Minutes 17th July 2017

MINUTES OF MEETING
17th July 2017, Eardisley Village Hall

Present: Alan Watkins (Chair), Chris Davies, Phil Eggerton, James Forrest, Ken Goodman, Terry Morgan, Sue Prosser, Paul Whittall, Steven Whittall, Julian Wyatt
In Attendance: Clerk to the Parish Council – Alison Morgan
15 members of the public

1. Apologies were accepted from Andrew Layton, Andrew Preece, Ward Councillor Roger Phillips, Lewis Price, Clive Skelton, Rob Taylor. Not in Attendance: Tony Raymond.

2. A Declaration of Interest was received from Phil Eggerton, in respect of agenda Item 6.1, P172332/O. The register was duly signed.

2.1. No requests for Dispensation were received for this meeting.

3. Open Discussion:

3.1. Ward Councillor, Roger Phillips, is deputising for Clive Skelton and in his absence, the Clerk read an extract from his summer report. The full report will be circulated and published on the web site shortly.
3.2. Public Participation Period:

 Question raised about the possibility of cones or warning signs for use by volunteers, e.g. when maintaining the village gates.
 Herefordshire Council had issued the Modification Order relating to reinstatement of a restricted byway from Winforton Woods to Redgates. Limited clearance was being planned after bird nesting season; drainage issues were noted but will have to be prioritised against other works.

4. Minutes of the meeting held on 19th June 2017 were APPROVED and signed by the Chairman as a true record.

5. The Finance & Compliance Working Group reported focus had been on completing & returning the Annual Return to the external auditors, Grant Thornton, by the 28th June deadline; this was achieved. Two additional authorised signatories for EGPC bank accounts were being processed to reduce risk; this was in process.

5.1. The period for the Exercise of Public Rights for inspection of the Annual Return was published (3rd July-11th August).

6. The Planning Working Group reported the new sale of the Old Sawmills site was believed to be ongoing & they were monitoring the situation. They intend to contact the new owner as/when the sale is confirmed, regarding intentions of the new owners and possible options in relation to village amenities as per the NDP.

6.1. Phil Eggerton left the room for item P172332/O & returned for the remaining planning discussion. Full details can be found on the July Planning sheet on the EGPC web site, a summary is below:

6.1.1. P172332/O: application for the erection of 4 dwellings on land at Mill Meadow House, Eardisley: Rejected.
6.1.2. P171660/F: Amendment to building length, variation to permission already granted on new dwelling at Green Gables, Eardisley: Supported.
6.1.3. P171847/F: Variation of condition to permission on land adjoining Courtlands Farm, Winforton: Supported.
6.1.4. P172244/XA2 (land adjacent to Courtlands Farm, Winforton) & P172344/PA4 (prior approval for barn at Hill End Farm, Spond, Kington) were discussed, but no EGPC response is required.

7. The report from the Highways Working Group (HWG) covered the following:

 It was confirmed re-surfacing prep work in Eardisley will commence 24th August for 5 days. The road will be re-opened over the weekend & closed again for 5 days on 28th August for the actual re-surfacing. BBLP advised they will contact residents & business prior to the road closures.
 A site visit took place in Winforton on 4th July regarding 30mph extension proposals & included representatives from EGPC, Highways WG, BBLP & Safer Roads Partnership. All agreed the western end limit should be extended to the village gates, but there is ongoing debate over the eastern end. The latter is not supported by Ian Connelly, Safer Roads Partnership. The issue is now also being reviewed by the Police & Crime Commissioner. It was proposed & AGREED EGPC should make a further representation to BBLP once the PCC report is available.
 The double white lines technical drawings had been received but not yet analysed. It was AGREED to resolve the speed extension issue first.
 The public were asked to report drains, ditches or footpath issues to the group for consideration as part of the annual plan of works.
 As above, the Winforton Definitive Map Modification Order was confirmed for the route through Winforton Woods to Redgates.

7.1. It was established volunteers working on village gates were covered by EGPC public liability insurance. However, where activities involved use of personal equipment, some assurance of it being fit for purpose was required. It was suggested annual service receipts would suffice. To be discussed further by the HWG before a recommendation is made.

7.2. Additional SID analysis was being carried out in Winforton in response to recent complaints about excessive speeding through the village. If technically possible, the analysis will focus on the early hours of the morning; the SID’s were also being turned around to monitor traffic exiting the village. Other options, such as removing cats’ eyes, using quieter tarmac when the road was re-surfaced, double white lines and other types of SID’s/speed warning units will be explored.

7.3. An update on the status of traffic calming in Whitney was not reported as recent focus had been solely on Winforton. The HWG undertook to provide an update to the next EGPC meeting in September.

7.4. HWG had reviewed a proposed Definitive Map Modification Order for addition of footpaths near Lady Arbour Farm (Eardisley & Willersley). It was proposed & AGREED EGPC would not support this proposal.

8. The Clerk presented a draft article for the parish magazine (OTN) in response to a letter published in the Hereford Times, which made incorrect inferences about the village gates funding. The draft was APPROVED and will go into the next available OTN and be posted on the EGPC web site shortly.

9. The Chairman gave an update on Church Barn Farm Shop & the Community Library, after speaking with Lewis Price. Negotiations were ongoing with a possible buyer for the business and it was possible the library could continue in situ, subject to permissions being obtained from relevant parties.

10. The Clerk demonstrated the new EGPC web site, which is now live. Access information will be published in August OTN. Details will also be circulated by email and posters placed on noticeboards to publicise it. Features & content will continue to be developed over the next few months and ongoing.

11. Defibrillators: The Clerk had organised more training during June in Eardisley & Winforton; in total, some 90 people attended. Julian Wyatt will contact Steve Jones (electrician) about installation in Eardisley & liaise with Ken Goodman re Winforton.

12. Finance: Bank balances as at 9th July were confirmed as follows:

Main Account                             £11,855.84
No. 2 Account                              £ 2,813.76
Business Saver Account          £ 3,776.24

It was RESOLVED to pay the following:

Payee                                   Description Amount                                 (£)
Herefordshire Council       Replacement Green Bags                           370.00
Winforton PCC                    Hall Hire (June 2017)                                   40.00
A Morgan                              Office & Clerk Expenses                               69.74
Eardisley Village Hall        Hall Hire (June 2017)                                    18.00
HALC                                    Reference Book                                                39.99
A Morgan                             Web Site Set-up (No.2 A/c)                           48.72

13. Correspondence: 1) A briefing note on Fly Tipping was received from Herefordshire Council. Incidents can be reported on their web site: https://myaccount.herefordshire.gov.uk/report-fly-tipping 2) Ward Cllr Phillips sent details of a review of health services in the Kington locality. Representatives are sought from affected parishes. It was AGREED Paul Whittall will represent Eardisley parish group if his nomination is accepted (Clerk to respond to Roger Phillips accordingly).

14. Matters for the Next Agenda – no discussion:

 Whitney Traffic Calming Proposals – Update
 Whitney Community Library – Update & Details of Grant Criteria
 Street Lighting, Almeley Road
 Condition of ditch on footpath to Glebe in Eardisley – Environment Group
 Request to name Winforton restricted byway after local VC winner Lance Corporal Lewis

Any other items to be sent to the Clerk by Friday, 8th September, please.

NEXT MEETING: Monday, 18th September 2017, 7:30pm, Winforton Community Hall

15. A resolution was passed to close the meeting to the public for a closed session on Employment Matters. It was proposed and AGREED to increase the Clerk’s standard hours of work to 10 per week, with effect from July 2017. This is to reflect monthly meetings, additional work from working groups, the web site, etc.