Minutes 21st June 2017

Craswall, Llanveynoe, Longtown and Walterstone

Minutes of the Longtown Group Parish Council meeting held on
Wednesday 21st June 2017 at 8.00pm in Longtown Village Hall.

PRESENT – Mrs J Cecil (Chair), Mr P Hope, Mr N Powell, Mrs G Watkins, Mrs L Watkins, Ms D Palmer, Mr J Hardy and Mrs P Tribe.
IN ATTENDANCE – Mrs L Cowles (Clerk).
1. ACCEPT APOLOGIES FOR ABSENCE – PSCO Fiona Witcher and Mr J Turner. The Clerk has received an email from Mr Turner tendering his resignation as he is unable to attend most of the meetings. The Chair accepted his resignation.
2. RECEIVE DECLARATIONS OF INTEREST & CONSIDER ANY WRITTEN APPLICATIONS FOR DISPENSATION – There were no declarations of interest or written applications for dispensation.
3. ADOPT MINUTES OF THE ANNUAL MEETING OF THE PARISH COUNCIL – 17th May 2017 – Amendment made to agenda item 11 to read the stile at the Cats Back is damaged and would cost approximately £20 to mend. The minutes were then signed as a true and accurate record.
4. OPEN DISCUSSION – No members of the public attended the meeting and therefore no specific points were raised.
5.1 Local Police – The local police were unable to attend the meeting.
5.2 Lengthsman report – The Lengthsman was unable to attend the meeting. Mr Hope signed off the April worksheet.
6. RUNNING OF FUTURE PARISH COUNCIL MEETINGS – The Chair apologised for the length of the last meeting in May and suggested that meetings should take between 90mins – 120mins in future. If Councillors have points to raise please request to have them included in the following months agenda rather than corresponding via email in between meetings. There is no need to go over items that have previously been discussed and agreed. Councillors commented that meetings tend to go on when there has not been a meeting the previous month and that meetings may be longer if a lot of items are on the agenda. The Chair suggested that items on the agenda could be read before the meeting to enable decisions to be made quickly.
7. ENGAGING WITH THE LOCAL COMMUNITY – Diana and Judy had recently visited the Community Library in Longtown. Judy would be happy to visit on a regular basis to enable residents to discuss parish council matters and suggested it may also be a good idea to have a stand at Longtown Show in August to enable the parish council to engage with the community, hear their points of view and give another opportunity to discuss the Neighbourhood Plan. Residents have already made suggestions through the Neighbourhood Plan questionnaires on facilities they would like to have in the community, one of which was a prescription delivery service. Judy had recently attended the Golden Valley Supportive Project in Peterchurch who have supported two pilot projects, C.A.R.E Herefordshire and WISH (wellbeing information and signposting in Herefordshire) and she has spoken to Karen Stanton from Herefordshire Council about offering this service to our community or having prescriptions available to collect at the library. It was agreed that Judy could investigate this further after contacting Christine at Hope of Longtown who may have tried to start this service before. It can be promoted through a newsletter and publicity at the Longtown Show.

8. CLERKS UPDATE – Herefordshire Councils Public Places Protection Order consultation runs from 23rd May – 5th July and the Rural Area Allocation DPD consultation runs from 12th June – 28th July, both can be commented on the Herefordshire Council website. Herefordshire Council are holding a Budget Briefing 2018/19 on 4th July in the Town Hall, Hereford. HALC training courses previously emailed to Councillors, Judy Cecil will be attending ‘in the hot seat’. Herefordshire Council has adopted a new code of conduct. HALC are advising Parish Councils to wait for the outcome of the national review of the code which is expected in early 2018. There is no requirement for any change at the present time. Mike Jones has advised that Longtown Mountain Rescue Team has recently been given the Queens Award for Voluntary Service for over 50 years of work in the locality (this is equivalent to an MBE), it was agreed that the Clerk will write to them to offer congratulations. Kevin Pritchard had returned a quote of £1020 to fit the four defibrillators. Diana Palmer will contact the electricians in Walterstone for two further quotes. It was suggested that the Parish Council could do some fund-raising to pay for this or ask local electricians if they would be willing to give their time for free. Defibrillator will be displayed at the Longtown Show. The Clerk has had no response to the offer of collecting the safe, it was agreed that Jim Hardy would therefore arrange collection for it to be scraped.
Site: The Prill, Longtown, Herefordshire. HR2 0NZ
Description: Proposed adaptations to existing house and new windows to rear elevation
Application No: 171416 Grid Ref: 332336:227061
Site: Charity Farm, Llanveynoe. Herefordshire. HR2 0NF
Description: Retrospective change of use from dwelling (Use Class C3) to a
Holiday letting property (Use Class Sui Generis)
Application No: 171611 Grid Ref: 328925:231031
Site: Great House, Longtown, Herefordshire. HR2 0LS
Description: Installation of a hard surface tennis court together with associated
landscaping work. Works to include wildlife pond in part of the adjoining
Application No: 170580 Grid Ref: 332517:228435
Site: The Garn Farm, Longtown, Herefordshire. HR2 0PE
Description: Proposed hardstanding.
Application No: 171320 Grid Ref: 333099:226622
Site: Hillbrook, Craswall, Herefordshire. HR2 0PH
Description: Change of use of existing outbuilding to ancillary annex and associated
external works including a single storey rear extension.
Application No: 171207 Grid Ref: 330270:232563
Site: Blackhill Farm, Craswall, Herefordshire. HR2 0PH
Description: Proposed side extension to provide additional living accommodation to
existing house.
Application No: 171467 Grid Ref: 329495:233019

10.1 Confirmation of bank balance – £2325.29 issued 12th June 2017.
10.2 Receipts – £1338.80 VAT reclaim
10.3 Payment to Mr T Griffiths, invoice no. TGC2064 – Roads Account March 2017 (11) of £57.20 plus VAT and invoice no. TGC00029 – Roads Account April 2017 (1) of £382.00 plus VAT –Payment agreed.
10.4 Payment to Mrs Linda Cowles for May 2017 Clerk’s hours plus £7.80 stamps – Payment agreed.
10.5 Clerks future salary payment dates – The Clerk is currently paid sometimes four to six weeks after work is completed. Mrs Judy Cecil suggested issuing a post-dated cheque to be cashed at the end of each working month. Mrs Gill Watkins queried whether you can post date cheques. It was proposed by Mrs J Cecil to post date the wages cheque, seconded by Ms D Palmer – All agreed.
10.6 Donation to Longtown Village Pride – There is £1850 in the budget for donations, it was agreed that the finance working group would consider donations at their next meeting and report back to the parish council on 19th July.
10.7 The Annual Governance Statement 2016/17 was approved. Proposed by Mrs J Cecil, seconded by Mr J Hardy.
10.8 The Accounting Statement 2016/17 was approved. Proposed by Mrs J Cecil, seconded by Mr P Hope.
12. NEIGHBOURHOOD PLAN – Ms Palmer reported that she had attended a session at Longtown Community Library and one person had looked at the plan. The call for sites has been advertised for some time and the Steering Group are gathering together the options available. Ms Palmer was asked whether the sites would only be in Longtown? In response, she advised that the development of houses is in Longtown but there is scope for the remaining parishes to develop barns or derelict sites and it would be advantageous to put these in the plan although if they are not in the Neighbourhood Plan it would not necessarily mean that these sites would not get planning. Mr N Powell advised that at the Craswall Neighbourhood Plan meeting residents had commented that they would like to see development of derelict sites. Data Orchard has advised that there is a possibility that these sites can be included in the plan. Ms Palmer highlighted again that if they weren’t in the plan it didn’t mean that they wouldn’t get planning. To follow the Core Strategy the main development will need to be in Longtown. If sites are found in Longtown it would be an advantage to put these in the plan, if no sites were found Herefordshire Council could not do anything about it The Core Strategy states that 32 houses should be developed between 2011-2031 baring in mind that some had already been done. The first draft of the plan should be ready by the end of September for consultation in November.
13. COMPUTER SOFTWARE FOR PARISH COUNCIL LAPTOP – It was established that the parish council laptop currently runs the basic word and excel programs. There should be a provision for the Clerk to be able to use the laptop for parish council business. An upgraded package would cost approximately £120.00 for a one-off download. It was agreed that the Clerk would work with the current program for it to be discussed again at the July meeting.
14. STANDING ORDERS – Ms J Jones has not forwarded any revised standing orders to the Clerk. It was agreed to send a copy of the model standing orders to the Chair.
15. PROTECTING THE VERGES WORKING GROUP – Ms J Jones has advised via email that she has received two responses from people interested in joining a working group to discuss protecting the verges. Mrs Cecil has seen an article where some local authorities are using GPS to alert contractors when they are nearing protected areas so they can stop mowing. Mr Hardy is happy to take over from Ms Jones if needs be and is hosting a flower walk around Coedygrafel and Walterstone Common on the 2nd July when he may be able to enlist some support. He also advised that between 2006 – 2011 the Wildlife Trust worked with Herefordshire Council to manage 20 designated roadside verges, one of which was in this parish but funding had now stopped.

It was suggested that parish councils could work together, possibly co-ordinated by Herefordshire Association of Local Councils. Safety would be a factor when leaving some verges. Everybody’s opinion is valuable and there needs to be compromise. Mr Hardy requested that if there are areas of interest that could be left which would not cause a safety issue, please let him know. Mr N Powell reiterated that Craswall Parish would like their verges cut at the end of June/beginning of July
16. RISK MANAGEMENT – It was agreed to adopt the risk management policy although the Clerk is to check the insurance cover on the bus shelter in Craswall and Mrs L Watkins will enquire if benches in the parish belong to the parish council. These are currently not on the asset register. It was also queried how the regular checked would be made.
17. NOTE THE CORRESPONDENCE SHEET – The correspondence sheet was noted.
18. RAISE MATTERS FOR THE NEXT SCHEDULED ORDINARY MEETING – 19th July 2017 at 8.00pm in Longtown Village Hall – Defibrillators, bin outside Longtown village hall, correspondence to Parish Councillors.

The Chair declared the meeting closed at 2130