Minutes 17th May 2017

Craswall, Llanveynoe, Longtown and Walterstone

Minutes of the Annual Meeting of Longtown Group Parish Council held on
Wednesday 17th May 2017 at 8.00pm in Longtown Village Hall.

PRESENT – Mr N Cowles, Mrs L Watkins, Mr P Hope, Mrs J Cecil, Mrs G Watkins, Mr N Powell, Mr J Hardy, Ms D Palmer and Mrs J Jones.
IN ATTENDANCE – Mrs L Cowles (Clerk), PCSO Fiona Witcher, PCSO Pete Knight and Mr T Griffiths (Lengthsman).
1. ELECTION OF CHAIRMAN – Mrs J Cecil was proposed by Mr N Cowles and seconded by Mr P Hope. There were no other nominations and the proposal was carried. Mrs Cecil signed the Declaration of Acceptance of Office.
Mr N Cowles had previously advised the Parish Council that he would not be standing again as Chairman and has decided to resign as a member of the Parish Council representing Longtown.
Mrs Cecil thanked Mr Cowles for his valuable contribution to the work of the Parish Council and wished him well in the future. Mr Cowles left the meeting.
2. ACCEPT APOLOGIES FOR ABSENCE – Mr J Turner, Mrs P Tribe and Mrs J Probert.
3. RECEIVE DECLARATIONS OF INTEREST AND CONSIDER ANY WRITTEN APPLICATIONS FOR DISPENSATION – Mrs G Watkins and Mr N Powell declared a non-disclosable interest in agenda item 12.1; the declarations book was signed accordingly. There were no written applications for dispensation.
4.1 Vice-Chairman – Mr J Hardy was proposed by Mrs J Cecil and seconded by Ms D Palmer. There were no other nominations and the proposal was carried.
4.2 Longtown Village Hall Representative – Defer to June meeting.
4.3 Craswall Village Hall Representative – Mrs G Watkins.
4.4 Walterstone Village Hall Representative – Ms D Palmer.
4.5 Lewis, Gilbert & Thomas George Charity and Meredith Maddy Charity Representative – Mrs P Tribe was proposed by Mrs G Watkins and seconded by Mr P Hope.
4.6 Footpaths Officer for Craswall, Llanveynoe, Walterstone & Longtown – Mr N Powell and Mr C Howells (Craswall), Ms J Jones (Llanveynoe), Ms D Palmer (Walterstone) and Mrs J Cecil (Longtown).
5. NOTICE OF REGISTRABLE INTERESTS – Councillors were reminded to update their Notice of Registrable Interests. It was agreed that the Clerk would forward forms to Councillors for them to update if needed. Current interests can be viewed on the Herefordshire Council website.
6.1 Parish Council Chairman – A report had been forwarded to Councillors prior to the meeting via email and is available on the Longtown Parish Council website, or on request, from the Clerk.
6.2 Local Police – A report had been forwarded to Councillors prior to the meeting via email. PCSO Pete Knight introduced himself as the newest member of the team although he has ten years’ experience in the job previously covering Bromyard and Leominster. The monthly Police briefings continue to be a good source of information and the Police were thanked for sending these out. PCSO Witcher advised that telephone scams were becoming very clever; please be aware and pass on this information to members of the public who do not receive the briefings.
Mrs Cecil asked whether the police were informed if car rallies were organised in the area as one had recently taken place with what appeared to be no prior notice to the public. PCSO Witcher advised that police were usually informed to allow them to include details in the police briefings or some organisers do post leaflets through letter boxes. It was generally agreed that this event had been better organised this year.
6.3 Lengthsman report and any new road defects – The Lengthsman budget for 2016/17 has been spent bar £57.20 nett. It was agreed that Terry would invoice the Council for this amount to enable him to complete works on the stile at the Black Hill car park. 2017/18 will see the team visiting 1 day per month from April – September when they will be concentrating on essential works. In October visits will increase to 2 days per month. It will be important that the Parish Council relay any issues to the Lengthsman to enable him to schedule works in for that day. Landowners will need to be made aware of their responsibilities about ditch maintenance. Mrs Cecil thanked Terry for this work in 2016/17 and it is hoped that the precept has been sufficiently increased to cope with works in the coming year. Mr P Hope will be the Lengthsman co-ordinator for the coming year.
7. ANNUAL REVIEW OF PARISH COUNCIL INSURANCE – Having received three quotes it was agreed to accept the renewal quote from Came & Co for £280.00 covering 2017/18.
8. ANNUAL REVIEW OF BANK MANDATE – Having accepted the resignation of Mr N Cowles it was agreed to add Mrs L Watkins as the fourth bank signatory.
9. ADOPT MINUTES OF PREVIOUS ORDINARY MEETING – 19th April 2017 – Amendment made to agenda item 6 to read ‘waymarker’. The minutes were then signed as a true and accurate record.
10. OPEN DISCUSSION – No further points were raised.
11. CLERKS UPDATE – The Lengthsman has reported that the stile at the Cats Back is beyond repair and would cost approximately £20 to mend – it was agreed to go ahead.
Waymarkers are due to be delivered from the Locality Steward. It was agreed to request a supply of all the markers and where possible, ask landowners if they were happy to have them renewed before changing. The salt supplied currently stored with the Clerk are not needed by other stockists in the area therefore the Lengthsman has been asked to collect and store. The stile has been collected and installed at Llandraw, Craswall by the landowner, the Clerk has written to thank him and ask about costs although no response has currently been received.
The village hall committee has asked again for the safe to be removed. It was agreed to advertise this in the latest Newsletter or to scrap if nobody came forward. The bin outside the hall is still not being emptied on a regular basis, it was suggested that they could request a wheelie bin form Herefordshire Council which should then be emptied on the fortnightly collection.
Site: Blackhill Farm, Craswall, Herefordshire. HR2 0PH
Description: Proposed side extension to provide additional living accommodation to
existing house.
Application No: 171467 Grid Ref: 329635:32854
Site: Perthy Perton, Longtown, Herefordshire. HR2 0LQ
Description: Erection of an oak framed garden room 5.3m wide and 5m deep, sat on a
natural stone plinth.
Application No: 170833 Grid Ref: 331842:229718
Site: Penydre Cottage, Longtown, Herefordshire. HR2 0LE
Description: Renovation and extension of existing dwelling
Application No: 170523 Grid Ref: 332078:228998
13.1 Updated confirmation of bank balance – £8691.98 Statement Sheet No. 1 issued 10th May 2017.
13.2 Receipts – Precept £7015.00.
13.3 Payment to Mr T Griffiths, invoice no. TGC2028 – March 2017 (3) of £382.00 plus VAT,
invoice no. TGC2037 – March 2017 (4) of £500.00 plus VAT, invoice no. TGC2040 – March 2017 (5) of £500.00 plus VAT, invoice no. TGC2051 – March 2017 (6) of £600.00 plus VAT, invoice no. TGC2055 – March 2017 (7) of £500.00 plus VAT, invoice no. TGC2052 – March 2017 (8) of £382.00 plus VAT, invoice no. TGC2049 – March 2017 (9) of £500.00 plus VAT and invoice no. TGC2058 – March 2017 (10) of £382.00 plus VAT – Payment agreed.
13.4 Payment to Mrs L Cowles for April 2017 Clerk’s hours plus £11.69 computer discs and £59.99 grit salt bin – Payment agreed.
13.5 Payment to Groundwork UK of £1380.23 for unused Neighbourhood Plan grant – Payment agreed.
14. FINANCIAL REGULATIONS – The financial regulations had been reviewed by Mrs J Cecil, Mrs G Watkins and the Clerk and had been distributed to Councillor prior to the meeting. Mrs Cecil proposed to adopt the amended financial regulations which was seconded by Mr J Hardy – All agreed. The Financial Working Group would continue to meet on a quarterly basis. As Mr Cowles had resigned it was agreed that Ms D Palmer would join the group.
15. CLERKS ANNUAL SALARY REVIEW – To reflect the changes in the Lengthsman administration and increased work load it was agreed to increase the Clerk hours to 8 hours per week. Pay to follow the Spinal Column Point 25 as per the National Association of Local Councils pay scales. To be reviewed in May 2018.
16. NEIGHBOURHOOD PLAN UPDATE – The group had been at Longtown shop again on Saturday 29th April. Data Orchard will be visiting the area next month to review possible sites. The next grant application is due to be submitted and it is hoped there will be enough finance to finish the plan. Data Orchard will then be helping to draw up the draft plan. Mr N Powell asked if there would be further parish meetings, Ms Palmer confirmed that there could be further parish meetings along with an opportunity to see the draft plan.
17. VERGE CUTTING SCHEDULES – At the recent Balfour Beatty Parish Briefings the Clerk had spoken to Paul Shipton, the Operations Manager at Balfour Beatty who confirmed he had contacted the grass cutting contractor who is looking at how to accommodate the Parish Councils request to cut in late June or early July. He confirmed that cutting would start in the next 2 – 3 weeks and there would need to be a second cut in August for safety reasons.
Several options were discussed including placing signs and specifying areas that did not need to be cut. It was agreed that it is possibly too late to do anything complicated this year and that having them cut in late June, early July is an acceptable compromise. It was agreed to write and agree two cuts for this year, but as late as possible and invite Paul Shipton to the July meeting along with the Wildlife Trust and any Parishioners who were interested in becoming involved. The Clerk will include in the June Newsletter advising people to contact Julie Jones if they would be interested in joining a working group to work towards protecting the verges. An option to group together with neighbouring parishes was also discussed.
18. INSTALLATION OF DEFIBRILLATORS – It was agreed to contact three local electricians for quotes to install the defibrillators and for the Clerk to write to Llanveynoe and Craswall PCC with the request to have them installed at the churches.
19. JUNE NEWSLETTER – Chairman, Neighbourhood Plan call for sites, avoiding soft verges, Parish Councillor vacancies, verge cutting interested parties.
20. NOTE THE CORRESPONDENCE SHEET – The correspondence sheet was noted.
21. RAISE MATTERS FOR THE NEXT SCHEDULED MEETING – 21st June 2017 at 8.00pm in Longtown Village hall – Standing Orders, Risk Management, engaging with community, Longtown Village hall representative.

The Chair declared the meeting closed at 10.20pm