Minutes 21st September 2016

Craswall, Llanveynoe, Longtown and Walterstone

Minutes of the Longtown Group Parish Council meeting held on
Wednesday 21st September 2016 at 8.00pm in Longtown Village Hall.

PRESENT – Mr N Cowles (Chairman), Mr P Hope, Mrs J Probert, Mrs L Watkins, Mrs P Tribe, Mrs J Cecil, Mrs G Watkins, Ms D Palmer, Mr J Hardy and Ms J Jones.
IN ATTENDANCE – Mrs L Cowles (Clerk), Ward Councillor Graham Powell and one member of the public.
1. ACCEPT APOLOGIES FOR ABSENCE – Mr D Freeman and Mr N Powell.
2. RECEIVE DECLARATIONS OF INTEREST & CONSIDER ANY WRITTEN APPLICATIONS FOR DISPENSATION – Mr N Cowles declared a non-disclosable interest in agenda items 7.1 and 7.2. Mrs G Watkins declared a disclosable pecuniary interest in agenda item 7.1 and a non-disclosable interest in agenda item 7.2. Mr P Hope declared a non-disclosable interest in agenda item 7.1; the declarations book was signed accordingly. There were no written applications for dispensation.
3. ADOPT MINUTES OF THE PREVIOUS ORDINARY MEETING – 20th July 2016 & EXTRAORDINARY MEETING – 18th August 2016 – The minutes were signed as a true and accurate record.
4. OPEN DISCUSSION – The Chairman welcomed Mr Jonathan Turner to the meeting who introduced himself and declared an interest in becoming a Parish Councillor representing Longtown. Mr Turner was thanked for his interest whilst Councillors would consider co-opting at the October meeting.
5.1 Ward Councillor Graham Powell – Councillor Powell’s report had been distributed to Councillors by email prior to the meeting and included: –
Consultation on review of bus services in Herefordshire runs until 16th October
Herefordshire Council Budgets & Parish Council Precepts
Consultation on Travellers Sites
Traffic regulation Orders – Proposed Changes to process.
The Boundary Commission Consultation
2017/18 Budget presentation
A full report is available via the Longtown Parish Council website, or on request, from the Clerk.
Ward Councillor Powell pointed out that many people were very concerned about the bus services review and encouraged all Councillors to complete a questionnaire. The consultation form for the South Wye Transport Package was also handed to Councillors to complete.
Works have been completed on the A465 junction at Ewyas Harold, visibility was now a lot clearer and the junction was a lot more obvious. Herefordshire Council are looking for possible travellers’ sites although none have been deemed suitable in this area. Mrs Cecil enquired when Vodafone will be installing equipment on the mobile phone mast, Councillor Powell advised that it would be coming but not sure when (currently chasing). Mrs Cecil also requested an update on the proposed refugees coming to Herefordshire; Councillor Powell will forward an update to the Clerk.
As members of the public have raised concerns about the timing of verge cutting in the parish it was suggested that this be discussed at the next parish council meeting.
5.2 Local Police – The local police were unable to attend the meeting.
5.3 Lengthsman report and any new road defects – Mr T Griffiths was unable to attend the meeting. Mr Cowles signed off the July, August and September (1) worksheets. Defects were reported on the U75007 near Highfield House and U75008 near Great Cwm Farm. The No Through road sign also needs cleaning at Little Black Hill.
6. CLERKS UPDATE – Information on the proposed changes to Traffic Regulations Orders have been forwarded to Councillors via email. An update and feasibility study on the proposed Kemble Centre in Ewyas Harold has been emailed to Councillors. Cusop Neighbourhood Plan pre submission consultation runs until 25th September. Code of Conduct procedure review runs until 7th October.
The Locality Steward has confirmed that the gates and stile ordered in March will now be delivered free of charge as they were ordered in the previous financial year.
Notices have been placed in phone boxes within the parish stating that they are soon to be removed and to contact the Local Planning Authority with objections. The Clerk is waiting to hear back from Anthony Bush (Herefordshire Council) regarding the proposed removal.
Dates for the diary:
Thursday 6th October – Planning Update for Parish Councillors
Tuesday 11th October – Balfour Beatty Parish Briefing
Monday 17th October – Green Lanes Event
Mrs G Watkins left the room
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
Mrs G Watkins re-joined the meeting
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: The Garn Farm, Longtown Herefordshire. HR2 0PE
Description: Proposed road, improved entrance and turning area
Application No: 162318 Grid Ref: 333329:226792
Site: Tan House, Longtown, Herefordshire. HR2 0LT
Description: Application for prior notification of agricultural development – proposed
Application No: 162450 Grid Ref: 332875:228596
Site: Lower Ponthendre Farm, Longtown, Herefordshire. HR2 0NY
Description: Proposed new road access into field.
Application No: 152798 Grid Ref: 332686:227835

Site: Central Kitchens Industrial Estate, Longtown, Herefordshire. HR2 0LE
Description: Variation of Condition 2 of Planning Permission SW20000/0137/F
Application No: 161341 Grid Ref: 332097:229290
Site: Brass Knoll Farm House, Llanveynoe, Longtown, Herefordshire. HR2 0NE
Description: Proposed removal of lean-to and construction of new single storey
Application No: 161844/161845 Grid Ref: 330440:230588
8.1 Confirmation of bank balance – £9600.41 (£5106.00 – NP) Statement Sheet No. 205 issued 12th September 2016.
8.2 Receipts – £2206.00 1st quarter Lengthsman claim
8.3 Payment to Mr T Griffiths, invoice no. TGC1742 – July 2016 (1), specific task work of £377.00 plus VAT, invoice no. TGC1743 – July 2016 (2), roads account of £325.00 plus VAT, invoice no. TGC1788 – August 2016 (1), roads account of £377.00 plus VAT, invoice no. TGC1793 – August 2016 (2), roads account of £377.00 plus VAT and invoice no. TGC1821 -September 2016 (1), roads account of £377.00 plus VAT – Payment Agreed.
8.4 Payment to Mrs Linda Cowles for July & August 2016 Clerk’s hours plus £14.67, stationery and £19.79, printer ink – Payment Agreed.
9. EXTERNAL AUDIT – The external audit report was received from Grant Thornton the only comment being that section 1 and 2 should have been recorded as separate minute references.
10. WILDLIFE & COUNTRYSIDE ACT 1981 SECTION 53 (Addition of Restricted Byway LQ85 Longtown and Llanveynoe) Modification Order 2010. – Copies of a draft response had been sent to Councillors prior to the meeting; It was agreed to forward this letter to the Planning Inspectorate raising the Parish Councils concerns.
11. NEIGHBOURHOOD PLAN UPDATE – The Steering Group have been looking at the results of all surveys and these are in the process of being summarised. A representative from Data Orchard will be attending the next Steering Group meeting to check through the results to enable them to be publicised and the next round of public meetings arranged. It was confirmed that the results would be forwarded to Parish Councillors before the October parish council meeting. The Clerk undated Ms Palmer on the current grant expenditure and available funds.
12. FUEL POVERTY – Mrs Cecil reported that the promotional trailer at Longtown Show had been well supported with a footfall of approximately 50 people. Across the County as a whole problems are getting worse instead of better. Herefordshire Affordable Warmth are currently rolling out a new strategy which is now linked to Age UK. She will contact the Thursday Club in Longtown and distribute leaflets to the doctors’ surgery. Moving forward support should be more readily available.
13. PARISH & TOWN COUNCIL BUS & COMMUNITY TRANSPORT CONSULTATION – The Parish Council agreed their response to the Bus & Community Transport Consultation.
14. PROVISION OF PARISH COUNCIL SANDBAGS FOR 2016/17 – It was agreed not to request any empty sandbags.

15. LENGTHSMAN 2016/17 – Funding for the Lengthsman Scheme will be changing for 2017/18 with the Parish Council being expected to make a minimum contribution of £60 per kilometre of road to receive £30 per kilometre in funding. Longtown Group Parish has 83.60 kilometres of C & U roads and currently spends £12,032 per year on the Lengthsman Scheme. For the Parish Council to receive any funding it will need to find a minimum of £5016 which will mean increasing the precept by approximately £1 per month per band D premises. This will still only then provide an expenditure of £7524 in 2017/18 unless the Parish Council agree to increase the precept further. Ward Councillor Powell has placed an article in all local parish magazines advising of these changes and requesting Parishioners to contact either himself or the Clerk to express a view or raise any concerns.
Councillors raised concerns on how this would affect this rural community and any precept increase this year would also affect the following year. It was apparent from the initial responses to the Neighbourhood Plan roads are a high priority for many Parishioners. It was agreed that cost savings would need to be made and that a certain amount of responsibility would need to be taken on by people to maintain their own areas.
16. WEBSITE – The current Parish Council website is outdated and does not support all the Parish Council needs. The Clerk has been unable to contact the current website provider to request an update to some areas and has investigated setting up a new website. There is currently government funding available to enable Parish Councils to comply with the Transparency Code and set up a website. Through Hereford Association of Local Councils, the Clerk has contacted Eyelid Production Ltd who have set up a number of Parish Council websites locally for a one off fee of £500 with an annual fee of £100 for website support. HALC will host and register the domain name for £30.00. It was agreed that the Clerk should apply for funding and set up a new website.
17. NOTE THE CORRESPONDENCE SHEET – The correspondence sheet was noted.
18. RAISE MATTERS FOR THE NEXT SCHEDULED ORDINARY MEETING – 19th October 2016 at 8.00pm in Longtown Village Hall – Lengthsman 2017/18, Neighbourhood Plan update, verge cutting.

The Chairman declared the meeting closed at 2130