Minutes 14th November 2016

Craswall, Llanveynoe, Longtown and Walterstone

Minutes of the Longtown Group Parish Council meeting held on
Monday 14th November at 7.30pm in Longtown Village Hall.

PRESENT – Mr N Cowles (Chairman), Mr N Powell, Mrs G Watkins, Mrs J Cecil, Mr P Hope, Ms D Palmer, Mr J Hardy and Mrs J Jones.
IN ATTENDANCE – Mrs L Cowles (Clerk).
1. ACCEPT APOLOGIES FOR ABSENCE – Mrs L Watkins, Ward Councillor Graham Powell and Mr T Griffiths (Lengthsman).
2. RECEIVE DECLARATIONS OF INTEREST & CONSIDER ANY WRITTEN APPLICATIONS FOR DISPENSATION – Mr N Powell, Mrs G Watkins, Ms D Palmer and Mr J Hardy declared a non-disclosable interest in agenda item 14. Mr N Cowles declared a disclosable pecuniary interest in agenda item 10.1; the declarations book was signed accordingly. A written application for dispensation was received from Mr N Cowles for agenda item 11, this was agreed for the duration of one meeting.
3. ADOPT MINUTES OF THE PREVIOUS ORDINARY MEETING – 21st September 2016 – The minutes were signed as a true and accurate record.
4. PARISH COUNCILLOR VACANCIES and LONGTOWN FOOTPATHS OFFICER VACANCY – Mr David Freeman sadly passed away in October, he was a respected and valued member of the Parish Council, the Chairman thanked him for his hard work over the years. Mrs Cecil also offered her thanks for his support when she joined the Parish Council.
Mr Jonathan Turner was co-opted onto the Council to represent Longtown; filling a long-term vacancy. Mrs Judy Cecil will take over the Footpath Officer role covering Longtown.
5. OPEN DISCUSSION – No members of the public attended the meeting therefore no specific points were raised.
6.1 Ward Councillor Graham Powell – Councillor Powell’s report had been distributed to Councillors by email prior to the meeting and included: –
Libraries and Customer Service
Budget Report – 30th September 2016
Edgar Street Roadworks
Southern Link Road (A465 -A49)
On Street Parking Charge Consultation
A full report is available via the Longtown Parish Council website, or on request, from the Clerk.
6.2 Local Police – The local police were unable to attend the meeting
6.3 Lengthsman – Mr T Griffiths was unable to attend the meeting. Mr Cowles signed off the September (1), October (1 & 2) worksheets. Defects were reported on U74413 Walterstone between Arcadia and New Road and U74412 from Court Farm to Vineyard Farm. C1203 Craswall by Upper House/Ruinsford Lane cross roads and U74407, Longtown at Penrhewy Lane. Mr N Powell reported that a problem on the U75004 above Chapel Farm which had been photographed by the Locality Steward had been filled with mud and needs concrete. Mrs G Watkins enquired whether passing places on the roads were classified as the road or a verge? The Clerk confirmed that roadside ditches are the responsibility of the landowner.
Ms J Jones joined the meeting
7. CLERKS UPDATE – Prior to the meeting information had been emailed to Councillors regarding the October 2016 update for the proposed Kemble Centre, Ewyas Harold, broadband survey open until the end of November, initial proposals for the new parliamentary constituency boundaries and a refugee and asylum seekers update.
The Clerk had been contacted enquiring of land ownership of areas in the Olchon Valley, Mr N Powell agreed that the request could be passed to him.
The Clerk has also been forwarded information regarding ‘Careline’ a 24-hour personal emergency response service, it was agreed to forward the information to the Thursday Club in Longtown.
Herefordshire Councils Local Flood Risk Management Strategy public consultation runs until 30th January 2017.
Healthwatch Herefordshire are also currently running a survey which can be completed online
The British Heart Foundation are again offering free public access defibrillators, it was agreed to apply for four.
Site: The Prill, Longtown, Herefordshire. HR2 0NZ
Description: A glazed bay replacing two windows and a stove flue which will extend
beyond the rear wall of the dwelling house by 1.3 metres. The maximum
height of the enlarged part of the dwelling house is 2.7 metres and the
height of the eaves of the enlarged part of the dwelling house is 2.7
Application No: 163237 Grid Ref: 332336:227061
Site: Upper Cwm Farm, Craswall, Herefordshire. HR2 0PH
Description: Agricultural portal frame building used as a DEFRA approved stock
gathering area
Application No: 162182 Grid Ref: 330263:233078
Site: Mountain Mayhem, Hillbrook, Craswall, Herefordshire. HR2 0PH
Description: Proposed construction of 2 no. single storey extensions and additional
‘lean to’ extension.
Application No. 162534 Grid Ref: 330138:232305
Site: Great Hunt House, Walterstone, Herefordshire. HR2 0DZ
Description: Proposed Agricultural building.
Application No: 162956 Grid Ref: 334845:226170
9.1 Updated confirmation of bank balance – £7206.46 Statement Sheet No. 207 issued 10th November 2016.
9.2 Receipts – £3265.00 2nd Precept payment and £1795.37 VAT repayment.
9.3 Payment to Mr T Griffiths, invoice no. TGC1836 – September 2016 (2), roads account of £377.00 plus VAT – Payment Agreed.
9.4 Payment to Mr T Griffiths, invoice no. TGC1848 – Roads Account October 2016 (1) of £377.00 plus VAT and invoice no. TGC1860 – Roads Account October 2016 (2) of £381.80 plus VAT – Payment Agreed.
9.5 Payment to Mrs Linda Cowles for September 2016 Clerk’s hours plus £14.28 Stamps – Payment Agreed.
9.6 Payment to Mrs Linda Cowles for October 2016 & November 2016 Clerk’s hours – Payment Agreed.
9.7 Payment to HMRC of £138.20 for PAYE July – September 2016 – Payment Agreed.
9.8 Payment to Grant Thornton of £200.00 plus VAT for 2016 Annual return – Payment Agreed.
9.9 Payment to Data Orchard, invoice no. 146 of £2479.15 plus VAT and invoice no. 147 of £309.00 plus VAT (Neighbourhood Plan) – Payment Agreed.
9.10 Payment to Eyelid Productions, invoice no. INV-1822 of £500.00 for Parish Council Website Development – Payment Agreed.
9.11 Cheque Signatories – It was agreed to add Mr N Powell and Mrs J Cecil as cheque signatories and remove Mr D Freeman.
10. THE GENERAL POWER OF COMPETENCE – Clerk to forward information to Councillors and defer to January 2017 meeting.
The Clerk and Mr N Cowles left the room. Mr J Hardy took the Chair.
10.1 CLERKS SALARY – It was agreed that as the Clerk has recently gained the CiLCA qualification her hourly rate would increase by two points to SCP25 on the Spinal Column Point Scale to be reviewed again at her annual review. It was a requested that the Clerk note the hours worked covering the Lengthsman Scheme.
Mr N Cowles resumed the Chair
11. 2017/18 PROVISIONAL BUDGET – It was agreed that the Clerk would forward actual spend figures for previous years to Councillors, amendment to donation figure for 2017/18. Budget to be reviewed again at the January 2017 meeting. It was suggested that a finance committee should look at future budgets.
12. PARISH COUNCIL PRECEPT 2017/18 – To enable the Lengthsman Scheme to continue in a similar form along with increases in annual costs it was agreed to increase the Parish Precept for 2017/18 by £7500.
13. LENGTHSMAN 2017/18 – The Clerk had not received any responses from Parishioners regarding the scheme although Ward Councillor Powell had received a few, main concerns are ‘why should we pay more just because we have a lot of roads & footpaths?’ ‘Cost of the Lengthsman should be spread across all residents’ ‘council tax & precept are too high and those with larger properties pay an unfair amount’ ‘keen for the Parish Council to continue funding the scheme’. It was agreed that the Clerk would return the expression of interest form.
14. DONATIONS – It was agreed to donate £500 to the village halls in Longtown, Craswall and Waltersone. £150.00 to Village Pride and £200.00 to Dore Community Transport.
15. NEIGHBOURHOOD PLAN – Ms Palmer advised that an update for parishioners would be included in the Parish Newsletter along with the website. 45% of adult questionnaires had been returned, whilst Data Orchard had considered this a good response Ms J Jones raised concerns that it was quite low. 29 young people completed the questionnaire and 103 business questionnaires were returned. The next step will be to produce proposals for our Neighbourhood Plan and present at public meetings in the three village halls, provisional dates have been set for end February/beginning March. More information will be sent out in the February newsletter, website and social media. It was highlighted that all adult members of the public would be eligible to vote on the plan.
Mrs G Watkins asked who were members of the steering group as at the last meeting a small number of people seemed to be doing all the work. Ms J Jones also queried the role of Data Orchard as they are being paid a lot of money to help with this plan.

16. WILDLIFE & COUNTRYSIDE ACT 1981 SECTION 53 (Addition of Restricted Byway LQ85 Longtown and Llanveynoe) Modification Order 2010 – The Planning Inspectorate has advised that having read the Parish Councils objection/representation it does not appear to cover any of the matters which the Inspector will be able to take in to account when reaching a decision and if the Parish Council wanted to pursue this further there is the potential that costs could be involved. The Clerk has contacted Mr Eric Guest (the landowner) who confirmed that whilst he has no objection to the inspector’s proposals it is based on the assumption that neither the Inspectorate, Council or any other body can alter the line of this route without further consultation and agreement with him.
The Clerk has therefore written to the Inspectorate stating there is nothing to add to their previous objections and fully supports Mr Guest. As there are no further comments to make which the Inspectorate can address the parish Council has no alternative other than to withdraw their objection.
17. VERGE CUTTING SCHEDULES – Ms J Jones agreed to investigate.
18. HEARTSTART – It was agreed to contact the school and Heartstart regarding a training course w/c 6th or 13th March 2017.
19. BT PAYPHONES CONSULTATION – BT have identified four public payphones in the parish for removal. It was agreed to adopt all four for £1.00 each for community use.
20. MEETING DATES 2017/18 – It was agreed to continue to meet on the 3rd Wednesday of the month during 2017/18. The Clerk did advise that the Parish meeting should be held on a different date than the Annual meeting.
21. DECEMBER NEWSLETTER – Thanks to David Freeman, Co-option of Jonathan Turner, Neighbourhood Plan update, Precept increase, BT phonebox purchases, Donations, Defibrillators, Parish Councillor vacancies.
22. NOTE THE CORRESPONDENCE SHEET – The correspondence sheet was noted.
23. RAISE MATTERS FOR THE NEXT SCHEDULED ORDINARY MEETING – 18th January 2017 at 7.30pm in Longtown Village Hall – Power of Competence, Standing Orders, Verge cutting schedule, Neighbourhood Plan meeting dates.

The Chairman declared the meeting closed at 2204.