Minutes 20th November 2017

MINUTES OF MEETING

20th November 2017, Whitney on Wye Village Hall

Present: Alan Watkins (Chair), Chris Davies, Ken Goodman, Andrew Layton, Terry Morgan, Lewis Price, Sue Prosser, Tony Raymond, Paul Whittall, Steven Whittall
In Attendance: Clerk to the Parish Council Alison Morgan
14 Members of the Public

1. Apologies were accepted from Phil Eggerton, James Forrest, Andrew Preece, Rob Taylor, Ward Councillor Clive Skelton, Julian Wyatt and Deputising Ward Councillor Roger Phillips.

2. One Declaration of Interest was received from Ken Goodman, in respect of Planning Item P174088/F, Agenda Item 6.2; the Register was duly annotated.

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

3. Open Discussion:

3.1. The Clerk presented a summary of the Ward Councillor’s November report. Updates included university funding, weeping poppy display coming to Hereford in March 2018, highways (A438) and Kington area future health review. As usual, a full copy of the report was circulated to councillors and village email distribution lists and will be posted on the web site shortly.

3.2. Public Participation Period:

> It was highlighted public planning notices for P174088/F, Land Adjoining Courtlands Farm, were put up on private property & were therefore not available for public view. It was also observed the planned development site is outside the settlement boundary & an electricity transformer is sited in one of the proposed gardens but not referenced in the application (see also item 6.2 below).

> Safer Roads Partnership: Parish villages were not being prioritised for speed (see item 8.3 below).

> Pooling water had been noticed on the new road surface opposite the Courtlands, leading to concerns about ice formation during the winter months.

> Some concern was expressed that the harder, new road surface was noisier for residents; the question was also asked about Whitney road markings – both items should continue to be pursued by the Highways Working Group with HC/Balfour Beatty going forward.

> Eardisley now also has e-Link, its own email distribution channel, which gives all 3 villages an opportunity to quickly disseminate information to subscribed members.

> NDP copies for new residents: It was AGREED Terry Morgan (Whitney) & Sue Prosser (Winforton) would hold a supply of spare copies to give to people moving in to the villages. Nancy James & Chris Davies would initially take on distribution in Eardisley, pending additional volunteers being involved.

> It was reported some stiles/gates on the proposed AL Lewis Memorial Walk are damaged and/or are not dog friendly/accessible. This can be referred to the Footpaths Officer (Terry Morgan) but may also involve Brilley PC.

4. Minutes of the meeting held on 16th October 2017 were APPROVED and signed by the Chairman as a true record.

5. The Finance & Compliance Group report included the following:

5.1. VAT: The Clerk reported a tracker spreadsheet had been set up with details of all outstanding VAT to be claimed going back to May 2015. The tracker is compliant with audit requirements and will, in future, be reviewed as a minimum twice yearly, along with the half year and end of year budget reports. Frequency of claims will be dependent on the amount of VAT to be reclaimed, but it was AGREED claims should be submitted to HMRC annually as a minimum. The Clerk was in the process of submitting a claim for the period 01.05.2015 to 31.03.2017, amounting to £4,861.79; details will be posted on the web site shortly. It is intended a further claim for the current financial year will be submitted in April 2018.

5.2. Precept 2018-19: Following on from the half-year budget presented at the last meeting, together with the anticipated amount of VAT to be refunded, it was recommended and RESOLVED the precept for next year should be maintained at the same level as 2017-18, i.e. £10,000.00. The Clerk will respond to Herefordshire Council accordingly before the deadline of 31.12.2017.

5.3. On-Line Banking: Once current changes to cheque signatories were in place, it was AGREED the Clerk should explore the options for using on-line banking to improve efficiency.

5.4. 2018 Meetings Schedule: A draft meetings programme for 2018 was APPROVED, subject to the Clerk booking venues. A new schedule will be published shortly.

6. The Planning Working Group met in November to consider new applications. The Chairman opened the meeting to enable Nancy James (resident member of the group) to present the report and recommendations, which were debated by full Council as per 6.2 below.

6.1. The Clerk received feedback from HC Planning Enforcement Officer (Debbie Crowley) that the property owner of the Barn at the Spond, Kington, had been invited to submit a retrospective planning application in respect of a secondary structure queried by EGPC.

6.2. The following applications were reviewed at this meeting – for full details of responses to Herefordshire Council Planning Department, see Planning Minutes November on the web site and/or the HC Planning Portal (direct link from EGPC web site):

6.2.1. 173720/F – Brick Cottage, Winforton, Herefordshire HR3 6EB – Proposed single storey extension to link a dwelling to an ancillary domestic garage, including the insertion of roof lights to facilitate the conversion of the first floor of the garage into guest accommodation. No objections raised and it was AGREED EGPC should support this application.

6.2.2. 174059/F – Land at Barley Close, Woodseaves Road, Eardisley – Two detached 2 storey houses. The Design & Access Statement for this application contained a number of inaccuracies & inherited details from previous applications, which led to EGPC not being confident to comment on the application as presented. It was, therefore, AGREED EGPC could not support the application at this time.

6.2.3. 174088/F – Land Adjoining Courtlands Farm, Winforton, Herefordshire – Five dwellings with garages. It was noted Winforton has already exceeded housing development targets set out in the NDP and that this application is outside the settlement boundary. It was AGREED the application should be refused on this basis.

6.2.4. 174030/F – Land Adjoining ‘The Field’, Almeley Road, Eardisley – Proposed residential development for 5 detached houses. Once again there were discrepancies in the D&A statement and the development would be outside the settlement boundary. It was AGREED given housing targets in the NDP were on track, there was no current need to consider building outside the settlement boundary at this stage in the NDP delivery. The application should be refused.

6.2.5. 174126/L & 174316/FH – Oakwood Lodge, Church Road, Eardisley HR3 6NH – Proposed erection of a single storey conservatory at the rear of the property. These applications were considered together and it was AGREED EGPC should give its support.

6.2.6. 174162/FH & 174163/L – Parsonage Farm, Eardisley, Hereford, Herefordshire HR3 6LX – Proposed demolition of outbuilding and replacement with new garage/workshop and fuel store. These applications were considered jointly and it was AGREED EGPC should support them.

6.2.7. 174164/F – Parsonage Farm, Eardisley, Hereford, Herefordshire HR3 6LX – Proposed construction of ménage/arena for private use. No objections raised and it was AGREED EGPC should support this application, which is for private use only.

6.3. A full round-up of planning activity since the last meeting was presented and a copy will be posted shortly on the EGPC web site.

7. Glebe Brook: Andrew Layton from the Environment Working Group had inspected the Glebe Brook, as well as walking the footpath EE12 and reported several areas of blockage along the route of the path which posed a flood risk. In addition, the Clerk had been in touch with HC/BBLP on the same topic. No further proof of ownership had been obtained, but it was AGREED the EWG should investigate further about options and costings for clearance and report back to the January 2018 meeting.

8. The Highways update covered the following points:

8.1. A438 roadworks: The Clerk had written to BBLP regarding the poor and dangerous state of the Woodseaves Road; BBLP (Lara Edwards) agreed to inspect it once the A438 works were complete, which should be in the next week. It was noted HC had agreed to compensation for eligible, affected businesses, but details were not yet known. Roger Phillips had also discussed the topic with HC and Bill Wiggins MP. It was hoped details would follow shortly.

8.2. Speed Restriction Proposal, Winforton: This was debated again at length. It was CONCLUDED since EGPC’s compromise proposal to BBLP appeared to have been ignored, EGPC should object and revert to the original request for the 30mph restriction to be extended to the gates at the eastern end of the village. The proposal to extend the 30mph zone to the gates at the western end is supported. The Clerk to respond to BBLP accordingly by the 24.11.2017 deadline.

8.3. Safer Road Partnership Prioritisation: It was proposed & AGREED the Clerk should contact SRP to formally request Eardisley Group’s addition to the list of priority parishes for road safety enforcement.

8.4. Footpath EE16: Since the last meeting, HC had closed the footpath due to the dangerous bough & requested the tree be dealt with as soon as possible. The Clerk had obtained two quotes for the removal of the hanging bough. The lower quote of £160.00 (no VAT) was APPROVED and it was AGREED work should go ahead due to the public risk. Similarly, it was AGREED the fallen tree should be dealt with by EGPC while ownership enquiries were ongoing. Works Orders would, therefore, be raised for both using the P3 scheme.

8.5. Eardisley Resurfacing: Following the request from Eardisley residents at the northern end of the village, the Clerk had written to HC/BBLP to request this stretch of the A4111. Confirmation was received from Lara Edwards at BBLP that the bid was noted for the 2018/19 resurfacing programme.

8.6. Whitney Culverts Issue: The Clerk reported BBLP planned a further inspection to ascertain the issue and remedial action required.

8.7. Winforton Fingerpost Issues: It was reported these had been resolved by residents.

8.8. Parking Issue, Eardisley Church: Reported previously, this issue is no better and it was AGREED an approach should be made to HC/BBLP again about the possibility of bell bollards to prevent cars parking and blocking the narrow, sharp turn, particularly for HGV, tractors, etc.

8.9. Parish Drive Round: The Locality Steward (Lara Edwards, BBLP) had suggested dates in January for a drive round with the Clerk and designated PC representatives. 15th January would be requested.

9. Community Services: the following items were reported:

9.1. Winforton Defibrillator: It was AGREED Ken Goodman would liaise with Sportfish to see if their electrician would be willing to install the unit as soon as possible.

9.2. Kington Health Commission Review: Paul Whittall advised progress is slow; a new doctor is still expected to join the practice in December; the Logan Jack Unit contract was due to end in March 2018 and cannot be re-opened without sufficient doctors to staff it. Paul (& Roger Phillips) will keep EGPC updated.

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

Main Account                              £11,444.58
No. 2 Account                                £2,569.46
Business Saver Account             £3,776.24

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

Payee                              Description                           Gross Amount (£)      VAT (£)
V8 Media                         Domain Name Renewal                   12.00                        0.00

It was RESOLVED to pay the following:

Payee                              Description                           Gross Amount (£)      VAT (£)
N James                           NDP Website Expenses                        77.35                    7.98
IOC                                   Data Protection Renewal                     35.00                     0.00
HMRC                              Employers PAYE (Q3 Jan18)               253.18                     0.00
A Morgan                        Office & Clerk Expenses                       14.79                     1.33

11. Correspondence: 1) The HALC AGM was on 25.11.2017 and free to attend; there is an interesting agenda, but no-one was free to participate. 2) Herefordshire Walking Festival will take place in June 2018. HC are looking for possible walks to include; Footpaths Officers had been notified by the Clerk. 3) HC had sent a reminder about the Neighbourhood Planning event organised for 01.12.2017; Alan Watkins will attend for EGPC.

12. Matters for the Next Agenda – no discussion:

12.1. Speed Cameras

12.2. CIL (Community Infrastructure Levy) Money

Please send Agenda items to the Clerk by Friday, 19th January, thank you.

NEXT MEETING: Monday, 29th January 2018, 7:30pm, Eardisley Village Hall