Minutes of the Annual Meeting18th May 2016

Craswall, Llanveynoe, Longtown and Walterstone

Minutes of the Annual Meeting of Longtown Group Parish Council held on Wednesday 18th May 2016 at 8.00pm in Longtown Village Hall.

PRESENT – Mr N Cowles, Mrs L Watkins, Mr D Freeman, Mrs P Tribe, Mrs G Watkins, Mr N Powell, Ms D Palmer, Mr J Hardy, Mrs J Cecil, Mrs J Probert and Ms J Jones.

IN ATTENDANCE – Mrs L Cowles (Clerk) and Ward Councillor Graham Powell.

1. ELECTION OF CHAIRMAN – Mr N Cowles was proposed by Mr N Powell and seconded by Mr D Freeman. There were no other nominations and the proposal was carried. Mr Cowles signed the Declaration of Acceptance of Office.
There was a discussion regarding the length of time a Chairperson can stay in office; it was agreed to consider this being included in any amended Standing Orders.

2. ACCEPT APOLOGIES FOR ABSENCE – Mr P Hope, Mr T Griffiths and PCSO Fiona Witcher.

3. RECEIVE DECLARATIONS OF INTEREST AND CONSIDER ANY WRITTEN APPLICATIONS FOR DISPENSATION – Mrs J Cecil declared a disclosable pecuniary interest in agenda item 10.2 and Mr N Cowles declared a disclosable pecuniary interest in agenda item 11.6; the declarations book was signed accordingly.

4. ELECTION OF OFFICERS

4.1 Vice-Chairman – Mr J Hardy was proposed by Mrs P Tribe and seconded by Ms D Palmer. There were no other nominations and the proposal was carried.
4.2 Longtown Village Hall Representative – Mrs L Watkins was proposed by Mr N Cowles, seconded by Mr N Powell. – All Agreed.
4.3 Craswall Village Hall Representative – Mrs G Watkins was proposed by Mrs L Watkins, seconded by Mr N Cowles – All Agreed.
4.4 Walterstone Village Hall Representative – Ms D palmer was proposed by Mr N Cowles, seconded by Mr J Hardy – All Agreed.
4.5 Lewis, Gilbert & Thomas George Charity and Meredith Maddy Charity Representative – Mrs P Tribe was proposed by Mr N Cowles, seconded by Ms D Palmer – All Agreed.
4.6 Footpaths Officer for Craswall, Llanveynoe, Walterstone & Longtown – Mr N Powell and Mr C Howells (Craswall), Mr D Freeman (Longtown), Ms D palmer (Walterstone) and Ms J Jones (Llanveynoe).
Councillors were reminded to update their Notice of Registrable Interests

5. RECEIVE REPORTS FROM:

5.1 Parish Council Chairman – See attached, a full report is available on the Longtown Parish Council website or on request, from the Clerk.
Mrs J Probert joined the meeting.
5.2 Ward Councillor Graham Powell – Defer to end of meeting as Councillor Powell was currently attending another meeting.
5.3 Local Police – The police were unable to attend the meeting.
5.4 Lengthsman report and any new road defects – Mr T Griffiths was unable to attend the meeting. Mr Cowles signed off the April worksheet.
Pothole reported on U74412 east of Court Farm in Walterstone.

6. ANNUAL REVIEW OF PARISH COUNCIL INSURANCE – A renewal quote of £314.76 had been received from Came & Company. The Clerk had also obtained a quote of £294.14 from Zurich. The Clerk contacted Came & Company again who then offered a revised quote of £273.75 for a one-year policy. It was agreed to renew with Came & Company.

7. ADOPT MINUTES OF PREVIOUS ORDINARY MEETING – 20th April 2016 – Amendment to Mrs Tribe’s name, the minutes were then signed as a true and accurate record.

8. OPEN DISCUSSION – No members of the public attended the meeting therefore no specific points were raised.
Ms J Jones joined the meeting.

9. CLERKS UPDATE
Herefordshire Council has requested topic suggestions for inclusion into their seminar programme for 2016. Please send before the end of May.
Alasdair MacDonald has taken over as Contract Director for Balfour Beatty, Andy Williams has been promoted to Regional Director.
HVOSS are no longer funded by Herefordshire Council, membership in future will be £30.00.
Dorstone Parish Council has submitted their Regulation 16 NP to Herefordshire Council for consultation. This runs from 18th May to 29th June 2016.
Thank you letter received from Richard Baker for donation.
Letter from Ruth Pritchard thanking the Parish Council for their interest in the Flag Pole project, unfortunately English Heritage will not give permission.
Complaint received concerning the water leak outside the Education Centre in Longtown. The Water Board had been due to attend on two previous occasions and are still scheduled to return.
Complaint received concerning the refuse collection from Longtown Village Hall. Balfour Beatty has advised the Clerk that the bin should be emptied regularly on a Tuesday if the bag is put out for collection.
Linzy Outtrim the Locality Steward has advised she would be available W/C 23rd May for some Parish Walks. It was agreed to organise these for Tuesday, 24th May. Clerk to contact her to confirm date.

10. CONSIDER PLANNING

10.1 PLANNING APPLICATION
Site: Chapel House, Craswall, Herefordshire. HR2 0PN
Description: Proposed conversion of building into ancillary living.
Application No: 161174 Grid Ref: 327954:236209
NO OBJECTION
10.2 WITHDRAWN APPLICATION
Site: Brass Knoll Farm, Brass Knoll Road, Longtown, Herefordshire. HR2 0NE
Description: Proposed removal of lean-to and construction of new single storey extension.
Application No: 160451/160466 Grid Ref: 330438:230589
10.3 PLANNING APPLICATION
Site: Caravan (Log Cabin) at Woodhay, The Vineyard Road, Walterstone.
Herefordshire.
Description: Proposed change of use of caravan (log cabin) lawfully used incidental to
enjoyment of ‘Woodhay’ to holiday accommodation.
Application No: 161327 Grid Ref: 335231:225518
NO OBJECTION

11. FINANCE

11.1 Updated confirmation of bank balance – £5838.21 Statement Sheet No. 201 issued 10th May 2016.
11.2 Receipts – Final Lengthsman claim 2015/16 £543.50, Precept £3265.00 and Neighbourhood Plan Front Runner refund claim £358.54.
11.3 Payment to Mr T Griffiths, invoice no. TGC1641 – April 2016 (1) of £375.00 plus VAT – Payment Agreed. It was confirmed that Mr Griffiths does not charge to attend Parish Council meetings.
11.4 Payment to Mrs L Cowles for April 2016 Clerk’s hours plus data recovery from USB failure of £195.00 plus VAT, stamps £14.28, stationery £2.95 and new USB stick of £11.00 – Payment Agreed.
11.5 Review statement of accounts for year end 2015/16 and approve Annual Return for financial year ending 31st March 2016 – All Agreed.
The Clerk and Mr N Cowles left the room. Mr J Hardy took the Chair.
11.6 Clerks annual salary review – The Clerk had requested through the Vice-Chairman that the Parish Council consider increasing the weekly hours worked. Mrs J Probert proposed that the Clerks hourly rate should remain the same but hours worked increased to six hours per week, seconded by Mr D Freeman. The proposal was carried.
Mr N Cowles resumed the Chair.

12. A DISCUSSION WITH OPENREACH, PUBLIC MEETING – To confirm that a public meeting will be held on Wednesday 15th June 2016 in Longtown Village Hall from 6.00pm – 7.30pm for a discussion with Openreach. Kim Mears, Managing Director, Infrastructure Delivery Openreach and Nicholas Vaughan, Head of Public Affairs Openreach will be attending. To be advertised in parish newsletter, website, social media and posters.

13. NEIGHBOURHOOD PLAN UPDATE – Mr Freeman advised that questionnaires had now been collected. Data Orchard have suggested that from initial findings there has been a 58 – 60% response rate with a 37% response rate from the Young Person Questionnaires. These rates would probably have been lower if the questionnaire had been sent/returned by post. The Parish Council should expect to receive details of the responses within 5 – 6 weeks.
Mr Freeman will now pass the list of contacts to the Clerk for future use if necessary once people had been contacted to confirm that they are happy to stay on the list.
The Young Persons prize draw needs to be conducted. It was agreed that the Chairman would draw the winners at the end of the Parish Council meeting.

14. WILDLIFE AND COUNTRYSIDE ACT 1981 SECTION 53 – Copies of statements have been received from the Planning Inspectorate concerning the Addition of Restricted Byway LQ85 Longtown and Llanveynoe Modification Order 2010. Mr Eric Guest has produced a good statement along with photographs. Mr Freeman suggested that the Parish Council would need to comment on other people’s statements which they are not really qualified to do as this issue has been on-going for a number of years. Mr Freeman proposed that there was nothing further to add to the Parish Council’s previous statement. All Agreed, the Clerk to confirm this with the Planning Inspectorate.

15. JUBILEE PLAQUE – Mrs Tribe has received a quote of approximately £200 plus VAT for a stainless steel commemorative plaque for the Jubilee Tree at Longtown village hall. As funds were available from the jubilee celebrations the Parish Council agreed to go ahead with the order. Mr Cowles agreed to install the plaque at the hall.

16. JUNE NEWSLETTER – Openreach meeting. Young Persons Questionnaire prize draw winners (if agreed by parent/guardian).

17. NOTE THE CORRESPONDENCE SHEET – The Correspondence sheet was noted.

18. RAISE MATTERS FOR THE NEXT SCHEDULED MEETING – 15th June 2016 at 8.00pm in Longtown Village hall – Standing Orders, Fuel Poverty Update, Defibrillators, Lewis, Gilbert & Thomas George Charity update.

5. RECEIVE REPORTS FROM:

5.2 Ward Councillor Graham Powell – Councillor Powell’s report had been distributed to Councillors by email before the meeting, which included: –
A discussion with Openreach – Wednesday 15th June, 6.00pm – 7.30pm, Longtown Village Hall
Schools White Paper
Hereford Bypass
Hereford City Link Road
Hereford City Library & Museum
Lengthsman Scheme
Syrian Refugees
Herefordshire Council Smallholdings
A full report is available via the Longtown Parish Council website or on request, from the Clerk.
Weston Under Penyard’s Neighbourhood Plan has gone through the referendum with an acceptance rate of over 90%. This has now gone to Council for approval.
Mr J Hardy queried with Ward Councillor Powell the responsibility of Herefordshire Council if the Lengthsman scheme was reduced. This could potentially mean that drains, culvert and grips would not be maintained and roads may not be kept to a reasonable standard. Do they not have a legal responsibility to maintain the infrastructure?
Ward Councillor Powell advised that with budget cuts there will not be the money available to continue with the Lengthsman Scheme in its present form.
Ms Palmer asked if Herefordshire would be taking any Asylum Seekers? Ward Councillor Powell advised he was unsure at this time; the Council would need to consider carefully if they could support this.

The Chairman declared the meeting closed at 2140.

Young Persons Neighbourhood Plan prize winners
3rd prize £10 voucher of their choice – Bonnie Probert-Price
2nd prize £20 voucher of their choice – Rosie Tandy
1st prize £30 voucher of their choice – Hugo Heffer

Clerk to contact and arrange prizes