Minutes 19th November 2018

MINUTES OF MEETING

19th November 2018, Whitney on Wye Village Hall

Present: Alan Watkins (Chair), Chris Davies, Phil Eggerton, Ken Goodman, Terry Morgan, Andrew Layton, Lewis Price, Sue Prosser, Tony Raymond, Rob Taylor, Paul Whittall, Stephen Whittall

In Attendance: Deputising Ward Councillor, Roger Phillips; Clerk to the Parish Council Alison Morgan

Members of the Public: 7

1. Apologies were accepted from Ward Councillor Clive Skelton, James Forrest, Andrew Preece and Julian Wyatt

2. No Declarations of Interest were made.

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

3. Open Discussion:

3.1. Ward Councillor Address: Roger reported on a number of matters, including 1) Work on the extension to the fire station has begun; 2) Highways funding in the HC budget will be >£5m, with pot hole repairs as a focus; 3) there is a new app to report pothole issues directly to HC by photographing it with a smart phone; 4) Roger has contacted BBLP about the Courtlands road prioritisation and it is now for EGPC to get in touch with Graham Hornsby; 5) Roger agreed to obtain a status update on the Winforton 30 mph TRO; 6) as yet there was no further update on the Whitney crash barrier repair costs. Roger will continue to pursue this, as well as his wider request for information on works associated with insurance claims county wide. The point was made that in the case of Whitney, this was a replacement not a new structure, so councillors’ view was that Health & Safety should have taken priority over environmental matters as the latter delayed execution and presumably increased costs; 7) Roger’s December update will follow shortly and be distributed when available.

3.2. Public Participation Period: Topics and comments included:

  • Accumulation of grit on pavements in Winforton is clogging the grips. Some Lengthsman work is planned to clear pavements of overhanging foliage and to dig back verges on narrowed sections. Once this is done, any remaining issues can be reassessed by the Highways Group.
  • Speeding through central Winforton and overtaking on double white lines are a continuing issue. Residents may consider setting up a community speed watch initiative.
  • Councillors were requested to consider future use of the EGPC-owned silent soldier silhouettes in Eardisley and Winforton beyond the end of 2018, i.e. whether to leave in situ, relocate or take down until next year, etc. RBL guideline is to take down, but this is advisory only. The Whitney silhouettes are village owned and a decision will be taken at this level.

4. The Minutes of the meeting held on 22nd October 2018 were APPROVED and signed by the Chairman as a true record.

5. Finance & Compliance Working Group (FCWG) reported on the following:

5.1. 2019 Meetings Schedule: The Clerk presented recommendations for the 2019 meetings schedule, including annual and parish meetings, to comply with rules applicable in an election year. The proposal was APPROVED. In general, ordinary PC meetings to take place on the third Monday monthly. The schedule will be published on the EGPC web site as soon as venues are confirmed.

5.2. Banking Arrangements, Status Update: Approval was received from Barclays Bank for the Clerk to be added as an authorised person on all EGPC accounts, which will enable her to communicate with the bank directly, as well as to take forward the plan to introduce on-line banking.

5.3. P3 Contract, Status Update: Cllr Eggerton has returned a signed acceptance form to the Clerk, relating to the period up to and including 31st March 2019.

5.4. Data Protection Policies: the following drafts were considered and a Resolution passed to adopt them without further change since all are based on model templates provided by SLCC, HALC and Herefordshire Council:

5.4.1. Data Protection Policy
5.4.2. Data Protection General and Staff Privacy Notices
5.4.3. Data Protection Subject Access Request (‘How To’ Guide) and Request Form

Additional documents, e.g. Data Retention Schedule, continue to be worked on by the Clerk and the Finance Group and will be presented for consideration soon.

6. Planning Working Group (PWG) matters:

6.1. Following recommendations from the PWG and general discussion, it was AGREED the Clerk should send PC comments to the Planning Department at HC, as follows:

6.1.1. P183560/FH – The Granary, Winforton Courtyard, Winforton HR3 6EA: Retrospective application for alterations and works to outbuilding to facilitate use as ancillary accommodation. No concerns were raised about this application and it should, therefore, be supported.

6.1.2. P183561/L – The Granary, Winforton Courtyard, Winforton HR3 6EA: This application is associated with 6.1.1. and is also supported.

6.2. A round-up of all planning activity since the last meeting can be found in Planning Minutes November on the EGPC web site and/or you can review full details of each application via the HC Planning Portal (direct link from EGPC web site): https://eardisleygrouppc.org/planning-applications/

7. The Highways Group report covered the following:

7.1. River Erosion A438 Whitney on Wye: Ward Cllr Phillips and the Clerk had contacted BBLP to flag this issue; the Drainage Team has visited to inspect the problem and feedback is awaited.

7.2. Priority R.O.W for Motorists (the Courtlands): Roger also contacted HC/BBLP in this regard and EGPC now needs to follow up further with Graham Hornsby.

7.3. ‘No SatNav’ Warning Signs, Status Update: As previously agreed, the Clerk is liaising with Hirst Signs to consolidate an order, together with Defibrillator and ‘No Dog Fouling’ signs (see below). The supplier has agreed to apply a single carriage cost to the order, thus realising a cost saving for EGPC.

8. Community Services:

8.1. Defibrillator & Dog Fouling Signage Update: The Clerk showed mock-ups of the proposed artwork for the signs. It was AGREED 4 defibrillator signs and 6 ‘No dog fouling’ signs will be ordered. In addition to the external signs purchased, the Clerk will receive PDF versions of the Defibrillator signs that can be printed, laminated and placed on noticeboards and/or in shop windows as required at no additional charge.

9. Bank balances as at 9th November were confirmed as follows:

Main Account:                                       £11,675.61
No. 2 Account:                                         £7,858.97
Business Saver Account:                      £3,782.55

Since the last meeting, the Clerk paid (<£100.00 & dispensation on green bags):

Payee                                              Description                             Gross Amount (£)   VAT (£)
Herefordshire Council                   Green Bags                                          380.00                  0.00
P. Eggerton Est. Maintenance      P3 Works                                                43.00                  0.00

It was RESOLVED to pay the following:

Payee                                              Description                             Gross Amount (£)   VAT (£)
P. Eggerton Est. Maintenance      P3 Works                                                45.00                  0.00

ICO                                                    Data Protection Renewal                     40.00                  0.00
A Morgan                                         Office & Clerk Expenses

          (October 2018)                                         7.59                  1.33

HMRC                                               PAYE Q3 2018-19 (due Jan.)               262.80                 0.00

10. Correspondence: The following items were noted:

10.1. Letter of thanks from Millennium Green Trust
10.2. Email from HC Legal & Democratic Services

11. Matters for the Next Agenda – no discussion:

11.1. River erosion A438 (Whitney on Wye) – for status update
11.2. Additional Data Protection Policies
11.3. Vexatious Complainants Policy
11.4. Broadband Performance

Please send Agenda items to the Clerk by Friday, 11th January, thank you

NEXT MEETING: Monday, 21st January 2019, 7:30pm in
Eardisley Village Hall