Minutes 15th June 2016

Craswall, Llanveynoe, Longtown and Walterstone
Minutes of the Longtown Group Parish Council meeting held on Wednesday 15th June 2016 at 8.00pm in Longtown Village Hall.

PRESENT – Mr N Cowles (Chairman), Mrs J Cecil, Mr P Hope, Ms J Jones, Mrs P Tribe, Mr D Freeman, Ms D Palmer, Mr J Hardy and Mr N Powell.

IN ATTENDANCE – PCSO Fiona Witcher and Mrs L Cowles (Clerk).

1. ACCEPT APOLOGIES FOR ABSENCE – Mrs G Watkins and Ward Councillor Graham Powell.

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 PARISH COUNCIL MEETING – 18th May2016 – The minutes were 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. REPORTS

5.1 Ward Councillor Graham Powell – Councillor Powell’s report had been distributed to Councillors by email before the meeting and included: –
Hereford Bypass
Hereford City Link Road
2015/16 Revenue Budget Outturn
Balfour Beatty Living Places
Help to Live at Home Consultation
A full report is available via the Longtown Parish Council website or on request, from the Clerk.
5.2 Local Police – PCSO Witcher reported that there had been a burglary in Walterstone and a car broken into at the Cats Back car park in Llanveynoe along with a worrying incident where a gentleman has been followed home and subsequently had his bank card stolen.
The Golden Valley Police Briefings can be sent to members of the public via email.
It was confirmed that the police base in Peterchurch would be moving to the Fire Station although no date has been confirmed.
5.3 Lengthsman report and any new road defects – The Lengthsman was unable to attend the meeting. Mr Cowles signed off the May and June worksheets.
A group of Councillors had recently taken Linzy Outtrim, the Locality Steward on a Parish Tour covering Llanveynoe and Craswall. Problem areas were reported and pictures taken for Linzy to log on to the Balfour Beatty system. Linzy confirmed that potholes would only be filled if they were a certain size and depth and that only potholes lodged on the system would be filled by the Balfour Beatty gangs working in a particular area. The maintenance of ditches would fall on the responsibility of the Landowner under the Riparian Owner scheme.

6. CLERKS UPDATE – The Planning Inspectorate would be visiting Byway LQ85 during the week of 27th June 2016.
There is a Police & Crime Commissioner Consultation currently running until 17th June.
The next step of the Community Governance Review would be advised after 23rd June, it has been noted that Walterstone has expressed an interest in joining Ewyas Harold Parish Council.

The latest Neighbourhood Planning Grant of £5106 was due to be received in the next few days.
PROW equipment would need to be paid for in future, the Clerk has enquired through the Locality Steward if the Stiles and Gate recently ordered would fall into this new initiative.
The Public Footpath Creation Order for footpath WZ2 in Walterstone has been received and passed to Ms D Palmer, the Footpaths Officer for Walterstone.
Councillors were advised that the Lengthsman budget would be significantly reduced for 2017/18 with the Parish Council needing to contribute approximately £5000 to receive any grant funding from Herefordshire Council.
Information session on how to set up a Good Neighbour Scheme is on 29th June in Tarrington Village Hall.
Concerns have been raised regarding Data Protection. A recent email sent from the Parish Council containing email addresses had then been used by a member of the public to promote a fund raising event. Mr Freeman apologised for sending the email without using the ‘Blind Carbon Copy’ facility and he has also spoken to the recipient of the original email, who has also apologised. They have been asked not to use these addresses again. Ms J Jones has also received 3 other emails after addresses were disclosed. It was made clear that it is a legal requirement not to disclose contact details and it should not happen again.

7. CONSIDER PLANNING

7.1 PLANNING PERMISSION GRANTED
Site: Chapel House, Craswall, Herefordshire. HR2 0PN
Description: Proposed conversion of building into ancillary living accommodation
Application No: 161174 Grid Ref: 327954:236209

8. FINANCE

8.1 Updated confirmation of bank balance – £4535.83 Statement Sheet No. 202 issued 10th June 2016.
8.2 Receipts – None
8.3 Payment to Mr T Griffiths, invoice no. TGC1667– May (1) of £375.00 plus VAT, TGC1685– June (1) of £377.00 plus VAT – Payment Agreed.
8.4 Payment to Mrs Linda Cowles for May 2016 Clerk’s hours plus £60.00 Young Person NP questionnaire prizes and £14.12 plus VAT Stationery – Payment Agreed.
8.5 Payment to Golden Valley Accounting for preparation of accounts and internal audit for year end March 2016 of £260.00 plus VAT – Payment Agreed.

9. DEFIBRILLATORS – The British Heart Foundation are offering help towards funding a defibrillator although the Parish Council would need to donate £400 towards the cost of the machine and then approximately £700 to purchase a cabinet. It was agreed that this was quite expensive. Mrs Cecil suggested training more people to use the equipment the Parish Council already had. It was agreed that the Clerk would contact Longtown school to ask if they would be interested in running a joint event and invite Heartstart along who offer free two-hour training sessions covering life threatening emergencies.

10. FUEL POVERTY – Oliver Rothwell has still not confirmed if there is any funding available to run a fuel poverty event, Mrs Cecil has also contacted Matthew Locking the Energy Strategy Officer. The Parish Council need to advise when the trailer is needed and what they are doing to encourage people to attend the event. There is currently no data available regarding the people who are in fuel poverty other than to say that the Golden Valley area has the highest. It was agreed to request the trailer for the Longtown Show and Mrs Cecil would speak to Graham Powell regarding funding.

11. LEWIS, GILBERT & THOMAS GEORGE CHARITY – Mrs P Tribe advised that the charities land has recently been re-let. Interested parties had been requested to put forward sealed bids, three were received, of which one was chosen. The first rent instalment has already been received. The Charity currently donates £700 to residents who apply before 21st October, this is then distributed on 21st December. Only Longtown residents are able to apply.

12. STANDING ORDERS – It was agreed to update the Standing Orders. Mrs J Jones agreed to review these over the school summer holidays.

13. PARISH COUNCIL FINANCIAL REGULATIONS, PARISH COUNCIL PUBLICATION SCHEME, COMPLAINTS PROCEDURES, GRANT AWARDING POLICY – It was agreed to review these policies and procedures. Mrs J Jones agreed to review over the school summer holidays.

14. NOTE THE CORRESPONDENCE SHEET – The correspondence sheet was noted.

15. RAISE MATTERS FOR THE NEXT SCHEDULED ORDINARY MEETING – 20th July 2016 at 8.00pm in Longtown Village Hall – Jubilee Plaque, Neighbourhood Plan update, Fuel Poverty update.

The Chairman declared the meeting closed at 2045.