephen Loveridge who had expressed an interest in joining the Council and it was reported that Councillors were now free to co-opt. A talk with Stephen Loveridge about the vacancy took place and it was confirmed that he should be co-opted onto the Council. Clerk to arrange for necessary paperwork to be sent to him, and he was welcomed onto the Council to be formally co-opted at the July Meeting.
Financial Matters – (a) The Clerk sought approval for the Accounts which had been paid during April 2023 when no meeting had taken place –
- HALC – annual subscription £446.34 + £89.67 VAT.
- Printing Newsletter – Gizmo Press £267.00.
- Clerk – Salary April £316.83.
- Clerk PAYE – To 5TH May 2023 £79.00.
The Clerk then presented the Invoices for payment at this meeting as follows –
- AONB – Annual Donation £125.00.
- Marion Griffiths – Annual Payroll £95.00.
- Annual Insurance – Zurich Insurance £437.00.
- Clerk – Salary May 23 £316.83.
- HMRC – PAYE to 5th June 2023 £79.00.
- Greendawn Accounting – annual audit £200.00. + £40.00 VAT.
- Clerk – expenses and allowances for 2m. £105.14.
On a proposal by Cllr Jones seconded by Cllr Barnes and carried the above accounts were approved for payment.
Financial matters (b) – The Clerk reported on the Annual Audit which had taken place and Councillors had been sent a letter from the Internal Auditor that there were no issues of concern in the day to day management of the Council’s financial affairs.
(i) The Councillors had been advised by the Clerk that the approval of the Annual Governance Statement for 2022/23 was their responsibility prior to agreeing the form. On a proposal by Cllr. J. Jones seconded by Cllr. R. Barnes and carried the Annual Governance and Accountability Return was signed by the Chairman.
(ii) On a proposal by Cllr. Kirk seconded by Cllr. Jones the Certificate of Exemption was signed and carried.
(iii) Councillors approved and signed the Internal Auditor Report for 2022/23 as prepared by the Internal Auditor.
(iv) The Accounting Statement for 2022/23 and the audited Accounts as prepared by the Internal Auditor were approved by all Councillors and signed by the Chairman.
Reports from Committee Members –
- Lengthsman – Cllr Barnes advised that the new doors for the notice board near to Pool Piece had been prepared and he enquired whether they should be painted, and agreed No.
- Memorial Hall – Cllr Barnes advised that all the Coronation events had been a success.
- Planning – Cllr Kirk has submitted an up to date comment on Planning matters in the Parish.
- Pool Piece – It was confirmed that Parishioner Hamish Skinner has taken over cutting the grass in Pool Piece on a temporary basis.
Vacancy on Council – Following agreement to co-opt Stephen Loveridge onto the Council it was confirmed that one vacancy would remain.
Clerk to enquire of David Williams when the defibrillator box would be repainted.
Bank balances were confirmed to the end of the financial year. Following the considerable amount of expenditure on the oak tree, the Clerk confirmed the amount of the “ring fenced monies” in hand for any future work on the tree.
There being no further items for discussion, the Chairman declared the meeting closed at 9.30pm.
H.Tierney 31/07/23.
Signed……………………………………………………………….. Dated……………………………
Chairman.