21st October 2019, Whitney on Wye Village Hall

Present: Alan Watkins (Chair), Phil Bayliss, James Forrest, Ken Goodman, Geoff Greenhill, Nancy James, Yvonne King, Andrew Layton, Terry Morgan, Lewis Price, Sue Prosser, Tony Raymond, Clint Welson, Paul Whittall and Steven Whittall

In Attendance: Ward Councillor Graham Jones; Clerk to the Parish Council, Alison Morgan

Members of the Public: 11

1. Apologies were accepted from Chris England.

2. Declarations of Interest were made by Andrew Layton (item 5.4) and Geoff Greenhill (7.2.2). The register was updated accordingly.

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

3. Open Discussion:

3.1. Ward Councillor Address: Graham reported the bypass decision is paused, pending further discussion; an announcement is possible by the end of November 2019. HC structure is being considered and may change from cabinet to committee format; a mental health awareness day is planned for 20th January 2020. Graham was asked about phosphate discharge levels into the River Lugg and the possible impact on planning – pending agreement between Natural England and the Environment Agency (recent briefing letter from HC refers). Graham was also asked to chase HC Electoral Services regarding cost / invoicing of the May elections. which is still outstanding.

3.2. HC Summit Report: The Chairman and Chris England attended the last summit meeting (slides will shortly be available on the EGPC web site). It was noted there is a move to greater inclusivity. HC committed to running a workshop for parish councils on proposed changes to their core strategy and the potential impact on NDPs. Government funding may be available to support parish councils with making revisions. EGPC representatives will attend the workshop on 6th November.

3.3. Public Participation Period: No further items were raised.

4. Subject to a revision of wording to Item 6.1 (Winforton TRO 30mph signage), the Minutes of the meeting held on 16th September 2019 were APPROVED and signed by the Chairman as a true record.

5. Finance & Compliance Working Group (FCWG) matters:

5.1. Bank Reconciliation & Budget Tracker Q2 and H1/2019-20: The Clerk presented completed figures for the second quarter and half year expenditure and receipts, as well as an overview of the budget tracker. No red flags were raised and the Chairman will sign copies for the record; no queries were raised and the documents are available to view on the EGPC web site.

5.2. EGPC Precept & Budget Setting 2020-21: To accommodate a shortfall in the EGPC operational budget of £3,000.00, resulting largely from the retirement of HC Lengthsman and P3 Schemes, the Finance & Compliance Working Group recommended the precept for 2020-21 be increased by this amount. Some analysis of similar parish councils had highlighted EGPC is in the lower percentile of parishes for precept levies. After some debate, the 2020-21 budget proposal was accepted and it was RESOLVED the Clerk should communicate the proposed increase to the annual amount of £15,000.00 to HC, as required. A copy of the budget and precept overview 2020-21 will be available on the web site shortly.

5.3. On-Line Banking & Update to Financial Regulations: The Clerk had circulated a draft Electronic Banking Policy, together with the updated Financial Regulations for councillors to review prior to the meeting. No queries were raised and accordingly both documents were ADOPTED and are published on the EGPC web site.

5.4. Donation Request – Millennium Green Trust: The FWCG recommendation to gift the Millennium Green Trust equipment and/or materials up to the value of £1,000.00 (ex VAT) was considered and APPROVED.

6. Highways Working Group (HWG) matters: In the general report, it was advised there was no need for a formal modification (DMMO) to transfer footpath WY7 to Clifford Parish for administrative purposes; the Clerk is therefore asked to take this step. The SID data from the last survey in Winforton indicated two-thirds of motorists exceeded the 30-mph limit and some 120,000 would have faced penalties if caught. The Winforton TRO is in progress and expected to be implemented in the coming weeks.

6.1. Courtlands Priority Right of Way Signage: Subject to clarification of the highway extent by HC, it has been agreed BBLP will carry out the white-lining free of charge. BBLP has advised that if a Give Way sign is required, they would install it FOC while on site, but EGPC should purchase the sign at a cost of £555.00. As it is not a legal requirement to erect a sign, it was AGREED to monitor the situation once the white lining has been done and to revisit the issue if necessary in the future, even though it was understood this would incur additional installation costs to erect the sign.

6.2. Works Orders: The Lengthsman (Richard Mills) has completed junction and road sign clearance and cleaned signs to improve visibility. Richard highlighted other possible works, which will be reviewed by the HWG. Possible ditch repairs between Goosepool & Brick Cottage will be assessed further on the next parish drive round. A new footpath sign was erected on Nicholas Common.

6.3. Restricted Byway (Redgates to Winforton): The quote from Footpaths Contractor (Mark Davies) is still awaited; HC confirmed it will erect new signs at either end of the byway. The Winforton Footpaths Officer has spoken to one of the landowners who will undertake some clearance of overhanging hedges and trees. Discussions with HC (Clive Hall) re drainage at the Redgates end are ongoing.

6.4. Speed Indicator Devices (SIDs): As requested at the last meeting, the HWG analysed a range of portable SIDs on the market and undertook a review of features & functionality vis-à-vis an assessment of EGPC requirements. As a result, the Group recommended EGPC bases its grant funding application on mid-range models costing in the region of £3,500 each (including VAT). The need, design and cost were debated at length, but it was RESOLVED as a first step the HWG should complete and submit an application form to the PCC as per their recommendation as soon as possible to maximise the possibility of accessing grant funding.

6.5. Parking Issue by the Tram Inn: The HWG had analysed feedback on options from BBLP and suggested EGPC needed further information on the feasibility of narrowing the road width to one vehicle, yellow lines on one side of the road and provision of resident parking on the other, together with appropriate signage. It was AGREED the Clerk would write to BBLP again on behalf of the group.

6.6. Traffic Calming & School Road Safety (Eardisley): Following up on the concerns about these issues, together with air pollution caused by speeding vehicles and congestion, the HWG suggested the following actions: 1) collection of statistics of road speed at school times compared with other times of day; 2) question why Eardisley does not have 20mph signs, etc., at school start/end times; 3) engagement with the Community Police Officer for visibility during bus pick up and drop off times; 4) explore the potential for volunteer parents to assist with road safety; 5) approach HC regarding air quality improvement schemes. Councillors confirmed agreement for the HWG to proceed on this basis and suggested additional liaison with Eardisley School. The Clerk to assist with contacts, as required to take the actions forward.

6.7. Speeding Concerns, Nicholas Lane, Winforton: This issue was raised by a Winforton resident concerned about speeding delivery drivers causing a danger to other road users. Possible solutions were reviewed and it was noted the Safer Roads Partnership is currently consulting with delivery companies about the time allocated to drivers that can put them under undue pressure. It was AGREED more evidence was required before the Parish Council should consider taking further action and a summary of the matter should be passed on to the complainant.

7. Planning matters:

7.1. The Planning Working Group (PWG) reported that due to HC planning deadlines, responses were submitted on the following planning applications since the last meeting:

7.1.1. P193051/F – Barley Close, Eardisley: Proposed variation of condition 2 of planning permission 174059 (Two detached 2 storey houses) to allow for minor re-alignment of the eastern boundary – supported
7.1.2. P193233/F – Land to rear of Lynwood, Winforton HR3 6EA: Application for variation of condition 2 of planning permission 181873/F to allow change of house position to Plot 1 – supported.
7.1.3. P193201/F – Land at Park Covert, Mill Half, Whitney on Wye: Proposed steel portal framed agricultural stock housing building – supported

7.2. The following planning applications were considered at this meeting:

7.2.1. P184262/F – The Annexe, Courtlands Farm, Winforton: Demolition of existing annexe and erection of a self-build dwelling (Re-consultation). The proposed new build would not be on the same footprint as the annexe or be like for like; it is outside the settlement boundary and would increase yet again the number of additional houses built in Winforton, which already exceeds policies in the NDP. Objection.
7.2.2. P193050/F – Lemore Manor, Eardisley HR3 6LR: Proposed new administration extension to provide new office and staff facilities, additional kitchen space and enhanced external storage facilities. Concerns were raised about the size of the building, noise levels, waste disposal nuisance and compliance with previous planning conditions having a negative impact on local residents. Objection.
7.2.3. P193225/F – The Old Crowe, Willersley HR3 6LL: Proposed detached garage/car port and new access. Moving the access could improve sight lines and safety aspects. So long as existing access was closed off, EGPC would support. Supported.
7.2.4. P193226/L – The Old Crowe, Willersley HR3 6LL: Proposed detached garage/car port and new access. See 7.2.3 above.

7.3. The Clerk has responded or will respond to Herefordshire Planning on behalf of EGPC as indicated above. A round-up of all planning activity can be found on the HC Planning Portal (direct link from EGPC web site): https://eardisleygrouppc.org/planning-applications/

8. Finances: As at 10.10.2019, bank account balances were as follows:

Main Account                                                     £12,003.93
No. 2 Account                                                     £  8,641.76
Business Saver Account                                  £  3,790.11

Since the last meeting, the Clerk has paid (<£100 delegation & dispensation on green bags):

Payee                              Description                      Gross Amount (£)      VAT (£)

HALC                                 Web Site & Domain Fees                 66.00                      11.00
Herefordshire Council    Green Bags                                     390.00                        0.00

It was resolved to pay the following:

Payee                              Description                      Gross Amount (£)      VAT (£)

A Morgan                         Clerk Expenses (Sept 2019)           20.74                        1.63

10. Correspondence: The following items were noted:

10.1. HC Invitation to Neighbourhood/Core Strategy Workshop (06.11.2019).
10.2. Date for Letton Flood Alert meeting confirmed as Tuesday, 19th November; 7-8.30pm in Whitney Village Hall. A poster will be circulated around the parish.
10.3. HC Invitation to Unveiling of Community Flag (02.11.2019).
10.4. HC Position Statement on River Lugg (discussed above).
10.5. HC Paper on Travellers’ Sites Development Plan Adoption.
10.6. Planning Inspectorate re acceptance of written representation procedure (EE49).
10.7. PCC re proposed Q&A session

11. Matters for the Next Agenda – no discussion:

11.1. Ditch issue behind the church (Eardisley)


Please send Agenda items to the Clerk by Friday, 8th November, thank you.

NEXT MEETING: Monday 18th November, Whitney on Wye Village Hall, 7:30pm