Minutes 17th June 2015

LONGTOWN GROUP PARISH COUNCIL
Craswall, Llanveynoe, Longtown and Walterstone

Minutes of the Longtown Group Parish Council meeting held on Wednesday 17th June 2015 at 8.00pm in Longtown Village Hall.

Parish Councillors absent from the May meeting signed the Declaration of Acceptance of Office

PRESENT – Mr N Cowles (Chairman), Mrs L Watkins, Mrs P Tribe, Mr D Freeman, Mr J Hardy.

IN ATTENDANCE – Mrs L Cowles (Clerk), Ward Councillor Graham Powell, Mr T Griffiths (Lengthsman), Mr Richard Baker, Ms Polly Hearsey and one member of the public.

1. ACCEPT APOLOGIES FOR ABSENCE – Ms D Palmer, Mr N Powell and PCSO Fiona Witcher.

2. RECEIVE DECLARATIONS OF INTEREST – There were no declarations of interest.

3. ADOPT MINUTES OF THE ANNUAL MEETING, ORDINARY MEETING AND LONGTOWN PARISH MEETING – 20th May 2015 – The minutes were signed as a true and accurate record.

4. OPEN DISCUSSION – The member of the public would like to see a defibrillator in the village.
Mr J Hardy joined the meeting.

5. SOCIAL MEDIA AND THE NEIGHBOURHOOD PLAN
Polly Hearsey gave a talk on how social media has the potential to support engaging as much of the community as possible in the process of developing the Neighbourhood Plan. The ideal solution is to use social media to present community level information that extends beyond the process of the Neighbourhood Plan itself and encourage members of the community to actively participate in sharing. Both Facebook and Twitter attract different users and there are already many avid Twitter users in the area. A community page can be set up which will allow the community to share information, pictures and more. 2 or 3 community editors can access the page and add updates, news and community features needed. The Parish Council agreed this was a great community asset which could also be used by Ward Councillor Powell, the Lengthsman and be linked to the website along with the Neighbourhood Plan mailing list. Polly advised that this would be completely free to set up. Mrs Tribe proposed that Polly should set up a community page on both Facebook and Twitter acting as chief editor for the foreseeable future along with help from the Clerk and Christine Hope; this was seconded by Mr Freeman. – ALL AGREED.

6. DEFIBRILLATOR
Richard Baker explained that every 5 minutes somebody in the UK has a Cardiac Arrest, it’s the biggest killer, but you can survive. Early access to an emergency response is crucial; the Health & Safety emergency response rate is 8 minutes, something which cannot be achieved in the area we live. He has kindly offered to donate a defibrillator and box to the Parish Council; something that usually costs over £2500. It is easy to use; you cannot kill somebody by using it. It will need to be visible, accessible and have a number of people trained to use it, although in an emergency dial 999 and you will be talked through the process. It was proposed by Mr Freeman to accept his offer which was seconded by Mrs Tribe – ALL AGREED.
Richard is prepared to offer some training sessions on how to use it safely and would only require a donation be made to Birmingham’s Children’s Hospital. Carol Powell suggested that Sheila Watkins has already offered to have it at The Crown. It was agreed that the Clerk would contact Sheila to arrange installation.

7. REPORTS
7.1 Ward Councillor Graham Powell – Councillor Powell’s report included:-
Herefordshire Council Budget Outturn 2014/15
Herefordshire Council 2016 – 2020 Budget Planning
Local Planning issue
Broadband
Parish Councillor Training
Mobile Infrastructure Program
A full report is available, on request, from the Clerk.
7.2 Local Police – The Police were unable to attend the meeting.
7.3 Lengthsman
The Lengthsman reported that the road maintenance program was on schedule, they are now waiting for grass cutting to begin to enable them to start ditch work in the Llanveynoe area. They have also scheduled in work on the Mountain Road (between the two cattle grids). Funds can be used for maintaining the visual aspect in villages and the team has been verge cutting in Longtown to encourage local residents to do the same. The Clerk had sent a copy of the 2015/16 contract, which he was happy to sign but noted that Balfour Beatty were now expecting them to follow their Health & Safety thresholds which are sometimes impractical to operate in this area, although he is confident his team are working safely. He has had no recent contact with the Locality Steward.

8. CLERKS UPDATE
The Clerk has received a letter of thanks from Village Pride for their donation. After collecting the accounts from Chris Haywood he had enquired whether the Parish Council would consider making a donation to Longtown Village Hall towards the kitchen extension.
The Clerk has also been advised of poor signage on the Monnow Valley Walk, she will contact Will Steel the Footpaths Officer.
Herefordshire Council are donating office essentials, free of charge to organisations, items can be collected on 16th & 18th June. As these dates have either past or very near it was requested that the Clerk contact them to enquire if they could be collected at a later date.
There will be Parish Councillor briefing sessions on 23rd June 2015 2pm – 4pm and 9th July 6.30pm – 8.30pm in the Shirehall, Hereford.
Parish Council accounts now need to be made available on the Parish Council website, as the current package does not support this; the Clerk requested gaining information on an upgrade package – All Agreed.
After attending a recent training session the Clerk advised that over the coming months updates will be made on items the Parish Council should be complying with by law.

9. CONSIDER PLANNING
9.1 PLANNING PERMISSION
Site: Penydre Cottage, Longtown, Herefordshire. HR2 0LE
Description: Proposed renovation and extension of existing cottage.
Application No: 151469 Grid Ref: 332078:228998
OBJECTING TO THE APPLICATION – The extension is too big and the large amount of glass used is inappropriate. Not in keeping with the local area.
9.2 PLANNING PERMISSION REFUSED
Site: C1213 at Cwmbolouge Farm buildings, North of Bramley House, Dulas
Herefordshire. HR2 0HW
Description: Proposed new road access
Application No: 151074 Grid Ref: 335003:229649

10. FINANCE
10.1 Updated bank balance as per statement number 190 dated 11th June 2015 is £6,581.08.
10.2 Receipts – None.
10.3 Payment to Mr T Griffiths, Invoice no. TGC1250, May Road Account (1) of £275.00 plus VAT. Invoice no. TGC1262, May Road Account (2) of £275.00 plus VAT. Invoice no. TGC1263, June Road Account (1) of £275.00 plus VAT and Invoice no. TGC1264, June Road Account (2) of £275.00 plus VAT – Payment Agreed.
10.4 Payment to Pariscouncil.net, invoice no. 1799, Website hosting of £100.00 – Payment Agreed.
10.5 Payment to Healing herbs, invoice no. 42931, printing of posters (NP) of £81.20 plus VAT – Payment Agreed.
10.6 Payment to Mrs P Tribe, refreshments for Neighbourhood Planning meetings (NP) of £100.00 – Payment Agreed.
10.7 Payment to Ms D Palmer, refreshments for Neighbourhood Planning meetings (NP) of £22.64 – Payment Agreed.
10.8 Payment to Mrs Linda Cowles for May 2015 Clerk’s hours of £242.80 and expenses of £18.48 stationery (NP £12.49) – Payment Agreed.
10.9 ACCOUNTS 2014/15 –Review statement of accounts for year end 2014/15 and approve Annual Return for financial year ending 31st March 2015 – All Agreed.

11. PARISH COUNCILLOR VACANCIES – Miss R Goodwin’s has resigned as a Parish Councillor representing Craswall. Electoral Services have been advised and notices displayed. If an election is not called by 9th July 2015 the vacancy can be filled by the Parish Council. There are also currently three Parish Councillor vacancies representing Longtown.

12. APPOINT LEWIS, GILBERT & THOMAS GEORGE CHARITY AND THE MEREDITH MADDY CHARITY REPRESENTATIVE – Mrs Tribe agreed to continue as the representative.

13. CODE OF CONDUCT – The revised Code of Conduct was adopted – All Agreed.

14. 2015/16 LENGTHSMAN CONTRACT – The Lengthsman contract was agreed and duly signed by Mr T Griffiths, Mr N Cowles (Chairman) and witnessed by the Clerk.

15. NEIGHBOURHOOD PLAN UPDATE – The Steering Group held a very successful meeting on 5th June. Mr Cowles has resigned as Chairman due to work commitments along with Rebecca Goodwin who will no longer be living in the Parish; therefore Diana Palmer was elected as the new Chairperson. Polly Hearsey has also joined the group. It was agreed to include Declarations of Interest on all future agendas. Mr Freeman has agreed to produce a Project Plan, Ms Jones and Mrs Tribe will be visiting local groups including Young Farmers, Thursday Club, W.I. and the School to give a talk on the plan similar to the recent information evenings held. Ms Jones has also agreed to collate all the Parish meeting questions into three groups, which can then be put to future meetings. Questionnaires are planned to be distributed this summer. There are concerns that there is still a gap in reaching people who do not use the internet, whilst post was suggested, it is also expensive. There are currently approximately 50 people on the mailing list. Parish Councillors had previously been sent the draft Terms of Reference for the Neighbourhood Development Plan Steering Group, these were approved and adopted. Proposed by Mr N Cowles and seconded by Mrs L Watkins.

16. CWM STEPS, LLANVEYNOE – The Enforcement Officer; Scott Low has visited the site and is satisfied that the works undertaken mean the owner has fully complied with the requirements of Enforcement Notice EN2013/001970/ZZ. He therefore proposes to take no further action regarding this matter and has closed the enforcement case.

17. AGRICULTURAL BARN AT UPPER CWM FARM, LLANVEYNOE – The Land Agent; Mr George Thompson is currently on sick leave. Ward Councillor Powell has been in constant contact with Andrew Prior; the Planning Officer who is due to visit the site. Graham will keep the Parish Council updated.

18. REPORT ROAD DEFECTS – U75004 road disintegrating nr Chapel Farm, Llanveynoe mainly due to flooding. It was requested that the Lengthsman visit to check the ditches/culverts in the area. Mrs Watkins also agreed to contact the relevant landowner.

19. JULY NEWSLETTER ARTICLE – Parish Councillor Vacancies and Defibrillator.

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

21. RAISE MATTERS FOR THE NEXT SCHEDULED MEETING – Website, Social Media, Start time of monthly meetings.
The Chairman declared the meeting closed at 1015pm.