Minutes – 16th January 2024

Minutes of the Parish Council Meeting PPC/HALC/005 held on Tuesday 16th January 2024 at 19.00 at Peterchurch Village Hall

 

Present

Councillors: David Morgan (in the Chair), Sandra Salter, Robert Metcalfe, Anna Coda, Isabelle Watkins, and Richard Gaze.

 

In attendance

Clerk Helen Tinson – on behalf of HALC (Herefordshire Association of Local Councils); Ward Councillor Phillip Price; Stuart Nowell and Toby Potter, BBLP; and 7 members of the public (including one Parish Footpaths Officer).

 

  1. Consideration to access HALC Clerk Cover for the meeting:

It was RESOLVED: to access HALC’s CiLCA qualified Clerk Cover for the meeting.

  1. Apologies for absence: Cllr Chris Richardson.

 

  1. Co-opt Councillors to fill current vacancies:

Members were informed that a Parish Resident had expressed an interest in joining the Parish Council but had not responded to further communication, therefore this item was deferred.

 

  1. Declarations of interest & written dispensation requests: Cllr Richard Gaze declared a nonpecuniary interest in agenda item 9.1.1 (Planning 233619).

 

  1. Minutes:
    • Minutes of the Parish Council meeting held on 12th December 2023:

It was RESOLVED: to approve the minutes as a true and proper record of the meeting. The minutes were signed by the Chair.

 

  1. Public Participation Open Session:
    • Balfour Beatty Living Places: Stuart Nowell from BBLP presented revised drawings for the Safer Village Initiative noting areas that have been amended due to budget constraints. Questions were asked and answered from parish councillors, Ward Cllr Price and members of the public. Printed copies of the plans were left with councillors and digital copies received via email, appended to these minutes as Appendix A. It was noted that the work has been scheduled to start on 29th January under night working to minimise traffic disruption.

Stuart Nowell and Toby Potter left the meeting at 7.32pm.

 

  • West Mercia Police: There were no police representatives present and no report had been submitted, however it was noted in the 2024 Police Newsletter that there has been recent theft activity in Dorstone.
  • Ward Councillors Report:  The Ward Councillor had shared a written report via email earlier in the month.  In addition, it was reported that:

 

  • HC’s budget remains under pressure;
  • A site meeting took place earlier in the day for the Planning Committee meeting scheduled for

17th January (223199). Most members of the committee attended;

  • There are frustrations that the Primary School development is not progressing as fast as it should. Contractors are including a substantial risk factor for increasing costs resulting in council projects going over budget;
  • There is no update to the ‘Deer’ or ‘No HGV’ signs but Cllr Price will follow up and report in due course;
  • HC are considering all options for a river crossing and seeking appropriate avenues for funding;
  • Glasbury Bridge (just out of county in Powys) requires remedial work which will significantly impact traffic in Herefordshire.

 

  • Representations from Members of the Public: The Chairman gave permission for members of the public to comment on the planning items later in the meeting.
    • A member of the public thanked Cllr Metcalfe and the Lengthsman for clearing the culvert at Long Lane, which is now running much better.

 

  1. Footpaths:
    • Report: Both Parish Footpaths Officer’s had submitted a report which were taken as read and therefore appended to these minutes as Appendix B.  There was nothing further to add.

 

  1. Finance:
    • Bank Balances: Treasurers Account – the balance was reported as £18,113.46. Instant Access Account was reported as £53.493.75. The acting Clerk reported that the Cash book and Financial Monitoring report to the end of Q3 has been updated and had been shared with members ahead of the meeting. There were no questions.

 

  • Dore Community Transport: Members considered an annual report from Dore Community Transport, noting 955 journeys were made to and from Peterchurch parish.

It was RESOLVED:  to approve a financial contribution of £250.00 (as per budget)

 

  • New Laptop for Clerk: Members were informed that the laptop used by the Clerk is very slow and may need to be updated.  It was noted that the ex-clerk inherited the laptop in 2018.

It was RESOLVED:  to engage a local company to service the laptop and submit a specification to the next meeting for a replacement model if problems continue.

  • Payroll Provider: Members considered appointing a payroll service provider. It was RESOLVED: to appoint DM Payroll Services Ltd.

 

  • Payments: It was RESOLVED: to approve the following invoices for payment:
    • HALC, Clerk Cover 16.1.24, £277.39 including VAT
    • Countryside Grounds Maintenance, Inv 549786, £241.90 including VAT
    • DM Payroll Services, Payroll End of Year Return, £60.00

Members noted that Village Hall invoicing would move forward on a quarterly basis.

 

  1. Planning:
    • To consider responding to Planning Applications for determination by Herefordshire Council:
      • 233619: Part of Long Farm, Hinton, Peterchurch, HR2 0TF. Outline application with some matters reserved for a proposed mixed scheme of new built semi-detached and detached houses on land forming part of a redundant horticultural unit/garden centre (brownfield site). Members heard from members of the public, and then considered the application. Concerns were raised about the location of the site outside the settlement boundary, waste, drainage, services and infrastructure, increased traffic, impact on wildlife and the extent of development already approved within the parish.

It was RESOLVED: to OBJECT to the application.

 

  • Planning Committee Meeting:
    • 223199 and 223432: Barley Knapp Farm, Long Lane, Peterchurch. HR2 0TE. Proposed restoration of the farmhouse and conversion of the granary attached to the farmhouse to an annex.

Members considered PC representation at the committee meeting and agreed that the response should follow comments previously submitted and as distributed to councillors ahead of the meeting.

It was RESOLVED:  to appoint Cllr Sandra Salter to represent the Parish Council at the Planning Committee.

It was RESOLVED:  to approve the draft response.

 

Cllr Richard Gaze abstained from commenting and voting in accordance with his declaration of interest.

 

  1. Working Group Reports:
    • Facilities:
      • Grass Cutting Contract: Members considered going out to tender for the grass cutting contract for 2024/25.  It was agreed that the area covered by the current schedule is satisfactory and no areas need to be added.

It was RESOLVED:  to ask Cllr Richardson to prepare a tender specification based on the current schedule, and to include a map indicating areas to cut, schedule of cuts required and deposits of grass cuttings.  Cllr Metcalfe to liaise with Cllr Richardson.

 

  • Memorial Bench: Members noted that BBLP require a map identifying the agreed location of the map before the application can be progressed. It was RESOLVED: for the Clerk to take forward.

 

  • Recreation Field Update/Adult Gym Equipment: Members were informed that Cllrs

Watkins and Richardson had met to assess the site and agreed on a breakdown of phases and that Cllr Richardson is preparing specifications to go out to tender.  Phases will be grouped where deemed appropriate for cost efficiency.  It is anticipated that the specifications will be presented to the next meeting for approval.

 

  • Traffic:
    • Safer Village Initiative: It was agreed that this item was covered under 6.1.  There was nothing to add.

 

  • ‘Not Suitable for HGV’ and ‘Deer’ Notices: It was agreed that this item was covered under 6.3.  There was nothing to add.

 

  • Environment:
    • Environment Report: Members considered the refurbishment of the two planters at either end of the village.

It was RESOLVED:  to ask the Lengthsman to carry out the work as soon as possible.

 

  • Lengthsman and Drainage:
    • Lengthsman Report: It was reported that the Lengthsman has carried out drainage works to several locations, realigned the large copping stone on Fairfield Bridge, cleared overgrowth from Hinton Farm to the Church, and removed a loose bus stop sign.

It was RESOLVED:  to approve the associated invoice of £930.00.

 

  • Lengthsman Funding 23/24: Members were informed that Herefordshire Council have signed and returned the contract for the 23/24 scheme and invoices can now be submitted for reimbursement.

 

  • Lengthsman Funding 24/25: Members were informed that BBLP are asking for the Expression of Interest form, and confirmation of whether matched funding is required, to be submitted before the 31st January 2024. The Annual Maintenance Plan is not required to be submitted at the same time.  It was noted that the grant allocation for 24/25 is £60 per km and that £1302 is available under the Lengthsman Funding and a further £1302 for matched funding.

It was RESOLVED:  to submit the Expression of Interest form for the Lengthsman Funding. It was RESOLVED:  to submit a request for matched funding.

 

  1. Admin, Recruitment, Training:
    • Recruitment: This item was deferred to the end of the meeting.

 

  • Filing Cabinets: Members were informed that the empty cabinet is being donated free of charge.  The second cabinet has been unlocked and contains a variety of historic PC documents.  The acting Clerk suggested that council consider adopting a Documents Retention and Disposals Policy prior to sorting through the cabinet.  Model policies are available from HALC.

 

  • Parish Communications: Members considered options for increasing communication with members of the public.  It was agreed to defer further debate until a clerk has been appointed.

 

  1. Correspondence:

Members noted correspondence including:

  • Correspondence concerning planning application 233630: Land off Wellbrook Lane, HR2 0SS.
  • Email from ex-clerk expressing thanks for the backdated pay award
  • Ward Cllr Report November 2023
  • 2024 Police Newsletter
  • HALC Information Corner
  • Request to promote ‘Connect my Community’ ultrafast broadband programme which currently has 170 pledges but needs 10 more. Concerns were raised about addresses being excluded from registering.

 

  1. Date of the Next Meeting: Tuesday 20th February 2024, 7pm, Peterchurch Village Hall  Items for the next Agenda:  Members raised the following items for the next agenda:
    • To consider parish communications
    • To consider communication concerning facilities at the Medical Centre 3. To consider the caravan at Stockley Hill

13.4.          To consider Working Group Reports:

  • Facilities:
    • To receive an update on the siting of the Memorial Bench and consider next steps
    • To consider specifications for the Adult Gym Equipment/Recreation Field project 13.4.1.3. To consider specifications for the Grass Cutting Contract
  • Traffic:
    • To receive an update on ‘No HGV’ and ‘Deer’ notices and consider next steps
  • Environment
  • Drainage

13.5.          To consider a Document Retentions and Disposal Policy

 

  1. To consider a resolution to exclude members of the press and public from the meeting in accordance with the Public Bodies (Admission to Meetings) Act 1960, to consider a confidential employment matter:

It was RESOLVED:  to pass the resolution.

 

  1. To consider the employment of a new Clerk:

Members considered an application from the ex-clerk, who has regained full health. Cllrs Morgan and Watkins conducted an interview prior to the meeting and provided a report to councillors.

It was RESOLVED:  to appoint Mark Hearne as Clerk, to start on 17th January for 10 hours per week, and on SCP26.

It was RESOLVED: to assist with travelling where possible and to pay travelling expenses as necessary until Mr. Hearne has regained his driving licence (anticipated May 2024).

 

 

The meeting closed at 8.55pm.

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